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P&P Minutes: 3.20.19

BCCLS Policies and Procedures Committee (P&P)

Wednesday, March 20, 2019

West Caldwell Public Library

Attendance (P&P): Alexander, Bombace, Breuer, Brisbin, Czamogursky, Danhart, Dileo, Dutta, Eigen, Ennist, Fisher, Fletcher, Grgurev, Leon, McCoy, Overton, Sarr and Van Ingen.

Excused: Reiff

  1. Meeting was called to order by Amanda Eigen at 9:58 am.

  2. Members gave a brief introduction.

  1. Old/Ongoing Business

    1. Uniform Loan Periods: Uniform fines, loan periods and renewals were proposed to provide a better user experience through the BCCLS system. At this time, committee will focus on - number of renewals and loan periods. Uniform loan periods/renewals will not apply to materials not holdable or requestable outside the item's home library (ex. high demand, new materials, and bestsellers). Polaris also provides a provision for 'Auto Renewals' which can be turned on universally.

Small group meetings will be organized in May and data provided to the directors. It will be presented to the System Council in June and September and voted on in December so that uniform loan periods can take effect in 2020.

A sub-committee was formed which will be chaired by Samantha McCoy.

  1. Counterfeit items added to the catalog:

Dave Hanson will have preliminary talks with BookOps in May and report back to the P&P Committee.

  1. World Language Collection Development Policy:

The collection development policy for World Languages applies to the BCCLS foreign language subscription. It was reviewed and discussed. Will continue discussion after following up with the World Languages Task Force and Dave Hanson.

  1. New Business

    1. Review of 2019 - 2020 committee charges

Committee charges include

  • Conduct annual review of library materials replacement costs.

  • Review policies regarding uniformity (fines, renewals, loan periods, etc.). Conduct small group meetings in order to receive feedback and build consensus regarding moving towards greater uniformity.

  • Review and update the P&P Manual.

  • Review, revise, and develop policy regarding the new delivery system.

  • Discuss reimbursement for refreshments for BCCLS meetings.

  1. Credit card convenience fee: Visa charges a 'Transaction integrity fee' (TIF) of $0.10 per transaction on debit and prepaid cards. It was proposed to increase the convenience fee charged to the patron for each online transaction. The discussion on how much fee will be charged will continue after further negotiations with the vendor.

  1. eBCCLS:

eBCCLS collection development policy will be discussed at a later time.

  1. Upcoming Meeting Dates

Wednesday, April 24, 2019 at Montvale Library

Wednesday, May 22, 2019 Location TBD

  1. Minutes from February 26, 2019

The minutes from the last P&P meeting were approved.

  1. Correspondence

    1. Adding notes to damage items

Request to clarify if notes can be added to another library's 'Item Record' when including a Damaged/Missing/Mislink Slip. A free text can be added to specify the damage to the item, with staff initials and date.

  1. Adding notes to Patron record

Only home library can add notes to the patron's record.

  1. Committee Discussion

  • New version of LEAP will be released soon.

  • Saving the login and password for LEAP in the web browser resulted in auto filling the fields in patron's registration.

  1. Adjournment

Meeting ended at 11:46 am

Next Meeting:

Date - Wednesday, April 24, 2019

Time - 10 am

Location - Montvale Public Library

 Respectfully submitted by Deepti Dutta




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