Loading...
HomeMy WebLinkAbout2014-10-07 Bd Comm minutesAd Hoc Senior Services Committee September 3, 2014 Page 1 MINUTES FINAL AD HOC SENIOR SERVICES COMMITTEE SEPTEMBER 3, 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 (arrived 3:40) Staff Present: Geoff Fruin, Marian Karr, Michelle Buhman RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: Chairperson Younker called the meeting to order at 3:35 P.M. MTFMTX� 3b(1) CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED: a. Minutes of the Meeting on 08/18114 b. Correspondence — (1) Asst. City Manager Fruin — Aid to Agencies application; (2) City Housing Adm. Rackis — Affordable housing for seniors and persons with disabilities in Johnson County; (3) Susan Shullaw — Senior Housing; (4) Iowa City Hospice Annual Report C. Copy of Res. 14 -37 Honohan moved to accept the Consent Calendar as presented, seconded by Dohrmann. Motion carried, 7 -0. DISCUSSION OF SENIOR CENTER EVALUATION SUBCOMMITTEE REPORT: Younker noted that on page 30 of the meeting packet there is a memo from Jay Honohan suggesting changes to the draft report, as well as a memo from Dohrmann. Honohan also provided a late handout regarding the Senior Center report. Younker then stated that they would open up the item for discussion. Honohan stated that he has a proposal and that he would volunteer to carry out this proposal. He went on to explain his hope is to get the new draft out to Members as soon as possible so that they have a few weeks to review it. Honohan noted that it is already September and he believes they need to really get moving on the Senior Center's report. He then asked Karr how they could post this draft report for the public to read, and not just as a part of the packet. He would like for it to be available much sooner. Karr stated that they could possibly accomplish this by posting a draft agenda that would include this draft report. Bern -Klug stated that according to the last minutes, the Committee voted to accept the evaluation that was submitted, with the appendices. She asked for some clarification on this. Younker stated that they did accept the draft report that was presented. Honohan stated that this was the initial draft report that was accepted, and that Members were asked to make suggestions, which he would like to discuss at this meeting, as amendments to that initial report. Younker reiterated what the Committee's charge is, adding that this charge includes a summary of the Committee evaluation in the final report to the City Council. He stated that he believes they have two steps to complete here — one is to finalize the Senior Center evaluation, and Ad Hoc Senior Services Committee September 3, 2014 Page 2 second they need to decide how this report is going to be incorporated into the final report that goes to Council. Younker continued, stating that he would suggest they go through the recommendations today, but that the subcommittee may need to meet to review this final draft in order to make recommendations on how to incorporate it into the final report for Council. Dobyns stated that he would recommend they keep the report in its current draft form, as this would suggest to themselves and to the public that it is potentially malleable. He added that he believes they need to begin discussing what the end product of this Committee is going to be. Dobyns stated that he believes in October they can then finalize the draft without much work. Honohan responded that he would like to discuss his and Dohrmann's amendments at this time so they can decide if they are going to include them in the draft report. Younker tried to clarify Dobyns' point by asking if he is suggesting they table discussion of the comments they have in this packet to a later date or take them up at this meeting. Dobyns responded that he believes the recommendations are going to be part of a larger discussion. Honohan stated again that he would like to discuss the proposed amendments suggested today and move on them. If the Members do not like these amendments, Honohan asked that they let him know. Dohrmann agreed, stating that they need to make a step forward. Younker stated that he would entertain a motion on how to act on the comments that they have received in this meeting packet. Honohan moved that the Committee discuss the proposed amendments and determine which of these they wish to incorporate in the next draft. Dohrmann seconded the motion. Motion carried, 7 -0. Younker suggested they begin with the first set of comments, which would be Honohan's memo beginning on page 30 of the packet, and asked Honohan how the late handout compares with what is in the packet. Honohan responded that it is the same thing. Younker stated that for clarification the revisions that will be reviewed are those distributed at the beginning of the meeting, Honohan's memo dated August 29, 2014. Honohan then began a review of these amendments. On page 1, Honohan suggested adding after the charge, "The Senior Center is the primary resource for quality programs and services that promote optimal aging for seniors in the Iowa City community. The Center's programs promote active aging in seniors at a consistently high level. As noted in the accreditation report of the National Council of the Aging, National Institute of Senior Centers, the Center accomplishes its vision and mission statements and serves as a model for senior centers." Honohan stated that he is urging that this be part of the report, as he believes it is accurate and summarizes the Senior Center programs. Younker asked if there was any discussion regarding Honohan's recommendation. He added that he believes they should take up each of these comments separately and then vote on whether they want to incorporate them in the draft report. Honohan moved to accept the stated recommendation from page 1. Webber seconded the motion. Dobyns stated that he would contest that this is the `primary resource for quality programs'. He believes the suggestion that the Senior Center has primacy over elder resources is overly bold. Dobyns added that he likes to think that substance abuse services, for example, are done well by other organizations. He stated that he believes there are many other organizations in the community that provide good resources, as well. Honohan stated that he used the word 'primary' in talking about the Center's resources, not 'only.' He added that he does believe it is the 'only' resource in the community that pushes for senior services, such as classes. Dobyns stated that he and Honohan could go back and forth for some time, with both rebutting. He added that in the interest of time and for respect of the Committee, he believes that other Members should speak up as well. Bern -Klug added that she sees no reason not to include the suggested comments. Younker stated that he would like Ad Hoc Senior Services Committee September 3, 2014 Page 3 to take up each amendment individually, noting that they do have a motion pending to accept comment #2 at this point. Cannon suggested changing the word `primary' to `central' in this statement. Webber added that primacy and primary are not the same concepts, and noted that `primary' is very clear, that this place provides services that other places do not provide and he believes that is most clearly demonstrated in the effect of one demographic on the other. He gave some examples of various activities at the Center, noting that these are things that other providers do not provide. Honohan then spoke to Cannon's suggestion. He suggested they remove `primary resource' and say, "The Senior Center is a central resource for quality programs and services." Dohrmann stated that she would agree with this statement. Honohan asked Dobyns if he would agree with this. Dobyns responded that he would not. Returning to the motion, Honohan amended his original statement to use the term 'central resource' instead. Motion as amended carried 6 -1, Dobyns in the negative. Younker suggested that before moving on to the third amendment they first take up Honohan's first amendment suggestion. Honohan noted that this suggestion is to strike the sentence, "Charge to this Committee," in an attempt to shorten the report. He noted that the substantive changes he is suggesting are in bold and should probably be taken up first. Younker agreed and moved to Honohan's fourth suggestion in his August 29 memo. Honohan noted that in this one he has cut back on the language where he talks about the Center staff. "Center staff, six full -time, two part-time, all covered by union contract except the Coordinator, and Center volunteers donated 24,300 hours towards the operation of the Center." Honohan moved that this amendment be placed in the draft. Bern -Klug asked if the 24,000 hours was in one year or since the Center opened. Honohan responded that this was for one year — in 2013. Webber seconded the motion. Karr asked if Honohan wanted to amend his motion to add the year 2013, and he stated that he would. Younker thanked Honohan for his effort to streamline the report so that they are concise, but that he wonders if Honohan's suggested revision wouldn't be more appropriate for what is included in the report to Council. He stated that he would suggest they leave the draft as written so that they do have that background information. He asked the Committee to consider that. Honohan responded that this is not a critical item, that he put this in just to cut down the size. Bern -Klug asked for some clarification on what is being cut from the original draft document. She added that they know what Honohan wants to add, but she questioned what is being deleted. Honohan responded that he was going to strike the entire paragraph entitled "People." Younker noted that this appears on page 14 of the packet from the last meeting. Bern -Klug asked if someone had the original draft so that she could see exactly what was being deleted here. Karr asked if she wanted it read or if she would like to see a copy of the draft. Bern -Klug stated that for her it would be easier to see these proposed changes on top of the original draft. This would show exactly what is being struck and what is being added to that document. Younker asked if they could get some copies of the original report for those who do not have copies with them. The conversation then continued, with Younker asking if there was any discussion to be had on amendment #4, while they wait for copies. Bern -Klug asked if she could bring up something about the report, although it is not specifically about #4. Younker stated that she could. Bern -Klug then noted that in response to a comment made earlier today by Dobyns, she wanted to make a comment. She noted that nowhere in the charge from the City Council does it say to compare this senior center with other models of senior centers. From Dobyns' earlier comment, she thought he was suggesting that this is yet to come. She asked if he is adding something to the original Council charge to have the Committee compare this senior center with others. Dobyns replied that no, this is not part of the charge. The charge is to deliberate, and he believes it may be part of their deliberations. He believes it is intrinsic to their charge. Bern -Klug asked if this would be a part of the subcommittee report or as part of the full committee report. Dobyns stated that he is trying to Ad Hoc Senior Services Committee September 3, 2014 Page 4 avoid being overly literal in this. He gave some examples of why he believes it would be part of the overall discussion. Bern -Klug stated that it was very clear what the subcommittee's charge was, and that it did not include comparison with other models. At this point copies of the report were distributed, and Younker asked Honohan to continue with the review of his amendments. Honohan noted that on page 1, he was going to strike the word `People,' and everything down to page 3 of the annual report — the number of volunteers — and replacing it with what he has shown in bold, with the addition of '2013.' Dobyns asked if these numbers refer to what is happening now, not what is envisioned for the future. Honohan responded that these are 2013 numbers. Fruin interjected at this point stating that he has a quick recommendation on this particular item. He stated that he appreciates the effort to shrink the size of the report for Council, but that in this particular case some of the background in the original report could provide some valuable information for Council. Honohan stated that he would have no problem leaving this information in the report then. Younker added that he would leave the "People" section as written. Bern -Klug asked for some clarification as to what they were voting for. Younker stated that it is Honohan's amendment to this section. Bern -Klug stated that basically it is what is in the original draft report. Honohan reviewed what his amendment is: the paragraph that says "number of staff' is being deleted; the paragraph that says "six full- time" is being left in as is; receptionist and video are being deleted; volunteers is being left in with the number of hours 'towards the operation of the Center,' and then deleting the next line. Fruin then clarified what he meant, which is to keep this section as written in the original draft report. He believes the extra information will be important for the Council to know. Honohan stated that he would agree to leaving #4 as it is. As to the motion, Karr stated that the mover and seconder can withdraw the motion and no action be taken, or a vote will be needed to close it. Honohan then withdrew his original motion on amendment # 4, and Webber withdrew his second. This section will remain as written in the original draft report. Honohan then moved to page 2 (amendment #5 of his August 29 memo), where he stated he would strike the first line after "Members." He would add the following: The Center's participants are primarily older adults who are physically and mentally able. The small staff is not trained or large enough to provide personal services for individuals who need assistance because of dementia or other cognitive impairments. Nevertheless, many of the Center's participants have disabilities and use walkers, scooters, and canes while at the Center. Typically these individuals participate in passive classes and use exercise equipment that are designed for them. Other activities that they engage in includes cards, music performances, reading newspapers, socializing, many classes, going to support groups, and seeking counseling. The Alzheimer's Association Caregiver's Support Group does meet monthly at the Center. Additionally, the Visiting Nurses' offices at the Center provide health screenings regularly. There are many programs recommended to assist frail, elderly, and homebound individuals that the Center could adopt, but these programs would require additional staff and further, the additional staff would need to be professionally trained individuals. This additional staff would require additional funding that is not expected to be available in the future." Honohan moved to include said wording in the draft report. Dobyns seconded the motion. Dohrmann noted that she has some concerns with the second sentence: "....The small staff is not trained or large enough to provide personal services for individuals who need assistance because of dementia or other cognitive impairments...." She asked that they consider striking this sentence, as there are probably people there already with beginning symptoms of dementia, for example, who still function quite well. She believes the staff is trained to help in some ways, but not necessarily one -on -one. Dobyns suggested they put the period after the word 'assistance,' and not going into the further details. Dohrmann stated that Ad Hoc Senior Services Committee September 3, 2014 Page 5 she could agree to that. Honohan stated that he would also agree with this, and he amended his motion. Dohrmann then spoke to the next sentence, where Honohan notes walkers, scooters, etc. Honohan stated that what he is talking about is that he knows there are people who use walkers and canes, and at times someone has used their scooter there. Dohrmann suggesting putting: Many of the Center's participants use walkers, scooters, and canes while at the Center. She attempted to further explain her reasoning behind wanting to delete any mention of 'disabilities,' per se, that the Center does provide exercise classes, for example, that can help with participants' mobility issues. Honohan asked Dohrmann to further clarify what she wants on this amendment. She stated that she would delete "Nevertheless," and would say: "Many of the Center's participants use walkers, scooters, and canes while at the Center. Honohan stated that he would accept this amendment to his motion. Dobyns agreed to amend his second, as well. Younker asked if they should consider the addition of "other similar devices," in light of wheelchair use, for example, after 'canes.' Honohan stated that he would accept this amendment. Dobyns stated that using 'durable medical equipment' would be a catchall for assisted devices or anything else that would facilitate functioning. Honohan and Dobyns agreed to this amendment. Berg -Klug noted that it appears those individuals using walkers, scooters, canes, and other durable medical equipment are the ones participating in such activities as reading the newspaper, socializing, etc., when in fact these activities are done by all sorts of people, not just that population. She suggested that after where it says `walkers, scooters, and canes' that the rest of the proposed paragraph be stricken and then go down to where it says: There are many programs recommended to assist frail, elderly, etc. Webber then spoke to this, as well. Honohan asked Bern -Klug if #7 doesn't address her concern here. She stated that she is not necessarily opposed to this, but that it does not appear to be complete, as nowhere in there does it say that people without disabilities are using those same services. Younker agreed that Berg - Klug's point is well taken. Honohan stated that he can leave `programming, etc.' in the draft report then if that is the Committee's wishes. He then reviewed amendment #5: The small staff is not trained or large enough to provide personal services for individuals who need assistance. Nevertheless, many of the Center's participants use walkers, scooters, canes, and durable medical equipment. Karr noted that they struck the word `nevertheless' in this section and started with 'Many.' Honohan continued, noting the rest of the paragraph will remain the same. Several Members noted this should be 'or other durable medical equipment.' Younker noted that Bern - Klug's suggestion was to strike a portion of this amendment. She reiterated that the activities listed in this section are not only for those people who use durable medical equipment, that anybody can take part in these activities. She would strike beginning at typically, and go to screenings. She believes if this is listed in another section then they probably don't need it in both sections. Younker then asked for a vote on the revised #5 amendment per their discussion. Motion carried as amended, 7 -0. Dobyns noted that he believes this section is well stated as far as additional staffing would be necessary to provide services to this population, but that additional funding is not going to be available. Honohan moved then to #6, stating that he attempted to shorten this paragraph by saying: Membership dues — Iowa City $33, second member $20; Johnson County, including cities $60, $33; non - Johnson County $96. The scholarships for low income are $10. Younker stated that he would entertain a motion to adopt the changes in paragraph #6. Honohan moved to accept this amendment as stated. Dobyns seconded this amendment. Dohrmann stated that she believes it is important to clarify that scholarships for low- income persons are available upon request. Honohan stated that he would accept this amendment. Dobyns seconded the change. Younker suggested it be noted that these are annual dues. Honohan agreed to this change. Motion carried as amended , 7 -0. Ad Hoc Senior Services Committee September 3, 2014 Page 6 Number #7 on page 2 was reviewed next. Honohan stated that he is not striking "Programming at the Center," but would like to add to this paragraph: "It is difficult if not impossible to quantify the number of seniors who attend the Center who are not members. Attendance at special events by non - members is often large. Many activities and programs at the Center are available for and are attended by non - members. In the fall program guide for the Center, there are 127 different classes, programs, activities, and special events listed. Of these, 64 are open to the public and membership is not required. 126,126 visits to the Center occurred in fiscal year 2013. Most of the non - members are not included in this figure. Additionally, the Center participates in many citywide events in the downtown area." Honohan moved that this be added after the paragraph, "Programs of the Center." Cannon seconded the motion. Dobyns questioned the first sentence, noting that the use of 'impossible to quantify' suggests that any number in the subsequent portion of the paragraph is not consonant with the first sentence. He suggested that the next sentence read as follows: There is attendance at special events by non - members. In the next sentence, he would eliminate the word `many,' and say: Activities and programs at the Center are available for and are attended by non - members. In the last sentence there again is the word 'many,' and Dobyns suggested again that they remove this. Dohrmann stated that she would propose they change some of this a bit further, since it is not just seniors who come to events at the Center, that people of all ages can participate at the Center. Members briefly discussed this issue, with Younker noting that they are supposed to receive some information on the number of non - members who attend the Center. He added that if they have this information, now would be a good time to give a report. Webber noted that when he went to meet with someone from the Hispanic community, he came across the Center for Worker Justice because they had a display on the ped mall. He continued on to the location regarding the Hispanic community representative, but that the center does not have regular hours and there were not many people around. Webber then called and was able to set up a meeting with the young woman who is in charge of the center. He stated that he was not at this location for very long the first time and basically acquired a small amount of information and left. However, he was able to return at a time during which a meeting was being held and he sat in on this. At this time he was able to acquire more information from this woman regarding how many programs there are offered at the Senior Center specifically for seniors. He stated that Hispanics are not the only group to use this center. There were two individuals there from Africa, as well, so this will be another resource for several groups of people. Webber added that he has not yet been to see anyone from the Sudanese community. Younker stated that at the last meeting they had discussed how easy it would be for the Center to capture the number of non - members who are participating there. The subcommittee was going to follow up on this issue, or so he thought. Bern -Klug stated that they should check with staff member Michelle Buhman to let them know if there is any data collected on people who are not members. Buhman addressed Members, stating that the way they collect statistics at the Senior Center is through attendance sheets and registration at the front desk. They do not have a system to differentiate members and non - members at this time. At larger events, Buhman stated that they do a head count. At one point the Center asked members to use their membership cards and swipe in when they came to the Center, or to sign in on a sheet. However, staff found that this just did not work out with most not signing in. Buhman stated that they could analyze the information in their database and see how many members and non - members are taking classes that involve registration. Younker asked if it would be fair to say that at this time there is no formal system in place to determine if members or non - members are attending events at the Center. Buhman agreed with this assessment. Younker then suggested that they delete the Ad Hoc Senior Services Committee September 3, 2014 Page 7 first sentence of paragraph #7 and replace it with: Currently there is no formal system in place to determine the number of participants who attend the Center who are not members. Younker added that they could also say that there is attendance at special events by non - members. He asked Honohan if he could accept these changes. Honohan then asked if in the next sentence the words 'is often large' should be deleted. Younker stated that they could state this as anecdotal evidence indicates that participation by non - members is large. Dobyns stated that he would accept anecdotal as a qualifier. Honohan stated that he could accept this amendment. Dobyns asked if they could clarify this amendment, and Younker asked Honohan to read the first two sentences. "Currently no formal system is in place to determine the number of participants who are not members. Anecdotal evidence indicates that attendance at special events by non - members is often large." Dropping down to `participates in many citywide events,' asking if `many' should be removed. After discussion. Dobyns agreed 'many' is okay in that sentance. Younker then called for a vote on item #7 as amended. Motion carried, 7 -0. Moving on to page 2, item #8, Honohan stated that after the paragraph starting 'Many persons reported high,' he proposes the following be added: Transportation can be and is a major problem for seniors including both those who drive and those who cannot. It has been suggested that classes and activities be spread out into the community from the Center. If this occurred, many seniors would find it difficult, if not impossible, to attend classes and activities that they now attend at the Senior Center on the same day. Even though SEATS is available, it is not a complete solution to transportation to seniors to make timely trips to various locations in Iowa City. Also finding suitable locations for classes away from the Center would be difficult, as most city and school buildings have limited space available during the school year. A central location is clearly the best approach for senior members of the community. Honohan moved that this amendment be made part of the draft document. Failed due to lack of a second. Honohan next covered item #10, suggesting the following amendment: The Senior Center relies heavily on funding by the City of Iowa City from the general fund of tax dollars. Funds from other sources including donations, Johnson County, and Friends of the Center account for approximately 20 to 25% of the budget's operation costs. It is difficult to place a dollar value on human services' programs. Programs which help seniors maintain active lives are considered essential to prevent dementia and disabilities in seniors. This is the role of the Senior Center. The Committee's review and the accreditation report show that the Senior Center serves this role well and that the City of Iowa City should continue its support of the Center. Honohan moved that this amendment to item #10 be made part of the draft document. Bern -Klug asked if this is adding something but not taking anything away. Honohan noted it was. Honohan then stated that he misspoke, that on page 4 he is proposing to strike the first two paragraphs. Webber seconded the motion. Honohan noted that this is one of the items of great concern and he believes they need something like this in the draft. Dobyns stated that he would like to review this one sentence at a time. Where it says 'this is the role of the Senior Center,' as far as preventing dementia and disabilities in seniors, that he believes it is clear that this is the role of many organizations in the community — not just the Senior Center — to provide these types of preventative services for seniors. He believes that to suggest the Center should continue to receive funding due to this is not a good idea, that it is not consistent with the things that staff has stated to the Committee. Honohan responded that he would be willing to modify 'this is the role,' to 'this is a role.' Dobyns stated that he would add 'this is a role of the Senior Center and many other organizations in the community.' Honohan stated that he does not necessarily like this amendment, as he is talking specifically in this paragraph about the funding of the Senior Center, not the funding of other organizations. He added that he believes they will get to the funding of other organizations in the next part of their charge. Dobyns agreed, stating Ad Hoc Senior Services Committee September 3, 2014 Page 8 that he still believes it is too bold of a statement and recommendation to be made to Council, in light of the realities of the situation that have been presented to the Committee. Cannon suggested they strike the one sentence, 'This is the role of the Senior Center,' and move from after the phrase 'disabilities in seniors,' and go straight to the following sentence, 'the Committee's review......' Honohan stated that he would accept this amendment. He added that in reference to one of Dobyns' complaints, he would suggest that on the next to the last line, instead of the word 'this' say 'its role.' He again stated that he believes this to be an important clause and that they should have something like this in their draft document. Bern -Klug asked what it is that Honohan is saying is the most important clause here. He responded that funding is the issue he is referring to. She suggested they add something about the funding, in its own place, and not tie together how they think the Senior Center is doing and what the City Council should do. Honohan asked how they can put a cost benefit on something like the Senior Center and what it does. He does not think you can do this. He gave examples of some of the class offerings at the Center, asking how you can put a value on this. He believes they need to stress this issue in the report. Younker stated that although he agrees with Honohan, he wonders if this discussion wouldn't be more appropriate during the second part of their charge, under 8b, to make recommendations to Council about use of resources. Honohan noted that he would accept that, as long as the issue is on the table. Bern -Klug stated that she would prefer they don't delete what's on the original draft: 'The subcommittee agrees with the assessment of the Senior Center, delivered by the National Accreditation Committee. The Senior Center is providing excellent programming to the area, and is using resources effectively. The small number of highly motivated and qualified staff members are able to recruit, retain, and engage a large number of members, volunteers, and general community members. The subcommittee evaluation of the Iowa City /Johnson County Senior Center is A- plus.' She suggested that they keep this paragraph in the draft report. Honohan responded that his reason for deleting this paragraph was replacing it with the paragraph they are now considering moving into the second part of their charge. He added that he does not have any objection to what she is suggesting. Younker stated that his suggestion would be that they table the discussion of number 10 and include this in their discussion of recommendations. Honohan stated that this would be acceptable to him. Younker asked Karr where they are with this motion, and she responded that they can either withdraw the motion, or accept a motion to table it, which would take precedence over it, and include it with the discussion of recommendations. Honohan moved to table the discussion of number 10 and to include it with the discussion on the second part of the Committee's charge. Dobyns seconded the motion. Motion carried, 7 -0. Dobyns stated that he is confused by Bern- Klug's comment on the draft regarding the National Accreditation Committee. He asked where they are on this — if they have voted on it or not. She responded that it was in the original document. Younker noted that this is still in the draft, under #10. Honohan then proceeded to #12, stating that on page 5 before the first paragraph, he would insert: `The Senior Center does not record or identify the race or ethnic information of members or non - member seniors who attend classes or activities at the Center. Many participants at the Center are black, Hispanic, and Asian. Yet the numbers are small. The pool of available black, Hispanic, and Asian seniors in the Iowa City area is small.' Honohan noted that he also has an appendices with this, which show the data he received from the database out of Des Moines. Honohan moved the amendment. Dobyns seconded this, and deferring to the group whether to include the table in the appendices. Honohan stated that he believes the database from Des Moines will help to indicate the very small percentages that they have of seniors. He noted that this is a concern of not only this Committee, but also the Steering Committee. They would like to have more participants that are non - white, and the Steering Ad Hoc Senior Services Committee September 3, 2014 Page 9 Committee has taken steps to try to increase this. Dobyns agreed, stating that there has been undue scrutiny, due to the fact that the percentage of Iowa City that is Latino and African - American are roughly similar to that at the Senior Center. Motion carried, 7 -0. Dohrmann then spoke to some amendments (August 25 memo) that she would like to suggest for the report. The issue that she brought forward has to do with accessibility to the Senior Center. Dohrmann believes this is something they need to be more sensitive about. Suggestions that she has provided included providing a public bus stop in front of the ADA- accessible entrance of the Center on Washington Street. Younker asked if this information should be part of the Senior Center evaluation or part of a recommendation to Council. Dohrmann stated that she is agreeable to it being part of a recommendation to Council, that she believes it to be an important issue. Dobyns agreed, but consistent with that he too believes it should be part of the second part of their charge. Younker stated that he would entertain a motion to table what is on page 35 to the second part of their discussion concerning recommendations to Council. Dohrmann moved to table this issue to the discussion regarding recommendations to Council. Dobyns seconded the motion. Motion carried, 7 -0. REPORTS FROM CONTACT MEMBERS RE: LOCAL AGENCIES / CONSORTIA: Elder Services — None. HAAA — None. JC Livable Communities — None. Shelter House — None. Pathways — None. Consultation of Religious Communities — Dohrmann referred to her memo and stated that she did meet with the Consultation. She stated that she wanted to share some of their concerns, one of the main ones being SEATS service on Sundays. They would like to see this service continue and have even formed a Transportation Committee to look into this issue further. They have talked with Yellow Cab about providing reduced fares and becoming ADA- equipped in order to transport people on Sundays. Dobyns spoke to this issue, as well, noting that both Sunday service and half fares were eliminated. He asked if the Consultation gave an indication of which is more onerous for them — the Sunday service or the half fares. Dohrmann responded that their main focus is the Sunday service. She stated that the Consultation also mentioned lack of affordable mental health care in the community. Dohrmann noted that one strong point the Consultation wanted to stress is how much the various congregations do to help their community members. They tend to take care of each other, and people of all ages appear to help each other as needed. Dohrmann continued, noting that many of the members of the Consultation are seniors. The only other suggestion made during this meeting was whether there would be a way for the City to assist in providing up -to -date referral information. Dohrmann stated that the faith leaders provide a lot of referrals to the many organizations within the community. The primary request, however, was SEATS service on Sundays. Free Medical Clinic — None. MECCA — None. Ad Hoc Senior Services Committee September 3, 2014 Page 10 JC Mental Health — None. VNA — None. Compeer — Dobyns stated that he does not have any information at this time. Hospice — Dohrmann stated she looked into this organization and she provided this grid in the packet. The number of days that people receive care by donations from the community is 1,659. This question came about when discussing Medicare coverages and the gap that often occurs. Annual report was distributed. SEATS — Honohan noted that he gave everyone an amendment or corrected report on SEATS. He spoke to the SEATS budget, noting that he believes it is important to recognize that the City of Iowa City in fiscal year 2014 represented 50% of the SEATS budget. Fares represented only 4% of the budget. Honohan shared some information about the SEATS programs, such as days and times of service, and the current fee schedule. Honohan noted that daily, Monday through Friday, SEATS has 500 trips per day. On Saturday they run 70 to 80 trips. He added that he thought it was significant that the National Standards recommend that they have 26 and a half vehicles. Currently there are 23 SEATS vehicles. Honohan stated that SEATS does not keep records as to seniors and disabled partners. He noted that SEATS is a very important service that they need to discuss further in the next section of their charge. Dobyns then spoke to Sunday service and what the cost would be, stating that he believes they should add this to this specific report. Bern -Klug asked if she understands this correctly, that the majority of people who use SEATS, between 75 and 80 %, live in Iowa City, and Iowa City contributes half of SEATS' budget. Honohan stated that this is correct. He added that he was surprised to find out that federal funds only contribute 4% to the SEATS' budget. Fruin asked if he could clarify one thing — that cities are federally mandated to offer the SEATS service, within a range of wherever the regular transit is. Bern -Klug asked if the Council has considered increasing the percentage since most of the riders appears to be Iowa City residents. Fruin noted that when this issue came up about a year and a half ago, Johnson County provided a more significant portion of the budget. When they reduced their portion significantly, it forced the City to cut half fares and Sunday service, but the City actually provides a higher percentage now. Hispanic Community follow -up — Webber noted that there are going to be a couple of meetings in the next few weeks that he intends to attend. He believes it will be a good way to meet with several different ethnic groups at one time, such as the Sudanese community. Dohrmann added that finding out what their needs are will be important. She added to this also, noting that the Senior Center does provide English language learners. There is a Spanish conversation group available, as well as a literature group to promote speaking Spanish. Another resource would be the congregate meals, according to Dohrmann. Honohan moved to accept the reports presented this evening. Dobyns seconded the motion. Motion carried, 7 -0. Dobyns asked if they had anything further on Pathways. Bern - Klug noted that she submitted a report several meetings ago. Younker agreed, adding that it was two meetings ago. Ad Hoc Senior Services Committee September 3, 2014 Page 11 DISCUSSION OF FINAL REPORT STRUCTURE AND DRAFTING PROCESS — Referring to page 41 of the packet, Younker noted that he and Vice chair Dohrmann prepared a proposal about how to structure their report to Council. He stated that they are at the point where they need to talk about what their product is going to be and how they plan to present this information to Council; then the Committee needs to go through the process of talking about what their specific recommendations are. Younker stated that they would like to discuss the structure of their report, and in order to not lose important information or overloading Council, the report should be concise. He and Dohrmann suggested they keep the length to four or five pages, and where appropriate, bullet point recommendations should be used. Both agreed that this can then give Council the information they need in deciding if they want further investigation or follow up on any specific points. Younker stated that he would like to discuss the report structure, perhaps even assigning specific portions to Members so that they can begin the drafting process and have some material to review for the next meeting. Honohan stated that he agrees they should make this report as short as possible. He believes they should proceed as Younker and Dohrmann have laid out in their memo. Bern -Klug stated that she is not familiar with these types of reports that Council receives and she asked if this is consistent with what they normally receive. Younker stated that he would defer to Fruin or Dobyns on this question. Fruin stated that they get everything from lengthy to those that are more focused, and he believes that what is being suggested is a good idea. The more concise and direct the Committee can be with their approach, the better. He reminded the Committee that Council also receives copies of their meeting minutes and they also have access to any of the meeting archives should they want further information. Dobyns added that four to five pages is often enough. Members continued to discuss this issue, with everyone agreeing the more concise the report is, the better. Dobyns added that having a narrative executive summary can be very helpful in understanding the rest of the report. Younker noted that they are not locked into these specifications, and he asked if there were any further thoughts on the report for Council. Dobyns stated that they need to remember that the recommendations to Council are sort of a strategic mission. In other words, the Committee doesn't need to get tactical in terms of the micromanagement. The Council will pass on to staff those items that they wish to have further reviewed. Fruin stated that Dobyns made a good point, and he further commented that he does not want to see the Members take their time to decide something, for example, such as how many minutes need to be added to the crosswalk signal so people can cross the street. The Council is going to want to hear a broad, general recommendation, one that they can then pass to staff for processing. Bern -Klug asked if they are aiming for a consensus statement among Members, and Younker replied that he believes they would have a better report for Council if there was consensus, and that it will take a majority approval by the Committee to pass the recommendations. Younker then laid out some specific tasks to try and complete by the next meeting. One involves the Senior Center subcommittee. He asked that the subcommittee meet and take the current version of the draft and come up with some recommendations about how this will be included in the final report to Council, and also, how will it be incorporated into the Committee's executive summary. Secondly, Younker stated that they need to work on an introduction and an overview of what the Committee has done. He asked if someone would take responsibility for this section and start working on this. Honohan stated that he would be glad to start on this, but that it may take a few weeks to work on. Younker stated that he envisions this including an introduction that would include what trends they are considering and would include an overview Ad Hoc Senior Services Committee September 3, 2014 Page 12 of the process — what did they do, who did they talk to, etc. Younker stated that he believes it would be helpful if all Committee Members could be prepared to talk about some data gaps at the next meeting. By this he means what don't they know, and what are they still not going to know by the time their report is due to Council. He believes they need to be in a position to let Council know that these are questions they are unable to answer. Younker also stated that they need to begin identifying obstacles, including facility considerations which may be hindering the City's ability to serve the senior population. He asked that all Members bring back to the next meeting some proposed obstacles to include in their report. Younker asked Karr what the deadline should be for this information to get in the meeting packet. Karr responded that she would need the information by noon on September 18 with the goal being that members would then have the packets Thursday afternoon, prior to their September 24 meeting. Honohan asked to clarify what his deadline would be for the Senior Center draft report. Karr responded that he needs to get that to her next week, so that that packet will only contain his report and a cover sheet indicating that this is a draft for discussion September 24, and that a full packet will be follow. When the full agenda packet is released the Senior Center draft report will be included as 'previously distributed.' Younker stated that at the next meeting they will then need to refine their recommendations, decide what they are, and talk about who is going to take responsibility for drafting them so that they can move forward. PUBLIC DISCUSSION (ITEMS NOT ON THE AGENDA): Mary Gravitt stated that she sees mistakes being made already, and objected that audience members are not given copies of what the Committee is discussing, then it should be up on the screen for everyone to see. She added that to her this is a lack of respect. Speaking to the first charge against the Center, Gravitt stated that it was said they did not do anything for the frail and that the Center did not have enough diversity. She stated that she wished Dobyns was still present as she would like to ask him how many doctors from the hospital make house calls if they're so worried about the frail. Secondly, Gravitt noted that the Senior Center is not a jail or a halfway house where people who are not members have to check in or out. As for decentralizing the classrooms and everything at the Center, she reminded the Committee that LEAP was a failure and that was a million dollar failure. The problem with LEAP, according to Gravitt, was you couldn't find the classrooms for the programs. Another issue, Gravitt stated that the Committee should look at the City Charter, that the councilman is looking for three votes to shut the Center down. She then spoke to her handout, noting that it is from the City Finance Director, who told her that the Mayor asked him to get in touch with Mary. She stated that her handout is a copy of what the Finance Director emailed her. She then complained about how difficult it is to access reports, such as this, on the City's web site. Gravitt then stated that she would advise Dr. Dobyns that if he is so worried about frail people, make a house call. She stated again that Member Dobyns is looking for three votes with the Council in order to close the Senior Center. She added that the SEATS discussion has more to it than is being said. Gravitt stated again that what is being talked about should be posted on the screen so all of them can see. Honohan moved to accept correspondence. Younker seconded the motion. Motion carried, 7 -0. Kathy Mitchell with the Senior Commission and the Steering Council asked if she could make some brief comments regarding Honohan's draft. Younker told her to proceed. She stated that she is somewhat disappointed that they decided to remove the word 'primary' and replace it with `central.' She believes that primary means they are in the forefront for senior services and that their accreditation report proved that. She added that she feels that if Dr. Dobyns had trouble with it being 'the primary,' they could have said 'one of the primary,' without changing this to 'central.' Secondly, she noted that she does walk with a cane, but that she is not considered Ad Hoc Senior Services Committee September 3, 2014 Page 13 either disabled or frail. She stated that although the Center is not like Pathways, they do provide services and activities that individuals who may be cognitively or physically frail can come to and mix with the general population. She believes it wasn't necessary to give this litany of equipment because then it says that they are all fragile and disabled, which she believes is not the case. Third, Mitchell noted that she has attended many events where there have been hundreds of thousands of individuals and they have always had to make a questimate. She therefore does not have problems with the word 'many' when they are talking about quantification. Larry Rogers spoke to the 'durable equipment' phrase. He stated that they have people attend the Center who have service dogs and that this wasn't called out. There are people with many different issues who attend the Center. Mary Mehrl stated that anecdotally she can confirm the service dog thing. She stated that she is taking four classes at the Center currently and if these were spread out over several locations, she would be unable to attend them. She shared that she is taking a Spanish class as she would like to be able to speak to the Hispanic members in the community, and she is also taking a writing class. She thanked the Committee for their good work, and Dohrmann for her suggestion of a bus stop at the Center. She asked that this not get lost in the Committee's work, adding that she believes they should make specific recommendations as the Council does not have time to go through all of this information. She then added that obtaining a clear number of participants at the Center can be difficult, and she named the various entrances and exits that can be used, thus allowing for large numbers of individuals to come and go. She ended her comments saying that spreading the programming out all over Iowa City really won't do any good. Mary Gravitt asked to make another point. She stated that it seems like they are supposed to get thrown onto the other agencies in town. Gravitt stated that these other agencies are suffering worse than the Senior Center. She stated that the Center is helping itself by staying healthy. She stated that the only reason there is this Ad Hoc Committee is because of SEATS. The SEATS people didn't fight back. Thus the Center as a group decided they would fight back, and the Ad Hoc Committee was then formed. PENDING ITEMS FOR FUTURE MEETINGS: None. TENTATIVE THREE MONTH MEETING SCHEDULE (first and third Monday of each month): September 24 October 1 October 15 October 22 November 12 November 24 ADJOURNMENT: Honohan moved to adjourn the meeting at 5:45 P.M., seconded by Dohrmann. Motion carried 7 -0. Ad Hoc Senior Services Committee September 3, 2014 Page 14 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 O o 0 0 NAME EXP. O � m O c o ` N W O � N -' � W o ono O w N � 46 -N -N Ob 4h -N -N a 12/1/14 X X X X X X X X X Joe Younker Jay 12/1/14 X X X X X X X X X Honohan Mercedes 12/1/14 X X X X X X X X X Bern -Klug Hiram 12/1/14 X X X X X X X X X Richard Webber Ellen 12/1/14 X X X X X X X X X Cannon Jane 12/1/14 X X X X X X X X X Dohrmann Rick 12/1/14 X X X 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 Ad Hoc Senior Services Committee September 24, 2014 Page 1 MINUTES FINAL AD HOC SENIOR SERVICES COMMITTEE SEPTEMBER 24, 2014 — 3:30 P.M. HARVAT HALL, CITY HALL Members Present: Joe Younker (Chair), Jay Honohan, Rick Dobyns, Mercedes Bern -Klug, Hiram Rick Webber Members Absent: Jane Dohrmann, Ellen Cannon Staff Present: Geoff Fruin, Marian Karr, Michelle Buhman RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: Chairperson Younker called the meeting to order at 3:35 P.M. 3= 2. CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED: a. Minutes of the Meeting on 09/03/14 — Younker noted that they received a piece of correspondence from Ina Lowenberg just before the meeting. He asked for a motion to amend the Consent Calendar to include this correspondence. Dobyns moved to amend the Consent Calendar. Honohan seconded the motion. Motion carried 5 -0, Dohrmann and Cannon absent. Karr noted that Michelle Buhman's name was misspelled in the 9/3/14 minutes b. Correspondence — (1) Nancy Olthoff, (2) Ina Lowenberg C. Memo to Asst. City Mgr. from Director of Transportation Services — report on SEATS Honohan moved to accept the Consent Calendar as amended with the spelling correction and Lowenberg correspondence, seconded by Dobyns. Motion carried 5 -0, Dohrmann and Cannon absent. DISCUSSION OF SENIOR CENTER EVALUATION SUBCOMMITTEE REPORT: a. Second Draft Subcommittee Report — Honohan (pages 19 -25 in the meeting packet) — Younker noted that they have received a second draft of the subcommittee's report. Honohan incorporated the amendments discussed at the last meeting into this second draft. Younker then asked if the subcommittee had had a chance to review the report as revised by Honohan. Dobyns asked where the revisions begin, and Younker noted that they begin on page 19 of the packet. In general, Younker noted, the portions that are double- spaced and underlined are the revisions that were made. Dobyns commented on page 21, regarding the vision statement, asking if this is what already exists. Honohan replied that it is. Ad Hoc Senior Services Committee September 24, 2014 Page 2 Dobyns stated that on page 5, which are the minutes of the last meeting, it states that Dobyns recommended that they change the word 'primary' to 'central' in the statement. Younker pointed out that this change is on page 20, where it states 'the Senior Center is the central resource.' Honohan then brought up an issue on pages 20 and 21, where he states he has been chastised about the difference between 'licensed,' as opposed to 'qualified.' The amendment would read: The additional staff would need to be licensed, professionally trained individuals. Senior Center member Bryson Dean stated that the Center is not in the situation to take care of people that would need a daycare center. She added that the wording was questioned because it made the staff at the Center sound unqualified, and continued that the staff there is highly qualified. The Director was a nurse previously. However, the Center is not a licensed daycare center or medical care facility for seniors. Discussion continued on this matter, with Members reading the paragraph for better clarity. Honohan moved to delete the sentence `and further the additional staff would need to be professionally trained individuals.' Webber seconded the motion. Motion carried 5 -0, Dohrmann and Cannon absent. Younker then stated that he would entertain a motion to adopt the second draft of the subcommittee's report, as amended, as the final report from the subcommittee. Honohan moved to adopt the second draft as the final draft. Webber seconded the motion. Motion carried 5 -0, Dohrmann and Cannon absent. b. Brief Summary — Younker then stated that Bern -Klug had prepared a brief summary, and he asked if this was a summary of the Senior Center evaluation as a whole. She responded that what she got from the last meeting was that this be a one- or two -page summary within the formal report, and within the appendix would be the subcommittee's full report. Younker suggested that they hold the discussion for this item and take it up when they reach agenda item #5, when they will be discussing the final report template. REPORTS FROM CONTACT MEMBERS RE: LOCAL AGENCIES / CONSORTIA: Elder Services — None HAAA — None JC Livable Communities — None Shelter House — None Pathways — None Consultation of Religious Communities — None Free Medical Clinic — None MECCA — None JC Mental Health — None VNA — None Compeer — None Hospice — None SEATS — None Hispanic Community — Webber stated that he attended a meeting at the Library where the Hispanic group for the Council on Worker Justice met. He listened to the testimonies of many of the workers that the group has made contact with. He added that not only does this group deal with the Hispanic population but also the many other immigrants in the community. He believes this will give them a more accurate picture of the various ethnic groups within the community, Ad Hoc Senior Services Committee September 24, 2014 Page 3 and their senior populations. Webber stated that another place, the Church of the Nazarene, is said to be a place where immigration issues are centered. He will attempt to make contact there, as well. Bern -Klug suggested that future minutes include the date of when agency information was presented for this section, instead of saying 'no information'; that way someone could go back to those specific minutes and read what was presented on that particular issue. Younker stated that he would most likely defer to Karr on this, but that the minutes do capture what was discussed at that given meeting. Therefore if no new information was given, the minutes should reflect this. Karr suggested that the agenda could include that information. She agreed with Younker's comment that the minutes are what was shared at that specific meeting. Younker suggested it say, for example 'materials presented at ' whatever date of the meeting this was presented at. Honohan asked if this wouldn't be too much work for Karr. She responded that it will most likely save more work at the end, especially since the Committee is getting down to the wire and the reference could be a big help in clarifying things for people. DISCUSSION OF FINAL REPORT STRUCTURE AND DRAFTING PROCESS — a. Memo From Jay Honohan — Target Population — Honohan stated that as he was working on the preliminary final report draft he looked at some of these agencies, and who it is they are supposed to serve. For instance, Hospice serves primarily seniors who are not well and need in -home care. He believes this service is different from Elder Services, for example, or Shelter House. Honohan shared his concern over the Committee's charge, asking what it is exactly that they are supposed to do, and questioned how many of these agencies they should be focusing on. Dobyns stated that he sees this Committee's task as recognizing that there is a problem or concern. It is not their task to answer it. Dobyns stated that he would recommend to the group that the deciding body — the Senior Center Commission — that the governance and membership of that body be changed to include stakeholders in some of these areas in the community, meaning the not - for - profits. The Commission could take a broader look at these issues, and not only involve the Senior Center. Dobyns suggested the Commission needed to look at the types of agencies that this group has been looking at. Dobyns added that this group does not need to micromanage the decision. He believes they should 'kick' this decision down the road to a governance body that is bolstered. That way when decisions are made regarding the Senior Center, it can also include others who are stakeholders in the well -being of seniors in the community. Honohan responded that the way he sees the Senior Center Commission is that its primary goal is the Senior Center. He believes it should not be interested in, for example, what Elder Services does, or Hospice. He believes this Committee needs to tackle those issues, not the Senior Center Commission. Honohan stated that their charge is to come up with something to submit to Council as a final document and not to make this go into 2015 or 2016. Younker stated that perhaps they are getting ahead of themselves a bit. He stated that he understands Honohan's concern about target population. However, the charge to this Committee also includes the use of financial and physical resources. The charge says that the recommendation should include commentary regarding the specific segments of the senior population that they are intended to serve. Therefore, Younker believes they do need to consider the target populations of these other groups they have been reviewing. Going back to Younker's comment about agency representation on the Senior Center Commission, Bern -Klug stated that there probably should be some reciprocity that for every one of these Ad Hoc Senior Services Committee September 24, 2014 Page 4 agencies, that someone from the Senior Center sits on their governing board, as well. Dobyns stated that they could certainly recommend this, but that they, of course, do not have authority over these other boards. Discussion continued on this topic, Webber added that as long as everyone is represented equally across the board he would be willing to discuss it further. Bern -Klug stated that she agrees that the stakeholders need to be represented on the Commission, but she believes that this is who makes up the Commission currently — both members of the Center and supporters. She added that 'kicking the can' down to the Senior Center is questionable in her opinion. Dobyns stated that he agrees, but that what he is suggesting is a Commission with more stakeholders in it. Honohan stated that he believes this is way beyond what their charge is, that he agrees with Bern -Klug in asking what the role of the Senior Center Commission is. Bern -Klug brought up the preliminary report that they just approved, stating that it says in it that the Senior Center is doing exactly what it should be doing. She noted that nowhere in this report does it suggest making changes to the Senior Center Commission, adding that this might come from a different part of the report from this Committee. The discussion continued with Dobyns stating that they have a dilemma, that there is an acknowledgement that there are other entities that have needs and respected worthiness to receive funding. He is looking at the duties of this Committee, as articulated by the Council, and it says, 'Identify any obstacles, including facility considerations which may be hindering the City's ability to serve the senior population.' He stated that he would recommend that the current constrained mission of the Senior Center Commission is an obstacle to be able to make decisions involving the people who should make decisions about these other areas. Younker stated again that he believes they are getting ahead of themselves. He believes they need to first discuss and agree on the format and the structure of the report. He asked that they take up agenda item 5c to do this. b. Memo From Jay Honohan — Preliminary Draft of Final Report C. Memo From Asst. City Manager — Final Report Template — Younker noted that on page 36 of their packet is the template that Asst. City Mgr. Fruin provided. He stated that this template can help them structure their report and follows what other committees have used in the past to present information such as this to the Council. Younker stated that he would like to discuss this template with the Committee, and then once they've done this he believes they can look at Bern - Klug's summary and decide where it will best fit. Also Honohan's report should be reviewed, as far as the best placement for it in the final report. Then Younker would like to discuss specific recommendations. Discussion began on the template, with Younker first reviewing the Committee's charges. 1) To evaluate the current vision, mission, programming, and recent accomplishments of the Senior Center as detailed in the 2013 Annual Report; 2) To make recommendations to the City Council on how Iowa City should use current financial and physical resources to meet the needs of Iowa City seniors; and 3) To identify the obstacles, including facility considerations, which may be hindering the City's ability to serve the senior population, and to make recommendations that would minimize or eliminate such obstacles. Ad Hoc Senior Services Committee September 24, 2014 Page 5 Younker stated that he would like to get some agreement on the structure, and then go to discussing how to fill in the template. They can deal with line edits as they move forward. Bern -Klug asked if there is going to be a recommendation section, or if the recommendations will be at the end of each charge. Younker responded, stating that on page 43, for instance, there is a recommendation to minimize obstacles. Honohan asked to go back to page 38, asking if rather than 'Conclusion" it should state "Recommendations.' Fruin suggested he walk through the template with the Committee to help them understand his thought process here. He stressed that this is the Committee's report and that they should go with whatever format is best for them. After the last meeting's discussion he thought there was some struggle with what the final report might look like, and he hoped that this template would give them some help in that area. He then reviewed each section, noting that the first section would be an overview of the Ad Hoc Senior Services Committee, more for historical reference than anything else. The summary would be just that, a summary of the Committee's approach to their charges, and then a summary of the main objectives that they want to convey to the Council. This would include a summary of the Committee's recommendations and any key findings that they wish to stress to the Council. Fruin suggested that the subcommittee's report be in the appendix, with the summary in the main portion of the final report. Continuing, Fruin stated that he believes the recommendations will come primarily in charges 2 and 3 (resolution #14 -37). With charge 2 he believes they should convey to the Council that they did take the time to understand the City's financial resources, that the Committee understands how the Senior Center is funded, and also how the City provides funding to non - profits within the community. As for the detailed reviews of the various agencies in the community, Fruin stated that the Council would not necessarily need to know this information. General statements referring to these agencies would be good, ones that show what the overall needs are in the non - profit sector that serves the senior population. Fruin continued to clarify the main points that this report should include. In regards to City buildings or physical resources, Fruin stated that some commentary on how the Senior Center is used by non - members and others would be helpful here. He noted that some commentary on what they learned from their discussions with the Parks Department and the Library would be good, as well. On charge 3(resolution #14 -37) , obstacles to serving the senior population, Fruin stated that what the Council is interested in here is what populations are not accessing the City services today and how can outreach help here. He suggested transportation issues and whether an additional staff member could be used to try to engage people in these settings. A conclusion would then finalize the main recommendations of the Committee, followed by the appendix. Fruin noted that the Committee is not bound to any of these suggestions, and that they should feel free to edit the template however they see fit. Younker agreed that the template will be helpful in organizing their final report. He stated that he would like to come to some agreement about the structure of the report before they move on. Honohan stated that he likes the template overall. He stated that he would volunteer to put portions of what he has done for the Senior Center evaluation into the provided template, and then bring it to the next meeting for review. Younker agreed that much of what Honohan has prepared could be used in the executive summary portion. Bern -Klug brought up page 42, under City buildings — she noted that this has all been addressed in the Senior Center report. Fruin agreed, stating that the Ad Hoc Senior Services Committee September 24, 2014 Page 6 report does address this. He stated that if the Committee were to recommend any changes to the use of these buildings, this is the section where those would be. The discussion continued, with Dobyns stating that he agrees with Honohan's approach to filling in the template and which sections the subcommittee's report and others will best fit. He stated that he believes the sections where recommendations will be made should be left blank for now, as they will need to have some further discussions as a whole on what they want here. The descriptive sections, according to Dobyns, are what Honohan should fill in on the template. Younker agreed that the Committee as a whole needs to weigh in on these, and that what Honohan has prepared is really the background information supporting the report. Bern -Klug stated that from her perspective there is one piece missing — what is the City's responsibility to senior citizens? She asked if the City Council has any type of statement that covers this. Fruin noted that every Council may view this differently. Bern -Klug stated that one of her recommendations would be to have a clear statement from the City Council on this issue. Dobyns addressed this issue, of how should the City prioritize available resources in preference toward the older population. Younker spoke to the City Steps prioritization and how the different needs have been prioritized. Bern -Klug noted that this is all federal funding and subject to their regulations. Fruin noted that the federal government provides the categories and the local government prioritizes them. He further explained that senior services, therefore, could be made a number one priority this year, for example, and then perhaps the following year homeless services would be number one. Honohan stated that he thought this was one of the things they were going to look at further, that they discussed it early on regarding how some of these priorities were reached. Dobyns spoke to the City Steps and how if this Committee, for example, did not recommend prioritizing services to the elderly, what would that say to the issue. Bern - Klug asked how much weight this would have though, if the Committee is made up of senior advocates to begin with — how would other groups feel about this. Fruin stated that the whole prioritization process goes well beyond just this Committee. There are public meetings and outreach to all of these various agencies to get a feel for the prioritization and needs. He added that what the Council needs to hear is what the Committee found out when speaking to the other agencies that serve the elderly. Younker asked if there was any further discussion on the template portion of the report. He stated that he would suggest the Senior Center evaluation subcommittee take a look at completing charge #1, filling in the template that begins on page 41 of the packet. Bern -Klug stated that they have done this, on pages 26 and 27. This is the summary of the subcommittee's report, and she suggested Members make any suggestions now if they have any. Younker stated that he would like to have the subcommittee as a whole work on this issue prior to the next meeting. Bern -Klug stated that she would then recommend they change the template to match the report as they have already met five times as a subcommittee. She does not believe another meeting to change this information will be productive. She pointed out that their report follows exactly what the Council asked for, and that the template is not set up that way. Honohan stated that he will work on this and will email Bern -Klug and Webber regarding issues. This way they may not need to hold another subcommittee meeting at this point. Ad Hoc Senior Services Committee September 24, 2014 Page 7 PUBLIC DISCUSSION (ITEMS NOT ON THE AGENDA): Senior Center Commission and Steering Committee member Kathy Mitchell thanked the Committee for providing the meeting agenda and materials. Mitchell spoke to earlier comments dealing with Honohan's revising of the staff experience paragraph. She noted that not only does Senior Center Coordinator Kopping have extensive service in aging studies with her doctorate, and 20 years as a nurse, but Program Specialist Michelle Buhman has 17 years of experience and is currently working on an advanced degree in aging studies. Mitchell stated that she wanted to address the 'gaps' in the template, noting how difficult it will be to differentiate who is a member and who is not a member at the Center, or the Library, or even the Rec Center. Shirley Lindell (presented a letter) and stated that she has been a member of the Center for about three years now. She enjoys many of the activities offered there. She stated that the activities that she participates in provide her with 'preventative' medicine for mind, body, and spirit. She stated that the last meeting was quite confusing, and she thanked the Committee for having the agenda available this time around. However, at this meeting she stated that she became angry about the 'argumentative, condescending, arrogant, and dismissive behavior' of Dobyns towards Honohan when he was making his draft report suggestions. She added that she does not appreciate this kind of attitude toward seniors. Lindell continued, stating that after that meeting she went back to the Senior Center and asked that members of the staff help guide her through the internet so that she could access all of this information. She stated that after looking at the information it was easy to see that the Senior Center could not have obtained the accreditation that it has, as well as be in the top 2% of the Senior Centers in the nation without being very cognizant of the money that was being spent. She noted that the staff is extraordinary, as are the huge number of volunteers. Lindell stated that she questioned if there wasn't a hidden agenda here, or if it was the golden rule — those that have the gold make the rules. One of the arguments, according to Lindell, had to do with the word 'primary source' in regards to the programs and services. This was changed to `central,' and has been addressed. However, Lindell felt this flew in the face of the vision statement of the Senior Center, which says, "It is to be the community's primary resource for the highest quality programs, services, and opportunities that promote optimal aging." She stated that she disagrees with this. Another argument had to do with quantifying statements such as 'many' and 'a lot' when talking about members and non - members at the Center. Lindell stated that trying to get accurate counts of members and non - members at all of the various events and programs would not be a good use of staff's time. Lindell then stated that many members of the Senior Center pay it forward by going out into the community, such as at care facilities, where they provide concerts and visitations for the residents. In November, members will be giving a program at the Library, for example, to commemorate Veterans Day. Lindell gave several examples of how members of the Center play an important role in the community. She stated that if anything good is to come out of this Committee, it will be that they have rattled the cage of those who have been complacent about their highly valued Senior Center. Mary Gravitt shared an audio /video recording of the February 18 City Council meeting. She noted that she attended the last City Council meeting, and the Friday following she received a letter from the Mayor (distributed). She stated that at first she thought it was funny, until she realized what she believes is happening. Gravitt spoke about First Amendment rights and how people have the right to take their problems to their government and not be threatened for it. She stated that basically she is being accused of attacking Dobyns at that Council meeting, and stated that she did not attack him at the last Council meeting — she only stated a fact. She Ad Hoc Senior Services Committee September 24, 2014 Page 8 reported she said it that it was 'unethical for Dobyns to be on the Ad Hoc Committee because he is a Member of the City Council, and that he cannot dictate the final document because he is going to vote on the final document.' Referring to the audio of the February 18 Council meeting playing in the background, Gravitt stated that in the recording Throgmorton can be heard arguing that it is unethical for Dobyns to be on this committee. This is what she herself said — that it is unethical for Dobyns to serve on this committee. Gravitt then spoke to the civil rights of the members of the Senior Center, stating that they have been violated. She continued to voice her displeasure in what she sees as a lack of civil rights for certain people. Gravitt reiterated her displeasure at Dobyns being allowed to serve on the Ad Hoc Committee, saying again that it is unethical. Bern -Klug asked Fruin if it is typical for the Council to appoint one of its Members to an ad hoc committee, such as this. Fruin noted that the City puts together a number of ad hoc committees and that sometimes they are ones with public meetings, and other times they are meetings to review requests for proposals. He stated that to answer Bern - Klug's question, it is not unprecedented for the Council to put a Member on a committee that will make a recommendation to the full Council, where that Council Member will then vote on the final item. He stated that he can give several examples — one is in regards to a project at the corner of Court and Linn Streets and the call for developers to send in their ideas for this site. There is a review committee that will make a recommendation to the Council, and two Members are on that committee. Continuing, Fruin stated that you also see this with planning documents. Last year, for example, the Council adopted a downtown streetscape plan. This committee had a Council Member serve on it. Mary Dusterhoft, 4121 Franklin, stated she attended the meeting in February 18th Council meeting, and said that Dobyns demanded to be on the Ad Hoc Committee. She stated that she believes he has an agenda. Jody Wiley spoke to the suggestion of changing the Senior Center Commission. She added that all of these organizations trying to tell the Senior Center how to run themselves would be an absolute nightmare in her opinion. She believes that if they want to get a group together with representation from all these groups, that this would garner better cooperation. Senior Center member Mary Guttman asked what the make -up is of the Senior Center Commission and what its charge is. Honohan explained the makeup of the Center's Commission — seven members, six of which are appointed by the City Council, and one is appointed by the Commission itself. There used to be representation from the County, when they were providing 20% of the budget, but this ceased. In order to have someone from outside the City on the Commission, the Council allowed the Commission to appoint that seventh member. They meet monthly. As for the staff of the Center, the City Administration is in charge of the staff. The Commission makes recommendations to the Council and to the staff, and is really only an advisory group. Mary Gravitt addressed the Committee a second time, stating her argument is about Dobyns' agenda, and that the Council knew it to begin with. They knew how Dobyns felt about the Center building and she believes his agenda is set. Gravitt suggested that everyone look at the February 18th Council meeting to see what she is talking about. She stated that what she is telling everyone is it's mostly about SEATS, because SEATS did not fight back. Gravitt again stated that what has been done is unethical — that it is unethical to have Dobyns on the Ad Hoc Committee. Ad Hoc Senior Services Committee September 24, 2014 Page 9 Karr asked for a motion to accept correspondence from Mary Gravitt and Shirley Lindell. Honohan moved to accept correspondence. Bern -Klug seconded the motion. Motion carried 5 -0, Dohrmann and Cannon absent. PENDING ITEMS FOR FUTURE MEETINGS: Younker stated that at the next meeting they will start drafting their recommendations. He stated that if others have specific agenda items to get those to Karr in a timely fashion so they can take those up. Karr noted that the meeting is next week so she will need these as soon as possible. A Monday noon deadline would allow things to be in that afternoon's packet. Bern -Klug stated that they have heard from a lot of people about Dobyns' intentions and agenda. She stated that Dobyns is a very committed geriatrician in the community and has spent his life taking care of older adults and trying to improve their quality of life. She asked if he could share what his hopes for this Committee are, or if he is specifically concerned about certain sub - populations' needs that it would be helpful to the Committee as a whole. Younker responded that he wants to be careful about talking about issues that are not on the agenda and possibly recommendations at this point. Honohan stated that he would like to make one comment about this issue. He agreed that he and Dobyns have had their share of disagreements, but that he was appointed by the Council to be on this Committee. Honohan stated that they must respect him and the Council for this choice. He added that even if he disagrees, this is the Council's decision. He asked that Dobyns be shown the same courtesy as everyone else. TENTATIVE THREE MONTH MEETING SCHEDULE: October 1 October 15 October 22 November 12 November 24 Special meetings if needed ADJOURNMENT: Honohan moved to adjourn the meeting at 5:00 P.M., seconded by Webber. Motion carried 5 -0, Dohrmann and Cannon absent. Ad Hoc Senior Services Committee September 24, 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 0 0 0 01 Cn 0) 07 V V -4 w w w O NAME EXP. O w O w N w O -4 N -• W 0 00 O w N O .� 12/1/14 X X X X X X X X X X Joe Younker Jay 12/1/14 X X X X X X X X X X Honohan Mercedes 12/1/14 X X X X X X X X X X Bern -Klug Hiram 12/1/14 X X X X X X X X X X Richard Webber Ellen 12/1/14 X X X X X X X X X O/ Cannon E Jane 12/1/14 X X X X X X X X X O/ Dohrmann E Rick 12/1/14 X X X X 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 September 9, 2014 3b(3) Page 1 MINUTES FINAL CHARTER REVIEW COMMISSION SEPTEMBER 9, 2014 — 7:32 A.M. HARVAT HALL, CITY HALL Members Present: Steve Atkins, Andy Chappell, Karrie Craig, Karen Kubby, Mark Schantz, Melvin Shaw (arrived 7:38), Anna Moyers Stone, Adam Sullivan, Dee Vanderhoef Staff Present: Marian Karr, Eleanor Dilkes 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 08/26/14 b. Correspondence — (1) Rod Sullivan — Chappell noted the correspondence received from Sullivan, adding that some of what is in the correspondence appears to be items brought up in his earlier correspondence. Kubby stated that she would be glad to speak to Sullivan regarding instant run -off voting and why it cannot be done. Chappell also noted Sullivan's mention of putting City offices on the general election ballot, and how this is dictated by State law. Also noted was the `qualified elector' issue which the Commission continues to discuss; and `no confidence votes.' Dilkes noted how the Court has dealt with a similar issue in the past. Chappell continued, noting that Sullivan also noted petitions that address State and federal law. He added that nothing stops people from having whatever petitions they want but the Council does not always have the power to change things at those levels. An increase in Council pay was another discussion topic, which the Commission has touched on briefly. Atkins moved to accept the Consent Calendar as presented, seconded by Vanderhoef. Motion carried 9 -0. REPORTS FROM MEMBERS AND STAFF: Nothing. REVIEW CHARTER: a. Specific Sections to be addressed: • Memo re Follow Up to Home Rule / Initiative and Referendum • Citizens Guide to the City Charter (w /timeline) • Initiative & Referendum forms Article VII — Initiative and Referendum — Chappell began the discussion by reading Section 7.03. The discussion began with Chappell noting that in the Charter Review Commission September 9, 2014 Page 2 packet is the timeline that is part of the Citizens Guide to the City Charter. Vanderhoef stated that she noticed in the Citizens Guide that you don't have to have the birthdate, and that many skip it. She wondered if the guide should mention how the birthdate is used when a signature is illegible. Members continued to discuss this issue, agreeing that encouraging petitioners to add their birthdate can help in situations where a name is not able to be verified. Dilkes noted that on page 7 of the Guide it notes that a birthdate is not required, but is recommended, in order to help the City Clerk determine if a signer is a registered voter or not. In response to Atkins, Dilkes noted that most of the verbiage came from a model charter back when the first Commission began. Karr added that there have been clarifiers added to the Charter since its adoption, but that it has basically remained the same. The discussion turned to Section A of 7.03, qualified versus eligible. Chappell stated that they can discuss this further now if desired. He noted that they also have the issue of the number of signatures — 25% of the number of persons who voted in the last City election or a minimum of 2,500. In response to Chappell, Karr responded that generally it's been 2,500. Sullivan added that the 2,500 number appears to be from about 25 years ago. Karr noted that they had a 2,800 requirement in 2000, 2,900 in 1989, 2,700 in 1983, and the remainder were around 2,500, but never more than 2,900. Kubby noted that one of Sullivan's points that was not brought up is changing the timing of the elections to facilitate participation to be during even numbered years, versus odd numbered, like the State and federal elections. Dilkes noted that the timing of City elections is set by State code. Kubby asked if it would warrant making any changes to this percentage if they were to go from qualified to eligible signatures on petitions. Members continued to discuss this issue, questioning how the original percentage was arrived at to begin with. Sullivan noted that if they do make some changes, it could make it easier to get the necessary signatures. Members continued to discuss qualified versus eligible, and whether this would affect the percentage of signatures required for petitions. Karr clarified some information for Members at this point, noting that there were 10 initiatives and referendums in the City from 1977 to 2002. Of these 10, the required number of signatures was 2,500 eight out of 10 times. The required number of signatures on the remaining two were 2,525 and 2,667. She clarified that the numbers she gave them earlier were the total numbers they got in, not the requirement. Kubby asked what the 25% would have been versus the 2,500 minimum, and whether this benchmark is too high or just right. Karr stated that they could go back and calculate this, but her guess is that it would have been considerably lower. The question was raised about how many initiatives and referendums there have been since 2002, and Karr responded that she would have to calculate this, but that at least a half dozen come to mind. Caroline Dieterle, an audience member, asked if the numbers that are being given are the successful signatures. Karr stated that she is referring to the initial filing, but that she does have both sets of numbers. She gave the following information: there were 10 from 1977 through 2002; out of those 10, supplemental petitions were half of them; the five that were required to do this did do so. Dieterle stated that her question gets to the concept of how many Charter Review Commission September 9, 2014 Page 3 signatures actually had to be gathered in order to get the number that would qualify for the ballot. Karr stated that she does not have this specific information with her. Kubby stated that she believes when they have such a high benchmark — the 2,500 and the qualified voters — that it says a lot about Iowa City as a community, that there's this second chance. Dilkes stated that they were only able to find one instance where those who submitted supplemental petitions did not meet the required number. Chappell then asked that they discuss the form and content of the petitions, stating that this section is pretty mundane. He asked if people thought there should be more, or less, on signature blocks. Craig asked Karr if her office, as the ones who review and verify, believes this information is adequate. Karr stated she felt the information was the minimum needed to verify the signatures, and provided examples where the information made a difference in counting the signatures, and noted the birthdate alone has been very helpful for her office. Karr noted that some people believe birthdate to be a privacy issue which is part of the reluctance in requiring this information. Vanderhoef stated that in looking at the Guide, on page 5, where it states 'what is the role of the City Clerk,' she spoke to the Clerk's office 'accepting' the petition. She asked if this isn't just the cursory view, prior to a full verification of signatures. Dilkes clarified this further, noting that the process begins once it appears the required number of signatures has been met. Chappell asked if Members could agree to tentatively approve B, the form and content, to which Members agreed they could. Addressing Item C, Chappell noted that this is the one that Dilkes has determined they need to change. She stated that the Commission needs to decide if they want this to be `eligible,' but that it cannot be 'qualified' in this instance. Also needing a decision is whether or not to have a residency requirement. This has come about due to a federal ruling. Members briefly discussed this issue, with the majority agreeing that 'eligible' works. Kubby stated that she would like to think about the age limit aspect of this. Moving on to the timing issue — the timing to file an initiative and the timing for filing a referendum — Chappell asked what Members' thoughts are. Kubby stated that they began to discuss this earlier, that the two -year timeframe may not be long enough to know if an ordinance, for example, is functioning well yet. Members agreed to tentatively approve Item D and to hold off on E for now as they contemplate the two -year timeframe. Revocation of Signature, F, was looked at next. Chappell stated that he likes how this is written. Members agreed to tentatively approve Item F. Chappell stated that they want to try and get through the next two and a half pages in the time they have left, and he asked if they wanted to continue reading each of the sections, or to instead do a synopsis of the next two pages. Members agreed that a synopsis would be agreeable. Karr briefly explained what the process is once a petition has been filed and how signers are verified. Chappell asked if anyone had any changes they would like to see in this section. Chappell then spoke to the issue of a petition being certified insufficient and how within two days the petitioner can request that it be reviewed by Council. He Charter Review Commission September 9, 2014 Page 4 asked if the purpose of this review is to review the City Clerk's decision. Dilkes responded that they have never had this happen during her tenure. Karr added that it is an appeal process that basically gives the petitioner another opportunity to appeal to a higher body. Karr stated that in 1995 they added the 'validity of signature' section in order to better clarify names and to be less rigid in the process. Chappell asked if there were any more specific questions about Section 7.04. There was consensus from the Members to tentatively approve this section. Moving on to 7.05(A), Chappell explained that once a petition is found sufficient, the Council either considers the initiative or reconsiders the referred measure. If they fail to adopt it within 60 days, or fail to repeal it within 30 days it must be submitted to the voters. Atkins stated that this means that the proposed item must be placed on a Council agenda, as this would be the instrument to vote it either up or down. Members were agreeable to tentatively approving 7.05(A). Section 7.05(B) deals with the timing and Chappell read further, `Regular City election or general election, more than 40 days after the expiration of a 60 -day period, provided it is not filed too late.' He stated that these are basically time limits on how long it takes to get on a ballot. Dilkes stated that they worked on these 10 years ago in the review to tie these down. Chappell asked if the Council could call a special election for the purpose of considering an initiative or a referendum. Dilkes stated that they can with a referendum, but they cannot with an initiative. Members spoke to this issue, questioning Dilkes and Karr on the State requirements for elections. Looking at (C) briefly, Chappell asked if there were any questions on Section 7.05(C). Members tentatively approved this section. Section 7.06 was reviewed, with Members asking for some clarification in the wording. This section, both (A) and (B) were tentatively approved. Chappell then moved to summarizing 7.07. Craig asked if the Council can impose conditions that are lower or less stringent. Members reviewed the wording here, agreeing that clarification is needed. Dilkes agreed that this is a good question here. Atkins asked why they have all of their election law in the Charter, instead of an ordinance or something that the Council can utilize. He asked if there shouldn't be some sort of legislation that governs all of this. Chappell stated that with initiative and referendum being so unique, you won't find them in State law, first of all. He then gave some examples of issues that could arise where it is a good idea to have initiative and referendum where they are. Back to 7.07's wording, Chappell read: The Council may not set except by Charter amendment conditions or requirements affecting initiative and referendum which are higher or more stringent. He asked if they need to change this, to broaden it some. Shaw questioned if changing the language would not keep the Council from being able to do this. Kubby stated that they could still make a change with a Charter amendment. b. Commission Discussion of Other Sections (if time allows): Charter Review Commission September 9, 2014 Page 5 Chappell then asked Craig to read Section 8.01, Charter Amendments. Kubby spoke first to this, asking why it has to be a special election here. Dilkes stated that you can put a special election on the regular ballot in those cases. Dilkes added that much of this section is set per State code, so not much else can be done here. Schantz asked if the Council had ever acted to amend the Charter or place a Charter amendment on the ballot without a petition or a Charter Review recommendation. Dilkes said not in her memory. Caroline Dieterle, audience member, stated that they are forgetting about the part of the Charter amendment to make the Police Review Board a permanent part of the government. Dilkes explained that that involved a citizen petition and the question being asked was about amendments without a citizen petition. Members then tentatively approved Section 8.01. Moving on then to 8.02, Chappell asked Shaw to read this section aloud. The discussion started over whether the Council could take recommendations made to them and split them apart, where some would be done by amendment and some by election. Dilkes stated that they could do this. Chappell questioned some of the subsections and how they are being numbered. Chappell noted that they have now completed their first pass of the Charter. He asked if anyone had anything they wanted to discuss further at this time. UPDATE OF PUBLIC REVIEW PROCESS: Chappell stated that he will be meeting with the Board of the League of Women Voters soon and will see what they have in mind. He will let them know what type of public meetings the Commission hopes to have. Chappell noted that the public forum is being held on September 23rd. The process is going to be basically the Commission listening and being informed as to what the public thinks about anything related to the Charter. Then there will be a special meeting on September 30th to review the public forum comments. Karr reiterated that they will be taping the forum for rebroadcast at a later time. She also asked if Members would like to have copies of all correspondence to date in the packet prior to this meeting. Sullivan stated that it would be a good idea, as would the tally of issues they have brought up — to date if possible. 01 :14[t41616]J,IJiI=1►116 Caroline Dieterle of 727 Walnut Street addressed the Members, stating that she barely knows where to begin to criticize the Commission's discussion, or to add to it. She asked how many of the Members have actually participated by being a petition circulator for an initiative or referendum. Dieterle stated Kubby would be the only Commission member with some conception of the difficulty that is involved here. Commission Member Craig stated she also had been involved as a circulator. Dieterle continued, stating that the City of Iowa City, along with its mayor and council type of government, are extremely resistant to change. She added that it takes typically two election cycles to make any real dent on the composition of the Council, and that everything develops from the Council through the City Manager. If you are unhappy with the City Manager, she stated it can take two cycles to get a Council that would be willing to make any changes. She reminded everyone that many issues come out at the grassroots level and then develop as time goes by. One issue that took well over 4,000 signatures, just to get the 2,500 minimum required, was the red -light camera issue. Dieterle Charter Review Commission September 9, 2014 Page 6 noted how difficult and time - consuming this was. She continued to speak to the issues of petition circulation and the difficulties that arise. Dieterle stated that the State code does not require 'qualified elector,' 362.4 — that 'eligible' is okay there. She stated that the ACLU has written a letter to the City, asking that they change this. Audience member Diane Henry stated that she concurs with what Dieterle said. She stated that Dieterle has shared the sentiments of many here in Iowa City, particularly people who are transient individuals in this area and yet want to be involved in the politics here. This population's ability to be eligible versus qualified should allow them to be able to vote. TENTATIVE THREE -MONTH MEETING SCHEDULE (Second & fourth Tuesday of each month): Chappell quickly reviewed the tentative meeting schedule, noting the September 23rd public forum. Karr stated that depending on the duration of the meeting on the 23rd, she can't guarantee turnaround time for minutes before the meeting on the 30th. Looking at November 11, Karr noted that this is Veterans Day. The Commission agreed that they do not need to meet November 11, and can decide later if they need to add an additional meeting. Craig brought up a late correction to the minutes. On page 3, towards the bottom, it says "intent to commerce" and should be "commence." September 23 — evening public forum 7:00 P.M. September 30 October 14 October 28 November 25 December 9 December 23 ADJOURNMENT: Sullivan moved to adjourn the meeting at 9:12 A.M., seconded by Stone. Motion carried 9 -0. Charter Review Commission September 9, 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 0 0 0 c�r� can M W W NAME EXP. W V j O P. N N CY) � W 46 4/1/15 X X O/ X X X X X X Steve E Atkins Andy 4/1/15 X X X X X X X X X Chappell Karrie 411/15 X X X X X X X X X Craig Karen 4/1/15 O X X X X X X X X Kubby Mark 4/1/15 X X X X X X O/ X X Schantz E Melvin 4/1/15 X X X X X X X X X Shaw Anna 4/1/15 X X X X X X O/ X X Moyers E Stone Adam 411/15 X X X X X X X X X Sullivan Dee 4/1/15 X X X 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 Mir-ff-Tr� Charter Review Commission 3b(4) September 23, 2014 - Page 1 MINUTES FINAL CHARTER REVIEW COMMISSION (Community Input Forum) SEPTEMBER 23, 2014 — 7:00 P.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: Marian Karr, Eleanor Dilkes CALL TO ORDER: Chairperson Chappell called the meeting to order at 7:00 P.M. and welcomed those in attendance. INTRODUCTION OF BOARD & BRIEF OVERVIEW: Chappell presented a brief overview of what the Commission's charge is — to review the Charter and then make recommendations to the City Council for changes. The City Council then has the option of either adopting the recommended changes as presented, or putting the recommended changes out for a public vote. Chappell continued, stating that the Charter Review Commission has been meeting every other week since May of 2014. The Commission is reviewing the Charter line by line and discussing what — if any — changes they believe may need to be made. Chappell noted that this is their first public forum, and that the Commission is at the point where they would like to hear from the public. There will be a second public forum later in the process. Chappell noted that some of the larger issues the Commission has discussed so far include the number of Council members there are; the split between at -large and district; Council salaries; qualified electors versus eligible electors; and the election process of the mayor. PUBLIC DISCUSSION: John Balmer, 10 Princeton Ct„ thanked the Commission for their review of the Charter. He stated that he strongly supports the Council /Manager form of government that Iowa City has had for many years. He noted that next year, 2015, will mark the 40th anniversary of the first election of a seven - member Council, of which he was a member. Balmer gave some background on how the four at -large and three district seats came about. He added that he would encourage maintaining this aspect of the Charter. Balmer also spoke to the issue of how the mayor is selected, adding that this process has been in place for over 50 years. He gave some background on this, noting that the idea is to have someone who is part of the team and can help the Council work together as a whole. Bob Elliott, 1108 Dover St., also thanked the Commission for their work, noting that it is vitally important for the City of Iowa City. He too believes the Council /Manager form of government has served the City of Iowa City very well over the years. He added that he believes this form of government enables and furthers the concept of 'citizen legislators.' Elliott stated that serving as a member of the Council should not be a career, or even a part-time job. He believes that serving on the Council is a privilege and a responsibility. Term limits is one area that Elliott would like to see some changes to. As for the issue of mayoral selection, Elliott believes the current process has served the City well and should be maintained. Elliott spoke to the way the Council representation, at -large and the district, is set up. He believes this system works well for the entire City and should be maintained. Elliott then spoke to the issue of petitions and Charter Review Commission September 23, 2014 Page 2 registered voters. He believes that if people do not register to vote, then he would not be interested to hear what they have to say. Caroline Dieterle, 727 Walnut St., stated she has been active in city government issues since 1968. She explained that one of the most disturbing things to her about Iowa City when it comes to examining voter statistics — who votes and where they live; who appears before the Council; who runs for Council — is that they could be accused of having a government 'of the elite, by the elite.' She believes that as the city continues to grow and the major issues become more intense that this issue will become more of a problem. Dieterle believes that all of these traditions they speak of need to be looked at more closely and decisions made as to whether or not these things should continue. As for the selection of the mayor, Dieterle believes this position should be elected by the people. Speaking to the district and at -large issues, and who votes when, Dieterle stated that it gets terribly confusing to explain. She believes it destroys the intent of balancing district with at -large seats. Dieterle stated that the major issue for her, however, is the `qualified elector' in the petitioning process for referendum and initiative. She stated that she believes the `qualified elector' distinction should be eliminated. She noted the lengthy and involved process that one must go through in order to start a petition, giving examples of what it is like trying to gain signatures for your petition. Judy Pfohl, 2229 Abbey Lane, stated that she has done a couple of petitions in the past, ones for Planning and Zoning though. In regards to the citizens electing the mayor, Pfohl stated that she would be concerned about the increase of money for elections. She believes that this would also become an issue with at -large and district voting, and that she sees no need for changes in these areas. Chris Piker, 236 Raven St., stated that he has a very specific proposal. He would like to see the City move to four district councilors and three at- large. He noted that he lives on the east side of Iowa City, and when issues of walkability, for example, are brought up, it is typically about downtown. He sees the need for this in the outlying neighborhoods, especially for students walking to and from the various schools in town. His proposal would be to have a new District D, composed of the central precincts. He believes this would give the city better representation, and cover a smaller region.. Mike Carberry, 2029 Friendship St., stated he has been a resident of Iowa City since 1976. He added that he loves Iowa City and thinks it is one of the greatest in the Midwest. However, he believes there should be more to a city than a triple -A bond rating. With Iowa City's fast and continuous growth, he believes some changes need to be made. One change could be direct election of the mayor by the people. Carberry believes the city needs a mayor that is powerful, and that the city manager position actually has too much power. Another change would be to the City Council. He believes they are greatly underpaid for what is expected of them and that this pay should be increased. With this increase in pay, he believes they could get candidates of a higher quality. Carberry also would like to see four districts and three at -large seats represented on the Council. He believes that a `strong' mayor and a 'strong' council would be more responsive to the citizens of Iowa City. Regarding the 'qualified elector' issue in the petition process, Carberry stated that he agrees with what others have said — that this process is really very undemocratic and should be changed. He added that he would really like to see Iowa City become more democratic. Pam Michaud, 109 S. Johnson St., stated that she would echo what Mike Carberry and Caroline Dieterle have said this evening about the district and at -large seats. Continuing, Michaud stated Charter Review Commission September 23, 2014 Page 3 that she believes Iowa City's government is more 'by elite, for elite' than it should be. She then gave an example of a time that she was circulating a petition regarding a TIF issue. The developer in this situation evidently did not have the necessary downpayment for a project that was being proposed. She shared her experience in getting her petition signed, often in 100 - degree weather, noting that she obtained more than the required signatures. However, her issue was completely ignored by the Council. Michaud stated that the responsiveness was not there, and she questioned how this could be written into something like the Charter. Nancy Carlson, 1002 E. Jefferson, noted that one of the first things said in the Charter is that the Charter is here 'to help serve the community.' She believes this first sentence is very important. In relation to this, she believes that perhaps it is time to do some redistricting, that perhaps they need to look at how the current districts are set up. Carlson stated that she is most concerned about the southern part of Iowa City, where there is currently a lot of development. She wants every person in the city to feel that they are important, that their concerns matter. Carlson touched upon Council compensation. She noted how little the Councilors receive for their service, and how it limits the candidates who can run for Council. Carlson noted that over the years she has noticed that Councilors have less and less time to spend on the City's business and she believes this is not a good thing for the City. Carlson then asked, "Where do we want to be 10 years from now? And what is the best way to get there ?" Jim Knapp spoke first to an article in the paper, adding that he doesn't think it is proper for the City to give money to people to build huge buildings. Instead, he thinks these issues should go to the community as a whole to be decided on. He also spoke about the water treatment plant and their pipeline in the area. He believes the Council needs to be checked and balanced with the community and that the community also needs to be involved in major decisions — not just the Council. Knapp also stated that he does not think the Council should be comprised of downtown business owners, as sometimes there are several on the Council at once. Knapp also spoke to his dislike of the dealings between the City and developer Marc Moen. He stated that he believes the Council has too much power, and that the City does not go out and do what they need to do as far as enforcing regulations. He added that more of these dealings need to be in the hands of the public, and not the Council. Knapp then spoke about the meetings taking place behind closed doors and that there are open meeting laws in effect to deal with this. He also spoke about the Peninsula development and the need for another access point. Tom Carsner, 1627 College Court Place, stated that he has written to the Commission but wanted to elaborate further in person. The first issue he addressed was the 'strong mayor' form of government. He stated that the present Council /Manager form of government shows that the weight of imbalance is on the side of the establishment, the status quo — the institution. This 'establishment' is hard to fight against, especially for those who are on the lower side of the imbalance of power. Carsner stated that he does not want to see this form of government take further steps to disempower those people on the lower side of the balance of power. This is why he believes an elected mayor, a strong mayor, is vital for bringing more power to the citizens. Carsner stated that he believes issues in the community need to be discussed more, not less, and that this is what a strong mayor would allow the citizens of Iowa City to do. He believes a strong mayor would have the backing of those citizens who voted for him or her, and therefore be receptive to discussing those issues important to the citizens. The issue of Council's time and input, versus City staff, and how the passivity and deference to the institutional weight, or the status quo, was touched on by Carsner, as well. Speaking to the eligible elector and registered voter issue, Carsner spoke to his experiences in speaking to people about why they are not registered to vote. He stated that he believes that just because Charter Review Commission September 23, 2014 Page 4 someone does not register to vote, they should not lose their ability to participate in government. He added that he is a strong believer in returning to the eligible elector standard for signing petitions. Martha Hampel, 4362 E. Court St., spoke to the qualified versus eligible elector issue first. She stated that she believes they should get rid of the qualified elector requirement. She shared an experience in getting signatures for a petition, stating that in order to get the 2,500 required signatures, they had to collect around 4,500 signatures. She suggested the Commission speak to the City Clerk to see what she does to verify signatures. She added that it's very non- technical, all on paper. Hampel spoke to the weather issues, as well, noting how difficult it is to out in the inclement weather, attempting to collect the right signatures. She stated that the process is very long and difficult, and that the process should be easier so that the Council can hear from the public. She asked again that the Commission consider recommending elimination of the `qualified elector' requirement for referendum and initiatives. Regenia Bailey, 310 Reno St., the Commission for their work. She stated that she feels very strongly about how the district representatives are elected. She shared that she herself was a District C representative, and that she spent time explaining Iowa City's system. Bailey continued, stating that she believes the current system works well for Iowa City, that the Council comes together to work as a community. She has concerns about changes being made to this system. Bailey then spoke to the directly elected mayor issue. She added that this has some appeal, but she questioned if people would really get what they want. She believes the current make -up of Council creates a team effort. Bailey stated that she believes the current system is a great one — very community — and she encouraged the Commission to keep things the same. Judy Pfohl, 2229 Abbey Lane, spoke to how her son was involved in the Wisconsin recalls and some of the practices that took place, such as people saying `sign this petition to keep a mall from being built in your area,' when in fact what people signed had nothing to do with that. She also spoke about how issues in California can get on the ballot too easily, and she gave some examples. Alexsey Gurtovay, an 18 -year resident of Iowa City spoke to the issues that have been discussed and how it is easy to take for granted what is already written in the Charter and to be skeptical about making any changes. Gurtovay spoke to the petition issue, noting that changes to the City Code are what require the correct electors to sign. He added that it is easier to get a petition signed to change the Charter than it is the Code. Kubby moved to accept correspondence from Judy Pfohl, Harry Olmstead, Carol deProsse, Martha Norbeck, and Chris Piker. Sullivan seconded the motion. Motion carried 9 -0. Chairperson Chappell noted the televised playback times for tonight's forum: Saturday at 5:00 A.M.; Sunday at 5:00 P.M.; Monday at 1:00 P.M.; Wednesday at midnight and 9:00 P.M.; and Friday at 8:00 A.M. The playback will also be available on the City Channel 4 web site, available Saturday. ADJOURNMENT: Vanderhoef moved to adjourn the meeting at 8:15 P.M., seconded by Shaw. Motion carried 9 -0. Charter Review Commission September 23, 2014 Page 5 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 W 0 0 0 NAME EXP. W c ah N N O N P is 4pk 46 A A 4N 411/15 X X O/ X X X X X X X Steve E Atkins Andy 411/15 X X X X X X X X X X Chappell Karrie 4/1115 X X X X X X X X X X Craig Karen 4/1/15 O X X X X X X X X X Kubby Mark 4/1/15 X X X X X X O/ X X X Schantz E Melvin 4/1/15 X X X X X X X X X X Shaw Anna 411/15 X X X X X X O/ X X X Moyers E Stone Adam 4/1/15 X X X X X X X X X X Sullivan Dee 4/1/15 X X X X 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 CITY OF IOWA CITY 3_ b . MEN , MEMORANDUM Date: September 17, 2014 To: Mayor and City Council From: Staff Member of Citizens Police Review Board Re: Recommendation from Citizens Police Review Board At their August 26, 2014 meeting the Citizens Police Review Board made the following recommendation to the City Council: (1) Accept CPRB Forum Summary (2) Accept CPRB FY14 Annual Report (3) Accept CPRB Report on Complaint #14 -05 Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action S:RECform.doc FINAL/APPROVED CITIZENS POLICE REVIEW BOARD MINUTES — AUGUST 26, 2014 CALL TO ORDER: Chair Joseph Treloar called the meeting to order at 5:30 P.M. MEMBERS PRESENT: Melissa Jensen, Royceann Porter, Maxime Tremblay MEMBERS ABSENT: Mazahir Salih STAFF PRESENT: Staff Kellie Tuttle and Patrick Ford STAFF ABSENT: None OTHERS PRESENT: Captain Doug Hart of the ICPD; Marian Karr, City Clerk RECOMMENDATIONS TO COUNCIL (1) Accept CPRB Forum Summary (2) Accept CPRB FY14 Annual Report (3) Accept CPRB Report on Complaint #14 -05 CONSENT CALENDAR Motion by Jensen, seconded by Porter, to adopt the consent calendar as presented or amended. • Minutes of the meeting on 06/11/14 • ICPD Memorandum #14 -05 (2nd Quarter 2014 Use of Force Review) • ICPD Use of Force Report — April 2014 • ICPD Use of Force Report — May 2014 • ICPD Use of Force Report — June 2014 • ICPD Memorandum (Quarterly Summary Report IAIR /CPRB, 2nd Quarter 2014) • ICPD General Order #95 -04 (Administration of Department Training) • ICPD General Order #99 -01 (Police Vehicle Pursuits) • ICPD General Order #99 -05 (Use of Force) • ICPD General Order #99 -09 (Vehicle Crashes) • ICPD Rules and Regulations Motion carried, 4/0, Salih absent. OLD BUSINESS Community Forum — A draft of the forum summary was included in the meeting packet. After review there were no changes by the Board. Moved by Jensen, seconded by Porter, to forward the forum summary to the City Council. Motion carried, 4 /0.Salih absent. August 26, 2014 Page 2 Video — Karr reported that one remaining issue needed to resolved for completion of the video, and addressing all the questions previously distributed in the February 11, 2014 meeting packet. The final question "why the Board can't do more" could be addressed by legal counsel or a Board Member. Treloar noted he would like to focus on what the Board can do. The Board requested to view the partial video at the next meeting. NEW BUSINESS Charter Review Update — Karr referenced the proposed changes to Article V, Section 5.01 of the City Charter in the packet that were being discussed by the Charter Review Commission regarding the Citizens Police Review Board. Karr stated that if the Board wanted to make any other recommendations that there was plenty of time to do so. Tuttle reminded the Board of past discussions by Board members regarding the language for the purpose of the forum, and the concerns that it focused on police policies, practices, and procedures without required police representation. It has become a practice of the Police department not to be a participant since it is a Board forum and not a Police forum. CPRB FY14 Annual Report — A draft of the annual report was included in the meeting packet. After review there was one amendment by Legal Counsel. Moved by Jensen, seconded by Tremblay, to forward the CPRB FY14 Annual Report to the City Council. Motion carried, 4 /0.Salih absent. Video Review Process — Tuttle inquired whether the Board wanted a policy on reviewing complaint related videos. Previously videos have ranged in time anywhere from 10 minutes to 4 hours. In the past the videos were either watched in executive session or members made an appointment to watch the video at City Hall during business hours. Tuttle asked if they wanted to continue with those options or look at having a 2 member committee review the video and prepare a draft report or if there were any other options. Legal Counsel Ford asked if it were possible for members to take the videos home and watch them. Tuttle stated it wasn't a practice they had used in the past and several Board members agreed that it wasn't something they were interested in doing. The Board did agree that all members should watch video provided whether in executive session or by appointment, and not by a committee. PUBLIC DISCUSSION None. BOARD INFORMATION Porter mentioned that she got the opportunity to go to Ferguson, MO and met the Police Chief and Mayor. STAFF INFORMATION None. CPRB August 26, 2014 Page 3 EXECUTIVE SESSION Motion by Jensen, seconded by Tremblay to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22 -7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 4/0, Salih absent. Open session adjourned at 6:09 P.M. REGULAR SESSION Returned to open session at 6:20 P.M. Motion by Jensen, seconded by Porter to summarily dismiss CPRB Complaint #14 -05 due to the complaint not being filed within 90 days of the alleged misconduct. Motion carried, 4/0, Salih absent. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change) • September 9, 2014, 5:30 PM, Helling Conference Rm • October 14, 2014, 5:30 PM, Helling Conference Rm • November 11, 2014, 5:30 PM, Helling Conference Rm • December 9, 2014, 5:30 PM, Helling Conference Rm ADJOURNMENT Motion for adjournment by Jensen, seconded by Porter. Motion carried, 4/0, Salih absent. Meeting adjourned at 6:23 P.M. ;C zz��ro oo�c; ro e+ pN � O W N O l 1 �I R ~ � N b l�J o b O r• O O a 0 � A A >C o x X 00 00 0 N w Ul tA ON 00 pN � O W N O l 1 �I R ~ � N b l�J o b O r• O O a CITIZENS POLICE REVIEW BOARD A Board of the City of Iowa City 410 East Washington Street Iowa City, IA 52240 -1826 (319) 356 -5041 August 26, 2014 Iowa City City Council City of Iowa City 410 E. Washington St. Iowa City, Iowa 52240 Re: Citizen Police Review Board's Annual Community Forum Conducted May 13, 2014 To: Whom It May Concern The Iowa City Citizen's Police Review Board held its 2014 Public Forum on May 13, 2014. Members at the forum were Melissa Jensen (Vice Chair), Joe Treloar (Chair) Royceann Porter and Mazahir Salih. Staff present was Legal Counsel Patrick Ford. The forum opened with an introduction of members and staff and a roll call vote. The Board voted to accept correspondence and it passed unanimously. Treloar read a letter the Board had received from Adam B. Sullivan. Treloar reported that Mr. Sullivan's letter was submitted to the Iowa City Police Department. Jensen read a letter from the Iowa City Police Department in response to Mr. Sullivan's letter. Mr. Sullivan was present at the meeting and indicated the letter from the Police Department addressed his concern. Jensen also read a letter from an inmate at the Johnson County Jail. Following Jensen's reading of the correspondence, Treloar opened up the forum for public discussion. Rod Sullivan, of 2326 E. Court Street, Iowa City addressed the forum. Mr. Sullivan began by thanking the Board members for their service. Mr. Sullivan said that the Ad Hoc Diversity Committee had made a recommendation concerning police traffic and pedestrian stops where no citations were issued but no data was collected on these stops. He was concerned that since people were complaining about the police having a disproportionate number of stops with minorities that this should include all police stops, whether a citation was issued or not. His point was that there was data collected on stops resulting in the issuance of citations but no data was kept on stops where citations were not issued. He wished to see data collected on stops where citations were not issued. Mr. Sullivan said that "it would make sense to work with Johnson County, Coralville, North Liberty, University Heights, etc., to make sure everybody was collecting the same data. " Mr. Sullivan spoke to how disproportionate minority contact was not just an Iowa City or Johnson County issue but there were statistics showing that this was a national problem. He said he would like to see a plan to use the collected data to address the problem and improve the statistics. The next person to address the Board was Fatimah Omar. Ms. Omar voiced a complaint about how her sister was treated by the Police when she was crossing the street and was struck by a vehicle. Ms. Omar said that her sister was a person of color and the driver of the car was white. Ms. Omar felt that the treatment her sister received was different from the treatment the drive of the car received. She felt this was due to the race of the people and the officers involved. Ms. Omar said that many African American parents feel that their children were being racially profiled by the police. Ms. Omar cited the curfew that was imposed on the East side of town, and in particular, the Broadway neighborhood area as an example of the double standard that existed in police practices in Iowa City. Ms. Omar said that African American and Latino youth were nine times more likely to be arrested than white youth. Ms. Omar cited other statistics indicating a racial disparity in arrest rates for African American and Latinos. Ms. Omar said African Americans and Latinos were less likely to get oral reprimands or interventions that did not include charges or legal consequences than their white counterparts. Ms. Omar suggested that we need to "step up our game ", make our minority residents feel more welcome. She suggested we need to take action to stop illegal searches and Fourth Amendment Rights violations and have equal legal practices and procedures among the different races. Adam Sullivan was the next to address the Board. Mr. Sullivan said that military surplus equipment was coming back from the mid -east as US involvement in the conflicts there was winding down. Mr. Sullivan expressed concern that some police departments have received tank or armored personnel carrier type vehicles. Mr. Sullivan was concerned that we should have "really strong rules for when that equipment is going to be used" and when we were going to have a military type response. Mr. Sullivan said he appreciated the response from the Police Department but the instances where such equipment could be used seemed very broad to him. Reverend Doyle Landry was the next to address the Board. He expressed concerns that problems concerning race issues have been brought up for many years but nothing seems to be happening to address these problems. Mr. Terrell Fulwiley was the next person to address the Board. Mr. Fulwiley was concerned about synthetic drugs in Iowa City. He was also concerned about a Herky statue being placed within 15 feet of a known drug area in downtown Iowa City. Mr. Fulwiley said that this statue has been vandalized by having someone pour a can of soup on it. Mr. Fulwiley said parents will stop and take pictures of their children standing with this Herky statue. He felt that this was not safe as the children were in a drug use area and were subject to dangerous situations by being there. He would like the statue to be moved. At the conclusion of the comments from the public Treloar thanked the audience for their input and called for a motion to adjourn. The motion was seconded and the meeting was adjourned. Adjournment 6:37pm �r Joseph Treloar Chairperson Citizen Police Review Board Transcriptions attached. Forum agenda, minutes, transcriptions, correspondence, and handouts are all available on the City website. (www.ic ov.org) May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 1 Members Present: Melissa Jensen (Vice- Chair), Royceann Porter, Joseph Treloar (Chair), Mazahir Salih Staff Present: Patrick Ford Introduction• Treloar/ Well, let's go ahead and call this meeting of the Citizens Police Review Board and annual forum to order. Roll call vote. Jensen. Jensen/ Here! Treloar/ Mazahir. Salih/ Yes. (mumbled) Treloar/ Porter. Porter/ Here. Treloar/ Treloar, here. Um, hi, I'm Joe Treloar, I'm the Chair of the Citizens Police Review Board. I'm the one making all kinds of feedback noise. Um, with me I have Melissa Jensen, Royceann Porter, and our legal counsel. Ford/ I'm Pat Ford. Treloar/ Um ... just very briefly, the Citizens Police Review Board was established to, um, review complaints on the citi ... on the Iowa City Police Department, and review policies and procedures (noises on mic) (mumbled) ... getting feedback. Urn ... okay. Correspondence: Treloar/ At this point I'll consider a motion to accept correspondence and /or documents. Jensen/ Do you, uh, want to read `em first? Do we need to do that first or we're good to go? Treloar/ I think we're good to go. Jensen/ Okay. All right. So moved. Salih/ Second. Treloar/ Moved and seconded. All in favor say aye. Opposed same sign. Okay! We did receive (noises in mic, change in recording sound) an email question. (several talking) Might This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 2 be! (several talking, change in recording sound) Um ... this is from Adam B. Sullivan. (reads correspondence) And we submitted this to the Police Department and they responded with what kind of equipment they have and Melissa Jensen, Co- Chair, will read their response. Jensen/ Okay. Um, as Joe mentioned this is, uh, response from the Iowa City Police Department to answer the question. (reads correspondence) Treloar/ Like to thank Adam Sullivan for his question and... Jensen/ He's here. Treloar/ Hope that answers ... (several talking) Did you want to... Jensen/ We did receive another correspondence, just prior to the meeting. So I'm going to go ahead and read it. Please bear with me because this is the first time I've read it. Um, request is to please read at the hearing. (reads correspondence) Treloar/ Okay. Well, at this time we'll open up to the floor for public discussion. We ask if you want to ... address the Board, use the microphone, as this is televised for later broadcast and they can't hear you if you don't speak into the mic. Give your name and sign in, please! (unable to hear female speaking away from mic; feedback sounds) Forum: Sullivan/ Good evening. My name is Rod Sullivan. I live at 2326 E. Court Street in Iowa City. And let me start by thanking you all for your service. I know that, uh, it can be kind of thankless at times serving on a board or commission. I appreciate the fact that you're willing to step up and do that. Uh, so I have two related issues that I want to bring up for you folks just to ... to take in and perhaps to make recommendations with. Uh, you may recall that when the Ad Hoc Diversity Committee was ... was, uh, formed for the City of Iowa City, there were a number of recommendations. Uh, there was one in particular that was made regarding, uh, policing, and I've never heard anything about it since, and I'm hoping you folks can follow up. And that is that we had, uh, asked questions about, uh, stops, be it traffic stops or just stopping pedestrians, where there are no, uh, citations made. Uh, it seems as though there are good statistics kept in terms of, uh, the race of a person when there's some sort of ticket issued. But if there's no ticket issued, we don't have that data, at least that was my understanding at the time. And it seems to me that when, uh, people are complaining about disproportionate minority contact, that includes all contact, not just contact where there was some kind of violation, and so ... uh, I think it would be very important that that data be collected. Uh, I also think it would make sense to work with, uh, Johnson County, Coralville, North Liberty, University Heights, etc., to make sure that everybody's collecting the same data. Uh, so that we can ... can compare and make sure that we've got... you know, we're a small enough area that we should have ... have, uh, good data there. I think the whole data set. So, uh, I would love to see you folks follow up with that and see if there's not something we can do on that issue. This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 3 Uh, secondly, and related to that (clears throat) um, I think we can all acknowledge that we have, uh, issues throughout our criminal justice system, not just in Iowa City and Johnson County, in the whole U.S., with disproportionate minority contact, and I think we've already got some ... some, urn ... statistics that bear that out. We need to do a better job collecting data. I think that data will probably prove that to be the case, as well, and ... and so then we have to say, once we've collected the data, what are we going to do with it, and I think it's also important to have a very clearly set out goal to, uh, do something to improve upon that, and that's another thing that I think we haven't really heard is, um, although occasionally folks will admit that there's an issue, we haven't really heard, okay, we know it's an issue. Here's how we're going to try to improve the statistics. And so I would also like to hear a concrete plan of some sort for improving the statistics. I understand it's not something that'll happen overnight. I understand it might be difficult to do, but I think it's something we should at least show that we're striving to do. Thank you. (several responding off mic) Omar/ Hello, my name's Fatimah Omar. I'm an undergraduate student at William Penn University and I've gro ... I've lived in the Iowa City community my whole entire life and I decided to come here today to ... urn, well I have decided to come here because I've had some unjust experiences with an Iowa City police. Uh, as a biracial individual and minority, and this happened about nearly ... two and a half years ago, um, a person with a clean record, no arrests or anything. My sister got hit by a car and the guy who hit her was white and the police was white, and the police showed no sympathy for my sister, but instead he spoke to her as if she was incompetent and said, "You have to be careful when you care ... when you cross the street next time," and he spoke to my dad in the same manner and he said, "Your daughter has to be careful when she crosses the street," and this guy's a clean ... decent guy. He has no records, but little did he know there's a thing called the internet, and we found his public arrest records. The man had, um, three charges of assault and ... um, he had two or three 0 ... OWIs and on top of that, I have a lot of minority friends who said they have felt as if they've been racially profiled by Iowa City Police. So with that being said I will continue. Many minority community members in the Iowa City area feel as if the police practices, polices, and laws are a double - standard for minorities, especially towards African Americans and Latinos. Many African American parents in the community feel as if their children are being racially profiled by police. One of the reasons why many minority community members feel as if the police practices, policies, and procedures are a double - standard for minorities is due to the curfew law which was established for the east side of town. This curfew was established due to the concern of the Broadway and Lakeside neighborhoods, where many African American families live. There were many neighborhood complaints about loud music, loud noises at night, and fighting among African American children. This has sparked resentment towards the African American community. Many of the white residents who reside in the Broadway and Lakeside neighborhood are at a discomfort with African Americans because of the cultural adjustment of having a wave of African American families move in within the last recent years. Those African American families were recruited to move in by housing and realty recruits. Rumors speculated in the community about gang activity, supposedly a gang called "The Broadway Goons." Matter of fact, most African American children in these neighborhoods do not associate This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 4 with the title of the Broadway Goons and deem it as a joke and say it's nothing compared to the gangs in Chicago. Not only did the ruckus and disputes among African American children create paranoia about gang activity to community members, but also to the Police Department. The Police Department established the curfew because they thought they could regulate illegal activity, specifically in these neighborhoods, but what they don't realize is all they have done is nothing but stereotype African American children as gangsters and harass them. Interestingly enough, most of the drug suppliers and people with drug arrests in the Iowa City community are ... in the Iowa City area are white, so if... it makes no sense to harass and nitpick African American children over everyday basic kid issues. If anyone should be monitored, it should be the drug dealers and not the supposedly obnoxious and fighting African American children. And justice and the police practices, policies, and procedures are highly significant because it is a racial disparity that can affect the learning of minority children, especially toward African American and Latino students. There are far more African American and Latino students facing suspensions and police referrals. African American youths are nine times more likely to be arrested than their white counterparts. African American and Latino students are less likely to get oral reprimands or intermissions before facing charges or legal consequences. This affects graduation rates of African American and Latino students. In addition, African American residents make up 4.8% of Iowa City's population, but account for 28% of non - traffic arrests by Iowa City Police in 2011 and African Americans made up 42% of the Johnson County jail's average daily population in 2010. The dispro ... the disproportionality and arrest correspond with the sociological theory of the conflict perspective. Not only does this issue translate to the conflict perspective, but it also applies to the interactionist perspective. Because there is a huge disproportion in arrests between ethnic groups, mainly between whites and blacks, this creates stereotypes in the community. The stereotypes can heavily affect many minorities in the community by making it difficult for them to get jobs, unfair legal practices by police, and ... it can cause African American and Latino children to live up to stereotypes. The Iowa City Police Department and community needs to step their game up. We boast about how liberal and diverse our community is, but yet we are one of the states in the nation with the biggest disproportionality when it comes to arrests, and yet we don't make a lot of our minority residents feel welcome, and yet there have been more unfair illegal searches and seizures towards African American youth, impeding on their Fourth Amendment right. In order to be ... a diverse community, we need to treat everyone equal and we can start with the Iowa City Police Department by practicing equal legal practices and procedures among the different races. Thank you. Sullivan/ Hi, I'm Adam Sullivan. I submitted the question about the special response team, um, and I just wanted to follow up, um, with a brief comment. Um, as everyone's aware, the conventional wars in the Middle East are winding down. Um, because of that the federal government has a ton of equipment they don't need, and they're willing to make that available to police forces, um, for free, uh, with some ... uh, some surcharges involved, and so that equipment is coming here. We're going to have assault rifles and body armor, um, and things that the military calls something else, but you and I, if we saw them on the street, we'd call them a tank. Um, those things are coming back to the United States and they are going to end up in police departments, like ours, um, and I think it's really This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 5 important before we get that, uh, that deluge of new equipment in Iowa, in our neighborhoods, that we have really strong rules for when that equipment is going to be used. I'm not sure if you're familiar with the event that happened in Ankeny earlier this year, but um, if you see the footage, I think it's troubling! I think these are ... these look like, you know, military -style men, um, breaking into a home, um, and it's over ... it was over credit card fraud, for people who didn't even live in that home, and so for me, I don't think that's an appropriate response. And so I think we need to set up really clear rules for when we're going to use a military -style response. Um, I do appreciate the response from the Department, um, but that list of instances, um, where that equipment might be used seems really, really broad to me. I can think of very, very few situations that wouldn't fall under one of those, um, categories. So, I just think it's an issue to ... tc be aware of, and I do appreciate you, uh, hearing my thoughts. Treloar/ Thank you. Jensen/ We're having some microphone issues so Joe and I are going to share a microphone here. Landry/ Good evening (several responding) the Reverend Doyle Landry. Um, Positive Vision. I think it's serendipity that I come behind Mr. Sullivan, simply because sometimes people who have been born and raised here, who can see things clearly, um, nothing good grows in denial. I say that as University Alumnus. I say that as someone who, um, would prefer to light a candle versus curse the darkness, but if it quacks like a duck and walks like a duck, you can't call it a chicken. At that being said, how honest are we being about race? I mean, at the end of the day, race can be enlightening or it can be threatening. But it's our choice, and I say that repeatedly because some of these same review board, I don't know your age, but it's like same conversation, year after year, and we just get older and more deeper in denial, and unfortunately, you can see with wave of violence, not just internationally but locally, that people get tired of being ignored. There's a price to pay when people are marginalized, and deemed invisible. I say that because on the record, I would like to think that the efforts that are being made by the Police Department, I'm not an enemy or one of those individuals who believe that police officers are enemies. I have had individuals, um, that come through my Positive Vision program who, at a young age, decided that they wanted to be officers, both, uh, young men and young women who are members of police force, um, police departments around the country. But this is Iowa City, and it ... again, at the end of the day, the same reoccurring theme about race and law enforcement, we're just getting older, and so it would be ideal to see concrete solutions which work. Um, sometimes it means being uncomfortable with individuals who we have gone to, elementary and middle and high school and maybe even the university, either Kirkwood, the University of Iowa, but racism is racism, and wrong is wrong. So ... are we going to continue to get older with the same comments and just remove the dates in terms of 1972, 1992, 2014, or is it going to take a tragedy where what might grow out of misunderstanding between ... law abiding citizens who pay taxes and ... officers? Cause all you have to do is look in other cities and see what grew out of a misunderstanding. Eventually large forums where people are pointing fingers. It's coming to that point here in Iowa City. I say that as a former full- This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 6 time journalist. I say that as ... (clears throat) someone who has lost, um ... younger people who, again, wrong place at the wrong time. I say that because it's Iowa City and I don't know if it's 2014 or again, 1982. So are we going to be honest about what really needs to be done in terms of the power that you have as a board to effect change, because the matter of racial disparities, that's a fact that can be pulled. Once you have a fact, what do you do with it? What do you really do with it, and again, there's a discomfort in confronting individuals who you may have known all your life, and I'm not just saying you as a board, but this is Iowa City where everybody knows everybody, but as I remind people, Richie and Fonzie are dead. So, with that being said, it would be ideal if there was concrete timelines in terms of this is what will be, uh, enforced, in terms of looking at what other cities of similar populations have done, with regard to effecting change. It's not about pointing fingers. It's not about casting blame, but again, at the end of the day, racism is racism and it's easy to pull it out around January 15tn, 16tn, 17tH, 18 th � depending what day Martin Luther King birthday comes along, but we go back to our normalcy that's increasingly discomforting, especially for children who have grown up in this environment, who are now young adults, and they're talking the same problems when people my age were children were younger. So that is my suggestion, because again, at the end of the day, should tragedy occur, this room would be overflowing with a lot of anger and we're getting to that point, as it gets warmer. Thank you very much! Jensen/ Thank you! Fulwiley/ Hello! My name is Terrell Fulwiley. That's T- e- r- r- e -1 -1. Last name F- u- 1- w- i- l -e -y. I've been in Iowa City for about 12 years. I've been a transient for eight years in this city. I love this city and I want to, um, gotta couple different issues, and it's really... Jensen/ ...could we just ask you to (both talking) Fulwiley/ ...sign in, okay, cool! All right (both talking) Jensen/ ...hated to interrupt you... Fulwiley/ All right, cool! Yeah, um ... I know more people in this state than anybody here. Um, I meet a lot of students. I talk to `em about they problems when they out there drinking. They meet me, they celebrate, they have fun, they go home. This is every night for years. Um, the problem I have, the issue, is that ... I ... it's a lot of...it's urbanism in this state, and there's more urban style coming to this state, and it's a lot of people listening to the hip -hop in the clubs here and ... we organized it on the internet. That's what I took it upon myself to organize the events for hip -hop in the state of Iowa. And that's caused me a lot of problems here. My hip -hop page end up getting more likes and more attention than, um, from the community Iowa, than the University of Iowa newspaper. And um, as part of my understanding, and like there's a lot of stuff I don't want to talk about, but I'm going to open up and talk about it. (mumbled) mechanism, which is a form of anthropology if you understand that, and it alerted certain authorities to how much attention that I'm gettin' out here. Um, I don't steal. I don't sell drugs. Nothing like that. Um, so ... there synthetic in this neighborhood. It's everywhere, and I'm a very This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 7 educated person. I got great references. Had ... teachers (mumbled) me to take courses at the University of Iowa for business. I'm always studying. So I want to point out that... most people would see the synthetic out there and think, hey, this is happening because of the homeless out here and that issue, and um, I want to bring up that me and a lot of people that's dealing with me as far as being, um, administrator of this page and (mumbled) administrator of that knows that hey like ... hey, Terrell, this is really about you. This whole synthetic epidemic you ... they want to now if you got ADHD or anything like that, and I want to point out something that happened last summer is, on June 7t" y'all had the Art Fest. It was the June, um, 51n, 6tn, and 71n, if I think... sure it was. City granted me a permit to have, um, event in downtown Iowa City and um, so (mumbled) before said event, they contacted me, the Arts Fest people, like hey, what are you doing? Your event page is getting too big. How did you get a permit? I'm like I had a permit; they like can you fax me your permit; I'm like ... fax me your permit. And so I went to the City; we talked to them. They said, hey, we made a mistake. We gave you a permit to have a show down here and they had a Arts Fest, and I said, hey, it's all on the internet. Not only the event page there, but the word of mouth is everywhere, cause that's how we promote. So they say, okay. We're going to give you the Chauncey Swan right here, and I'm like ... the people that's comin' to see us really don't want to be across the street from the Police Station. Is there anything else you can do? They say okay, you can have the College Green Park. They wanted to work with me, cause they knew they made a mistake. So once we got to the College Green Park, the issue ... they said, okay, well now you gotta pay for the permit. You gotta pay for the generators for electricity. I said hey, we ... that ... we didn't (mumbled) with this so ... came down here and um, I let everybody know, hey, we urn ... I let the City know, hey, even though we gonna alert people that this event's not going on, they're still going to show up while y'all got all these tents here. They took it the wrong way and um, so me being in the street, Sunday came, and that was the last day of the, um, Arts Fest. So, um, they let us have a little event out here, no disturbances. They said, hey went great, went smooth, y'all didn't disturb nothing. We had a little group. We did it, and it was (mumbled) Well Sunday I went to the Salvation Army and I came back downtown. When I got down here that day, this was June 9t' I'm think. They had the whole street taped off, blocked off from here, around this whole block, and as soon as I walked up here I said whatever this is, they gonna blame me for something! So, it was a bomb threat on the corner, and urn ... later that night the authorities came up to me. The detective was like can we talk to you, and I want it on record that they took a saliva sample from me that day. They said .... cause I was like sure, you know, I didn't want no problems. I'm like sure. I know I'm not doing nothing. So, um ... with my studies, I'm looking at how ... now a lot of people don't understand this. I do a lot of studies, and it says that for ADAD, adult deficit attention disorder, that the University just had a study for this, and they would collect a saliva sample from you, cause wasn't anybody else on the intemet understand. They like, Terrell, why would they take a saliva sample from you to study HDHD. So when I saw the study on HDHD and they was asking for a saliva sample, with the study they do, I was like that's it right there! They was testing me or something to see if I got ADHD. Now, I never graduated high school or any of that, but I constantly study, you know, cause I want to get into business. And um, make a lot of money in media. And that's the problem I think that I brought to these people here because they look at my page as being This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 8 arbitrary for a guy in the street having such a big influence throughout this university, through the community, so and that's just one point and I'm like, um, like there's a lot going on here so ... with the Herky statutes is what I'm going to bring up is ... one of the Herky statues on the corner of, um, Washington and Dubuque, on the north end of the ... the ped mall is within 15 -feet, and I brought this up the other day, is within 15 -feet of a known drug area, where they congregate and they smoke synthetic marijuana and they sell synthetic marijuana, and I brought this up and I've got a lot of, um, got made a petition. I got over a hundred signatures here within five hours yesterday, within ... I got these signatures within 25 -feet of the statute. This past Sunday we had a problem with ... the guy out there that goes by the name of Frank with (mumbled) motorcycles took a can of Campbell soup and put it on top of the Herky head. So we get over there, we like, hey, what is this? And then when nobody say nothing, there was over 10 people over there, within 15 feet of it, wouldn't none of `em say nothing. Once we tried to remove the ... the Campbell's can off it, he got really aggressive. He keeps a knife on `em. The police know this. They got constant calls over the last three years for him, and um, there was a lot of parents there, trying to take pictures. Like you can't put this here, so I'm, um, get the petition I want them to put the Herky statute in a safer place for parents and kids to take a picture, or they would ask for them to remove the two benches that's right there at the north end of the pedestrian mall. I got, uh, even Connie Champion signed this, um, one of the guys that owns the men's wear, uh, store over there. I think that's, um, Clinton Street; he signed it, and um ... I'm just trying to find out how with this whole epidemic going on, with the synthetic out here how can I be safe, knowing I'm not a drug dealer, um, I'm not robbing nobody. You won't find no cases like that in my record, and um, things like that. But, my concern, and with my family and my friends concern, it's like, hey, Terrell, most of this is guides towards you. This is kind of protocol for people that's gettin' too big out here, so I want to know what type of procedures I can take to protect my interests in like hip -hop and ... in this community because we took all events in the state and we put it on one page and made it easier for people to see. So not only am I getting a backlash from, uh, for what I'm doing and promotions from rich people where the artist is rappin', I'm getting a backlash from everybody from the poor people doing synthetic when I fight it. A couple last summer I held a sign out there said don't give the people out here money to buy synthetic marijuana, and they may have read it, you know, and a lot of people was coming up to me. My intemet page is pretty big, and um, I'm always communicating with people. So I just want to ... the City to understand like that ... that's what I do. That's what I want my job to be, so understand I'm not here trying to fight you guys but ... I don't want a war being started around me, them accusing me of things and ... you know, it's a lot of blacklisting going on with me, even with the clubs out here and things like that. So, I gotta be very careful and document everything that's going on in my life, even with the police down here. The people that go to the synthetic stores. I gotta have all that documented in case I pass away or something, cause I don't want these people belittling me here, the community, the police, like he's just some bum out here, um, and when I'm working really hard to try to, um, provide for my family, make sure that, uh, somebody here at this university actually invest in media because there's a lot of people listening to hip -hop in this community, and they need to understand that that's a huge influence (mumbled) that everybody communicate here, and so I want people to know when it was This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. May 13, 2014 Iowa City Citizens Police Review Board Annual Community Forum Page 9 just in the newspaper that the Cheba Hut was talking about, hey, it's affecting our business. We got synthetic. People doing synthetic coming here. It not only affects the people there, but it affects unknowingly affects the whole community. You know, people that's having dinner. It's affectin' them. They just don't know it yet. It's going to affect and it's going to keep snowballing. So I want to find out how can I go about protecting myself and be out here and, you know, do I suppose to be quiet about the synthetic, cause it seems like everybody is. I'm, uh, really is there an anonymous class? People seem to walk past. There's no like an alcoholics anonymous class, there's none for the synthetic. There's nowhere for these people to go. There's nothing for them to ... no class for them or nothing. So I'm like, hey, is there anything that the City can do to cover their butt with this, because them knowingly ... or the University, knowingly putting a statue that close to a known drug area is a problem, and that is kind of...emits a lot of guilt. So that's why I say I talked to `em and say hey, I'm going to wait a couple days before I go public with my papers, with my documents, they ... they gonna be protected in case something happens to me, you know, I study MK Ultra and a lot of things that go on throughout the country and I'm sorry to say that, but I study a lot because I feel like my life is in danger, from me investing in media, and urn ... so ... I just want that to be on record, so in case something happens to me you guys know that I'm definitely looking to be protected, um, I'm looking at all the stuff that's going on out here, cause I've been out here and I've seen the changes and I see how it's affecting the people so I think the city should actually... whatever they doing, they should have some type of measure to help the people that don't want to go out like that, because it is an addiction that people are facing, the synthetic marijuana. You know, it's a lot of people targeting them, which is unfair and um, that's all I want to be (mumbled) awareness to. Jensen/ Thank you, Terrell. Treloar/ Anyone else? If we have no one else who would like to speak, I think we're going to go ahead and adjourn. Thank you all for your comments, uh ... make a motion to adjourn. Adiournment• Salih/ Moved. Jensen/ Second. Treloar/ Motion made and seconded. All in favor. Opposed same sign. We're adjourned. Thank you so much! Jensen/ Thank you! This represents only a reasonably accurate transcription of the Iowa City Citizens Police Review Board annual community forum of May 13, 2014. CITIZENS POLICE REVIEW BOARD GENERAL RESPONSIBILITIES Established in 1997, by ordinance #97 -3792, the Iowa City Citizens Police Review Board formerly known as Police Citizens Review Board (hereafter referred as the CPRB), consists of five members appointed by the City Council. The CPRB has its own outside legal counsel. The Board was established to review investigations into claims of police misconduct, and to assist the Police Chief, the City Manager, and the City Council in evaluating the overall performance of the Police Department by reviewing the Police Department's investigations into complaints. The Board is also required to maintain a central registry of complaints and to provide an annual report setting forth the numbers, types, and disposition of complaints of police misconduct. The Board shall hold at least one community forum each year for the purpose of hearing citizens' views on the policies, practices and procedures of the Iowa City Police Department. To achieve these purposes, the Board complies with Chapter 8 of the Iowa City Code and the Board's By -Laws and Standard Operating Procedures and Guidelines. In FY2014 the following changes were made at the recommendations of the Diversity Committee and adopted by the City Council: Complaint brochures were translated into Spanish, translations in Korean and Chinese are pending, an educational video is -being prepared, the Equity Director is available to provide information to the complainant about the process and to assist in understanding the process, the City Manager will participate in the interviews with the involved Officer(s) on a complaint, and an exit survey will be offered after the investigation is complete and a decision has been rendered. The Board also recommended the following changes that were adopted by the City Council: Changing the name from Police Citizens Review Board to the Citizens Police Review Board, removing language regarding formal mediation within the City Code and from the Standard Operating Procedures, and changing the 45 -day reporting period to 90 -days. ACTIVITIES AND ACCOMPLISHMENTS FOR FISCAL YEAR 2014 Meetings The CPRB tentatively holds monthly meetings on the second Tuesday and special meetings as necessary. During FY14 the Board held twelve meetings and one Community Forum. ICPD Policies /Procedures /Practices Reviewed By CPRB The ICPD regularly provided the Board with monthly Use of Force Reports, Internal Investigation Logs, Demographic Reports and various Training Bulletins. The Department also provided various General Orders for the Board's review and comment. A senior member of the Police Department routinely attended the open portion of the CPRB meetings, and was available for any questions Board members had regarding these reports. Presentations In May of 2014 the Board held its sixth Community Forum as required by the City Charter. The Board did introductions and the forum was opened to the public for questions. There were five members of the public that spoke at the forum. Topics of discussion included the following: disproportionate minority contact, racial profiling, military surplus equipment, race issues, and synthetic drugs. CPRB Annual Report FY 2014 — Approved 08/26/2014 — 1 Board Members Joseph Treloar was re- appointed to the Board in July 2013 and Mazahir Salih appointed in August 2013, both for a four -year term beginning September 1. In October 2013 officers were nominated with Joseph Treloar as Chair and Melissa Jensen as Vice - Chair. Maxime Tremblay was appointed in June of 2014 for an unexpired term. COMPLAINTS Number and Type of Allegations Six complaints (13 -04, 13 -05, 13 -06, 13 -07, 14 -01, 14 -02) were filed during the fiscal year July 1, 2013 — June 30, 2014. Five public reports were completed during this fiscal period (13 -04, 13 -05, 13- 06, 13 -07, 14 -01). The remaining complaint filed in FY14 is pending before the Board (14 -02). Allegations Complaint #13 -04 1. Officer used excessive force when arresting complainant's son - NOT SUSTAINED. Complaint #13 -05 1. Complainant alleges that Officers violated his rights by not reading him a Miranda warning after he was arrested - NOT SUSTAINED. 2. Complainant alleges excessive force — NOT SUSTAINED. 3. Complainant complained that the officers threw his bag into the patrol car - NOT SUSTAINED. Complaint #13 -06 1. False arrest - NOT SUSTAINED. 2. Assault - NOT SUSTAINED. 3. Excessive Use of Force — NOT SUSTAINED. 4. Failure to Complete a Use of Force Report - NOT SUSTAINED. 5. Failure to Use a Body or Car Camera - NOT SUSTAINED. 6. Withholding Evidence — NOT SUSTAINED. Complaint #13 -07 1. Excessive Use of Force - NOT SUSTAINED. 2. Improper Conduct — NOT SUSTAINED. Complaint #14 -01 1. Lack of Professionalism - SUSTAINED. 2. Harassment - NOT SUSTAINED. Level of Review The Board decided, by simple majority vote, the level of review to give each report, selecting one or more of the six levels specified in the City Code per complaint: Level a On the record with no additional investigation 0 Level b Interview or meet with complainant 0 Level c Interview or meet with named officer 0 Level d Request additional investigation by Chief or 5 City Manager, or request police assistance in the Board's own investigation Level a Board performs its own additional investigation 0 Level f Hire independent investigators 0 CPRB Annual Report FY 2014 — Approved 08/26/2014 — 2 Complaint Resolutions The Police Department investigates complaints to the CPRB of misconduct by police officers. The Police Chief summarizes the results of these investigations and indicates in a report (the Chief's Report) to the CPRB whether allegations are sustained or not sustained. (If complaints are made against the Chief, the City Manager conducts the investigation and prepares and submits the reports.) The Board reviews both the citizens' complaint and the Chief's Report and decides whether its conclusions about the allegations should be sustained or not sustained. The Board prepares a report which is submitted to the City Council. Of the fourteen allegations listed in the five complaints for which the Board reported, one was sustained. The Board made comments and /or recommendations for improvement in police policy, procedures, or conduct in one of the reports: Complaint #14 -01 — Allegation (1) Lack of Professionalism Pursuant to City Code section 8- 8- 7(B)3, the Board believes discipline is appropriate. Name - Clearing Hearings The ordinance requires that the Board not issue a report critical of the conduct of a sworn officer until after a name - clearing hearing has been held. During this fiscal period, the Board scheduled one name - clearing hearing, but none were held. Complaint Histories of Officers City ordinance requires that the annual report of the CPRB must not include the names of complainants or officers involved in unsustained complaints and must be in a form that protects the confidentiality of information about all parties. In the five complaints covered by the FY14 annual report a total of seven officers were involved with allegations against them. ICPD Internal Investigations Logs The Board reviewed the quarterly ICPD Internal Investigations Log, provided by the Chief of Police. COMPLAINT DEMOGRAPHICS The following is demographic information from the five complaints that were completed in this fiscal year. Because complainants provide this voluntarily, the demographic information may be incomplete. * Category /Number of Complainants Age: National Origin: Color: Under 21 0 American 0 White 0 Over 21 1 Dominican 1 Black 0 Unknown 0 Neutral 1 Sexual Orientation: Gender Identity: Sex: Heterosexual 1 Female 0 Female 0 Unknown 0 Male 1 Male 1 Unknown 0 Unknown 0 CPRB Annual Report FY 2014 — Approved 08/26/2014 — 3 Marital Status: Religion: Single 0 Unknown Married 0 Jewish Unknown 0 Divorced 1 Physical Disability: No 1 Yes 0 Unknown 0 Mental Disability: 0 No 1 Yes Unknown * Information is reported as presented by the person completing the form. BOARD MEMBERS Joseph Treloar, Chair Melissa Jensen, Vice Chair Royceann Porter Kingsley Botchway /Mazahir Salih Donald King /Maxime Tremblay CPRB Annual Report FY 2014 — Approved 08/26/2014 — 4 0 0 CITIZENS POLICE REVIEW BOARD A Board of the City of Iowa City 410 East Washington Street Iowa City IA 52240 -1826 (319)356 -5041 CPRB REPORT OF SUMMARY DISMISSAL TO THE CITY COUNCIL Re: Investigation of Complaint CPRB #14 -05 CPRB Complaint #14 -05, filed August 5, 2014, was summarily dismissed as required by the City Code, Section 8 -8 -3 D and 8 -8 -3 E. The complaint was not filed within 90 (ninety) days of the alleged misconduct. DATED: August 26, 2014 n.� 3b(6) MINUTES — FINAL CITY OF IOWA CITY CIVIL SERVICE COMMISSION September 24, 2014 — 8:30 a.m. HELLING (LOBBY) CONFERENCE ROOM — CITY HALL Members Present: Lyra Dickerson, Paul Hoffey, Jesse Case Members Absent: None Staff Present: Karen Jennings, Captain Jim Steffen, 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 8:30 a.m. Lyra Dickerson chaired the meeting. CERTIFICATION OF HIRING LIST FOR THE POSITION OF POLICE OFFICER: Jennings shared the recruitment summary report. After a brief discussion, Hoffey moved to accept the hiring list as proposed, Case seconded and all were in favor. OLD BUSINESS: Jennings stated that dates have been established for the Police Department promotional testing — November 6 for Lieutenant, November 7 for Captain and November 13 for Sergeant. NEW BUSINESS: None. ADJOURNMENT: Hoffey moved to adjourn, Case seconded and the meeting was adjourned at 8:38 a.m. Board /Commission: Civil Service Commission ATTENDANCE RECORD YEAR 2014 (Meeting Date) NAME TERM EXPIRES 4/23/14 7/10/14 818/14 9/24114 NM = No Meeting - -- = Not a Member Lyra Dickerson 413/18 X O/E X X Paul Hoffe 4/4/16 X X X X Jesse Case 4/3/17 O/E X O/E X KEY: X = Present O = Absent O/E = Absent/Excused NM = No Meeting - -- = Not a Member September 24, 2014 s� .^ .' k 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 — POLICE OFFICER 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 Police Officer. 1. Joshua Grimm 2. Jeremy Mims 3. Chad Crabill 4. Keil Fuchs 5. Douglas Roling 6. Jacob Belay 7. Travis Kopacek 8. Marcos Gonzalez 9. Brett Digman 10. Daniel Falco 11. Elliott Patterson 12. Jeffrey Schmidt 13. Gregory Young 14. Kristie Davis 15. Bradley Reed 16. Kyle Miller 17. Anna Oldham 18. William Vance 19. Tracey Hoover 20. Mark Schaapveld 21. Madison Hargett 22. Zachary Riddle 23. Mitchell Sheely IOWA CITY CIVIL SERVICE COMMISSION l v - -- Jesse Case ATTEST: Mari .K. Karr, City Clerk n E M D CD « 3 2 CD ■ k � 0 A M x f CD X © @ ■ CD� CD / CD / C/ C/ k ] 0 ] q I] R K] R K] R 0 m m« m m a m m k m m& m m:E C . E CD =3 E I e=3 I e e M CD C =3 1 1 1 = E:3 \\ 0 A° to 9 c ®° m 2 o C) co A & e e @ r) w w w& w to 00 w( m 2■ < ��\ e k �\ ± a 2 « E\2 d w w CO e \� � 'E" 5 k \\ , A % w % w 2 2 $ 2 2 m c : � ® / / A / / K 0 } 2 \ � «\ �yra 3b(7) MINUTES APPROVED HISTORIC PRESERVATION COMMISSION AUGUST 14, 2014 EMMA HARVAT HALL MEMBERS PRESENT: Kent Ackerson, Esther Baker, Andrew Litton, Pam Michaud, Ben Sandell, Ginalie Swaim MEMBERS ABSENT: Thomas Agran, Gosia Clore, Kate Corcoran, Frank Durham, Frank Wagner STAFF PRESENT: Bob Miklo, Chery Peterson OTHERS PRESENT: Jeff Clark, Jon Ozeroff, Kevin Shannon RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) None. CALL TO ORDER: Swaim called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. DISCUSS LANDMARK DESIGNATION FOR TATE ARMS 914 SOUTH DUBUQUE STREET: Miklo said the proposal before the Commission is to designate 914 South Dubuque Street as a local Iowa City Historic Landmark. He said the property is known as the Tate Arms, which was the name given to the building by Elizabeth "Betty" Tate, when she opened it in 1939 as a rooming house for African - American students at The University of Iowa. Miklo said that at the same time, the Planning and Zoning Commission is also considering a rezoning of this property to a newly created Riverfront Crossings District Zone to help implement the Riverfront Crossings plan. He said that Plan does identify the Tate Arms as a building important to local Iowa City history and also encourages its preservation through the transfer of development rights to the vacant lot to the north and an office building that is being removed, also to the north. Miklo stated that this landmark designation would provide for the future protection of the building and review by the Commission of any significant changes to the exterior of the building. He said it would also provide incentives to the property owner to encourage reuse of the building by allowing more development on the adjacent property. Miklo said that when a property is nominated for landmark status, there are a number of criteria that the Commission should consider. He said that the Commission must find that the property meets two of the criteria and that it meets at least one of the other three. Miklo said the reason for this is that landmark designation not only provides the Commission with some review of the building, but it also provides some zoning incentives. He said that the building has to be truly historic to become a landmark. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 2 of 13 Miklo said that the Iowa Site Inventory Form included in the Commission's packet goes into some detail regarding the importance of this building, including its history and its association with Elizabeth "Betty" Tate. He said it discusses the housing of African - American students and the history of The University of Iowa, rather than the architecture of the building itself. Miklo said the report clearly shows that the property meets the criteria required of a landmark in that it is significant to American or Iowa City history, architecture, archaeology, and culture. He said that test is clearly met, given its association with Elizabeth "Betty" Tate and the history of The University of Iowa. Miklo said the second test is that it possesses integrity of location, design, setting, materials, and workmanship. He said this building is where it was located, and this standard means that if a building was picked up and moved, it is less likely to be historically significant. Miklo said this building is in its original location, the location as noted on the Site Inventory Form. He said the neighborhood is one where African - American families lived in Iowa City in the 1930s and 1940s. Miklo said it is clear from the report that the property meets these two requirements, and staff feels it also meets three of the other requirements: first, it is associated with broad patterns of our history because of the rooming house association. He said is associated with the life of a person significant in our past, Elizabeth "Betty" Tate. Miklo said that in addition to operating this rooming house, Elizabeth "Betty" Tate was also active in the community. He stated that Tate was one of the founders of the community theater and was very successful in her career at The University of Iowa. For the third item, Miklo said the property has yielded or may likely yield information about pre- history or history. He said that, as detailed in the Site Inventory Form, the building dates back to 1880 and was operated as a hotel since 1923. Miklo said there may even be more history associated with this building. Miklo said staff therefore recommends that this building be designated an Iowa City Landmark. He stated that if the Commission votes in favor of this, this would be forwarded to the Planning and Zoning Commission next week and then eventually the City Council for its consideration. Miklo showed some photographs and offered to answer questions. Swaim thanked the people who got this rolling, including Jan Olive Full and Friends of Historic Preservation. She said that pieces of this story have been known for some time, but it has not ever been all pulled together. Swaim said there is a lot more here than expected. Clark said that Friends of Historic Preservation helped him fill out the form and start the process. He said that initially there were different plans, but once this history was brought to his attention, he revised the plans, because he thought it would be a good thing for the community. Clark said that the plan is to convert the building to a duplex. He said he then plans to ask to take the density and put it on the building he plans to construct adjacent to this one. Clark said it should all fit quite nicely and should be a nice place when it's done. Michaud thanked the Clark Family for their efforts to preserve this building. She said that Shelly McCafferty did such a great job with the design for the new townhouses on Washington Street on College Green Park, tying it in with the rooflines compatibly. Michaud said that it would be great if she could take some elements and incorporate them into the neighboring structure, not too modern. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 3 of 13 MOTION: Baker moved to approve the designation of 914 South Dubuque Street, the building known as Tate Arms, as an Iowa City historic landmark based on the following criteria for local designation: criteria a, c, d and f. Litton seconded the motion. The motion carried on a vote of 6 -0 (Agran, Clore, Corcoran, Durham, and Wapner absent). CERTIFICATES OF APPROPRIATENESS: 220 East Jefferson Street. Swaim said the Commission looked at this item at its June meeting. She said that after that meeting, there was a subcommittee that looked at the windows later in June. Peterson stated that this is a National Register property. She said it is a City landmark and is a key, contributing property in the Jefferson Street Historic District. Peterson said that on June 271h, the subcommittee was able to look at the windows again inside and out. She said staff has the same recommendation, in that there is not the level of deterioration such that the guidelines would allow replacement. Peterson said staff would recommend repair, and the applicant can change out storms to be more functional and energy efficient. Peterson said these are really monumental windows in that they are bigger than most residential -scale windows. She said they are all original. Peterson showed a view of the bay window. She pointed out the detail on the window and the paint that is in need of replacing. Peterson said that inside, a lot of the windows have the original finish. Peterson said the screens /storms are not original to the building. Peterson showed the west elevation and said she also had photographs inside of the main sitting room and the window facing west. Peterson said the detail shows a metal weather- stripping that was added at some point that shows the access for the weight pocket that was under there. She showed the window in the stair landing on the west side. Peterson said it's big, the glazing putty has failed, and it is painted shut at the upper sash. She said it needs maintenance, because it is not working well, but it is not deteriorated. Peterson showed the existing window with the more modern combination storm that is on it now. She said one can see where the original storms would have hung from the hooks at the top. Peterson said the staff report makes note of the distinctive brick mold that matches the brick mold on the church. Peterson said this is a proposal for a lot of windows, but the subcommittee did not see any that meet the criteria for replacement. Swaim stated that the subcommittee was comprised of Ackerson, Peterson, Alicia Trimble, Wagner, and herself. Ozeroff stated that he is the applicant for this proposal. He said he does not know that anyone has determined that these are actually the original windows. Ozeroff said the sash may have been replaced at some point. Ozeroff said that one of the recommendations is to use some beeswax and replace the sash cords to bring the windows to good, easily operable condition. He said that one can see from the photographs that there is lead paint in every frame so that there would have to be an extensive amount of abatement before any of that kind of work could be done. Ozeroff said the replacement windows would totally encapsulate that to eliminate the HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 4 of 13 lead issue, so there is a hazardous material to consider there. He said it is a little more complicated and expensive than the staff report would lead one to believe. Ozeroff said that what was proposed would keep the historic character of the building and possibly enhance it. He said the storm windows would no longer be needed so that one could see the windows. Ozeroff said the windows cannot currently be seen; one just sees the 40- year -old storm windows. He said he doubts that anyone walking past on the street would even know that the windows had been replaced, as they have shown consideration for maintaining the historic character of the building. Ozeroff said he understands where staff is coming from but does not agree with it. He said he appreciates the Commission considering this request. Swaim said the Commission is bound to adhere to the Secretary of the Interior's Standards that there must be evidence of deterioration beyond repair to allow this certificate. Ozeroff asked if those are federal guidelines, and Peterson confirmed this. Peterson said the Secretary of the Interior Standards are available online in the Historic Preservation Handbook in Section 10. She said the entire handbook is based on these Secretary of the Interior Standards. Swaim said the subcommittee saw a good sample of the windows. Ackerson said the windows structurally seemed intact, but painted shut, particularly on the top. Peterson said that makes operation of the lower sash difficult. Ackerson said that is true particularly for the ones that had lost their counterweights. He said he believes that is something that can be repaired. MOTION: Litton moved to deny a certificate of appropriateness for the replacement of 28 windows at 220 East Jefferson Street. Ackerson seconded the motion. The motion carried on a vote of 6 -0 (Agran, Clore, Corcoran, Durham, and Wagner absent). Swaim said she appreciates the applicant's efforts to make this work. She said it is a big undertaking, whatever gets done with it, and the Commission appreciates the applicant sticking with it for the long life of the building. 514 South Lucas Street. Peterson said this is a non - contributing building in the Governor Lucas Street Conservation District. She said it is an apartment building from the 1970s or 1980s. Peterson said the applicant is proposing to change the mansard roof design. She said the mansard part of the roof is already being removed. Peterson showed the entrance and where the application proposes a covered porch area in the back. Peterson showed the proposal for the front. She said staff feels this is acceptable. Peterson said staff had not had the chance to give any advice and would like to make some suggestions regarding the front porch area. She said it looks a little too small and insignificant for the new design. Peterson said perhaps the dormer should come down a little bit, but these are all things that staff can work on with the applicant. She said staff therefore recommends approval with the condition that staff and the chair review the final design. Clark stated that this building is a twelve -plex on Lucas Street. He said the upper side was deteriorating, and it needed a lot of work. Clark said they have stripped it down to the mansard and are waiting for approval of the new design. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 5 of 13 Clark said the new design will look much better in the neighborhood. He said the building will be much more appealing. Clark said he will work with staff to come to a resolution regarding how to make things look better. MOTION: Baker moved to approve a certificate of appropriateness for the proposed project at 514 South Lucas Street, as presented in the application, with the following condition: provide final design of front elevation, with revised porch and roof dormer, for review and approval by chair and staff. Ackerson seconded the motion. The motion carried on a vote of 6 -0 (Agran, Clore, Corcoran, Durham, and Wagner absent). 224 North Dodge Street. Peterson said this property is in the new Goosetown Horace Mann Conservation District. She said this is a proposal to have a chimney demolished. Peterson said the chimney is very prominent on the front fagade, and it has lost about the top third recently with it crumbling away. Peterson said the chimney is still functional and is still the vent for the furnace. She said the mortar has failed, and it has been parged with concrete. Peterson said there is also a chimney on the back. She said that in keeping with the guidelines and the Secretary of the Interior Standards, the recommendation is that the chimney should be restored or reconstructed. Miklo said that, rather than complete removal, the applicant is proposing to put a metal chimney in place of the present chimney. Peterson added that the chimney is a historic feature of this house. She said it is prominent and defines the profile of the roof. Peterson said the guidelines require a proposal for what the chimney would be replaced with in order to have the demolition approved. She said that just a metal stack would not be acceptable. Miklo said this is a good illustration of the idea of a conservation district. He said the house obviously needs some work in that it has some design issues. Miklo said the goal of a conservation district is that over time, as properties are reinvested in, that it is done in keeping with historic standards. He said the hope would be that the chimney is replaced, and then as more work is done on the house, it is brought back to more of its original design. Ackerson asked if the owner is proposing to make the half chimney look like the existing one on the right. Peterson said it does not have to be ornate. She said staff does not know what the top of it was. Peterson said it could have a simple design built back with brick. She agreed that it would have to be taller than what is seen there — it should rebuilt to its original height. Miklo said he believes the owner is proposing to put a metal box over it so that it would be metal versus masonry. He said the details regarding shape and dimensions were not provided. Swaim said that because many new houses do not have chimneys, it is even more important to show this is an old house that had this kind of heating vent. Ackerson asked how this case differs from other where the Commission approved the removal of a chimney. Peterson said those examples were not on a primary fagade. She said that one application for removal of a chimney on a primary fagade on Summit Street was denied. Ackerson said he thought they were also non - functional chimneys. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 6 of 13 Miklo confirmed that in all of those cases the chimneys were non - functional. He said this case involves a functional chimney. Miklo said the basic proposal is to remove a masonry chimney and replace it with a metal chimney, which is a little different than removing it altogether. MOTION: Ackerson moved to approve a certificate of appropriateness for chimney demolition at 224 North Dodge Street, as presented in the application, with the following condition: a new chimney will be constructed using materials and dimensions similar to the original chimney, with final design review and approval by chair and staff. Baker seconded the motion. The motion carried on a vote of 6 -0 (Agran, Clore, Corcoran, Durham. and Wanner absent). 710 Clark Street. Peterson said this property is in the Clark Street Conservation District. She said that even though it is 50 years old, because this goes by original classification, it is listed as non - historic. Peterson said the owner plans quite a bit of work. She said for the front porch, where there is the step up and the slab, the owner is proposing to add an intermediate level that gives a bigger porch area. Peterson said it would be concrete, in keeping with the original concrete design of the front porch. She said the plans also include reconstructing the ornamental support that is on the right -hand side of the porch. Peterson said it is in the drawings and also in the illustration the owner included of a house of that time — a mid - century home style. Peterson said the project also includes replacing the side porch, although there is no detailing at this point. She said the owner would therefore have to work with staff on that. Peterson showed the big kitchen window on the right that is proposed for a window replacement. She said it does have significant deterioration. Peterson said the owner is also proposing to replace basement windows. She added that some of them are so deteriorated they are not even there but are covered over with plywood and plastic. Peterson said the project also includes some patio and retaining wall work. She said the patio and retaining wall would be by the garage, and a section of it would be by the house. Peterson said some miscellaneous sidewalks are proposed. She said there is a lot of work here. Peterson said staff recommends approval, but there are a few conditions that the owners work with staff, especially on the side porch to make sure staff has details for that. Peterson said the conditions would be that when the basement replacement windows go in and are made more standard and uniform that the infill on the foundation matches what is existing. She said the kitchen window would need to match the existing size of the window that is there now. Peterson said the design of the side porch needs final review. She said that if any of this requires a building permit, such as the concrete slabs, retaining wall, or concrete walks, then that would need to come back for review by chair and staff also. Swaim asked if the part on the back of the house that juts out is original. Peterson said she thinks it may be. Shannon, the applicant, said that he thought it may have been added in the 1970s. Shannon pointed out on the photograph where, probably ten feet to the left of the side door, there is kind of a place where it juts over about six inches. He said that about the last 15 feet or so of that wall was added on at some point, pretty much where the roof slopes down and meets the back roof. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 7 of 13 Swaim asked about the ornamental part by the front door. She said there are two on that same side going up. Peterson said these are seen on houses of this era. She said it is not a structural element. MOTION: Baker moved to approve a certificate of appropriateness for the proposed project at 710 Clark Street, as presented in the application, with the following conditions: infill of foundation walls at basement window locations must match the existing foundation walls; the kitchen replacement window must match the size of the existing window; provide final design of the side porch for review and approval by chair and staff; provide final design of concrete walks, slabs, and retaining walls for review and approval by chair and staff if this work is determined to require a building permit. Sandell seconded the motion. The motion carried on a vote of 6 -0 (Agran, Clore, Corcoran, Durham, and Wagner absent). 701 South Seventh Avenue. Peterson said this property is in the Dearborn Conservation District on a corner with Center Avenue. She showed the side of the house facing Center Street. Peterson said this is a Moffitt house. Peterson said this could be a consent item, because she does not have anything that she would put a condition on. She said that because this is out of order in that it was built before approval was received, she felt that she should bring it to the Commission. Peterson said this involves an egress window and window well to the left of the chimney. She said it is concrete for the retaining walls and is a Quaker replacement casement window. Peterson said this is a good example of what staff is asking for when there are egress windows out of the basement. She said that the casement makes for easy egress, but it looks like one of the double hung windows on the house. Peterson said that is accomplished with the size of the muntin bars. Peterson added that this is an appropriate wall for this window well. She said that another thing staff asks for when there is this type of project is that it be the right kind of construction to match the existing foundation. Peterson said this was an original opening, but it wasn't egress. Swaim said this is another reminder that going through the procedure is important and necessary. Miklo said that fortunately what the project did meet the guidelines. Peterson said this is a contractor who does know the expectations of the Commission. MOTION: Michaud moved to approve a certificate of appropriateness for the project at 701 South 7"' Avenue, as presented in the application. Ackerson seconded the motion. The motion carried on a vote of 6 -0 (Agran, Clore, Corcoran, Durham, and Wagner absent). 1220 Sheridan Avenue. Miklo said this property is in the Longfellow District. He showed a photograph of the building from the street. Miklo said that this building originally had an open front porch, but at some point in the past it was enclosed to make a three - season porch. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 8 of 13 Miklo showed the back of the house, adding that the proposal is to remove the door that goes directly into the basement. He said there is another back door to the house. Miklo said the proposal would close the door in, replace all of the siding from the top of the door down, and then construct a new entry stoop to the house. He said the current stoop is quite narrow, and there is no railing. Miklo said the new stoop would be expanded to the edge of the house, and new steps would be built. He said staff has met with the contractor, who has agreed to meet the standards in the guidelines in terms of the one and one -half inch spindles and the pretty standard balustrade that the Commission has approved on other projects. Miklo said staff recommends approval of the application as submitted in that it would include a balustrade similar to what the Commission normally approves. He said the skirting under the new deck would match the skirting on the front of the house. Swaim asked what Azek flood boards are. Miklo replied that it is a composite material that is allowed for decks. Sandell asked how the owner is proposing to close in the doorway. Miklo said he would use concrete block for the portion that is under the deck. He said the rest would be new siding, and the proposal is to replace the siding from above the door now, so it would all be wood siding to match what is there. MOTION: Ackerson moved to approve a certificate of appropriateness for the proposed project at 1220 Sheridan Avenue, as presented in the application. Baker seconded the motion. The motion carried on a vote of 6 -0 (Agran, Clore, Corcoran, Durham, and Wagner absent). REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF: Swaim stated that there is a report in the Commission packet regarding certificates issued by the chair and staff. DISCUSS UNITARIAN UNIVERSALIST BUILDING, 10 SOUTH GILBERT STREET: Swaim said she wanted to clarify any misunderstanding that this is a public hearing. She said it is not. Swaim stated that a public hearing requires certain notification of the public within a certain span of time and such. She said this is basically Michaud sharing some information with the Commission. Michaud said she has been active in the Unitarian Universalist Church and the College Green Historic Preservation District for over 23 years. She said that as a Commission member for the College Green Historic District for 11 years, she is bound to advocate for the preservation of the Unitarian Church that was built in 1908, because it is an adjacent area. Michaud said that the 10 South Gilbert Street, UUSIC Church is appreciated as a unique architectural landmark by many in the Iowa City community besides its own congregation. She said that over the years, Iowa City has lost many historic buildings and their character to aggressive downtown development, fires, the 2008 flood, and the 2006 tornado. Michaud said that four beautiful homes and their gardens at 500 East Washington, across from New Pioneer Co -Op, were destroyed just two years ago. She said that in their place, adjacent HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 9 of 13 to the College Green Historic District, is a four -story apartment building for 120 students with an eatery open to 4 a.m. Michaud said that this demolition and dense development has permanently affected College Green Historic District. Michaud said that salvaging bits and pieces of the Unitarian Church has been one of the committees the Church has focused on, but that is not historic preservation. She said she would ask if Unitarians are really ready to see the wrecking ball, because it is a painful process to witness and it is also irrevocable. Michaud said that community- minded citizens have also protected the nearby Jefferson Historic District, with its three churches on the National Register: the Methodist, Catholic, and First Congregational Church of Christ. She stated that many Unitarian members treasure the historic sanctuary, which is a fine 1908 example of Tudor revival. Michaud said the Unitarian Universalist Society Building represents its 173 years of liberal religion in Iowa City since 1841. Michaud said it would be a shame to demolish the church, so representative of the historic, intellectual, and moral heritage of our university town: Iowa City. She said it is not just about the Unitarian building. Michaud said it is part of a great tradition of preserving churches in Iowa City, among them Bethel African Methodist Episcopal Church at 411 South Governor. She said that in 2010, they went through this process, maintained it as a landmark, and preserved their original 1868 church while building a sensitive addition. Michaud said their architect, John Shaw, has designed schools and restored historic institutions of this nature. Michaud said that if the Unitarian Church builds a structure elsewhere, the 1908 structure could become a museum for the Historic Society across the street on Iowa Avenue or an Iowa City Museum featuring early history and Shambaugh family connections. She asked if one could imagine Iowa City without the Englert Theater or Old Brick, because that is the void it would leave. Michaud said that the church has equal value to Old Brick, because the Society is actually 15 years older than Old Brick. She said it is the second church; the first one was on Clinton and Iowa and has long since been demolished for University - related businesses and buildings. Michaud stated that the 1960s large addition that is three stories high and is called the Worthley Building is not historic. She proposed that the original building should qualify as a local landmark. Michaud said there are various rumors regarding a partnership with either the City or the University to building in that highly desirable location that is within site of the Old Capitol. She said that as such, it should not be usurped by ultra- modern construction, and if this would be a landmark, that the Unitarian roofline would be preserved and replicated elsewhere in the adjacent buildings. Swaim asked how the process for designating a building a Historic Landmark. Miklo said that the City ordinance provides that the City Council can nominate a building as a landmark. He said it would be sent to the Historic Preservation Commission first, then to the Planning and Zoning Commission, and then back to City Council before it could be made a landmark. Miklo said the Commission itself could initiate a petition to make a building a landmark, or as seen earlier in the meeting, the property owner or an interested party, such as Friends of Historic Preservation, could initiate a nomination for a landmark. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 10 of 13 Miklo said that if the nomination is not initiated by the property owner or is not consented to by the property owner, then it would require approval of six out of seven City Council members to actually make it a landmark. He said that if a nomination were to be initiated by the Historic Preservation Commission itself, there is quite a bit of work involved in terms of researching the building and justifying its designation. Miklo referred to the Site Inventory Form indicating that the church is eligible for the National Register, which would indicate that it would be eligible for the local designation. He said someone would have to do that work to put that nomination together. Miklo said, given staffing levels, he did not know that it would be anything that staff could do in a timely manner. Swaim asked if there would be any advantage to having the Commission produce the nomination rather than someone in the public. Miklo said that would get it initiated, but again there would then have to be the resources to do the work. Michaud said she believes Friends of Historic Preservation is interested in nominating the property. She said that it is usual protocol that the Commission tries to save various structures in town: institutions, churches, or other notable properties. Michaud said that although she brought this forward because she lives in an adjacent historic preservation district, she feels it is a generally shared opinion by the Commission that its members would be interested in preserving this. Swaim asked Michaud to keep the Commission informed as things develop. Michaud agreed and said she would probably talk to the entire church congregation at some point. She agreed that she would be working on her own behalf and not on behalf of the Commission at this point. DISCUSS MEMORANDUM OF AGREEMENT (MOA) FOR MITIGATION MEASURES TO OFFSET THE ADVERSE EFFECTS TO HISTORIC PROPERTIES RESULTING FROM FEMA FUNDED UNDERTAKINGS FOR THE UNIVERSITY OF IOWA (SABIN SCHOOL): Miklo said the Commission has discussed this several times. He said that the latest proposal, which came from a recommendation of the Commission, is to salvage the three entry archways and associated decorative stonework from the Henry Sabin School building. Miklo said this stonework would be provided to the City for storage, and then when the Riverfront Park is built, the goal is to re -erect it there as an entryway feature or some sort of feature within the park. Miklo said that at one time there was some discussion that the funding to reinstall the stonework would be part of the agreement. He said however, that FEMA must close this project out by September 2016, and there is some question as to whether the park will be ready or in place in order to install it then. Miklo said if it is not done by that time, FEMA could not make it part of the Memorandum of Agreement. Miklo said the other aspect of the proposal is to do an intensive architectural and historic survey of the surrounding neighborhood, basically from Gilbert Street to Madison Street and then from Burlington Street to the railroad tracks, most of what is now considered the Riverfront Crossings District. He said that survey work would be to identify any other buildings in the area that are eligible for the National Register and that might qualify or should be protected in some fashion, either as National Register buildings or as local landmarks. Regarding the wording that was mailed out, Miklo said that is not the entire agreement, although that is the meat of it. He said there are a lot of preambles and other elements of the agreement HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 11 of 13 that are pretty standard. Miklo said the question before the Commission is whether it is satisfied with the proposal that was e- mailed to Commission members recently. Miklo stated that in terms of the question of reinstalling the material in the park, he would have to speak with the Parks and Recreation Director. Miklo said the Commission may want to push a little harder on that and encourage that it be reinstalled, if that can be accomplished by September 2016. He added that the Parks and Recreation Department has agreed to store the archways. Ackerson asked if the Parks and Recreation Department has a plan for how it will use the archways. Miklo responded that the City is currently working with a park design consultant, who has been charged with the task of coming up with a creative way to incorporate this into the park design. He said the initial thought is that the archways might represent a gateway to the park at one of the entrances. Miklo said it has not been designed yet. Miklo said there needs to be some sort of structure built to give the arches form. He said it may be that there could be a masonry structure similar to the buttresses that are currently incorporated into the fagade of the school or some other creative way to do it. Miklo said the Paul -Helen Building on Washington Street, which has an archway that was salvaged from the National Guard Armory, provides an example of what this could look like. Swaim said there is another example near the parking ramp on Iowa and Gilbert where there are two pillars from what had been Eastlawn that have been preserved there. Michaud asked what the exact destination is for the arches and stonework. Miklo said it has not yet been determined. He said that is one of the issues, because if the City knew where they were going, FEMA could be urged to include their reinstallation. He said that the park design is at the very fundamental stages, but one thought is to have the archways at the very end of Clinton Street, which will terminate at the entrance to the park. Swaim said she thinks this is a great way to meld green space and structure. She said she is also very pleased that the district could be surveyed, without having to get a grant for it. MOTION: Sandell moved that the Commission approve of the language in the proposal for mitigation of Sabin Elementary School as laid out in the August 13 e-mail from Teri Toye, with the addition of encouraging that FEMA facilitate the addition of these arches prior to its September 2016 deadline. Baker seconded the motion. The motion carried on a vote of 6 -0 (Aaran, Clore, Corcoran, Durham, and Wagner absent). DISCUSS CLG GRANT APPLICATION FOR RIVERFRONT CROSSINGS: Miklo said that Iowa City is a Certified Local Government. He said that is a federal status that is given to communities that have historic preservation commissions and that oversee National Register properties and districts and meet the minimum requirements for that. Miklo said that as a result, the City is eligible to apply for grants to support that work. Miklo stated that a proposal made by Richard Carlson, a former Commission member, is to apply for a grant to survey the remaining buildings in the Riverfront Crossings area, the area around Sabin School. Miklo said that in the time since Carlson suggested the grant application, the City learned of FEMA's proposal to cover the area, so there is really no need to make that application. HISTORIC PRESERVATION COMMISSION August 14, 2014 Page 12 of 13 Miklo said the question would then be whether there is another proposal the Commission would like to make. He added that the deadline is coming up, so there would need to be a volunteer from the Commission to work on this. Miklo said that one thought concerns the mid - century buildings that are starting to be reviewed by the Commission. He said that in most of the districts, those are identified as non - historic, non - contributing properties, and the guidelines for them are less than those that apply to other properties. Miklo said those were identified as non - historic or non - contributing properties, because they were not 50 years of age when these districts were first established. He stated that now many of them are more than 50 years of age as we've moved on in time. Miklo said the thought is that it would be worthwhile to have a qualified architectural historian or architect look at them in more detail and determine if some of them are unique enough to be good examples of mid - century architecture that should be afforded more protection than they currently have. He said that is one idea that staff has for an application. Swaim asked about the deadline, and Miklo said he believes it is September 5. Swaim said that staff would not have the time to put into this. She asked if there are any other ideas and if this is a yearly grant. Miklo confirmed that it is annual. Swaim said it would then be wise for the Commission to put together a list before next August and get some groundwork laid and some volunteers lined up. Ackerson asked if there are any areas in town that have not been examined. Miklo said there are, and the Preservation Plan identifies some of them. He said they are fewer and fewer, because of the new areas that have been covered. Miklo said he would be concerned about taking on another historic district with the current staffing level. Swaim said the Commission looks at its work plan on an annual basis to see what has been done and what needs to be done. Miklo said that could be scheduled for a meeting this fall. Regarding Riverfront Crossings Park, Sandell asked if there is an archaeological study being done of that area prior to design and construction work. Miklo was unsure but said he would guess that is part of what the park consultant would have to do, given that there is federal funding involved. CONSIDERATION OF MINUTES FOR JUNE 12,2014: MOTION: Baker moved to approve the minutes of the Historic Preservation Commission's June 12, 2014 meeting, as written. Ackerson seconded the motion. The motion carried on a vote of 6 -0 (Aaran. Clore. Corcoran, Durham, and Waqner absent). COMMISSION INFORMATION /DISCUSSION: Letter from Ginalie Swaim in support of DNR REAP Grant for City Park Log Cabins. Swaim said there is a letter in the Commission's packet regarding the log cabins in City Park. She said that a REAP grant is being applied for for some restorations and such. Swaim said that because the Commission had supported this, she wrote a letter stating that the Commission still supports it. ADJOURNMENT: The meeting was adjourned at 6:41 p.m. Z 0 N Cam_ C 0 U Z 0 E- W N W w a v 0 N 2 0 U W OC � W U N Z D N Z W F- F- a le X w O X w c O W O W O x X x x o co X X X X X O O x x X co X X X X X X X X X W O X 0 X - X X - X X X X V X X x 1 X X X X I X Cl) CL Noo X X X I X X 0 X X X ri CL rM X x X I x x X X I x X N yj N N X X X I X X O X O O T ox x x x x x x T 0 o X X I X X X 0 x x T x x X X x o o X 00 x I---- TX w o W o x x w O w O O co W) N X I X I X X LLJ 0 X X x n x i x x x x x x co n Un r- cfl co r- LO ti U') Ul) OCX W rn N rn N rn N rn N rn N rn N 0) N rn N rn N rn N rn N W Cl) M M M M M M M M M M Z Q W Q W Q Z W Z J Y = y 2 G a m a O H I- O O Q z O u. p W Q w Z o Z a w Y o c°) C) Q m o v N 7 � L E W N m f(A N ++ CL Q Q Z xoo W Y CITY OF IOWA CITY 3�bs MEMORANDUM Date: September 17, 2014 To: Council From: Stefanie Bowers, Staff to Human Rights Commission Re: Recommendation from Human Rights Commission At its August 19, 2014 meeting the Human Rights Commission made the following recommendation to the City Council: 1) Amend the Human Rights Ordinance §2 -4 -2A to require staff to serve notice of complaint on respondent within 7 days of receiving complaint in the area of housing. 2) Amend the Human Rights Ordinance §2 -4 -2C to require mandatory questionnaire /document request to be received within 15 days of service in the area of housing. 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 S:RECform.doc Minutes Human Rights Commission August 19, 2014 — 6 PM Helling Conference Room APPROVED Members Present: Harry Olmstead, Shams Ghoneim, Andrea Cohen, Orville Townsend, Ali Ahmed, Kim Hanrahan, Paul Retish, Joe Coulter, Stella Hart. Staff Present: Stefanie Bowers. Recommendations to Council: Yes. See Amending the Human Rights Ordinance discussion under meeting business. Call to Order: Olmstead called the meeting to order at 18:00. Consideration of the Minutes from the July 15, 2014 Meeting: Motion: Moved by Coulter, seconded by Hanrahan. Motion passed 8 -0. (Ahmed not present). Meeting Business: Amending the Human Rights Ordinance §2 -4 -2A to require staff to serve notice of complaint on respondent within 7 days of receiving complaint in the area of housing. Bowers explained that currently complaints alleging discrimination in the area of housing requires for the complaint to be resolved within 100 days of the file date. At this time the Human Rights Ordinance allows staff 20 days to serve notice on the respondent of the complaint. Staff is asking for the time to be changed to 7 days. Amending the Human Rights Ordinance §2 -4 -2C to require mandatory questionnaire /document request to be received within 15 days of service in the area of housing. The Human Rights Ordinance currently allows respondents 30 days to provide the answers to the questionnaire /document request sent by staff. Staff is asking that this time be cut in half to 15 days so that staff has more time to set up the mandatory mediation conference and begin the investigative process. If in some cases 15 days would not allow adequate time to the respondent to prepare information staff would allow for time extensions. The change would apply to housing complaints all other protected areas would remain at the 30 days. This procedural change is intended to improve the complaint process. Amending the Human Rights Ordinance to remove Presence or Absence of Dependents as a protected category in the area of housing. Presence or Absence of Dependents was added to the Human Rights Ordinance in 1982 to cover gaps in the Human Rights Ordinance when other characteristics that are now covered were not a part of the local fair housing laws. For example marital status, sexual orientation, and familial status. Based upon the additional areas of coverage in housing since the 1980's and also based on the type and number of complaints received by the Human Rights Office there does not appear to be a current need for this protection in the area of housing. Please see memo in August 19, 2014 Commission packet for further details and history. ' Presence or Absence of Dependents does not interfere with enforcement of the Human Rights Ordinance and poses no burden to staff or the public. Therefore staff will move forward only on §24-2A & §2 -4 -2C. Motion: Moved by Coulter to make the above referenced amendments, seconded by Ghoneim. Motion passed 8 -1 ( Retish abstained)? Human Rights Opportunity Fair Olmstead, Cohen, and Townsend will represent the Commission at this event. The event is scheduled for Wednesday, September 17 from 11 -3 at the Old Capital Mall. The fair is being held to bring attention to opportunities in the field of human rights and also to showcase the work that is being done in the area onhuman rights. Goal Setting Session The session will be held on Thursday, October 2 at the Eastside Recycling Environmental Education Center. It should run from 5 -8. Breakfast 2014 Commissioners selected Jim Leach, Kingsley Botchway, and Christopher Buresh as possible keynote speakers depending on availability. Motion: Moved by Retish, seconded by Coulter. Motion passed 6 -3. (Hanrahan, Cohen and Olmstead in the negative). Motion to add Jackie Thompson Rand: Moved by Hanrahan, seconded by Cohen. Motion passed 7- 2. ( Ghoneim and Coulter abstained). a Reports: 2014 Johnson County ADA Celebration Hart and Cohen represented the Commission at this event held on July 26. Hart reported it was well attended and that Senator Harkin spoke at the event. It is suggested that next year a proclamation be submitted to the Mayor that can then be read at the ADA Celebration. Building Blocks to Employment Job Fair It is planned for the Job Fair to be held in late October at the Eastdale Plaza. Retish is meeting with Chad Simmons the Executive Director of Diversity Focus in the near future to see if any collaboration can be worked out on the job fair. Education Retish pointed out that he and Townsend will meet in the near future to discuss future areas of interest. Building Communities Townsend reported on a recent meeting held with the Black Voices Project and Steve Rackis Director of the Housing Authority concerning the addition of Harassment 3rd degree as a reason to deny an applicant the issuance of a Housing Choice Voucher under the Iowa City Housing Authority's Housing Choice Voucher (HCV) Administrative Plan. After the meeting it was understood by Townsend that Rackis would be removing this addition from the Administrative Plan. University of Iowa Center for Human Rights The next board meeting is scheduled for early September. 2 Retish does not think the characteristic should be removed from the Ordinance. 3 Did not want to cast a vote. 2 Commission Hart is part of a local group that is starting a Hollaback! You have the power to end street harassment movement here in Iowa City. Cohen was recently selected to serve on the board of the American Civil Liberties Union (ACLU) of Iowa. Ghoneim also currently serves on the board of the ACLU of Iowa. In the near future, Ghoneim is meeting with a group of young adults from Europe as part of a Council for International Visitors (CIVIC) program. The focus is on current social, political, and economical issues in the United States. In July Ghoneim met with Asrul Daniel Ahmed from Malaysia also through CIVIC. Staff There will be a "Lunch and Learn" on Tuesday, September 30 at the Iowa City Public Library. The program is sponsored by the Human Rights Commission and One Iowa. The program will discuss how the federal courts impact the lives of Iowans on an everyday basis. For example on marriage equality, voting rights, employment discrimination, environmental regulation, health care, and immigration. This event is open to the public. On Wednesday, November 12 at the Iowa City Public Library there will be training on discrimination in places of public accommodation from 1 -3 pm. This event is open to the public. Staff will also be arranging trainings for local banks on fair lending in November. There will be two sessions at two different City facilities. Adjournment: 19:19. Next Regular Meeting — September 16, 2014 at 6:00 pm. R1 Human Rights Commission ATTENDANCE RECORD YEAR 2013/2014 (Meeting Date) NAME TERM EXP. 9/17/ 13 101151 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 7/15/ 14 8/19/ 14 9/16/ 14 Ali Ahmed 1/1/17 - - - - X X O/E O/E O/E X X X Orville Townsend, Sr. 1/1/17 X X X X X X X O/E X X X X Paul Retish 1/1/17 - X X X X X O/E X X X O/E X Kim Hanrahan 111115 X X O/E X X X X X O/E O/E X X Shams Ghoneim 111115 X X X X O/E X X X X X X X Stella Hart 111115 - - - - - - - - - X X X Jewell Amos 111115 X X O/E X X X O/E R R R R R Joe D. Coulter 1/1/16 X X X X X X X X X X O/E X Harry Olmstead 1/1/16 X X X X X X X X X X X X Andrea Cohen 1/1/16 X X X X X X O/E X X X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting --- = No longer a member R = Resignation 3b(9) IOWA CITY I� PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 —a ,u Suun Cr.i -,g- — 319- 3S&S260 -- 319 - 3545494•-- .kPt -!; BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED August 28, 2014 Members Present: Diane Baker, Tom Dean, Janet Freeman, David Hamilton, Thomas Martin, Linzee McCray, Robin Paetzold, Meredith Rich - Chappell, Jay Semel. Members Absent: None. Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Brent Palmer, Vickie Pasicznyuk. Guests Present: Rev. Doyle Landry. Call Meeting to Order. President Paetzold called the meeting to order at 5:03 p.m. Public Discussion. Rev. Doyle Landry announced there will be a community conversation about race in Iowa City on 10/25/14 starting at 1:00 pm in the meeting rooms. Landry extended an invitation to Board members to help shape the conversation. Board members will receive something in the mail. Byers said AFSCME will send something out before the next Board meeting because it is time to begin contract negotiations. Approval of Minutes. The minutes of the July 24, 2014 Regular Meeting of Library Board of Trustees were reviewed. A motion to approve the minutes was made McCray by and seconded by Rich - Chappell. Motion carried 9/0. Unfinished Business. None. New Business. Policy Review: 801: Circulation. Craig stated this is one of our most important policies. There are significant staff suggestions for changes to the policy. Semel asked if there is data about the number of materials that have not been returned and would be interested in seeing this data. Logsden said we encourage patrons to return an item, no matter how overdue, rather than replacing it altogether. An overdue fine is never more than $10.00 to encourage returns. Paetzold is concerned about popular materials not being returned in a timely fashion thereby preventing access to these materials. Mangano said we use a ratio to automatically order more items as the number of holds increases. Concern was expressed about overdue fines on children's materials. Fine income has been dropping because electronic materials are not fined (they are automatically returned) and circulation is down. Decreasing most DVD fines will continue this trend. McCray mentioned Coralville's 10 cent fine for children's materials. Questions to think about: What criteria would we use to know if this rate change is successful? Has patron behavior changed? Are materials coming back more quickly? Is there are way to have materials on hold treated differently? In response to a question from McCray about materials checked out to the jail, Logsden said the jail does not reimburse the library if materials are not returned or ruined per our contract with them but we receive funding for other jail materials. A motion to approve the Circulation policy with the recommended staff changes was made by Martin and seconded by Baker. Motion carried 9/0. Policy Review: 802: Confidentiality. This is a regularly scheduled policy review. No changes were recommended by staff. Freeman asked about third party confidentiality. Craig described the Overdrive situation in which we have to permit Overdrive access to very limited information to prove an individual is an ICPL cardholder to permit Overdrive to check out an eBook to the cardholder. We don't have control like we do with materials stored on our library servers. The Board reviewed the policy. No action required. Library Annual Report. Not all financial reports are available yet. The complete report will be available online soon at www.icpl.org /about /annual- report. Rich - Chappell asked about the increase in adult and teen programs. Clark said the new teen space helped and the Teen Librarian did outreach to schools. Another aspect is finding partners who help bring interesting programs. Clark said we are spending more time identifying and creating programs. Craig pointed out that picture book circulation and children's fiction circulation increased. She believes children are still reading books, parents still want their children to read books, and parents believe it is important to bring their children to the library. Staff Reports. Director's Report. Work on the strategic plan is moving along. Objectives will be presented in September. The Iowa Department of Transportation (DOT) visited yesterday to assess us as a potential DOT kiosk. ICPL applied to have a kiosk for people to renew driver's licenses. The DOT will pay to have a camera added to our security system and the equipment will be located in the old typewriter room if we are approved as a site. A copy of a letter to Mediacom was included in the packet as a reminder the channel is changing. Craig said that Iowa City Book Festival is scheduled for October 3 -5, 2014. Departmental Reports. Business Office. No comments. Children's Services. Paetzold asked about the Tom Sawyer reading initiative. Collection Services. No comments. Facilities Services. No comments. IT. No comments. Development Office. McCarthy said it was a good year. The corporate partners program is growing as is competition for contributions from businesses. The Development Office is working with an accountant on tax return preparation. A new staff member, Kelley Schlitz, began Monday as a part- time Library Assistant I. A Buy One, Get One media sale is underway at The Book End. The Development Office has received many memorials for John Chadima. He was a generous library supporter and friend, and will be missed. Semel asked about the increase in donations and decrease in the number of donors. McCarthy said this is an interesting phenomenon. When there are accessible fundraising projects, for example, $25 to include a name on the Bookmarks statue a few years ago, the number of donors goes up. The Friends Foundation received an undesignated bequest and the Friend Foundation Board allocated some of the money to future projects as well as the annual fund. Miscellaneous. No comments. Spotlight on the Collection. No comments. President's Report. Reminder that the State Library Town Meeting is on September 10, 2014 at the Coralville Public Library and ILA is October 22 -24, 2014 in Cedar Rapids. Announcements from Members. Martin said the State Librarian hiring committee Skyped interviews with 6 persons last week. Three finalists from North Carolina, New Jersey, and Minnesota will interview in person on September 9, 2014. It is hoped the process will be complete after the interviews. The Town Meetings will focus on advocacy. There will be two breakout sessions that all participants will attend this year. Martin mentioned the Iowa Library Commons, a new online service of the State Library for library people to share best practices and ideas with each other. Committee Reports. Foundation Members. Communications. None. Disbursements. The MasterCard expenditures for July, 2014 were reviewed. A motion to approve the disbursements for July 2014 was made by Dean and seconded by McCray. Motion carried 9/0. Set Agenda Order for September Meeting. City Finance Director. Strategic Plan. FY16 budget. Adjournment. A motion to adjourn the meeting was made by Rich - Chappell and seconded by Martin. Motion carried 9/0. President Paetzold closed the meeting at 6:32pm. Respectfully submitted, Elyse Miller WA d V) V) 3 H 4- O L R O m J a w 0 .N A2 .E O u M f0 O w D O u W w W u D c Z W Q rl a� 0) V C: X Lu a� +� +� E a0i a�i O Q Z LLJ W NG X O O z LU X X X X X X w O X X X X X X X X X X N OD ' X X X X X X X X X LU X X X X X X X O X N X X C X X X X N O\ O\ X Ln X X X X X X O O X A 'f X X X X LU O\ X X X RV M X X X X X w 11 X X X X X X X M O O X O � 00 O X X O 0 z° X X X X X N 'r en LU X X O X X X X X ^� X X O X X w 0 X X X N d :0 Ol Ln Ln Ol Ln r- Ln Ol �a E L O O O O O O O O O O L CL m m m m m m m m m m l/1 _0 C C O � _ i m to "O L = se a V 1 m w LL 41 _ E c0 0 c0 — C > E N V U Z O a� 0) V C: X Lu a� +� +� E a0i a�i O Q Z LLJ W NG X O O z —Tr-aTTr- 3b(10) IOWA CITY TELECOMMUNICATIONS COMMISSION APPROVED —� MONDAY, AUGUST 25,2014--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Laura Bergus, Nicholas Kilburg, Matt Butler, Bram Elias, Alexa Homewood MEMBERS ABSENT: STAFF PRESENT: Ty Coleman, Mike Brau. OTHERS PRESENT: Josh Goding, Bond Drager, Emily Light SUMMARY OF DISCUSSION Coleman reported that the city send a letter to Mediacom outlining the city's response to Mediacom's proposal to move the library channel and cease analog transmission of the basic tier in preparation to begin offering a 305 Mbps internet service. Grassley informed Coleman that a response could be expected from Tom Larsen this week. Coleman will forward Mediacom's response to the Commission when he receives it. Brau said the next script for a video explaining how to conduct and interpret a speed test has been written and forwarded to Joel Bouwers. Brau said the local access channel survey is nearly ready to be conducted. Goding said he has some suggestions regarding the portion of the survey dealing with PATV services he has yet to forward. APPROVAL OF MINUTES Bergus moved and Kilburg seconded a motion to approve the amended July 28, 2014 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Coleman noted the complaint report in the meeting packet. There are no unresolved issues. MEDIACOM REPORT Coleman said he had nothing to report. LOCAL ACCESS CHANNEL REPORTS Homewood noted that the City Channel and the Library Channel had written reports in the meeting packet. Goding reported that the next PATV guidelines workshop would be Sept. 4 at 6 p.m. The PATV board will meet Sept. 18. PATV will hold an open house August 30 from 12 -4 p.m. which will be followed by a screening of the third episode of "Moon Zero 3 ". On Oct. 17 PATV will hold a film festival in which participants are given 48 hours to produce a short film. The current "Live and Local" program features Table to Table. The Center for Worker Justice will be the next organization highlighted. Light reported the Senior Center has a number of programs planned, including a lecture on Iowa City history, interviews with visiting scholars from China on the topic of aging in China, and a concert by Family Folk Machine at the Englert Theater. Several Senior Center Television producers met with City Channel 4 staff to discuss ideas for productions to be shown at the Senior Center open house in October. MEDIACOM INTERNET PROPOSAL Coleman reported that the city sent a letter to Mediacom outlining the city's response to Mediacom's proposal to move the library channel and cease analog transmission of the basic tier in preparation to begin offering a 305 Mbps internet service. Grassley informed Coleman that a response could be expected from Tom Larsen this week. Coleman will forward Mediacom's response to the Commission when he receives it. CONSUMER INTERNET EDUCATION PROJECT Brau said the next script for a video explaining how to conduct and interpret a speed test has been written and forwarded to Joel Bouwers. LOCAL ACCESS CHANNEL SURVEY Brau said the survey is nearly ready to be conducted. Goding said he has some suggestions regarding the portion of the survey dealing with PATV services he has yet to forward. ADJOURNMENT Homewood moved and Kilburg seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 5:50 p.m. Res ectfully submitted, V3;� 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 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 0 0 3/24/14 X X X X X 6/2/14 0 X X X X 6/23/14 0 X X X X 7/28/14 0 x x x 0/c 8/25/14 X X X X X 9/22/14 X X X X o/c (X) = Present (0) = Absent (O /C) = Absent/Called (Excused