The meeting at Jesse Smith Public Library was called to order at 10:00 am.

Present were: Joanne Sepe (AUB), Robert Oliveira (BAR), Kathy McGovern (BRI), Mary Skaba (BUR), Claudette Gaffney (CFA), Ulla Virks (CHA), Annette Nestor (COV), Barbara Angelone (CRA), Doris Hemond (CUM), Gail MacAdams (EGR), Amy Neilson (EXE), Gail Wolstenholme (GLO), Rebecca Trembly (GVL), Kathy Schnebly (HAL), Linda Stachelhaus (HAR), Anne Perkins (HPE), Deborah Homer (JAM), Madeline Leone (JOH), Rae Robertson (LIN), Ann Marie Chase (MID), Nancy Satalino (NAR), Gina Marciano & Virginia Silvestri (NPR), Kristin, Baumann (NSH), Joan Gillespie & Lisa Davis (OSL), Kacey Richards & Christine Jeffers (PAW), Bev Klyberg (PRO), Carol McElroy (SCI), Donna Fogarty (SKI), Cathy Fagan (SKK), Kathy Berrigan (WAR), Susan Rotella (WGR), Pat Redfern & Janet O'Brien (WRR).

Minutes of the February meeting were amended to show the change in location for the May meeting to Jesse Smith Public Library in Burrillville.   Kathy made a motion to accept and Gina seconded it.

New Delivery Slips:  Renee and Deborah have worked out a printable delivery slip, approved by OLIS, for use with a receipt printer.  Those libraries with receipt printers should contact Renee for assistance with set up.  A template of the new slip will be available to download from the Circ Web site (see address below) for libraries not using receipt printers.  In addition, Kacey will send out copies for each location so that we can begin to use the new form as soon as all surplus forms are gone.  Slips must be on white paper and Howard at OLIS asked that we use the longer version.   Only the 3 letter code at the top is needed for delivery.  Those libraries that add other info on the slips may only use the bottom half for customization.   A reminder was made to write library codes legibly with black magic markers.

Food For Fines:  Next year, National Library Week runs from April 12-18.  We have time to work on ideas for a joint library project to collect food for local charities and the Food Bank.  Bob Oliveira (BAR) has plans for a summer program at BAR and will let us know how successful it is.  It was suggested that we waive only current fines and accept only food products for fines.  Discussion can be continued at our next meeting.

Election of new Co-Chairperson:  Kacey asked for a volunteer Co-Chairperson to serve on the committee-2 years as co-chair.  Kathy Fagan from SKK agreed to take the position.  Thank you, Kathy!!

OSL Policies:  Kacey distributed handouts of the changes to the OSL policies.  We reviewed them for additions or omissions.  The amended document will be submitted for approval at the next Steering Committee meeting.

Processing Fees:  More than half of the OS Libraries charged a processing fee for a lost item at the time we migrated to III.  In an attempt to compromise, since it had to be all or nothing, a $2.00 fee was set for all OSL members.  It was proposed that those libraries who want to charge a processing fee, add it into the cost of the item.  This would solve the problem of keeping track of what libraries charge for replacement of lost items.  At the next meeting, we will have a list of libraries that currently charge a fee and will discuss this further.  Any requests for changes would have to be approved by the Steering Com.

Policy Reminders:
" Be aware- at Check in, if the item comes up for a hold and you decide not to fulfill the hold and pass the book on to someone else, the hold for the original patron becomes an item specific hold.
" Any notes placed in a patron's record should be initialed and have the library code along with the date -  AMC/MID 05/27/08.  Staff addressing the issue with the patron, should remember to clear the note from the patron's record when all is resolved.

Guardian Fields:  Please clear up the Guardian Fields on patron records.  Only the name of the guardian should be in the field input first name last name.  Lisa Davis offered to create a list for libraries to use.
  
Good News:  Jesse Smith Library - we all enjoyed touring the beautiful new library.  
Bob Oliveira expressed thanks and appreciation to Kacey Richards for the great job she has done as Chairperson of the Circulation Heads for the past 2 years.  Bob assumes the role of Chairperson with Cathy Fagan Co-chair at our next meeting in September.
        
New Business:
" Items Damaged:  Examples were shown of items returned to owning libraries with damage but no note attached.  Please remind staff about noting damages for the owning library.  Use Post-Its over the barcode so someone will be sure to catch it.  Before sending out stained materials, make a notation so the current patron isn't blamed for existing damage.   Check DVD's for cracks, take count of multiple parts of a set before checkin so that the borrower can be called if any parts are missing.  Items that are not complete, should not be checked in.
" On the Fly records:  Once an item has circulated "on the fly", the short record remains in the database even after the item is checked back in.  There are many "dead" items that display as available when you search in the on the fly records.  If the status is available, the item has already been returned and there is no need to keep the record.  Any "on the Fly" record at checkin should prompt you to "send it to cataloging."  Any library with old records needs to delete them from the on the fly 1, 2 and 3 bib records.  Your tech service staff can help.
" Playaways:  Playaways are being circulated by several libraries.  Some of the questions regarding how they circulate need to be addressed for those of us who will handle checking them out and in.  Owning libraries need to clearly mark the contents and any special instructions so other libraries' staff will know how to circulate them.
" Delivery Express: Lisa Davis from OSL presented an idea to try to keep down costs and speed up delivery.  She proposed collecting a nearby library's items in a bin or box and asking the delivery driver to take it directly to the owning library (ideally the next stop on his route), bypassing the sorting location.  Some of us are already doing this because of the volume of returns received that belong to nearby libraries.  We are not sure this would work for everyone.  Lisa will research this further and report back.
" Reset of Item Records:  Peter will reset the YTD circulation numbers around July 1st for all libraries.  The count has been cumulative to this point.  

" Alias: Lisa Davis told us about something OSL is thinking about to allow patrons in the OPAC to choose an "alias" for their library record.  This unique user name could be used instead of a barcode at the OPAC or for self check out.   Response was mixed as there seemed to be pros and cons to the idea.
" Library E-mail notices:  The subject line on E-mail notices to patrons now reads "Circulation Notice-Replies not read-Please call your library".  A suggested change is "Library Notice - no e-mail reply needed".
" Bubble-wrap purchase:  A suggestion was made that a number of libraries might make a group purchase of a large roll of bubble-wrap to share.  It would be cheaper and we could use it for some items in place of padded envelopes.  Mary Skaba will circulate a memo to see if anyone is interested.
"
Meeting was adjourned at 12:10 p.m.

Upcoming Circulation Heads Meeting dates and locations are as follows:
        September 18, 2008 Newport
        November 20, 2008 North Providence
        February 19, 2009 Bristol
        May 21, 2009 Jamestown
All meetings are scheduled to begin at 9:30 a.m.

Website Reminders
OSL Website (www.oslri.net)
Circulation Website (http://circulation.riclan.org)
Website changes or additions (cjeffers@pawtucketlibrary.org)
Renewal Numbers
(401)-736-0965 and 1-(800)-359-3090

Respectfully submitted,
Ann Marie Chase, Secretary
Ocean State Libraries Circulation Heads