Minutes of the Circulation Committee Meeting, September 13, 2022, 9:30-11am.

Member intros and new member welcome
Polls

Claims Returned All libraries attending mark claims returned, but often as a last resort after the library and the patron look for the item thoroughly. Since only an owning library marks its own items claims returned, the patron needs to contact the owning library to resolve the issue if the item belongs to a library other than where it was checked out. A note can be added to the patron record to let staff know that the items is still being searched for.  

Marge from CHA offered to update the Circulation Contacts spreadsheet with columns for claims return, item replacement and TEMP card information so it’s all in one place. Please update your library’s information. 

Allison demonstrated how to set up reports so that they run periodically, like every month. Some reports that work well are claims returned, TEMP cards at your library, claims returned, lost/lost & paid, and missing. While items are deleted a year after they are marked missing, they can be deleted before that. YRK said that they run a missing report every other month, check the shelves, and a librarian deletes items that have been missing a certain amount of time so the missing list doesn’t get too long. Lindsay also pointed out that the links in report email notifications can be copied and opened in a tab in the browser window where Evergreen is open.  

Allison mentioned that the Evergreen. Learn mores are on the IT Wiki and can provide information in addition to what’s in the other documentation. Use Find (Ctrl-F) to find what you’re looking for on the page. 

Reminders

Reminders were made that Summer to Winter Hours of Operations and other changes can be sent to the help desk. Libraries may also want to check their list of Closed Dates and update. Also, please contact the WLS IT help desk for staff issues or on behalf of patrons. You can help patrons by asking us or using Patron Support For Digital Resources. 

Discussion

There is a page on the IT Wiki with contacts for joining mailing lists. The form, which wasn’t working correctly, has been removed. 

In the public catalog, contact information for your library can be set up in the system organization settings. This includes the phone and email that you want patrons to use for contact, likely a generic or circulation email address. 

BRO asked if there is a way to know if lost notice emails bounce back. Lindsay will look into setting up lost notices so that bounce notifications go to email addresses that individual libraries choose. This can be a different address than the one that displays in the catalog, as discussed previously. 

Successes/Announcements
  • MTV held its 4th annual comic expo and over 1,000 people came. There was also news coverage. 
  • NOR had the bubble bus come to an event over the summer and 250 people were there. 
  • YCR is having mocktails as part of library card sign up month. 

This meeting was recorded and is available in Microsoft Stream or Teams. Login with your active directory credentials to view the recording.

The next meeting will be held November 15th, 9:30 – 11:00, online in Teams.

Katie (HHF) will take minutes.