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Home My WebLink About04-22-2021 Library Board of TrusteesIOWACIN PUBLIC LIBRARY 123 S. Linn St. •Iowa City, IA 52240 319-356-5200 • icpLorg LIBRARY BOARD OF TRUSTEES April 22, 2021 Electronic Formal 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 byCOVID-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: hftps://zoom.us/meetinq/resister/tJcpceGggosrHtZwMTdpTpl ng-fzeLnZOcJx If you are asked for a meeting ID, enter Meeting ID: 934 6824 0142 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: 934 6824 0142 Providing comments in person is not an option. Ifyzu will needdisability-relatedaccommodations in ordertoparticipate in this meeting,pleasecontactJen Miller, Iowa CityPublic Library, at 319 -887 -6003jennifer-miller@icpl.org. Early requests are strongly enmzragedto allow sufficient time tomeetyour access needs. 1 LIBRARY BOARD OF TRUSTEES April 22, 2021 Electronic Formal 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. 2. Public Discussion. 3. Items to be discussed A. Election of Officers B. Review Yd Quarter Statisticsand Financials C. Policy Review: 700:Community Relations Comment: This is a regularly scheduled policy review. Board action required. D. Policy Review: 701: Public Relations Comment: This is a regularly scheduled policy review. Board action required. E. Policy Review: 706: Outreach and Bookmobile Comment: This is a regularly scheduled policy review. Board action required. F. Policy Review: 803: Event Board Comment: This is a regularly scheduled policy review. Board action required. G. Policy Review: 804: Free Materials Distribution Comment: This is a regularly scheduled policy review. Board action required. H. Policy Review: 805: Display Comment: This is a regularly scheduled policy review. Board action required. I. Policy Review: 816: Library AccessforSex Offe nders Convicted of Sex OffensesAgai nstaMinor. Comment: This is a regularly scheduled policy review. Board action required. Ifyzu will needdisability-relatedaccommodations in ordertoparticipate in this meeting,pleasecontactJen Miller, Iowa CityPublic Library, at 3 19-887 -6003jennifer-miller@icpl.org. Early requests are strongly enmzragedto allow sufficient time tomeetyour access needs. 2 J. Budget Timeline K. Reopening Guidelines 4. Staff Reports. A. Directors Report. B. Departmental Reports:Children's, Collection Services, IT C. Development Office Report. D. Miscellaneous. 5. President's Report. 6. Announcements from Members. 7. Committee Reports. A. Foundation Members. 8. Communications. A. Downt ow n Iowa City IaunchesStory Walk 9. Consent Agenda. A. Approve Regular M inutes of I ibrary Board of TrusteesMarch 25, 2021 meeting. B. Approve Specia I Mi nutes of li brary Board of Trustees April 1, 2021 meeting. C. Approve Disbursements for March 2021. 10. Set Agenda Order for May Meeting. 11. Adjournment. Ifyo u will need disability -related accammo&dions in order to participate in this meeting, please contact.7en Miller, Iowa City Public Library, at 3 19 -887 -6003or iennibrn iller(t�cn/orQEarlyrequests ore strongly encouraged to allow sufficient time to meet youraccessneeds. 3 ,Z s IOWA CITY z w PUBLIC LIBRARY Iowa CHy Public Library Meeting Agendas and Other Significant Events APRIL 22, 2021 MAY 27, 2021 JUNE 24, 2021 Election of Officers President Appoints to Foundation Board Memorandum of Agreement between ICPLFF and ICPL Review 3b Quarter Statistics and Polcy Review: Financials 806: Meeting Room and Lobby Use Budget Discussion 809: Library Use Policy Review: Departmental Reports: CH, CLS, IT 700: Community Relations Departmental Reports: AS, CAS 803: Event Board 804: Free Materials Distribution Hourly Pay Plan 805: Display 816: Library Access for Sex Offenders Convicted of Sex Offense Against a Minor Departmental Reports: CH, CLS, IT JULY 22, 2021 AUGUST 26, 2021 SEPTEMBER 23, 2021 Develop Ideas for Board Annual Report Review Board Annual Report Review Annual Staff Report Departmental Reports: AS, CAS Strategic Planning Update Adopt NDBU Budget Departmental Reports: CH, CLS, IT Review 4tl1 Quarter Statistics and Financials Departmental Reports: AS, CAS OCTOBER 28, 2021 NOVEMBER 18, 2021 DECEMBER 16, 2021 Budget Discussion Departmental Reports: CH, CLS, IT Appoint Committee to Evaluate Director Review 1� Quarter Statistics and Departmental Reports: AS, CAS Financials Departmental Reports: CH, CLS, IT JANUARY 27, 2022 FEBRUARY 24, 2022 MARCH 24, 2022 0-month Strategic Planning Update Director Evaluation Policy Review: Policy Review: Policy Review: Departmental Reports: AS, CAS Review 2N Quarter GoalsiStatlstics and Set Calendar for Next Fiscal Year Financials Appoint Nominating Committee Departmental Reports: AS, CAS Departmental Reports: CH, CLS, IT April 2021 Bwrd Schedule IOWA CITY 4W PUBLIC LIBRARY Fy21 Output Statistics- quarterly Report Qi 02 03 yrn Ia%I}7D %Char, Library Services= Provlde library raCllitles, materlals, and egYlpment- A. Downtown Building Lim Total Hw rs Open 0 638 661 1,799 2,370 45.2% People into the Building ❑ 22,125 28.150 511]85 442.7L72 -88.6% Average Number Per Hcut 0,0 34,7 42-5 38-7 $68 •93.1% Bookmobile Us Bookmobile Total Hou rs Open 29 66 33 229 524 -75.5% Pimple on Bookmobile 71 234 170 475 12.847 .96.3% Average Number per Hour 3 3 5 4 75 -s4.9% Total Downtown & Bookmobile Hovs Open 28 7416 6% 1,428 2.894 •50.7% Total People Downtown Ion Bookmobile 71 22,3B9 28,320 s❑,760 4555.0 -88.9% TWO Avvr ge Number per Maur 3 32 41 36 157 •77.4% B- Meeting Rooms Number of Nor, Library MtrtlnES 0 0 Estimated Attendance a a Ewipmenl Set-ups 0 0 Group Study Room use a a Lobby use 0 0 C. E4uIPm"t UPepe Photxoples by Public 312 238 Pay for PrIM CGples 376 062 %Checkouts by Self -Check 0.0% D-0% DOT Nipsk Usage 0 101 • FvW po y Jor print copies dots, in September rs ao overage ojJWy andAugust due to technfcn! Issr,es. ❑ ❑ ❑ ❑ ❑ 299 21968 9-4% 240 ❑ 0 ❑ 0 ❑ 853 4.706 QA% 341 1.166 19.M 0 4.224 4 16.427 60,633 69 0% 1313 -100.0% -ion.❑% 0.0% -ion.❑% -100.0% -94.9% •93.1% -100.0% •74.0% D. Downtown Use or Blect a ilc Materlals LIStehrnp/jflewing/TalsWS/Lipt4P4 Seitians 0 O ❑ ❑ 5.325 •100.0% E. RIde-N' Reed Bus Passes Distributed Downtown ❑ 127 104 81 2,744 -91.6% F. Services During Library Closure PaWW$Doing Mill 4,704 3,602 2,174 10,480 0 0.0% Patrons Using Curbside 10,137 557 0 1❑,604 0 0.09E gems Checked Dot 4M83 63,466 82,330 194,179 0 0.0% Materials Paged .17,177 48,390 S2,072 137W 0 0.0% Missed Curbside Appointments 552 37 0 598 0 0.0% Hours Assisting Patr mJCurbsidel s48 27 0 575 0 0.0% G- Book Bundles Children's 0 170 1,216 1,386 0 0% Teen's ❑ 7 S7 64 0 0% Adult's 0 11 111 122 0 0% Total Book Bundles ❑ 100 1,384 1,572 0 0% H- To Go 106 childree's 87G 2,165 2,375 5,410 0 0.0% Tween's 25 100 92 217 0 0. WA Teen's 0 50 40 90 0 0.0% Adult's ❑ 24 0 24 0 0. WA Total To W kits 895 2,339 2,507 5,741 0 0.0% Lending Services: lend mverlals for home, school, and office use. A. Greulotion Downlown 183,350 1991935 221,978 604,263 907,554 •33.4% (materials plr equipment; includes eAudio; does not inek.de Items cir"Med In-house.) percent AIM Cimulotion OWmbown 1.4096 O.OS% 0.0696 0.06% M95% •93-17% Page 1 al 02 03 VTD Lw YTO %C;han8e Ckcufatlon on Bookmobile 156 1.016 362 1,570 23,034 -93.2% Perc4M AIM Circulation on Bookmobile OAO% O.M O.DW 0.00% 0-16% •97-M -Beginning June 1B, 2020 the 1lookmobOe co&clfpn was used fpMPY holds down0awa. Total Circulation Downtown & Bookmobile 1B2.506 200.921 222,3e6 606,833 930,618 -34.9% Perc4M AIM Total Circulation Downtown & Bookmobile 1.40% O.O$% 0.07% O.07% OLM •92-M Average Total CIe[Ulatian DW/ntown E eaakmoele Per 8cue 1) 313 336 465 3st3 21.5% B. Circulation by Type of Material Ifncludes downloads, does not include mending, lost, am.) Adak Materials 137,314 147,079 155,115 443506 653,585 -32.1% chlltiren's heeterlals 45,880 $4,925 65,109 165,914 278.759 40.5% Percent Children's 23.2% 27-5% 293% 275% 20.7% -10.6% Han -Print M357 761810 27,537 70.714 258,517 •71.1% Percent Hun -print 11.2% 13-4% 12-4% 12A% 28.5% -56.6% E"Ipment leans so 91 139 328 $41 •39.4% Downloads 82,953 K112D 87,986 254,959 194.69O 31.006 C- circulation 4r Rmidtoot of user (Downtown & 000amabiie) 182,506 200,901 222,346 605.833 930.618 •34.9% (Materials plus equipment includes downloads; does not include items circulated in-house.) bwa" 253,867 169,4511 184,545 5W,862 722.400 -29.9% Local Contracts Hills 523 546 477 1,546 2,560 -39.6% IJIIIS as%of 10 0.29% 0.3% 02% 026% 028% -7.2% Johnson County Ilwral) 14,377 16,327 18,932 49,636 71.017 -30.1% Johnson County as%of All 7.889E &1% 8-5% 6-190; 7JBa% 7.4% Lane Tree 624 709 639 1,972 3.081 -36.I7K Lone Tree as%of All 0.34% 0.35x 0-29% 033% ❑33% -1.7% University lleiggts 2,881 2,681 3,089 8,651 9,795 -11.71A universlty Helots as%of All 1.58% L33% 1-19% 1A3% 1-05% 35.7% Tota l Local Contracts 18,405 2%263 23,137 61,805 86,453 -26.596 Statue Contracts -Open Aeons Caralvillc 4,090 4,288 4,730 13,116 42,054 -66.8% Cedar 6aplds 17D 147 156 473 3.59$ -86.9% Other Open AaM 5,800 6,855 9,498 22,153 56.282 -60.6% Tota l Open P.cceis M,068 11,2go 14,184 35,742 101.994 -64.9% Opcn Agcess as% aF All 5.5% 5.6% 6-5% 5.9m 11.0% -46.1% D. InterLibrary Loans Loaned to Odw llbrartes 227 195 262 654 $59 -M.4% Percent of Requests Filled 31.3% 27.3% 28,5% 29.OM 73.3% -60.5% Total Borrowed FFDm Other Libraries 395 474 716 1,5$5 2.4$7 -36.3% Percent of Requests Filled 82.1% 84.0% 863% 84.7% 265.0% -68.0% saak5/PerladKa Is/AV Borrowed 392 465 713 1,570 2.451 -35.9% Phomcuw Borrow Requests Fillcd 3 9 3 15 36 -56.3% E. Reserves Placed - Materials 52,361 64,313 70,299 186,973 95,542 95.7% 60wv 1we aas,or reGOrlCd.CSerVL egarrnotvo sin July 2O2O. F. ❑ownloadable Media Resident Cards By Area Iowa Oty 71,❑ 5 n,371 75,383 21$,772 177.016 23.6% Hills 229 99 107 435 435 0.0% Johnson County 7,374 6,013 7,894 22,0$1 17.850 23.7% Lvne Tree 96 93 91 280 308 -9.1% University BHght9 2,714 1,216 1,092 4,0]-2 1.747 1W.2% TWO 80,431 M592 84,567 245,590 197.356 24.4% Page 2 al 02 03 YrD larl}TD %Char, Shrdent AIM Cards by Area Io" City 2,247 2,009 3,102 8,238 506 1520.1% Hills 165 419 232 816 65 1155.4% Johnson Count 2 59 13 74 21 252.4% Lone Tree ❑ a ❑ 0 0 ❑.❑A university 114igms 103 61 72 236 0 0.0% Open Access S ❑ ❑ 5 3 66.7% Total 2,522 3,420 3,419 9,369 S% 1474.6% N Cards by Area Iowa City 73,265 75,26ci 79,485 227,010 177522 27.9% Milli 394 S18 339 1,251 SOii 150.2% Johnson Count 7,376 6,672 7,9❑7 22,J55 17,171 24.❑% Lane TM 96 93 91 280 308 •9.1% university Heights 1,817 1,277 1,164 4,258 1,747 143.7% Open Amss S 0 ❑ 5 3 66.7% Total 82,949 94,020 97,986 254,955 197 "9 28.9% By Oenwgraphlc Adult 71,309 73,336 77,QO 222.265 103.792 20.9% Children's 11,644 10,684 1❑,366 321694 14,154 13D.9% Total 82,953 84,020 8719H 254.959 197,951 28.8% Number of Iten,s Owncd lCum ulatiwrl E-Audio Items Avarlahle 10,g49 11,349 11,941 11$11 11.479 3.2% E•600k Items Avaitahlr 19,447 24,529 25,315 25,315 21.718 16.6% EMusic 47 47 47 47 47 ❑.❑A E•masanirles 121 121 121 121 111 9.0% E-Newspapen 1 1 2 2 1 1❑D.❑% Total Items 3g465 36,047 37,326 37-IN 33-I56 11.9% Information Services: Furnish information, reader advisory, and reference assistance. A. Refefence questions Answered 2,324 2,439 2,975 7,638 3❑AU -74.W Re4rerKe CWealions Retetlnce Desk 710 744 T,❑Ol 2,463 1❑,336 •76.2% Help Oesk ❑ 312 509 621 A.S98 -92.9% Curboce anegions 449 IN ❑ 569 0 0 Switchboard 1,112 1_l47 1,275 3534 3.411 3.6% aookmoyilg 0 17 6 23 667 •96.6% Drop -in Tech Help (Public) ❑ ❑ 0 0 34S -100.0% On -Call Tech Help Pablio 0 34 45 79 166 •52.4% Total Tech Help questions ❑ 34 4S 74 255 -69.0% Children's Desk Reletence auesti;W$ 16 24 154 194 5.782 197.1% Request m Pull Books (Community) 29 41 85 155 40 287.5% Torts' Children's QueWons 45 65 239 349 6.822 •94.9% & Elewonic Aocen Servioea Computer Services Pharos Internet (Oowntowe I6 House G Wier W!] 0 109 786 975 40.119 •90.0% Vyifi Internet Use Downtown a 4,33❑ 5,640 9,070 706.169 -99.6% TDtat Internet use 0 4,519 6,426 T0,945 754.287 •96.5% • m4;r Pharos dnm jar sepiemher k 4n average of my and August due to 1pduvcO Ltsuea. Websbe Access ICPL Websbe # Pagede vs of Homepage 79,278 SL765 87,207 248,250 20.314 -14.5% n Pagevlews of Entlte Ste (Doesn'L Intl ude catalog) 252,203 2281749 249,795 730,648 672.912 8.6% #4ists [Does indude catalog) 128,997 137.019 140,349 406,365 442.142 -8.1% Page 3 a1 02 03 vtD Laic 571) %than, Catalog Access n POEC`oi r, for ICPL Catalog 459,603 493,254 515,809 1,458.746 1,250.766 15.9% tr Pageoiews for Overdrive 533,48E 520,732 512,371 1,S66j88 1,254}31 24.9% Total Catalog Access 901,168 1.003,986 1,028,180 3,025,314 2,513,297 20.4% 'Overdn've curs not taunt vagevrews ibrouub the Libbv or Osrrdn've Ap➢s. ICPL Mobile App Ll9e 0 ❑ 0 0 59,857 •100.0% 'Unoble W rerriave mobile opp dote since Clcwber MR Ememal Sites a Pagavlemrs for 9eanstack 32,265 4,539 6,581 23 fS5 21,553 5.9% Total Webske Access 1,257,536 1.237,374 1.204,657 3,779,567 3,267.729 15.7% Subscription Databases Accessed Total IwHouse 7,534 3,341 5,111 15rW 4,149 255.3% Total Remote 7$253 82,562 90,157 244,972 234,575 4.4% TOTAL 79,787 $5,903 95,268 2613,958 239,724 9.3% C Total Switchboard Cells Received Total Library falls 4,776 4,073 4,185 13,034 11,67E 11.6% Odw Ctu Lions l Directional and account euestims, meeting room booking, email added Fv16.1 6,204 4,646 4,058 14,9❑8 113,497 42.0% Transferred Calls lee 52❑ 741 1,451 2, 1A7 -32.4% Pamphlets Distributed Umw awn 995 1,215 1,630 3,840 13,895 -72.4% State/Federal Tat Forms OLnnbuted - - - - - - - - - 0 600 -100.❑% Alerting Services: Promote awareness E library all w resources, A. IWbliceA0114 Number of Puhlicatlow; Printed( lobs} 18 21 24 65 223 -71.7% Coples Printed for Public Distribution 83,372 8,❑66 11,149 100.486 206,993 •51.5% Number of On line Newtetters 5ubsnlbers .1,122 3,430 3,324 3,324 2.747 21.09E Number of Qnilne NewslESter plstrlbuGpt 3,923 3,210 am 898 5,844 •04.6% C. Displays 0 4 12 16 60 -73.3% In�ouee ❑ 4 12 16 47 -66.❑% Other Groups 0 0 ❑ ❑ 13 -100.0% ON-sltelocanor s ❑ D 0 0 0 O.D% F. HomepaW Social Media Ronwp2ee Banner Posts 39 48 55 142 152 -6.6% Homepage banner Clicks 386 293 197 g75 1,2g9 -32.0% Mcdia Reposes Sent 156 206 223 585 336 74.1% Facebook,Twitter, PIWerest Followers Pmolativej 26,215 16,371 16,572 16,572 15,55E 5.g% New Fambooe, natter, and Plnlo r t Followers 116 84 210 410 575 -28.7% Outreach Sarvlm: Provide library service to people who cannot get to the Prbfary building. A. At Home Services Packages Sera 383 445 548 1,376 1,259 9.3% Items Loaned jm renevrals] 1,562 1.479 47$3 4,824 4,041 19.4% Registered At Home Users lCu mu lative} 216 219 246 246 219 12.3% New Users Enrolled 16 7 33 55 31 g0.5% People Served IAs rage of monthly raurnj a8 50 62 53 42 27.2% a. Jail Service People Served 39 62 150 251 93g -73.2% Items Loaned Ito renewals] 150 582 am 1,6% 2,937 -44.6% C. Deposit Colkctio Wcatlms (Cumulame) 3 3 9 9 4 125.0% Items Leaned 90 90 120 300 1.80 66.7% Items Added to Perman,ern Collections 9D 90 24g 428 1.515 -71.7% D. Remote gcokd rap use Remote as Percent of All Items Checked In 0.0% 0.0% 0-0% OjD% 14.096 -100.0% •Aaes not Auerde renewals or in-house- 0 The remote bookdrop wms usedin Fy22 but rm4 counted Page 4 al a2 Q.; Yi❑ la%I}7D %Change Group and Community Semlcn: Provide library samIce to groups, agenda, and wifeni=ation4. A. Adult Programs Programs 14 15 27 56 148 02.2% AtteMance 194 292 7❑a 1,186 1,614 -67.3% OulreKn PrW*ml 0 ❑ ❑ ❑ 92 -100.0% Outreach Attendance ❑ ❑ ❑ 0 1$79 -1❑❑A% B- Young Adult Programs Programs 0 ❑ 3 3 255 •90.8% Attendance 2 5 26 33 4, AS -99.2% Ounrmh Programs 6 9 18 33 19 73.7% Outreach Attendance 74 2,42 255 "1 61 661.5% G Children% Programs Programs 97 93 112 302 S% -46.6% Attendance 36 366 471 897 23.995 -96.3% Outreach Programs 0 14 25 39 201 •00.6% Outreach Attendance ❑ 3❑9 494 M 4.419 -82.1% ❑- IJbrary Toursand Classes Number 8 8 13 29 46 -37.07E AtteMame g2 12L1 152 -% 4 190 26.4% E. Consulting For Area Groups ❑ ❑ ❑ 0 0 ❑.❑A F. Virtual Program Recordings Childr sRecordings 75 36 40 151 0 0% Young Adult Recordings ❑ 1 2 3 0 ❑A Adult Recodings 6 9 14 29 0 0% All AgW Other Recordings 1 1 1 3 0 ❑A Taal Virtual Program lid rdirrgs 82 47 57 1" 0 0% G. Virtual Proeram Vicws Imtagram $10 4,2m 4,g53 17r2% 0 ❑A Faocbook 16,384 9,236 6,051 31,671 0 0% Ynutube 11,617 14,734 14,519 41),$7❑ 0 Ij% Taal Virtual Program View 36,110 21,264 25,423 89,797 0 0% OantrOl Services: Mairdein library resources through borrwrer registratlon, overdue notices, equipment tralnin& and controlling valuable materiels. A. library Cards lssucd 849 753 860 2.470 4,642 -46.8% Iowa Oty 641 596 E95 1,932 3,552 45.6% Perccnt Iowa City 75.5% 79.2% 80.1% 78.2% 76.5% 2.2% Lmral Contracts Hills 2 3 3 a 16 -9D.0% Johnson County IRuralj 34 24 17 75 173 -56.6% Lonc ircp 3 2 2 7 17 -58.8% unlverslty Heights 5 2 1 $ 12 -33.9% State Contract • Open Access Coralvllle 35 29 59 123 :lW -59.0% Cedar Papi(is 8 8 6 22 59 -62.7% Other Open Access 121 89 85 295 513 42.5% Total Opengccea 164 126 19❑ 440 872 -49.5% Open Access as%ol All 19.3% 15,M 173% 17$% 16856 -5.2% 8-TotalReentered Borrowers ICuowatlw:[ 47,470 46,770 46,531 46,531 51,513 9.7% # At acme Users Registered ru mu lathe} 216 219 246 2" 219 12.1% #AIM Users, [Cumulative) 14,420 14,363 14,333 14,353 15.121 -5.0% -A gbrmry Cards ere notcnun[ed os registered honow�4 mid are na in hmW in wsodreonered port ts- COverdne Helices Items Searched to Verify Claim of Return 91 181 55 327 146 124.0% Total FirJt Natioes litemsi ❑ $,778 7,541 16,359 52,635 •W% Total Second NoliCes (Item) ❑ 5,81❑ 31255 9,❑65 Ifi,310 d % Bills-Public{Items[ ❑ 1,597 1,811 5,210 7-47 -29.1% Page 9 iowA CITY rAW PUBLIC LIBRARY FY21 CTrculation by Area & Agency 1 STQ 2NO4 6M0 3RD❑ YFD LYTD %CHG Iowa City General Iowa City 78,347 91,172 169,519 102.44Z 271,961 552,119 -50.7% Download5 • Streaming 73,265 75,Z60 140,525 78,485 227,010 177,522 27.9% Temporary 27 4 31 44 75 315 -762% Public schools 0 0 0 0 0 77 -M..0% Private 5Ch0015 0 0 0 0 0 392 -100-0% MesohaollDaycarc 59 160 219 169 388 ZS99 -85.Q% Non-profit organizations 0 0 0 0 0 405 -M..0% 0usine5s 0 0 0 0 0 12 -100-0% City departments 2 0 2 15 17 5 240.0% State/Federal agencies 0 0 0 0 0 1 -M..0% University of 1p a departments 0 0 0 0 0 0 0.0% At Home 1,550 1,460 3,010 1.748 4,758 3,998 19A% Interlibrary loan 524 486 11010 533 1,548 1,Z64 22.5% Deposit wllections/Nursi ng Homes 99 Z74 373 470 051 553 53.9% Jail patrons 150 582 732 894 1,626 4937 -44.6% Total Iowa City 154,M 169,394 323,42t 10013 54234 74Z1A9 -31.52% Local Contracts Johnson County General 6,826 9,076 15,902 10.791 26,693 53,059 -49.7% Downloads 7,539 7,232 14,771 A,126 22,097 17,915 27,6% MesohaollDaycarc 0 0 0 0 0 0 0.0% At Home 12 19 31 15 46 43 7.0% Total Johnson County 14,377 16,327 30,704 14932 49436 71,017 -30,1% Hills General 292 388 00 339 1,019 Z104 -51,6% Downloads 231 158 389 120 509 456 11.6% At Home 0 0 0 16 18 0 ok% Total HIlls 523 546 1,069 477 1,546 ZSW Lone Tree General 520 616 1,144 546 1,690 Z773 -Mi% Downloads 96 93 189 91 280 308 09.1% At Home 0 0 0 2 2 0 0.0% Total Lone Tree 624 709 1,333 639 072 1081 -36A% University Heights General 1,064 1,404 2,468 1,925 4,393 &048 -45,4% Downloads 1,817 1,277 3,094 1.164 4,258 1,747 1433% At Home 0 0 0 0 0 0 0.6% Total University Heights Z881 4681 51562 3.089 8,651 9,795 -113% Total Local Contracts 16,405 20.263 38,668 n.137 61,805 86.453 MI Clirculmdan by Area & Aganry State Contract Recipr al/Qpen Access Johnson County Libraries 15T Q 2ND Q B MO 3RD Q YFD LYTD %CHr, Coralville 4,096 4,288 U86 4730 13,116 4Z054 -6Bi3% North Liberty Z,927 3,364 6,291 A68Z 10,973 21,162 -08.1% CIN65rd 37 27 64 21 85 152 -44.1% Solon 388 362 750 473 1,223 3,241 -623% Swisher 18 0 18 0 18 246 -92.7% Tiffin 298 5fi0 848 645 1,493 1618 -58]% AIM Downloads (None from North Liberty or Coralville) 5 0 5 0 5 3 6&7% All Other libraries Adel 0 1 1 0 1 0 0.0% Ainsworth 0 3 3 4 7 23 Albia 0 0 0 0 0 0 0.0% AtWQna 0 0 0 0 0 0 0.0% Ames 0 0 0 a 0 16 -1f1DA% Anamosa 18 0 18 6 24 99 -75.8% Ankeny 15 0 15 0 15 146 -69.7% Atkins 0 0 0 0 0 56 -1O00.D% Belle Plaine 0 0 0 0 0 1 -IOD.D% Bennett 0 0 0 0 0 14 -100.0% Bettendorf 0 0 0 8 8 31 -743% Birmingham 0 0 0 0 0 66 -IOD.D% Blairs[rnvn 0 0 0 0 0 0 0.0% Bloomfield 19 116 135 130 265 334 -20-7% Boone 0 0 0 0 0 5 -IOD.D% Brooklyn 0 0 0 0 0 1 -100.0% Burlington 1 0 1 0 1 75 -98.7% Carroll 0 0 0 0 0 0 O.D% Cascade 0 0 0 0 0 0 0.0% Cedar Falls 13 $ 16 25 43 178 -75i3% Cedar Rapids 170 147 317 156 473 31598 -86-9% Center Paint 0 0 0 0 0 0 0.0% Central City 0 0 0 0 0 0 Ok% Chariton 0 0 0 0 0 0 O.D% Charles City 0 0 0 0 0 0 0.0% Clarence 0 0 0 0 0 23 -100k% Clinton 0 0 0 0 0 0 O.D% Clive 0 2 2 0 2 0 0.0% Coggon 0 0 0 0 0 0 Ok% Columbus la 8 5 13 0 13 470 -972% Conesville 0 0 0 0 0 92 -M..0% Cornell College 133 166 299 35 334 1,035 Council Bluffs 0 0 0 0 0 0 0.0% Crawfordsville 0 0 0 0 0 0 0.0% Dallas Center 0 0 0 0 0 0 Ok% Davenport 1 1 2 10 12 150 -92.0% Decorah 1 0 1 0 1 10 -90.0% Denison 0 0 0 0 0 0 Ok% Des Moines 0 0 0 0 0 37 -1009% Donnelson 0 0 0 0 0 0 0.0% Drake Community Library 0 0 0 2 2 0 Ok% Dubuque 0 0 0 0 0 18 -1900% Ounkerton 0 0 0 0 0 34 -W..0% Earlham 0 0 0 0 0 0 (1" Eldon 0 0 0 0 0 40 -100.0% Elkader 0 0 0 0 0 0 0.0% Ely 0 0 0 11 11 158 -93A% Pa 1 FY27 Clirmilmdon by Area & Agency 15T Q 2NO Q 6 MO 3RD Q YtD LYTD %CHG Estherville 0 0 0 0 0 0 0.0% Fairfax 0 0 0 0 0 233 -100.6% Fairfield 6 3 9 3 12 883 -98.6% Fort Dodge 0 0 0 0 0 6 -100.0% Fart Madiwn 0 0 0 0 0 3 -100.6% Gilman 0 0 0 0 0 41 -100A% Glenwood 0 0 0 0 0 0 0.0% Grandview 0 0 0 0 0 0 0.0% Grimes 0 0 0 0 0 6 -100A% Grinnell 0 0 0 0 0 58 -100.0% Guthrie Center 0 0 0 0 0 0 0.0% Hedrick 0 0 0 0 0 0 QA% Hiawatha 2 0 2 ill 113 70 61A% Independence 0 0 0 0 0 0 0.0% Indianola 0 0 0 0 0 0 QA% Johnston 0 0 0 0 0 0 0.0% Kalona 785 160 325 337 662 3IZ26 -79.5% Keokuk 0 0 0 0 0 1 -100.0% Keosauqua 0 0 0 0 0 50 -100.0% Keota 12 26 38 16 56 259 -784% Leclaire 0 0 0 0 0 0 0k% Letts 0 0 0 0 0 0 0.0% Lisbon 0 4 4 9 13 35 -62.9% Lowden 37 31 68 0 68 245 -721% Manchester 0 0 0 0 0 5 -100.0% Maquoketa 0 0 0 0 0 8 -100.0% Marengo 98 86 184 93 277 936 -66.9% Marion 28 14 42 36 80 301 -73A% Mar5halhown 0 0 0 0 0 4 -100.0% Mareelle 0 0 0 0 0 14 -1004% M ason City 0 0 0 0 0 21 -100.0% Mechanicsville 6 34 40 4 44 38 15.8% Mediapolis 0 0 0 0 0 10 -100.0% Millord 0 0 0 0 0 0 0.0% Montezuma 0 0 0 0 0 27 -100.0% Monti[ello 0 0 0 0 0 0 0k% Montrose 0 0 0 0 0 38 -100.0% Morning Sun 0 0 0 5 5 26 -W..8% Mount Pleasant 2 4 6 3 9 100 -91k% Muscatine 34 4 38 25 63 453 -86-1% Nevada 0 0 0 0 0 0 0.0% New Landon 0 0 0 0 0 11 -100.0% Newton 0 0 0 0 0 0 0.0% North "Inh 10 10 20 3 23 439 -94.8% Norway 0 0 0 2 2 46 -95.7% Odebott 0 0 0 0 0 6 -1000% Oelwein 0 0 0 0 0 0 0.0% Qsceola 0 0 0 0 0 0 0.Q% Oskaloosa 0 0 0 0 0 13 -1000% Ottumwa 0 0 0 0 0 4 -100.0% Pella 0 0 0 0 0 0 0k% Pleasant Hill 0 0 0 0 0 0 0.0% Reinbeck 0 0 0 0 0 0 0.0% Richland 0 0 0 0 0 0 0k% Riverside 172 251 423 498 921 4028 -54.6% Robins 0 0 0 0 0 0 0.0% Rockwell 0 0 0 0 0 0 (1" Scott Co (Eldridge) 0 0 0 0 0 14 -100.0% Scranton 0 3 3 2 5 9 -44.4% Shellsburg 0 0 0 0 0 0 (1" Fa a MI Cb=kdan by Area & Agency 15T Q 2ND Q 6 MO 3RD Q YfD LYTD %CHr, Sigoumey 0 0 0 0 0 0 ok% Sioux City 8 0 8 0 8 58 -86.2% Sloan Rapids 0 0 0 a 0 3 -1fr0A% South English 4 0 4 0 4 27 -952% Spirit Lake 0 0 0 0 0 5 -100.6% Sprinolle 0 0 0 a 0 2 -1fr0A% Stanwood 0 0 0 0 0 0 0-0% Tipton 54 114 198 56 254 788 -67,8% Toledo 0 0 0 a 0 4 -lfr0.0% Traer 0 0 0 0 0 2 -100-O% Urbandale 0 1 1 0 1 50 -9a0% Van Home 0 0 0 a 0 0 O.O% Van Meter 0 0 0 0 0 0 0-0% Victor 0 3 3 16 21 210 -90.0% Vinton 27 42 69 26 95 0 QA% Wapello 0 0 0 0 0 0 0-0% Washington 150 349 499 577 1,076 11662 -36A% Waterloo 0 0 0 a 0 13 -lfr0.0% Waukee 0 0 0 0 0 3 -1o0-O% Waukon 0 0 0 0 0 6 -100.0% Waverly 0 0 0 0 0 2 -lwjD% Wellman 68 79 167 ill 278 11038 -732% West Branch 460 4a5 945 650 11595 51088 -65,,7% west Des manes 0 0 0 0 0 1 -100A% West Liberty 358 303 661 434 11095 Z220 -50-7% What Cheer 0 0 0 0 0 3 -100.0% William5hur9 ill 193 304 323 627 Z010 -68-8% Wilton 56 14 70 88 158 11005 -643% Winfield 0 0 0 0 0 86 -100.0% Wintemet 0 0 0 0 0 $ -1fr0-0'% Winthrop 0 0 0 0 0 0 0-0% Zearing 0 0 0 0 0 0 0.0% Undefined Open A[Cess 10 30 40 12 52 70 -25-7% Total ReciolOo Access lo.W 11,290 21-358 14.384 35,742 101,934 -64-9% Total Circulation 182,4% 200,951 383,447 2Z2,335 605,782 930,576 -34.9% (including E-Downloads, not in-liouse) Percent Iowa City 84-4% 843% 84.396 83.1% 83-9% 798% 52% Percent Hil is 0.396 0.3% 0.3% 0.2% 0.3% 0.3% -7.2% Percent Johnson County 7-9% 8-1% $-0% $-$% 82% 7-6% 7A% Percent Lone Tree 0-3% 0-4% 0396 0.3% 03% 03% -1-7% Percent University Heights 1.6% 1.3% 1.5% 1.4% 1.4% 1.1% 35.7% Percent RBCipmCal/Open ACCOSs 5-5% 5-6% 54% 6.5% 5-9% 11-0% -46-1% 100-0% 100-0% 100.096 100.0% looA% 100-0% Iowa City 154,W3 169,398 323,421 184,813 508,234 74Z189 -31-5% Loral Contracts 18A05 20,263 38.668 23.137 61,805 86A53 -28-5% Open Access 10,068 111290 21,358 14384 35,742 101,934 -64.9% In-hOuseWrds[Staffu5)e) 1,118 1,546 Z664 2,563 5,227 7,639 -31-6% Undefined Other 0 0 0 1 1 0 0-0% Total Spreadsheet 183,614 202A97 386,111 2ZAIM 6111009 93&215 Fa 4 401%9 IOWA CITY PUBLIC LIBRARY FY21 Circulation by Type & Format 9 Months Cateaory YT❑ % Total Last YTD % of Total %Chanoe Adult Materials General Fiction/Fiction Express 45,217 10.2% 66,682 102% -322% Mystery 14,459 3.3% 22,367 3.4% -35.4% Science Fiction 7,268 1.6% 12,585 13% -42.2% Book Club Kits (10 items per kit) 37 0.0% 33 0.0% 12.1% Young Adult Fiction 10,029 2.3% 13,819 2.1% -27.4% Comics 8,520 1.9% 22,688 3.5% -62.4% Large Print 51092 1.1% 81099 1.2% -37.1% Books in Other Languages 107 0.0% 754 0.1% -85.8% Total Fiction 90,729 20.5% 147,027 22A% -3&3% Express/Nonfiction 205 0.0% 2,307 0.4% -91.1% Large Print Nonfiction 579 0.1% 1,160 0.2% -50.1% 000- Gen eral/Computers 1,167 0.3% 2,511 0.4% -53.5% 100 - psychology/Philosophy 4,372 1.0% 8,687 13% -49.7% 200 - Religion 2,554 0.6% 5,166 0.8% -50.6% 300 - Social Sciences 9,980 2.3% 15,508 2A% -35.6% 400-Language 497 0.1% 1,739 0.3% -71.4% 500 - Science 2,918 03% 4,886 0.7% -40.3% 600-AppliedTechnoIogy 17,228 33% 27,337 4.2% -37.0% 700 - Art & Recreation 9,045 2.0% 15,000 23% -39.7% 800 - Literature 4,717 1.1% 6,590 1.0% -28A% 900 - History & Travel 7,634 11% 13,369 2.0% -423% Biography 4,864 1.1% 5,373 0.8% -9.5% Total Nonfiction: Adult & You no Adult 65,760 14.8% 109,633 16.7% -40.0% magazines 854 U.2% s,`!Sb U.b% -1d.4`X fatal Miscellaneous 854 0.2% 3,956 0.6% -78.494 fatal Adult Print 157,343 35.5% 260,616 39.7% -39.694 Art to Go 416 0.1% 1,292 02% -67.8% DVD (MoviesrM 47,286 10.7% 144,859 22.1% -67A% Express/DVD 340 0A% 12,957 2.0% -97A% Nonfiction DVD 3,874 0.9% 10,331 1.6% -62.5% Fiction on Disc 2,186 0.5% 7,584 1.2% -71.2% Nonfiction on CD 1,018 0.2% 3,627 0.6% -71.9% Compact Disc (Music) 6,601 1.5% 25,218 3.8% -73.8% Young Adult Video Games 1,819 0.4% 5,997 0.9% -69.7% Circulating Equipment 328 0.1% 541 0.1% -39A% Discovery Kits 30 0.0% 32 0.0% -6.3% Total Nonarint 63.898 14.4% 212.438 32.3% -69.9% t FY21 Circulation by Type & Format 9 Months Category YTD % Total Last YTD % of Total %Chance Adult E-Audio # Downloads 64,939 14.6% 56,739 8.6% 14.5% Adult E-Book # Downlcads 85,086 19.2% 64,629 9.8% 313% Adult E-Magazines 19,679 4.4% 14,034 2.1% 402% Adult E-Music # Downloa d s/Loca I Music Project 54 0.0% 52 0.0% 3.8% Adult E-Newspapers 10,874 2.5% 13,483 2.1% -19A% Adult E-Video Streaming: Library Channel 41,633 9A% 34,905 5.3% 19.3% Total Adult E-Downloads 222,265 50.1% 183,842 28.0% 20.9% Total Adult Circulation 443.506 100.0% 656.896 100.0% -32,57 Children's Materials Fiction 28,216 17.0% 42,562 15.3% -333% comics 11,617 7.0% 27,777 10.0% -58.2% Holiday 5,130 3.1% 5,928 2.1% -13.5% jLarge Print Fiction 325 0.2% 212 0.1% 53.3% Picture: Big, Board, Easy 46,268 27.9% 79,144 28.4% -41.5% Readers 12,901 7.8% 30,316 10.9% -57.4% Nonfiction & Biography 17,939 10.8% 32,212 11.6% -44.3% jLarge Print Nonfiction 8 0.0% 14 0.0% -42.9% Magazines 0 0.0% 361 0.1% -100.0% Total Children's Print 122,404 73.8% 218,526 78A% -44.0% Video/DVD/Blu-Ray 7,735 4.7% 33,286 11.9% -76.8% Books on Disc 648 0.4% 2,322 0.8% -72A% Read -Along set 945 a6% 3,815 1A% -75.2% Children's Music 341 0.2% 2,481 0.9% -86.3% Children's Video Games 510 0.3% 1,740 0.6% -70.7% Read with Me Kits 192 0.1% 346 0.1% -44.5% Games & Toys 416 03% 2,017 0.7% -79.4% jDiscovery Kits 29 0.0% 67 0.0% -563% Total Children's Nonprint 10,816 6.5% 46,074 16.5% -76.5% j E-Audio # Downloads 8,782 5.3% 5,310 1.9% 65.4% j E-Book # Downloads 23,912 14.4% 8,849 3.2% 170.2% Total Children's E-Downloads 32,694 24.0% 14,159 63% 130.9% Total Children's 165,914 100.0% 278,759 100.0% -40.5% All Circulation by Type/Format All Fiction 136,017 22.3% 223,506 23.8% -39.1% All Nonfiction and Biography 83,707 133% 141,859 15.1% -41.0% Picture books & Readers 59,169 9.7% 109,460 11.7% -45.9% Magazines 854 0.1% 4,317 0.5% -802% Total Print 279,747 45A% 479,142 51A% -41.6% N FY21 Circulation by Type & Format 9 Months Category YTD % Total Last YTD % of Total %Change Toys 416 0.1% 2,017 0.2% -79A% Art 416 0.1% 1,292 0.1% -67.8% DVD (Fiction, Nonfiction. & Express) 59,235 9.7% 201,433 21.5% -70.6% CD (Music) 6,942 1.1% 27,699 3.0% -74.9% Books on CD (Fiction & Nonfiction) 3,852 0.6% 13,533 1.4% -71.5% Read -Along Set 945 0.2% 3,815 0.4% -75.2% Video Games 2,329 0.4% 7,737 0.8% -69.9% Read with Me Kits 192 0.0% 346 0.0% -44.5% Discovery Kits 59 0.0% 99 0.0% -40.4% Circulating Equipment 328 0.1% 541 0.1% -39.4% Total Nonprint 74,714 12.2% 258,512 27.6% -71.1% Total E-Downloads 254,959 413% 198,001 21A% 2&8% Total In House/Undefined 1,584 0.3% 2,670 0.3% -39.3% Total Adult Materials (including a items) 443,506 72.6% 656,896 70.0% -32.5% TotalChildren's(including aitems 165914 27.2% 2787$9 29.7% -40.5% Grand Total Adult + Children's + Undefined 611,004 100.0% 938,265 100.0% -34.88% 3 t IOWA M SW PUBLIC LIBRARY Raceipt9 FY21 compared to FY20 YTD 03 FY20 03 FY21 % Change FY21 Budget % Received General Fund Fines, Fees, etc, $59,121 $3,009 -94,9% $50,000 6.0% Vending, etc. $1,595 $0 0,0% $1,910 0.0% General Fund Total $60,816 $3,009 -95.1% $51,910 5.8% Enterprise Fund Photocopies $2,060 $23 -98.9% $3,100 0.7% Electronic Printing/Debit Card $8,296 $67 -99,2% $11,550 0.6% Counter/Cloth bag/Misc $998 $7 -99,3% $1,630 0.4% Recycle $101 $84 -17.1% $220 38.0% Enterprise Fund Total $11,455 $180 -98.4% $16,500 1.1% Lost & Damaged $91686 $5,432 -43.9% $0 DO% Lost & Damaged Total $9,686 $SA32 -43,9% $0 0.0% State Funds Open Access / Access Plus $44,621 $40,389 -9,5% $48,240 83.7% Enrich lowa/Direct State Aid M362 $21,460 40% $21,340 100.6% State Fund Total $66,984 $61,849 -7.7% $69,580 88.9% N N fPV N 0 e � . 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Issues: The purpose of the Community Relations Policy is to guide Library efforts to support area organizations and initiatives, as well as to foster connection as the center of community life. As the community evolves pathways and methods to grow, connect, and thrive the Library can complement this work through actionable steps linking Library staff directly to community life. The 700 Community Relations Policy is a policy about the ICPL showing up in our community while the 701 Public Relations Policy is about ICPL speaking up for our community. Adding steps to include how and where to engage forwards the work of this distinction. Staff Recommendations: 1. Include cultural competency training for staff to ensure optimal Library services are provided (700.3). 2. Fold intentional steps to support Library leadership and staff in their work to actively engage and participate in community life through meetings, presentations, and service group partnership, 3. Encourage collaborative efforts between Library leadership and other City of Iowa City Departments as well as through informational and governmental meetings. 4. Remove 700.8 regarding media responses as this information should be is addressed in the 701 Public Relations Policy. 5. Including a logo, larger font, and a significant header to inoorporate ICPL branding into policy updates. Action: Review and adopt as recommended. Prepared by: Sam Helmick, Community and Access Services Coordinator IOWA CITY PUBLIC LIBRARY Atop 700 Community Relations Policy See also related policies: 701 Public Relations, 702 Library Programs, and 706 Outreach 700.1 The purpose of community relations is to maintain effective communications and increase understanding between the Library and individuals, groups, and government agencies. The Library's relationship with the community is critical to providing effective service. The Library will seek to identify and respond to community needs when planning services and will be involved in a variety of community activities. 700.2 The Library will regularly initiate a planning process that relies on a variety of public input to establish a long- range plan for services. Suggestions are invited at all times and surveys will be conducted regularly. 700.3 Regular training will be provided to ensure culturally competent, courteous, efficient, and effective service. 700.4 The Library will participate in the civic and cultural life of the community through fairs, festivals, parades, and other events. Membership in the Chamber of Commerce and other civic organizations will be maintained. The Library Director and Leadership Team will be encouraged to participate in community or service groups andlor contribute to community oroiects and initiatives in order to build community relations and communicate library services broadly inside the service community. 700.5 The Library will pursue partnerships with other agencies, organ izatic ns, schools, and businesses when they are compatible with the Library's services, goals and priorities. Co-sponsorship and collaborations decisions are made cn the basis of mutual needs, and equitable benefits between the Library and potential partners, and the Iowa City Public Library's strategic objectives. 700.6 Frequent and regular contact with the community's elected officials will be maintained. Support for the activities of local government will be provided whenever possible. The Library Director and Leadership Team are encouraged to stay abreast of City Council initiatives and nroiects and engage in collaborative efforts between the Iowa City Public Library and other City of Iowa City departments. 700.7 Requests from groups for tours, presentations, or Library resources will be accommodated whenever possible. 700.98 The Library will work cooperatively with area public libraries. Adopted. 412&98 Reviewed: 5126100 Reviewed: 6126/03 Reviewed: 5126105 Reviewed: 3126109 Revised: 3129112 Revised: 2/26)16 Revised: 2122118 Revised: 3/25121 701 Public Relations Policy Discussion Proposal: A routine, three-year review of the Public Relations Policy Issues: The purpose of this Public Relations policy is to guide efforts to keep the community informed about the Iowa City Public Library's mission, services, and resources and to foster a positive public image in order to maximize effective use and support. In this age of disinformation and informational overload it could be determined that a library's Public Relations Policy should commit to reconcile the flow of related information in a consistent and accurate way, too. Determining an official spokesperson (or informational flowchart) for library service related questions is a method of reconciling information consistency and flow and promotes transparency throughout the organization as well as to the service community It is also important to impart the essential role each volunteer, Library Board member, and member of Library staff play in projecting the Iowa City Public Library's positive public image. Additionally, noting the Library's strategic initiatives as well as its commitment to inclusion in the Public Relation Policy's objectives helps to outline the focus of communication. The 700 Community Relations Policy is a policy about the ICPL showing up in our community while the 701 Public Relations Policy is about ICPL speaking up for our community. Updating policy to include how and why the Library communicates forwards the work of this distinction. Staff Recommendations: 1, include language about accuracy and consistency (701.1) under the purpose of this policy. 2. Identify an official informational flow and spokesperson for information related to the Library's mission, services, and resources. 3. Add inclusive language about strategic initiatives and 'fostering a culture of inclusion and mutual respect" in the policy's objectives [701.2]. 4. Add language about timely response to media inquires [701.4] which was taken from the 700 Community Relations Policy as it fits more appropriately in the 701 Public Relations Policy. 5. Including a logo, larger font, and a significant header to Inoorporate ICPL branding into policy updates. Action: Review and adopt as recommended. Prepared by: Sam Helmick, Community and Access Services Coordinator IOWA CITY PUBLIC LIBRARY row 701 Public Relations Policy 701.1 Public relations involve every person who has a connection with the Library. The purpose of the Public Relations Policy is to guide efforts to keep the community informed about the Iowa City Public Library's mission, services and resources, to ensure the public receives consistent and accurate information about Library policies, procedures, programs, strategic goals, and to ensure that the best possible image of the Iowa City Public Library is presented to the public. The Library Board and Library Director are the official designated Library spokespersons, followed by the Library Public Relations Specialist. However, the Board urges every staff member and volunteer to realize that they represent the Library In every public contact. 701.2 The objectives of the Library's Public Relations policy are: A. To promote awareness and understanding of the Library and its roles and activities in the community. B. To stimulate interest in, and facilitate use of, the Library. C. To encourage public parlicipation in planning Library services and strategic initiatives. D. To build advocacy for the Library's needs and the activities of the Friends Foundation. E. To inform state, national, and international library oommunities about the activities of the Iowa City Public Library. F. To foster a culture of inclusion and mutual respect that weIca mes the vibrant differences and variety of backgrounds, perspectives, interests, and talents represented by the residents served, Library staff members, and Library volunteers. 701.3 The Library will utilize a variety of media to share its message. 701.4 Response to inquiries from the media will be timely. Approved by Library Board of Trustees: 12/19/86 Reviewed: 10/27/88 Revised: 11/19/92 Revised: 3197 Reviewed: 5/26100 Revised: 6126103 Revised: 3130106 Revised: 3126112 Revised: 2126115 Revised: 212219 Revised: 3125121 706 Outreach Policy Discussion Proposal: A routine, three-year review of the Outreach Policy. Issues: The purpose of the Outreach Policy is to provide guidelines for how the Library services community members away from the Downtown Library. As the community grows and develops new pathways to connect and learn the Library can complement these efforts through the recognition of its current assets like the Bookmobile and application of community informatics. The 700 Community Relations Policy is a policy about the ICPL showing up in our community to events, programs, and celebrations while the 706 Outreach Policy examines Library goals and tactics to support informational access where the community organically flows and engages throughout the year. Recognizing the ICPL Bookmobile as a foundational piece of Library Outreach as well as matching the Downtown Library's focus on inclusion and safety at Bookmobile stops and at Library Outreach events forwards the work of Library staff serving in these capacities and supports consistency of Library services wherever they occur. Staff Recommendations: 1. Include Bookmobile in the title of this policy as many libraries develop a Bookmobile policy or merge their Outreach policies with a Bookmobile policy upon adding it into their roster of services. 2. Add inclusive language about engaging in places "life and engagement organically exist in the community° in order to expand the definition beyond the prescribed emphasis previously determined. 3. Echo language from the Library 609 Use Policy to include Library efforts to support an atmosphere conducive to welcome access through established behavioral guidelines. 4. Including a logo, larger font, and a significant header to inoorporate ICPL branding into policy updates. Action: Review and adopt as recommended. Prepared by: Sam Helmick, Community and Access Services Coordinator IOWA CITY PUBLIC LIBRARY rW 706 Outreach and Bookmobile Policy See also related olp icier: 601 Collection Development, 700 Community Relations, 809 Library Use 706.1 The purpose of the Outreach and Bookmobile Policy is to provide guidelines for how the Library serves community members away from the Downtown Library and provide access Library services where life and engagement organically exist in the community. The goal of outreach services, including the Bookmobile, is to extend the Library to members of our community who are unserved or undsrserved due to physical, economic, social, transportation, geographic, or other barriers. 708.2 The level of Outreach and Bookmobile services provided is dependent on Library resources available, including staff time. 706.3 Outreach includes delivering collections and programs at sites outside the Downtown building. It also includes participating in events that inform people about what the Library offers and encourages Library use. It also includes regular Bookmobile stops to enhance access to the Iowa City Public Library collection. 706A The Library maintains collections of materials at community sites for people who are unable to access the Downtown Library. Collections include materials checked out from the Library and other items gifted to the Library or withdrawn from the collection. Library staff visit sites regularly and select materials based on indicated preferences of off -site patrons and established collection development guidelines. 706.5 Outreach programs are delivered with an emphasis on reaching children in schools and daycares and adults in group settings. 7M6 The Library provides Proxy Library services for people who are unable to personally visit the Library. This includes services to inmates at the Johnson County Jail, patrons enrolled in the Library's At Home Services, and those unable to come to the Library because of a legal restriction. 706.61 Services for inmates at the Johnson County Jail are governed by contract with the Johnson County Sheriff's Office. 706.62 Patron permission for saving confidential personal data is required for At Home Services. 706.7 The Iowa City Public Library's Bookmobile offers collections and programs beyond the Downtown area and extends Library services throughout the community. 706.71 As space and time perrn its, Bookmobile patrons are provided with the same level of service as one would find at the main Library facility. 706.72 Bookmobile stops must be located within the service area of Iowa City Public Library unless under contract for special services. 706.73 A Memorandum of Understanding will be created for all community Bookmobile stops. 706.74 Bookmobile stop locations should have a sufficient amount of business in terms of Library transactions and number of customers served. If evaluation shows on -going service levels are not sufficient, change of stop location will be considered. 706.75 Bookmobile service may be canceled or modified on short notice due to severe weather or mechanical problems requiring immediate attention. 706.8 Library staff will regularly participate in community -wide events. Resources dedicated to the event, including presence of the Bookmobile, will be considered on a case -by -case basis as resources are available. Staff will only participate in events that are free and open to the public. 706.9 Whenever possible the Library will visit local schools to foster a love of reading and encourage Library use. 706.10 The Library reoognizes work with community partners is essential for providing effective outreach services. Regular communication will be maintained with community partners and goals for service will be routinely reviewed. Partnerships that are not mutually beneficial to all parties will be modified or discontinued. '"The Iowa City Public Library strives to maintain a safe and secure environment at the Downtown facility, the Bookmobile, and at outreach locations. The Library behavior guidelines apply to Bookmobile and Outreach sites while library services are being offered. Adopted: February 22. 2018 Revised: April 22, 2021 803 Event Board Policy Discussion Proposal: A routine, three-year review of the Event Board Policy Issues: The purpose of the Library's public event board is to make space freely available to display information about events sponsored by or benefiting non-profit organizations [defined as those entities granted tax-exempt status by the IRS under section 501(c){3) or other tax exempt sections of the IntemaI Revenue Code), a candidate's campaign committee (as defined in Iowa Code §6BA.102(5)), a political committee {as defined by Iowa Ccde §68A.102(18), or a govemmentaI subdivision, or a department/bureau of a governmental subdivision. The Event Board Policy has served Library procedure and the community well during since its last review. Staff Recommendations: 1. Include language referencing State and Federal law to match the 805 Display Policy. 2. Specify City of Iowa City as a sponsor of events which are given priority. 3. Include a logo, larger font, and a significant header to incorporate ICPL branding into policy updates. Action: Review and adopt as recommended. Prepared by: Sam Helmick, Community and Access Services Coordinator IOWA CITY PUBLIC LIBRARY row 803 Event Board Policy 803.1 The purpose of the Library's public event board is to make space freely available to display inforration about events sponsored by or hen efiting non-profit organizations {defined as those entities granted tax-exempt status by the IRS under section 501(c)(3) or other tax exempt sections of the IntemaI Revenue Code), a candidate's campaign committee (as defined in Iowa Code §68A.102(5)), a political committee [as defined by Iowa Code §68A.102(18), or a governmental subdivision, a a departmentlbureau of a gave mmental subdivision. 803.2 All items must be reviewed and posted by Library staff. Content of posters must meet existing State and Federal laws regarding obscenity, libel, defamation of character, and invasion of privacy. 803.3 Petitions must be delivered to staff on a clipboard for display on the Event Board counter. Petitions must meet the same guidelines as Event Board postings and will not be posted for more than thirty days. 803.4 Posters announcing a series of events or ongoing meetings will be posted as space allows. These items will not be posted for more than thirty days, and, if space is limited, may not remain posted throughout the duration of the events or meetings. 803.5 Due to space constraints, posters may be limited because of size of the poster or the proximity of the event to Iowa City. Priority is given to events held in Johnson County and to smaller posters. Priority is also given to events sponsored by City of Iowa City departments or held in downtown Iowa City. 803.6 The Library will not be responsible for monitoring the continued display of any poster or petition. Because of space limitations, the Library cannot guarantee that all eligible posters will be displayed. 803.7 Posting materials does not imply Library endorsement of content; nor will the Library accept responsibility for the accuracy of the statements made in such materials. 803.8 Name and contact information for the group sponsoring or benefiting from the event, and the event date, and location of the event must be a part of the poster. Adopted 8128/75 Revised: 1123186 Revised: 12/15/88 Revised: 1124191 Revised: 6/25/92 Revised: 11/16/95 Revised: 12/16/99 Revised: 11/21/02 Revised: 10/27/05 Revised: 2126109 Revised: 023112 Revised: 4/23116 Reviewed: 4126118 Revised: 411212021 804 Free Materials Distribution Policy Discussion Proposal: A routine, three-year review of the Free Materials Distribution Policy. Issues. The purpose of the Library's Free Materials Distribution Policy is to make space available for newspapers, magazines, pamphlets, forms, and other informational materials from local organizations and governmental agencies. 6YFfii. � �TFTM=, 1. Including inclusive language about caregivers in 804.1. Z. Add language about related 601 Collection Development Policy as the standard materials selection procedures [601.2] are references in 804.4. 3. Include a logo, larger font, and a significant header to incorporate I C P L branding into policy updates. Action: Review and adopt as recommended. Prepared by: Sam Helmick, Community and Access Services Coordinator IOWA CITY PUBLIC LIBRARY r4w 804 Free Materials Distribution Policy See also related policy: 601 Collection Development Policy 804.1 The purpose of the Library's Free Materials Distribution Policy is to make space available for newspapers, magazines, pamphlets, forms, and other informational materials from local organizations and gave mmental agencies. Materials distributed will focus on information about IocaI organizations, events, performances or cultural offerings; Iowa City and surrounding areas; tourism; public facilities; and current issues as well as frequently requested forms from local, state, or federal governmental agencies. Information about activities for children, parents, and caregivers are distributed in the Children's Room, as space allows. 804.2 All items must be reviewed and displayed by Library staff. Name and contact information for the organization preparing the material must be listed. 804.3 The Library will distribute announcements of cultural, educational, or recreational commercial events or services where the commercial advertising content is incidental to the informational value of its publication. 804.4 An emphasis will be placed on materials from or about Johnson County. The Library reserves the right to select items to be distributed and may reject otherwise qualified items due to limitations of space and lack of general interest. Materials may be stored and distributed at a later date if the materials are not time sensitive. In general, the Library will not purchase materials to distribute for free. If purchased, items must follow standard materials selection procedures. 804.5 The Library does not guarantee permanent space to any single publication. 804.6 The Library cannot assure the continued supply of any free materials. 804.7 Distribution of materials does not imply Library endorsement of content, nor will the Library accept responsibility for the accuracy of the statements made in such materials. Adopted: 8128175 Revised: 1123186 Revised: 12/15/88 Revised: 1124191 Revised: 6125192 Revised: 11/16/95 Revised: 12/16/99 Revised: 1116102 Revised: 11/21/02 Revised: 917105 Revised: 10/27/05 Revised: 2/26M Revised: 2123112 Revised: 4123115 Revlewed, 4126118 Revised: 4112121 805 Display Policy Discussion Proposal: A routine, three-year review of the Display Policy. Issues: The purpose of the Library's display facilities is to fulfill the Library's mission and increase awareness of Library resources. The Library provides limited display facilities for public use. Other spaces are available for Library or co -sponsored display use Staff Recommendations: 1. General editing for clarity. 2. Add language about related 808 Art Advisory Committee Policy as it is referenced in 805.7. 3. Include a logo, larger font, and a significant header to incorporate ICPL branding into policy updates. Action: Review and adopt as recommended. Prepared by: Sam Helmick, Community and Access Services Coordinator IOWA CITY PUBLIC LIBRARY row 805 Display Policy See also related policy: 808 Art Advisory Committee Policy 805.1. The purpose of the Library's display facilities is to fulfill the Library's mission and increase awareness of Library resources. The Library provides limited display facilities for public use. Other spaces are available for Library or co -sponsored display use. Exhibits using these facilities shall further one or more of these purposes: A. To call attention to a theme related to Library services, collections, or programs. B. To bring together Library materials from several subject areas related to a theme of current interest. C. To highlight current issues, events, or other subjects of public interest. 0. To display original art, crafts, photographs, or writings created by Iowa artists or contained in traveling exhibits. E. To explain the activities of, or issues of interest to, local organizations and agencies engaged in educational, recreational, cultural, intellectual, or charitable activities- F. To display interesting collecticns or hobbies of local residents. 0052 The Library assumes no responsibility for theft, loss, damage, or destruction of items left for display. 805.3 All displays must meet existing State and Federal laws on obscenity, libel, defamation of character, or invasion of privacy. 805A The Library does not accept responsibility for ensuring that all points of view are represented in any single display. Granting of permission to display materials does not imply Library endorsement of content, nor will the Library accept responsibility for the accuracy of statements made in such materials. 805.5 The Library reserves the right to refuse display space to exhibits which, in its opinion, do not further the purpose in Section 805.1. 805.6 Library -produced or solicited displays have priority over displays proposed by non -Library groups or individuals. Priority for displays is given to groups and individuals within Johnson County. 805.7 Public requests for displays of original art must be submitted for approval. The Art Advisory Committee may be consulted for questions related to public requests to display original artwork. 805.8 Sale of anything other than items which promote the mission or goals of the Iowa City Public Library is prohibited. Library display space may not be used as a sales gallery. 805.9 Name and contact information for the group or individual preparing the display must be a part of the display. 805.10 The Library may designate spaces for particular types of displays to make best use of display units andlor to make accessible to the intended audience. 805.11 All displays must adhere to established guidelines for mounting. 805.12 A single group or individual is limited to a single one -month display in a twelve-month period. Library staff may remove displays remaining past the scheduled end date. Adopted: 1128/82 Revised: 8182 Revised: 1123186 Revised: 12/15/88 Revised: 3/10192 Revised: 6/25192 Revised: 11/16/95 Revised: 12/16/99 Revised: 11/21/02 Revised: 10/27/05 Revised: 2126109 Revised: 2/23112 Revised: 4/23116 Revised: 4126118 Revised: 4112121 816 Library Access for Sex Offenders Convicted of Sex Offenses Against Minors Proposal: A routine, three-year review of the policy. Issues: The purpose of this policy is to ensure that the Library is in compliance with Iowa State law that excludes sex offenders (defined as a person who is required to be registered in the Iowa Sex Offender Registry) convicted of sex offenses against minors from public libraries. This policy adopts the definitions of Iowa Code Chapter 692A, as amended. Staff Recommendations: 1. Correct references to Iowa State Code within policy text. 2. Add reference to employment and volunteer limitations for sex offenders convicted of sex offenses against minors. 3. Include a logo, larger font, and a header to incorporate I C P L branding into policy updates. 4. General editing to comply with internal style guides. Action: Review and adopt as recommended. Prepared by: Elsworth Carman, Library Director (in consultation with Eric Goers, Assistant City Attorney) IOWA CITY PUBLIC LIBRARY 816 Library Access for Sex Offenders **AW Convicted of Sex Offenses Against Minors See also related policy Library Use (809), Iowa Code [692A] 816.1 The purpose of this policy is to ensure that the Library is in compliance with Iowa State law that excludes sex offenders {defined as a person who is required to be registered in the Iowa Sex Offender Registry} convicted of sex offenses against minors from public libraries. This policy adopts the definitions of Iowa Code Chapter 692A, as amended. 816.2 The Library Director acts as "L{ibra ry administrator" for purposes of Iowa Chapter 692A. The Library Director will not give the written permission required by Iowa Code Section 692A.113M(f) for sex offenders convicted of sex offenses against minors to be present on library property, including the Bookmobile. Issuance of a library card to a sex offender convicted of sex offenses against minors does not constitute written permission from the library administrator for that offender to be present on library property, or on the Bookmobile. Individuals may appeal this decision, as it relates to them, to the Library Board of Trustees. 816.3 Sex offenders convicted of sex offenses against minors may be eligible for library service, depending on their residence address. They may register for a card directly via telephone or online with the Community and Access Services Coordinator, or by designee, making arrangements for a person of their choosing to select, check out, and return materials using that card. Under any of these circumstances, a sex offender convicted of sex offenses against minors will remain responsible for all activity on their card. They may access information resources via telephone or online. If eligible residence they may participate in the At Home program. 816A Sex offenders convicted of sex offenses against minors may not loiter, as defined under Iowa Code Section 692A.113tj)(g), as amended, within three hundred (300) feet of library property, including the Bookmobile. 816.5 Notwithstanding other Li brary or City Policies, no Person who has been convicted of a sex offense against a minor shall be employed by. act as a contractor for, or volunteer for the Library. unless doing so is consistent with amendments to Iowa Code section 692A.113f31(c) and other Library and City hiring policies then in effect. 816.6 Violations of this policy will be immediately reported to law enforcement, and violators will lose all' Library privileges. Adopted: 7/23/09 Revised: 9/24/09 Revised: 9127112 Reviewed. 12/18/14 Revised: 01125/18 Revised: 04/22/21 as 49 I O WA CITY PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 -. c .Elsworth Carman•rioxv319-356-5200-o.x319-356-5494-icpi.org V4 To: Library Board From: Elsworth Carman Date: April 12, 2021 Re: Budget Timeline I prepared a budget overview for the March Board Meeting. Additional details were requested, and have been added below. While each year is slightly different, the general budget cycle follows the timeline below. • August Library Leadership Team prepares budget request for next fiscal year. • September Library Board reviews and approves budget request to be submitted to the City. • October Staff enters data into City system. • November Director meets with City Manager, Assistant City Manager, Finance Director, and other Finance Department staff to discuss budget request. December City Manager's budget recommendations (for next FY) are sent to the City Council, typically late in the month. • January City Council reviews managers recommendations, hears presentations from department heads; Capital Improvement Program presentation done at special City Council meeting. Preliminary funding formulas for contracting cities (Rural Johnson County, Lone Tree, Hills, and University Heights) established and sent for next fiscal year. • March Budget adopted by Iowa City Council as part of the City budget. Johnson County Supervisors approves contribution to library services for the next fiscal year. Budget sent to the Iowa Department of Management (informational sharing, no vote is made by the Department of Management). Finalized letters sent to contracting cities for next fiscal year. • June Board of Supervisors ceremony to celebrate community partners, including contracting libraries (pre-COVID). • July NOBU Budget presented to Library Board. New FY begins. Annual agreements with contracting cities begin. s� IOWA CITY PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 .r .Elsworth Carman•rioxv319-356-5200-o.x319-356-5494-icpl.org To: Library Board From: Elsworth Carman Date: April 15, 2021 Re: Reopening Guidelines We revisited the Reopening Guidelines at a special board meeting on Thursday, April 1. After a complex discussion, the Board requested the following changes to the document. • Rename "Modified Phase 4° to "Modified Phase Y to clarify intent • Add a clear indicator of when the Board will be contacted to inquire about a special meeting to discuss phasing transitions • Develop a strategy to reduce oscillating between phases when the 14-day average positivity rate moves back and forth over a benchmark The Leadership Team edited the document (to include the specific requests from the Board) and posted it on Microsoft Teams for staff feedback (an all -staff email was also sent providing context, detailed instructions for accessing the draft document, and an invitation to comment, edit, or suggest changes), A number of staff members made comments and suggestions, most of which were incorporated into the document. Changes to the document are indicated in red. ICPL COVID-19 Reopening Guidelines 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, most sustainable way possible. To help us determine what library services to make available, we will use the following external measurement: • COVI❑-19 positivity rates as reported by the State of Iawa. The positivity rate reflects the average percentage of positive cases in Johnson County over the past 14 days. • Emerging data about COVID-19, how it spreads, enhanced strategies for mitigation of its spread, vaccination rates, and vaccination efficacy reports. • Work from home decisions will be made with input from internal and City policies and may change at any time. This measure will be considered in cooperation with the following internal indicators of readiness: • 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 and using the building or service location created and posted. • Staffed 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 ready to implement for next phase(s), including staff schedules. • Sufficient training for staff. All staff fully trained and prepared to transition into a new phase. • Community readiness to navigate public space within the expected parameters of community mandate, current Library Phase, and Library Use policy. Overall phase and readiness to move forward or backward evaluated regularly Please note: When the 14-day average transmission rate gets to 0.7% above or below the stated benchmark for a Phase transition, and the 7-day average transmission rate indicates it will continue to rise or fall in the direction of a Phase change, the Library Director will contact the Library Board via email with an update on the current Phase and potential upcoming Phase change, highlighting staff and community feedback and inquiring about interest in a special meeting to discuss details. The speed at which the Library moves into a new Phase upon meeting all indicators of readiness will vary and is at the discretion of the Library Director and Library Board. In most cases, a transition will be scheduled between one and three weeks after meeting established benchmarks. SERVICES TRANSMISSION RATE PHASE 7 Library Building Closed. Community Stay at Phone, Chat, & Web -based Services Home Order in Place Available PHASE 2 Contactless Curbside Holds Pickup; 14-day % Positivity Rate Mail Holds Delivery. n 10% Remote Book Drops Available Modified PHASE 3 Bookmobile, Express Access to % Positivity Rate 5%- Library: 15-minute browse; 30-minute 10% computer use, Virtual/Outdoor Hybrid programming PHASE 4 Bookmobile, Express Access to % Positivity Rate Library Building: 30-minute browse; < 5% 1-hour computer use, Virtual/Outdoor Hybrid programming PHASE 5 Full Access to Library Services a 2.5% community transmission Director's Report: April 2021 In -Person Library Board Meetings At the March meeting, Trustee Beasley suggested we talk about returning to in -person meetings. This is a topic being discussed at the City level, as well, and a related item is on the April 20, 2021 City Council Work Session agenda. For Library Board purposes, I would recommend focusing on spaces that allow social distancing and clear communication, and do not interfere with public or staff use of the bundling. Meeting Room A would be a good candidate for Board meetings, since it has an integrated sound system and enough space to distance appropriately, depending on the number of guests in attendance. While I would prefer to wait until the county COVID-19 positivity rate goes down before gathering together inside, I am ready to work on securing an acceptable space once given the directive from the Board. Bringing Staff Back Into the Building When the building was closed due to confirmed community spread of COVID-19 in March of 2020, staff did an exceptional job shifting from onsite work to working from home. Depending on position type and individual role within the agency, staff were asked to manage different sorts of tasks and projects remotely. Throughout the past 13 months, working from home has changed in many ways [including periods of COVID- Admin pay for all and furlough for some staff]. I am grateful to all staff who flexed and adapted to new or different work arrangements; they championed a difficult experience with dedication and grace. Things have changed significantly since those early days of COVID-19 awareness. We know so much more about the virus, how it is spread, and how to protect ourselves and those around us. We have adapted our work spaces, practices, and styles to better accommodate safety in the workplace, and with the vaccine becoming more available every day, we are hopeful that soon things will return to a pre-COVID "normal." While working from home has served us fairly well in many ways, it has also created obstacles to effective communication, feelings of disconnectedness from work and colleagues, and strained the networks we rely on to provide cohesive, proactive service. While some staff have made it through Du closure fairly easily, others are feeling isolated and unheard. It is time to recommit to our pre-COVID communication norms and reform the departments and work groups that keep staff engaged and empowered to do their work. This is an ideal time to begin bringing all staff back to work in the building. Many staff are already here some or all of the time, but committing to getting everyone back into the facility will allow us to more effectively cover desk shifts, begin to regrow outreach, reestablish committees and taskforces, make plans for extending hours, and undertake additional parts of our former work. We have identified work spaces for all staff who need an option outside of their regular stations, since not all workrooms accommodate social distancing. We will continue to take workplace safety very seriously, and have limited options in place for staff who need COVI D-19-related temporary flexibility in their schedules. We are carefully watching the percent positivity rates in Johnson County, but are tentatively planning on having all staff back in the library by the second week of May. New Administrative Services Coordinator Kellie Kems started as the Administrative Services Coordinator on April 51h. Kellie has hit the ground running and has many ideas for process improvement and efficiency - enhancements throughout our practices. Coming from Rock Island Public Library, Kellie understands the workflow of a busy public library and is doing a great job learning our systems and staff. Modified Phase 3 Update Our current Phase continues to go well. Community feedback is very positive and the vast majority of patrons are complying with our new expectations. We continue to work together to ensure all staff feel empowered and informed, and are actively exploring ways to keep our shared spaces safe and comfortable for staff and patrons. Respectfully Submitted, IllP�l1T*Fi11-� Children's Services Report Prepared for the Iowa City Public Lihrary Board of Trustees, April 2021 By Angela PlIkington, Children's Services Coordlnator In my April 2020 board report I wrote: "Spring time is typically full of anticipation for the upcoming Summer Reading program and staff would be keeping busy with Spring Break programs. And as we all know our plans have imploded and been put on hold. Children's staff, with the great help of our AV Specialist, Bond Drager, jumped into action before we closed to video, record and edit over 50 storytimes for our social media channels " In the last year, with Bond's continued help and viewing support from our community, we have continued to film and present virtual storytimes. We have now filmed well over 200 storytimes and they have close to 4,000 views on our YouTube channel. As we look forward to summer, we will continue to do a majority of our programs online, but we will be doing more `live' storytimes and outdoor in -person storytimes in the parks. Keep an eye out next month as more information will be cam!ngto your mailbox on this summer's Summer Reading Program. Children's Room Collection Changes There are several collection changes in the ChiIdren's Room. Anne and I would like to again thank all of the staff involved to make these changes swiftly and efficiently. ■ New shelf moved to where the iDVDs and video games were. We were also able to exand the jComics/graphic novels which is one of our more heavily used collection. • jBooks on Disc, Compact Disc, Video Games and OVDs were all moved to the hack of the room behind jFict!on. • jReaders and Fiction were shifted up. ■ jRead-Alongs, Discovery Kits, and jBig Books are where the c!rculatingtoys used to be. • Circulating toys are in staff areas to ensure they are not used in-house, but are still available to check out. To ensure everyone's safety, toys have been removed from the Children's Room, but patrons may ask at the desk to check out an item or place a toy on hold from home. • holiday books are currently unavailable as staff are working on a project for that collection to move into a new location. We are celebrating the arrival of Spring and Earth Day in April, and featuring a new, nonfiction picture book about appreciating nature each week. These books will be available to borrow online via our Digital Library collection Overdrive for the entire month of April using the a p p Libby. To go along with our book of the week, we will be making eco-friendly crafts all month long to help the birds, bees, and other pollinators, and to help engage children in nature. We have a very exciting Tween event coming up with Dasla Taylor, Iowa City West High School senior, who invented color -changing medical sutures that detect whether a patient's wound is infected. She is taking her new invention to a national math and science competition this spring and working on patenting it as well, but before she does all that, she is running an Inventars Lab forTweens at ICPL. Dasla will show Twee ns her work, answer questions, and then bulId a "bacteria plate" that the Tweens can eat! Collection Services Department Report Prepared for the April 22, 2021 Meeting of the Iowa City Public Library Board of Trustees Anne Mangano, Collection Services Coordinator Collection Updates: Express Books At ICPL there is significant demand for new popular titles ranging from the latest fiction bestseller to the much -talked about cookbook. Demand means long holds lists. While we work to buy enough books to move a wait list quickly, the purpose of Express is to provide an opportunity for a patron to "happen upon" one of these books during a visit at the library. Express books are loaned for 14-days, are not renewable, and do not fill holds. They are located next to the new shelves for easy browsing. During the closure, we paused purchasing for this collection as there was no opportunity for patrons to browse. We instead used Express items to fulfill holds during our Curbside and Lobby Grab & Go phases. Now that we are open for limited browsing, we have refreshed the Express collection with new titles as well as new labeling. All Express items will now have a "14-day book" sticker at the top of the spine. The call number will no longer have "EXPRESS" on the label and will match the original call number (FICTION, MYSTERY, SCIENCE FICTION, or the DEWEY #). This will allow us to move items from the Express collection to other places like the Bookmobile or the regular collection more seamlessly. Look for new titles on the Express shelf this month. Staff Picks ... Just for You Update In an effort to offer opportunities for patrons to engage with our collection during the building's closure, we introduced a new reader's advisory service, "Staff Picks. -Just for You," in July 2020. To receive 3-5 recommendations from our staff experts, patrons fill out a form indicating their reading interests. Depending on the request, we will either place all the recommendations on hold for patrons to pick up or send them a list to peruse and choose what books to check out. We believe that this initiative was successful at providing increased accessibility to our collection and more staff engagement with readers. Between August 2020 and March 2021, we received 345 requests through "Staff Picks...Just for You." Here is an overview of how patrons used the service: • 65%of requests were for materials for children, 31%were for adults, and 4%were for teens • 68%of users preferred a bundle to pick up, while 32% requested a list • 95%of the requests were for print books • 38%of all requests were for picture books • 65%of adult and teen requests were for fiction • General fction (67 requests) and mystery (54 requests) were the most popular genres for adult fiction requests • September 2020 (69 requests) was our most popular month, most likely due to the service's initial promotion, but we saw increased use in January (54 requests) and February (48 requests) of this year We received multiple "thank yous" from patrons about this service. Since August, we gathered 60 comments of appreciation. While we believe overall the initiative is successful, creating the lists is pretty staff intensive. We hope to find ways to reduce the amount of staff time it takes to respond to a request. We also hope to find a better way to manage regular repeat requests on the patron -side, rather than having them submit a new request every time they would like a bundle to pick up at the library. A big thank you to Melody Dworak and Alyssa Hanson for gathering the information and data for this report. To submit a request for recommendations, go to https://www.icpl.org/books- moreliust-for-you Sierra Training Last February, a consultant for Innovative Interfaces was onsite to look at our workflow processes and make recommendations on haw to better use Sierra, our integrated library system software. One of his recommendations was to have staff members participate in load table training. Load tables determine how we import records into our system, from catalog records to patron records. By receiving the training, we can modify our load tables on -site, allowing us to be more flexible and responsive to changing needs. The pandemic put this training on hold for almost a year. In February, Todd Brown and Diana Morris received online load table training. They are working to put this knowledge into practice by developing a load table for eBook and digital audiobook catalog records. This is a major step to helping us improve and update some of our processes in Collection Services. INFORMATION TECHNOLOGY REPORT TO THE LIBRARY BOARD (April, 2021) Brent Palmer, IT Coordinator Release of Mobile App Lorn men abaxi rvKrr. This month we will be releasing a new version of our mobile app, called aThe mobile app serves as a dashboardyour ICPL accountt ass well as a digital version of your library card.. It has the added benefit of allowing users to manage their household's checkouts in one place. The current version, which is a traditional app that users must download and install from an app store, doesn't work well with the newest mobile devices. It is also difficult for us to troubleshoot and ICPL Staff Blog Posts update because of the complexities involved with using the app stores. For this replacement we switched to a different type of app Seekfnq ICPL Mend, Foundation Beard Member, called a hybrid app which is a cross between an app and a website. We believe it will be much easier to make incremental changes and 9enkmnbile Rnurn. to tke R d fixes. The new version doesn't have any particularly new features to lr'ng ICPL tn[nmmuriLy (in fad we removed a couple that were not really being used) and is meant just to be a quick replacement far what we have. Changes to Event Manager The pandemic has prompted same changes to our Event Manager that may become permanent. While we're not able to do in -person programming, staff have come up with creative ways to engage with our patrons resulting in a few types of events that didn't exist before. Some examples: many events are now online over the Zoom platform; Chi Idren's began doing pre-recorded storytimes; and for all ages there are now events with accompanying kits. Unfortunately, with all the new event types we were adding to the calendar, it was difficult for patrons and staff to identify at a glance what an event entailed because those details were often buried in the description. To help ease this confusion, we've added a way for event planners to categorize events witF a new event type that will change how the event is displayed to make It easler to know if an event is Ilve on Zoom, prerecorded, or maybe just a kit with no event attached. Pre -Recorded Events When an event is pre-recorded, the events time and date in our calendar corresponds to when it will be posted online. Before there was confusion over where to find the pre-recorded video. Now the video's YouTube link can be added to the event's details so that when the video is posted an YouTube it will appear embedded on the event page. Patrons can either watch from the event page or continue through to YouTube and watch it there. This feature was previously available far Iivestreamed events but went through some usablllty Improvements to make It work for pre-recorded events as well. Kits Another often confusing part of some events involved kits that needed to be picked up during specific dates. But some of these kit events were actuallyjust kits that didn't have an accompanying event. The new features help call attention to these details by allowing kit pickup dates to be specified in addition to an event date and the event can either be identified as a "Zoom event + Kit" or a "Kit only". Plus, adding these to the Event Manager allows us to add easy registration for these kits to be reserved in advance. Streamlining marketing requests While not specific to the pandemic, a nother featu re that we've added recently is an easier way for staff to pass on event info to the marketing team. Normally, staff make a separate request for graphics, a press release and social media exposure in addition to creating the event in Event Manager. Now by checking a box in the Event Manager, the request will now automatically pull in the event details and be sent to the marketing team. Paging System Toward the end of last fiscal year, the Library took advantage of the closed building to finish a project that we had been working on for some time: upgrading our paging system to a new digital system. The project included improving the sound quaIitythroughout the bulid Ing with more speakers in various places, most notably in the Children's Room which can become quite loud. Another new feature is the ability to pre -record messages and then play them either on demand or even scheduled. With the re- opening of the building, we have begun to take advantage of this by scheduling social distancing reminders pe riod I ca lly thro ughout the building as well as the standard closing messages that we usually do toward the end of the day. Oenelopment Office Report Prepared for the Board of Trustees Iowa City Public Library by Patty McCarthy, Director of Development April 22, 2021 Local Libraries LIT: Roxane Gay on April 29, 2021 Local Libraries LIT is thrilled to present Roxane Gay during a unique hour-long online program featuring a reading and the opportunity to ask questions. You're invited to feed your brain with a lot of food for thought and enjoy some wry laughs too on Thursday April 29 at 5:30 p.m. Roxane Gay is a bestselling, award -winning author, professor, editor, and social commentator. Gay won the ' Paul Engle Prize presented by the Iowa City UNESCO City of Literature in 2015. She is the author of several bestsellers including Bad Feminist, Difficult Women, Hunger, as well as World of Wakanda for Marvel. She is working on several books, television and film projects. Reservations are required and donations will be welcomed, though not required, for this program. Make reservations here. Reservations for the VIP package will be accepted through Friday, April 23. All reservations will close on April 29 at 4:30 p.m. Local Libraries LIT wilI take a break until fall. We look forward to bringing you the opportunity to converse with more thought -provoking speakers tackling tough topics. Thank you for your support. Eat Out to Read: Pagliai's Pizza in May Enjoy delicious pizza from Pagliai's Pizza every Thursday in May and help the Iowa City Public Library at the same time. Thanks to the Pagliai family's library love, when you call to order, mention Iowa City Public Library, and a generous percentage of your ticket price will be donated to the Iowa City Public Library Friends Foundation. Call 319-351-5073 for carryout or curbside pickup on each Thursday in May, 4-10pm. Pagliai's Pizza is at 302 E Bloomington Street Thank You Volunteersl April is one of our favorite months In the Development Office because iYs National Volunteers Month. While our traditional ice cream social at the end of the month will be postponed again due the pandemic, we take this opportunity to celebrate the impact of each of our fantastic Board members of the Iowa City Public Library Friends Foundation, Book End volunteers, and all of the ot her vol u ntee rs who help in other ways. Thank you. We look forward to your return to ICPL when it's safe! Downtown Iowa City launches StoryWalk to promote reading and exercise New Aprii program allows children and families to read two different stories throughout downtown Iowa City Apr. 8, 2021 5:12 pm Updated: Apr. 8.2021 5:12 pm -------------------- !�— — "We Are Water Protectors" and "Some Dinosaurs are Small" will be the hooks featured in the new Downtown Iowa City StoryWalk program. (Iowa City) IOWA CITY— The Iowa City Downtown District announces anew Interactive Spring event, the Downtown Iowa City StoryWalk®. For the month of April, kids and families are invited to take a walk throughout downtown and the Northside neighborhood to read and interact'Ive with stories featured in storefront windows. The Downtown Iowa City StolyWalkfeatures two different books, one in downtown and one in the Northside neighborhood. Each route features a different book for kids to read along the way. Participating locations will have the book open and displayed in their front windows so attendees can safely read the pages from outside. The downtown story hosts 18 stops and features the book "We Are Water Protectors;' an award -winning children's book written by Carole Lindstrom, The Northside neighborhood book features "Some Dinosaurs are Small;' written by Charlotte wake, with 12 stops, Both books are for reading levels 7-12years old and were selected by Praise Lights Books, where they are available to purchase. Each route is approximately 1 mile long, starting at the Iowa City Public Library, each route should take about 30 minutes to complete. Starting at the Iowa City Public Library, participants can pickup a map detailing each participating shop, pages, and the correct path to follow. The map also can be downloaded and primed at home. The Downtown Iowa CityStoryWalk is interactive with the map, including fill-irl-the-blanks for kids to find the missing words or items that can be found on pages at each location. After completing the route, kids can turn in their map at the end locations {Glassando crJohn's Grocery) for a chance to win a copy of one of the books and a prize. ,,. 0. b+eiuea.m.q ea"Oibti y Ixuhb�q:p.ie• m[,�vl:enner. ar.,uTr[e xw..�wwm•u r.W'.y. eoralnx..,«a<m[.n.mn..u.nnrry ... m,w..n�xmn., m m,e[•rmN•,mmoinmwym•eumo=. an�.wr.m•�xmm. •�rterseewe.e=oa•='. r �eR 3 Ndre, a tM1e 6r 3 N6 r"me rmm 4 �e tom J,.a�BT.rn.e.ne. 0. Wta[cdo[is the sna4tl i Y@e[mlaea Me fi.e3_ • xM1e<u site AoWtxp lx Ae=haaJ? 6 imn n+'�I ROP�cnic PlyinO Ja � om? _ ¢:in. mer,Y+a�a.eare,.5nd ee<he EaBesa ¢ W}e[mWeere ME,moM"iw9 T H. NL •n dl Asa way to help promote reading and exercise, the StoryWalk® Project was created by Anne Ferguson of Montpelier, Vt It was developed in collaboration with the Vermont Bicycle & Pedestrian Coalition and the Kellogg Hubbard Library. Ferguson offers the StoryWalk® concept for other communities to use and mentioned that it is becoming more and more popular. More than 1,DW libraries across the nation have introduced the event to their community within the last year, Download the StorvWalk® maps here. IOWA CITY PUBLIC LIBRARY 123 S. Linn St. •Iowa City, IA 52246 319-356-5200 • icpl.orq BOARD OF TRUSTEES Minutes of the Electronic Regular Meeting March 25, 2021 f11JAM Electronic Meeting (Pursuant to Iowa Code Section 21.8) An electronic meeting was held because a meeting in person was impossible or impractical due to concerns for the health and safety of board members, staff, and the public presented by COVID-19. Members Present: Wesley Beary, John Beasley [in at 5:07 p.m.], Kellee Forkenbrock [in at 5:07 p.m.], Derek Johnk, Carol Kirsch (in at 5:06 p.m.), Robin Paetzold, Tom Rocklin, Hannah Shultz. Members Absent: Monique Washington. Staff Present: Elsworth Carman, Mara Cole, Karen Corbin, Melody Dworak, Alyssa Hanson, Sam Helmick, Anne Mangano, Patty McCarthy, Jason Paulios, Brent Palmer, Angie Pilkington, Amanda Ray, Call Meeting to Order. President Beary called the meeting to order at 5:02 p.m. A quorum was present. Public Discussion. None. Items to be discussed. Budget Timeline. Carman stated the Budget Timeline memo presents a long-distance overview of the calendar for budget preparation. There could be a timeline shift to add time to prepare the Fiscal Year 2023 budget due to COVID-19 economic impacts. He welcomes questions and can provide a more detailed list of the tasks and future -casting needed to move from each step. In response to a question from Rocklin, Carman said the budget is sent to the State after City Council approval. Paetzold requested clarification in September that Library Board reviews and votes on the budget request to be submitted to the City. Paetzold also requested addition of the draft budget review and vote by Johnson County Board of Supervisors. (Kirsch, Beasley, and Forkenbrock entered the meeting.) Carman will make the updates and present the timeline again at the April meeting. Policy Review: 700: Community Relations. Carman thanked the board members who shared suggested language and grammatical style edits. He apologized that the leadership team's review of the policy prior to sending the draft did not occur due to the time needed for the leadership team to develop details involved in moving to the next phase in reopening the library. In 700.2, 'initiate' should replace initiative. In 700.5, a comma is needed between services and goals. Beasley questioned the difference between this policy and 701: Public Relations. Helmick responded this policy focuses on fostering and partnering relationships while the Public Relations policy is more about marketing and branding. Members agreed with Carman's request to defer consideration of the policy to the April meeting. Policy Review: 701: Public Relations. Paetzold asked about including the Board of Trustees President or designee as authorized to speak on behalf of the library. Paetzold suggested staff review this policy and 700: Community Relations to determine whether they can be combined. Carman expressed appreciation for that suggestion and requested deferral of policy consideration pending staff review. Policy Review: 702: Library Programming- Paetzold asked why speeches was being deleted in favor of lectures. PiIkington replied the proposed change was made by the former Adult Services Coordinator prior to retirement and before the policy was up for review. Paetzold stated lecture has an educational focus while speech suggests a political focus and both are possible programs. Shultz stated there is an extra comma in 702.1 between include and lectures which should be removed. Johnk made a motion to approve policy 702 pending removal of the comma. Paetzold seconded. There was no discussion. The motion passed 8-0. Policy Review: 706. Outreach. Carman stated the Bookmobile was added to the Policy. Beasley asked whether Outreach should be capitalized in 706.2. Helmick agreed that was missed in editing and will be corrected. In 706.11, Beasley suggested the second sentence be "The Library behavior guidelines apply to Bookmobile and Outreach sites while library services are being offered." Shultz made a motion to approve policy 706 with the changes. Kirsch seconded. There was no discussion. The motion passed 8-0- Staff Reports. Director's Report. Carman stated he had two additions to his written report. The first is an inadvertent communication issue caused by his desire to be transparent. He is sharing information in case board members receive feedback. At the March 19 all staff meeting, he shared that he anticipated the board would consider the tentative agreement on the union contract at this meeting. After reviewing past board meeting minutes, and consulting with Anne Mangano who represented the library during contract negotiations, and City Human Resources, he learned that has not been past practice and there would be no impact on the contract process if the proposed contract review was delayed. Carman shared this decision with Terri Byers, union President and steward, and emailed all staff about it as a courtesy to say the delay doesn't change anything with the timeline. Some staff took the email to mean the contract implementation was delayed. Carman reiterated there is no impact on the timeline as verified by City Human Resources. He apologized for inadvertently causing stress while trying to be transparent in an effort to present the board with clear information. Beasley asked if the staff issue was a concern that pay and benefits would be impacted by a delay, and stated he would be available for a special meeting if needed. Carman stated appreciation for that and said there is time for review within the traditional timeline. Kirsch asked whether the contract starts July 1 and is between the City and union, or the library and union. Carman replied July 1 is the effective date and the contract is with the City and union with review and vote by the Board of Trustees because of the library's individual considerations outlined in the side letters. Mangano stated the Board is a semi -autonomous body so the contract is also with the library. Carman said there is another all -staff meeting tomorrow/Friday which will provide another opportunity to answer staff questions and reassure all that the timeline is not impacted by waiting a month. Carman stated yesterday/March 24 was the first day of Phase 4 of the 5-step reopening plan with people coming in for express service to pick up their own holds and briefly browse and use computers. The temporary Welcome Desk moved next to the ped mall doors and will be staffed to help explain how things work now. There is a capacity counter on the door and monitor showing capacity numbers visible in the lobby. Capacity is 140 and was not reached. There were very few mask issues. People have given a lot of feedback about how happy they are to be inside the library again. Carman complimented staff for championing the change and supporting each other while troubleshooting and preparing the plan for this phase. Kirsch asked whether holds are still allowed on items which are not checked out. Carman responded positively. Carman reiterated that after so many months of preparation for this phase, the planning resulted in a goad change. Beasley questioned how the library reopened without board approval. Carman stated the board approved the benchmarks and detailed plan which were used to reopen. Kirsch said that was what the board agreed. Beasley disagreed stating he understood the board would vote on reopening. Bea ry, Rocklin, and Shultz stated that was not their understanding of the purpose of the plan. Paetzold said she had the same understanding as Beasley. Carman apologized that there was a misunderstanding about the plan and board involvement. PaetzoId and Beasley said the board should have been notified of the date of reopening. Beary suggested the board be clear and more explicit about its expectations. Carman will communicate before the next step with the board and apologized for the confusion. Noting the hiring of a new Administrative Services Coordinated, Beary stated an update is needed on the web site to remove Elyse Miller as the board contact on the "About the Board" page. 5hulu and Kirsch expressed appreciation for Inservice Day. Paetzold asked whether there were other things to be shared with the board related to reopening. Carman said there were no surprises, numbers of people in the building were lower than capacity, and it was difficult to know how all the plans would work until the reopening because this is new for everyone. Paetzold asked about monitoring counts in children's and adult services smaller spaces. Carman said possible clustering had been discussed by staff and will be monitored. Alternate locations to spread out the children's materials have been discussed to alleviate overcrowding if needed. Paetzold was appreciative of that line of thinking. Carman said the staff planning for reopening has been very involved and significant for more than a year. Departmental Reports. Adult Services. Paulios said the highest count on the second floor was Bin 15 minutes on computers. People are spread out. Displays of materials to borrow make it easy to quickly select an item and check it out. The State Library Online Resources Review Task Force met this morning and is analyzing the resources to determine the top four categories to request proposals. Community & Access Services. Helmick said reopening was going well with staff monitoring the number of people at the Hold Shelves. Staff have scripts to help answer questions. Development Office Report. McCarthy said more than 60 are registered for the online program with Saeed Jones tonight. Small book donations were received yesterday. Miscellaneous. No discussion. President's Report. No report - Announcements from Members. Beasley asked about resumption of in -person meetings perhaps when all members are vaccinated. He suggested the second floor could be closed to the public to accommodate physical distancing. Johnk agreed discussion should begin. Rocklin asked for information on other city boards and commissions. Carman will compile and report. PaetzoId stated it would be contrary to the mission to close part of the library for a meeting and suggested alternative arrangements could be made for a meeting. Beasley suggested April or May discussion of the question to develop a plan. Committee Reports. Foundation Members. No report. Next meeting is on April 29. PaetzoId stated the Nominating Committee completed its task and will present a slate of officers next month. Communications. Condolences were expressed about Lolly Eggers' death. Paetzold asked about celebrating staff retirements in the summer. Carman said that will be discussed. Consent Agenda. Johnk made a motion to approve the consent agenda. Kirsch seconded. There was no discussion. The motion carried 8/0. Set Agenda Order for April Meeting. Nominating Committee. Third Quarter Financial and Statistical reports. Revised Policies 700 and 701. Policies 803, 805, 816. In person meetings. AFSCME contract. Budget timeline. Recruiting new Trustees. Adjournment. Beary closed the meeting at 6:24 p.m. Respectfully submitted, Patty McCarthy and Amanda Ray IOWA CITY PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 319-356-5200 • icpl.org BOARD OF TRUSTEES Minutes of the Electronic Special Meeting April 1, 2021 DRAFT Electronic Meeting [Pursuant to Iowa Code Section 21.8] An electronic meeting was held because a meeting in person was impossible or impractical due to concerns for the health and safety of board members, staff, and the public presented by COVID-19. Members Present: Wesley Beary, John Beasley, Derek Johnk, Carol Kirsch, Robin Paetzold, Tom Rocklin, Hannah Shultz, Monique Washington (in at 6:01 p.m.), Members Absent: Kellee Forkenbrock Staff Present: Todd Brown, Claire Bryant, Elsworth Carmen, Mykle Clark, Mara Cale, Karen Corbin, Becky Dannenberg, Melody Dworak, Beth Fisher, Karen Gordon, Alyssa Hanson, Sam Helmick, Tom Jordan, Phil Kirk, Anne Mangano, Patty McCarthy, Stacey, McKim, Diana Morris, Brent Palmer, Jason Paulios, Angie Pilkington, Amanda Ray, Mari Redington Cali Meeting to Order. President Beary called the meeting to order at 5:01 p.m. A quorum was present. Public Discussion. Tom Jordan supports staying at current level of service, with wearing masks, plexiglass, volume of air in public spaces, and better ability to keep social distance. Patrons have expressed how wonderful it is to be in the building and have been patient. John Beasley asked if Jordan was speaking on behalf of himself or the staff, Jordan said he was speaking for himself. Jordan added that over the next month or two while staff can be vaccinated, he and other staff would be willing to accommodate other staff who have concerns about working at the desk while at current levels of service. Karen Corbin commented that she does not feel safe at work until after the second vaccine shot She knows some staff are pleased and patrons are thrilled, but she is not. She feels like management doesn't care. MykIe Clark asked for clarification on the metric being used by the library when determining what phase they're in. Clark is okay with modified Phase 4 if staff are vaccinated, and feels the library is rushed using the one metric (of case percentages) to determine moving to Phase 4. He said there feels like a lot of pressure to open, but not sure where that's coming from, that with the vaccine being more 1 available in a few days, the library might wait a few weeks before opening. Paetzold asked what percentage of staff is vaccinated. Beasley asked if the library board could even ask if library staff has been vaccinated and would like the city attorney to weigh in on that. He also asked if it can be disclosed as a percentage number or not, or put as a condition of employment, Becky Tannenberg said the library should look at the metrics that were setup previously because we have more knowledge now than when they were created. She added that Phase 4 feels natural and safe. She also worried about the percentage metric will end up having a pendulum effect and cause problems with the public. Hannah Shultz clarified that the reopening plan was developed in November. not a year ago. Melody Dworak said she doesn't want this to be a win/lose situation. She is also willing to work more shifts to help co-workers out. Wes Beary thanked those who joined the meeting and wanted to be heard. Items for Discussion/Action. ICPL Reopening Guidelines. Elsworth Carman thanked the staff for bravely and authentically sharing how they're feeling. He clarified that the guidelines being used are based on the transmission rate and five or six other benchmarks in the reopening document. He said it was good to have a steering document, which was revisited back in February after meeting the local department of health and city attorney, but he is willing to revisit or recraft as needed. The department of health says it's a strong document and advised the library to not make a vaccination rate part of the matrix. Carman said that as the updated local transmission rate and the library's current guidelines indicating a change in phase was communicated to staff, it sparked a deep and rich comment exchange. Community feedback has been very positive about the library being open, but the library needs to balance that with safety and other measures. When looking at the library's guidelines, they have served the library well but may need to be modified. He has engaged with Karen Jennings in Human Resources, and it has been made exceedingly clear that staff taking on shifts for other co-workers based on comfort levels related to COVID-19 as a standard practice is not a direction the Iihrary should go. The library is not able to mandate vaccines, and staff have no obligation to share with the library if they received the vaccine or not. Sam Helmick shared the Modified Phase 4, moving from 34 minutes of in -person browsing to 15 minutes, and from 1 hour of public computer use to 30 minutes. Helmick thanked the Coordinators for looking at the plan and seeing ways it could be modified. Beasley asked if staff had input into the revisions, and Helmick said observations from staff were used. Carol Kirsch asked if there was consensus from the leadership team with the modified plan, Carman responded yes. Beary said he wanted to clarify the discussion — library leadership is interested in the Board considering moving to the proposed modified plan. Beasley said the Board needs to come to an understanding of whether the Board makes the final decision on the library tra n s it! on In g from one phase to another, leave that decision to the Executive Committee of the Board, or leave it to staff. His opinion is that the Board should be the final decision maker. Kirsch said the intent of the reopening guidelines document was to provide guidance for that decision. Tom Rocklin said he thought the Board approved the 2 criteria and let library management implement it, and wondered how disruptive the process would be for the Board to be more involved. Carman said increased Board involvement wouldn't be disruptive to the process, but that it also wasn't fair for only staff at the meeting being able to share their thoughts and would like to have another mechanism to provide staff feedback to the Board. Derek Johnk agreed with Kirsch, is worried about encroachment of the Board on the work of the library, and said there was a need to improve communication between library leadership and the Board on this issue. Motion by Johnk, seconded by Kirsch for the library board to approve the reopening guidelines with the expectation library leadership will implement and the board not interfere with phase transitions. Motion carried 512 AYES: Beary, Johnk, Kirsch, Rocklin, Shultz. NAYS: Beasley, Paetzold. ABSENT: Forkenbrock, Washington, Beasley commented that he thinks it is the Board's fiduciary responsibility to be involved with the phase transitions, that leaving it to the director and library staff is a breach of responsibility. He said he would remain in the meeting to maintain a quorum, but isn't sure he wants to remain on the Board. Carman responded that he believes this issue can be worked out through dialog. Monique Washington arrived at 6:01 pm. Beary asked for thoughts on the modified phase plan. Helmick said in Phase 3 some of the problems encountered were having folks cluster in the lobby, no broad access to space, and is focused on making Phase 4 safer. Shultz suggested that the plan be called Modified Phase 3, and asked if there were challenges with library patrons wearing masks. Carman responded that the biggest issue seen is patrons not wearing face masks correctly throughout the building, that 95% come in with a mask worn correctly, and the issue is complicated by multiple people saying they're vaccinated. Jason Pau Iios from ICPL said that during Phase 3 the tech hallway was more crowded and staff had to talk to many people about correct mask wearing, though they're doing the same thing an the second floor. Now reference staff are roving the second floor every 15 minutes to count the number of users and check on computer users for mask compliance. Having more space is nice, and the worst interactions were in Phase 3 with less room to move. It's easier to manage inside the building. Beasley suggested for additional revisions by leadership staff, that it needs staff input. It could be done before April 81h and resubmitted to the Board for a special meeting. Carman asked for explicit direction from the Board, if there would then be a yes/no vote. Beasley said that since this was the first time the Board was seeing the modified policy, staff had not had a chance to weigh in on it. Rocklin said he didn't think staff input would be helpful since there is a diversity of opinion. Carman said the library leadership team meet regularly with their reports to check in and get a sense of how their team is feeling. He would need more specific guidance on what feedback to get for the Board and how to use it Carman said at a certain percentage point with the local positivity rate the discussion could be taken to the Board to revisit. Paetzold asked what the Board would discuss since that seemed like an update on a decision made within the library. Beary said a special meeting would be called to discuss alternatives, and asked if the Board was comfortable with that decision. PaetzoId said her vote would remain the same. Beasley said he approves the modified plan, and said they're changing policy since they don't 3 like the outcome of the previously approved policy. Carman said to keep with the guidelines without the modifications would contradict staff feedback and what has been learned in the meantime. There is an obligation to revisit the guidelines regularly, to approach it as a living document that will change. Carman stated that the library could transition to Phase 3 the following day, and asked if it would be appropriate to bring the issue back to a special meeting on April 8'h7 Paetzold asked for the current positivity rate and Rocklin responded that it was 5.3%. Paetzold said she worried about transitioning to Phase 3 from a PR perspective. Rocklin said he supports staying in Phase 4 until the Board is able to consider the modified policy, and asked the library for a dampening mechanism against oscillation possibilities. Motion by Beasley, seconded by Paetzold to modify the existing reopening guidelines to policy introduced at the meeting. Motion carried 6/2 AYES: Washington, Shultz, Rocklin, Paetzold, Kirsch, Johnk. NAYS: Beasley, Beary. ABSENT: Forkenbrock Carman said it would be updated to Phase 3.5 instead of Phase 4. 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