Staff Meeting Notes, 11-30-16

11:15 – 11:45 AM, Break Room

1. Welcome New Staff: Kitty (Acting Manager); Norma (PT-CSC); Antoinette (PT-CSC for Collier); Victor (Assistant Manager, starting 12/12).
2. Updates (Karen):
1. Cell Phone Use at Public Service Desks
1. When you’re working at a public service desk, you’re paying attention to our customers and you’re ready to respond to their needs.
2. OK--library activities, such as demonstrating Overdrive, checking wireless connection
3. NOT OK--personal activities, such as checking social media, texting, shopping.
4. Phone should be set to silent mode in public areas.  
5. No personal phone calls at the desk. If it’s an emergency, find someone to cover the desk and take the call in a non-public area.
2. Closing Issues
1. Last week the following were observed after staff had finished closing the floor: lobby lights on; conference room blinds not opened; extra chairs in study rooms; drive-up window not locked; self check and TV screens still on; phone not forwarded; front door not locked.
2. Review opening and closing checklist so you know what you’re responsible for doing.  Work with your colleagues on the floor to complete these tasks.  Don’t leave the floor until everyone is finished.   
3. Leave the building together--there’s safety in numbers!  If you leave before everyone else, we won’t be able to respond if you should need help.
3. Safety Issues: Kick Stools
1. Two kick stools are stored under the desk on the 2nd and 3rd floor; 1 is stored under the Lobby desk.  Extra stools must be kept in the workroom--if you bring one out to use, put it back in the workroom when you’re finished.
2. We don’t want any customers (especially young children!) or volunteers hurting themselves by tripping over or falling off a kick stool.,

Quick Notes

1. Tag Arriving Holds:  All incoming holds must be tagged if they aren’t already, especially Central items.  This speeds checkout and supports your team members at the public service desks!  
2. Float Items: Check out items to be floated to the KEN-FLOAT account before you put them in a floating bin under the sorter. This account will hide the item from view in the catalog until it’s checked in at its receiving location.  
3. Sorter Tasks at the End of the Day:  Clear Outgoing Holds and Bin 9 Exceptions every day. They haven’t been checked in yet and need to be cleared the same day they were returned so the customer doesn’t get a fine.  
1. Outgoing holds get labeled and go into a Delivery bin ASAP--someone is waiting!  
2. Bin 9 Exceptions need to be checked in, then tagged, floated, or returned to Central.  
3. Turn around items waiting to be tagged the same day.  The catalog shows them as “Check Shelf”--ready to be checked out--and we need to get them on the shelves as soon as possible.

Upcoming Events

• Friday, December 2: Last Day of Pay Period; Staff Training--Alice on Business Reference
• Monday, December 5: Last Day to complete Cigna Health Assessment (and save $$!)
• Tuesday, December 6: SW Managers Meeting (Karen, Kitty)
• Friday, December 9: Payday!; Youth Services Meeting (Jasmine, Leona, Shanti); Staff Training--Alice on Business Reference
• Saturday, December 10: Staff Holiday Gala
• Friday, December 16: Customer Experience Managers Meeting (Karen, Kitty, Melinda)
• Friday, December 23-Monday, December 26: Library Closed for Christmas
• Sunday, January 1-Monday, January 2: Library Closed for New Year’s Day

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

Staff Meeting Agenda 1-20-16

11:15 – 11:45 AM, Breakroom

1. Staff Changes:
1. Jose promoted to SR CSC, starting at STE 1/19
2. Christopher, new CSC-PT, starting 1/19
3. Karen interviewed candidates for CSC-FT opening, 1/19
2. News from Youth Services Meeting 1/15 (Jasmine, Leona, Shanti)
3. Kronos Review (Lauren), new interface; leave requests; Lauren's Kronos presentation

Quick Notes

• 2016 Customer Experience Meetings with Deputy Director Michele Gorman, 11:30 AM-12:30 PM (aka lunch & chat with Michele): Wednesday, Feb. 3 at Collier; Thursday, July 21, at Walter; Thursday, Nov. 10 at Alief; staff names are drawn randomly by CE Admin staff, attendance is highly recommended/ mandatory.
• 2016 CyberSecurity Training: Must be completed by Feb. 11.  Each employee will receive an emailed link to the  training.  Send Karen or Lauren the date you complete the training.

Upcoming Staff Events

• Friday, January 22: Pay Day!
• Friday, January 22: CE Managers Meeting at CEN (Karen, Lauren)
• Friday, January 22: Serials  training with Gail Ibarra (all staff)
• Friday, January 22: 2016 CyberSecurity training time (online)
• Monday, January 25: Send disks needing repair to LMS Jan 25-29.
• Tuesday, January 26: Worker’s Comp Training at STE (Karen)
• Wednesday, January 27: Management Team Meeting (Karen, Lauren, Alice, Shanti).
• Friday, January 29: Last Day of Pay Period
• Friday, January 29, 2016 CyberSecurity training time (online).
• Tuesday, February 2: SW Managers Team Meeting at FRA (Karen)
• Wednesday, February 3: Lunch and Chat with Michele at COL (by invitation)                                       
• Friday, February 5: Staff Training: Super Star Shelving with Leona and Shanti
• Friday, February 5: 2016 CyberSecurity training time (online)--last chance!
• Wednesday, February 10: Open Discussion Meeting (need Moderator and Recorder)
• Friday, February 12: Last Day of Pay Period
• Friday, February 12: Staff Training: Super Star Shelving with Leona and Shanti
• Wednesday, February 17: Staff Meeting

Links:

KRONOS full-service log-in: https://coh.kronos.net/wfc/navigator/logon; KRONOS comments saved in the Kendall folder on the G: drive and on the Kendall blog on the Staff Links page.

Jobs @ HPL: http://houstonlibrary.org/jobs-hpl (or go to the bottom of the HPL website home page).

City of Houston Job Opportunities: http://agency.governmentjobs.com/houston/default.cfm (or go to the COH website,  www.houstontx.gov, and click on “I Want To” and select “Jobs”).

Staff Meeting Notes 9-2-15

 Kendall Staff Meeting

September 2, 2015, 11:15 – 11:45 AM

Breakroom

1. Updates from 7/24 CE Managers Meeting (Lauren & Karen)
2. New Staff: Welcome Janalyn, new part-time CSC (Lauren)
3. Electronic Timekeeping Policy annual review & new Attendance & Punctuality Metric for Customer Service (Karen)
4. CIRC Training: Voter Registration (Alisa, Temeka)

Quick Notes

• New HEAR Year!  Please review and sign your new HEAR plan ASAP at https://talent.houstontx.gov/Saba/Web/COH.
• Safety: Gwen Walter, HPL Safety Coordinantor, says, “Trip, slips, and falls are our leading indicators for incidents.  Remember to watch your step are you keep it moving!”  Comfortable, safe footwear also helps--that means no flip-flops, platform sandals, high heels or bare feet.

Upcoming Staff Events

• Friday, September 4: Pay Day
• Friday, September 4 & 11: Staff Training
• Monday, September 7: Labor Day -- Library closed
• Friday, September 11: Last Day of Pay Period
• Wednesday, September 16: Programming Meeting
• Friday, September 18: Youth Service Meeting
• Friday, September 18: Pay Day
• Tuesday, September 22: Director’s Chat (Nina, Pam)
• Tuesday, September 22: Civic Engagement Meeting (Karen)
• Wednesday, September 23: Open Discussion Meeting
• Thursday, September 24: TLA A-Z Webinar: Communication Skills
• Friday, September 25: Last Day of Pay Period
• Friday, September 25: Customer Experience Managers Meeting

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

1. Open Discussion (everyone), 11:15-11:45, Break Room: 7/29, 8/26, 9/23, 10/21, 11/18, 12/16, 1/13/16, 2/10, 3/9, 4/6, 5/4, 6/1, 6/29.
2. Staff Meeting (everyone), 11:15-11:45, Break Room: 7/15, 8/5, 9/2, 9/30, 10/18, 12/1 (rescheduled for Thanksgiving), 12/30 (rescheduled for Christmas), 1/20/16, 2/17, 3/16, 4/13, 5/11, 6/8.
3. Program Planning (Karen, Alice, Jasmine, Jose, Leona, Nina, Pam, Shanti), 11:15-11:45, Break Room: 7/22, 8/19. 9/16, 10/14, 11/4 (rescheduled for Veteran’s Day), 12/9, 1/6/16, ⅔, 3/2, 3/30, 4/27, 5/25, 6/22.
4. Staff Training (everyone): to be determined.

Agenda for Staff Meeting 9-2-15

11:15 – 11:45 AM, Breakroom

1. Updates from 7/24 CE Managers Meeting (Lauren & Karen)
2. New Staff: Welcome Janalyn, new part-time CSC (Lauren)
3. Electronic Timekeeping Policy annual review (Karen)
4. CIRC Training: Voter Registration (Alisa, Temeka)

Staff Meeting Notes 8-5-15

11:15 – 11:45 AM, Breakroom

In attendance: Albert, Karen, Lauren, Kathrine, Alisa, Doug, Nina, Jasmine, Leona, Evin, Pam, Trish, Temeka, Shanti, Theodora
__________________________________________________________________
AGENDA:

1. Updates from 7/24 CE Managers Meeting (Lauren & Karen)
2. New Staff: Welcome Iffat, new part-time CSC (Lauren)
3. New Staff Training Meetings (Karen)
4. CIRC Training: On the Fly Items

Quick Notes

• New HEAR Year.  If you haven’t already, please review and sign your new HEAR plan at https://talent.houstontx.gov/Saba/Web/COH
• 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, August 7: Pay Day
• Friday, August 7 & August 14: Staff Training I & II
• Monday, August 10-Friday, August 14: New Employee Onboarding
• Friday, August 14: Last Day of Pay Period
• Wednesday, August 19: Programming Meeting
• Friday, August 21: Pay Day
• Friday, August 21: Youth Service Meeting
• Wednesday, August 26: Open Discussion Meeting
• Friday, August 28: Last Day of Pay Period
• Friday, August 28: Customer Experience Managers Meeting
• Monday, September 7: Labor Day Holiday--Library Closed

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.

NOTES:
Karen: Telecheck settlement receipts should be sent in with deposits.  She will ask financial services if it is important for us to make copies for our own records before sending the originals in.

Johnson Controls has been dropped as a city contractor.  Elevator contractors have changed, so we are waiting for repairs with the new contractor.

The early literacy stations are being replaced with Crayola iPad stations.  10 locations have been chosen as testing sites, eventually all literacy stations will be replaced.

Nina: Why isn't Kendall chosen as a pilot location for anything?
Theodora: My guess is that things are much more complicated at Kendall due to the multi-level layout.  It is easier to pilot things when you can see how everything is affected on one level.  She will suggest at the innovation meeting that Kendall should pilot something.

Karen: We will be trying a new system for staff trainings.  Two consecutive Friday mornings (same topic twice) for 1 hour and 15 minutes.  Trainers may have to adjust their schedule to accommodate the second group.

We will also have training on the new holds software and process this Friday 8/7 at 11:15 am.