Staff Meeting Notes 8-10-16

11:15 – 11:45 AM, Break Room

1. Updates
1. Staff Changes (Karen)
2. July CE Managers Meeting & CItizenship Institute (Karen)
3. SRP Wrap-up (Leona, Jasmine)
4. New Jungman (Alice, Temeka)
5. Customer complaints about smell (Karen, Temeka)
2. Training: The Correct Way--Lost Cards & FLIP Kits (Karen, Alisa)

Quick Notes

• Tag all incoming items:  Be a good team member and tag all incoming items without tags (except ILL).  This includes items from Central and other locations and it will save everyone a lot of time since we’ll handle them again when they’re checked out and when they’re returned.
• Don’t erase room reservations (accidentally) by scanning a barcode into the spreadsheet.  If you do, click on the Undo arrow to restore the previous version.
• Sorting ADU DVDs:  Non-Fiction DVDs on cart, Fiction DVDs in orange bin (to be scanned and loaded in AllCirc). Put JUV DVDs on the Juvenile cart, not the Adult cart.
• Donation Slips: Put them in the manila envelope marked “Donation Slips 2016“ on the Time & Attendance desk.  Don’t leave them downstairs.
• Deposit Slips:  Don’t save the data you entered in the Excel deposit slips when you’re finished.  We want to start each day with a clean slip.
• Clear Outgoing Holds and Bin 9 Exceptions each day: Outgoing holds are waiting for labels and need to go into Delivery ASAP--someone is waiting!  Bin 9 Exceptions need to be checked in first, then tagged/retagged  While these items are waiting to be tagged, the catalog shows them as “Check Shelf”--ready to check out.  Let’s get them on the shelves as soon as possible.  
• Labor Day is September 5.  Labor Day is a City of Houston holiday and HPL will be closed on Sunday, 9/4, and Monday, 9/5.

Events

• Thursday, August 11: Lunch with CE Administration @ WAL (Alice, Kathrine, Pam)
• Friday, August 12: Last Day of Pay Period
• Friday, August 12: Youth Services Meeting @ PAR (Jasmine, Leona)
• Friday, August 12: Staff Training, Green Group (Karen, Alisa, Nina, Temeka, Trish)
• Wednesday, August 17: Farewell Party for Albert, Doug, Rita & Nagma
• Friday, August 19: Pay Day
• Monday, August 22: Sunday Streets Planning Meeting @ KEN (Karen, Jorge Sanchez)
• Wednesday, August 24: Staff Training with EAP Counselor--Dealing with Difficult Situations
• Friday, August 26: CE Managers Meeting @ VIN (Karen, Shanti)
• Friday, September 2: Pay Day
• Monday, September 5: Labor Day

Open Discussion Notes, 12/16/15

Staff Break Room, 11:15-11:45AM

Karen - Saturday, Dec. 26, will be a staff holiday.  The Library will be closed Dec. 24-Dec. 27 for Christmas and reopen Monday, Dec. 28.  Everyone will work a Mon-Friday schedule for the pay week Dec. 26-Jan 1.

Albert -- cleaning out the supply closet and cabinets at the lobby desk.  At the lobby desk, the right cabinet is for supplies (tags, tape, staples, etc.) and the left cabinet for cleaning materials (paper towels, etc.); please keep them in order.  Wipes are not a supply item--we must buy with our own money.  If you need a supply item, leave him a note.

Albert - all applications have been wonderful--everyone is doing a great job!  Info is correct and no duplicates.

Shanti - wet books in the book drop stick to the sorter belt.  We need towels to wipe them dry. Suggested keeping a role of paper towels or rags (from the janitor's  closet) in the sorter room.

Doug - one of the magazine display racks is missing a nut and the plex cover is coming off.  Karen suggested we can "borrow" another nut or cover from another magazine shelf (if you can't find the nut on the floor).

Leona - there is a plastic bag with dry erase markers and cleaner at the 3rd floor desk which groups using the 3rd floor conference room can check out to use during their meetings.  By providing the markers, we avoid having a problem with groups using permanent markers instead.  But we don't provide rugs or AV equipment for our meeting rooms: the rugs are dirty when we need them for a program: and the AV equipment needs a staff member present to set-up and monitor.  See the new Meeting Room Guidelines for details about what is provided/not provided.  The Guidelines are stapled in packets with the new meeting room reservation form and fee schedule.

Alisa - What are the holiday hours going to be?  In addition to above, HPL also closes at 6 PM on 12/31 for New Year's Eve.

Shanti - we need to use the empty paper boxes to store crafts supplies in the crafts storage room.

Doug - Is Santa going to be here tomorrow?  What are going to be the activities?  Photo ops?  Leona - Yes, Santa Lance here at 4 PM, not sure exact activities but Communications is bringing a newspaper reporter to take pictures, will have photo ops, need staff to help.  Alisa and Doug volunteered to help Leona and Temeka with the program.

Leona - program schedule during holiday period: next week -- 1 Holiday storytime at 10:30 on Tuesday for all ages; week after Christmas -- no storytimes, a movie on Tuesday at 2 and the New Year's celebration on Thursday at 11.

Staff Meeting Notes 10-28-15

11:15 – 11:45 AM, Breakroom

1. Updates from 10/23 CE Managers Meeting (Lauren & Karen)

2. Quality Management System (QMS)--what it is and how to participate (Karen, Lauren); handout: FAQs, File List.  Go to https://sites.google.com/site/dailyprocesses/home.

Quick Notes

• Health Assessment: The last day to complete the assessment is Saturday, October 31.
• CMC: The last day to make a CMC contribution also is Saturday, October 31.
• Learning Link Card (see Learning Link Card Update, 10/15/15).
• Clear Holds List: If there isn’t a list, call the IT Help Desk right away to report the problem; there should be a list for every day, including Saturday and Sunday.  Without a list, you will need to “guesstimate” a pull date--leave time for the item to travel here plus 7 days on the hold shelf--at least 10-11 days to be on the safe side.  When holds expire, they automatically move to the next customer on the list, even if we haven’t pulled them off the shelf, creating problems for customers wanting to pick up a hold still under the previous customer’s name.     
• Holiday Requests:  Early request have been approved.  If you are planning to take time off during the holidays, turn in your request as soon as possible, as dates are filling up.

Upcoming Staff Events

• Friday, October 30: Pay Day
• Tuesday, November 3: SW Managers Team Meeting (Karen)
• Wednesday, November 4: Program Planning Meeting & Management Team Meeting
• Friday, November 6 & 13: Staff Training
• Friday, November 6: Last Day of Pay Period
• Tuesday, November 10: SW Assistant Manager Team Meeting (Lauren)
• Wednesday, November 11: Veteran’s Day - Library Closed
• Friday, November 13: Youth Services Meeting (Leona, Shanti, Nina, Jasmine)
• Friday, November 13: Volunteer Services Meeting (Pam)
• Friday, November 13: Pay Day
• Wednesday, November 18: TLA A-Z Webinar: Working with Volunteers
• Wednesday, November 18: Open Discussion Meeting
• Friday, November 20: Last Day of Pay Period
• Thursday, November 26: Thanksgiving Day - Library Closed
• Friday, November 27: Day after Thanksgiving - Library Closed

Agenda for Staff Meeting Tomorrow

 Kendall Staff Meeting

October 28, 2015, 11:15 – 11:45 AM

Breakroom

1. Updates from 10/23 CE Managers Meeting (Lauren & Karen)
2. Quality Management System (QMS)--what it is and how to participate (Karen, Lauren); handout: FAQs, File List.  Go to https://sites.google.com/site/dailyprocesses/home.

Quick Notes

• What you need to know about Learning Link

Staff Meeting Notes 9-30-15

11:15 – 11:45 AM, Breakroom

Attending: Karen, Lauren, Albert, Jasmine, Evin, Doug, Trish, Alice, Alisa, Katherine, Jose, Pam, Nina, Iffat, Leona, Janalyn.  Absent: Shanti (notes in mailbox).

1. Updates from 9/25 CE Managers Meeting (Lauren)

2. Office of Inspector General Policy (Karen)

3. CIRC Training: New Holds Process Updates (Lauren, Alisa, Temeka)

Quick Notes

• Work Progress Reports in October!  Get your SMART Goal stats to Karen so she can use them for your Work Progress Report at your next monthly meeting.  You can also view the progress notes that have been entered so far by viewing your plan at https://talent.houstontx.gov/Saba/Web/COH.
• Holiday Leave Requests.  Now is the time to start thinking about the time you want to take off during the upcoming holidays.  We have enough opportunities with Thanksgiving week, and the weeks before and after Christmas for everyone to get some time off during one of these periods.  Please submit your leave requests by Oct 21 (in 3 weeks) so we can review them and make sure we have enough staff on hand throug the holiday period.

Upcoming Staff Events

• Friday, Oct. 2: Pay Day
• Friday, October 2 & 9: Kendall Staff Training
• Wednesday, October 7: Management Team Meeting (Karen, Lauren, Alice, Nina, Alisa)
• Wednesday, October 7: September Statistics due (Alice)
• Friday, October 9: Youth Services Training--Very Ready Reader (Leona, Shanti, Nina)
• Friday, October 9: Last Day of Pay Period
• Saturday, October 10: September Monthly Report due (Karen)
• Saturday, October 10: September Facility Checklist due (Lauren)
• Monday, October 12-Friday, October 16: New Employee Onboarding (Janalyn)
• Wednesday, October 14: Program Planning Meeting (Karen, Alice, Shanti, Leona, Pam, Jasmine, Nina, Jose)
• Friday, October 16: Youth Service Meeting (Leona, Shanti, Jasmine)
• Friday, October 16; Pay Day
• Wednesday, October 21: Open Discussion Meeting
• Wednesday, October 21: TLA A-Z Webinar: Childrens and Youth Services
• Thursday, October 22: Outreach at Wolfe ES (Leona, Temeka)
• Friday, October 23: Last Day of Pay Period
• Friday, October 23: Customer Experience Managers Meeting
• Wednesday, October 28; Staff Meeting
• Friday, October 30: HPL CMC Fall Fest

Upcoming Holidays

• Wednesday, November 11: Veterans Day--Library Closed
• Thursday, November 26: Thanksgiving Day--Library Closed
• Friday, November 27: Day after Thanksgiving--Library Closed
• Thursday, December 24: Christmas Eve--Library Closed
• Friday, December 25: Christmas Day--Library Closed
• Friday, January 1, 2016: New Year’s Day--Library Closed

Open Discussion Notes 11/26/14

Workroom, 11:15-11:45AM         Recorder & Moderator: Leona

1. Obituary assignment- questions and comments were made about the assignment to Alice.
2. Delivery printer- discussion started by Julie.  
1. We don’t have to touch the printer to have it print.  It will give you a hold paper and a blank sheet after scanning the book on hold. Just collect the blank sheets to use again.
2. Also, the cartridge in the delivery computer is overfilled and extra ink is coming out, causing messy copies. Albert was made aware of this problem.
3. Star printer.  Someone is turning off  the star printer at various computers. When it comes back on it prints old jobs (many of them). It should not be turned off or the print jobs should be deleted.
4. Team leaders for the new structure of the library are: Theodora Muokebe, Pedro Fonseca, Patrick Atkins.  Note- They have not started these duties officially, since they are waiting for back-filling promotions that have been made. Shammi will be going working with the foreign language collection.
5. Karen will be gone for two weeks from Dec. 3-17. We are to contact Theodora with any problems.
6. Programs.  
1. Use the program tracker found in the G-drive to list all the programming.
1. The programs in this document do not need to be put in in order- they can be sorted.
2. The Winter Make-&-Take Craft was not in there for Dec.
2. Jennifer Schwartz had sent an email about MLK day, asking for ideas and what we are doing.
3. c. AARP Taxes will begin February through April 15
1. We will be getting less forms this coming year.
2. ii. Eventually the paper forms will be phased out and everything will be done online.
3. iii. The new JK Lasser Tax books have come in.
7. Holiday CD display will be on 2rd floor.
8. Box in the lobby is for the Mission of Yahweh. There is a sign above and on the side with what can be donated. These things are for the homeless and needy families.
9. Need programming meeting in the new year.  
1. Idea- Temeka says people are requesting more food programs like the ones done last summer. Maybe she can do one with Jasmine.
2. Idea- Need ideas for after school programs.

Staff Meeting Notes 11/12/14

11:15 – 11:45 AM, Breakroom

1. Farewell Party for Meg

Quick Notes

• Newspapers: Please check in newspapers everyday using Serials Control in Workflows because 1) we need to know if the paper had arrived; 2) Inventory Control needs to claim items we paid for but didn’t receive; and 3) your colleague doesn’t have to check in a whole bunch of paper later.  If you don’t know how to do this, see the Customer Service page on the blog, under WorkFlows How To…, or ask Alisa.
• Holds at the Service Desk: Items should only be held at the service desks for 24 hours or less.  If a customer is not coming within a day to pick up the item, hold it on their account and put the item on the hold shelf in the Lobby.  Why this is important: when items are sitting at the desk and not placed on hold, the catalog still shows they’re available for other customers but we won’t be able to find them because they’re not on the shelf (and we waste a lot of time running around looking for them).  And, when the customer comes to pick up the item, there’s no record in the account help us locate the hold.  Do yourself and the customer a favor and put the item on hold.
• Out of Order Signs: Every time you put up an out of order sign, please enter the date, time, nature of problem and your initials, so your colleagues can explain to customers what the problem is.  Redirecting customers to an alternate source (like the copier on the other floor) is not a bad idea either.  No information = confusion and makes us look bad.

Upcoming Staff Events

• Wednesday, November 12: Adult Pre-Selection (Alice); farewell party for Meg
• Friday, November 14: Payday
• Wednesday, November 19: Staff Training Meeting: I. Obituaries (Alice); II.  Catalog Tips & Tricks (Karen)
• Wednesday, November 19: staff holiday potluck lunch
• Friday, November 21: Last day of Pay Period; Meg’s last day
• Wednesday, November 26: Open Discussion Meeting  (Leona, moderator; Katherine, recorder)
• Thursday, November 27: Thanksgiving Day, Library closed
• Friday, November 28: Thanksgiving holiday, Library closed (payday on 11/26)
• Monday, December 1: Program Planning Meeting
• Wednesday, December 3: Management Team Meeting
• Friday, December 5: Statistics & Monthly Branch Narrative due
• Sunday, December 7: Facility Checklist due

Staff Meeting Notes, 11-20-13

1.     Floating Updates (Alice)
o    Adult overflow has been cleared finally; Leona and Regina sending JUV and YA items too.
o    Mancuso staff is taking our overflow and distributing it to other branches
o    Overflow items—perfect condition; don’t change status to missing or repair shelf
o    Return overflow items sent by other locations and add a note that we don’t take overflow--we have enough already. 
o    If overflow items have been requested, ask that they be sent to your attention, or we will send them back.

 2.     SirsiDynix Updates (Nina)
o    Symhony continues to be super slow at different times of the day
o    When should we go offline?  How long should we wait before switching to offline mode?   Will the software automatically upload any offline work?  What’s our back-up plan if the system is down for an extended period of time?
o    New accounts: look up customer first by name (last, first only) and ID# in browse search; use child’s birthday instead of ID search.
o    Google docs (esp. schedule and room reservations) not accessible, esp. in Chrome, limited/sporadic access in IE.  Room reservations spreadsheet has been saved in Excel on 2R computer (left side); refer all reservation requests/questions to this desk.  Schedule is updated and paper copies distributed to each service desk and workroom as changes occur; check header for most current version.

3.     Program Deadlines Updates (Meg).  Copy of program deadlines for 2014 distributed to mailboxes.

4.     Incident Report Practice (Karen); Handout and practice report will be distributed to mailboxes.
 

Upcoming Staff Events

●      Nov 21:  NL Managers Meeting, 9:15-12 Noon (Karen, Meg)
●      Nov 28-29: Library Closed for Thanksgiving
●      Dec 5: Service Innovation Team Meeting, 9:15-11:15  (Karen)
●      Dec 19: NL Managers Meeting, 9:15-12 (Karen)
●      Dec 20: Youth Services Meeting, 8:15-10:15 (Leona, Regina)
●      Dec 20, HPL Staff Holiday Party, 11-1:30; RSVP to e-invite.
●      Dec 24-25: Library Closed for Christmas
●      Jan 1: Library Closed for New Year’s Day

Remaining November Programs

ADULT PROGRAMS
●      Intermediate MS Excel, Thursday, November 21, 10:30 AM – 12:30PM, 2^nd Floor Conference Room
●      Kendall Bee Quilters, Monday, November 26, 1:00 PM – 3:00 PM, 1^st Floor Meeting Room.

TEEN PROGRAMS

●      Teen Video Game Time, Wednesday, November 20, 27, 4:00 PM-6:00 PM
●      Teen Movie Time, Tuesday, November 26, 3:30 PM-5:30 PM

KIDS PROGRAMS

●      Babytime, Thursday, November 21, 11 AM – 12 PM
●      Babytime: Baby Yoga, Friday, November 22, 2:30-3:00 PM