HomeMy WebLinkAbout2003-08-28 Info Packet CITY COUNCIL INFORMATION PACKET
(~]TY OF IOWA (~ITY August 28, 2003
www.icgov.org
I MISCE,,ANEOUS ITEMS
IP1 City Council Meeting Schedule and Work Session Agendas
IP2 Memorandum from Neighborhood Services Coordinator: Program for Improving
Neighborhoods (PIN) Grant Criteria
IP3 Iowa City Police Department Monthly Liquor License (OFF PREMISE SALES)
Report - July 2003
IP4 Memorandum from Council Member Wilburn: Alcohol Concerns Committee
IP5 August 28 EClCOG Meeting Materials [Wilburn]
IP6 City of Iowa City Quarterly Investment Report - March 31, 2003 to June 30,
2003
IP7 Minutes: May 13 Economic Development Committee [Approved]
IP8 Agenda: August 29 Economic Development Committee
IP9 Iowa City Public Library Annual Report FY03
I PRELIMINARY/DRAFT MINUTES
IP10 Iowa City Board of Adjustment: August 13
IPll Iowa City Public Library Board of Trustees: July 24
IP12 Parks and Recreation Commission: August 13
IP13 Police Citizens Review Board: August 12
Recommendation: Accept PCRB Report on Complaint #03-01.
IP14 Police Citizens Review Board: August 14
-" ""=~~_ City Council Meeting Schedule and
August 27, 2003
c~TY or iow^ C~T~ Work Session Agendas
www.icgov.org IP1
· MONDAY, SEPTEMBER 1
Labor Day Holiday - City Offices Closed
TENTATIVE FUTURE MEETINGS AND AGENDAS I
· MONDAY, SEPTEMBER 8 Emma J. Harvat Hall
6:30p Special Council Work Session
· TUESDAY, SEPTEMBER 9 Emma J. Harvat Hall
7:00p Special Council Formal Meeting
· MONDAY, SEPTEMBER 22 Emma J. Harvat Hall
6:30p Special Council Work Session
· TUESDAY, SEPTEMBER 23 Emma J. Hah/at Hall
7:00p Special Council Formal Meeting
· MONDAY, OCTOBER 13 Emma J. Harvat Hall
6:30p Special Council Work Session
· TUESDAY, OCTOBER 14 Emma J. Harvat Hall
7:00p Special Council Formal Meeting
· WEDNESDAY, OCTOBER 15 North Liberty
4:00p Special Council Work Session
Joint Meeting: lC Schools, JC Board of Supervisors, Cities of Coralville and
North Liberty
· MONDAY, OCTOBER 27 Emma J. Harvat Hall
6:30p Special Council Work Session
Meeting dates/times/topics subject to change
FUTURE WORK SESSION ITEMS
Regulation of Downtown Dumpsters Downtown Historic Preservation
Transit Issues Storrnwater Utility
Airport Business Plan JC DogPAC
Historic Preservation PCRB Evaluation
City of Iowa City
MEMORANDUM
TO: Iowa City City Council ~l '
FROM: Marcia Klingaman, Neighborhood Services Coordinato
DATE: August 20, 2003
RE: Program for Improving Neighborhoods (PIN) Grant Criteria
To follow-up on our discussions from your work session of August 18, 2003, I will add
language to the existing criteria for the PIN grant program stating "Grants providing
funds to expand existing City services in neighborhoods must place an emphasis on
providing these services to Iow and moderate income households".
If you like to see this worded otherwise, please contact me at 356-5237. I will present
this information to the Neighborhood Council at their next meeting in September.
Iowa City Police Department Re
Monthly Liquor LicenS;u(LO; 0P0 EMISE SALES) port
~Tt °Bta Year t° Date T°tals Arrest/Visit I ~y'J
YEAR 2002 hl¥ T I,
Business Name _ B YTD
A&J MINI MART-2153 ACT CIR 0.00
AAJAXXX LIQUOR STORE 0.00
BIG KMART-HOLLYWOOD BLVD 0.00
CUB FOODS 0.00
DAN'S SHORT STOP CORP 0.00
DELIMART - E. BENTON I 16 0.00
DELI-MART - MORMON TREK 2 15 0.00
DEUMART-HWY 1
0.00
DELIMART-LWR MUSCATINE ·/ 0.00
DOC'S STANDARD 0.00
DRUGTOWN 0.00
EAGLE FOOD CENTER- NDOD. 0.00
FAREWAY STORES INC 0.00
GASBY'S - S. GILBERT 0 0.00
GASBY'S EAST - 2303 MUSCAT· · 2 0.00
HANDIMART - DUBUQUE ST 0.00
HANDIMART - N.DODGE 0 0.00
HANDIMART - WILLOWCREEK 0.00
HARTIG DRUG - MORMON TREK
0.00
HAWKEYE CON ST - Commerce 2 0.00
HAWKEYE CON ST-KIRKWOOD 1 2 0.00
HY-VEE- N. DODGE ST
0.00
HY-VEE- S. 1ST AVE 0.00
HY-VEE- WATERFRONT 0.00
JOHN'S GROCERY INC 0.00
KUM & GO - GILBERT/BURL. 0.00
KUM & GO - MORMON TREK 3 14
0.00
KUM & GO- S. RIVERSIDE / 2 0.00
KUM & GO- W. BURLINGTON ST ~t 3 0.00
L&M MIGHTY SHOP INC 1 11 0.00
LINN STREETCAF¢: -- 0.00
MINI MART 0.00
NEW PIONEER COOP 0.00
NORTH DODGE EXPRESS 0.00
ON THE GO CONV. STORE INC. I 0.00
OSCO DRUG ~ 0.00
Column A is the number of times a license holder is visited specifically checking for underage sales.
Column B is the number of people charged with possession under the legal age. Note this is not the total number
of charges.
Iowa City Police Department
Monthly Liquor License (OFF PREMISE SALES) Report
JULY 2003
YEAR. 2002 Monthly Total Year to Date Totals~ Arrest/Visit
.uS,ne . rne
il
PANCHEROS 0 i~ 0.00
P ZZA PALACE ~ 0.00
n ~ N NN
RUSS' AMOCO SERV CE ,.,
SUBURBAN AMOCO 1 10 '. 0 ~ 000
SUBURBAN AMOCO-KEOKUK 4 10 0 ~ 0 00
T&M MINI MART , 1 4 0 ~ 0.00
.
TOBACCO OIJTLET PLUS S. RVvi 1 0 / 0.00
WALGREENS ; 0 ~ 0 00
TOTAL i 29 ' 209 0 ~ 0 00
Column A is the number of times a license holder is visited specifically checking for underage sales.
Column B is the number of people charged with possession under the legal age. Note this is not the total number
of charges.
FILED
Memorandum zoo tin I0:33
CITY CLERK
TO: Iowa City Council IOWA 011 , IOWA
From: Ross Wilburn
Date: 8/2t/03
Re: Alcohol concerns committee
Dear Council members:
On Friday, August 15, 2003, I attended a meeting of the community alcohol committee that
is being formed in light of concerns related to our alcohol ordinance and other efforts that
target problem & underage drinking. To date, the following people agreed to be part of this
~ttee and were in attendance:
N~i~ Green, University of Iowa Student Govermnent President
Owner of Sports Colunm & Joe's Place
~ Lynn ~alding, Administrator, Iowa Alcoholic Beverages Division
Cavitt, Stepping Up Coalition
Carrie Norton, Community Member
Mark Ginsberg, Business owner (non-bar/restaurant)
Jack Piper, Atlas World Grill
· Ross Wilbum, Iowa City Council
· Troy Kelsay, Iowa City Police Dept. (unavailable for first meeting, but will join us)
Thc group's consensus was that our purpose should be to have a candid, ongoing dialogue about the
alcohol issues effecting Iowa City. The hope is that in the end, we are collectively making positive
changes in the community. The committee will serve as a way to exchange ideas, make
recommendations, and update each other about prevention efforts, recreational alternatives,
enforcement ~ssues, and the business climate (downtmvn & campus areas in particular).. [I am
paraphrasing here, as we did not have a vote on a mission statement]
In that spirit, we heard an update on the TIPS training from Lynn Walding and the bar/restaurant
owners. Lynn also showed us some possible training resources that could be used in a variety of
University of Iowa or Community settings to help educate people about problem drinking and Iowa
August 2 I, 2003
applicable laws. We discussed ways to periodically bring in relevant topical speakers for the group.
Finally, we discussed how to finalize membership on the committee.
Our next m~eting is tentatively scheduled for September 5, 2003. The 19 and under ordinance will
have been in effect for one month, so this may be a point of discussion. In addition, we may be
getting an initial report from Lynn on the TIPS training evaluation (if completed). I presume the
committee membership will be finalized as well.
From Council Member Wilburn
EC
EAST CENTRAL IOWA
COUNCIL OF GOVERNMENTS
YOUR REGIONAL PLANNING AGENCY
MEMORANDUM
DATE: August 20, 2003
TO: ECICOG Board of Directors
FROM: Doug Elliott~xe~cutive Director_
SUBJECT: Next Meeting - Th6rsday, August 28~ 2003
The ECICOG Board of Directors will meet'on Thursday, August 28, 2003, 1:00 p.m., at the
ECICOG offices in Cedar Rapids. An agenda for the meeting and minutes of the June 26 Board
of Directors and July 29 executive committee meetings are enclosed. Other items are highlighted
below: ~'
Item 2.0 Routine Matters: Firlancial statements for the month of July are enclosed.
Item 3.3 Director's Report: A Request for Proposals (RFP) for'auditing services was
distributed in July. The results are provided in the enclosed table. As you'll note, onl~ Lar~
· Pump, CPA, returned, a proposal, The RFP sought a fee for FY 200,3, and estimated fees'for FY
2004 and 2005. The board will be asked to take action.on the selection of an audito~ at the
meeting.
As you're aware~ Tracey Mulcahey left her position at ECICOG to become tl~ new city
administrator of Solon on July 25, 2003. Interviews fol~her replacement were'cohducted this
week. In addition, interviews for the housing specialist-position were completed last week. I hope ~'~
to be able to report the results.of both of these processes at your meeting.
Item 3.4, 3.5, 3.6, 3.7, & 3.8 Community Development, Housing, Circuit Rider, Solid Waste ·
& ~Transportation Reports: Staff reports are en~slosed. . ~.
Item 4.1 Executive Committee As ~(uthorized by the board, the executive committee met to
conduct the agency's business for the mo~th of ~uly. The minutes of the July 29, 2003, meeting
are enclosed. As noted in the minutes, the committee discussed the possibility of the full board
and the executive committee meeting in alternate months. The committee was disinclined to alter
the current meeting schedule, but agreed the full board shouRl discuss the issue in August.
Item 4.5 SWTAC Minutes of the most recent meetings are enclosed.
Please regiew the remainder of the enclosed ma~erials, and contact us if you have questions
before the meeting on the 28th.
Enclosures
108 Third Street SE, Suite 300 Cedar Rapids, Iowa 52401 319-365-9941 FAX 319-365-998'1 www. ia.net/~ecicog
East Central Iowa Council of Governments Board Meeting Notice
TEL 365-9941 F~ 365-9981
pages
1.0 CALL TO ORDER
· 1 Recognition of Alternates
.2 Public Discussion
.3 Approval of Agenda
2.0 ROUTINE MATTERS
1-3 .1 Approval of Minutes (June 26, 2003)
4-6 .2 Preceding Month's Budget Reports/Balance Sheets
3.0 AGENCY REPORTS
.1 Chairperson's Report
.2 Board Members' Reports
7 .3 Director's Report
· Audit RFP Results
8-9 .4 Community Development Report
10-12 .5 Housing Report
13 .6 Circuit Rider Report
14-16 .7 Solid Waste Report
17-18 .8 Transportation Report
4.0 COMMITTEE REPORTS
19-20 .1 Executive Committee
· Approval of Minutes (July, 29, 2003)
.2 Personnel Committee
.3 Budget Committee
.4 Transit Operators Group
21-22 .5 Solid Waste Technical Advisory Committee
.6 Ad Hoc Committee Reports
5.0 IOWA INTERGOVERNMENTAL REVIEW SYSTEM
6.0 OLD BUSINESS
.1 Approval of Expenditures
7.0 NEW BUSINESS
8.0 NEXT MEETING: September 25, 2003
ECICOG is the Region 10planning agency serving local governments in the counties of Benton, Iowa, Johnson,
Jones, Linn, and Washington.
MINUTES
East Central Iowa Council of Governrnunts
Board Meeting 1:00 p.m. - June 26, 2003
108 Third Street SE, Suite 300, Cedar Rapids
MEMBERS PRESENT
Ed Brown-Mayor of Washington
Ann Hearn-Linn County Citizen
Ed Raber- Washington County Citizen
Don Magdefrau-Benton County Citizen
Gary Edwards-Iowa County Citizen
Dennis Hansen-Jones County Citizen
Aaron Chittenden-Jones County Citizen
Bob Stout-Washington County Supervisor
Larry Wilson-Johnson County Citizen
Pat Harney-Johnson County Supervisor
Ross Wilburn-Iowa City City Council
Charles Montross-Iowa County Supervisor
David Vermedahl-Benton County Supervisor
James Houser-Linn County Supervisor
Leo Cook-Jones County Supervisor
Lu Barron-Linn County Supervisor
MEMBERS ABSENT
Tom Tjelmeland-Mayor of Ely
Henry Herwig-Coralville City Council
Dawn Pettengill-Mayor of Mt. Auburn
Ric Gerard-Iowa County Supervisor
Wade Wagner-Cedar Rapids Commissioner
ALTERNATES PRESENT - None
OTHER'S PRESENT - None
STAFF PRESENT
Doug Elliott-Executive Director
Gina Peters-Administrative Assistant
Mary Rump-lT/TransportationPlanner
Robyn Jacobson-Transit Administrator
Jennifer Ryan-Planner
Tracey Mulcahey - Grants Administrator
Chad Sands-Planner
Lisa Treharne-Circuit Rider
Marie DeVries-Solid IVaste Planning Coordinator
Lisa-Marie Garlich-Planner
1.0 CALL TO ORDER
The meeting was called to order by Chairperson, Ed Brown at 1:08 p.m.
.1 Recognition of Alternates - None
.2 Public Discussion
Wilson introduced Erin Welch, a student from the Urban and Regional Planning Program at Iowa who is working
with Wilson this summer.
.3 Approval of Agenda
M/S/C (Hansen/Raber) to approve the agenda. All ayes.
2.0 ROUTINE MATTERS
.1 Approval of Minutes (May 29, 2003) /.~
M/S/C (Wilson/Heam) to approve the minutes as written. All ayes.
.2 Preceding Month's Budget Reports/Balance Sheets
Elliott gave an overview of the May financial statements.
(Montross and lXermedahljoined the meeting at this time.)
M/S/C (Hamey/Stout) to receive and file the May £mancial statements for audit. All ayes.
3.0 AGENCY REPORTS
.1 Chairperson's Report - None
.2 Board Members' Reports - None
.3 Director's Report
Elliott offered condolences to Iowa City end Johnson County for the recent death of Susan Horowitz. He noted
services will be held on Tuesday.
.4 Community Development Report
Sands gave an overview of the new annexation laws.
(Cook joined the meeting at this time.)
Garlich handed out a registration form for a workshop for volunteer fire departments to be held on July 8. She also
handed out a brochure outlining the Models for Success workshops to be presented in the next few months.
Mulcahey handed out the current LMI figures for cities in the region.
.5 Housing Report
Mulcahey told the board CDBG pre-applications are due in August.
.6 Circuit Rider Report
Trehame gave an update on a project in Bancroft.
.7 Solid Waste Report
DeVries told the board she will be working on updating the solid waste comprehensive plan. She will notify board
members when meetings will be held in their areas.
She passed around a sample of recycled shingle that is being used on the GRO house.
.8 Transportation Report
Jacobson told the board a sample annual service contract was provided in the board packet and noted she had
contracts prepared for each of the service providers.
M/S/C (Montross/Cook) to authorize the chair to sign the annual service contracts for each of the providers. All ayes.
Jacobson also noted that each year the region is required to advertise in yellow page directories that serve the region.
Regional transit account funds are used to purchase thig advertising and that requires board approval.
M/S/C (Edwards/Chittenden) to allow Jacobson to purchase yellow page advertising for the regional transit system
and to use transit account funds to pay for the advertising. All ayes.
4.0 COMMITTEE REPORTS
.1 Executive Committee - None
.2 Personnel Committee - None
.3 Budget Committee - None
.4 Transit Operator's Group - None
.5 Solid Waste Technical Advisory Committee - None
.6 Ad Hoc Committee Reports - None
2
5.0 IOWA INTERGOVERNMENTAL REVIEW SYSTEM ~'
(Houser joined the meeting at this time.)
M/S/C (Raber/Hearn) to approve all Iowa Intergovernmental Reviews with favorable comment. All ayes.
6.0 OLD BUSINESS
.1 Approval of Expenditures
M/S/C (HanserdStout) to approve payment of expenditures. All ayes.
(Barron joined the meeting at this time.)
7.0 NEW BUSINESS
M/S/C (Wilbum/Houser) to authorize the executive committee to meet in July in lieu of the full board. All ayes.
8.0 NEXT MEETING: August 28, 2003
The meeting adjourned at 1:35 p.m.
David Vermedahl, Secretary/Treasurer
August 28, 2003
Date
Date: August 28, 2003
From: Chad Sands, AICP, Planner
Status of Planning Proiects
· Work is nearing completion on the Bertram/Linn County City/County Strategic Growth
Plan (CCSG) and resulting Fringe-Area Agreement between Bertram and Linn County for
managing development in the City's fringe area. The plan should go before the City
Council and Board of Supervisors in October. The Spring¥ille//inn County CCSG plan
and agreement is nearing completion. The City's attorney is reviewing the document and
should go before the Council and Board of Supervisors in October
· ECICOG staff worked with the City of Bertram to amend the City's land use plan and
zoning ordinance. The ordinance features an overlay zone to protect it's gateway
entrances. The City adopted the amendment to its plan and zoning ordinance in July.
· Work on the City of Central City's comprehensive plan is complete. The City's planning
committee recommended the draft plan to be reviewed by the Planning and Zoning
Commission. The P&Z will then forward a recomemendation of approval to the Council
in September. Work will now focus on the hazard mitigation portion plan.
Work on the Johnson County Zoning and Subdivision Ordinance update has begun.
Work is expected to take an additional 4 months. Major changes to the ordinance will
include updated definitions, format changes to the overall ordinance layout and changes
to specific requirements and regulations.
· Work on the City of Lisbon zoning and subdivision ordinance update is nearing
completion. In addition, ECICOG staff recently completed the City's comprehensive plan.
The ordinances should go before the Council in September.
· Work on the City of Olin Hazard Mitigation Plan has been completed and approved by
FEMA.
· ECICOG staff provided technical assistance to the City of Oxford Junction in regards to
the city's restricted residence district ordinance.
· Work is nearing compeletion on the City of Shueyville's ordinance codification project.
Shueyville's City Attorney is currently reviewing the document and it should go before
the Council in September.
· The City of Springville has requested a so'ope of services for the completion of a
comprehensive plan. Work on the plan would begin this fall after their CCSG plan has
been completed.
· ECICOG is providing site plan and development review services for the Cities of
Wellman, Bertram and Shueyville.
· Work has been completed on the hazard mitigation plans for the following local
governments: Marengo, Monticello and Jones County.
· ECICOG staff submitted proposals to codify the ordinance of the cities of Robins and Van
Horne. Work on these two project could potentially begin this summer.
· Linn County has contracted with ECICOG to prepare a Pre-Disaster Mitigation Plan. Work
has begun on this project and is expected to be completed by December 31, 2003.
8
ECICOG
Solid Waste Planning Report
DATE: August 18, 2003
FROM: Marie DeVries, Solid Waste Planning Coordinator, ext. 26, marie.devries(~.ecicoq.orq
Jennifer Ryan, Solid Waste Planner, ext. 31, iennifer.ryan~,ecicoq.orq
Update of EClCOG Solid Waste Comprehensive Plan. Planning meetings scheduled to date:
o Johnson Co: 11 a.m., Wed., Aug. 27, Iowa City Airport Meeting Room
o Jones Co: 7:30 p.m., Tues., Oct. 7, Jones Co Courthouse Community Room, Anamesa
o Iowa Co: 7 p.m., Wed., Sept. 10, Iowa Co Landfill, Homestead
o Tama Co: 5:30 p.m., Thurs., Sept. 11, Tama Co Engineer's Office, Tama
Contact Marie or Jennifer if you want to be involved in planning meetings.
j~~ Keep Linn County Beautiful. Individuals representing
various organizations in Linn County will meet Friday,
September 5 to begin planning a local chapter of Keep
" America Beautiful. Contact Marie for additional information.
Fall Conference. The annual Managing Waste Resources Wisely conference, sponsored by the
Iowa Recycling Association and the Iowa Society of Sotid Waste Operations is October 27-29 at
the Collins Plaza Hotel in Cedar Rapids. Go to www. iowarecycles.or,q for more information.
A fundraiser for these two non-prdfit organizations will be held 5-8 p.m., Monday, Oct. 27
at the IMAX Theatre in Cedar Rapids. Food and beverages will be served from 5-7 in the lobby
and a film shown at 7. Tickets are $25. Contact Marie or Jennifer for tickets!
Benton County Residential Recycling. As of August 1, every Benton County community has
implemented their curbside recycling service through a contract with a private hauler.
Communities are utilizing flyers, newsletter articles, and local cable advertising to educate the
public about their new recycling programs. Grant funds for education activities are available on a
per capita basis through fiscal year 2004.
The Benton County Landfill is preparing to implement a ban on recyclable paper, plastic,
cardboard, and metal beginning January 1, 2004.
Contact Jennifer for more information.
HHW Collection. Bluestem is now servicing the Satellite Household Hazardous Waste Collection
facilities in Benton, lewa, and Tama Counties. Jones County continues to be serviced by the
Clinton County Regional Collection Facility.
Jones County Landfill Operator Leonard Brokens
stores household hazardous waste for proper
~'~ ~ I ~ disposal or recycling,
In addition to collecting HHW from the Satellite facilitj~ for proper processing, Bluestem
is using its collection trailer to pick up hazardous materials from qualifying businesses.
Contact ,Jennifer for more information.
14
ECICOG
, Transp°rtat!On Rep°rt
Date: August 16, 2003
From: Mary Rump, IT/Transp. Planner
Robyn Jacobson, Planner
TRANSIT
Request for Additional Service
None for the 1st quarter of FY 2004.
FY 2003 Service Statistics
The FY 2003 Year End Report has been submitted to the Iowa Department of
Transportation. A summary of the service statistics is noted below.
Provider Rides Revenue Revenue Operating Revenues
Miles Hours Cost
Benton 20,970 110,241 7,102 167,497 167,497
Iowa 23,378 145,748 5,337 143,325 169,271
Johnson 15,070 84,858 5,059 242,653 242,653
Jones 44,132 188,538 8,487 201,337 201,337
Linn 56,041 225,427 14,541 771,704 771,704
Washington 69,240 231,284 20,773 410,294 456,913
Total 228,831 986,096 61,299 $1,936,810 $1,996,576
* Statistics do not include meal deliveries, and for Johnson and Linn Counties do
not include service contracted for by the metro areas.
FY 2004 Re.qional Transit Assistance Formula
Based on the statistics noted above, a formula for regional distribution of transit
assistance has been developed. Although the total level of assistance has been
estimated, the percentages allocated in each provider are noted below.
Name FY 2003 FY 2004 Estimated
Formula Formula Assistance
IPTA $3,200.00
EClCOG $53,967.00
Total for Disbursement $482,506.00
Benton 12.50% 11.77% $56,809.00
Iowa 12.20% 14.49% $69,917.00
Johnson 6.37% 11.59% $55,946.00
Jones 16.93% 16.87% $81,375.00
Linn 27.27% 26.44% $127,552.00
Washington 24.73% 18.84% $90,906.00
Total 100.00% 100.00% $539,673.00
Certificate of Achievement
The Iowa Public Transit System (IPTA) presented awards to fourteen bus drivers
from around the state. To qualify for the special recognition, ddvers needed to
have no documented incidents or complaints, no at-fault accidents or moving
violations, and a good attendance record. Ron Hird, a bus ddver for Linn County
LIFTS was one of the recipients.
TRANSPORTATION
Transit Plan and FY 2005-2007 Transportation Improvement Proqram (TIP)
In October, the staff will distribute appiications to cities and counties within the
region to begin the process of developing the FY 2005-2007 TIP. Although the
federal transportation authorization expires on September 30, 2003, the region is
estimating that approximately $2 million in new funding will be available for
programming regionwide.
Reqional Enhancement Plan
As noted in the Long Range Transportation Plan, the staff has begun to update
the Region fO Bicycle and Pedestrian Facilities Plan. The plan was adopted in
1996, and will be updated to include not only trail facilities, but also other
transportation enhancement-type facilities (i.e. historic transportation facilities,
archeological sites, scenic byways, etc.).
]8
MINUTES
EAST CENTRAL IOWA COUNCIL OF GOVERNMENTS
Solid Waste Technical Advisory Committee (SWTAC)
1 PM, August 14, 2003
Jones County Courthouse, Anamosa
VOTING MEMBERS PRESENT
Iowa City/Johnson County: Brad Neumann
Benton County: Myron Parizek STAFF PRESENT
Iowa County: Rick Heller Jennifer Ryan
Jones County: Leonard Brokens
Bluestem/Linn County: Teresa Kurtz
Bluestem/Linn County: Floyde Pelkey
Tama County: Duane Leek OTHERS PRESENT
Mark Maust, GreenMan Technologies, Inc.
NON-VOTING MEMBERS PRESENT Stan Willams, GreenMan Technologies, Inc.
Iowa City/Johnson County: Jon Thomas Stu Ireland, Jones County SW Commission
Iowa Waste Exchange: Rick Meyers, John
Koch
MINUTES: Minutes from the July meeting were approved.
Waste Tire Processing Contract: Mark Maust and Stan Williams from GreenMan Technologies
presented a company update. Discussed tire volume decline from the ECICOG region and
member's service concerns. Indicated that members could set up a weekly or monthly collection
route. Described matedal markets, especially the growth of the crumb rubber markets.
GreenMan's Des Moines facility produces one-third of each product - leachate drainage material,
tire derived fuel, and crumb rubber. Discussed contract terms and a possible renewal. Mark Maust
expressed interest in renewing the contract with EClCOG under the same terms.
Local Updates -
Iowa City I Johnson County: Neumann and Thomas reported: · Comp planning meeting is scheduled for August 27.
· In the planning stages of changing the Furniture Project to a city operated program to
dived more furniture from the waste stream.
· Landfill booth at the Johnson County Fair was filmed for a local cable show.
· Using a new alternative cover machine and purchased a hook-lift truck for drop-off
recycling boxes.
· The City of Shueyville is considering implementing a recycling program.
Tama County: Leek reported that a Solid Waste Commission member distributed HHM
Guidebooks at the Corn Carnival. Construction has begun on a new cell and using the
Tarp-o-matic as alternative daily cover.
21
IP6
CITY OF IOWA CITY
QUARTERLY
INVESTMENT REPORT
MARCH 31, 2003
to
JUNE 30, 2003
Finance Department:
Prepared by:
Brian Cover
Senior Accountant
OVERVIEW
The City of Iowa City's investment objectives are safety, liquidity and yield. The
primary objective of the City of Iowa City's investment activities is the
preservation of capital and the protection of investment principal. The City's
investment portfolio remains sufficiently liquid to enable the City to meet
operating requirements that cash management procedures anticipate. In
investing public funds, the City's cash management portfolio is designed with the
objective of regularly exceeding the average return on the six month U.S.
Treasury Bill. The Treasury Bill is considered a benchmark for riskless
investment transactions and therefore comprises a minimum standard for the
portfolio's rate of return. The average return on the six-month U.S. Treasury Bill,
as obtained from the monthly publication Public Investor, was 1.13% at 3/28/03
and was 0.83% at 6/20/03. The investment program seeks to achieve returns
above the threshold, consistent with risk limitations and prudent investment
principles.
The quarterly investment report lists investments by fund, by institution, by
maturity date, and investments purchased and redeemed.
Rates on new investment purchases with maturity dates in the eight-month to
tweive month range were approximately 104 to 114 basis points lower on
investments purchased in the second quarter of 2003 than on investments
maturing in the second quarter of 2003. The federal funds rate is the interest rate
at which banks lend to each other. The Federal Reserve cut the federal funds
rate by 25 basis points putting the rate at 1.00% at the end of the second quarter
of 2003. This is the lowest rate since 1958. The Federal Reserve has cut the
federal funds rate 13 times Since the beginning of 2001, when the rate was 6.5
percent. See Federal Funds Rate chart on next page.
New official state interest rates setting the minimum that may be paid by Iowa
depositories on public funds in the 180 to 364 day range during this quarter were
0.90% in April 2003, 0.80% in May 2003 and 0.80% in June 2003.
Federal Funds Rate
7.00
6.50
5'00
2.00
1.50
1.00,
CITY OF IOWA CITY
INVESTMENTS ON HAND
DETAIL LISTING BY MATURITY DATE
6/30/2003
INSTITUTION INVESTMENT PURCHASE MATURITY INVESTMENT INTEREST
NAME TYPE DATE DATE AMOUNT RATE
VAN KAMPEN GOVT MUTUAL FUND 22-Ju1-85 N/A 200,00000 VARIABLE
NORWEST BANK SAVINGS 1-Dec-99 N/A 200,000.00 VARIABLE
HAWKEYE STATE BANK SAVINGS 18-Jul-97 N/A 1,500,000.00 VARIABLE
IOWA PUBLIC AGENCY INVEST TRUST IPAIT 13-Jun-02 N/A 2,000,000.00 VARIABLE
IOWA PUBLIC AGENCY INVEST TRUST IPAIT 16-May-02 N/A 156,484.07 VARIABLE
IPAIT/VVELLS FARGO IPAIT 29-Nov-02 N/A 3,646,127.26 VARIABLE
UNION PLANTERS BANK CD 31-Oct-97 l-Jul-03 250,000.00 6.50
COMMERCIAL FEDERAL BANK CD 10-Sep-02 l-JuP03 5,500,00Q00 1.90
US BANK CD 30-May-03 1-Jul-03 977,423.00 1.24
US BANK NA CD 23-Dec-02 3-Jul-03 350,000.00 1.30
COMMERCIAL FEDERAL BANK CD 30-Jan-03 3-Jul-03 800,000.00 1 55
UNION PLANTERS BANK CD 13-Ju1-98 11-JuF03 3,511,400.00 592
US BANK NA CD 23-Dec-02 11-Ju1-03 1,750,000.00 1.30
US BANK NA CD 23-Dec-02 18-Jul-03 400,000.00 1.30
COMMERCIAL FEDERAL BANK CD 30-Jan-03 18-Ju1-03 700,000.00 1.55
US BANK NA CD 23-Dec-02 25-Ju1-03 1,800,000.00 1.34
COMMERCIAL FEDERAL BANK CD 22-Jan-03 l-Aug-03 750,000.00 1.57
COMMERCIAL FEDERAL BANK CD 22-Jan-03 8-Aug-03 2,000,000.00 1.57
COMMERCIAL FEDERAL BANK CD 22-Jan-03 15-Aug-03 750,000.00 1.57
COMMERCIAL FEDERAL BANK CD 22-Jan-03 22-Aug-03 2,000,000.00 1.57
IOWA STATE BANK CD 30-Aug-02 29-Aug-03 961,187.50 1.98
IOWA STATE BANK CD 30-Aug-02 29-Aug-03 663,221.00 1.98
COMMERCIAL FEDERAL BANK CD 22-Jan-03 29-Aug-03 750,000.00 1.57
FREEDOM SECURITY BANK CD 30-Jan-03 5-Sep-03 2,150,000.00 1.75
FREEDOM SECURITY BANK CD 30-Jan-03 12~Sep-03 750,000.00 1.80
FREEDOM SECURITY BANK CD 30-Jan-03 19-Sep-03 2,150,000.00 1~95
FREEDOM SECURITY BANK CD 30-Jan-03 26-Sep-03 750,000.00 1.95
COMMERCIAL FEDERAL BANK CD 7-Feb-03 3-Oct-03 2,150,000.00 1.48
COMMERCIAL FEDERAL BANK CD 7-Feb-03 10-Oct-03 750,000.00 1.48
iOWA STATE BANK CD 7-Feb-03 17-Oct-03 2,150,000.00 1.53
COMMERCIAL FEDERAL BANK CD 7-Feb-03 24-Oct-03 750,000.00 1~48
IOWA STATE BANK CD 7-Feb-03 31-Oct-03 2,150,000.00 1.56
COMMERCIAL FEDERAL CD 19-Feb-03 7-Nov-03 750,000.00 1.49
COMMERCIAL FEDERAL CD 18-Mar-03 7-Nov-03 750,000.00 1.35
IOWA STATE BANK CD 19-Feb-03 14-Nov-03 2,150,00Q00 149
COMMERCIAL FEDERAL CD 18-Mar-03 14-Nov-03 2,150,000.00 1.35
IOWA STATE BANK CD 19-Feb-03 21-Nov-03 750,000.00 1.49
COMMERCIAL FEDERAL CD 18-Mar-03 21-Nov-03 750,000.00 1.35
IOWA STATE BANK CD 18-Mar-03 26-Nov-03 2,150,000.00 1.35
WELLS FARGO SLGS 5-Nov-02 l-Dec-03 56,164.00 1.80
UICCU CD 28-Mar-03 3-Dec-03 3,609,120.00 138
COMMERCIAL FEDERAL CD 18-Mar-03 5-Dec-03 750,000.00 1.38
FREEDOM SECURITY BANK CD 12-Dec-01 12-Dec-03 518,740.00 3.80
UICCU CD 28-Mar-03 12-Dec-03 2,150,000.00 1.36
FARMERS & MERCHANTS CD 28-Mar-03 19-Dec-03 750,000.00 1.43
US BANK CD 15-Apr-03 2-Jan-04 750,000.00 1.26
iOWA STATE BANK CD 15-Apr-03 9-Jan-04 2,150,000.00 1.31
FARMERS & MERCHANTS CD 8-Jan-03 16-Jan-04 500,000.00 1.97
US BANK CD 15-Apr-03 16-Jan-04 750,000.00 1.27
IOWA STATE BANK CD 15-Apr-03 23-Jan-04 2,150,000.00 1.41
IOWA STATE BANK CD 15-Apr-03 23-Jan-04 2,150,000.00 1.36
COMMERCIAL FEDERAL CD 28-Apr-03 30-Jan-04 750~000.00 1.32
INSTITUTION INVESTMENT PURCHASE MATURITY INVESTMENT INTEREST
NAME TYPE DATE DATE AMOUNT RATE
COMMERCIAL FEDERAL CD 28-Apr-03 6-Feb-04 2,150,000.00 1.32
COMMERCIAL FEDERAL CD 28-Apr-03 13-Feb-04 750,000.00 1.32
US BANK CD 28-Apr-03 20-Feb-04 2,150,000.00 1.23
COMMERCIAL FEDERAL CD 28-Apr-03 27-Feb-04 750,000.00 1.32
COMMERCIAL FEDERAL CD 12-May-03 5-Mar-04 2,150,000.00 126
IOWA STATE BANK CD 12-May-03 12-Mar-04 750,000.00 1.21
LIBERTY BANK CD 10-Jun-03 19-Mar-04 2,150,000.00 1.71
LIBERTY BANK CD 10-Jun-03 26-Mar-04 750,000.00 1.71
LIBERTY BANK CD 23-Jun-03 2-Apr-04 2,150,000.00 1.21
FREEDOM SECURITY CD 23-Jun-03 9-Apr-04 750,000.00 1.17
WELLS FARGO SLGS 5-Nov-02 l-Jun-04 56,671.00 1.98
UICCU CD 16-Dec-02 24-Sep-04 616,146.00 2.61
HILLS BANK CD 25-Feb-03 24-Sep-04 21,346.50 2.38
WELLS FARGO SLGS 5-Nov-02 l-Dec-04 57,231.00 2.16
COMMERCIAL FEDERAL CD 14-Mar-03 1-Dec-04 13,249,675.02 1.51
WELLS FARGO SLGS 5-Nov-02 1-Jun-05 3,957,849.00 2.34
TOTAL $104,308,785.35
CITY OF IOWA CITY
INVESTMENT ACTIVITY
FOR THE QUARTER ENDED JUNE 30, 2003
INVESTMENTS ON HAND AT 3/31/03 105,872,718.13
INVESTMENT PURCHASE MATURITY INTEREST
INSTITUTION TYPE DATE DATE RATE
PURCHASES 3/31/03 TO 6130103
US BANK CD 4/15/03 16-Jan-04 1.27 750,000.00
US BANK CD 4/15/03 2-Jan-04 1.26 750,000.00
IOWA STATE BANK CD 4/15/03 9-Jan-04 1.31 2,150,000.00
IOWA STATE BANK CD 4/15/03 23-Jan-04 1.36 2,150,000.00
IOWA STATE BANK CD 4/15/03 23-Jan-03 1.41 2,150,000.00
US BANK CD 4~28~03 20-Feb-04 1.23 2,150,000.00
COMMERCIAL FEDERAL CD 4~28~03 27-Feb-04 1 ~32 750,000.00
COMMERCIAL FEDERAL CD 4~28~03 13-Feb-04 1.32 750,000.00
COMMERCIAL FEDERAL CD 4/28/03 6-Feb-04 1.32 2,150,000.00
COMMERCIAL FEDERAL CD 4~28~03 30-Jan-04 1.32 750,000.00
IOWA STATE BANK CD 5/12/03 12-Mar-04 1.21 750,000.00
COMMERCIAL FEDERAL CD 5/12/03 5-Mar-04 1.26 2,150,000.00
US BANK CD 5/30/03 l-Jul-03 1.24 977,423.00
LIBERTY BANK CD 06/10/03 19-Mar-04 1.71 2,150,000.00
LIBERTY BANK CD 06/10/03 26-Mar-04 1.71 750,000.00
LIBERTY BANK CD 06~23~03 2-Apr-04 1.21 2,150,000.00
FREEDOM SECURITY CD 06/23/03 9-Apr-04 117 750,000.00
TOTAL PURCHASES 24,177,423.00
REDEMPTIONS 3/31/03 TO 6~30~03
UNIVERSITY OF IOWA CQMM CU CD 20-Jun-02 l-Apr-03 2.61 (1,500,000.00)
UNIVERSITY OF IOWA COMM CU CD 20-Jun-02 4-Apr-03 2.61 (1,400,000.00)
FARMERS & MERCHANTS SAVINGS BAr~ CD 5-Apr-02 8-Apr-03 3.26 (750,000.00)
UNIVERSITY OF IOWA COMM CU CD 20-Jun-02 15-Apr-03 2.66 (1,500,000.00)
UNIVERSITY OF IOWA COMM CU CD 28-Jun-02 18-Apr-03 2.31 (1,400,000.00)
IPAIT 30-Apr-03 (626,028.15)
IPAIT 30-Apr-03 (153,307.74)
COMMERCIAL FEDERAL 03/14/03 30-Apr-03 1.51 (825,620.24)
UNIVERSITY OF IOWA COMM CU CD 28-Jun~02 l-May-03 2.33 (1,500,000.00)
UNIVERSITY OF iOWA COMM CU CD 28-Jun-02 2-May-03 2.36 (1,400,000.00)
COMMERCIAL FEDERAL BANK CD 10-Sep-02 15-May-03 1.85 (1,500,000.00)
COMMERCIAL FEDERAL BANK CD 10-Sep-02 16-May~03 1.85 (1,400,000.00)
UNIVERSITY OF IOWA COMM CU CD 31-May-00 30-May-03 7.43 (977,423.00)
COMMERCIAL FEDERAL BANK CD 18-Oct-02 30-May-03 1.83 (1,400,000.00)
IPAIT 30-May-03 (239,210.17)
IPAIT 30-May-03 (896,855.63)
COMMERCIAL FEDERAL 03/14/03 30-May-03 1.51 (689,225.37)
WELLS FARGO SLGS 5-Nov-02 l-Jun-03 1.66 (48,884.00)
FREEDOM SECURITY BANK CD 18-Oct-02 2-Jun-03 2.00 (1,500,000.00)
COMMERCIAL FEDERAL BANK CD 18-Oct-02 13~Jun-03 1.84 (1,400,000.00)
FREEDOM SECURITY BANK CD 18-Oct-02 16-Jun-03 2.06 (1,500,000.00)
US BANK NA CD 23-Dec-02 27-Jun-03 1.30 (1,400,000.00)
IPAIT 30-Jun-03 (149,259.27)
COMMERCIAL FEDERAL CD 03/14/03 30-Jun*03 1.51 (1,585,54221)
TOTAL REDEMPTIONS (25~741,355.78)
INVESTMENTS ON HAND AT 6130103 104~308~785.35
CITY OF IOWA CITY
INVESTMENTS ON HAND
SUMMARY BY FUND
GENERAL FUND
6~30~2003 6/30/2002
FUND INVESTMENT INVESTMENT
TYPE AMOUNT AMOUNT
ALL OPERATING FUNDS 86,980,20t.38 90,032,496.25
GENERAL OBLIGATION BOND FUND 0.00 0.00
EMPLOYEE BENEFIT RESERVE FUND 700,000.00 1,450,000.00
BOND RESERVE FUND 16,628,584.00 44,408,450.50
TOTAL 104,308,785.35 135,890,946.75
CITY OF IOWA CITY
INVESTMENTS ON HAND
LISTING BY INSTITUTION
6~30~2003 6/30/2002
INSTITUTION INVESTMENT INVESTMENT
NAME AMOUNT AMOUNT
COMMERCIAL FEDERAL BANK 41,849,675.02 18,100,000.00
US BANK (FORMERLY FIRSTAR BANK) 8,927,423.00 0.00
FARMERS & MERCHANTS SAVINGS BANK 1,250,000.00 2,250,000.00
FREEDOM SECURITY BANK 7,068,740.00 6,118,740.00
HAWKEYE STATE BANK 1,500,000.00 11,400,000.00
HILLS BANK & TRUST 21,346.50 3,750,931.50
IOWA STATE BANK 18,174,408.50 19,563,221.00
IOWA PUBLIC AGENCY INVESTMENT TRUST 5,802,6'11.33 28,132,496.25
LIBERTY BANK 5,050.000,00 0.00
UNION PLANTERS BANK 3,761,400.00 3,761,400.00
WELLS FARGO BANK 4,327,915.00 1,618,463.00
U OF I COMM CREDIT UNION 6,375,266.00 14,678,336.00
US TREASURY NOTES AND AGENCIES 0.00 26,317,359.00
VAN KAMPEN 200,000.00 200,000.00
TOTAL 104;308,785.35 135,890,946.75
ECONOMIC DEVELOPMENT COMMITTEE
TUESDAY, MAY 13, 2003 - 8:00 AM
CIVIC CENTER LOBBY CONFERENCE ROOM
Members Present: Ernie Lehman, Dee Vanderhoef, Ross Wilburn
Members Absent: None
Staff Present: Steve Nasby
Council Present: Irvin Pfab
Others Present: Sarah Fancher, Christine Pigsley, Diana Bryant
CALL TO ORDER
Lehman called the meeting to order at 9:07 AM.
APPROVAL OF MINUTES FROM APRIL 23, 2003 MEETING
Lehman asked for clarification of the $25,000 loan for The Rack BBQ Restaurant to see if it was entirely
for capitol expenses. Nasby would check the meeting tape and make a revision to the minutes if
necessary. Vanderhoef also noted the recommendation for the $25,000 loan was sent to Council for
approval and for a recommendation for a loan rate and term.
MOTION: Vanderhoef moved to approve the minutes as amended. Wilburn seconded the motion. All in
favor, motion passed 3-0.
DATE AND TIME FOR NEXT MEETING
The committee agreed the meeting would be June 19, 2003 at 9:00 AM.
DISCUSSION OF REQUEST FOR TAX EXEMPTION IN THE CENTRAL BUSINESS
DISTRICT - ZEPHYRS
The owner of Zephyrs, a copy and design business, has applied to receive a tax exemption for proposed
building improvements. This exemption is a part of the 1999 Central District Urban Revitalization Plan the
City Council designated to provide incentive to private business owners to redevelop or improve their
properties. Lehman noted the proposal meets the qualifications and criteria listed on the revitalization
plan and the assessor will determine the value due to the improvements, and would recommend the
request to Council.
MOTION: Vanderhoef moved to approve the request from Zephyr's and recommend it to council since
they have met the criteria of the tax exemption schedule. Wilburn seconded the motion. All in favor,
motion passed 3-0.
Wilburn excused himself from the meeting due to a conflict of interest, as his employer is a recipient of
CDBG funds.
RECOMMENDATION ON TERMS FOR CDBG ASSISTANCE - THE RACK BBQ
The Council has tentatively approved the $25,000 loan for The Rack BBQ business and has requested
the committee to recommend terms for the loan for the next Council meeting. Vanderhoef and Lehman
agreed the terms for any loan should follow the same formula used by the State Targeted Small Business
Loan. Lehman noted the rate needs to be advantageous to the applicant and should be less than what
local banks are offering and also noted the terms would be tailored to each specific project. Staff noted
the State uses a broad range of rates, they look at each project and determine risk and the rate is related
to the risk associated with the loan. Lehman noted the loan rate should either be associated with the
Prime rate or the same as the loan rate the State has set, as they have also reviewed the application and
have determined the financial risk involved with the project. Vanderhoef noted that information concerning
CDBG loan rates might be included with CDBG applications in the future.
Economic Development Committee Minutes
May 13, 2003
Page 2
MOTION: Vanderhoef moved to recommend the loan rate for The Rack BBQ at 3% for 5 years, as this is
the rate the State has used for their loan to the applicant. Lehman seconded the motion. All in favor,
motion passed 2-0.
Staff noted that this recommendation is to be placed as a resolution on the next Council agenda. Lehman
addressed a comment made previously by Councilperson Kanner and said CDBG
applications/recommendations are important and should be placed on the Council's agenda and not put
into the general work session for a consensus vote. Vanderhoef concurred and said that by including
CDBG projects at Council meetings they are allowing someone not involved with the project to step up if
they have a comment.
DISCUSSION OF REQUEST FOR CDBG ASSISTANCE - ISED MICROENTERPRISE
DEVELOPMENT
This application is a carry over form the last Economic Development meeting. The application
representative, Christine Pigsley, provided information asked for by the committee in two letters. The first
letter detailed information about what the program has done for Latino and Hispanic populations in Sioux
City, Davenport and Des Moines. The second letter addressed concerns about a previous financial audit.
Ms. Pigsley explained, and the letter detailed, that the problem has since worked itself out, as the
program was new. Vanderhoef commented that the numbers coming from the other cities that have also
been involved with the project impressed her. Lehman clarified that the request is for $15,000.
Vanderhoef asked what the Hispanic/Latino population is in Iowa City. Pigsley noted the population was
listed as 1,833 in year 2000. Lehman noted that 25% of the Iowa City population is living below poverty
level and questioned if this was the group they are trying to serve. Pigsley explained the project is to
target the Hispanic and Latino population in the area, which they have found to be very entrepreneurial in
nature. In order to attract and identify individuals for the program, they will work closely with the housing
authority, the neighborhood centers and ESL (English as second language) classes. Lehman clarified that
this program is asking for a grant and not a loan. Pigsley said it is a grant request.
MOTION: Vanderhoef moved to recommend approval of this program in the amount of $15,000 to the
City Council. All in favor, motion passed 2-0.
OTHER BUSINESS
Staff noted they had hoped to have Chris Pasek from the Small Business Development Center at the
meeting to address the committee on reading application financials and what criteria to utilize. They will
try to schedule Ms. Pasek for the June meeting.
ADJOURNMENT
Meeting was adjourned at 8:50 AM.
data on ci~ynt/pcd/min u [e sled c0 5-13~$.doc
AGENDA
City of Iowa City
City Council Economic Development Committee
Friday, August 29, 2003
8:30 a.m.
Lobby Conference Room
City Hall
410 East Washington Street
1. Call to Order
2. Discussion and Recommendation on CDBG Application - DeLuxe Bakery
3. Other Business
4. Adjournment
City of Iowa City
MEMORANDUM
DATE: August 25, 2003
TO: Council Economic Development Committee
FROI4: Steven Nasby, Community and Economic Development Coordinatol~---~C,~
RE: Special IVleeting - August 29, 2003
As per your request, a special meeting has been scheduled for August 29t~, This meeting
was scheduled to continue the Committee's discussion on the CDBG application submitted
by DeLuxe Bakery.
A copy of DeLuxe Bakery's CDBG application was provided in the Council Economic
Development Committee's August 21 meeting packet.
Please contact me at 356-5248 if you have any questions or need additional information.
Page numbers appear to be missing; however this report reflects
actual report submitted.
FY2003 ANNUAL REPORT
TABLE OF CONTENTS
PAGE
INTRODUCTION AND REPORT FROM THE DIRECTOR ............................................ 5
SECTION I - REPORTS
LIBRARY BOARD OF TRUSTEES ANNUAL REPORT
TO THE CITY COUNCIL .................................................................................. 11
DEPARTMENTAL ANNUAL REPORTS
Public Services
Adult Services Kara Logsden .................................. 15
Children's Services Debb Green ..................................... 19
Circulation Services Heidi Lauritzen ................................ 23
Information Services Maeve Clark .................................... 27
Support Services
Building Services Ed Arensdorf .................................... 33
Systems Elizabeth Nichols ............................. 37
Development Office Barbara Cur'tin ................................. 41
Business Office Martha Lubaroff ............................... 43
Personnel and Staff Development Elizabeth Nichols ............................. 45
Technical Services Barbara Black .................................. 49
FY2003 ANNUAL REPORT
TABLE OF CONTENTS
PAGE 2
PAGE
SECTION II - APPENDICES
STATISTICAL SUMMARIES
IOWA CITY PUBLIC LIBRARY FACT SHEET .................................................. 55
MATERIALS ADDED AND COLLECTION GROWTH - FY03 .......................... 57
PERSONNEL RESOURCES, FY99-03 ............................................................59
LIBRARY SERVICES, FY03 COMPARED TO FY03 ........................................ 61
CIRCULATION BY TYPE AND FORMAT, FY03 ............................................... 67
CARDHOLDERS BY PLACE OF RESIDENCE, JULY, 2003 ........................... 69
GROUPS USING MEETING ROOMS IN FY03 ............................................... 71
FINANCIAL REPORTS
RECEIPTSAND EXPENDITURES BY FUND, FY03 ....................................... 73
EXPENDITURES FOR LIBRARY MATERIALS, FY99-FY03 ........................... 75
FUND RAISING SUMMARY, FY83, FY03 ........................................................77
LIBRARY INCOME FROM FUND RAISING, FY83, FY03 ................................ 78
STAFF ROSTER, JUNE, 2003 .............................................................................. 79
FY03 ANNUAL REPORT TO THE STATE LIBRARY COMMISSION
DIRECTOR'S ANNUAL REPORT
Being closed for two weeks to move into our temporary quarters while the "old" building undergoes
extensive remodeling has to top my report for FY03, but looking back it seems like just another step in
the decade long process of creating more library space no more significant in the long run than other
things that made FY03 a year to remember.
Routine library business continued around the seemingly endless accommodations, explanations,
problems, and extra work associated with moving into and then living in temporary quarters while
continuing working on the remodeled library space. In FY03 those routines included a whole new look
for our web site, a comprehensive job study, a record high circulation, responses to challenging bud-
get issues at the state and local levels and staying informed of the legal issues related to patron
privacy and internet filtering software at the federal level.
BUILDING PROJECT/MOVING
"Ahead of schedule and under budget" are words anyone in the midst of a building project wants to
hear, and my hopes were fulfilled this year. It's amazing what one year of hard work can accomplish -
a year ago the new basement was being poured, in the fall the steel was up, and then step-by-step a
finished space was completed. By this summer the old building looked liked a shell as the exterior
walls and windows were removed along with most of the interior walls and the main staircase.
The biggest logistical challenge was moving an entire library operation -staff and public--in two weeks.
Something as seemingly simple as figuring out how deliveries are going be made (US Mail, UPS, daily
newspapers, book drop returns...) took a great deal of effort. The elevator in the west wing has been
cranky since it was installed and proved especially temperamental in the early days of our move when
both furniture and shelving movers were vying for elevator time. At times it was poetry in motion, at
other times it was chaos, but it did get done and we were even ready for an open house for donors two
days before opening for general business.
Because two weeks worth of items were all due on one day the returns were simply overwhelming. It
was a memorable experience to set off on the trip to empty the book returns in the "old" building off of
Linn Street. Starting in the basement of the West Wing with whatever book carts (usually it took three
to five carts) and helpers you could find, the route took you up to the second floor on one elevator,
through the back ha~l and into the "old" building and the "old" elevator (with no lights--it's REALLY dark
in there) to the first floor which was by then a construction zone (desks ripped out, trenches in the
concrete floor, etc) in order to reach the building book drops which would be jam packed with thou-
sands of returns needing to be loaded up and brought back via the same route. This had to be done
four times a day to keep up with the returns. Another memorable experience was taking a final walk
through the second floor to make sure things had been moved and seeing the fax machine sitting
crookedly on two plastic chairs (it's table had been moved, but the telephone line was not hooked up
yet, so the machine was left until that could be done) with a fax in it. The message was from the Roy
J Carver Charitable Trust letting us know they had awarded us $60,000 toward our building campaign!
We anticipated that life in the temporary quarters would have inconveniences and inefficiencies and
we were right. The most noticeable difference is simply the time it takes to get around with three floors
using a stairway that is NOT central to all the floors and an elevator much in demand and none too
speedy, when it works. Adult books that are returned to the building must be taken to the basement for
check-in and then rerouted to the appropriate floor for shelving. We are experimenting with a "recently
returned" shelving in the Childrens Room to avoid storing ali these materials on rough sort shelves in
the basement. The noise levels are high in the areas without carpet and no finished ceilings, noise
carries from the temporary meeting rooms into staff areas, the main restrooms are at the far reaches
of the second floor, and some people just can't resist going out the emergency stairway doors to save
themselves a few steps, still, by and large, staff and public have been very accepting of the inefficien-
cies knowing they are temporary.
It has been a pleasure to work with Dave Mellecker, the job superintendent for Knutson Construction,
our general contractor. He has been very responsive to our concerns and their crew and their subcon-
tractors have provided high quality work. Knutson helped us sponsor an open house at the construc-
tion site in conjunction with a Friday night conceal lastAugust. They provided balloons and Wells Blue
Bunny provided the ice cream.
Our architectural team from Engberg Anderson--Joe Huberty, Dan Kabara, and Nicole Woods-con-
tinue their excellent work and have shared our excitement as their plans become real. Joel Miller, the
special project manager, is invaluable in his expedise, support, and his great ability to keep things in
perspective and find some humor in almost every situation. I simply cannot imagine, and would not
want to attempt, doing this project without him. He was granted honorary "ICPL Fairy" status at the
Inservice Day last year, a small measure of our fondness and respect.
BEHIND THE SCENES
Although construction and moving were very visible other equally impressive projects were being
implemented behind the scenes. The process to begin tagging every item in our collection for the new
radio frequency system we will use for materials handling and security in the new building was planned
by Technical Services. We had two tagging stations set up most of the year. Technical Services did an
excellent job of instructing and assisting and got us through some brief downtimes due to equipment
breakdowns and moving. Most staff rotate hours into tagging and we are well ahead of the schedule
with 111,000 items completed by the end of the year.
Last September we conducted our first ever complete job audit to gain information and insight into the
amount of time people in all library jobs spent on various activities. This information helped us as we
began the challenge of reorganizing staff to accommodate the changing staffing needs of a new ser-
vice desk due to the new building layout. Once staff assignments for the new Fiction Desk were done,
training began as Information and Adult Services staff worked out the protocol of types of questions
that would be dealt with at each of these desks. The new arrangement seems to be working well, and
I think it is a plus that we implemented it prior to the opening of the completed building. With time to
establish the function at the new desk in our temporary layout I think library users will have less
confusion when the project is completed.
At the time of the move, we also became the first City department to implement the long planned city-
wide phone system. We worked with contractor and city staff to try to make this process "invisible" to
our users, but have had a fairly high number of instances when the voice mail system does not re-
spond properly to calls - often simply responding to a call by continuous ringing. We anticipate lower
costs overall as the City manages it's own phone connections and service and hope to work out the
problems soon.
LIBRARY USE AND COLLECTIONS
Remarkably, circulation figures were up slightly in a year when we were closed for two weeks and
spent the last two months of the year with a more remote temporary front door. Overall number of
questions answered is up slightly as well. Understandably, the number of people entering the building
and use of meeting rooms dropped.
Use of our web site continues to grow as users turn to it for information and services. The home page
and much of our site, including Childrens and Young Adult information, was redesigned to improve
usability. Updating to .php file extensions made pages load faster and update more easily. Total user
sessions were up almost 30% to 248,236 and successful hits for the entire site grew to 4,287,209.
New features in the Innovative system allowed for creation of an interactive map showing location of
the item being sought - a very timely feature with the entire collection moved! The look of the catalog
was also improved, and simplified instructions and images of some circulating art work added along
with access to the NYT's Best Sellers Lists and NEW additions to the collection. From these lists you
can see immediately whether or not a title is available for checkout.
Unless you are a homebound user, you do still have to come to the Library to checkout materials--but
options for renewal and return are becoming very popular. Renewals are up over 13% as patrons use
the 24-hour phone service or the Internet to renew items. A growing number of items are also being
returned to remote book drops - almost 15% of all returns in FY03.
Overall the library collections decreased in size this year due to extra vigorous weeding for condition
and use to avoid tagging or moving items that were in poor shape or not getting used. Total items
added was down about 1,000 - due in large part to setting higher standards for the addition of gift
materials. I was concerned that if circulation dropped significantly in the temporary quarters and fewer
items were out of the building at any one time (we usually have between 40,000 and 50,000 items out
in circulation) we would not have room to shelve them. But, in the first few weeks it doesn't look like
that will be an issue.
Collection development underwent a reorganization of it's own. With the creation of the Fiction Desk,
a service point where people can receive assistance with the adult "popular" collection of Fiction,
Music and Movies and the retirement of long time librarian Jeanette Carter, the two adult Collection
Development Teams were reorganized so desk and collection assignments matched. Two librarians
dropped collection development assignments to provide more time for other job responsibilities.
BUDGET WOES
After a FY04 budget was approved by the City Council the State of Iowa dropped a $1.8 million budget
reduction (over the next two years) on the City. This cut impacted only departments funded by general
fund revenue. The City Manager developed a proposal that asked for proportional cuts from the
affected departments. A list of items was prepared to raise revenues and decrease property tax sup-
port that was sent on to the City Council with suggestions from other departments. Proposals to
increase revenue include a raise in fine income and applying the future rental income from commercial
space to the Library's budget. Budget reductions called for elimination of the position of the assistant
director, freezing the collection development budget, eliminating parking reimbursement and bus passes,
reducing continuing education, printing, and postage funds. These reductions will be put in place over
the course of FY04. It is the first time the Library has faced budget cutbacks in many years. We were
lucky, however, to keep a new librarian and a new maintenance position that had been in the FY04
budget. These positions are vital to maintaining levels of service in the new facility.
State budget cuts not only affected the city, but the county as well. After receiving a cut in state funds,
Johnson County put together a task force to study library funding. They are concerned about the
escalation of library support during a time that they are cutting their operating departments. Although
county support per capita remains well below that of the larger cities in the county the possibility of a
new system or formula may have negative budget implications for ICPL in FY05 and beyond.
Fundraising and endowment income also took at hit this year due to the poor economy. The Founda-
tion Board approved reductions in the Foundation staff beginning in FY04 to counteract the effects of
lower income from invested funds. The assistant will drop from full to half time and the director from
full time to 4/5 time. This means that administration of the volunteer program and editing the library's
newsletter will move to other staff.
FEDERAL LAWS
Two federal laws that have the potential to impact libraries continue to make news in the last twelve
months. The USA Patriot Act, which allows for search and seizure of previously confidential library
records by federal investigators, has received much attention from civil liberties groups. The local
ACLU requested that the Library Board approve posting warning signs regarding the possible conse-
quences of the law. After discussion, they chose not to post a warning, but they are concerned that we
keep people informed about how this legislation may affect them. Another federal law, the Childrens
Internet Protection Act was challenged in court by the American LibraryAssociation and others. This
law requires all schools and libraries that receive federal funding for e-rate reimbursement to put
software filters on Internet access computers that children use. The ALA contended that this was an
unlawful abridgement of free access to constitutionally protected speech, and that the software filters
have been shown time and time again to not work in the way intended. Purchasing, installing, and
maintaining the software is also a practical burden. At the very end of the year the Supreme Court
ruled that the law was constitutional. We do not receive federal funds and are not planning to place
software filters on our Internet computers.
PERSONAL MILESTONES
The retirement of Jeanette Carter, who hired me for my first "librarian" job and taught me about both
the "information" and "service" part of Information Services, marks the end of an era. I accepted
several state and national responsibilities this year believing they would help keep me from obsessing
about the building project. That strategy worked to some degree, and chairing the All Iowa Reads
Committee, serving as Iowa's representative to the Council of the American Library Association and
on the Iowa Library Association's Executive Board have all been enjoyable learning experiences.
This is my tenth annual report, my ninth year as library director. My job continues to offer new
challenges and new rewards every day. I am always (well, almost always) ready to see what will
happen next. I love what I do and I think I do it in the best city, in the best library, and with the best
Library Board and the best staff possible.
Susan Craig,
Library Director
Section I - Reports
BOARD OF LIBRARY TRUSTEES
GENERAL RESPONSIBILITIES
The Board of Trustees of the Public Library is a semi-autonomous body of nine persons empowered
by state law and city ordinance to act as the governing body of the library. The Board's specific list of
legal responsibilities includes: determining the goals and objectives ofthe Library in order to plan and
carry out library services; determining and adopting written policies to govern all aspects of the opera-
tion of the Library; preparing an annual budget and having exclusive control of all monies appropriated
by the City Council and the Johnson County Board of Supervisors or given to the library through gifts,
bequests, contracts, grants or awards; employing a competent staff to administer its policies and carry
out its programs. The Board is also an arm of City Government with members appointed by the City
Council and its principal operating funds approved by the City Council The Board therefore seeks at
all times to work in harmony with City policies in all areas that do not conflict with its statutory powers.
ACCOMPLISHMENTS IN FISCAL YEAR 2003
1. Received regular reports and tours of building under construction. Monitored progress and bud-
get.
2. Kept public informed of building progress, sent postcard to all households announcing closing to
move dates, invited local elected officials to preview open house.
3. Worked with City to move permit parkers from Dubuque Street Ramp and raise the daily maximum
fee to free up spaces for library users.
4. Set up a Board Committee, drafted guidelines, and held a public informational meeting about the
lease space in new building.
5. Appointed Board member to serve on Art Committee to participate in selection process for com-
missioned art piece for new building.
6. Sent invitation to other county Library Boards to have representatives meet at annual Legislative
reception to discuss countywide issues. Maintained contact with County regarding funding ap-
proved information sheet distribution regarding county funding, urged inclusion of all interested
parties in the County Library Task Force.
7. Kept informed regarding provisions of the USA Patriot Act and considered requests to take formal
action.
8. Increased communication with Friends Foundation by providing regular reporting opportunities on
Board agenda and receiving Development Director's report monthly. Supported Friends Founda-
tion fundraising efforts.
9. Delegated Director to institute budget cuts and income measures to meet guidelines set by City
Manager in response to last minute FY03 budget cuts from the State.
t!
10. Reviewed the following policies:
Statement of Authority
General Personnel Policies (awaiting City's final policy before further revisions)
Public Relations
Cardholder
Confidentiality of Library Records
Bulletin Board
Public Pamphlet Distribution
Displays
Discussion Rooms
Copyright Policy
GOALS FOR FISCAL YEAR 2004:
1. Continue building project and open new public areas by July 1,2004. This includes:
a. Monitor progress and budget.
b. Approve contracts for furniture and equipment.
c. Set calendar for moving.
d. Plan for opening events.
2. Begin Library Strategic Planning process by setting a timeline, and approving a process and bud-
get.
3. Respond as needed to challenging fiscal situation of the City, the County and the Friends Founda-
tion.
4. Communicate regularly with Council members and Council candidates regarding library issues
and keep them well informed about library programs and services.
5. Meet at least once with other County Library Boards to discuss items of mutual interest.
6. Improve Board attendance at Friends Foundation events and show 100% support by the Board to
the Annual Fund.
7. Advertise for tenants for leased space. Have signed leases by July 1, 2004.
8. Continue to advocate for parking for library users and monitor situation when surface lot closes
due to construction.
9. Monitor state and federal laws that may impact local public libraries.
10. Review library policies as needed.
BOARD MEMBERS
Lisa Parker, President
Linda Dellsperger
Shaner Magalh~es
Linda Prybil
Pat Schnack
Jesse Singerman
Tom Surer
Jim Swaim
David Van Dusseldorp
12
Department
Annual Reports
Public Services
ADULT SERVICES ANNUAL REPORT
HIGHLIGHTS
Community and Audiovisual Services Department becomes Adults Services with a new mix of staff.
Fiction Desk premiers in the temporary building.
The Library Channel purchases upgraded equipment as a part of the construction project.
Homebound Library Services program moves to Adult Services.
Meeting Room schedule and reservation system goes online.
LIBRARY MOVE CATALYST FOR ADULT SERVICES CHANGES
This was a year of planning, weeding, organizing, training, and moving. The Community and Audiovi-
sual Services department officially retired with the close of the building. The Adult Services depart-
ment debuted on April 30 with the Library's new Fiction Desk. Preparation for this change included
staff reassignments and training sessions. Sara Brown and Todd Leach transferred into the Systems
rotation. Diane Sunshine, Diana Morris-Jarvis and Ardis Sillick from Technical Services added Adult
Services and the Fiction Desk to their responsibilities. Reader's Advisory Services for the Fiction,
Music and Movies collection are the primary responsibility for staff on the Fiction Desk, as well as
scheduling meeting rooms, reserving circulating equipment, posting flyers, and answering directional
questions.
POPULAR COLLECTION - FICTION, MUSIC, MOVIES
Selection assignments were juggled to align staff on desks with the area of their selection assignment.
Collections were heavily weeded in preparation for the move and new RFI security system. The
overall Fiction collection was reduced by 12.6% while music and movies decreased by 10.6% and
7.4%. In contrast, the DVD and Fiction on Disc collections grew by 26.8% and 80.9%. Non-fiction
CDs were re-classified and moved to the 2® floor; and Young Adult and Easy Reading received extra
funds for special projects. A committee met to evaluate the Adult Multimedia collection and recom-
mended that the collection be eliminated when the library moved to the permanent building.
THE LIBRARY CHANNELAND AUDIO VISUAL SERVICES
Conversion of VHS programs to DVD continues. Local history programs are archived and copied to
DVD for replay. The move necessitated changes to the previous playback system so it could run with
less human intervention. We purchased a server that holds all program information along with a
networked event controller and a 300-disc DVD changer, enabling expanded playback of library pro-
grams to hours that the library is closed and increasing programs cablecast by 7.2%.
The Library Channel move was problem-free. Meeting Room A video production equipment is in
storage and will return in 2004 for installation in the Storyhour Room. Although we temporarily do not
have the capability to cablecast live programs, we continue to videotape children's programs. The
"Opening the Door in 2004" program continues with monthly building updates.
Over 40 volunteers contributed 756 hours of service to clean and inspect 9,950 videotapes. We
repaired 1,641 AV items. The move of the AV Item Inspection/Repair Area to its new quarters was
without problem. Once selectors figured out how to find AV Maintenance and where to put new in-
spection items, the workflow resumed in an orderly and regular fashion. The repair process is again
running smoothly.
]5
OUTREACH
Melrose Meadows joined in August, bringing the total to 16 community sites. 2,065 items were do-
nated and 1,110 books were loaned to outreach sites. In February and March 2003, before the move
to the temporary space, we donated more than 300 items to sustain the sites' needs during the time we
were closed. With an extra effort from Circulation and Maintenance, each site that receives loaned
items was also accommodated. The new classification system created last year is in place and works
well. By using a uniform labeling system, we are able to reuse books and items in good condition with
tittle turnaround time. The Maintenance Department is integral to our program, helping us to achieve
maximum efficiency.
Service to the Johnson County Jail continues. By implementing an even more thorough system of
checking the items before they go to the Jail and training Jail staff in this procedure, we feel confident
in the safety and success of our program. The total number of Jail patrons served for FY03 was 1,807.
The number of books sent was 4,667 and the total number of magazines and newspapers was 2,745.
The biggest change for Outreach was the addition of the Homebound Library Services program. This
change was a natural step as many of our residents who benefit from the Homebound Program also
reside in the facilities that house our satellite libraries. Also, the goals of the Homebound Program
correlate with the goals of the Community Outreach program. With the help of the Circulation Depart-
ment, we are updating our mailing list and creating a database to increase efficiency to the already
successful program. The program came to us with a long list of satisfied patrons and we have worked
hard to make the transition a smooth and easy one.
PROGRAMS AND TOURS
In FY03, 3,673 people attended 54 programs. The year started with a successful Irving B. Weber
Days and concluded with a scaled-back National Poetry Month. The 2003 Carol Spaziani Intellectual
Freedom Festival programs drew good audiences. Community Reading Month continues to be a solid
series of programs and we will make contingency plans for ongoing programs in FY04. 151 people
attended four young adult and adult tours. Staff gave many informal tours of the temporary building
and we anticipate many tours of the new building.
The 2002 All Johnson County Reads book was First They Killed Mv Father: A Dauohter of Cambodia
Remembers by Loung Ung. The committee decided to change the name of the program for 2003 to
One Community, One Book: Johnson County Reads. The 2003 book is Bel Canto byAnne Patchett.
All Iowa Reads, a statewide reading program, debuted in January 2003 with the book, Peace Like a
River by Leif Enger. Staff worked to secure a visit by Leif Enger tn conjunction with the Fall 2003 Iowa
Library Association Annual meeting.
MEETING ROOMS AND DISPLAYS
The Library introduced WebEvent tn November 2002, putting the meeting room schedule and reserva-
tion system online. The transition to this system was very labor intensive; however, the savings in staff
time is tremendous. The transition to WebEvent has made it easier to check and amend Meeting
information from any staff computer and saves about 90 minutes of staff time each week that previ-
ously was used to type the weekly press release of meetings and events in the Library's meeting
rooms. Because changes in meeting needs are easily updated, staff now monitor the meeting sched-
ule on a daily basis to make sure that Maintenance and Fiction Desk staff have Meeting room needs
noted on the daily log.
Issues stemming from the Board's FY02 change to the Meeting Room Policy were resolved to everyone's
satisfaction. Implementing the changes was seamless and we received many thanks from local orga-
nizations.
Display space in the Library is limited due to library construction. No public display space is available
in the temporary building and Library space is limited. Staff has been busy working on the signature
ad piece for the new library and on the art that will be incorporated into the new Children's Room entry.
STAFF
At the beginning of the report we discussed permanent staff changes in Adult Services. In addition to
those changes, Jeff Shannon embarked on a road-trip across the US at the beginning of the fiscal year
and Cat Moore and Jack Pepple both resigned at the end of the fiscal year. Matt Holt and Brett Elder
were hired as AV Desk Aides and Dylan Thomas started as a Program Aide. Matt resigned at the end
of the fiscal year to take a year off before Law School. Brett was promoted to Substitute Librarian in
Adult Services and Dylan's job duties changed. Dylan worked diligently to transfer The Library Chan-
nel programs to DVD and plans to continue working when he starts Law School in the fall.
Adult Services staff continues to participate in many interdepartmental and inter-city committees and
organizations including In-service Day, Public Relations, Safety, Intellectual Freedom Festival, Volun-
teer Recognition, Technology, Irving Weber Day, Community Television Group, and ICN Region 10
Regional Telecommunications Council. In addition, staff attended numerous continuing education
workshops and enrichment activities. Kara Logsden continues on the National Network of Libraries of
Medicine-Greater Midwest Region's Consumer Health Advisory Council and served on the Johnson
County Jail Task Force Resource Committee and was the Irving B. Weber Days chairperson for 2003.
FY03 was a busy and productive year for the Adult Services Department. We look forward to the
challenges of the upcoming year in preparation for the new and expanded Iowa City Public Library.
Kara Logsden
Adult Services Coordinator
Adult Services Staff:
(Front row from left) Ardis Sillick, Diane Sunshine, Kara Logsden, Sara Brown, Dona Smith.
(Back row from left) Dylan Thomas, Brett Elder, Todd Leach, Beth Fisher, Maureen Delaney, Dina Morris-
Jarvis, Charlie Koenigsaecker.
t?
CHILDREN'S SERVICES ANNUAL REPORT
HIGHLIGHTS
Like the old song, "Everything Old Is New Again" in Children's Services.
Teamwork was the name of the game in FY03.
Our new location plus the reinstalled playground RULES!
STAFF AND TRAINING
Permanent staffing experienced no change in FY03. There were two FMLA leaves needed which all
CR staff pitched in to cover. Julia Blair, Deanne Wortman, and Denise Britigan served as substitute
librarians. There were no ICPL practicum students this year. Denise Britigan completed her internship
in August and, after evaluating results of the first year, we hired Jennifer Horejsi as the Children's
Services intern. This position is responsible for aspects of the summer reading program and provides
assistance, under supervision, with programming and reference service. All staff participated in a job
audit study as preparation for a new facility and possible reorganization.
Teamwork was the name of the game for our department and staff did a wonderful job of working
together during the big move, with good humor and smiles. They served on various in-house and
community groups in order to represent library concerns and needs of younger patrons. Staff attended
professional conferences for American and Iowa Library Associations and were speakers at I LA, Iowa
School Age Care Alliance, and two 4C's Early Childhood Conferences. They attended Festival of
Books For Young People, KidsFirst Conference for the Iowa State Library, Heartland Author's Confer-
ence, Recommended New Books for Youth, and Handling People With Skill and Tact.
FACILITY
On the night of April 15~h, patrons and staff said a final goodbye to the old Children's Room. While
overcrowded and worn out, its walls reverberated with memories - of countless book discoveries, staff
departed but still remembered, and thousands of children and story times past. It was a bittersweet
feeling - yet we were ready to move forward to a larger, more up-to-date facility able to serve children
and families of today and tomorrow. We packed our stuff (after pitching of junk kept "for some day"),
put our backs into it, and helped move a whole Library in two short weeks.
We've had many visitors since reopening on April 30th and mostly positive comments about what's
done so far. For all of us, it's a case of "everything old is new again." A particular favorite is a family
restroom with two sizes of toilets. New shelving for video and DVD helps greatly. The nursing room is
attracting mothers and babies. A recently returned area in CR shows promise with more signage. Even
basement staff areas are larger and better than what we had before.
There are a few detriments - such as holding programs in a lower level accessible only by stairs or
elevator. Since existing furniture moved with us, shelving and seating look worn and we can't wait to
see our new stuff. But this is made up for by a new addition to the Children's Room - window views of
the reinstalled playground. A wonderful synergy has been created for families, who want to play, read,
and spend quality time together while downtown. Wait until they see our new CR entry with a slide into
the preschool area!
COLLECTION DEVELOPMENT
There are four selectors of children's materials who are responsible for providing up-to-date, well-
rounded, quality collections for young people and adults who live or work with them. They keep track
of reviews and trends in children's literature and non-print formats, maintain existing materials plus
withdraw or replace those in poor condition, purge items no longer circulating, research cimulation
trends and history, participate in meetings, and promote their collection assignments through pro-
gramming and public relations means.
During FY03, the children's materials budget was $72,617 and was 100% encumbered / expended.
Every collection was extensively weeded in preparation for the move and tagging for self-check imple-
mentation in the new facility. Many replacement orders were required as well, as taggers located more
items with problems. This created a leaner collection more attractive to patrons, resulting in a circula-
tion increase of 2% for children's materials. The DVD collection continued to attract new users and
balance between video and disc formats is shifting accordingly. A decision was made to end adult
multimedia in FY05. This will affect age and selection parameters for the juvenile multimedia collec-
tion, which is popular and provides computer-based "edutainment" for children at various develop-
mental stages. The long-awaited fifth Harry Potter book was finally released on June 21st. To prepare,
the Library ordered 50 copies - 25 each in juvenile fiction and young adult (and the most for a single
book ever ordered at ICPL.) By its release date, there were over 200 holds waiting for this magical
book phenomenon.
Promotional work included book talk presentations for Community Reading Month, Grant Wood sum-
mer classes, lC Parks & Recreation summer camp, a Mother/Daughter Tea event, and the 4C's Early
Childhood Conference. An author interview program with Jane Kurtz was done for Channel 10 broad-
cast and three Gazette book columns were prepared.
INFORMATION AND CUSTOMER SERVICE
14,365 children's reference questions were answered, an increase of 9.5% over last year. This is due
to reorientation needs by patrons visiting for the first time and the effect of requests to pull books.
There were 586 of these made for 15 books on special topics. Sharing of CR space by adult music in
temporary quarters may contribute as well. Children's multimedia/internet computer use increased to
3,111. The location of our reference desk is close to its final design destination and staff members are
now able to greet more people as they first enter the Children's Room.
During FY03, the Kidspage of the Library's home page was redesigned to provide enhanced content,
organization, and interact[vity plus a more attractive look for children. This work was a collaboration of
children's and systems staff members with a graphic design done by a Library volunteer. The result
has been a more useful Kidspage that we are proud to offer for in-house and remote use.
Several customer service changes were made during the year. Dial-a-Story service was discontinued
on April 15~h since it no longer received many calls and was not needed in the new facility. Facility
concerns made it necessary to change our program for youth volunteers. While in temporary quarters,
they only work two specific times each week, which may decrease hours for next year. Kidspectacular
Club volunteer times are to be scaled back as well.
PROGRAMMING
There were 407 children's programs, tours, and speeches given for 21,109 people. Program numbers
and attendance were down 8% given two weeks closed and a rainy Children's Day for the Iowa Arts
Festival. Fewer children's events were videotaped for the Library Channel and there will be limited
taping of new children's story times while in temporary quarters. We are adjusting to holding children's
programs in the lower level plus the need to share Story Time Room with public meetings. As of yet,
this has not had significant impact on program attendance. Children's outreach program numbers
were the same but attendance increased to over 3,000.
Because this was our last year in the "old" library, we pulled out all the stops in programming. One
highlight included the return of Steve Belliveau and his Getting Excited About Science Show from
Chicago. Athousand people attended the last Popo's Puppet Festival featuring Popo and Dave plus
Eulenspiegel Puppet Theatre. Under orders to "USE IT OR LOSE IT," we dug out all craft supplies for
a make-n-take-it day called "Craft-O-Rama!" It succeeded beyond wildest dreams by jettisoning much
stuff and making certain Library Directors happy. Summer reading programs included "Join the Winner's
Circle" for 2002 and "Build It Up - Laugh It Up @ Your Library" for 2003. In May, we helped plan a
Playground Rededication Event for 400+ playground enthusiasts.
Finally, FY03 outreach efforts deserve mention. While we were closed, CR staff visited 34 kindergar-
ten classes to talk about library card registration. Normally we do this during May, but these were done
while also helping with the move. Talk about "multi-tasking!" Another initiative was a summer story time
series done with the lC Parks & Recreation Department. Held at Scanlon Center in Mercer Park, it has
been favorably received by the public and appears to attract new children rather than taking them from
in-house programs. This supplements the Iongtime Stories in the Park series at Willowcreek Park,
which is always a summer favorite. There are opportunities for other collaborations between our city
departments in the future - if pursued, we could reach new audiences in more distant areas of town.
PUBLICATIONS AND DISPLAYS
CR displays included Native American past artifacts, Emmet Kelley circus memorabilia, international
fun & games, old-fashioned handicrafts, and healthy life styles & nutrition. While in temporary quar-
ters, all children's displays are discontinued. There will be two display cases in the final facility - so
we'll brainstorm and save ideas for FY05.
Children's book lists developed in FY03 included: Community Reading Month Kids Books, 2003 Iowa
Children's Choice, Best Children's Books For 2002, Humorous Children's Books, Newbery & Caldecott
Award Winners, Boy + Girl: Luv, Stories of Faith, and War & Conflict. The last three were used for the
Book Explorers discussion groups. Staff reported that the Stories of Faith program had older kids of
every major faith who shared their experiences and thoughts on a timely topic. Given current intema-
tional tensions, this was a rewarding example of the power of booklists and reader's advisory.
CONCLUSION
While "Everything Old Is New Again" fit Children's Services this year, a few refrains from "1 Will Sur-
vive" were needed as well. Difficulties experienced have been minor in the larger scheme of things and
overall results have been good. We will all keep our eyes on the prize - i.e., opening the door in late
2004 to a new library and children's facility that will be the pride and joy of this community. So let's cue
the music, shine that spotlight down, and all sing a round of..."Tomorrow, Tomorrow, We'll Love Ya,
Tomorrow!"
Debb P. Green
Children's Services Coordinator
2!
Children's Services Staff:
(Front row from left) Debbie Dunn, Debb Green, Craig Johnson.
(Back row from left) Nancy Holland, Shalar Brown, Katherine Habley, Andrea Klinkenbeard,
Jennifer Horejsi.
CIRCULATION DEPARTMENTANNUAL REPORT
HIGHLIGHTS
Telephone Renewal Software Upgrade
Move to Temporary Facility
Review of Circulation-Related Policies
Fine Survey
TELEPHONE RENEWAL SOFTWARE UPGRADE
In October, the software for the telephone renewal service was upgraded. The new features included
spoken messages over the phone if you want to know what titles you have checked out; previously this
information was given only by the barcode number on the item. In the new version, the titles are
spoken and are more meaningful to the caller. Also new in the software is the ability to hear what items
you have on hold, where in the hold queue you are, and whether an item is ready to be picked up. And
finally, you can hear if you have fines and fees, and what they are for.
In other automation news, the department used for the first time the backup circulation software mod-
ule "Millennium Offline Circulation". On November 21s', the Innovative server was replaced and all
Innovative products were unavailable for about five hours. Checkout to the public continued through
the offline module, and when the system came back up in the afternoon, the file of checked out items
was uploaded successfully to our main system.
THE BIG MOVE--OF PEOPLE, SHELVES AND LIBRARY MATERIALS
The move to the temporary building brought the Circulation staff together in one area, instead of being
spread out in several offices in the old building. The staff is situated adjacent to the check-in and
reshelving area, and has had to share their space with bins, carts and other staff just passing through.
The challenges of the temporary space heighten our anticipation of the new building.
The move separated the check-in function from its former proximity to the Circulation Desk. Since the
check-in area is a floor away from the Circ Desk now, it is not staffed regularly during nights and
weekends and the use of volunteers has been cut back accordingly. A further consequence of the
basement check-in area is the need to move materials between floors several times during the return,
check-in, sorting and shelving processes. This inefficiency has affected our ability to maintain target
reshelving times.
Freestanding book and audiovisual drops were placed curbside on Linn Street to compensate for the
loss of the after-hours return slot in the old building. These bins are emptied several times daily, once
by Maintenance staff and twice by Circulation Page staff, who pull the two heavy bins up the alley and
into the building. Page hours have been diveded to this new handling of materials and to more check-
in activity (due to fewer volunteer hours) which has further affected our reshelving times in a detrimen-
tal way.
The Circulation Staff primarily was responsible for overseeing the move of the library collections to the
temporary facility. While the moving of the physical stacks was done by an outside shelving contrac-
tor, Circulation staff guided the crews moving the books and other materials. Many library pages
worked for the shelving contractor, putting in almost 500 hours to get library materials to their new
location. Other Circ staff labeled shelves and carts, and made sure that materials were put back in the
right place and order.
23
There was a conscious decision to not have library materials due while we were closed for the move,
although patrons were encouraged to return items throughout the two-week closure. Three weeks
worth of checked-out materials were due on the day we reopened, which resulted in a crush of returns
upon our reopening. The Circulation Staff appreciated the incredible assistance from all library staff
who helped sort and shelve thousands of items the first few days in the temporary building.
As a result of the move and reorganization of staff, two new tasks were transferred to the Circulation
Department. The Library's Lost and Found function and equipment circulation came to us from the
former Community and Audiovisual Services Department. Equipment circulation has been integrated
into normal circulation processes, and Lost and Found is handled through the Registration Desk.
CIRCULATION-RELATED POLICIES REVIEWED BY BOARD OF TRUSTEES
The Cardholder File and Confidentiality policies had their triennial review by the Board of Trustees.
Circulation staff discussed the policies and made recommendations for minimal changes. The "Use of
Library's Cardholder File", states that we will not release information from our patron file to others.
The only change suggested was to broaden the word "addresses" to "contact information" so that
phone numbers and E-mail address would be protected.
No changes were recommended for the Confidentiality Policy, but the review of this policy was timely
in light of the recent passage of the USA Patriot Act which broadened the federal government's right
and ability to obtain confidential information from libraries. We reviewed what records we keep, why
we keep them, and for how long. Some changes in procedures resulted, including stepped-up efforts
to shred discarded paper that contains patron information, and reducing the amount of time we keep
some records.
NEW TELEPHONE SYSTEM
The new City-owned telephone system was installed at the time of the move to the temporary building,
and we reopened with new extensions, new caller menus and new equipment. Circulation staff learned
a new switchboard console and a new paging system in the eleventh hour of the move. Some issues
are still unresolved, including phone statistics gathering, but tasks such as changing the phone greet-
lng for holiday closures have been seamless transitions thanks to efforts of the staff.
SHELVING CHANGES
A shelf shift was done for nonfiction books on tape, to accommodate the new collection of nonfiction
books on disc. The new collection incorporates compact discs that formerly were classified with
Dewey Decimal numbers. The removal of the Dewey compact discs resulted in a minor shift in the
music CDs.
New biographies are now placed at the end of the new nonfiction books, instead of the beginning. This
mirrors their placement in the regular collection.
Recently Returned shelving has been implemented in the temporary building's Children's Room. This
area holds books that have been checked in but not sorted for loading onto carts and shelving. Pa-
trons have access to the books more quickly this way, and when they select items from the Recently
Returned shelves, the number of items that ultimately have to be shelved is reduced.
24
FINE SURVEY
As a result of state-mandated budget cuts, the Library reworked its 2004 budget looking for
ways to increase revenue and cut expenses. Circulation staff performed a fine survey of neigh-
boring and similar-sized libraries, and analyzed the types of fine revenue the Library receives.
Results showed that increasing book fines for children's and adult materials by five cents
would generate enough additional revenue to make a significant difference in next year's bud-
get. Video fines were not changed. The Board of Trustees reviewed the Circulation Policy and
approved the recommended changes.
PERSONNEL
It was a year of great stability in the Circulation Department. At the very end of the year we said
goodbye to Rebecca Kessler, who held the joint Technical Services/Circulation Library Clerk position.
Her last day was June 27, when she left for a position at the University of Iowa.
COMINGS AND GOINGS
Arrivals Departures
Ben Anderson Alyssa Bowman
Joshua Bald Jane Cochard
Jennifer Bart Jordan Coe
Diana Brace Laura Crossley
Jordan Coe Chris Gerken
Matt Fisher Matt Goolsby
Katie Guthrie Judd Hoskins
Judd Hoskins Rebecca Kessler
Aden Lawson Maria Misra
Katie Phillips Katie Phillips
Katie Ramsay Katie Ramsey
Laura Schmelter Jamal River
Brooke Shivers Laura Schmelter
Rachel Tell Natalie Taylor
Laura Wellnitz
Phillip Wiese
Heidi Lauritzen
Circulation Services Coordinator
Circulation Services Staff:
(Front row from left) Larry Parks, Ron Prosser, Bill Reese, Chris Bailey.
(Back row from left) Karen Corbin, Laura Wellnitz, Heidi Laudtzen, Beth Daly, Mary
Estle-Smith, Deb Wyjack, Terri Byers, Valeria Schnor, Jennifer Bart, Mary O'Malley.
25
INFORMATION SERVICES ANNUAL REPORT
HIGHLIGHTS
Information Desk and Page Station moved to the second floor of the temporary building and the Infor-
mation Desk name changed to Reference Desk.
Public access Internet computers increase from 14 to 20 in Computer Lab and Internet pods in study
areas of the second floor activated for public.
Online version of the Local Newspaper Index is made available online to in-house and remote users
Non-fiction Collection Team members changed with creation of Electronic Services position and the
Fiction Music and Movies Desk.
THE MOVE
The move was a textbook example of teamwork by the library staff. Information and Information Page
staff assisted in many ways. A number of the pages worked for Jones Library Sales moving the collec-
tion. Information staff helped set up our new desk and the Information Page station and get the area
ready for opening day. And everybody helped to move and shelve books on the days before we
opened and the day we opened. We also learned the new phone system during the time we were
closed. We worked with the Fiction desk to finalize who answers what when. Opening day was very
exciting, not only were we helping people find their way around and answering questions by phone, in
person and via the Internet, but it was also the last day to file Iowa State income taxes.
SERVICES
We moved to the Second Floor and became the Reference Desk. Questions answered in FY03 in-
creased 1.7%, up from 36, 428 to 37, 428. In the months following the move the overall volume of
questions at the desk is down because we no longer answer any fiction, movie or music related
questions, however, we are now answering more reference questions. Questions asked via RefQuest
(e-mail), increased 18% from 444 in FY02 to 524 in FY03. We no longer staff three people at the desk
from 10-11 on Monday through Friday with the change in staffing allocations required for the Fiction
Desk.
Both users and staff are pleased with the proximity of the desk to the non-fiction collection. Because of
our new location we no longer need to have a roving Librarian on the second floor. We can easily take
users to the section of the collection where their books are located and patrons no longer feel guilty
about making us go upstairs to help them. It is also much easier to get materials from the collection to
answer questions. While we still have some people looking for the new non-fiction section or the
business table, when we help them find the section they need it gives us the opportunity to tell them
about the expansion of the library and how large the second floor will be when the building is com-
pleted in June 2004.
One of the ongoing goals of the Information Department has been to emphasize subscription and
other electronic databases available at the library and through remote access. There are now four
computers near the Reference Desk dedicated to subscription and other electronic databases. The
opening screen on each of the computers is the Information Databases page from the library's web
page. With this new configuration staff is able to help users find magazine or newspaper articles or
teach them how to use other databases and the Internet.
27
The Information Pages assumed several new duties in the move to the second floor. They now sell
TracCards to the public. In the past a TracCard, used to print from the Internet stations and the copy
machines, could only be purchased from the Circulation Desk. They now make change for the micro-
film/fiche readers, too. The pages have added responsibility for the video viewing stations and re-
sponding to calls for assistance with the vending machines in the public lounge.
MATERIALS
REFERENCE COLLECTION
HeritageQuest, an online resource for census data, family records and local histories is a new edition
to our online databases. An electronic version of the Local Newspaper Index is now available online to
in-house and remote users. A new subsection titled Historical Resources was created on the Informa-
tion Databases pages to highlight HeritageQuest and the library's local newspaper index. Information
staff evaluated a number of online databases, including MorningStar and Standard and Poors online
resources, a number of Gale literature and history resources and an online automobile repair data-
base. Staff will select those that best fit the needs and the budget of the collection in FY04.
Several expensive print publications were updated this year. The second edition of the New Catholic
Encyclopedia was released this year, as was a second edition of the classic animal resource Grzimek's
Animal Life Encyclopedia.
Staff continues to work on reducing the size of the print Reference collection. One sub collection of
Reference was greatly reduced. The vertical file now fills three file cabinets. At one time this collection
was housed in 20 file cabinets. The Internet and easy access to vertical file type of information has
almost made vertical file collections obsolete. Our vertical file contains many maps, items that the
Internet has not been able to exactly replicate and local information that can sometimes be difficult to
find.
NON-FICTION TEAM
The past year was a momentous one for the Non-fiction collection team. Long time librarian and
selector, Jeanette Carter, retired. In filling Jeanette's position the library redesigned her job descrip-
tion. Todd Brown replaced Jeanette and became the library's first Electronic Resoumes Librarian.
Todd will coordinate the evaluation and purchase of online resources and web content for Information
Services pages on the library's web site. He also continues to select the physical science and technol-
ogy materials and added Jeanette's medicine selection area. Two other long time selectors, Barb
Black and Hal Penick, ended their roles as selectors. Both Barb and Hal are busy managers and their
time was needed in their respective departments. Candice Smith now is responsible for Barb's selec-
tion areas, non-fiction video and audio as well as language. Candice was hired to fill Todd's half-time
position when he became Electronic Resources Librarian. Hal's selection areas, Religion, Philosophy
and Folklore have moved to John Hiett. John Hiett, who selected fiction and the sub-genres, books on
tape and compact disc and literature, now selects history, politics from Jeanette's assignment, Hal's
selection area and continues with literature. The travel selection done by Jeanette has been added to
the duties of Linda Dyer. Maeve Clark added documents and magazine selection from Jeanette's
selection role. Heidi Lauritzen is also a non-fiction team selector. John's fiction selection moved en-
tirely to the popular team. The new alignment of staff for the popular and non-fiction team has selec-
tors who staff the Fiction, Music and Movies desk selecting materials in those collections and staff on
the Reference Desk selecting materials in the non-fiction and reference collection.
Circulation for non-fiction books decreased a little less than three percent, (254,854 to 247,391), for
the year. A large part of this decrease can be attributed to the library being closed for two weeks for the
28
move and to the loss of the new non-fiction area on the first floor. The new non-fiction area combined
with the new fiction area was a very popular section in the old library. While a new non-fiction section
exists on the second floor more promotion of both non-fiction and new non-fiction needs to be done.
All of the non-fiction selectors aggressively weeded their collections. The result of the weeding was a
collection 6.1% smaller, (83,221 to 78,157) before the move to the temporary facility. A decision was
made to drop the Adult Multimedia collection. Some items will move to the Children's collection and the
remainder will be withdrawn before the move the expanded facility.
TECHNOLOGY
Pharos, the software program that monitors computer use time, continues to greatly assist the Infor-
mation Services staff, both librarians and pages. An upgrade to the Pharos software now allows staff to
extend the time of a user through a remote application. An increase, after the move to the temporary
facility, in the number of public access computers from 14 to 20 has been well received by the public.
Internet public access computer use increased to over 4000 for the month of June of 2003. System
staff activated Internet pods throughout pads of the second floor that allow users with properly config-
ured computers to connect directly from a study area to the Internet. These pods are in all of the study
rooms, at each of the study carrels and along the study table wall.
PERSONNEL
Long-time Information Services librarian Jeanette Carter retired in January after beginning her career
at ICPL in 1970 as a practicum student. Although Jeanette has left us as full-time Information Services
Librarian, she rejoined us in July as a Substitute Librarian, working some weekends. She has also
promised to volunteer to index the Iowa City Press Citizen for the 1969 and earlier issues. Arron
Wings, a Substitute Librarian resigned when he became the director of the Kirkwood Community
College Library in Cedar Rapids and Kate Hess resigned as a Substitute Librarian when she became
the Kirkwood Community College Librarian at the Iowa City Campus. Lisa Devin, an Information Ser-
vices Page, resigned to spend a year in China as a Fulbright Scholar and Barbara Jordan, an Informa-
tion Services Page, resigned to move to Austin, Texas to begin law school at the University of Texas.
Andy Neely rejoined the Information Services as a Page and Jayne Swift was hired as an Information
Page.
Maeve Clark,
Coordinator of Information Services
Information Services Staff:
(Seated from left) Aaron Wing, John Hiett.
(Middle row from left) Chris Walters,
Maeve Clark, Jeanette Carter, Kathy
Mitchell, Kara Logsden, Julia Blair,
Candice Smith.
(Back row from left) Ardis Sillick, Melody ,
Dworak, Heidi Lauritzen, Susan Craig,
Irene Patil, Todd Brown, Beth Fisher.
Department
Annual Reports
Support Services
BUILDING SERVICES ANNUAL REPORT FY 2002
HIGHLIGHTS
Travel Van
The Lift
Walkie Talkies
The Move
NEW EQUIPMENT
The library acquired a new 2002 Dodge minivan to accommodate work travel in the city and on longer
trips. The Maintenance department monitors the schedule, fuels the van and oversees regular main-
tenance.
In September the equipment division installed a thousand pound electric lift on the back of our 2001
Ford Cargo van, greatly facilitating daily (sometimes twice daily) remote book drop pickups. Gone are
the days of maintenance folk laboriously filling milk crate after milk crate with materials from the drops,
and then stashing, stacking, schlepping, dollying, etc into the library basement. Here are the days of
opening the drops, replacing the full bins with empty ones, rolling them onto the lift and pressing a
button to load the average couple-hundred pound bins into the van, unloading into the alley, and
pulling them to the library basement. Staff time exposed to rain and other weather is minimized. The
bins have plastic covers, so rain damage to materials has been reduced. The lift has proven invalu-
able with recycling and other deliveries and pickups.
In April we purchased a four-station business radio system, which provides immediate communication
and saves time every day. In April we purchased a Betco auto-scrubber which enables us to clean
hard surface floors better and five times faster than using mop and bucket. It helped us do a better
clean-up job faster for the library grand opening reception Sunday, April 27. In anticipation of work
associated with the April move, we treated ourselves to a professional quality Dewalt cordless revers-
ible drill. We also bought three new vacuums, and a pneumatic swing scrubber and polisher. It is used
to prescrub concrete floors before sealing, to bonnet carpet, to strip and polish the floors and to polish
our wood floor with a lambswool pad.
STAFFING
Maintenance continues to have four permanent staff; two full-time, one three-quarter time, and one
half time, plus weekend rotation hours. We also have three temporary staffwho average 14 hours per
week, plus weekend rotation hours, working in the building and doing remote book-drops and other
pickups and deliveries. In January, Jason Garner resigned his temporary position, in June James
Moxley resigned his half-time permanent position, and in July, Lysa Moore resigned her three-quarter
time position. Doug Grimsman was hired to fill the half-time position in June and the advertising for the
other two jobs is in process. We have an excellent volunteer who recycles used books and maintains
the giveaway shelf.
MAINTENANCE SERVICES AND PROJECTS
The Maintenance Depadment provided cleaning and general maintenance, repair and security cover-
age for the library. We provided support for outreach programs, Library and public meetings, the
Library booth at the Johnson county fair, special book sales, Friends Foundation events, Development
Office programs, Children's Day activities, the Spelling Bee, Inservice Day, Arts lest and other commu-
nity events. We assisted with photographing the mural and salvaging panels of it.
We installed twenty-four linear feet of illuminated bookshelves (salvaged from the children's room) in
the bookstore. We rewrote maintenance procedures for the new area. Jon Beam sealed about nine
thousand square feet of concrete floor. Most of this will eventually be retail space, some will be
library space, but not get carpeted until ~ater.
We hung banners at the new entrance. All maintenance Department staff participated in the month-
long time study. That took a lot of time.
We made a couple of maintenance training videos. The Building Manager attends city safety meet-
ings and library safety meetings, and was on the Inservice committee in 2002.
THE MOVE
It was the best of times, it was the worst of times.
We coordinated the transport of the Tadashi baby grand piano from Meeting Room A to the Senior
Center for safe storage and use until June 2004.
We salvaged a lot of equipment and furnishings, storing, for example, the 4"x 8" walnut donor tree
plaque and the donor tree. We coordinated give-away to other city departments or non-profit orgao
nizations of some items (lockers to water distribution, large plants to various city departments). We
sold some items directly to other libraries or through auction, U of I surplus, or resale stores (Display
units, study tables, miscellaneous furniture).
We installed some of the equipment temporarily in the west wing (eg. a service sink and plumbing in
the temporary maintenance room.) We packed the maintenance room and are still unpacking.
We responded to a billion service requests from Library staff during and after the two weeks we were
closed, many of which needed to be done yesterday, some of which expanded to fill way more time
than we could give them. We hung art, coordinated the shampoo, extraction and deodorizing of all
public area furniture brought to the temporary space, coordinated installation of Linn Street AV and
book drops and initiated their use, coordinated some contract clean-up work at the west wing before
public opening. We assembled and installed shelves, we dotted locks and cut and distributed door-
stops. We hung fire extinguishers and needlework panels, added wheels to carts as requested and
removed wheels from carts as requested. We moved more shelves and obtained and distributed
more recycling bins. We reshuffled some furniture, we always thought we were done, but we weren't.
CONSTRUCTION
Cooperation between the contractor's staff and library maintenance staff has been almost all posi-
tive. The maintenance room and the children's room are adjacent to demolition and construction,
and we've gotten accustomed to dusting children's room, and two days later it really needs it again,
and to the noise, sometimes really really loud, heavy dust with plaster and chunks and so on. We
cleaned up after contractors and pondered some construction mysteries in the west wing, and specu-
lated about inherent maintenance issues.
ALLEY WARS
The Library Cargo Van needs to traverse the alley at least three times daily, and access is signifi-
cantly restricted now. There is library construction activities and vehicles, and more of the same from
the Englert renovation, besides the standard deliveries from and to all the other businesses, Ped
Mall workers, student apartment parkers, etc. Not all exchanges are cooperative or even civil. The
34
Nobel Peace Prize for Alley Etiquette for FY 02 goes to the ICPL project sub-contractor who yelled
insults in the face of a library staff member and threatened extreme physical assault. The alley is dirty
and stinks.
BUDGET AND SUPPLIES
Expenditures for supplies and consumables increased, with paper goods in the lead. We spent a lot
on large cleaning equipment for use in the current temporary space and for use in the completed new
building. We suspect our battery budget will go way up.
OUTLOOK
One part optimism, one part trepidation, one part enthusiasm, one part Heisenberg Uncertainty prin-
ciple.
Ed Arensdorf
Building Manager
Building Services Staff:
(Seated from left) John Richards, Ed Arensdorf, Jori Beam.
(Standing from left) Doug Grimsman, Mike Brenneman.
SYSTEMS ANNUALREPORT
HIGHLIGHTS
New Building Brings Access to More Technology
Improvements Made to Library Website
Other Hardware and Software Updates
Staff Changes
SYSTEMS STAFF KEY PLAYERS IN MOVE TO TEMPORARY FACILITY
Throughout the year planning and carrying out the move to the temporary library dominated the work
of the Systems staff. Staff poured over the plans and specifications, worked diligently with cabling
consultant, Ann Lewis, and with Joel Miller prior to the bidding on the cable contract. In October,
CableTech, Inc. was selected as the lowest responsible bidder, and work began in February. As of
June there were still some cabling odds and ends for CableTech to complete on Phase 1 of the project.
The ICN room is discontinued while the library is in temporary quarters, however, a temporary FOT
(Fiber Optic Terminating) room was constructed, and the Internet connection was smoothly switched
over on March 17. Earlier in the fiscal year ICPL changed the routing of its Internet connection to the
ICN to aggregate through Cedar Rapids Public Library rather than through Grant Wood Area Educa-
tion Agency. This change allowed both public libraries to avoid the filtering software that Grant Wood
AEA added to satisfy the needs of its school district clients.
The City of Iowa City took over telephone service with a new Nextel system and used the Library as its
pilot for installation of the new service over the two weeks that we were closed to the public in April. By
the time we were open again most of the bugs were worked out. Systems staff was very involved in
helping to define the features we needed in the new system and to assist City staff in identifying
problem areas.
Between March 17 and April 24 Systems staff moved the computer room to the lower level of the
temporary building, moved over 100 computers, set up new telecommunications closets and hooked
up the new cabling to the new computer locations. There are now 20 public access Intemet stations,
six more than in the old building. There are also four dedicated reference database workstations in the
second floor reference area to give improved access to the licensed databases to which the library
subscribes. Some of the public catalogs now have flat screen monitors, as does many of the staff
workstations. Most find these screens easier on the eyes and they increase the amount of available
workspace.
WEBSITE IMPROVED
We have continued to make the website a user-friendly tool. From this site patrons can link to the
catalog, log in to their individual user account, and renew items, place holds and confirm due dates.
We continue to add information databases accessible to users remotely. HeritageQuest, and online
resource for census data, family records and local histories is one example. A website section de-
voted to teens was completed and the Kids' Page section was completely redesigned. Webevent was
inaugurated mid-year so that, initially, the public could view online meeting room bookings, and by
spring, could make their own bookings online.
37
Our Webmaster converted the website to use "php," which will make the site more compatible with
webserver software other than that produced by Microsoft. He also recoded many pages to make
them load faster.
Public use of the Library website continues on its upward climb. The total number of user sessions was
up 29.9% to 248,236, and the total successful hits for the entire site were up 147% to 4,287,209. The
website constitutes an invaluable aspect of library service.
The staff Intranet has undergone a complete new look so that it is far more interactive. Staff can post
messages, ask questions, and edit pages without having to learn and special webpage formatting
codes. News, files and forms are easier to find and maintain. Individuals and departments now have
a very flexible tool for sharing documents, forms and information without having to always go through
the Webmaster.
OTHER HARDWARE AND SOFTWARE CHANGES
The integrated library system server from Innovative Interfaces had been chugging along with good
reliability for five years. Some tape drive and other problems indicated that it was time to look at an
updated model. Innovative installed a new server in November 2002 requiring only four hours of
downtime. We were not quite as fortunate during the move of equipment to the basement of the new
building in April. The move caused failed disk drives and other problems, it took four days to sort
through the complex layers of issues to repair the equipment and the Innovative system was down for
four days during the time the library was closed to the public.
The latest refinements of the Innovative system have given staff greater flexibility in making changes to
the web catalog. Staff took advantage of this by creating an interactive map that displays the general
location of materials in the stacks. The telephone renewal system was also improved to add more
messaging flexibility. Other modules also saw enhancements that our staff, and other members of the
innovative User Group had requested.
The latest version of the Pharos sign-in software made it easier for staff to monitor and change soft-
ware settings and generally made the software more stable. We have generally had very favorable
comments from the public on the library's ability to control the length of time that people stay on the
public Internet workstations.
STAFFING CHANGES
Our Web Specialist of three years, Patrice Bartling, moved to Austin, Texas, and Kevin Hatch accepted
the position of half time Web Specialist in September 2002. Kevin has had considerable experience in
web design at Rockwell and several Dot Com companies.
Greg Kovaciny took on responsibilities for supervising the hourly Systems Aide. For most of the year
he worked with Boris Gregoric before Boris took off for his travels in Europe. He also trained Chad
Burkhart, who left after several months to work with the Library Maintenance staff. Joe Kane joined the
Systems staff as an aide toward the end of the fiscal year.
Elizabeth Nichols Hal Penick
Assistant Director Systems Manager
Systems Staff:
(Front row from left) Sara Brown, Romona Murrell, Liz Nichols.
(Back row from left) Kevin Hatch, Hal Penick, Greg Kovaciny,
Jay Beattie, Todd Leach.
DEVELOPMENT OFFICE ANNUAL REPORT
HIGHLIGHTS
Development Office Staff Reduced
Move to New Quarters
Iowa City Spells Sets Record
Volunteer Hours Exceed 10,000
Over $1 Million Raised for Furnishings and Equipment for the New Building
The Book End Celebrates 4th Anniversary
Development Office Changes
Downtums in the stock market over the last three years have significantly decreased the invested
funds of the Foundation. After careful consideration of all options, the Foundation Board voted to
reduce costs in the Development Office by reducing staff. In May of this year the Foundation Board
approved a change in hours for the Development Director to 32 hours a week and in June reduced the
Development Office Assistant Position to 20 hours a week. The change to the Development Director
position was voluntary and the change to the Assistant position was involuntary.
These changes will reduce staff costs by approximately $30,000. The Development Office staff will
concentrate on raising funds, monitoring investments and supervising the Book End. Responsibility
for the Window Newsletter and the Volunteer Program will be transferred to the Adult Services Depart-
ment.
Several weeks of packing and anticipation ended with a move to our temporary offices in the base-
ment of the new addition. Everyone cooperated and assisted with the move and good humor pre-
vailed. The Development Office is conveniently located near the Business Office, which makes it easy
for donors and volunteers to find. With a few minor adjustments the staff settled in and got right to
work.
Fundraising Total Increases by 3%
In this economy, our modest 3% increase in total fundraising is a very strong statement about the
importance of the Iowa City Public Library to this community. Our fundraising total for this year is
$423,954. The annual fund decreased by $5,000 from last year but $77,000 raised allowed the Foun-
dation to contribute $65,000 to ICPL for collection development and meet other fundraising expenses.
A rising stock market and the conclusion of the building phase of the Capital Campaign will hopefully
generate new support for the Annual Fund next year.
Reaching for New Heights Campaign Raises over $1 million for Furnishings and Equipment
The building phase of the Reaching for New Heights Campaign is drawing to a close after raising
$1,125,000 for furnishings and equipment for the expanded Library. Over 600 donors supported the
campaign and their generosity enabled us to reach this level.
Members of the Recognition Committee are planning a donor reception in the completed building in
June 2004 before the building officially opens to the public. A donor wall will be a prominent display in
the new building and all donors who have contributed $1,000 will be listed on this wall. There will also
be a donor book listing all donors to the campaign.
4!
Iowa City Spells Sets Record
Seventeen teams participated and raised $6,000 for the Annual Fund. This was the largest Iowa City
Spells event and generated the most money. The teams were all enthusiastic and left saying they
would be back next year. Hands Jewelers is the event sponsor and Bill Nusser as Master of Ceremo-
nies continues to entertain the crowd and encourage the contestants.
There is not a meeting room large enough for the event in the temporary building and the Sheraton
Hotel has generously agreed to donate space for the annual event. February 17 is the date for 2004.
Pieces of the Puzzle - Volunteers Help Put It Together
430 volunteers contributed 10,087 hours to the Library this year. Volunteers work in all departments
and are a valuable addition. One of the last events in Meeting Room A was the Volunteer Recognition
event. Volunteers were invited to tour the new building prior to the supper and awards. The response
to the new space was enthusiastic as volunteers looked for the space where they would be working.
Irene Crutchley was presented with the Nancy Seraduck Volunteer of the YearAward for her service in
the Business Office. Martha Lubaroff and Beth Daly presented Irene with the award and spoke of her
dedication and dependability. "It is wonderful to have such a conscientious volunteer." Hana Ibrik
received her 100-hour award and was named youth volunteer of the year for her work with the Children's
Department. With all of the details involved in building a new building and maintaining library service,
volunteers are truly helping put the pieces of the puzzle together for us.
Book End Celebrates 4th Anniversary
In September 2002 the Book End celebrated its 4~h anniversary with a weeklong sale and special
promotions. The Book End continues to be staffed entirely by volunteers and has averaged $29,000
in sales over the last four years. The Book End Committee works closely with the Development Office
staff to mange the operation of the store. After expenses proceeds are directed to Library programs
and to support the Development Office expenses.
Barbara Curtin
Director of Development
Development Office Staff:
(Front row from left) Sarah Osako, Thomas Hashman, Barbara Curtin.
(Back row from left) Michelle Dralle, Gayle Warner.
42
BUSINESS OFFICE ANNUAL REPORT
HIGHLIGHTS
Assisted in developing Task Lists in preparation for the Job Audit.
Trained and began taking shifts for tagging.
Worked with City staff and telecommunications vendor on the process of planning for new phones.
Planned for, packed for and moved to temporary facility.
SUPPORT SERVICES
Like every other library employee, many hours were spent in completing the Job Audit. This was done
in the month of September and was designed to assist Managers in upcoming staffing changes. Beth
Daly, Office Assistant was responsible for designing the various database formats and reports that
allowed Department Managers to code and enter their data.
Planning for the move to the temporary facility occupied many hours and meetings, in order to antici-
pate how business would continue operations and what changes needed to be made and who needed
to be notified. The Business Office Manager worked with the construction manager and building man-
ager to inform and coordinate new means of access, delivery and Post Office staff and arranged for
the move of the payphones into the temporary facility and the vending machines back into the public
lounge. Projecting for change and facilitating it often caught us off guard with unexpected develop-
ments. However, except for some last minute glitches, we all made it over here, turned our computers
on, used our phones in some fashion, and began settling into a routine after a short time.
Several Library staff met with City staff to see an overview of a new financial system they were plan-
ning to implement. Beth Daly, using her Access skills, worked with them through the year in order to
have the database ready for FY04 bill paying entry.
Lubaroff worked with City staff and Baker Telecommunications staff prior to and, once the phones
were installed. Our previous system was very much to our liking and we worked hard to see that this
system would allow us the features we had grown accustomed too. It took several months to get all
the auto-attendant and voice mail features set up. For the most part, things seem to be settling into a
comfortable flow for staff who use the phones as part of their daily routine. The City has recently
completed the cut-over for all other City depadments and we can now communicate with each other
more efficiently. Speaking of phones, Lubaroff attended a vendor demonstration of cell phones. It was
decided to obtain a cell phone for the Systems staff to use as an on-call.
The Office took on the task of entering events in the new Cultural Corridor Web Page. It is just one
more way in which library events get out to the public. Library has been utilizing the City of Iowa City's
Press Release web site to enter events as well.
Another new feature we began working on with the City is the use of new photo staff badges. The City
manager stated that all City employees were to wear photo identification badges and we have con-
verted all staff to the new style.
43
TECHNOLOGY
In an ongoing effort to work efficiently with the City of Iowa City, Lubaroff was trained in the new system
for booking City cars on line. This is not as critical as it was prior to our purchase of a second van.
The office worked with the City as a test site for a new Time Sheet. We entered a sampling of our
employee's hours on their new sheet, which will become automated in the future.
CONTINUING EDUCATION
Office Manager worked with Assistant Director to plan Inservice Day 2002. As usual, it was a jam-
packed day of interesting workshops starting with a panel discussion on "The Building Project" and
ending with a session on "Decluttering and de-Junking your life" with several breakout sessions through
the day.
Lubaroff along with several other managers helped serve dinner at UI Orientation. She also attended
workshops on the City's BREV (budget entry) system, training on converting Word documents to the
Internet, workshop on Pen~ormance Evaluation, Cell Phone fair, Johnson County Cultural Alliance web
page, and a Safety Equipment workshop on an emergency defibrillator at Mercy Hospital.
JOB SERVICES
As usual, the Business Office was a hub when it came to job applicants and we seemed to have our
usual high turnover in hourly positions at the end of the school year. We administered 216 tests along
with completed applications. We handled a total of 285 phone calls and unsolicited walk-ins).
CELEBRATION
We were honored to present long time office volunteer, Irene Crutchley, with the Volunteer of the Year
award at this past Volunteer Recognition.
We feel fortunate to have Archie Green continue her job with us in the office. Archie is always happy
to be with us and participate in life as a library employee.
Chris Bailey was hired as an office aide last October and he has become an integral part of library
operations. To fill out his schedule until he goes back home to Texas, he worked in Circulation as a
shelver and in Technical Services as a processor. He very quickly became part of our library family
and we will all miss him.
Arrival Departure
Chris Bailey Cathryn Carmody
Madha Lubaroff, Manager
Business Office
Administration Staff:
(Front row from left) Martha Lubaroff, Liz Nichols, Archie
Greene. (Back mw from left) Joel Miller, Chris Bailey,
Susan Craig, Beth Daly.
44
PERSONNELISTAFFDEVELOPMENTANNUALREPORT
Job Audit Conducted
Prior to the big move the managers and the team charged with reorganizing staff for the new desk
configuration wanted to get a picture of alt the major tasks performed by library staff. Forms were
revised from a Public Library Association publication by Diane Mayo and Jeanne Goodrich entitled
Staffing for Results, and library staff conducted a job audit throughout the month of September 2002.
Study results helped managers pinpoint time requirements and priorities for a wide variety of tasks,
and to understand realistically what would be needed in order to transfer some responsibilities to other
staff as a result of the reorganization. The job audit was one of many steps along the path to reorga-
nized staffing to fit the new library space.
Chanae is Good: The Reorganization
The new physical plant dictates a different arrangement of library materials, and with it, public desk
configuration. The Reference desk (formerly known as the Information desk) moved to the second
floor. The Information staff is responsible for answering questions related to the materials on the sec-
ond floor: non-fiction books and AV, documents, the Reference collection, newspapers and maga-
zines. Public access to the Internet and online reference materials is also located on the second floor.
Maeve Clark continues to head the Information Services Department.
Readers', Listeners' and Viewers' advisory services are now located at the Fiction Desk on the first
floor and are combined with the meeting room, equipment booking, and outreach functions formerly
done by Community and Audio Visual staff. The new department, headed by Kara Logsden, is called
Adult Services.
In order to staff these desks on two floors staff in other departments were recruited to work part time on
one of these two desks, while others were added to the Systems rotation to cover people moved from
this area for night and weekend rotations to public desks. Several off-desk functions were also switched.
Circulation inherited lost and found and equipment checkout, while the Fiction Desk staff took on the
Homebound program. After a certain amount of trepidation, everyone seems to have settled into new
responsibilities with considerable enthusiasm.
Staff Pitch In To Move Library
Another team-building exercise that involved everyone was the move to the temporary facility. Be-
tween April 16 and 29 the Library was closed to the public. Most staff reported to work as during the
daytime hours to help with some aspect of the move.
Jones Library Sales, our shelving movers, hired many of our hourly staff for this two-week period to
work in book moving teams. Heidi Lauritzen and Liz Nichols coordinated the shelving move, while
Susan Craig coordinated the move of office staff and materiats with Maher Brothers, a local moving
company. While a few shelves were still being constructed the morning of our April 30 reopening, we
actually had virtually all the materials back on the shelves in their new locations by opening that day.
45
AFSCME Contract Chanaes TemPorary Staff Definition
A two-year contract between the American Federation of State, County and Municipal Employees
(AFSCME), the City of Iowa City and the Iowa City Public Library Board of Trustees ended on June 30,
2003 and a new l-year contract was put into place. Library employees who worked on bargaining
included Terri Byers and Bill Reese for AFSCME and Elizabeth Nichols for the Library Board.
An impasse came about over several issues, including the definition of temporary employees and the
amount of health care cost increases employees would cover. Eventually, a Fact-Finder met with both
sides and made a determination, which both sides accepted.
Most significantly, the ruling made a significant change in the definition of temporary and seasonal
workers. Previously, hourly employees were those who worked less than 20 hours per week, or were
on staff for 9 months or less. Now, temporary workers must work no more than 9 hours per week
unless they are students, or are limited to 7 months per year if they work more than 9 hours per week
and are not students. The union has given the City until February 1 to phase in the change.
The parties accepted the Fact-Finder's recommendation to raise the family co-payment to $35 per
month for the first six months at $40 per month for the second six months. The cost of living salary
increase for the year was set across the board at 3%. The AFSCME chapter's president will be al-
lowed "reasonable time" to attend to grievances and other legitimate business on work time.
Negotiations for the coming year will begin again this fall.
Staff Comings and Goings
Jeanette Carter Retires
The Information Department's Jeanette Carter retired in January after 32 years with ICPL. Jeanette's
responsibilities varied over the years, from heading the Information Department to indexing the local
newspapers and selecting a large chunk of the collection in history, social sciences, medicine and
magazines. Jeanette has promised to volunteer to get newspaper indexing done. Hopefully, she will
also continue to coach the Library's successful Spelling Bee team.
Todd Brown was hired to replace Jeanette in a newly configured position as Electronic Resources
Librarian.
Turnover
It seemed as if we were welcoming or saying goodbye to new staff almost every week. In fact, 31
people departed during the year, while 29 arrived on the scene. As usual, most were hourly staff
changes.
The individual department reports will give the particulars on staff changes ~n each area.
Staff Development
Number Ten for Inservice Day
The Library celebrated the Tenth Annual Inservice Day on December 13, 2002 with the theme, "Relax,
De-Clutter, and Learn." The planners of this very successful event were Ed Arensdorf, Terd Byers,
Maureen Delaney, Debbie Dunn, Ardis Sillick, Martha Lubaroff, and Liz Nichols.
46
The plenary sessions included an update on the building project, a panel discussion on the library's
responsibility toward the disenfranchised, and a session led by consultant, Paula Kelly, on how to de-
clutter and reorganize workspaces.
There were a variety of very interesting breakout sessions for staff to choose from, including one on
dealing with irate patrons, relaxation techniques, communicating more effectively with Hispanic pa-
trons, and learning more about Technical Services and Community and Audio Visual Services (now
Adult Services).
Twelve people were honored for employment milestones with the Library. They were: Susan Craig, Ed
Arensdorf, and Greg Kovaciny for 25 years of service; John Hiett and Steve Marsden for 20 years with
the Library; Irene Patil at 15 years of service; Julia Blair, Todd Brown, Maeve Clark, Romona Murrell,
and Larry Parks for 10 years with ICPL; and Diana Morris-Jarvis with 5 years of service. Congratula-
tions to all!
Training for Reor(~anization
Once the staffing components for the new desks were selected, training started to acclimate people to
their new duties. The Adult Service staff met at least once per month to train in specific aspects of the
Adult Services collection, and routine procedures. There were also tips on how to give excellent read-
ers' advisory service and the tools, both online and offline, which should help at the desk. Kara Logsden
organized and monitored all of the training, while individual selectors gave presentations about their
areas of the collection.
Two members of the former CAVS staff, Todd Leach and Sara Brown, transferred to the Systems
rotation, to take the place of Diane Sunshine and Diana Morris-Jarvis, who went into the Adult Services
rotation, and Barb Black, who was added to the Information rotation for both weekend days. Hal Penick
trained and oriented the new computer monitors shortly before the move to the new building.
Liz Nichols
Assistant Director
4'7
TECHNICAL SERVICES ANNUAL REPORT
HIGHLIGHTS
Preparation of collection for Intelligent Library System gets underway
Access to materials improved through reclassification projects
Catalog enhancements provide new services to users
Planning for impact of staff reorganization
TAG -- YOU'RE ITl
The meaning of the word "tag" will be forever changed for staff working at ICPL in FY03. They got
scheduled for tagging, emails about tagging, instructions on tagging and tagger treats. Beginning in
mid-October, all permanent and some hourly staff began the process of programming and applying
radio frequency identification tags (RFID) to each of the Library's more than 200,000 items. A formula
was devised to spread the responsibility equitably, taking into account the number of FTEs in each
department and the number of desk hours that must be covered. Departments were then assigned
tagging slots and Coordinators were left to assign individuals from their departments to the slots.
Technical Services has coordinated the schedule and maintained the equipment and supplies. De-
spite some equipment problems at start-up, staff have worked diligently and cheerfully as they took on
this additional responsibility and worked to tag more than 111,000 items - approximately half of the
collection -- by the end of FY03. The bulk of all print collections are completed and by mid-Fall we
should be well into tagging of nonprint materials. The process for tagging new materials differs some-
what from tagging existing collections as pre-programmed tags generate barcodes when new items
are added. This was added to the workflow for receiving new books in late spring and will soon be
incorporated into receiving of videotapes and magazines. Checkpoint has indicated that by the end of
the summer they should have a tag that will work for compact discs and DVDs, resolving a lingering
issue for ICPL's large collections in these formats. The schedule has worked well to ensure that we
have systematically moved through all collections in advance of the move, leaving time to do a final
sweep to catch materials that may have been checked out when tagging was done in a padicular
collection.
Reclassification projects improve access
Avariety of reclassification projects, big and small, were undedaken by Catalogers in FY03 that should
enable users and staff to find materials more easily. As noted in the FY02 Annual Repod, the print
music collection was undergoing a reclassification that had been over 10 years overdue. That project,
including all children's materials, was completed in early FY03 and has resulted in easier browsing by
patrons interested in specific types of music. The reclassification created more logical groupings that
put materials about like music together.
Other projects this year included an examination and reclassification of materials on dog breeds and
holidays. Descriptive Cataloger Andrea Clinkenbeard initiated a project to search for bibliographic
records that would provide access to our Foreign Language Collection through the catalog. Because
we have not had staff fluent in the variety of languages our collection covers, books had been identi-
fied only by their barcode and were not searchable in the catalog. Andrea searched all of our materials
49
in OCLC, a national source of bibliographic records to which we subscribe, and was able to find
catalog records for nearly all of our holdings. This will make this collection much more accessible
particularly to those whose first language is not English. Materials were transferred from the Refer-
ence collection to the newly created Fiction Desk collection, phone books were entered in the catalog
so users could search by any Iowa town for which we had directory information and TS assisted the
Children's Department staff by cataloging materials used only for programming.
Catalog Enhancements
As FY03 began a revised web catalog was introduced that had a more polished masthead and naviga-
tion tools, simplified instructions and offered new features. The response was overwhelmingly posi-
tive with compliments coming from other libraries as well as users. Throughout FY03 other features
were developed and tested and added to provide guidance through lists and visual images. Images
of the Library's collection of original art in the Ad-to-Go collection were added to the catalog with a link
enabling users to "View this art work" and see the image with just one click. Copyright restrictions are
being investigated regarding the collection of reproductions that make up the rest of the AH-to-Go
collection to see if it would be possible to provide access to all images in the collection. Several lists
were added to the main menu page of the catalog that enabled users to see what books are on the
New York Times Best Sellers Lists and what new materials have been added to the collection the
previous month. With one-click, users can link to the catalog to see if a title from any of these lists has
a copy available for checkout. Another enhancement, which provides a link from a title to a map of the
Library showing the general area where it can be found, had a timely introduction when the Library
moved to temporary quarters in April. This enhancement, in particular, has proved to be very popular
with users - having been accessed nearly 4000 times in its first 2 and a half months.
Staffing changes
In order to provide assistance in the much larger spaces of the new facility, the Library moved the
Information Services desk to the second floor and added the Fiction Desk, a new service point on the
first floor where staff will give directional and readers, viewers and listeners advisory services. A staff
reorganization committee identified necessary skills and reviewed existing staff for qualified individu-
als to be assigned to the new Fiction, Movies, Music Desk. It was determined that two staff from
Technical Services not previously assigned to a public service desk would be included. Diana Morris-
Jarvis, a Senior Library Assistant in Technical Services, who among her TS duties catalogs all adult
fiction and Diane Sunshine, a Library Assistant in Technical Services responsible for cataloging all
audiovisual materials, now bring their expertise in those collections to assist in serving at the Fiction
Desk. To plan for the loss of their cataloging hours, Technical Services staff participated in recording
dates at each step in the receipt, cataloging and processing of new materials for a period of about 8
weeks this spring. This data is being analyzed to see if adjustments might be made to cataloging
assignments so that the impact of fewer cataloging hours is applied across all collections of materials
rather than just Fiction and audiovisual materials.
Technical Services staff was a cohesive and effective team throughout FY03. We were fortunate to be
the only department whose new quarters were completed in phase one. We moved in early April, a
few days ahead of other staff and remarkably, spent only a half day moving and were back to doing TS
business by mid-day (thanks due to the attentive efforts of Systems staff in getting our computers up
and running). However, as FY03 ended, two of our members moved on to other opportunities. Rebecca
Kessler, who worked for two and a half years as a Library Clerk in Technical Services and Circulation
and was primarily responsible for receiving and maintaining the Library's periodicals collection, left in
June for a position with the University of Iowa's International Programs. Also departing in June to
move her family as her husband took a position on the faculty at Stanford, was Elena Erokhina. Elena
50
had worked first in the Circulation Department as a Page and had joined Technical Services in FY02
as a Processor, preparing materials for checkout. Both enriched the Library with their skills and their
friendship and they are greatly missed. Technical Services was pleased to welcome to the Processor
position, Jane Hanson Smith, who had previously worked as an Information Page.
Barbara Black
Technical Services Coordinator
Technical Services Staff:
(Top row from left) Barbara Black, Andrea Klinkenbeard, Karen Corbin, Elena Erokhina, Craig Johnson.
(Middle row from left) Rebecca Kessler, Dan McCulley, Diana Morris-Jarvis, Romona Murrell, Jill Oulman.
(Bottom Row from left) Larry Parks, Ardis Sillick, Diane Sunshine, Vanessa Vallejos, Victoria Vallejos.
$!
Section II - Appendices
Iowa City Public Library
FY2003 FACT SHEET
POPULATION SERVED: Iowa City 63,816; Rural Johnson County 21,725 (by contract)
GOVERNING BOARD: A nine-member Board of Trustees appointed by the City Council with
powers to employ a Director and staff, expend tax funds allocated by the City Council, contract with
other jurisdictions, and receive and spend gift funds and other revenues.
Members: Lisa Parker, President Pat Schnack
Linda Dellsperger Jesse Singerman
Shaner Magalh~es Tom Suter
Linda Prybil Jim Swaim
(County Representative) David Van Dusseidorp
STAFF: Librarians 14.75 F.T.E.
Other Permanent Staff 27.3 F.T.E.
Hourly Pay 18 F.T.E.
422 Volunteers 4.6 F.T.E.
CARDHOLDERS: 64,793
COLLECTIONS: Circulating Books - 163,970
Circulating Non-print Materials - 38,255
Print and Electronic Reference Book - 8,946
Periodicals and Newspapers - 449 current subscriptions
Total collection size: 210,840
ANNUAL USERSHIP FIGURES:
Circulation - 1,295,637 Visits to the Library - 575,474
Information Requests - 78,730 Program Attendance - 20,495
Meeting Room Use - 775 non-library meetings in meeting rooms
ANNUAL EXPENDITURES:
Income Sources: City - 79.6%; County - 7.2%
Federal and State - 2.3%; Other Revenues - 10.9%
$4.0 million
Expenditures for Library Materials - $487,175
PHYSICAL FACILITIES: Construction underway to expand 47,000 square foot building to 81,276
sq. ft.
SUPPORT GROUP: Iowa City Public Library Friends Foundation - 943 contributors
WEB PAGE: www. icpl.org
(These figures are for the last complete fiscal year, July 1,2002 through June 30, 2003.)
I[b\fyO3an nualrepor[\factsheet,doc
Materials Added FY03 Cumulations
New Added Total
Titles Copies Added Gifts WD % Gifts % New
ADULT MATERIALS
FICTION 423 387 810 24 551 3.0% 52.2%
TOTAL NONFICTION 1,640 751 2,391 25 1,432 1.0% 68.6%
Nonfiction 1,591 534 2,125 25 1,280 1.2% 74.9%
Reference 49 217 266 0 152 0.0% 18.4%
MAGAZINES (not counted in collection totals) 2 2 9
UNCATALOGED 160 36 666 22.5% 0.0%
JI'OTAL PRINT 2,063 1,138 3,36t 85 2,649 2.5% 61.4% I
TOTALAUDIO 254 92 346 60 500 17.3% 73.4%
Music Compact disc 159 45 204 54 421 26.5% 77.9%
Fiction on tape 18 14 32 1 52 3.1% 56.3%
Fiction on disc 33 4 37 3 1 8.1% 12.4%
Audio Nonfiction 44 29 73 2 26 2.7% 60.3%
TOTAL VIDEO 154 108 262 36 363 13.7% 58.8%
Video Movie 15 62 77 17 214 22.1% 19.5%
DVD Movie 97 25 122 5 38 4.1% 79.5%
Video Nonfiction 22 12 34 13 110 38.2% 64.7%
DVD Nonfiction 20 9 29 1 1 3.4% 69.0%
ART 0 0 0 0 3 0.0% 0.0%
MULTIMEDIA 5 4 9 1 45 I1.1% 55.6%
ELECTRONIC REFERENCE (not counted in collection totals} 0 0 0 0
~-OTAL AV 413 204 617 97 911 15.7% 66.9% I
~'OTAL ADULT 2,476 1,342 3,970 182 3,560 4.6% 62.2% I
JUVENILE MATERIALS
jEASY 154 79 233 I 126 0.4% 66.1%
jREADER 16 13 29 0 I 0.0% 55.2%
PROGRAM COLLEC'~ION I 0 1 0 0 0.0% 100.0%
JFICTION 78 161 239 68 17 28.8% 32.6%
TOTAL JNONFICTION 268 98 366 18 313 4.9% 73.2%
jNonfiction 267 82 349 17 310 4.9% 76.5%
jReference 1 16 17 I 3 5.9% 5.9%
JMAGAZlNES (not counte,~ in collection totals) 3 3 1
JUNCATALOGED 43 0 15 0.0% 0.0%
Jl'OTAL JPRINT 517 351 911 87 472 9.5% 56.8%I
jAUDIO 69 5 74 0 12 0,0% 93.2%
jCompact disc 8 2 10 0 6 0.0% 80.0%
jAudio cassette/book 23 3 26 0 4 0.0% 88.5%
jBooks on tape 14 0 14 0 2 0.0% 100.0%
jBooks on disc 24 0 24 0 0 0.0% 100.0%
jMusic cassette 0 0 0 0 0 0.0% 0.0%
jVlDEO 23 27 50 2 40 4.0% 46.0%
jDVD 49 6 55 0 6 0.0% 89.1%
jTOYS/GAMES 11 4 t5 0 6 0.0% 73.3%
jMULTIMEDIA 10 t5 25 0 33 0.0% 40.0%
jStorytime Kit 0 0 0 0 0 0.0% 0.0%
JTOTAL jAV 162 57 219 2 97 0.9% 74.0%1
~'OTAL JUVENILE 679 408 1,130 89 569 7.9% 60.1%1
~'OTAL ADDED 3,155 1,780 5,108 271 4,129 5.3% 61.8%I
DETAIL
CATALOGED PRINT 2,580 1,489 4,069 172 3,121 4.2% 63.4%
CATALOGED AV 575 261 836 99 1,008 11.8% 68.8%
TOTAL CATALOGED 3,155 1,750 4,905 271 4,129 5.5% 64.3%
UNCATALOGED ITEMS 203 36 681 17.7% 0.0%
UNCATALOGED MATERIALS SUBCOLLECTION
Adult paperbacks 146 24 520 16.4%
Foreign language books 14 12 148 85.7%
*Pamphlets 0 NA NA
*Phone books 34 NA NA
*College catalogs 3 NA NA
Juvenile paperbacks 43 0 15 0.0%
*Comics 22 NA NA
*Annuals 0 NA NA
* not included in cumulative totals
57
IOWA CITY PUBLIC LIBRARY
PERSONNEL RESOURCES
FY1999 FY2000 FY2001 FY2002 FY2003
Hours Percent Hours Percent Hours Percent Hours Percent Hours Percent
HOURS WORKED BY:
Permanent staff 82,916 64.5% 88,111 66.1% 90,593 66.5% 92,982 65.7% 91,816 63.1%
Temporary staff 37,675 29.3% 37,729 28.3% 37,345 27.4% 38,372 27.1% 38,063 26.1%
TotaIPaid bylCPL 120,591 93.8% 125,840 94.5% 127,938 93.9% 131,354 92.8% 129,879 89.2%
Work/Study 1,268 1.0% 298 0.2% 398 0.35 786 0.6% 1,163 0.8%
Special programs 323 0.3% 0 0.0% 0 0.0% 0 0.0% 0 0.0%
Grants/Gifts 347 0.3% 174 0.1% 0 0.0% 125 0.1% 623 0.4%
Volunteers 5,473 4.3% 6,271 4.7% 7,196 5.3% 8,553 6.0% 8,898 6.1%
j Volunteers 613 0.5% 647 0.5% 701 0.5% 753 0.5% 5,022 3.4~
Total Other Sources 8,024 6.2% 7,390 5.5% 8,295 6.1% 10,217 7.2% 15,706 10.8%
Total HoursWorked I 128,615 100.0%I 133,230 100.0%I 136,233 100.0%I 141,571 100.0%I 145,585 100.0%
Hours in FTE 61.8 64.1 65.5 68.1 70.2
Total Hours Open 3,237 3,261 3,248 3,419 3,110
Hours worked per 39.7 40.9 41.9 41.4 46.8
Hours Open
Number Volunteers * 155 208 403 392 472
Hours per Volunteer 35.3 30.1 17.9 21.8 29.5
LIBRARY SERVICES: FY03 COMPARED TO FY02
YEAR LAST P'CENT
TO DATE YTD CHANGE
IN-BUILDING SERVICES: Provide library facilities,
materials, equipment
A. BUILDING USAGE
Total hours open 3,112 3,222 -3.4%
People into the building 563,757 591,353 -4.7%
Average number per hour 181.2 163.5 -1.3%
B. MEETING ROOMS
Number of non-library meetings 775 891 -13.0%
Estimated attendance 20,495 22,874 -10.4%
Equipment Set-ups 251 303 -17.2%
Group Study Room Use 761 657 15.8%
Lobby Use 12 8 50.0%
Meeting Rooms Booked at Fic Desk 58 0 0.0%
Meeting Rooms Booked on-line 56 0 0.0%
Meeting Room Turn-Downs 124
C. EQUIPMENT USAGE
Photocopies by Public 60,800 76,547 -20.6%
Pay for Print Copies 19,797 21,087 -6.1%
D. IN-BUILDING USE OF MATERIALS
Materials used from open shelves 1,078,069 1,070,461 0.7%
Videos viewed 5,710 7,327 -22.1%
Multimedia use (Discont'd 4/03) 4,219 3,631 16.2%
E. PARK 'N' READ, RIDE 'N' READ
Parking stamps issued 12,733 14,555 -12.5%
Bus passes distributed 1,459 949 53.7%
LENDING SERVICES: Lend materials for home, school, and office use.
A. TOTAL CIRCULATION 1,293,683 1,284,553 0.7%
(materials plus equipment; does not
include items circulated in-house)
Average circulation per hour 416 399 4.3%
B. CIRCULATION BY TYPE OF MATERIAL 1,302,736 1,298,538 0.3%
(includes mending, lost, bindery, etc)
Adult Materials 932,842 935,421 -0.3%
Children's Materials 368,953 362,143 1.9%
Percent Children's 28.3% 27.9% 1.6%
Non-Print 576,888 562,215 2.6%
Percent Non-print 44.3% 43.3% 2.3%
Equipment loans 505 640 -21.1 %
Undefined 901 974 -7.5%
* note: limits removed from most items 6/02
6]
LIBRARY SERVICES: FY03 COMPARED TO FY02
YEAR LAST P'CENT
TO DATE YTD CHANGE
C. CIRCULATION BY RESIDENCE OF USER 1,293,683 1,284,553 0.7%
(does not include mending, lost, etc)
Iowa City 1,002,270 998,155 0.4%
Johnson County (rural) 98,676 101,119 -2.4%
Johnson Co as % of all 7.6% 7.9% -3.1%
Coralville/Reci procal 71,626 69,090 3.7%
Other Reciprocal 110,178 104,910 5.0%
Total Reciprocal 181,806 174,000 4.5%
Reciprocal as % of all 14.1% 13.5% 3.7%
Fee Cards 10,471 10,564 -0.9%
Undefined 460 715 -35.7%
D. INTERLIBRARY LIBRARY LOANS
Loaned to other libraries 908 1,064 -14.7%
Percent of requests filled 48.1% 49.8% -3.5%
Borrowed from other libraries 1,033 1,068 -3.3%
Percent of requests filled 92.4% 92.1% 0.4%
Books/Periodicals borrowed 918 964 -4.8%
AV/Films borrowed 66 45 46.7%
Photocopy requests filled 49 36 36.1%
E. RESERVES PLACED - Materials 46,950 43,799 7.2%
Equipment Booked 64
F. REMOTE BOOKDROP USE
# Items Checked in - Remote 173,470 159,036 9.1%
% of circs 15.0% 13.7% 9.6%
Does not include renewals or in-house
G. ITEMS RENEWED BY AUTOMATED PHONE 23,705 24,448 -3.0%
INFORMATION SERVICES: Furnish information,
reader advisory and reference assistance.
A. QUESTIONS ANSWERED 78,730 77,895 1.1%
Information Desk - Total 55,067 56,774 -3.0%
In person 37,428 36,786 1.7%
Telephone 14,729 16,012 -8.0%
Community 674 836 -19.4%
Jail Questions 1,217 1,840 -33.9%
Roving (Discontinued 4/03) 495 856 -42.2%
E- mail 524 444 18.0%
Answers sent by fax 29 51 -43.1%
AV Desk (Discontinued 4/03) 5,739 7,829 -26.7%
In person 4,155 5,574 -25.5%
Telephone 1,576 2,235 -29.5%
Community 8 20 -60.0%
LIBRARY SERVICES: FY03 COMPARED TO FY02
YEAR LAST P'CEN ~
TO DATE YTD CHANGE
FICTtON DESK (New 4/03) 3,404
In-Person 2,593
Telephone 726
Community 3
Jail Questions 80
E- mail 2
Child ren's Desk 14,352 13,116 9.4%
In person 12,302 11,421 7.7%
Telephone 1,464 1,654 -11.5%
Email 13 0 0.0%
Request to pull books (Community) 586 0 0.0%
Directional Questions (Fiction Desk) 7,739
B. ELECTRONIC ACCESS
Pharos Sessions (new 4/02) 44,903 16,923 165.3%
Public Program Launches 60,642 92,603 -34.5%
Subscription Database Retrievals
Proquest 4,347 9,500 -54.2%
Ebsco Host 4,263 2,166 96.8%
CATALOG SERVICES
Best Seller Lists
In house 434
Remote 537
New Lists
In house 602
Remote 1,202
Maps
In house 2,963
Remote 997
C. TOTAL TELEPHONE CALLS RECEIVED 62,709 80,188 -21.8%
Info questions answered by Swbd 155 176 -11.9%
D. PAMPHLETS DISTRIBUTED 26,858 22,777 17.9%
from Lobby Racks
E. STATE AND FEDERAL INCOME TAX
FORMS DISTRIBUTED 52,764 81,023 -34.9%
F. ASSOCIATIONS FILE SOLD 4 13 -69.2%
LIBRARY SERVICES: FY03 COMPARED TO FY02
YEAR LAST P'CEN I
TO DATE YTD CHANGE
REMOTE ELECTRONIC SERVICES: Provide a library web site, catalog, and
other electronic resources to remote users
A. CATALOG
Dial-in Access 223 495 -54.9%
Telnet 1,373 1,857 -26.1%
Z39.50 Access 1,035 135,326 -99.2%
WebPac (http) 869,378 652,778 33.2%
Total Remote Catalog Access 872,009 790,456 10.3%
B. SUBSCRIPTION DATABASES
Encyclopedia Britannica 38 0 0.0%
Grolier 380 80 375.0%
NoveList 380 201 89.1%
Pmquest (Mag & News Index) 182 220 -17.3%
Reference USA 283 16 1668.8%
C. WORLD WIDE WEB ACCESS
# Hits for Home Page 124,827 99,410 25.6%
# Successful Hits for Entire Site 4,287,209 1,735,987 147.0%
# User Sessions 248,236 191,125 29.9%
ALERTING SERVICES: Promote awareness of
the Library and use of its resources.
A. PUBLICATIONS
Number of publications printed 137 168 -18.5%
Copies printed for public distribution 62,795 109,032 -42.4%
B. NEWSPAPER ITEMS CLIPPED 38 89 -57.3%
C. DISPLAYS 52 78 -33.3%
Library 35 61 -42.6%
Other Groups 14 14 0.0%
Off-site locations 3 3 0.0%
D. SPEECHES, RADIO/TV Appearances 61 65 -6.2%
E. THE LIBRARY CHANNEL
Messages 488 510 -4.3%
Total ICPL Productions 133 166 -19.9%
Programs Cablecast 6,812 6,357 7.2%
Calls/Comments 15 25 -40.0%
64
LIBRARY SERVICES: FY03 COMPARED TO FY02
YEAR LAST P'CENT
TO DATE YTD CHANGE
OUTREACH SERVICES: Provide library service to
people who cannot get to the library building.
A. HOMEBOUND SERVICE
People served 663 807 -17.8%
Items Loaned 1,377 1,924 -28.4%
Registered Homebound Users 235 231 1.7%
B. JAIL SERVICE
People served 1,807 1,985 -9.0%
Items loaned 8,087 5,236 54.4%
C. DEPOSIT COLLECTIONS
Locations 17 16 6.3%
Items loaned 1,110 900 23.3%
Items added to perm collections 3,145 3,779 -16.8%
D. REMOTE BOOKDROP USE
Number Items Checked In 173,470 159,036 9.1%
Percent of All Items Checked in 15.6% 13.7% 9.6%
GROUP AND COMMUNITY SERVICES:
Provide library service to groups, agencies, and organizations
A. ADULT PROGRAMS
Library
Number 54 61 -11.5%
Attendance 3,673 3,814 -3.7%
Outreach
Number 3 4 -25.0%
Attendance 4,375 3,700 18.2%
B. CHILDREN'S PROGRAMS
Library
Number 289 312 -7.4%
Attendance 17,479 20,425 -14.4%
Outreach
Number 98 98 0.0%
Attendance 3,064 2,703 13.4%
Dial-A-Story calls (discont'd May '03) 2,447 2,869 -14.7%
C. LIBRARY TOURS AND CLASSES
Number 65 65 0.0%
Attendance 1,268 642 97.5%
D. CONSULTING FOR AREA GROUPS 3 7 -57.1%
65
LIBRARY SERVICES: FY03 COMPARED TO FY02
YEAR LAST P'CENT
TO DATE YTD CHANGE
CONTROL SERVICES: Maintain library resources through
registration of borrowers, overdue notices, training
in use of equipment and control of valuable materials.
A. LIBRARY CARDS ISSUED 6,959 7,550 -7.8%
Iowa City 5,301 5,707 -7.1%
Percent Iowa City 76.2% 75.6% 0.8%
Johnson County 319 357 -10.6%
Percent Johnson County 4.6% 4.7% -3.1%
Coralville 490 532 -7.9%
Cedar Rapids 55 69 -20.3%
Other Open Access 713 809 -11.9%
Total Open Access 1,258 1,410 -10.8%
Percent Open Access 18.1% 18.7% -3.2%
Fee Cards 81 76 6.6%
Total Fee Cards in Force 83 80 3.8%
Percent to U of I Students 33.5% 33.1% 1.1%
B. TOTAL REGISTERED BORROWERS 64,793 64,116 1.1 %
C. OVERDUE NOTICES
Number sent by Mail 8,145 9,405 -13.4%
Number sent by E-mail 7,788 6,857 13.6%
Total notices sent (mail or e-mail) 15,933 9,405 69.4%
First notices as % of total circulation 1.2% 0.7% 68.2%
Items searched 2,587 2905 -10.9%
to verify claim of return
D. FINES COLLECTED $155,759 $157,475 -1.1%
Note: Library closed April 16 to 29, 3003 for move to temporary quarters
FY03 CIRCULATION BY TYPE AND FORMAT
CATEGORY YEAR PERCENT LAST PERCENT PERCENT
TO DATE OF TOTAL YTD OF TOTAL CHANGE
ADULT MATERIALS
General tic/tic expressNVestern 90,889 9.7% 90,945 9.7% -0.1%
Mystery 37,197 4.0% 39,909 4.3% -6.8%
Science fiction 16,215 1.7% 15,107 1.6% 7.3%
Young adult fiction 16,874 1.8% 16,732 1.8% 0.8%
Large print 11,263 1.2% 12,602 1.3% -10.6%
Foreign language books 2,819 0.3% 2,680 0.3% 5.2%
Easy readin~l for adults 429 0.0% 425 0.0% 0.9%
TOTAL FICTION 175,686 18.8% 178,400 19.1% -1.5%
000 - General/Computers 5,765 0.6% 6,594 0.7% -12.6%
100 - Psych/Philosophy 9,236 1.0% 10,707 1.1% -13.7%
200 - Religion 8,773 0.9% 9,475 1.0% -7.4%
300 - Social Sciences 26,188 2.8% 27,284 2.9% -4.0%
400 - Language 2,877 0.3% 3,101 0.3% -7.2%
500 - Science 9,852 1.1% 10,312 1.1 % -4.5%
600 - Applied Technology 63,296 6.8% 65,679 7.0% -3.6%
700 - Art & Recreation 74,492 8.0% 71,552 7.6% 4.1%
800 - Literature 11,705 1.3% 12,393 1.3% -5.6%
900 - History & Travel 26,348 2.8% 28,454 3.0% -7.4%
Biography 8,859 0.9% 9,303 1.0% -4.8%
TOTAL NF: ADULT & JA 247,391 26.5% 254,854 27.2% -2.9%
Paperbacks, comics 21,414 2.3% 23,205 2.5% -7.7%
Magazines 12,161 1.3% 11,687 1.2% 4.1%
Pamphlets, Maps, Annuals 500 0.1% 793 0.1% -36.9%
Reference,Local/State docs 29 0.0% 33 0.0% -12.1%
TOTAL MISC 34,104 3.7% 35,718 3.8% -4.5%
TOTAL ADULT PRINT 457,181 49.0% 468,972 50.1% -2.5%
Art/Photographs 1,852 0.2% 1,862 0.2% -0.5%
Video (Movies) 163,285 17.5% 183,495 19.6% -11.0%
DVD (Movies) 65,959 7.1% 49,344 5.3% 33.7%
Compact disc (music) 134,933 14.5% 126,033 13.5% 7.1%
Classed Aud Cassette/CDs 17,374 1.9% 19,582 2.1% -11.3%
Fiction on Tape 30,015 3.2% 28,910 3.1% 3.8%
Fiction on Disc 4,308 0.5% 2,190 0.2% 96.7%
N-F Video 45,970 4.9% 48,065 5.1% -4.4%
N-F DVD 6,444 0.7% 256 0.0% 2417.2%
Adult Multimedia 5,056 0.5% 6,072 0.6% -16.7%
TOTAL NONPRINT 475,196 50.9% 465,809 49.8% 2.0%
TOTAL AV EQUIPMENT 505 0.1% 640 0.1% -21.1 %
TOTAL ADULT CIRCULATION 932,882 100.0% 935,421 100.0% -0.3%
CHILDREN'S MATERIALS
Fiction 49,781 13.5% 50,229 13.9% -0.9%
Picture: Board,Easy,Caldecott 112,241 30.4% 110,009 30.4% 2.0%
Readers 25,794 7.0% 23,244 6.4% 11.0%
Non-fiction & Biography 56,436 15.3% 56,790 15.7% -0.6%
67
FY03 CIRCULATION BY TYPE AND FORMAT
CATEGORY YEAR PERCENT LAST PERCENT PERCENT
TO DATE OF TOTAL YTD OF TOTAL CHANGE
Paperbacks 13,214 3.6% 15,366 4.2% -14.0%
Magazines/pamphlets 1,665 0.5% 1,330 0.4% 25.2%
Holiday 5,346 1.4% 5,982 1.7% -10.6%
Reference 0 0.0% 0 0.0% 0.0%
Parent/Teacher Center 2,784 0.8% 2,787 0.8% -0.1%
TOTAL CHILDREN'S PRINT 267,261 72.4% 265,737 73.4% 0.6%
Storytime Kits 376 0.1% 382 0.1% -1.6%
Games & Toys 3,116 0.8% 2,732 0.8% 14.1%
Books on Tape 5,312 1.4% 5,116 1.4% 3.8%
Books on Disc 796 0.2% 420 0.1% 89.5%
Classed Audio Cass/Dewey 400s 212 0.1% 250 0.1% -15.2%
Audio Cassette Books 4,747 1.3% 5,108 1.4% -7.1%
Video/DVD 66,569 18.0% 62,033 17.1% 7.3%
Children's Multimedia 10,227 2.8% 10,341 2.9% -1.1%
jMusic: CD, Tape 10,337 2.8% 10,024 2.8% 3.1%
TOTAL CHILDREN'S NONPRIN'I 101,692 27.6% 96,406 26.6% 5.5%
TOTAL CHILDREN'S 368,953 100.0% 362,143 100.0% 1.9%
ALL CIRCULATION BY TYPE/FORMAT
All Fiction 225,467 17.3% 228,629 17.6% -1.4%
All Non-fiction and Biography 303,827 23.3% 311,644 24.0% -2.5%
Picture books & Readers 138,035 10.6% 133,253 10.3% 3.6%
Paperbacks & Comics 34,628 2.7% 38,571 3.0% -10.2%
Magazines 13,826 1.1% 13,017 1.0% 6.2%
Pamphlets/Reference & Misc. 8,659 0.7% 9,595 0.7% -9.8%
TOTAL PRINT 724,442 55.6% 734,709 56.6% -1.4%
Toys 3,116 0.2% 2,732 0.2% 14.1%
Art 1,852 0.1% 1,862 0.1% -0.5%
Video & DVD (F & NF) 348,227 26.7% 343,193 26.4% 1.5%
Audio recordings (Music) 145,270 11.2% 136,057 10.5% 6.8%
Books on tape and CD (F & NF) 45,178 3.5% 41,744 3.2% 8.2%
Classed nonprint - other 17,586 1.3% 19,832 1.5% -11.3%
Multimedia 15,283 1.2% 16,413 1.3% -6.9%
Uisc NP: camera, story kit 376 0.0% 382 0.0% -1.6%
TOTAL NONPRINT 576,888 44.3% 562,215 43.3% 2,6%
TOTAL AV EQUIPMENT 505 0.0% 640 0.0% -21.1 %
TOTAL UNDEFINED 901 0.1% 974 O. 1% -7.5%
TOTAL ADULT MATERIALS 932,882 71.6% 935,421 72.0% -0.3%
TOTAL CHILDREN'S MATERIAL 368,953 28.3% 362,143 27.9% 1.9%
GRAND TOTAL 1,302,736 100.0% 1,298,538 100.0% 0.3%
* note: limits removed from most items 6/02
IOWA CITY PUBLIC LIBRARY
CARD HOLDERS BY PLACE OF RESIDENCE
July 1, 2003
PLACE NUMBER TOTAL PERCENT
OF CARDS OF TOTAL
IOWA CITY ....................................................................................................... ~7..~. .......................... '~:~/o
Residents 47,604
Homebound 85
Institutions 57
Temporary 230
RURAL JOHNSON COUNTY 4,497 7.0%
Residents 4,480
Homebound 13
Institutions 4
FEE CARDS 275 0.4%
This number represents cards for 83families.
Hills 76
Shueyville 0
Tiffin 0
University Heights 199
JOHNSON COUNTY RECIPROCAL 6,040 9.4%
Coralville 4,541
Lone Tree 259
North Liberty 890
Oxford 100
Solon 250
OTHER RECIPROCAL 5,436 8.5%
TOTAL CARDS 64,224 100.0%
Iowa City
74.7%
~Ca 'dh°lders jbuYlyPI2a0c0e3°f ResidencI
69
MEETING ROOM USE FY2003
List is not comprehensive
Advocates for Sustainable Design & Culture Fairfield Entrepreneurial Program
AFSCME Local 183 Falun Dafa Association
AHNI Steering Committee Falun Gong
AIDS Housing Network of iowa Fellowship Game Day
All .lohnson County Reads the Same Book First Church of Christ, Scientist
Allen Hospital Friends of Animal Control
Alliance for the Mentally TII Friends of the Eastside Artists
Alpha Phi Alpha Fraternity Inc Future Health Concerns
Altrusa Club Futurenet
Alzheimer's Association East Central iowa General Union of Palestinian Students
Chapter Girl Scouts MVA
American Booksellers Foundation for Freedom Girl Scouts of Shining Trail Council
of Expression Hate Acts Rapid Response Team
American Federation of Teachers Hawkeye Area Chapter-Iowa Civil Liberties Union
American Friends Service Committee Healthy Alternatives
ARC of .lohnson County Hillcrest Family Services
Art Educators of Iowa (AET) Hills Bank and Trust Company
Astronaut Society Humanities iowa
Authorization Training iowa Communications Network
Autism Advocacy Alliance of Iowa City TCS
Bicyclists of iowa City Intermedia/New Media Group
Big Brothers Big Sisters of ~lohnson County International Socialist Organization
Bill of Rights Defense Committee invent Iowa
Boy Scouts of America Wauhawk District Iowa Arts Council
Brewing Grounds for Change Iowa City Alliance Soccer Club
Brownie Troop 1080 Iowa City Area NOW
Business and Professional Women of Iowa City Towa City Bahai Community
Carleton College Alumni Iowa City Bi-Group
Chapter 22IAC Towa City Call to Action
Citizens for Public Power iowa City Car Co-op
City FED Awards Committee Towa City Community Theatre
Commission of Persons with Disabilities Iowa City Digital Filmmakers Guild
COMPEER Interfaith Coalition Iowa City Fed Awards
Concerned Citizens Towa City Foreign Relations Council
Copy Exchange Iowa City Friends Meeting
Delta Sigma Theta Sorority, Inc iowa City Genealogical Society
Dept of Education Iowa City Independent Piano Teachers
Dept of Housing and Urban Development (HUD) iowa City Learning Foundation
Dept of Human Services Iowa City Linux Users Group (ICLUG)
DHU l'owa City Schools
Dog Park Action Committee (DogPAC) Iowa Civil Rights Commission
Domestic Violence Intervention Program (DVIP) Iowa Dept of Economic Development
Dreamwell Theatre iowa Dept of Natural Resources
East Central Library Services iowa Dept of Public Health
Eastern College Consortium Iowa Digital Filmmaker's Guild
Emergency Housing Project Towa Health Services
Englert Theatre Iowa NORML
Environmental Advocates Iowa Peace Corps Association
FAIR! iowa Sister States Yamanashi Community
?l
Groups Using ICPL Meeting Rooms FY2002
Iowa State Education Association PrairieLand Watershed Alliance
Iowa State Wide Educational Services Preucil School of Music
Iowa United Nations Association Prevention for Positives
Iowa Women Initiating Social Change Project GREEN
Iowa Women's Foundation Public Access TV
Iowans for Peace with Iraq Public Power Initiative
IPAN Public Professional and Maintenance Employees
.lohnson Co Auditor's Office Rape Victim Advocacy Program
~lohnson Co Coalition Against Domestic Violence Reach for Your Potential
.lohnson Co Coalition for Persons with Disabilities RFP for HIV/AIDS Meeting
Johnson Co Community Network (]CCN) RTC
Johnson Co Crime Victims Advisory Committee SEIU Local 199
Johnson Co Dept of Corrections Senior High Alternative School
.lohnson Co Extension Sierra Club - Iowa City Area Group
.lohnson Co Green Party SIMS
Johnson Co Heritage Trust Smith College Admissions
.lohnson Co Humane Society State Library
Johnson Co Iowa 2000 Project Stories 2000 of Johnson County
Johnson Co Juvenile .lustice Youth Development Student Ambassadors
Program Successful Living
.lohnson Co Labor Party Summer 2002 PLM i Class
Johnson Co Mental Health and Developmental Swedish Club
Disabilities (MH/DD) Toastmasters International
~lohnson Co Public Health Tools for Schools
.lohnson Co Restorative Justice Task Force Transcendental Meditation Program
Johnson Co Sheep and Wool Growers Association Transitions
.lohnson Co Task Force on Aging Tri State Grad Center Board
Johnson Co United Nations Association Unicity Group
.lunior Service League of Iowa City United Action for Youth
Keep Antibiotics Working Group United Electrical Radio and Machine Workers of
League of Women Voters of .lohnson County America (UE)
Leukemia & Lymphona Society United Way Agencies Insurance Group
Leukemia and Lymphoma Society United Way of .lohnson County
Lonny Pulkrabek for Sheriff University Book Club
Lot 51 Walden Hills Home Owner Ass. University Center for Human Rights
MAPP University Dept of Orthopedic Surgery
MEDICARE Seminar University of Iowa Environmental Coalition
Middle East Awareness Week Planning Group University of Iowa Health Care Information
Miss Johnson County Scholarship Program Systems
National Alliance for the Mentally Ill of Johnson University of Iowa International Writing program
County (NAMI]C) US Geological Survey
National Federation for the Blind USDA Retirement Training
National League of American Pen Women-IC Women's Caucus for Art
Branch Women's Spirituality, Art & Support
NIAOHN Programs Women's Resource and Action Center (WP, AC)
Overeaters Anonymous Xian Bi Ancestral Goddess/Global Alliance
Palmer Institute Youth Homes Four Oaks
PAS Grant Youth Leadership Program
Paws in the Park (FACF)
People For ]ustice in Palestine
People to People Student Ambassadors
Physicians for Social Responsibility (PSR)
?2
IOVVA CITY PUBLIC UBRARY
FISC.N_ YEAR 2003 RECEIFq'S AND EXPENDITURES BY FUND
REPLACEMENT/ I
SOURCE/ Operatir~l RF~lEnteq)iseI Lost&~ Open{ Direct~ NLM] C-ifts&~DevOff~ Jail] Total AV Ilcomputerl
NT Bud~lCo.~acql Fundll DamagedH /~cessllStateAidll Grar~l S~qu~ Sa~a,~ll Fund] SquipmentlReplacemtI
1630ql 1638~11 163s211 1638.3~ 1638~11 1638~1 1638.6{I 5311.~-81 5311.911 5353.ql I Total q 5492.0 5496.0
$14,77511 $105,93(
R~CEIPTS $14,738
TAX DOLLARS
CI~ $0 $31,250
COUNTY $0
STATE/FEDERAL $0
FINES/FEES $0
INTEREST $153 $ $2,211
GIFTS .N~D ENEX3Wk~N~ $153,26~
MI,SC $01
TRANSFERS IN $20,000
JTOTAL $3,745,01E $~5,18511 $36,309J
EXPENDITURES
SERVICES &
CHARGES $363,49~ $01 $0 $( $383,132
CAPITAL OUTLAY I
FUP, N/ECLII P $96,51,~ $0i $( $63,527
LIBRARY
M~TEPJ.N_S $420,71,~ $4,1~
$3,745,01~
IENDINGBALANCE ~ Sql $~2ql $7,1~l $~2,~1 $76,54611 $92it -$1,9~l $66,4001 $3~5{l$10,301Jl $171,884~ 0.¢/411 $26,467ll $78,718]
Notes to FY2003 RECEIPTS & EXPENDITURES BY FUND
1630.0 - Operating Budget- City tax dollars as receipts are computed by subtracting all other receipts from total expenditures. The balance equals
tax dollars to support the library. The library levy is included. County tax dollars reflect the County's payment for service to rural residents. Transfers
in funds come from cable TV franchise fee which supports some Library Channel related costs. Miscellaneous income for FY03 reflects one time
payment from Qwest for use of space to hold a wiring hub.
1638,1 - Regional Reference Office - Due to drop in use of this service, contract has been dropped and no income reported this year. The fund will
be zeroed out and not appear in future reports.
1638,2 - Enterprise Fund - Most revenue except interest is from sale of print debit cards, photocopies, microfilm copies, electronic printing, copies
of library-produced association file and newspaper index, and miscellaneous counter supplies. In recent years income from copying has decreased.
1638,3 - Lost & Damaged - Fees to the collection agency for retrieving long overdue fines and fees are paid from this account.
1638.4- Open Access- This is a state program that reimburses reciprocal borrowing. Income is earned one year and spent the next. Ongoing staff
expenses for .75 FTE are paid for from these funds and special projects approved by the Library Board.
1638.5 - Direct State Aid - State funds for direct state aid were first received in FY00. Funds are spent the year they are received.
1638.6 - NLM Grant - Federal funds received and spent as part of a National Library of Medicine grant for consumer health education efforts.
5311.1-8 - Gifts & Bequests - Miscellaneous gifts, income from a trust, and the Foundation's annual fund gift are deposited in these accounts, and
allocated by the Board.
5311.9 - Development Office Salaries- Friends Foundation funds allocated to personnel expenses of the Development Office are deposited here.
5353.0 - Jail Fund - Money comes from the County. All purchases are for materials for the jail, primarily, for newspapers and magazines for each
cell block.
5492.0 -AV Equipment Replacement Fund - Seven pieces of equipment were replaced this year.
5496.0 - Computer Reserve Fund - This fund allows for replacement of outdated or damaged computers, peripherals or software to maintain the
equipment required to provide library services. Most significant replacements in FY03 were the Innovative server and two other file servers.
lib\ad min\notesr&e.doc
IOWA CITY PUBLIC LIBRARY
EXPENDITURES FOR LIBRARY MATERIALS
FIVE YEARS (F¥99-FY2003)
SPENT I P'CEN T SPENT I P'CENT SPENT [ P'CENT SPENT I P'CENT
ADULT PRINT
9610- Books 171,807 40 9% 169,139 38.0% 191,270 41.3% 180,105 37.0%
9650- St. Orders 44,064 10 5% 41,024 9.2% 42,140 9.1% 61,217 10.5%
9660. Serials 42,829 102% 67,878 15.3% 45,618 9.8% 50,551 10.4%
TOTAL 258700 61.6% 278~041 62.5% 279,028 60.2% 281,873 57.9%
Adult Electronic Reference 34,300 82% 30,648 6.9% 17,324 37% 37,286 7 7%
ADULT AUDIOVISUAL
9623- Music CD's 14,778 3.5% 13.658 3.1% 19,633 4.2% J5,811 3.2%
9622 Fiction on Tape/CD 13,088 3.1% 14,998 349 14.215 3 1% 23.41t 48%
9636- Movies (Video/DVD) 12,437 30% 11,879 2.7% 31,932 6.9% 19,506 40%
9635- Art 3.926 9 9% ,4,243 1.0% 4.330 0.9% 4.499 0.9%
9642 Multimedia 4,470 1.1% 5,464 1.2% 6.187 1.3% 4.324 0.9%
9645- Nonfiction Audio 5,042 1.2% 4,491 1.0% 6,027 1.3% 6,$76 1.4%
9644- tqon-Fic Video/DVD 10,870 2.6% 13,040 2.9% 12.574 27% 17,195 3.5%
TOTAL 64,611 15 4% 91,773 15.2% 94,998 20.5% 91.621 188%
TOTAL AOULT 357,611 65.1% 379,662 8,4.7% 391,250 84.5% 410,780 843%
CHILDREN'S PRINT
9610- Book~ 47.310 11.3% 51.120 11.5% 55,413 11,5% 51,867 10 6%
9650& 9660- S£ Orders & Sar/ah 2,602 0.6% 3,'144 0.7%
9650- Standin9 Orders 2,107 05% 2.763 06%
9660- Serials 785 02% 823 02%
TOTAL 49,912 11.9% 54,264 12.2% 56,905 12 2% 55,479 11 4%
Children's Electronic Reference 1,808 04%
CHILDREN'S AUDIOVISUAL 12,482 3.0% 13,682 3.1%
96219/239 Music 2.295 0.5% 1,840 04%
!)6229/469 Spoken Wot0 2.352 0.5% 2,999 0~6%
96369 VideotDVD 4,616 10% 7,679 1 6%
96439/249 Toyo & Book/Cassette 2.228 0.5% 2,194 0.5%
96459 Multimedia 4,259 09% 4,597 0 9%
TOTAL 12,482 3.0% 13,682 3.1% 16,730 34% 19~1109 3 9%
tOTAL CHILDREN'S 62,394 149% 67.946 153% 72.035 15.5% 76.390 15 7%
3 PERATIN G BUDGET 345,967 824% 361.283 79.0% 374,424 80.8% 398,988 819%
--NDOWMENT and GIFTS' 74,038 17.6% 88,672 19.9% 77330 167% 77,962 16 0%
Special Funds 0.0% 4,653" t.0% 11,531" 2.5% 10,225 ** 21%
SRANO TOTAL I $420~005 100%I $444~608 100%I $463~285 100%I $487.170 100%
'* Enrich Iowa
ICPL FRIENDS FOUNDATION FUNDRAISING SUMMARY
Total Total Total Total Cumlative
1983-1993 t 994-2001 2002 2003 Total
Annual Fund
Cash $ 372,907 $ 617,258 $ 82,311 $ 76,586 $ 1,149,062
Designated $ 17,672 $ $ 171672
In-Kind $ 4,724 $ $ 4,724
Book End Committee
Memberships $ 106,607 $ $ 106,607
Used Book Sales $ 94,354 $ 94,328 $ 29,656 $ 28,726 $ 247,064
Permanent Humanities Endowment $ 468,249 $ 126,495 $ - $ 4,572 $ 599,316
Unrestricted Funds
Fund for Library Excellence $ 220,353 $ 59,527 $ 680 $ $ 280,560
Free Public Library $ 101,156 $ 11,673 $ 280 $ 180 $ 113,289
Newsome/Westgate $ 14,918 $ 10,387 $ 100 $ 25,405
Restricted Funds
Fund for Library Collections $ 13,648 $ 1,720 $ - $ 30 $ 15,368
Eggers Staff Development Fund $ $ 121349 $ 200 $ 50 $ 12,599
Children's Memorial Fund $ 4,062 $ 1,935 $ - $ 1,535 $ 7,532
Detwiler Fund for Art Books $ 2,475 $ 4,090 $ - $ $ 6,565
Johnson County Bar Assoc. $ 10,000 $ 1,000 $ - $ $ 11,000
Lottman Fund for Picture Books $ 8,780 $ 1,150 $ - $ $ 9,930
McDonald's Literacy Fund $ 7,000 $ 4,000 $ - $ $ 11,000
Shive Fund for Recorded Fiction $ 11,235 $ 14,093 $ 100 $ 100 $ 25,528
Weber/Lions Local History Fund $ 7,882 $ 1,000 $ 225 $ 9,107
Suzanne Richerson Memorial Fund $ $ 8,855 $ 700 $ 500 $ 10,055
SUBTOTAL $ 51,434 $ 36,123 $ 1,025 $ 2,135 $ 118,684
Endowment Funds ~0~! ~8~8§~ $ 117710 $ ~ ~ ~ $ 1~137~254
Reaching New Heights Capital Campaign
Building Fund $ 98,681 $ 268,426 $ 315,065 $ 682,172
Endowment $ 2,700 $ 38,175 $ 13,452 $ 54,327
Gifts & Bequests
G & B Designated $ 102,082 $ 281,261 $ 19,495 $ 8,588 $ 411,426
G & B Undesignated $ 77,889 $ 49,649 $ 14,008 $ 7,162 $ 148,708
G & B In-Kind $ 12,591 $ 37,298 $ 8,080 $ 5,839 $ 63,808
IGRANDTOTAL $ 1,197,847 $ 1,339,488 $ 462,237 $ 457,553 $ 4,084,287I
1) 1983-1988: ICPL Foundation and Friends of the Library (FOL) co-exist as separate fund raisin§ organizations
on behalf of the Library.
2) 1994-1997: FOL and Foundation merge into a single organization.
3) 1998-1999: Sustaining Fund changed to Annual Fund; annual gifts earmarked for collection development. The
Book End used bookstore replaces periodic book sales,
4) 2000-2002: Friends Foundation launches $3.5 million capital and endowment campaign after the Library's
$18.4 million expansion project gains voter approval. FY 02 Capital Campaign totals reach over $1.3 million.
5) 2002-2003: Reaching for New Heights campaign concludes; Building portion raising $1,124,000.
$425,000 raised for the endowment; Endowment campaign will continue.
7?
ICPL LIBRARY INCOME FROM FUNDRAISING
Total Total Cumlative
1983-1993 1994-2000 2001 2002 2003 Total
Book End Committee
AnnualGiffs $ 134,500 $ 106,500 $ 7,750 $ 2,500 $ 3,300 $ 254,550
Support-Development Office $ 37,183 $ 20,500 $ 4,500 $ 5,500 $ 9,275 $ 76.958
Foundation
Annual Fund Book & Materials $ 65,000 $ 65,000 $ 65,107 $ 195,107
Reaching New Heights $ 25,000 $ 13,927 $ 38,927
Endowment Income $
Unrestricted $ 196,970 $ 407,341 $ 82,250 $ 87,074 $ 52,204 $ 825,839
Restricted $ 19,294 $ 44,816 $ $ $ 64,110
Support-DevelopmentOffice $ 134,261 $ 627,451 $ 49,967 $ 26.316 $ 2,042 $ 840,037
Gifts & Bequests
G & B Designated $ 102,082 $ 303,728 $ 22,000 $ 19,495 $ 8,588 $ 455,893
G & B Undesignated $ 77,689 $ 44,900 $ 4,633 $ 14,008 $ 7,162 $ 148,592
G & B In-Kind $ 12,591 $ 32,419 $ 2,405 $ 8,080 $ 5,839 $ 61,334
JG~NDTOTAL $ 714,770 $1,587,655 $ 263,505 $ 241,899 $ 153,518 $2,961,348
ICPL STAFF ROSTER - JULY 1, 2003
Permanent Staff
Administration Development Office
*Susan Craig *Barbara Curtin
*Elizabeth Nichols Gayle Warner Permanent Staff who left
Beth Daly prior to July '1
Martha Lubaroff Information Services Patrice Bartling
*Maeve Clark after 3.5 years
Adult Services Barbara Black Rebecca Kessler
*Kara Logsden Todd Brown after 5 years
Sara Brown Susan Craig Lysa Moore
Maureen Delaney Linda Dyer after 4 years
Beth Fisher John Hiett James Moxley
Charlie Koenigsaecker Heidi Lauritzen after 4 years
Todd Leach Kathy Mitchell
Elizabeth Nichols Candice Smith Transferred to Substitute
Diana Morris-Jan/is Position
Ardis Sillick Maintenance Jeanette Carter
Dona Smith *Edward Arensdorf after 32 years
Diane Sunshine Jonathan Beam
Douglas Grimsman
Children's Services
*Debb Green Systems Support
Shalar Brown *Elizabeth Nichols
Andrea Clinkenbeard *Hal Penick
Deborah Dunn Jay Beattie
Katherine Habley Sara Brown
Nancy Holland Kevin Hatch
Craig Johnson Greg Kovaciny
Elizabeth Nichols Todd Leach * Administrative Staff
Romona Murrell
Circulation Services People who work in more
*Heidi Lauritzen Technical Services than one department are
Terri Byers *Barbara Black listed more than once.
Karen Corbin Andrea Clinkenbeard
Susan Craig Karen Corbin Italics indicate secondary
Beth Daly Craig Johnson
Mary Estle-Smith Diana Morris-Jarvis department.
Elizabeth Nichols Romona Murrell
Mary O'Malley Larry Parks
Larry Parks Ardis Sillick
Ronald Prosser Diane Sunshine
William Reese
Valeria Schnor
Deb Wyjack
79
Hourly Pay Staff- July 1, 2003
This list includes current hourly paid employees and past employees who worked at the Library
longer than 8 months dudng tho past year. This is the core of our 18.45 FT£ hourly paid staff.
Name Yrs of service Name Yrs of service
Benjamin Anderson 11 mos Nilsa Knievel 3 yrs
Chris Bailey 8 mos Bonnie Larsen-Dooley 7.7 yrs
Joshua Bald 11 mos Arlen Lawson 7 mos
Jennifer Bart 9 mos Steve Marsden 20.75 yrs
Julia Blair 11.25 yrs Dan McCulley 1.7 yrs
Diana Brace 6 mos Philip Miller 2.6 yrs
Denise Britigan 1.75 yrs * Catherine Moore 6 yrs
Chad Burkart 8 mos David Moore 2 yrs
Jeanette Carter 31.5 yrs Meredith (Andy) Neely 11 mos
· Laura Crossley 1.3 yrs Sarah Osako 1.7 yrs
Michelle Dralle 14 yrs Jill Oulman 1.7 yrs
Melody Dworak 2 yrs Benjamin Partridge 3.3 yrs
James Eich 1.3 yrs Irene Patil 16.4 yrs
Brett Elder 1 yr * Jack (John) Pepple 2.4 yrs
· Elena Erokhina 1.75 yrs * Katie Phillips 6 mos
Alison Feldman 14 mos * Katie Ramsay 7 mos
Erica Fering 4.5 yrs John Richards 2 yrs
Matt Fisher 5 mos * Liz Rolfsmeier 3.6 yrs
John Gaffney 3.5 yrs Christine Rumsey 1.75 yrs
· Jason Garner 8 mos * Jeff Shannon 3.8 yrs
Steven Garner 1.75 yrs Timothy Shaw 1 yr
Archie Greene 11.75 yrs Jayne Swift 6 mos
Kathleen Guthrie 1 mo * Natalie Taylor 2.7 yrs
Thomas Hashman 8 mos RacheITell 5 mos
KathleenHenderson 18.8 yrs BethThenhaus 2.75 yrs
· Kate Hess 2.8 yrs DylanThomas 11 mos
Leslie Himes 1.3 yrs Vanessa Vallejos 2.4 yrs
Matthew Holt 1 yr Victoria Valfejos 4.8 yrs
Carla Holtz 1.8 yrs Christine Walters 11.9 yrs
Jennifer Horejsi 8 mos Connie Welday 11 mos
Breanne Hunter New Laura Wellnitz New
· Wole Ife 11 mos Phillip Wiese New
Joe Kane New Deanne Wortman 26 yrs
Dustin Kelly 2.4 yrs
80
Iowa City Public Library
2003 Iowa Public Library General
Information Survey
Part 1- General Information #1-5
Information in this section will be used to identify the library and to ensure that the data reported for the library
is listed correctly in the Iowa Public Library Statistics.
City Iowa City
2 County Johnson
3 Library Service Area (Use two-character EC-East Central
abbreviation)
4 Actual Name of Library Iowa City Public Library
5 Library Director/Administrator Susan Craig
Part 2 - Staff #6-17
INCLUDE UNFILLED POSITIONS IF A SEARCH IS CURRENTLY UNDERWAY. INCLUDE ALL EMPLOY-
EES PAID BY THE LIBRARY.
Positions by Number and FTE
6 Paid Librarians 17
7 Paid Librarians FTE 14.75
8 All Other Paid Staff 80
9 All Other Paid Staff FTE 45.30
10 Total Paid Employees FTE (7+9) (NOTE: Select 60.05
the Update button to calculate this question.)
Levels of Education
11 Masters of Library Science (Total FTE) 14.75
12 Other College Degree (2 or 4 year) (exclude #11) 15.20 (Total FTE)
13 High School Graduate (exclude #11 and #12) 28.60 (Total FTE)
Volunteers
14 Number of Volunteers 422
15 Annual Total Number of Hours Worked by 9,306
Volunteers
16 Education Level Achieved by Director Masters in Library Science
Certification
17a Is the library director certified by the State Yes
Library?
17b Number of other staff members certified? 17
Part 3 - Library Income #18-41
Show all sources of funds for 2002-03.
REPORT ALL INCOME AS WHOLE DOLLARS ONLY; OMIT CENTS. If your library does not have an item in
its budget or if the information is not available, enter NA. Enter each source of income on only one line, e.g. if fines
and/or fees are included in Line 20, enter "0" in Line 34.
18 Balance carried forward from previous year N/A
19 CapitalRevenue $6,188,151
For each line, enter the amount of income received and the amount actually expended (operating income,
seeexplanation for line 3 7-4D
Report Capita! Revenue in line 19.
Total Governmental Income
20a City Appropriation, Received $3,223,153
20b City Appropriation, Actually expended as $3,223,153
operating income
2 Ia County Appropriation, Enter Name of County, Johnson
Received
2 lb County Appropriation, Enter Name of County, Johnson
Actually expended as operating income
22a County Appropriation, Enter Amount ($), $285,656
Received
22b County Appropriation, Enter Amount ($), $285,656
Actually expended as operating income
23a County Appropriation, Enter Name of Other N/A
County, Received
23b County Appropriation, Enter Name of Other N/A
County, Actually expended as operating income
24a Other County Appropriation, Enter Amount ($), N/A
Received
24b Other County Appropriation, Enter Amount ($), N/A
Actually expended as operating income
25a Federal Assistance, Received $23,483
25b Federal Assistance, Actually expended as $23,314
operating income
26a Direct State Aid, Access Plus, Open Access, $50,106
Received
26b Direct State Aid, Access Plus, Open Access, $93,717
Actually expended as operating income
27a Library Infrastructure, Received $19,231
27b Library Infrastructure, Actually expended as $19,231
operating income
28a Other State of Iowa Revenues, Received N/A
28b Other State of Iowa Revenues, Actually N/A
expended as operating income
29a Income from Other Contracting Cities, Received N/A
29b Income from Other Contracting Cities, Actually N/A
expended as operating income
30a Other Governmental Revenue, Received $53,774
30b Other Governmental Revenue, Actually $53,774
expended as operating income
Total Non-Governmental Income
31 a List Grants Individually, by Title National Library of Medicine
3 lb List Grants Individually, by Amount $23,483
32a Other Grants (Total 31 b), Received $23,483
32b Other Grants (Total), Actually expended as N/A
operating income
33a Endowments and Gifts, Received $153,268
33b Endowments and Gifts, Actually expended as $151,207
operating income
34a Fines and/or Fees, Received $164,850
34b Fines and/or Fees, Actually expended as $164,850
operating income
35a Other, Received $75,641
35b Other, Actually expended as operating income $75,641
36 Balance in Savings or Trust Accounts (As of $155,907
June 2003)
Operating Income
NOTE: To calculate the following five questions, select the Update button at the end of this page.
37 Local Govenunent Operating Income (#20b, $3,562,583
226, 24b, 29b, 30b) spent for operating costs (NOTE:
Select the Update button to calculate this question.)
38 State Government Operating Income (#26b, 27b, $112,948
27b, 28b) spent for operating costs (NOTE: Select
the Update button to calculate this question.)
39 Federal Government Operating Income (#25b) $23,314
spent for operating costs (NOTE: Select the
Update button to calculate this question.)
40 Non-Governmental Operating Income (#32b, $391,698
33b-35b) spent for operating costs (NOTE:
Select the Update button to calculate this question.)
41 Total Operating Income (#37-40) spent for $4,090,543
operating costs (NOTE: Select the Update
button to calculate this question.)
Part 4 - Expenditures #42-63
All expenditures including grants and cooperative arrangements. If your library does not have an item in the bud-
get, (e.g. utilities, benefits, etc.), or if an item is not available or not applicable, enter NA. Round all number to the
nearest whole dollar.
To ensure accurate reporting, consult your business officer or city clerk regarding this section. Report only such
monies expended during the 2003 fiscal year, regardless of when the monies may have been received from Federal,
State, local or other sources. REPORT ALL EXPENDITURES AS WHOLE DOLLARS ONLY, OMIT CENTS. If
your library does not have an item in your budget or the information is not available, enter NA.
Standard Operating Expenditures
42 Salaries and Wages (before deductions) $2,325,974
43 Employee Benefits if Paid by Library (Insurance, $558,060
Social Security, retirement, etc.)
44 Total Staff Expenditures (#42-43) (NOTE: Select $2,884,034
the Update button to calculate this question.)
45 Employee Benefits if Paid by City/County $0
46 Print Materials (excluding serial subscriptions $288,251
and microforms but including paperbacks)
47 Serial subscriptions (All formats including $49,838
microfiche or microfilm)
48 Microforms (except serial subscriptions) $0
49 Video Recordings (All formats) $38,202
50 Audio Recordings (All formats) $46,599
51 Electronic Materials $45,344
52 Computer Software $6,033
55 Other Materials $3,880
56 Collection Expenditures (g46-#55) (NOTE: $478,147
Select the Update button to calculate this
question.)
57 Plant Operation if Paid by Library (Phone, heat, $158,925
lights, cooling)
58 Value of Plant Operation if Paid by City/County $0
59 Equipment $163,236
60 All Other Operating Expenditures $398,995
61 Other Operating Expenditures (#57, #59, #60) $721,156
(NOTE: Select the Update button to calculate
this question.)
62 Total of All Operating Expenditures (Total of 44, $4,083,337
56, and 61) (NOTE: Select the Update button to
calculate this question.)
Capital Outlay
63 Capital Outlay for Sites, Buildings, Remodeling $6,188,851
of Old Buildings
Part 5 - Library Collection #64-103
A NUMBER HELD AT START OF YEAR - The number of volumes and/or the number of titles owned by the
library at the start of the fiscal year (July 1, 2002).
B NUMBER ADDED DURING FISCAL YEAR - The number of volumes and/or titles added to the collection dur-
ing the fiscal year whether through purchase or donation.
C WITHDRAWN DURING FISCAL YEAR- The number of volumes and/or titles "weeded" or lost during the riscal
year.
64 Books and Serials (Number of volumes), Held at 183,070
Start of Year
65 Books and Serials (Number of volumes), Added 21,125
During Year
66 Books and Serials (Number of volumes), 31,610
Withdrawn During Year
67 Books and Serials (Number of volumes), Held at 172,585
End of Year (#64, #65 minus #66) (NOTE:
Select the Update button to calculate this
question.)
68 Government Documents (If not already counted 0
in #64, number of volumes), Held at Start of
Year
69 Government Documents (If not already counted 0
in #65, number of volumes), Added During Year
70 Government Documents (If not already counted 0
in #66, number of volumes), Withdrawn During
Year
71 Government Documents (If not already counted 0
in #67, number of volumes), Held at End of Year
(#68, #69 minus #70) (NOTE: Select the Update
button to calculate this question.)
72 Current Serial/Periodical Subscriptions (Include 481
periodicals and newspapers in any format,
number of titles), Held at Start of Year
73 Current Serial/Periodical Subscriptions (Include 9
periodicals and newspapers in any format, number of
titles), Added During Year
74 Current Serial/Periodical Subscriptions (Include 41
periodicals and newspapers in any format, number of
titles), Withdrawn During Year
75 Current Serial/Periodical Subscriptions (Include 449
periodicals and newspapers in any format, number of
titles), Held at End of Year (#72, #73 minus #74) (NOTE:
Select the Update button to calculate this question.)
76 Books in Microfilm Format (Report number of titles; 0
exclude serials and duplicate copies), Held at Start of Year
77 Books in Microfilm Format (Report number of titles; 0
exclude serials and duplicate copies), Added During Year
78 Books in Microfilm Format (Report number of titles; 0
exclude serials and duplicate copies), Withdrawn During
Year
79 Books in Microfilm Format (Report number of titles; 0
exclude serials and duplicate copies), Held at End of
Year (#76, #77 minus #78) (NOTE: Select the Update
button to calculate this question.)
80 Audio Materials (Number of volumes), Held at Start 20,572
of Year
81 Audio Materials (Number of volumes), Added During 2,282
Year
82 Audio Materials (Number of volumes), Withdrawn 3,875
During Year
83 Audio Materials (Number of volumes), Held at End of 18,979
Year (#80, #81 minus #82) (NOTE: Select the Update
button to calculate this question.)
84 Electronic books (e-books), Held at Start of Year 45
85 Electronic books (e-books), Added During Year 7
86 Electronic books (e-books), Withdrawn During 0
Year
87 Electronic books (e-books), Held at End of Year 52
(#84, #85 minus #86) (NOTE: Select the Update
button to calculate this question.)
88 Video Materials (Number of volumes), Held at 16,984
Start of Year
89 Video Materials (Number of volumes), Added During 2,426
Year
90 Video Materials (Number of volumes), Withdrawn 1,931
During Year
91 Video Materials (Number of volumes), Held at End of 17,479
Year (#88, #89 minus #90) (NOTE: Select the Update
button to calculate this question.)
92 Computer Application Software (Number of volumes), 1,101
Held at Start of Year
93 Computer Application Software (Number of volumes), 247
Added During Year
94 Computer Application Software (Number of volumes), 305
Withdrawn During Year
95 Computer Application Software (Number of volumes), 1,043
Held at End of Year (#92, #93 minus #94) (NOTE: Select
the Update button to calculate this question.)
96 Other Library Materials (# of volumes), Held atStart 782
of Year
97 Other Library Materials (# of volumes), Added During 102
Year
98 Other Library Materials (# of volumes), Withdrawn 78
During Year
99 Other Library Materials (# of volumes), Held at End of 806
Year (#96, #97 minus #98) (NOTE: Select the Update
button to calculate this question.)
100 Total Materials, Held at Start of Year (#64, #68, #72, 223,035
#76, #80, #84, #88, #92, #96) (NOTE: Select the Update
button to calculate this question.)
101 Total Materials, Added During Year (#65, #69, #73, #77, 26,198
#81, #85, #89, #93, #97) (NOTE: Select the Update button
to calculate this question.)
102 Total Materials, Withdrawn During Year (#66, #70, #74, 37,840
#78, #82, #86, #90, #94, #98) (NOTE: Select the Update
button to calculate this question.)
103 Total Materials, Held at End of Year (#100, #101 211,393
minus # 102) (NOTE: Select the Update button to
calculate this question.)
Part 6 - Library Loan Transactions #104-124
Circulation Transactions
104 Adult Books 445,020
105 Children's Books 265,596
107 Video Recordings 348,227
108 Audio Recordings 190,448
109 Periodicals 13,826
110 All Other Items 39,619
111 Total Circulation (#104-#110) (NOTE: Select the 1,302,736
Update button to calculate this question.)
112 Circulation to Reciprocal Borrowers 181,806
113 Circulation of Your Own City 1,002,270
114 Circulation to Contracting Cities 0
115a Cimulation to the Rural Population of Your Own 98,676
County
115b Other Circulation 460
lnterlibrary Loan
116 Received from other libraries 1,033
117 Provided to other libraries 908
Registration
118 Registration (As of July 1, 2002) 64,116
119 Number of Registered Borrowers Added 6,959
120 Number o£Registered Borrowers Withdrawn 3,282
121 Current Total Registration 37,793
122 Year Registration Files Were Last Weeded 2003
Materials Use/Attendance
123 In-Library Materials Use Annually 1,078,069
124 Library Visits (not less than 1)** 563,757
Part 7 - Output Measures #125-138
In collecting and reporting output measures, please follow the definitions and instructions provided in the Output
Measures for Public Libraries,_second edition, except the instructions concerning sample period. Use a one-week
sample. Do not report annual figures in this section. If data is collected in two one-week periods, add the totals and
divide by 2 to provide a one-week figure. In keeping with the recommendations of the Standards Committee, the
State Library recommends that Output Measures surveys be conducted every 3 years. Report only the results of
surveys conducted in the past year.
Reference Fill Rate (In a Typical Week)
125 Number of Reference Transactions N/A
126 Number of Reference Transactions Completed
in the Same Working Day N/A
Title Fill Rate (In a Typical Week)
127 Number of Titles Sought N/A
128 Number of Titles Found N/A
Subject and Author Fill Rate (In a Typical Week)
129 Number of Subjects and Authors Sought N/A
120 Number of Subjects and Authors Found N/A
Browsers Fill Rate (In a Typical Week)
131 Number of Browsers Seeking Material N/A
132 Number of Browsers Finding Something N/A
Document Delivery (In a Typical Week)
133 Number of Requests for Materials Not Immediately N/A
Available
134 Materials Delivered Within 24 Hours N/A
135 Materials Delivered Within 3 Days (excluding #134) N/A
136 Materials Delivered Within 7 Days (excluding N/A
#134-135)
137 Materials Delivered Within 14 Days (excluding #134-136) N/A
138 Materials Delivered Within 30 Days (excluding #134-137) N/A
Part 8 - FSCS Statistics #139-148
These items are specifically formatted to be reported to the Federal State cooperative System
(FSCS) for Public Library Statistics
Number of Service Outlets
139 Central Library Facility (Not less than 1) 1
140 Branches 0
141 Bookmobile 0
142 Other Service Outlets 4
Other FSCS
143 Total Number of Reference Transactions in 2002-03 78,730
(Not less than 1)
144 FTE librarians with ALA accredited MLS 14.75
145 Total Number of Hours Open Each Week (Main Library) 64
(Not more than 90)
146 Total Number of Hours Open Annually (Duplicated) 3,112
147 Total Circulation of All Materials Cataloged as 368,953
"Children's" (not > # 111)
148 Total Number of People Attending Library 20,543
Programs for Children
Part 9 - Additional Information #149-168
Information provided is entered into a database at the State Library and will be provided upon request.
149 Does your library have a Friends group? Yes
150 Name Barbara Curtin
151 Phone 3193565249
152 Address 123 S. Linn Street
153 City Iowa City
154 Zip 52240
155a Name of Library/Branch Iowa City Public Library
155b Are the Library/Branch facilities handicapped accessible? Yes
155c How many square feet of space in your library/branch? 47,000
155d How many total square feet of space in your library? 0
156 Did your library have a referendum within the No
past year? (Yes or No)
157 Was it successful? N/A
158 Hourly salary of the director 47.99
159 Hourly salary of assistant director 40.20
160 Hourly salary of the children's librarian 36.77
16la Contracted CityName IowaCity
16lb Population of Contracted City 63,816
161c Total population of the cities your library serves 63,816
by contract.
161 d Informal Contracted City Name Johnson County
161 e Population of Informal Contracted City 21,725
162 Annual Meeting Room Use 775
163 Did your library income from the city include a one-time No
special appropriation?
164 If yes, amount appropriated $0
165 Purpose na
166 Number of total library materials (volumes) cataloged 64,061
as children's owned by the library (As of June 30, 2003,
if available)
167 Number of children participating in the FY2003 1,500
Summer Library Program
168 Amount spent for continuing education, Include all $11,367
expenditures related to training of library staff or trustees.
Part 10 - FSCS Electronic Tech. Survey #169-179
The U.S. Department of Education is collecting information on electronic technology in public libraries.
169 Number of Databases 14
170 Number of current electronic serial subscriptions 0
171 Number of library materials in electronic format 52
(excluding e-books)
172 Number of Intemet computers for staff use only 90
173 Number of Intemet computers for public use 26
174 Are the Internet computers in the library connected Yes
to a LAN?
175 What is the maximum bandwidth/speed of the Internet Other
connection for this library?
176 Other information about the Internet connection TI
(speed of connection, type of connection, service provider,
etc.)
i77 Number of users of electronic resources in a typical 865
week
178 Number of Internet-related classes taught by library 46
staff.
179 Number of people attending Internet-related classes 657
taught by library staff.
Part 11 - FSCS Admiu. Info #180-198
Street Address
180 City Iowa City
181 Street Address 123 S. Linn Street
182 Zip 52240
183 Zip plus 4 1820
Mailing Address
184 City Iowa City
185 Address 123 S Linn Street
186 Zip 52240
187 Plus 4 1820
188 Phone 319-356-5200
189 Fax 319-356-5494
190 Web address www. icpl.org/
191 Director e-mail commentC~icpl.org
192 City population 63027
193 FSCS service population 79863
194 Interlibrary Relationship Code ME
195 Legal Basis Code CI
196 Administrative Structure Code SO
197 FSCS Public Library Definition Y
198 Geographic Code CI2
Next Steps
Go to the "Status and Printing" section to review edit messages, print a copy of the survey, and submit
the survey.
For more information, see "Documentation, Part IX, Final Steps to Submit Your Completed Data."
MINUTES Draft
IOWA CITY BOARD OF ADJUSTMENT IR10
WEDNESDAY, AUGUST 13, 2003- 5:00 P.M.
CIVIC CENTER - COUNCIL CHAMBERS
MEMBERS PRESENT: Vince Maurer, Carol Alexander, Dennis Keitel
MEMBERS ABSENT: Eric Gidal, Mike Paul
STAFF PRESENT: Bob Miklo, Sarah Holecek
OTHERS PRESENT: Joe Holland, Chris Pose, Dean Clermont
CALL TO ORDER:
Vice-Chairperson Dennis Keitel called the meeting to order at 5:03 P.M.
ROLL CALL:
Maurer, Alexander, and Keitel present.
CONSIDERATION OF THE JULY 9, 2003 BOARD MINUTES:
Motion: Maurer moved to approve the July 9, 2003 minutes. Alexander seconded, Motion carried
3-0.
SPECIAL EXCEPTIONS:
EXC03-00007. Public hearing regarding an application submitted by David Long for a special exception to
permit off-street parking on a rot separate from the use served in the Medium-Density Single-Family (RS-
8) zone at 925 and 927-29 N. Dodge St.
Miklo reported that the applicant owns two properties. He said that the property at 925 N. Dodge requires
three parking spaces, and the property at 927-29 requires six spaces, for a total of nine spaces.
Currently, there are only five conforming parking spaces on the two properties. Miklo said that a ravine in
the back makes it difficult to provide parking in the area. He said that the applicant originally submitted an
application to provide shared parking with most of it being on 925 N. Dodge. He said that a revised site
plan has been received showing a shift in the lot line so that six spaces for the duplex are provided on
that property, and three spaces for the other lot are provide on that property, but they still share a
common driveway and aisle. Miklo said that the plan provides for removal of parking from the front yard
and one curb cut and driveway onto Dodge Street, consolidating the parking.
Miklo said that staff finds that the plan does generally comply with the parking requirements and the
provisions in the Code that allow the Board to approve shared parking arrangements. He said that staff
does recommend that shrubbery be added to help screen the parking given that there is such a large
area of paving in a residential zone. He said that a legal agreement will be required providing for the
continued use of the shared driveway and aisles. He said that, provided this agreement is supplied, the
proposed site plan meets the conditions necessary for a special exception to allow parking with aisles and
driveways located on a separate lot.
Miklo said that staff recommends approval subject to compliance with the parking site plan dated July 31,
2003, which provides for nine conforming parking spaces, paving of the parking area and drives and
aisles, consolidation of driveways and curb cuts into a single driveway and curb cut, restoration of the soil
and grass cover to all areas left unpaved and paved areas removed because of the curb cut and driveway
consolidation. He said that staff also recommends that in addition to what is showing on the site plan,
some sort of evergreen screen or hedge be provided in this vicinity to screen the large parking area. In
addition, Miklo reiterated that this will be subject to the applicant providing a written agreement properly
executed by the owner showing the retention of the aisles and driveway that would be binding upon
successors and assignees as a covenant running with the land.
Iowa City Board of Adjustment Minutes
August 13, 2003
Page 2
Public Hearing Opened
Joe Holland introduced himself as an attorney representing Dave Long, the owner of the property. He
said that he asks the Board to approve the special exception. He said that the proposal will benefit the
properties and bring them, as far as they can, into conformance with the Zoning Ordinance. He said that
the applicant has no problems with any of the conditions that staff proposes.
In response to a question from Keitel, Holland said that no new abstracts will need to be prepared for the
parcels until such time as either property is sold. Holland stated that they would likely do an Auditor's Plat
to separate the two parcels and provide separate legal descriptions for purposes of granting the cross
easements.
In response to a question from Keitel, Miklo said that the property conforms to the setback requirements.
Public Hearing Closed
Motion: Maurer moved that EXC03-00007, an application for a special exception to permit off-
street parking on a lot separate from the use served in the Medium Density Single-Family (RS-8)
zone at 925 and 927-29 N. Dodge Street be approved subject to compliance with the parking site
plan dated July 31, 2003, which provides for nine conforming parking spaces, paving of the
parking area and drives and aisles, consolidation of driveways and curb cuts into a single
driveway and curb cut, restoration of the soil and grass cover to all areas left unpaved and paved
areas removed because of the curb cut and driveway consolidation; and subject to an evergreen
screen or hedge adjacent to Dodge Street to screen the large parking area; and subject to the
applicant providing a written agreement properly executed by the owner showing the retention of
the aisles and driveway that would be binding upon successors and assignees as a covenant
running with the land and a lot line adjustment for the boundary between the two properties.
Alexander seconded.
Maurer said he would vote in favor of the application. He said he feels this will be a tremendous
improvement for the parking area.
Alexander said she will vote to approve the proposal. She said it meets all the specific standards that are
addressed for this particular situation.
Keitel stated he would vote in favor of the proposal. He said he does feel there are any hindrances on any
of the surrounding properties, and that all the generar criteria have been met. He said he sees this as a
win-win situation for both properties.
The motion was approved on a vote of 3-0.
EXC03-00008. Public hearing regarding an application submitted by MidAmerican Energy Company for a
special exception to expand an electric utility substation, reduce minimum required lot size and reduce
required yards in the Interim Development Office/Research Park (ID-ORP) zone at 2875 Harvest Road.
Miklo stated that access to the property is from Harvest Road, which goes to the east and travels north-
south back to Scott Boulevard. He showed an aerial photograph of the property with outlines of the
proposed expansion. Miklo said that a utility substation was established on this property in 1972. In 1983
the property was rezoned to Interim Development/Office Research Park, which did not allow a utility
substation so this property became non-conforming. He said that a recent amendment to the Zoning
Code now permits substations in the ORP zone subject to certain conditions, and the applicant is now
applying for a special exception to expand the existing utility substation due to increased demands to
serve the northeast part of Iowa City.
Miklo said that the proposed site plan shows evergreen screening on the east and south boundaries of
the fenced area of the utility substation, and 10 large trees as recommended by staff on the south and
east boundaries of the property to provide a buffer from the substation and any future development in the
office zones to the south and east. Miklo said that there is very little likelihood that the publicly owned
property to the north will ever develop. He said that staff feels there are hills and trees in this area that
Iowa City Board of Adjustment Minutes
August 13, 2003
Page 3
provide a sufficient block of the view from 1-80. He said there are no plans for the City to improve Harvest
Road at that point, so it is a fairly isolated properly.
Miklo said that staff feels the proposed expansion of the utility substation meets the requirements of the
Code. In addition, the applicants are requesting a reduction of the required yard area which is normally
seven acres in this zone. He said the actual property is just under four acres. He said they are also
requesting reductions in the large setbacks that are normally required in the zone. He said that both the
minimum lot area and setbacks in this zone are intended to provide a campus-like environment for office
development. He said that this use is quite unique in the Office Research Park and, in staff's view, it is not
necessary for such a use which is not visited by the general public and is not highly visible to require the
large setbacks and lot area. He said, in staff's view, the proposed landscaping compensates for the
reductions.
Miklo said that staff recommends approval of EXC03-00008, an application for a special exception to
permit a utility substation facility in the Office Research Park (ID-ORP) zone, reduction of minimum lot
size and modification of the yard requirements, provided ten large trees chosen from the list of
recommended trees established by the City Forester be planted and maintained along the south and east
sides of this property.
Public Hearinq Opened
Chris Pose identified himself as an attorney representing the applicant. He said they were in full
agreement with the staff report, and are thankful to staff for taking the time to work with them on the
project. He explained that MidAmerican thought they had the ability to expand the substation at this
location, and when they were obtaining the building permit, it was discovered the property had been
rezoned, so they worked to get the ordinance amended and applied for a special exception.
Public Hearinq Closed
Motion: Alexander moved for approval of EXO0$-00008, an application for a special exception to
permit a utility substation facility in the Interim Development Office Research Park (ID-ORP) zone,
reduce the minimum lot size and modify the yard requirements, provided ten large trees chosen
from the List of Recommended Trees, aa eatablished by the City Forester, be planted and
maintained along the south and east sides of the property. Maurer seconded.
Maurer stated he would vote in favor.
Alexander said she would vote in favor. She said that this exception will not affect the use, enjoyment,
value, development potential or improvement of surrounding properly, nor should it have ill effect on the
public health, safety, comfort or general welfare.
Keitel stated he would vote in favor. He said he thinks we need to keep the utility company operating
efficiently.
The motion was approved on a vote of 3-0.
EXC03-0000§. Public hearing regarding an application submitted by Southgate Development for a special
exception to permit a drive-through/carry-out restaurant in the Community Commercial (CC-2) zone at
1911 Broadway Street.
Miklo stated that this property is within the Pepperwood Plaza shopping center. He said that the site plan
shows the actual floor plan for the restaurant with the seating towards the front. Miklo said that the
seating area is less than 50% of the overall square footage of the restaurant and therefore, for zoning
purposes, is classified as a carry-outJtake-out restaurant. He said that those types of restaurants require a
special exception in the community commercial zone because they often generate much more traffic and
quick turnover than a sit-down restaurant. In this case, staff does find that the proposed location meets
the conditions necessary for an auto- and truck-oriented use in the CC-2 zone. He stated that
Pepperwood Plaza is easily accessible by car. Traffic generated by this proposed use would be fairly
minor in comparison to the total traffic potential for the shopping center. He said there is more than
Iowa City Board of Adjustment Minutes
August 13, 2003
Page 4
sufficient parking available to serve this use as well as the other business in the shopping center, and the
proposed business and building comply with all other zoning requirements.
Miklo said that staff recommends approval of EXC03-00009, an application for a special exception to
establish an auto- and truck-oriented use in a Community Commercial zone at 1911 Broadway Street.
Public Hearinq Opened
None.
Public Hearinq Closed
Motion: Maurer moved for approval of EXC03-00009, an application for a special exception to
establish an auto- and truck-oriented use in a Community Commercial zone at 1911 Broadway
Street. Alexander seconded.
Alexander stated she would vote to approve this exception. She said it will not be injurious to the use and
enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property
values in the neighborhood. She said it would not impede the normal and orderly development and
improvement of the surrounding property for uses permitted in the zone. Adequate measures have been
or will be taken to provide ingress or egress, and it conforms to the applicable regulations and standards
of the zone in which it is to be located as well as being consistent with the short-range Comprehensive
Plan.
Maurer said he would vote to approve.
Keitel stated he would vote to approve.
The motion was approved on a vote of 3-0.
EXC03-00011. Public hearing regarding an application submitted by Dean and Dawn Clermont for a
special exception to allow the reduction of rear yard by enclosing an existing deck in the Low-Density
Multi-Family (RM-12) zone at 673 Scott Park Road.
Miklo showed images of the property and outlined the property in relationship to its neighbors, including
the location of the existing deck. He said that this property requires a 40 foot setback from Scott
Boulevard, an arterial street. He said the existing deck is only 36 feet from the property line. He stated
that decks are allowed to encroach in the yards or setback areas; however, if it is to be enclosed it
becomes part of the building and would have to observe the 40 foot setback unless the Board grants a
special exception to reduce that setback.
Miklo said that in considering reduction of yard requirements, there are issues that the Board should
consider such as the application should be a unique situation. He said that in staff's view, this is quite a
unique situation in, because of the subdivision design, this property has three front yards - one on Scott
Park Drive, one on Court Street and one on Scott Boulevard. He said it is a zero lot line so it has no yard
to the south. He said there are very few properties in Iowa City that have this sort of circumstance, and it
makes it difficult to provide for things that are normally found in rear yards.
Miklo said the other issue the Board needs to look at is, is there a practical difficulty to complying with the
ordinance? Are there options for the applicant? He said that staff considered options, and felt there are no
viable options in order to create a sun porch for this dwelling. He said there is landscaping and change in
topography which would make it difficult to put a porch such as this on this property.
Miklo said that the yard along Scott Boulevard, which is considered a front yard, really does serve as a
rear yard for this particular property and the others up and down this street. He said that because of the
way this building was designed to be staggered, the building itself sits a little more than 40 feet from the
street right-of-way. However, if the deck is enclosed it would become part of the building and would sit
only 34 feet from the right-of-way.
Iowa City Board of Adjustment Minutes
August 13, 2003
Page 5
Miklo said that one of the normal standards for setbacks is how substantial is the exception? He said that
in this case it is only 3% of the yard, and in staff's view, that is a minimal exception.
Miklo said that staff recommends that EXC03-00011, an application for a special exception to reduce the
required front yard setback along Scott Boulevard from forty feet to thirty-four feet in the area of the
balcony indicated on the submitted site plan for a single-family home in the Low-Density (RM-12) zone be
approved.
Public Hearing Opened
Dean Clermont identified himself as the current owner of the property. He reiterated that it is a very
unique property situation along two major arterial roads. He said that Scott Park Drive is currently the
heavier trafficked artery of the two, but as current development to the north occurs, Court Street will also
become an increased traffic area. He said that because of the western exposure and the traffic, they
would like to enclose the deck into a glassed-in porch to enjoy their property. He stated that they did not
find out that they needed the special exception until the permit application was in the process, and the
remodeling company has halted construction. He thanked the Board for hearing the exception, and asked
that they approve it.
Public Hearin,q Closed
Motion: Alexander moved for approval of EXC03-000'I1, an application for a special exception to
reduce the required front setback along Scott Boulevard from forty feet to thirty-four feet in the
area of the balcony indicated on the submitted site plan for a single-family home in the Low-
Density Multi-Family (RM-12) zone. Maurer seconded.
Keitel stated he would vote in favor. He said that he feels it is a quite unique situation having frontages
along three sides of the house, and feels the applicant has met the review requirements. He does not feel
it will increase population density or cause a substantial change or detriment to the neighborhood. He
said he thinks it will be an improvement.
Alexander said she will vote in favor for the reasons stated.
Maurer said he would vote in favor for the reasons stated.
The motion was approved on a vote of 3-0.
OTHER
None.
BOARD OF ADJUSTMENT INFORMATION
None.
ADJOURNMENT
Maurer moved to adjourn, seconded by Alexander. The meeting adjourned at 5:43 PM.
Board Chairperson Board Secretary
Minutes submitted by Neana Saylor
data on ci~yn[/pCd/r~ nutes/boalboa08-13-03.doc
MINUTES
IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES
REGULAR MEETING - LOWER LEVEL OF TEMPORARY FACILITY
JULY 24, 2003 - 5:00PM
Members Present: Dean, Singerman, Suter, Magalh~es, VanDusseldorp
Staff: Black, Craig, Clark, Curtin, Green, Lauritzen, Lubaroff, Nichols
Others: Joel Miller, Construction Project Manager
CALL TO ORDER
Meeting was called to order at 5:00 pm
PUBLIC DISCUSSION
None
For the benefit of our new Board member, Magalh~es asked Trustees and staff to
provide brief introduction.
APPROVAL OF MINUTES
Suter moved approval of the minutes. Singerman seconded. Some minor corrections
were noted. Minutes were approved as amended. All in favor. Motion passed 5-0
UNFINISHED BUSINESS
Building Proiect:
Miller distributed the monthly progress repot[. He feels that the project continues to be
ahead of schedule. He expects that in the next month they will know if it is possible to
phase in the move by getting some public areas relocated sooner. Miller asked for
questions or concerns and then took Trustees on a tour of the East wing.
Project Bud.qet:
Craig prepared the end of the year project budge update. She told Board she would do
this on a more regular basis since we are beginning to get closer to building completion.
She pointed out that we have an unspent contingency of $439,000 and are still operating
under budget. Singerman asked what we might do if there was a balance in the building
budget at the end of the project. Craig said funds would be held for "after opening"
needs of furniture and equipment and she would make recommendations to the Board.
Board Annual Report
ICPL Board Minutes page 2
A draft of the report was included based on suggestions from last month's Board
meeting. Singerman asked about the FY03 goal of considering taking action regarding
the Patriot Act. Craig responded that this issue will be on next month's agenda.
Craig asked for comments on the FY04 goals: Magalh~es suggested that we include
Board's involvement in any planning for a grand opening event.
Magalh~es asked to have a goal relating to regularly bringing Library related issues to
City Council meetings. Craig said she would draft language and Magalhg~es will approve
for inclusion.
Singerman recommended a language change in goal three.
Singerman moved approval of the report. VanDusseldorp seconded. All in favor.
Motion passed 5-0
County Fundinq Task Force Questions
Craig explained that she has a better understanding of the issues after attending two
meetings of the Task Force. She understands what motivated the County Board of
Supervisors to look seriously at library funding. She recognizes their concerns over
being tied to a contract that they have no money to support. They are looking at
potentially yearly increases to the library portion of their budget and are examining
methods to control escalating costs. They would like to find a better way to address
these concerns and would like to tie it to some factor other than circulation. Craig has a
fundamental problem with the fairness of equity between urban residents and rural
residents. Those in the county now pay about half per capita what Iowa City residents
pay and nothing for the new building.
Magalh~es said the issue at hand concerns questions that the Task Force has posed to
Library Boards. He suggests putting together a small group of Board members to review
the questions and formulate some responses.
Perhaps a more formal association than exists now with the libraries of Johnson County
would allow us to look at some cooperative arrangement that would allow for some
activities that would benefit all the libraries. We don't want our funding reduced. Craig
will draft a response and Board members will get any ideas or strategies to Magalh~es,
who will, along with Swaim and perhaps Singerman or Prybil, formulate a response.
NEW BUSINESS
Planninq Review: FY03
Asked for questions or comments. A question was raised about the use of the new Web
Event booking on line. Logsden said that as people call to book rooms, they are walked
through the process. It is increasing in popularity and has been a good tool. Singerman
remarked that it has been an impressive year with a lot getting done.
A question was raised about the Community Relations goal and utilization of the media.
We need to educate people aggressively about what we are and what we're doing.
Magalh~es suggests that the Board needs to play a role in that.
ICPL Board Minutes page 3
FY04 Plan
Needs Board approval because of minor changes to the document approved last year.
Craig explained that some changes were made and the original language left in with a
strike through. For the Board's information, Reaching For New Heights appears in 04
because there is still some soliciting to be completed.
VanDusseldorp moved approval. Suter seconded. Motion passed 5-0.
FY05 Plan
Craig said it will be a great year during which we will see the reward of the new building
project. She will try to protect the collection budget. Next winter we will begin talking
about FY06 and a new ptan. FY05 plan gives us guidelines to be used in preparation of
the FY05 budget.
A motion to approve the FY05 plan was made by Singerman and seconded by Suter. All
in favor. Motion passed 5-0
FY04 NOBU budqet
Craig explained to Dean that our operating budget does not carry over. We have some
limited funds, primarily gift dollars and money from the State that can be placed in
separate accounts that are not part of operating funds. It is a small but significant
amount for which we have some discretion. The Finance staff now wants to see this
budget along with the FY05 budget, which means it will come to Board earlier for
approval. The ability to amend is always there. The proposal for '04 continues to fund a
half-time person in the Development Office, art purchase prize, and building items.
Singerman moved approval of the budget with a second from VanDusseldorp. All in
favor. Motion passed 5-0
STAFF REPORTS
A. Departmental Reports:
Circulation, AS, Information
Lauritzen was asked what she would anticipate happening in Circulation when we
opened in the new building. She expects to see a 10-15% increase in our circulation.
Once circulation goes up, it usually remains.
Clark said we have increased our Internet service for the public. We now have wireless
service for laptops. Remote access to the web has gone up. Number of users coming
in has gone up. Up to over 400 million hits to varied web pages.
Development Office
ICPL Board Minutes page 4
They are looking for opportunities to raise the remaining $75,000 to reach their total fund
raising goal for the Reaching for New Heights campaign of $1.2 million. Payments to the
City will begin in June 2004.
Art Advisory Committee
It is hoped that applications will be available for review and approval by next meeting.
PRESIDENT'S REPORT
Magalh~es will follow-up with Schnack about hosting the Board dinner next month.
He informed Board that the Iowa Library Association annual conference takes place
October 16-17, in Cedar Rapids this year. He encouraged Board members to attend.
Magalh~es announced Irving Weber Days August 9 and 10. Highlights are dedication of
the Weber statue and former director Lolly Egger's lecture.
ANNOUNCEMENTS FROM MEMBERS
None
COMMITTEE REPORTS
None
COMMUNICATIONS
None
DISBURSEMENTS
Review Visa Expenditures for June.
Approve Disbursements for June.
Suter moved approval of June disbursements. VanDusseldorp seconded. All in favor.
Motion passed 5-0.
SET AGENDA ORDER FOR AUGUST MEETING
ADJOURNMENT
Surer moved for adjournment at 6:45 pm. Dean seconded. All in favor. Motion passed
5-0.
Minutes taken and transcribed by
Martha Lubaroff
DRAFT
PARKS AND RECREATION COMMISSION
AUGUST 13, 2003
MEMBERS PRESENT: Kevin Boyd, Craig Gustaveson, Judith Klink, Margaret Loomer,
Nancy Ostrognai, Matt Pacha, Sarah Walz, John Westefeld
MEMBERS ABSENT: Al Stroh
STAFF PRESENT: Mike Moran, Terry Robinson, Terry Trueblood
FORMAL ACTION TAKEN
Moved by Klink, seconded by Walz, to approve the September 10, 2003 minutes as written.
Unanimous.
Moved by Klink~ seconded by Gustaveson, to recommend to the City Council that the park be
officially named the Waterworks Prairie Park. Unanimous.
PARK TOUR SITES
Trueblood indicated the annual park tour was tentatively set for September 10, beginning at 4 p.m.
Walz asked if it would be appropriate to invite the people who are running for City Council; Trueblood
noted more than 20 people have taken out a packet. She stated it would be an opportunity to
educate them on the issues parks and recreation face and to see various parks and their features;
Boyd and Gustaveson agreed. Boyd asked if it would be appropriate to wait until October to conduct
the park tour, at which time the number of candidates would be narrowed down to eight at the most.
Pacha indicated he had mixed emotions, in that he would not want it to change the focus of the tour.
Gustaveson felt it would be a groat opportunity to show the City Council candidates what the
department has accomplished with limited finances, and an opportunity to highlight various areas.
Westefeld indicated he was neutral, and suggested setting an agenda which would inform invitees of
the park tour's focus. Gustaveson asked if it would be possible to start the tour at 3:30 p.m. if it was
conducted after the primary; Trueblood noted it has been difficult at times for people to make it as
early as 4:00 p.m. Boyd noted the primary would take place on October 7th. Ostrognai suggested
drafting the invitation to successful candidates and City Council members. It was determined to
move the annual park tour to Wednesday, October 8 and to invite the successful candidates. Pacha
indicated the commission could forego its formal meeting and begin the tour at 4 p.m.; Trueblood
noted the commission should at Feast approve the minutes. Pacha indicated he would like to tour the
Waterworks Park, and asked members to e-mail staff their top two choices of areas to tour prior to
next month's meeting. Trueblood suggested the peninsula parkland, if accessible, and the Oakland
Cemetery Deeded Body Memorial site.
WATERWORKS PARK
Walz updated the commission on the task rome meeting held last month. Several people attended
and walked through the park. Questions were submitted to staff as to how people who are interested
in volunteering hours to help seed the prairie would proceed. Klink noted there was no consensus on
a name for the park, but attendees shared their concerns about the misleading nature of the current
name. Two of the suggestions were Waterworks Prairie Park and Prairie Gateway Park. Trueblood
stated he asked for suggestions from other city department staff who has been involved with this
project. Suggestions were to keep the name Waterworks Park, Butler Park, Iowa River Prairie Park,
and Waterworks Prairie Park. Gustaveson noted the park would not be thero without the waterworks
plant. Moved by Klink, seconded by Gustaveson, to recommend to the City Council that the
oark be officially named the Waterworks Prairie Park. Unanimous.
Parks and Recreation Commission
August 13, 2003
Page 2 of 4
BUDGET REDUCTION UPDATE
Trueblood reported the Recreation Division's Clerk Typist, Marilyn Bennett, was retiring, with her last
day being August 15. In conjunction with this, the Clerk Typist position at the Mercer Park Aquatic
CentedScanlon Gymnasium is being eliminated, with the person currently in this position filling the
vacancy created by Bennett's retirement. This is one of the two positions that must be eliminated
due to budget cuts. Temporary staff will conduct registration on reduced hours at the Mercer Park
Aquatic CentedScanlon Gymnasium. Also, the brochure will not be mailed; it will be made available
at various sites throughout the City, and registration may be done on-line. Information about these
changes went out to everybody in the Recreation Division's database, a press release was done, and
a notice was included in the City's water bills. Trueblood noted within the next couple of months the
commission will be discussing increasing park shelter and cemetery fees, and it may be necessary to
review some of the Recreation Division fees sooner than normal.
Gustaveson noted that nearly all parkland acquisition funds were eliminated; Trueblood indicated that
all but $50,000 was eliminated. Boyd inquired about completion of a master plan; Trueblood stated
the funding was eliminated. Pacha suggested using the remaining funds towards completing it.
Klink asked if any response was received from the owners with respect to selling us a parcel in the
Miller-Orchard neighborhood; Trueblood indicated no. Pacha stated this parcel has been on the
radar for more than five years, and it is important that if the owners are willing to sell that the
commission approach the City Council for funding. Gustaveson suggested now is the time to ask the
City Council to figure out a way to start building the parkland acquisition fund back up in order to be
able to purchase potential parkland, especially in areas deficient in parkland. Trueblood suggested it
might be possible to include a line item in the CIP budget for parkland acquisition, similar to what has
been done in the past, but with a different funding source. Pacha asked what the plans were for the
master plan; Trueblood indicated there were no plans to go forward with it unless the commission
wants to propose using the remaining funds in the parkland acquisition fund, which would need to be
supplemented. Another option would be to include it as a budget request next year. Pacha asked
that this matter be placed on next month's agenda for further discussion.
NEIGHBORHOOD PUBLIC ART PROJECTS
Trueblood reported he is on the Public Arts Advisory Committee and for several months they have
been working with neighborhoods to get public art in the neighborhoods. The Northside
Neighborhood submitted five ideas, with the top two being banners along Dodge and Governor
Streets with their logo and the other creating a flower garden in North Market Square, Happy Hollow
or Reno Street Park and possibly incorporating a sculpture garden. Another neighborhood's idea
included an artistic old-fashioned clock on a pedestal incorporating mosaics in a concrete pad at
Wetherby Park. The Longfellow Neighborhood is looking at various projects that do not involve
property under the city's jurisdiction, such as a very large portrait of Longfellow on the front of the
Longfellow School building. Trueb~ood stated he would keep the commission apprised of projects
that might come to the commission for their feedback. Ostrognai asked who would be responsible
for maintaining the artwork. Trueblood stated the issue was brought up, with the neighborhood
representatives envisioning volunteers caring for it, especially the flower gardens. He informed them
the Parks Division staff would not be able to perform high-level daily maintenance.
Trueblood noted the sculpture pad located in the pedestrian mall where "Dorothy" was located, is for
rotating sculptures. The committee had hoped that it would attract local artists to display their
sculpture, which would provide them with the opportunity to sell it as long as they agreed to keep it
Parks and Recreation Comrmssion
August 13, 2003
Page 3 of 4
on display for a certain length of time. Unfortunately, the committee is having trouble getting takers.
Trueblood asked the commissioners for their thoughts or ideas. Pacha asked how this opportunity
was advertised; Trueblood stated they contacted the University of Iowa Art School, local sculptors
and put out a call through the internet. Ostrognai noted the Art Institute Sculptor Program at the
Minneapolis Art School. Boyd noted the City of Cedar Rapids has a rotating art sculpture every two
months; Trueblood noted the person in charge of this program would be attending an upcoming
committee meeting. Walz stated all MFA students have to leave a piece of their work with the
University, noting there may be something in their collection that might be appropriate.
PROJECT UPDATES
Trueblood updated the commission on the following projects.
Parkino Lot Proiects. Included in the CIP budget are various park improvements and maintenance
projects. Several parking lots in need of resurfacing will be let for bid, and hopefully completed yet
this year.
Oakland Cemetery Deeded Body Memorial. The project is nearing completion; the annual
ceremony is scheduled for August 29m.
Waterworks Park. The parking lot by the Butler Bridge is nearly completed.
Miller-Orchard Park. The planning process will begin later this fall/winter, with development of the
park hopefully beginning next spring. Staff will be meeting with the neighborhood to determine what
they would like.
iowa City Kickers Soccer Park. Playground equipment will be installed prior to the fall season, with
the'Kickers contributing $10,000 towards it.
COMMISSION TIME
Westefeld asked for clarification as to the area referred to in the Forkenbrock correspondence.
Trueblood noted it was near Hickory Hill Park, just off Hickory Hill Trail. Trueblood noted the open
space has not been accepted, therefore it is the current property owner's responsibility to maintain it.
Loomer indicated she loved what the City did at the Teg entrance to Willow Creek Trail (extended
trail out to Aber), noting that it looks nice and staff did a good job. Robinson noted this would not
have been possible without the purchase of the land with parkland acquisition funds.
Pacha gave kudos to the Sycamore Trail, noting he went bicycling on it over the weekend. He asked
the status of the Sand Lake Trail. Boyd stated the commission had asked the City Council to
consider TIF revenue for this project; Trueblood noted he had not heard anything back. Boyd noted
the City Council is considering giving a considerable portion of the TIF funding to a developer in the
Pepperwood area. Trueblood stated he would contact Ross Wilburn or Dee Vanderhoef.
DIRECTOR'S REPORT
Trueblood reported on the following.
Parks and Recreation Commission
August 13, 2003
Page 4 of 4
Waterworks Park. Russ Bennett was hired to complete a REAP grant, which was submitted in the
amount of $80,000. It was decided after discussions with knowledgeable individuals not to apply for
the $150,000 maximum, because they felt the City's chances would improve dramatically with a
lesser amount and show the City is also putting money toward the project. The application was
submitted to the County REAP Committee, who had very nice comments about the project.
Vandalism. There has been a rash of vandalism at the Mercer Park Aquatic Center/Scanlon
Gymnasium, the Mercer Park ball diamonds, City Park and Wetherby Park. Staff has met with the
Police Department and School District. The Police Department will be increasing their patrol and the
Juvenile Justice Program will be setting up office hours at the Mercer Park facility.
City Park Amusement Rides. Revenue through the end of July was $21,600, compared to last
year's revenue for the same time period being $7,600.
Iowa City Doq Paddle. Staff has met with JC DogPAC to plan a dog paddle fundraiser at City Park
pool on Tuesday, September 2. City Park pool closes to the public after Labor Day. Funds will go
towards the establishment of an off-leash dog park in Iowa City.
ADJOURNMENT
The meeting adjourned at 6:25 p.m.
POLICE CITIZENS REVIEW BOARD
MINUTES - August 12, 2003
CALL TO ORDER Vice Chair Loren Horton called the meeting to order at 7:05 P.M.
ATTENDANCE Board members present: David Bourgeois, John Watson and Loren
Horton; Board members absent: John Stratton.. Legal Counsel Catherine
Pugh and Staff Marian Karr also present. Also in attendance was Captain
Matt Johnson of the ICPD and citizens Candy Barnhill and Kevin
Halstead.
RECOMMENDATIONS TO COUNCIL
(1) Accept PCRB Report on Complaint #03-01.
NAME CLEARING HEARING
Officer signed waiver, and no hearing was held.
CONSENT
CALENDAR Motion by Bourgeois and seconded by Watson to adopt the consent
calendar.
Minutes of the meeting on 7/03/03
· ICPD Use of Force Report- June 2003
· ICPD Quarterly Summary Report- IAIFUPCRB, 2003
· ICPD Department Memorandum 03-33
Motion carried 3/0, Stratton absent.
NEW BUSINESS No new business.
OLD BUSINESS No old business.
PUBLIC
DISCUSSION Kevin Halstead mentioned that he had visited the website and that it was
very thorough and organized. Captain Johnson had some information
regarding in-car recording devices. The Board requested he report that
information under staff.
MEETING SCHEDULE and FUTURE AGENDAS · September 9, 2003, 7:00 P.M., Lobby Conference Room
· October 14, 2003, 7:00 P.M., Lobby Conference Room
· November 11, 2003, 7:00 P.M., Lobby Conference Room
· December 9, 2003, 7:00 P.M., Lobby Conference Room
BOARD
INFORMATION Horton informed the Board that an extension has been granted by Council
for PCRB Complaint #03-02 for 30 days until September 15, 2003.
Watson stated this would probably be his last meeting since his term was
ending September 1 and wanted to give some of his thoughts on the last
six years. The first year after the creation of the board was probably the
PCRB-Page 2.
August 12, 2003
most intellectually stimulating and interesting year since his first year of
grad school. The group of 5 individuals was a tremendous group that did
a lot of important work that made it a very gratifying and satisfying year.
He feels that this is very important work and that the board should
continue to give assistance to the Police department. Watson had 3 areas
of frustration:
(1) high speed chases - there had been a couple of chases recently that
he felt were unnecessary and because there is a policy, shouldn't have
occurred.
(2) lack of truthfulness - not only within the Police Department, but
includes complainants and witnesses being untruthful and
misrepresenting. When it's a complainant that is untruthful you don't like it
but you kind of expect it because they feel they've been wronged and
want to strike back. He feels that it's frustrating when it seems an officer
is untruthful a~d that the public expects more and deserves more. There's
no proof of it but there have been some cases where the credibility is not
there. He'd rather see officers admit they made a mistake than explain it
away. He is also very frustrated by untruthfulness by complainants
because it makes the boards job harder to filter through all the information
and try to decide what really happened.
(3) Youth/Students interaction (drinking) - some officers are very good
with young people when they're intoxicated and others seem to treat them
as fair game. He hopes that the department will not allow this attitude
towards the younger people because these are the people who are going
to be leaders someday and you don't want them to have a bad attitude
towards officers.
Other than that the Police Department is excellent, they're well trained.
Impressed by the Chief and how he runs the department, it's very well run.
Horton thanked Watson on behalf of the Board and the public for all his
years of service and the many excellent qualities he brought to the PCRB.
Bourgeois also thanked him for all the hard work he has put in the past six
years.
Bourgeois will be leaving the meeting early. Has also approached a friend
about applying for the board when there is another vacancy.
STAFF
INFORMATION Captain Johnson reported on In Car Recording Devices. In 1996 the
department secured it's first in-car recording device and it's primary focus
of use for the unit at that time was traffic enforcement and the purpose
was for documentation of traffic oriented activity. The uses are still very
much appropriate for traffic enforcement, but other departments have
learned it's an important tool to use for other purposes as well. In 1999
the department secured an additional 16 in car units from a company
called Mobile Vision in Bloomington, NJ. The reason the department
when with this company was because it was also the vendor that landed
the State bid and the City was able to piggy-back onto the State's contract
price. Units at that time and still are running about $3450. The unit
consists of the camera itself, a monitor mounted on the dash, a control
unit with all the activation buttons such as reverse, fast-forward, record,
PCRB-Page 3
August 12, 2003
stop, the general controls you would see on a VCR. In the trunk of the
vehicle secured to the deck is the vault itself that holds the video tape and
all the recording equipment. It's secured with a lock and in some
applications is inaccessible to the patrol officers, some applications
meaning other departments. The policy in the general orders allows
officers to insert and withdrawal their tape at the beginning and the end of
their watch. Activation and use of the equipment is very simple and in
most cases is taken entirely out of the officers' hands. With the activation
of the emergency equipment or siren in the unit the camera automatically
comes on. The officer can disable it by hitting the stop button. In the
event that it becomes a situation that should have been recorded, then
there should be an explanation as to that action. A wireless mic is worn
by the officers. The transmitter device is a leather case that attaches to
the belt and in most cases the mic is threaded up through the shirt and
clipped on the lavaliere mic. The officer can activate the in car camera
remotely with the wireless transmitter. Like any wireless component there
are limitations on range, due to power and environment. Officers are
encouraged to activate the unit prior to going into a call if they feel it would
be appropriate to document that call. The department has started to
explore, as the units age, going from VHS to digital. The price however is
faidy expensive, approximately $6500. Tapes are issued to each officer
and when it is full, the tape is turned in and retained by order for 90 days.
The tapes are re-usable, but quality lessons after about 2-3 uses and the
tapes are discarded. On average tapes are loaded and unloaded six
times per day. With the constant tape changes, many of the components
in the vault are plastic and gear driven and tend to fail. ^ lot of the iow
end maintenance repairs are done by the Police Department. If there is
significant damage they do send it to Mobile Vision for repair. There is
one backup available when a unit is sent out to be serviced. Most often
when they are looking for a tape that doesn't exist, it is because the unit is
out of service. Once the tape is turned in, all would have access to the
tapes, unless they are turned in to Evidence. The over-all attitude
concerning the in car recording device in the beginning was that the
officers felt "Big Brother" was watching. Since then, because the tape
supported the account that the officer provided, some of those attitudes
have went away to a degree. The feeling from the majority of officers is
not known. The camera is mounted to the dash of the car, but is on a
swivel base and can be moved from the inside of the car to tape different
views.
EXECUTIVE
SESSION Motion by Watson and seconded by Bourgeois to adjourn to Executive
Session based on Section 21.5(1)(a) of the Code of Iowa to review or
discuss records which are required or authorized by state or federal law to
be kept confidential or to be kept confidential as a condition for that
government body's possession or continued receipt of federal funds,
and 22.7(11) personal information in confidential personnel records of
public bodies including but not limited to cities, boards of supervisors and
school districts, and 22-7(5) police officer investigative reports, except
where disclosure is authorized elsewhere in the Code; and 22.7(18)
Communications not required by law, rule or procedure that are made to a
PCRB-Page 4
August 12, 2003
government body or to any of its employees by identified persons outside
of government, to the extent that the government body receiving those
communications from such persons outside of government could
reasonably believe that those persons would be discouraged from making
them to that govemment body if they were available for general public
examination.
Motion carried 3/0. Open session adjourned at 7:38 P.M. Stratton absent.
REGULAR
SESSION Returned to open session at 8:06 P.M.
Motion by Watson and seconded by Bourgeois to approve the public
report for PCRB Complaint #03-01 and forward to council. Motion carried
3/0, Stratton absent.
Motion by Bourgeois and seconded by Watson to approve the Annual
Report and forward to Council. Motion carried 3/0, Stratton absent.
In response to Watson's earlier comments, the Board directed staff to
place on the next agenda "Techniques of objective interviewing".
Motion by Watson and seconded by Bourgeois to request a 30-day
extension for PCRB Complaint #03-02. Motion carded 3/0, Stratton
absent.
ADJOURNMENT Motion for adjournment by Bourgeois and seconded by Watson.
Motion carried 3/0, Stratton absent. Meeting adjourned at 8:15 P.M.
POLICE CITIZENS REVIEW BOARD
A Board of the City of Iowa City
410 East Washington Street
Iowa City IA 52240-1826
(319)356-5041
TO: City Council ~ c~ -II
Complainant C) r,o --.
Stephen Atkins, City Manager .~-.C}~m ~ {l-FI
R. J. Winkelhake, Chief of Police
Officer(s) involved in complaint ~__~: --
FROM: Police Citizens Review Board
RE: Investigation of PCRB Complaint #03-01
DATE: 7 July 2003
This is the Report of the Police Citizens Review Board's (the "Board") review of
the investigation of Complaint PCRB #03-01 (the "Complaint").
Board's Responsibility
Under the City Code of the City of Iowa City, Section 8-8-7B (2), the Board's job is to
review the Police Chief's Report ("Report") of his investigation of a complaint. The City
Code requires the Board to apply a "reasonable basis" standard of review to the Report
and to "give deference" to the report "because of the Police Chief's professional
expertise." Section 8-8-7B (2). While the City Code directs the Board to make "findings
of fact", it also requires that the Board recommend that the Police Chief reverse or modify
his findings only if these findings are "unsupported by substantial evidence", are
"unreasonable, arbitrary or capricious" or are "contrary to a Police Department policy or
practice or any Federal, State or Local Law". Sections 8-8-7B (2) a, b, and c.
Board's Procedure
The Complaint was received at the Office of the City Clerk on 26 February 2003. As
required by Section 8-8-5 of the City Code, the Complaint was referred to the Chief of
Police for investigation.
The Chief's Report was due on 27 May 2003, and was filed with the City Clerk on 21 May
2003.
PCRB # 03-01
Page 1
The Board voted to review the Complaint in accordance with Section 8-8-7B (1)(a), on the
record with no additional investigation, 8-8-7B (1)(b), interview/meet with q~nplai~t,
and 8-8-7B (1)(e), performance by the Board of its own additional investigatio.r~.O ~
The Board met to consider the Report on the following dates: 27 May 2003, ~J~/21~3, I ' -
and 12 August 2003. --~ ,rTl
FindinRs of Fact ;~ --
On 23 March 2002 the Complainant was involved in a one-car vehicle accident, to
which an officer of the Iowa City Police Department was dispatched. Subsequently the
Complainant was arrested on a charge of Operating While Intoxicated. Four allegations
were made in the Complaint 03-01, but three of those Complaints exceed the 90-day limit
under which the Police Citizens Review Board may consider them. See 8-8-3 (D).
Therefore this Report is a consideration only of Allegation # 4, that the videotape
submitted in evidence at the subsequent tdal was edited, and altered from its original
form. In July 2002 the Complainant, on advice from the Judge, changed attorneys. The
second attomey was able to have the charges against the Complainant dropped on 8
December 2002. These matters precede the matter of the validity of the submitted
videotape, and cannot be considered in this investigation. However, the matter of the
edited or altered videotape apparently was on the record dudng the court headng. It falls
within the 90-day limit of the filing of the Complaint, and therefore will be considered. The
Complainant's allegation is that the introduction of this edited or altered videotape
resulted in the revocation of the Complainant's driver's license by the Iowa Department of
Transportation. The Complainant asserts that the ICPD officer started the videotape well
after initial contact with the Complainant, and moreover that the ICPD officer deliberately
aimed the video camera at the hood of the car which prevented the videotape from
showing the interactions between the officer and the Complainant. Under the existing
City Code of the City of Iowa City, Section 8-8-7B (2), the PCRB may consider only those
Complaints that are filed within 90 days of the incident, and may consider the Police
Chief's Report of his investigation of the Complaint.
The Police Chief's Report includes a log of the contacts by the Investigative Officer
with the Complainant and witnesses to the incident, copies of documents including the
"Call for Service", "Motor Vehicle Accident Report", "Iowa City Police Impound Report",
statements by two civilian witnesses, complaint forms by the arresting officer, IDOT form
432013 10.00 H-1102, results of the breath analysis at the U of I, ICPD OWl check list,
"Arrest Report", "Rights Sheet", statement made by the ddver, results of field sobdety
tests, interview with the Complainant, summaries of interviews with the two civilian
witnesses and a Coralville police officer who was first on the accident scene, and more
extended transcripts of the interviews with the two civilian witnesses. It is relevant to point
PCRB # 03-01
Page 2
out hero that most of these documents do not deal with the matter of the videotape, the
only allegation which the PCRB is able to consider.
The investigation by the PCP, B included a request to the ICPD for a copy of the
videotape for viewing, a copy of the audio interview with the Coralville police officer, and a
complete transcript of the interview with the ICPD officer. PCRB received a copy of the
videotape and the audio tape on 3 June 2003, but ICPD declined to forward the officer's
taped interview because it was a "compelled statement". Members of the PCRB viewed
the videotape and listened to the audio tape. On 16 June 2003 members of the PCRB
met with the Complainant and consulted documentation, which she produced and also
viewed the videotape while she commented. This completed the investigation by the
PCRB of Complaint 03-01.
Conclusion
Alleqation #1: Beyond the 90 days deadline for filing. Summary dismissal. __ -8
D)
and 8-8-3(E).
Alle.qation #2: Beyond the 90 days deadline for filing. Summary dismissal. S~-8-~3J~D) r-T']
and8-8-3(E). _~ ~z O
Alleqation #3: Beyond the go days deadline for filing. Summary dismissal. ~e 8-8-~D)
and 8-8-3(E).
Allegation fl4: Submission of an altered videotape of the arrest at a court headng. While
the PCRB believes that there are valid questions relating to said videotape, we are unable
to verify whether or not any portions of the videotape have been edited or altered. These
questions will be dealt with in the Comment section of the PCRB Report.
Because'of our inability to verify whether or not any portions of the video tape have been
edited or altered, the Board finds the Chief's conclusion that the video tape was submitted
in the same form it was recorded, and there is no evidence of alteration is supported by
substantial evidence and is not unreasonable, arbitrary, or capricious. Allegation # 4 is
NOT SUSTAINED.
COMMENT
There are several troublesome elements about the videotape, which we feel ought to be
explained. The videotape begins at 19:56, yet the arrest report indicates that the officer
arrived at the scene at 19:41, a discrepancy of 15 minutes. The video camera was not
aimed through the windshield at the scene, instead it was aimed down at the hood of car
thereby excluding the visual evidence. From 21:01 until 21:16, a pedod of 15 minutes at
PCRB # 03-01
Page 3
the Public Safety Office, there is no sound on the tape and the screen is black.
Audio/video resume at the Public Safety Office at 21:16. There is no audio/video during
the first 15 minutes of the incident or during another 15 minutes while at the U of l Public
Safety Office. The video camera angle changed at 21:25.
We have no comment on whether or not the videotape might have been edited or altered,
and as noted in our response to Alleqation # 4, we accept the Chief of Police's
conclusion. Questions remain: why the video tape was not begun when the officer
arrived on the scene; why the video camera remained pointed at the hood of the car
instead of where the officer was; and why there are 15 minutes unaccounted for when
that pedod of time could be no different than the immediately preceding and following the
unaccounted for time. The purpose of having a video camera in a squad car is to
document in an audio and visual form the interactions of an officer and a citizen during an
incident of record, then certainly the camera ought to be aimed at the interaction that is
taking place. When the camera is inappropriately aimed and the audio is not continuous,
the value of the recording is severely compromised. We recommend that the department
urge its officers to use this resource efficiently and effectively.
Quality of the tape is poor and requests the Department upgrading quality of tapes and/or
equipment.
PCRB # 03-01
Page 4
DRAFT
POLICE CITIZENS REVIEW BOARD ~
MINUTES - August 14, 2003
CALL TO ORDER Chair John Stratton called the meeting to order at 4:00 P.M.
ATTENDANCE Board members present: John Stratton, Loren Horton, David Bourgeois,
John Watson; Board members absent: None. Staff Kellie Turtle also
present. Legal Counsel Catherine Pugh absent.
Motion by Watson and seconded by Bourgeois to change the order of the
items on the agenda and go to Item #3. Motion carried, 4/0, all present.
EXECUTIVE
SESSION Motion by Horton and seconded by Bourgeois to adjourn to Executive
Session based on Section 21.5(1 )(a) of the Code of Iowa to review or
discuss records which are required or authorized by state or federal law to
be kept confidential or to be kept confidential as a condition for that
government body's possession or continued receipt of federal funds,
and 22.7(11) personal information in confidential personnel records of
public bodies including but not limited to cities, boards of supervisors and
school districts, and 22-7(5) police officer investigative reports, except
where disclosure is authorized elsewhere in the Code; and 22.7(18)
Communications not required by law, rule or procedure that are made to a
government body or to any of its employees by identified persons outside
of government, to the extent that the government body receiving those
communications from such persons outside of government could
reasonably believe that those persons would be discouraged from making
them to that government body if they were available for general public
examination.
Motion carried 4/0, all present. Open session adjourned at 4:02 P.M.
REGULAR
SESSION Returned to open session at 4:20 P.M.
SETTING NAME
CLEARING HEARING
Motion by Horton and seconded by Bourgeois to set a name clearing
hearing for Complaint #03-02 on August 28, 2003 at 4:00 P.M. Motion
carried 4/0, all present.
Motion by Horton and seconded by Watson to set the level of review for
Complaint #03-04 to 8-8-7-B(1 )(a), on the record with no additional
investigation. Motion carried 4/0, all present.
Motion by Bourgeois and seconded by Horton to request a 30 day
extension for Complaint #03-04. Motion carried 4/0, all present.
ADJOURNMENT Motion for adjournment by Horton and seconded by Bougeois.
Motion carried 4/0, all present. Meeting adjourned at 4:25 P.M.