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2022-12-06 Bd Comm minutes
_'"ewr�� CITY OF IOWA CITY www.icgov.org December 6, 2022 ATTACHMENTS: Description Airport Commission: October 13 Item Number: 3.a. MINUTES IOWA CITY AIRPORT COMMISSION October 13, 2022 — 6:00 P.M. AIRPORT TERMINAL BUILDING FINAL Members Present: Warren Bishop, Scott Clair (via Zoom), Judy Pfohl, Hellecktra Orozco, Chris Lawrence Members Absent: Staff Present: Michael Tharp, Jennifer Schwickerath, Others Present: Matt Wolford, Carl Byers, Kitzy Lemke, Regenia Bailey RECOMMENDATIONS TO COUNCIL: Reclassify Airport Manager from Pay Grade 23 to Pay Grade 27 DETERMINE QUORUM A quorum was determined at 6:01 pm and Pfohl called the meeting to order. APPROVAL OF MINUTES Bishop moved to accept the minutes of September 8, 2022, seconded by Orozco. Motion carried 3-0 (Lawrence abstain, Clair absent) PUBLIC COMMENT Byers introduced Kitzy Lemke who has been working for Bolton & Menk as a project manager and has been at IOW inspecting work on the runway threshold changes, ITEMS FOR DISCUSSION / ACTION a. Consider a resolution approving agreement with Bailey Leadership Initiative LLC — Tharp stated that there were a couple of changes from the contract in the packet. Tharp noted that they deleted the insurance requirements, something that was previously done. Tharp also noted a change in the indemnity language that was taken from the 2018 contract. Both of those changes were reflective of the project being Tess of physical construction project and instead a planning process contract. Bishop moved the resolution #A22-28, seconded by Lawrence. Motion carried 5-0 b. Airport Strategic Plan — Tharp introduced Regenia Bailey owner of Bailey Leadership Initiative. Tharp stated Bailey was a former City Council member, and City Mayor, and that she was the facilitator for the last strategic plan which is why he reached out to her again for this update. Tharp noted that tonight they wanted to talk about the survey process and the survey questions. Bailey and Tharp shared the previous plan's survey questions and stated the plan was to use the same Airport Commission October 13, 2022 Page 205 questions but also there's still opportunity to ask additional questions. Members asked about how the surveys were delivered. Bailey noted they were previously delivered through a city press release, social media links, and word of mouth. Members discussed the options of having print surveys in the terminal. Lawrence suggested something with a QR code for access. Bishop asked about including pilot specific questions. Members continued to discuss the numbers of questions and having questions if certain conditions exist, such as a survey taker indicating they're a pilot. Members continued to discuss questions and resolved to add a question for services at the airport. Bailey stated that she would finalize the survey and send it to Tharp so that he could share it as well as send out the notices of it. c. Airport Construction Projects: i. FAA grant projects 1. Runway 25 Threshold Relocation — Tharp mentioned that he's sent out some emails over the last week with schedule updates. Tharp noted that due to some equipment breakdowns the contractor was planning on working through the weekend. Monday, instead of two small intersection closures, they were anticipating a single larger closure. Tharp stated as the runway getting finished he hoped some limited access was possible. Tharp stated they were last scheduled for flight check on October 24°i. Lawrence asked about the procedure publication. Tharp noted the procedure will be published on November 3rd 2. Runway 12/30 Displaced Threshold/Relocation — Tharp stated they received the go -letter from the FAA for this project and Bolton & Menk were working the task order. Wolford asked about the project scope. Tharp stated the project called for the remarking of 12 with a 500 foot displaced threshold and the addition of 300 feet of pavement at the 30 end. ii. Iowa DOT grant projects 1. FY22 Program a. South T -hangar infrastructure — Tharp noted this is still a spring time project, but its on the agenda because its an active project. Bishop asked about hangar development. Tharp noted he doesn't have anything solid, but has had a number of nibbles. Tharp stated that he mentions the project whenever he gets calls for hangar space. 2. FY23 Program — a. Terminal Building Improvements Tharp stated they had received the signed grant agreements back from the state and needed to get task orders from Bolton & Menk b. Wayfinding!Signage iii.. Airport/Locally Funded Projects t Parking Lot Additions — Tharp stated that the project has started and they were looking to get that completed in the near future 2. HangarA Mural Project—Tharp stated that Wendy Ford had taken the RFQ to the Public Art Advisory Committee for approval earlier in the day. He noted the RFQ had a submittal date of November 14th iv. Future Projects Airport Commission October 13, 2022 Page 3 of 5 1. Terminal Area Study - Tharp stated they need to do a consultant selection process for this project since they were using federal funds. Tharp discussed the RFQ stating the FAA has certain language that is required in the document and nothing that FAA does review them and gives their ok confirming those projects would be eligible for funds. Tharp noted the difference in the documents was with the terminal building and the large construction project item would be included in their future 5 -year RFQ. a. Consultant RFQ 2. Solar Power/Panel - a. Consultant RFQ - Tharp stated that as part of this project they were looking at including the University research building and Jet Air building into the plan again as now they're looking at purchasing the system outright. d. Airport "Operations" I. Budget 1. Consider a motion approving FY24 budget submittal - Tharp stated that after the subcommittee met he had gone back to Finance to confirm numbers based on the recommendation and they came back well above what he had estimated. He stated that the budget will still continue to show a surplus and then next month the Commission can discuss the payroll changes at their November meeting. Lawrence moved to approve the FY2024 budget proposal, seconded by Bishop. Motion carried 5-0 ii. Management Members discussed the recommendation of the payroll grade change. Schwickerath stated that the process for the pay grade change was something that the Council would consider and stated that waiting until the Council had made those changes then the Commission could change the pay within the grade. 1. Airport Manager Position - Pfohl moved to recommend to City Council to reclassify the pay grade of the Airport Manager position to grade 27, seconded by Bishop. Motion carried 5-0 iii. Events Tharp stated that he deleted the categories because they were done for the winter. Tharp noted the only thing planned for 2023 was the pancake breakfast. Lawrence asked about the autocross and Tharp responded. e. FBO 1 Flight Training Reports - 1. Jet Air - Wolford noted he didn't print the maintenance reports, and didn't see them in the packet. He noted that right now it was mostly picking up garbage and getting ready for winter. Wolford noted that with the closure they've had their jets at Cedar Rapids while the runway closure has been active. He noted fuel prices had started to come down but then were going back up. Wolford announced that Jet Air had purchased Cobb Aviation in Macomb, Illinois and they were working continuing to get through that transition. f. Commission Members' Reports - none g. Staff Report - none Airport Commission October 13, 2022 Page 4of 5 SET NEXT REGULAR MEETING The next meeting is scheduled for 6:00 pm, November 10, 2022, at the Airport. Claire noted he would be absent, and Lawrence noted he would be calling in. ADJOURN Bishop moved to adjourn, seconded by Lawrence. Motion carried 5-0. Meeting was adjourned at 7:OOpm. CHAIRPERSON r/—/a-,Zu.2 DATE Airport Commission Ootober 13, 2022 Page 5 of Airport Commission ATTENDANCE RECORD 2021-2022 NAMEc`n TERM EXP, D oo s N a O cca p N ,a a N N ..� a -t s COo N -t s N O CO N ..a O .� c, N N 1113122 N N Q w c N N 4 N N tn N N Q COco Q C) N N O s a N N Q © 'Rr N N co co i — N N C7 co — e 6 ti N Warren Bishop 06/30/26 X x X X x X X x X X X X X 0 X X X Scott Clair 06/30/23 X X X 0 X X X X X X X X X XIS X X x Christopher Lawrence 06130/25 x x X O/E X X X X X O/E X X X 0/S X O/E X Hellecktra Orozco 06/30/24 X X X X x X X X X X X X X XIS X ©/E X Judy Pfohl 06/30/26 X X X X X X X X X X X X X XIS X X X Key: X = Present X/E = Present for Part of Meeting © = Absent O/E = Absent/Excused NM = Not a Member at this time X/S = Present for subcommittee meeting OIS = Absent, not a member of the subcommittee CITY OF IOWA CITY www.icgov.org December 6, 2022 ATTACHMENTS: Description Board of Adjustment: July 18 Item Number: 3.b. MINUTES BOARD OF ADJUSTMENT FORMAL MEETING EMMA HARVAT HALL JULY 18, 2022 — 5:15 PM FINAL MEMBERS PRESENT: Nancy Carlson, Gene Chrischilles, Bryce Parker, Mark Russo MEMBERS ABSENT: STAFF PRESENT: Sue Dulek, Kirk Lehmann OTHERS PRESENT: Chris Pose, Mike Pugh CALL TO ORDER: The meeting was called to order at 5:15 PM. ROLL CALL: A brief opening statement was read by Chrischilles outlining the role and purpose of the Board and the procedures that would be followed in the meeting. IN MEMORY OF AMY PRETORIUS: Chrischilles made some remarks in remembrance of Amy Pretorius, a Board member who recently passed. Speaking on behalf of the Board and associated city staff when remembering and mourning the passing of Amy Pretorius, condolences go out to her surviving husband and son. Amy always came to meetings prepared and presented her views with a smile on her face. She served as a chairperson who always kept the meetings running efficiently and her opinions were well thought out. She was an individual that wanted to give back to the community and make it a better place. She was a solid part of this Board and will be missed by all. SPECIAL EXCEPTION ITEM EXC22-0005: An application submitted on behalf of MidAmerican Energy to allow a basic utility use for an electric substation south of Lehman Avenue and east of Soccer Park Road. Chrischilles opened the public hearing. Lehmann began the staff report noting the location of this proposed project is on a parcel in the south area of the City, south of Lehman Avenue, east of Soccer Park Road and west of the Sycamore Greenway. This parcel is larger than what the actual substation would as it would only a portion of this parcel. Lehmann noted it's primarily agricultural land in the surrounding areas and it is just north of the wastewater treatment plant. Lehmann stated there's not really any development nearby, but there are some apartments north of Lehman Road approximately 800 feet away. This parcel is also within the area right next to the 1000 -foot buffer of the water treatment plant, and this is an area that the City is looking to retain as undeveloped to allow future expansions of the wastewater treatment plant. As far as zoning, a portion of the area was recently rezoned to Neighborhood Public, which is the P1 zone, but when the application was submitted and staff prepared the initial staff report, it was still zoned Interim Development - Board of Adjustment July 18, 2022 Page 2 of 7 Multifamily Residential (ID -RM) but is no longer for the portion where the substation will be. Adjacent zones are Neighborhood Public as well as some other Interim Development zones that are residential, both single family and multifamily. The purpose of this application is to establish an electrical substation for MidAmerican Energy on about 3,9 acres. Again, Council just rezoned this property to Neighborhood Public zone on July 12. There are currently eight other substations in Iowa City, the most recent was installed in 2020. Electric substations provide a necessary service and allow electrical usage for surrounding areas, and they have to be close to those uses for which they provide power as they draw from transmission lines and make that usable for the nearby development. The applicant did not hold a good neighbor meeting as part of this application but did reach out to all neighboring property owners as there aren't that many within 500 feet. Lehmann next showed the site plan noting there is an access easement that would run along the transmission lines that are currently running through the field south of Lehman Avenue. The site itself is just outside of that 1000 -foot buffer and it would connect directly into the transmission lines. He pointed out the transmission line that runs along the west property line and how the towers would connect into it, they're approximately 50 feet tall. The site plan also shows landscaping all around and it includes many large trees, and there is fencing as well as around the substation, Lehmann showed some pictures of the surrounding area noting east along Lehman Avenue is currently not a developed road, so the applicant would need to extend that road which was a condition of the rezoning. He showed a picture of the apartment complex that's the closest development but noted it's relatively far from the substation itself. The role of the Board tonight is to approve, approve with conditions or deny the application based on the facts presented. To approve the special exception the Board must find that it meets all approval criteria which includes both specific criteria tied to the special exception requested and then also the general standards that apply to all special exceptions. The specific standard is located at 14 -4B -4D -1b and is related to basic utility uses not enclosed within a building. In P1 zones such uses are permitted by special exceptions. It states they must be screened from the public view of adjacent residential zones to the S3 standard and must also be compatible with surrounding structures and uses with regards to safety, size, height, scale, location, and design. Regarding the screening for public view of adjacent residential zones, again the property is more than 850 feet from the closest residential development, which is a multifamily complex north of Lehman Avenue, and the surrounding area is largely undeveloped and used for agriculture. Therefore, there aren't really any adjacent residential uses. In terms of the characteristics of the substation itself, the site's approximately 210 by 257 feet and the substations is set back more than 75 feet from all of the property lines. The tallest part of the substation are the 50 -foot -tall dead-end towers and shield masks and those are what tap into the transmission lines to the west. In terms of elevation, the properties to the north, west and south are higher than this, but the substation is at a higher elevation than the properties to the east. The site plan shows an eight -foot -tall chain link fence with barbed wire around the use and S3 high screening around the property. There's lots of plantings around it and at maturity all plantings will be at least eight feet tall and there will be at least 61 trees over 40 feet in height. In terms of compatibility with surrounding structures and uses, future uses in the area may include residential development to the west, north and east. The area to the south the City is retaining as undeveloped for the City's wastewater treatment plant buffer. It may also be developed as residential if the City is unable to acquire that property. In terms of the proposed use, it's a Board of Adjustment July 18, 2022 Page 3 of 7 relatively large use, but the property is compatible with surrounding uses because it abuts those existing transmission lines that run through the property. Also, it's adjacent to that wastewater treatment plant buffer which make residential uses less desirable and there are some additional elements that help mitigate the effects on surrounding properties which include S3 landscaping, which staff recommends as a condition of approval. Also, the substation would be built prior to adjacent development, so instead of placing it in an existing residential area where it might not be expected, anyone who moves to this area would know that would be a condition of living there in advance. Therefore, staff believes this specific criteria is met. Lehmann next moved onto the seven general standards at 14 -4B -3A that apply to all special exceptions. The first is it will not be detrimental to or endanger public health, safety, comfort or general welfare. The use provides a critical piece of infrastructure that allows future development in the area and provides the electricity. The site plan also shows the proposed use surrounded with a barbed wire fence which prevents access to unauthorized persons and mitigates potential safety issues that might arise from that. Additionally, there are other substations in Iowa City that are all near a variety of uses (commercial and residential) including the most recent substation built in 2020, so staff believes that criterion is met. The second criterion is that it will not injure the use and enjoyment of properties in the immediate vicinity. Again, this provides power for future residents and businesses, and it's surrounded by undeveloped land with the nearest residential uses more than 800 feet away. There is some sound associated with the substation, at approximately 35 to 41 decibels, which is similar to the noise of a library, bird calls or ambient urban noise and there are setbacks and screening that helped mitigate some of that impact at the property line. Regarding lighting for the proposed use, it would typically be approximately 3864 lumens with an additional 30,000 lumens activated by approaching vehicles at nighttime. There is also more intense lighting that may occur during emergency work of up to 400,000 lumens, but it would be relatively infrequent so staff doesn't believe that would have a much impact on surrounding properties. And again, installing the substation prior to development means that folks won't be surprised by it when they moved to the area. Third criterion is that it will not negatively impact development of surrounding property. Past substations have demonstrated that residential development continues by electric substations. The most recent one in 2020 just had townhomes that are being constructed close to it and it hasn't seemed to have impacts on the construction. Again, the proposed use is set back from adjacent property lines at least 75 feet and there are proposed landscaping improvements that help mitigate visual impacts, so staff believes that this criterion is met. The fourth criterion is related to adequate utilities, access roads, drainage and/or necessary facilities. The access to the property will initially be from a temporary public access easement. The easement will be released upon dedication of right-of-way as the surrounding area is developed and final platted and at that time the property would have direct access to right-of- way. In terms of electricity, obviously the substation provides the electricity. Stormwater management would be addressed using an access easement across the adjacent property towards the Sycamore Greenway, which acts as a stormwater detention facility and is a condition of the rezoning that was recently approved. If for whatever reason that wouldn't be possible, the rezoning condition allows for onsite detention, but that would need to be handled at site plan approval and comply with all City stormwater management requirements, so staff will ensure compliance with all of those applicable standards during site plan review. Board of Adjustment July 18, 2022 Page 4 of 7 In terms of ingress or egress to minimize congestion on public streets, the fifth criterion, the site will be accessed from the temporary access easement and will have direct access to right-of- way as the surrounding areas develop. Lehman Avenue does need to be improved to where that temporary access easement is available, and the owner will extend the chip seal to the access point. Following construction, the electrical substation isn't anticipated to provide a lot of traffic because it wouldn't have onsite employees, there is just routine maintenance traffic so staff doesn't anticipate any substantial impacts to traffic. The sixth criterion is that it must meet all other applicable standards. Lehmann explained the use meets dimensional and site development standards in P1 zones. Basic utility uses are exempt from height standards, so that is not an issue. The site does contain some hydric soils according to their sensitive areas plan that was submitted as part of the rezoning but there are no wetlands or remnant prairies on the site. The applicant will have to make sure that their construction abides by the City's sensitive areas ordinance and have landscaping that is consistent with S3 screening as staff continues to recommend that be a condition of approval in anticipation of future residential development. The property is also subject to low ambient lighting standards which allows a maximum light output of approximately 200,000 lumens. In normal conditions, total light output would be about 35,000 lumens. There are some circumstances with emergency situations, which would be required for worker safety, where total light output would temporarily be above that but because that's only temporary staff believes that this standard is still met. Again, staff will ensure compliance with applicable standards during site plan review, The final criterion is the proposed exception must be consistent with Comprehensive Plan. Lehmann noted the South District Plan future land use map designates the area as form -based land uses which are based on transects. Transect 3 is the suburban transect and within the area it is shown as neighborhood general which is a mix of lower intensity housing uses, such as single family, duplexes, and some lower scale multifamily. Also in the area is Transect 4 which is general urban with neighborhood medium which is some higher intensity multifamily uses. The Comprehensive Plan shows it as residential at 2-8 dwelling units per acre. Lehmann noted this would provide essential utility uses which would serve this residential development so that is consistent with these future land use designations. Also the Comprehensive Plan supports coordination between private utilities and the City to provide high levels of service for areas under development at an efficient cost. Lehmann stated there are also standards in the Comprehensive Plan that talk about the need for contiguous development and to avoid leapfrog development. While this is clearly not contiguous with adjacent development it is suitable for the proposed use because it's directly adjacent to those existing transmission lines, which provides lower cost services and still provides the high levels of service that staff wants to see. The site is also directly adjacent to that 1000 -foot wastewater treatment buffer so it is adjacent to other similar uses. Staff and the applicant did look at trying to provide this use within that buffer but due to the soils that are there, it was not possible. Staff recommends approval of EXC22-0005, to establish a basic utility use in a Neighborhood Public (P-1) zone for an electric substation for the property located at parcel #1026476003, south of Lehman Avenue and east of Soccer Park Road, subject to the following condition: 1. Provide for screening to the S3 standard along all property lines, the design of which shall be approved by the City Forrester prior to site plan approval. Chris Pose (317 Sixth Avenue, suite 300, Des Moines) is the attorney on behalf of MidAmerican Board of Adjustment July 18, 2022 Page 5 of 7 Energy Company and stated they would adopt and present the staffs report as support for their application and ask for the Board's approval. Carlson asked why they have two entrances, she drove around and looked at other substations in town and most of them just have one entrance. This drawing shows two gates, meaning two entrances. Pose replied they are only planning one entrance. The only place they're planning on entering this site right now is the temporary access easement to the north. Eventually, as the land to the north develops, there will be a public street system that will serve as an access point and they will move the access to the point where the public street comes closest to the site. Pose noted there are two gates for the substation itself, one just accessing to the west within the land they own, but the access out to public road is only through one entrance. The two gates are to accommodate the traffic of trucks that will come in to bring the equipment. Mike Pugh (425 E Oakdale Blvd, Coralville, IA) is the attorney representing the landowner, which is Lake Calvin Properties, LLC, and Sycamore Apartments which are affiliated entities. He noted the same owners own the property to the north as well under a different Limited Liability Company but suspects that by the time they sell the property to MidAmerican it'll be under the same entity. The property owners are fully in support of the application, they've been working for many months with MidAmerican to get this site to the point that works for them and for his clients. They've been working hard with the City on the concept of the temporary access easement that will go away at some point once the property to the north is subdivided. Pugh would encourage the Board to adopt the staff's recommendation that the site be screened to S3 standards now though, even with the property not developed. They anticipate that someday it will be residential uses around the property, so they support the staff's recommendation that the site be screened to S3 standards. Chrischilles closed the public hearing. Carlson recommends approval of EXC22-0005, to establish a basic utility use in a Neighborhood Public (P-1) zone for an electric substation for the property located at parcel #1026476003, south of Lehman Avenue and east of Soccer Park Road, subject to the following conditions: 1. Provide for screening to the 53 standard along all property lines, the design of which shall be approved by the City Forrester prior to site plan approval. Russo seconded the motion. Carlson noted she finds it nice that they are setting this up before construction begins in the area. She did go look at some of the other substations and it was an interesting experience. She is also very happy to see the recommendation for S3 screening because that will help the surrounding area. She appreciates the fact that both the City and MidAmerican spent so much time working on this. Chrischilles agreed it's a good use of the land. Iowa City is going to continue to grow and everybody needs electricity. Carlson stated regarding agenda item EXC22-0005 she does concur with the findings set forth in the staff report dated July 13, 2022 and concludes that the general and specific criteria are satisfied, so unless amended or opposed by another board member she recommends that the Board of Adjustment July 18, 2022 Page 6 of 7 Board adopt the findings in the staff report for the approval of this exception. Russo seconded the findings of fact. A vote was taken and the motion passed 4-0. Chrischilles stated the motion declared approved, any person who wishes to appeal this decision to a court of record may do so within 30 days after this decision is filed with the City Clerk's Office. CONSIDER THE JUNE 8, 2022 MINUTES: Chrischilles moved to approve the minutes of June 8, 2022, Parker seconded. A vote was taken and the motion carried 4-0. BOARD ANNOUNCEMENTS: Lehmann noted there would be no August meeting so the next meeting would be on September 14 assuming they will have an application. Chrischilles will not be present for the September 14 meeting if held. They may need to reschedule to get obtain a quorum if a new member isn't appointed and determined that the third or fourth Wednesday in September would work. Staff will follow up with a date for the next meeting ADJOURNMENT: Parker moved to adjourn this meeting, Chrischilles seconded, a vote was taken and all approved. Board of Adjustment July 18, 2022 Page 7 of 7 BOARD OF ADJUSTMENT ATTENDANCE RECORD 2022-2023 NAME TERM EXP, 1/18 CHRISCHILLES, GENE 12/31/2022 X PARKER, BRYCE 12/31/2024 X VACANCY CARLSON, NANCY 12/31/2025 X RUSSO, MARK 12/31/2021 X Key: X = Present 0 = Absent OLE = Absent/Excused = Not a Member Item Number: 3.c. _'"ewr�� CITY OF IOWA CITY www.icgov.org December 6, 2022 ATTACHMENTS: Description Civil Service Commission: November 9 Minutes -- Final City of Iowa City Civil Service Commission Wednesday, November 9, 2022 — 4:00 p.m. Helling Conference Room Members Present: Ann Rhodes, Rick Wyss, Chi Ogboko Members Absent: None Staff to the Commission Present: Karen Jennings, Tracy Robinson Other Parties Present: Police Chief Dustin Liston, Fire Chief Scott Lyon Recommendation to Council (become effective only after separate Council action): None. Call to Order: Rhodes called the meeting to order at 4:00 p.m. Certification of hiring list for the position of Police Officer: After a brief discussion, Wyss moved to certify the list as presented, Ogboko seconded and all were in favor. Certification of hiring list for the position of Battalion Chief - Fire Marshal: After a brief discussion, Ogboko moved to certify the list as presented, Wyss seconded and all were in favor. Adjournment: Wyss moved to adjourn, Ogboko seconded, all were in favor and the meeting was adjourned at 4:10 p.m. November 9, 2022 To: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination — Police Officer rii;SurzN'tiba-t CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www.icgov.org We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby certify the following named person(s) as eligible for the position of Police Officer, ATTEST: 1. Dustin Carolan 2. Garett Blair 3. Luke Seele 4. Devin Parker 5, Jessica Hubler Iowa City Civil Service Commission Ann Rhode , Chair 7:10/1„ — - — — - — Rick Wyss lit (AD Chi Ogboko ■IR Kell e Fruehling, erk November 2022 Police Officer Recruitment 1 Total Hispanic or Latino American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or More Races Undisclosed Applications Received 47 Undisclosed Female 11 1 10 Male 36 4 3 3 20 5 1 Written Test 12 Undisclosed Female 1 1 Male 11 2 2 1 4 2 Physical Fitness 8 Undisclosed Female 1 1 Male 7 1 2 3 1 Interview 8 Undisclosed Female 2 1 2 Male 6 6 Certified Hiring List 5 Undisclosed Female 2 2 Male 3 3 of candidates certified was not required of the physical The data reported reflect the number the written test if the candidate was ILEA Participation in the physical fitness test documentation of successful completion timeframe. who participated in each stage of the process. Participation was not required in or had a documented passing POST score within the specified timeframe. if the candidate was ILEA certified or submitted acceptable fitness test with another state law enforcement agency within the specified November 9, 2022 To: The Honorable Mayor and the City Council RE: Civil Service Promotional Examination — Battalion Chief - Fire Marshal We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby certify the following named person(s) as eligible for the position of Battalion Chief - Fire Marshal. — eov CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (3I9) 356-5009 FAX www.icgov.org ATTEST: 1. Troy Roth 2. Branden Sobaski 3. Axel Swanson Iowa City Civil Service Commission Ann Rhodes, Chair Rick Wyse Chi Ogboko Ke ie ruehling, City Clerk Board/Commission: Civil Service Commission Attendance Record Year 2022 (Meeting Date) Name Term Expires 3/16/22 5/5122 5/26/22 9/29122 1119122 Melissa Jensen 4/10/22 X --- --- --- --- Rick Wyss 4/1/24 X X X X X Chi Ogboko 4/7/25 --- ---- --- X X Ann Rhodes 4/6/26 X X X X X KEY: X = Present O - Absent OIE = Absent/Excused NM _ No Meeting --- = Nota Member _'"ewr�� CITY OF IOWA CITY www.icgov.org December 6, 2022 Item Number: 3.d. ATTACHMENTS: Description Community Police Review Board: October 11 [See Recommendation] ...ap2amp, CITY OF IOWA CITY MEMORANDUM Date: November 21, 2022 To: Mayor and City Council From: Tammy Neumann, Community Police Review Board Staff Re: Recommendation from Community Police Review Board At their October 11, 2022 meeting the Community Police Review Board made the following recommendation to the City Council: (1) Accept FY22 CPRB Annual Report X No further action needed Additional action (check one) Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action S:RECform.doc APPROVED COMMUNITY POLICE REVIEW BOARD MINUTES — OCTOBER 11, 2022 GALL TO ORDER: Chair Amanda Remington called the meeting to order at 5:46 p.m. MEMBERS PRESENT: Ricky Downing (5:46 pm), Melissa Jensen, Jerri MacConnell, Amanda Remington MEMBERS ABSENT: Saul Mekies, Orville Townsend, Stuart Vander Vegte STAFF PRESENT: Staff Tammy Neumann, Legal Counsel Patrick Ford STAFF ABSENT: None OTHERS PRESENT: Iowa City Police Chief Dustin Liston, CPRB Liaison — Councilor Laura Bergus RECOMMENDATIONS TO COUNCIL Accept FY22 CPRB Annual Report REPORT FROM NOMINATION COMMITTEE Mekies and MacConnell were appointed to the nominating committee at the September 13, 2022 meeting. MacConnell reported the committee recommendation of MacConnell for Chair and Townsend as Vice -Chair. Townsend declined the nomination. Jensen proposed that perhaps the election be postponed to a time when more CPRB members were present, specifically Mekies, who was on the nominating committee. Ford noted that bylaws state the vote is to take place at the first CPRB meeting in October. Remington asked if it was appropriate to adjourn this meeting, reschedule, and consider the rescheduled date as the first meeting in October. Counselor Ford said it would be okay to do so. He added that the process requires the nominating committee share their report and nominations, however, the Board members may nominate anyone regardless of the committee's suggestions. Board members present agreed to move forward with the meeting. MOTION TO FIX METHOD OF VOTING Motion by Remington, seconded by Downing, to fix the method of voting as a voice vote. Motion carried, 4/0. (Mekies, Townsend, Vander Vegte absent) NOMINATIONS FOR OFFICE OF CHAIRPERSON Remington asked for nominations. Ford explained since the bylaws state that a vote requires a majority of the entire board, the four members present would have to vote unanimously. If not, the meeting would need to be adjourned and rescheduled later in October. Remington nominated Downing for Chair and Downing nominated MacConnell for Chair. MOTION TO CLOSE NOMINATIONS FOR OFFICE OF CHAIRPERSON Motion by Remington, seconded by MacConnell to close nominations. Motion carried, 4/0. (Mekies, Townsend, Vander Vegte absent) CPRB October 11, 2022 Page 2 BALLOT OR VOTE All those present voted to select Jerri MacConnell as Chair for CPRB, NOMINATIONS FOR OFFICE OF VICE -CHAIRPERSON MacConnell nominated Jensen for the position of Vice -Chair. Jensen again expressed her concern of voting tonight considering the number of board members absent, as well as her apprehension of taking on another role at this time. Downing asked if he was elected as Vice -Chair tonight, could he turn the role over to another member after a couple of meetings. Ford said he would have to hold the position until the next election. Jensen agreed to accept the nomination as vice -chair. Motion by Downing, seconded by MacConnell, to nominate Jensen for Vice -Chair. Motion carried, 4/0, (Mekies, Townsend, Vander Vegte absent) MOTION TO CLOSE NOMINATIONS FOR OFFICE OF CHAIRPERSON Motion by Jensen, seconded by MacConnell to close nominations. Motion carried, 4/0. (Mekies, Townsend, Vander Vegte absent) BALLOT OR VOTE All those present voted to select Jensen as Vice -Chair for CPRB. CONSENT CALENDAR Motion by Remington, seconded by Downing, to adopt the consent calendar as presented. • Minutes of the meeting on 9/13/22 • ICPD Use of Force Review/Report April 2022 • ICPD Memorandum — Quarterly Summary report IAIR/CPRB, 3rd Qtr. 2022 Motion carried 4/0. (Mekies, Townsend, Vander Vegte absent) NEW BUSINESS FY22 CPRB Annual Report — The Board reviewed the draft FY22 annual report. Remington requested a couple of changes to the report as follows: 1) Add video footage to items reviewed by the board in the paragraph titled Complaint Resolutions. 2) Group complaints 20-02, 20-05, 20-06, 20-07, and 20-08 together since Board comments are identical for these five items. Motion by Jensen, seconded by Downing to forward the draft FY22 annual report to City Council as amended. Motion carried 4/0. (Mekies, Townsend, Vander Vegte absent) CPRB Meeting Location — Jensen suggested that the CPRB meetings return to the Dale Helling Conference Room, noting the challenges of hearing those speaking in Harvat Hall as well as the inability to see what is projected on the screen during meetings. Members present agreed with the proposal adding the option to return to Harvat Hall should COVID cases and hospitalizations rise. OLD BUSINESS None. PUBLIC DISCUSSION None. CPRB October 11, 2022 Page 3 BOARD INFORMATION MacConnell requested adding a proposed amendment to Ordinance 8-8 to clarify filing of complaints based on social media, television, or other media outlets to the November 15, 2022 agenda. STAFF INFORMATION None. TENTATIVE MEETING SCHEDULE • November 8, 2022, 5:30 PM, Emma J Harvat Hall • December,14, 2022, 5:30 PM, Emma J Harvat Hall • January 10, 2023, 5:30 PM, Emma J Harvat Hall Remington noted that November 8, 2022 is election day and suggested rescheduling the meeting to another day in November. Motion by Remington, seconded by Jensen, to move the November 8, 2022 meeting to Tuesday, November 15, 2022, Motion carried 4/0. (Mekies, Townsend, Vander Vegte absent) EXECUTIVE SESSION Motion by Jensen, seconded by Downing, to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 4/0. (Mekies, Townsend, Vander Vegte absent) Open session adjourned at 6:20 P.M, REGULAR SESSION Returned to open session at 6:23 P.M. ADJOURNMENT Motion by Downing, seconded by Jensen to adjourn. Motion carried, 4/0. (Mekies, Townsend, Vander Vegte absent) Meeting adjourned at 6:24 P.M. COMMUNITY POLICE REVIEW BOARD ATTENDANCE RECORD YEAR 2021- 2022 ----- /NAME 10/12/21 1111/21 11/sf21 1.2/12/21 01111/22 02/06/22 03)08122 04108/22 04120/22 FORUM 05/10/22 06114:22 07/12/22 00)16/22 09/13122 101/1122 Rim, Downing — — — — — — — X X X X X X X X Melissa Jensen — — ---- — — — — X X X 0 X X X X Jerri 141acConnell X X X X X X X X X X X X x X X Saul Mentes X X X X x X X X X X X X X X 0 Amanda Remington X X X x x x X ©lE X X X X 0/E OtE X Theresa Secberger X X X 0 0 — — -- — — — --- — — Orville Townsend X X O/E X X X X X X X X X x X 0/E Stuart Vander Vegte — — — — — — — X X O/E OfE X O/E X O KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting = Not a Member COMMUNITY POLICE REVIEW BOARD GENERAL RESPONSIBILITIES Established in 1997, by ordinance #97-3792, the Iowa City Police Citizens Review Board formerly known as Citizens Police Review Board and now known as Community Police Review Board (hereafter referred as the CPRB), consisted of five members appointed by the City Council. In February of 2022, the Board increased to seven members as per ordinance #22-4873. The Board was established to review investigations into claims of police misconduct, and to assist the Police Chief, the City Manager, and the City Council in evaluating the overall performance of the Police Department by reviewing the Police Department's investigations into complaints. The Board is also required to maintain a central registry of complaints and to provide an annual report setting forth the numbers, types, and disposition of complaints of police misconduct. The Board shall hold at least one community forum each year for the purpose of hearing citizens' views on the policies, practices, and procedures of the Iowa City Police Department. To achieve these purposes, the Board complies with Chapter 8 of the Iowa City Code and the Board's By -Laws and Standard Operating Procedures and Guidelines. ACTIVITIES AND ACCOMPLISHMENTS FOR FISCAL YEAR 2022 Meetings The CPRB tentatively holds monthly meetings on the second Tuesday and special meetings as necessary. During FY22 the Board held fifteen meetings which included two special meetings, and one Community Forum. ICPD Policies/Procedures/Practices Reviewed By CPRB The ICPD regularly provided the Board with monthly Use of Force Reports, Internal Investigation Logs, Demographic Reports, and various Training Bulletins. The Department also provided various General Orders for the Board's review and comment. A senior member of the Police Department routinely attended the open portion of the CPRB meetings and was available for any questions Board members had regarding these reports. Presentations In April of 2022 the Board held its fourteenth Community Forum required by the City Charter. The forum was held electronically due to COVID-19 restrictions. Board members introduced themselves and shared a summary of the Board duties. No correspondence was received from the public. Chairperson Nichols shared recommendations that the Board forwarded to City Council for adoption which included expanding the board from five to seven members, allowing a 21 -day period for a complainant to respond to the Chief's Report, and the statute of limitations to file a complaint was increased from 90 days to 180 days. The forum was then opened to the public. There were three members of the public that sent questions to the Board via Zoom Chat. Topics included the importance of building trust between the Police Department and the community, the addition of a "non -police" liaison to the Police Department to address mental health and other social issues, and the number of "sustained" vs "non-sustained" complaints. Board Members In October 2021 officers were nominated with Amanda Nichols as Chair and Theresa Seeberger as Vice -Chair. Due to the resignation of Theresa Seeberger, Orville Townsend was nominated as Vice Chair in March 2022. Melissa Jensen was appointed in April 2022 to fill the unexpired term of Theresa Seeberger. Ricky Downing and Stuart Vander Vegte were appointed to the board in April in response to the amendment of the ordinance increasing the number of members from five to seven. CPRB Annual Report FY 2022 — FINAL 10/12/2022 — 1 COMPLAINTS Number and Type of Allegations Seventeen complaints (21-01, 21-02, 21-03, 21-04, 21-05, 21-06, 21-07, 21-08, 21-09, 22-01, 22-02, 22-03, 22-04, 22-05, 22-06, 22-07, 22-08) were filed during the fiscal year July 1, 2021 - June 30, 2022. Fourteen public reports were completed during this fiscal period (20-02, 20-05, 20-06, 20-07, 20-08, 21-01, 21-02, 21-03, 21-07, 22-01, 22-02, 22-03, 22-04, 22-05). Six complaints were summarily dismissed (21-04, 21-05, 21-06, 21-08, 21-09, 22-08). Two complaints filed in FY22 were pending before the Board (22-06, 22-07). ALLEGATIONS Complaint #20-02 Allegation 1 - Excessive Use of Force. Chief's Report Findings: Allegation 1 - NOT SUSTAINED Board's Findings: Allegation 1 - NOT SUSTAINED Complaint #20-05 Allegation 1 -- Excessive Use of Force. Chiefs Report Findings: Allegation 1 - NOT SUSTAINED Board's Findings: Allegation 1 - NOT SUSTAINED Complaint #20-06 Allegation 1 - Excessive Use of Force. Chiefs Report Findings: Allegation 1 - NOT SUSTAINED Board's Findings: Allegation 1 - NOT SUSTAINED Complaint #20.07 Allegation 1 - Excessive Use of Force. Chiefs Report Findings: Allegation 1 - NOT SUSTAINED Board's Findings: Allegation 1 - NOT SUSTAINED Complaint #20-08 Allegation 1 - Excessive Use of Force. Chiefs Report Findings: Allegation 1 - NOT SUSTAINED Board's Findings: Allegation 1 - NOT SUSTAINED CPRB Annual Report FY 2022 - FINAL 10/12/2022 - 2 Complaint #21-01 Allegation 1 — The reason for the two "police vans" to be called to investigate the accident. Chiefs Report Findings: Allegation 1 - NOT SUSTAINED Board's Findings: Allegation 1 - NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Allegation 2 — Other person involved in the accident was immediately allowed to leave. Chiefs Report Findings: Allegation 2 — NOT SUSTAINED Board's Findings: Allegation 2 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Allegation 3 — First two officers couldn't/wouldn't explain the purpose of the papers. Chief's Report Findings: Allegation 3 — NOT SUSTAINED Board's Findings: Allegation 3 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police Allegation 4 — P1 was told he/she would be arrested if he/she papers were taken away from her/him so that he/she could n Officers never had any intention of letting him sign them. Chiefs Report Findings: Allegation 4 — NOT SUSTAINED chief and/or city manager. didn't sign the papers. The of sign the papers suggesting Board's Findings: Allegation 4 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Allegation 5 — The 3rd officer had his hand on the holster of his gun while talking to (Man #1). Chief's Report Findings: Allegation 5 — NOT SUSTAINED Board's Findings: Allegation 5 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Complaint #21-02 Allegation 1 — Harassment Chiefs Report Findings — Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Allegation 2 — Denial of Mental Health Status (response to person in crisis). Chiefs Report Findings: Allegation 2 — NOT SUSTAINED Board's Findings: Allegation 2 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. GPRB Annual Report FY 2022 — FINAL 10/12/2022 — 3 Complaint #21-03 Allegation 1 — Excessive use of force Chiefs Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief andlor city manager. Complaint #21-07 Allegation 1 — Improper/Unlawful Search Chiefs Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Complaint #22-01 Allegation 1 — Violation of Rules and Regulations 315 Duty and Responsibilities Chiefs Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Complaint #22-02: Allegation 1 — Excessive Force Chiefs Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Allegation 2 — False Arrest Chiefs Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief andlor city manager. Complaint #22-03 Allegation 1 — Neglect of duty Chief's Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Complaint #22-04 Allegation 1 -- Bias -based policing CPRP Annual Report FY 2022 — FINAL 10/12/2022 — 4 Chiefs Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager. Complaint #22-05 Allegation 1 — Discourtesy Chief's Report Findings: Allegation 1 — NOT SUSTAINED Board's Findings: Allegation 1 — NOT SUSTAINED The board affirmed the opinion set forth in the report of the police chief and/or city manager Level of Review The Board decided, by simple majority vote, the level of review to give each report, selecting one or more of the six levels specified in the City Code per complaint: Level a On the record with no additional investigation 10 Level b Interview or meet with complainant 5 Levet c Interview or meet with named officer 0 Level d Request additional investigation by Chief or 5 City Manager, or request police assistance in the Board's own investigation Level e Board performs its own additional investigation 0 Level f Hire independent investigators 0 Complaint Resolutions The Police Department investigates complaints to the CPRB of misconduct by police officers. The Police Chief summarizes the results of these investigations and indicates in a report (the Chief's Report) to the CPRB whether allegations are sustained or not sustained. (If complaints are made against the Chief, the City Manager conducts the investigation and prepares and submits the reports.) The Board reviews both the citizens' complaint, the Chief's Report and available video footage and decides whether its conclusions about the allegations should be sustained or not sustained. The Board prepares a report which is submitted to the City Council. Of the twenty allegations listed in the fourteen complaints for which the Board reported, none were sustained. Comments The Board made comments and/or recommendations for improvement in police policy, procedures, or conduct in eight of the reports: Complaint #20-02, 20-05, 20-06, 20-07, 20-08 The Board remains divided in its opinions on this incident, even after lengthy deliberations. Consensus was not reached, and the Board voted 3/2 to "Not sustain" this complaint. It was concerning that the dispersal order could not be heard in 2 of the 5 videos, as this indicates that a large portion of the crowd of protesters was unable to hear the order. The Police Chief has told the Board that the department has invested in improved technology to ensure messages reach everyone in any future crowd incidents There was discussion about the Board filing its own complaint of discourtesy, as allowed by Iowa City Code Section 8-8-3B. However, the Board did not have access to the videos of the incident until after the 180 -day deadline to file a complaint had passed. For this reason, the Board recommends that this CPRB Annual Report FY 2022 — FINAL 10/12/2022 — 5 section of the city code be changed so that the Board has 180 days from the time it receives access to audio/video evidence of an event to file its own complaint, rather than 180 days from the time of the incident. For this complaint, the Board's concerns are addressed here in the comments. It is indisputable that tear gas causes harm. It irritates cells and activates pain receptors, causing "intense burning pain in the eyes, throat, skin and mucous membranes. Tear gas can also cause exaggerated muscle cramping in the eye and sensitivity to light that leads to eye closure. Other effects of tear gas include a difficulty in swallowing, drooling and severe burning in the mouth. In some cases, it can cause an asthma attack or swelling in the area that could potentially lead to asphyxiation or death." The Centers for Disease Control and Prevention defines tear gas, or riot control agents, as "chemical compounds that temporarily make people unable to function by causing irritation to the eyes, mouth, throat, lungs, and skin." (https://www.usatoday.com/story/news/factcheck/2020/06/06/fact-check-its-true-tear-gas-chemical- weapon-banned-war/3156448001 /) It is because of this well-established harm that "the 1925 Geneva Protocol categorized tear gas as a chemical warfare agent and banned its use in war shortly after World War L" This ban was strengthened by the U.N.'s Chemical Weapons Convention (CWC) that outlawed the use of riot control agents in warfare and went into effect in 1997. If an officer believes that he/she must cause harm to protect the public, that should be a solemn thing. However, some of the Officers in the tape seemed to be excited to have the opportunity to deploy munitions, and the laughter, insulting and dehumanizing comments, and remarks about how "amazing" and "neat" the gas was gave the appearance that some officers were detached from the harm they were causing. This leads to questions and concerns about the culture of the department. While the changes made to the Use of Force Policy following this incident are beneficial steps that will hopefully prevent a recurrence of ICPD involvement in teargassing non -combative protesters, the internal climate portrayed in the body -cameras of officers involved in this incident should be addressed. Complaint #21-01 Prior to issuing a citation, an officer would preface the conversation with words to the effect: This is a notice to appear in court on [date] and plead not guilty or guilty. Signing this does not mean you are guilty of anything. The law states you have to sign this citation. In addition, prior to giving the citation consider giving a brief statement of facts supporting it, For instance, in a case like this, say two independent witnesses said you pulled out in front of the other vehicle. Perhaps tell subject they can fight this in court. Double check things like violations of SR -22 before telling someone that they are required to have SR -22 insurance. Officers should attempt to refrain from resting hands-on holsters/guns/stun gun/ other weapons when in the public view. While these stances are normal to officers who carry a gun every day, many people have never even touched a gun and may feel intimidated or even threatened when an officer has his/her hand on a gun. This does not apply to situations when an officer believes, per recognized procedure, that he/she may need to use a weapon. Complaint #21-03 While most of the Board felt the use of force was justified, some Board members found it concerning that the complainant was handcuffed by an officer who walked up behind the complainant without announcing the officer's presence or telling the complainant in advance that the officer was going to do so, or that the complainant was being taken into custody. At least one CPRB Annual Report FY 2022 — FINAL 10/12/2022 — 6 Board member views that scenario as a questionable action that likely led to an unnecessary escalation of the incident. Additionally, there are concerns over Officers not following city and institutional mask mandates. At the time of the incident, the City of Iowa City had a mask mandate in place that stated "every person in Iowa City must wear a face covering that covers their nose and mouth when in a public place. That includes anywhere out -doors in public when one cannot stay six (6) feet away from others," The University of Iowa Hospitals and Clinics also had (and still has) a policy mandating masks in its buildings. Regardless of this, body camera videos of incident showed officers inside of the emergency room at University of Iowa Hospitals and Clinics unmasked. Officers are expected to consistently follow policies and laws. When they don't, it brings to question how they can be tasked with enforcing policies and laws if they do not consistently follow them themselves. Complaint #21-07 While the Board finds this complaint to be not sustained, the Board does have some serious concerns about what it witnessed in the body cam footage of this incident. The most problematic of those is that the last thing that was said by one of the officers before the recording ended after the conclusion of the incident was "I kind of hoped she was gonna run." This seems to indicate that this officer was eager for a chase or a fight, and that is not the type of attitude that someone wielding the power of a police officer should have. Additionally, some Board members expressed concerns about the use of curse words by one of the officers while conversing with the complainant and their companion while on duty and in uniform. A higher level of professionalism is expected from officers. Name -Clearing Hearings The ordinance requires that the Board not issue a report critical of the conduct of a sworn officer until after a name -clearing hearing has been held. During this fiscal period, the Board scheduled one name -clearing hearing. Complaint Histories of Officers City ordinance requires that the annual report of the CPRB must not include the names of complainants or officers involved in unsustained complaints and must be in a form that protects the confidentiality of information about all parties. In the 14 complaints covered by the FY22 annual report a total of 20 officers were involved with allegations against them. ICPD Internal Investigations Logs The Board reviewed the quarterly ICPD Internal Investigations Log, provided by the Chief of Police. COMPLAINT DEMOGRAPHICS The following is demographic information from the eleven complaints that were completed in this fiscal year. Because complainants provide this voluntarily, the demographic information may be incomplete. (4) 18-25, (5) 26-35, (1) 36-45, (1) 46-55, (1) 56-64, 65+ Disability: (1) Physical (2) Mental (8) None Annual Household Income: (2) 100K 75-99K 50-75K 25-49K (7) Under 25K Gender: CPRB Annual Report FY 2022 — FINAL 10/12/2022 — 7 (10) Female (1) Male (1) Other Sexual Orientation: (5)LGBTQ (2) Heterosexual (3) Other Ethnic Origin: (1) Black/African-American (2) Hispanic (1) Asian/Pacific Islander (7) White/Caucasian (2) Other Were vou born in the United States? (9) Yes (2) No Religion: (1) Muslim (3) None Marital Status: (2) Married (9) Single * Information is reported as presented by the person completing the form. BOARD MEMBERS Amanda Nichols, Chair Orville Townsend, Vice -Chair Theresa Seeberger Melissa Jensen Jerri MacConnell Saul Mekies Ricky Downing Stuart Vander Vegte CPRB Annual Report FY 2022 — FINAL 10/12/2022 — 8 _'"ewr�� CITY OF IOWA CITY www.icgov.org December 6, 2022 Item Number: 3.e. ATTACHMENTS: Description Housing & Community Development Commission: September 15 MINUTES PRELIMINARY HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SEPTEMBER 15, 2022 -- 6:30 PM FORMAL MEETING THE CENTER ASSEMBLY ROOM MEMBERS PRESENT: Jennifer Haylett, Karol Krotz, Nasr Mohammed, Becci Reedus, Kyle Vogel MEMBERS ABSENT: Kaleb Beining, Maryann Dennis, Elizabeth Marilla-Kapp STAFF PRESENT: Erica Kubly, Brianna Thul OTHERS PRESENT: Debbie Ackerman (HACAP) CALL MEETING TO ORDER: Reedus called the meeting to order at 6:30 PM. CONSIDERATION OF MEETING MINUTES: JULY 28, 2022: Haylett moved to approve the minutes of July 28, 2022, Vogel seconded the motion. A vote was taken, and the minutes were approved 4-1-1 (Krotz abstained). PUBLIC COMMENT FOR TOPICS NOT ON THEAGENDA: None. CONSOLIDATED ANNUAL PERFORMANCE & EVALUATION REPORT (CAPER) AND UPDATE ON CITY PROJECTS AND PROGRAMS: Thul noted this year staff put a few slides to put together to talk about the report. She explained the CAPER is an end of year report that tells HUD what they've done in the last fiscal year. This reports on the Community Development Block Grant (CDBG) funds and the HOME Investment Partnership Program funds. It's an assessment of the progress the City made on their Consolidated Plan goals. To distinguish, the Annual Action Plan says what they are going to do in the upcoming year and then the CAPER says what they did accomplish in the fast year. The CAPER is due to HUD within 90 days of the end of the fiscal year, which is at the end of September. Thul stated the main focus of this plan is the City's federally funded activities and HUD wants to know the impact of the federal dollars. In the report they do talk about local programs and other local projects going on in some of the narrative fields, but the main thing HUD wants to know is how the City is using those federal funds and what did they accomplished with those. Staff sends this report to HUD through a database called IDIS so there are some fields that are required that they don't have the flexibility to edit or try to make it more user friendly, staff did label those tables in the CAPER report, the ones that are HUD required are called IDIS tables and the ones that staff created are called City tables. Thul emphasized some of the highlights in the last year, the City met their CDBG timeliness goal, HCDC talks about this a lot because when staff brings updates about projects meeting their spending deadlines. The City was able to complete two neighborhood improvement projects that experienced delays due to the pandemic and also the derecho. Completing those last few projects contributed to goals in a prior Consolidated Plan. The City competed 21 CDBG-CV activities, the CDBG-CV funds were additional one-time funding from HUD to prepare, prevent and respond to Coronavirus. The City did have some additional public outreach opportunities Housing and Cornmunty DevelopmentCommission September 15, 2022 Page 2of7 and City staff went out to places like the food pantries and received feedback through a sticker survey. People were asked what the rnost important housing needs were to them. Staff coected some information and got to interact with the public. From that data they know that the pjects and the activities that are being undertaken are reaching beneficiaries that are non-white, people who are below 30% AMI and people with Hispanic or Latino ethnicities, which is great. F|no\|y, in the FY22 mid -year- round they funded the GreenState partnership program which was a homeownership down payment nid-ymar-nmundtheyfundedtheGnaanGtmbopodnerahipppognamnvvhiohvvooahnmanvxnershipdownpaynnant assistance program and the first home was sold through that in FY22. Reedus asked if there has only been just one down payment so far. Kubly confirmed there was just one in FY22, but they had a second one recently so that second one will be reported in the next CAPER. Thul noted some of the challenges in FY22, a lot of them carried over from the previous fiscal year such as things stemming from the pandemic. The City did receive a lot of new funding sources such as CDBG-CV and HOME -ARP. HOME -ARP was $1.8 million of additional funding that they didn't have previously. Other challenges include rising cost of housing making it a challenge for non-profit agencies to acquire housing for rental activities, lack of bids for construction and rehab projects,aupp|yohain volatiflty has made delays on projects, the strain on local agencies as people are taking on more projects. Additional p'eobostnainamtgffendthe|ragencyoapacity.ThmCib/iea|aoseoinga|ot|mqgmrfunding requests which sometimes adds to the complexity like with the 501 pject or some of the things that they'll have to plan for the DVIP project that was just funded for FY23. Other challenges - rising mortgage rates and also outcomes related to the current City Steps Plan being delayed as they catch up an the backlog of pjects - like the two parks pjects finished up recently. Thul next shared slides on CDBG and HOME spending. For FY22 they spent a little over $700,000 of CDBG and just under $200,000 of HOME Investment Partnership Program funds, and about $67,000 in CDBG-CV funds which does not include the additional funds that the City received from the State. Thu| next showed the impact from federally funded projects, thmemaraprognamuendpnojactaundadakenby partners and the vast majority of these are completed by the subrecipients these are agencies and people that the Commission has heard from in meetings. Over 5,000 people assisted through the completion ofthe neighborhood improvement projects, thnseanotypico\|yundartokanbythePmrkaend Recreation etaff, over 3,000 people were assisted through CDBG public services activities which is a small portion of the Aid to Agencies funding and 67% of those beneficiaries were people experiencing homelessness. An additional 1,500 people assisted through CDBG-CV, which was a project developed by Shelter House to support coordinated entry. The City completed 17 homeowner rehab projects,The Housing Fellowship completed a rental rehab pject and assisted four households, the first home was sold through the GreenState mortgage assistance program, and 20 sma!1 businesses were assisted through the CDBG-CV program that was undertaken by ECICOG to combat financial impact of COVID- 19. 81°A of the total businesses assisted through the program were owned by women or people of color. About 76% of beneficiaries served through the federal funding in FY22 were below 30% AMI. Next Thul reviewed things on the horizon - the 501 Project is up and running now and that will fall in the FY23 CAPER. The HVAC improvement pject at Shelter House should be on track to be completed this year after some delays, and then some bigger pjmot that were just funded through FY23 like the DVIP shelter construction are upcoming. The HOME -ARP activities are on the horizon, and also the conclusion ufthe CDBG-CVgrants. Kubly provided an update of City projects and programs. The City administered projects were the South District program where the City has acquired three duplexes to rehab and sell as owner occupied for home ownership, they put at least $35,000 in City rehab funds and do up to $25,000 in HOME down payment assistance for the purchase. The City has sold four of those and have two avaUable right now. If anyone is interested, they should apply to the City. The price range is about $150,000 without those subsidies. Again, through the GreenState partnership they have two sold hornes. The neighborhood improvement program is an annual $75,000 allocation to partner with the Parks Department. Right now, they're doing accessibility projects like curb ramp improvement so members of the community can access the parks and one of the current pjects is at Wetherby. CDBG and HOME rehab is an owner -occupied rehab program that staff administers. It is things like emergency repairs, exterior repairs, or accessibility. 2 Housing and Community Development Commission September 15, 2022 Page 3 of 7 They can do projects in mobile homes. The City completed 17 of those projects last year. Lastly is economic development, Kubly noted they are no longer doing small business loans right now through their department because of staff capacity but they are doing grants for technical assistance for small businesses. For example, they have an agreement with 4C's and they're assisting childcare and home childcare providers by helping them start their businesses. This is a grant to assist those small businesses. Krotz asked what type of property the City still has for sale. Kubly explained the South District properties are duplexes that have been rehabbed and converted them to condos, each side is an individual unit is sold for around $150,000 which includes the $35,000 that the City put in for rehab that's forgiven if they live there for 10 years. Additionally, the applicants based on underwriting would be eligible up to $25,000 in HOME down payment assistance so the loan is going to be this amount minus $60,000 potentially which makes it pretty affordable. Thui next presented a slide that shows the local impact of some of the other things that the City funded outside of CDBG and HOME funds. Aid to Agencies does receive a small portion of CDBG funds but the City does invest quite a bit of money in the Aid to Agencies program. They also invest money in the General Rehabilitation and Improvement Program (GRIP) and were able to assist five homeowners in FY22. The City partners with CommUnity for a security deposit program and in FY22 they were able to assist 212 households. There is some additional funding that goes towards projects such as the Center for Worker Justice which did a project in FY22 to help provide bilingual language assistance so people could fill out applications for housing assistance. In FY22 there was also a project for weatherization of Forest View mobile homes. Healthy Homes is a program to provide improvements in indoor air quality and they were able to assist four households in the fast fiscal year. Iowa City also invests $500,000 in the Affordable Housing Fund which is administered by the Housing Trust Fund of Johnson County. Reedus noted she likes seeing all partnerships with nonprofits, especially when City staff can't take on more projects themselves, it's great to see the City invest in the non -profits to do that work for them. Thul noted a huge portion of the CDBG-CV projects were undertaken by non -profits. The portion of funds they received from the Iowa Economic Development Authority went to assist organizations such as 4Cs, Community, Dream City, DVIP, Iowa Legal Aid, Shelter House, Table to Table and United Action for Youth. Shelter House also administered a housing assistance program with CV money. Thul sated the next steps in this process is staff is asking for HCDC's approval to submit the plan to HUD. If there's changes or comments HCDC would like to see, staff can certainly do that, staff will submit the plan to HUD and then HUD has 45 days to review. HUD would then approve the plan and then they will be starting soon again the process for FY24 by asking for applications towards the end of December. Reedus asked about the down payment program at GreenState and if the higher interest rates were making it more difficult or will it make it more difficult to meet that goal of however many houses they wanted to fund. Kubly believes they were going to do seven or eight and hasn't heard that being a barrier yet but if it does, they could probably revise the program parameters a little bit. Reedus had a question about funds given to CommUnity, and she knows that the City gave them more than $178,000 so is this just reporting on CDBG related money. Kubly believes the additional funds were through ARPA money and another portion is from the Affordable Housing Fund. Thul also mentioned that the report shows funds expended rather than all funds allocated. Reedus also noticed that in the report there were targets for number of services provided in some grants to agencies and not all agencies met those numbers and does that matter. Thul replied that it depends, there was one project, Neighborhood Centers of Johnson County, where they added a footnote under the table to note that they have two activities that they're completing. In FY22 they completed the Broadway portion of the activities so those beneficiaries were reported in FY22 and then in FY23 the Pheasant Ridge project will be done and that will contribute to their total beneficiaries assisted. Reedus was more concerned about the Aid to Agencies rather than the public facilities, one she noted was 4Cs missed the 3 Housing and Community Development Commission September 15, 2022 Page 4 of 7 mark by quite a bit in terms of the services provided and she just wondered if that's a problem or not. She does understand how that happens and lots of factors can affect the numbers served. Thul explained that part of that CV project was for kids at home during the pandemic. The activity was virtual learning support and at one point the agency was planning for students to be at home longer term and then there was an order from the governor that sent everyone back to school early. They anticipated for people to be at home a lot longer than they were, and the project ended early. Haylett asked for explanation about the page four chart. Thul noted when they do the Consolidated Plan, which is a five-year plan, they have to set goals for the next five years and every year they're tracking the incremental progress that they've made towards those goals. This table has goals for the five-year plan and then it is also reporting on the goals set for the Annual Action Plan. The caveat with that is that a lot of the activities that they fund for the fiscal year aren't necessarily completed within the fiscal year. HOME projects aren't going to be typically completed in that time frame - they may take two years. Also, what's not shown are the completed projects that are contributing to the previous Consolidated Plan - those don't show up in this table, Haylett had another question about the minority business enterprises and women business enterprises, she was curious what was going on there because she noticed there were no contracts to minority business enterprises or for women business enterprises. Asked if it is just like a lack of people. Thul stated HUD has staff track when people are doing public facility projects or housing projects to see if they're effectively reaching minority-owned businesses or women -owned businesses. There's a database for the state where agencies can search registered contractors for whatever project they're undertaking, but it truly is just a shortage of construction companies like female owned operations. When they put projects out to bid, they typically ask that agencies send the bid packet to at least one contractor that meets those requirements but sometimes there's just not contractors available, Thul mentioned the women in construction project. Kubly elaborated that one of the South District programs mentioned previously was a rehab where they partnered with Kirkwood and did a Women's Confidence in Construction course. Some of the work was done by this group of women learning the construction trade. She believes they did the cabinets in the kitchen and learned floor tiling and that kind of work. They also partner with a program through the high schools where students have a construction course, and they built a deck on one of the properties, so the City is partnering with different groups to learn the trades as they rehab these properties. Mohammad asked about the economic development because he knows a lot of small businesses are struggling and they mentioned that this is a grant for small businesses, he would like to know more about this program. Kubly explained the City previously had a small business program called micro enterprise loans for small business owners who are low income and have one or more staff but less than five staff. The City recently discontinued that because they don't have staff to work through those programs but is something they could pick up in the future after they catch up from all these pandemic grants that the City is working on. The one economic development program that they have going on right now is technical assistance for small businesses, so for example, a non-profit like 4C's who is helping for-profit small businesses. Micro enterprises could get this grant for technical assistance. 4C's is assisting in-home childcare providers and helping them get set up with the DHS requirements so they can provide that service. Vogel noted staff mentioned in the PowerPoint that there were 20 small businesses assisted but it looked like there were like 27 on City table E and some of the names don't match up with the PR26, the financial summary report, so he was just curious what he was missing. Thul explained there's 27 total businesses in the program but the program spanned multiple fiscal years so what they're reporting in this is the activities that were completed in FY22. The previously completed activities would have been reported in last year's CAPER. Vogel noted most of these look like they were all related to COVID assistance type issues, but how much of that do they usually see in a non-COVID assistance related year, how many businesses do they really help with economic development funds on a regular basis with that usual $50,000 set aside? Kubly stated the City has done several agreements with 4C's and they serve like maybe 20 micro enterprises in a fiscal year span. When they were doing micro loans, it was maybe one or two a year - it wasn't very many. If they don't spend that money within two years that set aside gets 4 Housing and Community Development Commission September 15, 2022 Page 5 of 7 rolled into the regular CDBG money. Kubly doesn't believe been spending the full $50,000 set aside in recent years. Vogel moved to approve the CAPER with the two typo corrections mentioned, seconded by Mohammed, a vote was taken, and the motion passed 5-0. LEGACY AID TO AGENCIES NEXT STEPS — CAA SESSION Staff meet with Beining and Dennis to talk through how to handle the Q&A process with so many agencies being involved and how to manage it in a way that everyon&s time is being used effective1y They decided this year to try a written Q&A process. Today at five o'clock the applications were due through United Way. Therefore, likely tomorrow, staff will be posting and sending out the Legacy Aid to Agency submissions for the Commission to read. In the memo in the agenda packet, there's a timeline where they are proposing three weeks for HCDC to review the submissions and submit written questions to staif by October 6th Staff will then send those written questions to the agencies and the agencies will respond in writing. Staff will get that information to the Commissioners before October meeting, which is October 20th, where they will have discussion. Reedus likes this process and is sure the agencies appreciate that too. She thinks it's actually better for them to submit written questions because then they get responded to because there's been a couple of times where somebody hasn't been present, so questians were not answered. Thul noted when they're asking questions about the submissions, they wanted to make sure that they're related to the submission and not anything out of left field. They also are hoping that the amount of questions is a reasonable number since they're asking people to respond in writing. She added it is important that Commissioners at this point aren't having private discussions with agencies so that everyone has the same information to consider during the funding process, and then finally just taking the time to review the appcations thoroughly before asking questions. ThuI noted in her follow-up email tomorrow she will send out an email asking if they want hard copies of the application materials. Thu| posed a question to the commission - if they are following this timeline for review and sending questions to the agencies, how should staff handle it if the agencies do not respond by the deadline that is given? Mohammed noted that's a good question and thinks they need to bring them here and then ask them the questions. Krotz doesn't understand why somebody wouldn't answer or wouldn't respond in time or show up for a question -and -answer period. Reedus agrees but there aren't any official rules about answering questions. The rules are to get the application in by five o'clock today to be considered for funds, there's not a caveat that says if one doesn't answer questions they won't be considered. She feels maybe they should have a grace period so that staff can review and if all the questions have not been answered then to send another email out to those agencies and say please answer these questions it could affect the decision for funding. Reedus asked for a timeline of when the Commission will be reviewing the applications and making recommendations. Thul explained this process is a little bit longer than CDBG and HOME, so in general the Commission will get those applications tomorrow and start reviewing them, they will do this Q&A process up until the October meeting, and then at the October meeting the Commission will discuss the questions and answers submitted. After that ideally the Commission would start to score. There are two meetings to talk about funding recommendations so if for some reason they get to the end of this question -and -answer session and feel like they need more information they could go back and ask agencies more questions, but that would shorten the amount of time to talk about scores from two meetings to one. Scoring would be between October and November, ideally staff would compile all the scores and everything for the November meeting to start those discussions as there is not a meeting in December. 5 Housing and Community Development Commission September 15, 2022 Page 6 of 7 Reedus is concerned about the new agencies that were recently approved for Legacy funding. Reedus thought they were going to present a budget item to City Council. Kubly stated the budget gets approved in March and staff is starting the FY24 budget process in November. Reedus brings this up because she always went to a budget workshop the first Saturday of January so there's still time though to make some recommendation for funding. Kubly stated the budget workshop is Council's kickoff to working on the budget but staff will be working on it this fall. Reedus just wants to make sure they have time to ask for more funding since there are new agencies and are not going to slice the pie in more numbers but actually request Council to give an increased amount of money to fund agencies. Reedus noted when she voted to approve additional agencies it was only with that understanding that they would get additional funding otherwise she doesn't even think they ought to have a process for new agencies to come into legacy, the process isn't working if they aren't going to get additional money. Reedus would like to have a wider discussion in terms of how the whole funding process is happening and does it need to be reviewed and revised because it's just not working. Vogel stated the reality is they're going to have 22 legacy agencies that they're going to have to make decisions on whether they believe they're going to get that additional amount from Council or not. He voted against bringing in the new agencies, but they were approved and there was never a guarantee that the pot wasn't going to get split up more ways with smaller pieces for everybody and that was a real concern at the time. Reedus agreed and this will then force them into is making decisions about who's not going to get money and who's going to get cuts. Then what will happen is the agencies will go to City Council and City Council will make decisions one by one, this has happened over and over again so she really thinks that they have to make sure that Council knows that they want a different process and this is what she has been asking for since she's been on this Commission - to take a look at this entire process because if they're not going to get additional money let's not bother to even entertain any more agencies who might want to become Legacy agencies. She also questions when does Legacy Agency services become obsolete for funding, and the minimum funding that's given - it should that be reviewed also. The whole process needs to be reviewed and it's frustrating to her. She doesn't have a problem with the timeline but does have a problem if they're going to expect to slice that piece into more pieces with the same size of funding. She has a real problem with that. STAFF & COMMISSION UPDATES: Thul noted Council did approve the change to the by-laws so that is official. The next meeting will be October 20th and that will be the Q & A review of the written responses. Normally they would also do an Unsuccessful and Delayed Projects checkpoint, but things are on track right now so that is good. The Legacy process is starting up and those submissions will be available for review tomorrow. ADJOURNMENT: Haylett moved to adjourn, Vogel seconded the motion, a vote was taken, and the motion passed 5-0. 6 Housing and Community Development Commission September 15, 2022 Page 7 of 7 Housing and Community Development Commission Name Terms Exp. 5/18 6123 7/21 9/15 Beining, Kaleb 6/30/24 O/E X X O/E Dennis, Maryann 6/30/25 OlE X X O/E Haylett, Jennifer 6/30/25 NA NA X X Krotz, Karol 6/30/24 X X O/E X Marilla-Kapp, Elizabeth 6/30/23 X X X O/E Mohammed, Nasr 6/30/23 X O/E X X Reedus, Becci 6/30/24 X X X X Vogel, Kyle 6/30/23 X X O/E X Vacancy Attendance Record 2022-2023 • Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused = Vacant 7 _'"ewr�� CITY OF IOWA CITY www.icgov.org December 6, 2022 Item Number: 3.f. ATTACHMENTS: Description Housing & Community Development Commission: October 20 MINUTES FINAL HOUSING AND COMMUNITY DEVELOPMENT COMMISSION OCTOBER 20, 2022 — 6:30 PM FORMAL MEETING THE CENTER ASSEMBLY ROOM MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: OTHERS PRESENT: Kaleb Beining, Maryann Dennis, Michael Eckhardt, Karol Krotz, Nasr Mohammed, Becci Reedus, Kyle Vogel Elizabeth Marilia-Kapp (resigned 10/20/22), Jennifer Haylett Erika Kubly, Brianna Thul Genevieve Anglin (UAY), Lucy Barker (Houses into Homes), Jon Brown (FLP), Crissy Canganelli (Shelter House), Delaney Dixon (DVIP), Charlie Eastham (CWJ), Michelle Heinz (Inside Out Reentry), Kai Kiser (FLP), Chelsey Markle (Arc of SE Iowa), Salina McCarty (Houses into Homes), Talia Meidlinger (UAY), Angie Meiers (CommUnity), Christi Regan (HACAP), Adam Robinson (RVAP), Mazahir Salih (CWJ), Jennie Schmidt (IC FMC), Natasja Schroeder (Houses into Homes), Delete Thurness (BBBSJC), Barbara Vinograde (IC FMC) PRESENT ON ZOOM: Theresa Burns (Habitat), Shelly Zabel (Community and Family Resources) RECOMMENDATIONS TO CITY COUNCIL: None. CALL MEETING TO ORDER: Beining called the meeting to order at 6:30 PM, WELCOME NEW MEMBERS: Eckhardt introduced himself, he has lived in the Iowa City area for a while now and has been in the Johnson County area for 11 years. He is interested in the subject of affordable housing because when they moved back to Iowa for family during the recession, they didn't have a lot of money and came back to stay with family and affordable housing was a very serious issue for him early in his life. Today he is a mechanical engineer and a design professional for construction where he designs mechanical systems for buildings and is actually working on at least one of the projects for Shelter House right now. CONSIDERATION OF MEETING MINUTES: SEPTEMBER 15, 2022: Reedus moved to approve the minutes of September 15, 2022, Vogel seconded the motion. A vote was taken, and the minutes were approved 6-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: None. Housing and Community DevelopmenCommission October 2O.2022 Page 2 of 6 LEGACY AID TO AGENCIES (A2A) QUESTION & ANSWER Q&A DISCUSSION: Krotz appreciates the agencies who had questions and provided answers. The Commissioners had a few questions that were very relevant, but she did notice that some of the responses didn't seem real direct. She asked that when a question is asked, justpnovidethmmnswerinonemontanum.mndumethoneatof the allotted space to explain in more detail because sometimes it was difficult to draw the answer out. Reedus noted two or three meetings ago they went through the budget and the joint funding application process and made some recommendations. Was there ever a response from Uriited Way or were any of recommendations incorporated. Th ul noted they did add in the question about staff turnover, but they couldn't make alt changes. Reedus noted one of the things she has come to realize is the there's a variety of ways in which the agencies answered financial questions, some with profit and loss statements which are not her favorite thing to get, she would prefer to see end of year financial statements that has been approved bythe Board nmthat she knows that the Board iewatching over the finencia|aspect ofthe organization. She noted form C actually asked for budgeted information and so there are some agencies that are giving budgeted figures as opposed to actual revenue and expenditures, which just makes it even worse, because then they don't have the same kind of information from each organization. Reedus also agrees with Krotz that a couple, not all, of the answers to the questions were excellent and she appreciates the organizations that went to great lengths to answer those questions, it was information that they needed to make some better decisions. However, there are a couple that she was even more confused after reading some of the answers. She had to go looking at websites, read GuideStar, pull the latest 990 to get the information she was seeking. Reedus also has a question regarding the lowest funding level for legacy agencies is 15k and they are bound by that, but they don't necessarily have to recommend any funding to an organization. Kubly confirmed that was correct. Reedus wanted to thank staif again for doing the application summaries, it's very useful, even if it actually rnight draw more questions. One concern is some of the unit costs that theyre seeing, and she has concerns for agencies that are providing similar services they might not be paying similar unit costs per agency, so she'd like to see them get to a point where they're paying more per unit cost so it's more fair to an organization and doesn't penalize one for being a large organization versus a smaller organization. If they're paying that unit cost, whether that's for food, whether it's for childcare, whether it's per unit of situation in a youth type of group, she thinks that it would be useful to try as maybe some of those unit costs were not correct, not because staff did them wrong, but because of the numbers that the agencies provided were agency numbers versus program numbers. Krotz asked if there a standardized format for the answers to follow with in terms of continuity, whether they're providing answers for the agency at large or the program or the project that their application is for specifically. Kubly replied not specifically, she feels they should be describing how they're going to use the funds and basing their application on that which varies across agencies, some agencies might be only using funds for a specific prograrn and some agencies might be using it for more broader operational expenses. Mohammed had a comment about Habitat for Humanity and the last item on the response where they indicate that the cost increased by 26% and all that increase is applied on the on the low-income families who receive the benefit from the Habitat for Humanity. Before the pandemic, they had the ratio 50/50, they would draw a loan from a bank and then they give the individual about 50% of the money without any interest, but now the ratio has been increased significantly, probably 75% loan drawn from the bank and that 25% from Habitat. Also, there is some closing fees, and it seems like this program has become hard to afford and the question is how they can help Habitat for Humanity to help the people in the community, specifically the low-income families, some of them are very low income and the wages are not growing in the community to match that increase on the costs for this program. 2 Housing and Community DeveloprnentCommission October 20, 2022 Page 3 of 6 Krotz was wondering if they want to go through each agericy and ask specifically if anyone has any questions because she wouid hate to see this part of it draw to a close so soon it seems like they haven't really batted the bali around. Dennis noted they have all gone through all the applications and have asked their questions and got answers so maybe not a lot of value in going through each agency during meeting time. If there are specific questions on answers received, now is the time. Vogel asked if it possible for the Commission to also find out what organization's funding has been from the United Way. Are they only asking lowa City for money or are they are they hitting United Way and Coralville equally? Kubly replied they can get those numbers, their requests for each agency should be in the application. Vogel asked if they could get the funding requests for the past couple of years, staff replied they could do that. Dennis noted that those figures are what they requested and not necessarily what they received. Reedus reiterated the one rule is they have to fund a minimum of $15,000 but they don't necessarily have to increase an agency and they can decrease an agency allocation if theyve gotten information that shows that for whatever reason, unit cost is more or perhaps Iowa City is too heavily funding something or because of decisions made a couple of years ago, there is nothing that says they have to give an increase to an organization. Reedus noted she is not available during the day right now until 5:30pm so she didn't even get this letter on Center for Worker Justice in time to read it before this meeting so could staff summarize what is in the letter. Reedus doesn't think it is fair not to go through this at the meeting. Kubly stated earlier this week an article came out in the newspaper about the Center for Worker Justice, essentially, they had to pay an IRS penalty for delay in filing taxes and the article said that they had lost their nonprofit status for a period of time as a result of that. Staff reached out to them with a few questions about compliance related to Aid to Agencies and the other funding that the City provides. One was how they would comply with the City's audit policy as the City has different levels of audit requirements for agencies that receive City funding. If an agency had a total budget of $500,000 or more, they'd have to submit an audit prior to receiving the legacy Aid to Agency funds, which is why staff asked how they are going to prepare to comply with this if they were to receive funding. The Center for Worker Justice has hired an external accountant and will would work with them to meet the audit requirements. Staff is also meeting with them for technical assistance because the agency is receiving federal funds through the ARPA program. The second question was what changes the Center for Worker Justice has implemented with their accounting and financial management procedures to ensure ongoing compliance. They responded that they're using a professional accountant agency to complete their 990 and resolve those issues and they're shifting from volunteers doing accounting to professional reporting services. The third question was about the timeline of losing their 501C3 status and when it was reinstated, and to ask them to provide documentation that it was in place, since that impacts their eligibility for funding. Essentially, they said they didn't actually lose their status, it was just at the time they revoked it and then they naaffimmadthe status, soitwas just like timing ofthe submission, itwas retroactively reestablished. Reedus states it would have been better for HCDC to find this out directly rather than in the newspaper. Dennis is a little concerned that Center for WorkeJustice is now a legacy agency and they're proposing that they want to meet with the City for technical assistance to make sure they're in compliance with the regulations. She would have hope that they would have been in compliance aPI along. Kubly stated when she submitted these questions to the Center for Worker Justice, she was also asking not only about the Legacy application, but also the federal funds that they're receiving through ARPA. Staff had recommended that they do technical assistance to make sure they're meeting the uniform administrative requirements for federal funding, that was more related to the federal portion. 3 Housing and Community Developrnent Commission October 20, 2022 Page 4 of 6 Reedus noted one of her questions for Center for Worker Justice was they said that they distributed about a haif a million dollars, but that wasn't reflected in their financials. Should that been run through the books? That would that have put them over the mark for an audit. Vogel noted there is a disconnect between the description of My Home to Yours distributing $500,000 to individuals and families but because the article talks about $65,000 but that was 2020, so maybe it's 2020 versus 2021? Reedus thinks the program is spanned over multiple years, two to three years, but that wasn't in their budgeted figures. Krotz asked if they provided a budget, Dennis noted it is in the joint application Reedus assumes next month is where there's going to be more comments because there's going to be a lot of discussion about why people are scoring the way they're scoring and why they made their recommendations. Reedus asked what will happen when staff receives the information. Thul states that they will compile individual scores and recommendations into a summary. Depending on what the data shows, they can include averages and rankings. Staff will put together a selection of things for Commissioners to consider. Dennis thought it was interesting that the Neihborhood Centers talked about the change in computer programming, Windows 10 to Windows 11 and nobody else did. That could be a big deal for a lot of organizations. Vogel stated it may not be a problem for some if they haven't upgraded their equipment, the Windows 11 upgrade is just for newer PCs, less than five or six years old, if someone has a 1 0- or 12 - year -old PC then they will have to replace the PC in order to do the upgrade. Reedus commented that she would hope the organizations would have some sort of budget for those expenses and that it wouldn't be a surprise for an organization. LEGACY AID TO AGENCIES NEXT STEPS INDIVIDUAL SCORING AND FUNDING RECOMMENDATIONS: Thul noted in the last page of the agenda packet is a calendar to give the benchmarks of what's upcoming for the Commission. In the packet she mailed out, a copy of the calendar is in there as well along with a copy of the score sheet. Thul will follow up after the meeting and send an electronic version as well. The next step is to start looking through the applications and scoring and making funding recommendations based on those scores. Staff will share scores and funding recommendations November 1, so the Commission has time to think about that in reference to their own scores. November 8 is when staff would like scores to be submitted to give them time to put all the scores together and get the information for everyone to look at for the next meeting. If staff don't have scores by this date it will be difficult to compile and produce useful information for the November HCDC meeting. Krotz asked in terms of scoring, will there be something in the packet that will guide them through how they are to score. Staff will provide the score sheet and the document that includes narrative descriptions that guide the scoring. Reedus explained that the questions are broken out into levels with points assigned to each level. Staff will supply the score sheet and Commissioners can handwrite answers, submit electronically, er drop it off to staif. ThuI also shared that staff summary sheets were created to match the score sheets and that those should help take Commissioners through the scoring. STAFF & COMMISSION UPDATES: Staff showed a video about The Housing Fellowship as this video was something discussed back in April with the Cornmission when it was Community Development Week. This video was made to highliht the CDBG/HOME funded work in Iowa City, Thul noted she got a message from Elizabeth Marilla-Kapp that she's resigned from the Commission. ADJOURNMENT: 4 Housing and Community Development Commission October 20, 2022 Page 5 of 6 Krotz moved to adjourn, Reedus seconded the motion, a vote was taken, and the motion passed 7-0, 5 Housing and Community Development Commission October 20, 2022 Page 6 of 6 Housing and Community Development Commission Name Terms Exp. 7/21 9/15 10/20 Beining, Kaleb 6/30/24 X O/E X Dennis, Maryann 6/30/25 X 0/E X Haylett, Jennifer 6/30/25 X X O/E Krotz, Karol 6/30/24 0/E X X Marilla-Kapp, Elizabeth 6/30/23 X O/E * * * * Mohammed, Nasr 6/30/23 X X X Reedus, Becci 6/30/24 X X X Vogel, Kyle 6/30/23 O/E X X Eckhardt, Michael 6/30/25 -- -- X Attendance Record 2022-2023 *Resigned from Commission Key: X = Present 0 = Absent O/E = Absent/Excused = Vacant 6 _'"ewr�� CITY OF IOWA CITY www.icgov.org December 6, 2022 ATTACHMENTS: Description Library Board of Trustees: October 27 Item Number: 3.g. O# IOWA CITY riPUBLIC LIBRARY Iowa City Public Library Board of Trustees Meeting Minutes October 27, 2022 2ni Floor - Boardroom Regular Meeting - 5:00 PM FINAL Members Present: DJ Johnk, Claire Matthews, John Raeburn, Tom Rocklin, Hannah Shultz, Dan Stevenson. Members Absent: Carol Kirsch, Robin Paetzold. Staff Present: Flsworth Carman, Sam Helmick, Anne Mangano, Jen Miller, Brent Palmer, Jason Paulios, Angie Pilkington. Guests Present: Abby Johnson, Redmond Jones, Alexa Starry. CaII Meeting to Order. Rocklin called the meeting to order at 5:00 PM. A quorum was present. Approval of October 27, 2022 Board Meeting Agenda. Rocklin requested an amendment to the agenda and noted that Item 4A, Budget Discussion, required a vote. Johnk entered at 5:01 PM. Matthews made a motion to approve adding the Trustee vote on the FY24 Budget request. Raeburn seconded. Motion passed 6/0. Public Discussion. None. Items to be Discussed. Budget Discussion. Carman discussed the Budget in Brief for FY24, which outlines the operational budget the Library is requesting from the City of Iowa City. Carman shared all City department directors were asked to submit a flat budget request, excluding personnel costs, and while the Library did not submit a flat budget due to inflation, attempts were made to limit increases to only essential lines. Library staff also submitted a list to City Finance of priority budget requests. The deadline for submitting the FY24 budget with the City did not line up perfectly for Board approval before submission but Carman shared that Finance is aware adjustments may be made after the Board meeting. Carman discussed the clock replacement and book return costs and noted they are the largest new budget requests for FY24. Matthews was surprised by the $30,000 expense of new docks. Rocklin asked how many clocks would be purchased with that amount. Carman shared 58 clocks If you will need disability -related accommodations in order to participate in this meeting, please contact len Miller, lowa City Public Library, at 379-887-6003 orjennifer-miller@icpLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Atilt IOWA CITY >. PUBLIC LIBRARY would be purchased, and the cost included the exterior antenna. If the request is not approved a workaround could be determined. Carman said the cost of book returns are less negotiable however as their current state is a public safety concern. If the $20,000 request for new book returns is denied Carman would like to see if any repairs could get the Library by for the short term. Shultz clarified the book returns were for the east side Hy -Vee location. Stevenson asked about rising personnel costs and wondered if the personnel request was high enough. Carman shared City Finance manages the budget calculation for personnel costs which includes cost of living. Stevenson asked what the cost of living increase will be, Mangano shared 2%. Carman shared the AFSCME contract is negotiated for a set number of years. Mangano said it is negotiated for five years and during the final year of the contract can be opened up and renegotiated. Rocklin commented that it was negotiated before the effects of inflation. Shultz asked who the AFSCME steward was and Mangano shared there has been a leadership change. Carman said that AFSCME leadership changed but is unsure if the Library -specific steward roles have changed. Stevenson asked if they expect to reopen the contract. Mangano said that was not part of the negotiation contract. Rocklin asked about the strategic plan consultant increase. Helmick entered at 5:10 PM. Carman shared the consultant line is for IT and strategic planning. Matthews noted personnel benefits are through the City of Iowa City and asked if there is an increase in costs for FY24. Carman shared there have been significant costs that have not yet affected staff. Raeburn asked about the longevity budget line. Carman shared after five years staff begin getting a bonus once a year. Every milestone anniversary staff meet increases the longevity payment. Raeburn noted the termination budget line was not requested this fiscal year but had been used in prior years. Carman and Miller said this was for unemployment or accrual payouts. Mangano clarified that staff salaries will increase 2.25% in FY24 and 2% the following year. Raeburn was surprised by the low request for equipment repair and maintenance supplies. Matthews noted the cost of sanitation supplies went up with increased need for sanitation during the pandemic. Matthews wondered if this trend would continue. Carman budgeted for the purchasing of masks in FY24 in case they are required. Johnk made a motion to approve the FY24 budget request. Shultz seconded. Carman shared as a semiautonomous department of the City, the Library Board has the authority to make budget decisions for the Library. Resources could be shifted throughout the year if the Library Board wished to do so. Matthews noted the hardware and software budget lines. Discussion clarified this budget was requested but not as a capital budget request. Carman shared that he and Miller aspire to make the budget documents more user friendly. The Board of Trustees voted to approve the FY24 budget request. Motion passed 6/0. Carman shared the next piece of the budget request is the CIP, or capital improvement project planning. The CIP request for carpet was previously requested but the CIP request for upgrades to meeting rooms is new. Carman shared we are trying to get ahead of preventative maintenance in case it takes time to be approved at a City level. If you will need disability -related accommodations in order to participate in this meeting, please contact Jen Miller, Iowa City Public Library, at 379-887-6003 or jennifer-miller@icptorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY > � PUBLIC LIBRARY 1st Quarter Financials and Statistics. Carman discussed first quarter expenditures for FY23 and felt the Library was in a normal and manageable part of the budget cycle. Shultz asked about the Finance committee and if it had met. Carman shared it had not. Staff Reports. Director's Report. Carman shared the Ped Mall playground is now open. Shade poles and sun shade are still going to be installed. Carman shared Noa Kim resigned from the Board and the vacancy will be filled as soon as possible. The vacancy will be in the next council packet. Standing Trustee applications will be revisited. Carman asked the Trustees to think about their own networks and invite others to apply. The vacancy should be filled by a person who identifies as female and is a five-year seat. Rocklin asked when applications are due. Carman shared they will be announcing it at the next meeting and applications will follow. Rocklin asked if there were any updates to Drag Queen Storytime. Carman shared the Iowa City Human Rights Commission wrote a statement in support of Storytime and it was well done. Carman got no community feedback about the event until the Iowa City Press Citizen article was published. Afterwards a handful of people commented but it wasn't anywhere near the volume he expected. Carman said it was tough experience for staff involved. Carman felt the Library has done a good job training staff about Intellectual Freedom and was happy that work had been done prior to the event. Carman shared the next Drag Queen Storytime will be in February around Valentine's Day and hopes it will be a community event for kids. Stevenson asked if it would be on a weekend again, Pilkington said it would be on a Saturday. Matthews hopes after the midterm elections it won't be an issue. Carman said that since the previous five Drag Queen Storytime programs at ICPL had not been problematic, he did not reach out to the police proactively about the event. Next time he will work with the Police Chief to create a plan before the program, though in this case, he believes a police presence may have escalated the situation. Rocklin said it sounds like it was handled very well and asked if any lessons were learned. Carman shared a City Attorney met with the Leadership Team to discuss first amendment rights and the Library Use Policy. The attorney helped clarify that staff need to focus on the behavior happening in the situation and not the ideology. Carman believes it is important to celebrate first amendment rights but that doesn't mean that patrons can abuse staff. The Attorney suggested that if any changes were made after this event, they would suggest revisiting Library policies about holding signs in the Library or videotaping other patrons. Carman feels enforcement of videotaping would be complex but worth the conversation. Rocklin agreed it would be hard to figure out. Raeburn asked if the protesters interrupted the program in a verbal and direct confrontational way. Carman said not in a dramatic way but they spoke at a normal speaking voice throughout the program. Carman said there was no yelling or chanting but there were louder voices in the lobby before he got on the scene that had been managed by staff. Johnk said he saw video of Pilkington and Carman standing between the protestors and patrons. Johnk felt that it stood very tall to see it handled so well and appreciated their actions. Carman shared he was struck by staff member Mari Redington, who remained poised and professional for the duration of the event, and said he appreciated the staff who jumped in to help. Departmental Reports: Children's Services. Pilkington asked Trustees to put Inservice Day on their calendars for December 9th. The if you will need disability -related accommodations in order to participate in this meeting, please contact Jen Miller, Iowa City Public Library, at 319-887-6003 or jennifer-miller@icpLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. A40.,ii IOWA CITY rep PUBLIC LIBRARY morning session focuses on strategic planning with Carman and Becky Heil from the State Library. The session counts as Board continuing education credit. Collection Services. Raeburn said the bibliography on Intellectual Freedom was well done and very useful. Matthews asked if Mangano had good turnout for the ILA conference presentation. Mangano said several Board members from other cities were in attendance and it was good to see Trustees engage with the topic. Mangano was then asked to do a webinar for the State Library. Matthews said a webinar will be very useful to rural libraries. Mangano discussed genre label changes and how reading the Intellectual Freedom manual impacted the labels. Johnk liked the explanation of label changes. Matthews believes changing the labels if done well isn't typically noticed. Matthew thought this was a good example of one of those moments and appreciated the thought that went into the seamless process. IT. None. Miscellaneous. Carman introduced Redmond Jones, Deputy City Manager, who attended the meeting. Redmond is the new liaison for the Library with the City of Iowa City. President's Report. Rocklin shared a note from Carol Kirsch who apologized for not being there. Kirsch thanked ICPL for her attendance at ILA and thanked staff for leading presentations. At the November meeting Kirsch will appoint a director evaluation committee with three members. Kirsch encouraged Trustees to contact her before the November meeting if they wish to join. Kirsch also shared that Trustee Noa Kim resigned and Carman will initiate the process of accepting applications for the vacancy. Announcements from Members.Johnk recognized Helmick as newly appointed ILA President. Committee Reports. None. Communications. Rocklin said the Press Citizen article was remarkable in its thoroughness. Stevenson appreciated the framing of the article identifying the protestors as the problem, not the reason they were protesting. Consent Agenda. Johnk made a motion to approve the Consent Agenda. Matthews seconded. Motion passed 6/0. Set Agenda Order for November Meeting. Rocklin discussed agenda topics for November including appointing a director evaluation committee, departmental reports, and a collection policy revision_ Adjournment. Rocklin adjourned the meeting at 5:45 PM. Respectfully submitted, Jen Miller If you will need disability -related accommodations in order to participate in this meeting, please contactien Miller, Iowa City Public Library, at 379-887-6003 orjennifer-miller@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Board of Commissions: ICPL Board or Trustees ATTENDANCE RECORD Name KEY: X PRESENT O ABSENT OE EXCUSED ABSENT NM NO MEETING HELD R RESIGNED Tann Exotra0on 12/16/2021 1/27/22022 2/24/2022 3/24/2022 4/28/2022 5/26/2022 6/23/2022 7/78/2022 0/25/2022 3/22/2022 10/17/2022 11/17/2022 /ohnk, 01 6/30/2025X x X X X X 0 X X x X x Heranen, Desna! 6/30/2027 x X X 6 R R R 6 R €i 5 0 Kim, Noa 6/30/2027 X x X x X X OE x x .... R R Kirsch, Carol 6/30/2023 x X X X X GE X x OE OE X Matthews, Clang 6/30/2023X Y. X X 06 6 X X X OE X OE Net -told. Popo b0/20233 X X X OE 6 X X x X GE X liae6urn, Rae Hah 6/30/2027 x x x, x x x Ro[kiin, Tom 6/30/2025 DE X X X x X X OE X X X X Shultz' Hannah 6/30/2025x X X X K Y, x X X x X X Stevenson, 03Wie1 6/30/2027 % X X X x X X X X X X X KEY: X PRESENT O ABSENT OE EXCUSED ABSENT NM NO MEETING HELD R RESIGNED Item Number: 3.h. _'"ewr�� CITY OF IOWA CITY www.icgov.org December 6, 2022 ATTACHMENTS: Description Public Arts Advisory Committee: September 8 Approved, p.1 Public Art Advisory Committee Mtg, 9/8/22 Minutes Public Art Advisory Committee September 8, 2022 Emma Harvat Hall Public Art Advisory Committee Members Present: Juli Seydell-Johnson, Andrea Truitt, Ron Knoche, Steve Miller, Eddie Boyken, Jennifer Gringer, Jeremy Endsley Members Absent: Anita Jung (out of the country; zoom connection open, but Internet must not have been available for Anita) Staff Present: Wendy Ford Public Present: Rachael Arnone Call to Order Miller called the meeting to order at 3:32 p.m. Introduction of Members New PARC member, Jenny Gringer introduced herself. She works at the University of Iowa in psychiatry research around brain imaging and is also a print maker and involved in PS1 and a founding member of the Joy March. New PAAC member, Jeremy Endsley then introduced himself. Jeremy has an urban planning degree, has studied public art and is hoping to build on his experience. The rest of the committee members then introduced themselves. Ford introduced Dr. Rachel Arnone who will be speaking later. Public Discussion of Anv Item Not on the Agenda None Consideration of the August 4, 2022 meeting minutes Miller noted that he could not have made the motion to approve the increase in budget for the Black Hawk Mini Park in the last minutes, because the President may not do that per bylaws. Ford will check the recording and change before final minutes are submitted to Council. (Upon review of the tape, Dongilli had moved, and Knoche had seconded that the Black Hawk Mini Park budget be approved as discussed). Seydell-Johnson moved to approve the August minutes with the correction, Truitt seconded. Motion passed (7-0). Longfellow Tunnel Junior High Mural project update, Rachel Arnone Dr. Rachael Arnone, art teacher at South East Junior High, explained that this is the seventh year of painting the pedestrian tunnel between Sheridan and Kirkwood Avenues, originally created to stop tagging that had been happening. Since then, tagging has been limited which has been helped by the addition of the SEJH art class "signatures." Dr. Arnone explained the mural design assignment is for everyone in the SEJH art class, but the painting crew is limited to about 10 since too many painters in the tunnel is crowded and production suffers with more than 10 at a time. Approved, p.2 Public Art Advisory Committee Mtg, 9/8/22 All students in the class have to design a mural and then all students vote on their favorites. The top two vote -getters become the design for the tunnel. They are then painted on the tunnel walls by the artists and 8 other students in the class selected by random drawing. This year, students selected art by Hamish and Archy who collaborated and designed a panel highlighting both cartoony and realistic characters. Willow, the artist of the other winning panel, highlights hills and stars, a favorite topic of hers which will be altered some to include some elements that appear in Hamish and Archy's design. The project also gives the student artists leadership experience. Painting will take place on Thursday, September 15; the City will provide transportation, a porta-potty, a freshly painted surface and reimbursement for spray paint up to $500. Gringer moved, and Endsley seconded that the design be approved. Motion passed (7- 0). Consider Retiring Windows and Worlds Bookmark Ford showed photos of the state of the piece and explained she'd contacted Susan Craig, former Library Director who had donated it and approved of its retirement. Seydell-Johnson moved that we decommission and remove the piece, and Gringer seconded. Motion passed (7-0). Sculptors Showcase 2022-2023 video review Ford showed Jack Brooks' recent video on the locations and the sculptural pieces in this years' Sculptors Showcase, and encouraged committee members to visit the website, httos://www.icaov.ora/Iowa-citv-sculptors-showcase to see the additional individual interviews with artists. Truitt asked about the public relations that have happened to date with social media and website postings. Ford said they had been promoted once but that we could stand to do more. There was a question about whether artists had been able to sell any of the sculptures exhibited in the first year and Ford responded she didn't think any had sold, but upon installing one of Hilde DeBruyne's pieces, a passerby inquired about the price. The passerby was surprised at the price tag, and committee members agreed it is good that people learn the value of art. Updates Ford reported that Dawson Davenport had agreed to the increase in budget for completing part two of the Black Hawk Mini Park project, on which he will be working early this fall and before the sign is installed. A QR code embedded in the plaque artwork will lead to the web -based information he is writing up for part two, so it will be important to have part two of the project completed before the plaque is installed. The South District Bus Stop Bench project is still underway as organizers have added to the push for Artist Mentor applications, since the first round of applications did not result in a candidate. They want to use the mentor/mentee model, but if a qualified mentor is not available, they may decide to continue the project with an experienced artist instead. Approved, p.3 Public Art Advisory Committee Mtg, 9/8/22 Leaders for the Airport Hangar/Gateway mural project sought the advice of and consulted Thomas Agran to ensure the RFQ under development for the project is clear and fully states the challenges and opportunities of the project. His information was helpful, and the Airport Commission has determined a subcommittee to refine details and approve of the RFQ before it goes out. It is likely the process will involve shortlisting 3 artists and paying each a stipend to come up with a tight concept for the airport, from which the Airport Commission will select a winner. That concept will then be used in soliciting donations to complement the $8,000 from the PAAC. Agran had estimated a low-end budget would be $20,000 with a higher end at $40,000. He also made recommendations for the RFQ details and specific types of paint products that should be used, cautioning that simply using housepaint would put the mural at much greater risk of weathering early. Finally, Simple Flight, the sculpture at the east end of the bridge over the river near Iowa River Power Company restaurant, was removed for rehab on August 31. Dave Dennis, who played a big role in the rehab of the Snelson, now in Riverfront Crossings Park, was contracted to complete this work. The rehab project should take around 6 weeks. Adjournment Knoche moved and Seydell-Johnson seconded that the meeting be adjourned at 4:05 pm. Motion passed (7-0). Approved, p.4 Public Art Advisory Committee Mtq, 9/8/22 Public Art Advisory Committee Attendance Record 2022 Name Term Expires 9/2121 10/7/2 1 11/4/2 1 116/22 2/3/22 3/3/22 515/22 6/2/22 7/7/22 8/4/22 9/8/22 Ron Knoche X X X X X X X* X X X X Rill Seydell- Johnson X X X X X X X X X X* X Steve Miller 12/31/23 X X X X X X X OlE O/E X X Eddie Boyken 12/31/24 O/E X X X X X X X 0/E X X Andrea Truitt 12/31/22 X 0/E X X X X X X X X X Dominic Dongilli 12/31/23 X X 0/E O/E X X X X X X 0/E Anita Jung 6/30/23 — --- --- -- -- -- X O/E X X 0/E Jennifer Gringer 12/31/23 -- --- --- -- -- --- -- — -- X Jeremy Endsley 12/31/22 — --- --- --- -- - - — — -- X Jan Finlay- son 12/31/23 0/E 0/E 0/E X 0/E O/E - - --- --- — Nancy Puring- ton 12/31/22 O/E X X O/E 0/E 0/E --- --- --- — Sandy Steil 12/31/23 0/E X OlE 0 O/E 0/E --- _- -- _- —.. Key X Present © = Absent 0/E = Absent/Excused = Not a member