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DRAFT: P&P Minutes 05.22.19


BCCLS Policies and Procedures Committee (P&P)

Wednesday, May 22, 2019

Montvale Public Library

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

Excused: Overton


  1. Meeting was called to order at 10:03 am.

  2. Minutes from the April 24, 2019 meeting were approved.


  1. Correspondence

    1. Staff cards for BCCLS employees

According to the P&P Manual, “At the discretion of the employing BCCLS library active staff may be eligible for an unrestricted library staff card, regardless of residency.” So a person can have a card from the town they resides in and one from the library they work at.

  1. Request to create a shelf location

For circulating collections which are offsite (but not in storage) a new shelf location option was requested - ‘Mobile’. Another shelf location will also be created - ‘Oversize’, for oversized books. Any of the current shelf locations options which are not being used will be removed.

  1. New Business

    1. BookOps visit and World Languages

Breuer, Eigen and Hanson visited BookOps in Long Island City and consulted about their world languages policies-

  • Vendor is responsible for counterfeit items

  • Counterfeit items were sent back for full refund

  • Had low incident rate

  • Will share their world languages vendor list.

  1. Old Business

    1. World Languages/ eBCCLS Collection Development

The policies were submitted to Executive Board and will be presented to the System Council in the next meeting.

  1. Unified Loans and Auto Renewals update.

Uniformity in loan periods and number of renewals across BCCLS was well received in small group meetings. Only 7 libraries could not attend the meetings. A report can be run to find out how many people do not receive almost due notices or prefer to be contacted via phone. A sample of auto renewal notice can be provided; it would be similar to almost overdue notice- listing items which were renewed and the due dates of other items.

Tentative date for turning on the Auto Renewal feature and uniformity of loans and number of renewals is Friday, February 14th, 2020.

  1. Committee Discussion

    1. Credit card and 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 to $0.75 - $1.00 would cover the cost for now and near future. Timeline for the increase will be decided after it’s approved by the system council.

  1. Adjournment

Meeting ended at 11:50 am

Next Meeting:

Date - Thursday, June 13, 2019

Time - 10 am

Location - BCCLS Office


Respectfully submitted by Deepti Dutta

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