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HomeMy WebLinkAbout1974-01-22 Bd Comm minutesI�• MINUTES IOWA CITY PARKS & RECREATION COMMISSION JANUARY 9, 1974, 7:30 P.M. MEMBERS PRESENT: Jim Roegiers Orrin Marx Jim Lindberg Sarah Fox June Davis Joan Buxton Jim Sangster Robin Powell MEMBERS ABSENT: Virginia Hebert GUESTS PRESENT: Kate Franks Klaus Mary Neuhauser Janet Goetz Isabel Turner Thomas Baldridge Faith Knowler Mark Rohner John Neff Pat Cain The Iowa City Parks & Recreation Commission meeting was called to order by Chairman Jim Roegiers on January 9, 1974. The first item of business was the election of new officers. Chairman Roegiers stated that meeting was open to nominations. June Davis nominated Sarah Fox for Chairman with Jim Lindberg seconding the nomination. Motion was then made by Dr. Powell to close the nominations, seconded by Joan Buxton. Sarah Fox was elected Chairperson by unanimous vote. The motion was made by Jim Lindberg and seconded ;by Dr. Powell to nominate Jim Sangster as Vice -Chairperson.- Sarah Fox moved and June Davis seconded the motion that the nominations cease. James A. Sangster was unanimously elected Vice -Chairperson. At this point in the meeting Sarah Fox took over as Chairperson. The minutes of,the December 12 meeting were approved as written on a motion by Dr. Powell, seconded by Jim Sangster. The Ralston Creek report was moved to the next item of business. Dennis Kraft; Director of the Department of Community Development, gave a detailed report on the Ralston Creek study to be undertaken jointly by the City and'the.U. s. soil Conservation Service. To start the report Mr. Kraft gave a brief history of the Ralston Creek Project. Parks 6 Recreation Minutes January 9, 1974 Mr. Kraft advised that Ralston._Creek and the Ralston Creek flood- plain had been discussed previously with both the U. S. Army Corps of Engineersand the -Soil Conservation Committee but that nothing had actually been accomplished as of this time. The U. S. Army Corps,of Engineers has this project listed as marginal, in that they did not feel It -hada high priority but that they had not completely cut it out. The Iowa Department of Natural Resources has done some work on this project in the past also. The City did work up a Floodplain Ordinance, but this was tabled due to the controversofy created by portions of the ordinance. In the past two methods discussed which could alleviate the Ralston Creek flooding problem included the construction of dams on both the north and south branches of Ralston Creek and a tunnel under Kirkwood Avenue. The Soil Conservation Service will consider various alternative means of alleviating the Ralston Creek flooding problem. The SCS has given this project -the number one priority, in the state of Iowa for funding during 1974. As urbanization continues to the east, it becomes more desirable to provide for some form of control along Ralston Creek. The City intends to hire a consultant for the purpose of coordinating and evaluating all of the work which was prepared to date on Ralston Creek, and for the purpose of evaluating additional alternatives solutions to the problem. It was stated that some of the possible solutions to the Ralston Creek flooding problem are: 1. Construct retention dams on both the north and south branches of Ralston Creek. 2. Construct a tunnel under Kirkwood Avenue for the purpose of diverting flood waters from flowing through the central part of Iowa City. 3. Adopt a floodplain ordinance which will limit growth on the area subject to inundation. 4. Purchase properties which are subject to inundation and convert this land into either open space or recreational uses. • The City is considering hiring a firm which has both hydraulic and physical, design capabilities. As of this time it is not known the exact length of time the study will require, however, it is hoped that a recommendation can be sent to the City Council within the next nine months to one year. I* A list of questions wassubmitted to Mr. Kraft. He answered approximately one-half the questions and indicated that additional research would be necessary in order to provide answers to the other questions. He also indicated that he would be looking into the source of funding for this project in greater detail and that when this *information was received, it would be transmitted to the Parks and Recreation Commission. Mr. Kraft advised that there was a volume of information available on the Ralston Creek situation, thus the study would probably be based partly on both on-site study and available data. The USGS has . been monitoring Ralston Creek for the last 30 to 40 years. Although the City cannot dictate the contents of the SCS study, past experience has indicated that they are more than willing to work with the City in the consideration of alternatives. However, it should be understood that federal law does provide parameters which the SCS must operate. It was advised that the "Small Watershed Proposal Program" would apply in this instance. In response to the question of what the status of the project was relative to the U. S. Army Corps of Engineers, it was stated that the Corps has not been in contact with the City for a number of months but that -as the study progressed, contact would be made with this organization. It was indicated that the City staff is presently awaiting communica- tion from the SCS prior to beginning active work on this project. Mr. Kraft indicated that, in his opinion, the decision of the City not to adopt a floodplain ordinance during 1973 would not, in itself jeopardize the 'City's position relative to eligibility for the National Flood Insurance Program. Mr. Kraft indicated that the exact status of federal funding avail- ability was not known atthis time, but that it would also be checked into. The question was asked relative to what procedure would be followed relative to the hiring of a consultant for this study. The response was that the typical procedure was for the City Manager and Staff to review the credentials of various consultants and to then select three to five of the most qualified consultants for interviews. Once the firms have been interviewed, the City -Manager then typically makes a recommendation to the City Council relative to the hiring of a specific firm. It was also mentioned that the consultant hired would be directed to look into various alternatives relative to the Ralston Creek problem and'that these alternatives would be spelled out in a study design which would guide the study. Mr. Kraft said it was anticipated that the preliminary study by the SCS could be completed within the next 12 months. It had high priority and is approved, by the Iowa Natural Resources Council for possible inclusion in the State's open Space Program, but we do not know just what their priority might be. The question was asked relative to the major points of controversy which existed on the floodplain ordinance that was brought before the City Council during 'last year. The response was that the major reasons appeared to include; (13 the amortization of non- conforming structures in the floodway and, (2) some question relative to how financial institutions would respond to lending money on structures which have been delineated as either being in the flood - way or the floodway fringe. In response to the question as to what the City Staff was presently doing on the floodplain ordinance at this time, the response was that nothing was being done pending the retention of a consultant and the initiation of work by the Soil Conservation Service. There was a discussion on the effects of a dry dam in Hickory Hill Park, also the aspects of smaller dams on the outlying branches, along with the dam itself in the park. However, it was thought that this type of discussion should ,wait until the studies had been completed. Then this type of evaluation could be discussed at that time. A discussion regarding the possibility of the Parks n Recreation Commission recommending to the Council that all aspect: be considered by the consultant or consultants they hire to do the study on this project resulted in the following motion. Jim Lindberg made and Dr. Robin Powell seconded the following motion. "That the Parks and Recreation Commission recommend to the City Council that the consultant or consultants to be hired in connection with the Ralston Creek project be specifically, directed to include in their _study a full scale investigation of expanding the green belt/recreational open space along the Ralston Creek Floodway. The Commission passed the motion with a unanimous vote. Mr. Baldridge advised that if the Comgressman's office could be of assistance 'in'any manner, for the Commission not to hesitate to contact them. The Communications subcommittee is officially disbanded. 1.0 • Parks '& Recreation Minutes January 9, 1974 The Commission went over, section by section, the set of By -Laws submitted by the By -Laws Committee and these are attached. Dr. Robin Powell motioned and Jim Sangster seconded that these By - Laws be accepted. The Commission accepted the By -Laws by unanimous vote. The Commission then discussed the upcoming park tour. February 16, 1974, 9 a.m. was set as.the date and time of the tour. Mr. Chubb is to coordinate with the Transit Superintendent for the use of a City bus. The Chairperson asked that the members of the Commission bring to the next meeting a list -of some of the things they want to know or do on the tour. It was decided that there would be two tours. One which would just cover the areas concerned in the CIP and one which would cover all the parks for the new members, this latter tour would be accomplished with the Parks & Recreation Department stationwagon at a later date. It was requested that maps with the parks designated by furnished to the Commission before this tour. The Parks &-Recreation Commission extends an invitation to the City Council members to accompany them on this tour if they would like to do so. They also would like to request that the Director of Community Development be asked to attend as a resource person. The Hollywood Manor report on the necessity of a park in that area is not ready at this time. This report is coming from the Department of Community Development. /,-The 'tennis courts at Mercer Park were discussed and the Commission requested that the Director of Parks & Recreation proceed as soon as possible .to,take bids on this work. It was advised that the location has been set in a -portion of the park south and a little east of the swimming pool. It was asked if it might be a possibility in years to come to cover the courts for year around use. It was stated that utility lines were close to this location thus it might be a possibility. Chairperson Fox appointed Jim Lindberg to the Riverfront Commission as the Parks-& Recreation Commission representative and Jim Roegiers as representative to the Johnson County Committee on Open Space. Jim Lindberg suggested that the 'Commission forward a letter to the Council thanking Jim Roegiers for his year as Chairman of the Parks and Recreation Commission. Mr. Chubb _passed out a memo on the proposal for a policy on memorial contributions and this item was deferred until next meeting. There being no further business the meeting was adjourned. a - I MINUTES Regional Planning Commission Regular Monthly Meeting December 19, 1973 7:30 p.m. First Christian Church 217 Iowa Avenue, Iowa City rr,chaE`l kolldc2e C-1 Presiding: Michael Kattchee, Chairperson Members Present: Allan Vestal, Linda Dole,_J. Patrick White, Ray Wells, Edgar Czarnecki, Carol deProsse, Glenn Shoemaker, Richard Bartel, Arnold Small, Paul Huston, Richard Gibson, Faith Knowler, Jerry Zaiser, Isabel Turner Members Absent:- Donald Madsen, C. L. Brandt, Robert Bellamy, Lorada Cilek, Ca_Y_o_17Toe.tz, Raymond Sheets, Lane Mashaw, Roberta Patrick, Roland Smith, F. D. Staab, Art Hill, Morton Koser, Don Saxton, Don Kirchner, Richard Yeggy, Larry -Wieland, Larry Ulmstead, Jerry Cisar, John Reyhons, Floyd Gardner Others Present: Michael Bonfiglio.- Skip Laitner, and Press Staff Present: Hilgenb6rg, Hokanson, Holst, Mintle, Blanton APPROVAL OF MINUTES. Mr. Kattchee explained that due to a malfunction of the recorder, minutes for the November -meeting were not yet available, but that they would be distributed for approval at the January meeting. FINANCIAL REPORT In the absence of the Treasurer, Mr. Kattchee reported a checking account balance of $121.68 and a savings account balance of $15,908.33. COMMITTEE REPORTS Transportation Mr. Hokanson reported that at the last meeting that the staff had received a written progress report from the Iowa Highway Commission in November, and that the 1995itraffic projections from the Highway Commission were expected in the near -future. .Transit for the Elderly (Pilot Program) Mr. Kattchee reported that at the November Commission meeting, the Executive Board was instructed to further consider the Area Agency on Aging's rural transit proposal for the elderly in Johnson County. I -le _ +h stated that the Executive Board had"appointed-an `'Advisory Board con= sisting of the following.pers'ons to work on .this matter: John Reyhons, •Mrs. W. H. Reynolds, Hazel B llett, Lorada Cilek, Richard Bartel, 'Mrs. Cleo Marsolais,..Dan Coffman, John Dooley, Penny Davidsen, and David Loney. Mr. Kattchee said that the Board is asking for concurrence from the full Commission on these committee appointments. He noted that the committee had already had its first meeting. Ms. Dole asked whether a Commission denial of the committee appointments at this time would stop- the proposed program in Johnson County. Mr. Kattchee stated that it probably would not since the sponsoring agency would find another local group to act in this capacity. He also stated that the purpose of the committee was to determine if the pilot program is feasible in Johnson County, and if so, how it will be - implemented. Ms. Dole.asked if any analysis of surveys had been com- pleted in order to demonstrate thatthesystem will be a success. Mr. Bartel explained references in the CAC minutes on this= same point. He also stated that at this pointthe system does not have to be justified for the long run, but only as a short run -pilot project to test its feasibility. Mr.` Bartel stated that he would'like to see the system operate successfully and indicated that as a Board of Supervisor's member, he would be willing to consider continuedfundingsuch a project if it proved to be successful. Ms. Dole asked why the Regional Planning Commission should accept the responsibility for this program just because the federal government offered the initial funding. Mr. Kattchee stated that if the Regional Planning Commission had not -accepted the responsibility some other entity in Johnson County would have: He also stated that the Commission is only involved in a Pilot Program. Mr. Gibson asked if it were possible to narrow the pilot program to -a -smaller area of the county since two buses willnotbe able to serve the entire county.- Mr. Kattchee stated that the Area Agency on Aging and the new Advisory Board would determine if this suggestion is possible. Mr. Kattchee also explained that 25% local match within the grant does not require a cash match from any local agency, but will consist of revenue generated by the buses and in-kind services provided by indi- viduals and groups in the county. Mr. Gibson moved the approval of the committee as appointed by the Executive Board; Mr. Bartel seconded the motion; the motion carried, with four votes against the motion. Land Use -Water Resources Mr. Small reported that the committee met with the Johnson County Board of Health at their request concerning the Solon sewage treatment plant and the runoff into Lake MacBride. He stated that the Board of Health was not previously aware that most of the money in the grant approved by the Commission will be used .for the improvements of the sewage collec- tion system. Mr. Small stated that the Board of Health indicated an interest in planning sewer services for the larger MacBride watershed. He noted that the committee agreed to notify and invite the Chairperson 'C of the Board -of -Health -when reviewing any sewage treatment acilities •,within the county. I Mr. Gibson stated that the LU -WR Committee concurred that there should be full involvement on the local level. He said the main disagreement among LU -WR Committee members was whether the agency should be tempor- ary or permanent. Mr. Gibson said he felt that because the proposed legislation was of °a very broad concern to the Commission, he would suggest that the Executive Board be delegated the responsibility of preparing detailed positions for presentation to the legislative committee Mr. Gibson moved that the Regional Planning Commission direct the Executive Board and members of the Land Use -Water Resource Committee to -jointly develop a preliminary statement of policy on state land use legislation and to report to the full Commission at its regu- larly scheduled January meeting with this preliminary statement of general policy and a review 'of -the meetings related to state land use legislation which have occured in the interim period. Mr. Bartel seconded the motion. Mr. White stated that it is important the Commission direct the Executive Board with a general position. After some discussion, the Commission decided to take up other mattersofbusiness and return to this matter for further discussion. Mr. Bartel moved to defer the motion; Mr. Gibson seconded the motion'; the motion carried. Airport Committee Mr. Vestal reported that the Johnson County members of the Airport Committee, Mr. Summerwill and Mr. Vestal, had prepared a statement on the Cedar Rapids Airport Environmental Impact Statement. He stated that •the committee basically concurs with Parts 2, 3, and 4. He reported that the following suggestions might be made concerning the planning at the airport: 1) there is a -'need for a land use plan for the area around the airport which will reflect the best possible use of the adjacent land; and 2) some consideration should be given to the need for ground trans- __ portation.to the airport; especially the Crandic railroad line,:since it passes near, the airport.:. t 7". Mr. Hilgenberg stated that the Commission had requested that the Land Use - Resource Committee study and report on the proposed state land use 'legislation. •Water He stated that the staff prepared information on the process leading to the land use legislation now being developed. Mr. Holst explained some of the details of the proposed land use legislation, particularly the provisions; for a state policy board, county policy hoards, the various permit procedures, and its impact on present zoning practices. Mr. Hilgenberg stated that the Land Use -Water Resource Committee had two main concerns: l) the establishment of a permanent agency at this time, and 2') the placement of -such an agency within the Department of Soil Conservation. Dir. Hilgenberg reported that there would be a public hearing in Iowa City on January 4th and a meeting with the area legislators on January 5th to discuss the proposed land use legislation. - Mr. Itilgenberg distributed`a flow chart, prepared by the staff, titled a "Proposed Process -for the Development of a State Land Use Plan and Policy," which had been presented at the November meeting of the Iowa Association of Regional Councils. He stated the diagram was accepted in concept by the Association. Mr. Hilgenberg stated that formal policy input from local officials at the outset is an important factor in the diagram. Mr. Vestal said he felt the main problem with the present proposed legis- lation was that it -would recognize conservancy districts rather than the sixteen planning districts of the state. Mr. Gibson stated that the LU -WR Committee concurred that there should be full involvement on the local level. He said the main disagreement among LU -WR Committee members was whether the agency should be tempor- ary or permanent. Mr. Gibson said he felt that because the proposed legislation was of °a very broad concern to the Commission, he would suggest that the Executive Board be delegated the responsibility of preparing detailed positions for presentation to the legislative committee Mr. Gibson moved that the Regional Planning Commission direct the Executive Board and members of the Land Use -Water Resource Committee to -jointly develop a preliminary statement of policy on state land use legislation and to report to the full Commission at its regu- larly scheduled January meeting with this preliminary statement of general policy and a review 'of -the meetings related to state land use legislation which have occured in the interim period. Mr. Bartel seconded the motion. Mr. White stated that it is important the Commission direct the Executive Board with a general position. After some discussion, the Commission decided to take up other mattersofbusiness and return to this matter for further discussion. Mr. Bartel moved to defer the motion; Mr. Gibson seconded the motion'; the motion carried. Airport Committee Mr. Vestal reported that the Johnson County members of the Airport Committee, Mr. Summerwill and Mr. Vestal, had prepared a statement on the Cedar Rapids Airport Environmental Impact Statement. He stated that •the committee basically concurs with Parts 2, 3, and 4. He reported that the following suggestions might be made concerning the planning at the airport: 1) there is a -'need for a land use plan for the area around the airport which will reflect the best possible use of the adjacent land; and 2) some consideration should be given to the need for ground trans- __ portation.to the airport; especially the Crandic railroad line,:since it passes near, the airport.:. 1 1 1 Mr. Wells moved the adoption of the report; Mr. Gibson seconded the motion; the motion carried with one vote against the motion. Solid Waste Committee Mr. Bartel, Chairperson of the Solid Waste Committee, reported that the Committee had its initial meeting and discussed the "Proposed Solid Waste Management Plan for Johnson County" and forwarded the document to the State as required. He stated that the Committee set priorities for solid waste planning for consideration in the; Fiscal Year 1975 Work Program. They included recycling, the possibility of the use of solid waste as a fuel, and the elimination of waste producing consumption practices. He said the committee set a meeting in January to further consider these priorities. HUMAN NEEDS Justice and Human Relations Mr. Kattchee stated that -the Commission had received in its packet infor- mation concerning a:revised list of -all -possible applications which are to be inserted in the Area Crime Commission's Justice Plan for 1974. leis. Mintle explained that the list of items were not all grant applications, but were listed so that if in the future these items warrant brant appli- cations they will alreadyappearin the Justice Plan at the Area level. The Commission generally discussed some of the items listed on the table as to their significance. Ms.. Dole moved that the table of priorities for Johnson County be forwarded to the East Central Iowa Area Crime Commission; Mr.` Czarnecki seconded the motion; the motion carried. Mr. Kattchee stated that the assessment to local agencies within the East Central Iowa Area Crime Commission are due at this time. Ile noted that within the Area's budget, assessments are on the basis of 95% federal and 5o local match.. Mr. Kattchee asked that a resolution be passed by the Commission for the first six-month period in the amount of $S09.83. Mr. Vestal asked whether a resolution for the full year's amount should be requested. Mr.- Kattchee stated that the Commission's Fiscal Year 1974 budget provided for.the_total annual amount, however, the last half of the ECIACC's 1973 assessment was paid from the Fiscal Year 1974 budgeted amount._ Therefore, only the first half of the 1974 assessment can be committed and prior to the `approval of the 197S Fiscal Year budget. Mr. Bartel moved the adoption of the Resolution to hay the FCIASS a six- month assessment in the amount of $509.83; Ms. deProsse seconded the motion; the motion carried. Mr. Kattchee stated that -the next item to be considered was the Sex Crime Prevention Grant Application of the, City of Iowa City. lie stated that grantapplication includes an evaluation of the program by the Regional Planning Commission. A local match of $96.2S is reclui.red to perf.orm evaluation. Mr. -White moved that the Regional Planning Commission approve _ i t the grant and adopt the resolution' for a local match of $96.25 for the - Sex Crime Prevention Unit; Ms.'Knowler seconded the motion; the motion carried. RESUMPTION OF STATE LAND USE LEGISLATION DISCUSSION Mr. Bartel urged reconsideration of Mr._Gibson's previous motion in order to expand it. He stated that the resolution prepared by the staff is generally a good position for the Commission and should be included in the motion to beusedas_a guideline when discussing the legislation. Mr. Gibson withdrew his motion; the second concurred with the withdrawal. _Mr. Bartel moved that the Commission authorize its Executive Board in conjuction with the Land Use and Water Resource Committee to express the Commission's position on State Land Use Legislation at the January 4th public hearing to be conducted by the Interim Legislative Study Committee and at the January 5th public meeting between Regional Planning Commission members and local legislators; and that such expressions of the Commission's,po`s.ition shoLild be guided by the Commission's policy resolution concerning State Land Use Legislation and Planning. Ms. Turner seconded the motion; the motion carried. Mr. Vestal stated that the-StateDepartment of Soil Conservation should not be the agency responsible for the land use policies. Mr. Vestal moved that the Commission adopt the following positions on State Land Use Policy: 1)`a broad cross-section of the State of Iowa should be represented on the state land use agency, instead of the singular economic interest as indicated by an expanded Soil Conserviation Committee and Department of Soil Conservation; 2) local elected offi- cials and their regional planning commissions should be utilized in the development anA implementation of a'state land use policy, rather that the six soil conservancy districts; and 3) consideration and recognition should -be made in the crea'tion.of a -state land use program of both rural and urban interests' rather than just rural interests. Mr. Gibson seconded the motion; the motion carried. Mr. White stated that the diagrampreparedby the staff should also be used when discussing the land use legislation. Mr. White moved that the Commission recommend that the "Proposed Process for the Development of a State Land Use Plan and'Policy" be utilized in the development of state land use legislation; Mr. Czarnecki seconded the motion; the motion carried. Citizens' Advisory Committee Nis. Turner reported that the CAC officially changed its minutes of September 17, 1973, regarding the R-14 Urban Renewal Environmental Impact Statement and the public hearings heldbythe Land Use -Water Resource Committee. She stated that the CAC wished to apologize for the unfortu- nate choice of words in the original minutes distributed to the Commission.:) L r J 0 COMMISSION ON ENVIRONMEN TAL sIUALITY Mr Ski L `= - pieces of environmentalperson of legislationependingeinrted on several the Legislature: 1) Natural Resource Committee is considering a mandatory deposit on all beverage containers;, 2) a bill•to establish a state de- partment of transportation (DOT); 3) Constitutional Amendment #16 concerning use of road use moniep for all transportation modes 4) Senate File 225 which *ill `provide five million dollars annually for Iowa cities and towns for operating subsidies for mass transit systems. Mr. Laitner also reported on the activities of Energy Crisis Committee. He noted that the State Department of Environ- mental Quality is concerned with the conservation, education, re- search and development of coal and the cleaning of coal and other technical alternatives for the State of Iowa. Mr. Laitner also stated that the DEQ is involved in a, nuclear plant siting bill. After a general discussion -by the Commission concerning the legis- lation, Mr. Kattchee stated that the Executive Board would discuss the legislation and refer proposed legislation to the appropriate committees. Healsostated that S.F. 225 would be discussed immediately because of the urgency involved with the bill regard- ing funding of transit for this metropolitan area. EXECUTIVE_ BOARDREPORT Amendment to the By -Laws Mr. Kattchee reported that the Executive Board recommends Articles of Agreement and By -Laws that the 'be amended in order th agencies with more at member than one: representative shall have no more than three -fourths -elected officials instead of two-thirds. Ms. de Prosse asked what significant change this would have on existing member- ship. Mr. Kattchee stated that the only jurisdiction or agency affected would be the Johnson County Board of Supervisors. He ex- plained that since the county has four representatives which could not be divided equally into -two-thirds, the provision of three- fourths gives the.county an option of `a majority of elected repre- sentatives. Mr. Wells 'moved to consider the amendment; Mr. White seconded the motion; the motion carried. Mr. Kattchee said the p,o- posed amendment would be distributed to Commission members for a vote at thenextmeeting. Orientation Mr. Kattchee stated that thestaffhasprepared orientation material for newly appointed members of the Commission. He noted that orientation will begin shortly aftthe er the first of the year when all appointments are made. He stated that all persons will an opportunity to ask questions then have conerning the Commission. Amendment to the Personnel Policy Mr. Kattchee reported that the Executive Board recommends that the Proposed amendment -to the Personnel_Policy forwarded to the Commission a v • _ - be.adopted. He explained that the amendment will allow for proportionate holidays for Permanent Part -Time employees. Mr. White moved for the adoption of the Personnel Policy amendment for perma- nent part-time employees; Mr. Bartel seconded the motion; the motion carried.- -- Mr. Wells stated that the -amendment to the Personnel Policy is in- consistent with the personnel policies of member agencies. He said he felt that the Commission should not exceed the personnel bene- fits of the member agencies,and he suggested a reconsideration of the 3revious motion. Mr. White moved to reconsider the motion; Ms. Pole seconded the motion; the motion carried. Mr. White then moved to amend the Personnel Policy as proposed by the Executive Board; Ms. Turner seconded the motion. Mr. Wells - stated that part-time employees working at least twenty hours a week and going to le - mental; therefore, five land na�half nly cdays dof holidays er this lshould notoment beed as a benefit for these employees. Mr. Kattchee stated that Coralville had recently adopted a provision on part-time employees similar to the one now before the Commission. Mr. Kattchee called for a vote; the motion carried with two votes against the motion. Nominating Committee Mr. .Kattchee reported that at the meeting in January, a Chairperson and Vice -Chairperson will be elected. He stated that the following persons would comprise the nominating committee: Ed Czarnecki, Chairperson; Robert Bellamy, Richard Bartel, Jerry Zaiser, and Fran Bullard. He directed that the committee nominate at least one person for each position. ECIARPC Meeting Mr. Kattchee reported that the East Central Iowa Association of Regional Planning Commissionswould be meeting December 20, at the Old Capital Inn in Coralrille..Mr. Kattchee also reported that the legislative meetings scheduled to resume in January will be held on the first and third Saturdays of each month. Director's Report --- - _- Mr. Hilgenberg stated that "Iowa 2000,. the Future of Iowa," Governor's Conference program is being.planned in various regional meetings. He urged that members of the Commission participate in these meetings if possible.' Mr.`Hilgenberg also noted that the Commission has not been formally notified of these meetings; he questioned this since the Commission is actively involved in plan- --ning -in-many-of the same areas as outlined by the governors task force. Mr. Kattchee announced that there would be a Commission dinner January 25 at the Highlander Supperclub. Mr. White noted that one of the reasons for the dinner is to honor those persons who have been past members of the'Commission. OTHER BUSINESS Mr. Bartel reported to the Commission that he would be forwarding a letter to all Commission members prior to the January meeting. He stated that within the letter would be recommendations for an active discussion in January, as to the goals and level of support for funding from local agencies. He noted that a minimum level of funding should be 'determined -without regard for federal funds. Mr. Bartel suggested that Johnson County could possibly fund fifty percent of the total Commission budget with only one major stipu- lation: that the County appoint _all citizen representatives acting on functional committees and on the Commission. Mr. Bartel stated that work program prioritiesthathave to considered are: 1) govern- mental space needs; 2) rural transportation in conjunction with metropolitan land use planning; 4) the joint law enforcement feasi- bility study and facility; and 5) legislative bill proposals. Meeting adjourned at 10:25 p.m. sb:bg 12-21-74 ATTEST._ Robert Hilgenberjr, becr5Aeary BILLS FOR APPROVAL • Mr. Zaiser moved the approval of the bills as submitted; Ms. de Prosse'seconded the motion; the motion carried. OTHER BUSINESS Mr. Bartel reported to the Commission that he would be forwarding a letter to all Commission members prior to the January meeting. He stated that within the letter would be recommendations for an active discussion in January, as to the goals and level of support for funding from local agencies. He noted that a minimum level of funding should be 'determined -without regard for federal funds. Mr. Bartel suggested that Johnson County could possibly fund fifty percent of the total Commission budget with only one major stipu- lation: that the County appoint _all citizen representatives acting on functional committees and on the Commission. Mr. Bartel stated that work program prioritiesthathave to considered are: 1) govern- mental space needs; 2) rural transportation in conjunction with metropolitan land use planning; 4) the joint law enforcement feasi- bility study and facility; and 5) legislative bill proposals. Meeting adjourned at 10:25 p.m. sb:bg 12-21-74 ATTEST._ Robert Hilgenberjr, becr5Aeary 1 10 January 17, 1974 I. Secretary's Report A. Afinutes of the December 20, 1973 meeting II. Financial Report III. Approval of Bills IV. Director's Report V. Committee Reports A. Finance Committee B. Personnel Committee VI. Old Business A. Johnson County grant application B. Contract Service: Lone Tree and North Liberty Contracts to be renewed VII. Communications VIII. New Business A. Shall the existing scale be used in computing library salaries and wages during 1974 until the Director is notified that the Board -has adopted a different scale? B. Will library employees requiring family coverage on Blue Cross/Blue Shield continue to pay the difference between individual coverage and family coverage until the Board adopts a different policy on this matter? C. Request by employees to be recognized as a bargaining unit. D. East Central Region Contract proposal for interlibrary loan service: $4375 E. Director requests vacation leave January 21 - 25 during which time he hopes to attend the ALA midwinter conference (January 20 - 23) inclusive IX. Next Meeting: February 21, 1974 The regular meeting of -the-Board of Trustees of the Iowa City Public Library was held Thursday, December 20, 1973 at 4:00 p.m. in the Director's office. MEMBERS PRESENT Buchan, BywaterCanter, Downer, Farber, Kirkman, Newsome, Richers'on STAFF PRESENT: 'Eggers, Hurkett, Moses, Prosser, Westgate OTHERS PRESENT: Bruegger (Press Citizen), Connie Lane (League of Women Voters)- APPROVAL OF MINUTES The minutes were read and approved. (Newsome, Farber) FINANCIAL REPORT The Director reported that $900 had been deposited in NILE leaving $8.06 unspent for NILE allocations. There was a motion to accept. (Kirkman, Farber) The motion was passed unanimously. LIBRARY BILLS A motion was made and seconded that the December bills be approved. (Newsome, Richerson) DIRECTOR'S REPORT A written director's report and a Seven Rivers Administrator's report were included in Ae-board packet. President Downer questioned the cost of comp Lying witn the Fire Marshall's directives to install a``door on the third floor and add seven door closers. The director said the 'cost would be taken from Revenue Sha ring. .fundsset aside fer OSHA. A motion to comply with these recommendations was made and unanimously accepted. (Kirkman, Farber) A motion to receive and,file the reportswasmade and seconded. (Kirkman, Farber). Unanimously approved. PRESIDENT'S REPORT President Downer presented the report of the Rules Committee to the City Council stressing the importance of this communique to the library.board. A motion was made and seconded that the pres- ident write a letter to thii City Council expressing the attitude • of the board that Section 7 was illegal under the Iowa Code Pertaining to library board and that the stipulations set forth in Section 7 would create.,problems in the future for the library board. (Canter, Newsome); 1 The report of the Finance Committee was read by President Downer who explained recommendations made by the committee involving personnel adjustments and suggestions made by staff members at the committee meeting. A motion was made to accept the committee's recommendation that the budget be accepted as it now stands at $260,000 abiding by the allocations suggested -by the Director. (Bywater, Newsome) The motion was unanimously accepted: The Director presented information that the City proposes to increase salaries for city employees by 5$ (COL) with a family plan to cover hospital insurance. If the library board adopts this policy, the -Director -pointed out that the only possible solution would be to reduce allocations for books and materials The board unanimously objected to this -suggestion. A motion was made and seconded to make no changes in the budget to allow for Cost of Living Raises. (Bywater, Farber) The motion was accepted unanimously. A motion was made and accepted to appeal to the City Council for an additional $15,536 to 'cover COL increases and family coverage insurance for library personnel who qualify. (Newsome, Richerson) The board unanimously expressed its appreciation for the dedicated service extended by%Mary Schaefer during the many years she has served the library and its patrons. President Downer appointed Mrs. Newsome and Hazel Westgate to arrange for a token of appreciation for Mary Schaefer that will be presented to her by the board members themselves.. Personnel changes suggested by the Director were approved and a mo- tion was made -and seconded that they be accepted. (See page 5 of the Director's report) p ) (Newsome, Richerson) After prolonged argument and, discussion it was regretfully moved and seconded that the library close Thursday evening and Sunday. The motion was passed with four members voting approval and three • disapproval. (Newsome, Richerson) Dr.Canter asked_that a resolution be passed to inform theP ublic that it is onay for-budgetaryxeasons that the library is being forced to close Thursday evening and Sunday and that the decision in no way was influenced by the energy crisis. 3n - 2 0 • President Downer referred:the­'question of non-professional library personnel regarding the cut-off date of December 7, 1973, in re- lation to the AFSCME affiliation to the Personnel Committee. He further requested the board to autho.ri.ze the Personnel Committee to take whatever action it is felt to be necessary. A motion was made and seconded to approve ,this `request. (Richerson,Farber) The motion was unanimously approved. FINANCE REPORT 1 The report of the Finance Committee was read by President Downer who explained recommendations made by the committee involving personnel adjustments and suggestions made by staff members at the committee meeting. A motion was made to accept the committee's recommendation that the budget be accepted as it now stands at $260,000 abiding by the allocations suggested -by the Director. (Bywater, Newsome) The motion was unanimously accepted: The Director presented information that the City proposes to increase salaries for city employees by 5$ (COL) with a family plan to cover hospital insurance. If the library board adopts this policy, the -Director -pointed out that the only possible solution would be to reduce allocations for books and materials The board unanimously objected to this -suggestion. A motion was made and seconded to make no changes in the budget to allow for Cost of Living Raises. (Bywater, Farber) The motion was accepted unanimously. A motion was made and accepted to appeal to the City Council for an additional $15,536 to 'cover COL increases and family coverage insurance for library personnel who qualify. (Newsome, Richerson) The board unanimously expressed its appreciation for the dedicated service extended by%Mary Schaefer during the many years she has served the library and its patrons. President Downer appointed Mrs. Newsome and Hazel Westgate to arrange for a token of appreciation for Mary Schaefer that will be presented to her by the board members themselves.. Personnel changes suggested by the Director were approved and a mo- tion was made -and seconded that they be accepted. (See page 5 of the Director's report) p ) (Newsome, Richerson) After prolonged argument and, discussion it was regretfully moved and seconded that the library close Thursday evening and Sunday. The motion was passed with four members voting approval and three • disapproval. (Newsome, Richerson) Dr.Canter asked_that a resolution be passed to inform theP ublic that it is onay for-budgetaryxeasons that the library is being forced to close Thursday evening and Sunday and that the decision in no way was influenced by the energy crisis. 3n - 2 ■ 0 Wmn7UNC1ATIONS The Director asked that letters from Mrs. Hulette Belle the library for "Antique Fair") and Frederick'Wezeman the (expressing appreciation 'to:.the library staff for the cooperation with practi- cum students) should be entered in the communications file. A'motion to do so was made and, accepted. (Newsome, Kirkman) NEW BUSINESS The Director drew attention to a needed change in the Personnel Policy asking that PP2, Sec.D. page 12 of the Personnel Policy brochure be changed to read as follows: "A temporary appointment is one made to a position authorized to be filled for a limited period of time, in any case not to exceed 6 months. Temporary employees, whether full-time or part-time, are not eligible for fringe benefits,-i;e,, vacation, sick leave, in- surance coverage,.etc. In the event a temporary employee is ap- pointed to a permanent positipn, probationary period and fringe benefits will be computed from the ment to the permanent'position." effective date of initial appoint - A motion was made and seconded to make this change immediately, (Richerson, Farber) The meeting was adjourned by the president at 5:40 p.m. Present: Board of Trustees members V. Buchan, Chairperson, L. Bywater, 116 Canter, R. Downer, R. Farber; ICPL Department Heads, J. Hurkett, Director ICPL. Meeting convened at 7:30 p.m. Mr. Hurkett reported on -the reallocations proposed for the 1974 Budget keeping within the total allotment of $260,000, and the charge from the Board of Trustees to avoid any expansion of staff and to maximize the allocation to library materials. The proposal presented to the Committee revolved about changes within assignments of personnel, replacements of work study with clerical position at parttime basis and similar readjust- ments._ The adjusted figures `would`require $180,839 for Per- sonal Services which amounts to 69.5 per cent of the budget with $42,335 allotted to library materials, or 16.2 per cent. Each of the department heads provided comments in support of the proposed readjustments or information as to the problems for their respective departments with the various alternate pro- posals brought up for discussion by the committee members. A reappraisal of the .1972 and_1973 figures adjusting for amounts that actually are spent for personal services relative to library materials revealed that the -new proposed proportions of 69.58 and 16.2$ for Personal -Services and Materials respectively are actually not significantly disparate with the actual experience of the past few years. It appeared evident_ from' the discussions and data provided by the department heads that maintaining basic library services at current levelswill depend upon figures very close to those Presented to the committee on this occasion and furthermore it may depend upon closing the library for additional periods. The recommendations made at theearliermeetings of this committee were then reviewed point by point. The motion was made and passed that the allocation to Personal Services in the 1974 budget be permitted at $180,839.- This amount will be dependent upon the allowance of a two step raise for the Director._ The originalproposal that the Film Contract be relinquished was reviewed with a consensus that no limiting action be taken by the Board on this matter at this time for there are many advantages to continuance with the program. 4 -_ The matter of Fines and Fees was set aside. The Committee expressedits view that the addition to the Art Prints collection of Sculptures bedelayed until 1975 or later, dependent 'upon -the-status of the acquisition of library materials_generally and.funds-that may be developed beyond the current budget. Two major options for reducing library hours were considered: (1) Close Sundays and Thursday nights, (2) Close Sundays only. The Committee reaffirmed its position that out-of-state travel by ICPL staff be permitted only by prior approval by the Board of Trustees. It was moved (Canter) and seconded (Farber) that the Committee recommend to the Board acceptance of the 'revised allocation for the 1974 Budget as in the attached. The motion was passed. The meeting adjourned at 9:30 p.m. ,r- ur Canter, ecretary.pro tem -- .L =t p 4 � � �' i i • 4 Lf . _ The matter of Fines and Fees was set aside. The Committee expressedits view that the addition to the Art Prints collection of Sculptures bedelayed until 1975 or later, dependent 'upon -the-status of the acquisition of library materials_generally and.funds-that may be developed beyond the current budget. Two major options for reducing library hours were considered: (1) Close Sundays and Thursday nights, (2) Close Sundays only. The Committee reaffirmed its position that out-of-state travel by ICPL staff be permitted only by prior approval by the Board of Trustees. It was moved (Canter) and seconded (Farber) that the Committee recommend to the Board acceptance of the 'revised allocation for the 1974 Budget as in the attached. The motion was passed. The meeting adjourned at 9:30 p.m. ,r- ur Canter, ecretary.pro tem -- =t Inl:P•r. /ntv. CLASSIFICATION Personal Services G100 Salaries & I-lages 6200 Part _Time f Overtime 6300 Pension Fr Retirement' 6400 Insurance SUBTOTAL Commodities 7100 Office Suaplies 7200 Operating Supplies 7300 Repair t; maintenance Supplies SUBTOTAL ..Service:; 8100 Pro!•css i o;ial ' Services 8200 Cormaunications •8300 Trans;)orrat ion 6 Promotion -8400 Insurahcc 8500 Public Utility Service AMINi. ? 1972 i ' 8600 Itepairs ; maintenance - 8700 Rentals $800 Aid-ro Other Agencies 8900 �Ii s� ��l l c:iteous e � Inl:P•r. /ntv. CLASSIFICATION Personal Services G100 Salaries & I-lages 6200 Part _Time f Overtime 6300 Pension Fr Retirement' 6400 Insurance SUBTOTAL Commodities 7100 Office Suaplies 7200 Operating Supplies 7300 Repair t; maintenance Supplies SUBTOTAL ..Service:; 8100 Pro!•css i o;ial ' Services 8200 Cormaunications •8300 Trans;)orrat ion 6 Promotion -8400 Insurahcc 8500 Public Utility Service AMINi. ? 1972 i ' 8600 Itepairs ; maintenance - 8700 Rentals $800 Aid-ro Other Agencies 8900 �Ii s� ��l l c:iteous SIJWrOTAL 19%4 11UIXI11'C. >' �' UW�fA1tY� or 1'sMWITURRS 9200 -f°UNE> PROGRAM 9300 Inl:P•r. /ntv. CLASSIFICATION Personal Services G100 Salaries & I-lages 6200 Part _Time f Overtime 6300 Pension Fr Retirement' 6400 Insurance SUBTOTAL Commodities 7100 Office Suaplies 7200 Operating Supplies 7300 Repair t; maintenance Supplies SUBTOTAL ..Service:; 8100 Pro!•css i o;ial ' Services 8200 Cormaunications •8300 Trans;)orrat ion 6 Promotion -8400 Insurahcc 8500 Public Utility Service AMINi. ? 1972 i ' 8600 Itepairs ; maintenance - 8700 Rentals $800 Aid-ro Other Agencies 8900 �Ii s� ��l l c:iteous SIJWrOTAL Cnjtit;tl O;ttl:,y - ' 9100 Lvui 9200 Structures, Improvements,;r; liui lding 9300 I:clu i ptarnt !I , SUIYI'0'1'AL Debt Scrvicc Transfc:s TOTAL EXPENDITURES . G [� ESTIMATE 1973 GUfIf ii: i 1974 t r �, � is 7 � •�- — i= v 7 - !I , .I . G [� The board of trustees had a specialmeeting with the Johnson County Board of Supervisors, January 10, 1974. Mr. Downer expressed appreciation to the supervisors for coming and for their interest in 'helping the library. Statistics on the public libraries in the15largest cities in Iowa were cited: Iowa City is the eighth largest of these. In ,terms of circulation in 1972 we were ranked sixth. In volumes of our -collection, we are tenth. Our total budget ranked eighth. Circulation of individual items ranked first. In 1972 each items circulated - Iowa City Public Library 4:8 times; Cedar Rapids - 4.0 times; and Council Bluffs 2.0 times Books per capita: Mason City Public Library - 4 volumes; =Iowa City Public Library - 1.8 volumes; _(Ames 1.5) Cost per volume - is 49�. The lowest of the 15. In 1973 Iowa''City-Public Library's circulation was just short of 513,000. We have been providing good service at low cost to the tax payers. Until July 1, 1974, :the City is under a,3 mill limitation on what can be given the library Approximately 2 1/2 mills is what is to be levied in 1974. Mr. Bartel: How long has the County been participating? Mr. Hurkett: Since '1969. Mr. Bartel: Did .the -City reduce its funding when the County started contributing? Mr. Hurkett: No. Mr. Bartel What is the extent of County participation? Mr. Hurkett: $1`..00 per person. Mr. Downer: Our book budget has been cut too substantially from what Iwe had in 1973, and our collection was not in good shape then! Mr. Bartel: Is there hostility to the library or the library board on the part.of the City Council or the City officials? Mr. Downer: No, they say -they -love usbut they have no money, and we seem to be rather low on their priority list. Dr. Canter: Many of the City people do not seem to be aware of what the library is really all about. Some think it's just a depository for books Mr. Bartel: Does the City attempt to influence your policies? Mr. Downer: Maybe it bothers the City Manager a bit that the library by statute, is treated differently from other city departments. -`They don't have the control here that they do in other departments. Our vacation policy makes them unhappy. This policy arose some years ago 7 s have.to have a master's degree and years of experience, we really aren't able_to-compensate-them adequately. We have 8:individuals (6 1/2) time - of professional status. The vacation :plus for these people is about $2,000. We don't want to cut back their vacation time when we can't .offer them more salary. Mr. Bartel: a t benefits to`which other city employees are entitled. Are you interested in the full 3 mills from the City -- _ • extra money from the County -- or a combination? We can't get any more from the City and would be grateful as_a'substitute for salary. When our professionals - 8.- have.to have a master's degree and years of experience, we really aren't able_to-compensate-them adequately. We have 8:individuals (6 1/2) time - of professional status. The vacation :plus for these people is about $2,000. We don't want to cut back their vacation time when we can't .offer them more salary. Mr. Bartel: The:City Manager does hold our vacation policy against us_ and ._he.feels:_that -no city employees should have benefits to`which other city employees are entitled. Are you interested in the full 3 mills from the City -- Mr. Downer: extra money from the County -- or a combination? We can't get any more from the City and would be grateful for money from the County. We need $36,000 to bring it up to the level we budgeted. Mr. Bartel:' Would money 'from the_ County help us to see our way clear to bringing our vacation policy in line with the rest of the city? Mr. Downer: Yes, we would consider this, with additional funding so the staff doesn't feel a net loss. Mr. Burns: We need to.look at the -non-professional levels of salary. County employees should not be getting less. Perhaps the money could be given in a chunk for the book budget, or some such thing and weIcould adjust our budget accordingly. It -is important to county people to use this library evenings Mr. Bartel: and Sundays. If you could put a figure on night and Sunday reopening it would help. Mr. Kirkman: We have also been cut back in our work/study program and have had to pick up the tab for that too. Mr. Downer:_ The City did increase our budget by $19,000, but the additional load of salaries, loss of work/study and Seven Rivers money really. put us in a bind. Mrs. Buchan: What disturbs the board it that our materials budget is the only place we can take money from to increase the salaries as `demanded by the merit raise. The GriffenHagen-Kreger study - cost of living raise etc... The,; costs of buying and.purchasing the materials is constantly rising, while our budget in that area is constantly slipping back. Hours we are open is the only other place to cut. Mr. Burns: The County could come in for a one shot contribution from revenue-sharing, but it wouldn't be something that Mr. Downer: could be counted on every year. Even with our-propsed budget we'd have had $800 less Mr. Burns: in the materials budget -as -the two years before. There is some chance that all the small libraries in the_- County might want help of this kind from the Supervisors, too. Mr. Hurkett: The amount of 'usage by`the County dramatically increased by 8;913 (almost 70%) in 1973. - 8.- ;, 1 V,1JLr Jut or the into the: library check anything out. Thereforeeople �min weg are serving twice as many_.'people a•s circulation shows. hls. Cilek: I would like to see a price tag on Sunday afternoon opening at least Air. Downer: In terms of number of personnel - Thursday night and Sunday would save 1872 hours (adult circulation and paging hours) a year. Utilities would be involved too. The finance committee will meet on Monday night,.7anuary 14 to come up with some figures. The meeting was adjourned. A. Adult Department Books` 32910 12.528 14 460 Records_ 1 676 1 475 1 454 Art Reproductions - 16 mm. films/N of viewers 70 81 69 54 8mm Films 2 , 254 -183 162 252 rUrAL ADULT 15 839 14,246 16 220_ N. f:hildrenls Department_ 17 001 19,373 21 784 C. TUPAL CIRCULATION 32 840 33 619 38 004_ II. -Interlibrary Loan A. Borrowed 52 16 22 B. Loaned 226 263 _ III. Reference Questions (Adult Department) A. Mail referepce•Questions B. In person -reference`questions C. Interlibrar loan Y 3 422 2 331 7 377 questions D. Telephone reference questions 1419 _7w_ E. Total reference questions 530' 743 -1V• Registered Borrowers 1,127 A. Adult Department 15,782 17,388 14,477 B. Children ' s Department 6 I95 i4_ ,108 5 , 70 4 C. TOTAL REGISTERED BORROWERS -21,977 23,496 20,181 *Interlibrary loan reference questions -• for reference questions are not included in the Total T l _ ki • Sit C. ncN% GROWTH OF COLLECTIONS A. Books 19 71 1972 19 73 1. Adult and Young Adul i; Fiction - 17,512 _ 17x012 18 502 Non-fiction 38 184 42 335 46.440 Periodical Volumesr._^� - 2=876 2, 876 2,876 - - TOTAL -__ _ 58,572 62 223 67,818 2. Children's Fiction _ 10 9 888 11 183 11 481 Non-fiction 18,330 20,103 21,459 TOTAL 29,218 319286 32P940 3• Total Books, Adult and Children's 879790 932509 100,758 _ B. Other 1 -Recordings 1,608 2,021 1531 2. Tape recor ng 81 1 3 • Art Rerod cti ns 4. Paperbacks o(Non ca a ogue 301 347 392 5.� g1nm Fi @ (Number of reels)_ - r Micro 296 307 X402 6. i m 536 - Total items 3,401 3,833 52922 Number of albums; previous years, number of in ividual recor s. FINANCE: FINES AND FEES 1. Fines Collected Y$829.24 $855.50 $697.88 2. Non -Resident Fees 3. Other Clojephone Commission) 233.33 12.75 r 11 - - J'y iti l:.• '..kit ib l' a y.. J �l^cn t - 1' i H G w fCCD ct <y x 0 ft Cab � 0°y �� z ral 0 Fa rt r wct la -a _ N ct. rt ►� n Fes- n Fa m '* m 0 LQ n CA r n 0 n n rt g N. r- m (o n wt-• �-, A O m N C) N„ y F, 4 H G b• n w w v m o� �p 5'. c 0' ►0{ 0 'A v v w � t m w w n 0cn ti n►� W y 0 LA 0 I x L4 '� p' v N tri f 0 On£D F✓ rnLn o H LA 4�- -4� �,,� ,C �� wrt 'aw z rt r y � c _ c r C W y ILDd v n w m _ 100 =) -N Ln 0% F'r CD tp A tV N Fa F -j 00 00 Q� N(D �j H y w F• N I w M N cD W tO 4:1 - [V tO W �' 00 w r � y v V A Ln tp N A Ul 00 - to tJl W 1O.'1• N tT (" - V V N.M v 0 0 Etr r - V F-+ Q% .7• t., Oo oo c r 4�b I oV. ar r• __ r. to W N N (D N m tr m Ln w 01 tri • I. Children's Department II. III. A. Story Hours - 35 Total Attendance - 1625 Average Attendance - 45 B. Groups and Classes - 15 Nelson Friendship (3) - Dum-Duro (3) Pine Adolescent Unit Kinderfarm Mark Four Oxford Kinderga en Grant Wood Lone Tree Brownies Sunshine (2) C. Special December 1 - Central Jr. High Storytelling Club 8 - Puppet -Show Mother Goose 15 Central Jr. High_ Storytelling Club Music Matters- American Indian Music 16 - Films - Madeline, Snowy Day, Foolish Frog 17: Puppet Show Mother'Goose D. Reference Questions 1145 E. Records Circulated - 476 Groups Using the Library Johnson County Council -on the Status of Women Citizens Action Council -'for Education Johnson County Women's Political' Caucus Congressman Ed MezIvinsky and Constituents International MeditationSociety Iowa City Girls' Softball Board of Directors Publicity and Promotion A. Displays Antique toys from the collection of Howard McKenzie 1 I IV. 1 film showing - Cricket on the Hearth" Attendance - 7 Holiday paperback book exchange STAFF ACTIVITIES Hurkett: December 3 - Discussed the 1973 budget report with Pat Strabala - Short conference with Nick Smeed regarding formation of the union - Finance Committee Meeting 5 -'City Manager'smeeting with department heads 7 - Excorted City Manager Ray Wells and Councilwomen 11 Davidson and DeProsse on a tour of the library — Discussed audit of :Seven Rivers with Dean Price representing McGladrey,.Hansen and Dunn 12 - city -Manager's meeting with department heads 13 - Administration seminar for practicum students - Reviewed_personnel -changes in 1974 with Mrs. Trumpp 18 - Review of'1973 budget with Pat Strabala 19 - City:Manager's meeting with department heads 20 - Conference with Pat.Strabala Board of Trustees Meeting 21 - Conference with City Manager and Finance director on amended budget Eggers: December 19 - Taped the radio show WSUI - "Your Turn" Kelley: December 19 - Taped the radio:show on WSUI - "Your Turn" Moses: December 19 - Taped the radio ,show on WSUI - "Your Turn" Spaziani: •December l - ILA Government Documents Committee - :14 - M 1 IV. Staff Activities • Westgate: December 5 - Special .story hour for -County — Conference Home Retarded 11 - with Kathy Ormsby Library Board Finance (journalism exam) 17 Committee - Library program meeting 19 for Lone Tree - Special story hour for Brownies county - Tape"of library 'radio home retarded 21 program - Program at Nelson Developmental - WSUI Center 1 MINUTES IOWA CITY HUMAN RELATIONS COMMISSION JANUARY 7, 1974 The Iowa City Human Relations January 7, 1974, at -8 p.m._3t MEMBERS PRESENT: !"MEMBERS ABSENT: STAFF PRESENT: met in special session on Monday, the Davis Building Conference Room. Don Hoy Richard Braverman E. J. Means Mori Costantino Phil Jones Sally Smith John Balmer Paul Neuhauser Celia Roberts Nancy Vollertsen Kay Maune As the first item of business Chairman Don Hoy reported to the Commission that he would like toieceive any comments from individual Commission members concerning the Annual Report by January 14, 1974. It was moved by Dick Braverman and seconded by Mori Costantino to Postpone the January 21, 1974 -regular meeting of the Commission to January 28. Chairman Hoy ruled the moti the meeting was con out of order because alled for a special purpose and discussion of the regular session for January was not on the agenda. The Chairman began the discussion of the Commission's Goals & Objectives for 1974 with the objective submitted by Paul Neuhauser concerning the affirmative action program of the City. Bud Means indicated that this was too narrow a view to take of Commission Policy. Since Costantino had to leave the meeting shortly, she was asked to go through her objectives first. Costantino's objectives were in the areas of: 1) Iowa City Affirmative Action plan. • 2) Procedures of :the Commission, both for complaint g processinand procedures -in -general. 3) Education, internal and external. 4) Policy changes. 5) Priorities. 1 0 Bud Means suggested that the Commission organize itself by set- ting up subcommittees as was suggested by Costantino in her report. He felt that the Commission should set policy in three general areas: 1). Staff 2) The semi -judicial nature of the Commission, i.e. complaint process?-ig. 3) Community education. One way to organize the Commission was suggested by Phil Jones -- that the Commission be provided with notebooks to maintain their material in, an orderly fashion.- The Commission then agreed to establish as the number one priority that they organize the Commission by designating areas of responsibility of individual Commission members by dividing into subcommittees. These commit- tees may or may not include members of the community other than the commission members.- The subcommittees which were proposed by the Commission are A. Subcommittee on staff - 1.- Review and monitoring.work the staff is assigned. 2. Training. B. Subcommittee on 'education - 1. Brochure 2. Speakers Bureau 3. City employee workshop 4. Personnel Association workshop C. Subcommittee on Affirmative Action - 1. Review of the City's Affirmative Action Policy D. Subcommittee on Ordinance Review - 1. Review of ordinance 2. Review of by-laws E. Subcommittee on Complaint Procedures - 1. Reporting system on complaints 2. Investigation 3. Conciliation ■ • F. Subcommittee on Inter -agency Cooperation - 1. EEOC 2. Iowa Civil Rights Commission 3. School Board G. Subcommittee on Commission -Council -Manager Relationships - 1. Commission priorities The Commission requested that an organizational chart reflecting the organizational changes be drawn up for the next regular meeting. Also the Commission requested that resource personnel be identified both from the existing City staff and the community. They also requested that`a time log be kept of any City staff time spent on the Human Relations Commission. Phil Jones suggested that after six months the Commission re-evaluate the reorganizational changes. It was moved by Phil Jones and seconded by Bud Means to adjourn. The motion passed by unanimous vote. iJanuary 9, 1974 • BY --LAWS IOWA CITY PARK AND RECREATION COMMISSION ARTICLE I MEETINGS -- Section 1. Regular Meetings. Regular meetings of this Commission shall be held on the second Wednesday of each month. Section 2. special Meetings. Special meetings of the members may be called by the Chairperson and shall be called by the Chairperson or Vice - Chairperson at the request of three members of the commission. Section 3. Place -of Meetings. Regular meetings shall be in the Civic Center in Iowa City, Iowa. Section 4. Notice of Meetings. Notice of regular meetings shall not be required; special meetings may be called upon notice by telephone not less than six (6) hours before the meeting and twenty-four (24) hours if a written notice of a special meeting is given. Section 5. Quorum. A majority of the members of the Com- mis ismis on shall constitute a quorum at any meeting and the majority of votes cast at any meeting at which a quorum is present shall be decisive of any motion or election. Section 6.- Proxies. There shall be no vote by proxy. Section 7. Public Discussion. Time shall be made available during all regular meetings for open public discussion. ARTICLE II MEMBERSHIP -- Section 1. Qualifications. The Parks and Recreation Commission shall consist of nine members. Said members shall be appointed by the Mayor with the approval of the City Council.All members shall be qualified electors of the City of Iowa City, Iowa. ARTICLE II (continued) Section 2. Compensation. Members shall serve without compensation'but shall be entitled to necessary expenses, including traveling expenses, incurred in the discharge of their duties. Section 3. Orientation for New Members. Prior to the first regular meeting of owing their appointment, new members shall be provided with copies of the pertinent portions of the City Code, Parks and Recreation By -Laws, and other documention that would be useful to Commission members in carrying out their duties. They shall also be given an orientation briefing by members of the City Council, the City Staff, this commission and others as may be deemed appropriate. Section 4. Absences. Frequent unexplained absenses of a Comma s n member- may result in a recommendation to the Mayor from the Commission to appoint a new Commission member. ARTICLE III. OFFICERS -- Section 1. Number. The officers of this commission shall be a -Chairperson and Vice -Chairperson, each of whom shall be elected _by the members of the commission. Section 2. Election and Term of Office. The officers of this commission s all be elected annually at the January meeting in each year; if the election of Officers shall not be heldatsuch meeting, such election shall be held as soon thereafter as is convenient. Section 3. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification or otherwise shall be filled by the members for the unexpired portion of the term. r 1 ■ • page 3 Parks & January • i. t Recreation By -Laws 9, 1974 ARTICLE III. (continued) Section 4. Chairperson. The Chairperson shall, when present, preside at all meetings of the members, appoint committees, call special meetings and in general perform all duties incident to the office of a Chairperson and such other duties as may be pre- scribed by the members from time to time. Section 5. Vice -Chairperson. In the absence of the Chairperson, or in tTe event of death, inability or refusal to act, the Vice -Chairperson shall perform the duties of the Chairperson and when so acting shall have all the powers of and be subject to all the restrictions upon the Chairperson. ARTICLE IV. DUTIES -- Section 1. Section 2. Section 3. General. As provided in Chapter 3.34, Section 1, Number D,; of the City Code, the Commission shall investigate, review, and make such reports and recommendations to the City Council relative to parks, playgrounds, recreation centers and cultural functions of the city as the Commission deems in the public interest. Capital Im rovements Budget. Each year at least �0 ays prior to t e start of the CIP budget re- view process by the City Council, the Commission shall submit to the Council its recommendations for capital.improvements relative to parks, play- grounds,- recreation centers and cultural functions. Such recommendationsshallbe for at least a five year period into the future, shall list items and estimated costs in as much detail as is deemed appropriate, and shall be based on, but not re- stricted to, data to be made available to the Commission by the City staff. Operating Budget. Each year at least 30 days prior to t e start of the process of reviewing the Operating Budget, the Commission shall submit to the City Council its recommendations relative to the operating Budget. Such recommendations need not detail the amounts, but rather should recommend i .,anuary 9, 1974 ARTICLE IV. (continued) Section 3. (continued) guidelines for setting budget levels and directions of change from prior budgets. Section 4. Policies and Programs. Periodically the COmmisslon Sha l.review the policies and programs of the Parks and Recreation Department and make such recommdnations to the City Council as are; deemed appropriate. Section 5. Referrals from Council. From time to time letters, requests or information, requests for recommendations, and other matters are referred to the Commission by the City Council. Commis- sion shall initiate consideration of such items at the next regular meeting following receipt and shall notify Council of its disposition. ARTICLE V. ORGANIZATION OF COMMISSION BUSINESS -- Section 1. Committees.- The committees of this commission including composition, duties, and terms shall be designated by the Chairperson. Section 2. Secretary. A secretary, not member, shall be provided for special meetings. to be a Commission all regular and Section 3. Agenda. The Chairperson, or a designated represen- ts— t ve together with appropriate members of the City staff, orCityCouncil shall prepare an agenda for all regular Commission meetings. Agendas are to be sent to Commission members, the City Council, and the media at least three days prior to regular meetings. Section 4. Minutes. Minutes of all regular and special meetings are to be prepared and distributed to Commission.members and City Council within one week of the meeting. Specific recommendations for the Council are to be set off from the main body of the minutes and appropriately identified. ■ ARTICLE V. (continued) Section 5. Attendance at Council Meetings. The Commission Chairperson or designate representatives are to be in attendance at all City Council meetings, including informal sessions, at which matters pertaining to the domain of the Commission re- sponsibilities are to be discussed or action taken. The Commission Chairperson is to receive Council agendas prior to each Council meeting and is to be otherwise notified of meetings involving Commission business. ARTICLE VI. AMENDMENTS -- Section 1. These by-laws may be altered, amended or repealed and new by-laws be adopted by the members at any regular meeting or at any special meeting called for that purpose. 0