The meeting at Cranston Public Library was called to order at 10:05 a.m. Minutes from the December 3, 2009 meeting were accepted by Barbara (CRA) and Gina (NPR).

Present were: (AUB) JoAnne Sepe, (BAR) Robert Oliveira, (BRI) Kathy McGovern, (BUR) Mary Skaba, (CHA) Ulla Virks, (COV) Annette Nester, (CRA) George Curti, Barbara Angelone, Beth Johnson, (CUM) Doris Hemond, (DSL) Alicia Waters, (EGR) Gail MacAdams, C Jolicoeur,  (ESM) Bethany Mott, (FPT) Sandy Oliviera, (GLO) Kathy Lawrence, (GVL) Rebecca Tremblay, (HAR) Kathy Schnebly, Linda Stachelhaus,  (JOH) Madeline Leone, (LIN) Rae Robertson, (MID) Ann Marie Chase, (MTP) Duongrattha Siv, (NAR) Nancy Salalino, Patti Aukwright, (NKI) Mary McKay, (NPR) Gina Marciano, Virginia Silvestri, (NPT) Shirley Tyler, Diane Leathem, (OSL) Joan Gillespie, Lisa Davis, (PAW) Kacey Richards, (POR) Carolyn Magnus, (PRO) Donna Snead, (SCI) Barbara Dunn, (SKI) Donna Fogerty, (SKK) Cathy Fagan, (WAR) Nicole Dufresne, (WCO) Ann M Ricci, (WGR) Anna-Therese Kelly, (WPK) Sara Huber, and (WWA) Cyndi Desrochers

Five new members were welcomed.

Registration of New Patrons- To obtain a new library card, policy states that a RI Driver's License is best but check for current home address.  Without the license, patrons must provide 2 forms of ID- a picture ID and proof of address.  When creating new records, it is helpful to enter the patron's middle name and d.o.b. if available.  For accuracy, please remind desk staff to search out a patron by name without any middle initial before issuing a new card.  OSL has found many duplicate records in the database.

Using Child's Card- Policy states that library cards are not transferable.  Cardholders with fines over the limit should be discouraged from using their child's card for materials.  Some libraries allow patrons a payment plan (their location only) to encourage clearing up old fines.  It was mentioned that any lost material should be paid off in full.  Any notes placed on patron records should contain the library's 3 letter code, the date and staff initials.

Teacher Cards vs. Personal Card- A Teacher Card cannot be used if the teacher's personal card is over the fine limit.  Teachers can only use the Teacher Card for classroom materials.  They are not allowed to interlibrary loan on the Teacher Card. Libraries do not have to honor Teacher Cards issued elsewhere and can refuse to fill their holds.  Lisa (OSL) said she will place a "Local Use Only" block on them.  Alert staff members to watch the screens!

For statistics, OSL will globally update records matching the patron barcode and agency.

Remember to clear the holdshelf daily.  If you get a "failed to clear items," rerun in 5 minutes.

Use the Damaged Material Card with common sense. The goals are to re-route damaged items back to the owning library for repair and to protect patrons from blame for pre-existing problems. Use the note field in the hold, with the date and library code, to report damage or missing parts.

Broken Cases- Return broken cases to the owning library to fix.  Don't send out items with missing barcodes or missing parts to fill holds.

Staff is encouraged to continue updating records for patron email notification, if agreeable.

Courtesy e-mail overdue notification is working.   Members thought it should have been announced on the website or explained at the libraries so patrons would understand what the emails mean.  Lisa would like to have notices go out one day before items are due.

Out of State Membership Fee- Remind desk staff about the increase to $115.00.  Many of us thought no one would pay that amount.  The boards of individual libraries may offer local use only cards for a fee of their choosing.  In this case, the "Local Use Only" box would be used to modify the patron's record.  Lisa said there is a template under "Admin" that can be pulled over to use for registrations.

Update for OSL LOST AND PAID form- All locations should be using the same standard form to provide the required information to the owning library.  When clearing a lost item, you can also "view the fine" and print that info to send along with the payment.  Send payments to the library displayed with the 3 letter code (could be a branch, not the main library).  Do not change other libraries' "billed" items to "lost".  Do not waive "Manual Fines" placed on records with notes attached.  Please date and initial all notes.

Email Renee or Lisa regarding problems you may see with Millennium.  The Beta upgrade has brought up some issues that need to be worked out.  Try to provide helpful info to OSL by not checking the problem item in or writing down the wording of a prompt you may get, etc.

Library policies for children and movies- Most libraries leave censoring up to the parents.  Some libraries place a note on the child's record.

The location of the May Circulation Heads Meeting has been changed from NSH to Newport Public Library.  Many felt we need time to work out the details in order to meet on Block Island.  Bob said he would check with Kristin about scheduling the September meeting there instead.

Elections will be held at the May meeting.  We will need a new co-Chairperson and Secretary.

News: PAW is on furlough.  Please check the website for changes in hours of operation. Weaver Library is scheduled to reopen on March 15th.The Children's Dept. at LIN is holding a teddy bear auction in April.  MID has a great new website up.

Motion to adjourn the meeting was accepted at 12:20   
Next meeting -10:00 a.m. - May 20, 2010 at Newport Public Library.
Respectfully submitted,
Ann Marie Chase, Secretary-OSL Circulation Heads Committee