Today's Manager's Meeting

Good afternoon,

Some news to share from the meeting...

Incident reports

Whoever witnesses the incident must fill out the report If multiple people witness, then multiple reports should be filed. Fill out the incident report form thoroughly. Put the full name of the library, your full name, descriptive details of exactly what happened, any incident numbers from HPD or HFD, etc.
If the patron refused to call the police on an issue then be sure and point that out in the report.
The parking lot is part of our domain. If a wreck happens in the parking lot, then we are responsible for any paperwork or actions that need to be taken.


Clutter in the Library

Do not put up any signs that are not necessary. Signs should have the HPL logo on them. Most signs have a template on the intranet that you can use. No homemade signs. No tape being used to stick signs in random places throughout the library. Signs should be on the slat wall or in designated tack board areas. The children's area is the exception, as for decorative purposes, we can do a few things on our own there. We still need to keep everything in the designated areas.


BTOP Grant

We have a grant that will allow us to have some tech workers on site. This will be coming at some point in the future. They will be teaching computer classes and possibly other technology related tasks.


Substitute Librarians

We will be having substitute workers at some point in the future. We will receive a sign advertising the openings soon. This sign will go somewhere on the information desk. The applicants will be interviewed and a pool of workers will be chosen to be on call for when we have an extreme emergency and need help. They will be trained 8 hours total, 4 hours of classroom study and 4 hours on the job training. They will be paid $14/hr. If they are called out, they will be here at least 4 hours. They should be trained to do everything except Smart Money. Renee or I will be in charge of deciding when it is truly an emergency situation. The supervisor and the worker will both fill out evaluations after each shift. If the worker is not working out, they will no longer be in the pool of substitutes.


Passports

Alief and Central are now doing the passport services. Alief had one person and Central had two come to get passports on Saturday, which was their first day. Stella Link is in line to offer that service at some point in the future. We will possibly train more people to do the passports when that time comes.


Gaming

We are in he process of developing new procedures for the video games. Once that is mapped out, we will be allowed to start up with the gaming again in the ASZ. This should happen soon, and they are working on it as quickly as possible.


Meetings

Mike is going to start having meetings at different locations throughout the system on Monday mornings. There may be one here at Stella Link eventually. If you feel that a meeting with administration is needed, then please let me know or let Theodora know. Theodora is also available for meetings here on site upon request. If you ever feel that you need to discuss anything with someone other than me or Renee then don't hesitate to contact Theodora.

Thanks and keep up the good work.
Patrick

Automatic Check Out Machines

Good Morning,

Just wanted to go over this morning's little informational session for those that were not present.

Moving forward, one person will be located at the automatic check out machines to help customers use them. Our numbers are low compared to some other branches when it comes to usage of the automatic check out machines.

One of the people scheduled to be on the desk will be stationed at the automatic check out machines. The desk is mainly going to be for fines and new cards. If they want to renew then they will need to check out at the automatic check out machine and then renew at the desk or at the catalog computer.

The mindset moving forward is the information desk is for looking up books, renewing cards, accepting fines, etc. Not for checking out or checking in books.

Thanks and keep up the good work.

Patrick

Lunch and Smart Money

Good Morning,

I realize there is an issue with taking lunch in between two desk times with the Kronos system.

By the time you get off of the desk and sign out, it can be a little after the top of the hour, then you sign in to get back to the desk and you are left with only a 45 minute lunch in Kronos.

We just have to really do our best to get off the desk and directly get to a computer and sign out. Just make sure not to do any more work. We cannot have you doing library work off the clock. Make note of the Kronos time when you do clock out. Anything 5 minutes or closer to the top of the hour and you should be good with signing back in at the top of the next hour to get back to the desk.

We obviously don't want to have 55 minute lunches everyday, but if you need to take a little longer break to make up for those days when that is necessary, then please do.

On to Smart Money...
Please be aware of how big of a bill the customer is using to pay for a fine or booksale. If the bill is a $50 bill, then they would need to be paying at least a $40 fine or booksale. We do not accept any bills over a $50 at all.
When accepting $20 bills, use your best judgment. If they are paying a 20 cent fine with a $20 bill, then we reserve the right to tell them we do not have enough change to break the $20. I would say anything $5 purchase and above, we can take a $20, but below that you may want to check the drawer first to see how much change we have in Smart Money.

Thanks and great job on Kronos yesterday. That was the cleanest it has looked since we started using it.

Patrick

E-mail List

There is an e-mail list that people can sign up for in order to hear about new events and items at Stella Link.

If anyone asks to sign up, the list is on the far side of the information desk, on the left hand side, second drawer, closest to the men's room.

Just let them write their e-mail address and put the clipboard back in the drawer. I will do the rest.

Thanks
Patrick

Meeting Room Scheduling Guidlines

Please follow these guidelines for scheduling meeting rooms in Google docs:

• get organizations complete name if possible
• get person making reservation
• definitely get phone number
• put in time even though it is blocked in color
• below that, give your initials and the date it was made
• over the phone is filled in with blue or green since no paper work is filled out
• fill it in with yellow when paper work is received

One final note, the computer lab cannot be scheduled for anyone except library staff.

Thanks,

Renee

Kronos

Good Morning,

It is a good practice to check your time card throughout the pay period.
If you notice that you have gotten 7.75 hours or 8.25 hours when you were supposed to get 8, then you need to bring that to my attention so that we can get that corrected.

I also check everyone's time cards throughout the pay period, but it is a good idea to stay on top of your own individual time card as well.

Patrick

Teen and Children Computer

I have put signs up on the reservation stations.

Just to go over it again...

These computers are going to be specifically for age ranges after 2pm on weekdays and all day Saturday.
Children's computers 1-4 are in the middle of the library by the mesh. Those are going to be grade 6 and below.

Teen computers are going to be grade 7-12.

Adult and research computers should be solely for adults or research computers can be for kids doing research.

Again, this is during the times specified above.

Patrick

2011 Meet and Confer Agreement from HOPe

Good Morning,

I attended a meeting about the new HOPE agreement this morning.

You can find a copy of the agreement at:
http://www.houstontx.gov/hr/index.html

Some of the highlights:
This is a 4 year agreement. It expires at the end of June, 2015.
There are no pay increases for FY 2012 or 2013.
In July 2013, we are scheduled to receive a 2% pay increase, and July 2014 a 3% increase.
The 2% increase may be larger depending on the tax revenue the city takes in

If you are called back out to the job for an emergency of some sort, then you receive a minimum of two hours of comp time. So, if you are called in for a burglary alarm let's say, but it only takes 15 minutes at the library to resolve the issue, you will still receive 2 hours of comp time. Any time over two hours and you will receive comp time that equals to time given.

Vacation accrual maximums have been increased.
If you were hired in under the 360 hours cap, it is now 420.
If you were hired in under the 720 hours cap, it is now 840.

Longevity pay is still $2 per pay period for each completed year of service, but there is no longer a 25 year cap to this.

Grievances can now be filed on 8 issues.
1. Non-selection for a promotion.
2. Hazardous working conditions
3. EPE of 2.99 or less
4. Failure to receive performance evaluation if delayed more than 6 months.
5. Failure to be paid overtime or comp time if worked.
6. Written reprimand
7. Decision Making Leave
8. Temporary suspensions

Grievances must be filed within 15 calendar days.

ECRP is the Employee Concern Resolution Program.
These are for some issues not covered in grievances.
If you have a supervisor conflict or you receive an EPE of 3.00 or above, but feel that was unfair.
Tim Hardy would be our contact person in the library for questions about what is or is not eligible for grievance or the resolution program.

There will be no work progress reports this year.

EPE's are undergoing an evaluation at this time. An analysis will be completed by the end of 2011. A review and report will be given to the mayor by February 15, 2012.

If HOPE wants to have a meeting here at Stella Link, please let me or Renee know. We need to contact Ophelia Cespedes about this.

If you have any questions or concerns, please let me know and I will do my best to answer them.

Thanks,
Patrick

611 Walker

The keys will be picked up at 611 Walker, 3rd floor annex.

Patrick

Checks

All checks need to be stamped on the back with either the red (Houston Library Board) for booksale or black (City of Houston) for all others. Keep checks in the drawer in the far left slot. These stamps are in the drawer below the cash drawer.

Thanks

Renee

More About Laptop Procedures

• Make sure that you explain the fines on laptops when checking them out. It helps to actually circle that part on the form as you are telling them.
• If there are fines, keep the form they signed in a folder we have made in the bottom desk drawer under the printer
• match the name on the ID with the name on the Milcirc account when checking in. Don't just look at the picture

Thanks

Renee

Couple of Reminders

Good Morning,

Just a few points to remember:

When checking out a laptop, the customer MUST have their card and picture ID. They are required to have had the card for at least 30 days. The ID and card must match. If a parent uses their ID for a kid's card, their name must be on the account.
We have to keep the ID until the laptop is returned. Anyone under 18 must have parent's permission on their account to check out a laptop on that card.

Also, we cannot give change from the register. The only thing we can do is give someone a dollar bill if they have a dollar in change. We cannot break down larger bills into smaller bills under any circumstances. We would be going to the bank for change three times a day if we did.

If a mistake is made on the Smart Money machine, let me or Renee know about it. When we do the money, we need to have an idea that something is going to be off about the deposit.

The completed laptop forms are to be kept in the laptop binder which is located behind the circ desk next to the phone books with the rest of the binders. One receipt goes with the customer, one receipt is stapled to the form they signed, and drop the ID and folded form into the appropriate sheet inside the binder that coincides with which number laptop they checked out. If you forget which number it was, check the receipt for the laptop barcode. Once they return the laptop, we give them their ID back, take the laptop form from the binder and put that form in the blue magazine holder right next to the binder. These are to be shredded at the end of each night.

The blank laptop forms are on the blue paper holder in front of the circ desk with the blank applications and the calendar of events sheets.

At the end of the day, just as a reminder on what all needs to be done. In case one person forgets, we should all try to remember all tasks.

We need to turn off the lights in the library. This is the top left button on the switch just inside the workroom. We need to make sure all meeting room doors are locked. We need to take the laptop cabinet into the computer lab. We need to turn off the light at the end of the hallway to the computer lab. We need to turn off the automatic checkout machines. We need to turn off Bertha. We need to turn off the tv hanging on the wall. We need to turn off all applications and browsers, etc. on all work computers. We need to turn off the monitors on the work and public computers. Leave the computers themselves on. We need to change the sign on the front of the building from open to closed. We need to turn off the workroom lights on the way out the backdoor. We need to check that the door in fact locked behind us and also check the other door next to it in the back.

On Saturdays, all other non-essential tasks should be delayed. We need to have a laser-like focus on doing pickups, checking in bookdrop, emptying Bertha and shelving books. Discards, book ordering, etc. can wait until during the week when we are fully staffed. Also, morning break should be taken before we open on Saturdays. We get here at 8:15 and open at 10, so take the morning break at 9:40-9:55.

We got a small taste this past Saturday of what it will be like with only five people. It is going to take everyone pitching in on all phases of the workload. It will only get busier from here as more people figure out that we are open.

All things considered, we are doing a great job so far.

Thanks
Patrick

Administration Meetings

Good Morning,

If you check your e-mails, Mike sent out an e-mail talking about administration coming out for meetings. Let me know if you would like for them to come out. If yo any questions or concerns about anything the library is doing, now would be the time to voice those.

Patrick

Review of policies

Good Afternoon,

Just as a reminder:

Any books that we wrap to go to another location, we are now noting those numbers on the board in the back next to the processed holds tally sheet.

The laptops have a new binder. Place the laptop sheet that they sign, a copy of the receipt stapled to the sheet and their ID into the corresponding folder inside the binder. After they return it, give them the ID back and place the sheet into the magazine holder that is sitting next to the laptop cabinet. The old folder will no longer be needed.

With library card applications, please remember to ask each adult patron if they want a voter's registration application. Law states that we must ask them. Also, remember to put in what other form of proof of address they used, whether it be a bill, lease agreement, etc. Put this on the application as well as in the Milcirc record as a note.

Keep up the good work. Everyone is doing an outstanding job.
Thanks
Patrick

Picture Books and CD's

Good Morning,

Just a reminder about the picture books and the CD's...
We are going to focus on these two sections each Friday.
This will not be written into the schedule, because there may be occasions when the sections are perfect.
After you complete your duties that are written into the schedule that Friday morning, then we need to focus on the picture books and the CD's for as much time as it takes to get them back into alphabetical order.
If that takes 15 minutes, then set aside 15 minutes. If it takes 2 hours, then set aside two hours.
We don't want to drag that task out if there isn't really a lot to do in those sections.

Thanks
Patrick

Keys and Codes

If you have not gotten a key and a code, please look at your e-mail and respond to me what day next week you would like to go and pick them up.

Patrick

Customer Survey

Good Evening,

There is a customer survey coming of which we should be aware.
It is an online survey. It will take place from the 12th through the 24th of this month.

More information will follow as soon as administration gets all of the details worked out.

Here is what we do know now.
The survey takes 10-15 minutes to complete, is completely anonymous, and is available in English and Spanish. Our customers will access the survey through our public access computers, via the website.

Thank you,
Patrick