Board of Trustees January Minutes

Minutes
Coralville Public Library Board of Trustees
January 9th, 2013

Present: Deborah Hatz, Keith Jones, Julie Pulkrabek, Jim Smith, Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).
Absent: X. Cretzmeyer, Mitch Gross (City Council Representative).

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Smith moved the agenda be approved, Hatz seconded. The motion passed unanimously.

The Board considered approval of the minutes of the December 5th, 2012 meeting. Martin motioned that they be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered approval of the bills for December. Galstad mentioned that the Yellowbook amount listed on the bills was wrong – it should be $415.56. Smith asked about the bills from Knoll and Saxton. Galstad explained that these are for rearranging the furniture in Sara Glenn’s office. Knoll is the company that makes the furniture. Smith also asked about the Overdrive bill. Galstad said this bill is for ebooks themselves, not the yearly access cost. Jones moved that the bills be approved as presented. Smith seconded. The motion passed unanimously.

Kate Dale, Collection Services Librarian, gave a report. She told about herself and her professional history. She currently is 30 hours per week at CPL, and also substitutes for ICPL. She selects Adult NF books, Adult music CDs, and graphic novels. She talked about her selection process. Kate also coordinates displays for the library, both of our materials and displays done by others in the community. One of Kate’s favorite parts of her job is working at the Reference Desk, and she shared a list of reference questions she’s recently worked on.

The Board considered election of 2013 officers. Smith motioned that the current slate of officers remain for next year: Pulkrabek as president, Cretzmeyer as vice-president, Martin as secretary/treasurer. Epley seconded the motion. The motion passed unanimously.

Epley gave a report from the Friends of the Library. They are still sorting books. The next book sale will be in February. The book sale before Christmas had tremendous results. Epley thanked Debb Gill and those who help her for sorting.

There was no report from the Foundation. They will meet in January.

Galstad gave the Director's Report:

Most use has remained steady or slightly under last year. There are slightly fewer people coming through the door. The least busy day was December 20th, when there was a snow storm. Overdrive use continues to increase.

Gifts – $3000 from Scheels
$300 from the Pilot Club for LP and audios
$250 from William and Michelle Welter
$150 from the Karniskys

Matthew Bock has been hired as the new Network Administrator. He is from Iowa City originally, and has a degree in Information Technology Management from Iowa State. He’s been working in IT in St Louis for an insurance company. While he will require some filling in about the workings of a public library, Dale Rumer sat in on the interviews and felt very good about Bock’s knowledge base and technical skills.

Next, we’ll look at the Web Services position.

The One Book Two Book festival is this weekend. Friday night is the dinner at the Shearaton, Saturday is the Book Fair at the Sheraton, and Sunday there are professionals at ICPL, NLCL, and CPL reading about their professions.

Winterfest will be January 27th from 1-4 at the IRL. The Library will have a photobooth at our table this year. Hampe gave more details of what is happening at the fest as a whole.

W.A.R.M. kickoff will be January 30th.

Upcoming meetings:
Hampe will be speaking to the North Corridor Rotary Club (Galstad will be at a workshop) on January 16th.
Galstad will be at ALA Midwinter conference January 25th-28th.
Galstad does her annual report to City Council on the evening of Jan. 22nd, at the work session after the meeting. She will email this report to the Board.

Hatz had asked that the emergency procedures be reviewed. Galstad will talk with Coordinators about it, and will bring it to the next meeting.

Hatz asked what dates the library will be closed coming up. Galstad said we usually do an inservice in January, but haven’t scheduled that yet. The library is closed President’s Day, but is not closed for MLK day.

Smith asked if there was anything new at the IWL. Galstad said we are due for an inventory of it.

Terry Kaeding’s official retirement date is January 30th.

The meeting was adjourned at 6:42.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the February 2013 meeting.)

Board of Trustees February Minutes

Minutes
Coralville Public Library Board of Trustees
February 6, 2013

Present: : X. Cretzmeyer, Donna Epley, Keith Jones, Lisa Martin, Julie Pulkrabek, Mitch Gross (City Council Representative), Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).
Absent:Deborah Hatz, Jim Smith.

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Jones moved the agenda be approved, Cretzmeyer seconded. The motion passed unanimously.

The Board considered approval of the minutes of the January 9th, 2013 meeting. Martin pointed out that she was at the meeting, but was not listed as “present.” Jones motioned that the minutes be approved with this change. Martin seconded. The motion passed unanimously.

The Board considered approval of the bills for January. Jones asked what conference Halterman is attending. Galstad told him that it is the user’s group for our current ILS. Martin moved that the bills be approved as presented. Epley seconded. The motion passed unanimously.

Mike Jorgensen, Adult Services Librarian, gave a report. Mike has worked at CPL for 12 years. He started as a Serials Clerk, then became the Interlibrary Loan Clerk, then became Adult Services Assistant after he received his MLS 4 years ago. He works the Circulation and Reference desk, prepares the monthly newsletter and other publicity, manages the audiobook (including Overdrive eaudios) and dvd collections, and does regular adult programming. His Stage on the Page program has been going for 11 years. He also does LitFlix programs. Jorgensen showed the Board some statistics about DVD usage – earlier today, 5% of the Mystery & Fiction collection were checked out, were 21% of the dvds were checked out. It is a very highly used collection.

The Board reviewed the Personnel Policy, which had recommended updates included. Pulkrabek recommended that the sentence about the city’s employee manual say that it is available “during” employment. Jones moved that the presented policy be accepted with this change. Cretzmeyer seconded the motion. The motion passed unanimously.

Epley gave a report from the Friends of the Library. The recent book sale brought in $2,809.90.

There was no report from the Foundation, as their last meeting was cancelled due to weather and will be rescheduled.

Galstad gave the Director's Report:

Circulation was fairly steady from last year, we seem have reached the plateau after the increase in use after the expansion. Overdrive use keeps increasing.

Gifts – $500 from Pulkrabek
We also received our Open Access &ILL funding from the State ($37,121.40 listed as Government Funding on the report). Meeting room use was at an all-time high this month.
Matt Bock has started, and is jumping right into testing thin clients for the public computers. We will do a trial with Wyse clients.
One Book Two Book was very successful. On Sunday, people of various professions were at all three libraries reading to kids – attendance was rather low.
Winterfest was cancelled due to the weather, and has been rescheduled for this coming Sunday.
WARM kickoff will be on January 30th. Signup will happen throughout the month.
Hampe spoke to the North Corridor Rotary Club, with Susan Craig from Iowa City Public Library. Both discussed trends in local library use.
Galstad attended ALA Midwinter, and met with all of the vendors of ILSs we are considering. We have demos coming up from Polaris and Innovative, and Halterman is going to attend the annual conference for Sirsi Dynix.

Gross said he has had several inquiries about Little Free Libraries. Hampe is going to talk with Sherri Proud at the Recreation Center about the possibility of partnering on one.

Putt Fore the Library will be held on March 10th from 11-4. We are still looking for sponsors, hoping to get all 18 holes sponsored. Tallgrass is not sponsoring this year. The committee is still looking for someone to organize volunteers and the raffles. There is a boyscout troop that will help with setup starting at 4:30 on Saturday.

Gross also suggested getting the monthly newsletter onto the website and possibly an email list. He also wondered if there might be partnership opportunities with Mendoza.

The meeting was adjourned at 7:00

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the March 2013 meeting.)

Board of Trustees March Minutes

Minutes
Coralville Public Library Board of Trustees
March 6th, 2013

Present: X. Cretzmeyer, Donna Epley, Deborah Hatz, Keith Jones, Lisa Martin, Julie Pulkrabek, Mitch Gross (City Council Representative), Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).
Absent:Jim Smith.

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Martin moved the agenda be approved with the omission of the staff report, Jones seconded. The motion passed unanimously.

The Board considered approval of the minutes of the February 6th, 2013 meeting. Cretzmeyer motioned that the minutes be approved with this change. Epley seconded. The motion passed unanimously.

The Board considered approval of the bills for February. Cretzmeyer asked about the CSS bill. Galstad explained that this is the IT consulting firm the city uses. Some of the consulting is coming from our salary line, as we have been relying heavily on them during the Network Administrator transition. CSS will still be on the bill lists, as they are who we buy computer equipment through and they still do some consulting for us. Hatz moved that the bills be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered appointment of a T. Patricia Dee Volunteer Service Award Committee. Hatz, Cretzmeyer, and Jones have served on this committee the last few years, they all agreed to serve on the committee again this year. Galstad said that a nomination for the award has already been submitted.

Epley gave a report from the Friends of the Library. The Friends will be doing book sorting tonight, and their next book sale will be held in May. Their Annual Meeting will be held on April 25th.

The Foundation has not met, but Galstad gave a report about the upcoming Putt Fore the Library event. As of now, the event is down a few sponsors, including a few of the businesses who have sponsored every year. The Board especially expressed disappointment that Neumann Monson Architects declined to support the event. Galstad passed around a sheet to sign up for volunteer shifts. A boyscout troop is coming to help with setup.

Galstad gave the Director's Report:

The usage statistics are fairly steady. This is the first time that the Overdrive usage is not as steep of an increase. Hampe will add Zinio usage to the report next month. There was a remark about how much test proctoring is being done. Hatz asked why the amount of A/V added is down so much, Galstad said she will look into it. Gross said that he recently overheard some patrons talking about wanting a display for new DVDs, and there was discussion about ways to handle that and possibly new items in other formats.
Pulkrabek mentioned that she would have liked to submit her WARM journal online somehow.

Gifts – there was a gift from Clayton & Faye Shalla

There is currently artwork by Coralville Central students on display downstairs. The art teacher approached Hampe, saying that he can only take so many of the submissions he gets to the Midwest One art show, and he would love to be able to display more art. There will be a reception mid-March in conjunction with this, and the pieces will be up throughout the month.
We are in the process of interviewing for the Web Resources Assistant job.
Putt Fore the Library will be this coming Sunday from 11-4.

National Library Week is the week of April 14th, and Galstad asked for a board member to attend the City Council meeting on April 9th to accept the proclamation.

The next board meeting will be on April 3rd.

Under other business, Gross said that the city council expressed excitement about getting the library’s newsletter online.

There was some discussion about the coffee shop. The Board expressed concern that there have been some times when the shop has not opened on time. Café del Sol would like to explore having an exclusive contract for catering it the meeting rooms. Galstad will tell Vicki she is welcome to submit a proposal.

Cretzmeyer asked about getting a more visual display of what’s going on in meeting rooms, such as a monitor with changing events.

The meeting was adjourned at 6:40

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the April 2013 meeting.)

Board of Trustees April Minutes

Minutes
Coralville Public Library Board of Trustees
April 4th, 2012

Present: Donna Epley, Deborah Hatz, Keith Jones, Lisa Martin, Julie Pulkrabek, Jim Smith, Ellen Hampe (Assistant Library Director).
Absent: X. Cretzmeyer, Mitch Gross (City Council Representative).

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Hatz moved the agenda be approved. Epley seconded. The motion passed unanimously.

The Board considered approval of the minutes of the March 7th, 2012 meeting. Hatz motioned that the minutes be approved. Epley seconded. The motion passed unanimously.

The Board considered approval of the bills for March Epley asked about the Constructive Playthings bill. Galstad explained that these were toys for toddlers that will be brought out after Wee Read. The Friends agreed to pay for these as requested by the Children’s Services Department. Hatz motioned that the bills be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered the recommendation from the Volunteer Service Award Committee that the Teen Advisory Board be given the Pat Dee award this year. Hatz explained that there are four seniors this year and this group of teens has done a lot. Martin motioned to approve the recommendation, Smith seconded.

The Board considered the Meeting Room Use policy and the agreement with the CCPA for use of meeting room space.
The Meeting Room Use Policy had two changes. The first is the addition of “14. The Coralville Public Library Board of Trustees maintains an agreement with the Coralville Center for Performing Arts which governs the use of CPL meeting rooms as space for events booked through CCPA.” Second, Galstad recommended adding a statement prohibiting open flames in the meeting rooms without permission from the fire department. Smith moved that the Meeting Room Use Policy be approved with the addition of a statement about open flames. Epley seconded. The motion passed unanimously. The Board agreed with the agreement with CCPA by consensus, but it was suggested that there be a 2 hour minimum in charging for CPL staff time.

Epley gave a report from the Friends of the Coralville Library. The Annual meeting will be held at the library on Thursday April 19th at 7:00, and she invited the Board to attend.

Galstad gave a report on behalf of the Foundation. She said that a few of the sponsor payments have not yet been collected. We have already received $3300 from Putt Fore the Library, with another $800 committed from sponsors. $810 was collected in admission, and the raffle raised around $486. Total income was $5415. 23 free admission passes were redeemed for the event, including passes given to the boy scouts who helped with set up as well as free passes given out as WARM prizes, and at Winterfest. It was estimated that around 400 people attended. Galstad thanked everyone who helped with the event. Jones added that the Foundation Board is working on a solicitation letter, and should be doing a mailing soon.

Galstad gave the Director’s Report:
Circulation was down 4% from last year, but Overdrive use has more than doubled. Overdrive use is not counted in the circulation statistics.
Galstad is continuing to talk with Vicky Robrock about parking lot issues. The City is working on a parking ordinance which would limit parking in the library lot to four hours at a time. The ordinance passed the first reading and will need to pass two more. Library staff will need to come up with a plan for meetings and other longer-term parkers. We are thinking about hang tags, possibly with a sticker from transit. Hatz said she thought this would be a lot of work, Pulkrabek asked who will monitor. Galstad said that the Transit department will monitor it.
In personnel news, we have decided to delay the search for a Children’s Librarian until after summer, and rely more on PT hours to help with the Summer Reading Program. Laura is now back at work full time.
Galstad reported about the Legislative Day she was in Des Moines for during the last Board Meeting. On the legislative agenda was more funding in Enrich Iowa, including a purchase of Learning Express, an electronic resource providing practice tests for many educational and vocational tests, for the whole state. The reception was great. The House adjourned while they were there and everyone came to the reception.
The State Librarian asked Galstad to attend the National Legislative Day with her. This will be in DC in April.
Next week is National Library week, and the mayor will do a proclamation at the City Council meeting on Tuesday April 10th. Pulkrabek said she can be there to accept it.
April 22nd is Earth Day, which is the anniversary of our garden. We have name plates coming soon for the plants.
Monday April 23rd is World Book and Copyright Day. We will have rose stamps for bookmarks.
The Summer Reading Kickoff will be May 30th.

Galstad thanked the Board for their support at the Women of Influence award ceremony.

The next Board meeting is scheduled for May 2nd.

The meeting was adjourned at 6:50.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the Wednesday May 2nd, 2012 meeting.)

Board of Trustees May Minutes

Minutes
Coralville Public Library Board of Trustees
May 2nd, 2012

Present: X. Cretzmeyer, Donna Epley, Deborah Hatz, Keith Jones, Lisa Martin, Julie Pulkrabek, Jim Smith, Mitch Gross (City Council Representative), Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).
Absent:

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Jones moved the agenda be approved. Hatz seconded. The motion passed unanimously.

The Board considered approval of the minutes of the April 4th, 2012 meeting. Epley motioned that the minutes be approved. Smith seconded. The motion passed unanimously.

The Board considered approval of the minutes of the April 4th, 2012 meeting. Epley motioned that the minutes be approved. Smith seconded. The motion passed unanimously.

The Board considered approval of the bills for April. Smith asked about InfoGroup; Galstad explained that this invoice is for the City Directory. Jones asked about the Cultural Alliance invoice; Galtad explained that this is for our dues. Jones also asked about Walsch Door, and Galstad explained that this is for locks that were added to study room doors. Hatz asked about Tiger Direct. Galstad explained that they are a third party vendor, and we buy toner and print cartridges from them. Hatz motioned that the bills be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered the new Test Proctoring policy. Galstad explained that we proctor tests often at the Reference desk, and each institution does it differently, and hopefully having a policy in place will make the process a bit more uniform. Smith proposed adding language that the library is not responsible for a student’s performance, regardless of the conditions. Hatz motioned that the policy be approved, with the understanding that such language will be added. Smith seconded. The motion passed unanimously.
The Board reviewed the Bulletin Board policy and the Community Display policy. There was a minor change in the Community Display policy (from “will” to “may” in item 5 – “Community Displays may not be scheduled more than six months in advance.”). No further changes were deemed necessary.

Epley gave a report from the Friends of the Coralville Library. Hatz reported that the Annual went well, that the Teen Advisory Group was given the Pat Dee Award. Epley mentioned that Laura Crossett’s baby received this year’s Baby Book Bag. She also said that they will be having a book sale this weekend, open 1:30-5:30 on Friday and 9:00-3:00 on Saturday.

Galstad said that the Foundation Board is scheduled to meet after this meeting.

Galstad gave the Director’s Report:
Library use remains steady. The smallest daily circulation was on Easter Sunday. The number of Overdrive downloads continues to increase. Self-check still accounts for around 25% of our total circulation.
In Gifts, we received:
$95 from the Book Marks project, as two additional statues sold.
$25 from the Questors for Early American Life magazine
$65 donation for the Miniatures Club of America
$15 from Barbara Welgos from Decorah, in honor of Nat and Laura Christiansen, for their wedding

The meeting room usage that is through the CCPA will be a separate category on the Meeting Room Report from now on.
Galstad was in Washington DC last week for a legislative day, and reported that it went very well. The biggest item on the legislative agenda was asking for an increase in LSTA funds. LSTA funds go directly to the State Library of Iowa, and are used to purchase things that are beneficial to the most Iowans. For instance, these funds pay for the Ebscohost database, which is available to all Iowans.
Epley asked if the Children’s Librarian position had been filled yet; Galstad explained that the search has been postponed until after summer, and PT hours will increase to help with the Summer Reading Program with the use of the saved salary. We will advertise in June or July, and hope to interview in August.

The Summer Reading Program kickoff will be held at the library on May 30th, from 5-6:30. All ages can sign up that night, or any time after.

Pulkrabek was at the City Council Meeting during National Library Week to accept the National Library Week Proclamation.

The next Board meeting is scheduled for June 6th.

The meeting was adjourned at 6:45.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the Wednesday June 6th, 2012 meeting.)

Board of Trustees June Minutes

Minutes
Coralville Public Library Board of Trustees
June 6th, 2012

Present: X. Cretzmeyer, Donna Epley, Deborah Hatz, Keith Jones, Julie Pulkrabek, Jim Smith, Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).
Absent: Lisa Martin, Mitch Gross (City Council Representative).

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Hatz moved the agenda be approved. Jones seconded. The motion passed unanimously.

The Board considered approval of the minutes of the May 2nd, 2012 meeting. Hatz motioned that the minutes be approved. Smith seconded. The motion passed unanimously.

The Board considered approval of the bills for May. Hatz asked about the Lyrasis bill. Galstad explained that this is a cooperative which allows libraries discounts on various supplies, services, and databases. They also offer training. Jones motioned that the bills be approved as presented. Hatz seconded. The motion passed unanimously.

The Board considered the Withdrawal of Library Materials policy. Hampe made the following changes: “2. Material with low circulation not listed in the Public Library Catalog.” It was suggested that it read “2. Material with low circulation and not listed in the Public Library Catalog.” Jones motioned that the policy be approved, with the mentioned changes. Smith seconded. The motion passed unanimously.
Galstad reported that after an attempt to update the Collection Development and Materials Selection Policy, it was decided that this will be on the July agenda, as it needs further attention.

Epley gave a report from the Friends of the Coralville Library. Some members of the Friends group are sorting downstairs currently, and the next book sale will be August 3rd and 4th.

The Foundation has not met since the last Board meeting.

Galstad gave the Director’s Report:
Library use statistics are up again. Circulation was up 6% over last June, Overdrive downloads were double what they were last June, and people entering the library increased by 11.5%.
There were no significant gifts.
Galstad and Hampe met last night with the Windows and Mirrors committee, to discuss logistics of the exhibit. We will be getting replicas of 25 of the pieces, on 3’X 5’ panels. Galstad would like to look at costs for picture rails for the west and south walls around the fountain downstairs. She talked to Ed LaGrange in Maintenance, he suggested she talk with McComas Lacina about building something. The group is hoping to hang the exhibit on Friday August 31st, and also train volunteers that day. They are hoping to staff the exhibit with a guide starting Saturday September 1st, during all of our open hours. There will be a grand opening reception on Sunday September 9th. Groups involved include: Physicians for Social Responsibility, West Branch Friends, Iowa City Friends, Veterans for Peace, and Peace Iowa.
Galstad will be at the ALA conference toward the end of June.
Plans for the library float in the July 4th parade are underway.

Galstad mentioned that the next regular board meeting would fall on July 4th, and asked if Wednesday the 11th worked for everyone. She will poll board members via email.

The meeting was adjourned at 6:33.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the July 2012 meeting.)

Board of Trustees July Minutes

Minutes
Coralville Public Library Board of Trustees
July 1, 2012

Present: Donna Epley, Deborah Hatz, Keith Jones, Lisa Martin, Julie Pulkrabek, Jim Smith, Ellen Hampe (Assistant Library Director).
Absent: X. Cretzmeyer, Alison Ames Galstad (Library Director), Mitch Gross (City Council Representative).

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Hatz moved the agenda be approved. Epley seconded. The motion passed unanimously.

TThe Board considered approval of the minutes of the June 6th, 2012 meeting. Jones motioned that the minutes be approved. Smith seconded. The motion passed unanimously.

The Board considered approval of the bills for June. Hatz motioned that the bills be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered the Collection Development and Materials Selection Policy. Hampe explained that after reviewing this policy last month, it was easier to start over with a clean slate than revise what we had. The previous version was addressing formats and collections together, and had gotten confusing. This policy is philosophically the same, but is arranged in a more logical way. Smith moved that the revised policy be approved, Epley seconded. The motion carried unanimously.
.
Epley gave a report from the Friends of the Coralville Library. There will be a book sale will be August 3rd and 4th.

The Foundation has not met since the last Board meeting, but Jones mentioned that they are working on a solicitation letter requesting donations, which will go out to previous donors.

Hampe gave the Director’s Report:
Library use statistics down slightly. There were not reliable statistics for the number of people entering the library, so Hampe extrapolated the number on the report by looking back at the ratio of items checked out to people entering the library. This averaged to .8 items checked out per person entering the library, and reflects how much use meeting rooms, public computers, and library programs are getting. The statistic for Internet use was down, but Hampe explained that there was a system upgrade on 6/28 which ended up taking a few days and is still causing glitches.

Gifts: $500 was given in honor of Nat and Laura Christensen for their wedding, and is reflected on this month’s report. The rest is the library’s % of the last Friends’ Book Sale.

The Children’s Librarian position will be advertised soon, and Hampe and Galstad will begin looking at the Network / Technology Administrator job description in anticipation of advertising.

The Library had a float in the 4th of July Parade, following the Summer Reading Program theme.

There have been several great programs as part of the Summer Reading programs. There was a teen program about the Transit of Venus with a telescope on the front lawn that was very well-attended, McBride Raptor Center came for a program, Blank Park Zoo, and a Teen Night Hike at Kent Park, and many others. There are currently 272 teens signed up, 488 adults, and 1257 children not including daycares that signed up as groups.

Weekly visits from various summer camps are counted in the Library Use area of the Meeting Room Report.

There will be a Johnson County Libraries booth at the County Fair. The theme of the booth is “Chill Out with the Johnson County Libraries”, and we will give out mood pencils.

Galstad and Hampe have been meeting with IT people about a new phone system which will be implemented soon.

The Iowa City Book Festival is this weekend. CPL has been asked for volunteers but we are minimally involved in the festival this year.

Jones asked about the Iowa Workforce Development Recruitment event. Hampe explained that this was a job recruitment event.
Jones noted that the Bourlag PTO has been meeting at the library, and asked if we will be working with them in the future. The City is involved with the gymnasium like the agreement with Wickham and Kirkwood Elementary Schools, will have a Recreation Center employee office at Bourlag, and will run an After School Program for them.
Jones also remarked at the attendance of the Beekeeper’s meeting.

Hampe told the Board that recently ICPL has started offering downloads of local music from musicians they have contracted with. They are willing to get CPL on board, and the City Attorney is currently looking over the contract used by ICPL.

The meeting was adjourned at 6:30.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the August 2012 meeting.)

Board of Trustees August Minutes

Minutes
Coralville Public Library Board of Trustees
August 1st, 2012

Present: DX. Cretzmeyer, Donna Epley, Keith Jones, Lisa Martin, Jim Smith, Mitch Gross (City Council Representative), Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).
Absent:Deborah Hatz, Julie Pulkrabek.

Vice President Cretzmeyer called the meeting to order at 6:00.

The Board considered approval of the agenda. Epley moved the agenda be approved as presented. Smith seconded. The motion passed unanimously.

The Board considered approval of the minutes of the July 11, 2012 meeting. Smith motioned that they be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered approval of the bills for July. Smith asked about the CatExpress bill. Galstad explained that this is access we purchase to cataloging records through the state library. Smith asked why there are always so many Baker and Taylor invoices. Galstad explained that they invoice as they send materials. Jones asked what the Englert bill was – it was advertising for Stage on the Page in their programs. Cretzmeyer asked about the payment to the Iowa Children's Museum. Galstad explained that this was reimbursement for materials purchased by the ICM. The library received the money from the Friends of the Library, and from the Community Foundation of Johnson County, and it is a joint project. Jones moved that the bills be approved as presented. Smith seconded. The motion passed unanimously.

The Board reviewed the Borrowing Privileges policy and the Complaints about Library Resources Policy. There were a few small changes to the Borrowing Privileges policy – the last sentence was added: “Some services may by only available to residents of the City of Coralville, Rural Johnson County, and cities who contract for library services with CPL.” This was in response to questions often received about the Overdrive service. Jones moved that the Borrowing Privileges policy be accepted as revised. Martin seconded. The motion passed unanimously.
The Complaints about Library Resources included the Statement of Concern to be filled out as part of the formal complaint process. Smith moved that it be approved with no revisions, Martin seconded. The motion passed unanimously.
The Board discussed the identification requirements to get a card.

Epley gave a report from the Friends of the Library. There will be a book sale August 3rd and 4th. The Friends are always taking donations.

Galstad gave a report from the Foundation. Galstad is working with Diana Lundell on an annual campaign letter and the brochure. They are hoping to have something by the September Foundation meeting.

Galstad gave the Director's Report:
Programming for the Summer Reading Programs is finished for the year. Dan Wardell was at the library on Monday, and there were approximately 300 people in attendance between his two shows. The finale party for the teen program was last night, with 53 teens in attendance. The big prizes were given last night.
Circulation is up 5% over last July. Overdrive downloads are up 75%. Internet use is way down, due to major computer issues we've been having since an upgrade in June. A server was swapped out today.
Budget: $100 gift from Karen Sivitz
$300 from the Optimists, which goes toward children's materials.
Galstad has ordered picture rails for the walls around the fountain downstairs. They will cost around $600, and McComas Lacina will install them. Cretzmeyer asked if any thought had been given to other exhibits after Windows & Mirrors. Galstad said it will be nice to be able to have other exhibits, but nothing has yet been pursued. The rails should be here before August 31st, when the Windows and Mirrors exhibit will be installed. Docents will be trained that day as well. The group is hoping to bring in several speakers during the month, and several organizations are meeting at the library during September. The library has a related display and has put together a bibliography of related materials.
There will be a Grand Opening reception the weekend after Labor Day weekend – Board members will receive invitations.
The Youth Services Librarian position has been advertised, and consideration will start on Monday. There are some promising candidates so far. Then, Galstad and Hampe will focus on updating the job description for the Network/Technology Administrator. For now, library staff are relying heavily on CSS for technology needs.

Epley reported that the Johnson County Fair booth went well. The Johnson County libraries handed out pencils.

Gross mentioned that he has realized that there are a lot of staff members he does not know. He asked if inviting one staff member to each board meeting had been considered.

Smith reported that his wife had attended a meeting downstairs recently, and said the rooms were great.

The meeting was adjourned at 6:45.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the September 2012 meeting.)

Board of Trustees September Minutes

Minutes
Coralville Public Library Board of Trustees
September 5th, 2012

Present:X. Cretzmeyer, Donna Epley, Deborah Hatz, Keith Jones, Lisa Martin, Julie Pulkrabek,
Jim Smith, Mitch Gross (City Council Representative), Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director).

Absent:

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Jones moved the agenda be approved as presented. Martin seconded. The motion passed unanimously.

The Board considered approval of the minutes of the August 1st, 2012 meeting. Martin motioned that they be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered approval of the bills for August. Galstad explained that there was a typo, and the CSS amount should be in the $ column. Jones asked what CSS is; Galstad explained that it is Creative Software Services, the computer consulting company we use. Jones asked about the McComas Lacina invoice. Galstad explained that this is for the picture rails. The Friends of the Library are going to reimburse the library for the cost of the rails. Cretzmeyer asked what is included in this bill. Galstad told him this included the staining, cutting, and mounting of the rails – the price of the actual rails and clips that came with them is not included. Hatz moved that the bills be approved as presented. Epley seconded. The motion passed unanimously.

The Board reviewed the Computer Use policy and the AV Equipment Use Policy. There were no recommended changes. Jones moved that both policies be accepted with no revisions. Cretzmeyer seconded. The motion passed unanimously.

There was no report from the Friends of the Library.

There was no report from the Foundation. They meet next week, on September 10th.

Galstad gave the Director's Report:
It has been discovered that the people counters have not been very accurate, and we think the numbers have not been interpreted correctly. Galstad will put together an explanatory report before next month.
Circulation remains steady – there was about a 1% drop from last August.
Overdrive use has about tripled. Pulkrabek asked if we see an increase in library card signups in August and September, Galstad said we do. Jones mentioned that September is National Library Card Signup Month.
Galstad reported that we have been spending quite a bit of money on CSS right now, because we are without a Network Administrator, and because the last upgrade to the system was a failure. Galstad will probably take money from the salary budget to supplement for this. We also have to replace the phone system, which will add to the expenses.
The Friends of the Library agreed to fund the picture rails.
Currently Galstad, Hampe, and Sara Glenn are interviewing Youth Services Librarian candidates, one of whom currently works at CPL part-time. We have great candidates. Next, we will advertise for the Network Administrator position.
The State Library will be here Friday for their Town Meeting. These are presented regionally, and consist of updates from the State Library in the morning, and breakout workshops in the afternoon.
The Windows & Mirrors exhibit went up Friday, and it went smoothly. Galstad and Hampe chose six that are a bit more graphic to be hung in the library hearth area. Ed LaGrange will put those up. There are related activities going on, including movies on Tuesday nights. Galstad passed around an invitation to Sunday’s opening reception. Last Saturday there was a training session for docents, and there was a good turnout, with representatives from all of the involved groups. We have gotten a lot of positive feedback about the exhibit.
Galstad will begin inviting library staff to the board meetings next month.
This year, Veteran’s Day falls on a Sunday. The city’s official holiday will be Monday. Galstad asked the board for a decision about whether to be open on the Sunday or not. The consensus was to stay open on Sunday the 11th, and close on Monday the 12th.
Galstad reported that she received a request for the library to be open from 8am until 10pm.
Gross noted that he does not like when the library is closed on days when there is no school (President’s Day, for example).
Susan Winkler will be leaving after the first week in October – she is getting married and moving to Illinois.

Smith asked if the computer problems were initiated by an upgrade, is it not the responsibility of the software vendor? Galstad explained that one of our problems is the integration of several systems.

The next meeting will be October 3rd.

Hatz moved that the meeting be adjourned. Martin seconded. The meeting was adjourned at 6:45.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the October 2012 meeting.)

Board of Trustees October Minutes

Minutes
Coralville Public Library Board of Trustees
Wednesday, October 3, 2012

Present: X. Cretzmeyer, Deborah Hatz, Keith Jones, Julie Pulkrabek, Ellen Hampe (Assistant Library Director), Sara Glenn (Youth Services Coordinator), Erika Binegar (Children’s Librarian).

Absent: Donna Epley, Lisa Martin, Jim Smith, Alison Ames Galstad (Library Director), Mitch Gross (City Council Representative).

President Pulkrabek called the meeting to order at 6:05.

The Board considered approval of the agenda. Jones moved the agenda be approved as presented. Hatz seconded. The motion passed unanimously.

The Board considered approval of the minutes of the September 5th, 2012 meeting. Cretzmeyer motioned that they be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered approval of the bills for September. Hatz moved that the bills be approved as presented. Jones seconded. The motion passed unanimously.

Sara Glenn and Erika Binegar gave a report from the Youth Services department. Glenn introduced Binegar, who is newly full-time, as the Children’s Librarian. Youth Services consists, Glenn explained, of the two of them and Karen Stierler (who does young adult programming), and 7 part-time employees. We are lucky to have three retired librarians. Sara shared some of a children’s book, “Just a Second”, which give examples of many different things that happen in a second. Erika shared the October Kids’ Page calendar of events.
Glenn pointed out that they had Beth Epley perform for a special family night last night, and will be having a drop-in craft family night on October 8th. Sara mentioned Pre-school Storytime, which is on Tuesday mornings. Erika talked about Family Storytimes, which is on Saturdays and rotates among many Children’s Librarians. Sara also mentioned the addition of a second computer which is preloaded with games to appeal to school-aged children.

The Board reviewed the Fines policy and the Lost and Damaged Materials Policy. It was recommended that that following changes are made in the Fine policy to take effect in January:
The fine on children’s items changes from 5 cents to 10 cents per day
The fine on items for adults changes from 10 cents to 20 cents per day
The last sentence in the first paragraph will read: “Maximum fine on any item is 30 days of accrued fines.”
The $1 per day fine for videocassettes and dvds be taken out, so that their fines will be the same as other materials.
The last paragraph will read: When a cardholder’s unpaid fines or other charges exceed $5.00, his or her borrowing privileges are withdrawn until charges are paid in full.
It was recommended that the following changes be made to the Lost and Damaged Materials policy:
The first paragraph should read “The library charges the acquisition cost for items that have been lost by patrons. If not acquisition cost can be determined, a replacement cost will be determined by the library staff.”
The default costs should be taken out of the policy.
The second to last sentence should be “When an individual part of a set cannot be replaced, the replacement cost for the whole set will be charged to the patron.”
Hatz moved that the policies be approved with these changes. Jones 2nded the motion. The motion passed unanimously.

The Board considered appointment of board members to the FY14 budget committee. Pulkrabek appointed Cretzmeyer, Jones, Smith, and Epley.

There was no report from the Friends of the Library.

Jones reported that the foundation will have a mailing to go out in the spring of 2013.

Hampe gave the Director's Report:
Circulation was down about 1%, people entering the library remains fairly steady though the issue with the exact numbers is still being worked out. Overdrive use continues to increase. Internet use is significantly down ~ there are still issues with the public computers.
The Windows & Mirrors exhibit went very well. There were 15 meetings held at the library that were related to the exhibit, attended by 578 people. Hampe passed around two thank you notes from members of the Windows & Mirrors committee.
Erika Binegar was hired as the Children’s Librarian, and had her first day as a FT employee on Monday.
Hampe and Galstad are looking at Network Administrator applications, and have started advertising the Technology Services Assistant position. The staff is having a farewell breakfast for Susan at tomorrow morning’s staff meeting.
The new phone system is in place, and staff members have been being trained to use them. The new conference room phone is great.
Because of budget cuts, the State Library of Iowa is limiting out-of-state ILL requests to 20 per year. We request our own materials that are within Iowa, but have always sent out-of-state request through the State Library. We are looking into alternatives, and will probably be contracting directly with OCLC, which would cost around $1100 a year.
It is Banned Books Week, and the live display is up again. Board members are encouraged to sign up to read in it.
ILA is in Dubuque October 11th and 12th, a few staff members are attending.
There will be early voting at the library on October 26th.
Laura has been working with the school district’s Transitions program as well as the University’s REACH program, and has a few volunteers from each organization, with developmental challenges.
As we get evaluation forms back from staff, we’re getting many comments about staff feeling like they need support in dealing with difficult patrons. This may be addressed in a staff in-service.

Hatz mentioned the drive-up book drop issues, and that the bushes on 12th Avenue need to be trimmed – it is hard to see the street.
Cretzmeyer asked about the possibility of an electronic scrolling sign with events at the library.

Jones motioned that the meeting be adjourned, Cretzmeyer seconded. The motion passed unanimously at 7:00.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the November 2012 meeting.)

Board of Trustees November Minutes

Minutes
Coralville Public Library Board of Trustees
November 7, 2012

Present: X. Cretzmeyer, Donna Epley, Deborah Hatz, Keith Jones, Lisa Martin, Julie Pulkrabek, Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director), Ruth Halterman (ILS Administrator).

Absent:Jim Smith, Mitch Gross (City Council Representative).

President Pulkrabek called the meeting to order at 6:00.

The Board considered approval of the agenda. Hatz moved the agenda be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered approval of the minutes of the October 3rd, 2012 meeting. Jones motioned that they be approved as presented. Cretzmeyer seconded. The motion passed unanimously.

The Board considered approval of the bills for October. Galstad pointed out that the large bill paid to Tallgrass was for 6 months worth of printer toner, which Beth placed before she went on maternity leave. Hatz asked about the CSS bill. Galstad explained that they are the computer consultants we have been using, and Galstad has started paying some of these bills from the salary line because we are relying heavily on CSS since being without a Network Administrator. The new phone system (also through CSS), as well as a batch of new licenses for VMWare, came out of the Equipment Reserve account. Hatz moved that the bills be approved as presented. Martin seconded. The motion passed unanimously.

Ruth Halterman gave a report about the library’s Integrated Library System. She gave a history of CPL’s automation, which began with installation of text-based Dynix on dumb terminals in 1995. The catalog went web-based in 2004, after looking at both Horizon and III (the system ICPL has). She talked about corporate changes at SirsiDynix, and talked about some of what we are looking at in systems now.

The Board reviewed the Fax Policy. To be consistent with other policies, we took the costs out and will put them in an appendix. It was decided to charge $1 a page to send up to 10 pages, then 50 cents per page beyond that for sending or receiving a fax within the US, and $3 per page for the first 10, $2 for subsequent pages for international faxes. Cretzmeyer moved that the policy be approved as updated, Jones seconded. The motion passed unanimously.

Galstad gave the Board copies of the FY12 Annual Report for consideration. She will also do a one page summary to share with the Board before she takes it to City Council in January. She discussed the difficulties with the door counter, and explained that she extrapolated numbers based on the historic ratio of circulation to people coming in the door. She will graph this for the board for next month.

There was no report from the Friends of the Library, other than they just had one of their largest book sales ever, bringing in over $3000.

The Foundation Board met on Monday. Galstad passed around a draft of the brochure they are working on. They will do a mailing in conjunction with National Library Week in April, and will come up with a donation card or envelope for this. Jones mentioned that they reviewed their goals for next year, and set a monitary goal for Putt Fore the Library of $7000. They also elected officers, and set meetings for the next year. Putt Fore the Library will be on March 10th.

Galstad gave the Director's Report:
There was a record turnout for the early voting at the library ~ there was a line most of the day. Pulkrabek mentioned how great she thought the Hobbit program was.
Use of the library is fairly steady. Overdrive use was up about 50% over last year.
Budget – we have been incurring major costs with CSS, and need to upgrade the public computer hardware. We had been looking at Sun (the current vendor) and Panologic, and had decided to go with Panologic when the company suddenly closed. We have been putting money into reserve accounts for this upgrade and the ILS migration.
Galstad is working on the FY14 budget, and will get it out to the committee later this week.
Personnel – we have narrowed the Network Administrator applications to four, and will be attempting to set up phone interviews with the four of them. There is a great pool of applicants for the Web Resources Assistant.
The One Book Two Book festival will be the weekend of January 11th, and Winterfest will be Sunday January 27th from 1:00-4:00.
Galstad attended a planning meeting for ILA last week. ILA will be in Coralville next October 16-18.
The Library will be closed on Monday for Veterans’ Day, and there will be a related display of materials. The Library will be closed on Thursday and Friday for Thanksgiving, and will close at 5:00 on that Wednesday.
Galstad called to talk with Neumann Monson about lighting. Dave Zahradnik told her that the bulbs that are in the rotunda area have a half-life, so are dimming with time. He is going to send her some options for additional lighting, and Galstad will talk with Maintenance about changing the bulbs. Zahradnik also gave Galstad some invoices he said are outstanding.
Galstad passed around letters of appreciation from the Transition Program, who Laura recently gave a tour to.
Epley expressed appreciation for Halterman’s presentation.
Jones asked about expiring library board positions. Galstad said that Martin, Pulkrabek, and Smith’s terms are all expiring, but she thought they were all intending to reapply.

The meeting was adjourned at 7:05.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the December 5th, 2012 meeting.)

Board of Trustees December Minutes

Minutes
Coralville Public Library Board of Trustees
December 5th, 2012

Present: Deborah Hatz, Keith Jones, Julie Pulkrabek, Jim Smith, Alison Ames Galstad (Library Director), Ellen Hampe (Assistant Library Director), Mitch Gross (City Council Representative).
Absent: X. Cretzmeyer, Donna Epley, Lisa Martin,

President Pulkrabek called the meeting to order at 6:02.

The Board considered approval of the agenda. Jones moved the agenda be approved, with the removal of item #4 because the staff member scheduled was unable to make it to the meeting. Smith seconded. The motion passed unanimously.

The Board considered approval of the minutes of the November 7th, 2012 meeting. Hatz motioned that they be approved as presented. Jones seconded. The motion passed unanimously.

The Board considered approval of the bills for November. Hatz asked if CSS s the computer consulting firm. Galstad said yes, and explained that the bill paid from 410 – 770.03 was for replacement staff computers, and had been budgeted. The last bill to them on the list was taken from the salary line of the budget. Jones moved that the bills be approved as presented. Hatz seconded. The motion passed unanimously.

The Board reviewed the Gift Policy. They took a look at the Collection Development and Materials Selection Policy, which had the Gift section removed. They also compared the current Gift Policy to a proposed revision which better addresses the various types of gifts currently received than the old policy did. The Board also looked at a Memorial and Honor Program document which, will be given to potential donors. The Board discussed slight rewording & reordering of the items indicating where the donor would like their contribution to be directed in this document. Hatz moved that the new revision of the Gift Policy be approved, and that the Collection Development and Materials Selection Policy be approved with the Gift section removed. Smith seconded. The motion passed unanimously.

Galstad gave the Board copies of the FY14 budget proposal for consideration. It is still a draft proposal. The City is currently working on the Enterprise funds, will get to the General Fund soon. The budgeting process has been different this year, with the Finance Officer’s job in transition. On the first page, Galstad transferred funds from reserve accounts for computer replacements. Galstad is waiting to hear back about Healthcare costs, as well. Increases are overall modest. The amount budgeted for the phone system is decreased because FY11 had a surplus which was carried over to help pay for the new system. Smith asked if the new phones are land lines. Galstad said yes, they are VOIP, Smith asked if they will go out if the electricity goes out. Jones asked if the library has a generator, and that was discussed. Jones moved, on behalf of the budget committee, that the request be submitted as presented (including any healthcare cost changes that come from the city). Hatz seconded. The motion passed unanimously.

On behalf of the Friends of the Library, Galstad reported that they have a Board meeting tomorrow night, and that they have submitted a recommendation for this year’s Pat Dee Award already. Their November book sale did very well.

There was no report from the Foundation.

Galstad gave the Director's Report:

Most use has remained steady or slightly under last year. Overdrive use continues to increase.

Gifts – There were three $25 memorial gifts
Funds from the Friends for various pledges were included this month:
Toys to be used after Wee Read, $500 toward the picture rails, $1000 for adult reading programs, $1200 for the teen Summer program, $1370 toward the children’s SRP, $330 to be used for art books.
There was a $2500 gift from the Reviers
$1600 gift from Pearson
$1000 from the Winklers to be used for technology.
We also received the direct state aid portion of the Enrich Iowa funds, but it will be reflected in next month’s deposits. It is slightly decreased from last year.
The lightbulbs in the rotunda area were all changed, and it has made a huge difference. We are still looking at more options.
We are ready for in-house interviews with two Network Administrator candidates. We did four phone interviews, 2 followup interviews via phone or Skype, now will be bringing candidates here.
We have received lots of great applications for the Web Resources position, and will be moving on that soon.
The library will be closed both Dec. 24th and Dec. 25th, will close at 5pm on New Year’s Eve, and be closed January 1st.
The legislative reception went well. Maeve Clark did a demo of Learning Express, a database which we have had for a while, but recently has been funded for the whole state through Workforce Development.
The State Library is up for huge cuts, and have already been cutting some essential services to the state.
One Book Two Book and Winterfest are coming up in January, the library is heavily involved in both.

Gross said he believes that the three board members with expiring terms were reappointed (Smith, Martin, Pulkrabek). He started a discussion of term limits, just because there are so many applications received and people who want to be involved.

The meeting was adjourned at 6:50.

Respectfully submitted,

Ellen L. Hampe
Assistant Library Director
(Subject to approval at the January 9th, 2012 meeting.)

Policy 1.01 Coralville Public Library Mission Statement

The Coralville Public Library is a community center serving a diverse population as a resource for leisure, knowledge and learning. Library programs and services are provided equitably in an atmosphere that is friendly, responsive, comfortable, and accessible. The Coralville Public Library champions every person’s right to information and resources.

Adopted April 3, 1996

Policy 1.02 Library Goals

1. Staff: The Coralville Public Library is staffed by educated, dedicated and responsive individuals.
2. Collections: The Coralville Public Library provides collections that are responsive to the varied needs of the community.
3. Technology: The Coralville Public Library acknowledges technology as an underlying consideration for the overall growth in services and programs.
4. Library Services: The Coralville Public Library creates and cooperates in providing a wide variety of quality services to the community.
5. Public Relations/Marketing: The Coralville Public Library promotes its programs and services in accordance with an established marketing plan.
6. Funding: The Coralville Public Library pursues ample funding from public and private sources to provide quality library service.
7. Governance: The Coralville Public Library is governed by a citizen board of informed, interested and dedicated individuals.
8. Physical Plant: The Coralville Public Library facility enables the delivery of quality library programs and services.

Policy 1.03 Iowa Code 392.5 Library Board

A city library board of trustees functioning on the effective date of the city code shall continue to function in the same manner until altered or discontinued as provided in this section.

In order for the board to function in the same manner, the council shall retain all applicable ordinances, and shall adopt as ordinances all applicable state statutes repealed by 64GA, chapter 1088.

A library board many accept and control the expenditure of all gifts, devises, and bequests to the library.

A proposal to alter the composition, manner of selection, or charge of a library board, or to replace it with an alternate form of administrative agency, is subject to the approval of the voters of the city.

The proposal may be submitted to the voters at any city election by the council on its own motion. Upon receipt of a valid petition as defined in section 362.4, requesting that a proposal be submitted to the voters, the council shall submit the proposal at the next regular city election. A proposal submitted to the voters must describe with reasonable detail the action proposed.

If a majority of those voting approves the proposal, the city may proceed as proposed.

If a majority of those voting does not approve the proposal, the same or a similar proposal may not be submitted to the voters of the city for at least four years from the date of the election at which the proposal was defeated.

Policy 1.04 City of Coralville Library Ordinance

City of Coralville Library Ordinance

Chapter 22

Library Board of Trustees

22.01 Public Library	22.07 Nonresident Use
22.02 Library Trustees	22.08 Expenditures
22.03 Qualifications of the Board	22.09 Annual Report
22.04 Organization of the Board	22.10 Injury to Books or Property
22.05 Powers and Duties	22.11 Theft
22.06 Contracting with Other Libraries	22.12 Notice Posted

22.01 PUBLIC LIBRARY.
The public library for the City is known as the Coralville Public Library. It is referred to in this chapter as the Library.

22.02 LIBRARY TRUSTEES.
The Board of Trustees of the Library, hereinafter referred to as the Board, consists of seven (7) resident members. All members are to be appointed by the Mayor with approval of the Council.

22.03 QUALIFICATIONS OF TRUSTEES.
All members of the board shall be bona fide citizens and residents of the City. Members shall be over the age of eighteen (18) years.

22.04 ORGANIZATION OF THE BOARD.
The organization of the board is as follows:

1. Term of Office.
All appointments to the Board are for six (6) years, except to fill vacancies. Each term shall commence on January 1. Appointments shall be made every two (2) years of one-third (1/3) the total number or as near as possible, to stagger the terms.

2. Vacancies.
The position of any Trustee shall be vacated if such member moves permanently from the City and shall be deemed vacated if such member is absent from six (6) consecutive regular meetings of the Board, except in the case of sickness, or temporary absence from the City or if such member is removed for cause by the Mayor with the approval of the Council. Vacancies in the Board shall be filled in the same manner as an original appointment except that

3. the new Trustee shall fill out the unexpired term for which the appointment is made.

4. Compensation.
Trustees receive no compensation for their services.

22.05 POWERS AND DUTIES:
The Board has and exercises the following powers and duties:

1. Officers.
To meet and elect from its members a President, a Secretary, and such other officers as it deems necessary.

2. Physical Plant.
To have charge, control and supervision of the Library, its appurtenances, fixtures and rooms containing the same.

3. Charge of Affairs.
To direct and control all affairs of the Library. All action by the Board shall require a majority vote of the whole number of members of the Board. The removal of the library director, however, shall require a two-thirds (2/3) vote of the Board.

4. Hiring of Personnel.
To employ a library director, and authorize the library director to employ such assistants and employees as may be necessary for the proper management of the Library, and fix their compensation; provided, however, that prior to such employment, the compensation of the library director, assistants and employees shall have been fixed and approved by a majority of the members of the Board voting in favor thereof.

5. Removal of Personnel.
To remove the library director, by a two-thirds (2/3) vote of the Board, and provide procedures for the removal of the assistants or employees for misdemeanor, incompetency or inattention to duty, subject, however, to the provisions of Chapter 35C of the Code of Iowa.

6. Purchases.
To select, or authorize the library director to select, and make purchases of books, pamphlets, magazines, periodicals, papers, maps, journals, other Library materials, furniture, fixtures, stationery and supplies for the Library within budgetary limits set by the Board.

7. Use by Nonresidents.
To authorize the use of the Library by nonresidents and to fix charges therefor unless a contract for free service exists.

8. Rules and Regulations.
To make and adopt, amend, modify or repeal rules and regulations, not inconsistent with this Code of Ordinances and the law, for the care, use, government and management of the Library and the business of the Board, fixing and enforcing penalties for violations.

9. Expenditures.
To have control of the expenditures of all funds allocated for Library purposes by the Council, and of all moneys available by gift or otherwise for the erection of Library buildings, and of all other moneys belonging to the Library including fines and rentals collected under the rules of the Board. All gifts, donations, devises and bequests that may be made to the City for the purpose of establishing, increasing or
improving the Library shall be administered by the Board, Subject to Council approval on amounts in excess of one thousand dollars ($1,000.000).

10. Gifts.
To accept gifts of real property, personal property, or mixed property, and devises and bequests, including trust funds; to take the title to said property in the name of the Library; to execute deeds and bill of sale for the conveyance of said property; and to expend the funds received by them from such gifts, for the improvement of the Library.

11. Enforce the performance of Conditions on Gifts.
To enforce the performance of conditions on gifts, donations, devises and bequests accepted by the City by action against the Council.
(Code of Iowa, Ch. 661)

12. Record of Proceedings.
To keep a record of its proceedings.

13. Financial Estimate.
To make and send to the Council, on or before the fifteenth day of November in each year, an estimate of the amount necessary for the improvement, operation and maintenance of the library for the coming fiscal year, the amounts expended for like purposes for the two (2) preceding years, and the amount of income expected for the next fiscal year from sources other than taxation.

22.06 CONTRACTING WITH OTHER LIBRARIES.
The Board has power to contract with other libraries in accordance with the following:

1. Contracting.
The Board may contract with any other boards of trustees of free public libraries, any other city, school corporation, private or semiprivate organization, institution of higher learning, township, or county, or with the trustees of any County library district for the use of the Library by their respective residents.
(Code of Iowa, Sec. 392.5 & Ch. 28E)

2. Termination.
Such a contract may be terminated at any time by mutual consent of the contracting parties. It also may be terminated by a majority vote of the electors represented by either of the contracting parties. Such a termination proposition shall be submitted to the electors by the governing body of a contracting party on a written petition of not less than five (5) percent in number of the electors who voted for governor in the territory of the contracting party at the last general election. The petition must be presented to the governing body not less than forty (40) days before the election. The proposition may be submitted at any election provided by law that is held in the territory of the party seeking to terminate the contract.

22.07 NONRESIDENT USE.
The Board may authorize the use of the Library by persons not residents of the City or County in any one or more of the following ways:

1. Lending.
By lending the books or other materials of the Library to nonresidents on the same terms and conditions as to residents of the City, or County, or upon payment of a special nonresident Library fee.

2. Depository.
By establishing depositories of Library books or other materials to be loaned to nonresident.

3. Bookmobiles.
By establishing bookmobiles or a traveling library so that books or other Library materials may be loaned to nonresidents.

4. Branch Library.
By establishing branch libraries for lending books or other Library materials to nonresidents.

22.08 EXPENDITURES.
All money appropriated by the Council for the operation and maintenance of the Library shall be set aside in an account for the Library. Expenditures shall be paid for only on orders of the Board and signed by its President.
(Code of Iowa, Sec. 384.2 & 392.5)

22.09 ANNUAL REPORT.
The Board shall make a report to the Council after the close of the fiscal year. This report shall contain statements as to the condition of the Library, the number of books added, the number circulated, the amount of fines collected, and the amount of money expended in the maintenance of the Library during the year, together with such further information as may be required by the Council.

22.10 INJURY TO BOOKS OR PROPERTY.
It is unlawful for a person willfully, maliciously or wantonly to tear, deface, mutilate, injure or destroy, in whole or in part, any newspaper, periodical, book, map, pamphlet, chart, picture or other property belonging to the Library or reading room.
(Code of Iowa, Sec. 716.1)

22.11 THEFT.
No person shall take possession or control of property of the Library with the intent to deprive the Library thereof.

22.12 NOTICE POSTED.
There shall be posted in clear public view within the Library notices informing the public of the following.

1. Failure to Return.
Failure to return Library materials for two (2) months or more after the date the person agreed to return the Library materials, or failure to return Library equipment for one (1) month or more after the date the person agreed to return the Library equipment, is evidence of intent to deprive the owner, provided a reasonable attempt, including the mailing by restricted certified mail of notice that such material or equipment is overdue and criminal actions will be taken, has been made to reclaim the materials or equipment.
(Code of Iowa, Sec. 714.5)

2. Detention and Search.
Persons concealing Library materials may be detained and searched pursuant to law.
(Code of Iowa, Sec. 808.12)

Policy 1.05 Library By-Laws

I. Library Board

A. According to the requirements of Chapter 22, Code of Ordinances, City of Coralville, the Library Board of the Coralville Public Library shall consist of seven members to be appointed from time to time by the Mayor, with approval of the City Council.

B. The general powers and duties of the Coralville Library Board are outlined in Chapter 932 of the Code of Iowa.

C. The Board shall exercise its powers and duties by:

1. Employing a competent and qualified Library Director.
2. Cooperating with the Library Director in determining and adopting written policies to govern the operation and program of the Library, including personnel policies and policies governing the selection of library materials, supplies, and equipment.
3. Reporting to and cooperating with other public officials, boards and the community as a whole to support a public relations program for the Library.
4. Assisting in the preparation of and seeking adequate support for the annual budget.
5. Developing long range goals for the library and working toward their achievement.

II. Officers

A. The officers of the Board shall consist of a President, Vice President and a Secretary. Officers shall be elected at the first meeting of the calendar year and hold office until their successors are elected and installed. Their terms shall be for one year. Officers may succeed themselves in office, provided that none serves more than three consecutive terms in the same office.

B. The duties of all officers shall be such as by custom and law and the rules of this Board usually devolve upon such officers in accordance with their titles.

III. Meetings

A. Regular meetings shall be held monthly, date and hour to be determined by the Board, in the Library or such other place as the Board may determine.

B. Special meetings may be held at any time at the call of the President or Secretary or at the call of any member of the Board, provided that notice thereof be given to all Trustees at least 24 hours in advance of the special meeting and is duly posted.

C. A quorum at any meeting shall consist of four or more members.

D. An agenda for Board meetings shall be prepared by the Library Director in cooperation with the President of the Board.

E. All meetings of the Board are open to the public. Non-Board members who wish to address the Board should request a place on the agenda not later than 24 hours before the time established for the meeting. The request may be directed to the President, the Secretary, or the Library Director.

IV. Committees

A. The Board may appoint such special committees as may be needed from time to time.

V. The Library Director

A. The Library Director shall execute the policies adopted by the Board. Among his/her duties and responsibilities shall be:

1. To select the Library materials—books, periodicals, pamphlets, audio and video materials, etc.
2. To oversee maintenance and operation of the physical plant.
3. To recruit, train, and assign members of the Library staff.
4. To inform the Board continually and completely regarding the finances, public services, physical plant, personnel, collection, and other developments, changes and problems of the Library.
5. Attend all meetings of the Board except those at which his/her tenure or salary is to be discussed or decided.

VI. Amendments to By-Laws

A. Amendments to these By-Laws may be adopted at any regular meeting of the Library Board, provided that notice of proposed amendments be given to all members in advance of the meeting.

James M. Smith, President
Board of Trustees
Coralville Public Library

Revised: May 6, 1992
Revised: February 7, 1996
Reviewed: February 2006
Reviewed: May 2009
Reviewed: April 2013

Policy 1.06 Personnel Policies

All employees of the Coralville Public Library are administrative employees of the City of Coralville, and must adhere to the rules, regulations and policies outlined in the City of Coralville Personnel Manual. Every employee receives a Manual at the beginning of employment at the Library.

The City of Coralville Personnel Manual includes, but in not limited to, the following topics:

1. Equal Employment Opportunity, employment at will, recruitment and appointment procedures;
2. Employee performance, probation, salary schedule, termination procedures;
3. Work schedule, overtime, holidays and vacation;
4. Leaves of absence, including sick leave, injury on the job, funeral leave, jury duty, military leave, and the Family and Medical Leave Act of 1993;
5. Insurance, including hospital and medical, life, and disability; light duty;
6. Residency requirements, off-duty employment, drug-free workplace, employee assistance program, educational incentive pay, safety.

The Manual empowers the individual City departments to establish rules and regulations for the efficient operation of the department. The following employment conditions apply to the Coralville Public Library:

Hours of Operation

The Library is open to the public 61.5 hours per week, and is staffed an additional 13 hours per week. Full-time employees work eight hours per day and five days each week, and may be required to work two evenings per week, and Saturday instead of Friday. Such work is considered part of the regular work schedule and no night- or weekend-differential pay is authorized. Regular, part-time employees may be required to work two evenings per week, and Saturday instead of Friday.

Adopted: August 1996
Reviewed: January 2000
Reviewed: May 2009

Policy 1.07 T. Patricia Dee Volunteer Service Award

The T. Patricia Dee Volunteer Service Award is awarded to honor an individual or group that has volunteered a significant amount or time and effort on behalf of the Coralville Public Library. The award recognizes the long volunteer service of Pat Dee, who served on the Coralville Public Library Board of Trustees from the inception of the library in 1965 through the end of her sixth term in December, 1996.

The following guidelines apply to the award:

Sponsor of Award: The Board of trustees of the Coralville Public Library will name the recipient of the award. The President of the Board of Trustees may appoint a committee to review nominations and to select a candidate for a vote by the full Board of Trustees.

Frequency of Award: The award may be issued annually, and is announced at the April meeting of the Board of Trustees.

Nominations: Coralville Public Library staff, Friends, or trustees may nominate recipients for the award.

1. Nominations must be submitted to the President of the Board of Trustees by March 1st.
2. Nominations should be in the form of a letter describing the nominee’s service, and must be signed by the nominator.
3. The nominee may be a regular library volunteer, trustee, or other individual or group that makes a worthy contribution of time and effort on behalf of the library.
4. Individuals and groups may be nominated, and may receive the award, more than once.

Recognition: The name of the recipient of the award will be placed on T. Patricia Dee Volunteer Service Award plaque.

Adopted: January 1996
Reviewed: January 2000
Updated: February 2009
Reviewed: April 2013

Policy 1.08 Exclusionary Zone Policy

In accordance with Chapter 692A of Subtitle 1 of Title 16 of the Code of Iowa, the Board of Trustees prohibits the presence of sex offenders (defined as persons who are required to be registered in the Iowa Sex Offender Registry) convicted of sex offenses against minors upon library property without written permission of the Library Director. These individuals are also prohibited from loitering within 300 feet of library property.

Requests for permission to be on library property will be considered by the Board of Trustees. The Library Director may give written permission only after obtaining approval for such permission as the result of a vote of the Board of Trustees.

Individuals who are barred from library property under this law remain entitled to library service. It is the responsibility of the individual requesting service to arrange for a courier to select, check out, and return materials to the library. Persons barred from library property under the law are not eligible to be served by the library’s homebound delivery service.

Violations of this policy will be immediately reported to law enforcement.

Adopted: July 2009

Policy 2.01 Library Hours

Hours

The library is open daily, for a total 61.5 open hours per week.

Open hours are:

Monday – Thursday 10:00 a.m.-8:30 p.m.

Friday 10:00 a.m.-6:00 p.m.

Saturday 9:00 a.m.-4:30 p.m.

Sunday 12:00 noon – 4:00 p.m.

Services

During open hours, all library services are offered to patrons.

Holidays

The library is closed to reflect the following holidays observed by the City of Coralville: New Year’s Day, President’s Day, Memorial Day, July 4th, Labor Day, Veteran’s Day, Thanksgiving Day and the day after Thanksgiving, the afternoon preceding Christmas, Christmas Day, the afternoon preceding New Year’s Day. Exact dates and hours of closings will be publicized in advance of holiday closings.

Emergency Closings

The library may be closed in emergency situations when it is unsafe for patrons and staff to travel to or occupy the library. The Library Director, with assistance from City of Coralville staff and/or Library Trustees, will decide when to close the library in emergency situations. When possible, the library staff will publicize the unscheduled closing.

Adopted: April 1987
Reviewed: July 1989
Reviewed: November 1993
Revised: May 1996
Reviewed: January 2000
Reviewed: January 2006
Revised: May 2009

Policy 2.02 Borrowing Privileges

Free library cards may be obtained by residents of Coralville, rural Johnson County, and contracting cities. The Coralville Public Library participates in Open Access, a state-funded program for reciprocal borrowing. Borrowers from other libraries that are Open Access participants may also obtain a free library card.

A photo identification and identification showing current address is necessary to procure a card. A parent’s identification is sufficient for a child under 14. Address must show house number and street name; post office box numbers are not acceptable.

Individuals who own property in Coralville and reside elsewhere are eligible for library cards upon presentation of a tax receipt showing proof of property ownership.

Borrowers are expected to comply with Coralville Public Library policies, to pay promptly all fines charged against them for overdue materials and for lost or damaged items, and to give notice of change of address. Open Access participants must comply with Open Access Guidelines.

There is no minimum age required to obtain a Coralville Public Library card, but a parent or guardian signature is required for children under age 14. The parent or guardian of children who have library cards is responsible for the selection and return of materials borrowed by the children, as well as for any subsequent charges of overdue, lost or damaged materials.

The Coralville Public Library purchases audiovisual materials for private, home use. Most audiovisual materials purchased by the library do not have performance rights.

The Library is not responsible in the event of damage to patron’s audiovisual equipment while using the library’s videocassettes, compact discs or other audiovisual materials.

Some services may be only available to residents of the City of Coralville, Rural Johnson County, and cities who contract for library services with CPL.

Adopted: April, 1989
Revised: April, 1992
Revised: September, 1995
Revised: January, 2000
Revised: June 12, 2002
Revised: January 2006
Reviewed: May 2009
Revised: August 2012

Policy 2.03 Fines

Fines

Fines are 10 cents per day on all children's items and 20 cents per day on all adult items. Maximum fine on any item is 30 days of accrued fines.

There is no grace period for overdue items. Special consideration may be granted for past due items caused by inclement weather.

When a cardholder's unpaid fines or other charges exceed $5.00, his or her borrowing privileges are withdrawn until charges are paid in full.

Revised: May 1989
Revised: March 1991
Revised: August 1991
Revised: September 1992
Revised: July 1993
Revised: June 1994
Revised: September 1995
Revised: September 1997
Revised: April 1999
Revised: June 2001
Revised: June 2002
Revised: January 2004
Revised: May 2009
Revised: Oct. 2012

Policy 2.04 Lost and Damaged Materials Policy

Lost Materials:

The Library charges the acquisition cost for items that have been lost by patrons. If no acquisition cost can be determined, the default replacement cost as listed below will apply:

Reference Materials	:	$50.00
Adult Books	:	20.00
Juvenile Books	:	15.00
Videos	:	20.00
Compact Discs	:	17.00
Equipment	:	100.00
Other Audiovisual	:	15.00
Cataloged Paperbacks	:	4.00
College Catalogs	:	3.50
Multimedia	:	30.00

The minimum charge for any lost periodical is $3.50.

Damaged Materials:

If damaged materials can be repaired in the Library, there is no charge. For damaged items that can be rebound, the current price for rebinding will be charged to the patron. When parts of a set can be individually replaced, the replacement cost for one part will be charged to the patron. For items beyond repair, the full acquisition price is charged.

Adopted: April 1989
Revised: August 1991
Revised: November 1994
Revised: January 2000
Reviewed: June 12, 2002
Reviewed: May 2009

Policy 2.05 Interlibrary Loan (ILL) Policy

Due to limited budget and shelving space, the Coralville Public Library does not own all materials that are requested by our patrons. Interlibrary loan (ILL) is used to obtain from other libraries those materials that are beyond the scope of our collection.

1. A patron must be a resident of Coralville, rural Johnson County, or a contracting city to be eligible for ILL service. Patrons from towns with libraries (Open Access patrons) must use their home library for interlibrary loans.
2. The Coralville Public Library does not charge patrons to use the ILL service. If the loaning library charges the Coralville Public Library to send out the material, that charge will be passed on to the patron. The patron will be notified of the charge before the material is borrowed.
3. Interlibrary loan materials are circulated for two weeks, and may not be renewed. On rare occasions, the Coralville Public Library may receive permission from the loaning library to extend a due date. This will be determined on a case-by-case basis by the ILL Clerk.
4. A patron may have only three active ILL requests at one time.
5. Books published within the last six months are not eligible for interlibrary loan. Those books will be considered for purchase by the library's selectors.
6. A patron must wait one month to re-request a specific title through interlibrary loan.
7. Interlibrary loan privileges may be suspended if:
   • a patron habitually requests titles and does not pick them up;
   • materials are misused; or
   • materials are returned late.

Adopted: August 5, 1998
Revised: January 2006
Reviewed: May 2009

Policy 2.06 Bulletin Board and Pamphlet Rack Policy

The purposes of the library’s bulletin boards and pamphlet racks are:

1. To call attention to local activities, events and official notices; and
2. To dispense free information about local activities and nonprofit organizations.

The library may accept material from any nonprofit organization, including churches, schools (preschool through university), and city and county governments.

The library will not accept lost-and-found notices, notices for free items (kittens, puppies, etc.), or personal advertising (products, apartments for rent, etc.). The library will not accept containers for collections.

Information to be posted or stocked in pamphlet racks must be suitable for general public viewing by all age groups. The library reserves the right to refuse notices or pamphlets if the content is lacking in current interest or informative value, or otherwise fails to meet the guidelines in this policy.

Posting or stocking items does not imply library endorsement of content, nor will the library accept responsibility for the accuracy of statements made in such materials.

Items for the bulletin boards or pamphlet racks should be submitted to library staff. Items will be added and withdrawn as space allows, with consideration given to the timing of events and the length of time that items have been displayed.

Adopted: September 1985
Reviewed: July 1989
Revised: December 1992
Revised: May 1996
Reviewed: January 2000
Revised: May 2004
Reviewed: May 2009
Reviewed: April 2012

Policy 2.07 Community Display Policy

The Library, as an educational and cultural institution, will display and exhibit information of interest and enlightenment to the library community to further the following purposes:

1. To increase awareness of the Library's resources, including but not limited to library collections, services, and events.
2. To fulfill the library’s mission to provide educational and cultural enrichment and to promote intellectual freedom and life-long learning.
3. To highlight the non-profit organizations, agencies, and individuals engaged in intellectual, charitable, civic, cultural, educational, or recreational activities in Johnson County. The space may not be used for exhibits that are commercial in nature, promote a specific religious concept, espouse partisan politics or demean groups or individuals.

In accordance with this purpose:

1. The Library does not accept responsibility for ensuring that all points of view are represented in displays, or for the accuracy of information in displays.
2. The Library reserves the right to refuse displays that do not further the purpose of the Community Display Policy.
3. The Library may designate spaces for particular types of display to make the best use of display units and/or to make displays accessible to the intended audience.
4. Name and contact information for the group or individual preparing the display must be a part of the display.
5. Groups or individuals should reserve display space by contacting the library at least a week in advance. Community displays may not be scheduled more than six months in advance. Only one reservation per individual or group may be allowed each year.
6. Groups or individuals exhibiting a display will be responsible for all setup and teardown of the display. Display materials must be removed by the designated date. The library reserves the right to fine groups or individuals who do not do so.
7. Items on display are not covered by the Library's insurance policy. No items shall be placed on display until a waiver of responsibility form has been signed by the owner(s) of all items to be displayed.
8. Prices may not be listed for any items that are on display.
9. Prior to installation of a display, the responsible individual will receive the Guidelines for Community Displays and sign the Waiver of Responsibility: Displays.

Adopted: December 1980
Reviewed: June 1987
Reviewed: July 1989
Revised: December 1992
Revised: December 1993
Revised: May 1996
Reviewed: January 2000
(Library Bill of Rights Appended)
Reviewed: May 2004
Revised: January 2009
Reviewed: April 2012

Policy 2.08 Test Proctoring Policy

Test Proctoring Policy
Purpose:
To meet the needs of students and institutions of higher learning, the Coralville Public Library agrees to cooperate with students or employees and institutions to support their lifelong learning goals by offering proctoring services. This service is based on the availability of personnel, facilities and technology to do so. As such, the following responsibilities are set out:

Responsibilities to Student:

1. The student will make arrangements with Reference staff to provide proctoring services, and must schedule individual exams at least 24 hours in advance of taking the exam, and must be completed at least 30 minutes prior to closing.
2. Exams will be proctored only during regular hours of library operation.
3. The Student will be required to make arrangements at least one week before taking the exam for the exam and instructions to be sent to the library. The student is also required to make sure that any needed materials have arrived from the institution on time.
4. The student is responsible for ensuring that the computer resources at the library are adequate and available for test taking.
5. The student will provide a valid driver’s license or photo ID (if required) for verification of identity or the test will not be proctored.
6. The student will arrive prepared with the necessary or required supplies to take the exam. Arrangements can be made to use library computers.
7. The student is responsible for all costs incurred related to the examination. This may include return postage and envelope for any exam which does not include a self-addressed stamped envelope, copies, or the cost of faxing a test to the institution according to the library’s current fax rate.

Library and staff:

1. A library staff person will proctor the exam. Specific staff will not be assigned to proctor specific exams. A signature agreeing to serve as a proctor does not mean that that specific library staff member will serve as the actual proctor. In general, the Reference staff working the desk when the test is scheduled will serve.
2. The proctor provides a place for the student to take the test (generally study rooms are reserved for this), and will be performing other tasks and assisting other patrons during the time the student is taking the test. Proctoring at the library will include checking the student’s identification, issuing the exam, being aware of the student taking the exam, periodically observing the student as time allows, signing the proctor form and returning the completed exam if necessary. If an institution requires more of a proctor than this, the library will be unable to provide proctoring.
3. The staff person who begins proctoring the exam may not be at the Reference Desk when the exam is finished. The student may be returning the exam to a different staff member than the one who issued the exam to the student.
4. The library staff member proctoring will not sign the name of another staff member on a proctoring form or exam. The library will not proctor an exam for which the signature of only one designated person is required.
5. Library staff will not sign any statement required by the educational institution inconsistent with our policy or with how the test is administered.
6. Library staff may refuse to proctor an exam too burdensome or exacting in its demands.
7. The library is not responsible for exams that are lost by the postal system or electronically. The library is not in any way responsible for a student’s performance on a test, even if conditions are not optimal for test-taking.
8. The library will not keep copies of completed exams.

Adopted: April 2012

Policy 3.01 Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted: June 18, 1948
Amended: February 2, 1961
June 27, 1967
January 23, 1980
(by the ALA Council)

Policy 3.02 Patron Conduct Policy

Patron conduct in the Coralville Public Library is prohibited if it:

1. interferes with the rights of individuals to use library materials and services; or,
2. interferes with the ability of the library staff to conduct library business; or,
3. threatens the peaceful and secure environment of the Library.

Prohibited conduct may include, but is not limited to, the following:

1. Willfully annoying, harassing or threatening another person.
2. Campaigning, petitioning, interviewing, survey taking, soliciting, or selling, unless authorized by the Director or his/her designee.
3. Picture taking or video taping of people, except at events, unless authorized by the people involved or their parents, if minors are present.
4. Behaving in a disorderly, loud or boisterous manner.
5. Listening to radios or other equipment playing recorded material without use of earphones. This may include disruptive use of cellular phones or audio devices, or conversations which are disruptive to others.
6. Impeding access to the building or an area of the building.
7. Bringing animals into the Library, except as required by physically disabled persons, or for Library-sponsored programming.
8. Leaving animals, bicycles or personal items in the Library on Library property in a way that disrupts normal Library business.
9. Intentionally leaving personal items in the building overnight. The Library assumes no responsibility for any belongings left unattended.
10. Smoking is prohibited in the library, on the library grounds, and in the parking facility. No alcoholic beverages are allowed on the premises without prior Library Board approval.
11. Entering non-public areas, unless accompanied by a staff member or through prior authorization from a staff member.
12. Using the parking lots as a play or social area, improper parking, or other activities not in accordance with the city ordinance.

Enforcement of these rules for persons aged seven and over may take the form of any of the following actions, depending upon the severity of the misconduct which will be determined by the staff on duty at the time. Patrons under age seven are covered under the Unattended Child Policy.

1. In cases of minor disruption, the patron receives one warning. At the second offense or continuation of the first offense, the patron must leave the Library for the rest of the day.
2. In the case of any misconduct that, in the judgment of a staff member, is extreme, the offender may be ordered to leave the building immediately, or the police may be called as appropriate. Whenever possible, but not required, two staff members, including the highest-ranking staff member present, should agree that the conduct merits the drastic action of expulsion or police notification without warning.
3. Patrons causing disruption on repeated visits will be warned by the Director or designee that they will not be allowed to enter the building if the behavior continues. If a correction is not made, they will be barred from the Library for one month. If, when their library privileges are reinstated, the disturbance continues, they will be barred from the Library for one year.
4. Exceptions to the above may be authorized by the Library Director and/or his or her designee.
5. All incidents in which patron conduct receives a warning or expulsion by a staff member or police will be recorded by Library Staff.

For related policies regarding patron conduct, see also the Unattended Child and/or Disruptive Child Policy.

Adopted: April 1993
Reviewed: April 1996
Reviewed: January 2000
Revised: August 2004
Revised: February 2009
Reviewed: May 2009

Policy 3.03 Unattended Child and/or Disruptive Child Policy

In order to ensure the safety of children and a comfortable atmosphere for all our patrons: 1) Parents may not leave children under 7 unattended in the Library. 2) Disruptive children age 7 and older will be directed to leave after one warning.

Children Left Unattended
If a child is lost or left unattended, a staff member will try to identify and locate the parent or responsible adult.

1. A staff member will walk around the Library with the child looking for the parent.
2. When the parent is found the staff member will explain the policy.
3. If the parent is not found, a staff member will stay with the child until the parent can be located through patron cards, the phone book, etc.
4. If the parents have not been located within one half hour, or if the Library is closing, a staff member will turn the child over to the police.

Disruptive Behavior
Children Under Age 7

1. A staff member will ask the young person to stop the disruptive behavior.
2. If the disruptive behavior continues a staff member will inform the parent or responsible adult.
3. In the event that the parents are unable or refuse to control the child, the parent or responsible adult will be directed to remove the child from the premises.
4. If the parent/responsible adult refuses to remove the child from the premises, then the parent/responsible adult will be asked to leave the library.
5. If the parent/responsible adult refuses to leave the library, the police will be called.

Children Age 7 and Over

1. A staff member will ask the young person to stop the disruptive behavior, and warn him/her that the next time he/she may be directed to leave.
2. If the young person does not comply with instructions from the staff, the staff may call the parent or the police for assistance.

Adopted: March 1992
Revised: April 1993
Reviewed: April 1996
Reviewed: January 2000
Revised: August 2004
Revised: February 2009
Reviewed: May 2009

Policy 3.04 Confidentiality of Library Records

The Coralville Public Library Board of Trustees recognizes that the circulation records, and any other records identifying the names of library users with specific materials, are confidential in nature. The Library Board advises all library employees that such records shall not be made available to anyone including and state, federal, or local government except pursuant to federal, state or local law relating to civil, criminal, or administrative investigatory power.

The Library Board will resist the issuance or enforcement of any such process, order or subpoena until such time as a proper showing of good cause has been made in a court of competent jurisdiction. Circulation records can be opened only by their lawful custodian.

Names of library card holders, as long as the list does not link the card holder to material or information requested, are considered Open Records and are available for inspection by the general public.

Policy 4.01 Freedom to Read

The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove books from sale, to censor textbooks, to label “controversial” books, to distribute lists of “objectionable” books or authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to avoid the subversion of politics and the corruption of morals. We, as citizens devoted to the use of books and as librarians and publishers responsible for dissemination them, wish to assert the public interest in the preservation of the freedom to read.

We are deeply concerned about these attempts at suppression. Most such attempts rest on denial of the fundamental premise of democracy: that the ordinary citizen, by exercising his critical judgement, will accept the good and reject the bad. The censors, public and private, assume that they should determine what is good and what is bad for their fellow citizens.

We trust Americans to recognize propaganda, and to reject it. We do not believe they need the help of censors to assist them in this task. We do not believe they are prepared to sacrifice their heritage of a free press in order to be “protected” against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression.

We are aware, of course, that books are not alone in being subjected to efforts at suppression. We are aware that these efforts are related to a larger pattern of pressures being brought against education, the press, films, radio and television. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy.

Such pressure toward conformity is perhaps natural to a time of uneasy change and pervading fear. Especially when so many of our apprehensions are directed against an ideology, the expression of a dissident idea becomes a thing feared in itself, and we tend to move against a hostile deed, with suppression.

And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with stress.

Now as always in our history, books are among our greatest instruments of freedom. They are almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. They are the natural medium for the new idea and the untried voice from which come the original contributions to social growth. They are essential to the extended discussion which serious thought requires, and to the accumulation of knowledge and ideas into organized collections.
We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures towards conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings.

The freedom to read is guaranteed by the Constitution. Those with faith in free men will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.

We therefore affirm these propositions:

1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those which are unorthodox or unpopular with the majority.

   Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until his idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept which challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it.

2. Publishers, librarians and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral or aesthetic views as a standard for determining what books should be published or circulated.

   Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one man can read should be confined to what another thinks proper.

3. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author.
   A book should be judged as a book. No art or literature can flourish if it is to be measured by the private lives of its creators. No society of free men can flourish which draws up lists of writers to whom it will not listen, whatever they may have to say.
4. There is no place in our society of efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.

   To some, much of modern literature is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters taste differs, and taste cannot be legislated; nor can machinery be devised which will suit the demands of one group without limiting the freedom of others.

   It is not in the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or author as subversive or dangerous.

   The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for the citizen. It presupposed that each individual must be directed in making up his mind about the ideas he examines. But Americans do not need others to do their thinking for them.

5. It is the responsibility of publishers and librarians, as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large.

   It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society each individual is free to determine for himself what he wishes to read, and each group is free to determine what it will recommend to its freely association members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive.

6. It is the responsibility of the publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, bookmen can demonstrate that the answer to a bad book is a good one, the answer to a bad idea is a good one.

The freedom to read is of little consequence when expended on the trivial; it is frustrated when the reader cannot obtain matter fit for his purpose. What is needed is not only the absence of restraint,
but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of their freedom and integrity, and the enlargement of their service to society, requires of all bookmen the utmost of their faculties, and deserves of all citizens the fullest of their support.

We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of books. We do so because we believe that they are good, possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to may persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read in deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.

A Joint Statement by:
American Library Association
Association of American Publishers
Adopted by ALA Council, June 1953. Revised by ALA Council, 1/25/72

Policy 4.02 Collection Development and Materials Selection Policy

Goal
A primary goal of the Coralville Public Library is to provide collections that are responsive to the varied needs of the community. Generally, collections are broad, current, and popular, and are not archival or comprehensive. The Library strives to offer the widest possible range of subjects and views in a variety of formats, treatments, and levels of difficulty, within the limits of cost and space and considering current holdings and demand. Including materials in the collection does not constitute endorsement of their contents.

Responsibility for Selection
The Board of Trustees has ultimate responsibility for selection of materials for the library. The Board delegates responsibility for selection to the Library Director, and other selectors as designated by the Director, who operate within the framework of policies and job descriptions determined by the Library Board of Trustees. Recommendations from the community are welcomed and given serious consideration.

The basic principles set forth in the American Library Association's publications, the Freedom to Read Statement, the Freedom to View Statement, and the Library Bill of Rights, shall be maintained. Textbooks are usually not acquired, except in subject areas where material in another form is not readily available. Multiple copies of certain items may be purchased based on demand.

Principles for Selection
Collection development librarians rely on one or more of the following criteria to evaluate materials for selection, regardless of intended audience or format:

1. The Library's Mission Statement and chosen roles of service.
2. Contemporary significance or long-term value.
3. Accuracy of information presented.
4. Significance of author, illustrator, publisher or issuing body.
5. Relationship of work to existing collection.
6. Cost to acquire and/or maintain the material.
7. Technical characteristics of the format such as binding and paper quality, accessibility and usability, and suitability of the format for library use.
8. Scarcity of information in the subject area.
9. Availability of material elsewhere in the community--selectors may choose not to acquire materials that are available in other local collections in libraries or other agencies to which our patrons have access.
10. Popular demand--this is considered an important factor in materials selection, particularly concerning books on bestseller lists for which there is persistent local demand.
11. Reviews found in professional, literary, specialized and general periodicals are used as a basis for evaluation since it is not possible for the library staff to review personally the large number of materials published.

Formats
The Library collects books in print (including paperbacks and large print, where appropriate), book, audio books, music, and movies in current and emerging formats, and a variety of newspapers, magazines, and other printed material. In addition to maintaining its physical collection, the Library also collects digital media of all kinds as demand and availability allow.
Adult materials are aimed primarily at those aged sixteen and up; young adult material at readers in grades 7 and up, and children’s materials at children twelve and under. The individual reader, however, should always be the judge of the appropriateness and appeal of any item in the library’s collections.

Fiction
Fiction materials for all ages are selected on the basis of scope, currency, overall quality, and local interest. The collection emphasizes contemporary fiction while retaining older materials of lasting popularity and value.

Nonfiction
Nonfiction materials for all ages are selected on the basis of scope, currency, overall quality, and local interest.

Some Specific Areas of the Collection
To save the time of the reader, some portions of the physical collection are shelved in separate areas of the library. Books shelved in the main collection are also sometimes given genre designations via stickers or other markers. The Library regularly reevaluates the labeling and location of materials in the collection.

Graphic Novels: Graphic works of both fiction and nonfiction are selected for all ages and shelved separately within the adult, young adult, and children’s collections.

Iowa Collection: A non-circulating collection of books related to Iowa is held in the library. When possible, duplicate copies are available for circulation in the main collection.

Magazines, Newspapers, and Periodicals: The Library maintains a selection of popular print magazines, local and national newspapers, and newsletters. The Library also has a collection of professional journals for staff use.

Microforms: Back issues of local newspapers are often acquired on microform.
Pamphlets: When there is a need for materials not readily available yet or in short supply in other forms, pamphlets or materials of a more ephemeral nature may be added to the collection.

Online Resources: The Library maintains links to online resources determined to be useful for reference work. Resources will be selected based on reliability, ease of use, stability, currency, authority, and content.

Use of Library Materials
The Library welcomes comments and criticisms of its collections. However, no citizen in a democracy has a right to prevent another from reading a specific book by demanding its removal from the library's shelves, and there should be no book that is absolutely inappropriate for a public library. This Board declares, as a matter of firm principle, that no challenged library material shall be removed from this library under any putative legal or extra-legal pressure, save after an independent determination by a judicial officer in a court of competent jurisdiction and only after an adversary hearing, in accordance with well-established principles of law.
Responsibility for the reading of children rests with the parents or legal guardian. Selection of materials is not restricted by the possibility that children may obtain materials their parents consider inappropriate.

Gifts
Gifts are accepted by the Coralville Public Library with the understanding if they are not suitable for inclusion in the Library's collection, they will be disposed of in any way the Library sees fit. (See also the Library's policy "Gifts".)

Maintaining the Collection
In order to maintain the collection in its most useful and attractive condition, the selectors will use their own judgment in removing materials which are no longer useful, or are in a condition not suitable for circulation. Materials which are deteriorating may be repaired or rebound. Material no longer useful to the Library may be given to other libraries, sold for the benefit of the Library, or recycled. (See also the Library's policy "Withdrawal of Library Materials".)

Adopted: August 3, 1977 // Reviewed in 1982 // Revised: August 1986 // Revised: July 1989 //
Revised: May 1992 // Revised: August 1996 // Revised: January 2000 // Revised: July 2000 //
Revised: January 2006 // Revised: May 2009 // Revised: July 2012

Policy 4.03 Complaints about Library Resources

Concerns or complaints about library resources should be directed to the Library Director. If the concern is not resolved through discussion with the Director, the complainant will be offered a Statement of Concern About Library Resources form. Upon receipt of the completed Statement of Concern, the following procedures will be followed.

1. The Library Director and the librarian responsible for selecting the material, or other library resource such as programs, displays, etc., will reconsider the material identified in the Statement of Concern. This review will include an evaluation of the reasons for selecting the material, published professional reviews when available, the information provided by the complainant, and review of the Collection Development and Materials Selection Policy.
2. The Library Director will decide whether to retain or withdraw the questioned resource, and communicate in writing that decision to the complainant. The Library Director's response will include the procedure for appealing his or her decision.
3. If the complainant believes the Director's response is inadequate, a written appeal may be made to the Board of Trustees. The appeal will be considered at an open meeting of the Board of Trustees, with comment welcomed from the complainant and other interested citizens. No decision on the appeal will be made at that board meeting.
4. The Board's decision to retain or withdraw the questioned resource will be made at the next regularly scheduled meeting of the Board of Trustees. Their decision will be communicated in writing to the complainant.

The Coralville Public Library adheres to the principles contained in the Library Bill of Rights and the Freedom to Read statement, and has appended these documents to relevant library policies. In considering a complaint, the Library will seek support from other groups who support intellectual freedom, such as the local media, the Iowa Library Association's Intellectual Freedom Committee, and the American Library Association's Office of Intellectual Freedom.

Adopted: August 1986
Reviewed: July 1989
Reviewed: May 1992
Revised: August 1996
Reviewed: January 2000
Reviewed: May 2009
Reviewed: August 2012

Policy 4.04 Withdrawal of Library Materials

The weeding of the library’s collection is materials selection in reverse. Weeding is a thorough and conscientious effort to achieve a well-balance collection suitable to the clientele served and should be a continuous, consistent process. Items to consider in weeding are:

1. Material in poor condition.
2. Material with loc circulation not listed in the Public Library Catalog.
3. Inaccurate or outdated material, and material on subject matter no longer of current interest.
4. Multiple copies of titles no longer in demand.

Items withdrawn may be offered to another library, but most often are sold at the Friends of the Coralville Public Library book sales. Material in poor condition may be recycled.

Adopted: August 1984
Reviewed: November 1986
Reviewed: November 1987
Reviewed: July 1987
Reviewed: May 1992
Revised: July 1996
Reviewed: January 2000
Reviewed: January 2006
Reviewed: May 2009

Policy 4.05 Gifts

General Policy

The library retains the right to make the most advantageous use of materials it accepts. Gifts of books and other materials are accepted but without any commitments as to final disposition and with the understanding that they are not necessarily to be added to the collection. The same criteria used for selection of other materials will be used in evaluating gift materials.

As a general rule, the library does not accept materials which are not outright gifts. Certain objects which might be more appropriate for a museum are not accepted.

The library staff may not assign a dollar value to materials given as gifts.

Memorial Books

The library welcomes gifts of books and other library items as memorials.

1. Donors wishing to present a memorial gift should contact the Director’s office.
2. Materials accepted must conform to the criteria established for selection of books and other materials.
3. The donor may make a specific request for the use of the contribution, or may leave the selection to the discretion of the director. If the person honored has had a specific field of interest, books reflecting that interest often are purchased.
4. Checks for memorials are made payable to the Coralville Public Library. A thank-you note is sent to the donor, and the family is notified.
5. Materials carry a gift plate showing the name of the donor and the person honored.

Adopted: November 1982
Reviewed: November 1987
Reviewed: July 1989
Revised: May 1992
Reviewed: July 1996
Reviewed: January 2000
Revised: August 2004
Reviewed: May 2009

Policy 5.01 Internet Use Policy

Nature of the Internet The Internet is a global electronic network of information. The Internet and its resources may contain information that is inaccurate, controversial, or offensive. The Coralville Public Library has no control over, and assumes no responsibility for, the content of the Internet. The Library provides Internet access as another resource for information and entertainment.

Access to the Internet The Coralville Public Library does not prevent access to any resources freely available on the Internet. Parents or guardians, not the Library or its staff, are responsible for the information selected and/or accessed by their children. The Library will not be responsible for enforcing any restrictions which a parent or guardian may place on a minor’s use of this resource.

All patrons using the library’s Internet-enabled computers must agree to the Internet User Agreement before use.

The library also provides internet access through an unsecured wireless network. Any information accessed or transmitted has the possibility of being intercepted by others without users’ knowledge. There is also a possibility data stored locally on a user’s device could be accessed by others if not properly secured. The library does not assume any responsibility for the safety of personal devices or the data on it. Virus and security protection is the sole responsibility of the wireless user.

Rules for Internet Access

1. Users may not change the configuration of any of the software on the Internet computer.
2. There is a limit of two patrons at a computer at any one time; both must have an Internet User Agreement on file.
3. Users must comply with all local, state and federal laws while using the Internet. Users found to have violated any laws, including but not limited to those concerning privacy, obscenity, fraud or copyright, while using Library facilities or equipment will have their Internet privileges revoked.
4. The library does not filter Internet content. Staff may, however, ask users to refrain from printing or displaying certain content on screens open to public sight in order to ensure the secure and comfortable environment of the Library.
5. Users must not incur any costs to the Coralville Public Library through access to fee-for-service information providers, online shopping, or any other Internet use.
6. Users agree to abide by staff-developed procedures for advance reservations and sign-up for computer use.
7. Users may print to the networked public printer, at the cost that is posted near the printer.
8. Computer use records are confidential and the library does not retain them. Users should log out at the end of their session to ensure privacy.

Loss of Internet Privileges Use of the Library’s Internet connection or computers in an illegal, disruptive, or destructive manner, or failure to abide by these policies or the Internet Use Agreement, may result in the loss of Internet or library privileges.

Related Library Policies See also the Computer Use Policy, Collection Development and Materials Selection Policy, and the Patron Conduct Policy.

Adopted: November 1997
Revised: October 1999
Revised: January 2000
Revised: June 2002
Revised: January 2006
Revised: March 2007
Revised: June 2009
Revised: April 2013

Policy 5.02 Computer Use Policy

The Coralville Public Library has computers available for Internet access, word processing and other software programs.

1. Limited training in the use of equipment is available if needed.
2. There will be a limit of two persons at the computer at a time unless special permission is granted. The library staff reserves the right to terminate a person’s use of the computer if problems such as disruptive behavior, abuse of equipment, or hardware and software malfunction occur. The Library is not responsible for damage to storage devices used in Library computers. Any damage to library equipment will be assessed on an individual basis by the Library Director or Board of trustees.
3. Laptops may be checked out at the Reference Desk and may be used within the library.
4. Users agree to abide by staff-developed procedures for advance reservations and time limits for computer usage.
5. Computer users may not load software or save documents onto the computer hard drives. USB flash drives may be purchased from the library at cost, or the patron may supply his/her own storage device.
6. Users may print to the networked public printer, at the cost posted by the printer.

Adopted: March 1989
Revised: April 1992
Reviewed: July 1996
Reviewed: January 2000
Revised: June 12, 2002
Revised: January 2006
Revised: May 2009
Reviewed: September 2012

Policy 5.03 Audiovisual Equipment Use

The Coralville Public Library provides certain audiovisual equipment for patrons’ use within the Library.

1. The audiovisual equipment may be used on a first-come, first-served basis. Reservations for use will not be allowed. Limited training in the use of equipment is available if needed.
2. Staff reserves the right to limit length of use to provide access to equipment for other patrons.
3. Due to the small amount of space, there is a limit of two persons at each piece of audiovisual equipment.
4. Patrons may use the audiovisual equipment to play library materials or their own materials. The Library is not responsible for damage to patrons’ materials used in Library equipment.
5. The Library staff reserves the right to terminate a person’s use of the audiovisual equipment if problems of excessive noise, physical abuse, or equipment malfunction occur.

The Coralville Public Library provides certain audiovisual equipment for use during meetings held in the meeting rooms.

1. Reservations for the audiovisual equipment in the meeting rooms will be taken when the Meeting Room Request form is filled out. Meeting room use equipment may only be used in conjunction with the meeting rooms.
2. Limited training in the use of the equipment is available if needed. Arrangements for training or help setting up equipment must be made in advance.
3. Groups may use the audiovisual equipment to play library materials or their own materials. The Library is not responsible for damage to materials used in Library equipment. Most audiovisual materials purchased by the library do not have performance rights.
4. The Library staff reserves the right to terminate a group’s use of the audiovisual equipment if problems of physical abuse or equipment malfunction occur.

Any damage to or loss of equipment will be assessed on an individual basis by the Library Director or Board of trustees.

Adopted: April 7, 1993
Revised: April 3, 1996
Revised: June 2, 1999
Revised: June 12, 2002
Reviewed: May 2009
Reviewed: September 2012

Policy 5.04 Fax Service for the Public

The Coralville Public Library will send and receive fax transmissions for the general public as promptly as library business allows. Patrons will be charged for each page being sent or received, and all costs must be paid when fax transmissions are ordered or picked up. No provisions are made for billing.

For details on procedures and costs, please see appendix 5.04.01.

Adopted: September 1992
Reviewed: July 1996
Reviewed: January 2000
Reviewed: May 2009
Updated: November 2012

Policy 6.01 Meeting Room Use Policy for Non-Library Activities

Meeting Room Use Policy for Non-Library Activities

The Coralville Public Library provides meeting space for library sponsored or co-sponsored programs which meet the library’s goals. When not in use for library-sponsored activities, the rooms are available to other groups under these guidelines:

1. Meeting room facilities are available to local nonprofit organizations and committees whose headquarters are in, or who provide services to residents of Johnson County.
2. Rooms are not available for the benefit of private individuals or profit-making organizations, nor may they be used as study rooms.
3. Meeting rooms are designed for changing events, open to diverse groups, and may not be reserved exclusively for exhibition or display purposes for more than one day.
4. Reservations are granted only for a single meeting or a brief series of meetings extending for no longer than two weeks. Rooms are not intended for use as a regular meeting place.
5. Youth groups (participants under age 18) must have an adult supervisor present at all times.
6. Groups may not make a financial profit from any fees charged for events held in CPL meeting rooms.
7. There is no fee for the use of the meeting rooms, but groups will be charged for labor and materials to cover the cost of damages or if extraordinary clean-up is necessary after use. Fees may also be assessed to groups who schedule a meeting and do not show up without notifying CPL staff that their meeting has been cancelled. (Minimum fee is $10.00.) In addition, groups may be charged for any CPL staff time involved in setting up equipment for a meeting that is cancelled without notifying CPL.
8. Refreshments may be served in meeting rooms. Users must provide their own utensils, coffee pots and supplies. Smoking is prohibited in the library, on the library grounds and in the parking facility. No alcoholic beverages are allowed on the premises without prior approval from the Library Board. In accordance with the City’s Fire Code, there can be no open flames in city buildings without a permit being issued by the fire department.
9. In consideration of other library users, meeting attendees are required to park in areas other than the two rows closest to the library of the parking facility.
10. Meeting rooms are available during regular library hours. Some rooms may be available earlier than library opening hours, and meetings may not go beyond library closing time. Reservations for meetings requiring early access to the building require one week of notice. Groups who want to use CPL equipment for their meetings should request equipment at least a week in advance, and should be aware that on shorter notice, equipment or staff may not be available.
11. The Library Board of Trustees neither approves nor disapproves content, topics, subject matter, or points of view of individuals or groups using the meeting rooms.
12. The Library Board of Trustees, employees of the library or the City of Coralville are not responsible for accidents, injury or loss of individuals’ property while using the meeting rooms.
13. Specific rules governing the use of the meeting rooms will be established and supervised by the Library Director and/or designated persons.
14. The Coralville Public Library Board of Trustees maintains an agreement with the Coralville Center for Performing Arts which governs the use of CPL meeting rooms as space for events booked through the CCPA.

Adopted: May 1990
Revised: November 1991
Revised: May 1996
Reviewed: January 2000
Revised: August 2000
Revised: November 2008
Revised: March 2011
Revised: April 2012

Policy 6.02 Emergency Procedures Policy

Call 911 for Fire, Police or Ambulance

It is library employees who will set the tone of the response to any emergency situation. A calm, organized and directive manner will be most effective in obtaining an orderly and quick response from our patrons.

The highest ranking staff member present should assume responsibility for directing patrons and staff in an emergency.

Within a reasonable time, the Director and/or Assistant Director should be contacted with information about any emergency.

Fire
The staff has two main responsibilities in the event of a fire:

1. Evacuate the building as quickly as possible.
2. Call 911 to request help.

How you carry out these two responsibilities will rely on your judgement of how much time you have to do them safely. Some guidelines follow:

1. Evacuate the Building:
   a.
   • Pull the fire alarm. Fire alarms are located:

   1.

   1. Near the inside, front entrance.

   2.

   2. Near the door of the Children’s Room.

   3.

   3. Auditorium, near back exit.

   • Smoke detectors may provide an audible warning that there is a fire before the fire is actually seen.
   • Shout warnings of fire if the fire alarm does not function.
   • Direct someone to evacuate the auditorium. The elevator should not be used; check for patrons needing assistance with stairs.
   • Walk around the library directing people to leave. Walk the perimeter of the library, checking restrooms, staff offices, study rooms, children’s room, tables by windows, and stack areas.
   • Do not be slowed down by people asking for explanation; simply say you or another staff member will explain what is happening when everyone is outside.

2. Call 911 to report the fire and request assistance.
• If time allows, call 911 from inside the library.
• If it is unsafe to call from the library, or the phones are not operable, call 911 from a cell phone, neighboring business or residence, or go to the police station.
• Alternately, request that a patron leaving the building call 911 from a cell phone, neighboring business, residence, or police station.

Depending on the extent of fire damage, make a decision on closing the library. Attempt to contact the Director or Assistant Director, City Administrator, Police Chief, firefighting personnel, or a library board member if you need assistance in making the decision.

To silence the fire/smoke alarms, use instructions above the control panel. The key to the panel is in the key box, and is key #1.

Tornado

1. The staff member in charge directs other staff to ready the lower level to shelter people in the library (i.e., if the room is locked, unlock it; if the room is being used, announce that there is a tornado warning and that other people in the library will be taking shelter in the auditorium.) Take a cell phone downstairs if possible.
2. People should cluster at the inner wall of the auditorium. There should be a battery powered radio and a flashlight available downstairs.
3. The staff member in charge walks around the library directing people to go to the lower level. Start in the magazine area and walk the perimeter of the library.
4. Lock the interior doors so that people entering the building can only go downstairs to shelter.
5. No all-clear signal is given; staff should listen to a local radio station to learn when the tornado warning has been lifted.

Safety Threat

1. The recipient of the threat (i.e., phone call, mail) should report to the staff member in charge.
2. The staff member in charge directs another staff member to call 911 to report the threat if the danger is immediate. That staff member should then go outside to direct people away from the building.
3. The staff member in charge evacuates the library, beginning in the magazine area and walking around the perimeter of the library.
4. Do not be slowed down by people asking for explanation; redirect their questions to the staff member waiting outside.
5. The staff member in charge consults with the police on how long the library should be closed.

Medical Emergency

1. Call 911 to report the medical emergency.
2. Offer basic first aid if you desire to. If it is determined that it’s needed, use the defibrillator as able.
3. Follow procedures in the Exposure Control Plan for Blood Borne Pathogens. If applicable, complete the necessary record keeping.
4. When any care is given, document the name and address of the individual. Attempt to notify a parent/guardian if the person receiving care is a minor.

Elevator Malfunction

1. If no one is in the elevator, post signs on the elevator at both levels stating that the elevator is out of order. Check to see if anyone on the lower level needs assistance getting to the first floor.
2. If someone is in the elevator, reassure them that you have called for help.
3. The staff member in charge should call Kone (800-956-5663 during business hours, 877-276-8691 24-hour service center).
4. If you cannot reach the elevator company, call the police.
5. The phone in the elevator automatically dials the Coralville Police Department.

Power Outage

1. Turn off the photocopier and most of the lights to decrease the amount of electricity needed when the power is returned.
2. If there is natural light, allow patrons to stay for a reasonable amount of time to see if power returns. (The staff member in charge determines what is “reasonable.”)
3. If there is not enough natural light for patrons to remain in the library safely, ask all patrons to leave and close the library temporarily.
4. Staff members should remain to see if power returns within a reasonable amount of time. Attempt to contact the Director or Assistant Director for guidance; if unreachable, the staff member in charge makes the decision. Contact the System Administrator and the Network Administrator to let them know that power has been lost.
5. If staff members leave when the power is out, turn out all of the lights.
6. When the power is returned, the fire alarm control panel may need attention. Follow instructions posted over the control panel; the key to the control panel is key #1 in the key box.
7. The Horizon system and the circ. desk computer that is attached to the UPS should both remain operational for a period of time, so checkout will be possible for a while. Horizon will not require any staff intervention.

When closing the library: See the “Emergency Closing Procedures” for further instructions.

Adopted: April 1987
Reviewed: July 1989
Revised: January 1993
Revised: May 1993
Revised: February 1997
Revised: March 2007