Staff Meeting Notes 12-2-15

11:15 – 11:45 AM, Breakroom

1. Updates from 11/20 CE Managers Meeting (Lauren)
2. Training: Rules Revisited--Library Rules, Meeting Room Guidelines, ADA Guidelines, Open Carry FAQs (Karen)
1. Library Rules: Website, http://hpl.lib.tx.us/library-rules-policies; 1-page handout, https://hplnet.houstonlibrary.org/forms/15_Library_Rules_FINAL.pdf [updated link, also updated on Kendall blog.]
2. Meeting Room Guidelines: http://hpl.lib.tx.us/sites/default/files/neighborhood_libraries.pdf
3. Open Carry FAQs (from the Texas State Library & Archives Commission) & Notes from COH OPen Carry Forum 11/4/15: https://www.tsl.texas.gov/ld/pubs/ocpublic.html

Quick Notes (from SW Managers Team Meeting 12/1/15)

• Keep bookend on each shelf.  If no room, shift or float items to make space.
• Use standard HPL email signature format.  It should include the HPL logo, disclaimer and Citizensnet info (in your desktop email and Outlook Web Access).  See Karen or Lauren if you need help setting this up (or go to http://houstonlibrary.org/hpl-brand/internal-documents/email-signature):
• Email: also use plain pages, no “stationary” or decorated backgrounds.
• Emails sent to all staff emails must be approved first by Michele Gorman (for Customer Experience).
• If you are planning to retire or resign in the near future, please let Karen or Lauren know as soon as possible so we can notify CE Administration about filling your position.
• Badges must be worn and visible in public areas and workrooms when you’re on the clock.
• Building lights should be turned off at night.
• The private line number should always be answered using the standard greeting (and should always be answered).  
• Customers who want to check out a book they just returned are welcome to do so (if there are no holds for it).  There is no “24-hour rule”  that requires a book must be returned to the shelf first before it can be checked out again.
• If there’s no Clear Holds report in the morning, notify the IT Help Desk, then pull books that are dated 14 days or more.
• Axis360 training is required for all front-line staff by December 18.  Notify Karen or Lauren when you have completed the training.

Upcoming Staff Events

• Friday, December 4: Last Day of Pay Period, Timecards approved at 5:30PM
• Friday, December 4 & 11: Staff Training--Basic Word  (Pam)
• Friday, December 11: Pay Day
• Wednesday, December 16:: Open Discussion Meeting
• Friday, December 18: Last Day of Pay Period, Timecards approved at 5:30PM
• Thursday, December 24: Christmas Eve - Library closed
• Friday, December 25: Christmas Day - Library closed
• Friday, January 1: New Year’s Day - Library closed

Staff Meeting Notes 7-15-15

11:15 – 11:45 AM, Breakroom

1. Sign up for FY16 Open Discussion Meetings: moderator or recorder  (Karen)
2. Updates from 6/19 CE Managers Meeting (Lauren)
3. Security Review: COH Badges and Other COH Employees in Building (Karen). Handouts: City of Houston Employee Guidebook, page 21; Executive Order 1-37 Security on City Premises

Quick Notes

• Happy New HEAR Year!  Karen and Lauren will be meeting with all staff in July and early August to prepare your FY16 HEAR plans.  We’ll be discussing what to keep, what to change, and what to add, so think about your plan from last year’s plan and what you would like to see for this year.
• Weeding and Collection HQ Training: There are opportunities for weeding training at ROB on Friday, July 17, and Collection HQ training at COL on Friday, July 31. Check with Karen first, then register at the Training Portal.    
• Texting and Music in Public Service Areas:  
• Texting and listening to music in public service areas distracts you from paying attention to customers’ needs and doing your job effectively.  
• Texting or listening to music when customers are around tells them you’re not available and not interested in helping them.  
• Texting and listening to music should be done in non-public areas or during non-public hours with the volume turned down low enough so you can hear someone speaking to you.  

Upcoming Staff Events

• Friday, July 17: Last day of Pay Period
• Tuesday, July 21: SW Managers Team Meeting at ROB (Karen)
• Wednesday, July 22: Program Planning Meeting (Karen, Alice, Jasmine, Jose, Leona, NIna, Pam, Shanti)
• Friday, July 24: Pay Day
• Friday, July 24: CE Managers Meeting (Karen, Lauren)
• Wednesday, July 29: Open Discussion Meeting
• Friday, July 31: Last day of Pay Period
• Wednesday, August 5: Staff Meeting
• Friday, August 7: Pay Day

FY16 Staff Meetings (meetings occur every 4 weeks, except holidays)

1. Open Discussion (everyone), 11:15-11:45, Break Room: 2015--7/29, 8/26, 9/23. 10/21, 11/18, 12/16; 2016--1/13. 2/10, 3/9, 4/6, 5/4, 6/1, 6/29.
2. All Staff Meeting (everyone), 11:15-11:45, Break Room: 2015--7/15, 8/5, 9/2, 9/30, 10//28, 12/2 (rescheduled for Thanksgiving), 12/30 (rescheduled for Christmas); 2016--1/20, 2/17, 3/16, 4/13, 5/11, 6/8.
3. Program Planning (Karen, Alice, Jasmine, Jose, Leona, Nina, Pam, and Shanti), 11:15-12:15, Break Room:: 2015--7/22, 8/19, 9/16, 10/14, 11/4 (rescheduled for Veterans Day), 12/9; 2016-1/06, 2/03, 3/02, 3/30, 4/27, 5/25, 6/22.
4. Staff Training (everyone): to be determined.

Meeting Notes 03/28/2012

11:15-11:45 AM, Break Room

AGENDA 

1. New Staff: Glenn Hollis, BTOP trainer, begins March 24

 
 2. Updates:

a.       Library Card Renewal Requrements (from Fred Schumacher): "Everyone renewing his/her library card registration must submit a new completed application form and present the required documentation.  If fines are owed on the account being renewed, the fines owed must be paid in full at the time the registration is renewed."

b.      How to Handle Customer Comments (from Laurie Covington): “When a customer complains (or compliments) our locations, we should offer them a Patron Comment Form. According to the Patron Comment Policy (1.1 B.1), “whether or not the patron decides to pursue a matter by filling out Patron Comment Form, a staff member and the unit manager always send in the form upon each incident of a complaint.”

Therefore, if a customer complains verbally, but does not want to fill out the Patron Comment Form, the staff member accepting the complaint should fill out the Patron Comment Form themselves with as much information as is available. This applies to complaints both in person and on the telephone. If the customer does not give you their name, leave that section blank. It is preferred that staff direct customer concerns to the manager first so he or she is aware of the issue and can address it immediately.

Route Patron Comment Forms to Yolanda Anguiano in NL Administration and indicate if follow up is needed. Communications tracks complaints and reports them monthly to ELT so it is as important to report these verbal complaints as the ones we receive in paper form. It can also be helpful to have a record of customer concerns as early as possible so they can be resolved quickly.”  Comment forms can also be filled online.

c.       Handy After-Hours Phone Numbers (from Laurie Covington): “Have you ever been working an evening or weekend and had a pipe break or the AC go out?

There is now an after-hours GSD Call Center for Weekdays after 4:30pm and on Weekends. Simply call 713-213-8776 and they can help you with your emergency plumbing, carpentry, and mechanical issues.

Emergency AC and HVAC issues can be assisted with the Johnson Controls After Hours number: 1-866-635-1395.

For Security issues after hours (including after hours alarms) call the On-Call Investigator at 832-316-1944.

For Neighborhood Library issues you can call 832-393-2707 during the weekday and on weekends and someone should answer your calls.”

3. Updates from March Managers’ Meeting (Pedro):

· The open discussion times for Mike VanCampen at neighborhood libraries has changed from 10-12 to 9-11a.m.

· Hired 13 new substitutes recently.

· Please encourage any substitute that you believe is doing a great job to apply for new positions that are being posted.

· Please let your manager or team leader know of anyone that is planning on retiring or leaving to try and get the position posted ASAP.

· Team leaders rotate on Saturdays for any questions that might arise. Their number is 832-393-2707.

· Passports are currently still being processed at Alief and Central. Alief’s hours are different from what the HPL website states: Mon.&Wed. 3-7p.m. / Tues.&Thurs. 1-5p.m. / Sat. 10-2p.m.

· All staff should have printed out and signed the Cigna email by March 30^th. Even staff that is not a Cigna member.

· After hours call procedures are stated above. If HiTech calls tell them not to send HPD. You call GSD to send investigator. GSD will call you back with an update.

· Staff should view the Neighborhood Library Leaders blog on a regular basis for updates and are encouraged to comment on posts.

· Staffs interested in literacy are encouraged to let their team leaders know. Carnegie is being discussed as being a designated literacy hub.

· Keep on the look-out for counterfeit money, including $1 & $5 dollar bills.

· Let your manager or team leader know when service personnel are showing up without a badge for identification.

· Keep doing incident report on everything needed to be reported to show the necessity for security.