OWWLAC Meeting, Tuesday, November 26

Attendees

M. Correia (CS), A. Grace (WADS), S. Hylen (ONT), T. Streb (LYO), S. Wicksall (RJ), L. Stratton (PLS)

Excused

B. Horn (GPL/Central), E. Robinson (CAS)

Old Business / Updates from Previous Action Items

Standard Loan Rules update

OWWL Standard Loan Rules

Discussion:

Standard Loan documentation has been updated to reflect current Evergreen environment and circulation map. If a library does not have custom rules for a specific Circulation Modifier, any materials with that circ modifier will check out using these rules.

Processing Fees for Lost and Damaged Items

These can be set on a per library basis so that processing fee bills are automatically applied when an item becomes lost or when marked damaged and a patron billed the full replacement. The processing fee bill would be another line-item bill in the total Lost Materials bill. This will happen at the same time the lost materials bill is created (same for both overdue-lost and marked lost materials.) If the item is returned after becoming lost, the processing fee bill can be voided (as with the lost materials bill) or retained on check in.

Example - current Bills list display:

Example - itemized bill Full Details:

Discussion:

Manual processing fee bills added later can cause confusion for patrons and staff, and create difficult customer service situations. OWWLAC would like to a) identify how many libraries use processing fees, b) develop a recommendation that makes individual libraries' use of processing fees (particular when added as separate bills) timely and clear to patrons. First step - send out a survey to identify which libraries use/don't use processing fees. Based on the libraries who actually use processing fees (and how), OWWLAC will consider next steps for a workflow/policy recommendation.

Policy review

Review OwwlPolicies starting with:

• Checkout
• Loan Periods
• Renewals
• Bills

Discussion:

Updates made directly in the OWWL Policies page.

Particular discussion of forgiving vs. voiding fines, relative to some PLS libraries' experiences with NYS Comptrollers audits (for general audit info see: http://www.osc.state.ny.us/localgov/audits/libraries/index.htm). OWWLAC agreed to uphold the longstanding recommendation to forgive all fines for which a patron is not being held responsible - whether the bill is library error, good will, etc. OWWLAC feels that retaining the bill history is important, and that the risk of abusing the void function is greater than the risk of abusing the forgive payment. When forgiving fines library staff should add notes explaining the reason for the forgiven payment. This was added as a new recommendation.

New Business

Change "Seasonal" circulation rules?

Currently 3 weeks with 2 renewals - same as the regular Default rule. Propose something more limited, such as short=1 week, normal=2 weeks, long=3 weeks with no renewals.

(Internal tracking RT33285)

Discussion:

OWWLAC agrees with the proposed changes to the "Seasonal" circ modifier.

Next meeting

All present members of OWWLAC agreed to cancel the December meeting, previously scheduled for December 17. Next meeting: Tuesday, January 28, 2014.

Actions

• Create and send survey to directors regarding lost materials processing fees
• Update OWWL standard "Seasonal" circ rule to reflect variety of loan periods and no renewals

Outcomes

• Use of "Forgive" payment type clarified in the OWWL Policies
• Meeting December 17 CANCELLed; next meeting January 28, 2014