Staff Meeting Notes 6-15-16

Kendall Staff Meeting, June 15, 2016

11:15 – 11:45 AM, Break Room and Lobby

1. Updates (Karen):
1. Welcome to our Summer Interns Gabriella and Hannah.
2. Customer Refund Request Form (aka Revenue Refund Form)
3. HEAR Review deadline changed to July 30.
2. Training: What to Do When the Security Gate Beeps (Karen and Rita)

Quick Notes

• 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.
• FLIP Kits:  After checking in returned FLIP Kits, check them out to the KEN-REFURB account if they’re going to the Children’s Museum to be refurbished.  If they have a holds, print out the hold label, then check the kit out to the REFURB account so we can track its location while it’s in transit.
• Tag all incoming items:  Please tag all incoming items without tags, including items from Central and other locations (except ILL).  This will save us a lot of time later when they’re returned.

Events

• Friday, June 17: Last Day of Pay Period
• Friday, June 24: Pay Day
• Friday, June 24: CE Managers Meeting (Karen)
• Wednesday, June 29: Open Discussion Meeting
• Monday, July 4:  Independence Day Holiday, library closed
• Friday, July 8: Youth Services Meeting (Jasmine, Leona, Nagma, Shanti)
• Wednesday, July 13: Staff Meeting
• Friday, July 29: FY16 Annual Reviews due

Staff Meeting Notes 12-2-15

11:15 – 11:45 AM, Breakroom

1. Updates from 11/20 CE Managers Meeting (Lauren)
2. Training: Rules Revisited--Library Rules, Meeting Room Guidelines, ADA Guidelines, Open Carry FAQs (Karen)
1. Library Rules: Website, http://hpl.lib.tx.us/library-rules-policies; 1-page handout, https://hplnet.houstonlibrary.org/forms/15_Library_Rules_FINAL.pdf [updated link, also updated on Kendall blog.]
2. Meeting Room Guidelines: http://hpl.lib.tx.us/sites/default/files/neighborhood_libraries.pdf
3. Open Carry FAQs (from the Texas State Library & Archives Commission) & Notes from COH OPen Carry Forum 11/4/15: https://www.tsl.texas.gov/ld/pubs/ocpublic.html

Quick Notes (from SW Managers Team Meeting 12/1/15)

• Keep bookend on each shelf.  If no room, shift or float items to make space.
• Use standard HPL email signature format.  It should include the HPL logo, disclaimer and Citizensnet info (in your desktop email and Outlook Web Access).  See Karen or Lauren if you need help setting this up (or go to http://houstonlibrary.org/hpl-brand/internal-documents/email-signature):
• Email: also use plain pages, no “stationary” or decorated backgrounds.
• Emails sent to all staff emails must be approved first by Michele Gorman (for Customer Experience).
• If you are planning to retire or resign in the near future, please let Karen or Lauren know as soon as possible so we can notify CE Administration about filling your position.
• Badges must be worn and visible in public areas and workrooms when you’re on the clock.
• Building lights should be turned off at night.
• The private line number should always be answered using the standard greeting (and should always be answered).  
• Customers who want to check out a book they just returned are welcome to do so (if there are no holds for it).  There is no “24-hour rule”  that requires a book must be returned to the shelf first before it can be checked out again.
• If there’s no Clear Holds report in the morning, notify the IT Help Desk, then pull books that are dated 14 days or more.
• Axis360 training is required for all front-line staff by December 18.  Notify Karen or Lauren when you have completed the training.

Upcoming Staff Events

• Friday, December 4: Last Day of Pay Period, Timecards approved at 5:30PM
• Friday, December 4 & 11: Staff Training--Basic Word  (Pam)
• Friday, December 11: Pay Day
• Wednesday, December 16:: Open Discussion Meeting
• Friday, December 18: Last Day of Pay Period, Timecards approved at 5:30PM
• Thursday, December 24: Christmas Eve - Library closed
• Friday, December 25: Christmas Day - Library closed
• Friday, January 1: 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 7-15-15

11:15 – 11:45 AM, Breakroom

1. Sign up for FY16 Open Discussion Meetings: moderator or recorder  (Karen)
2. Updates from 6/19 CE Managers Meeting (Lauren)
3. Security Review: COH Badges and Other COH Employees in Building (Karen). Handouts: City of Houston Employee Guidebook, page 21; Executive Order 1-37 Security on City Premises

Quick Notes

• Happy New HEAR Year!  Karen and Lauren will be meeting with all staff in July and early August to prepare your FY16 HEAR plans.  We’ll be discussing what to keep, what to change, and what to add, so think about your plan from last year’s plan and what you would like to see for this year.
• Weeding and Collection HQ Training: There are opportunities for weeding training at ROB on Friday, July 17, and Collection HQ training at COL on Friday, July 31. Check with Karen first, then register at the Training Portal.    
• 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, July 17: Last day of Pay Period
• Tuesday, July 21: SW Managers Team Meeting at ROB (Karen)
• Wednesday, July 22: Program Planning Meeting (Karen, Alice, Jasmine, Jose, Leona, NIna, Pam, Shanti)
• Friday, July 24: Pay Day
• Friday, July 24: CE Managers Meeting (Karen, Lauren)
• Wednesday, July 29: Open Discussion Meeting
• Friday, July 31: Last day of Pay Period
• Wednesday, August 5: Staff Meeting
• Friday, August 7: Pay Day

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.

Staff Meeting Notes 5-6-15

11:15 – 11:45 AM, 2nd floor conference room

1. Updates from Managers Meeting
2. Opening/Closing Checklist (Lauren)
3. Staff Development Day (Lauren)
4. Training: SRP Registration for FY15 (Leona); handout

Quick Notes

• HEAR Year Ending Soon: We have about 6 more weeks to collect statistics and documentation for this year’s reviews.  Karen and Lauren will start preparing year-end reviews in the beginning of June and meet individually with everyone starting June 18.  All reviews must be completed, signed, and locked by the close of the fiscal year on June 30.  And it’s not too soon to start thinking about your FY16 SMART goals--the new review period begins Monday, July 1.    
• Voids in Smart Money Manager: Once you begin to “Check Out” a transaction, you cannot void or reverse the process.  The TeleCheck machine (which processes checks and credit card payments) can void/reversel transactions (see attached handout) but once you submit the type of payment and amount in Smart Money, it cannot be reversed.  Handouts: Smart Money Manager and How it Works, TeleCheck-Payment Type Process.
• Smart Money Training: Please sign up for one of the SMM trainings scheduled in June and let me know which date, location and time you would like to attend so I can add it to the calendar/schedule.  See emails from Laurie Covington and Lauren on May 2,
• Texting and Music in Public Service Areas: Texting and listening to music in public service areas is not appropriate because it distracts you from paying attention to customers’ needs.  Texting or listening to music when customers are around tells them you’re not available or interested in helping them.  These activities need to 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.  
• Workroom Doors: Make sure workroom doors are closed before public opening hours.

Upcoming Staff Events

• Friday, May 8: Last day of Pay Period
• Saturday, May 9:  April Monthly Report due
• Wednesday, May 13: Staff Training Meeting
• Friday, May 15: Pay Day
• Saturday, May 16: Children’s Book Celebration at Central (Leona)
• Wednesday, May 20: Open Discussion Meeting (need moderator and recorder)
• Friday, May 22: Last day of Pay Period
• Monday, May 25: Memorial Day, library closed
• Wednesday, May 27: Tech Training Meeting/ Management Team Meeting
• Friday, May 29: CE Managers Meeting (Karen, Lauren)
• Friday, May 29: Pay Day

Staff Meeting Notes, 2-11-15

1. Updates:
1. January Monthly Report, October & November Stats (Karen)
2. Manager Boot Camp/ FY 16 Customer Experience Goals (Karen)
3. IRS tax forms--what to say to customers (Alice)
2. Project:  Opening/Closing Guidelines--Review handout and bring comments/suggestions to March staff meeting.
3. Circulation Training: New Lost Cards Procedure; Use Workflows Password; Placing Holds in Enterprise (Alisa) (handouts)

Quick Notes

• Incidents in the Parking Lot:  If you see people engaging in criminal or sexual activity in the parking lot, don’t approach them directly but report it in an Incident Report (with as much detail as you can) within 24 hours.  Call 911 right away if a crime is being committed.

• Don’t recycle paper with confidential customer information:  Recently I was helping a customer who was confused about fines on his account.  It turns out his hold wrapper was printed on the back of a detailed printout from another customer’s account.  
• Don’t recycle to the printer any paper with customer information of any kind, including paging lists, holds transfer sheets, and clear holds lists.
• Check all sheets before reusing them.
• Verify deposits carefully and note any problems on the Cash Drawer Count Report.  The Business Office called me last month about a deposit that was $1.80 short.  The deposit envelope contained $45.40 instead of $47.20 on the Merchandise Category Report; there were no notes.  
• A note explaining the shortage would save the Business Office and your colleagues time spent trying to figure out what happened.
• If you’re not sure what happened or what to say, ask a colleague for help.
• Protect yourself from unnecessary scrutiny by documenting your actions.
• Open window blinds: The blinds in the children’s area have been repaired (mostly).  You may close or adjust them during the day to block sunlight.  At the end of the day, make sure the blinds are open (those that are working) so interior of the building can be seen from the street.  To open the blinds, turn them at an angle to the window first before pulling them closed.
• Kronos comments and punch rounding: Email timecard issues (missing or duplicate punches, reason for tardiness, unscheduled leave) to me not later than the last day of the pay period.  I approve timecards after you leave that day and won’t add any missing in or out punches unless I have the time of the missing punch from you in writing.  See the handout for Kronos comments and punch rounding times.

Upcoming Staff Events

• Thursday, February 12: Defensive Driving Training (Doug, Katherine, Lauren)
• Friday, February 13: Last day of Pay Period
• Wednesday, February 18: Staff Training Meeting (Alice & Shanti)
• Wednesday, February 18: 2nd TLA A to Z webinar series: “Dealing with Difficult Situations”
• Thursday, February 19: Defensive Driving Training (Jasmine, Leona, Temeka)
• Friday, February 20: Pay Day
• Wednesday, February 25: Open Discussion Meeting
• Friday, February 27: CE Managers Meeting (Karen, Lauren)
• Friday, February 27: Last day of Pay Period
• Wednesday, March 4: Tech Training Meeting/ Management Team Meeting
• Friday, March 6: Pay Day
• Wednesday, March 11: Staff Meeting