HomeMy WebLinkAbout11-05-20boardpacketIf you will need disability-related accommodations in order to participate in this meeting, please contact Elyse Miller,
Iowa City Public Library, at 319-887-6003 or elyse-miller@icpl.org. Early requests are strongly encouraged to allow
sufficient time to meet your access needs.
1
LIBRARY BOARD OF TRUSTEES
November 5, 2020
Electronic Special Meeting - 5:00 pm
ZOOM MEETING PLATFORM
Electronic Meeting
(Pursuant to Iowa Code section 21.8)
An electronic meeting is being held because a meeting in person is
impossible or impractical due to concerns for the health and safety of
Commission members, staff and the public presented by COVID-19.
You can participate in the meeting and can comment on an agenda item
by joining the Zoom meeting via the internet by going to:
https://zoom.us/meeting/register/tJwrf-qtqzwiGNzROc1DvowzuCGZ3VuQ9N8q
If you are asked for a meeting ID, enter Meeting ID: 986 8355 7828
to enter a “Waiting Room” for the meeting.
If you do not have a computer or smartphone, or a computer without a
microphone, you may call in by telephone by dialing (312) 626-6799.
When prompted, enter the meeting ID: 986 8355 7828
Providing comments in person is not an option.
If you will need disability-related accommodations in order to participate in this meeting, please contact Elyse Miller,
Iowa City Public Library, at 319-887-6003 or elyse-miller@icpl.org. Early requests are strongly encouraged to allow
sufficient time to meet your access needs.
2
LIBRARY BOARD OF TRUSTEES
November 5, 2020
Electronic Special Meeting - 5:00 pm
ZOOM MEETING PLATFORM
Wesley Beary, President
John Beasley
Kellee Forkenbrock
Derek Johnk, Secretary
Carol Kirsch, Vice-President
Robin Paetzold
Tom Rocklin
Hannah Shultz
Monique Washington
1. Call Meeting to Order.
1. Public Discussion.
2. Items to be discussed.
A. Policy #801: Circulation and Library Card Policy.
Comment: This is a special policy review to modify section 801.21, Fine and Replacement Fees of the
Circulation and Library Card Policy. Board action required
B. Inservice Day.
Comment: Staff wish to move Staff Inservice Day from Friday, December 11, 2020 to Friday,
February 26, 2021. Board action required.
C. Mail Services.
Comment: An update on mailing library materials will be provided.
D. Reopening Guidelines.
Comment: A document describing phases in the reopening plan and associated guidelines will be
provided.
3. Director’s Report.
4. President’s Report.
5. Adjournment.
1
801: Circulation and Library Card Policy—Extend Modification
Prepared for the November 5, 2020 Meeting of the Iowa City Public Library Board of Trustees
Proposal: To continue the suspension of 801.21a, the Late Return clause, of the Circulation
and Library Card Policy until June 30, 2021.
Issues: Since Sunday, March 15th, 2020, the Library has been closed for public use in
response to the COVID-19 public health emergency. During that time, the library extended due
dates of all library materials until October 5th and suspended fine collection. As we oscillate
between service model responses to the pandemic, we want to ensure our circulation policies
meet the needs of our community.
Patrons may have difficulty accessing our book drops. They may have difficulty contacting us as
our phone and chat services are far more limited at this time. They may not be able to renew
items at home if they do not have access to the Internet. In response to this public health
emergency, we propose to extend the suspension of point 801.21a, the Late Return clause, of
the Circulation and Library Card Policy until June 30, 2021.
This suspension would only affect fines collected due to a late return. These fines are called
overdue fines, which are charged when items are returned after the item due date. The Iowa
City Public Library does not collect these fines on Children’s or Young Adult materials. For the
rest of the collection, we currently charge 25 cents per day, per item that is returned late with
the exception of Express DVDs ($1 per day) and circulating equipment ($1 to $5 per day
depending on the value of the item).
This suspension does not impact replacement fees, which is a one-time fee charged when
materials are not returned or if they are returned with damage. The replacement fee is the cost
of the item plus a processing charge.
Staff Recommendations: Temporarily strikeout current language in 801.21a and replace it with
“Late return fines are temporarily suspended until June 30, 2021.” After June 30, 2021, this
policy will revert to the original language unless further action from the Library Board to change
this policy takes place.
Action: Review and adopt as amended.
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 in-house and remote electronic access to information
resources. The Circulation and Library Card Policy establishes fines and replacement fees for overdue, lost
or damaged materials, and other circulation services.
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 residen ce.
(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 fines and
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. Cardholders are limited to 75 checked-out items, except Institutional cards, which are limited to
100 checked-out items and Student AIM (Access to Information and Materials) Cards which have a
limit based on the Memorandum of Agreement with the participating school districts and public
libraries.
f. Library cards expire regularly to confirm address and other contact information.
g. 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.
h. Cardholders are limited to one library card 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.
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.
801.16 Special Cards: (See Section 801.25 and 801.26 for fines and 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-Registered Cards: Patrons who register online shall verify, in person and within two weeks
of registering, identity and proof of address to obtain a library card with regular privileges (see 801.12-
14). Self-registered cards allow for limited access to online resources but may not be used to borrow
materials until a regular card is obtained.
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.
a. Student AIM Cards may only be used by the student the card was issued to.
b. Students may receive a Student AIM Card in addition to another type of library card.
c. Students may not use Student AIM Cards to place Interlibrary Loan requests.
d. Student AIM Cards may not be used to check out equipment valued over $250.
801.2 Fines and Replacement Fees
801.21 Fines are temporarily suspended until January 1, 2021 June 30, 2021.
801.22 Lost or Damaged Materials
a. The full replacement or repair cost 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 cost 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 costs 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 costs will not be charged for students using Student AIM Cards.
801.23 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 fines 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 fines or 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 long overdue or lost 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.
801.24 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.
801.25 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.
801.26 Fines and Replacement Fees for Special Cards:
a. No fines are charged for late returns of materials from outreach collections, At Home patrons,
Interlibrary Loan libraries, or jail patrons.
b. At Home patrons, Interlibrary Loan libraries, and the outreach sites are responsible for paying
the replacement fee for cost of lost materials.
801.27 Card Replacement: Patrons may receive one free replacement card per year. The replacement
charge for additional lost cards is $1.00.
801.28 Fresh Start 18: When a patron reaches their 18th birthday, the library may waive accumulated
fines 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 cost of the item.
801.32 Long Overdue Materials: Library accounts for which a bill has been sent may be submitted to a
collection agency and/or to a local law enforcement agency for further action. An additional processing
charge of $10.00 will be added to each account sent to collections. (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
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: 4/25/19
Revised: 6/27/19
Temporarily Revised: 6/25/20
Revised: 9/10/20
Temporarily Revised: 11/5/20
DATE: November 5, 2020
TO: Library Board of Trustees
FROM: Elsworth Carman, Director
RE: Revised FY21 Downtown Building Calendar (Inservice Day)
Every year, the Library holds a Staff Inservice Day to provide training, conduct planning, and
work together to brainstorm new ideas and address common issues and situations staff
experienced during the year. We celebrate significant staff anniversaries and offer ways for
staff to interact with each other that isn’t tied to our day-to-day operations. Typically, Inservice
Day is the second Friday each December in lieu of the December regular All Staff meeting. The
building is closed to the public and all staff are required to attend.
This year, Inservice Day was scheduled for Friday, December 11th. I had been hoping COVID
numbers and public health guidelines would allow for some in-person work on Inservice Day,
but it doesn’t look like there will be significant improvement in COVID case numbers by
December. We wish to move Inservice Day to Friday, February 26th, 2021. This will provide
more time to potentially include safe, in-person components to the day and give us more time
to design and prepare a successful and meaningful Inservice Day under current COVID
restraints.
This change to the FY21 Downtown Building Calendar will give us time to determine the best
way to administer Inservice Day, whether through a fully remote or hybrid model. We plan to
focus the day on one of our strategic initiatives: “Seek alternatives to calling the police for
violations of the Library Use Policy that can be addressed through mediation and restorative
justice.” We hope to include presentations and training that speak to this goal and then use
what we’ve learned together to modify our Library Use Policy accordingly. It is likely this will
also identify further training needs.
A vote from the Board is required to change the FY21 Downtown Building Calendar. A draft
version of the updated calendar is included with this memo.
FY21 Downtown Building Calendar
July 1, 2020 through June 30, 2021
2020
Day Date Description Hours Staffing
Friday July 3 Independence Day
Observed Open 10-6 Holiday Staffing
Saturday July 4 Independence Day Closed Remote Drop Only
Monday September 7 Labor Day Closed Remote Drop only
Wednesday November 11 Veterans Day Open 10-6 Holiday Staffing
Wednesday November 25 Thanksgiving Eve Open 10-5 Regular Staffing
Thursday November 26 Thanksgiving Closed Remote Drop only
Friday November 27 City Holiday Open 10-6 Holiday Staffing
→Friday December 11 Inservice Day Closed All Staff Attend
Thursday December 24 Designated Holiday Open 10-4 Holiday Staffing
Friday December 25 Christmas Day Closed Remote Drop only
Thursday December 31 New Year’s Eve Open 10-5 Regular Staffing
2021
Friday January 1 New Year's Day Closed Remote Drop only
Monday January 18 MLK Day Open 10-6 Holiday Staffing
Monday February 15 Presidents’ Day Open 10-6 Holiday Staffing
Monday May 31 Memorial Day Closed Remote Drop only
The Bookmobile calendar is posted at least three times a year and roughly coincides with the school
year: summer, fall semester, and spring semester.
→Replace with:
Friday February 26 Inservice Day Closed All Staff Attend
Mailing Holds: Overview of Use and Expense
Starting June 2, 2020, we began offering mail delivery of holds to any patron with an ICPL card.
This delivery option minimizes patron and staff interaction and does not require patrons to go into
the community to collect their materials. Community response was positive. Mailing holds has
continued as an option, but was limited to patrons living in Iowa City or a contracting community
(Hills, University Heights, Lone Tree, and rural Johnson County) on September 1, 2020, since
Interlibrary Loan was reestablished at that point and library-to-library lending could be used by non-
residents.
Mailing holds is a significant expense for the library, and we are evaluating whether or not this
service should be continued. Part of this evaluation is a basic use and expense overview, which we
are sharing with the Board of Trustees in hopes of hearing the group’s thoughts on the sustainability
of this option. The information below is intended to provide context for a conversation at the next
meeting. At this point, staff recommend maintaining mailing services.
Holds Delivery: Mail and Pick-Up, June 2, 2020-October 2,2020
Month Mail Pick-Up Total
June 1,239 (46%) 1,430 (53%) 2,669
July 1,596 (33%) 3,250 (67%) 4,846
August 1,597 (32%) 3,350 (68%) 4,947
September 1,511 (30%) 3,537 (70%) 5,048
October 1,030 (through 10/28) 37 (through 10/5) 1,067
Total 6,973 (38%) 11,604 (62%) 18,577
Mailing Costs for Holds: June 2, 2020-October 28, 2020
Vendor Expense Type Cost
US Post Office Postage $40,480
Mailboxes of Iowa City Mailers $4,058
Copy Systems Mail Machine Labels $187
Mail Machine Ink $534
Total $45,259
Mailing Costs for all Other Categories of Mail: July 1-October 28, 2020
Category Postage Items
Reserve Letters $338 439
Problem AV $2 7
At Home $2,299 646
ILL $520 173
Total $3,159 1,265
Mailing Costs for all Items: July 1, 2019-June 30, 2020
Vendor Expense Type Cost
US Post Office Postage $32,909
Mailboxes of Iowa City Mailers $268
Copy Systems Mail Machine Labels $139
Mail Machine Ink $534
Total Costs FY20 $33,850
Total Items FY20 17,480
Average Annual Postage Cost from FY2000-FY2019: $29,510
ICPL COVID-19 Reopening Guidelines
This plan is a living document and is subject to change as new information becomes
available.
The Iowa City Public Library takes the health of our patrons and staff seriously and takes
great care in providing our services in the safest way possible. We will use the following
external measurement to help us determine which library services we are able to make
available:
• COVID-19 positivity rates as reported by the State of Iowa. The positivity rate reflects
the average percentage of positive cases in Johnson County during the past 14 days.
This measure will be considered in conjunction with the following internal readiness indicators:
• Building readiness.
• Cleaning schedule established, adequate supply of appropriate cleaning supplies,
appropriate spaces developed for staff and public use (including social distancing
space), and clear guidelines for entering the building or service location created and
posted.
• Staffing at a level conducive to managing onsite and mobile service delivery.
• Adequate PPE for staff. Appropriate volume of face masks, shields, gloves, and other
protective equipment available for all staff.
• Plans in place to implement next phase(s), including staff schedules.
• Sufficient staff training. All staff fully trained and prepared to transition between phases.
Overall phase and readiness to move forward or backward evaluated regularly in consultation
with Johnson County Public Health.
PHASE SERVICES TRANSMISSION RATE
PHASE 1
• Library building closed
• Phone, chat, web-based services
available
Community stay-at-home order issued
PHASE 2
• Contactless curbside holds pickup
• Mailing holds
• Remote book drops available
% Positivity Rate:
> 10%
PHASE 3
• Lobby Grab & Go
• Bookmobile holds pickup
• Technology access
% Positivity Rate:
5% to 10%
PHASE 4 • Express access to library building
and Bookmobile
% Positivity Rate:
< 5%
PHASE 5 • Full Access to library services No community transmission or
Positivity rate < 2% and Vaccination