April 2018 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

April 10, 2018

In attendance:
M. Ryans
R. Robinson
J. Lopez
T. Wade
D. Hunter
A. Perry

Topics:
Managers Meeting
In-House Updates
Open Discussion

First Topic: Managers Meeting
Link to February 2018 Managers Meeting Notes

• Digital Strategies
• Staff Blogs
• Staff blogs (hosted on Blogger) will eventually be phased out. Locations will have page on the Intranet
• Blog will have landing page (will have branch name and a few documents)
• Managers have been asked to inventory blogs and determine most important links, documents, etc.
• If you have any suggestions, please let me or Ruby know
• Website Survey: goes live April 16th; feedback wanted from customers and staff
• Printing
• Budget is flat; no more money this fiscal year for printing
• Printing costs out of control. Toner, ink, and paper must be requested via Google form
• Be mindful of what you are printing
• There will be a system-wide audit of printers. Will be getting rid of non-network (personal) computers (mostly found in managerial offices)
• Digital Fluency
• Technology assessment for all staff (mandatory but not punitive)
• Page on Intranet
• There are six core assessments: Basic Computer, World Wide Web, Windows 7, Email, Basic Word, Basic Excel
• North Star Online Assessment (can go and view public interface)
• HPL will have its own landing page on the site (name will be displayed - this is how you know you are on the correct page before taking the assessment). Link
• Need to get 85% on each assessment to pass
• There will be two assessment periods: one for managers, supervisors, and tech specialists (it if they want to during this time) and another for all remaining staff
• Staff will get 3 hours of training credit
• Email completion sheets to me and Ruby so you can get credit
• Customer Experience Administration
• Food Handling
• Every location needs to cease distributing food until further notice
• Every location must have a food permit for distributing ANY kinds of food to the public (staff parties/meetings are exempt)
• Every location must have a food service manager
• There will be training for staff
• They are working to get a system-wide permit
• FY 19 Changes
• Budget was cut less than 1%; no vacancies were lost
• Hours are changing:
• More extended hours locations: ALI, COL, FLO, HEI, JUN, PAR, ROB, SCE, STE, YOU
• Hours: M & Th 10-8, T & W 10-6, F 1-5, S 10-5
• Will require more staff due to longer hours
• Must do programs on Saturday (at least once a month; must be active not passive program)
• DIX - going to Digital Strategies
• All other locations:
• Hours M-W 10-6, Th 12-8, F & S 1-5
• Friday will be a full work day (shift: 8:15a-5:15p)
• Saturday will be a half work day (shift: 12:45PM-1:15PM)
• Off days are not longer set in stone; must take into consideration staffing needs at locations
• Will need to take time as scheduled
• Part-timers will continue to work every Saturday
• Locations not mentioned: KAS, LAK, MCH, MYR (will stay closed)
• FIF will be closing
• ROB opens on 04/28 ; SCE opens on 05/19 (tentative)

Second Topic: In-House Updates

• Open Enrollment closes this Friday. Be sure to make your selections on ESS before the deadline. 
• There is a helpdesk hotline specifically for issues related to Office 365. Check your email for more details.
• One Houston, One Library: information sessions for all staff will be held throughout April and May. Staff are highly encouraged to attend but it is not required. Please get with me if you do or do not want to go to one of these sessions. Should provide some idea about any plans relating to KAS and LAK.
• Applications: remember that customers should be completing applications online. Staff can create accounts in Sirsi for customers - we do not have to use a paper application - just make sure to add a note that says "Customer agreed to borrower terms"
• Suggestion: have customer read borrower terms from application
• Note: issues with customers signing up for an account online due to systems not being on library network. Please sign customers up at desk if needed.
• ILL Issues
• A/V Materials
• All A/V materials are to be sent down in the brown envelopes they are received in (this includes bubble wrap). ILL is stressing this. Reserve all ILL envelopes for future use (includes bubble wrap).
• Be sure to check all A/V materials prior to checking in or checking out to be sure that all parts of the item are there. Make sure all discs and supplemental materials are inside. Make sure supplemental materials are (if included).
• If an item is missing, let customer know. Do not check in item. If customer insists on leaving item, note the account (with date and initials), and call ILL for further instructions.
• We have had several ILL-related issues, which should not be happening in this current situation. 
• Desk Behavior: Remember that you are responsible for clearing away all items that you receive, use, or process while at the desk. It is one thing for you to ask the person coming to relieve you for assistance but do not assume your tasks will be done. Do not leave work undone or unshelved - this includes Mark Item Used items. With rare exceptions is there an excuse for leaving tasks undone prior to leaving desk
• LAK is exception since most if not all programs are happening in that one space
• Statistics & In House Use: Be sure you are logging all stats - visitor count, questions, referrals, welcome center, programs, etc. Remember that the stats are used in conjunction with other factors to monitor how we are doing at the MSCs. Do not short-change yourselves: the stats should reflect the work you are doing.
• Credit Breach: COH is providing free credit monitoring for staff impacted by the lost laptop. Please check your email for more information. Let a supervisor know if you need assistance.
• Employee Notifications: COH is providing a service to alert employees to critical circumstances and information that may impact safety or work schedules. Must opt in through ESS. Check your email for more details.

March 2018 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

March 6, 2018

In attendance:
M. Ryans
R. Robinson
J. Lopez
T. Wade
D. Hunter
A. Perry

Not in attendance:
D. McLaughlin
A. Lee

Topics:
Managers Meeting
In-House Updates
Open Discussion

First Topic: Managers Meeting Highlights

• Safety Coordinator: Each location has to identify someone to be the safety person at the location. That person would:
• Keep in contact with Safety Manager (Gwen Walter)
• Communicate safety updates/issues with staff
• Attend meetings if/as required
• Nominate staff for "Caught Being Safe"
• Passports: Do not refer customers to passport locations if they ask questions that can be answered by looking at the passports page on the HPL website.
• Page lists locations, hours, checklists, etc. Refer this page to answer common passport questions
• Passports page is now linked on MSC blog under "Staff Resources"
• Staffing Updates
• Lisa Swan is now manager at JOH
• Electronic Timekeeping Policy
• All staff must fill this out, and all signed papers will be sent to Customer Experience Administration
• Hoopla
• Reminder that customers are limited to 2 checkouts per month. 
• If customers ask questions, explain that the resource is extremely popular and that there is a high cost per use since we pay for each item checked out
• The more popular or recent the item the more it costs
• DVD Checkout
• Policy has been updated to show that customers can check out 15 DVDs
• This means they can check out 15 ADU, 15 JUV, and 15 YA
• Orphan Log
• A system-wide log is being worked on. Staff would log all orphan items on the log and hold item for one week
• Staff will send item to ILL so that they can make sure it is not an ILL item. They will then route the item to its appropriate location.
• Remember that for DVDs, CDs, and Audiobooks missing disk: email Mariane Lorio to receive further instruction - she might be able to find a replacement disk. Do not discard item just because it is missing a disk.
• Manager Boot Camp II
• Will take place April 24th and April 25th at Hiram-Clarke MSC
• It is a mandatory all-day training for supervisors 
• Dates will be reviewed to ensure adequate coverage for those days

Second Topic: In-House Updates

• Lift Off Houston Reloaded
• Program starts in April at KAS, YOU, CEN, COL, and ALI
• Branch will host one program a month (about 1 hour in length)
• This is not a competition like the regular Lift Off Houston ("Shark Tank") but rather an informative sessions funding and information resources for current and future small business owners
• Statistics & In-House Use
• Remember to record program statistics. There are 2 computer classes on Mondays and 2 Open Job Labs Wednesdays. Document stats accordingly.
• Remember to document all outreaches as well (this includes outreaches conducted to in-house organizations at the MSC)
• Laptops/Workstations
• Reminder that we all have to share workstations/laptops, so please clean laptops/workstations after any special projects and/or if you take your lunches at the workstation,
• Trainings
• Please use training time to complete trainings
• MSC Blog
• Please look at MSC blog on a daily basis for additional information and helpful links.

Third Topic: Open Discussion

• Open Enrollment
• Runs from April 1st - April 13th
• If you do not need to make any changes you do not need to sign into ESS
• Must sign into ESS to re-enroll or enroll in Healthcare Flexible Spending Account (HFSA) - you will not be automatically re-enrolled
• Must sign into ESS to make changes to benefit policies
• Make sure address on ESS is correct
• Texas Department of Assistive and Rehabilitation Services - T. Wade
• Services now provided either through Texas Workforce Commission or Health and Human Services Commission
• Provides assistance for those with a criminal background (was in jail)
• Assistance includes: finding jobs, housing, going to school, receiving training, etc.
• Participants get a case manager to assist them with the above items
• People convicted for violent crimes can be assisted (this is not true for COH's Re-entry Program)
• More information can be found here: DARS
• Incident at Northeast MSC - R. Robinson/A. Perry 
• Woman was carjacked and robbed in parking lot
• Security will be "beefed up" for the foreseeable future
• Took place in the parking lot closest to the apartments
• Be safe walking to and from car and be aware of your surroundings
• Feel unsafe? Do not get out of the car. Call for assistance.

November 2017 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

November 21, 2017

In attendance:
M. Ryans
R. Robinson
D. McLaughlin
J. Lopez
T. Wade
A. Lee

Topics:
Team Meeting
Managers Meeting
Staff Discussion

First Topic: Team Meeting Highlights

• The new reservation software, Envisionware, has been installed at HIL/RIN
• Has mobile printing and customers can reserve computers from home
• Patrons do not have to name print jobs as they are identified by library card number or guest pass number
• Printer takes credit cards, cash, and coins
• Harvey hours: Don't expect Harvey hours to change very much going into the new year. (Working to show that the library is utilizing staff by providing extend hours of operation, programs, events, etc.)

Second Topic: Managers Meeting Highlights

• Time and Attendance
• Kronos Rule of 7 (the seven minute "grace period") for timecards is being done away with. Eventually we will move towards another method in which after a certain number of minutes you are counted as tardy despite what Kronos says.
• This means that, moving forward, you are expected to punch in and out as you are scheduled. If you are scheduled to work at 9AM, you are expected to punch in at 9AM.
• To account for extenuating circumstances (e.g., staff signing in at same computer, page reloading, computers powering up, etc.), there will be a window of time (probably no more than 2 minutes) but anything else after that will require an email stating why you are punching in late.
• Consistently punching in late (e.g., punching in at 9:05AM vs 9:00AM will count as clock rounding, even if Kronos does not display a red box. Clock rounding is subject to disciplinary action.
• Attendance and Punctuality matrix will be revised.
• Please remember that missed punches count as tardies too.
• Remember to take your time when reviewing your timecard and writing emails about your timecard. You have time scheduled for "emails", of which reviewing your timecard is including during that time period.
• Know COH and HPL policies! Remember that managers are supposed to be looking at patterns regarding tardiness and call-outs. Any observations or concerns regarding attendance and punctuality will be reflected on WPR and HEAR.
• Relevant policies:
• Administrative Procedure (AP) 2-4: Electronic Timekeeping Policy
• Administrative Procedure (AP) 3-11: Absences
• Mayor Turner's Memo: Absenteeism and Sick Leave Usage
• Brainfuse: Please promote this service to all customers, especially since it is now offering tutoring services 24/77. We should be promoting this service during our customer interactions and especially in our programs, computer classes, and outreaches. 
• There will be mandatory training for all staff.
• Communications is working on branding and publicity.
• Wellness: Please remember to keep track of your wellness points by going to myCigna to see the requirements and where you are in reaching the 100% required to get the discount next year.
• Last date to get 100% is February 2, 2018.
• Book Vending Machine: Jet Blue is providing HPL and NE MSC with a book vending machine. The books will be delivered on Wednesday, and the machine will be delivered and set up on Saturday. An event will be held at the NE MSC on Tuesday, November 28th ("Giving Tuesday") from 10AM-12PM.
• Staff will be expected to restock vending machine with books as items get low.
• HOPE Leave: An email was sent out to all staff regarding the donation of vacation time to the HOPE Leave Pool. If you do not want to donate an hour of vacation, you need to go to ESS and select the option to decline. Deadline is Thursday, November 30th.
• Staffing Changes:
• Kallie Benes is leaving 12/01. Mary Wagoner will be interim Youth Services Advocate.
• John Merullo is the temporary manager of Central in the absence of Paty and Helena.
• Leroy Johnson is retiring at the end of the month. The position will be posted as a Library Service Supervisor.
• Maggie Sepulveda is retiring at the end of December. Position will post as LII.
• Manager position at YOU will post as LIII; Laurie Covington's previous position will be posted as an LV and will be a liaison to Organizational Development, Youth and International Services.
• Christmas Holiday: Even though we are off Saturday, December 23rd, and Sunday, December 24th, those days are not being counted as holidays. The official COH holidays are Friday, December 22nd, and Monday, December 25th, so all staff will work a M-F schedule and no holiday hours will accrue.
• Winter Reading Program: New reading program; staff will use Beanstack to sign up customers and log their times.
• Since supplies are extremely limited, they do not want us registering schools (focus on in-house customers and small groups).
• Program starts December 20th
• Kids can collect prizes beginning January 2nd through January 13th
• Focuses on getting children to read ten minutes a day for ten days during winter break
• Kids get a lollipop for completing the program
• Book Bowl: Promote!

Third Topic: Staff Discussion

• "No" Log: Administration is asking us to start documenting any questions received from customers in which the answer is "no". For example, if a customer asks if we do resumes - place request on log. Log can be found on blog under Staff Forms and Guides.
• Statistics Sheet (Revised): Stats sheet has been updated to reflect MSC's request for the number of referrals we make in a month. Updated statistics sheet can be found on blog under Staff Forms and Guides.
• Mark Items: We should continue to scan any items removed from shelves in the Mark Items wizard. Again, those numbers showcase how the mini-branches are being used.
• Shelving: Moving forward, best practice is to shelve items as they are returned. Please do not leave items on desk for another staff member to shelve. 
• Floating: If shelves are tight, let a supervisor know so that someone can be scheduled to float items out.
• Schedules: Staff will begin rotating between locations starting in December.
• Minimum once a week for each staff
• Allows staff to get familiar with both MSCs (allows us to step in for one another in each other's absence)
• Programs at Lakewood NL will start in December
• Computer classes in the re-entry lab at Kashmere NL starts in December too.
• Staff Development Week
• Will be during the week of December 4th (12/04 - 12/08)
• There are six trainings/webinars staff must take. Four are mandatory trainings and staff can select two electives.
• Trainings will be held all week, with a bigger team building session being held on Friday
• Staff must sign in for each session. 
• Failure to complete trainings can result in PID or other PCAP action
• Arrangement for grouping: do team building in-house, take lunch, then go to 5th Ward MSC to do team building exercises with all employees under our Senior Manager.
• Staff will meet at the MSC at 1:30PM and team building activities will last from 2PM to 5PM
• No vacation time will be approved. If vacation time is necessitated, I have to let Pedro, Liz, and Laurie know the reason why
• Holds: Clear holds lists for both locations are being posted on the Intranet. Staff will be scheduled to do this in the mornings. On Fridays, we'll begin again to scan all holds to be sure none are being missed (Clear Holds table is back on stats sheet).
• Customer Service: Please remember that customers come first. Please be sure you are being attentive to them and addressing them as they come into the offices or rooms in which we are working.
• Assistant Manager Survey: Ruby has been with us for six months. Staff will have the option of giving her a review on how she is doing
• Good News: 
• Both locations will be receiving hot spots. Some will be set aside for staff use; the rest will circulate to customers
• Both locations will be receiving 100 children items. This will require weeding/floating/shifting collection so be prepared for it.
• Staff did an amazing job in October in regards to maintaining programs and outreaches.