Circulation Services Subcommittee Minutes

November 9, 2021, 9:30 am

Phone/video conference


Action Items:


Present: Zach Ott (BAR), Jeff Kauffeld (MAD), Ronda Evenson (VER), Margie Navarre-Saaf (MAD), Emily Harkins (WAU), Kelly Heasty (MCF), Erica Kersten (PIN), Eddie Glade (STP), Barbara Henderson (MID), Jo Clark (REE), Autumn Baumann (POR), Tanya Bolchen (FCH), Robin Behringer (STO)
Steev Baker (SUN), Emily Noffke (MTH)
Excused: None

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Heidi Oliversen, Cindy Weber


1.      Call to Order at 9:31 am

a.      Introduction of guests/visitors.

                                                              i.      Jeffrey Pond from MRO joined as a guest.

b.      Changes/Additions to the Agenda

                                                              i.      None.

c.       Requests to address the Committee

                                                              i.      None.


2.      Approval of previous meeting minutes: September 14, 2021

a.      Motion: The September meeting minutes were approved by consensus.

b.      Discussion: none.

c.       Vote: motion carried.


3.      Action Items

a.      None.

4.      Discussion

a.      Review of changes submitted for Circulation Manual Section VIII Problem Item statuses and workflows, Parts A-F

                                                              i.      Discussion: H. Oliversen reviewed the proposed changes by group members for Parts A-C. Some changes were accepted, some need additional review and research: Section 8 Problem Item statuses and workflows. Members should review Parts D-F before the next meeting and we will review it as a group. Add review of the Claims Returned policy/procedure to the January 2022 agenda. Another workflow for review writing up the yellow form. Some staff find the policy/procedure that requires receiving libraries to review patron records when Lost Items are checked in to confirm whether or not the item was paid for to be a clunky, time consuming process. Some libraries perform this and also run the Unallocated credits report monthly to make sure that they catch all items eligible for refunds (or not). Some discussion agreed to also discuss/review this process in January to see if anyone has a more streamlined workflow that can be reviewed/tested.

b.      Discuss meeting venues (virtual, hybrid, in-person) for January and March CSS meetings.

                                                              i.      Discussion: The January 2022 meeting will be virtual. We will decide in January if the March meeting should be a hybrid or in-person meeting.

5.      Plan for Next meeting: January 11, 2022 at 9:30 am via phone/web conference.

a.      Review of User Group discussions

b.      Review of Claims Returned Policy and Procedures

c.       Review of workflow for Lost Items returned (yellow Lost and paid Refund form)

d.      Circulation Manual Section VII Problem Items statuses and workflow Parts D-M

6.      Adjournment at 10:56 am


For more information about the Circulation Services Subcommittee, contact Heidi Oliversen.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.


Circulation Services Subcommittee/Minutes/11-2021