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01.31.18 - P&P Meeting Minutes

BCCLS Policies and Procedures Committee Meeting minutes [approved]

Wednesday, January 31, 2018

BCCLS Office

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

Absent: Sarr

  1. Meeting was called to order by Jennifer Breuer at 10 am.

  2. Minutes from December 12, 2017 meeting were reviewed and approved.

  1. New Business

  • Discussion with eBCCLS co-chairs

    • BCCLS wants to move eContent to one platform.

    • Experience with Cloud Library was not good- problems with reporting, discrepancies with number of holds and checkouts. Contract expires in June 2018.

    • eBCCLS committee along with BCCLS staff met with various vendors including Axis 360 and Overdrive.

    • Axis 360 is ready to work with BCCLS and make a custom product to meet its needs but this will take time.

    • Overdrive has a new service - 'Advantage Plus' which is already being used by some consortiums (e.g. Pals Plus) and meets BCCLS needs.

  • Pros for using Overdrive:

    • eContent BCCLS bought in the past will be available again,

    • Bring back Kindle users,

    • Patrons from the libraries which buy and share the content get priority.

    • The library purchasing the content will be the owner even when it is shared (was not possible with Axis 360).

    • Overdrive will provide patron support. (Axis 360 supports only for a couple of months).

    • If no holds exist, it might be possible to renew the item.

    • Library set up fee could be converted into content credit.

    • Overdrive will work with publishers to provide content for book clubs for a limited period of time for a flat fee.

    • Might provide simultaneous share for some collections like travel (Lonely Planet)

    • Overdrive is planning to provide subscription to digital magazines in the future.

  • Cons:

    • For patrons and BCCLS to “see” what is (centrally and individually) owned and ordered, materials must be made available to all at time of purchase. Library which buys new eContent cannot restrict its use for local patrons only.

    • Number of years for contract and a minimum purchase amount will have to be negotiated.

    • For participation in eBCCLS, contract will be made between Overdrive and individual library. There is a library set up fee.

  • The eContent Materials section (under Loan Period) was reviewed.

'All shared eContent material will be available immediately and will be loaned for 14 days. The owing library patrons will get a priority on holds'.

The Procedure and Recommendations were also reviewed. Number of renewals will be added after further review and the term 'Cloud Library' will be replaced by eBCCLS in the Procedure. The Recommendation will no longer be relevant if we move away from Cloud Library.

A link to eContent will be added under Resource Sharing Section. Jennifer will draft a policy and send to the P&P committee members for review.

  1. Correspondence /New Business

    1. BCCLS Social Media Policy

A Facebook (FB) page set up by a patron for the BCCLS libraries and a FB page for one of the committees, prompted a discussion about social media policy for BCCLS.

After a discussion, it was concluded that any open or public group should not use the name 'BCCLS' as it shows that they represent the views of the organization. It was pointed out that the committee page was a closed group.

It was suggested that a survey can be sent out to the BCCLS Committees to enquire about their social media presence and to draft a policy about guidelines governing various social media accounts. Jennifer will draft a policy and share it with the P&P committee members.

  1. 'Staff' patron code - revisit policy

Library staff can have multiple cards - one from their BCCLS hometown and others from the BCCLS libraries they work at. The 'work' card should use the patron code of 'library staff'.

It was discussed if the word “(staff)” should be added like courtesy or pay cards to flag the card but no valid argument was provided in its favor. The address field could have address of the library where staff member works and their home address as alternate. Who gets a card, how it could be used and any other restrictions will be governed by the local library's policy.

  1. Old Business

    1. Review of policy revisions to be sent to EB

Changes to Courtesy Cards Policy, Restricted Cards Policy and Missing Items Policy were reviewed and approved.

The meeting ended at 12:06 pm

Next Meeting:

Wednesday, February 14, 2018 @ 10 am (BCCLS office)

Respectfully submitted by Deepti Dutta

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