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Home My WebLink About2025-10-07 Bd Comm minutesItem Number: 4.a. CITY OF IOWA CITY COUNCIL ACTION REPORT October 7, 2025 Civil Service Commission: September 4 Attachments: Civil Service Commission: September 4 Minutes — Final City of Iowa City Civil Service Commission Thursday, September 4, 2025 — 8:15 a.m. Helling Conference Room Members Present: Rick Wyss, Ashley Jennings, Eleanor Dilkes Members Absent: none Staff to the Commission Present: Tracy Robinson Other Parties Present: Chris O'Brien, Police Chief Dustin Liston, Fire Chief Scott Lyon, Brandon Pflanzer Recommendation to Council (become effective only after separate Council action): None. Call to Order: Wyss called the meeting to order at 8:20 a.m. Certification of hiring list for Police Officer: After a brief discussion, A. Jennings moved and Dilkes seconded to certify the list as presented. All were in favor. Deputy Fire Chief promotional testing: After a brief discussion, Dilkes moved and A. Jennings seconded to approve the process as proposed by staff in the August 28, 2025 memo. All were in favor. Commission Policies and Procedures update with potential action: O'Brien provided a brief summary of the updated Policies and Procedures. Discussion resulted in a few minor edits by Commissioners. Dilkes moved and A. Jennings seconded to approve the document as amended. All were in favor. Civil Service Commission ordinance update: Robinson provided a brief update regarding the ordinance increasing in the size of the Civil Service Commission. Adiournment• A. Jennings moved and Dilkes seconded to adjourn, all were in favor, and the meeting was adjourned at 8:54 a.m. t r i September 4, 2025 To: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination — Police Officer CITY OF I OINA CITY 410 East Washington Street Iowa City, Iowa 52240- 1 826 (319) 356-5000 (319) 356-5009 FAX www.icgov.org We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby certify the following named person(s) as eligible for the position of Police Officer. 1. Jordan Gallagher 2. Jack Huberty 3. Eli Naylor Iowa City Civil Service Commission Ri gss �l -w r J e j, , Jam_ 1 e, Ashley Jen ATTEST: ReII14 Grace, City Berk September 2025 American Hispanic or Indian or Total p Latino Alaska Native _ 97 3 15 1 Police Officer Asian Recruitment Black or African American Native Hawaiian or Other White Two or More Pacific Races Islander Undisclosed Applications Received Undisclosed 1 2 Female 3 4 16 10 44 4 2 Male 79 10 Written Test 20 Undisclosed Female 4 2 2 Male 16 3 1 1 2 7 3 Physical Fitness 13 Undisclosed Female 2 1 1 Male 11 2 1 5 3 Interview 7 Undisclosed Female Male 7 1 1 5 Certified Hiring List 3 Undisclosed _ Female _ Male 3 3 The data reported reflect the number of candidates who participated in each stage of the process. Participation was not required in the written test if the candidate was ILEA certified or had a documented passing POST score within the specified timeframe. Participation in the physical fitness test was not required if the candidate was ILEA certified or submitted acceptable documentation of successful completion of the physical fitness test with another state law enforcement agency within the specified timeframe. Iowa City Civil Service Commission Policies and Procedures The Iowa City Civil Service Commission hereby establishes the following policies and procedures. The Commission's main purpose is to ensure that public sector employment is based on merit and ability. Section 1- General 1. Secretary and Clerk to the Commission The Human Resources Administrator serves as the designated secretary and staff contact for the Commission. Documents filed with the Human Resources Administrator will constitute filing with the Civil Service Commission for the purposes of Chapter 400, the Code of Iowa. Documents filed with the City Clerk shall constitute filing with the clerk to the Civil Service Commission for purposes of Chapter 400, the Code of Iowa. 2. Coverage — Exclusions These rules and regulations shall apply to all permanent positions within the employment of the City of Iowa City with the exception of the following positions: City Manager, Deputy City Manager, Assistant City Manager, the Directors of Finance, Public Works, Neighborhood and Development Services,, Parks and Recreation, Transportation Services, and the Directors of any other city department as may be created; Police Chief*, Fire Chief*; Human Resources Administrator; City Attorney; Assistant City Attorneys; Civil/Human Rights Coordinator; City Clerk, Deputy City Clerk; all Division Heads; Assistants to the City Manager; Secretaries to the Department Directors; employees of the Library Board or Airport Commission; and any other positions specifically excluded by the Code of Iowa. *The positions of Police Chief and Fire Chief shall receive the benefits of the Iowa Civil Service Act for selection purposes and Civil Service status under Iowa Code Sections 400.13 and 400.14. Section 2 -Civil Service Examination and Hiring The Commission establishes the following protocols for determining the qualifications for certification of applicants for positions covered by the Iowa Civil Service Act, Chapter 400, the Code of Iowa. 1. Eaual Employment Opportunity The Iowa City Civil Service Commission is committed to providing equal employment opportunities for all employees or potential employees of the City and will not unlawfully discriminate except where age, sex, or physical or mental ability constitute a bona fide occupational qualification necessary for job performance, or retaliate for the exercise of any right enumerated by Chapter 400. 2. AUpiication Procedures • The Human Resources Division will develop and make available suitable employment application forms. • Except in emergency situations, the Human Resources Division shall prepare an announcement which describes all permanent job openings, which shall be posted in City Hall and other designated posting areas for not less than ten days. During this period persons who wish to compete for the position posted may submit an application to the Human Resources Division. Position announcements will specify the position requirements as established by the job description, application process, and the deadline for submitting an application. Following the receipt of applications, the Human Resources Division and/or appointing authority will evaluate the qualifications of all applicants to establish possession of the knowledge, skills and abilities necessary for successful job performance, as listed in the job announcement. Position reclassifications will not be considered subject to posting/examination requirements. 3. Testing Procedures Under the authority of the Civil Service Commission, the Human Resources Administrator or their designee will authorize testing for Civil Service positions and will develop and administer examinations for the purpose of determining the qualifications of applicants for positions under Civil Service. The examinations will be constructed and administered to fairly test ability of the applicant to discharge the duties of the position to which the applicant seeks appointment. Examinations may consist of review of application materials, oral interviews and/or written, practical, or physical agility examinations as are appropriate to the position. Testing procedures for Police Officer and Firefighter entry-level positions and for the creation of Police and Fire promotional lists will be subject to majority approval by the Civil Service Commission. 4. Certification of Persons Eligible for Appointment • Certification of Police Officer and Firefighter entry-level and promotional lists will be subject to approval by a majority of the Civil Service Commission. • Under the authority of the Civil Service Commission, the Commission Chairperson may certify hiring lists for other Civil Service positions. The Vice - Chairperson may certify hiring lists in the absence of the Chairperson. Any approved hiring and promotional lists, other than a reserve list for original appointment, shall be certified to the City Council by filing with the Iowa City City Clerk's Office and inclusion in the City Council information packet. • The Department Director or designee may, at their discretion, select any applicant for appointment from the appropriate list, with the following exceptions: o Veterans Preference Honorably discharged veterans of the United States military as defined by Chapter 35 of the Iowa Code shall, if otherwise qualified, be given preference over other applicants of no greater qualification for appointments from a non -promotional certified list. This preference is the same as provided in Iowa Code Section 400.10. o Certified Lists — Length All newly created offices or other vacancies in positions under civil service which shall occur before the beginning of the next examination for such positions shall be filled from said lists. Temp ra ry_Ap po i n t ment When no certified eligible list exists or when the eligible list shall be exhausted, the person having the appointing power may temporarily fill a vacancy until an examination can be held and the names of qualified persons be certified by the commission. Temporary appointments, with the exception of persons temporarily acting in positions regularly held by another, must be limited to 90 days for any one person. Section 3 — Seniority On behalf of the Commission, the Human Resources Division shall prepare and post a list indicating the civil service seniority standing of each civil service employee. This list will be posted in the Human Resources office in City Hall on or before July 1 of each year and will remain posted until July 15th. It will be kept on file and available for review upon request in the Human Resources office for the remainder of the year. Section 4—Appeal Hearing Proceedings The Civil Service Commission shall require that all parties comply with the procedure and timelines for appeal of peremptory removal, discharge, demotion or suspension of a person holding civil service rights established in Chapter 400 400.18-400.27 of the Code of Iowa. Appeal Hearing Proceedings: 1. The Commission shall hear the evidence upon the specification of charges as filed with it by the appointing authority. The proceedings shall be as informal as is compatible with the requirements of justice. 2. The Commission shall have the power to subpoena and to require the attendance of witnesses and the production of pertinent documents, and to administer oaths. The parties may be represented by counsel or by their authorized collective bargaining representative. 3. The Commission shall provide for the production of evidence and exchange of exhibits in advance of the hearing. The appointing authority shall mark its exhibits with numbers and the employee shall mark their exhibits with letters. 4. The order of business at the hearing shall be as follows: The appointing authority shall present evidence in support of the charge. The appellant or their counsel shall then produce such evidence as they may wish to offer in support of the appeal. The parties in interest may then offer rebuttal evidence. b. If the employee shall fail to appear or be represented at the time fixed for a hearing, the Commission shall hear such evidence as may be produced, or as it shall deem proper or necessary and make a finding according to the evidence. C. The appeal hearing shall be public. However, upon the request of the employee, the deliberations of the commission shall be held in closed session. d. Upon conclusion of the appeal hearing, the final decision of the Commission shall be based on a majority vote of the Commission, shall be made in writing, and shall include the findings of fact and conclusions relied upon, and reasoning or rationale for the decision, separately stated. The final decision shall be rendered and served upon the parties by certified mail within thirty days of the close of the record unless the parties consent to a later date in writing or on the record. The final decision may be served upon an employee by electronic mail with the consent of the employee. 5. The Commission may, in its discretion, require each party to submit, prior to the hearing, a written statement containing any or all of the following: 1) statement of facts; 2) name of each witness the party intends to call; 3) specifications of which each witness has personal knowledge; 4) essence of the testimony to be given; and 5) basis for the witness' knowledge; b. limit each side to a certain number of witnesses based on which issues or specifications the Commission wishes addressed; C. limit the length of examination, direct and cross, of any witness called; d. itself conduct the direct examination of any witness called and limit the length of the cross-examination by any party; e. rule on the admissibility of evidence; f. refuse to allow or limit the length of opening or closing arguments of the parties involved; g. limit the scope of testimony to only those specifications which constitute an adequate basis for termination, suspension or demotion; h. may require the attendance of witnesses and the production of documents/exhibits through the use of subpoenas. In the event that a party should designate a witness to be subpoenaed, the Commission shall issue it for that party. Adopted by Civil Service Commission: September 4, 2025 Replaces Iowa City Civil Service Commission Policies and Procedures adopted by Civil Service Commission: September 1, 2011 Replaces Rules of Procedure for Appeals and Hearings adopted by Civil Service Commission: November 29, 1989 Board/Commission: Civil Service Commission Attendance Record Last 12 months (Meeting Date) Name Term Expires 10/29/24 X 2/21/25 4/21/25 5/30/25 7/16/25 9/4/25 X Rick Wyss 4/3/28 X X X X -Ashley Jennings 4/6/26 X X X I X X X Eleanor Dilkes 4/1/29 --- --- X X X X Chi O boko 4/7/25 O/E O/E --- --- --- --- KEY: X = Present O = Absent O/E = Absent/Excused NM = No Meeting --- = Not a Member Item Number: 4.b. I, CITY OF IOWA CITY COUNCIL ACTION REPORT October 7, 2025 Housing & Community Development Commission: August 18 [See Recommendations] Attachments: Housing & Community Development Commission: August 18 [See Recommendations] CITY OF IOWA CITY MEMORANDUM Date: September 22, 2025 To: Mayor and City Council From: Brianna Thul, Community Development Planner Re: Recommendations from Housing and Community Development Commission At their August 18, 2025 meeting, the Housing and Community Development Commission made the following recommendations to the City Council: By a vote of 5-0 the Commission recommends the following funding recommendations for FY26 Non -Legacy Aid to Agencies: HCDC Applicant FY26 Request Recommendation Access 2 Independence $5,000 $0.00 Agape Cafe $7,500 $7,500.00 Community Inclusion Club $7,000 $6,250.00 Community Transportation Committee $15,000 $0.00 Escucha Mi Voz $15,000 $6,250.00 Field to Family $15,000 $0.00 Free Mental Health Clinic $5,000 $5,000.00 Healthy Kids Clinic $10,000 $0.00 Immigrant Welcome Network of Johnson County $15,000 $0.00 Iowa City Hospice $10,000 $0.00 Iowa City Sober Living $15,000 $0.00 Iowa Legal Aid $15,000 $0.00 Iowa Valley Resource Conservation and Development $5,000 $0.00 Junior Achievement of Eastern Iowa $15,000 $0.00 Kids First Law Center $15,000 $5,000.00 NAMI JC $15,000 $0.00 Open Heartland $10,000 $0.00 St. Andrew Presbyterian Church $7,000 $0.00 Successful Living $15,000 $0.00 Visiting Nurse Association $15,000 $0.00 Wright House $15,000 $0.00 Total $246,500 $30,000.00 September 22, 2025 Page 2 Additional action (check one) No further action needed Board or Commission is requesting Council direction X Agenda item will be prepared by staff for Council action (approved by Council at the September 2, 2025 meeting) MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION AUGUST 18, 2025 — 6:30 PM FORMAL MEETING E M M A J. HARVAT HALL, CITY HALL FINAL MEMBERS PRESENT: Maryann Dennis, Amos Kiche, Sarah Murray, Thomas Rocklin, Kyle Vogel MEMBERS ABSENT: Karol Krotz STAFF PRESENT: Brianna Thul, Sam Turnbull OTHERS PRESENT: Beth Anne Pigge (Iowa City Sober Living), Laura Semprini (NAMI JC), Simona Galea (IWNJC), Jenny Britton (Agape Cafe) RECOMMENDATIONS TO CITY COUNCIL: By a vote of 5-0 the Commission recommends the following funding recommendations for FY26 Non - Legacy Aid to Agencies: FY26 Staff HCDC Applicant Request Recommendation Recommendation Access 2 Independence $5,000 $0.00 $0.00 Agape Cafe $7,500 $7,500.00 $7,500.00 Community Inclusion Club* $7,000 $0.00 $6,250.00 Community Transportation Committee $15,000 $0.00 $0.00 Escucha Mi Voz $15,000 $0.00 $6,250.00 Field to Family $15,000 $0.00 $0.00 Free Mental Health Clinic $5,000 $0.00 $5,000.00 Healthy Kids Clinic $10,000 $0.00 $0.00 Immigrant Welcome Network of Johnson County $15,000 $0.00 $0.00 Iowa City Hospice $10,000 $0.00 $0.00 Iowa City Sober Living $15,000 $0.00 $0.00 Iowa Legal Aid $15,000 $0.00 $0.00 Iowa Valley Resource Conservation and Development $5,000 $0.00 $0.00 Junior Achievement of Eastern Iowa $15,000 $0.00 $0.00 Kids First Law Center $15,000 $7,500.00 $5,000.00 NAMI JC $15,000 $15,000.00 $0.00 Housing and Community Development Commission August 18, 2025 Page 2 of 9 Open Heartland $10,000 $0.00 $0.00 St. Andrew Presbyterian Church $7,000 $0.00 $0.00 Successful Living $15,000 $0.00 $0.00 Visiting Nurse Association $15,000 $0.00 $0.00 Wright House $15,000 $0.00 $0.00 Total $246,500 $30,000.00 $30,000.00 CALL MEETING TO ORDER: Vogel called the meeting to order at 5:30 PM. CONSIDERATION OF MEETING MINUTES: JULY 21, 2025: Kiche moved to approve the minutes of July 21, 2025. Dennis seconded the motion. A vote was taken and the minutes were approved 5-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: None. DISCUSS FY26 NON -LEGACY AID TO AGENCIES (FORMERLY "EMERGING") FUNDING REQUESTS AND CONSIDER BUDGET RECOMMENDATION TO CITY COUNCIL: Thul shared a spreadsheet showing the requests that were received for FY26. One column of the spreadsheet shows the staff recommendations and details on those recommendations were included in the memo in the agenda packet. The blank column is what the Commission will need to complete tonight. Vogel first wanted to acknowledge to all the applicants that there was an incredible amount of very qualified applications for projects and programs. What he hopes is that no one goes away from here feeling unappreciated, however, the fact is the Commission has a very limited budget and simply could not award money to everyone. Dennis stated she really appreciated the staff memo and noted the Commissioners certainly don't have to stick to any of those, but it's interesting. In general, staff don't recommend funding an application for more than two years. She would personally agree with that, if they're Non -Legacy, which used to be Emerging, and an applicant has received funding within the last two years, that they are not considered anymore. Rocklin would support that approach. Murray stated how she looked at this was really about what could be completed with the greatest reach for the funding period. She acknowledged that there's pluses and minuses to both views, but she viewed it as what could accomplish a full goal. Her biggest recommendations were the Community Inclusion Club to provide those events for the totality of the year and looking at the events that could start and finish during the funding time. She also noted the Community Transportation Committee. Transportation is consistently one of the top needs through Iowa City and Johnson County and the connected areas. Also the Agape Cafe, she particularly liked that they don't require a threshold requirement. That is harder and harder to find, especially for people who are hovering just over a threshold. Dennis agrees about the Agape Cafe and noted staff also recommended it. Housing and Community Development Commission August 18, 2025 Page 3 of 9 Vogel stated he would like to spread out the love as much as possible and agrees Agape Cafe has a general consensus that they all like that application and agree with that program. Rocklin agreed with Murray and looked at projects that would finish in the funding period. He also looked at some that looked like they would have effect beyond the period. St. Andrew Presbyterian Church would be the perfect example of that as they'll be putting in the outlets and refrigerating food for the indefinite future. Dennis felt that St. Andrew Presbyterian Church foot the bill for that. Rocklin noted it was hard to tell for a lot of the organizations whether they are fit to grow or not and whether they have the capacity. They received requests from organizations that have a couple million dollars in reserve, but he don't know what that's programmed for or it is unrestricted reserves. Kiche did not agree with St. Andrew. Vogel supports St. Andrew Presbyterian Church for primarily the exact same reason, which is that it's an ongoing solution project. They can leave St. Andew for now. Vogel noted one that staff recommended, which was interesting was Kids First Law Center. He hasn't seen anything like that before, at least in his time here. This is a project proposal addressing a need that he feels the community has not seen before. He likes this organization because when looking at the applications, he was trying to address things that were outside of other ongoing agency stuff. He acknowledged housing is always big, and food assistance is big, but they haven't really ever addressed this subset before. Dennis stated most of the funding comes from corporate or individuals. She stated they're all good programs, all of them. She questions why they don't receive funding from the courts. It almost seems like it's an unfunded mandate, which she has never been a fan of. Rocklin noted they're actually a good example of what they were just talking about. They have about a million and a half of unrestricted assets and a million dollars of annual expenditures. They're a big organization and he wasn't sure if $15,000 is going to help that much. Murray noted in their application they stated with a $15,000 grant that will provide children with services worth more than $84,000. Dennis explained what they are asking for is money to help leverage an additional $84,000 into Iowa City partners. Thul stated the applicant shared some information in the Q & A about their fee structure and what a normal fee would be per hour versus what they're charging. Dennis is not in favor of funding Kids First. Kiche is in favor given the nature of all the populations that are poor and what they will be dealing with in terms of child cases, adoptions, and situations where maybe the children want to have a say about the conflict in their families and have an independent attorney that is not representing the father or the mother. These cases that are becoming common in cases of adoption — he has had some experiences with that. He also noted from the information in the annual report, he was convinced that lives have been changed by this. He wants to give them $5,000 because he wanted to be fair to others too. Housing and Community Development Commission August 18, 2025 Page 4 of 9 Vogel reiterated it is such a unique niche that he's never seen and honestly never thought about but it is a real problem. Dennis is not convinced. Rocklin is willing to keep it open and continued that at the end of the day all of this is comparative and would be interested in hearing thoughts about more applicants. Dennis liked Open Heartland. Vogel stated his problem was that they answered no on the question of whether they received any assistance in the last five years, and they have received a lot of funding. He found it weird that they answered that they had not. Rocklin noted that it's essentially support to buy more food, and they didn't show evidence that they were running out. Dennis liked that they provided food to many places in the community. Kiche asked if they the ones who don't have permanent staff and it is 100% volunteer basis. Thul confirmed that was correct. Vogel stated them answering no to the funding question when they had received pervious funding just makes it a no for him. Rocklin is sympathetic that it is all volunteer and maybe they don't know whether they got money last year, but that speaks to their functioning capabilities of the organization. Vogel stated the City supported the NAMI JC, but they were not on his list to support because they got money in 2021 so he did not consider this one closely. Rocklin noted they resubmitted the budget because the first one showed a $15,000 surplus, and in the resubmit they added a line of $15,000 for healthcare, but he doesn't understand what that is or how it relates to the project. He also noticed that in their agency budget, Our Place, which is where the peer support is headquartered, shows $64,000 in revenue and $49,000 in expenses for a net of nearly $15,000 so he couldn't quite align the budget with the request. It also would have helped a lot, not that it was required, to see a letter of support from the Free Lunch Program and Shelter House, where they proposed to do this work. Dennis stated NAMI is certainly a well -established agency in this area and they do a lot of fundraising. Kiche was worried about the location of 15,000 marks and when looking at the questions that the Commission sends, and then the answers, he was troubled by the negative balance that they've been having and was trying to reconcile looking at the tax return, and noted the director is getting something well over 60 something, but looking at this expenditure on salaries and benefits, it is $338,000 making him wonder if this is the salary, and why are they not showing that in the tax form. He acknowledged sometimes when you earn a certain amount, you don't need to file a return or report that on 1099, but that there's something missing. Vogel agreed it is interesting because the payroll and health care and retirement is $439,000 of their $571,000 revenue and then program expenses much less so yes there is a weird disconnect. Rocklin did notice two years of deficit spending, which is not a good sign for an organization. On the other hand, their current budget is considerably higher. He is not an expert, but he believes the salaries that !9 Housing and Community Development Commission August 18, 2025 Page 5 of 9 have to be listed on the 990 are the highest paid staff. On the program expenses, a lot of the salaries are allocated to program expenses so they're spending 69% on programs. Kiche was wondering about NAMI JC because they are the ones getting the highest allocation from the City so he is open to listening but the best he wants to do is $5,000 unless there is other persuasion from the rest of the Commission. Murray appreciates that they have been budgeting to pay peer support specialists as that has become more of the standard, but it's not a universal standard. She also thinks budget scrutiny is always good, but staff are expensive, especially the benefits. Vogel asked to hear top favorites from Commissioners that they have not discussed yet. Kiche stated when reviewing the applications, apart from looking at the areas like food, safety, housing and disability, he was looking at special populations too. He especially wants to support Escucha Mi Voz because of the population of the people they are supporting. Vogel agrees and liked their application as it was a very specific population. His issue was they have received a lot of recent funding from City sources so he did not have them on his list, but the $15,000 does make a difference with this population. Dennis would consider $5,000 for Escucha Mi Voz. In the past they've done a lot of research and it takes a lot of planning to get anything started. Additionally, community -wide, they're very well respected but since they have received that money from the City in the past she would consider $5,000 for them. Kiche agreed and was also thinking $5,000 would be the amount to give them. They are very good in long term, not only in terms of providing services to their clients, but they are helping the city with a lot of information that the city needs for planned health care, housing, and other things. Escucha Mi Voz was able to go out there and get a lot of survey responses and information and that is an organization that they probably need to support. Vogel stated the other thing he liked about it is this is a time when legal services for immigrants could potentially be the hottest topic in needs right now. Rocklin liked the work they proposed. It didn't quite float to the top, but he is not opposed. Rocklin liked The Free Medical Clinic project - psycho -educational workshops for paroled individuals during their reentry period. Staffed by volunteer medical students, supervised by social worker and faculty member. Again, he was looking for things that might have a longer lasting effect and this one is a development of modules and presumably those modules will be developed and used again. Actually providing the psycho -educational workshops that will actually be funded again somehow in future. Dennis agreed it is a very vulnerable population. Murray stated her only hesitation for this is that they partner with the University Hospitals and Clinics so she is curious about the deficit and how that could have been made by the University. Murray noted it says it will be conducted by volunteer students with clinical experience made through the partner college. Vogel thinks it is more of a student organization outreach program more so than an official UIHC program. Dennis asked about Iowa Valley Resource Conservation and Development, it seems like that one wasn't well received because it is statewide and they're working with other entities and maybe the resources will be spread out and not used in Iowa City. Housing and Community Development Commission August 18, 2025 Page 6 of 9 Kiche stated they aren't sure that the funding would be touching anyone in Iowa City. Rocklin noted they estimate that 50% of their beneficiaries are IC residents but they don't have a good way to estimate beneficiaries. Vogel stated there was a direct 40,000 pounds of fresh produce in Iowa City. Rocklin added that seven of their food service partners are located in Iowa City. Kiche indicated that they work with organizations like Table to Table and some of those are funded already in the Legacy projects. Dennis stated her favorite was Agape Cafe and others seem to agree. She proposes funding them more than $5,000. The Commission discussed allocations for Agape Cafe, Escucha Mi Voz, Free Mental Health Clinic and Community Inclusion. Murray stated the Community Inclusion Club was probably the first one that hooked her with it's goal to provide tailored events to persons with intellectual disabilities. The funding will be used this year and maybe if it's planned, executed, and completed within a funding year - it would hopefully be leveraged to get additional funding afterwards. Dennis noted with the allocations so far they are hitting food assistance, mental health, folks with intellectual disabilities, and immigrants so do they still want to allocate to the Kids First Law Center. Vogel would make an argument for the remaining $7,500 to go to the Kids First Law Center, it's something new and was also a staff recommendation. Murray moved to recommend the following funding recommendations for FY26 Non -Legacy Aid to Agencies. Kiche seconded A vote was taken and the motion passed 5-0. FY26 Staff HCDC Applicant Request Recommendation Recommendation Access 2 Independence $5,000 $0.00 $0.00 Agape Cafe $7,500 $7,500.00 $7,500.00 Community Inclusion Club $7,000 $0.00 $6,250.00 Community Transportation Committee $15,000 $0.00 $0.00 Escucha Mi Voz $15,000 $0.00 $6,250.00 Field to Family $15,000 $0.00 $0.00 Free Mental Health Clinic $5,000 $0.00 $5,000.00 Healthy Kids Clinic $10,000 $0.00 $0.00 Housing and Community Development Commission August 18, 2025 Page 7 of 9 Immigrant Welcome Network of Johnson County $15,000 $0.00 $0.00 Iowa City Hospice $10,000 $0.00 $0.00 Iowa City Sober Living $15,000 $0.00 $0.00 Iowa Legal Aid $15,000 $0.00 $0.00 Iowa Valley Resource Conservation and Development $5,000 $0.00 $0.00 Junior Achievement of Eastern Iowa $15,000 $0.00 $0.00 Kids First Law Center $15,000 $7,500.00 $5,000.00 NAMI JC $15,000 $15,000.00 $0.00 Open Heartland $10,000 $0.00 $0.00 St. Andrew Presbyterian Church $7,000 $0.00 $0.00 Successful Living $15,000 $0.00 $0.00 Visiting Nurse Association $15,000 $0.00 $0.00 Wright House $15,000 $0.00 $0.00 Total $246,500 $30,000.00 $30,000.00 STAFF & COMMISSION UPDATES: Thul thanked everyone for the thoughtful discussion and for reading all of the material. This was a difficult decision with so many applicants. Thul continued that the CDBG round will be next. As noted in the staff memo, they only received one application for the CDBG round which is not ideal, but might be a good introduction to the process for new Commissioners. The next HCDC meeting will be September 15 and the packet for that meeting will go out about a week before. Thul asked if Commissioners will have questions for the applicant to address through a Q&A and the Commissioners did not think so. Vogel noted for the new commissioners this CDBG round will be a great opportunity for them to get familiar with the whole scoring mechanism. The scoring for CDBG make sense and gives you a good idea of how organizations fall. There are strengths and weaknesses. They see a lot of the same solid organizations being awarded funding year after year because they continue to put out projects on time. Kiche asked for an excel version of the scoresheet. Thul confirmed she will send out that version and continued that staff are piloting software for scoring this year to see if it is something the Commission might be interested in down the road. Dennis asked if any of the applicants that they receive for Non -Legacy could also apply for CDBG in the future. She noted that none of them applied for facility improvements. Thul said its possible, staff do outreach during these funding rounds and if they think that there's somebody that might have a project, staff will reach out. Housing and Community Development Commission August 18, 2025 Page 8 of 9 Dennis wondered if it would make sense in the future when staff has the training session, to invite some of the Non -Legacy applicants who might want to learn about this. Thul stated they certainly can, they usually blast the press release out to everybody, but maybe some more targeted outreach to new applicants would be helpful. The biggest thing that usually trips up new applicants with federal funding is financial management and compliance with 2 CFR 200. Rocklin asked about next steps for Non -Legacy funding. Thul noted the next step for the Non -Legacy process is that the Commission's recommendations will be submitted to City Council, and then City Council makes the final budget decisions. She anticipates that will be at one of the September meetings and will follow up with the exact date. Rocklin stated that after the recent Legacy process, he wondered if it would be beneficial for a member of the Commission to talk a bit about the process to inform others about the work they do. Dennis noted that for new people, this process was baptism by fire. Vogel agreed that there were so many applications. Rocklin agreed that this was a lot of work and it is good for Council to know. Dennis continued that everyone read every application and that is good for others to understand. ADJOURNMENT: Dennis moved to adjourn, Rocklin seconded the motion and a vote was taken and the motion passed 5-0. Housing and Community Development Commission August 18, 2025 Page 9 of 9 Housing and Community Development Commission Attendance Record 2024-2025 Name Terms Exp. 5116 6113 8119 9116 10/21 3124 4121 5119 6116 7121 8118 -- -- A A P A A D D D D Balde, Daouda 6/30/27 P P P A A P P A P Borgen, Horacio 6/30/25 (zoom) P P P P P P P P P P P Dennis, Maryann 6/30/25 -- -- -- -- -- P P P P P P Kiche, Amos 6/30/25 -- -- P P A P P P P P Kivarkis, George 6/30/27 (zoom) (zoom) P P A P P A A P P A A Krotz, Karol 6/30/27 -- -- -- -- -- -- -- -- -- P P Murray, Sarah 6/30/27 P P P P P Patel, Kiran 6/30/26 P P A P A Pierce, James 6/30/26 -- -- -- -- -- -- -- -- -- P P Rocklin, Thomas 6/30/28 P A P A p Szecsei, Denise 6/30/25 A A P P P P P P P P P Vogel, Kyle 6/30/26 Key: P = Present A = Absent * = Resigned -- = Vacant D = Discharged Item Number: 4.c. CITY OF IOWA CITY COUNCIL ACTION REPORT October 7, 2025 Human Rights Commission: August 26 Attachments: Human Rights Commission: August 26 Approved Minutes Human Rights Commission August 26, 2025 Emma J. Harvat Hall Commissioners Present: Doug Kollasch, Elizabeth Mendez -Shannon, Kelsey Paul Shantz, Emily Harkin, Mark Pries, Viana Qadoura. Commissioners on Zoom: Lubna Mohamed. Commissioners Absent: Roger Lusala, Talya Miller. Staff Present: Stefanie Bowers, Tre Hall. Meeting Called to Order: 5:33 PM. Native American Land Acknowledgement: The Land Acknowledgement was read by Pries. Approval of Meeting Minutes of June 24, 2025: Pries moved; Mendez -Shannon seconded. Motion passed 6-0. Public Comments of Items Not on the Agenda: None. Recommendations to City Council: None. Update from the Police Department's Community Outreach: Tre Hall, Community Outreach Assistant, spoke on the following activities of the department. • 7/1/25 Visited to The Arc of Southeast Iowa with Iowa City Fire Department and Johnson County Ambulance Services. • 7/28/25 Held EMS Camp at Terry Trueblood. • 7/30/25 Assisted in the Healthy Kids Iowa free food distribution event that was held at Pepperwood Plaza. • 8/5/25 Held National Night Out at Wetherby Park. Where over 140 youth backpacks were distributed. • 8/15/25 Participated in Big Brothers Big Sisters Back to School Bash. Currently the group is working to set up a workshop with Mariam's Girl Club and preparing for their annual winter clothes drive. Transit and Development Presentation: Jeremy Endsley presented on research done by Yiru Wang over the summer. The key takeaways from the research that looked at housing, employment, and access to public transportation. Downtown Iowa City scored the highest, followed in order by 1 southeast Iowa City, Iowa City Riverfront area, and western Iowa City. North Liberty did not score very high. The recommendations from the research are: 1) prioritize tier 1 & 2 areas, increase zoning flexibility, leverage public land and under-utilized lands, and ensure equitable and inclusive transit -oriented development. (Slide deck located in commission packet). African Festival: Commissioners will consider serving as a vendor at this event when more information is available. CCAN-CON: Paul Shantz might be able to staff this event. The commissioners will firm up availability at its September meeting date. Indigenous Peoples' Day: Qadoura is available to staff at this event and Harkin is too. Open Records Open Meetings: Five out of nine commissioners are signed up for the courses being taught on September 10 & 24 by the Iowa Public Information Board. Staff will forward the next dates for the training as soon as they are posted. 2025 Human Rights Awards: Kollasch and Harkin will review and select the honorees for 2025. Kollasch will read the awards, Pries will do the introduction, and the commission will revisit other roles for the ceremony at its next meeting date. Paul Shantz will be unable to attend this year's event due to a work conflict. Community Dialogue Conversations Update: The first dialogue will be invite -only, and more of a focused conversation. The tentative timeframe to hold the conversations is late September or early October. Grant Net Update: The event was well attended. The goal was to have organizations work between themselves to create the network and it looks like that is occurring and so commission members will support that process. Professional Development for Commission and Community Members: Staff forwarded an email from Qadoura which went over the Human Rights certification options along with cost. Staff noted that it would be more reasonable to offer trainings to the community here either in person or on Zoom. The cost of the certification courses is higher than what can probably be expected for the budget to carry. Staff & Commission Updates: Staff spoke on the upcoming Lens series that will include the author of There Is No Place For US: Working and Homeless in America. Mohamed: Spoke on the needs of the Shelter House and the current limitations it has due to the high number of persons needing shelter. Mohamed also spoke of the recent accident where 2 someone intentionally drove their car into individuals who were camped out at the Shelter House. Mohamed has spoken to the mayor on her concerns of the persons who are forced to live outside and asked what can be done to help them. Harkin: Noted that her sister, a freshman at the University, recently moved into a dorm here. Reflecting on this made Harkin realize the importance of the commission being supportive to incoming students and students here because these students will in turn come to support the community and the city as like Harkin did when she was a student. The students may choose to stay living in Iowa City. Harkin suggested that the commission create work groups to look at and discuss concerns and how the commission can support different community groups. Qadoura: Just finished orientation for the Mariam's Girls Club, which is in its seventh year. Qadoura also mentioned that she has been speaking with her children on homelessness having recently visited California and then driving by the Shelter House encampment here in town. She ended with the tragedies happening in Palestine with the death toll being reported as 80,000 but more likely closer to 400,000. Mendez -Shannon: Will be at the Ice Office in Cedar Rapids this coming Tuesday to support persons who have appointments. Mendez -Shannon also serves on the NAMI board of directors helping to expand the mental health services in the community. Paul Shantz: Mentioned that she participated in Party in the Parks in July on behalf of the commission. Paul Shantz also spoke on the launch of the Bike Library's Capital Campaign being held on September 4. Paul Shantz echoed Qadoura on the encampment at the Shelter House and that it will be important for the commission to look at the structural issues that are happening right now that many people who are living in that encampment are facing and that the commission should prepare a statement that they can consider at their next meeting date on the Shelter House and the encampment. Kollasch: Will be attending the One Iowa Wellness Conference being held in University Heights and encouraged other commissioners to also attend. Kollasch also noted the incoming students being back on campus and the recent legislative changes coupled with the changes done by the Board of Regents. Kollasch believes there is a gap that the commission may be able to fill. Kollasch mentioned the City Council reaffirming the Gender Identity protection under local law anti -discrimination title of the City Code. Kollasch ended with the possibility that National Guard could be brought to Iowa City because Iowa is on the list of states. Pries: Spoke on a recent video he viewed by Brian McLaren on polycrisis. Polycrisis is a word used to describe when there are so many things going on all at the same time that you can't pull apart to resolve. Pries also noted that his granddaughter recently took her Pharmacist Oath which states "respect all difference in all individuals and address health disparities to advance health equity for all people." Pries ended with his recent visit to the ICE Office in Cedar Rapids to give support to those who have appointments and that he will be there again on September 2. Adjourned: 6:54 PM. The meeting can be viewed at: https://www.youtube.com/@citychannel4/videos. 4 Human Rights Commission ATTENDANCE RECORD YEAR 2024/2025 (Meeting Date) NAME TERM EXP. 4/23 5/28 7/23 8/27 9/24 11/26 12/12 1/28 2/25 4/1 4/22 5113 5/27 6/24 8/26 Lubna Mohamed 2027 - - - - - - -Z x Z Z A A A Z Doug Kollasch 2027 X x Z x x X - x x X X Z X x X Viana Qadoura 2025 X x x x x X - A A X X X X X X Idriss Abdullahi 2025 X Z x Z A X - x A A Z - R R R Mark Pries 2025 X x x x x X - A x X X X X X X Talya Miller 2025 - - - - - - - - - - - - - - A Roger Lusala 2026 X x x x x X - x x A A x X X A Kelsey Paul Shantz 2026 Z x x A x X - x x X X X X Z X Liz Mendez -Shannon 2026 Z x x A x A - x x X A A X X X KEY: X = Present A = Absent Z = Present via Zoom Item Number: 4.d. CITY OF IOWA CITY COUNCIL ACTION REPORT October 7, 2025 Library Board of Trustees: August 28 Attachments: Library Board of Trustees: August 28 Iowa City Public Library Board of Trustees Meeting Minutes August 28, 2025 2nd Floor — Boardroom Regular Meeting - 5:00 PM Robin Paetzold - President Claire Matthews -Secretary Bonnie Boothroy Joseph Massa Kelcey Patrick -Ferree FINAL John Raeburn Cory Schweigel-Skeers Kalmia Strong Members Present: Bonnie Boothroy, Joseph Massa, Claire Matthews, Robin Paetzold, Kelcey Patrick -Ferree, John Raeburn, Corey Schweigel-Skeers, Kalmia Strong. Members Absent: None. Staff Present: Karen Corbin, Melody Dworak, Sam Helmick, Anne Mangano, Brent Palmer, Jason Paulios, Angie Pilkington, Jen Royer, Josie Taylor. Guests Present: Geoff Fruin. Call Meeting to Order. Paetzold called the meeting to order at 5:00 pm. A quorum was present. Approval of August 28, 2025, Board Meeting Agenda. Boothroy made a motion to approve the August 28, 2025, Board Meeting Agenda. Strong seconded. Motion passed 8/0. Public Discussion. None. Items to be Discussed. City Manager Presentation on Local Option Sales and Services Tax. Fruin introduced himself as the City Manager and talked about the Local Option Sales Tax (LOST) vote on the November 4th ballot. Fruin explained part of the City of Iowa City strategic plan was to consider other revenue sources to achieve critical goals of the City and reduce reliance on property taxes. Fruin said the City is having a hard time funding operations and needed more funds to meet the goals of the strategic plan. Fruin noted state property tax reform, tepid taxable property growth valuation, and inflation have made it critical to find alternate revenue sources to maintain core services like the library. Fruin said LOST is a 1 % local sales tax on top of the statewide 6% tax. This tax would apply to most purchases, but many items are exempt such as groceries, utilities, rent, gas, and prescriptions. In the state of Iowa, 93% of communities have a LOST and Iowa City is in the minority by not having it. 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 iennifer-rover@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Revenue from LOST is projected at $8-10 million. Fruin gave a history on LOST in Iowa City. It was last collected from 2010-2013 for infrastructure changes in response to the flood of 2008. The LOST funds were used to raise the bridge on Dubuque Street and expand a sewage plant. Fruin shared only two cities in Iowa with a population greater than 50,000 don't have a LOST: Iowa City and Ankeny. If approved, 50% would be spent on property tax relief (determined by state law), 25% on affordable housing, 15% on community partnerships, and 10% on public streets, parks, and facilities. Patrick -Ferree noted there was no sunset clause and asked if the city wanted to change the allocation, would it need to go back on the ballot. Fruin agreed and said voters could also repeal it. There was a continued presentation on how the allocations would be used. If the LOST vote was approved it would take effect on July 1, 2026. Raeburn noted there were no taxes on motels and hotels and asked if there was a hotel and motel tax. Fruin agreed there was, and of those revenues 50% must go to tourism related activities such as Think Iowa City. The rest go to parks and recreation and public safety. Paetzold asked how this might affect the library's funding. Fruin said he hoped to give relief from property taxes being the sole funding of a lot of the city's operations, noting it currently provided 2/3 of the city's operations budget. Fruin said long-term LOST would mean having one million dollars to put towards facilities needs every year. Fruin noted for several years, the library has requested money to replace carpet, and it has been pushed due to competing priorities. Fruin said having an extra million dollars per year would allow more projects to move forward. Fruin said the City is in education mode to help voters decide on how to move forward. Fruin asked the trustees to share the information in their circles. Fruin and Mangano exited the meeting at 5:20 pm. Discussion of Executive Director Search. Paetzold explained that a working group has overseen the strategy for finding a new executive director. The working group was made up of two staff and three trustees. The group solicited applications and received 16, which was a bigger candidate pool than expected. The working group reviewed the applications and determined that two candidates met the minimum qualifications. After doing virtual interviews with the two candidates, there was a consensus on a preferred candidate. Paetzold said the working group questioned the need to continue with the hiring process with a consensus, noting it would also save the library money. Paetzold said if the working group sticks to the original plan, the two final candidates would be invited to the library to give a public statement, meet with staff, and see the facility. Paetzold said the working group recommended an adjustment to the process by moving forward with a shorter process. Paetzold said if the Board chooses to do this, there should be a special meeting to have a full discussion about the recommended candidate which would be open to the public. Paetzold asked trustees for their thoughts. Schweigel-Skeers asked if the working group was at a consensus before considering the costs. Paetzold agreed and said one candidate was local and one was not. Patrick -Ferree clarified if the process would involve the candidates meeting with members of the public and having discussion. Paetzold said they would use a survey tool where staff and the public could share their comments. Paetzold said all the If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. library trustees are responsible for making the decision to hire a library director, noting the working group does not have that authority. Paetzold said other city departments have allowed candidates to make a ten -to -fifteen -minute statement. Raeburn asked for names of the members on the working group. Paetzold said it consisted of Boothroy, Paetzold, Massa, Dworak, and Pilkington. Rocklin sought volunteers in FY25 who would continue their terms in FY26. Schweigel-Skeers asked if the Library Board decided to forgo the session with both candidates and didn't agree, would the Library Board be back at square one. Paetzold said it would be up to the Library Board to decide on how to proceed. Paetzold asked trustees if they would like to have a truncated process as proposed, or veto that and bring in the two candidates. Strong asked to hear from folks who participated in the last director hire. Boothroy said before the newest Library Board members were appointed, the City Attorney, Eric Goers, gave a presentation regarding changes to state law that applied to hiring a Library Director. The change in state law forced the hiring process to change. Paulios said the last director search had no internal candidates. Paulios said previously there were 6-7 semifinalist virtual interviews, of which 3 finalists were selected to interview in person, noting the process was wildly different. Strong asked what the value was of in -person interviews. Pilkington said it gave everyone a chance to meet the candidates. Dworak added it was valuable because no one knew the external candidates and noted staff would like a speedy resolution. Paetzold noted the rules around board committee discussions had changed. Paetzold also said the structure of having three candidates respond to questions from the public is now a strongly discouraged human resources practice as it creates advantages and disadvantages among the candidates. The City suggested candidates instead be allowed to give a statement and allow social time only. Paetzold said the advantage is the community gets a chance to meet the director and give feedback. However, the weight of the feedback varies because the public is only seeing a limited portion of the interview process. Patrick -Ferree asked if the community showed up. Paetzold said yes because there was a legacy director who was retiring, and her identity was entrenched with the library's identity. Paetzold asked if the Library Board should have a special meeting next week or if they should decide to start the process again. Raeburn said typically search committees reveal the candidates, their preferences, and why. Paetzold agreed normally they would and clarified that a working group met, not a committee. There was discussion about the process. Patrick -Ferree summarized the discussion by stating it sounded like the trustees should hold a meeting next week to determine if they wanted to select a candidate, extend an invitation for further interviews, or restart the process. Paetzold agreed. Raeburn shared he wanted to hear from the working group. Matthews said that decision should include whether to include the community. Paetzold said trustees could not exclude the public. Paetzold said the choice would be to select a director, to recommit to the original process, or to make a new process. Matthews noted the importance of the invested Iowa City community. Boothroy said it would be easier to decide after hearing the working group's report. Patrick -Ferree made a motion to have a special meeting to continue the discussion on hiring a Library Director. Schweigel-Skeers seconded. Motion Passed 8/0. Paetzold surveyed the room and determined the special meeting should occur on Thursday, September If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. 41" at 5 pm. Paetzold requested Royer send an agenda out with two topics: updating the library director job description to comply with state law and to move forward in hiring a library director. Raeburn asked if the job description could be changed in the middle of a search. Paetzold said most of the job description content would not change and said the State of Iowa mandated diversity, equity, and inclusion (DEI) tasks are not allowed. Paetzold said she would work with legal to determine if the job description could be updated at this stage in the hiring process. Boothroy said Paetzold spent numerous hours with HR and legal during the hiring process. Paetzold anticipates an attorney attending the special meeting and could not say enough positive things about the City of Iowa City Legal and HR departments. Mangano entered the meeting at 5:49 pm. Library Board of Trustees Annual Report. Mangano said the feedback from last month was incorporated into the report. Massa made a motion to approve the annual report. Matthews seconded. Motion passed 8/0. Election of Vice President. Boothroy said the Nominating Committee would like to appoint Massa as Vice President with the term ending June 30, 2026. Raeburn made a motion to appoint Massa. Patrick - Ferree seconded. Motion passed 7/0, Massa abstained. Procurement of an Integrated Library System (ILS). Mangano shared excitement for a new ILS noting the library has used the same system since 1999 (with some updates). Mangano said there was a rigorous review of ILS products, and she would like to sign a contract with ByWater Solutions and implement the Koha system with Aspen as the catalog. Mangano said the attached memo was drafted by the City's Purchasing Department who helped with the process. Mangano said Koha should be a flexible system with custom features and has well reviewed customer service. Several peer libraries use this system such as Des Moines, Dubuque, and Cedar Falls. Mangano expects to save 50% in ILS costs over the next five years. Koha is open sourced. Mangano said moving to a new system is a huge undertaking and is hoping to do this in March or April 2026. Mangano said there will be impacts on patrons and Mangano will share updates on this as they have more information from the vendor. Massa asked if Palmer would spearhead the rollout. Mangano agreed. Patrick -Ferree asked if the ILS would have patron data noting they don't have their privacy policy or security information available online. Mangano said Koha can implement the Iowa City Public Library's privacy policy and shared that privacy was a huge portion of the needs assessment when determining which product to purchase. Boothroy made a motion to implement Koha. Matthews seconded. Motion passed 8/0. 41" Quarter Annual Financials & Statistics. Mangano shared themes she identified across the expenditures. Raeburn asked what scalability refers to on page 9. Mangano said it means it can be used by multiple sizes of libraries, small and large. Raeburn provided a page of language suggestions. Paetzold asked if the document is intended for internal use. Mangano said the board packet is a public document, but it is intended for use by the Library Board. Matthews asked if implementing a new ILS would reduce data processing budget lines or OCLC. Mangano said the data processing line was overspent due to an issue with Sierra. Strong said the budget report was clear and helpful. Matthews asked when the budget request is submitted. Mangano said in October. Patrick -Ferree asked if Mangano is planning to adjust the bookmobile budget. Mangano agreed. If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Mangano said the collection's use was up 0.99% and noted digital collections carried the weight of circulation. Mangano said the adult digital audiobook collection was used the same amount as the adult nonfiction print collection, noting that was the first time that happened. Paetzold said it might be of interest to new trustees to discuss the cost difference of various formats and explain how it is not an equitable playing ground. Mangano said digital materials are around 30% of collection use but they account for 50% of the collection budget. Staff Reports. Interim Director's Report. Mangano attended the Iowa Public Information Board (IPIB) training on open meetings and records. While there have been some issues receiving the training, Mangano noted the League of Cities is another group working to provide the training. Mangano said that IPIB training is currently not a requirement for any of the current board members though she strongly encouraged it because the penalties of violating open records and open meeting law are significant. Mangano said the IPIB training will be a requirement of all new board members after July 1st, 2025, in their first 90 days. Mangano said the library is conducting a building study and shared former Library Director, Elsworth Carman, engaged Engberg Anderson to determine if the library was adequately using the space for current and future needs. Engberg Anderson was the original architect firm that built the current ICPL building. So far, Engberg Anderson has worked with the coordinator team, and they will engage with the public at a session on September 29th for a brainstorming session. Mangano said there was a citizens' group in Meeting Room A on Saturday to discuss the changes to the State Historical Library with 350 people in attendance. Patrick -Ferree said that Mangano previously shared they have many Iowa City specific archives and asked if the library could take them on. Paetzold said that would be a longer discussion the board would need to have. Paetzold said the Iowa City Public Library's mission is not to archive documents and said there are resources needed to archive the items. Paetzold said the Library Board might want to discuss what its role might be in the future. Mangano said the State Historical Library started in 1857 and Iowa City Public Library started in 1897. Mangano said they had 40 years of operations on ICPL, and we've never provided archival or local history services because of this. Matthews said the University of Iowa has a mission of archiving and should be considered. Paetzold said the Johnson County Historical Society also archives and should be considered. Departmental Reports: Children's Services. None. Collection Services. Mangano shared Larry Parks was hired and is the newest driver on the bookmobile. IT. None. Development Report. None. President's Report. President Appoints to Foundation Board. Paetzold said Boothroy and Massa will serve on the Friends Foundation. Paetzold explained she wanted to follow up on the advocacy working group. In the past, ICPL trustees interested in issues impacting all libraries had drafted statements on behalf of the ICPL Board which were then brought to all trustees for approval. The advocacy group worked largely during legislative If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. seasons when there were threats to libraries. Paetzold said it might be time to consider having an advocacy working group again. Paetzold felt the State Historical Society could be a challenge because we may perceive some of the documents as falling under the library's mission. Paetzold said there has not been an identified consortium of groups that are meeting to discuss what will happen. Paetzold said her understanding was the State of Iowa was committed to 44% of the contents in the building; we don't know which 44% or if they will be available to the public. Paetzold said that leaves a mysterious 56% of items that may need to find a home, and no single entity is stepping up to do this. Paetzold said an advocacy working group could determine the library's role in this. Paetzold said the State Historical building closes December 31, 2025. Paetzold welcomed volunteers for an advocacy working group. Strong, Patrick -Ferree, and Matthews volunteered. Raeburn said the state planned to move the archives to a repository in Des Moines and questioned their ability to do so. There was further discussion on the library's role, the state library, and the citizens' group event at ICPL. Announcements from Members. Foundation Updates. None. Advocacy Updates. None. Communications. News Articles. Paetzold said the City of Iowa City declared this library card month. It was initiated by Helmick. Consent Agenda. Approve Minutes of the Library Board of Trustees July 24, 2025, Regular Meeting. Massa made a motion to approve. Strong seconded. Motion passed 8/0. Approve Minutes of the Library Board of Trustees August 5, 2025, Nominating Committee Meeting. Boothroy made a motion to approve. Strong seconded. Motion passed 8/0. Approve Disbursements for FY25 Period 13, End of Year. Approve Disbursements for July 2025. Matthews made a motion to approve both disbursements. Schweigel-Skeers seconded. Motion passed 8/0. Set Agenda Order for September Meeting. Paetzold said the bylaws discussion may move to the October meeting. Paetzold said the Library Board would have a special meeting in one week with a two -item agenda: discussion on hiring an executive director and discussion on the library director's job description. Adjournment. Paetzold adjourned the meeting at 6:29 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-rover@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. :`.i% IOWA CITY rjW PUBLIC LIBRARY Board of Commissions: ICPL Board of Trustees Attendance Record Name Term Expiration 10/24/2024 11/21/2024 12/19/2024 1/23/2025 2/27/2025 3/27/2025 4/3/2025 4/24/2025 5/22/2025 6/26/2025 7/24/2025 8/28/2025 9/4/2025 9/25/2025 Boothro , Bonnie 6/30/2029 X X X OE X X X X OE X X X X X Fox, Ellen 6/30/2027 X Johnk, DJ 6/30/2025 X X OE OE X X OE X X OE TE TE TE TE Massa, Joseph 6/30/2027 X OE X X X X X X OE X X X X X Matthews, Claire 6/30/2023 X X O X X X X X OE O X X X X Paetzold, Robin 6/30/2023 X X OE X X X X X X X X X X X Patrick -Ferree, Kelce\r 6/30/2031 X X X X Raeburn, John 6/30/2027 X X X X X X X X X X X X X X Rocklin, Tom 6/30/2025 X X X X X X X X OE X TE TE TE TE Schwei el-Skeers, Cor 6/30/2031 1 1 1 X X X X Shultz, Hannah 6/30/2025 X X X OE X OE X X X X TE TE TE TE Stevenson, Daniel 6/30/2027 OE X X X X OE X X X OE X R R R Strong, Kalmia 6/30/2031 1 X X X X KEY: X Present O Absent OE Excused Absence NM No Meeting Held R Resigned TE Term Expired Item Number: 4.e. CITY OF IOWA CITY COUNCIL ACTION REPORT October 7, 2025 Library Board of Trustees: September 4 Attachments: Library Board of Trustees: September 4 Iowa City Public Library Board of Trustees Meeting Minutes September 4, 2025 1st Floor — Meeting Room A Special Meeting - 5:00 PM FINAL Robin Paetzold - President Bonnie Boothroy Cory Schweigel-Skeers Joseph Massa — Vice President Kelcey Patrick -Ferree Kalmia Strong Claire Matthews -Secretary John Raeburn Members Present: Bonnie Boothroy, Joseph Massa, Claire Matthews, Robin Paetzold, Kelcey Patrick -Ferree, John Raeburn, Corey Schweigel-Skeers, Kalmia Strong. Members Absent: None. Staff Present: Karen Corbin, Bond Drager, Melody Dworak, Brent Palmer, Jason Paulios, Angie Pilkington, Mari Redington, Jen Royer. Guests Present: Liz Craig. Call Meeting to Order. Paetzold called the meeting to order at 5:00 pm. A quorum was present. Approval of September 4, 2025 Board Meeting Agenda. Raeburn made a motion to approve the September 4, 2025, meeting agenda. Strong seconded. Motion passed 8/0. Public Discussion. None. Items to be Discussed. Library Director Working Group Presents Executive Director Recommendation to the Library Board of Trustees. Paetzold said she would explain the options for the current meeting, explain the hiring process up to this point, and then ask the working group to share their thoughts. Paetzold said there were three options to consider at the meeting. The first option being the working group could present their recommendation to offer the position to the leading candidate conditional on a background check and salary negotiation. The second option being to request a second round of interviews and not select the final candidate at this meeting. The third option being the Library Board could determine a creative alternative process. Paetzold said Elsworth Carman resigned in May and the trustees discussed how to go forward at that point. Paetzold said in the past, at Carman's hire, the Library Board hired a consultant to assist in hiring 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-rover@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. the director. Paetzold said a request was sent to find a consultant and discussions were had with Bradbury Miller, the consultant who was used previously. Paetzold said Bradbury Miller was an expensive company to work with but had high value. Ultimately, it was decided not to pursue using a consultant. Some trustees then met with the City of Iowa City HR Director and legal office to discuss what the options might be. After that discussion it was determined the hire would be handled internally and a working group was appointed in late May. The working group consisted of Boothroy, Massa, and Paetzold from the board (having primary responsibility); and two consulting staff assisted, Dworak and Pilkington. The working group then put out a call for applicants and received 15 on time by July 23rd, and one application was submitted late. The working group reviewed applications and felt there were two strong candidates to bring forward for virtual interviews. The decision was made based on their CV's and their history with the qualifications required of the job. Paetzold said virtual interviews were then pursued with two candidates on August 4th. Afterwards, the working group determined there was consensus on the applicants and questioned the value of doing a second round of interviews with such a small pool of candidates, especially when there was consensus. The working group brought this back to the Library Board to discuss how they would like to proceed with the proposed change in process. Paetzold said she would like to get a sense of how the Library Board would like to go forward in the current meeting. Raeburn said he was delighted by the choice given but felt that it was hard to decide not knowing the second person. Paetzold agreed that was true and said an option could be to proceed with the second round of interviews. Raeburn asked if trustees could share the name of the second candidate. Paetzold said that could not be shared at the meeting because the candidate had not been notified it would go public, and they needed to be given time to speak with their current employer. Paetzold said this was the advice given by the City. Redington entered the meeting at 5:06 pm. Paetzold said Liz Craig from the City Attorney's office was at the meeting. Raeburn said the hiring process was unlike any he'd been through. Schweigel-Skeers asked the working group if they could speak to how the consensus came to be. Matthews asked if the working group could share how strongly the consensus was formed, and what strengths led to the unanimous choice. Paetzold said it was important to stick to discussing the process, or the specific candidate that was being recommended. Massa said from the outset the working group recommendation had definite consensus after going through the interview process. Massa said the working group reviewed resumes from people throughout the United States and internationally. They then narrowed the candidate pool and sought staff opinion and staff participation in interviews. Massa said there were good interviews but the candidate the working group agreed upon stood out with consensus. Pilkington agreed with Massa and Paetzold's statements. Dworak added when thinking about the hiring process she thought about what would be risked or gained by moving one direction or another. Dworak noted the consensus on the recommendation and felt there was very low risk to move in that direction. Boothroy said the working group started with individual reviews of applications, each member studied If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. them individually and then came together for a meeting. When the group met, they put the applications in three piles: yes we'd like to interview them, maybe, and this probably is not going to be a good match. Boothroy said it was amazing how there was consensus amongst the members at that point. Boothroy said the working group deliberated on only bringing in two candidates for virtual interviews. As they did that they reviewed to see if the candidates were someone they would genuinely consider. Boothroy said again the consensus was clear. Boothroy said the working group decided to go forward with two candidates and held virtual interviews. Paetzold said the group would have preferred a larger pool of candidates for the interviews. Paetzold said they would have reopened the search if they felt they could not move forward with the two candidates. Paetzold said the last director hire only had external candidates and everyone wanted to meet them because there were three unknown people. Matthews said she trusts the working group and the fact that staff were involved. Helmick entered the meeting at 5:14 pm. Matthews felt there should be public transparency, noting the Iowa City community's investment in ICPL. Matthews also said members of the public could have participated in the current meeting if they had wanted to. Paetzold said it is also a human resources issue. Patrick -Ferree noted Paetzold had previously mentioned there were cost savings in proceeding with the recommendation and asked what they were. Paetzold said bringing in the candidates and hosting them had associated costs which include staff cost in coordinating events, transportation, hotels, meals, etc. Paetzold said the cost savings is not why the working group came to this decision but noted that budget could be used in other ways. Paetzold said the question was if the group would glean more information when there was consensus. Schweigel-Skeers asked about the costs with delaying the hire. Paetzold said staff would like to have the director identified for their day-to-day lives. Raeburn said he felt the group had selected an outstanding person but had issues with the process, noting it didn't match his hiring experience at the University of Iowa. Raeburn said the Library Board didn't know who the other candidate was and the only way to know that was to extend the search. Paetzold said that was original plan and the Board could vote to do that. Paetzold said the working group made a unanimous decision to present to the Library Board. Raeburn asked what was driving the way in which the search was being run. Paetzold said the Library Board decided to run the search this way in May, and the working group opted to forgo second interviews. Paetzold said Tom Rocklin appointed working group members in May and explained their role. Raeburn asked why the Board was not learning the name and qualifications of the other candidate. Matthews said it was dramatically different due to changes in open record law. Craig said the Library Board could disclose external candidate information assuming they didn't request confidentiality in the process. Paetzold said the working group was advised not to. Craig said the Library Board should decide to accept the recommendation of the working group, which should be made clear to the board, or to continue with a different process. Craig said the Library Board could vote to accept the working group's decision or not. Redington exited the meeting at 5:20 pm. Patrick -Ferree, Strong, and Raeburn agreed if there was consensus amongst the working group members it seemed unfair to the other candidate to prolong the process. Boothroy said the Library Board was currently struggling with the same question the working group was, the process. Boothroy If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. asked if they would like to discuss the preferred candidate, bring both finalists in for an interview, or have another idea for the process. Matthews leaned towards the truncated process and noted the importance of a public process. Matthews said the hiring process would be different this time around without a legacy director and both internal and external candidates. Strong agreed with Matthews, and trusted staff and the working group as a new Library Board member. Schweigel-Skeers said it was important to give consideration that the current meeting was short notice but was posted publicly. Schweigel-Skeers felt some trepidation around the meeting's short notice. Matthews shared discomfort with the idea that the public would see the Library Board as not transparent. Paetzold said she asked about other city department director hires and said the fire and police departments had a similar structure. There was further discussion about the public process. Craig recommended the Board should vote on the working group's recommendation. Raeburn made a motion to hear and vote on the working group's recommendation. Matthews seconded. Motion passed all 8/0. Massa said the recommendation was based on many factors. The working group took into consideration the candidate's library experience holistically and great background in library positions. Massa said her breadth of understanding was commendable. Massa said she understood the library's mission, fiscal management, supervising staff, and long-term strategic issues. Massa said she had deep institutional knowledge which was frankly hard to compete against. Massa said there was a record of successfully managing conflicts with staff and patrons, a strong understanding of our community, and surrounding communities. Boothroy added that she had a bigger picture view of local, state, and national library issues. She had experience advocating for libraries at state and national levels, which was important in the current environment. She's a published writer, has done public presentations, and presented herself and the library in a professional manner. She has a passion for libraries, specifically Iowa City Public Library, and there is indication that staff support her as a candidate. Boothroy said all those pieces together made a very strong profile. Pilkington echoed Boothroy and Massa's statements. Pilkington said throughout the interview she spoke with knowledge, conviction, and authority on finance, staffing, conflict resolution, and union negotiation. Her priorities are in line with Iowa City Public Library's mission and goals, and she is knowledgeable about boards and working within boards. Pilkington said those things set her apart. Pilkington articulated she's an experienced leader who is concerned with the safety and wellbeing of our staff and patrons and is an advocate for intellectual freedom. Dworak agreed and said from a staff perspective she is a great communicator to all parties and is very organized. From Dworak's perspective she's a great planner and that is needed. Paetzold said she would like to put forward the nomination of recommending Anne Mangano for the position of Library Director. Boothroy asked for a motion to hire Mangano for the position of Executive Director of the Iowa City Public Library, subject to a satisfactory background check, agreement on salary within the range of the position description, and with the President and Vice -President being authorized to complete the final sign off on the salary and start date. Matthews made a motion. Raeburn felt concerned in the way in which the search was conducted but delighted by the choice presented. Raeburn suggested in the future the Library Board should not allow confidentiality to run the process of applying for a public position. Paetzold said the Library Board could have chosen to do that at the meeting by opting for the second round of interviews. If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Schweigel-Skeers seconded. Motion passed 8/0. Review Updated Job Description for Library Director. Robin noted one change was proposed to the Library Directorjob description. Palmer & Corbin exited the meeting at 5:40 pm. Raeburn was concerned with the reasons for the change but felt the proposed language was a good way of responding. Paetzold clarified the city did a good job. Schweigel-Skeers shared his experience with this law at the University of Iowa but felt given the state requirements the city did a great job with their suggested change. Massa made a motion to approve the job description. Strong seconded. Motion passed 7/0, Raeburn abstained. Paetzold noted the work of hiring a new director is stressful. Paetzold acknowledged that people have been patient and have trusted the system. Paetzold said the challenge of being in Iowa City is the exceptionally strong staff in comparison to other libraries, which is a blessing for ICPL and a challenge for applicants. Paetzold said the ICPL staff are in leadership positions throughout the state and country. Paetzold valued the staff and trustees trust during the hiring process and thanked everyone. Adjournment. Paetzold adjourned the meeting at 5:44 pm. Matthews made a motion, Strong seconded. Motion passed 8/0. Respectfully submitted, Jen Royer If you will need disability -related accommodations in order to participate in this meeting, please contactlen Royer, Iowa City Public Library, at 379-887-6003 or iennifer-royer@icpl.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. :`.i% IOWA CITY rjW PUBLIC LIBRARY Board of Commissions: ICPL Board of Trustees Attendance Record Name Term Expiration 10/24/2024 11/21/2024 12/19/2024 1/23/2025 2/27/2025 3/27/2025 4/3/2025 4/24/2025 5/22/2025 6/26/2025 7/24/2025 8/28/2025 9/4/2025 9/25/2025 Boothro , Bonnie 6/30/2029 X X X OE X X X X OE X X X X X Fox, Ellen 6/30/2027 X Johnk, DJ 6/30/2025 X X OE OE X X OE X X OE TE TE TE TE Massa, Joseph 6/30/2027 X OE X X X X X X OE X X X X X Matthews, Claire 6/30/2023 X X O X X X X X OE O X X X X Paetzold, Robin 6/30/2023 X X OE X X X X X X X X X X X Patrick -Ferree, Kelce\r 6/30/2031 X X X X Raeburn, John 6/30/2027 X X X X X X X X X X X X X X Rocklin, Tom 6/30/2025 X X X X X X X X OE X TE TE TE TE Schwei el-Skeers, Cor 6/30/2031 1 1 1 X X X X Shultz, Hannah 6/30/2025 X X X OE X OE X X X X TE TE TE TE Stevenson, Daniel 6/30/2027 OE X X X X OE X X X OE X R R R Strong, Kalmia 6/30/2031 1 X X X X KEY: X Present O Absent OE Excused Absence NM No Meeting Held R Resigned TE Term Expired Item Number: 4.f. a CITY OF IOWA CITY "QF T-4 COUNCIL ACTION REPORT October 7, 2025 Parks & Recreation Commission: August 13 [See Recommendation] Attachments: Parks & Recreation Commission: August 13 [See Recommendation] r ��_..® CITY OF IOWA CITY MEMORANDUM Date: 9/10/2025 To: Mayor and City Council From: Staff Member of Parks and Recreation Commission Re: Recommendation from Parks and Recreation Commission At their August 13, 2025, meeting the Parks and Recreation Commission made the following recommendations to the City Council: • To move forward with the City Park Shelter and Restroom Renovation project as presented by consultants. Additional action (check one) X No further action needed. Board or Commission is requesting Council direction. Agenda item will be prepared by staff for Council action. IOWA CITY PARKS & RECREATION COMMISSION APPROVED MINUTES OF AUGUST 13, 2025 ROBERT A. LEE RECREATION CENTER — MEETING ROOM B Members Present: Connie Moore, Brian Morelli, Michael Gaunt, Virginia Hayes, Rachel McPherson Members Absent: Missie Forbes, Jeff Mallory, Caleb Recker, Alex Stanton Staff Present: Juli Seydell Johnson, Tyler Baird, Gabe Gotera Others Present: Anne Jensen, Eric Hornig CALL TO ORDER: Chairman Moore called the meeting to order at 5:37 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): Moved by Morelli, seconded by Gaunt, to recommend moving forward with the City Park Shelter Renovation project as presented. Motion passed 5-0 (Forbes, Mallory, Recker, and Stanton absent). OTHER FORMAL ACTION: Moved by Gaunt, seconded by Haves, to approve the July 9, 2025, minutes. Motion passed 5-0 (Forbes, Mallory, Recker, and Stanton absent). PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA: None CITY PARK SHELTER RENOVATION PROJECT — Consultant Eric Hornig; Hitchcock Design Dir. Seydell Johnson introduces Eric Hornig of Hitchcock Design. The project is a refresh to the shelters and restrooms of both Upper and Lower City Park. The project was getting moved around the CIP budget for a few years, but it is moving forward as shelter locations were being discussed during the City Park Pool project. The project construction is expected to begin Summer 2026. PARKS AND RECREATION COMMISSION August 13, 2025 Page 2 of 6 Hornig presents the attached map of the proposed shelter and restroom locations, indicating the size and type of shelter. Hornig explains that some shelter locations have been shifted closer to walkway connections, allowing more accessibility. Dir. Seydell Johnson reminds the commission that the new pool building will include an indoor community room. The community room will have a max capacity of 45 people, be open year- round, and include restrooms accessible to the outdoor park. This functionally will replace one of the shelters and the outdoor restrooms in Upper City Park. Hornig explains that the eastern restroom in Lower City Park will be replaced with a new single - user restroom, while the western restroom near the playground will be renovated. All the restrooms will be new, clean, and ADA compliant. Supt. Baird clarifies that the western restroom, which currently has a men's and women's side, would be renovated into four single - user restrooms. Hornig explains that all the new shelters in City Park will be replaced by either a square 24' x 24' shelter or a rectangular 18' x 36' shelter. Dir. Seydell Johnson says that these shelters maybe familiar as they are the modern style used through the park system. Some of the parks using the square shelter include Cardigan Park, Frauenholtz-Miller Park, Villa Park, Glendale Park. Some of the parks using the rectangular shelter include Willow Creek Park, Wetherby Park, and Court Hill Park. Hornig says that the project is nearing the end of the schematic design phase and is expected to move into design development and construction documentation. Hornig expects a winter bid with a construction target of Spring/Summer 2026. Dir. Seydell Johnson says that budget is still being worked on and it currently just over budget. As the budget is refined, staff have determined the project priorities. Ideally, all the shelters and restrooms will be included in the project, but if part of the project needs to be cut, it would likely be the replacement of either one of the shelters or the eastern restroom in Lower City Park. Both the restroom and shelter would still have an opportunity for replacement but at a later date. Vice Chair Morelli asks if there will be anything to make the shelters/restrooms resilient from flooding. Hornig responds that the eastern restroom would have flood proofing applied and that the shelters should already be flood resilient but adds that a sealant could be applied periodically. Commissioner McPherson asks, in the event of the project being overbudget, what are the factors for deciding that the restroom would be cut. Dir. Seydell Johnson says that it chosen due to it's proximity to the river, it's low use, and the high cost associated with it. Moved by Morelli, seconded by Gaunt, to recommend moving forward with the City Park Shelter Renovation proiect as presented. Motion passed 5-0 (Forbes, Mallory, Recker, and Stanton absent). REPORTS ON ITEMS FROM CITY STAFF PARKS AND RECREATION COMMISSION August 13, 2025 Page 3 of 6 Parks and Recreation Director — Juli Seydell Johnson Project Updates: Dir. Seydell Johnson says that building City Park Pool has been difficult in the recent rainfall. Cement has been poured for the footings of the bathhouse and most of the lap pool. The road around Upper City Park has been closed. The road was planned to remain open during the project, but after too many close calls between construction and personal vehicles, the decision to close the road was made. The road will be closed for the remainder of the project except for the end of October. Seydell Johnson explains that there will be an art installation from Public Space One located at the cabins. The road will be open for two weeks, allowing the public to see the art installation. Dir. Seydell Johnson announces that the grant for the skate park project near Terrell Mill Park has been released. The department has a signed grant agreement with the National Park Service through the Iowa DNR, allowing staff to reopen the bid process and move forward. Commissioner McPherson asks if there have been any hiccups regarding the City Park Pool project. Dir. Seydell Johnson says that there have not been any problems except for very minor issues. The project is moving forward on schedule. Parks and Forestry Superintendent — Tyler Baird Park Projects: Supt. Baird says that the final completion date is fast approaching for the projects at Calder Park, College Green Park, Brookland Park, and Adelaide Joy Rogers Park. Baird explains that the contractors are behind schedule and won't make the final completion date that was contracted, but that the contractors will continue to make progress until then. Recent project updates include the following: • The basketball court at College Green Park has been painted, including the Caitlyn Clark 22-circle marking that shows how far Clark's shot was. • The mulched surfacing has been getting installed at Brookland Park, with contractors touching up the grass along the edge. • Concrete has been poured, and footings have been located at Adelaide Joy Rogers Park. There will be more surrounding site work, and a park shelter installed later. Staff are planning to place the playground themselves. • The ground at Calder Park has been graded and nearly all the trail has been poured with about twelve feet remaining. This trail will include a border around the playground, making maintenance easier for staff. Supt. Baird says that the trail behind Dairy Queen is on hold due to the river level. Currently, parts of the construction are under water. Contractors will have to wait for the river to lower before work can continue, but a decent amount has already been completed. Supt. Baird refers to Mercer Park Athletic Field project, explaining that it is in partnership with the Iowa City Community School District (ICCSD). A lot of the project is work on the district's fields, so the project is mostly funded from ICCSD. City funding will be used on the common spaces. Baird says that progress is made each day. The ground is all torn up and is expected to be ready for next year's baseball and softball season. PARKS AND RECREATION COMMISSION August 13, 2025 Page 4 of 6 REAP Grant: Supt. Baird announces that the department will be submitted an application for a $200,000 Resource Enhancement And Protection (REAP) Grant. The grant will be submitted for a section of Hickory Hill Park including the following improvements: • Enhancing the woodland. Replacing a hay field with a planted prairie. Installing trail head amenities. o A small parking area. o An enclosure for a portable restroom. o A small park shelter Commissioner Gaunt, regarding the ongoing park projects, asks if there are any opportunity for liquidated damages, or would it be an act -of -God due to the large amount of rain. Seydell Johnson responds that it is included in the contract that the city could charge liquidated damages, but adds that in last ten years, she has not seen a successful attempt due to rain. Vice Chair Morelli asks if there are any reasons for the project delays. Dir. Seydell Johnson responds that there seems to be something between the main contractor and their subcontractor. Seydell Johnson asks the commissioner to bear in mind that the four park projects had to be bid as a group because the individual projects were too small for many contractors to take interest. The contactors were also given a longer time frame in the hope for a lower price. This resulted in the projects being the fill-in for the contractor, in-between larger projects somewhere else in the city. Work was completed intermittently and stretches out. Seydell Johnson explains that if the project was bid with a much shorter timeline and higher expectations, the price would be higher to the point that the department would not be able to afford the project. CHAIRS REPORT None COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Commissioner McPherson asks about the progress on installing flashing lights at the crosswalk near James Alan McPherson Park, making it safer for pedestrians to cross the road. Dir. Seydell Johnson says that design work has undergone but that due to delays, there is no new current information. Vice Chair Morelli, regarding the recent rainfall, says that the court hill park basketball court has been getting flooded for several days at a time. Morelli notes that he has seen crews clearing blockage by hand. Morelli asks what the current plans for the easily flooded basketball courts are, recalling that the project had been delayed. Dir. Seydell Johnson explains that the department put in a request for a capital project the previous year. The work had to be entered as a capital project because it would cost more than $10,000 to fix the drainage. Staff will continue to request for funding on the project, until approved. Morelli recalls that there was court PARKS AND RECREATION COMMISSION August 13, 2025 Page 5 of 6 maintenance a few years back and asks what was exactly done. Seydell Johnson says that the court was only resurfaced and that the drains were not touched. Supt. Baird adds that soon a contractor will be installing a concrete pad in Court Hill Park for a future park shelter that department staff will install later in the year ADJOURNMENT: Chairman Moore adjourns the meeting at 6:00 p.m. PARKS AND RECREATION COMMISSION August 13, 2025 Page 6 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME N o N 0 N 0 N 0 N 0 N 0 N 0 N 0 kn N 0 kn N 0 kn N 0 kn N 0 N N N N N N N N N N N N TERM EXPIRES Missie 12/31/25 X NM O/E NM X NM X X X NM O/E O/E Forbes Michael 12/31/28 * * * * X NM X X X NM X X Gaunt Virginia 12/31/27 O/E NM O/E NM X NM X X O/E NM X X Hayes Jeff 12/31/28 * * * * X NM X X O/E NM X O/E Mallory Rachel 12/31/26 O/E NM X NM O/E NM X O/E X NM X X McPherson Connie 12/31/25 X NM X NM X NM X X X NM X X Moore Brian 12/31/25 X NM X NM X NM X X X NM X X Morelli Caleb 12/31/26 X NM X NM X NM X O/E O/E NM X O/E Recker Alex 12/31/27 X NM X NM O/E NM X X X NM X O/E Stanton KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member during this meeting Item Number: 4.g. CITY OF IOWA CITY COUNCIL ACTION REPORT October 7, 2025 Public Art Advisory Committee: July 10 Attachments: Public Art Advisory Committee: July 10 Approved, p.1 Public Art Advisory Committee Mtg, 711012025 Minutes Public Art Advisory Committee July 10, 2025 Emma J. Harvat Hall Public Art Advisory Committee Members Present: Leslie Finer, Andrea Truitt, Ron Knoche, Sophie Donta, Rachel Kinker, Anita Jung, Nate Sullivan, Stephanie Brunia Members Absent: Juli Seydell Johnson Staff present: Rachel Kilburg Varley Public Present: Gary Sanders Call to Order Truitt called the meeting to order at 3.33 p.m. Introduction of New Member: Stephanie Brunia Brunia, appointed to the Art or Design Professional seat for an unexpired term vacated by Jeremy Endsley, introduced herself. Public Discussion of Any Item Not on the Agenda Gary Sanders provided public comment encouraging public art in Black Hawk Mini Park honoring Chief Black Hawk and a sign recognizing the area as a park. Officer Election: Vice Chair Anita Jung volunteered to serve as Vice Chair. Sullivan seconded the nomination and motion passed to appoint Jung as Vice Chair (8-0). Consider minutes of the June 5, 2025 PAAC meeting. Donta moved and Knoche seconded that the minutes from the June 5, 2025 meeting be approved. Motion passed (8-0). Arts Alliance Feasibility Study Presentation Kilburg Varley introduced Teva Dawson, founder of Group Creative Services, the consultant group hired to complete an Arts Alliance Feasibility Study. The Study is sponsored by the City, Iowa City Downtown District, and Think Iowa City and is being led by a Steering Committee formed of local arts and culture stakeholders. Dawson provided an overview of the process, explaining the purpose and goals, scope, timeline and phases of the Study and invited questions or comments from the Committee. Jung provided suggestions for other groups or connections to make during the input phase and expressed her support for the Study. Truitt asked when the Study Approved, p.2 Public Art Advisory Committee Mtg, 711012025 will be finalized and Teva shared that they are targeting early Fall and can continue to engage the Committee as desired. Teva asked the Committee for feedback on what needs they see in the arts community. Jung mentioned fostering community among the different arts groups and helping keep organizations sustainable. Sullivan shared that he hears many organizations struggle with promoting and marketing their events. Donta shared that the need for studio space, exhibition, and gallery space all emerged during the Strategic Planning process. Brunia pointed out Mindframe in Des Moines as a good example to look into. Staff thanked Teva for her presentation and invited Committee members to send any other feedback to her. Public Art Condition Survey & Report: Next Steps Kilburg Varley reported that her, Knoche, and Seydell Johnson met to refine the Condition Survey and Report provided by the Midwest Arts Conservation Center (MACC) to develop a plan to follow-up on restoration recommendations and plan annual maintenance activities. She recommended that the City contract with MACC to visit Iowa City to perform restoration on a sampling of the bronze sculptures and simultaneously train City staff to perform the maintenance in the future. She also noted that during the review it was discovered that a handful of artworks were inadvertently left off the survey, so MACC has agreed to perform a condition assessment on those during the visit for a small site fee. Finer made a motion to approve the recommendation for a contract with MACC for the bronze sculpture restoration and training, Sullivan seconded. Motion passed (8-0). Discuss FY26 Budget Priorities Kilburg Varley reviewed the memo in the agenda packet. She noted the FY2026 budget was decreased by $4,000 over the prior year. She asked the Committee to communicate their budget priorities for the coming year. Sullivan stated that maintenance should be a top priority due to recently completing the survey and several members agreed. Jung also stated that the matching grant should continue to be a priority and to also to maintain some flexibility within the budget to see what comes of the Arts Alliance Feasibility Study. Truitt suggested mapping gaps for public art and investment in the community. Finer also encouraged the Committee to consider opportunities for new requests, such as the idea in Black Hawk Mini Park suggested in public comment. Approved, p.3 Public Art Advisory Committee Mtg, 711012025 Kilburg Varley noted that the Sculptor's Showcase funding hits every other year due to timing, and it will need to be budgeted for in FY2027. Sullivan made a motion to approve the FY2026 budget priorities as follows, Finer seconded. Motion passed (8-0). FY2026 Public Art Budget Priorities Programs 2026 Matching Grant Program $15,000 Sculptor's Showcase* $0 Opportunity Fund** $15,000 Maintenance • MACC staff training for artwork maintenance • Restoration of 1-2 existing pieces $20,000 Misc. Longfellow Tunnel Mural —SEJH Project $500 Misc: events, printing, plaques, etc. $1,500 TOTAL $ 52,000 Staff Updates Kilburg Varley noted that she will begin including a Public Art Strategic Plan progress tracker in the agenda packet and invited the Committee to provide feedback on how it can be most helpful. She also noted that Truitt will be presenting the Strategic Plan to City Council at their August 5, 2025 work session. Finally, she also noted that a ribbon cutting was held for Uplift and was a successful event. Sullivan asked if a plaque would be installed and staff noted it is being manufactured but will be installed. Old or New Business None. Adjournment Knoche moved to adjourn at 4.22 pm. Sullivan seconded. Motion passed (8-0). Approved, p.4 Public Art Advisory Committee Mtg, 711012025 Public Art Advisory Committee Attendance Record 2024-2025 Name Term Expires 6/6/24 8/1/24 9/5/24 10/3/24 1117/24 12/5/24 2/6/25 3/6/25 4/3/25 5/1/25 6/525 7/1025 Ron Knoche N/A X X O/E X X* X X* X X* X X X Juli Seydell- N/A X X X X* X X X X X X* X O/E Johnson Steve Miller 12/31/23 X X --- --- --- --- --- --- --- --- --- --- Eddie 12/31/24 --- --- --- --- --- --- -- --- --- --- --- --- Boyken Andrea 12/31/25 O/E X X X X X X X X X X X Truitt Anita Jung 6/30/23 X X X 0 X X 0 0 0 O/E O/E X Jenny 12/31/23 --- --- --- --- --- --- --- --- --- --- --- --- Gringer Jeremy 12/31/25 X X X O/E X O/E X X O/E --- --- --- Endsley Nate 6/30/26 X X O/E X O/E O/E X O/E X X O/E X Sullivan Leslie Finer 12/31/26 X X X X X X X X X X X X Rachel 12/31/27 X O/E X X O/E X X O/E X X X X Kinker Sophie 12/31/26 --- --- --- --- X X O/E X X X X X Donta Key X = Present X* = Delegate attended 0 = Absent O/E = Absent/Excused --- = Not a member