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Home My WebLink About08-26-2021 Library Board of TrusteesIOWA CITY f! PUBLIC LIBRARY 123 S. Linn St. •Iowa City, IA 52240 319-356-5200 • icpl.org LIBRARY BOARD OF TRUSTEES August 26 2021 Formal Meeting - 5:00 pm Carol Kirsch - President Tom Rocklin - Vice President Derek Johnk - Secretary Kellee Forkenbrock Daniel Keranen Noa Kim Robin Paetzold Hannah Shultz Dan Stevenson 1. Call Meeting to Order 2. Public Discussion 3. Items to be discussed A. Johnson County Public Health Updates Comment: COVID Best Practices Update. Presenter: Susan Vileta B. 4th Quarter Statistics and Financials Comment: This is a regularly scheduled agenda item. Board action required. C. End of Year Report - FY21 Comment: This is a regularly scheduled agenda informational item. Board action not required. D. Strategic Planning Update Comment: This is a regularly scheduled agenda item from the July meeting. Board action not required. E. Policy Review: 801 Circulation and Library Card Policy Comment: This is a regularly scheduled agenda item. Board action required. 4. Staff Reports: A. Director's Report B. Departmental Report: Children's; Collections; Information Technology C. Development Office Report D. Miscellaneous 5. President's Report 6. Announcements from Members 7. Committee Reports 8. Communications A. Article Area libraries welcome patrons back with no restrictions B. Thank you from UI DeGowin Blood Center 9. Consent Agenda: A. Approve Minutes of Library Board of Trustees July 22, 2021 regular meeting B. Approve Disbursements for July 1 TO July 312021 10. Set Agenda Order for September Meeting 11. Adjournment 2 QW10 IOWA CITY rjW PUBLIC LIBRARY Iowa City Public Library — Board of Trustee Meetings Agenda Items and Order Schedule FY22 AUGUST 26 2021 SEPTEMBER 23 2021 OCTOBER 28 2021 Strategic Planning Update & Budget Discussion Budget Discussion Reporting Discussion Policy Review: 502 11t Quarter Statistics and Departmental Reports: CH, General Library Personnel Financials - Review CLS, IT Policies(AD) Policy Review: 103 41h Quarter/Annual Statistics Policy Review: 503 Membership in Community & Financials — Review Admin/Confidential Policy (AD) Professional Organizations (CAS) FY EOY Reports Policy Review: 801 Circulation and Library Card Policy Departmental Reports: CH, CLS, Policy Review: 801 (CAS) IT Circulation and Library Card Policy (CAS) Departmental Reports: AS, CAS Special Events: Pride Parade 10/2 Special Events: ILA Conference 10/6-10/8 125th Anniversary 9/12 Homecoming Parade 10/15 https://www.icpl.org/calendar Book Festival 10/18 https://www.icpl.org/calendar NOVEMBER 18 2021 DECEMBER 16 2021 Appoint Committee to Departmental Reports: CH, CLS, IT Evaluate Director Policy Review: 813 Unattended Children (CH) Policy Review: 817 Alcohol in the Library Policy (CAS) Departmental Reports: AS, CAS Special Events: Staff In -Service 12/10 3 ICPL BOARD MEETING SCHEDULE 2021.08.16 JANUARY 27 2022 FEBRUARY 24 2022 MARCH 24 2022 Strategic Planning Update Director's Evaluation - PIP Policy Review: 505 Volunteer Policy (CAS) 2"d Quarter Goals/Statistics Set Hours for Next Fiscal Year Financials - Review Policy Review: 814 Appoint Nominating Committee Library Copyright Policy (AS) Departmental Reports: AS, CAS Departmental Reports: CH, CLS, IT Departmental Reports: AS, CAS Special Events: Children's Event APRIL 28 2022 MAY 26 2022 JUNE 23 2022 311 Quarter Goals/Statistics Appoint Bylaws Committee Departmental Reports: CH, CLS, Financials - Review IT Policy Review: 806 Departmental Reports: CH, Meeting Room and Lobby Use CLS, IT Departmental Reports: AS, CAS 4 ICPL BOARD MEETING SCHEDULE 2021.08.16 IOWA CITY :j:5 s!'UBLIC LIBRARY FY21 Circulation by Area & Agency 15T Q 2ND Q 6 MO 3RD Q YTD LYTD % CHG Iowa City General Iowa City 78,347 91,172 169,519 102,442 430,978 563,352 -23.5% Downloads + Streaming 73,265 75,260 148,525 78,485 291,250 269,288 8.2% Temporary 27 4 31 44 112 315 -64.4% Public schools 0 0 0 0 0 77 -100.0% Private schools 0 0 0 0 0 392 -100.0% Preschool/Daycare 59 160 219 169 744 2,589 -71.3% Non-profit organizations 0 0 0 0 158 405 -61.0% Business 0 0 0 0 13 12 8.3% City departments 2 0 2 15 17 5 240.0% State/Federal agencies 0 0 0 0 0 1 -100.0% University of Iowa departments 0 0 0 0 0 0 0.0% At Home 1,550 1,460 3,010 1,748 6,916 4,401 57.1% Interlibrary loan 524 486 1,010 538 2,045 1,335 53.2% Deposit collections/Nursing Homes 99 274 373 478 1,751 553 216.6% Jail patrons 150 582 732 894 2,311 2,937 -21.3% Total Iowa City 154,023 169,398 323,421 184,813 736,295 845,662 -12.93% Local Contracts Johnson County General 6,826 9,076 15,902 1Q791 42,248 53,970 -21.7% Downloads 7,539 7,232 14,771 8,126 30,563 25,709 18.9% Preschool/Daycare 0 0 0 0 0 0 0.0% At Home 12 19 31 15 78 49 59.2% Total Johnson County 14,377 16,327 30,704 18,932 72,889 79,728 -8.6% Hills General 292 388 680 339 1,394 2,169 -35.7% Downloads 231 158 389 120 613 739 -17.1% At Home 0 0 0 18 27 0 0.0% Total Hills 523 546 1,069 477 2,034 21908 -30.1% Lone Tree General 528 616 1,144 546 2,543 2,799 -9.1% Downloads 96 93 189 91 359 383 -6.3% At Home 0 0 0 2 4 0 0.0% Total Lone Tree 624 709 1,333 639 2,906 3,182 -8.7% University Heights General Downloads At Home 1,064 1,817 0 1,404 1,277 0 2,468 3,094 0 1,925 1,164 0 7,276 5,434 0 8,269 3,510 0 -12.0% 54.8% 0.0% Total University Heights 2,881 2,681 5,562 3,089 12,710 11,779 7.9% Total Local Contracts 18,405 20,263 38,668 23,137 90,539 97,597 -7.2% 5 Page 1 FY21 Circulation by Area & Agency 1ST 2NDQ 6MO 3RDQ YTD LYTD %CHG State Contract Reciprocal/Open Access Johnson County Libraries Coralville 4,098 4,288 8,386 4,730 23,722 42,662 -44.4% North Liberty 2,927 3,364 6,291 4,682 17,815 21,396 -16.7% Oxford 37 27 64 21 180 160 12.5% Solon 388 362 750 473 2,524 3,281 -23.1% Swisher 18 0 18 0 31 246 -87.4% Tiffin 288 560 848 645 2,681 3,678 -27.1 % AIM Downloads (None from North Liberty or Coralville) 5 0 5 0 10 20 -50.0% All Other Libraries Adel 0 1 1 0 20 0 0.0% Ainsworth 0 3 3 4 8 23 -65.2% Albia 0 0 0 0 1 0 0.0% Altoona 0 0 0 0 0 0 0.0% Ames 0 0 0 0 0 16 -100.0% Anamosa 18 0 18 6 41 99 -58.6% Ankeny 15 0 15 0 15 146 -89.7% Atkins 0 0 0 0 0 56 -100.0% Belle Plaine 0 0 0 0 0 1 -100.0% Bennett 0 0 0 0 0 14 -100.0% Bettendorf 0 0 0 8 12 31 -61.3% Birmingham 0 0 0 0 0 66 -100.0% Blairstown 0 0 0 0 0 0 0.0% Bloomfield 19 116 135 130 349 334 4.5% Boone 0 0 0 0 6 5 20.0% Brooklyn 0 0 0 0 0 1 -100.0% Burlington 1 0 1 0 2 75 -97.3% Carroll 0 0 0 0 0 0 0.0% Cascade 0 0 0 0 0 0 0.0% Cedar Falls 13 5 18 25 73 178 -59.0% Cedar Rapids 170 147 317 156 1,133 3,644 -68.9% Center Point 0 0 0 0 0 0 0.0% Central City 0 0 0 0 0 0 0.0% Chariton 0 0 0 0 0 0 0.0% Charles City 0 0 0 0 0 0 0.0% Clarence 0 0 0 0 0 23 -100.0% Clinton 0 0 0 0 0 0 0.0% Clive 0 2 2 0 2 0 0.0% Coggon 0 0 0 0 0 0 0.0% Columbus Jct 8 5 13 0 19 476 -96.0% Conesville 0 0 0 0 0 92 -100.0% Cornell College 131 166 297 35 507 1,857 -72.7% 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 0.0% Davenport 1 1 2 10 18 150 -88.0% Decorah 1 0 1 0 2 10 -80.0% Denison 0 0 0 0 0 0 0.0% Des Moines 0 0 0 0 0 37 -100.0% Donnelson 0 0 0 0 0 0 0.0% Drake Community Library 0 0 0 2 2 0 0.0% Dubuque 0 0 0 0 0 18 -100.0% Dunkerton 0 0 0 0 0 34 -100.0% Earlham 0 0 0 0 0 0 0.0% Eldon 0 0 0 0 8 40 -80.0% Elkader 0 0 0 0 0 0 0.0% Ely 0 0 0 11 36 160 -77.5% 6 c WwnPovu\o.miw •u ova\w•om•.u\aPon Page 2 FY21 Circulation by Area & Agency 1ST 2NDQ 6MO 3RDQ YTD LYTD %CHG Estherville 0 0 0 0 0 0 0.0% Fairfax 0 0 0 0 0 233 -100.0% Fairfield 6 3 9 3 78 883 -91.2% Fort Dodge 0 0 0 0 0 6 -100.0% Fort Madison 0 0 0 0 0 3 -100.0% Gilman 0 0 0 0 0 41 -100.0% 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 -100.0% Grinnell 0 0 0 0 13 58 -77.6% Guthrie Center 0 0 0 0 0 0 0.0% Hedrick 0 0 0 0 0 0 0.0% Hiawatha 2 0 2 111 609 70 770.0% Independence 0 0 0 0 0 0 0.0% Indianola 0 0 0 0 0 0 0.0% Johnston 0 0 0 0 0 0 0.0% Kalona 165 160 325 337 1,224 3,267 -62.5% Keokuk 0 0 0 0 0 1 -100.0% Keosauqua 0 0 0 0 0 50 -100.0% Keota 12 26 38 18 66 261 -74.7% LeClaire 0 0 0 0 0 0 0.0% Letts 0 0 0 0 0 0 0.0% Lisbon 0 4 4 9 22 35 -37.1% Lowden 37 31 68 0 154 245 -37.1% Manchester 0 0 0 0 0 5 -100.0% Maquoketa 0 0 0 0 0 8 -100.0% Marengo 98 86 184 93 608 837 -27.4% Marion 28 14 42 38 192 301 -36.2% Marshalltown 0 0 0 0 0 4 -100.0% Martelle 0 0 0 0 0 14 -100.0% Mason City 0 0 0 0 0 21 -100.0% Mechanicsville 6 34 40 4 78 44 77.3% Mediapolis 0 0 0 0 0 10 -100.0% Milford 0 0 0 0 0 0 0.0% Montezuma 0 0 0 0 0 27 -100.0% Monticello 0 0 0 0 0 0 0.0% Montrose 0 0 0 0 0 38 -100.0% Morning Sun 0 0 0 5 9 26 -65.4% Mount Pleasant 2 4 6 3 20 100 -80.0% Muscatine 34 4 38 25 147 457 -67.8% Nevada 0 0 0 0 0 0 0.0% New London 0 0 0 0 0 11 -100.0% Newton 0 0 0 0 0 0 0.0% North English 10 10 20 3 43 439 -90.2% Norway 0 0 0 2 3 46 -93.5% Odebolt 0 0 0 0 0 6 -100.0% Oelwein 0 0 0 0 0 0 0.0% Osceola 0 0 0 0 0 0 0.0% Oskaloosa 0 0 0 0 0 13 -100.0% Ottumwa 0 0 0 0 0 4 -100.0% Pella 0 0 0 0 0 0 0.0% 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 0.0% Riverside 172 251 423 498 1,637 2,028 -19.3% Robins 0 0 0 0 0 0 0.0% Rockwell 0 0 0 0 0 0 0.0% Scott Co (Eldridge) 0 0 0 0 0 14 -100.0% Scranton 0 3 3 2 8 9 -11.1% Shellsburg 0 0 0 0 0 0 0.0% 7 c w,n -W-Prw P1 Page 3 FY21 Circulation by Area & Agency 1ST 2NDQ 6MO 3RDQ YTD LYTD %CHG Sigourney 0 0 0 0 3 0 0.0% Sioux City 8 0 8 0 8 58 -86.2% Sioux Rapids 0 0 0 0 0 3 -100.0% South English 4 0 4 0 10 27 -63.0% Spirit Lake 0 0 0 0 0 5 -100.0% Springville 0 0 0 0 0 2 -100.0% Stanwood 0 0 0 0 0 0 0.0% Tipton 84 114 198 56 394 805 -51.1% Toledo 0 0 0 0 0 4 -100.0% Traer 0 0 0 0 0 2 -100.0% Urbandale 0 1 1 0 8 50 -84.0% Van Horne 0 0 0 0 0 0 0.0% Van Meter 0 0 0 0 0 0 0.0% Victor 0 3 3 18 54 210 -74.3% Vinton 27 42 69 26 119 0 0.0% Wapello 0 0 0 0 0 0 0.0% Washington 150 349 499 577 1,774 1,715 3.4% Waterloo 0 0 0 0 36 13 176.9% Waukee 0 0 0 0 0 3 -100.0% Waukon 0 0 0 0 0 6 -100.0% Waverly 0 0 0 0 0 2 -100.0% Wellman 88 79 167 111 501 1,040 -51.8% West Branch 460 485 945 650 2,451 5,195 -52.8% West Des Moines 0 0 0 0 3 1 200.0% West Liberty 358 303 661 434 1,680 2,260 -25.7% What Cheer 0 0 0 0 3 3 0.0% Williamsburg 111 193 304 323 851 2,018 -57.8% Wilton 56 14 70 88 493 1,015 -51.4% Winfield 0 0 0 0 7 86 -91.9% Winterset 0 0 0 0 0 5 -100.0% Winthrop 0 0 0 0 0 0 0.0% Zearing 0 0 0 0 0 0 0.0% Undefined Open Access 8 30 38 12 63 74 -14.9% Total Recip/Open Access 10,064 11,290 21,354 14,384 62,586 103,252 -39.4% Total Circulation 182,496 200,951 383,443 222,335 889,432 1,046,511 -15.0% (including E-Downloads, not in-house) Percent Iowa City 84.4% 84.3% 84.3% 83.1 % 82.8% 80.8% 2.4% Percent Hills 0.3% 0.3% 0.3% 0.2% 0.2% 0.3% -17.7% Percent Johnson County 7.9% 8.1% 8.0% 8.5% 8.2% 7.6% 7.6% Percent Lone Tree 0.3% 0.4% 0.3% 0.3% 0.3% 0.3% 7.5% Percent University Heights 1.6% 1.3% 1.5% 1.4% 1.4% 1.1% 27.0% Percent Reciprocal/Open Access 5.5% 5.6% 5.6% 6.5% 7.0% 9.9% -28.7% 100.0% 100.0% 100.0% 100.0% 100.0% 0.0% Iowa City 154,023 169,398 323,421 184,813 736,295 845,662 -12.9% Local Contracts 18,405 20,263 38,668 23,137 90,539 97,597 -7.2% Open Access 10,064 11,290 21,354 14,384 62,586 103,252 -39A% In-house cards (staff use) 1,118 1,546 2,664 2,563 6,351 8,851 -28.2% Undefined Other 4 0 4 1 12 0 0.0% Total Spreadsheet 183,614 202,497 386,111 224,898 895,783 1,055,362 8 Page 4 a� IOWA CITY f� PUBLIC LIBRARY FY21 Circulation by Type & Format Category YTD % Total Last YTD 12 Months % of Total % Change Adult Materials General Fiction/Fiction Express 66,169 10.5% 69,823 9.2% -5.2% Mystery 21,278 3.4% 23,237 3.1% -8.4% Science Fiction 11,002 1.7% 12,971 1.7% -15.2% Book Club Kits (10 items per kit) 47 0.0% 35 0.0% 34.3% Young Adult Fiction 14,811 2.4% 14,382 1.9% 3.0% Comics 16,456 2.6% 23,145 3.1% -28.9% Large Print 7,556 1.2% 8,335 1.1% -9.3% Books in Other Languages 223 0.0% 757 0.1% -70.5% Total Fiction 137,542 21.8% 152,685 20.2% -99% Express/Nonfiction 295 0.0% 2,380 0.3% -87.6% Large Print Nonfiction 919 0.1% 1,172 0.2% -21.6% 000 - General/Computers 1,740 0.3% 2,558 0.3% -32.0% 100 - Psychology/Philosophy 6,455 1.0% 8,870 1.2% -27.2% 200 - Religion 3,610 0.6% 5,259 0.7% -31.4% 300 - Social Sciences 14,508 2.3% 16,094 2.1% -9.9% 400-Language 814 0.1% 1,772 0.2% -54.1% 500 - Science 4,421 0.7% 5,039 0.7% -12.3% 600 - Applied Technology 25,502 4.0% 28,114 3.7% -9.3% 700 - Art & Recreation 13,318 2.1 % 15,369 2.0% -13.3% 800 - Literature 6,849 1.1% 6,780 0.9% 1.0% 900 - History & Travel 11,348 1.8% 13,802 1.8% -17.8% Biography 6,679 1.1% 5,650 0.7% 18.2% Magazines 2,923 0.5% 3,966 0.5% -26.3% Total Miscellaneous 2,923 0.5% 3,966 0.5% -26.3% Total Adult Print 236,923 37.6% 269,510 35.6% -12 1%a Art to Go 616 0.1% 1,293 0.2% -52.4% DVD (Movies/TV) 76,689 12.2% 146,774 19.4% -47.8% Express/DVD 340 0.1% 13,039 1.7% -97.4% Nonfiction DVD 6,404 1.0% 10,491 1.4% -39.0% Fiction on Disc 3,413 0.5% 7,715 1.0% -55.8% Nonfiction on CD 1,515 0.2% 3,687 0.5% -58.9% Compact Disc (Music) 12,701 2.0% 25,516 3.4% -50.2% Young Adult Video Games 3,402 0.5% 6,071 0.8% -44.0% Circulating Equipment 607 0.1% 549 0.1% 10.6% Disco Kits 31 0.0% 33 0.0%-6.1%a Total Nonprint 105,718 16.8% 215,168 28.4% -50.9% FY21 Circulation by Type & Format 12 Months Category YTD % Total Last YTD % of Total % Change Adult E-Audio # Downloads 87,696 13.9% 78,212 10.3% 12.1% Adult E-Book # Downloads 111,080 17.6% 97,461 12.9% 14.0% Adult E-Magazines 22,565 3.6% 20,040 2.6% 12.6% Adult E-Music # Downloads/Local Music Project 66 0.0% 76 0.0% -13.2% Adult E-Newspapers 13,315 2.1% 23,554 3.1% -43.5% Adult E-Video Streaming: Library Channel 52,379 8.3% 52,313 6.9% 0.1% Total Adult E-Downloads 287,101 45.6% 271,656 35.9% 5.7% Total Adult Circulation 629.742 100.0% 7S6.334 100.0% -16.7% Children's Materials Fiction 43,792 16.6% 43,538 14.7% 0.6% Comics 24,087 9.1% 28,131 9.5% -14.4% Holiday 5,325 2.0% 5,950 2.0% -10.5% jLarge Print Fiction 643 0.2% 219 0.1% 193.6% Picture: Big, Board, Easy 74,437 28.2% 80,367 27.1% -7.4% Readers 23,895 9.1% 30,732 10.4% -22.2% Nonfiction & Biography 29,904 11.3% 32,644 11.0% -8.4% jLarge Print Nonfiction 23 0.0% 14 0.0% 64.3% Magazines 0 0.0% 361 0.1% -100.0% Total Children's Print 202,106 76.6% 221,956 74.9% -8.9% Video/DVD/Blu-Ray 14,316 5.4% 33,547 11.3% -57.3% Books on Disc 960 0.4% 2,360 0.8% -59.3% Read -Along set 2,596 1.0% 3,848 1.3% -32.5% Children's Music 750 0.3% 2,514 0.8% -70.2% Children's Video Games 861 0.3% 1,771 0.6% -51.4% Read with Me Kits 357 0.1% 348 0.1% 2.6% Games & Toys 614 0.2% 2,021 0.7% -69.6% jDiscovery Kits 51 0.0% 70 0.0% -27 1%a Total Children's Nonprint 20,505 7.8% 46,479 15.7% -55.9% j E-Audio # Downloads 11,396 4.3% 8,876 3.0% 28.4% j E-Book# Downloads 29,732 11.3% 19,167 6.5% S5.1% Total Children's E-Downloads 41,128 19.5% 28,043 12.2% 46.7% Total Children's 263,739 100.0% 296,478 100.0% -11.0% All Circulation by Type/Format All Fiction 211,389 23.6% 230,523 21.8% -8.3% All Nonfiction and Biography 126,385 14.1% 145,517 13.8% -13.1% Picture books & Readers 98,332 11.0% 111,099 10.5% -11.5% Magazines 2,923 0.3% 4,327 0.4% -32.4% Total Print 439,029 49.0% 491,466 46.6% -10.7% 10 2 FY21 Circulation by Type & Format 12 Months Category YTD % Total Last YTD % of Total % Change Toys Art DVD (Fiction, Nonfiction, & Express) CD (Music) Books on CD (Fiction & Nonfiction) Read -Along Set Video Games Read with Me Kits Discovery Kits 614 0.1% 2,021 0.2% -69.6% 616 0.1% 1,293 0.1% -52.4% 97,749 10.9% 203,851 19.3% -52.0% 13,451 1.5% 28,030 2.7% -52.0% 5,888 0.7% 13,762 1.3% -57.2% 2,596 0.3% 3,848 0.4% -32.5% 4,263 0.5% 7,842 0.7% -45.6% 357 0.0% 348 0.0% 2.6% 82 0.0% 103 0.0% -20.4% Circulating Equipment 607 0.1% 549 0.1% 10.6% Total Nonprint 126,223 14.1% 261,647 24.8% -51.8% Total E-Downloads 328,229 36.6% 299,699 28.4% 9.5% Total In House/Undefined 2,297 0.3% 2,610 0.2% -12.0% Total Adult Materials (including a items) 629,742 70.3% 756,334 71.7% -16.7% Total Children's(including a items 263739 29.4% 296478 28.1% -11.0% Grand Total Adult + Children's + Undefined 895,778 100.0% 1,055,422 100.0% -15.13% 3 a`s IOWA CITY if tii PUBLIC LIBRARY Materials Added Report FY21 4th Quarter New Added Total ADULT MATERIALS Gifts WD %Gifts %New Titles Copies Added TOTAL FICTION 758 863 1621 1 1182 0.1 46.8 Fiction 535 716 1251 1 647 0.1 42.8 Fiction Express 0 86 86 0 8 0.0 0.0 Large Print Fiction 80 8 88 0 8 0.0 90.9 Young Adult Fiction 143 53 196 0 519 0.0 73.0 TOTAL COMICS 59 151 210 0 29 0.0 28.1 TOTAL NONFICTION 968 454 1422 2 281 0.1 68.1 Nonfiction 950 361 1311 2 236 0.2 72.5 Nonfiction Express 0 54 54 0 4 0.0 0.0 Large Print Nonfiction 12 1 13 0 0 0.0 92.3 Young Adult 0 0 0 0 0 0.0 0.0 Nonfiction Reference 6 38 44 0 41 0.0 13.6 BOOKS IN OTHER 0 0 0 0 0 0.0 0.0 LANGUAGES MAGAZINES 0 0 0 0 0 0.0 0.0 TOTAL PRINT 1785 1468 3253 3 1492 0.1 54.9 TOTAL AUDIO 30 4 34 0 31 0.0 88.2 Music Compact disc 19 3 22 0 15 0.0 86.4 Fiction on disc 7 0 7 0 14 0.0 100.0 Nonfiction On Disc 4 1 5 0 2 0.0 80.0 TOTAL VIDEO 247 152 399 0 83 0.0 61.9 DVD Movie 107 91 198 0 40 0.0 54.0 DVD TV 33 51 84 0 37 0.0 39.3 12 DVD Nonfiction 107 10 117 0 5 0.0 91.5 DVD Express 0 0 0 0 1 0.0 0.0 ART 0 0 0 0 2 0.0 0.0 BOOK CLUB KITS 2 0 2 0 6 0.0 100.0 YA VIDEO GAMES 2 1 3 0 1 0.0 66.7 CIRCULATING 0 0 0 0 4 0.0 0.0 EQUIPMENT DISCOVERY KITS 0 0 0 0 0 0.0 0.0 TOTAL NONPRINT 281 157 438 0 127 0.0 64.2 eAUDIO 479 690 1169 0 3 0.0 41.0 eBOOKS 937 248 1185 0 123 0.0 79.1 eMUSIC 0 0 0 0 0 0.0 0.0 eMAGAZINES 0 0 0 0 160 0.0 0.0 ONLINE REFERENCE 2 0 2 0 14 0.0 100.0 DIGITAL VIDEOS 24 0 24 0 0 0.0 100.0 TOTAL DIGITAL 1442 938 2380 0 300 0.0 60.6 TOTAL ADULT 3508 2563 6071 3 1919 0.0 57.8 CHILDREN'S New Added Total Gifts WD %Gifts %New MATERIALS Titles Copies Added jEASY 375 386 761 0 941 0.0 49.3 jBoard Books 31 27 58 0 18 0.0 53.4 jE 295 297 592 0 72 0.0 49.8 jReader 49 62 111 0 23 0.0 44.1 jHoliday 0 0 0 0 828 0.0 0.0 jBig Book 0 0 0 0 0 0.0 0.0 jFICTION 154 178 332 0 57 0.0 46.4 13 jCOMICS 27 187 214 0 67 0.0 12.6 jNONFICTION 125 81 206 7 83 3.4 60.7 jLARGE PRINT 14 0 14 0 1 0.0 100.0 jPROGRAM 1 9 10 0 0 0.0 10.0 COLLECTION jMAGAZINES 0 0 0 0 0 0.0 0.0 TOTAL jPRINT 696 841 1537 7 1149 0.5 45.3 jAUDIO 238 52 290 0 15 0.0 82.1 jCompact disc 0 0 0 0 1 0.0 0.0 jRead Along Set 238 52 290 0 1 0.0 82.1 jBooks on Disc 0 0 0 0 13 0.0 0.0 jDVD 16 30 46 0 128 0.0 34.8 JOYS 0 0 0 0 6 0.0 0.0 STORYTIME KITS 0 0 0 0 0 0.0 0.0 jDISCOVERY KITS 0 0 0 0 0 0.0 0.0 jVIDEO GAMES 0 1 1 0 1 0.0 0.0 TOTAL jNONPRINT 254 83 337 0 150 0.0 75.4 jeAUDIO 57 23 80 0 0 0.0 71.3 jeBOOKS 232 11 243 0 28 0.0 95.5 jeMAGAZINES 0 0 0 0 0 0.0 0.0 TOTAL jDIGITAL 289 46 335 0 28 0.0 86.3 TOTAL JUVENILE 1239 970 2209 7 1327 0.3 56.1 TOTAL ADDED 4747 3533 8280 10 3246 0.1 57.3 14 ,Oftt IOWA CITY .jW PUBLIC LIBRARY Library Services: FY21 Compared to FY20 Q1 Q2 Q3 Q4 YTD Last YTD % Change Library Services: Provide library facilities, materials, and equipment. A. Downtown Building Use Total Hours Open 0 578 656 681 1,915 2,370 -19.2% People into the Building 0 22,135 28,150 52,407 102,692 442,702 -76.8% Average Number Per Hour 0.0 38.3 42.9 77.0 53.6 187 -71.3% Bookmobile Use Bookmobile Total Hours Open 28 68 33 135 263 524 -49.8% People on Bookmobile 71 234 170 1,853 2,328 12,847 -81.9% Average Number per Hour 3 3 5 14 9 25 -63.9% Total Downtown & Bookmobile Hours Open 28 646 689 816 2,178 2,894 -24.7% Total People Downtown & on Bookmobile 71 22,369 28,320 54,260 105,020 455,549 -76.9% Total Average Number per Hour 3 35 41 67 48 157 -69.4% B. Meeting Rooms Number of Non -Library Meetings 0 0 0 0 0 1,173 -100.0% Estimated Attendance 0 0 0 0 0 18,928 -100.0% Equipment Set-ups 0 0 0 0 0 0 0.0% Group Study Room Use 0 0 0 0 0 0 0.0% Lobby Use 0 0 0 0 0 641 -100.0% C. Equipment Usage Photocopies by Public 318 218 299 1,598 2,423 16,427 -85.3% Printing by Public 376 862 2,968 5,864 10,070 60,633 -83.4% % Checkouts by Self -Check 0.0% 0.0% 8.4% 71.4% 20.0% 53.1% -62.4% DOT Kiosk Usage 0 101 240 743 1094 1313 -17.4% FY20 pay for print copies data in September is on overoge cfluly and August due to technical issues. D. Downtown Use of Electronic Materials Listening/Viewing/Tablets/Laptops Sessions 0 0 0 0 0 6,325 -100.0% E. Ride'N'Read Bus Passes Distributed Downtown 0 127 104 258 489 2,744 -82.2% F. Services During Library Closure Patrons Using Mail 4,704 3,602 2,174 0 30,480 1,239 745.8% Patrons Using Curbside 10,137 557 0 0 10,694 1,430 647.8% Items Checked Out 48,383 63,466 82,330 0 194,179 7,101 2634.5% Materials Paged 37,177 98,398 52,072 0 137,647 5,859 2249.3% Missed Curbside Appointments 561 37 0 0 598 49 1120.4% Hours Assisting Patrons (Curbside) 548 27 0 0 575 350 64.3% G. Book Bundles Children's 0 170 1,216 90 1,476 0 0% Teen's 0 7 57 0 64 0 0% Adult's 0 11 111 6 128 0 0% Total Book Bundles 0 189 113M 96 1,668 0 0% H. To Go Kits Children's 870 2,165 2,375 2,645 8,055 0 0.0% Tween's 25 300 92 200 417 0 0.0% Teen's 0 50 40 98 188 0 0.0% Adult's 0 24 0 175 199 0 0.0% Total TO Go Kits 895 2,339 2,507 3,118 8,859 0 0.0% Lending Services: Lend materials for home, school, and office use. A. Circulation Downtown 182,350 199,935 221,978 279,797 884,060 1,023,480 -13.6% (Materials plus equipment; includes eAudio; does not include items circulated in-house.) Percent AIM Circulation Downtown 1.40% 1J9% 1,61% 1.50% 1.50% 2,38% -37.09% Circulation on Bookmobile 156 1,046 369 3,853 5,423 23,077 -76.5% Percent AIM Circulation on Bookmobile Dl0 0.00% D00% 0.00% 0.00% 0.00% 0.00% *Beginning June 19, 2020 the Bookmobile collection was used to fulfill holds downtown. Page 1 15 Q1 Q2 Q3 Q4 YTD Last YTD % Change Total Circulation Downtown & Bookmobile 182,506 200,981 222,346 283,650 989,493 1,046,557 -15.0% Percent AIM Total Circulation Downtown & Bookmobile 1.40% 1.79% 1.61% 1.61% 1.61% 2.39% -32.35% Average Total Circulation Downtown & Bookmobile Per Hour 0 346 338 411 462 432 6.9% B. Circulation by Type of Material (Includes downloads, does not include mending, lost, etc.) Adult Materials 137,314 147,079 159,113 186,236 629,742 756,334 -16.7% Children's Materials 45,980 54,925 65,109 97,825 263,739 296,478 -11.056 Percent Children's 25.2% 27.5% 29.3% 35.0% 29.8% 29.0% 3.0% Non -Print 20,367 26,810 27,537 51,509 126,223 261,647 -51.8% Percent Non -print 11.2% 13.4% 12.4% 184% 14.3% 25.6% -40.2% Equipment loans 98 91 139 279 607 549 10.6% Downloads 82,953 84,020 87,986 73,270 328,229 299,699 9.5% C. Circulation by Residence of User (Downtown & Bookmobile) 182,506 200,981 222,346 283,650 889,493 1,046,557 -15.0% (Materials plus equipment; includes downloads; does not include items circulated in-house.) Iowa City 153,867 168,450 184,545 224,695 731,557 825,839 -11.4% Local Contracts Hills 523 546 477 488 2,034 2,908 -30.1% Hills as%of All 0.29% 0.3% 0.2% 0.2% 0.23% 0.28% -17.7% Johnson County (Rural) 14,377 16,327 18,932 23,253 72,889 79,728 -8.6% Johnson County as%of All 7.88% 8.1% 8.5% 8.2% 8.19% 7.62% 7.6% Lone Tree 624 709 639 934 2,906 3,182 Lone Tree as%of All 0,34% 0.35% 0.29% 0,33% 0.33% 0.30% 7.5% University Heights 2,881 2,681 3,089 4,059 12,710 11,779 7.9% University Heights as%of All 1.58% 1.33% 1.39% 1.43% 1.43% 1.13% 27.0% Total Local Contracts 18,405 20,263 23,137 28,734 90,539 97,597 -7.2% State Contracts- Open Access Coralville 4,098 4,288 4,730 30,606 23,722 42,662 -40.4% Cedar Rapids 170 147 156 660 1,133 3,644 -68.9% Other Open Access 5,800 6,855 9,498 15,582 37,735 56,946 -33.7% Total Open Access 10,068 11,290 14,384 26,848 62,590 103,252 -39.4% Open Access as%of All 5.5% 5.6% 6.5% 9.5% 7.0% 9.9% -28.7% D. InterLibrary Loans Loaned to Other Libraries 227 195 262 209 893 901 -0.9% Percent of Requests Filled 31.3% 27.3% 28.5% 27.3% 28.6% 24.6% 16.1% Total Borrowed From Other Libraries 395 474 716 727 2,312 2,559 -93% Percent of Requests Filled 82.1% 84.0% 86.7% 90.8% 86.5% 88.5% -2.3% Books/Periodicals/AV Borrowed 392 465 713 723 2,293 2,521 -9.0% Photocopy Borrow Requests Filled 3 9 3 4 19 38 -50.0% E. Reserves Placed - Materials 52,361 64,313 70,299 41,322 228,295 105,567 116.3% 'Overdrive has not reported reserve information since July 2020. i. Downloadable Media Resident Cards By Area Iowa City 71,018 72,371 75,383 61,402 280,174 266,609 5.1% Hills 229 99 107 94 529 713 -25.8% Johnson County 7,374 6,813 7,894 7,442 29,523 25,420 16.1% Lone Tree 96 93 91 79 359 383 -6.3% University Heights 1,714 1,216 1,092 1,126 5,148 3,408 51.1% Total 80,431 80,592 84,567 70,143 315,733 296,533 6.5% Student AIM Cards by Area Iowa City 2,247 2,889 3,102 2,838 11,076 2679 313.4% Hills 165 419 232 224 1,040 289 259.9% Johnson Count 2 59 13 10 84 26 223.1% Lone Tree 0 0 0 0 0 0 0.0% University Heights 103 61 72 50 286 102 180.4% Open Access 5 0 0 5 10 20 -50.0% Total 2,522 3,428 3,419 3,127 12,496 3,116 301.0% Page 2 16 Q1 Q2 Q3 Q4 YTD Last YTD %Chan All Cards by Area Iowa City 73,265 75,260 78,485 64,240 291,250 269,288 8.2% Hills 394 518 339 318 1,569 1,002 56.6% Johnson Count 7,376 6,872 7,907 7,452 29,607 25,446 164% Lone Tree 96 93 91 79 359 383 -6.3% University Heights 1,817 1,277 1,164 1,176 5,434 3,510 54.8% Open Access 5 0 0 5 10 20 -50.0% Total 82,949 84,020 87,986 73,265 328,220 299,629 9.5% By Demographic Adult 71,309 73,336 77,620 64,836 287,101 271,606 5.7% Children's 11,644 10,684 10,366 8,434 41,128 28,043 46.7% Total 82,953 84,020 87,986 73,270 328,229 299,649 9.5% Number of Items Owned (Cumulative) E-Audio Items Available 10,849 11,349 11'"1 12,462 12,462 13,043 1.5% E-Book Items Available 19,447 24,529 25,315 25,945 25,945 24,168 7.4% E-Music 47 47 47 47 47 47 0.0% E-Magazines 121 121 121 12 12 111 -89.2% E-Newspapers 1 1 2 3 3 1 200.0% Total Items 30,465 36,047 37,326 38,469 38,469 37,370 2.9% Information Services: Furnish Information, reader advisory, and reference assistance. A. Reference Questions Answered 2,324 2,439 2,875 4,470 12,108 31,354 -61.4% Reference Questions Reference Desk 718 7" 1,001 1,738 4,201 10,895 -61.4% Help Desk 0 312 309 376 997 8,588 -88.4% Curbside Questions 449 120 0 0 569 0 0 Switchboard 1,112 1,147 1,275 885 4,419 3,782 16.8% Bookmobile 0 17 6 78 101 667 -84.9% Drop In Tech Help (Public) 0 0 0 0 0 345 -100.0% On -Call Tech Help Public 0 34 45 24 103 166 -38.0% Total Tech Help Questions 0 34 45 24 103 255 -59.6% Children's Desk Reference Questions 16 24 154 1,353 1,547 6,782 -77.2% Request o Pull Books (Community) 29 41 85 16 171 40 327.5% Total Children's Questions 45 65 239 1,369 1,718 6,822 -74.8% B. Electronic Access Services Computer5ervices Pharos Internet(Downtown In House computer use) 0 189 786 2,575 3,550 48,119 -92.6% Wifi Internet Use Downtown 0 4,330 5,640 8,002 17,972 731,539 -97.5% Total Internet Use 0 4,519 6,426 10,577 21,522 779,658 -97.2% fY10 Pharos dota)or September is on overage of July and August due technical issues. Website Access ICPL Website 4 Pageviews of Homepage 79,278 91,765 87,207 78,890 327,140 350,928 -6.9% 4 Pageviews of Entire Site (Doesn't include catalog) 252,103 228,749 249,796 218,691 949,339 855,781 10.9% g Visits (Does include catalog) 128,997 137,019 140,349 136,527 542,892 537,722 1.0% Catalog Access g Pageviews for ICPL Catalog 459,683 483,254 515,809 419,155 1,877,901 1,436,622 30.7% 4 Pageviews for Overdrive 533,485 520,732 512,371 458,364 2,024,752 1,896,625 6.8% Total Catalog Access 993,168 1,003,986 1,028,180 877,319 3,902,653 3,333,247 17.1% 'Overdrive does not count pageviews through the Libby or Overdrive Apps. ICPL Mobile Apo Use 0 0 0 17,285 17,285 59,857 -71.1% 'Unable to retrieve mobile ado data since October 2019 External Sites g Pageviews for Beanstack 12,265 4,639 6,681 16,665 4Q250 39,328 2.3% Total Website Access 1,257,536 1,237,374 1,284,657 1,129,960 4,909,527 4,289,213 14.5% Subscription Databases Accessed Total In -House 445 555 482 516 1,998 5,639 -64.6% Total Remote 79,151 85,332 96,388 97,747 358,618 331,077 8.3% TOTAL 79,596 85,887 96,870 98,263 360,616 336,716 7.1% Page 3 17 QS Q2 Q3 Q4 YTD Last YTD % Change C. Total Switchboard Calls Received Total Library Calls 4,776 4,073 4,185 3,320 16,354 13,029 25.5% Other Questions (Directional and account questions, meeting room booking, email added FY16.) 6,204 4,646 4,058 3,172 18,080 12,315 46.8% Transferred Calls 188 520 743 602 2,053 2,265 44% Pamphlets Distributed Downtown 995 1,215 1,630 3,340 7,180 13,895 -48.3% Federal Tax Forms Distributed . . . . . . . . . 830 830 600 38.3% VITA Patrons Assisted . . . . . . . . . 0 0 0 0.0% Alerting Services: Promote awareness of the library and use of Its resources. A. Publications Number of Publications Printed (Jobs) 18 21 24 55 118 292 -59.6% Copies Printed for Public Distribution 81,271 8,066 11,149 120,606 221,092 263,866 -16.2% Number of Online Newletters Subscribers 3,128 3,430 3,324 3,393 3,393 2,971 14.2% Number of Online Newsletter Distribution 1,912 3,218 898 2,936 2,936 1,788 64.2% C. Displays 0 4 12 39 55 60 -8.3% In -House 0 4 12 30 46 47 -2.1% Other Groups 0 0 0 3 3 13 -76.9% Off -site locations 0 0 0 6 6 0 0.0% F. Homepage/Social Media Homepage Banner Posts 39 48 55 40 182 190 4.2% Homepage Banner Clicks 386 293 197 174 1,050 1,865 -43.7% Media Releases Sent 156 206 223 231 816 482 69.3% Facebook,Twitter, Pinterest Followers (Cumulative) 16,215 16,371 16,572 16,633 16,633 16,083 34% New Facebook, Twitter, and Pinterest Followers 116 84 210 120 530 769 -31.1% Outreach Services: Provide library service to people who onnot get to the library building. A. At Home Services Packages Sent 383 44S 548 747 2,123 1,392 52.5% Items Loaned (No renewals) 1,562 1,479 1,783 2,201 7,025 4,041 73.8% Registered At Home Users (Cumulative) 216 219 246 251 251 211 19.0% New Users Enrolled 16 7 33 12 68 35 94.3% People Served (Average of monthly count) 48 50 62 74 59 37 56.7% B. Jail Service People Served 39 62 150 128 379 938 -59.6% Items Loaned (No renewals) 150 582 894 585 2,311 2,937 -21.3% C. Deposit Collections Locations (Cumulative) 3 3 9 0 0 0 0.0% Items Loaned 90 90 120 420 720 270 166.7% Items Added to Permanent Collections 90 90 248 624 1,052 1,515 -30.6% D. Remote Boolo rop Use Remote as Percent of All Items Checked In 0.0% 0.0% 0.0% 12.4% 12.4% 0.0% 0.0% 'Does not include renewals or in-house. ' The remote bookdrop was used in FY21 but not counted due to COVID-19. Group and Community Services: Provide library service to groups, agencies, and organizations. A. Adult Programs Programs 14 15 27 21 77 167 -53.9% Attendance 194 283 708 206 1,391 3,811 -63.5% Outreach Programs 0 0 0 0 0 92 -100.0% Outreach Attendance 0 0 0 0 0 3,879 -100.0% B. Young Adult Programs Programs 0 0 0 4 4 257 -98.4% Attendance 3 20 13 21 57 4,211 -98.6% Outreach Programs 6 9 18 19 52 19 173.7% Outreach Attendance 74 142 265 101 582 63 823.8% Page 18 QS Q2 Q3 Q4 YTD Last YTD % Change C. Children's Programs Programs 97 93 112 72 374 644 -41.9% Attendance 36 388 473 1,481 2,378 23,968 -90.1% Outreach Programs 0 14 25 49 88 201 -56.2% Outreach Attendance 0 309 484 952 1,745 4,418 -60.5% D. Library Tours and Classes Number 8 8 13 19 48 53 -9.4% Attendance 82 120 152 133 487 401 21.4% E. Consulting for Area Groups 0 0 0 2 2 0 0.0% F. Virtual Program Recordings Children's Recordings 75 36 40 32 183 0 0% Young Adult Recordings 0 1 2 3 6 0 0% Adult Recordings 6 9 14 17 46 0 0% All Ages/ Other Recordings 1 1 1 2 5 0 0% Total Virtual Program Recordings 82 47 57 54 240 0 0% G. Virtual Program Views Instagram 8,109 4,294 4,853 2,199 19,455 0 0% Facebook 16,384 9,236 6,051 3,957 35,628 0 0% Youtube 11,617 14,734 14,519 10,750 51,620 0 0% Total Virtual Program Views 36,110 29,264 25,423 16,906 106,703 0 0% Control Services: Maintain library resources through borrower registration, overdue notices, equipment training, and controlling valuable materials. A. Library Cards Issued 849 753 868 1,308 3,778 5,178 -27.0% Iowa City 641 596 695 1,074 3,006 3,922 -23.4% Percent Iowa City 75.5% 79.2% 80.1% 82.1% 79.6% 75.7% 5.0% Local Contracts Hills 2 3 3 7 15 16 -6.3% Johnson County (Rural) 34 24 17 48 123 206 -40.356 Lone Tree 3 2 2 5 12 23 -47.8% University Heights 5 2 1 5 13 13 0.0% State Contract- Open Access Coralville 35 29 59 75 198 329 -39.8% Cedar Rapids 8 8 6 12 34 63 -46.0% Other Open Access 121 89 8S 82 377 606 -37.8% Total Open Access 1" 126 ISO 169 609 998 -39.0% Open Access as%of All 19.3% 16.7% 17.3% 12.9% 16.1% 19.3% -16.4% B. Total Registered Borrowers lCumulative) 47,470 4Q770 46,531 45,755 45,755 49,788 -8.1% g At Home Users Registered(Cumulative) 216 219 246 251 251 211 19.0% g AIM Users (Cumulative) 14,420 14,363 14,333 0 0 0 0.0% 'AIM library cards are not counted as registered borrowers, and ore notincluded in total registered borrowers. C. Overdue Notices Items Searched to Verify Claim of Return 91 181 55 72 399 150 166.0% Total First Notices (items) 0 8,778 7,581 6,730 23,089 52,635 -56% Total Second Notices (items) 0 5,810 3,255 3,040 12,105 16,310 -26% Bills-Public(items) 0 3,597 1,613 1,071 6,281 7,347 -14.5% Page 5 19 QW4 I OWA CITY f PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 nwrc Elsworth Carman •r�r319-356-5200•rm319-356-5494•icpl.org To: Library Board of Trustees From: Elsworth Carman Date: August 26, 2021 Re: End -of -Year Budget Items of Note FY21 was an unusual year in terms of budgeting. Many budget lines were impacted by the COVID closure or other COVID-related adjustments to service. As you read through the attached report, it may be difficult to discern what spending trends are meaningful or worth discussion, since so many are over- or under -spent. I will share the lines and trends I feel are most significant from this report and offer some additional context for each. As always, any questions about our budget process or this report are welcome anytime. Over- and Under -Spending Helped Us Serve the Public Through the Pandemic • We spent a lot on mail. Our Mail & Delivery and Miscellaneous Supplies are prime examples of how we flexed to provide quality, low or no -contact services during the months our community was encouraged to stay home and avoid visiting public places. We track our spending very closely throughout the year, and we knew that we were spending more than we had budgeted on mail and associated expenses (mailing envelopes, boxes, tape, etc.), but recognized that the service was valued by the community. We engaged the Board in conversation about this overspending earlier in the year, so this example should not come as a surprise. 435055 Mail&Delivery 33,155.00 73,609.89 (40,454.89) 222%: 469320 Miscellaneous Supplies 10,322.00 30,145.58 (19,923.58) 292% 20 • We spent very little on "offsite" activities. True to our overall approach to working safely during COVID, we held back on off -site training and travel. Associated lines, like Lodging and Meals, were underspent. 436030 Transportation 3,750.00 - 3,750.00 0% 469360 Food and Beverages 3,504.D0 392.92 3,121.08 11% 436060 Lodging 3,750.00 - 3,750.00 0% 436080 Meals 750.00 - 750.00 0% • The over- and under -spending was intentional. As a reminder, we had an $80,000 reduction to the budget early in the fiscal year, as part of a City budget reduction program related to COVID expenses. This reduction was taken out of line 10550220-Adult Materials, since this is a large line and the full amount could be removed. Anne Mangano was directed to overspend this line to make up for the reduction, which was applied elsewhere throughout the budget. 7-Library Materials 608,764.00 695,562.65 (861798.65) 114%� • It was hard to predict how much to budget for cleaning supplies and PPE. We committed early on to approach our work during the pandemic with a safety - first mentality, which included purchasing what we needed when we needed it to keep our staff and patrons safe. Lines like Other Maintenance Supplies were used to purchase some of the products we needed. 46607D other Maintenance supplies 3,D34.00 5,625.52 Changes in Format Preferences Reflected in Multiple Places (2,591.52) 185% • Transitions in materials purchasing impacted more than just the direct collections lines. During FY21, we saw an increase in the use of many of our digital services, including ebooks and e-magazines. In addition to impacting the individual materials lines associated with print books/magazines and digital copies, this had a wider impact on other parts of the budget, for example, Miscellaneous Processing Supplies, which is used to purchase the supplies needed to ready a print item for circulation. 469110 Misc Processing Supplies 24,800.00 9,382.30 15,417.70 38% Even "Closed" Buildings are Expensive to Run • Running a building our size is costly, and being closed to the public for most of the fiscal year did not result in cost savings. Throughout ICPL's building closure, I fielded questions from patrons and staff about what we would 21 do with the "savings" from closing the building. We operate a large facility, and even if we hadn't had staff working onsite, overall building maintenance heating and cooling cycles remained in place. A look at the Electricity and Heating Fuel/Gas lines shows that FY21 was not a low-cost year for these basic operational expenses. 439030 Electricity 438070 Heating Fuel/Gas 77,769.00 98,351.53 (20,582.53) 126% 16,547.00 19,684.10 (3,137.10) 119%�i Our Overall "Underspending" Reflects the COVID-19 Furlough Temporary staff were on unpaid furlough from 5/17/20 to 5/3121 (these dates are from when the furlough started until the last ICPL staff returned to work; staff were brought back in staggered cohorts starting much earlier that this end date). This had a profound impact on the overall budget, and is the largest reduction in planned spending for the year. Gland Total_ 6,991,350.005,836,378.81764,97L16 111M, 9 Pemnnel 5,1m.698.00 4,349,81L60 834,886.40 4110W Perm Full Time 2,744,826.00 7,466,492.59 278,333.41 4120W Perm PartTime 432,290.00 395,264.50 37,025.50 4130W Temporary Employees 595,502.00 296,214.34 309,287.66 Summary Despite this report reflecting greater than normal over and under -spent lines and an unusually low percentage spent overall, I am proud of the way ICPL approached this year with creativity, ingenuity, and resolve. 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In V1 V1 VI Vf V1 W LD l0 W LD l0 t0 l0 v v v v v v It v v It v v v v v v v v 06v v v v v v v v It v v v v v fO ei N Of v Ln N a n M �D IH O C In m I Ln iO N M N YI N O0 a 3 m O1 L 3 m ZO 0 O Il N .--i O O n m 0 Il O tD 6 o r4 c4 '-1 N O Dl M O 4 O M14 O m. 00 m d' r m N a t r w m V. � O tD ti tD 00 N lD 1p r-I 1p u1 .-1 Q .ti tD t0 O 1, N V tD N O N w O '-1 m O m M m M Kr Ol O1 rl c-I m O C d m O N I, fM 0) O O N 00 1 00 C 00 �r o o m m 0 M M 1� N N '-I '-1 ~ N n V M rl a' tD C r Ln 00 W 00 o v o n m m a no c m Y L Q O D K C Y d d0 m m W O m C n 0 0 0 0 0 0 0 m m °.�° m Ln o m o mM a m 0 ui ao ri } T> L X u 0C O C U 0 m w + C~ L O) 0Z{ M 00 O X L C Y 'O L ar C7 H O O u> O ar m t0 N N0 N N rl N emi M M N O1 AM* IOWA CITY iAW PUBLIC LIBRARY FY2021 Fact Sheet POPULATION SERVED: Iowa City: 76,608; By contract: Rural Johnson County: 21,654; University Heights: 1,025, Hills: 834; Lone Tree: 1,384 A nine -member Board of Trustees appointed by the City Council with GOVERNING BOARD: powers to set policy, employ a Director and staff, expend tax funds allocated by the City Council, contract with other jurisdictions, and receive and spend gift funds and other revenues. BOARD MEMBERS: Wesley Beary, President Robin Paetzold, County Representative John Beasley Tom Rocklin Kellee Forkenbrock Hannah Shultz, ICPLFF Board Member Derek Johnk, Secretary Monique Washington Carol Kirsch, Vice President & ICPLFF Board Member STAFF Librarians: 15.0 FTE Other Permanent Staff: 28.02 FTE Hourly Staff: 23.88 FTE Volunteers: 0 FTE* *Due to COVID-79 the volunteer program was not available in FY27. COLLECTIONS: Circulating Books/eBooks: 195,425 Circulating Non -print Materials/eAudio/eVideo: 52,606 Print and Electronic Reference/jProgram Collection: 4,739 Periodicals/Newspapers: current print & e-subscriptions: 172 Total Collection size: 252,942 Expenditures on Materials $718,748 ANNUAL USERSHIP: Cardholders: 45,755 Circulation: 889,483 Visits to the Library: 102,692 Information Requests: 12,046 Program Attendance in Meeting Rooms: 0* Meeting Room Use: non -library meetings: 0* *Due to COVID- 79 meeting rooms were not available in FY27. BUDGET: Significant Income Sources: City of Iowa City: Contracts (County, Cities): State: Gifts / Grants: Total: *Final data is not yet available. PHYSICAL FACILITIES: 81,276 sq. ft. building includes 5 meeting rooms WEB PAGE: www.icl2l.org Home of the Iowa City UNESCO City of Literature (These figures are for the last complete fiscal year, July 1, 2020 through June 30, 2021.) 27 Afte IOWA CITY S%W PUBLIC LIBRARY Receipts FY21 compared to FY20 YTD Q4 FY20 Q4 FY21 % Change FY21 Budget % Received General Fund Fines, Fees, etc. $59,931 $4,150 -93.1% $50,000 8.3% Vending, etc. $1,695 $90 -94.7% $1,910 4.7% General Fund Total $61,626 $4,240 -93.1% $51,910 8.2% Enterprise Fund Photocopies $2,060 $130 -93.7% $3,100 4.2% Electronic Printing/Debit Card $8,297 $707 -91.5% $11,550 6.1% Counter/Cloth bag/Misc $998 $30 -97.0% $1,630 1.8% Recycle $1,010 $84 -91.7% $220 38.0% Enterprise Fund Total $12,365 $951 -92.3% $16,500 5.8% Lost & Damaged $10,241 $9,374 -8.5% $0 0.0% Lost & Damaged Total $10,241 $9,374 -8.5% $0 0.0% State Funds Open Access / Access Plus $44,621.00 $40,388.93 -9.5% $48,240 83.7% Enrich Iowa/Direct State Aid $22,362 $21,460 -4.0% $21,340 100.6% State Fund Total $66,983 $61,849 -7.7% $69,580 88.9% 28 a0,0t IOWA CITY PjW PUBLIC LIBRARY Cardholders by Place of Residence As of July 1, 2021 unlu rft Help 0.9 Johnson County 16.2% Omer 4.9% HIIh Rural 0A% Johnson lane Tr¢a cUYrItY 0_2% Location Number of Cards Total %of Total Iowa City 45,426 69.6% Residents 36,860 AIM 7,962 Homebound 243 Institutions 36 Temporary 325 LOCAL CONTRACTS Rural Johnson County 5,165 7.9% Residents 3,998 AIM 1,161 Homebound 5 Institutions 1 Hills 239 0.4% Residents 171 AIM 66 Homebound 2 Institutions 0 University Heights 604 0.9% Residents 520 AIM 84 Homebound 0 Institutions 0 Lone Tree 1550.2% Residents 153 AIM 1 Homebound 1 Institutions 0 Johnson County Open Access 10,558 16.2% Coralville Resident 3,326 Coralville AIM 2,343 North Liberty 1,674 North Liberty AIM 2,565 Oxford 59 Oxford AIM 0 Solon 186 Solon AIM 3 Swisher 18 Swisher AIM 0 Tiffin 371 Tiffin AIM 30 Institutions 3 3,1174_8%'_ Open Access 3,068 Open Access AIM 49 Total Cards 65,264 100.0% 29 IOWA CITY ff' PUBLIC LIBRARY Materials Added Report FY21 Cumulative ADULT MATERIALS New Added Total Gifts WD %Gifts %New Titles Copies Added TOTAL FICTION 2930 2699 5629 3 4895 0.1 52.1 Fiction 2136 2432 4568 3 3553 0.1 46.8 Fiction Express 0 87 87 0 234 0.0 0.0 Large Print Fiction 256 36 292 0 35 0.0 87.7 Young Adult Fiction 538 144 682 0 1073 0.0 78.9 TOTAL COMICS 247 420 667 3 124 0.4 37.0 TOTAL NONFICTION 3080 1536 4616 5 1608 0.1 66.7 Nonfiction 3022 1425 4447 5 1355 0.1 68.0 Nonfiction Express 0 54 54 0 171 0.0 0.0 Large Print Nonfiction 42 6 48 0 8 0.0 87.5 Reference 16 51 67 0 74 0.0 23.9 BOOKS IN OTHER 28 1 29 4 4 13.8 96.6 LANGUAGES MAGAZINES 6 0 6 0 1 0.0 100.0 TOTAL PRINT 6291 4656 10947 15 6632 0.1 57.5 TOTAL AUDIO 211 73 284 0 207 0.0 74.3 Music Compact disc 123 55 178 0 131 0.0 69.1 Fiction on disc 63 12 75 0 64 0.0 84.0 Nonfiction On Disc 25 6 31 0 12 0.0 80.6 TOTAL VIDEO 901 901 1802 0 1939 0.0 50.0 DVD Movie 482 552 1034 0 1124 0.0 46.6 DVD TV 166 330 496 0 507 0.0 33.5 DVD Nonfiction 253 19 272 0 56 0.0 93.0 DVD Express 0 0 0 0 252 0.0 0.0 ART 0 0 0 0 8 0.0 0.0 30 BOOK CLUB KITS 8 0 8 0 6 0.0 100.0 YA VIDEO GAMES 30 22 52 0 75 0.0 57.7 CIRCULATING 1 25 26 0 20 0.0 3.8 EQUIPMENT DISCOVERY KITS 0 0 0 0 0 0.0 0.0 TOTAL NONPRINT 1151 1021 2172 0 2255 0.0 53.0 eAUDIO 1799 690 2489 0 3 0.0 72.3 eBOOKS 3676 202 3878 0 294 0.0 94.8 eMUSIC 0 0 0 0 0 0.0 0.0 eMAGAZINES 0 0 0 0 160 0.0 0.0 ONLINE REFERENCE 5 0 5 0 16 0.0 100.0 DIGITAL VIDEOS 60 0 60 0 0 0.0 100.0 TOTAL DIGITAL 5540 892 6432 0 473 0.0 86.1 TOTAL ADULT 12982 6569 19551 15 9360 0.1 66.4 CHILDREN'S New Added Total Gifts WD %Gifts %New MATERIALS Titles Copies Added jEASY 1443 1568 3011 3 5993 0.1 47.9 jBoard Books 86 102 188 1 102 0.5 45.7 jE 1096 1101 2197 2 2876 0.1 49.9 jReader 214 297 511 0 1219 0.0 41.9 jHoliday 47 68 115 0 1793 0.0 40.9 jBig Book 0 0 0 0 3 0.0 0.0 jFICTION 571 542 1113 2 1875 0.2 51.3 jCOMICS 142 521 663 0 325 0.0 21.4 jNONFICTION 548 211 759 10 2456 1.3 72.2 31 jLARGE PRINT 22 2 24 1 2 4.2 91.7 jPROGRAM 1 11 12 0 5 0.0 8.3 COLLECTION TOTAL jPRINT 2727 2855 5582 16 10656 0.3 48.9 jAUDIO 367 64 431 0 858 0.0 85.2 jCompact disc 1 4 5 0 133 0.0 20.0 jRead Along Set 365 58 423 0 402 0.0 86.3 jBooks on Disc 1 2 3 0 323 0.0 33.3 jDVD 102 703 805 0 496 0.0 12.7 jTOYS 5 6 11 0 39 0.0 45.5 STORYTIME KITS 0 0 0 0 1 0.0 0.0 jDISCOVERY KITS 0 0 0 0 1 0.0 0.0 jVIDEO GAMES 0 1 1 0 103 0.0 0.0 TOTAL jNONPRINT 474 774 1248 0 1498 0.0 38.0 jeAUDIO 142 0 142 0 0 0.0 100.0 jeBOOKS 968 25 993 0 28 0.0 97.5 jeMAGAZINES 0 0 0 0 0 0.0 0.0 TOTAL jDIGITAL 1110 0 1110 0 28 0.0 100.0 TOTAL JUVENILE 4311 3629 7940 16 12182 0.2 54.3 TOTAL ADDED 17293 10198 27491 31 21542 0.1 62.9 32 QW4 I OWA CITY PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 DIA=A Elsworth Carman • c,"r 319-356-5200 • w 319-356-5494 • icpl.org To: Library Board From: Elsworth Carman Date: August 26, 2021 Re: Strategic Plan One -Year Update I am pleased to present a One -Year update to ICPL's Strategic Plan, which was implemented in July, 2020. We are now one year into our current, three-year strategic plan. This plan asked staff to think and work differently than previous plans, both because it was the first plan developed under my leadership and because it was crafted during the early stages of the COVID-19 pandemic. A year and a half into the pandemic, we are nowhere near "typical" library operations. We continue to explore new ways to engage with our community and learn how to best serve our patrons, even as their needs change and shift. The three goals the plan is built around continue to steer our collective work: Recovery and Renewal following the COVID-19 closure, Focus on Community Aspirations, and Resource Management. The attached update includes all established tactics; more may be added throughout the life of the plan (unlike the objectives, which we anticipate will be unchanged). This is a representation of what work has been done and underway. I am proud of the commitment to community engagement the update reflects, and the work represented throughout the document. It is exciting to see the progress that has been made, and energizing to see how much work remains. I am consistently amazed by the work staff produce, and have been impressed by the way many staff have embraced this plan and worked hard to align their daily projects and tasks with our shared goals and objectives, even when this takes intentionality and effort. 33 801: CIRCULATION and LIBRARY CARD POLICY Memo During the June 24, 2021 Library Board of Trustees meeting, Fines and Fees was an item of discussion. Director Carman provided an update to fines and fees data for Board review and discussion. President Beary recommended at the May meeting sorting through the specifics of extending for however many months and setting a time frame, with a concrete proposal for Board approval. Staff recommended extending the current library -wide fine free model through June 30, 2022. Carol Kirsch made the motion to approve the model as written. Tom Rocklin seconded. Motion carried on a recorded vote. Point Change Requested 801.2 Replace "June 30, 2021" with "June 30, 2022" Staff Recommendations: Adopt change as proposed. Action Required: Review policy and adopt as amended. 34 801: CIRCULATION and LIBRARY CARD POLICY See also related policies: Collection Development (601) and Confidentiality and Privacy (802). See also Iowa Code: Chapter 613.16 (Parental Responsibility of Actions of Children) and Chapter 714.5 (Theft of Library Materials and Equipment). 801.0 The purpose of the Circulation Policy is to establish who may obtain a library card at the Iowa City Public Library, privileges associated with different types of cards, and conditions under which those privileges may be suspended. A valid library card provides library users with circulation services which may include, depending upon type of library card, borrowing materials and equipment, placing holds, or requesting interlibrary loan service, and allows in-house and remote electronic access to information resources. The Circulation and Library Card Policy establishes fines and replacement fees for overdue, lost or damaged materials, and other circulation services. 801.1 Library Cards General Information: These policies apply to all types of cardholders: a. Individuals of all ages may apply for a library card with proper identification and proof of residence. (See Sections 801.12-801.19 for specific card categories.) Staff may allow two checked -out items (no equipment) if proof of residence is not shown at time of application; address verification must be shown before further use of the card is allowed. b. Cardholders are responsible for all materials checked out on the card and for payment of fines and replacement fees assigned to the card, except as noted. c. The Library Director may refuse or restrict a library card if a pattern of abuse is established. d. Cardholders are responsible for notifying the library promptly if a card is lost or stolen. (See Section 801.22 for cardholder liability.) e. Cardholders are limited to 75 checked -out items, except Institutional cards, which are limited to 100 checked -out items and Student AIM (Access to Information and Materials) Cards which have a limit based on the Memorandum of Agreement with the participating school districts and public libraries. f. Library cards expire regularly to confirm address and other contact information. g. Access to Library materials will not be restricted based on age except in the case of circulating equipment with replacement value over $250, which will require parental permission for checkout to patrons under age 18. Access to specific collections may be restricted for the Student AIM cards based on the Memorandum of Agreement with the participating school districts and public libraries. 35 h. Cardholders are limited to one library card with the exception of students who are issued Student AIM Cards. Privileges for use are set according to the library card presented for checkout and services. With the permission of their parent/guardian, students with Student AIM cards may also apply for a Resident or Open Access card. 801.12 Resident Cards: Resident cards are issued to residents and property owners of Iowa City and contract areas. 801.13 Open Access: Open Access cards are issued to residents of areas with libraries participating in the State Library of Iowa's Open Access program, in accordance with the statewide Open Access agreement. Some services are limited. 801.14 Temporary Cards: Temporary cards are issued to persons who will be living in our service area from one to eight weeks, and to those living in temporary housing. Some services are limited. 801.15 Institutional Cards: Institutional cards are issued to institutions and businesses located in Iowa City, contract areas, and Johnson County communities with libraries participating in the Open Access program. 801.16 Special Cards: (See Section 801.25 and 801.26 for fines and replacement fee information.) a. Borrowers who qualify for Resident Cards may apply for At Home service and will be assigned an At Home card. b. Special cards are available for institutions with ICPL outreach collections. c. Special cards are assigned to libraries participating in interlibrary loan. d. Special cards are assigned to inmates at the Johnson County Jail who request services from the Library. Services may be limited to comply with an agreement for service with the Johnson County Sheriff's Office. 801.17 Self -Registration Cards: Patrons who apply online shall verify their registration with identify and proof of address to obtain a library card with regular privileges (see 801.12-14). Self -registered cards permit limited access to online resources and the physical collection as applicable to the service model in place at the Library and the landscape analysis of community health. Self -Reg istration access is regulated in context with the current Library service model available and the Library mission to provide robust access to materials. 801.18 Computer Use Only Cards: Issued to patrons who are unable to confirm a local address. Services are limited to internet computers and in-house use of equipment valued at less than $100. 36 801.19 Student AIM Cards: Issued to all students grades K-12 enrolled in the Iowa City Community School District and other participating school districts. Services may be limited based on the Memorandum of Agreement with the participating school districts and public libraries. a. Student AIM Cards may only be used by the student the card was issued to. b. Students may receive a Student AIM Card in addition to another type of library card. c. Students may not use Student AIM Cards to place Interlibrary Loan requests. d. Student AIM Cards may not be used to check out equipment valued over $250. 801.2 Fines and Replacement Fees 801.21 Fines are temporarily suspended until June 30, 20242. 801.22 Lost or Damaged Materials a. The full replacement or repair cost for a lost or damaged item is charged to the borrower to whom the item was checked out at the time that it was lost or damaged. b. Borrowers are responsible for materials which were checked out on lost or stolen cards prior to notification to the library of the card's loss. A borrower's liability for such materials is limited to $50.00. c. The replacement cost of the item includes the Library's purchase price plus a processing fee. The Library uses vendors that offer processing and other related services to acquire materials, including replacements. d. Replacement or repair costs up to $100 may be waived in full or part on a case -by -case basis by permanent staff. Higher amounts may be waived in full or part by the Community & Access Services Coordinator or Customer Services Assistant, on a case -by -case basis. e. Replacement or repair costs will not be charged for students using Student AIM Cards. 801.23 Suspension of Circulation and Remote Access Privileges a. Individual cards: Circulation and some remote access privileges are suspended for cardholders owing the library $10.00 or more in fines or for materials not returned and billed. b. Institutional cards: Circulation and some remote access privileges are suspended for cardholders owing the library $20.00 or more in fines or for materials not returned and billed. 37 c. Interlibrary loan institutions: Service may be denied to those libraries which habitually are late in returning materials or fail to pay bills of $25.00 or more for long overdue or lost materials. d. Expired cards: Circulation and other access privileges are suspended when a library card expires. An expired card may be renewed when a patron's address is verified. e. Special At Home cards: Access privileges are suspended for materials not returned that have been billed. f. Student AIM Cards: Access privileges are suspended based on the guidelines in the Memorandum of Agreement with the participating school districts and public libraries. 801.24 Holds (Reserves) a. Registered borrowers with no delinquency status may place up to twelve free holds. b. Institutional cards may have up to fifteen free holds. c. Beyond the twelve free hold limit, registered borrowers may place additional holds for a charge of $.50 per item, payable in advance. 801.25 Charges for Interlibrary Loan: a. When it is necessary to borrow library materials through Interlibrary Loan from libraries which charge a fee for such services, these charges will be absorbed by the library, with the approval of the Adult Services Coordinator. Postage will be paid by Iowa City Public Library. b. Out-of-state libraries will be charged $15.00 for the loan of audiovisual material 801.26 Fines and Replacement Fees for Special Cards: a. No fines are charged for late returns of materials from outreach collections, At Home patrons, Interlibrary Loan libraries, or jail patrons. b. At Home patrons, Interlibrary Loan libraries, and the outreach sites are responsible for paying the replacement fee for cost of lost materials. 801.27 Card Replacement: Patrons may receive one free replacement card per year. The replacement charge for additional lost cards is $1.00. 801.28 Fresh Start 18: When a patron reaches their 18th birthday, the library may waive accumulated fines and replacement fees on a case -by -case basis. 801.3 Retrieval of Overdue Materials 38 801.31 Notification: Notices are sent at regular intervals to cardholders with overdue library materials. The last notice is a bill for the replacement cost of the item. 801.32 Long Overdue Materials: Library accounts for which a bill has been sent may be submitted to a collection agency and/or to a local law enforcement agency for further action. An additional processing charge of $10.00 will be added to each account sent to collections. (See also Code of Iowa, Chapter 714.5, Theft of Library materials and equipment.) 39 Director's Report: August 2021 Back into the Uncertainty of COVID-19 (and Masking Update) After a brief moment when it seemed like we were functionally nearly finished with the pandemic, we are back in a time of uncertainty related to COVID-19. We are having conversations reminiscent of those we had in the very beginning of the pandemic; trying to decide how to plan future programs and events (In -person or virtual? Can we require masks outside? Should we provide outreach to locations that are not requiring masks?), use of the building (When do we pull back on meeting room access? Are study rooms safe?), and how our communication should be crafted for internal and external customers. We have learned much about service design and delivery during a pandemic over the past year and a half, providing a path to follow, but the current variants have put a damper on staff morale. At this point, we are looking carefully at our plans and weighing the options we have. We will continue to seek guidance from the City, the Board, Johnson County Public Health, and the CDC. The Leadership Team will be revisiting the Reopening Guidelines document next week, with the intention of updating content to reflect current practice and establishing new benchmarks more appropriate for where we are in the pandemic. ICPL reinstated our mask requirement on Friday, August 6, in alignment with all other government buildings in Iowa City. I was away from the library that day, but Coordinators scheduled themselves to be present in the lobby during open hours, welcoming patrons and explaining the change. I anticipated this change resulting in significant pushback, but thus far, most patrons are wearing masks in the building. Those who refuse are still allowed in the facility, but staff will not engage with them unless they mask up. This is working for now. All frontline staff deserve recognition for contributing to this successful transition; I am so appreciative of the way folks rolled with the changing expectations and approached this challenge with open minds. Mayor Teague issued an order requiring face masks in public spaces effective at 11.59pm, Thursday, August 19. The Library will share this message as appropriate via social media and in-house signage. Board Annual Report Update After the July Board meeting, I did some exploring with other City departments to verify where the Board Annual Report is submitted. This report was previously used as part of a larger document called the Fiscal Year Annual Report of Boards, Commissions, and Committees, which is no longer compiled. After checking with the City Clerk's Office, the Assistant City Manager, and the Finance Department, I am confident that this specific document is no longer needed. The process to craft this report is fairly tedious, with significant back -and -forth between library administration and the Board over several meetings. I would like to respectfully 40 suggest we no longer produce the outmoded version of this report, and instead, come up with a format that allows the Board to more proactively craft an annual report that reflects their work authentically. I verified with Mandy Easter, a Law Librarian at the State Library of Iowa, that there are no specific requirements for Library Board annual reports, which means the Board could explore a narrative, statistical, infographic-based, or other format report. Block Party The Downtown Block Party was held Saturday, July 24. The Library kept the lobby open until 9.00pm to provide a cool space, restrooms, and water to participants. Patty McCarthy, Brent Palmer, Sam Helmick, Jason Paulios, and I staffed the lobby and reminded visitors to leave alcohol outside. Though modest, our offerings were very well received, with many people returning multiple times. One overheated young man commented "this library has the best air conditioning I have ever felt in my life." Postponing Board Recognition Dinner Kellie Kerns and I spent some time this month exploring venues for the annual board dinner, and found that several local locations have changed their procedures due to COVID-19, making them less suitable for our needs. After discussing options with Board President Carol Kirsch, we agreed that we should postpone the dinner and reschedule for a later month. We also believe more people will be willing to attend if COVID numbers are lower than currently are. Strategic Plan Updates I'm looking forward to discussing our one-year strategic plan update with the board this month. I would also like to hear from the group whether or not you would like to get more frequent strategic plan updates. We currently provide two updates a year (one in or around July and one in or around August). We also do periodic updates if a relevant initiative is underway or we want to draw the Board's attention to something specific that aligns with the plan. At least one trustee has expressed interest in quarterly strategic plan updates, and I am hopeful the we can discuss options and preferences at the August meeting. Respectfully submitted, Elsworth Carman 41 Children's Services Report Prepared for the Iowa City Public Library Board of Trustees, August 2021 Meeting By Angie Pilkington, Children's Services Coordinator Summer Reading Update: This year we continued with our all ages, one program for the community with 1,801 sign ups! Thus far, 841 babies -adults have completed the program, with 29,400 books read toward our 125,000 books community goal. In contrast, we had 1,060 signups in 2020 for SRP and only 471 completions. 2019, as a whole library, had 4,412 signups and 2,482 completions. This year we extended the Summer Reading Program through Sept 1, in order to have a few more sign ups and completions. The pandemic has definitely impacted SRP over the last two years and I believe it will take years to reach our pre -pandemic SRP numbers. Summer Programming and ABC Day: With school beginning, our larger scale programs have slowed down. We provided a mix of virtual and outdoor -in -person programming throughout the summer. Outdoor programs took place in four different parks each week: Willow Creek, Wetherby, Mercer, and North Market Square. All of these were well attended, seeing an average of 50-plus attendees each day. Our live virtual programs were less attended; however, the kits that accompanied the program were always claimed. These events were recorded so attendees could watch at a later time instead of doing the activity along with us live. June through August, Children's Staff made and distributed over 3,800 activity kits, or Kits to Go, for kids this summer. This was a huge undertaking for staff; the ease, efficiency, ingenuity, and speed at which these were processed was quite remarkable. As we move into the fall, we will continue to offer our Kits -To -Go, on a much smaller scale, for those who do not wish to participate in in -person programs. ABC Day took place on the Ped Mall Saturday, August 14. Typically, this event is our Kick -Off to Summer. It was moved by the Summer of The Arts Committee this year, so it became our End of Summer event. We have co -hosted this day for many years with SOTA to bring musical, dancing and acrobatic acts to the family stage and community organizations, and to host hands on kid activity booths near the library. The fun -filled day was smaller in scale than past years; nearly 500 families enjoyed the stage and booths. We continue to watch and listen to local and state guidance pertaining to our upcoming fall season of programming and outreach. We have adopted a flexible model of programming that can be done outdoors or virtually if need be. For in -person programming, we are aiming to keep attendance low, provide plenty of space for social distancing, and requiring masks. 42 Collection Services Department Report Prepared for the August 26, 2021 Meeting of the Iowa City Public Library Board of Trustees Anne Mangano, Collection Services Coordinator Fiscal year 2021 was like no other and it is difficult to evaluate the collection and how it performed. Library services were limited. From the number of open hours to how patrons accessed collection items, the pandemic impacted collection use. Here are a few themes that emerged from managing the collection in FY21: 1. Access to the Collection is Important This year, our statistics demonstrated that access to the collection is essential to collection use. Once we opened for limited browsing (at the end of March), our circulation significantly increased. Circulation of children's print collections alone increased by 58%. However, some collections rely on browsing more than others. The collections that increased the most in circulation since reopening are: Collection FY213rd Quarter Circulation FY214`h Quarter Circulation Percent Change Increase DVDs 18,759 31,933 70% Comics 2,836 6,883 142% jComics 4,415 11,109 151% Music on Compact Disc 2,328 6,100 162% jRead Along (book w/ digital reader) 606 1,651 172% World languages 41 116 183% Read with Me Kits (storytime kits) 51 165 224% Magazines 423 2,069 389% Although the 4th quarter usually accounts for more circulation than the 3rd quarter, these changes are not comparable to normal quarter -to -quarter fluctuations. It may be that a collection is "out of sight, out of mind", that there are barriers to placing and picking up holds, or that user behavior is different for some collections. There is more to learn about how our patrons browse collections and select materials for check out. What we do know is that FY21 circulation statistics are difficult to interpret when planning collection management strategies. Every number will need to be taken into context when we approach weeding, purchasing, and budgeting. 2. Digital Collection Circulation Slowed, But Gained Overall As predicted, this year continued to see an increase in the use of digital collections. Yet, the rapid rise in use significantly slowed as the fiscal year progressed. For example, in April of 2020, during the library's shutdown, eBook use was up 88% from the previous year with 13,012 eBooks checked out. However, in April 2021, eBook check outs were down 23%. Granted, the situation in April of 2021 was vastly different than in April 2020. In 2020, in the best of circumstances, activities were more solitary or family -based and limited to homes. 43 Reading was a perfect activity to pass the time. As the pandemic progressed and the City began to reopen, patron behavior also responded. eBook use peaked in June 2020 (FY20). 16000 14000 12000 10000 8000 6000 4000 2000 eBook Checkouts (OverDrive) ,J>A �e'� ¢F ,o¢� ,o¢� ,oe� ,oe� act act icr Q(. ai Jc¢ P�6 �o`�o 4$ ao Q¢ F t FY19 tFY20 tFY21 tFY22 Even though digital collections declined over the course of the year, they are up, overall, for FY21. Adult eBooks were up 14%, while digital magazines and audiobooks were up 12%. Children's eBooks (28%) and audiobooks (55%) saw significant gains. At the end of FY19, digital collections accounted for 18.3% for our entire circulation. It is now 36.6%. Going forward, we need to assess if this change is long-term, and if so, what the impacts will be to our budget, title availability, and overall collection accessibility. 3. Rapid Decline of Physical Audio -Visual Materials It is no surprise the collections hurt the most by the pandemic have been audiovisual collections. Compact discs, DVDs, and video games saw decreases in use by over 50%. Some of this is our closure. The pandemic did not just limit access to library collections, it disrupted an already fragile industry. With the closures of movie theaters, motion picture studios turned to streaming services to get their films out in the marketplace. This change is here to stay. We now see major movie releases not available on DVD with no plans to make them so. Many recording artists are abandoning album releases on compact disc. Compact disc sales are now comparable to when the format was introduced in the 1980's. We have plans to offer more streaming services for movies and music, but there are drawbacks. Like other digital collections, they are more expensive than the physical counterpart. Also, there are issues with accessibility to ensure we have options for all patrons we serve. We will continue to monitor and respond to these trends this fiscal year and in the years to come. It will be interesting to see how COVID-19 permanently shifts collection use and availability. 4a INFORMATION TECHNOLOGY REPORT (August, 2021) Brent Palmer, IT Coordinator Security Cameras Added The Library recently added two new security cameras near the area encompassing the staff entrance, book drops, and bike racks area. These are the first cameras to be added to the outside of our building. The area has been on our wish list for some time because of staff leaving the building in the evenings. There have also been a few minor security - related incidents around the bike racks in recent months. Although there haven't been any incidents related to our in - building book drops that I know of, we have had some problems with our remote book drops in the past. About: Video Security System The Library has about forty cameras around the building. Not all of the building is covered. These are centered around public service desks, ingresses, and areas where we tend to have conduct issues. Access to the cameras is limited to a few senior staff positions. These cameras are not monitored in real time. They are used for searching or grabbing images after an incident has been reported. Recorded footage is also used for detecting theft of materials or disputes about whether materials were checked out on a certain patron card. For that reason, video from certain cameras is retained longer than others to account for the time it takes for items to be billed. In FY20, the library finalized the migration of older analog cameras to IP- based equipment, and at the same time began contracting from the City of Iowa City IT department for the video storage and server maintenance. Data collected by the cameras are subject to FOIA; the public can request footage from the Library (although there may be a service charge for requests that involve large amounts of staff time). Library Channel Equipment Replacement The Library is in the process of replacing some of the equipment in our control room which is used for recording programs in the meeting rooms. This equipment was part of a meeting room A/V overhaul that we completed about five years ago, and is used to monitor and switch between the different streams of video coming into the system. The current one has become outdated because the underlying operating system is no longer supported for security updates. The installation of the new equipment will require roughly a week in which programs cannot be recorded in the meeting rooms. The installation has not been scheduled yet as we are waiting for some back -ordered equipment to arrive. About: Library Channel The Library Channel began and remained for many years as a local access cable channel. The Channel moved to completely online streaming in FY19. The Channel uses YouTube as its online streaming platform. These videos are also embedded into our website ihttps://www.icpl.org/videol. One of the main activities of the Channel is to record programs in our meeting rooms, as well as, remote and online programs. The control room is set up so that one staff member can record programs by controlling the four cameras and sound equipment in Meeting Room A. Programs in the story time room can also be recorded from the control room. The Library Channel staff also produces several videos each year to promote services or collections, such as the Bookmobile or a new digital service. To support the Channel, the Library employs a 75%-time permanent A/V Specialist and a part-time temporary Intern. 45 Development Office Report Prepared for the Board of Trustees Iowa City Public Library by Patty McCarthy, Director of Development August 26, 2021 Book End Update OThere has been a wonderful energy at the Book End since it reopened on July 26. ^ Volunteers and customers have let us know they are grateful it's back after the O^%] pandemic closure began in March 2020, M�FT-�1 For now, the store is open Monday through Friday, 10:30am-4:30pm. We are FT-HEF-�i recruiting new volunteers with hopes of restoring consistent evening and weekend hours. Volunteers are fans of the library who are trained to sell items from the store including books and audiobooks for all ages as well as DVDs. Training is provided. A typical volunteer helps in the store for about two hours, two or three times a month. The Book End has been a fundraising project of the Iowa City Public Library Friends Foundation since September 1998. Before the pandemic, the only time it was closed for an extended period of time, was for one week in June 2007 when it moved into the library from a rented space next door to the library on Linn Street. In addition to the Book End, the ICPL Friends Foundation operates the Book Nook on the first floor of the library. That's a special shelving unit located near the Help Desk and audio books. Books, CDs, and DVDS are sold on the honor basis for a free-will donation. The Book Nook is open during all library hours and is a helpful alternative supplement to the Book End when it's closed. Already in just a month, the store and Book Nook have generated $775 for the ICPL Friends Foundation. Those funds help fuel the library's Summer Reading Program prize books as well as the popular Art -to -Go project. The starting place for volunteers is to submit a Volunteer Application. It's available to download and more information about becoming a library volunteer can be found at https://www.icpl.org/about/volunteer 12511 Anniv Party on September 12 Come celebrate Iowa City Public Library's 125th Anniversary on Sunday September 12 at Big Grove Brewery, Iowa City! The fun will begin at Noon with jazzy foot stompin' music by Iowa City's Dandelion Stompers band, followed by mystical magic by illusionist Troy Peters, and bubbling good times with Big Bang Bubbles. The family friendly, all ages party will also be a fundraiser for the library with Big Grove generously donating a percentage of food sales to the ICPL Friends Foundation. Save room for some free special 125th anniversary cake from Deluxe Bakery for dessert. Everyone is welcome at the Big Grove'Brary Birthday Bash. We hope to see you and yours there! 46 M012021 Area libraries welmme patrons bad with no msmcaons I The Gazers Area libraries welcome patrons back with no restrictions Cedar Rapids, Iowa City branches went from full closure to curbside service to grab -and -go amid coronavirus pandemic 9 Lee Hermiston Jul. 16, 2021 8:00 am Iowa City Public Library (Gazette file photo) • Area libraries have been no strangers to the impacts of the COVID-19 pandemic Both the Cedar Rapids and Iowa City public libraries closed their doors to patrons when the pandemic arrived in Iowa in March 2020. As conditions changed, the libraries each offered curbside service initially before welcoming patrons into their lobbies for grab -and -go checkouts. However, both libraries also were forced to scale back services last fall in response to a surge in COVID-19 cases. What's happened since Now, for the first time since the pandemic began, both libraries have lifted restrictions and are eyeing a return to a pre -pandemic service model. In February, the Cedar Rapids Public Library allowed patrons back into the building for up to 30 minutes of browsing and up to one hour on the computer. On June 21, all restrictions were lifted. "People are just tremendously grateful and excited to be back in our spaces again," said Amber McNamara, community relations manager for the Cedar Rapids library. "We've definitely felt the love from our community." On July 1, the Iowa City library lifted the time limits on browsing that had been in place since allowing patrons to explore the stacks back in March. Time limits on computer access and Building and Bookmobile capacity restrictions also were lifted. Both libraries have meeting and study spaces available to the public, as well. "Folks are welcome to come in, in any number, for as long as theyd like," said Sam Helmick, community and access services coordinator for the Iowa City library. Helmickjoined the library in September. She said its been a delight to see the community return to the library and watch how its used as a gathering space. 'We just had this joyful reunion feeling," she said. "To hear those stories about how the library helped folks get through the pandemic... has just been heartwarming." "There have been happy tears" from the staff and public, Helmick said. Both libraries have continued with virtual programming and have offered outdoor programming this summer. McNamara and Helmick said their facilities are hoping to have programming return in the coming weeks and months. That said, Helmick said the pandemic has taught libraries valuable lessons about how to best reach their patrons. Staff have realized that not everyone has the ability to make it to an in -person story time or similar event and that Zoom might be a better option, she said. "We're not forgetting those lessons," she said. "We're actually something more than we were in February 2020." 6] htlps:Own-w.Mepezere.comine ama-libmnes-welcome-patronsbad-with-no-mstric[ionsl in 7n=21 Area Iibranes welcome patrons back wtlh no mstncdons I The Gazette Comments: (319) 339-3155; lee.hetmiston@thegazette.com ae nnps:lx .thegazene.com/ne ama-libmnes-welcome-patmnsba&k th-no-restrictions/ vz Good Morning, I wanted to personally thank the library for allowing us to use the meeting rooms to put on a blood drive. We were able to register 12 donors and collected 9 units. Those units will go to our patients here at University of Iowa Hospitals & Clinics and UI Stead Family Children's Hospital and help save lives! Being a hospital -based blood center, we aren't big enough to own a mobile bus. It is because of places like yours, that are willing to open up their doors and host a blood drive, that we are able to continue carrying out our mission to collect life-saving products. During a pandemic, that need is intensified so we really appreciate you approving our reservation Please let me know if there is anything we missed or could do better for next time. We want to ensure that the library is always taken care of when we come to use it. If you have other questions or concerns, don't hesitate to reach out. Thanks again for helping us with our drive. Enjoy the rest of your summer and stay safe! Sincerely, Jessie Cunningham (Hinrichs), MSEd Blood Drive Coordinator I UI DeGowin Blood Center Advisor I UI DeGowin Student Organization University of Iowa Health Care 200 Hawkins Drive, C250 GH, Iowa City, IA 52242 49 IOWA CITY PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 319-356-5200 • icpl.org BOARD OF TRUSTEES Minutes of the Electronic Regular Meeting July 22 2021 Electronic Meeting 77_\ (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: Noa Kim, Robin Paetzold, Hannah Shultz, Derek Johnk, Tom Rocklin, Dan Stevenson, Daniel Keranen Members Absent: Carol Kirsch, Kellee Forkenbrock Staff/Others Present: Elsworth Carman, Sam Helmick, Kellie Kerns, Patty McCarthy, Jason Paulios, Brent Palmer, Alyssa Hanson, Melody Dworak Call Meeting to Order: Vice President Rocklin called the meeting to order at 5:01 p.m. A quorum was present. Public Discussion: Introductions of the newly appointed and standing board members took place. Items to be discussed: Annual Board Report - This is a regularly scheduled agenda item presented to the Board for approval. Specific sections about the report and 14 goals within the document were highlighted by Director Carman. The Board discussed reviewing the goals sequentially. The Board discussed the complexity of creating a goals document that specified goals for the Board rather than directives for the Director. Vice President Rocklin advised the Board has asked the staff to do these things; the board can evaluate progress and motion for approval. Rocklin suggested crafting a preamble that would provide context for the goals. Director Carman will re -work the report and bring back to the Board at the August meeting. Motion is tabled to the August meeting. 50 NOBU Budget - Summary of NOBU Requests FY15-21- This is a discussion item from the June meeting. Specific sections about the report were highlighted by Director Carman and an offer to answer any questions was made. Historical data from the past seven years was collected for the document; this included support of fiscal year initiatives, the value of the NOBU budget, and categorical spending from past years. NOBU Budget - FY22 - This is a regularly scheduled agenda item presented to the Board for approval. Specific sections about the report and future of State Aid funds were highlighted by Director Carman. An addition to the request in June includes new 125th Anniversary library cards. Derek Johnk made the motion to approve the model as written. Hannah Shultz seconded. Motion carried on a recorded vote: 6 AYEs Kim, Keranen, Paetzold, Stevenson, Shultz, Johnk; 0 NAYs 0 Abstain; 1 Absent Forkenbrock Board & Commissions ARPA Funds Input - This is an item for discussion as all City Boards, Commissions, and Committees were invited to submit their ideas for how the 18.3 million in funds can be spent within a specified date. Sections of the information were highlighted by Director Carman. The City has asked for input from Boards to survey how the funds should be spent. Director Carman asked how the Board would prefer to submit the information. Trustee Johnk recommended each member submit a survey. If done individually, each member would be counted as a community member. Vice President asked, collectively, if Trustees would like to follow the process; members did agree to submit the survey individually. No motion was made as vote was not required for this item. Staff Reports: Director's Report — Director Carman fielded questions by members. In -Person Meetings - Old business item to discuss resuming in -person Board meetings. Staff advised Board will move to in -person at the August 26, 2021 meeting; meetings will be recorded via Zoom platform. Director Carman asked which meeting room would members like to use and fielded questions regarding logistics. Members asked if Johnson County Public Health representative could attend during public comment. Variance was discussed. Departmental Reports: Community & Access Services - Helmick provided a report included in the board packet. Vice President advised he is looking forward to the Welcome Desk opening. Development Office Report - McCarthy provided a report included in the board packet, and highlighted an update pertaining to reopening of the BookEnd. An overview was provided with thank you to new trustees for contributing and members continuing to provide generous support. Events were highlighted including the annual Block Party and at the end of October members were encouraged to look up at pole banners to celebrate the 12511 Anniversary. August 51h is new Friends' board member orientation. Miscellaneous - Administrative Coordinator Kerns followed up with Board members to submit member -related items by next week for the Fall Window our PR/Marketing Dept. 51 President's Report: Vice President Rocklin presented the report on behalf of President Kirsch. Announcements from Members: Nothing to Report Committee Reports: FY2022 Memo of Understanding between the ICPL and ICPL Friends Foundation - This is a regularly scheduled agenda item which outlines the amount from ICPL Friends Foundation to be paid to the Library. Vice President Rocklin advised Board action not required as this is informational only. Communications: Nothing to Report Consent Agenda: Derek Johnk made the motion to approve the model as written. Dan Keranen seconded. Motion carried on a recorded vote: 6 AYEs Kim, Keranen, Paetzold, Stevenson, Shultz, Johnk; 0 NAYs 0 Abstain; 1 Absent Forkenbrock Set Agenda Order for August Meeting - Vice President Rocklin communicated items for the August agenda: Strategic Plan Update Review 4th Quarter/Annual Statistics and Financials Policy Review: 503 Admin/Confidential Policy Departmental Reports: CH, CLS, IT Public Health Update from Johnson County Public Health Staff Director Carman advised staff will be monitoring entrance doors while the Library is open during the Block Party. Adjournment. Vice President Rocklin closed the meeting at 6:08 p.m. Respectfully submitted, Kellie Kerns Administrative Services Coordinator 52 W G H C x ✓ O > w U 0 7 •A H H � H £ £ N w .] H H w W N £ V N H >. o m x H ro a as va N a \ o N H w C w V G Itl H Itl O H 'O -•1 0 H u w > F w a ti a a I N m M a c c c w c c ac c c \ \ u a> w w w l0 l0 l0 l0 l0 M 01C C 01 C m 01 m �n m m W W Wm m W m W W iG 1(] N I() N Ifl N Ifl In U1 In In N Ifl U N N N N N NN N N N N N U N N N N N N NN N N N N N m O O m �D N MO O M O M M O M M O ♦-I O NM M N M N N r r r r r r rr r r r r r 0 0 0 0 0 0 00 0 0 0 0 0 M O C m O m W r l0 V C N N N O N u1 N W N r W N M O mm m M H H H H H �O C O M M H N N .-1 C M .i N C M .-IN C N .-1 fl M .i N N O H N N ri N w M U N w N > > pa b b d] FF w w H ww w Nw w ww w ro £w w w .nw UH iy >. 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