Staff Meeting July 20, 2016

Schedule - Roles and responsibilities:

• Be on time

Holds -

• If you make any exceptions transferring holds to another customer, please explain that you're making an exception and add notes to their account about the matter.

Alief Status Update -

• Still incomplete. Do not tell customers about specific dates as things may change and we are waiting to hear from communications with an update.

Discharging of items properly -

• Customer are unable to use the self-check because things are not being discharged properly. Please make sure that material is checked in correctly.

Desk/Self-Check - customer service

• If there is a long line of customers at the front, please help call the line down to make things go smoothly

Printout from Telecheck machine - batch closed statement

• Batch closed statements must be sent in withe the deposit. If a batch closed statement is not generated, unplug and plug the telecheck machine.

New schedule for August programming

• Programs have been slimmed down in preparation of Alief's reopening and Robinson's closing. Please look at new calendar for more information.

Staff entrance door -

• If someone rings or knocks the doorbell, please make an effort to open the door

Pokemon GO -

• The library is a Pokemon Gym and new display is up. Feel free to strike a conversation with those playing Pokemon GO, if you play as well.

Staff Meeting 5/4/2016

1. "New Book" date labels - remove after 6 months (for now)
2. Please turn in monthly reports
3. Cell phone use / social media issues / non-work related - may be used in the back room
4. Disaster time off policy - you will be given disaster time off only if you were scheduled to work that day 
5. Emergency phone number 832-383-1550 (HPL Hotline)
6. Emergency facility report - 1st in, located on NL blog
7. Promotion updates: personal information, education, etc. - please be sure to change this information if it has changed. For example, if you have a bachelor's degree and the highest level on the application is associate's, pick associate's.
8. Check your email every day
9. New reservation system @ Central
10. YouTube and other IT problems
11. Know your leaders! (Dr. Lawson, Roosevelt Weeks, Michelle Gorman, etc.)
12. Going outside for emergencies - if an incident occurs within the library and the person in question goes outside, DO NOT follow. Find out security person or call 911. 
13. SRP Registration - log in is the same as staff log in, some programs are REGISTRATION ONLY and there will be a clipboard at the front desk to sign people up.

Meeting Notes - April 6, 2016

1. Open Enrollment - Deadline April 13
2. Passport - Awesome job!!
3. RFID - Security NEW PROCEDURE GUIDELINES
4. Outreach to local schools for SRP
5. Ethics Video: http://houstontx.swagit.com/play/03242014-565 
6. Block time for programs / projects / work related tasks
7. Leave together after work
8. ELT - doing site checks
9. No flicking lights at closing - wait patiently until customers leave
10. Office supply - last order!
11. Blue Ridge: Monday - Friday next week 8-5 boxing books (need volunteer).
12. Over 21,000 customers visited last month

- by Jenny P.

Robinson Youth Meeting Notes - March 24, 2016

Healthy Kids Day Outreach  –

•  YMCA Alief outreach for Healthy Kids Day 2016 on April 30^th from 10 AM – 1 PM
• Jayla asked for ideas for our table set up for the theme. Some ideas included: preparing healthy foods for kids, exercise for friends, and seeing what was done in the past.
• Proposal for the outreach is due back on April 14^th.

Diversity in Action (DIA) –

•  The Robinson  DIA program will take place on April 16^th from 11:30 AM to 1 PM. Activities and crafts include: Urdu hopscotch, origami craft, Kente Cloth weaving for kids, Paper lanterns, and more.
• Jenny and Nagma will wear traditional cultural outfits.

Asian Pacific Heritage Month (Polynesian focus) – May 2016- Robinson has planned the following:

•  Lilo and Stitch Movie – May 14^th (time TBD)
• Jenny and Martin will be working with Amie to do a Lei Making craft during the Teen Zone on May 11^th.

Summer Reading Program Discussion

•  Jungman library is closed until at least August 2016, Robinson will have collective staff for Youth SRP programs.
• Jayla handed out rough draft of programs that will be happening at Robinson. Staff pitched ideas for various craft programs and weekly recurring programs. They are as follows:
• Kid Movies on Monday nights from 6-8 PM. Jenny and Jayla will meet to discuss what the kid approved movies will be. Will come back next week with list of movies
• Nagma will lead Preschool story time on Tuesdays
• Kids crafts will happen Tuesdays at 2 PM. Jenny and Lauren S. will take June 7^th, June 21, and July 19^th dates. Jayla will take June 14^th, June 26^th, July 5^th, July 12^th, and July 26^th dates.
• Wednesday at 2 PM are the days that paid performers will be coming to the library. On days that paid performers are not scheduled, Jayla will lead “STEM at Your Library” program. 
•  Nagma will take on creating Thursday afternoon programs for kids. Will come back with ideas. Teen Movie will take place on Fridays from 2:00-4:30 PM. Martin and Jenny will take lead on these.
• Teen Programs will take place on 4 PM on Wednesdays. Martin, Jenny, and Lauren S. have planned these programs and will take lead on them.

Dr. Who Day –

• July 9^th, 2016 – Jayla will take lead on this and create a program.
•  Free Kit for the program had already been “ordered” by Jenny.

May the 4^th –

• Jenny will take lead on May the 4^th Star Wars program.
• Program takes place Wednesday May the 4^th during Teen Zone?

Free Comic Book Day –

•  Martin has a program planned for this day. Comic book table and free comic book will be handed out.
• Program will take place in Meeting Room on May 7^th 2016.

Action Items –

• Marcia will follow up with Alief ISD about their Real Men Read program in conjunction with the Daddy and Men Storytime on June 18^th.
• Marcia will put Martin in contact with local comic book person.
• Nagma will create Thursday afternoon programs for kids for SRP 
• Jayla and Jenny will meet next week about the Kids Movie selections.
• Jayla will create a training that will take place next week. Everyone will receive 30 minutes of training credit. 

Notes by Jayla P.

Posted by Jenny P.

Meeting Notes 2/17/2016

1. Focus on the self-check - maximize efficiency when it's busy
2. RFID - stagger chips
3. Application training coming up soon
4. Small work enclosures - please respect privacy
5. Stay at your assigned station until relief comes
6. Vocera
7. Closing - last 30 minutes, everyone should be out on the floor roving, helping customers, verify all technology is back where it should be, and pick up books
8. Deposit - if your deposit is short, do not add your personal money to the drawer. The count must be accurate
9. Paging counts - entire number searched for, not what you physically found
10. Bluebonnet display - only 2016
11. Writers contest information (PBS) located in children's area. Deadline 3/22/2016
12. Sirsi - no SUPER. Sirsi password should be entered for the override
13. More outreach volunteers. Please let your supervisor know if you'd like to participate
14. Must use iPad when roving
15. Use the movie license - make sure to use approved titles
16. No service related emails or mass email (lists, etc.) without approval
17. Leaving notes - write down what the item or cart is for, the date, and your initials
1. Ex. Book Drop 2/17/2016 JJP
18. Be mindful of your voice within the library
19. Weeding box count starting at 0. Weeding list is now on the bulletin board
20. Statistics - Directional and reference questions need to be filled out next to your name
21. Pin # - customers need to choose their own pin numbers. Bring it to their attention that we can see their pin in case they want to protect their privacy
22. Follow the labels on desk carts (+E Beg Readers, +E Fiction, etc.)

Posted by Jenny Phengdara

Staff Meeting January 13, 2016

• Announcements  - Thanks to Michelle Gorman and Customer Experience for the food!

• New Meeting Room Forms (Make a copy for the customers)

• $25 fee if customer is bringing food

• Check your Intranet login - Call I.T. to set up

• Fill in grey bins completely

• Record all shelf reading and weeding in Google Docs (HEAR stats)

• Volunteer for Serials training (Alief staff - prepare for the transition)

• Notify Chris of any absences / request for time off

Posted by Jenny P. 

Weeding Non-Fiction

Weeding Non-Fiction:

Condition:

• Yellowing Pages
• Split Bindings
• Dirty, stained, water damaged, written on, highlighted, etc.
• Torn pages / cover
• Other physical damage (odor, mold, burns, bugs, etc.)
• Missing Pieces

Dewey Guidelines for Weeding:
Number          Years since copyright     Years since last checkout
000-003                          5                                              NA
004-009                          3                                              NA
010-029                          10                                            3
030-099                          5                                              NA
100-132                          15                                            5
133-199                          10                                            3
200-305                          10 / 5                                       3
306-309                          5                                              2
310-319                          2                                              NA
320-329                          5                                              3
330-339                          3                                              3
340-349                          5                                              2
350-369                          5                                              3
370-394                          10                                            3
395-397                          5                                              3
398-399                          NA                                           3

                  

 Posted by Jenny P.

Robinson  Westchase Staff Meeting

December 9, 2015

Attendees: Chris Arrowood, Monica Siboldi, Jenny Phengdara, Carol Beechler, Renee Benson, Lauren Smith, Nagma Akbar, Rita Mosby, Ghulam Markhiani, Crystal Shiver, Isabel Gongora, Martin Botello and Candece Beverly

1. Welcome/Announcements- Jenny welcomed everyone

2. MLK Program- Each location is required to do a 1 hour MLK program,. Jenny asked for  

    volunteers to help.  Volunteers were Rita Mosby, Carol Beechler, and Lauren Smith

3. Blog for Daily Assignments- Monica emphasized the importance of getting away from paper,

    so begin to use the blog for all daily tasks and submit. Ex. - Paging, Delivery

    Chris added that this will help with HEAR because it is a documentation of tasks performed.

4. Pull Holds- If assigned to pull holds and the list is not ready or can't be completed, please let

    manager know so time can be scheduled later in the day or the list can be reassigned.

    

    Monica stressed the importance of the correct positioning of hold labels on books. This 

    should be just above the call number label.  Remember oversized books are labeled on the

    top edge.

5. DVD's/CD's- Make sure hold label is in the correct position on audio visual material.  Label

     should be just above the bar code on the opening edge of the case.  If checking in delivery,

     please reposition all incorrect placement of hold labels.  May comment on delivery form to 

     note repeated delivery of incorrectly labeled material.

     Monica reviewed the correct way to shelve DVD's.  They should be shelved by the first letter

     of the call number.  If the call number is a number, the first letter of the number.  Staff were

     reminded to replace damages cases.  Extra cases are on the moveable shelves in the work area.

6. Secret Santa- December 9th is the last day to email 5 suggestions to Lauren if  participating

                            Also it is the last day to sign up for the Christmas potluck.

7. Applications- Lauren reported that application accuracy has greatly improved.  There is a 

    link on the blog to view these stats.

8. Reference/Directional Questions- Remember to mark stats for all questions on a daily basis.

9. Newspaper/Serial Check In- Instructions will be posted on the blog.  Anyone needing assistance

    may ask Rene, Crystal or Lauren.

10. Laptops- Always return laptops to designated spot and plug in to charge.  Remember to 

      return the DS's under the circulation desk to the laptop cabinet at the end of the day.

      Each morning take out 3 for the circulation desk and leave the remaining 6 in the cabinet.

11. Incident Reports & Roving- When assigned to roving, actively walk around.  Chris brought

      to the staff's attention that we have had 2 major incidents in December already.  Any incident 

      that a staff member witnesses, requires that they also write an incident report.  Candece 

      suggested roving with a cell phone in order to quickly call 911 if necessary.

12. No Study Rooms- As the number of staff has increased, we no longer have any study rooms

      available.  The meeting room may be used by individual patrons if it is available.  You may

      also refer patrons to the Kendall location which has 2 study rooms.

13. Label All Work- If unable to finish the cart you're working on, please label it so other staff

      members will know what is is. 

14. If you use it-put it back- (Chris)

15.Weeding/Floating- Continue weeding and floating

      Practice boxing books in a safe manner to prevent hurting your back.  Never load books

      into a box on the floor and then lift.  Place the box in the preferred location first before

      loading.

16. Drilling- Another day of drilling will take place.  The date is not final, but plan to work a

      day at another location.

Misc.

• Chris mentioned that the location priorities of the paging list have changed.  The number of  items on the list will probably increase.  Let the manager know if help is needed.
• Clear holds will be placed on the schedule at the end of the day
• Never use someone else's Smart Money password!
• Don't sign the delivery sheet unless you are the one giving it to the driver
• Chris will see what can be done about security not walking around and being available

      

Staff Meeting December 2, 2015

Robinson-Westchase   Neighborhood Library

Attendees:  Chris Arrowood, Jenny Phengdara, Nagma Akbar, Carol Beechler, Renee Benson,  Candece Beverly, Martin Botello, Isabel Gongora, Ghulam Markhiani, Rita Mosby, My-Van Phung, Linda Shen, Crystal Shiver, Lauren Smith, Diane Jackson; and Senior Manager Patrick Atkins        

1.     Welcome, Announcements –Robinson Holiday Party 12/23/2015;  Secret Santa gift exchange for those who want to participate--$10 gift limit—send  Lauren Smith your top 5 gift wish list

2.     Promote Programs – Use our handouts and flyers to promote our ROB and other HPL programs.

3.     E.O. 1 – 50, HERO and City of Houston (what are the rules?) 

a.     Transgender persons can enter the restrooms they identify themselves with.

b.     E.g., men who identify as women can go to the women’s restrooms in any city property or any city building.

4.     Open Carry Gun Law effective as of  01/01/2016

a.     Review Policy

b.     School Sponsored Events—if the library has a school function event then the library is considered and an educational facility and any licensed gun carrier is not allowed to have his/her guns inside  the library but may keep guns in his/her automobile.

c.     Rules for staff and volunteers—any licensed gun carrier is not allowed to have his/her guns inside the library but may keep guns in his/her automobile.

d.     When in doubt – call 911 regarding any suspicious behavior and alert management

5.     Severe Weather and other emergency conditions – policy 7.1.2.1. & 7.2.3.6

a.     If weather or other emergency conditions prevent you from coming to work, please alert your manager or supervisor.  You will be required to make up the time missed or use comp, holiday, or vacation time.

b.     If the Mayor closes down city departments, then you will be paid for the hours missed at work if you were not scheduled for time off using your comp, holiday, or vacation.

6.     New management for Workers Comp

7.     Trainings – deadlines!

a.     Lean Six Sigma due 11/30/2015

b.     Executive Order 1-50 11/30/2015

c.     Axis 360—please complete if you have not already done so and sign training sheet, ASAP.

d.     Cyber Security 1—is currently not operational an email will be sent when IT has restored the training module.

8.     As we are weeding check each book for a tag as well. While weeding the books check externally and internally. Float the books if more than two copies

9.     No cell phones or YouTube at front desk

10.   No more overflow area – just “float”

11.   Sick leave for family review

12.   Credit Cards with RFID

a.     We have had problems trying to process cards with RFID chips.

b.     As of January 2016 all credit cards will be required to have the RFID chip. 

c.     Telecheck representatives are scheduled to come to the library to replace old machines.

13.   Patrick Atkins is available for questions –

a.     Email:   patrick.atkins@houstontx.gov

b.     Office:  832-393-1371

c.     Mobile:  281-901-4805 (Best way to reach Patrick)

14.   Personal Monthly report forms – include trainings, shelf reading, shelving, etc. information (These reports will be important as I complete your annual HEAR.  These reports are your opportunity to shine and let me know what you have accomplished during the year.)

15.   Staff leading meetings and training opportunities (by staff)

16.   All shelves should have book ends

17.   Out of system book returns (ILL or LMS) should be sent to the Central library. Keep log of Out of system items returned.

18.   Email signatures and please avoid “Reply ALL”

a.     Please use the sample signature emailed to you this morning for all HPL work emails.

b.     Please avoid “Reply ALL” to email that include all HPL staff. 

c.     Emails to all HPL staff members must be approved by Michele Gorman

19.   Always wear badges

20.   Answer all phone lines with correct greetings

21.   No 24 hour rule—customers may recheck out any library material at the time of discharge without waiting 24 hours.

22.   Floats – check inside as well as outside the books for damage

23.   Paging List

a.     Print 8 up for paging list

b.     Mark items not found as missing in Work Flows

c.     Assign someone to print list—some locations do this, we can too.

24.   Central is working on correcting Holds list problems

25.   Friend / Discards boxes – keep list current, only 1^st 2 columns, number boxes

26.   Daily Deposit pick up receipts

a.     Please complete the 3-part receipt with the location code (ROB), your initials, and deposit bag number.  FIDS driver should sign and take the white and yellow copies and leave the pink copy.

b.     Please complete the daily deposit log with your initials, and deposit bag number; then the FIDS driver will signs his initials and enter the time he arrived.

27.  Newspapers needs to be checked-in. Training will be scheduled.

28.  Make sure to check that correct DVDs are in cases while checking out or checking in.

November 4, 2015 Staff Meeting

November 4 Meeting Notes

1. Closing Procedures – Make sure every night we routinely pick up books and straighten shelves

2. Kronos – Be aware of clocking in and out on time

a.       Saturday – Please be courteous of calling out on Saturday as it is the busiest day of the week for the library

3.  Applications – Applications are being placed in your folder for one week before it is counted against you.

a.       If you have any questions please Lauren or Chris

4. Passport O – If you are schedule for Passport O it means you are stationed in the office.

5. Meeting Room – Make sure every reservation has a meeting room form complete

a.       Will any news Media Attend? – needs to answered and has to be approved from central office.

b.      If you need assistance partner with Chris

6.   Training – Need to complete training

a.       Lean Six Sigma

b.      Cyber Security

c.       Workplace Discrimination & Harassment

7.  Indonesia Culinary Festival – Saturday November 14 from 2-8pm, we are designated as over parking for the event.

a.       If you have any ideas on have you want to the library to participate let us know.

8. Welcome Nagma!!!!!!!!!!!!!!

a.       Jenny Phendara will join us on Nov. 16

b.      Jayla Parks will arrive hopefully soon.

9. Jungman Library – Start checking in books by end of November or December

a.       Library will open by beginning of year

b.      If you like to go to Jungman, email Chris

10. Breakroom – Please clean up after yourself from any mess you have made, that includes cleaning out the refrigerator.

11.Database Training – Chris will hold a volunteer database training on Wednesday Nov. 18 10:30-11:30. If you want to participate email Chris.

12.Closing – When exiting the building after close we exit together for safety.

PIE

As we discussed at the meeting on Wednesday, 9/23/15:

PIE stands for Prioritize Initiate Execute

• Duties on your HEAR plan take priority
• Then look around and see what needs to be done, like shelving, tagging, shelf reading, pickup, etc – as we all know, there is always something that needs to be done
• Unless you’re on break, you should be doing something
• PIE is your hour to make the library better! Use your judgement to take care of what is important at the moment to keep the library running efficiently
• We take care of each other: if one person succeeds, we all succeed!

On Saturdays, this is modified: Our first priority on a Saturday is making sure there is enough staff on the floor. Our second priority on Saturday is making sure that books are getting cleared from book drops, bins, and the front download area. If those needs are met, pick your task!

Meeting Notes 4-14-15

Note taker: Angela

1.     Congratulations to DeNeshia on getting a full-time job! We will miss you.

2.     Time Card: a reminder to be on top of your punches. Just a clarification: “on time” means you are ready to start working at :15 after. Lunch should be an even hour- please punch in as close as possible to the time you punched out for lunch. Write it down if you need to.

3.      Roving.

a.      The roving hour is intended to serve our customers and our library.

b.     The expectation is that everyone will use their roving hour out on the floor, assisting customers and enforcing rules. Especially the no food and no drink rule

c.      Roving is not for using facebook or your cell phone. Roving is not for doing work in the back. If you wander around and find that no one needs your help, straighten around the stacks. Pick up items that need to be picked up. But stay accessible.

d.      Closing simply means Roving with some extra duties. It does not mean wait in the back until it is time to make announcements

e.       Please ask Chris to show you how to pull up the print list at the print station to make free prints

4.      End of Day

a.       It is important to wait to clock out until :08

b.      Everyone needs to work together to ensure that we are ready to leave in a timely manner. This means making sure the building is clear, helping count the money, straightening and picking up trash, etc.

5.     Breaks.

a.      Please take your 15 minute breaks on hours that are not customer-focused. If you are scheduled to be at the desk, self-check, or roving, we need you there the full hour. Breaks can be taken on “collection,” “duties,” “delivery,” hours, etc. If you find that your schedule is not allowing you time for a break, let Angela and Chris know.

b.     As has been said before: please take your break in the break room or outside. This is good for you for three reasons: gives you a breather from your work space, lets others know that you are currently unavailable, and makes it clear to management and coworkers that you are not using work time for personal business.

6.     Monthly Narrative

a.      Starting with this month, everyone will be responsible for writing up a monthly report of what you did. This is to keep track of your successes and to positively impact your HEAR evaluations. Please type it up and email it to Chris in the first week of May.

b.     In the same vein, if you see someone else doing something awesome, write it up and send it to Chris.

7.     Harris County OneLink

a.      Please accept Harris County Library cards and see if the customer has an account in our system. If someone wants to link their HCPL card to their HPL account, they are free to do so. They’ll need to fill out an application as per usual, and you will use their HCPL barcode number instead of a new card. If you have any questions about this, please ask Sara Ortiz.

8.     Jungman

a.     Construction will end in late summer, but the branch will probably re-open in January

b.     When Alief closes, we will probably take over passports

9.     Smart Money

a.      Envelopes:      

                                                             i.      Fines/deposit envelope: fine payments and anything with an HPL logo (red bags, computer cards)

                                                           ii.      Booksale envelope: stuff we sell with no logo (earphones, flashdrive, booksale items)

                                                        iii.      There is a cheat sheet taped into the tan colored money box

b.     Field trip to the desk.

c.      We will now be using an excel document called “Daily Cash Register” on the Desk computer to reconcile our drawer and envelopes every day.

d.     We will still do the official drawer count at the end of the night; please recount if it does not come out evenly.

e.      In the morning, here is the Smart Money order of operations:

                                                             i.      Booksale envelope, Booksale tab

                                                           ii.      Fines/Deposit envelope, Fines tab

                                                        iii.      Count the till, Till tab