HomeMy WebLinkAbout2014-08-19 Bd Comm minutesAd Hoc Senior Services Committee �fr-Tr—
July 7, 2014
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MINUTES FINAL
AD HOC SENIOR SERVICES COMMITTEE
JULY 7, 2014 — 3:30 P.M.
HARVAT HALL, CITY HALL
Members Present: Joe Younker (Chair), Jay Honohan, Rick Dobyns, Jane Dohrmann,
Mercedes Bern -Klug, Ellen Cannon, Hiram Rick Webber
Staff Present: Fruin, Karr
RECOMMENDATIONS TO COUNCIL: Ito become effective only after separate Council
action):
None
CALL TO ORDER:
Chairperson Younker called the meeting to order at 3:35 P.M.
CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED:
a. Minutes of the Meeting on 06/23/14 — The minutes of the June 23, 2014,
meeting were discussed first.
b. Correspondence — (1) Mary Mclnroy; (2) James and Syndy Conger; (3) Bob
Welsh (comments made at June 23 Committee meeting); (4) Models of Senior Center
Task Force final report (Asst. City Manager Fruin)
Honohan moved to accept the Consent Calendar as presented; seconded by Cannon.
Motion carried 7 -0.
DISCUSSION OF SENIOR CENTER EVALUATION SUBCOMMITTEE PROCESS AND
TIMELINE:
Younker stated that he wanted to revisit this topic and perhaps give some shape to this
subcommittee. Looking at the timeline for this subcommittee, Younker noted that the goal is to
have a tentative draft of the Senior Center report by the August 4 meeting, with public comment
by the August 18 meeting. He asked for input from the members of this subcommittee. Webber
noted that he has not spoken with the other members yet, but that he did speak with
Coordinator Linda Kopping at the Senior Center. He stated that the question he asked Kopping
was, "Are we being redundant ?" He added that he has not heard back from Kopping yet, but he
assumes that she is compiling a report for the subcommittee. This report would consist of what
the Senior Center does as far as services and programs provided, and how they use the funds
that are disbursed to them. Younker stated that one of the tasks of this committee is to evaluate
the Senior Center, which is why they created the subcommittee. He added that this
subcommittee will need to actually evaluate the Senior Center themselves, using information
provided — such as Kopping's possible report — and the subcommittee's own findings as well.
Honohan noted that as a first step in this process he has asked Kopping to give them a short
history of the Senior Center. He has also asked the Senior Center for the report from the
Ad Hoc Senior Services Committee
July 7, 2014
Page 2
accreditation committee. Honohan stated that he has also emailed to the other subcommittee
members a set of suggestions, both pro and con, of items that have come up at previous
meetings for their review. As for the subcommittee's timeline, Honohan stated that he believes
the first week in August is too ambitious for this part of their work. He would like to aim for the
August 18 meeting instead.
Younkers asked if the subcommittee could report back at the next meeting with some
suggestions and guidance on what form the evaluation should take. Webber asked for some
clarification on this. Dohrmann stated that she sees this as pulling together all of the information
heard and received so far, such as a bulleted list. The subcommittee might highlight some of
the themes that stand out in this information and also give some recommendations for the rest
of the group to consider. Webber noted that in their most recent meeting packet, they received
an in -depth report regarding senior centers across the nation. In this report, Webber noted that
recommendations include expansion, inclusiveness of other age groups, etc., much of what is
already being addressed locally. He added that he is not hearing negative comments about the
Senior Center.
Dobyns stated that this would be a good time to ask a question of the Committee, one that he
has asked himself. He spoke briefly to the fact that the Council is struggling with a budget
crunch and therefore are looking at every possible angle to fund programs. He noted that there
are many agencies in the community that provide excellent services for seniors and spoke
briefly to the various funding streams used by these entities. Dobyns also spoke to the
possibility of a local option sales tax (LOST) to help with some of the City's funding shortfalls.
Dobyns questioned if — there is X amount that needs to be done for seniors — how should that
be apportioned?
Dobyns noted that the voices they are hearing are from those who stand to lose their funding.
Thus, the Senior Center is being represented by a fairly large number of people at this point.
Dobyns stated that he would ask the subcommittees that they think of the ultimate goal — how to
apportion what they have. They will have to make some tough decisions, according to Dobyns,
and need to look critically at everything. Honohan noted that the information he sent to the
other subcommittee members is bulleted, one of which is about budgets. Honohan then
responded to Dobyns' comments, noting that he will be asking these hard questions of the
Shelter House as he works through his review of them.
Younker stated that he would suggest this subcommittee meet between now and the next
meeting, share their bullet points that they intend to bring to the Committee, and give some idea
of what format the report will take for the Senior Center. This can then be discussed at the full
Committee level before public comment is taken. He asked that the subcommittee present a
proposed timeline at the next meeting, as well. Bern -Klug noted that there appears to be two
issues at hand and she questioned if the subcommittee can handle both. One refers to the
City's funding of the Senior Center and whether they are getting their money's worth, and
secondly, is this how the City should be spending their money. She added that she is not sure
that these questions should be answered by a committee, that these are City Council questions.
Bern -Klug also noted that the Senior Center is part of the City, whereas these other agencies
that provide services are not. They are non - profits that can get funds from several funding
sources, whereas the Senior Center cannot. She added that an even bigger consideration is
what does the City want as its role in funding services — Does it want to be a provider? Does it
want to be a funder? Does it want to take money away from what it is already doing and put it
elsewhere? Younker agreed that these are big issues, but that this is one of the charges given
Ad Hoc Senior Services Committee
July 7, 2014
Page 3
by the Council — to make recommendations on how the City should use current financial and
physical resources to meet the needs of seniors. He further explained what their charge entails,
such as reviewing the Senior Center and looking at what it does. The second charge is to be in
a position to provide some recommendations to the City Council about how resources should be
used.
Dohrmann and Younker both spoke to how the subcommittee has been set up to tackle part of
this charge — evaluating the Senior Center. The Committee as a whole will review the
information that is gathered, both from the subcommittee and from individual members as they
work through gathering information from other service providers in the community. Dobyns
stated that he would also recommend to the subcommittee that they look at the Senior Center
itself in terms of uses for the current building. Bern -Klug responded that she does not believe
that to be part of their charge, not as she understands it. She added that their charge is to look
at services for seniors in the community — how can the City help with these services. She does
not believe the use of a building to be part of their charge. Dobyns responded to Bern - Klug's
concern, noting that when it comes to services the City can either contract them out or provide
them themselves. He continued, noting that the Senior Center is indeed part of the City
currently, but he asked if it has to be this way. Dobyns asked what is best for seniors — is it to
have an alternate site? He noted that the Senior Center is not just a place — it is people, it is
operations, it is programs. All of this is what this Committee is being asked to look at.
Cannon noted that what she is hearing, especially at the last meeting, is the overwhelming
emotional connection to the place by those that are very interested in keeping the Senior Center
as it is now. To many of these people, the Senior Center is a second home for them. Weighing
the emotional and social benefit, to Cannon, is just as important as the actual programs
provided by the Center. Webber agreed, noting that what he is hearing is that people make
connections with others, and it has nothing to do with the programs offered. He noted the
comment made by the woman who called herself a `hermit,' and how instructive that was in that
she made the decision to make some social connections by going to the Senior Center.
Webber asked where else in this city can people, especially seniors, meet like this and make
those social connections that are so important. Younker urged the subcommittee, again, to
meet before the next full Committee meeting so that they can move forward with this portion.
Bern -Klug suggested they meet on July 14 at 4:00 P.M. and the other members of the
subcommittee agreed.
DISCUSSION OF METHOD FOR CONTACT MEMBERS GATHERING INFORMATION
ABOUT LOCAL AGENCIES / CONSORTIA:
Younker stated that he wanted to revisit this section to see if Members had any questions. He
reiterated what was previously discussed as far as the information needed from the various
service providers in the community. Bern -Klug asked if the expectation is an oral report or a
written report. Younker asked what the Committee would prefer, and Honohan responded that
he would prefer a written report. Honohan added that he believes it will be important to obtain
the budgets and funding sources for these agencies. Dohrmann then reviewed the list of what
is being requested from community agencies, suggesting they add `budget' to this list; obtain
summary of senior services provided; ask the organization to identify gaps in the services
available to seniors; solicit additional input from the group about their recommendations for
senior services; budget and funding sources; and asking if they provide any services at the
Senior Center, and why or why not. She proposed they use this as a template then for the
written summaries.
Ad Hoc Senior Services Committee
July 7, 2014
Page 4
REPORT FROM CONTACT MEMBERS RE: LOCAL AGENCIES / CONSORTIA:
Cannon stated that she contacted Livable Community and Heritage Agency on Aging (HAA),
and distributed a preliminary report at the meeting. She explained how she gathered her
information, first by visiting web sites, and the database that she created for their use as they
continue to gather data on other providers. Speaking to a condensed version of her report,
Cannon stated that there are 91 providers of senior services in Iowa City; 18 in Coralville. Of
these, 23 are governmental, 30 are for - profit, and 56 are non - profit. Cannon continued to share
the information from her report, further explaining how she laid out the information about the 109
providers. She noted that much of this information came from Livable Community and that she
was then able to tailor the database for their use. Cannon then noted that she did not get much
information on Heritage Area on Aging. This agency is one that receives federal funding. They
are located in Cedar Rapids, and Cannon plans on making personal contact with them in order
to get more information. One notable thing about HAA, according to Cannon, is they provide for
a seven - county area. Of these counties, 52% of the service recipients reside in Johnson and
Linn County. Honohan moved to accept the reports from Cannon on HAA and Livable
Community, seconded by Dohrmann. Motion carried 7 -0.
Dohrmann reported that she had minimal contact with Elder Services and the Consultation of
Religious Communities (CRC). The CRC does not meet as a consortium until August 21,
according to Dohrmann. She has asked to be placed on the agenda for that meeting. As for
Elder Services, Dohrmann is attempting to set up a meeting with the director and will follow up
on this. She added that the director was very appreciative of the Committee for reaching out to
Elder Services.
Younker asked Honohan if he had anything further to report, and Honohan noted that he did not
as he and the director were unable to set up a time to meet. He then asked Bern -Klug about
Pathways. She noted that she did contact Jeff Kellbach and they spoke briefly about what she
is looking for. Bern -Klug added that she has an appointment to call Kellbach back next week.
She noted that Kellbach told her that it was typical of them to not receive the full amount of
funds requested. This service has been around for decades, according to Bern -Klug, and is the
only agency providing these services.
Younker asked if there was any further discussion about the reports received. Bern -Klug stated
that now that they know there are 109 providers of senior services that perhaps them reviewing
six is not enough. She suggested they also look at the V.A. Members began discussing some
of these providers, with Bern -Klug asking again if they need to include more agencies in their
review. Younker suggested they review the list provided by Cannon prior to the next meeting, at
which time they can discuss possibly adding some agencies for review. Cannon suggested
they focus on the governmental agencies. Dobyns asked why she suggests this, and Cannon
responded that these are the agencies that receive public monies. Cannon suggested that she
bring the database to the next meeting so they can look up this information more easily and
perhaps find some answers that way. Fruin spoke to this briefly, noting that they typically focus
on non - profits. After a brief discussion, it was decided that Cannon's database will be a late
handout to this meeting, and she will get this information to Karr as soon as possible for
distribution to Members.
PUBLIC DISCUSSION (ITEMS NOT ON THE AGENDA):
Ad Hoc Senior Services Committee
July 7, 2014
Page 5
Kathy Mitchell, Senior Center Commissioner and Steering Council Member, noted she is quite
upset with the remarks from Committee member Dobyns that insinuated that the 80 -plus people
who attended the June 23 meeting were in `lock -step' together in an attempt to influence the
Committee. She stated that these people are terrified of losing the Center and everything it is to
them. She added that many have never spoken in public and were terrified to do so. Mitchell
stated that personally she is offended by what she feels was implied by Council Member
Dobyns' comments.
Mary Gravitt of Iowa City addressed the Committee next, stating that she agrees with Mitchell's
comments. She then played an audio recording of a January 22, 2013, Council meeting where
an individual spoke about the SEATS funding issue and how important this service is. In this
recording, Mayor Hayek asks Assistant City Manager Fruin for an update on this program, to
which he responds. This all took place after the County decided to no longer fund this service,
and Fruin explained to the Council how they are working with the Transit Director on how to best
proceed with taking over this service. Gravitt noted that the reason she played this recording is
to ask the question why does SEATS not have an Ad Hoc Committee when the Center does.
She responded that this is because the Senior Center intends to fight back, and therefore an Ad
Hoc Committee was formed. Gravitt spoke to the SEATS issue, stating that there was no
fighting back with this, and because of that they lost Sunday service and have incurred a price
increase. She also spoke to the idea of privatizing the Senior Center building, and that she has
said for some time that this is the issue. Gravitt also asked why these Committee meetings are
not televised. She stated that if the Committee is so worried about the frail and elderly, they
should be making sure those populations can be a part of what is happening here. Gravitt
continued, stating that she and others will continue to fight for the Senior Center building.
Rose Hanson stated she has been a member of the Senior Center for about 21 years. She said
that the City's responsibility is to take care of that building, and they would be doing this
regardless of who was in the building. She also spoke to the staffing of the Center, noting that it
appears to be very reasonable.
Jack Hobbs noted that he is on the Senior Center Commission. He spoke to Member Dobyns,
asking if he wants to build a new building when they are short on money already. He added that
a new building would cost between $6 and $8 million. Hobbs then spoke to funding cuts, asking
how these would be cut and to whom the money would go. He also noted that having a third
party perform these services would not save money, but would actually cost more in the end.
PENDING ITEMS FOR FUTURE MEETINGS:
Honohan noted that they received a letter from Charlotte Walker. He questioned if they
shouldn't respond to let her know this is not under their province. In response to Fruin, Karr this
stated the letter was originally sent to the Council. Dobyns stated that he received the letter and
talked with Karr about it at the time. They were unsure who should address this. Younker
asked if anyone believes this Committee should respond. Dobyns added that he has responded
to Charlotte himself.
Bern -Klug asked if it would be appropriate to have the City employee back who described what
the agencies had requested for funding and what they actually received. She added that this
would seem to be an abbreviation of unmet need. Younker noted that in the information they
received from Fruin, they should have this information. Fruin noted that in the last packet, page
Ad Hoc Senior Services Committee
July 7, 2014
Page 6
29, there is a three -year history of requests versus awards. He added that as the Members
review this information they need to understand that most of these agencies have been applying
for funds for some years now and understand what level they should target. It may not be
representative of their actual needs. Fruin noted that these are federal funds that the City uses
in its Aid to Agencies program. Honohan noted that this is one reason they need these
agencies' budgets, to help give them a clearer picture of funding gaps. A brief discussion
ensued on what these agencies know they can request funds for, as far as the services they
offer. Fruin then responded to Members' questions regarding the funding approach that the City
has taken.
TENTATIVE THREE MONTH MEETING SCHEDULE (first and third Monday of each
month): Younker spoke to the meeting schedule, asking if the first and fourth Wednesdays will
work for everyone for meeting dates. Bern -Klug asked if they would be meeting back -to -back
then, and Younker noted they would be. Honohan suggested the second and fourth
Wednesdays. Younker stated that he has a conflict on the second Wednesday due to Parks
and Rec. Bern -Klug stated that Wednesdays, late afternoon, work for her. Younker stated that
they may be able to make changes as they move through the process, but that they should at
least have a tentative schedule set. Honohan moved to meet the first and fourth
Wednesdays of September, seconded by Webber. Members continued to discuss dates that
work for everyone. Cannon suggested they go month -by -month with their schedule. Younker
stated that it's better to have a set schedule in order to get room availability and to let the public
know what to expect. Karr suggested they do a tentative three -month schedule, and then they
can revisit the issue in August.
Younker asked what the Committee's thoughts are on holding the July 21 meeting. Honohan
suggested they have their next meeting on July 30, so that the subcommittee can have some
extra time to work on their charge. Younker asked if there are any concerns with cancelling the
July 21 meeting. Bern -Klug stated that she is uncomfortable with this, since everyone is already
available on the 21St. Dobyns stated he had a conflict and would not be able to attend the July
30 meeting. Majority agreed to retain the July 21 meeting and decide at that time whether there
would be a July 30 meeting; cancel the August 4 dues to absences; and schedule September 3
and 24. Further scheduling will be decided later.
ADJOURNMENT:
Honohan moved to adjourn the meeting at 4:55 P.M., seconded by Dohrmann. Motion
carried 7 -0.
Ad Hoc Senior Services Committee
July 7, 2014
Page 7
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
O
O
O
O
O
NAME
EXP.
O
m
O
w
N
w
O
N
12/1/14
X
X
X
X
X
Joe
Younker
Jay
12/1/14
X
X
X
X
X
Honohan
Mercedes
12/1/14
X
X
X
X
X
Bern -Klug
Hiram
12/1/14
X
X
X
X
X
Richard
Webber
Ellen
12/1/14
X
X
X
X
X
Cannon
Jane
12/1114
X
X
X
X
X
Dohrmann
Rick
12/1/14
X
X
X
X
X
Dobyns
Key.
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member at this time
Ad Hoc Senior Services Committee
July 21, 2014 3b(2)
Page 1
MINUTES FINAL
AD HOC SENIOR SERVICES COMMITTEE
JULY 21, 2014 — 3:30 P.M.
HARVAT HALL, CITY HALL
Members Present: Joe Younker (Chair), Jay Honohan, Rick Dobyns (arrived 3:34 P.M.),
Jane Dohrmann, Mercedes Bern -Klug, Ellen Cannon, Hiram Rick Webber
Staff Present: Geoff Fruin, Julie Voparil
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None
CALL TO ORDER:
Chairperson Younker called the meeting to order at 3:30 P.M.
CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED:
a. Minutes of the Meeting on 07/07/14 — The minutes of the July 7, 2014, meeting
were discussed first. Honohan noted that he had an amendment to the minutes and
distributed a handout of his amendment before discussing it. Honohan stated that he
believes it is important for them to remember that the minutes are not a verbatim
translation of what occurred at a meeting, that minutes are a summary of the meeting.
Honohan continued, noting that sometimes if they do not speak up loud enough, items
can be missed. Before continuing, Honohan paused as Member Dobyns arrived so he
could be part of the conversation. Continuing, Honohan read his proposed amendment
(see handout). Bern -Klug did note that there were a couple of typos in the amendment
that need to be corrected.
b. Correspondence — (1) Jack Hobbs; (2) Bonnie Love; and (3) SEATS questions
( Dohrmann — email response from Transportation Director; (4) Stan Smith; (5) Deb
McCarthy
Honohan moved to accept the Consent Calendar as amended and with late handouts,
seconded by Webber. Motion carried 7 -0.
DISCUSSION OF SENIOR CENTER EVALUATION SUBCOMMITTEE REPORT:
Younker noted that at the last meeting it was requested that the Senior Center Evaluation
Subcommittee come prepared with a proposed timeline and some information about how this
evaluation will take shape. He added that there also is some budget information that the
subcommittee received. Bern -Klug began the review, noting that she, Honohan, and Webber
make up this subcommittee. They have met twice now and have decided to design their report
in direct response to what the City Council has asked regarding the Senior Center. They will be
relying on documents that have already been developed, by both the Senior Center and the
national accrediting group that accredited the Center last year. Also used will be the survey that
Ad Hoc Senior Services Committee
July 21, 2014
Page 2
the Center performed of members, non - members, and Center participants. The subcommittee
plans to meet again next week to add more detail. Younker asked if anyone had any questions
at this point for the subcommittee. He asked if the subcommittee has a sense of when they will
have a draft of their report for the rest of the Committee to review. She responded with mid -
August, and Honohan agreed, stating that the meeting on August 18 is probably going to be
their target date. Bern -Klug asked if they should have their draft report to Karr for the August 18
meeting packet, and Younker agreed they should. At that meeting the Committee as a whole
can discuss the report and ask for further information, if necessary, as they get a sense of what
information they have. Dohrmann thanked the subcommittee for their work, adding that she
looks forward to seeing their draft report.
REPORTS FROM CONTACT MEMBERS RE: LOCAL AGENCIES / CONSORTIA:
Elder Services - Dohrmann stated that she met with several staff and was able to gather the
information that the Committee is seeking. She highlighted some of the areas of her report,
noting that for the services that Elder Services does provide, 90% of the clients are homebound.
Elder Services considers themselves to be a lifeline for these types of individuals, especially
when they are seen on an almost daily basis. Also noted, 75% of the Elder Services' clients
make less than $24,000 per year. Elder Services told Dohrmann that they would like to be able
to expand their services, that there is a need for care management, for example. Honohan
stated that he believes they need a more detailed budget from Elder Services, one that would
show, for example, how much money they receive from each of their sources. Dohrmann stated
that she did ask for this information and has not yet received anything, but that she will follow -up
on this.
Younker then thanked Dohrmann for her work on this, noting that they did have a rather large
packet for this meeting. Because of this, the pages are numbered and are referred to on the
agenda. Younker then brought up that on page 27, in Dohrmann's report, a reference is made
to increased partnerships between the Senior Center and Elder Services. He asked if Elder
Services provided any more detailed information regarding this. Dohrmann responded that
Elder Service's staff's primary concern is that the Center isn't as accessible as it could be. They
believe that the adjoining parking ramp should have more signage to the Center, and that also
the side entrance to the building should be more ADA- accessible and better signed than it
currently is. In response to Honohan's question about finances, Dohrmann stated that there is a
breakdown in the Fiscal Year 2013 Annual Report from Elder Services (distributed), on page 10,
showing funding sources.
Dobyns asked Dohrmann what, in her best guess, is the relationship between the Senior
Center, Elder Services, and the third party that was involved in the meals program. She stated
that Elder Services is going to be partnering with Independent Living in North Liberty and will be
using the kitchen there, instead of using the Senior Center kitchen. They will have more access
in the North Liberty location, according to Dohrmann. Dobyns asked what the issue was with
the Senior Center, and Dohrmann stated that Elder Services will have 24 -hour accessibility to
the kitchen in North Liberty, which is something they need. However, the Senior Center will
remain as a congregate meal site. Elder Services has also opened an additional meal site on
the east side.
Heritage Area Agency on Aginq (HAAA) - Cannon stated that she did quite a bit of research on
HAAA online, but has still not made personal contact with either director. However, she plans to
do so before the next meeting. Members received a brief summary report in their meeting
Ad Hoc Senior Services Committee
July 21, 2014
Page 3
packets from Cannon, showing the merged data from both HAAA and the JCLC databases.
She noted that both entities' web sites list the agencies that they represent. She opened all of
the URLs listed and went in agency by agency to get the self- descriptions of the agencies. This
is what she put into her database for Members to review. In updating the number of service
agencies for seniors in the Iowa City area, Cannon noted that there are 115 service providers in
Iowa City, 20 in Coralville, for a total of 135. She then broke this down as 90 are 'service host'
and 45 are listed as `targeted programs' under these service hosts. Of these service providers,
30 are governmental, 38 are for - profit, and 67 are non - profit. Breaking these providers down
even further, Cannon noted that the primary services provided are medical, disability and mental
health, 93; housing, housing assistance, 24; transportation services, 14; and long -term care or
respite, 17. Dobyns asked Cannon what is meant by a 'service host.' She noted that these are
such entities as Mercy Hospital or the V.A. Hospital. Bern -Klug asked if all of these programs
receive funding through the HAAA. Cannon stated that this is one of her questions for the
director, but that from her research, the HAAA appears to be more of an information and referral
agency for seniors.
Dobyns then spoke to the financial side of this issue, noting that it's all about the money — where
does the money come from, and he questions where some of these agencies get their funding.
He noted that Honohan is right in that they need a clearer picture of each agency's financial
background. Cannon noted that the HAAA does have a posted budget on their web site, but
that it is dated 2012. She will attempt to get some updated information. Members thanked
Cannon for her preliminary report.
Shelter House - Honohan stated that he has contacted Mark Sertterh, Resident Services
Director. Shelter House basically provides emergency services to persons experiencing
homelessness. Fourteen of the beds offered at Shelter House are reserved for veterans, and
these are subsidized by the Veterans Administration, according to Honohan. Also, the
Department of Labor provides a grant to Shelter House to provide a program that helps
veterans find employment. Honohan noted that Shelter House provided emergency shelter
services to 653 individuals, 94 of them aged 55 years or older, in fiscal year 2014. There are no
specific programs for seniors, according to Honohan, but Shelter House does review each
individual's situation while attempting to develop a plan for that person to get them out of
homelessness. Seniors are assisted in finding senior - subsidized housing within Johnson
County, which has resulted in the past with getting some individuals into assisted living, some
go to live with family, and some have obtained their own apartment. Honohan stated that he
especially likes one thing the Shelter House tells its senior clients — that if they do not work, they
should become involved with the Senior Center.
Honohan then spoke to the Shelter House's budget, which was $2 million for fiscal year 2014,
which ended June 30, 2014. The funding breakdown is not complete yet, but Honohan stated
that he has quite a bit of information nonetheless. Housing and Urban Development (HUD),
$450,000; Department of Labor, $105,000; Veterans Administration, $175,000; the Iowa
Finance Authority, $120,000; United Way, $70,000; City of Iowa City, $50,000; Johnson County,
$60,000; City of Coralville, $7,000; and private donations totaled $250,000. As for the
remainder of the funds that make up the $2 million budget, Honohan stated that Sertterh did not
have that information for him yet. There are grants, corporate grants, and faith community
donations, as well as catering from the Shelter House kitchen which generates revenue for the
Shelter. Younker thanked Honohan for his report. He asked if he knows what the original
requests for funding were from Johnson County and the City of Coralville. Honohan stated that
he did not ask this of Sertterh but that he will obtain this information for the Committee.
Ad Hoc Senior Services Committee
July 21, 2014
Page 4
Pathways - Bern -Klug stated that she doesn't have her report written up yet, nor with as much
detail as she would like regarding the funding sources. Younker suggested she go ahead and
share what she has so far. Berg -Klug described what Pathways is — an adult health center that
provides adult day services in Iowa City. It is the only adult day services center targeted
towards seniors. Reach For Your Potential also provides adult day services for those with
developmental disabilities, but Pathways is the only provider focused on seniors. Pathways is
also the only adult day services in Johnson County. Due to funding constraints, Bern -Klug
stated that many of these service providers have had to close across the state of Iowa. There
are approximately 100 individuals per year that use Pathway's services, and on any given day
there are approximately 35 to 40 individuals at the facility. Transportation from SEATS allows
many of these individuals to attend the adult day services, according to Bern -Klug. Individuals
typically receive a meal here, and can receive personal and medical care as needed too. The
model is that a person who is not able to live independently completely may be able to stay in
his or her home setting with these support services allowing that.
Bern -Klug noted that about half of the people receiving services at Pathways have dementia.
She believes this is an issue when it comes to the way the City prioritizes senior services' funds.
She asked that this be reconsidered as there are older adults with mental health issues and
other issues that are not getting a high enough priority when put in with `senior services.' She
believes they need to have a higher level of priority as this population is at greater risk.
Including seniors into high category areas when they're part of this population will be important.
She noted that just as Dohrmann reported in her piece, much of the vulnerable populations,
such as the frail and elderly, need to have a higher priority.
Bern -Klug continued her report, stating at it costs about $60 per day at Pathways for the entire
day, per client. They do recoup most of this if an individual is eligible for Medicaid and is on the
Waiver. However, many are not eligible for Medicaid and are not on a Waiver and they have to
try and pay out of pocket. Pathways tries to work with these individuals, with some paying as
little as $15 per day, according to Bern -Klug. However, this can still be a financial hardship for
many. Pathways does receive funding from various sources — such as Heritage, United Way,
faith community grants, Iowa City Aid to Agencies, Veterans Administration, Medicaid Waiver,
fundraising, and still they face financial hardship each year, according to Bern -Klug. She added
that a larger subsidy from the City or the County, for example, could help assure that the people
who really need these services could get them, keeping these individuals out of nursing homes
and in their home environments.
Younker then asked Fruin about his presentation on Aid to Agencies and what discretion does
the City have to identify other categories or to break out specific senior services from this
broader category. Fruin responded that he believes they do have some discretion, but that
HUD defines all of the categories. Then it is up to the City to look at how best to categorize
them. Fruin added that just about every agency they fund could fit into multiple categories, but
that they have to find one specific category for each. Fruin added that with the new five -year
plan they are currently developing, they see HUD is shifting away from some of the definitions
and categories that are currently in use. Fruin stated that he would like to have Tracy
Hightshoe, who administers this program, explain to the Committee how the new plan will force
the City to prioritize, especially as it relates to senior services. This should give the Members an
opportunity to weigh in on this topic as staff works through the new plan. Fruin will plan to have
this information in the next meeting packet.
Ad Hoc Senior Services Committee
July 21, 2014
Page 5
Consultation of Religious Communities (CRC) — In response to Younker, Dohrmann responded
that she did speak with the Chair recently, and once the have their executive meeting in
August she should hear if she will be on their August 20 h agenda. The Chair did want the
Committee to know that the CRC represents 35 congregations in the area, and that there are 80
total. Several congregations in the evangelical, African - American, and Latino communities do
not participate in the CRC, according to Dohrmann. She did share with the Chair the questions
that the Committee would be asking, and he stated that he would disseminate that before the
August 20th meeting. Bern -Klug asked why these specific groups are not a part of CRD, and
Dohrmann responded that her understanding is they have been invited to be a part.
Dobyns moved to accept the aforementioned reports from the contact members,
seconded by Honohan. Motion carried 7 -0.
Dobyns asked if he could make a comment, going back to Bern - Klug's question about the City's
preferencing in terms of senior services. He commented on how the City tries to craft its budget
according to funding streams. One example he brought up is the upcoming decrease in
highway funding from the federal government. This is one reason the Iowa City City Council is
proposing a 1 -cent sales tax to help bridge the gap in what can be anticipated in road fund
decreases. Dobyns stated that there is also information regarding funding for senior services at
the federal level, and how this Committee was formed to help find plugs for those gaps before
they become too big. He continued to explain to Members how this LOST revenue could help
keep the general fund monies available for services such as those they have been discussing.
Bern -Klug spoke to the fact that many of the people who work in long -term care, in adult day
services or nursing homes, do not live in Iowa City. She noted that they work in Iowa City, but
they live elsewhere, in part because of the cost of living. She asked if there couldn't be some
type of incentive for long -term care workers where they could get a reduced tax rate or
something like that if they were to live in Iowa City, as well. She believes this would help to curb
the turnover in such help, and would also acknowledge the important service these people are
providing. Fruin noted that generally speaking there is nothing the City could do with this, that
you can't alter the tax rate based on the occupation of a resident. He added that perhaps they
could create a program where if you showed proof of employment, you could receive a dollar
amount that had been set forth, albeit this would be a bit unusual. Fruin added that this could
be a bit of a slippery slope as there could be other occupations that fit this category as well.
Dobyns stated that Council recognizes that there is a creative class of people who need to live
close in to Iowa City in order to keep the economy and community going, even though they
cannot afford to live in Iowa City. He spoke again to the possible sales tax and how it could go
towards affordable housing for just this class of people. Honohan stated that he does agree
with the sales tax issue. Younker stated that as they speak with these various agencies they
need to find out what they see as their barriers, and if labor is one of them.
DISCUSSION OF ADDITIONAL LOCAL AGENCIES:
Younker questioned Members if as they go through Cannon's database of other local agencies
they have been able to think of some they need to add to their list. Younker stated that the Free
Medical Clinic is one he thought of. He stated that he would be happy to take this one on as he
is on their Board.
Ad Hoc Senior Services Committee
July 21, 2014
Page 6
Honohan moved to add Free Medical Clinic to their list of agencies, seconded by Webber.
Motion carried 7 -0.
Dobyns asked if anyone is assigned yet to MECCA or Johnson County Mental Health. Younker
stated they are not, and Dobyns stated that he would be glad to take them on. He asked if there
are any other mental health agencies he should add to this list. Cannon stated that one
underserved population for seniors, as identified on the Heritage web site, is substance abuse
services. This would be addressed through MECCA. Webber asked what Johnson County
Medical is, and Dobyns stated that it is their mental health services department. This is an
outpatient, walk -in clinic that receives very little funding through Medicaid.
Honohan moved to add MECCA to the list of agencies, as well as the Johnson County
Mental Health; seconded by Dohrmann. Motion carried 7 -0.
Dohrmann noted that while at Elder Services she did ask about their relationship with the Crisis
Center. Reportedly funding had been lost, but after Crisis Center staff advocated for
reallocating funding, they were able to get some of it back. Fruin spoke to how the funding went
this year with HCDC's allocations. He explained how this committee is tasked with dividing up
the funds available, and due to a change in prioritization, funding was cut to Elder Services.
They historically received around $50,000, but due to this change, they received only $20,000.
This recommendation went to the City Council, and after supporters spoke to the Council, the
Council made a one -time contribution from the general fund of approximately $10,000, bringing
the total up to around $30,000. Dobyns spoke to the financial streams again, noting that this is
indicative of what is to come from both federal and state funding. Bern -Klug asked if there is
some type of federal document outlining these looming cuts. Fruin stated that if it would be
helpful they could be shown the Community Development Block Grant trends over the past few
decades. This is the federal program that Iowa City receives funds for as an entitlement city,
meaning they receive funding every year of varying amounts.
Bern -Klug asked if there is something looming that they should know about. Dobyns stated that
they are talking about government and politicians, and they just don't come out and say, `We're
going to cut your funding.' He continued to speak to the subtle signs that funding is being cut in
many different areas. Fruin then spoke to federal dollars, and how these funds go to the Aid to
Agencies programs. The Senior Center does not receive CDBG dollars. There is a shrinking
pot of CDBG dollars, according to Fruin, something they have seen over the past 15 years. He
spoke then to the property tax dollars the City receives and how the State property tax reform
will impact these funds. Bern -Klug asked that Fruin speak more to this so that everyone is clear
what this means.
Fruin stated that the State passed significant property tax reform in 2013, and it will be gradually
phased in over the next 10 years. What this does is shrink the amount of taxable value for
commercial properties and for multi - family, residential properties. This change is just now
starting to impact the City's budget. Fruin continued, stating that it is anticipated that the City
will lose up to $50 million over 10 years in property tax revenues. The Senior Center is partly
funded on property taxes, just as the Police, Fire, City Manager's office, and Parks are, to name
a few. Even though the City expects to continue to see growth and an increased tax base, the
property tax reform is more than offsetting this, according to Fruin. Younker stated that he
believes it would be helpful to have the information regarding the CDBG funds — the last 15 -year
history, and also what the best predictions are for the next two budget cycles. Younker also
stated that when the property tax legislation passed, the Parks and Rec Commission had a
Ad Hoc Senior Services Committee
July 21, 2014
Page 7
presentation on what the impacts might be. He thinks this information would be useful, as well,
for the Ad Hoc Committee. Dobyns noted that in the July 7t" packet to this Committee, at the
end of it, Fruin included a report from the National Senior Center Society. He stated that it is
somewhat lengthy, but he urged Members to take a look at it. It shows seven different models
for senior centers, as they have confronted financial problems similar to what Iowa City is and
will be facing.
Bern -Klug asked if it would be fair to summarize it as because of the State property tax
reductions in 2013, the Senior Center is going to feel the impact of the amount of funding it
receives, as well as other things. Fruin stated that he cannot say with certainty that this will
have an impact on the Senior Center's budget. Basically staff does not know how this will all
play out. What they do know is that the taxable value of existing properties within Iowa City is
going to decrease significantly over the next 10 years, and budgets are going to really start to
feel the impact. Fruin continued to explain the discretion that the Council has as it sets up its
budget, and offered to bring in the Finance Director to further explain the property tax reform
impacts in more detail, if the Committee so desired. Younker stated that he believes this would
be useful, to have the fiscal framework in place as they move forward in their recommendations.
Fruin stated that he will work on this.
Younker then asked if anyone had any further questions at this point, or any other agencies they
believe should be added to the list. Bern -Klug asked if local services for domestic violence are
prepared to handle seniors. She noted that most of the population receiving these services is
not in that age group, but she questioned if the current stock of domestic violence services are
elder - friendly. Cannon stated that she will check on this when she makes her agency contacts.
She added that she has seen this on the agency web sites, that it is an issue being addressed,
and that one of the statistics on Heritage's web site states that for every one report of elderly
neglect or abuse, 23 are not reported. Dohrmann stated that this makes her wonder about
people who may be homebound who are immigrants or undocumented citizens, and what their
needs may be. Dobyns stated how difficult this type of information might be to gather, asking
Fruin if the Human Rights Commission would be a place to go for this. Fruin stated that there
may be some contacts on the Human Rights Commission that would have some good insight.
Another avenue may be the Center for Worker Justice as they work with a lot of the immigrant
populations. Members continued to briefly discuss this issue and the possible needs of these
populations.
PUBLIC DISCUSSION (ITEMS NOT ON THE AGENDA):
Michael Chan, 927 Oxen Lane, stated that he and his wife are members of the Johnson County
Senior Center. Having lived in Iowa City since 1969, they have seen the many changes and
growth in the city. He spoke of the international fame the city has and also how it has been on
the forefront of senior centers since the Center's opening. Chan continued, stating that the
Center is the perfect place for students and seniors to come together. The location, next to the
parking ramp, and the handicap accessibility all contributes to make the building the perfect
place. An example that Chan shared was of how the seniors at the Center have inspired a
University of Iowa non - fiction writing student, who participated in the Center's activities for
March, April, and May of this year. She noted the "grandeur of the stories the seniors tell" in a
Press - Citizen article. Chan continued, sharing that their time at the Center is also a story that
they want to be able to tell the next generation, and he urged that the present building be kept
for the Senior Center, if at all possible.
Ad Hoc Senior Services Committee
July 21, 2014
Page 8
Mary Dusterhoft, 1421 Franklin St., stated that she is a Member of the Senior Center
Membership Committee and they are working on obtaining signage in the parking ramp. She
believes that some of the new signage is already up, and added that they have been working
with the City to get more signage. Dusterhoff also stated that she resents the fact that
apartment owners are going to be paying less property tax than she is, and that they make a lot
of money off their apartment buildings. She noted that it is everyone's duty to pay taxes.
Mary Gravitt, 2714 Wayne Ave. # 6, stated that after listening to their reports, she believes there
is a lot of misreporting. She started playing an audio recording of the recent City Council
meeting (July 15), noting that TIF is part of the problem here. In the recording, James Knapp is
addressing the City Council regarding his request for information regarding TIF being granted
for a Moen Group project. Honohan asked Chairman Younker if he could interrupt the
recording, stating that he believes this issue is outside of this Committee's charge. (The audio
was never finished) Gravitt stated that what this video is showing is how the City operates, that
it is not about the Moen building. She stated that this is about a senior citizen who did his
research on how the City works. Gravitt continued, stating that she is trying to show how the
City cheats the citizens, and how this man in the video is talking about this very issue. Gravitt
was asked to wrap up her time as her five minutes had elapsed. Gravitt stated that she would
return later in the meeting to speak again.
Mary Struxness spoke next to the Ad Hoc Committee. She stated that if they lose the Senior
Center, their quality of life will be seriously impaired. Also, she added that if this building were
to be converted into an office building, it's small enough that there would be no significant
revenues from it. She stated that there are some contractors building some huge buildings
currently in Iowa City, and she believes they could ask them to contribute funds to the City.
Contributions such as this are tax deductible, which would be a win for the contractors.
Honohan responded there is a rumor that the building is going to close and become office
space. It is strictly a rumor that is unfounded and has no basis in fact as far as everything he
has seen and been told and added that he would like to put that rumor to rest.
Rose Hanson asked about some agencies that may qualify for federal help that are not even
aware of this, and asked if there is a way to let these agencies know that they may qualify for
some additional help.
Larry Rogers, a resident of Ecumenical Towers, asked if the Visiting Nurses Association is part
of the Ad Hoc's list and also Legal Aid.
Mary Gravitt, 2714 Wayne Ave. # 6, stated that the supposed `rumor' of the Center closing down
came from Member Dobyns at the last meeting. Due to the City being an entitlement city,
Gravitt noted that this is because entitlements come on the backs of the poor. She also asked
about the tax on the electric bill, stating that this was to be for flood purposes. She questioned
where this money is going now that the flood is over. Gravitt continued to express her
displeasure about what people are saying, and what she is being told she can and cannot speak
to. She then spoke to Elder Services and how they have two sets of rules there. She added
that these agencies lie and lay off workers and have all kinds of sweetheart deals going on.
PENDING ITEMS FOR FUTURE MEETINGS:
None.
Ad Hoc Senior Services Committee
July 21, 2014
Page 9
TENTATIVE THREE MONTH MEETING SCHEDULE (first and third Monday of each
month): Younker asked the Committee if they want to keep the July 30 meeting date or not.
Cannon suggested they drop this meeting and just have their next meeting on August 4.
Dohrmann agreed, as did Honohan. Several checked their calendars for the August 4th
meeting. Honohan stated that he would prefer to have the full slate of Members at each
meeting. He asked that they keep the July 30 meeting and cancel the August 4 meeting.
Honohan moved to keep the July 30th meeting and cancel the August 4th meeting,
seconded by Cannon. Motion carried 7 -0.
July 30 — (special date)
August 4 — meeting is cancelled
August 18
September 3
September 24
ADJOURNMENT:
Honohan moved to adjourn the meeting at 5:01 P.M., seconded by Webber. Motion
carried 7 -0.
Ad Hoc Senior Services Committee
July 21, 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
0)
0
0
NAME
EXP.
1211114
X
X
X
X
X
X
Joe
Younker
Jay
12/1/14
X
X
X
X
X
X
Honohan
Mercedes
12/1/14
X
X
X
X
X
X
Bern -Klug
Hiram
12/1114
X
X
X
X
X
X
Richard
Webber
Ellen
12/1/14
X
X
X
X
X
X
Cannon
Jane
12/1/14
X
X
X
X
X
X
Dohrmann
Rick
12/1/14
X
X
X
X
X
X
Dobyns
Key:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member at this time
Charter Review Commission
June 4, 2014
Page 1 3b(3)
MINUTES FINAL
CHARTER REVIEW COMMISSION
JUNE 24, 2014 — 7:30 A. M.
HARVAT HALL, CITY HALL
Members Present: Steve Atkins, Andy Chappell, Karrie Craig, Karen Kubby, Mark Schantz
(7:35), Melvin Shaw, Anna Moyers Stone, Adam Sullivan, Dee
Vanderhoef
Staff Present: Eleanor Dilkes, Marian Karr
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None
CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED:
a. Minutes of the Meeting on 06/10/14 — Chairperson Chappell noted that there was
no correspondence to adopt and then asked if there were any amendments or
corrections to the minutes.
Sullivan moved to accept the minutes of the 6/10/14 meeting as presented, seconded by
Vanderhoef. Motion carried 8 -0, Schantz absent.
REPORTS FROM MEMBERS AND STAFF:
None.
REVIEW CHARTER:
a. Specific Sections to be Addressed:
Preamble —
Definitions —
Article II — Chappell noted that they left off with Section 2.12 of the
Charter, and he read aloud this section. The discussion began with
Kubby asking for clarification on the wording in this section. Dilkes noted
that basically the city manager serves at the pleasure of the city council.
Decisions to hire, fire, discipline, etc., are at the discretion of the city
manager. Dilkes gave several examples of how the functions of the city
manager are carried out and the role that the council does or does not
play in them. The issue of the hiring of the fire chief and police chief was
also discussed by Members. Dilkes responded to questions, noting that
these are civil service requirements for the hiring of the chiefs. The
discussion turned briefly to the use of "may" and "shall' throughout the
document. Members continued to discuss this section, agreeing that the
prohibitions in place appear adequate and that they would tentatively
approve Section 2.12.
Article III — Stone was asked to read Section 3.01 - Nominations to the
group. Dilkes noted that the matters addressed in this section are
completely controlled by State Code. The times have changes under the
Charter Review Commission
June 24, 2014
Page 2
State Code to 'not more than 85 days or less than 68.' The State Code
was also changed last year, according to Dilkes, taking the city clerk out
of the election process for city elections and moving these duties to the
commissioner of elections instead. She suggested adding wording to this
section that lets citizens know that what is set forth here is dictated by
State law. Dilkes will work on the updates that need to be made to this
section, due to the State Code changes, and will bring that back for
Members to review.
Chappell then asked if Members would like to have Sections 3.02 and
3.03 read. Dilkes asked if it would be Members' preference to simply say
that those items are controlled by State law, or'as provided by State law.'
She asked if it was preferred to have the actual numbers and
percentages present in these sections. After a brief discussion, it was
decided to show as much information as possible in these sections, along
with the reference to State law. Kubby asked about the primary section,
stating that she would like to have a discussion at some point about
eliminating primaries by having some instant run -off voting. She has a
memo she can update that talks about the advantages of run -off voting
for the system and to the people who are engaged in the election.
However, if they were to keep the districts as they are now, this type of
voting would not work. Chappell asked Dilkes if she is aware of what
other options there are other than the current primary system they have.
Dilkes stated that she had this discussion at the last review, but
essentially the State Code gives cities two options. The city may chose to
have a run -off election, and a primary will be held unless a run -off is
chosen by city council ordinance. She added that 'instant run -off' is
different from 'run -off' in this instance, and State law pretty much dictates
how this will be done. Dilkes will gather more information on primary
versus runoff for the next meeting's agenda.
Chappell suggested they go ahead and read Section 3.03 as it does play
into something they've already talked about. The Commission will come
back to this section as they revisit the topics of districts and candidates.
b. Commission Discussion of Other Sections (if time allows):
Article IV — Sullivan began by reading Section 4.01 to the Commission.
This is another area that is dictated by State Code, and Members agreed
to tentatively approve it.
Section 4.02 Accountability was read by Vanderhoef. This area again
covered the city manager position. Chappell asked what the current city
manager's contract provides for as far as severance. Dilkes stated that it
has been pretty standard for a number of years, three to six months is
typical. However, she will obtain this information for the Commission. A
discussion ensued about this timeframe and whether there should be a
`no more than' clause added to the existing policy. Sullivan spoke to this,
stating that he would not feel comfortable putting restrictions on this.
Members continued to discuss this section, more specifically the length of
time a city manager could receive severance pay. Shaw asked why this
Charter Review Commission
June 24, 2014
Page 3
section contains any reference to salary at all, questioning if this wouldn't
be a contract issue between the city manager and the City.
Atkins spoke to this issue, noting that most professional positions such as
a city manager are using contracts to protect themselves. He further
explained what protections have been put in place, both for the City and
for the position. Shaw continued to express his concerns with this
section, noting again that it is a contract issue and should be part of that
instead. Karr noted that this section has not been updated for a number
of years. Dilkes noted that staff will obtain the current manager's contract
for review, and also see what trends are out there in other communities.
Chappell noted that they will start with Section 4.03 at the next meeting.
DISCUSSION OF PUBLIC INVOLVEMENT:
None.
PUBLIC COMMENT:
None.
TENTATIVE THREE -MONTH MEETING SCHEDULE (Second & fourth Tuesday of each
month):
July 8 — Three people will be absent for this meeting. Chappell suggested they skip this
meeting as they have gotten pretty far in their review. Others agreed that this
would work at this time and this meeting will be cancelled.
July 22 — Karr noted that she will not be present at this meeting but will have a
representative from her office there. Atkins suggested they plan on having two -
hour meetings, with others agreeing to start this practice at the July meeting.
August 12
August 26
September 9
September 23 — tentative evening public forum.
ADJOURNMENT:
Shaw moved to adjourn the meeting at 8:40 A.M., seconded by Sullivan. Motion carried
9 -0.
Charter Review Commission
June 24, 2014
Page 4
Charter Review Commission
ATTENDANCE RECORD
2014
Key.
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member at this time
TERM
o
ft
0
can
0
�+
0
a�
0
M
0
NAME
EXP.
O
w
N
c
N
?
N
N
4/1/15
X
X
O/
X
X
Steve
E
Atkins
Andy
4/1/15
X
X
X
X
X
Chappell
Karrie
411/15
X
X
X
X
X
Craig
Karen
4/1/15
O
X
X
X
X
Kubby
Mark
4/1/15
X
X
X
X
X
Schantz
Melvin
4/1/15
X
X
X
X
X
Shaw
Anna
411/15
X
X
X
X
X
Moyer
Stone
Adam
4/1/15
X
X
X
X
X
Sullivan
Dee
4/1/15
X
X
X
X
X
Vanderhoef
Key.
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member at this time
Charter Review Commission
July 22, 2014 3b(4)
Page 1 _
MINUTES FINAL
CHARTER REVIEW COMMISSION
JULY 22, 2014 — 7:30 A.M.
HARVAT HALL, CITY HALL
Members Present: Steve Atkins, Andy Chappell, Karrie Craig, Karen Kubby, Mark Schantz,
Melvin Shaw, Anna Moyers Stone, Adam Sullivan, Dee Vanderhoef
Staff Present: Eleanor Dilkes, Julie Voparil
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None
CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED:
a. Minutes of the Meeting on 06/24/14 — Chairperson Chappell noted that they
have the Consent Calendar, including the minutes, to review, as well as
correspondence from four separate individuals. Dilkes requested a change on
the first page where she was speaking about hiring of Police and Fire Chiefs and
requested deleting "...these are civil service positions" and adding "there are Civil
Service requirements for the hiring of the chiefs." Kubby asked for some
clarification on the minutes, at the end where it states, "With others agreeing to
start this practice..." where referring to two -hour meetings. She added that she
does not recall this as being something agreed to for all of the meetings, just this
meeting. After discussion, Members agreed that one -hour meetings are
preferred, but that they can play it by ear as they move through this process.
b. (1) Robert Givens; (2) Russell Haught; (3) Betty Dye; (4) Caroline Dieterle —
Chappell noted that they can discuss the correspondence received if they desire.
He noted that Haught's letter speaks to term limits, and both Haught and Dye
agree there should be direct election of the mayor. Givens and Dieterle are both
advocating for changes to `qualified' vs. `eligible.' Kubby suggested that when
they receive such written comments that perhaps they should keep a 'tally' of
sorts. This will help to show the Members the types of comments they are
receiving, and if there are multiple individuals agreeing.
Vanderhoef moved to approve the Consent Calendar as amended, seconded by Kubby.
Motion carried 9 -0.
REPORTS FROM MEMBERS AND STAFF:
None.
REVIEW CHARTER:
a. Specific Sections addressed:
Preamble — none
Definitions — none
Article 11 — none
Charter Review Commission
July 22, 2014
Page 2
Article III — Chappell noted that in their packet they have a memo from
Dilkes concerning her proposed changes to Section 3.01. He asked if
others had anything to add or any comments they would like to make.
Kubby asked Dilkes whether or not cities are required to make State -level
changes. Dilkes responded that not with respect to these issues. Kubby
stated that she was also reviewing the information received from Karr
regarding the 10 -year history of primaries, and requested more
information on candidates who got more than 50 %. Kubby continued,
speaking to primary vs. run -off elections, and the possibility of eliminating
the need for the second election. Members agreed to request from Karr
percentages that each candidate received in that primary over the past
ten years.
Continuing the discussion, Kubby noted that the reason she is asking the
question is if it is the standard in this community that nobody gets the
50 %, then having a run -off system won't actually be of help to them.
However, if in general changing to a run -off would result in more than 1
candidate getting 50% such that a second election isn't needed, then
savings could be seen.
Chappell then steered the conversation back to 3.01 and Dilkes'
proposed changes. He asked if there is a consensus to tentatively
approve these recommendations. Vanderhoef asked why the district seat
ordinance was changed in 2005, but the at -large goes back to 1985.
Dilkes stated that she would have to go back and review the reports to
see why.
Article IV — Chappell then moved on to Section 4.03 where they left off at
the last meeting. He asked Stone to read this section for the Members.
After a brief discussion, Members agreed to tentatively approve this
section.
Chappell then began a discussion of the duties of the city manager,
Section 4.04. He asked Dilkes if any of these are part of the State code
or not, and she replied that the State code does not have this much detail.
Dilkes responded to Members' questions regarding items within this
section. Under subsection (6), Members asked how the compensation
plans work for the City employees. Dilkes responded that the
compensation plans are adopted by resolution of the City Council. She
then gave an example of how this section of the article applies. Sullivan
asked if they shouldn't add that salaries are basically under City Council
control, through resolution, and not city manager discretion. Vanderhoef
added that the budget process also provides a review of each
department's salaries and compensation packages within City direction.
Moving on to subsection (7), Chappell asked if this is the one that
changed in the last Charter review process. Kubby spoke to having a
`buy local' preference and if there is interest from others, she volunteered
to work on some language for this. Sullivan stated that he believes this is
more of a city manager preference, not something that should be put in
Charter Review Commission
July 22, 2014
Page 3
the Charter itself. Dilkes stated that there are a lot of legal hurdles to 'buy
local.' Members continued to discuss the 'buy local' policy and whether it
should be a part of the Charter. Dilkes gave some further background on
the City's purchasing policies, noting that they are adopted by City
Council resolution.
Chappell then read subsection (8), where members questioned the use of
the word 'manage'. Dilkes noted that it does not necessarily mean
actually handling the project, but coordinating the functions of the various
departments — such as Planning, Public Works, etc., for a project. The
discussion continued, with Shaw asking whom other than the fire chief
and the police chief does the city manager appoint. Dilkes responded
that the city manager appoints all of the department heads.
No changes were noted in subsection (9).
In subsection (10), Sullivan asked if State law dictates what records need
to be maintained. Dilkes stated that in some respects it does.
Subsection (11) notes that it is prescribed by State law.
Chappell then moved to subsections (12) and (13) with no comments
heard.
After hearing subsection (14), Atkins stated that his only comment would
be use of the word 'business' here. This would refer to the 'affairs' or
'financial affairs' of the City. Kubby noted that anything the City does is
essentially considered 'City business,' and others agreed.
Chappell then read subsection (15), asking if there is a reason it only
states 'boards' as opposed to `boards and commissions' here. Stone
read what the definition is of 'board' within the Charter, noting that it does
include boards, commissions, or other similar entities. Chappell then
asked a question of Dilkes regarding whether there is a provision for a
process by which individuals can petition to have the City's budget
audited by the State. She stated that auditors are here every year.
Members continued to discuss this Section, debating the list of city
manager duties and what should or should not be in the Charter. Schantz
noted that this list seems incredibly detailed. Chappell then continued the
review, going through the 'shalls' of this list. Vanderhoef noted that the
Council sets limits on the amount of a contract the city manager can
approve. Dilkes stated that the Council recently added a $150,000 limit
for the purchases of commodities, for example. Members then briefly
discussed closed session meetings versus public meetings, especially
when dealing with an employee, for example. Sullivan asked if others
agree that this needs to be a detailed list. There was consensus among
Members to tentatively approve this section.
Charter Review Commission
July 22, 2014
Page 4
Craig then read Section 4.05 to the group. Members briefly discussed
this, noting that a city manager can vote in an election, they just cannot
run a councilor's campaign or something along those lines. Members
agreed to tentatively approve Section 4.05.
Article V — After Schantz's reading of Section 5.01, Kubby noted that the
word `citizen' is in this section twice, which they previously discussed.
Chappell noted that there are several boards and commissions that are
dictated by State law — Planning and Zoning and Board of Adjustment, to
name a few. Vanderhoef brought up the Library Board, noting that often
people would ask how this board functions. She asked if they need to
mention those that are dictated by State law. Vanderhoef also
questioned why it does not state that the boards and commissions are
`advisory' in nature. She added that this helps to let the citizens know
that these boards cannot change things, but that they can make
recommendations to the Council. Dilkes noted that not all boards and
commissions are advisory. The Airport Commission is one that is not, for
example. Sullivan asked Dilkes if the boards and commissions all have a
charge or a document that states that they do. She responded that they
all have rules and policies that govern them. Sullivan stated that since
they are all so different in nature, he believes they should leave the
boards' and commissions' details out of the Charter.
The discussion continued, with Members then questioning if they don't
need to change the name of the CPRB (Citizens Police Review Board) in
this document where it previously was the PCRB. Dilkes explained how
they are handling this name change in various situations. Members
agreed that this should be updated in the Charter at this time. This led to
a discussion by some Members of how the complaint system works with
this board. Kubby suggested on #2, removing the word `citizen' here — "to
investigate claims of misconduct by sworn police officers" — that this might
help reduce some issues. Chappell then asked Members if they agree
with the removal of `citizen's' in #1, as well as in #2, per their discussion.
There was consensus among the Members on these changes.
Atkins questioned use of the word `minimum' on subsection A — ".... the
following minimum powers ". He stated that this does not seem to fit with
the rest of it. Chappell argued that the way he sees this one is if nothing
else, the CPRB is going to do the following, noting they have a minimum
of duties that are assigned to their board. Chappell added that Council
can always add to the powers. Shaw asked if it is necessary to reference
this board in this way. Dilkes noted this was a referendum vote and is
required to be in the Charter. Atkins questioned if they shouldn't consult
with the CPRB on some of these issues. Chappell stated that it sounds
like they have some definite changes to this section. He asked if there
was consensus to tentatively make these changes. Chappell suggested
that Karr check with the CPRB on these proposed changes to see if they
have any feedback. Majority agreed to indicate the first paragraph as `A'
and change the second paragraph (currently `A') to `B'.
Charter Review Commission
July 22, 2014
Page 5
Chappell then moved on to Section 5.02, which he asked Vanderhoef to
read. He questioned the 30 -day policy, noting that it was probably
adopted when the only way to advertise for these vacancies was in the
newspaper. With technology advancements, he questioned if this isn't
too long to wait. Members discussed this, with individuals on both sides
of the issue weighing in. Sullivan stated that he likes to give the Council
discretion, but not necessarily indicating a prescribed shorter period.
Chappell suggested the wording of '30 days or less' or at the discretion of
the Council. The discussion turned to requirements for advertising for
these positions on boards and commissions. Dilkes stated that having no
notice before filling a vacancy could lead to more problems than it would
solve. Dilkes also noted that since the current version of the Charter was
written a new requirement has been made — a gender balance
requirement. This can add to the time it takes to find someone to fill an
open position. Vanderhoef noted that there have also been times where
after 30 days they receive no applications, and then have to readvertise
for another 30 days. Voparil clarified that the Clerk's office does not re-
advertise 30 days. Chappell stated that this is one area where he would
like to hear from Karr, someone who is familiar with this process and has
to deal with it on a regular basis. He would like to know if Karr thinks the
30 -day window is limiting or causing too many vacancies to go unfilled.
Shaw asked, for purposes of this Charter, who is a `citizen' as it is
referenced in 5.02. Chappell noted that this is that one item they are still
watching throughout the Charter, and they can then revisit this later and
decide how the term 'citizen' is being used here. Kubby asked if there is
any value in adding the 'gender balance' piece to the Charter itself.
Dilkes noted that the provision references State law so that stet gender
balance law applies automatically. Some conversation took place among
Members regarding the gender balance issue.
Shaw read Section 5.03 at Chappell's request. The question was raised
whether or not the rules of boards and commissions are posted on the
City's web site. Dilkes noted that the City's web site is undergoing a
major overhaul, but that this would be a good thing to consider having
available there. Atkins asked if the Council's internal rules are part of
this, such as it takes three members of Council to direct that an item be
placed on an agenda. Kubby pointed out that this section is dealing with
just boards and commissions, not the Council. Members then tentatively
approved this section.
b. Commission Discussion of Other Sections (if time allows):
Article VI — Shaw volunteered to read Article VI and its sections.
Chappell began the review with Section 6.01, noting that Dilkes probably
knew the latest Supreme Court decisions on campaign finance. She
noted that she has not read the most recent case in detail as she did not
expect the Commission to get this far today. She added that she will,
however, read it prior to the next meeting. Chappell suggested she bring
any recommended changes to the next meeting for their review. He then
Charter Review Commission
July 22, 2014
Page 6
asked Members for their review on this section, where Council currently
has set a limitation of $100 per election per candidate.
On Section 6.02, Schantz noted that the State changed Chapter 56 fairly
recently and may be working on it yet again. He spoke to contributions
for primary and general elections, and that the Supreme Court has gotten
rid of most of these rules. Members briefly discussed the issue of
campaign rules, with Dilkes noting that her review prior to the next
meeting should answer some of these questions. As Members wrapped
up their conversation, Chappell noted that they will be able to continue
their discussion of Article VI at the next meeting and will have Dilkes'
memo to help answer questions. They will also begin review of Article
VII.
DISCUSSION OF PUBLIC INVOLVEMENT:
Chappell noted that Karr wanted to speak further to this and how the Members would like to
plan their public forum meeting. He suggested they speak to this at the next meeting. Schantz
spoke briefly to their September 23`d meeting, stating that he believes they will get more interest
if there are some larger issues that the Commission has taken action on to the extent they are
able. Kubby stated that previously they had discussed this first meeting being one where the
public brings issues of interest to them to the Commission's attention. Then at a second public
forum the group would have several areas of interest that could then be addressed more
specifically. Schantz noted that the election of the mayor has already proven to be an area of
interest, at least from the correspondence received so far. Atkins suggested that this group
have a discussion themselves about this issue. Chappell noted that the thought was to first get
through a full review of the Charter, and then they can come back and have more detailed
discussions about those areas of interest.
PUBLIC COMMENT:
None.
TENTATIVE THREE -MONTH MEETING SCHEDULE (Second & fourth Tuesdav of each
month): Dilkes noted that she will not be able to attend the August 12 meeting, but that she
will prepare a memo addressing the Commission's concerns on Article VI as well as the issue
raised earlier about Article VII.
August 12
August 26
September 9
September 23 — tentative public forum.
October 14
October 28
ADJOURNMENT:
Kubby moved to adjourn the meeting at 9:26 A.M., seconded by Vanderhoef. Motion
carried 9 -0.
Charter Review Commission
July 22, 2014
Page 7
Charter Review Commission
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
0
0
0
NAME
EXP.
O
0`0
W
N
`
O
N
N
46
4/1/15
X
X
O/
X
X
X
Steve
E
Atkins
Andy
4/1/15
X
X
X
X
X
X
Chappell
Karrie
4/1/15
X
X
X
X
X
X
Craig
Karen
4/1/15
O
X
X
X
X
X
Kubby
Mark
4/1/15
X
X
X
X
X
X
Schantz
Melvin
4/1/15
X
X
X
X
X
X
Shaw
Anna
4/1/15
X
X
X
X
X
X
Moyer
Stone
Adam
4/1/15
X
X
X
X
X
X
Sullivan
Dee
411115
X
X
X
X
X
X
Vanderhoef
Key:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member at this time
3b(5)
ummm .■,
MINUTES — FINAL
CITY OF IOWA CITY CIVIL SERVICE COMMISSION
November 15, 2013 — 8:15 a.m.
CITY MANAGER'S CONFERENCE ROOM — CITY HALL
Members Present: Lyra Dickerson, Paul Hoffey
Members Absent: Jesse Case
Staff Present: Karen Jennings, Chief John Grier, Tracy Robinson
Others Present: None
RECOMMENDATION TO COUNCIL (become effective only after separate Council
action):
None
CALL TO ORDER:
The meeting was called to order at 8:18 a.m. Lyra Dickerson chaired the meeting.
ENTRY LEVEL FIREFIGHTER TESTING:
Hoffey asked about the location of the CPAT test and if the CPAT practices and
orientations are mandatory. Jennings and Grier replied that for the last recruitment the
Iowa National Guard Readiness Center was used for all the CPAT events, and that if a
candidate doesn't attend both practices and both orientations they have to sign a waiver
before they can participate in test day. Hoffey asked if CPAT scores would be accepted
from other states and Jennings replied that CPAT scores would be accepted from all
licensed CPAT agencies.
Dickerson asked at what point is a criminal background check done. Jennings replied that
a criminal background check is not required for Firefighter but that the City Manager just
approved a new background check policy and the process of identifying sensitive
positions has begun. Dickerson stated she would be in support of background checks for
Firefighters due to their interaction with the public inside their residences.
Hoffey moved that the testing process be approved as recommended by staff, Dickerson
seconded and all were in favor.
OLD BUSINESS:
None
NEW BUSINESS:
None
ADJOURNMENT:
Hoffey moved to adjourn, Dickerson seconded and the meeting was adjourned at 8:26
a.m.
Board /Commission: Civil Service Commission
ATTENDANCE RECORD
YEAR 2013
(Meeting Date) .
NAME
TERM
EXPIRES
1/8/13
4/30/13
8/8/13
11/15/13
NM =
No Meeting
- -- =
Not a Member
Lyra Dickerson
4/7/14
X
X
X
X
Paul Hoffe
4/4/16
X
X
X
X
Jesse Case
4/3/17
- --
X
X
O/E
Bill Cook
4/1/13
O/E
- --
- --
- --
KEY: X =
Present
O =
Absent
O/E =
Absent/Excused
NM =
No Meeting
- -- =
Not a Member
MINUTES — FINAL
CITY OF IOWA CITY CIVIL SERVICE COMMISSION
April 23, 2014 — 8:00 a.m.
CITY MANAGER'S CONFERENCE ROOM — CITY HALL
Members Present: Lyra Dickerson, Paul Hoffey
Members Absent: Jesse Case
Staff Present: Karen Jennings, Chief John Grier, Captain Jim Steffen, Tracy
Robinson
Others Present: None
08-1�
3
� b-
RECOMMENDATION TO COUNCIL (become effective only after separate Council
action):
None
CALL TO ORDER:
The meeting was called to order at 8:02 a.m. Lyra Dickerson chaired the meeting.
CERTIFICATION OF HIRING LIST FOR POSITION OF FIREFIGHTER:
Jennings shared the recruitment summary report and stated that we will continue to work
with Human Rights to identify additional diversity resources for future recruitments.
Jennings commented that accepting CPAT scores from other licensed agencies was new
for us this year and seemed to help both candidates and staff as it made scheduling more
convenient. Jennings added that we are letting candidates share their scores through us
with other agencies.
Dickerson asked if the Chief has to hire in rank order and Jennings confirmed that he
does not.
Hoffey moved to accept the hiring list as proposed, Dickerson seconded and all were in
favor.
ENTRY LEVEL POLICE OFFICER TESTING:
Hoffey asked how long we have been using the POST for the written test; Jennings
replied that it has always been a part of the process as a requirement for entrance to the
Iowa Law Enforcement Academy (ILEA). This will be at least our third testing cycle
using it as our written test. Jennings stated that before the POST, a test from IPMA -HR
had been used, but we decided to use the POST to be consistent with the testing process
utilized by other state agencies and to allow for the transfer of scores amongst agencies.
Hoffey asked if the Chief could choose from anyone on the hiring list and Jennings
confirmed that the Chief does not have to hire in rank order.
Hoffey asked if the physical fitness test was on -going post- employment. Jennings
answered that candidates have to pass the physical fitness test for our testing, and then
again prior to going to the ILEA Academy. Steffen confirmed that there is no on -going
physical fitness testing post - employment.
Hoffey moved to approve the process as recommended by staff, Dickerson seconded and
all were in favor.
OLD BUSINESS:
None
NEW BUSINESS:
Hoffey complimented Chief Grier on the pinning ceremony held last week.
Steffen stated that two new Police Officers are being sworn in tomorrow morning.
ADJOURNMENT:
Hoffey moved to adjourn, Dickerson seconded and the meeting was adjourned at 8:13
a.m.
Board /Commission: Civil Service Commission
ATTENDANCE RECORD
YEAR 2014
(Meeting Date)
NAME
TERM
EXPIRES
4/23/14
Absent
O/E =
Absent/Excused
-Lyra Dickerson
4/3/18
X
Not a Member
Paul Hoffe
4/4/16
X
Jesse Case
4/3/17
O/E
KEY: X =
Present
O =
Absent
O/E =
Absent/Excused
NM =
No Meeting
- -- =
Not a Member
April 23, 2014
nl 4
CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240 -1826
(3 19) 356 -5000
(319) 356 -5009 FAX
TO: The Honorable Mayor and the City Council www.icgov.org
RE: Civil Service Entrance Examination - FIREFIGHTER
We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby
certify the following named person(s) as eligible for the position of Firefighter.
1. Thomas Hartshorn
2. Matthew Boerjan
3. Dustin Sievers
4. Ryan Haxmeier
5. Grant Ankney
6. Brock Kraxner
7. Joshua Wutke
8. Cory McFarland
9. Anthony Krumbholz
10. Cameron Reese
11. Jesse Cowell
12. Andy Roder
13. Matthew Rammelsberg
14. Nathan Parker
15. Nathan Niehus
16. David Arch
17. Rebecca Shady
18. Tyler McCarthy
19. Eric Bergemann
20. Scott McCambridge
21. Brent Rowe
22. Ryan Brumm
23. Martin Lacina
24. Anthony Schooley
25. Andrew Stiles
26. Paul Bongiorno
27. Kenneth Trimble
IOWA CITY CIVIL SERVICE COMMISSION
Jesse Case 1(zh1t -
ATTEST: 24 ) 7e. 2(al�
Mahan K. Karr, City Clerk
2014 Firefighter Recruitment Summary
Asian Black Hispanic Indian White Unknown
Applications Received
_Total
455
_
Unknown
t 38
38
_
Female
19
_
17
2
_
Male
_
398
_
2
14
365
17
Written Test
192
Unknown
20
20
Female
7
7
Male
165
5
153
7
CPAT
129
Unknown
4
4
Female
3
3
Male
122
1
3
2
115
1
Interview
60
Unknown
1
1
2
2
_Female
Male
57
1
55
1
Certified Hiring List
27
Unknown
0
Female
1
1
_
Male
26
1
25
3b(7)
MINUTES — FINAL
CITY OF IOWA CITY CIVIL SERVICE COMMISSION
July 10, 2014 — 8:00 a.m.
HELLING (LOBBY) CONFERENCE ROOM — CITY HALL
Members Present: Paul Hoffey, Jesse Case
Members Absent: Lyra Dickerson
Staff Present: Karen Jennings, Chief John Grier, Tracy Robinson
Others Present: None
RECOMMENDATION TO COUNCIL (become effective only after separate Council
action):
None
CALL TO ORDER:
The meeting was called to order at 8:00 a.m. Paul Hoffey chaired the meeting.
FIRE DEPARTMENT PROMOTIONAL TESTING:
Jennings responded to a few general questions from the Commissioners. Case moved to
accept the process as recommended by staff, Hoffey seconded and all were in favor.
OLD BUSINESS:
Jennings stated that the Police Officer application process was underway and that
information would be sent to the Commission closer to test day if they would like to
observe the written and /or physical fitness test. Jennings added that a new Police Officer
was being sworn in today after this meeting and Grier added that two Firefighters were
being sworn in tomorrow.
NEW BUSINESS:
None.
ADJOURNMENT:
Case moved to adjourn, Hoffey seconded and the meeting was adjourned at 8:09 a.m.
Board /Commission: Civil Service Commission
ATTENDANCE RECORD
YEAR 2014
(Meeting Date)
NAME
TERM
EXPIRES
4/23114
7110/14
O/E =
Absent/Excused
NM =
No Meeting
-Lyra Dickerson
4/3/18
X
O/E
Paul Hoffe
4/4/16
X
X
Jesse Case
413/17
O/E
X
KEY: X =
Present
O =
Absent
O/E =
Absent/Excused
NM =
No Meeting
- -- =
Not a Member
"MI-r-Tr-
3b(8)
mmw��
MINUTES — FINAL
CITY OF IOWA CITY CIVIL SERVICE COMMISSION
August 8, 2014 — 8:15 a.m.
HELLING (LOBBY) CONFERENCE ROOM — CITY HALL
Members Present: Lyra Dickerson, Paul Hoffey
Members Absent: Jesse Case
Staff Present: Karen Jennings, Chief John Grier, Chief Sam Hargadine, Tracy
Robinson
Others Present: None
RECOMMENDATION TO COUNCIL (become effective only after separate Council
action):
None
CALL TO ORDER:
The meeting was called to order at 8:16 a.m. Lyra Dickerson chaired the meeting.
POLICE DEPARTMENT PROMOTIONAL TESTING:
Jennings pointed out that the experience requirements for Police Captain were modified
to require four years at the rank of Sergeant or higher rather than two years at the rank of
Lieutenant. Allowing more experienced Sergeants to qualify for the Captains test should
result in a larger candidate pool. Hoffey moved to accept the process as recommended by
staff, Dickerson seconded and all were in favor.
CERTIFICATION OF AMENDED HIRING LIST FOR THE POSITION OF
FIREFIGHTER:
Jennings explained that a scoring oversight was brought to the attention of Human
Resources staff with regard to the application of preference points provided under state
code. The affected candidate was allowed to complete the remainder of the testing
process and the hiring committee recommended that the candidate be added to the
existing certified list. Therefore, an amended list including an additional candidate was
recommended to the commission for certification. Hoffey moved to certify the amended
list, Dickerson seconded and all were in favor.
SCHEDULING OF FIRE DEPARTMENT PROMOTIONAL TESTING:
Jennings stated that last month the Commission approved the promotional process, to
take place in October/November. After a review of schedules and anticipated retirements,
the City recommends postponing the process until June 2015. Postponing would give the
promotional lists a longer life and could also allow for additional candidates to meet the
experience requirements for test eligibility. Dickerson and Hoffey both indicated they
approved the postponement. Jennings asked if the Commission would like to meet again
closer to June to revisit the process or if they were comfortable with us proceeding, given
that it was just a change in scheduling. Both Dickerson and Hoffey indicated they were
comfortable with proceeding, it was not necessary to meet again.
OLD BUSINESS:
Jennings stated that the Police Officer entry level testing will take place next Saturday,
August 16 with the written test being given at the UI Shambaugh Auditorium and the
physical fitness test being given at the UI Campus Recreation and Wellness Center.
NEW BUSINESS:
None.
ADJOURNMENT:
Hoffey moved to adjourn, Dickerson seconded and the meeting was adjourned at 8:25
a.m.
Board /Commission: Civil Service Commission
ATTENDANCE RECORD
YEAR 2014
(Meeting Date)
NAME
TERM
EXPIRES
4123114
7/10/14
818/14
Lyra Dickerson
4/3118
X
O/E
X
Paul Hoffe
4/4/16
X
X
X
Jesse Case
4/3/17
O/E
X
O/E
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No Meeting
- -- = Not a Member
August 8, 2014
� r
CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240-1826
(3 19) 356 -5000
(319) 356 -5009 FAX
TO: The Honorable Mayor and the City Council www.icgov.org
RE: Civil Service Entrance Examination - FIREFIGHTER
We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby
certify the following named person(s) as eligible for the position of Firefighter.
1. Thomas Hartshorn
2. Matthew Boerjan
3. Dustin Sievers
4. Ryan Haxmeier
5. Grant Ankney
6. Brock Kraxner
7. Joshua Wutke
8. Cory McFarland
9. Anthony Krumbholz
10. Cameron Reese
11. Jesse Cowell
12. Andy Roder
13. Matthew Rammelsberg
14. Nathan Parker
15. Nathan Niehus
16. David Arch
17. Rebecca Shady
18. Tyler McCarthy
19. Eric Bergemann
20. Scott McCambridge
21. Brent Rowe
22. Ryan Brumm
23. Martin Lacina
24. Michael Dagenais
25. Anthony Schooley
26. Andrew Stiles
27. Paul Bongiorno
28. Kenneth Trimble
*Amended from list certified on April 23, 2014
IOWA CITY CIVIL SERVICE COMMISSION
vf-j.C)
Lyra . Dickerson, Chair
Paul C. Hoffey
Jesse Case 056q-
ATTEST: ea7 ,-d q� • 1�
Mari-an K. Karr, City Clerk
3b(9)
Minutes
Human Rights Commission
June 17, 2014 — 4:30 P.M.
Helling Conference Room
APPROVED
Members Present: Harry Olmstead, Joe Coulter, Shams Ghoneim, Paul Retish, Andrea
Cohen, Orville Townsend, Ali Ahmed, Stella Hart.
Member Excused: Kim Hanrahan.
Staff Present: Stefanie Bowers.
Recommendations to Council: No.
Call to Order:
Olmstead called the meeting to order at 18:02.
Consideration of the Minutes from the May 20, 2014 Meeting:
Motion: Moved by Coulter, seconded by Ghoneim. Motion passed 7 -0. (Ahmed not present).
Motion: Moved by Coulter to revise wording of Human Rights Funding Policy, seconded by Retish.
Motion passed 7 -0. (Ahmed not present).
Meeting Business:
Woke Up Black
Woke Up Black is a funding/sponsoring request for a film screening on September 24. The University of
Iowa Public Policy Center will be hosting the screening and invites the Commission to co- sponsor the
event. Motion by Coulter to assist in informing any appropriate audiences of the event without
commitment of funds, seconded by Ghoneim. Motion passed 8 -0.
Human Rights Breakfast, 2014
Bowers reports that planning should begin in July. The Commission is concerned over the issue with the
personnel matter at the Sheraton. Some Commissioners question whether the Commission should be
involved in personnel matters. Ahmed is on the board for the Center for Worker Justice and will bring an
updated report on the Sheraton personnel situation to the July meeting.' Olmstead suggested Jim Leach
or Willard Boyd as keynote speakers. Bowers requests for any further name suggestions for a keynote be
sent to her thru e-mail by the next meeting date.
Before You Know It
Before You Know is a film screening scheduled for June 17 at 5:45 that the Commission is co- sponsoring.
Olmstead reports the film is free and open to the public.
Iowa City Pride Festival
Pride Festival is scheduled for June 21 from 12 to 5. Coulter and Cohen will serve as representatives for
the Commission.
' Reference Human Rights Commission Meeting Minutes of 12 -17 -13 for discussion and correspondence in regards
to the Sheraton personnel situation.
Reports:
Juneteenth
Townsend was present at the event and reports it was excellent and the turnout was high. The volunteers
did a great job with the event. He hopes the event will continue yearly for a long time.
Building Blocks to Employment
Retish reports that an organizational meeting is likely to happen at the end of July and plans to send an e-
mail invitation to the Commission to help out and attend the planning meetings.
International Students
No report. This item will be removed from future agendas.
Racial/Ethnic Equity Roundtable
No report. This item will be removed from future agendas.
Education
At the last meeting of the Equity Committee for the Iowa City Community School District, R. Chace
Ramey, Chief Human Resource Officer for the District, discussed concerns about the lack of minority
teachers in the District. Ramsey will bring additional information to the next Equity meeting in
September.
Building Communities (Housing)
Townsend will work with the Black Voices Project to get further community involvement on housing,
education, and law enforcement concerns.
University of Iowa Center for Human Rights
The next meeting will be in August or September. Olmstead reports that Reyna Grande author of The
Distance Between Us: A Memoir will speak on October 4 at the Pomerantz Center as part of "One Book,
One Community ".
Commission
Cohen reports the president of the Amnesty International Chapter at the University of Iowa is organizing
a Human Rights Opportunity Fair, tentatively scheduled for September 17, to showcase a variety of
opportunities for students interested in careers related to human rights in and around Iowa City. The
president has inquired as to whether the Commission would like to sponsor, promote, and/or participate in
the fair. Coulter asks that a formal request be made. Bowers will add the topic to the July agenda.
Cohen also requests that, starting in September, the Commission look at one or two initiatives to focus on.
Townsend requests that revised agendas have the new revised date noted. Bowers reports that the mailed
agendas /packets are exactly the same as what she post on line. The system used by the City refers to any
agenda posted as "new agenda" and that no revisions have been made to the packets or agendas. If any
changes were made Bowers would repost the agenda/packet as revised and send the revised
agenda/packets to each Commissioner.
Hart attended the St. Ambrose Traffic Stop Report work session. The police study shows there is
disproportionate minority contact, but the level of violent crimes in Iowa City has decreased over the
years. The police use a technique called "hotspot policing ". Officers are aware their level of contact with
minority populations will be monitored, as the study continues.
2
Coulter reports that the new policing programs are an outcome of the Ad Hoc Diversity Committee's
activities and efforts are continuing to develop.
Ghoneim reports these programs are helping, and is looking forward to any future projects of the
Commission that can be done in conjunction with the Hawkeye Chapter of American Civil Liberties
Union.
Bowers will resend the St. Ambrose Traffic Stop Report to Commissioners as well as the link for the St.
Ambrose Traffic Stop Report work session video recording.
Olmstead announced that Access 2 Independence is having an Americans with Disabilities Celebration on
July 26 at the Ped Mall. Olmstead would like the Commission to have a table there. This item will be
added to the July agenda.
Coulter reports the Cedar Rapids Civil Rights Commission will be working to revitalize the Latino
Leadership Summit this fall at the University of Iowa and expects the Iowa City Human Rights
Commission to be approached for sponsorship /participation.
Adjournment: 17:35
Next Regular Meeting — July 15, 2014 at 6:00 pm.
Policy for Funding Request to Commission
The Iowa City Human Rights Commission can donate funds to organizations and agencies that
collaborate with the Iowa City Human Rights Commission in providing such things as organizing,
planning and facilitating educational public forums or programs and activities designed to eliminate
racial, religious, cultural and other intergroup tensions including but not limited to sex, color, creed,
disability, gender identity, sexual orientation, marital status, age and national origin.
4
Human Rights Commission
ATTENDANCE RECORD
YEAR 2013/2014
(Meeting Date)
NAME
TERM
EXP.
6/18/
13
7/16/
13
8/20/
13
9/17/
13
10/15/
13
11/19/
13
12/17/
13
1/21/
14
2/18/
14
3/18/
14
4/29/
14
5/20/
14
6/17/
14
Ali Ahmed
1/1/17
-
-
-
-
-
-
-
X
X
O/E
O/E
O/E
X
Orville
Townsend, Sr.
1/1/17
X
X
X
X
X
X
X
X
X
X
O/E
X
X
Paul Retish
1/1/17
-
-
-
-
X
X
X
X
X
O/E
X
X
X
Kim
Hanrahan
111115
X
X
X
X
X
O/E
X
X
X
X
X
O/E
O/E
Shams
Ghoneim
111115
X
O/E
X
X
X
X
X
O/E
X
X
X
X
X
Stella Hart
111115
-
-
-
-
-
-
-
-
-
-
-
-
X
Jewell Amos
111115
-
X
X
X
X
O/E
X
X
X
O/E
R
R
R
Joe D. Coulter
1/1/16
X
O/E
X
X
X
X
X
X
X
X
X
X
X
Harry
Olmstead
1/1/16
X
X
X
X
X
X
X
X
X
X
X
X
X
Andrea Cohen
1/1/16
-
-
O/E
X
X
X
X
X
X
O/E
X
X
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = No longer a member
R = Resignation
IQWA CITY
PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
m tc* Susan Craiq• we 319- 3W5200•Fnx 319 - 356 - 5494 -w Jcpl.org
BOARD OF TRUSTEES
Minutes of the Regular Meeting
June 26, 2014
08 -19 -14
3b(10)
FINAL APPROVED
Members Present: Diane Baker, Tom Dean, Janet Freeman, David Hamilton, Linzee McCray, Thomas
Martin, Robin Paetzold, Jay Semel.
Members Absent: Meredith Rich - Chappell.
Staff Present: Maeve Clark, Susan Craig, Anne Mangano, Elyse Miller, Brent Palmer.
Guests Present: Reverend Doyle Landry, Mark Musial, student at UI, Bill Wilson, Strategic Planning
Consultant via Go -to- meeting teleconference.
Call Meeting to Order. Vice- President Dean called the meeting to order at 5:05 p.m.
Public Discussion. Reverend Doyle Landry discussed an article in the Chicago Tribune about why
people come to Iowa City from Chicago. Landry left some articles for the Board about Chicago. He
also mentioned the outstanding job the Library Board and Susan Craig, as Director in particular, do
in welcoming people to the community. Landry believes readers are leaders.
Approval of Minutes.
The minutes of the May 22, 2014 Regular Meeting of Library Board of Trustees were reviewed. A
motion to approve the minutes was made by Freeman and seconded by Baker. Motion carried 8/0.
Unfinished Business.
FY16 Strategic Plan. Consultant Bill Wilson provided an update on the strategic planning process via
teleconference. The framework and draft action plan was discussed. Freeman asked about an
example of how the framework and action plan would work together. Wilson said there is a
collaboration piece that crosses all aspects of the plan, but the engagement portion with outside
organizations and partners brings something to them and to us and also engages individuals. The
idea that ICPL is everywhere and the Library shows up throughout the community by the virtual
library and a bookmobile, for example. Paetzold wondered why the bookmobile was much more
specific compared with other parts of the plan. Wilson said this would be discussed at the next
planning meeting. It is the most economical way to address issues of access vis a vis parking,
making sure we reach the entire community, and access for those who cannot get to the library.
Martin asked about the mission statement. Dean and Paetzold are interested in some wordsmithing
in the values statement. Board generally pleased with overall draft document. The Strategic Planning
Committee will meet next Tuesday. Wilson and Ethel Himmel will attend the July Board meeting to
present the work of the Committee more fully.
New Business.
Evaluation of Director. Craig requested the meeting be closed to conduct the Director's evaluation.
A motion to enter into a closed session for the purposes of conducting the Library Director's
evaluation was made by Freeman and seconded by McCray. Motion approved by voice vote 8/0.
Dean closed the meeting at 5:50 p.m.
The meeting reconvened at 6:30 pm. The Evaluation Committee, chaired by Robin Paetzold, Janet
Freeman and Jay Semel commended Craig on an excellent year and recommended a salary increase
of the maximum permitted by the City. A motion to adjust Craig's salary as recommended by the
Evaluation Committee was made by Paetzold and seconded by Hamilton. Motion carried 8/0. The
Evaluation Committee recommends discussion of the evaluation process as a future agenda item.
McCray out at 6:37.
Board Annual Report. The Board Annual report is included in both the City of Iowa City's annual
report and in ICPL's annual report. Board members reviewed the goals for FY14 and brainstormed
ideas for FY15. A draft of the report will be presented at July's meeting.
Art Advisory Committee. Recommendations for Committee membership were presented to the
Board. A motion to approve the recommended candidates for the Art Advisory Committee was
made by Martin and seconded by Semel. Motion carried 7/0.
Staff Reports.
Director's Report. Craig included the Enrich Iowa agreement with the State in the packet. The
agreement allows us to participate in reciprocal borrowing. Valeria Schnor's retirement party was a
lovely event. The certificate was presented to her and Valeria really appreciated the recognition
from the Board. Craig stated June is one of the most hectic months in our calendar. Summer
Reading Program needs only 30 more children to enroll to meet our goals for the program!
Meanwhile, behind the scenes in Collection Services, a flurry of purchasing and processing takes
place to ensure we get the maximum amount of materials for the collection and pay for them by the
end of the fiscal year.
Departmental Reports.
Children's Services. No comments.
Collection Services. No comments.
IT. No comments.
Development Office. Martin extended sympathy to the McCarthy family on behalf of the Board.
Miscellaneous. No comments.
Spotlight on the Collection. No comments.
President's Report. Dean recommended the Board photo be taken at the July meeting. He said he
was surprised at how many people actually look at the photograph in the Lobby.
Announcements from Members. Martin said an announcement for the State Librarian of Iowa
position will soon be posted.
Committee Reports.
Foundation Members. The Library Links golf fundraiser is tomorrow; it was suggested everyone do
the rain dance. Alan Swanson was elected new Foundation Board President. There is a Book End
book sale on July 19. The Book End will be closed for a few days to switch credit card machines. The
Friends Foundation Board is changing its meeting schedule for FY15.
Communications. None.
Disbursements.
The MasterCard expenditures for May, 2014 were reviewed. A motion to approve the disbursements
for May 2014 was made by Martin and seconded by Hamilton. Motion carried 7/0.
Set Agenda Order for July Meeting.
NOBU budget.
Strategic Planning.
Annual report.
Semel out at 6:55 pm.
Adjournment. A motion to adjourn the meeting was made by Hamilton by and seconded by
Martin. Motion carried 6/0. Vice - President Dean closed the meeting at 6:58 pm.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent /Excused
NM = No meeting
Meeting
Date
Name -
Term°
Expiration
8/22/13
9/26113
10/24/13
11/21/13
12/18/13
1/23/14
2/27/14:
3127/14
4/24/14
5/22/14
5/26/i4
7/24114
Diane Baker
6/30/19
X
X
X
X
X
X
X
X
O/E
X
X
X
Thomas Dean
6/30/15
X
X
X
X
X
O/E
X
X
O/E
X
X
X
Mark Edwards
6/30/15
O
O
O
O
O
Resigned
Janet Freeman
6/30/19
X
X
X
X
O/E
O/E
X
X
X
X
X
X
David Hamilton
6/30/15
Not on Board
X
X
X
X
Tom Martin
6/30/17
X
X
X
X
X
X
X
X
X
O/E
X
X
Linzee Kull
McCra
6/30/15
X
X
O/E
O/E
X
X
X
O/E
X
X
X
X
Robin Paetzold
6/30/17
X
X
X
X
X
X
O/E
X
X
O/E
X
X
Meredith
Rich-Chappell
6/30/17
X
X
X
X
X
X
X
X
X
X
O/E
X
rSemel, Jay
6/30/19
X
X
X
X
X
X
X
X
X
X
X
X
KEY:
X = Present
O = Absent
O/E = Absent /Excused
NM = No meeting
3b(11)
MINUTES APPROVED
PARKS AND RECREATION COMMISSION
JUNE 11, 2014
ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, David Bourgeois, Larry Brown, Clay Claussen, Cara
Hamann, Katie Jones
Members Absent: Maggie Elliott, Lucie Laurian, Joe Younker
Staff Present: Mike Moran, Chad Dyson, Zac Hall
Others Present: Temple Hiatt, Susan Bryant
CALL TO ORDER
Chairman Claussen called the meeting to order at 5 p.m.
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None
OTHER FORMAL ACTION:
Moved by Bourgeois, seconded by Brown to approve the May 13, 2014 minutes as
written. Motion passed 6 -0 (Elliott, Laurian & Younker absent).
PUBLIC DISCUSSION:
Temple Hiatt, past president of Iowa City Girls Softball, was present to address a comment that
was made by Chad Dyson in a previous commission meeting regarding the amount of
scholarships offered by the organization. She stated that Girls Softball offer a 100% scholarship
as well as gloves and other equipment to those in need. Hiatt said that they have given out 64
scholarships. Dyson had mistakenly said that they offer a 50% reduction.
Brown asked how Girls Softball communicates this scholarship program to the schools. Hiatt
stated that they no longer have a good way to communicate through the schools due to their
regulations. They are able to have fliers approved for the schools but it is up to each individual
school as to whether they want to promote the program. Brown asked what equipment is
required for participants of the Girls Softball program. Hiatt stated that the only requirement is
that they have a glove. Hiatt agreed with Commission, as discussed at a previous meeting, that
transportation is an issue.
TRANSPORTATION SERVICES DIRECTOR — CHRIS O'BRIEN:
Chris O'Brien, Director of Transportation Services, was welcomed to the meeting by
Commission members. O'Brien has worked for the City for 16 years and has held his current
position since 2008. O'Brien was invited to this meeting to address concerns regarding access
of transportation for kids that want to participate in recreation programs. Brown started the
PARKS AND RECREATION COMMISSION
June 11, 2014
Page 2 of 7
conversation by asking if all bus routes have to meet downtown. He proposed that perhaps
some meet at Mercer, Southeast Junior High or the Library. O'Brien stated that Iowa City uses a
"hub and spoke system" for transportation. The hub refers to the location where all busses
meet and the spoke refers to the route. Cambus, Coralville Transit and Iowa City buses all
meet downtown which has proved to be the most efficient to date. O'Brien noted that there
needs to be a good number of people riding a specific bus route to warrant an addition. At this
time if you are south of the highway, you have to take a bus to downtown and then transfer to
another bus that will take you to your destination. Brown noted that when he visited with various
schools about the lack of participation in programs, it always comes down to lack of
transportation. Moran asked what it takes to add more routes. O'Brien said it all has to do with
capacities. They must be careful to not get into a charter business. FTA regulations prevent
them from taking business away from charter services. He also noted that it is very difficult to
discontinue a route once it is started. Brown proposed that perhaps kids could be given free
bus passes to use during recreation camps etc. The kids would bring a pass, get it stamped and
that would allow them to come back the next day on the bus at no charge. O'Brien noted that
the library has a program currently that allows kids with a library card to ride the bus for free
during the summer on weekdays between 9 a.m. and 3 p.m. twice a week. Moran noted that
perhaps Recreation could offer a similar program using the ID badge system that the
department has in place. He further mentioned that it would be necessary for Coralville Transit
to agree to this arrangement as well. O'Brien suggested that perhaps a pilot program be offered
during fall /winter breaks, suggesting that it is too late to get something going this summer. This
would allow staff time to communicate to the schools /students /parents. Dyson, Moran and
O'Brien will meet to discuss further and will report at the August meeting. O'Brien noted that the
City is currently looking at bus service to the Aldi/Wal -Mart area as these are high density areas.
O'Brien went on to explain that the Transportation Department is funded through property taxes
(.95¢/$1000) and a third of their revenue comes from the fare box. It currently costs
approximately $100 per hour to cover the service they provide. Iowa City averages 2 million
riders per year and the community as a whole (Iowa City, Cambus and Coralville) 7 million. The
City increased but fares in 2013. The last time fares were raised was in 1991. The Commission
expressed their appreciation to O'Brien for all of this information and will look forward to hearing
back from him and staff in August.
FRIENDS OF HICKORY HILL PARK REPORT:
Moran announced that K.D. Labadie has moved so is no longer on the Friends of Hickory Hill
Board so will not be present at the Commission meetings. Zac Hall, Superintendent of Parks
will start attending their meetings.
DogPAC REPORT:
Vicki Norris was present tonight to present a proposal to the Commission to construct a dog
wash at the Thornberry Off -Leash Dog Park. Norris handed out her business proposal and gave
a PowerPoint presentation to the Commission. Vicki and her husband Brian Norris are the
owners of Greyhurst Holdings, LLC. They propose to provide customers with a dog wash that
would consist of two bays. The dog wash would be ADA compliant and handicap accessible.
They would provide a dog wash attendant onsite during the busiest dog washing hours. This
person will assist customers in selecting the proper wash, the aspects of the wash etc. They will
focus on high performance and eco- friendly washing. The dog bays will have two options for
washing a dog. There will be a tub for those comfortable with tub bathing or a mat for those
PARKS AND RECREATION COMMISSION
June 11, 2014
Page 3 of 7
dogs that are not comfortable in a tub. The dog wash will accept dollar bills and credit/debit
cards. There will also be a small vending machine inside the dog wash that will have dog treats,
aprons and disposable brushes. While the dog park patrons will be their main customer, other
dog owners are welcome as well. All of the costs for the construction as well as maintenance
would be up to the Norris'. They will donate back 10% of sales to the Dog Park or to DogPAC.
Norris will present this proposal to DogPAC at their next board meeting.
Moved by Bourgeois, seconded by Bentler. to work with the Vicki and Brian Norris of
Greyhurst Holdings LLC, regarding their proposal for the addition of a dog wash at
Thornberry Off -Leash Doa Park. Passed 6 -0 (Elliott. Laurian and Younker absent).
NEIGHBORHOOD OPEN SPACE REVIEW
None.
RECREATION DIVISION REPORT:
Affiliate Groups: Dyson put together an affiliate group cost analysis and distributed this to
commission members. He reminded members that in 2009 they approved an affiliate group
usage policy. That existing policy was included in their packets for tonight's meeting. This policy
was established in an attempt to help with cost recovery. To date there has been no money
collected from these groups. Many of them had given donations over the years; therefore, it was
difficult to come to terms on what exactly they should be charged. In light of the City's pending
budget cuts, staff is recommending that the Commission revisit the policy and engage the
affiliate groups in discussion with the goal of re- implementing the existing policy. The
department's goal is to recover 50% of their costs. Dyson report shows that the department is
well short of that goal. The revenue currently brought in has been from non - affiliate groups
(tournaments, U -trip teams, soccer leagues). Dyson noted that Iowa City EELS Swim Club will
be handled separately as they currently pay a rental fee; however, that fee has not ever been
increased.
City Park Pool: The pool will open on Saturday, June 14. Staff had hoped to open sooner;
however, a leak in a main pipe was discovered. That has been repaired and staff began filling
the pool last week. They are now working on filtering and chemical balancing. There will be a
free swim period for patrons on opening day.
PARKS DIVISION REPORT:
Moran and Hall are reviewing the mowing routes, obligations and standards for the department.
The goal is to determine which properties are not actually the department's obligation and either
cut them from the route or work on some type of a cooperative agreement with the land owners.
Discussion will also take place regarding snow removal routes.
Hickory Hill Trail Playground /Shelter Update: The playground has been installed. The
hardware for the shelter was delivered today so will begin construction on that very soon.
Riverside Festival Stage Maintenance /Upgrades: Hall noted that staff has made many minor
repairs to the stage and stage area. Hall recently met with Ron Clark of Riverside Theatre who
PARKS AND RECREATION COMMISSION
June 11, 2014
Page 4 of 7
gave him a list of some items that need repair. Repairs have included some fixes to the south
stage and the eaves, light fixture repairs, weather stripping of stage doors, damaged concrete
etc.
City Park Information Sign: The sign at the entrance to City Park has been removed. This sign
will be redesigned and replaced in the near future.
Maintenance Update of Various Parks /Fields: Joe Wagner, Sr. Maintenance Worker for Parks
and his crew are mulching and weeding ball fields /soccer fields etc. Parks staff are installing
some painted murals on the inside ceiling of the shelter at Mercer Park. Benches have been
placed at Wetherby Park near the splash pad.
Claussen noted that he went to the Party in the Park event at Terry Trueblood Recreation Area
and noted that it was very nice. He recommended some healthier snacks be offered.
DIRECTORS REPORT:
Ashton House Report: The handicap ramp will be delivered next week and will then take about
two weeks for installation. Project GREEN is currently working on the landscaping around the
house. Phase 3 will go to bid in July. This will include trail connections and more landscaping
of the Normandy Drive area.
TTRA Report: Rentals at the marina are going extremely well. Fin & Feather have purchased
more equipment to keep up with rental demands. Two docks will be extended in length to
provide space to lock down the additional equipment.
Staffing: Moran reported that staffing has been very challenging this summer. He doesn't have
an explanation for the decline in interest. The department uses many outlets for advertising
these job openings.
Mobile Vending: City Council passed a new initiative allowing mobile vendors to set up in
various areas of the city. For example, vendors may be setting up in Chauncey Swan Park on
Thursday and Friday evenings and near the City Park rides. Other locations may be added if the
City receives numerous applications. Vendors will be charged $15 per day (same as the
Farmers Market daily vendor fee).
Ryerson's Woods Park: This park has been designated a state preserve. We hope to have the
governor present in July.
Pedestrian Mall Playground: Moran passed out some renderings of the soon to be updated
playground on the Pedestrian Mall. This project went to bid yesterday and those are due on
June 20. This project will be done in August after library programs end and before school starts.
Murals: Murals will be placed at the College St. Bridge, Mercer Park and Fairmeadows Park.
Emerald Ash Borer: A gentleman in Iowa City has found what has been confirmed as Emerald
Ash Borer. After removing some branches from this tree and looking at other trees within a ten
PARKS AND RECREATION COMMISSION
June 11, 2014
Page 5 of 7
minute walk of his property, no others were found. A news release will go out next week. Iowa
City has not yet been declared as infested. This is good as staff will not need to grind trees
down prior to taking to the landfill.
CHAIRS REPORT:
None
COMMISSION TIME /SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Hamann noted that there is a drinking fountain located at the Court Hill Trail near the football
field that would allow for the addition of a dog drinking fountain as well. She would like to see
that added if possible, as well as others at places where these types of fountains currently exist.
She would also suggest that this type of fountain be used when any are being replaced or new
ones are being installed.
Jones asked if there was anything Commission should be doing regarding Blue Zone projects.
Dyson said there is a lot of planning going on right now and will likely have some things starting
in September.
ADJOURNMENT:
Moved by Jones, seconded by Brown to adjourn the meetinq at 7:10 p.m. Motion passed
6 -0 (Elliott, Laurian and Younker absent).
PARKS AND RECREATION COMMISSION
June 11, 2014
Page 6 of 7
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
M
Cl)
M
M
co
Cl)
M
IV
V
d
le
V
N
O
Z-
M
M
r
00
to
a
N
TERM
tO
V-
ti
°0
M
c
N
�
Cl)
LO
m
EXPIRES
Suzanne
1/1/17
*
X
X
X
NM
X
X
X
O/E
X
X
X
Bentler
David
1/1/15
LQ
X
X
X
X
NM
X
X
X
X
X
X
X
Bourgeois
Larry
1/1/18
*
*
*
*
*
*
*
X
X
O/E
X
X
X
Brown
Clay
1/1/14
LQ
X
X
X
X
NM
X
X
X
X
X
X
X
Claussen
Maggie
1/1/13
LQ
X
X
X
X
NM
X
X
X
O/E
X
X
O/E
Elliott
Allison
1/1/14
LQ
X
O/E
O/E
X
NM
X
Gnade
Cara
1/1/16
LQ
X
X
X
X
NM
X
X
X
X
X
X
X
Hamann
Katie
1/1/18
*
*
*
*
*
*
*
X
X
X
X
X
X
Jones
Lucie
1/1/15
LQ
O/E
O/E
X
X
NM
X
O/E
X
X
X
X
O/E
Laurian
John
1/1/14
LQ
X
X
X
X
NM
X
*
X
Westefeld
Joe
1/1/16
LQ
X
X
X
O/E
NM
X
X
O/E
X
X
X
O/E
Younker
KEY: X = Present O = Absent O/E = Absent/Excused
NM = No meeting LQ = No meeting due to lack of quorum
* = Not a member at this time
I �`. ®fir CITY OF IOWA CITY 3b(12)
MEMORANDUM
Date: August 1, 2014
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their July 17, 2014 meeting the Planning & Zoning Commission approved the June 19
minutes with the following recommendation to the City Council:
The Commission voted 4 -2 (Thomas and Swyard opposed) to recommend approval of
REZ14- 00005, an application submitted by Allen Homes for a rezoning from Low Density
Single Family (RS -5) zone to Planned Development Overlay (OPD -5) zone and a
preliminary sensitive areas development plan subject to general conformance with the
plans submitted and subject to the final building design complying with the multi - family
site design standards in the City Code Section 14 -2B.
2. The Commission voted 5 -1 (Martin opposed) to recommend approval of REZ14- 00007,
an application for a rezoning from Central Business Service (CB -2) zone to Central
Business Support (CB -5) and for the building's designation as a Historic Landmark
subject to a Conditional Zoning Agreement on the CB -2 height regulations at 203 N. Linn
Street.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
X_ Agenda item will be prepared by staff for Council action - Done
PLANNING AND ZONING COMMISSION APPROVED
JUNE 19 — 7:00 PM — FORMAL
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Phoebe Martin, Paula Swygard,
Jodie Theobald, John Thomas
MEMBERS ABSENT: Ann Freerks
STAFF PRESENT: Bob Miklo, John Yapp, Sara Greenwood Hektoen
OTHERS PRESENT: Bill Synan, Bruce McDonald, Ann Synan, Dave Zahradnick
RECOMMENDATIONS TO CITY COUNCIL:
The Commission voted 4 -2 (Thomas and Swyard opposed) to recommend approval of
REZ14- 00005, an application submitted by Allen Homes for a rezoning from Low Density
Single Family (RS -5) zone to Planned Development Overlay (OPD -5) zone and a
preliminary sensitive areas development plan subject to general conformance with the
plans submitted and subject to the final building design complying with the multi - family
site design standards in the City Code Section 14 -213.
The Commission voted 5 -1 (Martin opposed) to recommend approval of REZ14- 00007, an
application for a rezoning from Central Business Service (CB -2) zone to Central Business
Support (CB -5) and for the building's designation as a Historic Landmark subject to a
Conditional Zoning Agreement on the CB -2 height regulations at 203 N. Linn Street.
CALL TO ORDER:
The meeting was called to order at 7:00 PM
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There was none.
Rezoning / Development Items:
REZ14- 00005: Discussion of an application submitted by Allen Homes for a rezoning of
approximately 3.6 -acres of property from Low Density Single Family (RS -5) zone to
Planned Development Overlay (OPD -5) zone to allow construction of an 11 -unit multi-
family building located at the NE corner of First Avenue and Hickory Trail.
Yapp showed a map and aerial photo of the subject property and the surrounding
neighborhoods. He directed the Commission's attention to a graphic submitted by the applicant
showing the extent of the proposed development area and open space on the subject property,
consisting of the creek along the east property line, the wetlands along the creek and a one -
hundred foot wetland buffer.
Planning and Zoning Commission
June 19, 2014
Page 2 of 8
Yapp said that in response to the Commission's request at the last meeting, staff computed the
average of single family and multi - family buildings in the Bluffwood neighborhood, which
currently consists of approximately thirty -five percent multi - family dwellings and sixty -five
percent single family dwellings. He said including the multi - family dwellings on the west side of
First Avenue the numbers change to approximately forty -three percent multi - family and fifty -
seven percent single family. He said the Bluffwood neighborhood's average is slightly less than
the city -wide average and that of two comparable neighborhoods including the neighborhood
along Court Street east of Scott Boulevard and the neighborhood along Mormon Trek
Boulevard.
Yapp said the Northeast District Plan states that townhouses and small apartment buildings are
proposed at the edges of the neighborhood. He said that while this application is for is a multi-
family dwelling it is not an increase in density in that eleven single family lots could be permitted
on the subject property.
Yapp said the applicant has clarified that the proposal is for nine three - bedroom units and two
two - bedroom units. He said staff recommends approval subject to general conformance with the
plans submitted and that the final building design complying with multi - family design standards.
Eastham asked if the Comprehensive Plan is neutral about rental versus owner. Yapp said it is
supportive of both types of housing.
Eastham opened public discussion.
Jesse Allen, the applicant, said the Planned Development Overlay Zone (OPD) that he chose to
zone this property is based on the Comprehensive Plan of the Northeast District. He said they
are not impacting one tree on the site with the proposed design and they are also protecting all
of the green space and the wetland and the stream corridor on the subject site. He said the Plan
encourages energy efficient development, and he said this project will offer LEED lighting and
high efficiency equipment. He said as an infill development, they will be able to connect bicycle
and pedestrian traffic. He cited all the ways this development complies with the Neighborhood
Planning Principals from the Northeast District Plan of 1998.
Dyer asked what percentage of the property will be developed. Allen replied that out of the 3.59
acres they are impacting ten percent. Dyer asked about his choice of evergreen trees along the
east side of the property instead of using a mix of varieties. Allen said they will use three
different types of evergreens and that they chose them because they don't drop their leaves, but
they will use whatever the City Forester approves.
Eastham asked where the retaining walls will be located on the proposed design. Allen pointed
out the two planned on the property and said the maximum height will be seven feet. Eastham
asked if it's possible to terrace the retaining walls. Allen said that would be possible. Eastham
asked if they will be excavating to provide parking under the building. Allen said they are using
the natural slope of the land so there will be very little digging. Eastham asked if it would be
possible to lower the height of the building. Allen said they could lower the building by changing
the floor elevations, the wall heights or the roof design. He said that would compromise the
design of the building and the spaciousness of the apartments.
Bill Synan of 833 Cypress Court said vehicle traffic on the subject property will impact the
privacy of single family homes in the Bluffwood Neighborhood. He showed several examples of
other multi - family structures in the neighborhood that, unlike the proposed building, do not have
vehicle traffic crossing behind single family homes. He said the two neighborhoods chosen for
Planning and Zoning Commission
June 19, 2014
Page 3 of 8
comparison in the staff report have factors coming into play that the Bluffwood Neighborhood
does not. He said according to the Comprehensive Plan the predominant land use in the
Bluffwood Neighborhood will be detached, single family residential. He said there are actually
176 single family units in this neighborhood and 178 multi - family units.
Bruce McDonald of 855 Cypress Court said he was in favor of building duplexes on this site.
Ann Synan of 833 Cypress Court read excerpts from new correspondence from residents Doug
and Judy LeBreck urging the Commission to abide by the current City Master Zoning Plan and
decline this request for another zoning variance which would allow construction of another multi-
unit dwelling. She said she thinks duplexes would be better for the subject property..
Dave Zahradnick of Neumann Monson Architects said from the beginning the developer wanted
to preserve the green space on the subject property. He said they had a neighborhood meeting
and that is what the majority of neighbors asked for. He said the way this development is being
proposed is the right way to go in order to fit into the neighborhood and lessen its impact.
Eastham closed public discussion.
Thomas moved to recommend approval of REZ14- 00005, an application submitted by
Allen Homes for a rezoning from Low Density Single Family (RS -5) zone to Planned
Development Overlay (OPD -5) zone and a preliminary sensitive areas development plan
subject to general conformance with the plans submitted and subject to the final building
design complying with the multi - family site design standards in the City Code Section 14-
26.
Martin seconded.
Martin said she likes the orientation of this development in that the least amount of land is being
disturbed. She said she's a fan of more condensed building and maintaining that wetland area.
Theobald said she agrees with Martin, but she does take issue with the landscape choices. She
said conifers are not necessarily good in wet areas. She said she agrees with Dyer's idea about
using a mix and being very careful about tree selection and thinks the applicant could really
impress the neighborhood with landscaping. She said she thinks the design is a good use of the
space.
Eastham asked staff for clarification about how the City, in approving the final plat, will decide
what trees to require.
Miklo said the plan that they see is what they get, but if the Commission is concerned they can
amend their motion to indicate the need for a mixture of trees.
Theobald said she would like to do that.
Theobald said she would encourage the applicant to take advantage of counsel from the City
Forester.
Yapp said staff would be happy to talk to the applicant about the landscaping plan.
Dyer said a mixture of trees would be more in keeping with the trees already on the subject
property and would be more natural.
Planning and Zoning Commission
June 19, 2014
Page 4 of 8
Thomas said the Northeast District Plan does reference the Comprehensive Plan's design
guidelines for neighborhood development, and he said in the section "New Neighborhoods
Diverse Housing Types" it states that "small multi - family lots of approximately 12,000- 16,000
square feet of low density multi - family zoning are appropriate at the intersection of collector and
arterial streets ", which would be similar to Hickory Trail and First Avenue. He continued, "lots of
this size will assure that the resulting apartments buildings will be no more than 4 -6 units per
building. Buildings of this size can be designed to be of a similar height and appearance as
single family housing ". He said this reveals an issue about the multi - family development on First
Avenue, which is that even at low densities if the site is three or 3.5 acres the result can be a
very large building. He said he thinks there is a disconnect on First Avenue between the multi-
family buildings and the single family character of the Bluffwood Neighborhood that affects the
overall integrity of Bluffwood. He said whatever the building type, it should contribute to a sense
of wholeness within the neighborhood, and right now First Avenue feels separate and distinct
from the neighborhood areas. He said the proposed project has a lot of positives but he can't
accept the size of the building in that location as it's proposed. He said he thinks there is a
compelling reason to argue for a smaller building or buildings.
Thomas named a number of housing types allowed under RS -5 — duplexes, attached single
family, attached zero lot line, and single family. Miklo clarified that the attached single family and
attached zero lot line in the RS -5 zone is only on the corner lots. Thomas said there are good
examples of multi - family along First Avenue. He said the subject site is a beautiful one and if the
density is kept at five units per acre it's possible to develop it with only minor encroachment into
the stream corridor. He said early development along First Avenue was done thoughtfully and
then over time the desire to preserve open space and sensitive features has begun to override
the compatibility of the building type with the neighborhood. He said right now the size of the
proposed building is too big.
Thomas explained that the Comprehensive Plan was saying that with multi - family development,
if you want to limit the building size you limit the lot size. Miklo clarified that that referred to
zoning something multi - family. He said this case is a little different in that you aren't zoning
something multi - family but rather clustering something that's in the RS -5 zone.
Thomas argued that you are ending up with a building that is a multi- family zone type building
that he would place in a more highly developed area because of its size and the bulk. He said
the key issue for him is if that if they don't regulate along the lines of building height and width
on large lots, even if the density is low you can end up with a very large building that may no
longer be compatible with the low density residential development around it.
Eastham asked if eleven 1500 square foot buildings would be more desirable to Thomas for this
space than a building of the proposed square footage.
Thomas said to him it is a building scale and type issue. He said the types allowed under RS -5
all typically emphasize the individual household, with individual entries and more of a sense of
individual identity to the housing unit. He said the key issue here is the transitional quality, an
infill development fairly late in the development of the neighborhood on the edge of an existing
residential neighborhood where you want to moderately increase the intensity of use. He said
that suggests to him the types of building types you find provisionally allowed in an RS -5
neighborhood. He said multi - family might even work, depending on how you do it and based on
the existence of successful multi - family in that neighborhood. He said there has been an
emphasis on the overall density of the parcel without consideration of how that density is
distributed over the property. He said when you concentrate that density in a small portion of the
Planning and Zoning Commission
June 19, 2014
Page 5 of 8
site, especially at a high elevation relative to the surrounding neighborhood, it's no longer going
to feel like a transition but rather a distinctly different element within the area.
Theobald said she understands Thomas's concern about the design and transition, and if you
go along First Avenue, there are buildings that have been done much better than others. She
said thirty -five feet isn't all that high though. She said she thinks this proposed project has the
potential to use the site very well, and she is in favor of keeping more of the green space and
loves that the trees will be preserved.
Thomas said the building height could actually go as high as forty -two feet, but it's not all about
the height. He said he does believe it's possible to develop the subject project in an interesting
way and preserve all the qualities they want to.
Martin said she likes the design before the Commission. She said for her this works as transition
because of all the large buildings on the other side of First Avenue.
Dyer said this is a good solution to infill development. She said First Avenue is an arterial and
the Comprehensive Plan talks about multi - family dwellings on arterials. She said she likes the
fact that there's only one driveway compared to the ten or twelve if there were single family
dwellings planned. She said this proposed building is comparable in many respects to the
building across Hickory Trail, which also preserves a lot of green space. She said it's not as if
this proposed building is on the smallest dimension of the property or closer to the neighboring
houses. She said it's a good solution in contrast to the building across the street.
Swygard said she's gone out to the subject property, as have the other Commissioners, and she
keeps going back to the Comprehensive Plan for this particular neighborhood. She said the
Plan does say that it's largely single family with opportunities for duplexes or zero lot line
integrated throughout and small -scale apartments located along arterial streets. She said the
project does abut an existing single family neighborhood unlike some of the other developments
along First Avenue. She said she thinks this proposed project affects that neighborhood more
than some of the other projects along First Avenue. She said she can't support this particular
plan because there has to be a little more balance in this area. She said it's very concentrated
along First Avenue and she doesn't know how much more can be developed, and it reminds her
of the top of Benton Street where it is lined with apartments to the point where it's uninteresting
and not diverse and doesn't provide different housing types.
Eastham said he thinks the Comprehensive Plan is an attempt by the community to decide how
they are going to share their space, and the sharing is the key thing. He said he was already
familiar with the area before he went out there and was invited into the backyard of a resident
on Cypress Court for a view of the proposed site. He said he personally would like to see
diverse housing types throughout a neighborhood. He said the Comprehensive Plan doesn't
have a preference about housing type or ownership versus rental. He said the proposed project
fits into the OPD zoning scheme for RS -5. He said that preserving the existing natural habitat on
this side of First Avenue is of value. He said he is trying to determine how the design would
balance out the preservation of green space. He said he doesn't think this is an unacceptable
use of this space.
Thomas said he didn't want to convey that he thinks this is a bad proposal, but he just can't
accept it in its current form. He said how it might be more acceptable to the neighborhood is an
extremely important part of this conversation as the residents are a measure of what's working
and what isn't.
A vote was taken and the motion carried 4 -2 with Thomas and Swygard opposed.
Planning and Zoning Commission
June 19, 2014
Page 6 of 8
REZ14- 00007: Discussion of an application submitted by Michael Hodge for a rezoning of
approximately 4000 square feet of property from Central Business Service (CB -2) zone to
Central Business support (CB -5) zone and Local Landmark Designation at 203 N. Linn
Street.
Miklo showed the subject property on the zoning map and from an aerial view. He said what is
motivating this application is that the property is nonconforming in both zones in terms of
parking requirements. He said the property has grandfathered rights for thirteen off - street
parking spaces which would allow retail or office type uses but would not allow restaurant type
uses. He said the applicant has requested the new zoning because the CB -5 zone does not
require parking for commercial spaces, but does require parking for residential spaces on the
upper floors. Miklo said the applicant has also requested Local Landmark Designation, meaning
that the building would be protected unless the Historic Preservation Commission approved its
removal.
Miklo said because of concerns raised by the community about a larger building being
developed on this site should the current building be destroyed by natural disaster, the applicant
has agreed to a Conditional Zoning Agreement (CZA) that would limit the scale of the building to
the current zoning in terms of C13-2. He said if the subject property is zoned C13-5 with the
Landmark status and the CZA the building could only be rebuilt to the C13-2 standards. Miklo
said the applicant has also agreed to place a condition on the rezoning that would go with the
property should it be sold that would limit redevelopment to the CB -2 standards in terms of
height.
Miklo said the Comprehensive Plan clearly calls for preservation of historic buildings in this
area.
Dyer said preserving this building is a wonderful idea.
Eastham opened public discussion.
Mike Hodge, the owner of the building, gave a history of its uses and said he shares the
sentiment of the neighborhood to be a historic neighborhood with a vibrant commercial area.
Sarah Clark from the Northside Neighborhood Association said due to complications in
communications, the neighborhood became aware of this application only at the last minute.
She asked if the CZA will go with this property in perpetuity.
Miklo said it will unless the City Council removes it.
Eastham closed public discussion.
Dyer moved to recommend approval of REZ14- 00007, an application for a rezoning from
Central Business Service (CB -2) zone to Central Business Support (CB -5) and for the
building's designation as a Historic Landmark subject to a Conditional Zoning
Agreement on the CB -2 height regulations at 203 N. Linn Street.
Swygard seconded.
Planning and Zoning Commission
June 19, 2014
Page 7 of 8
Martin said she would like to see this application deferred in order to hear what the
neighborhood has to say about it. She cited a previous application for the Billon Auto site where
the property had a CZA that wasn't upheld until the new owners wanted to improve something.
Miklo explained that the application Martin referred to was sensitive areas issue not a
Conditional Zoning Agreement. He said approval of this application may provide more flexibility
in how the upper floors are remodeled because there are different parking requirements for
residential densities in the CB -5 zone than there are for CB -2.
Eastham observed that there is a City parking lot within a block of the subject building and
questioned if there is adequate parking infrastructure to support this application.
Yapp explained that there is on- street metered parking and there is also metered and permit
parking in the City lot near this property.
Swygard said she is fully in favor of the historic designation but is wondering about the
residential parking requirements for CB -5 versus CB -2.
A vote was taken the motion carried 5 -1 with Martin opposed.
Consideration of Meeting Minutes: June 5, 2014
Dyer moved to approve with minor corrections.
Swygard seconded.
A vote was taken and the motion carried 6 -0.
Planning & Zoning Information
There was none.
Adjournment
Martin moved to adjourn.
A vote was taken and the motion carried 6 -0.
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CITY OF IOWA CITY
MEMORANDUM
Date: August 11, 2014
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
x-14
3b(13)
At their August 7, 2014 meeting the Planning & Zoning Commission approved the July 17
minutes with the following recommendation to the City Council:
The Commission voted 7 -0 to recommend approval of SUB14- 00014, an application
submitted by Southgate Development Services LLC for a preliminary plat of Sandhill Estates
Parts 3, and 4, a 51 -lot, 102.56 acre residential subdivision located on McCollister
Boulevard, Covered Wagon Drive, and Langenberg Avenue.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action
PLANNING AND ZONING COMMISSION
JULY 17,— 7:00 PM — FORMAL
EMMA J. HARVAT HALL, CITY HALL
APPROVED
MEMBERS PRESENT: Carolyn Dyer, John Thomas, Charlie Eastham, Ann Freerks, Jodie
Theobald, Paula Swygard, Phoebe Martin
MEMBERS ABSENT: None.
STAFF PRESENT: Bob Miklo, Sarah Walz, Kirk Lehmann, Sara Hektoen
OTHERS PRESENT: Mary Gravitt (3714 Wayne Ave #6), Glenn Siders (755 Mormon
Trek Blvd), Alex Hachtman (843 McCollister Ct)
RECOMMENDATIONS TO CITY COUNCIL:
The Commission voted 7 -0 to recommend approval of SUB14- 00014, an application
submitted by Southgate Development Services LLC for a preliminary plat of Sandhill
Estates Parts 3, and 4, a 51 -lot, 102.56 acre residential subdivision located on McCollister
Boulevard, Covered Wagon Drive, and Langenberg Avenue.
CALL TO ORDER:
The meeting was called to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
Gravitt asked whether the junction College Street and Gilbert Street had been rezoned from P1
and P2. Miklo explained it has not been rezoned. Gravitt asked what zone would be required for
the Chauncy to be built to 15 stories. Miklo answered that CB10 is planned for the area.
Development Item
SUB14 -00014
Discussion of an application submitted by Southgate Development Services LLC for a
preliminary plat of Sandhill Estates Parts 3, and 4, a 51 -lot, 102.56 acre residential
subdivision located on McCollister Boulevard, Covered Wagon Drive, and Langenberg
Avenue.
Lehmann showed the preliminary plat and location maps from an aerial view. He explained that
only parts 3 and 4 are those currently under discussion and that parts 1 and 2 have already
been completed. He continued that the entire area of Sandhill estates was originally platted in
2004, but that it was not completed and the plat expired. He noted that the development will
complete Langenberg Avenue between parts 1 and 2, and the rest of the plat will be composed
of three large outlots reserved for future development.
Lehmann explained that the comprehensive plan for this area shows low density residential
single family and that its zoning reflects this. He noted that it is zoned as a planned
Planning and Zoning Commission
July 17, 2014 - Formal
Page 2 of 5
development overlay in order to protect the environmentally sensitive sand prairie present in the
center of the development; as part of the 2004 plat, Southgate dedicated 17 acres to the City for
this purpose. He stated that the surrounding neighborhoods to the north, east, and west are also
residential single family, along with parkland and undeveloped areas to the south, and that the
proposed development would be compatible.
Lehmann continued that the 2004 plat would not meet current subdivision and zoning
regulations because of the use of cul -de -sacs which is now discouraged. He noted that
Southgate worked with the City to help address these issues and improve street connectivity.
He stated that there are no sensitive areas within parts 3 and 4 and that park requirements were
fulfilled by the 17 acre dedication. He finished by showing pictures of the area to be developed.
Miklo added that staff received a revised preliminary plat which fixed the three items of
contention from the staff report, including stormwater management. He concluded by stating
staff recommended approval of the preliminary plat.
Thomas asked whether the 102.56 acres was just parts 3 and 4, or whether it was the whole
area. Miklo answered that the subdivision acreage includes the outlots for future development
along with parts 3 and 4. He clarified that the outlots won't be developed until Southgate
subdivides the area further.
Freerks opened public discussion.
Glenn Siders of Southgate Development Services stated that he represented the applicant and
that he had no problems with the staff recommendation. He said he would answer any further
questions about the development. Martin asked which streets from Sandhill Estates will connect
with the Pepperwood Addition. Siders replied that Sandusky Avenue eventually connect the two.
Mary Gravitt stated that she was interested in affordable housing and asked whether these
houses would be built on the flood plain. She added that building in the flood plain is more
expensive in the long -run. Miklo answered that this development is not in the flood plain.
Alex Hachtman from Sandhill Estates Part 1 asked about the plans for McCollister Boulevard
and whether the road would connect to Sycamore. He stated he was curious because of the
potential increased through- traffic in his neighborhood. Miklo said that the land through which
McCollister would go is currently out of City limits, though long -range planning shows that it will
be annexed, and McCollister will connect to Sycamore, north of the new school. Eastham asked
Miklo to clarify that McCollister will eventually connect to Scott Boulevard at Highway 6.
Miklo affirmed that it would, and continued that going east, McCollister will continue by the
Saddlebrook Development and then proceed northeasterly to Scott Boulevard.
Freerks closed public discussion.
Eastham moved to recommend approval of SUB14- 00014, an application submitted by
Southgate Development Services LLC for a preliminary plat of Sandhill Estates Parts 3,
and 4, a 51 -lot, 102.56 acre residential subdivision located on McCollister Boulevard,
Covered Wagon Drive, and Langenberg Avenue.
Martin seconded.
Freerks complimented Southgate for bringing the subdivision into compliance with current code
requirements, especially commending the elimination of cul -de -sacs and the connectivity it will
bring to the area.
Planning and Zoning Commission
July 17, 2014 - Formal
Page 3 of 5
Eastham, responding to Gravitt's desire for affordable housing, stated the price level of any
particular subdivision is out of the control of the Planning and Zoning Commission.
A vote was taken and the motion carried 7 -0.
Update on South District Plan Process
Sarah Walz presented her current background research for the South District Plan. She said
she interviewed neighborhood residents, developers, realtors, and nonprofit organizations to
generate ideas for the plan, and continued that staff has been touring the area. Her presentation
emphasized the abundance of parks and green space in the South District, and also presented
residents' ideas about the area. These included a desire emphasize the many positive aspects
of the area, to celebrate the area's diversity and affordability, to improve walkability and
connectivity for area neighborhoods, to extend Sycamore Street and McCollister Boulevard
while making them more pedestrian - friendly, to add more destinations and activities, and to
maintain good transit coverage. She also said that the new school would renew focus on the
area, and that building trust within the area and between the area and rest of the city is
important.
Freerks asked what the timeframe of the South District Plan was. Walz replied that the schedule
will be set soon, with at least one large public workshop, a couple of focus groups, and an open
house workshop. She added that meetings will occur throughout September and October with
the final plan complete by the end of the year.
Eastham asked if public access would be added to the Sandhill Prairie Park. Walz replied that
the City will add trails once the prairie's ecosystem can be strengthened from its fragile state.
She continued that creating trail connections between Sandhill and Wetherby is also important,
to which Miklo added that it is planned for the next phases of the Sandhill Estates.
Easthham noted that there are many jobs in the industrial strip along Highway 6. Walz said that
a lot of people living in the South District work in the industrial area, and that many of them walk
to work, though the industrial strip itself is outside of the planning area.
Walz continued that she hoped realtors and the public could tour the area with staff soon to
inform them of the amenities of the area. Martin said that South District homes are selling faster
this season than past seasons. She postulated that people are more willing to visit the area,
after which they like it.
Consideration of Meeting Minutes: June 19, 2014
Eastham moved to approve the minutes.
Martin seconded.
A vote was taken and the motion carried 7 -0.
OTHER
Miklo said that protest petitions representing enough properties to require a super majority, or 6
out of 7 City Council members had been submitted for the rezoning on First Avenue and Hickory
Trail. There was an indication that there were not sufficient votes to approve the rezoning,
which had been recommended for approval by the Planning and Zoning Commission. He
continued that the zoning code provided an opportunity for the Commission to meet with Council
Planning and Zoning Commission
July 17, 2014 - Formal
Page 4 of 5
and discuss any applications on which the two groups disagreed before a formal vote is taken
by the Council. He finished by stating that the meeting is not mandatory and the Commission
could pass on the meeting if they wished. He said that if the Commission chose to meet with the
Council it would be open for the public to attend but not participate.
Freeks stated that these meetings are learning opportunities for all involved, so regardless of
the formal voting outcome, she supports having a joint meeting. She added that the meetings
illustrate the importance of development issues to the community and provide a forum to find
best solutions for community conflicts. Eastham said he would like all the Commissioners could
be present if possible. Thomas added that because the Councilors did not share their opinions
about the rezoning, the joint meeting would provide an opportunity to understand their positions
on the proposal. The Commission concluded that they would like to have a joint meeting, and
Miklo said he would work with the City Clerk to set up the date and time.
Thomas said he thought it was decided that information from the City Manager pertaining to
planning and zoning from the City Council's information packet would be sent to the
Commission, but he doesn't think it is occurring. Freerks asked if this information can be
obtained online. Miklo responded that Council packets can be found online. Thomas said it is
difficult to find online. Miklo said that he will request that the City Manager send any relevant
information to the Planning and Zoning Commission.
Thomas requested a presentation from the MPO and City Engineer regarding the planning and
design of arterial streets in Iowa City. He stated that transportation and land use is tied together
and so understanding the process by which major streets come about is important. Eastham
and Theobald agreed that they would like to see a presentation. Freerks added that it would be
beneficial to understand how much work goes into the process. Miklo stated staff will prepare a
presentation.
ADJOURNMENT:
Eastham moved to adjourn.
Theobald seconded.
The meeting was adjourned on a 7 -0 vote.
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* CITY OF IOWA CITY 3b(14)
MEMORANDUM
Date: August 12, 2014
To: Mayor and City Council
From: Marcia Bollinger, Public Art Advisory Committee
Re: Recommendation from Public Art Advisory Committee
At their July 17, 2014 meeting the Public Art Advisory Committee approved the June 5 minutes
with the following recommendation to the City Council:
Recommend approval to the City Council that for the 2014 Mural Project 1) Brock Muench's
proposal be selected for the College Street Bridge location; 2) the committee asks Taylor Ross to
provide a colored rendering of his proposal for the Fairmeadows location so the committee may
review and approve, otherwise the committee recommends Cheryl Graham and Julie Fenton's
proposal; 3) One of Tony Brown's proposals selected for the Mercer Park location.
Additional action (check one)
_x_ No further action needed - City Council approval not necessary per City Attorney's office
Board or Commission is requesting Council direction
Agenda item will be prepared by staff for Council action
MINUTES APPROVED
PUBLIC ART ADVISORY COMMITTEE
THURSDAY, JUNE 5, 2014
PLANNING AND COMMUNITY DEVELOPMENT CONFERENCE ROOM — CITY HALL
Members present: John Engelbrecht, Mike Moran, Tam Bryk, Rick Fosse, and
Elizabeth Pusack
Not present: Brent Westphal, and Bill Nusser
Staff Present: Marcia Bollinger
Public Present: None
RECOMMENDATIONS TO CITY COUNCIL
Recommend approval to the City Council that for the 2014 Mural Project 1) Brock
Muench's proposal be selected for the College Street Bridge location; 2) the committee
asks Taylor Ross to provide a colored rendering of his proposal for the Fairmeadows
location so the committee may review and approve, otherwise the committee
recommends Cheryl Graham and Julie Fenton's proposal; 3) One of Tony Brown's
proposals selected for the Mercer Park location.
CALL TO ORDER
Meeting called to order at 3:34pm.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA
No new business.
CONSIDERATION OF THE MINUTES OF THE MAY 1 ST, 2014 MEETING
MOTION: Moran moved to approve the May 1st, 2014 meeting. Pusack seconded. Motion
passed 5:0.
MURAL PROJECT 2014- REVIEW OF PROPOSALS
Engelbrecht asked the committee to discuss the Mural Project applications. Bollinger then
explained that artists were asked if they would consider their proposals for the different locations
since there was significant interest in one location: the College Street Bridge. The committee
then carefully considered each application, which was shown via PowerPoint, for each location
and discussed their thoughts. The committee started with the College Street Bridge location and
reviewed the eight different proposals for this location. Engelbrecht stated that he pitched the
mural project to many of the BenchMarks artists and many of them submitted. Engelbrecht
stated which artists he was familiar with and explained his experience with the artists.
The committee then looked at and discussed the submitted proposals for the Fairmeadows
Splash Pad location. The committee carefully discussed each of the six proposals submitted.
The committee then looked at the Mercer park location in which there were also six proposals.
The committee looked at all proposals for all locations and discussed which ones they would
like to select. Committee members then voiced their favorite proposals for each location. They
also discussed each proposal in terms of what the proposed theme was for each location.
The committee discussed one artist's proposals and stated that they wished they could see
them in color. Engelbrecht stated that that particular artist ran out of time and had to submit
rougher sketches. The committee discussed the favorite proposal for the College Street Bridge.
Pusack stated that she would like to see something edgier. There were two clear favorite
proposals for the Fairmeadows location. Moran suggested the Wetherby Splash Pad as an
alternate location for one of the proposals. There wasn't a clear consensus for either location.
Through the discussion of the Mercer Park location, the committee expressed a desire for
consistency in the level of quality of the proposals. Bryk suggested clarifying the quality and
level of detail required for submission to be included in future calls to artists. The committee
would like to see approximately the same level of detail with each submitted proposal so that
they can judge proposals more equally.
MOTION: Bryk moved that: 1) Brock Muench's proposal be selected for the College Street
Bridge location; 2) the committee ask Taylor Ross to provide a colored rendering of his proposal
for the Fairmeadows location so the committee may review and approve, otherwise the
committee would select Cheryl Graham and Julie Fenton's proposal; 3) One of Tony Brown's
proposals selected for the Mercer Park location. Pusack seconded the motion. Motion passed
5:0.
PROJECT UPDATE — GEORGE'S MURAL
Engelbrecht stated that the George's Buffett mural project will not happen. He thought that the
owner decided that he did not want to cause concerns and lose long time customers as a result
of the mural.
DOWNTOWN STREETSCAPE ART PROJECT UPDATE
Bollinger explained the downtown streetscape and what has been decided as a result of the
subcommittee. There has been much discussion regarding the area that has been called the
Blackhawk Mini Park. Bollinger stated that the idea has been to work directly with the Museum
of Art and Sean O'Harrow, and solicit proposals from artists who are on an internationally
renowned level. They look at this project as a significant project that could cost up to $1 Million.
Bryk asked for clarification on the price. She wanted to know if it was the cost of the work or the
value of the work. Both Bollinger and Engelbrecht stated that it would be the cost of the work.
Engelbrecht stated that they were looking at this piece as a signature for the City. The artists
that are being looked include artists like Andrew Goldsworthy, Maya Lin, and Vito Acconci.
Bollinger stated that she thought there would be continued discussion regarding this topic and
that she is had already received input from local artists.
INSIDE OUT PROJECT UPDATE
Bollinger stated that the Inside Out project is not yet completed. 16 of the 24 posters were
installed. There were two days available for the installation of the posters and they were not
able to finish. The plan was to use volunteers to complete the installation. Engelbrecht
expressed concern since the existing 16 are starting to fade and the posters would be in
different stages of degradation. Moran stated that the project did get a lot of great press. Bryk
agreed with Engelbrecht, that the remaining posters should not be put up because the posters
would be in different stages.
POETRY IN PUBLIC PROJECT UPDATE
Bollinger stated that everything is done in regards to Poetry in Public but there was an issue
with the installation of posters in the downtown kiosks. Bollinger stated that she was given
permission to put the posters up in the windows of the Iowa City Public Library. Bryk stated that
she thought the Library was the perfect place. Bollinger agreed but stated that it is a policy of
the library to not put anything up in the windows, but they made an exception for the program
this time. Pusack expressed interest in being a part of the Poetry in Public program next year.
BENCHMARKS PROJECT UPDATE
Engelbrecht updated that group on the BenchMarks Project. Bryk and Bollinger stated that the
benches which were completed looked great. He was able to get 26 artists to complete 30
benches. He stated that many are done and done well, but that there have been issues with
some of the remaining benches. Engelbrecht stated that he is currently following up with a
remaining 5 -8 benches. He also stated that instead of contracting a company, himself and other
artists that have worked on this project in the past have been repeating and touching up
benches from past years. Engelbrecht also stated that the Credit Union agreed to sponsor this
project for three years and it has now been three years. There will no longer be a sponsor for
this program next year. Moran asked whose responsibility it is to find a new sponsor.
Engelbrecht stated that he was unsure. Engelbrecht thought that this project could minimally be
run for $12,500.
KIDZ TENT PROJECT UPDATE
Bollinger stated that this event will start on Saturday. The tent will be open from 10 AM to 4 PM
on Sunday and volunteers from this committee will pick up donations from artist on Saturday.
Bryk and Pusack volunteered to work the tent on Sunday. Engelbrecht stated that he could help
pick up on Saturday.
FY15 PUBLIC ART FUNDING — PROCESS ALLOCATION OF FUNDS
Bollinger stated that this topic will be discussed at the next meeting. She stated that we still
need some ideas, and asked the committee to think of ideas for the allocation of the $12,000.
OTHER
Zitzner then spoke about the application for the NEA Grant called Art Works which has two
application deadlines of July 24th and February 20th. She stated that the February 20th grant
would be more feasible and the committee agreed. She also spoke briefly about funding that is
available through the MPO. Bollinger clarified and stated that the money will be available and
that it just needs to be applied for. Zitzner gave examples of a project in which bike racks are
built and designed by artists. This type of program would be carried out similar to the Mural
Project in which an RFP would be issued.
ADJOURNMENT
Moran motioned and Bryk seconded a motion to adjourn at 5:04 PM.
Minutes created by Ashley Zitzner.
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UU-1 9-14
3b(15)
IOWA CITY TELECOMMUNICATIONS COMMISSION APPROVED
MONDAY, JUNE 23,2014--5:30 P.M.
CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY
MEMBERS PRESENT: Laura Bergus, Nicholas Kilburg, Alexa Homewood, Matt Butler
MEMBERS ABSENT: Brain Elias
STAFF PRESENT: Ty Coleman, Mike Brau.
OTHERS PRESENT: Josh Goding, Emily Light
SUMMARY OF DISCUSSION
Coleman said he had an initial discussion with Grassley about the possibility of Mediacom upgrading
Iowa City internet service to 305 Mbps in exchange for moving several local access channels out of
their current channel placements. Additional discussions are planned. Brau said the consumer internet
education video has been playing on the City Channel. The City of Iowa City website now has a link
on the newcomer's page to the consumer guide page on citychannel4.com. The University of Iowa
Orientation Office has not yet responded to an email informing them of the resource they could
provide to new students and staff. Homewood said the consumer education committee has identified a
number of topics for short videos. Brau said he would talk to Joel Bouwers about his availability to
take the lead on this project. Brau said another area previously discussed was surveying the needs of
the business community's internet needs and the services available to them. Bergus said it would be
helpful to identify where in the area a company with high bandwidth needs would best be located for
their infrastructure needs. This could be part of the information local economic development
organizations make available to prospective businesses. Kilburg said that if the city could offer use of
their fiber network to businesses, it would be an asset for economic development efforts. Coleman
presented a chart of hits on the internet consumer education guide web site. It averages about 10
viewers per day for an average of about 5 minutes. Brau said he made a few minor changes to the
local access channels survey based on the feedback from the access channels and Commissioners. The
process to make the survey available over the web is still being worked out. Bergus suggested asking
people who use PATV and the Community Television Service and those who are watchers of the local
access channels a set of questions. Brau said questions could be developed that would pipe off the
main survey and also be distributed to known users and viewers of those services.
APPROVAL OF MINUTES
Bergus moved and Kilburg seconded a motion to approve the amended June 2, 2014 minutes. The
motion passed unanimously.
ANNOUNCEMENTS OF COMMISSIONERS
None.
SHORT PUBLIC ANNOUNCEMENTS
None.
CONSUMER ISSUES
Homewood said there was a written report in the meeting packet and noted that all complaints have
been resolved.
LOCAL ACCESS CHANNEL REPORTS
The City Channel and the library provided written reports for the meeting packet. Light reported that
Senior Center TV is planning to record a performance of two vocal groups, the Voices of Experience
and the Family Folk Machine, at the Englert. Senior Center TV will be producing programs based on
the theme "Tall Tales" for the October Senior Center Open House.
MEDIACOM REPORT
Coleman said he had an initial discussion with Grassley about the possibility of Mediacom upgrading
Iowa City internet service to 305 Mbps in exchange for moving several local access channels out of
their current channel placements. Additional discussions are planned.
CONSUMER EDUCATION PROJECT
Brau said the consumer internet education video has been playing on the City Channel. The City of
Iowa City website now has a link on the newcomer's page to the consumer guide page on
citychannel4.com. The University of Iowa Orientation Office has not yet responded to an email
informing them of the resource they could provide to new students and staff. Homewood said the
consumer education committee has identified a number of topics for short videos. Brau said he would
talk to Joel Bouwers about his availability to take the lead on this project. Brau said another area
previously discussed was surveying the needs of the business community's internet needs and the
services available to them. Brau said he has some initial contact with the City's economic
development staff but broadband issues do not seem to be an area on which they are focused. The
needs of the business community will differ widely. Determining what types of information will be
needed and useful to attract new businesses and serve existing businesses is the next goal. It might not
be best to focus on retail establishments and smaller employers without large data needs. The barriers
and costs for businesses with larger data needs might be a more productive avenue to pursue. Bergus
said it would be helpful to identify where in the area a company with high bandwidth needs would best
be located for their infrastructure needs. This could be part of the information local economic
development organizations make available to prospective businesses. Brau said he would try to collect
that data, including where existing fiber is within the city. Kilburg said that if the city could offer use
of their fiber network to businesses, it would be an asset for economic development efforts.
Coleman presented a chart of hits on the internet consumer education guide website. It averages about
10 viewers per day for an average of about 5 minutes.
Kilburg suggested contacting the Daily Iowan around the time the students are returning. Bergus said
it might be worthwhile to contact the apartment owners association and tenants groups.
LOCAL ACCESS CHANNEL SURVEY
Brau said he made a few minor changes based on the feedback from the access channels and
Commissioners. The process to make the survey available over the web is still being worked out. A
similar survey conducted in 2000 was done by phone of around 300 respondents. Phone surveys today
are considered more problematic as cell phones are often the only household phone. It may be best to
follow up with additional means to get responses if the response rate to the web -based survey falls
short. Paper surveys could be conducted at sites where the populations are as random as possible such
as shopping malls or grocery stores. Kilburg said having a laptop available in addition to paper would
make conducting the survey easier. Homewood said the survey might be promoted through email lists.
Brau said email lists are useful if the list is a fairly random sample of the general population. Bergus
suggested asking people who use PATV and the Community Television Service and those who are
watchers of the local access channels a set of questions. Brau said questions could be developed that
would pipe off the main survey and also be distributed to known users and viewers of those services.
Brau. asked the Commissioners to think about what type of information this set of questions would like
to determine.
ADJOURNMENT
Homewood moved and Kilburg seconded a motion to adjourn. The motion passed unanimously.
Adjournment was at 6:25 p.m.
Re ctfully submitted,
Michael Brau.
Cable TV Administrative Aide
TELECOMMUNICATIONS COMMISSION
12 MONTH ATTENDANCE RECORD
(X) = Present
(0) = Absent
(O /C) = Absent/Called (Excused)
Elias
Ber us
Kilburg
Butler
Homewood
7/22/13
O/C
X
X
X
X
9/23/13
X
X
X
X
O/C
10/28/13
X
X
X
X
X
12/30/13
O/C
X
O/C
X
X
1/27/14
X
X
X
X
X
2/24/14
X
X
X
O
O
3/24/14
X
X
X
X
X
6/2/14
O
X
X
X
X
6/23/14
O
X
X
X
X
7/28/14
O
X
X
X
O/C
(X) = Present
(0) = Absent
(O /C) = Absent/Called (Excused)