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HomeMy WebLinkAbout1973-09-24 Bd Comm minutesMembers Present: Full, Hartwig, Perkins, Petersen, Summerwill Members Absent: None OthersPresent: Barker, Jones Chairman Full called the Public Hearing to order at 7130 P.M. to consider the amendment to the leases between Iowa City Airport, Commission and Iowa City Flying Service. There being no objections the Public Hearing was adjourned. Jones presented the amendment to the leases for the Commission's, consideration.' It. was moved by Summerwill, second by, Hartwig the amendment be approved subject to the,City's Attorney approval. Motion Passed as follows, Ayes Nyes X Full X Hartwig XPerkins X Petersen X Summerwill Jones presented the minutes of the July meeting. It was moved by Summerwill, second by Perkins minutes be approvedas presented. Motion carried. Jones presented the bills for the month of August. Petersen moved Perkins second the motion ,that the bills be paid ,as'presented, Motion carried. Jones reported the City is considering the feasibility of building, a new service building on part of the airport property the commission has earmark for an industrial "park. The commission felt this ,land should be kept for industrial development for industries who would use the airport. The revenues generated would help the financial status of, the airport. The commission authorized Chairman Full to advertise the 36 acre' industrial park in the National Electronic Journal. There being no other business the meeting was adjourned at 9:30 P.M. Next meeting September 20th, 7:30 P.M., Civic Center. Page 2 • Minutes September 17,'1973 sharing agreement, this confidential information would be made available to the Commission. It was moved by Bud Means and seconded by Mori Costantino that the Commission request the Mayor and City Council to enter into this Agreement. The motion ' passed by unanimous.vote. The Commission received a letter from Stever. J. Melman of the School of Law, St. Louis University'requesting a copy of our Human Relations Commission Ordinance. It was moved by Sharon Mellon and seconded by Bud Means to send a copy of our Ordinance to Mr. Melman. The motion carried by unanimous vote. The Commission received a letter from Veronika Bolder, who is Special Events Chairman of'West High School. Ms:'Kolder was requesting help from the Human Relations.Commission for a Human Relations Day Program planned',at their High School for this fall. The Commission agreed that Dick Braverman -'.would be coordinator for the Commission on, this matter, and would contact Ms. Kolder as to' special` help she requires.' The Commission received a press release on Equal Opportunity, from the Department of ''Housing and Urban Development dated August.30, 1973. The Commission referred the letter to Community Relations Director, Julie'Zelenka for her information. The Commission also referred a letter to Nick Smeed, Director of Personnel, from Ronald Gardner who'is seeking, employment. The Commission received an invitation to an open house at the Iowa City Training Center, University of Iowa, to meet Dr. Tom Walz, who 'is`the new Director of the School of Social Work. Mori,Costantino informed the Commission that she had received information from the International''Association of Official Human Rights Agencies. The information is being circulated among the group.r BUDGET It was, moved by Mori Costantino that the Chairman appear before the City, Council to again request the funds that they had requested' in their letter to the Council'of September 11`, 1973. Sharon Mellon seconded, and the motion passed by unanimous vote. 0 ; . Page 3 • Minutes September 17, 1973 PRESS RELEASE FORMAT' Nancy Vollertsen began the discussion by asking two questions about the proposed press release format. First of all she was uncertain whether or not such a format was within the 'limit of the Iowa, City Ordinance.The second question is that possibly we -were giving information which was too specific and damaging to the individuals involved. The Chairman indicated that he would discuss the press release proposal with the City Attorney. It was indicated that possibly misleading information could be derived from a release which was a;summary :of the investigative report. Bud Means suggested that maybe instead of having a press release on each issue -specific case, to make general press releases about the ordinance. Possibly the.' - use of` cases for public- information is not the proper means to educate the Iowa City public.'. Three choices were before the Commission as the proposed press release format consisted of five paragraphs: 1) they could issue no press release at all, 2) they could issue paragraphs l and 4 which were very general in content; or 3) they could issue the complete press release of.all five paragraphs which would include specific details of alcase without indicating the people' involved. It was moved by Bud Means to issue the news release consisting of only Paragraphs 1 and >4 of the proposed format' and also to proceed to attempt a public information program as to the workings' of the Ordinance and the Commission. This motion was seconded by Phil Jones'. Sharon Mellon moved to amend the motion to say ',that the, press release should provide information consisting of all paragraphs. The motion was seconded by Mori'Costantino. During discussion Bud Means indicated that he felt use of complaints for public information was not a proper format. Dick Braverman - moved to table the motion, which was seconded by Phil Jones. With dis- cussion it was decided to ask Julie Zelenka,'Community Relations Director, to devise other formats for press releases. The motion to table the motion died. The motion, to amend the motion was defeated, and when the original motion was put to vote it carried 4-2. Thus, news, release formats to be used by:the Human Relations Commission in the future will be very general in nature. STAFF AND COMMISSION MEMBER TRAINING Mori Costantino reported on her trip to Topeka, Kansas for a training, session." She indicated that during the training session they did some role; playing in hypothetical situations. She also provided information that EEOC has legal counsel available to the City Attorney for help in working cases through the courts. Page 4 Minutes September 17, 1973 She reported that the Indiana complaint form asked very specific' questions rather than just asking a complainant. situation. She felt this might be a. gooto state the d direction in which the. Commission here might go. The Commission requested that Mori present a written presentation of; her conference and what she had learned there. She indicated that her total travel expense had been $168.00. MINORITY STATUS REPORT Phil Jones presented a letter, to the Commission reflecting his feelings of the Minority Status Report. He indicated that it was an inaccurate reflection of the stauts of black and other minority persons in Iowa Cit y, He, also indicated that it 'presented misleadingstatistical data ,and that the employment information was inadeq uate. Again the question arose: "For what purpose was this information gathered and, the report requested?" The Chairman of the Commission answered that the report was''requested sol'that the Commission could; draw conclusions as to problem areas Iowa City may have, also to provide background information of characteristics in Iowa City. the population In the to the question: "What is the report going to be used for?", the Chairman indicated - that he felt there would be certain problems in the utilization Of this report. Many of the ,Commission members felt that they could not understand the report in that maybe it was too academic: Sharon Mellon suggested that Phil Jones get together with the. Community Relations Director, Julie`Zelenka, and the Director Of Community Development, Dennis Kraft, whose department had prepared the report, 'to discuss some of the problems the Commission had found with the report, i.e., lack of definitions, such as Mean, Median,, and Poverty Level, and the unclarity of some of the graphs. Dick Braverman seconded, :and the motion carried by unanimous vote. MEMORANDUM OF UNDERSTANDING This agreement between the Civil Rights Commission and the Iowa City Human, Relations Commission provides for cases within the jurisdiction of the Iowa City Human Relations Commission to be deferred to us for 45 days, then they would revert to the State Commission if progress hadn't been made. Page 5 • Minutes September 17, 1973 It was moved by Dick Braverman and 'seconded by Bud Means to recommend to the City Council that they, adopt and execute this agreement for the Human Relations-Commission. The motion carried by, unanimous vote. In the last order of business, Nancy Vollertsen'reminded the Commission that they, had not discussed one more point about the press release. The question was when to release the press release. Immediately after the closed session at which a case is decided; or'sometime later, after the complainant and respondent have been notified'of the disposition of the case? 'It was moved by Phil Jones and seconded by Sharon Mellon to make the news release concerning each case available after the closed session at, which the case is ''decided.The motion passed by a 4-2 ,vote. Mori Costantino asked for a list of cases 'pending with the Human'Relations "Commission. There being no further business to come before the Commission, it was moved by Bud Means:and_seconded by Sharon Mellon to adjourn to closed ,session'for consideration of complaints of discrimination. Upon'a roll call vote, bon Hoy, " , Phillip Jones, Bud Means, and SHaron'Mellon, Dick Braverman Mori Costantino voted yes. Kay . Maune Sec- tart' Iowa City Human Relations Commission • • 777 MINUTES Iowa City CATV; Committee June 26, 1973 MEMBERS PRESENT: Blum, Cordier, Ehninger, Hubbard, Prediger, and Welsh MEMBERS ABSENT': Eskin, Kril and Russell STAFF PRESENT Rosenstein The meeting was 'called to order at 7:30 P.M. Bill Hubbard moved to'accept 'the minutes of June 19 as submitted; Hugh Cordier seconded the, motion. The motion carried. Mr. Cordier reported briefly on his trip,to Washington and the progress being made with 'the 'Association of Public Radio Stations', headquartered in Washington. Chairman Welsh reported on his telephone conversation with the CATV in DeKalb,' Illinois. In DeKalb the public access is com- pletely 'separate from ''the 'governmental and educational access. There is a coordinator hired 'by,the CATV franchise to assist the public in programming and scheduling of public access time. The public is''trained 'to,operate the equipment. There is no public access board and the CATV franchise provides all equip- ment and facilities. The Chairman' reported that there have been no computer runs made, since the new penetration figures were suggested by the committee. It,was decided that a telephone conference with Mike Holland would be held June 27 at 12:30 P.M. in the City Manager's Office. Mr: Cordier was asked: to report on the status the University was holding on CATV. He reported that the University had com- piled a report on CATV in ,relation to, the, University. This report has not been made available to the Iowa City CATV Commi- ttee. :Mr. Cordier felt that the University would not make any concrete decisions for some time. The committee then requested Chairman Welsh to, request a copy of said University, report on CATV. It was agreed by the committee, that the public should not be •' "penalized" by taxing if the CATV system were to be municipally owned. rayl! L Dick Blum questioned the possibility of formally adopting provisions as the committee progresses. It was the feeling of the ,committee _that it would; be a good idea to pull past' consensus together. The Committee then examined the outline of possible Ordinance Provisions. It was moved by Bill Hubbard that the CATV "Board" make recommendations to the Council in relation to rates: The motion was seconded by Flo Beth Ehninger and was carried Dick Blum expressed his feeling that it should be more,specifi- cally outlined what the City Council can and cannot do :in relation.to CATV. Blum felt the '!Board" should have sole respon- sibility,for: scheduling, program content, management of program activities, space, personnel', and equipment. A`Motion ,was made by Blum, seconded by Cordier, that the Commi- ttee take such steps as necessary to insure that a referendum on municipal ownership would be forthcoming prior to other Action. _The Committee voted four 'to two on the rationale motion. ationale for on. :The the vote as expressed b P y the members ..varied. There was 'lengthy discussion on the provision that would have to be made for municipal ownership and private ownership of ;the CATV ;'system. It was': decided that due to the time element involved; the: Committee at this time would work only on an 'outline in respect to municipal ownership. The meeting was adjourned at 10:00 p.M. � egg • MINUTES Iowa City CATV Committee July '3 and 9, 1973 July 3, 1973 MEMBERS PRESENT: Blum, Ehninger, Hubbard, Prediger, Russell, and Welsh MEMBERS ABSENT Cordier, Eskin, and Kril STAFF PRESENT Rosenstein July 9, 1973 MEMBERS PRESENT: Ehninger, Hubbard, Prediger,'Russell, and Welsh MEMBERS ABSENT Blum, Cordier, Eskin,'and Kril STAFF PRESENTRosenstein These minutes are combined, because' the basic item discussed by the Committee was a Working, Draft of Ordinance Provisions, July 3, 1973. Attached to these minutes is a document reflecting the Commi- ttee's feeling of the items to be included in an Ordinance for public ownership. The following minutes' reflect those items that were not included in the second draft of Ordinance Provisions for public owner- ship and, the other items discussed by the Committee. Items related to Ordinance Provisions: 1. Need'to define agricultural' area. 2. Value of design picture as part of Ordinance (per Arlington, Virginia) 3. Relating to the carrying of 'FM signals, Dick Blum will research this and `share with the Committee additional information. 4. The section on Service Installation was deleted; in light of the three votes taken. a. The Board shall provide drops to the following public hearings . (the vote to include was • 4 in favor, 1 oppossed, and o abstaining; in light of the Committee's decision that we would only recommend items that five members of the ;.h Committee approved, the chair (who voted in favor of including this item, ruled that the vote would appear in the minutesbut not in the Ordinance Provisions to be transmitted to the Council). b.' No monthly subscription fee for public installations Vote 2-1-3 C7. Additional installation, cost or less Vote 5 in favor and 1;oppossed After discussion, it was agreed to delete the entire section. 5.' Dick Blum proposed the following guideline for handling' obscenity. If the personnel handling the technical equipment felt that there was a' violation', of the FCC rulesasrelated to obscenity, etc., he would flip the switch to take the program off the cable, and make a statement that would appear on the screen as to ' why the program was cutoff. The person would however tape the ,program so that the material is available for review, possible future presentation' if material is deemed appropriate, and for any adjudication that may be necessary. 6. 'Items to check with telephone company: a. Deposit standards b. Right to provide service without paying a charge to building owner. Items related to work that can be done during the next month and report to the City Council: 1. Consideration of the type, of projects that Stan could work on during the summer break. 'These items were included in the Second Report to the Council. 2., Approval, with revisions, of the Second Report to the City Council, July 10, 1973.' (copies already distributed) The next regularly scheduled meeting of the Committee is August 27 at 7:30 P.M. at the Civic Center. tic , • MINUTES Iowa';City CATV Committee August 27, 1973 MEMBERS PRESENT: Blum, Cordier, Ehninger, Eskin, Hubbard, Prediger, Russell, and Welsh, MEMBERS ABSENT : Kril The meeting was called to order at 7:45 P.M. The minutes of the June 26 meeting are to be re -circulated, by mail, to'the members for review. The minutes of `July 3 and 9; were accepted as amended by the following changes: page 2, subsection a, 'should read . but not in the Ordinance Provisions." page 2, paragraph 2, section 1, "These items were included in the Second, Report to the Council." should be added' after to, . the summer break. page 2, subsection c, should read "Additional Installation." Flo Beth,Ehninger felt that anyone who disagreed with any aspect of the Ordinance Provisions should write''a minority report. Dick Blum feels that many points in the Ordinance Provisions should be clarified. There was discussion regarding the form that a public vote would take, when it might be held, and what points would be included on the ballot. The',Mayor and City Manager have been informed by the Chairman that the Committee is prepared to discuss ,with the Council, at length, the basic questions concerning form of ownerhip. It is the feeling of the Chairman that the, Council will not have time to devote to this consideration during September and it is possible that this discussion may not come before November. The Committee decided to meet the first and third Tuesday of each month'. • • MINUTES Iowa City CATV Committee August 27,, 1973 Page 2 The Chairman also reported that unfortunately none of the work requested to be done through the City Manager'sOffice, per our Second Report to City Council, July lo, 1973, had The 'Chairman indicated that the City Manager regreted that the Administrative Assistant assigned to this task had not done the work requested and indicated that he hoped to assign another Administrative Assistant to the CATV Committee in the near future. It was reported that the Institute of Public Affairs has recently hired a°person to work on:a model ordinance for CATV. It was suggested„that some coordination might be worked out. It was also suggested that the City Manager might wish to use :,Some of the funds allocated at ed to the .CATV Committee to hire a research assistant., (In checking with the Institute of Public Affairs, it was noted that tney have not as yet hired a person to work on the model ordinance for CATV.) Blum presented his outline on FM Signals. His out would replace subsection VI. B. 4. c.(4) one a 4 p g_ of the'Ordinance Provisions., Further data was requested as to the type of nce it equipment needed and economic implications: This will be discussed further on September 18, 1973. I There was also Committee discussion on the proposed censorship Procedures.': These would take'the place of item 7 on page 6 of the Ordinance Provisions. It was felt that there should always be a',person in the studio during live cablecasting who is responsible for programming. The system would carry 'lia- bility insurance. There; were several ideas voiced concerning the establishment of an "Appeal Board” to handle all appeals. The Committee discussed the, pros and cons of taped vs. live cablecasting. 'Hugh Cordier-will draft a paper on this for review on September 18. ,In 'addition, Dick Blum will prepare a revised procedure in light; of the fact that a majority of the, programs will likely be taped. The next CATV Committee meeting is September 4 at 7:30 P.M. The proposed agenda is: 1. Clarification of Ordinance Provisions 2. Workshops • 3. Sensitivity Analysis and Marketing Survey �I. • MINUTES Iowa City CATV Committee September 4„ 1973 MEMBERS PRESENT: Cordier, Ehninger, Eskin, Hubbard, and Welsh MEMBERS ABSENT Blum, Kril, Prediger, and Russell STAFF PRESENT Kay Maune GUEST Mr. Gerald Eskin It was decided that at this time there would not be any correction of the June 26 minutes_since'Dick Blum made the, motion in ques- tion and he was not present. Mr. Gerald Eskin made a presentation on quantitative marketing and marketing surveys in, regard to CATV. Listed below are the major points presented to the Committee by Mr. Eskin: 1. The penetration rate, which is the ultimate answer hoped to be achieved by,a',survey, _would be the most; difficult, to compute. 2. A survey could determiner a. Objective information such as the percentage of color sets. b. Attitudes and purchasing intention, such as what type of, people would subscribe, etc. 3. Cost of su rvey,could run from $2.00 to $10.00 per respondent, depending on how simple or complex a, survey was to be run 4.Length of,survey time could run from 2 weeks to 2 months. 5.', It would be valuable to talk to other cities who ran marketing surveys on CATV to see what form 'their surveys took and how reliable the results were. 6. Committee would have to°,,decide what kind of cross section sampling they would desire for'', the survey.: Mr. Eskin suggested that the Committee think more about this and stated that he would be happy to ;assist the Committee in organ izing a survey if the Committee desired to explore this matter further. The question of color set penetration was raised again. It was suggested that nearby TV' :stations might have reliable figures.' Hugh Cordier is to contact KCRG and Kay Maune will contact WMT to obtain such figures, if available. • • MINUTES Iowa City CATV Committee September 4, 1973 Page 2 Different methods of pay-TV were discussed. There was lengthy discussion on points of clarification on the - Ordinance Provisions. These clarifications will be reflected in the next revision of the Ordinance Provisions. Rev. Welsh read a letter to the Committee from Ray Kril resigning from the CATV Committee due to his move from Iowa City. It is the feeling of the Committee that a new member 'should not be appointed"to replace Ray at this point in the, work of the Committee. The next meeting will be September 18 at 7:30'j n the Civic Center Conference Room. ,The proposedagenda is as follows: 1. Minutes of June 26, ,August 27,'and `September 4 2. Report''from`Cable Television Information Center (Bob Welsh) 3. Reports on Color. Set Penetration (Hugh Cordier and Kay'Maune) 4. Discussion on FM Provisions (DickBlum) 5. Discussion of "Censorship;, Procedures" (Dick Blum and Ilugh Cordier) 6. Public 'Involvement Workshops Od • IOWA CITY PUBLIC LIBRARY AGENDA September 20, 1973 I. Secretary's Report A. Minutes of the August 16, 1973 meeting' II. Financial Report III. Approval of Bills IV. Director's Report', A. Iowa City Public Library B. Seven Rivers Library System V. Committee Reports A.' Executive Session of the',Personnel Committee - August 20, 1973 B. Finance Committee Meeting - August 25, 1973 C. Community Relations Committee' Meeting'- September 13, 1973 VI. Old 'Business Action on letter dated August, 6, 1973 from Nelle Neafie, Seven Rivers Consultant, requesting back pay. Question was referred to Personnel Committee at the August 16 meeting. (Note that a check to cover the requested amount has been sent by:,the IowaiLibrary Commission) VII. Communications Staff grievance petition dated September 9, 1973 requesting meeting with the Board of Trustees VIII. New Business A. Personnel Policy Funeral Policy - interpret as special leave, not part of any other'form of leave; handle on a per incidence basis B. ,Grievance Procedure Parallel amended City policy insofar as procedural steps, are concerned. Consider allowing appeal from Board to Civil Service Commission (Director recommends referring the question of Grievance Procedures to the Personnel 'Committee'for'action as soon as the City has acted on the policy change now pending). C. Fines • Raise charge for overdue, library materials from 5C to loo per day for adult materials; children's materials to remain unchanged. (This recommendation of the Finance Committee • MINUTES The ,regular meeting of the Board of Trustees of the Iowa City Public 'Library day, August 16, 1973, at'4 p.m. in the Director's was held Thursday, Office. President Downer presiding. MEMBERS PRESENT: Buchan, Bywater, Canter, Downer, Farber, Kirkman, Trumpp MEMBERS, ABSENT: Newsome, Richerson STAFF PRESENT': Hurkett OTHERS PRESENT- Connie Lane, observer, League of Women Voters APPROVAL OF MINUTES T e minutes of ,t the July 19 regular meeting were approved as corrected. The minutes of the July, 25 special meetingwere approved as read. FINANCIAL REPORT Mr. Downer stated that the county auditor is carrying money in accounts for a "county ,library lfund" and, one for "district library fund." The Finance Department is'now taking care of this and we,will'get the money to.which we are entitled,from the county fund. (The district library fund pertains to the area school,system'and has no connection with us.) A motion for acceptance of the financial report was made (Canter, Farber).', LIBRARY BILLS A motion that the bills be approved was made and seconded (Canter, Buchan) PRESIDENT'S REPORT The committee chairmanships and memberships are the same, due to the change in election month. Committees will serve until June 30, 1974. Mr. Downer stated that Joe Pugh felt our budget was more realistic than some other departments in its statement of salaries and wages.' Mr.' Downer quite optimistic about its approval. Mr: Wells, the city, manager, will talk to 'us about any drastic changes before submitting it to the 'Council. If there were to be any substantial cut, we would surely - hear about it within the next week,, as it is unlikely the Council would' cut if the City Manager doesn't suggest it. DIRECTOR'S REPORT Mr. Walker has caulked the'flashing'on the roof, as well as the vents. The exhaust vents on the roof just',don't'work. Mr. Walker says he could repair them if he could find the switch that controls them. -A section of stone facing has broken away from the west wall of the library. This was - • the section that was repainted last year. It can be patched by Mr. Walker,', but the end result will look like a patch job. • For the past year service has been provided to the County Home by both the adult and children's departments in cooperation with Kirkwood Com- munity College. Children's Services set a goal of 6,500 circulation this summer for our contract areas We passed the goal by the second week in August. To accomplish this goal, Children's Services made visits to schools and gave special summer programs in North Liberty and Lone Tree. A complete inventory is, being done in 'Children's Services which will be complete by the end of September. The Director hasn't given up hope for a detection system. We, have taken the first sample of our survey of library use. We are looking at the amount of use of the building, how much the card catalog is used, number of periodical browers, use of reference services,'and a breakdown into 'periods ,of heaviest use,' etc. The Children's Department will be working with some volunteers in 'cooper- ation with the, National Society for the,Prevention of Blindness to give eye checks to preschool children. This will coordinate efforts with the Delta Gamma program. An in-house audit by the library staff of our 1974 budget figures showed several, errors were made. Into fines 'and'fees should be an additional $3,500 to bring the total to.$14,500. An audit of personnel requests with explanatory tables is available. The difference in budget figures is $3,012 over what we sent -to the City. Mr. Kirkman moved that we revise the budget to show the changes indicated by the Director (seconded by Trumpp). As a personnel management device, the director stated that position guides will be compiled with the participation of the employees. :The, Position guides are very useful when appraising an employee's performance. They also ;are 'a positive communication device as well as an employee morale builder. Mr. Hurkett noted that he has also discussed how, to con- duct a successful evaluation interview with library division heads'. COMMUNICATIONS 1. A,letter from Harvey R. Diehl 2. A'letter from Paul'W. Jewett Both of these letters are complimentary in connection with overdue library materials. COMMUNITYRELATIONS Mrs. Bywater expressed the feeling `that 'excellent relations with the public, found elsewhere in the library break down at the Circulation Desk. She feels the people there are not helpful'. She had a personal experience that was not good. The Director feels we should rely on full-time • regular staffing at that desk; now we rely heavily on part-time 'help and on college work/study people. The Director noted that at his direction only certain designated employees can handle the cash, which may make it seem that service is slow at times. -2- 1 � • • The Director stated that it has been emphasized and re-emphasized that when aclerk' doesn't know'the answer to a question or problem, the super- visor should be called and patrons shouldn't -have to run all over the library looking for people. Mrs. Bywater asked if patrons should be expected to pay a fine which has grown large ,with no notification' being sent?, _ This problem is to be referred to the Community Relations, Committee. There is also a possibility of reactivating the Friends of the, Library, group. Nelle Neafie has requested back pay. She was on Seven Rivers payroll ferred and was told by the State Traveling Librarian that she must be trans - ,to the state payroll. Mrs. Neafie felt she was deprived of vacation rights. The reason has been lost in history as to why she was to,be transferred to the State payroll. She claims.$1,250'for vacation time not taken in years past. This has'been referred to the Personnel Committee, for discussion. Amotiron was made and carried Tumpp). that the meeting be adjourned (Bywater,, umpp Secretary • Personnel Committee meeting August 20, 1973 at 7:30 p.m. in the Director's Office' (Executive.Session). PRESENT: Mrs, Trumpp, Chairwoman) Buchan, Downer, Farber,''Hurkett, Neafie.' The meeting was called to, discuss ,the request by Nelle Neafie, area consultant for Seven Rivers, for compensation in the 'amount of $1,299 for vacation, not taken. Mrs. Neafie had discussed the matter with,° the administrator for Seven Rivers, Jack W. Hurkett„who asked her to put her request in writing so he could act upon it. (This request is attached.) Mrs. Neafie had previously pursued this claim by discussion with the Iowa State Traveling Library, the Merit Commission, and others'. With the imminent phase-out of the existing,Seven Rivers organization, she felt that the claim for reimbursement must be 'finalized immediately. Mr. Hurkett, as administrator, telephoned Barry Porter, the newly appointed State Librarian, to explain the situation and also to state that inasmuch as this'claim could not have been foreseen, it was not budgeted into the interim :service ,period July 1, 1973 to December 31, 1973. He also told Mr. Porter that it would be impossible for Seven Rivers to maintain minimum services during this period and still meet the, claim, then estimated by Mrs. Neafie at $1,250.He pointed out that there had been no fourth quarter payments to any ,ofcthe coopera- tives and 'requested:that Seven Rivers be given some monetary help, in meeting the claim. Mr. Porter has 'sent a'check in the amount of $1,250 as ',a fourth quarter.payment'to the'Seven Rivers Library System. Mrs. Neafie stated that her employer was changed in July 1970. She lost compensatory time when she was transferred to the state payroll. She said she didn't have any ,time for vacation. She was working 60-hour weeks, evenings, Saturdays, and Sundays. 'It was her choice not to go on vacation. Her last vacation was in 1969 (for 1968), and she has had no vacations since. The state knew she had six weeks' vacation time coming from Seven Rivers when she was':'hired. She was.told and said she did have the same fringe benefits as the regular Iowa City Library staff. She had been talking about her situation since July 1970 (date of trans fer) and has been stalled and put off since. The state executive council said no one can drive a state car without being a state employee--this was the main reason for the transfer. A whole new classification system was set up.', There are three consul- tants in the state: one 'drives a bookmobile, Nelle and another drive state vehicles. Therefore,: only two are on the state payroll. Nelle was the only one transferred to the state payroll at the time; the • other person was always on 'the state payroll. -4- • Personnel Committee continued Nelle felt this was an administrative decision, but Mr.,Hurkett felt otherwise. Mr. Downer stated .that this was a`policy matter. Mr. Downer interpreted the ,personnellpolicy at that time as saying vacationsshould be taken within the calendar year. Therefore, we do have a policy ,matter versus an administrative matter. Mrs. Neafie explained that Seven Rivers always operated as a separate organization from ICPL'. -There was never a Seven Rivers policy. Mr. Downer replied that it is unfortunate that this problem of setting policy.couldn't have been taken care of at the time Sally Helm was the administrator :of Seven Rivers, by discussion with and the help of the Iowa State Traveling Library. Nothing was written; there was just a verbal agreement between Mrs. Helm and Mrs. Neafie. The minutes of'November 1969 to January 1970 were checked and nothing was found concerning_this matter. Mrs. Neafie was hired by Seven Rivers, not Iowa City, so she would not have read the Iowa City policy.' The Iowa City policy spelled out what they wanted done. Mrs. Neafie was excused. The committee agreed to pay, upon approval of the rest of the Board. Secretary pro -tem Alk 1 • Finance Committee meeting August 25, 1973 at 10:00 a.m. in the Director's Office. PRESENT: Mrs. Buchan, chairwoman ABSENT: Farber, Bywater Canter, Downer, Hurkett This meeting was called to discuss additional budget cuts. The city claims that it is $900,000 short in anticipated receipts; that the property evaluation did not The city is "cash raise as much as was expected. poor ,'credit .good. The library claims are as follows: A. Budget: 1973--$27,000 was cut from our original request. B• OMP: 1973 --Added $35,000 plus.or minus $14,000 for OSHA repairs to the building giving a $21,000 margin of discretionary spending. C. During 1971-72 we spent heavily on placing the building (roof) and grounds into sounder condition; added functional improvements (ramp entrance, "stairs); with glassed in entrance foyer;' and improved, aesthetics (planters on west side, four trees on east side) and painted the interior. D. During 1973 we have again a problem with roof leaks and interior damage; stone facing on building crumbled and was repaired by our buildingmaintenance man. I E. NOTE: Much of interior re-painting.was done by the director and the children' 11 s brarian on their own time; many, repairs were accomplished with only one building maintenance man on the job, causing problems in cleanly appearance of exterior and interior from time to time. F. Comment: A -starved operating budget during 1971 and 1972 had results as follows: 1. Short 'on support staff --forced into using part-time hourly help; subsidized programs as college work -study, -NYC, Mayor's Summer Youth Employment program, and volunteers for 'perfor- mance of basic tasks a. high cost of training and re-training b. public service deficiencies= -slow "turn around'' time on reshelving, mediocre direct 'contact with patrons at Main Desk 2• Short on library materials and equipment 3. Very important! For the past five years we have relied very heavily on Seven Rivers for staff fime,'as well as shared operating funding. We pay a penalty In 1973. -6- Finance Committee continued • G. Personnel in 1973 1. Because of changes in the college work/study and the N.Y.C. programs and the library's heavy reliance on them for the performance of basic duties, our service "came apart at the seams" early this year and we were forced to hire regular, paid: employees to perform these basic' tasks. Some of our employees are still on a part time hourly wage basis, however. 2. Because of budgetary strictures we have had to hire pro- fessional, clerical, and library aide help to serve part time. We get the advantage ofhighly motivated people willing to work at peakhours including evenings and week -ends. on the other hand,' because of the interruptions to the college work study and N.Y.C.,progremsras well as for other reasons, we have had and continue" to have a substantial turn over in personnel. ,This causes expensive training and re-training.and difficulty.with'communications'. For example,we have a shorter "'turn around" time on re - shelving; better reserves control, more efficient'overdues and fines collections, and a new cost, control procedure (stamping) which affects book purchases of current books ,i in heavy demand. H. Efficiency 1.' Annual Report, � t 7 `19 2 p a. See statistical comparison tables' b.' See graphs c. See compara4_ve,table on staffing for 5 years 2. Graphs & Tablas, through July 1973 a. Adult Circulation b. Children's Circulation C. Reference/Information Graph I. Lack of Efficiency 1., Building "swallows up" work hours and, with its four major operating levels, 'seven levels total. For example, shelving operation is multi -handled on and offl,two book elevators (costly to maintain) 2. Building is cut up into small areas preventing ordinary customer service relationships from being established d. • J. Summary --Cut in original request will result in the following: 1. Choice between gross inefficiency in terms of cost/benefit ratio; 7 i o � Finance Committee continued a. highly paid employees doing routine work b• customer service problems C. :reduction inhours,. service programs- 2. rograms 2. Series of hard choices on what to give up K. Recommendation: Do not use term "budget"with the Council. Instead use the term "need6koperating funds Bare bone cuts as follows Personal Services 6000 $18,375 all new personnel (must be audited for cost) Commodities ----------------- 7000 $ 2,000 Operating supplies, repairs & maintenance', Services '& Charges (8000) 8163 $ 1,125 r 500 Work/study for children's services 8630 930 NILE processing . Equipment service contracts 8512 130 8220 500 Electricity'(4�`cut 'in light bill) 8760 600 Postage Film rentals Capital Outlay (9000)' 9321 $ 5,200 _ Library Materials ($1,000 --Children's) 11500 9,200 --Adult) FILMS, Inc. Total $30,860 Some questions were raised: Mr. Downer suggested raising the amount of fines. Mrs. Buchan suggestedPeliminating.the printing and mailing of "What's New" and business flyers. A rough estimate of savings 'was $1,200.' There is a danger of relying on revenue-sharing for books and ,materialsfinancing. What happens when this is changed, as it may well be? How much 'can we,cut,.from personnel without changing ,,hours.or substantially cutting service? In regard to public utilities, all we'd save by closing all day " Thursday and'Sunday afternoon is $130 in electricity. How can we reduce our budget request and not retrench? Since our lowest priority services are the least costly we would not save significantly,if we cut those services. The meeting was adjourned. Secretary pro -tem Approved ■ MINUTES • Community Relations Committee September 13, 1973 Members present: Mrs. Linda Bywater, chairperson, Mrs. Louane Newsome, Mr. David ,Kirkman, Mr. Robert Downer, President Board of Trustees Members absent: Mrs. Suzanne Richerson Staff present: Jack W. Hurkett,' Library Director The first item on the agenda was the formationof a Friends of the Library group.', The library director supplied some attachments to aid in the discussion of the matter. It was,the consensus of the library;' committee that the recommendation should be made to the Hoard: of Trustees, favorable to ,the formation of a Friends,, of the Library group for the Iowa City (Public Library. The second item on the agenda was projecting the library image. effectively. The committee discussedfsome of the current problems in effective customer relations as,well as other; aspects 'of'ser vice. The committee recommended that the Director take great care in hiring a personable individual for the circulation department and that the proceddres outline&,for specific problems 'be'followed. Everypatron should leave the library with a comfortable feeling. The third item':on the agenda was borrower's identification cards. The director answered the question of whether the library should issue a borrowers card to a teacher who lives outside the cmfined service area by saying that we seemed already to have answered that question in our statement of objectives for the Iowa City Public Library during the 1970's. He pointed out however that while we should not extend Our services beyond theexistingpatterns of service neverthelesssuch a teacher could borrow materials through ;the school library on, an interlibrary' loan basis. The direcdor those pointed out that the issuance of borrower's cards including e for non-residents and contractual service to unincorporated Johnson County,' North Liberty, and Lone Tree all ,will be affected by the recently enacted Regional Library Services Act. The Regional Library Services Act in section 7.3 states that the regional trustees must provide direct public library with- out charge intheir<respective regions for an initial', period of four years toindividuals;',who have no access to public library service:- Forlexample, residents:"of Hills who do not have direct access to a library would be entitled to library service under some arrangement to be made by the East Central' Library Board. The fourth item on the agenda was BUDGET 1974. It was generally'' • agreed that spontaneous authors of public support would be wel- comed now that formal negotiations between the finance committee and the city council have been completed, but that the library should not launch a concerted public relations campaign effort. -10- SEVEN RIVERS CONSULTANT'S REPORT Nelle Neafie I. Visits to Members Bettendorf Blairstown Chelsea Grinnell Marengo Mechanicsville' Shellsburg Standwood Tama Tipton Wellman West Liberty Wilton II. Visits to non-members, Coralville III. Special Meetings Visited with Iowa City 'Public Library Board of Directors Worked with Hiawatha board on planning library changes -- they hope to move into another larger building very soon. Orientation for regional board members in Des Moines. -12- • CHILDREN'S SERVICES, AUGUST 1972 Hazel Westgate, Senior Librarian One; of the gilt-edged truths, along with the sanctity of mothers, the folly of whistling girls', and the need to keep Your feet dry, is the belief that libraries are quiet in August. It isn't so --even the last days before school opened when children might have been treasuring their few hours of freedom. We have been very pleased with the success of the entire summer program and are happy that the children and their parents have been pleased, too. Manysummer'' residents made their pleasure known to us and some even,stated'intentions of telling Buffalo, Portland, and Omaha what to do. Cindy Hamilton, who leaves at the end of,August, ,will be replaced by Paula Matthews of our work-study, staff.- (Appli- cants ranged from teachers to an agricultural economist to a bartender.) 'Paula .is a student at the School of Library Science and has been conducting the "Music Matters" program. Herlsuccession allows us to'upgrade theposition' from Clerk to Assistant. Another addition to our staff is Susan Vickroy, who is on< the NYC program., Angela Lake and Carla Williams, schoolgirl volunteers who help us for a few hours almost every Saturday, 'continued faithfully through the summer; we gave them gift certificates 'from ',Baskin-Robbins Ice Cream:Store. As for our small patrons themselves --one pridefully announced: "I can draw peoples' elbows." And another did a spot'of 'word explaining: "When they're bbbies they're called 'mice,' but when one, grows up it's a 'mouse.'" L REFERENCE/ADULT SERVICES Jeanette Carter,.Senior Librarian I. l S ERVAC ES h9ool OIr000 ano I I I (go10 o W Igooi I ! I I I ! 16evI Ism is Reference questions for,the month of August totalled 1,213. This compares with a total of 943 questions during August 1972. Subjects for which all information was out were:, power tools, jewelry making, house plants, silver jewelry, and canning and preserving. Interesting questions handled during the month included:`. How do you spell,shtik? Is Henry Kissinger a citizen? Are there any associations of personnel, directors in Iowa? What was Nixon's "Checkers Speech?" Can you give meta list of all the Chiropractic schools in the U.S.? How do you makelbeef jerky? Can you give 'me summaries of the Walsh -Healy and Davis - Bacon Acts? Do eels and sharks have bones or cartilage? Does the library1have a list of Iowa City day care centers? Can you give me'a copy of an obituary from the August 13, 1937 Press -Citizen?', Do you have books to help practice for a secretarial exam? What is the difference between a spice and an herb? How do you say Happy Birthday in Czech? • Do you have al list of boarding or military schools? How do you lay out a putting green? SERVICE CONTRACTS . I• Number of borrowers registering during August 1973 Johnson County Adult Lone Tree North Liberty Juvenile 68 13 4 2 8 Total 81 1 II• Number of registered borrowers 6 9 to date Johnson County • Adult 1099 Lone Tree North Liberty Juvenile 102 162 -- -. _ 430 Total 1201' — 14 III. Number of items circulated duringAugust 166 44 1973 Johnson Coun 1972 1973y 19 Lone Tree Norah Liberty Adult 1087 72 1973 1972 1973 Juvenile 3187 1121 5208 68 141 127 Total 2208 8395 36 399 105 353 583 IV.Number of items 590 232 936• circualted January - August 19734 Johnson County 1972 1973y Lone Tree 1972,:1973 North Libert Adult 12093, 16042 1972 1973 Juvenile 10013' 14586 r 898' 932 1383 615 1059 967 1514 Total 22106 30628 — 1__824 1513 1991 2350 3338 I. Circulatio n 1971 1972 1973 Department s productions .01 121 106 s of viewers * 3 3 film/N 120 lms 76 , 128 ADULT 17304 17491 19109 A. 1 Adult Books' Record Art Re 16mm 8mm Fi TOTAL B. Child ren r. Tr1I'AL II. .Interlibr A: Borro B. Loaned III. Reference A. Inte B. In pe C. Mail D. Telep TV. Registered A. Adult B. Child r: TrfrAT, ary wed rson hone ren's 's Department 16847 18032 21092- CIRCULATION 34151 35523 40201 Loan 32 42 54 124 166 316 Questions (Adult Department) rlibrary'loan 53 57' 78 reference questions Reference Questions 315 391 517 1 42_ 59. reference questions 309 453' 637 Borrowers - Department 14926 17670 11749* Department 6152 6062 5949 RFrjISTERED BORROWERS 21078 23732 17698 ** •* statistics not kept until May 1972 **'statistics reflect new policy RE issuance of new non -expiring cards and the re -registration to obtain such cards; policy effective l/1/73 -17 A. 'Books 3.9 71 1. Adult and Young Adult Fiction _. 17184 Non-fiction 36615 Periodical Volumes 2876 TOTAL - 56675 - 2. Children's' Fiction �_ _� 10636: - Non-fiction 17695 TO'J'AL _ 28331 3'. TotnL Hooks, Adult and Children's_ 85006 B. Recordings C. Tape recordings D. Art Reproductions E. 8mm Films (Number of'reels),_!_ F. Microfilm G. Paperbacks FINANCE: FINES ANI 1. ''Fines Collected - 2. Non -Resident Fees 3. Other: Telephone Commission • ; 4. Total Finances -16- 1360 26 283 214 601 56 FEES _671.25 1 1972 16683 41497 2876 61056 10882` 18766 19648 90704 1971 81 343 331 765 25 1973 17976 rrugrams 15 Feature Film Programs (attendance 472) Rental Cost: $108 (about 22C/viewer) Puppet show IV. Staff Activities Hurket£: August '1 - City Manager Staff Meeting - Scheduling Meeting with Dick Nelson about Practicum Students 2 — Budget Meeting with Pat Strabala Meeting -with Nick Smeed: Reclassification of job vacancy 3 - Meeting, with Bob Downer, and City Manager about Budget '74 7 - Inspection of library facilities and operation r for Workmen's compensationby Iowa National Mutual 'Insurance Company. 8 - City. Manager Staff Meeting 13 — Meeting with,Bob'Downer and 'Joe Pugh about Johnson County Contract 15 - City Manager 'Staff Meeting 16 Board of Trustees Meeting 18 - Iowa State Library Commission: Orientation of Regional Trustees 20 - Notificaiton from Joe Pugh about Budget Cut - $35,000 - Board of Trustees Personnel Committee Meeting 22 City Manager Staff Meeting 25 - Finance Committee Meeting 27 - Discussiolb Of''Budget Cut with City Manager; Bob Downer and Pat Strabala 29 -'City Manager: Division and Department Head Meet- ing 31 - Notification from Barry Porter - termination of TWX service 9/30 Carter August 26,27,29 - United Way Executive Board Eggers: August 10, 11 - Visited libraries in Omaha, Nebraska 20 - NILE Advisory Board Quarterly Meeting, Mason City -21- -22- • IV. Staff Activities (Continued) Spaziani: August 10 - Dottie Ray Show 20'- United Way Planning Division 21 - "How to keep sex bias out of the classroom" (a workshop for Iowa City teachers in-service training) Tucker:; August - Visit to Owen Sound, Ontario, Information Center' Westgate: August 29 - City Managers Meeting. 31 - Fall mobilepacket for teachers (multiple requests) V. Tours Kirkwood College Study 45 Skill Course -:Tour and, Instruction on Use of the Library - 15 VI. Gifts 43 books 1 record 60 paperbacks -22-