HomeMy WebLinkAbout2007-11-12 Correspondence
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CITY OF IOWA CITY
City Council Meeting Schedule and
Work Session Agendas
November 9, 2007
www.icgov.org
. MONDAY, NOVEMBER 12
8:00 a Special Council Work Session Emma J. Harvat Hall
. 2007- 2008 Council Orientation
. Discussion regarding City Manager Recruitment Profile
Veterans' Day - Offices closed
TENTATIVE FUTURE MEETINGS AND AGENDAS
. THURSDAY,NOVEMBER22
Thanksgiving Day - Offices closed
I
. FRIDAY, NOVEMBER 23
Thanksgiving Day Holiday - Offices closed
. MONDAY, NOVEMBER 26
5:30p Legislative Meeting
6:30p Special Council Work Session
Emma J. Harvat Hall
. TUESDAY, NOVEMBER 27
7:00p Special Formal Council Meeting
Emma J. Harvat Hall
. MONDAY, DECEMBER 10
6:30p Special Council Work Session
Emma J. Harvat Hall
. TUESDAY, DECEMBER 11
7:00p Special Formal Council Meeting
Emma J. Harvat Hall
. WEDNESDAY,DECEMBER19
4:30p Joint Meeting
Coralville
. MONDAY, DECEMBER 24
Christmas Holiday - Offices closed
. TUESDAY, DECEMBER 25
Christmas Day- Offices closed
. TUESDAY, JANUARY 1
New Year's Day - Offices closed
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CITY OF IOWA CITY
MEMORANDUM
DATE:
November 9, 2007
TO:
Council and Council Elect
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Marian K. Karr, City Clerk ~\\\-\'-.-.
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FROM:
RE:
Materials for 2007-2008 Orientation
Attached are materials for our orientation meeting planned Monday, November 12, at
8:00 a.m: Please brin!! your 2008 calendars for schedulin!! purposes, January and
February are busy months and we will be setting meeting dates on Monday.
CoverlettertJ6.doc
TABLE OF CONTENTS
Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... 1
A. Introduction ...................................................................................... 3
Open Meetings/Open Government
Council E-Mail Communications
Use of City stationary
Measures and voting procedures
Ordinances/Reso lutions/Motions
Conflict of Interest
Planning & Zoning Consultation Policy
B. Organizational Meeting. . ..... . .. . .. . ..... . .. . .. . .. . ...... ... .. ... . ...... .. . .. . .. . .. . .. . .. . .. 36
Council Committees
Policies
Council Members on governing Board of City funded agency
City Council appointees voting in accordance with City Council policy
C. Work Session............. ... .......... ........... ............................... ............ ... 42
Background/history
Procedures for adding
Draft January and February 2008 schedules
D. Formal Meeting .... ............ .......... ......... ....................... ..................... 46
Resolution establishing day and time
Resolution regarding order of business
Resolution establishing procedure for calling a special meeting
E. Council Packets/Agenda Preparation. . .. ... . .. . .. . ..... . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 49
Distribution of Council correspondence
Packet deadlines
Policy regarding expedited action on non-controversial items
F. Computer Training........... ........... .......... ........................ .................. ...52
Council Bio Information sheet
Resolution establishing policy for equipment and stipend dedicated phone line
G. Miscellaneous ................... ............ .......... .......................................... 55
Requests for supplies
Council travel guidelines
Checking out City vehicles
2007-2008 Council Orientation
AGENDA
November 12,2007
8:00 AM
Harvat Hall
A. INTRODUCTION
1. Open Meetings/Executive Sessions/E-mail
2. Special Functions/Travel Policy
3. Posting and minutes
4. Voting procedures
5. Ordinances/Resolutions/Motions
Consult policy with Planning & Zoning
6. Contact with staff
B. ORGANIZATIONAL MEETING
1. Election of Mayor & Mayor Pro tem
2. Appointment to Committees
3. Between January 2 and noon on January 6
C. WORK SESSION
l. Purpose/Procedure/Fairness
2. Day and Time
3. Scheduling of upcoming special work sessions
Budget-January and February
D. FORMAL MEETING (set by resolution)
1. Currently 1 st & 3rd Tuesday at 7:00 PM; Continue or change
2. Order of items
3. Special meeting procedure
E. COUNCIL P ACKETS/ AGENDA PREPARATION
l. Agenda Prep/Distribution
2. Deadlines
3. Late items
4. Board and Commissions applications
F. COMPUTER TRAINING
l. Laptop
2. Microsoft Word, E-mail, etc
3. Laserfiche
4. City Website (bio info)
5. Stipend
cw
2008 Council Orientation
Agenda
Page 2
G. MISCELLANEOUS
1. Payroll forms/Insurance
2. Filing Cabinet
3. Business Cards
4. City Code
5. Tours
6. NLC, ILC, Chamber Membership
7. Parking sticker/bus pass
8. City Vehicles/Travel Policy
sl co u n c i 1 membertransi ti onl ori en tati onO 8. doc
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Table of Contents
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Meetings Generally. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . · . . . . . . . .2
Public Notice and Agendas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Meeting Procedures and Minutes................. .......6
E 1 ectroni c Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Closed Meetings Generally. . . . . . . . . . . . . . . . . . . · · . · · · . · · . . .9
Notice for Closed Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Closed Meeting Procedures and Minutes. . . . . . . . . . . . . . 13
Closed Meeting on Personnel Issue. . . . . . . . . . . . . . . . . · . . 15
Enforcement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Iowa League of Cities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
*******PROVIDED BY IOWA LEAGUE OF CITIES*******
Published August 2005
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Open Meetings
Questions & Answers
The purpose of this publication is to provide general guidance on
the Iowa Open Meetings Law, Code of Iowa Chapter 21. This law
requires meetings of governmental bodies to be open to the public.
Cities often have questions about the applicability of this law to
day-to-day city business. The information contained here is
designed to be general in nature and does not constitute legal
advice. If there are specific legal questions about open meetings
requirements, the city should contact the city attorney. The Iowa
Open Meetings Law favors openness, so situations where the
applicability of the law is unclear should be resolved on the side
of openness.
Meetings Generally
The Iowa Open Meetings Law applies to governmental bodies,
including city, county and state government and others, such as
some nonprofits. Governmental body refers to a "board, council,
commission or other governing body." The law also applies to "an
advisory board, advisory commission, advisory committee, task
force, or other body created by statute or executive order of this
state or created by an executive order of a political subdivision of
this state to develop and make recommendations on public policy
issues." For cities, this law applies to the city council, as well as
entities such as the planning and zoning commission, the board of
adjustment, library board and the park and recreation commission.
A meeting is "a gathering in person or by electronic means, formal
or informal, of a majority of the members of a governmental body
where there is deliberation or action upon any matter within the
scope of the governmental body's policy-making duties."
To have a meeting, a quorum (or majority) of the governing body
must be present and there must be discussion or deliberation on
city business. Vacant positions must be included when calculating
the number of council members that must be present for a quorum.
Examples: If a five-member council has tvvo vacancies, it needs a majori-
ty of the five (all three current members) to be present in order to hold a
meeting. If a regular meeting is held and only two members of a five-
member council attend, the meeting cannot take place.
A gathering of members of a governmental body for purely ministerial
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or social purposes when there is no discussion of policy or no intent to
avoid the requirements of the open meetings law is not a meeting.
Example: Three council members of a five-member city council attend the
same high school football game. They do not need to avoid each other,
but should not get together during the game to discuss city business, this
would constitute a meeting.
Q: Are committee meetings that include the mayor and two
council members supposed to be open meetings?
This question has to be answered on a case by case basis. Because
the law applies to bodies "created by an executive order of a polit-
ical subdivision of this state to develop and make recommenda-
tions on public policy issues," this may include committees estab-
lished by executive order of the council.
Example: A city council passes an ordinance to establish a budget com-
mittee, consisting of the mayor, two council members and the city finance
officer. It may be argued that this committee would be subject to open
meetings requirements and an opinion should be sought from the city
attorney on whether or not that is the case.
Q: Are work sessions or retreats where the council discusses,
but does not take any action on items, subject to the open
meetings requirements?
Yes, if a majority of the council is present and they are discussing
or deliberating on city business. The fact that the council is delib-
erating on city policy is enough to make the gathering a meeting,
it is not necessary that they take action or vote.
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Public Notice and Agendas
Meetings of governmental bodies must be preceded by public
notice. Public notice is given by delivering a copy of the public
notice to those in the media who have requested it and by posting
the public notice in a prominent place in the city office. Many
cities post notice on a bulletin board in city hall or on the door. If
the city does not have a city hall, they can post notice in the build-
ing where the meeting will be held.
Public notice must give:
- Time, date and place of the meeting
- The tentative agenda for the meeting
Public notice must be given at least 24 hours prior to the meeting.
Q: When posting the agenda, what needs to be listed and in
how much detail?
The agenda should list the items the council intends to discuss and
intends to act upon. There is no clear definition on what is enough
information, therefore, if in doubt, give more rather than less
information. Whether or not the detail provided in a tentative
agenda is sufficient must be viewed in the context of surrounding
events, therefore exhaustive detail is not required.
Example: An agenda item of "water" may not be enough information to
tell the public that the council will be discussing an amendment to an
ordinance increasing water rates. On the other hand, it is not necessary
for the agenda to include the wording of the entire ordinance.
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Q. Can cities hold meetings with less than 24 hours notice?
Yes, if it is not possible or practicable to give 24 hours notice. The
law requires as much notice as possible. If an emergency situation
requires a meeting with less than 24 hours notice, give as much
notice as can be given, but in any event, give at least some notice.
The city must justify its reason for not giving proper notice in the
minutes of the meeting. The city must also justify its action if it
holds a meeting at a place not reasonably accessible or at a time
not reasonably convenient to the public.
Example: A levee breaks and the city is being flooded, the council may
need to have an emergency meeting to hire a contractor to come in and
repair the levee immediately. The minutes of the meeting need to explain
why the council held a meeting without providing 24 hours notice.
Q. Can the council amend the agenda once the council meet-
ing has started?
It is not advisable to amend the agenda after a council meeting has
started. The council shall provide 24 hours notice to the public on
what will be discussed at the meeting. If an item is added to the
agenda less than 24 hours prior to a meeting or at a meeting, the
public may contend that proper notice was not given.
Example: During the public forum, a citizen complains about dogs running at
large and suggests the council pass an ordinance at that meeting to address
the problem. The mayor or presiding officer should defer the discussion and
action to the next council meeting or suggest a special meeting be called if
there is an immediate need to address the issue. It is not a good idea to move
forward with discussion and action on an item that was not on the agenda.
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Meeting Procedures and Minutes
A meeting occurs when a majority of the council gathers to dis-
cuss city business. If a quorum of members of the governing body
is not present, a meeting cannot be held. Most city attorneys also
feel the requirement for a quorum is extended to public hearings.
Q: Can a council member who will not be present at a meeting
send in their vote with another council member or tell the
clerk to record their vote a certain way?
Although state law does not explicitly prohibit proxy voting, it is
not advisable for a council member to vote by proxy. Sending in a
vote and not participating in the discussion at a meeting denies the
public access to whatever information or discussion led a council
member to vote in a certain way. Additionally, had a council mem-
ber attended the meeting, they may have been presented with
information that would have caused them to vote differently.
Example: Council member Smith will not attend the council meeting but
tells council member Jones that the city clerk should record Smith as a
"nay" vote for the water rate ordinance. The public was not privy to any
discussion or information that led Smith to vote "nay", so this may be
problematic under the requirements for open meetings.
Q: The minutes have to record the vote of each council mem-
ber. Does this mean a roll call vote is required on each action
of the council?
The procedure to record the vote of each member is to either take
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a roll call vote or to determine each member's vote in some other
manner. The method is not as critical as the fact that each council
member's vote is recorded.
Example: Some cities may use an electronic voting system that records
each council member s vote. Some mayors or clerks may be adept at pick-
ing up on how each council member voted during a regular voice vote or
may request that council members raise their hands to vote.
Q. Do citizens have to be allowed to participate in a meeting or
can cities have rules regulating the public attending a council
meeting?
The public can use cameras or recording equipment to take pho-
tos, movies, recordings, etc. of any open session. Although many
cities provide time for public input, it is not a requirement of
council meetings. It is advisable to provide a time for public com-
ment in order to allow citizens to give feedback and have input in
their city government. There are specific situations that require the
city to hold a public hearing (prior to adoption of the budget, for
example). The purpose of a public hearing is to solicit public input
on the proposed action, so receiving public comment is a require-
ment. Cities can make rules of conduct for their meetings to
ensure the meetings are orderly. The mayor or presiding officer is
responsible for enforcing these rules.
Example: A city might offer a "public comment" agenda item and limit
each person to five minutes, requesting that they state their name and
address, etc.
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Electronic Meetings
A city can hold a meeting by electronic means if it is either impos-
sible or impractical for a council member to attend in person and
only if it complies with all of the following rules:
- Public access to the conversation of the meeting has been pro-
vided to the extent reasonably possible.
_ Minutes are kept of the meeting and explain why a meeting in
person was impossible or impractical.
Example: On a five-member council, one city council member is out of
town on business, one council member is ill and the council has one
vacant seat. The city cannot hold a meeting without a quorum and they
need to meet so they can conduct city business. In order to have a quo-
rum, the council member that is out of town calls in and participates in
the meeting via speakerphone. The minutes must explain why it was nec-
essary to hold this meeting electronically.
Q: When council members communicate with each other by
email, is that considered a meeting?
If a majority of council members are simultaneously communicat-
ing electronically about city business, a person may challenge that
they are actually conducting a meeting and therefore violating the
open meetings law if the meeting was not announced and open to
the public. City officials need to be very cautious engaging in
electronic communications, whether that be by phone or email.
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Closed Meetings Generally
A closed meeting is a meeting of a governmental body that is
closed to public access, meaning that neither the general public
nor the press can be present at that meeting. A city councilor
other body can close a meeting only for very specific reasons
described in law. The law favors openness so before closing any
meeting, the city should consult the city attorney.
The Code Section 21.5 allows for eleven reasons to hold closed
sessions. Some of the common reasons used by cities include: to
. review or discuss records which are required or authorized by
state or federal law to be kept confidential, to discuss strategy with
counsel in matters that are presently in litigation or where litiga-
tion is imminent and specific law enforcement matters.
Cities can also close a meeting to discuss the purchase of particu-
lar real estate only where premature disclosure could be reason-
ably expected to increase the price the governmental body would
have to pay for that property. The qualification with this exemp-
tion is that the minutes and the tape recording of a session closed
under this paragraph need to be available for public examination
when the transaction discussed is completed.
The most common reason cities hold a closed meeting is to evalu-
ate the professional competency of an individual whose appoint-
ment, hiring, performance or discharge is being considered when
necessary to prevent needless and irreparable injury to that indi-
vidual's reputation and that individual requests a closed session.
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Q: Are there any meetings of a governmental body that are
exempt from the open meetings requirements?
Yes. A meeting to discuss strategy in matters relating to employ-
ment conditions of employees of the governmental body who are
not covered by a collective bargaining agreement under Code
Chapter 20. A city considering holding a meeting of this sort
should seek the guidance of the city attorney.
Note: This exemption is only for the purpose of discussing strategy. Therefore,
action involving employment conditions must be taken at a meeting that complies
with the open meetings requirements. For this purpose, "employment conditions"
means areas included in the scope of negotiations listed in Code Section 20.9.
Examples: Insurance, holidays, leaves of absence, shift differentials, over-
time compensation, supplemental pay and seniority.
Q. Does the city clerk have to be present during a closed ses-
sion to take minutes?
No. lfthe clerk is not present, the governing body must appoint
someone to perform this function.
Q: Can persons other than members of the governing body be
present during a closed session?
Yes, provided that governing body authorizes their presence.
Q: Do persons other than members of the governing body
have an absolute right to be present at a closed session?
No.
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Notice for Closed Meeting
The meeting must begin in open session with a call to order and a
roll call. In order to go into closed session, there must be a motion
to hold a closed session that is approved by two-thirds of the
members or all those present. The minutes must record the votes
of individual council members on the question of holding a closed
session. In addition, the motion and minutes must state the exemp-
tion under Code Section 21.5 that permits a closed session.
No business can be discussed during the closed session that does
not directly relate to the specific reason for the closed session.
Upon completion of the closed session, a motion and vote must be
taken to end the closed session and return to open session. Final
action must be taken in open session.
Q: Does a closed session have to be listed on the governing
body's agenda?
Generally, yes. The legislative intent underlying the Iowa Open
Meetings Law is that this law should be construed or applied in
favor of openness. Therefore, if a closed session is anticipated, the
fact that there is to be such a session should be made known by
setting forth the topic for the closed session and the fact that a
closed session will be held on the agenda.
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Q: Does every closed session have to be listed on the govern-
ing body's agenda?
No. If, during an open meeting, a topic comes up which may be
considered during a closed session and which could not reason-
ably have been anticipated at the time notice of the agenda was
given, then it would be appropriate to proceed to closed session
from the open meeting.
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Closed Meeting Procedures and Minutes
When holding a closed session the governmental body must keep
the following:
- Detailed, written minutes of all discussion, persons present,
and action occurring during the closed session.
- A taped record of the entire closed session.
The minutes are sealed and must be kept by the governmental
body for a period of at least one year from the date of the meeting
at which the closed session was held.
Q: Is there any situation which will result in the sealed
detailed minutes and the tape recording of a closed session
becoming unsealed?
Yes, but only if a lawsuit is brought to enforce the provisions of
the Iowa Opening Meetings Law, then upon order of court, they
must be unsealed and examined by the court. The court has to bal-
ance what adverse consequences may result from public disclosure
against the value of information that is contained in the minutes or
on the recording to determine whether to disclose any portion of
the closed session.
Q: If a member of a governing body is absent and the govern-
ing body holds a closed session, can that member listen to the
tape recording of the closed session?
Yes. The member who is absent still remains a member of the gov-
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erning body. The member has a right to be informed of discussion
and action that occurred during his or her absence. The fact that the
detailed minutes and tape recording of a closed session are not
open to public inspection does not preclude a person who would
otherwise have been privy to such records, except for an absence
from later listening to the tape or reviewing the minutes.
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Closed Meeting on Personnel Issue
One of the most common reasons cities hold closed meetings is to
discuss a person's appointment, discharge and performance. In
order to hold a closed session for this reason, the person who is
being discussed must request a closed session. The city may want
to alert the person of this privilege or the individual might
unknowingly waive their opportunity for a closed session.
Q: If a person who may request a closed session in fact makes
such a request, must the request be granted?
No. The law provides that a governing body may hold a closed
session for certain specific purposes. It does not require that such
a session be held.
Q: Can job interviews be conducted during a closed session?
Yes. However, the person being interviewed must request the
closed session.
Example: The city plans to hire a city administrator. The city has nar-
rowed their list of candidates to three they plan to interview. The city may
alert the candidates of their option for a closed session. If the candidate
requests a closed session for the interview, the city could proceed with a
closed session.
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Q: When a closed session is held to discuss employment issues
involving a specific employee, is the employee required to be
present during the session?
Not all attorneys agree whether or not the employee requesting a
closed session needs to attend the closed session, so if a city is
presented with this situation, they should seek the guidance of the
city attorney.
Q: Can a closed session be held to discuss salaries in general
for the upcoming year?
No. There is no express authority in the Iowa Open Meetings Law
for such action. Therefore, under the policy prescribed by the Iowa
legislature, this matter must be resolved in favor of openness.
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Enforcement
The courts enforce the Iowa Opening Meetings Law. Any
aggrieved person, the attorney general or the county attorney can
bring a lawsuit to enforce this law. The burden is on the city to
prove they complied with the law.
Q: What happens if the court finds that there has been a vio-
lation of the open meetings requirements?
The court must assess each member of the governing body that
participated in the violation an amount not more than $500 and
not less than $100. Each such member must be ordered by the
court to pay all costs and reasonable attorney fees to the party who
successfully established a violation of the law.
The court must void any action taken in violation of the law if the
lawsuit for enforcement is brought within six months of the viola-
tion and if the court finds that the public interest in enforcing the
policy of the Iowa Open Meetings Law outweighs the public inter-
est in sustaining the validity of the action taken in the closed ses-
sion. The court cannot, however, void the issuance of bonds or
other evidence of indebtedness of a governmental body if a public
hearing, election or public sale has been held regarding the bonds
or evidence of indebtedness.
If a member of the governing body has engaged in a prior viola-
tion of the open meetings requirements for which damages were
assessed during the member's term, the court must issue an order
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removing the member from office.
The court may also issue a mandatory injunction, punishable by
civil contempt, ordering the member of the governing body to
refrain from any future violations of the open meetings require-
ments for one year.
Q: Can a person charged with a violation of the Iowa Open
Meetings Law claim .they did not know the provisions of the
law?
No, ignorance of the law is not a defense.
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Q: What are the defenses against being held individually
liable for violations of this law?
1. Voting against the closed session. This demonstrates the
importance of recording the vote of each council member.
2. Had good reason to believe and in good faith believed facts
which, if true, would have indicated compliance with all the
requirements of this chapter.
3. Reasonably relied upon a decision of a court or a formal opin-
ion of the attorney general or the city attorney. This demon-
strates that cities need to obtain a written opinion from the
city attorney before holding any closed session.
Q: Do members of governing bodies need to be provided with
information about the Iowa Open Meetings Law?
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Yes. The appropriate commissioner of elections must
provide this information to the elected members of
governmental bodies. Also, the authority that
appoints members of governing bodies must pro-
vide this information.
Example: The county auditor must provide this information to
mayors and city council members. When city councils make
appointments to boards or commissions or to fill a vacancy on
the council, they must provide this information to their appointees.
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Iowa League of Cities
The Iowa League of Cities is a nonprofit association of city gov-
ernments in Iowa. The League provides a variety of informational
resources to its members.
Municipal Leadership Academy (MLA)
Tailored to newly elected officials, the League's Municipal
Leadership Academy prepares attendees for participation in city
government. This intensive, four-part series gives new leaders the
tools they need to succeed in public office.
Web Site
The League's web site,www.iowaleague.org, is an excellent
resource for cities. It contains legislative information, frequently
asked questions, a database of grants, a calendar of events, work-
shop information and League publications. Contact information
for League staff and links to state agencies, the Code of Iowa and
other useful sites are also included.
Technical Assistance
Once a city official takes office, the Iowa League of Cities will
provide assistance by answering questions and providing informa-
tion. Membership services staff is available to answer questions
from cities of all sizes facing a variety of challenges.
Ongoing Training
The League holds a variety of training events throughout the year.
Annual workshops cover city budgets, issues facing small cities
and a variety of other topics. Each fall, the League holds an annu-
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al conference offering the most current, relevant information to
city officials.
Advocacy
League staff advocates city policy positions to members of the
Iowa Legislature, and monitors federal issues. City officials
should participate in advocating local government positions.
League publications help local officials stay abreast of important
issues, making them informed voices when speaking to legislators.
The City Voices emaillist is another valuable tool for sharpening
advocacy skills. The League's annual Legislative Day invites city
officials to the Capitol to meet legislators en masse after receiving
an update on key issues.
Publications
The League provides a variety of publications to cities. Cityscape
is a monthly magazine with articles designed to inform and edu-
cate city officials. During the legislative session, the League pub-
lishes a biweekly Legislative Bulletin. A biennial directory of
cities in Iowa, a municipal salary and benefits survey and an annu-
al report are also available.
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City of Iowa City
MEMORANDUM
DATE:
TO:
FROM:
RE:
October 22,2007
v/
City Council and Council Elect
Eleanor M. Dilkes, City Attorney
Advice Concerning Council E-Mail Communications
(Update of November 22,2005 Memo)
My advice regarding your e-mail communications is given in consideration of the following:
1. Communications via e-mail to or from the City Councilor a member or members of
the City Council may be public records subject to disclosure. Generallv, the subject
matter of the communication rather than the location of the communication will
dictate whether the communication is public or personal.
2. E-mail communications between members of the City Council raise issues under the
State's open meetings law.
3. City hardware and software should be used for city, not personal business.
My advice is as follows:
A. Only the city e-mail address will be disseminated by the City (e.g. on directories,
business cards, etc.)
B. Council members should confine their city-related business to the e-mail address
provided by the City. If a personal e-mail address is used for City business, e-
mails regarding City matters may be subject to open records requests. For those
e-mails a Council member chooses to retain, it is recommended that a separate
file (either electronic or hard copy) be kept for City business.
C. Council members should avoid providing any personal/private e-mail address for
city-related business or encouraging its use for city-related business.
D. Council members replies to e-mails should advise the senders that their e-mail
communications and Council's reply to those communications may be public
information.
E. You are discouraged from using e-mail to communicate with each other in any
manner whereby a majority of you are discussing an item at the same time. To
determine whether a violation of the open meetings law has occurred any
occurrence would have to be examined on its own facts. However, due to the
instantaneous nature of e-mail communication use of e-mail to communicate
among yourselves is problematic.
I 26 I
October 22, 2007
Page 2
F. If an individual Council member chooses to reply to an e-mail sent to the Council,
a copy of the reply should be provided to the City Clerk for dissemination to the
entire Council.
G. You are reminded that any hardware or software provided to you by the City are
owned by the City. They are not your private property. You should not consider
any communication via the system to be personal and/or private. See attached
City policy.
I will be available to answer questions at your work session.
Cc: Dale Helling, Interim City Manager
Marian Karr, City Clerk
Gary Cohn, Information Services Coordinator
E leanor/mem/councilemail. doc
Gl
City of Iowa City
INTERNET/INTRANET/ELECTRONIC MAIL POLICY
The following represents a policy regarding access to and disclosure of activity conducted on the City's
interneUintranet/electronic mail system.
1) The City owns and maintains an interneUintraneUelectronic mail system hereafter referred to as "system."
This system is provided by the City for the purpose of conducting City business.
2) The system hardware and software are owned by the City and as such are City property. Additionally, all
messages composed, sent, or received on the system are and remain the property of the City. They are
not the private property of any employee, and employees should not consider any communication via the
system confidential, personal, and/or private.
3) The use of the system is for the conduct of City business. Personal business or other non-job related
activities should be minimized. Supervisors may further limit or restrict personal use.
4) The system shall not be used to solicit or persuade for commercial ventures, religious or political causes,
outside organizations or other non-job-related solicitations, except for items posted to the City's intranet
bulletin board (bulletin board guidelines and regulations are explained at the bulletin board site).
5) The system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets,
proprietary financial information, or similar materials without specific prior authorization.
6) The system shall not be used to create or retrieve any offensive or disruptive messages or files. Among
those which are considered offensive are any messages or files that contain any comment that offensively
addresses someone's age, color, creed, disability, gender identity, marital status, national origin, race,
religion, sex, or sexual orientation.
7) The confidentiality of any activity or message should not be assumed or expected. Deleting a message
may not fully eliminate the message from the system. Further, the use of passwords for security does not
guarantee confidentiality. The system automatically records information such as origin, destination,
content, and amount of time used. The City Manager or designee may direct Information Services staff to
monitor sites accessed. The City Manager or designee also reserves the right to access, review, and
audit all messages and files created, received, or sent over the system for any purpose, even after said
message or file is deleted. The contents of any electronic mail or file may be disclosed without the
permission or prior notification of the employee who sent or received the message or created the file. The
City is not responsible if "hackers" retrieve, and make public, employee system activity. Thus, privileged
or confidential material shall not be communicated via the system due to potential monitoring.
8) Employees shall not use a code, access another employee's messages or files, or retrieve or modify any
stored information, unless authorized to do so by a supervisor. All computer pass codes must be provided
to supervisors upon request.
I have read the InterneUlntraneUElectronic Mail Policy and agree to abide by the terms and conditions listed above.
I understand the system is a privilege, not a right, and that if I violate this policy or attempt to use the system for
improper purposes, I shall be subject to discipline, up to and including discharge.
Employee Name (print)
Employee Signature
Date
GJ
11/8/07
Updated
.'
Council Activities
October 3, 1989
Page 7
'-. . Moved by Larson, seconded by Horowitz, that the correspondence from Ms. Edwards be
accepted. The Mayor declared the motion carried unanimously. 7/0, all Councilmemb~rs
present.
The Mayor announced the following vacancy: Senior Center Comml$Sion - one va~cy
for an unexpired term ending 12/31/91. this appointment will be made at the. 11/f4189. COuncil
meeting.
Moved by Ambrlsco, seconded by Horowitz, to re-appoint D. Roger Bruner, 3016 Raven
Street and Loren Horton, 3367 Hanover Ct., to the Riverfront Commission for ,three-year terms
ending 1211/92. The Mayor declared the motion carried unanimously, 7/0, all:Coundlmembers
present. '
Courtney noted a recent letter to the editor In the Press-Citizen regarding hou~ing
discrimination and asked what avenues people had who wished to follow'ilp. The. City
Manager explained that Individuals could pursue such claims through HUD: Or through the
City's Human Rights Ordinance, noting that our ordinance was stronger than the HUI?
regulations. Courtney asked that information be distributed through our. Leased Housing
Program. Courtney announced that the Convention and Visitors Bureau had ~red a new
Executive Director, Wendy Roe, and urged everyone to stop by during a reception In her honor
on 10/12. Horowitz reminded everyone that Saturday, 10/14, Is Toxic Clean-Up Day.ln Iowa
City and encouraged everyone to participate. Any questions should be addressed to the
Johnson County Health Department Kubby noted the event was ~ue to the penii$tence of the
Health Department and Environmental Advocates. Horowitz Said the League qf,V'{omen Voters
will sponsor a legislative forum at the Senior Center from 5:00. to 7:30 on 1014. Ambrisco
noted a recent speech by University President Hunter Rawlings concerning .~. friore pedestrian
campus and questioned If the proposal Involved the dosing of the 100000" Avenue bridge.
McDonald stated the proposal did not Include closing the bridge and .lliat speech cen~ered: .
around long range goals and a general overview of Ideas. He felt the City would have an
ample opportunity to discuss these ideas with the University. The City Manager ,stated that a
joint committee has not been formulated to date but that the Are Department and ~!Jblic Works
Department had reviewed the proposal. Larson praised the efforts of staff "Uild the owners of ,.
the Cliff Apartments on continuing to address the problem of erosion behind the ~artments.
Larson stated he was Impressed with their plans and noted that the completion o~~eir plans
will not be hindered by the end of the construatlon season. Kubby noted the sUc,Cess of the
recycling program within the CIty offices and urged the University to get lft'v.9.lv,ed~' .
. .. ~ .
~
GJ
City of Iowa City
MEMORANDUM
;Ii
Date: November 19, 2003
To: City Council and Council Elect
From: Eleanor M. Dilkes, City Attomey
~
Re: Types of Measures and Voting Procedure
This memo will summarize the types of measures addressed by the City Council and
voting procedures.
1. Motion vs. resolution vs. ordinance. Attached you will find an August 2000 article in
Cityscape, a publication of the Iowa League of Cities, which discusses the differences
between motions, resolutions, and ordinances.
2. General passage requirements.
a. Simple majority
I. Motion requires a majority of the quorum
ii. Resolutions and ordinances require a majority of "members of Council."
"Members of Council" Includes all members of the Council (including
vacant seats and seats where the member Is absent) but does not
include a seat where the Council member declines to vote by reason of
a conflict of interest. A Council member's statement that he or she
declines to vote by reason of a conflict of interest is conclusive.
b. Ordinances require three readings. Ordinances must be voted on at three
meetings unless this requirement is suspended (i.e. readings are "collapsed") by
vote of three-quarters of "members of council"
c. Supermajority or extraordinary majority votes are sometimes imposed by statute
(e.g., protested zoning per Iowa Code ~14.5 requires three-quarters of the
members of Council; Iowa Code ~21.5 requires two-thirds of the members of
Council or all present to close a meeting; ~380.3 requires three-quarters of the
members of Council to collapse ordinance readings.
d. City Council Resolution No. 00-117 dated March 21, 2000 adopts a standing rule
regarding the effect of a Council member's abstention when not required by a
conflict. The resolution is attached and provides that an abstention for reasons
other than a conflict of interest is deemed a vote with the majority or, in cases of a
tie vote, a vote in the affinnative.
3. Rules of procedure. Per City Code 1-5-6, Robert's Rules of parliamentary procedure
govern sessions of the City Council in all cases where they are applicable and not
inconsistent with the standing roles of the Council.
Attachment
cc: Steve Atkins
Dale Helling
Marian Karr
GJ
Y Q&A Y
How to use motions, resolutions and ordinances
Q: What is the difference between II
motion, II resolution /lnd 411 ordI1l4nc~?
A: A motion states that the counCIl
intends to take specific action on a
routine matter. It is a statement of
direction rather than a statement of
policy. Motions are used to handle
routine business of the city at council
meetings and are recorded in the
minutes. Actions typically addressed by
. a motion include approval of the
minutes, claims, licenses, permits and
giving direction to city staff on a
particular issue.
A resolution is a statement of policy
that has an impact beyond the
immediate circumstances and which is
best preserved in written form.
Examples include setting council rules
and procedures, setting wages and
salaries. establishing rules of conduct
for public hearings and establishing
investment and other financial policies.
A resolution may also be used for
official statements of the council when
the use of an ordinance would not be
'ppropriate. In certain cases. the
...assage of a resolution is required by
statute. Examples include entering into
contracts, approval of the city budget,
setting up special assessments, accept-
ing audit and financial reports and
purchasing and selling property. A
resolution must be passed to spend
public funds in excess of $25,000 on any
bne project or to accept public
improvements and facilities upon their
completion. Resolutions are usually
numbered and kept in a special
resolution book.
An ordinance is a city law of a
general or permanent nature. It is the
most authoritative act the council can
perform. An ordinance passed in
proper form and not in conflict with any
state or federal law has the same force
as a state law within city limits. Because
they are the city laws, ordinances
should be kept in the city code book:.
Ordinances cover all areas of municipal
authority from setting speed limits on
city streets to establishing water and
sewer rates.
Q: Do tht requirements for pflSSing II
01/011, Tesolutloll or ord/nturt:e differ?
A: Yes. In order for any action to be
taken on an issue, the item must be on
the tentative agenda posted prior to the
meeting. Motions require a majority
vote of the quorum at the meeting to
pass. For example, if the city has five
council seats, but one is vacant and one
is absent from the meeting, two
affirmative votes from the three
members present will pass a motion.
For resolutions. ordinances and
amendments, affirmative votes
representing a majority of the total
number of seats on the council are
required for passage. For example, if a
city council has five seats, but one seat
is vacant and another person is absent
from a meeting, all three of the
remaining council members attending
the meeting must vote for a resolution,
ordinance or amendment in order for it
to pass. .
However, there could be an occasion
where a resolution or ordinance passes
without a majority vote of the total
members. For example, in tbe event of
a justified conflict of interest by two of
the five council members, a matter
could pass on a vote of two to one. The
vote is calculated on the basis of the
number of council members not
disqualified by reason of conflict of
interest
Motions and resolutions can be
passed with a majority of votes at one
meeting. Ordinances and amendments
to ordinances must be passed by the
majority at three council meetings
before becoming fmal. However, under
Code of Iowa Section 380.3, if at least
three. fourths of the council seats vote
to suspend this requirement, it may pass
in one or two meetings.
If the ordinance or amendment fails
to pass at any consideration, the
ordinance or amendment is defeated
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and the whole process must start over.
If the council makes substantive
changes to an ordinance or amendment
on any consideration, it is recom-
mended that the council start the
process over so the public has a clear
understanding of the law being passed
by the council. All official council action
on measures must be recorded in the
minutes. Code Chapter 21, the Open
Meetings Law, requires that enough
information be included in the minutes
so the public can determine how each
council member voted.
Q: Do council /lct/ons lake effect
Immediately'
A: A motion does not need to be signed
by the mayor and becomes effective
immediately. A resolution becomes
effective after the mayor signs it
Ordinances and amendments take
effect after they have been signed by the
mayor and have been published, unless
a subsequent effective date is provided.
If the mayor does not sign or does not
veto a resolution, ordinance or amend-
ment, a resolution becomes effective 14
days after passage and an ordinance or
amendment becomes effective after 14
days and publication, unless a
subsequent effective date is provided.
Q: What lido lluthoriJy tlou the mayor
lulve 1 .
A: The mayor has no veto authority
over a motion, but the mayor can veto a
resolution, ordinance or amendment
within 14 days after passage.
The majority of cities in Iowa operate
under the mayor-council form of
government with an odd number of
council members. Under this form of
government, the mayor never votes, not
even in the event of a tie Yote. Under
those forms of government where the
mayor does yote, he or sbe may not veto
a resolution, ordinance or amendment
upon which he or she was entitled to
vote on at the time of passage. The
mayor is required to give the council a
written explanation of the reasons for
the veto at the time pf the veto. Within
30 days after the veto, the council may
repass the resolution, ordinance or
amendment with a two-thirds vote of
the council. For example, if the city has
a five-member counci~ four votes are
needed to override; on a seven-member
council, five votes are needed. A
CIIYSOPE August 2000 7
----~-----J
31 I
...---
1;"1-h;
Prepared by: Eleanor M. DUkes, City Attorney. 410 E. Washington St., Iowa City,IA 52240 (319) 356.5030
RESOLUTION NO. 00-117
RESOLUTION ADOPTING A STANDING RULE REGARDING THE EFFECT OF
A COUNCIL MEMBER'S ABSTENTION WHEN NOT REQUIRED BY A
CONFLICT OF INTEREST.
WHEREAS. pursuant to Section 380.4 of the State Code, in the absence of a conflict of interest a
Council member who abstains is included for purposes of determining whether a measure has
passed; and
WHEREAS, legal significance or effect must be given to a Council Member's abstention when the
abstention is not required by a conflict of interest in order to prevent frustration or abuse of the
legislative process; and .
WHEREAS, in order to assure that a Council Member must vote Koo" in order to defeat a measure
and may not do so by inaction, the City Council desires to adopt a standing rule that abstentions
not due to a stated conflict of interest shall be deemed to be a vote with the majority or. in cases
of a tie vote, a vote in the affirmative.
NOW, THEREFORE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY.
IOWA, THAT:
1. The City Council of the City of Iowa City hereby adopts a standing rule that an abstention for
reasons other than a conflict of interest shall be deemed a vote with the majority or, in cases
of a tie vote, a vote In the affumative. For purposes of this rule, the statement of a Council
Member that the Council Member declines to vote by reason of a conflict of Interest Is
conclusive.
Passed and approved this 21st day of March . 20~.
P /./. ;fd"..~
YOR !f1~oved bn .
ATTEST: ~;......? ~ d. " ()fAI:)\.) A- ).- tH)(]
CITY LERK City Attorney'S Offi~
ElelInoo'>IeSlalMlten\.dOC
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CITY OF IOWA CITY
MEMORANDUM
DATE:
November 8, 2007
TO:
Council and Council Elect
FROM:
Marian K. Karr, City Clerk
RE:
Planning and Zoning Consultation Policy
In 1984 the City Council passed Resolution 84-39 establishing a consultation policy for
the City Council and the Planning and Zoning Commission that is followed when
Council is considering reaching a different conclusion from that recommended by the
Commission.
The policy was incorporated into the new zoning code in 2005.
GJ
RESOLUTION NO~ 84-39
.RESOLUTION ESTABLISHING A. CONSULTATION POLICY FOR THE CITY COUNCIL
AND THE PLANNING AND ZONING COMMISSION
\lHEREAS~ the City Council of Iowa City receives on a. reC]ular basis reCOll1l1en-
dations from the Iowa City Planning and Zoning Commission; and
WHEREAS, the City Council may from time to time reach a different conclusion
from that recommended by'the Planning and Zoning Commission; and
WHEREAS. the City Council believes that the best interest of Iowa City is
served by a complete and open discussion and a ful 1 understanding of the
Commission's r~commendation on any issue. prior to final action being taken
by the Council.
NOW, THEREFORE. BE IT RESOLVED, that:
In those instances in which the City Council has reached an informal consen-
sus on a planning or zoning matter which is contrary to the recommendation of
the Planning and Zoning COlmIission. the City Council will defer formal action
on that matter until a discussion has taken place between the Council and
representatives of the Planning and Zoning Commission.
It was moved by Dickson and seconded by Strait
the Resolution be adopted. and upon roll call there were:
AYES: NAYS; ABSENT:
X ~r:;sco
x Baker
X Dickson
X Erdahl
X McDonald
X Strait
X Zuber
Passed and approved this 28th day o~ February , 1984~
~!/b~
ATTEST: ~~ r ~.A.I)
C IT CLERK
Re<eived & Approved
Po the legal Department
Y llfS-. z/~Jt!f.
---..-.-- .------.-----.----Q
.... - u__...-__.___ __ ~_
34
14-8D-5
14-8D-5
3. Not less than four (4) votes shall be required to recommend
approval of an amendment to this title or to the boundaries of zoning
districts or to the zoning of a particular parcel of land.
F. City Council Public Hearing:
1. After the recommendation and report of the planning and zoning
commission have been filed, the city council shall, before enacting
any proposed amendment, hold a public hearing in relation thereto.
Notice of such hearing, and the time and place of such hearing must
be published in a newspaper having a general circulation in the city
at least seven (7), but not more than twenty (20), days before the
public hearing. In no case shall the public hearing be held earlier
than the next regularly scheduled city council meeting following the
published notice. The city council may set such public hearing either
before or after it submits the proposed amendment to the
commission for its recommendation or during the period while the
commission is considering such matter.
2. Following the public hearing, the city council shall consider an
ordinance implementing the proposed zoning map amendment or
zoning code text amendment. In those instances when the city
council has reached an informal consensus on a proposed zoning
map amendment or zoning code text amendment that is contrary to
the recommendation of the planning and zoning commission, the city
council will defer formal action on the matter until a discussion has
taken place between the city council and the planning and zoning
commission. In such instances, if the planning and zoning
commission declines the city council's offer to meet, formal action on
the matter may commence forthwith.
G. Protests: If a protest against such amendment is presented in writing
to the city clerk, duly signed and notarized by the owners of twenty
percent (20%) or more of the area of the lots included within the
area for which the amendment is proposed or by the owners of
twenty percent (20%) or more of the property which is located within
two hundred feet (200') of the exterior boundaries of the area for
which the amendment is proposed, such amendment shall require
the favorable vote of three-fourths e/4) of the members of the city
council for passage.
H. Effect On Development Activity:
1. Regulated Development Activity: When a proposed text or map
amendment to this title would prohibit or be counter to a use,
Iowa City
~
City of Iowa City
MEMORANDUM
Date: November 22, 2005
To: City Council and Council Elect
From: Eleanor M. Dilkes, City Attorney
~
Re: Council Committees
Attached you will find my memo to Council dated February 9, 2000 which
subject of when a subcommittee of the Council is a "governmental body"
Iowa Open Meetings law. While there is considerable debate among munic
as to when a Council subcommittee is subject to the Open Meetings la
continues to be that which is set forth in the attached memo. Currently, th
the following "committees": Convention and Visitors Bureau (1 member
Management Committee (1 member); JCCOG (6 members plus 1 altern
Senate Committee (2 members); Rules Committee (2 members); Economic
Committee (3 members).
Both the Rules Committee and the Economic Development Committee are a
treated as a "governmental body" and open meetings are held. JCCOG is a
body and complies with the open meetings law. The "committees" of one fo
and Visitors Bureau and Emergency Management are more approp
representatives of the Council and do not create an open meetings issue
sending of a representative to another body's meeting does not make
"governmental body"). Finally, the Council (at its work session of February
stated that the purpose of the Student Senate subcommittee is only to gath
and bring it back to Council. Accordingly, it currently is not subject to the 0
law.
cc: Steve Atkins
Dale Helling
Marian Karr
Eleanorlmemoslcounci lcomm.doc
addresses the
subject to the
ipal attorneys
w my opinion
e Council has
); Emergency
ate); Student
Development
nd have been
governmental
r Convention
riately called
(i.e. Council's
that body a
14, 2000) has
er information
pen Meetings
36
City of Iowa City
MEMORANDUM
O[itl f'Jt.e \L
Date:
February 9. 2000
City Council f'\. . \ J
Eleanor M. DUkes, City AttorneW
Council Committees
To:
From:
Re:
There has been some confusion of late as to when a committee appointed by Council is subject to the . Iowa Open
Meetings Law. .
If the Council (as opposed to say the Mayor. or the City Manager) creates an advisory committee, including a
committee made up of members of the Council, that committee is a -governmental body" and therefore subject to the
Iowa Open Meetings Law (i.e. notice. minutes. open to the public. executive sessions, etc.), jf the purpose of the
committee Is "to deveklp and make recommendations on public poUcy Issues." Iowa Code Section 21.2(11); Op. Atty.
Genr'1. November 18, 1993. If the comi'Tllttee Is not charged with making a recommendation to COuncil, i.e. it does not
have a policy-making function, it Is not a governmental body. For example, -a task force created to measure the
extent of a problem and deliver raw data (to the COuncil] would not be covered because It would not be charged wIth
recommending any particular course of action". 11/18/93 Op. Mt:t. Gen(l. at p.64.
So, for example, if the leglslatlve committee created by the Council is simply charged with gathering Information on
state legislation and reporting back to the COuncD about such legislation it is not a "governmental body". If, on the
other hand, It Is charged with developing a legislative .agenda" and recommending the same to COuncil, It ~ a
governmental body and Its meetings must be open.
At your organizational meeting you created the following .committees':
COnventlOfl and Visitor's Bureau (1 member)
Legislative Committee (3 members)
Emergency Management Committee (1 member)
JCCOG (6 members + Mayor as altemate)
Student Senate (2 members)
Rules Committee (2 members)
The Rules Committee Is and has been treated.as a 'govemmental body" and open meetings are held. JCCOG Is a
governmental body and compiles with the Open Meetings law. The 'commlttees. of 1 fur COnvention and Visitor's
Bureau and Emergency Management are more appropriately called representatiVes of the Council and do not create
an open meetings Issue (I.e. Council's sending of a representative to another body's meeting does not make that
body a 'governmental body").
You need to decide what the functions of the Legislative and Student Senate committees are. If you wish to leave
either committee in place and give It a policy-making function, it must have open meetings. .
This Issue will be on your work session agenda for February 14. Any action necessary as a result of your informal
discussiOn will be scheduled for the next formal Council meeting.
cc: Steve Atkins
Dale Helling
Marian Karr
Assistant City Attorneys
EIeanQl\memlgav<<xxly.doc
~-'-'-"_.---.....----~_.__._-....-_..- -
I
37
I
CounCl1 Work Session Minutes
February 14. 2000
Page 4
SALE OF CITY PROPERTY/RIGHT -OF-WA Y-VALUA TION
(1/12 memo Item #10, Item #11, Item #12)
..
City Attorney Dilkes recommended that a starting point for establishing a value Is with the
assessed value of th~ Mighboring property and then evaluate other facts unique to each
parcel. Council agreed to the City Attorney's recommendation for valuation; will defer item #10
(Flanagan & Rose) to enable staff to discuss the formula of valuation; and proceed with Items
#11 and 12.
COUNCIL COMMITTEES (IP4 of 2/10 packet)
[:Council agreed to dissolve the Legislative Committee and retain the Student Senate Committee
as a lnfonnation gathering committee only. reporting back to Council.
STAFF ACTION; Prepare resolution dissolving Legislative CommIttee for Council action.
(Dilkes)
TELEVISED WORK SESSIONS
Majority of the Council did not wish to pursue televising the work sessions at this time.
APPOINTMENTS
Airport Commission - Alan Ellis.
Civil Service Commission - Reappoint Michael Kennedy:
Historic Preservation Commission - appoint James Enloe, East College Green and Peter
Jochimsen, Woodlawn; Reappoint Michaelanne Widness - At Large; and Pamela Michaud,
College Green.
Human Rights Commission - Maureen Howe.
Telecommunications Commission - reappoint Elizabeth McKray and Cathy Weingeist
COUNCIL TIME
1). City Attorney Eleanor Dilkes alerted Council to the addition of Item #27b to the agenda,
a resolution terminating the agreement with Gene (Kroeger) l.LC. for construction of a
building at the comer of Linn and Court Streets.
2). Council Member Kanner reported on a discussion with the School Board President
regarding a Council and School Board joint meeting. Staff noted that a joint meeting
with other County entities Is planned in March or April and staff was directed to
investigate starting that meeting 30-45 minutes earlier to allow Council and School
Board to meet first.
3). Council Member Kanner stated he would be attending the CDBG meetings the next two
days, and wanted to make sure there would not be more than three Council people in
attendance. No one Indicated attendance.
4). Council Member Vanderhoef told the Council that she will be abstaining from the vote
the following evening on the Iowa Avenue Project due to a conOict of interest.
Adjourned 10:20
deNlrlnl2-I<<lOw$.doc;
[iJ
March 7, 2000
City of Iowa City
Page 2
00- 7/
151 Class C Beer Permit for Hy-Vee, Inc., dba Hy-Vee #3, 1201 N. Dodge St.
IRenewal)
{6~ Class B Wine Permit for Hy-Vee, Inc., dba Hy-Vee #3, 1201 N. Dodge St.
(Renewal)
(7) Refund for an unused portion of a Class B Wine Permit for Nash-Finch
Company dba Econofoods #473, 1987 Broadway St.
(8) Refund for an unused portion of 8 Class C Beer Permit for Nash-Finch
Company dba Econofoods #473, 1987 Broadway St.
(9) Resolution to issue a Dance Permit for Sports Column Corp. dba Sports
Column. 12 S. Dubuque St. (Renewal)
c. Motions.
(1) CONSIDER MOTION ABOUSHING THE CITY COUNCIL lEGISLATIVE
COMMITTEE.
Comment: Given Council confirmation at their work session of February 14
that the City Council Legislative Committee was not intended to advise
Council on policy issues, and Council interest in having any Council Member
who desires to participate in such matters to do so, Council desires to abolish
the legislative Committee.
(2) CONSIDER A MOTION TO APPROVE DISBURSEMENTS IN THE AMOUNT OF
$14,278,'30.64 FOR THE PERIOD OF JANUARY 1 THROUGH JANUARY
31, 2000. AS RECOMMENDED BY THE FINANCE DIRECTOR SUBJECT TO
AUDIT. DISBURSEMENTS ARE PUBLISHED AND PERMANENTLY RETAINED
IN THE CITY CLERK'S OFFICE IN ACCORDANCE WITH STATE CODE.
d. Setting Public Hearings.
DO- 7 Z.
(1) CONSIDER A RESOLUTION SETTING A PUBUC HEARING FOR MARCH 21
ON PLANS. SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATE OF
COST FOR THE CONSTRUCTION OF THE MORMON TREK BOULEV ARC
IMPROVEMENTS - ABBEY lANE TO HIGHWAY 1 PROJECT, DIRECTING
CITY CLERK TO PUBLISH NOTICE OF SAID HEARING. AND DIRECTING THE
CITY ENGINEER TO PLACE SAID PLANS ON FILE FOR PUBLIC INSPECTION.
Comment: This project will widen Mormon Trek Boulevard to four lanes from
AbbeV lane to Highway 1. It will include the installation of storm sewer,
sanitary sewer, sidewalks and water main. The project will also include
improvements at the Highway 1 intersection and both Westside Drive
intersections and drainage improvements near Abbey Lane.
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RESOLUTION NO. 83-223
RESOLUTION ADOPTING A POLICY REGARDING SERVICE BY CITY COUNCIL
MEMBERS ON THE GOVERNING BOARD OF ANY AGENCY FUNDED BY THE CITY
OF IOWA CITY.
WHEREAS, the City Council is often requested to appoint a representative
Council member to serve on the governing board of various local
organizations, service agencies, and similar bodies; and
WHEREAS, the City of Iowa City annually allocates funding to assist in the
operation of such agencies; and
WHEREAS, it normally occurs that the various agencies requesting funding
must compete for a share of limited available financial resources; and
WHEREAS, such funding is allocated by decision of the City Council as a
result of a direct voting process; and
WHEREAS, it is in the best interest of the City Council and all citizens
of Iowa City that Council members remain Unbiased in their decision-making
processes and avoid situations which might foster such bias.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA,
that it shall be the policy of the City Council that no Council member
. shall be appointed by the City Counei 1 to serve as a member of the
governing board of any human service agency which is funded by the City of
Iowa City or which agency anticipates requesting such funding.
It was
Dickson
were:
moved
by Lynch and seconded by
the Resolution be adopted, and upon roll call there
AYES:
NAYS:
ABSENT:
x
Balmer
Dickson
Erdahl
lynch
McDonald
Neuhauser
Perret
-x
-X
---x
-X
--x-
-r
Passed and approved thi s Sth day of July
. 1983.
ATTEST: 7Jbu~-J ~ ~A )
Ci1Y CLERK
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Prepared by: Eleanor M. Dilkes, City Attorney, 410 E. Washington St., Iowa City,lA 52240 (319) 356-5030
RESOLUTION NO. 01-169
RESOLUTION REQUIRING THAT CITY COUNCIL APPOINTEES VOTE IN
ACCORDANCE WITH CITY COUNCIL POLICY AS ESTABLISHED BY MOTION,
RESOLUTION, OR ORDINANCE; AND ESTABLISHING THAT FAILURE TO DO SO
SHALL BE JUST CAUSE FOR REMOVAL FROM SUCH APPOINTMENT.
WHEREAS, the City Council appoints council members to serve as Council's representatives to other
organizations or entities; and
WHEREAS, such City CouncU appointments are currently made to the following organizations or entities:
Johnson County Council of Governments, Emergency Management Commission, Iowa City/Coralville
Visitors and Convention Bureau; and
WHEREAS, the City Council expects that as a representative of Council to said entities the Council
appointee will vote in accordance with the formal action of the City Council as expressed by motion,
resolution, or ordinance; and
WHEREAS, failure to vote In accordance with City Council formal action constitutes good cause for removal
of the City Council appointee; and
WHEREAS, a procedure should be established to provide notice and an opportunity to be heard to the City
Council appointee whose remoVal is sought pursuant to the terms hereof.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA,
THAT:
1. City Council members who are appointed to serve as Council's representative to other organizations or
entities shall vote In accordance with fonnal City Council policy as established by motion, resolution or
ordinance.
2. Failure of a City Council appointee to vote in accordance with such formal action of the City Council shall
constitute just cause for removal of the City Council appointee from such appointment
3. A City Council appointee who falls to vote in accordance with the formal action of the City Council may be
removed by the City Council. Said removal shall be by resolution of the City Council, shall give the
reasons for the remOval, and shall be s~nt by certified mail to the person removed who, upon written
request filed with the City Clerk within thirty (30) days of the date of mailing the copy, shall be granted a
public hearing before the Council on all Issues connected with the removal. The hearing shall be held
within thirty (30) days of the date the request is filed, unless the person removed requests a later date.
Following the public hearing the Council will either confirm its earlier decision of removal or reinstate the
removed Council person to the appointment.
Passed and approved this 12th day of
,] u n e , 20---1}L.
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City Attorney's Office
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CITY OF IOWA CITY
MEMORANDUM
DATE:
November 9, 2007
FROM:
Council and Council Elect . ~
Marian K. Karr, City Clerk \\\t
TO:
RE:
Council Work Sessions
Council work sessions have been held various times in the past 25 years. When I first
started work sessions were held at 1 :30 PM in the City Manager's Conference Room.
Then sessions were moved to 4:00 PM and then 6:30 PM and in Harvat Hall.
A number of communities have customized their work sessions to their community
needs. I've attempted to identify a number of approaches below:
. Eliminate work sessions (for agenda items) and schedule only when needed for
special directions or information (e.g. budget)
. Eliminate work sessions and hold two formal meetings. For instance, Monday
evening may be consent calendar and planning and zoning items and Tuesday could
be the remainder of the agenda.
. Hold work session prior to formal meeting (4:00-6:00), allow a dinner break between.
Citizens then don't have to attend two different night meetings.
. Change work session start time to a daytime meeting. Could be 8:00-10:00 AM or
4:00-7:00.
Work sessions are not required by law or set by resolution. Council is free to experiment.
U I cmtransi ti on/worksess i one hoi ces .doe
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Council Work Session
February 27. 2002
Page 3
added the ordinance has an impact on development because it changes the overlay zones.
A staff evaluation will be available at the time of the public hearing.
5. (Item #6. Resorution...issuance of $27,055.000 sewer revenue bonds) In response to
Council Member Kanner, the City Manager stated staff will prepare calculallons on what
Impact the refinancing will have on rates and report back to Councll.
6. (Item #7. Ordinance amending Title 1......"Election Precincts"...) The City Clerk requested
expedited action on the item.
7. ((Item #11 - Resolution adopting... annual budget for...fiscal year ending June 30. 2003)
Pfab indicated his support to proceed with the Iowa River Power Dam Improvements.
f -C;UNCIL PROCEDURAL ISSUES (IP2 of 19 Info Packet)
Mayor Lehman stated he would be willing to discuss rules and regulations for Council but hoped
that once decided the body would follow those procedures. Council discussed Council Member
! Kanne~s memo and agreed to the followiIlg:
,
1
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,
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1. Three Council Members could place items on the work session agenda or (onnal agenda
2. Individual Council Member requests to staff for an extraordinary amount of research will be
reported to the City Manager. The City Manager will bring It to the entire Council, and the
majority (4 Council Members) will decide on the request.
3. Retained the same starting time for work session and formal meetings.
Mer discussion, the Mayor indicated he would be summarize the Council majority direction
verbally for the record after informal discussion. and his desire not to allow pUblic input at a work
session but instead direct it to the formal meeting.
Meeting adjourned 6:50 PM.
cl
Q
Tentative Schedule (dates/times subject to change)
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
1 2 3 4
HOLIDAY 12 Noon
OFFICES CLOSED Organizational meeting *
7 8 9 10 11
6:30-9:00 PM 6:30 PM
Special BUDGET Work Special BUDGET Work
Session (Overview) Session
14 15 16 17 18
6:30 PM Work Session 7:00 PM Formal
21 22 23 24 25
HOLIDAY 8:00 AM - 5:00 PM 7:00 PM
Special BUDGET Work Special BUDGET Work
OFFICES CLOSED Session (Capital Projects) Session (Boards &
Comm issions/Events)
28 29 30 31
8:00 AM Special BUDGET 7:00 PM Formal
Work Session (wrap up)
6:30 PM Special Work
Session
to be held between noon on January 2 and noon on January 6
DRAFT
JANUARY 2008
requires meeting
* City Code
~
~
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
1
4 5 6 7 8
6:30 PM 7:00 PM Formal Publish budget hearing
Work Session (set public hearing*) notice*
11 12 13 14 15
18 19 20 21 22
TBD Special Work Session
HOLIDAY 7:00 PM Formal
OFFICES CLOSED (budget public hearing*)
25 26 27 28 29
DRAFT
FEBRUARY 2008
Tentative Schedule (dates/times subject to change)
15 State deadline)
(prior to March
March 4
* Budget adoption scheduled for
-
~
01
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Prepared by: Marian Karr. City Clerk, 410 E. Washington St.. Iowa City. IA 52240 (319) 356-5041
RESOLUTION NO. 99-325
RESOLUTION ESTABLISHING TIME AND PLACE OF FORMAL MEETINGS
OF THE CITY COUNCIL OF IOWA CITY, IOWA.
WHEREAS, City Code Section 1.5-5 provides that the time and place of regular formal
meetings of the City Council of Iowa City, Iowa, shall be set by resolution of the Council; and
WHEREAS, on May 7, 1996, the City Council adopted Resolution 96-136 setting the time and
place for regular formal Council meetings to be every other Tuesday of each month at
7:00 o'clock p.m. In the Council Chambers of the Civic Center, starting with the July 2, 1996,
meeting; and
WHEREAS, the Council deems It in the public interest to repeal said Resolution and establish
the fol/owlng schedule.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA:.
1. That Resolution 96-136 be repealed.
2. By this resolution regular fonnal Council meetings of the City Council of Iowa City, Iowa,
shall be held on the first and third Tuesday of each month excluding holidays, in the Council
Chambers of the Civic Center of Iowa City, Iowa starting at 7:00 o'clock p.m., Central
Standard TIme, or Central Daylight Time, whichever Is In effect In the City of Iowa City at the
time of said meeting, said meeting times to become effective with the regular Council
meeting of January 18, 2000.
3. In the event a regularly scheduled formal Council meeting falls on 8 holiday, the City Council
shall determine whether or not to hold such meeting at another date, or to waive said
meeting.
Passed and approved this 23rd day of November
ATTEST:~f~ -i/. 7(;{~
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It was moved by Norton and seconded by
adopted. and upon roll call there were:
AYES: NAYS:
X
X
X
X
X
the Resolution be
o I Donne 11
ABSENT:
Champion
Kubby
Lehman
Norton
O'Donnell
x Thornberry
X Vanderhoef
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Prepared by: Marian K. Karr. City Clerk, 410 E. Washington St.. Iowa City, IA 52240 (319) 356-5041
RESOLUTION NO. 00-102
RESOLUTION REPEALING RESOLUTION NO. 98-310 OF THE CITY COUNCIL
OF tHE CITY OF IOWA CITY AND APPROVING A NEW RESOLUTION
SETTING FORTH RULES OF ORDER FOR THE CONDUCT OF FORMAL
COUNCil MEETINGS.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY,
IOWA, that said Council does hereby repeal Resolution No. 98-310 and, in its place, approve
Rules of Order for the Conduct of Formal City Council Meetings as follows:
A. Order of Business
The business of the City Council shall be taken up for consideration in substantially
the following order, except as otherwise ordered by the Mayor or City Council: .
1. Roll Call
2. Mayor's Proclamations
3. Consent Calendar
4. Community Comment (until 8:00 P.M.)
5. Planning and Zoning Matters: hearings, recommendations, ordinances and
resolutions
6. Other Public Hearings
7. Other Ordinances
8. Other Resolutions
9. Community Comment (continued if necessary)
10. Council Business
11. City Manager, City Attorney, and City Clerk Business
12. Adjournment
B. Content of Consent Calendar
Those items on the Agenda which are considered routine will be listed under the
Consent Calendar and be enacted by one motion, with a roll call vote. If the Mayor, a
Council member or a citizen specifically requests that any of the items be considered
separately, these items will be removed and considered later on the Agenda.
Passed and approved this 21st
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Prepared by: Marian K. Karr. City Clerk, 410 East Washington St.,lowa City, IA 52240 (319) 356-5041
RESOLUTION 02-243
RESOLUTION REPEALING A RESOLUTION PASSED JUNE 15. 1965, ESTABLISHING A
PROCEDURE FOR CALLING OF A SPECIAL MEETING AND ADOPTING A NEW
RESOLUTION ESTABLISHING PROCEDURE FOR CALLING OF A SPECIAL COUNCIL
MEETING
WHEREAS, City Ordinance No. 2342. codified as City Code Section 1-5-5, provides that the
procedure for the calling of a special meeting shall be set by resolution, and
WHEREAS, the City Council expanded from five (5) members to seven (7) members in 1973; and
WHEREAS, it is in the interest of the City of Iowa City that the City Council establish a procedure Cor
the calling of a spedal meeting.
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA THAT:
5. Provisions for the call, notice, or time of service may be waived if the entire Council shall consent
in writing thereto.
6. Provisions of the method of service may be waived by the individual Council Member affected
thereby.
Passed and approved this ~ day of July, 2002.
Passed and approved this
2
day of Jul y
, 20-1l.2-.
ATTEST: /J1L..! La-....,':..;.f: ;/.,:'/.< '._-
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City of Iowa City
MEMORANDUM
~/
DATE:
April 22, 2002
FROM:
Mayor and City Council
Steve Atkins, City Manager ~.
Eleanor M. DUkes, City A"DTP)
Marian K. Karr, City Clerk ~
TO:
RE:
Distribution of Correspondence to the City Council
In February a procedure was developed to Insure an orderly distribution of
correspondence addressed to Council (regular mail. emails. and hand delivered items).
Effective immediately we would like to revise the procedure to allow you to receive the
correspondence at your Council meeting Monday or Tuesday evening if it is an agenda
item, but no later than the next information packet or formal agenda if it is not an agenda
item. A folder of Council correspondence received, and awaiting distribution will
continue to be maintained by the City Clerk. Please remember that the public as well as
the media may be aware of Council correspondence prior to Council distribution by
viewing the City Clerk folder.
1. All correspondence is officially received by the City Clerk.
2. All written correspondence is file stamped.
3. Emails are printed (showing Clerk name, time, and date/not officlaUy file stamped).
Emails are also received simultaneously by the Adm. Asst. to the City Manager and
Asst. City Manager and acknowledged by that office.
4. All correspondence received after the agenda was printed and relating to current
agenda items will be distributed to Council at the work session or formal meeting,
and accepted on the agenda. All other correspondence received after printing of the
agenda will be accepted at the next formal meeting, or included in the Information
packet.*
Staff recommends the change to the procedure to focus handouts to only items listed on
the agenda. reduce the number of late handouts, and preclude Council discussion of
items not listed on the agenda.
*Correspondence addressed to Council will be officially received at a formal meeting.
Correspondence listing Council as a .cc" will be induded in the information packet.
I
49
I
(,'1
COUNCIL PACKET GUIDELINES
AGENDA PREPARATION SCHEDULE
MONDAY WEDNESDAY THURSDAY
12p Support documents 9a Staff meeting to review 9a ALL AGENDA SUPPORT
(resolutions, ordinances, agenda items. AND INFORMATION
agreements, etc.) due to PACKET DOCUMENTS
City Attorney for review. 4p Support documents DUE TO LISA. DO NOT
finalized by Attorney. PLACE ITEMS IN
12p Items and comments Staff member to pick-up. INTERNAL MAILBOX.
due to Lisa. DELIVER TO CITY
MANAGER'S OFFICE.
3D Aoenda distributed.
Please submit items and comments to Lisa via emait
Off-Week Information Packet: Items due to Lisa by 9a Thursday. Do NOT put items in internal mailbox-
deUver to City Manager's Office.
DOCUMENT DISTRIBUTION TO COUNCIL
Documents distributed to Council DO NOT need to be in multiple hardcopies, as they now receive packets on
computer. Instructions for submitting Council documents follow:
Guidelines:
. Submit one original to Lisa no later than 9a Thursday for inclusion in Council's Thursday packet
. Numbered Pages
. One-sided
. No staples
. Font size 10 point or above
. Font easy to read (Times New Roman, Courier New, Universal, Arial)
. Lines and pictures should be away from the print (e.g. do not put DRAFT across text)
. DO NOT USE shading (even in blank areas)-instead use underlines, strikeouts, bolding. italics, or
asterisks In the margin to signify special text.
. Scan size maximum for color Is 8%"x 14" and black and white maximum is 11" x 17", Larger documents
must be reduced before they are delivered to Clerk for scanning. If they are not received In reduced form,
they will be scanned In pieces.
NOTE: All Items submitted are permanently retained and archived per State Code requirements.
Soecial Circumstances:
. Bound Reports, Booklets, and Color Documents
Deliver an original, one sided, page numbered, no staples, reduced-size (if necessary) copy to Clerk's
Office by 5p Monday for inclusion in Council's Thursday packet. Deliver a black and white 8Ya" x 11", no
staples, one-sided copy to Lisa by 9a Thursday.
Council will receive the scanned version. {In rare circumstances, if it is a document of 100 pages 01' more
that must be referred to extensively by Council, please supply the above as well as 14 (7 for Council, CA,
CM, ACM, CIeri< and 3 for media) hardcopies to the Clerk.)
~
Council Work Session 7-9-01
July 26,2001
Page 5
COUNCIL TIME
1. CouncU Members O'Donnell and Wilburn acknowledged the fireworks at City Park on
July 7V1 and the large crowd attending.
2. Council Member KaMer stated he would be doing his annual tour of city departments
and facilities and Invited people to join him.
3. Council Member Vanderhoef requested that a Council tour be scheduled in the fall. The
City Manager suggested Council candidates be Invited. Staff will follow up.
4. Council Member Pfab stated he had viewed the new crosswalk over at Weber Schoof
and commented there were some happy neighbors over there.
5. Council Member Vanderhoef requested that a wor1< session on stonn water utltity
charges be scheduled before budget sessions In January. The City Manager stated staff
was working on administrative, legal and technical Questions and \NOuld provide
Information in conjunct/on with the scheduled fall bus tour.
~ Mayor Lehman suggested that whenever a non-controversial. item is requested for
17 expedited action that a special formal meeting be scheduled before a scheduled work
session for the purpose of one reading. Another reading could be scheduled at the
forma meeting the next evening. A majority of Council agreed to the procedure. Council
Member Kanner suggested a resolution be prepared formalizing Council policy to allow
anyone to come and speak on any Issue on the agenda. A majority did not express
interest in pursing the resolution suggested by Council Member Kanner.
Meeting adjourned 9:15 PM.
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COUNCIL BIO INFORMATION
CONT ACT INFORMA nON
Name:
Address:
Phone:
TERM IN OFFICE
EDUCA nON
FAMILY
HOBBIES
HOW LONG HAVE YOU LIVED IN IOWA CITY?
OTHER COMMUNITY SERVICES/ORGANIZATIONS INVOLVEMENT
S:Counci I mcmbertransi tionlbi osheet/doc
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Prepared by: Marian Karr, City Clerk, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5041
RESOLUTION NO. 04-117
RESOLUTION ESTABLISHING A POLICY FOR COUNCIL MEMBER USE OF CITY
LAPTOP AND PRINTER; ESTABLISHING PROCEDURE FOR E-MAIL
CORRESPONDENCE AND DISTRIBUTION OF WEEKLY COUNCIL PACKETS; AND
ESTABLISHING A STIPEND FOR SUPPLIES AND DEDICATED PHONE LINE FOR
INTERNET ACCESS OR HIGH SPEED INTERNET SERVICE.
WHEREAS, the City Council of Iowa City wishes to establish a policy for use of City laptop and
printer to provide that current members of Council may request a laptop and/or printer for
access to weekly council packets via Internet and/or use of City e-mail address; and
WHEREAS, the City Council of Iowa City wishes to offer weekly Council packets via Internet or
hard copy, replacing the current distribution by CD; and
WHEREAS, the City Council of Iowa City wishes to establish a stipend for supplies and
dedicated phone costs associated with accessing electronic packets and/or e-mail via the City
address.
NOW, THEREFORE, the attached policy is established for Electronic Access to City Information
and E-Mail policy.
Passed and approved this 70th
daY~h/, /~ -,
Anved by .
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City Attorney's Office
ATTEST: ~~ ,{/. ~
CI LERK
It was moved by Champion and seconded by
adopted, and upon roll call there were:
Elliott
the Resolution be
AYES:
NAYS:
ABSENT:
Bailey
Champion
Elliott
Lehman
O'Donnell
Vanderhoef
Wilburn
x
X
X
X
X
X
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CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 5 2 2 40- I 82 6
(319) 356-5000
(319) 356-5009 FAX
www.icgov.org
In accordance with Resolution 04-117, which was passed on April 20, 2004,
I, am requesting a monthly stipend which is available to City
Council Members for electronic access to City information. The stipend is $ 50 per month for a
dedicated line and an additional $10 per month for supplies, or an amount as amended by
future resolution. I understand that this stipend is a taxable benefit that will be paid two times
per month on my payroll check. Payment of the stipend will begin on
Signature
Date
S :councilmembertransition/cou ncilsti pend .doc
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City of Iowa City
MEMORANDUM
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DATE:
March 29, 2000
FROM:
City Council
Ernest W. Lehman, Mayor
TO:
RE:
Requests for Supplies
The City has initiated an internet pilot program With Office Depot for office supplies
starting March 27th. Six divisiqn.s are presently involved in the one month pilot, and if
successful, approximately 40 other City divisions will be ordering utilizing the internet.
Bulk items such as stationary and envelopes will continue to be stocked in-house.
Central Services still has an inventory of office supplies and City employees will be
stocking up on supplies as they start to deplete. City Councilors should continue to work
with City Clerk Marian K.arr on ordering all supplies.
Due to a large nwnber ofrequests for items not typically stocked by the City, Council
needs to decide how to handle requests for these items by individual Council Members.
It appears to me there are two options:
1. Establish a policy that all requests must be directed to and approved by a majority of
Council.
2. Establish a policy that all requests must be diiected to and approved by the Mayor.
After discussing this matter with City staff it is my recommendation that the second
option be implemented. I would appreciate your concurrence at our work session on
April 3rd.
Cc: City Manager
City Attorney
City Clerk
~
City Council Minutes
April 3. 2000
Page 4
SCHOOL BOARD MEETING
. Suggested joint meeting April 25, 7:30!>J.d- 9:00 AM in Council Chambers. City Mgr. Atkins
wiU contact School Board.
EVALUATIONS
. Mayor Lehman suggested Staff Evaluations start at 7:30 AM, May 31. Counci~ ~'2curred.
Council Time
1) Council Member O'DoMefl requested the Senior Center skywalk be scheduled for the next
wor1c session, noting it was diffICUlt for the Center to solicit funds without being clear on the
Council's position.
2) (IP3 of March 30 Information Packet) In response to Council Member Wilburn, majority of
Council was Interested in staff researching regulations governing the access of cigarette or
tobacco sales to minors, but agreed to walt to schedule further discussion until after the April
17 liquor discussion.
3) (lP 10 of March 30 Informatlon Packet) In response to Council Member Kanner, the City Mgr.
said that if folks wanted to get signatures for petitions they could do so in the lobby area of
the Civic Center but were not permitted to go through the building and disturb city
employees.
4) (IP2 of March 30 Information Packet) In response to CounCl1 Member Kanner, Mayor
Lehman answered quesllons relating to travel for City employees.
is)
(IP 3 of March 30 Information Packet) In response to Council Member Kanner, City Clerk
Karr said there was a change In stocking supplies, and all CouneR Members shoukl contact
her with ordering questions. Special requests by Council Members would be at the
discretion of the Mayor. .
6) Mayor Lehman said he received an invitation asking him and 2 other Council Members to
come to 8 meeting at 4:00 on Wednesday at the Holiday Inn to discuss some liquor issues.
After discussion the majority of Council agreed not to meet privately with bar owners but
schedule discussIon for April 17th.
7) City Mgr. Atkins informed the Council he would be going to the Library Board mtg. on
Thursday to discuss the referendum for the new library.
Adjourned 8:20 PM
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Council Travel Guidelines
1. Each Council Member during any fiscal year shall be entitled to attend two
national conferences (National League of Cities, specialized national
conferences etc.) and one state conference, specifically the Iowa League
of Cities annual meeting.
2. Miscellaneous statewide conferences/regional workshops where there is
rarely an ovemight stay will be considered as an addition to the three
major travel opportunities. These workshops and other generalized
meetings usually occur within our state and are very specific in nature,
such as Mayor/Council Relations, Public Works and Environmental
Issues, Public Safety and Municipalities, etc.
3. Exceptions to the above limitations should be addressed to the Mayor.
4. Travel administration is in accordance with the City procedures governing
the travel of all City employees.
Presented to Council June 1996
Accepted by Council June 13, 2000
If the City of Iowa City or a Council person is invited to attend a function the
Mayor will approve a Council person attending that meeting and the City will
reimburse that Council person for the expenses involved in attendance within the
current employee reimbursement travel policy. If no invitation is extended but it
is an event we happen to know about (newspaper, word of mouth, etc.) and a
Council person wishes to attend, that Council person could attend at their own
expense and using their own vehicle.
Prepared by City Clerk's Office, February 2, 2001
traveJ2.doc
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ATTORNEY ASSIGNMENTS (Effective May 7,2007)
Eleanor DUkes. City Attorney
Supervision of and Consultation on all matters as necessary
City Council
City Manager/Assistant City Manager
City Clerk
Sarah Holecek. First Assistant City Attorney
7';5"; J3 1 c 1-7
/III~
City Council, City Manager, City Clerk
Planning Dept. (including Transportation Planning but excluding Community Development and JCCOG
Human Services)
Board of Adjustment
PCRB
Police Department
Personnel/Civil Service/Pension
Litigation as assigned
Susan Dulek. Assistant City Attorney
Community Development and JCCOG Human Services
Housing & Inspection Services/Code enforcement
Public Housing Authority
Cable and Cable Commission
Human Rights Commission
Airport
Animal Control
Senior Center
Deer Management Committee
Property Acquisition as assigned
Litigation as assigned
Eric Goers. Assistant City Attorney
Finance Department
Library
Fire Department
Parking & Transit
Cemetery
City Assessorrrax Assessment Appeals
Magistrate's Court (1/2)
Property Acquisition
Litigation as assigned
Sara Greenwood. Assistant City Attorney
Planning & Zoning Commission/Planning Dept (including JCCOG Transportation Planning but
excluding Community Development and JCCOG Human Services)
Property Acquisition as assigned
Public Works and Engineering
Magistrate's Court (1/2)
Parks & Recreation
Litigation as assigned
C-1
~.. THE PAR GROUP
~
Celebrating over 30 Years Service
To a National Clientele
To: Mayor and City Council
From: Robert Beezat, The PAR Group
Date: November 9, 2007
Subject: Recruitment Profile and Professional Announcement
Attached for your review and comments is a draft of the Recruitment Profile for the City
Manager position in Iowa City. Included as part of the Recruitment Profile is the proposed
Professional Announcement for the position. It is basically the job ad which we will place on
behalf of the City in various professional publications and websites.
The Profile is based on broad input as desired by the Mayor and Council. In addition to the
Mayor and City Council, I received input from the following sources:
Emails Inviting Input: 1
Small, Focus Group Meetings: 31 of 43 people invited to apply attended one of 7 sessions.
Public Forums: 8 people in total attended the two open forums.
Overall, the input from the community was very similar to that of the Mayor, Council, and City
Staff. There was more emphasis on some topics than others as far as the community input was
concerned. Areas which generated the most comments and ideas from the community were in
the following areas:
. W orkforce/ Affordable Housing
. Customer Service Orientation
. Business and Economic Development
. Traffic and Transportation in and around Iowa City
. Regional Approaches to Providing Services
. Developing a Strategic Plan Including Setting Priorities
. Creative Approaches to Revenue Generation
. Environmental Leadership and Education from the City
. City Relationships with the University and Students
. Hearing All Voices in the Community on Programs and Projects which Affect Them
. Utilizing the Expertise in the Community to Address Issues Rather than Hiring Outside
Consultants
. Pay a Very Competitive Salary to Attract Top Candidates
Assisting in the Achievement of Excellence in the Public Service Since 1972
C-2
The input from all participants with whom I met indicates that the City wishes to hire an
outstanding City Manager with a proven track record in many areas, with an extraordinary ability
to communicate openly with all individuals and groups in the community and region, and to lead
transparent processes in examining issues and making decisions to address those issues.
To assist in meeting those high expectations, I am recommending that the City advertise the
position at a starting salary range of$160,000 +/-, depending on qualifications and experience.
The plus/minus after the dollar figure means approximately 10% either way, depending on the
qualifications and experience of the person selected. That means that the City could hire
someone in the range of approximately $144,000 to $176,000 as a base salary. Frankly,
considering the criteria established for the City Manager position in Iowa City, it is unlikely that
the City will be able to hire someone for under $150,000 who will meet the City's requirements.
The base salary of some communities in Iowa and the region as set forth below indicate that, in
order to be competitive, the City will more than likely need to have a base starting salary which
exceeds the outgoing Manager's salary of$153,088.
City Base Salary Effective Date
W. Des Moines, IA $184,495 April 2006
Evanston, IL $183,872 January 2007
Dubuque, IA $l69,521 July 2006
Cedar Rapids, IA $169,500 February 2007
Champaign, IL $164,450 July 2007
Ankeny, IA $161,698 July 2007
Ames, IA $160,266 July 2007
Davenport, IA $156,044 July 2006
Columbia, MO $145,600 October 2006
Average $166,161
Based on the marketinformation and the high level of expectations for the City Manager
position, we are recommending that the position be advertised at the $160,000 +/- figure. We
think that this will give the Mayor and Council the flexibility to hire a new City Manager which
meets the City's needs and expectations.
Just so you are aware and there are no surprises as far as compensation is concerned, there are
two other major components of most City Manager compensation packages. One is an Auto
Allowance or provision of a city car. The second is deferred compensation and/or retirement
contributions by the City.
The Auto Allowance is fairly simple and straightforward. Most cities provide their city manager
with an auto allowance which averages approximately $500/mo. A few cities provide a city car
to the Manager in lieu of an auto allowance. The past City Manager in Iowa City was receiving
$400/month as an auto allowance.
Assisting in the Achievement of Excellence in the Public Service Since 1972
C-3
The Deferred Comp/Retirement Contribution issue is more complex, particularly in Iowa. First
of all, no matter in which state city managers work serving cities the size and complexity ofIowa
City, managers receive an annual 5% to 7% contribution from the City to a deferred comp plan.
The International City/County Management Association (ICMA) started the ICMA Retirement
Corporation about 25 years ago because many managers never qualified for state pension plans.
Most state pension plans for municipal employees require at least 5 years of employment with a
municipality within their state before the employee is vested. Some states required 7, 8 or 10
years of employment before vesting. Since the average tenure of a city manager on a nationwide
basis is approximately 5 years, many managers were not able to qualify for any pension benefits.
So in addition to the starting base salary range recommended above, most city managers who
will be candidates for the Iowa City position will be getting a contribution from their city of 5%
to 7% ($8,500 to $11,900) based on salary of$170,000. The City ofIowa City can expect that to
be a topic of negotiation with most finalist candidates. Iowa City's most recent City Manager
was receiving approximately 8.75% or $13,888 from the City to the ICMA-RC deferred comp
plan.
In Iowa, city managers have the option of being a part ofthe State's IPERS retirement system or
not. About 1/3 to Yz of the city managers in comparable sized cities in Iowa choose not to
participate in the state retirement system. The employers' contribution on behalf of an employee
in Iowa City is 6.05% of salary. The retired City Manager in Iowa City was a participant in the
IPERS system. Based on his last salary of$153,088, the City was contributing $9,950 to the
state system in addition to the $13,888 to the ICMA-RC deferred comp plan. In total, the City
was contributing $23,838 towards the retired City Manager's retirement package.
Depending on who the City selects for their City Manager, most candidates will want a total
retirement package that is in the ballpark with what the retired City Manager received. How they
choose to want that retirement contribution (all into ICMA-RC and no state pension plan, or a
combination ofICMA-RC and the state pension plan) will depend on the needs and wants of the
particular candidate.
From a timing standpoint, I would appreciate it if a consensus of the Mayor and Council and any
comments, questions, or concerns regarding the Recruitment Profile and Professional
Announcement can be resolved by close of business on November 14. November 15 is the
deadline for getting the Professional Announcement into ICMA for publication in their
November 26 Newsletter to its membership. The next deadline after November 15 is November
29 for the December 10 Newsletter. Based on the proposed time frames of the overall search
process, finalizing the Professional Announcement by November 14 will keep us on track time
WIse.
Assisting in the Achievement of Excellence in the Public Service Since 1972
p_ 1
DRAFT...RECRUITMENT PROFILE...DRAFT
CITY MANAGER
CITY OF lOW A CITY, IOWA
This Recruitment Profile provides background information on the Community and the City government of Iowa
City, Iowa. It outlines factors of qualifications and experience identified as desirable traits and attributes for
Candidates for the City Manager position to possess. This Profile was prepared following interviews with the
Mayor and City Council Members, City Department Heads and a broad range of community members involving
small, focus group sessions, open public forums, and through the internet.
Importantly, this Profile will be used as a guide in the recruitment process, providing specific criteria by which
applications will be screened and individuals selected for fmal interview and appointment consideration. This
recruitment is being conducted on an open, impartial, local, regional, and nationwide basis, encouraging
applications from all persons wishing to compete for the position.
All inquiries relating to the recruitment and selection process for the City Manager position are to be directed to the
attention of the consultant working with the City of Iowa City:
Robert Beezat
The PAR Group, LLC
100 North Waukegan Road, Suite 211
Lake Bluff, IL 60044
TEL: 847/234-0005
FAX: 847/234-8309
www.pargroupltd.com
Submit resumes by mail or by email to:
resume@pargroupltd.com
COMMUNITY BACKGROUND
Iowa City: In the top five of the "Best in National Rankings" for:
Public Schools.. . Metro Area for Livability.. . Small Metro Area.. .Metro Area for Expanding a Business
Offering big-city amenities along with small-town hospitality, Iowa City is recognized by many national surveys
and publications as one of the best places to live, work, and raise a family. Iowa City is known to its residents as a
community with "extraordinary opportunities in an unexpected place."
Nestled in the heart of the Midwest, Iowa City has long served as a locus for culture, education, variety and fun. It
was literally carved out of native prairie in 1839. It was organized by Fiat of the Iowa Territorial Legislature and
U.S. Congress and was intended to be the rust permanent location of Iowa's early seat of government. When
statehood was achieved in 1846, Iowa City was the fust state Capitol. The Capitol was moved to Des Moines in
1857. "Old Capitol" is now a national, historic landmark.
The Iowa City area has been home to many diverse groups of Native Americans beginning roughly 13,000 years
ago and continuing into the initial settlement period. Historian Benjamin F. Shambaugh of the University ofIowa
and State Historical Society noted that the new town plat "...was a wilderness, in which the Indian camp-fires had
scarcely gone out." Indian cultures included hunter-gatherers from the Paleo-Indian and Archaic Periods, Woodland
and Late Prehistoric agriculturalist mound builders, and Meskwaki villages from the historic period. The first
immigrants from Europe came from Germany, the Czech Republic, Ireland, Norway, Sweden, and Great Britain.
With the draw of the University ofIowa, Iowa City has seen temporary and permanent immigration from all over
the world.
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Iowa City is a diverse community from all perspectives: social, economic, business, educational, housing, etc. One
of the major contributing factors to the diversity of the community is the University ofIowa. The University of
Iowa was founded on February 25, 1847,59 days after Iowa became a state. The first faculty offered instruction at
the University in March 1855. In September 1855, the student body numbered 124, of which 41 were women. The
1856-57 catalogue listed nine departments offering Ancient Language, Modem Language, Intellectual Philosophy,
Moral Philosophy, History, Natural History, Mathematics, Natural Philosophy, and Chemistry. The original
campus was composed of Old Capitol and the 10 acres ofland on which it stood. Today's University ofIowa is
recognized as one of the nation's top public universities, offering more than 100 areas of study for its 29,000
students. Since 1936 Iowa has been the home of the renowned Iowa Writers' Workshop having fostered the creative
talents of Ray Bradbury, Flannery O'Connor, and Kurt Vonnegut. The University also includes one of the largest
university-owned teaching hospitals in the nation. Providing patient care within 16 medical specialties, the UI
Hospitals and Clinics has been named one of "America's Best Hospitals" by U.S. News & World Report magazine.
The University ofIowa has a long and distinguished list of 'firsts': It was the first public university in the U.S. to
admit women and men on an equal basis, the first to admit students regardless of race, and the first to confer the
Master of Fine Arts degree. It has been a pioneer in such diverse fields as speech pathology, space exploration, and
educational development.
Iowa City is also served by the Kirkwood Community College campus which has an emollment of approximately
3,239 students and offers a full Arts and Sciences curriculum. It offers distance learning for those who can't make it
to campus, continuing education classes for those who wish to take classes in their area of interest without obtaining
course credit, plus customized training programs for area businesses. The National Alliance of Business named
Kirkwood its Community College of the Year in 2000 for Kirkwood's partnerships in developing training programs
with the area business community.
In addition to the University of Iowa and Kirkwood Community College, the Iowa City area provides a variety of
excellent K-12 educational opportunities. The Iowa City Community School District has an emollment of about
10,600 students from kindergarten through 12th grade. The district includes the nearby communities of Coralville,
Hills, and North Liberty. In all, the district has 17 elementary schools, two junior high schools, two senior high
schools, one alternative school for seventh through twelfth graders, as well as daycare and pre-school facilities.
Iowa City is also home to Regina High School, a private Catholic institution, and Preucil School of Music,
specializing in the Suzuki method of insn:uction.
Iowa City's economy is as diverse as it is prosperous. The economy is based upon a thriving commerce, a major
university, and a number of national and international businesses, including Fortune 500 companies. Iowa City is
home to facilities of General Mills, Moore North America, NCS-Pearson, Lear, Oral B Laboratories, Procter &
Gamble, the corporate headquarters for ACT, and scores of smaller industries and businesses.
The University ofIowa is the city's largest employer, with 23,608 employees. The academic and research mission
of the University, along with the health care services provided at its hospitals and clinics, have a tremendous
economic impact on the area.
The Cedar Rapids/Iowa City Technology Corridor, located at the crossroads ofInterstates 80 and 380 in the center of the
United States, is a model of regional development. The area, encompassing 12 communities plus Johnson and Linn
Counties, represents a strong partnership between Priority One and the Iowa City Area Development Group, The
University of Iowa, Kirkwood Community College, Alliant Energy, MidAmerican Energy and the Cedar Rapids Area and
Iowa City Area Chambers of Commerce.
From music and art festivals to Broadway performances, Iowa City has an event to suit anyone's taste. During the
summer months, live music becomes a part of the downtown's irresistible ambiance. Each July, the city is host to a
jazz festival that attracts music enthusiasts from both near and far. The annual Iowa Arts Festival features the state's
best visual art, music, and food. Iowa City is also home to several community theaters, including Riverside
Theatre's Shakespearean stage. Located in City Park, this open-air theater presents shows under the stars. Iowa City
is home to the recently restored historic Englert Theatre downtown and also has a vibrant Iowa City Community
Theatre. The University ofIowa's Hancher Auditorium showcases the best in entertainment. Over the years,
Hancher has been host to productions such as Rent, Cats, Les Miserables, and Stomp. The Hancher stage has also
seen the likes of Yo Yo Ma, Jerry Seinfeld, and Wynton Marsalis.
p- 3
Iowa City is a place of rolling hills, lush and scattered woodlands, and tall grasses. In the Iowa City area alone,
there are 41 public parks, several of which overlook the scenic Iowa River. Many of these parks are equipped with
networks of walking and biking trails as well as quaint picnic sites and prairie reserves. Coralville Lake, located to
the north oflowa City, offers a multitude of recreational activities. In addition to 5,000 acres of water for pleasure
boating, fishing, swimming, and water-skiing, the area is laced with attractive trails used for hiking, biking, and
cross-country skiing. A glimpse of the state's geologic past can be found at a nearby Devonian fossil gorge.
Unearthed during the flood of 1993, the gorge contains a variety offossils. Iowa City is full of unique shops - from
the Old Capitol Town Center, Pepperwood Plaza, and the Sycamore Mall to family-operated businesses; the area
provides a variety of merchandise. The downtown is unequalled when it comes to offering specialty goods; it's there
you'll find clothing and jewelry, gifts and toys, books and espresso. The Coral Ridge Mall, located in the nearby
city of Coralville, is a regional shopping mall.
CITY GOVERNMENT BACKGROUND
The legislative and policy arm of the City government is the City Council which consists of seven Council
Members. Three are elected from Districts and four are elected at large to four year, overlapping terms. One of the
Council Members is selected as Mayor by the majority vote of the Council and serves a two year term in that
capacity. The Mayor is a voting member of the City Council and has no veto power. The Mayor is the official
representative of the City, presiding officer of the Council, and its policy spokesperson.
The Council appoints a City Manager, City Attorney, and City Clerk. The Council also approves the City
Manager's appointments of the Police Chief and the Fire Chief. All other decisions concerning hiring, firing,
discipline, and supervision of employees are made by the City Manager or those employees to whom the Manager
delegates responsibility, subject to Iowa law, including Chapter 400 of the Iowa code regarding civil service
employees. The Mayor and City Council also make appointments to the Library Board of Trustees and the Airport
Commission. The Library Board appoints a Library Director and the Airport Commission appoints an Airport
Manager. The Mayor and City Council appoint a wide variety of Boards and Commissions to assist them in making
legislative and policy decisions for the City.
The City Manager is the Chief Administrative Officer of the City. All City employees, except the City Clerk and
City Attorney and their staffs, answer to the City Manager, who in turn answers to the City Council. It is the duty
of the City Manager to ensure that City's Ordinances are enforced and the policies of the City Council are
implemented. The City Manager appoints and directly supervises the directors of the City's operating departments,
supervises the administration of the City's personnel system, and further supervises the official conduct of City
employees including their employment, training, compensation, reclassification, discipline and discharge. The City
Manager also oversees administration of City contracts, execution of public improvements, as well as construction,
improvement, and maintenance of all City facilities. The City Manager prepares a proposed annual budget and
submits it to the City Council for consideration and final approval consistent with State law, along with presenting
recommendations and programs to the City Council.
Iowa City is a full-service, municipal government providing a wide array of city services as shown in the
accompanying organization chart. The City has 615 full-time-equivalent employees with 551 being full-time
employees. The City's fiscal year runs from July 1 through June 30. The City has a total expenditure budget of
$125 million with the major components of the budget being the General Fund ($51 million), Business
Type/Proprietary Funds ($46 million), Capital Projects ($14 million), and Debt Service Fund ($12 million). The
City has earned and enjoys a triple A bond rating.
More information regarding the City Government of the City of Iowa City and the community can be found at the
City's website and related links at: www.iowa-city.org
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CITY ISSUES, CHALLENGES, AND OPPORTUNITIES
The City of Iowa City expects to address a number of important issues and challenges in the next several years.
Some issues relate to broad policy matters. Some are more specific to particular internal operational, organizational
and management matters. The Mayor and City Council are seeking an experienced, professional public
administrator to assist them in analyzing and evaluating these and other issues, and implementing programs which
will maintain and improve the quality of life for its residents and businesses. The following issues and challenges
are not listed in order of priority or importance but are set forth to give candidates a sense of the type and scope of
issues which the City will be addressing. The list is not to be considered as exhaustive, nor should the statements be
interpreted as endorsing any particular course of action. The list is divided into some general categories, but there
is obviously overlap of issues into more than one category.
Finances/Revenue
. Grow the City's tax base within a state municipal tax structure which limits revenue sources and options.
. Increase acquisition of grants from state and federal government regarding a wide range of programs
including transportation, roads, housing, homeland security, etc.
. Develop revenue producing/sharing partnerships with private and public organizations.
. Re-examine the local option sales tax issue in terms offocused spending (i.e., road improvements) for
particular projects which benefit all of the taxpayers who pay the tax and which is "sunsetted" when the
projects are completed.
Customer Service
. Improve customer service/welcoming orientation to business development and expansion.
. Review and evaluate City Hall staffing and assignments to expand hour of operation and availability to the
community.
. Exemplify and implement an organizational culture which balances regulatory roles of government with
the role of enabler/proactive communicators to assist residents and businesses in achieving their
community or business goals.
Economic Development
. Take a more proactive policy and programmatic stance toward commercial and industrial growth and
development within the City limits.
. Review the City's zoning and building codes to facilitate development while still maintaining quality and
safety standards.
. Evaluate potential property acquisition opportunities for redevelopment purposes.
. Continue the City's active involvement with downtown as it changes from a retail center to a
community/student activity and entertainment center.
. Implement road improvements which will assist in moving business related traffic within and around the
City.
. Implement road improvements which will improve traffic flows in the Kirkwood College area ofthe City.
. Make the airport and surrounding area more attractive as a business development opportunity.
. Develop a light rail system along the Technology Corridor linking workers and jobs.
. Investigate ways to increase east-west train traffic from both a freight and passenger standpoint.
. Investigate and evaluate the utility and value ofa community-wide wi-fi system.
. Consider public ownership of public utilities such as gas, electric, and cable/internet systems.
. Cultivate the idea of Iowa City as a retirement community to attract and retain residents with regular
income, who participate and support many cultural activities and programs, and who do not utilize some
services such as elementary and high schools.
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Workforce/Affordable Housing
. Develop concrete goals for affordable housing utilizing mixed use developments and inclusionary zoning
policies: "untangle the knot" of the many causes and impacts of workforce/affordable housing.
. Review public transit services and routes as part of the goal of achieving affordable housing within the
community.
. Look at new and creative approaches which other communities are taking to encourage a broader range of
housing options for working families which are also profitable for developers and builders.
Personnel/Staffing
. With proj ected retirements of City Department Heads and other City Staff over the next 3 to 10 years, take
a fresh look at the City's organizational structure, programs, and staffing levels.
. Also, with projected retirements, develop comprehensive succession planning policies and programs to
ensure the continued high level of professionalism and skills within the organization.
. Find a way to fmance the construction and staffing of Fire Station #4 in the short term and Fire Station #5
in the longer term.
. Evaluate police staffing levels which some consider to be relatively low based on per capita staffing
standards.
. Regularize the performance evaluation process for department heads with a system which rewards
performance and encourages excellence and risk-taking.
. Improve clarity and completeness of internal communication from the top down, through department
heads, and to the rank and file.
Marketing/lmage/Public Relations
. Improve marketing the City; hire a professional public relations person for the City.
. Translate residents' love ofIowa City into a positive image for both retaining and attracting future
entrepreneurs and retiring "Boomers" and competing for business growth and grant acquisition.
. Find more ways to welcome and integrate new members of the community.
Strategic/Long Term Planning
. Consider development of an overall strategic plan for the City which sets achievable priorities and goals.
. Have a five and ten year vision and plan for the community to help navigate through the sometimes
conflicting program requests which come before the Mayor and Council.
. Value the voices of those not typically heard regarding a wide range of issues and plans.
University and Student Relationships
. Continue to expand partnerships and programs with the University ofIowa and to engage the highly
talented faculty, staff, and students in addressing City issues and challenges.
. Get students to care about and be involved in the City government; bridge the gap between students and
the rest of the community.
. Build partnerships between the police, University, social service agencies, and students in regards to
alcoholism, binge drinking, and sexual assaults issues.
. Recognize that students who are often members of the community for 4 plus years have some of the same
needs and concerns of longer term residents.
. Create regularized (quarterly or semi-annual) meetings between the University, the City, and students to
discuss and address common issues and problems.
p- 6
Regionalization and Partnerships
. Continue the implementation of the joint communications center and take a leadership role in seeking other
joint service agreements with other governmental bodies in the region regarding police, fire, public transit
and vehicular traffic issues.
. Continue to support the regional approach to economic development through the Cedar Rapids/Iowa City
Technology Corridor.
Miscellaneous
. Evaluate and find ways to fund the maintenance and replacement of aging infrastructure.
. Upgrade and expand recreational facilities to keep pace with other cities in the region.
. Improve and upgrade the City's information technology: i.e., catch up on GIS system; improve and
integrate the City's financial and HR software programs to provide up to date information to City staff;
expand the opportunities for e-business with residents and businesses.
. Simplify/digest the many dense and lengthy documents on the City's website to be more readily
understandable to residents and businesses.
. Provide more explicit leadership and education to the community regarding energy efficiency and
conservation and other "green" initiatives.
. Institute an annual "trash forgiveness" day.
CITY MANAGER QUALIFICATION CRITERIA
The current and predictable issues, needs, and challenges confronting the City of Iowa City call for particular
experience, skills, and professional commitment on the part of Candidates for the position of City Manager. The
following factors of education, experience, management style, and personal traits have been identified as ideal
attributes for the City Manager to possess in order to function effectively in the position. It is anticipated that the
salary for the position will be $160,000 +/- negotiable, depending upon experience and qualifications. Residency in
the City is required within a reasonable amount of time following appointment as determined by the Mayor and
City Council.
EDUCATION AND EXPERIENCE
A bachelor's degree from an accredited college or university in public administration or government, or closely
related field is required; a graduate degree in public administration or closely related field is strongly preferred.
Have proven executive-level municipal management experience with at least seven years of progressively
responsible experience as a Manager or Assistant Manager in a full service municipality of similar size and
complexity.
Experience in a university community is strongly preferred but not required.
Possess strong financial management abilities involving budget development and controls, financial forecasting,
proven and sustainable revenue generation, and capital I improvement programming; have excellent analytical
skills.
Experience working with elected officials, other City department heads and staff, and an actively involved public in
a positive, cooperative, and team-oriented approach to addressing issues and solving problems.
Understand and practice the principles of the council-manager form of government; prepare and share information
equally with all members of the Council; provide the Council with alternatives and makes a recommendation to
the Council on all matters that come before it.
p_ 7
Possess knowledge of economic development tools, programs, and strategies and have a positive record in overall
economic growth and development and downtown revitalization, including a positive record of interaction with
business leadership.
Knowledge of and experience with a wide variety of creative and innovative housing alternatives available through
both private sector developers and public and not for profit programs and partnerships.
Experience with and an appreciation of the contributions which educational, cultural, recreational, and historical
amenities make to a community which enjoys and appreciates a high quality of life for all of its residents.
Demonstrated excellent oral and written communication skills and the ability and willingness to communicate
openly and transparently with the Mayor, City Council, employees, and community.
Experience in and knowledge of employee and labor relations and possess a reputation for dealing openly and fairly
with both individual employees and employee groups.
Experience developing and implementing a strategic planning process which anticipates future opportunities, issues,
and concerns, and assists in development of annual and longer-range plans and priorities for the community.
Experience in intergovernmental relations working with, and when appropriate, lobbying local and regional
jurisdictions and state and federal agencies in a constructive and cooperative manner.
Demonstrated record of applying technology systems and technology transfer to ensure effective use of computer
applications and related technology by all appropriate activities of the City government; personally be computer
literate.
Be capable of effectively communicating the City's approved policy positions to the media and community groups
and organizations.
Experience and ability to recruit and retain high quality professional staff and be supportive of professional
development for staff.
Possess a broad base of knowledge beyond local government and be a life long learner who can appreciate an inter-
disciplinary approach to problem solving.
MANAGEMENT STYLE AND PERSONAL TRAITS
Possess complete integrity and exemplify professional and personal characteristics of impeccable behavior which
meet the highest standards.
Be an excellent communicator; a good listener; be someone who honestly and openly seeks and enjoys the input of
others whether they are citizens, staff, or elected officials.
Be a "people person", easy to get along with, patient, and accessible.
Have strong leadership skills.
Be a strong administrator who is self-confident and has the courage of her or his convictions to present carefully
thought-out policy-related alternatives and recommendations for Council action, while recognizing the
importance of carrying out the direction of the policy decisions of the Mayor and Council.
Have maturity, professional stature, and personal style which will establish early credibility with City Officials,
employees, and the community at large.
p- 8
Have a high energy level and enthusiasm for meeting the challenges and responsibilities of the City Manager's
position; have a good work ethic; set a good example.
Exemplify and be committed to a customer service orientation and be able to exemplify, promote and support such
an orientation among staff throughout the organization.
Be capable of attracting, developing, and retaining a highly qualified professional staff.
Delegate broadly and provide wide latitude to professional staff, while being personally knowledgeable of the status
of municipal activities and projects and holding staff accountable for results; be able to challenge staff to be
creative and innovative in addressing community issues.
Believe in and practice participatory team management; be a consensus builder; have faith in managers and give
them opportunities to take calculated risks.
Be open to and promote new ideas and initiatives.
Be active in the community as a visible City Official, personally taking part in civic and community activities and
events.
Though thoroughly engaged with the City organization and community, be able to take vacations and "recharge
their batteries."
Have a sense of humor.
PROFESSIONAL ANNOUNCEMENT
The following, or similar, text has been released for insertion in appropriate professional publications.
IOWA CITY, IA (65,000) City Manager. The City ofIowa City, progressive, stable, full-service, independent
city and home to the University of Iowa seeks an experienced manager and leader who will thrive in an interactive
community. Reports to and appointed by the Mayor and City Council, elected to four year overlapping terms.
Mayor is selected by the City Council from among its members. Most recent City Manager retired after 21 years as
City Manager. $125 million budget and 615 FTE employees. Successful and responsible municipal management
experience as a City Manager or Assistant City Manager strongly desired. B.A. degree in public or business
administration or related field required. Master's degree preferred. Experience in a university community strongly
preferred, but not required. Strong administrative leadership; open and positive communication; team management;
financial and budget management; community, housing and economic development success; and labor relations
experience required. Must be committed to and enjoy being part of and working with an engaged community.
Starting salary range of $160,000+/- dependent upon qualifications and experience. Residency required subsequent
to appointment. Additional information regarding the position can be found at the Consultant's website:
www.pargroupltd.com Apply promptly with complete resume to: Robert Beezat, The PAR Group LLC, 100 N.
Waukegan Road, Suite 211, Lake Bluff, Illinois 60044. TEL: 847/234-0005; FAX 847/234-8309; email:
resume@pargroupltd.com Applicants desiring confidentiality, subject to Iowa open meetings and records laws
should request the same in writing at the time of submitting their application.
(The City's logo and Organization Chart will be incorporated in the Recruitment Profile as will a number of
pictures of the community)
Key
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