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P&P Meeting Minutes 10.2.19

BCCLS Policies and Procedures Committee (P&P) 

Wednesday, Oct 2, 2019

Dumont Public Library

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

Excused: Bombace, Brisbin, McCoy, Overton and Sarr

  1. Meeting was called to order at 10:02 am. 

  2. Minutes from the July 10, 2019 meeting were approved.

  1. Correspondence

    1. Nonfiction Submissions

Request to review the nonfiction submission policy - “Non-fiction submissions published more than five (5) years before the calendar year in which submitted will not be accepted” - to include newer editions of trade paperback which are popular even after 5 years. Amanda will reach out to the BCCLS catalogers to discuss the issue.

    1. Circulating items with missing pieces

Discussion on items which had missing CDs or booklets. Libraries were encouraged not to circulate incomplete “Kits”.

    1. Marking in-transit items missing

According to the Lost In-transit policy - “Items that are lost in-transit are not billable to the sending library or BCCLS and are considered the “cost of doing business.”  The owning-item library should withdraw the item and replace if necessary.”Items which are in-transit for 6 months will be withdrawn in bulk by BCCLS.

  1.  New Business

    1. Circ issue - due date reset and check in/check out

The reset and renewal features are being abused by the staff and patrons. Request to review the Polaris/Leap settings to restrict the use of reset function. Suggestions to put an override restriction or send items back to the owning library. 

    1. Review renewal policy:

Article Number: 51 on Renewals needs to be reviewed to include auto renewals. The committee will collaborate and work on a Google document. 

    1. Number of holds:

The total number of holds which can be placed by a patron will increase in January and gradually restored to 25; popular items will also be added to the catalog sooner.

  1. Ongoing business

    1. Unified loans

      1. System council update: 

The unified loans proposal will be voted on at the upcoming system council meeting.

    1. Webinar and training (Tech Committee)

Tech committee is working on a webinar and training materials. Members of P&P committee will join the upcoming Tech Committee Meeting to assist. 

    1. Credit card fee:

Discussion on libraries going fine free and how it would affect the credit card transactions. Suggestion to renegotiate the fee as increasing the convenience fee to $1 was too much. 

    1. Jersey Cat ILL:

The procedure of how to process the interlibrary loans was changed. The P&P manual will also need to be updated.

    1. Middle name for Courtesy & Pay Card holders

Patron's middle name appears on the overdue notices which are sent to the patron. It is also visible when they log on to their online account. According to the 'P&P manual - Uniform Manner of Entry', middle name can have 'notes' like courtesy, pay, REBL, and HUDSON but in some cases other 'notes' have been seen. Mike will follow up and see if the middle name can be omitted from the overdue notices. 

  1. Committee discussion:

The staff website and portal will be updated soon with a new Knowledge Base, staff logins and space for each committee. Plans to change the Polaris/Leap passwords for everyone. 

  1. Adjournment: Meeting ended at 11:48 am.

Upcoming Meetings

Wednesday, November 6 at 10:00 am at the BCCLS office.

Wednesday, December 11 at 10:00 am at the BCCLS office.



 Respectfully submitted by Deepti Dutta




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