February 2017 Staff Meeting Notes

Meeting Notes 

Kashmere/Lakewood Grouping 

February 17, 2017

In attendance: 
Melissa Ryans (Manager)
Juan Lopez (Senior Customer Service Clerk)
Twanna Wade (Senior Customer Service Clerk)
Linda Adams (Customer Service Clerk)
Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)
Dee Hunter (Library Assistant)
Joseph Asberry (Senior Customer Service Clerk)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)

Not in attendance: 
Dionne McLaughlin

Vacant Position(s): 
Assistant Manager (Librarian II)
Customer Service Clerk (Customer Service Clerk, Part-time)

Topics: 
Team Building Exercise
Staff Discussion
Staff Training
Open Discussion

First Topic: Team Building Exercise
The group played the 5 Second Rule game, where each participant had five seconds to provide three answers to a question and/or topic (e.g., name three breeds of dogs, name three NBA teams, etc.)

Second Topic: Staff Discussion
Link to December 2017 Managers Meeting Notes

• Opening/Closing Procedures:
• Due to an update in opening/closing assignments (related to iTeam software and iPad kiosk), new procedures were created. This is particularly necessary for Kashmere NL. 
• Each staff person was provided with a handout of the new OP/CL procedures for Kashmere NL
• Staff should make sure that all tasks are completed before opening/closing.
• Opening/closing is a joint effort. Not everyone will be scheduled to open and close, especially if they have a program at the end of the day (closing/taking down program is necessary to ensure that equipment is securely stowed away and trash is picked up).
• Procedures will also be made for Lakewood NL; both will be added to blog.
• iPads (Crayola Kiosks):
• New procedures sent out by M. Wagoner. Please review post on blog.
• If you are scheduled to roam/rove please be sure to periodically check on the iPads every 10-15 minutes.
• Ensure that all iPads are firmly attached to kiosk and all screws are there. (It only takes the removal of one screw to slide the entire device out of the bracket.)
• If there are any issues, please let a supervisor know. In the absence of a supervisor, email IT and Senior Manager.
• If a screw is missing, slide the device out of the bracket and place in a secure place. Notify supervisor immediately; in absence of supervisor, notify IT and Senior Manager.
• Linking to Us: Please continue talking to customers that you think will be willing to go in front of a camera and speak about the impact the library has had  on them. You can take video with your cell phone. 
• Everyone appearing in the video must fill out a media release form.
• Before the customer(s) leave, please ensure that the form is filled out completely. This includes the fields for the name of the event, library name, and phone number.
• Benefits Discount: You must attain 100% completion in Cigna Wellness Program by March 10th to receive the discount for the upcoming benefit period. Check your myCigna account to make certain you have done what you needed to do by the deadline.
• Notary: Remember that we cannot process notaries using expired IDs. 
• We cannot conduct notaries on documents that do not have a notarial certificate, so any statement that is written on lined or blank paper cannot be notarized.
• We can refer customers to the Gale Legal Database so that the customer can retype statement on template that has a notarial certificate.
• We cannot type the document/information for them. We can aid with formatting (as we do with most documents)
• Do not change the content of the document. They should use spellcheck/grammar check in Word.
• There are certain documents we cannot notarize. M. Ryans is working on a list of notaries in the area that we can refer customers to.
• If you have any questions regarding what can and cannot be notarized, ask a supervisor or coworkers. 
• Check the group blog, CE blog, or HPL website for information.
• Call CE Administration (x32707) and speak to Laurie or Yolanda.
• Call Maurina Powers at OAK/ACR
• HISD Learning Link/Computer Usage:
• At LAK: We are going to pilot a new process: having kids use their Learning Link numbers to sign into computers.
• Benefits: Cut down on staff signing kids up for computer cards and retrieving numbers from Sirsi and gets the kids and staff acquainted with Learning Link accounts.
• Repair Shelf/Status: Remember if an item is removed from the shelf due to a missing or scratched disk, place it in Repair Shelf status so that it does not show up on any paging lists or in the catalog.
• Holds: 
• Remember to check out your holds after you remove them from the shelf. You should not be in possession of a hold that is not checked out on your account.
• Remember to check out any items that you remove from the new book cart/shelf. You should not be in possession of an item that is not checked out on your account.
• Remember to remove the yellow hold labels from items when you are checking out holds to customers. Remember to remove yellow hold labels from items received over the desk/through bookdrop before shelving the item.
• New Job Postings: Check out COH employment webpage for a list of new job  postings. Apply for those positions you are interested in and remember to email Liz and Laurie to let them know you have applied.
• Equipment:
• Please be careful in handling/overseeing any library equipment you are using during programs. Do not pick up laptops from the screen/monitor side. Do not carry more equipment than necessary. Be sure equipment is secured OR is being monitored at all times.
• RFID Tagging: Kashmere is scheduled to be tagged in April 2017
• We should weed the collection prior to start date
• Project will be scheduled on Mondays so that people can weed, process, stamp, and box all discards.
• If interested in participating in project, please let me know.
• Summer Jobs: COH is now hiring for summer interns. Both branches have requested interns, so if you know someone that would be a good fit at our locations - and will work and likes working with kids! -- please let them know about this opportunity and encourage them to apply.
• Desk Behavior: Please remember to monitor not only what you say at the desk but also your tone. This includes toward the evening when we are about to close, even more so if customers are still in the building.
• Other Reminders:
• Be sure that you are shelving when scheduled to shelve.
• Be sure to mark on the statistics sheet if the paper was received and processed.
• Be sure to mark on the statistics sheet any notaries conducted.
• We will be migrating to Office 365 software, starting with Outlook. Deployment is next Wednesday. There are training videos on Lynda.com and TMS. 
• Videos on Lynda are about an hour; the ones on TMS are about 30 minutes
• Highly recommend enrolling in the courses on TMS (these are logged by the system and HPL Training)

Open Discussion

• What should a staff person do if they want to use DFAM but does not have an obituary for relative (e.g., hardship/cost issues).
• Recommended that staff bring something from funeral home showing the person had a service/is deceased
• Reminder to check DVDs for condition upon check out and return. Staff have been receiving damaged DVDs in delivery that were processed as holds.
• Be sure to patrol the children's area and monitor any suspicious persons/behavior.
• Suspicious behavior includes acting weird, staring, harassing - be sure rules are being followed
• Staff should  have an active presence in the area during the afternoon.
• No set guidelines regarding adults sitting in children's area. This is roving/roaming is a good idea
• Reminder to check all bills greater than $1 with counterfeit pen before processing transactions
• Check with F. Schumacher regarding HISD students not being in Sirsi (re: Learning Link accounts)

January 2017 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

January 30, 2017

In attendance:
Melissa Ryans (Manager)
Juan Lopez (Senior Customer Service Clerk)
Twanna Wade (Senior Customer Service Clerk)
Linda Adams (Customer Service Clerk)
Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)
Dee Hunter (Library Assistant)
Joseph Asberry (Senior Customer Service Clerk)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:
Dionne McLaughlin

Vacant Position(s):
Assistant Manager (Librarian II)
Customer Service Clerk (Customer Service Clerk, Part-time)

Topics:
Managers Meeting
Staff Discussion
Open Discussion

First Topic: Managers Meeting
Link to December 2017 Managers Meeting Notes
Bi-weekly Pay Schedule for 2017
New Organization Charts 2017

• Staffing Changes:
• Kitty Myers is manager at KEN
• Victor Quijano is assistant manager at KEN
• The manager position at Park Place will be posting as an LIII position; Assistant Manager position will be a Customer Service Supervisor
• Djuana is now overseeing BLU; Patrick is now overseeing PAR
• Youth Services is back under Central:
• Michelle Johnson is Manger of Central Youth Services
• Carrie Toombs will manage the Juvenile Room
• Craig Bertuglia will manage the Teen Room
• They will be posting for a manager position for VIN
• IT Network Upgrade: Improved internet security and connectivity
• Continue to report iTeam issues
• HPL RescueMe (new application installed on desktops)
• IT can remotely log into the computer and correct issues on terminal
• Faster than calling or emailing 
• Best use: installation of software (e.g., computer needs Adobe, Java, etc.)
• Camp Stream: Registration will open one month prior to event (May 9th)
• Starts at CEN on June 5th
• Reloaded dates: July 31-August 4 and August 7-August 11
• Youth Services:
• Teachingbooks.net (HPL database)
• Provides resources for various books (e.g., trailers, booktalks, book lists, etc.)
• Children Book Celebration
• Date: May 6th
• Author: Grace Lin
• Art contest: Let's Go Fly a Kite
• They need assistance with displays and artwork, so if you are interested, please let a supervisor know.
• Immigration: Refer to this posting
• Learning Link Updates:
• There is an issue with HISD accessing resources through their portal
• TexShare resources cannot be used in schools; can only be used at libraries or at home.
• HISD had a few issues with Overdrive
• Wanted content to be separated out (requires different licensing deals)
• Request: filter sites for elementary schools; looking for ways to categorize content  according to grade level/school
• Tumblebooks is licensed for use in elementary schools
• We can document on Learning Link accounts address and update contact information (e.g., phone, email). Use your best judgment when verifying information.
• Goals/Budget:
• COH moving toward a performance-based/goal-oriented budget
• Now departments need to meet targets in order to get money
• Highly important that programs and statistics are documented correctly
• Saturday Switching Guidelines Reminders:
• Document can be found on her group blog.
• Full-time staff have to work scheduled Saturdays
• Must switch Saturdays if you want to take off
• Can request up to three hours of vacation time on Saturdays PROVIDED staffing levels allow it.
• You can switch Saturdays with an employee in another grouping PROVIDED managers at both locations approve of the switch
• You can use VACS for that Saturday (which means you get to keep your regularly scheduled OFF day the following week), or you can make up time the following week (scheduled OFF day would be Saturday, and you would work M-F that week).
• Staff that work every Saturday (both full-time and part-time) get four Saturdays off per calendar year (these do not roll over).
• Illnesses: Policy states staff members calling in sick should call around and request coverage within the grouping
• This policy is rarely applied in this grouping, but absences on Saturdays are documented in case a pattern develops
• Repeated call-ins on Saturdays can result in 1) a request for a doctor's note, 2) employee will be made to work the following Saturday, and ) disciplinary action (e.g., PID)
• Death in the Family Leave: This covers specific family members (father, father-in-law, mother, mother-in-law, sister, brother, spouse, child, stepchild, grandparent, and grandchild)
• Sudden deaths do not require a Saturday switch
• Funerals or memorials made in advance OR the family member does not fall under the DFML qualification rules do require a Saturday switch.
• Staff can take part of the day off to attend the funeral/services (if time is less than four hours)
• Severe Weather:
• Timecards are not coded for disaster time if Mayor did not close down COH or tell employees to stay home
• Depending on managerial judgment, time issues related to severe weather can be coded as VACU or VACS (the latter is preferable in the grouping).
• Staff can also use SICK leave up to 64 hours before it starts to negatively impact HEAR

Second Topic: Staff Discussion

• Joseph has been promoted to a Senior Customer Service Clerk. He will be going to CEN but for now will be remaining with us until our new part-time CSC begins (mid- or late-February)
• Procedure added to opening procedures at KAS: print out at least 20 guest passes each morning.
• Summer Food Training has began. Trainings have been added to daily and monthly schedules.
• REMINDER: Check out all holds. Holds should ONLY be removed from hold shelf AFTER they have been checked out on your account.
• Reminders regarding updates:
• Customers can check out only 1 laptop per library card
• A form has to be completed for each laptop that is being checked out
• Minors (under 18) can use their parent's valid ID (not expired) PROVIDED parent is listed as the responsible parent
• Can use 1 ID to check out 2 laptops PROVIDED parent and child have a library card
• We can ask for two IDs (one for each laptop), but it is very rare that a customer would have two forms of ID
• If using 1 ID, paper-clip both forms to the ID provided
• DO NOT hand over ID until BOTH laptops have been checked in
• Wellness: Reminder that all points have to be earned by March 10, 2017, to qualify for discount. Can still do Telephone Coaching, attend a lifestyle management program, or use the Cigna App + Fitness Tracker (e.g., Fitbit) to track activity
• Remember to reach out to customers and see if they are willing to go on camera to speak about the library. You can use your smartphone/branch digital camera. (This is part of the Linking to Us initiative)
• Just remember that each person in the video MUST fill out a Media Release Form.

December 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

December 19, 2016

In attendance:
Melissa Ryans (Manager)
Juan Lopez (Senior Customer Service Clerk)
Twanna Wade (Senior Customer Service Clerk)
Linda Adams (Customer Service Clerk)
Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)
Dee Hunter (Library Assistant)
Joseph Asberry (Customer Service Clerk, Part-time)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:
Dionne McLaughlin (Senior Library Service Specialist)

Vacant Position(s):
Assistant Manager

Topics:
Managers Meeting
Staff Discussion
Open Discussion

First Topic: Managers Meeting
Link to October 2016 Managers Meeting Notes
Link to November 2016 Managers Meeting Notes

• Reorganization: There is only one Deputy Director (Weeks). There are now 4 Assistant Directors (Liz Sargent is the AD for Customer Experience) and 3 Assistant Deputy Directors.
• Liz's ADD position will be posted.
• Technical Services (LMS) and Circulation Administration are under IT.
• Programming and Community Engagement are now under Nicole Robinson.
• There will be no major movement of staff at this time.
• Linking to Us HPL Stories: NL Administration is asking us to collect stories from customers about the impact libraries have had on them. Customers will retell their stories on video (they must also sign a media release form) recorded by staff.
• Staff can record themselves reciting stories from customers if a customer does not want to appear on camera but would still like to share their story.
• Mayor Turner is really interested in this project.
• Link to document regarding this initiative.
• New Positions:
• Tara Hornbeak is now the Librarian II (Manager) of Robinson NL.
• There is a new assistant manager (Librarian II) at Kendall NL.
• Drew Alvey is the new Library Service Supervisor at Blue Ridge.
• CEN Plaza has been renamed the Barbara Bush Literacy Plaza

Second Topic: Staff Discussion

• Pension: As stated previously, there will be changes to the pension. Some of the proposal included increasing contribution rates from 5% to 8% for those in Group A. Group B will contribute 4%; Group D will contribute 2%. The retirement eligibility formula for municipal employees does not change. Rate of return on investment dropped from 8% to 7%
• For more information, please click here: https://readymag.com/627994
• Brainfuse Training: Staff are encouraged to watch the Brainfuse training on the Staff Training portal. Staff will be scheduled to attend this webinar. To receive training credit, you must post a comment after watching the video (comment has to be of substance) and write your name and e-number at the end of your comment to get training credit. Let me know when this has been done so that I can notify HPL Training.
• 2017 Staff Schedule: Goal is to primarily host them on Fridays at Kashmere because several staff members (including the manager) are required to provide trainings as part of their review plans.
• Would also go a long way to minimizing having staff come in and will allow ample time to do our staff meeting and staff training. 
• We will still have Monday meetings at Lakewood but they will be far less than they were at 2016.
• HISD Learning Link Reminders:
• We can look up Learning Link accounts with student information (name, student ID, etc.), but we cannot:
• Provide students with any library card numbers
• Check out any items on library card accounts WITHOUT either the library card or a parent/student ID
• Students are still required to present a library card if they want to check out any items on the library card accounts.
• Learning Link accounts do not have that restriction.
• There is a reason for that distinction: 
• Parents sign for library cards and thus acknowledge responsibility for all fines and charges accrued on that account.
• If you check out an item to a child that does not present a library card or a valid ID, then that parent can claim non-responsibility, especially if they have the card in their possession during the time the items were circulated.
• Library card accounts go to collection; Learning Link accounts do not.
• Learning Link accounts are different because parents did not sign for the cards, so accountability is minimized.
• If you search for a child and pull up a Learning Link account and a library card account, ALWAYS circulate on the Learning Link account. If the items cannot check out on the Learning Link accounts (because it does not meet the criteria), then let child/parent know that the child needs a regular library card.
• You can still provide children with Computer Card numbers.
• Review the FAQ on the blog for Learning Link accounts.
• Relevant policy pertaining to accessing borrower accounts is below:
• "Staff will retrieve a record by name if the customer presents acceptable ID matching name and address in user record [Note: The parent would present his or her ID on behalf of the minor.].... Customers should be advised that this is not possible if the online circulation system is down; with no access to the borrower database, offline circulation requires library card.
• Link to policy and guidelines.
• Wellness: Remember that in order to get the full discount you must do the biometric screening and one (or two) additional health activities. Go to the COH Wellness page to see how much of a discount you get for completing an activity. Go to myCigna for additional options and to see your completion percentage.
• There are deadlines to completing certain activities, so be sure to note them!
• Boundaries with Customers: Remember that customers are customers first and professional boundaries should be maintained. Do not talk about religion, politics, etc. with customers, even those that you might know personally.
• Redirect customers that bring up certain topics.
• If there is a problem, please get a supervisor.
• Holds for Customers: For holds pulled for customers but not placed on account:
• Record date on the slip and make sure customer knows we will only hold the item for three days. Let them know that if a customer places a hold on the item through official channels (e.g., it comes up on a paging list), then the hold will go to that customer.
• Please do not offer to hold expired holds for customers. Before doing so, check and make sure that the item has not been placed in transit due to another hold. If there are no holds, then re-hold the item on the customer's account.
• Summer Food 2017: We will be doing Summer Food again this year. Training starts in January. Training dates for staff have been added to the monthly schedule. All full-time staff will be attending the training.
• Work Progress Reports: WPRs are due by January 31st. Meetings will be scheduled throughout the month.

November 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

November 21, 2016

In attendance:
Melissa Ryans (Manager)
Dionne McLaughlin (Senior Library Service Specialist)
Juan Lopez (Senior Customer Service Clerk)
Twanna Wade (Senior Customer Service Clerk)
Linda Adams (Customer Service Clerk)
Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)
Dee Hunter (Library Assistant)
Joseph Asberry (Customer Service Clerk, Part-time)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)
Pedro Fonseca (Senior Manager)

Topics:
Team Building
Staff Discussion
Managers Meeting Discussion

First Topic: Team Building Game (Mad Gab)

• The staff played a mini-game of Mad Gab. They were given pieces of paper that contained small words that when read together aloud made a word or phrase. (ex: Says Amy's Treat = Sesame Street). 

Second Topic: Staff Discussion

• Health Assessment: Health assessment has to be completed by December 5th in order to get a partial discount on next year's medical benefits. Check your myCigna to see how far you have left to get the 100% discount.
• Holiday Party: Holiday party for HPL is on Friday, December 17th, from 7PM-11PM. They are requesting that staff RSVP by COB on Friday, December 2nd (which is next Friday). 
• The first 100 employees to RSVP and attend will receive a $20 HEB gift card.
• Kronos: 
• Remember to be careful accumulating compensatory time on lunch breaks. If you're 15 minutes late, you should take a 45-minute lunch; if you're 30 minutes late, you should take a 30-minute lunch.
• We're closed for Christmas from Friday, December 23rd - Monday, December 26th. No one will be scheduled to work on Saturday, December 24th. The work will will start Monday, December 26th. 
• This means that people scheduled to work on Saturday will not have a shift for that day; shift will start the following Monday, so you will get holiday pay and not a holiday accrual.
• Schedules for full-time employees will reflect a Monday-Friday schedule for the week of December 26th.
• If you were scheduled to be off on Friday, December 30th, you have the option of using vacation in order to keep your off day.
• Learning Link: Remember that all HISD students should have a Learning Link account in the system.
• While we should encourage parents and kids to get My Link cards, we should also aid children in checking out items by telling them about their accounts. Instead of asking, "Do you have a library card?" perhaps ask, "Are you an HISD student?" 
• Most students know their school ID/lunch ID.
• Remember the limitations of the account. (see: Learning Link FAQ) 
• No A/V, flip kits, laptops, adult or young adult items
• Children wanting to check out such materials will need to get a My Link card.
• Sirsi Log-Ins: Please check your log-in sessions in Sirsi to ensure you are logged into the proper branch account. (see: Check Sirsi Profile Location)
• Sirsi Accounts: Each branch now has four branch accounts. The usernames and an explanation regarding when to use each account can be found on the Workflow Procedures blog.
• Trainings: Everyone has been scheduled to take the A to Z training that have not taken as of today. The trainings are linked to on the schedule, so clicking on it should take you to the appropriate webpage.
• Remember to print out certificate so that you can get training credit.
• There is a required training on homelessness that will earn you 2.5 hours of training credit. It must be viewed by all staff by February 7, 2017. 
• You must get at least 80% on the quiz in order to get training credit.
• KAS Issue: There is a homeless customer that staff are trying to get help for. She is to meet with Search Homeless today to see about getting into Beacon House.
• If she is still on site tomorrow it will constitute loitering.
• CEN Items: Remember that Central items that are NOT on hold can be dropped into the delivery bin. Central items WITH holds are dropped into the HOLD bin.
• A. Perry pointed out that CEN items with holds usually display the name of the customer for whom the item is on hold.
• Vacation: M. Ryans will be on vacation from 12/9/2016-12/14/2016. J. Santoyo has graciously offered to handle timecards in my absence.
• Holds: Please do not fill holds with books that are damaged. (Remember: if you wouldn't touch it or want it, why give it to a customer?)
• If it is the last copy in the system, let me know and I'll convey the issue to LMS.
• Immediately place the damaged item on the DISCARD account so that the hold system can flip to the next item.
• Staff Holiday Party: 
• Definite date: December 30, 2016.
• J. Lopez will get with staff regarding food and other items.
• Will use funds from staff appreciation bank.

Third Topic: Managers Meeting (presented by P. Fonseca)

• HPL is moving forward with the hotspots and tablets (for checkout)
• Hotspots are not holdable so staff will have to create system for holding hotspots and contacting customers (will become holdable once all locations have them)
• Will be piloted at ACR/DIX
• Hotspots must be returned to the location from which they were checked out 
• If it is 3 days overdue, the hotspot will be "locked" (customer will not be able to get data)
• Laptops cannot be turned off 
• Up to 10 devices can be hooked up to the hotspot 
• Staff will be able to check out the devices
• HPL is piloting online applications and moving away from paper applications
• Customers will fill out application online
• Staff will still issue cards
• Will have an impact on workflow
• Possibility of doing sign-ups at outreaches using hotspots
• Will probably not get Sirsi in out in field
• Youth Services discussed Very Ready Reader
• Requests that locations limit story time attendance to 20
• Do the 20 kits, then do your own stuff
• All storytimes must be conducted in VRR-style
• Name other programs as something else (e.g., "STEAM Storytime" becomes "STEAM Program")
• There will be a VRR Training in Janary 2017. (Training will be ongoing.)
• Possibility of number of programs going up while attendance goes down (emphasis is on quality not quantity)
• Learning Link: Some accounts are accumulating late fees
• Issue should be addressed by today
• Waive fines on student accounts.
• Waivers do not apply to items marked as LOST/ASSUM in the system. This is only for items that are late.

October 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

October 31, 2016

In attendance:
Melissa Ryans (Manager)
Dionne McLaughlin (Senior Library Service Specialist)
Juan Lopez (Senior Customer Service Clerk)
Twanna Wade (Senior Customer Service Clerk)
Linda Adams (Customer Service Clerk)
Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)
Dee Hunter (Library Assistant)
Joseph Asberry (Customer Service Clerk, Part-time)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)

Not in attendance: 
Jose Santoyo (Assistant Manager)

Topics:
Managers Meeting Notes
Staff Discussion
Open Discussion

First Topic: Managers Meeting Highlights

• NL Changes:
• Jungman is now open. Young opens on November 5th
• YOU will be a standalone location.
• Cedric Clark is the manager at Young.
• Jerome Hurt is the assistant manager at Young.
• Smith is being paired with Melcher; the grouping will be managed by Shirley Singletary
• Assistant manager position will be posted as a Senior Library Service Specialist.
• Karen Luik will be managing SWX/WAL
• Kitty Myers will be temporarily managing KEN (the position will be posted)
• Gregory School has a new assistant manager, Miguell Ceasar 
• Digital Strategies
• Sirsi will be upgraded on 11/02. Staff should log out of WorkFlows on all computers but leave the terminals on so that the update can go through.
• New version should be 3.5.2
• Open Athens - new software for accessing databases
• Customers will need to know PIN
• We cannot provide PINs over the phone. Customer must come to the library and present library card and/or identification.
• See FAQ on website
• See policy on Intranet
• We can reset PINs over the phone but cannot recite the new PIN to them:
• Verify information on account and reset PIN to a number on account (e.g., last digits of phone or license, birthdate [MMDD])
• Customer should know what the information is. Customer still has to come into the library to retrieve PIN and/or change it
• Blue Cloud Visibility - new SirsiDynix software linking catalog with Google
• EBSCO Discovery - new software will search databases via catalog; go live on 11/28
• Learning Link
• Student barcode is first letter of last name + HISD student ID (also lunch ID)
• PIN is the two digit month and day (MMDD)
• School ID is in User Category 8
• Use PIN and User Category 8 to distinguish between students with the same last name
• An HISD School Code Lookup has been provided on the Intranet (click on "References", then look on the left-side of the page under "Circulation-Related Lists and Reports"). Staff can type in the either the school number or school name to search
• Other Notes
• Float Hub is being revised. They are creating FLOAT accounts that staff will use to check out float items before sending them to LMS
• UPDATE: Click here for instructions
• Be sure to discard poor materials - do not send items in poor condition to Float Hub!
• Active Incidents: You can sign up to receive up-to-date information regarding emergency/active incidents around Houston and Harris County:
• COH Emergency Notifications
• City of Houston Active Incidents (both HPD and HFD)
• Wireless Emergency Alerts
• Greater Harris County 9-1-1 Emergency Alerts
• Houston TranStar

Second Topic: Staff Discussion

• Law Enforcement and Customer Records 
• The policy is on the Intranet: Administration 1.9 - Confidentiality of Records and Compliance with Law Enforcement
• If a LEO visits the library to discuss library business (e.g., customer information), as for identification and refer agent agent to director or director's desginee
• No Court Order: explain policy and that a proper court order has to be presented to the library. Without that order, neither the FBI or local law enforcement has the authority to compel cooperation with an investigation or require answers to questions (other than name and address of person speaking with officer
• With Court Order / Subpoena: Notify the Director's Office (they will direct the subpoena to legal counsel)
• Send subpoena to Director's Office via delivery ASAP
• With Court Order / Search Warrant: Can be executed immediately; do not interfere with search and seizure
• Call a supervisor ASAP; they will notify Director's Office
• Cooperate with search to ensure only records identified in warrant are produced
• If warrant is issued under Patriot Act / FISA
• Same as above but order usually comes with a "gag order" (no person or institution can disclose that a warrant has been served or records have been produced)
• We must comply with "gag order"
• Cannot disclose information to any party, including the person whose records are the subject of the warrant
• HPL App: Customers can install the HPL app and use it to present barcode to check out items (particularly useful for self-checkouts)
• Emails: be on the lookout for suspicious emails; remember lessons from CyberSecurity trainings (newest threat is from hous.hr.resources.org)
• Courtesy: Courtesies are a form of customer service and is usually a one-time thing offered to customers under exceptional circumstances:
• Examples of exceptions: partnerships (e.g., TFL, Project GRAD) and customers with disabilities
• It's okay to print a document for a customer if he or she lacks funds or do not have bills/change, especially if it is job or school-related. But BEFORE offering to do so, encourage customer to get change so that they can get a card. Offering to do so should be second or third, not first. 
• Provide courtesy once, but EMPHASIZE to customer that it is a one-time courtesy due to the special circumstance and they will be expected to have funds / change next time.
• For computer assistance: help once, then encourage them to bring someone to aid them. It is not staff responsibility to type essays, resumes, or fill out FAFSA or job applications.
• Remember: providing excessive courtesies to repeat customers does a disservice to the library, vendors, and your coworkers. 
• iTeam: Remember to not reserve customers from CSD. They should always be directed to kiosk
• Remember that new library cards sometimes take 24 hours to work with the system; provide guest pass
• If customer cannot sign in at kiosk, reboot kiosk; system sometimes loses connection with Sirsi, and rebooting forces the connection again (customers should be able to sign back into system)
• Document double-bookings with full barcode, date, and time of occurrence:
• UPDATE: Type in "720" minutes rather than "60" minutes when creating guest passes. This should halt the double-booking issue.
• Should issue continue to occur, document and let supervisor know.
• Obscenity:
• Follow guidelines found on CE Blog under "Resources", then the "How To -" section of the blog. "Handle Customers Accessing Obscene Images"
• For accusations that a customer is watching pornography or obscene materials
• Staff assess content and determines if it falls into guidelines
• If it does not, apologize to customer and explain we have to follow certain procedures in order to comply with policies and law
• If it does, follow guidelines listed in the linked document.
• Definition of obscenity: we follow the definition in the Texas Penal Code (listed in document as well):
• Obscenity is material or performance that depicts patently offensive representations or descriptions of:
• ultimate sexual acts (normal or perverted), actual or simulated
• includes the following: sexual intercourse, sodomy, sexual bestiality
• patently offensive representations or descriptions of:
• masturbation, excretory functions, sadism, masochism, lewd exhibition of genitals (in sexual stimulation or arousal), covered male genitals in a turgid state
• lacks serious literary, artistic, political, and scientific value
• Per the above definition, that means that customers can watch the following:
• women twerking in thongs, wearing bikinis, sheer t-shirts
• the naked torso of a woman or man
• Do not use your personal definition of obscenity or pornography when assessing the content being viewed by customers.
• Person-in-Charge (PIC): The PIC is the in-charge person when supervisor is not on-site 
• PICs are identified on daily schedule - names of PIC are bolded
• PICs act as supervisors in the absence of managers
• Follow the lead and directions of the PIC at all times to minimize conflict and maximize teamwork. 
• Provide a unified front to customers to minimize confusion.
• If you disagree with a decision made by the PIC, let a manager know upon their return or email them your concerns. Do not argue with the PIC.
• Internal Customer Service: Remember that COH expects that employees demonstrate patience, courtesy, respect, and understanding to all customers, both internal and external.
• If a staff person is doing something incorrectly that needs to be addressed immediately because it has an immediate impact on service (e.g., paying fines through Sirsi rather than SMM), it makes sense to correct them then and there
• If it is something that does not have an immediate impact on service (e.g., incorrectly telling a customer that they can only check out ten CDs), let the staff person finish the customer transaction and then tell them. The staff person should then notify the customer of the miscommunication.
• If someone is attempting to aid you by correcting issues and/or errors, please be respectful and listen. If you feel that the information being presented is incorrect, you are more than welcome to let me know.
• Always be respectful when assisting, coaching, and aiding one another.

September 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

September 30, 2016

In attendance:
Melissa Ryans (Manager)
Dionne McLaughlin (Senior Library Service Specialist)
Juan Lopez (Senior Customer Service Clerk)
Twanna Wade (Senior Customer Service Clerk)
Linda Adams (Customer Service Clerk)
Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)
Dee Hunter (Library Assistant)
Joseph Asberry (Customer Service Clerk, Part-time)
Alena Lee (Customer Service Clerk, Part-time) Pedro Fonesca (Senior Manager)

Not in attendance:
Jose Santoyo (Assistant Manager)
Ana Santana (Customer Service Clerk, Part-time)

Topics:
Team Building Activity - Jeopardy!
Managers Meeting Highlights
Staff Discussion
Open Discussion

First Topic:
Jeopardy!: Staff were assigned into three groups to answer questions about themselves. Topics included their favorite books, movies, and the location they started at HPL.

Second Topic: Managers Meeting Highlights
Link to August 2016 Managers Meeting Notes

• Learning Link Accounts: 
• Learning Link accounts are now in Sirsi, and we go live with these accounts on Monday, October 3rd. Until then, these accounts are not to be used.
• Fred Schumacher emailed all staff an FAQ about these accounts. Read it carefully. There is a post on the blog about the FAQ, and it is linked to under "Staff Resources" as well.
• Staff Development Day:
• Staff should receive an email with the decal to park in Lot H.
• Remember: you must have your badge to get into the building.
• Registration ends at 8:45AM.
• FAQ is on the Intranet
• Notary: Staff with notary duties are considered "on-call" during their off-desk time. 
• The specific hour assigned to staff is highlighted in green on the schedule.
• We tried very hard to schedule staff so that at least one person is doing an off-desk task so that the people working the desk/floor or in a program are not pulled away to handle transactions (sometimes difficult through when short-staffed).
• Staff at desk should get assigned staff to handle the notary transaction.
• All notary fees go into the FINES envelope (envelopes at Kashmere NL will be updated)
• Pensions: Mayor has worked with HPD, HFD, and municipal pension system to try to get a reign on pension situation. If COH does not take care of it, the State of Texas will.
• More information can be found here.
• COH Drug and Alcohol Policy: COH has a No Tolerance policy regarding drugs, and alcohol is prohibited during working hours. Coming to work intoxicated or under the influence of drugs is also not tolerated.
• If a supervisor suspects that you might be inebriated or under the influence of drugs, the department can have you undergo a "reasonable suspicion" drug test. 
• If at any time a supervisor initiates the screening and you fail the test, you are automatically terminated.
• On the other hand, if you self-identify (meaning that you tell your manager before he or she reports it), you will not be terminated because you self-identified prior to receiving notification of the test.
• An abbreviated version of the policy (that was passed to all staff at the meeting) can be found here.
• The official COH policy can be found here: EO No. 1-12: Amended Controlled Substance and Alcohol Abuse

Third Topic: Staff Discussion

• Statistics: Please be sure to have all statistics for programs and outreaches entered into the program / HEAR logs by the 1st of the month. This is not always doable, but you should be attempting to enter stats if not every day then at least once a week.
• Deadline for statistics is very firm: they are due on the 7th of each month.
• Communications and other departments use those stats when reporting to various persons and entities.
• Trainings: Everyone has been enrolled in the A to Z webinar.
• So far, most of you will probably meet your HEAR goal by the end of this year. 
• Staff will receive 6 hours of training credit for attending Staff Development Day.
• Other Info:
• ILL - Only A/V materials (audiobooks, DVDs, CDs, etc., go in the bubble-wrap envelopes.
• Staff should place A/V materials in manila envelope and send to ILL (good practice: write A/V on the envelope so that drivers and staff know to handle package with care).
• Staff should provide customers will all components of the ILL item. For example, if the item comes in a plastic bag, provide customer with bag and let them know that it should be returned along with the items,
• Most of the time, additional components are labeled as such.
• Remind customers to not remove purple label - that is how ILL tracks the item, and ILL creates special barcodes that are different from regulation HPL barcodes.
• COH Employees: You can let COH employees enter the building when it is closed. This does not extend to employees of other companies and/or organizations. 
• If there is ever an issue when someone from another agency wants to enter the building when it is closed, contact me or Jose. In our absence, contact the Senior Manager or CE Administration (x32707)
• Sometimes vendors are sent to the location to work on something in the building and will ask for access. If you are unsure, contact me or Jose. In our absence, contact the Senior Manager or CE Administration (x32707) to confirm if a vendor was sent to the location.
• Criminal Activity: We are not responsible for criminal activity that occurs off library property. If a customer enters to complain or report a criminal activity that occurred off library property, allow them to use the phone to call 911 if it is an emergency.
• If it is not an emergency, provide them with the the HPD Non-Emergency number.
• The customer must make the call, and the customer must remain on-site until HPD arrives to give a statement. 
• We cannot act as an agent on behalf of customers for incidents that take place off library property.
• If a customer contacts HPD and officers do arrive on scene, do an incident report and get the incident number/information from the customer/officer.
• If the incident is occurring, then you could act as a "good Samaritan" and call 911, but do not get involved and place yourself in harm's way.
• If you are ever in doubt, contact your supervisor (or Senior Manager / CE Administration in the absence of a supervisor). 
• Gaming Equipment: Remember to power down the game consoles BEFORE unplugging them. This is especially true for the PlayStation 4 in the gaming room.
• Powering down the PS4 is especially important because not doing so can corrupt the system - the game even tells you so.
• To power down the PS4, press the PS button in the middle of the controller, then select "Power Down Console"
• Holidays and Vacations: Please start submitting vacation requests for the holidays. An email will be sent out next week. 
• Remember that supervisors have an obligation to make sure both locations are adequately staffed.
• Remember that supervisors have to be equitable and fair when scheduling vacation requests during the year, so please be flexible.
• Remember that the Floating Holiday ends on December 31st, and you must request it at least 30 days in advance. 
• Submitting the request less than 30 days will not be approved.
• Combined Municipal Campaign (T. Wade): Fall Festival is on October 28th. Tables and booths will be throughout the buildings and hallways too.
• Central will be open during this time, so there will be customers browsing tables/booths too.
• CMC runs from 10/01 - 10/31
• Employees can give online or can sell items to raise funds.
• Branches must choose to do either a booth or enter pumpkin carving contest. Entry fee for both is $5.00.
• Booth suggestion: Jeopardy game using poster board, index cards, etc.
• Still considering the rules of the games and operation of the booth.
• J. Lopez and K. Beck wanted to do the pumpkin carving contest.
• Staff cannot raffle items at the locations. They can get an agency to come in and do a raffle.
• Staff decided to sell drinks and snacks (e.g., chips, candies, water, etc.) at the locations.

August 2016 Staff Meeting Notes

Meeting Notes 

Kashmere/Lakewood Grouping 

August 29, 2016

In attendance: 
Melissa Ryans (Manager)
Jose Santoyo (Assistant Manager)
Juan Lopez (Senior Customer Service Clerk)
Twanna Wade (Senior Customer Service Clerk)
Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)
Joseph Asberry (Customer Service Clerk, Part-time)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)
Pedro Fonesca (Senior Manager)

Not in attendance: 
Dionne McLaughlin (Senior Library Service Specialist)
Linda Adams (Customer Service Clerk)
Dee Hunter (Library Assistant)

Topics:
Icebreaker
Managers Meeting
Staff Discussion
Open Discussion

First Topic: Icebreaker
Human Knot: Staff worked together to untangle a "human knot" without letting go of hands. Team did not complete due to time constraints, but staff would liked the icebreaker and would like to revisit this at a later date when more time is available; possible suggestion to use strings to elongate the "ropes" and allow for more maneuverability.

Second Topic: Managers Meeting
Link to July 2016 Managers Meeting Notes

• Here are J. Santoyo's notes from the August 2016 managers meeting. Some highlights are:
• Collier's manager position will now be an LIII
• Four additional positions are about to be posted:
• 3 Senior CSCs for Passport Services
• 1 Library Service Supervisor for BLU
• Guided Resources and COH Employee News discounts: take advantage of the discounts offered to COH employees. Links to the websites as well as instructions on how to enroll can be found on the CE Blog.
• Wellness program started on August 1st and ends on March 10, 2017.
• Remember that biometric data is needed (measurements had to have been taken after 02/01/2016)
• There will be biometric screenings offered around Houston, but the sessions will be highly limited. Try to get your measurements from your annual wellness/physical appointments.
• Biometric data: blood pressure total, HDL cholesterol, height, weight, and waist circumference
• Health assessments need to be completed by employees and eligible spouses by  12/05/2016
• Once again, there is an additional step:
• Can choose to do preventative care (deadline: 01/31/2017)
• Can choose to do telephone coaching but has to be done early because you have to complete several sessions in order to complete this step (deadline: 03/10/2017)
• The 2017 Combined Municipal Campaign is approaching. Training for coordinators will be held, and the Fall Festival is on 10/28/2016.
• Libraries will be opening 1 hour later at 2PM, so it is expected that staff participate and attend the event.
• Each location has to provide either a booth or carve a pumpkin (entry fee: $5).
• Staff Development Day: Remember this is on 10/10/16, and it is mandatory for all staff
• Vacation requests will not be approved unless it is a highly extraordinary circumstance.
• Managers are asked to provide reasons why staff are not/cannot attend.
• Parking is a huge issue: carpooling is highly recommended
• Email will be sent on 09/13/2016 for staff to sign up for carpooling drawing. 
• At least three people per car; rest can make arrangements or park at Lot H
• Security at CEN will only let people on the list enter the parking garage
• Notary Services: Start date is Monday, September 19, 2016.
• Will determine logistics at the branch-level
• Learning Link: 
• Copies of presentation PowerPoint were provided at meeting to all staff. In summary:
• 10 items can be checked out at a time: print materials and audiobooks only; DVDs and laptops cannot be borrowed on these accounts.
• No fines will accumulate on account, but customers will be charged for damaged/lost items up to $10 per item
• They can still check out items despite fines/fees on account as long as account is under $50 ($49.99)
• Accounts cannot be sent to collections
• No actual card will be given to middle and high school students
• User name/account is first letter of first name and school number (ID)
• PIN is month and date of birthday (MMDD)
• Pre-K - 5th grade will be issued a card that schools will provide
• Elementary school accounts can only check out juvenile materials
• Middle and high school students can check out YA and adult materials
• HISD staff/teachers/employees will also get an account for digital access only
• Launch is scheduled for mid-September to early October.
• Digital Strategies: Roland Lemonius is the new Tech Link Manager
• Houston Housing Authority Voucher Program: HHA is opening up their waiting list once again for housing. HPL is providing customers with access to computer labs so that they may do their applications.
• Encourage customers to apply on Tuesdays, Wednesdays, and Thursdays. HHA takes 20% of applicants from each day. 
• More information can be found here.
• Renovations, Opening and Closing Calendar 2016 (list of branches and the dates they will be closing or opening)

Third Topic: Staff Discussion

• HEARs: Remember that our main goal as managers is to give staff enough time each week or month to meet your goal (which is a 3). So if you plan says you have to complete a task twice a week to get a 3, then we should be scheduling you to complete that task twice a week. 
• To earn 4s and 5s, you should take the initiative and demonstrate your ability to work efficiently and to communicate to us that you need additional time.
• Do not log formal trainings (e.g., those trainings given by COH and HPL, those trainings taken through TMS, and any trainings reported to HPL Training from approved resources).
• Will start emailing on a monthly basis training opportunities for staff.
• To begin: Everyone should take the Cyber Security training. HITS states it is optional, but everyone in this grouping needs to take it.
• Continue to log informal trainings (e.g., trainings conducted in-house by supervisors and/or your coworkers)
• All in-house trainings will now have sign-in sheets to ensure staff gets credit for participating
• New Programs:
• Workforce Solutions is offering on-site training at KAS every other week on Tue, Wed, and Thu from August through October.
• Project Grad starts in October at KAS and focuses on providing college preparatory assistance with FAFSA and college essays.
• Keys and Locks: Looking to see what locks staff have access to and update cores as to get rid of skeleton key (master key) and branches.
• Exempt locks: Manager's office and security room/closet
• J. Santoyo created a wonderful Google spreadsheet for staff to document which locks work with their key and those that do not
• Holidays and Vacations: M. Ryans will send out an email to all staff in October requesting a list of dates and times you want off for the holidays.
• Be mindful to the fact that our goal is to be fair to everyone. I will be comparing this year's requests with last year's.
• We were told last year that we could not request assistance in order to staff our locations for the holidays, so please be mindful of that.
• Switching weekends: staff are encouraged to be mindful that some are scheduled to work after both holidays, so be kind if a staff person asks to switch.
• Staff are not required to switch weekends.
• Shelving and Shelf Reading: Everyone should shelve everything, as I am working on updating the shelving/shelf reading assignments. Keep shelf reading your assigned sections.
• Staff can shelf read other sections if they see that it needs to be done
• Volunteers: 
• LAK received a new volunteer from the Chinese Community Center, Ms. Ngo. 
• KAS received a new student volunteer.
• Outreaches and Open Houses: This week, staff will begin calling schools to establish contacts. If interested in attending an outreach, please let me know. Staff will be partnered up (if necessary) to attend requested open houses.
• Reservation System: Please see the post on the group blog regarding reminders and issues with the iTeam system.
• Remember that if you submit a ticket to IT to forward the incident number to supervisors so that they are aware that the issue has been reported.
• Staff are allowed to include all staff on the emails, too.
• T. Wade stated that staff can highlight cells on the reservation screen then click "Make Reservation" - this will automatically give customer those assigned time slots. (e.g., 1 cell = 15 minutes; 4 cells = 60 minutes)