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HomeMy WebLinkAbout2022-02-10 Info Packeti I 4 r.-=. - -_ - =i 2vmil ...--3/4r-imoguunr --mums..____ CITY OE IOWA CITY www.icgov.org City Council Information Packet IP1. Council Tentative Meeting Schedule February 15 Work Session IP2. Work Session Agenda IP3. Memo from City Attorney: Draft Council Meeting Rules IP4. Pending City Council Work Session Topics Miscellaneous February 10, 2022 IP5. Letter from Iowa Department of Transportation: Interstate 80 - Portland Cement Concrete(PCC) Patching IP6. Letter from Center for Worker Justice: Iowa City Housing Authority Extended absence policy IP7. Civil Service Examination: Associate Planner IP8. Civil Service Examination: Maintenance Worker I - Parking Systems IP9. Civil Service Examination: Mass Transit Operator Draft Minutes IP10. Ad Hoc Truth & Reconciliation Commission: February 3 IP11. Airport Commission: January 13 IP12. Community Police Review Board: February 8 IP13. Planning & Zoning Commission: January 5 IP14. Senior Center Commission: January 20 IP. Memo from City Attorney: Draft Council Meeting Rules (See revised Draft Council Meeting Rules) j l 1 �III� messmoorr CITY OE IOWA CITY www.icgov.org City Council Information Packet Council Tentative Meeting Schedule February 15 Work Session IP2. Wo ' ession Agenda IP3. Memo fr.. City Attorney: Draft Council Meeti • Rules IP4. Pending City ouncil Work Session Topic Miscell. eous Februar 0, 2022 IP5. Letter from Iowa Depart gent of ansportation: Interstate 80 - Portland Cement Concrete(PCC) Patching IP6. Letter from Center for Wo er stice: Iowa City Housing Authority Extended absence policy IP7. Civil Service Examin- ion: Associate " anner IP8. Civil Service Exa ' nation: Maintenance •rker I - Parking Systems IP9. Civil Service amination: Mass Transit Ope tor IP10. Ad Ho IP11. Airp,irt Commission: January 13 IP12. C•mmunity Police Review Board: February 8 IP13. ' fanning & Zoning Commission: January 5 IP1 ' Senior Center Commission: January 20 Draft Minutes ruth & Reconciliation Commission: February 3\ Item Number: 1. February 10, 2022 Council Ten tative Meeting Sched u l e AT TAC HM E NT S : Description Council Tentative Meeting S chedule City Council Tentative Meeting Schedule Subject to change February 10, 2022 Date Time Meeting Location Tuesday, February 15, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, March 1, 2022 4:00 PM Iowa City Conference Board Mtg The Center, Assembly Room Work Session 28 S. Linn Street 6:00 PM Formal Meeting Tuesday, March 22, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, April 5, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Monday, April 18, 2022 4:30 PM Joint Entities Meeting TBD Hosted by Iowa City Community School District Board Tuesday, April 19, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, May 3, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, May 17, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Monday, June 6, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, June 21, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, July 12, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Monday, July 18, 2022 4:30 PM Joint Entities Meeting TBD Hosted by City of Coralville Tuesday, August 2, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, August 16, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, September 6, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, September 20, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Monday, October 3, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Monday, October 17, 2022 4:30 PM Joint Entities Meeting The Center, Assembly Room Hosted by City of Iowa City 28 S. Linn Street Tuesday, October 18, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, November 1, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, November 15, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, December 6, 2022 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Item Number: 2. February 10, 2022 Work Session Agen d a AT TAC HM E NT S : Description Work Session Agenda Iowa City City Council Work Session Agenda February 15, 2022 - 4:00 PM The Center - Assembly Room 28 S. Linn Street www.icgov.org 4:00 PM You can watch the meeting on cable channel 4 (118.2 QAM) in Iowa City, University Heights and Coralville, or you can watch it online at any of the following websites: • https://citychannel4.com/live • https://www.youtube.com/user/citychannel4/live • https://facebook.com/CityofIowaCity • Continuation of meeting protocol discussion • Clarification of Agenda Items • Information Packet Discussion [February 3, February 10] • University of Iowa Student Government (USG) Updates • Council updates on assigned boards, commissions, and committees Item Number: 3. February 10, 2022 Memo from City Attorney: Draft Council Meeting Ru l es AT TAC HM E NT S : Description Memo from City Attorney: Draft Council Meeting Rules Item Number: 4. February 10, 2022 Pen d ing City Cou n cil Work Session Topics AT TAC HM E NT S : Description Pending City Council Work S ession Topics PENDING CITY COUNCIL WORK SESSION TOPICS February 9, 2022 March 22, 2022 1. State required presentation of the Historic Preservation Certified Local Government Annual Report Other Topics: 1. Consider a plan for rubberized surfacing at park playgrounds and develop strategies to address equity gaps noted in the Parks Master Plan and plan for the equitable distribution of destination parks within an easy and safe distance of all residents. 2. Discuss possible changes to residential zoning classifications to allow and/or require a greater diversity of housing types (i.e. missing middle) 3. Consider establishing a cost of development framework that can help guide decisions on how best to accommodate future growth 4. Review low-income fare free transit options 5. Discuss low-intensity commercial use allowances in residential zones 6. Discuss long-term planning work group priorities 7. Discuss Local Option Sales Tax 8. Discuss a land acknowledgement for City Council meetings 9. Strategic Planning sessions 10. Review of Forest View relocation recommendations Item Number: 5. February 10, 2022 Letter from Iowa Dep artment of Transportation: In terstate 80 - Portl and Cemen t Concrete(P C C) Patchin g AT TAC HM E NT S : Description L etter from I owa Department of Transportation: I nterstate 80 - Portland Cement Concrete(P C C) Patching Item Number: 6. February 10, 2022 Letter from Center for Worker Ju stice: Iowa City Hou sing Auth ority Exten d ed absen ce p olicy AT TAC HM E NT S : Description L etter from Center for Worker J ustice: I owa City Housing Authority E xtended absence policy Item Number: 7. February 10, 2022 Civil Service Examin ation : Associate Pl anner AT TAC HM E NT S : Description Civil S ervice E xamination: A ssociate P lanner Item Number: 8. February 10, 2022 Civil Service Examin ation : Main ten ance Worker I - Parking Systems AT TAC HM E NT S : Description Civil S ervice E xamination: Maintenance Worker I - Parking S ystems Item Number: 9. February 10, 2022 Civil Service Examin ation : Mass Transit O p erator AT TAC HM E NT S : Description Civil S ervice E xamination: Mass Transit Operator Item Number: 10. February 10, 2022 Ad Hoc Truth & Recon ciliation Commission: F eb ru ary 3 AT TAC HM E NT S : Description Ad Hoc Truth & Reconciliation Commission: February 3 Item Number: 11. February 10, 2022 Airport Commission : Jan u ary 13 AT TAC HM E NT S : Description Airport Commission: J anuary 13 MINUTES DRAFT IOWA CITY AIRPORT COMMISSION January 13, 2021 – 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Warren Bishop, Chris Lawrence, Scott Clair, Judy Pfohl (Zoom), Hellecktra Orozco (Zoom) Members Absent: None Staff Present: Michael Tharp, Jennifer Schwickerath Others Present: Matt Wolford, Carl Byers, Ryan Story RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None. DETERMINE QUORUM Clair called the meeting to order at 6:00pm APPROVAL OF MINUTES Bishop noted a couple of places where Commission names were incorrect for those speaking. Tharp noted he would correct them. Bishop moved to approve the minutes from December 9, 2021, seconded by Lawrence. Motion carried 4-0 (Pfohl Absent) PUBLIC DISCUSSION None ITEMS FOR DISCUSSION / ACTION a. Airport Signage/Wayfinding Tharp noted that he was working with FUEL to develop an agreement that was almost ready. Schwickerath said the design work on tiles is done and more work on signage can be contracted for separately. Commissioners agreed that this was fine. b. FAA/IDOT Projects: i. Obstruction Mitigation 1a. Phase 1 Tharp said that the contractor had submitted paperwork and the work is complete. The final resolution had given a quote of $455,000, and work came in at approximately $42,000 under the quote due in part to a neighbor's taking care of his own tree trimming. Bishop moved to approve a resolution accepting the project as complete (A22-01); Lawrence seconded, and the motion carried by roll call 5-0. It was clarified that members attending by Zoom do not count as part of the quorum but may vote. 1b. Phase 2 Tharp pointed out that there was a minor cost overrun on this project due to the need to cut down extra trees, increasing the cost from $208,000 to $220,000. The job is complete and the paperwork has been submitted. Lawrence moved to January 13, 2021 – 6:00 P.M. Page 2 of 7 approve the resolution to accept the project as complete (A22-02); Bishop seconded, and the motion passed by roll call 5-0. ii. Runway 7/25 Rehab East End Tharp said that the bidding process was just beginning. From runway end to intersection, they would be crack-sealing, doing joint and panel repair. Byers described how language had been strengthened to encourage contractor coordination and make the process as frictionless as possible. Bishop said down time for the runway should be 5 days for the repairs, with reopening at night except during times when new paint or fresh concrete would be drying. In total, with light replacement and threshold relocation, he expected down time of about 20 days in total for the runway. Lawrence asked what the impact would be on Runway 30/12, and Byers estimated it would be about 6 hours. Wolford confirmed that he would be able to make use of 3-0 for charter flights during the closures if weather allowed. Tharp said that if the motion passed for a public hearing, bidding would open March 3rd. Bishop moved to approve a resolution setting a public hearing on February 10th, 2022 for the plans, specifications, and form of contract for the Runway 7/25 rehabilitation phase 1 project (A22-03), and Lawrence seconded; the motion passed by roll-call vote 5-0. iii. Runway 25 Threshold Relocation Tharp said bidding had opened the week before and that the bids were "phenomenal". The lowest responsive bid was from Neumiller Electric, with whom the Airport has worked before, with a bid of $440,811. This award will require FAA approval, so while awarding is possible now, contract signing will wait for that. Tharp's conversations with FAA indicate that FAA will participate in funding the LED lighting and marking of the entire runway. Byers and Tharp recommended that the Commission award all of the alternates for LED lighting without heating, allowing contractors to get performance and insurance bonds while awaiting contract signing. Lawrence moved to approve a resolution accepting bids and awarding contract (A22-04); Pfohl seconded, and the motion passed by roll- call vote 5-0. iv. South T-hangar infrastructure v. Hangar A Door Replacement (phase 1) Tharp noted that Bolton and Menk was continuing work to put the project plans together. He asked if Byers had anything to share and Byers responded. Byers said they were pushing ahead with two state-funded projects. Byers noted the recently completed FAA project plans stating one has been filed and the other is already bid, and that work on the hangar-door project would be next. Tharp expected more substantial news on the hangar project at the next meeting. vi. FAA Bipartisan Infrastructure Law (BIL) Grant programs Tharp noted that the BIL had passed with authorizations for airport funding and allocations to individual airports. His understanding of the Act is that it allocates to the Airport $295,000 per year for the next five years, with a 10% match, they would need to work with the city for matching funds since this is currently unplanned for dollars. FAA is currently crafting guidelines for use of the money, but Tharp's understanding is that in general the money is meant to fund runways, taxiways, and sustainability. Tharp attended a BIL webinar after announcement of the award January 13, 2021 – 6:00 P.M. Page 3 of 7 amounts, and said that in general it would be similar to the AIP program, which presented some difficulty because AIP required that revenue-generating expenditures like hangars also required attestation that air-side needs were taken care of, and preventing requesting funds for air-side needs for five years. However, Tharp saw the possibility of a big boost for the solar panel project, which was estimated originally at $300,000, which would allow for immediate savings on energy costs. A power-purchase agreement from a solar company would not be necessary; the entire system could be bought outright. Tharp believed it would be their priority project, with other projects waiting on the guidelines for definition. Current possibilities include the aircraft parking area and hangars. Tharp encouraged discussion of other projects the Commission might want to consider. Clair asked when FAA guidance was expected, and Tharp said likely March or April. Clair then asked that Tharp bring his project list to the Commission at that time for discussions about priorities, and Tharp suggested they talk only about items that FAA would not routinely approve for funding. Clair asked about the parallel taxiway for 3-0, which Tharp confirmed could be a possibility, but not a strong one. Pfohl asked about funding for the main light. Byers said that at the airport in Washington, where he was working with the planner and engineer, they had also approached the project funding strategically decided to use expected AIP funding for runway lighting and turning to BIL funding for lights and REILs, and that this was made possible by splitting the work into two reasonably distinct projects, one fundable by AIP and the other with BIL. His view was that BIL funds, given their size, should probably be approached strategically by aiming for discretionary projects that could be combined into a large project, but they are awaiting FAA guidance. He is hopeful that the fact that money has been appropriated means that the money will either be immediately available in lump sum or that it will be possible to borrow against it for larger projects. Clair asked what planning for the taxiway existed in the master plan, and Tharp said that the master plan did not include a full parallel taxiway. Clair and Lawrence suggested that since they will be extending 3-0, a taxiway at that end would be a good idea. Byers replied that an approach to getting the funding might include splitting up the job into non-BIL and BIL segments, so that the middle was BIL funded, and BIL was not being used for taxiway work projects fundable in other ways. Lawrence asked Tharp and Byers to come back to the Commission after FAA guidance is released with proposals for how to combine AIP and BIL funds to carry out prioritized projects. c. Airport Operations i. Management 1. Airport Frontage Area/Parking Lot Tharp said that Airport engineering was putting a plan and specs together for the parking lot and expected to have something to show in February; recently they have been focused on pulling together a report for the City Council's budget meetings. Several members noted that parking was cramped with charter flight success taking up existing parking spaces. ii. Budget Tharp said that the budget and CIP presentations to City Council had gone well and that he was not expecting pushback on current operations. a. Art Mural January 13, 2021 – 6:00 P.M. Page 4 of 7 i. Fundraising Clair said he and Pfohl had talked with Marcia and Wendy and adjusted plans, and come up with a fundraising concept similar to what they had used for the simulator. They do not expect that the City's contribution of $8,000 will be enough for anything beyond a very basic mural, and believe that they might need another $12,000 for a more complex mural showing the history of the Airport. His fundraising idea involves including paintings of donors' aircraft in the mural, so long as each aircraft has had at least one flight into Iowa City, with large donations qualifying for a foregrounded aircraft and smaller ones backgrounded. Assuming they are able to find the funding, Wendy and Marcia suggested they use an RFP rather than an RFQ process, in March. Clair said that he had indicated to them that the Airport Commission was not in a hurry, in part because they did not know exactly when the new doors would be installed, and that their priority was quality. Marcia and Wendy assured them that project delay for a funds drive would not lead to loss of City funding, so they are now planning to do the project in summer 2023. Bishop asked whether the funding drive could be structured as a charitable drive, and Schwickerath said that the letters sent for contributions to the requisite City account did not suggest that the gift was tax-deductible. However, she said, contributions through the Community Foundation of Johnson County could be charitable and thus tax-deductible, but that going through the Foundation would involve a fee, and that she would check into that. Bishop believed people would be more inclined to give if there were a tax benefit and described strategies for doing so. Clair suggested that the Commission should go ahead with pursuing avenues for charitable contribution to the mural fund and, if this were a possibility, making sure that it was advertised in the fundraising campaign. Pfohl noted that the publicity for the project should also include the Commission's rights to control mural content and future changes to the mural. Bishop suggested that "Aviator" level donation start at $1,000, and Lawrence suggested "Navigator" could start at $2,000, and said he'd pointed out to Marcia that his Cessna 182 model had cost $500, so it was not unreasonable to think that aircraft owners might give at that level. Pfohl asked whether it would also be possible to have an exhibit of Airport historical items in the lobby. Wolford suggested they include getting more copies of a book of Iowa City's history. Tharp pointed out that the terminal is cramped, but said he would look to see what could be done. Clair suggested making a photograph-diagram of the mural indicating the aircraft and donors for the terminal. Clair said he would send an email around for more suggestions on details of the fundraising plan. Orozco asked how the fundraiser would be advertised; Clair said they had a list of current pilots, and could also compile lists of other airport users, put the information on the Airport website, and use City announcements. Wolford suggested selling inclusion of specific aircraft even if they were not donor-owned. Clair suggested limiting donor slots to limit mural elements, and Lawrence said that this would all have to be worked out with the artist. Potential donor-priority strategies were discussed to encourage donation before either an artist or a budget had been settled, with exact representation of the aircraft uncertain. Bishop asked what it would cost to paint the building a solid blue, just for a baseline, and Tharp said that an earlier solid-color paint job had cost $8,000. Bishop considered that the mural might cost considerably more than $20,000. ii. RFQ Clair and Pfohl will talk again with Marcia and get RFP (not RFQ) language written soon in order to start getting details on whom the artist might be, what the budget might entail, and what might reasonably be offered to donors. Lawrence expected January 13, 2021 – 6:00 P.M. Page 5 of 7 an RFP might close sometime in April. Pfohl pointed out that Marcia is retiring at the end of March and that it would be good to move quickly. 2. Fuel Flowage Fees Clair had no updates on fuel flowage fees. iii. Events Tharp said that Iowa Aviation Conference event was in April. The Airport will also host the 2022 Iowa Aviation Conference, April 12-14. The designated hotel, the Graduate, seemed problematic because Iowa law requires that public conferences be held at venues that specifically support anti-human-trafficking measures and the Graduate is not listed as having an anti-trafficking program in place, but this is an error, so Tharp has received their certificate and the plans can proceed. The 12th will involve an axe-throwing activity. Most of the classroom sessions will be held on April 13th, and an Airport tour will be available on the 14th. Attendees are expected to be primarily Iowa airport operators and some commission members. Tharp welcomed Commissioners' attendance. There is a registration fee, and Tharp is looking for sponsorships. d. FBO / Flight Training Reports Clair said he had asked Wolford for a usual Jet Air update but also for a strategic plan. Wolford said the current maintenance report was just that they'd plowed snow. i. Jet Air Wolford gave a presentation of Jet Air's operations and history. He said that on a daily basis, Jet Air had about 30 employees on site, not counting pilots. At its inception in 2001, there had been 4-5 employees. Jet Air has two hangars in Iowa City, and also has an operation in Burlington, founded in 2000. The original operation in Galesburg, IL was founded in 1969, and still has many longtime employees. Jet Air has an aircraft leasing operation in Wisconsin (two Skyhawks) and another in St. Croix, USVI, with two Citations leased to medical operations. Aircraft have been imported or exported from Colombia, Brazil, Venezuela, Panama, Nicaragua, Guatemala, Mexico, the Dominican Republic, Spain, Italy, Germany, Britain, Austria, South Korea, China, New Zealand (a Stearman), and many other locales. Much of the business in Iowa City is charter flights, but this operation also performs air medical (including for Mayo), aircraft maintenance and trains workers. Overall, the corporation has two maintenance shops, 3 FBOs, 8 charter jets, 10+ trainers, 80+ employees, and is involved in 45+ aircraft sales annually. The charter fleet is a Cessna fleet, and the training fleet is mainly Cessna 172s but includes a '42 Boeing Stearman and a taildragger 2017 American Legend AL3. Future growth constraints at this point include facility constraints (including runway length, which Wolford expects current runway work will help to alleviate, and office space), aircraft inventory, supply chain, pilot shortages, and fuel costs. Current advantages include goodwill from a strong reputation, limited competition in the market, a streamlined fleet, and strong demand in every segment. Wolford credited the operation's success in part to his and other owners' being active pilots and personally invested in the aviation life of the customers, regardless of the sort of interests or aircraft the customers might have. Careful management of the charter fleet has also helped; although the charter fleet size was once 50% larger, last year they flew 50% more flights than ever before. Aircraft prices are also up strongly and the unusual market conditions mean that Jet Air has to be prepared to move fast and take advantage of unexpected opportunities rather than committing to a particular plan. Currently the guidelines are to remain flexible and calm, and to remember that the industry is cyclical and fast-changing. January 13, 2021 – 6:00 P.M. Page 6 of 7 1. Jet Air Outlook Plan The current general plan is "do more business": boost current revenue streams in all areas: through increasing the charter fleet, aircraft sales and leasing (especially for air medical and flight school operations), move into new market segments with different types of aircraft including antiques, build the pilot pipeline from maintenance to charter pilot, and keep looking for new opportunities and partnerships. In ensuing conversation about how the Iowa City operation had been very successful and a good relationship, several commissioners returned more seriously to the idea of looking at expanding the offices and terminals with BIL money, and suggested that it could at least be used for preliminary studies. e. Commission Members' Reports Orozco reported that she and Clair had attended a recent City Council meeting to introduce themselves and give the Airport's annual report in brief. f. Staff Report Tharp said that he and Wolford had walked through the Airport's budget process and familiarized Wolford with its constraints. SET NEXT REGULAR MEETING FOR: Clair set the next meeting for February 10th, 2022. All Commissioners expected to be present. ADJOURN Clair called for a motion to adjourn; Pfohl moved and Orozco seconded, and the motion passed by a 5-0 voice vote. Meeting was adjourned at 7:25 pm. ______________________________________________ ___________________ CHAIRPERSON DATE January 13, 2021 – 6:00 P.M. Page 7 of 7 Airport Commission ATTENDANCE RECORD 2021-2022 NAME TERM EXP. 01/14/21 02/11/21 03/11/21 04/08/21 05/03/21 05/13/21 06/10/21 07/08/21 07/15/21 08/12/21 09/09/21 10/21/21 11/18/21 12/09/21 01/13/22 Warren Bishop 06/30/22 X X X X X X X X O/E X X X X X X Scott Clair 06/30/23 X X X X O/E X X X X X X X O/E X X Christopher Lawrence 06/30/25 X X X X X X O/E X X X X X O/E X X Hellecktra Orozco 06/30/24 X X X X/E O/E X X O/E O/E X X X X X X Judy Pfohl 06/30/22 X X X/E X X X X X X X X X X X X Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time Item Number: 12. February 10, 2022 Community Pol ice Review Board : F ebruary 8 AT TAC HM E NT S : Description Community P olice Review Board: F ebruary 8 Item Number: 13. February 10, 2022 Plan n ing & Z on ing Commission : Jan u ary 5 AT TAC HM E NT S : Description Planning & Z oning Commission: J anuary 5 Item Number: 14. February 10, 2022 Sen ior Cen ter Commission: January 20 AT TAC HM E NT S : Description Senior Center Commission: J anuary 20 Ate riandouts Distributed ZZ Date) 14 i CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 1319) 356-5000 319) 356-5009 FAX www.icgov.org City Council Agenda - February 15, 2022 -Formal Meeting Information submitted between distribution of packet on Thursday and 4:30pm on Monday. Late Addition(s): 16. Announcement of Vacancies - New Public Art Advisory Committee - One vacancy for an Art -Design Professional to fill an unexpired term. effective upon appointment -- December 31. 2022. (Nancy Purington resigned) Correspondence included in Council packet. Public Art Advisory Committee -- One vacancy to fill an unexpired term, effective upon appointment - June 30, 2023. (Sandy Steil resigned) Correspondence included in Council packet. Public Art Advisory Committee - One vacancy For an Art -Design Professional to fill an unexpired term. effective upon appointment - December 31. 2023. (Jan Finlayson resigned) Correspondence included in Council packet. Late Handouts ; 2110122 Information Packet IP3 Memo from City Attorney: Draft Council Meeting Rules (See revised Draft Council Meeting Rules) City Council Procedural Rules for the City of Iowa City Late Handouts Distributed (adopted in Resolution No. 22- ) Part I. General Provisions 2— ►L -ZZ— (Date) Rule 1. Scope of Rules. These rules shall govern the conduct of the Council and shall be interpreted to ensure fair and open deliberations and decision making. Rule 2. Robert's Rules of Order Adopted. The rules of parliamentary practices comprised in the current edition of "Robert's Rules of Order", as amended, shall govern the sessions of the City Council in all cases in which they are applicable and where they are not inconsistent with the standing rules of the City Council or the laws of the State. Iowa City Code 1-5-6(A). Per City Charter Section 2.09, the Council may determine its own rules and shall maintain records of its proceedings consistent with state law. Rule 3. Matters Not Covered. Any matter or order or procedure not covered by these rules shall be referred to the Presiding Officer (typically the Mayor or Mayor Pro Tem), who shall decide the matter with the assistance and advice of the City Attorney or his or her representative in conformity with the purpose of these rules in a fair and expeditious manner. The decision of the Presiding Officer may be reversed only by a majority vote of the Council. Rule 4. Interpretation. These rules are intended to supplement and shall be interpreted to conform with the statutes of the State of Iowa and the ordinances of the City of Iowa City. Part 11. Time and Place of Meeting Rule 5. Regular Meetings. Formal Council meetings shall be held on the first and third Tuesday of each month excluding holidays, in Emma J Harvat Hall, City Hall of Iowa City, Iowa starting at 6:00 o'clock p.m., Central Standard Time, or Central Daylight Time, whichever is in effect in the City of Iowa City at the time of said meeting. Work Session meetings are held on the same day as Formal meetings, starting at 4:00 p.m. Work Session meetings are for discussion by Council and guidance to City staff, but no formal votes or actions are taken. Meeting dates, times, and locations may be changed, or the meeting waived, by the Mayor. Decisions regarding scheduling of meetings may be reversed by a majority vote of the Council. Rule 6. Special Meetings. Special meetings (Formal or Work Session) may be called by the Mayor or by any three Council Members. A call for a special meeting shall be communicated to the City Clerk in writing unless the announcement of the special meeting is made at a regular meeting. If the call for the meeting was not made at a regular meeting, the following shall apply: • Notice of the calling of a special Council meeting shall be in writing and shall include the time and place of said meeting, the business to be conducted at said meeting, and the person or persons calling said meeting. • Notice shall be served on each Council Member at least twenty-four (24) hours prior to the time of said meeting by delivering a copy thereof to the Council Member electronically at the email address as shown by the records of the City Clerk. • Provisions for the call, notice, or time of service may be waived if the entire Council shall consent in writing thereto. • Provisions of the method of service may be waived by the individual Council Member affected thereby. Rule 7. Quorum. A majority of all Members elected to the City Council shall constitute a quorum for transaction of business. Part III. Agenda Rule S. Preparation of Agenda. Prior to each regular or special Council meeting the City Clerk shall publish an Agenda which contains all items the Council anticipates acting upon at the meeting. Rule 9. Consent Agenda. In preparing an Agenda the City Clerk shall separately designate items as "Consent Agenda" which may be acted upon by the Council under these Rules. All items on the "Consent Agenda" shall consist of routine, non -controversial items which in the City Manager's determination can be appropriately considered in bulk at the Council meeting. If the Mayor or any Council Member specifically requests that any of the items be considered separately, these items will be removed and considered later on the Agenda. Rule 10. Agenda Items. The Mayor, at least three Council Members, the City Manager, the City Attorney, or the City Clerk may have an item included upon the Agenda by requesting the City Clerk to include the item. Rule 11. Sponsor Required. The City Clerk shall not place upon the Agenda any matter for reconsideration unless sponsored by a Council Member who voted on the originally prevailing side. Part IV. Conduct of Meei s Rule 12. Call to Order. The Mayor or Mayor Pro Tem shall call the meeting to order at the appointed hour. In the absence of the Mayor or Mayor Pro Tem the City Clerk shall call the meeting to order and a temporary Presiding Officer shall then be selected under Rule 14. Rule 13. Roll Call. Before proceeding with the business of the Council, the City Clerk shall call the roll of Council Members present and enter those named in the minutes. Rule 14. Presiding Officer. The Mayor, or in the Mayor's absence or incapacity, the Mayor Pro Tem, shall be the Presiding Officer at all Council meetings. If both the Mayor and Mayor Pro Tem are absent the most senior Council Member present shall preside. In the event two or more Council Members equally possess the greatest seniority then the eldest person among them shall preside. Rule 15. Control of Discussion. The Presiding Officer shall control discussion of the Council on each Agenda item to assure full participation by the Council in accordance with these rules. Rule 16. Order of Consideration of Agenda. Except as otherwise provided in these rules, each Agenda item shall be considered in the numerical order assigned by the City Clerk. Each Agenda item shall be separately announced by the Presiding Officer, for purposes of discussion and consideration. The entire Consent Agenda shall be considered a single item. Except as otherwise ordered by the Mayor or a majority of City Council, the order of the Agenda shall be as follows: 1. Roll Cali 2. Mayor's Proclamations 3. Consent Agenda 4. Community Comment (for a length determined by the Presiding Officer) 5. Planning and Zoning Matters: hearings, recommendations, ordinances and resolutions, with the exception of setting public hearings which shall be on the Consent Calendar 6. Other Public Hearings 7. OtherOrdinances 8. OtherResolutions 9. City Council Information 10. City Manager, Deputy City Manager, City Attorney, and City Clerk Report 11. Adjournment Rule 17. Presidine Officer's Rlght to Speak Last. The Presiding Officer has the right to close debate and speak last on any item. Part V. Public Participation Rule 18. Public's Right to Address Council. Persons other than Council Members shall be permitted to address the Council only upon specific Agenda items, and only at Formal Council meetings. No public comment is allowed at Council Work Session meetings unless the person(s) is directly invited by the Mayor or a majority of Council. Rule 19. Manner of Addressing Council. At each Formal Council meeting, a person desiring to address the Council shall step to the podium, state their name, the city or town where they reside, and any group they represent, and speak clearly into the microphone. They shall also legibly write their full name and city or town of residence on the speaker log. At all public hearings, each speaker who has a special right to object by virtue of their address shall be required to provide their address and group affiliation (if any). If electronic participation in the meeting is permitted by Council, the person shall use the prescribed method for comments. Presiding Officer at ali times. Rule 20. Time Limit on Public Comments. Persons wishing to address Council shall be limited to no more than three minutes speaking time per Agenda item on which the public is allowed to speak, unless additional or Tess time is determined by the Presiding Officer, based on the number of persons wishing to speak and/or the length of the Council meeting. Total public input on any agenda item can be further limited to a fixed period by the Presiding Officer. A majority vote of the Council may alter the time limitations of this rule. For planning and zoning matters, applicants and/or their representatives shall not be subject to this time limitation but may instead have reasonable time limits imposed by the Presiding Officer. Rule 21. Public Comments to Be Germane. Public comments must relate directly to the subject under consideration. The Presiding Officer shall rule on the germaneness of public comments. While Council absolutely respects the public's First Amendment rights when addressing Council, speakers are most persuasive when they make substantive arguments supported by facts, not when they inste-a •- - - b - Persons making non -germane remarks during any portion of the meeting or n -king disruptivc remarks or engaging in any action that otherwise impedes the orderly conduct of a Council meeting shall not be recognized by the Presiding Officer during the remainder of the meeting. To ensure the meeting is conducted orderly and free from interference or interruption, the Presiding Officer is vested with exclusive discretion to review and determine whether remarks or actions meet any prohibited terms of this rule. W tho t'imitation Aarguing with the Presiding Officer about any determination will be considered per se disruptive. Peres who make or atte -k-e 1 ;7 ger+ - - - _ . g -a, por,. n., o{ the meeting shall not be recognized by the Presiding Officer during the remainder of the meeting. Rule 22. Rules of Conduct. The following rules are adopted for the conduct of those attending Council meetings: • Only persons recognized by the Presiding Officer will be allowed to speak. The Council wishes to hear from members of the public as part of respectful, civil debate and. In order t_ ensure that members of the public do not feel bullied or intimidated, there shall be no - , uring or at the conclusion of a speaker's -• s- • - comments. These rules are intended to promote an orderly and dignified system of conducting a public meeting, to give every interested person an opportunity to be heard without being chilled from doing so, and to ensure that no individual is deprived of their right to petition their government. Applause is permitted following proclamations and special recognitions. • All remarks must be addressed to the Council as a body, and not toward any City employee or Council Member individually. No slanderous remarks or unreasonably loud or abusiv language which disrupts ar is intcndod to disrupt the good order of a Cow should be made. • Public comment is intended solely so that members of the public may be heard by Council. No questions shall be asked of, or discussion had with, individual Council Members, the Presiding Officer, Council as a whole, or City employees present during public comment portions of the meeting. In order to comply with open meetings laws and proper meeting procedure, Council cannot answer questions posed to them by the public or engage in discussion or debate until the appropriate time for Council discussion. However, Council may ask staff to follow up with the speaker. • Persons may address each agenda item only once. • Organized groups that wish to make a presentation longer than the public comment period time allows may consolidate the speaking time of persons who are present and willing to give up their speaking time on the subject agenda item. Said consolidation may result in no more than six minutes of speaking time for any single speaker. • No person shall be permitted to enter the demarcated area in front of or behind Council Members without the permission of the Presiding Officer. Rule 23. Failure to Follow Council Rules. To enable the Council to transact the business of the City and conduct efficient meetings, persons other than Council Members who violate these rules and/or fail to follow the direction of the Presiding Officer on more than one occasion during a Council meeting shall face sanctions, including the following: • A verbal warning; or • Not being recognized to speak at the remainder of the same Council meeting; or • Being directed to leave the Council meeting; or • Being suspended from attending one or more subsequent Council meetings; or Being charged with a municipal infraction for violating Council rules • Being charged with one or mare-crirninal offenses as applicable. The Presiding Officer is empowered to make the determination of when violations have occurred, and to impose the appropriate sanction which. While the sanctions will normally be progressive in nature. Steps may be skipped if the violation is sufficiently egregious. Failure to adhere to sanctions imposed are grounds for additional sanctions. Part VI. Council Action Rule 24. Motion Required. All action requiring a vote shall be moved by a Council Member. Rule 25. Motion to Reconsider. A motion to reconsider must be made by a Council Member who was on the prevailing side in the original action. Rule 26. Call for Vote. At the conclusion of discussion the Presiding Officer shall call for a vote, provided however, a majority of the Council may require a vote at any time. Rule 27. Action an Consent Agenda. Except as herein provided the "Consent Agenda" shall be considered in bulk and voted upon in a single motion. Any items upon which any Council Member wishes to speak shall be considered separately and not as a portion of any motion calling for action upon the remainder of the "Consent Agenda". Rule 28. Consideration Out of Order. With the consent of a majority of Council, any Agenda item may be considered out of order at the request of a Council Member. Part VII. Miscellaneous Rule 29. Motions. At any appropriate place on the Agenda any Council Member may make a motion for the Council to act upon any matter if the motion is germane to the matter under consideration. Rule 30. Waiver of Ordinance Readings. A Council Member may move the final passage of an ordinance, with waiver and suspension of the requirement that an ordinance must be considered and voted on for passage at two Council meetings prior to the meeting at which it is to be finally passed, by reciting the following motion: "I move that the rule requiring that ordinances must be considered and voted on for passage at two Council meetings prior to the meeting at which it is to be finally passed be suspended, that the second consideration and vote be waived, and that the ordinance be voted on for final passage at this time." Rule 31. Suspension of Rules. These rules or any part hereof, may be suspended for a specific purpose by a two-thirds majority of the Council. Rule 32. Public Hearings. Any other rule to the contrary notwithstanding, unless required by statute or necessary to conform to proceedings required for a special purpose, a public hearing shall commence when declared open by the Presiding Officer and shall close when closed by the Presiding Officer or by other formal action of the Council. Rule 33. Informal Requests. A Council Member, before or during the consideration of any matter, or in the course of a hearing, may request and receive information, explanations or the opinions of the City Manager, City Attorney, City Clerk or any City employee. Rule 34. Electronic Participation. Unless it has been determined that the Council meeting must be entirely electronic, Council Members are encouraged to be physically present for all Council meetings. However, it is the policy of this Council to secure electronic participation by absent Council Members whenever it is physically feasible where such participation is necessary or desirable because of statutory voting requirements or the importance of the subject matter to the public. Notwithstanding this policy, unless the meeting is entirely electronic, in accordance with Iowa Code section 21.8 as amended, a majority of Council Members must be physically present for all Council meetings. Council Members intending to participate electronically shall alert the City Clerk to their intent as soon as practical. Although it is not required, Council may permit members of the public to participate by electronic means. All pertinent rules herein apply to those participating remotely. Rule 35. Abstentions. Pursuant to Section 380.4 of the State Code, in the absence of a conflict of interest, a Council Member who abstains is included for purposes of determining whether a measure has passed. Legal significance or effect must be given to a Council Member's abstention when the abstention is not required by a conflict of interest in order to prevent frustration or abuse of the legislative process. So, in order to assure that a Council Member must vote "no" in order to defeat a measure and may not do so by inaction, an abstention for reasons other than a conflict of interest shall be deemed a vote with the majority or, in cases of a tie vote, a vote in the affirmative. For purposes of this rule, the statement of a Council Member that the Council Member declines to vote by reason of a conflict of interest is conclusive. Rule 36. Appointments to City Boards and Commissions. The following persons shall not be eligible for appointment to, or continued service on, City Boards and Commissions: 1. A Council Member's spouse, domestic partner or partner by cohabitation, children, step- children, children for whom the Council Member assumes parental responsibility, mother, father, son-in-law, daughter-in-law, mother-in-law, father-in-law, step-parent, brother, sister, step -sibling, half -sibling, brother-in-law, sister-in-law, grandparent and grandchildren, aunt, uncle, niece, nephew, first cousin, foster parent, foster child, persons who are parents of the same child, and persons with whom the employee is in an intimate relationship. 2. A current member of a City Board or Commission, unless dual or joint memberships are provided for in the resolution, ordinance, or statute which creates the Board or Commission to which appointment is beingmade. 3. A current member of a comparable County Board or Commission, unless dual or joint memberships are provided for in the resolution, ordinance, or statute which creates the Board or Commission to which appointment is being made. In addition, each application for reappointment to a City Board or Commission will be considered without regard to incumbency. Except in unusual circumstances, an individual should be limited to one reappointment to a full term in order to increase the opportunities for new applicants to serve. Furthermore, because it is in the best interest of the Council and all residents that Council Members remain unbiased in their decision-making processes and avoid situations which might foster bias in favor of a human service agency seeking Council funding on whose board the Council Member serves, no Council Member shall serve as a member of the governing board of any human service agency which is funded by, or anticipates requesting funding from, the City of Iowa City.