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
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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.

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)