Important phone numbers

• ALB PIC Phone (urgent only): 971.235.6771, Monday through Friday 9:00–6:00
• ALB PIC list Albina LIBRARY PIC for shared space facilities issues
• EMT PIC Phone: 503.201.0522, For use after 5 pm and on weekends
• ALB Administrators:
  • Stephanie Hope-Cochran 503.988.6054 x86054 (desk)
  • Sarah Nelsen 503.988.6993 x86993 (desk)
• Director’s Office: 503.988.5403

Library Administration at Albina is located on the first floor of the Albina Library on the Russell Street side. It houses the following workgroups: Business Services, the Director’s Office, Equity and Inclusion, Human Resources, the Office of Project Management and Evaluation, and Volunteer Services.

Open hours

• Library Administration at Albina’s (ADM) workgroups’ regular access hours are from 5:50 am to 6:00 pm, Monday through Friday.
• Staff not assigned to the building may enter the ADM suite as early as 8:00 am, and stay as late as 5:00 pm. Please share in advance the fragrance free requirements (listed below).
• Visitors who are not MCL staff, including volunteers without badges, must be met in-person outside of staff areas.
• It is your responsibility to meet any in-person visitors to the administrative suite in the lobby or the parking lot and walk them back to the office.
• You should direct visitors to arrive at the staff entry, off the parking lot on the west side.
• The person arranging the meeting must provide their contact information in the meeting invite in case it is needed for communication purposes. Library location staff are not available to direct visitors.
• As always, do not let anyone that you don’t know into the ADM suite with your badge, ever. Staff are expected to help maintain the security of the building, including engaging visitors without identification and meeting visitors as they arrive.
• Please notify visitors of the fragrance free requirements in advance of any meetings held in Albina staff areas.

Loaner Badges

There are loaner badges available for staff and volunteers. They are located in the HR closet in a binder next to the lost and found bin. Please use the form in the binder to sign a badge in and out. Before using the badge, it is a good idea to test it to make sure it works. Test it on both the ADM door and on another door (like the bike room or break room)  to ensure you have access to all doors. 

Visitors

Visitors at the ADM doors: ADM staff who are approached at the door by someone without a badge requesting entrance should inquire the purpose for entering the building. Staff are expected to help maintain the security of the building, including engaging visitors without identification and meeting visitors as they arrive. 

• Visitors without badges and non-library staff need to wait outside the building or in the ALB 1st floor, if the library is open. Staff approached by visitors should inquire what their purpose is for entering the building and direct the visitor to contact the person they are supposed to be meeting, or to the Contact Center whose number is posted at the staff entrance off the parking lot.
• Staff must accompany their guests while they are in the building. Guests, whether from external organizations or other County departments, may not use meeting or huddle rooms independently.
• If your badge access is not working, contact lib-facilities@multco.us.

ADM PIC 

There is no dedicated PIC for the ADM suite. Please refer to the binder located near the mail wall for the appropriate process for common issues and related phone numbers.

Scent free / fragrance free 

All staff areas of the Albina Library and Administrative Suite are designated fragrance free. This includes all the huddle rooms, lactation and wellness rooms, and the break room.  Please help us to accommodate people who are chemically sensitive to fragrances and other scented products. 

Do not wear perfume, cologne, aftershave, scented lotion or similar products while at work. Please also consider your laundry products. Here is a Wednesday Wire Article about being mindful and supportive of those with multiple chemical sensitivity. 

This does not include scents related to cultural traditions. Please contact your manager if you have any questions.

Library Administration at Albina fast facts

Fast Facts: Library Administration at Albina  has helpful information like where to park, accessing the building, closest coffee shop, etc. It is good to review before you work at ADM for the first time.

Albina Library also has fast facts information: Fast Facts: Albina 

Where to park cars

Staff with cars may park in the surrounding neighborhoods (folks have found parking both around the building and across MLK Jr. Blvd). The ALB parking lot is reserved exclusively for patrons. You can read more about staff parking at library locations on commons.

Where to park bikes

Staff with bikes can park in the bike storage room, located near the employee courtyard entrance. Please bring your bike through the side gate to get to the bike parking. The carpet from the courtyard entrance to the bike storage room was chosen to handle wet and dirty bikes; the main staff entrance was not.

There is a shower room that is shared with Albina. Please limit your showers to no more than 15 minutes.

Lockers

• Lockers: located in the first floor staff area outside of the breakroom. There are 25 total, varying sizes with personally set combinations. 

  
• Lockers highlighted in green (far left side) are for ADM day use.
• Lockers highlighted in orange (middle) are for location day use (on-call, volunteers, InterCon)
• Lockers highlighted in blue (right side) are for ALB staff. 

Break room amenities

There are two refrigerators, a microwave and sink, shared dishes, cups, cutlery, etc, and a hot water spout available.  

Wellness rooms

Wellness Room 1 (with sink) and Wellness Room 2 are available to reserve through Google Calendar. Wellness Room 1 is also set up to be used as a lactation room. To access for lactation purposes please contact Patricia Collins. 

Drop-in desks for workgroups assigned to ADM:

If you need a workspace at ADM there are three unassigned drop-in desks (two near the entrance and one across from the HR Workroom ). Drop-in desks are available on a first come first serve basis. Please plan to use a drop-in space as your primary working location, and move to a huddle room only as needed for privacy. Assigned desks are not drop-in desks. Do not use them without the occupant’s permission.

Some workgroups have assigned drop-in desks. These include: Business Services (2), EMT (3), Marcom (1), HR (1), OPME (1), Regional Managers / Location Services (1), and Volunteer Services (1).

Mail distribution 

Mail: Your mail stop at ADM looks like this 635/ADM/<<same as before>>. For example, 635/ADM/DIROFF or 635/ADM/FINANC. You will find your mail at ADM starting Tuesday, June 24. The mail slots are on the south end of the admin suite. Please note, the door next to the mail area is for driver access and emergency exiting only.

Staff who have mailboxes at ADM are responsible for being aware of and checking their own mailboxes. Mail (both USPS and interoffice) is distributed into individual mailboxes by Maddelyn High, Patricia Collins and Shantelle Salyer when they are in the building.

Outgoing interoffice County, USPS and Library mail goes in a basket on the mailbox table, and is picked up and delivered once a day (see Delivery Schedule).

Lisa Canavan is the contact for library driver collection/drop-off questions.

Mail sorting tips

• External invoices go to Trinh Quach
• Checks go to Dalena Gagatko
• General financial or Business Services mail goes to Johnny Fang
• Mail from folks in correctional institutes gets rerouted to OPS / Community Info
• Patron mail returned due to an address issue can be routed to OPS / Community Info
• Patron mail returned due to a postage issue can be routed to OPS / Mailroom
• ILL and Acquisitions are located at OPS
• Mail for LCBP staff (Katie O’Dell, Karen Wilkinson, etc.) or related to bond construction should be addressed to 503 / 4 / LCBP / Name
  • Certified mail from contractors can be sent to Elise Hendrickson at the above address
• Anything that won’t fit in a mailbox can stay on the mailbox table in the “Packages” area; a blue “You have a package” slip (far bottom right mailbox slot) will go in the recipient’s mailbox

ADM printers

LIB-ADMWKM-COL
By the door of the AMH room
Color printing, scanning, copying
Ricoh model: IM C2510
Equipment ID number (EID/EIN): 9145R200429
Company serial number: 9145R200429
Machine serial number: C94085791
Machine IP address (for manually adding printer driver): 172.24.105.5
Toner: IM C2510

LIB-LALHR1-COL
In the storage closet. For HR use only.
Color printing, scanning, copying
Ricoh model: C4510
Equipment ID number (EID/EIN): 9175R101242
Company serial number: 9175R101242
Machine serial number: C14081996
Machine IP address (for manually adding printer driver): 172.24.108.58 
Toner: IM C6010

Adding the ADM printer: 

1. Click on the Printer Self Service icon.
    

   

   OR

   

    

2. Scroll down to "Library Staff – All Locations: All Library Sites."
3. Follow the link to "All Library Sites."
4. Add a new printer (printer name is based on library building, workgroup, and physical location) by double-clicking on the printer you want to add.

The printer in the storage room is for HR use only

Please let Patricia Collins, Maddelyn High, or Shantelle Sayler know if you see that a printer is out of toner, and they will contact Ricoh to order more.

Reserving huddle rooms and meeting rooms

Huddle 1E is reserved for the Director’s Office and EMT

Huddle 1J is reserved for Albina location staff

Other huddles may be reserved by ADM workgroups using Google Calendar

• When using huddle rooms, please keep them tidy and neutral. Each huddle room has a notepad, a box of tissues, and pens. While you can bring whatever you need to the huddle room while using it, please be sure that when you exit, the room only contains what was in it when you arrived.
• Thanks in advance for being mindful of your huddle and meeting room use. Choosing the right size huddle or meeting room for your need, and booking it for only the length of time that a collaborative or private space is required ensures that space will be available to those who need it throughout the day. 

Community Room 1A  is only reservable through Communico. If you need to reserve Community Rooms 1A, review Booking Community Rooms for Staff or Partner Use and, if appropriate, contact library-emt-support-staff@multco.us for assistance. 

Workspace equipment

Chromebooks and desktop computers are not provided in the drop-in cubicles, so you will want to bring your own laptop. Docking stations and freestanding monitors are available in each cubicle.

Basic communal office supplies are located in the cabinet on the south wall (by the door to the AMH room). Patricia Collins and Maddelyn High order basic building-based supplies for ADM (printer paper, post-it notes, etc.) If you have a specific office or supply need, please contact the person who orders supplies for your specific workgroup in Multco Marketplace.

Tech equipment (computers, monitors, docking stations) needs to be ordered through IT, and furniture through Facilities.

Community Room 1B is equipped with video conferencing technology. Please refer to the in-room manual for instructions on how to use it. 

Huddle rooms have Google Meet Kits. Manage your reservations properly using Google Calendar or in-room reservations. Please turn the TVs back on if you turn them off.

Huddle rooms are for meeting use only.

Controlled outlets

ADM has many outlets with a power-button icon on the lower receptacle. These outlets will automatically power down overnight. Power flows to the upper receptacle all hours. Choose your outlet wisely. If plugged into the bottom receptacle, you might find that the item you were charging overnight is not charged.

Recycling and shredding

For large amounts of cardboard that will not easily fit in regular mixed recycling containers, broken down cardboard can be left in the recycling and trash room near the employee courtyard.

The secure Iron Mountain shredding bin is located in the storage room and is emptied regularly. If the bin is full, or if you need to request an additional shredding bin (for when an employee is offboarding, for example), please email lib-facilities@multco.us.

Tririga requests

If the problem is in the ADM space

• Submit a Tririga request
• Send an email to both Library Administration at Albina (ADM) and lib-facilities@multco.us explaining what the issue is and informing that the Tririga request has been submitted.
• Send a follow-up email to the same groups when the problem is resolved.

If the problem is in a space shared with Albina (break room, bike room, shower room, etc.) and is not an emergency

• Email Albina LIBRARY PIC

If the problem is in a shared space with Albina and is an emergency

• Call the Albina PIC phone: 971.235.6771

Lost and found

Lost and found articles can be brought to and picked up from a bin in the storage room. If you are looking for a high-value item, contact library-emt-support-staff@multco.us for assistance. If you find a water bottle or similar item with liquid still inside, please empty it before placing it in the lost and found.

Safety

• ADM Safety Committee is part of the North / Northeast County Regional Safety Committee
• ADM Incident Log [link to come]
• First-Aid kits are stationed [information to come]
• [to be updated once we have an official procedure] The fire alarm is a strobe light and sound, including mechanical voice.  When it goes off, exit immediately and report to the parking lot area on Russell Street. The first person to exit through the door should take the evacuation clipboard and umbrella, both located in [a place yet to be determined]. At the meeting place, the PIC will take the clipboard and umbrella. There are also clipboards [to be updated].

AMH room exterior exit

The AMH exterior exit is for deliveries and for use as an emergency exit. It is not for general use.

Emergencies

A hard copy of emergency guidelines are kept in the front of the ADM reference binder kept on the table by the AMH door. Remember to dial 9-911 if calling from a desk phone, and provide the full street address to the emergency operator: 205 NE Russell Street, Portland, Oregon 97212.  

Call the EMT PIC phone at 503-221-0522 for critical security emergencies only.

Emergency kits

Various kits and emergency preparedness items are located in the [location TBD]

• List of types of kits TBD

Other safety and security items

The following can also be found in a location TBD. They might include things like the following:

• (M)SDS information binder
• Library safety inspection checklists
• ADM evacuation checklist
• Emergency radio
• “Caution” [wet floor] sign

Excluded patrons

If an excluded patron comes to ADM wanting to appeal or provide information about their case, they most likely won’t be able to access the ADM space. If they do appear at ADM, redirect them to Albina.

• If they wish to speak with a library staff member, the sign on the front door of the suite directs patrons to call the Contact Center at 503-988-5123. Contact Center staff will know how to direct the call.
• Staff at ADM are not required to open the door to patrons or non-staff who do not have an appointment to meet with a staff member.

Facilities

• Multnomah County Facilities Dispatch: fmdispatch@multco.us or 503-988-3779
• Library Facilities team: lib-facilities@multco.us
• Library Facilities Property Manager (Kate Mayberry): kate.mayberry@multco.us

Questions?

If you have questions or concerns about Library Administration at Albina, please contact Patricia Collins, Maddelyn High or Shantelle Salyer. You may also send an email to library-emt-support-staff@multco.us