Anyone who requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to participate in a City program, service, or activity, should contact Jessica Musil, Library Administrative Assistant, at 319.261.7323 or email musilj@crlibrary.org as soon as possible but no later than 48 hours before the meeting.

Agenda: Board of Trustees November 7, 2019, at 4 pm

Conference Room, Downtown Library

Invest in Young Minds, Engage & Strengthen Community, Transform Lives

Library Board Vice President – Jade Hart A. Call to Order B. Consent Agenda – Action

o Minutes: Oct. 3, 2019 C. Public Comments and Communications D. Foundation Report – Charity Tyler E. Friends of the Library Report – Libby Slappey F. Library Board Committee Reports

o Finance Committee – Randy Ramlo, Committee Chair • Action: Janitorial Contract Renewal

o Personnel and Policy Committee – Clint Twedt-Ball, Committee Chair • Action: 4.07 Philanthropic Naming Policy • Action: 5.00 Foundation and Friends of the Cedar Rapids Public Library • Action: 5.02 Support Group Fundraising

o Advocacy Committee – Jade Hart, Committee Chair • No Action

G. Library Director’s Report H. Board Education: Wholehearted Libraries – Dr. Michael Stephens I. Old Business J. New Business K. Adjournment

The next Board of Trustees meeting is set for Dec. 5 at 4 pm, Community Room, Ladd Library. Key Dates and Details: Nov. 1-3: Friends’ Annual Fall Book Sale, Cherry Building Nov. 6: Master Gardeners Series, 6:30-7:30 pm, Ladd Library. Also on Nov. 13 and 20. Nov. 8: Libraries closed for professional development Nov. 12: Online Shopping – Groceries, 10-11:30 am, Downtown Library Nov. 26: Ukulele Café, 6-7:30 pm, Downtown Library Nov. 28-29: Libraries closed for Thanksgiving Nov. 30: Great Cardboard Building Challenge, 1-2:30 pm, Downtown Library

mailto:musilj@crlibrary.org

DRAFT Meeting Minutes Cedar Rapids Public Library Board of Trustees Oct. 3, 2019 Board members in attendance: [President] Matthew Wilding, [Vice President] Jade Hart, Susie McDermott, Mary Sharp, Clint Twedt-Ball, Harriet Kalinsky Board members unable to attend: Hassan Selim, Randy Ramlo, Monica Challenger Staff in attendance: [Library Director] Dara Schmidt, Amber McNamara, Erin Horst, Kevin Delecki, Todd Simonson, Jessica Link, Jessica Musil Others: Libby Slappey, President, Friends of the Cedar Rapids Public Library; Charity Tyler, Executive Director, Cedar Rapids Public Library Foundation; Emily Zimmon, Willis Dady Homeless Services; Tim Yuengel, Denise Yuengel, Michael Rundle, and Crystal Hall, Downtown Ambassadors

A. Call to Order • Mr. Wilding called the meeting to order at 4:01 pm.

B. Consent Agenda – Action • Minutes: Sept. 5, 2019

Ms. Sharp motioned to accept the consent agenda. Ms. Kalinsky seconded. The motion carried with unanimous approval.

Mr. Twedt-Ball joined the meeting at 4:02 pm.

C. Public Comments and Communications • There being none, the meeting continued.

D. Resolution of Thanks – Downtown Ambassadors • The Downtown Ambassadors were recognized for their work in this first year pilot

program to ensure safe and comfortable spaces downtown. The ambassadors, provided a positive presence. This summer, they interacted with over 2,700 people, made 690 referrals for service, and picked up 1,560 pieces of trash.

• The ambassadors were introduced: Tim Yuengel, Denise Yuengel, Michael Rundle, and Crystal Hall.

E. Foundation Report – Charity Tyler • In this month, the Foundation has received commitments for new or renewed grants. • The Friends and Foundation’s bi-annual newsletter will be in mailboxes later this month.

F. Friends of the Library Report – Libby Slappey • The Friends are preparing for their large fall weekend sale at the Cherry Building.

Volunteers are needed. Mr. Selim joined the meeting at 4:12 pm.

G. Board Education: Reality-Based Leadership – Todd Simonson

• The City’s leadership has been reading and discussing a new book: Reality-Based Leadership by Cy Wakeman; this book follows leadership books by Patrick Lencioni. The Library’s senior management team has read it and the Library’s leadership team has developed several book clubs to discuss the text.

• The book, intended for leaders, explores how to base reactions in reality to reduce drama and increase results. It includes tangible strategies to determine a leader’s own opportunities for improvement and how to lead staff. Mr. Simonson also attended a one-

day seminar based on the major themes that Ms. Wakeman teaches. The Library’s leadership team will also read the companion book, Reality-Based Rules of the Workplace.

H. Library Board Committee Reports • Finance Committee – Randy Ramlo, Committee Chair

o The committee has started working on the FY21 budget, which will be presented to the full board in December 2019 or January 2020.

o Ms. Schmidt received final numbers for FY19; however, they are not yet audited. At this time, the Library is within expected ranges for revenues and expenses.

• Personnel and Policy Committee – Clint Twedt-Ball, Committee Chair o Action: 3.05 Internet and Computer Usage

• The policy was edited to ensure it meets common practice as well as privacy standards in libraries. The Library provides Internet service without filter or restrictions as we do with physical or digital materials. Patrons have the right to access the information they seek. As with physical or digital materials, it is the parents/guardians’ responsibility to discuss and monitor their child’s Internet use.

• Patrons must agree to the Terms of Service before using a public computer. Doing so indicates that the patron agrees to follow Library, City, and State laws when using a computer, and takes responsibility for their Internet use.

• In an effort to help maintain patron privacy on public PCs, the Library will install privacy screens.

o Action: 5.01 Volunteer Policy o Action: 6.00 Professional Development o Action: 6.01 Staff Certification

• Certification is based on position requirements and if a Masters in Library and Information Science (MLIS) is required. The State Library does require the Director to be certified as a part of the library’s accreditation process. The State Library is looking at adding certification requirements for paraprofessional roles. Certification requirements may change with the City’s Wage Review process, which has been extended.

o Action: 6.02 Human Resources Authority The motion to accept the policies as presented in the packet carried with unanimous approval.

• Advocacy Committee – Jade Hart, Committee Chair o The committee has developed a sign up for trustees, Friends Board members,

and Foundation Board members to meet with City Council candidates and Cedar Rapids Community School District candidates. Talking points and information packets will be provided. Conversations are to inform candidates of the Library including services, resources, and budget, and establish relationships.

I. Library Director’s Report • The Literacy Coordinator position, paid with a grant through Reading into Success (RiS)

has been approved and will be posted soon. This position, which will report to Amber McNamara, will build and maintain literacy programs and projects in the community.

• An emergency overflow shelter has been identified – it will also serve as a day and evening shelter. The Library discussing how we can serve the shelter with computers, a collection, and more.

• Grant funding is changing for Willis Dady, which means changes for the staff who have been housed in the later. Ms. Schmidt is discussing opportunities with Willis Dady to continue meeting client needs at the Library.

• The Library will host an event for National Coming Out Day. Leading up to this, the Library had a protester and possibly more on the day of the event. Any protester must adhere to our Behavior Policy: access cannot be impeded and protesting must remain civil.

• Ms. Schmidt was asked to stand for election to the Public Library Association (PLA) board. She discussed this opportunity with Mr. Wilding and they feel it would be a great professional opportunity for Ms. Schmidt and an advantage for Cedar Rapids. If elected, she would have to travel four times a year – coinciding with American Library Association (ALA) and ALA Mid-winter conferences, National Library Legislative Day, and one more date. Two of the travel requirements are covered by PLA. The election cycle has started and winners will be announced in the spring.

J. Old Business • There being no old business, the meeting continued.

K. New Business • There being no old business, the meeting continued.

L. Adjournment • There being no further business, the meeting adjourned at 5:09 pm

The next Board of Trustees meeting will be held on Thursday, Nov. 7, 2019, at 4 pm in the Conference Room at the Downtown Library.

People, Places & Things

450 5th Avenue SE I Cedar Rapids, IA 52401 I 319.261.READ I CRLibrary.org

September kicks off our fall programming season, much of which is done outside of our building. We saw more than 500 people interact with off-site programs. We also saw an increase in visitors to the Library over this time last year. Visitors continue to increase each month as the Library has open hours every day at both locations. We also see our circulation numbers go up for print items for the first time in a long time. Our print numbers have beens somewhat stagnant for several months, so the increase in print circulation is welcome and can be attributed to more open hours than previous years. Additionally, work being done by the materials department to manage the collection has had a direct impact.

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To: Randy Ramlo, Finance Committee Chair From: Dara Schmidt Date: 10/24/2019 Subject: September 2019 Financial Report for: Library • When reviewing budget to actual, we assume 1/12 of the expenditure budget is spent per month; likewise that 1/12 of

revenue will be received per month. If we assume this, that means thru September actual revenue should be at least 3/12 or 25% of budget and actual expenses should be no more than 3/12 or 25

• Actual revenues are expected to meet or exceed budgeted amounts Having revenue is in excess of budget or having a fund balance does not mean a department can spend more than their expenditure budget.

o Total actual revenue (less Flood insurance transfer in) is 17% or $124.9K of budgeted $734.6K. (timing will catch up for Enrich Iowa & Linn County revenues) Building rental is less than budget at 17% or $12.6K of budgeted $73.5K.

• Regardless of funds/cash available, total actual expenses, excluding transfer out, may not exceed total budgeted expenses. o Total actual expenditures is 24% or $1.6M of $6.7M budgeted. o Overtime and Personal Services is tracking at 21.5% or $1.1M of $5.1M budget.

Refresh Savings should reduce the budget available by $92,378.08, making Library at 22% spent thru September.

o Discretionary is spending high at 34% or $269K of $794.1K mainly due to IT prepaids posted in July as well as materials & dues.

o Rent actuals is for 6 months so thru Dec, ok to be at 44% or $108K of $245K budget. o Electricity is running high for actuals to budget. If you over spend this budget, less discretionary or personal services

will be necessary to cover. 31% spent or $49K of $158.8K budget. o No Capital Equipment is budgeted in FY20.

No concerns to date for funds 316, 7010 or 7020.

City of Cedar Rapids

151 Library

2019-09-30

Prior Current Current Percent of

Fiscal Year Fiscal Year Fiscal Year Favorable Budget

2019 2020 2020 (Unfavorable) Received

Account Name Account YTD Actuals Adjusted Budget YTD Actuals Variance Spent

**Taxes**

**Total Taxes** - - - - 0%

**License & Permits**

**Total License & Permits** - - - - 0%

**Intergovernmental Grants**

State Operating 422001 - 95,000.00 - (95,000.00) 0%

Local Govt Grants 423000 7,972.71 100,000.00 8,104.86 (91,895.14) 8%

**Total Intergovernmental Grants** 7,972.71 195,000.00 8,104.86 (186,895.14) 4%

**Charges for Services**

Printing & Duplicating of Form 431006 7,593.49 22,000.00 7,968.16 (14,031.84) 36%

Admin Charges - External 431012 73,451.07 265,000.00 73,847.67 (191,152.33) 28%

Library User Fees - Not Fines 431201 - 600.00 - (600.00) 0%

Vending Sales 431301 64.08 - 27.30 27.30 0%

**Total Charges for Services** 81,108.64 287,600.00 81,843.13 (205,756.87) 28%

**Fines & Forfeits**

Library Fines 441001 23,801.42 100,000.00 21,261.52 (78,738.48) 21%

**Total Fines & Forfeits** 23,801.42 100,000.00 21,261.52 (78,738.48) 21%

**Other Miscellaneous Revenue**

Building Rental 461001 10,850.42 73,455.00 12,616.60 (60,838.40) 17%

Postage / Handling 471001 2.53 - - - 0%

Contributions & Donations 471002 - 70,000.00 17.85 (69,982.15) 0%

Sale of Inventory 471003 1,325.99 5,000.00 733.45 (4,266.55) 15%

Damage Recoveries 471004 100.00 - - - 0%

Other Miscellaneous Revenue 471005 - 3,500.00 351.36 (3,148.64) 10%

**Total Other Miscellanous Revenue** 12,278.94 151,955.00 13,719.26 (138,235.74) 9%

**Transfers In**

Operating Transfer In - Inter 483001 12,040.00 18,120.00 18,120.00 - 100%

**Total Transfers In** 12,040.00 18,120.00 18,120.00 - 100%

**Proceeds of LT Liabilities**

**Total Proceeds of LT Liabilities** - - - - 0%

Total Revenue 137,201.71 752,675.00 143,048.77 (609,626.23) 19%

**Personal Services**

Regular Employees 511100 785,207.66 3,668,963.70 801,906.84 2,867,056.86 22%

Temporary/Seasonal Employees 511200 - 31,321.35 - 31,321.35 0%

Overtime 511300 27,493.12 114,773.40 23,866.13 90,907.27 21%

Other Special Pays 511400 8,500.00 30,058.00 4,919.38 25,138.62 16%

Group Insurance 512100 85,219.73 435,564.00 94,698.61 340,865.39 22%

Social Security Contributions 512200 55,636.45 291,116.00 59,564.33 231,551.67 20%

Retirement Contribution 512300 69,649.41 360,162.00 74,811.79 285,350.21 21%

Workers' Compensation 512500 35,974.22 139,979.00 30,657.27 109,321.73 22%

Other Employee Benefits 512600 738.76 6,690.28 1,513.44 5,176.84 23%

**Total Personal Services** 1,068,419.35 5,078,627.73 1,091,937.79 3,986,689.94 22%

**Discretionary Expenses**

Advertising & Marketing 521100 5,252.23 25,000.00 8,343.26 16,656.74 33%

Consulting & Technical Service 521104 - 10,000.00 - 10,000.00 0%

External Contracted Labor 521105 7,545.81 53,000.00 15,244.57 37,755.43 29%

Health Services 521106 346.00 - 38.35 (38.35) 0%

Other Professional Services 521108 - 15,250.00 - 15,250.00 0%

External Banking/Financial Fee 521109 2,543.73 17,700.00 3,186.68 14,513.32 18%

Security Services 521110 - 5,000.00 - 5,000.00 0%

Computer Hardware 522100 25,070.40 50,000.00 24,999.00 25,001.00 50%

Computer Software Maintenance 522101 31,578.73 160,220.00 41,747.31 118,472.69 26%

IT Services - External 522102 21,549.49 20,500.00 15,522.75 4,977.25 76%

Building & Grounds Services 522104 28,450.93 152,000.00 22,962.00 129,038.00 15%

Equip/Furniture/Fixtures Serv 522105 - 4,000.00 461.00 3,539.00 12%

NonCapitalized Project Expense 522110 - - 50.00 (50.00) 0%

Phone Services 523107 7,806.86 26,500.00 9,797.78 16,702.22 37%

Rental of Equip & Vehicles 524101 303.59 500.00 - 500.00 0%

1

City of Cedar Rapids

151 Library

2019-09-30

Prior Current Current Percent of

Fiscal Year Fiscal Year Fiscal Year Favorable Budget

2019 2020 2020 (Unfavorable) Received

Account Name Account YTD Actuals Adjusted Budget YTD Actuals Variance Spent

Printing, Binding, & Duplicate 525102 3,559.30 15,500.00 4,428.15 11,071.85 29%

Awards & Recognition 531102 15.00 500.00 12.50 487.50 3%

Books & Subscriptions 531103 83,858.97 89,171.80 95,331.02 (6,159.22) 107%

Cleaning & Janitorial Supplies 531105 72.72 1,250.00 218.73 1,031.27 17%

Computer Supplies 531106 808.77 5,000.00 111.37 4,888.63 2%

Equipment/Furniture/Fixtures 531109 770.50 11,500.00 749.87 10,750.13 7%

Photography Supplies 531110 - 500.00 - 500.00 0%

Landscaping Materials 531112 100.00 - - - 0%

Miscellaneous Supplies 531114 209.50 2,000.00 131.73 1,868.27 7%

Office Supplies 531116 2,786.70 15,320.00 1,604.10 13,715.90 10%

Program Supplies 531118 4,888.67 37,000.00 6,191.96 30,808.04 17%

Shop Supplies 531119 - 250.00 - 250.00 0%

Sign & Signal Supplies 531120 386.95 - 357.75 (357.75) 0%

Uniforms 531123 - 694.00 - 694.00 0%

Personal Protective Gear 531124 54.30 - 46.50 (46.50) 0%

Building & Grounds Supplies 533100 - 2,000.00 - 2,000.00 0%

Equip/Furniture/Fixtures Parts 533101 160.00 - 198.97 (198.97) 0%

Conferences, Training, Travel 542102 9,373.28 23,200.00 8,310.05 14,889.95 36%

Dues & Memberships 542103 6,937.53 10,000.00 5,050.00 4,950.00 51%

Miscellaneous Costs 542107 - 20,000.00 - 20,000.00 0%

Postage & Freight 542108 2,649.95 17,500.00 3,875.15 13,624.85 22%

Mileage Reimbursement 542111 162.48 3,000.00 311.05 2,688.95 10%

**Total Discretionary Expenses** 247,242.39 794,055.80 269,281.60 524,774.20 34%

**Fleet & Facilities**

City Facility Maint Services 522107 12,612.41 228,287.75 28,554.35 199,733.40 13%

City Fleet Services 522108 96.67 - 215.66 (215.66) 0%

Rental of Land & Buildings 524100 109,204.64 245,000.00 108,732.27 136,267.73 44%

City Fleet Rental Charges 524102 - - - - 0%

**Total Fleet & Facilities** 121,913.72 473,287.75 137,502.28 335,785.47 29%

**Non-Discretionary Expenses**

City Accounting Services 521113 14,727.00 70,193.00 11,698.84 58,494.16 17%

City Inter Department Charges 521114 - - - - 0%

Admin Charges - Other 521114 - - - - 0%

City Information Tech Services 522109 2,167.59 8,973.44 1,495.58 7,477.86 17%

Electricity 523100 43,123.39 158,800.00 48,909.15 109,890.85 31%

Natural Gas 523103 64.32 4,500.00 58.75 4,441.25 1%

Liability Insurance 525104 4,412.25 17,032.00 4,257.99 12,774.01 25%

Property Insurance 525107 11,894.25 54,236.00 13,559.01 40,676.99 25%

Vehicle Insurance 525108 150.00 650.00 162.51 487.49 25%

Diesel Fuel 532100 - - - - 0%

Gasoline Fuel 532101 41.19 498.58 41.48 457.10 8%

**Total Non-Discretionary Expenses** 76,579.99 314,883.02 80,183.31 234,699.71 25%

**Capital Outlay**

Vehicles, Equipment, Software 554000 40,865.00 - - - 0%

**Total Capital Outlay** 40,865.00 - - - 0%

**Debt Service**

**Total Debt Service** - - - - 0%

**Transfers Out**

**Total Transfers Out** - - - - 0%

Total Expenditures 1,555,020.45 6,660,854.30 1,578,904.98 5,081,949.32 24%

Net Revenues over/(under) Expenditures (1,417,818.74) (5,908,179.30) (1,435,856.21) 4,472,323.09

2

Board Policy 4.07

Philanthropic Naming Policy The naming of all library buildings and spaces associated with a construction, renovation or expansion project is the responsibility of the library Board of Trustees. Their consideration will be guided by the following criteria. Cedar Rapids Public Library (CRPL) will consider naming part of the building, other property or interior space after an individual, foundation, organization or corporation in recognition of substantial financial gifts to the CRPL Foundation. Donors making such gifts may choose to memorialize someone other than themselves with the financial gift, subject to the library board of trustees’ approval. The CRPL Foundation will seek financial contributions commensurate with the honor sought and companionable with the mission of the library. Naming opportunities need not be cost reflective, rather they would provide prominent recognition of an entity’s service or generosity to the library. Facilities subject to the guidelines include:

• Library building or major renovation • Interior spaces or service areas • Outdoor spaces - gardens, courtyards, walkways, or plazas • Amenities such as a fireplace, artwork • Primary or specialty collections

Naming a library building as a whole will be considered by the library Board of Trustees on a case-by-case basis under extraordinary circumstances. Consideration will be made if a major donor contributes no less than 51% of the total cost of the project or 51% of a major renovation plus endowment support for the library in an amount approved by the library Board of Trustees in collaboration with the Library Foundation. Interior and exterior spaces, collections, programs, amenities and fixtures may be offered to major donors contributing a substantial sum in response to a specific fundraising drive. Lists of potential naming opportunities will be developed by trustees in collaboration with the Library Foundation prior to a fundraising campaign, and presented to the library Board of Trustees for advanced approval. Donor Recognition Versus Property Naming Donations received for equipping or furnishing a library area, that do not include the cost of building or renovating the space, can be given recognition through an appropriate plaque or alternative means within or adjacent to the space. This shall not constitute the “naming” of the space. When the equipment or furnishing becomes outdated, dysfunctional or is retired, the recognition will be withdrawn. • All naming recognition must be consistent with the nature and mission of the library. In this

regard, due attention shall be given to both long-term and short-term appropriateness of naming.

Board Policy 4.07

• When a proposal involves the use of the name of any person, approval is contingent on the agreement of that person.

• When a proposal involves the use of the name of a deceased person, approval is contingent on the agreement of that person’s next of kin.

• The library Board of Trustees reserves the right to change or remove the recognition should a significant change occur in the circumstances of the donor.

Visual Recognition The Library Director, in consultation with the library design team, will be responsible for determining the manner in which the name is recognized (e.g. signage). The Foundation will explain the library’s naming policy to the donor, work with the donor to determine a suitable display based on policy guidelines and ask the donor to sign a naming agreement. Any commemoration technique must be consistent with the library’s image and design requirements and is subject to review and approval by the library Board of Trustees. Duration and Change of Use When a change in the use of a previously named facility occurs because a program moves/ends or space is reassigned or demolished, some form of continuing recognition may be appropriate. Property naming rights will remain in place for the useful life of the building or area, not to exceed a period of twenty-five (25) years. Renewal of naming right after the twenty-five year period will be reviewed and approved by the library Board of Trustees. If a previously named facility or space within the facility must be replaced or substantially renovated during the twenty-five year period, the name will remain as set forth in any gift agreements related to the prior naming action. If a previously named facility or property must be replaced or substantially renovated after the twenty-five year period, the library Board of Trustees will consider renewing the naming right either in a space similar or related to the original named area or in the creation of an alternative memorial, in order to preserve the history of commemoration. If a named gift donor becomes embroiled in controversy that is inconsistent with library and Board of Trustees’ behavior policies and/or ethical standards, the Board of Trustees may vote to remove said name without notice to the donor and prior to the end of the original twenty-five (25) year term. Recognition of all donors is recorded and permanently maintained in library archival records. Gift agreements related to naming actions will be kept by the Foundation. PROCEDURESProcedures As a 501c3 non-profit, the Foundation is responsible for the planning and management of private fundraising drives in support of the library. If the Foundation wishes to offer naming opportunities as part of a capital campaign, the Foundation will work with the library director and building committee

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Board Policy 4.07

to identify signature areas for inclusion in the list. Giving levels associated with each naming opportunity will be recommended by the Foundation based on the campaign goal and number of gifts being requested at each giving level. The library Board of Trustees will be asked to approve a list of naming opportunities associated with a campaign. Approval will enable the Foundation to offer listed naming opportunities to potential donors at agreed upon giving levels during the course of the campaign. In general, donors will be recognized based on the agreed upon naming opportunity only after at least 75% of the pledge is fulfilled. Failure to fulfill a pledge in full will nullify the naming agreement. Gift recognition associated with individual campaign efforts will be subject to the campaign-specific gift acceptance policy. Adopted: 08/2010 Revised: 2/4/2016, 11/7/2019 Last review: 2013

Board Policy 5.00

Foundation and Friends of the Cedar Rapids Public Library The Board of Trustees recognizes the Cedar Rapids Public Library Foundation and the Friends of the Cedar Rapids Public Library as a vital sources of support. The Board and encouragement for the aims and purposes of the public library and wishes to maintain a close, cooperative, and harmonious relationships with theits board of directors of each supporting entity. Cooperative projects for the benefit of the library are encouraged, provided no such project compromises the Board of Trustees' statutory responsibility for library policy and management. Such cooperative projects should be selected by the Library Director, in consultation with the Foundation and Friends’ boards of directors and/or authorized representatives. Projects will be selected for, for their appropriateness in meeting current need, practicality, and conformance to policies of the Board of Trustees. The Library Director or designee is to serve as the principal liaison between the Board of Trustees and the boards of directors of the Foundation and Friends organization. Trustees may be invited to sit as acting members of supporting boards in accordance with those entities’ bylaws. Meetings should be held at least annually to plan and define projects which would be most beneficial to the library's purposes. The board's policy regarding the Foundation and Friends organizations is not intended to limit or prohibit working relationships with other non-profit organizations that provide assistance to the library, or with other individuals who seek to offer contributions and/or volunteer assistance to the library. The Board of Trustees and library employees alike are encouraged to lend active support to the work of the Foundation and Friends through membership support and participation in Friends activities. Adopted: 02/28/86 Revised: 10/29/92, 12/05, 11/07/19 Review: 2013, 02/04/2016

Board Policy 5.02

Support Group Fundraising The Cedar Rapids Public Library Foundation and Friends of the Cedar Rapids Public Library are important groups that depend on gifts, donations, and fundraising as the primary source of income for the support of library programs and activities. The Llibrary Board of Trustees endorses and encourages those efforts. The intent of this policy is to recognize the Ffoundation and the Friends as the only groups permitted to conduct fundraising activities on all any library premises and to provide guidance for the use of those facilities. Areas of the library to be used for Foundation and Friends fundraising purposes should be carefully chosen with consideration given to high visibility without interrupting traffic flow. Structures erected for these purposes must be portable and compatible with the design of the building. Signage used to direct potential customers and guests, or to promote the fundraising events, should conform to established library signage practices and guidelines. The Library Director and the appropriate board committee will be consulted concerning plans for fundraising activities on library propertypremises. Fundraising events held by the Foundation or the Friends, under the sponsorship of the library, are for the benefit of these nonprofit organizations and are not intended to represent competition with private enterprise. In the event of theft or damage to materials or structures used for fundraising, the library, its officers, and its employees will be held harmless. The only exception to this policy will be those authors who sell books, CDs, or audiocassettes or media at the library on behalf of their publishers, bookstores or other distributors and who make a public appearance, talk, and/or have a book signing under the sponsorship of the library and its programming strategy. In these situations, proceeds from materials sales will not be directed to library support groups. Adopted: 03/30/89 Revised: 10/29/92, 01/06/00, 12/05, 02/04/2016 11/07/19 Reviewed: 2013

Director’s Report Nov. 7, 2019

Department Updates Community Relations is often busier with special events in the fall than any other time of year and this is no exception. Lots of special events have taken place over the past few months, including weddings and corporate trainings. We saw snow earlier than usual this year, which prompted the closure of the LivingLearning Roof a few weeks earlier than we like, but safety is our priority. We do have one final event scheduled on the LivingLearning Roof in November, which will have to move indoors.

We continued our library card sign up outreach into October, and are excited to see some success in our efforts throughout the month of September. We are completing the 2019 Annual Report as well as working on the Winter OPEN+ magazine.

The Volunteer Program was awarded a capacity building grant from Leaders In Volunteerism to send Jessica Link to the Iowa Nonprofit Summit in Des Moines this month. The biannual Summit offers essential learning opportunities for Iowa nonprofit and volunteer management professionals and features outstanding keynote presentations, dozens of break-out sessions, networking opportunities, and exhibitors demonstrating the latest resources available to help nonprofits and volunteer programs excel. Going beyond basic volunteer management principles, the conference hosts a track for Advanced Volunteer Management featuring a higher level of skill building training opportunities for seasoned volunteer managers looking to grow their skills and programs. The grant will cover all conference and travel expenses. Volunteer Hours in September: Downtown = 432.75; Ladd = 110; Total = 542.75 The Materials Department has been busy with conferences and trainings this month. A group will investigate and prepare for a newly announced State Library initiative to have a free statewide courier service to support Interlibrary Loan for every public library in Iowa. Sarah Voels and Molly Garrett both presented at the Iowa Library Association conference on October on a diversity audit for the YA collection. October was a full month for the Programming Department. With large scale special events ranging from Humanize My Hoodie, to You, Me, and LGBT, to our annual Halloween Party, hundreds of patrons experienced their library in new and exciting ways. We completed the first cohort of our Growing Readers Prenatal program, with a number of expecting mothers learning new things and creating bonds with each other and community organizations. Dozens of other programs and events were offered throughout the month for patrons from babies to seniors, and our engagement with the community seems to be steadily growing. The Public Service Leadership Team has completed a book club with Cy Wakeman’s Reality-Based Leadership. The group had great discussions and worked together as a team to improve processes. Todd Simonson and Jessica Musil gave a tour of the downtown library to four trustees from Marshalltown Public Library. They wrote a thank you note, showing appreciation for the Library:

Thank you for the wonderful tour of your library last Thursday. You have much to be proud of. Your enthusiasm for the community and the services the library provides shines through! We enjoyed knowing about the green roof, the beautiful architecture, and the spaces so well thought out. You are wonderful ambassadors.

Technology Solutions started installing privacy screens on the public computers. This project is expected to take a few weeks to complete. The team also facilitated maintenance on the materials handling system that involved switching out worn belts and motors as a part of the regular maintenance plan. Great Stories

Ben was installing a privacy screen this morning and a patron was VERY interested in what he was doing. Asking lots of questions. A while later, he came back over asking more about them. Ben explained how they worked and gave him an example of how you couldn’t see what was going on with the computer next to you. The guy goes “oh so it’s like telling your neighbor to mind their own business?” Patron approved! Patrick Duggan Technology Solutions Supervisor I recently attended a city new hire orientation which included staff from many other departments. We were each asked to stand and state our names/departments. When I stood I proudly let everyone know I worked for the library and encouraged everyone who didn't have a library card to stop in and gave a small run down of how we are more then just books! I was approached by several people through out the day during our breaks with questions about services and how to sign up for a card. Three other library staff members were also in attendance that day and we all did a fantastic job engaging the group. Elysha Holley Patron Service Specialist I did outreach at Johnson STEAM Academy on October 11 for their Harvest Hoopla. I signed people up for DPIL and library cards, played games, and handed out information. One of the parents who helped organize the event had a son who was very excited to get his own library card. He filled out the application himself and picked out his card. They came into the Library the very next day to use it. His mom messaged to let me know that he was so excited he actually slept with the card under his pillow all weekend! Amber McNamara Community Relations Manager I had a patron come in this past Sunday needing some help. She had recently undergone a bone marrow transplant that she was still recovering from and didn’t feel too confident filling out some paperwork she needed to complete in order to qualify for section 8 housing. After dealing with an eBook issue, I sat down with this patron and started helping her fill it out. I carefully read out what the form needed and then helped her put down the correct information. It took a while, but we got through it. After we got everything as complete as possible, her face just lit up. I think she really appreciated having someone else by her side as she filled out those documents. I wished her well on her continued recovery and luck with the housing situation. She thanked me and said, “I just take it one day at a time,” to which I said, “sometimes that all any of us can ask for.” I hope everything works out for her. Sounds like she’s had a rough go of it and I hope whatever I did helped in some small way. Kristine Olsen Materials Librarian

FISCAL YEAR 2019

As Library Director and Board President, it is our great honor to share with you the Cedar Rapids Public Library FY2019 Annual Report. Each year we take this moment to celebrate the great work and achievements of the Cedar Rapids Public Library over the past 12 months, reflecting on the mission and vision of our organization, and our impact in the community.

In fall of 2018, we hired The Ivy Group to help us develop our three year strategic plan. Through community conversations, interviews with key stakeholders, and phone surveys, the Library was able to identify three strategic initiatives which will drive the work we do in this year and the future. These initiatives are: literacy, access, and inclusion.

Matthew Wilding President, Board of Trustees Cedar Rapids Public Library

Dara Schmidt Director Cedar Rapids Public Library

Cedar Rapids Public Library Board of Trustees FY 2019

Matthew WildingPresidentMember of Foundation Board

Jade DeLang HartVice PresidentMember of Foundation BoardAdvocacy Committee Chair

Monica ChallengerBoard Member

Harriet KalinskyBoard Member

Susan McDermottBoard MemberMember of the Foundation Board

Randy RamloBoard MemberFinance Committee Chair

Hassan SelimBoard Member

Mary SharpBoard Member

Clint Twedt-BallBoard MemberPersonnel & Policy Committee Chair

The great news is that these three initiatives are core to the work we do every day in our libraries. By identifying these three initiatives, we are better able to focus our resources and improve service in our community.

Over the past year, we have worked diligently to operationalize our strategic plan and begin implementing new work as a result of this direction. In this report you will learn more about Ready 10 and the work being done by partners around the city to better prepare young learners for school.

We have had tremendous success using data to inform our decisions, especially on our outreach efforts in the community.

We are celebrating the diversity of our community through events like the Community Cultural Celebration and Expo held each March.

Programs, services, and resources are being deployed in strategic ways in our libraries and our community to provide the greatest impact possible with our resources.

The work we do is essential to our community. It is our hope that every citizen can and does utilize the public library for whatever they need; business support, education, connection, or entertainment. We are here for you.

Thank you.

Our strategic plan told us that we must find ways to reach community members who had barriers to access. The first project we undertook was to compare our own data with census mapping to identify major gaps in service to our community. Based on research, we put together an outreach plan in order to focus our attention on this very specific group of people.

Using data allows us to take the guess work out of our outreach efforts and base our choices in fact. This drove us to partnership programs such as Passport to the Parks, a summer story time program in area parks around the city of Cedar Rapids. By taking programs into the neighborhood parks, we provide access for families and children who would not be be able to come in to us.

Finding impactful ways to connect with senior citizens is another area of focus for our strategic plan. This year we launched a new program called The More We Get Together which pairs seniors with children to help develop intergenerational relationships and connections

to make new friends. This program invites children and seniors to come together around a weekly theme, share stories, do a craft project, and get to know one another. We partnered with the Gardens of Cedar Rapids to bus interested seniors to the Ladd Library each week in an additional effort to ensure those interested seniors had no barriers to attend.

Programs such as these are just some examples of the way in which the Library is focusing on removing barriers to access for all members of our community so that everyone can be a part of the great opportunities the Cedar Rapids Public Library has to offer.

WHERE WE REMOVE BARRIERS TO ACCESS

TargetPockets

of Need

“The library is such an amazing place. Thank you

for everything you do.”

Kathleen Weglarz

WHERE WE RESPOND TO A RAPIDLY DIVERSIFYING COMMUNITY Promote understanding, acceptance, inclusion, and

diversity through internal practice

The Library included Empathy-Driven Enforcement, Implicit Bias, and Emotional Intelligence in New Hire and biennial training plans. All staff participated in Project Implicit self-assessments to determine baseline and identify training focus for future years, and the Library joined the City in an Equity Lens process.

Cedar Rapids is a changing community and every year brings a new opportunity to explore and share the diversity among us. In March, the Library partnered with the Cedar Rapids Civil Rights Commission and several other community groups to present the third annual Community Cultural Celebration and Expo. The Expo takes over the Downtown Library for a Saturday and offers a free opportunity to discover the cultures of our community through music, dance, art, and education.

Inclusion is a strategic priority and as such, the Library works to promote understanding and acceptance through both programs and internal practices. This year our staff underwent training on implicit bias, including using self-assessments to determine baselines and identify future training opportunities. In the coming year, our Library will work with other City of Cedar Rapids departments to utilize an Equity Lens process which can be utilized throughout the work that we do.

“Thank you for the many services you provide to Cedar Rapids and the surrounding communities.”

Gary and Kathleen Heiar

Reading into Success, our local Campaign for Grade Level Reading, asked Kindergarten teachers in our four local school districts to rate more than 50 skills they look for in their students on the first day of school. This list includes the 10 most commonly agreed upon skills as endorsed by the Cedar Rapids Community School District, College Community School District, Linn Mar School District, and Marion Independent School District.

The Cedar Rapids Public Library has created a Ready 10 Collection in the Children’s area Downtown and will be expanding this into our Ladd Library. This special section is a good way for parents and caregivers to access resources for the skills our schools have identified as necessary to be Kindergarten ready. These skills have also been incorporated into early childhood story times.

Additionally, to support early literacy and kindergarten readiness, the Library has partnered with the Library Foundation to enroll nearly 60% of our community’s children in Dolly Parton’s Imagination Library.

WHERE WE GIVE OUR YOUNGEST CITIZENS THE TOOLS FOR SUCCESS IN SCHOOL AND IN LIFE

By working with our partners in the community, we are better able to serve our families and ensure all students enter school ready to learn.

To learn more, visit:www.crlibrary.org/imagination-library/

Incorporate Ready 10 skills into our library programs and services

Completes personal care tasks without help (washing hands, dressing, toileting etc.)

Manages behavior in a group setting without causing disruptions

Identifies and follows basic safety rules with help

Print letters of own name with help

Identifies and responds to feelings of self and others

Carries out tasks and moves between activities, even when difficult, with little distress

Plays, learns, and interacts with peers cooperatively

Uses items that belong to self and others respectfully and appropriately

Speaks or expresses thoughts, feelings, and ideas clearly

Uses tools to complete activities showing hand-eye coordination (scissors, fork, toothbrush, pencil, etc.)Th

e Re

ady

10 S

kil

ls

#623,901

visits96,935Meeting Room Users

57,683ProgramAttendees

1,073Total Programs

791,805website users

319Number of Volunteers

7,139Volunteer Hours

$141,937Volunteer Value

1,144,856 Total Circulation

767,773Physical Materials circulated

170,817Digital Materials circulated

216,266Database Uses

119,884Public computer Sessions

99,070connections to public wifi

Intergovernmental GrantsCharges for Services Fines and Fees Other Miscellaneous RevenueCity of Cedar Rapids

Total Revenue

revenue

129,220394,54184,65679,155

5,435,136

$6,122,708

Personal Services Discretionary Expenses Fleet and FacilitiesNon-Discretionary Expenses Capital Outlay

Total Expenditures

expenses

4,333,492859,820498,336331,027

100,033

$6,122,708

Board Agenda 11.7.2019Board Minutes 10.3.2019_cra_09werfm007_w-or9Sept 2019 Facts and FiguresSigned FBG Renewal151 LibraryNovember Finance Memo4.07 Philanthropic Naming Policy5.00 Foundation and Friends of the Cedar Rapids Public Library5.02 Support Group FundraisingNovember Directors Report