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Home My WebLink About2024-11-21 Info Packet rrr®jMc City Council Information Packet CITY OF IOWA CITY November 21, 2024 Council Tentative Meeting Schedule IP1. Council Tentative Meeting Schedule Miscellaneous IP2. Civil Service Examination: Housing Program Assistant II IP3. Civil Service Examination: Receptionist - Senior Center Draft Minutes IP4. Library Board of Trustees: October 24 November 21, 2024 City of Iowa City Item Number: IP1. CITY OF IOWA CITY COUNCIL ACTION REPORT November 21, 2024 Council Tentative Meeting Schedule Attachments: Council Tentative Meeting Schedule j , City Council Tentative Meeting Schedule Subject to change CI F IQWA CITY November 21,2024 Date Time Meeting Location 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 8:00 AM Budget Work Session City Hall,Emma J.Harvat Hall 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 4,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,February 18,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,March 11,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,April 1,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,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 6,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,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 3,2025 4:00 PM Work session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,June 17,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,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 Monday,November 3,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,November 18,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Tuesday,December 9,2025 4:00 PM Work Session City Hall,Emma J.Harvat Hall 6:00 PM Formal Meeting 410 E.Washington Street Item Number: IP2. r 1 CITY OF IOWA CITY a � COUNCIL ACTION REPORT November 21, 2024 Civil Service Examination: Housing Program Assistant II Attachments: Civil Service Examination: Housing Program Assistant II � *Ti SS MIW �� CITY OF IOWA CITY 410 EasL Washington SLreeL Iowa CiLy, Iowa S2240-1826 (319) 356-S000 (319) 356-5009 FAX www.icgov.org November 15, 2024 TO: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination — Housing Program Assistant II Under the authority of the Civil Service Commission of Iowa City, Iowa, I do hereby certify the following named person(s) as eligible for the position of Housing Program Assistant II. Diana Huff Iowa City Civil Service Commission RiAWys , Chair Item Number: IP3. r 1 CITY OF IOWA CITY a � COUNCIL ACTION REPORT November 21, 2024 Civil Service Examination: Receptionist - Senior Center Attachments: Civil Service Examination: Receptionist - Senior Center CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1 826 (319) 356-5000 (319) 356-5009 FAX w•ww.icgov.org November 14, 2024 TO: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination — Receptionist — Senior Center Under the authority of the Civil Service Commission of Iowa City, Iowa, I do hereby certify the following named person(s) as eligible for the position of Receptionist — Senior Center. Danielle Hauptman Iowa City Civil Service Commission Rick W sysy s, Chair Item Number: IP4. CITY OF IOWA CITY COUNCIL ACTION REPORT November 21, 2024 Library Board of Trustees: October 24 Attachments: Library Board of Trustees: October 24 PgW PUBLIC LIBRARY Iowa City Public Library Board of Trustees Meeting Minutes October 24, 2024 2nd Floor— Boardroom Regular Meeting - 5:00 PM DRAFT Tom Rocklin - President Bonnie Boothroy Robin Paetzold DJ Johnk—Vice President Joseph Massa John Raeburn Hannah Shultz-Secretary Claire Matthews Dan Stevenson Members Present: Bonnie Boothroy, DJ Johnk, Joseph Massa, Claire Matthews, Robin Paetzold, John Raeburn, Tom Rocklin, Hannah Shultz. Members Absent: Dan Stevenson. Staff Present: Ellsworth Carman, Anne Mangano, Brent Palmer, Jason Paulios, Angie Pilkington, Jen Royer. Guests Present: Amanda O'Brien. Call Meeting to Order. Rocklin called the meeting to order at 5:00 pm. A quorum was present. Approval of October 24, 2024, Board Meeting Agenda. Massa made a motion to approve the October 241" Board Meeting Agenda. Johnk seconded. Motion passed 7/0. Public Discussion. None. Shultz entered at 5:01 pm. Items to be Discussed. Budget Discussion. Carman said the budget request was presented in a couple of different ways, and he was happy to answer questions. Carman said the library was tasked with maintaining service rather than growing service and the budget increases requested were thoughtful. Carman said the library tried to be team players and noted we've had a few years of a flat budget landscape; if there isn't an increase in the library materials budget line we will fall behind. Carman shared he requested $20,000 for a strategic plan consultant and expects to use the NOBU (non-operating budget) request to meet additional funding needs of a consultant. Carman said the rest of the budget request felt as expected, requests were made to match inflation. Carman shared the CIP (capital improvement program) request was adjusted with less funds but is still If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City Public Library,at 379-887-6003 or?ennifer-rover ioLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. rgW PUBUC LIBRARY in the running. Carman noted the budget documents in the packet included the budget memo, an updated CIP sheet, the actual budget entry from Munis (entry software), and the Budget in Brief. Raeburn discussed the request for a consultant and noted the last two strategic plans were made without a consultant. Raeburn said he was skeptical of paying a consultant and gave an example. Raeburn asked what a consultant can do that the library can't. Carman said a consultant can do more sophisticated data collection. Technically ICPL has the skills to do data collection, but our plates are full with operational work. Carman said a consultant would add value and could also be a neutral voice in stakeholder focus groups. Carman said it can be easier to be candid with someone you don't see every day about aspirations for the library. Using a library specific consultant can bring a broader view of the field and they can glean what they've done from other libraries. Carman said the plans we've done in house have been very effective for the times we've been in, but as we enter another high stress legislative session this is a good time to bring in experts. Carman said he is happy to consider a five-year plan rather than a three-year plan if that is better stewardship of the resources. Carman noted there is consulting expertise on the Board. There are also a few local consultants that do lower cost consulting, but we would lose library specific knowledge. Raeburn asked where the pool of consultants comes from. Carman said he has had great experiences with several library consultants from around the country. Carman shared ICPL is part of the Urban Library Council which is a good place to network with libraries on consultants. Carman said our network could be wider now with online meetings. Carman said he would also consider contacting a former ICPL consultant who worked with the library prior to the COVID-19 closure. Carman said $20,000 will not cover the cost of a consultant but will give us support that could be paired with NOBU funds. Raeburn asked if consultants are paid by the hour or by the task. Carman said some consultants work a la cart and others might have an hourly cost. Carman said having someone to help with bigger community surveys would be great. Paetzold said defining what portion of the job you want to hire is important. Rocklin shared that he just left the consultant field, and, in this setting, the compelling argument for a consultant is the time you're adding to your staff capacity to get the job done. Rocklin said it's hard to find the time among current staff. Rocklin also said five years strikes him as a very long time to plan for and you'd be dissatisfied by the time you got to the end of the years. Massa asked what a consultant would do. Carman said they would help determine what we need out of a plan, go over past plans, discuss what our hopes are, and then work out the details. Carman said it is time to do a community survey, we've done them in the past but not as widely reaching as we'd like. In talking with a consultant, the library could also plan for potential budget and legislative challenges. Carman said the last time the library worked with a consultant the timing of Covid was disruptive but also good in the end because they decided to stop building a traditional strategic plan (because they knew so many pivots were going to continue happening). Shultz said she was once told if you want people to take you seriously you need luggage, and consultants bring luggage. Carman said ICPL worked with the state library consultant last time for a few pieces of it and then veered off that that as we got further into the plan. Carman said there is also commitment with a paid consultant, and you know things will get done on a certain timeline. Matthews asked if the state consultant services are still as robust. Carman said the regional staff are still in their jobs that could do this kind of work. Carman shared the Johnson County Public Library directors recently used them for their strategic plan. Matthews asked if it is possible a combination of their services, ICPL staff, and another consultant could be a way to really focus on what you're spending money on. Carman said the board could be involved in I f you will need disability-related accommodations in order to participate in this meeting,please contactJen Royer,Iowa City Public Library,of 319-887-6003 Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY 4fjW PUBLIC i that process too. Paetzold said having been through the process quite a few times there is tremendous value in hiring a consultant; it's a high value investment. Massa agreed it is a high value investment if you get something out of it. Paetzold shared that she believed we have in the past. Paetzold said these companies specialize in library plans, and they are specific to the field. Paetzold doesn't feel the library has been misled in the past. Matthews said the networking piece is valuable and will be there too. Carman said we have a huge advantage because we collect data already that we can take to the table. Carman shared the next steps in the budget process. There will be more conversations about the CIP, department heads will speak with City Council about their projects, budget narratives will be submitted for the budget book, department heads will have a meeting with Finance and the City Manager's office for a line by line discussion of the budget request, the City Manager and Finance will review the request and make the next draft of budget to present to City Council for approval. First Quarter Financials and Statistics. Carman shared the first quarter budget report was typical for this point in the year. Carman noted the budget lines trending high or low are in the budget memo. Raeburn noted the software R&M services line on page 29 and asked if that stood for repair and maintenance. Carman agreed. Raeburn requested an appendix be included with the finance report in future packets. Carman said the software line has been changing as tech work moves from hardware- based services to cloud based. Raeburn noted 80% of this budget had been spent in the first quarter and asked if it would be overspent. Carman said no, and that most of that budget line is spent on an annual bill for the ILS. Raeburn asked what streaming media PPU is. Rocklin said PPU stands for pay per use. Rocklin shared he appreciated the memo that explains trends in the budget report. Rocklin shared that he loved the output statistics at-a-glance on page 32 and would like to see the actual numbers accompanied with percentages. Rocklin liked the comments too. Carman shared staff are trying to make these reports as accessible as possible. Rocklin said as he went through the report he noticed striking numbers. Rocklin encouraged Trustees to find one that impresses them most and talk about it. Rocklin shared some people in the community think the library is growing irrelevant. Rocklin shared there were 400,000 catalog searches in three months and that was an impressive statistic. Carman said the order and format of the Output report is different and now aligns better with state reporting. Raeburn shared the amount of Help desk questions blew him away. Carman said that is a good statistic to note because there is a thought that reference questions are dead, and it is still a very critical service. Raeburn noted there was a modest decrease in book circulation. Mangano said young adult fiction is down 20% which is concerning. Mangano said if you look at other urban libraries or Publishers Weekly young adult sales are going down everywhere. Mangano discussed authors moving from the young adult genre to adult romantasy. Mangano noted ICPL's children's circulation was trending down and has leveled off, with middle grade books impressively increasing. This is not happening at other libraries or in publishing. Matthews asked if young adult fiction includes graphic novels. Mangano said they are separate and noted comic circulation is trending down this quarter but not by much. Carman said print circulation was down 3.3% and total circulation has under a 1% difference. Mangano said people are moving to audiobooks. Raeburn said Mangano's report on weeding was very good and clearly explained why and how it is done. Staff Reports. I f you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City Public Library,of 319-887-6003 orienrliLer-royer@iWl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. OW PUBLIC Director's Report. Carman thanked Paetzold for presenting at the Iowa Library Association Conference with him. Carman shared the second sewer pipe problem has been resolved. Brad Gehrke, Building Manager, assessed what was visible and is working on a plan for the cast iron pipes. Rocklin asked if a staff member had been added to the SLIS Advisory Committee. Carman made a recommendation. Departmental Reports: Children's Services. None. Collection Services. None. IT. Matthews said she was curious about moving away from subscription services and how to plan for the growth of finite costs moving to ongoing costs. Palmer said it is a difficult part of the IT budget; costs go up and there isn't a lot of choice in that. Matthews noted the responsibility for security threats by subscription services. Palmer said you never really know if their security is better than what you're doing but often that is true as they do automatic updates. Big companies have security interests and invest in them. Development Report. Roche absent. Rocklin asked when the deadline of the Arts & Crafts Bazaar will be. Carman said donations are accepted close to the day of the event. Shultz said the deadline is online. President's Report. Rocklin shared he will be appointing a committee for the director evaluation. Rocklin asked Trustees to let him know if they are interested in serving. Rocklin said it is one of the most important responsibilities Trustees have. Announcements from Members. None. Committee Reports. Advocacy Committee. None. Finance Committee. None. Foundation Members. Massa shared he thought it would be good for the Library Board's Finance Committee to meet with the Friend Foundation's Finance Committee. Massa said there are connecting issues, and it would be good to collaborate. Massa is on both committees. Communications. News Articles. None. Consent Agenda. Matthews made a motion to approve the Consent Agenda. Johnk seconded. Motion passed 8/0. Set Agenda Order for November Meeting. Rocklin shared the Director Evaluation Committee, Unattended Children policy, Two personnel policies, and departmental reports will be on the November agenda. The November and December meetings are held the third Thursday of the month. Adjournment. Rocklin adjourned the meeting at 5:42 pm. Respectfully submitted, Jen Royer I f you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City Public Library,at 379-887-6003 or iePnifer-roger@kpl oro. Early requests are strongly encouraged to allow sufficient time to meet your access needs. N O N v x x x x x x x ¢ x p N O N N O N N N O N 0\0 N O N w0 X X X w0 X X ¢ X X N n N O N 1\O N O TX X X X X x x ¢ X N N N O NX X w0 X X X ¢ X N a N O N X X ¢ X X N T N O X X X X X ¢ X X N N N O Nw0 X X X X X ¢ X X N N N O N e\i N O �y X X X X X X w0 X X N N •i N O N v x p x x x x x N ei N O N rl ei N O N b X X X X X X X X X N � O W � O ~ C 2 J A O O O O O O O O O U' F u E vt V O ¢ in V O O J W N L ou E I°CLal.J Z3 U C CC7 2