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HomeMy WebLinkAbout06-24-2021 Library Board of Trustees4ONW49 IOWA CITY r, MPVim el' PUBLIC LIBRARY 3�nn ��, �a,a ��12 3 S. LyIA 52240 -f-5200 icpl,org LIBRARY BOARD OF TRUaTEES Electronic Formal MeeOng - 5:00 pm -7 0 0 I 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 dui to concerns for the health and safety of Commission members, staff and the public presented by C You can participate in the meting and can comment on an agenda item by joining the doom meeting via the Internet by going to: h ttps -- //z o c) m - u s/rn eet i n q Ireg iste r/tJ cqd eG o r D I rG tT x H 9V q4rpB V C8 Y N L I f you are asked for a meeting ID, enter Meeting ID: 937 2802 910 to enter a "Waiting Room" for the meeting. If you do not have a com or sm rtphon , or a computer without a mi rophone, you may gall 'in by telephone by dialing (312) 626-6799. Wh on prompted. enter the Meeting ID: 937 28-02 910 Providing comments in person i not an option. LIBRARY BOARD OF TRUSTEES June 24, 2021 Electronic Formal Meeting - 5:00 pm ZOOM MEETING PLATFORM e!;I ey Bea , President John Beasley Ke I Iee f o rken b rock De rek J o h n k. Sec reta Carol Kirsch, V ice -Prey i deal Robi in Pa etzol d Tom Rocklin Hannah Shultz Monique a s h i ngton 1. Call Meeting to Order 2-. Public Discussion 3. Items to be discussed A. Fine Free Comment; Old business item to decided which option is best_ Board action required. B. Annual Board Report Comment; This is a regu la rly schedu led agenda item. Board action requi red, C. N OBU Budget Request Comment; Board discussion pertai Wing to the NOBU bu6get request. Boa rd action requ i red, D. Policy Review; 80 ; Library Use Comment: This is a regu Ia rly sch-eduled policy review. Board action required E. Review Statistics and Financials Comment: This is a r-egu Iarly schedu led agenda item. Board action required 4. Staff Reports. A_ Director r s Report 8, 0epa rtr,r entaI Repots; Chi Idren's Services,. CaIlectian SerViCe5, Information Technology C. Development Office Report D . Miscellaneous 2 5. Presidents Report 6. Announcements from Members 7. Committee Reports S. Communications A. Comment. Thankful for Open Libraries article. 9. Consent Agenda: 6, App rove M i n utes of Li brary Board of Trustees May 27, 2021 Regula r Meeti rig C_ Approve Applying Fines Free Program for 2021_ 0, Approve Disbursements for May 1 TO May 312021 10. Set Agenda Order for July Meeting 11. Adjournment IOWA CITY PUBLIC LIBRARY 3 , Li �1nn St,, ; Iowa City., 1A 52240 11111 % KAI = :mmth Crarma n + -, km4i 1�1 �)-356-5200 . k . _� 19-3 5&5a�K + icpl nr q To & Library Board d of Trustees From; EIs omh Carman Diate: June 24F 2021 Re: Li bra ry W i d e F i n e- F ree Staff Rem men dati on Context At the May, 2021 Board Meeting, staff shared an update on the temporary fine -free for all collections model, which WaSPUt in place due to the pandemic and originally scheduled to end December 31, 2020, there extended with Board support to go through June 30, 0 1- The reasons for tem po rari ly removing fines from adult materials remain in effect; our community is still feeling the social and financial impacts of ID-19, we know that fine place an unjust burden on community members living in poverty, and that historically fn es have impacted BIPOC unfairly. Removing fines completely has been proven to reduce barriers to accessing library services throughout the United StateSr The American Library Association continues to promote fine. free models as the standard of modern library service. B oar•d Req a es t Tru steel req nested m ore i nform ation on th e i m p a ct of go ing f i n a free, a A a Xp re s ed an interest in extending the current model for additional ti me to allow data to be collected. Tru steel asked fe r a staff recom mendati e n be p rese rated at t h e J u rye, 20 21 me eti ng with a specific focus on answering the followi n g questions - Will a library -wide fine free model result in longer loan tires? I I I a 11 bra r- id e f1 n e free mode N result i n a Io e r rate of retu rn ? Will a library -wile fire free model change the work of Collections Services? Process and Expected Data Re po rtwin g With GOVI D-19 impacts still bei rig felt th roughout ou r services —including how ou r collections are used —we know there are limits an the amount of relevant data we can collect this yea r. That said, we strive to employ data evaluation in a II of ou r decision - making, and agree with the Board that every imperfect or partial data will be beneficial as we determine net steps in our path forward. To help illustrate hat data a can collect related to the specific questions posed b Trustees n d how this data will be collected and a n a l 2-re d— I asked Todd Brown, a Senior Librarian in IT and Adult Services (and an expert in data retrieval and analysis from our I L ), to describe what his approach would be to identifying and collecting the data needed to answer the Board's questions- His comments are below. To compare the results of going fine free we would ideally use numbers from a full year before and after going fine free. Without having two fu I I years to compare we should at least use the same date range from before and after because library ar use fluctuates depending on the time of year. This was challenging for a couple of reason. Fi rst, as per ou r privacy gu idelines, we d n rat keep records of fines and fees that were paid more than 3 years ago. Second, many of ou r- policies and pr ocedu res changed du ring different phases of COVI D and the lack of consistency males comparisons challenging. Will a library -wide fine Ease made] result in a lower rate of return? For held ren's and Young Adult billed materials I used a -month period from June 1, 2018 to March 1, 2019 (with fines) and compared it with June 1, 2019 to March 1 F 2020 (without fines). These numbers arecomparable- For Adult billed materials I was only able to use a -month period fro rn December 1 F 2019 to March 1. 2020 (with fines) and compared it with December 1, 2020 to March 1 ' 2021 ( without fines during O I D), This is the only window of time where we were not charging fines and we had resumed billing for lost materials after being closed - There would have been other COVID factors involved in materials not being returned so it is hard to compare directly. Will a fibrrary-wide fine free model result in longer loam times? e do not have a built -ire report thiat will tell us eve rage loam periods. However. each item has a field with the date of the last checkout and the date of the last check -in. If the ite r n is on the shelf then these dates can be used to calculate how many days that item a s last checked out- We can orily use it if the item was checked out during the ti rTiefra me we a re looking at and has not checked out since then. Once the item is checked out again the out date in the record i updated and we can no longer Galculate the number of days for the last checkout- The further back we loop, the more likely the item has checked out again and those fields no longer have the data we need. The further back we 5 took the fe e r items are used to calculate the averages and the numbers are e less dependable - For Children's and Young Adult, I -was able to use the same timeframe as above- Unfortunately, the data was pretty limited for some of the numbers from the first time period. For Adu It materials I was able to use a longer sample period than shove. I used a -month period from June 3, 2019 to March +1, 2020 (with fines before COVI D ) and compared it to June 3, 2020 to March 1 } 2021 (without fines d uring COVI D)- While I did have more data to work with, the loan periods were different for the second time period. More than half of that time we were circulating a l I materials for 6 weeks, Despite the longer loan period patrons kept 3-week items for less time during COVID than they did before it. Similarly, Anne Mangano, Coordinator of Collections Services, explained the possible impacts of a library -wide fire freer oriel on the work of her department. One potential impact of the fife -free model Collection Services Staff Will monitor is the potential increase in wait times_ If longer hold periods exist, it may mean more duplicate copies purchased to meet demand- To accomplish this, we will monitor the average wait time for a hold request and deterM11ne if we reed to run our high holds and overdue reports rnore often to ensure faster pu rGhasing - A positive aspect of a fine -free policy that would aISO impact collection availability is an increase in collection use. According to a recent studYr two-thirds of public librairies that eliminated fines saw an increase In circulation of their physical collection. 1 Higher usage of the collection may also mean more titlespurchased ith in a suhae t and more duplicate copies to ensure availability. We will monitor ii rc u latio n data as well as collection to mover., which shows the average ci rcu la ti o n of each i to m. Stakeholder Involve meat As stewards of community resources, it feels important to strategically involve stakeholders in decisions related to revenue charges and establishing equitable pra cti ces th at ref I e ct cc) m m u n i t a S p i ration _ F i ne s spea k d i rectly to both pa its of th at notion- VVhile going fine free library -wide is the direction staff wart to go, we would IIke to s t ra tog i a l ly work with City Counci I to e n u re they feel fully i nfo rm ed of ou r exploration ar-ou nd going fine tree_ Ou r hope is that by comma nicafing our process and aspirations with City Council as part of the upcoming budget cycle, the Library Board MtCouncil, it Ad m i n i t ra do n , and Li h ra r staff can a I l share the positive aspects of Urged'n, Sabrina- (20 0) _ "0 va rd ue Fines- Advantages, Disadvantages, es, and How Eliminating T ha rn Can Benefit Public Libraries-" Syracusa, NY-_ i drool Public Li bra nea I n itiati va at Syracuse U n wars ity_ 6 moving toward a fully fire free model and feel informed, included, and invested in a possible future charge_ Staff Fie com m e ndati on In order to appropriately include stakeholders and collect and analyze available data, staff recommends extending the current library -wide dine free model through June 30, 2022. We proposed proVidir g updates to the Board quarterly (data reporting will be centered an the three specific questions articulated by the Board at the May, 2021 meeting), and sharing our data and process with the City Council as appropriate to ensure they feel included in the project and have ample opportunities to ask for additional data sets or anecdotal evidence of i r n pa cts . Our ultimate obje tIVe is to institutionalize a completely fine free service model in FY23, and we look forward to working with the Board on this positive change for our ��S IOWA CITY I've, AMMMMMW UBLIC LIBRARY ir AS W1W_ - 123 S. Linn St. * Iowa ClAy,IA 52240 Mcmp ElsvvDrth CiMman - PAQWF 319-35&52+G0 - Fm 3113-356.541)4 - icpl .arg To: Library Board From: Ellsworth Carman Date: June 24, 2G21 Ike: Are n ua I Fie port to the C i ty of I o a C it Each year the City of Iowa ity asks boards and oommissions to complete a brief annual report noting accomplishments for the year just ending (July 1, 0 0-June 30, 202 1 and indicating goals for the coming year. The current report (w-1th gulls for F 1 is attach ed for re v 1 e w . Staff ge n e ra I ly off r s u gge stir n s fo r re pe r- ing accomplishments for the closing year and goals for the next goal at the June Beard meeting, during hick there is a discussion of options. An updated draft —incorporating the Board's feedback and directives —is presented at the July or August meeting for review and approval, a IOWA CITY PUBLIC LIBRARY LIBRARY BOARD OF TRUSTEES GENERAL RESPONSIBILITIES The Board of Trustees of the Public Library is a semi -autonomous body of nine persons empowered by state law and city ordinance to act as the governing body of the library- ary- The Board's specific list of legal responsibilities includes: • determining the goo Is and objectives of the Library in order to plan and carry out I i b r-a ry servi ce • determining and adopting written policies to govern a l I aspects of the operation of the Library o preparing an annual budget and having exclusive control of all monies appropriated by the City Council, eamed income. service contracts with Johnson Countyt University Heights, Hills, Lone Tree: or given to the library through gifts, bequests, groats or awards 0 employing a competent staff to administer its policies and carryout its programs The Board is also an arm of pity government with members appointed by the City Council and its principal operating funs approved by the City Council, The Board therefore seeks at all times to work in harmony with City policies in all areas that do not conflict with its to to to ry pee rs , ACCOMPLISHMENTS FOR FISCAL EAR 2020 en e ral A cco pfi h en is 1. Worked closely with Iowa City and partners to implement programs and services related to o u tcom es of eq u i ty to oI kit wo rk . Participated in discussions about City-wide services for t eens and teens with other public and youth -serving agencies; will continue this discussion moving forward 1 Evaluated and responded to changing purchasing and lending restrictions on eBooks and and iobook , maintained availability of popular titles by shifting collections budgets and carefully monitoring use patterns 4 - Planned and initiated a Diversity Audit of the A fiction co I l ecti On - Researched and installed upgraded building -wide intercom systern 6- Reviewed and updated the following policies: 101 Bylaws 01 collection Development 70Library Programming Polio 703 Recording and Streaming (formerly fable TV Channel) 705 Naming and Recognition FY 0 Library Board of Trustees Annual Report � 801 Circulation/LibraryCirculation/Library Card 812 Hours of Service 815 Internet Use A cco pfi h en is rein to d to CO 0-19 7. Facilitated closure of I i b ra ry b u i I d i n g- 8, Created and implemented (including building remote tech nolog solutions) work - from -home practices allowing uninterrupted phone and chat public services. . Tran itioned from build inn -based, in -person service model to virtual service model, including production and promotion of programming for all ages and a focus on digital r ed is formats. 10 - Crafted, communicated, and implemented a phased re -opening plan; currently in Phase of 6. 11. Crafted new strategic plan representing community and staff aspirations and that ref le is COVII D- 19 chaI Ienges and i mpact , GOALS FOR F I SCAL YEAR 2021 1. Elan and implement a Board training curriculum in cooperation with the State Library of I o a and other educational partners . Prioritize public health and safety in designing and delivering library services. . Identify and address human resources and employment -related barriers to establishing a workplace that reflects the community, 4. Este bI ish new ways for the comma nity a nd I ibrary to communicate. incl Uding wet based, in person, and postal mail options, 5. Review select policies, procedures, and practices with community representatives with a far,.us on restorative justice. Ensure all I PL employees, Board members, volunteers, and donors are ready to champion the Gha nging work of librarianship; seek and allocate resources to build and maintain readiness and resiliency for staff and volunteers- m , Cori p I ete RF P process a in d se Ile ct ve n dor for se co nd fI oo r- r-efi oo r-i n g p role ct, Board Members: Wesley Sear-, President John Beasley, Secretary e I le a Fo rke n broc k Derek Johnk Carol Kirsch, ch, Vice -President Robin Eaetzold Tom Rocklin Hannah Shultz Monique Washington 10 FY 0 Library Board of Trustees Annual Deport 2 IOWA CITY PUBLIC LIBRARY 123 S. Linn St. q Iowa City., IA 52240 a wocr,-v 6sw orth Carman- q KAL �19-3 56-5204J , -Ax �1 1.�-3 -5+ & lCpl -g TO: U1 b ra ry B o a rd of T rustees FROM: Ellsworth Carman* Director DATE: June 24, 2022 RE: FY22 NOBUID�Irrect State Aid Budget Each year, the Board approves expenditures for the upcoming year from Non - Operating Budget acoou nt (referred to as NOBU). These funds are Board controlled and carry aver a balance from one year to the next. unlike the operating budget- The two largest sources of income for NOBU are uncle lgr ated gift money, including the annual unrestricted payment from the Frig ds Foundation, which will be $117,500 in F a and a n d esig n ated pa ssth rou g h g i T� u r� r I mn t t It funding through Enrich Iowa and Open Access, which totaled $69,580 in FY21. Additional, smaller revenue sources include interest income, earned i acorns beyond expenses (sales accounts, lost and paid I i bra ry m ate n-a l s and reimbursements). These accounts are shown specifically in the year-end financial ata tern en is . Income generally accumulates one year and is spent the next, although the requirements of some parts of state fund ink in ludi rig Enrich Iowa —call for expenditure in the year received. Foundation funds may also be spent in the year Deceived, as may funds allocated for l i bra ry collections. The City will not have finalized FY21 reporting before the Board meeting- The budget may be amended at any time. The Library Board authorizes expenditures from N OEU funds for ongoing and one- time, project -related expenses. Ongoing/Annual Expenses: $128,100 Personnel, h i I d ren"s Services'. The Beard agreed that if the City approved an addition a I full-time position to be funded through tax sources, part of the F ou rid a tie n 9 s a n nue I gift would be used to support 16 hou rs a week of additional staffing in Children's Services to support book abire service. A part-time position was tr-a n itioned to full-time in February, FY 18- Gift funds are needed to keep these hours 1 n place. FY22 budget reflects forty percent (40%) of the po i tion"s expenses (wages and be nefi is). FY22 NOBU Budget: $32,900 Personnel, Development 0ffice, Historically, a permanent, half-time position in the Development Office has been funded through Open Access state funds. This position allows the DO to lead efforts in fu rid ra is i rig , discarded and donated book selling, grant writing, and solicitation of support for Summer Reading program FY22 NOBU Budget: 4:000 Iowa City Book Festival- The Library has donated space, furnishings, and equipment (phones, computers, etc.) to support the non-profit Iowa it UNESCO City of Lite ratere. Tha nonprofit aIso receives furidirig frorn the ity of I o a it a in add idon to other funding sources. The Library also, specifically, has supported the Iowa City Book Festival because of the many literary events it hosts that align with our mission, but could not fund on our own_ Last year (FY21), the annual request was d cupped from the typical $2,500 to $500, due to ID -related programming changes. John Kenyon and I discussed the best approach for this year and agreed that an ask of 1 a 00 0 this year, followed by a return to the $2,500 net year. was a practical plan for both pa rtie s. FY22 NOBU Budget: $1,000 ollec:tiior u pport� Ion -operating funds are used to support collection needs that cannot be met through the Gity"s operating budget allocation. We are increasing this ask b 4, 00 this year to accommodate a new offering from Ingram: a diversity audit using proprietary software the company has recently developed, which has the potential to streamline our ire -house auditing practices. FY22 NOBIJ Budget- $44,200 Third Issue -of the Window: We have used gift funding to support a third edition of the 1+ b ra ry' n e s I otter i n ce F �16 , The newsletter is s valuable and effective tool to keep people informed about what is going on at the Library. The Board has continued to approve this expense from NOBU funds. The third Window will be distributed in Deoe m be r, and will also serve as the Foundation's annual report and appeal, FY22 NOBU Budget; $9,0130 Library Programming: One of the hallmarks of ICPL's service is offering relevant, h i g h- interest programming and events, often designed to oomplement initiatives from the library's strategy i plani Y C U n Gi Iwork, or pra je CtS f r0M its 0f I O a C i ty administration. Additional funding will ensure I PL staff remain empowered to build enriching experiences about climate change awareness and climate action culture, oGMer IUStice, equity, and other important top Mc , FY22 NOBU Budget:$'9000 , 12 Lib on Support; 1 CPUs annual UbCon draws guests from across the state, including individuals and families who have never been to our facility before. This year, we plan to offer a virtual experience oelebrating the connection between libraries and comics graphic novels and high I ight gays fa ns ca n interact with each other while phys ice 1 ly d ista n ca d FY22 NOBU Budget; $2,01DO P rojectiF elated, trateg is Initiatives Expenses, $58,980 Facilities Enhancements: As the building ages, opportunities to enhance and imp rove the ph Y!S ICa l 1 i bra ry experience for patrons and staff emerge- Physical space expectations may change in a post - ID comma nit F and we want to be ready to respond. Additional I, as collections evolve to meet corn m a n ity needs , we wil I need to adjust shelving and other fixtures to maintain a safe, professional, and hospitable envi ron meet, FY22 NOBU Budget: 15FOOO Comma nity Engagement Related to Hours and Services , As the com mu nity works toward a new e n e of normalcy after more than a year of CO I I D- +1 9-related 9 transitions, a have are opportunity and a respon INIIt to engage the community in reshaping and redefining what 1 PL is. In lieu of simply aspiring to get back to how e were before O I D, we will strategically work with the community, unity, via focus groups, surveys, and other information -gathering strategies to ensure our Fours of operation, services, vices, a nd practices are meet i rig the co m m u n hies current a nd emergent needSr FY22 NOBU Budget; 10 0000 Staff Learning'. With a new Administrative Services Coordinator in place, an intentionally -challenging strategic plan in progress, and a staff team facing the task of reforming (and re -norm ing) after a fractured year, this is as ideal time to design and kick-off a staff learning initiative- Investing in both full -staff training (optimally including some work-stylelleadership style/interpersonal skills awareness and de- escalationicor. mu nication trainings) and more targeted, small group (or individual) learning opportunities (project management, advanced de-escalation/facilitation of effective group communication, focus group faCil itntion. and community engagement training) will give us the ire -house tools to better engage our full community, , reach and exceed our strategic goals, and be ready to respond to the changing needs of l a s City- am confident the return on investment would be significant. FY22 NOBU Budget: $12.000 Community -Driven Programming. In our strategic plan, we aspire to do mare programming With and for BIFOC and nontraditional I library users, To make this happen ire an authentic and meaningful way, we need resources to fund and promate selected community projects- These could range in cost from 500 to $2,000 each and will be 13 sponsored, including funding, help promoting, and support in designing and conceptualizing the project or event, by the Library- FY22 NOBU Budget: i GO Local Libraries LIT (Listen, Initiate, Talk) Programming- Developed in F 1, Local Libraries LIT is a collaboration between I'PL, Coralville Public Library, Forth Liberty Public Library, University of Iowa Libraries, and Kirkwood Community College Libraries that facilitates conversations between authors of note and the local community. Pat programs have features Mira Jacob, Saeed Jones, and Roza n e Gaya and have drawn robust local audiences as well as attendees from across the world- Th.is program is an example of how powerful collaborations can be in offering high -interest progra s- FNOBU Budget; S5,000 1251hAnniversary Celebration, Part � To recognize ICPL's 12511 anniversary, we will continue to offer everts, programs, giveaways, and promotions reflective of I P L's past and present- If practical, these events i 11 CO incid a With re -open i rig phases a n d possibly be combined with a celebration of recent retirees and Lolly Eggers" legacy, The celebration began it FY21. FY22 NOBU Budget; $14.480 Total F 22 NOF3U Bu dget-- 186580 14 809 Li bra ry Use Pali cy Pro posa 1: A routi rye+ t h ree-yea r review of th e L i h ra ry U se PoJ i cy Issues: The Library Use Policy helps define and clarify patron interaction with the I i b ra ry space -an d resources as well as Library staff s response when issues arise. Reviewing similar policies at public libraries across the U,S., it is clear that most are written In a �,irnilar style focusing on lists of exar ple5 of 0epro h I e rn behaviors". Our review of the past 2D year-5 of revi-5i on s of this policy have sh own that we often add new examples when an i ssue a riser but very rarely do we remove things. The accumulation of "problem behavior" to n d s to sk-ew the policy a way from guiding patrons and staff in clarifying gray areas (a p p ropri ate no ise I -eve Is) o r u niq ue H bra ry- s pec i fic i s s ues (p hot-ogra p by a t eve nts) a nd i nstead become s a guide to policing the library- the Corm ittee addre!�!�ed this when appropriate and removed Borne I a ngu a ge t ha t was redunda nt or s e em ed to add ress a n i �>�>u e t hat was ra re ly en co u ntered a n d was n of s a fety-related Board debate about sleeping in the library as noted from December 2001 un II finally iratrod uced i n J a n u a r y 2013 in a s pe c i a l review- From the memo to the Board, 'Concerns about sleeping have continued to increase and are often expre-5-5ed to Li hrary staff and the Board- I believe that library Use 1-5 affected by people sleeping here- People are uncomfortable being in proximity to a sleeping per-5onr and Borne -parents are reluctant to have their children come to the L[brary---a busy facility with only a lire ited number of seats, a person sleeping inhibits the use of furniture around thorr.The fact is that our rn iss i on - re I at-ed s e ry i ces a re negat ive ly i rn paoted betause we a r I o w s Ieepi rig.,' Ma ny f rom th e I n Se rvioe Day group work and the Library U 5e Committee were here when the language was added to no longer allow -sleeping, d it that experience westill saw many staff comments about o 't�ningthe language, Staff Recomm a nd ation s+ 1L Add mention of the bookmobile ire the introduction in order to make it clear these rules also apply on the vehicle. 2 L Remove $09, 20 � because the illegal actions are covered under harassment in 809 - 201, 3 - Expa nd 809. 301 to i n-cl u d e a I I age s - Th i 15 was i n re!5pon 15e to Ai ff fee d ha c k frorn I nSery i ce Day orka5 well as Committee recommendation. Our main concern With sleeping is safety, we need to be sure that a person is not having medical event. If the person i5accompanied we can check with that iindiVidual to determine patron health, If other aspects of the sleeping behavior ire disrupting pi�trons (snoripng� or limiting use of re5our ces, then staff should address that a spe ct of the be h a vie r, 4 L Am e nd 809.30 2 to cla rify i nto rit w ith I i� n g uage , I nSe ry i ce Day com rnents a rid Corn m itteC!b members felt uncomfortable comfortable limiting free expression, d efn inn prof a rye/obscen e, and wa me d to focu i on language intent- Staff could still intervene if profane language way delivered at a disruptive volume or if it was used to abuse or threaten. 5 - Move noise language to 809 - 304 which already concerned that topic- Remove "boiste rO U 5 activit)( which I nService Day participants felt a s not plain language and was redundant. Concerns were raised about 1ee i;i y for younger patrons here (and elsewhere) as well as for those with a d isa h it ity, Th i 5 can be dealt with in staff procedures but we a I so added I a rig u a ge in 809,E (enforoernent section) to soften expeoutions in a complaint situation, 118move+pu5hing', redundant, 15 6, Cell phone use in public libraries has a notorious c usto nn e r service history with regards to Library Use Po I i cies a n d ever Iy aggre ssive s ign age. We n o I onge r n eed to spe c if i ca I Iy ca I I out cell I p ho ne n s a ge Isere a s t he beh avior ca n b8 covere d by nth e r a s peots of t he poll i cy (nol se leve I s). 76 Fie m ov8 're i� 5on a b I nr from 809.305 as thil s i s a l rn a d y cove red i n 809.6. 86 Remove 8-09 , 3 0 8 as we do not cu rro rat I y en force t1� i for many furniture it -ems. Was useful for the heavier to h I es as dragging them can damage carpet or table legs, but we will he exploring different furniture in future- 9- Remove 8-09.40 2 as it is already addressed in the introduction of the section in 809.4 10 , Re m ove sect is n 8 0,9. 40 5 r a d d e d i n respo rise to a n issu e 1 n 2 007, rarely a ncou n ter be hav i or a rid ca n be add rased by 809.4 if a ncou n to re d 11. Ed it 8D9.406 to bett e r ex p I i� i n the i rite nt a nd cover Il bra ry i rn pact for th a co I I-ect i o ri. Mo st fIn�1r)cial IMPaa coiml�!�, from 1dL5ntifyIngo gUarantIning, and tri�!;at1ng coIIle ctIon rni�teria1. 12. Expand enforcement so-cti-on with language from Edmonton Public Library policy to reinforce to co nce rn od pat ro n s a nd staff t hat we sta rt a nforx o me rat co rive rsat i o ns fro rn t he pers pecti vo t hat we assume the best of our patrons- This can also help clarify exceptions for younger patrons or those with a disability. 13. Amend 809.601to include potential new social services partners such a:5 CommUnity/ GuideLink Center rs Mobile Crisis Outreach program, Add 'inform' language to reinforce that component of enforcement conversations. Action-. Review and adopt as amended. Prepared by: Jason Paul i o sr Adult Services Coordinator, June 14, 2021 Rev i ear Com rn iittee: Pa n I Bet h ke (C h i I d ren's+ Co I Iection Servi ces)r Be c ky Da n nen be rg (Co m m n n ity & A c c ess, Adult Servi ce s.)t V i cto ria Fe rn a ndez � Ad n It Se rvioos ), So m EI e I m i ck (Co rn m u n i ty & AcCeSS) r J a so n P a u I i o!5 (Ad u It Se rvice:s )r A rna n d a Flay (Adult Se rvices )r A n rye W1 Imot h( CFI i I d re n`-5, C0I I ert i o n Ser vi ce s) . 2 16 ;80!�. IJ bra ry use P�olicy See a Iso related pol ivies on Outreac h a rid Book nobi le f 70&�, Meeti np, Roo m a n d Lobby Use �806).' u rwa ttzncled Children (811), Theft Mutilation of Llh-taryr M aterials. 181 ij., Copyright (814 �r Fw-Prtit 80ard (M3), Discussion RDoms f $1Q) artid Intern et Use ($15 J- 5e.e also Iciwa Code and Code of lam CitV, at tha end of the pol icyf, 909-1 The pu rpose of the Libra rtir L)w Ppiiryf i$ to affirm t h-P rights Qf all pepple tQ f nae and equal arre$s to info rm-ati Grp and uw of the Libra ry and book mobile without d iK rim ination., i ntirri iclaticirlr threat of harm or invasion of privacy. The Iowa City Public Library is dedicated to providing a friendly, courteous and respectful ,-- iew xperience- Tli pa nI of *k Iowa City Public Library 4 ri provide an enoya 41% clea n and comforkablIe erruirgnment fQ r a II Libra ry u sers. 80962 The,-uale A -if th�94nwa Clay Niblic Library Is corn mItted to ens w4V-rovId InLa safe and secure environm-ent for a I I_ Comm itting Dr attempti ng to tom mit a nor activity that WGu Id constitute a violation of any fedefa Ir state if Iota I cri mi nil law or ord iriance iS prah ibiwd an Iowa City public Library property. Exa raples of proNbited activities include but are not limited 1ozz 809.202 $exual, physical or ether harassment including bullying youth -of others on the basis of their sexua I orientation or g-ernder icl-erafty. 809.202 Pos5es5in& consu rni nor sel ling c3r being u n� er the infIvence -of a lcoh0ir illegal drugs or other substances. r- dal 4RF .2119 809, 2--� �COM r; 1 t e"FTTT'T Soliciting, pa rihand ling or gannbil ng_ 809, 2 Trespassing or entering LitKary property when bainned, 909. 2 QfiS Impeding passageway$ thrcpugh Rh15iral presenc-e or with perspna I prQperry. 81)9. Leavlrtig persona I prolpiertyr urwaMmd�!d- Items l t unattiended aril I he Mfov-ad . 809, 2079 Fraudulent use of another pefsoin+s Library Card or arcourit number. her, 809.3 The *uIe of tbe Iowa City Plublic Libra ry iis topatron5 a rid staff expert pride a comfGrub le and loom ing eny ircinment. M utual re5pert makes it possible for er n a to enjoy li !:�fary rnaterlals and se rvlces. We ask tlbrar� Use rs to he respectful of each oth er a nd behave In a manner that does not disrupt c thq r ' or interfere Frith normal ope ration of th-e Libra ry. Exa rnpi-es Of di 5ruiptive b�ehauiom include but are nut li rnited to-. 809.301 Sleeping, eXCept ft3r atti�rtidE�d R i nd iwiduaLs- 809, 302 Using larefemethr eateni ng or abusive language, 809, hie -noi ess caves by �a' ' rlty.Fighting o r ch@ II'engliDg to fight, ru nnI ng, h oving or theawIng th ing�- i Farm.atud: Ind-ent Lift Hanging: 1 F i- Farmotttie+d: Ind-ent Left BE'. Hanging: 1 F 17 809. aim mating tin rea5en-able ngiw. , Usirk� audible device$ witkout headphones or usi n$ Iieadpl-1ones set at a vol u me that di5tu rt�s others. r=0M M ■n.Ia!k}I raft . 1-p-NOI +err 1 wt ti m A-.ti.ti-Pr- FhA: r1ig if haa�r 809.305 Failing to comply with a {e& ah�e staff req nest, u n-autL10 riz-ed entry i n a staff a r ea or fa IIUr a to I-ffaye th-a I ih rary durirkg emergend-as and at cIosirkg tl m e . 809.306 CannQa iigni rig.. petitioni ng, intervie+i n$r 5Ur Y to ki ng, posti rig nOticRsr tundra isi ng -or sel li ng, unless a uthorized by the Di rector or designee, 809. �07 Taking pictures or widee#aping people.. except at events.. unless authori led b-y the Director or d-esignee a rid by the patron s i nvolved o r pa feats if rn ir1ors a re pres-pint. i $09. 4 The Fe1r f t Iowa C4 nt)lic LibFa ry maintain a heatthy and clear~ ernviran merit for all Libra ry U 5ers. Consid-e rate ronsurniption of snack food or a road beverage is a II owed in public, areas of th E Li bratty unless othertwlsE noted- Examples of behaviors that are riot co nd uclve to p rorid ir1g a c-I�!an a n it hyg iun is elprlwir'Orwr'ni�rwt include. h ut a ri� not Ilmdeb-tl to : 809.401 Using ciga rettesr e-ci.garetes, chewing tobacco or other tobacco. 9, tood verag'..r ;R a Fm , n r F +� � �n� l��-nOrOFW+ Mtn :909.4ANiQ pef5en al hygiene, odor or Scent that Qon stirtutes a nUi 5a nve to others or puse5 a hea Ith fish, 809.40q Bringinig anima Is inside Lib rary builcl ingSr wit4 the exception.. Qf wr% ice ani rna Is and those allowed du ring spec ial Li Ufa ry progra rn s , .. 80!).4 I ntrod u-clgg b-ad hug4 -or Oth-er pests via - -- -- Furm.atted: Indent Left US', Hanging: 1' rietyrng, ,d Maj!�Fial$ or pgr�gnal b!&nginL?,j- 80!�. s Thewak-a of --M-inwra City Nblic Library is to- toter-kiqg coIlmtions, ecj6pment and prpperry for pre5enX and futu re tjw r:5- Irn#entiona Illy Jamagingr cle�trorirk� or :5tealirkO any materials, eq u i p m ent or property beIangi r18 to the Library, another paten or 5taf rnernber 15 p roh ih ited, 809. 6 Enforcement of the Library Use policy will be corn duct-ed in a fa i r a n-d rea 5onahle manner. Individuals may not he aware that their conduct is disruptive, 809. W1 Library $aff1 CFI QWa City pol ice Department and/or other tra ined mfesslonals. wil I intervene to inform and sty priDlh Ihfted activities and behaviors. ♦ -- --I Far . Indent Left 0", Hanging: 0.5' 18 809, 2 Indiviclua Is whQ f� it #e observe the Library Vw Policy may be a ec! to leave the Ei bra ry bu ildi iig and property, be banned from the Libra ry for a period of tirne, be subject to a rmst or be subject to -other Iawfiu I actlon. 809.603 Security carneras a ne I ted in public and staff a real of the Library to pmtect the safery and s.-acurity of people, the b u Ildi n�r and in oDnt-ants, Iowa Code; 0i5ofderly Con-duar §723-4 Ass@ ult f § 708.1 intinxication, § M-41� � TreWaSSr �711�5.7 Cxirn ina I Mischief, V 16,1 Indecent Exposure, §709,13 Thaftr §714-1 kJ nl awfLil A5�5emblyp §723. 2., HdR 5sment of Publ it Officer% E m pl €-es, §7143,4 Willful DIstur ba nce, § 718. � Public Health: Sm oki� From Ai r §641-15� U 5e Of C4m PUter5r §62 2.51A, §702-1Ar §7()2-14r �714,1, and §71�_rpg C04e of Iowa UN: Viwrle rly Cgrnc! u�k Aggre5siV-8 50 F-Gitation � - Carna.gird, Defacing 13'fope" {9.5.4} Indo�r�rrt Expnsum% { } Eal5e .Ala rw (F�-5-71 Ani ma I Control 1 ;3-4-0 Adopted; 4/25 1 Revised: 5/2S/95 Re ViSed �1 Revised; 12110101 RavIsed= 1/27/05 Revised: 1/SJO$ Revised; 1/24/13 R-2VISed= 11/21/1� Revised: 3/24/115 f in d � 1111 17 Ravi5ed� 07/2 3/2-0 RlLw ISed= 06 /2-4/2-1 19 L-A r-I 4 ww tp>w r) U) E-1 t-, I M r- M C; z C H z A 4 r%1 47 En q) • ri W C4 Lf} q) Lf) �-I H < 0:� 4O A u U Q4 w W: U) 134 IP4 W: LO •IOL4 =w P W 11 0� C I fls u 0 LO C6 cu �F-i 0 b) 0 Y � � a N F H a s u rl m IFE1 H zz rlulol 93 0 4 E1 Ul �D r-I H r F-I 0 0 w w u �4 x -H H H H H H H 1-4 r-I C) 00 r- 4o CD CD i Q { %1 r- CD r'1 i Q I W x.o r r) r rl w r- M em r 4n 0 Lr) ED In f T } rT ] %-P r- C- I� C� KLV C' C� C' r-T C] N to Lf7 Ln Ln L r Ln ur� N rq Lr� N N rq rq rl rl r-I r-I rl r-I TA r-I TA r-I r-I T'1 r1 r1 IL- E* -:r OD 04 04 w m w OD 04 w m m .0 r-I r-I 17%j N N M N C1 N m N N Lf i to m Ln Ln L r Ln L r to un Lid Ln Ln CD CD CD m m cJ w 0 -�Jp 0� v -:r r- CD [� 1� CZ! r1 T4 M M M 0-)ED em-� M doNr` C- w %D LO r-I a% LO to Ln Q cn m to N m F q LC) 0 t Lr) i U-1 F i i .4 rT l " F r-L i " F 0 F r6' i 0 F Ur i KD F F` i 0 F 0 F 6' q M t i rr) t M ko r-i 1- :-i c" rq %,D NO CD NO m %,D M f1 Ln L� I' I r1 r-1 r-i T 4 rl TA rl rFJ3 Ch CD TA � OD RM r- r- ti ti ti t 1"I � r� �+ f 142 ' �>> ri a > > > > Fa > > a O> a � > a a > a m I 0rzz >,rzz0 z ad z z z cz 2 m z z < pl:� z 4 w -r-I H H W H H H H E-1 4 H H -rl H 4-J H [-I E-' H E-4 0 E-P LO 0 ID 0 ad 0 4-) 0 0 0 0 � #� 'n � :> h do � � F,9 E♦ - rl E-1 r-I iD ,--1 r1 - A r-I r-I r'1 ," 1 � T'1 r1 T'1 --I , q ,-'1 dz T4 --1 0-1 ::q r1 a! 414 r-I r1 E-I r-I r1 r1 r1 r1 F1 a1 i'-1 r-I r-1 E-I W r-I r1 E-I f-1 r-I Ei E 4 4.J r1 H p � 0 z z P. 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" N m"-;' ,--1 r-I r-I TA --1 rl r-I TA rl rl r-I TA -i rl r-I r 11 i L)U(i uuU(i UL)U4� r)C� r� 4� Qn F�-rL-r�r�F�LrL-r�r�F�%rL-r"r-F�6r�Lr�r�F�L r-I r-I r-I TA r-I r-I r-I TA r-I r-I r-I r-I rl rl r i r l rl HHH HHHH HHHH HHHH HH HHH H............. owcdd M[Zadd mWadd mll�fldd mw aQf:IQ Hamm r� >>> >>>> > >>> > > kDWkDkokDWkDkokDWkDkokDWkDkokD P-I r-1 r4 +••1 r-1 r-1 P4 ,•-1 r-1 r-1 P4 4.1 r-I r-1 r-I " r-1 Lo r-I r-I r-I ,--1 r-A r-A r i ,--1,--1 r-I rl ,--1 r-I r-I rl ,--1 rl TA Cu k qn 0N RLO H Lo r-I 0 w 9 H E4 M E4 FL- PQ ;r € %3 m Q 0 qn r-I Lo 0 ,--1 0 cn H CD Ln CD H DA 4 Ln Ln 44 r` C4 N Ln ED 0 Lid -i 0 In CD r-I i 0. J Director's Reports. June 2021 End -of -Year Work Closing out fiscal year 2021 has been interesting, and has included some unusual challenges when compared to other years. Our expenditures drifted a bit throughout the year as we purchased the things we needed to get staff and patrons through the pandemic, and some lines are goi rig to end up overspent Idle others are under pent (this is normal, but the amount of variance on some lines will be larger than usual). We had a modest reduction in our operating budget at the beginning of the year (as did ather City departments) and eJected to offer mailing as a way to receive Folds for a significant portion of the year; both of these factors had are impact, as well. Dellis Kerns stared as the Administrative Services es oordinafor in April, and while she came in with extensive administrative experience and a mastery of budget work, she is stil I learning our systems and our budget process, so we're working through each step as it cornes u p . We are on track to finish the year with are appropriately balanced budget- I Gontinue to monitor this closely and will provide more details at next r- oath's meeting. Masking rig Masking continues to be a topic of discussion at the Library. While comments from the community directly to me have decreased in number since ray last report, they have increased in length and passion. More people are asking for follow-up communication and justifications for our current requirements, and it feels like proportionally more people are coming into the conversation angry about be i rig asked to mask. Staff re po r't continued questions and comments from patrons, but feel equipped to handle the vast majority of these conversations on the public floor without significant issue. I continue to feel our masking requirement IS fair, reflective of appropriate c i e nce, and a positive practice for the whole community, but I am also comfortable with the planned end date of July 1, which aligns us with City practice and provided ample time for most eligible adults interested in receiving a vaccine to do so. I are curious to see what bind of community feedback we receive after moving from required to recommended- As always, I appreciate hearing from patrons on this issue, even if they are upset or disagree with our practicer Each and every comment helps us plan and evaluate our process. Phase 5 Updates As we have been discussing, we are actively planning our next steps of reopening, s we move toward Phase 5—which will be where we "fully open !11 age i n— a he ve :30 been working closely with staff to ensure we are all ready and trained to add services_ Our working tirneli rye is as foil s_ Starting July 1 • Masking expectations change from Lrequired'� to "requested" building -wide (for staff and patrons in the building and on the Bookmobile); we Will continue to offer masks at entry points and strategically throughout the bu ilding • Some furniture returned to public floor (department managers' discretion) • Expand to resume evening hour • Drop time limit and capacity bU11d ing-wide (arid on the Bookmobile) • Open Meeting Rooms • Staff wi I I not be a xpe cte d to com p I ete se If -scree n i n g o r to m pe rate re c he c ks before their shifts StartingAugust 23 (to align i th back -to -school) f In -person programing resumes (as practical; we do not plan to end all virtual programs immediately) Volunteer program resumes (depending on input from Volunteer Committee, response to volunteer surveys, and needs of the Library) Reopen Teen Center Reopen Digital Media Lab In -Person Meetings Update City Council has requested that moving forward, all Board and Commission meetings be recorded with video and audio to be archived. While Boards and Commissions are meeting via Zoom, this is relatively easy to do, since Zoom has an integrated recording system. The Airport Commission held an in -person and Zoom hybrid meeting early this month, but I believe all other Boards and Commissions Continue to meet virtually. Once the Library Board has an idea of when they would like to transition to in - person or hybrid meetings, we can work with Brent and the IT team to ensure our spaces are ready to go. As discussed, a might need to relocate from the Board Room into an a Ite mat ive space that allows for more effective recording - :3 1 Big ThankslBoard Transitions As the Board terms for Wes Seary, John Beasley, and Monique VVashington come to a close, I want to express my deepest thanks for your service to the Library and the community. Each of you brought unique skills and talents to the board room and each of you have positively impacted the ways l P L serves the community - You shepherded this organ iZation through its first director change since 1994, a global pandem i s and a dere ho.. , and that's j u- t si nee 2019. On a personal note, I wart to thank you for making me feel welcomed and supported as a new director for I P La for entering into hard and complex conversations about community reeds and aspirations, and for making our meetings productive and meaningful- The Library is a better agency because of yo u r work. Traditionally, there has been a board dinner held after a regular meeting in the summer ar early fall to recognize the outgoing and incoming Trustees- I respectfully request that we take a few minutes to talk about options for this year's evert during the June meeting, Respectfully Submitted, EIs orth Carman :32 Chi Id ren-s Semi ces Fie port Prepared for the Iowa City Public Library Boa rd of Trustees, June 2021 meeting By Angie Pillklington, Ch i ld ren's Service 5 Coordinator Summer Reading Our All Ages Sumer Reading Program, "125 Years of Stories", has officially Started! We are off to a good start with over 1052 people signed up in the first two weeks. Our first week of i n-the- par k library shows er i� very well received. We have 121,121 books left to read to hit our carnm u nity goa I of read inn 125,000 books th-IS 5UMMerM Make ur i n-up for the Summer Reading Frogs m a rid hel p us hit ou r goal for our 125th Anniversary! e also had our community's very first permeant BookWalk install-ed in Willow Creep Farb. In partnership with Iowa City Parks and Recreation and the Iowa City Public Libra r V Friends Foundation to celebrate 125 years of Library Service people of all can now stroll along the path between WII10 Creel Park and Ili a ns park and read the book, Creekf 'ndin L A Tirue Story, by I o a C ily Iota I s Jacqueline Briggs Martin and Claudia McGehee. The BookWalk will feature a new book every rnnnth want to thank Patty and the Friends Foundation for their ha r d work a rid fi rya racial rnntribUtions for all of our summer programs, BookWalk, prize books and grand prizes for the Summer Reading Program. Without their don moos our program would not be -as ,5ucces5f u I a5 It i S ! New Staff Over the past year three of nu rlong ti rye Hourly Li bra rians have decided not to retu r-n, Debb G reen (former Childran'rs Coordinator), Victoria Wa Itnnx a nd Amy Ch i Idress. Becky Da n nen berg, ou r Child ren's Library A-55istant was promoted to -Sen for Li bra ry A5si.5tant in Com mu n ity and Access Services. Wh ile we are sad to see them go we are happy to welcome nu r- new Li b r ary Assists nt Raq uel McKay a nd Hourly Li b rarians+ Fa rig Wang, Roxy Ru nni MacKay and Amanda Choi. e have a Iso welcomed two new PrQgram Aides, CIa ire Edwards and M is Kueh n and our new grad uate Intern, Maggie Da rn bro. The next time you a re in., your may see many new faces, so make sure to say Hi and introduce yourself! :3:3 dh NIP * p r - L Ah • - �. r P. a 1 _ dL f # fOil L - 1 -P W r 4 i dp 1 + ■ ' ' PF1 + � L ■ � F tidmL f r � J J i� ■ OWi � ■' L a f F� T _ di10. , f `� - r. _ - 1 _ y 1 .-1 ■� - M■ r r19-6 4 - + 6 z - ! T1111F - * ' ' 4. 0 , � •_ iF T .i ■ i 1 -� T r f ' J•'■� I f 7 ■•r -�y ir 1p AL %OL Ipp ookWalk 1 A a _ _ .••r 1 IN.. - mph, 1 1 n 6 .J ti T! i L 1� � 1 1 { 1 % �44 *Z O L�Fyp 1� L a ..`` .� Yp �7 I R 1 1 1 ~1 1 J } ti '• 4 �47iF � a 1 _' d6 'IL •F i ' ' i}1 _ i'J` 1 T Cn I I ecti ors Services Department Report Prepa red for the J urge 24, 2021 Meeti ng of the Iowa City Pu b lic Li brary Board of Tru,5tees Anne Mangano, Collection Services Coordinator Cor I I ecti on U p dat-e5. H I iday Books This month we are wrapping up the first phase of a major re Class IfiCadon project in the Ch i Idren"s Room. Previously, we had a sepa rate holiday section that high lighted t six hollidaySL a lentine'5 D-ay, Easter, Ha Ib sen, Thanksgiving, Hann kka h, and Chr-15trna5r Ou r goal th is year was to make our h0liday collection ref the diversity of our com munity aninclusive of the many h0lidays celebrated by our patrons. To accomplish this, we decided to move these items back within the nonfiction collection, The ref ore, all holiday book-5 would remain together within the J390 section., the Dewey number for hol idays_ Browsers wl II sti I I all of the books on an individual holiday shelved together, but placed within a larger holiday nonfiction section To aSSISt the patron at the shelf, we -applied new, eye-catching genre labels to the spines for each holiday, This replaces the color -coded labeling system we previously used. We have completed the relabeling of the books in the old holiday collection and moved them to their new section. NeW �CP be is ho Ve been added to Mcoke b(0W-Sing ecuier. Our trek# step is to apply lubO.5 to high ryh t other hoo idays_ Our net step is to identify -an d affix g e n re labels to ite rnS on h o I id ays beyond those origi nal S iX represented. We hope to fi nish the project bV the end of J u 1y. This project involved many people fr orn different departments, including Facil ities, Ch lid ren's Services, and Comm unity a nd Acre ss Se rvi CeS Re m a m b e ri ng Lol Iy Eggers On February 26", we lea r ned that former I ibr a r y d i rector, Lol 1y Eggers, passed away. Lol 1y was instru menta I ire elevating the Library into the institu Lion it is today, She introduced ICPL to 5trate glc plan l i � � �r 1= i r� lcollection development methods, tracking lr� �tl'5ticsr Iri- r l day, a rid an on I i rye catalog. She built community support for the libr a r y levy as well as a new bu i Idling (the 1980 one, but her work laid the foundation for our current Ilibrary as ell )L She even wrote the hook on our history; A Century of Stories, To honor Lol Iy, we wanted to tel I her story, You can find our remembrance br ance at jcpf.ory. lofty, Many thanks to Melody D oraka AIyssa Ha nsona Beth F isher, a rid Ca relics Smith who worked very h i� r d to ma ke th is project possible, Welcome Olivia Waller Olivia Waller is a new Library Assistant ill in Collection Services, In her position, she will work on the Digital History Project, develop and teach classes related to local history and digitizaation.r and work on the H e I p Desk. We a re excited to have 01 i v i a on boa r d. :35 INFORMATION TECHNOLOGY REPORT TO THE LIBRARY BOARD (June, 2021) Brent Palmer., IT Coordinator Virtual Server Infrastructure Progress e r t he pa st f isca I ye a r, we have been rn a ki ng progress o n va r iou s p ro jests related to o u r V i rt ua I Se rver I nfra structure. The ove ra I I goa I of th is initiative i 5 to m ove away from hostl ng our own virtual environment. While there are significant advantages to continua using virtual environment furourservers, there are options we can take a d va ntage �f with gut ha i ng to maintain the servers ourselves. We v i rt ua li z e (see side ha r-) m ost of ou r se rve rs a rid eve n so m a non -server re so u rces on p rem i set which utilizes a fairly corn p I ica to d array of hardware- There are now many options for taking advantage of cloud -based v i rt ua E p Eatfo rr n s that eliminate the need for small or rncdiurn sized organizations such as the Library f turn having to purchase and maintain these h;ardvva re systems. Because of the scale of the cloud computing options, there ar-e opportuniti-e:5 for significant 5aving5.In addition to cloud providers, we also have opportunities to use sevi rces provided by the GtV IT department. After- evaluating a va r-iety �� � �tio n.5 a i7 d providers, we settled on a hybrid approach rather than are all -ire -ore solution - Windows Services On a of t he b i ggc 15t ste ps Is to move o u r W1 redo :s-base d Dery i cc 15 f rn a i I, p ri nt i ng a n d authentication) over to the City. Allowing the city to tale over the -ad r n i n Ist ra do n of these services would eliminate the duplication and have the added benefit of allowing eta f f to co n ne ct to of h a r c i ty depa rtments mo re ea s i I V. D u e t o of her prig ritiesr the City's IT department was notable to do complete the migration this fiscal yEar. We ti I I hope to make that t ra n pit ion ea rl. i n the next fiscal year. File -Services We have corn p I eted m igrat i on to a loca I Network Att a c bed St o rage (N AS) a r-r-ay. . Th e m igr at i on vva 5 a m u Iti-ste p pro-ce s s of rnov i n g rec u r-ce s o n sh a -red d rives to the n e W server eaIgo adopted the use of DryeDriVer a cloud -based file storage option that co rnes w i t h o u r M i s rn Soft 3 6 5 su bsc ri pt ion, for use r- I evel f i le storage. One Sierra Migration Another phase of this project included the migration of our I ntegrat8d Library System (ILS) to the City's virtual environment. Historically, the physical machines that run the LS s-oftwa re have been Io-ca to d here at the Library. Our servers had gotten to the point where they would need to he replaced. For the same reasons that it r Lo longer r n a ke !� se n se to maintain the virtual hosting platform, it no longer rn ade sense for us to continue purchasing ph y5ica I hard a re for the. ILS. Although our vendor off a rs clou d host i n g c�ptio ns., it a ppc a rs th at it woo Id be m uch mo re ex pc n stove t ha n usi rig t he City's hosting options. And given the e ;< i s t i ng f i ber connections between us, there woo Id be n o I aten cy for the communication back a nd forth. The transition to the new Vi rt u a I system was completed in late March and went very smoothly with very few humps, Web Services Our web services are the one area that we aim to mGve ful ly to a cloud hotting plat fo rrn . A Ith o ugh we have begu n preps ra t i o n s, we we re n of a ble to com plete t hat stage of the trans tion- This is planned for FY22 . I RTUALI ZATION - :3 f? Development Office Report Prepared for this Board of Trustees I o-a City Pu blip Li b rary by Pa tty M cCa rt h yr D i re ctor of Deve Io pme nt June 24, 2021 Book End Reopening It's exciting to he working with the Book End Committee of the ICPL Frriends Foundation Board to re -open the Book End store next month. While s firm date has not been d et a rrrn i ned as of this writing, we are hopeful it will be soon. For now, the plan is f o r weekday hours only because t hays when we are in the DieveIoperat Office and available toassist our volunteers as needed. Evening and weekend hours will be added when additional volunteers are recruitied. Custornei-5 who visit while the store i's closed will continue to he able to -shop at the -Book Nook �-helveson the library'5fim floor near the. Delp Desk. THE A survey of volunteers last month brought the happy news that the majority of the Book End volunteers are will III rig to rear rn to th e i r -s a Ie!s roles. The 15u rvey a I so I et u s k now th at th ey too a re t h i n ki ng a ho ut he a It h a rid s a fety . P I ex i gI a ss is i n place on the desk at the store, and volunteers will be we is orn 8 to wear a mask over their rose and mouth during their shifts. Masks wIll be recommended for customers too. Other changes include removing the "spinners' which held small p a pe rback boo ks, a n d com pact d i scs (CDs) to m a ke roo rr f o r a ca rt to a cr-e pt do rated items., a n d a to h I e fu r cu stomers to hag t hei r- p u rc has es. The u plots 5 mean I e s-5 handling of ite rn s except by the -customers. Small paperback books will only be stocked on the first floor Book Nook 5hclvc5, And afters lot of thoughtful discussion, the Book Erid Corn rn itte e d added to discont i n u e sa I es & rn u si c CDs beca u se t Isere is no I on ge r a h ig dams nd for the fo rr n at. Books o n disc w i I I nonti n u-e to he so I d, A nd do n a t i n -1 p a pe rbacks a rid C D s wi I I sti I I be accepte d. Oth e r p re pa rat i ores fo r reope n i n g inn lude new ha c kg ro u n d checks for a I I vo I u nteer-s befo re th ey ca n retu r rr as well as, creating a volunteer shift schedule, and o ffe ri nig retraining In Use of the store equipment and proc edur es. The Book End volunteers provide a wonderful service by giving their ti rn e and sharing their love of ICPL and re a d i rg with customers to promote sales of donated items. Those sales are an i m ports nt source of i n co rn e for the ICPL Friends Foundation. We lookforward to elco �i rg back our dedicated volunteers i�s well as Gusto rn a rs ! Thank You ! Your ve r-y generous financial contributions this year enabled the IC P L to offer services in new ways due to th a pa ndem ic. You r ge n-eros ity rn ea rat t he I i h ra ry co u I d o mail thousands of collection items to patrons and provide craft kit su ppi I e s for many months; o add hundreds of e600k!5and other online materials to meet community requests, o p u rchase h u nd reds of fa ce rn a ski -a n d of her oaf ety eq ii i pm e n t fo r pu bI i C a A staff use A s we wra p Fi s ca I Yea r 2021a p le ase k now th a t th a ti rne, to Ien t, tre a su re + a nd ca re t hat you gave this past year is greatly appreciated. It is a such a pleasure to work with you. Th crn k you! :37 1=21 Letters; On 6eed kw Chird-party candid:ate5, silence from IC suhcal:s Thankful for open libraries sTune 14 was the both anniversary of the opening of the "new" Iori Citv Public Library. I am thankful that we could celebrate that day with the library being fully open. Those were I ong months when the library was closed because of C'OIII-1. I am also thankful teat the Coralvili Public Library apened for circulation takeout and reference help months before the I CPL opened for takeout. I probably glad not been to the oralville library since the 2008 expansion and remodeling. I was quits pleasantly surprised that they issued an Iowa pity resident a borrowers' card over the phone — and they humored me whenever I asked if I still needed a passport to drive to Coral"'fle. I ivould also like to a&nv ledge two people who were instrumental in the opening of the newIoiva pity Public Libraryin 191: Lolly Edgers, whowas the librarVs director; and Carole deProsse, who, as an Iowa pity councilwoman, was a strong supporter of the library and the coordinatur of "A New Library for Everyone, " the sup essful bond referendum campaign in 197. Ga ry Sa n de ni;, Iowa City IOWA CITY PUBLIC LIBRARY 12 3 S. Li n n St, * Iowa G t , IA 52240 3 1 9-3 56 52 00 i cp I ,o fq BOARD OF TRUSTEES N n utes of the Electronic Regular Meeting DRAFT Electronic Meeting (Pur uantto Io a Coda Season 21.8) An electronic meeting was held because a meeting r n person was impossible or impractical due to concerns for the health and safety of board members, staff, and the public presented by COV I D- 1 9 . Members Present: Wesley Beary, John Beasley, Kellee Forkenbrock, Carol Kirsch, Robin Raetzold, Hannah Shultz, Derek John k, MoF1 i q ue Washington M e m be rs Abs ent: N c; ne Staff/Others Present: Noa Kirn, Dan Stevenson, Melody D or -a k, Terri Byers, EIs orth Carman, Mara Cole., Karen Corbin, Melcdy D nrak, AIyssa Hanson, Sam Helmick, Dail ie Kerns, Anne Mangano, Patty McCarthy, Jason PauNio5F Brent Palmer, Angie Pilki ngtonr AIyssa Hanson, Becky Dannenbergr Stacey McKim, ha n-a Riggi ns Call l ,sting to Order; Fire-51dent Bea ry ca I led the meeting to order -at 5:10 p, rn- A quorum was present, Public D'Iscusslon: Welcome to new Board members. Noa Kim spoke to being recently appointed and comes with 10 year's of I ibr a rV experience., currently, information technology being the focus. Noa Is looking forward to serving the community- Dare Stevenson spoke to being recently appointed and comes with preVIOUS board experience. Dart is a n eighth grade L S. History teacher. Items to be discussed: AFSC IVIE Agreement Overview and Changes - A F SCM E Agreement for July 12021 TO June 30 2-0 2 6 was presented to the Board for a p p r ova I and recorded vote- Anne Mangano and Terri Byers advised the Board of context, charges made, and the process which lead to Board presentation. Derek John k made the motion to approve the agreement as presented, Robin Pa etz o l d seconded. Motion carried on a recorded vote ; 8 AYE s 0 N AYs 0 Abstain 0 Abse ra t Beasley, Forken brook, Kirsch, Paetzold, Rockl in, Shultz, Wash i gton, Joh r k (AYEs). :39 Policy Review: 806: Meefing Room & Lobby Use - This is a regularly scheduled policy for review e and Board approval. Specific sections of the policy were advised by Sam Herrilick. The Library ml5sior{ defi n ition of private and party, and access to space as a community center were dMscussed and addressed. Director Carman advised he supports the recommendation by staff committee. President Beary recommended the Board approve the policy, with review in one Yearr Darer Job A made the motion to approve the pol icV as amended. Hannah Shy, Itz- seconded, lotion carried on a recorded vote: 8 AYEs 0 NAYs 0 Abstain 0 Absent., Beasley, Forkenhrock, Kirsch, Paetzoldr Rocklin, Shultz, Washington, Johnk (AYES). PaIicy Review,: 909: Ulb ra ry Use - A Memo was presented bV Jason Pau Iios to the Board for review. Item i II be added as old bu-sines to the lu ni�! 24 2021 board meeting agenda for - Board approval. Breakout sessions have been held and discussion of what could be done differentIV communicated. The staff Comm ittee is contin u ing to unpack the data and review former language, as wel I as, resew rch back to 2001- The benefits of the staff i n-service were iscu ss ed Torn Rocklin exited the meeting at 5:45 p, m- Fines and Fees Report - Di rector Ca rma n provided a n update to fires and fees data for Bcard review a rid d iscu-scion- Ca rman advised that COVID-related cha rages have impacted the long terra plans for exploring extending fire free throughout all collections. The current., though temporary fire -free model is working wel I and the core mun ity is -responding to it. The Library cou Id move forward to contin ue to gather data with -a scri pted plan as ,5 done for Ch i Idren's. There are early successes with a six-month analysis, however, lack full data due to OVI D-19 variables. Pr-esident Beasley recommended the Board revisit after more data is collected; continue fine free through the end of the fiscal year, ch ildren",5 5taysr but reinstitute Other'5 - can extend the timeframe to try to gather- data. Robin P-aetzold recom mended revisiting Dace summer has commenced. Discussion about positive corn mun ity response, pragmatic thoughts, and clew r val uable data col Iection took place- Ca rma n recogn izes the va Iue and has no regret suspend inn fines. Discussion ensued about the benefits and detriment of contin U ing to suspend or re-establish fines. President Beary recommended to the Board sorting through the Specifics of extending for however many months and setting a time frame, with a concrete proposal for Board a p p r-ova r; Option 1- Extend through August Option 2 - Extend to end of year Option 3- Reinstate as provi S ion ed Option 4 - Abolish entirely This item wil I he added as old business, a nd voting item, on the J u ne 24, 2021, meeting agenda. Phase Transitions and Mask Mandate Charges - Director Carman provided an update to COVI D-19 positivity rates, Phase 4 to S transitions, a nil mask rya ndate changes rega riling ICPL Reopening Gu idel ines. Ca rma n asked members how involved they would lire to be in operations concerning Phase 5, ith Iifking capacity and time IIMIts. Vaccine -availability and 40 learning more has helped. Carman advised will be ready for the tranSItion once staff is fully prepared. The Libra ry would I Ike to combi ne a n express model, yet, reestabl ish some seating - On or around July 1, the Library wou Id bring back even i ng hours, study rooms, a A have limited furry iture placed on pub1 is floors. Tra nS11tions in capacity, time limits, rnask mandates, and furniture positively moves into phase 5 and fulfills the benchmarks. The Library has autonomy and grounds to continue to enforce as Administration sees fit. Carman was asked to address masking phasing and fee IS iS the right ti me for all areas of the Libra ry. Ca rma n th-inks the Libra ry is ready to take a deep d ive and ma ke some chainges. With a paced ti nne with ,most of these items., C-a man moved i r nto addressing masking requ i rements. The City Ma rage r advised until July 1, Iowa City would like to coati nue to have staff and facilities r- aski n a u Iti mately, it is at the discretion of each department. most libraries have relaxed the mask ,mandate due to Libra ry Director and M unici pal d i rectiOn r Carman received rn-any commun ity complaints lost week, with none in the current week. Carman worries about staff having to experience this on the public floor. Carman sent a mask mandate survey to staff to gather information, 34 chose to stick with the current mandate and 36 chose should be a recommend or by request uest on IV. Ca rrnan read a few staff comments. Carman would like the J u Iy 1 roman date- however, understands staff stress in having to police the issue- The Board (--ontin ued to discuss the options, pros -arid cons of this confI icting issue. Staff burden and protection is a concern either way. Carman advise the CityManager's justification for the July 1 date was to allow adequate time to have a full vaccination cycle for staff and public. The recommendation from County Health is to continue to masks if possible. John Beasley advised observed Parks is not requiring patrons to wear, but staff is. Carman advised City Hall continues to be closed, and staff wear m a s kS r Parks, for example, saw pos hive compliance at the recent Fa r m e rV Market. It can be a confusing to know what the right answer is. Board members would like to follow the City Manager's direction, and have a special meeting, if necessary, to address. This item wi I I continue as old busineSS stern for the June 24, 2021r meeting. In -Demon Meetings - Old busi ne,5s item to di5cus,5 resuming ire -person Board meetings. -Staff recommendation with visua I diagr-a rns were provided. Truly hybrid meetings present challenges, but are an option. President Bea ry recommended a step and analysis approach This item W11I 1 continue -as an old business item. Carman will bring and update of what other City boards are doing to the June 24, 2 0 21x meeting. Staff Re p o rts: Director'rs Report - Carman invited questions and Corr meat-s, De pa r t me nta I Reports: Adult SerV ire S - p8 U I i 0.5 a 1.50 p roVid ed u p d ates rega rd i rig t he N ew Yo rk Ti Ws Community and Access Services - Helmick invited questions and comments and advised is proud of the team embracing Phase 5L 41 Development Office Report - McCarthy invited questions and spoke of the most recent fundraiser at Pagliai's Pizza, Iscellaneous - Noth i rig to Report Presidents Report - Beary again welcomed new board member and invited questions. Announcements from Member: None to Report. Cammittee Reparts: None to Report. Communications: A Thank you to the Child r en- s Department Staff was presented to the Board Consent Agenda: Derek Johnk made the motion to approve the consent agenda as amended - Hannah Shultz, secondedr Motion carried on a recorded vote: 8 AVEs 0 NAYs 0 Abstain 0 Absent Beasley' For-kenbrnckr Kirsch, Paetznldr Rocklin, Shultz, Washington, Johnk (AYES). Sel Agenda Order for June Meeting — President Beary communicated ftemsfor the June agenda: Develop ideas for the Annual Report CS, COL, IT r -pans Policy 809 - in progress Fine free - updates Update on city and board commission meetings Budget discussion — NOBU budget MOU between~ the Foundation and I CPL wil I be in the July packet Adjournment. Bea ry closed the meeting at 7:05 p. rn Respectfully submitted, Nellie Kerns Ad M i n i stra t ive Services Coord i n atc r 42 ads Iowa CITY 4%4W PUBLIC LIBRARY lows C ity EUla1 is L i bra ry Meeting Agendas and Other Significant Events AF RIL 22, 2021 Eledon of Of iiicer� Review 3rd Quarter Statii0cs and Fin annuls Poky Review, 7 : Cornmunity Relations 80-1 Event &a rd 804: Free Mat-erial!� Digtributinn 805: Display 816: Library A0008s for Sox OI`f riders mvicted of Sax Offan Against a minor Departmen(al Reports; CHI, CLS, IT J IDLY 22, 2021 Strategic Flare Update Review Board Afl nub I Report &pt NOW Fidget MemGra.ndu rrn of Agreement betwae r ICELFF and ICFL Review 4'h QuarterfAn nua I Slatisfics arid Fi-1 annals Folhoy Re view; TSD Departmental Reps; AS. CAS OCTO B EFL 28, 2021 Budget Dipstcussion Review 1 � Quarter Statistics aM Fiflancials Poky Revfsw. TBO Departmental Repot : CH _ C LS, I T MAY Vp =1 AFSCM F Agreement (pending City councA approval) President Appoints to Foundation Board Policy Review; 306. Meeting R-ocn and Lobby Use Da rtrn ewal Report: AS, CAS AUGUST 26, 2021 ilrategMc, Planning Update Policy Review: TBD Depa rtmental Reports: C H. CL $, 1 T N OVEMBER 18' 2021 Ap poi m Committee to Evaluate Director Policy Review; TBD Depa nmental Reports: AS. CA$ JUNE24,2021 Develop ideas tw Bcerd Annual Report PWky Rkw: B: Library Use Departmental Rep : CH, CLS, IT PTEMBER 23, 2021 Budget Discussion Policy Review. TBO De r#menla I Reps: AS, CAS r i::rr- 9P.FP is qn�i Policy Review: TBD Departrr onto I Rep CH, CL , IT OTHER; Inservice Day 12J10 Aril 2CL21 gpand eduIe 43 JANUARY 27, 2022 FES FEU ARY 24, 2022 MARCH 24a 2022 6-mon(h Stra teg is Planning U pda to Director Eval l.*Wn 1CY #�eV�W� TBD Review Quarter GoaWStatistiics -Ond Set Hours for Next Fig I Year DepaftentaI Reps; AS. CAS Appoint Nominating Commiftee iCy I LW. Policy RoviewTW Departmental Reports: : CAS Depa rtment;31 RepD s= CH, CILS. IT Aril 2CL21 gpand edu1e 44