The meeting at Newport Public Library was called to order at 10:10 a.m. Minutes from the February 25, 2010 meeting were accepted by Kacey (PAW) and Mary (BUR).

Present were: (AUB) JoAnne Sepe, (BAR) Robert Oliveira, (BRI) Kathy McGovern, (BUR) Mary Skaba,              (COV) Annette Nester, (CRA) George Curti Jr, (CUM) Doris Hemond,  (EGR) Gail MacAdams, C Jolicoeur,         (GLO) Kathy Lawrence,  (HAL) Kathy Schnebly, (HAR) Linda Stachelhaus, Pat Svansson,  (JOH) Mike Barrette, (KMA) Christine Williams , (MID) Ann Marie Chase,  (MTP) Duongrattha Siv,  (NKI) Mary McKay, (NPR) Virginia Silvestri,  (NPT) Shirley Tyler, (NSH) Kristin Baumann, (OSL) Andrea Plaziak, (PAW) Kacey Richards, (POR) Carolyn Magnus, (SCI) Barbara Dunn, (SKI) Donna Fogarty, (SKK) Cathy Fagan, (TIV) Dianna Parente, (WAP) Lois Mazzone,  (WAR) Nicole Dufresne,  (WGR) Peggy Raposa, (WPK) Sara Huber, and (WRR) Pam Grove.

New members welcomed were: (KMA)Christine, (TIV)Dianne, (WES)Michael, (WGR)Peggy.

Copies of the Disaster Assistance Flyers are available on the OSL website.

Use the Damaged Material Card with common sense. It is useful when the damaged item is on hold. 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, library code and staff initials.   Helps in tracking, if questions arise.    It was mentioned that all notes in patron records will come up at once now, so initialing will be important.  Don't return items with missing parts without a note to alert staff of the problem.

Staff should still order supplies through OLIS.  Those libraries with extra supplies will continue to share to libraries in need.

Payments for lost items need to be accompanied by either a Receipt printout or the LOST ITEM FORM.  Be sure forms are legible and all lines completed.

There was a discussion of limits for holds.  Patrons are limited to 25 holds and most felt that staff should also comply with the same.

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

Circ Heads receive notices for those patrons whose emails bounce.  Patrons' emails should be verified and corrections made so they will receive their notifications. If you do not know how to log into the OSL message system and need a Circ Head password, please email Rick Payette for assistance.

Elections were held for Co-Chairperson and Secretary.  Cathy Fagan (SKK) will take over as Circ Heads Committee Chair with Doris Hemond (CUM) in the Co-Chair position.  George Curti, Jr. (CRA) volunteered to be Secretary.  We all thanked Bob Oliveira (BAR) for the great job he has done over the last four years.

Meeting dates and locations for 2010-2011 are as follows:

• September 16th at Portsmouth
  
• November 19th at North Providence
  
• February 17th at Warwick
  
• May 19th at Newport

All meetings start at 10:00am

Old Business:  When processing the pulls list, if you do not fill a request and find that your library has the only item in the system, you will need to cancel the hold and print a notice for the patron.  Be aware that placing an item specific hold will not mean that you will get the item faster.  Holds are filled in the queue by the date placed.  When placing a hold on an available item, you must choose the option to page for the title or it will never get printed on a pulls list.

An "item specific" hold prints out once only.  The request remains in place and will be filled when the item becomes available and is checked in.
Someone discovered a staff member placing holds on new DVDs, clearing the "date placed" and then jumping the queue to get the item faster.

There is a Spanish version of Patterson's novel The Swimsuit called Bikini.  Patrons are placing reserves on the title, perhaps assuming it is a new book.

New Business:  CRA would like input for improving services at the Circulation Desk.  When we meet there in Feb. we'll take a tour of the department.

There was a discussion of the San Jose Way for libraries. Anyone interested was encouraged to make a trip to East Providence Weaver Library to see their interpretation of it.

Discussion took place about Self Check stations.  Libraries set their own parameters for what will block patrons at checkout.  It was stated that staff is still needed to assist with overdues and fines.  Some libraries allow patrons to pick up their own holds at the self-check out.

Someone asked if there is any news regarding our request to streamline the ILL delivery.  A committee was supposed to be working on it but no one has heard anything further.

Pet Peeves:    Key chain library cards and too much tape used on bagged items

Good News: BUR's Friends group gave staff gift certificates to a local café.  WES will reopen one of their renovated areas on June 14th.

Motions by George and Doris to adjourn the meeting were accepted at 12 Noon.

Next meeting will be held on September 16, 2010 at Portsmouth Free Library at 10:00am.

Respectfully submitted, Ann Marie Chase, Secretary-OSL Circulation Heads Committee