Staff Meeting Notes 2-17-16

11:15 – 11:45 AM, 3rd floor conference room

1. News from Jan CE Managers Meeting and SW Managers Team Meeting
1. From SW Managers Team Meeting:
1. Self-check Percentages: target number is 85%; need to use expensive technology/equipment; express check is the new normal; will not cost us our jobs.
2. Sirsi override: Everyone should be using individual Sirsi password for overrides; do not use “s****”
3. Do not keep change in the drawer: if over, send extra money with deposit; if under, send deposit less shortage and provide an explanation; do not keep loose change in the drawer under any circumstances.
4. RFID Tags staggered: tags should be placed along the book spine at the top, middle, and bottom in a random fashion so the inventory scanners are not reading them all in the same place.
5. PIN numbers for Library Cards: let customers choose their own PINs; the 5-digit number is hard to remember; they’ll need a PIN to check out with Express Check; the more customers with random 5-digit PINs, the more who will forget it and the more times we’ll need to reset for them.
2. From CE Managers Meeting:
1. With new year comes new goals.  Mayor Turner has called for all City depts to participate in shared sacrifice facing budget shortfall coming in FY17.  He’s asked for slow-down in hiring but not a freeze; critical positions will be filled.  The mayor and Michele want transparency and will communicate any developments as they are confirmed.  View the City budget at www.houstontx.gov/budget.
2. HelpDesk phone calls are being recorded for quality management.  Extra customer service training will be provided for staff when needed.
3. Remember to slow down when using Telecheck and Smart Money.  Dimitri is seeing errors especially with staff putting transactions in Smart Money but not running the check or credit card through Telecheck.  This means the library doesn’t get the money but the fines or fees are cleared from the customer’s account.
2. Training: 2016 COH Summer Jobs Program and Application Process (Karen)
1. handout (memo from Ophelia Cespedes and copy of Summer Jobs Program flyer)
2. PowerPoint presentation: The 2016 Summer Jobs Application

Quick Notes

• Cleaning and GSD: See email from Pedro, below.
• Closing & Pick-Up--What does this  mean?: At the end of the day we want to reset the public spaces (and the workroom) back to their original setup--to move furniture back to its original position, open the blinds, and clear the service desks of clutter--so we’re ready to start the next day with a clean work space.  When you are assigned a closing duty, work with the other staff on the floor to make sure everything is neat and ready for tomorrow.  If you finish early, go see if your colleagues need help on the other floors.
• Lynda.com Training: Must be completed by Mar. 4.  When you complete the training, add your name and the date completed to the sign-in sheet on Karen’s door.
• Study Rooms and Multiple Reservations: At the top of each reservation page: “ONE reservation per customer at a time; finish one before booking the next”.  The change in meeting room policy does not apply to the individual study rooms, because our practice is specific to Kendall, not official HPL policy.
• Answering the Phone & Teamwork:  Everyone needs to make the effort to answer the public line during open hours, and the private line at all times.  Don’t expect someone else to do it.  If  you are trying to call in or are waiting for an important call, you would want someone to answer the phone.
• Dr. Lawson at the White House: See memo from Dr. Lawson about the ConnectED Library Challenge (handout).

Upcoming Staff Events

• Friday, February 19: Pay Day!
• Friday, February 26: CE Managers Meeting at CEN (Karen, Lauren)
• Friday, February 26: Last Day of Pay Period
• Tuesday, March 1: SE Managers Team Meeting (Karen)
• Wednesday, March 2: Programming Meeting
• Friday, March 4: Staff Training Meeting (Blue Group)
• Friday, March 4: Pay Day!
• Friday, March 4: Lynda.com Training deadline
• Wednesday, March 9: Open Discussion Meeting
• Friday, March 11:  Youth Services Meeting (Jasmine, Leona, Nina, Shanti)
• Friday, March 11: Last Day of Pay Period
• Wednesday, March 16: Staff Meeting
• Friday, February 26: CE Managers Meeting at CEN (Karen, Lauren)
• Friday, March 18: Pay Day!

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Email from Pedro 4-22-15

Please communicate with staff about cleaning up after themselves.  If there is an arts and craft that we provide, we need to clean up after ourselves.  GSD does not need to clean up after something that we did.  If there is a paint project and kids need to go clean up, the staff is responsible for making sure the kids are not making a mess and the staff should clean up if they do, since it is a craft they are doing.  Make sure tables are clean and if glitter is used, try and pick up as much as possible.

GSD is also not responsible for cleaning the microwaves, refrigerators, washing someone else’s dishes or wiping down our staff/public computers. If they do, then that is them being nice and providing that service on their own.  I suggest  you work a weekly or biweekly rotation among staff into your schedule to clean the refrigerator, microwave and wipe down the computers if you yourself do not want to be the only one responsible for it.  You are able to order air cans from Supplies to spray keyboards if need be.

Meeting Notes 7-11-12

 11:15 – 11:45 AM, Break Room

Agenda

1. Updates:
1. FY13 Materials budget/spending plan due 7/13:  overall--flat budget, cutting standing orders 12-15%; ordering fewer copies of more titles; more ebooks, DVDs, databases.
2. June Circulation: 64,192--top circulating branch! (see attached stats).
3. NEW: Director’s Chat (see message from Dr. Lawson below).
2. New Equipment demos
1. 3rd floor: new jumbo toilet paper and workroom paper towel dispensers
2. 2nd floor: new AllCirc machine.

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Director’s Office                               MEMORANDUM          

To:         All Staff
From:   Rhea Brown Lawson, Ph. D. Director
Date:   July 10, 2012
Subject:  Director’s Chats

We are in the beginning of a new fiscal year and I am happy to report that the state of the Houston Public Library is stable. Fiscal Year 2013 promises to be a better year than FY2012 in that, with a relatively flat general fund budget, we are able to maintain our current levels of staffing, services and programs, and hours of operation.

One of my primary goals (or new fiscal year resolutions) - is to create a new way to share with you and receive from you fresh new ideas, information, opinions, and suggestions to enhance both our work experiences and our customer’s experiences. To that end I have decided to host once a month “Director Chats.”   Here is how I see the chats working as I launch them - but I am always open for suggestions as the chats progress:

1. The Director Chats will be held for one hour in a variety of locations including my office, spaces in Central Library and/or the JIB, neighborhood libraries, and special collections.
2. Director’s Chats involve all levels of staff – full and part time
3. Staff members will be randomly selected - I actually have a jar containing folded slips with every full time and part time staff members name in my office. Each month, I will invite someone to reach in the jar to select the next group of chatters.
4. The times, locations of the chats, and size of the groups will vary – some small enough for my office but never more than 20 people.
5. If your name is selected (pulled from the jar) you will be notified well in advance to provide you with time to handle scheduling adjustments and to allow you time to think about questions or suggestions you would like to chat about.
Because the invitees to the Director Chats will be selected randomly, it allows for us to have a great mix of individuals with varied experiences, lengths of time with HPL, and job responsibilities which should make for very interesting, fun, informative and thought provoking conversations. I am also hopeful that you will find these chats a way of learning more about me and your colleagues. As the conversations flow I am hopeful that together we will identify ways to address any staff concerns and, perhaps, identify creative ideas for enhanced services and programs to improve the total customer experience with HPL. These will be power chats so come ready to jump right in.

The first in the series of Director Chats for this year will be held on July 24th.  Look out for your invite!

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 2/15/12

11:15-11:50 AM, Break Room

Agenda

1. Handouts
1. Change in Laptop Checkout Policy (email from Mike VanCampen, 2/8/12): no checkouts if customer has any fines; picture ID and library card must match customer checking out laptop
2. Physical Weeding Guidelines (from Collection Development Office, 1/17/12): items meeting the following criteria should not be reshelved, floated, tagged or sent for a hold: yellowing pages; split bindings; dirty/stained/water-damaged/hi-lighted/written-on pages; torn pages or cover; loose or missing labels; physical damage (bite marks, cigarette burns, roaches, mold, strong ordor).
2. Recap from Last Meeting
1. Bookdrop: 4x/day--smaller and quicker
2. Sorter: clean “shingler” belt every morning with soapy water and brush, wipe dry (1st person assigned to Sort)
3. Tagging: at desks, on the spot as time permits--better check-in consistency
3. News/Updates
1. Book Sale wish list, due 2/17: requesting non-supply items needed
2. Kronos: email problems logging in to Karen with date and punch time
3. Parking: please use last row of parking lot while back lot is flooded
4. EV Charger: no parking restrictions, a convenience for electric-car owners
5. AARP Tax Help: Wed 12-4, Sat 10-2; schedule on blog, program calendar, yellow handout, posted 2nd & 3rd floors
6. Tax Forms: what we have received from IRS in lobby; get copies of other forms from binder (2nd floor desk) or www.irs.gov
4. Substitutes
1. Substitute signs in and out on timesheet; leave in manager’s box at end of day.  Both substitute and manager/supervisor fill out surveys at end of day.
2. Links to time sheet, substitute and manager surveys on blog/Quick Links page
3. Offer to help if there’s something they don’t know how to do: “This is how we do this here.”
4. Share observations with manager to be included in end-of-day survey
5. extra timesheets and training handouts for standard procedures in folder on top of mail boxes
5. Volunteers
1. Online applications only, effective immediately (link on blog home page, under “Volunteer Links”
2. Part of city-wide initiative to improvement volunteer management and volunteer experience
3. Volunteers must be at least 14 years old and agree to serve for a minimum of 45 days and at least 20 hours in the first month (3-4 hours/week).  Also: no criminal background, no court-ordered community service
4. Volunteer applications with be processed by Andrea Lawrence, Volunteer Coordinator, Office of Volunteer Services, Department of Community Engagement.  After processing (interview, background check), they will be referred to the branches for orientation and scheduling.
5. Volunteers sign in and out for their shifts using the Google form (link on the blog).  They must wear their Volunteer picture ID (or the generic volunteer badge available at the 3rd floor desk) while volunteering.
6. Frees staff time to schedule, train, manage on-site volunteers

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)