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.

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

Meeting Notes 8/21/13

11:15 – 11:45 AM, Breakroom

Agenda

1. New benefit year starts September 1 (wellness, personal day accruals); for continuing FMLA, submit new forms for the benefit year 9/1/13-8/31/14.

2. Review of Electronic Timekeeping Policy (COH Administrative Procedure 2-4, 3/31/11):
• Employees are responsible for reviewing their work schedules and clocking in and out as scheduled.
• Any variation outside scheduled work times will be calculated from the actual punch time, which may create compensatory time or overtime and must be approved by the employee’s supervisor prior to the occurrence.
• Compensatory time should not be accrued for personal reasons or to “bank” time to take off later.  
• Non-exempt employees are required to clock in and out at the beginning and end of their shift and lunch break.
• Once an employee has clocked in, he/she is responsible for starting work.  Attending to personal matters or not working while clocked in is considered not working or “riding the clock” and is grounds for disciplinary action.
• If an employee is unable to punch in or out because of a time clock malfunction, network problem, or accidental oversight, it is the employee’s responsibility to inform the appropriate supervisor or timekeeper.  
• Sign the acknowledgment on back page and return to Karen’s mailbox by the end of the month.

3. We’re open until we’re not open: phones are answered and laptops are checked out until closing time.  Shammi reports she called recently at 7:53 PM and no one answered the phone.  What this means for customer service:

4. We are not able to give change or dollar bills (for change) from the register.  But you can always assist a customer by making a general announcement asking other customers if anyone has change or a dollar bill for change.  Most people are happy to help because they’ve been in this situation before as well.

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Upcoming Staff Events

• August 22: Neighborhood Libraries Managers’ Meeting and Budget Review @ CEN (Karen); Affordable Care Act Training @ STE (Meg).
• August 23: Customer Service Training @ STE (Cosette, Leona, Meg); SirsiDynix Updates @ CEN (Alisa, Regina).
• August 30: Last Day of Pay Period.
• September 2: LIBRARY CLOSED for Labor Day.
• September 4: Open Discussion Meeting.
• September 6: Customer Service Training @ OAK (Juli, Katherine, Meg, Pam).
• September 9: New Program Planning Meeting (Meg, Alice, Alisa, Cosette, Jose, Leona, Nina, Pam, Regina, Sharon)
• September 13: Customer Service Training @ COL (Alice, Alisa, Crystal, Regina). Last Day of Pay Period.
• September 18: Staff Meeting

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Remaining August Programs

Adult  Computer Classes, 2nd Floor Conference Room

• Intro to MS PowerPoint 2010, Wednesday, August 21, 12:30 PM – 2:30 PM
• Digital Technology Basics, Thursday, August 22, 10:30 AM – 12:30 PM
• Getting to Know Your Gadgets: eBook Open House, Tuesday, August 27, 3:00 PM-5:00 PM
• Internet Basics 1&2, Wednesday, August 28, 12:30-2:30 20PM
• Intro to MS Excel, Thursday, August 29, 10:30 AM – 12:30 PM

Teens, 3rd Floor

• Teen Video Game Time, Wednesday, August 21, & 28, 4:00 PM-6:00 PM
• Teen Movie Time, Tuesday, August 27, 3:30 PM-5:30 PM

Children, 1st Floor Meeting Room

• Toddler Story Time, Tuesdays, August 27 10:30-11:00 AM

• Babytime, Thursdays, August 22 & 29 11 AM – 12 PM
• Babytime: Baby Yoga, Fridays, August 23 & 30 2:30-3:00 PM

Early September Programs

Adults, 1st Floor Meeting Room

• Kendall Bee Quilters, Mondays, September 9, 16, 1:00 PM – 3:00 PM
• Mystery Book Club, Thursday, September 5 • 1:00 PM – 2:30 PM

Adult  Computer Classes, 2nd Floor Conference Room

• Social Networking, Tuesday, September 3, 3:00 PM – 5:00 PM
• Getting to Know Your Gadgets: eBook Open House, Wednesday, September 4, 12:30 PM – 2:30
• Computer Basics I &II, Thursday, September 5, 10:30 AM – 12:30 PM
• Computer Basics I &II (Bilingual), Tuesday, September 10, 10:30 AM – 12:30 PM
• Intro to MS Word, Wednesday, September 11, 12:30 PM – 2:30 PM
• Intro to MS Excel, Thursday, September 12, 10:30 AM – 12:30PM
• Computer Security, Tuesday, September 17, 3:00 PM – 5:00 PM

Children, 1st Floor Meeting Room

• Toddler Story Time, Tuesdays, September 3, 10, 17, 10:30-11:00 AM
• Babytime, Thursdays, September 5, 12, 11 AM – 12 PM
• Babytime: Baby Yoga, Fridays, September 6, 13,  2:30-3:00 PM
• Preschool Storytime, Wednesdays, September 11,18, 12:30-1:15PM
• Papercrafting with Amie, Monday, September 9, 4:00- 5:00PM
• Family Movie-tba, Thursday, September 12, 4:00-6:00PM