HomeMy WebLinkAbout09-15-2022 Library Board of Trusteesads IOWA CITY
PUBLIC LIBRARY
123 S. Linn St. •Iowa City, IA 52240
319-356-5200 • icpl.org
LIBRARY BOARD OF TRUSTEES
September 22, 2022
Iowa City Public Library
2"1 Floor — Boardroom
Regular Meeting - 5:00 PM
Carol Kirsch - President
Tom Rocklin - Vice President
DJ Johnk - Secretary
Noa Kim
Claire Matthews
Robin Paetzold
John Raeburn
Hannah Shultz
Dan Stevenson
1. Call Meeting to Order.
2. Approval of September 22, 2022 Board Meeting Agenda.
3. Public Discussion.
4. Items to be Discussed.
A. Budget Discussion.
Comment: This is a regularly scheduled agenda item. Board action not required.
B. Policy Review: 401 Finance Policy.
Comment: This is a regularly scheduled agenda item. Board action required.
C. Policy Review: 801 Circulation and Library Card Policy.
Comment: This is a regularly scheduled agenda item. Board action not required.
S. Staff Reports.
A. Director's Report.
B. Departmental Reports: Adult Services, Community & Access Services.
D. Miscellaneous.
6. President's Report.
If you will need disability -related accommodations in order to participate in this meeting, please contact Jan Miller, Iowa City
Public Library, at 319-887-6003 or jennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to
meet your access needs. 1
7. Announcements from Members.
8. Committee Reports.
9. Communications.
10. Consent Agenda.
A. Approve Minutes of Library Board of Trustees August 25, 2022 Regular Meeting.
B. Approve Disbursements for August, 2022.
11. set Agenda Order for October Meeting.
12. Adjournment.
If you will need disability -related accommodations in order to participate in this meeting, please contact Jan Miller, Iowa City
Public Library, at 319-887-6003 or/ennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to
meet your access needs. 2
aWs IOWA CITY
**jW PUBLIC LIBRARY
Iowa City Public Library — Board of Trustee Meetings
Agenda Items and Order Schedule
FY23
SEPTEMBER 22, 2022
OCTOBER 27, 2022
NOVEMBER 17, 2022
Budget Discussion
Budget Discussion
Appoint Committee — Director's
Evaluation
Policy Review: 401 Finance Policy
1" Quarter Statistics and
(AD)
Financials - Review
Policy Review: 601
Collection Development
Policy Review: 801 Circulation and
Departmental Reports: CH, CLS, IT
Library Card Policy
Departmental Reports: AS, CAS
(CAS)
Special Events:
Homecoming Parade
Departmental Reports: AS, CAS
DECEMBER 15, 2022
JANUARY 26, 2023
FEBRUARY 23, 2022
Policy Review: 802 Confidentiality
Strategic Planning Update
Director's Evaluation
and Privacy
2nd Quarter Goals/Statistics
Appoint Nominating Committee
Departmental Reports: CH, CLS, IT
Financials — Review
Set Calendar for Next Fiscal Year
Special Events:
Policy Review: 703 Recording and
Staff InService Day 12/9
Streaming Policy (IT)
Dept Reports: CH, CLS, IT
Departmental Reports: AS, CAS
March 23, 2023
April 27, 2023
May 25, 2023
Dept Reports: AS, CAS
President Appoints to Foundation
Policy Review: 815Internet Use
Board
Policy (IT)
Election of Officers
Policy Review: Naming and
Recognition (Admin/Dev)
Review 3rd Quarter Financials &
Statistics
Dept Reports: AS, CAS
Dept Reports: CH, CLS, IT
3
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Agenda Item 413-1
ig W I OWA CITY
PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
oMIr Elswor[h Carman• P,a r31g-356-5200•re. 319-356-5494•icpl.org
To: Library Board of Trustees
From: Elsworth Carman
Date: September 16, 2022
Re: Policy 401: Finance Policy
Proposal: A staff finance committee was formed for the tri-annual review of Finance Policy 401. The
committee presented a draft of the policy to and consulted with the Finance Department at the City of
Iowa City. Changes recommended and outlined below were made in the spirit of transparency,
accuracy, and flexibility.
Background: The Board of Trustees has a great deal of authority in the oversight of the Library's
budget. Once an operating budget is allocated to the Iowa City Public Library by the City Council, the
Board of Trustees can approve expenditures and spend funds as you see fit. This is a unique
budgetary situation amongst city departments. Only the Airport Commission retains the same level of
budgetary power. The Library's Board of Trustees also has authority over all special funds, including
gifts, bequests, and state funding. The purpose of this policy is to provide guidance to staff on the
general management of the library budget.
Staff Recommendation:
Point
Change Requested
401.1. A
Update website link to Title 11, Chapter 1 of the Iowa City Municipal
Code.
401.3. A
Remove "Each fiscal year's annual report will contain a balance
sheet...".
Insert "At the close of each fiscal year a balance report ... will be
submitted to the Library Board". This change is recommended to reflect
the current practice for submitting account balances to the Library
Board.
401.3. B
Remove "...during the annual budget preparation in September and
October".
Insert, "annually" in its place. This change is recommended to reflect
the current practice of submitting NOBU requests in June before the
start of the next fiscal year. It also provides flexibility in the event that
the Board of Trustees requests this information sooner or later.
401.4. D
Remove, "...and is deposited in sub account 1001/10550430 of this
fund after being received by the Friends Foundation".
A
Aqenda Item 413-2
Insert, "Historically this has been incorporated in the NOBU request
required in section 401.313 to support the library materials budget." This
change is recommended due to the undesignated nature of the Myron
Walker Trust.
401.6. B
Remove, "This is a revolving account for collecting fees paid for lost or
damaged materials. Proceeds are used first to pay costs of collecting
fines and materials, from delinquent borrowers... Beginning in FY20,
lost and damaged payments will be moved to the general fund to offset
the loss of revenues...".
Insert, "This was an account for collecting fees paid for lost or damaged
materials. Proceeds were used to pay costs of collecting fines and
materials from delinquent borrowers ... In FY20, lost and damaged
payments were moved to the general fund to offset the loss of
revenues...". This change is recommended to reflect current practices.
401.6. CA
Remove account "1000" and insert "1006". This change reflects the
correct fund number for Library Replacement Reserves.
401.7. A
Insert "Open Access" to reflect the accurate name of the program.
401.7. A.1.b
Remove, "Access Plus".
Insert `Participating Iowa libraries...". to reflect the accurate name of the
program.
401.7. B
Insert "Direct State Aid" to reflect the accurate name of the program.
401.11. B.2
Remove, "Items will be used in outreach collections, given to local
nonprofits or offered to other libraries, sold by the Friends Foundation,
or discarded. The decision on the disposal of each withdrawn item will
be based on the same criteria used to sort books given to the library.".
Insert, 'Items will be placed in outreach collections, sold to book
vendors, offered to other libraries, offered to the Friends Foundation for
public sale, recycled, or discarded." This change reflects changes
made to the recent Collection Development policy revision.
401.11. B.3
Remove, "All monies from the sale of withdrawn library materials will go
to the Friends Foundation to benefit the library." This change reflects
changes made to the recent Collection Development policy revision.
Action Required: Review policy and adopt as amended.
Committee Members: Elsworth Carman, Anne Mangano, Jen Miller.
VA
Iowa City Public Library
Agenda Item 413-3
SECTION 401: FINANCE POLICY
401.1 AUTHORITY
A. The Library Board has final authority overall equipment and materials owned by the library
and over the expenditures of all funds available to the library. See Title 11, Chapter 1 of the
Iowa City Municipal Code updated July 17, 2008.
401.2 ANNUAL OPERATING BUDGET (1000/10550110 - 10550900)
A. The Board delegates to the Library Director the responsibility for the preparation of the
preliminary draft of the annual budget with necessary supporting data.
B. The Board reviews, revises, and approves the proposed budget before it is submitted to
the City Manager via the City Finance Department.
C. The City Council approves the annual operating budget based on the City Manager's
recommendations and input from the Library Board.
D. When the budget has been approved, the Library Director is responsible for the operation
of the library under the financial conditions set forth in the annual budget.
E. To ensure ongoing monitoring of the budget and to meet requirements of the local
ordinance, all disbursements must be approved by the Board and signed by the President
and Ssecretary. Disbursement lists are reviewed at monthly Board meetings. The Director
shall provide at least quarterly reports to the Library Board on the status of the current
year's budget.
F. To ensure the validity of annual revenue projections submitted to the City Finance
Department, all library fees and charges shall be reviewed each year from a report
prepared by the Director.
G. All balances in the Annual Operating Budget revert to the City's General Fund unless
permission is granted by the Finance Department for a specific encumbered item not yet
received, or for an uncompleted project. In these cases, a budget amendment will be
prepared.
401.3 REPORTING, BUDGETING AND EXPENDING MONIES IN LIBRARY SPECIAL FUNDS
A car" °1«a' y annual •^^^Ft will Gentai^At the close of each fiscal year a balance
reportsheet: showing beginning and ending balances, receipts and expenditures by fund
described in Section 401.4, 401.5,and 401.6 will be submitted to the Library Board.
B. The Director shall prepare, and the Board shall approve a general budget plan for
spending undesignated monies in the special funds described in Sections 401.4, 401.5 and
401.6 annually.a.,.,. g the annual budget ffepaFati9A PFOeeSS iA gept.....heF A..a OrtAbe.F
Collectively these undesignated funds are known as NOBU funds (Non -Operating
Budget/ U n d es i g n ate d ).
C. Generally, the receipts from one fiscal year will be used to fund the expenditures in the
following fiscal year. If state guidelines require expenditure of funds within a fiscal year
these requirements will be met.
Agenda Item 46-4
D. Exceptions to 401.3.0 may be made with Board approval. These exceptions generally will
be approved only after next year's operating and special fund budget proposals have been
approved. Exceptions may complement or prepare for a project to be funded in the next
fiscal year's operating budget, or they may substitute for projects which were not
approved by the City Council for the following year's operating budget. Generally, this -
final review and approval occurs in July when balances from the previous year have been
determined.
E. Unlike the Annual Operating Budget, the balance in all Library special funds can be carried
over to the next fiscal year, unless state guidelines require their expenditure.
401.4 GIFTS AND BEQUESTS FUND (1001)
A. Gifts which are designated for the Gifts and Bequests Fund are accepted by the Library
Board and deposited in that fund. Gifts to the Iowa City Public Library Friends Foundation
are accepted by the Development Office and are governed by policies of the Foundation.
B. If any gift carries a request for a restricted use on the funds which does not meet the
Library's current goals and objectives, the Director shall seek the approval of the Board
before accepting the gift.
C. All gifts accepted for a special purpose shall be honored and used for these purposes. The
Library will keep records to show the approximate expenditures of these restricted funds.
D. Income from the Myron J. Walker Trust Fund is considered an undesignated gift_
Historically this has been incorporated into the NOBU request required in section-
401.36 to support the library materials budget.
E. The formal accounting, reporting, and auditing for this fund will be done by the City
Finance Department. The Director shall report on the activity of the Gifts and Bequests
Fund at least quarterly.
F. Because Gifts and Bequests Fund expenditures are not a part of the annual operating
budget, all purchases from unrestricted funds shall receive prior approval by the Library
Board, item by item or as part of the annual process described in 401.3. All expenditures
from the Gifts and Bequests Fund shall be listed on the monthly disbursement list for
review at monthly Board meetings and signed by Board officers.
G. Development Office Salary Fund. (1005/10550600)
This fund is used to pay salaries and benefits of employees of the Development Office. The
funds are contributed to the Gifts and Bequests Fund by the Iowa City Public Library
Friends Foundation.
401.5 ENTERPRISE FUND (10550320)
A. Accounts may be established from time to time to handle income and expenditures for
items which the Library sells. Examples: photocopies, printing, supplies, book bags, etc.
B. The City Finance Department maintains the accounts for the Enterprise fund and the
Director shall report on the status of this fund at leastannually.
Agenda Item 413-5
401.6 SPECIAL PURPOSE FUNDS
A. Jail Account. (1000/10000000/221907) The Johnson County Sheriffs Department provides
these funds annually. They are used to buy materials for the Johnson County Jail.
B. Lost and Damaged Fund. (1001/10550330) This iswas an reveiving-account for collecting
fees paid for lost or damaged materials. Proceeds afewere used first to pay costs of
collecting fines and materials from delinquent borrowers. The balance is used to replace
materials, to repair or rebind damaged materials, or for any other purpose approved by
the Board. See 401.3. Begi 4+g o n FY20, lost and damaged payments will be were
moved to the general fund to offset the loss of fine revenues. The balance will be spent
on Board approved items.
C. Equipment Replacement Fund. Money is budgeted in and transferred from the Annual
Operating Budget (401.2). Income from the sale of used items and miscellaneous recycling
revenue is also deposited here. It is used to replace various kinds of equipment including
computer hardware and software. Current replacement fund:
1. Library Replacement Reserve (account 1009J10550800);
D. Any purchase from any of these funds for items or services not directly related to the
purpose of the fund shall be approved by the Board prior to the expenditure. (See 401.3)
401.7 STATE FUNDS
A. Open Access/Reciprocal Borrowing and Interlibrary Loan Reimbursement. (1001/10550340)
1. These funds are paid by the State Library to reimburse participating libraries for
two different State -funded programs via annual contracts.
a. Reciprocal borrowing. Open Access Libraries receive reimbursement for
loaning materials to cardholders from other participating libraries. The
transaction rate is based on the amount of state funding and the total
number of eligible transactions state-wide.
b. Interlibrary loans. TParticipating Iowa Uibraries are
reimbursed for all loans at the current rate or as funding permits.
2. The funds shall be used for library materials, salaries, equipment, or for any other
purpose approved by the Board. See 401.3.
3. These funds are held in a reserve fund separate from the annual operating fund
because State Library administrative rules require they be spent as additional
monies for the library, not as a substitute for local tax monies.
B. Direct State Aid/Enrich Iowa State Funding(1001/10550350)
1. These funds are received annually from the state as direct state aid to public
libraries. The amount is set by state law and is dependent on the number of
libraries participating and the accreditation status of the libraries. The program is
administered by the State Library.
2. According to administrative guidelines, Enrich Iowa funds may not be substituted
for local tax monies. State guidelines may require funds be spent on ageneral_
Agenda Item 46-6
purpose (e.g., technology), or within a specific time frame.
C. Any purchase from any of these funds for items or services not directly related to the
purpose of the fund shall be approved by the Board prior to the expenditure. See401.3.
401.8 CONTRACTS FOR SERVICE
A. Local ordinance allows the Library Board to contract with others for use of the Library.
Funds from these contracts are deposited in the Library's operating budget unless
otherwise established by Board policy.
401.9 GRANTS(1001/10550360)
A. When required, applications for grants shall have the approval of the Library Board before
submission.
B. Grant funds requiring special reporting and auditing shall be placed in a distinct account as
designated by the City Finance Department. Small grants which do not require extensive
recordkeeping or special auditing shall be deposited in the Gifts and Bequests Fund and
tracked internally by the Library.
C. Expenditures from these accounts shall not require prior approval by the Library Board,
but all expenditures shall be listed on the monthly list of disbursements.
401.10 PURCHASING POLICY
A. The Library will follow fundamental principles of prudent procurement practices,
applicable State law, and budgetary and administrative control requirements when
purchases are made.
B. Administrative purchasing policies and procedures shall be reviewed periodically by the
Library Director and shall be available for examination by an auditor or by the public.
C. Purchasing policies and procedures will be similar to City policies and procedures. The
expertise and procurement resources of the Central Purchasing Division of the City
Finance Department shall be used whenever appropriate.
D. If mutually beneficial, the Library may purchase or contract services in conjunction with
other governmental entities, including, but not limited to the City, another library, or a
library consortium.
E. For collection items or services purchased jointly where all parties cannot be billed
separately, each entity's proportionate share will be collected and deposited in the
reimbursable account (1001/10550410).
401.11 DISPOSITION OF SURPLUS PROPERTY
A. Equipment and Furniture.
1. First choice is given to other City departments. If an item has substantial value,a
transfer of funds will be negotiated. Items may be donated to non-profit
organizations at the discretion of the Library Director.
ill
Agenda Item 413-7
2. Disposition of property valued at less than $500.
Surplus property valued at less than $500, shall be disposed of by any of the
following methods: sale at a fixed price established by the Director, sale at a
public auction, resale shop, sealed bid, or given to the Friends Foundation for sale
to benefit the Library.
3. Disposition of property valued at $500 or more.
Any property with an estimated value of $500 or more shall be disposed of by sale
at public auction or sale by sealed bid.
4. The Library Board may make exceptions to this policy if they wish to sellthe
property to another government agency.
5. All monies received from the sale of surplus items shall be returned to the fund
from which it was purchased (General Fund, Gifts and Bequests Fund, Enterprise
Fund, etc.), orto the equipment replacement fund.
6. If the surplus item has not been sold after all reasonable sale efforts have been
made, the Library Director may dispose of the item in the most appropriate
manner.
B. Books and Other Library Materials.
1. These items shall be withdrawn from the Library's collection as outlined in the
Library Board's Collection Development Policy.
2. Items will be used Ip aced in outreach collections, sold to book vendors,given to
Jesal aeaPr-8fits-efoffered to other libraries, sekl-byoffered to the Friends
Foundation for public sale, recycled, or discarded. The -'prig'^^ An the dispes..I
giveR to the IibFaF ,
�f
Library Board of Trustees
Adopted:
March 28, 1985
Revised:
December 22,1987
Revised:
November 16, 1989
Revised:
December 20,1990
Revised:
June 27, 1991
Revised:
February 26, 1993
Revised:
May 26,1994
Revised:
December 19,1996
Revised:
August 24, 2000
Revised:
February 19, 2004
Revised:
December 21, 2006
Revised:
October 25, 2007
Revised:
October 15, 2009
Revised:
November 15, 2012
Revised:
December 17, 2015
Revised: December 20, 2018
Revised: January 24, 2019
M
Agenda Item 4C-1
IOWA CITY
PUBLIC LIBRARY
AS
WN
Memo: 801 Circulation and Library Card Policy Review
Department: Community & Access Services
Prepared by: Sam Helmick
Summary
A policy review committee reviewed this policy in February 2022 as part of broader fine
free examination and reported to the Library Board of Trustees. It has been determined
by the Community & Access Services Department that this policy does not need to be
revised at this time.
13
Agenda Item 4C-2
801: CIRCULATION and LIBRARY CARD POLICY
See also related policies: Collection Development (601) and Confidentiality and Privacy (802).
See also Iowa Code: Chapter 613.16 (Parental Responsibility of Actions of Children) and
Chapter 714.5 (Theft of Library Materials and Equipment).
801.0 The purpose of the Circulation Policy is to establish who may obtain a library card at the
Iowa City Public Library, privileges associated with different types of cards, and conditions
under which those privileges may be suspended. A valid library card provides library users with
circulation services which may include, depending upon type of library card, borrowing materials
and equipment, placing holds, or requesting interlibrary loan service, and allows inhouse and
remote electronic access to information resources. The Circulation and Library Card Policy
establishes charges for circulation services and replacement fees for lost or damaged materials.
801.1 Library Cards General Information: These policies apply to all types of cardholders:
a. Individuals of all ages may apply for a library card with proper identification and proof of
residence. (See Sections 801.12-801.19 for specific card categories.) Staff may allow two
checked -out items (no equipment) if proof of residence is not shown at time of application;
address verification must be shown before further use of the card is allowed.
b. Cardholders are responsible for all materials checked out on the card and for payment of
replacement fees assigned to the card, except as noted.
c. The Library Director may refuse or restrict a library card if a pattern of abuse is established.
d. Cardholders are responsible for notifying the library promptly if a card is lost or stolen. (See
Section 801.22 for cardholder liability.)
e. Library cards expire regularly to confirm address and other contact information.
f. Access to Library materials will not be restricted based on age except in the case of circulating
equipment with replacement value over $250, which will require parental permission for
checkout to patrons under age 18. Access to specific collections may be restricted for the
Student AIM cards based on the Memorandum of Agreement with the participating school
districts and public libraries.
g. Cardholders are limited to one library card account with the exception of students who are
issued Student AIM Cards. Privileges for use are set according to the library card presented for
checkout and services. With the permission of their parent/guardian, students with Student AIM
cards may also apply for a Resident or Open Access card.
801.12 Resident Cards: Resident cards are issued to residents and property owners of Iowa
City and contract areas. Cardholders are limited to 75 checked -out items.
Agenda Item 4C-3
801.13 Open Access: Open Access cards are issued to residents of areas with libraries
participating in the State Library of Iowa's Open Access program, in accordance with the
statewide Open Access agreement. Some services are limited.
801.14 Temporary Cards: Temporary cards are issued to persons who will be living in our
service area from one to eight weeks, and to those living in temporary housing. Some services
are limited.
801.15 Institutional Cards: Institutional cards are issued to institutions and businesses located in
Iowa City, contract areas, and Johnson County communities with libraries participating in the
Open Access program. Institutional cards are limited to 100 checked -out items.
801.16 Special Cards: (See Section 801.25 and 801.26 for replacement fee information.)
a. Borrowers who qualify for Resident Cards may apply for At Home service and will be
assigned an At Home card.
b. Special cards are available for institutions with ICPL outreach collections.
c. Special cards are assigned to libraries participating in interlibrary loan.
d. Special cards are assigned to inmates at the Johnson County Jail who request services from
the Library. Services may be limited to comply with an agreement for service with the Johnson
County Sheriff's Office.
801.17 Self -Registration Cards: Patrons who apply online shall verify their registration with
identification and proof of address to obtain a library card with regular privileges (see 801.12-
14). Self -registered cards permit limited access to online resources and the physical collection
as applicable to the service model in place at the Library and the landscape analysis of
community health. Self -Registration access is regulated in context with the current Library
service model available and the Library mission to provide robust access to materials.
801.18 Computer Use Only Cards: Issued to patrons who are unable to confirm a local address.
Services are limited to internet computers and in-house use of equipment valued at less than
$100.
801.19 Student AIM Cards: Issued to all students grades K-12 enrolled in the Iowa City
Community School District and other participating school districts. Services may be limited
based on the Memorandum of Agreement with the participating school districts and public
libraries. Student AIM (Access to Information and Materials) Cards have circulation limits based
on the Memorandum of Agreement with the participating school districts and public libraries.
The Student AIM Card will have limited borrowing privileges of physical materials at each of the
15
Agenda Item 4C-4
three (3) Public Library locations and will be limited to three (3) books and/or audio books at
each, which must be returned before additional books will be allowed to be checked out.
801.2 Replacement Fees
801.21 Lost or Damaged Materials
a. The full replacement or repair fee for a lost or damaged item is charged to the borrower to
whom the item was checked out at the time that it was lost or damaged.
b. Borrowers are responsible for materials which were checked out on lost or stolen cards prior
to notification to the library of the card's loss. A borrower's liability for such materials is limited to
$50.00.
c. The replacement fee of the item includes the Library's purchase price plus a processing fee.
The Library uses vendors that offer processing and other related services to acquire materials,
including replacements.
d. Replacement or repair fees up to $100 may be waived in full or part on a case -by -case basis
by permanent staff. Higher amounts may be waived in full or part by the Community & Access
Services Coordinator or Customer Services Assistant, on a case -by -case basis.
e. Replacement or repair fees will not be charged for students using Student AIM Cards.
801.22 Suspension of Circulation and Remote Access Privileges
a. Individual cards: Circulation and some remote access privileges are suspended for
cardholders owing the library $10.00 or more in fees or for materials not returned and billed.
b. Institutional cards: Circulation and some remote access privileges are suspended for
cardholders owing the library $20.00 or more in fees for materials not returned and billed.
c. Interlibrary loan institutions: Service may be denied to those libraries which habitually are late
in returning materials or fail to pay bills of $25.00 or more for lost or damaged materials.
d. Expired cards: Circulation and other access privileges are suspended when a library card
expires. An expired card may be renewed when a patron's address is verified.
e. Special At Home cards: Access privileges are suspended for materials not returned that have
been billed.
f. Student AIM Cards: Access privileges are suspended based on the guidelines in the
Memorandum of Agreement with the participating school districts and public libraries.
16
Agenda Item 4C-5
801.23 Charges for Holds (Reserves)
a. Registered borrowers with no delinquency status may place up to twelve free holds.
b. Institutional cards may have up to fifteen free holds.
c. Beyond the twelve free hold limit, registered borrowers may place additional holds for a
charge of $.50 per item, payable in advance.
801.24 Charges for Interlibrary Loan
a. When it is necessary to borrow library materials through Interlibrary Loan from libraries which
charge a fee for such services, these charges will be absorbed by the library, with the approval
of the Adult Services Coordinator. Postage will be paid by Iowa City Public Library.
b. Out-of-state libraries will be charged $15.00 for the loan of audiovisual material.
801.25 Replacement Fees for Special Cards:
a. At Home patrons, Interlibrary Loan libraries, and the outreach sites are responsible for paying
the replacement fee for the fee of lost or damaged materials.
801.26 Card Replacement: Patrons may receive one free replacement card per year. The
replacement charge for additional lost cards is $1.00.
801.27 Fresh Start 18: When a patron reaches their 18th birthday, the library may waive
accumulated charges and replacement fees on a case -by -case basis.
801.3 Retrieval of Overdue Materials
801.31 Notification: Notices are sent at regular intervals to cardholders with overdue library
materials. The last notice is a bill for the replacement fee of the item.
801.32 Long Overdue Materials: Library accounts for which a bill has been sent may be
submitted to a local law enforcement agency for further action. (See also Code of Iowa, Chapter
714.5, Theft of Library materials and equipment.)
Adopted:
12/20/84
Revised:
2/28/85 Revised:
5/23/85 Revised: 7/25/85 Revised: 8/22/85 Revised: 11/21/85
Revised:
3/27 /86 Revised:
9/25/86 Revised: 2/27 /87 Revised: 4/28/88 Revised: 7/27/89
Revised:
7 /1/90 Revised:
2/21/91 Revised: 4/25/91 Revised: 7/11/91 Revised: 7/25/91
Revised:
4/28/92 Revised:
10/27 /94 Revised: 3/30/95 Revised: 4/27 /95 Revised: 2/22/96
Revised:
5/27 /99 Revised:
5/23/02 Revised: 6/26/03 Revised: 4/22/04 Revised: 6/23/05
li
Agenda Item 4C-6
Revised: 5/25/06 Revised: 12/20/07 Revised: 2/26/09 Revised: 2/25/10 Revised: 10/28/10
Revised: 8/23/12 Revised: 8/28/14 Revised: 12/15/16 Revised: 4/26/19 Revised: 6/27 /19
Revised: 6/25/20 Revised: 9/10/20 Revised: 9/23/21 Revised 2/24/2022
iu
Agenda Item 5A-1
Director's Report: September 2022
Strat Plan Process
We have started collecting feedback from the community to inform our next strategic
plan. Four community feedback sessions have been held thus far and eleven more
"general" sessions are planned. We will also hold a number of targeted sessions with
stakeholder groups (business partners, City Department Heads, etc.) with our State
Library consultant.
Additionally, we have had 46 patrons complete our online survey (available at
https://www.icpl.org/about/strategic-plan) and our paper version (available at every
service desk and on the Bookmobile) has been completed and returned by several
patrons. Twelve community members have reached out to me with comments via phone
or email.
We will assess the collected feedback with our consultant in early October and develop
a timeline for additional planning steps.
Handrail Status
The handrails are in place outside the west entrance to the Library. No issues have
been reported in the three weeks since installation. The planters, which were used as a
temporary barricade before the handrails were installed, should be removed soon. I
appreciate the City's management of this project and am optimistic no additional
changes will be necessary.
Budget Process Update
The City of Iowa City Finance Department has begun setting the budget process
benchmarks for FY24. CIP updates and new project sheets are due soon, the budget
kickoff meetings will be held at the end of the month, and our departmental budget
meeting is scheduled for mid -November.
19
Agenda Item 5A-2
At this point, we anticipate pulling the CIP request for an automatic materials handler or
automatic sorter. As we have come back from the COVID closure, a number of
changes have been made in how returns are processed and handled. We have
manually addressed our most significant concerns in that area, and do not feel an AMH
or AS is needed right now. Additionally, supply chain problems are still an issue and
planning accurately for a machine would be difficult.
We will update the CIP forms for the reflooring project to reflect inflation, and I am
considering submitting a new project form for exterior drop box replacement, which is
expected to be around $25,000.
Change in City Manager's Office Liaison
The Library's liaison to the City Manager's Office will transition from Rachel Kilburg,
Assistant City Manager, to Redmond Jones, Deputy City Manager, later this month.
Rachel has been great to work with and I look forward to getting to know Redmond and
showing him the operations of the Library.
Telecommuting and Flexible Work Schedules Policy
In previous reports, I have shared that the City of Iowa City implemented a
Telecommuting and Flexible Work Schedule Policy last June. This policy outlines the
framework for requesting to work -from -home or to develop a flexible work schedule and
provides a supplemental application document designed to simplify and standardize the
request process.
The Library Leadership Team had several discussions about how this policy could work
at the Library. As a public -facing, direct service -oriented department with seven -day -a -
week service and long hours, we know that many Library staff are simply not going to
be eligible for telecommuting or flexible work schedules.
After exploring several options, we have decided to adopt this policy as written. The
City's adopted policy and the application/request form are included with this report.
Playground Construction
Respectfully submitted,
Elsworth Carman
The Ped Mall playground is starting to take shape. It's
fun to be able to watch progress from the Children's
Room.
20
AgVnda Item 5A-3
Administrative Regulations
City of Iowa City
Title: Telecommuting and Flexible Work Schedules
Effective Date: 6/23/2022 Pages: 4
Supersedes: NA Dated: 6/2312022
Purpose
CITY OF IOWA CITY
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The City of Iowa City recognizes that under appropriate circumstances, telecommuting or flexible work
schedules may be a viable work option when the requested/recommended arrangement serves the
needs of both the City and the employee. The objective of this policy is to provide guidance to employees
and supervisors, to help achieve successful work performance while working from home or on a flexible
schedule. It is important to note that telecommuting and/or flexible work schedules cannot be a universal
benefit for all employees or all positions for various reasons, including but not limited to, the nature of
each position, the essential work tasks of each position, the staffing needs of the operation, and the
individual employee's performance. These alternative work arrangements are a limited exception to the
general principal that City employees must be available to interface in -person with co-workers, vendors,
and members of the public. Not all City positions are appropriate for telecommuting or flexible work
schedules. The City, however, also understands that there may be circumstances where telecommuting
or flexible work schedules can serve the needs of both the City and the employee. Examples may include
times during a pandemic, natural disaster, during office renovations, when necessary to optimize office
space, during hazardous weather or dangerous situations for continuity of operations and to safeguard
employees, or due to personal needs or circumstances of the employee.
Telecommuting allows an employee to work from their home (their primary address of record on file with
the City) for all or part of the workweek. Telecommuting differs from remote work in that telecommuting
may require the employee to work onsite at times (see Section III c).
Flexible work schedules allow an employee to work a schedule other than what is traditionally expected
of their position and could include a condensed workweek (more hours per day with fewer workdays per
week) or daily schedules that deviate from the division's normal hours of operation. Consolidating breaks
and/or skipping unpaid lunch breaks to reduce scheduled hours is not the intent of this policy.
Telecommuting or flexible work schedules may be authorized on a regular (ongoing) basis or on a short-
term or occasional basis.
II. Eligibility guidelines
Employees must have successfully completed their probationary period to be eligible for ongoing
telecommuting or flexible work schedule authorization, unless hired into a position that has been
designated and established as a telecommuting-eligible position.
Employees recommended for telecommuting or flexible schedule authorization must have demonstrated
through past performance that they can work independently and productively without direct supervision,
are self -directed and reliable in carrying out all of their duties and responsibilities, meet timelines
consistently, are reliable and trustworthy concerning work hours and attendance, are responsive, and
communicate effectively.
III. Policy
Regular telecommuting or flexible schedule authorization:
The following terms and expectations apply to all regular (ongoing) telecommuting or flexible work
schedules:
a. All essential position responsibilities must be achievable with no reduction of service provided
to the public or fellow employees via remote access (phone, email, videoconferencing, etc.)
and/or established work hours. 21
Agenda Item 5A-4
b. Employee must be reachable and responsive by phone and email while telecommuting or
working a flexible schedule, similarly to when they are working onsite during normal hours of
operation.
C. Employees authorized to telecommute may still be expected to report to work onsite at times
and to attend onsite meetings, trainings, and other work events. Employees are subject to
recall, if necessary, at their supervisor's discretion if their services are needed onsite or within
a standard work schedule. This may occur with minimal notice. For some positions, alternative
work arrangements may be better suited to and authorized for certain times of the year and
not others.
d. Employees in a supervisory role must be available to provide adequate supervision and
assistance when needed to their direct reports. Supervisors should also consider a variety of
scenarios when considering telecommuting and flexible work schedule
requests/recommendations to ensure that schedules do not become unreasonable to manage
and that operations do not suffer.
e. While telecommuting is authorized, the Employee shall maintain their remote workspace in a
safe condition, free from hazards and other dangers.
f. Employee and supervisor must agree to established consistent hours during which employee
will be working and available to staff and customers, if applicable. These hours must be
communicated to other staff as deemed necessary and are subject to Department Director
approval.
g. Communication channels between the employee, supervisors, and co-workers may function
differently when telecommuting and may require adaptation to be successful. During the
development of the telecommuting or flexible work schedule arrangement, the employee and
immediate supervisor must establish both expectations for the work to be completed remotely
or during non -business hours and for ongoing communication regarding work assignments,
progress, and other necessary matters. Regular interaction by phone and email between the
employee and their supervisor and regular, scheduled face to face meetings to discuss work
progress, plans, and problems are required. The supervisor reserves the right to require
additional documentation or reporting as they deem necessary to verify the employee's time
and/or work accomplished.
h. Telecommuting or flexible work schedules are not intended to serve as a substitute for
dependent care, sick leave or other employee leave. Children or other members of the
household in need of care or supervision shall not be under the employee's direct care during
established work time. Although limited modifications to an employee's schedule may be
approved upon request to accommodate such needs, the focus of telecommuting time must
remain on the performance of job duties and meeting the operational needs of the City.
Short-term or occasional authorization:
The City recognizes that there may be situations such as during a short-term project, temporary disruption
in the work environment, an emergency weather situation, school closure, repair technician or delivery
coming to the home, etc. where limited telecommuting or flexible scheduling may be a mutually beneficial
arrangement. Temporary authorizations may be approved by the Department Director or Division Head
without a signed Telecommuting or Flexible Work Schedule Agreement under the following conditions:
a. Actual time performing work must be accurately tracked and reported by non-exempt staff and
appropriate accruals used for any portion of the scheduled hours not worked or when the
employee was engaged in personal matters (e.g. attending to children, other family members,
or personal matters/pursuits).
b. The supervisor and employee establish a mutual understanding of the work to be performed.
Monitoring email and answering phone calls is generally not considered sufficient work to
warrant telecommuting authorization.
C. The employee is able to provide sufficient access and equipment (computer, remote access,
high speed internet, etc.) to complete established work assignments.
`Wa
Agenda Item 5A-5
IV. Procedures
Telecommuting or flexible work schedule arrangements, whether employer or employee initiated, will be
subject to the approval of the Department Director and will require a Telecommuting or Flexible Work
Schedule Agreement form, signed by the employee, division head, and department director. A copy of
the signed agreement must be submitted to Human Resources to be maintained in the employee's
personnel file. Short term or occasional authorization does not require a signed agreement but informal
documentation (e.g. email) of approval, duration, work to be performed and other relevant conditions is
recommended.
Telecommuting or flexible schedule authorization may be revoked at any time for any legitimate reason,
as determined by the Department Director, including if the employee is not responsive during established
duty hours, supervisor determines that there is insufficient work available on a remote basis, the
employee's performance or productivity suffers, the arrangement adversely affects other staff or division
operations, or it is otherwise determined that there is insufficient benefit to the organization to continue
remote work.
The decision to approve, deny, modify, and/or revoke telecommuting or flexible work schedules as
determined by the Department Director is considered final and not subject to appeal or grievance
procedures.
V. Pay and timekeeping requirements
Non-exempt employees must accurately record all hours worked on their timesheet in accordance with
regular timekeeping practices. Non-exempt employees shall not work overtime, or alter their established
work schedule, unless they have received prior approval from their supervisor. Accordingly, non-exempt
employees must refrain from performing any work outside of their established, authorized work schedule
without prior approval, including reading or replying to email or similar work tasks, including administrative
tasks. In the event a non-exempt employee performs any work outside of their regularly scheduled hours,
the non-exempt employee must report such time on their timesheet. The City will pay non-exempt
employees for all hours/time worked, including overtime. However, failure to obtain prior approval for
overtime work may result in discontinuance of telecommuting or flexible work schedule arrangements
and/or other disciplinary action.
VI. Equipment, safety and security requirements
It is important that an employee possess the proper equipment and workspace in order to successfully
perform their work from home. The telecommuting agreement shall identify the necessary equipment
and the party responsible to provide and maintain each piece of equipment. Equipment provided by the
City will be maintained by the City. Equipment provided by the employee will be maintained by the
employee. The City accepts no responsibility for damage, repairs, or replacement of employee -owned
equipment.
Under all telecommuting scenarios (short-term, occasional, and regular telecommuting), employees are
responsible to protect City equipment and property from misuse, loss, damage, or theft. If damage, loss,
or theft occurs, an employee must report it in a timely manner. In addition to reporting damage, loss or
theft, employees must:
a. Comply with all City policies including those regarding technology, cell phones, social media use,
etc.
b. Provide high speed internet access, when necessary
c. Abide by the City's IT policies or procedures related to remote access
d. Store equipment in a safe and clean space when not in use
The City will provide the employee with appropriate office supplies (pens, paper, etc) as deemed
necessary, subject to supervisor approval. 23
Agenda Item 5A-6
For regular (ongoing) telecommuting requests, the employee must provide their own computer (or
appropriate alternative) and maintain an appropriate, safe workspace in their home, free from safety
hazards.
Under all telecommuting scenarios, work completed from home is regarded as official City business and,
therefore, property of the City. Both paper and electronic records, documents, or correspondence are
City records and shall be protected and maintained as such. Employees must be compliant with the City's
expectations of confidential information and work completed at home must be safeguarded accordingly.
VII. Compliance with Policies
Telecommuting or flexible work schedule arrangements do not alter the terms and conditions of
employment. Employees must comply with all City policies as if they were working onsite under normal
circumstances. In addition to any other policies referenced in this policy, it is imperative to remember that
all City policies still apply when telecommuting or working a flexible work schedule, including but not
limited to the Personnel Policies and its provisions addressing harassment and discrimination, employee
relations and conduct, substance abuse, etc.
Vill. Regulation Update and Responsibility
Periodic review, updates, and questions of interpretation of this policy are the responsibility of Human
Resources. The City Manager or designee shall be responsible for final interpretation and application of
this policy.
Approved:
City M ager
I'z!
Telecommuting or Flexible Work Schedule Agreement
Employee Name:
Requestor (if other than employee):
Employee Job Title:
Description of Proposed Telecommuting or Flexible Work Schedule:
Proposed duration of agreement:
-7
Telecommuting or flexible work schedules must enable employee to complete all essential duties of the
position. Any anticipated tasks, responsibilities or interactions impacted by this arrangement or impacts to other
staff and/or operations and the solution(s) for addressing them should be identified below:
Describe any equipment (hardware and software) to be used by the employee at home and identify which party
will provide each: (EE=employee, ER=employer, NA=not applicable)
EE ER NA EE ER NA
Computer/laptop
Monitor(s)
Phone
Other (specify who is responsible for providing/maintaining):
Printer
Scanner
Furniture
Describe how routine work -related communication and on -going communication between employee/supervisor
will be handled (i.e. phone, email, interoffice mail, in -person check -ins, virtual check -ins):
25
Agenda Item 5A-8
Employee Certification:
I have read and understand the Administrative Regulation on Telecommuting and Flexible Work Schedules and
agree to the terms and expectations described in the policy. I understand that telecommuting and/or flexible work
schedule authorization is not an entitlement and requires the approval of my Division Head (if applicable) and
Department Director. This agreement in no way changes the terms and conditions of employment with the City of
Iowa City. I understand that the City may at any time, with or without prior notice, change any or all of the
conditions under which I am permitted to telecommute or work a flexible work schedule or withdraw authorization
entirely. I understand that the decision to approve, deny, modify, and/or revoke telecommuting or flexible work
schedules is considered final and not subject to appeal or grievance procedures.
I have read and understand that the information gained from access to various City computer systems is to be used
strictly for work for the City of Iowa City. I will appropriately secure the workstation and any confidential materials
in my home. I fully understand that allowing any unauthorized access and/or the release of any information to
unauthorized persons may result in disciplinary action up to and including termination.
Name: Date:
Signature:
Supervisor Certification:
Approval recommended: Yes No
I have read and understand the Administrative Regulation on Telecommuting and Flexible Work Schedules. I
understand my role and responsibility in monitoring the employee's performance and productivity, in maintaining
consistent communication with the employee, and in assessing the degree to which the arrangement is successful
including making recommendations on its continuance or cancellation.
Name: Date:
Signature:
Approval:
Division Head Signature:
Department Director Signature:
Forward copy of signed agreement to Human Resources.
Date:
Date:
26
Agenda Item 513-1
Adult Services Department Report
Prepared for the September 22, 2022, Meeting of the Iowa City Public Library Board of Trustees
Jason Paulios, Adult Services Coordinator
Staff Update
Emily Petersen joins the Adult Services and Community & Access Services teams this week as a permanent
staff part-time Library Clerk. She comes via Parks & Recreation and will continue to work her other non-ICPL
job with CommUnity as a Crisis Intervention Counselor. Half of her time will be spent processing Interlibrary
Loan requests with Phil and the other half will be assisting patrons at the Help Desk.
Three new Info Pages have joined the crew at the 2"1 floor Page Station: James, Kendall, and Sarah. In their
other lives, James is a pre-Med student with prior library experience, Kendall is part of the new
Undergraduate -to -Graduate program through UI and School of Library and Information Science', and Sarah is
a practicing clinical social worker.
New Online Resources for news
I'm constantly looking to right -size the offerings on our Online Resources page, balancing the ever -rising costs
with uniqueness of the content and, ultimately, overall usage data. Adding more access to local historical
newspaper content is usually an easy decision for me, patrons are keen to search anything that can fill local
history and genealogy knowledge gaps. In August I amended an expensive ProQuest full text current news
database to a smaller subset (from national to North Central states) in order to allow me to add three new
ProQuest resources:
• Recent Newspapers — Iowa. This includes full -page images of the Des Moines Register from Jan 1, 2009
— present (about a two -week embargo). Service allows patrons to see all images, page layout, and
advertising.
• Historical Newspapers — Iowa. Includes full -page images of the Des Moines Register from Jan 1, 1871-
Dec 31, 2008 as well as full -page images of the Iowa City Press -Citizen from Jan 2, 1965-Dec 31, 2008.
• Newspapers.com-Iowa. Full -image archive of a wide variety of Iowa newspapers covering 1817 through
1977.
Adult and Teen Outreach / Events
Beth has been busy arranging for the post-Covid return of the Community Writing Center program series. This
series gives adults and teens the opportunity to get one-on-one help with writing of all kinds from Kirkwood
Community College writing tutors. Former co-sponsors at University of Iowa are looking to arrange funding to
join the party in the new year. This month will see the last (for now) Obermann Conversation event as Jennifer
New from the Obermann Center is leaving her position there. I'm sad to see this unique series ending but I'm
hopeful we'll find another avenue for tapping into the vast knowledge network at the University.
"'In an effort to decrease the time to degree for students and help students enter the workforce more quickly, the University of
Iowa and School of Library and Information Science support an Undergraduate -to -Graduate (U2G) curriculum for undergraduates in
any major at the University of Iowa. Undergraduate students admitted to the School of Library and Information Science may to apply
twelve credit hours toward both Bachelor's and Master's degree requirements. The intent of the program is to enable an early
entrance to graduate school for students seeking an LIS degree." - https://slis.uiowa.edu/prospective-students/undergrad-erad-
degree
VZl
The work of the Community and Access Services department is in full Fall swing as students visit to
register for Library cards. Library Card Sign Up Month (September) is an annual campaign to
celebrate libraries and most importantly impart the resources and opportunities available with an
ICPL card. Whether at the Help Desk, on the Bookmobile, or during a community event like the
Farmers Market, staff are always ready to share about programs and the variety of physical and
digital materials in the collection.
Deposit Collections, At Home Services, and Jail Services continue to thrive. As more hidden,
behind -the -scenes operations, it is important to note the impact of these services on populations
which may otherwise not enjoy access to their library. Connecting with communities which
experience barriers to service through curation and maintenance of Deposit Collections, support
and selection of check outs for At Home patrons, and collaboration with the Johnson County Jail
remain vital commitments in the ICPL mission to be a center of community life connecting people
with information and enriching the community through learning, promoting literacy, and
encouraging creativity.
DEPOSIT
COLLECTIONS
JULY: 446 ITEMS DONATI
9 LOCATIONS SERVED
AUGUST: 228 ITEMS DONATED,
6 LOCATIONS SERVED
L8
Outreach vs. Community Engagement
Observing the increase in public events from community
groups and City Departments has given the CAS Team
food for thought in consideration to how we engage, when
we engage, and what is considered sustainable,
successful engagement. In collaboration with staff in Adult
Services, Childrens Services, and Collection Services,
Community and Access Services is working to identify
what is day-to-day outreach service (Deposit Collection,
Bookmobile stops, pre-school Storytime visits) and what is
community engagement (Climate Fest, Latino Fest,
Diversity Markets, Homecoming Parade). It is exciting to
collaborate in this mediation and to gain a broader range
of skill and creativity in the application of our public facing
work.
Coming Soon
We look forward to connecting with you in the community
this Fall through a series of events and partnerships. You
will find the Bookmobile at the Climate Fest Kick -Off at Big
Grove on Wednesday, September 21 and at the Climate
Fest on Friday, September 23 at Wetherby Park (during
which Elsworth with host a Community Feedback
Session).
Staff continue to issue library cards, check out holds and
Bookmobile materials, and engage visitors with activities
like the Produce Photo Booth at the Iowa City Farmers
Market this fall each Saturday from 8 a.m. - 11 a.m.
On the first Friday of each month the Bookmobile will pop-
up at Breckenridge Estates to provide a snack, a craft, and
check out services. On the third Friday of each month in
September, October, November, and December the
Bookmobile will visit Wilson's Orchard where Miss Raquel
will present a Bilingual Storytime.
The Bookmobile will offer fun and frights during the annual
Parks and Recreation Halloween Carnival on Friday,
October 21 which will feature STEAM activities, crafts,
games, and more.
The ICPL Bookmobile and the Book Cart Drill Team are
delighted to take part in this annual U of I Homecoming
Parade on Friday, October 28! This year's theme is "Bold in
Black and Gold". We look forward to seeing you and
serving you at these events.
R pectfully submitted,
Agenda Item 5B-3
A; it
29
Agenda Item10A-1
a� IOWA CITY
PUBLIC LIBRARY
123 S. Linn St. •Iowa City, IA 52240
319-356-5200 • icpl.org
LIBRARY BOARD OF TRUSTEES
August 25, 2022
Iowa City Public Library
2na Floor — Boardroom
Regular Meeting - 5:00 pm
DRAFT
Members Present: DJ Johnk, Noa Kim, Carol Kirsch, Claire Matthews, Robin Paetzold, John Raeburn, Tom
Rocklin, Hannah Shultz, Dan Stevenson.
Members Absent: None.
Staff Present: Elsworth Carman, Anne Mangano, Jen Miller, Brent Palmer, Jason Paulios.
Guests Present: None.
Call Meeting to Order. Kirsch called the meeting to order at 5:02 PM. A quorum was present.
Approval of August 25, 2022 Board Meeting Agenda. Shultz made a motion to approve the August 25, 2022
Board Meeting Agenda. Johnk seconded. Motion passed 9/0.
Public Discussion. None.
Items to be Discussed.
411 Quarter Annual Statistics & Financials. Carman shared the FY22 budget closed in a fairly traditional way,
even though there were times in the year when it did not seem it would end that way. Carman thanked the
Leadership Team for their work on the budget. Kirsch appreciated the summary and asked about the timeline
for the next budget approval process. Kirsch asked if all of the budget requests proposed by the Iowa City
Public Library were approved by City Council. Carman said no, budget increases last year were flat and some of
the requests did not get approved. Typically, the budget kickoff occurs in September and the City Manager
indicates the expectations for the next year's budget requests then. Kirsch asked if the Library Board of
Trustees are presented the final budget after it is approved. Miller shared the first quarterly budget report
shows this information but it can be provided earlier if preferred. Kirsch asked about heating and supply costs
trending up and wondered if the budget balanced because of personnel positions being held and staff not
travelling to conferences. Carman clarified that personnel positions were not held for budgeting reasons and
budget amendments could have been made to accommodate rising heating costs if necessary. Rocklin asked
for clarification on supply chain purchasing timelines.
Raeburn said the board packet was an impressive document this month and it made him realize the great
work that is being done at Iowa City Public Library. Raeburn appreciated the list of groups using the meeting
rooms and thought it was very inciteful. Raeburn was stunned by the number of reference requests in the age
If you will need disability -related accommodations in order to participate in this meeting, please contact Jeri Miller, Iowa City Public
Library, at 319-887-6003 orjennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access
needs. 30
Agenda Item 10A-2
of google and felt the documents were heartening. Raeburn thought it was wonderful to see the library acting
as a central resource in the community. Carman appreciated the sentiments.
Raeburn was interested in the rate of new book purchases versus withdrawn books and noticed fiction
materials had a less draconian withdrawal rate than nonfiction materials. Mangano shared fiction materials
are eliminated at a higher rate than nonfiction materials to preserve the nonfiction collection.
Policy Review: 101 Bylaws. Kirsch asked if any of the Trustees had comments on the revisions. Raeburn asked
if closed meetings are triggered by a request from the person being examined. Rocklin shared in personnel
reviews the person has to request a closed meeting and the other criteria also has to be met. Paetzold shared
under special conditions such as COVID the Board is allowed to but for general personnel reviews it should be
requested by the employee. Kirsch said this applies to the directors' review and further reasonings for this can
be found in Iowa code. Paetzold shared other examples of why an open meeting might interfere with business
but stated Iowa Code has very specific reasons for holding closed meetings. Kirsch shared it is up to the
Director if they would like their evaluation open to the public.
Johnk referred to article 6 section 3 asked for clarification on public comment. Kirsch gave an example and
shared that Trustees cannot communicate with patrons during public comment. Paetzold shared this policy
adheres to public agenda requirements being shared before a meeting. Paetzold shared if a Trustee wanted to
address public comments they could add it to the agenda for the next meeting. Rocklin made a motion to
approve policy 101 Bylaws as revised. Johnk seconded. Motion passed 9/0. Paetzold asked when this policy
will become public information. Miller said the policy goes into effect immediately and will be posted online
the next day.
Nominate Finance Committee. Kirsch shared this is a new committee and asked Carman for expectations of
the committee. Kirsch recommended that a committee be formed that reports in June and also recommended
the next Board President could appoint a new committee in July. Kirsch shared Kim, Matthews, and Kirsch
would serve on the committee.
Staff Reports.
Director's Report. Carman added to his report the handrail installation began today at the stairs near the
library entrance.
Shultz asked how often the bed bug dog, Fletcher, visits. Carman shared every other month. Previously there
was a dog from Orkin who went out of commission and there was a brief pause without a contracted canine
team. Fletcher's handlers approached the Iowa City Public Library and shared that Fletcher had been through
the same training as the dog from Orkin. Fletcher did not find any bedbugs at his most recent visit. Trained
dogs can hit on bedbugs throughout the lifecycle of the bug, including the egg stage. Carman shared Fletcher
visits in the morning before the library opens and Trustees are welcome to visit when the dog is working.
Carman shared interviews are completed for the Development Coordinator position. Rocklin and Barb
McFadden represented the Trustees and Foundation during interviews. Carman disclosed they are in the
process of taking next steps in the hiring process and he was pleased with the interview process. Rocklin
shared all four candidates were strong. Carman agreed and said it was a great pool of applicants.
Departmental Reports
Children's Services. Pilkington absent. Mangano and Paulios discussed the Will it Waffle children's program
and shared that cookie dough waffled best and skittles waffled worst. Stevenson shared it was great to have
Summer Reading Programs and activities back at a high level. Paulios shared the pok6 ball terrarium event was
very popular. Johnk enjoyed the activity updates in the Children's Room.
If you will need disability -related accommodations in order to participate in this meeting, please contact Jan Miller, Iowa City Public
Library, at 319-887-6003 orjennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access
needs. 31
Agenda Item 10A-3
Collection Services. Mangano shared that Baker & Taylor announced this week they were a victim of
ransomware attack and all services are at a standstill, including getting new materials. Baker & Taylor have not
yet reported when their services will be restored. Kirsch felt the report was very detailed and informative.
IT. Palmer had no comments. Kirsch, Palmer, and Johnk discussed the rising costs of batteries.
Miscellaneous. None.
President's Report. Kirsch met with Miller and Carman about the Board Recognition Dinner. Kirsch shared the
goal of the event is to be worthwhile, affordable, fun, celebratory, and an easy time for everyone to meet.
Several ideas were discussed including brunch or a weekend afternoon event. The Walker Homestead was
discussed as a potential venue but the cost was too high, other possible venues discussed were Cedar Ridge
Winery, Terry Trueblood, and the Iowa River Power Restaurant. Kirsch suggested having the dinner in June to
invite resigning Trustees, incoming Trustees, and Trustees that have left since the start of COVID-19 pandemic.
Kirsch is happy to take input from the Leadership Team so that it works with their schedule. Kirsch noted that
Trustees wear masks to Board Meetings and it would be more comfortable to have an outdoor dinner when
the weather is nice. Miller is going to see if Terry Trueblood is an affordable option.
Kirsch shared she was impressed by a situation where she witnessed a staff person sitting on the floor with a
patron in distress. Kirsch was very impressed by the calmness and kindness of staff. Kirsch also recalled a time
witnessing a staff person with excellent customer service on the Help Desk who was helping two University
students. Kirsch said that the library has really good staff.
Announcements from Members. Kirsch asked how the first day of school was going. Stevenson said so far so
good. Matthews agreed and discussed new technology changes.
Committee Reports. None.
Communications. Kirsch was impressed with the article on Victoria Fernandez's program.
Consent Agenda. Raeburn made a motion to approve the Consent Agenda. Johnk seconded. Motion passed
9/0.
Set Agenda Order for September Meeting. No changes were made to the September agenda.
Adjournment. Kirsch adjourned the meeting at 5:46 PM.
Respectfully submitted,
Jen Miller
If you will need disability -related accommodations in order to participate in this meeting, please contact Jan Miller, Iowa City Public
Library, at 319-887-6003 orjennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access
needs. 32
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