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HomeMy WebLinkAbout2014-05-29 Info PacketCITY COUNCIL INFORMATION PACKET CITY OF IOWA CITY www.icgov.org May 29, 2014 IP1 Council Tentative Meeting Schedule JUNE 3 WORK SESSION MEETING IP2 Work Session Agenda IP3 City of Iowa City Staff Report: City / County Assessor Organizational Structure IP4 Memo from City Clerk: Special Meetings IP5 Pending Work Session Topics MISCELLANEOUS IP6 Information from the City Manager: Johnson County Affordable Homes Coalition — Riverfront Crossings Fact Sheet I137 Memo from City Clerk: KXIC Radio Show - Revised IP8 Email from City Manager to Iowa City School Supt. Stephen Murley: Iowa City Public Schools Diversity Policy IP9 Memo from Library Director: Library Survey Report IP10 Civil Service Entrance Examination — Landfill Operator DRAFT MINUTES IP11 Ad Hoc Senior Services Committee: May 19 1 IN j��- =r� City Council Tentative Meeting Schedule x ` w Subject to change .ra.�._ mi1 CITY OF IOWA CITY May 29, 2014 Date Time Meeting Location Tuesday, June 3, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, June 10, 2014 5:00 PM Special Formal Meeting Emma J. Harvat Hall Tuesday, June 17, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, July 1, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, July 15, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Monday, July 28, 2014 TBA Joint Meeting /Work Session Tiffin TBA Tuesday, August 5, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, August 19, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, September 2, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, September 16, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, October 7, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, October 21, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, November 4, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, November 18, 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall 7:00 PM Formal Meeting 5-29-14 CITY OF IOWA CITY 41© East Washtngton Street Iowa City. Iowa 52240-1826 (319) 3S6 -S6fl8 (3 19) 356 -5009 FAX www.lcgoy.org City Council Work Session Agenda June 3, 2014 Emma J. Harvat Hall - City Hall 410 E. Washington Street 5:00 PM • Questions from Council re Agenda Items • Discuss merits of the consolidation of the City and County Assessor offices [IP #3 of 5/29 Info Packet] • Information Packet Discussion [May 22, 29] • Council Time ■ Meeting Schedule [IP #4 of 5/29 Info Packet] ■ Pending Work Session Topics [IP #5 of 5/29 Info Packet] ■ Upcoming Community Events /Council Invitations IP3 CITY OF IOWA CITY # 10 East Washloaton Strccl Iowa City. Iowa $2240 -11126 (319) 1$6 -5000 1319) 356.5009 FAX www.icsov.ors City of Iowa City Staff Report: City /County Assessor Organizational Structure IMPETUS FOR REVIEW At the request of the Johnson County Board of Supervisors, City staff conducted a review of the possible costs and benefits associated with eliminating the position of City Assessor and consolidating the assessing operations of the City and County. With retirements expected in the City and County Assessors Offices in the coming years, it is an opportune time to conduct this review. It should be noted that discussions on this topic have involved two distinct issues. First is the possibility of consolidating the two offices, as is the focus of this report. However, another related issue has been raised, which is the preferred assessment methodology employed by the respective offices. Assessment methodologies can be altered without an office combination. For commercial property, Iowa assessor's offices have recently been transitioning to the income approach. This approach uses net income information from rental properties to capitalize a value. The Iowa City Assessor's Office is currently collecting income and expense information and using the income approach for comparisons and for appeals with plans for wider use in the near future. The office plans to utilize the income approach for apartment property for the 2015 assessments. The Johnson County assessor has been using the income approach to value commercial property for the past few years. The information presented herein was compiled from reports generated by the Iowa City Assessor and the City of Ames. The study conducted by the City of Ames resulted in the continuation of separate assessor's offices. Both the Iowa City and Johnson County Assessors were extremely helpful in providing information. Input was also solicited from the cities of Mason City, which recently evaluated a merger, and Sioux City, which is in the process of beginning to study the topic. ITINKCU619ULD Each county in the state has an assessor's office. Any city with a population greater than 10,000 may elect to have its own assessor that handles assessor's duties within that city's corporate limits. Currently eight cities in Iowa have a city assessor. The eight Iowa cities that have a city assessor are Ames, Cedar Rapids, Clinton, Davenport, Dubuque, Iowa City, Mason City, and Sioux City. Six of the nine largest cities in the state maintain a separate city assessor including Iowa City. There is no overlap in cost or services provided by the Iowa City and Johnson County Assessor's Offices. The City Assessor is funded through the property taxes of Iowa City residents and provides services exclusively to Iowa City. The County Assessor is funded through property taxes paid by County residents outside of Iowa City. The decision to maintain a city assessor or to consolidate the service with Johnson County will be solely at the discretion of the Iowa City City Council. OPTIONS EVALUATED Staff evaluated three options: maintaining the status quo of two separate offices; consolidating into the County Assessor's Office; or maintaining a City Assessor's Office, but contracting with the County to provide assessor duties within Iowa City. The third contract option was evaluated by the Iowa City City Attorney's Office and it appears that State code may not allow for such an arrangement, though to staff's knowledge it has never been tested. DECISION - MAKING CRITERIA It is staffs view that consolidation of assessor's offices should occur only if the following benefits are achieved: 1. Cost savings for Iowa City taxpayers 2. The same or better representation of Iowa City interests on governing and appeals boards 3. More equitable assessments among Iowa City property owners 4. More accurate assessments among Iowa City property owners 5. Better customer service provided to Iowa City property owners These goals are consistent with the evaluation performed by the City of Ames. The City of Sioux City has identified many of the same issues, noting that the "main consideration for the review of the merger is saving for the taxpayer." COST SAVINGS One rationale for pursuing a consolidated assessor's office would be if cost savings can be realized for Iowa City taxpayers. The majority of any savings realized would likely be the result of the elimination of a supervisory position. Conducting this review at the present time is consistent with the City's practice of evaluating vacant or soon -to -be vacant positions in order to implement reductions in staffing primarily through attrition. Additional cost savings could potentially be realized through sharing computer- assisted mass appraisal (CAMA) and web software. The FY2013 -14 County Assessor levy rate for County residents is $0.2647 per $1,000 of taxable valuation. The City Assessor rate for the same fiscal year is $0.2587 per $1,000 of taxable valuation. Over the ten years covering fiscal years 2005 through 2014 the Iowa City Assessor's tax rate has averaged $0.2440 while Johnson County Assessor's average has been $0.3638. FY2014 -15 tentative tax rates will be approximately $0.23 and $0.31, respectively. The following table presents the levy rates for each assessor's office over the last ten years. County Assessor Bill Greazel does note the following influence on the difference between the two levy rates when asked about factors explaining the differential: The major factor influencing my levy rate is the extensive use of TIF on the commercial properties in Coralville, North Liberty, and residential in Tiffin. I cannot levy against these properties but must value and defend those values in court. Coralville does contribute $50,000 per year for litigation costs. The assessed value of TIF real estate in my jurisdiction is $967 million, in the Iowa City office it is $21 million. In 2017 $35 million will sunset, in 2018 $470 million will sunset. This will bring the levies closer together. The County Assessor also states that after a consolidation, he "would not expect the levy rate to change in a way that the average taxpayer would notice." City Assessor Dennis Baldridge notes the following: FY2013 -14 budgets are $853,856 for Iowa City and $1,211,570 for Johnson County, and taxable valuations are $3.021 billion and $3.093 billion. If budgets were combined, the levies would be effectively averaged and the resulting levy would probably fall somewhere between the two. The assessor's levy could increase for Iowa City property owners and decrease for Johnson County property owners outside Iowa City. Mr. Baldridge also notes that significant individual savings by property owners would require a significant reduction in total expenses, as the tax impact of the difference between the two offices' respective FY2014 -15 levy rates will be approximately $8 for a $200,000 residential property. That being said, at this point it would not be feasible to develop a budget for combining the two offices with any precision. Further, all cost savings would not be immediate, as there would be some upfront costs associated with consolidation. Start-up costs could include converting both offices to the same computer systems, possible office remodeling, equipment and supply costs, and potential costs in equalizing salaries and benefits. The information below was presented in the Ames study. It compares the pre- and post- consolidation expenses for assessor's offices in Iowa that have consolidated their operations. Ames staff cautions that FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 30 Year Average Iowa City 0.23693 0.23765 0.23164 0.26077 0.24980 0.23848 0.23472 0.24632 0.24453 0.25873 0.243957 Assessor Johnson County 0.33885 0.32458 0.35393 0.35333 0.47873 0.37928 0.43792 0.37289 0.33390 0.26472 0.363813 Assessor County Assessor Bill Greazel does note the following influence on the difference between the two levy rates when asked about factors explaining the differential: The major factor influencing my levy rate is the extensive use of TIF on the commercial properties in Coralville, North Liberty, and residential in Tiffin. I cannot levy against these properties but must value and defend those values in court. Coralville does contribute $50,000 per year for litigation costs. The assessed value of TIF real estate in my jurisdiction is $967 million, in the Iowa City office it is $21 million. In 2017 $35 million will sunset, in 2018 $470 million will sunset. This will bring the levies closer together. The County Assessor also states that after a consolidation, he "would not expect the levy rate to change in a way that the average taxpayer would notice." City Assessor Dennis Baldridge notes the following: FY2013 -14 budgets are $853,856 for Iowa City and $1,211,570 for Johnson County, and taxable valuations are $3.021 billion and $3.093 billion. If budgets were combined, the levies would be effectively averaged and the resulting levy would probably fall somewhere between the two. The assessor's levy could increase for Iowa City property owners and decrease for Johnson County property owners outside Iowa City. Mr. Baldridge also notes that significant individual savings by property owners would require a significant reduction in total expenses, as the tax impact of the difference between the two offices' respective FY2014 -15 levy rates will be approximately $8 for a $200,000 residential property. That being said, at this point it would not be feasible to develop a budget for combining the two offices with any precision. Further, all cost savings would not be immediate, as there would be some upfront costs associated with consolidation. Start-up costs could include converting both offices to the same computer systems, possible office remodeling, equipment and supply costs, and potential costs in equalizing salaries and benefits. The information below was presented in the Ames study. It compares the pre- and post- consolidation expenses for assessor's offices in Iowa that have consolidated their operations. Ames staff cautions that there are many factors that influence each office's finances, and thus drawing conclusions from this data may be problematic. City of Marshalltown /Marshall County Consolidated 1999 FY97 FY98 FY99 FY00 FY01 FY02 County $251,969 $261,754 $444,823 $409,089 $426,640 $441,116 City $175,822 $183,531 ------- - - - - -- ------- - - - - -- ------- - - - - -- ------ - - - - -- Total $427,791 $445,285 $444,823 $409,089 $426,640 $441,116 City of Des Moines /Polk County Consolidated 1997 Consolidated 1992 FY95 FY96 FY97 FY98 FY99 County $1,385,537 $1,347,958 $2,933,881 $3,224,338 $3,290,358 City $1,649,526 $1,674,222 ------- - - - - -- ------- - - - - -- ------- - - - - -- Total $3,035,063 $3,022,180 $2,933,881 $3,224,338 $3,290,358 City of Fort Dodge/Webster County Consolidated 1992 FY89 FY90 FY91 FY92 FY93 County $117,952 $130,448 $134,380 $206,822 $204,732 City $119,994 $128,179 $131,310 ------- - - - - -- ------- - - - - -- Total $237,946 $258,627 $265,690 $206,822 $204,732 City of Newton /Jasper County Consolidated 1987 Consolidated 1991 FY85 FY86 FY87 FY88 FY89 FY90 County $207,340 $233,817 $203,130 $376,861 $343,540 $547,640 $513,670 FY86 FY87 FY88 FY89 FY90 FY91 FY92 FY93 FY94 County $99,750 $90,777 $98,202 $110,478 $159,055 $169,804 $272,605 $192,972 $201,412 City $77,879 $63,537 $69,656 $74,741 $81,639 $72,700 ------ - - - - -- ------ - - - - -- ------ - - - - -- Total $177,629 $154,314 $167,858 $185,219 $240,694 $242,504 $272,605 $192,972 $201,412 City of Waterloo /Black Hawk County Consolidated 1987 FY84 FY85 FY86 FY87 FY88 FY89 FY90 County $207,340 $233,817 $203,130 $376,861 $343,540 $547,640 $513,670 City $260,094 $238,348 $238,116 ------- - - - - -- ------- - - - - -- ------ - - - - -- ------ - - - - -- Total $467,434 $472,165 $441,246 $376,861 $343,540 $547,640 $513,670 4 Ultimately, it appears that any expected cost savings for Iowa City taxpayers from consolidation would be uncertain at best. Even if the total expenses of the two offices were to diminish, the reduction may not be significant enough to decrease the assessor levy for Iowa City taxpayers. REPRESENTATION The Iowa City Assessor's Conference Board, currently composed of the Iowa City City Council, the Johnson County Board of Supervisors, and the board of the Iowa City Community School District, makes important policy decisions that impact the financing and service delivery of the assessor's office. The city government has one vote, the county government has one vote, and the school district has one vote. The elimination of the City Assessor's Office would result in a lessening of the City's impact on the Johnson County Conference Board where the one city government vote would be determined by the majority vote of the twelve city governments in the County. The Board of Review is an important body as well in the assessing process. This body is empowered to adjudicate appeals from property owners regarding assessments made by an assessor. It is crucial that the members of this body have specialized knowledge of the Iowa City market. Members need only be residents of the assessor jurisdiction; therefore there is no guarantee that any Iowa City property owners, who represent a little over half of the County's population, would be represented on the County's Board of Review. Currently, the Johnson County Board of Review has three members, one of which must be a farmer. The Iowa City Attorney's Office represents the Iowa City Assessor's Office and Board of Review in all litigation dealing with assessments. They provide legal advice and represent the assessor's office in assessment appeals to district court and to the state appeal board. If the assessor's offices were combined, those duties would fall to the Johnson County Attorney's Office. EQUITY AND ACCURACY OF ASSESSMENTS A variety of tools are available to judge both the accuracy and the equity of Assessors' property assessments. These include equalization orders, the coefficient of dispersion, median ratios, and the price - related differential or regression index. These measures are available for residential and commercial properties, but not for industrial properties. Historical information using these measures for Iowa City and Johnson County is presented in this section. Both the Iowa City Assessor's Office and the Johnson County Assessor's Office have produced excellent statistics for many years. While these measures are presented for both residential and commercial assessments, they are best utilized for residential sales because there are enough transactions to be statistically significant. Using these measures for residential properties assessed at over $800,000 can also be problematic, as there are not enough sales in that price range to constitute a dependable sample size. Median Ratios: The preferred measure of central tendency in assessment ratios is the median rather than the mean because the mean tends to be unduly influenced by high or low ratios. The ratios measure selling prices in the current year against assessments set in the previous year, so if the assessments are accurate, the result shows whether selling prices are going up or down. The Iowa Department of Revenue uses the median assessment to determine equalization orders in odd - numbered years. If, after assessments have been set by the local assessor, the median ratio is higher than 105% or lower than 95 %, the state will issue an equalization order. Assessors use median ratios to adjust values to current market condition and can avoid equalization orders by making changes locally rather than allowing the state to do it for them. Median ratios for the Iowa City and Johnson County assessors' offices have traditionally been very good. Iowa City has avoided residential and commercial equalization orders for at least the last twenty years and Johnson County has a similar record. Equalization orders are mandated for classes of property across an entire jurisdiction. They are based upon sales ratios, which compare assessments to selling prices. Equalization orders are issued biannually by the Iowa Department of Revenue when assessors have not done a close enough job of approximating true market value for respective classes of property. Of the five equalization adjustments issued over the most recent ten -year period, no equalization orders were issued for residential or commercial properties assessed by the Iowa City or Johnson County Assessor's Offices. Three orders were received for agricultural property by the Iowa City Assessor and two by Johnson County. Coefficient of Dispersion (COD) is a measure of assessment uniformity based upon the degree to which sales ratios for individual properties vary from the median ratio. The higher the COD, the greater is the degree of inequality in assessments within a given class of property. The International Association of Assessing Officers (IAAO) has established standards for COD. A score beyond those standards indicates the existence of an inequitable assessment pattern for that given class of real estate, provided that a sufficient number of sales took place within the jurisdiction. The State of Iowa has likewise adopted Residential Median Ratio 98 97.5 97 96.5 96 95.5 42W92010 95 94 5 94 2009 2010 2011 2012 • Iowa CiTy 97.12 95.92 91.57 96.55 ■Johnson I ounTy 95.42 9137 91.05 95.91 Equalization orders are mandated for classes of property across an entire jurisdiction. They are based upon sales ratios, which compare assessments to selling prices. Equalization orders are issued biannually by the Iowa Department of Revenue when assessors have not done a close enough job of approximating true market value for respective classes of property. Of the five equalization adjustments issued over the most recent ten -year period, no equalization orders were issued for residential or commercial properties assessed by the Iowa City or Johnson County Assessor's Offices. Three orders were received for agricultural property by the Iowa City Assessor and two by Johnson County. Coefficient of Dispersion (COD) is a measure of assessment uniformity based upon the degree to which sales ratios for individual properties vary from the median ratio. The higher the COD, the greater is the degree of inequality in assessments within a given class of property. The International Association of Assessing Officers (IAAO) has established standards for COD. A score beyond those standards indicates the existence of an inequitable assessment pattern for that given class of real estate, provided that a sufficient number of sales took place within the jurisdiction. The State of Iowa has likewise adopted Commercial Median Ratio lm 98 96 94 92 90 42W92010 88 86 84 2011 2012 • Iowa City 89.21 97.77 90.83 93.51 ■Johnson COUnTy 99.03 93.5 98.51 92.42 Equalization orders are mandated for classes of property across an entire jurisdiction. They are based upon sales ratios, which compare assessments to selling prices. Equalization orders are issued biannually by the Iowa Department of Revenue when assessors have not done a close enough job of approximating true market value for respective classes of property. Of the five equalization adjustments issued over the most recent ten -year period, no equalization orders were issued for residential or commercial properties assessed by the Iowa City or Johnson County Assessor's Offices. Three orders were received for agricultural property by the Iowa City Assessor and two by Johnson County. Coefficient of Dispersion (COD) is a measure of assessment uniformity based upon the degree to which sales ratios for individual properties vary from the median ratio. The higher the COD, the greater is the degree of inequality in assessments within a given class of property. The International Association of Assessing Officers (IAAO) has established standards for COD. A score beyond those standards indicates the existence of an inequitable assessment pattern for that given class of real estate, provided that a sufficient number of sales took place within the jurisdiction. The State of Iowa has likewise adopted standards for COD, but those standards are more liberal. That likely reflects the variety of properties and non - urbanized nature of the state. The charts below show coefficient of dispersion data for Iowa City and Johnson County over the last four years. There is virtually no difference in residential CODs between the Iowa City Assessor's statistics and those of the Johnson County Assessor. Both are excellent and rank at the top among all Iowa assessors. Both offices perform well below the state median for both residential and commercial CODs. Between 2009 and 2012, both the Iowa City and Johnson County Assessors Offices were among the best three offices in the state in terms of residential coefficient of dispersion. In both 2011 and 2012 they were ranked first and second in the state, with the Iowa City office first in 2011 and the Johnson County office first in 2012. While residential CODs for the Johnson County and Iowa City offices have both been below 10% each of the last four years, the statewide median has been above 20 %. By this measure, both offices are doing an excellent job of ensuring uniformity of assessments. Commercial CODs are normally much higher than residential CODs, mostly because of the low number of commercial sales, as noted above. Both jurisdictions normally have several hundred residential sales per year, while commercial sales number less than fifty per year. Therefore commercial CODs tend to be more erratic and less reliable as an indicator of the quality of assessments as can be seen by the highs and lows in the commercial CODs below. The IAAO suggests commercial COD standards between five percent and twenty percent. Residential COD 25 20 15 10 5 0 2009 2010 2011 2012 • Iowa City 8.29 9.99 7.32 8.02 ■Johnson County 7.07 9.83 8.46 7.14 ■State Median 20.01 23.61 20.46 21.09 Between 2009 and 2012, both the Iowa City and Johnson County Assessors Offices were among the best three offices in the state in terms of residential coefficient of dispersion. In both 2011 and 2012 they were ranked first and second in the state, with the Iowa City office first in 2011 and the Johnson County office first in 2012. While residential CODs for the Johnson County and Iowa City offices have both been below 10% each of the last four years, the statewide median has been above 20 %. By this measure, both offices are doing an excellent job of ensuring uniformity of assessments. Commercial CODs are normally much higher than residential CODs, mostly because of the low number of commercial sales, as noted above. Both jurisdictions normally have several hundred residential sales per year, while commercial sales number less than fifty per year. Therefore commercial CODs tend to be more erratic and less reliable as an indicator of the quality of assessments as can be seen by the highs and lows in the commercial CODs below. The IAAO suggests commercial COD standards between five percent and twenty percent. Commercial CODs for both Iowa City and Johnson County are somewhat erratic because of the low number sales of commercial property and the unpredictable nature of those sales. Iowa City especially has seen a noticeable reduction in the number of apartment sales in recent years with the increased practice of converting apartment buildings to condominiums and residential cooperatives. That being said, both offices have typically outperformed the statewide median in the data presented above. The Price - Related Differential (PRD) or Regression Index is another measure of assessment equality. Property appraisals can sometimes result in unequal tax burdens between high and low properties within the same property group. The price - related differential (PRD) is a statistic for measuring assessment regressivity or progressivity. PRD is the mean ratio divided by the weighted mean ratio. Since the weighted mean utilizes selling prices and assessed values, the PRD gives an indication of fairness of values. A PRD above 1.00 indicates that lower valued properties are being treated unfairly in comparison to higher valued properties. In other words, it would suggest that high value properties are under - assessed in relation to the low value properties which would indicate regressivity. A PRD below 1.00 indicates the opposite, higher values are being treated unfairly by being over - assessed in relation to the low value properties. IAAO recommends PRDs in the range of 98% to 103 %. The range is not centered on 100% because there is an upward mathematical bias to the PRD. Both regressive and progressive PRD's can result from misclassification, appraisal techniques or systematic problems in appraisal schedules. Commercial COD 40 35 30 25 20 15 10 5 0 2009 2010 2011 2012 ■ Iowa City 13.6 12.82 27.99 12.84 NJ ohnson County 14.02 37.37 11.96 20.59 ■State Median 31.72 2364 30.89 25.85 Commercial CODs for both Iowa City and Johnson County are somewhat erratic because of the low number sales of commercial property and the unpredictable nature of those sales. Iowa City especially has seen a noticeable reduction in the number of apartment sales in recent years with the increased practice of converting apartment buildings to condominiums and residential cooperatives. That being said, both offices have typically outperformed the statewide median in the data presented above. The Price - Related Differential (PRD) or Regression Index is another measure of assessment equality. Property appraisals can sometimes result in unequal tax burdens between high and low properties within the same property group. The price - related differential (PRD) is a statistic for measuring assessment regressivity or progressivity. PRD is the mean ratio divided by the weighted mean ratio. Since the weighted mean utilizes selling prices and assessed values, the PRD gives an indication of fairness of values. A PRD above 1.00 indicates that lower valued properties are being treated unfairly in comparison to higher valued properties. In other words, it would suggest that high value properties are under - assessed in relation to the low value properties which would indicate regressivity. A PRD below 1.00 indicates the opposite, higher values are being treated unfairly by being over - assessed in relation to the low value properties. IAAO recommends PRDs in the range of 98% to 103 %. The range is not centered on 100% because there is an upward mathematical bias to the PRD. Both regressive and progressive PRD's can result from misclassification, appraisal techniques or systematic problems in appraisal schedules. Again, both offices perform very well in this measure. Both offices ranked in the top eight of all offices statewide in residential PRDs in each of the last four years with data available. Residential PRDs 140.00 112.00 100.00 110.00 60.00 108.00 20.00 106.00 2009 2010 2011 2012 104.00 ■ Iowa City 108.10 107.47 102.00 129.60 100.00 98.63 96.90 91.68 98.00 96.00 94.00 92.00 2009 2010 2011 2012 • Iowa City 101.20 101.95 98.10 101.50 • Johnson County 101.00 102.08 101.50 101.20 ■State Median 105.60 109.57 108.40 108.00 Again, both offices perform very well in this measure. Both offices ranked in the top eight of all offices statewide in residential PRDs in each of the last four years with data available. Commercial PRDs appear to be much more erratic than residential PRDs because of the extremely low number of sales. IAAO standards recommend at least thirty sales. Statewide medians are unavailable for commercial PRDs. In summary, available historical data provides the following insights and comparisons regarding relative accuracy and equity of assessments with and without consolidation: �; Commerical PRDs 140.00 120.00 100.00 80.00 60.00 40.00 20.00 0.00 2009 2010 2011 2012 ■ Iowa City 108.10 107.47 115.80 129.60 ■ Johnson County 98.63 96.90 91.68 106.30 Commercial PRDs appear to be much more erratic than residential PRDs because of the extremely low number of sales. IAAO standards recommend at least thirty sales. Statewide medians are unavailable for commercial PRDs. In summary, available historical data provides the following insights and comparisons regarding relative accuracy and equity of assessments with and without consolidation: �; • Over the last ten years, residential and commercial property classes in Iowa City and Johnson County received no state equalization orders. Both offices are performing very well on this measure. • Coefficient of Dispersion (COD) data is also very favorable for both offices. Iowa City and Johnson County have both been at the top of statewide rankings for several years. • The attached Ames, Iowa study stated that Coefficient of Dispersion data for five other counties where the City Assessor's Office was eliminated showed only limited evidence that accuracy and equity for the major cities were improved after consolidation. In four of five cases the commercial COD's were significantly worse after consolidation. • Price Related Differential data indicates that PRD's for both jurisdictions are generally within the IAAO standard. IMPROVED CUSTOMER SERVICE How a professional position can be eliminated with no impact to Iowa City property owners is a logical question. One way that this can be achieved is by improving efficiency and the quality of customer interactions through the use of technology. The County Assessor's Office is largely a paperless office, relying on its online presence to generate digital applications for homesteads, business tax credit applications etc. This helps to receive and store the data efficiently and provides additional convenience to the customer. Appraisers are equipped with tablet collection devices to eliminate the generation and storage of paper records. The Iowa City office relies more on paper forms. This works well for the Iowa City Assessor staff as they are working in proximity to their office and make frequent trips to their workstations. County Assessor duties exist outside of Iowa City and therefore staff have a greater need for mobile communication as they are at their office workstations less frequently. Ina consolidated office, the distribution of assessment information over the web would be limited to one site instead of two, using Beacon software. As with assessment methodology, customer service - oriented process improvements and technology upgrades can be implemented with or without consolidated offices. Both assessors' offices utilize a CAMA system for valuations. Iowa City uses VCS from Vanguard Appraisals, Inc. for residential, commercial and industrial property. Vanguard is an Iowa company, whose CAMA system is used by over ninety percent of Iowa assessors. Johnson County uses VCS for commercial and industrial property and ProVal, a national company, for residential property. Combining offices may provide some customer service benefit in terms of uniformity of processes and self- service applications. However, this migration to a common residential appraisal software would entail some upfront costs and potential short-term effects on service delivery as the conversion would also consume staff time. Some of the cities that have evaluated consolidating assessor offices have the additional service delivery challenge of a county seat located in a city separate from the city with an independent assessor's office. Such was the case with the Ames evaluation; the city had to weigh the effect consolidation to a single office in the Story County seat of Nevada would have on customers in Ames. Ames also evaluated the possibility of a single assessor operating out of two offices, one in Ames and one in Nevada. A potential 10 Iowa City /Johnson County consolidated office would not have this additional challenge, as both offices currently operate out of the Johnson County administration building on South Dubuque Street. CONCLUSION Cost savings: It seems intuitive that the consolidation of two offices providing like services and the elimination of a professional position would entail long -term cost savings. However, it appears that any potential cost savings to Iowa City taxpayers would be modest at best and would not be immediately realized. In fact, there would likely be upfront costs to the conversion of software systems and the merging of personnel structures. While the two assessor levies will likely come closer together as large TIF districts elsewhere in the County sunset in the coming years, in immediate terms the assessor levy would potentially increase for Iowa City property tax payers as the current Iowa City Assessor levy is effectively averaged with the somewhat higher County Assessor levy. The levy could increase for Iowa City property owners and decrease for Johnson County property owners. Representation: Iowa City will necessarily lose Conference Board and Board of Review representation if the two offices are merged. Furthermore, the Iowa City City Attorney would no longer represent the City in litigation dealing with assessments. Legal guidance and representation would be provided by the County Attorney's Office. Equity and Accuracy of Assessments: Both offices have an excellent track record in the metrics that evaluate the equity and accuracy of assessments. It would be expected that assessments Iowa City properties would continue to perform well in these measures with or without office consolidation. Additionally, assessment methodology or performance to these metrics can be addressed independent of an office merger. Customer Service: It would be expected that customers would continue to enjoy current customer service levels with or without a separate City Assessors office. As with cost savings, there may be long- term marginal benefits to be realized that may come at a short-term cost of staff time diverted from service delivery. Potential negative customer service effects of office consolidation are minimal given that both offices currently operate out of the same building. Further, even in the event that separate offices are maintained, both offices could be asked to use the same policies, procedures, and forms to the extent possible to facilitate positive and consistent customer service interactions. The recent review conducted by the City of Mason City resulted in the continuation of separate offices, as did the review conducted by the City of Ames. Mason City staff noted that, When we went through the process of considering the consolidation of the two offices we decided not to consolidate for a couple of key reasons. [The] first reason was the costs of consolidation and keeping separate assessors were going to be very similar. The county assessor was going to have to hire staff and convert our records to his system which was going to be costly and time consuming. The second reason was loss of control in the operation of the assessor's office. We would be one of many cities in the county making decisions on these types of matters versus only dealing with the county and school. 11 In summary it came down to cost to the taxpayers was going to be less with keeping the City Assessor and we maintained better control of this aspect of our government. City staff recommend maintaining a separate City Assessor's Office while continuing to transition to the income approach for commercial assessments within Iowa City. While the City is confident that the equity and accuracy of assessments and customer service would continue to be exemplary under either organizational structure, the uncertain cost savings of a transition coupled with the certainty of reduced representation make it unlikely that a consolidation would be of net benefit to the taxpayers of Iowa City. Attachments 1. Statistical Calculation Definitions for Mass Appraisal 2. Defining and Discussing the Ratios that are Important to Assessors 3. Coefficient of Dispersion: Hypothetical Examples of How to Calculate the Coefficient of Dispersion and the Effects on the Individual Taxpayer 4. Coefficient of Dispersion for Jurisdictions in Iowa that Have Combined Assessor's Offices 5. Davenport City And Scott County Assessor Offices Draft Consolidation Plan 12 ATTACHMENT 1 Statistical Calculation Definitions for Mass Appraisal Iowa Department of Revenue 13 Statistical Calculation Definitions for Mass Appraisal INDIVIDUAL Obtained by dividing the total assessed value by the sale price of ASSESSMENT the individual property. SALES RATIO: MEAN RATIO: Obtained by dividing the total of individual ratios for a class of realty by the number of ratios. MEDIAN RATIO: The ratio located midway between the highest ratio and the lowest ratio when individual ratios for a class of realty are ranked in ascending or descending order. The median ratio is most frequently used to determine the level of assessment for a given class of real estate. WEIGHTED RATIO: The ratio produced by dividing the total assessed value of all sales in a group by the total consideration of those sales. STANDARD The standard deviation is the degree of difference between the DEVIATION: mean and any single data. The standard deviation is arrived at by calculating the mean of a set of data, subtracting each individual data item and squaring the resultant value. The average of these new values (the variance) is divided by the number of values minus 1. The square root of this number is the standard deviation. COEFFICIENT OF Technically defined as the standard deviation divided by the mean, VARIATION times 100; a high Coefficient of Variance (COV) suggests greater (VARIANCE): variety in individual ratios. The closer the COV is to 0, the more stable the sales group (provided there are a sufficient number of sales). Whatever the COV percentage is, given a normal distribution, it represents the range within predictability where 68% of the sales lie. For example, if the mean is .80 and the COV is 25.0, then 68% of the ratios will lie between .60 and 1.00 (.80 - [.25 x .80]) The COV can be a good measure of uniformity. COEFFICIENT OF The Coefficient of Dispersion is calculated by first identifying the DISPERSION: difference between each individual sales ratio and the median ratio. These differences are added (without reference to negative or positive numbers) and divided by the total number of sales in the group (this is the Average Deviation). Divide the Average Deviation by the Median Ratio and multiply this result by 100. the lower the Coefficient of Dispersion, the more uniform are the assessments. A high Coefficient of Dispersion suggests a lack of equality and uniformity among individual assessments. Iowa Department of Revenue — Property Tax Division 1 04/20/09 14 Statistical Calculation Definitions for Mass Appraisal PRICE - RELATED The Price - Related Differential (PRD) is a statistic for measuring the DIFFERENTIAL: regressivity or progressivity of assessment. It is calculated by dividing the mean ratio by the weighted ratio. Generally, PRDs have an upward bias, as well as the sample mean, with the weighted mean not exhibiting an upward bias except where sample size is small. The upward bias originates from the numerator in the calculation and can exhibit regressivity when the condition of assessment time lags exists. This bias should be offset by a reasonable margin for sampling error in interpretation. Except for small sample size, PRDs should range between .98 and 1.03. Progressivity is indicated by a lower PRD and, conversely, regressivity is indicated by a higher PRD. Iowa Department of Revenue — Property Tax Division 2 04/20/09 15 ATTACHMENT 2 Defining and Discussing the Ratios that are Important to Assessors City of Ames 2005 staff report it.] Sales Ratio Definition: The ratio of an appraised or assessed value to the sale or adjusted sale price. (Property Appraisal otd Assessment Administration, The International Association of Assessing Dniccrs, 1990.) Example: Assessed Value = $140,700 = 0.97 = 97% Sale Price $145,000 Discussion: The sales ratio is the basic unit of measurement used to analyze appraisal uniformity as it relates to fair and equitable assessments. It can be used to examine individual equity as well as a basic statistic in analyzing uniformity of assessments in groups or categories of properties. Median Ratio Definition: The ratio located midway between the highest ratio and the lowest ratio when individual ratios for a class of realty are ranked in ascending or descending order. The median ratio is most frequently used to determine the level of assessment for a given class of real estate. (Summary of Real Estate Assessment Sales Ratio Study, compiled by Iowa Depaninent of Revenue and Finmtx.) Discussion: As indicated by the definition, the median ratio is the middle, or midpoint, ratio when the ratios are arrayed in order of magnitude_ When you have an even number of sales, the median is computed as the average of the two middle ratios. The median divides the ratios into two equal groups and is not greatly impacted by extreme ratios. The median has several advantages in ratio studies. It is easy to compute and interpret. It discounts the effects of data errors unlike other measures of central tendency. The disadvantage of the median is that is that it gives no weight to legitimate outliers. There are outliers that are valid sales that need to be considered in a ratio study as the following example demonstrates. The example brings up two more points: First of all, even if you were to determine the outliers in the above array of sales were not valid sales, the resulting coefficient of dispersion would indicate a lack of equity and uniformity in the assessments. This point will be demonstrated in our discussion of the coefficient of dispersion. The second issue that the example displays is that what would appear to be a good median ratio does not necessarily mean good assessments. 17 Sale Number Assessed Value Sale Price Sales Ratio Outlier 1 $375,000 $150,000 2.50 2 $440,800 $190,000 2.32 3 $480,000 $250,000 1.92 4 $470,400 $320,000 1.72 Median 5 $510,000 $500,000 1.02 6 $1,150,000 $1,250,000 0.92 7 $1,980,000 1 $2,750,000 0.72 8 $3,100,000 1 $5,000,000 0.62 Outlier 9 $3,250,000 1 $6,500,000 1 0.50 The example brings up two more points: First of all, even if you were to determine the outliers in the above array of sales were not valid sales, the resulting coefficient of dispersion would indicate a lack of equity and uniformity in the assessments. This point will be demonstrated in our discussion of the coefficient of dispersion. The second issue that the example displays is that what would appear to be a good median ratio does not necessarily mean good assessments. 17 Coefficient of Dispersion Definition- A measure of assessment uniformity based upon the degree to which individual ratios vary from the median ratio. The higher the coefficient of dispersion, the greater is the degree of inequality in assessments within a given class of property. In general, a coefficient of dispersion in excess of I.A.A.O. standards indicates the existence of an inequitable assessment pattern for that particular class of real estate, provided a sufficient number of sales exist. (Property Appraisal and Assessmenl Adminisrralion, The International Association of Assessing Officers, 1990.) Discussion: The coefficient of dispersion (COD) is the most widely used measure of uniformity in ratio studies_ The COD provides a measure of appraisal uniformity and equity that is independent of the level of assessment and permits direct comparisons between groups of properties. The International Association of Assessing Officers (IAAO) recommends that the COD for residential property be within the range of 0 to 15. The IAAO's range for a commercial COD is 0 to 20. The only way to achieve a COD within a range of 0 to 15 is to actively study the sales of residential properties in your jurisdiction, conduct periodic interior inspections and apply the sales information to accurate assessment information. As you may have noticed when you were looking through the hypothetical examples, an assessment jurisdiction with a reasonable median ratio can have an unacceptable COD. Equalization orders do not improve the uniformity or equity of the assessments within an assessment jurisdiction. In some instances, equalization orders can make the COD worse by increasing the total absolute of the sales ratio. The COD is a valuable tool for indicating if individual property" owners are paying too little or too much in property taxes. In addition, the COD can indicate if a particular group of properties arc paying a disproportionate share of property taxes. An example of this would be if high value properties were under- assessed. This could have a negative effect on the tax base for the entire assessment jurisdiction. As mentioned before, equalization orders would not correct this problem. In summary, the COD is a valuable indicator to assist the assessment jurisdiction in developing fair and accurate assessments. This benefits both the individual taxpayer and the taxing jurisdiction. \ /M iM Definition: Obtained by dividing the total of individual ratios for a class of realty by the number of ratios. The mean ratio is used in computing the regression index. (Summary of Real Fesiate Assessment Sales Rollo Study, compiled by Iowa Department of Revenue and Finance.) Discussion: When the sales data has been properly obtained, screened and processed the mean provides a valuable measure of appraisal level. 11.1 Weighted Mean Ratio Definition: The ratio produced by dividing the total assessed value of all sales in a class of realty by the total consideration of those sales. The weighted ratio is used in computing the regression index. (Summney gjReal £slate Assessment Soles Ratio Study, compiled by Iowa Department of Revenue and Finance_) Discussion: The weighted mean ratio weights each ratio in proportion to its sale price. The mean and median give equal weight to each sale price. The weighting feature of the weighted mean makes it the appropriate measure of central tendency for estimating the total dollar value of a population of parcels. The weighted mean is required in the calculation of the price related differential. Price - Related Differential (Regression Index) Definition: The mean divided by the weighted mean. The statistic has a slight bias upward. Price - related differentials above 1.03 tend to indicate assessment regressivity, price - related differentials below 0.98 tend to indicate assessment progressivity. (Property Appmiwl anal Asmssmenl Administration, The Intemmional Axsnciation of Avsoscing Otticus, 1990.) Discussion: Property appraisals can sometimes result in unequal tax burdens between high and low properties in the same property group. The price - related differential (PRD) is a statistic for measuring assessment regressivity or progressivity. If the PRD is greater than 1.00, it would suggest high value properties are underassessed in relation to the low value properties which would indicate regressivity. If the PRD is less than 1.00, it would indicate that the high value properties are overassessed in relation to the low value properties. The International Association of Assessing Officers recommends a PRD between 0.98 and 1.03. Both regressive and progressive PRDs can result from misclassification, appraisal techniques or systematic problems in appraisal schedules. Comparing Median, Mean, Weighted Mean Ratios and Price- Related Differential Median: Weighted Mean: Sale Number Assessed Value Sale Price Sale Ratio 1 $ 171,000 $ 190,000 0.90 2 $ 227,500 $ 250,000 0.91 3 $ 294,400 $ 320,000 092 4 5 $ 490,000 $1,300,000 $ 500,000 $1,250,000 0.98 1.04 6 $2,887,500 $2,750,000 1.05 7 $5,300,000 $S,OOQ 000 1.06 Column Totals $10,670,40 $10,260,000 6.86 0.98 $10,670A00 = 1.04 $10,260,000 Mean: 6.86 = 0.98 7 Price - related Differential: 0.98 = 94.2 . assessment progressivity 1.04 us] ATTACHMENT 3 Coefficient of Dispersion: Hypothetical Examples of How to Calculate the Coefficient of Dispersion and the Effects on the Individual Taxpayer City of Ames 2005 staff report 1101 q 41 x W a b w 0 W O G 0 L u CI two e d 'u W N O U m bA i+ V O F: V T O o V � � A b y U U V V � O C y O w v o` 03 o ° m N N L L L VU V a I � d v ° w w O N' a+ a ep y m q E � m v c `- la -m 3 t v m v m `m �o Ea 2 emu-•° � ripp- vi°i m m a. 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This indicates a perfect statistical level of assessment for this type of reviewing method. Multiple sales are required to produce an accurate indication of the level of assessment for a particular class of property. • COD is based on sales where the property was conveyed by a deed in an arms - length transaction. No contract sales were included in this study. • The IAAO acceptable range for residential COD 0.00- 15.00, while commercial property is 0.00 to 20.00. • Source: Summary of Real Estate Assessment Sales Ratio Study, compiled by the Iowa Department of Revenue and Finance, 1983 -2003. City of Ames 2005 staff report P17 0 City of Des Moines / Polk County Commereial COD for City of Des Moines and Polk County from 1994 -2002 (Combined in 1998) 40,00- 35.00 30.00 25.00 - ° 20.00 - i ° u a•. 15.00 - U, 10.00 - 5.00 0.00 -. -.t_ ra 2002 2001 1 2000 1 1999 : 1998 1 1997 ! 1996 1 1995 1 1994 -� -City of Des Moor7 21.8b 1 27.08 1 26.66 27.96 32.16 27 es 37.7 .09 1 19.88 26-75 ■ Polk County { 17.74 14.73 25.76 1 20.11 ! 21.66 126.31 25.34 1 25.52 i 17.48 Year PZ8 Residential COD for City of Des Moines and Polk County from 1994 -2002 (Combined in 1998) 40.00- 35.00 - i 30.00 I 25.00 ° O 20.00 15.00 10.00 - - - 0 ... -•t7 ...... 0 - -- . ...... p....- ,L7...... fl......p 5.00 - -- 0 Oil 2002 2001 2000 1999 1998 1997 1996 1995 1994 -t- City of Des Moines 15.72 13.35 15.18 14.16 13.39 15.58 15.51 13.41 14.04 Polk County 7.84 7.35 7.70 7.25 7.28 1 736 1 8.19 1 7.29 1 7.62 Year - Commereial COD for City of Des Moines and Polk County from 1994 -2002 (Combined in 1998) 40,00- 35.00 30.00 25.00 - ° 20.00 - i ° u a•. 15.00 - U, 10.00 - 5.00 0.00 -. -.t_ ra 2002 2001 1 2000 1 1999 : 1998 1 1997 ! 1996 1 1995 1 1994 -� -City of Des Moor7 21.8b 1 27.08 1 26.66 27.96 32.16 27 es 37.7 .09 1 19.88 26-75 ■ Polk County { 17.74 14.73 25.76 1 20.11 ! 21.66 126.31 25.34 1 25.52 i 17.48 Year PZ8 City of Fort Dodge I Webster County Residential COD for City of Fort Dodge and Webster County from 1988 -1996 (Combined in 1992) 70.00 65. 60. 55. 50. 45. 40. p 35.00 .411 U 30. 25. 20. 15. 10. 5. 0. -0 -City of Fort D -. WebsterCoun L Year O U Dodge 16,29 18-50 1 21.35 17.39 � 18.22 � 20.41 1 19.31...+ U.99 � 16 99 � ty � 25.03 � 22.28 31.56 33.83 � 24.24 22.61 � 19.57 19.93 � 22.32 70.00 65.00 60.00 55.00 50.00 Commercial COD for City of Fort Dodge and Webster County from 1988 -1996 (Combined in 1992) -0- City of Fort ■-• Webster Coi 45.00 40.00 35.00 30.00 25.00 20 -00 15.00 10.00 5.00 0 -00 �t 1996 �1 1995 1994 i 3993 1 1992 ! 1991 1990 1 1939 11988 36 -63 � 46.59 1 40.05 ! 25.$33031 � 33.54 1 32.09 27.85 25.11 24.25 1 27.15 1 0.00 i 31.07 1 65.95 l 3.8 Pil Year Note: Webster County had only one commercial sale where 0.00 is listed. 6 0.00 1 0.00 � 0.00 b0 - 00 - 00 1 1199b � 1995 1 1994 1 1 1993 1 1992 1 1 1991 1 1990 1 1989 1 1988 Commercial COD for City of Fort Dodge and Webster County from 1988 -1996 (Combined in 1992) -0- City of Fort ■-• Webster Coi 45.00 40.00 35.00 30.00 25.00 20 -00 15.00 10.00 5.00 0 -00 �t 1996 �1 1995 1994 i 3993 1 1992 ! 1991 1990 1 1939 11988 36 -63 � 46.59 1 40.05 ! 25.$33031 � 33.54 1 32.09 27.85 25.11 24.25 1 27.15 1 0.00 i 31.07 1 65.95 l 3.8 Pil Year Note: Webster County had only one commercial sale where 0.00 is listed. 6 0.00 1 0.00 � 0.00 Pil Year Note: Webster County had only one commercial sale where 0.00 is listed. 6 0.00 1 0.00 � 0.00 a City of Marshalltown / Marshall County Residential COD for City of Marshalltown and Marshall County from 1995 -2003 (Combined in 1999) 50.00 45.00 - -- 40.00 35.00 - - - -- i 30.00 - .. p 25.00 U 20.00 �.. -.�._ . #�•,...� � .,.,.�, 15.00 "" " - 0.00 2003 2002 2001 1 2000 1999 1998 1997 1996 1995 -4--- City of Marshalkown I. 14.70 14.03 13.84 13.44 1 1434 1 11.43 9.98 13.50 12.00 •••i -- Marsha0 County 21.51 19.12 1 18.70 13.89 - 22.00 + 15.68 115.99 110-35 Year Commercial COD for City of Marshalltown and Marshall County from 1995 -2003 (Combined in 1999) 50.00 45. - - -- 40.00 00 �- - - - `• 35.00 _ :q 30.00 -- -� p 25.00 - r U 20.00- 15.00 - 10.00 - 5.00 - 0.00 2003 2002 j 2001 2000 1999 1 1998 1 1997 1 1996 1 1995 City of Marshalhown 48.27 35.54 41.21 27.14 1 27.72F24.36 1 14.93 1 17.13 I4.01 0 • - Marshall County 41.10 7.52 19.83 20.99 35.25 1 24.53 26.36 1 46.37 1 17.38 Year ri7 City of Newton / Jasper County Residential COD for City of Newton and Jasper County from 1987 -1995 (Combined in 1991) IUU.UV - Commercial COD for City of Newton and Jasper County from 1987 -1995 (Combined in 1991) 90.00- 100.00- 1 - 80.00 --------- - 70.00 70.00 60.00- - - 50.00 - V 60.00 II 30.0 -19 >••.... 'M_ I O 50.00 20.0 - - U 40.00- 10.00 - 0.00-1 1995 1994 1993 1 1992 1 1991 1990 1989 1988 1 1987 30.00 1 -111- Jasper County 1 31 1 18.87 1 28.02 2334 1 30.52 , 17.56 -� 20.00 • . r ®v� .. �.._ r.....•, s .- • ■�. - - 10.00 0.00 1995 1994 1993 1992 1 1991 I ( 1989 1988 1987 -0. City of Newton 13.18 1 15.26 I4.61 13.74 1 15.41 -1990 I 1 4.67 1 4.97 17.05 1 15.11 -1111-- Jasper County 1 21.90 1 22.79 - .1._17.68 1 22.00 1 2391 L21.15 1 21.21 21.54 , 22.99 Year F - Commercial COD for City of Newton and Jasper County from 1987 -1995 (Combined in 1991) 100.00- 1 90.00 • - - - -; 80.00 -j 70.00 -; 60.00- - - 50.00 - V 40.00 II 30.0 -19 >••.... 'M_ I 20.0 - - 10.00 0.00-1 1995 1994 1993 1 1992 1 1991 1990 1989 1988 1 1987 - City of Newton P26.51 12.98 1 15.22 12.51 1 8.57 15.53 1 32.70 1 21.77 12 1 -111- Jasper County 1 31 1 18.87 1 28.02 2334 1 30.52 , 17.56 10.0 1 26,19j 89.07 - - -- - - -- Year Note; Jasper County had only one commercial sale where 0 -00 is listed. P79 City of Waterloo / Blackhawk County Residential COT! for City of Waterloo and Blackhawk County from 1983 -1990 (Combined in 1986) 60.00 55.00 - - - -- 50.00 - - -- - 45.00 40.00 _ 35.00 - A 30.00 - U 25.00 20.00 --- �- ..,!•.__.,• 15.00 - -. 10.00 - - - - - _ _ -- - - - - -U 5.00 - - 0.00 ` 1990 I 1989 1988 1987 1986 j 1985 .I 1984 I 1983 City of Waterloo ) 22.18 1 22.44 1 22.71 1 21.34 20.57 1 19.05 1 23.96 1 38.04 r Blackhawk County 16.00 16.32 18.32 15.29 17,71 [1166.7213.%j l 12.04 �.. --- -. - -._ - Year -- --- -. - Commercial COD for City of Waterloo and Blackhawk County from 1983 -1990 (Combined in 1986) 60.00 55.00 50,00 45.00 40'00 35.00 O 30.00 U 25.00 20.00 15.00 10.00 5.00 0.00 �- City of Waterloo_ 8-- Blackhawk Counq 6141 Year _ I1 IL Li rb• 1990 1989 i 1988 1987 73839 1 35.44_ ; 23.08 1 5146 18.07 45.88 21 -83 I 37.49 1986 j 28.77 iY 31.00 1985 1984 1983 1 5695 48.27 1 27.32 J 1 56.55 1 44.68 I 16.90 6141 Year ATTACHMENT 5 DAVENPORT CITY AND SCOTT COUNTY ASSESSOR OFFICES DRAFT CONSOLIDATION PLAN 31 DAVENPORT CITY AND SCOTT COUNTY ASSESSOR OFFICES DRAFT CONSOLIDATION PLAN REQUESTED BY DAVENPORT CITY CONFERENCE BOARD Scott Count L l l L AUGUST 2013 32 Studv Overview The Mayor of Davenport requested that a working group of staff from the City, County, and Davenport School District develop a draft plan for the consolidation of the City and County Assessor Offices. The staff group was formed in May and have worked together to review the current staffing, budget, and programs of the two offices along with comparisons of other large county offices both consolidated and separate. The group developed average cost by parcel, population, and assessed value as well as average number of employees and type of job classes. The previous two studies done in 2002 and 2006 by PVM Consulting also were reviewed. The charge from the Mayor was a plan to consolidate the offices and not an analysis of the cost benefit of a consolidation. (Letter included for reference.) With that in mind, staff reviewed current impediments to consolidation that would have to be overcome and the timing of actions to make a clear path for consolidation. The City Assessor has announced her retirement in August of 2014. The State law requires the Examining Board to request a list of eligible applicants to fill the vacancy within seven days of that vacancy. The consolidation legislation should occur prior to the City Assessor vacancy. The County Assessor term ends December 31, 2015; therefore, he will be able to implement the consolidation after merger. A smooth transition would require that both Assessors create one FY15 budget that would allow for the consolidation in August. Both Assessors have significant fund balances; however most of these dollars are pledged to projects for assessment software or hiring outside appraisers for update work. The unaudited County Assessor fund balance at June 30, 2013 is $1,079,915. The unaudited City Assessor fund balance at June 30, 2012 is $443,378. CASH AND FUND BALANCE 6/30/13 6/30/13 6/30/12 6/30/12 Cash Fund Balance Cash Fund Balance County Assessor 1,125,340 1,079,915 1,142,419 1,073,205 Davenport Assessor 525,282 443,378 240,959 160,376 11.650 622 $ 1523293 $ 1383378 S 1233.581 The FY14 budget of the City Assessor resulted in a property tax asking of $1,508,459 including the utility tax replacement dollars. That FY14 levy is $0.37452. The County Assessor's budget resulted in a property tax asking of $985,000 and a levy rate of $0.27996. The FY14 tax asking is lower than the FY 14 budget due to the use of accumulated fund balance for outside assessment work. Combining property tax dollars levied over all taxable property in the County for FY14 results in a combined levy rate of $0.33043. A goal of the consolidation should be to save enough dollars that the combined rate is not higher than the previous rate for the County IGM Assessor alone. The resulting decrease in the City Assessor levy would reduce taxes for a median Davenport homeowner by approximately $5 and a $250,000 small business by $22. Meeting that goal would require a reduction of costs between $350,000 and $400,000. FY 2014 Utility 0.37452 N/A Comuarison with Other Counties ME $ 2.493.459 0.33043 $ 2.112.610 0.27996 $ (380.8491 Below is a summary review of budgets, levies, and staffing for the five largest counties in Iowa for FY13. FY13 numbers were used in this analysis as comparison information for FY14 was not yet available. In the cases of Linn and Johnson Counties, each has a separate city assessor similar to the current arrangement in Davenport. Replacement and Property FY 2014 Tax Dollars County $ 985,000 Assessor FY 2014 Davenport $ 1.508.459 Assessor and Property FY 2014 Consolidated S 2-493.459 Assessor Tax Dollars Tax Levy Savings 0.37452 N/A Comuarison with Other Counties ME $ 2.493.459 0.33043 $ 2.112.610 0.27996 $ (380.8491 Below is a summary review of budgets, levies, and staffing for the five largest counties in Iowa for FY13. FY13 numbers were used in this analysis as comparison information for FY14 was not yet available. In the cases of Linn and Johnson Counties, each has a separate city assessor similar to the current arrangement in Davenport. Combined FY 2014 Adjusted FY Utility 2014 Utility FY 2014 Replacement Replacement Tax and Property FY 2014 and Property FY 2014 Goal Levy Tax Dollars Tax Levy Tax Dollars Tax Levy Savings 0.27996 N/A N/A 0.37452 N/A Comuarison with Other Counties ME $ 2.493.459 0.33043 $ 2.112.610 0.27996 $ (380.8491 Below is a summary review of budgets, levies, and staffing for the five largest counties in Iowa for FY13. FY13 numbers were used in this analysis as comparison information for FY14 was not yet available. In the cases of Linn and Johnson Counties, each has a separate city assessor similar to the current arrangement in Davenport. 34 Assessor Information FY 2013 # or FY 2013 100% Assessed Budget per Budget per Budget per County Population Levy Parcels Budget Valuations $100K Valuation 100 Population 100 Parcels Polk 430,640 0.24382 167,145 5,695,206 31,602,304,842 $18.02 $1,322.50 $3,407.34 Linn 211,226 0.51059 48,444 3,314,958 15,885,284262 $33.53 52,521.73 $5,104.01 Cedar Rapids 0.21871 55,916 2,011,586 5,326,544 Sca0 165,224 0.28081 36,526 1,135,714 12214,855,249 $19.08 51,410.67 $2,994.84 Davenport 0.3149 41,300 1,195,047 2,330,761 Black Hawk 131,090 0.28236 73,913 1,500,280 6,439,105,003 $17.78 51,144.47 $2,029.79 Jolmson 130,882 0.3339 38,599 1,144,486 10,704,574,672 $18.37 51,50283 53,236.21 Iowa City 0.24453 22,180 822,449 1,966,935 34 In order to create a more apples -to- apples comparison, this chart attempts to combine the FY13 funding levels of the Davenport City and Scott County Assessor's Offices to analyze how the cost of the assessment function in the entire county compares to that of the largest five counties in Iowa. Even at current funding levels, a merged assessor's office is above average in efficiency for this group. If nothing were reduced by combining these offices, the new assessor's office would be in line with large Iowa counties. FY 2013 Levy Rate Budget per $100K Valuation Budget per 100 Population Budget per 100 Parcels % of Commercial Properties Combined City and County Assessors City = $0.3149 / County = $.28081 $19.08 Comparison Between Offices $1,410.67 $2,994.84 7.01% Average of Iowa's Five Largest Counties $0.3037 $21.36 $1,580.44 $3,354.44 6.37% When considering merging the Davenport City and Scott County Assessor's Offices, it is important to consider what is fundamentally different and similar about the two organizations so that proper planning and thought can be given to addressing potential issues down the road. Similarities • Both offices have converted to the Vanguard Software system and in the case of the City Assessor have budgeted for the commercial base conversion, which will provide a basic platform for combining valuations. An opportunity to reduce consolidation costs may be available by transitioning future revaluations into Vanguard as they are completed. • Both the City and County Assessor's Offices utilize a Board of Review for appeals. A Board of Review can be maintained in Davenport if the offices are consolidated. Differences • The Davenport City Assessor's Office utilizes an in -house work force to complete assessments. The Scott County Assessor's Office utilizes a contract with an outside firm to provide the majority of its assessments. • Davenport City Assessor's Office employees are on a different pay scale than Scott County Assessor's Office employees. • Davenport City Assessor's Office employees participate in the City's benefit plan, which would change if the office were merged with Scott County. 611 Cost Savings of Merger The following goals have been identified as major goals if the two offices are merged. • Maintain the Scott County Assessor's Office levy rate, which is lower than the Davenport City Assessor's Office levy rate. • Reduce operating costs by approximately $400,000 in order to maintain a consistent Scott County Assessor's Office levy rate. Merging the offices together will ultimately result in staffing changes. While it is not the function of this report to advise what the staffing will be for a merged assessor's office, below is an example of how staffing could be structured to obtain significant operational savings. While staffing levels would remain fairly constant, it is likely that the contract for outside appraisals could be significantly reduced and/or eliminated. The total annual budgeted amount for those contracts is approximately $500,000. The County Assessor Office's Second Deputy is retiring in FY14 prior to a merged budget. To smooth the consolidation this position should be held vacant until the merger. The combined office functions should be further analyzed to assure that through some basic process changes and reassignment of duties that all of the administrative functions are being met. Also the two Assessors should map out a process and timeline to change to more in house assessment work to significantly reducing the requirement of outside contracts. This change will create the savings needed to accomplish the levy rate goal. ICA Combined City and Example Staffing in County Employees Consolidated Office Assessor 2 1 Chief Deputy 2 1 Second Deputy 1 0 Deputy 1 2 Appraiser 6 9 Office Coordinator 0 1 Office Administrator 1 0 Admin Appraiser Coordinator 1 0 Chief Clerk 1 1 Clerk 4.5 4 Total 19.5 19 While staffing levels would remain fairly constant, it is likely that the contract for outside appraisals could be significantly reduced and/or eliminated. The total annual budgeted amount for those contracts is approximately $500,000. The County Assessor Office's Second Deputy is retiring in FY14 prior to a merged budget. To smooth the consolidation this position should be held vacant until the merger. The combined office functions should be further analyzed to assure that through some basic process changes and reassignment of duties that all of the administrative functions are being met. Also the two Assessors should map out a process and timeline to change to more in house assessment work to significantly reducing the requirement of outside contracts. This change will create the savings needed to accomplish the levy rate goal. ICA Plan Implementation The FYI budget is due no later than January 1, 2014 by law. It would be reasonable to expect that a combined budget could take 60 to 90 days to prepare. In order to begin that process the City of Davenport would need to vote on resolution which would state its intention to eliminate the City Assessor Office on July 1, 2014. The resolution should further address the need to collaborate with the County Assessor on the merger and to pledge the fund balance of the City Assessor Office for payouts and merger expenses. The resolution also should state that it is not the intention of the merger to increase taxes on the other jurisdictions but the City would work with the other local governments to assure that the goals of flat county levy rate can be maintain for FY15 and FY16. After those budgets, the levy rate would be a factor of revenue available to meet the budget needs of the merged office. That resolution should be approved not later than the end of September 2013 to follow the timeline suggested. KrA Memorandum To: Craig Malin, Davenport City Administrator From: Mayor Gluba Date: March 12, 2013 Re: Development of a Draft Plan for Assessor Consolidation Dear Craig, At the last meeting of the Davenport City Conference Board it was decided to establish a working group consisting of myself, the Chairman of the Scott Board of Supervisors, and the President of the Davenport Community School Board to develop a plan for consolidation of the Davenport City Assessor's Office and the Scott County Assessor's Office (See the attached editorial). I am officially asking you, or your designee, to begin working with staff from the other jurisdictions on a draft proposal to accomplish the above in a timely, legal and effective manner. This draft proposal would then be presented to the above elected officials for our review and consideration. I would like for staff to start work on this as soon as possible and to provide periodic reports to the above officials. Perhaps this could be done in conjunction with our intergovernmental meetings. I have asked the County Board Chair and the School Board President to select a staff person from their respective offices to work with you on developing this plan. Please let me know how you plan to proceed with helping us accomplish this initiative. William E. Gluba Mayor, City of Davenport, IA cc. Ralph Johansen, President, DCSD Board Larry Minard, Chair, Scott County Board of Supervisors IGM CITY OF IOWA CITY MEMORANDUM Date: May 29, 2014 To: Mayor and City Council From: Marian K. Karr, City Clerk AY 4- Re: Special meetings Staff requested input to schedule two special meetings to address outstanding pending items and schedule evaluations for the City Council appointees. Based on input received staff is suggesting Council set aside the following dates and times: 5PM, Monday, June 16 Noon, Monday, June 30 We can confirm these dates and times at your June 3 work session, and I can then add them to your schedule. I r I CITY OF IOWA CITY PENDING CITY COUNCIL WORK SESSION TOPICS May 29, 2014 Pending Topics to be Scheduled 1. Review the National League of Cities Institute for Youth, Education and Families report entitled, "City Leadership to Promote Black Male Achievement" (originally distributed in the 5/16/2013 Information Packet) — To be considered in context with the City's annual equity /diversity report 2. Discuss recycling opportunities for multi - family housing (UISG letter in 10/1/2013 packet)- To be considered subsequent to Fiberight related decisions 3. Receive staff update on Gilbert/Highland/Kirkwood neighborhood concerns (summer 2014) 4. Discuss city related marijuana policies and potential legislative advocacy positions 5. Discuss community business attraction and anti - piracy compact 6. Presentation on Emerald Ash Borer plans and strategies 7. City Council appointee evaluations COPY IP6 JOHNSON COUNTY AFFORDABLE HOMES COALITION RIVERFRONT CROSSINGS FACT SHEET vVv l IC 2030 Comprehensive Plan Update (adopted on May 14, 2013) lists as a Housing Goal GJ to "ensure a mix of housing types within each neighborhood, to provide options for households of all types (singles, families, retirees) and people of all incomes." (p.27). City Steps (2011 -2015 Consolidated Plan) (approved on December 14, 2009) makes a number of recommendations (pp.58 -61) to increase the supply of affordable housing in Iowa City, including specifically recommending an ordinance that "could provide financial and other incentives to developers in exchange for the provision of a percentage of housing units set aside for households with incomes at or below 80% of the area median income." (p.58). It is disconcerting therefore that the Downtown and Riverfront Crossings Master Plan (adopted in January 2013) makes no mention of affordable housing outside of arts - related units in the Gilbert Sub - District, which has the lowest number of total projected units of any sub - district in the plan (92 out of a projected 2400 units). The shortage of affordable housing'in the Iowa City area is growing acute. Currently, the average vacancy rate for apartments is below 1% and housing costs are rising faster than incomes. Over 63% of renters (including working households and individuals earning less than $35,000 a year) are paying more than 30% of their income on housing costs, which means they are "cost burdened ". As a result, people are moving farther from their places of work, which hurts families, communities, and the environment. Riverfront Crossings District redevelopment will require substantial public funding to create a large new park, and to provide updated infrastructure and streetscapes. The full range of Iowa City residents should benefit from these expenditures, but that will not happen if affordable housing is not a core part of the plan. JCAHC proposes that 15% of all new residential units should be affordable to people earning less than 80% of Area Median Income. By affordable we mean that a household can pay housing costs (mortgage or rent, insurance and utilities) at 30% of their income or less. There are substantial costs involved in providing affordable housing, and successful implementation will require new public /private /nonprofit partnerships. Therefore the City Council should appoint a diverse task force composed of city officials, for - profit and nonprofit housing developers, University officials and community residents to determine specific terms governing new affordable housing: i.e., mix of rental and homeownership units, inclusion of elder housing, funding mechanisms, etc. Other parts of Johnson County also have a shortage of affordable housing. In Coralville, 45.7% of all renters are paying more than 30% of their income on housing. We have advocated for the inclusion of affordable housing in the Coralville Community Plan, and will continue to work with Coralville City officials and other interested parties to plan for and create new affordable housing. COPY JOHNSON COUNTY AFFORDABLE HOMES COALITION LETTER OF COMMITMENT 2014 This Letter of Commitment explains membership requirements associated with being a member of the Johnson County Affordable Homes Coalition ( JCAHC), an unincorporated coalition. A person can join the coalition as an individual, or as the representative of an organization. By signing the document, the signee acknowledges that he or she meets the individual member criteria. If joining the coalition as a representative of an organization, the signee acknowledges that his or her organization meets the organizational member criteria. Individual Member Criteria • Understanding and committing to the JCAHC mission of increasing access to affordable housing for people who make less than 80% of Area Median Income (AMI) in Johnson County, Iowa. • Supporting JCAHC by committing to at least one of the following activities: attending large group meetings; attending working group meetings; attending public hearings; providing financial support. • If serving on the Steering Committee, attending at least 75% of Steering Committee meetings in a year. • Submitting a signed Commitment Letter. Organizational Member Criteria • Understanding and committing to the JCAHC mission of increasing access to affordable housing for people who make less than 80% of Area Median Income (AMI) in Johnson County, Iowa. • Appointing a knowledgeable and responsible representative to support JCAHC by committing to at least one of the following activities: attending large group meetings; attending working group meetings, attending public hearings; providing financial support. • If serving on the Steering Committee, attending at least 75% of Steering Committee meetings in a year. • Submitting a signed Commitment Letter. The JCAHC is an unincorporated coalition, and is not a service delivery organization. The JCAHC members may provide services and do so under their own authority and liability. INDIVIDUAL MEMBERS Name of Individual Signature of Individual Date ORGANIZATIONAL MEMBERS Name and Title of Representative Signature of Individual Date COPY JOHNSON COUNTY AFFORDABLE HOMES COALITION Steering Committee Meeting March 28, 2014 A. KEY DATA for Johnson County Housing affordability depends on the relationship between income and housing costs. People paying more than 30% of income on housing (rent or mortgage, as well as income and utilities) are paying too much for housing, and are "cost burdened ". Data alone won't convince people that we need more affordable housing in Johnson County, but it's an important part of the conversation we are starting to have with local leaders and the general public. Median Household Income for Johnson County (U.S. Census) 2012 -- $53,993 2010 -- $51,380 2000 -- $40,060 Iowa City MSA Income Limits according to Household Size (HUD) Income Level 1 Person 2 Person 3 Person 4 Person 5 Person 6 Person Johnson County 25.1% 47.9% 30% of AMI $16,700 $19,100 $21,500 $23,850 $25,800 $27,700 50% of AMI $27,850 $31,800 $35,800 $39,750 $42,950 $46,150 80% of AMI 1 $44,550 1 $50,900 $57,250 $63,600 $68,700 $73,800 Judging from a data set on the ICAD website, which draws on 2010 Census Data, households in our area making less than $35,000 (68% of AMI for all households in 2010) are significantly more cost burdened than households earning above that amount. Percentage of Households Making Less than $35,000 that are Cost - Burdened Jurisdiction All Households Renter Households Homeowner Households Johnson County 25.1% 47.9% 10.2% Iowa City 34.2% 56.5% 11.7% ENth ille 20.4% 39.5% 6.3% Liberty 18.5 25.9% 15.2% 1 COPY Why is housing getting more expensive in relation to income? The local economy is growing but incomes are rising slowly and unevenly (nationally, most of the gains since 2000 have gone to the top income bracket). The county's population is growing, and the supply of affordable housing has not kept up. There are no requirements or incentives for private developers to build affordable housing. The result is that rents are rising quickly, and home costs also are increasing. Falling Vacancy Rates and Increasing Rents Year Vacancy Rate Average 2 BR Monthly Rate 2013 0.6% $764 2009 1.3% $653 2005 3.9% $644 Increasing Sales Prices for Homes Year Average Sales Price Median Sales Price 2013 $204,889 $179,000 2008 $183,889 $160,000 2003 $159,560 $140,000 The data are not perfect, but they consistently support the stories we hear about people finding it harder and harder to afford a place to rent or buy in Johnson County. • From 2000 to 2012, median household income went up 5 %. • From 2009 to 2013, average two bedroom monthly rent went up 17%. • From 2008 to 2013, median sales prices for homes rose by 12% 2 COPY B. Work Groups: Accomplishments to Date and What's Next 1) Coralville Community Plan ACCOMPLISHMENTS In February, as a result of letters from John McKinstry and Mark Patton, as well as testimony from Sally Scott, Coralville City Council members (led by Jill Dodds and Mitch Gross) agreed to include affordable housing in the new Community Plan. The passages below were added to Section 5 Housing of the Plan. Integrated Housing New housing development should include a variety of housing types that anticipate future market demands and allows seniors to age in place. These units should not be isolated, but rather integrated into the fabric of the neighborhood. This will provide the greatest level of access to local goods and services, as well as the social benefit of a higher quality of life for senior residents. Similarly, affordable housing should be preserved through- out Corolville's existing neighborhoods. As the community develops and grows, the City should analyze the most appropriate location for new affordable housing, which will complement the existing residential fabric. The City, along with the City's community partners and private developers, should remain aware of the City's objective to provide a sufficient amount of affordable housing to meet the needs of the community. (p.40) Objectives 4. Ensure that an adequate amount of quality senior housing is provided based on demographic trends and the desire for seniors to age in place. 5. Ensure that an adequate amount of affordable housing is both maintained and provided based on demographic trends and community needs. (p.42) WHAT'S NEXT What: Meet with Jill Dodds and Mitch Gross? Who: Create a work group to focus on Coralville? 2) Riverfront Crossings ACCOMPLISHMENTS At its March 201h meeting, the Iowa City Planning and Zoning Commission voted to consider a public hearing on the following amendment to the Downtown and Riverfront 41 COPY . Crossings Master Plan, to be inserted on p.116, which outlines steps to implement the plan: Affordable Housing: The Study Area has an opportunity to provide a mix of housing that is both mixed - income and mixed -age. As plans for the area move forward, development incentives (such as density bonuses) and policy options that require affordable housing for City assisted projects within the district, should be considered. This was the result of our conversations with City planners and testimony at P &Z Commission meetings by Al Zimmerman, Bob Welsh, John McKinstry, Sally Scott, and Tracey Achenbach. While the language is less specific re affordable housing as a percentage of new units than we would have liked, the P &Z Commission chair made it clear that they do not think that specific percentages are appropriate for a planning document. They prefer we take that issue directly to City Council. There will be a public hearing on the proposed amendment on April 17tH WHAT'S NEXT What: Prepare for public hearing on April 17. Continue to have background discussions with City Council members to understand their perspectives on affordable housing, in Riverfront Crossings and more generally. Who: Riverfront Crossings Working Group. Other members of JCAHC could be encouraged to attend the April 17th public meeting. We will need numbers! 3) NIMBY to YIMBY ACCOMPLISHMENTS The working group convened by Valerie Kemp has laid the groundwork for a pro - affordable housing public relations campaign. This includes: • Informative phone meeting with Mandy DeMayo of Housing Works in Austin Texas re their successful campaign in support of a $65 million affordable housing bond bill; • Permission to use photo images developed for an affordable housing education campaign from the City of Fort Collins, CO; • Front -page story on March 15th in the Iowa City Press Citizen about the shortage of affordable housing in Johnson County and the development of our coalition; • Application for funding from the Housing Trust Fund of Johnson County to support fliers, billboards, and bus tours, as well as (possibly) bus ads, web site, and a student intern. WHAT'S NEXT What: By March 28th we will hear whether or not the Housing Trust Fund will grant funding for the NIMBY to YIMBY campaign. If successful there will be a great deal of 4 COPY work to do, designing fliers, bus ads and billboards, organizing bus tours, creating web pages, hiring a student intern, etc. Who: The NIMBY to YIMBY work group will take the lead. Also, we may want to seek help from a designer who is willing to assist us pro bono. Additional issue: the application process has raised the issue of whether our coalition should consider becoming a working group of the HTFJC. We will discuss this important issue in the Structure section of today's meeting. 4) University /Community ACCOMPLISHMENTS The working group has had several productive meetings to begin to get access to the information we need to have productive discussions with the University about affordable housing. Initially we met with Nicole Studt and Joni Troester of Human Resources, who were not aware that affordable housing is a problem for their employees, but who also recognized that they had never asked their employees about this issue. Len Sandler has taken the lead in this group, and from the University Transportation office he has obtained spreadsheets detailing the number of employees by zip code who have an active bus pass, a carpool assignment or van pool assignment as of March 2014. We are trying to get a sense of how many employees live outside of Johnson County, because that may be an indication that housing prices are preventing at least some employees from living closer to their work. Thanks to Len we also met with Jim Jacobson, general counsel for SEIU, which represents health professionals at UIHC as well as employees in Iowa City Community School System. SEIU is interested in working with us on this issue, and may be able to share data about their members with us. Jim will find out what SEIU chapters around the country are doing to improve affordable housing in their communities. They would like to partner with us to organize a forum in the fall at which local and state political candidates address key economic issues, including affordable housing. WHAT NEXT What: We need to digest the commuter data that we have received, and to follow up with SEIU concerning the possibility of getting data from them. Key steps will be deciding what to do with this information, and how much more information to gather. Who: The working group will take the lead, and ask for others in JCAHC to participate as appropriate. 5) LIHTC Cost Caps 5 COPY . This issue will require action over the summer and especially the fall. The working group will look into possible alliances with affordable housing providers and activists outside of Johnson County who share our concerns about cost caps. , ey; 0 C. Structure 1) Pros and Cons of Affiliating with the Housing Trust Fund of Johnson County 2) Membership and Meetings a. Criteria for membership? b. Is anyone NOT welcome? c. How often should Steering Committee and large group meet? 3) Leadership and Staffing a. Chair, Vice Chair? b. Working group leadership c. Role of facilitator with Steering Committee, working groups d. Student Intern summer of 2014? 7 CITY OF IOWA CITY ..,.� MEMORANDUM AOWL Date: May 27, 2014 To: Mayor and City Council From: Marian K. Karr, City Clerk /hO Re: KXIC Radio Show - Revised At your May 6 work session meeting Council Members agreed to the following schedule. A revision has occurred on June 4 and June 11: May 14 - Mims May 21 - Payne May 28 - Dickens June 4 - Throgmorton June 11 - Botchway June 18 — Dobyns Future commitments: August 6 — Dobyns September 17 — Dobyns November 12 — Dobyns U: radioshowappts.doc From: Tom Markus Sent: Wednesday, May 21, 2014 10:20 AM To: Stephen Murley (Murley .Stephen @iowacityschools.org) Cc: *City Council & All Dept Heads Subject: Iowa Clty Public Schools Diversity Policy Dear Stephen: As I previously reported to you, at the Iowa City council meeting held last evening, the council discussed the IC planning and zoning commission recommendation regarding the inclusion of a walkability provision in the school district policy. The council decided not to take any action on the P &Z recommendation. As a result the council does not have a formal recommendation to the school board regarding this matter. The council reiterated its support for the diversity policy and was not interested in seeing the policy opened up again for further discussion. a�1�,t IOWA CITY y}�s PUBLIC LIBRARY 123 S. Linn St. - Iowa City, IA 52240 DATE: May 28, 2014 TO: Tom Markus, City Manager FROM: Susan Craig,, library Director RE: Library Survey Report �I immroa Susan Craig Pwwt 319 - 356-5200 FAx 319 - 356 -5494 www.kpi.org It should come as no surprise to people in the City of Literature that the number of books read In a year averages more than 24 and exceeds the national average. This interesting fact is just one gleaned from a recent community survey that was conducted as part of the Library's strategic planning process. I am forwarding you Information from the mail survey that was conducted in March this year. In response to another question that has been used by the consultants in communities throughout the United States, well over ninety percent (94.3%) of respondents said the Iowa City Public Library was either essential or very Important to the quality of life in our community. The consultants noted that this rating Is the highest they have ever seers. The mall survey was distributed to 3,000 randomly selected households In the Library's service area (Iowa City, University Heights, Hills, rural Vinson County). A total of 434 completed surveys were returned for a 33.61% response rate, resulting in a 95% confidence rate and a margin of error of plus or minus 4.68 %. Almost ninety percent (88.9%) visited the Library at least five times a year, 30.8% three times a month or more. During visits 79.0% of respondents checked out library materials, 31.3% asked Library staff for help with a question, 13.5% attended children playing In the Children's Room, and 9.5% attended a meeting. The Planning Committee expects to complete work with the consultants soon to update the Library's strategic plan for FY16 and beyond. IOWA CITY PUBLIC LIBRARY COMMUNITY SURVEY OBSERVATIONS 2014 Multiple surveys were conducted to gather public input into the Iowa City Public Library's new Strategic Plan. A mail survey was distributed to 2,000 randomly selected households in the Library's service area. A total of 434 completed surveys were returned. When households falling out of the sample because they had moved with no forwarding address in the Iowa City area are accounted for, the 434 completed surveys represents a 23.61% response rate, which is excellent for an unsolicited mail survey. The consultants' target of 381 valid surveys was designed to ensure a 95% confidence level with a margin of error of plus or minus 5 %. The return of 434 surveys results in a 95% confidence rate and a margin of error of plus or minus 4.68 %. The Iowa City Public Library is clearly a well -used and well- respected community resource. The positive response to a question that the consultants have used in communities throughout the United States was the highest that they have experienced. The question reads: Complete the following sentence. The (Name of Library) Public Library is: essential to the quality of life in our community very important to the quality of life in our community somewhat important to the quality of life in our community not very important to the quality of life in our community not at all important to the quality of life in our community Well over ninety percent (94.3 %) of mail survey respondents said that the Iowa City Public Library was either essential or very important to the quality of life in the community. Libraries are generally well - liked by the public and libraries typically garner a rating over 80% in the combined categories. The consultants have received ratings as low as 58.1% (combined essential and very important) and as high as 93.1% in the past. Out of dozen of libraries using the question, only three have exceeded 90% and Iowa City's rating is the highest. Furthermore, the percentage of Iowa City are residents indicating that their library is essential is higher by more than 5% than any the consultants have experienced in the past. More than half (55.0 %) of survey respondents gave ICPL a rating of 6 (excellent) when asked to rate their overall satisfaction with services. Another 31.5% indicated that they thought services were very good. Only 2.6% of those responding rated the library as very poor, poor or fair. The surveys also demonstrate that Iowa City truly is a City of Literature. Respondents to the mail survey reported reading an average of 24.85 books. This exceeds the national average. Analysis of reading behaviors shows that while more people are reading a -books than in the recent past, reading of print - on -paper books far exceeds electronic readership of book - length materials. Mail survey respondents reported that 81.28% of the books that they had read in the past year were print while only 11.73% of the books read were e- books. More than seven percent (7.06% said that they had read (listened to) an audio book. The Iowa City Public Library surveys also confirm a finding reported by Pew Research in their "Internet and American Life" series of surveys. By a large margin, a -book readers tend to be print readers as well. In other words, readers are readers! When asked about the importance of children reading print materials, well over ninety percent (93.25 %) of respondents in households with children 12 or under said that it was very important for children to read print books in addition to digital content. A total of 140 mail survey respondents indicated that they had read at least one a -book in the past year. Of these, only 10 (7.1 %) said that they had read ONLY e- books. Well over ninety percent of a -book readers reported that they had also read print books. Bill Wilson Ethel Himmel Himmel & Wilson, Library Consultants Iowa City Public Library — Mail Survey —All Responses (434) Final Summary Report - May 21, 2014 1. Have you visited the Iowa City Public Library facility in the past six months? Value Count Percent Yes 352 81.9% No 78 18.1% 2. On average, how frequently do you visit the Iowa City Public Library? Value Count Percent a.) Frequently (three times a month or more) 108 30.8% b.) Regularly (once or twice a month) 127 36.2% c.) Occasionally (five to ten times a year) 77 21.9% d.) Infrequently (one to four times a year) 35 10.0% e.) Rarely or Never (I haven't visited the library in more than a year.) 4 1.1% 3. How do you usually get to the Iowa City Public Library? Value Count Percent a.) I take a bus or other public transportation 21 6.0% b.) I ride or drive a car, motorcycle or motor scooter 283 80.4% c.) I walk 25 7.1% d.) I ride a bicycle 15 4.3% e.) I access the Library online (I don't usually physically visit a library.) 2 0.6% f.) Other (Please specify below.) 6 1.7% Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 1 If you selected "other," please specify here. Count Response 1 1 have someone drive me - I drive a car but cannot walk from the parking ramp - too far! 1 Split equally between walking and driving 1 University lot 1 Depends on season. I walk, bike & bus or drive 1 Someone else drives 1 Walk or drive (both frequently) 4. If you drive to the Library, where do you usually park? Value Count Percent a.) Did not drive to the Library 14 4.1% b.) 20 minute parking zone in front of the Library 75 22.1% c.) Metered parking on the streets 89 26.2% d.) Parking ramp (Please indicate the ramp in which you parked in the next question.) 143 42.1% e.) Other (Please specify below.) 19 5.6% If you selected "other," please specify here. Count Response 1 Across the street or down a block or so, and only when parking is FREE! 1 Far enough away to park for free 1 1 work nearby and walk from work generally 1 It's a pain to find parking for the Library in Iowa City 1 Lot by police department 1 Parking lot behind rec center closest I could get 1 Senior Center, there are usually meters available 1 The Psychology department parking site 1 University lot 1 Whenever I can find a spot - parking availability is a problem Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 2 Count Response 1 At work 1 Behind rec center 1 Depends / what is available 1 Downtown area & walk to library 1 Handicap zone in front of library 1 Library parking 1 Non - paying parking 1 Varies S. How much time did you spend at the Library during your last visit? Value Count Percent a.) Less than 15 minutes 53 15.2% b.) 15 to 30 minutes 125 35.8% c.) 30 minutes to one (1) hour 107 30.7% d.) One (1) to two (2) hours 56 16.1% e.) More than two (2) hours 8 2.3% 6. On a scale of 1 to 6 with 1 representing "Very Poor" and 6 representing "Excellent," how would you rate your overall satisfaction with the Iowa City Public Library's services? Value Count Percent 1- Very Poor 1 0.3% 2 - Poor 2 0.6% 3 - Fair 6 1.7% 4 - Good 38 10.9% 5 - Very Good 110 31.5% 6 - Excellent 192 55.0% Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 3 7. Which of the following did you do during your last visit to the library? (Please select all that apply.) Value Count Percent a.) Picked up an item on hold 111 31.9% b.) Searched computer catalog to look up items and /or to place a hold 155 44.5% c.) Used a public computer 24 6.9% d.) Asked Library staff for help with a question 109 31.3% e.) Used a self- checkout station 219 62.9% f.) Used the Library's materials or resources in the library (including online resources) 45 12.9% g.) Viewed a display, exhibit or art 61 17.5% h.) Used a copy machine or printer 15 4.3% L) Used the Library's wireless network from my laptop, tablet, or smartphone 38 10.9% j.) Met friends or colleagues 34 9.8% k.) Checked out library materials 275 79.0% I.) Attended a children's library program 23 6.6% m.) Attended a teen or adult library program or class 8 2.3% n.) Used a Library iPad, DVD player or video game console 3 0.9% o.) Visited the used book store (The BookEnd) 30 8.6% p.) Attended a meeting in one of the meeting rooms 33 9.5% q.) Attended young children playing in the Children's Room 47 13.5% Other (Please specify below): 1 0.3% If you selected "other," please specify here. Count Response 1 browsed the collection and selected books Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 4 8. On a scale of 1 to 6 with 1 representing "Very Poor" and 6 representing "Excellent," please rate us on the following items. Skip any on which you do not have an opinion. 1(Very Poor) 2 3 4 5 6 (Excellent) Responses a.) Library materials (collections) for children 0.0% 0 0.5% 1 2.1% 4 9.3% 18 29.4% 57 58.8% 114 194 b.) Library materials (collections) forteens 0.0% 0 0.0% 0 2.5% 3 13.9% 17 37.7% 46 45.9% 56 122 c.) Library materials (collections) for adults 0.0% 0 0.3% 1 2.3% 7 11.5% 35 34.9% 106 51.0% 155 304 d.) Children's programs 0.8% 1 0.8% 1 2.3% 3 16.0% 21 27.5% 36 52.7% 69 131 e.) Teen programs 3.0% 2 1.5% 1 9.0% 6 29.9% 20 25.4% 17 31.3% 21 67 f.) Adult programs or classes 0.0% 0 0.0% 0 11.0% 12 27.5% 30 33.9% 37 27.5% 30 109 g.) Library website 0.4% 1 0.0% 0 4.3% 11 24.4% 63 35.3% 91 35.7% 92 258 h.) Hours the Library is open 0.0% 0 2.5% 8 3.1% 10 18.6% 59 35.2% 112 40.6% 129 318 i.) Staff courtesy 0.6% 2 1.3% 4 2.9% 9 7.7% 24 25.5% 79 61.9% 192 310 j.) The Library Channel - Cable Channe110 1.1% 1 5.6% 5 9.0% 8 28.1% 25 27.0% 24 29.2% 26 89 k.) Convenience of Library location 4.5% 14 4.8% 15 10.2% 32 17.3% 54 27.2% 85 36.1% 113 313 1.) Parking 14.4% 45 16.9% 53 18.8% 59 25.6% 80 14.7% 46 9.6% 30 313 m.) Number of public access computers 3.4% 4 2.6% 3 6.9% 8 22.4% 26 30.2% 35 34.5% 40 116 n.) Speed of public access computers 1.9% 2 5.8% 6 5.8% 6 21.4% 22 34.0% 35 31.1% 32 103 o.) Wireless connectivity /access 2.0% 2 3.9% 4 3.9% 4 20.6% 21 26.5% 27 43.1% 44 102 p.) Assistance with online and digital collections 1.0% 1 4.1% 4 11.3% 11 22.7% 22 18.6% 18 42.3% 41 97 Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey - Final Summary - All Responses Page 5 If you selected 'other," please specify here. Count Response 1 Staff courtesy varies by person 9. What existing service(s) do you think should be improved? Count Response 1 A better way to renew library card other than in person 1 ALL OF TH EM I I I 1 Access parking. Exposure programs draw on public 1 Access to ICPL - I only go if I am going downtown anyway. Remote dropbox is very helpful 1 Access to digital books 1 Add Branch locations 1 Add to collections 1 All are great 1 All services are great 1 Automatic door openers for second floor bathrooms and snack room for disabled persons 1 Better parking 1 Better parking, easier access to e- books, more public computers 1 Better parking. I would definitely go to the library more if parking was more convenient 1 Bring back the seats for the computers where you look up books 1 Cannot think of any - my needs are adequately met Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 6 1 (Very 6 2 3 4 5 Responses Poor) (Excellent) 3.0% 2.0% 5.0% 21.0% 24.0% 45.0% q.) Assistance with technology 100 3 2 5 21 24 45 0.6% 0.0% 4.2% 9.7% 30.9% 54.5% r.) Meeting spaces for public use 165 1 0 7 16 51 90 0.0% 0.0% 33.3% 33.3% 33.3% 0.0% Other (Please specify below.) 3 0 0 1 1 1 0 If you selected 'other," please specify here. Count Response 1 Staff courtesy varies by person 9. What existing service(s) do you think should be improved? Count Response 1 A better way to renew library card other than in person 1 ALL OF TH EM I I I 1 Access parking. Exposure programs draw on public 1 Access to ICPL - I only go if I am going downtown anyway. Remote dropbox is very helpful 1 Access to digital books 1 Add Branch locations 1 Add to collections 1 All are great 1 All services are great 1 Automatic door openers for second floor bathrooms and snack room for disabled persons 1 Better parking 1 Better parking, easier access to e- books, more public computers 1 Better parking. I would definitely go to the library more if parking was more convenient 1 Bring back the seats for the computers where you look up books 1 Cannot think of any - my needs are adequately met Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 6 Count Response 1 Children's play area needs updating 1 Clean bathroom twice as often. Make sure everything works. 1 Collecting should be prioritized and ease of remote access to eBooks and databases 1 Collection of classical music CDs expanded 1 Computers need updating 1 DVD materials need to increase 1 Difficult to find a parking space in front when I return books 1 Do not go often enough to answer this questions 1 Don't know 1 Ease of borrowing books from other libraries (library to library loans difficult)! 1 Easier way to download eBooks 1 Easy Access to material, staff help, kid's activities 1 Expand digital — eBooks 1 Focus resources on adult books & eBooks 1 Frankly, nothing comes to mind; I admire what the library and staff are doing 1 Free parking 1 Get rid of the winos and bums who urinate on the furniture 1 Haven't been there in 20 years & no services seem particularly important 1 Haven't used it in a few years 1 Hours 1 Hours open - open at 8 AM. Weekends are hard to get in and during week AM hours would be nice 1 I don't have an opinion. I haven't used the library for at least 20 years 1 1 don't have any idea what needs to be improved if anything 1 1 have been pleased with all services I have used 1 1 have not used the Iowa City Public Library. I only use the university libraries 1 1 haven't been to the library in years, so I' not sure 1 1 think it's excellent just as it is 1 1 think that free parking should be available in larger quantities Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 7 Count Response 1 1 think the ICPL is just about perfect! 1 I want more digital science fiction books 1 1 wish I could check out Wii games in the children's room 1 1 would improve the online website. Maybe make parking easier /cheaper 1 1 would like it if you had a larger collection of audiobooks. 1 I'm not familiar with the existing services 1 Improve parking turnover in front of library 1 Improve the attitude of the employees 1 Increase new books and DVD acquisitions 1 It would be nice to have the Wi -Fi improved, it can be very slow 1 More books available to be mailed to customers 1 More free parking. More senior tech classes. 1 More locations - satellite sites 1 More on line databases that are easy to use and print at home computer 1 More physical space in video collections, both upstairs and downstairs 1 Never lessen the number of PRINT books 1 New director who likes books as much as planning 1 No opinion 1 No opinion. Location of the library isn't issue for seniors who don't like to park in ramps. We just don't come. 1 No. The library is great! 1 None 1 None - it's a great library 1 None it's fine. Maybe keep out vagrants 1 None that I can think of 1 None that I can think of. 1 Not aware of any 1 Not sure 1 Nothing Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 8 Count Response 1 Nothing you can do about this but parking makes me choose other locations 1 Nothing. Everything is great! 1 Number of eBooks available 1 Online audiobooks - wider variety and easier access 1 Online /web improvement Digital collection improvement 1 Open earlier (9 am ?) Bus passes given out more willingly 9 Parking 1 Parking & children's books & play area 1 Parking and crowds. More privacy even by the books 1 Parking is a big issue and I wish the library was open earlier 1 Parking near the library 1 Parking! 1 Parking!!! 1 Parking. Open earlier. Better seating - more. 1 Periodical reading room (area)... Waaaayyy too close to children area - too noisy 1 Pretty much satisfied 1 Probably more copies of books for digital checkout 1 Programming for teens - more options for girls (crafting, book club) 1 Programs Customer service 1 Public relations, such as when you are going to quit the library and completely rebuild! 1 Security of the wireless network was hacked when I used the network 1 Self- checkout 1 Should be open 7 evenings a week 1 The audio on the Library channel needs improvement - the sound quality is very poor 1 The collection. This is, after all, a library 1 The eBooks are difficult to access 1 The library is much better than in Chicago! 1 The number of free holds allowed per card The number of renewals on an item 1 The use of the Internet Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 9 Count Response 1 They are all very good! 1 They have slides but no slide projector! 1 Time on the computer, library hours 1 We would like to see more 20 min parking spots. The library itself is excellent 1 When I do go parking - free and easy and close is very important 1 Wider selection of eBooks 1 Wi -Fi speed 1 Wireless is unsecure - Hate that you killed most of the wired connection spots 1 Wireless network is extremely slow. The library should be open at 6 am 1 Would be nice not to have to go downtown. Close parking. 1 Would like audiobooks in unabridged and abridged. 1 You are doing a great job! (parking maybe) 1 All are good 1 Better parking 1 Book group kits. higher inter - library loan maximums 1 Cannotsay 1 Collections 1 Customer service 1 eBook selection, eBook access 1 Earlier opening weekdays 1 eBook collection 1 eBook - availability connection and ease of interface audiobook 1 Expand eBooks and audio books 1 Go back to the way CD collection used to be. By subject rather than by composer 1 High speed internet 1 Hours of operation 1 Library open at 9 instead of 10 1 Minimal parking available 1 More 20 minute parking Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 10 Count Response 1 More 20 minute parking 1 More advertising for library events in newspaper, online, flyers etc. 1 More audio books 1 More books 1 More books on tape and CDs. More "Great Courses" CDs 1 More designated library parking 1 More eBooks 1 More handicapped parking 1 More magazine and DVD choices 1 Move it to where there is parking 1 Need a satellite library in SE Iowa City 1 Number of new releases 1 Open earlier on Sundays 6 Parking 1 Parking and easy access to the library 1 Parking - I have given up and gone home 1 Parking and open at 11 on Sunday 1 Parking at library or satellite library 1 Parking for those who may have difficulty walking 1 Parking is terrible 1 Parking should be FREE 1 Parking, book drop off, audio visual and DVD collection and addition of food and drink cafe 1 Parking, internet speed 1 Parking, staff courtesy 1 Speed of computers, talking too loud by patrons and staff 1 The DVD openers at self -check are very touchy The biggest problem with the library is the lack of parking. Often in the winter we will drive 1 around trying to find a place to park & then leave without visiting the library due to lack of parking. We have also found some of the library staff to be discourteous & unhelpful Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 11 Count Response 1 Have been told you can download eBooks - I will be using that service. I believe children's area is very nice and will utilize soon with my grand- daughter 1 The City should make parking cheaper - City raised price of parking and made staying at the library more expensive. Resources for disabled /handicapped children are mediocre 1 I think the public parking closest to the library that has been usurped for zip cars. Should be reclaimed!! And there is only 1 handicapped space in front of the library We received $10 of credit at the library (I paid for what I thought was a lost book which I then 1 found and returned). It would be nice if we could use that credit to pay down overdue fines at the e- checkouts instead of going to the manned librarian checkouts. 1 We are a literary team. A collection that represents that would be ideal. We don't even carry all books by local university authors I wish the new touch - screen computers in the children's room were not so prominent in the 1 rooms design / new layout. Also, I think there should be some time limits on their use. The room used to be a safe haven from easy access screen entertainment, but now my children and my friends' children gravitate to them and play together less. 1 In general - many staff persons are not "user friendly" i.e. not knowledgeable or interested in people and their questions /needs 1 1 find the eBook part of the website difficult to find & navigate. I would like to see more eBooks available. Parking is painful 1 Downloadable books, movies, magazines, etc. I can't figure out how to download to iPhone /iPad from icpl.org More public access for diagonal parking outside of library that are 30 minutes or less / book 1 drop off only There could be more topical information sites, such as a web page with links to good sources of information on the Ukraine Crisis. Also, there could be local information web pages such as 1 a guide to local food. There are city farmer's markets, markets organized by Ag extension, private CSA, and so on. What about DVD's? The library's collection is unusual and we have used it quite a lot. Also CDs good for exploring new artists 1 1 am confused with catalog pro; I don't usually get the same results that I get with catalog classic, so I always revert back to using classic Someone at the library to show you how to use the computer. Whether for information on 1 internet or library files. Short-term parking is difficult, it appears that reserved drop -off parking is frequently used by 1 other people, not using the library, or over - staying time limits. I don't know that the library can improve this, however. Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 12 Count Response 1 Need to upgrade maintain collections. Trying to maintain collections by renowned authors, both living & dead It would be nice to have a drop box on the East side of Linn Street across the street from the existing drop boxes. You could swing in with your car and drop them through the passenger 1 window and be on your way. It always seems problematic pulling into one of the designated spot to drop items and then back out while others in cars are waiting to do something. I am sure that some people would complain about losing a few parking spaces on the East side, but tough! I've never visited the IC Public Library because I am a student at U Iowa and I go to the school 1 medical library. I would love to start going to the IC Public Library due to the expensive cost of parking at the medical campus. 1 Keep working on bringing great children's programs to the library - there is no better place for kids to learn the value of reading My only complaint is not being able to get new books soon enough (print and digital) - so I 1 suppose I could say better anticipation of the popularity of critically acclaimed or very well reviewed books I am always amazed at the services and options offered. Though I may not have used a specific 1 option, I have directed others to use them or have just sent people to the library because I do not have the answer for their problems or their question. They always report back that they got the info they needed. Another satisfied patron. 1 Not sure whether you have any control over this, but the search function on the eBooks catalog (overdrive) is not very user - friendly Parking that is free and closer to library. Hard for the handicapped, elder and families with 1 small children to access the library. Ramp is too far away for disabled. Handicap spots are hard to get. A branch library like at Sycamore mall would be great. Access, less traffic, free parking 1 Possibly my computer skilled abilities could be improved. I'm disabled with Parkinson's and need special assistance. Extra special for aging and ill health I'm not sure. I don't get down there very often. The whole library seems pretty good but 1 maybe some more parking... change some of those metered spots to library spots or something 1 DVD movie collection should be better organized. Some categories are misleading (e.g. "comedy" is often not easily defined in some recent movies.) 1 It would be great if there were more eBooks available on overdrive. Also more kids /toddler options on weekends Parking but what can you do? Would love the library to oven at 9:00 am. Sunday mornings 1 maybe 10:00am Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 13 Count Response 1 This is not a library service but community service - I feel the city should give more free parking in front of the library for book returns and fast pick up 1 Noisy kids or students should not be in there if they are going to talk. It should be a quiet place!!! 1 Parking will always be an issue, but doing best possible in my opinion. My issue is simply familiarizing myself more with all the services available and taking advantage of them 1 It all comes down to location. Probably only use the library 1/2 hours per year because it is not convenient 1 It is frustrating when you (or our child) starts a series out the library doesn't carry the whole series 1 There is only one handicapped parking space at the library curb - it is also difficult to climb over snow piled at curb. Also wish magazines were back in more quiet area Parking - the downtown location is great and it's nice to have the 20 min free parking spots in front, but they are often full. I don't like parking in the ramps (too time - consuming). I've gone 1 around the block 3 or 4 times to try and find open meters and have left instead of going to the library when I can't find one. Faster process for acquisition of new books requested by library users, if possible. It's great the library takes requests but the process can take 3 - 4 months. Satellite library, e.g., Sycamore Mall or Bookmobile. Despise going downtown to the parking 1 mess. Yes, realize parking free (for an hour) in the ramp. Hate ramp parking and there is never any street parking available except first week of August. 1 More library parking would be nice. I often do not find a space in front. A few more public computers would be nice. Thanks to the staff. I love our library! Disappointed in children's room increased emphasis on computers & mobile devises. Rather 1 see kids reading than choosing to play on iPad. Games are not really educational. Children's room has culled many parts of collection recently. I have not been able to find many old favorites. What happens to these books? 1 I'd love to see additional areas for reading & computer use Additional /extended /simplified eBook checkout 10. What potential service(s) should be added that you or your family members would use? Count Response 1 1. Children's programming 2. Adult classes 1 A coffee shop /tea house Delivery of books to branch locations like Hy -Vee for pickup 1 A satellite located at Sycamore Mall - easy parking. Should have been done years ago Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 14 Count Response 1 A slide projector 1 Access to eBooks 1 Add a coffee bar. 1 Adult book club 1 Adult classes in the afternoon 1 Adult reading programs 1 Any activities for preschool children or school group activities are helpful 1 Anything that wouldn't subtract from the expansion of the library's collection 1 Better location for elderly 1 Book clubs by area of interest. Expand a -book selection 1 Borrowing Blu -Ray movies Borrowing video game consoles to play games at home 1 Branch library for more access 1 Can't think of any 1 Coffee or beverage access 1 Don't know 1 Don't want to drive downtown. Rather use the Coralville library 1 East side library site with lots of parking 1 Employees to help those who are electronically challenged 1 Free parking 1 Group readings by authors 1 1 don't know of anything that needs to be added 1 1 don't know what is available. Go for the moon! 1 1 have no idea. They already offer so much! 1 1 like speakers of interest 1 1 like that there are more current DVDs available to borrow 1 1 like the services, just wish I didn't struggle to find a parking spot every time 1 1 love our library 1 1 might go to a satellite location - say in the Sycamore Mall 1 1 think we would use more electronic books on loan Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 15 Count Response 1 Language section or maybe a program that teaches or introduces diversity 1 Large white boards for drawing diagrams in private study rooms 1 More children's activities 1 More computer use or programming classes 1 More return book spots around town 1 More tables to sit at on west side of upstairs 1 No opinion 1 None that I can think of at this time 1 None that I need to be added 1 None that I'm aware of 1 Nothing 1 Please add more adult programs 1 Reading kits are great. Some could use being refreshed... pages falling out... puppets worn 1 Reading programs for adults with mental /intellectual disabilities 1 Satellite station 1 Skywalk between parking ramp and library 1 Sponsor more book talks by authors 1 We do not use the library 1 We love books 1 You need a street book return - a drive -by 1 Adult book clubs 1 Any family programs, local resources, urban gardening, etc. 1 Coffee shop area 1 Contemporary music 1 Delivery of books to senior residential facilities 1 Don't know 1 Earlier hours particularly on Sat & Sun 1 eBooks for kids and adults for iPad 1 Email list showing your purchases in particular subject - you used to do that Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 16 Count Response 1 Graphic nonfiction books for children 1 Library should be open until 10pm or 24hours 1 Maintain collections so that books, just not current releases, are available 1 Maybe talks by great authors? 1 More book titles available 1 More children's programs 1 More copies of popular & recent novels 1 More drop off locations 1 More eBooks for kindle 1 More electronic books 1 More material on a -books 1 More movies 1 More programming for middle grades (3 -6); my son would like a Lego section 1 More programs and events for adults 1 More readings 1 Movie nights 1 Movies 1 Needs are currently met 1 None 1 Online service 1 Private computer cubicles 1 Satellite locations 1 Satellite sites 1 Kindle checkout, books(Advanced) or latest, more magazines, kids activity kits, kids games, learning toys 1 Have some programs for educators to meet with librarians - resources, both recommendations for students, etc. 1 Not sure if this is already in place - but informational sessions about checking out books where the book is online. Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 17 Count Response 1 1 would attend more events celebrating literary milestones like the series and talks and movies shown during the Jane Austen anniversary. 1 1 have a dish cable service & cannot get the library channel or local channels. Is there any way to do this? 1 1 don't even know all the services offered, but when 1 need some help, I find usually that the service already exists. And the staff cares about helping. 1 All existing services are good. There are services I didn't know about. Perhaps more /better marketing and consumer education of the existing services would be beneficial 1 1 always enjoyed reading groups as a child. I participated in the summer programs offered by my local library. Offer incentives for young children to read 1 Joint services with Coralville and North Liberty Consider Johnson County Libraries with each library a branch 1 As with eBooks audio books - have streaming or rental movies /TV video accessible online for "checkout" 1 1. Notary public 2. Bookmobile for adults and kids 3. Coffee shop in the library 4. Remote book drop at City Hall 1 It has been a dreadful winter and I just didn't think about the online services. I am going to do that now! 1 Really appreciate the hold of items on shelves so one can use the 20 min parking in front of the library 1 None. I learned early in life that it's cheaper to buy books at used book shops or digitized books than go to the library 1 Branch desks for checking out books and returns at east side shopping centers (e.g., Sycamore or Towncrest) I like the staff picks on books and DDs. Maybe more short reviews from community members. 1 What the director of the IA Writers Workshop is reading ... What the head custodian at the library is reading... Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 18 11. Because of budget cuts, the Library may need to make some difficult decisions. If cutbacks are required, where should they be made? Value Count Percent a.) Collections 45 13.5% b.) Hours Open 98 29.4% c.) Programs and other services 166 49.9% d.) Other (Please specify below.) 40 12.0% If you answered "other," please specify below. Count Response 1 A combination of all three. Maybe close on Sundays. Cut down on nonfiction 1 Digital technology - new, shiny computers does not equal progress 1 Display, exhibit or art 1 Don't cut anything 1 Don't invest in iPads, Nooks, other electronics for rental 1 Fight for no budget cuts! 1 Get the bums out and keep them out of the lobby as well 1 Hate to say 1 Hate to see anything get cut 1 1 am not sure 1 1 don't care 1 1 don't feel well enough informed to answer this question 1 I'm sorry to hear there are budget cuts. All of these services are important 1 Library Channel 1 Most impact that can influence decision - makers to up your budget. Least impact on collections. 1 My answers are no, no, no, and what's left? 1 None. You should get more money 1 Not sure 1 Prioritize services: collections for children, teens and seniors Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 19 Count Response 1 Reduce director's pay 1 Stop spending! Do not buy now! Be responsible! 1 A mixture of those options 1 All of above evenly 1 Artwork 1 Carpeting doesn't need replacement 1 Cut meeting rooms, cut things other than reading materials 1 Drop the artwork that can be checked out 1 Make collection a priority 1 Make more express lanes 1 None of the above 1 Whatever tasks that can be not done as often 1 Probably a combination of all 1 Raise taxes. Please don't reduce hours on the weekend for families with school age children 1 Raise taxes. We'll vote for it 1 Reduce hard copies of materials & go to more digital 1 Staff 1 Staff salaries are out of control! 7 library coordinators making $97,000 is shameful! 1 Video games, which are addictive 1 Why would there be budget cuts with the taxes we pay and the increasing price of real estate 1 Periodicals! I guess I don't even know if you still have newspapers but they are expensive and full of crap. Movies and videogames go before books! 1 Maybe get rid of DVDs that aren't educational or something. People treat it like a video store. It's a library for knowledge & scholarship 1 It doesn't seem like they need that much more technology like the computer information board when you first walk in. 1 Whatever makes the biggest difference in cost while hurting the fewest people (or the fewest people who need it the most) 1 1 don't feel qualified to answer this but I'd hate to see people lose jobs so I'd say collections for thatreason. Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 20 12. Please complete the following sentence. The Iowa City Public Library is... Value a.) essential to the quality of life in our community b.) very important to the quality of life in our community c.) somewhat important to the quality of life in our community d.) not very important to the quality of life in our community e.) not at all important to the quality of life in our community Count Percent 273 64.5% 126 29.8% 17 4.0% 6 1.4% 1 0.2% 13. Some library services are available without physically visiting the library. Please indicate which of the following services you've used in the past six months. (Please check all that apply.) Value CountPercent a.) Checked my Library account online 215 64.4% b.) Downloaded an a -book, audiobook or local music 87 26.1% c.) Used an information database (e.g., foreign language, investments, periodical 39 11.7% articles, genealogy, auto repair, etc.) d.) Checked to see what programs /meetings were scheduled 80 24.0% e.) Placed a hold on a book or other item 196 58.7% f.) Read a Library Facebook posting 24 7.2% g.) Looked up the title of an item I wanted 194 58.1% Used the online tutoring service 0 0.0% h.) Asked a question by phone, email or chat 57 17.1% L) Used remote book drop 151 45.2% j.) Watched the Library Channel - Cable Channel 10 31 9.3% k.) Made a donation to the Iowa City Public Library Friends Foundation 29 8.7% l.) Other (Please specify.) 21 6.3% Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 21 If you selected 'other," please specify here. Count Response 1 Had books mailed to me 1 Homebound services - excellent 1 ICPL Instagram 1 None 1 Notified of dates books are due... great service! Channel 10 is not available on Direct TV 1 Reference desk 1 Renewal by phone 1 Dental books 1 Renew books 1 Renew movies and books online 1 Renewal materials 1 Renewed books 1 Renewed items by phone 1 Renewed material by phone 1 Renewed materials by phone 1 Requested acquisitions 1 Requested purchase of item for collection 1 Re -read a book 1 Scheduled use of a meeting room 1 Tried to download eBook but could not 1 A neighbor brings me books. Otherwise I use the Coralville libraries or North Liberty libraries or U of Iowa 1 1 would watch Channel 10 if Mediacom could figure out why it doesn't come to my house. I have expanded basic but not a bunch of basic channels... not your fault! Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 22 14. How often have you used the library's website (www.icpl.org) from outside the Library in the last month? Value Count Percent a.) Have not visited the website 176 42.0% b.) 1- 2 times 119 28.4% c.) 3 - 5 times 70 16.7% d.) 6 - 9 times 21 5.0% e.) 10 - 12 times 11 2.6% f.) More than 12 times 22 5.3% 15. Think about the books you have read in the past 12 months. How many of them were: Number of Books Read by Format Responses a.) Printed Books 81.28/0 379 8,761 b.) Electronic (e- books) 11.73% 140 1,266 c.) Audio books 7.06/0 119 762 Of the 140 respondents indicating that they had read at least one a -book, only 10 said that they read ONLY e- books. The balance (130) said that they had also read at least one print book. 16. Do you have personal Internet access? Value Count YES 396 NO 30 Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Percent 93.0% 7.0% Page 23 17. If you have personal Internet access, what type of connection do you have? Value Count Percent a.) Cell phone provider data plan 131 32.8% b.) Cable or satellite connection 264 66.0% c.) DSL- enabled phone line 97 24.3% d.) Dial -up telephone line 10 2.5% e.) Don't know type of connection 18 4.5% f.) Other (Please specify below.) 5 1.3% If you answered "other," please specify below. Count Response 1 CenturyLink 1 Don't have internet 1 cell phone only 1 wireless 18. How important is it to you, if at all, that your child /children read PRINT books, in addition to reading digital content? Value Count Percent a.) There are no children in my household 207 50.1% b.) Very important 180 43.6% c.) Somewhat important 20 4.8% d.) Not too important 3 0.7% e.) Not important at all 3 0.7% Of the 89 respondents who said that they had children in their household, 83 said that it was "very important" that children read print in addition to digital content. Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 24 If you answered 'other," please specify below. Count Response 1 I am not in favor of kids reading much digital content at all. Greatly prefer print 1 As long as they are reading! 1 Both my kids respond well to print. They, in the future, will get most of their info in digital form, but they developed a love of learning through print 19. What is your gender? Value Count Percent Female 303 71.5% Male 121 28.5% Other 0 0.0% 20. Which category includes your age? Value Count Percent a.) Under 18 years of age 2 0.5% b.) 18 - 24 years 7 1.7% c.) 25 - 34 years 40 9.5% d.) 35 - 44 years 68 16.1% e.) 45 - 54 years 65 15.4% f.) 55 - 64 years 106 25.1% g.) 65 - 74 years 88 20.8% h.) 75 - 84 years 34 8.0% L) 85 years of age or older 13 3.1% Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 25 21. Do you have children under the age of 12 living in your home? Value Count Percent Yes 89 20.9% No 337 79.1% 22. What is the highest grade of school that you have completed? Value Count Percent a.) Less than High School graduate 2 0.5% b.) High school graduate (including GED) 29 6.8% c.) Some college but no degree 54 12.7% d.) Associate degree 26 6.1% e.) Bachelor's degree 134 31.5% f.) Master's degree 115 27.0% g.) Doctorate degree 60 14.1% h.) Other (Please specify below.) 6 1.4% If you selected "other," please specify below. Count Response 1 2 yr college & 2 yr tech 1 ABD (all but dissertation for PHD) 1 R.N. 1 Still in school 1 T.D. 1 Trade School Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 26 23. Where do you live? Value Count Percent a.) Iowa City 382 89.0% b.) University Heights 9 2.1% c.) Lone Tree 2 0.5% d.) Hills 0 0.0% e.) Rural Johnson County 36 8.4% f.) Other (Please specify below.) 0 0.0% Himmel & Wilson Iowa City Public Library May 21, 2014 Mail Survey — Final Summary - All Responses Page 27 Ip10 � AL, "A av CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (3 19) 356 -5000 (319) 356 -5009 FAX www.icgov.org May 22, 2014 TO: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination — Landfill Operator Under the authority of the Civil Service Commission of Iowa City, Iowa, 1 do hereby certify the following named person(s) as eligible for the position of Landfill Operator. Jim Carney IOWA CITY CIVIL SERVICE COMMISSION Lyra . Dickerson, Chair Ad Hoc Senior Services Committee May 19, 2014 I N I Page 1 MINUTES DRAFT AD HOC SENIOR SERVICES COMMITTEE MAY 19, 2014 — 4:00 P.M. ROOM 202, IOWA CITY /JOHNSON COUNTY SENIOR CENTER Members Present: Joe Younker (Chair), Jay Honohan (4:30 P.M.), Rick Dobyns, Jane Dohrmann, Mercedes Bern -Klug, Ellen Cannon, Hiram Rick Webber Staff Present: Julie Voparil, Geoff Fruin, Linda Kopping, Emily Light, Michelle Buhman RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: Chairperson Younker called the meeting to order at 4:00 P.M. CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED: a. Minutes of the Meeting on 05/05/14 — Younker stated that as a matter of procedure at each meeting, he will ask if anyone has any changes they would like made to the Consent Calendar, such as the minutes or correspondence. If there are none, he would ask that they have a motion to accept the Consent Calendar as a whole. b. Correspondence — (Carol Thompson) Younker then asked if anyone had anything they would like removed from this meeting's Consent Calendar, or if they have any objections to anything contained in the Calendar. Hearing none, Younker stated that the Committee would accept the Consent Calendar as presented. SENIOR CENTER PRESENTATION: Linda Kopping, Senior Center Coordinator, welcomed Members, stating that over the next 30 minutes, she and other staff will speak about the work they do at the Senior Center, covering programs, volunteers, and services provided. Kopping began by stating that the Senior Center is all about optimal aging. Through the various programs and services, seniors can make the most of their life circumstances. By keeping aging minds and bodies active, the Senior Center helps people to maintain their independence, social connections, a sense of purpose, self - efficacy, and satisfaction with life. The Senior Center operates under a set of principles, according to Kopping, that guide their operation. One of these important principles is to not tell adults what to do. Instead, the Senior Center listens to seniors to see what it is they want to do. The Senior Center's job is to help seniors realize these goals. Secondly, Kopping shared is the Center's focus on providing the social connections that are a key element in optimal aging. Social interaction is a key element in all of the Center's programming. Though the Center offers many intergenerational and community programs, the main focus of the Senior Center is people aged 50 and up. In this huge age group, there are age cohorts, such as the World War 11 Ad Hoc Senior Services Committee May 19, 2014 Page 2 generation, the silent generation, and the baby boomers, that the Center pays special attention to. Many of these populations lived through turbulent, historic times that left lasting impressions on them, and often they share common characteristics, according to Kopping. However, even with some of these common background experiences, these populations can be quite diverse in terms of race, income, educational level, work, marital status, sexual orientation, and place of residence. Kopping continued, stating that due to some of these diverse issues, they often need to think in terms of functional ability when it comes to programming and services being offered. She spoke to the different needs in these groups — the fit and active individuals, and the other end of the spectrum — the dependent individuals that are not physically active and may need assistance in meeting their daily needs. There are also groups in between these two that have their own set of needs. Due to staff constraints, however, the Center is unable to be more accommodating for those dependent individuals needing individual assistance. Kopping added that Iowa City is fortunate in that there are other agencies in the community that are able to provide this type of assistance. Through surveys, evaluations, and focus groups, Kopping stated that the Senior Center is able to continually monitor its programs and services for effectiveness. As the Executive Summary shows, the Senior Center has received a lot of positive feedback from its latest survey. According to Kopping, respondents were very positive about the programs offered at the Senior Center. The Center received a 97% approval rating, and 88% of respondents believe there are tangible benefits related to their participation in the areas of cognitive function, social engagement, information access, and fitness. Kopping continued, stating that what did not look good from this survey was the demographic information obtained. This showed that 97% of respondents were white; 49% had an annual household income of equal or greater to $50,000 a year; 47% held a graduate or professional degree; and only 28% were identified as male. Kopping added that when she saw these results, she knew immediately that something needed to change. She brought the Members' attention to the Senior Center's goals and objectives for increasing diversity at the Center, which they have been working on since 2010 through programming and outreach. One of the first things the Center did towards this outreach was to make some additional budget requests in the FY15 budget. One request was for $29,700 to cover a professionally conducted survey that would assess the needs and interests of low- income and minority adults over 45 to 50 years of age. Secondly, a request was made for $14,820 to cover a part-time, temporary program specialist who would focus on organizing and implementing free or low -cost programming for low- income and minority adults in neighborhood locations. Kopping further explained these two budget requests, noting that the professionally done survey would better clarify the areas of demand for the Center. Ultimately, however, these requests were denied. What was approved was $10,000 to cover a survey. Kopping stated that she questions if this amount is adequate to do the type of survey they would like to do. Kopping stated that they then began to work with the Friends of the Center and were able to send out a fundraising appeal letter, asking for funds to improve diversity at the Center. She added that this has been one of the most successful fundraising campaigns ever. Kopping then briefly explained the Friends' 'earth box' pilot project starting this spring. This unique project will give residents at various locations around the community a chance at gardening and some wonderful produce at the end of the season. Friends also funded a diversity workshop, facilitated by Helen Park Jamison, Founder and Manager of Culture Friendly Counseling. Kopping stated that this program was held in conjunction with the Center's annual meeting, and Ad Hoc Senior Services Committee May 19, 2014 Page 3 was attended by approximately 60 participants. Friends has also provided funding that will be used later this year for a program to promote cultural diversity and awareness. With the diverse programming opportunities offered at the Center, Kopping noted that many of the participants are not members of the Senior Center. They may come to specific programs, such as in the evening, and are not part of the accounted for membership. This is also true of the 10% of participants who receive scholarships from the Center. Kopping stated that this made her want to relook the Center's demographics. She did this with the help of a graduate student, where they mailed out surveys to members, supplemented with information from participants using such programs as tax preparation, evening programs, nutrition programs, etc. The 2014 demographic information that Kopping has shared with the Committee represents only a portion of the information collected. She further explained the process the graduate students followed in collecting this information. The 2014 information is statistically valid, according to Kopping, and they will be using this survey instrument, as well as the findings, as a baseline in the future. The 2014 results are not much different than the previous findings, with slightly more diversity, slightly greater participation by men, and a slightly higher representation of low- income participants. Kopping continued, stating that regardless of what the demographics show, she strongly believes the Senior Center should be offering programs and services to all seniors 50 years of age and older in neighborhood settings throughout the community. The topic of hiring an outreach program specialist has been broached several times before. Finding ways to get the programming to the audience, via webinars or even phone -based programs, has been looked at. The need for additional staff, however, has caused these types of programming to be put on hold. Another avenue used to increase diversity was to further liberalize the low- income scholarship program. Kopping stated that she is the one people deal with when requesting a scholarship towards their membership, and she understands how hard it can be to ask for this assistance. Michelle Buhman addressed Members next, stating that her job at the Senior Center is to develop and implement programs. She does this by performing research locally and in the field of aging to see what is happening with this population. She added that what makes programming most successful is to get the participants' feedback, to see what people who actually come to the Center would like to have offered. Buhman stated that there is a Program Committee that works with her in bringing requested programs to life. She shared the journey that she has taken with this committee over the past seven years, and how much more involved they are now in the Center's programming. Buhman also spoke to the creation of a Steering Committee at the Center. This is a group of senior volunteers who meet monthly and work with other committees within the Center. Another group is the Membership Committee. They work to enhance communication between all of the Center's members. The Outreach Committee was formed so that volunteers can go and talk with community groups around the county to gather information about what is going on and what types of services seniors are looking for. Buhman continued, speaking to the growth of programs offered at the Center and how they meet the challenges of these varied demands. She noted the demand for evening and weekend programs, and how staffing challenges have kept these at a minimum. In speaking to the recently published summer schedule, Buhman noted that the program schedule is a bit leaner in the summer. This is basically due to the demands of the users of the Center, which ebbs and flows throughout the year. Right now there are over 100 opportunities for involvement at the Center, from groups and clubs to volunteer opportunities or even a class. Buhman then Ad Hoc Senior Services Committee May 19, 2014 Page 4 shared a quick story with the Committee about a member of the Senior Center named Ed. She said he approached her a few years back about teaching a math class and how it has helped him through a rough spot in his life. She stated that much of the Senior Center's success comes from people like Ed — people in the community who volunteer their time to make the programming a success. Emily Light, the Community Outreach Specialist with the Senior Center, spoke to the group next. She stated that she would like to focus on one of the Center's goals, which is to involve the Senior Center in the community and the community in the Senior Center. To achieve this goal, a program called the Family Folk Machine, was created. This is a multi - generational non - audition choir. It brings together kids, their parents, grandparents, neighbors, friends, etc., to sing and play music. In May the group hosted a program called "Down by the Riverside," where they performed songs with a river theme. Light stated that a booklet was put together from this event that included art projects from the kids; a printmaking workshop; a song writing workshop; and river - related poetry from the Iowa Youth Writing Project. Another area that the community readily participates in is the professional services area. Light noted that one such program is the AARP tax aid program, which provides free tax preparation services for people with low to moderate income, especially seniors, between the months of February and April. The Senior Health Insurance Information Program, or SHIP, is a service from the State of Iowa, and the Senior Center is one of the locations in Johnson County that offer this help for individuals trying to navigate the Medicare system and the healthcare system in general. Another program, Honoring Your Wishes, is the community's Advanced Care Planning Initiative, which focuses on encouraging individuals to consider, discuss, and document their healthcare wishes should they become unable to speak for themselves and make their own decisions. Health screening events are another popular service at the Center. Light stated that on April 26 they held an event with 217 screenings provided in 12 different areas. There are also complementary health services -- such as Reiki healing touch, chair massage, and acupuncture -- offered at the Center. Light continued, noting that in FY2013, the Senior Center staff facilitated the efforts and expertise of more than 600 volunteers, who offered their time to provide professional services, teach classes, and work on committees and other important areas of the operation. With only six and a half full -time staff, the Senior Center relies heavily on volunteers to make things run smoothly. Volunteers are rewarded with social connections and expansion of their skills, strengthened through their participation at the Center. There are also many community partners that work with the Center. In FY2013, the Center had 124 community partners who assisted with programming and services. One of the groups partnered with is the Johnson County Crisis Center Food Bank. Each winter a food drive is put together by the Center's volunteers, who work hard to contribute food to the Food Bank. The University of Iowa is another partner, one that the Center works with extensively. There are interns and volunteers from the School of Social Work; students from the School of Music; and a counseling practicum student from the Counseling /Psychology Program, just to name a few. The downtown location of the Senior Center makes this collaboration with the University ideal. At this point, Chairperson Younker asked if Members had any questions for the Senior Center staff. Webber asked if the staff at the Center has approached churches in the community in regards to community outreach. Light responded that they have not but that this is an area they need to expand into. Webber shared some stories of elderly needing outreach for medical help, and how only through their churches have these individuals received the care they need. He reiterated the importance of church in this population and how that avenue could be a way for Ad Hoc Senior Services Committee May 19, 2014 Page 5 the Center to use its outreach programs. Dobyns asked if there has been any targeted outreach with the black and Latino populations. Light stated that through the offering of programs that promote cultural diversity they have looked at these populations and the needs they have. Currently they are expanding the SHIP and Honor Your Wishes programs to be available in Spanish in order to reach that population. It was also noted that this past semester at Kirkwood Community College, the Center collaborated to offer an English as a second language classes. Kopping spoke about one of the committees that the Center created on diversity, and how this committee had been going out and speaking to religious and community leaders about setting up meetings with the Senior Center and them. She added that she was working with Diane Day, a very passionate person about civil rights and human rights, on these issues. They had a plan of action for contacting program directors who work with underserved populations, such as the Homeless Shelter and the Crisis Center, as well as including religious leaders in this. However, Diane recently passed away and Kopping stated that this effort has waned due to this. A question was asked about transportation and whether this is an obstacle for those attending the Center. Kopping shared one person's story, of how the woman takes the bus from where she lives, and then has to walk three blocks to get to the Senior Center. She noted that the woman said she would keep coming until she could no longer make that three -block walk. She added that there have been many requests over the years for a bus that would stop in front of the Senior Center, eliminating such walks for those unable to physically do so. Honohan spoke up, adding that transportation can indeed be a problem. He shared the story of a Center participant who fell down and hurt her arm and was unable to drive. She had been coming to the Center several times per day, until she could no longer drive. Honohan stated that he called the woman and offered her a ride, which she readily accepted. Transportation is a big problem for many people, according to Honohan. Another question was asked about the economics of attending, people being able to afford bus fare, for example. Cannon responded that it is an issue for many, as many just cannot afford to have their own car. Dohrmann asked if the Center has seen any decline in participation with the SEATS funding being decreased. Staff stated that they haven't really noticed any change in this area. Kopping noted that some communities offer free bus service for seniors, but difficulties with walking to the Center or waiting for a bus during poor weather can both be obstacles. Other Centers are able to have a van that they can use to transport participants. Buhman added that she has heard from different groups in other communities within Johnson County that they have difficulty getting to the Center due to their community's transportation systems. Other seniors just simply don't want to drive to the downtown location, citing student traffic and parking ramp fears. Cannon noted that what she is hearing is that people are afraid of the unknown and need to be better informed about the Center. Trust and friendship need to be built so these various populations can feel more at ease with coming to the Senior Center and utilizing its programs and services. Webber agreed, adding that they need to make an effort to ease these population's fears and make them feel more comfortable to use such services. He spoke to how the senior population is what made the cities what they are, and the cities, or the Center, should reflect that. Dobyns spoke to the issue of funding, more specifically the Johnson County portion, for the Senior Center. He asked Kopping if they have solicited any opinions from the Recreation Centers in North Liberty and Coralville, for example, to see what issues they are hearing about as far as seniors who would benefit from the Senior Center programs and services. Kopping stated that she has not done this, but that she can. Bern -Klug spoke to the membership survey, stating that they do not have this information on people who participate at the Center but are not Ad Hoc Senior Services Committee May 19, 2014 Page 6 members, nor from those who did not complete the survey. She stated that from this, she believes the Senior Center could be serving a lot more people than they have any indication of. Honohan asked if they keep any type of information on those who come for the tax preparation help or the volunteer lawyers. Kopping noted that some people are very reluctant to provide any additional information. Honohan noted that as far as the volunteer lawyers service, he knows that there are participants from other communities, such as Coralville and the county itself. He questioned if they collect this type of data. Cannon spoke about using a checklist type of form, where participants can check off age, county resident, city resident, etc., data that the Center would like to collect and that would not have any related names or personal info attached to it. Dobyns posed a question to Kopping — what if the Council were to increase funding for programmatic needs and personnel at the Center — with stipulations that the footprint of the building be either eliminated or significantly reduced — to envision how this could take place. Kopping stated that she would have to assume they would be getting a new Senior Center, and that she would then try to incorporate many of the same features they currently have — only better. She would like to have the capacity they had in 1981, when the Center opened. There was room for SEATS, Elder Services, Pathways Adult Daycare, and the Visiting Nurse Association. Over the years, however, all of these services have expanded to the point of needing to move elsewhere. Kopping stated that it would be nice to have a building large enough to incorporate all of these organizations under one roof again. It would also be optimal to have an outdoor area for walking and biking. Dreaming big, Kopping added that a swimming pool, tennis courts, and other outdoor amenities would be optimal as well. This would cover the whole continuum of aging, with services of high quality. Dobyns then asked Kopping how she would get this population to the new Center. She replied, stating that they have talked with Transportation about this, but one would be to have central drop -off areas for bus routes so that people can go to the Sycamore Mall, for example, where they would then be picked up and taken directly to the Center. Flat, on- ground, free parking would be another amenity that Kopping believes would increase participation. Free bus service for seniors would be another way to increase participation, as would front -door drop -off service. As a follow up to this, Younker asked to hear about the balance between the community that is created and fostered at the Center, and the programming. He stated that they aren't necessarily separate, but he asked Kopping to talk about how she sees that relationship or that balance. Kopping replied that she believes these are critical relationships, and she named some of the long- standing groups at the Center. At this point, Honohan noted that he is an example of this. He shared how he took up painting classes after seeing someone at the Center one day with an oil painting — something he never thought he'd be able to do. Cannon shared a story about a neighbor of hers at Ecumenical Towers who had left Iowa City, only to return so she could get involved again at the Senior Center. She added that many people consider the Center to be a core part of their life. Buhman then spoke to what she sees as the importance of this core part, that there be one place that participants can come to. She talked about the difficulties than can arise when services and programs are held all over the community, versus having one central location to come to. Kopping added that the proximity of the Senior Center to the University of Iowa has been a key factor in their ability to function. They rely heavily on student and faculty input in their operation, and to relocate would really compromise this relationship. Chairperson Younker then asked if there was anything else the Center would like to bring up with the Committee at this point. He added that if Committee Members have more questions as they go through this process, they can always have the Senior Center back for more discussion, Ad Hoc Senior Services Committee May 19, 2014 Page 7 and he welcomed dialogue from the Center, as well. Kopping stated that she wanted to make sure everyone understood that she only sent out the executive summary of the survey, and if Members would like to see more of the detail she would be glad to send them that, as well. Light was asked to give a brief overview of the Senior Center Television, noting its location within the Center. She stated that basically it is made up of senior volunteers who get together to learn how to operate video equipment and video editing software so that they can create programs based on things that happen at the Senior Center, such as concerts or lectures. Recently, however, they have expanded into creating programs that come from more of a personal perspective, giving them the opportunity to pursue creative projects and things of unique interest to seniors at the Center. Light stated that there is also a YouTube channel for Senior Center Television, as well as playing programs on City Channel 4 and PAN, Coral Vision, and North Liberty TV. In the studio, as an offshoot of this, Light added that they have a Friday `tech help' drop -in session where people can bring in electronic devices and get one -on- one assistance in using them. Buhman then asked the Committee what they see this process as looking like. She noted that staff gets a lot of questions from participants as people are unsure of what to expect. She asked what other groups the Committee would be contacting, and what other information they could share regarding this process. Younker replied, stating that this is definitely a work in progress as the Committee has only met twice now. He explained the three tasks that the City Council has assigned to this Ad Hoc Senior Services Committee: to take a look at the Senior Center and get a sense of what the Center is accomplishing, what areas are doing well, what areas might need improvement, to ultimately give an evaluation of the Center. Second, to look at the services that the City is offering to seniors on a broader scale — what else is available or what needs to be made available. Third, the Committee is being asked to look at the barriers to these services. Younkers stated that the Committee felt it would be helpful to start with the Senior Center staff, in order to get some ideas of what is offered, what is needed, what barriers are seen, etc. Looking for some clarity, Bern -Klug stated that she understands why they are looking at the Senior Center as the City funds it, but she asked if they are going to be looking at only City - funded senior services or if the City is looking to see what the private sector is doing. She stated that she is somewhat confused by their charge. Younker clarified that part of their charge is to make recommendations to the City Council on how Iowa City should use current financial and physical resources to meet the needs of its seniors. He added that to reach these recommendations, he believes they need to know what the City is doing, what other services are available so they have a more comprehensive context in which to make their recommendations. Fruin noted that in addition to City services, they also fund several service agencies in the community. Dobyns spoke to the possibility of duplicative services, as well. Bern -Klug noted that she was not aware of it until today when Kopping said it, but the staffing has not changed at the Center in 20 years, yet the amount of services — as well as the quality — has continued to grow. Webber added that the Senior Center has also garnered accreditation several times. With only improvement in mind, he asked what the issue would be with moving what they have here elsewhere. He and Honohan spoke briefly to the history of the Senior Center building and changes that were made along the way. Ad Hoc Senior Services Committee May 19, 2014 Page 8 PUBLIC COMMENT: Younker noted that they will have a public comment section on every agenda. He added that as they work through this process, they will undoubtedly be setting up public forums in order to gather more information. Hal Schot spoke first, noting that he is a participant at the Center. Schot noted that Dobyns' comment of 'what would you do if this building were not available' put everybody on the defensive. He added that if the City wants to build the Senior Center a new building, he would gladly welcome this. He stated that there really needs to be a subcommittee that looks into this matter, see if this is a real option for them. He reiterated that Dobyns' comment was unsettling, and that he might want to watch how he says things. Kathy Mitchell stated that she is a Senior Center Commissioner and also the Chair of the Steering Council. She shared how important it is to have the transgenerational group at the Center, noting that three days a week she gets together with two individuals, aged 92 and 86. The social interactions are a wonderful part of the Center, and she reiterated the importance of having a place like the Senior Center. Rose Hanson, a member of the Senior Center for over 20 years, stated that the first thing that caught her attention was the `Voices of Experience.' She shared her experiences with the Center, and also that she is a veteran who volunteers at the V.A. Hospital. She participates in many activities at the Center and considers it her second home. Mary Dusterhoff spoke next. She teaches Tai Chi at the Senior Center. She stated that there are classes for every interest, and she touted the benefits of the Center with its gym and exercise equipment. Webber spoke to the uniqueness of Iowa City's Senior Center and how the building has been turned into something very useful over the years. He added that he believes it will be important to maintain some use for the Senior Center building as long as the City owns it. PENDING ITEMS FOR FUTURE MEETINGS: Pending list — Younker noted that the City Clerk gave them a list in their packets of some items she received from Committee Members. He stated that as they move forward, Members should go ahead and email these items to the City Clerk for addition to this list. Younker stated that his main goal for the next meeting is to give some structure to this process. He believes they will need to identify some sub - committees as they have a lot of work to get done. Younker asked if they shouldn't have someone from Parks and Rec, or the Library, or even someone from Neighborhood and Development Services come give them an overview of what they offer in senior services. He asked if others would find this helpful, and several agreed. Fruin suggested Transportation Services be added to this list, as well. Younker suggested that at the next meeting they spend some time on subcommittees, ways to break up this project, and reports from those City departments they've identified. Then they can start talking about others they need to hear from at future meetings. Ad Hoc Senior Services Committee May 19, 2014 Page 9 TENTATIVE THREE MONTH MEETING SCHEDULE (first and third Monday of each month): The three -month meeting schedule was looked at next, with changes being made as noted. Members agreed to table the August schedule discussion at this time. June 2 — change to June 9 June 10 — change to June 23 July 7 July 21 August 4 August 18 ADJOURNMENT: Younker briefly explained the Senior Center tour schedule and then asked for a motion to adjourn. Honohan moved to adjourn the meeting at 5:45 P.M., seconded by Dohrmann. Motion carried 7 -0. Ad Hoc Senior Services Committee May 19, 2014 Page 10 Ad Hoc Senior Services Committee ATTENDANCE RECORD 2014 Key, X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member at this time TERM o 0 0 0 NAME EXP. 0 o Sn z s m 12/1/14 X X Joe Younker Jay 12/1/14 X X Honohan Mercedes 12/1/14 X X Bern -Klug Hiram 12/1/14 X X Richard Webber Ellen 12/1/14 X X Cannon Jane 12/1/14 X X Dohrmann Rick 12/1/14 X X Dobyns Key, X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member at this time