Minutes - OSL Circulation Heads Meeting, February 21, 2008
The meeting at Lincoln Public Library was called to order at 9:40 am.

Present were: Joanne Sepe (AUB), Robert Oliveira (BAR), Mary Skaba (BUR), Claudette Gaffney (CFA), Ulla Virks (CHA), Annette Nestor (COV), George Curtis (CRA), Doris Hemond (CUM), Tom Judd (EGR), Paula Dubord (EPL), Kathy Schnebly (HAL). Linda Stachelhaus (HAR), Corinne Pelletier (HPE), Rowena Burke (JAM), Madeline Leone (JOH), Rae Robertson (LIN), Ann Marie Chase (MID), Gina Marciano & Virginia Silvestri (NPR), Joan Gillespie (OSL), Kacey Richards (PAW), Carolyn Magnus (POR), Bev Klyberg (PRO), Donna Fogarty (SKI), Cathy Fagan (SKK), Prue Fallon (TIV), Kathy Berrigan (WAR), Susan Rotella (WGR), John Edwards (WIL), Claire Zagaglia (WNS), Cyndi Desrochers (WWA), Chaichin Chen & Kelley Lima (DSL).

Minutes of the November meeting were changed to clarify that the new OSL phone number is for phone renewals.   Kathy made a motion to accept and Gina seconded it.

Delivery Supplies:  All agree that the extra delivery bins have helped, however, the lack of packaging supplies continues to be a problem for most libraries. We have seen damage to materials due to improper packaging.  Kelley Lima told the group that, due to budget cuts, OLIS is not able to provide any padded envelopes, bubble wrap or delivery slips and suggested that we continue to make requests via the OSL message board in hopes that someone will have a surplus to share.  Kacey mentioned that not every library is in the position to purchase these supplies and asked Joan Gillespie if OSL has any suggestions.  Mention was made to solicit Friends of the Library to donate supplies but not all libraries have Friends groups.  No solution was found.

An excess of items moving throughout the state has made it impossible for the delivery drivers to fit all the bins and boxes in their vans.  Some locations reported that bins are left behind to be picked up the next day.  Chaichin asked us to call OLIS when this happens and she will have the driver make a return trip to pick up the rest of the bins.
Reminder was made to use the correct 3 letter delivery code on slips and to print legibly.  It was also mentioned that many bags are not sealed properly causing possible water damage during inclement weather and even possible loss of items.  Please alert staff.

New Delivery Slips:  Libraries must continue to print their own delivery slips.  Kacey has a sample of the proposed new slip that must be approved by OLIS before it can be implemented. Joan suggested we form a committee to meet with OLIS.  The following volunteered to help: Kacey Richards, Mary Skaba, Cathy Fagan and Doris Hemond.

Food For Fines:  Bob Oliveira asked for ideas to implement a statewide program for next year.  Rowena Burke said we should ask the Feinstein Foundation to match any funds collected.  Bob suggested we get approval from our directors and boards to allow acceptance of food items in payment for existing fines during National Library Week 2009.  Start to think about the details such as- would food go to local organizations with anything extra going to the Food Bank?  What about publicity and flyers, etc.  Bring your ideas to the May meeting.

Election of new Co-Chairperson:  At the next Circ Heads meeting, we will elect a Co-Chairperson to serve on the committee- 2 years as co-chair and 2 years as Chairperson.

OSL Policies:  Group read over the OSL policies to begin the process of making necessary changes.  Kacey will restate as per our suggestions and bring copies to the next meeting for review.  Of course, any changes must go before the Steering Committee for consideration.

There was discussion about how we might persuade patrons to pay off long standing fines under $5.00.  It was decided that because of individual library policies, each library would have to figure out a solution that works for them.

Processing Fees:  Tabled until the May meeting.

Bills Notices:  Notices seem to be working well.  Paperbacks are now included.
 
Policy Reminders:  Some staff members are abusing the renewal policies by overriding to renew items that belong to other libraries, changing due dates and renewing books that are on hold for someone else.  Some are taking home materials that are "in transit".  Others have items on their record that are a month or more overdue.  Circulation Heads want to address this and it was suggested that we make a list of the problems encountered to review at our next meeting.  Please also email your list to Kacey at krichards@pawtucketlibrary.org.

Guardian Fields: It was determined that having the guardian field print on the notices would be helpful.
  
Good News:  Jesse Smith Library will hold a dinner party and silent auction on March 1 at the Crystal Lake Golf Club.  Pamela Watts is the guest of honor.
                Claire Zagaglia of WNS is retiring this year.  We wish her all the best!
        
New Business: Mary Skaba wanted to address the problem of items remaining "in transit" that never show up at their destination.  We were reminded to check the Circ Website http://circulation.riclan.org to get a list of outstanding "in transit" items compiled by Lisa Davis to assist us in cleaning them up.
                Some libraries have a problem with kids giving a friend the other part of the 2 part barcode library cards.  Tell patrons they are responsible for both parts of card.
                Problem continues with holds defaulting to item records because some catalogers are using the volume field in a record for other info such as Copy 2.  If just one record in the list has something in that field, patrons are forced to request a specific item.

The next Circulation Heads Meeting is at Newport Library on May 15, 2008 at 9:30am.

Respectfully submitted,
Ann Marie Chase, Secretary