Circulation Forum Minutes - November 23, 2021

Welcome:  Tricia called the meeting to order and asked Attendees to share micro-victories.

Submitted Topics:

• Missing Pieces:  Tricia reviewed the Revised Missing Pieces Process which can be found in the Access Manual. 2.
• Re-Routing Holds:  When a customer requests that a Hold item which is ready to pick up be sent to another location staff should do the following: 
  
  • Cancel the hold and place a new hold on the Customer’s account with the new pickup location. Please move the Customer to the top of the Hold list if necessary.
  • Print a new Hold label.
  • Route to the appropriate library.
  • The library or location that is initiating the change should be the one to cancel and update the Hold information.
• Shelf Checks with Multiple Libraries:  When a Customer has requested a shelf check for an item that could be at multiple locations the location that responds last should also notify the customer if necessary and the other locations involved in the search so that all parties have the latest information.
• Cleaning Tasks:  Discussion was held on how other libraries are  handing cleaning tasks now that the System’s hours have reverted back to normal.

Discussion Topics:

• Handling Customer Issues:  Nicole gave a summary of the workgroup that she chaired. This workgroup focused on the issuing of Library Cards and how to determine the correct type of a library card a customer should be issued. The workgroup created 3 documents for staff to use:
  
  • “Determining the Type of Account”
  • “Quick Facts for Non-Residents”
  • “Determining Library Card Eligibility Flowchart”
• TLC, CARL.Connect, and CARL.X:  Tricia provided some updates on what’s happening with our TLC products.
  
  • TLC will focus on CARL.Connect in 2022.
  • TLC releases upgrades twice per year.
  • Staff are encouraged to start using CARL.Connect. Feedback about any problems  should be sent to Risa and Tricia.
  • The Auto-Renewal function is on hold until after the December upgrade.
• RFID Readers:  Matthew from IT discussed and answered questions about the new RFID readers that have recently been installed throughout the system.
  
  • IT is open to the possibility of mounting the RFID readers under the counter (if space allows) however, doing this requires the unit to use more power and in some cases special mounting brackets might have to be purchased. IT would prefer not to go to the extra expense of moving the readers since they are not widely used at this time.
  • Floating an item across the scanner rather than placing it on top seems to work better.
  • No more than 5 items should be scanned at one time.
  • Matthew encouraged locations to start a spread sheet that lists problems with the RFID readers for all staff to use. Staff should make sure to note any error messages and error codes when using the RFID readers. Please inform IT when there are issues so that they can get fixed.
• News and Updates from Risa:
  
  • MLS Executive Director Larry White has been visiting other library systems throughout the state. Staff from the Tulsa City County Library System will be visiting several locations in our system in December.
  • Plans to bring Notary Services to MLS are currently being reviewed by Legal Counsel. If all goes well this service could start in the next few months.
  • New Security recommendations are under review.
  • The MLS Studio workgroup is preparing for the BI reopening. When BI reopens MLS will have two Maker Space locations.