The meeting at North Providence Union Free Library was called to order at 9:33 am.

Present were: Joanne Sepe (AUB), Robert Oliveira (BAR), Kathy McGovern (BRI), Mary Skaba (BUR), Claudette Gaffney (CFA), Annette Nestor (COV), Barbara Angelone & George Curtis (CRA), Doris Hemond (CUM), Gail MacAdams (EGR), Paula Dubord (EPL), Bethany Mott (ESM), Kathy Lawrence (GLO),  Linda Stachelhaus (HAR), Anne Perkins (HPE), Madeline Leone (JOH), Deby Nunes (LAN), Rae Robertson (LIN), Ann Marie Chase (MID), Nancy Satalino (NAR), Gina Marciano & Virginia Silvestri (NPR), Shirley Tyler & Diane Leathem (NPT), Andrea Plaziak & Lisa Davis (OSL), Kacey Richards (PAW), Bev Klyberg (PRO), Donna Fogarty (SKI), Kathy Berrigan (WAR), Susan Rotella (WGR), Cyndi Desrochers (WWA).

Minutes of the September 18^th meeting were accepted after motions by CRA and PAW. 

Patron Screen Setup:  In an effort to make the patron screens uniform, our ideas were passed on to Renee at OSL.  She will design a new display to implement, after approval.  If any libraries have questions or concerns regarding this, please email Bob Oliveira.

Multiple Holds: When your library is the only location with an available copy of the requested item, you may find multiple holds for it on the Title Paging List.  Until your copy or another becomes available, the request cannot move on to another location.

Patron Request for Change in Pickup Location:  BAR’s solution to change the pickup location of an item on your reserve shelf:  (Set up a separate library card for Circulation Desk use).  Without canceling the current hold, check the item out on the Circulation Card, same patron stays at the top of the list.  In the patron’s record, change the pickup location.  Check item in to generate the new transit location for the patron.

Damage Policy Forms:  Bob passed out examples of several libraries’ forms.  We decided to let each library utilize what has worked for them.   Mention was made that we have different ideas of what is considered “damage” therefore, the owning library should make the decision whether to charge the patron or continue to circulate the item as is.  It is helpful for owning libraries to make permanent notations stating existing damage before letting items circulate.  A check in note inserted in the record alerts others of existing damage.  If the item belongs to another library, we should use a post-it note-placed over the barcode before returning it so staff at the owning library will see the damage.  Dates and staff initials are helpful, in case questions arise.

Schools’ Delivery Addresses:  Many RI Public Schools can receive items through the ILL delivery system.  If you need to return a school library item, a list of delivery codes is on the OLIS website.  Package them in the usual manner.

New Business:  

1. Bob had a request for a training manual for new Circulation Desk staff.  He asked for input from those of us with existing manuals.  A committee could be formed to work on some type of general instruction manual.
2. CRA asked for ideas for signs for the “Food for Fines” program.  BUR will provide a copy of their sign.  Don’t forget to remind patrons and staff that this applies to that library’s items only.  Also, no expired foods are accepted.
3. CRA asked if any libraries will print out a list for patrons of their holds and do they charge patrons for this?  Most will print the list – no charge.
4. PRO and PAW offer Teacher Library Cards.  Kacey has the teacher sign an agreement that states they cannot place holds with the card.  PRO teachers use ILL but each owning library has the option not to fill a request.
5. One library had a problem with one of their Agency Library Cards.  Someone from the agency went to another library without the card.  Library staff looked up the name and allowed them to check out items that were never returned.
6. There was a lengthy discussion about how we do not all always agree regarding how we access a patron’s record when he/she wants to check out items without the library card.  OSL Policy #2 - Patron Loans under Borrowers Cards states that “Each OSL patron must present his/her valid OSL card to the library before borrowing privileges will be extended.  Exceptions may be made, for good and sufficient reasons, by a person in authority at the loaning library.”  If that exception is made and we know that it frequently is, how can we ensure that the proper record is accessed?  Many supervisors cited instances where errors have occurred when staff search out a patron by name without any form of ID presented.  When patrons are asked about overdue materials they claim not to have taken out, it leads to questions regarding the efficiency of our service, staff credibility and bad PR for the library.  Circ Heads are concerned and would like to see a more consistent procedure followed by all OSL members.  There was a suggestion to amend the policy to state that the primary way to borrow materials is by presenting a library card, license or current picture ID.  Could we also have the option of charging a fee to look up a name or limit the # of items one may take without the library card? 
7. More instances of staff abuse of the system were stated.  We should remind staff they should not hold their own reserved item to the day before expiration.  Some take items home without checking them out first (this may be inadvertent) which can cause problems if the item has other holds on it.  Any incidents noted should be kindly reported to their Circulation Supervisor.

Pet Peeves:    Ziploc delivery bags closed up with staples!

                        Scotch tape used on other libraries’ materials

Good News:  Jesse Smith Library - Silent Auction November 15th- 29^th 2008.

                        Harmony Library – Silent Auction November 24^th – December 6^th 2008.

Reminders: 

• For help cleaning up records in database contact Lisa Davis-OSL before the end of the year.
• When searching patrons in the database, use only the last and first name.  If you use the middle initial, it will limit you to that name only and you might issue a duplicate card.     

Meeting adjourned at 11:30 a.m.

The next Circulation Heads Meeting is at Rogers Free Library in Bristol on February 19, 2009 at 9:30am.

Respectfully submitted,

Ann Marie Chase, Secretary

Ocean State Libraries Circulation Heads Committee