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Home My WebLink About2024-09-12 Info Packet City Council Information Packet CITY OF 1 OWA CITY September 12, 2024 Council Tentative Meeting Schedule IP1. Council Tentative Meeting Schedule September 17 Work Session IP2. Work Session Agenda IP3. Memo from City Attorney: Sister Cities IP4. Memo from City Manager: Review of City Grant Programs IP5. Pending City Council Work Session Topics Draft Minutes IP6. Ad Hoc Truth & Reconciliation Commission: September 5 IP7. Airport Commission: August 19 IP8. Historic Preservation Commission: August 8 September 12, 2024 City of Iowa City Item Number: IP1. CITY OF IOWA CITY COUNCIL ACTION REPORT September 12, 2024 Council Tentative Meeting Schedule Attachments: Council Tentative Meeting Schedule j , City Council Tentative Meeting Schedule Subject to change CI F IQWA CITY September 12,2024 Date Time Meeting Location 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 Tuesday,October 22,2024 1:00 PM Work Session City Hall,Emma J.Harvat Hall 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 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. CITY OF IOWA CITY COUNCIL ACTION REPORT September 12, 2024 Work Session Agenda Attachments: Work Session Agenda Subject to change as finalized by the City Clerk. For a final official copy, contact the City Clerk's Office 356-5041 If you will need disability-related accommodations in order to participate in this program/event, please contact Kellie Grace at 319-356-5041, kgrace@iowa- city.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Iowa City City Council - Work Session + r L Agenda Work Session September 17, 2024 - 4:00 PM CITY OF IOWA CITY Emma J. Harvat Hall 410 E. Washington Street www.icgov.org City of Iowa City Land Acknowledgment can be found at: icgov.org/landacknowledgement Meeting Rules can be found at: icgov.org/meetingrules You can watch the meeting on cable channel 4 (118.2 QAM) in Iowa City, University Heights and Coralville, or you can watch it online at any of the following websites: • https://citychannel4.com/live • https://www.Voutube.com/user/citychannel4/live • https://facebook.com/CityoflowaCity 1. Clarification of Agenda Items 2. Information Packet Discussion [September 5, September 12] 3. University of Iowa Student Government (USG) Updates 4. UNESCO City of Literature update 5. Sister City Organizational Structure Discussion 6. Review of City grant programs (Social Justice Racial Equity, Climate Action, Public Art, and Aid to Agencies) 7. Council updates on assigned boards, commissions, and committees Item Number: IP3. CITY OF IOWA CITY COUNCIL ACTION REPORT September 12, 2024 Memo from City Attorney: Sister Cities Attachments: Memo from City Attorney: Sister Cities.pdf r N W,z.iL 4 CITY OF IOWA CITY . - r MEMORANDUM I ",2=`�4 4 1�;-'- Date: September 12, 2024 To: City Council From: Eric R. Goers, City Attorney Re: Sister Cities At the Mayor's request, I did some research on sister cities, and the means by which they could be set up within City government or through an outside nonprofit. I considered the relationship between the City and a nonprofit and looked how other Iowa Metro cities have structured their sister city relationships. I also reviewed a proposed set of bylaws provided to the Mayor by Tony Joseph. Des Moines formed the Greater Des Moines Sister Cities Commission. It is a governmental body, with 15 commissioners appointed by City Council, and one commissioner appointed by the City Council of each of five surrounding communities. There is a separate nonprofit organization, Friends of Greater Des Moines Sister Cities, set up to do fundraising. More information about them can be found here: https://cros2.revize.com/revize/desmoines/document center/Sister%20Cities%2OComm/ServingOnSist erCitiesCommission%20- %202022.pdf?pdf=l nterested%20in%20ioining%20as%20a%20commissioner%3F&t=1723553029557& pdf=l nterested%20in%20ioining%20as%20a%20commissioner%3F&t=1723553029557 Dubuque contracts with the Dubuque Convention and Visitors Bureau to run their sister city activities. One City Council member serves on the Sister City Committee as the City's official representative, with the City Clerk serving as liaison. More information about them can be found here: https://www.cityofdubugue.org/l 669/Sister-City-Relationships West Des Moines has an official Sister Cities Commission, run as a governmental body like any other board or commission. More information about them can be found here: https://www.wdm.iowa.gov/residents/get-involved/boards-commissions/sister-cities-commission As to the bylaws presented by Mr. Joseph, if the consensus of Council is to form a sister city relationship through a nonprofit, instead of as a governmental body, I would encourage that nonprofit body to create their own bylaws, as the City would have no authority to pass or impose them. Sister Cities International has model bylaws, upon which Mr. Joseph's proposed set appears to be based, so adopting their own would not be burdensome for the nonprofit. If the nonprofit wants financial support from the City, that might be made in exchange for one or more permanent seats on the Board. That may have been the calculus in Dubuque, though I'm not certain. The bylaws could also be negotiated with the City so as to ensure that the City maintains some control over the selection of sister cities, etc. If the Council wishes to structure a sister city relationship through a City board or commission, the bylaws would be approved through the Rules Committee and Council, like with any other board or commission. As always, if you have questions or concerns, please do not hesitate to contact me. Copy to: Geoff Fruin, City Manager Kellie Grace, City Clerk Kirk Lehman, Assistant City Manager Sue Dulek, First Assistant City Attorney Item Number: IP4. r 1 CITY OF IOWA CITY a � COUNCIL ACTION REPORT September 12, 2024 Memo from City Manager: Review of City Grant Programs Attachments: Memo from City Manager: Review of City Grant Programs r CITY OF IOWA CITY Nip =�P, �T-4 MEMORANDUM Date: September 12, 2024 To: Mayor and City Council From: Geoff Fruin, City Manager Re: Review of City Grant Programs Introduction Earlier this year, the City Council expressed an interest in reviewing annually recurring City grant programs. Those grant programs include our Aid to Agencies, Climate Action, Racial Equity and Social Justice, and Public Art offerings. Each of these programs have different objectives, as well as application, review and award processes. The programs are offered at different times throughout the year and awards are made exclusively on the merits of the application. This memo intends to provide a succinct overview of the grant programs for your initial discussion. Additional grant materials for each program are attached, and staff can provide further information upon request. Absent direction from the City Council, staff intends to proceed with administration of each program as guided by current practices subject to non-substantive changes by staff and involved City Commissions. Public Art Matching Fund Program This program is intended to foster creativity and continue to enhance access and opportunity to the arts in Iowa City. It is administered by the City's Economic Development Coordinator with applications being reviewed and funding decisions coming from the City's Public Art Advisory Commission (PAAC). Applications are typically accepted in late winter with award decisions in the spring. Typical submission requirements include the following- • Online application (All submissions must be submitted through the online application process) Artist background information including CV and samples of relevant past work or documentation of like-experience and skill. • List of project partners/collaborators and role, including authorization from relevant City staff if necessary (for example: if project is proposed in a public park) • A narrative statement to identify the target audience and to demonstrate that the artwork will be accessible at a location that is open and freely available to the general public. • A narrative of the artist's concept including project details, if applicable: o Size, weight, medium, materials o A site plan with building and grade elevation and/or images of building facades showing the placement of the proposed artwork within the site proposed. o Installation details (foundation, mounting, distance to street) September 12, 2024 Page 2 o Project start and end dates o Intended duration of project or installation, including removal plan for temporary installations or maintenance requirements and plan for permanent installations. Permanent installations require applicant maintenance commitment for at least 2 years. • Estimated budget including all funding sources and detailed list of expenses. ■ Metrics for success • A model of the artwork or graphic or artist illustration depicting several views of the artwork. Below is a recent history of awards: Recipient Amount 2024 Unche Studio for Public Space 1 $3,000 Jessica Tucker individual artist) $1,725 Andre Wright individual artist) $3,000 Filmscene $3,000 Zen Cohen/Public Space 1 $3,000 Porch Light Literary Arts Center $1,500 Erin Durian (individual artist) $555 2023 Neighborhood Centers of JC $3,500 Zen Cohen/Public Space 1 $3,500 Lisa Roberts individual artist) $555 Northside Neighborhood Association $1,175 South of 6 Business District $3,500 CommUnity $3,280 Andrea Smisek Gage $3,200 Family Folk Machine $3,500 2022 Iowa City Downtown District $2,000 ICOR Boxing $3,000 Porch Light Literary Arts Center $600 Stephanie Miracle individual artist) $2,500 Old Capitol Quilt Guild $500 PromptPress $3,000 Zen Cohen/Public Space 1 $2,600 Included with this memo is the 2024 PAAC scoring rubric and a policy on repeat applicant eligibility. September 12, 2024 Page 3 Climate Action Grant This program is intended to inspire and promote community involvement in reducing energy use, encouraging low-emissions transportation, reducing consumption of materials and valuable resources and supporting sustainable lifestyle choices. It is administered by the City's Climate Action Division of the City Manager's Office. Scoring is completed by a committee of staff from multiple departments as well as two members of the Climate Action Commission. Award decisions are made by staff with an eye toward leveraging other potential funding opportunities and maximizing the number of awardees. Funding decisions are shared with the full Climate Action Commission. Applications are typically accepted and awards are made in spring season for execution in the following fiscal year. Below is a history of recent awards: Recipient Amount 2024 Antelope Lending Library $1,434 Burr Oak Land Trust $2,500 Habitat for Humanity $10,000 -Neighborhood Centers of JC $8,000 Nomadic Foods $4,000 Plated Table $8,000 Oaknoll Retirement Residents $9,121 Our Redeemer Lutheran Church $10,000 -Trinity Episcopal Church $10,000 2023 Bike Library $10,000 Catholic Worker House $8,000 CommUnity $3,047 Deerfield Commons $10,000 Dubuque Street Apts. $3,554 Fin and Feather $10,000 Green House $2,027 -Hawke ye Railroad Club $10,000 IC Compassion $5,000 -Neighborhood Centers of JC $9,509 Summit Apts $8,750 Young Minds (youth mini grant) $500 2022 Field to Family $10,000 Free Medical Clinic $10,000 Habitat for Humanity $10,000 Horace Mann Elementary School $1,400 Kirkwood College Sustainability Club $2,500 M68 Apts $3,000 Prairie Kitchen Store $5,000 Public Space 1 $7.920 Included with this memo is a copy of the application, submission guidelines and scoring criteria. September 12, 2024 Page 4 Aid to Agencies This program is intended to provide non-profit public service agencies with flexible operational funding to help them serve low-income Iowa City residents based on priorities set in the City's Consolidated Plan. It is administered by the City's Neighborhood Services Division of the Neighborhood and Development Services Department. The program has two funding pools-Legacy& Emerging. Legacy applications are submitted through the United Way joint funding process every two years. Agencies apply for funding from City of Iowa City, Johnson County, City of Coralville, City of North Liberty, and United Way through this single application. Emerging applicants submit a shorter application through the City website and funds are awarded annually. Staff prepare the application, oversee the application process, answer questions, compile responses, facilitate a Q&A for the commission, create summary pages of each application, score the applications and make a staff recommendation for funding. HCDC receives the applications and summary sheets from staff, review, submit any questions they have, score applications individually, and then propose funding allocations to City Council as a group. City Council determines the budget and makes final approval of the funding allocations. In August, the HCDC approved the application and scoring criteria. The joint funding application that is coordinated by the United Way was released earlier this month so the FY26 process is officially underway. HCDC will consider funding allocations at their January 2025 meeting for Legacy agencies and at their March 2025 meeting for Emerging agencies (that application will release in December 2024). Funding becomes available after July 1, 2025. Of note for this year, staff and our consultant are currently working to complete our required City Steps 2030 Plan. This plan will outline our Legacy agencies. Staff make a recommendation in our submission of the draft plan to the City Council,which is anticipated in December of 2025 ahead of our CDBG/HOME funding cycle. In an environment of scarce resources and expanding demand, the City will need to carefully consider how to select Legacy Agencies in order to maximize impact for our community. Below is a history of recent awards: Aid to Agencies Allocations (Legacy) FY22 FY23 FY24 FY25 4 Cs _ $26,119 $26,709 $28,000 $28,240 _Arc of SEI _ $20,895 $21,367 $22,400 $22,592 Big Brothers/Big Sisters $26,119 $26,709 $27,125 $27,358 Center for Worker Justice $15,000 $15,129 CommUnity Crisis Center $72,402 $74,037 $69,086 $69,679 DVIP $52,000 $53,418 $60,000 $60,515 Dream Center $25,000 $25,215 Elder Services/Horizons $45,968 $26,709 $38,000 $38,326 Free Lunch Program $18,805 $47,007 $15,000 $15,129 Free Medical Clinic $26,119 $26,709 $40,000 $40,344 HACAP $26,119 $19,230 $27,270 $27,504 Houses into Homes $15,000 $15,129 Inside Out Reentry $41,839 $42,734 $31,000 $31,266 IV Habitat for Humanity $26,119 $26,709 $27,029 $27,261 September 12, 2024 Page 5 NCJC $57,000 $58,759 $70,000 $70,601 -Pathways $26,119 $26,709 $15,000 $15,129 Prelude MECCA $41,788 $42,734 RVAP $26,119 $26,709 $28,000 $28,240 Shelter House $88,808 $90,810 $99,790 $100,647 Table to Table $32,387 $33,119 $40,000 $40,344 UAY $34 525 $35,256 $34,500 $34,796 Total by Fiscal Year 1 $689,250 1 $705 434 $727,200 $733,444 Aid to Agencies Allocations (Emerging) FY22 FY23 FY24 FY25 Center for Worker_Justice $15,000 Escucha Mi Voz $8,000 Dream Center $10,000 -Healthy Kids School Based Clinics $15,000 $11,300 $5,000 Houses into Homes $8,625 Iowa Cit Com p a s s i o n $9,560 $6,000 Iowa City Hospice $5,000 Iowa City Sober Living $7,500 Iowa Legal Aid $9,300 NAMI $10,000 Sudanese American Community Services $5,000 TRAIL $7,415 $5,500 $30,000 $33,625 $37,575 1 $37 000 Included with this memo is a November 2023 staff memo to HCDC outlining definitions, eligibility and some background on recent changes to the program, as well as a December 2023 City Council Action Report and resolution. Additionally, attached are the current applications and scoring criteria. September 12, 2024 Page 6 Racial Equity and Social Justice Grants This program is open to Iowa City based for and nonprofit organizations and is intended to encourage, empower, and engage racial equity and social justice initiatives through programs, activities, or services that help eliminate inequities in the Iowa City community. Programs that address one or more of the six priority service areas receive preference: Building Communities, Criminal Justice, Education, Employment, Health, and Housing. The program is administered by the City's Human Rights Office, which holds multiple information sessions to assist prospective applicants. The City's Human Rights Commission perform scoring and make recommendations to the City Council for awards. The City Council makes final award decisions. Applications are received from Early December to early January. Award recommendations are typically completed in March with final City Council decisions around June. Below is a history of recent awards: Recipient Amount 2024 Eastern Iowa APAPA $3,000 Inside Out Reentry $2,300 Open Heartland $13,738.25 Better Together 2030 $8,650 Houses into Homes $7,698.16 UAY $10,500 DVIP $7,619.99 Indigenous Arts Alliance $20,340 Escucha Mi Voz Iowa $12,000 CommUnity $7,000 Wright House of Fashion $7,153.60 2023 Al-Iman Center of Iowa $7,500 Center for Worker Justice $7,000 CommUnity $18,000 Great Plains Action Society $6,000 Houses into Homes $10,000 NCJC $15,500 Natural Talent Music $23,725 Wright House of Fashion $25,000 2022 MDC Iowa $10,000 Open Heartland $9,000 Center for Worker Justice $18,000 Great Plains Action Society $5,000 IC Compassion $15,000 Houses into Homes $15,000 Iowa City Chinese Association $3,000 Included with this memo is a copy of the application with grant requirements and a copy of the scoring rubric used by the Human Rights Commission. Public Art Matching Fund Program Materials Public Art Matching Fund Program Awards Rubric I. PROJECT DETAILS AND DESCRIPTION A. Overall Application 3. Application is clear, 2. Application is clear. This 1. Application is unclear or concise, and well composed. project has elements that poorly composed. This This project is substantially are different from the project has been done by the different from regular applicant's regular applicant previously or programming or has not programming. Case for closely resembles been done before by the support is adequate. artwork/events already City. Case for support is available in Iowa City. exemplary and merits Case for support is investment from the City. inadequate or does not merit City investment. B. Artwork/event and materials description 3. Project and description 2. Project and description 1. Project and description are exemplary and clearly satisfactorily advance the are unclear and do not advance the mission, vision, mission, vision, and goals advance the mission, vision, and goals laid out in the laid out in the Public Art and goals laid out in the Public Art Strategic Plan and Strategic Plan and Iowa City Public Art Strategic Plan and Iowa City Public Art Public Art Management Plan. Iowa City Public Art Management Plan. ` Management Plan. C. Images/plans and project illustration 3. Work samples are of high 2. Work samples are of 1. Work samples are of poor quality and clearly average quality and quality or demonstrate demonstrate exceptional demonstrate capabilities in inadequate capabilities in capabilities in artistic artistic concept and form. concept and form. concept and form. D. PAAC Definition of public art 3. Artwork/event 2. Artwork/event clearly fits 1. Artwork/event does not dynamically engages with, within the definition of clearly fit within the Public and extends the definition of public art found in the Public Art Strategic Plan and Iowa public art found in the Public Art Strategic Plan and Iowa City Public Art Management Art Strategic Plan and Iowa City Public Art Management Plan. City Public Art Management Plan. Plan. E. Project location 3. Project location is 2. Project location is suitable 1. Project location is random considerately and for the project. The project is and project does not suit strategically thought out to appropriate for the location. chosen location. reach target audience. Project is appropriate for the 1 location. Artist/contractor utilizes City Parks/Facility Inventory in the Public Art Strategic Plan and Iowa City Public Art Management Plan. F. Technical ability to carry out scope of project 3. Project has strong 2. Project has identified 1. Project has unclear implementation objectives. implementation objectives. implementation objectives Timeline demonstrates Timeline demonstrates and timeline. Raises thoughtful planning and planning and consideration concerns about project detailed consideration. of most tasks needed. Artist achievability. Artist and Confident project will be and partner responsibilities partner responsibilities are realized through a clear, are defined. undefined or unclear. reasonable timeline. Artist and partner responsibilities are clearly defined. II. PROJECT COSTS AND BUDGET G. PAAC matching fund expenses 3. Project budget is clear and 2. Project budget is clear but 1. Project budget is vague intended use of matching the intended use of matching and the intended use of funds is detailed. funds is implied but matching funds is I inadequately detailed. inadequate. H. Funds from other sources/impact of PAAC funds 3. Project leverages diverse 2. Project demonstrates 1. Project demonstrates funding sources and in-kind some diversity in funding inadequate or unclear support as appropriate. sources or in-kind support as leveraging of diverse funding PAAC funds are clearly appropriate. PAAC funds are sources as appropriate. The integral to project supplementary to project impact of PAAC funds is implementation. implementation. vague or extraneous. III. PROJECT OUTCOMES 1. Specific outcomes and measures 3. Project uses strong 2. Project identifies methods 1. Evaluation methods and qualitative and quantitative or measures to analyze measures are weak, measures to analyze achievement of arts goals inadequate or unclear. achievement of arts goals and implementation and implementation objectives. objectives. Project has appropriate methods in place to collect data on evaluation measures. J. Engagement with broader community 2 3. Target community for 2. Target community for the 1. Target community for the project is well defined, its project is identified. Plans to project is not defined. Plans relevance to project is disseminate project and to disseminate and provide evident. Plans to disseminate provide equitable access to equitable access to project and provide equitable access project are satisfactory. are inadequate. to project are exemplary. K. Community partner integration 3. There is clear 2. There is some 1. There is little to no demonstration of demonstration of demonstrated partnership. If collaborative partnership. All collaboration. There is there are listed partners, involved parties share investment on both sides, partners appear minimally significant responsibility for but it is imbalanced. involved. the successful outcome of the project. L. Functional Art (eg., bus stop benches) 3. This project is clearly 2. This project may be 1. There is no functional functional art functional art aspect to this art. M. Unexpected Art 3. This project is located in a 2. This project is located in a 1. This project is located in a place or happens at a time place or happens at a time place or happens at a time when or where art is when or where art may have when or where art is a completely unexpected occurred in the past, but not common happening. frequently. N. Participatory Art 3. There is a clear 2. There may be some 1. There is little to no opportunity for or aspect of opportunity for or aspect of opportunity for or aspect of community participation in community participation in community participation in this project this project this project O. Ephemeral Art 2. This project can be 1. This project may be 3. This project may only be experienced in a certain experienced repeated times. experienced at any time. place and time and then is Lover. 3 Iowa City Public Art Advisory Committee Policy on the Eligibility of Applicants Who Have Previously Received Matching Grant Funds Iowa City's Public Art Advisory Committee (PAAC) does not prohibit previously funded artists, programs or organizations from applying for subsequent Matching Grant funding cycles. Pursuant to Goals 2 and 3 of the Iowa City Public Art Strategic Plan (2020-25), the PAAC reserves the right to consider any applicant's prior funding history on an individual basis and in consideration of the complete applicant pool in order to "expand opportunities" for new projects while simultaneously "ensuring an ongoing... sustainable" arts community in Iowa City. We encourage returning applicants to consider the following when applying for subsequent Matching Grant funding cycles: 1) If a previously funded applicant is applying with a new project proposal: a) Have prior PAAC-funded projects been completed or progressed according to the application timeline? b) Will the new project negatively interfere in the timely completion of an ongoing or outstanding project supported with PAAC funds? c) How do the PAAC Matching Funds present a unique funding opportunity that cannot be pursued through other sources? Has the applicant pursued a more diverse funding portfolio for the project? (i.e. the size, scope or community-mission of the applicant's project is best served by the PAAC mission and/or incongruent with other available funding sources) 2) If a previously funded applicant is applying for the same or similar project: a) Does the proposed project build upon previously funded projects or phases in meaningful but distinct ways? Have you documented or evaluated the growth and development of the project? (i.e. the applicant utilizes PAAC funds to expand/revise/refine rather than replicate) b) How does the continued funding of the project provide new or expanded opportunities for individual artists or community interaction with public art? (i.e. the applicant's annual project is a forum in which new artists or new work is being created each year, the applicant's successive iterations of the project engage different communities or locations that expand audience reach) c) How do the PAAC Matching Funds present a unique funding opportunity that cannot be pursued through other sources? Has the applicant pursued a more diverse funding portfolio for the project? (i.e. the size, scope or community-mission of the applicant's project is best served by the PAAC mission and/or incongruent with other available funding sources) Adopted, 10-13-2022 Climate Action Grant Program Materials 6/14/24.4:39 PM New Submission Community Climate Action Grant Application Thank you for your interest in this grant opportunity. In order to have the best chance at receiving funding support please complete application to the fullest extent possible. If a question is not applicable, indicate "N/A." Successful grants will show evidence of a planned; specific activity. idea. or action that directly connects to at least one City Climate Action goals and can be accomplished before June 2025. An estimated budget must include a detailed list of your expenses. To help you with these tasks, the Climate Action webpage provides the budget template and instructions for applying for the grant. Contact Daniel Bissell at 319-887-6161 or dbissell@iowa-city.org (mailto:"dbissell@iowa-city.org") if you need additional assistance with the application process. It is recommended that applicants save the form every 5-10 minutes to avoid losing progress. To do this, please click "Save as Draft" at the bottom of this page. General Information Organization Full name of organ ization/applicant* Name and title of contact person* Contact person's phone number* https://www.iowa-city.org/Forms/climateActionGrant 1 r7 6/14/24,4:39 PM New Submission Contact person's email address* i Additional organizations Amount of funds requested* This grant provides funding to organizations and groups in an amount not to exceed $10,000, Time Period of Proposed Project Start Date* End Date* r-I n Project costs incurred prior to July 1, 2024 are not eligible for reimbursement under this grant. Project must be completed no later than June 30, 2025 in order to received full grant award. Proposal The purpose of the Climate Action Community Grant Program is to inspire and promote community involvement in reducing energy use, encouraging low-emissions transportation, reducing consumption of materials and valuable resources. supporting sustainable lifestyle choices. and promoting climate preparedness & resiliency. Please select the climate action goal that most closely fits your project idea- https://www.iowa-city.org/Forms/climateActionGrant 2f7 6/14/24,4:39 PM New Submission Please describe the project* How does your project support Iowa City's goals for climate action?* Please describe how this project fits within your organization's climate action goals or larger operational goals. Include any relevant information or data that demonstrates a need for the project (such as age of equipment being replaced, energy efficiency or MPGe of new purchase, process or program this equipment will support, etc.).* Please describe any additional potential benefits to the community; such as benefits to employees, clients; or broader efforts to encourage the community to take steps to address climate change.* https://www.iowa-city.org/Forms/climateActionGrant 3n 6/14/24,4:39 PM New Submission Will your program, service or activity be inclusive of all members of our community? Are there ways it could be more inclusive? If known, please provide general characteristics of the community members served.* I Response could include age, race, gender, income, gender, income, neighborhood, etc. Think forward about one year from the completion of your project. How do you measure and determine the success of the project?** Project Timeline and Budget Please tell us about the action steps and/or milestones in your project. Add the date for the estimated start of the action and then describe what you plan to do. Add additional lines as needed. Date* Service or Activity* Add https://www.iowa-city.org/Forms/climateActionGrant 4n 6/14/24,4:39 PM New Submission Could the project still happen with less funding support?* Please describe how the project could adjust successfully if less funding is awarded than requested. Annual Climate Action Grant funding is not guaranteed and a phased project may not be completed. Each phase should attempt to complete an entire goal. Has the applicant individual, organization or business applied for funds for this project from the City or elsewhere in the last five years?* Yes No If you have applied with the City of Iowa City, please share which funding program was applied to; whether funding was awarded; and how much funding was awarded. Will your project need more funding from the City of Iowa City or from other sources in the next year? Yes 0No Budget Amount Describe Expense Amount paid by Amount paid in- this Grant kind S $ $ https://www.iowa-city.org/Forms/climateActionGrant 5n 6/14/24,4:39 PM New Submission Add Letters of Support m In order to help gauge project readiness, applicants proposing equipment purchases for buildings they do not own are encouraged to submit a letter of support from the building landlord or property manager. Likewise, applicants proposing a collaboration with other community partners are encouraged to submit letters of support from those partners. JUpload Grant and Payment Information (https://www8.iowa-city.org]WebLink/DocView.aspx? id=2139185&dbid=0&repo=CityoflowaCity) Final Report Template (https://www8.iowa-city.org/WebLink/DocView.aspx? id=2139164&dbid=0&repo=CityoflowaCity) Scoring Information (https://www8.iowa-city.org/WebLink/DocView.aspx? id=2139165&dbid=0&repo=Cityof Iowa City) W9 (https://www8.iowa-city.oi-g/WebLink/DocView.aspx?id=2139186&dbid=0&repo=CityoflowaCity) Although minor modifications may be allowed to the project (such as Substituting a different model of equipment), substitution of a different project will not be allowed if the project as described in the grant application and agreement cannot be completed. However, in such cases, awardees are welcome to reapply in a future year with a new project. Please confirm you have read and agree to this and the stated requirements listed above. Please confirm you have read and agree to the stated requirements listed above. Yes https://www.iowa-city.org/Forms/climateActionGrant 6/7 6/14/24,4:39 PM New Submission Signature* Sign Date Date will be captured on form submission Save as Draft https://www.iowa-city.org/Forms/climateActionGrant 7f7 2024 Iowa City Community Climate Action Grant -1yUf li:iiii, � 2024 -2025 Grant Timeline Grant posted: March 1, 2024 Deadline for application: April 1, 2024, 5 PM Review of applications completed: April 19, 2024 Awardees notified: Week of April 22, 2024 Funds available: July 1, 2024 All grant funds must be used by June 30, 2025 Purpose The purpose of Climate Action Community Grant Program is to inspire and promote community involvement in reducing energy use, encouraging low-emissions transportation, reducing consumption of materials and valuable resources, and supporting sustainable lifestyle choices. Projects awarded grant funding will demonstrate direct connection to initiatives included in the Iowa City Climate Action and Adaptation Plan. This year funding will be prioritized for the implementation of a project which promotes and undertakes action in one or more of the following: • Activities that increase energy efficiency in buildings • Activities supporting walking,biking, bus riding, and use of alternative transportation •Activities minimizing waste and materials consumption • Protecting and promoting natural environments • Promoting sustainable choices and climate action education The grant program does not limit the nature of proposed projects, but the primary purpose could include one or more of these concepts: • Physical change or improvement of a structure that improves energy efficiency, long- term sustainability, or quality of life. • Education or outreach, building community partnerships, understanding, inclusion, and awareness. • Introduction of a new project or program. • Improvement, and/or expansion of an existing project or program. • Volunteer engagement or management. A few examples might include projects that: • Reduce greenhouse gas emissions associated with energy use in buildings or transportation. • Increase pollinator habitats. • Strengthen community systems, improving community preparation for or response to extreme weather, economic uncertainty, natural disasters, or other events. • Explore or utilize innovative technologies and/or practices to reduce carbon emissions. Additional information on the City's Climate Action website www.icgov.org/climateaction may better inform proposals and spark great new ideas! Available Funding A total of$60,000 in grant funding will be available from July 1, 2024 to June 30, 2025. Funding will be available for three different award categories: Community groups and non-profit organizations (1), for-profit businesses (2), and students, K-12 (3). The maximum amount of funding community and business organizations can request is $10,000. The maximum increment available to students in Kindergarten through 12th grade is $500. Requirements Eligibility The organization, group, or individual must be principally and physically located in Iowa City. Any applicant or group partnering with an applicant located outside of Iowa City must demonstrate that the population or area served will primarily be people or places within Iowa City. Successful applicants are eligible for one grant award per fiscal year and project must be completed within 12 months. All application materials and outcomes from awarded projects will be considered public information. Applicants are required to abide by all City, State, and Federal laws and regulations. The goal of the grant project must align with the goals listed in Iowa City's Climate Action and Adaptation Plan. Funding will go to projects that are: • Ready to be implemented and can be completed within 12 months or less • Focused, planned, and reasonable in scope • Innovative and impactful, directly related to the City's Climate Action Plan objectives • Sustainable past the project period and/or replicable in the future • Impactful and measurable (kWh, Therms, number of people reached, etc.) • Locally focused and beneficial to a diversity of residents of Iowa City Grant funds are intended to be"one-time costs" and cannot be used for operational expenses such as rent or salaries. Grantee Responsibilities If awarded, grantees will be required to: • Submit a mid-year report(1 page, due 1/31/24) to share a brief status update on the project (template provided); • Submit a final report 30 days following the completion of the project(template provided); • Document the project through video or photos submitted with invoices and/or final report to show progress and outcomes; • Provide documentation of expenses (e.g., scanned copies of all expense receipts) and submit an invoice for reimbursement(template available); • Disclose any conflict of interest. Application Review and Payment Processes • Complete applications must be submitted between March 1 and April 1, 2024. • The Climate Action Grant awards panel reviews all applications and will determine awards in April 2024, notifying recipients of next steps in late April or early May. • Applicants may be asked by the award panel to present an overview of their project or answer questions to help clarify information included in the application before a grant is awarded. • Grant funds are issued on a reimbursement basis, (typically issued 1-2 weeks) after proper documentation is received. Grantees may request exceptions to this funding process, but approval or denial of such requests is at the City's discretion. A complete W-9 is required for payment from Iowa City. (See Payment Procedures for requirements and resources) Applications will be evaluated by a panel of award committee individuals and scored on the following ten criteria. Student grant awards are evaluated on a modified version of these criteria. Details on scoring are available with grant application information. • Activity is connected to and supports City Climate Action Plan goals • Level of diversity, engagement, and inclusion of Iowa City community members that benefit not only from the project outcome but also benefit by being actively involved in the planning or implementation of the project • Activity will have a continuing, impactful benefit to community • Activity timeline and approach are feasible for budget requested • Budget is complete and describes expected activity costs • Activity helps fill a community need that is not already being met • Activity outcomes are specific and measurable and greenhouse gas emissions can be calculated • Applicant has demonstrated an ability to follow through on this project or has a history of implementing similar activities • Activity engages a diversity of Iowa City populations, including low-income households, youth, older adults, immigrants and refugees, BIPOC, and populations with human rights protections • Activity can be repeated, copied, shared or modeled by others If you need help, we are here for you! Email dbissell@iowa-city.org or call Daniel at 319-887- 6161. 2024 Community Climate Action Grant Payment Procedures Funds will be available from July 1, 2024 to June 30, 2025. Please carefully read information and instructions for requesting payments: • Work must be verified as complete by the Climate Action and Outreach Office and materials and services must have been used as described in the grant application, to receive payment. • Filing a W-9 for the organization or individual with the City when the grant is awarded will ensure timely payment of invoices. • Please reach out to the City's Climate Action and Outreach Office climateaction@iowa- city.org if you anticipate challenges with fulfilling the project as proposed or have questions about payments. How to request payments: For err imbursing work that is complete For partially completed work or materials needed ahead of project implementation a. An invoice mad eout to the City of Iowa City a. Please limit the number of must be submitted to the Climate Action such requests, if possible Office (If you do not have an invoice form or b. To request such a payment, W-9, you may use the example template and please contact the City's W-9 form on he following pages). Climate Action and Outreach b. Invoices must show the organization or Office with a written request individual name, address, and telephone that explains the need for an number up-front payment. c. Along with your invoice, please include a cop c. When the materials are of receipts if you have an and purchased, or work is documentation (photo or brief written complete, please follow the summary) of the work done. During the instructions above (#I). project, City staff may ask to inspect/verify d. Payments are made by check that the work is completed, or materials were and mailed on Fridays. received. Invoices submitted by d. Payments are made by check and mailed on Thursday will be available on Fridays. Invoices submitted by Thursday will the Friday of the following be available on the Friday of the following week. week. e. For your final payment, see e. For your final payment, see instructions the instructions below. below. Detail of item# 1 (also provide receipt) $###.## Detail of item#2 (also provide receipt) $ Etc. Total: $ 2024 Iowa City Community Climate Action Grants Scoring Criteria Grant proposals are scored by a team of multiple City staff and Climate Action Commission members. Members of this team score applications individually, submit those scores to an overall scoring sheet, and then meet,to discuss and award grants. Scoring provides the primary basis for awarding funding, pending the applicant meets other criteria, such as residency, but funding is not guaranteed. Applicants should try to be as comprehensive as possible in their proposal and provide accurate contact information. If the grants team has questions before an award can be made, the City uses the information on the application to connect with the applicant and work through any remaining questions. For 2024 grants, the City will use one set of criteria for Organizations/Businesses and one set for Students. Or anization and Business Grant Scoring Criteria We ht Project is connected to and supports City Climate Action and Adaptation Plan goals. 20 Project and/or organization supports and/or aligns with the City's values surrounding 15 equity, social justice, and human rights as identified in strategic plan. Activity will have a continuing, im artful benefit to community 15 Project budget is complete and feasible. 15 Project outcomes are specific. Greenhouse gas emissions reductions calculated by 15 staff. Applicant has demonstrated an ability to follow through on this project or has a 10 history of implementing similar activities Project can be repeated, copied, shared, or modeled by others 10 Total score 100 Student Grant Scoring Criteria Weight Project is connected to and supports City Climate Action and Ada tation Plan 20 Project is creative, innovative, helpful, or educational for grantees or their 15 participants Project has realistic budget and timeline 15 Project will have a continuing, im actful benefit to Community 15 Project outcomes are specific. Greenhouse gas emissions reductions calculated by 15 staff. Project can be repeated, copied, shared,or modeled by others 10 Applicant has a support individual ors stem to assist with the project 10 Total Score 100 Aid to Agencies Program Materials '� CITY OF IOWA CITY �-- MEMORANDUM CITY OF IOWA CITY UNESCO CITY OF LITERATURE Date: November 9, 2023 To: Housing and Community Development Commission From: Erika Kubly, Neighborhood Services Coordinator Brianna Thul, Community Development Planner Re: Revisions to Aid to Agencies Definitions and Eligibility Background During the FY24 Aid to Agency funding allocation, two Legacy Agencies were not recommended for funding by staff and the Housing and Community Development Commission (HCDC). One of the agencies inquired about applying for Emerging funds, and HCDC expressed interest in allowing Legacy Agencies who were not awarded Legacy funding in a given year to apply for Emerging funds. However, the current definitions approved by City Council in Resolution #18-214 on July 17, 2018, determined that a Legacy Agency is not eligible to apply for Emerging Funds. Those two agencies were not allowed to apply for the FY24 Emerging funds, but one agency was subsequently allocated funding by City Council. Discussion The Aid to Agency process has evolved over time and the instance of a Legacy Agency not receiving funding was not anticipated at the point in which the definitions and eligibility criteria were drafted. As such, the language describing Emerging and Legacy Agency funding as outlined in Resolution #18-214 does not address this situation. Additionally, some of the language used in the 2018 resolution are out-of-date based on how the program is currently set up. Staff proposes to revise the definition of the Emerging funding to allow an unfunded Legacy Agency to apply for Emerging funds, and generally update the definitions of both funding opportunities to match how applications are currently accepted. These changes do not affect the work underway by HCDC's Aid to Agency subcommittee, which will be shared with the commission at the January 2024 meeting. The current definitions can be found in Appendix A of Resolution #18-214 (attached). The proposed revised definitions are as follows: Aid to Agencies (A2A) provides nonprofit public service agencies with flexible operational funding to help them serve low-income Iowa City residents based on priorities set in the City's Consolidated Plan. _ Emerging A encies Legacy Agencies Purpose Operational funding intended to help Ongoing operational funding for a core new nonprofit organizations develop. group of service providers intended to be a stable source of funding. Definition Any nonprofit agency that is not Must be identified as a Legacy Agency and Eligibility receiving Legacy funding in a given in the City's Consolidated Plan fiscal year. Must be a 501c3 (currently City Steps 2025) at the time of organization in good standing. application. November 9, 2023 Page 2 Budget Up to 5% of total Aid to Agencies Aid to Agencies budget established by annual budget established by City City Council minus up to 5% for Council. HCDC recommends the Emerging agencies. amount to allocate to Emerging Agencies up to 5% during the application review. Funding Minimum of$5,000 Minimum of$15,000 Amount Maximum of$15,000 No Maximum Application ' Applications accepted annually Applications accepted every other year Process through the City of Iowa City during for two years of funding through the the CDBG/HOME funding process United Way Joint Funding Process. typically in December/January. Awarded agencies will receive a prorated amount of funding in the second year based on the approved City budget. Reporting Semi-annual reports submitted to I Quarterly reports submitted in eclmpact City through United Way. Payments Two semi-annual payments Four quarterly payments. Additional This source should not be expected J Funding is not guaranteed and may be Notes to be ongoing or permanent. I subject to a prorated increase or Eligibility to apply is not a guarantee decrease depending on annual funding of funding. amounts. If an agency does not perform to a minimum standard, funding may be revoked. Amendments Amendments to the eligibility and ' Amendments would follow the City's definition of Emerging Agencies or adopted Citizen Participation Plan. change to financial terms may be approved by the Neighborhood and Development Services (NDS) Director. The NDS Director may request HCDC provide a recommendation to City Council for consideration and approval. Next Steps With the HCDC's recommendation, staff would bring the revised definitions to an upcoming City Council meeting ahead of the FY25 application cycle. Attachments City Council Resolution #18-214 10 Prepared by:Kirk Lehmann,Neighborhood Services,410 E.Washington St.,Iowa City,IA 52240(319)356-5230 RESOLUTION NO. 18-214 Resolution adopting the Aid to Agencies process Whereas,the Iowa City Housing and Community Development Commission formed a subcommittee to discuss past and current practices and policies for the Aid to Agencies process of funding public service providers; and Whereas, the Iowa City Housing and Community Development Commission wishes to better balance stable funding for existing agencies with funding for developing agencies and/or agencies that have not historically received funding; and Whereas, the Iowa City Housing and Community Development Commission also wants to improve the Aid to Agencies process itself; and Whereas,the City solicited input from agencies, and held public meetings during which they discussed the Aid to Agencies process; and Whereas,the Aid to Agencies Process Recommendations dated July 10, 2018 is attached hereto as Appendix A; and Whereas, the Iowa City Housing and Community Development Commission has recommended that Appendix A be approved; and Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The Aid to Agencies Process Recommendations dated July 10,2018, containing changes to the Aid to Agencies process and attached hereto as Appendix A, is hereby approved and adopted. Passed and approved this 171h day of July, 2018. Mayor Attest: C I a 1 Deputy Clerk City Attorney's Office Resolution No. 18-214 Page 2 It was moved by Botchway and seconded by Mims the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Botchway x Cole x Minas x Salih x Taylor x Thomas Throgmorton Appendix A "Emerging"Agency Funding. HCDC will set aside 5% of A2A funds for"emerging"agencies, defined as any agencies that have not existed as a legal entity for at least 2 years or have not received A2A funds in any of the last 5 years. These funds will have a $5,000 funding minimum and will be allocated annually to help new organizations develop. This source should not be expected to become permanent. Applications will be separate from the United Way Joint Funding Process, allowing them to be smaller and more customized. Applications will be due at the same time as the City's HOME/CDBG funding round in December, awarding funds closer to the reception of funds. Two years from the year they were funded, an Emerging Agency can apply for Legacy funding, so if an agency was awarded Emerging funds in 2019, they could apply for Legacy funding in 2021. Unused Emerging Agency funding may be shifted to Legacy Agencies. "Legacy"Agency Fu ni ding. All remaining funding will be available to"legacy"agencies, defined as agencies that have existed as a legal entity for at least 2 years and have received A2A funding in any of the last 5 years.This funding is not guaranteed but will provide a minimum of $15,000 each year over 2 years (funding may be subject to a prorated increase or decrease depending on annual funding amounts). Legacy agencies will use the United Way Joint Funding Process application and will submit regular reports to HCDC to ensure accountability. If an agency does not perform to a minimum standard after its first year of funding, funds may be. revoked. HCDC will strive to apportion funds using the following guidelines: 70% of funds to High priorities, 25% to Medium priorities, and 5%to Low priorities. This will help spread funding between priority groups and reduce competition for high-priority designations. Staff will recommend an agency's priority level based on its central mission, and HCDC will approve. If HCDC determines a priority level does not have appropriate applications, funds may be moved between priority groups. 11 z CITY OF IOWA C CWT4 COUNCIL ACTION REPbLL July 17, 2018 Resolution adopting the Aid to Agencies process Prepared By: Kirk Lehmann, Community Development Planner Reviewed By: Erika Kubly, Neighborhood Services Coordinator Tracy Hightshoe, Director of Neighborhood and Development Services Fiscal impact: None Recommendations: Staff: Approval Commission: Housing and Community Development Commission (HCDC), approval 8-0 Attachments: Resolution HCDC Memo Aid to Agencies Process Recommendations, dated July 10, 2018 Executive Summary: After its May 24, 2018 HCDC meeting, HCDC reviewed the Aid to Agencies(A2A)allocation process. Historically, A2A provided predictable funding for nonprofits, but it also has funded new and developing agencies. The subcommittee developed recommendations to balance both functions of A2A funds while improving the allocation process. HCDC voted to send the recommendations to City Council for consideration after discussions on June 21 and July 10. Background/Analysis: The attachment discusses the background, solutions and recommendations made by HCDC regarding the Aid to Agencies process.A summary of the recommendations is as follows: "Emerging"Funding. HCDC will set aside 5%for"emerging"agencies, defined as any agencies that have not existed as a legal entity for at least 2 years or have not received A2A funds in any of the last 5 years. These funds, allocated at a $5,000 minimum increment, will be allocated annually to help agencies develop. Applications will be simplified and separate from the United Way Joint Funding Process. They will be due at the same time as the City's HOME/CDBG funding round.Two years from the year they were funded, an Emerging Agency can apply for Legacy funding (i.e. an agency awarded funds in 2019 could apply for Legacy funds in 2021). "Lectacy"Funding.All remaining funds are reserved for"legacy"agencies, defined as agencies that have existed as a legal entity for at least 2 years and have received A2A funding in any of the last 5 years. These funds, allocated at a$15,000 minimum increment, will be provided each year over two years (though funding may be subject to a prorated change depending on annual funding amounts).Applications will be through use the United Way Joint Funding Process. Regular reports,will be required, as will a minimum standard of performance. Ranking criteria will also be used to make the funding process more transparent and objective. HCDC will aim to apportion 70%/25%/5% of funds to High/Medium/ Low priorities to spread funding between priority groups and reduce competition for high-priority designations. Staff will recommend an agency's priority level based on its central mission, and HCDC will approve. ,1. _64 1 CITY OF IOWA CITY ®,- COUNCIL ACTION REPORT HCDC recommends that City Council consider and approve these changes to the Aid to Agency process. Once Council completes its review, staff will send a memo to applicants summarizing changes made to the A2A process, along with the rationale, to help set expectations. +�410b ■� CITY OF IOWA CITY MEMORANDUM Date: July 12, 2018 To: Iowa City City Council From: Housing and Community Development Commission Re: Aid to Agencies Recommendations Introduction: Following the May 24, 2018 Housing and Community Development Commission (HCDC) meeting,a subcommittee reviewed the Aid to Agencies(A2A)allocation process. Historically,A2A provided predictable funding for nonprofit agencies. More recently, it has also provided new and developing agencies flexible funding. The subcommittee developed the following recommendations which seek to balance both functions of A2A funds, as well as improve the allocation process. HCDC voted to send the recommendations to City Council for consideration. History/Background: Several policies have been developed in the past to prioritize agencies for the funding allocation. ■ Legacy Agencies: In the past, agencies who continually receive funding each year were prioritized in funding allocations. This process provided a consistent source of funding for these agencies, allowing them to retain staff and anticipate budget amounts year-to-year. However, it made it difficult for new agencies to benefit from the program. Priority Needs: The prioritization of agencies into low, medium, and high based on population served was developed to ensure funds had the greatest impact and is required by CITY STEPS. The current use of these categories in the allocation process tends to be ineffective because nearly all agencies attempt to meet the high priority category. • Minimum Threshold: A minimum funding threshold of$15,000 is set to allow for funding of a half-time or quarter position at an agency. The amount of staff time required to administer each grant and level of community benefit were also considered when the minimum threshold was implemented_ An HCDC subcommittee solicited feedback from agencies and met June 7 and June 15, 2018 to identify ways to improve the A2A allocation process. The subcommittee drafted recommendations, which were reviewed by the full committee on June 21 and July 10. Discussion of Solutions: The subcommittee received comments from multiple A2A recipients, many of which echoed previously mentioned feedback. The following themes to improve the process were developed: • Enhance objectivity; Multiple agencies mentioned a desire to increase objectivity in allocating funds.They were supportive of objective criteria in evaluating applications. • Avoid duplication of work: HCDC should be careful about how to fund agencies that are doing the same work because they don't want to duplicate services with limited funds. • More clarity in expectations. Several agencies were confused about the process and exactly how HCDC chose to allocate funds. Understanding was also lacking on which agencies got to present to HCDC. Clearer expectations with agencies need to be set. • Minimum funding:Some saw a minimum funding amount as arbitrary. However, it makes the review process more manageable for HCDC and provides greater certainty for staffing. Based on this feedback, the subcommittee tried to balance stable funding with opportunities for new agencies. Recommendations primarily focus on sustainable funding for agencies, but they also provide funds for new agencies. The following summarizes general recommendations: July 12, 2018 Page 2 'Emerging" Agency Funding. HCDC will set aside 5% of A2A funds for emerging" agencies, defined as any agencies that have not existed as a legal entity for at least 2 years or have not received A2A funds in any of the last 5 years. These funds will have a $5,000 funding minimum and will be allocated annually to help new organizations develop. This source should not be expected to become permanent.Applications will be separate from the United Way Joint Funding Process, allowing them to be smaller and more customized. Applications will be due at the same time as the City's HOME/CDBG funding round in December, awarding funds closer to the reception of funds. Two years from the year they were funded, an Emerging Agency can apply for Legacy funding, so if an agency was awarded Emerging funds in 2019, they could apply for Legacy funding in 2021. Unused Emerging Agency funding may be shifted to Legacy Agencies. "Legacy"Agency Funding. All remaining funding will be available to"legacy"agencies, defined as agencies that have existed as a legal entity for at least 2 years and have received A2A funding in any of the last 5 years.This funding is not guaranteed but will provide a minimum of$15,000 each year over 2 years (funding may be subject to a prorated increase or decrease depending on annual funding amounts). For the first round, funding will be randomly staggered to spread applications between years. Legacy agencies will use the United Way Joint Funding Process application and will submit regular reports to HCDC to ensure accountability. If an agency does not perform to a minimum standard after its first year of funding, funds may be revolted. HCDC will strive to apportion funds using the following guidelines: 70% of funds to High priorities, 25% to Medium priorities, and 5%to Low priorities. This will help spread funding between priority Croups and reduce competition for high-priority designations. Staff will recommend an agency's priority level based on its central mission, and HCDC will approve. If HCDC determines a priority level does not have appropriate applications, funds may be moved between priority groups. Financial Impact: These recommendations will have no fiscal impact on the City. Fiscal impacts for agencies may include more evenly distributed funding around agencies and greater levels of transparency. Recommendation: HCDC recommends that City Council consider and approve these changes to the Aid to Agency process. Once Council completes its review, staff will send a memo to applicants summarizing changes made to the A2A process, along with the rationale, to help set expectations. Item Number: 9.b. CITY OF IOWA CITY ��Iq4st '�M COUNCIL ACTION REPORT December 12, 2023 Resolution adopting the Aid to Agencies process and rescinding Resolution No. 18-214. Prepared By: Erika Kubly, Neighborhood Services Coordinator Reviewed By: Tracy Hightshoe, Neighborhood and Development Services Director Fiscal Impact: No impact. The proposed Aid to Agencies budget for FY25 is $770,445 including $120,000 in CDBG funds and $650,445 in city general funds). Staff Recommendation: Approval Commission Recommendations: The Housing and Community Development Commission recommended approval by a vote of 8-0 at their November 16, 2023 meeting. Attachments: HCDC 11.16.23 minutes-draft A2A Definitions and Eligibility Memo 11.9.23 Resolution Executive Summary: Aid to Agencies funding provides nonprofit public service agencies with flexible operational funding to help them serve low-income Iowa City residents based on priorities set in the City's Consolidated Plan. Funding is split into two eligibility categories, Legacy Agencies and Emerging Agencies. Staff and HCDC propose to revise the definition of Emerging Agency funding to allow an unfunded Legacy Agency to apply for Emerging funds, and generally update the definitions of both funding opportunities to match how applications are currently accepted. Background 1 Analysis: During the FY24 Aid to Agency funding allocation, two Legacy Agencies were not recommended for funding by staff and the Housing and Community Development Commission (HCDC). One of the agencies inquired about applying for Emerging funds, and HCDC expressed interest in allowing Legacy Agencies that were not awarded Legacy funding in a given year to apply for Emerging funds. However, the current definitions approved by City Council in Resolution No. 18-214 on July 17, 2018, determined that a Legacy Agency is not eligible to apply for Emerging Funds. Those two agencies were not allowed to apply for the FY24 Emerging funds, but one agency was subsequently allocated funding by City Council. The Aid to Agency process has evolved over time and the instance of a Legacy Agency not receiving funding was not anticipated at the point in which the definitions and eligibility criteria were drafted. As such, the language describing Emerging and Legacy Agency funding as outlined in Resolution No. 18-214 does not address this situation. Additionally, some of the language used in the 2018 resolution is out-of-date based on how the program is currently set up. The proposed revised definitions are as follows: Emerging Agencies _ Legacy Agencies Operational funding intended Ongoing operational funding for Purpose to help new nonprofit a core group of service organizations develop. providers intended to be a stable source of funding. Any nonprofit agency that is Must be identified as a Legacy Definition and not receiving Legacy funding in Agency in the City's Eligibility given fiscal year. Must be a Consolidated Plan (currently 501c3 organization in good City Steps 2025) at the time of standing. application. Up to 5% of total Aid to Agencies annual budget ,Aid to Agencies budget established by City Council. established by City Council Budget HCDC recommends the ;minus up to 5% for Emerging mount to allocate to Emerging Agencies up to 5% during the ``agencies. application review. I 'Minimum of$5,000 Minimum of$15,000 Funding Amount _Maximum of$15,000 No Maximum Applications accepted every other year for two years of Applications accepted annually funding through the United Way Application through the City of Iowa City Joint Funding Process. Awarded Process during the CDBG/HOME agencies will receive a prorated funding process typically in amount of funding in the second December/January. year based on the approved City budget. Quarterly reports submitted in Reporting Semi-annual reports submitted eclmpact through United Way. to City Payments Two semi-annual payments Four quarterly payments, Funding is not guaranteed and This source should not be may be subject to a prorated expected to be ongoing or increase or decrease depending Additional Notes permanent. Eligibility to apply on annual funding amounts. If �is not a guarantee of funding. an agency does not perform to a minimum standard, funding may be revoked. Amendments to the eligibility and definition of Emerging Agencies or change to financial terms may be approved by the Neighborhood and Amendments would follow the Amendments Development Services (NDS) City's adopted Citizen Director. The NDS Director Participation Plan. may request HCDC provide a recommendation to City Council for consideration and pproval. With City Council approval of these definitions, implementation would begin with the FY25 funding round which will include only Emerging funding applications since Legacy funds were awarded in FY24. Applications for Emerging funds will be made available on December 29, 2023 and due on January 29, 2024 at noon. Earlier this year, the HCDC created a subcommittee to review the Aid to Agency application and funding process. That subcommittee work is currently underway and is not represented in this agenda item. The subcommittee is expected to present their recommendations to the full commission at the January 2024 HCDC meeting. Any recommendations for substantial changes to the Aid to Agency program would be brought back to City Council ahead of the FY26 Legacy Agency funding process, which begins in August 2024. Prepared by:Erika Kubly,Neighborhood Services,410 E.Washington St., Iowa City,IA 52240(319)356-5230 Resolution No. 9-1-390 Resolution adopting the Aid to Agencies process and rescinding Resolution No. 18-214. Whereas, the Iowa City Aid to Agencies program provides nonprofit public service agencies with flexible operational funding to help them serve low-income Iowa City residents based on priorities set in the City's Consolidated Plan; and Whereas, Council previously approved the definitions and application process for Emerging Agencies and Legacy Agencies for Aid to Agencies funding in Resolution No. 18-214; and Whereas, the Iowa City Housing and Community Development Commission wishes to balance stable funding for existing agencies with funding for developing agencies and/or agencies that have not historically received funding through Legacy and Emerging Agency funds; and Whereas, the Iowa City Housing and Community Development Commission also wants to improve the Aid to Agencies process itself; and Whereas, definitions for eligibility for Emerging Agency and Legacy Agency funding have been clarified and updated by staff and the Housing and Community Development Commission to reflect the current Aid to Agencies funding allocation process; and Whereas, the definitions outline eligibility and other parameters for the funding process, and Whereas, the Aid to Agencies Emerging Agency and Legacy Agency definitions, funding, and application process is attached hereto as Appendix A; and Whereas, the Iowa City Housing and Community Development Commission has recommended that Appendix A be approved. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The Aid to Agencies Emerging Agency and Legacy Agency definitions, funding, and application process, attached hereto as Appendix A, is hereby approved and adopted. 2. Resolution No. 18-214 adopted on July 17, 2018 is hereby rescinded. Passed and approved this 12"'day of December 2023. 1 � �n� Resolution 23-320 Page 2 Attest: I , City clew City Attorney' Office (Sue Dulek— 12/05/2023) It was moved by salih and seconded by Thomas the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: IN` Alter x Bergus Harmsen Salih - x_. Taylor X Teague x_ _ _.__ Thomas Agency Profile Agency Mission Statement Agency Description Year Organization Established Number of Years in Operation Phone Number Address Website Community Need:What specific need in the community is your agency addressing?(Describe the extent of the need--including current local data with source information and the major factors in the community contributing to the need.) FY26-FY27 Application Draft General Information Agency Name Agency Executive Director Board President Requestor Requestor Phone Requestor Email Funder Requests and Priorities United Way Community Priorities Please indicate the United Way Priority Areas that your agency services support: • [Checkbox]Youth Opportunity • [Checkbox] Financial Stability • [Checkbox] Healthy Communities • [Checkbox] Community Resilience City of Iowa City—City Steps Priorities Please indicate the City Steps Priority Areas that your agency services support: • [Checkbox] Services to the homeless and those at-risk of homelessness • Childcare • Transportation ■ Health/mental health services • Youth activities and programming • Elderly activities and programming • Assistance for persons with disabilities • Food pantries ■ Services for victims of domestic violence • Services for immigrants and refugees • Utility assistance ■ Financial literacy and credit repair programs ■ Other(please specify):_ United Way Request for Funding If you are requesting funding from United Way,you are required to include a total budget amount. United Way: Request for Funding FY26-FY27: [NUMBER] • Agency Total Budget: [NUMBER] • United Way:%of Total Budget: [AUTO CALC] Johnson County Request for Funding If you are requesting funding from Johnson County,you are required to include a total budget amount. • Johnson County: Request for Funding FY26-FY27: [NUMBER] • Total Budget: [NUMBER] • United Way:%of Total Budget: [AUTO CALC] City of Iowa City Request for Funding* If you are requesting funding from the City of Iowa City you are required to include a total budget amount. • City of Iowa City: Request for Funding FY26-FY27: [NUMBER] • Agency Total Budget: [NUMBER] • United Way:%of Total Budget: [AUTO CALC] *Iowa City: Agency must be a Legacy Agency. Funding decisions from Iowa City will be for FY26 & FY27. Agency will receive same amount each year for two years (prorated for dollars available in second year). City of Coralville Request for Funding If you are requesting funding from the City of Coralville you are required to include a total budget amount. City of Coralville:Request for Funding FY26-FY27: [NUMBER] • Agency Total Budget: [NUMBER] • United Way:%of Total Budget: [AUTO CALC] City of North Liberty Request for Funding If you are requesting funding from the City of North Liberty you are required to include a total budget amount. • City of North Liberty: Request for Funding FY26-FY27: [NUMBER] • Agency Total Budget: [NUMBER] United Way:%of Total Budget: [AUTO CALC] Grant Narratives (formerly "Agency Information") 1. United Way JWC Question:Tell us about your services to Johnson and/or Washington County and how United Way priorities are represented in your operation. If your agency serves a larger regional area, please provide the percent of overall clients that are Johnson or Washington County residents. If your request is program specific, please provide the percentage of Johnson and Washington County clients for that program. 2. Johnson County Question:Tell us about your services to Johnson County and how Johnson County priorities are represented in your operation. If your agency serves a larger regional area, please provide the percent of overall clients that are Johnson County residents. If your request is program specific,please provide the percentage of Johnson County clients for that program. 3. Iowa City Question:Tell us about your services to Iowa City and how the City Steps Priorities are represented in your operation. If the agency serves a regional area, please provide%of overall clients that are Iowa City residents, if your request is program specific, please provide%of Iowa City clients for that program. 4. Coralville Question:Tell us about your services to Coralville and how the City Steps Priorities are represented in your operation. If the agency serves a regional area, please provide%of overall clients that are Iowa City residents, if your request is program specific, please provide%of Iowa City clients for that program. 5. NIL question: How will this program/project benefit the community of North Liberty? What percentage of the program/project benefits North Liberty residents, and approximately how many North Liberty residents will you be serving with this program/project? 6. Provide a succinct, specific description of your primary target populations(s). Describe clients as a group in terms of their primary needs and strengths. What barriers to success do they face? If your agency serves a regional area, please provide % of overall clients that are Johnson County residents. 7. Please explain how your agency promotes racial equity and inclusivity for historically oppressed and marginalized populations (including BIPOC, LGBTQ, immigrants/refugees, individuals with disabilities)through your services,for your clients and for staff. 8. Please describe how the Agency is collaborating with other service providers in the community to reduce costs, increase efficiency or improve services for community members. How are you addressing duplication of services or how are you serving a unique unmet need? 9. What costs are required of clients for services provided? Describe your fee structure and services available for those without ability to pay. 10. Describe how local funding received by your organization helped leverage other revenue in the last fiscal year. Identify and include specific grant/funding sources and amounts that were awarded that require a match. FY25-26 Form A: Agency Salaries & Benefits Please provide the information for employees and volunteers in your agency. If you do not find the position on the list, please add the position in the "other"section.You will need to individually add positions in "other" category. Please indicate if the position has paid leave, Health Insurance or Retirement by playing a "1" in the box if the position receives that benefit. Employees Position Paid Health Retirement Average FTE FTE FTE Leave Ins Plan Salary (Last (This (Next Year) Year) Year) Volunteers Please indicate the number of volunteers active with your Agency. Last Year L This Year Volunteers +- I I FY25-26 Form B: Demographics Please present a summary from your Agency detailing the self-identified categories of clients served over the past two years, along with a projected count for the current Fiscal Year, using unduplicated data. In the case your Agency lacks client count data for any of the categories,please input"0"in the corresponding box. Please do not leave any boxes blank. Gender FY23 FY24 Projected FY25 Male Female Non-binary Unknown For numbers entered into unknown category please explain:[Open Text] Race FY23 FY24 Projected FY25 Asian Black or African American American Indian or Alaska Native Multiple Races White Other Native Hawaiian or Other Pacific Islander Unknown For numbers entered into unknown category please explain: [Open Text] Ethnicity FY23 FY24 Projected FY25 Hispanic, Latino, or Spanish Origin Not of Hispanic, Latino, or Spanish Origin Unknown For numbers entered into unknown category please explain: [Open Text] Age FY23 FY24 Projected FY25 0-5 6-17 18-29 30-61 62-75 75+ Unknown For numbers entered into unknown category please explain: [Open Text] Area Median Income FY23 FY24 Projected FY25 <30%AM I <50%AM <80%AM >80%AM I Unknown For numbers entered into unknown category please explain: [Open Text] Geographic Location FY21 FY22 FY23 Johnson County (combined unduplicated) Washington County Iowa City Coralville North Liberty Unknown For numbers entered into unknown category please explain: [Open Text] FY25-26 Form C: Agency Budget Please complete ALL information. If there is an item that does not apply to your budget or the value is zero, you MUST enter a "0" in that box. Do not leave an item blank. Some columns have auto-calculation, but they will not auto-calculate until the information is saved. Please save information often to activate the calculated fields. For the items that require itemization,click the link to enter specific information in the itemization form. Budget Type Please enter in a corresponding letter to indicate your Budget type: A=Agency Level C=County Specific FY25 Projected Definition FY24 Budget REVENUE Coralville Funding Iowa City Funding City of North Liberty Funding Johnson County Funding(Block Grant Funding) Other Johnson County Funding UWJWC allocation UWJWC designations Community Foundation of Johnson County Grant Grants-Federal,State, Foundation Fees for Services Fundraising/Contributions/Donations Interest/Investment Income Annual Endowment Draw Other(please specify source in the comment below) Total Revenue auto calculated Other Revenue Explanation/Comment EXPENSES Personnel (Salaries/Benefits) All Other Operational Expenses Other(please specify other expense in comment below) Total Expense OPERATING RESERVE BALANCE OTHER RESERVE(please specify purpose in the comment below) FUND BALANCE ENDOWMENT BALANCE Revenue pulled from above previous years revenue-the Carryover Balance previous years expenses Other Expense Explanation/Comment: Other Reserve Explanation/Comment: FY25-26 Form D: Performance Measures and Outcomes Previous Service Delivery: Please provide a specific outcome/performance measure your organization achieved in the last grant cycle. How are people/conditions better because of the services you provided? Were there any unanticipated outcomes you'd like to share? Applicants will report on the common outcomes listed for each of the services for which funding may be used. Applicant may also use metrics you've recorded in the past that are no longer part of the common list or select your own outcome metrics you feel represent the services provided(for example:#individuals receiving nutrition education services,#of individuals receiving case management services,#of attendees at youth summit). See common metric list below FY25 Actual# FY26 Projected# [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] [Common Provided Outcome] FY25 Actual# FY26 Projected# [Agency identified Outcome] 11 [Agency identified Outcome] [Agency identified Outcome] Please explain agency identified metrics.What is being measured and how is each metric an indicator of the expected outcome. How does the indicator show impact to those you serve?[Open Text] Common Outcome Options Common Outcome Options Individuals# Services# Services to people experiencing #of unique individuals receiving #of nights of shelter provided homelessness or at risk of services for stable housing homelessness Affordable Housing Services #of unique individuals receiving stable #of affordable housing units created housing and/or maintained Utility&other housing services #of unique individuals receiving utility #of utility or other housing services or other housing services provided Early Childcare #of unique children involved in early #of early childcare slots created or learning programs maintained Transportation #of unique individuals served #of rides provided Healthcare Services #of adults(18&over) receiving #of adult (18&over) healthcare services healthcare services provided #of adults (18&over) receiving oral #of adult (18&over) oral health care health care services provided #of children (under 18) receiving #of child (under 18) healthcare services healthcare services provided #of children (under 18) receiving oral #of child (under 18) oral healthcare healthcare services provided Mental Healthcare and Substance #of adults (18&over) receiving mental #of adult(18&over) mental health Use/Abuse Services health services support services provided #of adults(18&over) receiving #of adult(18&over) substance substance use/abuse services use/abuse support services provided #of children (under 18) receiving mental health services #of child (under 18) mental support #of children (under 18) receiving services provided substance use/abuse services #of child (under 18)substance use/abuse services provided Youth activities and programming #of students receiving enriching out-of- #of enriching out-of-school services school programming provided Elderly activities and programming #of seniors receiving services to live #of services provided so seniors can live safely at home safely at home Assistance for persons with #of persons with disabilities served #of services provided to persons with disabilities disabilities Food assistance(served or #of unique individuals or households #of meals provided (pantry service or hot delivered meals,pantries,etc) meals) For agencies that record pounds of food, please calculate the number of meals by dividing by 1.2. Services for victims of sexual #of individuals receiving sexual assault #of sexual assault support assault support services services/sessions provided Services for victims of domestic #of individuals receiving domestic and #of domestic and family violence support violence family violence support services services/sessions provided Services for immigrants and #of individuals with immigrant or #of support services/sessions provided to refugees refugee status served individuals with immigrant or refugee status Utility assistance #of individuals receiving utility #of utility assists provided assistance (allows to count multiple utility payments for the same individual) Financial literacy and credit repair #of individuals involved in financial #of financial literacy education sessions literacy education provided #of individuals receiving credit repair #of credit repair services provided services Workforce Development #of adults (18& over) receiving #of workforce skill training services workforce skill training offered to adults (18&over ti � 3 f�t .tL� . FY2025 Aid to Agencies Application Emerging ■ Aid to Agencies provides flexible operational funding for nonprofits. Applications are due Monday. January 29. 2024 at 12 m. This application is for Emerging Agencies. Each agency is eligible to apply for up to $15,000. No award will be made for less than $5,000. Please submit one project proposal per application. Questions can be directed to Brianna Thul at bthul@iowa-city.oEg or to Neighborhood Services at 319-356-5240. Hard copy applications are available upon request. ■ Submit completed applications online at www.icgov.org/actionplan or a PDF version to bthul@lowa-city.org. Emailed applications must receive a confirmation email from City staff before the application deadline to be considered for funding. Online submittals are preferred, but you may send your application by certified or registered mail; overnight delivery service e.g., FedEx; or deliver in person if arrangements are made with a Neighborhood Services representative. Please call 319-356-5230 to make drop off arrangements prior to arrival. Applications are • - on • • ' 2024 by • No exceptions will be made for late submittals. Should you have any questions while completing the application contact Neighborhood • at • • 1 or by • at bthul@iowa-city.org. Section 1 — General Information 1. Lead Organization/Agency Name: Address: Website: Application Contact Name: Title: Phone: Email: 2. Organization/Agency Type 501(c)3: Yes No Years in Operation: 3. Project Project Name: Brief Description: Total Funds Requested: 4. History Has your Yes agency/organization No received City assistance in the last five years? If yes, describe 1 Section 2 — Need and Priority City Steps 2025 guides funding within the community that benefits low-moderate income persons by creating jobs, improving housing, and providing services. You can find a copy of City Steps at www.icqov.or_q/actionplan. 5. Summary of proposed project: 1 1 6. Why is the project needed? 7. How does the project fill a gap in the community? i i r8. How does the project address the goals of City Steps 2025? 9. Describe how you will incorporate sustainability initiatives into your project to help carry out the City's Climate Action Plan. 10. Provide a description of your primary target population(s). Explain how your agency promotes racial equity and inclusivity for marginalized populations (including people of color, LG BTQ, immigrants/refugees, f individuals with disabilities). - Additional documentation: Please submit no more than seven pages- Section 3 — Resources and Feasibility Provide a budget breakdown for your specific project. Include only costs directly related to the project. For example, providing a specific service should include the total estimated costs and available resources, broke out by general categories such as salaries, materials, office expense, marketing, etc. If required by local and/or federal regulations, include the cost of an audit. Document costs whenever possible. 11. Budget Use of Funds City Funds Other Funds Source of Other Funds Type Status $ $ Subtotal $ $ Project Total $ Attach cost documentation. 12. Labor Type Description Hours Per Hour Rate Total Cost Total $ 13. If volunteers are used, please describe how these volunteers are utilized for the proposed activity. Yes 14.All Aid to Agency projects are required to expend their full award and No complete the proposed project by the I end of the fiscal year(June 30, 2025).Will you be able to meet this requirement? Section 4 — Beneficiaries 15. Anticipated Income Levels of Beneficiaries (Unduplicated) _ Households Persons 0-30% AMI 31-50% AMI 51-60% AMI 61-80% AMI Over 80% AMI Total Percent LMI Percent Iowa City Residents Please describe the basis or methodology used to estimate the number of clients to be served. AMI = Area Median Income, see www.iccjov.or actlon plan. 16. Signature Name Title _ Signature Section 5 - Re uired Documentation It is recommended that applicants submit as much information as possible with the application to facilitate a full project evaluation. Description Required Board of Directors. Provide a list of individuals serving on the board. Yes Agency Budget. Provide the budget for the agency. Yes Financial Information. Provide a 990 form, agency financial statements, or Yes similar documentation. FY26 Aid to Agencies Scoring Criteria rrt=+m& Agency CITY OF IOWA CITY Amount Requested. UNESCO CITY OF LITERATURE Need and Priority(20 Points) Community Need Unscored yes or no by staff Services Provided (Narrative Q3) 20 Impact and Delivery (40 Points) Benefit to Low Income Persons (Narrative Q6, Narrative Q9, Form 15 B) _ Racial Equity and Inclusivity for Marginalized Populations 5 Narrative Q7 and Form B) Proposed Outcome Measures (Form D) 5 Completed Outcome Measures (Form D and staff summary) 10 Persons to Benefit (staff to provide calculation based on 5 a lication) Evidence of Financial Capacity (20 Points) Collaboration/Operations Plan (Narrative Q8 and Form C) 10 Agency Financials (Narrative Q9 and Form C) 5 Leveraging Funds (Narrative Q10 and Form C) 5 Evidence of Administrative Capacity (20 Points) Quality of Application (Overall App) 5 Experience and Success (Staff input on past performance, Form A, 15 and Overall A ) Total 100 Note: A high score on the rating sheet is not a guarantee of funding. City staff and the Housing and Community Development Commission considers the rating sheet one of many tools to help make funding recommendations to the City Council. The City will use other information and sources including but not limited to: needs identified through City planning processes, prior year reports, consistency with goals and priorities in the Consolidated Plan (City Steps), public input, working knowledge of the organization, and availability of funds, to assist in funding recommendations. NEEDS AND PRIORITIES (20 Points) Community Need (Agency Profile and Iowa City Funding Priorities) This item is not part of the total score but will be reviewed by city staff to determine eligibility. Agencies funded by the City of Iowa City must address a community need that is consistent with City Steps.The applicant must clearly and completely describe the significance of the need and provide supporting documentation and statistics fully substantiating this need. The applicant must address the described need and successfully work to resolve the problem through realistic and reasonable actions. Services Provided (Primarily Narrative Question 3) 20 pts Services are consistent with City Steps. They support a strategic goal, address the problem/need in Iowa City, and are identified activities. Information provided in the application is comprehensive and provides reasonable and clear indication that funding will help satisfy an unmet strategic goal and activity and will fully generate the expected outcome(s) as identified in City Steps. Services identified reach Iowa City residents proportionate to the funding request. 15 pts Services are consistent with City Steps. They support a strategic goal, address the problem/need in Iowa City, and are identified activities. Information provided in the application is not as clear and comprehensive, but it appears probable that funding will help satisfy an unmet strategic goal and activity and will generate the expected outcome(s) as identified in City Steps. Services identified reach Iowa City residents proportionate to the funding request. 10 pts Services are consistent with City Steps. They support a strategic goal, address the problem/need in Iowa City, and are identified activities. Information provided in the application is minimally sufficient; however, it also appears that funding will only somewhat help address, and it is unclear as to the degree of which it will satisfy, an unmet strategic goal and activity and generate the expected outcome(s) as identified in City Steps. Services identified do not reach Iowa City residents proportionate to the funding request. 5 pts Services are consistent with City Steps. They support a strategic goal, address the problem/need in Iowa City, and are identified activities. Information is incomplete, inaccurate or contradictory to the need it proposes to address OR the City Steps goal and expected outcome has already been fulfilled and/or the problem/need has already been addressed. Services identified do not reach Iowa City residents proportionate to the funding request. 2 IMPACT AND DELIVERY (40 Points) Benefit to Low Income Persons (Primarily Question 6, Question 9, and Form B) 15 pts Direct benefit will primarily serve extremely low-income persons (<30% AMI)or those at a similar standard income level (such as the poverty line). 12 pts Direct benefit will primarily serve very low-income persons (<50%AMI) or those at a similar standard income level (such as the approximately 150% of the poverty line). 9 pts Direct benefit will primarily serve low-income persons (<80%AMI) or those at a similar standard income level (such as the approximately 250% of the poverty line). 0 pts Direct benefit will not primarily serve low-income persons or those at a similar standard income level Racial Equity and Inclusivi for Mar inalized Populations (Primarily Questions 7 and Form B; specifically disabled, 65+, non-white, LGBTQ+, or other populations) 5 pts Applicant documents that it actively and robustly promotes racial equity and inclusivity for marginalized populations. 90-100% of clients are from a disadvantaged class or otherwise demonstrated. 4 pts Applicant documents that it actively promotes racial equity and inclusivity for marginalized populations. 70-89% of clients are from a disadvantaged class or otherwise demonstrated. 2 pts Applicant documents that it promotes racial equity and inclusivity for marginalized populations. 30-69% of clients are from a disadvantaged class or otherwise demonstrated. 0 pts Applicant documents that it does not promote racial equity and inclusivity for marginalized populations. <30% of clients are from a disadvantaged class or otherwise demonstrated. Proposed Outcome Measures (Agency Selected Performance Measures, Form D) 5 pts Applicant identified outcomes/metrics that will be strong indicators of service success. Outcomes are measurable and able to demonstrate maximum impact and benefit for those served. 3 pts Applicant identified outcomes/metrics that will be moderate indicators of service success. Outcomes are somewhat measurable and able to demonstrate maximum impact and benefit for those served. 0 pts Applicant did not identify outcome/metrics or identified metrics that are unrealistic or poor indicators of service success. Completed Outcome Measures (Form D and staff summary based on prior year reporting) 10 pts Applicant met or exceeded the outcome objectives identified. Measures showed maximum impact and benefit for those served. 8 pts Applicant was close to meeting its outcome objectives identified. Measures showed substantial impact and benefit for those served. 5 pts Applicant did not meet their outcome objectives identified. Measures showed a moderate impact on those served. 2 pts Applicant met some outcome objectives identified. Measures showed minimal impact on those served. 0 pts Applicant met few or none of the outcome objectives identified and/or measures showed no impact on those served. 3 Persons to Benefit (Staff to provide) 5 pts Cost of$1-$19.99 in total Iowa City Funding per Iowa City resident OR provides strong evidence that the cost for the number served are highly cost effective for the extent of services. 3 pts Cost of$20.00-$49.99 in total Iowa City Funding per Iowa City resident OR provides strong evidence that the cost for the number served are cost effective for the extent of services. 2 pts Cost of$50.00-$149.99 in total Iowa City Funding per Iowa City resident OR provides evidence that the cost for the number served are cost effective for the extent of services. 1 pt Cost of greater than$150.00 in total Iowa City Funding per Iowa City resident OR provides minimal evidence that the cost for the number served are somewhat cost effective for the extent of services. EVIDENCE OF FINANCIAL CAPACITY(20 Points) Collaboration& Operations Plan (Primarily Question 8 and Form C) 10 pts Application shows strong evidence of collaborating with numerous other service providers in the community. Application fully and thoroughly describes how partnerships are cultivated and prioritized to reduce costs, increase operational efficiencies, and enhance services for consumers. 7 pts Application shows evidence of collaborating with other service providers in the community.to reduce costs and of utilizing community partnership to further goals. Application describes how partnerships are cultivated and prioritized to reduce costs, increase operational efficiencies, and enhance services for consumers. 4 pts Application shows limited evidence of collaborating with other service providers in the community. to reduce costs and of utilizing community partnership to further goals.Application somewhat describes how partnerships are cultivated and prioritized to reduce costs, increase operational efficiencies, and enhance services for consumers. 0 pts Application shows no evidence of collaborating with other service providers in the community. Application fails to describe how partnerships are cultivated and prioritized to reduce costs, increase operational efficiencies, and enhance services for consumers. Agency Financials (Question 9, Form C, and applicant financial statements) 5 pts Based on agency revenues and expenses, budget appears accurate, comprehensive and detailed. Costs appear reasonable and justified. 3 pts Based on agency revenues and expenses, budget appears reasonable, but not clear, comprehensive, or detailed. The budget is substantively mathematically accurate (i.e. minor errors noted), and/or does not appear complete 0 pts Based on agency revenues and expenses, budget appears questionable and/or unreasonable. The budget is substantively mathematically incorrect. 4 Leveraging (Staff to provide) 5 pts Other sources of funds have been secured and maximized. Aid to Agencies request is less than 25% of total budget. 3 pts Plans to secure or leverage other sources of funds are underway and information is presented to conclude that it is probable other sources of funding will be obtained. Aid to Agencies request is between 26% and 50% of total budget. 0 pts Other sources of funding appear to be minimal and the agency relies primarily on A2A funding to sustain programming. Aid to Agencies request is more than 50% of total budget. EVIDENCE OF ADMINISTRATIVE CAPACITY (20 Points) Quality of Application (Overall Application) 5 pts Application is logical, clear, well written, accurate and attentive to detail, but also concise with appropriate statistical information and supporting documentation provided to thoroughly support any conclusions provided. 3 pts Application is adequately written, but statistics, observation and/or conclusions are not well documented, and inconsistencies and/or errors were noted. 1 pts Application is adequately written, but statistics, observations and/or conclusions are not well documented; inconsistencies and/or errors were noted; and some application instructions were not followed. The credibility of information and statistics provided appear questionable. 0 pts Application is poorly written, statistics, observations and conclusions are not documented, and apparent and substantive internal inconsistencies and material errors were noted. Most of the application instructions were not followed. The credibility of Information and statistics provided is questionable. Experience and Success (Staff input on past performance, Form A, and overall application) 15 pts Applicant clearly shows evidence of the necessary competencies, skill set, management capacity, professional experience and qualifications to successfully manage and implement the activities listed. Applicant has extensive experience with Grant Funds and/or other City funding programs. The applicant has been directly involved in 5 or more City funded projects within the past 5 years, 4 of which have been favorably completed. This applicant has had no problems with timeliness and/or compliance for past projects. This applicant has been timely, complete and accurate with reporting requirements. 10 pts Applicant clearly shows evidence of the necessary competencies, skill set, management capacity, professional experience and qualifications to successfully manage and implement the activities listed. Applicant has adequate experience with Grant Funds and/or other City funding programs. The applicant has been directly involved in 3 or more City funded projects within the past 5 years, 2 of which have been favorably completed. Applicant has realistically identified any problem(s) relating to its application, but they appear relatively minor and the applicant exhibits the understanding and capacity to address these concerns. The applicant has had some problems with timeliness and/or compliance for past projects, but any problems were fully resolved. The applicant has been timely, complete and accurate with reporting. 5 pts Applicant appears to have most of the necessary competencies, skill set, management capacity, professional experience and qualifications to successfully manage and implement the activities listed, but it is not well documented. Applicant has some experience with Grant Funds and/or other City funding programs.The applicant has been directly involved in 1 or more City funded projects within the past five years and has favorably completed it. The applicant may have difficulty complying with program requirements. Applicant has realistically identified action(s) and/or problem(s) relating to its application or other issues may exist. The actions are somewhat complicated to resolve, but the applicant has developed and implemented a plan and is in the process of addressing these concerns.The applicant 5 may have experienced some problems in implementing past projects, but the problems were fully resolved. This applicant has had minor problems with timeliness and/or compliance for past projects. The applicant may have difficulty complying with program requirements. 3 pts Applicant appears to have some of the necessary competencies, skill set, management capacity, professional experience and qualifications to successfully manage and complete the activities listed (documentation is unclear). Applicant has little experience with Grant Funds and/or City funded projects. Applicant has realistically identified action(s)and/or problem(s) relating to its application or other issues may exist. The actions are complicated to resolve, but the applicant has developed a plan to address these concerns.The problems appear to be fully resolvable, but expending funds may be problematic. 0 pts Applicant appears to have minimal or none of the necessary competencies, skill set, and capacity to successfully manage the activities listed (documentation is unclear).Applicant appears to have no related professional experience with Grant Funds and/or other City funded projects or had extensive problems in implementing past projects timely, substantiating compliance, and/or meeting reporting requirements or requests for information by the City. Extensive actions and/or problems have been identified or pose a potential significant concern. The applicant appears unsure as to how to address the issues and/or the problems do not appear to be fully resolvable without negatively impacting implementation.The applicant does not appear knowledgeable, committed, and/or able to complete the project. 6 Racial Equity and Social Justice Program Materials Racial Equity and Social Justice Grant Form Preview Mode: Data entered ti/Hl not be SI_ib,mitted Racial Equity & Soul Justice Grant application fr-'Y2 Applications must be submitted by January 5, 2024. Questions about the application form or review process should be directed to Equity Director Stefanie Bowers at stefanie-bowers@iowa-city.org (mailto:stefanie-bowers@iowa-city.org) or 319-356-5022. In 2017, the City Council created the Racial Equity and Social Justice (RESJ) Grant to assist community-based organizations in building capacity to address racial equity and social justice needs. Grant Requirements The project should address one or more of these priority areas: Building Communities, Criminal Justice, Education, Employment, Health, and Housing. o The organization must be physically located in Iowa City. • The project must take place in Iowa City. • The project should seek to eliminate inequity in the community (individual, institutional, or structural). • The project must be a new project. Exception, organizations previously funded in the last grant cycle may reapply for the same project to be funded for one additional grant cycle. • Applicants cannot be governments, public schools, and colleges/universities. • Applicants can request no more than $25,000. • Projects cannot be for fundraising purposes. Name of Organization* https:/Icitylaserfiche.civic.iowa-city.org/Forms/form/preview/2796/0 1/6 6/14/24,5:00 PM Preview Address* Street Address Address Line 2 City State/Province/Region Postal/Zip Code Country Phone Number* Website Address Name* Title* Phone Number* Email ;add https://citylaserfiche.civic.iowa-city.org/Fon-ns/form/preview/2796/0 2/6 6/14/24,5:00 PM Preview Organization's Mission Statement* How many years has the organization been in operation? Pr CJuCt P''roQoSaI 1. The title of the project is* 2. Provide a narrative describing your project. 3. Is this a new project proposal or a continuing project? v 4. This project will advance racial equity/ social justice by 5. The project addresses one or more of the following priority areas: Check all that apply ❑ Building Communities ❑ Criminal Justice O Education Employment ] Health ❑ Housing 6. Does this project include any collaborations with community organizations? If so; please list them below. If no collaborations will occur; type "None." Organization* Time Span* https://citylaserfiche.civic.iowa-city.org/Forms/farm/preview/2796/O 316 6/14/24,5:00 PM Preview Add line for each entry 7. What demographic groups in this community will this project serve?* (The response should include age,race,gender and income). 8. Is there a financial cost to participate in the project? If yes, why and how much? 9. How will success of the project be measured?* 10. Will the project continue after the racial equity and social justice grant funding ends? If yes,what measures will the organization take to ensure that it does? No more than 25% of the total funding requested can be for operational costs. i.e., payroll, rent, office supplies utilities; insurance, and taxes. 1. Within the year, has the organization received any funding from the City of Iowa City? If so,for what and for how much? 2.Amount of Funding Requested* https://citylaserfiche.civic.iowa-city.org/Forms/form/preview/2796/0 4/6 6/14/24,5:00 PM Preview 3. What is the organization's annual budget?* 4. Please list all other funding sources, including the City of Iowa City, for this project. Funding Source* Status* Amount* .. S Add Zi 1. Complete the table below to itemize your budget: Item* Brief Description* Unit Cost Quantity Total S S Add line for each entry 2. If the budget includes fees for professional services, please explain how this advances the program, service, or activity.* 3. Provide a timeline narrative for how the grant money would be spent over the course of a year. 4. Please indicate when the major project activities will occur.* https://citylaserfiche.civic.iowa-city.org/Forms/form/preview/2796/0 5/6 6/14124,5:00 PM Preview 5. Can this project be completed with less funding?* If yes,please state the amount of funds that could be allocated to allow the project to proceed. Authorization [] 1 agree that the following electronic signature is an electronic representation of my signature for all purposes;just the same as traditional pen-and-paper signature. Signature* Sign Date* Date will be captured on form Submission Submit Save as Draft hftps://citylaserflche.civic.iowa-city.org/Forms/form/preview/2796/0 6/6 Racial Equity Social Justice (RESJ) Grant Rubric: Grading Instructions r Please select the number(from 1-5)that best reflects your agreement with the following statements. o When finished, add up your responses and record the total points awarded out of 25. 1 2 3 4 5 Highly Disagree Somewhat Neither Agree nor Disagree Somewhat Agree Highly Agree Disagree Organizational Information Q1: The Mission statement of the organization aligns with racial equity or social justice: Proposal Information Q2. The proposed project advances racial equity or social justice: Q3. The project will have a significant impact on community members: Q4. The project has a clear vision of what success will look like: Q5. The project shows potential for sustainability beyond the RESJ funding period: Q6. Project activities are feasible within the timeline provided: Funding Information Q7. The proposed budget demonstrates reasonable costs to achieve project goals: Total Points: / 35 Notes for Discussion: Item Number: IP5. CITY OF IOWA CITY COUNCIL ACTION REPORT September 12, 2024 Pending City Council Work Session Topics Attachments: Pending City Council Work Session Topics r CITY OF IOWA CITY UNESCO CITY OF LITERATURE PENDING CITY COUNCIL WORK SESSION TOPICS September 12, 2024 Currently Scheduled October 22,2024: Strategic Plan review and update FY23-25 Strategic Plan Action Item Topics Requiring Council Discussion: • Explore legal steps to discourage or prevent bad faith and predatory property investors • Advance prioritized recommendations in the 2022 Affordable Housing Action Plan. Work with partners to undertake significant-scale affordable housing efforts • Develop a vision statement for a singular regional transit system with metro Johnson County entities and obtain initial commitments to study a regional system from each entity's elected officials Other Topics: • Discussion of board and commission appointment process • License plate reader technology discussion • Local Option Sales Tax and other alternative revenue streams discussion • Air quality discussion • Alternative crisis response discussion • Historic preservation incentive discussion Note: Some items on the Pending List may require staff research and information gathering prior to scheduling. Item Number: IP6. r 1 CITY OF IOWA CITY a � COUNCIL ACTION REPORT September 12, 2024 Ad Hoc Truth & Reconciliation Commission: September 5 Attachments: Ad Hoc Truth & Reconciliation Commission: September 5 September 5,2024 Draft Ad Hoc Truth and Reconciliation Commission (TRC) Minutes Emma Harvat Hall Commissioners present: Amos Kiche, Cliff Johnson, Chastity Dillard. Commissioners on Zoom: Lauren Merritt, Wangui Gathua, Lubna Mohamed. Commissioners not present: Chad Simmons, Kayla Rossi, Louis Tassinary. Staff present: Stefanie Bowers. Recommendation to City Council: No. Meeting called to order: Approximately: 7:07 PM. Reading of Land Acknowledgement: Dillard read the Land Acknowledgement. Public Comment of Items not on the Agenda: No. Approval of the Minutes from August 15, 2024: Dillard moved, and Merritt seconded. Motion passed 5-0. (Gathua not present for vote) Next Steps for Phases Three and Four Including Upcoming Events and Engagement: Johnson apologized for his absence at the Latino Festival due to a personal emergency. Kiche updated the commission on the success of tabling during a Willow Creek event. Kiche reported himself and commissioner Tassinary were able to attend from around 12:00 pm — 5:00 pm and engage with the community. During the event community members signed up to volunteer with the commission. Kiche also attended the Latino Festival in representation of the commission and was able to talk to community members interested in volunteering and had a total of 26 people willing to be contacted to learn more about the commission. Dillard suggested creating a poll asking when people who signed up would be available to attend a meet and greet event. The meet and greets would be an opportunity for an open dialogue where community members can learn more about the TRC and how to get involved. It was suggested the meet and greet run for 45 minutes to an hour and be split into two groups of the commission in order to avoid meeting in quorum. Dillard also mentioned the possibility of inviting people to attend the commission's next meeting. Commissioner Lubna suggested a Sunday at 4:00pm option, Dillard suggested a Saturday (1 lam/12pm) option, and Johnson suggested a Friday evening (4/5pm) option. Merritt is available between 6-8pm on Wednesday and Sunday afternoons. Kiche reported on a community meeting he and Mohamed hosted at the Java House (Mormon Trek) on August 20th. There were 6 community members in attendance. Many attendees wanted to focus on workplace discrimination. 1 The first two people who spoke about their experiences reportedly work for Oral B and experience verbal mistreatment and inconsistent hours/pay. They believe these experiences may be due to the fact they speak Arabic and are Muslim. They reported there appears to be a corrupt hierarchy within the facility including a group manager and the supervisor. A third person spoke to the commission about their experience working at Walmart and alleged mistreatment from a new supervisor. This person reported issues of getting unwarranted warnings regarding her work performance that has led to being suspended from work. The fourth person who shared with the Kiche and Mohamed spoke on being bullied in the workplace and denied additional hours. The last person reported being laid off for 3 months due to poor communication with the supervisors and false accusations made by coworkers. Kiche summarized that the workers performance and possible reasons for the mistreatment they reported to him, and Mohamed share a common conclusion that the mistreatment is unjustified and unfair. Kiche shared on behalf of Mohamed that 17 other people have sent complaints to Mohamed alleging similar forms of mistreatment within the same workplace. Mohamed spoke about additional employees complaining regarding the same company,but they are afraid to come forward to the commission due to possible retaliation from their supervisors. Staff asked Mohamed to provide her with the contact information after the meeting so that the office can reach out to them. Johnson and Gathua thanked the commissioners for their work. Gathua asked if any of the people have gone to the Center for Worker Justice to report their claims. Mohamed mentioned the Center for Worker Justice does not deal with discrimination just wage theft for workers. Dillard shared thoughts on the matter mentioning the importance of helping these people access resources to fight against discrimination as well as the commission keeping an eye out for similar reports and patterns to bring light to the issue. Mohamed spoke of the language barrier for Arabic- speaking employees and the lack of access to an interpreter or effort to obtain an interpreter for languages beyond Spanish or French. Kiche supported this thought and spoke on the importance of employing an interpreter to allow employees clear communication. Project 2030 was another resource mentioned as a possible bridge between these workers, their employers, and the city. Kiche mentioned it is in the company's best interest to work with their employees. Gathua mentioned that Linn County has programs that assist employers in understanding how to best accommodate immigrant employees in the workplace. Gathua offered her workplace for smaller group gatherings as a free option as well as organizations that will help fund community-focused gatherings. Gathua also mentioned attending a housing presentation by Iowa City Catholic Workers House and the possibility of them presenting to the commission. She also talked about the non-profit Resilient Sustainable Future for Iowa City and the possibility of them helping fund community gatherings. 2 Kiche spoke about his talk with individuals who have experienced the homeless shelter in Iowa City and their willingness to speak with the commission. A date of early October was suggested for a time to meet with these people to hear what they have to say on issue of housing, including choice and affordability. Kiche also brought up that the city recently received a grant and are taking suggestions on where the funds should go noting the number of persons struggling with housing in the community. Mohamed updated the commission on her discussion with a lawyer from Iowa Legal Aid and their discussion on the issue with section-8 housing. The lawyer shared that each family would have to report their issues to Iowa Legal Aid so they can communicate with these families and evaluate their applications. Mohamed will follow up with staff regarding this issue and future solutions. Dillard mentioned that this meeting has brought up topics for future areas of focus or future truth telling events. Dillard also mentioned the possibility of the commission tabling at the upcoming African Festival. Kiche said he would be there to represent the commission. Gathua will also be in attendance. Gathua thinks that the commission should also attend the Welcoming Immigrants to Our Community event to meet with the community as well as connecting with the Refugee Alliance of Johnson County. The commission agreed they would like to get onto the agenda for the Refugee Alliance to present to them. If they are not able to present this month, it was suggested a few commissioners attend a meeting and introduce themselves and the commission briefly. Kiche suggested providing beverages at future events. Dillard provided that beverages and other necessities the commission may need was approved in their budget and that Kiche just needs to let staff know what he wishes to supply at events. Dillard asked about the progress on the TRC documentary. Gathua mentioned the possibility of the commission presenting to the NISAA community over a Zoom. Staff confirmed that Resilient Sustainable Future for Iowa City is on the agenda for the next scheduled meeting. Annie Tucker thanked the commission for its work. Announcements of Commissioners: Dillard invited others to attend the opening of a new building of the Neighborhood Centers of Johnson County. It will be held on September 21 from 2- 5 PM at 1041 Arthur Street. Announcements of Staff: Staff will follow up with the City Attorney on the feasibility of a Meet and Greet as part of the commission's next meeting date. The meeting adjourned at 8:29 PM. The full meeting video can be viewed at this link. 3 a N a a N N d d d v; d d a a a N d a d a N a a a N d a d a N a a a N a d N 0 z 0 O N 00 VW N A zz � ° A �, M a a a a a a s � W o D F� x A M �I N N N N N N N N N i�l �yL Item Number: IP7. CITY OF IOWA CITY COUNCIL ACTION REPORT September 12, 2024 Airport Commission: August 19 Attachments: Airport Commission: August 19 MINUTES DRAFT IOWA CITY AIRPORT COMMISSION August 19, 2024— 5:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Warren Bishop, Judy Pfohl, Ryan Story, Chris Lawrence Members Absent: Hellecktra Orozco, Staff Present: Michael Tharp, Jennifer Schwickerath Others Present: Travis Strait, Carl Byers RECOMMENDATIONS TO COUNCIL: None DETERMINE QUORUM A quorum was determined at 5:00 pm and Lawrence called the meeting to order. APPROVAL OF MINUTES Tharp noted that Pfohl had submitted some grammatical corrections to the draft minutes. Bishop moved to approve the minutes from July 11, 2024, seconded by Pfohl. Motion carried 3-0 (Lawrence abstained, Story absent) PUBLIC COMMENT -, None ITEMS FOR DISCUSSION /ACTION a. Airport Construction Projects: i. FAA grant projects 1. Runway 12/30 Displaced Threshold/Relocation — Tharp stated the project is mostly done. He stated that they had some light fixtures that were supposed to be going in tomorrow and that the seeders were scheduled to come out. Tharp stated they were waiting for the lights fixtures to be correct before scheduling flight check for the FAA so they didn't have a issue with that. 2. Solar Power Project — Tharp stated that they have a grant offer from the FAA for the project. Tharp noted that so far they were on track for a start date of Sept 91", but that the contractor was waiting for one more piece of equipment to come in and that the start date might shift because of it. Tharp noted they did adjust the panels a bit and asked Strait to update the Commission. Strait stated the contract had requested a change in the angle due to wind loading of the panels from a 35 degree tilt, to a 25 degree tilt. This would make the panels a little flatter and a little less efficient. To compensate some additional panels would be added to the system. Airport Commission August 19,2024 Page 2 of 4 a. Consider a resolution accepting FAA Grant 3-19-0047- 037-2024— Bishop moved resolution #A24-16, seconded by Pfohl. Motion carried 4-0 (Orozco Absent) 3. Terminal Building—Tharp stated that they had submitted the grant application for the next round of funding. Tharp stated they were also finishing up the FAQ document for those that might assist is advocating for the project. Tharp stated that Lawrence had seen the document and he was planning to take it to the Kansas City conference with him. Tharp noted he had not seen any timelines for when the FAA would announce the awards. ii. Iowa DOT grant projects —Tharp noted that if they had any ideas for grant applications, members could forward them to him. Tharp noted that they did not have any active grants with the Iowa DOT and that the next round of applications wouldn't be until next April b. Airport "Operations" i. Budget— 1. Hangar Rates 2024-2025 — Tharp stated that most of the airports around Iowa City had remained the same with rates. Tharp stated that Cedar Rapids was in the middle of its rate adjust program that it started a couple of years ago. Tharp stated that they were still seeing higher rates for maintenance and other fees and that he was recommending a 5% increase to the existing rates. Pfohl asked if there was still a hangar waiting list, to which Tharp responded in the affirmative. Pfohl also asked about hangar construct to which Tharp stated that construction wasn't cost effective at this point. Tharp noted that the 5% increase would bring in about an additional $7000 per year. Story asked if these rates were just for the t-hangars and asked about the rates for the other hangars. Tharp stated that the other hangar agreements have an automatic CPI inflator in them but typically at 5 year intervals. a. Consider a motion to approve hangar rates for 2024/2025— Lawrence moved to raise the hangar rates by 5%, seconded by Pfohl. Motion carried 2-0 (Story, Bishop abstained) 2. Budget Review —Tharp stated that the spreadsheet in the packet was a comparison view showing the last couple of years, and the projects for the next couple of years. Tharp stated that their larger than projected expenses came from a large increase in insurance costs as well as a number of one-time costs, such as the gate operator that went out and hangar doors that are old that finally give out. Tharp noted that the projections of the next fiscal was showing a surplus of around $30,000 stating that they would need a couple of years like that to get the cash balance back to more favorable levels. ii. Management 1. Strategic Plan—Tharp led a review of the strategic plan objectives and gave examples of actions that been done for each of the objectives. Tharp reminded folks that they did have the pancake breakfast this weekend as one of their community events. Story Airport Commission August 19,2024 Page 3of4 asked about the larger hangar that used to be rented but was now used for equipment storage. Tharp noted that this was an executive decision, and they could go back to renting it. Tharp noted that as the space constraints became increased, this hangar came back to the airport and the opportunity was there for the equipment to be stored indoors again. It also gave the opportunity for maintenance workers to be shielded when swapping plow blades, brooms or doing other basic needed maintenance. Story asked about building a building for the equipment. Tharp noted that you can get money for an equipment building. Tharp noted that it was still tied to a formula based on equipment needed by the airport. Tharp stated that the hangar itself was oddly shaped making it too small for multiple aircraft, but too big for a single engine hangar. Tharp noted that previously it was used by a glider pilot before they had built their own hangar at the end of the row. Story also asked about hangars that were rented but empty or hangars that might not be getting used as aircraft storage. Members continued to discuss options for encouraging more active hangar flyers. iii. Events — 1. Autocross: Sept 15, Sept 29 2. Pancake Breakfast (Aug 25) c. FBO / Flight Training Reports i. Jet Air— Lawrence noted that Wolford wasn't present, and Tharp noted he didn't have any updates. Tharp noted that they were extremely busy in the month of July as indicated by the fuel flowage check they got. Pfohl asked if the maintenance staff could focus on the weeds in the front of the building. d. Commission Members' Reports — Story asked about the grass runway to which Tharp stated he need to write a formal request letter to the Flight Standards office. e. Staff Report — Tharp noted that he would be in Kansas City for the 4 states aviation conference Wednesday-Friday. SET NEXT REGULAR MEETING — Next meeting September 12tn ADJOURN Lawrence moved to adjourn, seconded by Bishop. Motion carried 4-0 (Story absent). Meeting adjourned at 5:35 pm. CHAIRPERSON DATE Airport Commission August 19,2024 Page 4of4 Airport Commission ATTENDANCE RECORD 2023-2024 TERM o o 0 0 0 0 0 0 0 0 t0 O N N W -N 0 0 a) V co Q Q � z W 0 -N co co - W N W W NAME EXP. N N N N N N N N N N N N N Warren 06/30/26 Bishop X O/E X X O/E X X O/E O/E X X X X Christopher 06/30/25 X X X X X O/E X X X O/E O/E O/E X Lawrence Hellecktra 06/30/28 X X X X O/E X X O/E X O/E X X X Orozco Judy Pfohl 06/30/26 X X X X X X X X O/E X X X X Ryan Story 06/30/27 X O/E X X X X X X X X X O/E O/E Key. X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time X/S = Present for subcommittee meeting O/S = Absent, not a member of the subcommittee Item Number: IP8. r 1 CITY OF IOWA CITY a � COUNCIL ACTION REPORT September 12, 2024 Historic Preservation Commission: August 8 Attachments: Historic Preservation Commission: August 8 MINUTES PRELIMINARY HISTORIC PRESERVATION COMMISSION AUGUST 8, 2024 — 5:30 PM — FORMAL MEETING E M M A J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Margaret Beck, Kevin Buford, Andrew Lewis, Ryan Russell, Jordan Sellergren, Deanna Thomann, Christina Welu-Reynolds, and Frank Wagner MEMBERS ABSENT: Carl Brown, Nicole Villanueva STAFF PRESENT: Jessica Bristow OTHERS PRESENT: CALL TO ORDER: Sellergren called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: None. REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF: Certificate of No Material Effect -Chair and Staff review HPC24-0043: 332 East Davenport Street— Northside Historic District (internal gutter repair) This is the Emma J. Harvat house and this time they're working on the internal gutters. The contractor is proposing to patch them with fiberglass and that can be controversial because making sure that it adheres to the substrate is important or it doesn't bond and will leak. The contractor reports they have done this quite a bit in a district in St. Louis and has not had problems with it leaking. They'll also fix the sofit by replacing it with new where it's rotten. HPC24-0059: 1003 East Washington Street— College Hill Conservation District (porch ceiling repair) Bristow noted what's actually the most interesting about this house is it looks brick but it is stucco impressed with a brick pattern. She doesn't know much about the history of that process so reached out to one of the local historians and she didn't know about it either so it's something that they'll need further research someday. However, this project is the front porch ceiling, which was just a plywood ceiling covering the bead board which was actually in good condition. They'll be painting it and replacing a piece of crown molding filling the gap between the beam and the ceiling. Bristow noted they also approved them to do it on the back porch too but is not sure if they intend to do so. HPC24-0060: 316 Church Street— Northside Historic District (porch floor structure and flooring replacement) This is a historic house in the Northside Historic District, which is interesting because it is taller without any windows at all in the second-floor fagade. It has windows on the two gable ends. Bristow discovered during review of this project that the floor portion of the porch had been built by the owner and they are going to be replacing it. The original floor lasted 30 years or so. HISTORIC PRESERVATION COMMISSION August 8, 2024 Page 2 of 5 HPC24-0064: 713 North Lucas Street— Brown Street Historic District (replacement of a portion of the foundation wall) This house has a shed roof extension on both of the back corners yet, on the historic maps it looks the existing footprint. Bristow noted an area where foundation is different under the porch because they filled in the porch. The NW corner is the same material. This NW corner of the house must have had the foundation wall replaced in the past, but they need to fill in that area again and this time match the other part of the foundation Minor Review - Staff review HPC24-0054: 721 Brown Street— Brown Street Historic District (roof shingle replacement) This project is a simple asphalt shingle replacement to new asphalt shingles. HPC24-0056: 820 Bowery Street—Governor-Lucas Street Conservation District (front and rear step replacement) With this house there was an issue as they needed to replace the steps and they built the steps without a permit. The staff approvable steps will have closed risers and a toe kick or overhang on all the steps. There are also code requirements for riser heights being the same. The owner had rebuilt the steps but did not meet the guidelines. He knows he needs to replace them. HPC24-0058: 312 South Governor Street—Governor-Lucas Street Conservation District (front step and railing replacement) Last month this house had the driveway and the sidewalks replaced and now they're removing the steps and in order to do that they have to regrade the front yard so it's going to change how the steps meet the yard. They are also rebuilding the railing, it currently is a wrought iron railing and that will not be approved however when there are instances like this with a big historic column that is not east to attach to, a standalone railing is the best option HPC24-0062: 721 North Linn Street— Brown Street Historic District (roof shingle replacement) The Phillips house on the alley in the Brown Street District is a roof shingle replacement. HPC24-0063: 604 Ronalds Street— Brown Street Historic District (front porch roof cladding replacement) This property is a key property in the Brown Street District, and they've been working with them on replacing various roofs and now they're doing the front porch. While normally black is recommended and they want white and since it won't be seen a white membrane roof was approved. HPC24-0067: 619 North Johnson Street— Brown Street Historic District (metal roof replacement with shingles) This house went through the UniverCity Partnership program so they flipped it and improved it. There was a deck in the back that was removed. This house did have a historic metal roof and it was approved to be replaced with asphalt shingles. Sellergren asked if normally going from a metal to shingle roof is something the Commission used to vote on. Bristow confirmed yes it used to be however a few years ago the Commission approved it as a minor review so that staff could review it. Sellergren feels that something they should move to put back on the Commission. Bristow stated that is something they could put on the next agenda to discuss. She stated there are times when it might be appropriate to change a house from a metal roof to asphalt shingles, for example the houses with the standing seam metal roofs may not warrant the expense of another standing seam metal roof and it's possible the Commission could approve shingles on a house like that. Bristow will put this on the September agenda for further discussion. HISTORIC PRESERVATION COMMISSION August 8, 2024 Page 3 of 5 Intermediate Review -Chair and Staff review HPC24-0055: 812 South Summit Street—Summit Street Historic District (minor revision to a previously approved COA) Bristow noted the Commission had already seen and approved a design for the ramp for Deluxe Bakery but during the building permit process it was noted there would need to be a change. The ramp goes basically to the property line and then comes back towards the sidewalk and along the face of the building. It was all to be concrete which fit with the stoop that they have and the metal railing. However, during the building permit process they requested to change the portion that runs in front of the building to a wood deck floor instead of concrete, a more commercial wood deck construction than what one would find in a residential house wood deck. Staff questioned the changing from one material to another and the reason why they wanted to do this had more to do with the owner's concern about having to put the same type of footings under a concrete ramp adjacent to the stone foundation. Bristow noted there could be ways to get around that but it would require additional expense and it isn't good necessarily to put concrete adjacent to the stone. So the goal here was to be able to use a different type of footing and a different type of pier to support that portion of the deck. Additionally, it will be behind the planter and won't be visible. HPC24-0025: 121 North Linn Street— Local Historic Landmark (new sign and awning installation) This is the Economy Advertising Building and they have new signage that will go over the area that was Linn Street Cafe. Bristow noted that the signage must be mounted through the mortar joints only and no new holes are allowed in the historic brick. They will mount the signage to a bracket so all of the letters will be attached to the bracket and that will be attached to the wall to minimize the amount of connections. They are also doing an awning which will be installed with the existing mounting hardware. HPC24-0066: 504 East Bloomington Street— Local Historic Landmark (rear one-story wall, concrete step and cellar access wall reconstruction and cellar door replacement) Just north of the hospital is this big brick house that has a wall failing and the brick was being pushed in by the concrete paving adjacent to it. There's no expansion joint or anything so every time there's a freeze and thaw the concrete just pushes further into the wall, causing it to bow out and the whole wall is collapsing. They are using a mason who will be able to rebuild it mostly by salvaging brick with a few new bricks needed to piece in. The cellar walls are also brick and they are completely falling apart so he'll re-lay concrete block down there and will salvage some of those bricks as well and be able to use them in the wall reconstruction. They will cut back the concrete to create a permanent expansion joint and put on a new steel door on the cellar opening. Sellergren had a question regarding the paint because with brick houses in Iowa City they often see a kind of creamy yellow and is that the historic standard or just a preference. Bristow replied it is not a standard but is very common. HPC24-0069: 923 Dearborn Street— Dearborn Street Conservation District (non-historic brick removal and siding patching) Bristow stated this house is non-contributing at the very end of the Dearborn Street Conservation District and the Commission, in the past, approved a second story addition which the guidelines would not allow now. Regardless, at the time when they added the second story, the house had a non- historic patch of brick cladding on the fagade that is falling away. The owner was concerned that she had to rebuild it but of course since it's a very modern thing that's added she can definitely remove it. Underneath, the historic siding is covered with asphalt shingle siding with metal siding over that so she's going to just patch with metal siding. HISTORIC PRESERVATION COMMISSION July 11, 2024 Page 4 of 5 CONSIDERATION OF MINUTES FOR JUNE 13, 2024: MOTION: Wagner moves to approve the minutes of the Historic Preservation Commission's June 13, 2024 meeting as amended. Welu-Reynolds seconded the motion The motion carried on a vote of 8-0. CONSIDERATION OF MINUTES FOR JULY 11, 2024: MOTION: Wagner moves to approve the minutes of the Historic Preservation Commission's July 11, 2024 meeting as amended. Thomann seconded the motion The motion carried on a vote of 8-0. COMMISSION DISCUSSION: Work Plan and subcommittees: Sellergren noted they had a good meeting regarding the awards ceremony and have committed to February 27th at the public library. They have now made a working order of what they need to be doing over the next couple months and they will be meeting monthly to stay on track. The other subcommittee regarding future landmarking, in particular with the Downtown District, the previous chair Kevin Boyd had worked with the Iowa City Downtown District chair at that time, Nancy Bird, and they developed an incentive proposal that did not end going anywhere with the City Council. Perhaps now is a really good time for a subcommittee to form and look over that and maybe start having conversations with the current chair of Iowa City Downtown District to talk about how they can actually move forward and put some protections on those buildings. Bristow suggested that the communication this time includes staff because part of the concern from the original proposal was that there was not any staff input and it was felt that some things might not be as feasible as other things. It would be good for this subcommittee to meet with Anne Russett or Danielle Sitzman to discuss ideas/options. Sellergren agreed having a meeting with senior staff to explain the relevant issues and they need staff input to actually move forward and be successful. She does think they have City Council's ear and the public's ear since the landmarking of the building including Pagliai's and could hopefully make some progress. They could start with some of the low hanging fruit in the downtown area that's owned by people who are supportive of landmarking to set an example. She has been hearing from people who are business owner's downtown who have a lot of concern about what's happening so now is a good time to move forward with further protection so if anybody is interested in being on a subcommittee let her know. ADJOURNMENT Thomann moved to adjourn the meeting. Lewis seconded The motion carried on a vote of 8-0. The meeting was adjourned at 6:15pm. HISTORIC PRESERVATION COMMISSION ATTENDANCE RECORD 2023-2024 TERM 9/14 10/12 11/9 12/14 1/11 2/8 3/21 4/24 5/22 6/13 7/11 8/8 NAM E EXP. BECK, 6/30/24 X O/E X X X X X X X X X X MARGARET BROWN, 6/30/26 X X O/E X O/E O/E X X O/E X O/E O/E CARL BURFORD, 6/30/27 --- --- --- --- --- --- --- --- --- --- X X KEVI N LEWIS, 6/30/26 X X X X X X X X X X X X ANDREW RUSSELL, 6/30/27 --- --- --- --- --- --- --- --- --- --- O/E X RYAN SELLERGREN, 6/30/25 X X X X X X X X X X X X JORDAN STORK, NOAH 6/30/24 X X X X O/E X X X X X --- --- THOMANN, 6/30/26 X X X X X X X X X X X X DEANNA VILLANUEVA, 6/30/25 X O/E X X X X X X X X X O/E NICOLE WAGNER, 6/30/26 X X X X X X X X X X X X FRANK WELU- 6/30/25 X X X X X X X O/E X O/E X X REYNOLDS, CHRISTINA KEY: X = Present O = Absent O/E= Absent/Excused --- = Not a member