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HomeMy WebLinkAbout2023-10-17 Bd Comm minutes Item Number: 3.a. CITY OF IOWA CITY COUNCIL ACTION REPORT October 17, 2023 Ad Hoc Truth & Reconciliation Commission: September 21 Attachments: Ad Hoc Truth & Reconciliation Commission: September 21 September 21, 2023 Approved Ad Hoc Truth and Reconciliation Commission (TRC) Minutes Emma J. Harvat, City Hall Commissioners present:Chastity Dillard,Chad Simmons, Louis Tassinary, Lauren Merritt, Wangui Gathua, Marie Krebs. Commissioners not present: Eric Harris, Sikowis Nobiss, Clif Johnson. Staff present:Stefanie Bowers, Redmond Jones. Meeting called to order: 7:05 p.m. Reading of Land Acknowledgement: Dillard read the Land Acknowledgement. Approval of the minutes from August 24,September 7, and September 21:Simmons moved, the motion was seconded by Tassinary. Motion passed 6-0. Public Comment of Items not on the Agenda: Annie Tucker mentioned a report done back in 2013 by the Iowa City Coalition of Racial Justice, and a racial equity report completed by the City of Iowa City in 2015.Tucker thought that the TRC could use these reports in its fact-finding session on September 27. Strategic Doing Workshops Follow Up:Three events total were held,one of which was done in Spanish. The 3 pathfinder projects are: 1) A Financial Literacy& Credit Builder Program. Members:Tracy Jon Sargeant, Charles Eastham,Amos Kiche, Louis Tassinary. Meeting October 30 at 6 pm at the Center for Worker Justice. 2) Community Cohort- Develop a curriculum for a cohort of community members to engage in truth-telling, fact-finding, and reconciliation/healing throughout the community. Members: Monica Nieves, Chastity Dillard,Tony Branch, Laura Bergus, Annie Tucker, Clif Johnson, Mark Pries, Kim Scott, Wangui Gathua. Meeting October 1 at 4 pm at (CORE Boxing Club. 3) A Focused Marketing Campaign for BIPOC& Ethnically Oppressed Peoples to connect them to employment opportunities &training through Iowa Works. Members: Lauren Merritt, Kate Moreland, Nancy Bird, Marie Krebs, Corey Johnson. Meeting October 2 at 5 pm on Zoom. 1 Additional ideas were faith-based curriculum for anti-racist work,and African community space hosted at ICOR Boxing. *Spanish Pathfinder Projects 1) Wage Theft, 2) Cultural Space. Where Do We Go from Here—A Suggested Roadmap Our Future Presentation: Simmons spoke on suggested next steps for the Truth and Reconciliation Commission. They include continue lifelong learning process, communicate the need for the TRC to be a permanent commission, develop and gain support for a new charter,finalize the TRC process, final presentations, and new commission would begin in July 2024. Fact-Finding Session: It will he held on September 27 in the Assembly Room at the Senior Center. Kearns and West will facilitate it. It will include an agreement of how fact-finding should go. Phase One Facilitator Work Plan:The Healing Partners will select dates between October 9-23 to conduct two circles. Staff will work on a location. Adjourned: 9:04 p.m. To view the video of this meeting please visit this link. 2 AD HOC TRUTH&RECONCILIATION COMMISSION ATTENDANCE RECORD YEAR 2023 Meetin Date TERM 5/4 6/1 6/15 7120 8/1 8/2 8/3 8/17 8124 9/7 9/14 9/21 NAME EXP. Dillard 12/31/24 p p p p p p p p p p p p Gathua 12/3124 p p p p p p p p p A p p Harris 12/3124 p A A A A A A A A A A A Johnson 12/31/24 p p p p p p p p p p p A Krebs 12/31/24 p p p p p p p p p p p p Merritt 12/3124 p p p p p p p p A p p p Nobiss 12/31/24 p A p p p p p p A p A A Simmons 12/31/24 - - - - A p p p A p Tassinary 12/3124 _ _ p A p p p p KEY: P = Present A =Absent Item Number: 3.b. CITY OF IOWA CITY COUNCIL ACTION REPORT October 17, 2023 Ad Hoc Truth & Reconciliation Commission: September 27 Attachments: Ad Hoc Truth & Reconciliation Commission: September 27 September 27,2023 Approved Ad Hoc Truth and Reconciliation Commission (TRC)Minutes Assembly Room, Iowa City Senior Center Commissioners present:Chastity Dillard, Lauren Merritt, Wangui Gathua, Louis Tassinary, Chad Simmons. Commissioners not present: Eric Harris, Marie Krebs, Sikowis Nobiss,Clif Johnson. Staff present: Redmond Jones,Stefanie Bowers. Meeting called to order: 5:47. Reading of Land Acknowledgement: Merritt read the Land Acknowledgement. Fact-Finding Workshop:The facilitators opened the conversation by going over important considerations. What does fact-finding mean to you? What makes something factual? What standards should the TRC use to identity a piece of information as fact? How should the TRC define the facts that need to be found to fulfill its mandate? Key questions are topics, sources,depictions, context, and other considerations.Topics include but are not limited to public safety,economy, civil life, housing, and health. The Commission spent the rest of the meeting time discussing and selecting focus topics and within those topics'sources of data, indicators, and methodology for collection. Kearns and West compiled the information and will provide follow-up to the TRC as its next meeting date. Adjourned: 9:04 1 AD HOC TRUTH&RECONCILIATION COMMISSION ATTENDANCE RECORD YEAR 2023 MecBn Date TERM 5/4 6/1 6/15 7/20 8/1 8/2 8/3 8/17 8/24 9/7 9114 9/21 9/27 NAME EXP. Dillard 12/31/24 p p p p p p p p p p p p p Gathua 12/3124 p p p p p p p p p A p p p Harris 12/3124 p A A A A A A A A .A A A A Johnson 1213124 p p p p p p p p p p p A A Krebs 12/31/24 p p p p p p p p p p p p A Merritt 1213124 p p P p p p p p A p p p p Nobiss 12/31/24 p A p p p p p p A p A A A Simmons 12/3124 - - - - - A p p p A p p Tassinary 12/31/24 - - _ p A p p p p p F- I T -L F KEY: P = Present A =Absent Item Number: 3.c. CITY OF IOWA CITY COUNCIL ACTION REPORT October 17, 2023 Civil Service Commission: October 2 Attachments: Civil Service Commission: October 2 Minutes—Final City of Iowa City Civil Service Commission Monday, October 2, 2023— 11:00 a.m. City Manager's Conference Room Members Present: Rick Wyss,Ashley Jennings Members Absent: Chi Ogboko Staff to the Commission Present: Karen Jennings, Tracy Robinson Other Parties Present: Police Chief Dustin Liston Recommendation to Council (become effective only after separate Council action): None. Call to Order: Wyss called the meeting to order at 11:00 a.m. Certification of hiring list for the position of Police Officer: After a brief discussion, A. Jennings moved to certify the list as presented, Wyss seconded and all were in favor. Adjournment: A. Jennings moved to adjourn, Wyss seconded, and the meeting was adjourned at 11:09 a.m. October 2, 2023 CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 To: The Honorable Mayor and the City Council (3 19) 356-5000 (319) 356-5009 FAX RE: Civil Service Entrance Examination—Police Officer www,icgov.org We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby certify the following named person(s) as eligible for the position of Police Officer. 1. Carson Barron 2. Morgan Light 3. Johanna Steggall 4. Arno Sindelar III Iowa City Civil Service Commission Rick Wysss'_l Chi Ogb y1 Ashley Jenr"i4s ATTEST. GP— K Ilie Grace, Ci Cler ) ± \ f \ ƒ § _ \ 2 » - e \2 / � k /\ CL m ! \ mG ) (k ) a ) / k C CN cof _ ) ( }\ 0 IL � \U) ] 2 = $ }/{ 0 c $ / ) } } a < - M -ao \ - k \ ) ) 7 � 72j / Ig ! ) © \ \ § } { 7 ! 7 / : j } \ § \ \ k / 3 _ 3: -0 - � ) } 2 / ) ) 2 k ) ) 2 f ) ) 2 ) ) \ & d + @ / < ± _ § } § LL e ± LL / § ± / % 6 U- / / § a Board/Commission: Civil Service Commission Attendance Record Year2023 (Meeting Date) Term 1/19/23 2124123 414123 4125/23 7128123 1012/23 Name Expires Rick Wyss 411124 X X X X X X Chi Oqboko 4/7/25 X X O/E O/E X O/E Ashley Jennings 1 416/26 1 --- --- X X X X Ann Rhodes 1/25/23 X -- --- --- --- --- KEY: X = Present O = Absent O/E = Absent/Excused NM = No Meeting = Not a Member Item Number: 3.d. CITY OF IOWA CITY COUNCIL ACTION REPORT October 17, 2023 Climate Action Commission: September 11 Attachments: Climate Action Commission: September 11 r CITY OF IOWA CITY MEMORANDUM Date: Sept. 12, 2023 To: Mayor and City Council From: Sarah J. Gardner, Climate Action Commission Re: Recommendation from Climate Action Commission At their September 11, 2023 meeting the Climate Action Commission made the following recommendation to the City Council: (1) Proceed with the Renewable Natural Gas and High-Strength Waste Codigestion project at the Wastewater Treatment Facility Additional action (check onel X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action SAECform.doc r CITY OF IOWA CITY MEMORANDUM Date: September 12, 2023 To: Mayor and Council From: Climate Action Commission Sarah J. Gardner, Climate Action Coordinator Re: Recommendation to proceed with the Renewable Natural Gas and High-Strength Waste Codigestion project at the Wastewater Treatment Facility The purpose of this memo is to express the unanimous support, as determined by vote, of the Climate Action Commission for the proposed Renewable Natural Gas Production and High Strength Waste Codigestion project for Iowa City's wastewater treatment facility. Said project was deemed by the Commission to be aligned with the City of Iowa City's Climate Action and Adaptation Plan and in keeping with the city's climate action values. This vote followed a presentation during the September 12, 2023 meeting of the Climate Action Commission by Randy Wirtz of Strand Associates, who was joined by Public Works staff, including Ron Knoche, Ben Clark, and Tim Wilkey, to assist in answering questions. The presentation was followed by lengthy discussion in which Commission members asked Wirtz and the Public Works staff a number of questions, including as to the potential impacts to the surrounding area, funding mechanisms, market fluctuations, and feedstock sourcing. At the conclusion of the discussion, one member of the Commission, an employee of MidAmerican Energy, recused herself from the vote as representing a company with a potential financial interest in the project. The remaining members of the Commission voted unanimously to proceed with the project subject to the assumptions and conditions outlined in the presentation, which include a recognition that although the project will not directly reduce the City's greenhouse gas emissions, it contributes in an important and meaningful way to reducing greenhouse gas emissions globally. Details of the presentation can be found in the agenda packet for the September 12, 2023 Climate Action Commission meeting and details of the discussion can be found in the subsequent meeting minutes. The Climate Action Commission is happy to elaborate further on this recommendation upon request from the City Council. MINUTES FINAL IOWA CITY CLIMATE ACTION COMMISSION SEPTEMBER 11, 2023 -3:30 PM — FORMAL MEETING EMMA J. HARVART HALL MEMBERS PRESENT: Michal Eynon-Lynch, Jamie Gade, Wim Murray, Michelle Sillman, Gabriel Sturdevant, Matt Krieger, Brinda Shetty, Ben Grimm MEMBERS ABSENT: John Fraser, Matt Walter STAFF PRESENT: Sarah Gardner, Daniel Bissell, Megan Hill, Diane Platte, Tracy Hightshoe, Danielle Sitzman, Ron Knoche, Ben Clark, Tim Wilkey OTHERS PRESENT: Randall Wirtz(Strand Associates) RECOMMENDATIONS TO COUNCIL The Climate Action Commission recommends proceeding with the Renewable Natural Gas and High-Strength Waste Codigestion project at the Wastewater Treatment Facility, as detailed in the attached memo. CALL TO ORDER: Eynon-Lynch called the meeting to order. APPROVAL OF AUGUST 7, 2023 MINUTES: Gade moved to approve the minutes from August 7, 2023. Sillman seconded the motion, a vote was taken, and the motion passed 8-0 PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. ANNOUNCEMENTS: Action Items from last meeting (Staff): • Attendance sheet in the previous minutes was corrected. Commission members have volunteered to participate in Climate Fest events and Fleet Transition Plan. Staff included an invitation in the September Climate Action newsletter for community members to participate in the visioning exercise planned for today's meeting. Working Group Updates: • Energy Benchmarking (Krieger, Fraser, Shetty): Included in the agenda packet was a memo prepared by the group outline the voluntary benchmarking program for businesses to enter their data in Energy Manager. From this, City staff, business owners, and the utility will be able to work together to reduce energy usage. Bissell thanked the group for their work. Eynon-Lynch asked if there is a goal for the number of participating entities. Bissell responded the goal is to work with 12 properties in the first year, 9 properties in the second year, and provide energy-saving recommendations to at Climate Action Commission April 3 2023 Page 2 of 6 least 3 properties as noted in the memo. Climate Fest: • Hill thanked commission members Eynon-Lynch, Gade, and Sillman for volunteering to serve as hosts for Climate Fest events and noted the times, dates, and locations for the events were included in the agenda. Hill described the Climate Fest mailer and Goldie sticker sheet and offered copies to any interested Commission members. UNFINISHED/ONGOING BUSINESS: Wastewater Digester t Methane Capture (Strand Associates): • Gardner summarized the project background as follows: Results of the methane capture feasibility study were previously presented to the Climate Action Commission in March 2021. At that time, the Commission felt the high cost was a barrier to implementation. Recent developments, including the rollout of IRA incentives and a computational error discovered in the previous assessment, have led staff to reevaluate the project as potentially viable. Staff wanted to provide the updated information to the Climate Action Commission and a chance to ask any questions about the findings to determine whether or not to recommend a methane capture project at the wastewater facility proceed. • Wirtz gave a project history and described the factors involved with re-evaluating the digestion facilities plan. The Renewable Natural Gas(RNG) Conceptual Design contains more detailed cost evaluations. High-strength waste (fats, oils, grease, high-carbon waste)comes from local industries such as breweries, restaurants, etc. • Wirtz noted four items from the 2018 Climate Action and Adaptation Plan that would be addressed by the RNG and high-strength waste project. • The payback period could vary from 10-15 years to 20-30 years. • Grimm asked what the original payback period was. Knoche answered 45 years. • Shetty asked how the digesters are powered. Krieger asked how the City would pay for the upfront cost of the project. Knoche answered revenue bonds • Grimm asked about the capability to make money. Wirtz estimated the net revenue is around $1 million per year,with the expectation that amount would go up. • Shetty asked about drivers in the Renewable Identification Number(RIN) market. Wirtz noted drivers are mostly political. The federal government created the market in 2005, with the goal to replace transportation fuel with renewable fuel. Prior to 2020, a lot of waivers were granted, driving prices lower. Worldwide, green energy market includes big corporations which are strong drivers. • Gardner noted that other programs the City operates, including recycling programs, are subject to market fluctuations as part of their operating costs, and staff are able to manage those programs accordingly. • Wirtz also noted private equity interest in the RIN market. • Sturdevant asked if the$15 million cost was with or without rebate. Wirtz clarified that is the pre-rebate number. Sturdevant asked if more trucks could be expected on that road. Wirtz noted that traffic would increase somewhat and that should be budgeted for. • Commissioners asked about tipping fees and a possible preference for consistent, local source for feedstock. Wirtz noted "the viability of the project is there with or without trucked waste." If the City wants to be sure the project is actually reducing GHG emissions, it would need to only accept trucks from a certain radius. • Eynon-Lynch asked for the end goal of this discussion. Gardner explained that a Commission member could move to recommend that this project proceed as aligned 2 Climate Action Commission April 3 2023 Page 3 of 6 with the goals of the Climate Action Plan and fitting with the climate action values of the community. If the Commission voted in support of the project, staff would then prepare a memo to city council expressing that support. • Sturdevant asked about other impacts to the site. Wirtz explained the equipment would sit on a pad with screening around it and not a lot of construction would be required. Krieger noted that there is an improvement to the nearby community because the flare would go away. • Krieger moved that the Climate Action Commission's position is that the RNG and high- strength waste project fits with the goals of the CARP. Grimm seconded. Opportunity for additional discussion was given. Murray asked if she was allowed to vote as the MiclAmerican rep; Gardner recommended that Murray recuse herself. A vote was taken, and the motion passed 7-0. Neighborhood and Development Services Report (Hightshoe, Sitzman) • Hightshoe described the makeup of Neighborhood and Development Services(NDS), which includes housing inspection, housing authority, community development, and Metropolitan Planning Organization of Johnson County, and summarized a portion of the NDS report, noting projections of population growth and the need to maintain affordable housing. Hightshoe also described NDS programs related to radon mitigation, neighborhood stabilization, zoning changes, housing rehabilitation, transportation. • Sitzman summarized the other portion of the NDS report, focusing on the urban planning part of development services. Annexation is the process by which land is added to the city. When land comes in, it needs to be designated with a use (zoning). Once something is rezoned, it undergoes a subdivision platting process. Cost of land is the largest overall factor for cost of housing. • Sitzman explained developing a Comprehensive Plan is a multiyear process. The first steps for a Comprehensive Plan update will begin early in 2024. • Sitzman noted that relaxing regulation on duplexes might spur development of duplexes. • Krieger asked what is our vacancy rate for rentals in Iowa City. Sitzman responded the City does not track that, but realtors report that it is usually under 10%. • Hightshoe noted that Affordable Housing Action Plan in 2016 prompted a look at zoning codes to increase housing flexibility to encourage smaller development at different price points. • Eynon-Lynch asked how climate action fits into the planning undertaken by NDS. Hightshoe and Sitzman responded that increasing density, a planning goal, relates to several climate action goals, and that sustainability is an underlying goal of many urban planning principles. • Shetty asked about incentivizing multiuse. Hightshoe and Sitzman described strategies that were effective in the past. • Sillman asked for details on Planning &Zoning recommendations currently under consideration. Sitzman listed the following, noting these do not require a comprehensive plan update to implement: o Allow duplexes in mid-block locations o Allow town-home style multi-family where single family townhomes are allowed in RS-12 single family zones o Simplify the approval process for ground floor residential uses in Commercial distorts o Regulate nursing homes ie. assisted group living like housing and allow it in more multi-family and commercial zoning districts 3 Climate Action Commission April 3 2023 Page 4 of 6 o Modify design standards related to multi-family exterior foundation materials and duplex entrances o Simplify the approval process for town-home style multi-family interior parking design for end units o Reduce lot area, widths, and frontages for single-family duplex, and townhomes in several residential zones o Make changes to the Accessory Dwelling Unit regulations o Add a density bonus to convention zoning districts for affordable housing o Waive the parking requirement for affordable housing units in conventional zones using the bonus o Add a reasonable accommodation request application o Reclassify long-term housing operated by non-profits as a residential use rather than a community service. Visioning indicators of success in built environment Gardner proposed to move the visioning exercise to the next meeting, due to this meeting running overtime, noting the advantages of discussion both land use and transportation together. NEW BUSINESS: SolSmart Zoning and Land Use Best Practices Review • Gardner explained that the City had recently initiated a SolSmart certification process that, similar to the LEED program, allows the City to submit documentation related to solar practices and policies for review by an outside entity to verify that the City is following nationally established best practices in terms of planning and zoning, permitting and inspection, government facilities, community engagement, and market development. The program is through the Department of Energy. She shared an initial report on the City's planning and zoning that affirmed the City is aligned with best practices, noting one exception related to a statement of purpose or intent. Gardner explained this is due to the way Iowa City's code is written, with solar regulations spread throughout several sections rather than being in a standalone section that would begin with a statement of purpose. Gardner noted the PZ-1 report along with additional information about the City's participation in the SolSmart program was included in the agenda packet for this meeting and encouraged commissioners to reach out with any questions. She said staff would update the Commission when the certification process was completed with the designation level achieved. RECAP: • Confirmation of next meeting time and location: o Monday October 2, 3:30-5 p.m., Emma J. Harvat Hall • Actionable items for commission, working groups, and staff: o Gardner will include"state of local climate planning" report in the next agenda packet. o Commissioners will continue visioning indicators of success in built environment (and transportation). 4 Climate Action Commission April 3 2023 Page 5 of 6 ADJOURNMENT: Krieger moved to adjourn, Grimm seconded the motion. A vote was taken, and the motion passed 8-0 at 5:10 p.m. 5 Climate Action Commission April 3 2023 Page 6 of 6 CLIMATE ACTION COMMISSIONATTENDANCE RECORD 2023 4 N W W N_ SO V ' NAME TERM EXP. n.� c" No o w N 01 o N ro N N W W W W O W N N N W Michal Eynon-Lynch 12/31/2024 X X X X X X X X NM X X X Elizabeth Fitzsimmons 12/31/2025 X X X X X NM Ol X E John Fraser 1213112024 X X X I X X X X O/E NM X O/E O/E Jamie Gade 1213112025 X X X X O/E NM X X X Ben Grimm 10/31/2023 O/E X X X X X X X NM X O/E X Clarity Guerra 12/31/2022 x X X * Kasey Hutchinson 12/31/22 X X X Matt Krieger 12/31/2023 X X X X X X X X NM X O/E X Wim Murray MidAmerican X X Rep Michelle Sillman 12/31/20025 X X X 4O/E0/E NM X X X Brinda Shetty UI Rep X X X X O/E XXNM X O/E X GabeSturdevant 12/31/2024 O/E X X X X XXNM X X X Matt Walter 12/31/2023 X X X X X X X NM X X O/E KEY:X= Present 0 =Absent O/E =AbsenttExcused NM= No Meeting * No longer on Commission 6 Item Number: 3.e. CITY OF IOWA CITY COUNCIL ACTION REPORT October 17, 2023 Community Police Review Board: September 12 Attachments: Community Police Review Board: September 12 Final/Approved COMMUNITY POLICE REVIEW BOARD MINUTES — SEPTEMBER 12, 2023 CALL TO ORDER: Chairperson Jerri MacConnell called the meeting to order at 5:32 p.m. The Board welcomed new Board member Jessica Hobart. MEMBERS PRESENT: Ricky Downing, Jessica Hobart, Melissa Jensen, Jerri MacConnell, Saul Mekies, Amanda Remington, Orville Townsend MEMBERS ABSENT: None STAFF PRESENT: Staff Tammy Neumann, Legal Counsel Patrick Ford OTHERS PRESENT: ICPD Chief Dustin Liston, City Councilor Laura Bergus RECOMMENDATIONS TO COUNCIL None CONSENT CALENDAR Motion by Remington, seconded by Jensen, to accept the consent calendar as presented. • Minutes of the meeting on August 8, 2023 Motion carried 6/0, Hobart Abstained. NEW BUSINESS Select Nominatina Committee: MacConnell asked for two volunteers to be on the nomination committee for the election of new officers at the October meeting. Mekies and Downing volunteered. They will report back to the Board at the October 10, 2023, meeting. Discussion of CPRB Member Duties: MacConnell reminded members that as a member of the CPRB, it is their responsibility to come in to watch videos regarding complaints in a timelier fashion. Newspaper Ads: Remington suggested placing a newspaper ad for the Community Forum at the August 8, 2023, meeting. Motion by Remington, seconded by Jensen, to run an ad in the Iowa City Press Citizen announcing the upcoming Community Forum on October 3, 2023. Motion carried 710. The Board agreed that they would like a news release to go out regarding meetings now being offered for online participation. Neumann will work with the Communications Department to create an ad for the Press Citizen regarding the upcoming forum and will send out a news release regarding the online option for CPRB meetings. CPRB Meeting Minutes September 12, 2023 Page 2 OLD BUSINESS Discussion of Communily Forum on October 3 2023: The Board discussed the format of the Community Forum. Chairperson MacConnell will begin the forum by explaining "who we are and what we do." She will then open the meeting up for public discussion. Mekies volunteered to write the meeting summary following the forum. PUBLIC DISCUSSION None BOARD INFORMATION MacConnell asked to discuss the possibility of changing the number of board members participating in the nominating committee for board chair and vice-chair from two to three members beginning in 2024. Mekies asked if Chief Liston could address the policy regarding an arrestee being placed in a holding area. These items will be added to New Business on the October 10, 2023, meeting agenda. STAFF INFORMATION None MEETING SCHEDULE and FUTURE AGENDAS • October 3, 2023, 5:30 PM, Community Forum, Iowa City Library, Meeting Room A. • October 10, 2023, 5:30 PM, Helling Conference Room • November 4, 2023, 5:30 PM, Helling Conference Room • December 12, 2023, 5:30 PM, Holing Conference Room EXECUTIVE SESSION Motion by Remington, seconded by Jensen, to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried 610. Hobart abstained. CPRB Meeting Minutes September 12, 2023 Page 3 Open session adjourned at 5:54 p.m. REGULAR SESSION Returned to open session at 6:14 p.m. Motion by Remington, seconded by Jensen, to set the level of review for CPRB Complaint 23-07 at 8-8- 7(B)(1)(a), on the record with no additional investigation. Motion carried 6(0, Hobart abstained. Motion by Remington, seconded by Mekies, to set the level of review for CPRB Complaint 23-08 at 8-8- 7(B)(1)(d), request additional investigation by the Police Chief or request police assistance in the Board's own investigation. Motion carried 610, Hobart abstained. ADJOURNMENT Moved by Remington, seconded by Jensen, to adjourn the meeting at 6:16 p.m. Motion carried 710. / \ . x * x x ! ■ ¥ ° § § § { \ \ � • 2H / t @ � - • ! @ - 0 : !\ Item Number: M. CITY OF IOWA CITY COUNCIL ACTION REPORT October 17, 2023 Library Board of Trustees: August 24 Attachments: Library Board of Trustees: August 24 IOWA PUBLICrgW Iowa City Public Library Board of Trustees Meeting Minutes August 24, 2023 2°d Floor - Boardroom Regular Meeting - 5:00 PM FINAL Tom Rocklin - President Lucy Santos Green Robin Paetzold DJ Johnk — Vice President Joseph Massa John Raeburn Hannah Shultz-Secretary Claire Matthews Dan Stevenson Members Present: D1 Johnk,Joseph Massa,Claire Matthews, Robin Paetzold,John Raeburn,Tom Rocklin, Lucy Santos Green, Hannah Shultz, Dan Stevenson. Members Absent: None. Staff Present: Elsworth Carman, Anne Mangano,Jen Miller,Jason Paulios, Angie Pilkington, Katie Roche. Guests Present: John Kenyon. Call Meeting to Order. Rocklin called the meeting to order at 5:00 pm. A quorum was present. Approval of August 24, 2023 Board Meeting Agenda. Raeburn made a motion to approve the August 24, 2023 Board Meeting Agenda.Johnk seconded. Motion passed 910. Public Discussion.John Kenyon, Executive Director of Iowa City UNESCO City of Literature,addressed the Library Board. Kenyon discussed recent legislation that put school librarians in a predicament.The City of Literature wrote a letter in response to the legislation. Helmick entered at 5:01 pm. Kenyon presented the letter to the Board and stated that the City of Literature was hoping to get other organizations to endorse the letter with the intent to present a united front against the legislation. Kenyon would like to get the letter out sometime next week for the start of school. Rocklin said this item was not on the agenda and so the Board could not take formal action on it. Rocklin said he would bring this up in his President's report to discuss further possibilities. Rocklin introduced new trustee, Lucy Santos Green. Santos Green introduced herself as the Director of the School of Library and Information Science at the University of Iowa.The Trustees introduced themselves to Santos Green. Library coordinators introduced themselves to Santos Green. Items to be Discussed. Review 4th Quarter Financials and Statistics. Raeburn asked if the library has a sinking fund for repairs and Ifyou will need disability-related accommodations in order to participate in this meeting,please contact len Miller, Iowa City Public Library,at 379-887-6003 orjennifer-mitter@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA JFAW PUBLIC LIBRARY scheduled replacements.Carman said yes,there are replacement funds.Carman offered one-on-one appointments with trustees for a deeper dive into the budget. Massa asked when the July 2023 receipts and expenditures would be available.Carman said the disbursements are included in the back of each board packet, and there are also quarterly budget updates with year to year comparisons every three months. Policy Review:816 Library Access for Sex Offenders Convicted of Sex Offenses Against Minors. Raeburn asked about the legal document in the board packet with Iowa code that said Library Directors could overturn permission. Raeburn noted that it has been removed in the library's policy and wondered why.Carman agreed that was accurate, ICPL's policy is more conservative than the code.Carman said his understanding is that the policy helps define whether someone falls into the category of a sex offender convicted of a sex offense against a minor. According to policy Carman would deny that request while the individual could appeal that decision with the Library Board. Raeburn recommended a novel by Russell Banks, "The Lost Memory of Skin", about a group of sexual offenders in Miami living under a bridge.The central character is a young man in his twenties who was convicted of sex crimes because he had a girlfriend who was 17 years old. Raeburn said if that person came to the library to appeal, good sense would probably say yes,they could come to the library. Raeburn said people in these circumstances have a life trajectory they will never be free of,they will never atone for it. Raeburn felt the Board should remove the policy language and make it possible for someone with good reason to be able to use the library. Carman said that was a valuable comment and shared people who fit that definition are able to have library cards and use all of the other library services except using the building. Paetzold said in the past there has always been the issue of using the meeting rooms vs going past the library gates, or accessing a public meeting vs going into the stacks. Paetzold said someone once appealed who wanted to attend political meetings as a voter. Paetzold said library materials are accessible but the ability to congregate is harder. Johnk asked if current policy prohibits the use of the Bookmobile. Carman said the Bookmobile is included in this policy. Stevenson asked if a case had ever been brought to Board. Paetzold said yes. Stevenson said making that decision would require majorjudgement and felt it should be undertaken by the group of Trustees. Paetzold said when an appeal was made to the Board previously,the meeting was attended by the City Attorney,the patron's attorney,and a representative of the prison system. Paetzold said the ability to appeal is possible but it is also complex.Carman said patrons have made inquiries to him but no one has followed up with an appeal to the board. Carman said in all but one instance the ability to get a proxy card satisfied the need of the patron. In that instance the person wanted to access the library's used book store and Carman's decision was not to grant permission because there are other used bookstores in the community. Rocklin discussed the policy with Carman prior to the meeting and considered input from the City Attorney's office. Rocklin had concern there wasn't a definition for criteria in an appeal process, it would be free floating. Rocklin shared he has become more comfortable with that and acknowledged it would be a difficult decision to make. Paetzold said decisions aren't always black and white but could be a yes under certain situations. Rocklin shared he had experience hearing student appeals as part of the discipline process at the University of Iowa, his anchor in those moments was to apply policy. Rocklin noted the library policy is ambiguous but noted these events are rare. Matthews asked about accessing meeting rooms remotely.Carman said livestreaming library events began during the COVID closure. Matthews asked if staff livestreamed non-library programs.Carman said staff do not but thought that was an interesting idea. Paetzold asked if staff livestreamed League of Women voters events. Paulios said yes, cosponsored events are livestreamed.Matthews noted 2024 is an election year and the need to access to the meeting rooms may become higher. Rocklin suggested individual meetings could become virtual. If you will need disability-related accommodations in order to participate in this meeting,please contoctlen Miller,Iowa City Public Library,at 379-887-6003 orjennifer-miller@icpLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA J%W PUBLIC LIBRARY Raeburn said no other category of citizen is excluded from the library.Carman agreed but noted patrons who have been suspended by the library also may not enter. Raeburn said felons of other kinds can walk out of jail and come to the library.Carman said that is correct. Raeburn said there are people in this category that probably shouldn't be in the library but felt patrons who try to appeal may sincerely want to use facilities and may have paid their debt to society but will be punished for the rest of their lives. Paetzold said historically the library has asked other city facilities for their sex offender policies to be considered too and they also had limitations. Raeburn was concerned the library had gone further than the Iowa code goes,and asked why. Shultz said to protect the Library Director. Shultz said a Board meeting can be called in 24 hours and a decision to appeal could be made quickly. Rocklin agreed there shouldn't be lifetime punishments for most crimes but struggled to determine what guidelines to give to the Library Director. Santos Green said the more you spell out criteria the more meat you give someone to argue criteria. Santos Green can understand the importance of ambiguity in policy as it creates space for a more thorough consideration.Santos Green instead proposed creating a process. Rocklin said the policy without any details is the process. Rocklin was reassured by the prior appeal Paetzold mentioned as that person brought representation and got their due process at that meeting. Matthews said you have to stick with the code whether you like it or not,there is only so much you can do.Carman discussed the unattended children policy which states that children under six need an adult with them,children over six can use facilities on their own. Carman emphasized that adult caregivers need to care for children.Carman said patrons don't have to show an ID for very much to be in the building,the policy only works if staff recognize an individual or the individual communicates their status to staff. Carman felt it was hard to decide where to put the line in a way that allows access, protects vulnerable populations, and protects the library mission in a fair way. Massa made a motion to approve Policy 816. Stevenson seconded. Motion passed 811. FY23 Board Annual Report.Rocklin said this item was prepared by staff and is returning from last month.The document goes to the City of Iowa City. Shultz asked why the report was brought back from last month. Carman said several Trustees were out at the July meeting.Johnk made a motion to approve the FY23 Board Annual Report. Shultz seconded. Motion passed 910. Staff Reports. Director's Report.Carman will be away September 13 -October 4,2023. Departmental Reports:Children's Services. Pilkington shared two new staff started this week in the Children's Department,one of which is the new Spanish Bilingual Library Assistant III.This is the first position at the City of Iowa City that requires language fluency other than English.Carman said Pilkington did a lot of legwork advocating for language testing. Pilkington said other City staff are interested and hope to see more positions like this in the city. Collection Services. No comment. IT. No comment. Development Report.Roche said it will be a merchandise-heavy couple of months.There is a T-shirt store open with Old Capital Printing through September 8.When that store closes, a Raygun store will support the Friends Foundation. Roche doesn't expect sales to be earth-shattering but it is great promotion for the Library. Stevenson asked Roche to send the links to the Trustees. Rocklin asked Roche about the budget passthrough reference and asked where that was going from and to. Roche said this is a placeholder number that could be any number, it is representative of funds that are for distinct projects for the library. Roche gave the example of a grant specifically for books. Rocklin asked if the Foundation was spending reserve funds. Roche said the organization has been digging into reserve funds for a number of years and Roche wanted to make sure that practice was clear in her reporting. Roche wanted to If you will need disability-related accommodations in order to participate in this meeting,please contact len Miller, Iowa City Public Library, at 379-887-6003 orjennifer-miller@icpLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. 41M IOWA CITY VW PUBLIC LIBRARY present a budget that was realistic. Roche is hopeful that efforts will go well and the Foundation won't need to use reserve funds next year. Rocklin noted there wasn't a reserve sheet and asked how big is the reserve fund. Roche said that information will be reported next month. Roche said the Foundation is investing in new things that haven't been done here before.The Foundation Board discussed reducing spending to increase profit but felt to advance the organization it needed to take on more spending. Rocklin was in support of spending money to make money. Roche said ICPLFF radio ads will be on Iowa Public Radio soon.Johnk would love to see T-shirt sales get reported next month if possible. Miscellaneous: News Articles. None. President's Report. Rocklin said the City of Literature letter couldn't be endorsed at the August 24'" meeting but could at the next meeting. Rocklin said if Trustees felt strongly a special meeting could be scheduled but it would need to be shared 24 hours in advance.Carman said a quorum would need to be present. Santos Green suggested having a special meeting.There was discussion about when to schedule a special meeting.Trustees selected Monday,August 28th at 5:00 pm for a special meeting. Rocklin suggested Trustees should review policies in advance to provide input to staff. Rocklin encouraged Trustees to reread current policies to be aware of them and be a good library advocate. Announcements from Members. Shultz noticed the new clocks in the library and was excited to see them.Carman said they have received positive feedback from the community.The clocks were quoted at $30,000 but the final invoice came in lower than expected.Rocklin noted there were multiple positive comments from patrons. Paetzold shared many bus riders depend on the clocks. Santos Green said the School of Library and Information Science and Iowa City Public Library are collaborating to have Dr.Andre Brock speak on Black Online Culture, Blackfishing, and Digital Black Face.The event is on September 20th from 6-8 pm at ICPL. Stevenson will be presenting with a friend on September 15 on the West Liberty citizenship program at 6 pm. It is part of the Welcoming America event. Committee Reports. Foundation Members.The FY24 Memorandum of Understanding between the Friends Foundation Board of Directors and the Iowa City Public Library Board of Trustees. Roche said the MOU is done and the ICPLFF Board approved it. No changes from year to year. Matthews made a motion to approve the FY24 MOU.Johnk seconded. Motion passed 9/0. Communications. None. Consent Agenda. Matthews approved the Consent agenda.Johnk seconded. Motion passed 9/0. Set Agenda Order for September Meeting. Rocklin said there will be department reports, a budget discussion, and two policy reviews. Rocklin said the October meeting will review free materials distributions if Trustees want to look ahead. Adjournment. Rocklin adjourned meeting at 5:54 pm. Respectfully submitted, Jen Miller If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Miller, Iowa City Public Library, L7t379-887-6003orjennifer-miller@icpLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. m N 0 N Y: d M N 6 O N W N O N W O N � N M C N \ X X X X X X N M N O M N O N X X X X X X C N M N O X X X X Q O X X X X X N O N X X X X X X X V O \ X X X X X X X C N 0 N W O F O � a m° o o_ w O N N ry N E m w o zW, � r 1 x 0 0 z z '= Item Number: 3.g. CITY OF IOWA CITY COUNCIL ACTION REPORT October 17, 2023 Library Board of Trustees: August 28 Attachments: Library Board of Trustees: August 28 QvWo IOWA CITY r4W PUBLIC LIBRARY Iowa City Public Library Board of Trustees Meeting Minutes August 28, 2023 2°1 Floor - Boardroom Special Meeting - 5:00 PM FINAL Tom Rocklin - President Lucy Santos Green Robin Paetzold DJ Johnk -Vice President Joseph Massa John Raeburn Hannah Shultz-Secretary Claire Matthews Dan Stevenson Members Present: DJ Johnk,Joseph Massa,John Raeburn,Tom Rocklin, Lucy Santos Green,Hannah Shultz, Dan Stevenson. Members Absent: Claire Matthews, Robin Paetzold. Staff Present: Elsworth Carman,Jen Miller, Brent Palmer. Guests Present: None. Call Meeting to Order. Rocklin called the meeting to order at 5:02 pm. A quorum was present. Santos Green entered at 5:02 pm. Raeburn clarified the letter couldn't be edited. Rocklin agreed,Trustees should either endorse the letter or not endorse. Approval of August 28, 2023 Board Meeting Agenda. Raeburn made a motion to approve the August 28, 2024 Board Meeting Agenda. Shultz seconded. Motion passed 710. Public Discussion. None. Items to be Discussed. Review and Endorse Letter from Iowa City UNESCO City of Literature Letter. Rocklin said Trustees couldn't expect to make suggestions and see them implemented. Rocklin said it could be endorsed with suggestions to pass along to the City of Literature.Santos Green approved endorsing the letter with suggestions. Santos Green was in strong support of presenting a unified front but felt the language was vague and had concerns it opens us up to a quid point of return speech. Santos Green felt it was very simple for someone to come back and say we're not banning books.The term banning books is ambiguous. Santos Green said it is simple to say we're not banning books because you can buy it on Amazon or on your own. Santos Green suggested using clear terminology with the example of book challenges, an attempt to remove or restrict materials based upon the objection of one person or one group.Santos Green said book censorship practices is the preferred clarification because you can then describe terms in four distinct categories: redaction, relocation, restriction, If you will need disability-related accommodations in order to participate in this meeting,please contact len Miller,Iowa City Public Library,at 379-887-6003 orjennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA OW PUBLIC LIBRARY and removal. Santos Green referred to the proposed letter and said by saying we are not for book banning we are still open to redaction, relocation,and restriction. Santos Green said generally most people associate book banning with removal.Santos Green said it was important to request the City of Literature clarify their language and be more specific about defining what it is exactly they are endorsing and what we're asking the public to understand in the library's role. Raeburn asked Santos Green if it would help if the letter used the legislation language,as it is the enabling act. Santos Green said it would be helpful if they clarified,defined, and explained that the legislation language is vague.Santos Green said consistent messaging is what our coalition is struggling to get across;just because someone grows up in a library does not mean they understand the language and terminology.Santos Green would like to see the term book banning replaced in the letter with book censorship practices to strengthen through clarification. Shultz asked if other organizations have endorsed the letter. Carman said John Kenyon is in the process of inviting support from other organizations. Shultz proposed taking a vote and suggesting a footnote be added with clarifying language. Santos Green said people don't read footnotes and felt it was worth doing it right, a rushed job is not the bestjob.Carman said he is happy to bring any feedback to John Kenyon. Rocklin said these are very helpful distinctions.Massa agreed the letter was vague. Massa said the letter is not preemptive as the legislation has passed and questioned the purpose of writing it now.Santos Green said it is to clarify the ambiguity and purposeful vagueness of the legislation, it is copycat legislation that has been passed by other states. Santos Green said when language is purposefully vague people fill it in with their own definition and nine times out of ten it is a more severe interpretation. Santos Green felt we could align ourselves with the law and also respond with what we know is best practice. Stevenson agreed and said the law passed but there were no guidelines or rules set forward by the Department of Education. Stevenson said that is not the purpose of the letter but felt it wouldn't hurt to have another voice speaking up in the absence of guidance. Massa noted paragraph three, "The legislation also bans written materials and instruction on gender identity and sexual orientation"and clarified that was for grades K-5.Santos Green said it was extended.Johnk said the rainbow at Twain Elementary school was painted over. Santos Green has asked for clarification on what the legislation looks like in terms of collection development and curriculum.Santos Green said the way it is worded right now you can't say"man and wife"at an elementary school because those are gendered roles. Johnk said the Iowa City School District is interpreting this as against anything that validates LGBTQIA. Rocklin said Trustees should give feedback to the City of Literature that Senate File 496 needs to be addressed accurately in the letter. Massa quoted the letter, "Senate File 496 prohibits books with written and visual depictions of sex acts from school libraries."Massa said when reading that sentence he felt parents might wonder what is your point? Santos Green disagreed.Stevenson appreciated this part of the letter as it gave an affirmative reason for the inclusion of age appropriate sexual education in literature.Santos Green said collection development is a targeted aspect of librarian training, people don't go into the profession choosing materials at random.Santos Green said the assumption this legislation is making is erasing expertise,erasing what has been there for many years,and erasing that people come to library with different experiences and needs. Santos Green said that parents have always had the right to say they aren't comfortable with their child checking something out, making sure those choices are honored and kept by families and not communities. The Librarians expertise is to purchase materials for all families. Massa said he was trying to get to a yes. Santos Green felt his feedback about the age range was valuable.Carman said if you read the legislation in isolation it sounds reasonable, using terms like sex acts is intentionally provocative.Carman said there are many people who haven't heard of this legislation and this letter might be the first exposure to it. Carman said we need to respond in a way that is easy to understand, intentional, and clear.Carman said he is on the UNESCO Board but was not on the subcommittee that wrote the letter.The committee was hoping for guidance from the State but felt back to school time was a good release time as parents will be experiencing the impacts of this now for /f you will need disability-related accommodations in order to participate in this meeting,please contact Jen Miller,lowa City Public Library, at 379-887-6003 orjenndier-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. 4WA IOWA CITY JW PUBLIC LIBRARY the first time.Carman said clarity on what the senate file really says is paramount to the credibility of the letter. Rocklin said there is nothing wrong with a non-unanimous vote on the Board,the Bylaws state Trustees operate on a majority vote.Stevenson said ICPL is not on the letterhead,the Library Board would just be endorsing it,there is value in saying Trustees support this concept. Rocklin suggested endorsing the letter and conveying to the City of Literature that they be more specific about redaction language and the scope of Senate File 496. Raeburn made a motion to approve endorsing the letter from Iowa City UNESCO City of Literature.Johnk seconded. Motion passed 6/1. Adjournment. Rocklin adjourned the meeting at 5:22 pm. Respectfully submitted, Jen Miller If you will need disability-related accommodations in order to participate in this meeting,please contact len Miller,Iowa City Public Library, at 319-887-6003 orjennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. M N O Q F X X X Q X Q X N QI M N O N W N O ZN X F X X X X X X X X r N W M N O n x r x O H x x O X o N n m N O N N b m N O N X X X X X X Q X Q N N m N O N M1 X X X X X X X X X N 4 m N O N m N O X X X X X X x X X N M Q N O N X X X X X Q X X X N N m N O N X X X X x N N O N N N N O N M N N N O N � x WO x w0 x x x x F N O � 9 M h M M �fl Ol h W � � m l0 �O 10 tD iD t0 W W J Gc M E W z W E V ¢ z z f- o z 0 z �c r