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02.14.18 - P&P Meeting Minutes

BCCLS Policies and Procedures Committee Meeting Minutes

Wednesday, February 14, 2018

BCCLS Office

Attendance: Breuer, Brisbin, Czesak, Danhart, DiLeo, Doto, Dutta, Fletcher, Grgurev,  Lozauskas, McMahon, Rando, and Reiff

Absent: Brisbin, Sarr

  • Meeting was called to order by Jennifer Breuer at 10:04 am.

  • Minutes from January 31, 2018 meeting were reviewed and approved. They will be posted after eBCCLS Committee chooses a vendor for eContent.

  • Correspondence

    • Owning Library Identification

Request to send a gentle reminder to the membership to label all items with the owning library's name on the exterior of the material. (Acceptable labeling includes, but is not limited to, stickers, stamps, or barcodes which include the library name).

  • Institutional Cards

It was brought to the attention of the committee that an institutional library card was being used to checkout items at libraries other than the issuing library by a school teacher who was not a media specialist. It was reiterated that - Institutional Cards are restricted to on-site use at the issuing library. McMahon will follow up with the library director.

  • New Business

    • Review of policy revisions to be sent to EB

Changes to following policies were approved - Courtesy Cards, Restricted Cards, Missing Items,and eContent Materials.

The policy on 'Uniform Manner of Entry' was reviewed and edited. Breuer will send a

draft with corrections for the committee members to review and approve.

  • Any Other New Business

    • Reimbursement for hosting libraries

Discussion on reimbursement to libraries, from BCCLS, for hosting meetings, programs and events. Suggestions were made to provide a budget guideline depending on number of attendees.

  • Cataloging policies for World Languages

Discussion on how to move forward with cataloging world languages so that the records can be provided quickly and accurately.  Suggestions was made to add eContent to the BCCLS catalog in order to provide multiple points of access. BCCLS might form a separate task force to work on it.

  • Old Business

    • Social Media Policy

The discussion on Social Media policy continued and a preliminary draft was composed.

The name Bergen County Cooperative Library System (BCCLS) may only be used on authorized BCCLS social sites, forums and groups.

  1. Closed Group (Private)

If individuals/ committees/ groups choose to communicate through social media, access must be limited to a closed group of BCCLS members

  1. Open Group (Public)

Individuals/ committees/ groups may NOT use BCCLS or Bergen County Cooperative Library System in the account name. Any views or opinions expressed in an open forum do not necessarily reflect those of BCCLS.

The discussion will continue after consulting a lawyer and BCCLS president about the dos and don't and how to govern the account.

  • P&P Workshop /Webinar

Workshop about common tasks like 60 day overdue bills etc. will be postponed till after the new committee is formed.

The meeting ended at 11:53 am

Respectfully submitted by Deepti Dutta





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