Falcon Meeting

 

Date:     08/18/05

 

Minutes:

Approval of May minutes.

 

Present:

Alternatives, Apalachin, Auburn, Aurora, Candor, Groton,  Homer, Interlaken, Marathon, Newfield, Owego, Poplar Ridge, Port Byron, Seneca Falls, TCPL, Trumansburg, Union Springs, Waterloo, Waverly, and Weedsport, Rex,  Kathy, Eric, Jan, and Karen from FLLS.

 

Absent:

Berkshire, Cato, Cincinnatus, Cortland, Dryden, Fair Haven, Lodi, McGraw, Moravia, Newark Valley, Nichols, Ovid, and Spencer.

 

Announcements:

  • Introduction of all present.

 

New Business:

1)      The notification method in Polaris was discussed. The options are mail, email or phone. Rex recommended that you use either mailing address or email, NOT phone. The system defaults to email. The phone option is used in conjunction with Telephoney which we do not have. If you choose the phone options, it is our understanding that no printed notices will be sent. Carla from UNS thinks her patrons are getting a printed notice even when phone notification is selected. We will test this. Rex can scan all patron records that do have phone as a notification option and update them to email or mail if necessary.

 

2)      Hold call receipts that are generated during Checkin prints a message to call the patron and every item is listed producing a fairly long receipt. The Hold slip is a shorter notice for one item but still contains the patron’s name and phone number. Their name is at the top of the slip, the phone number is at the bottom of the slip. Please do not insert fake email addresses in the patron record; this produces bounced messages which are unnecessary.

 

 

3)      For those libraries that have a 60 day go lost policy 3 notices are produced, 2 overdue and 1 billing notice. For those libraries that have a 30 day go lost policy 2 notices are produced, 1 overdue and 1 billing notice.

 

4)      Spine labels were discussed. We need sites willing to test the laser label printing function. SENF, WAV, HOM, OWE and WEED volunteered. Labels will be provided during this test phrase.

 

5)      Outstanding Polaris issues were discussed. A new build was installed Monday night with 129 bug fixes and enhancements. Issues fixed:

 

·        Deleting the last bib record from a record set produced an error message.

·        A collection code option has been added to the Quick Circ function, existing ones have been fixed.

·        Settings for the receipt printer retained during a reinstall.

·        The sent date and time on emails was wrong.

·        The overdue notice was pulling the header from the first library printed.

·        PowerPac would reset back to the FLLS PowerPac page NOT the library PowerPac page.

·        Saving in patron status produced an error message if an attempt was made to save the record even if no changes were made.

·        The name of the Orbs displays when putting your mouse over one.

·        Course reserves have been removed from the menu.

·        During bulk checkin scanning the barcode did not stop for holds or blocks. Now the blocks remain until enter is pressed.

·        Sounds have been added to Polaris, make sure your volume is up and the speakers are hooked up.

·        Phantom holds remained in the hold request view even after checkout to the patron. This was fixed but got whacked again.

·        Now items in transit to fill a hold do not link up to the hold. The only way to fix this is to send the item back to the library who owns it and start the process over again.

·        The dictionary and Thesaurus in PowerPac is fixed.

·        The hold problem in Nichols has been fixed.

·        In Waverly and Candor, patrons trying to place more than one hold in PowerPac are being blocked. Eric will check into this.

·        Rex requested that libraries send him an email if your library would like to block patrons from placing holds if they have a block against their record. If you would like to do this, please email Rex the specific parameters.

·        Emails sent to AOL accounts and bouncing have been fixed

·        Notices are now sent according to library policy, if you would like the wording changed on the notices, please email Rex with the changes. Also if you notice items that have a status of checked in but still appear on the patrons list of items out, please email Rex with the details.

 

6)      Auburn requested that their patron records do not display at the Cayuga Connect libraries. Trumansburg would like all of Tompkins County patrons displayed but was wondering if that ability could be password protected and only seen by staff not volunteers.

 

7)      Polaris issues NOT fixed.

 

·        Pop up problem in Power Pac may be due to a pop up blocker installed in Windows. Because the login window or in clicking on the additional information link pops up a window, this may cause problems if a pop up blocker is installed.

·        The in-transit slip has the wrong information on it.

·        Unclaimed holds when scanned the first time point to the previous patron then when scanned again display the correct information.

 

Requested enhancements.

 

·        The processing fee should be able to be set at a branch level.

·        There should be an easy way to convert a claimed returned item to lost.

·        During a PowerPac session if a hold is placed and the X is selected on the pop up window, it leaves you logged in.

·        Ability to charge fines for the dates the library is closed.

·        Placing holds on an item whose status is In should be limited to a library who does NOT own the item.  It should not be allowed at a local level but only at a system level.

·        The address check and expiration date are set but when you renew a patron, it does not reset with the new date.

·        Add a status of shelving cart.

·        Also suggested: give patrons the ability to change their email address in PowerPac.

 

8)      Rex discussed the procedure for submitting enhancements requests. We will generate a form for you to use, the suggestion will be voted on by the Polaris users group and the top 5 will then be given to the GIS programmers.

 

9)      The 2006 draft budget was explained and a handout given out. Clarifications on a few specific line items were discussed.

 

·        The line item entitled License refers to the remote control software, the public web browser and the support tracking software.

·        Polaris software maintenance refers to server support and the Syndetics enhanced content.

·        Supplies include notices, paper, toner cartridges, backup tapes, barcodes, patron cards, PUG dues and miscellaneous.

·        The support cell service is also linked to a toll free number.

·        A reserve was set aside for equipment to replace Polaris equipment and a software upgrade reserve on a 10 year cycle.

·        Telecom expenses include what we pay for an Internet connection (RoadRunner and Clarity). Based on the 2006 contract; 2006 fees will remain the same but we will be revising the fee structure due in part to the change in configuring port fees.

 

A committee will be formed to determine how fees will be based but will not take effect until 2007. We should start working on the revision by Fall of 2005. The total revenue is based on fees charged to member libraries and we remain committed to making them affordable. Telecom expenses have not gone up in a few years except when a new library comes online and we have to pay the Internet connection. Cortland is expected to be online around January, February or March of 2006.

 

10)  Kathy discussed some training issues. A procedure needs to be established for out of system ILL’s. She pointed out that these can be deleted from the checkout screen. The next regional training session will focus on Polaris reports available. It was suggested that written instructions on call number protocol and out of system ILL’s be generated and distributed. Kathy also handed out the lost items parameters for each library. The committee needs to meet again and discuss the reimbursement for the owning library on lost items. Libraries not complying may face restrictions on borrowing items. Auburn pointed out that their policy is to pay an invoice they receive within 3 months and if the invoice is not paid, services are cut. If you identify an item that you own that was lost by another library’s patron, please send the bill to the library that lost the item.

 

 

Open Discussion:

1)      The system wide processing fee was discussed. FLLS has already submitted an enhancement to have that fee set at a branch level. The question was raised as to why a processing fee is charged. Some libraries use this fee to cover the actual processing of the replacement copy, labels, cover, staff time, etc. This fee was determined to be warranted by the Falcons Circulation committee. In Polaris the $10 processing fee is added to the replacement cost of the item and is not identified as a separate charge. A suggestion was made that if a library does not charge a processing fee; simply subtract $10 from the replacement cost entered for that item in Polaris. Another option is to pay the replacement fee minus $10 and waive the $10 balance left over on the patron’s account.

 

Meeting adjourned:

                 11:45 am

 

Next Meeting:

                November 17th meetings are now 9:30 – 11:30 am