1. Approval of the Agenda Motion by Sandy Lamb (BLR) seconded by Stella Todd (HEU) to approve Agenda. Unanimously passed and carried.

Transcription

1 JAB Meeting Wednesday June 11, 2014 Video Conference 10:00 A.M. to 1:00 P.M. Attendees Cheryl Clark Adams Ceil Cunningham Alex Bay Sandy Lamb Black River Mary Louise Hunt Black River Carole Berard - Canton Sharon Briggs Cape Vincent Linda McCullough - Carthage Kristy Perry Clayton Cindy Partrick Central Square Patti Hughes Chaumont Dennis Eickhoff Colton Dorothy Valenti Constableville Eileen Mathys - Croghan Helen Tooley Evans Mills Betty Maute Fulton Mark McClave - Fulton Linda Adams Gouverneur Mary Bidwell - Henderson Veronica Newvine Hermon Stella Todd Heuvelton Michelle McLagan - Lisbon Sally Brown Lowville Dawn Myers Lowville Carolyn LeVan Lyons Falls Kathy Paige Madrid Julia Gomez Madrid Emily Owen - Massena Elaine Dunne-Thayer Massena Gerrilyn Perry Massena Bridget Whalen-Nevin Morristown Lyn Swafford - Ogdensburg Stephanie Young - Ogdensburg Jo-Ellen Murray Ogdensburg Edward Elsner Oswego Tracy Tanner Philadelphia Noreen Patterson Phoenix Lyn Cyr Port Leyden Janet Moore Potsdam Pat Musante Potsdam Sarah Sachs - Potsdam Lynn Brodeur Pulaski Margaret Weigel Pulaski Toni Ellinger Sackets Harbor Kelly Brodeur Sandy Creek Christine Rajner Theresa Duffy Ashley - Waddington Bev Ripka - Williamstown Marcia Gray NCLS Meg White - NCLS Stephen Bolton NCLS Steve Gaines NCLS Matt Corey NCLS Pam Rajner NCLS Libraries not Attending: Adams Center Cranberry Lake Dexter Hannibal Harrisville Martinsburg Mexico Morley/ REF Norwood Orwell Parish Russell Turin Watertown 1. Approval of the Agenda Motion by Sandy Lamb (BLR) seconded by Stella Todd (HEU) to approve Agenda.

2 2. Approval of the Minutes from January 2014 Motion by Bridget Whalen-Nevin (MTN) seconded by Veronica Newvine (HER) to approve the January 2014 meeting minutes. 3. Update on library status All libraries in the process of barcoding have now gone live bringing the total to 49 automated libraries and 2 branches. No new libraries have signed. 4. NCLS Director s Report Steve Bolton discussed the following: Steve announced that our new catalog will go live tomorrow. Zinio, the emagazines should be very popular with the patrons as many had asked when we would offer this service. He also reminded libraries of Overdrive s challenge, if we can beat our best month s ebook borrowing stats by 25 % for the month of June, OverDrive will award us with $1500 toward new ebook purchases. Please promote this with your patrons, and if you haven t tried downloading a book for yourself, please try it out this month. 5. Committee Reports Cataloging Carole Berard (CAN) discussed the highlights of the Cataloging committee meeting held on April 25th. The minutes for this meeting are posted on the NCLS website. Marcia gave an update on the results of a meeting with the Correctional Facilities. It has been decided that their records will be stripped from the NCLS database because they have not been updating their acquisitions and deletions with us. They will, on their own, work on their individual databases and then export them to TLC who builds the ICEPAC database. Circulation Elaine Dunne-Thayer (MAS) discussed the highlights of the Circulation committee meeting held on April 29th. The minutes for this meeting are posted on the NCLS website. Tracy Tanner (PHI) commented on the problem with duplicate patrons and suggested that a patron s maiden names also be documented in their record as a guard against duplication. The Circulation committee will discuss this and have a suggested procedure. 6. Old Business A. Remove the Item Type EASY-NF Elaine Dunne-Thayer explained that at our last meeting we voted to create a new item type EASY-NF. Since the librarian requesting the addition is no longer employed at the library and no other library uses the item type, a recommendation by the Circulation committee was made to remove this item type. Motion by Bridget Whalen-Nevin (MTN) seconded by Sandy Lamb (BLR)

3 B. Long overdue project Change time frame to 1 year past Due Date Run report every 6 months for every library Elaine Dunne-Thayer (MAS) summarized the committee discussion on the long overdue items. JAB approved a two year time frame for processing long overdue items. Now many of the libraries would like to see the past due time frame shortened and the report run more often so the list remains manageable. The recommendation from the Committee is to change to the 1 year past due date and run the report twice a year. The preliminary list would be given to the library to input prices for the items and two weeks later the final report will be run transferring the items from checked out to long overdue, thus shadowing them in the catalog so no holds may be placed. Motion by Beverly Ripka (WMT) seconded by Noreen Patterson (PHE) 7. New Business A. Is a library obligated to pay for long overdue items borrowed from another library (PHE) Sharon Briggs (CAV) has never had trouble with a lending library. She calls, explains the situation and offers to replace the book with a used copy. Noreen Patterson (PHE) sends out an and asks the library how to proceed and in many cases does not hear back. Tracy Tanner (PHI) is a small library and does not want to be responsible for items borrowed by her patrons. Just a few long overdue items can hurt her budget immensely. Also if an item is paid by the library, and then the patron makes good on the bills, reimbursement may never make it back. Elaine Dunne-Thayer (MAS) said that it works both ways, Massena would be responsible for replacing a Philadelphia book. Bridget Whalen-Nevin (MTN) never had a library that didn t want to work with her. Marcia stated that it is the library s responsibility but it is nice to work together by calling and asking. Linda Adams (GOU) felt it was the patron s responsibility but she doesn t mind replacing books with a donation. It is ultimately up to the patron, but the library has a responsibility to try to get the book back. Ceil Cunningham (ALB) felt the libraries should negotiate that between themselves. It is suggested that libraries each other to inform the owning libraries of items not being returned. B. Staff should not forgive bills assessed by other libraries. Should this be added to the Circulation System Standards? (Attachment) There is nothing in the Circulation System Standards stating that libraries should not cancel or forgive bills assessed by other libraries. It is not up to your library to negotiate with a patron to reduce the bills if the bills do not belong to your library. It was recommended that the following statement be added to the Standards in section E3: Bills assessed by one library shall not be forgiven or canceled by another library. Motion by Toni Ellinger (SAH), seconded by Tracy Tanner (PHI) C. Changes to Circulation System Standards (attachment)

4 Replace the word Fines with the word Bills in Section #3 Explanation of the address 1, 2, 3 section In discussing the above paragraph E3, Marcia felt that the word fines should be amended to Bills as bills represent all charges rather than just Fines. Motion by Noreen Patterson (PHE) seconded by Bridget Whalen-Nevin (MTN) Also the existing Circulation System Standards section E 2-J, only mentions the address 1 and 3. Meg felt that it should be reworded to include all address information. The following was proposed: Address 1 shall be used as the local address. Include the Care/of statement for children when warranted. The address 2 field will be used for an additional address such as the winter address. Address 3 will be used for additional Guardian/caregiver information as needed. It was brought up that address 1 might be their summer address and not their primary. If the library wishes the primary to be the winter address, then select address 2 to be primary. If the library wishes that the address being displayed be the local address, then address 1 would be primary. In either event, a library sending out a bulk mailing would have to change those seasonal addresses prior to mailing. Motion by Bridget Whalen-Nevin (MTN) seconded by Beverly Ripka (WMT) D. NEW profile. (Currently we have several variations) Could we standardize with 2 NEW user profiles; NEW2-2 months card life, 2 items, 2 holds, 1 overdue, $2 max bill NEW3-3 months card life, 3 items, 3 holds, 1 overdue, $3 max bill At present each library using the NEW profile has set its own circulation standards for that patron. When a patron with a NEW profile visits multiple libraries, a staff member from another library is not aware of the policy limits. In an effort to help staff, it has been suggested that 2 options be adopted as described above. In this way all staff would know the limits for this patron. Ed Elsner (OSW) uses the NEW for a patron who needs to prove his address, at worst they lose only 3 items. This change was recommended by the Circulation Committee. Motion by Ed Elsner(OSW) seconded by Dawn Myers (LOW) E. Purging NEW patrons sooner than 3 years & Purging lost library card records. The lost card: A few years ago, JAB voted to edit a patron s record when assigning a replacement card rather than using the Lost Card wizard which generates a duplicate entry in the database. All those duplicates from past years still exist. Marcia would like to purge them.

5 It was the recommendation on the Circulation Committee to purge Lost Card records Motion by Janet Moore (POT) seconded by Lyn Swafford (OGD). NEW profiles: After a NEW profile patron has expired or is inactive for 3 years, may NCLS purge them? Ed Elsner (OSW) would like to see them stay. Marcia explained that they affect the monthly stats, and bulk mailings would be going out to patrons who never came back. Ed felt individual libraries could contact us (or vice versa) to run the report. Marcia preferred to be able to schedule the report to run once per year and not have to contact individual libraries. It would make the job a lot easier and less time consuming if a blanket timeframe can be agreed upon rather than contacting each library and waiting for an answer. Motion by Noreen Patterson seconded by Bridget Whalen-Nevin Passed and carried. 1 opposed. F. Lewis & Oswego County shared circulation policy (Dawn & Margaret) Margaret Weigel (PUL) explained that the Oswego Libraries meet once per year to discuss Library Policies. They have been able, with concessions being made by many, to agree on many of the circulation limits, loan periods, per day fines, maximum fines, and renewals. In previous meetings the Oswego County Libraries agreed on charge limit, hold limit, overdues and bill threshold. Each library went to their board and then ed Marcia with the changes. Dawn Myers (LOW) talked about the meetings with the Lewis County Libraries. They also came to an agreement on circulation policies (charge limit, holds, overdues, bill threshold, loan periods, and renewals). Each library went to their board and then ed Marcia with the changes. They feel it is less confusing for the patron and they aren t playing one library against the other due to more relaxed limits. They want to keep up the meetings because they enjoyed the opportunity to network with each other. G. Hold Priority for NEW items (Discussion) When using Hold Priority for NEW item types, it allows other library patrons to place holds and to receive NEW items if there is no demand from the patrons of the owning library. An item is free to circulate to all patrons, but as soon as your item is discharged, if one of your patrons has a hold, it doesn t matter if that patron is 20 th in the queue, your item will be sent back to fill your patron s hold. It will remain at your library as long as there is a hold for your patron. By using Hold Priority, the total number of holds will be satisfied much faster for all. The concern was that the item would not be on the shelf for a patron to pick up when browsing. A popular item is rarely on the shelf. It is a good idea to have cover art of the newly purchased items on display, or a list so that patrons may place a hold.

6 A roll call vote was taken with 13 libraries in favor, 21 against. H. New Enterprise Matt Corey and Steve Gaines were on hand to demonstrate the new Enterprise Catalog, going live on Thursday June 12. A patron is now able to check out an OverDrive item straight from our catalog. Zinio Magazine titles will be downloadable as well as indieflix, downloadable movies. Matt showed the new help menus on each page and also under the general help button next to the Face Book Icon. Ed Elsner asked if there could be a search this library button for those just wanting in-house items. Steve Gaines said he would look into it. It would depend on whether your library had a static IP address. If you use the search this library, that option would not have access to OverDrive and Zinio. Matt also explained Geoauthentication and how it applies to our databases. Geoauthentication allows users within an approved geographic area to gain access to a database without having to provide other credentials. Since NOVELny purchases Gale resources like Academic OneFile, Opposing Viewpoints, and Business Insights Essentials for the entire state of New York, this authentication simply looks at the person's IP address to verify that they are accessing the database within New York State and requires no other information to log in. It was asked what about patrons who might be away and want to access the databases. Matt will look into adding a link for these patrons. 8. Date for the next JAB Meeting Wednesday January 14 th 2015 at NCLS with Video Conferencing available at Carthage Oswego, and Potsdam Motion by Sandy Lamb (BLR) seconded by Tracy Tanner (PHI). 9. Motion for Adjournment Motion by Lynn Brodeur (PUL) to adjourn at 12:20 pm.