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2019.01.16 Joint P&P/DTF Minutes

BCCLS Policies and Procedures Committee (P&P) & Delivery Task Force (DTF) Joint Meeting

Wednesday, January 16, 2019

New Milford Library

Attendance (P&P): Breuer, Brisbin, Czamogursky, Danhart, Dileo, Doto, Dutta, Eigen, Fisher, Fletcher, Grgurev, Leon, Leonard, Rando and Reiff

Excused: Overton

Attendance (DTF): Bellucci, Coyl, Hadeler, Hamer, Hanson, Kaser, Lester, Lozauskas, McColl, McMahon, Puccio, Zeni

Excused: O'Keefe

  1. The Delivery Task Force and the P&P Committee held a joint meeting on January 16, 2019 to discuss policy and procedures as they pertain to delivery. Meeting was called to order by Jennifer Breuer at 1:40 pm.

  1. Introductions – each member in attendance gave a brief introduction.

  1. Delivery Overview - DTF explained the new process of delivery -

    • Leap will be used to check-in / discharge.

    • For filling a loan, Polaris will give priority to items owned by libraries on the same route.

    • Routing and stop number will be printed on the hold slip and in-transit slip.

    • Items will be sorted by route and placed in the delivery bins.

    • The bins will be labeled with Route and Stop number.

    • Several items for different routes can be put in one bin and labeled appropriately.

    • Packing material - plastic bags, boxes, tape and envelopes will not be used.

    • Heavier items will be placed at the bottom of the bin with media/ lighter items on the top.

    • Space will be left at the top of the bin so they can be stacked in the delivery van.

    • Documents like bills and flyers delivered between libraries will be placed in a manila envelope marked with route and stop number.

    • Items lost in-transit will be considered as 'cost of doing business'.

  1. Process for creating policies/procedures/recommendations for BCCLS Intra-Delivery Serviceand Timeline

A working document will be composed and shared with the committee members. It will be introduced to the Executive Board in February meeting. Since BCCLS delivery service is still in development, updates and revisions will be made and a policy finalized by June 30, 2019.

  1. Adjournment

Meeting ended at 3:21 pm

Next Meeting:

Date - Wednesday, February 13, 2019

Time - 10 am

Location - BCCLS Office

Respectfully submitted by Deepti Dutta


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