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2023-11-09 Info Packet
� r rrr®��� City Council Information Packet CITY OF 10"IA CITY November 9, 2023 Council Tentative Meeting Schedule IP1. Council Tentative Meeting Schedule Miscellaneous IP2. Memo from Climate Action Coordinator: Energy Efficiency in Residential Construction Grant IP3. Civil Service Examination: Associate Planner - Grants Specialist IP4. Civil Service Examination: Housing Program Assistant Draft Minutes IP5. Ad Hoc Truth & Reconciliation Commission: October 5 IP6. Ad Hoc Truth & Reconciliation Commission: October 26 IP7. Historic Preservation Commission: October 12 IP8. Library Board of Trustees: October 26 IP9. Public Art Advisory Committee: November 2 November 9, 2023 City of Iowa City Item Number: IP1. CITY OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Council Tentative Meeting Schedule Attachments: Council Tentative Meeting Schedule City Council Tentative Meeting Schedule nil Subject to change CIS TY OF IOWA CITY November 9,2023 Date Time Meeting Location Tuesday, November 21,2023 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday, December 12,2023 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,January 2,2024 8:OOAM Special Formal City Hall,Emma J. Harvat Hall Organizational Meeting 410 E.Washington Street Tuesday,January 2,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,January 16,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Saturday,January 20,2024 8:00 AM Budget Work Session City Hall,Emma J. Harvat Hall 410 E.Washington Street Monday,January 22,2024 4:30 PM Joint Entities Meeting City Hall,Council Chambers Hosted by the City of Coralville 1512 7th Street Wednesday,January 24,2024 2:00 PM Budget Work Session(CIP) City Hall,Emma J. Harvat Hall 410 E.Washington Street Tuesday, February 6,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday, February 20,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday, March 19,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,April 2,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,April 16,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday, May 7,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday, May 21,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,June 4,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,June 18,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,July 16,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,August 6,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,August 20,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,September 3,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,September 17,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,October 1,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,October 15,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Monday, November 4,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday, November 19,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday, December 10,2024 4:00 PM Work Session City Hall,Emma J. Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Item Number: IP2. CITY OF OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Memo from Climate Action Coordinator: Energy Efficiency in Residential Construction Grant Attachments: Memo from Climate Action Coordinator: Energy Efficiency in Residential Construction Grant r -4 CITY OF IOWA CITY MEMORANDUM Date: October 30, 2023 To: City Council, Climate Action Commission From: Sarah J. Gardner, Climate Action Coordinator Re: Energy Efficiency in Residential Construction Grant Background The purpose of this memo is to outline a proposed pilot program to incentivize residential construction that meets enhanced energy standards, initially proposed as a building fee rebate under Action Item 1.2 in the City's Strategic Plan for FY2023-2028 and as BI-6 in the Accelerating Iowa City's Climate Actions Plan. Following extensive conversations with the Home Builders Association (HBA), individual builders and realtors, area home energy raters, and building inspection staff, the Climate Action staff are proposing to base the incentive on an independent assessment of the home's energy efficiency and offer a small grant rather than a rebate of permit fees. Staff believe this approach will overcome a number of hurdles that were identified over the course of these conversations, which began in 2022. These included a lack of enthusiasm for a permit fee rebate among builders, administrative complexity related to how fees are assessed and lack of clarity as to how rebates would relate to these fees, and the need for verification of program compliance. Staff also believe the program outlined below will meet the chief objective of the original proposal,to incentivize energy efficient construction in new homes, while yielding a second benefit of providing area realtors with an important tool to help promote energy efficiency to Iowa City homebuyers. The HBA has expressed full support of the program and has offered to help promote it to members, as has the Iowa City Area Association of Realtors (ICAAR). Program Description The pilot program will launch in January 2024 offering $1800 grants to builders who obtain a Home Energy Rating System (HERS) rating of 52 or better. Under the program, single-family residences, duplexes, and townhomes built within Iowa City will be eligible, and certification will performed by a third-party Home Energy Rater trained in HERS ratings. The HERS Index is a nationally recognized process for inspecting and calculating a home's energy performance. Homes are rated on a scale of 0 to 150, with 100 being the "reference' score for a typical home built to 2006 International Energy Conservation Code (IECC) standards, when the HERS Index was established. The lower the HERS rating a home obtains, the more energy efficient it is.A home with a score of 52 is around 20% more efficient than a home built to current Iowa energy code requirements, which are based on the 2012 IEEC code and typically score between 70-75 on the HERS Index. To help promote the program, the Home Builders Association is partnering with the City of Iowa City as part of the 2024 Parade of Homes.Through this partnership, every Iowa City entry to the Parade will obtain a HERS certification. Homes scoring 52 or better will be eligible for the full grant award, and the home with the lowest score will receive a special recognition. Goals A HERS certification typically costs$600.The proposed $1800 grant would thus cover the cost of receiving the certification and offer an additional $1200 incentive. By offering a relatively small grant designed to be easy for builders to access, staff hope to encourage broader participation among many different builders than would be possible with a large rebate that would likely only be applied to top-tier construction. In addition, by structuring the award as a grant rather than a fee rebate, the program provides a pre-determined award amount that can more easily be accounted for in construction budgets. Of all the aspects of the proposed program, this received the most enthusiastic support from builders. It also reduces the administrative burden on City staff. By allowing for a set amount rather than a variable rebate, as well as independent verification of program compliance, award payments can be made to builders more efficiently. Finally, this program builds upon an ongoing partnership between ICAAR and the City of Iowa City that provided free realtor trainings in March 2023 on HERS ratings and other "green" building designations. HERS ratings provide an easy to understand tool for potential buyers to help promote energy efficiency investments made in new homes. As more area residences receive HERS ratings and more buyers ask for them, this has the additional benefit of helping create a market incentive for more energy efficient construction. Funding An estimated 30-40 permits are issued annually for residential new construction in Iowa City. Because there is no reliable data for our region to suggest how many of these homes might achieve a HERS score of 52 or better, Climate Action staff propose to allocate $70,000 from the Emergency Levy funds for the program during calendar year 2024, allowing for the possibility that the majority of homes might qualify. Success Benchmarks: Year 1 • Cross promotion of the program between City of Iowa City, HBA, and ICAAR channels • One third or more of new residential construction receives a HERS rating • Reassessment of the prerequisite score of 52 at the conclusion of 2024 to determine if the score should be adjusted up or down to better meet program goals $1800 Award NEW Builder Incentive Building a better house? The City of Iowa City offers $1800 awards to builders for new residential construction that obtains a Home Energy Rating System (HERS) score of 52 or better. To claim your funding: 0 Receive a HERS rating from a certified Home Energy Rater anytime between project start and drywall installation. © Submit your HERS certification (and W9 if first-time applicant) to ClimateAction@iowa-city.org. © Receive your award in two weeks or less. Single-family, duplex, and townhomes eligible For more information, contact: Sarah Gardner I SGardner@iowa-city.org 1319-887-6162 IOWACITYCUMATE / ACTION MATTERS Item Number: IP3. CITY OF OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Civil Service Examination: Associate Planner - Grants Specialist Attachments: Civil Service Examination: Associate Planner - Grants Specialist � r CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (3 19) 356-5000 (319) 356-5009 FAX www.icgov.org November 2, 2023 TO: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination —Associate Planner— Grants Specialist Under the authority of the Civil Service Commission of Iowa City, Iowa, I do hereby certify the following named person(s) as eligible for the position of Associate Planner — Grants Specialist. Samantha Turnbull Iowa City Civil Service Commission ck Wy s, Chair Item Number: IP4. CITY OF OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Civil Service Examination: Housing Program Assistant Attachments: Civil Service Examination: Housing Program Assistant CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www.icgov.org October 31, 2023 TO: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination — Housing Program Assistant Under the authority of the Civil Service Commission of Iowa City, Iowa, I do hereby certify the following named person(s) as eligible for the position of Housing Program Assistant. Abdellatif Idris IowaCity Civil Service Commission Rick VQyss, Chair Item Number: IP5. CITY OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Ad Hoc Truth & Reconciliation Commission: October 5 Attachments: Ad Hoc Truth & Reconciliation Commission: October 5 October S,2023 Draft Ad Hoc Truth and Reconciliation Commission (TRC) Minutes Emma J. Harvat, City Hall Commissioners present: Chastity Dillard(via Zoom), Clif Johnson, Chad Simmons, Sikowis, Marie Krebs, Lauren Merritt, Wangui Gathua, Louis Tassinary. Commissioners not present: Eric Harris. Staff present: Redmond Jones, Stefanie Bowers. Meeting called to order: 7:06. Reading of Land Acknowledgement: Krebs read the Land Acknowledgement. Approval of the meeting minutes of September 21 and September 27,2023: Krebs moved, and the motion was seconded by Gathua. The motion passed 8-0. Comment of Items not on the Agenda: Amos Kiche encouraged Commissioners to follow up on the recently held Fact-Finding session with a questionnaire/community survey. TRC Budget Presentation: Deputy City Manager Jones presented the expenses of the TRC from August 1-October 4. The TRC had previously budgeted$10,000 for Phase 1. The amount would cover costs related to special meetings, community marketing, special events, and miscellaneous pilot programs. Most costs are food-related expenses followed by supplies the TRC needed for trainings. The total cost to date is $6,667.91. The budget presented does not reflect payments made to facilitators. Change Phase One Timeline: Simmons discussed with fellow Commissioners how the last few months have felt rushed. Simmons moved to change the phase 1 completion date to no longer than March 31, 2024,to increase learning and reduce pressures on staff, consultants, and commissioners. Krebs seconded.The motion passed 8-0. Simmons further noted that the pause does not change what the facilitators must do or cause any additional work for them. Simmons further moved that phase 1 includes a practice example of all the parts of the model working together with a review of the expected outcomes. Tassinary seconded the motion. The motion passed 8-0. Circles and Circles Training: There was a discussion about when to hold the circles. Possible suggestions were to hold two in one week, bi-monthly,or near the date of Tatthsgiving. Each circle will take at least 3 hours. Staff will look at finding a venue for a circle on October 21. Follow-Up on Fact-Finding Sessions: Dr. Scheeler and Laurel were not able to join the meeting today but did relay to staff that Commissioners Krebs, Nobiss, and Johnson should review the list for the major categories from the sessions and let them know what categories are missing from the list that should be included and what are some key indicator that they want to be sure they track under each category. 1 The categories currently are: public safety/policing/law enforcement, namingslmemorializationlremembrances, economic development, health, environmental justice, education,and other. Strategic Doing Update: Commissioners were provided with a brief update on the Spanish Strategic Doing Workshop Pathfinder Projects. There will be a follow-up meeting held on October 19 at the South District Market. Reports of Commissioners: Sikowis reported on the upcoming Indigenous Peoples Day Celebration being held at Tony Trueblood Recreation Area. Johnson would like to see the TRC participate in the University of Iowa's homecoming parade in 2024. Adjourned: 10:10 This meeting can be viewed in its entirety at this link. 2 AD HOC TRUTH&RECONCILIATION COMMISSION ATTENDANCE RECORD YEAR 2023 Mectin Date) TERM 6/1 6/15 7/20 8/1 82 8/3 8/17 8/24 917 9/14 9/21 9/27 1015 NAME EXP. Dillard 12/31/24 P p p p p p P P P P p p p Gmhaa 12/31/24 P p p P P p p P A P p P p Harris 12/31/24 A A A A A A A A A A A A A Johnson 12/31/24 P P P p p p p P P P A A p Krebs 12/31/24 p P P p P j P P P P P P .A P Merritt 12/31/24 P p p P p P p A P p p P p Nabi,, 12/3124 A P P p p P p A p A A A p Simmons 12/31/24 - - - - A p p P A p p p Tassinary 12/31124 - _ p A p p p P P P KEY: P = Present A =Absent Item Number: IP6. CITY OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Ad Hoc Truth & Reconciliation Commission: October 26 Attachments: Ad Hoc Truth & Reconciliation Commission: October 26 October 26, 2023 Draft Ad Hoc Truth and Reconciliation Commission (TRC) Minutes Assembly Room, Iowa City Senior Center Commissioners present: Chastity Dillard, Lauren Merritt, Wangui Gathua, Louis Tassinary, Chad Simmons, Marie Krebs, Clif Johnson. Commissioners not present: Eric Harris, Sikowis Nobiss. Staff present: Redmond Jones, Stefanie Bowers. Meeting called to order: 5:31 PM. Reading of Land Acknowledgement: Gathua read the Land Acknowledgement. Truth-Telling: The Native Partners opened with a"remembering song". Dr. Melinda Salazar started with a grounding relaxation technique. Eduardo Gonzales provided a brief overview of the session held on October 25, which, as he explained, was the"what"and "why" of public hearings, whereas today's session is the "how." How would a public hearing be done, and what would be needed? The discussion moved into the organization of hearings, including the selection or invitation of statement-givers, preparation, and procedure. Truth-telling comes in between fact-finding and reconciliation. As part of any fact-finding, the TRC must decide the objectives of the hearings, topics,focus, and protocols. Commissioners then broke into small groups to go over conceptualization, preparation, implementation, complements, and follow-ups of truth-telling. Dr. David Ragland delivered the envisioning exercise for the Commissioners, asking them to provide as much information as possible about that safe space. The session ended with a song by the Native Partner on having blessings in one's life. The Native Partners provided closing reflections. The meeting was adjourned at 9:04 PM. To view the recording or listen to the audio of this meeting, visit this link. 1 AD HOC TRUTH&RECONCILIATION COMMISSION ATTENDANCE RECORD YEAR 2023 Meetin Date) TERM 2/2 312 4/6 514 6/1 6115 7120 8/17 9/7 9/21 1015 10/25 10/26 NAME EXP. Dillard 12/31124 p P p P P p p p p P p p P Gotham 12131/24 p p P p p p P P A p p p p Harris 12131/24 p p A p A A A A A A A A A Johnson 12/31/24 p A p p p p p P P A P A p Krebs 12/31/24 p p p p p p p p p p P p p Merritt 1213124 p P p p p p P p p p p p p Nobiss 12/3124 p P A p A p P p p A p A A Simmons 12/3124 - - - - - - p p p p P p Tassinary 12131/24 - _ - - - A p p p p p KEY: P = Present A =Absent Item Number: IP7. CITY OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Historic Preservation Commission: October 12 Attachments: Historic Preservation Commission: October 12 MINUTES PRELIMINARY HISTORIC PRESERVATION COMMISSION OCTOBER 12, 2O23 -5:3OPyN — FORMAL MEETING EWY&YAJ. HARVATHALL, CITY HALL MEMBERS PRESENT: Andrew Lewis, Deanna Thomann, Noah Stork, Jordan Se||e»gren. Frank Wagner, Christina VVe|u-Reynu|ds' Carl Brown MEMBERS ABSENT: Nicole Villanueva, Margaret Beck STAFF PRESENT: Jessica Bristow OTHERS PRESENT: Thomas Hager, G8na|i8Swaim, Bob WYik|0. Sharon DeGravx` Anne Marie Taylor CALL TO ORDER: S8||ergroncalled the meeting 1uorder at5:30p.no PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: None. CERTIFICATE OF APPROPRIATENESS: HPC23-0061: 1047 Woodlawn Avenue—Woodlawn Historic District(new rear deck and repairs to earlier addition): Bristow began the staff report noting this is a Queen Anne house with some detailing that could be described potentially as Carpenter Gothic or Gould be a little bit reminiscent of Italianate. The house has been added on multiple times including a 1984 addition on the back which has a really low gable roof. The project beforeth8mmtOdayiSthedo0kaDd \whi|88#rn\8||yadeckcenberexiewedbystaffthis one cannot follow the guidelines for a staff review. Bristow showed some images of the house, the main block ofthe historic building noting there was a second floor added otsome point intime, maybe around 1915. The one-story addition again was added in 1984 and that gable roof addition projectsuut with the screen porch beyond the side of the house and then where the deck is as well. Bristow explained the issue isthat decks must bebehind the house and set iAfrom the sidew/d| ufthe building about eight inches and so for that reason an exception to the guidelines will be required for approval. The current deck iodeteriorated and there's been some damage tnthat corner ufthe house because there was no ledger board flashing causing some rotten damage and that was the impetus for this project. Bristow showed the plan for the new deck, it will align with the side of the screen porch and extend towards the sunroOnnand will have arailing along the side and 8tthe stair. Otherwise, there will bmbenches around one side with acurrent drop-in hot tub kept inthe deck. Bristow stated the guidelines are fairly simple for this project, |nca8ngth8deokOntheback. seMingitineightinSheo. designing it sothe size and scale don't distract, attaching inamanner i0not damage the historic building, inthis case they are attaching it tOthe modern addition. Regarding the section onbalustrades and handrails, the square spindles would be at least an inch and a half in width and there'd be a top and bottom rail. Bristow stated because they want their deck to align with their screen porch staff recommends approval through the use of an exception to the guidelines for the uncommon situation created bythe existing rear addition tuthe house. HISTORIC PRESERVATION COMMISSION OCTOBER 12,2023 Page 2 of 10 MOTION: Wagner moves to approve a certificate of appropriateness for the project at 1047 Woodlawn Avenue, as presented in the application through the use of an exception for the uncommon situation by the existing rear addition to the house. Welu-Reynolds second. Sellergren asked because this is a modern structure that's behind the old home, in a situation like this they're able to make repairs to that modern structure because it happened before the Historic Commission was in place. Bristow confirmed yes, the addition has lap siding, it has trim, it has shingles, and modern windows and they are not looking at repairing those, but it has the same general basic things that they would have on a historic house and therefore would continue to keep them as they are. She did talk with the homeowners about how they might be able to revise the addition to make it fit in better with the historic portion of the house if they ever wanted to, so that's always the possibility if they decide to remodel the addition. Otherwise, it can stay like this forever, it is clearly a postmodern addition architecture. A vote was taken and the motion carried on a vote of 7-0 (Villanueva and Beck absent). REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF Certificate of No Material Effect-Chair and Staff review HPC23-0043: 518 South Lucas Street—Governor-Lucas Street Conservation District(concrete site stair replacement): HPC23-0047: 314 South Governor Street—Governor-Lucas Conservation District(concrete site stair replacement): Bristow quickly reviewed these two applications, both homes are owned by the same owner and just need the concrete stairs replaced. Minor Review -Staff review HPC23-0037: 738 Rundell Street- Longfellow Historic District(deteriorated window and door replacement): Bristow explained the homeowners converted the garage to living space and ended up determining that the rear door and the side window were both damaged beyond repair so they will be replaced. HPC23-0041: 521 South Governor Street—Governor-Lucas Street Conservation District(vinyl siding removal and historic siding and trim repair): Bristow noted this house has had a couple projects and one of them was that they removed the vinyl siding and uncovered some interesting details such as they could tell that there were brackets holding up a different kind of entry canopy and that the current one is smaller than the one that was there before. They could see that there were shutters on the building, this was probably a colonial revival house that was remodeled early in the 1900s. HPC23-0044: 707 Rundell Street—Longfellow Historic District(overhead door replacement): HISTORIC PRESERVATION COMMISSION OCTOBER 12,2023 Page 3 of 10 Homeowners are replacing the overhead door. HPC23-0046: 1328 Muscatine Avenue—Longfellow Historic District(roof shingle replacement): Bristow believes they'll end up doing a several other projects on this home, but this one is the replacement of the roof shingles. HPC23-0060: 737 Grant Street— Longfellow Historic District (front step replacement) Homeowners are replacing their front steps. Intermediate Review -Chair and Staff review HPC23-0052: 1025 Woodlawn Avenue—Woodlawn Historic District (new barn foundationl: Bristow stated this has been a very long time coming and they are finally getting a new foundation on the barn at 1025 Woodlawn Avenue, this barn has needed a new foundation for at least a decade. It currently has a stone foundation and the new foundation will just be smooth poured concrete. She explained this barn did have a wood floor suspended in it that was broken and so it'll have a new floor as well. They will be actually moving the barn over, Goodwin House Movers will be doing that, and they will remove the lean-to. Because the lean-to shows up on all of the Sanborn fire insurance maps they think it is a very old lean-to so they're actually just going to remove it and reinstall it. There's a possibility they might move it to the other end of the barn instead of this one. HPC23-0055: 521 South Governor Street—Governor-Lucas Street Conservation District (shutter installation): Bristow stated they are installing new shutters that will be functioning shutters. CONSIDERATION OF MINUTES FOR SEPTEMBER 14, 2023: MOTION Wagner moves to approve the minutes of the Historic Preservation Commission's September 14, 2023, meeting, as amended. Thomann seconded the motion.The motion carried on a vote of 7-0 (Villanueva and Beck absent). COMMISSION DISCUSSION : 302(316) East Bloomington Street, Slezak Hall aka Palaci's building: Bristow stated this building has actually has all of the numbers between 302 to 316, 302 being the front portion. This was originally a hall where people met on the upper floor with stores below. The three- story apartment building was added and the back area at one point in time there was a carriage house and a stable. She showed a detailed image of the property, pointing out the brackets and dentals. She is unsure if the current windows are the original with trim or if they were reduced. There likely would have been a storefront with two entrances since it was divided in half down the middle. From Linn Street they can see the west elevation of the building and a possible decorative element over a storefront or perhaps some kind of loading door. Bristow noted the Holub apartments would have been upstairs. From the 1888 Sanborn map it shows grocers on each side and the stage on the second floor in the main hall. There was a dining room parlor and a carriage hoist on the first floor, laundry on the HISTORIC PRESERVATION COMMISSION OCTOBER 12, 2023 Page 4 of 10 second, sleeping on the third and the feed area. Bristow stated they believe everything was in place no later than 1888. The Iowa Site Inventory form, which is basically what historians and consultants use to fill out information to document it for the State, shows this building had been studied multiple times. At one point in time someone determined that the building would be eligible for the National Register and it would be as it has good integrity and would definitely be eligible under the National Register criterion A which relates to events that have happened over time. Bristow could not recall which of Iowa City's criteria that relates to but because it would be eligible for the National Register it would also be eligible for local landmark listing. Bristow stated this item was brought up because Sellergren, as the Chair, requested that it be on the agenda for discussing it for a potential local landmark designation. If that process were to proceed it could potentially proceed with the Commission determining that they want to locally landmark it so that the application for rezoning would come to the Commission for review. The process is first they would discuss the building and its history and a public hearing for everyone to speak, then it would move on to the Planning and Zoning Commission and finally it would move to City Council. If the owner were to object to the landmark rezoning a supermajority of City Council would have to vote to approve it for it to become a local landmark. Bristow also wanted to note in 2015 a subcommittee of the Commission did meet to look at historic properties in the community that are not currently either locally landmarks, nor in a district of any type, to see which ones should be landmarks and this building was on that list. Sellergren opened the public hearing. Thomas Hager stated he was a former commissioner and wanted to talk about this because like a lot of people in Iowa City that saw that this building went up for sale it had him reflecting about this property and reflecting also on his time on the Commission and experiences he had on the Commission. He wanted to share some of his experiences as they prepare to look in more depth to this property. The main example he wanted to bring up is the landmarking that they attempted for 410 Clinton Street, which is brick building across from Dey House. Basically, that was a similar situation, the property owner didn't want landmark status but it advanced through because it obviously deserved to be a landmark. Then in the midst of all that the property owner sold to the Clark family and when it went to the supermajority at Council, led by Susan Mims, it did not get the super majority. Hager read an excerpt from the Press-Citizien article at the time. "Since that vote the City has been in talks to the property owner asking what could persuade them to voluntarily pursue local landmark designation. Brian Clark says the goal is to pursue more units. He said the owners of two adjacent properties, 400 North Clinton Street and 112 East Davenport Street have signaled a willingness to sell providing the City rezones adjacent properties to allow higher density. Clark said he would be willing to designate 412 North Clinton as a local historic landmark in exchange." Hagar stated his summary of that is developers do not need handouts and the last one is apartments downtown in the Clark family. So what happens when a property like this comes up for sale is that a developer with deep pockets, who's not afraid to play hardball with the City, will buy the property and then what happens is that there's this emotional hostage taking the property where they twist the City's arm because people are worried and don't want to step tread on individual property rights. It's the owner, they own the building. What happens is they take the property hostage, and they try to get handouts, they tried to get approvals for things that would never otherwise ordinarily be approved. There are other scenarios where this also happened. Across from the Co-op what happened was undesignated buildings got torn down and they encroach upon a historic property. Hager stated as the Commissions think about this, also think about how this could be parceled up in some kind of deal as the remaining property that didn't sell across from the Co-op ended up being so encroached upon by these inappropriate buildings for the scale of the neighborhood and they ended up later tearing that building down. Another example is the Elks building where they're going to tear it down and then leave a big hole in the ground right across from City Hall. Or Ted Pacha, who on Christmas Eve, bulldozed the antebellum railroad cottages over on HISTORIC PRESERVATION COMMISSION OCTOBER 12. 2023 Page 5 of 10 South Dubuque Street. Those are the outcomes that are possible here. People don't come back to Iowa City because they love the three over one new builds that go up everywhere with the empty retail on the bottom and that's what will go on here if it's not landmarked. Like the empty gravel lot on Van Buren Street that Michael Rivera manages, there's all kinds of bad outcomes here. Hager think that there are different strategies for what they can do, some are more extreme and some are less extreme. Maybe there's a development moratorium, whether it's a demolition permit moratorium in this area, maybe instead of do dealing with an individual landmark status they could expand the district to include Bloomington Street, or they could do what's actually the easiest thing, which is to landmark the property. He is hopeful they will do that, but of course will need a supermajority and are going to get pushback from the property owner. Hager noted the Scarda family, or whoever owns this building, chose to own this building but don't own the parking lot across the street, they don't own the HeadStart preschool next door, both places that would be great to be redeveloped. He encourages them to landmark this property, but they will have to have that supermajority so he encourages them to find out if they have the votes with City Council to make sure that this thing is going to sail through otherwise the same thing that happened on 410 North Clinton is going to happen here. Lastly, developers own the buildings, they own the deeds to all these properties, but they just own the deeds and they don't own the history of the community. There is a structure created to allow them to protect that history and that is landmark status and it exists so that no matter who owns the building, and what their inclinations are over time, because property owners come and go, the building can stay relevant to the community. Hager also noted that he was on the Commission when they went through that whole study to find other properties that they to also should landmark, but the urgency now is because this building came for sale. However, 75% of the 19th century building stock in Iowa City is not protected, all of downtown is not protected, and they only find the urgency when things like this happen. Again, he really hopes that they landmark it, prioritize it and get the votes. Ginalie Swaim noted she has done laundry in that laundromat before she had washing machine, she went to have pizza there when the dorms didn't serve meals on Sunday nights, and she thinks she visited somebody who lives in in the apartments. This commercial building dates far back to the relations with the Czech neighborhood. The customers do the grocery stores, and hall upstairs and the stable and so she could get emotionally connected to this building but on greater self-examination that's what history is about, that people wrap their own lives into a building and come up with some meaning which the building then can preserve for the people or the community if it's protected. Obviously, this building has great integrity, it has an incredible community history, and it is always anchored that corner. It's a keystone between the Downtown and the Northside. Swaim would echo was Hager has said and when she was on this Commission many of those issues came up and things happen very fast. She sincerely hopes everything can turn out the way they would like it to and landmark the property. Bob Miklo (900 North Johnson Street) wanted to point out that this hall clearly meets the criteria for the National Register as well as the local landmark. Its association with the Czech immigrant community demonstrates broad patterns of local history as well as national history. It tells the story of the community being built by immigrants and its architecture is a good representation of a commercial storefront. He also noted it's unique in that it contained an ethnic social hall and a historic hotel, then later apartments and livery were horses were cared for and tended to. There are very few surviving buildings in Iowa City with this much history or character. Miklo also pointed to the Comprehensive Plan, including the Central District Plan, which was unanimously adopted by City Council as a blueprint for the community's future, calls for the protections of buildings like this and of the Northside commercial district. Therefore, the City has already gone on record that this is an important building in the life of the community and should follow up with zoning protections to enforce that policy. Again, there are a few properties in Iowa City with this rich history and this well preserved. HISTORIC PRESERVATION COMMISSION OCTOBER 12, 2023 Page 6 of 10 Sharon DeGraw is with the Friends of Historic Preservation and lives in the Northside. She agrees with all the history of the building and that it needs to be preserved for that reason. It's an example of being a certain type of architecture that they want to value and preserve. However, she also sees the tie into the way that perhaps the business community and decision makers think is that this building is an economic boost to the commercial area and the residential houses. So if it goes and things like it go, what they replace it with has much less economic value in terms of the way the Downtown District wants to think about what they need to do to create a vibrant downtown Iowa City. DeGraw would hope that they engage the Downtown District in the discussion of how to land market locally also. Thomann stated the value of this building and the stories it tells, the fact that it was important to farmers back in the day and they would come and stay in these hotels and they put their horse and carriage or whatever else in the stable. She lives just a few blocks away from this building and if she is going to see her farming relatives in town, it's at Pagliai's, she runs into them all the time. People are drawn to not only Pagliai's but also this building, it's very comfortable for them. She doesn't see her relatives in downtown proper, but people will come into this building and eat and enjoy themselves. It's important in that way, it's not just important to the City but to the surrounding areas too. Thomann is really concerned about this part of town, the houses around here are being run down and it may be happening intentionally. She has also heard a little bit of gossip and it sounds like a developer has bought two houses within this block and she is sure they're eyeing this building now too. They've got these two houses they bought, it would be easy buy this building, clear out this whole block, build tall and City Council might just go for this because they are on a mission now as they want density and housing. Is it possible to do the landmark status vote tonight. Bristow replied no. Thomann stated that it is her concern because things will move so quickly, there will be a buyer and it may be the person who bought the two houses or the company that did and it'll start rolling without them being even able to say anything and that concerns her. Welu-Reynolds asked Bristow to review again the recent history. Bristow stated it has been owned by the same family for like 150 years or something like that. Welu-Reynolds asked if they have local family members who might buy the building. Bristow is unsure. Bristow stated they should set aside any consideration of ownership and consider this a community building that needs to be landmarked as soon as possible. Welu-Reynolds is not worried about who owns it it's just that because it is up for sale right now that weighs on their timeline for could happen tomorrow. If something gets out to potential buyers that the historical commission may label this as a landmark that may have an effect on who purchases the property. Bristow noted it's currently listed at $5 million, which is $3 million more than its assessed value, it's assessed at $1.8 million so that leaves few buyer options. Anne Marie Tavlor is on the Johnson County Historic Preservation Commission and lives in a house that Iowa City very creatively saved. It's an old house on Burlington Street and was part of the UniverCity program that renovated houses and now it's a single-family home. She is really concerned about what's going to happen, the ad says it is not on historic preservation protection so they can basically do what they want. That land at $5 million, one could only make money off of it if they knock everything down around it. She would like to see whatever can be done to protect the community and to protect Iowa City's history like this. Taylor acknowledged them talking about the City wanting more and more housing but would go in there would not be the housing Iowa City is looking for, it would be high dollar with some stores, probably a Subway and things like that, at the bottom. The housing going into the core of Iowa City right now is not affordable, it is very expensive and doesn't benefit the people there, it kicks the people who are renting out further and further. Taylor just wanted to let them know that those of them with the County also discussed this and would appreciate anything this Commission can do. HISTORIC PRESERVATION COMMISSION OCTOBER 12,2623 Page 7 of 16 Sellergren wanted to make a point with regard to housing density, which is that there's a new development going up on Scott Boulevard and North Dubuque, it's a four-acre lot with a total of 15 townhomes going in, there could be 100 or 200 so she doesn't think housing density is necessarily the top incentive. People shouldn't be swayed by that argument. Lewis asked what the timeline for the process is to make it a landmark. Bristow explained the owner will be contacted and staff will meet with the owner after this meeting tonight, before an application will be submitted for rezoning and be processed, it would come before this Commission, so there's a possibility it'll be on the November agenda. Stork asked if they do make this landmark status designation does that lock it into looking like this forever and any little thing that the future owner wants to do comes before this Commission an exception. They should be considering that as well, yes there's so much human history here in this building and it's wonderful, maybe not about the laundry building, that could be knocked down right now. Thomann stated if they don't landmark it there's probably a 90% chance that it comes down. Welu-Reynolds noted the question is does this building deserve landmark status. Sellergren stated yes but the other question is it an emergency and that answer is yes, it is. Stork agrees it is an urgent issue. Bristow noted if it were to be landmarked they would have to follow the guidelines like everyone else and retain historic materials on the building, modern materials that maybe don't fit the building could be changed, they could make an addition or something if approved by the Commission,just like any other property, there wouldn't be a desire to keep something that would be considered non-historic just because it happens to be there right now. It would follow the guidelines like any other property, the building definitely has the integrity to be landmarked, as well as be listed in the National Register. It is also a part of the social history and for those reasons it would definitely be eligible and that's the easy part of the landmark process. Stork asked about The Mill because this feels like The Mill situation a little bit. Bristow agreed but stated there's more architectural integrity and with The Mill it did not have integrity for what it was historically, they can't landmark the business, only land and buildings, that's what rezoning and guidelines do. Stork noted they could also start to consider newer time periods as now historical. Bristow confirmed yes, basically it just needs to be 50 years old to be eligible. Lewis asked if they start doing this process does that slow down the selling process. Bristow doesn't know, it is a process but honestly it's probably more of a political process than anything else. There is a point when City Council sets a public hearing where there's a moratorium on demolition, so specifically if there were an application to demolish the building they would have to post that application for seven days and then they could take the building down. Sellergren noted then this is truly an emergency situation. Bristow reiterated they'll start with a public hearing and that has to be published seven days before the public hearing. HISTORIC PRESERVATION COMMISSION OCTOBER 12,2023 Page 8 of 10 Thomann stated if they do get to the point where they're able to recommend this for being a landmark status property, she encourages those that feel passionately about this to go to the other meetings after this, P&Z, City Council, and tell them the historic value in this. Sellergren noted there's a lot of public interest in this topic and was surprised there weren't more people here but really did appreciate the those who did come. Sellergren asked if the Commissioners were wanting to move forward with this process and all agreed to move forward. She noted there also is probably openness to special meeting, if that's possible. Stork asked about this district or surrounding districts and if this building is close enough to be included. Bristow stated this area is not included in any of the districts because the districts nearby are residential districts and this is a commercial area. When creating a district they basically stick to a type, each district has a story and is a cohesive unit. Bob Miklo noted when he was on staff a number of years ago they considered a national registered district for the Northside, including the commercial area, and it was found to be eligible for the National Register but there was considerable property owner objection. As a result the commercial area was removed from the proposed historic district. Thomas Hager stated there are five undeveloped parking lots and multiple single-story buildings in the Northside Business District so they don't have to make space on this lot for development. They don't have to make space on this lot for density. Currently if the zoning for this building is CB-2, whatever the price to but, given the University metrics that they're predicting for student housing, all the other housing coming online, this is urgent, and should be treated as urgent. He noted Sellergren or somebody else should talk to the City manager and ask what is possible there and how City staff envisions that property being and the demolition of it being leveraged. The current zoning and opportunities for zoning changes that might be leveraged against the property might be a step to take while they wait for the due process of the landmark status. Bristow stated this property has been in this configuration since 1888, staff would not recommend building another building in the middle of that empty parking lot, that would not be something that would follow guidelines. Bob Miklo noted in terms of urgency he would encourage them to pursue this as quickly as possible but because there is a lease for the pizza place it's not going to be torn down tomorrow so they do have some time. He cautions against doing a special meeting and to follow the normal procedure to the extent possible so that it doesn't look like they're rushing or cutting corners and are following the procedure and legitimately designating the building as a landmark. Thomann noted a lot of the homes in this area are RNS-12 and also don't have protection so if someone wants to do development in this area of the Northside, it's going to happen. Sellergren also noted there's a City Council primary and Council will be changing over in January, so they should not just talk to the City Council members but also the candidates. Anne Marie Tavlor wanted to share one other piece of experience, before living in Iowa City she was in the legislative and government relations for the American Institute of Architects and worked with the national organizations doing things to try and protect properties. One of the things that they did was spend a lot of time working on in some of the state legislatures was being sure that an area didn't become the building, because everything around it has been knocked down or removed. Another HISTORIC PRESERVATION COMMISSION OCTOBER 12,2023 Page 9 of 10 example is when she was working in Seattle, particularly old historic buildings that was about to get protection on Monday, were knocked down over the weekend. So someone who is willing to pay $5 million is only going to do that if they can make the money with tall buildings with all sorts of things. The sooner they can protect this building the better. It's not just because it's a pizza place it's because the history of this building and its place in the area is remarkable and needs to be protected, there's not another place like this in Iowa City. Sellergren stated the next step is to talk with the landowner, they might decide they do want the landmark status, they've had it in the family for all these years and have taken such care of it. Historic Preservation Awards: Bristow gave an update on the Historic Preservation Awards and thanked everybody for their help. She did note however, even with the assistance it took so much of her time that she could not review projects for a month. Therefore, they may have to rethink how they do this in the future. Thomann asked if there is a student assistant that could help. Bristow replied they do have an intern however the assistance that the intern provides totally depends on the individual intern and their abilities. ADJOURNMENT' Wagner moved to adjourn the meeting. Thomann seconded.The motion carried on a vote of 7-0 (Villanueva and Beck absent). The meeting was adjourned at 6:40 pm. HISTORIC PRESERVATION COMMISSION ATTENDANCE RECORD 2022-2023 TERM 10/13 11/10 1112 2/9 3/22 4/13 5/11 6/8 7/13 8/10 9/14 10/12 NAME EXP. BECK, 6/30/24 O/E X X X X X X O/E X X X O/E MARGARET BOYD, KEVIN 6/30/23 X X X X X 0/E X X — — — BROWN, 6/30/23 X X O/E O/E X X O/E X X O/E X X CARL LARSON, 6/30/24 p KEVIN SELLERGREN, 6/30/22 X X X X O/E X X O/E X X X X JORDAN STORK, NOAH 6/30/24 X X X X X O/E X X X X X X THOMANN, 6/30/23 X X X X X X X X X X X X DEANNA VILLANUEVA, 6/30/25 O/E X X X X X X X X X X O/E NICOLE WAGNER, 6/30/23 X O/E X X X X X X O/E X X X FRANK WELU- 6/30/25 O/E X X X X X O/E X O/E X X X REYNOLDS, CHRISTINA LEWIS, ANDREW X X X X KEY: X = Present O =Absent O/E=Absent/Excused --- = Not a member Item Number: IP8. CITY OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Library Board of Trustees: October 26 Attachments: Library Board of Trustees: October 26 IOWA rAW PUBLIC LIBRARY Iowa City Public Library Board of Trustees Meeting Minutes October 26, 2023 2°d Floor - Boardroom Regular Meeting - 5:00 PM DRAFT lom Rocklin - President Lucy Santos Green Robin Paetzold DJ Johnk — Vice President Joseph Massa John Raeburn Hannah Shultz-Secretary Claire Matthews Dan Stevenson Members Present: DJ Johnk,Joseph Massa,Claire Matthews, Robin Paetzold,John Raeburn,Tom Rocklin, Lucy Santos Green, Hannah Shultz, Dan Stevenson. Members Absent: None. Staff Present: Elsworth Carman,Anne Mangano,Jen Miller,Jason Paulios,Angie Pilkington, Katie Roche. Guests Present: Reagan Anania,Charlie Johnk. Call Meeting to Order. Rocklin called the meeting to order at 5:00 pm.A quorum was present. Approval of October 26, 2023 Board Meeting Agenda. Shultz made a motion to approve the October 26, 2023 Board Meeting Agenda.Johnk seconded.Motion passed 8/0. Public Discussion. Charlie Johnk said hi. Santos Green entered at 5:01 pm. Items to be Discussed. Budget Discussion.Carman said the proposed budget for FY25 was entered.The budget kickoff meeting directions were to mirror last year's expenditures and to keep new service requests to a minimum.Carman complied to that request but noted this doesn't mean the library doesn't need more resources to maintain service levels.Carman included the CIP budget requests and noted the two newest CIP requests were cut in the first round of reviews.Carman included a full budget request report from Munis (the City's financial software) in the Board packet with full details for the first time.Carman also shared the Budget in Brief report which has traditionally been shared in the Board packet. Carman said looking back at previous board meeting minutes he and Miller thought it would be helpful information to provide to the Board. Massa noted a sentence in the budget summary on page five,"Moving some funding from hourly personnel lines to permanent part time"and asked what that meant.Carman said that sentence references a position that is funded partially via library gift funds.Carman said the library has gift money in personnel lines that would be better utilized in operational funds.Carman said it wouldn't change the resource allocated in the operational budget but departments have to go through a process to move funds from hourly personnel to ,�*W4 IOWA CITY .,jW PUBLIC LIBRARY the permanent personnel lines.Rocklin asked if this request would take all of the staff salaries out of NOBU (non-operating budget). Carman said the Children's Bookmobile position would be paid 100%from the operating budget if approved.Carman said it would leave one half-time Development position in the NOBU request.Carman said this position felt more reasonable in the NOBU budget request. Rocklin agreed.Carman said if the City of Iowa City has questions or wants to discuss other options a staggered approach could be proposed.Carman said the Library has the resources for this shift. Paetzold said these are tough years to offer a staggered approach and thinks Carman should try to avoid that.Carman agreed. Paetzold noted budgets wouldn't get better next year.Carman agreed and said another option would be to ask for the resources as new resources but Carman doesn't think that approach will be successful. Paetzold said she liked the proposed approach.Carman said it is not his preference but noted it would have an immediate impact of freeing up 20% of the NOBU budget. Paetzold said this would truly get staff in the operating budget and preserves NOBU. Rocklin said this is great. Raeburn asked what the column "division"signifies in the budget report. Carman said the division column represents the librarys request as a department of the City of Iowa City.Carman said as the budget process goes on, more of the fields in the report get filled in until eventually City Council approves the final budget. Raeburn said the projected actual budget is lower than requested in some cases and asked if that is correct. Carman said that is what is being projected for the current fiscal year.Carman said the current adjusted is the current year,the projected actual is calculated by the City along with all of the personnel costs,and the division request it what the library has requested for next year.Carman said the%change is the difference between the current year's budget and the request for next year. Massa shared discomfort with the term temporary employees and noted projected costs are not changing next year for temporary employees. Massa clarified that temporary workers don't receive benefits.Carman confirmed. Massa clarified that temporary workers aren't in a union,Carman said correct.Carman said temporary employees is a term from the union contract and City HR documents, but internally at the Library staff use the term "hourly employees"more often. Raeburn noted on page 11 there is no current budget for cell phone and data services. Raeburn said there is however a projected cost of$4,500 but there is no request for more. Miller said this budget line used to be in the Administrative budget and was moved to the IT budget.Miller said this budget allocation was moved to another department but the request stayed relatively similar.Carman said there are lots of lines that are part of each library department and that this one was moved from Admin to IT.Carman said the library's divisional budget meeting with the City to review the budget request is on November 15th.Carman hopes to be able to share more information about the budget with Trustees after the meeting.Rocklin asked if this was a discussion.Carman said yes,and the meeting is almost a line by line walk through of what was requested. Carman said each year both the Library and the City learn more from each other about operations. Carman is looking forward to it and hopes to learn more about the levy allocations. Matthews noted the increased heating and cooling request seemed appropriate and asked if the library has seen a rise in utility costs.Carman agreed there has been a rise in cost and said if that line is overspent in FY25 another line has to be underspent to balance the cost.Carman said in the budget report to the City there are detailed notes that explain why something balanced or didn't last year.Matthews clarified that the budget request reflects what is balancing out vs what is showing.Johnk said he is excited about the book vending machine. Rocklin clarified the vending machines weren't approved but they were a neat idea.Carman said the Library could think about other ways vending machines might take place.Shultz thought book vending machines should fall in line with the City's DEI goals.Carman said grant money may be available to library partners and hopes to formulate a plan of what could be explored.Carman said the ICPL Friends Foundation may want to support some of the cost too.Carman said it would be a very visible new service which would ,�Zft4 IOWA CITY ;r� PUBLIC LIBRARY have an immediate benefit. It would also give usage data in those areas which would help us understand the needs of different areas in our community.Matthews noted there is a large initial cost but asked if there was a continued service cost.Carman met with vendors at ALA conference in Chicago this summer.Carman said equipment has improved over the years and they could help futurecast expenses.Carman said library staff could assist with ongoing use that other libraries might need a vendor to do.Carman said the biggest hurdle would be staff hours and thinks some of it could be managed with Outreach staff who are already out in the community and Facilities Services staff. Carman noted the current book drops are emptied daily by Facilities staff.Shultz shared she is always curious to hear what other Trustees think.Johnk liked the DEI element of book vending machines.Matthews shared interest in the long-term costs of vending machines.Johnk made a motion to approve the FY25 Budget Request. Paetzold seconded. Motion passed 9/0. Review 1 S'Quarter Financials&Statistics. Rocklin noted the presentation of the budget request and the 1 SI quarter financials is a chance to review what was budgeted and how it was spent. Rocklin found the table very helpful. Rocklin noted some items will be purchased at the end of the year or beginning of the year and those budget lines will always look off.Carman said it is human nature to look down the list and question why something is 300%spent and noted these budget lines might be of a low dollar value.Carman said every dollar matters and there is transparent documentation on how something was spent but the lines that matter most are the big budget lines.Johnk said the bigger story is how transparent the budget is and the amount of itemization is fantastic.Massa was impressed by the first quarter budget report and noted the total percent used is 23%. Massa said that is impressive and gave kudos to the staff.Shultz agreed and said she thinks this every time a budget report is presented because it is always on target.Rocklin said it speaks to the library's fortunate circumstances.Carman said the Leadership Team is across the board excellent at managing their departmental expenses. Carman noted there were two errors in the statistics.On page 41 the header should have said 3 months and not 15 months.On page 50 the Bookmobile reference questions should be 422 and not 0,which was a 106% increase and will be corrected on the next report.Rocklin said ICPL circulates a ton of material and it strikes him every quarter. Matthews noted high program attendance. Policy Review:804 Free Materials Distribution.Rocklin noted the only changes were distributed points of service instead of specifying Children's.Rocklin asked if the policy was straight forward to administer or if it ever gets hard.Carman said yes and no,there is good oversight and understanding. Carman said this is sort of a sleeper service that can be very powerful in the community.Carman was thankful to have a policy that works well.Carman said Helmick was out.Matthews asked what materials will be squeezed on the new book bike. Carman said there are great aspirations and selected materials will reflect the type of service being provided. Paetzold made a motion to approve the revisions to policy 804 Free Materials Distribution.Johnk seconded. Motion passed 9/0. Advocacy Committee Discussion.Rocklin said Paetzold requested this committee consideration be added to the agenda. Paetzold said with upcoming challenges coming and restraints to libraries Paetzold would like the Board to be able to respond more efficiently and quickly. Paetzold asked Trustees to consider starting an advocacy committee and noted some Trustees have experience writing letters but thinks it should be more formalized. Paetzold said the second reason is connected to the financial constraints that are coming along both on the state level and nationally.This committee could combine advocacy and finance or it could be two separate functions. Paetzold said she can't think of anything more important to the ICPL Board right now, these challenges will change library operations significantly unless we get ahead of it. Paetzold said putting a committee together will take human effort from the people who agree to take on the tasks. Paetzold said she is not advocating for a committee to meet monthly but the group does need to be nimble and be able to respond quickly.The financial committee may need to be nimble and meet quarterly.Paetzold warned ,�*W4 IOWA CITY .,jW PUBLIC LIBRARY Trustees of future budgetary instability. Santos Green asked if Paetzold was proposing the subcommittee would prepare a direction.Paetzold said she imagined the committee would work with the Director on response strategies, make governing bodies aware of what's going to be coming,and prepare for how this will affect ICPL's service model. Paetzold doesn't think this is only for the Director to take on,the Board should also be explaining potential service limitations.Paetzold said if the cuts that we're anticipating come down we may not be open seven days a week.Paetzold said the ICPL board needs to seriously look at what it's going to do to our service model and getting ahead of it would be beneficial compared to reacting once the cuts come. Paetzold said by having a committee they could plan and have a chance to unite with other libraries in the area that will be impacted and have strength in numbers. Rocklin noted the Board has over the last few years had times when they wanted to take a public stand,and noted it can be cumbersome. Rocklin said an advocacy committee could prepare a document in advance without requiring a special Board meeting.Paetzold agreed and said an advocacy committee could have more continuity to follow up on some of these issues. Paetzold said it would enable ICPL to accept or add to a statement that goes to the Board. Paetzold said she thinks we're coming up on a few really hard years fiscally and politically. Shultz agreed and liked the idea of an advocacy committee. Matthews agreed but noted she had time constraints.Paetzold said Matthews and Johnk have helped write statements in the past and should consider joining the committee. Matthews said her first impulse was to jump right in but had to think realistically about the time she has to offer. Matthews agreed on the importance of the committee. Paetzold said Matthews knows the heartbeat of what is happening,is very involved,and can see what is coming. Rocklin said in forming the committee he would like to have a document that defines the scope of the committee before taking volunteers.Rocklin proposed working with Paetzold over the next month to formalize a document that could be brought to a future Board meeting. Paetzold agreed and felt it would be useful to the Finance Committee too. Paetzold said when she thinks about strengthening the Finance Committee she thinks about it looking ahead also, so it's notjust being familiar with reports. Paetzold asked if anyone else would be interested in working on this. Paetzold noted that the open meetings law dictates they can't have a majority of Trustees on the committee. Rocklin said three volunteers would be fine but no more than four. Santos Green asked if other systems were putting together a similar thing and if it would be useful to them. Rocklin said yes.Carman offered to check in with other IUPLA (Iowa Urban Public Library Association) directors who might be experiencing a loss of the library levy. Matthews noted Sam Helmick would likely be excited about this committee. Paetzold noted they are.Rocklin said a proposal will be brought to the Board for review. Paetzold said if any Trustees are interested in volunteering but the task feels to big they can commit to the parts they can do.Santos Green said that would be extremely helpful. Matthews asked if the committee is limited to four people. Rocklin said yes.Paetzold reiterated that Matthews has the expertise to lead quite a bit of the actions. Matthews shared she is excited but has limited time. Paetzold said Matthews has good skills.Matthews said she doesn't want to do it a disservice by not having the time resources it would require. Santos Green recommended creative structuring with the group and not needing regular meetings.Santos Green said a retreat might allow the committee to tackle a lot of pieces all at once.Raeburn asked if staff would be members of the committee or only Trustees. Paetzold said it should be Trustees in the beginning with staff as advisory,so staff members are not put in jeopardy. Paetzold said staff have the expertise to advise the committee. Rocklin agreed. Staff Reports. Director's Report.Carman recapped the ILA conference in his report.Carman shared he emailed Library Trustees about the booklist from Iowa City Community School District and noted not surprisingly it was ,�1&4 IOWA CITY ;r� PUBLIC LIBRARY emotional for library staff to see in our community.Carman said there has been a lot of staff dialog on the best next steps for ensuring access to materials.Carman met with library directors from Coralville and North Liberty and discussed a possible unified response.Carman said they are working through ideas and reaching out to school librarians to determine the most appropriate actions.Carman said staff are trying to mindfully balance public library professional ethics and collection policies with the reality that public libraries may be in this same position sometime soon.Carman said it's important to have a compassionate response but access and intellectual freedom are the most important factors.Carman said staff have heard from ICCSD employees that more titles will be removed from the school district collections.Carman said Mangano will continue to assess interest in titles at ICPL. Carman said there has been community interest in the titles but not overwhelmingly so. Mangano said one or two. Matthews said this is going to affect AIM cards. Matthews said AIM cards are not in violation of file 496 and teachers can explain to children how to use the public library.Matthews said many school staff are teaching students how to use AIM cards as part of general education. Matthews feels that if the trend continues it will be looked at quickly and will be under the microscope.Carman said ICPL staff are looking at AIM cards and Bookmobile stops on ICCSD property.Carman anticipates the pain points being school personnel at individual schools interpreting 496 more conservatively. Santos Green said it is a very broad range across the state right now.Carman said he is thinking about ICPL's response if ICCSD says they wish for Bookmobile stops to continue but need certain materials removed from the shelf.Santos Green said no,sorry.Carman said the ICCSD stops can serve as the hub for communities but Carman remains firm in the belief that access and how collections are built are important.Carman said ICPL would most likely not be in a position to respond to requests in removing materials based on stop locations. Santos Green said she didn't see how you could, by making that demand you are stating that whatever remains close to school property automatically belongs to the school and that's just not how the world works.Carman said he noted this because he thinks it will be a difficult thing for ICPL and ICCSD school staff.Carman said there are school and public library staff members who are feeling afraid.Santos Green agreed.Carman said we want to lead with our compassion but also maintain professional ethics and standards. Matthews asked if ICPL could put restrictions in patron accounts, not to block materials but to put notes in children's accounts to review their checkouts.Paetzold said I don't think we want that.Matthews noted this is for a parent's choice and has argued that parents have always had the choice for their kids not to check out materials.Paetzold said parents have the option to not allow their child on the Bookmobile which would allow ICPL to maintain their own collection.Santos Green said the rules are vague on purpose and doesn't think it is necessary for ICPL to fill in the line.Santos Green said there is a news item that came out today,on December 28th clarification will be coming from the state.Matthews noted this is two days before their deadline.Santos Green believes it won't give further clarification and it is in the best interest of any organization to err on the side of grace and not on blocking materials.Santos Green said the pendulum will swing back and will be an expensive lesson. Santos Green felt from a financial perspective it was unwise to preemptively block materials and would not offer parents that. Paetzold said I don't think we want to get into the discussion on any level. Paetzold said if a parent had an issue they could actively parent.Carman said there are a couple logistical answers to that, ICPL policies have parent decision making built into the policies.Carman said we have a lot of examples of involving adults in these decisions and said ICPL can make notes in records.Carman said ICPL does not have a history of using records for that function and he didn't imagine ICPL doing that in the future, with the exception of the AIM card which does have restrictions on the collections which can be checked out on it.Carman said the bulk of library checkouts are done at the self-checkout stations,and a note would not block check out at these stations.Carman knows this is a practice that some other libraries use but ICPL policies make it clear how adults and minors can use the library. IOWA rAW PUBLIC LIBRARY Johnk asked when clarification comes in December if it signifies an opening for litigation.Matthews said she believes there is active litigation now. Paetzold said it is not in Iowa.Matthews said she believes that there is already some litigation in Iowa. Santos Green said it is a matter of time.Carman said as more information comes from the state there might be more clarity. Paetzold said this is why we need an Advocacy Committee. Matthews and Santos Green agreed the language was intentionally left vague. Carman said the other piece in his report was to note that the union is requesting a wage increase.Carman reminded Trustees that the Library Board signs the union contract and reminded Trustees the importance of staying up to date on this topic. Rocklin asked for the schedule of negotiations.Mangano said the negotiation is for next year's budget.Carman noted the current contract was negotiated with scripted increases but they were negotiated before changes with inflation were known. Rocklin congratulated ICPL staff for participation in the ILA conference. Shultz noted many presentations were from ICPL staff. Departmental Reports:Children's Services. Trustees congratulated Pilkington on the award she received at ILA conference. Carman said the award is a big deal. Pilkington said an article would be coming out from the Daily Iowan. Pilkington said there were 200 kids at the Halloween parade. Pilkington said staff have always done a Halloween story time but this year the entire library participated by decorating book carts for a parade. Collection Services. Mangano noted there will be a meeting next month to discuss the reconsideration policy for digital materials as there are three separate library polices (Coralville, North Liberty,& Iowa City). IT. Rocklin noted the new gates.Matthews enjoyed learning about the IT interns. Development Report.Rocklin congratulated Peter Fegley on his new position. Roche noted she is in the process of hiring a new Development Assistant.Matthews asked how the t-shirt drive went. Roche said RAYGUN sales have been good and are right on the heels of the very successful rainbow shirt sales. Roche said RAYGUN sales don't have a time limit and designs can continue to be added to the stock. Miscellaneous:News Articles.None. President's Report. None. Announcements from Members. None. Committee Reports. None. Communications. None. Consent Agenda.Johnk made a motion to approve the Consent Agenda. Paetzold seconded. Motion passed 9/0. Set Agenda Order for November Meeting. Rocklin noted the November and December meetings occur on the third Thursday of the month. Rocklin shared in November there will be a policy review on Theft, Defacement,and Alteration. Rocklin asked Trustees to look ahead at upcoming policy revisions. Miller reminded Trustees the Board photo would be taken directly after the meeting. Adjournment. Rocklin adjourned the meeting at 5:57 pm. Respectfully submitted, Jen Miller m N O N N O m N O F X X X 0 X X N m m N O X F X 0 0 X X X X X N W m N O QX F X X X X X X X X N W m N O n X H X O H X X O X O N n m N O N b m N O N m N O n N Q m N O N m m N O b m Q N O N N m N O N ti N N N N N O H � O O m O � w 0 0 0 0 0 0 0 0 0 o m l7 wx ry ry ry ry ry ry ry ry ry ry a z m � w o 0 0 0 0 0 0 0 0 o F p w o w E w a Q w z z r u z � Z t o - a v c y E °' m Q ° x u -017 u a z° z ° z° r I l7 w vwi 1 in M x x O O z z r Item Number: IP9. CITY OF IOWA CITY COUNCIL ACTION REPORT November 9, 2023 Public Art Advisory Committee: November 2 Attachments: Public Art Advisory Committee: November 2 DRAFT, p.1 Public Art Advisory Committee Mtg, 111212023 Minutes Public Art Advisory Committee November 2, 2023 Emma Harvat Hall Public Art Advisory Committee Members Present: Ron Knoche, Steve Miller, Andrea Truitt, Anita Jung, Nate Sullivan, Jeremy Endsley (remote) Members Absent: Jenny Gringer, Juli Seydell Johnson Staff present: Rachel Kilburg Public Present: Ray Michels, Ethan Wyatt Call to Order Miller called the meeting to order at 3:34 p.m. Public Discussion of Any Item Not on the Agenda None. Consider minutes of the September 7, 2023 PARC meeting. Truitt moved and Sullivan seconded that the minutes from the September 7, 2023, meeting be approved. Motion passed (6-0). South District Bus Stop Bench Proiect Michels and Wyatt presented an updated budget proposal (attached to the meeting minutes). Jung expressed concern over the budget nearly doubling and noted that more precise budget estimates are still dependent upon a new bus stop location being selected. Michels described their process for narrowing down possible stop locations and shared that proceeding with the hand design is a top priority of the South District Neighborhood Association. Miller asked about the artists' confidence in the budget, and Michels described how he developed cost estimates. Endsley asked whether existing concrete slabs at the bus stop could be used as the foundation and Michels explained they are not adequate to support the proposed structure. Kilburg reviewed the current status of the Public Art budget, noting approximately $20,000 in unencumbered funds. Miller expressed support for increasing the project budget. Jung made a motion to increase the project budget up to, but not to exceed, $24,000, Endsley seconded. Motion passed (6-0). Kilburg stated staff will work with the artist team to continue advancing the project and provide routine updates to the Committee. Consider Lucas Farms Neighborhood Indigenous History Art Proiect RFQ Kilburg reviewed the draft RFQ and late handout of specific criteria requested for inclusion by the Lucas Farms Neighborhood Association (attached to the meeting minutes). Committee members discussed the proposed timeline and suggested an extension in order to conduct additional outreach targeting Indigenous populations, DRAFT,p.2 Public Art Advisory Committee Mtg, 111212023 Endsley asked for clarification about how the art installation is expected to incorporate wayfinding. Kilburg explained the long-term vision of the neighborhood is that this installation would serve as the main attraction or"first stop" of broader neighborhood wayfinding signage to be built out in future phases. Committee members agreed the RFQ needed edits to clarify the role of wayfinding and type of art project being sought. Truitt noted the additional funding previously reallocated to this project should be incorporated. Sullivan made a motion to approve the RFQ with edits, Jung seconded. Motion passed (6-0). Kilburg noted she may have to shift the timeline depending on when she was able to obtain clarification from the neighborhood. Miller stated an early January submission deadline would be preferable. Committee members asked Kilburg about the budget timeline, and Kilburg explained discussion of the Fiscal Year 2025 budget could take place in the Spring. Consider Retirement of Wooden Kovalev Sculptures (Willow Creek Park) Kilburg explained that Dave Dennis, who was contracted to restore the Wooden Kovalev sculptures has conducted extensive research and been unable to identify a viable restoration method. Due to the level of deterioration, the sculptures are being recommended for decommissioning. The Parks Department would plan to keep the sculptures installed as long as their condition allows before being removed. Committee members suggested signage be placed near the sculptures to explain the City's plan for decommissioning and Kilburg stated the sculptures would be removed rather than adding new signage. Sullivan made a motion to decommission the Wooden Kovalev Sculptures, Endsley seconded. Motion passed (6-0). Discuss Planning for 2024 Public Art Matching Grants Kilburg reviewed the 2023 Public Art Matching Grant timeline and asked the Committee how they would like to provide direction to staff on timing, budget, or any other desired changes to the program. Committee members suggested staff prepare program updates for review and discussion at the next meeting. Staff Updates Kilburg noted the Call for Creativity for the 201 anniversary of Herky on Parade was included in the agenda packet and encouraged Committee members to share that opportunity through their networks. Kilburg also shared she accepted the position of Economic Development & Public Art Coordinator and was excited to continue staffing the Committee. Finally, she mentioned three upcoming vacancies on the Committee, Adiournment Knoche moved to adjourn at 4:35 pm. Miller seconded. Motion passed (6-0). DRAFT,p.3 Public Art Advisory Committee Mtg, 111212023 Public Art Advisory Committee Attendance Record 2022-23 Name Term 1113122 1211/22 115123 212/23 416122 514122 618123 716123 813123 917/23 1112123 Expires Ron Knoche X X X X X` X X X X X' X Jul! Seydell- X" X X* X X X X X X X O/E Johnson Steve Miller 12/31/23 X X X X O/E X X X X X X Eddie 12/31/24 X X X O/E X 0/E O/E O/E 0/E 0 Boyken Andrea 12/31/25 O/E X X X X X X X X X X Truitt Anita Jung 6/30/23 O/E O/E X X X X X 0/E O/E X X Jenny 12/31/23 X X X X O/E O/E X X X O/E 0/E Gringer Jeremy 12/31/25 0/E X X OIE 0/E X X 0/E X 0 0/E Endsley Nate 6/30/26 — -- — X X X X Sullivan Key: X = Present X` = Delegate attended O = Absent O/E = Absent/Excused --- = Not a member