Meeting Notes 7-25-12

11:15-11:45 AM, Break Room

AGENDA

1. Refreshers

a. Repair Shelf Procedures
b. Discard Procedures
c. Orphan Item Procedures
d. Processing Flags
e. Applications

Repair Shelf Procedures: (Missing Items)
All items on the Repair shelf should be missing a disc or booklet.
Scan the item in though Search and holds (F3) this way you don’t check the item in.
Click the Record tab.and go to the 3rd column (Status) - Check Shelf
Click on the - and change the dash to a f or search for Repair shelf .
Save it and closed.
On the item put the reason it’s on the repair shelf. (EXAMPLE: Missing disc 12 your initals & date)

Discard Procedures: (Weed on condition)
Each item placed in the Discard bin must be placed on REPAIR SHELF first. This removes the item out of circulation.
On the Screen there is an icon labeled PUTTY CAT click on it.
The login required is the same for Milcir.
Main Menu - Click on C (Circulation)
Circulation Subsystem - Click on D (Delete)
2nd login in is required
The system will ask you to confirm each item record after wanding it’s barcode Y or N
Select Y.
Each item should be stamped (Discard and placed in the correct box.

Orphan Item Procedures:
Orphan items are Books or AV received from Texas Schools, County and or Patrons personal.
Go to Quick Links and select the first Orphan items .
Enter the date, barcode, issn #, The Title, Author, your name and the status (always sent to Central).
Place the item in the Central bend.

APPLICATIONS
Make sure the application is filled out completely by the Patron from the date to the signature.
If a Patron is renewing, lost card ,phone number ,name/address change or email address make sure you add all changes. Do not remove old address. Please change the code from A to X this changes the status to a note.
When entering License please use a T for License or I for ID. Double check your work.

-----------------------------------------------------------------------------------------------------------------------------------------------------------------
MEMORANDUM

Dear Kendall Staff,

I’ll be on out of the office from Monday, July 23, through Saturday, August 4. While I’m away, Pedro will be Acting Manager, assisted by Nina and Alice.

When Pedro is not available for the day, then the in-charge persons will be the following pairs (in order of seniority and job classification):

1) Alice and Nina; if Alice and Nina are unavailable, then go to

2) Leona and Juli; if Leona and Julie are unavailable, then go to

3) Pam and Albert; if Pam and Albert are unavailable, then go to

4) Regina and Alisa; if Regina and Alisa are unavailable, then call Neighborhood Libraries Administration, 32707 for permission to close the building.

If you have any problems with Kronos—punching in, punching out, duplicate punches, etc.—please send Pedro an email with the details (nature of problem, time of punch) so he can forward the information to me or to Shammi Gill, who will be approving timecards at the close of the pay period August 3.

If you are running late or need to call in sick please call the private line—832-393-1887—and speak directly to Pedro or Nina (or the person in charge for that day).

Now that Summer Reading Program is starting to wind down, I hope all of you will have a chance to catch your breath and enjoy the rest of the summer. I’ll be back Monday, August 6.

Karen

Meeting Notes 7-11-12

 11:15 – 11:45 AM, Break Room

Agenda

1. Updates:
1. FY13 Materials budget/spending plan due 7/13:  overall--flat budget, cutting standing orders 12-15%; ordering fewer copies of more titles; more ebooks, DVDs, databases.
2. June Circulation: 64,192--top circulating branch! (see attached stats).
3. NEW: Director’s Chat (see message from Dr. Lawson below).
2. New Equipment demos
1. 3rd floor: new jumbo toilet paper and workroom paper towel dispensers
2. 2nd floor: new AllCirc machine.

-----------------------------------------------------------------------------------------------------------------------------------------------------------------
Director’s Office                               MEMORANDUM          

To:         All Staff
From:   Rhea Brown Lawson, Ph. D. Director
Date:   July 10, 2012
Subject:  Director’s Chats

We are in the beginning of a new fiscal year and I am happy to report that the state of the Houston Public Library is stable. Fiscal Year 2013 promises to be a better year than FY2012 in that, with a relatively flat general fund budget, we are able to maintain our current levels of staffing, services and programs, and hours of operation.

One of my primary goals (or new fiscal year resolutions) - is to create a new way to share with you and receive from you fresh new ideas, information, opinions, and suggestions to enhance both our work experiences and our customer’s experiences. To that end I have decided to host once a month “Director Chats.”   Here is how I see the chats working as I launch them - but I am always open for suggestions as the chats progress:

1. The Director Chats will be held for one hour in a variety of locations including my office, spaces in Central Library and/or the JIB, neighborhood libraries, and special collections.
2. Director’s Chats involve all levels of staff – full and part time
3. Staff members will be randomly selected - I actually have a jar containing folded slips with every full time and part time staff members name in my office. Each month, I will invite someone to reach in the jar to select the next group of chatters.
4. The times, locations of the chats, and size of the groups will vary – some small enough for my office but never more than 20 people.
5. If your name is selected (pulled from the jar) you will be notified well in advance to provide you with time to handle scheduling adjustments and to allow you time to think about questions or suggestions you would like to chat about.
Because the invitees to the Director Chats will be selected randomly, it allows for us to have a great mix of individuals with varied experiences, lengths of time with HPL, and job responsibilities which should make for very interesting, fun, informative and thought provoking conversations. I am also hopeful that you will find these chats a way of learning more about me and your colleagues. As the conversations flow I am hopeful that together we will identify ways to address any staff concerns and, perhaps, identify creative ideas for enhanced services and programs to improve the total customer experience with HPL. These will be power chats so come ready to jump right in.

The first in the series of Director Chats for this year will be held on July 24th.  Look out for your invite!

Follow-up to Safety Walk Through 6-13-12

As a follow-up to our building safety walk-through during yesterday’s staff meeting, I wanted everyone to have a copy of the Security and Emergency Phone Numbers.  A copy is in your mail box.  Copies are also posted by the phones in the Workroom, Delivery desk, and 2^nd and 3^rd floor desks.  The numbers include the GSD Call Center and after-hours call center numbers, as well as the Neighborhood Libraries administration number, Worker’s Compensation (to report any staff-related accident) and Child Protective Services (if a child should be left alone more than 15 minutes after closing).

These numbers are important if you are here in the evening or on Saturdays and a building emergency or security problem occurs.  We’ll review branch emergency procedures during a future staff meeting.

Staff members on the after-hours emergency call list (me, Alice, and Pedro) have additional information about handling after-hours calls from the alarm-monitoring company. 

Knowing what to do in case of an emergency falls under two Performance Evaluation factors:

·         Location Maintenance and Support (“Responds to all emergency and security situations in a timely fashion, during business and after-hours.  Reacts to emergency situations appropriately and reports back to the manager or the person in charge in a timely manner.  Promptly reports incidents.  Monitors and reports problems with the condition of building, grounds, furniture, and equipment at location(s).  Responsible for safety compliance and emergency preparedness.”)   

·         Safety Awareness/Performance Record (“reports hazardous conditions or procedures”)

Please let me know if you have any questions about this.

Karen