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OSL Minutes: Circulation Heads, December 3, 2009
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The meeting at North Providence Union Free Library was called to order at 10:15 a.m.
Minutes from the September 24th meeting were amended. D. Fogarty is from SKI and C. Fagan and M.A. Comstock did not attend. Minutes were accepted by Kacey (PAW) and Gina (NPR).
Present were: (AUB) JoAnne Sepe,(BAR) Robert Oliveira, (BUR) Mary Skaba, (COV) Annette Nester, (CRA) George Curti, Jr., (CUM) Doris Hemond, (DSL) Alicia Waters, (EGR) Gail MacAdams, (EPL) Paula Dubord, (ESM) Bethany Mott, (GLO) Kathy Lawrence, (GVL) Rebecca Tremblay, (HAR) Linda Stachelhaus, (HPE) Anne Perkins, (JOH) Madeline Leone, (LIN) Rae Robertson, (MID) Ann Marie Chase, (NKI) Mary McKay, (NPR) Gina Marciano, (NSH) Kristin Baumann, (OSL) Joan Gillespie and Lisa Davis, (PAW) Kacey Richards, (SCI) Barbara Dunn, (SKI) D. Fogerty, (SKK) Cathy Fagan, (WAR) Nicole Dufresne, and (WNO) Tina Travis-Bajakian.
The new staff member at the meeting was Tina Travis-Bajakian from Warwick's Norwood branch.
All present agreed that the new 10:00 am start time for our meetings is good.
Bob handed out 2 new Damage Materials Procedures for those who were interested, one for materials still able to circulate and one for those materials that should not. These have been posted in the OSL mail system for those libraries not in attendance. All libraries are set up with a Damaged Material Library Card to be used by other locations when an item needs to be returned for repair or replacement. A programmed message alerts staff to give the item to the appropriate person to evaluate the status of the damage. The owning library can change the check in message to meet its own needs. If damage is too bad to send through the delivery, please call the owning library.
It was mentioned that another option would be to continue to use the add message feature by checking out the damaged item, highlight the item and click on "add message". You are able to put a note on the record and it will show up at check in. Please initial the note in case of questions.
ILL Delivery tracking- the Vendor will take care of controlling what the driver is doing. Library staff should have the driver sign and date the left hand side of the OSL form. Staff initials are optional.
OSL Policy #8- Effective January 1, 2010, an out-of-state patron will be charged $115.00 for an OSL card. If the patron agrees to use only your library, the fee could be determined by your board. They would not be allowed ILL privileges. Lisa Davis (OSL) said the office is working on ways to code the patron record. She reminded us that it is important at registration to enter the address fields correctly. Patron Agency and the barcode should match. The Home Library is where they want to pick up their holds.
Members were asked to encourage staff to refrain from using the term "Claims Returned" with patrons. Not all libraries use the feature, so it is misleading to tell a patron that the owning library of an overdue item might be able to set it to CR. Patrons should be advised to call or visit the library to resolve issues with long overdue or questionable returns. A reminder- Claims Returned can only be used by the owning library and a total of 2 CR are allowable on a card. The number displayed on a patron's record may not be accurate because it does not decrease, even if the item is returned. The notes on the patron's record will reflect an accurate account.
Teacher Cards-Are supposed to be used at the issuing library only- PRO, PAW and WES. Teachers should be using their own personal cards for ILL. Do not fill ILL requests on any Teacher's or Agency Cards. Many items checked out have been lost. Agency Cards could be set to expire in 6 months, giving the opportunity to update contact information.
It was noted that some libraries are not running their Notices on a regular basis. Lisa said it is important to run the Pulls List at least every 3 days-more often is better. When libraries are closed for 3 or more calendar days in a row, the paging list can be sent to a chosen email-see Lisa's posting of "how to" on the OSL mail site.
Lisa Davis talked about the OPAC option of "freezing" holds. It has caused a lot of problems and does not work as planned. She asked that we not encourage patrons to use it.
Lisa also said she can run more lists to help up clean up some holds that are stuck in the system. If you would like a list of holds that did not get sent to page or a list of available items that have outstanding holds, please email her.
If you get an odd due date when checking items out, it probably shows that the patron's card is due to expire within the loan period. Highlight the items and change the due date or renew the patron's card then check the items out.
There was discussion about staff abusing borrowing privileges. For any problems, call their supervisors.
Reminders about looking at the items in sets in addition to counting the items, a wrong disc might be returned. If no barcode is present on an item, it could be part of a set with missing parts such as a sleeve for a DVD set-check the item record for a message.
PAW will be closed the week of Dec 21st-28th for painting. They will still send and receive items (ILL).
We discussed problems with huge ILL deliveries. Not enough supplies, too little staff to handle it and a lot of time spent packing and unpacking. Need suggestions for ways to alleviate some of the load.
Christmas Raffle!!
A motion to adjourn was made by Kacey (PAW) and Doris (CUM) at 12:10 p.m.
Meeting Dates for 2010 - New Time is 10:00 am - February 25, 2010 at Cranston Public Library and May 27, 2010 at Block Island Library.
Respectfully submitted,
Ann Marie Chase, Secretary-OSL Circulation Heads Committee
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Ocean State Libraries
The Summit South, Suite 103
300 Centerville Road
Warwick, RI 02886-0226
401-738-2200
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