SRP: Circus Tickets

From Sara Pope: 

Hi everyone,

First, I want to congratulate everyone on the number of kids we have signed up for SRP! We are approaching 23,000 kids signed up! Last year we had 16,000, and the year before that 13,000. This year the goal was 18,000, and we have far surpassed that! Everyone’s passion, hard work, and outreaches have really paid off this year!

Now, the circus is over. Please send all unawarded circus tickets back to Central Programming, ATTN: Russell Wagner.

THANK YOU for all your hard work on SRP!

Temporary Loss of Phone Service

From Yolanda:

Hello,

This Wednesday, the 30^th we will experience a temporary phone outage due to the phone system upgrade that is happening throughout City Departments.  The phone service should only be out one minute per device.  If your service doesn’t resume after a few minutes, please report it to the special command center that will be set up for this transition: 832-393-0250. 

MR

HPL Policies and Guidelines Related to Media

From Sandra Fernandez:

The Heat Index in Houston has risen high enough that cooling centers may activated. One of the effects of high-heat days is the presence of media in our libraries. As a rule, we expect that all major media outlets will make their way to our libraries to “get the story” of people trying to stay cool. They seldom contact us in advance. They usually want to obtain video of people in the library and see if there are any customers willing to give them an interview.

In preparation, here’s a reminder on library guidelines and what to do when they show up.

Houston Public Library Policies and Guidelines related to Media

HPL policy states that the Public Relations Office (PRO) "must be the exclusive channel for communicating with any citywide print media and all electronic media (who should request access and cooperation in advance, except when covering breaking news)." What this means is that Media Relations inquiries are handled through the PRO.

If a member of the media contacts you for a story about the Library or in which the Library will be featured, please refer the media representative to the Public Relations Office and/or check with us - even if he/she claims that PRO has already been contacted and OK’d. We do our best to give you a warning if we think that media is heading your way. This is especially important if a reporter/photographer/camera crew shows up in person. This includes the city’s cable channel, HTV.

It is important to note that for cooling centers stories, historically, media do not contact us in advance and we are rarely in the position to be at the location to coordinate the media event. In those instances, the manager in charge or library staff will have to be our “boots on the ground.”

When the media shows up

Here are some basic Dos and Don'ts on what to do when the media shows up at your location:

• Do go up to the reporter/cameraman and introduce yourself. Example, “Hi, I'm Sandra. What can we help you with today?” At this point, most reporters will tell you who they are and what they're doing at the library. At Central Library this normally happens from security or the welcome desk when the camera is attempting to enter the building.
• Do ask who they are and what they're doing, if they haven't volunteered it already. “I notice you have a camera with you, is there something specific you're here for today?”
• Do ask if they've already checked in with the Public Relations Office.
• Regardless of whether they answer yes or no, confirm with us. Example, “It's great that you've already spoken with the Public Relations Office. I still need to call them to confirm.” Then call us to confirm, before they are allowed to get started.
• Ask them to accompany you to a phone so you can put them on with one of us to discuss what the story is and guidelines about cameras in the library.
• Do be aware of the basic guidelines we cover with them. Our main consideration is the safety and comfort of our customers. We normally permit reporters to do stories within our buildings if the story is about the library, doesn't disrupt our ability to provide adequate services to our customers, preserves our customers’ privacy, and media agree to follow these guidelines.
• Library will staff will make an announcement on who they are and what they're doing, to let customers know what's going on. Example, “Hello everyone. My name is Sandra, and I work with the Library. With us today are members of the news staff at XX station and they want to take video of people using the library. If you’d rather not be in the video, let them know and they’ll work around you.”
• Do not take photos/footage of children without parental consent. We tell this to the media and stop them if we think they are circumventing this rule; i.e., if they are recording a group of children who are clearly unaccompanied by an adult who can give consent. And, as a reminder, parental consent literally means the consent of a parent or guardian.
• If any customer asks to be excluded from photos/footage, please honor the request.
• If any customer declines a request for an interview, please move on to another customer.
• Interviews are coordinate by PRO staff. Although Library staff may be asked to give a brief comment on the air, if needed, we may not be able to comply with the request. This will be coordinated by PRO.

PRO staff makes every effort to facilitate all requests for media coverage, including photos/video. However, the safety and comfort of library customers are our primary consideration.

Reference

Members of the media are welcome to use our programs and services just like any other customer – PRO does not need to OK that. Though, as stated in the policy, PRO is the exclusive channel for communicating with media, please answer any questions that are "reference" – members of the media have access to the same information and services you would give out to any other customer. If you're unclear on whether you need to contact PRO or refer something to us, feel free to contact us and ask.

Contacts

If you need to contact someone from the Public Relations Office, start with office numbers and proceed to cell phone numbers.

If this is a time-sensitive issue (something happened at your branch in off-hours which may result in media coverage, a member of the media showed up and wants to interview your staff, you have a nice program on the weekend and a photojournalist walked in and wants to take photos of the people in attendance, etc.) keep trying until you speak to someone, and please leave messages.

If you are unable to contact PRO staff (there are only two of us for the entire library system) check with your supervisor and:

• use good judgment,
• follow policy, and
• make decisions based upon the best interests of the library and our customers.

Public Relations Office contacts are:

Sandra Fernandez

832-393-1381

Blanca Quezada

832-393-1382

(Mobile numbers for both staff contacts are included in the original email, so refer to the information in that email for any emergencies and immediate requests.)

MR

Michele Gorman Meeting Questions

Question that will be asked in the meeting on Monday.

She will also ask for your input on these four questions so please take some time to think about them prior to your meeting: 

1.)           What are a few of the things that you're proudest of in this location or in the library system? 

2.)           What are some of the challenges or barriers that frustrate you or hold HPL back?

3.)           If you were in my shoes and could do one thing to make HPL a better system, what would you do? 

4.)           Where would you like HPL to be 2-4 years from now?   

PF

Updated Shelf Reading Log

Hello,

The shelf reading log (and subsequently, the response sheet) has been updated and requires a bit more information than the old form. In addition, the form has been structured to allow for a more uniform method in recording this task, which will hopefully benefit your fellow coworkers in selecting a section to shelf read when they are scheduled to do so.

Unlike the old form, the starting and ending call numbers must be entered at the same time. This means that staff should not put any information into the form until after they have shelf read a section. So, you would look at the response sheet to see where to start, then document on a piece of paper what call number you began reading and the call number at which you ended. Only after you have finished shelf reading a section do you submit a log for the task.

Finally, please record the complete call numbers on this form. This will better delineate where you stopped and where the next person should begin.

Thank you,

MR

HOPE Leave Pool

Hello,

This is just a reminder that the deadline for opting out of the HOPE Leave Pool is fast approaching. Please read below for more information and instructions.

HOPE Leave Pool (HLP)
Opt Out Notice

Article 9 of the 2011 Meet and Confer Agreement between the City of Houston and HOPE creates a HOPE Leave Pool (HLP), which is funded by a mandatory, automatic deduction of one hour of vacation time each contract year from all permanent, full time Bargaining Unit Members who have been employed with the City more than one year, unless the member declines to participate (opt out).

The Bargaining Unit Member also has the option to donate additional accrued vacation hours by filling out a vacation leave donation request form.

The HLP is administered by the City and is available for designated HOPE representatives to use to participate in HOPE City-related activities such as:

·         representation of employees in the employee concern resolution program (ECRP) and grievances;

·         attendance at HOPE sponsored trainings;

·         HOPE contract negotiation sessions;

·         new employee orientation sessions;

·         HOPE business associated with the administration and protection of the Meet and Confer Agreements; or

·         limited special assignments.

Options for Employees in the Bargaining Unit

·         If you have opted out since the 2011 Meet and Confer Agreement went into effect and have not subsequently donated vacation leave to the HOPE Leave Pool, your opt out is effective through June 30, 2015.

·         If you have not opted out since the 2011 Meet and Confer Agreement went into effect (by choice or because you were exempt from the HLP deduction for the first twelve months of employment with the City), you may:

o    Donate an hour of your vacation time to the HLP by taking no action.  The one hour will automatically be deducted.

o    Decline participation or opt out of donating an hour of your vacation time to the HLP by completing the opt out option on the form online through ESS by July 31, 2014.  Please print a copy of the form for your records.

o    Donate additional vacation time by completing the vacation leave donation option on the form online through ESS.  Please print a copy of the form for your records.

• If you opted out and want to have an hour deducted this year, or if you want to donate additional hours, you will need to complete the vacation leave donation option on the form online through ESS.

Note:  The first deduction for new hires will occur during the first full pay period after September 1st immediately following the first anniversary after the completion of one calendar year of employment with the City, unless the employee opts out by submitting the opt out form.

If you have additional questions about the HLP, refer to Frequently Asked Questions or contact your Human Resources or HOPE representative.

Phone Outage

From Roosevelt:

The City’s IT department will be conducting a citywide phone upgrade on Monday, July 22, 2014 starting at 5:00 PM. This upgrade will impact customers calling us and you making outside calls. Customers will not be able to reach us during the upgrade and you will have to use the below procedures to make an outside call. We do not anticipate any problems (outside the ones listed) with this upgrade, but additional problems may occur. I am asking you to make sure you have your personal cell phone available in case of an emergency. Any phone charges incurred will be reimbursed to you.

If you have any questions or concerns, please don’t hesitate to give me a call or our Helpdesk at 832-393-1570.

PF

New Chipotle Coupon Instructions

From Jennifer:

Although our SRP registration numbers and reading levels are at an all-time high for the Summer Reading Program, the new program incentive piece is not being redeemed at the level we had hoped.

Chipotle wants to ensure that the meal coupons are getting into the hands of customers and they have requested that we start distributing them at programs. I do understand that there will be some concern with running out when it comes time for people to redeem them for their 5 program completion, but we do have 10,000 of them, so I request that you all go ahead and just start using the Chipotle coupons as program giveaways.

I do have plenty more in stock here, so if you need more, please let me know.

If you are out of Scholastic books and want to give away Chipotle coupons as an alternative, please do. Feel free to be liberal in the distribution of these. Chipotle is tracking redemption and the numbers are far below where they should be, and they just want them given out! Thanks!!!

PF

Valuline Database

From Marianne Lorio:

Valueline is having issues with remote access. We have been given an username and password for patrons’ use. Please see below. I have also put the information on the Research webpage. It might be a couple of hours before the Valueline description updates.

Here is the temporary username and password to use.

Link: https://research.valueline.com/secure/dashboard

Username: vllibrary

Password: access

Please use this logon until we can resolve the connection issue.

PF

Phone Black-out

From Roosevelt:

The City’s IT department will be conducting a citywide phone upgrade on Monday, July 22, 2014 starting at 5:00 PM. This upgrade will impact customers calling us and you making outside calls. Customers will not be able to reach us during the upgrade and you will have to use the below procedures to make an outside call. We do not anticipate any problems (outside the ones listed) with this upgrade, but additional problems may occur. I am asking you to make sure you have your personal cell phone available in case of an emergency. Any phone charges incurred will be reimbursed to you.

If you have any questions or concerns, please don’t hesitate to give me a call or our Helpdesk at 832-393-1570. 

PF

PACE Program Tablet Covers

Hello Team,

Karla dropped off some tablet covers for participants of the PACE program. They are in the Supply Closet and there is a list of names next to them. If a customer comes to pick theirs up make sure to place a check mark by their name. You also place a check mark if they are dropping off the old case that did not fit the tablets.

Thanks,
PF

Disc Repair Guidelines

Hello,

Below are the disc repair guidelines sent to all staff by Christopher Patrick in Inventory Control. Kashmere and Lakewood are both scheduled for August 4-8. Please follow these guidelines when preparing items to be sent in for repair. (I've also added a link to this document on the blog):

Disc Repair Guidelines

• Ensure item is still not on patron’s account. 
• Keep in mind this does not apply to Damaged/Billed items returned.)
• Charge item to the “Repair” Record before setting it aside to be sent for repairs
• Notate item with reported problem (Which disc needs repair, unit, and initial)
• Keep items that are to be sent in a separate area and clearly labeled
• Only send items that need the disc(s) to be repaired
• Replacement cases can be sent out to your location
• Choose wisely
• When to send:
• If a customer comments
• If the item has visible scratches (plural)
• When NOT to send:
• If the item is cracked
• If the Scratch goes all the way through
• If the item has one faint scratch and still functions
• No more than 100 discs can be shipped per cycle
• Please do not send items just to fill 100 discs quota.  If only 40 discs are in need of repair; then you only need to send 40 discs.
• Please send entire items (not just Disc 4 of 9)
• DVDs and Music CDs missing discs should be discarded
• Please send Audio books missing discs to:

CEN – Collection Development

Attn: Marianne Lorio

Incomplete Audio books

Please Send items according to the Disc Repair Schedule

• Items should be boxed and clearly labeled to:

Inventory Control
Attn: Christopher Patrick
Disc Repairs for (Branch Name)

• When you receive your repaired discs please discharge the items in order to remove them from the Repair Record.

 ** PLEASE ENSURE ALL ITEMS BEING SENT (TO COMS OR PROCESSING) ARE ON “REPAIR SHELF” STATUS ** 

MR

Daily Statistics Sheets

Hello Team,

Melissa and I have updated the Daily Statistics Sheet for each location. Kashmere and Lakewood have their own versions and are available on the blog. If there are any question please ask.

Thank you,
PF

Door Count July 20th-26th

From Steve Hill:

Sunday, July 20^th begins our summer door count week, which will run through Saturday, July 26.  

Door count is a process where we count two things: 1. Visitors on an hourly         basis and 2, All In-house reference and circulating materials use on a daily basis.

Door Count results show us when our libraries are used the most and this information is used to help in decision making about services, staffing, and capital improvements. Thus, accurate door count information is vital!

As usual, templates for each location are available in the Statistics folder on the G drive, under Door Count. 

PF

Meeting Room Forms & Daily Stats

Hello Team,

As I am trying to put all the statistics into the G-Drive I found a couple of things that everyone needs to keep in mind.

1. Remember to sign and date the meeting room request form at the bottom after you have entered all of the information on the meeting room calendar in Google. Also when you put their information into the meeting room calendar on Google remember to put your initial and if paperwork is still needed or not.

2. Remember to keep putting all of your program statistics on the daily stats form at the front desk. There were a lot of programs that are missing along with attendance.

Thanks for working together to steer this library in the right direction.

Pedro Fonseca