HomeMy WebLinkAbout10-26-2017 Library Board of TrusteesQWW* I OWA CITY
'PAWPUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA S2240
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BOARD OF TRUSTEES
AGENDA
5.00 pm — 2"4 floor Board Room
October 26, 2017
Jay Semel, President
Diane Baker
John Beasley
Kellee Forkenbrock
Janet Freeman, Secretary
Adam Ingersoll
Carol Kirsch
Robin Paetzold
Monique Washington, Vice -President
1. Call Meeting to Order.
2. Public Discussion.
3. Approval of Minutes,
A. Approve Regular Minutes of Library Board of Trustees September 28, 2017 meeting,
4. Items to be discussed.
A. Policy Review: 501: Statement of Authority.
Comment: This is a regularly scheduled policy review.
13. Policy Review: 502: Personnel Polity
mm n : This is a regularly scheduled policy review.
C. Policy Review: 503: Administrative/Confidential Manual.
Comment: This is a regularly scheduled policy review.
D. Director Search.
Comment: A discussion on how to plan for the search for a new director.
E. Setting a Public Hearing.
Comment: A public hearing will be held on November 6, 2017 at 4:00 pm in the Board Room for the
Computer Lab remodeling project.
If you wil! need disability -related accommodations in order to participate in this meeting, please [ontoo Elyse Miller,
Iowa City Public library, at 319.887-6003 or €arty requests are strongly encouraged to allow
sufficient rime to meet your arcess needs.
I
5. Staff Reports.
A. Director's Report. FY19 Budget
8, Departmental Reports. Children's Services, Collection Services, TT-
C. Development Office Report.
D. Spotlight on the Collection.
6. President's Report.
7. Announcements from Members.
B. Committee Reports.
A. Foundation Members.
9. Communications.
10. Quarterly Financial Reports.
A. First quarter Receipts and Expenditures.
21. Quarterly Use Reports.
A. First quarter Output Measures, Circulation by Area and Agency, Circulation by Type and Format.
12. Disbursements.
A. Review MasterCard expenditures for September, 20I7.
B. Approve Disbursements for September, 2017.
13. Set Agenda Order for November Meeting.
14. Adjournment.
If you will need disability -related accommodutions in order to participate in this meeting, pfease contact Fiyse Miller
Iowa City Pubtic Library, at 319-887-6003 or �[y e-milfertn i{Qi�ra. Early requests are strongly encouraged to aflow
sufficient time to meet your access needs.
sus IOWA CITY
rAW PUBLIC LIBRARY
Iowa City Public Library
Meeting Agendas and Other Significant Events
OCT09ER 26, 2017
NOVEMBER 18, 2017
DECEMBER 21, 2017
Budge! Discussion
Departmental Reports: AS, CAS
Deparlmental Reports: CH, CLS, IT
Policy Review:
Policy Review:
Policy Re view:
501: Statement of Authority
608: Ad Advisory Committee
704: Cardholder Oa(sb%Rse
502: Personnel
810: ❑iscussian Roems
811: TheFt Defacement, Alteration
503: Adm;m Confidential Benefits
Review 1u Quarter Statislim
Departmental Reports_ CH, CLS, IT
OTHER: Ails & C rails Bazaar, 121'2
OTHER: ILA Annual Conference; 10118.20
Inservice Day. 1?18
JANUARY 25, 2018
FEBRUARY 22, 2018
MARCH 22, 2018
6 month Strategic Planning Update
Appoint Nominating Committee
Appoint Committee to Evaluate Director
Policy Review:
POky Review:
Policy Review:
81& Library Access for Sex Offenders Convicted
700, Community Relations
102: Policy Making & Policy Review
of Sex Offenses Against Minors
701: Public Relations
Departmental Reports: AS, CAS
Review 2^4 quarter GoaWSiallstics
Set Hours for Next Fiscal Year
Departmental Reports: AS, CAS
Departmental Reports CH, CLS, IT
OTHER, Book Sale, 224
APRIL 26, 2018
MAY 24,200
JUNE 2% 2018
Meet as Members of Friends Foundation
Eleclion of Officers
Director Evaluation
Policy review:
Departmental Reports: AS, CAS
Develop Ideas for Board Annual Report
803r Event Board
Bad: Pamphlet Distribution
Departmental Reports: CH, CLS, IT
MS: Dispiays
President Appoints Io Foundation Board
Review 30 Quarter Statistics
Deparlmenlal Reports: CH, CLS, IT
OTHER: Looking Forward, 4122
JULY 26, 2018
AUGUST 23, 2018
SEPTEMBER 27, 2018
Review Board Annual Report
Review Annual Staff Report
Budget Discussion
Adopt NOBU Budgel
Review 41h Quarter Slalislics
Departmental Reports: AS, CAS
Strategic Plann" Update
Deparmental Reports; CH, CLS, IT
Departmental Reports: AS. CAS
OTHER: Annual Enard Dinner
resorm 1&kftd
Agenda Item 3A-1
10 4 IOWA CITY
4v 0ii; PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
o.,-,S un[rj-• 319 iW5]G— 319 j6651M•—Xplq
BOARD OF TRUSTEES
Minutes of the Regular Meeting
September 28, 2017
DRAFT
Members Present. John Beasiey, Kellee Forkenbrock, Janet Freeman, Adam Ingersoll, Carol Kirsch,
Robin Paetxold, Jay Semel, Monique Washington.
Members Absent. Diane Baker.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy,
Elyse Miller, Brent Palmer, Angela Pilkington.
Guests Present; None.
Call Meeting to Order. President Semel called the meeting to order at 5:00 p.m.
Public Discussion. Alone.
Approval of Minutes.
The minutes of the August 24, 2017 Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Forkenbrock and seconded by Kirsch. Motion carried 810,
Items to be discussed.
Board members and staff left the Board Room to tour the MERGE space at 5:06 pm, and returned at
5A0 pm.
FY19 Budget Request. The City is releasing information to departments this week; requested budget is
approved by the Board in September, submitted to the City in October. There is still time to revisit the
budget at the October meeting. Craig said we should know about the state rollback in mid -October
which will enable the City to calculate property tax income. Craig believes the City is concerned about
state actions that may negatively affect the City budget and does not think this is the year to request
new services. We are still reckoning with the hourly staff budget after the wage increase last January; we
are requesting a 3% increase this year. Craig said the increase in the professional services area is a result
of the City's changed policies for background checks for potential staff and volunteers, and funds for
the director's search process. Craig said the east side book returns need to be replaced and are also
included. Craig explained the differences between the operating budget and the CIP budget. Ingersoll
asked what a staff wish list would look like- Craig said staff didn't spend much time talking about it.
Craig said she would say the Bookmobile is understaffed and there will be demands there as we go
forward but we can do with what we have- She also mentioned having a dedicated teen services person
tv devote more staff time to teen needs. She said staffing is the most expensive item in the budget and
she is not expecting any staff increases after adding a position last year. Paetzold asked about having a
Agenda Item 3A-2
flood alarm system to avoid problems like we experienced in the Children's Room, Craig said this was a
specific sewer line problem. Beasley said the bookmobile is a resounding success and he is not opposed
to asking for the bookmobile to operate at 100% instead of 75%as it currently does, and perhaps
Council could be approached for funding. Craig does not believe this is a good time to do this. Ingersoll
believes a multi -year case might be a good idea. Craig said the Digital Media Lab may also require
more staffing. MERGE has a four year lease with a four year extension, after which the expansion of the
Children's Room can be considered. A motion to approve the FY19 budget request as presented was
made by Freeman and seconded by Ingersoll. Motion carried 810,
Staff Reports.
Director's Report. Craig reported that Nancy Holland is retiring from the Children's Room tomorrow.
Nancy has worked with the toys and other materials in the Children's Room for many years, and as a
retirement gift to the library, Nancy purchased a washer and dryer. Craig said she was happy to accept
the gift, particularly because of the bedbug issue. Lynn Mennenga, who works with our At Home and
jail outreach programs, is also retiring tomorrow. The City Manager set up a meeting on Tuesday night
for City department heads to meet with City Council candidates. Craig said it was a good event Officer
David Schwindt, the downtown Police liaison, is moving to a new position. Officer Colin Fowler is taking
his place. ICPL is sponsoring a Hello/Goodbye event next Thursday morning for them. Everyone is
welcome.
Departmental Reports.
Adult Services. Clark said people recently laid off from Mercy Hospital were able to take advantage of
the resume writing programs in the Computer Lab.
Community & Access Services. Lisa Lucas, head of the National Book Foundation, is in town from New
York for a couple of programs_ She visited the bookmobile and tweeted about it. Craig said we hosted
lunch for her and she reported marry people told her not to miss ICPL on her trip.
Development Office. McCarthy said the Foundation Board is focusing on the bookmobile and being
ready to respond to implications resulting from city and state taxes, as well as the renovation that will
change the Computer Lab into the Digital Media Lab. McCarthy said there were 60 attendees at the
Plaza Towers ICPL Rocks My Block fundraiser on Saturday.
Business Office Annual Report. No comments -
Facilities Services Annual Report. No comments.
Spotlight on the Col leCtl0n. No comments.
Miscellaneous. No comments.
President's Report. Semel said his children honored him and his late wife by contributing to the library
because it is a place they and their mom loved. He thinks it is great that they still think of the library.
Announcements from Members. Members thanked Serrel for hosting the annual dinner in his home.
Freeman has information on the last State Librarian employment search that may be useful. Paetzold
encouraged everyone to read Michael Gorman's "Our Enduring Values," and thinks it might be a good
Agenda Item 3A-3
idea to have a reading and discussion on the basic library issues discussed in it. The book was identified
to Paetxold by the School of Library and Information Science as a book one would want trustees to
read, particularly as we head into a director search. Craig said we could purchase the book. Semel said
having a bibliography for board members would be helpful. Ingersoll wondered if there are outside
experts in the community who could assist in the director search. Craig said she and Semel arejust
beginning to discuss this. Semel said it would be good to begin in October.
Committee Reports.
Foundation Members. Ingersoll reported that he and Baker saw the Digital History presentation at the
last meeting. Wes Geary is this year's President of the Friends Foundation Board and he is working on
engaging the Board. The FY18 strategic plan is mostly about recruiting new donors, and requesting
increased contributions from current donors. The strategic plan is focusing on new measures for board
member engagement.
Communications. Email from Mary Gravitt about the discardtfree shelf.
Disbursements.
The MasterCard expenditures for August, 2017 were reviewed. A motion to approve the disbursements
for August, 2017 was made by Kirsch and seconded by Washington. Motion carried 8/0.
Set Agenda Order for October Meeting.
Director search.
Personnel policies.
Adjournment. A motion to adjourn the meeting was made by Ingersoll and seconded by Washington.
Motion carried 8/0. President Seine] closed the meeting at 6:37 p.m.
Respectfully submitted,
Elyse Miller
Agenda item 4A-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. We rely on the City's personnel staff and attorneys'
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. Both of these polices have undergone major revisions by the City in the last few months.
Your reviewwas originally scheduled last spring, but because of the City's review it was delayed. We
modify the City's Personnel Policy by naming the Library Director instead of the City Manager, and
removing portions that cover circumstances that do not occur at the Library —for instance, references to
Civil Service, and adding some language on library specific issues such as confidentiality. There were
several state law changes affecting personnel records. These are reflected in the changes.
Policy S01 (Authorityfor Administration of Personnel Policies for Library Employees) provides
background and a summary of the relatkm5hip between City and Library policies. The only change
proposed here is the update to the title of the City's Human Resources Coordinator and the location of
the policies online.
The Personnel Policy (502) has been greatly revised with new language in the City's policy. Because of
the many changes and the length of the policy, you have two separate versions —one shows both old
language that has been deleted and new language (in red) that has been added. we modify the City's
Personnel Polity 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, and adding
some language on library specific Issues such as confidentiality. The section on Employee Development
+old 5D2.121 has been removed and will be added to the Employee Handbook. The City does not include
this information in its policy.) The final section is also not in the City's policy, however, we feel that
hourly/temporary workersshould have a process to resolve conflicts and recommend that this section
remain.
We have never made actual revisions to the Administrative & Confidential Employees Benefits
Handbook, but simply adopt the Cib(s most recentversion (as explained in the preamble 503).
Background
The powers of the Library Board include oversight of personnel matters, unlike most other City board
and commissions. The Boars{ 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 may vary 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 laboragreement which is negotiated and approved for a
specified period of time.
Prepared by,
Susan Craig, Library Director
Agenda item 4A-2
Section 501: Authority for Administration of Personnel Policies for Library Employees
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 bythe 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 orthe 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 ad-
ministration 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 -today personnel work at the Library is handled by the Library's Administratfve 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 reviewwhen a city-wide
revislon has taken place and as needed. The labor agreement, 544, is negotiated on a schedule
established in the contract.
Agenda Item 4A-3
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 29, 1987
Revised: November 18, 1999
Revised: April 28, 2005
Revised: April 24, 2008
Revised; May 26, 2011
Reviewed: May 22, 2014
Reviewed: October 26, 2017
Agenda item 48-1
Policy 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 which promotes and supports diversity and inclusivity. orofessional development.e iwg
open communication, and sensitivity to employee needs.
502.2 ADMINISTRATION
These policies generally coverall Library employees; however, temporafy/hourly-pay employees may not be
covered by all provisions.
These policies work to ensure decisions will he made consistently and in accordance with overall Libre goals
regarding employee relations. 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, administrative regulations and
operating 060rs3-n_d procedures published bythe Library.
Upon appointment to a budgeted position, all employees of the Library shall be furnished a copy of these
Policies. A_ Cy substantive changes or amendments shall be posted on the
Library website. Employees will he notified that updated policies are available_will be past Hine
and hard copies will be provided upon request.
5023 EQUAL EMPLOYMENT OPPORTUNITY
.31 General Policy
It is the policy of the Li bra ryto prohibit discrimination and harassment of any type and to afford
equa I employment oppo rtunities for al I em ployees or pate ntia l Library em ployees wit ho ut rega rd tp
fegardless a race, creed, color, sex, national origin, religion, age, sexual orientation, gender identity,
marital status, of -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 bon fide occupational qualification necessary for job performance. Th is extends to all
areas of personnel administration including but not limited to recruitment, employment, promotion,
transfer, training, working conditions, wages, benefits, and application of personnel policies, and shall
be consistent with all protections afforded byappiicablefederal and state statutes. No personnel
decision, action, term, condition, orprivilege of employment shall be unlawfully influenced in any
manner byconsideration of an individual's protected class.
it is the goal of the Libraryto guard against illegal discrimination through appropriate review of the
Ubrary's Personnel policies, to allow qualified individuals the opportunity to enter non-traditional
occupations, and to achieve a diverse work force that reflects the available qualified population.
The Libraryshall also encourage or require equal employmentoppoftunity efforts from vendors,
Agenda Item 413-2
contractors, consultants, and firms with which the Library does business.
The Library will employ recruitment and selection practices that support this policy by displaying
required posters regarding equal employment opportunities in areas visible to employees and by
Identifying the Library as an Equal Opportunity Employer on job advertisements, postings,
employment application forms, websites, self-service employment opportunities site and online
application form, website, and other recruitment sources. The Library will make effarts to+demm€y
inform individuals from historically disadvantaged populations of both employment opportunities
and the City's hiring process through targeted distribution of lob postings, general recruitment and
hiring information and events such as mob fairs. The Library will work with the Cityto implement best
practices to promote diversity and reduced implicit bias as appropriate and feasible;ar-esgaai2a;iei;
that -May -rner-acrust-nrn•^ ^4^a r i __-_- wit. _ 15p a e& :_ b __ l_. _J .Lill- 4 F p uFp o s e s a f d kse mi m; Re
Library personnel who have responsibllity for selection and hiring shall
be trained in and held responsible forusing legal interviewing and selection techniques and criteria.
.32 Harassment
The Library is committed to providing a work environment in which people are treated with dignity,
decency, and respect and which is free of harassment and unlawful discrimination. Harassment-,? n d
unlawful discrimination may take many forms, mnduding 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 of any nature-,w4egv_ a
soxwAl azure eF ne-3 �n• has the effect of creating a hostile or offensive work enviro nment and is
prohibited behavior.
a. Harassment
For the purposes of this policy, harassment is any verbal oryhvsicaI conduct that threatensr
intimidates, demeans. humiliates. or coerces an employee, co-worker, or any person working for
oron behalf of the Library. Verbal taunting that impairs his or her ability to perform his or her lob
is included in the definition of harassment.
Harassment may take the form of. but is not limited to:
• Comments that are offensive or unwelcome regarding a rson's ra rcpo., WIor. sex, national
on in r li i e sexual orientation ender identity. marital status mental-Qrphysical
disability, genetic information veteran status or otherdas catggory protected by feJeral, state
or local law, hody_or appearance, including epithets, slurs, and negative stereotvoina.
• Abusive and offensive language, insy[ts, teasing name-calling, spreading rumorand innuendo,
unreasonable criticism, isolating people from normal work interaction. excessive demands. and
practical jokes.
ab. Sexual Harassment
_Sexual harassment is form of unwelcome conduct that affects terms or conditions of
employment iuuld pro [luo harassment] orcreates 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, ,eithe; �—_ _
regardless of genderidentity. should be subjected to such Conduct. Sexual harassment mayalso
he charged between same -sex employees.
Sexual harassment may take the form of but is not limited to the fiollowiny and may include more
subtle actions:
Deliberate or repeated unsolicited verbal comments, questions, representations, or physical
Agenda Item 48-3
conduct of either a sexual or non -sexual nature that are unwelcome to the recipie, IL.
!___Making or threatening to make decisions affecting an employee's job on the basis of the
acceptance or refusal of a request for sexual imimacy.
■ Unwelcome sexually expiicit, lewd, threatening or vulgar language, sexual iokes. innuendo. or
prpppsitions; suggestive comments, lewd gestures: request foranvtvpe pf sexual behavior
(indwing repeated unwelcome re uestsfor dates • and verbal abuse or "kiddinle that is
oriented toward a prohibitive form of harassment, including that which is sexual in nature.
_• Distribution. display or discussion a any written, electronic or graphic material. including
calendars, posters, cartoons. that are sexually suggestive or show hostility toward an individual or
Group because of sex, suggestive or insulting sounds: leering, staring: whistling; content inletters
and notes facsimiles emails. photos, text messages, internetlsocial media Dostin_P-s; or other
form of communication that is sexual in nature and offensive.
■ unwelcome, unwanted physical contact including touching, tickling, Pinching, pettingr brushing
up against, hugging_ cornering. kissing and fondling._and forced sexual intercourse or assault.
..ue Ve ...a...
tact. Discrimination
lI is a violation of City ooligXttp, unlawfulfv discriminate, in theErovision of emP1avment
opportunities, benefitsor privileges: to create discriminatory work conditions: or to use
discriminatory evaluative standards in employment if the basis of that discriminatory treatment
is, in whole or in part, the person' race. creed. Color, sex, national origin, religion, age. Sexual
orientation, gendgr r�.entlty _marital status, mental or physical disability, genetic information,
veteran status, or other elasslcateRory protected by_federal, state, or local law. Discrimination of
this kind may also he strictly prohibitejby a variety offgderal, state, and local laws including Title
VIE of the Civil Rights Act 1964. the Age Discrimination Act of 1975, and the Americans with
Disabilities Act of 1990. This policy is intended to complywith the prohibitions stated in these
anti -discrimination laws.
ed. Complaint Procedure
The Llbrarywill 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 to report it to the Library Director or
the City Attorney'$ office. h"- it to ter. _ atteAtKIA, 80d of the r....eFV1r9_4 tom_
The Library Director,eFthe City Attorneys office,
and/or other administrative staff as appropriate will investigate, including interviews of
complainant, respondent. and witnesses as necessary. If it is determined that harassment and/or
discrimination in violation of this policy has occurred, discipline will be issued as appropriate.
Because discipline is a personnel matter. the Library will not be able to disclose to the
co rnp lainant a ny disci PIine taken against the res ondent.:
%FaF RAd Git., t9...cot t6alr._L."VatIGH t..:....eStlig3tO m,r6 r._.....Ji)L.tr
Agenda Item 4B-4
de. Confidentiality_
Throukhout the complaint process, the confdentiallty of the information received. the urivacv of
the individuals involved and the wi h of the m I inin r n will be protected to the extent
possible, while allowing the Library to meet its ohli ation to investi ate such complaints. The
x r ssed wishes of the tom la in Ing verson for confident ialk will be considffed. in the context
of the ibrary s Iegak obligation to act on the,cha%e and the right of the respondent to obtain
information.
f. Retaliation.
Retaliation against any person forfiling or responding to a compliant eitherformally oror
informally, for participating in the complaint and investigation process, or for participating as a
witness in any investigation, will not he tolerated and will be con id r d a violation of this policy.
The Library will actively pursue and investigate claims of retaliation. Any person who is found to
ha,Kg.Miojiited this aspect of the 2olicy will he subject to dinsciplinary action up to and including
term i natip ri p ff em p I Dyme nt.
RConsequences of Harassment or Discrimination
Harassment and discrimination 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 enyironme nt 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 termination of employment.
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 and which Promotes and su2ports diversity and incluwity In the
workplace and community.:
502.4 LABOR RELATIONS
The Library recognizes its duty to bargain collectively with employee organizations certified bythe 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, AFSCME Local 183 )AFSCME), are set forth in the collective
bargaining agreements mutually entered into try 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 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 quaiity of service to the ekeens of owa City
community. 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.
Agenda Item 40-5
.51 Public Relations
Providing information and service is the Library's principal task; therefore, k is the first priority of
each employee when dealingwith members of the publicorotheremployees 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 11
the ca gin aAPei :a 1 Le by Staff AGI:e.0 JCI:CAAA1 :A F6FFA9H8
.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 up to and including
termination of employment.
Wgrknlace violence_intlude5any act of physiv1, verbal. written, or electronic aggression andlor
intimidation within the work setting, as well as destruction or abuse of property_ Workplace
violence is generally directed toward physically or psychologically harming an individual or an
oblect. It includes, but is not limited to. hitting, shoving, beatings, stabbings, shootings, rapes,
psychological traumas, such as threatening an individual or his/her family, obscene of harassing
ohone calls or electronic communications. an intimidating oresence. as well as harassment of anv
nature.
Workplace violence also includes actions or threats of violence occurring off Library premises
involving an employee acting as, or clearly iden_tMable as. a representative of the Library.
All reportsof violence will be reviewed in a timely mannerand perpetrators can expect
aporcoriate action. Generally such reports should be made to the employee's supervisor, who is
responsible for informing the Library Director, however the employee may make the report
directly to the City Human Resources Administratoror the city Attornev's Office.
,
the . OF'k Sett!.... R ..III ,-Wk..-,e:.8P SP_abV!Se B f PF......-s..
ring
.53 Licenses and CertificationslNotice Requirements/InsurabilityI
No Library employee may operate a✓= ibrary-libraryor ray-: vehicle without proper
licensing. Any individual who operates a t-ilrrafy,lihranr or City -city vehicle on the public right-of-
way without a valid license appropriate to the vehicle being driven will be subject to disciplinary
action up to and includingdisOarge termination of employrnen_t.
Certain positions within the Library require the possession and maintenance of a s ecific license
or certification. If a position has such a requirement, it will be listed in the lob 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
complywith the requirement. If an employee loses orfailsto obtain a license orcertification
required for the position he/she holds the employee may he subject to discharge for failure to
Agenda Item 4B-6
meet minimum job requirements.
a_ QOmmercial Drivers License iCDLj
Ernp1p,yeQsrewired to possess and maintain a valid Commercial Driver's License must meet
the notification requirements established by the Federal Commercial Motor Vehicle safety
Act of 1986.
Under this act an individual with a COL must:
Notify the Library Director within 30 days of a conviction for any traffic violation exce t
VarkinlZ this includes Pleading guiltyand Paying a fine). This istrue ng, matter what type of
vehicle the individual was driving at the time of the infraction or if the infraction occurred off
duty"
Notify his/her supervisor if his/her license is suspended, revoked, or cancelled, or if the
emplovee is disoualifiedfro_m driving. Such notice must be made at the beginning of the first
work dayfollowing knowledge of the suspension, revocation. or cancellation. Employees
must provide such notice to their immediate supervisor for in his/her absence, to the
individual acting in that capacityl.
_ Failure to provide required notice of a traffic violation or license suspension. revocation, or
cancellation may result in djSC[VJinaVV action up to and including termination f em I m n
ab. Maintaining Valid License
Employees required to possess and maintain a valid Iowa driver's license, chauffeur's license, or
areg are responsible forchecking the expiration date and renewing theirlicense priorto the
expiration date. If an employee's license issuspended, revoked, orcancelled, it is the
employee's responsibility to notify his/her supervisor at the beginning of the first workday
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 checkson employees who must have a license asajob
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 their 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.
_Jc. Insurability
Employees required to possess and maintain a valid driver's license must also remain
insurable under the City's established standards for insurability.aial3iliry iaeyrawc�, Failure to
remain insurable due to excessive or serious violations will subject a n employee to
disciplinary action up to and including4iseHarge termination of employment.
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.
�ct1. State Libraryof Iowa Librarian Certification
All budgeted librarians must maintain a current State Library Public Librarian's Certificate
Level VI or above.
Agenda Item 413-7
.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 a City property. Issuance of e�
weapons permit does not exempt an employee from these provisions. However, sworn officers of
the Iowa City Police Department and the Fire Marshal are exempt from this restriction.
.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 ona 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 Telecommunications Policy for more specific information -
.56 Appearaace•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.
Employeesare 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. It is preferable that personal calls he made
at designated break times orduring lunch time. When possible, personal phone calls should be
made from a phone away from areas used by the public to conduct business- �
.58 Supplemental Employment
Supplemental employment outside the employee's assigned Literary working hours must in no
way interfere orconflict with the satisfactory performance of Libraryduties. Supplemental
employment that either creates or gives the appearanceof 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 fulkime employees is
not encouraged.
If an employee is unable to perform his,rherjob for the Library due to injury or illness, workfor
another employer is expressly prohibited. A waiver of this provision may be given if the employee
presents sufficient evidence to theLibrary . Director from his/her physician thatthe employee's
medical condition would be preclude fulfillment of the emplovee's duties with the Library, but
that the nature of the condition would permit work at alternative outside employment. Failure to
Agenda Item 4B-8
comply with this Policy will result in disciplinary action up to and including terrain__ __ employment.
-59 Religious holidays
Every reasonable effort will be made to accommodate employee requests for release from work
to participate in bona fide religious hoIidaysor services. Once approved, personal leave days,
accrued vacation time, compensatorytime, or, in the absence of any of these, unpaid leave may
be used to cover such absences.
9:1@R:SMWfi 4 L
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 will be based
upon passible -direct benefit to the Library, ability to reschedule said working hours to the
Library's convenience, and 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-
-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.
—.62 fJ3edjration NJark Restriction hlatifcation
_ Emallgyeeswho are required to drive vehicles or operate heavy machinery are required to inform
their supervisor when taking over-the-counteror prescribed medication which carries a warning
la wl indicatingthat the medication may impact the ability to perform those duties safely -
Employee s who are issued work restrictions by a healthcare provider. including for conditions
which are not work -related, mustp_rayide a coAy_afshose restrictons to their immediate
supervisor.
Failure to tompivwith these requirements will be grounds for discipline up to and includirrg
termination of employment
63 Breastfeeding Breaks
The Library will provide reasonable break time for nursing mothers to express breast milk for
her_nyrsing child for one year after the child's birth each time such employee hasthe need to
express the milk- In addition, the Librarvwill provide a -private space, otherthan a bathroom,
which may be used by the employee to express milk. If assistance is needed in coordinating
the use of private space, employees may contact the Library Director.
64 Criminal Convictions
Employees in positions which are subiect to criminal background checks under the Citds
administrative regulation on Criminal Background Checks in Hiring, as noted in the job
descri tion are re wired to notify Cb Human Resources within t n business days of being
convicted of a crime other than a simple misdemeanor traffic offense. Human Resources will
Agemla Item 413-9
conduct an individualized assessmertt._consulting with approoriate supervisory s.... ...., ...
City Att ornev's Office as nyce5$ary. Convictions which would pred uda an applicant from beine
eligible far hire into a position de5ignated as_sensiIive under the_CriminaI Background Checks in
Hiring policy, may likewise result in a determination that the employee no longer meets the
re uirement of the position and is therefore sub' ectto discigiline up to and indudin
termination of employment.
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 aleahelisrnalcohol abuse. It isalso recognized thatwhile these problems
are serious, they can be successfully resolved if identified and treated.
61 Referral Service
The City sponsors the Employee Assistance Program SEAP} asa means of assisting employees and
theirfamily members. it Is available as a confidential service forinformation, 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. Employees may contact the EAP by calling 3S1-9072. 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 wil-may report the employee's attendance, ability to work, and completion of
any follow-up treatment to the City. The City is not provided a diagnosis, and any discussion
between the employee and counselor remains confidential.
.62 Substance Abuse
All Libra ryemployees 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,
a ili tg_carry out required duties, inter -personal or public relations, etc., disciplinary action may
betaken. Nothing in this section relieves employees of responsibility for their own conduct on
the job.
502.7 DISCIPLINE
71 DisciplinaryMeasures
The responsibility of the Library to maintain efficient operations may occasionalty require taking
disciplinary action against employees. The objective of disciplinary action is to correct
Inappropriate behavior and produce efficient Library operations. However, failure of the
employee, after notice, to modify behavior may result in further disciplinary action up to and
including termination of employment. Furthermore, serious infractions may result in disciplinary
action up to and including termination of employment without prior notice.
!Employees in the bargaining unitsshould referto the AFSCME collectirve bargaining
agreement for further clarification.
.72 Causes for Discipline
Agenda Item 48.10
It_is n_gtgossibleto list all forms of unacceptable behaviorthat are in theAkeworkplace. The
following list is illustrative of, but does not include all, types of behavior for which disciplinary
action may be taken.
a. Insubordination includin&7 Disobedience, disrespect. failure to perform work
assignments or duties, orfailure to accept direction from authorized personnel.
b. Theft of Library property or money, or acting in a careless or negligent manner with
Library -money, property, or vehicles.
�c ,.."dial eF ___.:_.._d ..:_k_.:__ Violation of Library rules and policies, including, but not
limited to Personnel policies, administrative policies. the City of Iowa City Substance Abuse
Policy, and or the City CDL policy, violation of department rules. or any other rules, policies,
or regulations issued by the Library.:
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 genetic information; or any behavior including
behavior outside the workplace which has the effect of producing a hostile work
environment.
. Tardiness, failure to report to worse, or failure to maintain a satisfactory
attendance record; failure to inform the appropriate person of the inability to report_ to work
of need to leave work for any reason,
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
dutiesfor the Library, loafing_ loitering, orengarZing in unauthorized personal business during
work hours: excessive use of personal mobile devices.
�. Violations of the Federal Drug Free Workplace Act-,•`- w'^ ^ f° -
Akehel Paliry, ; violation of departmental rules, City neFseReell Rali.ies
or any other state or federal FUIes OF regulations;
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.
i. Cheating on anemployment-relatedexam.
ij. Inappropriate use of telephone lines, long-distance service, FA)Vphoto❑opy services,
computer, cell phones, mobile devices. arother Library -awned property.
tk. 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 orpermit.
#L Failure to make payment in a timely manner for any employment related charges
including costs for return -to -duty orfoIlow-up drug tests.
10
Agenda Item 48.11
Im. Illegal activities and/or conviction of a crime closely or directly related tc
employees to perform their job effectively, or failure of employees in positions subject to
crimin I background checks to provide timeN notification of a criminal conviction to Human
Resources -
con. Disregard for safety policies and procedures, including improper use of safety gear,
clothing, or equipment; failure to report an iniury or illness Lo supervisory personnel in a
timely manner -
no. Failure to provide required notification of over-the-counter or prescription medication
that rriaiv impact ability to drive or operate heavy equipment when drivin pr ecLil-LPjMpsr1t
operation is, a required duty of the position) _failure to provide copies of any work restrictions
applicable to —the required duties of the employee's position; failure to comply with work
restrictions_n..«r..'......hiek elves cof;A: ata fm"Ia.�s-.. -4 11..E plo gf;e.
VIEFSORal 8,@41FW
ep. Activity which involves conflict of interest or use of Library emoloyment For personal
Rain.
Q. Conduct which negatively impacts the Library`sability to effectively conduct its
operations, disruptive behavior; sleeping during work hours; enizaginit in horseplay.
roughhousing, or disorderly behavior during work, hours orwhile an work premises.
r. 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 Office. Access to these files and the information
contained in them is generally limited to the employee (or former employee). appropriate
supervisory personnel, appropriate administrative personnel and third parties authorized in
writing bythe employee (Le., union stewards, attorneys, etc.).Thefile 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 totheir personnel files during regular Business office
hours. Employees are permitted to examine, take notes, and make copies of any materials in
theirfile but may not copy testser interview questions forthe purpose of sharing information
with job applicantsor potentlaljob applicants. Employees wishing to examine theirfiles during
work hours must have the permission of their supervisor to leavetheirwork 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.
Employeesare encouraged to keep their personnel files up-to-date with alljob-related
information such as degrees obtained, seminars attended, and certificates of completion
providing copies of applicable documents to the Business Office.
11
Agenda Item4B-12
In addition, employees are required to update their personnel files when they experience a
change of name, address, phone, or emergency contact. Employees may maintain this
information through the MUNIS Self -Service Portal.
.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
Pe rtahi lity and Accountability Act of 1996 (HI PAA).
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.
.83 Public Information
The following employee information is classified as "Public Information" undersection 22.7(21)
of the —Iowa Code and will, upon request, be provided to any individual or institution by the
Business Office:
�—Employee name
b.. Employee compensation i*� ae".�insl�dintzany_written agreement establishing
compensation or any other terms of employment excludable from public information
pursuant to Iowa Code Chapter 22.7. or any other applicable orovision of law. Compensation
inc lu es any money, thing of value, or financial benefit, conferred in return for labor or
es rvices rendered by an official oremplayee plus the value of benefits conferred, •.4e-:a4je-ef
'`..:s @ai;fevre, including but not limited to casualty, disability, life, or health insurance,
other health and wellness benefits, vacation, holiday, and sick leave, severance payments,
retirement benefits and deferred compensation.
• Oates of employment with the Library
•—Positions held with the Library
—f. Educational institutions attended and degrees and/or diplomas earned
• ---g. Previous employment information including names of previous employers,
positions previously —held, and dates of previous employment
`f—The fact that an limpleyee individual resigned 1n lieu of termination, was discharged, or was
demoted as a result of disciplinary action. and the documented reasons and rationale for the reslimatm
in lieu of termination, the discharge, or the demotion_ •• as dm._w_.. eO as - of final dise:.J:. afy
;
Should Iowa Code Section 22.7(11) or other Iowa law be amended to either enlarge or restrict
12
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.
.84 Job Description
`-' _-'A'—,__ '_'`._' .CDbjes of fob descriptions are maintained by the Business Office and are
available upon renuest or on the Library s website. Job descriptions are periodically reviewed and
undated as fob duties change.
.85 Position Classification
_All positions are classified accordingto job duties, responsibilities, entry requirements, and
departmental needs. A majorchange in these factors may necessitate a reviewof job
classification. Requests for review of a job classification may be addressed to the Library Director
byany employee, by a supervisor, ormay be initiated bythe Library administration. All position
classification review requests will be reviewed in accordance with applicable labor contract
provisions.
.85 Fair Labor standards Act (FLSA) Classification
All City positions have been classified as non-exempt or exem pt under the Fair Labor Standards
Act. Non-exempt positions a re eligible for overtime at a rate of one -and -one- half times their
regular hourly rate far work in excess of 40 hours in a week, Exempt positions are not eligible far
FLSA overtime. To be eligible for FLSA overtime, a non-exempt employee must perform 40 hours
o#work in a week; paid time off such as sick leave and vacation does not count toward the 40
hours.Overtime is subject to supervisory authorization. Employees who work overtime without
appropriate authorization may be subiect to disciplinary action.
_To maintain exempt status, FLSA requiresthat exempt employees be subject to disciplinary
suspensionsof one day or more in duration.
_—To report a FLSAcomplaint orviolation, employees maycontact the Administrative Coordinator,
City Human Resources Administrator, Library Director, Human Remurces Division staff, or City
Attorney's office.
.S&87 Performance Evaluation
13
Agenda Item 4B-14
__An evaluation and appraisal of each permanent employees 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 thesupervisor'sevaluation.
2988 Budgeted positions
_Generally, part-time employees are limited to holding one budgeted part-time position. However,
undercertain circumstances an employee may hold a part-time position and worktemporary
hours. This will only be done if the employee is willing and it is to the benefit of Library operations
to allowsuch an arrangement; all supervisors invoked mustapprove the arrangement. Generally
these arrangements should not result in the employeeworking morethan $ hours per day ❑r40
hours perweek unless both supervisors have approved such hours.
.814 Employment of Relatives
Management Conflict
It shall he a violation of this policy for the spouse, domestic partner or nartner by
cohabitation. children'. mother, father, son-in-law, daughter-in-faw, mother-in-law, father-in-
law, step-parent, brother', sister'. brother-in-law, sister-in-law. grandparents and
grandchildren, fosterchifd, persons who are parents of the same Child, and persons with
whom the employee is in an intimate relationship' of the City Manager, Assistant City
Manager, Assistants tothe City Manager, City Cleric, AttQrngyr Department oirectors
Divi n FI or Human Resources staff to be employed by any department of the City.
Chain of Command Conflict
It shall be the general policy of the City that no person shall be hired, assigned, promoted. or
transferred to a department of the City or to a division there of when, as a result, the
employee would routinely bedir_CSIy9r indirectly suneryising or receiving direct orindirect
supervision from a memberof the ernuloveg's immediate family. For the purpose of this
subsection. "members of the immediate familtr' include all of the relationships identified
under the Management Conflict provision above. and also include auntr uncles niece,
nephew. and first cousin.
When a oroLdfed familial relationship Is created following employment. rtmnable efforts
will be made to find an acceptable alternative orto eliminate the shua i n bALjransfLr or
reassignment ofgne of the employees. Affected employees will first be given the option of
deciding which emploveewill transfer or be reassigned. If no indication isgiyen. seniority will
he the governing factor and the least senior employee will be subject to transfer,
reassignment ortermination.
p:: t.'~.': ram :.: :: :: ::. ::..tom eA r FRISIhef6, e i ElaughteF In law,watlhw W law,
CltheF 4.. law, Step P ....t hretheQ smsteQ, WetheF in law, SkAeF_in law, g ndna...nr....,d
14
Agenda Item 0-15
reassionmem of a neat !he emplayees A#@ Pied empi a yees will 9 g� W give A the a pimmsR 0* deei"
Individuals actively employed by the City in violation of this expanded policy on November 1,
2011 will beg randfathered under the previous policy and allowed to remain City employees.
- 'This includes step -children and children for whom the employee stands in Zorn
parentis (assumes parental responsibility).
'Brotherand 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
Every employee is expectedto give at least ten (10) working days netmQedaws 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 prior to separation from service.
b. Retirement
—Employees are eligible to retire in accordance with applicable pension or retirement
programs. —Library employees will retire under the Iowa Public Employee Retirement System
(IPERS).
Because the pension systems will provide information only to the employee, employees must
contact the retirement system directly. Ci r Human Resources staff will assist ff requested.
c. Benefits Terminatfon
Upon notice of resignation, termination, or retirement being received by Human Resources,
applicable information regarding continuation of insurance coverage, benefits payout, IPERS
henefit or refund, final check, and other information will be forwarded to the employee.
Human 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
All permanent employees will be provided an exit Survey. If an employee wishes to participate in
an exit interview in addition to or in lieu arovidirng feedback via the exit survey, exit interviews
will be conducted by City Human Resources or City Manager pffce-
is
Agenda Item 413-16
502.9 SAFETY
____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.
_Employees must wear seatbelts in all vehicles that are equipped with seatbelts, as provided by
state law.
Smaking, including use of a-ri arettes or other va in devices is prohibited in all City or Library
vehicles, equipment, aru-buildings and grounds.
_Employees must wear appropriate safety equipment/clothing, as required.
_The Iowa Occupational Health and Safety Administration establishes industrial standards for
some Librarywork Functions. The Library is committed to compliance with these and other
applicahle standards.
_Employees will handle property and equipmentofthe Library with due care appropriate to the
nature of the work and equipment employed, Taking one's eyes off the road while driving to
write send or view an electronic message on a hand-held communic ti n d vi i strictl
prohibited, Employees who act in a manner which endangers the safety of themselves or others
are subject to disciplinary action up to and including ye termination of emplovment.
Treatment forwprLWWVd IMyries must be provided by the provider designated by the City.
Treatment by another physician will be allowed only upon referral from the Citv's designated
treatment provider. Failure to use the Citv's designated treatment provider for a work -related
injury may result in denial of payment of claims by Workers Compensation. Workers
Compensation Questions should be directed to the City's Risk Manager.
Employees are re uired to re ort unsafe working conditions to their imm dia a supervisor.
Felated witiries by aoet4ef p#ysidaA will be allowed only upon Fef:@F*al W;A R4e%y geekipaVeRal
Wealth Can, --Fe to ose ue.E. rt66UPats.-.a'44p;kUhris..IFfGFa.....NL_.elat.diRj..... WA....Od W
d..PAW 04 G;M'FRQ
502.10 CONFLICT OF INTEREST
Library employees are prohibited from engaging in any conduct W iich represents, orcould 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 impartialrty in conducting Library business.
16
Agenda item 413-17
If an employee determines that he or she has an outside interest that may be affected by Library or City
of Iowa City plans cr activities, or resuk in a conflict of interest or the appearance of such conflict, the
employee must immediately report the situation to his or her5upervisor.
Violation of any provisions of this section may be cause for discipline or discharge of the employee.
.101 Employment
Library employees may not work far an outside employer whose interests might conflict with
those of the Library and/or City. Library employees may not use their jobs with the City 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 Iowa Code section 68 8.22 as amended restricts ifts th t Abe received b
IP�S-ernployees or their families; As the law states, "the acceptance of personal benefits
from those who could train advantage by influencing cfficiaf actions raises suspicions that
tend to undermine the public trust." Compliance withthe law, forthe reasons identified
therein, i5 of crucial_ impor;ance to the City -
There are exceptions to the restrictions, including acceoting nonmonetary items with a value
of three dollars (5100) or less, oraccei%ing items made available free of charge to members
of the general public without regard to their employment. However, before accepting any
other gift, employees should consult with the City Attornev's Office for confirmation of an
availlg exception.
.103 Impartiality
No Library employee maygrant or make available to any person any consideration,
treatment, advantage, or favor beyond that rag nted
or make available to all in the community. This does not apply tofairand
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 eitiaeasevervone in the COmmUnitY.
.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
17
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 finaRRal•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, EPF Is incidental to BPRFGPFiate staff dEvelopmem. No Library -owned
property may be removed from the worksite except for the purpose of conducting Library business.
Use of Library or City facilities. supplie1 or euuipmentfor supplemental employment is prohibited-
-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 P1OLrnCALAC7IVITY
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, some guidelines are necessary -
Therefore the following restrictions have been established:
==a. An employee shalt not, while performing official duties or while using Library
eoulpfnennt the —employee's disposal by reason pf histher Position. solicit contributions
Lgf jML2ol "l Rarty r candidate or engage in any political activity.
including distribution of political messaging or materials" While on duty employees shall also
refrain from wearing hats, button% or other items with political messaging unlrss otherwise
permitted underChaoter 20 of the Iowa Code.
I :1 "!1• I F. �. 111 • liRMITIFTIMM. 111MMUM. 11M, I I +I 1 ' "I
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.111 AcceptableActivities
to
Agenda Item 40.19
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 Gore 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.
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CONFLICT RESOLUTION PROCEDURE
The following procedure is available to all Library employees for conflicts pursuant to issues addressed in
this document. Employeeswho are members of the bargaining unit will use the grievance procedure in
AFSCME contract [Article 2t]] for issues addressed in thatcontract.
133 Definition
----A conflict resolution is a process used to resolve a dispute betweenthe Library and a
particular employee orgroup of employees over an interpretation or application of the rules,
procedures, or policies promulgated by the Library.
.132 Procedure
—For purposes of calculating time period, "working days" shall include Monday through
Friday, excepting Library -designated holidays. Parties mayalsoagree to extend time period.
Step 1
The conflict shall he presented in writing by the employees) to their immediate supervisor
within ten (10) working days of the event giving rise to the Conflict. The written document
shall identifythe 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 emptoyee(s) may proceed to Step 2.
20
Agenda Itern 46-21
Step 2
If the conflict is not resolved at Step 1, the employees) shall, within Five (5y working days,
present a written copy of the dispute, signed by the employee(s), to the Library Director. The
d ispute shall contain a statement of the facts and the sections of the rules o r 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(sy 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.
Step 3
A conflict not resolved in Step 2 shall, at the option of the employee(s), he submitted to the
Library Conflict Resolution Committee. The Library Conflict Resolution Committee shall
consist of three voting members, with the City's Personnel Ad min istrator sitting as Chair and
ex-officio, nonvoting member. The Library Director shall appoint one member. The
employee(s) shall appoint one member. Those members shall he current library employees,
and they shall appoint the third member, who shall be a member of the Library Board of
Trustees.
The Conflict Resolution Committee, at a time mutually ccnvenientto the emptoyee(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 employees].
.133 Retaliation
There will be no retaliation for filing a request for conflict resolution, and any such retaliation
may be subject for conflict resolution hereunder.
.134 Other
Employeeswho do not wish to exercise formal avenues to achieve resolution oftheirconflict
may —appeal informallyto appropriate and impartial supervisorsorto the Library Director.
Approved by Board of Trustees July 22, 1982
Revised: May 28,1987
Revised: January 25, 1990
Revised: February 23, 1995
Revised: November9, 1999
Approved by Board November 9, 1999, Pending Review by City Attorney
Revised: April 28, 2005
Adopted: March 27, 2D08
Revised: May 26, 2011
Revised: May 22, 2014
Revi ed:October26.2017
22
Agenda Item 4B-22
Policy502i General Library Personnel Policies
502.1 PURPOSE
The purpose of this document into set forth the policies by which personnel -related decisions made byeither
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 which promotes and supports diversity and inclusivity, professional development, open
communication, and sensitivity to employee needs.
502.2 ARMINISTRATfON
These policies generally coverall Library employees; however, temporaryhourly-pay employees may not be
covered by all provisions.
These policies work to ensure decisions will be made consistently and in accordance with overall Library goals
regarding employee relations. Questions of interpretation should be addressed to the Ubrary director, who
shall be responsible for final interpretation and application of these policies. The principles expressed herein
%WU be used as a gulde regarding issues not specifically addressed in these policies.
This document should be read in conjunction with negotiated labor contracts, administrative regulations and
operating policies and procedures published by the Library.
Upon appointment to a budgeted position, all employees of the Library shall be furnished a copy of these
policies. Any substantive changes or amendments shall be posted on the Library website. Employees will be
notified that updated policies are available online and hard copies will be provided upon request.
502.3 EQUAL EMPLOYMENT OPPORTUNITY
,3; General Polity
It is the policy of the Ubraryto prohibit discrimination and harassment of any type and to afford
equal employment opportunities for all employees or potential Library employees without regard to
race, creed, color, sex, national origin, religion, age, sexual orientation, gender identity, marital status,
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 conditions, wages, benefits, and application of personnel policies, and shall beconslstent
with all protections afforded by applicable federal and state statutes. No personnel decision, action,
term, condition, or privilege of employment shall be unlawfully influenced in any manner by
consideration of an individual's protected class.
It isthe goal of the Libraryto guard against illegal discrimination through appropriate reviewof the
Library's Personnel policies, to allowqualified individuals the opportunityto enter non-traditional
occupations, and to achieve a diverse workforce that reflects the available qualified population.
The Library shall also encourage or require equal employment opportunity efforts from vendors,
contractors, consultants, and firms with which the Library does business.
The Library will employ recruitment and selection practices that supportthis policy bydisplaying
required posters regarding equal employment opportunities in areas visible to employees and by
identifyingthe Library as an Equal Opportunity Employer onjob advertisements, postings,
employment application forms, websites, self-service employment opportunities site and online
application form, website, and other recruitment sources, The Library will make efforts to inform 19
individuals from historically disadvantaged populations of both employment opportunities and the I
City's hiring process through targeted distribution of job postings, general recruitment and hiring m
information and events such as job fairs. The Library will work with the City to implement best ;r
practices to promote divers[ty and reduced implicit bias as appropriate and feasible.. Library 3
p
personnel who have responsibility for selection and hiring shall be trained in and held responsible for C0
using legal interviewing and selection techniques and criteria. w
32 Harassment
The Library is committed to providing a work environment in which people are treated with dignity,
decency, and respect and which is free of harassment and unlawful discrimination, harassment and
unlawful discrimination may take many forms, Including behavlors that are overt orverysubtle.
Harassment may occur between or among members of the same ar op posite sex, employees and the
public, cc -workers, or subordinates and supervisors. Harassing behavior of any nature, hasthe effect
of creating a hostile or offensive work environment and is prohibited behavior.
a. Harassment
For the purposes of this policy, harassment is any verbal or physical conduct that threatens,
Intimidates, demeans, humiliates, or coerces an employee, co-worker, or any person working for
or on behalf of the Library. Verbal taunting that impairs his or her ability to perform his or her job
is included in the definition of harassment.
Harassment may take the form of, but is not limited to:
Comments that are offensive or unwelcome regarding a person's race, creed, color, sex, national
origin, religion, age, sexual orientation, gender identity, marital status, mental or physical
disability, genetic information, veteran status, or otherc€ass/category protected by federal, state,
or local law, body or appearance, includfng epithets, slurs, and negative stereotyping.
Abusive and offensive language, insults, teasing, name-calling, spreading rumor and innuendo,
unreasonable criticism, isolating people from normal work interaction, excessive demands, and
practical jokes.
b. Sexual Harassment
Sexual harassment is a form of unwelcome conduct that affects terms or conditions of
employment (quid pro quo harassment) orcreates intimidating, hostile, or offensive work
erw ronments. Such harassment is prohibited for all employees, regardless of status, including
supervisors, subordinates, administrators, and co-workers. No employee, regardless of gender
identity, 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 the foflowing and may include more
subtle actions:
• 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 threateningto make decisions affecting an employee's job on the basis of the
acceptance or refusal of a request forsexual intimacy.
• Unwelcome sexually explicit, lewd, threatening orvulgar language, sexual jokes, Innuendo, or
propositions; suggestive comments; lewd gestures; request for any type of sexual behavior
(including repeated unwelcome requests for dates); and verbal abuse or "kidding" that is
oriented toward a prohibitive form of harassment, including that which is sexual in nature.
• Distribution, display or discussion or any written, electronic or graphic material, including
calendars, posters, cartoons, that are sexua I ly suggest ive or show host i lity toward an individual or
group because of sex, suggestive or insulting sounds; leering, staring; whistling; content in letters
and notes, facsimiles, emails, photos, text messages, intemet/social media postings; or other
form of communication that issexual in nature and offensive.
• Unwelcome, unwanted physical contact including touching, tickling, pinching, petting, brushing
up against, hugging, cornering, kissing and fondling, and forced sexual intercourse or assault.
c. Discrimination
It is a violation of City policy to unlawfully discriminate in the provision of employment
opportunities, benefits or privileges; to create discriminatory work conditions; or to use
discriminatory evaluative standards in employment if the basis of that discriminatory treatment
is, in whole or in part, the person' race, creed, color, sex, national origin, religion, age, sexual
orientation, gender identity, marital status, mental orphysical disability, genetic information,
veteran status, orother class/category protected by federal, state, or local law. Discrimination of
this kind may also be strictly prohibited bya varietyoffederal, state, and local laws including Title
VII of the Civil Rights Act 1964, the Age Discrimination Act of 1975, and the Americanswith
Disabilities Act of 1990. This policy is intended to comply with the prohibitions stated in these
anti -discrimination laws.
d. Complaint Procedure
The Librarywill 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 expected to report it to the Library Director or the City
Attorney's office. The Library Director, the City At tor ney's office, and/or othe r adm I nistrative staff
as appropriate will investigate, including interviews of complainant, respondent, and witnesses as
necessary. if it is determined that harassment and/o r dis crim in at io n in violation of this policy has
occurred, discipline will be issued as appropriate. Because discipline is a personnel matter, the
Library will not be able to disclose to the complainant any discipline taken against the
respondent.
e. Confidentiality.
Throughout the complaint process, the confidentiality of the information received, the privacy of
the individuals involved, and the wishes of the complaining person will be protected to the extent
possible, while allowingthe Library to meet its obligation to investigate such complaints. The
expressed wishes -of the complaining person fo r co nfid ent is I ity will be considered In the context
of the Library s legal obligation to act on the charge and the right of the respondent to obtain
Information.
f. Retaliation.
Retaliation agai nst a ny person for filing or responding to a compliant either formally or
informally, forparticipating in the complaint and investigation process, orfor participating as a
witness in any investigation, will not be tolerated and will be considered a violation of this policy.
The Library will actively pursue and investigate claims of retaliation. Any person who is found to
have violated this aspect of the policy will be subject to disciplinary action up to and including
termination of employment.
g. Consequences of Harassment or Discrimination
Harassment and discrimination is unacceptable conduct in any form and can be the hasisfior 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, anyemployee who engages in prohibited conduct
will be subject to disciplinary action, up to and including termination of employment.
All employees have an affirmative duty to prevent harassment and discrimination in the
workplace by producing an errvir❑nment that exposes and discourages harassment or
discrimination of any kind and which promotes and supports diversity and inclusivity in the All
workplace and community. n
m
502A LABOR RELATIONS
3
A
The Library recognizes its dutyto bargain collectively with employee Organizations certified bythe Public m
Employment Relations Board, as provided by State law. Pursuant to this requirement, the duties, "
obligations, and rights of the Library and the certified employeeorganlxation. American Federation of
State. County, and Municipal Employees, {AFSCME), Local 183 are set forth in the collective bargaining
agreements mutually entered into by the Libraryand the employee organization. Please refer to the
collective bargaining agreement for specific details. This contract is negotiated jointly with the City's unit
of AFSCME, Local 183. The Library Director hasthe final authority to interpret and administerthe
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 Iowa City community.
Employees have a right to expect fairtreatment and fair compensation from the Library. In return,
employees are expected to work diligently toward providing high leve€sof publicservice.
.51 Public Relations
Providing information and service is the library's principal task; therefore, it isthe first priorityof
each employee when dealing with membersof the publicorother 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.
-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 emplayeesor between one or more
employees and the public. Any Libraryemployee Initlatinga violent act against another Library
employee Ora member of the public will be subject to disciplinary action, up to and including
termination of employment.
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. Workplace
violence is generally directed toward physically or psychologically harming an individual Ora n
object, it includes, but is not limited to, hitting, shoving, beatings, stabbings, shootings, rapes,
psychological traumas, such asthreatening an individual or his/her family, obscene of harassing
phone calls or electronic communications, an Intimidating presence, as well as harassment of any
nature.
Workplace violence also includes actions or threats of violence occurring off Library premises
involving an employee acting as, or clearly identifiable as, a representative of the Library.
All reports of violence will be reviewed in a timely manner and perpetrators can expect
appropriate action. Generally such reports should be made to the employee's supervisor, who is
responsible for informing the Library Director, however the employee may make the report
directly to the City Human Resources Administrator or the City Attorney's Office.
.53 Licenses and Certifications/Notice Requirementslinsurability/
No Library employee may operate a library orcity vehicle without proper licensing. Any individual
who operates a library or city vehicle on the public right-of-way without a valid license
appropriate to the vehicle being driven will be subject to disciplinary action up to and including
w
termination of employment.
m
a
Q.
sa
Certain positions within the Library require the possession and maintenance of a specific 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
m
employee will receive notice of such change and will be given a reasonable amount of time to
m
comply with the requirement. IF an employee loses or fails to obtain a license or certification
required for the position he/she holds the employee may be subject to discharge for failure to
meet minimum job requirements.
a. Commercial Driver's License (CDL)
Employees required to possess and maintain a valid Commercial driver's License must meet
the notification requirements established bythe Federal Commercial Motor Vehicle Safety
Act of 2986.
Under this act an individual with a CoL must:
Notify the Library Director within 34 days of a conviction for any traffic violation, except
parki ng (this includes pleading guilty and paying a f ne). This is true no matter what type of
vehicle the individual was driving at the time of the infraction ar if the infraction occurred off
duty.
Notify his/her supervisor if his/her license is suspended, revoked, or cancelled, or if the
employee is disqualified from driving. Such notice must he made at the beginning of the first
workday following knowledge of the suspension, revocation, or cancellation. Employees
must provide such notice to their immediate supervisor (or in his/her absence, to the
individual acting in that capacity).
Failure to provide required notice of a traffic violation or license suspension, revocation, or
cancellation may result in disciplinary action up to and including termination of employment.
b. Maintaining a Valid License
Employees required to possess and maintain a valid Iowa driver's license, chauffeurs license,
or CDL are responsible for checking the expiration date and renewing their license prior to
the expiration date. if an employee's license is suspended, revoked, orcancelled, it isthe
employee's responsibility to notify his/her supervisor at the beginning of the first work day
after receiving notice of theaction. Employees are prohibited from driving anyCityvehicle
without the appropriate valid license.
The City routinely runs driver's license checks on empic"eswho 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 Cityvehicle during
that time and/or failed to notify their 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.
Agenda Item 48-27
c. Insurability
Employees required to possess and maintain a valid driver's license must also remain
insurable under the City's estah I Ished standards for insurability.. Failure to remain Insurable
due to excessive or serious violations will subject an employee to disciplinary action up to
and including termination of employment.
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.
d. State Library of Iowa Librarian Certification
All budgeted librarians roust maintain a current State Library Public Librarians Certificate
Level VI or above.
.54 Weapons
No employee ofthe Library shall carry a weapon while on duty. Weaponsare not allowed on City
property nor in an employee's vehicle when parked on City property. Issuance of a weapons
permit does not exempt an employee from these proviMons. However, sworn officers of the Iowa
City Police Department and the Fire Marshal are exempt from this restriction.
.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 subjectto recall by the Libraryat anytime. Employees have no rightto
privacy in Information maintained on a Libraryowned computer, the Librarycomputer system,
Library-provided/funded cell phone or other electronic communications device or the Library
phone system, whetherornot the employee considers such information personal. Staff should
refer to the Telecommunications Policy for more specific information.
.55 Appearance -Grooming
Employees are expected to maintain a level of personal appearance and grooming that is
considerate of other employees, and projects an imagethat inspires the confidence ofcitrzens
and others with whom the employee must associate in the course of work. Specific rules related
to appearance andgrooming are referred to in the Library's Employee Manual.
The Library Directorwill make the final decision if there is a dispute overwhat 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. It is preferable that personal rails be made
at designated break timesorduring lunch time. When possible, personal phone calls should be
made from a phone away from areas used bythe public to conduct business
.58 Supplemental Employment
5upplementaI 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 fuiltime employees is
not encouraged.
Agenda Mm 46-28
If an ern ployee is unable to perform his/her job for the Library due to injury or illness, work tor
another employer is expressly prohlbited. A waiver of this provision may be given if the employee
presents sufficient evidence to the Llbra ry Director from his/her physician that the employee's
medical condition would be preclude fulfillment of the employee's duties with the Library, but
that the nature of the condition would permit work at alternative outside employment. Failure to
comply with this policy will result in disciplinary action up to and including termination of
employment.
.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
Adva nce approva I from the Library Director or his/he r designee is necessary for a n emp loyee to
engage in any ed ucationa I effort during normal assigned working hours, other than that which is
provided by the Library as continuingeducation. consideration of such requests will be based
upon direct benefit to the Library, ability to reschedule said working hours to the Library's
convenience, and a demonstrated ability of employees to ef€ectively carry autthe responsibilities
of their positions. Employees are encouraged to schedule educationai programs outside of
regular hours whenever possible.
61 Abse nce 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 orthe Library Directorwillbe deemed an absence
without leave. Any such absence shall be without pay and may be subject to disciplinary action.
.62 Med rcation/work Restriction Notification
Employees who are required to drivevehicles or operate heavy machinery are required to inform
their supervisor when taking over-the-counter or prescribed medication which carries a warning
label indicating that the medication may impact the ability to perform those dutiessafely.
Employees who are issued work restrictions bya healthcare provider, including forconditions
which are not work -related, must provide a copy of those restrictions to their immediate
supervisor.
Failure to comply with these requirements will be grounds fordiscipline up to and including
termination of employment.
.63 Brea stfeedi ng Breaks
The Library will provide reasonable break time for nursing mothers to express breast milk for her
nursing child forone year afterthe child's birth each time such employee has the need to express
the milk. In addition, the Library will provide a private space, other than a bathroom, which may
be used by the employee to express milk. If assistance is needed in coordinating the use of
private space, employees maycontactthe Library Director.
.64 Criminal Convictions
Employees in positionswhich are subject to criminal background checks under the City's
administrative regulation on Criminal Background Checks in Hiring, as noted in thejob
description, are required to notify City Human Resources within ten business daysof being
convicted of a crime other than a simple misdemeanortraffic offense. Human Resources will
to nd uct an i rid ividu a lined a ssessment, consulting with apprap Nate supervisory staff and the city
Attorney's Office as necessary. Convictions which would preclude an applicant from being eligible n
n
for hire into a position designated as sensitive under the Criminal Background Checks in Hiring �
policy, may likewise result in a determination that the employee no longer meets the
requirement of the position and is, therefore, subject to discipline up to and including M"
termination of employment. 71
p
ca
N
5D2,6 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 alcohol abuse. 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 othercommunity 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 theirwork performance. Any voluntary involvement
with the EAP will he strictly confidential. Employees may contact the EAP by calling 351-9072. In
the event work performance is affected, a mandatory referral may he made by an employee's
supervisor. When a mandatory referral is made, the employee is required to be seen by an EAP
Counselor, who may report the employee's attendance, ability to work, and completion of any
follow-up treatment to the City. The City is not provided a diagnosis, and any discussion between
the employee and counselor remainsconfdential.
.52 5ubstanceAbuse
All Library employees are eligible for and encouraged to seek treatment and rehabilitation for
alcoholism, problem drinking, or substance abuse through the Clty'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,
ability to carryout required duties, interpersonal or public relations, etc., disciplinary action may
betaken. 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 maintaln 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. However, failure of the
employee, after notice, to modify behavior may result in further disciplinary action up to and
including termination of employment. Furthermore, serious infractions may result in disciplinary
action up to and including termination of employment without prior notice.
Employees in the bargaining unit should refer to the AFSCME collective bargaining agreement for
further clarification.
72 Causes for Discipline
It is not possible to list all forms of unacceptable behavior that are in the workplace. The
following list is illustrative of, but does not include all, types of behavior for which disciplina ry
action may be taken.
a. Insubordination, including Disobedience, disrespect, failure to perform work assignments or
duties, or failure to accept direction from authorized personnel.
b. Theft of Library property or money, or acting in a careless or negligent manner with Library
money, property, or vehicles.
c. violation of Library rules and policies, Including but not limited to Personnel policies,
administrative policies, the City of Iowa City 5ubstance Abuse Policy, and orthe City CDL
policy, violation of department rules, or any other rules, policies, or regulations issued bythe
Library.
d. Abusive or improper treatment during the performance of duty to any member of the public,
fellow employee or city official, including harassrrmenton the basis of race, creed, color, sex,
national origin, religion, age, sexual orientarlon, gender identity, marital status, mental or
physical handicap or disability or genetic information 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;
failure to inform the appropriate person of the inability to report to work or need to leave
work for any reason
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 dudng the performance of duties for the Library; loafing,
loitering, or engaging in unauthorized personal businessduring work hours; excessive use of
personal mobile devices
g. Violationsof the Federal Drug Free Workplace Act, violation of departmental rules, or any
other state orfederal regulations.
h. Lying or providing false, inaccurate, or incomplete information either verbally or in writing;
falsification, alteration, deletion of required information, orfailure to include material
information on any application or Library record.
I. Cheating on an employment -related exam.
j. Inappropriate use of telephone lines, long-distance service, FAX photocopy services,
computer, cell phones, mobile devices, or other Library -owned property.
k- 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.
I. Failure to make payment in a timely manner for any employment related charges including
costs for return -to -duty or follow-up d rug tests.
m. Illegal activities andjorccnviction of a crime closely 0rdIrectly related to the ability of
employees to perform their job effectively, or failure of employees in positionssubject to
criminal background checks to provide timely notification of a criminal conviction to Human
Agenda Item 4B-3I
Resources.
n. Disregard for safety policies and procedures, including improper use of safety gear, clothing,
or equipment; failure to reportan injury or illness to supervisory personnel in a timely
manner
o. Failure to provide required notification of over-the-counter or prescription medication that
may impact ability to drive or operate heavy equipment (when driving or equipment
operation is a required duty of the position); failure to provide copies of any work restrictions
applicable to the required duties of the employee's position; failure to comply with work
restrictions.
p. Activitywhich involvesconflictnf interestor use of Library employment for personal gain.
q. Conduct which negatively impacts the Library's ability to effectively conduct its operations;
disruptive behavior; sleepingduring work hours; engaging In horseplay, roughhousing, or
disorderly behavior during work hours orwhile on work premises.
r. Revealing confidential Library recordsorunauthorixeduse ofprivileged information.
502.8 PERSONNEL TRANSACTIONS
.81 Personnel Files
The Library considers personnel files to be Library property generated for purposes of conducting
busimessoperations. it is the policy of the Libra ryto permit access by all Library employees to
their personnel file maintained in the Business Office. Access to these files and the information
contained in them is generally limited to the employee (or former 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 orpotential yob applicants. Employeeswishing 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 by
providing copies of applicable documents to the Business Office.
In addition, employees are required to update their personnel files when they experience a
change of name, address, phone, or emerge ncycontact. Employees may maintain this
Information through the MUNIS Self -Service portal,
.82 Medical Files
10
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 n
Portability and Accou ntablIfty Act of 1996 (HIPAA).
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An employee's health information is personal and confidential, and the Library will not release m
such information without the express written consent of the employee, except as required by 3
law. a
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.83 Public Inform at ion
The following employee information is classified as "Public Information" under Section 22.7(11)
of the Iowa Code and will, upon request, be provided to any individual or institution by the
Business Office:
• Employee name
Employee compensation Including any written agreement establlshing compensation or any
otherterms of employment excludable from public information pursuant to Iowa Code
Chapter 22.7, orany other applicable provision of law. Compensation includesany money,
thing of value, or financial benefit conferred in return for labor orservices rendered by an
official or employee plusthe value of benefits conferred, , including but not limited to
casualty, disability, life, or health insurance, other health and wellness benefits, vacation,
holiday, and sick leave, severance payments, retirement benefits and deferred
compensation.
6 Dates of employment with the Library
■ Positions held with the Library
• Educational Institutions attended and degrees and/ordiplomasearned
• Previous employment information including names of previous employers, positions
previously held, and dates of previous employment
• The fact that an individual resigned in lieu of termination, was discharged, or was demoted as
a result of disciplinary action, and the documented reasons and rationale for the resignation
In lieu of termination, the discharge, or the demotion.
Should Iowa Code Section 22.7(11) or other Iowa law be amended to either enlarge 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.
.94 Job Description
Copies of job descriptions are maintained by the business Office and are available upon request
or on the Libraryrswebsite. Job descriptions are periodically reviewed and updated as job duties
change.
.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 ofjob
classification. Requests for review of a job classification may be addressed to the Library Director
byanyemployee, bya supervisor, or may be initiated by the Library administration. All position
classification review requests will be reviewed in accordance with applicable labor contract
provisions.
.86 Fair Labor Standards Act (FLSA) Classification
11
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. Overtime is subject to supervisory authorization. Employees who work overtime without
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3
appropriate authorization may be subject to disciplinary action.
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To maintain exempt status, FLSA requires that exempt employees be subject to disciplinary
suspensions of one day or more in duration.
To report a FLSAcomplaint orvlolation, employees may contact the Administrative Coordinator,
City Human Resources Administrator, Library Director, Human Resources Division staff, or City
Attorney's office.
.87 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 arrychanges 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.
.88 Budgeted Positions
Generally, part-time employees are limited to holding one budgeted pan -time position. However,
undercertain 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 arrangementsshould not result In the employee working mare than 8 hours per day or 40
hours per week unless both supervisors have approved such hours.
.89 Employment of Relatives
Management Conflict
It shall be a violation of this policy for the 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, foster child,
persons who are parents of the same child, and persons with whom the employee is in an
intimate relationship' of the City Manager, Assistant City Manager, Assistants to the City
Manager, City Clerk, City Attorney, Department Directors, Division Heads, or Human Re50Urce5
staff to be employed by anydepartment of the City.
Chain of Command Conflict
Itshall be the general policy of the Citythat no person shall be hired, assigned, promoted, or
transferred to a department of the City or to a division there of 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 subsection,
"members of the immediate family' include all of the relationships identified under the
Management Conflict provision above, and also include aunt, uncle, niece, nephew, and first
cousin.
When a prohibited familial relationship is created following employment, reasonable efforts will
be made to find an acceptable alternative orto eliminate the situation bytransfer or
reassignment of one of the employees. Affected employees will first be given the option of
12
decidingwh€ch 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.
Individuals actively employed by the City in violation of this expanded polity on November 1,
2011 will be gran dfathered under the previous policy and allowed to remain City employees,
`This includes step -children and children for whom the employee stands in low parent€s
(assumes parental responsibility).
2Brotherand 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.
MO Termination of Employment
a. Resignation
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 prior to separation from
service-
b. Retirement
Employees are eligible to retire in accordance with applicable pension or retirement
programs. Library employees will retire under the Iowa Public Employee Retirement System
(IPERS).
Because the pension systems will provide information only to the employee, employees must
contact the retirement system directly. City Human Resources staff will assist if requested.
c. 5enefts Termination
Upon notice of resignation, termination, or retirement being received by Human 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.
Human 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. Ex€tlnterviews
All permanent employees will be provided an exit survey. If an employee wishes to
participate in an exit interview in addition to or In lieu of providing feedback via the exit
survey, exit Interviews will be conducted by City Human Resources or City Manager's 4ffce.
502.9 SAFETY
All Library employees are responsible for completion of job assignments in the safest manner possible.
13
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 tot hem selves 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.
Employees must wear seathelts in all vehicles that are equipped with seatbelts, as provided by state law.
Smoking, including use of e-cigarettes or other vaping devices is prohibited in all City or Library vehicles,
equipment, buildings and grounds.
Employees must wearappropriate safety equipment/clothing, as required.
The Iowa Occupational health and Safety Administration establishes industrial standards for some Library
work functions. The Library iscommitted to compliance with these and other applicable standards.
Employees will handle property and equipment of the Librarywith due care appropriate to the nature of
the work and equipment employed. Taking one's eyes off the road while driving to write, send, Or view an
electronic message on a hand-held communication device is strictly prohibited. Employeeswho act in a
manner which endangers the safety of themselves or others are subject to disciplinary action up to and
including termination of employment.
Treatment for work -related injuries must be provided by the provider designated by the City. Treatment
by another physician will be allowed only upon referral from the City's designated treatment provider.
Failure to use the City's designated treatment provider for a work -related injury may result in denial of
payment of claims by Workers Compensation. Workers Compensation questions should be directed to
the City s Risk Manager.
Employees are required to report unsafe working conditions to their immediate supervisor.
502.1.0 CONFLICT OF INTEREST
Library employees are prohibited from engaging in any conductwhich represents, orcould be reasonably
interpreted to represent, a conflict of interest. Employees must avoid any actionwhich might result rn, or
create the appearance of using publicoffice for private gain, giving preferential treatment toany 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 svch 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
Libraryemployees 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 City to
furthertheir interest on any supplemental job- Library employees may notworkforor
directly invest in businesses with whom they must deal in the course of their employment
with the Library,
14
.102 Gifts
State law (Iowa Code section 68 B.22, as amended) restricts gifts that can be received by
public employees or their families. As the law states, "the acceptance of personal benefits
a
from those who could gain advantage by influencing official actions raises suspicions that
tend to undermine the public trust " Compliance with the law, for the reasons identified
therein, is of crucial importance to the City.
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There are exceptions to the restrictions, including accepting nonmonetary items with a value
m
of three dollars (S3.00) or less, or accepting items made available free of charge to members
of the general public without regard to their employment. However, before accepting any
other gift, employees should consult with the CityAttorney's Office for confirmation of an
availahle exception.
.103 Impartiality
No Library employee may grant or make available to any person any consideration,
treatment, advantage, or favor beyond that granted or make available to everyone in the
community. This does not apply to fair and reasonable polity 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 avairable to everyone in the community.
AM 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 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 adva ntage of the employee or any other person, except for that use
which is generally available to the public. No Library -owned property may be removed from
the worksite except for the purpose of conducting Library husiness. Use of Ubra ry or City
facilities, supplies, or equipment for supplemental employment is prohibited.
No Library employee shall remove Library materials without proper checkout, change the
standard loan period, remove m ate rla Is 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, some guldeIinesare necessary.
Therefore the following restrictions have been established:
15
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, including distribution of political messaging or
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materla Is. While on duty employees sha I I also refrain from wearing hats, buttons, or other items
with political messaging unless otherwise permitted under Chapter 20 of the Iowa Code.
3
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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
supervrsed to contribute money, anything of value, or service to a candidate, a political party, or a
po I kica I committee.
d. An employee who becomes 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 officesha€I not
campaign while on duty asan employee.
.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 nonpartisan activities
on off --duty time so long as the restrictions listed above are followed.
c. An employee whose position is not federally funded is permitted to he a candidate fora
partisan or non -partisan office, while a Federally funded employee may be a candidate fora
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.
COMFLICT RESOLUTION PROCEOVR E
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 Definkian
Aconilict 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.
.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.
Step i
The conflict shall be presented in writing bythe employee(s) to their immediate svpervisor
within ten (103 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
26
violated, and shall state what remedy is desired. The supervisor shall deliver a response to
the employee[$] within five [5) working days of receipt of said conflict. If no response is
received, the employee(s) may proceed to Step 2.
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(sy will meet within ten (10) working days of receipt of
a Step 2 conflict in an attempt to resolve the issue. The Library Drrectorwill respond in
writing to the employee(s) within fore (5) working days after such meeting.
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 CiVs Personnel Administrator sitting as Chair and
ex-officio, non -voting member. The Library Di rectorshaII appoint one member. The
employees) shall appoint one memher. Those members shall be current I ibrary em ployees,
and they shall appoint the third member, who shall be a memher of the Library Board of
Trustees.
The Conflict Resolution Committee, at 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 llO} working days ❑fthe 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 forfiling a request forconflict resolution, and any such 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 informaliyto appropriate and impartial supervisors or to the Library Director.
Approved by Board of Trugees July 22, 1982
Revised: May 28, 1987
Revised; January 25, 1990
Revised: February 23, 1995
Revised: November9, 1999
Approved by Board November9,
Revised: Apri 128, 2005
Adopted: March 27, 2008
Revised: May26, 2011
Revised: May 22, 2014
Revised: October26, 2017
1999, Pending Review by City Attorney
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Agenda item 4C-t
ADMINISTRATIVE & CONFIDENTIAL EMPLOYEES MANUAL
503.1 PURPOSE
The purpose of this section is to provide information on the terms and conditions of
employment for administrative and confidential employees, and to assure that policies,
regulations, and benefits will be administered an a uniform, non-discriminatory and equitable
basis. This document shall be read in conjunction with personnel policies which apply to all
library employees.
503.2 GENERAL PROVISIONS
The Library shall review and adopt, listing an exceptions, the City of Iowa City's Administrative
and confidential Employees Benefits Handbook, whenever a new handbook is adopted by the
City. All benefits made available to City staff will be made available to Library staff.
503.3 EXCEPTIONS
When interpreting the City of Iowa City's Administrative and Confidential Employees Benefits
Handbook, the word "Library" should be substituted for the word "City", and "Library
Director" shall be substituted far "City Manager' where applicable.
Adopted: April 28, 2005
Adapted: March 27, 2008
Adopted: May 26, 2011
Adopted: May 22, 2014
Adopted: October 26, 2017
Agenda Item 4G-2
Administrative and
ContN .1 fidential
Employees
Employment Manual
July 1, 2017 -,tune 30, 2021
Agenda Item 4C-3
INTRODUCTION
The City's ability to manage and provide public services with the greatest efficiency and
effediveness is heavily dependent upon the capability and performance of its
Administrative and Confidential employees.
Administrative employees include department directors, division heads and supervisory
employees who have the authority to make personnel decisions regarding other public
employees or the responsibility to direct them or respond to their grievances. Other
employees are classified as Administrative and exempt from union status because their
duties are most closely aligned with managerial duties. Confidential employees include
employees who have access to information subject to use by the public employer in
collective bargaining. Confidential employees also include secretaries and Assistants to
the City Manager and department directors.
The City recognizes that special demands are placed on Administrative and Confidential
employees, creating different expectations with regard to the employment relationship on
the part of both these employees and the City. It is essential to this relationship that
those factors affecting the terms and conditions of employment be set forth clearly.
This document has two purposes: to provide information on the terms and conditions of
employment which differ from those of bargaining unit employees, and to assure that
policies, regulations, and benefits will be administered on a uniform, non-discriminatory
and equitable basis.
This document should be read in conjunction with the personnel policies which apply to
all City employees. Questions of interpretation should be addressed to the Human
Resources Administrator.
This revised manual was authorized by the City Manager on C Z7 �f
Geoff Fruin, City Manager
Agenda Item 4C.4
Contents
SECTION 1: BENEFITS......................................................................................................................1
a.
Coverage .... ...................................... ................................
-- ....................... --- ...........1
b.
Medical insurance................................................................................................................
1
C.
Dental insurance ..................................................................................................................1
d.
Life Insurance.......................................................................................................................
1
e.
Dependent Life Insurance....................................................................................................
i
f.
Supplemental Llfe Insurance................................................................................................2
g.
Long Term Disability InsuranCe............................................................................................2
h.
Deferred Compensation.-....................................................................................................2
i_
Retirement and Pension Benefits........................................................................................2
j.
Vacation...............................................................................................................................2
(1) Accrual Rate.................................................................................................................2
(2) Professional Librarians.................................................................................................
3
(3) Shift Fire Battalion ChIefs............................................................................................3
(4) Use. Carryoverand Payment.......................................................................................
3
k.
Sick Leave.............................................................................................................................
4
(1) accrual Rate.................................................................................................................
4
(2} Use of Sick Leave.........................................................................................................
4
(31 Notification .............................. ---
....................... ............................... ........................ 4
(4) Sick Bank......................................................................................................................
5
(5) Work at Home.............................................................................................................. 5
(6) Payment for Unused Sick leave..................................................................................
5
LHolidays
................................................................................................................................6
tn.
Longevity ........................... ........................
......... .................... .......... ................. .............. ..— 7
n.
Safety Shoes/Unifarms.........................................................................................................
7
o.
Parking Permits....................................................................................................................7
SECTION} 2: SPECIAL LEAVES...........................................................................................................
7
a.
On -the -lob Injury.................................................................................................................
7
b.
Religious Holidays................................................................................................................
a
Agenda Item 4C-3
c, Jury Duty ... -- .............................................I ......................................
........ ......................
d, Witness Time .... -- ..... ................................ ...............
. ........................ ............... ..........
e. Funeral Leave ............................ ..........................................................................................
8
f. Pregnancy Leave ....... ....................................
.................. ..................................................1 8
g- Unpaid Leave of Absence ....... ...... ....................
.... ...... .............................. ...................... q
h. Military Leave ............. ................... — ...................................................
-_._ ..................... 10
i. Education ...........................................................................................................................
10
SECTION 1 HOURS OF WORK .......... ... . ..................................I
I ............................................I . . lo
a. Overtime ............ ................................. .....................
............. .............. . ......................... 10
b. Rest Periods ................. .......................... ..........
...............................................................1 11
C. Meal Periods .....................................................................
...............................................1 11
d, inclement Wea I he r ................ . ............... .................................................
....... ............... .11
SECTJON4., SALARY ADMINISTRATION .......... .......
................................... ................ -- ....... . 11
a. Employee Compensation ....... ................................................................................1
11
b. Reclassifications .. .., — — — .... ... I ...... ....
I ......... ........ I ........ 11. 1111111. .1 111 .1 1 Il d. 1 1, . r12
SECTION 5; EMPLOYMENT ACTIVITY ...... I-- ....................................
........................ d.d ................ 12
ProbationaryPeriod .-... ....................... -- ............ ..........................................
d ....... d., d ......... ...... 12
SECTION 6: GRIEVANCE PROCEDURE... ........... d d ..............
............................... d..d.dd.dd ................... 12
a. Definition... ............................ — d .... —.—d .............
d ....... ........ ................ d ....... d ..................... 12
b. Procedure ............................... -- ..................................
...... — — I.. . .................... 12
c, Retaliation ..... ...................................
d ... Id ..... d..... d ....................... --- .................. 13
d. Other ......... ............ d ............ d ........... ..................
................... ............ — ... I ......... I ........... d.d 13
Agenda Item 4C•6
SECTION 1: BENEFITS
a. Coverage
Permanent full-time employees receive full benefits, Permanent part-time employees
receive beneflts oh a prorated basis.
Police and/or Fire management employees sometimes have different provisions.
These employees should consult Human Resources with questions.
b. Medical Insurance
The City provides medical insurance for employees and their dependents.
Employees are covered under WellmarR Blue Cross and Blue Shield of Iowa. Most
services are paid on a 90110 basis. Contribution rates are set by the City and subject
to change.
Full-time employees will contribute to the monthly premium as follows:
a Coverage $551month $501month $651month I $701month
Family Coverage $95hronth $1001month $1051month 1 $11DJmonth
Part-time employees will pay a pro-rata share of the full monthly premium for single or
family coverage.
c. DentalInsurance
The City pays the cost of dental insurance for employees. Employees may purchase
dependent coverage if they wish. Employees are covered under Delta Dentaf of
Iowa.
d. Life Insurance
Upon date of employment the City provides life insurance coverage at no cost to the
employee in an amount equal to the employee's annual salary. If salary is a fraction
of a thousand dollars, coverage is rounded up to the next thousand dollars.
e. Dependent: We Insurance
Dependent life Insurance is available to employees for a minimal fee.
Admin/Confidentlal Employment Manual- Updated June 2017 r
Agenda Item 4C-7
f. SupplementaI Life Insurance
Supplemental life insurance is available to employees. Employees may elect
coverage for themselves and their spouse. Coverage for dependent children is also
available. Employees must participate in order to purchase insurance for a spouse
and/or chlld(ren).
g. Long Term Disability Insurance
The City provides long-term disability insurance for permanent full-time and time
Administrative and Confidential employees_ Disability benefits are payable after the
rn eater of one hundred twenty (120) calendar days of continuous covered total
disability yr length of accrued sick leave for approved claims. The benefit amount is
sixty percent (60%) if salary. Long-term disabillty insurance is not available for police
and fire management personnel. These employees are covered under the disabllity
provisions of the Municipal Fire and Police Retirement System of Iowa (MFPRSI).
h. Deferred Compensation
Administrative and Confidential employees may voluntarily join a deferred
compensation program administered by the City. Deferred compensation provides for
the setting aside of income into a private investment plan, whereby the amounts
deferred and investment earnings are not subject to current personal income taxes.
Taxes on these monies are paid when funds are withdrawn from the plan.
A post -tax Roth IRA option is also available.
For more specific details or enrollment Information contact the Finance Oepartment.
i. Retirement and Pension Benefits
Both the Iowa Public Employees Retirement System (IPERS} and Social Security
(FICA) are deducted from most employees' paycheck. IPERS is a mandatory
retirement system for all public employees unless excluded by law.
Moat sworn Police and Fire employees are members of the Municipal Fire and Police
Retirement System of Iowa (MFPRSI).
Contribution rates are set by the Iowa Legislature and are subject to change per
action of the Legislature. Contact Human Resources for current member and
employer contribution rates.
j. Vacation
(1) Accrual Rate
Administrative and Confidential employees accrue vacation at the following rates
(pro rated for part-time employees):
AdminJConfldentlal Employment Manual—updatedlune 2017 2
Agenda Item 4C•8
0 to 5 years
5 to 10 years
10 to 15 years
15 to 20-years
20 years +
(1 day/month)
15 days (1 '/4 days/month)
18 days (1 '/: dayslmonth)
21 days (1 %. dayslmonth)
24 days (2 days/month)
(2) Professional Librarians
Professional librarians receive 22 days of vacation per year regardless of length of
service.
(3) Shift Fire Battalion Chiefs
5 to 10. years. 192 hours (8 shifts)
10 to 15 years
15 to 20 years
20 years +
216 hours (9 shifts)
240 hours (10 shifts)
264 hours (11 shifts)
(4) Use, Garryover and Payment
Vacation hours may be used after six months of continuous employment as a
permanent employee. Vacation will be scheduled to best meet the needs of the
department. A maximum of 192 hours (24 days) of unused and accumulated
vacation may be carried over from one fiscallbenefit year to the next. Maximum
carryover for sworn Police personnel is 224 hours and for Shift Fire Battalion
Chlefs is 312 flours.
The final day to use accruals in the fiscal year is the last day of the final pay
period of the fiscal year between the dates of June 24 and July 7 inclusive.
Payment for unused vacation time up to a maximum of 192 hours will be made
upon retirement, resignation, or discharge. Maximum payment for unused
vacation for Shift Fire Battalion Chiefs is 288 hours.
Admin/Confldenttal Employment Manual — updated June 2017 3
Agcnda Itern 4CA
k. Sick Leave
(1) Accrual Rate
Permanent full-time employees accumulate one day of sick leave for every month
worked (3.7 hourslpay period) up to a maximum of 180 days or 1440 hours, Fire
personnel working a 24 hour shift accrue at the rate of 5.54 hoursfpay period up to
a max of 2160 hours.
Sick leave accruals are pro -rated for part-time employees.
(2) Use of Sick leave
A day of sick leave may be used for each day an employee is sick and off work
during a work week, including absences related to an on-the-job injury. Sick leave
may afso be used on an hour -to -hour basis for doctor appointments or other
health maintenance needs. A doctor's statement regarding nature of the illness
and recovery therefrom may be requested.
In addition to the employee's own health, sick leave may be used for the following
family events:
■ Serious [lines& or hospital confinement of a spouse or child
Critical illness of the employee's mother, father, mother-in-law, father-in-
law, brother, sister, or grandparents as well as any other member of the
immediate household.
Maternity/paternity leave resulting from the birth of a child or placement of
a child for adoption.
• To care for a dependent child who is ill and unable to provide self -care.
■ To attend medical appointments of a child or spouse, provided the
employee's presence and efforts are needed.
Sick leave used in any of the family events identified above (or combination of
family events) must be recorded as family sick leave on the employee's time
record and is limited to a total of 80 hours per fiscal year, Fire Battalion
Chiefs working 24-hour shifts will be limited to 112 hours per fiscal year. Fiscal
year maximums are pro -rated for part-time employees.
The City may discipline employees for abuse of sick leave.
{3J Notification
An employee shall notify their supervisor as soon as reasonably possible of any
sickness or illness which will cause them to miss work in accordance with
Department/Division call -In procedures.
AdminfConfldential Emptoyment Manual -updated June 2017 4
Agenda Item 4C-10
(4) Sick Bank
Administrative and Confidential employees may request hours from a Sick Leave
Bank if they have exhausted their own sick leave accumulation and are seriously
ill.
Requests for a loan of sick bank hours should be submitted to the Human
Resources Administrator_ A decision regarding approval will be made by the City
Manager or designee.
Days granted will be determined on an individual basis using the following
guidelines:
a) All accruals must be exhausted prior to use of sick bank days.
b) Sick bank days will not be granted to supplement Worker's Compensation.
cj Sick bank days will not be granted for illness In the employee's family,
d) An individual may not borrow more than ten sick bank days in a fiscal year.
e) An employee statement and a doctor's statement describing the nature of the
illnessfinjury and the need for time off must be submitted.
t} Previous sick leave usage will be considered.
Employees who use Sick Bank days will be required to repay the bank at the
regular sick leave accrual schedule after returning to work. Employees who do
not return to work or who fail to accumulate a sufficient amount of sick leave prior
to termination will pay back the Bank from other accrued leave or in cash.
(5) Work at Horne
Employees using sick leave who are medically able to perform some of the
regular duties of their position while at home may, upon agreement between the
supervisor and the employee, be assigned work to be performed at home.
This policy Is designed to permit oredit for work performed at home by employees,
when performance of work at home is advantageous to the employee and the
City; however, no employee will be required to perform work while on sick leave.
(6) Payment for Unused Sick Leave
Upon resignation or retirement, Administrative employees hired before June 15,
1983 and Confidential employees hired before June 28, 1985 will be paid for one-
half of the accumulated sick leave at the time of resignationlretirement on the
basis of the employee's then current hourly base salary, provided that the dollar
amount of the payment shall not exceed the amount that an employee would have
been due if helshe had terminated on the applicable date listed above.
Administrative employees hired after ,tune 15, 1983 and Confidential employees
hired after June 28, 1985, are not eligible for payment for unused sick leave upon
retirement or resignation.
Ad minlConfldentiai Employment Manual- Updated 3une 2017 5
Agenda Item 4G-11
Holidays
(1) All permanent employees receive eleven paid holidays plus one personal leave
day. The following are paid holidays:
New Year's day (January 1); Martin Luther King Jr. Day (the third Monday of
January); Presidents' Day (the third Monday of February); Memorial Day (the last
Monday of May); Independence Day (July d); Labor pay (the first Monday of
September); Veterans pay (November 11): Thanksgiving Day (the fourth
Thursday of November); this Friday after Thanksgiving; Christmas Day (December
25). All non -continuous shift employees shall be granted an additional floating
holiday to be designated annually by the City Manager or designee.
One personal leave day. Personal leave may be used at any time mutually
agreed upon between an employee and supervlsor.
The personal leave day and any holiday accrual must be used during the fiscal
year in which it is granted and may not be carried over to the next benefit year.
(2) With the exception of sworn Police and Fire continuous shift employees,
employees who are required to work on a City -designated holiday shall receive f
hour of holiday credit for each hour worked, not to exceed 8 hours, to be used as
time off before the end of the fiscal year.
(3) Continuous shift Police Administrative employees shall receive eighty-elght {88)
hours of holiday credit and eight (8) hours of persona€ leave credit on the first day
of each fiscal year. Holiday credit will be prorated at a rate of eight (8) hours per
holiday for employees who are hlred or who separate from service after the start
of the fiscal year. Contlnuous shift Police Administrative employees who work on
a City holiday will receive an additional .5 hour of holiday credit for each hour
actually worked. Holiday credit must be used as time off only and cannot be
carried over from fiscal year to fiscal year. Continuous shift Police Administrative
staff will observe the holiday on the date that it actually fails regardless of the day
of the week. The floating holiday will be observed on December 24".
(4) Continuous shift Fire Administrative employees shall receive one hundred thirty-
five (135) hours of holiday credit on the first day of each fiscal year. Any
continuous shift employee who starts work or separates from service after holiday
accrual has been credited for the fiscal year will be subject to a pro -rated
adjustment based on the number of holidays remaining in the fiscal year. Holiday
credit shall be used as time off only and cannot be carried over from fiscal year to
fiscal year.
Ad mirk/Confidential Employment Mantral- updated June 2017 6
Agenda Item 4C-12
M. Longevity
Permanent employees who have completed the required number of years of
continuous service by December 1 of the calendar year shall receive longevity pay for
the current fiscal year as follows'
10 years $506
15 years
$650
20 years
$800
25 years
$1060
Payment will be made on the last payday in November. Payment is based on a
fiscal year (July 1 — June 30)• Employees who terminate prior to this payment will
receive a pro-rata share on their final check. Employees who terminate after this
payment has been made will have a pro -rate share deducted from their
termination check or final paycheck.
n. Safety Shoes/Uniforms
The City will provide up to $125.00 annually for the purchase of safety shoes for those
employees required to wear safety shoes. The City will provide uniforms for those
employees required to wear uniforms.
o. Parking Permits
Employee parking space will be made available in Ci€y owned facilities as space
permits. Employees pay one-half of the public rate for parking. Parking costs will be
paid by payroll deduction.
SECTION 2: SPECIAL LEAVES
a. On-tbe-Job injury
Upon application the City may grant a leave of absence with pay in the event of an
injury or illness of an employee while at work provided the following conditions exist.
(1) The injury or illness arises oul of the course of City employment.
(2) The City's medical advisor determines that time off from work is required.
Admin/Confldential Employment Manual -Updated June 2017 7
Agenda Item 4C-13
If the above provisions are applicable, leave with pay will be granted during the
remaining time on the work day when the injury occurs and for a period of two (2)
working days thereafter if authorized by the medical advisor.
If the injured worker requires more than two (2) working days in which to recuperate
and return to work, any additional absence may be charged to sick leave or, if sick
leave is exhausted, to other accruals.
h. Religious Holidays
Every reasonable effort will be made to accommodate employee requests for release
from work to participate in bona fide religlous holidays. Personal leave days, accrued
vacation time, comp time, or unpaid leaves may be used to cover absences.
a Jury Duty
Any employee summoned for jury duty shall receive regular pay during any period of
jury service and shall earn and be entitled to all benefits as if working. The City shall
receive the pay earned from such jury service.
d. Witness Time
An employee shall be granted leave with pay when required to be absent for work for
the purpose of testifying in court in response to a legal summons when the employee
is neither plaintiff nor defendant in the action and when such court appearance arises
from the performance of their duties, obligations, or activities as a City employee.
The employee shall be compensated by the City for work time spent testifying and the
City shall receive any witness fees paid to the employee.
e. FuneraILeave
An employee shall be granted up to three (3) days with no loss of compensation or
accrual from sick, annual, or compensatory time as is necessary to planfattend the
funeral of their spouse, child, mother, father, stepparent, sister, brother, mother-in-
law, father-in-law, grandparent, grandchild, aunt or uncle, niece or nephew, brother-
in-law', sister-in-law`, or permanent member of the immediate household. If
additional time is needed an employee shall be permitted to use up to three days of
their accumulated sick leave with the approval of their supervisor.
Shift Fire Battalion Chiefs shall be granted up to two (2) shifts.
'Brofherlsrster--in-law mc;udes spouse of spouse's sibling.
f. Pregnancy Leave
A pregnant employee shall be entitled to a medically necessary leave of absence
without pay if she is unable to work as a result of pregnancy or related cause and all
other accumuiated feaves are exhausted. An employee requiring such leave shall
notify her supervisor prior to the anticipated date of birth and shall substantiate her
condition by a doctor's statement. Employees taking leave pursuant to this section
Admi nlConfldentia l Employment Manual - Updated June 2017 a
Agenda ltcm 4C.14
retain all rights granted by the federal Family Medical Leave Act and/or other
applicable laws.
g, Unpaid Leave of Absence
With the approval of the Department Director and the City Manager an unpaid leave
of absence may be granted to an employee. If the leave is medically necessary and
all other accrued leaves are exhausted, the leave will be automatically approved.
Generally, such leaves shall not exceed twelve (12) months. Upon termination of
such leave of absence, the employee may return to work in the same position as
when he/she left and will receive compensation on the same basis as if he/she had
continued to work without leave, provided the position is vacant and provided the
employee is qualified for the position. In the event a vacancy does not exist an
employee may apply as an internal employee on vacancies for a period of twelve (12)
months following termination of the leave. The employee is responsible for applying
for and keeping aware of any openings.
In the event an employee fails to return to work at the end of any such leave or
extension, their employment shall be terminated.
During a leave of absence without pay, the employee:
1) Cannot pay retirement contributions if the leave exceeds one month in duration.
2) Shall not receive any other accruals or job benefits during the period of absence.
3) Shall not acquire additional seniority during said leave except In the case of
medical disability.
4) Shall not earn sick, vacation, or other leave.
5) Must use all accumulated vacation to which he/she is entitled prior to the time that
the leave without pay commences.
B) Must pay prorated health, dental, life and disability insurance premiums falling due
during any month the employes is not on the payroll, if coverage is desired, and is
available subject to insurance carrier approval, as follows:
a) For any calendar month during which the employee is on unpaid leave not
exceeding ten working days and insurance coverage is desired, the City will
pay the cost of the insurance premiums.
b) For any calendar month during which the employee is on unpaid leave in
excess of ten working days and insurance coverage is desired, the employee
Adm1n/Confidential Employment Manual -updated June 2017 9
Agenda Item 4C-15
must pay 1112 of the Insurance premium for each working day beyond tort
working days that the employee is on unpaid leave of absence. The
remainder of the premium will be paid for by the City.
o) The employee may choose which insurance coverages, if any, are to be
retained during the unpaid leave of absence_
d) Premiums for insurance coverages desired by the employee will be billed on a
monthly basis.
The City Manager or designee may waive the above conditions for leaves of absence
without pay not exceeding ten (10) working days.
Except In the case of medically necessary leave, upon return from a leave of absence
without pay both seniority date and accrual date wifl be changed to reflect the time on
Leave.
h. Military Leave
Employees enlisted In or called by any of the armed forces of the United States shall,
when ordered to active service, be entitled to a leave of absence for such period of
time that the member serves in such capacity and until discharged therefrom. The
City shall comply with applicable law In regard to military leave.
i. Education
Advance approval from the City Manager or designee is necessary for an employee
to engage in any educational effort during normal working hours other than that which
may be provided by the City. Consideration of the request will be based upon the
direct benefit to the City and the demonstrated ability of the employee to effectively
carry out the respansibiI[ties of their position.
SECTION 3; HOURS OF WORK
The normal work week shall consist of a minimum of forty (40) hours for full-time
employees. The department oiractor shall schedule the working hours for all
employees in a manner to most efficiently meet the needs of the department, which
may include flex -time scheduling.
a. Overtime
(1) Confidential Employees. Overtime is work performed by a Confidential employee
in excess of eight (8) hours per day or forty (40) hours per week. Employees may
be periodically required to work overtime.
Admin/Confideritial Employment Manual - Updated June 2017 10
Agenda Item 4C-16
Compensation. At the Department Director's discretion, and in accordance with
applicable law, compensation for overtime hours will be made either at the rate of
one and one-half limes the current base hourly rate or by granting compensatory
lime off at a rate of one and one-half hours for each hour of overtime,
(2) Administrative Employees. Administrative employees are not specifically
compensated for overtime in eilher pay or compensatory time off. Salary ranges
for Administrative positions have been developed with consideration of overtime
requirements. In recognilion of the fact that job responsibilities of administrative
employees may, upon occasion, require that the employee work more than the
normal work week, time off from work may be allowed by the department Director.
Alf employees will be expected to average a minimum of forty (40) hours per
week.
b. Rest Periods
Full-time employees will be provided with two fifteen (15) minute rest periods during
the regular work day. These rest periods may be scheduled by the immediate
supervisor, with consideration of employee preferences.
C. Meal Periods
Employees will be provided with an unpaid lunch period of not less than thirty (30)
minutes during the regular working day. Meal periods will be scheduled to
accommodate operational needs with consideration of employee preferences but
should generally occur near the midpoint of the workday.
d. inclement Weather
Employees are expected to come to work regardless of weather conditions if they can
reasonably do so.
Generally, City operations will not be suspended, however, the City Manager may
shut down operations In severe conditions. Employees may use vacation, holiday,
compensatory time, or personal leave to insure regular pay on these occasions.
SECTION 4: SALARY ADMINISTRATION
a. Employee Compensation
The City will maintain a classification and compensation plan for Administrative and
Confidential employees subject to City Council approval. The overall program will be
administered by the City Manager with operational responsibility resting with the
Human Resources Administrator. Employees are eligible for merit increases based
upon satisfactory performance not to exceed the maximum of their established pay
range.
Adm In/Co n5d ential Employment Manual —Updated June 2017 11
Agenda Item 4C-17
b. Reclassifications
Periodically changes in position scope, responsibility andlor minimum entry level
qualifications may warrant a review of individual position classification andlor salary
grade assignment. Recommendations for reclassification must be based upon
characteristics of the position and operational needs of the department and should not
be based upon employee seniority, qualifications, or performance.
Reclassification reviews may be requested by the employee or Department Director.
Review of reclassification requests will be conducted by the Human Resources
Administrator, Assistant City Manager and City Manager. Information subm[1ted In
writing and through interviews of employee, Department Director. and immediate
supervisor will form the basis for determination of proper classification.
Requests for review of lob classification should be submitted to Human Resources.
SECTIONS: EMPLOYMENT ACTIVITY
Probationary Period
Upon employment by the City the initial probationary period will generally be six (6)
continuous months. The probationary period for non -Civil Service staff may be
extended at the discretion of the Department Director and such extension will be in
writing. Extension of probationary periods for civil service staff are subject to the
employee's written waiver of the civil service probationary period.
SECTION 6: GRIEVANCE PROCEDURE
a. Definition
A grievance is a dispute between the City and a particular employee or group of
employees over an interpretation or application of the rules, procedures, or policies
promulgated by the City.
b. Procedure
For the purposes of calculating time period, "working days" shall include Monday
through Friday; Saturday, Sunday and holidays (except personal leave day) will not
be Included. The parties involved in a grievance may mutually agree to extended
time periods -
Stop
The grievance shall be presented in writing by the grievant to the Department Director
within ten (10) working days of gaining knowledge of the event giving rise to the
Ad min/Co n fld ent al Employment Manual— ltpd ated !U n e 2017 12
Agenda Item 4C-I8
grievance. The written document shall identify the document as a grievance and
reference the section of the rules or provisions allegedly violated and shall state the
remedy desired. The document shall be signed by the grievant.
The Department Director and the grievant will meet within ten (10) working days of
receipt of a Step 1 grievance in an attempt to resolve the grievance. The Department
Director will respond in writing to the grievant within ten (10) working days after such
meeting. If no response is received, the grievant may proceed to Step 2.
Stan P
A grievance not resolved at Step 1 may be submitted to the City Manager or their
designee within ten (10) working days of receipt of the Step 1 response. The City
Manager will respond in writing within ten (10) working days. The grievant may
request a meeting with the City Manager before a decision is rendered. Such request
must be in writing and presented with the Step 2 grievance.
G. Retaliation
There will be no retaliation for filing a grievance.
d. Other
Employees who do not wish to exercise formal avenues to achieve resolution of their
grievances may appeal informally to appropriate supervisors, or the Human
Resources Administrator.
Admin/Confidential Employment Manual -Updated June 2017 13
a�'II A Iowe CITY
PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 5224D
�e 74i1nPFq •✓-.-1 3197$6g7pp•ru 719.77b5999•wwwkplaq
TO:
Library Board
FROM,
Susan Craig, Library Director
DATE:
October 17, 2017
RE:
Library Director Search
Agenda Item 40-1
With my announced retirement at the end of December 2018, yo u have 14 months to have a new
director in place beginning January 1, 2019. One of the Library Board duties, perhaps the most
important duty is to "employ a librarian." You hire (and fire), evaluate, and approve compensation for
the Library Director. This is similar to the City Council, which daesthe same forthe City Manager, the
City Clerk, and the City Attorney. There have been only two library directors since 1975. 1 was appointed
directorJuly 1, 1994, so it's been more than twentyyears since the last search was done.
I recommend that you use an executive search firm to assist you in this process- I have attached a copy
of the Request for Qualifications (RFQ) the City distributed last yearwhen they were conducting a search
for a new Police Chief. if you wish to consider this approach, I could draft a RFQfor your December
meeting. I have also attached a copy of the recruitment brochure for the City's recent national search
for a Director of Transportation Services.
The recruitment and preliminary applicant screening would be done by the search firm if you choose to
hire one, and they can assist with the Interview process as well- You will need to decide on whether you
want to appoint a committee of the board to work with the consultant. I am meeting with the City
Attorney prior to the board meeting and will report on any guidance she has as you work to establish
the process.
After finalists have been selected, you will need to decide the size of interview team (s). Will you include
City staff? Library staff? Community stakeholders? The Board as a whole or in part? What type of
engagement with staff and community do want to be part of the interview process —a presentation, a
town hall style meeting, a meet and greet? WIII you solicit interview questions?
There are many decisions to make, but you have more than a year, and I am confident that quality
candidates will have interest in this job. I will assist in any wayyou find appropriate.
A possible timeframe:
December: Approve an RFQfor a consultant, and review the job description. Appoint committee to
review responses and conduct interviews as needed.
February: Approve contract with recommended consultant.
March: Consultant meets with various stakeholders and the board to develop recruitment materials.
April: Recruitment materials approved.
May -June -July: Recruit and accept applications
August -September: Conduct interviews; select preferred candidate, make a job offer, with
announcement atthe September 27, 2018 board meeting.
Agenda Item 4d-2
May 263 2016
Request for Qualifications
Police Chief Executive Recruiting
� r r
_ ir"W
NO
�°°���
CITY OF IOWA CITY
UNUCO CITY OF LHERATURE
The City of Iowa C ty is seeking proposals from Interested consultants to provide executive
recruiting services for the position of Police Chief. The selected consultant may be hired to
provide executive recruiting services including any or all of the following:
• Review of candidate profile
• Active recruitment and screening of highly qualified candidates,
potential candidates that may not be actively seeking employment
Promotion and advertising
• Screening candidates and providing a list of preferred candidates
■ Assistance with Civil Service selection process
• Performing background checks, including verification of educatic
criminal history checks, credit checks and all other due diligence
previous work performance, if requested
Assisting with negotiations with selected candidate, ff requested
Instructions for Interested Consultants
including contacting
n, past employment,
verification regarding
Interested firms are strongly encouraged to submit qualifications that are as comprehensive and
complete as possible, so as to ensure a proper evaluation of the fiirm's capabilities. The
statement of qualifications should contain the following items:
Date of proposal
• Company name, owners and brief history of firm
• Company representative proposed for this project, including a listing of hlslher past
seven years of experience with Management/Executive Recruitment. The geographic
location of this individual should be indicated as well as major current assignments and
availability for this project. Key personnel should not be proposed unless they are
available to complete the project.
• Description of Relevant Experience including experience with recruiting executive level
pvblfc sector employees, past 7 years' experience of both Company and proposed
representalive and description of a minimum of two (2) Police Chief searches the firm
has conducted including timetables and outcomes.
• References: References are preferred for Police Chief searches that best demonstrate
the firm's ability to complete the proposed project successfully. For each reference
provide a brief description of the project, client name, year completed, and portion of the
work for which your firm was responsible. The City of Iowa City reserves the right to
contact references other than, andfor in addition to, those famished_
• Detailed description of services offered
• Other information the firm wishes the City to consider
• Anticipated schedule
• Terms
• Breakdown of fees for services
Agenda !tern 4a-3
may 26. 2016
Page 2
Materials must be submitted via mail, fax or email by 5pm, Thursday, June 9, 2016 to:
Karen Jennings
Human Resources Administrator
410 E. Washington Street
Iowa City, IA 52240
karen_je n n ings0owa-city. orn
(319) 356-5025
(319) 356-5027 FAX
The City will evaluate the submittals based on the firms experience and qualifications in public
sector executive searches, including Police Chief searches, as well as price. The City will
negotiate a final, detailed scope of services with a selected provider. In the event the
negotiations between the selected firm and the City cannot be completed as a result of an
inability to reach an agreement on the fee for services or the scope of services to be performed,
the negotiations will proceed to another firm. A final written contract will be required.
Rights Reserved By the City
The rights reserved by the City include, but are not limited to, the following:
• The City reserves the right to select. and subsequently recommend for award, the firm
which best meets its required needs, quality levels and budget constraints
• The City reserves the right to reject any or all submittals. The City further reserves the
right to waive technicalities and formalities in submittals, as well as to accept in whole or
in part such submittals where 4 is deemed advisable in protection of the best interests of
the City.
• The City reserves the right to enter into a discussion with firms regarding their
qualifications and associated monetary offers. Any such discussions shall not obligate
the City in any manner.
• The City reserves the right to rescind its acceptance of a submittal at any time in the
event the scope of services and work products furnished do not meet the prescribed
service quality standards or the firm falls to properly fulfill its service and delivery
obligations. All such determinations shall be made solely at the discretion of the City
and shall be without penalty to the City.
Agenda Item 4D•4
ci of
W WW' i cgov,o rg
Now Seeking
Director of
Transportation Services
The Community
Offering Wg-city arnenities along with small-town hospltality, Iowa City
has it all. Nestled in the heart of the Mldwest In east cemraf Iowa, it
has long served as a hub for culture, education, variety, and fun. The
City enjoys an extensive parks and recreation system that Includes
nearly 1,000 acres of prairie, wetlands and forested areas with almost
every Iowa City residenL living within 3; mile of public open space areas.
Iowa City also features a vibrant, walkable downtown, and in 2008 was
designated as a UNESCO Cty of Literature, and remains the Only City In
the United States to hold this honor. Numerous professional publications
consistently rank Iowa City as a highly favora ble plate to do business, a
vibrant center for arts and cufwre, and a great place to retire where
seniors can age successfully
Iowa City is the home of the University of Iowa with Hawkeye athletics
being a regional draw for college sports enthusiasts. Our community
alsooffers excellent healthcare facilities, including the Ilnivensityof Iowa
Hospitals and {links, Mercy Hospital, and the Iowa VA Medical Center.
Additionally, the Cityisthe location of numerous private empkryefs such
as American College Testing, Pearson, Procter & Gamble, oral 9, and
many other smaller business and manufacturing firms.
The City's fiscal year 2019 operating and capital budget totals $190.6
million. The primary revenue sources arc property ta"S, hOWIMOtel
taxes, user fees, permits and licenses, and franchise fees. Iowa City has
Mcelved a Moody's Aaa credit rating for more than 40 years and has
been recognizedfor Itsefforts In budget preparation andeomprehenslve
a nnual financial reporting.
Our diverse and welooming community, located along the banks of the
Iowa River and south of the Coralville Reservoir, is home to more than
74,000 people, and is easily accessible via Interstate 80 and the Avenue
of the Saints. lows City is situated In fohnspn County, with a population
JVBvvfy cowtnumd i arrhe+l Street Awking joclhty
of 142.000, and serves as county seat. Approximately 26 rNles north is
Cedar Rapids, serving a metropolitan area of 175,1000. Several small rural
towns are located throughout Johnson County. kywa Clty also neighbors
two hus[I ing su bu rtren communities, Coralville and North Liberty.
Responsive Government
Iowa Clty is governed by a mayor and six council members elected to
Tour -year overlapping terms, with four at -large members and three from
districts. The City Council appoints the City Manager, City Clerk, and City
Attorney for indefinite terms. All other staff appointments throughout
eight Clty Departments, including the Transportation Services Director,
are the responslbllity of the City Manager.
Transportation Services Position
The Transportation Services Director manages the operational, financial,
personnel and related administrative activities of the Department of
Transportation Services, including Transit, Parking and maintenance
of the Central Business District, The Department of Transportation
Services provides the public with a system of clean, safe and convenient
transportation options, including a fixed bus and coMra0ed ADA
paratransit syscem with 1-7 rnIlllnnannual ridMand nearly 3,80Dgarage
and metered parking spares -The Director of Transporration Services will
represent the Department before the Cty Council, the general public and
the media, as they provide guidance and dewefopment opportunities for
approximately W employees under their direction.
The Clty of Iowa City has recently undergone a variety of improvements
to its tramporration systems and facilities. A few of the latest charges
include several new buses, implementation of real-time passenger
AVL in partnenlslp between Iowa City, the University of Iowa, and
City of CoraMllle (wvvw.bongo.org), rollout of a mobile parking Opp
IpasspWFarkingj for metered stalls in roordlnation with the University
of Iowa, and the opening of a brand "w W--pace parking facility
(pictured above). Rlke sharing is on the horiron, along with electric
vehicle charging stations and nn upcoming route study. Development
contirwes to flourish throughout Iowa City and transportation services
wlll be vital to maintaining the communitys vibrancy.
Pedestrion Map locotedIn the Centrof&siness District
Agenda Item 413-5
Quick facts
IcrWO City has fired mute operations providing difge serv"$ for rows
City and the City of University Heights. The Clty's transit services
coordinate dailywith multiple transportation systems rn the region.
• 27 heavy duty vehicles provide 2.7 milflon rides annually
• 20 mutes at peak servlce, operating Monday— Saturday
• 7DB,473 Annual Revenue miles
. 54,403 Annual Revenue hours
- Base faro—$1.00
14 Iifst duty ADA Pamtfanslt vehides are owned by Iowa City and
services are currently contracted with lohnson County SEATS.
• 313,772 Annual Revenue miles
• 33,042 Annual Revenue hours
• 99,094 Annual Rides
Iowa City's Parking and Central Business District management
encompasses 6 parking decks (3,686 spaces) and 1,174 on -street
metered stalls.
- Parking decks offer Flat Hour Free parking
- 2,400 Permits issued for decks and lots
• 735 Motorcyclelmopedjsecote r permits
• 57,560 Citations issued
• $0 ckatlons—19,339
• Parking Services provides general maintenance of pedestrian mall and
surrounding area
Essential Functions
• Plans, directs, coordinates and oversees the daily activities of the
divi5ikin5 within the Transportation Service$ Department including
fixed bus routes, garage and metered parking facilities, Coordinates
with paratransit service, and manages maintenance of downtown
b u5iness disWct infi astructu re-
• Oversees development and performance of department supervisory
staff, plans long range department goals in conjunction with City
Council Strategic plan, and recommends capita[ improvement
NebiectS, equipment procurement, and eperatsonal policies bo ensure
fulfillment of Gty DbJectfves.
• Responds to a nd resolves inquiries, req vests, and complaints from the
public and outside agencies or groups regarding City transportatlpn,
parking and downtown maintenance issues.
• Develops, administers and monitors the Department's budget and
approves expenditures, monitors collection and handling of parking
ramp, parking meter, parking permit and bus tare revenues, and
administers and monitors service contracts, including paratransit
serwcm-
• Serves as the Citys representative with various regional, state and
federal regulatory agencies, Including the Iowa Department of
Transportation and Federal Transit Rdminlaratlon and administers
state and federal grant requirements, maximizing funding attained
through such &rank programs and participating in Federal Transit
Adminlstratien regulatory review processes.
Trvnsitrrden enjoy 0 wrdemlection of routes vnd servicehnurs
• The position will be require collaboration with Cvralville Trins4,
University of l9vw CAMBU5 and paratransit service provider
management to maintain a coordkwted and cooperative urban
area transit servlce, also working with University management to
coordinate parking and enforcement planning.
• Develops and administers Operations for rnaintanance of the Central
Business District, and works with the Iowa City Downtown District on
cooperative efforts in the Central Business District.
Candidate Reciu{rements
13A in business administration or related field from a DOE recognized
accredited school required. Seven years supervisory experience in
related field required- Valid driver's license with satisfactory driving
reCArd required. valid Iowa Ciass B commertial driver's license with air
brake and passenger endorsement required within 90 days of hire. Pre-
employment drug screen required. Mirst reside within Iowa city city
limits and pass a background check. Master's degree in business or a
related Reid From a DOE recognised accredited school preferred.
Compensation and Benefits
• Salary schedule. Ste rting salary to be negotiated. Range of 591,644.80•
145,246.40.
• Medical insurance. Employees contribute S55 per month for single
Coverage and $96 per month for famFly coverage.
• Dental Insurance. The City provides denial insurance for employees
through Delta Dental. Employees have the Option of purchasing famlly
dentalcoverage-
• Section 125 Plan, The City Offers premium convenlon and nledicat
spending aeeeu nt, and dependent Care spending accounts through a
pretax Section 125 plan.
• Life Insurance. The City Provides We Insurance[Gvefage in an amourd
equal to annual salary.
• Supplemental Llfe Insurance. Employees may purchase supplemental
life insurance for themselves and their dependemts-
• Sick Leave. City employees accrue sick leave at the rate of one day per
month, up to a total of 1440 hours.
• Vacation. City employees accrue vacation at a rate of one day per
month for the first five years of employment Accrual rates increase
every five years,
• Holidays. City employees mcelve 11 holidays and one personal day
each year,
• Longevity Pay. Longevity pay of S32S annually is pa id foNowirsg five
years of service. tongavlty pay Frxoreases in five-year increments.
• Deferred Compensation. Employees may voluntarily join a deferred
compensation program which includes a post -tax Roth IFtA option
administered by the City.
• pension Plan. Iowa Public Employees' Retirement System.
Application arrd Selection Process
C1ty of Iowa City online application and resume must be submitted by
Friday, November 17, 2017, The online application can be accessed at
unvw-f[aov. oralla6s-
N Questions regarding this recruitment
process may be directed to;
Huma n Resources
City of Iowa Gty
410 E. Washington Street
Iowa City, IA 52240
319.356.5020 or emal I Johs�iowd{ity-org
Selected candldates may be required to prepare additional
documentation in the form of a questionnaire to further assist in
candidate screening. Selected i:andldates will be interviewed in lows
Cfty at City expense,
The OtY of;bmc O S Oil Equardpporrunfty Employer
and is WOW to the revue Smokef -ee Afrpct.
Agenda Item 50-1
Children's Services Report
Prepared for the Iowa City Public Library Board of Trustees, August 2017 meeting
By Angle Pilkington, Children's Services Coordinator
Room Update
Read With Me kits are now on the shelf. These are replacing
the old Storytime Kits, which were kept in bulky plastic
boxes. The new and improved thematic kits contain five
books, a toy, and a sheet with additional book titles, songs
and rhymes. The new Read With Me kits have only been on
the shelves for three weeks, but are already a huge hit.
Beatrix, age 5, excitedly told me at the desk the other day, "I
just love my special project books I* I am happy that these
kits are appealing to kids and parents as much as preschool
teachers, who are our biggest users of them.
Tween Space Update
The Tween Roam isjust about done. Our stadium seating has been delayed until October 31", but our
new wall vinyl, cabinets, shelving, and chairs have
been installed. The picture does not dothe wall
justice. You have to stop in to see it in person. once
the additional seating is in place, it will be a great
place for Tweens to be and for staff to teach classes
and programs.
This past Monday, the new Nursing Room chairwas
delivered. This was the very last item we were
waiting on to say the that the Children's Room is
finally put back together from the June 171h sewer
backup.
Staff
We welcomed Amy Childress, as our new Intern last month. She is in her first year in the SLIS program at
Lll. She comes to Iowa from Salt Lake City and previously worked for the Salt Lake Public Library doing
children's outreach.
Anne Wilmoth, our recent Intern, has been hired as a new Children's Servlces Assistant to replace Nancy
Holland who retired last month. Anne is an Iowa native and has lived in Iowa City for the last 13 years
with her husband and two daughters. We are excited to have her as part of the permanent staff!
I had the good fortune of speaking at two different breakout sessions at Iowa Library Association Annual
Conference this year_ This was my sixth year presenting at ILA, and every year is just as exciting as the
first. I spoke about our Special Access Events at my first session, and alongside Kara and Shawna about
our Bookmobile service forthe second session. Overall, it -was a great conference. I want to thank the
board for supporting the staff and allowing us to attend these conferences that help usgrow and
develop new skills that will benefit our community.
Agenda Item 511-2
CoIIectian Services Department Report
Prepared for the October 26, 2017 Meeting of the Iowa City Public Library Board of Trustees
Anne Mangano, Collection Services Coordinator
Read with Me 5torytime Kits
In September, we introduced Read with Me Kits, our new storytime kits, to the public. Our
storytime kit collection is used by patrons to recreate a storytime experience at home or by
preschool and daycare teachers and
providers to supplement their lessons.
Analyzing use statistics and looking at patron
requests, the collection was reduced from
ninety kits to fifty, completely overhauling
the topics and contents of the kits. Topics
range from unicorns to the alphabet to hugs
& kisses. You can find a list of our Read with
Me Kits at http:Jlbit.dolreadwithme.
Our new kits contain five books, an
interactive toyJactivity, and a storytime
starter sheet with suggestions for rhymes,
songs, and further reading. To make the kits
more appealing and useful to the patron, they were repackaged, using an easy to carry, see -
through tote. Read with Me Kits are available for check out in the Children's Roam. Patrons may
borrow kits for three weeks.
As of October 23r0, seventy-four percent of the collection was checked out- As a comparison,
our average percent checked out last year at this time was 11.2%. We are ecstatic to see a
renewed interest in the storytime kits and we will continue to monitor use and make changes
as needed.
Read Magazines, Win an iPad Mini
Iowa City Public Library patrons have an opportunity to win an !Pad Mini by checking out five
digital magazines during the month of November. This contest is a collaboration between the
Iowa City, Coralville, and North Liberty libraries to reach new users for our digital magazine
collection, as well as keep our public's interest after our digital magazine vendor, rbOigital,
rebranded and launched a new app. In May, the Waterloo Public Library held a similar contest
and saw a dramatic rise in use of their collection that
continued well after the conclusion of the contest.
For more information, see icpl.❑rgjmagazines.
Agenda Item 513-3
INFORMATION TECHNOLOGY REPORT TO LIBRARY BOARD {October, ,
Brent Palmer, IT Coordinator
Local Music Project Update
The Local Music Project (LMP) is getting a facelift.
The LMP is a key part of our ongoing efforts to
strengthen our Virtual Branch for a number of
reasons. Patrons can access content right from
their browser. It has a focus on local content that
users can't find anywhere else. And it is a way that
we can engage with our community by helping to
artists get exposure and introducing patrons to
local artistic efforts.
Catalog
Hnn- I --a: FIGc¢ Frrc,ee[ Tiny mind MASSIVE SguI
Local Music Project Facts
When started: 2012
Number of Albums: 45
Number of Artists: 24
Who Can Access: Residents of Iowa City,
rural Johnson County, Hills or University
Heights
_ n=�* Local music project Eiil
Tiny Mind MASSIVE Soul
(2015)
by Dana T
Onto Added:
February 24. 2616
Genre: ruck
rva-�-_.ar?;
L�,ww,Sd Alh ��, eac x�a
1-v : and Atum mp3 no
Tracks - Streaming
exer ua
1. Crosswalk
2. Lation
3. Weird Guy
4. Neon Blood
5. Equality
from the new Locad Mu sit Project Site.
The improvements are that the site is now much more mobile friendly, meaning that the layout works
well on phones and tablets. The project site will be integrated into rest of website so that it provides a
more seamless experience for the user. And we have also added a long-awaited feature: streaming.
Patrons can either choose to download the songs or stream them right from their phone or computer.
We are hoping that these changes will result in more exposure for the project and increase participation
by artists and increase use by our online patrons.
Agenda Item 5C-1
D eve I opm ent office Report
Prepared for the Board of Trustees
Iowa City Public Library
by Patty McCarthy, Director of Development
October 27, 2017
Eat Out to Read November
Brix Cheese Shop and Wine Bar in Iowa City's northside U-2
neighborhood will be THE place to be everySunday in November.
Enjoy brunch from 11am-3pm tin Novembers, 12, 14, and 26, and
know that you're helping the Iowa City Public Library tm eat out to read
Sundays are known for "ooey, gooey, Raclette service," at Brix at .�....... ..... :. `� ` "`
209 North Linn Street, Iowa City. Hope to see you there!
Don't Miss Prairie Ughts on November 12
All Library friends are welcome at the Book Gaforon Sunday, November 12,
The Book Gala is a special fundralsrng event for the Iowa City Public Library
Friends Foundation held at Prairie Lights Books in downtown Iowa City.
During this 241h annual event, Prairie Lights Books will be open after hours
(6:30.8pm) to library friends. You can shop for books, children's toys, and
other special items with the undivided assistance of the famed bookstore's staff. A percentage of the
night's sales total will be donated to the Library Friends Foundation. If you want to support the event
but cannot be there, "secret shoppers" are available to help! Email me for more information
pa ttY-m cca rt hvtm is ol. o re
MidWestOne Bank Helps The gook End
There are many special treasures available to buy at The Book End this month.
Area MidWestOne Bank offices held a book drive in September for the Book
End. It resulted in a great selection of fiction, non-fiction, and children's books.
Thank you to everyone who donated the books, and to our library friends at
the bank for hosting the 12' annual book collection. There were so many nice
books donated that we are replenishing the shelves every day because they
are also quickly sel!ing.Stop by today forthe best selection. We hope that the
supply lasts through the end of October.
Arts & Crafts Bazaar
There's still time to create a special project to donate for the
annual ICPL Arts & Crafts Bazaar. It's scheduled on Saturday,
December 2, 10am-3pm in Meeting Room A.
Need an idea? Explore how-to books on the second floor.
Find Sewing in the 646's; Crafts 745's; Needlework 746's, and
Woodworking 684's, Orask staff at the Info Desk where to
find other helpful books. Thank you to everyone who is
knitting, crocheting, painting, and creating other works of art
to he said at the bazaar to benefit the Library!
When your project is done, complete an Arts & Crafts Bazaar Donation—Far-m f PDFI and deliveryour
creation to the Help Desk any time before November 30.
agenda item SDA
By Casey Maynard, ChMren's Librarian at the Iowa City public Library
Autumn is a huge time for publishers and picture books. As a result, we have tons of new selections
from authors you'll rewgnim and some that you may not at the Iowa City Public Library. Here are a
few of my new favorites:
Bethan Woollvin has continued to make wonderful Fairy-tale retellings. Her latest, "Rapunzel," is a
cut above- Prepare for a delightful and unconventional heroine. Much like her first picture book,
"Little iced," Woollvin's next installation is a joyful romp. Be sure to look under the dust jacket for a
fun surprise.
Duncan i'onatiuh's "D2nza" is a lovely biography of Amaba Hernandez, the founder of El Ballet
Folklorico de Mexico- Tonatiuh's signattue Mixtec style is a perfect medium for discovering Ami's
life's work. If you ate unfamiliar with the Folkloric Eallet, this is a wonderful place to start.
Info Willems took his time giving us a sequel to "Leomzdo the Terrible Monster." "Sam the Most
Scaaedy-Cat Kid in the World" is a fun extension for these beloved characters and, per usual,
Willetns delivers high quality frivolity. Look for pigeon cameos, and read back to back if you want to
see the play between the two books.
Matgarita Engle and Mike Curato's new tilde, "All the Way to Havana," gives readers a rare glimpse
into Cuban life- Curato's illustrations, rendered from photos he took during a trip to Cuba, hone in
on the vibrancy of the island. The family's car, Cara Cara, has been with them for generations and it
takes love, care and invention to keep the old Eagle running. The story is heartfelt, taking readers on
a journey to the capital and a better understanding of Cubano resilience.
Aaton Reynolds fast picture hook, "Creepy Carrots; is a storytime favorite, so it should not be too
sutpnsing that the sequel had us all delighted. just in time for Halloween, "Creepy Pair of
Underwear," picks up the story of Jasper Rabbit and builds on the noir theme from the fast
installment. Gut laughter is likely and boys and girls alike, will adore this tide.
April pulley Sayre's "Full of Fall" is a beautiful explora don of the season. She captures the brightest
foliage and prepares readers for the eventuality of winter with her soft text. This book is bound to
be used for years throughout the fall as a storytme staple. Explore this title and the outdoors while
the foliage lasts —it's never long enough.
Carole Boston Weatherford and Brian Pinkney's newest, "In Your Hands," is not only timely but
beautifully rendered. It encompasses what we all hope for our children, brothers and sisters as they
set out into the world. While God and prayer are central here, this title resonates on a truly
humanitarian level and serves as a lovely reminder of the human capacity for compassion.
Look for a few of these titles and some new ones corning: soon on our upcoming Mock Oddecott
ballot. The rides will be announced in early November and voting will start after Thanksgiving.
Agenda item 513-2
By Melody Dworak, librarian at the Iowa City Public Library
The days are getting short and the aircrisp. Spend a perfect fall evening cuddled up with a digital
magazine. No groceryAlne impulse buying necessary. No need to even make a trip to the Library. All you
need isyour Library Card and a little tlme to relax.
The Iowa City Public Library currently offers more than 175 current and back issues of digital magazines,
all free to ICPL card holders. As of October 1, we have five new subscriptions we hope you'll enjoy.
The Mother Earth News food and garden seriesshowcases growing and cookingwith herbs, No
experience needed —gardeners, chefs, home cooks, and herbalists will delight atflipping through this
magazine. I had wondered what all the fuss about turmeric was, and the December 2016 issue of the
Mother Earth News Herb Companion Series clued me in.
I'm also excited about This Old House. This Old House is the companion magazine to the show on Iowa
Public Television, It offers practical remodeling plans and step-by-step project instructions. Fans of The
Family Handyman and HGTV MagoVne will want to check out This Old House as well.
Birds& Blooms is another new gardening magazine. The October 2017 issue offers up the best bulbs to
plantfor spring color afterwinter's snow thaws. Enjoy a quiz on spoo-hoo-hoo-hoo-ky owls whenyou
flip through the pages.
Pet loverscaa now find Cotsterand Dogster in our digital collection. These two magazines are the
freshened up reboots of Cat Fancy and Dog Fancy. whether you are curious about specialty breeds a
have questions about hairbalI control, these two are great relaxing reads.
If you've never used our digital magazine collection before, go to www.i p o ma Lo nu to get
started. Digital magazines can be read on a computer, but they are even more enjoyable on a
smartphone ortablet. This is a 24-7, on -the -go collection. It uses the RBdigital app, and the website VRL
will direct you to where you can find the right app for yourdevice.
Speaking of devices, the Iowa City Public Library is giving away an iPad Mini to a lucky digital magazine
reader in December. All you have to do is enterthe drawing and read five magazines throughout the
month of November.
our digital magazine collection is supported by the Digital Johnson County consortium. Digital Johnson
County is an initiative among Coralville Public Library, the Iowa City Public Library, and the North Liberty
Community Library to combine resources to offer the same great digital collections throughout each
library's community. No matter which is your home library, you can use our shared collections.
Have more questions? Reach out to us at icpl.org/ask or 324.356-5200.
Agenda Item 1OA-1
at IOWA CITY
,W PUBLIC LIBRARY
Receipts
FY18 compared to FY17 YTD
Q1 FY17
Q1 FY18
% Change
FY18 Budget
96 Received
General Fund
Fines, Fees, etc.
SM271
$35,867
-6.3%
$155520
23.1%
Vending, etc.
$666
$755
13.A%
$2,440
30.9%
General Fund Total
$38,937
$34i622
-5.9%
$157,950
aii
Enterprise Fund
Photocopies
$919
$703
-23.5%
$030
18.4%
Electronic Printing/Debit Card
SZ757
$2,916
5.7%
511,300
25.8%
Counter/Cloth bag/A4isc
$509
$277
-45,6%
$2,670
10.4%
Recycle
$98
$56
-42.9%
$260
71.5%
Enterprise Fund Total
$4,283
$3,952
-7.7%
518,06D
21.9%
Lost & Damaged
$4,890
53,604
-26.3%
$19,370
18.6%
Lost & Damaged Total
54,89D
$3,604
-26.3%
$19,370
18.6%
State Funds
Open Access / Access Plus
so
$0.00
0.0%
s0
0.0%
Enrich Iowa/Dlrert State Aid
so
$19.754
100.0%
$O
0.0%
State Fund Total
$0
$19,754
0.0%
$0
0.0°ti
Agenda Item 1OA-2
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91
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3,2531
9
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11
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21
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103
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21
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24
32
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331
0
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olltreaeh9 Mr ,. Pr&MC Yhrary"FSAtt 10""O fwhu SanPpt%Pt 10 Ora library b9edln%•
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574
c
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keno LPaiaN lNo FerrewaW
1,291
0
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13:
0
0
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131
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1
0
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292
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1477
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90
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AM
•ppli aer W de rMPFYP%w imhw,,
-Pw MPrao6ra IM&0&" w 4M om PPdx rP fk-r arurad w tM s i461twrea 3/1N27&%Mf11.
E F"b NotMId WYti PwfPmalaO Pt,Pne I,m2 0 0 0 3.= L139 -i1.I%
Group and COMM90ity so�lcvs: Fwwide library wr&e to groups, ase"k" am oryalulk%
F. Pdult Prva'a�n
In.aayre Prplrpms
71
9
9
0
76
63
15.7%
�M1F4 aP x[lS�ea Kt
11611
0
9
0
1.511
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61"
rh[ eICM1 P•parkms
19
9
9
0
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5
MIS
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1�P.53
n
q
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In -Noun Proa•ams
91
0
0
0
92
1q3
-S.B1L
�n-Novae Allendarce
lybl
O
0
O
293a
2A27
Y29L
Pa, 3
Agenda Item 11A-4
--
al
02
0
a9
YM
�tm
K2e99.
Grtrcech PrvOra^e
a
0
0
a
3
1
0-0%
Ouuetrh aumdsnca
15
p
0
0
15
15
Aef1
C ClebanY �fgnma
ImIWx fYelrlms
I99
0
0
0
129
135
32-i%
krHPaf9 AeuPeArp
9,TL1
0
0
Q
9,139
6,811
92b%
O.ma9eh Yr9y9mf
.e
o
Q
o
96
Ty
+i5-2%
OweaeN Alwndlna
Lm
0
0
0
I'M
1,p19
+L2
0. h10nry Tou!i end Qmi
Nwnter
19
0
0
0
19
13
4M%
PMnOin
79
0
0
0
79
$6
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1
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1
.
-750%
Cgrltrel Sarvkes: haloWrs Wraryre m*Lthrddlh Wtr#iw repdtrpt;ed, OairWsk dat1MR 61�0 kbal6k4L Md WMIONn9.61,6W6 m3tanalt,
R LFr Gras lmw
42M
0
0
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aP%
iewa 01,
1,156
a
0
0
1,786
IA"
•aA%
Pr c 1a 1 CKY
7H.9%
OAIL
0.0%
0.0%
Mm
11.5%
4.2%
local Canlws
Hiih
2
0
0
0
4
9
-11. 1%
l9h^seM1 Cau�ryVwrail
102
0
0
0
I01
62
X4%
WryTm
4
0
0
0
4
4
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U^ Nty Halms
9
0
0
0
9
20
-450%
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123
0
0
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1}3
109
0.9%
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20
0
0
0
20
1s
11.1%
Other OpMAw
212
0
0
0
212
174
21.8%
Tp 1ppr^w
I55
0
0
a
955
3"
ll $%
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15.7%
0.0%
9.9%
DffA
19.7%
13^
12.a%
a reel RftB #,W Omr m (Ctinwy9 ) Td.9a4 0 p 0 o1w 55y96 -3A
• N llaea Uses hgla sr.d jCumypthoo 131 a 0 0 131 Im -1.7%
C O"rdap Nom
beam i.. rrhed to" all. of Rs 9i p 0 O % 71 55.21A
Pay 9
4W*1, .,., Ir
Agenda Item 11A-5
M& Circulation by Area & Agency
1ST Q 200 Q 6 MO 18D Q 9 MO 4TH Q YTD LY7D %CHG
Iowa City
General Ivwa City
222,799
0
0
0
0
0
222,799
237,035
-6.0%
DowNeads s Streaming
M917
0
0
0
0
0
26,917
25,624
5.0%
Temporary
189
0
0
D
0
0
189
163
16.0%
PVWiv KhW4
0
0
0
0
9
0
0
0
0.0%
Private Shoals
6S
0
0
0
d
0
55
0
0.0%
Prettnoeu0ay[are
548
9
0
0
0
0
549
245
123.7%
Nun -Profit orgardrd1ivn6
14
0
0
0
0
0
Id
1
1300.0%
BusiMss
1
0
0
❑
0
0
1
4
•75-11%
City departmcnls
74
0
0
0
0
❑
74
a
8754%
StatelFederal agencies
0
0
0
❑
a
❑
0
0
0.0%
University or Iowa departments
0
0
6
0
0
❑
0
0
0.❑96
At Home
L298
0
0
0
0
0
1.290
1.227
5A%
InWi nary loan
621
0
D
0
0
0
521
669
•7.7`M
Depowt mllenlorWHursiog Homes
92
0
0
0
0
0
92
99
•7.1%
Jail Fattens
1.077
0
0
0
0
0
L077
2.im
-3.8%
loul Iowa city
local contracts
iohnsm County
Gmara!
23,786
0
0
0
0
0
21706
23.294
?.I%
Downloads
4,45E
0
0
0
❑
0
4,458
41051
100%
Prmchool/Daycam
0
0
0
0
0
0
0
0
O.a%
At Home
4
0
0
D
0
0
4
18
-77.6%
Total Johnson County
28.248
0
0
0
0
0
2B,246
27,363
3.�%
Hills
General
579
6
0
O
0
❑
57g
846
-316%
Downloads
147
a
0
0
0
0
147
151)
-Z❑36
At Home
0
0
0
0
0
0
D
0
W%
Total s
Lone Tree
General
906
❑
❑
0
0
0
906
9S3
•4.9%
Downloads
82
0
0
0
0
0
82
54
51.9%
At Home
0
0
0
0
0
0
0
0
U%
bta 1.6ne Trw
llrlivaraity Heights
General
4.373
0
0
0
0
D
4373
5,297
-17.4%
Downloads
496
0
0
D
0
0
486
347
401%
At Home
0
0
0
0
0
❑
0
0
0.0%
Total University Heights
4259
0
0
D
0
0
4.859
5,644
-13.9%
Total Local Contracts 34.821 0 0 0 0 0 A.921 35010 -0.596
Agenda Item 11A-6
FY1a CirvulatiGn by Area J3a Agency
State Contract
Bedprocay0pen Auer
Johnson County Litxaries
157Q 2NDQ 6 M0 HDQ 9 MO 4TH Q YiD LY7D %CHG
CDramlle
17.948
0
0
0
0
0
27.849
19A66
-102%
North tits"
8,593
0
0
0
0
0
8,S93
9,050
-S-O%
Oxford
196
D
0
0
0
0
196
205
4.d%
509pn
918
0
0
0
0
0
918
1,083
-15.2%
Swisher
168
0
0
0
4
a
168
115
4.8%
Tiffin
1,227
D
0
0
0
0
1.227
983
24,896
Air Other Libraries
AirewWh
62
0
0
6
❑
0
62
80
-22.5%
Aihia
0
0
D
0
0
0
a
a
0.0%
Alloona
0
D
0
a
0
a
0
0
0.0%
Ames
19
❑
0
a
0
0
19
4
375.❑0f.
Arlarnosa
46
0
0
❑
0
0
46
65
-29.2%
Ankeny
134
0
D
a
0
0
134
4
3250A56
Atkins
4
0
❑
0
0
0
4
0
0-O%
9dle plain
28
0
0
0
0
0
28
0
0.0%
eetterrdorf
38
0
0
0
0
0
38
21
81.096
610ir5w%rn
2
0
7
0
7
❑
7
D
OJD%
8loornfield
0
0
0
0
0
0
D
❑
0-D%
Boon
0
0
0
0
D
0
0
0
a0%
erppldp„
10
0
0
D
0
0
10
0
015%
Burlington
40
0
0
D
0
0
40
22
81.8%
Carroll
1
0
D
0
❑
0
1
❑
DO%
Cascade
41
0
0
❑
0
0
41
2
195RO%
Cedar Falls
74
D
0
0
0
0
74
S2
42.3%
Cedar Rapids
M
0
0
0
a
0
888
776
14A%
Censer Point
1
0
0
0
0
D
1
0
0.0%
Central City
0
0
0
0
0
0
0
0
❑.0%
Chariton
0
0
0
0
0
0
0
0
0.0%
Charles City
17
0
0
0
0
❑
17
0
0.096
Clarence
0
a
❑
0
0
❑
0
4
-10❑0%
Grytoo
0
0
0
0
0
0
❑
75
-3004%
Cline
26
0
0
0
D
0
26
0
0.0%
Columbus kt
65
0
0
0
0
0
65
140
-51"
Conesville
57
0
0
0
❑
0
67
159
-57-6%
Cornell CDlreye
493
❑
0
❑
❑
0
493
611
-19.3%
Council aluffs
❑
a
D
❑
❑
0
0
0
U%
Gawlerdsvilk
46
0
0
0
0
0
46
65
-29-2%%
WI7a5 Center
0
0
0
0
0
0
0
0
aft
Oauenpon
49
0
❑
C
0
0
49
48
2.1%
Decorah
0
0
0
0
0
0
0
0
0.036
Denison
1
D
0
0
0
❑
1
0
0..0%
Des Moines
61
❑
0
0
0
0
51
20
205.0%
Drrnnelson
0
0
0
D
D
0
D
D
0.0%
Dubuque
❑
0
0
0
0
0
❑
17
-10010%
Eldon
3
❑
0
0
❑
0
3
10
•70.0%
Elkader
0
0
0
0
❑
a
❑
a
0-0%
Ely
78
0
D
D
0
0
78
45
73.3%
Estherville
0
0
0
0
0
0
0
0
1096
Fairfax
55
0
0
0
0
0
55
85
-353%
Fairfield
790
0
0
0
0
0
790
447
76.7%
Fort Madison
a
0
0
❑
0
0
0
0
0.09;
Agenda Item 11A-7
FY18 CircuMian 6y Area &Agency
IST Q
2ND Q
6 MD
3RO Q
9 M0
4TH Q
YTD
1tt0
%CHG
Gtlmao
0
0
0
0
0
0
0
❑
OJ9%
Granonew
16
0
❑
0
0
0
16
0
0A%
Grimes
0
0
0
0
0
0
0
11
-100x%
Grinnell
70
0
0
0
0
D
70
6
1066-7%
Hedrick
0
0
0
❑
0
0
a
❑
OA%
Hiawatha
15
0
0
0
0
0
15
40
-62.5%
Independence
0
0
0
0
0
0
0
2
•100A°%
Indianola
0
0
❑
❑
0
❑
❑
0
OA%
Johnston
33
0
0
0
0
0
33
81
-59.9%
Kalona
11368
D
0
0
0
0
1,368
3,722
-22.!M
Keokuk
0
❑
❑
❑
0
❑
❑
❑
O-0%
Keusaupua
18
0
0
0
❑
❑
38
3
SO00%
Keoth
2
0
0
0
0
0
2
0
0..0%
lefts
1
❑
0
0
0
a
1
0
0.0%
Mahon
180
0
0
0
❑
❑
180
62
1903%
Lowden
21
0
0
0
0
0
21
16
31.3%
Manchesur
41
0
0
0
0
0
41
9
355.6%
Mapuoketa
14
0
0
0
0
0
14
8
75.0%
Manengo
215
0
0
0
❑
0
215
381
-43.6%
Marion
76
0
0
0
0
0
76
32
137.5%
Myr5hallfown
7
❑
0
0
❑
0
7
3
133.3%
Mason City
4
0
0
0
❑
a
4
0
0.0%
Merham=wlle
26
0
0
0
0
0
26
23
13.093
Mpdiapolis
15
0
0
0
0
0
15
26
-42,3%
Milford
0
0
0
0
0
0
0
16
-100.0%
Mwituama
76
0
D
0
0
0
76
226
•66.4%
Mun6cel10
1
0
0
0
0
0
1
4
-75,0%
Man Voss
2
0
0
0
0
0
2
2
0.0%
Morning Sun
11
0
0
0
0
0
11
5
120.0%
Mount Pleasant
7s
0
0
0
0
0
75
102
-26.5%
Muscatine
694
0
❑
0
❑
0
694
438
5814%
Nevada
2
0
0
D
0
0
2
0
0.0%
New London
5
0
❑
0
0
0
5
3
66.7%
Newton
5
0
0
0
a
0
5
19
-73.7%
North English
278
0
0
0
0
0
278
138
101A%
Norway
5
D
❑
D
0
0
5
0
0.OX
Oelwein
0
0
0
D
0
0
0
0
0.0%
Clskaioasa
45
0
0
0
0
0
45
1
4400.0%
Ottumwa
3
D
❑
0
0
0
3
0
O.D%
Pella
0
0
a
0
0
0
0
1
-10LO%
pleasarn Hill
D
0
0
0
D
0
0
0
0.0%
Reinbeck
❑
0
0
0
0
❑
❑
2
-IMC%
Pochtand
1
0
0
0
0
❑
1
0
0+0%
Riverside
529
0
0
0
0
0
529
489
&2%
Robins
❑
a
0
0
0
❑
0
❑
OJ]%
Scott Co (Eldridge}
24
0
0
0
0
0
24
31
-22h%
ShAlsLurg
0
0
0
0
0
0
0
0
1L0%
Sigaurney
0
0
0
0
0
0
0
❑
❑A%
Sioux Clty
0
0
0
0
0
0
0
0
OA%
Sioux Rapids
4
0
D
0
0
0
4
0
OJD%
South English
2
0
0
0
D
0
2
12
-83-3%
Spirit Lake
0
0
0
0
D
0
0
9
-1000%
Sprirgvllle
19
0
0
0
0
0
29
0
OA%
Agenda Item 11A-8
FY18 CircuWtion by Area &Agn"
1ST Q
2NI)Q
6 MO
3RC Q
9 MO
4T1i Q
Yr0
LYfD
%CHG
Tipton
387
0
0
❑
0
0
387
460
-15.9%
Truer
❑
0
0
0
0
0
0
15
-100.0%
Urbandale
10
a
0
❑
0
0
10
0
❑.D%
Van Home
❑
0
0
0
0
0
❑
1
-1000%
Victor
55
0
0
O
0
O
55
43
27.9%
Vinton
0
0
❑
0
0
0
0
0
0.0%
Wap610
0
0
0
0
0
0
0
0
OA%
Washington
092
0
0
0
0
O
892
1.181
-24.5%
Waterloo
3
0
0
0
0
0
3
0
OLO%
Wavt:dy
0
0
0
0
0
0
0
1
-100J0%
Weilnean
809
0
0
0
0
0
MA
946
-14.5%
West Brand+
21195
0
0
0
0
❑
Z195
Z366
•7.2%
West Des Moines
0
❑
0
❑
0
0
0
0
0.0%
West tib"
1.010
0
0
0
0
0
L010
1.585
-363%
What Cheer
17
0
0
0
0
0
17
0
0..0%
Welbarnsburg
S48
0
0
0
0
0
548
80.1
-31.8%
Wdlon
401
0
0
0
0
0
4❑1
55$
Winfield
6
0
0
0
0
(1
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2
200.0°6
Winterset
2
0
❑
❑
0
0
2
0
❑.0%
Winthrop
0
0
0
0
0
0
0
9
-100.0%
tearing
0
0
0
O
0
O
0
0
0.0%
Total RaciWOpan Access 42.332 a 7 0 7 0 4Z332 46,C25 -&0%
Total Qn;vLatIPn
33"13
D
7
0
7
0
3X913
347,245
-4.795
(m-duding E-Downloads, not In-heuw)
Percent Iowa City
76.796
CLC%
OA%
0.0%
0.0%
0.0%
76.7%
1
O.0%
Percent Hips
02%
OA%
0.0%
(LIM
0-0%
0.0%
a2%
0
-26-8%
Percent Johnson County
SS%
OA'Yu
G0%
0,0%
110%
0.0%
0.5%
0
&1%
Percent Lone Tree
(13%
D.0%
DA%
OA%
0.0%
0.0%
❑,j%
0
-0..4%
Pa rn university Heights
15%
❑M%
4).0%
a❑%
0.0%
04%
15%
0
-0.2%
Percent Reciprocal/Open Acres
12.8%
0.0%
10D.0%
OA%
100.0%
M
12.3%
0
-3.8%
100.0%
0.0%
10D.0%
0.0%
LOD.O%
O.d%
100.0%
1
Iowa City
251M
0
0
0
0
0
253,685
256,195
-4.7%
Lp l Contracts
MrS21
0
0
0
0
0
34.821
35,010,
-0.5%
Open Mons
42,332
0
0
0
❑
0
42,312
46.026
•8.0%
in -house cards (staff use)
L673
0
0
0
0
0
L673
1,909
-12A%
Undefined
-25
❑
O
D
0
0
-25
14
-27&6%
Total Spreadsheet
M486
0
0
0
0
0
3W86
349,194
Agenda Item 11A-9
-Ad.&4 IOWA CI1Y
rjW 11BRARY
FY18 Circulation by Type & Format: Q1
Cateoory
YTD
%Total
Last YTD
%of Total
% Change
Adult Materials
General Fiction/Fiction Express
25,055
11.4%
2608
11.5%
-6.1%
Mystery
8,645
3.9%
803
3.7%
0.5%
Science Fiction
4,723
22%
4,796
2.1%
-1.5%
Book Club Kits (10 iterns per kit)
14
0.0%
8
0.0%
75.0%
Young Adult Fiction
5,856
2.7%
6,494
2.845
-9.8%
Comics
9,296
4.2%
4,762
2.0%
95.2%
Large Print
2,554
1.2%
2,197
0.9%
16.2%
Books in Other Languages
393
0.2%
446
0.2%
-11.9%
Fxpress/Nenfiction
755
0.3%
704
0.3%
72%
Large Print Nonfiction
284
0.1%
349
0.2%
-18.6%
000 - General/Computers
1,022
as%
1,012
0A%
1.0°%
100 - Psychology/Philosophy
Z750
1.3%
2,753
1.2%
-0.1%
200 - Religion
1,863
04%
Z083
0.9%
-10.5%
300 - Social Sciences
5,518
2.5%
5,622
2.4%
-1.8%
400 - Language
912
0.4%
597
0.3%
52.8%
500-Science
2,092
1.0%
21035
0.9%
2,9%
600 - Applied Technology
10,239
43%
10,44.9
4,5%
-2.0%
700 - Art & Recreation
5,359
2.4%
10,066
4.3%
-46,8 %
8D0 - Literature
2,646
1.2%
2,716
1.2%
-2.6%
900 - History & Travel
5,198
2A%
5,167
2.2%
0.6%
Biography
L983
0.9%
2,037
0.9%
-2.7%
Total Nonfiction: Adult & Youno Adult
40,621
18.5%
45,589
19.6%
-10.9%
Magazines
1,543
0.7%
2,774
0,8%
-13.0%
Total Miscellaneous
1,543
0.7%
1,774
0.8%
-13.0°%
TataI Adult Print
98,700
45.0%
101,357
43.6%
-2.6%
Art to Go
457
0.2%
430
0.2%
6.3%
DVD (Movies/TV)
57,516
26.2%
65,746
28.3%
-12.5%
EXPRESSJDVD
6,270
2.9%
5,926
2.5%
5.8°%
Nonfiction DVD
4,76D
2.2°%
5,680
2.4%
-16.2%
Fiction on Disc
4,583
2.1%
5,009
2.2%
45%
Nonfiction on CD
2,014
0.9%
2,345
1.0%
-14.1%
Compact Disc (Music)
13,455
6.1%
15,800
6.8%
-14.8%
Young Adult Video Games
1,785
0.8%
2,138
0.9%
-16.5%
Agenda Item i1A-10
FY18 Circulation by Type & Format s11
Category YTD %Tatar Last YTD % of Total %Change
Adult E -Au dio # Downloads
11,254
5.1%
8.918
3.8%
26.2%
Adult E-Book # Downloads
14,826
6.8%
14,557
6.3%
1.8%
Adult E-Magazines
2,818
1.3%
3,113
1.3%
-9.5%
Adult E-Music a Downloads/Local Music Project
46
0.0%
46
0.0%
0.0%
Adult Streaming
845
0.4%
1,294
0.6%
-34,7%
Total Adult E-Downloads
29789
13.6%
27,928
12A%
6.7%
'Total Adult Circulation
219,512
100.0%
232.517
100.0%
-5.6%
Children's Materials
Fiction
21,D44
18.8%
21,360
18.5%
1.5%
Comics
8,459
7.G%
8,179
7.1%
3A%
Holiday
579
05%
686
0.6%
-15.6%
Picture: Big, Board, Easy
31,673
28.3%
32,506
28.1%
-2.6%
Readers
12,922
11.5%
12,661
10.9%
2.1%
Nonfiction & Biography
12,462
11.1%
12,868
11.1%
-3.2%
Ma azines
150
0.1%
318
0.3%
-52.8%
Total Children's Print
87,289
78.0%
$8,578
76.6%
-1.5%
VideolDVD
16,495
143%
18,433
15.9%
Books on Disc
1,472
13%
1,501
1.3%
1.9%
Read -Along set
1,504
1.3%
1,379
1,2%
9.1%
Children's Music
1,205
1.1%
1,539
1.3%
-21.7%
Children's Video Games
775
0.7%
834
0.7%
-7.1%
Read with Me Kits
64
0.1%
82
0.1%
-22.0%
Games & To
ys
811
0.7%
1,052
0.9%
-22.9%
Total Children's Nonprint
22326
19.9%
24.820
21.5%
-10.0%
j E-Audio # Downloads
1,004
0.9%
894
0.8%
12.3%
i E-80ok # Downloads
1,297
1.2%
1,404
1.2%
-7.6%
Total Children's E-Downloads
Z301
23%
2,298
2.7%
0.1%
Total Children's
111,916
100.0%
115,696
100.0%
-3.3%
All Circulation by Type/Format
All Fiction
86,618
26.1%
84,219
24.1%
2.8%
All Nonfiction and Biography
53,083
16.0%
S"57
16.7%
-9.2%
Picture books & Readers
44595
13A%
45,167
12.9%
-1.3%
ITotai Print 185,989 55.9% 189,935 54A% -2.1%1
2
Agenda Item 11A-11
FY18 Circulation by Type & Format Q1
Category_ YTD %Total Last YT❑ %of Total % Change
Toys
811
0.2%
1,052
0.396
-22.9%
Art
457
0.1%
430
0.1%
6.3%
DVD (Fiction, Nonfiction. & Express)
85,041
25.6%
95,785
27.4%
-11.2%
CD (Music)
14,660
4.4%
17,339
SD%
-15.5%
Books on CD (Fiction & Nonfiction)
8,069
2.4%
8,855
2.5%
-8.9%
Read -Along Set
1,504
0.5%
1,379
0.4%
9.1%
Video Games
2,S60
0.8%
2,972
0.9%
-13.9%
Read with Me Kits
64
0.0%
82
0.0%
-22.0%
Circulating Equipment _
203
0.1%
158
0.0%
2&S%
Total Nonprint
113,369
34.1%
128,052
30%
-11.5%
Total E-Downloads
32,090
9.7%
30226
8.7%
62%
Total Adult Materials(including a items) 219,532 66.0% 232,517 66.6% -5.6%
Total Children's (including a items) 111.916 33.7% 115,696 333% -33%
(Adult + Children's + Undefined)
3
MasterCard Report
Agenda item 12A-1
08.Oct-17
Vendor
Dept
E,glense
Description
Amount
nir5erver
10550140
455110
Software
547.95
Amazon.com
10550140
455120
Misc Comp Hardware
$191.R7
Amazon.com
10550159
469320
Miscellaneous Supplies
$183,36
Amen can Society of Jorn alist a nd A
10550151
469320
Miscellanevus5upplies
$54.00
App€eiTunes
1OM210
477350
Online Reference
$1.99
Hy-Vee
10550110
469360
Food and Beverages
$10.68
ILA
10550110
436050
Registration
$1,450.00
ILA
10550110
436080
Meals
$637.00
Iowa City Downtown District
10550420
469370
Paper Products/Certificate/Prizes
$206.00
Iowa City Downtown 0i5trict
20550151
459370
Paper Products/Certificate/Prizes
$206.00
Iowa City Downtown District
105$01$9
435059
Advertising
$450.00
IUG In nova live Users Group
10550110
449060
Dues & Memberships
$300.00
MGM Resorts international
1055o110
436060
Lodging
$765.32
Microsoft Store
10550210
477350
Online Reference
$4.99
Paypal
10550140
444080
Software Repair & Maintenance Services
$19.20
Prairie Lights
lOSSO1S2
469370
Paper products/Certificate/Prizes
SSO.DD
Tallgrass Business Resources
10550160
469320
Miscellaneous Supplies
$58.46
Tallgrass Business Resources
10550152
455090
Paper
$22.40
Tallgra55BusinessResources
10550210
452020
Office Supplies
$17.39
Tallgrass Business Resources
10550110
455090
Paper
5124,11
The Wedge
1DSSD430
469360
Food and Beverages
$98.17
USP5 1
10550330
435055
Postage and Stamps
$13.18
Grand Total
$4,7t]2.p8
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