HomeMy WebLinkAbout2023-12-12 Bd Comm minutes Item Number: 3.a.
CITY OF OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Ad Hoc Truth & Reconciliation Commission: October 5
Attachments: Ad Hoc Truth & Reconciliation Commission: October 5
October 5, 2023
Approved Ad Hoc Truth and Reconciliation Commission (TRC)
Minutes Emma J.Harvat,City Hall
Commissioners present: Chastity Dillard(via Zoom), Clif Johnson,Chad Simmons, Sikowis,
Marie Krebs, Lauren Merritt,Wangui Gathua,Louis Tassinary.
Commissioners not present: Eric Harris.
Staff present: Redmond Jones, Stefanie Bowers.
Meeting called to order: 7:06.
Reading of Land Acknowledgement: Krebs read the Land Acknowledgement.
Approval of the meeting minutes of September 21 and September 27, 2023: Krebs moved, and
the motion was seconded by Gathua. The motion passed 8-0.
Comment of Items not on the Agenda: Amos Kiche encouraged Commissioners to follow up on
the recently held Fact-Finding session with a questionnaire/community survey.
TRC Budget Presentation: Deputy City Manager Jones presented the expenses of the TRC from
August 1-October 4. The TRC had previously budgeted$10,000 for Phase 1.The amount would
cover costs related to special meetings, community marketing, special events, and miscellaneous
pilot programs.
Most costs are food-related expenses followed by supplies the TRC needed for trainings. The total
cost to date is$6,667.91.The budget presented does not reflect payments made to facilitators.
Change Phase One Timeline: Simmons discussed with fellow Commissioners how the last few
months have felt rushed. Simmons moved to change the phase 1 completion date to no longer than
March 31,2024, to increase learning and reduce pressures on staff, consultants, and
commissioners. Krebs seconded. The motion passed 8-0. Simmons further noted that the pause
does not change what the facilitators must do or cause any additional work for them.
Simmons further moved that phase 1 includes a practice example of all the parts of the model
working together with a review of the expected outcomes.Tassinary seconded the motion. The
motion passed 8-0.
Circles and Circles Training: There was a discussion about when to hold the circles. Possible
suggestions were to hold two in one week,bi-monthly, or near the date of Truthsgiving. Each
circle will take at least 3 hours. Staff will look at finding a venue for a circle on October 21.
Follow-Up on Fact-Finding Sessions: Dr. Schooler and Laurel were not able to join the meeting
today but did relay to staff that Commissioners Krebs, Nobiss,and Johnson should review the list
for the major categories from the sessions and let them know what categories are missing from the
list that should be included and what are some key indicator that they want to be sure they track
under each category.
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The categories currently are: public safety/policing/law enforcement,
namingslmemorialization/remembrances, economic development,health, environmental justice,
education, and other.
Strategic Doing Update: Commissioners were provided with a brief update on the Spanish
Strategic Doing Workshop Pathfinder Projects. There will be a follow-up meeting held on October
19 at the South District Market.
Reports of Commissioners: Sikowis reported on the upcoming Indigenous Peoples Day
Celebration being held at Terry Trueblood Recreation Area. Johnson would like to see the TRC
participate in the University of Iowa's homecoming parade in 2024.
Adjourned: 10:10
This meeting can be viewed in its entirety at this link.
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AD HOC TRUTH&RECONCILIATION COMMISSION
ATTENDANCE RECORD
YEAR 2023
Meetin Date
TERM 6/1 6/15 7/20 8/1 8/2 8/3 8/17 8/24 9/7 9/14 9/21 9/27 10/5
NAME EXP.
Dillard 12/31/24 p P P p p p P p p p p p p
Gadma 12/31/24 P p p P p p P P A P p p P
Harris 12/31/24 A A A A A A A A A A A A A
Johnson 12/3124 P p p p P p p p p P A A p
Krebs 1213 U24 P P P P P P P P P P P A P
Merritt 12/3124 P P P P P P P A P P P P P
Nobiss 12/3124 A P P P P p P A P A A A P
Simmons 12/31/24 - - - - _ A p P P A P P p
Tassinary 1213124 _ P A P P P P P P
KEY: P = Present
A =Absent
Item Number: 3.b.
CITY OF OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Ad Hoc Truth & Reconciliation Commission: October 25
Attachments: Ad Hoc Truth & Reconciliation Commission: October 25
October 25, 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, Marie Krebs.
Commissioners not present: Eric Harris, Sikowis Nobiss, Clif Johnson.
Staff present: Redmond Jones, Stefanie Bowers.
Meeting called to order: 5:22 PM.
Reading of Land Acknowledgement: Dillard read the Land Acknowledgement.
Consider Recommendation to Remove Ad Hoc Truth &Reconciliation Commissioner:
Dillard moved, and Gathua seconded to recommend to the City Council the removal of Eric Harris
due to three unexcused absences per the by-laws section 4 article E.
The motion passed 5-0. (Simmons was not present for the vote).
Truth-Telling:
The Native Partners did a welcome and grounding.
Think Peace went over public hearings of a truth and reconciliation commission (TRC). The key
objective of a truth process is to protect the rights of persons who were harmed. Some truth
commissions work behind closed doors to provide confidentiality for persons testifying.
The objectives of a TRC cannot be secured without the support of communities. The public can
assist during educational outreach or a media strategy.
Hearings for institutions are one type of public hearing. These are hearings for persons who were
harmed and focused on cases. Public hearings should be in a space that provides a safe platform
to honor persons who were harmed and create opportunities for constructive engagement and
dialogue from the public.The approach for hearings should be survivor-centered to ensure
appropriate protection and avoid new harms.
Commissioners worked in pairs to identify truth-telling norms and roles and then reported to the
group.
The Native Partners provided closing reflections. The meeting was adjourned at 9:08 PM.
To view the recording or listen to the audio of this meeting, visit this link.
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Item Number: 3.c.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Ad Hoc Truth & Reconciliation Commission: October 26
Attachments: Ad Hoc Truth & Reconciliation Commission: October 26
October 26, 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, Marie Krebs, Clif Johnson.
Commissioners not present: Eric Harris, Sikowis Nobiss.
Staff present: Redmond Jones, Stefanie Bowers.
Meeting called to order: 5:31 PM.
Reading of Land Acknowledgement: Gathua read the Land Acknowledgement.
Truth-Telling:
The Native Partners opened with a "remembering song".
Dr. Melinda Salazar started with a grounding relaxation technique.
Eduardo Gonzales provided a brief overview of the session held on October 25, which, as he
explained, was the "what' and "why"of public hearings, whereas today's session is the"how."
How would a public hearing be done, and what would be needed?
The discussion moved into the organization of hearings, including the selection or invitation of
statement-givers, preparation, and procedure.
Truth-telling comes in between fact-finding and reconciliation. As part of any fact-finding, the TRC
must decide the objectives of the hearings, topics, focus, and protocols.
Commissioners then broke into small groups to go over conceptualization, preparation,
implementation, complements, and follow-ups of truth-telling.
Dr. David Ragland delivered the envisioning exercise for the Commissioners, asking them to
provide as much information as possible about that safe space.
The session ended with a song by the Native Partner on having blessings in one's life.
The Native Partners provided closing reflections. The meeting was adjourned at 9:04 PM.
To view the recording or listen to the audio of this meeting, visit this link.
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AD HOC TRUTH&RECONCILIATION COMMISSION
ATTENDANCE RECORD
YEAR 2023
Meetin Date)
TERM 2/2 312 4/6 5/4 6/1 6/15 7/20 8/17 9/7 9/21 10/5 10/25 10126
NAME Exp.
Dillard 12/31/24 P P p p P P P P p P p P P
Gathoa 12/31/24 P P P p P P p p A P p p p
Harris 12131/24 p P A P A A A A A A A A A
Johnson 12/31/24 p A p p p P p p p A P A p
Krebs 12/3124 P p P p p P p p p p p p p
Merritt 12/3124 p P P p p p p P p p p p P
Nobiss 12/3124 P P A p A P p P p A p A A
Simmons 12/31/24 - - _ _ _ _ P p P P p p
F�t7
12/31/24 - - - _ - - .4 P p P FTF :
KEY: P = Present
A =Absent
Item Number: 3.d.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Airport Commission: September 14
Attachments: Airport Commission: September 14
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
September 14, 2023—6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Warren Bishop, Judy Pfohl, Chris Lawrence, Hellecktra Orozco, Ryan
Story
Members Absent: None
Staff Present: Michael Tharp, Jennifer Schwickerath,
Others Present: Matt Wolford, Carl Byers, Sam Brooks, Erin Sullivan, Chrissy Canganelli,
Kevin Bailey
Via Zoom: Carolyn Sponza, Ron Roetzel, Ryan Anderson, Jeff King
RECOMMENDATIONS TO COUNCIL:
None
DETERMINE QUORUM
A quorum was determined at 6:00 pm and Orozco called the meeting to order.
APPROVAL OF MINUTES
Tharp noted a couple of corrections in the draft minutes. Lawrence moved to accept the minutes
of August 10, 2023 as amended, seconded by Pfohl. Motion carried 5-0
PUBLIC COMMENT - None
ITEMS FOR DISCUSSION!ACTION
a. Unhoused encampments (Stevens Drive/Sturgis Ferry)—Tharp stated that they
had seen a growth people camping in the area and that the environmental concerns
had returned. Bailey stated that he believed there were 12-15 people actively
camping. Tharp noted that the City had further conversations with the Iowa DNR
representative. Tharp also stated that people were beginning to camp on the west
side of the river at the Sturgis Ferry park area and that there were approximately 4-
5 people there. Tharp also noted that a complaint was made to the FAA regarding
people camping under the RPZ. Tharp stated that the FAA reached out to him to
say the complaint had been made and asked for an update of the situation. Tharp
stated he provided additional information to the FAA and that members from Kansas
City office had also been at the airport in the morning and he had taken one of the
members to the Sturgis Ferry location so they could see some of what was
happening. Sullivan described some of the situations that those in the camp are
experiencing and the barriers to housing that exist. Story stated that he was hoping
they could get some guidance from the City Council or other City staff that is setting
the policy as a whole. Tharp stated that there is a city working group having
Airport Comm isslon
September 14,2023
Page 2 of 6
discussions regarding the unhoused issue in the city. Tharp stated that in his time
at the airport this is the most unhoused people and locations he's seen in the city.
Tharp noted that his concern at the moment is that while there's no good resolution,
they have the option to do things on their timeline, a controlling agency could come
in and dictate a timeline that might not be the best for those involved. Bishop asked
about any liability concerns to which Schwickerath responded. Bailey noted they he
discusses safety issues with the people in the area. Orozco asked about the impact
to area business. Tharp noted that some businesses have put up fencing and Bailey
noted that some have been locking doors during the day. Bishop asked about if they
were to clear the encampment where would the individuals go. Story stated that his
desire was for the City Council to be making this type of decision. Lawrence stated
that his concern was with protecting the airport but also that Sullivan had stated that
having an eviction on a person's record would be detrimental to their ability to get
assistance. Members discussed how to give the message that they were going to
clean up the area and that people needed to leave before they had to use formal
processes. Tharp noted that he and Schwickerath had discussed the legal timing
for things to happen. Tharp described the process for the Commission. Bailey
described how the processed worked at a separate location within the City.
Members asked questions regarding the legal process to which Schwickerath
responded. Members discussed the timeline and aligning it with the opening of the
winter shelter on December 41. Canganelli discussed how the winter shelter
operation works. Members continued to discuss the timeline for when to post notice
and to file the necessary steps for an eviction. Bailey discussed his outreach to the
business owners and how he takes the messages from the Commission meetings
to them. Members discussed a motion to authorize action if needed. Bishop
offered a motion to allow Tharp and Schwickerath to take action if directed by
FAA or DNR and that otherwise for Tharp to use his best judgementto respond
to external pressure. Motion was not seconded. Members discussed the motion
and revisions to it. Lawrence offered a new motion to allow Tharp and
Schwickerath to post notices on December let,and to have Bailey and Brooks
spread that message. The Commission also authorized Tharp and
Schwickerath to take action to respond to a controlling entity and if
determined to call a special meeting for Commission action. Seconded by
Pfohl, motion carried 5-0 Lawrence asked to have more frequent updates so the
Commission could maintain awareness of the situation.
b. Hangar A Mural Project — Tharp stated that the mural was started and well
underway.
c. Airport Construction Projects:
i. FAA grant projects
1. Runway 25 Threshold Relocation—Tharp stated that they still had
some lights left to install due to the supply issues.
2. Runway 12/30 Displaced Threshold/Relocation — Tharp stated
they were just waiting for next spring with the contractor.
3. Terminal Area Study— Sponza walked the Commission through a
summary of the survey results and structural findings. She stated
that Ryan would then walk through the landscaping. Sponza
discussed the survey results with the Commission. Byers noted that
they had news coverage with the open house meeting and that it
generated a few more survey responses. Bishop noted that the
Ai rport Commission
September 14,2023
Page 3 o 6
structural engineering evaluation found that if they wanted to
expand upward on the existing structure,they would need to include
reinforcement of the structure but otherwise there were no major
concerns regarding the existing facility. Anderson gave an update
on the landscaping concepts developed from comments received.
Anderson stated that the takeaways from the survey were that
additional parking was needed, and that alley concept was favored.
Also, commenters wanted to maintain a 2-way route to the south
hangar area rather than having to go around the entire traffic circle.
Anderson highlighted the features of the new layout plan with the
Commission. Anderson noted that the area for the solar power field
to happen but also to happen over a parking structure. Anderson
described signage at the frontage road along with an accessible
sidewalk for the entrance and a future connection to trails.
Lawrence asked if the parking area under the solar power area
maintained the necessary space for the planned array. Anderson
stated it did and that it incorporated more space than what was
originally proposed. Members discussed the layout of the parking
areas and other landscaping. Anderson asked Commission
members about some monument concepts to which the
Commission responded. Lawrence asked about what impact the
layout in the concept did to the existing plans for the solar power
project and if Tharp was asking for a hold on current plans. Tharp
responded that the phase of the solar power was a couple of years
out and while he still needed to confirm with the solar consultant,
this shouldn't impact the ,project. Sponza then walked the
Commission through the different building options. Sponza noted
that based on the comments and needs data the building needed
approximately 1800 to 2000 more square feet. Sponza described
each of the proposed options for expansion and construction of a
new building showing potential layouts. Members discussed
features of each option. Members chose by consensus to move
forward with the concept of a new building. Tharp then discussed
the grant process and the necessary steps they'd need to get
through in order to construct any of the options. Tharp stated that
they would not be ready to apply for a construction grant, but could
apply for a planning grant to get through the environmental and
historical review processes and then design and bid the preferred
option. Members discussed the difference in the options labeled 3e
and 4 which were a remodel of existing building and a brand new
building. Orozco moved to accept option 4, seconded by
Bishop. Motion carried 5-0.
4. Solar Power Project — Tharp stated that the consultant has
submitted everything to the FAA for the environmental review.
Tharp noted that as part of the process there's a public comment
period needed. Tharp stated he was asking for approval to publish
that notice.
Airport Commission
September 14,2023
Page 4 o 6
a. Consider a resolution approving publication of notice of
floodplain encroachment. Bishop moved resolution
#A23-17,seconded by Pfohl. Motion carried 5-0
ii. Iowa DOT grant projects
1. FY23 Program—
a. Terminal Building Improvements—Tharp stated they have
the contract for the building improvements and that the cost
was $15,200. Lawrence moved to authorize the chair to
sign the contract,seconded by Bishop.Motion carried 5-
0
b. Wayfinding/Signage — Tharp noted that they sent the
signage materials to a number of contractors, but the
only response they received suggested a change in
materials to use an acrylic structure. Bishop asked
about just not doing the project given the consideration
of the changes. Lawrence moved to terminate the
project and return remaining money to the state,
seconded by Orozco.Motion carried 5-0
ill. Airport/Locally Funded Projects—none
iv. Future Projects—none
d. Airport"Operations"
L Budget— Tharp stated that the budget kickoff is the 271 of the month and
that's when they'd get their information. Tharp stated that Lawrence and
Orozco were the standing budget committee and that they'd most likely need
to have things ready for the October meeting. Orozco stated that meeting in
person is what they were thinking about so they can get it done in one
session.
ii. Management-
1. Sept 191 meeting with Council —Tharp stated that next Tuesday
was the meeting with the City Council and the presentation of the
strategic plan. Tharp noted that he would reach out to the City
Manager's to see if there was an opportunity to discuss the
unhoused situation. Members discussed the meeting details and
what to expect. Tharp stated he was expecting a 15-20 minute
conversation and suggested that they highlight things that matched
up with the Council's strategic plan, like the solar power project, the
art mural. Tharp noted that the Council would have a copy of the
plan as part of their packet.
iii. Events —Tharp stated that they had a couple of events left. Tharp stated
that the pancake breakfast had one of the best turnouts in his recent
memory.
1. Autocross—Oct 1
2. Pancake Breakfast—August 27
3. Climate Fest Film Night—Sept 21
e. FBO I Flight Training Reports—
i. Jet Air — Wolford stated that they had brought over some staff from
Galesburg to support the breakfast preparation. Wolford stated that they
were planning for a flyover of the upcoming football game.
Airport Commission
September 14,2023
Page 5of 6
f. Commission Members'Reports—Orozco noted that she wouldn't be available
for the next meeting. Story noted that his hangar cookout was occurring on
Saturday.
g. Staff Report—none
SET NEXT REGULAR MEETING—Members set the next meeting for October 12.
ADJOURN
Bishop moved to adjourn, seconded by Kohl. Motion carried 5-0 . Meeting adjourned at 8:40pm
K t'( Z.l ZOZ
CHAIR ER DATE
Airport Commission
September 14,2023
Page 6 of 6
Airport Commission
ATTENDANCE RECORD
2022-2023
TERM c o n-`i ® not w w coir N aoo
m w o o w a co w o
NAME EXP. N
N tJ N N N W W W W W W W W W W w
Warren 06/30/26
Bishop X x X X X X x X x X X X X x x X
Scott Clair 06/30/23 X X X O/E X X X X X O/E DIE XIE DIE NM NM NM
Christopher 06/30125 x DIE X X X X O/E X 01E X X X X X x X
Lawrence
Hellecktra 06/30124 X OIE X X X X X WE O/E O/E O/E X X X x X
Orozco
Judy Pfohl 06/30126 X x x x x x x x x x x x x x x x
Ryan Story 06/30/27 Not A Member X O/E X
Key.
X = Present
X/E= Present for Part of Meeting
O = Absent
O/E=Absent/Excused
NM = Not a Member at this time
X/S = Present for subcommittee meeting
O/S=Absent, not a member of the subcommittee
Item Number: 3.e.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Airport Commission: October 19
Attachments: Airport Commission: October 19
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
October 19, 2023—6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Judy Pfohl, Chris Lawrence, Hellecktra Orozco,
Members Absent: ' Warren Bishop, Ryan Story
Staff Present: Michael Tharp, Jennifer Schwickerath,
Others Present: Sam Brooks
Via Zoom: Carl Byers, Kevin Bailey
RECOMMENDATIONS TO COUNCIL:
None
DETERMINE QUORUM
A quorum was determined at 6:00 pm and Orozco called the meeting to order.
APPROVAL OF MINUTES
Pfohl moved to accept the minutes of September 14, 2023, seconded by Lawrence. Motion
carried 3-0(Story, Bishop absent)
PUBLIC COMMENT - None
ITEMS FOR DISCUSSION J ACTION
a. Unhoused encampments (Stevens Drive/Sturgis Ferry) — Tharp stated that he
had notified the Commission about the fire at an encampment. Tharp stated that
Kevin and Sam's work behind the scenes and during the last few months helped to
limit the anxiety by nearby property owners. Bailey noted that he had been in
communication with the business owners in the area and even though they weren't
pleased that the incident happened, they were still aware of the timeline. Bailey
noted that some folks had moved on, or that Sam had been able to find housing for
some of those in the area. Bailey noted that the business owners'concerns are also
to not allow the camp to get that big or established in the area again. Tharp stated
that they were talking about how to keep people from re-establishing in the Spring.
b. Hangar A Mural Project—Tharp noted that the meet and greet was delayed until
Thursday October 261h from noon to Spm. Tharp noted they'd have some self-
guiding signs for anyone interested in seeing the mural up close. Tharp also stated
that the artist planned to make the touch-ups before the event.
c. Airport Construction Projects:
L FAA grant projects
1. Runway 25 Threshold Relocation — Tharp noted they were
waiting for the remaining lights to be installed.
Airport Commission
October 19,2023
Page 2 of 4
2. Runway 12130 Displaced Threshold/Relocation—Still on track for
the spring.
3. Terminal Area Study— Tharp noted that the grant application was
submitted. Lawrence asked about the timelines to which Tharp
noted this grant application covered the historical and environmental
review as well as to design and bid the new terminal. Tharp stated
he expected the historical and environmental reviews would take
about a year. Byers noted that the FAA was looking through the
draft report for the space study and they were expecting to get
comments back.
4. Solar Power Project— Tharp noted they submitted the airspace
study for the solar panels. Tharp also stated that the BIL allocation
has been announced at the end of November so once that happens,
they would seek to move forward. Orozco asked if the consultants
had seen the new layout to which Tharp stated they had. Tharp
noted there were no concerns with making the solar power fit into
the future parking layouts.
ii. Iowa DOT grant projects
1. FY23 Program
a. Terminal Building Improvements — Tharp noted that it
appears this would be a spring project based on feedback
from the contractor for ordering materials.
iii. Airport/Locally Funded Projects—none
iv. Future Projects —Tharp stated that the call letter for the next year of AIP
applications was out. Tharp shared with members a timeline of projects
noting that this was a draft and some projects would need to be extended
out due to limited local match dollars.
d. Airport"Operations"
i. Budget—Tharp noted that the FY25 budget info was in the packet. Tharp
noted that Lawrence and Orozco helped put the budget together. Tharp
noted they did have a lease agreement that was expiring without renewal.
Tharp also stated that he was talking to the Army about expanding the
footprint around the reserve area. Tharp noted that as part of the budget
that wasn't accounted for was the cost savings from the solar power project.
Lawrence asked when they were targeting for that project to be completed.
Tharp noted that it was likely to be in the later part of 2024. Lawrence moved
to submit the budget to the City, seconded by Pfohl Motion carried 3.0
(Story, Bishop absent)
ii. Management—
iii. Events—Tharp noted that the events were done for the year
e. FBO/ Flight Training Reports—
i. Jet Air — Tharp stated that Wolford was out for the National Business
Aviation Association conference. Tharp stated that they were getting ready
for the winter season and doing a few things during the time between
needing to mow and needing to snow plow. Pfohl noted that she had weeded
some areas in front of the terminal.
f. Commission Members' Reports—none
g. Staff Report —Tharp noted that he would most likely be scheduling a vacation from
Christmas to New Year
Airport Commission
October 19,2023
Page 3 of 4
SET NEXT REGULAR MEETING—Members set the next meeting for November 9th.
ADJOURN
Pfohl moved to adjourn, seconded by Lawrence. Motion carried 3-0 (Story, Bishop absent) .
Meeting adjourned at 6:25pm.
CHATPERS N DATE
Airport Comm Ission
October 19,2023
Page 4of 4
Airport Commission
ATTENDANCE RECORD
2022.2023
TERM
W O
N N N fWD 0GW ca co W O
EXP, iN N N N NNAME tD
W
'
W W W W W W W W W W
Warren 06/30/26
Bishop X X X x X x X X X X X X X X OIE
Scott Clair 06130/23 X OIE X X x X X O/E OIE XIE O/E NM NM NM NM
Christopher 06/30/25 X X X X O/E X O/E X X X X X X X X
Lawrence
Hellecktra 06/30/24 X X X X X X/E O/E OIE O/E X X X X X X
Orozco
Judy Pfohl 06/30/26 X X X X X X X X X X X X X X X
Ryan Story 06/30/27 Not A Member X O/E X 0/E
Key.
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E =Absent/Excused
NM = Not a Member at this time
X/S= Present for subcommittee meeting
O/S =Absent, not a member of the subcommittee
Item Number: M.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Climate Action Commission: October 2
Attachments: Climate Action Commission: October 2
MINUTES
IOWA CITY CLIMATE ACTION COMMISSION
OCTOBER 2, 2023 -3:30 PM—FORMAL MEETING
EMMA J. HARVART HALL
MEMBERS PRESENT: Michal Eynon-Lynch, John Fraser, Ben Grimm, Wim Murray,
Michelle Sillman, Gabriel Sturdevant, Brinda Shetty, Matt Walter
MEMBERS ABSENT: Jamie Gade, Matt Krieger
STAFF PRESENT: Sarah Gardner, Daniel Bissell, Megan Hill, Diane Platte, Kent
Ralston
OTHERS PRESENT: Hannah Cargo (University of Iowa), Lizzy Fitzsimmons (Green
Iowa AmeriCorps), Emma Schima (Green Iowa AmeriCorps)
CALL TO ORDER:
Eynon-Lynch called the meeting to order.
APPROVAL OF SEPTEMBER 11 2023 MINUTES:
Shetty moved to approve the minutes from September 11, 2023 with a noted correction to the
attendance sheet on the final page. Walter 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):
• Gardner included "state of local climate planning" report in the agenda packet.
Upcoming Events:
• Homecoming Parade on October 6—commissioners are invited to participate
• EPA Compost Facility Grant Ceremony on November 8—date is still tentative
UNFINISHED/ONGOING BUSINESS:
Climate Action and Adaptation Plan Updates and Discussion:
• Gardner invited commissioners to ask questions about the quarterly report of CRAP
updates.
• Shetty asked about the meeting discussing community-based solar. Gardner shared that
staff reached out to the Iowa Energy Office to get updates on the rollout of HEEHRA
rebates and learned about a community solar proposal the office is putting together
under the Solar for All grant program. Currently under MidAmerican's tariffs community
solar is not possible in Iowa City. If Iowa is awarded a Solar for All grant, changes would
Climate Action Commission
October 10, 2023
Page 2 of 5
be required to allow local residents to participate in community solar. Staff have stayed
in contact with the Energy Office to continue the discussion.
• Shetty asked if the compost grant is earmarked for equipment(large-scale). Gardner
noted that Jen Jordan is presenting at next month's meeting to offer more details.
Gardner explained the grant will expand the footprint of the compost facility as well as
help provide equipment upgrades.
• Fraser commented upon the challenge of communicating with climate deniers. Grimm
noted that the language of leaving a place better than how it was found sometimes gains
traction.
Metropolitan Planning Organization of Johnson County Presentation (Ralston):
• Ralston described the Metropolitan Planning Organization's definition, role, and
activities, as summarized in the power point slides. Ralston offered to answer
commissioners' questions.
• Fraser asked if the 5-year plan was revisited more frequently than every 5 years, noting
that EVs might require technical changes sooner. Ralston noted that the DOT produced
a publication to help planners prepare for EV adoption.
• Sillman asked if more EV chargers are in the plans for public ramps. Ralston explained
the MPOJC does not manage parking ramps but can assist Transportation Office with
grant-writing.
• Grimm asked if grants have sustainability regulations built in to make sure the funding is
going toward sustainable efforts. Ralston noted there are not many built-in rules for grant
funding federally, but internally, the office produces its own environmental criteria for
awarding grants.
• Grimm asked if Iowa City's Climate Plan influences the MPO work in neighboring
communities without climate plans.
• Shetty asked if MPOJC does traffic and pedestrian studies on the Ulowa campus.
Ralston explained the MPOJC board includes a university representative and the office
helps the university as asked.
• Sturdevant asked about the tools for counting vehicles, pedestrians, riders.
• Sillman asked if the university could apply for a grant from the MPO to install EV
chargers in parking lots. Ralston affirmed they could. Grimm asked if that was true of the
school district as well; it is not.
• Eynon-Lynch asked if the MPO have a role to play in reducing the number of cars on the
road. Ralston noted that the organization is pushing alternative modes of transportation,
building roundabouts, building bike trails and on-street bike infrastructure. MPO is
directed by a board of elected officials who ultimately decide their marching orders.
• Fraser asked how the commission might be helpful to MPOJC and vice versa. Ralston
responded that MPOJC can provide data, and the Climate Action Office already is
largely able to access it. The commission can help MPOJC by staying in communication
with elected officials. As an example, the Passenger Rail Service study looked at
connecting North Liberty and South Iowa City via the CRANDIC line; several
communities needed to collaborate for that study. Commissioners are invited to attend
MPOJC community meetings.
Visioning indicators of success in built environment:
• Gardner provided an overview of the visioning exercise: If we are successful in
implementing all the measures contained in the Climate Action and Adaptation Plan,
what does the community look like in 2050 (first) and 20307' She asked Commissioners
2
Climate Action Commission
October 10,2023
Page 3 of 5
to Imagine their own neighborhoods, noting next the group would envision a
neighborhood in another part of the city, commercial district, industrial districts.
• Gardner led Commissions to respond to a series of prompts:
o In your own neighborhood, what works currently and will continue to exist in
2050?
o What kinds of buildings do you see (in 2050)?
o What modes of transportation do you see?
o In what ways do the buildings you're envisioning help reduce emissions?
o In what ways are the buildings adapted to a hotter, wetter environment?
o In what ways do transportation modes mitigate emissions?
o In what ways are the vehicles or street networks adapted for a hotter, wetter
environment?
• Gardner invited Commissioners to look over their notes and share what the three most
significant details were
• Sturdevant noted safer areas(wider sidewalks, buffered bike lanes), a lot more solar(in
shared green spaces due to more community gardens), rain collection for the gardens
• Fraser envisioned fewer cars, enhanced walking and bike paths, more EVs, more
energy-efficient homes and more homes being retrofitted for efficiency, more trees
planted (in all areas), more solar.
• Walter envisioned smaller, more appropriate-sized living. Smaller, more efficient vehicles
and if they are large, they are electric. Smaller homes on smaller lots with climate-
appropriate (drought-tolerant)yards with prairie plants. Wider sidewalks to facilitate
walking and biking.
• Grimm described walkable communities that are mixed-use with commercial presence
around residential, more natural (water-conserving) environments
• Shetty agreed with mixed use, with a park, community garden, grocery store within a 15-
minute walk. More shade trees. Reflective paint or green rooftops on houses. Cool
pavement on streets.
• Sillman envisioned the road leading to her neighborhood would be no longer 55mph so
that neighbors could be more connected to the rest of the city via scooter or bike.
Narrower streets with more room for bike paths. Community garden or green space.
Street lights that are motion-activated rather than on all the time.
• Murray seconded the idea for buffered bike paths. Fewer cars and smaller houses. A
neighborhood car(collectively owned). Communal guest house so that families could
host guests but utilize a smaller house the rest of the time.
• Gardner asked if"smaller housing"meant single-family homes, apartments, duplexes,
quadplexes, townhouses.
• Eynon-Lynch echoed support for pooling resources. Different ways of re-localizing power
within communities through the following: urban food production, community solar,
diversifying power sources, human-scaled design of neighborhoods through narrower,
shadier streets, mixed-use neighborhoods on a small scale.
NEW BUSINESS:
• none
RECAP:
• Confirmation of next meeting time and location:
3
Climate Action Commission
October 10,2023
Page 4 of 5
o Monday November 13, 3:30-5 p.m., Emma J. Harvat Hall
• Actionable items for commission, working groups, and staff: Gardner asked
commissioners to imagine another's neighborhood, two commercial sectors (downtown
and Highway 6), and the industrial sector with these indicators of success in climate
action.
ADJOURNMENT:
Sillman moved to adjourn, Shetty seconded the motion. A vote was taken, and the motion
passed 8-0 at 5:09.
4
Climate Action Commission
October 10,2023
Page 5 of 5
CLIMATE ACTION
COMMISSIONATTENDANCE
RECORD
2023
N W .P (A M Oo 1 s
i O
N (CD M Of W O -4 N
NAME TERM EXP. w �' 0 0 0 0 0 o N 0 n N
N NN)
W W W W W W W W W
Michel Eynon-Lynch 12/31/2024 X X X X X X X NM X X X X
Elizabeth Fitzsimmons 12/31/2025 X X x X X NM O! X
E
John Fraser 12/3112024 X X X X X X O/E NM X O/E O/E X
Jamie Gade 12/31/2025 X X X X O/E NM X X X O/E
Ben Grimm 10/31/2023 X X X X X X X NM X O/E X X
Clarity Guerra 12/31/2022 X X '
Kasey Hutchinson 12/31/22 x X ^
Matt Krieger 12131/2023 X X X X X X X NM X O/E X O/E
Wim Murray MidAmerican X X X
Rep
Michelle Sillman 12/31/20025 X X X O/E OtE NM X X X X
Brinda Shetty UI Rep X X X O/E X X X NM X O/E X X
Gabe Sturdevant 12/31/2024 X X X X X X X NM X x X X
Matt Walter 12131/2023 X X X X X O/E X NM X X O/E X
KEY:X= Present
0 =Absent
O/E =Absent/Excused
NM= No
Meeting
*No longer on Commission
5
Item Number: 3.g.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Climate Action Commission: November 13
Attachments: Climate Action Commission: November 13
MINUTES FINAL
IOWA CITY CLIMATE ACTION COMMISSION
NOVEMBER 13, 2023 -3:30 PM—FORMAL MEETING
EMMA J. HARVART HALL
MEMBERS PRESENT: Michel Eynon-Lynch, John Fraser, Jamie Gade, Ben Grimm, Matt
Krieger, Wim Murray, Michelle Sillman, Brinda Shetty, Angie Smith
MEMBERS ABSENT: Gabriel Sturdevant, Matt Walter
STAFF PRESENT: Daniel Bissell, Geoff Fruin, Jen Jordan, Ron Knoche, Diane Platte
OTHERS PRESENT: Elizabeth Fitzsimmons
CALL TO ORDER:
Eynon-Lynch called the meeting to order. New commissioner Angie Smith introduced herself.
APPROVAL OF OCTOBER 2, 2023 MINUTES:
Shetty moved to approve the minutes from October 2, 2023. Grimm 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):
• Continue visioning for commercial, industrial, and residential areas.
Upcoming Events:
• Presentation of SolSmart plaque to City Council Nov. 21
Meeting Schedule for 2024:
• First Monday of the month, except for Jan. 8, Sept. 9, and Nov. 5 (Tuesday). Shetty
asked for clarification about the December meeting date. Bissell offered to follow up.
UNFINISHED/ONGOING BUSINESS:
Enhanced Energy Standards Building Incentive(CRAP Action Item BI-6):
• Bissell invited commissioners to ask questions or offer comments on the memo included
in the agenda packet. Eynon-Lynch asked about the timeframe for seeing one third of
new residential construction receiving a HERS rating. Bissell responded the goal was
one year.
[Krieger joined the meeting at 3:36]
Climate Action Commission
Page 2 of 6
Resource Management operations and planning activities (Jordan):
Jordan offered an overview of Reduction, Reuse, Recycling, and Composting.
o Waste reduction education and outreach efforts utilize a range of strategies. Love
Food Fight Waste is a collaboration with Table to Table.
o Reuse efforts include partnering with Restore and the Salvage Barn. At the
landfill, bicycles are dropped off and picked up informally. Donation drop-off
summer event continues to be a success. Consignment and ReSale directory on
the website has received over 16,000 hits. Brick reuse program has salvaged 50
pallets of bricks so far.
o Recycling efforts each year include 100 mattresses, 160 tons of shingles, 130
tons of electronics, and more.
o Compost facility will be expanded due to a $4M grant from the EPA. Curbside
food waste collection began in Iowa City in 2017 following a pilot project.
o Compost grant will help fund a compost turner, a resurfacing of the 5-acre
compost area, the addition of 2 acres, and the expansion of access for drop-off
program. Curbside pickup currently serves half of Iowa City's households.
o The compost facility is currently limited to 15,000 tons per year. The grant will
allow for expansion.
o The additional tons composted will reduce GHG emissions: 573 MTCO2e saved
annually by 2028. EPA's WARM model was used for the calculation.
o Jordan shared a graph of per capita waste generation from 2008 to 2023. The
details of the waste characterization study findings can be found on the resource
management website.
o Commissioners congratulated staff on the EPA grant.
o Grimm asked for data that compares waste from industrial/commercial sectors
vs. residential. Jordan and Wilch explained the breakdown from the DNR that is
on the resource management website. Jordan noted 2017 was a pivotal year.
o Krieger asked how the per capita number compares to other communities.
Jordan and Knoche noted that Iowa City is maybe a couple hundred pounds
under the average for per capita waste generation.
o Fraser asked for suggestions about plastic bags. Jordan noted the only solution,
which is unpopular, is"stop using them 1 stop buying stuff." Fraser asked for"the
one thing to focus on" and Jordan pointed to the food system.
o Sillman asked about the quality of the purchasable compost as compared to
Cedar Rapids and Quad Cities. Jordan answered that Quad Cities compost
facility does not accept food waste, which keeps a lot of plastic out. Screen size
would help filter contaminants.
o Krieger asked about wood chips. Jordan answered that more wood chips will be
able to go into compost as more nitrogen-rich food waste comes in.
o Krieger asked about outreach to commercial entities such as third-party haulers
for food waste. Jordan noted that there is a need for more haulers. Grimm noted
that ICCSD is hauling compost themselves. Cost for depositing organic material
at the landfill is $24/ton, half the price of garbage.
o Fraser asked "what keeps you up at night." Jordan answered that landfilling is a
waste of resources.
o Grimm asked about the hands-on work involved with the compost and how long
the process takes. Jordan explained the"compost cooking" process which
includes testing for contaminants and noted that the additional equipment might
reduce the compost production timeframe in half.
o Krieger asked about end source for recyclables. Wilch answered that it depends
2
Climate Action Commission
Page 3 of 6
on the material. Electronics, oil, glass go to partners that work directly with Iowa
City. For example, glass goes to Kansas City. Curbside recyclables that need to
be sorted go to Waste Commission of Scott County. That sorter sells to different
companies and mills, which may change on a month-to-month basis. City of Iowa
City has very strong confidence that everything on the "accepted items list" is
being recycled.
o Eynon-Lynch asked how much of residential waste is packaging. Wilch reported
that plastic is currently 14% of landfilled material by weight. Eynon-Lynch asked
about outreach and education around package-free food shopping, i.e. bulk
buying. Jordan noted the challenge is larger than can be addressed on the level
of local government intervention and that federal regulation about packaging and
product stewardship would be most beneficial, but there is potential too for
encouraging consumer behavior around bulk food purchasing.
Visioning indicators of success in built environment(residential, commercial, industrial)
• Bissell provided an overview of the visioning exercise: "If we are successful in
implementing all 66 CARP measures, what does the community look like in 2050?
Imagine first a neighborhood in another part of the city first, then a commercial district,
then an industrial district."
• Bissell led commissioners to respond to a set of prompts. "In a neighborhood across
town, then a commercial district, then an industrial district..."
o What kinds of buildings do you see (in 2050)?
o What modes of transportation do you see?
o In what ways do the buildings you're envisioning help reduce emissions?
o In what ways are the buildings adapted to a hotter, wetter environment?
o In what ways do transportation modes mitigate emissions?
o In what ways are the vehicles or street networks adapted for a hotter, wetter
environment?
o In what way does multi-family housing play into this vision? Does multi-family
housing exist evenly across the neighborhood? Does it exist in pockets?
• Bissell invited commissioners to look over their notes and share what were the three
most significant details.
• Sillman envisioned multi-family residential or commercial buildings having a designated
number of EV charging parking spots, like we have for accessible parking spots.
• -Eynon-Lynch envisioned a greater mix of housing options and smaller square footage of
living space per person and highly efficient, and housing situated near alternate
transportation modes.
• Krieger added that higher density would be key to achieving those goals and noted that
2050 is as distant in time from now as the late 1990s were from the present and that
technology has changed significantly in the time. He talked about reducing energy
demand so that less renewable energies are needed, with the major challenge being
retrofitting existing buildings. Ideally, by 2050 there have been enough pilots and
demonstration projects that behaviors are changed and residents are making the
changes themselves. Key to this is continuously and steadily demonstrate leadership in
this area.
• Shetty envisioned 15-minute neighborhoods connected by electric buses and a network
of bike paths. Gade seconded the idea of creating neighborhoods in which everything
you need is within a 15-minute walk, especially for affordable housing communities.
• Krieger expressed the need to be working with neighboring communities to make these
efforts part of a regional approach.
3
Climate Action Commission
Page 4 of 6
• Murray envisioned quality prefabricated structures, which create a lot less waste.
Decentralized compost facilities might allow more people to access finished compost in
their neighborhoods.
• Fraser imagined being able to walk everywhere, including to industrial areas for work,
and maximum mixed-use-- residential, commercial, industrial—areas with no economic
stratification between neighborhoods but rather similar amenities and quality design in
every area.
• Eynon-Lynch and Grimm envisioned micro-farms incorporated in the city that included
greenhouses for year-round production. Krieger added the idea of vertical farms.
• Sillman imagined more underground parking, so that less space would be given over to
surface parking.
• Smith noted a recent visit to Carmel Indiana, which has 220 miles of bike paths that
have been built over a 20-year period.
• Krieger noted the need to drive consumer demand for 15-minute neighborhoods
• Gade noted affordability is a driver.
[Grimm exited the meeting at 4:43]
• Krieger imagined circular economy in construction to promote affordability.
• Eynon-Lynch requested a shift in the conversation to commercial and industrial visions.
• Krieger suggested uses incentives and outreach to drive the local economy more toward
businesses that have integrated sustainability approaches.
• Eynon-Lynch imagined more locally-owned businesses, locally-produced energy,
circular economy for a resilient community.
• Shetty imagined green spaces incorporated with industrial and commercial areas.
Eynon-Lynch suggested industry should be smaller and nontoxic to be integrated into
neighborhoods, following the vision Fraser had outlined.
• Smith seconded the need for green spaces and noted that our Iowa River offers
untapped potential, and suggested expanded walkable, bikeable areas downtown that
would reduce the need for parking.
• Krieger shared that New Orleans utilizes a method of stormwater management which
also offers green space.
• Sillman wondered if hydropower in Iowa City could be ramped up.
• Bissell asked commissioners to think about downtown and Highway 6. Gade observed
that it feels unsafe to bike or walk along Highway 6 because of the number of cars.
• Fraser asked about areas dominated by mobile homes and asked how commercial
enterprises could be incentivized to build quality multifamily housing in those areas.
Krieger noted that there are benefits to affordable, prefabricated homes with high density
and suggested it might be better to consider how those homes could be improved and
how to facilitate the desire for change that might come from within the neighborhood.
• Sillman described Coralville's bike path as an appealing place to ride, wondering if
Highway 6 could achieve something similar. Smith noted the positive direction taken by
the South District Neighborhood in recent years.
• Eynon-Lynch envisioned less concrete, more permeable surfaces, and commercial
districts that have greater density with fewer parking lots.
• Fraser noted the importance of centering equity.
• Eynon-Lynch positioned the discussion in the larger context of working on a regional
climate plan.
NEW BUSINESS-
4
Climate Action Commission
Page 5 of 6
none
RECAP:
• Confirmation of next meeting time and location:
o Monday December 4, 3:30-5 p.m., Emma J. Harvat Hall
• Actionable items for commission and staff: continue visioning indicators of success.
ADJOURNMENT:
Krieger moved to adjourn, Gade seconded the motion. A vote was taken, and the motion
passed 8-0. Meeting adjourned at 5:01.
5
Climate Action Commission
Page 6 of 6
CLIMATE ACTION
COMM I SSI ONATTEN DANCE
RECORD
2023
s N W A V7 07 V QD co
N fD QJ W CV —�' K. 1
NAME TERM EXP- N o 0 0 0 0 o N o N N w
N N N N N N N O N 4 O N
W W W W W W N co N N O
W W W
co
Michal Eynon- 12/31/2024 X X X X X X NM X X X X X
Lynch
Elizabeth 12/31/2025 X X X X X NM O/E X
Fitzsimmons
John Fraser 12/31/2024 X X X X X O/E NM X O/E O/E X X
Jamie Gade 12/31/2025 X X X X O/E NM X X X O/E X
Ben Grimm 10/31/2023 X X X X X X NM X O/E X X X
Clarity Guerra 12/31/2022 x
Kasey 12/31/22 X
Hutchinson
Matt Krieger 12/31/2023 X X X X X X NM X O/E X O/E X
Wim Murray MidAmerican X X X X
Rep
Michelle Sillman 12/31/20025 X X X O/E O/E NM X X X X X
Brinda Shetty UI Rep X X O/E X X X NM X O/E X X X
Angie Smith 12/31/2025 X
Gabe Sturdevant 12/31/2024 X X X X X X NM X X X X O/E
Matt Walter 12/31/2023 X X X X O/E X NM X X X X O/E
KEY:X= Present
0 =Absent
O/E =Absent/Excused
NM= No
Meeting
*No longer on Commission
6
Item Number: 3.11h.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Housing & Community Development Commission: October 19
Attachments: Housing & Community Development Commission: October 19
MINUTES FINAL
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
OCTOBER 19, 2023—6:30 PM
FORMAL MEETING
THE CENTER ASSEMBLY ROOM
MEMBERS PRESENT: Kaleb Beining, Maryann Dennis, Karol Krotz, James Pierce, Becci
Reedus
MEMBERS ABSENT: Kiran Patel, Kyle Vogel
STAFF PRESENT: Erika Kubly, Brianna Thul
OTHERS PRESENT: Ellen McCabe
CALL MEETING TO ORDER:
Beining called the meeting to order at 6:30 PM.
CONSIDERATION OF MEETING MINUTES: SEPTEMBER 21, 2023:
Reedus moved to approve the minutes of September 21, 2023. Pierce seconded the motion. A vote was
taken and the minutes were approved 5-0.
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None.
HOUSING TRUST FUND OF JOHNSON COUNTY OVERVIEW:
Ellen McCabe(Executive Director) began with a general overview about the Housing Trust Fund. Some
of the projects that HCDC funds through CDBG and HOME funds are also receiving Housing Trust Fund
money or vice versa. They are doing kind of similar work, but McCabe pointed out the differences such as
the Housing Trust Fund's uniqueness involves the flexibility of the funding and since it is not tied to the
federal dollars there's more flexibility. For example, if they award funding tomorrow to a group, the money
is already available, and they could get that money the next day if all the paperwork was pulled together.
With CDBG and HOME funds sometimes there's a lag and they can't begin the process of getting the
funding until July 1. There are also different layers to the CDBG and HOME funds that don't exist with the
Housing Trust Fund funding.The Housing Trust Fund is part of the Iowa City Affordable Housing Plan
and that dictates$1 million for affordable housing of City money on top of the CDBG and HOME money.
So$500,000, according to the plan, goes to the Housing Trust Fund to be made available for housing that
is affordable every year. Then there's another$200,000 that is specifically designated for low-income
housing tax credit(LIHTC) projects.That's a federal program through the state of Iowa where the
decisions are made at the State level and is usually larger multifamily or larger senior housing than what
CDBG and HOME funds touch. McCabe stated they don't always have applicants for that money, so they
roll that money into the subsequent year. An example is the NEX senior project, which is currently being
built right now on Herbert Hoover Highway. It'll be 36 apartments for senior citizens 55 and older at
various income levels. They just began construction and units should be available in the year from now.
That project is receiving two years of LIHTC funding from the City of Iowa City, plus $720,000 from the
Housing Trust Fund, it's overall a roughly$12 million project. It will be for low-income seniors ranging
Housing and Community Development Commission
October 19,2023
Page 2 of 8
from the lowest below 30% area median income(AMI) up to below 60% area median income. There's
one-and two-bedroom apartments in that development. The $700,000 to the Housing Trust Fund each
year is for housing that is affordable and LIHTC. With the new Affordable Housing Plan that was put in
place a couple of years ago they asked and the powers that be agreed that if that money, that$200,000
is not used two years in a row, they can put it back into the general pot as to not have money sitting there
waiting for these large projects when the need is so great. That was a win to not have the fund keep piling
it up when they know that there'll be applicants.
McCabe explained they also have a specific winter round called LIHTC priority, and in the winter when
they get the applications, they look at the LIHTC projects first and if the LIHTC projects are viable, worthy,
and good developers, that will be the priority. She did note there had been years,for example,when there
were no LIHTC applicants so it would have been great to be able to put that money directly towards other
housing but now have a solution so funds just don't sit in the LIHTC pot.
McCabe stated they also receive funding from the state of Iowa, that was the original funding body.
Around 2002, people like Maryann Dennis saw that the State was going to be making the funding
available and formed the Housing Trust Fund.There are 27 trust funds in the state of Iowa and they have
to be a trust fund in order to get State money. They receive roughly$450,000 from the State each year.
Johnson County is their largest funding body.They give$700,400 which is $400 more than the City of
Iowa City. Coralville and North Liberty also contribute. All the money that's paid on the loan's principle, all
the principal payments go back into the pot and they make that money available in real time. So every
penny of the principal that's been paid on loans, at least has one more life, if not more.
McCabe next gave an overview of the Housing Trust Fund mission. The only mission of the organization
is to promote, advocate, support and fund housing that is affordable within Johnson County.Their vision
is that everyone in Johnson County should have safe and decent housing that is affordable.
Krotz asked how their organization defines affordable. McCabe stated they follow the rule that people
should pay no more than 30% of their income on their housing costs. Krotz asked if that was before or
after any allowable deductions. McCabe said they do not do the deduction route, it is just the straight
30%. She said when people put in applications to serve individuals and tell them what they're going to
charge to rent the property they get to see that the rent levels match up to the income levels. Krotz noted
sometimes it makes it extremely difficult for the very low-income folks to find housing. McCabe agreed, a
disability payment does not cover rent, there isn't an apartment available for that amount.
McCabe also noted the Housing Trust Fund does nothing over 80%AMI and so a lot of people talk about
affordable housing, but they're talking about the term workforce housing. That is a misnomer because
people at the below 30% are working. McCabe stated in terms of the Housing Trust Fund they're working
with people who have incomes below 80%for sure, that is most of what they do, actually most of what
they do is well below 80%.
In striving for everyone to have decent housing that is affordable to them they have two main programs.
The one she wishes to talk about this evening is the revolving loan fund. The other program is primarily
outside of Iowa City because Iowa City has a wonderful owner-occupied rehabilitation program so the
Housing Trust Fund doesn't fund owner-occupied rehabilitation, except through very rare instances, with
Habitat for Humanity.The Housing Trust Fund gives grants to Habitat for Humanity to go and help people
with elderly ramps, bathroom remodels for accessibility, new floors, roofs, heating and air conditioning,
plumbing, electrical, etc., but most of that work is outside of Iowa City and they help about 20 households
a year with that through a variety of funding sources.The revolving loan fund is where the principle that is
paid on the loans goes back into the pot. McCabe noted she hates the words affordable housing so she
always try to say housing that is affordable, because what does affordable housing really mean? They
have quarterly funding rounds whereas HCDC has one funding round per year. The Housing Trust Fund
has money to fund creating units that are now affordable, it could be a build or it could be taking an
existing unit and turning it into income restricted housing. Another goal is preserving housing that is
affordable so they work with primarily with The Housing Fellowship and they have rental units that every
15-20 years because of the unit's wear and tear need refurbishing, refreshing, so they're actively involved
2
Housing and Community Development Commission
October 19,2023
Page 3 of 8
in preserving units that are affordable. The Housing Trust Fund also does rent and deposit and shelter.
With rent and deposit, they had an ongoing relationship with Inside Out Reentry for many years giving
them $25,000 a year to use to help people coming out of incarceration. Because those individuals have
zero access they can't go to general assistance, there's just very little available and they needed to get
housing, rent and deposits. For several years, they talked about what if they got their own place and now
they have a transitional home program with funding from the Housing Trust Fund. Regarding shelter, the
Housing Trust Fund did not put money to build the existing emergency housing shelter or the original
DVIP shelter, but they have done renovations within those properties and they have funded DVIP's new
shelter with$750,000.They also contributed close to $2 million to the Shelter House 501 project and
Crosspark Place Housing First.
McCabe stated they have a website they direct potential applicants to where there's information about the
current funding round. The website is: httos:/Iwww.htfic.org/and when people go to the website there's a
programs tab and then that drops down into the revolving loan fund information where it gives information
on what's the current area median income levels, below 30 and below 80. When people apply for funding
to the Housing Trust Fund there's several options on how that looks.They have grants, funds that are not
paid back. That's usually for the acquisition of projects to serve people with the very lowest of incomes.
There are several different types of loans-there's a forgivable loan, and that is forgivable as long as they
do what was agreed to for the agreed period of time. Today she wrote one for 40 years for DVIP. If they
do what they say they will do at the end of that 40 years, they owe no money. If they decide to sell or
decide to stop providing services, they're going to have to pay back money.They also have zero interest
loans that are paid back over an agreed amount of time with no interest. Finally, there are low interest
loans which range from 1%to 4%, which depend on the ability of the developer to pay it back.They can
also do grant/loan combos,for example DVIP got a$250,000 grant and a forgivable loan for$250,000
and they asked for a repayable loan.
Reedus likes hearing that they could do combo grant/loans because that helps smaller organizations that
often don't have a lot of assets.
Pierce had a question on the low interest loan, does the principal go back into the interest as well?
McCabe explained the interest pays for the Housing Trust Fund lights and the rent and the employee
health insurance and paper and ink. It also goes to their ability to do grants. Their largest funder doesn't
want them to grant money so they can't use the County's money for grants, so if somebody wants a grant
in Coralville for something they need to use other money.
McCabe explained the funding cycle and how it works is the operations committee of the board of
directors looks at the cash flow and at the bottom line and states how much they want to make available
in that round. That committee has a CPA, a banker, Simon from The Housing Fellowship, developers,
realtors, and a lawyer. Once the amount is set, McCabe sends out a press release and email, she puts it
on Facebook and makes sure that all the developers that she has been talking with over time know that
money is available. She then offers what's called a funding 101 session. It's less than one hour long, and
it helps the applicants put together the best application possible. She also offers consultation helping
them decide what form, what terms, how long, and what's the best possible application that they can have
and she offers to review applications before they're finalized. The application deadline is hard and fast.
The applicants are competing against each other within the round, for example, someone can have a
great project, but if there's five great projects, one of those great projects may not get funded due to
funding availability. So, then a distribution committee, which is made up of again, developers, City
officials, etc., review the applications and make recommendations to the full board about what should be
funded and at what level with which terms, and then the board determines the awards to be given.
McCabe noted things that influence the outcomes is applicants is serving people with the lowest incomes
is going to get funded over an application not serving the lowest incomes.Those applications that benefit
people who have something else on top of just having a low income, such as a disability, are going to get
a better outcome.
New partners are favored by the Housing Trust Fund, McCabe stated they love to keep funding their old
partners, but new partners get to get a second look as they want to encourage the development of
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Housing and Community Development Commission
October 19,2023
Page 4 of 8
developers and viable projects. They look at what kind of success the applicant has had in the past, do
the numbers make sense, are the rents affordable, does this really make sense for someone in this
situation, are they going to be able to pay$509 a month. Also leveraging-how much money is the
applicant leveraging, it used to be a point system for how much leverage was attached to each
application, and generally projects that are leveraging more money, get more, but that's not always true.
Sometimes there is a project in a bid that had has no leverage and was funded the appropriate term of
affordability and she has the mayor of Iowa City telling her that nothing short of permanent is acceptable.
It is rare to get a developer to say it's going to be permanent so they push developers 10-20 years or for
how long they can get for this property to be affordable. The Housing Trust Fund values innovation and
that gets a better outcome.
Recently, they had an applicant who wanted to have the Housing Trust Fund pay for mobile home units to
sit on their land and supposedly at the 15 year mark the tenants would own the units. That was something
that they couldn't help with. They can't be owning the land and owning the units. McCabe stated they can
be eligible for funding to apply again, and she always tell applicants this is good news even if it doesn't
sound that way. They know the applicant is coming back and they're going to remember that.They may
be funded but perhaps the terms are different from what they asked for, frequently people will ask for
grants even though she tells them not to because it's not an acquisition of property below 30%AMI. She
then gives them an award letter that summarizes the terms being offered, which they can take to a bank,
and show what the Housing Trust Fund is going to give them. The Housing Trust Fund places
contingencies on the money and say they need to get the other funding they put in their application. If
they said they were going to raise $75,000 once they have that$75,000 it's a go. An example is Iowa City
Sober Living, which is a new project, weren't a 501(c)3 so the Housing Trust Fund told them to get their
501(c)3 and then they can apply for funding. Projects can take a long time and they want the money to
move, as does the City and the County and the State. Sometimes applicants are told the board wants
them to spend the money by x date.
Pierce noted the organization can make an award and they might be able to go back to a bank to get
additional funding, how often do they see a situation where their funding helps an organization get
additional funding. McCabe explained the Housing Trust Fund is sometimes the first dollars and
sometimes they're last. They don't care where they fit into that but if someone says the Housing Trust
Fund has awarded them$100,000 and they need $100,000 more that might go faster.
McCabe showed a table of the projects that were funded this past year. By the end of June 30, seven
projects serving 84 households were served overall, only one of those properties was in Coralville, the
rest in Iowa City.The Housing Trust Fund wrote checks for$872,000 that leveraged an additional$7
million in housing that is affordable. This past year 42%went out in the form of repayable loans, 17%
went out in the form of a forgivable loan, and 41% went on in the form of a grant. She did note this is
heavily COVID influenced as they are still in a COVID hangover. Developers not so much, they don't
really want to be building houses with a labor shortages, materials shortages and uncertainty. Of the
income levels served this past year with that money, 98% of them were in the lowest income level -
below 30%AMI, and 2%were in the below 60% AMI and that was two rehab projects with The Housing
Fellowship which does below 60%AMI. 96% of the money went to serve that lowest income level and
4% of the money went to serve the below 60%AMI. By breakdown of housing, 41% of the money went to
shelters(Shelter House and DVIP), 53%went to new supportive(Systems Unlimited, Mayor's Youth,
Shelter House supportive housing)and 6%went to the rental rehab, one project for Systems Unlimited
and one project for The Housing Fellowship.The return on the investment,which is McCabe's favorite
part of the whole thing, is that the Housing Trust Fund put out$872,000 into the universe which
represented 11% of what it costs for all the housing that was created or preserved. McCabe noted
Mayor's Youth as an example of the new supportive, this past year they purchased a house. Mayor's
Youth is for people with disabilities. Inside Out purchased a new transitional house near downtown and
then it has a nice living room, family room and a beautiful kitchen. In the open house, one of the residents
had a note on the door that he wanted everyone visiting to know what the house meant to him, a new
start, a supportive team, nicer things than he's ever had in his life, peace of mind for his parents.
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Housing and Community Development Commission
October 19,2023
Page 5 of 8
McCabe next showed the awards noting awards are different than funded, these are the commitments
that the Housing Trust Fund made in fiscal year 23, which ended on June 30.They made nine awards,
serving 100 households, seven in Iowa City, one in North Liberty and one in varied locations outside of
Iowa City. The type of award loans are forgivable loans, grants, etc. $2 million was committed in the
fiscal year 23 and the total project cost for that housing is $25 million. In this past year, the commitments
were 45% loans, 22%grants and 33%forgivable loans.
Krotz asked if a developer comes in and builds new apartments and say that they're going to offer this
many units of affordable for X amount of time, do those developers oftentimes partner with organizations
or point individuals to coordinate with places where there can be additional help with affording rents?
McCabe replied yes, in fact a large developer will let a tenant who can't pay their rent know where to go to
get support. It's in everyone's best interest to keep the tenant in place. Turnovers are expensive.
McCabe next gave an example of how money can take a long time sometimes for projects to come along.
The Housing Trust Fund awarded $20,000 to NEX Senior Living on Herbert Hoover three years in a row
but nothing got done because it didn't get funded at the State level. Finally, somebody that got money
dropped out of the race and so it finally got over the hurdle on the third year but the Housing Trust Fund
had to carry the money for three years in the hopes they would get this funded. Another situation was
Iowa City Sober Living, again they were told they had to get their 501(c)3, not for profit status, and they
had to raise money so it took a while and the Housing Trust Fund didn't write the check until July and had
to carry that money.They're currently carrying about$3.5 million of projects waiting to be drawn.
The impact over the entire 19 years of the organization is that they've awarded more than $15 million and
that has helped 1,143 households. The Housing Trust Fund stays connected to people who are in this
world, the Local Homeless Coordinating Board, providers coming together who are serving the people
who are experiencing homelessness, the Livable Communities Housing Action Team which focuses on
senior housing, and the Johnson County Affordable Housing Coalition where she has served as an
officer, the Iowa City Area Apartment Association- she owns rental property so she is able to join this
group and make sure that rental managers and owners know about the issues related to housing. She
has worked with the Greater Iowa City Homebuilders and the Agency Impact Coalition on certain topics,
also the Iowa Housing Partnership and Greater Iowa City, Inc.which is the former Chamber.
Dennis asked how many staff the Housing Trust Fund has and McCabe replied just one, one FTE.
Reedus noted McCabe said that Inside Out and had requested funds to put people into housing which is
very proactive. Reedus is concerned housing issues such as the homeless population that was burned
out near the river.There are people who have a Housing Choice Voucher but they can't get into housing.
The equity firms or investment firms that are buying up mobile home parks and for the most part doubling
lot rents and make them unaffordable. She lived in Michigan for years and recently read a firm bought like
232 houses in Flint that were renter occupied and of course they're going to be flipping them and charging
more rent. She is wondering if McCabe has any ideas to deal with these kinds of problems. Has the
Housing Trust Fund talked about some of those issues? McCabe stated the Housing Trust Fund is like
the bank and have to stick to their business, but they do advocate for many different kinds of things but
also feel like they need to walk a little bit of a fine line. They are happy to fund the Johnson County
Affordable Housing Coalition,which are the ones that help with things like deposits, application fees, etc.
Application fees are hard, you apply for something and get turned down,well, they have your 50 bucks
and you're never going to see that again.This whole new thing about leases is they have words that they
carefully crafted with attorneys stating you make"12 equal payments,"they don't call it"monthly rent."
You make 12 equal payments, your payments start on August 1, and you will leave that apartment on
July 15.
Reedus asked about doing a bus tour to see places that have been funded. McCabe stated they did a
bus tour recently and it was amazing. It cost$2,000 and they were fortunate to have a bank sponsor that.
Next time they will try to pick a time when not all the city managers are at a convention. They took people
to 15 properties in Coralville, North Liberty and Iowa City showing half the properties that the Housing
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Housing and Community Development Commission
October 19,2023
Page 6 of 8
Trust Fund funded over the last five years, representing$5 million of investment and $70 million worth of
housing.
McCabe noted they want to get back to the day when they have people asking for twice as much money
as available in each pot but they're not there yet.They're still in this COVID hangover. They have a
million dollars in this round and she doesn't know if anybody's going to turn in an application.
Dennis noted in Johnson County, the land is very, very expensive and most funders won't fund a project if
it doesn't have city water and sewer, so it has to pencil out. For a rental project they have to know how
much they can charge, which means how much money will they make, and then they're going to have
reserves, it's not for the faint of heart.
Reedus asked about North Liberty and Coralville contributing. McCabe stated both of those communities
put some of their ARPA money in, $200,000 from Coralville and $400,000 from North Liberty.
Dennis stated one of the best things the Housing Trust Fund does is the revolving loans because there
are only two Housing Trust Funds in the State that do revolving loans.
McCabe said people in other areas use their housing trust fund money to tear down houses.They get
$200,000 and they use it to tear down 10 houses because those 10 houses are making people
uncomfortable because they are deteriorating. This does not happen here because the City and the
County say they have to do this partnership plan.
Pierce asked about the trust funds in the State, are they all counties or are some in cities? McCabe
explained people could decide what kind of units they want to set up, there's five County units, the City of
Dubuque has its own, Waterloo might have their own so it's different. The money from the State is based
on the poverty levels and the population levels.
Kubly stated with the City's Housing Rehab program, there's mobile home parks and other housing
outside of Iowa City that they can't serve with federal funding so it's nice to be able to refer people to the
Housing Trust Fund programs. It's a great resource.
INTRODUCTION TO THE CONSOLIDATED PLANNING PROCESS:
Kubly wanted to take time in this meeting to do an introduction to the Consolidated Planning process. She
stated the Annual Action Plan, which they do at the beginning of the funding year with all of the projects
outlined, identifies what they're going to spend money on for the year and then there is the CAPER at the
end of the fiscal year, which outlines what they did and if they met their goals. Both of those plans tie
back to the Consolidated Plan. Iowa City is required to complete a five-year Consolidated Plan, which
they have been calling City Steps. If they keep that name it'll be City Steps 2030. This Plan is designed
to help the City assess the affordable housing and community development needs and market conditions
so that they can make data driven and place-based investment decisions with money that Iowa City
receives from HUD annually. This is the largest planning process that they do for community development
and it's really important because it will shape how they use their funding for the next five years. Iowa City
will hire a consultant to help with this process and this winter will put out the RFP. If interested anyone
can go online and review the current Consolidated Plan on the City's website, City Steps 2025.
The first step is consultation and that's the public participation aspect of it. They do a needs assessment,
which is the demographic data, a housing market analysis, and then that's all taken and put into a
strategic plan which sets the priorities for the funding.The planning process has substantial public input.
Last time they did a community wide survey and then a targeted survey to agencies.Then when the
consultant came to visit, they did three days of facilitated stakeholder meetings and held the regular
public meetings that they always do at HCDC and Council. One of those stakeholder session was here at
the HCDC meeting so this Commission will have an opportunity for input. When they did the facilitated
stakeholder sessions,they had different categories and they were open to the public so anyone could
attend. They also try to hit certain populations. The categories used last time were workforce
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Housing and Community Development Commission
October 1&2O23
Page 7ofO
development, housing affordability and equity, housing for those in crisis, public facilities and services,
preserving affordable housing, asset building in neighborhoods, and healthy homes in neighborhoods.
Anyone could come and provide input with the consultant as a facilitator.
Krotz asked if there was adequate or good participation from the community. Kub|yreplied they did have
good turnout. At these things it often tends to be service providers,which is important but they also try to
get input from actual residents who are utilizing the services as well. They always work with the
consultant but internally the human rights department and communications department help figure out
who tnconnect with the process.
Kub|ystated with the AF|FY\funding when they were getting public input they went toCnnomUnih/Food
Bank at Pepperwood and Iowa City Compassion where people are already there and asked if they had a
minute tmgive some input. They try toQmLowhere people are tneven make |tmore convenient. Kub|y
stated next summer will be the actual public input process, right now they are just creating astakeholder
list of whom to contact, which agencies to connect with as there has been a lot of turnover in the agencies
in the past five years. If anyone has recommendations on agencies staff should connect with or good
ideas ofwhere they can get public input please let them know.
F(endussuggested they connect with the Agency Impact Coalition. Kub|ynoted they certainly have all the
Legacy Agencies on their list and everyone they fund will be invited if they're interested. Remdumutmh»d
it's also important to hear from the non-Legacy Agencies, the Emerging Agencies too. She thinks it's
important that they're hearing from smaller organizations amwell.
Kubly stated when they are ready to get public input, they'll be asking the Commission to help spread the
word because the more people they can get to bring input, the better the plan will be. Once they get all
that public input, it's compiled and incorporated into the plan, along with the data that's collected. Like all
other plans, staff will bring it to HCDC to review it and make the recommendation to Council who will
approve. Once implemented, they will work tmmeet those goals each year.
STAFF &COMMISSION UPDATES:
Thul noted there were two vacancies on HCDC. Council recently appointed someone and that person had
to resign right away because they had moved outside of Iowa City in the time between when they applied
and when they were appointed. Council appointed another person earlier this week and she is just waiting
to confirm with them and make sure they're still interested. If they confirm, then there's still one vacancy
posted.
The next meeting isNovember 10m. Shelter House will becoming toduapresentation unstreet outreach.
The Commission will also be approving the application materials for CDBG and HOME and looking at the
Emerging Aid to Agencies application materials as that round will open at the end of December and run
through January.
Dennis moved to adjourn, Reedus seconded the motion, a vote was taken and the motion passed 5-0.
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Housing and Community Development Commission
October 19,2023
Page 8 of 8
Housing and Community
Development Commission
Attendance Record 2022-2023
Name Terms Exp. 9/15 10/20 11117 1119 2116 3/30 4120 5118 7/20 9/21 10121
Beining, Kaleb 6130/24 O/E X X X O/E X X O/E X X X
Dennis, Maryann 6/30/25 O/E X X X X X O/E X X O/E X
Haylett, Jennifer 6/30125 X O/E O/E X X O/E X O/E
Krotz, Karol 6/30/24 X X X X O/E X X X X X X
Reedus, Becci 6/30/24 X X X X X X X X X X X
Vogel, Kyle 6/30/26 X X X O/E X X O/E X X X O/E
Eckhardt, Michael 6/30125 X X X X X X O/E O/E
Patel, Kiran 6/30/26 - O/E X X X X X O/E
Pierce, James 6/30/2026 - — — — X X X
Subramanian, Saranya 06/30/2025 — — — — —
• Resigned from Commission
Key:
X = Present
O =Absent
O/E =Absent/Excused
— =Vacant
8
Item Number: 3.i.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Human Rights Commission: October 24
Attachments: Human Rights Commission: October 24
Approved Minutes
Human Rights Commission
October 24,2023
Emma J.Harvat Hall
Commissioners present:Jahnavi Pandya,Sylvia Ions (via Zoom), Doug Kollasch, Bijou Maliabo, Roger
Lusala, Mark Pries,Viana Qadoura.
Commissioners absent: Kelsey Paul Shantz,Ahmed Ismail.
Staff present:Stefanie Bowers,Tre Hall,Sergeant Kevin Bailey.
Recommendation to City Council: No.
Meeting called to order:5:35 PM.
Native American Land Acknowledgement: Pries read the Land Acknowledgement.
Approval of meeting minutes of September 28,2023: Kollasch moved,and Maliabo seconded. Motion
passed 7-0.
Updates on Outreach and Engagement by the Police Department:Sergeant Bailey introduced Community
Outreach Specialist Tre Hall. Hall provides updates on Community Violence Intervention,Safety Village
preparation,the Community Police Academy,and the upcoming coat drive for youth and adults.
Racial Equity and Social Justice Grant:Grant informational sessions will be held on November 8 and 15.
Maliabo,Kollasch,Lusala,and Paul Schantz will do November 8,and Kollasch and Maliabo will do
November 15.
Staff will assist in getting the check delivered to the Center for Worker Justice of Eastern Iowa. Paul Shantz
and Jons will deliver it to Great Plains Action Society at Truthsgiving in early November at The Englert
Theatre.
Jens provided an overview of her Guide for Human Rights Commissioners Supporting Iowa City Social
Justice and Racial Equity Grant Recipients for 23-24.
Commission Committees:
Breaking Bread—No update.
Reciprocal Relationships—Qadoura will replace Channon on this committee.
Building Bridges—No update.
Partnerships with Recreation Department:All Around the World,scheduled for November 12, has been
canceled.
Announcements of commissioners: Pries spoke on a meeting that coincided with the Commission's
Page 1 of 2
meeting this evening on manufactured homes.ions mentioned an upcoming program the Commission is
co-sponsoring with the Iowa City Foreign Relations Council. Lusala asked for Commissioners to keep Israel
and Palestine in their prayers. Maliabo noted that October 24 is United Nations Day. Kollasch spoke on
watching the recording of the City Council meeting from October 17 and the reaction or lack of reaction
from some council members.Qadoura introduced herself to herfellow,commissioners.
Announcements of staff:Staff provided an overview of the upcoming Human Rights Awards Breakfast.
Adjourned:6:36 PM.
The meeting can be viewed at this link httl)s:Hcitychannel4.com/video.html?series=Local%2OGovernment.
Page 2 of 2
Human Rights Commission
ATTENDANCE RECORD
YEAR 2023
eetin Date
TERM 1/24 2/29 3/28 4/25 5/23 6/27 8/22 9/26 10/24 11128
NAME EXP.
Roger Lusala 2023 P P P P P P A P P
Bijou Maliabo 2023 P P P P P P P P
Kelsey Paul Shantz 2023 P P A Z P P P P A
Jahnavi Pandya 2024 P P A Z P Z P P P
Sylvia Jens 2024 P A P P Z Z P A Z
Doug Kollasch 2024 P P P Z P P P P P
Vtana Qadoura 2025 - - - - - - _ P
Ahmed Ismail 2025 P P P P P P A P A
Mark Pries 2025 - - - - - P P P
KEY: P = Present
A =Absent
Z =Present via Zoom
Item Number: 3.j.
CITY OF OF IOWA CITY
COUNCIL ACTION REPORT
December 12, 2023
Library Board of Trustees: October 26
Attachments: Library Board of Trustees: October 26
QW,0 IOWA CITY
rAW PUBLIC LIBRARY
Iowa City Public Library Board of Trustees
Meeting Minutes
October 26, 2023
2na Floor- Boardroom
Regular Meeting - S: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,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: Reagan Anania,Charlie Johnk.
Call Meeting to Order. Rocklin called the meeting to order at 5:00 pm.A quorum was present.
Approval of October 26, 2023 Board Meeting Agenda. Shultz made a motion to approve the
October 26, 2023 Board Meeting Agenda.Johnk seconded. Motion passed 8t0.
Public Discussion. Charlie Johnk said hi.
Santos Green entered at 5:01 pm.
Items to be Discussed.
Budget Discussion.Carman said the proposed budget for FY25 was entered.The budget kickoff meeting
directions were to mirror last year's expenditures and to keep new service requests to a minimum.Carman
complied to that request but noted this doesn't mean the library doesn't need more resources to maintain
service levels.Carman included the CIP budget requests and noted the two newest CIP requests were cut in
the first round of reviews.Carman included a full budget request report from Munis (the City's financial
software) in the Board packet with full details for the first time.Carman also shared the Budget in Brief report
which has traditionally been shared in the Board packet.Carman said looking back at previous board meeting
minutes he and Miller thought it would be helpful information to provide to the Board.
Massa noted a sentence in the budget summary on page five,"Moving some funding from hourly personnel
lines to permanent part time"and asked what that meant.Carman said that sentence references a position
that is funded partially via library gift funds.Carman said the library has gift money in personnel lines that
would be better utilized in operational funds.Carman said it wouldn't change the resource allocated in the
operational budget but departments have to go through a process to move funds from hourly personnel to
IOWA CITY
PUBLIC LIBRARY
the permanent personnel lines.Rocklin asked if this request would take all of the staff salaries out of NOBU
(non-operating budget).Carman said the Children's Bookmobile position would be paid 100%from the
operating budget if approved.Carman said it would leave one half-time Development position in the NOBU
request.Carman said this position felt more reasonable in the NOBU budget request.Rocklin agreed.Carman
said if the City of Iowa City has questions or wants to discuss other options a staggered approach could be
proposed.Carman said the Library has the resources for this shift. Paetzold said these are tough years to offer a
staggered approach and thinks Carman should try to avoid that.Carman agreed. Paetzold noted budgets
wouldn't get better next year.Carman agreed and said another option would be to ask for the resources as
new resources but Carman doesn't think that approach will be successful. Paetzold said she liked the proposed
approach.Carman said it is not his preference but noted it would have an immediate impact of freeing up 20%
of the NOBU budget. Paetzold said this would truly get staff in the operating budget and preserves NOBU.
Rocklin said this is great.
Raeburn asked what the column"division"signifies in the budget report.Carman said the division column
represents the library's request as a department of the City of Iowa City.Carman said as the budget process
goes on, more of the fields in the report get filled in until eventually City Council approves the final budget.
Raeburn said the projected actual budget is lower than requested in some cases and asked if that is correct.
Carman said that is what is being projected for the current fiscal year.Carman said the current adjusted is the
current year,the projected actual is calculated by the City along with all of the personnel costs,and the
division request it what the library has requested for next year.Carman said the%change is the difference
between the current year's budget and the request for next year.
Massa shared discomfort with the term temporary employees and noted projected casts are not changing
next year for temporary employees. Massa clarified that temporary workers don't receive benefits.Carman
confirmed.Massa clarified that temporary workers aren't in a union,Carman said correct.Carman said
temporary employees is a term from the union contract and City HR documents, but internally at the Library
staff use the term"hourly employees"more often.
Raeburn noted on page 11 there is no current budget for cell phone and data services. Raeburn said there is
however a projected cost of$4,500 but there is no request for more. Miller said this budget line used to be in
the Administrative budget and was moved to the IT budget. Miller said this budget allocation was moved to
another department but the request stayed relatively similar.Carman said there are lots of lines that are part of
each library department and that this one was moved from Admin to IT.Carman said the library's divisional
budget meeting with the City to review the budget request is on November 15th.Carman hopes to be able to
share more information about the budget with Trustees after the meeting.Rocklin asked if this was a
discussion.Carman said yes,and the meeting is almost a line by line walk through of what was requested.
Carman said each year both the Library and the City learn more from each other about operations. Carman is
looking forward to it and hopes to learn more about the levy allocations.
Matthews noted the increased heating and cooling request seemed appropriate and asked if the library has
seen a rise in utility costs.Carman agreed there has been a rise in cost and said if that line is overspent in FY25
another line has to be underspent to balance the cost.Carman said in the budget report to the City there are
detailed notes that explain why something balanced or didn't last year.Matthews clarified that the budget
request reflects what is balancing out vs what is showing.Johnk said he is excited about the book vending
machine.Rocklin clarified the vending machines weren't approved but they were a neat idea.Carman said the
Library could think about other ways vending machines might take place.Shultz thought book vending
machines should fall in line with the City's DEI goals.Carman said grant money may be available to library
partners and hopes to formulate a plan of what could be explored.Carman said the ICPL Friends Foundation
may want to support some of the cost too.Carman said it would be a very visible new service which would
4W.9 IOWA CITY
V%W PUBLIC LIBRARY
have an immediate benefit.It would also give usage data in those areas which would help us understand the
needs of different areas in our community.Matthews noted there is a large initial cost but asked if there was a
continued service cost.Carman met with vendors at ALA conference in Chicago this summer.Carman said
equipment has improved over the years and they could help futurecast expenses.Carman said library staff
could assist with ongoing use that other libraries might need a vendor to do.Carman said the biggest hurdle
would be staff hours and thinks some of it could be managed with Outreach staff who are already out in the
community and Facilities Services staff.Carman noted the current book drops are emptied daily by Facilities
staff.Shultz shared she is always curious to hear what other Trustees think.Johnk liked the DEI element of
book vending machines.Matthews shared interest in the long-term costs of vending machines.Johnk made a
motion to approve the FY25 Budget Request.Paetzold seconded. Motion passed 9t0.
Review 151 Quarter Financials&Statistics.Rocklin noted the presentation of the budget request and the 1 SI
quarter financials is a chance to review what was budgeted and how it was spent.Rocklin found the table very
helpful.Rocklin noted some items will be purchased at the end of the year or beginning of the year and those
budget lines will always look off.Carman said it is human nature to look down the list and question why
something is 300%spent and noted these budget lines might be of a low dollar value.Carman said every
dollar matters and there is transparent documentation on how something was spent but the lines that matter
most are the big budget lines.Johnk said the bigger story is how transparent the budget is and the amount of
itemization is fantastic.Massa was impressed by the first quarter budget report and noted the total percent
used is 2310.Massa said that is impressive and gave kudos to the staff.Shultz agreed and said she thinks this
every time a budget report is presented because it is always on target.Rocklin said it speaks to the library's
fortunate circumstances.Carman said the Leadership Team is across the board excellent at managing their
departmental expenses.
Carman noted there were two errors in the statistics.On page 41 the header should have said 3 months and
not 15 months.On page 50 the Bookmobile reference questions should be 422 and not 0,which was a 106%
increase and will be corrected on the next report.Rocklin said ICPL circulates a ton of material and it strikes
him every quarter.Matthews noted high program attendance.
Policy Review:844 Free Materials Distribution.Rocklin noted the only changes were distributed points of
service instead of specifying Children's. Rocklin asked if the policy was straightforward to administer or if it
ever gets hard.Carman said yes and no,there is good oversight and understanding.Carman said this is sort of
a sleeper service that can be very powerful in the community.Carman was thankful to have a policy that works
well.Carman said Helmick was out. Matthews asked what materials will be squeezed on the new book bike.
Carman said there are great aspirations and selected materials will reflect the type of service being provided.
Paetzold made a motion to approve the revisions to policy 804 Free Materials Distribution.Johnk seconded.
Motion passed 910.
Advocacy Committee Discussion.Rocklin said Paetzold requested this committee consideration be added to
the agenda.Paetzold said with upcoming challenges coming and restraints to libraries Paetzold would like the
Board to be able to respond more efficiently and quickly.Paetzold asked Trustees to consider starting an
advocacy committee and noted some Trustees have experience writing letters but thinks it should be more
formalized. Paetzold said the second reason is connected to the financial constraints that are coming along
both on the state level and nationally.This committee could combine advocacy and finance or it could be two
separate functions. Paetzold said she can't think of anything more important to the ICPL Board right now,
these challenges will change library operations significantly unless we get ahead of it. Paetzold said putting a
committee together will take human effort from the people who agree to take on the tasks.Paetzold said she
is not advocating for a committee to meet monthly but the group does need to be nimble and be able to
respond quickly.The financial committee may need to be nimble and meet quarterly. Paetzold warned
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Trustees of future budgetary instability.Santos Green asked if Paetzold was proposing the subcommittee
would prepare a direction.Paetzold said she imagined the committee would work with the Director on
response strategies,make governing bodies aware of what's going to be coming,and prepare for how this will
affect ICPL's service model.Paetzold doesn't think this is only for the Director to take on,the Board should also
be explaining potential service limitations. Paetzold said if the cuts that we're anticipating come down we may
not be open seven days a week.Paetzold said the ICPL board needs to seriously look at what it's going to do to
our service model and getting ahead of it would be beneficial compared to reacting once the cuts come.
Paetzold said by having a committee they could plan and have a chance to unite with other libraries in the
area that will be impacted and have strength in numbers.
Rocklin noted the Board has over the last few years had times when they wanted to take a public stand,and
noted it can be cumbersome.Rocklin said an advocacy committee could prepare a document in advance
without requiring a special Board meeting.Paetzold agreed and said an advocacy committee could have more
continuity to follow up on some of these issues.Paetzold said it would enable ICPL to accept or add to a
statement that goes to the Board.Paetzold said she thinks we're coming up on a few really hard years fiscally
and politically.Shultz agreed and liked the idea of an advocacy committee.Matthews agreed but noted she
had time constraints. Paetzold said Matthews and Johnk have helped write statements in the past and should
considerjoining the committee.Matthews said her first impulse was tojump right in but had to think
realistically about the time she has to offer.Matthews agreed on the importance of the committee.Paetzold
said Matthews knows the heartbeat of what is happening,is very involved,and can see what is coming.
Rocklin said in forming the committee he would like to have a document that defines the scope of the
committee before taking volunteers. Rocklin proposed working with Paetzold over the next month to
formalize a document that could be brought to a future Board meeting.Paetzold agreed and felt it would be
useful to the Finance Committee too.Paetzold said when she thinks about strengthening the Finance
Committee she thinks about it looking ahead also,so it's notjust being familiar with reports.Paetzold asked if
anyone else would be interested in working on this.Paetzold noted that the open meetings law dictates they
can't have a majority of Trustees on the committee.Rocklin said three volunteers would be fine but no more
than four.
Santos Green asked if other systems were putting together a similar thing and if it would be useful to them.
Rocklin said yes.Carman offered to check in with other IUPLA(Iowa Urban Public Library Association)directors
who might be experiencing a loss of the library levy.Matthews noted Sam Helmick would likely be excited
about this committee.Paetzold noted they are.Rocklin said a proposal will be brought to the Board for review.
Paetzold said if any Trustees are interested in volunteering but the task feels to big they can commit to the
parts they can do. Santos Green said that would be extremely helpful.
Matthews asked if the committee is limited to four people. Rocklin said yes.Paetzold reiterated that Matthews
has the expertise to lead quite a bit of the actions. Matthews shared she is excited but has limited time.
Paetzold said Matthews has good skills.Matthews said she doesn't want to do it a disservice by not having the
time resources it would require. Santos Green recommended creative structuring with the group and not
needing regular meetings.Santos Green said a retreat might allow the committee to tackle a lot of pieces all at
once.Raeburn asked if staff would be members of the committee or only Trustees.Paetzold said it should be
Trustees in the beginning with staff as advisory,so staff members are not put in jeopardy.Paetzold said staff
have the expertise to advise the committee.Rocklin agreed.
Staff Reports.
Director's Report.Carman recapped the ILA conference in his report.Carman shared he emailed Library
Trustees about the booklist from Iowa City Community School District and noted not surprisingly it was
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emotional for library staff to see in our community.Carman said there has been a lot of staff dialog on the best
next steps for ensuring access to materials.Carman met with library directors from Coralville and North Liberty
and discussed a possible unified response.Carman said they are working through ideas and reaching out to
school librarians to determine the most appropriate actions.Carman said staff are trying to mindfully balance
public library professional ethics and collection policies with the reality that public libraries may be in this
same position sometime soon.Carman said it's important to have a compassionate response but access and
intellectual freedom are the most important factors.Carman said staff have heard from ICCSD employees that
more titles will be removed from the school district collections.Carman said Mangano will continue to assess
interest in titles at ICPL.Carman said there has been community interest in the titles but not overwhelmingly
so.Mangano said one or two.
Matthews said this is going to affect AIM cards. Matthews said AIM cards are not in violation of file 496 and
teachers can explain to children how to use the public library.Matthews said many school staff are teaching
students how to use AIM cards as part of general education.Matthews feels that if the trend continues it will
be looked at quickly and will be under the microscope.Carman said ICPL staff are looking at AIM cards and
Bookmobile stops on ICCSD property.Carman anticipates the pain points being school personnel at individual
schools interpreting 496 more conservatively.Santos Green said it is a very broad range across the state right
now.Carman said he is thinking about ICPL's response if ICCSD says they wish for Bookmobile stops to
continue but need certain materials removed from the shelf.Santos Green said no,sorry.Carman said the
ICCSD stops can serve as the hub for communities but Carman remains firm in the belief that access and how
collections are built are important.Carman said ICPL would most likely not be in a position to respond to
requests in removing materials based on stop locations.Santos Green said she didn't see how you could, by
making that demand you are stating that whatever remains close to school property automatically belongs to
the school and that's just not how the world works.Carman said he noted this because he thinks it will be a
difficult thing for ICPL and ICCSD school staff.Carman said there are school and public library staff members
who are feeling afraid.Santos Green agreed.Carman said we want to lead with our compassion but also
maintain professional ethics and standards.
Matthews asked if ICPL could put restrictions in patron accounts,not to block materials but to put notes in
children's accounts to review their checkouts.Paetzold said I don't think we want that. Matthews noted this is
for a parent's choice and has argued that parents have always had the choice for their kids not to check out
materials.Paetzold said parents have the option to not allow their child on the Bookmobile which would allow
ICPL to maintain their own collection.Santos Green said the rules are vague on purpose and doesn't think it is
necessary for ICPL to fill in the line.Santos Green said there is a news item that came out today,on December
28th clarification will be coming from the state.Matthews noted this is two days before their deadline.Santos
Green believes it won't give further clarification and it is in the best interest of any organization to err on the
side of grace and not on blocking materials. Santos Green said the pendulum will swing back and will be an
expensive lesson. Santos Green felt from a financial perspective it was unwise to preemptively block materials
and would not offer parents that.Paetzold said I don't think we want to get into the discussion on any level.
Paetzold said if a parent had an issue they could actively parent.Carman said there are a couple logistical
answers to that,ICPL policies have parent decision making built into the policies.Carman said we have a lot of
examples of involving adults in these decisions and said ICPL can make notes in records.Carman said ICPL
does not have a history of using records for that function and he didn't imagine ICPL doing that in the future,
with the exception of the AIM card which does have restrictions on the collections which can be checked out
on it.Carman said the bulk of library checkouts are done at the self-checkout stations,and a note would not
block check out at these stations.Carman knows this is a practice that some other libraries use but ICPL
policies make it clear how adults and minors can use the library.
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Johnk asked when clarification comes in December if it signifies an opening for litigation. Matthews said she
believes there is active litigation now.Paetzold said it is not in Iowa. Matthews said she believes that there is
already some litigation in Iowa.Santos Green said it is a matter of time.Carman said as more information
comes from the state there might be more clarity.Paetzold said this is why we need an Advocacy Committee.
Matthews and Santos Green agreed the language was intentionally left vague.
Carman said the other piece in his report was to note that the union is requesting a wage increase.Carman
reminded Trustees that the Library Board signs the union contract and reminded Trustees the importance of
staying up to date on this topic.Rocklin asked for the schedule of negotiations.Mangano said the negotiation
is for next year's budget.Carman noted the current contract was negotiated with scripted increases but they
were negotiated before changes with inflation were known.
Rocklin congratulated ICPL staff for participation in the ILA conference.Shultz noted many presentations were
from ICPL staff.
Departmental Reports:Children's Services. Trustees congratulated Pilkington on the award she received at
ILA conference.Carman said the award is a big deal. Pilkington said an article would be coming out from the
Daily Iowan.
Pilkington said there were 200 kids at the Halloween parade.Pilkington said staff have always done a
Halloween story time but this year the entire library participated by decorating book carts for a parade.
Collection Services.Mangano noted there will be a meeting next month to discuss the reconsideration policy
for digital materials as there are three separate library polices(Coralville,North Liberty,&Iowa City).
IT.Rocklin noted the new gates.Matthews enjoyed learning about the IT interns.
Development Report.Rocklin congratulated Peter Fegley on his new position.Roche noted she is in the
process of hiring a new Development Assistant.Matthews asked how the t-shirt drive went. Roche said
RAYGUN sales have been good and are right on the heels of the very successful rainbow shirt sales.Roche said
RAYGUN sales don't have a time limit and designs can continue to be added to the stock.
Miscellaneous:News Articles.None.
President's Report. None.
Announcements from Members. None.
Committee Reports. None.
Communications. None.
Consent Agenda.Johnk made a motion to approve the Consent Agenda.Paetzold seconded.Motion
passed 910.
Set Agenda Order for November Meeting. Rocklin noted the November and December meetings
occur on the third Thursday of the month. Rocklin shared in November there will be a policy review on Theft,
Defacement,and Alteration. Rocklin asked Trustees to look ahead at upcoming policy revisions.
Miller reminded Trustees the Board photo would be taken directly after the meeting.
Adjournment. Rocklin adjourned the meeting at 5:57 pm.
Respectfully submitted,
Jen Miller
a-CI of Commiulons:ICPE Boartl of T-1—
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