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05.09.18 P&P Meeting Minutes

BCCLS Policies and Procedures Committee Meeting Minutes

Wednesday, May 9, 2018

BCCLS Office

Attendance: Breuer, Czamogursky, Czesak, Danhart, DiLeo, Doto, Dutta, Eigen, Fisher, Fletcher, Grgurev, Leon, Rando, and Reiff

Excused: Brisbin, Overton

  • Meeting was called to order by Jennifer Breuer at 10:02 am.

  • Introductions

Each member in attendance gave a brief introduction and the reason they were interested in serving on the committee.

  • Minutes from February 14, 2018 meeting were reviewed and approved.

  • Correspondence

Nothing at this time

  • New Business

    • Review of 2018-19 committee charges

The committee chair provided an overview of the charges for the upcoming year and briefly reviewed the ongoing assignments.

  • Annual review of replacement costs

The new replacement costs from Library Journal were reviewed. The price of Music was reduced to $15 and Hotspot and Museum Pass would be marked with an asterisk (*) as a reminder to link them at the list price or replacement cost.

  • Revise to remove references to CDR from  'Adding new formats to the catalog'

The Procedure of the article 'Adding new formats to the catalog' will be edited to remove the reference to CDR committee. Instead of the CDR Committee, the P&P Committee will recommend the addition of the new format. Some other changes were also suggested.

  • Review 'Catalog submission policy' submitted by CDR Committee

The policy was reviewed and approved

  • Review 'World Language Catalog Submissions' submitted by World Language Task Force

A request was made to change the 5 year cut off to 10 years in case of non-fiction submissions. Jennifer will contact the task force and enquire the reason for this request.

  • Upcoming meeting dates

Wednesday, June 13

Monday, July 23

Wednesday, August 8

All meetings start at 10:00 am and are at the BCCLS office.  

  • Old Business

    • Social media policy

Social media policy was reviewed and a procedure will be added to it - 'All closed groups must notify the BCCLS office (bccls@bccls.org) of their existence.'

  • Uniform manner of entry

BCCLS libraries use the Patron Code of 'Adult or Bulkloan' to create a library card for in house use. There is a request to create a new Patron Code - “BCCLS” for BCCLS libraries (similar to ReBL or Hudson County).

  • Different types of Patron Codes and their restrictions were discussed. The members were requested to review 'Uniform Manner of Entry' in Knowledge Base and the discussion will continue in the next meeting.
  • Any Other Old Business
  • Uniform fines, loan periods and renewals to provide a better user experience through the BCCLS system was discussed. These will be visited again in small group meetings to be scheduled in the fall. Trustee education is required and the committee will focus on planning it.
  • Committee Discussion

Items held for Book Clubs need a procedure or guidelines so they are not lost or held for too long by the borrowing library.

Lost and Paid and In-transit Reports were discussed. It was reiterated that all the libraries should check the BCCLS custom reports.

The meeting ended at 12:01 pm

Respectfully submitted by Deepti Dutta

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