April Meetings Recap

Compiled from meetings held 4/3, 4/12, 4/19 & 4/26:

Training
All staff need to take 6 Digital Fluency assessments by May 20th. Please go to the training portal (https://houstonlibrary.libguides.com/digital-fluency) and follow the instructions. Assessments must be passed with a minimum 85% accuracy. Assessments can be retaken as many times as you want through May 20th. These assessments are required. You will get 3 hours training credit! Please let me know when you have completed your assessments.

Collection Maintenance
If you see excess copies of a book on the shelf, pull the yellow label ones first (unless a white label one needs discarding). Renee keeps a bin next to her desk to float out items. We can float an unlimited number of yellow label books. We are limited to 5 boxes of other float items per week.

Holds
HPL customers can now pick up holds at Bellaire, West U, and Spring Branch.

Interlibrary Loan
ILL’s hours are M-F 10am-5pm. If you call after hours, leave a message with your name, branch, and the reason for calling. Include the customer’s name and card number. You can also request to have an item transferred from CEN to LOO.

Library Cards
Since we are moving toward online library card applications, it is okay to make changes to an existing account without making the customer fill out another application. Notate any changes in the notes field. This is from the Staff FAQs for Online Library Card Applications on the Training Portal:

• Q. What if a customer wants to change their address, email, phone and/or name?
• A. You may update their user record after verifying ID. You could also direct them to use the Update MY Link Account form (http://houstonlibrary.org/update-my-link-account)

UMS Call Center

Please note that UMS, the collection agency the library uses, will answer phone calls for Circ Admin in the evenings and on Saturdays. UMS will also answer telephone reference calls on Saturdays. If you want to speak with an actual library employee about a specific matter, please call outside those times or email hplemail.reference@houstontx.gov or circinfo@hpl.lib.tx.us 

Reading Lists
The new HAISLN lists are out. The binder and bulletin board have been updated.

Facility
We have a new lock for the side door to the dumpster. One key is on the hook by the back door and the spare is in the safe.

Hours
Hours are changing August 1st. Looscan and Montrose will have the same current hours M-Th. Friday and Saturday will be 1pm-5pm.

Meeting Rooms
Effective immediately, food and drink (unless it is bottled water not stowed in an ice chest) cannot be served in the meeting rooms. All branches will receive a limited food handling permit, and staff will be trained. This is a requirement from the Health Department. The ban on food is temporary, but we don’t have a timeline on when groups can bring in food again. It will probably be a while.

Programming
Taekwondo is cancelled for the foreseeable future. Ms. Kim’s work schedule has changed.

Summer Reading Program
Donna is thinking about having kids put their name on a star when they reach a level. The stars can be posted around the desk. We can also have a bell kids ring when they meet a goal.

Our Summer Reading Program kickoff event will be May 31st from 4-6pm. We will have a table up front with a laptop for SRP sign-ups. We will also have a face-painting station (J’Nae!). We’ll have scavenger hunt sheets at the desk to hand out to kids wanting to participate. Donna is looking for volunteers!

One Houston, One Library
John Middleton is presenting the One Houston, One Library plan at several libraries. Everyone is encouraged to attend, but it is not required. The presentation is on the intranet. Remaining live presentations are scheduled at WAL – 5/4 @ 8:30 am & COL – 5/18 @ 8:30am.

Technology
We should get our Hotspots before the end of the year. Report any that are missing to IT immediately. Contact IT if a charger needs replacing. Also contact IT if a customer returns one that has been deactivated. IT must reactivate the hotspot before it can be checked out to the next customer. Some customers have been calling Sprint to have the devices reactivated!

Staff blogs will eventually migrate to the Intranet.

Tri wants to make our public computers walk-up ready, which means that a customer can walk up to any available computer and log in without going to the reservation kiosk first. His first attempt didn’t work out, so he’ll try again later. 

Supplies

Tina created a toner chart for the work room printer and the printer at the service desk so we can better keep track of toner cartridge usage. 

Tina also requests that if you use the last of a supply item, please let her know immediately so she can reorder the item. Also, she keeps a list at her desk. Anyone can jot down something that needs reordering.

Etiquette
Keep the break room clean!

Calling Central

We have partnered with Unique Management Services (UMS) to take our customers’ calls on behalf of our telephone and circulation services. Please make a note of the following:

• UMS answers HPL customers’ calls during these hours: 
• Circulation: Monday – Thursday | 6 PM – 8 PM AND Saturday 10 AM – 5 PM
• Telephone Reference: Saturday 10 AM – 5 PM
• TR and Circulation Administration staff continue to take HPL customer calls during regular business hours: 
• TR: Monday – Thursday | 9 AM – 8 PM; Friday 10 AM – 5 PM
• Circulation Administration: Monday – Thursday | 9 AM – 6 PM; Friday 10 AM – 5 PM
• During these times, we recommend that you:
• Call another location
• Call TR or Circulation during regular business hours
• Send an email:
• Email Reference at hplemail.reference@houstontx.gov
• Circ Info at circinfo@hpl.lib.tx.us

National Library Workers Day!

March Meetings Recap

Compiled from meetings held 3/1, 3/8, 3/22 & 3/29:

Benefits/ESS
Open Enrollment for insurance for full-timers is April 1-13. Log into ESS to make changes.

The City of Houston has a new notification system for emergencies, etc. To opt in, log into ESS and then click on Employee Self Service on the top left-hand side. Click on the ‘add’ button under Communication to add your cell phone and/or personal email address.

Booksale
Please put any newly donated items in the bin (if the items aren’t already in bags or boxes) for Renee to sort. Items on the shelves are ready to go out on the sale table. Anyone can replenish book sale.

Circulation & Customer Accounts
The DVD limit is 15 (15 adult, 15 juvenile).

Please make sure customers are notified of any fines on their accounts, and look at the total amount (not just what they accrued with whatever was just checked in). Also, ask about items that are checked out and overdue. Remember that Smart Money will only show fines already assessed… not fines for items still checked out to the customer.

Items with missing parts should remain on a customer’s account until the situation is resolved. Please make sure the items are notated and placed on the shelf above the book drop computer.

Please watch the screen when checking in items. Pop up messages must be closed before the next item is scanned, or the next item will not get checked in properly.

Remember we have a Looscan email account that can be used to notify patrons about missing items, etc. (loo.library@houstontx.gov). Responses to this email address are automatically forwarded to Leonore, Renee, Tina & Melissa.

CMH passes should only be handed out if the customer returns a Flip Kit after checking it out and taking it home. The survey must be completed. Do not give a pass if the customer only returns a survey. The survey must be returned with a kit.

Collection Maintenance
Be mindful of shelving nonfiction DVDs by call number. Some have been interfiled alphabetically with the fiction DVDs.

Please make sure all items on the repair shelf are checked out to LOO-REPAIR.

The new self check software doesn’t read the old rectangular tags (the solid white ones, not the ones that are a little see-through--those seem to work). If it’s slow at the desk and you need a project, check the books on the trucks for the tags and test them out on the self check machine. Only re-tag books that should stay in circulation. Weed damaged or superseded titles!

There is a new system-wide orphan log (books from other systems) and missing parts log. It will go on the Intranet eventually. It is okay to start using it now.

Yolanda swapped the location of the CD baskets and the juvenile graphic novels.

Community Engagement
The Community Engagement Literacy Mobile van has its own library collection. The van does not do holds.

HPLF
The Houston Public Library Foundation will probably have a table set up on Wednesday, 4/11 from 10-1.

IT
IT is pushing out updates for the laptops the second Thursday of every month. On this day (next one is 4/12), the laptops will need to be turned on and kept plugged in overnight. Ideally, we should lock up as many as we can in the office. The next morning, please make sure the laptops are returned to the cart and that everything gets plugged back in (check the wall socket!). Laptop set up will be scheduled the afternoon/evening of 4/12 and the  morning of 4/13.

Kronos
Please remember to send an email any time there is an issue in Kronos. If you are a late, if you put in for vacation but don’t end up using it or only part of it, or anything else that requires a change on your time sheet. It is important to have this information in writing!

Library Updates
The One Houston One Library presentation is now on the Intranet.

Robinson will reopen on 4/28. Scenic Woods will reopen as a joint library/TechLink on 5/19.

There is a Meyer Mini location now.

Meeting Rooms
Please make sure that groups booking the meeting room are aware that the time they pick includes set up and take down. They must vacate the room as scheduled. Avoid booking large “events” at closing time.

Passports
If customers inquire about passports, tell them about the Q-less system. This is a virtual queue so that they don’t have to wait around at the library for their turn to get processed. Visit the library’s passport page for more info.

Programming
Do not schedule self-published authors to do programs at the library. If one approaches you about doing a program, check the catalog to see if the book is owned. If HPL does not own the book, the author should contact LMS first. If the library does own the book, contact Programming. Programming will ultimately decide whether or not to hold the program.

Summer Reading Program

• We will get a button machine to make buttons at every prize level. We should save children’s magazines and the comic serials for button-making.
• We are going to have a kickoff event and need to come up with ideas. We discussed a scavenger hunt and just throwing a party.
• The Houston Food Bank will not provide food for Camp Stream at Looscan. Other options are being explored.

ESL Conversation will switch to Tuesdays (the first Tuesday session is 4/10 @ 1 pm)

Teamwork

• When it is slow at the desk, please try to put items in order on the carts. This makes it easier for shelving.
• Clear the desk of returns. Don’t leave them for the next person to do.
• Empty the pickup basket each night or put a label on it so we know why it’s still full.
• When emptying book drop or completing pickup, don’t fill up every empty cart with a handful of books. When in doubt, put things on the carts out front.
• Do your own dishes.
• Help clear the building if you are not working with a customer.
• Locking the door at closing is a priority if you are not in the middle of helping a customer.
• Mark credit card slips with F for fines and B for booksale. This makes doing the deposit a bit easier.
• Please let Donna know about any youth-related media that arrives in the black file folder through Delivery.
• If you are scheduled to do pickup, this not only means picking up books, but it also means straightening up the juvenile area and any other place that requires it. Pick up the toys, push in chairs, etc. If you come across in-house material during PICKUP, please collect it and scan it or ask a coworker to scan the item at the desk.