Staff Meeting Notes 7/10/17

SOUTHWEST EXPRESS / WALTER GROUP STAFF MEETING

FRIDAY, July 10,  2017, 9:15-10:45 AM, MEETING ROOM

Present: Karen, Christy, Alexandra, Derrick, Holly, Irene, Ivy, Linda, Martha, Patricia, Sonia, Kiki, Xavier. Absent: Araceli, Rhonda, Teresa

 Staff Meeting Agenda

1. Updates

1. Welcome new Summer Intern Farah (Karen)
2. Alexandra’s last day--Aug 11/ job posting (Karen)
3. New Staff meeting schedule (see below)
4. SRP Programs at SWX and WAL (Ivy & Irene)
5. Summer Food Service Program (Linda)
6. Volunteers (Christy)
7. Using Beanstack to award SRP prizes (Karen)
8. Updates from June Managers Meetings (Christy & Karen)
1. Other Updates
1. New Stats Categories
2. AC/ Building temp last weekend
3. Delivery/ Deposit Bag & FLIP Kits
4. Shifting/ No Bookends
5. Holds/ Hotspots
6. Safety/ Emergency Exits
7. June Outreach results

3. Issues to Discuss

Important Dates this Month

• Monday, July 10: Outreach SW WIC Clinic (Irene)
• Tuesday, July 11: SW Assistant Managers Meeting (Christy)
• Friday, July 14: Outreach at Fonteno Senior Center (Derrick); last day of pay period
• Wednesday, July 19: SWMSC Providers Meeting (Christy); Outreach: Kids Learning Center (Irene)
• Friday, July 21: Youth Services Meeting (Irene); pay day
• Monday, July 24: Outreach: SW WIC Clinic (Irene)
• Thursday, July 27: Outreach at Sharpstown Civic Association (Linda)
• Friday, July 28: CE Managers Meeting at CEN (Christy, Karen); last day of pay period
• Friday, August 4: Outreach: Lansdale Community Center (Ivy); pay day

FY18 Southwest Express/ Walter Group Staff Meeting (2nd Monday of the month)

2017: August 14, September 11, October 9, November 13 (Thanksgiving potluck), December 11 (Christmas party)

2018: January 8, February 12, March 12, April 9, May 14, June 11

When Delivery Arrives

From Patrick, 7/5:
Please let staff know about the reminders from FIDS below. Look them over carefully as there may be a few procedures that we are not all doing currently.

From: Covington, Laurie - HPL

Sent: Wednesday, July 5, 2017 2:53 PM

Subject: FIDS reminders

Hello,

I met with Belinda this morning and she asked that we remind staff of a few things.  

1.       When the driver arrives, and rings the doorbell, it would be good if the person who answers the door can also get the money bag ready for the driver.  If they don’t have access to the safe, they should try to find someone.  The drivers are reporting that they get let into the building but then staff disappear and they have to chase someone down to get the money bag.  No specific locations were mentioned but several drivers passed the information on to Belinda.

2.       Not all locations are using the delivery log as part of the procedures for checking out the money bags. This is the log that can be found on the Intranet in the forms section under Business.   https://hplnet.houstonlibrary.org/forms/delivery-log.xls.  Most locations keep a clipboard with the carbon receipt book and fill it out for the drivers.  According to Belinda, a copy of the log should be kept in the branch and a copy sent to FIDS at the end of each month.

3.       Laptops:  When laptops are being sent to IT for repair, Belinda asks that staff hand the padded envelope/laptop to the driver rather than just putting it in a bin.  Staff should use the Laptop Delivery Slip (https://hplnet.houstonlibrary.org/depts/it/laptop-delivery-slip.doc) to route computer.  The form and guidelines can be found on the Digital Strategies Department page on the Intranet.https://hplnet.houstonlibrary.org/depts-ds.html

4.       Hotspots:  When Hotspots need to be sent to IT, they should also be handed to the drivers rather than just put in a bin.  If we need to get additional padded envelopes for transportation, let Belinda know and we can try that.