Follow-up to Safety Walk Through 6-13-12

As a follow-up to our building safety walk-through during yesterday’s staff meeting, I wanted everyone to have a copy of the Security and Emergency Phone Numbers.  A copy is in your mail box.  Copies are also posted by the phones in the Workroom, Delivery desk, and 2^nd and 3^rd floor desks.  The numbers include the GSD Call Center and after-hours call center numbers, as well as the Neighborhood Libraries administration number, Worker’s Compensation (to report any staff-related accident) and Child Protective Services (if a child should be left alone more than 15 minutes after closing).

These numbers are important if you are here in the evening or on Saturdays and a building emergency or security problem occurs.  We’ll review branch emergency procedures during a future staff meeting.

Staff members on the after-hours emergency call list (me, Alice, and Pedro) have additional information about handling after-hours calls from the alarm-monitoring company. 

Knowing what to do in case of an emergency falls under two Performance Evaluation factors:

·         Location Maintenance and Support (“Responds to all emergency and security situations in a timely fashion, during business and after-hours.  Reacts to emergency situations appropriately and reports back to the manager or the person in charge in a timely manner.  Promptly reports incidents.  Monitors and reports problems with the condition of building, grounds, furniture, and equipment at location(s).  Responsible for safety compliance and emergency preparedness.”)   

·         Safety Awareness/Performance Record (“reports hazardous conditions or procedures”)

Please let me know if you have any questions about this.

Karen

Meeting Notes 5/16/12

1. Summer Volunteers (PO):
1. 25 volunteers max., scheduled in 2-hours shifts (see attached sample schedule).
2. Two volunteer orientations will be held: Wednesday, May 23, 5 pm plus one in early June tba.
3. have problems with volunteers or need help?  Email Pam directly.
4. will be able to help run book drop, retrieve paging list (but nothing involving customers’ names).
5. schedule will be added to blog when ready.
6. sign-in (on KEN blog) on 3rd floor desk computers; trying to add lap-top for sign-in (keep in gaming cabinet).
7. direct students/parents interested in volunteering to the application process on the HPL website (click on donate or volunteer in the upper left or lower right corners of the home page).  The applications will be screened first by Andrea Lawrence.
8. Potential volunteers must be at least 14 years old.

2. Checking timecards from Quick Kronos (PF)
1. Enter your user name and password, then click on Log On (instead of Record Time Stamp) to access your account (check timecard, request time off, view work & absence summary, access COH Employee Self-Serve page).

3. Expanded Computer Class Schedule (PO)
1. Classes added in May: Wednesday at 12:30 and 5:45, Thursday at 3.
2. KEN now has 6 weekly classes.

4. EPE Plans for FY13 (KL).  From Ophelia Cespedes, 4/2/12: The current performance management process has been on hold pending review by an City- Wide EPE task force per the Meet and Confer Agreement between HOPE and the City administration. Recently, the task force forwarded a recommendation to the Mayor for consideration, however, a new EPE process will not be in place until 2013. For this reason, Employee Performance Evaluations (EPE) will not be required for the current 2012 EPE cycle. In preparation for the new performance management process, employees must receive an EPE plan by the end of May. For HPL employees, the EPE plan deadlines are as follows:
1. Supervisor EPE plans must be reviewed with the employee, signed and received in HR no later than, Friday, April 27th
2. Non-supervisor EPE plans must be reviewed with the employee, signed and received in HR no later than, Friday, May 25th.

5. Questions/Discussion
1. KL: press release from Mayor’s Office about new FY budget: no job or service cuts planned.  Mayor’s 5 Priorities also posted in building lobby for the month.
2. PF: Sorter set up to backdate until 1 pm (when we open at 10 am) or 2 pm (when we open at noon).  Please make sure to finish the first two book drops of the day (including exceptions) before this cutoff so all items returned before we open are properly back dated.
3. NO: Be sure to use the Smart Money workaround saved on the desktop of the 1st floor computers when doing the deposit to generate the correct merchandise report.

Meeting Notes 1/4/12

11:15-11:50 AM, Break Room

Agenda

1. New & Departing Staff
1. New: Cosette, CSC-PT; Willie, IS/IT Help Desk Coordinator (Trainer)
2. Departing: Irene (retired 12/31/11); Tina (returning to Looscan 1/9/12)
3. Substitutes: will request for Monday-Thursday, beginning Jan. 9
2. Off-desk duties to be reassigned
1. Supplies
2. Damaged/Incomplete Items
3. Checking/Storing Applications
4. Others?
3. Following the Schedule--why?
1. Ready @ Open
2. Closing the floor
3. Sort
4. Whatever needs to be done
4. Deadlines:
1. Wednesday, Jan. 11: Feb programs in Program Registration
2. Monday, Jan. 16: Library closed for MLK Birthday holiday
3. Tuesday, Jan. 17: December Applications to CIRC Admin to archive
4. Tuesday, Jan. 17: Adult 10/11 GAPS MISC List to Collection Development

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5. EPE Review

Job Duty: Customer Service
Weight:  20%
Employee provides extraordinary customer service by

• welcoming everyone in a friendly manner,
• being positive and professional in voice and actions with all customers,
• giving customers full attention,
• acknowledging all communications promptly,
• giving timely, accurate, thorough and appropriate information and assistance,
• making every effort to meet customers’ needs, and
• by being polite and equitable in enforcing organizational policies

Measurement:      
Acceptable

1. Employee welcomes customers and staff in a friendly, positive and professional manner.
2. Information and assistance provided are ordinarily timely, accurate, thorough and appropriate to the situation.
3. Often treats all persons and situations with respect, courtesy, and sensitivity to cultural diversity while enforcing organizational policies.
4. Ordinarily practices active listening and assists customers with defining their needs and requests.       

    

Meeting Agenda10/26/11

KENDALL LIBRARY

Staff Meeting Agenda

October 26, 2011, 11:15 – 11:50 AM

Agenda

1. From HR: Electronic Timekeeping Policy (email & handout)
2. New phone extensions:
1. Thuy, 32447
2. left desks, 32445
3. center desks, left side, 32442
4. center desks, right side 32443
5. right desks, 32444
3. Upcoming Holiday schedules
1. Veteran’s Day, Friday, Nov. 11
2. Thanksgiving, Thursday, Nov. 24, and Friday, Nov. 25
3. Christmas, Friday, Dec. 23 through Monday, Dec. 26
4. Floating Holiday: “each employee can use a Floating Holiday, which must be taken by December 31'' and must be scheduled thirty days in advance.”
4. Holiday parties:  Thanksgiving, Christmas (instead of Dec 14 staff meeting)
5. ILL Account access (TV demo)
6. EPE Review

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EPE Review--Mandatory Performance Factors
Interpersonal Skills
Demonstrates appropriate social skills in interacting with peers, supervisors, and subordinates.  Maintains pleasant and helpful manner (Weight: 18%).
What is being evaluated:

• Clarifies interests and positions of all parties: doesn’t jump to conclusions; seeks information, listens and asks questions to understand other points of view.
• Adjusts tactics to achieve desired results: incorporates new information/understanding to get buy-in from colleagues/customers to achieve mutually satisfactory results.
• Manages conflict, manipulation, and strong emotions: controls emotions in stressful situations; doesn’t sabotage efforts or alienate others with emotional outbursts.
• Develops alternative options for mutual gain: considers other solutions which may achieve same results; uses information/understanding to get buy-in from colleagues/customers to achieve mutually satisfactory results.  
• Builds consensus through give-and-take:  seeks feedback, encourages discussion, offers alternative solutions, seeks feedback, etc., etc.

Related Performance Factors:

1. Communication (Expresses ideas and thoughts verbally, expresses ideas and throughts in written form, exhibits good listening and comprehension, keeps others adequately informed, selects and uses appropriate communication methods.)
2. Judgment
3. Problem Solving/Decision Making
4. Teamwork

Meeting Agenda 09/14/11

KENDALL LIBRARY Staff Meeting Agenda

September 14 & 21, 11:15 – 11:50 AM, Workroom

1. Upcoming ILL Changes (QUICK)

1. New procedure
2. New location for ILL items
3. Changes for customers
2. FY12 Materials Budget (QUICK)
1. Due Sept. 15.
2. Cutting $2400 from Adult Periodicals
3. Allocating Juv and Adu budgets (LH & AD)
3. Kronos Timecard Monitoring (QUICK)
1. Punch rounding may add or deduct time
2. Adjust time punches to use up or make up time (at lunch, end of day)
3. Goal is to end week with exactly 40 hours and to end pay period with exactly 80 hours.
4. City wants to avoid paying comp time.  We want to avoid sending you home early because of extra time.
4. On the Fly Items (QUICK)
1. Locate and send to Inventory Control by Sept. 30
2. Get list from Nina.  Instructions attached.
5. Opening & Closing Procedures (DISCUSS)
1. Load cash and complete deposit from previous day
2. Ready to Open--what does this mean?
3. Closing Gate count
6. How to print out the Monthly Events at the Kendall Library for customers(DEMO)
1. Access http://www.houstonlibrary.org/hpl-locations
2. Select the “Kendall Library” link
3. Click on the link “Click here  to get started!”
4. You can limit to “Adult” or “Juvenile” type to narrow the results.
5. Click on the black “Print this Month” icon on the bottom right of the screen.
6. Click on “OK” to print the Monthly Events out
7. COH Fire Ban in Parks
1. Though the fire ban doesn’t cover library property, please be extra careful with smoking materials around building.  COH Smoking ordinance is no smoking within 25 feet of building entrance and exit doors and operable windows (see http://www.houstontx.gov/health/Environmental/smokingpage.html).
8. Charging Stations to be Installed
1. Week of October 3 (5 days).
2. located in NE corner of parking lot, next to energy efficient spaces.

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OPERATIONS REVIEW
APPLICATIONS
Processing applications accurately:

• Applications must be filled out completely.  Check for duplications first by placing the the ID or DL in the Patron barcode area.  (u t059635642) or (u i09635642). If nothing comes up check the name.
• Retrieve as much information off the Drivers license, Identification or Passport.
• Insert the Date of Birth, check the address (which may have changed if they are renewing their application).
• Place date of replacement card with your intials/branch.

DRIVE-UP WINDOW
Take no more than (5) Five books for return.

• Applications can not be filled out at the window, the patron must come in.

SHELVING

• Books are being place at the end of the shelf (right shelf) .  Please enter file these books.
• When placing books on the truck to shelve, you may not be shelving the truck you sort, so please place all books in Alpha or Numerical order on the truck.  Please use 2 tiers on the truck not all 3.
• At the end of the day the Sorter should be empty.

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EPE REVIEW—Mandatory Performance Factors
Communication
Express ideas, messages, or information by “job appropriate” speech, signals, or writings. (Weight: 17%)
What is being evaluated:

• Expresses ideas and thoughts verbally:  interactions with other staff and customers, participating in staff meetings and problem solving; asking for information or assistance; responding to criticism or confrontation.
• Expresses ideas and thoughts in written form: email, blog posts, notes in MilCirc, handwritten notes for other staff member, signs, program flyers; spelling and grammar checked before sending; Remember: all caps=SHOUTING.
• Exhibits good listening and comprehension: interactions with other staff and customers; receiving directions or assignments; responding to corrections or criticism.  Doesn’t interrupt, asks clarification questions.
• Keeps others adequately informed: updates colleagues, supervisors in timely and appropriate manner; follows through-- makes sure message is received and understood, so we’re not scratching our heads wondering what’s going on.  No surprises!
• Selects and uses appropriate communication methods: choose the right form (email, verbal, handwritten note, formal letter, phone call, text message) and level of urgency for the message.  Makes sure the message/information is received so it can be acted on.  Consider: “What does this person need to know in order to act?  How urgent is it?  Does it require a response or is it FYI? Is my message clear and easy to understand?”

Evaluation standards [NOTE: currently undergoing evaluation by COH HR]

• 3 - effective (successfully performs to standards)
• 4 - strong (exceed standards by identifying and solving problems)
• 5 - outstanding (surpasses standards by anticipating & fixing problems & improving work processes.

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DISCUSSION
Opening & Closing Procedures.  What does this include?  Anything else?

1. Opening
1. all equipment & lights on
2. furniture neat
3. program signage current
4. pick-up carts cleared
5. newspapers checked in
6. workroom doors closed
7. gate count taken
8. book drop checked in
9. expired holds cleared
10. laptops moved to ref desk
11. cash drawers counted and deposits completed (except Friday & Saturday)
2. Closing
1. all equipment off (screens only on public computers)
2. furniture straightened
3. toys/games straightened
4. books, magazines and newspapers picked up (tables and shelves)
5. laptops stored in cabinet to recharge
6. gaming equipment cleared and secured in cabinet
7. meeting room restored to default set-up
8. cash drawer bagged (Fri & Sat: complete deposits)