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

Staff Training Notes 8/7 & 14/15

Kendall Staff Training

Policies & Procedures: Attendance & Security

August 7 & 14, 2015

Presented by Karen & Lauren

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Objective:  To review and understand key City and Library policies and procedures regarding attendance and library security.

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Attendance & Timekeeping: City of Houston Administrative Procedures

1. A.P. 3-11: Absence; access at http://www.houstontx.gov/adminpolicies/3-11.pdf.
2. A.P. 2-4: Electronic Timekeeping Policy; access at http://www.houstontx.gov/adminpolicies/2-4.pdf.
3. See also: Reminder: AP 2-4 Electronic Timekeeping Policy, email, 10/25/12011; City of Houston Employee Guidebook; access at http://www.houstontx.gov/hr/guidepages/Muncipal%20Employee%20Guidebook%20rv2272014.pdf

Attendance: Houston Public Library Policies & Procedures

1. Human Resources, 5.1: Policies & Procedures relating to Hours, Time and Attendance (December 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-5_1.pdf and https://hplnet.houstonlibrary.org/polandpro/pro-5_1.pdf.
2. Human Resources, 5.0: Policy & Procedures relating to Notification of Tardiness or Absence (December 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-5_0.pdf and https://hplnet.houstonlibrary.org/polandpro/pro-5_0.pdf.
3. See also: Customer Experience Blog: Attendance Guidelines, 8/13/13; access at  http://hearresources.blogspot.com/2013/08/attendance-guidelines.html.  Staff Attendance, email, 5/19/2000.

Security: Houston Public Library Policies

1. Planning & Facilities, 2.3: Policy & Procedures relating to Library Security (March 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-2_3.pdf and https://hplnet.houstonlibrary.org/polandpro/pro-2_3.pdf.
2. Run, Hide, Fight: Surviving an Active Shooter training video; access at  https://youtu.be/5VcSwejU2D0 (YouTube) or http://www.houstontx.gov/mayor/press/20120726.html.
3. See also: Planning & Facilities, 2.8: Policy relating to Safety (March 2009); access at https://hplnet.houstonlibrary.org/polandpro/pol-2_8.pdf.  Personnel, 5.4.1: Policies relating to Recommended Safety Dress Guidelines (June 1997); access at https://hplnet.houstonlibrary.org/polandpro/pol-5_4_1.pdf. Human Resources, 5.9: Policies relating to Injury, Safety, Disability (May 1997); https://hplnet.houstonlibrary.org/polandpro/pol-5_9.pdf.

Follow-up to Staff Meeting: Jury Duty Pay

As a follow-up to our discussion at yesterday's staff meeting about jury duty (and whether you need to take vacation or come back to work), here's that the city policy says:

Administrative Procedure 3-11 -- Absence

6.13 Court Related Absence

• 6.13.1 Employees shall be paid for court-related absences when the court appearance is in response to a summons for jury duty . . . 
• 6.13.2  Employees summoned for jury duty shall be required to furnish proof of summons and shall be paid for time spent in court and thirty (30) minutes  travel  time after release from court only when such time can be validated by an instrument of the court, such as a court attendance slip . . . 
• 6.13.3  Subpoenas, summons, or other such court-ordered appearances shall be treated and compensated in the same manner as jury duty only when such sppearance is related, directly or indirectly, to City business or to the employee's role as a City employee . . . 

So, you will be paid for the time you spent at jury duty and 30 minutes of travel time to return to work--provided you bring official court attendance slip, such as the work release form provided by Municipal Court.

You can find more information about attendance and paid absences in the following:

1. The City ofHouston Employee Guidebook (also on the Kendall blog “Quick Links” page) provides a good overview and will direct you to the appropriate City policy, which can be found on the Administrative Policies and Procedures page— http://www.houstontx.gov/adminpolicies.html —of the city website.
2. The Library’s attendance policies and procedures can be found on the Intranet under Forms + Documents > Policies and Procedures > H.R. > 5.1 Hours: Time and Attendance Reporting.

Karen

Staff Meeting Notes 9-17-14

11:15 – 11:45 AM, Breakroom

1. Updates & Reminders:
1. Electronic Timekeeping Policy 2-4 (Karen); handout
2. Progress with MY LINK launch (Karen/Meg)
3. Password Manager Enrollment & ESS Portal (Meg); also on Quick Links page, under "Staff Links"
2. Circulation Training (Alisa) [rescheduled for Oct.]

Quick Notes

• FLIP Kit surveys: Please review the survey(s) for completeness before issuing a pass to the Children’s Museum.
• Overdrive: Customers will need to contact email reference to have their Overdrive account merged with their new number. (See front page of catalog.)

Upcoming Staff Events

• Friday, September 19: Payday
• Wednesday, September 24: Staff Training Meeting
• Thursday, September 25: Outreach at Mahaney & Cummings Elementary
• Friday, September 26: Last day of Pay Period
• Wednesday, October 1: Open Discussion Meeting
• Wednesday, October 1: CMC begins
• Friday, October 3: Payday
• Friday, October 31: Annual Health Assessment Due

Staff Meeting Notes 5-28-14

11:15 – 11:45 AM, Breakroom.

1. SRP Updates  (Meg)
2. Friends Guidelines for Discards--handout (Karen)
3. Training: Hoopla (Pam)

Quick Notes

• Sorter: Leave sorter on at the end of the day, but unplug black A/C cords from the bins.
• Remember to leave all PCs on at the end of the day. You can log off, just don’t shut down.
• Vacation requests: Several staff members have already requested vacation for the summer. Please check the staff calendar in Google before requesting vacation.

Upcoming Staff Events

• Friday, May 30: Payday
• Monday, June 2: First day of Summer Reading Program
• Friday, June 6: Last day of pay period; timecards approved at close of business.
• June 9-13: New Employee Orientation at Central
• Wednesday, June 11: Open Discussion Meeting
• Friday, June 13: Payday
• Friday, June 20: Juvenile Pre-Selection. Last day of pay period; timecards approved at close of business.
• Wednesday, June 25: Staff Meeting
• Thursday, June 26: NL Managers Meeting
• Friday, June 27: Payday
• Monday, June 30: Deadline for completing Executive Order 1-50: Workplace Discrimination and Harassment Annual Training.
• Thursday, July 31: Deadline for completing Cyber Security Awareness Training.

Absent: Calvin, Evin, Leona

Meeting Notes 2/29/2012

11:15 – 11:50 AM, Break Room

Agenda

1. Celebrating Leap Day and the new building’s 2nd anniversary (with cake and ice cream)
2. New Staff:  Pedro Fonseca, LA Supervisor, begins March 3; Bradford Dobos, FT CSC, begins March 5
3. Please park in last section along fence until drain in back parking lot is fixed.
4. Turn in leave requests for Spring Break (March 10-18) asap so substitutes can be requested.
5. Handout: COH Electronic Timekeeping Policy eff 3/21/11; copy of info received last fall; review city’s standard policy for using Kronos, esp.
1. 7.2 Work Time and “riding the clock”: once an employee has punched in, he/sje is responsible for starting work.
2. 7.3 Compensatory time and Time Collection Problems: send email with specific time and problem that prevented punching in
3. 7.6 Overtime: any overtime work must be approved by an employee’s supervisor in advance.
6. Shelving: We are professional shelvers, having logging numerous hours shelving over the year(s), expected to provide consistent, accurate shelving.  Mis-shelved items create lots of extra work and hurt staff credibility in the following ways:
1. Customer Service: customers disappointed when item can’t be found, staff uses time helping customers locate items that are mis-placed; missing items go to On Search list, more staff time spent looking for them
2. On Search List: list increased by mis-shelved items, less time to search for other missing items
3. Paging: customers waiting for items which can’t be found; staff spending time looking for items in the wrong place; branch’s holds filled count reduced.
4. Shelving: staff shelving have to spend time re-shelving mis-shelved items, less time to shelve newly-returned materials
5. Claims Returned: when claims returned items mis-shelved, customers billed for items they had returned , leading to customer frustration, lack of trust and possible credit report.
7. Discussion:
1. Problems w customer’s checking out items FOS with holds for other customers: check it anyway and replace item-level hold with copy-first returned hold for original customer.  Thuy--follow-up with Tech Logic?
2. Lost cards: block card in customer’s account, add note with date, “lost card fnd at KEN and destroyed; fill out appl and verify address for replacement” (regular library card) or “lost card fnd at KEN and destroyed; $1 for replacement card” (computer use cards);  cards are not stored at the desk or in the blue file box in the lobby; please immediately block all lost cards so they cannot picked up and used by anothe customer.  See Kendall blog post, 7/8/11: About notes: lost card notes, that is.

Meeting Agenda 11/16/11

KENDALL LIBRARY

Staff Meeting Agenda

November 16, 2011 11:15 – 11:50 AM

Agenda

1. Programs Updates
2. Instructions for Telecheck (Check and Credit Card)
3. ILL - How to cancel a request item. (31447)
4. Holiday Calendar
5. Discussion

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November 2011 Calendar






December 2011 Calendar