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HomeMy WebLinkAbout2000-05-31 Bd/Comm Minutes 05 31 O0 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION 2 UPPER LEVEL CIVIC CENTER, CITY MANAGER'S CONFERENCE ROOM MONDAY, APRIL 24, 2000 6:30 P.M. lt///(,~~ MEMBERS PRESENT: Dan Coleman, Denita Gadson, Bob Elliott, Rick House, Jayne Moraski, Kathleen Renquist, Gretchen Schmuch, Bill Stewart MEMBERS ABSENT: Lucia-Mia Page STAFF PRESENT: Steve Nasby, Angela Williams OTHERS PRESENT: CALLTO ORDER: Chairperson Moraski called the meeting to order at 6:30 p.m. CONSIDERATION OF MINUTES FROM MARCH 9, 2000: Motion: Stewart moved to approve the March 9, 2000 meeting minutes as submitted. Coleman seconded the motion. The motion was carried by a vote of 8-0. PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA: There was no discussion. RECOMMENDATION TO COUNCIL: FY01 ANNUAL ACTION PLAN: Nasby explained that the FY01 Annual Action Plan was the large document in the Housing and Community Development Commission's (HCDC's) meeting packets. He said commissioners had recommended budget allocations that were forwarded for approval to City Council. The FY01 Annual Action Plan was created from this and needed to be sent to HUD by May 15th. He said the Plan contains HUD's standard 424 forms; a copy of the resolution Council will use to approve the recommendations; a list of where the funds will come from; and one-page descriptions of each project. The descriptions include the name of the project, which goals and objectives from the City Steps Plan are being met, and an explanation of what the activity is undertaking. There are also other codes and information as well as a map showing where the projects are located. Nasby explained the Plan only includes information about projects for which the Commission recommended funds. Coleman asked why the locations of all projects were not shown on the map. Nasby explained that for some projects, such as the domestic violence shelter, the location was suppressed. The senior housing location did not show up because the street did not exist when the software was developed and housing rehab is citywide. Nasby explained that a narrative of the projects in the Plan discusses what other resources were leveraged; what activities met homeless or other special needs goals; and what are the program requirements. A brief performance assessment is also included. Additionally, the Human Rights Commission completed the Fair Housing Plan that was included and the final section had Certifications that the City must abide by. Stewart asked about Housing Opportunities for Persons with Aids (HOPWA). Nasby said this allocation is based on a formula and Iowa City does not score high enough to receive it. Housing & Community Development Commission Minutes April 24, 2000 Page 2 Nasby noted that this would be the document the City Council would vote on (May 2). Coleman asked about the public hearing that was held previously. Moraski said many people spoke in favor of the proposed projects and the only issue of contention was the location of Successful Living's Transitional Housing project on Church Street. Moraski said the City Attorney reminded the Council that they had to abide by the ADA and Fair Housing Laws in their decision. The discussions about location could not be considered because the property was zoned properly. Elliott said that he thought the Council wished to change the ranking sheet to include location as a criterion. Moraski said she did not believe they could use location as a factor because of federal laws. Nasby said there is no written policy about location, but in the past, certain projects requesting funding have stated they would make every effort not to locate in areas of concern. Nasby also said that one of Successful Living's houses (on Dodge Street) would probably close because the setting is not conducive to transitional housing. The residents will move to the new property (on Church Street). The property at Dodge Street does not belong to Successful Living but to D&K Properties. He noted that whenever D&K would lower the rent, a portion of the loan would be reduced. Elliott was concerned that the Dodge Street property could be sold for a profit when it was originally purchased using funds allocated by the HCDC at zero percent interest. Nasby said the loan was based on the level of service as determined when the loan was signed. For over four years, the rent for the tenants has not increased while the market rents have. Therefore, the City is receiving an increased return in the rent reduction on the property. Moraski noted D&K has provided affordable housing units for four years. However, she thought the Commission should continue to consider whether a non-profit or for-profit company is asking for funds because the motivation is different. Elliott said even though rent reduction was provided for four years, the company now has a house at very good terms. Nasby said there is a clause in every contract with both the for-profit and non-profit companies which states they have a right to pay back the unused balance of the loan and sell the property. Elliott said it is acceptable if a company makes a profit and provides a service, but it would not be acceptable if the HCDC inadvertently helped an individual make a windfall profit. He stated that the Commission should continue to be very careful in their allocations. MOTION: Stewart moved to approve the FY01 Annual Action Plan. Renquist seconded the motion. The motion was carried by a vote of 8-0. REVIEW OF FY01 ALLOCATION PROCESS Nasby said they did not make many changes last year; however, in prior years a subcommittee was formed to review the criteria and the application. He said commissioners and the Council had been discussing adding "location" as a criterion. Schmuch said she thought the HCDC would need a lot of assistance from the City Attorney if they were to follow up on this. Elliott said the location of the facilities represents a legitimate concern when the facilities are compacted in certain areas. Moraski said she thought it will be more of an issue for the HCDC than for the Council because people are asking commissioners why "location" is not on the ranking sheet. Housing & Community Development Commission Minutes April 24, 2000 Page 3 Coleman asked if they could add a criterion for decentralizing facilities. Schmuch said that would be a difficult issue because some things should be centralized because of access to services. She added the Commission and Council should make sure that they do not set something up that makes it impossible to establish a facility in an established neighborhood. Elliott asked if there were any restrictions in the zoning ordinance for how many special needs homes could be in a neighborhood. Nasby said he was not sure. Moraski asked for volunteers for a subcommittee to review fair share housing. Nasby said he could staff conducting research. Schmuch and Moraski agreed to look at the issue and Coleman said he could attend one more meeting. Elliott said that he could join the subcommittee if another member is needed. Schmuch asked what the scattered-site policy was. Nasby said the neighborhoods were pushing for not having all of the affordable housing projects in one area (Southeast side) of the City. The City Council then made a recommendation for fair share housing but did not adopt a policy. Sometimes economics dictates concentration of the projects. Coleman requested that Nasby ask the City Attorney whether the HCDC could use location in the ranking sheet. Nasby said the answer would probably be yes if the ranking was general, not specific. Nasby and the subcommittee agreed that they would meet with the City Attorney to discuss the issue. Renquist suggested limiting the number of identical applications that could be submitted for funding. Nasby said forward funding was another issue that the HCDC planned to discuss. Moraski said other communities have used forward funding in order to bring in housing. Renquist said that she would not be comfortable with tying up the funds of future commissions by approving forward funding. Schmuch said something that is a need this year may not be a need in subsequent years. Coleman said that, on the other hand, they may not want to restrain developers who envision large projects. He suggested the Commission keep forward funding as an option. Elliott agreed that this would be a good, common-sense approach because it would give the HCDC the option if a fantastic project came along that everyone wanted. Nasby said the HCDC could keep this as an option and present this idea to Council for next year or when a particular project comes up. Coleman said he would like the Commission to have a policy on whether they will accept late applications. Elliott and Stewart said they would not mind as long as this was clearly stated on the application. House and Renquist said they would prefer to keep a set deadline and not have to worry about reviewing late applications and determining penalty points. House said if this is important enough, people will turn the application in on time. Moraski said she would like to have a policy to look at extenuating circumstances but if people know that they can turn it in late, they will. Gadson asked whether they could extend the amount of time available to complete the application. Nasby said they try to wait HUD gives them the details on how much funding will be available. However, they definitely could extend the length of time for the application and change the schedule for the application review process. Elliott said the items on the ranking sheet did not appear in the same order as presented in the application. This made it more difficult to score the applications. Nasby said they could reorder the questions and present the reordered application to City Council. Commissioners agreed that the scoring process went well. Housing & Community Development Commission Minutes April 24, 2000 Page 4 Gadson said they had also wanted to talk about whether an applicant should be able to present before the Commission every year. Nasby said a limit is applicable to the public service section as a policy set by this commission In addition, the Federal regulations state that it must be a new or expanded service. The HCDC's policy is to fund projects for three years so they can get up and running, then a new service would be funded. Elliott asked whether economic development was a high priority for the Commission as it is with the City. Nasby said although the HCDC has attempted to highlight this through the Chamber newsFetter, etc., the perception persists that CDBG funds only help low-income people. However, in the economic development realm, the CDBG money is for job creation. Those jobs have to be available to people with low incomes, but it is not in the criteria to fund the project. Councilor Dee Vanderhoef said that she would like to see an economic development pool so small loans could be made year round. Moraski said that would be great if the HCDC received more than a couple of economic development applications each year. MONITORING REPORTS: Mercantile Bank - Downpayment Assistance (FY96) House said because of the transfer to FirstStar, no proceeds have been used since November 1999. He said $17,500 of the original $80,000 grant has been used. Nasby said the contact person from FirstStar did not seem to know much about the assistance. He suggested the HCDC give them until next January to make some progress. If not much happens, the Commission can reallocate the funds during the next allocation process. City of Iowa City- First Home Program House said seven households have used $21,000 of the original $30,000 grant. Five of the seven reported their race as white and the other two did not report. Three reported that they were female, head of household. There are 2.7 average persons per household with an average income of $30,600. The average selling price was $89,000. House said there is another application in process and the funds should be used up this year. Successful Living - Transitional Housing Support Services Gadson reported that from July 1, 1999 to December 31, 1999, Successful Living served 49 people (15 female, 34 male). All of the people were below 30 percent income. Twenty-two people are still part of the program, 12 people left successfully (obtained employment and housing and have a support system), 9 were evicted, 5 left by choice, and 1 entered a halfway house. Gadson said the new supervisor for which funding was requested has already started part-time. In July when the new funding is provided, he will work full-time. She said a substance abuse counselor can now be reached by cell phone. In addition, the Board has revised and updated its policy materials and has also devised a quality assurance program. Nasby and VVilliams will visit the site in May. Gadson also shared two success stories of former residents. One person now earns $30,000 per year and another is reunited with family. Iowa City/HA Senior Housing Phase I - Senior Rental Units Coleman said he would provide the report next month. United Action for Youth - Aid to Agencies Moraski reported that nearly $13,000 of the $16,873 received by United Action for Youth has been spent. They have served 1,260 people. More than 95 percent of the families meet the low- to moderate-income guidelines. The funds are used for general operations as well as the counseling and intervention programs. The CDBG funds also receive matching funds to help victims of child abuse. Moraski said they served more youth clients during the first three Housing & Community Development Commission Minutes April 24, 2000 Page 5 quarters of the year than they had the entire previous year. Of the people served, 34.2 percent were minorities. OLD BUSINESS: Peninsula Project Update Nasby said a development agreement is moving forward. Swenson and Associates Project Update Nasby stated that they closed on the house March 20th. Nasby also noted that the two lots the Commission recommended be offered to the Greater Iowa City Housing Fellowship would be reviewed by the City Council on May 15. Discussion of National Community Development Week Celebration Commissioners requested that they again hand out the oversized "big" check. Nasby asked when the HCDC wished to hold the celebration and if they had a location preference. Commissioners said they would like to have the celebration at the location of one of the projects they have funded. Commissioners agreed to hold the celebration week in July and to form a subcommittee in May to discuss the details. NEW BUSINESS: Nasby handed out a letter from the Wesley Foundation asking for additional funds for the Free Lunch kitchen. The letter indicated a cost overrun with the island cabinets and also requested additional renovations. The total cost was more than $10,000 over what was originally allocated. Schmuch noted that this did not seem like an emergency. Stewart said that he would agree with providing additional funds for only the cost overrun. Renquist agreed with funding the cost overrun for the cabinets, but because of the large dollar amount, the additional renovations should be requested in an application next year. (Elliott left at 7:45.) MOTION: Stewart moved to fund the requested $2,959.22 cost overrun for the island cabinets for the Free Lunch kitchen. Schmuch seconded the motion. The motion was carried by a vote of 7-0. Nasby also handed out a newspaper article and email discussing the controversy over the location of Successful Living's Church Street project. An updated Housing Rehabilitation Manual was distributed to commissioners and Nasby briefly discussed the changes. ADJOURN: MOTION: Schmuch moved to adjourn the meeting. Coleman seconded the motion. The motion was carried by a vote of 7-0. The meeting was adjourned at 7:55 p.m. Minutes submitted by Wendy Larive. ppdcdbglmin/hcdcO4-24-O0.doc MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY APRH, 20, 2000 - 5:45 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Tom Bender, Rick Mascari, Howard Horan, Mark Anderson, Allen Ellis STAFF PRESENT: Dennis Mitchell, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 5:47 p .m, APPROVAL OF MINUTES: The minutes of the March 9, 2000, Commission meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari asked about the bill from Gerard Electric. O'Neil said it was part of a grant project to refurbish the wind tee and windsock. The [DOT will reimburse the Commission for 70 % of the costs. Ellis made a motion to approve the bills. Horan seconded the motion and the bills were approved 5 - 0. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No items were presented. ITEMS FOR DISCUSSION/ACTION: a, Southwest T-hangar building- O'Neil said there was a proposal from Ahrens Concrete concerning the error they made in not reinforcing some of the concrete for the building. The proposal would reimburse the Commission for the reinforcing wire that was left out of the concrete and would give a five-year warranty on the concrete. Dan Ahrens presented information to the Commission. He said it was his opinion that the reinforcing wire was not needed. He said he would be willing to guarantee that the concrete would not shift horizontally more than ¼ of an inch. Ellis said that his concern wasn't totally whether the concrete would move or not. The specifications called for reinforcing and the subcontractor failed to provide the product as stated in the plans and specifications. He said it appears as though someone has made a mistake and is trying to get out of not paying for it. Ahrens said the blueprints did not require wire and the engineer added it at a later date. O'Neil said the requirement was always in the bid package and was specifically discussed at the pre-bid meeting. Anderson said that a bid package includes blueprints and written specifications and all are to be considered when bidding a project. O'Neil said he asked Rick Fosse, the City Engineer, for his opinion. Fosse said, that properly installed, the reinforcement wire does prevent panel separation. He said there is a diminished value to the product if the wire was called for and was not installed. He said the Commission should determine what percent of diminished value they have and require the contractor to deduct that dollar amount from the contract. Anderson said he talked to one of the engineers he works with and he confirmed there was some diminished value and there should be a minimum era five-year warrantee. Ahrens said he didn't agree with the City Engineer's opinion and that there was no damage done by not putting the wire in the concrete. After additional discussion, Heran made a motion to accept the concrete as is, with a five- year warrantee. Selzer Werderitsch would credit the Commission the cost of the wire. Bender seconded the motion and it passed 4 - 1, with Ellis voting no. Mascari said he looked at the chart included in their packet that discussed the rates for the new hangar. These are the rates discussed by the Commission last fall. O 'Neil said it would be helpful to him if the Commission would set the rates so he could get the leases signed. Bender made a motion to accept the hangar rates as discussed last fall. Heran seconded the motion and it passed 5 - 0. O 'Neil said the insurance companies are still negotiating on who will pay for the building. Tom Werderitsch will not order a replacement building until he knows whose insurance company will pay for the building. b. Sertoma application- Fly In Breakfast, August 20, 2000- O 'Neil said the application is similar to last year's event. Anderson made a motion to approve Sertoma's application to use Airport property. Bender seconded the motion and it passed 5 - 0. c. Fuel tank site proposal- Dick Blum and Carl Byers presented information on the concept for the new fuel tanks. The two aboveground 12,000-gallon tanks would be located directly west of Building F. The tanks would be installed parallel to the building. Blum distributed copies of the design and Byers explained the budget for the project. Lighting, access, and the spill containment basin were discussed. Blum presented a second option. k would place the tanks in an east/west orientation. This would require less pavement and would probably cost less. Access for fuel trucks and spill containment were discussed. Anderson said he would be interested in seeing what the cost would be for the east/west scenario. Mascari said that instead of installing two tanks, the Commission could consider installing an aviation fuel tank and using the tank by Building H as the jet fuel tank. Heran said he thought the value of Building H was that it has a stand-alone fuel tank for the people that lease the building. Mascari said he would like to see the Commission control all of the fuel delivered to the Airport. The Commission directed H. R. Green to provide cost estimates of installing the tanks in the east/west location and breaking out the costs of the non-required parts of the project. d. EAA - United hangar lease- The subcommittee will meet with members of the EAA chapter to determine how much space they anticipate they would need and at what rate they would pay for the space. The preliminary discussion talked about trading man-hours for space in the hangar. This will be on the agenda for the May meeting. e. HLM lease - Gordon lease- O'Neil said Dennis Gordon subleases Building H from HLM. The original lease ends in December of 2000. HLM has said they would prefer to have the Commission lease directly to Gordon. The Commission directed O'Neil to contact HLM to see fithey want to renew their lease or if they would still prefer to have the Commission lease direaly to Gordon. Heran and O 'Neil will draft a lease for the hangar. f. Terminal Building - renovation project- Mattry Cohen, from HLM Design, explained some altematives for meeting the building code for the handrails on the secondary egress for the second floor. Cohen said that because the cables used in the design have some flexibility, it is difficult to meet the code for spacing between cables. He said cables were used in the original design to save the Commission some money. Cohen presented three options. The options ranged in cost from about $ 4500 to $ 5500. Mascari said the problem is that the Commission is out of money for the project. Heran said he thought this was a design problem and that the Commission should not have to pay additional costs. Mascari said he would like to take the issue to the Board of Appeals. Mitchell said he thought there is a charge to go to the Board. Cohen said there would be additional costs involved in preparing for the Board of Appeals. He would prepare an estimate for the cost of going to the Board of Appeals. ICFS lease amendment - O'Neil said there is an amendment to Iowa City Flying Service's lease. It removes rental of the second floor from their lease. This was in exchange for terminating the ICFS lease for hangar # 32. Anderson made a motion for a resolution to amend the lease with Iowa City Flying Service. Ellis seconded the motion and at roll call vote, the motion passed 5 - 0. O 'Neil said the Commission would need to set rules for the use of the second floor. O 'Neil said that there is an access problem because the building is not open 24 hours a day. He provided a hst of rules for using the room. The Commission said they would adopt the rules that O'Neil provided and if they need to amend them later, they will. It will be on the agenda for the May meeting. g. Beacon tower painting project- O'Neil said that Anderson had developed a set of specifications for the tower painting project. O'Neil said the Commission should set a public hearing for the plans and specifications. Heran made a motion to set a public hearing for May 11, 2000 at 5:45 p.m. Bender seconded the motion and it passed 5 - 0. h. ACSG project- O 'Neil said the offer for the Ruppert property will be made in the near future. This will be the last parcel for ACSG to purchase. Final outlay reports for the first three land grants have been sent to the FAA. There is one grant pending and there will be two more applications filed for the remaining properties. The Dane property and the Ruppert property will be the last two properties. O'Neil said the Commission would need to act on Amendment # 10 to ACSG's contract. He said this deals with expert witness fees in preparation for the Schellin case. Anderson made a motion for a resolution to amend the contract with ACSG. Bender seconded the motion and at roll call vote, it passed 5 - 0. i. Master Plan update- categorical exclusion checklist- O 'Nell said this is a checklist that nee& to be completed before any major airside construction projects are started. He said the FAA suggested it would be easier to have a consultant familiar with this checklist assist in filing it. O'Neil said he could contact the two firms that are currently working on projects for the Airport and have them provide a cost proposal for the project. O 'Neil suggested inviting someone from Snyder & Associates to the next meeting to give the Commission an update on the Master Plan. O'Neil said one of the items in the Scope of Services was to review what type of critical aircraft the Iowa City Airport would want to service. Menards wants to add on to their building in Iowa City, Because the building restriction line and the primary surface line have changed since their original building was built, they are fairly restricted in what they can do as far as alterations to the budding. j. FBO lease- Mascari said he and Heran met with ICFS a couple of weeks ago. ICFS was asking for concessions on the rents for the Terminal Building and Building F. Heran said he does not see any way the rent could be changed on Building F. The rent was set on the amount of money it would take to repay the building, including interest. A lease was signed with ICFS to pay for the building over the life of the lease. The Commission was in agreement that they did not have any flexibility to reduce the rent. k. North Commercial area- Mitchell reported that the Planning & Zoning Commission had voted unanimously to support the NCA and send it to the City Council. This will be on the Council agenda for their May 2 meeting. O'Neil said he can attend the informal meeting on May 1, but would be out of town on May 2. Mitchell said he would be at the meeting on May 2. O'Neil said that because of some changes in the costs associated with the storm water drainage system, there may not be enough money budgeted to complete the entire NCA road. All of the sewer, water, and drainage areas will be completed and as much of the road as possible. Bender said this will give the Commission enough of the infrastructure to begin marketing the property. Mascari said they should move forward as quickly as possible. CHAIRPERSON'S REPORT: Mascari said he went to Fun & Sun in Florida and saw a night air show. He said it was very impressive. He said he would like to see something done like that at Fly Iowa 2001. Mascari said he received a copy of an airmail plane schedule from 1937. He would send a letter of thanks to the person that provided the schedule. COMMISSION MEMBERS' REPORTS: Anderson said he would like to do some scenario planning. Mitchell said that should have been discussed during the time on the agenda when the FBO lease was being discussed. Mitchell suggested having a subcommittee work on the plan first. He said this should be an agenda item if the Commission wants to spend a significant time discussing it at a public meeting. A meeting was scheduled for April 24, 2000, at 5:45 p.m. for a contingency planning session. Anderson gave a review of the Fly Iowa 2001 committee. The next meeting is scheduled for April 29, 2000. The committee will have a booth at Fly Iowa 2000 in Waterloo in June. Anderson asked for volunteers to man the booth. Several Commission members volunteered. Horan said he had inspected the hangar that collapsed. Ellis wanted to know how Commission members were notified when a major event happens at the Airport. He was referring to the hangar falling down. O'Neff said that when something happens, such as the hangar collapsing, he is usually fairly busy and does not always have time to contact all the Commission members. ARer some discussion, it was decided that the manager will call the Commission chairperson and the chairperson will call the rest of the Commission. O'Neff said that the Commission should designate one person to answer press questions. That could be the manager or the chairperson. The Commission agreed that the manager should be the spokesperson for the news events. ADMINISTRATIVE REPORT: Mitchell said his last day with the City is May 6. He is going into private practice. Andy Matthews will cover the Commission until the City Attorney makes a permanent appointment. O'Neff said the Terminal Building open house is scheduled for May 11 at 4:00 p .m. Horan has been working on the logistics. Southgate Development is interested in purchasing some Airport property not currently being used for aviation uses. O'Neil will have more details at a future meeting. There was a memo from the Planning Department in the Commission packet concerning communication towers. 0 'Neff sent a reply. There is a new State Office of Aviation. There is also information about the latest FAA AlP funding in the Commission packet. O'Neff said he has a copy of the latest Iowa in Motion Aviation System Plan if anyone was interested in reading it. O'Neff said he was told that the pay phone in the old phone booth in the Terminal would have to meet ADA standards if it was to be a functional telephone. The preliminany information from the IDOT indicates that Iowa City will get a $ 50,000 grant through the Vertical Infrastructure Fund. The State wffi participate in a grant to rehab Building D. The total project would be $ 71,430, with the grant paying 70% of the cost. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for May 11, 2000, at 5:45 p.m. ADJOURNMENT: Rick Mascari, Chairperson 05-31-00 2b(3) MINUTES Agenda item 3A IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING DRAFT 5:00 PM - MEETING ROOM A Members Present: Linda Dellsperger, Mary McMurray, Shaner Magalh~es, Lisa Parker, Linda Prybil, Jesse Singerman Staff Present: Barbara Black, Maeve Clark, Susan Craig, Larry Eckholt, Debb Green, Heidi Lauritzen, Kara Logsden, Martha Lubaroff, Liz Nichols, Others: Tom Bleyhl, Student at UI, Fred Lucas, Press Citizen CALL TO ORDER: Vice President Parker called the meeting to order at 5:00 p.m. APPROVAL OF MINUTES: The regular minutes of March 28 and the special minutes of April 6, 2000 were approved after a motion by Dellsperger/Magalh~es UNFINISHED BUSINESS Building Project: Craig reviewed the special meeting discussion and the rationale for selling or renting retail space. With the financial information presented by the City Manager and a desire to maintain control of non-library space for possible future growth the Board feels the space should be leased. Since the consensus of the Board is to lease the space, Prybil questioned the brochure we have been giving out that includes a figure for a new building based on reducing the basic cost by fundraising and sale of retail space. The brochure was printed weeks ago and language will be changed if it is reprinted. The project cost figures is accurate. Once the Board decides to recommend leasing or selling a memo will be sent to City Council with a recommendation. This issue may be dealt with on May 15 and 16. Depending on the recommendation a resolution will be prepared and placed on the informal meeting agenda and then voted on at the formal meeting the next day. Singerman moved that the Board approve the recommendation of leasing rather than selling. Dellsperger seconded. All in favor said Aye. It was passed unanimously. Craig will send a memo from the Board. Singerman reported significant numbers of people coming by on her "office hour" day at the Library. She received many positive comments. The building display will be up in the lobby tomorrow so it will be ready for the next scheduled office hours. Craig will let the Board know when this item will be on Council agenda so that Board can attend. ICPL Board Meeting Minutes Agenda item 3A-2 April 27, 2000 NEW BUSINESS Election of Officers: The Nominating Committee presented a slate of officers. Martin, President, Parker, Vice President, McMurray, Secretary. Dellsperger moved acceptance. Singerman seconded. Motion was passed unanimously. Discussion Room Policy: This regularly scheduled review had little proposed change. There was a question about the minimum charge of $10 for damage to a room and did that need to be raised. Clark responded that it was not a problem. Dellsperger moved approval. Prybil seconded. Motion passed unanimously. Outreach Report: Report written by Debb Green and Kara Logsden since CAVS and Children's Room do the majority of the outreach. However, outreach is very inclusive and involves many more staff than just those two departments. In the library world outreach is targeted for special needs populations who need special services but for the purposes of the report all the ways the library provides service outside the building were included. Craig will answer questions however she is seeking some direction from the Board. She included information about a bookmobile and branches again, since if the Board wants changes or new initiatives carried out we will have to include it in the strategic plan. Any budgetary implications would have to be included in FY02 since the budget for FY01 has been set. McMurray asked if there are particular outreach services that are better than others. What is the cost/benefits ratio? Craig said the overhead cost is high for outreach services because they are very personalized. They are hidden services and not very public. They are expensive services to deliver. Discussion followed: Dellsperger asked about a reading room or bookmobile and the possibility of reducing other services to accommodate them. If we discontinued all the outreach services, we would gain enough staff time to handle a bookmobile or reading room branch. But that would directly affect people using outreach services now. There could be a tradeoff on programs such as children's programs. Perhaps a reading room staff person could have the responsibility of homebound services added to their job de. scription? It could be done but the collection in a reading room is small so materials would come from the main library. What about alternatives to delivering homebound materials since postage is so high? We've looked at options although haven't found one that served our patrons any better. If we used volunteers, insurance would go up. Singerman thinks that we offer a lot of benefit for little cost. She asked if there was a service that people don't use; perhaps a collection that isn't used as much. Craig explained that we are trying to develop more accurate ways to measure the use of outreach collections. Craig does not know how our outreach compares to other libraries of our size. Our jail service is exceptional program due to special county funding and Craig doesn't know of any other county in Iowa that has as good jail service. A question about publicity regarding homebound patrons was raised in an attempt to highlight those services. There was an article this winter in The Window. There is interest in building on our outreach at the Broadway Center. It is in our strategic plan to increase programming for kids and taking programs out to outreach centers. It would not be as much preparation to duplicate a program that has already been prepared for ICPU Singerman is anxious to build on what we are doing on the southeast side of Iowa City. Craig asked the Board what type of service they envisioned and how they would like to see it delivered. Possibilities could be asking for an increase in staff time to hold story hours once ICPL Board Meeting Minutes Agenda item 3A-3 April 27, 2000 a week at an outreach center. Or, a larger investment for a bookmobile to go out to the community centers. Dellsperger would prefer starting by asking for a 25% time increase to a librarian's position to allow for more visibility in areas that might give us more benefit for our money. Craig cautions that the same dollars cannot do everything. A story time in a neighborhood center once a week will not satisfy the desires of people there who still want a branch. Singerman suggested that we decide what we want to achieve and then figure out how. Her primary objective would be to serve the people on the southeast side of town. A bookmobile might test the use of a very small collection to tell us how delivery of small collections might be utilized and where the use is greatest. Parker asked the Board how they feel about bookmobile vs. reading room. The earliest it could get funded is 2002 which means that it would have to be in our budget this November and be funded. How much do we currently spend on outreach? The question of a need for expanded hours was raised. How does that need get balanced against new outreach initiatives? We will be doing a user survey this fall in which we will ask about our hours and whether they suit users. Craig would guess that more hours on Sunday would be desirable. Prybil asked about costs. She suggested that a bookmobile might allow us to provide some additional outreach services that could offset the expense of the mobile unit. In the first year we would be asking for $200,000 dollars for start-up and operational costs. Parker is concerned about making a request at this time and diverting attention from building expansion. She would rather present a timeline and plan for outreach. A previously appointed subcommittee of Swaim, Magalh~es, McMurray and Dellsperger could develop such a plan and report back to the board with an idea of who might participate and how the planning process would proceed. Craig reminded the Board that we do not hear from advocates of special populations and what we have been hearing is a call for a branch library. Craig raised the question of who the Board would want on this task force? Someone from neighborhood centers, someone who represents children? Craig can have a concept plan ready for May. Singerman made a motion stating that the Board adopts a position that they are interested in expanding and diversifying outreach services in order to improve access to library materials, services and programs. Magalh~es seconded. Motion was passed unanimously. Prybil complimented staff on the work they did on the report. A question was raised about The Library Channel. Logsden reported that all the public access channels are working on a survey about who watches access, and what they watch, in order to get some feedback. Information kiosk transactions are growing. The remote bookdrops are successful. Board asked if we had plans to add another. When we get to a point where it takes more than one trip a day, we will consider adding one. Board asked about volume at those sites. Lauritzen reported it amounted to about 10% of our checkins. STAFF REPORTS Innovative System: A report from Nichols on the Innovative Interfaces system one year later was in the packet. It included a reminder of what we can do presently and more features yet tO oome, Criminal Records check: After researching this process staff does not recommend it. Volunteers do not work unsupervised with children. City does not currently routinely do criminal records checks. ICPL Board Meeting Minutes Agenda item 3A-4 April 27, 2000 Legislative News: Education Funding. As of meeting time there was no print copy of the bill that had just passed. Through a call to the State Library we learned that there was a $300,000 increase to Enrich Iowa funding. Craig feels that we will probably receive between $15,000 and $20,000 next year. The Internet filtering language has been changed; it does not mandate filters but requires that a local policy be written. DO Report. Eckholt distributed the report from the consultants. The consultant was at the Foundation Board meeting and presented the report. The consultant recommended a 83.5 million campaign; 81.5 million for the building and $2 million for the endowment. Eckholt will ask Martin to appoint two trustees to join Prybil and Dellsperger who are on the Friends Foundation Board already to work with the Foundation during this process. Eckholt has a timeline that begins almost immediately. In response from a question by Eckholt, the consultant feels that a 24-month campaign would be reasonable. Another area in which the Board could be helpful is developing policies relating to areas of the building in terms of donor recognition. Eckholt reported a good response rate to the mail survey. Thirty-seven personal interviews were conducted as well as a focus group. These are considered good numbers for a normal feasibility study. A suggestion was made that members of the boards have a type of fact sheet to enable them answer questions consistently. Eckholt reminded Board that a very large pool of community leaders will be needed for our volunteer leadership in both the capital and referendum campaigns. Coordination has to happen between both boards. Two million dollars in an endowment could help us obtain our goals for outreach. A reminder mailing for the annual campaign did go out and gifts are coming in. We are just above our goal for the annual fund. ANNOUNCEMENT FROM MEMBERS Dellsperger remarked that the Foundation Board was told by the consultant that every board member needs to take responsibility for making a contribution. She extended that reminder to trustees. Fees for Hartsook will be funded from the campaign if they are retained. FINANCIAL REPORTS Nine-month reports. Gifts & Bequests: The only negative balance is salary for Development Office due to a transfer that had not been made. Receipts: Both receipts and expenditures are where they should be. Output Statistics: Craig has a question concerning the decrease in library cards issued and Lauritzen was looking into the possibility of some record-keeping problems. There has been some decline in reference questions, which is attributable to the Internet. We want to offer the capability of asking reference questions via the Internet. There was a question about the use of public computers. The half-hour machines are heavily used and people are cooperative about not monopolizing them when people are waiting. ICPL Board Meeting Minutes Agenda item 3A-5 April 27, 2000 Circulation is up .7%. DISBURSEMENTS VISA expenditures for April were reviewed. Disbursements for April were approved unanimously after a motion by Dellsperger/Singerman SET AGENDA ORDER FOR MAY MEETING Next month in Meeting Room A ADJOURNMENT: 6:45 PM 05-3'1-00 2b(4) MINUTES IOWA CITY TELECOMMUNICATIONS COMMISSION MONDAY, APRIL 24, 2000 - 5:30 PM CIVIC CENTER LOBBY CONFERENCE ROOM MEMBERS PRESENT: Betty McKray, Cathy Weingeist, Jim Pusack, Terry Smith, Steve Hoch STAFF PRESENT: Drew Shaffer, Dale Helling, Andy Matthews, Mike Brau OTHERS PRESENT: Beth Fisher, Rene Paine, Greg Thompson, Phil Phillips, Lanae Juffer, Cad Sefl, Rick Kames, Lida Cochran, Betsy Pusack RECOMMENDATIONS TO COUNCIL None at this time. SUMMARY OF DISCUSSION Juffer distributed a letter outlining an increase in cable rates beginning June 1. The City has spent about $22,000 for consulting fees relating to rates since 1996. There is, and has been, a benefit for consumers for the City to continue reviewing rates. Paine reported PATV taped a forum on disability issues as part of a grant they recently received. The program will premiere Wednesday at 7:30. It is anticipated the Iowa Social Science Institute will give a presentation on the findings of the access channel survey to the Commission in June. In regards to PATV's contract renewal Thompson said that PATV wants to reduce the minimum amount of programs cablecast from 75 hours per week to 55 hours per week. Thompson said it is uncertain how this requirement might put an additional demand on PATV staff time. Smith said that according to PATV's monthly report, 458 hours, or a little over 100 hours a week of programming was cablecast last month. Smith asked ifPATV anticipates being on the air less in the future. Paine said PATV does not intend to reduce the amount of programming Paine said that because the definition of community programming is not clear to PATV at this time, and the implementation of this section will not become clear for a while, the number of hours of programming should be at a level that can be reached. Smith noted that the 75 hours was arrived at by looking at the amount of programming PATV had previously indicated was being provided and adopting a number somewhat below that level. Hoch said, and Paine agreed, that 1/3 of PATV's total cablecast hours must be community programming. Helling said that the impetus for including a minimum amount of cablecasting hours was to have quantifiable performance measures so future evaluations of PATV's performance would be facilitated. Pusack said some number needs to be stated. As a legal contract it should include a minimum amount of service (programming) required. The Commission agreed to changing the minimum hours cablecast per week to 65 and a language change. APPROVAL OF MINUTES Smith moved and Hoch seconded a motion to approve the amended 3/27/2000 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS None. AT&T REPORT Juffer distributed a letter outlining an increase in cable rates beginning June 1. Pusack asked about the decrease in the senior citizen discount from 8% to 4%. Juffer said that 8% is a large discount and that 4% is still a good discount for seniors. There has been no change in the discount for 16 years. Shaffer said the City has regulatory authority over the basic rates subject to FCC regulations. The City has contracted with a consulting firm, Rice, Williams Associates, to review rates. The June rate increase will go into effect and if the City finds they are too high subscribers will receive a refund. Subscribers will also be receiving a small refund from a final FCC ruling from 1996. The City has spent about $22,000 for consulting fees relating to rates since 1996. There is, and has been, a benefit to consumers when the City to continues reviewing rates. Pusack asked what accounted for the $2.50 increase in the expanded basic rate. Juffer said that 72% of the increase is attributable to increases in programming fees paid by operators to programmers. Juffer reported that refunds for @Home outages should have been made on February bills. Karues said that AT&T is in the process of training staff to handle @Home customer service. Pusack asked how an @Home customer could determine if they are receiving optimum bandwidth for the local system; how would a subscriber know if the local system and their computer configuration are functioning at a level of which they are capable. Karnes said that AT&T doesn't have the capability to determine if a problem is local or outside the local system. PATVREPORT Paine reported PATV taped a forum on disability issues as part of a grant they recently received. The program will premiere Wednesday at 7:3 0. PATV held an open house to celebrate their 10th anniversary March 3 1. The City of Iowa City issued a proclamation that April 19 was Public Access Day. PATV hosted the Midwest Region Alliance for Community Media Conference on April 14 and 15. The conference went very well. A media literacy workshop will be held at SE Junior High. A fundraising telethon will be held in June. Paine distributed PATV's annual report. LIBRARY REPORT Fisher reported that April was a very busy month for the library channel. The annual Young Puppeteers Festival will be held all day on May 6. The library will tape the event. Planned for May are 3 episodes of the Lunch at the Library series. The May 3 event will be on writing in Singapore, May 10 on choosing pets, and May 24 on dog obedience. On May 15 Coralville Public Library's History Book Discussion Group will be taped. ECC REPORT Se~ reported that things are running smoothly on the education channel. The Iowa City Commumty School District School Board meetings continue to pre-empt Kirkwood's programming. Starting May 1 Kirkwood will begin cablecasting a weekly program produced by college students. It is hoped that enough local sponsors can be found to run the Tomorrow's Careers Today series again in August. Research suggests that high school and college students are not aware of local companies and local careers. Such local career programming fills that vacuum. SENIOR CENTER REPORT McKray reported that Bennett would be leaving SCTV at the end of the summer. Two new work- study students have been hired. MCLEOD REPORT No representative from McLeod was present. LEGALREPORT Matthews had nothing to report. CITY CABLE TV REPORT Shaffer reported that the media unit production level was relatively high, especially community programming. Shaffer reported receiving 8 complaints-three about billing problems with @Home, 3 about cable modem problems, and 2 with slow @Home download speeds. Shaffer said there are a number of items the Commission may want to consider addressing in the future. A public hearing is not necessary to finish the PATV contract. The Commission bylaws review is waiting on the completion of the public right-of-way ordinance, as there are sections that may have an impact on bylaws. After completion of the access survey and the PATV contract the Commission may want to consider whether they want to address the Triennial Review. Smith requested that the access channel reports be compiled in graph form. Shaffer said that could be accomplished. Weingeist said that the schools have not made full use of the ECC channel. There have been a number of programs that would be good programming, such as City High's Academy Awards program and other productions made by students. Weingeist will write Superintendent Plugge to urge the schools to make better use of the channel. Pusack suggested changing the order in the agenda so AT&T representatives would be present when subscriber complaints are reported. Hoch moved to add a permanent item to the agenda to hear a report on subscriber issues and that item be the first report. Pusack seconded and the motion passed unanimously. SURVEY UPDATE Shaffer noted the timeline for the access channel survey in the meeting packet. The timeframe is a little later than first anticipated. Several problems were encountered during surveying. A subscriber list was unavailable from AT&T and some respondents did not know if they lived in Iowa City. It is anticipated the Institute will give a presentation to the Commission in June. PATV CONTRACT Smith said that the Commission approved the contract at the last meeting knowing that it had to go to the PATV Board for approval. The PATV Board reviewed the contract and sent a letter to the City requesting two changes. Thompson said that the first change was to strike the phrase "and providing coverage" from the definition of community programming. This is not a substantive change. Smith said that an English professor at the University of Iowa suggested the phrase "in order to provide coverage of community events..." as a grammatically proper alternative. Paine and Thompson agreed to that language. Smith moved to amend recital 4 to read as described above. Weingeist seconded. The motion passed unanimously. Pusack moved to strike the work "pure" from before "public access" in recital 4. Hoch seconded the motion. The motion passed unanimously. Thompson said that PATV wants to reduce the minimum amount of programs cablecast from 75 hours per week to 55 hours per week. Thompson said it is uncertain how this requirement might put an additional demand on PATV staff time. Smith said according to PATV's monthly report, 458 hours, or a little over 100 hours a week of programming was cablecast last month. Smith asked if PATV anticipates being on the air less in the future. Paine said PATV does not intend to reduce the amount of programming. Because the definition of community programming is not clear to PATV at this time, and the implementation of this section will not become clear for a while, the number of hours of programming should be at a level that can be reached. Smith noted that the 75 hours was arrived at by looking at the amount of programming PATV had previously indicated was being provided and adopting a number somewhat below that level. Matthews said that the contract has no proposed probationary period to allow PATV to become aquatinted to the new requirements. Smith noted that the language on the amount of community programming cablecast calls for 1/3 of the total amount of cablecast time. Thompson said he has instructions from the Board not to agree to 75 hours of programming per week and suggested 65 hours per week as a compromise. Hoch said, and Paine agreed, that 1/3 of PATV's total cablecast hours must community programming. For example, if PATV cablecast 100 hours of programming in a week, then 33 hours must be community programming. Thompson said that was an assumption PATV was operating on. Smith said that there was no requirement in the current contract that required a minimum amount of programming. If there is a significant shift at PATV that significantly reduces the amount of programming, then there are other performance issues that could be addressed by other areas of the contract. In short, PATV would be in noncompliance with the contract. The requirement of a minimum of 55, 65, or 75 hours cablecast could be eliminated without much consequence. Helling said that the impetus for including a minimum amount of cablecasting hours was to have quantifiable performance measures so future evaluations of PATV's performance would be facilitated. Pusack said some number needs to be stated. As a legal contract it should include a minimum amount of service (programming) required. Smith moved to change the 75 hours in Item G to a minimum 65 hours per week. Hoch seconded and the motion passed unanimously. ADJOURNMENT Hoch moved and Pusack seconded a motion to adjourn. The motion passed unanimously. Adjournment was a 6:55 p.m. Respectfully submitted, POLICE CITIZENS REVIEW BOARD MINUTES - May 9, 2000 GALL TO ORDER Chair J. Watson called the meeting to order at 7:03 P.M. ATTENDANCE Board members present: L. Cohen, P. Farrant, P. Hoffey, J. Stratton and J. Watson. Staff present: Legal Counsel C. Pugh and PCRB Assistant S. Bauer. Captain T. Widmer was also in attendance. CONSENT CALENDAR Motion by J. Stratton and seconded by P. Farrant to adopt the Consent Calendar, to include: a. Minutes of 4/25/00 meeting b. Use of Force, General Order c. Canine Operations, General Order d. ICPD Use of Force Report, March 2000 e. ICPD April Training Report f. ICPD Training Newsletter g. Watch Training 00-39, Vehicle Impounds/Holds h. ICPD Training Bulletin 00-29 i. ICPD Training Bulletin 00-31 Copy of Dept. Memorandum from Captain Widmer regarding correspondence from PCRB Motion carried, 5/0, all members present. RECOMMENDATION TO COUNCIL None NEW BUSINESS None OLD BUSINESS None PUBLIC DISCUSSION None MEETING WITH CITY COUNCIL It was the consensus of the Board that the joint meeting between the PCRB and the City Council went well and was positive. The Board did hear support, but also a lack of total commitment to the continuation of the PCRB beyond August 1, 2001. Stratton said he shared the concern about the lack of diversity on the Board, but acknowledged that Council can only choose a board member who has applied. Cohen stated she hopes Councilmembers come up with criteria to help them with their decision on whether the Board should continue. Legal Counsel Pugh suggested that the issue of the continuance of the Board be subject of a public forum. Chair Watson will write a follow-up letter to the Council. MEETING SCHEDULE · Special Meeting May 23, 2000 · Regular Meeting June 13, 2000 · Special Meeting June 27, 2000 (Watson will be absent) · Regular Meeting July 11, 2000 BOARD INFORMATION None STAFF INFORMATION None EXECUTIVE SESSION Motion by L. Cohen and seconded by P. Farrant to adjourn into 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 2 government body if they were available for general public examination. Motion carried, 5/0, all members present. Open session adjourned at 7:12 P.M. REGULAR SESSION Regular meeting resumed at 8:20 P.M.. The Board directed Legal Counsel to discuss with the City Attorney the delays in obtaining information regarding PCRB Complaint/199-08. The Board also authorized the Chair to write a letter to the Chief, depending on the outcome of the discussion between Pugh and Dilkes. Motion by P. Farrant and seconded by J. Stratton to hold a name-clearing hearing for the officer involved in PCRB Complaint #99-09 at 7:00 P.M., May 23, 2000, in the Lobby Conference Room. Motion carried, 5/0, all members present. Staff was directed to send letters to the officer and the Chief, together with a consent form. ADJOURNMENT Motion for adjournment by L. Cohen and seconded by P. Farrant. Motion carried, 5/0, all members present. Meeting adjourned at 8:25 P.M.