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HomeMy WebLinkAbout2025-02-04 Bd Comm minutesItem Number: 4.a. a CITY OF IOWA CITY "QF T-4 COUNCIL ACTION REPORT February 4, 2025 Ad Hoc Truth and Reconciliation Commission: December 19 Attachments: Ad Hoc Truth and Reconciliation Commission: December 19 Approved by Vice Chair Lauren Merritt December 19, 2024 Final Ad Hoc Truth and Reconciliation Commission (TRC) Minutes Emma Harvat Hall Commissioners present: Chastity Dillard, Lou Tassinary, Amos Kiche, Lauren Merritt. Commissioners on Zoom: Wangui Gathua. Commissioners not present: Lubna Mohamed, Clif Johnson, Kayla Rossi, Chad Simmons. Staff present: Stefanie Bowers, Geoff Fruin. Recommendation to City Council: No. Meeting called to order: 5:32 PM. Reading of Land Acknowledgement: Tassinary read the Land Acknowledgement. Public Comment of Items not on the agenda: Annie Tucker, spoke directly to the commission and stated she is grateful for their work. Tucker also thanked the commission for being present during times that challenged the commission and their goals. Approval of the Minutes from December 5, 2024: Merritt moved, and Tassinary seconded. Motion passed 5-0. Phase Four: Recommendations: Tassinary suggested scheduling some time to speak with the consultant writing the report. Dillard asked staff if the hiring process of the consultant has been completed. Staff answered no because they were waiting for final confirmation from this meeting following City Council's decision not to extend the commission. Dillard asked staff what the expected timeline would be for the final report. Annie Tucker spoke during the public comments on recommendations. She offered local resources of groups that gathered their own information on disproportionate minority contact in the community. Dillard revisited Tassinary's suggestion on scheduling some upcoming meeting times to work on the report. Tassinary suggested having a set regular weekly meeting for commissioners to attend and work on the report. Kiche expressed concerns of getting the information from the latest Iowa City Police report study done by the University of Iowa. Staff confirmed they would ask for the information to be provided. Frankline, the report consultant, came forward to speak with the commission. Frankline introduced himself and highlighted his qualifications and interest for writing the report. Merritt suggested along with the standing meeting for commissioners to meet weekly and work on the final report to also have the option of attending virtually. Tassinary offered to set up meetings on Zoom. Kiche confirmed with Frankline they will discuss his availability once a contract is signed and his work with the commission is confirmed. Gathua also offered to help with Zoom for virtual meetings. Final Report: Tassinary asked if the commission will still have funds to pay the for the consultant writing the final report. Tassinary also asked about the timeline of "three-ish" months given from City Council for the report. Staff confirmed the commission will still have access to the funds to pay the report consultant and that three months is the deadline given with some possible flexibility in the final date. Dillard questioned the policies of commissioners meeting outside of the commission after the commission has officially ended. Staff responded that commissioners can meet on their own terms and will no longer be an official city body after January 1, 2025. Merritt confirmed the final report will be an official agenda item when the time comes to present the commission's findings. Staff answered it is likely to be either a work session item or a formal agenda meeting item. Dillard confirmed the commission will still be able to communicate with staff during the process of finalizing their report. Staff confirmed yes. Dillard thanked staff for their help during the commission's time operating. Staff thanked the commission for their work. Kiche thanked both staff and his fellow commissioners for all the work put towards the commission. City Council Meeting: Merritt spoke on the commissions meeting with City Council and their decision on the Commission's request for an extension. Merritt said while the City Council voted against an extension, she was happy with their decision to allow the commission to proceed with the final report. Tassinary agreed with the statements as the other commission representative that attended the City Council meeting. Dillard thanked everyone who worked on the commission and thanked staff for their assistance. Announcement of Commissioners: Dillard mentioned that she will be involved in a Cabaret at the James Theatre over the weekend. Announcement of Staff: Staff thanked the commission for their commitment to the commission. The meeting adjourned at 6:15 PM The full meeting video can be viewed at this link. AD HOC TRUTH & RECONCILIATION COMMISSION ATTENDANCE RECORD YEAR 2024 (Meeting Date) NAME TERM EXP. 5/16 6/20 7/18 8/1 8/15 9/5 9/19 10/3 10/17 11/7 11/21 12/5 12/19 Dillard 12/31/24 P P P P A P P Z P P Z P P Gathua 12/31/24 A Z Z Z A Z P P P A P Z Z Kiche 12/31/24 P P P P P P P P P P P P P Johnson 12/31/24 P P P P P P A A A A A A A Merritt 12/31/24 A P P P P Z A Z A A P Z P Muhamed 12/31/24 Z Z Z Z Z Z Z Z A Z Z Z A Simmons 12/31/24 P A P A A A Z Z A Z A A A Tassinary 12/31/24 P P A P P A P A P P P P P Rossi 12/31/24 - A Z A A A A A Z A A A A P = Present in person A = Absent Z = Zoom Kellie Grace From: Lauren Merritt <Ipmerritt@outlook.com> Sent: Thursday, January 23, 2025 4:57 PM To: Stefanie Bowers Cc: Kellie Grace Subject: Re: Approval of Minutes From the Final TRC Meeting Date 1 RISE( ** This email originated outside of the City of Iowa City email system. Please take extra care opening any links or attachments. ** I approve the meeting minutes as written. Best regards, Lauren From: Stefanie Bowers <SBowers@iowa-city.org> Sent: Thursday, January 23, 2025 3:58 PM To: Lauren Merritt <Ipmerritt@outlook.com> Cc: Kellie Grace <KGrace@iowa-city.org> Subject: Approval of Minutes From the Final TRC Meeting Date Hi Lauren, Because the TRC ended prior to getting the last meeting minutes approved can you please review the attached draft minutes and respond to this email as approved or approved as amended noting the amendments. Thanks, Stefanie Howdidwedo? ri Please take a short SURVEY to let us know! Disclaimer The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. Item Number: 4.b. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Airport Commission: December 12 Attachments: Airport Commission: December 12 MINUTES IOWA CITY AIRPORT COMMISSION December 12, 2024 — 6:00 P.M. AIRPORT TERMINAL, BUILDING FINAL Members Present: Warren Bishop, Judy Pfohl, Ryan Story, Chris Lawrence, Hellecktra Orozco, Members Absent: Staff Present: Michael Tharp, Jennifer Schwickerath Others Present: Carl Byers, Travis Strait, Adam Thompson, Matt Wolford, Brad Hamilton, Craig Louden, Ron Roetzel, Garret Jacobs, Paul Anslow, Eric Johnson Keith Kaspari, Paul Speed, Nathan Compton, Jay Pudenz, Melissa Underwood, Dave Zahradnik RECOMMENDATIONS TO COUNCIL: None DETERMINE QUORUM. A quorum was determined at 6:05 pm and Lawrence called the meeting to order. APPROVAL OF MINUTES Tharp stated that he had received some corrections from Pfohl. Bishop moved to approve the minutes from November 1411 as amended, Seconded by Pfohl. Motion carried 5-0. PUBLIC COMMENT - None ITEMS FOR DISCUSSION 1 ACTION a. Engineering/Consultant 5-Year RFQ Interviews — Tharp stated that as a refresher that this was something the Airportdid every 5 years and the current contract was with Bolton and Menk. Tharp stated they are the firm that creates the plans and specifications for construction contracts. Tharp stated that this discussion does not include pricing and that it is the choice for the Commission to pick which firm they think will be the most responsive and give the best quality of work to the airport. Bishop asked if it made a difference if the firms had all of the work able to be done in house, or if using outside groups had an impact, Tharp stated there was no difference in terms of workload. Tharp stated that they had allocated 30 minutes for each group with 20 minutes for presentation and 10 minutes of question and answer. Tharp stated that CMT was first and would be followed by Bolton & Menk, Kirkham Michael, and then McClure Engineering. Brad Hamilton presented for CMT with Travis Strait and Craig Louden. Hamilton described their firm and qualifications as well as the staff that would be working with Airport Commission December 12, 2024 Page 2 of 5 the Commission. Strait described their relationships with other firms for architecture and surveying services. Strait described the different CIP projects that were being planned by the Airport Commission. Members asked questions of the group to which they responded. Bishop asked about CMT's work with Schaumberg's airport to which they responded. Pfohl asked about competition amongst other CMT projects for funding to which they responded. The next firm to present was Bolton & Menk with Ron Roetzel, Carl Byers, Garret Jacobs, and Paul Anslow. Roetzel described Bolton and Menk and the team described the Airport's CiP projects. Byers described the terminal building and funding and discussed options for teambuiiding to provide funding for the terminal building project. Anslow discussed airport growth and development stated that it was great the Airport and FBQ was looking for expansion. Pfohl asked about the hangar development area and the proximity to neighbor property to which Bolton & Menk responded. Story asked about development of airports similarly situation to Iowa City to which the team responded. The third firm to present was Kirkham Michael 1 KLJ with Eric Johnson, Keith Kaspari, Paul Speed, and Nathan Compton, Kirkham Michael/KLJ members presented CIP projects with the Commission as well as some of the environmental steps that would be needed for those. Bishop asked about the role of a client relationship manager and what that entailed. Kaspari responded to describe the role. Pfohl asked if the team had any experience with carport structures regarding solar panels to which Johnson responded. The final firm to present was McClure Engineering. The team of Adam Thompson, Jay Pudenz, Melissa Underwood, and Dave Zahradnik of Neumann Munson Architecture introduced themselves and discussed their approach to airport projects. Pudenz discussed different funding options for completing the funding package needed to proceed with the terminal project. Bishop asked about the approach to the terminal building to which the team responded. Pfohl asked about their experience in fundraising to which the team responded. Pfohl asked about concerns with the phase 2 solar array to which Thompson responded. i. Motion to select preferred firm — Lawrence confirmed that the preferred outcome of the night was to choose a firm. Members discussed their takeaways from the presentations. Lawrence moved to select McClure Engineering as the preferred firm, seconded by Bishop. Motion carried 5-0. Tharp will release the results to the firms tomorrow lb. Airport Construction Projects: i. FAA grant projects 1. Runway 12130 Displaced Threshold/Relocation -- Tharp stated the REILS are still having issues they're trying to resolve with the contractor and manufacturer. Byers discussed other instances of other airport projects they did that have also encountered similar issues with the same equipment. Tharp stated that FAA hadn't responded for a date on the flight check. Airport Commission December 12, 2024 Page 3of 5 2. Solar Power Project - Tharp stated they are generating power and that they are working with the contractor and city IT to sort out the monitoring system. Tharp stated they had a walkthrough of the project next week. Tharp also stated they were generating power according to the utility meter. 3. FAA FY26 AIP Pre -Application - Tharp stated they did get some comments back from the FAA and described them as projects may be low priority for funding and timelines may need to be extended to build funds. Tharp also noted that FAA did recommend using BIL money for a runway project instead of solar. Tharp noted that the FAA did announce the 4th year of BIL dollars and that he was confident they were going to be short funds for phase 2. Tharp also stated that he had been discussing hangar options with Wolford and whether they could use BIL money for supporting a hangar project. Members agreed by consensus to submit as presented by staff. III. Iowa DOT grant projects -Tharp noted the applications will be in the spring c. Airport "Operations" L Budget -- Tharp stated there was no news on the budget. Tharp stated that they were waiting for the taxiway lights parts so that the lights functioned as expected 1. FY26 Budget - Tharp noted that the budget meetings at City Hall is Jan 1311 for the operations budget and then Jan 22nd for the capital projects budget. Tharp encouraged everyone to listen to the City Manager's budget message as the message is going to stress the challenges over the next couple of years. ii. Management - 1. Grass Landing Operations - Tharp stated they got approval for the landing operations. Members discussed requirements for the use of the grass. Tharp stated he was gathering more information based on the FAA's approval letter 2. Events - d. FB® I Flight Training Reports L Jet Air - Wolford stated that they were seeing more helicopter traffic due to the elevator work at the hospital helipad. Wolford stated he didn't have any other major updates. e. Commission Members' Reports - Orozco stated she would be gone for the meeting. f. Staff Report - Tharp stated that he will be on vacation from Decem ber 23rd - January 6 and possibly out of town for the second half of that. SET NEXT REGULAR MEETING - Next meeting January 9th, 2024, 6:00pm ADJOURN Story moved to adjourn, seconded by Lawrence. Motion carried 5-0. Meeting adjourned at 9:05 pm. Airport Commission December 12, 2024 Page 4of 5 7 a?5 —nj—! CHAIRPERSON DATE Airport Commission December 12, 2024 Page 5 of 5 Airport Commission ATTENDANCE RECORD 2024 TERM © N w vQi a 0 cQo a s N NAME EXP. N .P. N N A N A N N N A N ;a N D. N 4. N A N Jl h N A Warren 06130/26 Bishop OIE X X OIE OIE X X X X X X X X Christopher 06130125 X OIE X X X OIE OIE O/E X X OIE X X Lawrence Hellecktra 06/30/28 OIE X X OIE X O/E X X OIE X OIE X X Orozco Judy Pfohl 06/30/26 X X X X OIE X X X X X X X X Ryan Story 06/30/27 X X X X X X X OIE X X X X X KM. X = Present XIE = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a member at this time XIS = Present for subcommittee meeting OIS = Absent, not a member of the subcommittee Item Number: 4.c. a CITY OF IOWA CITY "QF T-4 COUNCIL ACTION REPORT February 4, 2025 Community Police Review Board: December 10 [See Recommendation] Attachments: Community Police Review Board: December 10 [See Recommendation] CITY OF IOWA CITY 12% MEMORANDUM Date: January 21, 2025 To: Mayor and City Council From: Connie McCurdy, Community Police Review Board Staff Re: Recommendation from Community Police Review Board At their December 10, 2024 meeting the Community Police Review Board made the following recommendation(s) to the City Council: (1) Accept CPRB Complaint #24-06 Summary Dismissal. Additional action (check one) ® No further action needed ❑ Board or Commission is requesting direction from City Council ❑ Agenda item will be prepared by staff for City Council action Final/Approved Community Police Review Board Minutes — December 10, 2024 Call to Order: Vice -Chair MacConnell called the meeting to order at 5:30 p.m. Members Present: Colette Atkins, David Schwindt, Jerri MacConnell, Melissa Jensen (5:31 p.m.), Jessica Hobart -Collis Members Absent: Ricky Downing, Saul Mekies Staff Present: Staff Connie McCurdy, Legal Counsel Patrick Ford Others Present: Police Chief Dustin Liston Recommendations to City Council: ■ Accept CPRB Complaint #24-06 Summary Dismissal. Consent Calendar: • Draft minutes from the November 12, 2024 meeting • Draft minutes from the October 16, 2024 Community Forum meeting • Draft summary letter from the October 16, 2024 Community Forum meeting • ICPD 2024 LAIR/CPRB 3`d Quarter Summary Report ■ ICPD Use of Force Report/Review — July 2024 ■ ICPD Use of Force Report/Review — August 2024 ■ ICPD Use of Force Report/Review — September 2024 • ICPD Policy #311 Domestic Abuse • ICPD Policy #316 Missing Persons ■ ICPD Policy #400 Patrol • ICPD Policy #402 Watch Meeting ■ ICPD Policy #405 Ride-Alongs ■ ICPD Procedure #405 Domestic Abuse • ICPD Policy #406 Hazardous Material Reponse • ICPD Policy #415 Utility Service Emergencies • ICPD Policy #422 In -Car Recorders • ICPD Policy #424 Body Worn Cameras • ICPD Policy #433 Honor Guard ■ ICPD Policy #602 Asset Forfeiture • ICPD Policy #900 Temporary Custody of Adults • ICPD Policy #901 Temporary Custody of Juveniles ■ ICPD Policy #1023 Personal Appearance Standards • ICPD Policy #1024 Uniforms and Civilian Attire • ICPD Policy #1027 Badges, Patches and Identification • ICPD Policy #1032 Line -of -Duty Deaths Motion by Atkins, seconded by Schwindt to adopt the consent calendar as presented. Motion carried 5/0. Downing and Mekies were absent. CPRB December 10, 2024 Page 2 Final/Approved Correspondence from Mary McCann (handed out at the meeting as a late handout). Motion by Jensen, seconded by Atkins to accept correspondence from Mary McCann. Motion carried 510. Downing and Mekies were absent. New Rnsiness: • Follow-up questions from the 11/12/24 meeting: Vice -Chair MacConnell asked about the meaning of intensity and intentionality. Board member Schwindt had used the term intentionality in a previous meeting and said that he did not recall using intensity. Schwindt explained that he used intentionality when referring to police policies listed on the consent calendar, and if the members were ever intentional about reviewing these policy changes before adopting them. Vice -Chair MacConnell wanted to discuss the last line of the Executive Session verbiage, but she noted that Legal Counsel Ford answered her question at the previous meeting. However, Legal Counsel Ford mentioned to all members that the verbiage is taken directly from the Iowa code. Vice -Chair MacConnell asked what the difference is between a Commissioner and a Board member since the members had been referred to as Board members and Commissioners in the past. Staff McCurdy explained that the members were mistakenly referred to as Commissioners instead of Board members. • Legal Counsel Contract: Legal Counsel Ford excused himself from the room before the discussion began. Vice -Chair MacConnell and Board member Jensen pointed out that the Board is charged for phone calls, emails, packet preparation and meetings. Board member Jensen noted that the chair of the Board is given a copy of the invoice to review and approve. Board member Schwindt asked if there were any budgetary concerns with paying Legal Counsel Ford more money. Ford was brought back into the room. Motion by Jensen, seconded by Atkins to retain CPRB Legal Counsel Ford and extend his contract for an additional 3 years with an increase in the hourly rate from $200/hour to $250/hour. Motion carried 510. Downing and Mekies were absent. Old Business: • None. Public Comment of Items not on the Agenda: • None. Board Information: Board member Schwindt wants to discuss and design a template to help board members in drafting the public report. CPRB December 10, 2024 Page 3 Staff Information: FinaUApproved • Chief Liston mentioned that the ICPD policies are currently being updated by Communications on the website. Tentative Meeting Schedule and Future Agendas [subject to change)_ • January 14, 2025, 5:30 p.m. — Helling Conference Room • February 11, 2025, 5:30 p.m. —Helling Conference Room • March 11, 2025, 5:30 p.m. — Helling Conference Room • April 8, 2025, 5:30 p.m. — Helling Conference Room Atkins mentioned that she would most likely not be at the April 8, 2025 meeting. Executive Session: Motion by Jensen, seconded by Hobart -Collis, to adjourn to Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried 510. Downing and Mekies were absent. Open session adjourned: 5:52 p.m. Return to Open Session: Returned to open session: 6:25 p.m. Motion by Schwindt, seconded by Hobart -Collis to accept the CPRB report of summary dismissal for Complaint 24-06 as amended and forward to City Council. Motion carried 5/0. Downing and Mekies were absent. Motion by Jensen, seconded by Atkins to set the level of review for Complaint 24-07 at 8-8-7(B)(1)(a). Motion carried 510. Downing and Mekies were absent. Adjournment• Motion by Atkins, seconded by Hobart -Collis to adjourn. Motion carried 510. Downing and Mekies were absent. Meeting adjourned: 6:28 p.m. Community Police Review Board Attendance Record Year 2024-2025 Term 10/16/24 Name Ex fires 03/12/24 04/09/24 05/14/24 06/11/24 07/09/24 08/20/24 09/10/24 10/08/24 Forum 11/12/24 12110/24 01/14/25 Jerri 06/30/27 O/E X O/E X X O/E X X X X X O/E MacConnell Ricky 06/30/26 X X X X X X X X O/E O/E O/E O/E Downin Jessica Hobart- 06130/26 X O/E X O/E X X X X X O/E X X Collis Melissa 06/30/25 O/E X X X X X O/E X O/E X X X Jensen Saul Mekies 06/30/25 X X O/E X X X O/E X X X O/E X Amanda 06/30/24 O/E X X X — — --- --- --- --- --- --- Remin ton Orville 06/30/24 X X X X — — -- -- -- --- Townsend David 06130/28 -- - -- X O/E X X O/E X X X Schwindt Colette 06/30/28 --- --- --- --- O/E X X X X X X X Atkins I Kev: X = Present O =Absent O/E =Absent/Excused NM = No Meeting --- = Not a Member CPRB REPORT OF SUMMARY DISMISSAL TO THE CITY COUNCIL I Re: Investigation of Complaint CPRB #24-06 Complaint CPRB #24-06, filed on October 7, 2024, regarding the conduct of an officer not employed by the City of Iowa City, was summarily dismissed as required by the City Code, Section 8-8-3 (A), A "complaint to the board" is an allegation of misconduct lodged against a sworn police officer ("police officer" or "officer") employed by the Iowa City Police Department, where the complained of activity occurred while the officer was acting in the capacity of a sworn police officer and Section 8-8-3 (E), requiring that only those complaints which do not involve the conduct of an Iowa City sworn police officer may be subject to summary dismissal by the board. City Code Section 8-8-3 (E): Only those complaints to the board which do not involve the conduct of an Iowa City sworn police officer or are not filed within one hundred eighty (180) days of the alleged misconduct may be subject to summary dismissal by the board. Dated: December 10, 2024 FILE] DEC 112024 City Clerk Iowa City, Iowa Item Number: 4.d. I, CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Human Rights Commission: November 26 Attachments: Human Rights Commission: November 26 Final Minutes Human Rights Commission November 26, 2024 Emma J. Harvat Hall Commissioners present: Roger Lusala, Doug Kollasch, Mark Pries, Vianna Qadoura, Kelsey Paul Shantz, Idriss Abdullahi, Emily Harkin. Commissioners present via Zoom: None. Commissioners absent: Jahnavi Pandya, Elizabeth Mendez Shannon. Staff present: Stefanie Bowers. Recommendation to City Council: None. Meeting called to order: 5:34 PM. Native American Land Acknowledgement: Kollasch read the Land Acknowledgement. Public comment of items not on the agenda: None. Approval of meeting minutes of October 22, 2024 & November 4, 2024: Pries moved; the motion was seconded by Lusala. Motion passed 7-0. Updates on Outreach and Engagement by the Police Department: Staff provided a handout from the new Community Outreach Sergeant Eric Nieland. Funding request: Pries moved and Lusala seconded, to provide funding to the Johnson County United Nations Association for its program, Human Rights: Engagement into Action being held on Tuesday, December 10 at 6PM in Meeting Room A at the Iowa City Public Library. The event will engage seven of the former "Night of 1000 Dinners" honorary NGOs in a set of roundtable discussions about the state of human rights in Johnson County, specifically in the areas that they work in. Strategic Plan: Commissioners spoke about meeting in December in order to go into the New Year with a clear plan. Paul Shantz asked if there will be new commission members joining at the start of the new year. Staff answered there will be one new commissioner. Lusala asked when the new member would start with the commission and staff answered their term starts the first of January. It was agreed that commissioners would read the Strategic Plan document on their own time and come prepared to discuss it at their next meeting. A motion was announced to put the strategic plan on the agenda for a special December meeting date. Paul Shantz suggested to use the December meeting to discuss the material but wait until January to vote to approve the plan. It was agreed this matter could be included in next meeting's discussion. Racial Equity and Social Justice Grant (RESJ): Kollasch started the discussion by asking commissioners if they had any questions on the reports submitted to the commission. Lusala shared the idea of possibly inviting members who submit reports to the meetings in order to ask questions and discuss their work. Kollasch shared that he would like to add into the criteria of the grant that the recipients would present a progress report to the commission. Paul Shantz brought up a previous idea of assigning a commissioner to each grant recipient in order to maintain communication and a positive relationship with the commission. Kollasch brought up the fact that City Council had concerns about grants and the process that boards and commission use to recommend awardees. Kollasch asked staff if there were any directives that came from the discussion that would be important for the commission to know. Staff answered that the focus wasn't necessarily on the racial equity and social justice grant. The main concern seems to come from who has received funding previously. Staff also mentioned making sure those applying for the grant are applying to the right grant or if they should be directed to other city funding opportunities. Pries asked staff if all grants are approved City Council regardless of the board or commission. Staff answered that all grants that come from a city board or commission go to City Council for approval. The commission discussed whether the City Council reviews who has or hasn't received a grant previously from the city. RESJ Grant Review The commission reviewed the updated RESJ Grant application and rubric with staff. • Staff read the updated Purpose section of the grant and prefaced that the language used comes from the Human Rights Ordinance along with the City Council's strategic plan. Staff also explained that the grant period would likely start sometime in February and questioned if the commission would like to give less time than the four weeks currently allocated for applications to be submitted. • Commissioners discussed the timeline and clarified that with a potential release date of February 1s' submissions would be ready for review by March 15Y which would keep the commission on a similar timeline they have previously operated on. Lusala suggested allowing three weeks for submissions due to the fact the starting date for applications is later than usual and would allow the commission to review applications sooner. Paul Shantz confirmed with staff the timeline and staff noted the commission is about one month behind their usual release date on the grant. However, if the applications are opened by February 1s' and reviewed in March it would be pretty much the same timeline. Paul Shantz suggested keeping submissions open for a full four weeks to allow all applicants ample time. Kollasch agreed the four weeks may be best for applicants. Staff noted a decision could be made later. • Protect Requirements were discussed next with staff noting the language of this section comes from the Human Rights Ordinance and/or the City Council's strategic plan. Points 1, 2, 5 and 6 of this section come from the City Council's strategic plan, 3 and 4 come from the Human Rights Ordinance. • Project Eligibility Criteria was reviewed, and staff confirmed the project duration dates are not at all flexible. Lusala asked for clarification that it can be a repeat organization as long as their project is new. Staff confirmed, yes. Kollasch asked if there is a way to define a "new" project. Lusala offered that although the mission may be the same for an organization the commission should look at the target of the project being proposed to consider if it is "new" compared to their last grant submission. Staff confirmed the main purpose of this statement is to avoid giving the same organizations money for the same project(s) year after year. Paul Shantz suggested defining what the commission's definition of a "project" is and using that as a chance to disclaim they would like the project to be a new effort that contributes something beneficial to the community. Staff suggested linking people to previously funded projects to use as an example. Qadoura asked staff if there is a list of previous recipients of the grant. Staff confirmed, yes. Lusala clarified that the commissioners will receive the list in a later email when it is time to review applications. Lusala also clarified that the commission will be responsible for reviewing each application and accepting or denying applicants, which is when previous recipients come into consideration. Staff confirmed that the city is requiring staff to provide a list of previous recipients to board and commissions offering grant opportunities. • Ineligible Expenses, Paul Shantz asked Staff if it may be necessary to provide an explanation for "operational costs" listed under ineligible expenses due to confusion in the past. Staff confirmed a previous description can be included. Paul Shantz also requested clarification for "consultant fees" listed under ineligible expenses. Staff agreed to provide clarification. Kollasch requested including specifics in the clarification on the application. • P2. Next, Applicant Eligibility was reviewed. Staff noted a new ineligibility requirement "Applicants cannot be for profit businesses..." Kollasch brought up that some organizations have concerns regarding budget restrictions. Kollasch read from an email from CommUnity that noted while they have a large annual budget a lot of the money is restricted to specific services and does not properly reflect their operating budget for new projects. Lusala shared his experiences working with non -profits and the reality that a majority of annual budgets are restricted to one particular service or resource. Qadoura agreed it is hard to draw a line and recommended considering the organization itself. Paul Shantz proposed removing the limit and writing "The annual budget of requesting organizations will be reviewed." Pries clarified that they will still be asking for the annual budget total in the application. Staff confirmed, yes. Paul Shantz suggested requiring that question to be answered. Staff confirmed it is required. Lusala suggested requesting an organization's 990 in order to get a better picture of the organization's entire budget. Paul Shantz questioned the wording of the first bullet point "The organization must be physically located in Iowa City." Paul Shantz suggested an alternative requirement that would read "The project must serve Iowa City residents primarily." Staff was unsure of the City's stance on the matter but shared that there is a strong preference for the organizations to be Iowa City based. Staff also noted that there would need to be a way to quantify the amount of people being helped within Iowa City. Qadoura shared her concerns for organizations operating out of Coralville but benefiting Iowa City residents as well. The alternative would be to change the wording that allows the commissioners to decide if Iowa City residents benefit from the organization enough to be considered. Harkin suggested changing the wording to "The project must only serve Iowa City residents." Lusala brought up the fact that this would be hard to track and may discriminate to those living outside of Iowa City. Staff clarified this rule comes more for the selection process rather than the applicants themselves. With all things considered it was agreed to leave the rule as is for the time being. • Funding Restrictions was discussed with staff explaining that the $10,000 suggested maximum would allow for more organizations to be funded, however the decision will ultimately be up to the commission. Kollasch and Pries stated they agree with the $10,000. Paul Shantz shared her reservations on the limit stating organizations may then be limited to what they can accomplish. Kollasch recognized Paul Shantz concerns and offered a possible limit of fifteen to twenty thousand dollars. Kollasch also explained that a new goal is to spread the funding out more across the city to more groups. Paul Shantz responded that her understanding was a focus on diversification rather than reach. Lusala shared that he was in favor of reaching more people/ organizations rather than allocating a majority of funds between fewer organizations. Kollasch confirmed with staff that this can be changed in later years if the commission feels they would like to change the maximum amount to be allocated to each organization. Lusala offered the idea of $12,500 as a maximum amount. Qadoura asked about including a clause that states if the organization has previously received this grant, they cannot receive more than X amount this time around. Qadoura's question will be addressed in the next bullet point. Staff informed the commission that some organizations do not use the full amount of the grant they receive and have to return the remaining balance to the city, therefore limiting the maximum amount to be received may help with this concern. Staff suggested settling on $20,000 as the maximum amount to be received. Commissioners agreed. Paul Shantz requested to include in the presentation given to new applicants an average amount typically granted so there is an understanding that receiving the full amount ($20,000) is exceptional. The next point regarding previous recipients of the grant receiving a lesser amount was discussed. Kollasch shared he fully supports this point. The commission decided the maximum to be received by previous grant recipients (in the last two years) is no more than $5,000. • Reviews and Funding Allocation. All were in agreement and understanding for this section. Grant Responsibilities were discussed. Pries clarified that the grant would operate on a reimbursement basis. Staff reiterated this will be a new approach to allocating grant funds. Paul Shantz and commissioners agreed the new reimbursement approach is favored. Staff explained the next point would require grant recipients to submit three quarterly reports to the commission along with a final report. Pries asked if the report would be solely up to the recipient or if there is a form/ template that can be provided. Staff confirmed a template can be created and provided if need be. Commissioners agreed that a quarterly report could include video and photos. • Application: Staff read through the application. Commissioners had no changes. • Rubric: Lusala asked if applicants will have access to the rubric. Staff confirmed, yes. Paul Shantz asked about reworking the section of project outcome expectations to make it more accessible and to create meaningful feedback. Staff will reword this part of the rubric. 4 Qadoura asked how commissioners are to know if applicants have a history of implementing projects well (Scoring Criteria #6). Lusala answered they will receive a list of previous recipients. Pries agreed that is not enough information for commissioners to understand and score organizations off. Paul Shantz suggested encouraging applicants to include as much detail as possible when it comes to touching on topics the commission is clearly looking for. Lusala commented it may be the commissions responsibility to check the history of applicants. Staff suggested changing the wording of the criteria and adding a question that addresses their ability to follow through with the project. Commissioners agreed to staff's suggestion. Abdullahi touched on the third point of the criteria regarding the project's benefit to the community. Abdullahi suggested adding into the application how they will measure the success/ impact of their project. Staff stated a similar question was used in a previous application and can be included in the new one as well. Commissioners agreed to the change. Kollasch stated question 5 on the application may help commissioners measure the impact and goal for each project. Paul Shantz asked staff if there could be character limits for each text section to keep answers on topic and meaningful. Staff offered to check with other departments about lowest and highest character counts for other grants to come up with a suggested limit. A motion to approve the Racial Equity and Social Justice Grant for fiscal year 2025 as discussed and edited was moved by Lusala and seconded by Qadooura. Motion carried 7-0. December Meeting Date: Kollasch suggested Thursday, December 12th for a special meeting on the strategic plan. Commissioners agreed this time would work to meet. Announcements of Commissioners: Lusala: Wished all a happy time with family. Abdullahi: Wished those celebrating a Happy Thanksgiving and all commissioner to enjoy the holiday. Paul Shantz: Shared news that a member of the Peace in Our Cities network she works with has successfully launched an office of violence prevention in Bristol, UK. Kollasch: Shared he has been reappointed for a full term and also accepted the proclamation for Transgender Day of Remembrance at last week's City Council meeting. Kollasch wished all a happy holiday and to enjoy the time with family. Harkin: Thanked the commissioners for welcoming her to her first commission meeting. Pries: Encouraged commissioners to visit the Cedar Rapids Art Museum to view an exhibit titled A More Perfect Union: Political Art from the Collection. Pries also spoke on his work with Interfaith Alliance and the film on Christian Nationalism. Qadoura: Shared that the Iowa City Mosque has welcomed a Christian Homeschooling Co -Op group. Also, the Coralville Food Pantry will host a community meal on December 6'" at S:OOpm. She ended with asking commissioners to keep those suffering due to war in mind. Announcements of staff: Staff announced there will be a third -floor remodel so the Equity and Human Rights Office will be relocating to the Robert A. Lee Recreational Center Meeting Room A. Adjourned: 7:32 pm. Human Rights Commission ATTENDANCE RECORD YEAR 2024 (Meetinu Date) NAME TERM EXP. 1/23 2/27 3/4 3/26 4/23 5/28 7/23 8/27 9/24 11/26 12/12 ahnavi Pandya 2024 X X X X X X X X A A Emily Harkin 2024 P Doug Kollasch 2024 X X X X X X Z X X P Tana Qadoura 2025 X X X X X X X X X P driss Abdullahi 2025 X Z X Z A P Mark Pries 2025 X A X X X X X X X P Roger Lusala 2026 X X X A X X X X X P Kelsey Paul Shantz 2026 X X X X Z X X A X P Liz Mendez -Shannon 2026 X X X A Z X X A X A KEY: X = Present A = Absent Z = Present via Zoom Item Number: 4.e. a CITY OF IOWA CITY "QR T-4 COUNCIL ACTION REPORT February 4, 2025 Senior Center Commission: December 19 Attachments: Senior Center Commission: December 19 Approved Minutes December 19, 2024 MINUTES SENIOR CENTER COMMISSION December 19, 2024 Room 311, Iowa City Senior Center Members Present: Nancy Ostrognai, Jay Gilchrist, Warren Paris, Angie McConville Members Absent: Ross Taylor, Lee McKnight, Betty Rosse Staff Present: LaTasha DeLoach Others Present: CALL TO ORDER: The meeting was called to order by Gilchrist at 4.00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE NOVEMBER 21, 2024 MEETING: Motion: To accept the minutes from the November 21, 2024. Motion carried on a 4/0 vote. Paris/Ostrognai PUBLIC DISCUSSION: OPERATIONAL OVERVIEW: DeLoach reported the January/February program guide is available. The Black History Ball will be February 8t", tickets go on sale on January 2nd. The Elegance of the Harlem Renaissance is the theme. A new awning was installed at the Washington St entrance. The City's engineering department will be having a renovation next year and during that time some of their staff will be working from the Senior Center. The windows and door project will be bid on soon and the interior design phase is still on track to start next year. DeLoach explained that before she was hired in this position the Senior Center's two facilities staff were moved from the Senior Center department to Government Approved Minutes December 19, 2024 Facilities department. Senior Center staff submit tickets for items that need attention from facilities staff. DeLoach presented updates to the Locker and Code of Conduct policies. The City attorney's office has reviewed the policies. The Locker Policy proposals include clarifying what can and can not be stored in a locker and staff not allowing anyone but the renter to have access to a locker. The memorandum in the packet outlines the proposal to increase the locker fee from $5/month to $15/month. This increase is in line with the cost (at 50 cents/day) of the Recreation Center, however the Senior Center will still allow monthly rentals and people can leave their items overnight. Only Senior Center members can rent lockers. COMMISSION DISCUSSION: Paris asked when the new locker cost would be implemented. There will be a minimum of a 90-day notice. Motion: To adopt the updated Locker Policy and pricing increase. Motion carried on a 4/0. McConville/Paris The Commission discussed the Code of Conduct. DeLoach clarified that they Code of Conduct Policy is something that is in place for all community members who use the facility. It helps guide staff by clarifying what is expected of all community members, so the policy is applied equally to all. There was a minor language change from the policy in the packet in section 3i to read, "Using public restrooms, sinks, or fountains for personal hygiene activities". Motion: To adopt the updated Code of Conduct Policy. Motion carried on a 4/0. Ostrognai/McConville Commissioners discussed nominations of the executive committee. Voting on the executive committee will occur next month. Commissioners asked for clarification on the window and door replacement timeline. DeLoach noted the CIP funds are available in 2025 and the project will occur next year. Paris asked about repair to the Ecumenical Towers connecting door. It will be fixed next week. Paris asked about the elevator speed. DeLoach noted there are CIP funds to replace the elevator in the near future. Gilchrist would like to have reports from other staff members. DeLoach also noted that partner organizations, like TRAIL, can come and do a presentation as 2 Approved Minutes December 19, 2024 well. She noted that TRAIL will be relocating in the building to room G03 in the near future. Meeting Adjourned. Approved Minutes December 19, 2024 Senior Center Commission Attendance Record 1/18/24 2/15/202 3/21/24 4/18/24 5/16/24 6/20/24 7/18/24 8/15/24 9/19/24 10/17/202411/21/2204 12/19/24 Name Term Expires 4 Betty 12/31/26 -- -- X X X NM NM O/E X X X O/E Rosse Jay 12/31/25 NM X X X X NM NM X X O/E X X Gilchrist Angela 12/31/24 NM X X X O/E NM NM X X X O/E X McConville Lee 12/31/27 NM X X O/E X NM NM X X X O/E O/E McKnight Nancy 12/31/26 NM X X X X NM NM X X X X X Ostrognai Ross 12/31/24 O X O O O Taylor Warren 12/31/25 NM O X X X NM NM O X O X X Paris Key: X =Present O =Absent O/E=Absent/Excused NM =No meeting -- = Not a member