HomeMy WebLinkAbout2017-12-05 Bd Comm minutes-17
r"^I�?®1, CITY OF IOWA CITY x051)
.,►,� MEMORANDUM
Date: November 17, 2017
To: Mayor and City Council
From: Tracy Hightshoe, Neighborhood Services Coordinator
Re: Recommendations from Housing and Community Development Commission
At their November 16th meeting, the Housing and Community Development Commission
approved the October 30, 2017 meeting with the following recommendations to the City Council:
1. By a vote of 8-0 the Commission recommends to change the Aid to Agencies priority
level for Domestic Violence Services from medium to high.
2. By a vote of 8-0 the Commission recommends Council adopt the housing code, zoning,
enforcement and additional housing code changes as specified in the 9/14/2017 staff memo,
Recommendations for Addressing Neighborhood Stability Post HF134.
3. By a vote of 8-0 the Commission recommends that #2 under Rental Permit Limits be eliminated
from the Recommendations for Addressing Neighborhood Stability Post HF134 staff memo, not
be adopted. The commission does not recommend any spacing requirements in the impact
area.
4. By a vote of 7-1 (Lamkins dissenting) the Commission recommends that the recommendation
under Rental Permit Limits, #1 (establish a cap on rental permits) from the Recommendations for
Addressing Neighborhood Stability Post HF134 staff memo, be adopted; however, the policy
should allow administrative approval on a case by case basis as it relates to a loss of substantial
value for owner -occupied homes surrounded by rental property.
Additional action (check one)
x No further action needed
Board or Commission is requesting Council direction
Agenda item will be prepared by staff for Council action
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
OCTOBER 30, 2017 — 6:30 PM
SENIOR CENTER, ROOM 202
MEMBERS PRESENT: Syndy Conger, Charlie Eastham, Vanessa Fixmer-Oraiz, Christine
Harms, Bob Lamkins, John McKinstry, Maria Padron, Paula Vaughan
MEMBERS ABSENT: Harry Olmstead
STAFF PRESENT: Tracy Hightshoe
OTHERS PRESENT: None
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 8-0 the Commission recommends to change the Aid to Agencies priority level for
Domestic Violence Services from medium to high.
By a vote of 8-0 the Commission recommends Council adopt the housing code, zoning, enforcement and
additional housing code changes as specified in the 9/14/2017 staff memo, Recommendations for
Addressing Neighborhood Stability Post HF134.
By a vote of 8-0 the Commission recommends that #2 under Rental Permit Limits be eliminated from the
Recommendations for Addressing Neighborhood Stability Post HF134 staff memo, not be adopted. The
commission does not recommend any spacing requirements in the impact area.
By a vote of 7-1 (Lamkins dissenting) the Commission recommends that the recommendation under
Rental Permit Limits, #1 (establish a cap on rental permits) from the Recommendations for Addressing
Neighborhood Stability Post HF134 staff memo, be adopted; however, the policy should allow
administrative approval on a case by case basis as it relates to a loss of substantial value for owner -
occupied homes surrounded by rental property.
CALL MEETING TO ORDER:
Vaughan called the meeting to order at 6:30 PM.
APPROVAL OF THE SEPTEMBER 21. 2017 MINUTES:
Eastham moved to approve the minutes of September 21, 2017. Conger seconded the motion. A
vote was taken and the motion passed 8-0.
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None.
CONSIDER AMENDMENTS TO FY2016-2020 CITY STEPS:
Hightshoe noted at the last meeting Ackerson presented a write-up of the public comments staff
had received regarding needs of the community, especially as they relate to low and moderate
income residents in Invest Health neighborhoods. Hightshoe passed out the current CITY
STEPS priorities for all eligible categories of funding. Members can recommend changing
Housing and Community Development Commission
October 30, 2017
Page 2 of 7
priorities if they believe anything should be changed. For any changes that require Council
action, a 30 -day public comment period is necessary. This must be done so that Council can
review at their first meeting in December. CDBG/HOME applications are available after that
meeting if any changes needed.
Padron asked if there is any limit to the number of public services that can be tagged as high
priority and Hightshoe replied there is not, these were just voted on by the Commission at some
point to help guide their decisions. She added that the categories listed are using HUD
definitions as this is what must be entered into HUD's disbursement system to get funding. They
have not been updated.
Vaughan asked about the dollar amounts that were listed in the report, if they were City assigned
or federally assigned dollar amounts. Hightshoe said it varies. The maximum of 15% CDBG
funds to public services is a statutory federal requirement, the City cannot spend more than 15%
of their entitlement plus program and income on public services (it is a federal cap). The $75,000
is a Council set-aside they wished to be used for neighborhood improvements. For example this
past year the $75,000 paid for the Wetherby Park sports courts and the year before it paid for
curb cuts on Lakeside Drive and an area downtown that was close to housing for residents with
disabilities. $235,000 is the Council set-aside for owner -occupied housing rehab, $50,000 is a
Council set-aside for economic development. The Council offers small business loans for low-
income entrepreneurs or businesses that are hiring primarily low-income employees. The
$50,000 last year was spent for two projects: a new coffee shop that is going in Old Towne
Village and for 4 -C's Childcare to provide technical assistance for those opening their own in-
home child care businesses. The $90,000 HOME set-aside is for owner -occupied rehab.
Hightshoe stated that HCDC does not review or take applications for those set-aside funds, but
can make recommendations to Council on redistributing the set -asides. HCDC allocates the
monies outside of these set -asides.
Eastham asked when it would be timely to recommend to Council that the set -asides should be
modified. Hightshoe stated it would be from tonight's meeting. If HCDC changes the priorities in
CITY STEPS there must be a 30 -day public comment period.
Eastham asked if HCDC considered changing the set -asides this year. Hightshoe stated there
have been commissions that have requested or suggested a different set-aside amount or
removing a set-aside. To date, the Council has not approved, but HCDC can make a
recommendation.
Hightshoe noted that HCDC is only deciding on priorities, there are no known funding amounts at
this time. They just got their federal funding this year (3 months late) and CDBG was $568,000
and HOME was $425,000 which was more money than received the year before. Staff had been
anticipating the elimination of the HOME program (or at least severely cutting funding of it) and
instead received an increase. She also stated the City will also be getting more program income
in fiscal year 2019 because of loan repayments from a recent CDBG loan from Bilam Properties.
We estimate about an additional $48,000 in program income per year for the next 15 years.
Eastham asked if the Commission could recommend to the Council a use for funds outside of the
set -asides and recommend allocating CBDG funds for other projects and activities and not have
enough left to have for the set -asides. Hightshoe said the Commission could recommend
changing set -asides as well. The Council may or may not act on the recommendations.
Conger asked how long the HCDC priorities had been in place. Hightshoe said about the past
three or four years. Conger is concerned about the Domestic Violence services — the funding for
that agency has changed and the Johnson County services are not just serving Johnson County
but a total of eight counties. Conger believes it should be a higher priority.
Housing and Community Development Commission
October 30, 2017
Page 3 of 7
Eastham noted he could support that but is also interested in changing the set asides for owner -
occupied housing rehab ($235,000 CDBG, $90,000 HOME) and allocate those funds to rental
projects (rental rehab., etc.) as he feels it fits the current Council's strategic plan vision for
providing more lower-income housing and that is a greater need than owner -occupied housing
rehab.
Conger asked if the set-aside funds for rehab. were all used in the past year. Hightshoe stated all
CDBG funds were used. The majority of HOME funds were spent, the remaining will be
committed in FY18 (HUD allows HOME projects up to four years to complete — so all HOME
funds are used). Hightshoe, it is required that all homeowners be below 80% median income,
many of our homeowners are between 30-60% median income. Several beneficiaries are the
elderly and people with disabilities. It can also be used for emergency assistance such as
furnaces or water heaters for low-income homeowners.
Eastham asked what constitutes emergency assistance. Hightshoe said it is usually something
that consists of unlivable conditions such as no heat, no water, a threating electrical issue, etc.
Eastham asked then if the Commission could make a recommendation that those funds be used
only for emergency repairs. Hightshoe stated the program does prioritize homeowners and has a
waiting list. Staff reviews various items (income, elderly/disabled status, time on list, etc.). to
prioritize. If there is an emergency, staff would review and proceed based on the circumstances.
Harms asked if there was a non-profit rental rehabilitation fund similarly for emergency situations
in the set -asides and Hightshoe said there was not. The City or another agency could make an
application for this. Our nonprofit housing providers typically apply for assistance, such as
Successful Living, The Housing Fellowship, Charm Homes and MYEP.
Lamkins agrees with the need for assistance to owner -occupied rehab for emergency conditions
but is questioning the reasoning to assist with rehabs such as a kitchen remodel. Hightshoe
stated there aren't several complete several kitchen remodels, but kitchens, like anything, reach
their useful life. Typical repairs include bathroom improvements — shower, grab bars,
accessibility improvements such as ramps and widening doors, electrical upgrades, foundation
repair, new roofs, windows, and doors. Code violations also need to be addressed and repaired.
Hightshoe explained that most of these repairs are loans. Most are paid when the homeowner
sells, refinances or moves out of the house. 50% is a grant if the home is in certain
neighborhoods and for mobile homes.
Eastham asked what percentage of rehab funds spent over the past five or ten years have been
repaid. Hightshoe is unsure of the percentage but noted that typically they receive about $30,000
to $40,000 in housing rehab loan repayments each year. Eastham also asked what the total debt
owed to the City is for this program and Hightshoe did not have the figure readily available, it is
reported in the annual auditing report.
McKinstry noted it seems sensible because these funds are helping people stay in their homes
for a relatively small amount of money, if someone had to leave their home because it was
unhealthy it would be a much larger expenditure.
Eastham feels that $325,000 per year seems like a substantial amount of money to allocate to
this one area. McKinstry doesn't feel it is very substantial for a city the size of Iowa City.
Hightshoe noted they assist about 25 homeowners each year.
Harms agrees that this owner -occupied housing rehab money should stay as it is. These
programs are necessary to keep families in homes.
Conger agrees but also feels that rental rehab is necessary too. Eastham agrees and feels the
allocation should be equally divided between owner -occupied and non-profit rental housing
rehabs. Hightshoe noted that typically there is only owner -occupied housing rehab. and Habitat
Housing and Community Development Commission
October 30, 2017
Page 4 of 7
that utilize funds for homeowners/homeownership. The remaining housing funds are typically
used by rental housing providers.
Lamkins stated that the average homeowner receives about $11-13,000 based on what has been
said. He feels it is a good investment. The homeowners must be income eligible and it allows
them to stay in their home. He stated it is good for neighborhood stability.
Padron asked if there is a limit on age of the home that can be included on the rehab
applications. Hightshoe said there is not, there are just different regulations depending on the
age of the home (historic or conservation districts, lead rules). With mobile homes the City will
not invest more than approximately $5,000. These are grants for mobile homes.
Eastham asked if the City tracks the income and race of the beneficiaries. Hightshoe stated it is
required and must be entered into HUD's disbursement system. This used to be in included in
the CAPER, it is now a report you must download, but it is available.
Harms also noted that Conger made a good comment about the Domestic Violence Services and
that it should now be a higher priority.
Conger moved to change the Aid to Agencies priority level for Domestic Violence Services
from medium to high. Fixmer-Oraiz seconded, a vote was taken and the motion passed 8-
0.
DISCUSS STAFF RECOMMENDATIONS FOR ADDRESSING NEIGHBORHOOD
STABILITY FOLLOWING HF134:
Hightshoe noted this item was prompted because the State legislature amended Iowa Code to not allow
municipalities, after January 1, 2018, from adopting or enforcing any regulation or restriction related
to occupancy of residential rental property that is based upon familial status. Council directed staff
to consider this because the concern was that houses and duplexes close to campus/downtown
would convert to rooming houses. Hightshoe stated that once a house or duplex is substantially
changed into a rooming house, it is not likely to ever revert to a single-family home due to the cost.
Staff looked in to ways to make sure the downtown properties don't get over occupied and how to
zone areas not based on occupancy. Most municipalities zone based on occupancy or familial
status. The staff memo to Council recommends a rental cap in the University of Iowa impacted
neighborhoods (based on open space designations). No more than 40% of the single family and
duplex units may have a rental permit. This does not apply to multi -family rentals. The
recommendation also states that to prevent homes from converting to rooming houses no more than
35% of home's habitable space can be bedrooms as well as other changes. The memo also
covered zoning and enforcement changes.
Eastham noted he is in favor of not having the second spacing requirement and allowing the
affordable housing model to regulate spacing (item #2 under Rental Permit Limits).
Lamkins stated he is not in favor of the rental cap. He stated it could severely impact the value of
some people's homes if they wish to sell and cannot sell to someone who wants to make the
property a rental property. It could mean they have to sell their home for tens of thousands of dollars
less and is penalizing the homeowners. Harms asked if there could be room for exceptions.
Vaughan stated that if nothing is in place, then the whole area will be rental units and that will also
affect property values.
The Commission discussed the UniverCity program and using it rather than this Rental Permit Limit
to keep single-family homes in the neighborhoods. Hightshoe noted that in the UniverCity program
they do try to cluster the single-family homes together as it makes it easier to sell to eligible
homeowners.
Housing and Community Development Commission
October 30, 2017
Page 5 of 7
Lamkins reiterated this is why any single-family home in these high rental areas will have trouble
selling because it will be hard to find buyers that want to live surrounded by rentals. It may not
happen often, but he stated he knows a case where a long-time homeowner is surrounded by
student rentals. This home will be hard to sell, and if they sell, they will be forced to settle with
thousands less. He stated the cap puts neighborhood stabilization on the backs of a few
homeowners that live there now. Not all homeowners will be in this situation, but a few will be.
Pardon stated that this will help stabilize the area over the years because no new rental homes will
be allowed in the area. She also raised concern about where students will live if there can be no
new rental units in these areas close to campus.
Hightshoe noted the second part of the change is the housing code changes. These are an effort to
not have homes converted into rooming houses. There will also be increased inspections to actively
patrol nuisances.
Eastham stated he felt the housing code enforcements listed in the staff memo were very strong.
Conger noted it is fair to say that some of the housing code changes will also impact rental units.
The rental cap is for the downtown neighborhoods, but the housing code changes are citywide. Staff
will also be looking at regulatory changes to the zoning code regarding allowing four-bedroom units
outside the University impacted areas.
Eastham suggested that City staff consider the affected downtown areas and do an analysis of how
many single-family homes might be impacted if they cannot sell and the estimated market value of
those homes. Then perhaps criteria could be set up to give exceptions to those homeowners.
McKinstry stated he questioned staff if he should even vote on this topic since he lives in the area. He
stated when affordable housing is proposed, neighbors go to the hearing and say they don't want the
affordable housing near them because it will make their property values decrease. He stated this is not
true, but he is a neighbor and not sure if he should comment. Hightshoe stated he is free to express his
comments as a homeowner who maybe impacted. Asa homeowner in the Northside he would really
like to see not everything go to rentals. The UniverCity program has brought in great homeowners in the
area and the upkeep of homes is so much better.
Conger questions #2 under the zoning code changes regarding rear yard setback and establish a
minimum amount of impervious surface and to keep structures and additions consistent with house -scale
dimensions in single family neighborhoods and ensure a minimum amount of rear yard space is
preserved as usable open space. Hightshoe stated basically the intent is so that a landlord can't pave
the whole backyard to increase occupancy.
Lamkins likes the housing code and enforcement proposals. He does not agree with the rental permit
cap. Vaughan liked that an owner could not convert hallways and dining rooms into bedrooms.
Eastham moved to recommend to Council to adopt the housing code, zoning, enforcement and
additional housing code changes as specified in the 9/14/2017 staff memo, Recommendations for
Addressing Neighborhood Stability Post HF134. McKinstry seconded the motion and it passed 8-
0.
Eastham moved to recommend to Council that the recommendation under Rental Permit Limits,
#2 from the Recommendations for Addressing Neighborhood Stability Post HF134 staff memo, not
be adopted. The commission does not recommend any spacing requirements in the impact
area. Fixmer-Oraiz seconded the motion and it was approved 8-0.
On the item of the cap on rental permits, Lamkins still feels it is a taking to accomplish a wider
neighborhood benefit on the backs of a few homeowners. Conger believes there needs to be something
that will trigger exceptions though an administrative process. Lamkins stated he would not be
Housing and Community Development Commission
October 30, 2017
Page 6 of 7
comfortable waiting for administrative approvals when the homeowner wants to sell as they won't know if
the buyer can get them. In would have to be specific, in these cases, a rental permit is allowed.
The Commission discussed various concerns about the rental permit cap but also knowing that areas
may become 100% rental if no caps were set.
McKinstry moved to recommend to Council that the recommendation under Rental Permit Limits,
#1 (establish a cap on rental permits) from the Recommendations for Addressing Neighborhood
Stability Post HF134 staff memo, be adopted; however, the policy should allow administrative
approval on a case by case basis as it relates to a loss of substantial value for owner -occupied
homes surrounded by rental property. Conger seconded and it was approved 7-1. (Lamkins
opposed.)
STAFF/COMMISSION COMMENT:
Eastham is interested in the Commission asking the City Rental Inspection system to require landlords to
provide information on the pricing of all their rental units. There is currently no one database that shows
that information. It would assist with efforts to provide affordable renting options. Hightshoe said this
could be added to the agenda for next month.
Hightshoe announced that Kris Ackerson's last day at the City is Wednesday, November 1. She will be
covering until a replacement is hired.
Hightshoe stated that they narrowed their Invest Health initiatives to two projects. Staff applied for a
Mayor's Challenge Grant for affordable, quality child care with potential partners including the County,
Kirkwood, 4C's and a non-profit child care provider. The second project is a mental health facility, holistic
care. Hightshoe described the child care grant application and noted that Iowa leads the nation in the
number of available parents working outside the home with the least childcare spots.
CORRESPONDENCE:
None.
ADJOURNMENT:
Fixmer-Oraiz moved to adjourned. Conger seconded, a vote was taken and the motion passed.
Housing and Community Development Commission
Attendance Record
2017-2018
Name
Terms
Exp.
10/20
11/17
12/15
1/19
2/9
2/16
3/7
4/20
6/15
8/17
9/21
10/30
Conger, Syndy
7/1/2018
O/E
X
X
X
O/E
X
X
X
X
X
X
X
Eastham, Charlie
7/1/2020
---
---
---
---
---
---
---
---
---
X
X
X
Fixmer-Oraiz,
Vanessa
7/1/2020
---
---
---
---
---
---
---
---
---
X
X
X
Harms, Christine
7/1/2019
X
X
X
X
X
X
X
X
X
X
X
X
Lamkins, Bob
7/1/2019
O/E
X
O/E
X
O/E
X
X
O/E
X
X
O/E
X
McKinstry, John
7/1/2020
X
X
X
X
X
X
X
O/E
X
X
X
X
Olmstead, Harry
7/1/2018
O/E
X
X
X
X
X
X
X
X
X
X
O/E
Padron, Maria
7/1/2018
---
---
---
---EX
---
---
---
O/E
X
X
Vaughan, Paula
7/1/2019
O/E
dX
X
X
X
X
X
X
X
X
X
Kew.
X = Present
O = Absent
O/E = Absent/Excused
--- = Vacant or prior commissioner
12-05-17
Minutes for the Human Rights Commission 4b(2)
Regular Meeting
October 17, 2017
Halling Conference Room
410 E. Washington Street
Iowa City, IA 52240
1. Call to Order
Chair Hanrahan called the meeting to order at 5:31 PM.
Commission Members Present:
Jeff Falk, Adil Adams, Kim Hanrahan, Eliza Willis, Barbara Kutzko, Joe Coulter, Shams
Ghoneim, Andrea Cohen, Tahuanty Pena.
Staff Present:
Stefanie Bowers
Others Present:
Iowa City Police Chief Jody Matherly
2. Recommendations to City Council: None
3. Public Comment of Items not on the Agenda:
Iowa City Police Chief Jody Matherly introduced himself and a new program the Police
Department instituted that began on Tuesday, October 10. The program is called Building Unity
Linking Businesses for Safety, or B.U.L.B.S! The program partners with local repair shops to
replace burnt out vehicle lights for free for those who cannot afford to replace burnt out lights.
While officers can still issue citations for equipment violations, the goal of B.U.L.B.S! is to give
an option to officers to assist a driver experiencing financial hardship.
4. Indigenous Peoples Proclamation to City Council:
Coulter thanked the Native American Council and Student Association at the University of
Iowa for accepting the proclamation on behalf of the Commission at the City Council formal
meeting date of October 3.
5. Approval of September 19 Meeting Minutes:
Meeting minutes were amended to remove "former Iowa State Senator and Congress
person" on page 2. And a date was corrected to "September 21, 2017' on page 2.
Commissioner Ghoneim moved to approve the minutes; the motion was seconded by
Coulter. A vote was taken and the motion passed 9-0.
6. The Social Justice Racial Equity Grant Process and Evaluation Rubric for FY18:
A draft application has been prepared. A final draft will be placed in the November
Commission packet along with a draft of the evaluation rubric.
National Native American Heritage Month Proclamation:
Commissioner Coulter will accept the proclamation on behalf of the Human Rights
Commission at the November 6 City Council formal meeting.
Minutes for the Human Rights Commission
Regular Meeting
October 17, 2017
Helling Conference Room
410 E. Washington Street
Iowa City, IA 52240
8. Commission Procedural Processes:
Commissioners discussed its procedural processes including Robert's Rules of Order. The
Commission will receive board training for its members on December 21. This training will
include an overview of Robert's Rules of Order and open meetings law.
9. Rapid Response Team:
The subcommittee met and has a follow-up meeting scheduled for Monday, October 23.
Staff will be present at this meeting to answer any questions.
10. ADA Lunch and Learn:
The training held on October 17 was well attended and the presenter was knowledgeable on
the ADA and employment law. Overall, participants were satisfied with the content of the
training but would have preferred more time left for questions.
11. Human Rights Annual Award Breakfast:
The breakfast will be held on October 25, and Jean Lloyd -Jones will serve as the keynote
speaker. Five awards will be presented to the following individuals: Stella and Bram Elias,
Officer David Schwindt, Gregory L. Hearns, Fred Martin, Jr. (posthumously) and Helen
Paige Martin, and Kimberly Shiu.
12. University of Iowa's Center for Human Rights Advisory Committee:
The second program, Recording Experiences & Response, of a three-part series on Making
All Children Matter is scheduled for October 21. The final program will be held on December
10, The Right to a Livable Future: Making All Children Matter.
13. Building and Crossing Bridges Together:
The subcommittee has decided not to pursue this topic. Three new Commissioners begin
their terms in January and they will be encouraged to consider future programming in this
area.
14. Iowa City Community School District Equity Committee:
Recent topics and concerns discussed include ADA compliant playgrounds, Title 9 and the
LGBTQ Taskforce.
15. Announcements from Commissioners:
Ghoneim will speak to youth on November 1, as part of International Day.
Kutzko serves on the Diversity and Social Justice Committee for the University of Iowa's
School of Social Work. The committee is considering creating an advisory group or holding
focus groups to bridge the connection between the school and the larger community.
Cohen reminded Commissioners of the upcoming Empower -Her Project being held on October
24.
2
Minutes for the Human Rights Commission
Regular Meeting
October 17, 2017
Helling Conference Room
410 E. Washington Street
Iowa City, IA 52240
Adams was recognized at the Refugee and Immigrant Recognition Dinner on October 14. He
was the second Sudanese person in Iowa City when he arrived in 1997. There are now almost
500 Sudanese families living here.
Falk attended the Commission -sponsored discussion of "Butterfly Mosque" the 2017 One
Community One Book: All Johnson County Reads selection. Opinions on the book at the
discussion varied.
16. Announcements from Staff:
Next meeting date Tuesday, November 21 at 5:30 PM.
Adjournment: The meeting was adjourned at 7:08 PM.
Minutes for the Human Rights Commission
Regular Meeting
October 17, 2017
Helling Conference Room
410 E. Washington Street
Iowa City, IA 52240
Member Attendance Sheet
Member
Term
Ex .
1/17
2/21
3/14
4/25
5/16
6/20
7/18
8/16
9/19
10/17
Kutzko
1/2020
Present
Present
Present
Present
Present
Excused
Present
Present
Present
Present
Falk
1/2020
Present
Present
Present
Present
Present
Present
Present
Present
Present
Present
Pena
1/2020
---------
-------
-------
Present
Present
Present
Present
Present
Excused
Present
Coulter
1/2019
Present
Present
Excused
Present
Present
Present
Excused
Present
Present
Present
Adams
1/2019
Present
Present
Present
Present
Present
Present
Present
Present
Present
Present
Willis
1/2019
Present
Present
Present
Present
Excused
Present
Present
Present
Present
Present
Cohen
1/2018
Present
Present
Present
Excused
Present
Excused
Excused
Present
Present
Present
Hanrahan
1/2018
Present
Present
Present
Excused
Present
Present
Present
Present
Present
Present
Ghoneim
1/2018
Present
Present
Present
Present
I Excused
I Present
Excused
I Present
Present
Present
4
4b(3)
IOWA CITY
s PUBLIC LIBRARY
123 S. Linn St. •Iowa City, IA 52240
mi3, Cn4.n 31%3WSM.w3113s6-3•"-w Wpia9
BOARD OF TRUSTEES
Minutes of the Regular Meeting
October 26, 2017
FINAL APPROVED
Members Present: Diane Baker, John Beasley (in at 5:04 pm), Kellee Forkenbrock (in at 5:01 pm), Janet
Freeman (in at 5:03 pm), Carol Kirsch, Robin Paetzold, Jay Semel, Monique Washington.
Members Absent: Adam Ingersoll.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Patty McCarthy, Elyse Miller, Brent
Palmer, Angela Pilkington.
Guests Present: None.
Call Meeting to Order. President Semel called the meeting to order at 5:00 pm. President Semel
moved the President's Report to the first agenda item for the purpose of announcing that Susan Craig
was named 2017 Member of the Year at the Iowa Library Association's annual conference last week and
viewing the video of Craig's receipt of the award and acceptance speech.
Public Discussion. None.
Approval of Minutes.
The minutes of the September 28, 2017 Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Freeman and seconded by Forkenbrock. Motion carried 8/0.
Items to be discussed.
Policy Review: 501: Statement of Authority. This is a regularly scheduled policy review.
Policy Review: 502: Personnel Policy. Two versions of the policy were provided in the packet. One shows
proposed changes, the other shows changes incorporated. Craig explained the changes reflect new
language in the City's personnel polity that has been approved by the City Council. She said we rely on
the professional staff in the City Human Resources and Attorney's Office. Freeman asked if there was
anything in the policies we did not like. Craig said the new state law requirement characterizing some
employee information as public information is an example of something she does not care for. There
was discussion about keeping information confidential versus have it be public.
Beasley asked how all of the policies fit together. He asked if library has an employee handbook and if
the City employee handbook applies to library staff. Craig explained the library has an Employee
Manual that is administrative and does not come to the Board for approval. She explained the
differences between the AFSCME contract, the Administrative/Confidential Employee Manual, and the
Personnel Policy. There is more than one document staff go to for our code of conduct. Beasley was
concerned that the documents might be inconsistent. Craig said the policies are reviewed to ensure
they conform to each other. Paetzold asked why librarians accrue vacation differently than other staff.
Craig was not sure but suggested that in the past there was a librarian shortage and stiff competition
from school and university libraries (as these librarians have the summer off) caused libraries to offer
more vacation to be more competitive.
Policy Review: 503: Administrative/Confidential Manual. This is a regularly scheduled policy review. We
adopt this policy without making changes to it, noting that the Library Director, rather than the City
Manager, is the person administering the policy.
It was decided to vote on all three personnel policies at the same time. A motion to approve Policy 501,
Policy 502, and Policy 503 with the revisions and typographical correction was made by Freeman and
seconded by Washington. Motion carried 8/0.
Director Search. Craig spoke with Human Resources and the City Attorney's office; both highly
recommend using a consultant for the search for a new library director. The consultant will do as much
or as little as the Board wishes; advertising, process development, interviewing, etc. Semel asked how
much this will cost. Craig said $10,000 was set aside for next year, plus $25,000 requested from NOBU.
Baker described a process in which she was involved that cost $30,000. Baker felt there were quality
candidates and using a consultant was the responsible thing to do. Forkenbrock asked if the library has
used a consultant before. Craig said many times, but not for a director search. Semel asked what the
first step is. Craig said asking for a Request for Qualifications (RFQ) will be the initial step in the process
in December. In response to a question from Freeman, Craig explained the RFQ is posted publicly in
many places; consultants know to look in these places and then respond to the RFQ if they are
interested in consulting for us. In addition, we will directly contact firms we know have good reputations
working in Iowa.
Setting a Public Hearing. Semel moved and Freeman seconded that a public hearing on the Computer
Lab remodel project be held on November 6, 2017 at 4:00 pm in the Board Room. Motion carried 8/0.
Staff Reports.
Director's Report: Craig said the FY19 budget has been submitted. She meets with the City on
November 1. Craig said ICPL provided a lot of support to this year's ILA meeting in Coralville, both as
part of the local arrangements committee and as presenters. Craig noted the library hosted free events
in conjunction with the Iowa City Book Festival and Witching Hour, which is a great way to promote
them and encourage participation in paid events. Using our meeting rooms for these kind of events are
an important part of our contribution to downtown.
Departmental Reports.
Children's Services. The new seating arrives next week. Pilkington encouraged everyone to check out
the new wallpaper.
Collection Services. Craig said there will be a drawing for an iPad mini in November to promote digital
magazines. Paetzold mentioned a few people have had difficulty accessing the digital magazines when
it switched from Zinio to RBDigital and wondered if this would affect our digital magazine statistics.
People who have trouble should contact the library for assistance.
IT. Palmer mentioned the updated Local Music Project website. It is now streamable on phones. It is
hoped this will improve the visibility of this library service.
Development Office Report. McCarthy hoped everyone received their invitation to the Book Gala at
Prairie Lights. It is the 24th year the bookstore has closed its doors to allow friends of the library to shop
while the bookstore contributes a portion of its proceeds from the evening to the Friends Foundation.
Every Sunday in November is Brunch at Brix; the restaurant and wine bar will donate a portion of the
brunch earnings to the Friends Foundation throughout November. The third issue of the Window
newsletter is set to go out on 11/15 and the central theme of the issue is giving.
Spotlight on the Collection. No comments.
President's Report. Moved to first agenda item.
Announcements from Members. Paetzold attended ILA this year and reported the Trustee Subdivision
is putting together a survey to see what kind of training trustees need and want. She said there is some
energy around this and some money, too. There is interest in strengthening the skills of trustees across
libraries. Paetzold encouraged members to get involved if they are interested. Beasley expressed
concern about the safety of the Bookmobile in its current parking spot(s). Logsden and Craig said
Bookmobile parking may be included in the City's new equipment space, but if that happens it will not
be available for a couple of years.
Committee Reports. Foundation Members. No meeting.
Communications. None.
Quarterly Financial Reports. No comments.
Quarterly Use Reports. No comments.
Disbursements.
The MasterCard expenditures for September, 2017 were reviewed. A motion to approve the
disbursements for September, 2017 was made by Kirsch and seconded by Baker. Motion carried 8/0.
Set Agenda Order for November Meeting.
Craig reminded members the meeting is on 11/16, a week earlier than usual.
Adjournment. A motion to adjourn the meeting was made by Forkenbrock and seconded by
Washington. Motion carried 8/0. President Semel closed the meeting at 6:20 pm.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
MeetingDate
Name
Exriration
12/15/16
1/26/17
2/23/17
3/23/17
04/27/17
5/25/17
6/22/17
7/27/17
8/24/17
9/28/17
10/26/17
11/16/17
Diane Baker
6/30/19
O/E
X
X
O/E
O/E
O/E
X
X
X
x
x
x
John Beasley
6/30/21
X
X
X
X
X
X
X
X
X
X
x
O/E
Kellee
Forkenbrock
6/30/23
Not on Board
O/E
X
X
X
O/E
Janet Freeman
6/30/19
X
O/E
O/E
X
X
X
X
X
X
X
X
X
Adam Ingersoll
6/30/21
X
X
X
X
X
X
X
O/E
O/E
X
O
X
Carol Kirsch
6/30/23
Not on Board
X
X
X
X
X
Tom Martin
6/30/17
X
O/E
X
X
X
X
X
Off Board
Robin Paetzold
6/30/17
X
X
X
X
X
X
X
O/E
X
X
X
X
Meredith
Rich -Chappell
6/30/17
X
X
X
X
X
X
X
Off Board
Jay Semel
6/30/19
X
X
X
X
X
X
X
X
X
X
X
X
Monique
Washin ton
6/30/21
X
O/E
O/E
X
X
X
X
O/E
O
X
X
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
Board or Commission:1CPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
MeetingDate
Name
Tenn tion
ExpirDiane
1/26/17
2/23/17
3/23/17
04/27/17
5/25/17
6/22/17
7/27/17
8/24/17
9/28/17
10/26/17
11/06/17
11/16/17
Baker
6/30/19
X
X
O/E
O/E
O/E
X
X
X
X
x
X
X
John Beasley
6/30/21
X
X
X
X
X
X
X
X
X
X
x
O/E
Kellee
Forkenbrock
6/30/23
Not on Board
O/E
X
X
X
O
O/E
Janet Freeman
6/30/19
O/E
O/E
X
X
X
X
X
X
X
X
X
X
Adam Ingersoll
6/30/21
X
X
X
X
X
X
O/E
O/E
X
O
X
X
Carol Kirsch
6/30123
Not on Board
X
X
X
X
X
X
Tom Martin
6/30/17
O/E
X
X
X
X
X
Off Board
Robin Paetzold
6/30/17
X
X
X
X
X
X
O/E
X
X
X
X
X
Meredith
ellemel6/30/19
6/30/17
X
X
X
X
X
X
Off Board
rRh-Cha
X
X
X
X
X
X
X
X
X
X
X
Xique
hin ton
6/30/21
O/E
O/E
X
X
X
X
O/E
O
X
X
O
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
�MMUMNArt IOWA CITY
1�! PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
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BOARD OF TRUSTEES
Minutes of the Special Meeting
November 6, 2017
12-05-17
4b(4)
FINAL APPROVED
Members Present: Diane Baker, John Beasley, Janet Freeman, Adam Ingersoll, Carol Kirsch,
Robin Paetzold, Jay Semel.
Members Absent: Kellee Forkenbrock, Monique Washington.
Staff Present: Susan Craig, Anne Mangano, Elyse Miller.
Guests Present: None.
Call Meeting to Order. President Semel called the meeting to order at 4:00 pm.
Public Discussion. None.
Items to be discussed.
Computer Lab Remodel Project. President Semel opened the public hearing and asked if there were any
questions or comments about the plans and specifications for the Computer Lab Remodel project.
There was no public comment. Kirsch said the completion date on the first page should be changed
from 2/9/17 to 2/9/18. Craig will make sure that the change is made. Baker asked if Craig had anything
she wished to add to the discussion. Craig said this is considered a small project and we have worked
with these architects before, on this building, and other remodeling projects in this building. A motion
to approve the plans and specifications and move forward with the bidding process was made by
Freeman and seconded by Kirsch. Motion carried 7/0.
Adjournment. President Semel closed the meeting at 4:02 pm.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
Meeting Date
Name
Tern' ion
1/26/17
2/23/17
3/23/17
04/27/17
5/25/17
6/22/17
7/27/17
8/24/17
9/28/17
10/26/17
11/06/17
11/16/17
Diane Baker
6/30/19
X
X
O/E
O/E
O/E
X
X
X
X
X
X
X
John Beasley
6/30/21
X
X
X
X
X
X
X
X
x
x
x
O/E
Kellee
Forkenbrock
6/30/23
Not on Board
O/E
X
X
X
O
O/E
Janet Freeman
6/30/19
O/E
O/E
X
X
X
X
X
X
X
X
X
X
Adam Ingersoll
6/30/21
X
X
X
X
X
X
O/E
O/E
X
O
X
X
Carol Kirsch
6/30/23
Not on Board
X
X
X
X
X
X
Tom Martin
6/30/17
O/E
X
X
X
X
X
Off Board
Robin Paetzold
6/30/17
X
X
X
X
X
X
O/E
XX
X
X
X
Meredith
Rich -Chappell
6/30/17
X
X
X
X
X
X
Off Board
Jay Semel
6/30/19
X
X
X
X
X
X
X
X
X
X
X
X
Monique
Washington
6/30/21
O/E
O/E
X
X
X
X
O/E
O
X
X
O
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
Approved
Minutes
Iowa City Telecommunications Commission
October 23, 2017 — 5:30 P.M.
City of Iowa City Cable TV Office, 10 S. Linn St. - Tower Place, Level 3A
Call to Order: Meeting called to order at 5:33 P.M.
Members Present: Derek Johnk, Paul Gowder, Matthew Brenton
Members Absent: Laura Bergus
Staff Present: Ty Coleman
Others Present: Gerardo Sandoval
Recommendations to Council: None
Approval of Minutes:
Johnk moved and Gowder seconded a motion to approve the September 25, 2017 minutes
as presented. The motion passed unanimously.
Announcements of Commissioners:
None
Short Public Announcements:
None
Consumer Issues:
Johnk noted that all issues were resolved except for one that dealt with a resident's
problem with her CenturyLink service. Coleman said he recently checked in with the
resident to see how her service had been performing and learned that it had not improved.
The resident said she spoke with someone in customer service who implied that more
customers are being added to existing copper -based infrastructure and that the system is
not able to handle the load very well. Coleman said he continues to reconnect
CenturyLink staff with the resident in hopes that they will get the issue resolved.
Gowder expressed that he has had issues with his CenturyLink modem in the past and
suggested that perhaps a modem update was needed.
Mediacom Report:
No information was received from Mediacom.
Local Access Reports:
Sandoval said Public Access Television (PATV) seeks to become more current and
Approved
relevant, noting changes in how people receive video content. Sandoval said the PATV
board has become a more active board. Johnk said he feels there should be a way to
partner with other entities, such as the Public Library, to make access to equipment easy.
Sandoval said PATV will be producing a live -streamed show on Fridays called "We Are
Iowa City" where the public would be welcomed to the studio. He also mentioned that
they would be creating video holiday cards where the public can come to the PATV
studio to record a holiday greeting that can be shared with family and friends. Sandoval
said participants would have a chance to do this on three Saturdays leading up to
Christmas and that they would be offered an opportunity to donate to PATV.
City Cable TV Office Report:
Coleman said that the process to fill the Media Production Assistant position was still in
progress and that he hoped to have a decision made later in the week. Coleman said that
this was a busy time of year for the Cable TV Office.
Coleman reported that the City Council had recently brought up again the idea of meeting
with the Telecommunications Commission and expressed a continued interest in
scheduling time for discussion. Coleman said the council preferred to wait until the
vacant seat on the Telecommunications Commission had been filled. Johnk said that
when the Commission does meet with the City Council, it would be important to talk
about higher accessibility and competition.
Coleman said that two remaining City Council candidate forums will be recorded later in
the week.
Adiournment:
Gowder moved and Brenton seconded a motion to adjourn. The motion passed
unanimously. Adjournment was at 5:46 p.m.
3
TELECOMMUNICATIONS COMMISSION
12 -MONTH ATTENDANCE RECORD
(x) = Present
(o) = Absent
(o/c) = Absent/Called (Excused)
Gowder
Bergus
Kllburg
Johnk
Homewood
12/12/2016
x
x
o/c
x
vacant
01/23/2017
o/c
x
x
x
vacant
02/27/2017
Meeting not held
due to lack of
quorum.
03/27/2017
x
x
x
o/c
vacant
04/24/2017
x
x
x
x
vacant
05/22/2017
x
x
x
x
vacant
06/26/2017
o/c
x
x
x
vacant
07/24/2017
Meeting not held
due to lack of
quorum.
Brenton
08/28/2017
x
x
x
x
vacant
09/25/2017
x
x
x
x
vacant
10/23/2017
x
o/c
x
x
vacant
11/27/2017
x
x
x
x
vacant
(x) = Present
(o) = Absent
(o/c) = Absent/Called (Excused)