Staff Meeting Notes 1-8-14

Kendall Staff Meeting, 1-8-14, 1:15 – 11:45 AM, Breakroom

1. Event Updates (Karen)
1. Friends of Houston Public Library Winter Book Sale, 1/23-1/25 at Resurrection Metropolitan Community Church in the Heights; see www.friendsofhpl.org for more information.
2. Hoopla streaming media service now available to HPL customers; see handout in mail box for more information.
2. Meeting Room Reservations (Karen)
1. Because our meeting rooms and study rooms are in high demand, we try to make them available to as many interested individuals/groups as possible:
1. One reservation per group at a time; groups can make next reservation when coming in for the current event.
2. Meetings must be open to the public (no birthday parties or private meetings) and no goods or services can be sold.
3. One study  room reservation at a time; individuals can make the next reservation when finished with the current one.
2. Advance reservations may be taken by phone.  
1. For the meeting rooms, the reservation is TENTATIVE until the group contact fills out the meeting room reservation form.  The form can be faxed or emailed to speed the process.
2. Please allow 30 minutes between reservations for group  turnover.
3. For study rooms, the reservation will be held until 15 minutes past the scheduled start time, then released for anyone else who wants to use it.
3. The rooms are equipped with tables and chairs.  The 3rd floor conference room has a dry-erase board. We do not provide audio/visual equipment or services or meeting supplies (like dry-erase markers).  
4. Only light refreshments are allowed.  See HPL Policy 1.2 Library Sponsored Programs and Library Meeting Rooms (April 2005), 18. Serving Refreshments: Food and Drink:  a. Groups using meetings rooms may provide their own light refreshment such as coffee, tea, soft drinks, cookies, mints and nuts. The group using the meeting room must provide their own cups, napkins and plates. The group must remove all evidence of food service at the close of the meeting. b. Food service beyond the light refreshment level and food service requiring any onsite preparation must have approval of the Library Director or designee. c. Alcoholic beverages may not be served or consumed in any Library facility.
5. See the complete Meeting Room Policy on the Intranet> Forms+Documents> Policies and Procedures> Admin.
3. Incident Report Training (Meg)
1. See handout for information and assignment details.
2. Email the completed assignment to Meg or Karen by Friday, Jan. 17.

Upcoming Staff Events

• Jan 8: February Programs due in Evanced
• Jan 17:  Pay Period Close
• Jan 20: Library Closed for MLK Holiday
• Jan 22: Open Discussion Meeting
• Jan 23: NL Managers Meeting
• Jan 31: Pay Period Close    
• Feb 1: AARP Tax Help starts (Wed 12-4, Sat 10-2, through Sat., Apr. 12)   

Staff Meeting Notes, 11-20-13

1.     Floating Updates (Alice)
o    Adult overflow has been cleared finally; Leona and Regina sending JUV and YA items too.
o    Mancuso staff is taking our overflow and distributing it to other branches
o    Overflow items—perfect condition; don’t change status to missing or repair shelf
o    Return overflow items sent by other locations and add a note that we don’t take overflow--we have enough already. 
o    If overflow items have been requested, ask that they be sent to your attention, or we will send them back.

 2.     SirsiDynix Updates (Nina)
o    Symhony continues to be super slow at different times of the day
o    When should we go offline?  How long should we wait before switching to offline mode?   Will the software automatically upload any offline work?  What’s our back-up plan if the system is down for an extended period of time?
o    New accounts: look up customer first by name (last, first only) and ID# in browse search; use child’s birthday instead of ID search.
o    Google docs (esp. schedule and room reservations) not accessible, esp. in Chrome, limited/sporadic access in IE.  Room reservations spreadsheet has been saved in Excel on 2R computer (left side); refer all reservation requests/questions to this desk.  Schedule is updated and paper copies distributed to each service desk and workroom as changes occur; check header for most current version.

3.     Program Deadlines Updates (Meg).  Copy of program deadlines for 2014 distributed to mailboxes.

4.     Incident Report Practice (Karen); Handout and practice report will be distributed to mailboxes.
 

Upcoming Staff Events

●      Nov 21:  NL Managers Meeting, 9:15-12 Noon (Karen, Meg)
●      Nov 28-29: Library Closed for Thanksgiving
●      Dec 5: Service Innovation Team Meeting, 9:15-11:15  (Karen)
●      Dec 19: NL Managers Meeting, 9:15-12 (Karen)
●      Dec 20: Youth Services Meeting, 8:15-10:15 (Leona, Regina)
●      Dec 20, HPL Staff Holiday Party, 11-1:30; RSVP to e-invite.
●      Dec 24-25: Library Closed for Christmas
●      Jan 1: Library Closed for New Year’s Day

Remaining November Programs

ADULT PROGRAMS
●      Intermediate MS Excel, Thursday, November 21, 10:30 AM – 12:30PM, 2^nd Floor Conference Room
●      Kendall Bee Quilters, Monday, November 26, 1:00 PM – 3:00 PM, 1^st Floor Meeting Room.

TEEN PROGRAMS

●      Teen Video Game Time, Wednesday, November 20, 27, 4:00 PM-6:00 PM
●      Teen Movie Time, Tuesday, November 26, 3:30 PM-5:30 PM

KIDS PROGRAMS

●      Babytime, Thursday, November 21, 11 AM – 12 PM
●      Babytime: Baby Yoga, Friday, November 22, 2:30-3:00 PM

Staff Meeting Notes, 10-16-13

1. Kronos Updates (Karen)
1. See email about password (in mailboxes too)
2. Please review your timecard regularly and email me before the end of the pay period any comments or missed punches before the end of the pay period.
3. The pay period ends every two weeks (see Upcoming Staff Events below).  They’re also posted on the in the cubicle on the end where the Vocera battery recharging stations are plugged in.
4. When swapping Saturdays with another staff member, email  me who is swapping and the changes for the dates worked and days off (or not) the following week, so I can update the Staff Schedule calendar.   
5. Overtime must be approved in advance.  Please pay attention to the schedule and punch out on time.  
6. The Library does not have a budget to pay out comp time so you need to use an accumulated comp time within 120 days.  If you request vacation leave, Kronos will automatically substitute any available comp time.     
2. Combined Municipal Campaign (Sharon)
1. Access from Kronos by going to My Links > CIty of Houston ESS Portal > login and click on CMC Sign Up.
2. Giving options: biweekly payroll deduction or one-time contribution.
3. Campaign runs Oct. 1-31.
4. Check out the online auction on the CMC page at http://cohemployeenews.com/home-cmc, See Library fundraising events at https://hplnet.hpl.lib.tx.us/cmc-2014.html.
3. Application Review Process (Nina)
1. Applications go to CEN to be indexed on the 15th of the following month.
2. Don’t forget to:
1. change library location to HOU-KEN
2. enter both phone numbers
3. ask customers if they want a custom PIN
3. Renewals and Lost Cards: enter updates from applications, esp. address and birthdate.
4. Add notes when making any  changes to a customer’s card.
5. Lost Cards: change status, add note to account and destroy card--it can’t be reinstated.  Use current expiration date.
6. New Registrations: check for duplicate accounts first and update online applications in existing record.
7. Address Change:  paste old address into a note with date changed (and your initials.

Upcoming Staff Events

• Oct 18:  Youth Services Meeting, 8:15-10:15AM (Leona, Regina)-CANCELLED
• Oct. 20-26: Fall Door Count
• Oct. 21: Childrens’ Book Festival Meeting, 4:30-6PM (Leona, Regina)
• Oct. 24: NL Managers’ Meeting, 9:15-12 (Karen)
• Oct. 24: Outreach--Budewig Intermediate School, 5-7PM (Karen, Nina)
• Oct. 25: Last Day of Pay Period
• Oct. 30: Open Discussion Meeting
• Nov. 5: Stats due
• Nov. 7: Service Innovation Meeting, 9:15-11:15 (Karen)
• Nov. 8: Last Day of Pay Period

     

Remaining October Programs

ADULT PROGRAMS

• Kendall Bee Quilters, Mondays, October 21, 26, 1:00 PM – 3:00 PM, 1st Floor Meeting Room.
• Kendall Book Club, Tuesday, October 22 • 1:00 PM – 2:30 PM, 1st Floor Meeting Room.
• Intermediate to MS Excel, Thursday, October 31, 10:30 AM – 12:30PM, 2nd Floor Conference Room
• The Affordable Care Act Open Lab, Wednesday, October 30, 5:00 PM – 7:00 PM
• Computer Basics I &II (Bilingual), Wednesday, October 23, 12:30 PM – 2:30 PM
• Social Networking, Wednesday, October 16, 12:30 PM – 2:30 PM
• Intro to MS Word, Thursday, October 17, 10:30 AM – 12:30PM, 2nd Floor Conference Room
• Getting to Know Your Gadgets: eBook Open House, Tuesday, October 22 & 29, 3:00 PM – 5:00 PM
• Advanced MS Word, Thursday, October 24, 10:30 AM – 12:30PM
• Computer Help Session, Wednesday, October 30, 12:30 PM – 2:30 PM

TEEN PROGRAMS

• Teen Video Game Time, Wednesday, October 16, 23 & 30, 4:00 PM-6:00 PM
• Advanced Origami, Tuesday, October 22, 4:00 PM-5:00 PM

KIDS PROGRAMS

• Toddler Story Time, Tuesdays Oct 22, 29 at 10:30-11:00 AM and at 11:30-12:00
• Preschool Storytime, Wednesdays Oct. 16, 23, 30 at 12:30-1:15PM
• Babytime, Thursdays, October 17, 24, 31 at 11 AM – 12 PM
• Babytime: Baby Yoga, Fridays, October 18, 25 at 2:30-3:00 PM
• R.E.A.D (Reading Education Assistance Dogs), Saturday, October 19 – 2:00-3:00pm
• Kendall Book Mania Club, Wednesday, October 23 – 4:45-5:45pm
• Halloween Book Celebration, Thursday, October 31 – 4:00-5:00pm