October 1999 Executive Committee Meeting

Georgia Library PINES Executive Committee Meeting

Meeting Date: October 7, 1999
Location: DTAE/OPLS Conference Room, Atlanta, GA
Issued Date: November 30, 1999

Attendees

1. S. Schaefer, Uncle Remus Regional
2. K. Ames, Athens Regional
3. M. Dugan, Dougherty County
4. B. Hutsell, Chattooga County
5. C. Schmidt, Middle Georgia Regional
6. C. Gee, Pine Mountain Regional
7. W. Murphy, Flint River Regional
8. A. Kaye, Roddenbery Memorial
9. T. Ploeg, OPLS
10. P. Alligood, DTAE
11. L. Upham, DTAE/Uncie Remus Regional
12. J. Walker, DTAE/Athens Regional
13. M. Richardson, DTAE/OPLS - Meeting Secretary
14. S. Stewart, Hall County - Observer
15. D. Manget, Rockdale County - Observer

Topics Discussed

1. Minutes of the September 15 meeting were amended to record that Walter Murphy, Flint River Regional, was in attendance. He was inadvertently left off of the Attendees list. The minutes were approved as amended.
2. Documentation of policies and procedures - The PINES Circulation Procedures as documented to date were distributed. Committee members were reminded that this is a work in progress.
   

   Additional policy questions were identified when writing documentation. The decisions:

   1) A patron will be charged $2.00 for a replacement PINES card.
   2) Patrons can renew materials by telephone. The patron will be required to supply their user ID (barcode) number and a second identifier e.g., an address.
   3) The library at which the material is returned, if paid at the time material is returned, will keep overdue fines.
   4) The owning library shall receive fees collected for lost or damaged materials regardless of the location that actually accepts the fees, Libraries shall "settle up" once a month,
   5) Libraries can assess a $10.00 processing fee for lost or damaged materials.
   6) If a lost book is found within one year the cost of the book minus accrued overdue fines will be refunded to the patron The processing fee will not be refunded.
   7) If a person returns an item for which they have already paid lost or damaged fees, the library to which it is returned will send it to the owning library, The patron will be informed that a refund will be sent from the owning library, The owning library will determine if the
   material is in good enough condition to warrant a refund,
   8) Any refund check goes to the patron on whose card the material was checked out.
   9) Refunds will be mailed.
   10) Holds can be placed on on-shelf items. NOTE: This rescinds an earlier decision that holds cannot be placed on on-shelf items, If a person that is physically present in the library retrieves an on-hold item to check it out before the staff retrieves it to place on the
   hold shelf, the person in the library gets preference.
   11) Communication among circulation desks is encouraged via email rather than telephone.  This is in response to the question of "Can a patron from system A that sees an item is available at system B, telephone system B and ask for the item to be sent to system A for
   him or her? Can the patron ask staff to make that call for him or her?"
   12) The Executive Committee recommends that the ALT ID field in the patron record be used for a driver's license number or social security number.
   13) Overdues will be produced everyday. The first notice will be sent after an item is seven days overdue, the second notice will be sent after fourteen days overdue, and third notice and final bill will be sent after 30 days overdue.
   14) A patron can have a maximum of 5 items claims returned on his or her record at anyone time. (In SIRSI fines stop accruing after an item is set to claims returned.)
   15) An item that a patron claims returned can be declared lost after 45 days.
   16) It is a local option whether patrons receive their PINES cards at the time of registration, or later in the mail.
   17) Whether to limit the number of items checked out the first time a patron uses their card is a local option
   18) Whether to allow a juvenile user to take an application for library privileges home for a signature, or to require that a parent or guardian sign it in person is a local option.
   19) Circulation by proxy is allowed. The person to whom the card is issued retains responsibility for library transactions incurred
   20) A library director shall determine if a patron shall be barred and why. Only the director barring the patron can remove the bar.

3. Review of project schedule Patty Alligood reported that all training sessions will be in Atlanta. Cataloging training will be one full day as will circulation training. The circulation training schedule will be finalized next week and distributed.
4. PINES logo and patron cards - Patty Alligood reported that a few minor adjustments needed to be made to the logo and then patron cards could be produced. There will be two PINES cards for each patron, a credit card sized card and a key chain card.
5. Membership Agreement - A draft agreement with changes from previous drafts highlighted was distributed. The Executive Committee reviewed the draft line-by-line. The agreed upon changes will be incorporated and issued separately from these meeting minutes.
6. Announcements/update - Martha Richardson announced that the SIRSI documentation would be available on the web thus documentation COs would not be sent to each library headquarters.
7. The next meeting will be November 10 In Madison, Georgia.