The meeting at Newport Public Library was called to order at 9:50 a.m.

Present were: Joanne Sepe (AUB), Robert Oliveira (BAR), Mary Skaba (BUR), Ulla Virks (CHA), Annette Nestor (COV), George Curtis (CRA), Doris Hemond (CUM), Paula Dubord (EPL), Kathy Lawrence (GLO), Kathy Schnebly (HAL), Linda Stachelhaus (HAR), Karen Corrigan (LCO), Rae Robertson & Dawn Coons (LIN), Ann Marie Chase (MID), Shirley Tyler (NPT), Andrea Plaziak & Lisa Davis (OSL), Kacey Richards (PAW), Carolyn Magnus (POR), Bev Klyberg (PRO), Donna Fogarty (SKI), Cathy Fagan (SKK), Prue Fallon (TIV), Carla Chase (WES), Susan Rotella (WGR), Cyndi Desrochers (WWA).

Minutes of the May meeting were accepted after an amendment to correct the term of the Co-Chairperson to 2 years.   

A survey was passed out by George from Cranston Library regarding Audio-Visual security systems.  He asked that the appropriate staff member at each library complete the survey and return it back to CRA attention Lynda Ross by October 1, 2008.

Patron Screen Setup:  Originally when setting up our database with III, libraries decided to keep the patron screens uniform for all locations.  Because of differing font sizes and screen resolutions, we do not all view the records the same way.  A problem occurred with a library that uses Unique Management for collection of monies for lost items.  PAW would like all screens to show the Manual Block on the top right of the patron record screen.  This is where we would see in red the word COLLECTIONS to warn staff that any collected fines in this block must be reported to UNIQUE.  OSL will work on the design of a new screen with our input.  It was decided that the following information is pertinent to all patron records in this order:  barcode, name, address, phone, birthdate, manual block, expiration date, notes, money owed and claims returned.
PRO said it is important for staff to know that when accepting money for an item that is in "collections," they may clear the fines but must leave the red C on the record for Unique Management's records.

Teleforms System:  Patron notification is controlled by the Notice Preference chosen at registration.  Notices are sent from where the hold is to be picked up.  The preferred method of notification is email.  Circulation Heads are notified via the OSL message board when a patron's email has failed.  There is no way to see the failure at the patron's screen.  Telephone call notification can be tracked on the patron's record by clicking on the Teleforms icon at the top of the record.  This brings up a line for each reserved item and states the date, time, and number of attempted/successful calls made.  Only 401,
508 and 203 area codes will be called.  If patrons have cell phones with other area codes, we should set them up with email, if possible.  Those patrons who do not want phone calls or email will have to be set to PRINT notification.  The notice will print at the pick up location and will have to be mailed.  Some patrons have PRINT on their records by default- this can be changed at the patron's request by staff at circulation.

No Fines for Seniors (over 60) Issue:  Seniors at some libraries are exempt from fines.  Unfortunately, the patron code not longer exists to set up a record to automatically waive fines.  This fact has caused some problems at locations where the fines are not waived for seniors and has to be handled at the patron's own library.  Bob suggested we put this along with a Staff status (fine free) option on our "Wish List" for III.

Damage Policy:  In a effort to standardize how we handle damaged and stained materials still circulating in the collection, a suggestion was made to adopt a form to be used at all locations stating that the item went out in the existing condition.  If any libraries already use a form or would like to draft one, please bring your ideas or a copy of your form to the next meeting.

Staff Placing Multiple Holds and Copy Specific Holds on New Items:  A lengthy discussion about staff attempting to circumvent the queue to obtain new items prompted Lisa from OSL to explain how sometimes patrons are forced to place an item specific hold due to the problem with incorrect entries in the Volume field.  She affirmed that the "My Holds First" feature definitely works and that the patron who is at the top of the list for their pickup location will get the item.  A few examples were given for when it is appropriate to place an Item-specific Hold:
1. requesting multiple copies of same title for book discussion groups
2. for a unique item - an issue of a magazine, volume of a set, current travel guide
3. choosing between a hardcover or a pb version, if both appear on the same record

New Business:  Andrea Plaziak reopened the discussion about patrons having a unique user name in addition to their barcode at the OPAC, for self check out and as a second step for patrons to access new products in the works such as Envisionware.  Andrea said the PIN or Alias might also benefit patrons by helping to prevent identity theft.  Peter would wipe out all existing PINS and enable libraries to use the "password option".

Pet Peeves:  
" When a library circulates an item without its barcode.  
" Staff leaving "post it" due dates in books after checkin.

Good News:  
" Doris from CUM has supplies for those in need, let her know your location.
" Staff is doing a better job at checking for multiple parts to sets when checking in other libraries' materials.

Raffle:  Bob's popular raffle resulted in some of us lucky ones winning Dunkin Donuts gift cards.  Thanks so much!   He would appreciate donations for future raffle prizes.  Send to BAR to his attention.

Meeting was adjourned at 11:45 p.m.

Upcoming Circulation Heads Meetings- all at 9:30 a.m.
        November 20, 2008 North Providence
        February 19, 2009 Bristol
        May 21, 2009 Jamestown

Circulation Website circulation.riclan.org ) for additions (cjeffers@pawtucketlibrary.org)

Respectfully submitted,
Ann Marie Chase, Secretary
Ocean State Libraries Circulation Heads