Circulation Forum Minutes - May 06, 2015

Meeting was called to order at 1:30pm.

Welcome

Julie welcomed those that came to the forum and reminded everyone to share what they learned with the staff at their libraries.

Circulation Superpowers – Jennifer Adkisson

Jennifer asked circulation clerks to share their “superpowers” – the things that they routinely do that are not related to circulation transactions. There were a wide variety of extra duties listed.  Some reported that extra duties sometimes became the expectation and no longer were considered extras.

• Paperback collection management
• Handling damaged, missing, and problem items
• Handling donations (books, DVDs, etc.)
• Handling completed ILLs
• Ordering supplies
• Processing new materials
• Assisting with programs (setup, crafts, ideas)
• Shelving new books, magazines, newspapers
• Display maintenance
• Decorating for customer appreciation month
• Technology assistance
• Opening and closing procedures including closing announcements
• Handling recycling
• Print holds list, pull expired holds, search Trace and Missing lists
• Weed new book, large print
• Cleaning the break room
• Handling periodicals
• Lost and found
• Watering plants
• Book repair and jacket replacement
• Booking study rooms
• Contact for janitorial day porter
• Shelf reading
• Paperback inventory
• Serving on committees and attending meetings
• Posting signage such as closings and Library Commission meetings
• Emergency evacuation of specific library areas
• Working with volunteers
• Training for self-check, fax, copier
• Assist with meeting room setup
• Mentor library aides at circulation
• Answer reference questions
• Respond to unusual incidents such as lost animals or geese in the building

Summer Reading – Stacy Schrank

Stacy shared information about Summer Reading.  It is the biggest event the library does each year.  The online training is now available and must be completed by all staff.  It is required for all staff so that everyone knows and can tell others about the program and to ensure that MLS will meet the requirements for ODL funding. There is a test which allows 2 attempts to successfully complete. If you have trouble or aren’t successful just call Planning and it can be reassigned so you will get 2 more chances. The online guide for Summer Reading is searchable.

This is the second year that we will be awarding $6.00 fine waivers to customers. Last summer over $8,000.00 in fines were waived for customers. Program participants will receive one $6.00 fine waiver and a book upon completion of both Goals One and Two.  The $6.00 fine waiver is designed to assist customers by eliminating a barrier to using library services and can be used through September of this year.  Staff members are encouraged to participate and are eligible to earn incentives but not drawing prizes. They can also use their incentives to Pay it Forward and Waive it Forward. 

How to use a Fine Waiver:

• The $6.00 fine waiver is still a ONE TIME USE on ONE library card. If the fine is less than $6.00 they surrender the remaining amount.
• Fine waivers can only be used for overdue fines and only on one account. They are not applicable for Lost/Damaged items.
• There is no maximum number of waivers that can be used on one card or during one library visit. If John Smith has collected 15 fine waivers from friends and family he may use them all during one visit if he so chooses, but each waiver will need to be completed in separate transactions so we have an accurate count on the number of waivers claimed.
• Fine waivers will be applied in CARL-X. There a 5 approved “waived” options that each library should be using when waiving fines at any time.
  
  • Goodwill
  • Illness/death
  • Reading Program – This is the correct caption when applying a $6.00 fine waiver.
  • Staff
  • Weather
• Send used fine waivers to Circ Control with your library applications. Waivers have no monetary value and need not be sent to the business office with the money.
• If a customer uses their fine waiver to “pay it forward” be sure to indicate that in the customer’s account in the Reading Program software. Thank you notes may be sent to those that donated fine waivers.

Customers have the option of donating their $6.00 fine waiver to our “pay it forward” program.  This choice will be noted in the Summer Reading software when the incentive is awarded. The total dollar amount of “pay it forward” will be tallied at the end of the program. One person shared that they did this in an informal way last year and it made the customers very happy to be able to share the fine waiver that they didn’t need. 

Each location will be responsible for setting up a collection system and establishing a recommended best practice for the use of donated fine waivers. 

Superheroes Use Their Powers for Good – Julie Ballou

As a group attendees discussed their varying, but often parallel ideas of what a library should be and how we as staff make that idea a reality.

•  “What do you see as the library’s purpose?”
  Assist people, making information available to customers, children’s services, community outreach, social/community gathering place, foundation for community, free source of information and entertainment.
• “How do you see yourself and your department contributing to make that purpose happen?”
  We are… knowledgeable, skilled, welcoming and personable, kind and patient, navigators, and problem solvers.
• It was commented that persons “land at the library” as libraries are often the first place they go when they need information about resources in the community. That simple statement speaks volumes of the service libraries provide and the trust our communities place in us to help them find the information they need to move forward.

Sidekicks – Brittany Barber 

Attendees discussed the impact that Carl-X has had on their day-to-day operations and how the transition has impacted team work.

Running hold lists has affected and changed the roles of who and when labels are printed.

It was agreed that non circulation staff embody a willingness to help at the circulation desk, but they might not be as well versed in Carl-X procedures.

It was widely agreed that the transition has leveled the playing field as everyone was new to the software. It has highlighted individual strengths and fostered team work.  Clerks are not only looking to their circ team for help, but reaching out to other library locations for advice and tips.

Utility Belt Tools – Julie and Stacy

“What can we do as co-workers and system to make your job easier?”

Computer monitors that are able to be adjusted so patrons may view the screen alongside staff would be helpful during transactions.

Meeting adjourned at: 4:30 p.m.