Evergreen Advisory Committee Meeting, Tuesday, June 20, 2023

Agenda

Old business

Damaged item flowchart

We had discussed this earlier this year. Here's the updated version with the revisions we had discussed .

Updates from OWWL

Aspen (Dan / Kathryn / Ron / Kelsy)

• June 20 (today!) changes to owwl.org
• OPAC computers
• Prefab websites

New business

Multiple holds requests on titles (Dan / Kathryn)

We had a question come in about teachers wanting to place holds on / check out a lot of copies of a title for their classrooms, which raised two questions.

1. Should we have a policy that teachers should be referred to their BOCES? This is sort of already the informal policy.
2. In this case or in other similar cases (such as for library-sponsored book clubs), should libraries be required to contact other libraries when placing a lot of holds (for themselves or for patrons) on many copies of the same title?

Recommendation: Adjust OWWL Policy on Agency Cards

Forgiveness of lost payment processing fees (Dan / Kim)

Can / should lost payment processing fees be forgiven by libraries?

Prior historical guidance

Recommendation: Adjust OWWL Policy on Lost Materials and Damaged Materials

Lost / damaged item payments between libraries (Dan / NDO)

What should be the policy / process for libraries to accept a replacement copy instead of a cash payment for another library's item, especially given the newish invoicing / payment process?

Recommendation: Adjust OWWL Policy on Lost Materials and Damaged Materials.

Hold cancellation notifications (Dan)

Would libraries want to be notified of hold cancellations for items on their shelves? We may be able to set up an alert.

Cardholder restrictions (Dan / Kathryn)

Should there be a formal policy that libraries shouldn't restrict any items to only their own cardholders? This is already sort of an "informal" policy.

Policy for deceased patrons (Dan / Kathryn)

Could we consider updating the policy for deceased or inactive patrons? There's an approach that may be better than what we're doing now that PINES uses. It's a little more involved for library staff, though.

Process would be:

1. Change the patron's first name to "Deceased"
2. Change the patron's last name to "Patron"
3. Mark the phone number as invalid
4. Mark the email address as invalid
5. Change the account's expiration date to current date
6. Uncheck "Active" box
7. Delete the patron's address
8. Change the password
9. Save

Collaborative agenda

Proposal to have something like a Google Doc that any of us could edit

Recommendations for OWWLDAC

Update Agency card policy

Cards may be issued to specific types of agencies for use by authorized agency staff persons, according to the guidelines laid out in the Patrons Agency User Records page and agreement. Classroom teachers should be referred to their school librarian/BOCES for group loans.

Update Lost Materials and Damaged Materials policy

Bills for lost and damaged materials may be paid at any library but the payment must be forwarded to the owning library.

• Lost/damaged bills are paid using the Payment Type "Work" to clarify accounting at the payment library.
• If being paid by check, the check must be addressed to the library receiving payment .
• Checks and cash should not be sent via OWWL delivery and should be forwarded to the owning library using other means, such as by mail.
• Payment for lost item processing fees should also be forwarded to the owning library. Forgiveness of lost item processing fees can be determined by the owning library.
• Check with the owning library before telling a patron that you can accept a replacement copy in lieu of payment. Not all libraries accept replacement copies for lost or damaged items.

New process recommendation for deceased patrons

1. Change the patron's first name to "Deceased"
2. Change the patron's last name to "Patron"
3. Mark the phone number as invalid
4. Mark the email address as invalid
5. Change the account's expiration date to current date
6. Uncheck "Active" box
7. Delete the patron's address
8. Change the password
9. Save

Minutes

EAC minutes 06-20-2023.pdf