Circulation Services Subcommittee Minutes

07/24/2018 9:30 am

SCLS Headquarters; Chester Room



Action Items:

Item 1 Patron record SCLS Lost Items: waiving charges and deleting record

Item 2 Purge of charges on patron records where the charge is more than 10 years old and less than $100

Item 3 STO proposal: New adult patron category with limits between limited use and regular adult patron category


Present: Zach Ott (BAR), Steev Baker (SUN), Jeff Kauffeld (MAD), Margie Navarre-Saaf (MAD), Emily Harkins (WAU), Sarah Bukrey (STO), Erica Kersten (PIN), Eddie Glade (STP), Barbara Henderson (MID), Jo Clark (REE), Dave Kreklow (POR)

Absent: Gisela Newbegin (DFT)

Excused: Kelly Heasty (MCF), Ronda Evenson (VER)

Recorder: Michelle Karls (SCLS)

SCLS staff present: Cindy Weber (SCLS), Heidi Oliversen (SCLS)


1.      Call to order at 9:32 am

a.      Introduction of guests/visitors

                                                              i.      None.

b.      Changes/Additions to the Agenda

                                                              i.      Changes.  None.

                                                            ii.      Additions. Margie added an addendum to the first action item, discussion of a purge of charges older than 1/1/2008.

c.       Requests to address the Committee

                                                              i.      None.


2.      Approval of previous meeting minutes

a.      Changes or corrections:  Heidi noticed a slight typo that will be fixed.

b.      Approved by consensus or motion: The committee approved the May 8, 2018 minutes by consensus.


3.      Action items

a.      Patron record SCLS Lost Items: waiving charges and deleting record. 

                                                              i.      Motion: D. Kreklow moved to waive all charges on the patron record SCLS Lost Items and then delete the record.  B. Henderson seconded. 

                                                            ii.      Discussion: Many years ago, when an item went missing in Transit, Delivery would check it out to the SCLS Lost Items patron record and (sometimes) pay the owning library if their items were never recovered.  They stopped paying for these items as of 3/4/1999.  As part of patron database clean-up, Heidi would like to waive all charges on the record and delete the patron record.  MAD also has a patron record similar to this that they are going to delete as well (Lost Card MPL only).       

                                                          iii.      Vote: Motion carried. Send to ILS Committee.


b.      Purge of old charges on patron records.

                                                              i.      Motion. M. Navarre Saaf moved taking a proposal to the ILS Committee that we purge all charges more than 10 years old and less than $100.   S. Baker seconded.  

                                                            ii.      Discussion.  Margie asked to revisit this discussion from the last meeting.  Cindy ran a few reports for charges that were over 10 years old and it was shown to the subcommittee.  This report can’t be broken down by owning library for the Lost Charges as most of these charges pre-date the Koha migration and some even pre-date the Dynix migration.  These charge entries do not contain owning library information.  Similar to the purges we did prior to the Koha migration, can we move forward with eliminating any charges with a transaction date older than 1/1/2008 thing more than 10 years old?  The chances of getting paid for these charges seems slim.  Moving forward, Margie would also like to propose that we purge charges over 10 years old as an annual clean-up project but that can be discussed and worked out next year. Cindy will re-run this report to include the patron’s “home” library and Heidi will send it to the subcommittee for review.  Margie would like to bring it to the ILS Committee meeting next week.  The possibility that patron accounts that have been sent to UMS was discussed.  Since library accounts can no longer be “credit-reported”, UMS purges those records from their database and are only listed as the UMS processing charge in their database.  As this clearing of charges would include UMS charges, we would let UMS know which accounts were cleared if this process is approved.   We will also create a document that explains the process and the effect on records so that library staff know what to say when a previously blocked patron suddenly has the ability to check out again.  The majority of these records have been expired for some time so unless the patron comes into the library between now and December, most likely they will be purges in the Annual Purge of Inactive Patrons.  There was also some discussion of converting all of the records to Limited Use.  Heidi did ask and LibLime staff reported that they could waive all the charges and place a Circ Note on the list of patron records that we provide but this may be a billable work request. 

                                                          iii.      Vote: motion carried.   Send to ILS Committee.


c.       New adult patron category with Circ and Hold limits between limited use and regular adult patron category from STO (see document)

                                                              i.      Motion:  S. Bukrey moved to adopt the attached proposal for an additional Adult patron category.  D. Kreklow seconded. 

                                                            ii.      Discussion:  Sarah from STO reviewed the proposal and the group discussed the pros and cons.  MAD would want the fine max at $20 to avoid confusion.  Libraries don’t have to use this patron code but the patron would be limited at all libraries.  Libraries need a good policy when using this code to prevent patron from complaining about discrimination.  After some discussion, the parameters of the proposed patron category were set to a 15 item checkout limit and a $20 fine maximum.

                                                          iii.      Vote: motion carried. Send to the ILS Committee.


4.      Reports.

5.      Bibliovation Demonstrations

Heidi demonstrated and answered questions on the following demo items submitted by subcommittee members.  We are not yet ready to provide logins for testers because LibLime is still working on fixing identified problems and enhancing development.  When a significant amount of the work is complete and has gone through alpha and beta testing, Heidi will send out an email requesting volunteers review the functionality and report any additional bugs.


a.      Patron registration: new notification settings (turned off in Discovery Layer until we get more granularity)

b.      Holds Queue report (grid and table views)

c.       Check-in/check-out

d.      Setting up hold authorization and any related new functionality for hold authorization (Borrowing Relationships)

e.      Reading history defaults at registration if any defaults will be different. (CSS will provide input to initial default settings later this year)

f.        Reading history set-up from patron side (discovery layer)--saving titles and creating shelves to organize them (Options in Staff client and Discovery Layer)

g.      Searches, if they can demonstrate better functionality somehow, like better relevancy or fuzzy matches, if it will do that?  (Not yet)

h.      And some of the new options where searches include digital library and academic journals? (Button in ebook record that leads directly to Overdrive)


6.      Plan for next meeting: date/place


7.      Adjournment: 11:47 am

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