HomeMy WebLinkAbout2024-12-19 Info Packet rrr®jMc City Council Information Packet
CITY OF IOWA CITY December 19, 2024
Council Tentative Meeting Schedule
IP1. Council Tentative Meeting Schedule
Draft Minutes
IP2. Library Board of Trustees: November 21
IP3. Public Art Advisory Committee: December 5
December 19, 2024 City of Iowa City
Item Number: IP1.
CITY OF IOWA CITY
COUNCIL ACTION REPORT
December 19, 2024
Council Tentative Meeting Schedule
Attachments: Council Tentative Meeting Schedule
j , City Council Tentative Meeting Schedule
Subject to change
CI F IQWA CITY December 19,2024
Date Time Meeting Location
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
December 19, 2024
Library Board of Trustees: November 21
Attachments: Library Board of Trustees: November 21
LIBRARYIOWA CITY
PUBUC
Iowa city Public Library Board of Trustees
Meeting Minutes
November 21, 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, Claire Matthews, Robin Paetzold, John Raeburn,
Tom Rocklin, Hannah Shultz, Dan Stevenson.
Members Absent: Joseph Massa.
Staff Present: Elsworth Carman, Brent Palmer, Jason Paulios, Jen Royer.
Guests Present: Luna Johnk.
Call Meeting to Order. Rocklin called the meeting to order at 5:01 pm. A quorum was present.
Matthews entered 5:02 pm.
Approval of November 21, 2024 Board Meeting Agenda. Johnk made a motion to
approve the November 21, 2024 Board Meeting Agenda. Boothroy seconded. Motion passed 8/0.
Public Discussion. None.
Items to be Discussed.
Appoint Committee to Evaluate Library Director. Rocklin thanked Johnk, Matthews, and Shultz for
agreeing to serve on the committee to evaluate the Library Director. Rocklin sent Johnk notes from the
previous evaluation. Shultz shared Johnk served on the committee previously. Rocklin said the Board will
address the evaluation at the February meeting.
Policy Review: 501 Authority for Administration of Personnel Policies for Library Employees.
Raeburn made a list of suggestions to propose to the policy. There was discussion about how to review
the proposed changes. Rocklin deferred the policy review to the December meeting.
Policy Review: 502 General Library Personnel Policies. Rocklin shared the library personnel policy is
meant to mirror the City of Iowa City's personnel policy. Matthews asked if there are differences from
If you will need disability-related accommodations in order to participate in this meeting,please contact Jeri Royer,Iowa City
Public Library,at 379-887-6003 or jennifer-royer@lcpLor. Early requests are strongly encouraged to allow sufficient time to
meet your access needs.
409 • • CITY
PUBLIC LIBRARY
the City's policy. Royer shared the word City Manager was changed to Library Director, and the word
city was changed to library. Royer said the portion of the policy that was proposed for editing is not in
the city policy as they don't require librarian certification. Carman said when the city makes further
changes to their personnel policy, library staff will bring it back to Trustees for review. Boothroy asked if
the section on certification was reviewed by the City Attorney. Royer agreed it was. Royer said the
attorney did a light review of the policy because it matches the current personnel policy and legal is
anticipating a more thorough review soon. Shultz made a motion to approve 502 General Library
Personnel Policies. Johnk seconded. Motion passed 8/0.
Policy Review: 813 Unattended Children. Carman said the biggest change suggested to the policy is
moving the age for unattended youth from "under six" to "seven or under". Carman said this change
would align with Transit's unattended child age to ride the bus. Carman said they also benchmarked
with Parks and Recreation, who has an older unattended child age limit, but library staff felt "seven or
under" worked best for library procedures. Carman said this is a policy the Children's Department leans
on regularly and is nice to have it spelled out. The committee tried to make changes as clear as possible.
Paetzold noted 813.5 and asked if the language is in the right voice. Carman clarified Paetzold was
referring to the reasonable accommodations section. Paetzold said it sounds like a directive and not a
policy note. There was discussion about the wording of the sentence, Trustees landed on "All requests
for reasonable accommodations should be directed to the Library Director".
Rocklin asked how often staff get to closing and have a child without a caregiver. Carman said not very
often but it certainly happens. Carman said if it is a regular patron there could be some differences in
how staff would enforce this. Carman said it can also be a little tricky because the building closes earlier
some nights than others; it can be a hard pattern.
Carman said the committee did speak with legal at length considering adding a section for vulnerable
adults to the policy. Carman said they didn't settle on language that was both reflective of the law and
effective for the library's intentions; Carman thinks this conversation will continue. Carman said like the
personnel policy he wanted to review the policy on schedule and bring it back again if needed. Carman
may also consider a supplemental policy for adults. Raeburn asked Carman to define vulnerable adults.
Carman said that is one of the challenges, but it is adults who are unable to make choices about health,
safety, and safe use of library facilities. Carman said there was discussion with legal on whether library
staff were equipped to identify what adults fit that description. With age, staff can say definitively a
patron is or is not in this category, with other considerations staff are less equipped.
Matthews asked if the policy is primarily directed to closing time and noted it could sound like it falls
under disruptive patrons. Matthews said there is a fine line and asked if it was for someone who should
be supervised vs being uncomfortable with someone on their own at closing. Matthews said they're two
separate things, a disruptive patron policy like the Library Use policy might cover adults if there is a
scene in the library, which is different than not being comfortable. Carman said it is more for someone
who needs medical care and is refusing staff intervention. Carman said it would not be a case of staff
trying to find someone in need of supervision and then taking action. Carman said staff have had a few
problems with young adult patrons, well beyond the age of eight. It can be difficult for staff to navigate
who to contact for this age group and gave the examples of determining whether to call 911, contacting
If you will need disability-related accommodations in order to participate in this meeting,please contactlen Royer,Iowa City
Public Library,at 319-887-6003 or ienrrifer-royerQkWLorg. Early requests are strongly encouraged to allow sufficient time to
meet your access needs.
r PUBLIC LIBRARY
a caregiver, or contacting public safety. Carman said they are not everyday occurrences.
Carman said visiting this policy was a great exercise and staff may revisit it again in the future. Carman
said it was helpful to walk through it with legal to review what staff should do in the instance that
somebody needs help but isn't interested in receiving help. Matthews asked if there are other libraries in
same situation with a precedent we could borrow from. Carman said staff benchmarked with several
libraries who use adult inclusive policies. Carman shared he was comfortable with applying the general
Library Use policy for behavior issues. Carman said staff are typically able to navigate that, though it
would be a benefit to have an additional policy that spoke to teens and adults. Carman said the Library
Use policy is robust and could be applied. Rocklin acknowledged the challenge in this type of situation.
Johnk made a motion to approve policy 813 Unattended Children. Stevenson and Shultz seconded.
Motion passed 8/0.
Staff Reports.
Director's Report. Carman said the library's budget meeting with Finance happened earlier this week.
Carman, Mangano, and Royer attended and had a line-by-line conversation about the budget request.
Carman said it was a healthy conversation. Carman said he, Mangano, and Royer have been working
hard to add notes in the budget reports submitted every year to the city. After three years of building
on the notes there are descriptions for almost all lines, which helps everybody. Carman said there is less
back and forth conversation to determine what a line pays for now. Carman said this work has been
tedious but has really paid off. Carman said we won't know the outcome of the budget conversation
until late December or January. The city will have to make some tough big picture budget decisions.
Carman said the conversation went well and the library wasn't asked to make reductions.
Carman noted the annual report was included in the packet. Carman said ICPL records many statistics,
and the state report shows them in a slightly different format. Royer and Carman worked on this
document and are happy to answer questions.
Carman noted the date and invitation for Inservice Day in his report. The full plan for Inservice Day will
be shared closer to the event and Trustees are invited to attend.
Departmental Reports: Adult Services. Paulios invited Trustees to review the flow chart in his report.
Paulios said staff completed approximately 3,000 inter-library loans last year and each of those libraries
needed to be contacted for returns. Paulios said he didn't have specific data on the amount of time
saved but noted it was substantial. Paulios said there are many benefits such as the pickup cart being
organized, errors being corrected, and uniformity in labeling. Rocklin asked if the clipboard was at one
time an actual clipboard. Paulios thinks it must have been and shared it was digitized as a database.
Paulios noted Todd Brown's quick work on solving this problem. Paulios said there will be a new ILS
(Integrated Library System) coming that could supplant it.
Community & Access Services. Helmick absent. Matthews asked for clarification on "the Food Bank
library table had an average of 20 visitors per visit". Carman said there was an average of 20 visitors
each time the library had a table at the Food Bank. Shultz asked if that was at Community. Carman and
Paulios agreed yes. Paulios said staff offered library card sign ups and information about library services.
Rocklin asked if the visit was weekly. Paulios did not believe it was weekly.
If you will need disability-related accommodations in order to participate in this meeting,please contactJen Royer,Iowa City
Public Library,at 379-887-6003 or iennifer-royer@icplorg Early requests are strongly encouraged to allow sufficient time to
meet your access needs.
_r
PUBLICSW B A
Development Report. Roche absent. Rocklin said the preview party for the Arts & Crafts Bazaar was a
great idea.
Carman thanked Boothroy who cohosted a fundraising event. Roche and Carman appreciated having a
chance to connect with folks in a comfortable environment to talk about the library. Rocklin agreed it
was fantastic. Boothroy said credit goes to Beth Deninger, on the Friends Foundation Board, for hosting
and thinking of the idea. Matthews said Joan DePrenger is a retired Iowa City School Librarian who did a
lot of fundraising for Iowa City schools. DePrenger was instrumental in Run for the Schools. Boothroy
thanked Carman and Roche for attending the event.
President's Report. Rocklin thanked the Director Evaluation committee folks.
Announcements from Members. Matthews asked if other Trustees got an angry email.
Rocklin said yes, all Trustees got it. Matthews asked if there was a response. Rocklin said it came
through Mimecast and went to the Board email address. Carman shared he and Rocklin discussed it and
because there was not a request for a response or information it was appropriate not to respond.
Paetzold said there was no signature. Carman appreciated Stevenson checking on it. Rocklin said it is
useful to remember what Trustees do affects the whole public in different ways.
Carman noted the Corridor Business Journal article in the packet. Amanda Ray, ICPL Supervising
Librarian, and Carman spoke at a business lunch. Ray did a great job explaining how ICPL supports the
business population and Carman is optimistic about expanding the conversation and amplifying these
services. Paetzold said Forkenbrock was a former Iowa City Public Library Trustee.
Committee Reports.
Advocacy Committee. Rocklin asked if Carman had ideas about the legislative session agenda this year.
Carman said staff are looking at what failed last year to see if it will be brought back. Carman believes
libraries will face a tougher environment in 2025 in terms of trying to re-introduce the library levy.
Carman is watching for legislation like senate file 496, which restricted library materials in public school
collections, and legislation around library governance. Carman thinks changes to library governance will
have the potential to be the most detrimental to public libraries. Carman acknowledged the recent
disruption in state library governance and feels it will be a very complex environment. On a national
level Carman is watching the future of IMLS (Institute of Museum and Library Services) funding which
affects the inter-library loan program, and has other major functions. Carman noted connections made
last year with legislators and hopes people will feel comfortable reaching out with questions. Carman
said there was a meeting on Monday with ILA (Iowa Library Association) but Carman hasn't seen the
report yet. Paetzold said the levee was discussed.
Finance Committee. None.
Foundation Members. None.
Communications. News Articles. None.
Consent Agenda. Shultz made a motion to approve the Consent Agenda. Johnk seconded. Motion
passed 8/0.
If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City
Public Library,at 319-887-6003 or Jennifer-royerPkg1 orrg, Early requests are strongly encouraged to allow sufficient time to
meet your access needs.
Aft IOWA CITY
LIBRARYJFAW PUBLIC
Set Agenda Order for December Meeting. Rocklin said the Authority for Administration of
Personnel Policies for Library Employees, Memberships in Professional Organizations, and departmental
reports will be discussed in December.
Adjournment. Rocklin adjourned the meeting at 5:36 pm.
Respectfully submitted,
Jen Royer
If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Royer,Iowa City
Public Library,at 379-887-6003 or Jennifer-roger!RW..oro. Early requests are strongly encouraged to allow sufficient time to
meet your access needs.
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Item Number: IP3.
r 1 CITY OF IOWA CITY
a
� COUNCIL ACTION REPORT
December 19, 2024
Public Art Advisory Committee: December 5
Attachments: Public Art Advisory Committee: December 5
Draft,p.1
Public Art Advisory Committee Mtg, 121512024
Minutes
Public Art Advisory Committee
December 5, 2024
Emma J Harvat Hall
Public Art Advisory Committee
Members Present: Leslie Finer, Juli Seydell Johnson, Andrea Truitt, Sophie Donta,
Scott Sovers, Anita Jung, Rachel Kinker
Members Absent: Nate Sullivan, Jeremy Endsley
Staff present: Rachel Kilburg Varley, Ashley Platz, T'Shailyn Harrington
Public Present: none
Call to Order
Truitt called the meeting to order at 3:32 p.m.
Public Discussion of Any Item Not on the Agenda
None.
Consider minutes of the November 7, 2024 PAAC meeting.
Knoche noted the election of the chair and vice-chair occurred at the October meeting
and needed to removed from the November meeting minutes. Johnson moved and
Kinker seconded that the amended minutes from the November 7, 2024, meeting be
approved. Motion passed (7-0).
Consider 2025 Public Art Matchina Grant Program Materials and Budget Amount
Kilburg Varley noted the changes directed at the November 7, 2024 meeting were
incorporated. She shared that $15,000 was budgeted for the grant program.
Additionally, current capacity in the budget's "opportunity fund" line item would allow for
a total of up to $25,000 to be awarded through the 2025 funding round if the Committee
chose to fund more than $15,000 in projects. Committee members discussed and
recommended an edit to the online application form so that applicants have the ability to
expand the size of the text fields. Additionally, they agreed that approving an amount of
"up to $25,000" was desirable, and that they could decide upon the appropriate level at
or below that depending on the quantity and quality of applications received.
Jung moved to approve the final 2025 grant materials and a funding amount up to
$25,000. Finer seconded. Motion passed (7-0).
Jung asked if there was a list of public art maintenance projects. Kilburg Varley
reminded the Committee that a Condition Assessment Survey is underway and will be
completed in Spring 2025. This Survey will include a condition rating and ranking of
Public Art works that are in most need of repair or maintenance.
Draft,p.2
Public Art Advisory Committee Mtg, 121512024
Public Art Input Survey
Rachel noted that, as part of the continuing process to collect information that will inform
an updated Public Art Strategic Plan, a Public Art public input survey was recently
issued and will remain open through early January. The goal is to receive at least 500
responses. She reviewed the various strategies that will be used to market and promote
the survey among the public, including news release, social media, and cross-promotion
with other departments. The Committee suggested sharing the survey with local arts
organizations and on the buses for additional promotion.
Janua Meeting
Kilburg Varley noted that the January meeting falls on the day after New Year's Day.
Additionally, there are not currently any known agenda topics. As such, she invited the
Committee to decide if they would like to hold the meeting as scheduled, reschedule, or
cancel the meeting. After discussion, the Committee decided to cancel the January
meeting.
Staff Updates
First, Kilburg Varley provided an update on the South District Bus Stop Bench Project.
She shared that the Public Works staff will be assisting the artist with final fabrication
and installation. That team met earlier in the week to develop a plan for installation,
which should take place in the next couple of weeks, weather permitting. She also noted
that a ribbon-cutting for the sculpture would probably take place later in the Spring when
the weather is better. The Committee suggested a possible partnership with Party in the
Park for the ribbon cutting.
Finally, Kilburg Varley noted that she will be beginning maternity leave soon and
introduced alternative staff members, Ashley Platz and T'Shailyn Harrington, who will be
assisting with agenda prep and staffing of the Committee and administration of the 2025
Matching Grant funding round.
Old or New Business
None.
Adjournment
Knoche moved to adjourn at 3:52 pm. Jung seconded. Motion passed (7-0).
Draft,p.3
Public Art Advisory Committee Mtg, 121512024
Public Art Advisory Committee
Attendance Record
2023-2024
Name Term Expires 917/23 11/2123 1217/23 1/4/24 4/4/24 6/6/24 811/24 9/5/24 10/3/24 11/7/24 12/5/24
Ron Knoche N/A X* X X X* X* X X O/E X X* X
Juli Seydell- ' N/A X O/E X* X O/E X X X X* X X
Johnson
Steve Miller 12/31/23 X X X X X X X --- --- ---
Eddie 12/31/24 0 ---
Boyken
Andrea 12/31/25 X X X O/E X O/E X X X X X
Truitt
Anita Jung 6/30/23 X X X X O/E X X X 0 X X
Jenny 12/31/23 O/E 0 X --- - --- --- —
Gringer
Jeremy 12/31/25 0 X X X X X X X O/E X O/E
Endsley
Nate 6/30/26 X X X O/E X X X O/E X O/E O/E
Sullivan
Leslie Finer 12/31/26 --- --- --- --- X X X X X X X
Rachel 12/31/27 --- --- --- X X O/E X X O/E X
Kinker
Sophie 12/31/26 --- --- --- - -- --- --- -- X X
Donta
Key:
X = Present
X* = Delegate attended
0 = Absent
O/E = Absent/Excused
--- = Not a member