Circulation Services Subcommittee Minutes

March 14, 2023 at 9:30 am

Zoom session


Action Items:

The CSS recommends to the ILS Committee that we change the description of item type CAAMS to “LP/Vinyl.”


Present: Zach Ott (BAR), Jeff Kauffeld (MAD), Margie Navarre-Saaf (MAD), Emily Harkins (WAU), Erica Kersten (PIN), Eddie Glade (STP), Barbara Henderson (MID), Jennifer Foster (FCH), Robin Behringer (STO), Alyssa Moura (REE)
Autumn Baumann (POR)

Absent: Steev Baker (SUN), Ronda Evenson (VER), Kelly Heasty (MCF)

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Heidi Oliversen, Cindy Weber

1.      Call to Order at 9:37 am

a.      Introduction of guests/visitors

                                                              i.      None.

b.      Changes/Additions to the Agenda

                                                              i.      M. Navarre Saaf would like to discuss downtime when SCLS is moving offices as 4f.

c.       Requests to address the Committee

                                                              i.      None.


2.      Approval of previous meeting minutes: January 11, 2023

a.      Motion: The subcommittee approved the January meeting minutes by consensus.

b.      Discussion: none.

c.       Vote: motion carried.


3.      Action Items

a.      None.


4.      Discussion

a.      Recommendation to ILS Committee to change description of item type CAAMS to “LP/Vinyl”.

                                                              i.      Motion:  M. Navarre Saaf moved to recommend to the ILS Committee that the description of item type CAAMS be changed to “LP/Vinyl.” E. Kersten seconded.

                                                             ii.      Discussion: H. Oliversen previously reviewed all the CAAMS items in the catalog and there were only a few actual cassette recordings (WID local oral history), the rest were all CDs.   C. Borck agreed to apply a different ITYPE to those items so that CAAMS could be used for the increasing collection of phonographic items. Reports were sent to the libraries and they have all removed the CAAMS item type and applied CDAMS to their items. 

                                                           iii.      Vote: motion carried.

b.      Hold Pickup Authorization form – request for language revision. 

                                                              i.      Discussion: A library requested that we review the language in the Hold Pickup Authorization form about checking out materials and add language about checking items out to the hold placer’s account.  Several libraries prefer this to checking out the holds to the person at the library.  We need a line on the form that that informs patrons that it’s acceptable for a library (based on local policy) to check items out to the person’s account that placed the holds.  If the holds, placed by another patron, are checked out to the authorized pick-up person’s account, staff have to remember the step of going into the hold-placer’s account and cancelling the hold.  PIN mentioned the 7.0 bug that is also caused by the authorized check out that produces a “No Barcode” link in the entry in the Holds List as well as a status of “Item waiting at XXX library”.  This part of the reported bug is fixed in 7.2 actually having the authorized check out “fill” the original hold is still outstanding in 7.2.  H. Oliversen made changes to the language based on input from the group to:

1.      We understand that the person checking out materials must present their own valid library card.

1.We understand that holds may be checked out on the account the holds were placed on or to the authorized person checking out, depending on local library practice.  The account the holds are checked out to is responsible for those materials.

c.       Circulation Manual changes

                                                              i.      Discussion: Thanks to everyone who had time to review the sections and offer revisions.  The majority of the changes were typos and grammar.  H. Oliversen is still working on Section 5 and 8.  The rest are complete and she accepted all of the changes.  She did reply to some of the comments/questions.  We can leave these up in Google docs for others to review as they have time.  Once we are able to schedule the 7.2 upgrade, H. Oliversen will convert the google docs back into word and update links and screenshots as necessary.  They will be converted to pdf for the final version. 

d.      Lost, Paid Returned item form versus Unresolved Refund report-status of use.

                                                              i.      Discussion: H. Oliversen still thinks it’s not time to eliminate the yellow form.  Some libraries like to use them internally and submit them to the department that issues refunds to the patrons.  Other libraries are also still sending them to libraries.  Some libraries get behind on resolving these issues.  They are a lot of work and staffing issues can cause delays.  If you have problems with getting something resolved, H. Oliversen can reach out to libraries for you and possibly offer some training for their staff.  It can be overwhelming.  The group provided positive feedback about the On Demand report and report that it makes resolving refunds quicker and easier for staff. 

e.      Meeting venues for 2023. 

                                                              i.      May meeting will be in-person at WID.  (We are not able to do a hybrid virtual meeting for this).

                                                             ii.      All other 2023 meetings will be virtual. We talked about a possible September meeting at new SCLS building, otherwise virtual meetings will continue through Spring 2024.

f.        SCLS move/network downtime

                                                              i.      Discussion: V. Teal Lovely, Tech Team and ILA Team are compiling a list of services that will be effected by the data center cutover.   The projected date for the data center move is Saturday, May 27 through Tuesday, May 30.  Network access may be available for libraries that have networks outside of SCLS, hotspots, etc.  Talking Tech server (phone and text notices) will be unavailable starting on Friday, May 19 as AT&T can only move phone lines during business hours. C. Weber asked that is be done in afternoon, so most of the calls will have already been made for Friday.   Anticipate that Talking Tech will become available between Tuesday May 30 and Friday, June 2.  H. Oliversen will be contacting libraries about offline circulation to make sure it’s properly configured.   


5.      Plan for Next meeting:  May 9, 2023 at 10 am in-person in the Community Center at Kilbourn Public Library in Wisconsin Dells.  M. Navarre is bringing bagels/cream cheese and H. Oliversen is bringing salsa and chips, homemade jam and a toaster.  Come hungry and bring your own beverages!  J 


6.      Adjournment at 10:54 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/03-2023