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02.26.19 - P&P Meeting Minutes





BCCLS Policies and Procedures Comittee (P&P)

Tuesday, Febrary 26, 2019

Louis Bay 2nd Library, Hawthorne

Attendance: Breuer, Brisbin, Danhart, Dileo, Doto, Dutta, Fisher, Fletcher, Leon, Palmer, Rando, Reiff

Excused: Czamogursky, Eigen, Grgurev, Leonard, Overton

  1. Meeting was called to order by Jennifer Breuer at 10:02 am
  2. Minutes from Dec. 5, 2018 meeting were reviewed and approved.
  3. Correspondence
    1. 4 month bill suggestion
      1. Request to add a note at the end of the 'Fourth-Month Bill procedure' which would explain how to withdraw the item. A procedure will be added listing the steps.
    2. ILL Policy
      1. Request to review the ILL policy for LMxAC, MAIN and PALS. Committee will follow up when the delivery system is finalized
  1. Old Business
    1. Review draft revisions
      1. Unpaid lost items
        1. Revisions were made to change the wordage for the four month bill from 'manual fine' to 'enter fine annually'
      2. Four month bills
        1. Suggestion to add a note while charging fine to the patron's account - "four month bill was sent, the payment should go to the patron's home library." Follow up after reviewing how the procedure is affected when the four month bill is paid via a credit card and how it changes if the fine is 'manual' vs. 'replacement cost.'
        2. A procedure to withdraw item after it is lost and paid was reviewed and approved
        3. Request to provide staff training, webinars, videos, cheat sheets and printable manual for tasks which are not performed frequently at circulation desks
    2. Update - Counterfeit items added to the catalog
      1. Dave Hansen has contacted New York Public Library (NYPL) to discuss its procedure regarding counterfeit items and will follow up
    3. Digital card reader survey
      1. BCCLS libraries were surveyed about scanners that read digital cards. There are still a few that don't own one. Until all the libraries have digital scanners, the BCCLS policy about presenting a library card for checking items out will not be modified. It is up to the individual libraries if they want to accept library cards stored in apps or photos of library cards.
  2. New Business
    1. Collection Development Policies: World Languages & eBCLS
      1. The collection development policies were reviewed and discussed. Selection criteria should be the same as the current BCCLS selection policy. The collection standards need to be revisited to explain 5:1 holds ratio and 'X' number of volumes
      2. Discussion on how to proceed if the collection bought for World Languages or eBCCLS is challenged. To be revisited after contacting World Languages Committee (WLC). 
    2. Credit Card Fees
      1. Suggestion was made to increase the credit card fee charged to the patron to accommodate the additional fees charged by Visa. Jennifer will follow up with Eric and Mike
    3. Any other new business
      1. Request for reimbursement of checks for credit card payment before the books close in February so they can be added to the previous year's revenue
  3. Committee Discussion
    1. Discussion on damaged items returned to libraries and who should contact the patron.
  4. Adjournment
    1. Meeting ended at 11:51 am
    2. Next meeting:
      1. Date: Wednesday, March 20, 2019
      2. Time: 10:00 am
      3. Location: West Caldwell Library

Respectfully submitted by Deepti Dutta












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