Updates from the Manager's Meeting 07/08/10

The manager's meeting at Stella Link touched on a quite a few topics that ranged from the collection of statistics and door count to OCE and staffing.  Below is a snapshot of the meeting contents.  Should anyone have a desire to discuss any of the topics please see me and I will elaborate as much as possible.

• OCE- The rest of HPL is going to move to the COIN copying system by Thanksgiving.  Though this does not pertain to us directly, we still have an OCE copier in the back that needs to be picked up.  More information on its pickup will shared as it is provided.
• Door Count.  Door count week is July 19-23.  While there are plans to change the format of door count; the one in July will remain the same as always.  We will be counting all materials that are "picked-up" in addition to keeping closer count of the 3M gates.  Materials to document the door count will be supplied via the G:// drive next week.
• Statistics- Will be simplified for entry.  We will need to keep track of holds and number of new items recieved in addition to our daily statistics.
• Money records- Money records should be kept for 5 years.  Anything prior to that may be discarded.
• Scheduling - We are now live with our desk schedule online.  Soon we will also be making a list of the duties that are performed off the desk.  Why you may ask?  To give a better picture of what happens in a library and all the work we don't give ourselves credit for.  Please begin to write down all the you accomplish throughout the day particularly including items that cannot be done by volunteers.  Thank you.
• T1 to Fiber Optic connection.  It appears that there is an intitative underway to change all the HALAN connections from T1 lines to fiber optic lines.  For some branches it will require construction and that may prolong the process of installation.  A timeline should be posted on the Intranet by IT to inform us of future happenings.  The installation will begin in the downtown area and then go to the SW area and around the city. 
• Reminder:  Patron comment forms should be sent to Ana Shearon.  They will be appropriately directed to the district team leaders and the director.  Please assure that all patron comment forms contain contact information for the patron, branch location, and the staff member who accepted the patron comment form as well any attempt to resolve the issue at hand. 
• Payroll will be moving.  They will no longer be located at Marston; the new location for Payroll Services will be 611 Walker, 3rd Floor Annex. Emails will remain the same.  There are some duty re-assignments that will be shared with HR including: Employment Separation, Deferred Services/ Retirement, Metro Bus Passes, Benefits, Name/ Address Change.  We will also be going to an automated time system in the near future.  Details on this topic were little because of the complexities that would need to be addressed when clocking in or logging in and out for breaks, lunches, meetings, etc...  (Carolyn will be the back-up timekeeper for Melcher)
• Program Registration:  There is a Program Registration manual under the IT Department link.  Though the manual is big, it has been given an index to assist with questions.  In the works are more effective training sessions in addition to quick start manuals are projects for the future.  If we are struggling with the wording for an event, we are to communicate with Sandra Fernandez.
• Security: Quick reference sheet.  There is currently one of these in the reference and circulation desk.  This quick reference guide is meant to assist us with calling the police.  Should you have any doubts about calling the police, refer to this guide or err on the side of caution and call.  We always want to make a note on an incident report of when we called and the result.
• Finishing First with Safety:  As you may have noticed on the Intranet there is a banner entitled "Finshing First with Safety".  This is an initiative that HPL is undergoing in trying to create a more safe working environment.  It consists of having library branches on several teams which set out to meet goals for prizes.  For more information on "Finishing First with Safety" please take a look at the intranet main page in the upper right hand corner.
• One last agenda item was community outreach.  While community outreach is important, there is a realization of HPL libraries being understaffed and overworked.  As such there is much more flexibility when it comes to this aspect of our duties.  Staffing the library is our greater priority and as such, community outreach will be done on a case by case basis.

That is all I have notes on.  If I think of anything else I will be sure to include it on the blog. Thank you for reading I hope this helps keep us all abreast on HPL info.