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HomeMy WebLinkAbout2024-08-22 Info Packet rrr®jMc City Council Information Packet CITY OF IOWA CITY August 22, 2024 Council Tentative Meeting Schedule IN. Council Tentative Meeting Schedule Draft Minutes IP2. Ad Hoc Truth & Reconciliation Commission: August 15 IP3. Library Board of Trustees: July 25 August 22,2024 City of Iowa City Item Number: IP1. CITY OF IOWA CITY COUNCIL ACTION REPORT August 22, 2024 Council Tentative Meeting Schedule Attachments: Council Tentative Meeting Schedule r City Council Tentative Meeting Schedule r ,5 Subject to change + rYMuo��ril CITY OF IOWA CITY August 22,2024 Date Time Meeting Location 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,October 21,2024 4:30 PM Joint Entities Meeting TBD Hosted by the City of University Heights 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 Tuesday,Janaury 7,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Monday,January 13,2025 4:30 PM Joint Entities Meeting TBD Hosted by Johnson County Brd of Supervisors Tuesday,January 21,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Wednesday,January 22,2025 2:00 PM Budget Work Session(CIP) City Hall,Emma J.Harvat Hall 410 E.Washington Street Tuesday,February 4,2024 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,February 18,2024 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,March 11,2024 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tueaday,April 1,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tueaday,April 15,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,May 6,2024 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tueaday,May 20,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,June 3,2024 4:00 PM Work session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tueaday,June 17,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tueaday,July 8,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,August 5,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,August 19,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,September 2,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,September 16,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,October 7,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,October 21,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,November 3,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,November 18,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,December 9,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Item Number: IP2. r 1 CITY OF IOWA CITY a � COUNCIL ACTION REPORT August 22, 2024 Ad Hoc Truth & Reconciliation Commission: August 15 Attachments: Ad Hoc Truth & Reconciliation Commission: August 15 August 15,2024 Draft Ad Hoc Truth and Reconciliation Commission (TRC) Minutes Emma Harvat Hall, City Hall Commissioners present: Amos Kiche, Cliff Johnson, Louis Tassinary, Lauren Merritt. Commissioners on Zoom: Lubna Mohamed. Commissioners not present: Chad Simmons, Chastity Dillard, Wangui Gathua, Kayla Rossi. Staff present: Stefanie Bowers. Recommendation to City Council: No. Meeting called to order: 7:05 PM Reading of Land Acknowledgement: Tassinary read the Land Acknowledgement. Approval of minutes from August 1,2024: Johnson moved, and Kiche seconded. Motion passed 5-0. Next steps for phase three and four including upcoming events and engagement: Johnson commented on the success of the latest event(National Night Out)the commission participated in, stating they were able to talk to community members and get people to sign up for more information. Upcoming events (Summer Jam and Iowa Latino Festival) were discussed. It was confirmed Johnson and Kiche would be attending the Latino Festival to represent the commission. Tassinary and Kiche agreed to attend the Summer Jam event to represent the commission. The commission was reminded by staff to reach out to Simmons regarding any ideas they have as it relates to the documentary being made about the commission. Kiche suggested the commission get Spanish translated version of the TRC brochure and sign for the Latino Festival on the 24 of August. It was confirmed a summarized version of the commission's name and general mission could be translated in time for the event, but more detailed translated brochures will not be ready in time. Announcements of commissioners: Kiche informed the commissioners that he and Mohamed have arranged a meeting with community members Sunday, 8/18 at 3:00 at Java House where they will have an open discussion with the Sudanese community on employment discrimination. All commissioners were encouraged to attend. Announcements of staff: None. The meeting adjourned at 7:21 PM. The full meeting video can be viewed at this link. 1 a N a a a N a d N 0 P-i d P-i P-i d N P-i P-i N O O zA M a a a a a a a 00 � U � o VW N A M a a a a a d P zz � � W H x � D F� U r x a a a a a a a N H ►"� M M M M M M M M M � � FBI W Z � � !�� � •� � � .� •m FBI �V Item Number: IP3. CITY OF IOWA CITY COUNCIL ACTION REPORT August 22, 2024 Library Board of Trustees: July 25 Attachments: Library Board of Trustees: July 25.pdf IOWA CITY LIBRARYrjW PUBLIC Iowa City Public Library Board of Trustees Meeting Minutes July 25, 2024 2nd Floor— Boardroom Regular Meeting - 5:00 PM DRAF Tom Rocklin - President Bonnie Boothroy 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, John Raeburn, Tom Rocklin, Hannah Shultz, Dan Stevenson. Members Absent: Bonnie Boothroy, Robin Paetzold. Staff Present: Elsworth Carman, Sam Helmick, Anne Mangano, Jason Paulios, Angie Pilkington, Jen Royer. Guests Present: None. Call Meeting to Order. Rocklin called the meeting to order at 5:01 pm. A quorum was present. Approval of July 25, 2024 Board Meeting Agenda. Massa made a motion to approve the July 25, 2024 Board Meeting Agenda. Matthews seconded. Motion passed 7/0. Public Discussion. None. Items to be Discussed. Strategic Planning Update. Rocklin shared the Library Board approved the Strategic Plan and now Trustees have the responsibility to monitor progress. Rocklin liked Carman's graphics on the strategic plan. Rocklin asked what CIVIC) stood for, and Carman replied it is the City Manager's office. Matthews asked if the Iowa City Public Library (ICPL) ever had issues with voting at the library. Carman said no, and noted the only wrinkle has been because of accessible parking. Helmick entered at 5:03 pm. Carman said he checks in with staff the day voting occurs and isn't aware of issues. Paulios said ICPL will be a satellite voting location and the date is yet to be determined. Paulios said the Children's Halloween parade gets priority of the meeting room space. Pilkington said the Halloween parade is in the planning stages and will be on a no school day. If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City Public Library,of 379-887-6003 oriernrifer-royer0icpl.ora. Early requests are strongly encouraged to allow sufficient time to meet your access needs. rW PUBLIC LIBRARY Rocklin asked if there were any more efforts to collect materials in the languages from the International Writers Workshop. Mangano said a collection plan is in the works to determine which languages are needed and a meeting will happen after that. Rocklin said he personally adores the project. Mangano said there are good overlaps between ICPL and the workshop. ICPL can promote the author's books while they are in Iowa City; there are great possibilities. Massa noted page 8 which states, "Increase channels for library patron feedback in the library. New opportunities for Book End customer feedback was created via surveys at POS". Massa asked if users fill out a survey at home or in person. Roche said this comes from the digital receipt and there is an opportunity to complete a survey digitally. Massa asked if Trustees could see the results of those surveys. Roche said she has a report that could be shared with Trustees. Rocklin suggested adding it to the next packet. Carman said staff are trying to find those point of contact opportunities to get patron feedback. Carman said a similar thing was done with QR codes by Marketing that could be added to digital communications. Rocklin noted the Intranet going away and asked what the timeline for moving to Teams is. Mangano said a year. Raeburn asked if gamify means to turn into a game. Rocklin and Carman agreed it did. Matthews asked if Carman expected staff to have presentations at the Iowa Library Association conference in Des Moines. Carman said there are at least two presentations and ICPL typically has presentations every year. Library Board of Trustees Annual Report. Carman said the annual report is submitted to the City during the budget process and is kept on the library's website. Carman said the Leadership Team put a draft together to present to the Board for feedback. Rocklin said one function of the report is to serve as a summary of the year's Board minutes. Raeburn suggested changing the second line from "act as" to "be", suggested including a brief identifier of the senate and house files noted in the report, and listing the ARPA acronym. Shultz noted some of this work seemed like it had been done a long time ago. Rocklin noted the goal of reviewing and approving a plan for improving building space and asked if Carman is confident we will get there in the coming year. Carman agreed and shared there is a large upcoming CIP project slated for FY26. Carman said he budgeted for consultant money in the NOBU request in FY25 to pay for that. Carman noted the actual work on the building will not begin until FY26. Carman said crafting a plan this fiscal year is a priority and will be used for proposals. Rocklin requested listing the dates of service in the report for Bonnie Boothroy and Lucy Santos Green so it is clear there were only nine Trustees at one time. Staff Reports Director's Report. Carman shared Helmick was appointed as ALA President Elect effective immediately. Carman shared there was damage to rental space door after an incident in the PeclMall. Carman said it was cleaned and patched immediately and the custom glass that was damaged is on order to be replaced. Carman hoped for a quick two-week turnaround. Carman noted an open house is scheduled in the rental space and repairs may not be ready by the first week of August for the event. Carman said the CIP (Capital Improvement Project) in the Boardroom and Meeting Room E is mostly complete. Carman shared the paint color in the Boardroom will be revisited with the consultant work in If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City Public Library,at 379-887-6003 or ierrnifer-royerOW.arro. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Vj'W PUBLIC LIBRARY the coming year. It was repainted red and he will lean on that consultant's building study to make the color change. Carman noted the art hanging on the Boardroom wall was donated by former Library Trustee, Janet Freeman. Rocklin asked who was notified and by whom when the glass was broken on the door. Carman said the police notified Brad Gehrke, Library Building Manager, who came in immediately after the area was cleared by police. Gehrke patched the door and called the vendor who arrived by 5 am. Johnk shared an interest in touring Facilities Services. Carman said the Facilities crew at the library is strong, and it's great to see them in their element and see how the back end of the library works. Carman shared the library is experiencing water intrusion issues from the alley. A wall collapsed on the building across the alley from the library a couple years ago, and at that time the wall and downspouts were rebuilt. Carman will be in meetings next week about the downspout. The Facilities crew put in stop gap measures, but an investment will need to be made for long term repair. Departmental Reports: Adult Services. Paulios said the browsing party got great reviews and good recommendations were made for the future. Shultz asked who is in the library house band. Paulios shared Alyssa, Amanda, Brent, Claire, Hannah, Paul, and a guest drummer. Paulios said the band set the atmosphere for the browsing party. Community &Access Services. Rocklin congratulated Helmick. Johnk liked the book bike portion of Helmick's report, including the patron comments. Matthews clarified that children could not ride in the book bike and Helmick agreed. Matthews suggested the children's room could have an election with characters from books. President's Report. Rocklin reported Raeburn brought to his attention that there are Trustee committees without leadership. Rocklin asked if the finance committee could volunteer someone to ensure meetings happen when they need to. Matthews nominated Paetzold for the Advocacy Committee. Matthews asked if the Graphic Designer position was a new position in addition to the other Graphic Designer or if someone left. Helmick said this position is replacing a staff person who left. Announcements from Members. None. Committee Reports. Advocacy Committee. None. Finance Committee. None. Foundation Members. Rocklin shared the FY25 Memorandum of Understanding (MOU) between the Friends Foundation Board of Directors and the Iowa City Public Library Board of Trustees is included in the packet. Roche said this requires board approval. Rocklin said the MOU agreement formalizes the transferring of funds to the NOBU budget. Communications. News Articles. Massa noted the news articles that outline crime happening in or around the library and asked if the library is safe. Carman said he is confident the library is as safe as possible as any public space is in the corridor area. Carman said there is often Leadership Team discussion about whether or If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City Public Library,at 319-887-6003 or'enni er-ro ei a., Lor _ Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY r- PUBLIC LIBRARY not a specific news article belongs in the packet. Carman shared we err on the side of including more. Carman said a lot of the issues around the library impact us because we want to communicate what's happening with the community, and we want to keep staff and patrons as safe as possible. Carman said we are in a state that has made decisions around the availability of weapons and that has an impact on how people behave. Carman thinks ICPL does take appropriate measures to stay safe. Carman said anytime an issue like the shooting in the PeclMall happens the Leadership Team intentionally takes steps to check in with staff and plan for community inquiries. Carman said there is always a lot of emotion when things like this happen, and we care very dearly about keeping people safe. Carman said public service has changed and will continue to change. Matthews asked if staff do ALICE training. Carman said it was done a year ago and we are working to schedule it again this year. Carman said we also have continual conversations about how we work with the police department and use the tools that we have. Carman said there is a need for more social service support in our community. Raeburn asked what is happening with reprehending the people who beat up the sleeping patron. Carman said he believes it is still an active investigation. Carman said cameras outside the library documented the event and staff have worked with police to help the investigation. Consent Agenda. Matthews made a motion to approve the Consent Agenda.Johnk seconded. Motion passed 7/0. Set Agenda Order for August Meeting. Rocklin said the August meeting includes the 4th quarter financials and statistics, Library Use policy, Alcohol policy, and departmental reports. Matthews and Stevenson noted the next Board meeting is the day before school starts. Massa noted the disbursements and asked if June was a higher month. Carman said it is a higher month with Summer Reading Programming and there are many project deadlines as it is the end of fiscal year. Adjournment. Rocklin adjourned the meeting at 5:35 pm. Respectfully submitted, Jen Royer If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City Public Library,of 319-887-6003 orJennifer-raver&MI.org_ Early requests are strongly encouraged to allow sufficient time to meet your access needs. 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