HomeMy WebLinkAbout09-23-2021 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
September 23 2021
Iowa City Public Library
2"d Floor - Boardroom
Regular 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. FY Budget Discussion
Comment: This is a regularly scheduled agenda informational item. Board action not required.
B. Policy Review: 501 Authority for Administration of Personnel Policies for Library Employees
Comment: This is a regularly scheduled agenda item. Board action required.
C. Policy Review: 502 General Library Personnel Policies
Comment: This is a regularly scheduled agenda item. Board action required.
D. Policy Review: 503 Admin/Confidential Policy
Comment: This is a regularly scheduled agenda item. The AFSCME Contract is included as a
supplemental document (sited as policy 504) to this policy. Board action required.
E. Policy Review: 801 Circulation and Library Card Policy
Comment: This is a regularly scheduled agenda item, and continuation from the
August meeting. Board action required.
4. Staff Reports:
A. Director's Reports
B. Departmental Report: Adult Services; Community & Access Services
C. Development Office Report
D. Miscellaneous
S. President's Report
6. Announcements from Members
7. Committee Reports
8. Communications
9. Consent Agenda:
A. Approve Minutes of Library Board of Trustees August 26, 2021 regular meeting
B. Approve Disbursements for August 1 TO August 312021
10. Set Agenda Order for October Meeting
11. Adjournment
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QW10 IOWA CITY
rjW PUBLIC LIBRARY
Iowa City Public Library — Board of Trustee Meetings
Agenda Items and Order Schedule
FY22
SEPTEMBER 23 2021
OCTOBER 28 2021
NOVEMBER 18 2021
Budget Discussion
Budget Discussion
Appoint Committee to Evaluate
Director
Policy Review: 501
1st Quarter Statistics and
Authorityfor Administration
Financials
Board Member Recognition
of Personnel Policies for
Dinner Discussion
Library Employees (AD)
Policy Review: 103
Membership in Community &
Policy Review: 813
Policy Review: 502
Professional Organizations (CAS)
Unattended Children (CH)
General Library Personnel
Policies (AD)
Art Advisory Committee
Policy Review: 817
Nominations (Policy 802)
Alcohol in the Library Policy
Policy Review: 503
(CAS)
Admin/Confidential Policy
Departmental Reports: CH, CS, IT
(AD) (AFSCMEContract
Departmental Reports: AS, CAS
Supplement included)
Policy Review: 801
Special Events:
Circulation and Library Card
Pride Parade 10/2
Policy (CAS)
ILA Conference 10/6-10/8
Homecoming Parade 10/15
Departmental Reports: AS,
Book Festival 10/18
CAS
https://www.icpl.org/calendar
DECEMBER 16 2021
State Library Accreditation
Discussion
Board Education
Departmental Reports: CH, CS,
IT
Special Events:
Staff In -Service 12/10
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)
State Library Accreditation
Review
Departmental Reports: CH, CS, IT
Departmental Reports: AS, CAS
Departmental Reports: AS,
CAS
Special Events:
Children's Event
APRIL 28 2022
F MAY 26 2022
JUNE 23 2022
Strategic Planning Update
Appoint Bylaws Committee
Departmental Reports: CH, CS,
IT
31d Quarter Goals/Statistics
Policy Review: 806
Financials - Review
Meeting Room and Lobby Use
Departmental Reports: CH, CS,
Departmental Reports: AS, CAS
IT
501 Autority for Administration of Personnel Policies for
Library Employees
Proposal: This is a regular, scheduled policy review.
Staff Recommendations: Review as presented; no amendments necessary.
Action Required: Review and approve as presented.
Prepared by: Elsworth Carman
Review Committee: Elsworth Carman, Angie Pilkington, Brent Palmer, Patty McCarthy,
Jason Paulios, Kellie Kerns, and Sam Helmick
5
Section 501: Authority for Administration of Personnel Policies for Library Employees
501.1 Library Board of Trustees
Under Title 11, Chapter 1, Section 2(E) of the Code of Iowa City, the Library Board of Trustees
has full responsibility "to employ a librarian and authorize the librarian to employ such
assistants and employees as may be necessary for the proper management of a library ... and to
make and adopt ... rules and regulations, not inconsistent with ordinances and the law, for the
care, use and management of the Library."
The Board approves all policy statements, and their rules supersede any and all conflicting
statements of the City of Iowa City Personnel Policies, except for labor contracts negotiated
jointly by the Library Board of Trustees and the City Council of Iowa City. Library personnel
policies must be read in conjunction with the current labor contract and specific items may be
modified or superseded by interpretations of the contract or by a newly negotiated contract.
Also, the Board of Trustees recognizes its close relationship with the City of Iowa City and shall,
except where legal responsibilities restrict or the best interest of the library would not be
served, create policies that are parallel or in harmony with those of the City of Iowa City.
For legal purposes Library employees are employees of the Library Board of Trustees, but for
some general purposes and in the eyes of the general public, Library employees are City
employees.
501.2 Library Director
Responsibility for the employment of all employees except the Director as well as the
administration of the personnel policies for the Library is assigned by the Board of Trustees to
the Library Director. The Director works closely with the City's Human Resources Department
and, wherever possible, develops personnel procedures that are compatible with those of the
City. Day-to-day personnel work at the Library is handled by the Library's Administrative
Coordinator and the administrative staff.
501.3 City of Iowa City Human Resources/Personnel Department
This department processes all transactions for Library employees, and therefore certain library
procedures must match their requirements. Procedures related to insurance and employee
benefits or state and federal laws are administered as established by the City.
The Personnel Administrator and City Attorney staff provide valuable assistance and counsel to
the Library's administrative staff on personnel issues, contract interpretation, and legal
requirements.
501.4 Revisions
Personnel related policies 502 and 503 are regularly scheduled for review when a city-wide
revision has taken place and as needed. The labor agreement, 504, is negotiated on a schedule
established in the contract.
501.5 Distribution
All employees of the Library shall have access to a copy of the personnel policies and shall be
advised of any changes or amendments. Copies of the policies are available in the Library Board
Policy Notebook in the Library Business Office, and the Board Room and on the staff intranet. A
copy for the public shall be maintained on the Library web page.
Approved by Board of Trustees, July 22, 1982
Revised: May 28, 1987
Revised: November 18, 1999
Revised: April 28, 2005
Revised: April 24, 2008
Revised: May 26, 2011
Reviewed: May 22, 2014
Reviewed: October 26, 2017
Reviewed: September 23, 2021
Qwit IOWA CITY
f z PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
rxaEaoa E15worth Carman -'HONE 319-356-5200 • Fm 319-356-5494 • icpl.org
To: Library Board of Trustees
From: Anne Mangano, Collection Services Coordinator
Date: September 23, 2021
Re: Policy Review: 502: General Library Personnel Policies
This policy's revision stems from the City of Iowa City's revised Personnel Policies, adopted by
the Council in June 2021. We make a concerted effort to have our policies match those of the
City's as closely as possible. We rely on the expertise of the City's Human Resources department
and the City Attorney's Office to ensure personnel policies are up-to-date, follow best practices,
and meet current federal, state, and local requirements. This edited version incorporates the
changes made by the City while keeping information specific to the Library intact.
Some general differences between the City's and the Library's Personnel Policies include:
• Substituting "Iowa City Public Library' for "City of Iowa City" when appropriate
• Substituting "Library Director" for "City Manager' or other City offices when appropriate
• Removing content and language that does not apply to the library, such as information
on Civil Service coverage, Commercial Driver's License requirements, pre -employment
drug tests, or dress code specifics
• Adding content and language that applies to the operations of the library, such as
information on staff endorsements (public library staff accreditations), the confidentiality
of patron records, and referencing our own internal policies and procedures
Some content was expanded and moved to create entire new sections, including:
• Harassment. Formally part of Equal Employment Opportunity, now its own section in
502.5
• Workplace Violence Prevention. Formally part of Employee Relations and Conduct, now
its own section in 502.6
Other content was collapsed and moved from individual sections into 502.7 Employee Relations
and Conduct, including:
• Discipline (formally 502.8)
• Conflict of Interest (formally 502.10)
• Political Activity (formally 502.11)
Much of the policy language is similar in content, but new information includes:
• 502.713 Personal Use of Social Media
• 502.8 Whistleblower Policy and State Ombudsman's Office
• 502.10 Substance Abuse Policy
The section on Conflict Resolution Procedure was removed per changes in City policy.
Staff Recommendations:
Adopt changes as proposed.
Action Required:
Review policy and adopt as amended.
91
Policy 502: General Library Personnel Policies
502.1 PURPOSE
The purpose of this document is to set forth the policies by which personnel -related decisions, made by either
supervisor or employee, are to be guided and to express mutual expectations for conduct in the workplace.
The Iowa City Public Library's ability to manage and provide public services with efficiency and effectiveness is
dependent upon the capability and performance of its employees. The Library strives to provide a geed
ositive working environment which promotes and supports respect, diversity and inclusivity, professional
development, open communication, and sensitivity to employee needs.
This policy is not intended to create any contractual rights in favor of the employee or the Iowa City Public
Library. The Library reserves the right, at any time, to amend, delete, revise, or add to any provision in its sole
discretion.
502.2 ADMINISTRATION
These policies generally cover all Library employees and prospective employees.; b^o,:eev However,
teFRP9FaFVjhGWFly pay employees FRay not be ea not all provisions may apply to temporary or
hourly staff.
These policies work to ensure decisions will be made consistently and in accordance with overall Library goals
regarding employee relations. Questions of op lice interpretation should be addressed to the Library Director,
who shall be responsible for final interpretation and application of these policies. The principles expressed
herein will be used as a guide regarding issues not specifically addressed in these policies.
This document should be read in conjunction with negotiated labor contracts, non -bargained employee
manuals, administrative regulations, and operating policies and procedures published by the Library.
Upon initial appointment to a budgeted position, all employees of the Library shall be furnished a copy of
these policies. Any substantive changes or amendments shall be posted en -to the Library's website.
Employees will be notified that updated policies are available online and hard -copies will be provided upon
request.
502.3 EQUAL EMPLOYMENT OPPORTUNITY
It is the policy of the Library to prohibit discrimination and harassment of any type and to afford equal
employment opportunities for all employees or ^^tent'^' "bFaFy eFnp4)• e&applicants without regard to
race, creed, color, sex, national origin, religion, age, sexual orientation, gender identity, marital status, mental
or physical disability, genetic information, veteran status, or other class/category protected by federal, state,
or local law, except where age, sex, or physical ability constitute a bona fide occupational qualification
necessary forjob performance. This extends to all areas of personnel administration including but not limited
to recruitment, employment, promotion, transfer, training, working conditions, wages, benefits, and
application of personnel policies, and shall be consistent with all protections afforded by applicable federal,
aad-state and local •t�eslaw. No personnel decision, action, term, condition, or privilege of employment
shall be unlawfully influenced in any manner by consideration of an individual's membership in a protected
class.
—It is the goal of the Library to ,.. aFd ..,.aiR t illegal .,:,,..:...:RatiGR th.,...,.h......F8PF:..te •,..,:ew Af the
eEEepatiees-ensure equitable and non-discriminatory treatment of all applicants and employees, to
remove barriers to employment for underrepresented populations and to achieve a diverse and inclusive
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work force that reflects the available qualified population diversity within our community.
—The Library shall also encourage or require equal employment opportunity efforts from vendors,
contractors, consultants, and firms with which the Library does business.
—The Library will ernpley-use recruitment and selection practices that support this policy by displaying
required ^equal employment eplagouni4exciggortunity posters in areas visible to
employees and by identifying the Library as an Equal Opportunity Employer on job advertisements, postings,
....l,..,.. ent ,pplicatien s...,., welasites the City's self-service employment opportunities site and online
application form, website, and other recruitment sources. The Library will make efforts to inform individuals
from historically disadvantaged populations of both employment opportunities and the Qt:y=sLibrary's hiring
process through targeted distribution of job postings, general recruitment and hiring information and events
such as job fairs. The Library will work with the City to periodically review its outreach efforts and
recruitment, hiring, and selection procedures, adiusting as appropriate to'— . pk-R%nt-ensure best practices
to promote diversity and reduced implicit bias are being implemented and used as appropriate and feasible.
Library personnel who have responsibility for selection and hiring shall be trained in and held responsible for
using legal interviewing and selection techniques and criteria.
502.4_LABOR RELATIONS
The Library recognizes its duty to bargain collectively with employee organizations certified by the Public
Employment Relations Board, as provided by state law. Pursuant to this requirement, the duties, obligations,
and rights of the Library and the certified employee organization, American Federation of State, County, and
Municipal Employees; (AFSCME); Local 183, are set forth in the collective bargaining agreements mutually
entered into by the Library and the employee organization. Please refer to the collective bargaining
agreement for specific details. This contract is negotiated jointly with the City's unit of AFSCME, Local 183.
The Library Director has the final authority to interpret and administer the contract. (See Policy 504
for current contract.)
.32502.5 ei4HARASSMENTAND DISCRIMINATION
—The Library is committed to providing a work environment in which people are treated with dignity,
decency, and respect, and which is free of harassment and unlawful discrimination.
.51 Harassment
Harassment may take many forms, including behaviors that are overt or V"
subtle. Harassment may occur between or among members of the same or opposite sex or gender identity,
employees and the public, contractors or vendors, co-workers, or subordinates and supervisors. Harassing
behavior of any nature —,has can have the effect of creating a hostile or offensive work environment and is
prohibitedhehavief. This can include conduct occurring outside of the workplace which has an impact on
the work environment.
For the purposes of this policy, harassment is any verbal or physical conduct that threatens, intimidates,
demeans, humiliates, or coerces an employee, e9 WeFkeFFor any person working for or on behalf of the
Library. Verbal taunting that impairs his ee heF an individual's ability to perform his QF he heir job is included
in the definition of harassment.
—Harassment may take the form of, but is not limited to:
—Comments that are offensive or unwelcome regarding a person's race, creed, color, sex, national
origin, religion, age, sexual orientation, gender identity, marital status, mental or physical
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disability, genetic information, veteran status, or other class/category protected by federal, state,
or local law, body, or appearance, including epithets, slurs, and negative stereotyping.
• Abusive and offensive language, insults, teasing, name-calling, spreading rumor and innuendo,
unreasonable criticism, isolating people from normal work interaction, excessive demands, and
practical jokes.
.524),—Sexual Harassment
—Sexual harassment is a fRFFR Afdefined as unwelcome conduct that affects terms or conditions of
employment or creates an intimidating, hostile, or offensive work environments.
Such harassment is prohibited for all employees, regardless of status, including supervisors, subordinates,
administrators, and co-workers. No employee, regardless of gender identity, should be subjected to such
conduct. Sexual harassment may alsobeharge-'d ccur between same -sex employees.
—Sexual harassment may take the form of, but is not limited to the following and may include more subtle
actions:
a. Deliberate or repeated unsolicited verbal comments, questions, representations, or physical
conduct of eithPFa sexual OF Rea sexual nature that are is unwelcome to the recipient.
b. Making or threatening to make decisions affecting an employee's job on the basis of the
acceptance or refusal of a request for sexual intimacy.
c. Unwelcome sexually explicit, lewd, threatening or vulgar language, sexual jokes, innuendo, or
propositions; suggestive comments; lewd gestures; requests for any type of sexual behavior
(including repeated, unwelcome requests for dates); and verbal abuse or "kidding" that is
oriented toward a prohibitive form of harassment, including that which is sexual in nature.
d. Distribution, display or discussion of any written, electronic or graphic material, including
calendars, posters, cartoons, that are sexually suggestive or show hostility toward an individual or
group because of sex, suggestive or insulting sounds; leering, staring; whistling; content in letters
and notes, facsimiles, emails, photos, text messages, internet/social media postings; or other
form of communication that is sexual in nature and offensive.
e. Unwelcome, unwanted physical contact including touching, tickling, pinching, peatting, brushing
up against, hugging, cornering, kissing and fondling, and forced sexual intercourse or assault.
.53-c�—Discri m i nation
—It is a violation of C#V-Library policy to unlawfauy discriminate in the provision of employment
opportunities, benefits or privileges; to create discriminatory work conditions; or to use a`^^`oy
evaluative standards that discriminate on empleyment;sttieha;igef♦hata:..^.;..,:^ ^..,«Feat...^^«; in
whole or in part, based on t4ea person's race, creed, color, sex, national origin, religion, age, sexual
orientation, gender identity, marital status, mental or physical disability, genetic information, veteran status,
or other class/category protected by federal, state, or local law. Discrimination of this kind may also be stFietly
prohibited by a `:aFie�federal, state, and local lawn including Title VII of the Civil Rights Act of 1964, the
Age Discrimination in Employment Act of 1975, and the Americans with Disabilities Act of 1990. This policy is
intended to comply with the PFGhibitieRS St@t^a'^ these ^-t' RR laws.
.544�Comolaint Procedure
—The Library will aetively-thorou¢hly pursue and investigate complaints of harassment, discrimination or
denial of civil rights, and appropriate action will be taken. Employees who ^nea-i^t^- ^end, -^t Conduct they
he4eve-viel-4eswhich may be in violation of this policy aFe e;n;eeted tteshould be reported 4-to a
departmental supervisor, the Library Director, the City's Human Resources Administrator, or the City
Attorney's office. The Library Director, the City's Human Resources Administrator. the City Attorney's office,
and/or other administrative staff as appropriate will investigate, including interviews of complainant,
respondent, and witnesses as necessary. If4isan investigation ateFFAined determines that harassment
12
_..d, GF a'Sf-'•-•'-," his policy„veeeuFFed, appropriate
discipline will be issued asapprepriate. Because discipline is a peFSennel FnatteF, the I ibFaF will net be ;;hl
.55-erConfid ential itv.
Throughout the complaint process, the confidentiality of the information received, the privacy of the
individuals involved, and the wishes of the complaining person will be protected to the extent possible, while
allowing the Library to meet its obligation to investigate such complaints. The expressed wishes of the
complaining person for confidentiality will be considered in the context of the Library's legal obligation to act
on the elaarge-complaint and the right of the respondent to obtain information.
.564Retaliatiom
—Retaliation against any person for filing or responding to a eew4AiamE j laint either formally or
informally, for participating in the complaint and investigation process, or for participating as a witness in any
investigation, will net be teleFated is prohibited and will be considered a violation of this policy. Employees
who believe they are being retaliated against in violation of this policy should follow the reporting process
outlined in Section 5.4. The Library will aetively PUFSUeandthoroughly investigate claims of retaliation. Any
person who is found to have engaged in retaliation in violatiom•'elate•' this aspeet of the -this policy will be
subject to disciplinary action up to and including termination of employment.
.57-arConsepuences of Harassment or Discrimination
Harassment and discrimination is unacceptable conduct in any form, and can be the basis for a
discrimination ehafge-claim against the Library and/or an individual employee. It is the Library's position that
every employee has the right to work in an environment free of any type of harassment or discrimination.
Consequently, any employee who engages in prohibited conduct will be subject to disciplinary action, up to
and including termination of employment.
.58 Duty to Prevent and Report
All employees have an affirmative duty to prevent harassment and discrimination in the workplace by
".supporting an environment that des aad discourages harassment or discrimination of any
kind and which promotes and supports respect, diversity and inclusivity in the workplace and community.
This includes reporting anv conduct that may constitute harassment. discrimination. or denial of civil rights
to a departmental supervisor. the Library Director. the Citv's Human Resources Administrator, or the City
Attorney's Office. Supervisors are required to forward all reports to the Library Director, the City's Human
Resources Administrator, or the City Attorney's Office to ensure appropriate follow-up and investigation.
52 ` eF'...'_ee "i,.',..._,. P.,... RtiRR 502.6 WORKPLACE VIOLENCE PREVENTION
.61 Policy
Providing a safe and healthy work environment is essential to the Iowa City Public Library.
Violence or the threat of violence by or against any Library employee, or any other person, is prohibited. All
reports of violence will be promptly investigated and appropriate action will be taken.
.62 Definition
The Library defines wWorkplace violence ineludesas any act of physical, verbal, written, or electronic
aggression aREI G-'-"•-•'a,"G- V.0ithiR the ....._k Settimpgaffecting the workplace.: as-welrasThis includes the
destruction or abuse of property and any visual, verbal, or physical act, that warns of or expresses an ability
or intent to harm or kill; is intended to intimidate or create fear, or has the purpose of unreasonably
13
interfering with an individual's reasonable expectation of a safe. non -hostile. or respectful work
environment, whether made in person, by telephone, mail, written or electronic communications, or other
means, including conduct that occurs outside of the workplace or during non -working hours.
tFaurnas, such as thFeatening an individual OF his/heF family, elaseene of haFassing phone ealls eF electrasir
..leyee aetine a eF elea.I., identifiable a a FepFeSentative of the Ill.......
.63 Employee Responsibilities
All employees are required to refrain from any conduct that violates this Policy, to promptly report to a
department supervisor. the Library Director, the City's Human Resources Administrator, or the City
Attorney's Office any incidents or threats of workplace violence, and to cooperate with any investigation of
workplace violence. Employees are also expected to report any situation or threats of violence which may
follow them into the workplace or otherwise impact other Library employees.
Supervisors, with assistance from the Library Director and the City's Human Resources Office, are
responsible for ensuring proper response, investigation and follow up on any reported or observed
incidents of workplace violence. Violence, the threat of violence or any other conduct that would fall under
this policy must be reported to the Library Director and Human Resources as soon as the reporting party
becomes aware of it.
.64 Investigation and Follow -Up
Anv reported or alleged violation of this policv will be promptly investigated by the appropriate
management staff. the Library Director, City Human Resources, and/or the City Attorney's Office. Violations
of this DOlicv may result in disciolinary action uo to and including termination of emDlovment and/or a
report to law enforcement
.65 Confidentiality and Retaliation
To the greatest extent possible, anonymity will be maintained during the investigation. However,
anonymity will be maintained at the discretion of those investigating and resolving the complaint only to
the degree that it does not compromise the investigation. There is no right to or guarantee of anonymity.
Any employee who acts in good faith by reporting real, threatened, or implied violent behavior will not be
subjected to any form of retaliation or harassment. Any retaliatory behavior resulting from a report of
violence must be reported to the Library Director, the City's Human Resources Administrator, or the City
Attorney's Office for investigation and appropriate action.
.66 Post -Incident Response
Iniured staff will receive Drompt medical treatment and appropriate Dost-incident counsel. The Libra
Director and the City's Human Resources will assist the supervisor with coordination of appropriate post -
incident response which may include a critical incident debriefing session and/or counseling through the
Employee Assistance Program
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.67 Violence Outside the Workplace
In order to fulfill its obligation to protect employees from violence, the Library requires that an employee
apprise their supervisor, the Library Director, or City Human Resources of any situation involving violence
or the threat of violence that may carry over into the workplace such as a restraining order issued for the
protection of the employee, harassing or threatening phone calls, email or other electronic messages,
being or suspicion of being stalked, and any other circumstance the employee perceives as threatening to
the health and safety of the employee or others in the workplace.
.68 Workplace Security Suggestions and Recommendations
Employees are strongly encouraged to offer recommendations for improving safety within work sites of the
Library. These suggestions may be made directly to supervisors and/or the Library Director.
502,6.7EMPLOYEE RELATIONS AND CONDUCT
The work of every employee is important. On the jebEMployee performance and conduct faashave an effect
on the employee's success with the Library and the work environmentas well as
oneffecting the quality of service to the Iowa City community. Employees have a right to expect fair
treatment and fair compensation from the Library. In return, employees are expected to work diligently
toward providing high levels of public service and conducting themselves in a manner that positively
contributes to a respectful and productive work environment.
.71 Employee Conduct and Ethical Standards of Behavior
i....iRg i...... .Bari...:. ,...a.....:..,. i LL._.,... h AS:..,.,... ,
sr.�-.r.� rnrr*�: rir_rr..�a+t�:ess:�r� w:ear.�rrsr: rmr_rzsse:�r..c�:�ss: rsxr. �:nm Tzrwtr��s
Library employees are expected to conduct themselves in a courteous, respectful, responsive manner and in a
manner that demonstrates high ethical standards, professionalism, and inspires public trust. These
expectations and standards of behavior extend to individuals under consideration for an offer of Library
employment, as well. All Library employees are required to:
• Refrain from engaging in conduct which could violate federal, state or local laws and/or reflect
unfavorably upon the Iowa City Public Library and City of Iowa City.
• Refrain from engaging in conduct which represents or could reasonably be interpreted to represent a
conflict of interest.
• Put forth honest effort in the performance of their duties.
• Carry -out and support the established policies of the Library in the performance of their lob duties,
15
regardless of their personal opinions of said policies.
• Decline any extraneous fee or gratuity for work performed on behalf of the Library.
• Refrain from granting or making available to any person, any consideration, treatment, advantage or
favor beyond that which is granted or made available to the public.
• Immediately report to their supervisor any outside interests that may be affected by Library or City of
Iowa City plans or activities or result in a conflict of interest or the appearance of such conflict.
a_602 1031mpartiality
Fespensibilities.
Employees must:
• Avoid any action which might result in or create the impression of using public office, employment
with the Library for private gain, giving preferential treatment to any person or entity, or losing
impartiality in conducting Library business.
• Refrain from securing privileges or exemptions for themselves or others beyond that which would be
available to the public at large.
b. 4" Use of Information
Employees may not use privileged confidential information for their own financial advantage or
disElese to provide others with financial advantages or information
advantage; -which could be used for financial advantage. Each employee is charged with the
responsibility for ensuring that hP GF ghp they releases or provide only information that is should be or
already is available to the_general public at large.
_404_Confidentiality of Library Records
All information about what materials and equipment library patrons are using or the content of
questions they ask is confidential and may not be revealed to other members of the public or used by
the employee in any manner not related to library operations. All requests to inspect Library records
must be referred to the Library Director. Circulation records and other records identifying specific users
are considered confidential, as identified by Library Policy 802. Failure to follow this policy is cause for
disciplinary action.
d. .186Use of Public PrepeftyLibrary and City Resources
nl„ I ibFary .......1..,,ee Employees shaU+equest, may not use, or permit the use of any publicly owned
resource property, vehicle, equipment, labor, service or supplies (new, surplus, scrap or obsolete)) -for
the personal convenience or advantage of the employee or any other person, ,..,, ept fee that use that
other than what is generally available to the public. No Library -owned property may be removed from
the wGFk I<'t^ workplace except for the purpose of conducting Library business. Use of Library or City
facilities, supplies, equipment, or worktime for supplemental employment is prohibited.
No Library employee shall remove Library materials without proper checkout, change the standard loan
period, remove materials not yet processed for circulation, or waive fines for library materials circulated
for personal use except as allowed to the general public.
e. rG2,393Gifts
16
State law (Iowa Code section 68 B.22, as amended) restricts gifts that can be received by public
employees or their families. As the law states, "the acceptance of personal benefits from those who
could gain advantage by influencing official actions raises suspicions that tend to undermine the public
trust." Compliance with the law, for the reasons identified therein, is of crucial importance to the
Library and the City.
There are exceptions to the restrictions, including accepting nonmonetary items with a value of three
dollars ($3.00) or less, or accepting items made available free of charge to members of the general public
without regard to their employment. However, before accepting any other gift, employees should consult
with the City Attorneys Office for confirmation of an available exception.
f_S02,181_Employment Conflicts
Library employees may not work for an outside employer whose interests might conflict with those of
the Library and/or City. Library employees may not use their jobs with the City to further their interest
in any supplemental job. Library employees may not work for�or directly invest in,businesses with whom
they must deal in the course of their employment with the Library.
g_5G&WPolitical Activity
Library employees are free to exercise all rights of citizenship. However, in order to obey federal and state
laws.and to ensure that the Library will operate effectively and fairly, some guidelines are necessary.
Therefore, the following restrictions have been established:
11An employee shall not, while performing official duties or while using Library equipment at the
employee's disposal by reason of_46#wf-their position, solicit contributions for any political party or
candidate, or engage in any political activity, including distribution of political messaging or materials.
Whole an .hit., ,.mpteyees Employees shall also refrain from wearing hats, buttons, or other items
with political messaging while working, unless otherwise permitted under Chapter 20 of the Iowa
Code.
j1An employee shall not attempt to influence the vote or political action of another by_seeking
advocating for an appointment, increase in pay, or other business or employment advantage for that
person with the Libraryor City
j1An employee who supervises employees shall not directly or indirectly solicit the persons supervised
to contribute money, anything of value, or service to a candidate, a political party, or a political
committee.
11An employee who becomes a candidate for public office shah May,-uiHeR_request be giveR a leave
of absence without pay. Such 1pavp ;hall rammence any time within 30 days PFieF to a ...,.,.,.,,
Speeial,GFgeReFalelertien An employee who is a candidate for any elective office shall not
campaign while on duty as an employee.
Pasitien eRly.
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602,L.72 Discipline
The responsibility of the Library to mai ^'tee.^"icient appropriately manage its operations may occasionally
require tekipg it to take disciplinary action against employees. The objective of disciplinary action is to
correct_+aapryrepFia€e_behaviorthat violates Library policies, expectations or is otherwise inappropriate, and
pFeduee maintain efficient Library operations. Hewe•„o,.�.�,'^ lWe Failure of the employee, after notice, to
modify behavior may result in further disciplinary action up to and including termination of employment.
Furthermore, serious infractions may result in disciplinary action up to and including termination of
employment without prior notice. Each case will be considered on its merits with due consideration as to
the nature of the offense, the cause, the background, and the attitude of the employee.
Employees in the bargaining unit should refer to the AFSCME collective bargaining agreement for further
clarification.
Causes for Discipline:
It is not possible to list all forms of employee conduct that are considered unacceptable behaviar that ara
ip and impact the workplace. The following list is illustrative of, but does not include all, types of behavior or
conduct for which disciplinary action may be taken.
a. Insubordination, including D3disobedience, disrespect, failure to perform work assignments or duties,
or failure to accept direction from authorized personnel. Deliberately attempting to undermine morale.
b. Theft of Library property,eFmoney, or services or acting in a careless or negligent manner with Library
money, property, or vehicles. Theft of property during the performance of duty or on Library property.
c. Violation of Library Pules and policies7 including but not limited to Personnel pPolicies, aAdministrative
pelieiesRegulations, violation of
department rules, or any other rules, policies, or regulations issued by the Library.
d. Abusive or iFAPFepeFdiscourteous treatment during the performance of duty to any member of the
public, fellow employee or city official, including harassment on the basis of race, creed, color, sex,
national origin, religion, age, sexual orientation, gender identity, marital status, mental or physical
handicap eF disability, or genetic informations or any behavior including behavior occurring outside the
workplace, which negatively affects the work environment or has the effect of producing a hostile work
environment.
e. Tardiness, failure to report to work, or failure to maintain a satisfactory attendance record; failure to
inform the appropriate person of the inability to report to work or the need to leave work for any
reason,
f. Working (straight time or overtime) without proper authorization. Failure to accurately and timely
report hours worked. Intentional abuse of the Library's time keeping system, including unauthorized
punching in/out of another employee.
€g. Failure to satisfactorily and consistently perform the duties of the employee's position;
_ ^«^^^^incompetency, inefficiency, or negligence in the performance of assigned duties;
the WbFarf loafing, loitering, or engaging in unauthorized personal business during work hours;
excessive use of personal mobile devices,
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h. Failure to maintain the appropriate qualifications, certifications or licenses necessary for the
performance of mob duties or failure to report any change or loss of said qualifications, certifications or
licenses.
i. Unauthorized dissemination of non-public information acquired during the performance of duties for
the Library. Revealing confidential Library records or unauthorized use of privileged information.
1}0. Breach of confidentiality.
gk. Violations of the Federal Drug Free Workplace Act, vielat en of departmental rules,or any other state
or federal regulations.
hl. Lying or providing false, or inaccurate information, either verbally or in writing;
falsification, alteration, deletion of required information, or failure to include material information on
any application or Library record.
im. Cheating on an employment -related exam.
in. Inappropriate use of telephone lines, long-distance service, FAX/photocopy services, computer or
internet usage, cell phones, mobile or electronic devices, or other Library -owned property.
ko. Operating Library and City equipment or vehicles without proper license or permit, failure to maintain
any required license or permit, or failure to notify the Library of loss of any such license or permit.
1p. Failure to make payment in a timely manner for any employment related charges including costs for
return -to -duty or follow-up drug tests.
mg. Illegal activities and/or conviction of a crime that is closely or directly related to the ability of
employees to perform their job effectively or is otherwise mob related, or failure of employees is
sits ns subject to GF;,.,;. al ,,.,GkgF. Und ..hprk; to provide timely notification of a criminal conviction
to Human Resources.
nr. Disregard for safety policies and procedures, including improper use of safety gear, clothing, or
equipment; failure to report aw workplace injury or illness to supervisory personnel in a timely manner
s. Preventable accidents; conduct resulting in damage to Library or City equipment or property or the inmury
of others. Willful destruction of property of the Library, the City, or any employee. Failure to report
workplace accidents to a supervisor.
at. Failure to provide required notification of over-the-counter or prescription medication that may impact
ability to drive or operate heavy equipment (when driving or equipment operation is a required duty of
the position); failure to provide copies of any work restrictions applicable to the required duties of the
employee's position; failure to comply with work restrictions.
pu. Activity which involves conflict of interest or use of Library employment for personal gain.
qv_. Conduct which negatively impacts the Library's ability to effectively conduct its operations; disruptive
behavior; sleeping or giving the appearance of sleeping during working hours; engaging in horseplay,
roughhousing, or disorderly behavior during work hours or while on work premises.
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.73-54Weapons
No employee of the Library shall carry a weapon while on duty. Weapons include but are not limited to
firearms, knives, explosives, and tasers or other similar electronic immobilizers. Weapons are not allowed on
City property nor in an employee's vehicle when parked on City property. Issuance of a weapons permit does
not exempt an employee from these provisions. However, sworn officers of the Iowa City Police Department
and the Fire Marshal are exempt from this restriction.
.7445r6 Appearance -Grooming
Employees are expected to maintain a level of personal appearance and grooming and maintenance of their
workspaces that is considerate of other employees, and projects an image that inspires the confidence of
r'•'� �i;png the community and others with whom the employee must associate in the course of work. Specific
rules related to appearance and grooming are referred to in the Library's Employee Manual.
The Library Director will make the final decision if there is a dispute over what constitutes appropriate
personal appearance.
Employees are required to adhere to health, safety, and sanitation standards while at work.
.75 Scented Products
The Library aims to be sensitive to individuals with perfume and chemical sensitivities. Employees should
minimize use of scented products including but not limited to cologne, after -shave, perfume, deodorant,
lotions, hair products, air fresheners, room deodorizers or similar products.
—,67.76Personal Activities
Conducting personal or non -duty -work related activities is discouraged during work hours, except in
emergencies and with the approval of the supervisor. Personal business should be conducted44&-F �
that peFSORal Earls be""d^ ,'during designated break times or during unpaid lunch t+raebreaks. When
possible, personal phone calls should be made from a phone away from areas used by the public to conduct
business and away from other employees who may be distracted by such personal calls.
—49.77—Supplemental Employment
—Supplemental employment outside the employee's assigned Library working hours must in no way
interfere or conflict with the satisfactory performance of an employee's Library duties. Supplemental
employment that either creates or gives the appearance of a conflict of interest is prohibited. No employee is
to conduct any supplemental employment during their scheduled working hours unless they are using pre -
approved leave. Supplemental employment is not encouraged.
If an employee is unable to perform h"� heir job for the Library due to injury or illness, work for
another employer during what would be the employee's Library work hours is expressly prohibited. A waiver
of this provision may be given if the employee presents sufficient evidence to the Library Director from
h"� heir physician that the employee's medical condition would Iepreclude fulfillment of the employee's
duties with the Library, but that the nature of the condition would permit work at alternative outside
20 11
employment. Failure to comply with this policy will result in disciplinary action up to and including
termination of employment.
—. 6978—Religious Holidays
—Every reasonable effort will be made to accommodate employee requests for release from work to
participate in bona fide religious holidays or services. Once approved, personal leave -days, accrued vacation
time, compensatory time, or, in the absence of any of these, unpaid leave may be used to cover such
absences.
—.6979—Education
—Advance approval from the Library Director or i wAheA eir designee is necessary for an employee to
attend or engage in any educational^-' program during normal assigned -working hours, other than that
which is -may be provided or directed by the Library -_ _--• Consideration of such requests
will be based upon direct benefit to the Library, ti:°` a 'e Said •••G_I(iRg he••__ W the "b_,-•'_
-_... _..._..ee, and a demonstrated ability of employees to effectively carry out the responsibilities of their
positions. Employees are encouraged to schedule educational programs outside of regular hours, whenever
possible.
—.63710 Medication/Work Restriction Notification
—Employees who are required to drive vehicles or operate heavy machinery are required to inform their
supervisor when taking over-the-counter or prescribed medication which carries a warning label indicating
that the medication may impact the ability to perform those duties safely.
Employees who are issued work restrictions by a healthcare provider, including for conditions which are
not work -related, must provide a copy of those restrictions to their immediate supervisor. Employees with
questions about whether a physical restriction is considered a work restriction should discuss the
restriction with City Human Resources before providing the information to the employee's supervisor.
—Failure to comply with these requirements will be grounds for discipline up to and including termination
of employment.
.63711 Breastfeeding Breaks
—The Library will provide reasonable break time for nursing mothers to express breast milk for heFa nursing
child for one year after the child's birth each time such employee has the -need to express the milk. In
addition, the Library will provide a private space, other than a bathroom, which may be used by the employee
to express milk. If assistance is needed in coordinating the use of private space, employees may contact their
supervisor and/or the Library Director.
—.64712 Criminal Convictions and/or Conduct
—Employees in positions which are subject to criminal background checks under the City's administrative
regulation on Criminal Background Checks in Hiring, as noted in the job description, are required to notify City
Human Resources within ten business days of being convicted of a crime other than a simple misdemeanor
traffic offense. Human Resources will conduct an individualized assessment to determine the impact a
conviction may have on an employee's ability to continue in their current role, and will consult4%-with
appropriate supervisory staff and the City Attorney's Office as necessary. Employees CeAvietieAs whirl;
...l.,.._..,.l..,,,...........I:.._... s_,.... being eligible f8F hiFe :.... , in a -position designated as sensitive under the
Criminal Background Checks in Hiring policy who are convicted of a crime which would have precluded them
from being hired into the position„- may likewise be •P_ A iA A ,,,,«, FFAiRati n that the ,.....,l,...eecigtermined
21 12
to no longer meets the requirements of the position and theFefffe, suNeet te &Eip"-e up te-a
"may be subject to termination of employment or other discipline.
Candidates for sensitive positions which are subject to criminal background screenings who have a pending
criminal charge for which conviction would preclude them from further consideration for employment may
be subiect to an individualized assessment. The individualized assessment will be conducted by Human
Resources to determine whether behaviors acknowledged or proven by a preponderance of available
evidence may disqualify the candidate from further consideration due to the nature of the position for which
they are being considered. (For example: an individualized assessment would be required for a pending
charge for a crime against a person which could pose a safety risk to vulnerable populations served by the
operation).
.713 Personal Use of Social Media
a. Scope and definition
Policies governing appropriate use and administration of authorized Library social media accounts are
addressed by the Social Media Posting Guidelines (administrative policy). Social Media Sites Policy
(administrative policy). Telecommunications Policy (administrative policy), and Public Relations (Board
Policy 702) and Confidentiality and Privacy (Board Policy 802). For the purpose of this provision, social
media is defined as any form of online publication or presence that allows interactive communication,
including but not limited to, social networking sites such as Facebook, Twitter, Instagram, Linkedln.
YouTube, or similar sites now and in the future. It also includes online forums such as personal web
pages, blogs or vlogs, online games, and messages or comments conveyed through any other online
forum.
Nothing in this policy is intended to infringe upon any employee's First Amendment rights to engage in
speech protected by the United States and Iowa Constitutions, to limit the right to engage in protected
concerted activity under the National Labor Relations Act (NLRA), or to express an opinion on a matter of
public concern when the statement is not made pursuant to their official duties. Employees are free to
express themselves as private individuals on social media sites. The intent of this policy is to prevent
employees from engaging in unlawful speech, improperly impairing the working relationships of and
within the Library, or impeding performance of Library duties and/or negatively affecting public
confidence in the operation of the Iowa City Public Library or the performance of the individual
employee.
As public employees, Library employees are cautioned that speech made pursuant to an employee's
official duties is not protected free speech under the First Amendment and may form the basis for
discipline.
b. Work -related guidelines for employee use of personal social media
—(1.) Personal accounts may not be designed in such a way as to cause users to believe the account is
Library -administered or endorsed by the Library, including unauthorized use of Library logos. Whether
or not employees specify on their personal social media accounts that they work for the Iowa City
Public Library, they should be mindful that their employment is a matter of public record. Whenever
issues are discussed online, whether in a personal or professional capacity, it is possible that comments
can be connected to a person's employment with the Library. Employees should consider whether
statements they publish may be construed as expressing official Iowa City Public Library positions and
whether such statements are accurate representations. If an employee possesses leadership
responsibilities or chooses to identify themselves as a Library employee on personal social media, it is
recommended that they include a disclaimer such as "The postings on this site are my own and do not
necessarily reflect or represent the views of the Iowa City Public Library or City of Iowa City for which I
work"
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(2.) Employees are prohibited from disclosing confidential or legally protected information learned
through employment with the Library, including personally identifiable patron information, such as
check out history or requested information.
(3.) Employees are prohibited from using the internet or social media to post content that violates the
Library's harassment or discrimination policies even if occurring outside work hours, from home
and on personal devices. Such behaviors include but are not limited to posting comments or other
content that is derogatory with respect to race, creed, color, sex, national origin, religion, age,
sexual orientation, gender identity, marital status, mental or physical disability, genetic
information, veteran status, or other classes or categories protected by federal, state, and local
law, including epithets, slurs, and negative stereotyping; sexually suggestive, humiliating, or
demeaning comments; or other behaviors that could constitute harassment or bullying.
(4.) Employees are prohibited from using the internet or social media to incite or encourage violence.
This includes threats to stalk, haze, or physically harm another employee or member of the public.
(5.) Employees may not use social media to engage in libelous, defamatory, obscene, or maliciously
false behavior directed at the Library, its Board of Trustees, the City and other City departments,
elected or appointed officials or other employees or members of the public.
(6.) While employees may believe a social media post or electronic communication is private, release to
the public is always possible. Employees will be responsible for their posted content.
(7.) Employees are discouraged from posting to personal accounts while using the Library network or
Library -owned equipment and should not speak on behalf of the Library using their personal social
media accounts.
502.8 WHISTLEBLOWER POLICY AND STATE OMBUDSMAN'S OFFICE
It is the policy of the Library that all employees are encouraged to report information or conduct the
employee reasonably believes to be improper governmental actions by any Library or City official or
employee, to the extent such a report is not expressly prohibited by law. The Library prohibits reprisal or
retaliation against any employee who in good faith makes such a report.
.81 Definition of Improper Government Action
Any action by any employee or official that:
• Is undertaken in the performance of their duties, whether or not the action is within the scope of the
employee's or official's employment; and
• Is in violation of any federal, state or local law or rule;
• Is mismanagement;
• Is an abuse of authority;
• Is of substantial and specific danger to the public health and safety; or
• Is a gross abuse of public funds.
.82 Complaint Procedure
The Library, with assistance from the City, will investigate complaints of improper governmental action.
Employees should promptly report information or conduct they reasonably believe constitutes improper
government action to their supervisor, the Library Director, the City's Human Resources Administrator, or the
City Attorney's Office. Supervisors receiving reports of potential improper governmental action are requireed
to promptly notify the Library Director, the Human Resources Administrator, or the City Attorney's Office of
the report to ensure appropriate investigation, documentation and follow-up takes place.
.83 Retaliation Prohibited
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The Library may not retaliate against an employee who makes a good -faith report of conduct the employee
reasonably believes to be improper governmental action, including an internal report as outlined above or the
disclosure of information the employee believes constitutes improper governmental action to a member or
employee of the general assembly, an official of or person providing human resources management for that
political subdivision or any other public official or law enforcement agency.
.84 State Ombudsman's Office
In addition to the reporting procedure described above, employees may contact the State Ombudsman with
reports of improper governmental action. Pursuant to the Iowa Ombudsman Act, Iowa Code Chapter 2C, the
State Ombudsman's Office has authority to investigate complaints about improper action or inaction taken by
governmental entities. The State Ombudsman's Office is a non -partisan agency and may be reached at 1-888-
426-6283.
502.69 EMPLOYEE ASSISTANCE PROGRAM
suecessfullY. ..I.,ed if idpRtified and #Patpd
/ they can -be
—The City sponsors the -an Employee Assistance Program (EAP) as a means of assisting employees and their
family members with a variety of challenges including marital, family or financial difficulties, physical,
emotional or personal problems, and substance or alcohol use. It is available as a confidential service for
information, short-term counseling, and referral to other community resources. While the program is in
no way meant to interfere with the private life of the employee-<<^� pkweesimployees are encouraged to
contact the EAP to discuss a personal problem before it affects their work performance. Any voluntary
involvement with the EAP will be strictly confidential and not reported to the City. Employees may contact
the EAP by calling 319-351-9072. In the event work performance is affected, a mandatory referral may be
made by an employee's supervisor. When a mandatory referral is made, the employee is required to be seen
by an EAP Counselor; who may report the employee's attendance, ability to work, and completion of any
recommended follow-up treatment to the City. The City is not provided a diagnosis, and aay-all discussions
between the employee and counselor remains confidential.
.62Substance Abuse
All Library employees are eligible for and encouraged to seek treatment and rehabilitation for alcoholism,
problem drinking, or substance abuse through the City's Employee Assistance Program, or other available
community resources. Alcoholism or drug addiction as conditions are not causes for discipline. However, if
they impact job performance, including attendance, work performance, ability to carry out required duties,
interpersonal or public relations, etc., disciplinary action may be taken. Nothing in this section relieves
employees of responsibility for their own conduct on the job.
502.10 SUBSTANCE ABUSE POLICY
.101 PON
The Iowa City Public Library is dedicated to providing safe, dependable, and efficient services to our citizens.
Library employees are our most valuable resource and it is our goal to provide a healthy, satisfying working
environment. In meeting those goals, it is our policy to (1) assure that employees are not impaired in their
ability to perform assigned duties in a safe, productive, and healthy manner; (2) create a workplace
environment free from the adverse effects of drug abuse and alcohol misuse: (3) prohibit the unlawful
manufacture, distribution, dispensing, possession, or use of controlled substances: and (4) to encourage
employees to seek professional assistance any time personal problems, including alcohol or drug dependency,
adversely affect their ability to perform their assigned duties.
24 15
.102 Purpose
The purpose of this policy is to assure worker fitness for duty and to protect our employees and the public
from the risks Posed by the misuse of drugs or alcohol or by the use of prohibited drugs while balancing
respect for individual Privacy. This Policy is also intended to comply with all applicable Federal regulations
governing workplace anti -drug and alcohol programs, including the federal Drug Free Workplace Act of 1998.
.103 Applicability
This policy applies to all Library employees, as well as contractors or volunteers; when they are on Library
property or when performing any Library -related business. This policy also applies to off -site lunch periods or
breaks when an employee is scheduled to return to work. Compliance with the terms and requirements of
this policy is a condition of employment for all employees.
.104 Prohibited Substances/Behaviors
a. Illegally Used Controlled Substances or Drugs
Any illegal drug or substance identified in Schedules I through V of Section 202 of the Controlled
Substance Act (21 U.S.C. 812), and as further defined by 21 CFR 1300.11 through 1300.15. This includes,
but is not limited to: marijuana, amphetamines, opiates, phencyclidine (PCP), and cocaine, as well as any
drug not approved for medical use by the U.S. Drug Enforcement Administration or the U.S. Food and
Drug Administration. Illegal use includes use of any illegal drug, misuse of legally prescribed drugs, or use
of illegally obtained prescription drugs.
b. Misuse/Abuse of Legal Drugs
The appropriate use of legally prescribed drugs and over-the-counter medications is not prohibited.
However, the use of any substance which carries a warning label that indicates that mental functioning,
motor skills, or judgment may be adversely affected must be reported to supervisory personnel and
medical advice should be sought by the employee, as appropriate, before performing work -related
duties.
A legally prescribed drug means that individual has a prescription or other written approval from a
physician for the use of a drug in the course of medical treatment. Legally prescribed drugs must be
carried in their original container with a label which indicates the patient's name, the name of the
substance, quantity/amount to be taken, and the period of authorization. The misuse or abuse of legal
drugs while Performing Library business is prohibited.
The Library reserves the right to take appropriate action (including relieving the employee from work) if
the use of a prescribed or over-the-counter medication is impairing or is deemed likely to impair the
employee's faculties or work performance.
c. Alcohol
Library employees are prohibited from consuming alcoholic beverages and from possessing containers of
alcoholic beverages with a broken seal while on Library or City premises or on duty.
.105 Prohibited Conduct
a. Manufacture, Trafficking, Possession, and Use
Iowa City Public Library employees are prohibited from engaging in unlawful manufacture, distribution,
dispensing, possession, or use of prohibited substances while working. on Library premises, in Library or
City vehicles, or while on Library business, or from reporting to work following use of a prohibited
substance. Employees who violate this provision will be subject to disciplinary action up to and including
termination of employment. Law enforcement shall be notified, as appropriate, where criminal activity is
suspected.
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b. Alcohol Use
No employee shall report to duty or remain on duty when their ability to perform assigned duties is
impaired by alcohol. No employee shall use alcohol while on duty, or during the hours that they are on
call. Library employees are prohibited from consuming alcoholic beverages on breaks or at lunch.
Violation of these provisions is prohibited and subject to disciplinary action up to and including
termination of employment.
c. Treatment
The Library recognizes that drug and alcohol dependency is an illness and a major health problem. The
Library also recognizes drug and alcohol abuse as a potential health, safety and security problem. All
employees are encouraged to use the Employee Assistance Program (EAP) for treatment of drug or
alcohol misuse and/or illegal drug use problems. Under certain circumstances, employees may be
required to undergo treatment for substance abuse or alcohol misuse. Any employee who refuses or fails
to comply with Library requirements for treatment, after care, or return to duty shall be subject to
disciplinary action, up to and including termination of employment. Employees will be allowed to use
accumulated sick leave and other accruals as appropriate to participate in a prescribed rehabilitation
program.
The EAP provides a constructive way for employees to deal with alcohol or drug -related problems before
they interfere with continued employment. However, an employee must continue to comply with Library
policies, meet attendance, job performance, and safe and sober behavior standards while seeking
assistance from EAP or another treatment provider.
d. Notifying the Library of Criminal Drug Conviction
The Drug Free Workplace Act of 1988 mandates that employees are required to notify the Library and
City of any criminal drug statute conviction for a violation occurring in the workplace or off Library/City
premises while conducting Library business within five days after such conviction. The Library will take
appropriate disciplinary action and/or require the employee to participate in a rehabilitation program
within 30 days of receiving notice of any conviction under a criminal drug statute. Failure to comply with
this provision shall result in disciplinary action, up to and including termination of employment.
.106 Proper Application of the Policy
The Library is dedicated to assuring fair and equitable application of this substance abuse policy. Supervisors
are required to use and apply all aspects of this policy in an unbiased and impartial manner. Any supervisor
who knowingly disregards the requirements of this policy, or is found to have deliberately misused the policy
in regard to subordinates, shall be subject to disciplinary action, up to and including termination of
employment.
.107 Testing Procedures
a. Reasonable Suspicion Testing
Employees are expected and required to report to work on time in an appropriate mental and physical
condition. The Library reserves the right to test employees when there is reasonable suspicion that the
employee is impaired, that their work performance or on-the-job behavior has been affected in any way
by drugs or alcohol or the employee is otherwise unfit for duty.
Reasonable suspicion testing is drug or alcohol testing based upon the evidence that an employee is using
or has used alcohol or other drugs in violation of this policy. This evidence is drawn from specific objective
and articulable facts and reasonable inferences drawn from those facts in light of experience. For the
purposes of this policy and procedure, facts and inferences may be based upon, but not limited to, any of
the following:
(1.) Direct observation of alcohol or drug use or abuse.
26 17
(2.) Physical symptoms or manifestations of being impaired while at work due to alcohol or other drug
use such as, but not limited to, the smell of alcoholic beverages or drugs emanating from the
individual, reddened eves, dilated or constricted pupils, flushed or pale complexion, extensive
sweating or skin clamminess, unfocused/blank stare, disheveled clothing, unkempt grooming, runny
or bleeding nose, possible puncture marks, wetting lips frequently, complaining of dry mouth or
nystagmus (involuntary jerky eye movement), deterioration of work performance, errors and
irregularities in work performance.
(3.) Unexplained changes in behavior or personality such as, but not limited to, hyperactivity, fidgety,
agitated, breathing irregularity or with difficulty, nausea, slow reactions, unstable walking, poor
coordination, hand tremors, shaking, sleeping on the mob, irritable, moody, suspicious, paranoid,
depressed, withdrawn or a lackadaisical attitude.
(4.) Unexplained changes in speech such as, but not limited to, slurred/slowed, loud/boisterous,
quiet/whispering, incoherent/nonsensical, repetitious/rambling, clicking sound with tongue, rapid,
excessive talkativeness, exaggerated enunciation or cursing/inappropriate speech.
(5.) A report of alcohol or other drug use while at work provided by a reliable and credible source.
(6.) Evidence that an employee has manufactured, sold, distributed, solicited, possessed, used, or
transferred illicit drugs or consumed alcoholic beverages while at work for the Library, or while
operating Library or City vehicles, machinery or equipment.
Employees found to be impaired by prohibited substances or employees who fail to pass a reasonable
suspicion drug or alcohol test administered under federal or state regulations shall be removed from duty
and be submect to disciplinary action, up to and including termination of employment.
b. Post Accident Testing
The Library reserves the right to test employees for drugs and alcohol after a work -related accident when
one or more of the following conditions are present:
➢ a fatality in which a Library employee was involved:
➢ any individual suffers bodily inmury known at the time of the accidents
➢ one or more vehicles incur disabling damage and require towing/removal from the scenes
➢ the accident results in cumulative property damage of $5,000 or greater as reasonably estimated
at the time of the accident*: or
➢ the Library employee receives a citation for a moving violation*.
If none of the above conditions are present, and the employee involved in the accident would like to be
tested voluntarily for drugs and alcohol, the employee may submit to testing at the Library's expense.
Following an accident, the employee will be tested as soon as possible, but time elapsed before testing
may not exceed eight (8) hours for alcohol and thirty-two (32) hours for drugs. An employee submect to
post -accident testing shall remain readily available or may be deemed by the employer to have refused to
submit to testing.
c. Refuse to Test
Refusal to submit to alcohol or drug testing is classified as a positive test and submect to the consequences
of a positive test.
Refusal to test includes, but is not limited to, such behavior as:
(1.) Failure to report in a timely manner to a collection site. Once notified an employee is to immediately
go directly to the testing site.
(2.) Failure to remain at the testing site until the testing process is complete.
27 18
�4-.4(3.) Failure to provide a urine specimen for any required drug test.
(4.) In the case of directly observed or monitored collection in a drug test, failure to permit the
observation or monitoring of provision of a specimen.
(5.) Failure to provide a sufficient amount of urine or breath when directed, and it as been determined,
through a required medical evaluation, that there was no adequate medical explanation for the
failure.
(6.) Failure or decline to take a second test the Library or collector has directed them to take.
(7.) Failure to undergo a medical examination or evaluation, as directed by the Medical Review Officer
(MRO) as part of the verification process, or as directed by the Library as part of the procedures for
situations in which an employee does not provide a sufficient amount of urine to permit a drug test.
(8.) Failure to cooperate with any part of the testing process (e.g., refusal to empty pockets when so
directed by the collector, behaving in a confrontational way that disrupts the collection process) or
verbal or written refusal to provide required urine/breath specimen.
(9.) For an observed collection, failure to follow the observer's instructions to raise clothing above the
waist, lower clothing and underpants, and to turn around to permit the observer to determine if
there are any types of prosthetic or other devices that could be used to interfere with the collection
process.
10. Possess or wear a prosthetic or other device that could be used to interfere with the collection
process.
11. Admit to the collector or MRO that the specimen was adulterated or substituted.
12. Failure to sign the certification at Step 2 of the Alcohol Test Form.
.108 Consequences for Policy Violations
Violations of this policy resulting in personal iniurv, injury to another employee or member of the public or
violations resulting in damage to public or private property may result in termination on the first offense.
a. Positive Test Results
An employee who is in their initial probationary period and receives a positive drug and/or alcohol test
result will have their employment terminated. A non -probationary employee's first confirmed positive
drug or alcohol test will result in a requirement that the employee be evaluated by an EAP counselor with
subsequent referral and aftercare if necessary. Failure to undergo the required EAP evaluation or to
comply with the treatment plan, including required testing, will result in termination of employment.
b. Second Positive Test Results
In an employee who has previously tested positive under the Library's drug or alcohol testing program
tests positive on a second occasion, the employee will be terminated.
c. Refusal Consequences
An employee who refuses to submit to a reasonable suspicion or post -accident drug/alcohol test will be
treated as if the employee had a positive test result. The employee shall not be permitted to finish their
shift and shall immediately be placed on administrative leave pending disciplinary action up to and
including termination of employment.
28 19
d. Follow -Up
Once returned to duty, employees may be required to undergo unannounced follow-up testing. Such
testing will take place just before iob duties are performed, during iob duties, or lust after the employee
performed iob duties. The frequency and duration of the follow-up testing will be recommended by the
EAP counselor or treating entity.
e. Invalid Drug Tests
The result of a urine drug test is considered invalid if it contains an unidentified adulterant or an
unidentified interfering substance, has abnormal characteristics, or has an endogenous substance at an
abnormal concentration that prevents the laboratory from completing or obtaining a valid drug test
result.
f. Violations
Violations of this policy will result in disciplinary action, up to and including termination of employment.
49502.11 LICENSES�aad-CERTIFICATIONSiNoteee Re9W*-eFRefft AND INSURABILITY REQUIREMENTS
Certain positions within the Library require the possession and maintenance of a specific license or
certification. If a position has such a requirement, it will be listed in the job announcement when the job is
posted and will be included in the iob description. If the requirement changes while an employee is in a
position, the employee will receive notice of such change and will be given a reasonable amount of time to
comply with the requirement. If an employee loses or fails to obtain a license or certification required for
the position 4e/-51 ethey holds, the employee may be subject to ,,"discipline up to and including
termination for failure to meet minimum job requirements. No library employee may operate a Library or
City vehicle without proper licensing. Any individual who operates a Library or City vehicle on the public right-
of-way without a valid license appropriate to the vehicle being driven will be subject to disciplinary action up
to and including termination.
43b-.111 Maintaining a Valid License
Employees required to possess and maintain a valid Iowa driver's license,, —or chauffeur's licensees GDL
are responsible for cheeking-monitoring the expiration date and renewing their license prior to the
expiration date. If an employee's license is suspended, revoked, or cancelled, it is the employee's
responsibility to notify 41sAwq eir supervisor at the beginning of the first work day after receiving notice of
the action. Employees are prohibited from driving any Library or City vehicle without the appropriate valid
license and are required to carry their license with them while operating Library or City vehicles or driving
on the behalf of the Library.
The City rewtiaely periodically runs driver's license checks on employees who must have a license as a job
requirement, as well as employees who drive Library or City vehicles in the course of their employment. An
employee who has a license that is current at the time of the license check, but whose record shows it was
suspended, revoked, or cancelled in the period of time since the last check, is subject to disciplinary action
if''� they drove a Library or City vehicle during that time and/or failed to notify their supervisor of the
suspension, revocation, or cancellation. Employees who are required to have a valid license will be subject to
disciplinary action up to and including termination of employment if they allow their license to expire and
are unable to perform their work duties.
29 20
1[lT7H.1ZT'TiRl�3lTlRfn!R�TiTInL�I�}Rai'SLT1�[72[:irl�R.�RAT�1�}�.T.S!!l7lIJITlA_
Fai' ..., t.........:de Fe....:.ed ....tl..,..d 4a ffi ..d..L.t L...... 1:.......... ................:.... t[...., BF.JL.t I .... ....... . ...It h a:..hliRaFY aEtiGR up t.. and :....I...J:.... .J:....L....... ,
EaR
,SU.112 Insurability
—Employees required to possess and maintain a valid driver's license must also remain insurable under the
City's established standards for insurability. Failure to remain insurable due to excessive or serious violations
will subject an employee to disciplinary action up to and including termination of employment.
A work permit does not meet the City's requirement for a valid license. In no event will the City install
an ignition interlock device on any City vehicle to meet the requirements of a work permit.
4U.113 State Library of Iowa Librarian Gertifwatiew Endorsement
All budgeted librarians must maintain a current State Library Publi,. I ihrarian'. C,,.t,fieate I ev I Wpublic
library staff endorsement or above.
502.812PERSONNEL TRANSACTIONS
—.84121 Personnel Files
The I ibFary eensi eFS pe Fgan nPI Personnel files -are thete b�- LwbF^ , property of the Library. -generated
It is the policy of the Library to permit access by all Library
employees to their personnel file, which is maintained in the Library's Business Office. Access to these files
and the information contained in them is generally limited to the employee (or former employee),
appropriate supervisory personnel, appropriate administrative personnel and third parties authorized in
writing by the employee (i.e., union stewards, attorneys, etc.). The file information may also be accessed and
utilized in situations involving business operations. Information related to education, employment and job
performance will be maintained in these files. Confidential medical records and benefits information are
maintained separately from an employee's personnel file.
Library employees are permitted access to their personnel files during regular Business Office hours.
Employees are permitted to examine, take notes, and make copies of any materials in their file but may net
a". Employees wishing to examine their files during work hours must have the permission of their
supervisor to leave their work site. A Business Office staff member must be present during this examination
An employee may request correction of any alleged misinformation contained in the file. If this request is
denied, the employee will receive an explanation of the reason thereof, and will be permitted to place a
concise statement of disagreement in the file.
—Employees are encouraged to keep their personnel files up-to-date with all job -related information such
as degrees obtained, seFninaFs attended,and aert'F:..-.tpgaf....mplet:....by pFeviding eapiesof applicable
,,,.,......pnu tA the o....,„,,,.,. „ffo,., Certification and training records are maintained by the Business Office.
30 21
Library employees required to maintain endorsements through continuing education and professional
development must manage their credit hours through the State Library of Iowa's IA Learns Learning
Management System (LMS) website.
—In addition, employees are required to update theiF peFSeRnel filespersonal information when they
experience a change of name, address, phone, or emergency contact. Employees may maintain this
information through the MUNIS Wf Sepireself-services portal.
.83122 Medical Files
—Employee medical records* are personal and confidential and will be maintained in a separate medical
file. Medical files are subject to the privacy restrictions imposed by the Health Insurance Portability and
Accountability Act of 1996 (HIPAA).
AR ,......l,...ee' heart : r _ .: ..,.__, ...l and ..,...c:a,....:. i .,..., «" The Library will not release such
information without the express written consent of the employee, except as required by law.
*Workers compensation files are maintained by the City of Iowa City's Finance Department and are subject to
Finance Departmental policy addressing access and security of those records.
—.83123 Public Information
—The following employee information is classified as "Public Information" under Section 22.7(11) of the
Iowa Code and will, upon request, be provided to any individual or institution by the Business Office:
• Employee name
• Employee compensation including any written agreement establishing compensation or any
other terms of employment excluding any information otherwise excludable from public
information pursuant to Iowa Code Chapter 22.77 or any other applicable provision of law.
Compensation includes any money, thing of value, or financial benefit conferred in return for
labor or services rendered by an official or employee plus the value of benefits conferred, 7
including but not limited to casualty, disability, life, or health insurance, other health and or
wellness benefits, vacation, holiday, and sick leave, severance payments, retirement benefits,
and deferred compensation.
• Dates of employment with the "b•^ry
• Positions held with the Library
• Educational institutions attended and degrees and/or diplomas earned
• Previous employment information including names of previous employers, positions
previously held, and dates of previous employment
• The fact that an individual resigned in lieu of termination, was discharged, or was demoted as
a result of disciplinary action, and the documented reasons and rationale for the resignation
in lieu of termination, the discharge, or the demotion.
—Should Iowa Code Section 22.7(11) or other Iowa law be amended to either enlarge or restrict what
employee information is classified as "Public Information' under Iowa law, the Library will modify its practices
accordingly without further notice to employees.
—Information such as address, telephone number, birthdate, social security number, etc. is not public
information and will not be released unless requested in writing by the employee.
—.84124 Job Description
—Copies of job descriptions are maintained by the Business Office and are available upon request or on the
Library's website. Job descriptions are periodically reviewed and updated as job duties and requirements
change.
31 22
—.86-125 Position Classification
All positions are classified according to job duties, responsibilities, entry requirements, and departmental
needs. A major change in these factors may necessitate a review of job classification. Requests for review of a
job classification may be addressed to the Library Director by any employee, by a supervisor, or may be
initiated by the Library administration. All position classification review requests will be reviewed in
accordance with applicable labor contract provisions.
—46.126 Fair Labor Standards Act (FLSA) Classification
All City -Library positions have been classified as non-exempt or exempt under the Fair Labor Standards
Act FLSA . Non-exempt positions are eligible for overtime at a rate of one -and -one—half times their regular
hourly rate for work in excess of 40 hours in a week. Exempt positions are not eligible for FLSA overtime. To
be eligible for FLSA overtime, a non-exempt employee must perform 40 hours of work in a week; paid time
off such as sick leave and vacation does not count toward the 40 hours. Overtime is subject to supervisory
authorization. Employees who work overtime without appropriate authorization may be subject to
disciplinary action.
.. .... ..:eszlrr.TsaTwarnrsr�:�anar+s:arnsn:� .
—To report a FLSA complaint or violation, employees may contact the Administrative Coordinator, City
Human Resources Administrator, Library Director, Human Rpga,,rep; Division staf ^r City Attorney's office.
�
:c-n
-
-se�
............
..
.
.
NOW
..
-
----------------------
-.89127
Employment of Relatives
a_ Management Conflict
It shall be a violation of this policy for the spouse, domestic partner or partner by cohabitation, children',
mother, father, son-in-law, daughter-in-law, mother-in-law, father-in-law, step-parent, brother', sister',
brother-in-law, sister-in-law, grandparents and grandchildren, foster child, persons who are parents of
the same child, and persons with whom the employee is in an intimate relationship' of the City Manager,
Deputy City Manager, Assistant City Manager, Assistants to the Gity M.... geF City Clerk, City Attorney,
Department Directors, Division Heads, or Human Resources staff to be employed by any department of
the Library or City.
a b. Chain of Command Conflict
It shall be the general policy of the Library and City that no person shall be hired, assigned, promoted, or
transferred to a department of the City or to a division thereof when, as a result, the employee would
32 23
routinely be directly or indirectly supervising or receiving director indirect supervision from a member of
the employee's immediate family. For the purpose of this subsection, "members of the immediate
family' include all of the relationships identified under the Management Conflict provision
above1502.127a - and also include aunt, uncle, niece, nephew, and first cousin. °
When a prohibited familial relationship is created fellewing during the course of employment, reasonable
efforts will be made to find an acceptable alternative or to eliminate the situation by transfer or reassignment
of one of the employees. Affected employees will first be given the option of deciding which employee will
transfer or be reassigned. If no choice is indication indicatedis given, seniority will be the governing factor and
the least senior employee will be subject to transfer, reassignment, or termination.
Individuals actively employed by the Library or City in violation of this expanded policy on November 1,
2011 will be grandfathered under the previous policy and allowed to remain City employees.
—'This includes step -children and children for whom the employee stands in loco parentis
(assumes parental responsibility).
'Brother and sister are defined to include step -siblings and half -siblings.
'An intimate relationship means a significant romantic involvement that need not include sexual
involvement. An intimate relationship does not include casual social relationships or associations
in a business or professional capacity.
This policy applies to spouses of the familial relationships listed in both 502.127a and
502.127b.
—.9W128—Termination of Employment
a. Resignation
EveFy yeeEmployees is -are expected to give at least ten (10) working days' notice prior to the
effective date of resignation. The notice should be in writing and directed to the immediate supervisor.
Generally, the termination date shall be the employee's last day in attendance at work, except in cases of
medical disability. Resignations must ti,..,,.,.,,pted by the L ibFa y to be effective fOF benefit payment
fames.
Generally, employees will be required to be at work on their last day. Use of FxteRded extended vacation
time prior to separation from service is not allowed. Supervisors may approve no
more than two calendar weeks of paid time off within the same calendar month immediately preceding
the employee's resignation effective date. The intent for this provision is that accruals not be used for the
purpose of extending benefits at Library expense beyond the last month in which the employee actively
worked for any significant time. Therefore, scheduling vacation followed by a single, final workday in a
new benefit period is considered contrary to the intent of this provision.
b. Retirement
—Terminating employees may be considered retirees if they have submitted the appropriate forms to
receive a retirement benefit from their Employees aFe eligible to _,..:.,.:......PARJ.....,.with applicable
pension or retirement programs. Library employees will retire under the Iowa Public Employee
Retirement System (IPERS).
Because the pensien stems wd! . ..,a,. info.....,«:,.., only to the ,,Fnp',.ye , ..l... ees Employees
must contact the retirement system directly to initiate the retirement application process.''''''^man
o..se ff,.,.. . u...:ii .....:St if.....uested Generally, employees will be required to be at work on their last
day. -Extended vacation time prior to separation from service is not allowed. Supervisors may approve no
more than two calendar weeks of paid time off within the same calendar month immediately preceding
33 24
the employee's resignation effective date. The intent for this provision is that accruals not be used for the
purpose of extending benefits at Library expense beyond the last month in which the employee actively
worked for any significant time. Therefore, scheduling vacation followed by a single, final workday in a
new benefit period is considered contrary to the intent of this provision.
Benefits Termination
—Upon notice of resignation, termination, or retirement being received by Human Resources,
applicable information regarding continuation of insurance coverage, benefits payout, IPERS benefit or
refund, final check, and other information will be forwarded to the employee.
—Human Resources will provide information to terminating employees, answer questions, and assist
employees _49weveFHowever, it is the employee's responsibility to complete and faai -submit all forms
to the applicable agency.
d. Exit Interviews
All ;t Eermanent employees will be provided an exit survey prior to their last day of
employment. If an employee wishes to participate in an exit interview in addition to or in lieu of providing
feedback via the exit survey, exit interviews will be conducted by City Human Resources staff or City
Manager's Office.
502.9135AFETY
All Library employees are responsible for completion of job assignments in the safest manner possible. Prime
consideration will be given to the safety of ' Libra em to ees and the public. Employees will
not be required to and should not work in areas or taoperate equipment which is a safety hazard to
themselves or the public. Employees are required to report unsafe working conditions to their immediate
supervisor. The Iowa Occupational Health and Safety Administration establishes industrial standards for some
Library work functions. The Library is committed to compliance with these and other applicable standards.
a_Employees must wear appropriate safety equipment/clothing, as required. Employees will receive
appropriate training and are expected to follow appropriate safety standards.
b_Employees must wear seatbelts in all vehicles that are equipped with seatbelts, as provided by state
law.
c_Smoking, including use of e-cigarettes or other vaping devices is prohibited in all City or Library
vehicles, equipment, buildings and grounds.
d. City employees shall not wear or use radio headphones, earphones, or other similar devices at any
time while at work, unless such devices are authorized by the Department Director/Division Head.
Telephone headphones are permitted for business phones with the supervisor's approval.
e_Employees will handle property and equipment of the Library and City with due care appropriate to
the nature of the work and equipment ew*Wyedused. Takingene'seyes4 the .ARd ...hire dFi: :
34 25
to-wfiteWriting, sending, or viewing an electronic message or talking on a hand-held communication
device while driving is strictly prohibited. Employees who act in a manner which endangers the safety
of themselves or others are subject to disciplinary action up to and including termination of
employment.
fTreatment for work -related injuries must be provided by the provider designated by the City.
Treatment by another physician will be allowed only upon referral from the City's designated
treatment provider. Failure to use the City's designated treatment provider for a work -related injury
may result in denial of payment of claims by Worker's Compensation. Worker's Compensation
questions should be directed to the City's Risk Manager.
35 26
- -- - -
-
- --- - -
-- --
• - --
-
.
--
.
Approved by Board of Trustees July 22, 1982
Revised: May 28, 1987
Revised: January 25, 1990
Revised: February 23, 1995
Revised: November9, 1999
Approved by Board November 9, 1999, Pending Review by City Attorney
Revised: April 28, 2005
Adopted: March 27, 2008
Revised: May 26, 2011
Revised: May 22, 2014
Revised: October 26, 2017
Revised: September, 23, 2021
36 27
503 Administrative & Confidential Employees Benefits
Proposal:
This is a regular review to ensure Library policy accurately reflects current administrative
and confidential benefits and the includes the current Employment Manual.
Issues:
There is a minor grammatical error in section 503.2.
A new Employment Manual was signed by City Administration on July 1, 2021.
Staff Recommendations:
503.2
Change 'listing an exception" to "listing any exceptions."
Attachment
Attach current (July 1, 2021-June 30, 2026) Administrative and
Confidential Employment Manual.
Action Required: Review and adopt as amended.
Prepared by: Elsworth Carman
Review Committee: Elsworth Carman, Angie Pilkington, Brent Palmer, Patty McCarthy,
Jason Paulios, Kellie Kerns, and Sam Helmick
37
ADMINISTRATIVE & CONFIDENTIAL EMPLOYEES BENEFITS
503.1 PURPOSE
The purpose of this section is to provide information on the terms and conditions of
employment for administrative and confidential employees, and to assure that policies,
regulations, and benefits will be administered on a uniform, non-discriminatory and
equitable basis. This document shall be read in conjunction with personnel policies
which apply to all library employees.
503.2 GENERAL PROVISIONS
The Library shall review and adopt, listing any exceptions. the City of Iowa City's
Administrative and confidential Employees Benefits Handbook, whenever a new
handbook is adopted by the City. All benefits made available to City staff will be made
available to Library staff.
503.3 EXCEPTIONS
When interpreting the City of Iowa City's Administrative and Confidential Employees
Benefits Handbook, the word "Library" should be substituted for the word "City", and
"Library Director" shall be substituted for "City Manager" where applicable.
Adopted: April 28, 2005
Reviewed: March 27, 2008
Reviewed: May 26, 2011
Reviewed: May 22, 2014
Reviewed: October 26, 2017
Reviewed: September 23, 2021
38
Administrative and
Confidential
Employees
4yvyG �e
i
Employment Manual
July 1, 2021 — June 30, 2026
39
INTRODUCTION
The City's ability to manage and provide public services with the greatest efficiency and
effectiveness is heavily dependent upon the capability and performance of its
Administrative and Confidential employees.
Administrative employees include department directors, division heads and supervisory
employees who have the authority to make personnel decisions regarding other public
employees or the responsibility to direct them or respond to their grievances. Other
employees are classified as Administrative and exempt from union status because their
duties are most closely aligned with managerial duties. Confidential employees include
employees who have access to information subject to use by the public employer in
collective bargaining. Confidential employees also include secretaries and Assistants to
the City Manager and department directors.
The City recognizes that special demands are placed on Administrative and Confidential
employees, creating different expectations with regard to the employment relationship on
the part of both these employees and the City. It is essential to this relationship that
those factors affecting the terms and conditions of employment be set forth clearly.
This document has two purposes: to provide information on the terms and conditions of
employment which differ from those of bargaining unit employees, and to assure that
policies, regulations, and benefits will be administered on a uniform, non-discriminatory
and equitable basis.
This document should be read in conjunction with the personnel policies which apply to
all City employees. Questions of interpretation should be addressed to the Human
Resources Administrator.
This revised manual was authorized by the City Manager on / M a
Geoff Fruin, City Manager
40
Contents
SECTION1: BENEFITS......................................................................................................................1
a.
Coverage...............................................................................................................................1
b.
Medical Insurance................................................................................................................1
c.
Dental Insurance..................................................................................................................2
d.
Life Insurance.......................................................................................................................2
e.
Dependent Life Insurance....................................................................................................2
f.
Supplemental Life Insurance................................................................................................2
g.
Long Term Disability Insurance............................................................................................2
h.
Deferred Compensation.......................................................................................................2
i.
Retirement and Pension Benefits.........................................................................................2
j.
Vacation................................................................................................................................3
(1) Accrual Rate.................................................................................................................3
(2) Professional Librarians.................................................................................................3
(3) Shift Fire Battalion Chiefs................................:............................................................3
(4) Use, Carryover and Payment.......................................................................................4
k.
Sick Leave.............................................................................................................................
4
(1) Accrual Rate.................................................................................................................4
(2) Use of Sick Leave..........................................................................................................4
(3) Notification..................................................................................................................
5
(4) Sick Bank......................................................................................................................
5
(5) Work at Home..............................................................................................................
5
(6) Payment for Unused Sick Leave...................................................................................6
I.
Holidays ... :............................................................................................................................
6
M.
Longevity..............................................................................................................................7
n.
Safety Shoes/Uniforms.........................................................................................................7
0.
Parking Permits....................................................................................................................7
SECTION2;
SPECIAL LEAVES............................................................................................................8
a.
On -the -lob Injury ..................................................................................................................8
b.
Religious Holidays.................................................................................................................8
41
c. Jury Duty.......
cl. Witness Time
e. Funeral Leave
............................................ 8
............................................. 8
.........................................1.1. 8
f. Pregnancy Leave...................................................................................................................9
g. Unpaid Leave of Absence.....................................................................................................9
h. Military Leave.....................................................................................................................10
LEducation............................................................................................................................10
SECTION 3: HOURS OF WORK.......................................................................................................11
a. Overtime.............................................................................................................................11
b. Rest Periods........................................................................................................................11
c. Meal Periods.......................................................................................................................11
cl. Inclement Weather............................................................................................................11
SECTION4: SALARY ADMINISTRATION.........................................................................................12
a. Employee Compensation...................................................................................................12
b. Reclassifications .................................................................................................................12
SECTION5: EMPLOYMENT ACTIVITY............................................................................................12
Probationary Period...................................................................................................................12
SECTION 6: GRIEVANCE PROCEDURE............................................................................................13
a. Definition............................................................................................................................13
b. Procedure...........................................................................................................................13
c. Retaliation..........................................................................................................................13
cl. Other..................................................................................................................................13
42
SECTION 1: BENEFITS
a. Coverage
Permanent full-time employees receive full benefits. Permanent part-time employees
receive benefits on a prorated basis.
Police and/or Fire management employees sometimes have different provisions.
These employees should consult Human Resources with questions.
b. Medical Insurance
The City provides medical insurance for employees and their dependents.
Employees are covered under Wellmark Blue Cross and Blue Shield of Iowa. Most
services are paid on a 90110 basis. Contribution rates are set by the City and subject
to change.
Premium contribution
Full-time employees will contribute to the monthly premium as follows:
Employee 10%
premlum ,
ao'ntrlbution
Hart -time emplo.
family coverage.
Deductibles
11
12% TBD
pay a pro-rata share of the full monthly
Health plat/_ $750 single/ $800 single/ $800 single/ $800 single/
deductibles $1200 family $1600 family $1600 family $1600 family
Out of Pocket Maximums
Admin/Confidential Employment Manual - Updated May 2021
or
z
43
C. Dental Insurance
The City pays the cost of dental insurance for employees, Employees may purchase
dependent coverage if they wish. Employees are covered under Delta Dental of
Iowa.
City contribution to single dental premium is pro -rated for part-time employees.
d. Vision Insurance
The City provides an optional vision insurance plan. Employees may purchase
coverage if they wish.
e. Life Insurance
Upon date of employment the City provides life insurance coverage at no cost to the
employee in an amount equal to the employee's annual salary. If salary is a fraction
of a thousand dollars, coverage is rounded up to the next thousand dollars.
f. Dependent Life Insurance
Dependent life insurance is available to employees for a minimal fee.
g. Supplemental Life Insurance
Supplemental life insurance is available to employees. Employees may elect
coverage for themselves and their spouse. Coverage for dependent children is also
available. Employees must participate in order to purchase insurance for a spouse
and/or child(ren).
h. Long Term Disability Insurance
The City provides long-term disability insurance for permanent full-time and'/, time
Administrative and Confidential employees, Disability benefits are payable after the
create r of one hundred twenty (120) calendar days of continuous covered total
disability or length of accrued sick leave for approved claims. The benefit amount is
sixty percent (60%) if salary. Long-term disability insurance is not available for police
and fire management personnel. These employees are covered under the disability
provisions of the Municipal Fire and Police Retirement System of Iowa (MFPRSI).
Deferred Compensation
Administrative and Confidential employees may voluntarily join a deferred
compensation program administered by the City. Deferred compensation provides for
the setting aside of income into a private investment plan, whereby the amounts
deferred and investment earnings are not subject to current personal income taxes.
Taxes on these monies are paid when funds are withdrawn from the plan.
A post -tax Roth IRA option is also available.
For more specific details or enrollment information contact the Finance Department.
j, Retirement and Pension Benefits
Admin/Confidential Employment Manual — Updated May 2021
2
44
Both the Iowa Public Employees Retirement System (IPERS) and Social Security
(FICA) are deducted from most employees' paycheck. IPERS is a mandatory
retirement system for all public employees unless excluded by law.
Most sworn Police and Fire employees are members of the Municipal Fire and Police
Retirement System of Iowa (MFPRSI).
Contribution rates are set by the Iowa Legislature and are subject to change per
action of the Legislature. Contact Human Resources for current member and
employer contribution rates.
k. Vacation
(1) Accrual Rate
Administrative and Confidential employees accrue vacation at the following rates
(pro -rated for part-time employees):
12 days (1 day/month)
15 days (1 '/< days/month)
18 days (1 '/ days/month)
21 days (1 %days/month)
24 days (2 days/month)
(2) Professional Librarians
Professional librarians receive 22 days of vacation per year regardless of length of
service.
(3) Shift Fire Battalion Chiefs
144 hours (6
�n 192 hours (8 shifts)
11 216 hours (9 shifts)
,..,. 240 hours (10 shifts)
264 hours (11 shifts)
Admin/Confidentlal Employment Manual — Updated May 2021
3
45
(4) Use, Carryover and Payment
Vacation will be scheduled to best meet the needs of the department. A
maximum of 192 hours (24 days) of unused and accumulated vacation may be
carried over from one fiscal/benefit year to the next. Maximum carryover for
sworn Police personnel is 224 hours and for Shift Fire Battalion Chiefs is 312
hours.
The final day to use accruals in the fiscal year is the last day of the final pay
period of the fiscal year between the dates of June 24 and July 7 inclusive.
Payment for unused vacation time up to a maximum of 192 hours will be made
upon retirement, resignation, or discharge. Maximum payment for unused
vacation for Shift Fire Battalion Chiefs is 288 hours.
k. Sick Leave
(1) Accrual Rate
Permanent full-time employees accumulate one day of sick leave for every month
worked (3.7 hours/pay period) up to a maximum of 180 days or 1440 hours. Fire
personnel working a 24 hour shift accrue at the rate of 5,54 hours/pay period up to
a max of 2160 hours.
Sick leave accruals are pro -rated for part-time employees.
(2) Use of Sick Leave
A day of sick leave may be used for each day an employee is sick and off work
during a work week, including absences related to an on-the-job injury. Sick leave
may also be used on an hour -to -hour basis for doctor appointments or other
health maintenance needs. A doctor's statement regarding nature of the illness
and recovery therefrom may be requested.
In addition to the employee's own health, sick leave may be used for the following
family events:
• Serious illness or hospital confinement of a spouse or child
• Critical illness of the employee's mother, father, mother-in-law, father-in-
law, brother, sister, or grandparents as well as any other member of the
immediate household.
• Maternity/paternity leave resulting from the birth of a child or placement of
a child for adoption.
• To care for a dependent child who is ill and unable to provide self -care.
• To attend medical appointments of a child or spouse, provided the
employee's presence and efforts are needed.
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W.
Sick leave used in any of the family events identified above (or combination of
family events) must be recorded as family sick leave on the employee's time
record and is limited to a total of 80 hours per fiscal year; Fire Battalion
Chiefs working 24-hour shifts will be limited to 112 hours per fiscal year. Fiscal
year maximums are pro -rated for part-time employees.
The City may discipline employees for abuse of sick leave.
(3) Notification
An employee shall notify their supervisor as soon as reasonably possible of any
sickness or illness which will cause them to miss work in accordance with
Department/Division call -in procedures.
(4) Sick Bank
Administrative and Confidential employees may request hours from a Sick Leave
Bank if they have exhausted their own sick leave accumulation and are seriously
ill.
Requests for a loan of sick bank hours should be submitted to the Human
Resources Administrator. A decision regarding approval will be made by the City
Manager or designee.
Days granted will be determined on an individual basis using the following
guidelines:
a) All accruals must be exhausted prior to use of sick bank days.
b) Sick bank days will not be granted to supplement Worker's Compensation.
c) Sick bank days will not be granted for illness in the employee's family.
d) An individual may not borrow more than ten sick bank days in a fiscal year.
e) An employee statement and a doctor's statement describing the nature of the
illness/injury and the need for time off must be submitted,
f) Previous sick leave usage will be considered.
Employees who use Sick Bank days will be required to repay the bank at the
regular sick leave accrual schedule after returning to work. Employees who do
not return to work or who fail to accumulate a sufficient amount of sick leave prior
to termination will pay back the Bank from other accrued leave or in cash.
(5) Work at Home
Employees using sick leave who are medically able to perform some of the
regular duties of their position while at home may, upon agreement between the
supervisor and the employee, be assigned work to be performed at home.
This policy is designed to permit credit for work performed at home by employees,
when performance of work at home is advantageous to the employee. and the
City; however, no employee will be required to perform work while on sick leave.
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(6) Payment for Unused Sick Leave
Upon resignation or retirement, Administrative employees hired before June 15,
1983 and Confidential employees hired before June 28, 1985 will be paid for one-
half of the accumulated sick leave at the time of resignation/retirement on the
basis of the employee's then current hourly base salary, provided that the dollar
amount of the payment shall not exceed the amount that an employee would have
been due if he/she had terminated on the applicable date listed above.
Administrative employees hired after June 15, 1983 and Confidential employees
hired after June 28, 1985, are not eligible for payment for unused sick leave upon
retirement or resignation.
I. Holidays
(1) All permanent employees receive eleven paid holidays plus one personal leave
day. The following are paid holidays:
New Year's Day (January 1); Martin Luther King Jr. Day (the third Monday of
January); Memorial Day (the last Monday of May); Juneteenth (June 19);
Independence Day (July 4); Labor Day (the first Monday of September); Veterans
Day (November 11); Thanksgiving Day (the fourth Thursday of November); the
Friday after Thanksgiving; Christmas Day (December 25). All non -continuous
shift employees shall be granted an additional floating holiday to be designated
annually by the City Manager or designee.
One personal leave day. Personal leave may be used at any time mutually
agreed upon between an employee and supervisor.
The personal leave day and any holiday accrual must be used during the fiscal
year in which it is granted and may not be carried over to the next benefit year.
(2) With the exception of sworn Police and Fire continuous shift employees,
employees who are required to work on a City -designated holiday shall receive 1
hour of holiday credit for each hour worked, not to exceed 8 hours, to be used as
time off before the end of the fiscal year.
(3) Continuous shift Police Administrative employees shall receive eighty-eight (88)
hours of holiday credit and eight (8) hours of personal leave credit on the first day
of each fiscal year. Holiday credit will be prorated at a rate of eight (8) hours per
holiday for employees who are hired or who separate from service after the start
of the fiscal year, Continuous shift Police Administrative employees who work on
a City holiday will receive an additional .5 hour of holiday credit for each hour
actually worked. Holiday credit must be used as time off only and cannot be
carried over from fiscal year to fiscal year. Continuous shift Police Administrative
staff will observe the holiday on the date that it actually falls regardless of the day
of the week. The floating holiday will be observed on December 24"'.
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(4) Continuous shift Fire Administrative employees shall receive one hundred thirty-
five (135) hours of holiday credit on the first day of each fiscal year. Any
continuous shift employee who starts work or separates from service after holiday
accrual has been credited for the fiscal year will be subject to a pro -rated
adjustment based on the number of holidays remaining in the fiscal year. Holiday
credit shall be used as time off only and cannot be carried over from fiscal year to
fiscal year.
M. Longevity
Permanent employees who have completed the required number of years of
continuous service by December 1 of the calendar year shall receive longevity pay for
the current fiscal year as follows:
10 years $500
15 yeas $650
20 years $800
rs $1050
Payment will be made on the last payday in November. Payment is based on a
fiscal year (July 1 — June 30). Employees who terminate prior to this payment will
receive a pro-rata share on their final check. Employees who terminate after this
payment has been made will have a pro-reta share deducted from their
termination check or final paycheck.
n. Safety Shoes/Uniforms
The City will provide up to $125.00 annually for the purchase of safety shoes for those
employees required to wear safety shoes. The City will provide uniforms for those
employees required to wear uniforms.
0. Parking. Permits
Employee parking space will be made available in City owned facilities as space
permits. Employees pay one-half of the public rate for parking. Parking costs will be
paid by payroll deduction.
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SECTION 2: SPECIAL LEAVES
a. On-the-job Injury
Upon application the City may grant a leave of absence with pay in the event of an
Injury or illness of an employee while at work provided the following conditions exist:
(1) The injury or illness arises out of the course of City employment.
(2) The City's medical advisor determines that time off from work is required.
If the above provisions are applicable, leave with pay will be granted during the
remaining time on the work day when the injury occurs and for a period of two (2)
working days thereafter if authorized by the medical advisor.
If the injured worker requires more than two (2) working days in which to recuperate
and return to work, any additional absence may be charged to sick leave or, if sick
leave is exhausted, to other accruals.
b. Religious Holidays
Every reasonable effort will be made to accommodate employee requests for release
from work to participate in bona fide religious holidays. Personal leave days, accrued
vacation time, comp time, or unpaid leaves may be used to cover absences.
C. jury Duty
Any employee summoned for jury duty shall receive regular pay during any period of
jury service and shall earn and be entitled to all benefits as If working. The City shall
receive the pay earned from such jury service.
d. Witness Time
An employee shall be granted leave with pay when required to be absent for work for
the purpose of testifying in court in response to a legal summons when the employee
is neither plaintiff nor defendant in the action and when such court appearance arises
from the performance of their duties, obligations, or activities as a City employee.
The employee shall be compensated by the City for work time spent testifying and the
City shall receive any witness fees paid to the employee.
e. Funeral Leave
An employee shall be granted up to three (3) days with no loss of compensation or
accrual from sick, annual, or compensatory time as is necessary to plan/attend the
funeral of their spouse, child, mother, father, stepparent, sister, brother, mother-in-
law, father-in-law, grandparent, grandchild, aunt or uncle, niece or nephew, brother-
in-law*, sister-in-law*, or permanent member of the immediate household. If
additional time is needed an employee shall be permitted to use up to three days of
their accumulated sick leave with the approval of their supervisor.
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Shift Fire Battalion Chiefs shall be granted up to two (2) shifts.
*Brother/sister-in-law includes spouse of spouse's sibling.
f. Pregnancy Leave
A pregnant employee shall be entitled to a medically necessary leave of absence
without pay if she is unable to work as a result of pregnancy or related cause and all
other accumulated leaves are exhausted. An employee requiring such leave shall
notify her supervisor prior to the anticipated date of birth and shall substantiate her
condition by a doctor's statement. Employees taking leave pursuant to this section
retain all rights granted by the federal Family Medical Leave Act and/or other
applicable laws.
g. Unpaid Leave of Absence
With the approval of the Department Director and the City Manager an unpaid leave
of absence may be granted to an employee. If the leave is medically necessary and
all other accrued leaves are exhausted, the leave will be automatically approved.
Generally, such leaves shall not exceed twelve (12) months. Upon termination of
such leave of absence, the employee may return to work in the same position as
when he/she left and will receive compensation on the same basis as if he/she had
continued to work without leave, provided the position is vacant and provided the
employee is qualified for the position. In the event a vacancy does not exist an
employee may apply as an internal employee on vacancies for a period of twelve (12)
months following termination of the leave. The employee is responsible for applying
for and keeping aware of any openings.
In the event an employee fails to return to work at the end of any such leave or
extension, their employment shall be terminated.
During a leave of absence without pay, the employee:
1) Cannot pay retirement contributions if the leave exceeds one month in duration.
2) Shall not receive any other accruals or job benefits during the period of absence.
3) Shall not acquire additional seniority during said leave except in the case of
medical disability.
4) Shall not earn sick, vacation, or other leave.
5) Must use all accumulated vacation to which he/she is entitled prior to the time that
the leave without pay commences.
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6) Must pay prorated health, dental, life and disability insurance premiums falling due
during any month the employee is not on the payroll, if coverage is desired, and is
available subject to insurance carrier approval, as follows:
a) For any calendar month during which the employee is on unpaid leave not
exceeding ten working days and insurance coverage is desired. the City will
pay the cost of the insurance premiums.
b) For any calendar month during which the employee is on unpaid leave in
excess of ten working days and insurance coverage is desired, the employee
must pay 1/12 of the insurance premium for each working day beyond ten
working days that the employee is on unpaid leave of absence. The
remainder of the premium will be paid for by the City.
c) The employee may choose which insurance coverages, if any, are to be
retained during the unpaid leave of absence.
d) Premiums for insurance coverages desired by the employee will be billed on a
monthly basis.
The City Manager or designee may waive the above conditions for leaves of absence
without pay not exceeding ten (10) working days.
Except in the case of medically necessary leave, upon return from a leave of absence
without pay both seniority date and accrual date will be changed to reflect the time on
leave.
h. Military Leave
Employees enlisted in or called by any of the armed forces of the United States shall,
when ordered to active service. be entitled to a leave of absence for such period of
time that the member serves in such capacity and until discharged therefrom. The
City shall comply with applicable law in regard to military leave.
i. Education
Advance approval from the City Manager or designee is necessary for an employee
to engage in any educational effort during normal working hours other than that which
may be provided by the City. Consideration of the request will be based upon the
direct benefit to the City and the demonstrated ability of the employee to effectively
carry out the responsibilities of their position.
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SECTION 3: HOURS OF WORK
The normal work week shall consist of a minimum of forty (40) hours for full-time
employees. The Department Director shall schedule the working hours for all
employees in a manner to most efficiently meet the needs of the department, which
may include flex -time scheduling.
a, Overtime
(1) Confidential Employees. Overtime is work performed by a Confidential employee
in excess of eight (8) hours per day or forty (40) hours per week. Employees may
be periodically required to work overtime,
Compensation. At the Department Director's discretion, and in accordance with
applicable law, compensation for overtime hours will be made either at the rate of
one and one-half times the current base hourly rate or by granting compensatory
time off at a rate of one and one-half hours for each hour of overtime.
(2) Administrative Employees. Administrative employees are not specifically
compensated for overtime in either pay or compensatory time off. Salary ranges
for Administrative positions have been developed with consideration of overtime
requirements. In recognition of the fact that job responsibilities of administrative
employees may, upon occasion, require that the employee work more than the
normal work week, time off from work may be allowed by the Department Director.
All employees will be expected to average a minimum of forty (40) hours per
week.
b. Rest Periods
Full-time employees will be provided with two fifteen (15) minute rest periods during
the regular work day. These rest periods may be scheduled by the immediate
supervisor, with consideration of employee preferences.
C. Meal Periods
Employees will be provided with an unpaid lunch period of not less than thirty (30)
minutes during the regular working day. Meal periods will be scheduled to
accommodate operational needs with consideration of employee preferences but
should generally occur near the midpoint of the workday,
d. Inclement Weather
Employees are expected to come to work regardless of weather conditions if they can
reasonably do so.
Generally, City operations will not be suspended, however, the City Manager may
shut down operations in severe conditions. Employees may use vacation, holiday,
compensatory time, or personal leave to ensure regular pay on these occasions,
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SECTION 4: SALARY ADMINISTRATION
a. Employee Compensation
The City will maintain a classification and compensation plan for Administrative and
Confidential employees subject to City Council approval, The overall program will be
administered by the City Manager with operational responsibility resting with the
Human Resources Administrator. Employees are eligible for merit increases based
upon satisfactory performance not to exceed the maximum of their established pay
range.
b. Reclassifications
Periodically changes in position scope, responsibility and/or minimum entry level
qualifications may warrant a review of individual position classification and/or salary
grade assignment. Recommendations for reclassification must be based upon
characteristics of the position and operational needs of the department and should not
be based upon employee seniority, qualifications, or performance.
Reclassification reviews may be requested by the employee or Department Director.
Review of reclassification requests will be conducted by the Human Resources
Administrator, Deputy City Manager and City Manager. Information submitted In
writing and through interviews of employee, Department Director. and immediate
supervisor will form the basis for determination of proper classification.
Requests for review of job classification should be submitted to Human Resources.
SECTION S: EMPLOYMENT ACTIVITY
Probationary Period
Upon employment by the City the initial probationary period will generally be six (6)
continuous months. The probationary period for non -Civil Service staff may be
extended at the discretion of the Department Director and such extension will be in
writing. Extension of probationary periods for civil service staff are subject to the
employee's written waiver of the civil service probationary period.
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SECTION 6: GRIEVANCE PROCEDURE
a. Definition
A grievance is a dispute between the City and a particular employee or group of
employees over an interpretation or application of the rules, procedures, or policies
promulgated by the City.
b. Procedure
For the purposes of calculating time period, "working days" shall include Monday
through Friday; Saturday, Sunday and holidays (except personal leave day) will not
be included. The parties involved in a grievance may mutually agree to extended
time periods.
Step 1
The grievance shall be presented in writing by the grievant to the Department Director
within ten (10) working days of gaining knowledge of the event giving rise to the
grievance. The written document shall identify the document as a grievance and
reference the section of the rules or provisions allegedly violated and shall state the
remedy desired. The document shall be signed by the grievant.
The Department Director and the grievant will meet within ten (10) working days of
receipt of a Step 1 grievance in an attempt to resolve the grievance. The Department
Director will respond in writing to the grievant within ten (10) working days after such
meeting. If no response is received, the grievant may proceed to Step 2.
Step 2
A grievance not resolved at Step 1 may be submitted to the City Manager or their
designee within ten (10) working days of receipt of the Step 1 response. The City
Manager will respond in writing within ten (10) working days. The grievant may
request a meeting with the City Manager before a decision is rendered. Such request
must be in writing and presented with the Step 2 grievance.
C. Retaliation
There will be no retaliation for filing a grievance.
d. Other
Employees who do not wish to exercise formal avenues to achieve resolution of their
grievances may appeal informally to appropriate supervisors, or the Human
Resources Administrator.
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801 Circulation and Library Card Policy
Proposal: This is a regular review to ensure Library policy reflects community needs, best operational
practices, and Iowa City Public Library values.
Issues:
The Circulation and Library Card Policy provides guidelines for who may have a Library card, privileges
associated with each Library card category, and when privileges may be suspended.
This policy also establishes guidelines for fines and replacement fees, recovery of materials or the cost of
lost or damaged materials. The review has recommended policy changes that provide additional clarity
and embodies current practice for materials recovery.
Staff Recommendations:
801.1 a
Dismantle and appropriate pieces of 801.1 a to more appropriate portions
of policy.
801.1 a
Move limit description of Resident Cards to 801.12.
801.1 a
Move limit description of Institutional Cards to 801.15.
801.1 a
Move limit description of Student AIM Cards to 801.19.
801.1 h
Add "account' to distinguish between a physical library card as an artifact
and an Iowa City Public Library card account.
801.12
Clarification of library card categorization by adding the limit description of
Resident Cards.
801.15
Clarification of library card categorization by adding the limit description of
Institutional Cards.
801.19
Clarification of library card categorization by adding the limit description of
Student AIM Cards.
801.19
Remove bullet points and replace with the exact language from the
Student AIM Card Memorandum of Agreement.
801.24
Add clarifying language "Charges for" Holds to match 801.25 header
"Charges for Interlibrary Loan".
801.31
Remove "collection agency" to reflect current practice for materials
recovery.
Action Required: Review and adopt as amended.
Prepared by: Sam Helmick, Community and Access Services Coordinator, September 10, 2021
Review Committee: Becky Dannenberg, Mac Edwards, Tom Jordan, Heidi Kutcha, Larry Parks, and
Shawna Riggins
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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.)
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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.
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h. Cardholders are limited to one library card account with the exception of students who are
issued Student AIM Cards. Privileges for use are set according to the library card presented for
checkout and services. With the permission of their parent/guardian, students with Student AIM
cards may also apply for a Resident or Open Access card.
801.12 Resident Cards: Resident cards are issued to residents and property owners of Iowa
City and contract areas. Cardholders are limited to 75 checked -out items.
801.13 Open Access: Open Access cards are issued to residents of areas with libraries
participating in the State Library of Iowa's Open Access program, in accordance with the
statewide Open Access agreement. Some services are limited.
801.14 Temporary Cards: Temporary cards are issued to persons who will be living in our
service area from one to eight weeks, and to those living in temporary housing. Some services
are limited.
801.15 Institutional Cards: Institutional cards are issued to institutions and businesses located in
Iowa City, contract areas, and Johnson County communities with libraries participating in the
Open Access program. Institutional cards are limited to 100 checked -out items.
801.16 Special Cards: (See Section 801.25 and 801.26 for 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 -Registration access is regulated in context with the current Library service model
available and the Library mission to provide robust access to materials.
801.18 Computer Use Only Cards: Issued to patrons who are unable to confirm a local address.
Services are limited to internet computers and in-house use of equipment valued at less than
$100.
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801.19 Student AIM Cards: Issued to all students grades K-12 enrolled in the Iowa City
Community School District and other participating school districts. Services may be limited
based on the Memorandum of Agreement with the participating school districts and public
libraries. Student AIM (Access to Information and Materials) Cards have circulation limits based
on the Memorandum of Agreement with the participating school districts and public libraries.
The Student AIM Card will have limited borrowing privileges of physical materials at each of the
three (3) Public Library locations and will be limited to three (3) books and/or audio books at
each, which must be returned before additional books will be allowed to be checked out.
801.2 Fines and Replacement Fees 801.21
Fines are temporarily suspended until June 30, 2022.
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
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a. Individual cards: Circulation and some remote access privileges are suspended for
cardholders owing the library $10.00 or more in fines or for materials not returned and billed.
b. Institutional cards: Circulation and some remote access privileges are suspended for
cardholders owing the library $20.00 or more in fines or for materials not returned and billed.
c. Interlibrary loan institutions: Service may be denied to those libraries which habitually are late
in returning materials or fail to pay bills of $25.00 or more for long overdue or lost materials.
d. Expired cards: Circulation and other access privileges are suspended when a library card
expires. An expired card may be renewed when a patron's address is verified.
e. Special At Home cards: Access privileges are suspended for materials not returned that have
been billed.
f. Student AIM Cards: Access privileges are suspended based on the guidelines in the
Memorandum of Agreement with the participating school districts and public libraries.
801.24 Charges for Holds (Reserves)
a. Registered borrowers with no delinquency status may place up to twelve free holds.
b. Institutional cards may have up to fifteen free holds.
c. Beyond the twelve free hold limit, registered borrowers may place additional holds for a
charge of $.50 per item, payable in advance.
801.25 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 the cost of lost materials.
801.27 Card Replacement: Patrons may receive one free replacement card per year. The
replacement charge for additional lost cards is $1.00.
801.28 Fresh Start 18: When a patron reaches their 18th birthday, the library may waive
accumulated fines and replacement fees on a case -by -case basis.
801.3 Retrieval of Overdue Materials
801.31 Notification: Notices are sent at regular intervals to cardholders with overdue library
materials. The last notice is a bill for the replacement cost of the item.
801.32 Long Overdue Materials: Library accounts for which a bill has been sent may be
submitted to a collection agency and/or to a local law enforcement agency for further action. An
additional processing charge of $10.00 will be added to each account sent to collections. (See
also Code of Iowa, Chapter 714.5, Theft of Library materials and equipment.)
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Director's Report: September, 2021
ICPL's Juan Manuel Galvez Ibarra to be Inducted into Iowa Latino Hall of Fame
Manny Galvez, ICPL's PR Specialist, will be inducted into the Iowa Latino Hall of Fame
in October. Manny is the winner of the 2021 Robert D. Ray Award for Equity and
Justice, an award which "recognizes and honors the efforts and accomplishments of
persons whose work is deemed outstanding and a significant contribution to the equity
and justice for Iowa's new immigrant population." This award will be presented at a
ceremony on October 15, 2021, at the Des Moines Art Center. ICPL is tremendously
proud to have Manny as part of our staff and appreciates all he does for the community.
ICPL Service Guidelines Draft
Since the CDC began using its Community Transmission Risk tool, I have been working
to adjust our reopening guidelines to incorporate this new indicator, drop outmoded
measures, and craft a document that will help us navigate service design during the
second wave of the pandemic. I am attaching a draft document to this report, despite
not having circulated it for staff feedback yet, in hopes of hearing your thoughts and
possibly getting some guidance on how to move forward with the document.
FY2023 CIP Preparation
Departmental requests for new or revised Capital Improvement Plan projects for fiscal
years 2023-2026 will be due at the end of the month. I have revised one active CIP
project sheet and crafted one new project sheet, both attached to this report for your
review. I revised the long-standing flooring and furnishings request —which was initially
submitted by Susan Craig, and has been moved a number of times —to include both the
first floor and the second floor. As you will see on the project sheet, I have presented
this as a multi -year project. If, as the project date gets closer, we decide to approach
this as a single year project, I believe we could make that change, especially if there
was a cost or labor savings by completing it more quickly. The new project sheet is a
natural continuation of an active project currently scheduled for fiscal year 2025, which
would allow us to engage appropriate planners/architects/designers and begin work on
the highest priority finding(s) from our Facility Space Needs and Environmental Impact
Study. While we don't know what this work will be now, once we have survey findings
to prioritize, I am confident there will be pressing improvements that can be made
quickly that will reduce the negative environmental impacts of our building or increases
the efficiency and usability of our work areas. Since the study isn't scheduled until
FY2025, I requested this first implementation option for FY2026.
Internal Budget Process Update
Administrative Services Coordinator Kellie Kerns and I have met with every Library
Coordinator to discuss a new internal budgeting process designed to clarify intended
uses of shared budget lines and give Coordinators more detailed information about their
own budgets. As we move through the current fiscal year, we will work with the
62
Leadership Team to ensure everyone is comfortable running basic budget reports to
check expenditures and monitor planned spending.
Big Grove Library Anniversary Party a Success
The celebration at Big Grove Brewery on Sunday, September 12, was a success.
Featuring live music, an illusionist, interactive bubbles, the Bookmobile, and beautiful
deserts from Deluxe Bakery, it was a family -friendly event that felt relaxed and casual.
The new library card designs were revealed, and people responded very positively,
especially to the stained-glass window image. Special thanks to Angie Pilkington, Sam
Helmick, and Patty McCarthy for planning the event, and to Angie, Sam, Patty, Bond
Drager, Tom Jordan, Beth Fisher, Heidi Kuchta, and Mara Cole for staffing it.
DOT Kiosk Removed
The DOT Kiosk was removed from the library on September 9th. The Iowa DOT have
ended the Kiosk program and is now directing people to renew, replace, or convert a
license to a REAL ID through their online options, at a DOT facility, or at the County
Treasurer's Office (limited options). The Kiosk was a popular service and I am sorry to
see it go, but according to staff at the DOT, the Kiosks did not have a very good
successful completion rate and they hope the new system will be better for users.
Director's Annual Report: FY2021
My annual report is attached. It was an interesting year to reflect on, and I feel proud of
the way ICPL stayed true to our focus on safety and access. As always, when I think
about the systems of the Library, I am so appreciative of the role the Trustees play in
our shared work. Thank you for supporting us through a complex year!
Respectfully Submitted,
Elsworth Carman
63
ICPL COVID-19 Service Guidelines (9/2021)
The Iowa City Public Library takes the health of our patrons and staff seriously
and prioritizes providing our services in the safest, most sustainable way possible. To help
us determine what library services to make available, we will consider the following external
measurements:
• COVID-19 positivity rates as reported by the State of Iowa. The positivity rate reflects
the average percentage of positive cases in Johnson County over the past 14
days. Source: https://coronavirus-johnsoncounty.hub.arcgis.com/
• CDC Level of Community Transmission. Source: https:Hcovid.cdc.gov/covid-data-
tracker/#county-view
• Iowa City Community School District CVID-19 Dashboard, especially school closures
and percent of students and staff currently COVID positive and in
quarantine. Source: https://www.iowacityschools.org/Page/18796
• Emerging data about COVID-19, how it spreads, enhanced strategies for mitigation of
its spread, vaccination rates, and vaccination efficacy reports.
These measurements will be considered in cooperation with the following internal indicators of
readiness to maintain or adjust services:
• Building readiness. Cleaning schedule established, adequate supply of appropriate
cleaning supplies, appropriate spaces developed for staff and public use (including
social distancing space, when needed), and clear guidelines for entering and using
the building or service location created and posted.
• Staffed at a level conducive to managing onsite and mobile service delivery.
Adequate PPE for staff. Appropriate volume of face masks, shields, gloves, and other
protective equipment available for all staff.
• Plans ready to implement for next phase(s) or changes to service delivery, including
staff schedules.
• Sufficient training for staff. All staff fully trained and prepared to transition into a new
phase or service model.
• Community readiness to navigate public space within the expected parameters of
community mandate, current Library Phase, and Library Use policy.
Overall phase and readiness to move forward or backward will be evaluated regularly.
Please note:
As changes occur in our benchmarks, Library Leadership may request a special Board meeting
to discuss next steps and/or plans with the Board. The speed at which the Library moves into a
new Phase upon meeting all indicators of readiness will vary and is at the discretion of the
Library Director and Library Board. In most cases, a transition will be scheduled between one
and three weeks after meeting established benchmarks. Work from home and flexible
scheduling decisions will be made with input from internal and City policies and may change at
any time.
64
City of Iowa City CIP Request Form
Capital Improvement Program 2022 - 2026
General Project Information
Department: Library V New or Revised Request: Revised
Project Title: Library Carpet and Furnishings Replacement -Floors 1 and 2 Project Number:
Submitted By: Elsworth Carman
Project Description
A multi -year project to replace flooring and some furnishings in large areas of the Library. First floor has 31,000 square feet of carpet and
second floor has 39,000. Project includes replacement of carpet/other flooring, demo/floor prep, moving fixtures/furniture, GC, insurance,
fees, bonds, and contingency. Original furnishings, including the casual seating and gallery furniture will be replaced, as will all the second -
floor computer stations. An emphasis on sustainable, durable materials and flexible space -making will steer this roect.
Project Justification
Since the building was opened in 2004, more than 9,500,000 people have come through the doors. The Library is a heavily visited public
space in the heart of downtown; ongoing investment in the building is necessary to ensure a safe ad attractive space is maintained. While
this project falls under "Aesthetic Improvement' priority right now, failure to complete this work in a timely manner will result in safety and
efficiency issues in the future, which could lead to more costly unplanned repairs.
Urban Renewal Area (if applicable): Nnt Applicable Planning Proces (if applicable): Not Applicable
Project Priority: Aesthetic Improvement (4)
IF
Estimated Project Cost Breakdown
Calendar Year
2022
2023
2024
2025
2026
Project Cost Breakdown
Re -estimated
$ Amount
$ Amount
$ Amount
$ Amount
Design
$ -
$ -
$ -
$ -
$ -
Right-of-Way/Site
$ -
$ -
$ -
$ -
$ -
Construction
$ -
$ 365,000
$ 455,000-
Inspection
$ --
Administration
$ --
Contingency
$ -
$ -
$ -
$ -
$ -
Other (specify)
I
$ -
$ -
$ -
$ -
$ -
Estimated Project Cost
$ -
$ 365,000
$ 455,000
$ -
$ -
Cost Estimated by:
Multi -Year Project Cost
$
820,000
Operating Budget Impact
Annual Staffing Cost
$ -
Annual Revenue Generated:
I $ -
Annual Utilities/Maint Cost
-
Annual Supplies Costi
Life Expectancy (Years):1
15
Operating Budget Impact Discussion:
Neutral impact on staffing and maintenance expected. No additional revenue generated.
External Funding Minority Impact
Description
Source
$ Amount
Summarize Positive/Negative Impacts:
State/Federal
$0
Current carpet design on second floor is not ideal for patrons with
low vision; while ADA compliant, the pattern used is not a best
practice in public spaces. Updating this to an intentionally -selected,
less pattered option would allow safer navigation for users with low
vision.
County
$0
Other Grants
$0
Donations
$0
Other (Specify)
$0
Estimated Outside Funding
$0
Census Tract Minority Population o.o%to to.o%
65
City of Iowa City C/P Request Form
Capital Improvement Program 2022 - 2026
General Project Information
Department: Library V New or Revised Request: New V
Project Title: Findings Implementation from Space Needs & Environmental Study Project Number:
Submitted By: Elsworth Carman
Project Description
The Library anticipates having a Facility Space Needs & Environmental Impact Study done in FY2025. After the findings from this study are
received, evaluated, and prioritized, the implementation phase will begin. This project will take the highest priority/highest impact change
needed --as identified by the space study --and allow us to engage with a designer or architect and begin phased work with a goal of
lessening the negative environmental impact of the Library building and/or making staff works aces more efficient and useable.
Project Justification
The Library building is nearly 20 years old, and while it has been very well maintained, developments in building systems, technology, and
general environmental -impact best practices have surpassed the effectiveness of some of our building's features. We have been able to
adjust some of these outmoded systems ourselves over the years --like replacing all lighting and moving some staff work stations --but this
project will allow us to begin to implement the changes identified in the 2025 study.
Urban Renewal Area (if applicable): Not Applicable Planning Proces (if applicable): Not Applicable
Project Priority: Efficiency Improvement (3)
IF
Estimated Project Cost Breakdown
Calendar Year
2022
2023
2024
2025
2026
Project Cost Breakdown
Re -estimated
$ Amount
$ Amount
$ Amount
$ Amount
Design
$ -
$ -
$ -
$ -
$ 25,000
Right-of-Way/Site-
Construction
$ -
$ -
$ -
$ -
$ 100,000
Inspection
$ -
$ -
$ -
$ -
$ -
Administration
$ -
$ -
$ -
$ -
$ -
Contingency
$ -
$ -
$ -
$ -
$ -
Other (specify)
I
$ -
$ -1
$ -
$ -
$ -
Estimated Project Cost
$ -
$ -
$ -
$ -
$ 125,000
Cost Estimated by:
Multi -Year Project Cost
$
125,000
Operating Budget Impact
Annual Staffing Cost
$ -
Annual Revenue Generated:
I $ -
Annual Utilities/Maint Cost
-
Annual Supplies Costi
Life Expectancy (Years):1
15
Operating Budget Impact Discussion:
This project may reduce utility and maintanance costs. After install/im plimentation, there should be no extra staffing or supply costs.
External Funding Minority Impact
Description
Source
$ Amount
Summarize Positive/Negative Impacts:
State/Federal
$0
County
$0
Other Grants
$0
Donations
$0
Other (Specify)
$0
Estimated Outside Funding
$0
Census Tract Minority Population [Choose From Below:l
84
Iowa City Public Library Director's Annual Report: FY21
It was the best of times, it was the worst of times, it was the age
of wisdom, it was the age of foolishness, it was the epoch of
belief, it was the epoch of incredulity, it was the season of Light,
it was the season of Darkness, it was the spring of hope, it was
the winter of despair...
The opening line of A Tale of Two Cities by Charles Dickens seems like a perfect way to frame
this year's Director's Annual Report. As I prepared to craft this end -of -year reflection of the
efforts and outputs of the Iowa City Public Library, I continually looped back to the idea of
contradictions. FY2021 was a year of paradoxes. The high notes were pretty great, the low
notes were pretty terrible. Perhaps most notably, this was our second fiscal year working
through the COVID-19 pandemic, but in reality, it was so much more than that.
It was the best of times
Working through a changing pandemic —and the evolving readiness of staff, volunteers, and
the community to reengage with onsite services —provided innumerable opportunities for us to
think differently about how we meet community needs.
Two of our service adaptations stand out to me as prime examples of COVID-inspired
innovation: developing new ways for patrons to interact with and use our collections, and the
combination of producing interactive virtual programs and expanding our tech reach via
lending more technology tools.
Starting at the end of FY20, we offered curbside pickup for items patrons had placed on hold,
while simultaneously offering postal mail service for most materials. Early in FY21, we added
a new digital service for "virtual RA" called "Staff Picks ... just for you." This web -based service
invites patrons to fill out a form indicating their reading interests, and staff respond with 3-5 title
suggestions. This program evolved to include book bundles, as well. We also offered a
children's book bundle program and a "low tech" remote shelf browsing option; physical copies
of books were placed in our lobby windows and labeled with a number. Patrons could look
over the selections, then request the book (by title or number) at a service point. Staff would
collect the item immediately and check it out to the patron.
For those patrons ready and able to come to us online, we produced an amazing number of
virtual programs —all conceptualized, filmed, and edited inhouse—and increased out digital
holdings throughout the collection through targeted and on -demand ordering. We added an
option to contact the director directly via text and rolled out an enhanced ICPL app.
It was the worst of times
One of the hardest parts of the entire COVID closure was the ongoing challenge of trying to
balance virtual services with more traditional onsite or print offerings, since we know many of
our users cannot fully engage in online options due to lack of training, equipment, or
connectivity.
103
To counter this, we purchased additional Chromebook/Hotspot bundles for circulation (with a
generous grant from the Community Foundation of Johnson County), as well as a number of
new stand-alone hotspots, and offered many beginner -level classes and tutorials for the use of
our proprietary tech tools —like our online catalog —as well as those we offer patrons through
subscriptions or purchase (databases and ebooks, etc.).
We offered take-home kits for children with all supplies included, so adult caregivers and
children had fewer barriers to participating, and as soon as it was safe to do so, we began
opening the building to provide some of the physical services we know are needed, like access
to clean public restrooms and water fountains. For the library staff responsible for designing
and implementing our services, those long months when our building doors were closed to the
public were incredibly difficult; despite knowing we were making choices that benefitted the
whole community by limiting exposure to COVID-19, it was impossible to feel like we were
really doing our jobs while a portion of our users were less served than others.
It was the age of wisdom
Despite all of the unusual aspects of FY21, we were able to make some real strides in
restructuring core service areas and recruiting some amazing new staff. Look for new smiling
faces in almost every department next time you're in the library.
We also worked hard to review and update a number of our policies and practices, many with
a specific focus on diversity, equity, and inclusion. We established strategic marketing
partnerships, documented processes and practices that needed more detailed records, and
developed training standards and timelines related to communications. We updated our
pandemic response plan to incorporate new information as it became available, and adjusted
our benchmarks for service delivery as we understood more about how COVID is transmitted
in a library environment.
It was the age of foolishness
Going into FY21, we knew much more about COVID-19 than we did the previous year, but we
also learned how quickly things can change with variants and community behavior; not all
previous knowledge was helpful.
Budgeting for this year's emerging needs was an interesting exercise. We made the decision
early on to focus on safety, which meant making many adjustments to the established budget
as the year went on. Supply costs increased and decreased based on demand and
availability, and onsite need for hand sanitizer, gloves, and masks were significant. We were
strategic in reallocating funds to ensure we could cover the costs of mailing materials to
patrons, package items for curbside pickup, purchase materials for take-home kits.
The year presented cost -saving opportunities, as well. We used significantly fewer paper
products in our public restrooms during the building closure, and since we were prioritizing the
purchasing of digital materials, our costs associated with processing print books went down.
104
Despite the variances in planned expenditures, I am proud of the way we were able to pivot
repeatedly to meet community needs while ending the year with a responsibly -managed
budget.
It was the epoch of belief
As FY21 unfolded, full of challenges and changes, there were moments that tested ICPL in
ways I don't think it's been tested before. Despite this stress and pain, library staff, the Board
of Trustees, and the Friends Foundation Board stayed true to our shared values, kept the
strategic plan in focus, and committed to serving our community no matter what it took to do
so.
We stayed nimble and responsive —developing a postal mail delivery system for print
materials, deploying the Bookmobile as a community hotspot after the devastating derecho—
while maintaining our priority work, like evaluating the diversity and inclusivity of our YA
collection (via a fully manual diversity audit) and recataloged the juvenile holiday collection to
expand holidays in a way that better reflects our community.
It was the epoch of incredulity
Providing public service during a pandemic is hard. There were some dark moments of low
staff morale and leadership fatigue during FY21, but we learned how to navigate the ambiguity
of COVID as the months went on, established trust in our dedication to best safety practices,
and gained confidence in our shared ability to design public services systems that do not put
staff or patrons at significant risk for exposure to COVID-19. Many staff are still concerned
about working with the public, but our track record of requiring use of PPE and maintaining an
organized, clean building helps all library staff feel grounded.
It was the season of Light
Yes, this was a challenging year, but we found ways to have fun and connect with each other,
too. FY21 brought many opportunities to think about the legacy of ICPL in the community and
how we will continue this critical work.
We developed and offered a variety of community programs and historical reflections in
celebration of Iowa City Public Library's 125th Anniversary, including special programs for kids
and adults, new library card designs that include images that represent the past and present
work of ICPL, and a virtual timeline of events in the Library's history.
Our virtual In -Service Day, designed and facilitated by staff, focused on finding alternatives to
calling the Police for library rule infractions (one of our strategic initiatives). It was amazing to
see the creativity, compassion, and appreciative inquiry staff brought to this day.
It was the season of Darkness
We hit a hard spot with COVID in mid -summer, when all signs had been indicating we were
almost to the end of the pandemic. Transmission and new case numbers were trending down,
schools and businesses were opening up with few or no restrictions, and the vaccine was
readily available.
105
When the trends reversed and we saw transmission statistics stagnate, then increase, it was a
real disappointment. It became easy to forget how far we had come since the initial building
closure and to feel more untethered than we really were. We rallied again, though, and talked
about how we had done this work already and we could do it again. Our experience paid us
back in resiliency, and after honoring our natural responses of disappointment, fear, sadness,
and stress —all very legitimate responces to the second wave of a pandemic —we were able to
update our steering documents and get back to working.
We also said a final goodbye to Lolly Eggers, a library leader who served as the director of
ICPL from 1974 through 1994. Lolly was a visionary librarian, and she embraced technology
and changing system very quickly, laying the groundwork for where ICPL is now. Lolly's death
in February was felt deeply in the library and the community. Staff built a remembrance site on
the Library's website that highlights Lolly's accomplishments in the Library and in the
community.
It was the spring of hope
ICPL remains committed to prioritizing public health and safety in design and delivery of library
services during the COVID-19 pandemic.
Considering FY21 as a whole, I am tremendously proud of the work ICPL has done. I am
humbled by the commitment and creativity of the staff, thankful for the guidance of the Library
Board of Trustees and the support of the Friends Foundation Board, and grateful to all of the
local and regional library directors who found ways to support each other throughout the year.
And the community! What a gift to serve a community that was willing to flex and change as
we adapted our service models. The understanding and kindness extended from our patrons
was incredible.
it was the winter of despair
With all due respect to Mr. Dickens, I am not going to end this narrative on a low note. I elect
to close on the idea that better days are coming; like libraries around the country and beyond,
ICPL faces an uncertain future in many ways; we have significant work to do deciphering what
our community's needs and wants are right now and how they will change post -pandemic, how
our collections and services will change as we move back to fully onsite work, and how we
may be called to serve our communities in nontraditional ways as new needs emerge. This
work is hard, but also energizing and exciting.
While FY21 was an unusual year, the core truths of our shared work remain true: Finding new
ways to delight patrons brings joy, working as a team feels organic and dynamic, and we are
honored to work in not just any public library, but the Iowa City Public Library.
Respectfully submitted,
Elsworth Carman
106
Community and Access Services Report
September 2021
Out & About
Iowa City Public Library attended the Kiwanis Fly -In Pancake breakfast again this summer. Community and
Access Services borrowed heavily from the Children's Department to include airplane books and
documentaries as well as the giant connect four board game as part of our programming and promotion for
this event. Next year, we anticipate featuring the resources available in the Digital Media Lab as our
audience appears to be highly interested in technology, innovation, and community learning. Visitors were
happy to check out and commented on their joy to see the Bookmobile and Library out and about in the
community.
The CAS Department hosted a booth at the Iowa City Latino Fest to promote Library resources,
programming, and card registration. We provided September calendars, Digital Library bookmarks, and a
colorful, monarch butterfly craft for those who stopped by. This event was the first time the Iowa City Public
Library has participated in Latino Fest IC. I would like to thank Mari for the provision of fun, interactive crafts.
We were delighted to connect, to celebrate, and to support the festival in its tenth anniversary year.
Bookmobile Hours Extended for the Fall
The Community and Access Services Department has extended its summer commitment of Friday service
hours for the Bookmobile into the Fall rotation. I would like to thank Tom Jordan for taking on an additional
Bookmobile shift and Shawna Riggins for working through processes and procedures to determine if
extending this service point is a sustainable option year-round. We are carefully tracking visits, circulation
and staffing to make informed decisions for the Winter/Spring schedule. As the Bookmobile is the sole
access point and representation of the Library for some of our regular visitors, it feels essential to review this
option to meet our strategic and access objectives as an institution. We anticipate providing a report to the
Board at the conclusion of this schedule in mid -December.
Welcome Desk
Terri Byers has worked with our new and returning volunteers to form the future of hospitality and way -
finding services at the Welcome Desk. Reports suggest that both patrons and volunteers find meaning in
this new service model and anticipate its continued development and growth. I would like to thank Terri, our
ICPL Volunteer Team, and our wonderful volunteers for vanguarding this exciting service option for our
community.
Respectfully submitted,
Sam Helmick
Sam Helmick
Community and Access Services Coordinator
107
Adult Services Department Report
Prepared for the September 23, 2021 Meeting of the Iowa City Public Library Board of Trustees
Jason Paulios, Adult Services Coordinator
Second floor public service desk staff were excited to offer a return to (almost) full services on July V with the phase
change of our COVID-19 response plan. It's great to see patrons again utilizing the study/leisure spaces, reading daily
newspapers and discussing with a library neighbor, and benefiting from extended computer time. Small study rooms and
group discussion rooms are again available for two-hour checkout. During the various Phases we learned there are
modifications of services that have been successful with patrons or were more efficient for staff to offer and warranted
extending into the post -pandemic library. Examples include:
• remote printing service - a popular express visit option
• scan -to -fax— higher quality scan with an email confirmation
• staff remote print release option — any public service desk on 2nd floor can release a pending print job which
helps speed up the process if there are complications at the public release station
• paper visitor computer passes with no ID required - more equitable option and faster staff interaction
In that spirit of efficiency of service, Senior Librarian, Brian Visser, has been planning ways to amend our in-house tech
checkout procedure at the Page Station to reduce or remove the need for staff interaction for low level transactional
services. We are now providing headphones as standard at the stations instead of checking them out which removes
upwards of 50 forced daily staff interactions and we've seen very few lost to theft. Phone charging cables were often not
returned (despite patrons leaving ID) and it was logistically difficult to keep track, new procedures have patrons leave
their phone with staff to charge which allows us to invest in higher quality charging products and protects their device
from theft.
Prior to the pandemic we saw that there was a need for allowing extended computer time but were concerned about
ways to ensure availability of open computers. Brent Palmer was able to find a previously unexplored feature in our
computer reservation software that achieves this for us. Previous computer use was limited to two hours for Library
Card holders and one hour for visitors, staff could override for more time if asked. Tweaks to the software now allows
both user types two hours, at the end of that time the system puts them in an "extended session" for up to three more
hours. If computers become scarce due to more users on extended sessions, the software finds the patron with the
longest extended session and gives them a warning a few minutes prior to ending their time. This has been a popular
new service for patrons and I'll continue to monitor computer use to make sure we're offering the right amount of
public PCs.
Cosponsorships resuming
With public meeting rooms again available we've reached out to past partners to resume adult event cosponsorships.
Stacey McKim and I met with PS1 to discuss their new Media Arts Co -Op and potential Digital Media Lab collaborations.
Programming Librarian Beth Fisher has been busy arranging recurring events with The Writers' Rooms, Project GREEN,
UI International Writing Program, English Conversation Club, Obermann Center for Advanced Studies, Green Iowa
AmeriCorps, and the City of Iowa City Equity & Human Rights office. The rise in Covid cases in late August and
September has dampened some of the enthusiasm for gathering again but we are excited to reconnect with these
groups in whatever way possible.
Digital Media Lab reopened
Adult Services Assistant, Stacey McKim, launched the reopening of the Digital Media Lab on August 23'd. She amended
the previous membership requirements and check -in process to make the space more welcoming and open for
exploration. Any patron may now use the space on their own during library open hours (except during classes/programs)
or can attend a staffed lab hour for one-on-one help with Stacey or the DML Intern (hire soon to be announced!).
108
Development Office Report
Prepared for the Board of Trustees
Iowa City Public Library
by Patty McCarthy, Director of Development
September 23, 2021
Honorin¢ People and ICPL
Our generous community gives financial contributions to the ICPL Friends Foundation to honor the
birthdays and other lifetime celebrations for family and friends, as well as memorials for those who
prioritized reading and library use throughout their lives. These tribute donations give meaning and
pleasure to the person being honored, comfort to the family of those being remembered, and
benefit all of us who thrive on library experiences.
The tribute donations are often accompanied by requests to
purchase materials in a specific genre. Children's books or mysteries
are most often requested. The receipt of one of these unique gifts
prompts us in the Development Office to create a 'Pink Sheet' which
is shared with Collection Services staff and other staff who select
materials. As you can see, it really is a Pink Sheet! 4 4
The Pink Sheet specifies the type of materials to be ordered, and
provides the information which may be needed to print a bookplate
which says, "In Memory of or In Honor of (person's name)." The
personalized bookplate is then inserted in the front of the special
book as it is being processed.
The result is a gift to our community. The children's book seen here
is one of the many made possible by donations in memory of 1J, an
Iowa City child who died of the flu in winter 2020. His story was
featured in the ICPL Winter 2020 Window newsletter.
If another patron hasn't already placed a hold on the item, we offer
the family of those being remembered, or the person being honored,
the opportunity to be the first to borrow these special materials.
Pink Sheets are also used when people donate a book which they
hope will be added to the library collection. The Pink Sheet is wrapped
around the item with a rubber band and routed to Collection Services
staff for a decision. If the library already has the item and the donation
is not accepted, donors have the option of helping the library by
allowing the Book End to sell the item, or it's returned to them.
Pink Sheets always signal something special for ICPL staff.
I Pink Sheet
- I.,f,•
Welcome Peter FeRleyl
Peter Fegley joined the Development Office staff this month as full-time Assistant to the
Development Director. He is an experienced fundraising professional who was with Mount Mercy
University and volunteers with the Johnson County Cattlemen's Association. Welcome Peter!
109
IOWA CITY
PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
319-356-5200 • icpl.org
BOARD OF TRUSTEES
Minutes of the Recorded Regular Meeting
August 26 2021
F019-11411
Members Present: Robin Paetzold, Hannah Shultz, Derek Johnk, Daniel Keranen, Carol Kirsch
Members Absent: Tom Rocklin; Kellee Forkenbrock; Dan Stevenson; Noa Kim
Staff/Others Present: Elsworth Carman, Sam Helmick, Kellie Kerns, Patty McCarthy, Jason
Paulios, Brent Palmer, Anne Mangano, Angie Pilkington
Call Meeting to Order: President Kirsch called the meeting to order at 5:06 p.m. A quorum was
present.
Derek Johnk entered the meeting at 5:08 p.m.
Public Discussion: No public comment.
Items to be discussed:
Johnson County Public Health Updates - Presenter Susan Vileta provided COVID pandemic data
updates and a best practices narrative. Ms. Vileta fielded questions from members.
4th Quarter Statistics and Financials - This is a regularly scheduled agenda item presented to
the Board for approval. Specific sections regarding statistics and financial reports were
highlighted by Director Carman and then answered any questions asked. Robin Paetzold made
the motion to approve 4th Quarter financials as written. Derek Johnk seconded. Motion carried
on a recorded vote: 4 AYEs: Keranen, Paetzold, Shultz, Johnk, 0 NAYs 0 Abstain; 4 Absent:
Rocklin, Forkenbrock, Stevenson, Kim
End of Year Report - FY21- This is a regularly scheduled informational item. Board action not
required. Specific sections about the report were highlighted by Director Carman.
Strategic Planning Update -This is a regularly scheduled agenda item from the July meeting.
Board action not required. Specific sections were highlighted by Director Carman and
supplemental handout provided. Discussion took place of members receiving updates on a
110
quarterly basis. President Kirsch did recommend members receiving on a quarterly basis.
Director Carman indicated ICPL is one year into a 3-year plan and many of the goals are making
good progress considering the pandemic; for an off year, much progress has been made.
Policy Review: 801 Circulation and Library Card - Derek Johnk made the motion to approve
policy as written. Hannah Shultz seconded. Motion carried on a recorded vote: 4 AYEs:
Keranen, Paetzold, Shultz, Johnk, 0 NAYs 0 Abstain; 4 Absent: Rocklin, Forkenbrock, Stevenson,
Kim
Staff Reports:
Director's Report - Director Carman fielded questions by members. Staff engagement, morale,
and training were highlighted and can be achieved with the NOBU budget funds. The Annual
Report done in prior years, is no longer required by the City and will be retired with a new
format adopted for ICPL use if desired by the Board. Recognition dinner has been postponed
until a better fit is made in stewardship. Mask mandate topic was discussed.
Departmental Reports:
Children's Services - Pilkington provided a report, included in the board packet, and fielded
questions from members.
Collection Services - Mangano provided a report, included in the board packet.
Information Technology - Palmer provided a report included in the board packet, and fielded
questions from members.
Development Office Report - McCarthy provided a report included in the board packet,
and highlighted an update pertaining to the BookEnd volunteers and the September 12th
event at Big Grove Brewery.
Miscellaneous - Nothing to Report.
President's Report: President Kirsch expressed a thank you to Vice President Rocklin for
leading the July board meeting, and a thank you to Admin Kerns and Director Carman regarding
preliminaries for the Board Member Recognition Dinner. Continuing board education on
IALearns and the December In-service were highlighted.
Announcements from Members: Nothing to Report
Committee Reports:
Nothing to Report.
Communications:
An article and thank you were provided and included in the board packet.
ill
Consent Agenda: Derek Johnk made the motion to approve the consent agenda as written.
Hannah Shultz seconded. Motion carried on a recorded vote: 4 AYEs: Keranen, Paetzold,
Shultz, Johnk, 0 NAYs 0 Abstain; 4 Absent: Rocklin, Forkenbrock, Stevenson, Kim
Set Agenda Order for August Meeting - President Kirsch communicated items for the
September agenda:
Budget Discussion
Policy Review: 502 General Library Personnel Policies
Policy Review: 503 Admin/Confidential Policy
Policy Review: 801 Circulation and Library Card Policy (cont.)
Departmental Reports: AS; CAS
Adjournment. President Kirsch closed the meeting at 6:22 p.m.
Respectfully submitted,
Kellie Kerns
Administrative Services Coordinator
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