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HomeMy WebLinkAbout2005-11-23 Info Packet~%_-.-'~,,;,=_:_~--=~_ CiTY COUNCIL INFORMATION PACKET C..ITY OF IOW2, C._.ITY www.icgov.org November 23, 2005 MISCELLANEOUS ITEMS IP1 Council Meetings and Work Session Agendas IP2 Agenda: Joint Meeting City Council of Iowa City and Area Legislators IP3 Memorandum from the City Clerk: Materials for 2005-2006 Orientation IP4 Memorandum from the Central Services Administrator to the City Manager: Award for Meat Processing Services, Bid #06-41 IP5 Memorandum from the Human Services Coordinator to the City Manager: Invitation to participate in United Way's Stewardship Site Reviews IP6 Invitation: Iowa Women Initiating Social Change Hosts a Panel Discussion on Housing and Economic Development in Iowa - December 15, 2005 PRELIMINARY/DRAFT MINUTES IP7 Telecommunications Commission: October 31, 2005 ~r~,~.~ IP1 ~ City Council Meeting Schedule and CITY OF IOWA CITY Work Session Agendas November 23, 2005 www.icgov.org · MONDAY, NOVEMBER 28 Emma J. Harvat Hall 4:30p-6:30p Special Work Session/Local Legislators · TUESDAY, NOVEMBER 29 Emma J. Ha/vat Hall 7:30-9:00p Special Formal Council Meeting Separate Agenda Posted Special Work Session/Orientation 2005~2006 City Councils Separate Agenda Posted FUTURE MEETINGS AND AGENDAS I TENTATIVE · MONDAY, DECEMBER 12 Emma J. Harvat Hall TBA Special Council Work Session* 7:00p Special Formal Council Meeting · TUESDAY, DECEMBER 13 Emma J. Harvat Hall 7:00p Special Formal Council Meeting · THURSDAY, DECEMBER 15 Emma J. Ha/vat Hall 4:00p Special Formal Council Meeting *Start time yet to be set CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www. icgov, org JOINT MEETING CITY COUNCIL OF IOWA CITY AREA LEGISLATORS Monday, November 28, 2005 4:30-6:30 p.m. Emma Harvat Hall AGENDA 1. Updates · Values Fund, REAP, CAT Grants, Vision Iowa · Maintain TIF · Change the Road Use Tax Formula · Hotel/Motel tax · Uninsured Seeking Health Care · Manufactured Housing · Rental Units · Real Estate Transfer Tax · Public Improvements Bid Threshold · Preserve Home Rule · Property Tax Credits 2. New Legislation 3. Other Business S:legagenda05.doc RANDU DATE: November 22, 2005 TO: Council and Council Elect ~ FROM: Marian K. Karr, City Clerk RE: Materials for 2005-2006 Orientation Attached are materials for our orientation meeting planned Tuesday, November 29, at 7:30 p.m. Please note: o:o A brief special formal meeting will proceed the orientation o:o A group Council photo is scheduled at the beginning of the meeting · ;. Bring your calendars for scheduling purposes TABLE OF CONTENTS Agenda ............................................................................................... 1 A. Introduction ...................................................................................... 3 Open Meetings/Open Government Council E-Mail Communications Use of City stationary Measures and voting procedures Ordinances/Resolutions/Motions Conflict of Interest Planning & Zoning Consultation Policy B. Organizational Meeting ...................................................................... 35 Council Committees Policies Council Members on governing Board of City funded agency City Council appointees voting in accordance with City Council policy C. Work Session ................................................................................... 41 Background/history Procedures for adding Draft January and February 2006 schedules D. Formal Meeting ............................................................................... 45 Resolution establishing day and time Resolution regarding order of business Resolution establishing procedure for calling a special meeting E. Council Packets/Agenda Preparation ....................................................... 48 Distribution of Council correspondence Packet deadlines Policy regarding expedited action on non-controversial items F. Computer Training ............................................................................. 51 Council Bio Information sheet Resolution establishing policy for equipment and stipend dedicated phone line G. Miscellaneous ................................................................................... 54 Requests for supplies Council travel guidelines Checking out City vehicles 2006 Council Orientation AGENDA November 29, 2005 7:30 PM - 9:00 PM Harvat Hall A. INTRODUCTION 1. Open Meetings/Executive Sessions/E-mail 2. Special Functions/Travel Policy 3. Posting and minutes 4. Voting procedures 5. Ordinances/Resolutions/Motions Consult policy with Planning & Zoning 6. Contact with staff B. ORGANIZATIONAL MEETING 1. Election of Mayor & Mayor Pro tern 2. Appointment to Committees 3. Between January 2 and noon on January 6 C. WORK SESSION 1. Purpose/Procedure/Fairness 2. Day and Time 3. Scheduling of upcoming special work sessions (e.g. budget/three 3 hour) D. FORMAL MEETING (set by resolution) 1. Currently 1st & 3rd Tuesday at 7:00 PM; Continue or change 2. Order ofitems 3. Special meeting procedure E. COUNCIL PACKETS/AGENDA PREPARATION 1. Agenda Prep/Distribution 2. Deadlines 3. Late items 4. Board and Commissions applications F. COMPUTER TRAINING 1. Laptop 2. Microsoft Word, E-mail, etc 3. Laserfiche 4. City Website (bio info) 5. Stipend 2006 Council Orientation Agenda Page 2 G. MISCELLANEOUS 1. Payroll forms/Insurance 2. Filing Cabinet 3. Tours 4. NLC, ILC, Chamber Membership 5. Parking sticker/bus pass 6. City Vehicles/Travel Policy s/coun ci lmembertran si ti on/ori entati on. doc Table of Contents Introduction ................................................ 1 Meetings Generally ....................................... 2 Public Notice and Agendas .............................. 4 Meeting Procedures and Minutes ........................ 6 Electronic Meetings ....................................... 8 Closed Meetings Generally ............................... 9 Notice for Closed. Meeting .............................. 11 Closed Meeting Procedures and Minutes .............. 13 Closed Meeting on Personnel Issue .................... 15 Enforcement .............................................. 17 Iowa League of Cities ................................... 20 *******PROVIDED BY IOWA LEAGUE OF CITIES******* Published August 2005 Open Meetings Questions & Answers The purpose of this publication is to provide general guidance on the Iowa Open Meetings Law, Code of Iowa Chapter 21. This law requires meetings of governmental bodies to be open to the public. Cities often have questions about the applicability of this law to day-to-day city business. The information contained here is designed to be general in nature and does not constitute legal advice. If there are specific legal questions about open meetings requirements, the city should contact the city attorney. The Iowa Open Meetings Law favors openness, so situations where the applicability of the law is unclear should be resolved on the side of openness. Meetings Generally The Iowa Open Meetings Law applies to governmental bodies, including city, county and state government and others, such as some nonprofits. Governmental body refers to a "board, council, commission or other governing body." The law also applies to "an advisory board, advisory commission, advisory committee, task force, or other body created by statute or executive order of this state or created by an executive order of a political subdivision of this state to develop and make recommendations on public policy issues." For cities, this law applies to the city council, as well as entities such as the planning and zoning commission, the board of adjustment, library board and the park and recreation commission. A meeting is "a gathering in person or by electronic means, formal or informal, of a majority of the members of a governmental body where there is deliberation or action upon any matter within the scope of the governmental body's policy-making duties." To have a meeting, a quorum (or majority) of the governing body must be present and there must be discussion or deliberation on city business. Vacant positions must be included when calculating the number of council members that must be present for a quorum. Examples: Ifa five-member council has two vacancies, it needs a majori- ty of the five (all three current members) to be present in order to hold a meeting. If a regular meeting is held and only two members of a five- member council attend, the meeting cannot take place. A gathering of members of a governmental body for purely ministerial 2 or social purposes when there is no discussion of policy or no intent to avoid the requirements of the open meetings law is not a meeting. Example: Three council members of afire-member city council attend the same high school football game. They do not need to avoid each other, but should not get together during the game to discuss city business, this would constitute a meeting. Q: Are committee meetings that include the mayor and two council members supposed to be open meetings? This question has to be answered on a case by case basis. Because the law applies to bodies "created by an executive order of a polit- ical subdivision of this state to develop and make recommenda- tions on public policy issues," this may include committees estab- lished by executive order of the council. Example: .4 city council passes an ordinance to establish a budget com- mittee, consisting of the mayor, two council members and the city finance officer It may be argued that this committee would be subject to open meetings requirements and an opinion should be sought from the city attorney on whether or not that is the case. Q: Are work sessions or retreats where the council discusses, but does not take any action on items, subject to the open meetings requirements? Yes, if a majority of the council is present and they are discussing or deliberating on city business. The fact that the council is delib- erating on city policy is enough to make the gathering a meeting, it is not necessary that they take action or vote. 3 Public Notice and Agendas Meetings of governmental bodies must be preceded by public notice. Public notice is given by delivering a copy of the public notice to those in the media who have requested it and by posting the public notice in a prominent place in the city office. Many cities post notice on a bulletin board in city hall or on the door. If the city does not have a city hall, they can post notice in the build- ing where the meeting will be held. Public notice must give: - Time, date and place of the meeting - The tentative agenda for the meeting Public notice must be given at least 24 hours prior to the meeting. Q: When posting the agenda, what needs to be listed and in how much detail? The agenda should list the items the council intends to discuss and intends to act upon. There is no clear definition on what is enough information, therefore, if in doubt, give more rather than less information. Whether or not the detail provided in a tentative agenda is sufficient must be viewed in the context of surrounding events, therefore exhaustive detail is not required. Example: An agenda item of "water" may not be enough information to tell the public that the council will be discussing an amendment to an ordinance increasing water rates. On the other hand, it is not necessary for the agenda to include the wording of the entire ordinance. 4 Q. Can cities hold meetings with less than 24 hours notice? Yes, if it is not possible or practicable to give 24 hours notice. The law requires as much notice as possible. If an emergency situation requires a meeting with less than 24 hours notice, give as much notice as can be given, but in any event, give at least some notice. The city must justify its reason for not giving proper notice in the minutes of the meeting. The city must also justify its action if it holds a meeting at a place not reasonably accessible or at a time not reasonably convenient to the public. Example: A levee breaks and the city is being flooded, the council may need to have an emergency meeting to hire a contractor to come in and repair the levee immediately. The minutes of the meeting need to explain why the council held a meeting without providing 24 hours notice. Q. Can the council amend the agenda once the council meet- ing has started? It is not advisable to amend the agenda after a council meeting has started. The council shall provide 24 hours notice to the public on what will be discussed at the meeting. If an item is added to the agenda less than 24 hours prior to a meeting or at a meeting, the public may contend that proper notice was not given. Example: During the public forum, a citizen complains about dogs running at large and suggests the council pass an ordinance at that meeting to address the problem. The mayor or presiding officer should defer the discussion and action to the next council meeting or suggest a special meeting be called if there is an immediate need to address the issue. It is not a good idea to move forward with discussion and action on an item that was not on the agenda. 5 Meeting Procedures and Minutes A meeting occurs when a majority of the council gathers to dis- cuss city business. If a quorum of members of the governing body is not present, a meeting cannot be held. Most city attorneys also feel the requirement for a quorum is extended to public hearings. Q: Can a council member who will not be present at a meeting send in their vote with another council member or tell the clerk to record their vote a certain way? Although state law does not explicitly prohibit proxy voting, it is not advisable for a council member to vote by proxy. Sending in a vote and not participating in the discussion at a meeting denies the public access to whatever information or discussion led a council member to vote in a certain way. Additionally, had a council mem- ber attended the meeting, they may have been presented with information that would have caused them to vote differently. Example: Council member Smith will not attend the council meeting but tells council member Jones that the city clerk should record Smith as a "nay" vote for the water rate ordinance. The public was not privy to any discussion or information that led Smith to vote "nay", so this may be problematic under the requirements for open meetings. Q: The minutes have to record the vote of each council mem- ber. Does this mean a roll call vote is required on each action of the council? The procedure to record the vote of each member is to either take a roll call vote or to determine each member's vote in some other manner. The method is not as critical as the fact that each council member's vote is recorded. Example: Some cities may use an electronic voting system that records each council member's vote. Some mayors or clerks may be adept at pick- ing up on how each council member voted during a regular voice vote or may request that council members raise their hands to vote. Q. Do citizens have to be allowed to participate in a meeting or can cities have rules regulating the public attending a council meeting? The public can use cameras or recording equipment to take pho- tos, movies, recordings, etc. of any open session. Although many cities provide time for public input, it is not a requirement of council meetings. It is advisable to provide a time for public com- ment in order to allow citizens to give feedback and have input in their city government. There are specific situations that require the city to hold a public hearing (prior to adoption of the budget, for example). The purpose of a public hearing is to solicit public input on the proposed action, so receiving public comment is a require- ment. Cities can make rules of conduct for their meetings to ensure the meetings are orderly. The mayor or presiding officer is responsible for enforcing these rules. Example: 2t city might offer a "public comment" agenda item and limit each person to five minutes, requesting that they state their name and address, etc. 7 Electronic Meetings A city can hold a meeting by electronic means if it is either impos- sible or impractical for a council member to attend in person and only if it complies with all of the following rules: - Public access to the conversation of the meeting has been pro- vided to the extent reasonably possible. - Minutes are kept of the meeting and explain why a meeting in person was impossible or impractical. Example: On a five-member council, one city council member is out of town on business, one council member is ill and the council has one vacant seat. The city cannot hold a meeting without a quorum and they need to meet so they can conduct city business. In order to have a quo- rum, the council member that is out of town calls in and participates in the meeting via speakerphone. The minutes must explain why it was nec- essary to hold this meeting electronically. Q: When council members communicate with each other by email, is that considered a meeting? If a majority of council members are simultaneously communicat- ing electronically about city business, a person may challenge that they are actually conducting a meeting and therefore violating the open meetings law if the meeting was not announced and open to the public. City officials need to be very cautious engaging in electronic communications, whether that be by phone or email. 8 /& Closed Meetings Generally A closed meeting is a meeting of a governmental body that is closed to public access, meaning that neither the general public nor the press can be present at that meeting. A city council or other body can close a meeting only for very specific reasons described in law. The law favors openness so before closing any meeting, the city should consult the city attorney. The Code Section 21.5 allows for eleven reasons to hold closed sessions. Some of the common reasons used by cities include: to review or discuss records which are required or authorized by state or federal law to be kept confidential, to discuss strategy with counsel in matters that are presently in litigation or where litiga- tion is imminent and specific law enforcement matters. Cities can also close a meeting to discuss the purchase of particu- lar real estate only where premature disclosure could be reason- ably expected to increase the price the governmental body would have to pay for that property. The qualification with this exemp- tion is that the minutes and the tape recording of a session closed under this paragraph need to be available for public examination when the transaction discussed is completed. The most common reason cities hold a closed meeting is to evalu- ate the professional competency of an individual whose appoint- ment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that indi- vidual's reputation and that individual requests a closed session. Q: Are there any meetings of a governmental body that are exempt from the open meetings requirements? Yes. A meeting to discuss strategy in matters relating to employ- ment conditions of employees of the governmental body who are not covered by a collective bargaining agreement under Code Chapter 20. A city considering holding a meeting of this sort should seek the guidance of the city attorney. Note: This exemption is only for the purpose of discussing strategy. Therefore, action involving employment conditions must be taken at a meeting that complies with the open meetings requirements. For this purpose, "employment conditions" means areas included in the scope of negotiations listed in Code Section 20.9. Examples: Insurance, holidays, leaves of absence, shift differentials, over- time compensation, supplemental pay and seniority. Q. Does the city clerk have to be present during a closed ses- sion to take minutes? No. If the clerk is not present, the governing body must appoint someone to perform this function. Q: Can persons other than members of the governing body be present during a closed session? Yes, provided that governing body authorizes their presence. Q: Do persons other than members of the governing body have an absolute right to be present at a closed session? No. Notice for Closed Meeting The meeting must begin in open session with a call to order and a roll call. In order to go into closed session, there must be a motion to hold a closed session that is approved by two-thirds of the members or all those present. The minutes must record the votes of individual council members on the question of holding a closed session. In addition, the motion and minutes must state the exemp- tion under Code Section 21.5 that permits a closed session. No business can be discussed during the closed session that does not directly relate to the specific reason for the closed session. Upon completion of the closed session, a motion and vote must be taken to end the closed session and return to open session. Final action must be taken in open session. Q: Does a closed session have to be listed on the governing body's agenda? Generally, yes. The legislative intent underlying the Iowa Open Meetings Law is that this law should be construed or applied in favor of openness. Therefore, if a closed session is anticipated, the fact that there is to be such a session should be made known by setting forth the topic for the closed session and the fact that a closed session will be held on the agenda. Q: Does every closed session have to be listed on the govern- ing body's agenda? No. If, during an open meeting, a topic comes up which may be considered during a closed session and which could not reason- ably have been anticipated at the time notice of the agenda was given, then it would be appropriate to proceed to closed session from the open meeting. 12 Closed Meeting Procedures and Minutes When holding a closed session the governmental body must keep the following: - Detailed, written minutes of all discussion, persons present, and action occurring during the closed session. - A taped record of the entire closed session. The minutes are sealed and must be kept by the governmental body for a period of at least one year from the date of the meeting at which the closed session was held. Q: Is there any situation which will result in the sealed detailed minutes and the tape recording of a closed session becoming unsealed? Yes, but only if a lawsuit is brought to enforce the provisions of the Iowa Opening Meetings Law, then upon order of court, they must be unsealed and examined by the court. The court has to bal- ance what adverse consequences may result from public disclosure against the value of information that is contained in the minutes or on the recording to determine whether to disclose any portion of the closed session. Q: If a member of a governing body is absent and the govern- ing body holds a closed session, can that member listen to the tape recording of the closed session? Yes. The member who is absent still remains a member of the gov- /7 eming body. The member has a right to be informed of discussion and action that occurred during his or her absence. The fact that the detailed minutes and tape recording of a closed session are not open to public inspection does not preclude a person who would otherwise have been privy to such records, except for an absence from later listening to the tape or reviewing the minutes. Closed Meeting on Personnel Issue One of the most common reasons cities hold closed meetings is to discuss a person's appointment, discharge and performance. In order to hold a closed session for this reason, the person who is being discussed must request a closed session. The city may want to alert the person of this privilege or the individual might unknowingly waive their opportunity for a closed session. Q: If a person who may request a closed session in fact makes such a request, must the request be granted? No. The law provides that a governing body may hold a closed session for certain specific purposes. It does not require that such a session be held. Q: Can job interviews be conducted during a closed session? Yes. However, the person being interviewed must request the closed session. Example: The city plans to hire a city administrator. The city has nar- rowed their list of candidates to three they plan to interview. The city may alert the candidates of their option for a closed session. If the candidate requests a closed session for the interview, the city could proceed with a closed session. /7 Q: When a closed session is held to discuss employment issues involving a specific employee, is the employee required to be present during the session? Not all attorneys agree whether or not the employee requesting a closed session needs to attend the closed session, so if a city is presented with this situation, they should seek the guidance of the city attorney. Q: Can a closed session be held to discuss salaries in general for the upcoming year? No. There is no express authority in the Iowa Open Meetings Law for such action. Therefore, under the policy prescribed by the Iowa legislature, this matter must be resolved in favor of openness. Enforcement The courts enforce the Iowa Opening Meetings Law. Any aggrieved person, the attorney general or the county attorney can bring a lawsuit to enforce this law. The burden is on the city to prove they complied with the law. Q: What happens if the court finds that there has been a vio- lation of the open meetings requirements? The court must assess each member of the governing body that participated in the violation an amount not more than $500 and not less than $100. Each such member must be ordered by the court to pay all costs and reasonable attorney fees to the party who successfully established a violation of the law. The court must void any action taken in violation of the law if the lawsuit for enforcement is brought within six months of the viola- tion and if the court finds that the public interest in enforcing the policy of the Iowa Open Meetings Law outweighs the public inter- est in sustaining the validity of the action taken in the closed ses- sion. The court cannot, however, void the issuance of bonds or other evidence of indebtedness of a governmental body if a public hearing, election or public sale has been held regarding the bonds or evidence of indebtedness. If a member of the governing body has engaged in a prior viola- tion of the open meetings requirements for which damages were assessed during the member's term, the court must issue an order 17 removing the member from office. The court may also issue a mandatory injunction, punishable by civil contempt, ordering the member of the governing body to refrain from any future violations of the open meetings require- ments for one year. Q: Can a person charged with a violation of the Iowa Open Meetings Law claim they did not know the provisions of the law? No, ignorance of the law is not a defense. Q: What are the defenses against being held individually liable for violations of this law? 1. Voting against the closed session. This demonstrates the importance of recording the vote of each council member. 2. Had good reason to believe and in good faith believed facts which, if true, would have indicated compliance with all the requirements of this chapter. 3. Reasonably relied upon a decision of a court or a formal opin- ion of the attorney general or the city attorney. This demon- strates that cities need to obtain a written opinion from the city attorney before holding any closed session. Q: Do members of governing bodies need to be provided with information about the Iowa Open Meetings Law? Yes. The appropriate commissioner of elections must provide this information to the elected members of governmental bodies. Also, the authority that appoints members of governing bodies must pro- vide this information. Example: The county auditor must provide this information to mayors and city council members, l/Vhen city councils make appointments' to boards or commissions or to.fill a vacancy on the council, they must provide this information to their appointees. 19 Iowa League of Cities The Iowa League of Cities is a nonprofit association of city gov- ernments in Iowa. The League provides a variety of informational resources to its members. Municipal Leadership Academy (MLA) Tailored to newly elected officials, the League's Municipal Leadership Academy prepares attendees for participation in city government. This intensive, four-part series gives new leaders the tools they need to succeed in public office. Web Site The League's web site,www, iowaleague.org, is an excellent resource for cities. It contains legislative information, frequently asked questions, a database of grants, a calendar of events, work- shop information and League publications. Contact information for League staff and links to state agencies, the Code of Iowa and other useful sites are also included. Technical Assistance Once a city official takes office, the Iowa League of Cities will provide assistance by answering questions and providing informa- tion. Membership services staff is available to answer questions from cities of all sizes facing a variety of challenges. Ongoing Training The League holds a variety of training events throughout the year. Annual workshops cover city budgets, issues facing small cities and a variety of other topics. Each fall, the League holds an annu- 20 al conference offering the most current, relevant information to city officials. Advocacy League staff advocates city policy positions to members of the Iowa Legislature, and monitors federal issues. City officials should participate in advocating local government positions. League publications help local officials stay abreast of important issues, making them informed voices when speaking to legislators. The City Voices email list is another valuable tool for sharpening advocacy skills. The League's annual Legislative Day invites city officials to the Capitol to meet legislators en masse after receiving an update on key issues. Publications The League provides a variety of publications to cities. Cityscape is a monthly magazine with articles designed to inform and edu- cate city officials. During the legislative session, the League pub- lishes a biweekly Legislative Bulletin. A biennial directory of cities in Iowa, a municipal salary and benefits survey and an annu- al report are also available. 21 City of Iowa City MEMORANDUM DATE: November 22, 2005 ,) TO: City Council FROM: Eleanor M. Dilkes, City Attorney RE: Advice Concerning Council E-Mail Communications My advice regarding your e-mail communications is given in consideration of the following: 1. Communications via e-mail to or from the City Council or a member or members of the City Council may be public records subject to disclosure. 2. E-mail communications between members of the City Council raise issues under the State's open meetings law. 3. City hardware and software should be used for city, not personal business. My advice is as follows: A. Only the city e-mail address will be disseminated by the City (e.g. on directories, business cards, etc.) B. Council members should confine their city-related business to the e-mail address provided by the City. C. Council members should avoid providing any personal/private e-mail address for city-related business or encouraging its use for city-related business. D. Council members replies to e-mails should advise the senders that their e-mail communications and Council's reply to those communications may be public information. E. You are discouraged from using e-mail to communicate with each other in any manner whereby a majority of you are discussing an item at the same time. To determine whether a violation of the open meetings law has occurred any occurrence would have to be examined on its own facts. However, due to the instantaneous nature of e-mail communication use of e-mail to communicate among yourselves is problematic. F. If an individual Council member chooses to reply to an e-mail sent to the Council, a copy of the reply should be provided to the City Clerk for dissemination to the entire Council. G. You are reminded that any hardware or software provided to you by the City are owned by the City. They are not your private property. You should not consider any communication via the system to be personal and/or private. See attached City policy. November 22, 2005 Page 2 I will be available to answer questions at your work session on November 29. Cc: Steve Atkins, City Manager Dale Helling, Assistant City Manager Marian Karr, City Clerk Gary Cohn, Information Services Coordinator Eleanodmem/councilemail.doc .... Email Policy Page 1 of 2 -CITY OF IOWA CITY INTERNET/INTRANET/ELECTRONIC MAIL POLICY Last Updated: May 25, 1999 The following represents a policy regarding access to and disclosure of activity conducted on the City's intemet/intranet/electronic mail system. 1. The City owns and maintains an internetJintranetJelectronic mail system hereafter referred to as "system." This system is provided by the City for the purpose of conducting City business. 2. The system hardware and software are owned by the City and as such are City property. Additionally, all messages composed, sent, or received on the system are and remain the property of the City. They are not the private property of any employee, and employees should not consider any communication via the system confidential, personal, and/or private. 3. The use of the system is for the conduct of City business. Personal business or other non-job related activities should be minimized. Supervisors may further limit or restrict personal use. 4. The system shall not be used to solicit or persuade for commercial ventures, religious or political causes, outside organizations or other non-job-related solicitations, except for items posted to the City's intranet bulletin board (bulletin board guidelines and regulations are explained at the bulletin board site). 5. The system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without specific prior authorization. 6. The system shall not be used to create or retrieve any offensive or disruptive messages or files. Among those which are considered offensive are any messages or files that contain any comment that offensively addresses someone's age, color, creed, disability, gender identity, marital status, national odgin, race, religion, sex, or sexual orientation. 7. The confidentiality of any activity or message should not be assumed or expected. Deleting a message may not fully eliminate the message from the system. Further, the use of passwords for security does not guarantee confidentiality. The system automatically records information such as origin, destination, content, and amount of time used. The City Manager or designee may direct Information Services staff to monitor sites accessed. The City Manager or designee also reserves the right to access, review, and audit all messages and files created, received, or sent over the system for any purpose, even after said message or file is deleted. The contents of any electronic mail or file may be disctosed without the permission or prior notification of the employee who sent or received the message or created the file. The City is not responsible if'hackers" retrieve, and make public;, employee system activity. Thus, privileged or confidential material shall not be communicated via the system due to potential monitoring. 8. Employees shall not use a code, access another employee's messages or files, or retrieve or modify any stored information, unless authorized to do so by a supervisor. All computer pass codes must be provided to supervisors upon request. I have read the Intemet/IntranetJElectron[c Mail Policy and agree to abide by the terms and conditions listed above. I understand the system is a privilege, not a right, and that if ! violate this policy or attempt to use the system for improper pdrposes, I shall be subject to discipline, up to and including discharge. Employee Name (print) Employee Signature Date Employee Depadment You can either print this page, or download the Microsoft Word 6.0/95 version of this document here. http://www.civic.iowa-city.org/policy/policy_mail.htm 3/12/2002 Council Activities October 3, 1989 Page 7 Moved by Larson, seconded by Horowitz, that the correspondence from Ms. Edwards be accepted. The Mayor declared the motion carried unanimously, 7/0, all Councilmen~,b. ers present. The Mayor announced the following vacancy: Senior Center Commission -' one va '..c,3ncy for an unexpired term ending 12/31/91. This appointment will be made at the i 1/1:'~1/89, COuhcil meeting. Moved by Ambrisco, seconded by Horowitz, to re-appoint D. Roger Brunet, 3016 Raven Street and Loren Horton, 3367 Hanover Ct., to the Riverfront Commission for .three-year terms ending 12/1/92. The Mayor declared the motion carried unanimously, 7/0, all:..'.C, ouncilmembers present. ' ' Courtney noted a recent letter to the editor in the Press-Citizen regarding hous,.ing discrimination and asked what avenues people had who wished to follow-up. The. City Manager explained that Individuals could pursue such claims through HUD~:)r through the City's Human Rights Ordinance, noting that our ordinance was stronger than the HU...D regulations. Courtney asked that information be distributed through our. Leased' Housing. Program. Courtney announced that the Convention and Visitors Bureau had hired a new Executive Director, Wendy Roe, and urged everyone to stop by during a reception in her honor on 10/12. Horowitz reminded everyone that Saturday, 10/14, is Toxic Clean-Up Day in Iowa City and enCOuraged everyone to participate. Any questions should be addressed to the Johnson County Health DepartmenL Kubby noted the event was due to the persistence of the Health Department and Environmental Advocates. Horowitz Said the League old'Women Voters [ will sponsor a legislative forum at the Senior Center from 5:00 to 7:30 on 1'0~4. Ambrisco noted a recent speech by University President Hunter Rawlings concerning .a~ more pedestrian .. campus and questioned if the proposal involved the dosing of the Iow~a"Avenue bridge. McDonald stated the proposal did not include closing the bridge and 'ttfat speech centered .: around long range goals and a general overview of ideas. He felt the City would have an ample opportunity to discuss these ideas with the University. The City Manager .Stated that a joint committee has not been formulated to date but that the Fire Department and .P...Ublic Works Department had reviewed the proposal. Larson praised the efforts of sta~f-'~d thb owners of . the Cliff Apartments on continuing to address the problem of erosion behind the ap. artments. " Larson stated he was impressed with their plans and noted that the Completion of./~eir plans will not be hindered by the end of the construction season. Kubby noted the s~ss of the recycling program within the City offices and urged the University to get ~..l~.ed!' The Mayor noted the recommendation from the City Council Rules Committee that the proposed by-laws as presented by the Design Review Committee be adopted, Staffmember Part Cain stated that it was important that the Committee establish by-laws and that they wou!d :- be coming back to Council with changes after the Committee had an opportunity to address certain issues. One item that will be looked at would be the question' of indefinite'~lerms of members. Moved by Ambriso~ seconded bY Horowitz, to approve the recommendati'~)n of, the City Council Rules Committee that the Council adopt a policy that any Councilmember who .~ilizes City Stationery for correspondence purposes copy the Council, and that any COrrespondence tl~at infers to rellect the en~J'~e mood or,he entire Councit.'be signed b_y the .Mayor. City of Iowa City MEMORANDUM Date: November 19, 2003 To: City Council and Council Elect From: Eleanor M. Dilkes, City Attorney Re: Types of Measures and Voting Procedure This memo will summa'rize the types of measures addressed by the City Council and voting procedures. 1. Motion vs. resolution vs. ordinance. Attached you will find an August 2000 article in Cityscape, a publication of the Iowa League of Cities, which discusses the differences between motions, resolutions, and ordinances. 2. General passage requirements. a. Simple majority i. Motion requires a majority of the quorum ii. Resolutions and ordinances require a majority of "members of Council." "Members of Council" includes all members of the Council (including vacant seats and seats where the member is absent) but does not include a seat where the Council member declines to vote by reason of a conflict of interest. A Council member's statement that he or she declines to vote by reason of a conflict of interest is conclusive. b. Ordinances require three readings. Ordinances must be voted on at three meetings unless this requirement is suspended (i.e. readings are "collapsed") by vote of three-quarters of "members of council" c. Supermajority or extraordinary majority votes are sometimes imposed by statute' (e.g., protested zoning per Iowa Code §414.5 requires three-quarters of the members of Council; Iowa Code §21.5 requires two-thirds of the members of Council or all present to close a meeting; §380.3 requires three-quarters of the members of Council to collapse ordinance readings. d. City Council Resolution No. 00-117 dated March 21, 2000 adopts a standing rule regarding the effect of a Council member's abstention when not required by a conflict. The resolution is attached and provides that an abstention for reasons other than a conflict of interest is deemed a vote with the majority or, in cases of a tie vote, a vote in the affirmative. 3. Rules of procedure. Per City Code 1-5-6, Robert's Rules of parliamentary procedure govern sessions of the City Council in all cases where they are applicable and not inconsistent with the standing roles of the Council. Attachment cc: Steve Atkins Dale Helling Marian Karr How to use motions, resolutions and ordinances Q: What is the difference between a meeting. Motions require a majority and thc whole process ~ust start over. motion, a resolution and an ordinance? vote of the quorum at the meeting to If the council makes substantive A: A motion states that the council pas~ For example, if the city has five changes to an ordinance or amendment intends to take specific action on a council seats, but one is vacant and one on any consideration, it is tee. om- routine matter. It is a statement of is absent f~om the meeting, two mended that the council start the direction rather than a statement of affirmative votes from the three process over so the public has a clear policy. Motions are used to handle members present will pass a motion, understanding of the law being passed routine business of the city at council For resolutions, ordinances and by the council. All official council action meetings and are recorded in the amendments, affirmative votes on measures must be recorded in the minutes. Actions typically addressed by representing a majority of the total minutes. Code Chapter 21, the Open · a motion include approval of the number of seats on the council are Meetings Law, requires that enough minutes, claims, licenses, permits and required for passage. For example, if a information be included in the minutes giving direction to city staff on a city council has five seats, but one seat so thc public can determine how each particular issue, is vacant and another person is absent council member voted. A resolution is a statement of policy from a meeting, all three of the Q: Do council actions take effect that has an impact beyond the remaining council members attending Immediately? immediate circumstances and which is the meeting must vote for a resolution, best preserved in written form. ordinance or amendment in order for it A: A motion does not need to be signed Examples include setting council rules to pass. by the mayor and becomes effective and procedures, setting wages and However, there could be an occasion immediately. A resolution becomes salaries, establishing rules of conduct where a resolution or ordinance passes effective after the mayor signs it. for public hearings and establishing without a majority vote of the total Ordinances and amendments take investment and other financihl policies, members. For example, in the event of effect after they have been signed by the A resolution may also be used for a justified conflict of interest by two of mayor and have been published, unless official statements of the council when the five council members, a matter a subsequent effective date is provided. the use of an ordinance would not be could pass on a vote of two to one. The If the mayor does not sign or does not -ppropriate. In certain cases, thc vote is calculated on thc basis of the veto a resolution, ordinance or amend- . ,,as,sage of a resolution is required by number of council members not merit, a resolution becomes effective 14 statute. Examples include entering into disqualified by reason of conflict of days after passage and an ordinance or contracts, approval of the city budget, interest, amendment becomes effective after 14 setting up special assessments, accept- Motions and resolutions can be days and publication, unless a ing audit and financial reports and passed with a majority of votes at one subsequent effective date is provided. purchasing and selling property. A meeting. Ordinances and amendments Q: what ~eto authority do~i the mayor resolution must be passed to spend to ordinances must be passed by the have? public funds in excess of $25,000 on any majority at three council meetings A: The mayor has no veto authority one project or to accept public before becoming final. However, under over a motion, but the mayor can veto a improvements and facilities upon their Code of Iowa Section 380.3, if at least resolution, ordinance or amendment completion. Resolutions are usually three.fourths of the council seats vote within 14 days after passage. numbered and kept in a special to suspend this requirement, it may pass The majority of cities in Iowa operate resolution book. in one or two meetings, under the mayor-council form of An ordinance is a city law of a If the ordinance or amendment fails government with an odd number of general or permanent nature. It is the to pass at any consideration, the council members. Under this form of most authoritative act the council can ordinance or amendment is defeated government, the mayor never votes, not perform. An ordinance passed in even in the event of a fie vote. Under proper form and not in conflict with any those forms of government where the state or federal law has the same force we holt) out cllonls mayor does vote, he or she may not veto as a state law within city limits. Because cq:~to~ze on a resolution, ordinance or amendment they are the city laws, ordinances oppodunlfles ond upon which he or she was entitled to should be kept in the city code book. minimize Iic~litios. vote on at the time of passage. The Ordinances cover ali areas of municipal mayor is required to give the council a authority from setting speed limits on ^~on · C<rnme,cu/ written explanation of the reasons for city streets to establishing water and ~~n~t the veto at the time of the veto. Within sewer rates, r~x~ · ~ 30 days after the veto, the council may repass the resolution, ordinance or Q: Do the requirements for passing ~ amendment with a two-thirds vote of otion, resolution or ordinance differ? ~C-~L'm,~"~v""'~" the council. For example, if the city has A: Yes. In order for any action to be ,~.__~,,,~,~c~,v~ a five-member council, four votes are taken on an issue, the item must be on needed to override; on a seven-member the tentative agenda posted prior to the -.~.__.,,,, ~.s,~n,-.s~,~ council, five votes are needed. ~. CiIY~Cfl~E August2000 7 Prepared by: Eleanor M. Dilkes, City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030 RESOLUTION NO. 00-1;17 RESOLUTION ADOPTING A STANDING RULE REGARDING THE EFFECT OF A COUNCIL MEMBER'S ABSTENTION WHEN NOT REQUIRED BY A CONFLICT OF INTEREST. WHEREAS, pursuant to Section 380.4 of the 'State Code, in the absence of a conflict of interest a Council member who abstains is included for purposes of determining whether a measure has passed; and WHEREAS, legal significance or effect must be given to a Council Member's abstention when the abstention is not required by a conflict of interest in order to p.revent frustration or abuse of the legislative process; and WHEREAS, in order to assure that a Council Member must vote "no" in order to defeat a measure and may not do so by inaction, the City Council desires to adopt a standing rule that abstentions not due to a stated conflict of interest shall be deemed to be a vote with the majodty or, in cases of a tie vote, a vote in the affirmative. NOW, THEREFORE, BE IT RESOLVED BY THE CiTY COUNCIL OF THE CITY OF IOWA CITY, IOWA, THAT: 1. The City Council of the City of Iowa City hereby adopts a standing rule that an abstention for reasons other than a conflict of interest shall be deemed a vote with the majodty or, in cases of a tie vote, a vote in the affirmative. For purposes of this rule, the statement of a Council Member that the Council Member declines to vote by reason of a conflict of interest is conclusive. Passed and approved this 21st day of March ., 20 O0 ~/I~YOR CITY'CLERK City Attorney's Office __~,~,_~.~.~, CI ! 0 W A C ! T Y RANDUM DATE: November 22, 2005 TO: Council and Council elect .,~ FROM: Marian K. Karr, City Clerk RE: Planning & Zoning Consultation Policy At the request of Council I am forwarding a copy of the 1984 resolution establishing a consultation policy for the City Council and the Planning and Zoning Commission. The proposed zoning code currently being reviewed includes this policy and if the new code is adopted this resolution will be repealed. RESOLUTION NO~ 84-39 .RESOLUTION ESTABLISHING A. CONSULTATION POLICY FOR THE CITY COUNCIL AND THE PLANNING AND ZONING CO~4ISSION WHEREAS~ the City Council of Iowa City receives on a regular basis recon~nen- dation$, from the Iowa City Planning and Zoning Commission; and WHEREAS, the City Council may from time to time reach a different conclusion from that recommended by'the Planning and Zoning C~ission; and WHEREAS, the City Council believes that the best interest of Iowa City is served by a complete and open discussion and a full understanding of the Conmisston's r~conmendation on any issue, prior to final action being taken by the Council. NOW, THEREFORE., BE IT RESOLVED, that: In those instances in which the City Council has reached an informal consen- sus on a planning or zoning matter which is contrary to the recomnendation of the Planning and Zoning Comnission, the City Council will defer formal action on that matter bntil a discussion has taken place between the Council and representatives of the Planning and Zoning Co~xnission. It was moved by Dickson and seconded by Strait the Resolution be ad~pted'~'""and upon roll call there were: AYES: HAYS: ABSENT: _ X Amb~isco × Baker × Dickson X Erdahl X --McDonald X Strait X --Zuber Passed and approved this ~Sth day of Peb~9~ , lgB4j ~AYOR CITY CLERK ReCeived & Approve~ SV lhe Legal Depad, me. nt City of Iowa City MEMORANDUM Date: November 22, 2005 To: City Council and Council Elect ,,~. From: Eleanor M. Dilkes, City Attorney Re: Council Committees Attached you will find my memo to Council dated February 9, 2000 which addresses the subject of when a subcommittee of the Council is a "governmental body" subject to the Iowa Open Meetings law. While there is considerable debate among municipal attorneys as to when a Council subcommittee is subject to the Open Meetings law my opinion continues to be that which is set forth in the attached memo. Currently, the Council has the following "committees": Convention and Visitors Bureau (1 member); Emergency Management Committee (1 member); JCCOG (6 members plus 1 alternate); Student Senate Committee (2 members); Rules Committee (2 members); Economic Development Committee (3 members). Both the Rules Committee and the Economic Development Committee are and have been treated as a "governmental body" and open meetings are held. JCCOG is a governmental body and complies with the open meetings law. The "committees" of one for Convention and Visitors Bureau and Emergency Management are more appropriately called representatives of the Council and do not create an open meetings issue (i.e. Council's sending of a representative to another body's meeting does not make that body a "governmental body"). Finally, the Council (at its work session of February 14, 2000) has stated that the purpose of the Student Senate subcommittee is only to gather information and bring it back to Council. Accordingly, it currently is not subject to the Open Meetings law. cc: Steve Atkins Dale Helling Marian Karr Eleanor\memos\councilcom m.doc City 'of Iowa City .... M£MORANDUM Date: February 9, 2000 To: City Council From: Eleanor M. Dilkes, City Attome Re: Council Committees There has been some confusion of late as to when a committee appointed by Council is subject to the Iowa Open Meetings Law. If the Council (as opposed to say the Mayor, or the City Manager) creates an advisory committee, including a committee made up of members of the Council, that committee is a 'governmental body" and therefore subject to the Iowa Open Meetings Law (i.e. notice, minutes, open to the public, executive sessions, etc.), if the purpose of the committee is 'to develop and make recommendations on public policy issues.' Iowa Code Section 21.2(h); Op. Atty. Genr'l. November 18, 1993. If the com~nlffee is not charged with making a recommendation to Council, i.e. it does not have a policy-making function, it is not a govemmental body. For example, "a task force created to measure the extent of a problem and deliver raw data [to the Council] would not be covered because it would not be charged with recommending any particular course of action'. 11118/93 Op. Atty. Genr'l. at p.64. So, for example, if the legislative committee created by the Council is simply charged with gathering information on state legislation and repoding back to the Council about such legislation it is not a 'governmental body". If, on Ihe other hand, it is charged with developing a legislative 'agenda" and recommending the same to Council, it is a governmental body and its meetings must be open. At your organizatJona! meeting you created th'e following 'committees': Convention and Visitor's Bureau (1 member) Legislative Committee (3 members) Emergency Management Committee (1 member) JCCOG (6 members + Mayor as alternate) Student Senate (2 members) Rules Committee (2 members) The Rules Committee is and has been treated'as a "governmental body' and open meetings are held. JCCOG is a governmental body and complies with the Open Meetings law. The 'committees' of 1 for Convention and Visitor's Bureau and Emergency Management are more appropriately called representatives of the Council and do not create an open meetings issue (i.e. Council's sending of a representative to another body's meeting does not make that body a "governmental body"). You need to decide what the functions of the Legislative and Student Senate committees are. If you wish to leave either commiffee in place and give it a policy-making function, it must have open meetings. This issue will be on your work session agenda for February 14. Any action necessary as a result of your informal discussiOn will be scheduled for the next formal Council meeting. cc: Steve Atkins Dale Helling Marian Karr Assistant City Attorneys Eleano~mem~govebody.doc Counc~ Work Session Minutes February 14, 2000 Page 4 .SALE OF CITY PROPERTY/RIGHT-OF-WAY-VALUATION (1112 memo Item//10, Item #11, Item//12) City Attorney Dilkes recommended that a starting point for establishing] a value is with the assessed vahJe of the neighboring properly and then evaluate other facts unique to each parcel. Council agreed to the City Attorney's recommendation for valuation; will defer item #10 (Flanagan & Rose) to enable staff to discuss the formula of va{uation; and proceed with items //11 and 12. COUNCIL COMMITTEES (IP4 of 2/10 packet) ['-~Council agreed to dissolve the Legislative Committee and retain the Student Senate Committee t_as a information gathering committee only, reporting back to Council. STAFF ACTION: Prepare resolution dissolving Legislative Committee for Council action. (Dilkes) .TELEVISED WORK SESSIONS Majority of the Council did not wish to pursue televising the work sessions at this time. APPOINTMENTS Alrpod Commission - Alan Ellis. Civil Service Commission - Reappoint Michael Kennedy~ Historic Preservation Commission - appoint James Enloe, East College Green and Peter Jochimsen, Woodlawn; Reappoint Michaelanne Widness- At Large; and Pamela Michaud, College Green. Human Rights Commission - Maureen Howe. Telecommunica'tions Commission - reappoint Elizabeth McKray and Cathy Weingeist COUNCIL TIME 1). City Attorney Eleanor Dilkes aleded Council to the addition of item #27b to the agenda, a resolution terminating the agreement with Gene (Kroeger) L.L.C. for construction of a building at the comer of Linn and Court Streets. 2). Council Member Kanner reported on a discussion with the SchOOl Board President .. regarding a Council and School Board joint meeting. Staff noted that a joint meeting with other County entities is planned in March or April and staff was directed to investigate starting that meeting 30-45 minutes earlier to allow Council and School Board to meet first. 3). Council Meml~er Kanner stated he would be attending the CDBG meetings the next two days, and wanted to make sure there would not be more than three Council people in attendance. No one indicated attendance. 4). Council Member Vanderhoef told the Council lhat she will be abstaining from the vote the following evening on the Iowa Avenue Project due to a conflict of interest, Adjourned 10:20 derk/.xw2- ! 4,4)0w~,~oc March 7, 2000 City of Iowa City ,P,age 2 (5) Class C Beer Permit for Hy-Vee, Inc., dba Hy-Vee #3, 1201 N. Dodge St. (Renewal) (6} Class B Wine Permit for Hy-Vee, Inc., dba Hy-Vee #3, 1201 N. Dodge St. (Renewal) {7) Refund for an unused portion of a Class [~ Wine Permit for Nash-Finch Company dba Econofoods//473, 1987 Broadway St. (8) Refund for an unused portion of a Cl=ss C Beer Permit for Nash-Finch Company dba Econofoods #473, 1987 Broadway St. C)O-~[ (9) Resolution to issue a Dance Permit for Sports Column Corp. dba Sports Column. 12 S. Dubuque St. (Renewal) c. Motions. {1) CONSIDER MOTION ABOESHING THE CITY COUNCIL LEGISLATIVE COMMITTEE. Comment: Given Council confirmation at their work session of February 14 that the City Council Legislative Committee was not intended to advise Council on policy issues, and Council interest in having any Council Member who desires to participate in such matters to do so, Council desires to abolish the Legislative Committee. (2) CONSIDER A MOTION TO APPROVE DISBURSEMENTS IN THE AMOUNT OF $14,278,130.54 FOR THE PERIOD OF JANUARY 1 THROUGH JANUARY 31, 2000. AS RECOMMENDED BY THE FINANCE DIRECTOR SUBJECT TO AUDIT. DISBURSEMENTS ARE PUBUSHED AND PERMANENTLY RETAINED IN THE CITY CLERK'S OFFICE IN ACCORDANCE WITH STATE CODE. d. Setting Public Hearings. DO- '7?- ....... (1) CONSIDER A RESOLUTION SETTING A PUBUC HEARING FOR MARCH 21 ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATE OF COST FOR THE CONSTRUCTION OF THE MORMON TREK BOULEVARD IMPROVEMENTS - ABBEY LANE TO HIGHWAY 1 PROJECT, DIRECTING CITY CLERK TO PUBLISH NOTICE OF SAID HEARING, AND DIRECTING THE CITY ENGINEER TO PLACE SAID PLANS ON FILE FOR PUBLIC INSPECTION. Comment: This project will widen Mormon Trek Boulevard to four lanes from Abbey Lane to Highway 1. It will include the installation of storm sewer, sanitary sewer, sidewalks and water main. The project will also include improvements at the Highway 1 intersection and both Westside Drive intersections and drainage improvements near Abbey Lane. RESOLUTZON NO. 83~2,~3 RESOLUTION ADOPTING A POLICY REGARDING SERVICE BY CITY COUNCIL MEMBERS ON THE GOVERNING BOARO OF ANY AGENCY FUNDED BY THE CITY OF IOWA CITY. WHEREAS, the City £ouncil is often requested to appoint a representative Council member to serve on the governing board of vartous local organizations, service agencies, and similar bodies; and I~IEREAS, the City of Iowa Ctty annually allocates funding Lo assist Jn the operation of such agencies; and WItEREAS, it normally occurs that the various agencies requesting funding must compete for a share of limited available financial resources; and' WHEREAS, such funding is allocated by decision of the City Council as a result of a direct voting process; and WHEREAS, ~t is ~n the best interest of the City Council and all citizens of Iowa City that Council members remain unbiased in their decSsion-making processes and avoid situations ~hich might foster such b~as. NOW, THEREFORE, 8E ~T RESOLVED BY THE CITY CouNCIL OF IO~A CITY, IOWA, that Jt shall be the policy of the City Council that no Counctl member -shall be appointed by the City Council to serve as a member of the governing board of any human service agency which is funded by the City of Iowa City or which agency anticipates requesting such funding. It' was moved by - ~yn~ and seconded by Dickson the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: X Balmer X Dickson Erdahl X ~ Lynch McDonald Neuhauser Perret Passed and approved this 5~hday of Su[y , 1983. Prepared by: Eleanor M. Dilkes, Cily Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030 RESOLUTION NO. 0].-]69 RESOLUTION REQUIRING THAT CITY COUNCIL APPOINTEES VOTE IN ACCORDANCE WiTH CITY COUNCIL POLICY AS ESTABLISHED BY MOTION, RESOLUTION, OR ORDINANCE; AND ESTABLISHING THAT FAILURE TO DO SO SHALL BE JUST CAUSE FOR REMOVAL FROM SUCH APPOINTMENT. WHEREAS, the City Council appoints council members to serve as Council's representatives to other organ~'.ations or entities; and WHEREAS, such City Council appointments are currently made to the following organizations or entities: Johnson County Council of Governments, Emergency Management Commission, Iowa City/Coralville Visitors and Convention Bureau; and WHEREAS, the City Council expects that as a representative of Council Io said entities the Council appointee will vote in accordance with the formal action of the City Council as expressed by motion, resolution, or ordinance; and WHEREAS, failure to vote in accordance with City Council formal action constitutes good cause for removal of the City Council appointee; and WHEREAS, a procedure should be established to provide notice and an opportunity to be heard to the City Council appointee whose remo~/al is sought pursuant to the terms hereof. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOW& THAT: 1. City Council members who are appointed to serve as Councirs representative to other organizations or entities shall vote in accordance with formal City Council policy as established by motion, resolution or ordinance. 2. Failure of a City Council appointee to vote in accordance with such formal action of the City Council shall constitute just cause for removal of the City Council appointee from such appointment. 3. A City Council appointee who fails to vote in accordance with the formal action of the City Council may be removed by the City Council. Said removal shall be by resolution of the City Council, shall give the reasons for the removal, and shall be sent by certified mail to the person removed who, upon wdtten request filed with the City Clerk within thirty (30) days of the date of mailing the copy, shall be granted a public hearing before the Council on all issues connected with the removal. The hearing shall be held within thirty (30) days of the date the request is filed, unless the person removed requests a later date. Following the public hearing the Council will either confirm its earlier decision of removal or reinstate the removed Council person to the appointment. Passed and approved this ].21:h day of June ,20 {')] . CI~.._CI~ERK ' - - City Attorney's Off~.,e Elear:offl'es~coundlvote-~es .doc DATE: November 22, 2005 TO: Council and Council Elect FROM: Marian K. Kan', City Clerk RE: Council Work Sessions Council work sessions have been held various times in the past 25 years. When I first started work sessions were held at 1:30 PM in the City Manager's Conference Room. Then sessions were moved to 4:00 PM and then 6:30 PM and in Harvat Hall. A number of communities have customized their work sessions to their community needs. I've attempted to identify a number of approaches below: · Eliminate work sessions (for agenda items) and schedule only when needed for special directions or information (e.g. budget) · Eliminate work sessions and hold two formal meetings. Monday evening may be consent calendar and planning and zoning items and Tuesday could be the remainder of the agenda. · Hold work session prior to formal meeting (4:00-6:00), allow a dinner break between. Citizens then don't have to attend two different night meetings. · Change'work session start time to a daytime meeting. Could be 8:00-10:00 AM or 4:00-7:00. Work sessions are not required by law or set by resolution. Council is free to experiment. U/cmtransition/worksessionchoices.doc Council Work Session February 27, 2002 Page 3 added the ordinance has an impact on development because it changes the overlay zones, A staff evaluation will be available at the time of the public hearing, 5, (Item ~ - Resolution. .. issuance of $27,055,000 sewer revenue bonds) In response Io Council Member Kanner, the City Manager stated staff will Prepare calculations on what Impact the refinancing will have on rates and reporl back to Council. 6. (Item #7 - Ordinance amending Title 1 ...... "Election Precincts".,.) The City Clerk requested expedited action on the item. 7. ((Item #11 - Resolution adopting,., annual budget for..,fiscal year ending June 30, 2003) Pfab indicated his support to proceed with the Iowa River Power Dam Improvements. COUNCIL PROCEDURAL ISSUES (IP2 of 18 Info Packel) Mayor Lehman stated he would be willing to discuss rules and regulations for Council but hoped that once decided the body would follow those procedures. Council discussed Council Member Kanner's memo and agreed to the following: 1, Three Council Members could place items on the work session agenda o.r formal agenda 2. Individual Council Member requests to staff for an extraordinary amount of research will be reported to the Cib/Manager. The City Manager will bring it to the entire Council, and the majority' (4 Council Members) will decide on the request. 3.Retained the same starting time for work session and formal meetings. After discussion, the Mayor indicated he would be summarize the Council majodty direction verbally for the record after informal discussion, and his desire nol to allow public input at a work session but instead direct it to the formal meeting. Meeting adjourned 6:50 PM. DRAFT Tentative Schedule (dates/times subject to change) JANUARY 2006 MON DAY TUESDAY WEDN ES DAY TH U RSDAY FRI DAY 2 3 4 5 6 HOLZDAY 4:00 PM Organization Formal OFFICES CLOSED 9 10 11 12 13 6:30 PM Special Work 7:00 PM Special Formal Session 16 17 18 19 20 TBA special BUDGET work HOLI:DAY session OFFICES CLOSED 23 24 25 26 27 6:30 PM Special Work 7:00 PM Special Formal 1:00-3:00 GeoComm Joim Session Commumcation Center 3:30-6:00 special BUDGET work session 30 31 TBA special BUDGET work TBA special BUDGET work session session DRAFT Tentative Schedule (dates/times subject to change) FEBRUARY 2006 MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY ! 2 3 6 7 8 9 10 6:30 PM Work Session 7:00 PM Formal Publish budget hearing notice* (set budget public hearing*) 13 14 15 16 17 20 21 22 23 24 TBD Special Work Session J---{OL.'[' ~)/~Y 7:00 PM Formal OFFICES CLOSED (budget public hearing*) 27 28 * Budget adoption scheduled for March 7 (prior to March 15 State deadline) Prepared by: Marian Karr. City Clerk, 410 E. Washington SI., Iowa City, IA .52240 (319) 356-5041 RESOLUTION NO. RESOLUTION ESTABLISHING TIME AND PLACE OF FORMAL MEETINGS OF THE CITY COUNCIL OF IOWA CITY, IOWA. WHEREAS, City Code Section 1-5-5 provides that the time and place of regular formal meetings of the City Council of Iowa City, Iowa, shall be set by resolution of the Council; and WHEREAS, on May 7, 1996, the City Council adopted Resolution 96-136 setting the time and place for regular formal Council meetings to be every other Tuesday of each month at 7:00 o'clock p.m. in the Council Chambers of the Civic Center, starting with the July 2, 1996, meeting; and WHEREAS, the Council deems it in the public interest to repeal said Resolution and establish the following schedule. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA: 1. That Resolution 96-136 be repealed. 2. By this resolution regular formal Council meetings of the city Council of Iowa City, Iowa, shall be held on the first and third Tuesday of each month excluding holidays, in the Council Chambers of the Civic Center of Iowa City, Iowa starting at 7:00 o'clock p.m., Central Standard Time, or Central Daylight Time, whichever is in effect in the City of Iowa City at the time of said meeting, said meeting times to become effective with the regular Council meeting of January 18, 2000. 3. In the event a regularly scheduled formal Council meeting falls on a holiday, Ihe City Council shall determine whether or not to hold such meeting at another date, or to waive said meeting. Passed and approved this_ 23rd day of November 99. ~I~LERK ' It was moved by No~'ton and seconded ' be adopted, and upon roll call there were: AYES: NAYS: ABSENT: X . Champion X .... Kubby X .... Lehman X Norton . X . ~ O'Donnell X . Thomberry ~ Vanderhoef Prepared b~. Marian K. Kan'. City Clerk, 410 E. Washington St.. Iowa City, IA 52240 (319) 356-5041 RESOLUTION NO. 00-102 RESOLUTION REPEALING RESOLUTION NO. 98-310 OF THE CITY COUNCIL OF THE CITY OF IOWA CiTY AND APPROVING A NEW RESOLUTION SETTING FORTH RULES OF ORDER FOR THE CONDUCT OF FORMAL COUNCIL MEETINGS. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA, that said Council does hereby repeal ReSolution N°. 98-310 and, in its place, approve Rules of Order for the Conduct of Formal City Council Meetings as follows: A. Order of Business The business of the City Council shall be taken up for .consideration in substantially the following order, except as otherwise ordered by the Mayor or City Council:' 1. Roll Call 2. Mayor's Proclamations 3. Consent Calendar 4. Community Comment (until 8:00 P.M.) 5. Planning and Zoning Matters: hearings, recommendations, ordinances and resolutions 6. Other Public Hearings 7. Other Ordinances 8. Other Resolutions 9. Community Comment (continued if necessary) 10. Council Business 1 1. City Manager, City Attorney, and City.Clerk Business 1 2. Adjournment B. Content of Consent Calendar Those items on the Agenda which are considered routine will be listed under the Consent Calendar and be enacted by one motion, with a roll call vote. If the Mayor, a Council member or a citizen specifically requests that any of the items be considered separately, these items will be removed and considered later on the Agenda. Passed and approved this 21st day of Marc ,2000. CITT'~3LERK ' '"' ~.. Prepared by: Marian K. Karr, City Clerk, 410 East Washington St., Iowa City, IA 52240 (319) 356-5041 RESOLUTION ~ RESOLUTION REPEALING A RESOLUTION PASSED JUNE 15, 1965, ESTABLISHING A PROCEDURE FOR CALLING OF'A SPECIAL MEETING AND ADOPTING A NEW RESOLUTION ESTABLISHING PROCEDURE FOR CALLING OF A SPECIAL COUNCIL MEETING WHEREAS, City Ordinance No. 2342, codified as City Code Section 1-5-5, provides that the procedure for the calling of a special meeting shall be set by resolution, and WHEREAS, the City Council expanded from five (5) members to seven (7) members in 1973; and WHEREAS, it is in the interest of the City of Iowa City that the City Council establish a procedure [or the calling of a special meeting. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA THAT: 1. Said resolution of June 15, 1965 is hereby repealed. 2. Special meetings of the City Council of the City of Iowa City, Iowa may be called by the Mayor or three (3) Council Members. 3. Notice of the calling of a special Council meeting shall be in writing and shall include the time and place of said meeting, the business to be conducted at said meeting, and the person or persons calling said meeting. 4. Notice shall be served on each Council Member at least twenty-four (24) hours pdor to the time of said meeting by delivering a copy thereof to the Council Member in person or to the Council Member's place of residence as shown by the records of the City Clerk. City Clerk in consultation with the City Attorney will document service and make record of the same. 5. Provisions for the call, notice, or time of service may be waived if the entire Council shall consent in writing thereto. 6. Provisions of the method of service may be waived by the individual Council Member affected thereby. Passed and approved this 2''~ day of July, 2002. Passed and approved this 2 dayof _ ~]uly ,20._0.?.~. ...~..~.'..--'""../~' ... .,.,:f . .¥:..- A~oved by OI~L~R~ ~ Attorney's Office Cler~res/s~ciel ~e~ing.~ City of Iowa City ME'MORANDUM DATE: April 22, 2002 TO: Mayor and City Council FROM: Steve Atkins, City Manager ~ Eleanor M. Dilkes, City Attornf~-~5 Marian K. Karr, City Clerk ~ TM RE: Distribution of Correspondence to the City Council In February a procedure was developed to insure an orderly distribution of correspondence addressed to Council (regular mail, emails, and hand delivered items). Effective immediately we would like to revise the procedure to allow you to receive the correspondence at your Council meeting Monday or Tuesday evening if it is an agenda item, but no later than the next information packet or formal agenda if it is not an agenda item. A folder of Council correspondence received, and awaiting distribution will continue to be maintained by the City Clerk. Please remember that the public as well as the media may be aware of Council correspondence pdor to Council distribution by viewing the City Clerk folder. 1. All correspondence is officially received by the City Clerk. 2. All written correspondence is file stamped. 3. Emails are printed (showing Clerk name, time, and date/not officially file stamped). Emails are also received simultaneously by the Adm. Asst. to the City Manager and Asst. City Manager and acknowledged by that office. 4. Ail correspondence received after the agenda was printed and relating to current agenda items will be distributed to Council at the work session or formal meeting, and accepted on the agenda. All other correspondence received after printing of the agenda will be accepted at the next formal meeting, or included in the information packet.* Staff recommends the change to the procedure to focus handouts to only items listed on the agenda, reduce the number of late handouts, and preclude Coundl discussion of items not listed on the agenda. *Corresponder~ce addressed to Council will be officially received at a formal meeting. Correspondence listing Council as a "cc" will be included in the information packet. COUNCIL PACKET GUIDELINES AGENDA PREPARATION SCHEDULE MONDAY WEDNESDAY THURSDAY 12p Support documents 9a Staff meeting to review 9a ALL AGENDA SUPPORT (resolutions, ordinances, agenda items. AND INFORMATION agreements, etc.) due to PACKET DOCUMENTS City Attomey for review. 4p Support documents DUE TO LISA. DO NOT finalized by Attorney. PLACE ITEMS IN 12p Items and comments Staff member to pick-up. INTERNAL MAILBOX. due to Lisa. DELIVER TO CITY MANAGER'S OFFICE. 3p Agenda distributed. Please submit items and comments to Lisa via email. Off-Week Information Packet: Items due to Lisa by 9a Thursday. Do NOT put items in internal mailbox - deliver to City Manager's Office. DOCUMENT DISTRIBUTION TO COUNCIL Documents dis~'ibuted to Council DO NOT need to be in multiple hardcopies, as they now receive packets on computer. Instructions for submitting Council documents follow: Guidelines: · Submit one original to Lisa no later than 9a Thursday for inclusion in Council's Thursday packet. · Numbered Pages · One-sided · No staples · Font size 10 point or above · Font easy to read (Times New Roman, Courier New, Universal, Arial) · Lines and pictures should be away from the print (e.g. do not put DRAFT across text) · DO NOT USE shading (even in blank areas)--instead use underlines, strikeouts, bolding, italics, or asterisks in the margin to signify special text. · Scan size maximum for color is 8½'x 14" and black and white maximum is 11" x 17". Larger documents must be reduced before they are delivered to Clerk for scanning. If they are not received in reduced form, they will be scanned in pieces. NOTE: All items submitted are permanently retained and archived per State Code requirements. SPecial Circumstances: · Bound Reports, Booklets, and Color Documents Deliver an original, one sided, page numbered, no staples, reduced-size (if necessary) copy to Clerk's Office by 5p Monday for inclusion in Council's Thursday packet. Del{ver a black and white 8½' x 11', no staples, one-sided copy to Lisa by 9a Thursday. Council will receive the scanned version. (In rare circumstances, if it is a document of 100 pages or more that must be referred to extensively by Council, please supply the above as well as 14 (7 for Council, CA, CM, ACM, Clerk and 3 for media) hardcopies to the Clerk.) Council Work Session 7-9-01 July 26, 2001 Page 5 COUNCIL TIME 1. Council Members O'Donnell and Wilbum actmowledged the fireworks at City Park on July 7~ and the large crowd attending. 2. Council Member Kanner stated he would be doing his annual tour of city departments and facilities and invited people to join him. 3. Council Member Vanderhoef requested that a Council tour be scheduled in the fall. The City Manager suggesled Council candidates be invited. Staff will follow up. 4. Council Member Pfab stated he had viewed the new crosswalk over at Weber School and commented there were some happy neighbors over there. 5. Coundl Member Vanderhoef requested that a work session on storm water utility charges be scheduled before budget sessions in January. The City Manager stated staff was working on administrative, legal and lechnical questions and would provide Information in conjunction with the scheduled fall bus tour. .,'Mayor Lehman suggested that whenever a non-controversial item is for requested expedited action that a special formal meeting be scheduled before a scheduled work session for the purpose of one reading. Another reading could be scheduled at the forma meeting the next evening. A majority of Council agreed to the procedure. Council Member Kanner suggested a resolution be prepared formalizing Council poacy to allow anyone to come and speak on any Issue on the agenda. A majority did not express interest in pursing the resolu[ion suggested by Council Member Kanner. Meeting adjourned 9:15 PM. COUNCIL BIO INFORMATION CONTACT INFORMATION Name: Address: Phone: TERM IN OFFICE EDUCATION FAMILY HOBBIES HOW LONG HAVE YOU LIVED IN IOWA CITY? OTHER COMMUNITY SERVICES/ORGANIZATIONS INVOLVEMENT S:Councilmembertran sition/bioshecttdoe Prepared by: Marian Karr, City Clerk, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5041 RESOLUTION NO. 04-1.1.7 RESOLUTION ESTABLISHING A POLICY FOR COUNCIL MEMBER USE OF CITY LAPTOP AND PRINTER; ESTABLISHING PROCEDURE FOR E-MAIL CORRESPONDENCE AND DISTRIBUTION OF WEEKLY COUNCIL PACKETS; AND ESTABLISHING A STIPEND FOR SUPPLIES AND DEDICATED PHONE LINE FOR INTERNET ACCESS OR HIGH SPEED INTERNET SERVICE. WHEREAS, the City Council of Iowa City wishes to establish a policy for use of City laptop and printer to provide that current members of Council may .request a laptop and/or printer for access to weekly council packets via Internet and/or use of City e-mail address; and WHEREAS, the City Council of Iowa City wishes to offer weekly Council packets via Internet or hard copy, replacing the current distribution by CD; and WHEREAS, the City Council of Iowa City wishes to establish a stipend for supplies and dedicated phone costs associated with accessing electronic packets and/or e-mail via the City address. NOW, THEREFORE, the attached policy is established for Electronic Access to City Information and E-Mail policy. Passed and approved this ;'nth day of Apri 1 ,20 04 Ap. ved by CITY'CLERK City Attorney's Office It was moved by Champ i on and seconded by E]] iott the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: X Bailey X Champion X Elliott X Lehman X O'Donnell · .' X Vanderhoef X Wilburn derk/res/council-epolicy.doc COUNCIL POLICY REGARDING ELECTRONIC ACCESS TO CITY INFORMATION AND E-MAIL April 2004 1. Council Members accessing the weekly Council packet may request hard copy weekly packet and/or access the weekly packet via the Internet. 2. Council Members may request a City-owned laptop computer to use for accessing the weekly packet or other City business. If a Council Member chooses a hard copy packet and does not utilize City e-mail no computer or printer will be provided. The City will provide and service only City equipment. 3. Council Members may also choose to use personal home computer for accessing their weekly packet via the Internet. Council Members using their personal computers for e-mail communications should utilize the City e-mail address provided to conduct City business. 4. Upon request Council Members maintaining a City e-mail address will be provided a monthly stipend to cover the cost of a dedicated phone line to Council residence for Internet access, and supplies (printer supplies, paper, etc.) for their personal printer. City ITS staff will not service personal home computers or printers. Internet service (whether on dedicated phone line, Cable Modem, or DSL) is an agreement between the Council Member and service provider. Contracting for installation and monthly recurring charges for Internet service is the responsibility of the Council Member. 5. Council Members should confine their City related business to the City e-mail address and NOT a personal e-mail address. 6. The City will distribute individual City Council Member e-mail address for those receiving City stipends, and a larger amount of e-mails may be received. 7. Council Members should advise constituents communicating via e-mail that the correspondence could be public information. 8. The City will distribute e-mail correspondence addressed to "Council" in the next Council packet. Staff will not receive any copies of e-mails sent to individual Council Members unless "Council" was indicated by the sender or later by a Council Member. 9. A monthly stipend of $60 dollars ($50 for a dedicated phone line to their residence and $10 for supplies) will be paid to each Council Member using either City e-mail or accessing the weekly packet via the Internet. 10. If a personal e-mail address is used for City business e-mails regarding City matters may be subject to open records requests. For those e-mails a Council Member chooses to retain, it is recommended that a separate file (either electronic or hard copy) be kept for City business. cleddres/council-epolicy.doc City of Iowa City MEMORANDUM DATE: March 29, 2000 TO: City Council FROM: Ernest W. Lehman, Mayor RE: Requests for Supplies The City has initiated an interact pilot program with Office Depot for office supplies starting March 27°*. Six divisions are presently involved in the one month pilot, and if successful, approximately 40 other City divisions will be ordering utilizing the internct. Bulk items such as stationary and envelopes will continue to be stocked in-house. Central Services still has an inventory of office sUpplies and City employees will bc stocking up on supplies as they start to deplete. City Councilors should continue to work with City Clerk Marian Kan- on ordering all supplies. Due to a large number of requests for items not typically stocked by thc City, Council ncexts to decide how to handle requests for these items by individual Council Members. It appears to me there arc two options: 1. Establish a policy that all requests must be directed to and approved by a majority of Council. 2. Establish a policy that all requests must be directed to and approved by the Mayor. After discussing this matter with City staffit is my recommendation that the second option be implemented. I would appreciate your concurrence at our work session on April 3rd. Cc: City Manager City Attorney City Clerk City Council Minutes Ap~ 3, 2000 Page 4 SCHOOL BOARD MEETING * Suggested joint meeting April 25, 7:30 AM- 9:00 AM in Council Chambers. City Mgr. Atkins will contact School Board. EVALUATIONS · Mayor Lehman suggested Staff Evaluations start at 7:30 AM, May 31. Counci.!.cor~curred. Council Time 1) Council Member O'Donnell requested the Senior Center skywalk be scheduled for the next work session, noting it was difficult for the Center to solicit funds without being clear on the Council's position. 2) (IP3 of March 30 Information Packet) In response to Council Member Wilbum, majority of Council was Interested in staff researching regulations governing the access of cigarette Or tobacco sales to minors, but agreed to wait to schedule further discussion unbl after the April 17 liquor discussion. 3) (IP 10 of March 30 Information Packet) In response to Council Member Kanner, the City Mgr. said that if folks wanted to get signatures for petitions they could do so in the lobby area of the CMc Center but were not permitted to go through the building and disturb city employees. 4) (IP2 of March 3d Information Packet) In response to Council Member Kanner, Mayor Lehman answered questions relating to Iravet for City employees. 5) (IP 3 of March 30 Information Packet) In response to Council Member Kanner, City Clerk Karr said there was a change in stocking supplies, and ali Council Members should contact her with ordedng questions. Special requests by Council Members would be at the discretion of the Mayor. 6) Mayor Lehman said he received an invitation asking him and 2 other Council Members to come to a meeting at 4:00 on Wednesday at the Holiday Inn to discuss some liquor issues. After discussion the majority of Council agreed not to meet privately with bar owners but schedule discussion for April 17th. 7) City Mgr. Atkins informed the council he would be going to the Library Board mtg. on Thursday to discuss the referendum for the new Library. ' Adjourned 8:20 PM City of Iowa City i ir p3 _i E ORANDUI I TO: Mayor and City Council FROM: Madan K. Karr, City Clerk DATE: March 27, 2003 RE: Checking out of City Vehicles On April 1, 2003, the City of Iowa City Equipment Division will go live with a new fleet dispatch system. All City staff using motor pool cars will dispatch and return cars using Ihe new system. Check out of all in town City cars will be done online. The access terminal and keys will be located in the Public Works/Engineering division. Please plan a few extra minutes the first time you check out a vehicle to acquaint yourself with the new procedure. Out of town cars will be booked through the City Clerks office along with the paperwork for out of town travel. Thank you for your assistance as the City moves to a more efficienl motor pool management system. Council Travel Guidelines 1. Each Council Member dudng any fiscal year shall be entitled to attend two national conferences (National League of Cities, specialized national conferences etc.) and one state conference, specifically the Iowa League of Cities annual meeting. 2. Miscellaneous statewide conferences/regional workshops where there is rarely an overnight stay will be considered as an addition to the three major travel opportunities. These workshops and other generalized meetings usually occur within our state and are very specific in nature, such as Mayor/Council Relations, Public Works and Environmental Issues, Public Safety and Municipalities, etc. 3. Exceptions to the above limitations should be addressed to the Mayor. 4. Travel administration is in accordance with the City procedures goveming the travel of all City employees. Presented to Council June 1996 Accepted by Council June 13, 2000 If the City of Iowa City or a Council person is invited to attend a function the Mayor will approve a Council person attending that meeting and the City will reimburse that Council person for the expenses involved in attendance within the current employee reimbursement travel policy. If no invitation is extended but it is an event we happen to know about (newspaper, word of mouth, etc.) and a Council person wishes to attend, that Council person could attend at their own expense and using their own vehicle. Prepared by City Clerk's Office, February 2, 2001 travel2.doc City of Iowa City MEMORANDUM DATE: August 2, 2000 TO: City Council REVISED FROM: Ernest W. Lehman, Mayor RE: Travel Reminder All out-town travel should be coordinated with the City Clerk. This Will allow proper documentation to be kept for audit purposes. Reimbursement will be made for mileage, per diem meal costs, etc. based on City's travel policy. Copies of this policy are available from thc City Clerk. All out-of-town travel should be authorized BEFORE thc travel occurs. Reimbursement for use of private vehicles (.X cents a mile) is available but documentation of the meeting is required. Mileage is reported prior to departure and upon return. In town usc of City vehicles should be kept to a minimm to allow the veMcles to be available for City staff to do their.jobs. A~,Jmgg~nent~ shodld b8 handled directly ~ouah ~/~'/Z//the H~is~g~ Ikq~tion 8ej~ice~ ~epar~e~A ~ ~/OF ~-tR~A-~-- T /NOTICE IS/REOmSTED/Cars Flay be're'fred"by c.o'ntac~ tg t~ Hogd'mg ~t~st a~/ ~.~ ~.~e~.4~e ,~ty Cou~l" t~b/~ th~,in~r o~thc ~unt,. "" staf~wUl ~sistfu if This procedure will be monitored for 6 months. I have asked staff to place this Rcm on a work session agenda in January for an update and Council evaluation. Cc: City Manager City Attorney City Clerk H&IS Director Travcl.doc Date: November 7, 2005 To: Stephen Atkins, City Manager From: Mary Niichel, Central Services Administrator '~7/r/~'/~ Re: Award for Meat Processing Services, Bid #06-41 On October 20, 2005 the Central Services Division posted an invitation for bid to the City's website for Meat Processing Services for the Deer Management Program. Subsequent to the posting of the bid, The City Manager's office issued a media release advertising the solicitation for Meat Processing Services. The due date for vendors interested in submitting a bid was November 3, 2005 at 2:30 p.m. On November 3, 2005 the City received one bid for Meat Processing Services from Ruzicka's Meat Processing Inc. based in Solon, Iowa. The bid, which was $75.00 per deer, included all labor, equipment, packaging, storage and transportation fees, and any downtime required to receive carcasses. The City determined that the bid price submitted by Ruzicka's was fair and reasonable. Based on bid price and experience, the City has selected Ruzicka's Meat Processing Inc. to receive the contract award for Meat Processing Services for the Deer Management Program. Johnson County Council of Governments J J 410 E. W~sh~ngton St Iowc~ City, Iowo 52240 November 16, 2005 To: Steve Atkins City Manager. ~ ~f'~z~',b-~-.~ Fr: Linda ~everson Human Services Coordinator Re: Invitation to Participate in United Way's Stewardship Site Reviews Attached you will find the schedule of the United Way's Site Reviews. Any of the City Council or City Staff is welcome to attend any of the reviews. I have marked with an X (on the left side) the agencies that receive or have requested city funding. The funding request notebooks will be delivered to your office early next week. There will be copies for you, all council members and the city clerk's office. Please call me at X5242 if you have questions or need additional information. UNITED WAY OF JOHNSON COUNTY 2005-06 Stewardship Review Schedule Date Time Agency Location Agency Rep Monday 3:30 - 5:00 Rape Victim Advocacy 320 South Linn Street Kelli Malone Nov 21 Program (RVAP) Iowa City 335-6001 MBEN Wednesday 4:30- 6:00 Big Brothers Big Sisters ISU Extension Nov 30 of Johnson County (Johnson Co Fairgrounds) 4265 Oak Crest Hill Rd SE SCYF Iowa City 337-2145 Thursday 4:30- 6:00 Handicare, Inc. 2220 9TM Street Dec 1 Coralville SCYF 354-7641 Friday 8:00 - 9:30 United Action for Youth UAY Youth Center Gillian Fox Dec 2 355 Iowa Avenue SCYF Iowa City 358-9406 Swaim cell 330-7678 Monday 3:30 - 5:00 Crisis Center 1121 Gilbert Court Dec 5 Iowa City MBEN 351-2726 Wednesday 4:30 - 6:00 Neighborhood Centers of Meet at Broadway Center Dec 14 Johnson County 2105 Broadway Street Iowa City SCYF 354-7989 Thursday 4:30- 6:00 Four Oaks Youth Homes 1916 Waterfront Drive JeffKellbach Dec 15 Iowa City SCYF 337-4523 Friday 8:00 - 9:30 4Cs Child Care Resource Home Ties Gillian Fox Dec 16 & Referral 1st Mennonite Church 405 Myrtle Avenue SCYF Iowa City Monday 4:00 - 5:30 Domestic Violence Meet at UWJC Dec 19 Intervention Program 1150 5th St., Suite 290 (DVIP) Coralville Or call UWJC for directions MBEN 338-7823 Tuesday 4:30 - 6:00 Shelter House Meet at STAR Kelli Malone Dec 20 Eastdale Mall MBEN 1700 1 st Ave, Suite 21 Iowa City 338-5416 Monday 11:00 - Free Lunch Program Wesley Foundation Gillian Fox Jan 9 12:30 120 N. Dubuque St. MBEN Iowa City Tuesday 4:30 - 6:00 Greater Iowa City Eastdale Mall Jeff Kellbach Jan 10 Housing Fellowship 1700 1st Ave, Ste 25B Iowa City MBEN 358-9212 Wednesday 4:30- 6:00 Joan Buxton School TBA Jan 11 Children's Aid SCYF Tuesday 4:30 - 6:00 Iowa Legal Aid Meet at Edward Jones Kelli Malone Jan 17 (Host: Chad Reimers) MBEN 480 Iowa Avenue Iowa City 351-6570 Thursday 4:30-6:00 HawkeyeArea HACAP Family Resource JeffKellbach Jan 19 Community Action Center SCYF Program 2007 Waterfront Drive Iowa City SCYF 337-5675 Thursday 4:30- 6:00 Girl Scouts of the Jan 26 Mississippi Valley SCYF Tuesday 4:30 - 6:00 Table to Table Old Brick Kelli Malone Jan 31 20 E. Market St. MBEN Iowa City 337-3400 IOWA WOM] N INITIA G SOCIAL CHANGE HOSTS A PANEL DISCUSSION ON HOUSING AND ECONOMIC DEVELOPMENT IN IOWA Iowa Women Initiating Social Change, an Iowa City based social action group affiliated with the Women's Resource & Action Center, would like to invite you to attend a panel discussion on Housing and Economic Development in Johnson County and the State of Iowa. The purpose of this forum is to bring together legislators, council members, local entities, and the general public to collaborate on the housing needs faced by both our local community and Iowa as a whole. The panel will discuss issues at both the micro and macro levels related to housing, as well as looking at solutions and ways policy makers can be involved in the process of meeting the housing needs of their constituents. In addition, the panel will speak to the relationship between creating and maintaining housing in Iowa and economic and social development in both rural and urban counties. Addressing housing issues in Iowa is an important and common goal that can benefit both the citizens of Iowa and the State by creating a constituency that chooses to stay in Iowa and contribute tax dollars to their local communities. Please join us on December 15th at 7:00 p.m. at the Iowa City Public Library, Meeting Room A for this important and informational panel discussion. Your participation in this event is important--We look forward to seeing you there. Thank you for your support. Sincerely, Teja L. Huntley IWIS Member *We ask that you RSVP by December 9thby contacting Nikki Julian (IWIS Coordinator) at nashae-julian~UIOWA.EDU or by calling the Women's Resource and Action Center at 335-1486. Please forward any questions to the above contacts. If you are unable to RSVP by the date listed above, please feel free to attend. }Ve would like individuals to RSVP for our records, but do not want anyone to be discouraged fi'om coming ~f they were unable to do 5. Or! rnic Development the Needs of Ou r ?, Homelessness in Iowa · 1S% of Johnson County residents are currently living below the poverty level · Families account for S8% of the homeless population in Iowa compared to only 33% nationally · Over 50% of the homeless in Iowa are children · In Iowa, family breakups and domestic violence are two of the main causes of homelessness On December 15th' Iowa Women Initiating Social Change (IWIS) to~ether with Shelter House invite you to attend a [orum titled "Housin~ and Economic Development in Iowa: ~eetin~ the ~eeds of Our Community." This is an informational meeting designed to raise awareness and provide facts regarding housing and homelessness in Iowa. We look forward to seeing you there. IWIS I' I 11-23-05 IP7 MINUTES DRAFT IOWA CITY TELECOMMUNICATIONS COMMISSION MONDAY, OCTOBER 31, 2005 - 5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Gary Hagen, Saul Mekies, James Ehrmann, Bebe Ballantyne MEMBERS ABSENT: Michael Christians STAFF PRESENT: Drew Shaffer, Mike Brau, Dale Helling, Sue Dulek OTHERS PRESENT: Josh Goding, Beth Fisher, Lee Grassley, Michael McBride, Phil Phillips RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Grassley reported that Mediacom launched telephone service in Iowa City in the middle of September. The response has been quite good. The service includes the ten most popular features and unlimited domestic long distance. The cost is $49.95, $39.95 with expanded basic cable TV service, and $29.95 with cable and Internet service. Customers are permitted to keep their old telephone number. McBride reported the University channel now cablecasts a 10 minute news program at 10:30 p.m. Sunday through Thursday produced by the Daily Iowan newspaper called DI TV. It's rebroadcast at 9:15 in the morning. Goding reported that PATV will hold its annual membership meeting Thursday, November 17 at 7 p.m. at PATV's studio. Two new board members will be elected and some changes to the bylaws will be voted upon. Shaffer referred to the analysis of the pending federal legislation and said that there are a number of bills introduced. There is a threat to the funding for local access channels, the ability for municipalities to resolve complaints, and the regulation of basic tier rates. Shaffer and Goding will be coordinating their efforts to inform other municipalities and public access personnel about the legislation. Shaffer noted the Cable Division budget in the meeting packet. It is very similar to last year's budget and does include the $100,000 subsidy to the general fund. The budget also includes a $50,000 transfer to the library to fund their cable operations. Hagen noted the Commission's letter to the City Council requesting that they consider returning a portion of the $100,000 over a period of time. Shaffer said that there has been a movement of channels from the basic tier to the expanded basic tier due to Mediacom adding new low power television stations to the basic tier. Shaffer asked Mediacom about the addition of KFXB in Dubuque to the local basic tier. Grassley said KFXB qualified as a must-carry channel under federal regulations. Shaffer asked how far a broadcast station must be before it can qualify for must-carry status. Grassley said that there has to be some regional presence to satisfy the must-carry provision. Grassley said KFXB has met those requirements. Mekies said that CSPAN II is popular in Iowa City but because it is less popular in other Iowa communities, Iowa City got short-changed when it was moved to the expanded basic tier. Grassley said the must-carry additions are not just must carry for Iowa City, but are must carry division wide. Grassley said the basic tier line-up is not universal among communities. The basic tier is tailored to some degree. The Waterloo basic tier, for example, does not include CSPAN. Regarding the shopping channels on the basic tier Grassley said that Mediacom is paid to carry those channels and that the revenue is significant so other channels are shifted to the expanded service tier. Shaffer said that some cities have initiated municipal WiFi systems. The City has been looking at this issue and will continue to do so. However there are still many issues to resolve, including security, interference, costs, liability and savings. APPROVAL OF MINUTES Hagen moved and Ehrmann seconded a motion to approve the September 26, 2005 minutes. The minutes were approved unanimously. ANNOUNCEMENTS OF COMMISSIONERS Mekies reported that he attended the Town Hall FCC public hearing on media ownership. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Shaffer referred to the complaint report in the meeting packets and said that most complaints were about customer service issues. All complaints that could be resolved were. During the last quarter the number of complaints were down. There were a number of complaints regarding the loss of basic tier channels to the expanded basic tier. MEDIACOM REPORT Grassley reported that telephone service was launched in Iowa City in the middle of September. The response has been quite good. The service includes the ten most popular features and unlimited domestic long distance. The cost is $49.95, $39.95 with expanded basic cable TV service, and $29.95 with cable and Internet service. Customers are permitted to keep their old telephone number. The service does not use the Internet but relies on Sprint for calls external to Mediacom's network. Grassley said that in his conversations with Qwest employees they have said that Qwest will be introducing a video service in 2006 in Iowa. Mediacom has reached agreements with Qwest regarding phone service but agreements with the smaller telecom companies servicing smaller towns have been more difficult to reach. UNIVERSITY OF IOWA REPORT McBride reported that the 3rd quarter is generally slower as activities are reduced during the summer months. So far this year 219 new programs have been cablecast of which 149 were produced by UI television. Starting in the 3rd quarter are programs produced by the athletic department such as the coaches programs. New programming in October includes a 10 minute news program at 10:30 p.m. Sunday through Thursday produced by the Daily Iowan newspaper called DI TV. It's rebroadcast at 9:15 in the morning. PATV REPORT Goding reported that PATV will hold its annual membership meeting Thursday, November 17 at 7 p.m. at PATV's studio. Two new board members will be elected and some changes to the bylaws will be voted upon. A board meeting will be held the same evening at 6 p.m. PATV taped the FCC town meeting recently held in Iowa City and is currently being edited. Mekies said he will attend the PATV membership meeting. SENIOR CENTER REPORT Shaffer said that Rogusky called and said that she would be unable to attend the meeting. IOWA CITY COMMUNITY SCHOOL DISTRICT REPORT No representative was present. LEGAL REPORT Dulek said she had nothing to report. LIBRARY REPORT Fisher noted that the Library channel's annual report is included in the meeting packet. 14 shoots are scheduled at this point for November. They include 6 Storytimes, the Booktalk lunch series, the International Writing Program, the WSUI radio program Big Brain, an Urban Conservation Workshop, and a Legislative Forum, which will be taped by the City Channel and carried live on the library channel. KHLKWOOD REPORT No representative was present. Mekies asked when the last time Kirkwood sent a representative. Shaffer said it has been a long time. The franchise agreement provides Kirkwood an access channel so that if Mediacom and Kirkwood's agreement fails that they will be able to maintain a channel in Iowa City. There are a number of people in Iowa City that take the courses offered over the channel. MEDIA UNIT Shaffer reported that in the last 2 months the Community Television Service created 38 programs including many candidate forums. The Community Television Service received the Pat Myers Vision Award for the programs produced regarding domestic violence. In November programs are planned on promoting girls and young women in the community, Medicare, the Englert, and one on homelessness. There were 348 callers to Infovision last month and 1900 web page views, and 88 video on demand views. CABLE TV ADMINISTRATOR REPORT Shaffer noted that PATV is planning to do some community programming. Post cards were sent to nonprofits informing them that they could have PATV produce a public service announcement for them. Shaffer referred to the analysis of the pending federal legislation and said that there are a number of bills introduced. There is a threat to the ability of cities to franchise with cable companies, the funding for local access channels, the ability for municipalities to resolve complaints, and the regulation of basic tier rates. Shaffer and Goding will be coordinating their efforts to inform other municipalities and public access personnel about the legislation. CITY CABLE TV BUDGET Shaffer noted the Cable Division budget in the meeting packet. It is very similar to last year's budget and does include the $100,000 subsidy to the general fund. The budget includes a $50,000 transfer to the library to fund their cable operations. Hagen noted the Commission's letter to the City Council requesting that they consider returning a portion of the $100,000 over a period of time. Hagen said putting this money in the general fund is unfair to cable subscribers. Hagen moved and Ballentyne seconded a motion to send the letter to Council. The motion passed unanimously. SCHOOL CHANNEL The Commission agreed to send a letter to the School Board regarding sound problems on tier channel and future plans for the channel. Shaffer said that the school district has developed some programming guidelines in May. The guidelines were included in the meeting packet. PATV CONTRACT Shaffer said that PATV sent a letter to the City stating they wish to renew their contract. Mekies volunteered to serve on a committee as a City representative to help negotiate the new contract. Dulek said the contract expires December 31, 2005. Helling said the contract could be extended if necessary while it is being negotiated. BASIC SERVICE CHANNEL ALLOCATION Shaffer said that there has been a movement of channels from the basic tier to the expanded basic tier due to Mediacom adding new low power television stations to the basic tier. Shaffer asked about KFXB in Dubuque, which was added to the basic tier. Grassley said KFXB qualified as a must-carry channel under federal regulations. Grassley said that Mediacom has filed a petition with the FCC regarding must-carry rules. Shaffer asked how far a broadcast station must be before it can qualify for must-carry status. Grassley said that there has to be some regional presence to satisfy the must-carry provision. Grassley said KFXB has met those requirements. Mekies asked about the placement of channels on the system. Grassley said that ifMediacom were to make an exception for one city and place a program offering on the basic tier it would result in other programmers also demanding to be on the basic tier resulting in a very large basic tier. Programmers have virtually identical language in their programming contracts so Mediacom must treat them in an identical manner. Bringing one programmer down to the basic tier would require many other programmers to be on the basic tier effectively eliminating any space on the basic tier. Mekies said that the Commission had discussed the desire to add CSPN III. Grassley said that CSPAN II was moved to the expanded basic tier to make room for a must-carry broadcaster based on viewership system wide. Mekies said that CSPAN II is popular in Iowa City but because it is less popular in other Iowa communities, Iowa City got short- changed. Grassley said the must-carry additions are not just must carry for Iowa City, but is must carry division wide. Grassley said the basic tier line-up is not universal. The Waterloo basic tier, for example, does not include CSPAN. The basic tier is tailored to some degree. Regarding the shopping channels on the basic tier Grassley said that Mediacom is paid to carry those channels and that the revenue is significant so other channels are moved to the expanded service tier. WiFi Shaffer said that some cities have initiated municipal WiFi systems. The City has been looking at this issue and will continue to do so. There have been some potential problems such as liability interference, and security. Shaffer has requested documentation regarding cost savings, job creation, and attracting business from other cities that have started WiFi systems. ACCESS CHANNEL QUESTIONAIRE Shaffer referred to the draft access channel questionnaire included in the meeting packet. The questionnaire asks all access channels about their future plans. The Commission agreed to consider additional questions and considerations and discuss it at the next meeting. ADJOURNMENT Hagen moved and Ehrmann seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 6:35 p.m. Respectfully submitted, Drew Shaffer Cable TV Administrator TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD 01/01/03 to CURRENT Meeting Date Kimberly Saul Meikes Brett Castillo Terry Smith Jim Pusack Thrower 6/2/03 x x x x x 7/28/03 x x x x x 8/25/03 x x x x o/c 9/22/03 x x x x o/c 10/27/03 x x x x o/c 11/24/03 x. x o/c x x 12/15/03 o/c o/c x x x 1/2/04 x o/c x x x 1/26/04 x x x x x 2/23/04 x o/c x o/c x 3/22/04 x x x x x 4/26/04 x x x x O/C 5/24/04 x x O/C x x 6/28/04 x x x o/c x 7/26/04 o/c x x x x 8/26/04 did not meet did not meet did not meet did not meet did not meet 9/27/04 X X X X X 10/25/04 X X 11/04 Did not meet Did not meet Did not meet Did not meet Did not meet X X X X X 12/20/04 1/24/05 X X X X X 2/28/05 X X X X Gary Hagen 3/8/05 X X X X 3/25/05 X O X X 4/25/05 x o/c X X X 5/23/05 X o x vacancy James X x Bebe × Ehrmann Balantyne 6/27/05 X x X X X x Michael Chritians 7/25/05 O X X X × 9/26/05 0 X X 0 X 10/31/05 X X o/c X x (X) = Present (O) = Absent (O/C) = Absent/Called (Excused)