HomeMy WebLinkAbout05-22-2014 Board of Library Trustees10VA./A CITY
PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
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BOARD OF TRUSTEES
AGENDA
5:00 pm — 2"d floor Board Room
May 22, 2014
Meredith Rich -Chappell, President
Diane Baker
Thomas Dean
Janet Freeman
David Hamilton
Thomas Martin
Linzee McCray
Robin Paetzold, Secretary
Jay Semel
1. Call Meeting to Order.
2. Public Discussion.
3. Approval of Minutes.
A. Approve Regular Minutes of Library Board of Trustees April 24, 2014 meeting.
4. Unfinished Business.
A. Planning process update.
Comment: Consultants will provide an update on the strategic planning process.
S. New Business.
A. Election of Officers.
Comment: A slate of officers for FY15 will be presented by the Nominating Committee.
B. Board Policy #501: Statement of Authority.
Board Policy# 502: General Personnel Policies.
Board Policy# 503: Administrative/Confidential Rights & Benefits. (sent under separate email.)
Comment: These are regularly scheduled policy reviews.
6. Staff Reports.
A. Director's Report,
B. Departmental Reports: Adult Services, Community & Access Services.
C. Development Office Report.
D. Volunteer Recognition,
E. Spotlight on the Collection.
1
7. President's Report.
8. Announcements from Members.
9. Committee Reports.
A. Foundation Members.
10. Communications. None.
11. Disbursements.
A. Review MasterCard Expenditures for April, 2014.
B. Approve Disbursements for April, 2014.
12. Set Agenda Order for June Meeting.
13. Adjournment.
QWW iOWA CITY
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Iowa City Public Library
Meeting Agendas and Other Significant Events
MAY 22, 2014
JUNE 26, 2014
JULY 24, 2014
Policy Review:
Develop Ideas for Board Annual Report
Review Board Annual Report
#501: Statement ofAuthortty
#502: General Personnel Policies
Director Evaluation
Adopt NOBU Budget
#503: Administrative/Confidential Rights &
Benefits
Approve new Strategic Plan
Planning Update
Election of Officers
Departmental Reports: CH, CLS, IT
Departmental Reports: AS, CAS
Departmental Reports: AS, CAS
OTHER: Library Links Golf Classic,6/27
AUGUST 28, 2014
SEPTEMBER 25, 2014
OCTOBER 23, 2014
Review Annual Staff Report
Budget Discussion
Budget Discussion
Departmental Reports: CH, CLS, IT
Departmental Reports: AS, CAS
Departmental Reports: CH, CLS, IT
OTHER: Annual Board Dinner
NOVEMBER 20,2014
DECEMBER 18, 2014
JANUARY 22, 2015
Departmental Reports: AS, CAS
Policy Review:
Review 2nd Quarter Goals/Statistics
#815: Internet Use
6 month Strategic Planning Update
Departmental Reports: CH, CLS, IT
Departmental Reports: AS, CAS
OTHER: Inservice Day, 12/12
FEBRUARY 26, 2015
MARCH 26, 2015
APRIL 23 2015
Appoint Nominating Committee
Appoint Committee to Evaluate Director
Meet as Members of Friends Foundation
Set Hours for Next Fiscal Year
Departmental Reports: AS, CAS
President Appoints to Foundation Board
Departmental Reports: CH, CLS, IT
Departmental Reports: CH, CLS, IT
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Agenda Item 3A-1
IOWA CITY
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123 S. Linn St. a Iowa City, IA 52240
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BOARD OF TRUSTEES
Minutes of the Regular Meeting DRAFT
April 24. 2014
Members Present: Janet Freeman, David Hamilton, Thomas Martin, Linzee McCray Robin Paetzold,
Meredith Rich -Chappell, Jay Semel,
Members Absent: Tom Dean, Diane Baker.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Patty McCarthy, Elyse Miller, Brent Palmer,
Vickie Pasicznyuk.
Guests Present: Hannah Kane.
Call Meeting to Order. President Rich -Chappell called the meeting to order at 5:07 p.m.
Introduce new Board member. President Rich -Chappell introduced David Hamilton, new Board
member. Introductions were made around the table.
Public Discussion. None.
Approval of Minutes.
The minutes of the Regular Meeting of Library Board of Trustees March 27, 2014 meeting were
reviewed. A motion to approve the minutes was made by Paetzold and seconded by Freeman.
Motion carried 7/0.
Unfinished Business.
Strategic Planning. The next strategic planning committee meeting is set for Friday May 23, 2014
from 8:30 to 11:30 am. Craig will invite the consultants to give an update at the May 22, 2014 Board
meeting since they will be in town. Lots of data is available on the strategic planning website page.
Freeman asked where we are in the process. Craig said the planning group discussed the library's
mission statement and values statements at the retreat and began to identify some areas that will
turn into goals. Paetzold asked when the consultants will talk to Board members. Craig believes they
are not going to interview Board members as there is good Board representation on the planning
committee but will check with Bill Wilson.
New Business.
Board Policy *702: Policy for Library Programs. This is a regularly scheduled policy review. No
changes suggested. No Board action required.
Agenda Item 3A-2
Board Policy #703: Cable Television Channel Programming Policy. This is a regularly scheduled
policy review. Rich -Chappell asked what happens when the City's arrangement with Mediacom
ends. Craig explained as she understands it, the City's franchise agreement will end in 2018 and
then Iowa City goes under the statewide franchise with Mediacom. Mediacom was required to have
local access channels under the local franchise agreement, however there is a requirement for only
one local access channel in the statewide agreement. Freeman asked if this is a dire situation. Craig
said the library receives approximately $58,000 each year from the franchise fee which pays for
staffing and equipment, Money from the franchise fee is used to support public access and doesn't
just pass through as a revenue stream. This is a long-standing Iowa City policy. A motion to approve
the revised Cable Television Channel Programming Policy was made by McCray and seconded by
Paetzold. Motion carried 7/0.
Accept Building Project work. This is the official completion of the renovation project and releases
the final payment. Martin asked if someone approved the final work. Craig said she, Building
Manager Brad Gehrke, and Architectural Services Coordinator, Kumi Morris, created a punchlist and
met regularly with the contractor. A motion to release the final payment on the building project was
made by Martin and seconded by Freeman. Motion carried 7/0.
Staff Reports.
Director's Report. Craig will be out of town to visit grandchildren in New York. We are in the process
of getting the spring edition of the Window newsletter out. Staff completed two sessions of ALICE
training provided by City of Iowa City Police Officer Jorey Bailey.
Departmental Reports,
Children's Services. Martin thinks it's fantastic we have summer reading programs.
Collection Services. Craig is pleased that eBooks are now in the catalog and looks forward to when
you can click on an eBook and it opens seamlessly inside the catalog.
IT. Martin asked about people counters. Craig said they have been installed for a week or so. The
equipment is much more sophisticated and can count three people walking in at the same time
instead of the old technology which would only register one person. Now we can count people into
meeting rooms which we were unable to do before. We are comparing the old system and the new
and so far the new counters are registering 20% more people into the building.
Development Office. McCarthy reported the golf fundraiser continues to roll along. At this point
there are more sponsors and teams than there were last at the same time last year. UI Student
Government and the Fraternal Values Society teamed up and held a book drive for the Book End.
Bags were distributed in targeted neighborhoods and we received more than 1000 items for the
Book End. McCray asked which neighborhood; McCarthy said Galway neighborhood near Melrose.
Spotlight on the Collection. No comments.
President's Report. Next month will be the last month of Rich-Chappell's presidency as she will not
be in town for the June meeting.
2
Agenda Item 3A-3
Announcements from Members. Freeman suggested Martin describe the search for a new State
Library Director for Hamilton's benefit. Martin said the Executive Committee reviewed the one RFP
submitted. There was a brief discussion about the function of the State Library Commission in
response to a question from Hamilton.
Committee Reports.
Foundation Members. Semel reported on the Foundation Board meeting. There has been an
intentional reduced number of fundraising events this year. Tom Gelman, President of the Friends
Foundation Board suggested waiting on the planned giving campaign.
Communications. None.
Quarterly Financial Reports.
FY14 Third Quarter Receipts and Expenditures. The financial reports were reviewed. No Board action
required. Craig said we are doing well with budgeting.
Quarterly Use Reports.
FY14 Nine -Month Output Measures, Circulation by Area and Agency and Circulation by Type and
Format reports were reviewed. Freeman asked about the teen room use. Clark said the space is
being used. For example, this afternoon a homeschoolers book club with 11 people were using the
space. Semel suggested we find ways to quantify some of the services and programs the library has
improved or added that have not been reflected in statistics up to this point. Paetzold asked about
the decrease in the number of library cards issued and wondered if this is an anomaly or if there is
less turnover. Craig said that she is watching this statistic. Paetzold wondered if it is a regional trend.
Disbursements.
The MasterCard expenditures for March, 2014 were reviewed. A motion to approve the
disbursements for March 2014 was made by Martin and seconded by Freeman. Motion carried 7/0.
Set Agenda Order for May Meeting.
Policy reviews.
Election of officers.
Adjournment. A motion to adjourn the meeting was made by Paetzold and seconded by McCray.
Motion carried 7/0. President Rich -Chappell closed the meeting at 6:16 pm.
Respectfully submitted,
Elyse Miller
Agenda Item 513-1
Policy Reviews:
501: Authority for Administration of Personnel Policies for Library Employees
502: General Library Personnel Policies
503: Administrative & Confidential Employees Benefits
Issues
These are regularly scheduled policy reviews. No changes are recommended to 501. We rely on the
City's personnel staff expertise to update the general personnel policy, and the Administrative and
Confidential Employees (at the Library this includes the director, department heads, and the
Switchboard supervisor) Benefits Handbook. This is done irregularly, but both have been updated since
your last review. We modify the City's Personnel Policy by naming the Library Director instead of the
City Manager and removing portions that cover circumstances we do not have at the Library — for
instance, references to Civil Service or requirements for commercial driver's license. All changes
proposed to the Personnel policy (502) reflect changes made to the City's policy. The final two sections
of the policy are Library specific. We have never revised the Administrative & Confidential Employees
Benefits Handbook, but simply adopt the City's most recent version. It is the City's practice to provide
most benefits negotiated through the AFSCME labor agreement to administrative employees as well,
and that is often done without formal updates. We do the same.
Background
The powers of the Library Board include oversight over personnel matters, unlike most other City board
and commissions. The Board approves personnel policies and labor agreements for the Library, as the
City Council does for the rest of the City. However, we rely on the City's support and expertise, and
attempt to follow the policies established by the City when possible. When we feel it is important we
develop policies that mayvary slightly, but are still compatible with those of the City.
There are four board policies related to personnel, the three you are considering as part of a regular
schedule of policy reviews, and the AFSCME labor agreement which is negotiated and approved for a
specified period of time.
Prepared by,
Susan Craig, Library Director
Section 501: Authority for Administration of Personnel Policies for Library Employees
Agenda Item 5B-2
501.1 Library Board of Trustees
Under Title 11, Chapter 1, Section 2(E) of the Code of Iowa City, the Library Board of Trustees has
full responsibility "to employ a librarian and authorize the librarian to employ such assistants and
employees as may be necessary for the proper management of a library... and to make and
adopt... rules and regulations, not inconsistent with ordinances and the law, for the care, use and
management of the Library."
The Board approves all policy statements, and their rules supersede any and all conflicting
statements of the City of Iowa City Personnel Policies, except for labor contracts negotiated jointly
by the Library Board of Trustees and the City Council of Iowa City. Library personnel policies must
be read in conjunction with the current labor contract and specific items may be modified or
superseded by interpretations of the contract or by a newly negotiated contract. Also, the Board of
Trustees recognizes its close relationship with the City of Iowa City and shall, except where legal
responsibilities restrict or the best interest of the library would not be served, create policies that are
parallel or in harmony with those of the City of Iowa City.
For legal purposes Library employees are employees of the Library Board of Trustees, but for some
general purposes and in the eyes of the general public, Library employees are City employees.
501.2 Library Director
Responsibility for the employment of all employees except the Director as well as the administration
of the personnel policies for the Library is assigned by the Board of Trustees to the Library Director.
The Director works closely with the City's Human Resources Department and, wherever possible,
develops personnel procedures that are compatible with those of the City. Day-to-day personnel
work at the Library is handled by the Library's Administrative Coordinator and the administrative
staff.
501.3 City of Iowa City Human Resources/Personnel Department
This department processes all transactions for Library employees, and therefore certain library
procedures must match their requirements. Procedures related to insurance and employee benefits
or state and federal laws are administered as established by the City.
The Personnel Administrator and City Attorney staff provide valuable assistance and counsel to the
Library's administrative staff on personnel issues, contract interpretation, and legal requirements.
501.4 Revisions
Personnel related policies 502 and 503 are regularly scheduled for review when a city-wide revision
has taken place and as needed. The labor agreement, 504, is negotiated on a schedule established
in the contract.
501.5 Distribution
All employees of the Library shall have access'to a copy of the personnel policies and shall be
advised of any changes or amendments. Copies of the policies are available in the Library Board
Policy Notebook in the Library Business Office, and the Board Room and on the staff intranet. A
copy for the public shall be maintained on the Library web page.
Approved by Board of Trustees, July 22, 1982
Revised May 28, 1987
Revised November 18, 1999
Revised April 28, 2005
Revised April 24, 2008
Revised May 26, 2011
Lib/policy/sec501.doc
Agenda Item 56-3
502
SECTION 502.GENERAL LIBRARY PERSONNEL POLICIES
502.1 PURPOSE
The purpose of this document is to set forth the policies by which personnel -related
decisions made by either supervisor or employee are to be guided and to express mutual
expectations for conduct in the workplace. The Library's ability to manage and provide
public services with efficiency and effectiveness is dependent upon the capability and
performance of its employees. The Library strives to provide a good working environment,
emphasizing individual achievement, open communication, and sensitivity to employee
needs.
The Personnel Policies identified herein are not intended to create any contractual rights in
favor of you or the Iowa City Public Library. The Library reserves the right to change the
Personnel Policies at any time.
502.2 ADMINISTRATION
These policies generally cover all Library employees; however, temporary/hourly-pay
employees may not be covered by all provisions.
Questions of interpretation should be addressed to the Library Director, who shall be
responsible for final interpretation and application of these policies. The principles
expressed herein will be used as a guide regarding issues not specifically addressed in
these policies.
This document should be read in conjunction with negotiated labor contracts and operating
procedures published by the Library.
Upon appointment to a budgeted position, all employees of the Library shall be furnished a
copy of these policies. Employees will be informed of any substantive changes or
amendments. Updates will be posted online and hard copies will be provided upon
request.
502.3 EQUAL EMPLOYMENT OPPORTUNITY
.31 General Policv
It is the policy of the Library to prohibit discrimination and harassment of any type
and to afford equal employment opportunities for all employees or potential Library
employees regardless of race, creed, color, sex, national origin, religion, age,
sexual orientation, gender identity, marital status, or mental or physical disability,
genetic information, veteran status, or other class/category protected by federal
state, or local law except where age, sex, or physical ability constitute a bona fide
occupational qualification necessary for job performance. This extends to all areas
of personnel administration including but not limited to recruitment, employment,
promotion, transfer, training, working cnditions, wagers, benefits, and application of
personnel policies, and and shall be consistent with all protections afforded by
applicable federal and state statutes.No personnel decision, action, term,
Agenda Item 513-4
It is the goal of the Library to Guard against illegal discrimination through
force that reflects the available qualified population.
business.
The Library will employ recruitment and selection practices that support this policy
Employer on mob advertisements, postings, employment application forms
websites and other recruitment sources. The Library will make efforts to identify
held responseible for using legal interviewing and selection techniques and criteria.
.32 Harassment
The Library is committed to providing a work environment free of harassment and
discrimination. Harassment may take many forms, including behaviors that are
overt or very subtle. Harassment may occur between or among members of the
same or opposite sex, employees and the public, co-workers, or subordinates and
supervisors. Harassing behavior, whether of a sexual nature or not, has the effect
of creating a hostile or offensive work environment and is prohibited behavior.
a. Sexual Harassment
Sexual harassment is a form of unwelcome conduct that affects terms or
conditions of employment or creates intimidating, hostile, or offensive
work environments. Such harassment is prohibited for all employees,
regardless of status, including supervisors, subordinates, administrators,
and co-workers. No employee, either male or female, should be
subjected to such conduct. Sexual harassment may also be charged
between same -sex employees.
Sexual harassment may take the form of but is not limited to:
• Deliberate or repeated unsolicited verbal comments, questions,
representations, or physical conduct of either a sexual or non -sexual
nature that are unwelcome to the recipient.
• Making or threatening to make decisions affecting an employee's job
on the basis of the acceptance or refusal of a request for sexual
intimacy.
• Verbal or physical conduct that has the purpose or effect of creating
an intimidating, hostile, or offensive work environment.
• Unwelcome sexually explicit or vulgar language, sexual jokes or
innuendo, touching and/or lewd gestures, or physical contact.
2
Agenda Item 513-5
• It may also include more subtle actions directed at one or more
individuals.
b. Racial, Ethnic, Religious, Age, Sexual
Orientation, Gender Identity, Genetic Information or
National Origin
Harassment, or gisab4i1y- Discrimination.
This is also a form of employee misconduct and is prohibited. Such
harassment may take the form of but is not limited to slurs, graffiti,
derogatory names and jokes, physical conduct, or offensive behavior
relating to one or more of an individual's origins, physical
characteristics, or beliefs.
C. Complaint Procedure
The Library will actively pursue and investigate complaints of harassment,
discrimination -or denial of civil rights, and appropriate action will be taken.
Employees who encounter conduct they believe violates this policy are
encouraged to bring it to their supervisor's attention, and if the supervisor is
the involved party, or if the employee prefers, to the Library Director or City
Attorney's office. All such complaints and records of resulting investigations
shall be kept confidential, to the extent possible, while allowing the Library
and City to meet their obligation to investigate such complaints.
There will be no retaliation against any employee for filing a complaint
either formally or informally, or against any person for participating in the
complaint and investigation process. Each complaint will be thoroughly
investigated. If a violation is confirmed, it will be resolved in a manner
designed to remedy any past harassment and prevent any future
harassment.
d. Conseguences of Harassment
Harassment is unacceptable conduct in any form and can be the basis for
a discrimination charge against the Library and/or an individual employee.
It is the Library's position that every employee has the right to work in an
environment free of any type of harassment or discrimination.
Consequently, any employee who engages in prohibited conduct will be
subject to disciplinary action, up to and including discharge.
All employees have an affirmative duty to prevent harassment and
discrimination in the workplace by producing an environment that exposes
and discourages harassment or discrimination of any kind.
502.4 LABOR RELATIONS
The Library recognizes its duty to bargain collectively with employee organizations
certified by the Public Employment Relations Board, as provided by State law. Pursuant to
this requirement, the duties, obligations, and rights of the Library and the certified
employee organization, American Federation of State, County, and Municipal Employees,
Local 183 (AFSCME), are set forth in the collective bargaining agreements mutually
entered into by the Library and the employee organization. Please refer to the collective
bargaining agreement for specific details. This contract is negotiated jointly with the City's
3
Agenda Item 513-6
unit of AFSCME, Local 183. The Library Director has the final authority to interpret and
administer the contract. (See Section 504 for current contract.)
502.5 EMPLOYEE RELATIONS AND CONDUCT
The work of every employee is important. On-the-job performance has an effect on the
employee's success with the Library, as well as having an effect on the quality of service
to the citizens of Iowa City. Employees have a right to expect fair treatment and fair
compensation from the Library. In return, employees are expected to work diligently
toward providing high levels of public service.
.51 Public Relations
Providing information and service is the Library's principal task; therefore, it is the
first priority of each employee when dealing with members of the public or other
employees to act in a courteous, responsive, and prompt manner, to provide
accurate responses and/or appropriate referrals, and to be fair and consistent in
the enforcement of library rules. Staff should refer to the Social Media Use by Staff
Policy for additional information.
.52 Workplace Violence Prevention
Providing a safe work environment is essential to the Library. Acts or threats of
violence against any Library employee will not be tolerated whether among
employees or between one or more employees and the public. Any Library
employee initiating a violent act against another Library employee or a member of
the public will be subject to disciplinary action.
Workplace violence includes any act of physical, verbal, written, or electronic
aggression and/or intimidation within the work setting, as well as destruction or
abuse of property.
All reports of violence will be reviewed in a timely manner. Generally such reports
should be made to the employee's supervisor; however, the employee may make
the report to a Coordinator, the Library Director, or to the City Personnel Director.
.53 Licenses and Certifications/Notice Requirements/Insurability/
to disciplinary action up to and including discharge.
Certain positions within the Library require the possession and maintenance of a
license or certification. If a position has such a requirement, it will be listed in the
job announcement when the job is posted. If the requirement changes while an
employee is in a position, the employee will receive notice of such change and will
be given a reasonable amount of time to comply with the requirement. If an
employee loses or fails to obtain a license or certification A lisense required for the
position he/she holds ,the employee
may be subject to discharge for failure to meet minimum job requirements.
n
Agenda Item 5B-7
a. Maintaining a Valid License
Employees required to possess and maintain a valid Iowa driver's license are
responsible for checking the expiration date and renewing their license prior to
the expiration date. If an employee's license is suspended, revoked, or
cancelled, it is the employee's responsibility to notify his/her supervisor at the
beginning of the first work day after receiving notice of the action. Employees
are prohibited from driving any City vehicle without the appropriate valid
license.
The City routinely runs driver's license checks on employees who must have a
license as a job requirement, as well as employees who drive Library or City
vehicles in the course of their employment. An employee who has a license
that is current at the time of the license check, but whose record shows it was
suspended, revoked, or cancelled in the period of time since the last check, is
subject to disciplinary action if he/she drove a Library or City vehicle during that
time and/or failed to notify 1401 Ftheir supervisor of the suspension,
revocation, or cancellation. Employees who are required to have a valid license
will be subject to disciplinary action if they allow their license to expire and are
unable to perform their work duties.
b. Insurability
Employees required to possess and maintain a valid driver's license must also
remain insurable under the City's liability insurance. Failure to remain insurable
due to excessive or serious violations will subject an employee to disciplinary
action up to and including discharge.
A work permit does not meet the City s requirement for a valid license. In no
event will the City install an ignition interlock device on any City vehicle to meet
the requirements of a work permit.
c. State Library of Iowa Librarian Certification
All budgeted librarians must maintain a current State Library Public Librarian's
Certificate Level VI or above.
.54 Weapons
No employee of the Library shall carry a weapon while on duty. Weapons are not
allowed on City property nor in an employee's vehicle when parked on City
property. Issuance of a concealed weapons permit does not exempt an employee
from these provisions.
.55 Library Owned Computers and Phones
Library computers and phones are provided for use by the employee and are the
property of the Library. Such property is subject to recall by the Library at any time.
Employees have no right to privacy in information maintained on a Library owned
computer, the Library computer system, Library-provided/funded cell phone or
other electronic communications device or the Library phone system, whether or
not the employee considers such information personal. Staff should refer to the
5
Agenda Item 5B-8
Telecommunications Policy for more specific information.
.56 Appearance -Grooming
Employees are expected to maintain a level of personal appearance and grooming
that is considerate of other employees, and projects an image that inspires the
confidence of citizens and others with whom the employee must associate in the
course of work. Specific rules related to appearance and grooming are referred to
in the Library's Employee Manual.
The Library Director will make the final decision if there is a dispute over what
constitutes appropriate personal appearance.
Employees are required to adhere to health, safety, and sanitation standards while
at work.
.57 Personal Activities
Conducting personal or non -duty related activities is discouraged during work
hours, except in emergencies and with the approval of the supervisor-.f 44
necessary te FRake a peFS9RaI Ph9R8 Gall, the sail sheuld be kept sheFt. It is
preferable that personal calls be made at designated break times or during lunch
time. When possible, personal phone calls should be made from a phone away
from areas used by the public to conduct business. Non -work related use of social
media should follow the same guidelines as personal calls. See Social Media
policy for additional information.
.58 Supplemental Employment
Supplemental employment outside the employee's assigned Library working hours
must in no way interfere or conflict with the satisfactory performance of Library
duties. Supplemental employment that either creates or gives the appearance of a
conflict of interest is prohibited. No employee is to conduct any supplemental
employment during their scheduled working hours unless they are using pre -
approved leave. Supplemental employment for fulltime employees is not encour-
aged.
If an employee is unable to perform his/her job for the Library due to injury or
illness, work for another employer is expressly prohibited.
.59 Religious Holidays
Every reasonable effort will be made to accommodate employee requests for
release from work to participate in bona fide religious holidays or services. Once
approved, personal leave days, accrued vacation time, compensatory time, or, in
the absence of any of these, unpaid leave may be used to cover such absences.
.60 Education
Advance approval from the Library Director or his/her designee is necessary for an
employee to engage in any educational effort during normal assigned working
hours, other than that which is provided by the Library as continuing education.
Consideration of such requests may -will be based upon possible benefit to the
Library, ability to reschedule said working hours to the Library's convenience, and
M.
Agenda Item 513-9
a demonstrated ability of employees to effectively carry out the responsibilities of
their positions. Employees are encouraged to schedule educational programs
outside of regular hours whenever possible.
The expense of educational seminars and training sessions required by the Library
will be paid by the Library, in accordance with Section 502.12 of this policy.
.61 Absence Without Leave
Any absence of an employee, including an absence for a single or part of a day,
that is not authorized by the employee's supervisor or the Library Director will be
deemed an absence without leave. Any such absence shall be without pay and
may be subject to disciplinary action.
502.6 EMPLOYEE ASSISTANCE PROGRAM
The Library recognizes that a wide range of personal problems can affect employees' job
performance. Examples of problems include marital, family or financial difficulties;
physical, mental or personal problems; substance abuse; or alcoholism. It is also
recognized that while these problems are serious, they can be successfully resolved if
identified and treated.
.61 Referral Service
The City sponsors the Employee Assistance Program (EAP) as a means of
assisting employees and their family members. It is available as a confidential
service for information, short-term counseling, and referral to other community
resources. The program is in no way meant to interfere with the private life of the
employee. Employees are encouraged to contact the EAP to discuss a personal
problem before it affects their work performance. Any voluntary involvement with
the EAP will be strictly confidential.
Iraq staff ream. Employees may contact the EAP by calling 351-9072. In the
event work performance is affected, a mandatory referral may be made by an
employee's supervisor. When a mandatory referral is made, the employee is
required to be seen by an EAP Counselor, who will report the employee's
attendance to the City. The City is not provided a diagnosis, and any discussion
between the employee and counselor remains confidential.
.62 Substance Abuse
All Library employees are eligible for and encouraged to seek treatment and
rehabilitation for alcoholism, problem drinking, or substance abuse through the
City's Employee Assistance Program or other available community resources.
Alcoholism or drug addiction are not causes for discipline. However, if they impact
job performance, including attendance, work performance, inter -personal or public
relations, etc., disciplinary action may be taken. Nothing in this section relieves
employees of responsibility for their own conduct on the job.
502.7 DISCIPLINE
71 Disciplinary Measures
The responsibility of the Library to maintain efficient operations may occasionally
require taking disciplinary action against employees. The objective of disciplinary
action is to correct inappropriate behavior and produce efficient Library operations.
Agenda Item 513-10
However, failure of the employee, after notice, to modify behavior may result in
further disciplinary action up to and including termination of employment.
Employees in bargaining units should refer to the AFSCME collective bargaining
agreement for further clarification.
72 Causes for Discipline
The following list is illustrative of, but does not include all, types of behavior for
which disciplinary action may be taken.
a. Insubordination.
b. Theft of Library property or money, or acting in a careless or negligent
manner with Library money, property, or vehicles.
c. Willful or continued violation of Library rules and policies.
d. Abusive or improper treatment during the performance of duty to any member
of the public, fellow employee or city official, including harassment on the basis
of race, creed, color, sex, national origin, religion, age, sexual orientation,
gender identity, marital status, mental or physical handicap or disability; or any
behavior including behavior outside the workplace which has the effect of
producing a hostile work environment.
e. Tardiness, failure to report to work, or failure to maintain a satisfactory
attendance record.
f. Failure to satisfactorily and consistently perform the duties of the position;
incompetence, inefficiency, or negligence in the performance of assigned
duties; unauthorized dissemination of non-public information acquired during
the performance of duties for the Library.
g. Violations of the Federal Drug Free Workplace Act, the City of Iowa City's Drug
and Alcohol Policy, and/or the City CDL Policy; violation of departmental rules,
City Personnel Policies, or any other rules or regulations promulgated by the
Library.
h. Lying or providing false, inaccurate, or incomplete information either verbally or
in writing; falsification, alteration, deletion of required information, or failure to
include material information on any application or Library record.
Inappropriate use of telephone lines, long-distance service, FAX/photocopy
services, computer, cell phones, or other Library -owned property.
j. Operating Library and City equipment or vehicles without proper license or
permit, failure to maintain any required license or permit, or failure to notify the
Library of loss of any such license or permit.
k. Failure to make payment in a timely manner for any employment related
charges including costs for return -to -duty or follow-up drug tests.
I. Illegal activities and/or conviction of a crime closely or directly related to the
ability of employees to perform their job effectively.
Agenda Item 513-11
m. Disregard for safety policies and procedures, including improper use of safety
gear, clothing, or equipment.
n. Activity which involves conflict of interest or use of Library employment for
personal gain..
o. Revealing confidential Library records or unauthorized use of privileged
information.
502.8 PERSONNEL TRANSACTIONS
.81 Personnel Files
The Library considers personnel files to be Library property generated for purposes
of conducting business operations. It is the policy of the Library to permit access by
all Library employees to their personnel file maintained in the Business Officeaad
Access to these files and the information contained in them is generally limited to
the employee, appropriate supervisory personnel, appropriate administrative
personnel and third parties authorized in writing by the employee (i.e., union
stewards, attorneys, etc.). The file information may also be accessed and utilized
in situations involving business operations. Information related to education,
employment and job performance will be maintained in these files. Confidential
medical records and benefits information are maintained separately from an
employee's personnel file.
Library employees are permitted access to their personnel files during regular
Business Office hours. Employees are permitted to examine, take notes, and make
copies of any materials in their file but may not copy tests or interview questions for
the purpose of sharing information with job applicants or potential job applicants.
Employees wishing to examine their files during work hours must have the
permission of their supervisor to leave their work site. A Business Office staff
member must be present during this examination. An employee may request
correction of any alleged misinformation contained in the file. If this request is
denied, the employee will receive an explanation of the reason thereof and will be
permitted to place a concise statement of disagreement in the file.
Employees are encouraged to keep their personnel files up-to-date with all job -
related information such as degrees obtained, seminars attended, and certificates
of completion.
In addition, employees are required to update their personnel files when they
experience a change of name, address, phone, or emergency contact.
82 Medical Files
Employee medical records are personal and confidential and will be maintained in
a separate medical file. Medical files are subject to the privacy restrictions imposed
by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
An employee's health information is personal and confidential, and the Library will
not release such information without the express written consent of the employee,
except as required by law.
Agenda Item 56-12
.83 Public Information
The following employee information is classified as "Public Information''=" under
Section 22.701) of the Iowa Code and will, upon request, be provided to any
individual or institution by the Business Office:
Employee name
• Employee compensation including the value of benefits conferred,
including but not limited to casualty, disability, life, or health insurance, other
• Employee hire date and separation date
• Employee job ""cPositions held with the Library
• Employment contract (if applicable), including compensation or any other terms
of employment
• Educational institutions attended and degrees and/or diplomas earned
• Previous employment information including names of previous employers
positions previously held, and dates of previous employment
• The fact that an Employee was discharged as a result of final disciplinary
action"
'Information becomes public upon exhaustion of applicable contractual, legal and
statutory remedies.
Should Iowa Code Section 22.701) or other Iowa law be amended to either
enz�e or restrict what employee information is classified as "Public Information"
under Iowa law. the Library will modify its practices accordingly without further
notice to employees.
Information such as address, telephone number, birthdate, social security number,
etc. is not public information and will not be released unless requested in writing by
the employee.
Information such as address, telephone number, birth date, social security number,
etc. is not public information and will not be released unless requested in writing by
the employee.
.84 Job Description
Job descriptions are periodically reviewed and updated as job duties change. A
job description will be developed and reviewed annually for each position. Copies
of job descriptions are maintained in the Business Office, including in each
employee's personnel file, and are available for employee review.
.85 Position Classification
All positions are classified according to job duties, responsibilities, entry
requirements, and departmental needs. A major change in these factors may
necessitate a review of job classification. Requests for review of a job classification
may be addressed to the Library Director by any employee, by a supervisor, or
may be initiated by the Library administration. All position classification review
10
Agenda Item 56-13
requests will be reviewed in accordance with applicable labor contract provisions.
.86 Fair Labor Standards Act (FLSA) Classification
All City positions have been classified as non-exempt or exempt under the Fair
Labor Standards Act. Non-exempt positions are eligible for overtime at a rate of
one -and -one- half times their regular hourly rate for work in excess of 40 hours in a
week. Exempt positions are not eligible for FLSA overtime. To be eligible for FLSA
overtime, a non-exempt employee must perform 40 hours of work in a week: paid
time off such as sick leave and vacation does not count toward the 40 hours.
To maintain exempt status, FLSA requires that exempt employees be subject to
disciplinary suspensions of one day or more in duration.
Division staff, or City Attorney's office.
.9687 Probationary Period
All new or promoted employees in a budgeted position will serve a probationary
period to be specified upon appointment. The probationary period shall be used to
closely monitor employees' work, for securing the most effective adjustment of a
new or promoted employee to the position, and for rejecting any employee whose
performance does not meet the required standards. Employee performance will be
formally evaluated at the completion of the probationary period. Probationary
periods may be extended at the discretion of the supervisor if performance does
not meet required standards and the supervisor is willing to provide additional time
for improvement.
.8788 Performance Evaluation
An evaluation and appraisal of each permanent employee's work performance
shall be conducted at least annually according to procedures and policies
approved by the Library Director. These policies, procedures and forms shall be
made available to each new employee, and all employees shall be informed of
any changes or amendments. On request, employees may receive copies of any
document that evaluates their performance and shall have the right to include in
their personnel file a written response to the supervisor's evaluation.
11
Agenda Item 513-14
89 Budgeted Positions
Generally, part-time employees are limited to holding one budgeted part-time
position. However, under certain circumstances an employee may hold a part-time
position and work temporary hours. This will only be done if the employee is willing
and it is to the benefit of Library operations to allow such an arrangement; all
supervisors involved must approve the arrangement. Generally these
arrangements should not result in the employee working more than 8 hours per
day or 40 hours per week unless both supervisors have approved such hours.
.810 Employment of Relatives
all other positions it shall be the general policy of the City thatGeaera4y, no person
shall be hired, assigned, promoted or transferred to a department of the Library
when, as a result, the employee would routinely be directly or indirectly supervising
or receiving direct or indirect supervision from a member of the employee's
immediate family. For the purpose of this section members of the immediate family
are defined as employee's spouse, domestic partner or partner by cohabitation,
children'-, mother, father, son-in-law, daughter-in-law, mother-in-law, father-in-law,
step-parent, brother, sister, brother-in-law, sister-in-law, grandparents and
grandchildren, Step GhiIdFeR and step paFents, uncles, aunts, nieces, nephews,
and -first cousins, foster parent, foster child, persons who are parents of the same
When a prohibited supervisor/subordinate any -efthe abeve relationships is
created following employment
reasonable efforts will be made to find an acceptable
alternative, or to eliminate the situation by transfer or reassignment of one of the
employees. Affected employees will first be given the option of deciding which
employee will transfer or be reassigned. If no indication is given, seniority will be
the governing factor, and the least senior employee will be subject to transfer,
reassignment, or termination.
remain City employees.
'This includes step -children and children for whom the employee stands in loco parentis
(assumes parental responsibility).
2Brother and sister are defined to include step -siblings and half -siblings.
3An intimate relationship means a significant romantic involvement that need not include
sexual involvement. An intimate relationship does not include casual social relationships or
associations in a business or professional capacity.
.811 Termination of Employment
a. Resignation
12
Agenda Item 5B-15
Every employee is expected to give at least ten (10) working days notice prior
to the effective date of resignation. The notice should be in writing and directed
to the immediate supervisor. Generally the termination date shall be the
employee's last day in attendance at work, except in cases of medical
disability. Resignations must be accepted by the Library to be effective for
benefit payment purposes. Generally, employees will be required to be at work
on their last day. Extended vacation time will not be approved inthe10 day
prior to separation from service.
b. Retirement
Employees are eligible to retire in accordance with applicable pension or
retirement programs. Library emplovees will retire under the Iowa Public
Because the pension systems will provide information only to the employee,
employees must contact the retirement system directly. City PeFSGnne4Human
Resources staff will assist if requested.
c. Benefits Termination
Upon notice of resignation, termination, or retirement being received by Qty
P8FGO R;elHUman Resources, applicable information regarding continuation of
insurance coverage, benefits payout, IPERS benefit or refund, final check, and
other information will be forwarded to the employee.
City-RerseFraelHuman Resources will provide information to terminating
employees, answer questions, and assist employees; however, it is the
employee's responsibility to complete and mail all forms to the applicable
agency.
d. Exit Interviews
Exit interviews will be conducted by Human Resources staff upon request of
502.9 SAFETY
.91 Safety Rules
All Library employees are responsible for completion of job assignments in the
safest manner possible. Prime consideration will be given to the safety of the
employee and the public. Employees will not be required to work in areas or to
operate equipment which is a safety hazard to themselves or the public.
Employees are responsible for implementing established policies and procedures
regarding the safety and security of customers and fellow staff members.
Employees will receive appropriate training and are expected to follow appropriate
safety standards.
13
Agenda Item 58-16
Employees must wear seatbelts in all vehicles that are equipped with seatbelts, as
provided by state law.
Smoking is prohibited in all City or Library vehicles, equipment, and buildings.
Employees must wear appropriate safety equipment/clothing, as required.
The Iowa Occupational Health and Safety Administration establishes industrial
standards for some Library work functions. The Library is committed to compliance
with these and other applicable standards.
Employees will handle property and equipment of the Library with due care
appropriate to the nature of the work and equipment employed. Employees who
act in a manner which endangers the safety of themselves or others are subject to
disciplinary action up to and including discharge.
Mercy Occupational Health Clinic or, in the case of an emergency, Mercy Hospital
Emergency Room is the City's approved treatment facility for work -related injuries.
Treatment for work related injuries by another physician will be allowed only upon
referral from Mercy Occupational Health. Failure to use Mercy Occupational Health
Clinic for a work -related injury will result in denial of payment of claims by Worker's
Compensation. Worker's Compensation questions should be directed to the City's
Risk Manager.
502.10 CONFLICT OF INTEREST
Library employees are prohibited from engaging in any conduct which represents, or could
be reasonably interpreted to represent, a conflict of interest. Employees must avoid any
action which might result in or create the appearance of using public office for private gain,
giving preferential treatment to any person, or losing impartiality in conducting Library
business.
If an employee determines that he or she has an outside interest that may be affected by
Library or City of Iowa City plans or activities, or result in a conflict of interest or the
appearance of such conflict, the employee must immediately report the situation to his or
her Supervisor.
Violation of any provisions of this section may be cause for discipline or discharge of the
employee.
101 Employment
Library employees may not work for an outside employer whose interests might
conflict with those of the Library and/or City. Library employees may not use their
jobs with the Citv to further their interest on any supplemental job. Library
employees may not work for or directly invest in businesses with whom they must
deal in the course of their employment with the Library.
102 Gifts
State law prohibits employees from directly or indirectly soliciting or accepting any
gift having a value reater than $2.99.
Lunches or other meals are not acceptable as gifts from persons with whom the
14
Agenda Item 513-17
Library does business, unless it is a community or public affair to which other
community representatives are invited for a purpose other than to conduct
business.
Library employees shall not accept any gratuity or payment, other than that which
is provided by the Library, for work performed on behalf of the Library. If a Library
employee is a speaker at a community event, he/she may participate in a meal that
is served at the event.
103 Impartiality
No Library employee may grant or make available to any person any
consideration, treatment, advantage, or favor beyond that which it is the general
practice to grant or make available to all citizens. This does not apply to fair and
reasonable policy interpretation made while performing regular job responsibilities.
Library employees must not secure special privileges or exemption for themselves
or their relatives and friends beyond that available to all citizens.
104 Confidentiality of Library Records
All information about what materials and equipment library patrons are using or the
content of questions they ask is confidential and may not be revealed to other
members of the public or used by the employee in any manner not related to
library operations. ALL requests to inspect Library records must be referred to the
Library Director. Circulation records and other records identifying specific users are
considered confidential, as identified by Library Policy 802. Failure to follow this
policy is cause for disciplinary action.
105 Use of Information
Employees must not use privileged information for their own financial advantage or
disclose information that would provide others with financial advantages. Each
employee is charged with the responsibility of ensuring that he or she releases
only information that is available to the general public.
106 Use of Public Property
No Library employee shall request, use, or permit the use of any publicly -owned
property, vehicle, equipment, labor, service or supplies (new, surplus, scrap or
obsolete) for the personal convenience or advantage of the employee or any other
person, except for that use which is generally available to the public or is incidental
to appropriate staff development. No Library -owned property may be removed
from the worksite except for the purpose of conducting Library business.
No Library employee shall remove Library materials without proper checkout,
change the standard loan period, remove materials not yet processed for
circulation, or waive fines for library materials circulated for personal use except as
allowed to the general public.
502.11 POLITICAL ACTIVITY
Library employees are free to exercise all rights of citizenship. However, in order to obey
federal and state laws and to ensure that the Library will operate effectively and fairly,
15
Agenda Item 5B-18
some guidelines are necessary:
.111 Acceptable Activities
a. An employee is free to express opinions and convictions or make statements
and comments concerning wages or other conditions of employment.
b. An employee is free to participate politically in both partisan and non -partisan
activities on off -duty time so long as the restrictions listed below are followed.
c. An employee whose position is not federally funded is permitted to be a
candidate for a partisan or non -partisan office, while a federally funded
employee may be a candidate for a non -partisan position only.
d. An employee has the right to vote as he/she chooses and to express his/her
opinions on political subjects and candidates.
.112 Restrictions
a. An employee shall not, while performing official duties or while using Library
equipment at the employee's disposal by reason of his/her position, solicit
contributions for any political party or candidate or engage in any political
activity.
b. An employee shall not attempt to influence the vote or political action of
another by seeking an appointment, increase in pay, or other business or
employment advantage for that person with the Library.
c. An employee who supervises employees shall not directly or indirectly solicit
the persons supervised to contribute money, anything of value, or service to a
candidate, a political party, or a political committee.
d. An employee who becomes a candidate for public office shall, upon request,
be given a leave of absence without pay. Such leave shall commence any time
within 30 days prior to a primary, special, or general election. An employee
who is a candidate for any elective office shall not campaign while on duty as
an employee.
502.12 EMPLOYEE DEVELOPMENT
.121 Training and Education
a. General
The Library encourages all employees to improve their job -related skills and
abilities through various credit and non-credit training and education courses
and workshops. Within the limits of the budget, the Library will contribute to the
expenses of employees attending training workshops or classes which have a
significant relationship to their job responsibilities. Employees may be required
to attend specified training, including in-service days.
b. Orientation
All new staff are required to attend a general orientation to the Library. This
i[d
Agenda Item 513-19
orientation will include an introduction to the topic of hazardous materials in the
workplace.
122 Attendance at Professional Meetings
Staff members are encouraged to become members of civic, educational and
professional organizations. Whenever possible, employees will be authorized to
attend meetings, conferences and conventions of professional library or library -
related organizations on Library time. Within the limitations of the budget, the
Library will contribute toward the expenses of its officially designated
representatives at library -related meetings.
123 Approval for Travel and Education Requests
a. Outside seminars, workshops, conferences.
Advance written approval from the Library Director is necessary for an
employee to engage in any educational effort during normal working hours,
other than that which may be provided by the Library. Consideration of the
request will be based upon the direct benefit to the library, meeting needs
identified in the strategic plan and through needs assessments with
employees.
b. City or Library sponsored seminars and workshop �—
Advance written approval from their immediate Supervisor(s) is necessary for
an employee to engage in any educational or self-improvement effort during
normal work hours. All registrations and/or preliminary interest surveys must be
discussed with and approved by the Supervisor before being returned to the
Library Business Office.
Consideration of the request will be based upon the direct benefit to the
Library, meeting needs identified in the strategic plan and through needs
assessments with employees.
c. The Library Director shall adopt administrative rules and procedures to see that
travel and education funds are used in a fair and equitable manner to fulfill the
goals of the Library in general and as described when that year's specific
travel/education budget was developed. Fair Labor Standards Act (FLSA)
guidelines will be followed in developing rules for training and travel
compensation for those employees covered by FLSA.
502.13 CONFLICT RESOLUTION PROCEDURE
The following procedure is available to all Library employees for conflicts pursuant to
issues addressed in this document. Employees who are members of the bargaining unit
will use the grievance procedure in AFSCME contract (Article 20) for issues addressed in
that contract.
131 Definition
A conflict resolution is a process used to resolve a dispute between the Library and
a particular employee or group of employees over an interpretation or application
of the rules, procedures, or policies promulgated by the Library.
17
Agenda Item 56-20
132 Procedure
For purposes of calculating time period, "working days" shall include Monday
through Friday, excepting Library -designated holidays. Parties may also agree to
extend time period.
a. Step 1
The conflict shall be presented in writing by the employee(s) to their immediate
supervisor within ten (10) working days of the event giving rise to the conflict.
The written document shall identify the document as a grievance, reference the
rules or provisions allegedly violated, and shall state what remedy is desired.
The supervisor shall deliver a response to the employee(s) within five (5)
working days of receipt of said conflict. If no response is received, the
employee(s) may proceed to Step 2.
b. Step 2
If the conflict is not resolved at Step 1, the employee(s) shall, within five (5)
working days, present a written copy of the dispute, signed by the employee(s),
to the Library Director. The dispute shall contain a statement of the facts and
the sections of the rules or provisions allegedly violated, and shall state what
remedy or relief is desired. Parties may mutually agree to extend time periods.
The Library Director and the employee(s) will meet within ten (10) working days
of receipt of a Step 2 conflict in an attempt to resolve the issue. The Library
Director will respond in writing to the employee(s) within five (5) working days
after such meeting.
c. Step 3
A conflict not resolved in Step 2 shall, at the option of the employee(s), be
submitted to the Library Conflict Resolution Committee. The Library Conflict
Resolution Committee shall consist of three voting members, with the City's
Personnel Administrator sitting as Chair and ex-officio, non -voting member.
The Library Director shall appoint one member. The employee(s) shall
appoint one member. Those members shall be current library employees,
and they shall appoint the third member, who shall be a member of the
Library Board of Trustees.
2. The Conflict Resolution Committee, at a time mutually convenient to the
employee(s), the Library Director, and Committee members, shall receive
oral and written testimony and evidence relating to the matter being heard,
question witnesses, receive reports, conduct itself as a full hearing board
and protect appropriate due process rights of all parties to the conflict.
Within ten (10) working days of the conclusion of such hearing, the Conflict
Resolution Committee shall issue a written decision sustaining, modifying
or revoking the conflict in whole or in part, and specifying the relief to be
granted the employee(s).
133 Retaliation
There will be no retaliation for filing a request for conflict resolution, and any such
W
Agenda Item SB-21
retaliation may be subject for conflict resolution hereunder.
134 Other
Employees who do not wish to exercise formal avenues to achieve resolution of
their conflict may appeal informally to appropriate and impartial supervisors or to
the Library Director.
Approved by Board of Trustees July 22, 1982
Revised May 28, 1987
Revised January 25, 1990
Revised February 23, 1995
Revised November 9, 1999
Approved by Board November 9, 1999, Pending Review by City Attorney
Revised April 28, 2005
Adopted March 27, 2008
Revised May 26, 2011
Revised May 22, 2014
19
Agenda Item 66-1
Adult Services Department Report
Prepared for the May 22, 2014 Meeting of the Iowa City Public Library Board of Trustees
Maeve Clark, Adult Services Coordinator
M1 0. in I ot
� , M_e�tl, I J
0 � ell -1-Mmm
May is local history time at the Iowa City Public Library and when we think about local history we think of
citizen historian Irving B. Weber. This year we are debuting WOW -- Weber on Wednesdays, a new twist to
Irving B. Weber Days. On each Wednesday in May the Library hosts an event that delves into Iowa City's
history or the broader topic of local history. Programs on Iowa City ranged from the history of College
Green Park by local historian Bob Hibbs to an exploration of the planned community of East Iowa City by
another citizen historian, Dr. Thomas Schulein. One topic on local history covered the history of
transportation in Iowa presented by Leighton Christiansen, librarian at the Iowa Department of
Transportation. University of Iowa honors rhetoric students shared their research using the World War II
scrapbooks of Iowa newspaper columnist and radio host Evelyn Birkby at another program. The public
could also learn about the best practices to care for their keepsakes and heirlooms from University of Iowa
conservators and museum and library staff members. The final WOW event will give the public an
opportunity to add to ICPL's Digital History Project by learning how to scan photographs, letters or other
documents.
Take a look at http://history.icpl.ora/collections/show/16 to see the newest collection in the Digital
History Project; 94 post cards of early Iowa City and Johnson County from the private collection of local
historian Bob Hibbs.
Summer Reading Program
The Summer Reading Program for both adults and teens takes place during June and July with science as
the theme. Teens will have activities each Tuesday and Thursday afternoon including creating light
paintings, making steampunk-inspired crafts, watching a demonstration of an Oculus Rift virtual reality
headset and then trying the headset out themselves, making a projector with their smartphones and
doing experiments with candy. Movie Club, Anime and Manga Club and Minecraft Meetup, staples of the
school year calendar, will also continue throughout the summer. Summer reading for teens will cap off
with a lock -in party after the library closes on Friday, August 1.
Adult activities include TED Tuesdays where everyone is invited to watch and then discuss some of the
most popular TED (technology, entertainment and design) Talks over the lunch hour. During the evening
programs the public will have the opportunity learn about ghosts in Iowa, how to geocache and the basics
of stargazing. We will also celebrate the 301h anniversary of Ghostbusters and host Thomas Maltman, the
author "Little Wolves", the All Iowa Reads 2014 book selection.
We encourage you and all your family to join in the fun and read and learn this summer at the Iowa City
Public Library!
Agenda Item 68-2
s,' * IOWA CITY
rjjs PUBLIC LIBRARY
Community & Access Services
Department and Help Desk
Update for ICPL Trustees and Friends Foundation Board
Prepared by Kara Logsden, May 2014
The Summer Library Card initiative is up and running. To date, staff have
traveled to Lucas and Wood Elementary Schools to issue Library Cards to
students. Staff will go to Twain Elementary's Family Night on May 29 and issue
Library Cards to students and their family members. In addition, Teacher -
Librarians and Student & Family Advocates at Shimek, Weber, Horn, Mann and
Hills also helped gather Library Card applications. We then mailed cards to
students who applied at those schools. We are also working with the 4-H on
Wheels program that serves Lone Tree students. When Library staff visit that
program this summer, students will have cards to check out Library materials.
As of May 6, 2014, Library staff have issued 144 cards to students through
these outreach initiatives.
As a part of another initiative to sign community members up
Library Cards, volunteers from First Mennonite Church will visi
City and rural Johnson County neighborhoods with high
concentrations of Hispanic community members in an effort tl
people up for Library Cards. The "Begin with Books" and "Your
Library Card" flyers are translated into Spanish and will be
distributed as a part of this initiative. We are currently working
translate an application and introductory letter and prepare
guidelines for volunteers.
The Library was pleased to serve as the Kickoff location for
the Herky on Parade 2 launch on May 5. As a part of the
celebration, "Iowa Nice Guy" Scott Siepker stopped by the
Library as a part of the Iowa Tourism Office's "Epic Iowa
Road Trip." While at the Library, he met Susan Craig (he
confessed he'd never met a Library Director before) and
spent some time with Herky discussing favorite Iowa sports
books.
In April we gave a tour for students in Kirkwood Community
College's English Language Learner program. Students on
this tour were from Sudan, Iran, the Democratic Republic of
Congo, China, El Salvador, Guinea, Laos, Vietnam, Mexico and
Kirkwood's staff wrote a nice letter, saying, "The students wen
frankly amazed about the size, services, comfort, and approad
of the library... Thank you for teaching these Iowa City newcon
from around the world about your library services and for mak
them comfortable with and eager to visit the library."
School
# Cards
Issued
Lone Tree
13
Shimek
5
Weber
12
Horn
28
Mann
5
Lucas
19
Hills
2
Wood
60
Total
144
Agenda Item 6C-1
Development Office Report
Prepared for the Iowa City Public Library Board of Trustees
May 22, 2014
By Patty McCarthy, Director of Development
Staff News
One of the strategic goals of the current plan for Iowa City Public Library Friends Foundation is to hire a
second full-time development office staff member to enable the Foundation to raise more for the
Library.
To achieve that goal, it is a pleasure to let you know that Christina Davis has been hired as Assistant to
the Development Director. Her full-time hours begin on May 271h. As an incoming junior at The
University of Iowa, Christina joined the Development Office as Intern in May 2012. She continued in that
position until May 2013 when she transitioned to be part-time Temporary Assistant to the Development
Director.
A new Intern will also join the Development Office staff on May 27th. We welcome Paige Doyle. She will
be a junior at The University of Iowa and is studying Cinema, French, and Creative Writing. She is
interested in learning more about non-profit organizations after working this year with the new student
United Way group on campus.
Register Now: Library Links Golf Classic
Are you a golfer? Or do you have a family member, colleague, or friend
who loves to golf? If so, consider registering for the second annual golf
fundraiser for the library.
Library Links Golf Classic is scheduled on Friday, June 27, 2014. Lunch
provided by Pancheros Mexican Grill begins at 11:30 a.m. Golf begins at
1 p.m. at Finkbine Golf Course.
Thank you to these generous sponsors:
University of Iowa Community Credit Union: Title Sponsor
Hills Bank and Trust Company: Elite Sponsor
LfN KS
golf classic
11 41,vo1 un logo s roue ILL401
Hole Sponsors:
A.W. Welt Ambrisco Insurance, Inc., Coldwell Banker Real Estate Professionals, Brix Cheese Shop & Wine
Bar, Sheraton Iowa City Hotel, World of Bikes, Coldwell Banker Real Estate Professionals, Moore
Photography, Lawn and Landscaping Solutions, Billion Auto.
Thank You University of Iowa Students!
We appreciate the community book drive organized by students Sam
Wampler of the University of Iowa Student Government, and Andrew
Schreiner of the Fraternal Values Society. They recruited dozens of students
to hand out collection bags in a targeted Iowa City neighborhood on April
12th, and then returned on April 19th to pick up the bags which had been
filled by residents. In response, some 1,000 books were generously donated
to The Book End on the second floor of the Iowa City Public Library.
Save the Date
ICPL Friends Foundation Annual Meeting: June 4, 2014
Library Links Golf Classic: June 27, 2014
Agenda Item 6D-1
Iowa City Public Library
2014 Adult and Teen Volunteer Program Recognition Summary
Prepared for the May 2014 Board of Trustees meeting by Anna Sewell and Kara Logsden
On Wednesday April 30, 2014, the Iowa City Public Library recognized volunteers for service during calendar year 2013.
We had a great turnout with over 70 volunteers, staff and Board members attending. Thirty-eight volunteers received
hours of service awards ranging from 100 to 3,500 hours and representing 17,200 hours volunteered at the Library.
Helen Baum was named the Nancy Sereduck Volunteer of the Year. Helen has volunteered in the Community & Access
Services department and The BookEnd, since 2004. In her nomination, it was noted, "She had a knack for recommending
a title by providing just enough intriguing information but never spoiling the story. From politics to the environment, to
history to the lives of individuals from all walks of life, her knowledge and interest in non-fiction reading was very, very
broad. Her customer service was top notch." Helen retired from volunteering this year and she is missed in both
departments; however, she remains an inspiration for her dedication to the Library, strong work ethic, and passion for
life-long learning.
We extend our heartfelt appreciation to Helen Baum and all Library volunteers!
Volunteers receiving recognition awards for 2013:
*100 Hour Award
Joel Barnhart
Brittney Blackburn
Amy Blessing
Abby Dickson
Joshua Franz
Teresa Hamilton
Vincent Lin
Ronald McCall
Ann Rhomberg
Barbara Stehbens
Angela Tyler
Cheryl Vowell
d•200 Hour Award
Beth Beasley
Philip Fontana
Erin Glenn
Emily Haworth
Kaitlin Thouvenell-Crowley
6.300 Hour Award
Terri Caplan
Becky Johnson
Jennifer Lam Lu
Kathy Mitchell
William Moorhead
Alexandra Murra
Corey Rew
Community & Access Services
Community & Access Services
Community & Access Services
Children's Services
Community & Access Services
Development Office
Community & Access Services
Community & Access Services
Community & Access Services
Development Office
Community & Access Services
Community & Access Services
Development Office
Community & Access Services
and Adult Services
Community & Access Services
Development Office
Community & Access Services
Development Office
Development Office
Community & Access Services
Community & Access Services
Community & Access Services
Children's Services
Community & Access Services
44400 Hour Award
Elizabeth Carroll
Cheryll Clamon
Jim Davis
Candice Gordon
Al Paxton
Julie Spencer
4.500 Hour Award
Susan Brown
Lori Cochran
Karen Eichler
Ryan Fitzpatrick
Archie Greene
1,000 Hour Award
Eileen Robinson
4,3,500 Hour Award
Gloria Lacina
Nola Naughton
Community & Access Services
Development Office
Development Office
Community & Access Services
Development Office
Development Office
Development Office
Development Office
Community & Access Services
Community & Access Services
Community & Access Services
Development Office
Community & Access Services
Development Office
Agenda Item 6E-1
Candice Smith, Librarian, Iowa City Public Library
We get a lot of different questions at the Reference Desk of the Iowa City Public Library, and a lot of
people coming in to use our various resources for a wide variety of reasons. We can pretty much count
on someone coming to us every week for some help in researching their family history. With Irving
Weber B. Days upon us, now is a great time to fill you in on some of the items we have that can be of
use to you if you're interested in finding out a little about your own past, whether that means you want
to see where your grandparents lived in the early 1900s, or where your great -great-grandparents lived
before they came to the United States.
Two of our most popular resources are databases that we subscribe to are Heritage Quest and Ancestry
(Library Edition). Both of these contain a wealth of historical material, and each database has its strong
points. Heritage Quest excels in its collection of family histories; it has over 28,000 books that you can
search through, and many of them are very unique works that can be of great use when researching a
specific surname. Ancestry contains such a breathtaking amount of material that it's indispensable, and
new material is added often. Just be warned: you may think you're going to sit down and do a little bit of
research at this database, and before you know it, three hours have passed and you're wading through
parish records from 17`^ century London.
We also have some print materials that can be helpful and interesting. Some of these are located in
Storage at the second -floor Page Station and can't be checked out, but are well worth your time if
you're looking for some local information. We have an almost complete collection of the Polk City
Directories going back to the 1850s, as well as regular telephone books. The Library also holds the
indexes to the local cemeteries, which in addition to pinpointing where someone is buried, can be very
useful in trying to determine whether someone passed away in the area when an obituary can't be
located to verify that fact.
Of course, we also have books that you can check out, including some brand-new titles! If you're ready
to delve into the past, look for titles such as these: 'The Family Tree Guidebook to Europe;" "The
Everything Guide to Online Genealogy;" and "Mastering Family, Library & Church Records." If you've got
important family -related photos and mementos that are part of your heritage, check out "How To
Archive Family Keepsakes: Learn How To Preserve Family Photos, Memorabilia & Genealogy Records"
and "The Family Photo Detective: Learn How To Find Genealogy Clues in Old Photos and Solve Family
Photo Mysteries."
Stop by the Reference Desk to learn more about these materials, and be sure to check out the upcoming
events for Weber Days that are related to research and preservation.
Agenda Item 6E-2
By Jason Pau lios, Senior Librarian, Adult Services, Iowa City Public Library
It's that time of year when American Robins endlessly cheer outside your bedroom window while orioles
and unidentified warblers flit through flowering trees. For me, the spring bird migration is in full swing
when I hear the staccato titterings of Chimney Swifts as they soar over the Iowa City Public Library and
downtown Iowa City. May is the perfect time to seek out bird field guides, beginner primers, and audio
aides at ICPL to help identify these transient spring visitors and summer nesters.
Learning bird songs can be the hardest aspect of birding for many, but if you have an ear for melody or
musical phrasing you can identify dozens of species hiding in treetops without even raising your
binoculars. The "Birding By Ear" compact discs put out under the Peterson Field Guide Series groups
similar sounding songs together in order to highlight similarities and differences. Hearing the common
song of the American Robin alongside the similar -sounding tanager and grosbeak anchors the new
singers to the more familiar while highlighting what makes the others unique.
There are a variety of introductory guides to bird watching to be found at ICPL, but two of the most
popular are "Sibley's Birding Basics" by David Sibley and "National Geographic Birding Essentials" by
Jonathan Alderfer and Jon Dunn. Both cover the basics of bird topography, explaining the differences
between the feather groupings and basic structure so that you can better describe the bird. These books
will also help new birdwatchers learn to pay attention to habitat, behavior, and song. With the
knowledge gained from these introductory titles, a "little brown bird" suddenly becomes "a type of
sparrow" and you're ready to advance to a field guide.
Field guides come in an array of different styles; the publishers have flooded the market with everything
from state -specific guides to specialized guides for bird families. For those who prefer photographs to
paintings, there is the "Kaufman Field Guide to Birds of North America" by ID -expert Kenn Kaufman and
the much less portable "The Crossley ID Guide: Eastern Birds" by Richard Crossley. Crossley's guide is
novel for the inclusion of dozens of images in flight, in various postures, and at a variety of distances to
better match your visual experience with the birds.
For traditional painted guides, the best examples remain David Allen Sibley's "The Sibley Guide to Birds"
and Jonathan Alderfer and Jon Dunn's "National Geographic Field Guide to the Birds of North America."
Sibley benefits from having one artist doing all bird depictions to give the guide continuity (and he's an
amazing artist) while Alderfer's use of multiple artists allows him to commission the best person for
each family grouping (it also means he can also put out new editions more frequently). Even if you never
graduate to learning the differences between a Clay -colored and a Chipping Sparrow, these field guides
can be enjoyed for their artistic merits alone. Find these and more bird guides in the 598 section of the
nonfiction collection on the second floor of the Iowa City Public Library.
Agenda Item 31A-1
MasterCard Report
02-May-14
Vendor
Dept Expense Description
I Amount
100 Yen Film
10550220
477210
Non -Fiction Video-DVD
I $28.49
2-Twist Books
10550210
477020
Books (Cat/Girt)
I $160.00
Adobo Grill
10550110
436080
Meals
$55.84
Alexandra Yellow Cab
10550110
436030
Transportation
$28.55
Amazon.com
10550159 i
469320
Miscellaneous Supplies
$81.00
Barnes & Noble
105504201
469320
Miscellaneous Supplies
$20.32
Birch & Barley
10550110
436080
Meals
$67.000
Black Fox Lounge
10550110
436080
Meals
$66.10�
Bread Garden
10550151
469360
Food and Beverages
$5.00
Bread Garden
10550152
469360
Food and Beverages
$56.12
Bread Garden
10550110
469360
Food and Beverages
$77.72
Cookies & More
10550110
469360
Food and Beverages
$32.50
DC Taxi Mifeta A Amedet
10550110
436030
Transportation
$22.16
Discount & School Supply
10550152
469320
Miscellaneous Supplies
$70.85
'Displays to go
10550159
469320
Miscellaneous Supplies
$155.93�
Eastern Iowa Airport
10550110
449260
Parking
$23.75
eCommerce Web/PayFlo Link
10550140
444080
Software Repair & Maintenance Services
$22.80
eCommerce/Payflo Pro
105501401
444080
Software Repair & Maintenance Services
$54.10
[Harry & Izzy's
10550110
436080
Meals
$161.02
Hilton
1 10550110
436060
Lodging
$12.95
�$3,874.36
Hilton Hotel
10550420
436060
Lodging
Huck's Store
10550110
436030
Transportation
; $49.28
1W Marriott
10550110
436080
Meals`
(^ $28.98
Mad Chimp
10550110
435054
Outside Mail Processing
$350.00
`
Meacham Travel
10550110
436030
Transportation
$140.00
Mojang
10550140
444080
Software Repair & Maintenance Services
$53.90
Molly's Cupcakes
10550110
469360
Food and Beverages
$19.88 j
Office Max
10550110
455010
Printing or Graphic Supplies
$30.63
;OfficeMax
10550110
455090
Paper
$213.38
Office Max
10550110
469320
Miscellaneous Supplies
$44.59
.Omni Hotels
10550110
436060
Lodging
$547.56
Omni Hotels
10550110
469360
Food and Beverages
($5.08)
Omni Severin Hotel
10550110 •
436030
Transportation
$96.00
Omni Severin Hotel
10550110r
436060
Lodging
$2,190.24
Agenda Item 11A-2
Vendor
Dept
Expense
Description
Amount
Oriental Trading Co
10550420
469320
Miscellaneous Supplies
$374.75
Pan Am Plaza Denisin Parking
10550110
436030
Transportation
$63.00
,Prairie Lights
10550159
469320
Miscellaneous Supplies
$100.00
Target
10550220
477190
Puzzles
$294.94
Target
10,50220
477340
Print/Circulating Serials
$5.99
Target
10550159 469320
Miscellaneous Supplies
$4.99
Thai Chef & Sushi Bar
1055011�36080
Meals
$64.78
Travelocity
10550110
436030
Transportation
$557.00
United Airlines
10550110
436030
Transportation
$1,728.00
t
USPS
10550110
435055
Postage and Stamps
$12.98
Wedge Pizza
10550110 1
469360
Food and Beverages
$201.19
Wolfgang Puck Express
10550110
436080
Meals
$31.23
Grand Total
$12,274.77.1
Agenda Item 11B-1
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