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Council Present: Botchway, Cole, Dickens, Mims, Taylor, Thomas, Throgmorton
Staff Present: Fruin, Dilkes, Karr, Slutts, Hightshoe, Voparil, Yapp, O'Brien, Rummel,
Knoche, Ford, Nations, Bockenstedt, Havel, Sovers, Moms, Striegel,
Seydell-Johnson, Boothroy, Monroe
Others Present: Simpson (UISG)
Public Works facility master plan overview:
Throgmorton/ Let's begin the work session for Tuesday, uh, December the 6. First topic is the
Public Works, uh, facility master plan overview. Ron, you gonna start?
Knoche/ Good evening, uh, Ron Knoche, Public Works Director. Um, I want to thank you all
for your time to go out on the tour with us, uh, this afternoon. Um, I also want to thank
staff that went along with us, uh, tonight. We had, uh, or today .... we had Jon Resler,
Dave Gillham, uh, Jim Villhauer, and Keith Klein was doin' the security, uh, from the
street side. He was the one that was closin' the buildings up as we.....as we drove
through, um, Transportation Services, Resource Management, Chris O'Brien, Mark
Rummel, Rodney Walls, and uh, Susie Bethel was our bus driver, uh, appreciate her help.
Uh, Water we had Kevin Slutts, uh, Dan Striegel from Equipment, and then Kumi
Morris, uh, for our Facilities Manager, and then Jason Havel was along with us.
Um .... know this .... this has been a process that's been goin' on for a little bit over a year
now and ... in regards to pullin' together our master plan. Uh, Neumann Monson is .... has
been a great partner. Uh.....uh, we had also, uh, another, um, maintenance design group
who is their sub -consultant, um, as far as doing the .... the.....the space allocations, uh, for
the .... the plan. Um, and so what I'm gonna do right now is turn things over to Dave
Zahradnik and Jesse Bulman who will run us through the master plan and the process that
we went through to get to this point.
Zahradnik/ Good evening. I'm, uh, Dave Zahradnik with Neumann Monson Architects. This is,
uh, Jesse Bulman with Neumann Monson and he's gonna fire up our screen here, but
hopefully you all enjoyed the tour. That was kind of fun (both talking)
Throgmorton/ Yeah! Good evening! Thanks for going on the tour with us too!
Zahradnik/ Well thank you for lettin' us be a part of it. Um .... we ... we're with Neumann
Monson, as we said, and we've been, uh, delighted to be a part of this. Uh, we have done
a couple other of these facilities, one both in, uh, Cedar Rapids and in Des Moines, and
you'll see a little bit of that, uh, which we used as part of our, kind of our case study here,
and that's why we're really happy to be able to bring some of our expertise to, uh, Iowa
City, to our hometown here and help you out with your facility as well. Um, also a part
of our, uh, our team was, uh, Mark Ellis from Maintenance Design Group, along with a
couple other members from his staff. Uh, Mark was not able to be here tonight, uh,
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originally wanted to be here but, uh, he has other commitments up in Minneapolis.
Maintenance Design Group, uh, we brought onto the team, uh, because of their expertise.
They have six locations throughout the United States and they do nothing but these types
of facilities for universities, for government facilities, for other cities, both much larger
facilities. Working with Minneapolis right now, and much smaller cities, so they bring a
breadth of knowledge in terms of how they can bring some matrix and everything to this,
and even challenge. Um, I think one of the things you heard .... over and over again is
how people are making it work tonight, and they say, well, this is what the standards
we've kinds found work best for people to be efficient. They say, well, we can do with
less. We can do with less. We can do with less. One of Mark's jobs was to say yes, but
if you had more you could do more, with less time or less, you know, commitment of
things. So, there .... there was a lot of back and forth, and you'll hear how the process
went forward, so.... Um, I think the full master plan was given to you last Thursday, uh,
in one of your packets. I ... remember it was 300 -some sheets, if I remember correctly,
so .... I assume you haven't all gone through it with a fine-tooth comb, so tonight we just
kind of wanna give you a little bit of an overview, talk about the process, and highlight a
few things. Please interrupt as you have questions. I'd like to keep this kind of informal,
um, or if you want to save your questions to the end, we're happy to answer `em
whenever, but, uh, we're here to just kinda help you get a better understanding of, uh, the
recommendations that are being made and, uh, you know, why they're being made, so....
With that (mumbled) Is there a way to dim the lights? (several talking) Oh, okay!
Might be a little bit hard to see the screen. So, as ... as I talk we'll be .... we'll have a few,
uh, images to show you. Um, so I .... we always like to start off the process with actually
getting to know your facilities and how you work and operate. So the way that we did
this on this project is we involved the staff, the department heads, all the users that are
in ... are working on this. We actually sent out questionnaires. We followed that up with
a, um .... detailed interview process, um, where we sat down with everyone again and we
went through those questionnaires and got into the little bits and pieces about every little
program, and that helped us develop a program document for review, to kind of right -size
the project. Um, and the way we do that is actually through a ... an analysis, um, of data.
We looked at your existing conditions. We also looked at past reports that you guys have
done over the years, including the Eclipse report, and we compared that to the program
data that was developed from the questionnaires and where we understood the project.
We then went back to that staff and actually were able to identify areas where we could
merge that program together and we actually right -sized that and actually made that
program a little bit smaller, um, with the help of MBG and using some of their matrix and
expertise.
Bulman/ And we even took that opportunity to kind of, uh, look for other things. I think you
heard on the bus tour today that, uh, in earlier studies we had not looked at ideas, or
there .... had not considered ideas of incorporating Transit and Transit Repair. Um, as
some of the rules with the federal funding changes, it gives us opportunities to do more
co -location, that what was, uh, done in the past to find more efficiencies, so that's some
of the things that are showing up in this report that were not even studied in past master
plan opportunities.
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Zahradnik/ Yeah, so for instance, the Eclipse report never even addressed that, so you can't
compare these two reports apples to apples, but it can give you just a little bit of a
stepping stone on where you were at that point in time. So the second step that we
walked through with staff was what we called a charrette process, and this is really a big
brainstorming session where we actually work really hard and then we produce
something to show back to the staff to get input from them and we refine it again, and we
did this over and over, like four times in .... in two days, so this was a very intense, uh,
process that we went through. And we like to involve as many people as possible in that,
so we have the owners there, we actually had all the users, uh, there as well, department
heads, our facility manager, MDG was there, and .... us as Neumann Monson was there.
Bulman/ We were camped out over at the water plant for two days straight pretty much, just kind
of (both talking) get as much, uh, out of it in the time as quickly and, um, so it all started
with kind of a little bit of an education, um, walk-through with staff so we got all the staff
together. We downloaded all the data we heard from them, made sure it was all correct,
and then started talking to them a little bit about some of the, uh.... um, ideas that we'd be
putting forth, so.....
Zahradnik/ So I might touch base on just a few of the ideas that we showed staff, just to kinda
also educate you guys, um, on what we looked at....at that first day, and then we'll also
show you some concepts that were developed on the second day and refined then later.
So we always start with, well, where is the site that we're looking to master plan
geographically in the city and, uh, it's centered south... it's on the cen... center part of the
city on the southern border. Um, we then take a look back at the growth, and you can see
from 1959 to 1989, the city went through a.....a large expansion in area. In fact it grew
by 61 % of the area, and then 1990s into the future, it's more at a stable 1 to 2% growth,
and that's what the projections right now are looking for. Some of the buildings that we
toured today, actually the majority of the buildings that we toured today, probably
happened in that first, uh, period of time, uh, and you can see that the city has grown
exponentially during that time period. And, the equipment, as was obvious today, has
also grown in size, making it ... always those spaces just a little bit harder to use and the
function and the way we actually operate out of these buildings has changed over that
time period too.
Bulman/ So understanding some of the growth processes the city's going through and how it's
kind of normalized at that 1 to 2%, starts to help us predict better what we should be
planning for future as we're looking for this building to be not just making... meeting your
current needs, but meeting needs on out into the 2030, 2040, where .... where are we going
to be able to expand this building and keep that in mind. We can't build it all right now,
nor should we because we'd just be building extra space that we don't need, but we need
to be able to plan for, uh, growth and understand how the city is....is growing in ... in those
efforts, so....
Zahradnik/ So then we also took a step back and just made sure that we identified just exactly
where all the different divisions are. Uh, Water Works is on the north edge of the site, or
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of the city; uh, Police and Fire downtown, but they also have a .... a site out at Big 10.
They have some warm storage units that they're renting out there.
Bulman/ We did not tour that site today, but, uh, it's basically a .... a storage building and the idea
would be to be bringing that out so you're not paying rent on a .... on a facility anymore.
Zahradnik/ Landfill is on the edge of town, right where you expect it, uh, but they also have, uh,
a presence on Riverside Drive that we saw today. Uh, Gilbert Court is where the Water
Division is. We have the Napoleon and Fairgrounds sites with all .... which also, uh,
house, uh.... rent, well Fairground is rented, of course, um, for those .... those vehicles that
we need to keep stored. But then Fairgrounds is also Streets and Traffic, and Refuse. So
the next thing that we identified as a team was, well, where are we traveling to and from
and in between. So this is a little study on how long it takes and how many miles are....
are driven between these, uh, sites. Both summer and winter. And then we take a little
bit of a step and what does it mean if we co -locate, and what are the operational
efficiencies that we could gain and .... and the projected operational efficiency is almost
$300,000 a year annually. We could save approximately 24,000 miles on the vehicles
annually. And we see about 1,600 man hours saved annually as well.
Bulman/ And I think we were being as conservative as we could with that, cause we didn't want
to over -promise. It was only things that we could identify readily, in terms of trips that
we knew had to be taken for routine maintenance and things like that. Uh, when we have
done some of these other facilities, we've noticed that people find ways that they're
really topping what our predictions were as they have co -located and find ways to work
together that they're not making .... you heard I gotta take a trip over to here to go get
somethin' that if it was all stored together, we can't account for that because I don't know
what kind of things are gonna just pop up that are stored in other locations, so.....
Zahradnik/ And even the efficiency with just being able to talk from Streets, Traffic in one
building and .... and the inner -workings that happen between the different divisions. Next
with staff we kind of identified access points. So we have McCollister and Gilbert Street,
and we identified those as being good access points to the site, um, as far as traffic flow.
We also noticed that we have a trail system that's surrounding our site, both on the east
and west side, and we knew that there's housing, uh, growth here and future, uh, multi-
family housing projected. So we wanted to be conscious of what we were building along
that Gilbert Street, because some of those sites that we saw today are... are a little messy
in the background and we wanted to make sure that we're being a .... a good neighbor to
them. We took a little dive into zoning with the staff, uh, again on the purple lot on the
corner, this is that two acres that we mentioned that, uh, is a commercial zone. Uh, the
gray is the future, uh, projected multi -family homes. And then the green is actually
public land that is surrounding our site. So it's a unique opportunity, uh, with all the
zoning that's around us and how we can incorporate into that. We even looked a little at
utilities and making sure that we had access to utilities and that we felt like, uh, we didn't
need to bring too much, uh, new infrastructure into the site. The second thing that we
talked through staff were precedent images, um, and studies. So this is actually, uh,
different maintenance bays. So you..... drive aisles that actually come in and you pull
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out, drive through bays, uh, long extensions, and we talked about the pros and cons and
what that means for operations. So the maintenance facility that we looked at today is
kind of a quasi -makeshift of that and what that could look like for them if they would
actually, uh, move into a.....a structure that's kind of right -size, and we identified that
with them and they .... they walked through the pros and cons with, uh, MBG, as our
consultant.
Bulman/ Yeah, we saw even today that there were .... using the drive aisles as part of work
stations and things like that, just to get enough vehicles in there, and that's not
uncommon for, you know, facilities that are of that age. These, like I said, these are
people that know how to make things work, I mean they're making your city work now,
so they're gonna find ways to make it work, but is it the safest environment, is it the best
way that they can do it? No, it's not, and I think this .... this is the opportunity to give
them the building that is the best tool for them so they can do their job as efficiently as
possible.
Zahradnik/ We even looked at, uh, the .... the multi, uh, excuse me. Maintenance facilities in Des
Moines and just .... this kind of gives you an idea of what the materiality is. Some of
these buildings are, but we really were studying the adjacencies and how different
departments work, um, internal drive aisles, uh, where office environment was, where...
where the locker rooms were located next to, uh, different shops or do they want to be
next to, uh, different access points. And really identify, uh, you know, what the staff felt
was most appropriate for them.
Bulman/ Yeah, so it ... you know with these facilities both being in Des Moines and Cedar Rapids,
they're close by, we would like to, as the design goes forward, invite that staff have
opportunity to go up and talk to their peers in other locations to see how it's working.
Um, that's the true test. If they could talk to somebody that does the same job they do,
and they can tell them that they're able to do it more efficiently because they're located
by somebody else who's doing a similar job and they've been able to help each other out,
I think that's the best learning curve that we could have just to kind of learn from other
things and of course if something didn't work out well, we don't want to repeat that, so
we'd like to hear about it, but uh, this .... this gives you a good idea of, uh, the types of
facilities we've been able to create and, uh, they're.... they're close by. We'd like to
make use of that as a .... as a design tool for the staff.
Zahradnik/ We even looked at different options where we actually eliminate, uh, internal drives
and look at external circulation and what that means, and the pros and cons for that. This
is St. Charles, Missouri.
Bulman/ So these are some of the facilities that Maintenance Design Group had worked on. We
were not a part of `em, but they bring that other expertise into it that shows us different
ways of doing it, kind of challenging some of the things we're familiar with and the
staff s familiar with, and .... um, so certainly all of this was part of our consideration as we
developed plans and talked through how staff wanted to, uh, saw best operations.
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Zahradnik/ This facility in Naperville actually uses an internal drive with a double -stacking
option, and what that means for operations. We walked through the pros and cons of
that. Um, and then we also wanted to take a look at the Transit options. Uh, currently
your Transit facility is a stacked parking system where there's no internal drive aisles. So
the bus ahead of you has a problem, you have to let the other buses alongside you depart
before you can actually get that bus out. So there's some operational things there, but
then there's also some additional costs in .... in circulation. So we covered that, uh, and
just made sure that we're aware of all the pros and cons of those with the staff. Our next
step during that (can't hear) process of course is to actually develop concept plans. Um,
so we developed several comp.... concept plans that night, um, after confirming our data
and talking through those prom .... pros and cons, and then we reviewed it with staff in the
morning. We developed six plans. The top three actually incorporate, uh, the .... the
purchase of the corner lot, and the bottom three here, um, do not have that incorporated,
and we looked at the pros and cons of each of those. And this is a moment where staff
gets to give us feedback as designers when they see a hazard, let's say, out on the .... out
on the, out in the backyard like, oh, this is going to be a turning issue or this is a .... a blind
comer. They point those things out to us and we can make adjustments and further refine
that.
Bulman/ It gives them an opportunity to take a look at the plan and imagine how they would do
their daily work on that site, and we did hear lots of comments like, okay, I've gotta bring
my loader out and I gotta turn here. How is that all going to work? And we really had
a .... a good opportunity to talk through with every department.... how they operate on a
daily basis and.....
Zahradnik/ So then we take that information and we .... we synthesize it, um, again and further,
uh, refine it with the program and with all the other expertise that we bring in. We met
with the department heads again, uh.... later on as we came back and developed this plan,
which was kinda our .... our approved concept for synthesi.... uh (laughs) for the process
that we're going to go through next. Uh.... and during that process we actually identified
that Maintenance and Transit may actually make a good, uh, coupling together, not only
because we can share resources, but it actually allowed the site to open up somewhat so
that circulation around the site is actually improved. Our next step then is to kind of
make sure that we're looking at the actual site and the design a little bit in the master
plan. Um, we identified the south district plan that was already developed ahead of us, as
a good jumping off point. Um, we realize that Gilbert Street is kind of our gateway to
our community on the south, and really wanted to make sure that we were paying
particular attention to that connection, and really enhancing the connection of the bike
trail system into Terry Trueblood and making, uh, it more easily accessible to the ball
diamonds. Um, we also .... know that we have residential units that will be put in this side
of the .... the property. So we wanted to make sure that we were respecting the scale of
those residential units, and in the zoning code, there's, um, some areas that are identified
where you have to put setbacks and offsets. So we looked at that pattern and what that
would mean on the exterior of a building, and then really tried to create an opportunity to
like enhance something that was identified in the south district plan. So this again was
that original concept design, and these buildings are huge, and I just wanted to kind of
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briefly give you an idea of what scale looks like, um, on this. So this is Kinnick Stadium
overlaid and on our site, just to give you a little bit of an idea of how long that .... that
facade is. And we want to make sure that we do a very good job of breaking that scale...
scale down, not only for those residents, but for the pedestrian experience. So .... this is a
little bit of a look at what could happen. These are renderings that are not set in stone.
Please don't think that this is the final.... final, uh, result at....at any means, but in the
south district plan we identified an extension of art work into this part of the city. So,
there's a possibility that we do Herky's on Parade or the bookmark project actually
extends down and becomes part of this trail system. Another idea was community
gardens, and maybe we want to do some test plots or some edible landscape type of
options was ... were thrown around. Or fitness, uh, was also identified in the Blue Zone
was, uh, something that wanted to be enhanced in the south district, so we thought about
making it a fitness loop and what that could look like. And then you can start to
see .... we want to talk about materiality a little bit too because if we have warmer
materials that kind of reflect Terry Trueblood a little bit, uh, what's going on there, it
respects that. Also we want to make sure that we use durable materials that will stand the
test of time, uh, precast concretes and stuff like that for the maintenance facility.
Bulman/ So one of the things you'll notice is we are using the building as kind of a fence, if you
will. Um, even looking at the site plan, uh, putting the building's facade as something
that kind of shelters the rest of the working area within the site is kinda part of what's, uh,
what's driving the plan a little bit, so we're not seeing a bunch of parked cars along the
edge of the road that need to be repaired or somethin' like that. So we will.... the.... the
plan is to kind of develop this such that that large scaled building gets broken down into
smaller masses, but shields all the work that's being happened back in there. Uh, as you
see as part of these images, uh, one of the concept ideas is to allow visual connection into
the buildings though because we do think it's an opportunity to celebrate the work and,
uh, the equipment and everything that's in there. I think it's just fascinating to just go
and see all those endloaders. I saw everybody kinda peeking around today. You kinda
want to see `em! So, uh, let's let the public, uh, view their property here.
Zahradnik/ And then even further breaking this scale down with pedestrian level benches and
lights, just really enhance that corridor. This is an image of what that experience could
be along, uh, Gilbert, again, heading towards Terry Trueblood. So with all of that data
put in, we then go back to our plan here and kind of developed our last kind of concepts
and what we think is the final recommendation for the master plan. Um ... it was early
identified, uh, that staff parking to the north would be ideal, not only for staff, but then on
weekends this parking could actually become an overflow for the ball diamond parking,
which is already taxed at times. Likewise, there's a need for parking on the south part of
the site for Terry Trueblood, so by putting, uh, staff parking on that location, uh, that can
also overflow. These parking lots are open to the public essentially during the weekend
and we have, uh, our building acting as the fence and then other fencing to protect the
back of those areas. The yellow bar that you see in front is shared office space and locker
rooms. So there's a lot of efficiency gained in that. In peach you're seeing streets and
traffic. Their shops are actually located along the west, and this allows for pull-through
access and also the ability for them to pull their trailers up to the back, throw on their...
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their need, equipment needs, and then get out of there ... and do their jobs. Water
Department in the light blue is kind of centered down on the south part, near the wash
bay, and this is critical because we heard from their staff that they have a lot of items that
come off the street that are really dirty and messy, they need to be washed down before
they can be worked on. So they'll wash their equipment, pull into their shop and work.
Just north of that, we identified Solid Waste going there. Um, this is also because of
smell reasons, uh, these trucks are smelly during the summertime. We didn't get to
experience that today, but uh (laughs) I've been around `em. They're very odor..... there's
a lot of odor. Um, and it also gives the ability to expand this north as the city grows.
Bulman/ So one of the things that, uh, we might point out is, and this was mentioned, I don't
know if y'all caught that, but right now there's that wash facility which you're driving
around outside, and as you can imagine this time of year, that creates ice and other kind
of issues, especially if you're parking a wet car somewhere where it's potentially going to
freeze. So the ... we want to make sure we can wash your vehicle, bring it into the heated
facility, and let it dry out over night. So we're not, uh, putting, uh, these expensive
pieces of equipment in more danger, and uh, lowering their useful life. So....
Zahradnik/ South of that then are combined Maintenance and Transit facility. Uh, Maintenance
is in pink, uh, Transit is in the darker blue, and then the combination areas where we have
combined break rooms, locker rooms, fitness center, office space, uh, for them, and that
is kinda nice too because it creates kind of an office front on each end of your site. So if
you have any visitors, they have a .... a logical place to go, uh, find out where they're
entering. We have an existing fuel island that will remain. Just north of that we have, uh,
auction lot, a fire tower, the existing wash bay will remain, Police and Fire will move off
of that Big 10 site into the warm storage facility, with some renovation work. The salt
storage building will remain, but we'll kind of rework this area to make this a little more
effective and efficient for them. Um, and then with that said .... I think that wraps up that
master plan. We'll move into phasing. So .... part of our first step in phasing is
identifying if we have enough locker room space. So we'll do a little bit of a study to see
if we need to add any locker rooms. This .... this is a potential, um, problem as we move
people onto site we're gonna have more people there. We need to do a quick study of
that. Police and Fire will move over in a renovation project, and a fire tower will be
constructed for their training. We're hoping to accomplish the wash bay and then all of
the parking and the shops in phase one. And those are the buildings that we saw today
that were probably in the most need of repair or replacement. Subsequent phasing could
be office addition and additional.... and then installing the parking lot. Solid Waste can
move over at a later date. During phase three, we see Maintenance moving over and in
this case, we're suggesting that the large vehicle bays, um, get built and not the small
vehicles, and we actually service small vehicles out of the large bays because when
Transit moves over in a .... a final phase, we're gonna need those large bays for the buses
and an addition will happen for the small vehicles on the end of Maintenance. And then
we've identified future growth for Transit as their needs change, um, and the city grows,
the more routes are established. We'll also take a look at sustainability. Um, as we
design phase one, things that we may want to consider bioswells, or rain gardens, to help
with contaminated water. We may want to also consider bike trail connections and
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making sure that we have boo .... good access to parking your ve....your bike.
Daylighting, um, is another thing that we want to consider in this design. Not only will it
help reduce your operational electrical load, but it also improves safety, uh, saving a
well -lit work environment. We'll look at HVAC systems, such as geothermal and de -
stratification fans to help with cooling in the large bay. Um ... we may look at
photovoltaics and what that means. It may mean that we can't afford the PV array but
maybe we want to plan that structure so that it can accept that PV array. And then we'll
also look at, uh, waste water ... or not waste water, excuse me. Um, rain water collection.
Um, we actually did this in Des Moines where we took a container and we connected it to
one of the storm drains and then the Streets Department or Traffic, whenever they need
use of non -potable water, they can actually gravity dump that into the back of a truck and
take it out to water a tree or .... do whatever it is that they need to clean off with that ... we
really don't need to use potable water for it. So pretty inexpensive thing.... inexpensive
thing, and when the water's available you just use it. So ... with that .... who has the first
question? (laughs)
Throgmorton/ Yeah, who wants to ask questions?
Dickens/ How much? (laughter)
Zahradnik/ So the overall master plan and the report is around $40 million, um, phase one we're
looking between 10, maybe up to 12.
Frain/ Really the hope was tonight that we can set the table for our CIP discussions because
the .... the, uh, capital improvement plan that you will see from staff does include phase
one funding, and just because this is a new project that hasn't been discussed a whole lot
at the Council table, I want to give you the opportunity tonight to see the facilities
and ... and ask those questions. It's a complicated project to fund and we'll get into that in
January. Um, but it is considered a non-essential purpose, which means that we cannot
bond without going, uh, to the public for a referendum. Of course a referendum on this
type of facility is .... is very difficult. So there's been a lot of planning, uh, for years,
trying to build reserves for this purpose and we'll get into that, because the funding
stream for this is, um .... it consists of, uh, little bits and pieces from multiple funds to
make something like this happen.
Dickens/ How many places do we currently rent that would be pulled into the ... even phase one?
Frain/ Well you saw the Fairgrounds and the .... and the Police and Fire facility,
um.....(mumbled) anything else? Just those two (several talking)
Throgmorton/ Well I think staff and you have done a brilliant job of presenting us with, uh,
current facilities that are not in the best of possible conditions, and a plan that really looks
good on, you know, on first glance. It's, uh, it looks like you and the staff worked
together very well in producing it, so bravo to you and .... Geoff and everybody else
involved in it. Uh.... I guess I find myself needing to emphasize, uh, one particular point,
and that is tonight we .... we will be considering adoption of a carbon emission reduction
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plan. And I take that very seriously as I think, uh, other Council Members do as well. So
as we're imagining this plan as it....being built out, uh, I think we should probably look
at our current energy use with regard to the facilities we have, and thinking, okay, eight
years from now we gotta be at least 30% less energy ... we have .... we have to have at least
30% less energy, uh, use .... from those .... from the, whatever facilities exist at that
moment in time, and on into the future, the use has to ramp down a lot. We'll get into
that later on tonight, but uh, the.....the carbon emission reduction part of this energy
efficiency, use of geothermal, PVs, whatever, uh, needs to be a part of how we're thinkin'
ahead.
Mims/ Well, having looked at facilities since I came on Council seven years ago, it's exciting to,
uh, start to see some .... some actual work. I mean, not that we haven't been working on
it, but to see that we're gonna get closer to actually building some things, because, uh, a
lot of our staff work in some less than ideal facilities (laughs) So it's..... it's nice to see
this, uh, and being able to get the efficiencies of moving on to one site for so many, um of
our different departments is really positive, so look forward to it!
Botchway/ Well I'll take that a step forward, I mean, the facilities were really bad. I mean, uh,
just to be frank. Um, and I think Susan saying it, you know, more politically correct, but
I think that it's .... it's necessary, I mean, I don't know.....you know, the set up that you
had as far as, you know, having us out there in the cold and everything else (laughter)
really played well on me (laughter) so, uh, this is no, I mean.....I wouldn't say .... I think
there's some considerations that Jim and other Councilors may have as far as, um, some
of the things that, from a strategic planning standpoint, that we want to obviously see
actualized in the particular building, but, um, beyond that I think this is, you know, it's
well overdue, um, and just in talking with some of the other folks that were kind of in and
around, and um, a part of the conversation, you know, it's .... it's just pretty bad. I mean I
would feel uncomfortable, um, going to work there every day and, um.....uh, you know, I
just, yeah, I'd feel uncomfortable going to work there every day and .... and, you know, I
think, um.....I think you may have mentioned it at the beginning of the presentation is
that these are our City employees. These are the folks that, um, are running the city, um,
on an every day basis, night and day, and for them to be working with facilities, um, that
we saw today were, you know, it's just.... it's just a .... just a kind of a, kind of atrocious.
So .... um, I'm excited. I mean I think this is awesome kind of moving forward. I have
some, uh, interesting, uh... kind of, uh.... progressive questions or elements. I don't
necessarily know if this is the right, um, opportunity to talk about `em right now. I think
you've talked about the photovoltaic and some of the other things that were consistent
with that. Um, I'm gonna throw it out there and I know this isn't necessarily for
discussion, but ... you know, possibility of looking at like gender -neutral restrooms, and so
um, before that, you know, since we're in the design phase now, thinking about how that
could be a possibility. Um, you know, because I think that's something that I've .... I've
been interested in, not necessarily from, um, just a city standpoint, but just a community
standpoint in general. Um .... I think that many of my questions were answered by, you
know, staff ahead of time as far as all the different, um, things that could be brought on
into this particular project. So I .... I love consolidation. I think it's great. Um, keep up
the good work. Maybe make it even faster. I know that we have to talk about it from a
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CIP conversation standpoint, but um, this is good stuff, so I appreciate it. Thank you....
thank you to you and also, um, to staff and .... for staff having to, you know, work in the
conditions that you've worked in prior to this, so....
Taylor/ I think the investment is well worth it, and your comment about, uh, that they've made
things work. I mean that was obvious during our tour, you know, we could see where,
um, the rain stains... the water stains on the ceiling and even around all the electrical
equipment and .... and what they've made do with all these years, I think John or Rockne
and I were talking about, why has it taken this long? It's just so amazing to be able to
consolidate some of these, uh... uh, efforts and the.... thinking of the energy efficiency too
as .... as Jim had mentioned. That's one of our, um .... uh, priorities on the Council,
and .... and even .... even to the point of rain gardens and the rain barrels and... and using
natural lighting. That's just amazing. I'm .... I'm very impressed.
Cole/ And I guess I would just make a comment too. You know, Jim's right, we are going to be
addressing a carbon emission reduction plan tonight, and I think as we go forward, it's
going to be very important for our city that we demonstrate what these, you know, high
level environmental standards will ultimately look like, and we show the cost savings that
we can get. Having said that, we understand that with a lot of the environmental
standards in the buildings is gonna probably be a .... a higher investment on the front end,
um, but I think over time will demonstrate those cost savings. So I think the three things
that really jumped out at me — the bioswells, uh, I think if we can incorporate that, you
know, I think we're not gonna get into all those details tonight. That's certainly
something I'd like to invest in. Uh, the .... the photo.... photovoltaic cells I think was a big
thing as well. And then of course the community garden aspects. So those were three
things that really jumped out at me. Very impressed with the design, and I'm really
excited about this because I think these sorts of municipal buildings, we do have control
over, and so I think given that fact, it's important that we sort of show an example to the
private sector in terms of what can be achieved with these sorts of designs. So great
work! And also thanks for our staff too. I think, you know, based upon what Pauline had
said, it is amazing what our City employees have basically had to endure and ... and as...
through no fault of their own, and the fact that they're able to deliver that top -end service
over these years, um, is a real tribute to them. So thank you for all the wonderful work
that our staff does as well.
Thomas/ It was .... it was an interesting tour. We were set up beautifully (laughs) in terms of,
uh... uh, being presented with this .... this ambitious plan. I think the key issue that, you
know, and Jim spoke to this, you know, the presentation emphasized the.... efficiencies
with ... with the, you know, the .... the staffing efficiencies, uh, the key piece moving
forward in addition to that would be the energy efficiencies and how, you know, what...
what gains we have with this facility in that regard.
Throgmorton/ Okay! Anything else?
Mims/ Thank you very much!
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City Clerk Selection Process:
Throgmorton/ Well, thank you! Excellent presentation incidentally! Okay, our next topic has to
do with the City's Clerk selection process. Tall received a memo from Marian,
December the I", dated December 1. I want to thank Marian for.....puttin' some energy
into that, some thought into it, and uh, writing that memo for us. You may have noticed
that some of the memo differs from what I communicated to you individually about how
we would proceed with regard to appointing an interim clerk. Uh, and that is primarily
because, uh, subsequent to conversations, uh, we realized that it wasn't really necessary
to appoint an interim clerk. Uh, Julie is already empowered to act as.....in the City
Clerk's sted and it's my understanding that we would be trying to make sure that, uh,
Kelly would also be deputized and therefore be able to operate as City Clerk. So in that
interim period, uh, there'd be, uh.....uh.....people ready to perform the duties of the City
Clerk for, uh, well .... while we're doing the search itself. I want to say too, this is hard to
talk about, uh, because of. ... because, uh, Marian is such an important part of the City
government, you know. So anyhow, while I struggle through (laughter) with my part of
this, um, I'll try to find somethin' else here to say. So, uh, I.....we've already distributed
a job announcement. That went out, uh, some time last week, Geoff? Yeah, okay. And
it was revised, uh, in accord with conversations I had with you individually, and
especially some things about what items, you know, Susan, you and I talked about.
Uh.... let's see, um .... and Marian's memo presents a timeline which she and I discussed,
uh, extensively, and a possible committee structure for winnowing applications we
receive in response to that job announcement. So, I'd like to hear your idea .... your
thoughts about the, uh.... the, uh.... the timeline, the committee structure, and so on. And
to .... to kind of help us get started with that part of it, uh, I find myself thinking that it
would be good for the Council to really take a leadership role in this as a whole, uh,
rather than, urn.... expecting the staff to do a .... a lot of work, because actually it's a
Council appointment and I think we need to be doin' a bit more here. Uh, maybe I'm
talkin' about myself as well, but (laughs) uh, that's what I find myself thinking. So, my
suggestion really would be that we, uh... um, designate three of our Council Members to
participate in a committee that would include Geoff, Eleanor, Karen Jennings, and maybe
one or two other people on the staff, I don't know. Maybe Geoff and Eleanor, Manan,
have ideas about someone else who might be a .... a.....a, um, a significant contributor to
the committee's work. And if, uh, my suggestion further is, um, I don't know if your
eyes are sufficient at the moment for this, but if Susan's willing, I'd like to recommend
that Susan act as Chair, uh, of this committee involving three Council Members, Eleanor,
Geoff, uh, and Karen Jennings. So ... so, um, let's have this discussion, I mean we need to
kind of flesh out a few things here.
Mims/ I'll just comment. Jim and I had talked earlier and .... I'm very, I feel very strongly that
like Jim does that the Council needs to .... to have a fairly strong leadership role in this.
Um, this position is one of only three that the Council actually appoints. I mean, all the
other 600 -plus City employees report to one of those three — City Clerk, City Attorney, or
City Manager. Um, and with that being one of our three appointees, I think it's
imperative, um, from a practical standpoint and from a public perception standpoint of
how important we see this, and that we are very much, um, involved. I totally agree with
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Jim also that to have Geoff and Eleanor, and if they ... you know, come forward with
another one or two or whatever, uh, staff members that they think should be involved,
um, I'm very supportive of considering that because they are the people who work with
the Clerk, um, on a regular and ongoing basis and .... and understand probably more of the
intricacies, um, necessary in that position than even we as, uh, as Council Members do.
Um, so I would agree with what Jim says. Um, yes, I'm very interested in being on that
committee and I'm willing to Chair it if that's the desire of the Council.
Throgmorton/ How bout the rest of you?
Taylor/ I would be in favor of Susan, um, being in an active role with her experience on the
Council and with the City Clerk position. I .... I would be very much in favor or that and
would be willing to serve if no one else is.
Dickens/ I'd be willing to serve, since I'm gonna be on the way out (laughs)
Cole/ Sounds good to me! (laughs)
Dickens/ I've been around Marian and I see what she's done. I .... I try to stop at her office on a
regular basis. I know since we've gone to electronic, we don't have as much time that we
meet with the City Clerk, but I've .... I've continued to go down there because there's so
much you can learn from your City Clerk and pick up and .... and just, uh, I .... I'd be
willing to serve on that as well.
Throgmorton/ One of the things I learned in looking at the job announcement was how much
City Clerk has to do, or is responsible for, and how, uh, what a terrific staff, uh, the
Clerk's office has right now. So, um, we're really very lucky in that sense, right. Well,
we have two volunteers to, uh, join Susan on a ..... a committee. So .... does, Geoff,
Eleanor, do you have any thoughts about this? I mean my idea is that the committee
could begin its work kind of right away. And .... yeah, go ahead!
Botchway/ Pauline, do you have any particular feeling as far as being on the committee? I would
like to be on the committee. If you prefer, I mean, that's fine.
Taylor/ If you feel you have the time cause I'm .... I'm retired and have plenty of time so as much
time as it would take — I don't know. (several talking) That's.... that's fine. (several
talking)
Botchway/ Yeah, I mean it's .... yeah, I mean it's a, one this is.....yeah. Yeah, I mean.....and this
is an awkward conversation, you know, um, cause there's Marian, um, and I don't know
if everybody else knows this but Marian is very, you know, important person, not only I
think to the City but, urn .... to me personally. So, um.....
Mims/ Well, I think we need to keep in mind ..... to .... to a certain extent, this is not about Marian.
I mean (both talking)
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Botchway/ Oh no, I agree!
Mims/ This .... and we'll have that opportunity to thank her but this is about the future of Iowa
City and .... and getting a person in that position who, um ... you know, can serve the City,
you know, hopefully for a long time and very well, um, as the Clerk. So ..... and my
concern, and I'm not here to try and pick who's on the committee, but I think it ... it's gotta
be people who've got time and flexibility with their time because I think the timeframe
that is set here, to try to get this done, um, depending upon the number of applications we
get in, there could be considerable time involved in reading and reviewing those
applications, and then having to be available for meetings, um, as we try to pair down
those applications to a group of semi-finalists and do interviews, and then finalists and do
interviews, or however we decide to structure it, um, as a committee, so I think .... I think
the availability, um, in terms of the number of hours and the flexibility is critically
important.
Thomas/ Yeah I would just add to that, I think .... Terry and Susan have served on Council for
some time, so I think have a pretty good understanding of the role of the City Clerk, and
the City Clerk's duties and .... so I think it'll be really helpful to have .... have them both
(several talking)
Botchway/ ...I don't disagree with that, I mean I think more (mumbled) kind of, and I don't
necessarily that we have to discuss this today. I have comments or questions about the
process and how we go through that, and so if that's a conversation later on, I can wait on
that. I mean I'm okay with the current volunteers. I was just asking cause I know
Pauline had just said that .... unless anybody else wanted to (several talking)
Taylor/ ....and I'm fairly new on the Council, I know, and you've been on the Council longer, uh
(both talking)
Botchway/ ...not worried about that part, yeah.
Taylor/ ....starting out .... in January, um, with my injury I had a lot of interaction with the City
Clerk and ... and saw what things above and beyond even the job description that they...
that they can do and help the Council out and ... so I have a good feel for that, I believe.
Throgmorton/ Why don't you mention briefly what other topics you want to address cause
maybe we should dis.... discuss them tonight and maybe we shouldn't. So, uh, what are
you thinkin' about?
Botchway/ I mean it's ... you know, I think some of it came out from some of the, uh, Police Chief
search and so I mean I'd be interested from a process standpoint, um, and that we've kind
of, um, sent out the information but ensuring that we could get some demographic
information. I know that's voluntary — the demographic information within the process.
Um, you know, there's .... it, I don't know if. ... I mean I can go on for a couple of points.
I don't necessarily know that it's important for this entire conversation. I think it's more
maybe me having a conversation with you, Geoff, and having a conversation with Susan.
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It's more about the actual kind of (mumbled) I mean, again, as we're kind of going
through picking the applications, that type of thing. It's not necessarily for .... (mumbled)
Fruin: This is a .... this is a Council appointment, um, I .... I'm here to assist as is Eleanor or
anybody else that you want, but if there's process questions, this is the appropriate time
to be addressing those. It's not ... it would be more appropriate for you to address those
process questions now than trying to work through me or Eleanor or Marian next week.
Uh, because it's really this body that determines what that process is.
Botchway/ Okay, well I mean....
Dilkes/ I think the basic .... I think the kind of basic things you (mumbled) decide are what ... what
is this committee's task? Is it to go through the .... the applications and pull them down to
a manageable amount? Um ... then get to finalists that the whole Council interviews? Get
to semi-finalists the whole Council interviews? I mean, that's I think the big process
question that we need to figure out.
Mims/ The other question I guess I would have, and I think this probably is relating to some of
the stuff Kingsley's alluding to is .... okay, the job description's been put out there. Um,
but... where.... where is it been put and is there .... is there any thought in terms of any
effort to, um .... specifically trying to recruit, um, I mean I don't know .... I don't know
where it's been put out. I don't know how many applicants we ... will get from where it
has already been put. I don't want to see us in a situation where, um, based on the
timeline constraints we feel like we have to move forward but at the same time we don't
have the number of applicants, um, that we would want, you know, knowing like a lot of
these positions, the people that have the kind of experience, you know, that we're gonna
be looking for, we may have difficulty getting demographic diversity that we would like
to have in.....in the applicant pool. But I'd like to make sure that we make every effort to
get that diversity, um, you know, in that.....in that pool as possible.
Throgmorton/ So, my thought there is that the committee should be empowered to, uh, find out
from Geoff who .... where the job announcement went, you know, how it's been
disseminated so far, and to .... uh, modify it if appropriate, if the committee thinks it's
appropriate, uh, to, uh, make it more expansive if they .... if the committee thinks that's
appropriate. But otherwise, the committee's charge would be to winnow to .... to, as
Eleanor articulated, to .... to sort through the initial applications, produce a shorter list,
um.....I'd say devise a .... a process in the sense of whether it wants a semi-finalist and
finalist and .... and (mumbled) looking ahead, whether the committee believes that we
should have some kind of, uh.... you know, processes for the public to be involved in the
latter stage where there're semi-finalists or finalists involved. Or not. I mean, I .... I....
and so ... so the committee, I think, would have to come back to us and say this....this is
the .... the latter part of the process that we have in mind, is that okay to you full Council.
Cole/ I'm wondering whether the committee could convene after tonight's meeting and then at
our following meeting January 3rd come up with a proposed outline for their proposal,
um, in terms of how we'd conduct that. Um ... that would seem to be the most efficient as
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opposed to sort of, you know, identifying every detail now would be my thought process.
I would trust the committee come up with a recommendation that we could maybe
modify at that time? Um....
Throgmorton/ That sounds reasonable to me. What do you think? (several talking)
Cole/ One question for you, Marian. I'm wondering, and this actually came up with the, uh,
police search chief process. I'm wondering with the professional organizations that
you're a part of, do they have a suggested best practices process or recommendation to
ensure a diverse hiring pool for these sorts of things? I mean that .... are you aware of
anything along those lines? Um .... sort of a best practices hiring that.... that they
recommend?
Karr/ The professional organizations that, um, I'm affiliated with, both .... are all three regionally,
um, statewide, etc., have different procedures and they go through a standard, if you will,
um, procedure for all of their applications to ensure that .... has identified that as a goal
and is an ongoing type of a thing.
Cole/ Okay.
Karr/ Um, so if that is being followed much in the same way as Geoff will report back to you
that the City follows in their hiring practices.
Cole/ Okay.
Throgmorton/ Geoff, Eleanor, can either of you at this moment recommend anybody else on staff
who should be a.....a member of this committee?
Fruin/ No, not right now. I think maybe Eleanor and Marian and I can talk, and I think it's
important to understand from the Clerk's office perspective who they, urn .... uh, work
with within the organization, perhaps more closely, uh, but I don't have any
recommendations right now.
Mims/ We can bring that back on the 3rd if we decide there's somebody else (several talking)
Cole/ ....comfortable with that.
Throgmorton/ Okay, so .... uh, I think we have some clarity here, right? What we ... what I .... I'm
not clear about is who the three members are other than Susan and Terry, so .... (several
talking) Okay, so that (both talking)
Botchway/ (both talking) ....Susan answer my questions, my concerns.
Meeting with area Legislators:
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Throgmorton/ Good deal. Okay, can you think of anything else we should discuss with regard to
this particular topic? Okay. Thank.... thanks to the three of you for, um, volunteering.
All right, uh, the next topic is meeting the area legislators and .... Marian sent a ... an email
to .... uh, all of you, on my behalf. As far as I know two responded and time's passed, so
I ... I don't know where we stand on that really. So .... would .... would you like to meet as
a full Council with our local legislative delegation? If so, we have to get an invitation out
pretty much right away.
Botchway/ I will say that I think I was maybe one of the people that responded. I know for me it
didn't give me pause cause I wanted to know why, um, especially with the kind of quick
pace of it. I assume it was around the legislative priorities, I mean, maybe it wasn't. I
wasn't sure and so, um, but I have particular reasons why I wanted to meet with area
legislators. I think it was around our legislative priorities, um, in particular around kind
of the, um, the union discussion that we had, um, last Council meeting. I wanted to
ensure that at least from a countywide standpoint, that we sent a clear message, um, to the
State, but then that was, I'll be honest with you, that was my only focus for that particular
meeting, I mean I assume that was going to be a big focus, but I don't necessarily know
kind of what you were thinking as well and so that's why .... that's where I kind
of. ... answered, or the reason why I answered in the way I did.
Mims/ I mean I'm more than....
Dickens/ (both talking) ....we just....we sent `em our prior .... our priorities, and .... I know we've
met with `em before and not a lot has gotten done, and sometimes I .... I feel like it's
fruitless. As much as I'd like it to .... to mean more, I mean, we .... we can send `em and
we can ... put our priorities out there. It's .... and especially with the way the .... the, uh,
House and Senate in the State of Iowa have changed so much. I don't know how far
we're gonna get, and.....and I'm all for collaborating, but .... it just seems like the last
time we went we didn't really get anything done.
Throgmorton/ Well I guess I should be clear, there is an alternative instead of having all seven of
us meet with the local delegation, uh, we could have three of us meet with.... whichever
members of the local delegation were available. So .... (several talking) that's an
alternative.
Dickens/ If you think you can accomplish something I would do it but....
Throgmorton/ Well I don't know if we can either because, you know, you're exactly right.
The ... the balance shifted dramatically. So....
Cole/ I guess I would really like to meet with them because, you know, I think we have the
legislative priorities, um, but I think it's also .... each one of those legislative priorities, I
mean, I think they can get a sense of what we really want to focus on, and also, um,
whether we can be as, you know, helpful to them in terms of, you know, supporting what
their agenda is too. So I .... I definitely want to do that, and I think we should do more of
precisely that sort of thing. Um, in terms of whether it was three or seven, I guess I don't
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have a strong preference for that. Although it may be good for the public to do, you
know, add the fall seven to do, to observe that entire process, so I guess if I had to pick I
would prefer all seven, but I'm not dogmatic about that.
Throgmorton/ Yeah, to be blunt, there's a.....there is a difference between having an open
meeting involving all seven (both talking)
Cole/ Yep!
Throgmorton/ ....Council Members. It has to be available to the public, etc., versus having three
Members meet and having a more informal discussion (both talking)
Cole/ ...dynamic. Sure.
Throgmorton/ ....difference. So.....
Taylor/ I think the .... with the seven it shows a more unified effort on the Council's part, that
these are all of our legislative priorities, uh, so if it's logistically possible to do that. I ... I
think that would be a good way to go.
Mims/ I mean I'm fine with doing it. I think ... some of the feedback I think we've gotten before
is I think the legislature .... legislators have found it, um .... not necessarily the best use of
their time either and they have very busy schedules, but .... you know, to put out the
invitation and see if we can get them to. I think Rockne made a good point about, you
know, are there ways that we can be supportive of them, um, given the changes that
occurred with the last election. I think that's..... just as important as them knowing what
our priorities are because I'm quite sure with our delegation, our priorities are pretty
much the same as what theirs would be anyways. So, you know, with these changes are
there ways that we can be more supportive of them, than necessarily we directly have
been in the past. But I would agree, Jim, there's not a whole lot of time. So....
Throgmorton/ Yeah, and uh, I'm conscious that I'm going to be out of town beginning on the
17t1. So .... I mean ..... there are.....there are constraints that we all face. Uh... okay, well,
uh, we could, um ...... try to select a particular date, you know, I'm going to turn to
Marian about this cause .... I do it eventually (laughs) uh.....
Mims/ In the past we've done like early morning meetings lots of times, like a 7:30.
Karr/ Usually it's easier to get a larger number of people... are available first thing in the
morning. Before they're booked for the rest of the day. Um .... I .... again, if there's an
interest on the majority of Council to do that, I certainly can do .... we can send out a very
quick email to the area legislators, asking their availability for first thing in the morning
and then come back to you, um, and see what's shaping up then because.... while it takes
the time to get seven of you to figure out a date, it's really irrelevant if seven of you can
come and they can't (several talking)
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Throgmorton/ Yeah, so I .... I'd say any.....any morning next week. You know, what's ... what are
the .... what could they do (several talking)
Karr/ Okay, any morning next week, starting any time after 7:00? (several responding) Any
time after 7:00. Okay. All right.
Cole/ Is first part of January too late?
Karr/ Well the first part of January, the .... the session starts I believe the 9`h, so unless you're
doing weekends, that's.... they're gone.
Cole/ Okay.
Karr/ And you're.... that.... that would be the other availability.
Cole/ (both talking) Okay.
Karr/ They're back on weekends.
Throgmorton/ So you could suggest that as a possibility too, you know, if. ... the next week is just
not possible for them, perhaps some weekend, early in January or, you know, during the
month of January.
Karr/ And that first weekend, that first Saturday won't work cause that's when you've got your
budget, right?
Clarification of Agenda Items:
Throgmorton/ Right. Okay! Are we agreed about that? (several responding) Thank you!
Okay, that leads us to clarification of agenda items. Uh, I want to mention Item 4f(2) in
the .... which one is that? Oh, yeah, on the agenda. It's a letter from Mark Signs, uh, on
behalf of the Affordable Housing Coalition, making a recommendation about funding,
uh, setting aside more money than we currently have decided to set aside for affordable
housing stuff, and I .... I don't want to go into great detail about it here but I .... I think that
ought to become part of our budget discussion. It's .... I .... I can understand where Mark
Signs is coming from. Everybody's looking for Item 4f(2) so .... did I .... (several
responding) Okay.
Mims/ I mean, I mean it was part of our discussion and agreement of the .... it was a consensus of
the majority of Council that we would start at the 500,000 for this next year. So I ... would
assume that's the way Council's already .... or staff is already building budget so (both
talking)
Fruin/ We have. We finished our budget process internally. We're just compiling the document
and we'll get that out to you in the next week or two. Um, the direction, at least as I
interpret it from Council, was that $500,000 was that floor, and if it could work in the
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budget that staff felt comfortable that we would increase that amount. Um, and um,
we .... we will be recommending to you with the budget 650,000 is where staff ended up
with our recommendation. So, yes, we will get into that during the budget and if you feel
like you want to increase that amount, we can help guide you through that process in
terms of where to pull those additional funds from but the budget you'll get from us is
650,000.
Tbrogmorton/ Okay. How bout the rest of you? I have a few other items but I don't want to....
Cole/ I'm really comfortable in terms of where we are. I think obviously we'd always.... always
like to do more, uh, but I'm incredibly proud of the progress we've made in this
particular area, when we're balancing other budget needs, um, so I'm comfortable with
where we are at this point.
Throgmorton/ Okay, so how about other agenda items though?
Cole/ I had a question about .... I don't know if it's appropriate to talk about it, but uh, the
resolution for Item 42, the sidewalk cafes. Um....
Throgmorton/ Item 42? (several talking)
RESOLUTION NO. 12-435:
Cole/ 4d(2) (several talking and laughing) Unr .... you know I .... I just....could you just maybe
describe a little bit, Geoff, the change here? Is the big change that we're gonna see with
the sidewalk cafes that they'll now be detached from the building itself? Um....I guess I
haven't received any negative feedback on this proposal, so I'm assuming everything's
okay with the downtown business owners. Um .... have you received any negative
feedback about that particular proposal to detach it, um, from the building?
Fruin/ No, and .... and they were part of the process.
Cole/ Okay.
Fruin/ This has been in the works for a couple of years and it really just applies to the
Washington Street, uh, the improved portions of Washington Street, and the, um, I guess
the logic behind the detached cafes is .... is two -fold. One it puts the pedestrians closer to
the storefront windows, so from a retail standpoint, um, if you have merchandise in those
windows, you want pedestrians close to that to draw you into the store. Um, and two
is ... is, uh, for anybody with mobility impairments, the predictable path is really
important, and so what we've done is, you know, if you can remember the Washington
Street, um .... uh, portion that's under construction now in front of the Englert, it was a bit
serpentine, uh, type of arrangement, uh, and it was tough enough, uh, if you didn't have
mobility, uh, impairments to.....to navigate it (several talking) and .... and so it was about
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creating that .... that, um, that visible path. So, um, we made sure when we designed the
Washington Street project that we could detach all of them and create that, uh.... uh, that
predictable path. The 4d(2) does a few other things. Um, it shrinks the, um, kind of the
door swing, uh, provision, um, so, you know, if you had a parked car you don't want to
be opening your .... your door into a cafe, and we used to have a three-foot, um, wide, uh,
door swing area and we feel comfortable going down to two -feet to provide a little bit of
extra space for, um, cafes. And then, um, one that will be a bit of an experiment is .... is
not requiring the anchoring of those fences actually into the concrete. So the fences will
look much the same, uh, but they, um, will not need to be anchored into, uh, that
concrete. We're gonna see how that, uh, see how that plays out.
Mims/ Does that have to do with just letting the concrete cure for longer before we drill in it or
just not wanting to drill in it at all?
Fruin/ There's a, you know, in some ... on some of the older streets, if you look at Dubuque
and .... and certainly parts of Washington Street, um, before the improvements, you would
see a patchwork of old holes, you know, just the .... the cafes tend to grow and expand and
shift over time, sometimes even if they have the same layout, they drill the hole just a
couple inches over and it starts to .... uh, look bad after several years. Um, so .... so we're
gonna try without it, um, one thing that, you know, we have to be worried about is that
cafe creep, you know, so if you say you have to keep eight -feet, does that start to inch in
and then it's seven -feet, six -feet .... we don't want to be out chasing folks around with
that, um, with a tape measure, uh, trying to guarantee eight -feet. Um, but these cafes are
interlocking. They're big. They're metal. They're heavy. Not too worried about that,
so.....this is a bit of an experiment but it just applies to Washington Street and uh, we'll
see how it goes this first year.
Thomas/ So, Geoff, you're saying they .... so the clearer sidewalk area will be eight -feet? Is
that....
Fruin/ Correct, and that's the same. So what we have now is the storefront, then we have a
sandwich board, uh, sign area. I think it's 18 -inches, maybe two -feet, uh, where you can
have a sandwich board if. ... if you need that for your business, and then, um, the
pedestrian pathway, and then the cafe zone. So kind of think of different zones (several
talking) Well the eight -feet is .... is mandatory. So even if you have a sandwich board,
um, if you have a sandwich board sign and you want to do a cafe, you still have to have
that (several talking)
ITEM 40) Brent Millis: Protesters blocking I-80 [Staff response included]:
Throgmorton/ Other agenda items? While you're thinking I want to mention two. Item 4f(8),
it's the November 28 email from Kent and Bill Campbell, explaining, uh, his and the
Police Department's actions in response to protesters blocking I-80. I want to praise
Bill's handling of the situation, and praise the Department's handling of the situation.
Uh, and also praise him for his crafting of the.....the.... the response, the written response,
so, well done, Bill Campbell. And then Item 4f(1), or I'm sorry, 4f(I 1) in the late
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handout. It's a letter to me from Colonel Baumgartner of the, uh, Corps.... concerning the
Coral Ridge, uh, Coralville, uh, Lake regulation manual. So, Geoff, I'm guessing you're
gonna follow through on that letter and .... cause it ... you know, came out of the blue as far
as I was concerned.
ITEM 4f(111 Craig Baumgartner, Army Corps of Engineers: Coralville Lake Regulation
Manual updates:
Fruin/ We'll discuss with, uh, Johnson County Emergency Management and the other
jurisdictions, uh, it may come up at another joint meeting, I would suspect, but my take
away from that letter was that the .... the Corps wanted a hard number commitment and
wanted one entity to take the lead from the area. So, we'll need to sort through that.
Throgmorton/ Yeah. Okay. Good deal. Any other agenda items? Okay, that gets us to the last
topic, Information Packet discussion. We'll start with November 17.
Information Packet Discussion [November 17, 23, December 11:
Mims/ Excuse me, before you do that what about appointments?
Karr/ Switched those to the formal.
Mims/ Oh we're doing .... okay.
Throgmorton/ (both talking) ...formal.
Mims/ Okay. Sorry. Forgot! (laughs)
Throgmorton/ November 17.
Botchway/ Uh, just IP4 (mumbled; clears throat) IP4, um, great work by City staff, um, it's
another update about the, um.....transition payments to tenants of Rose Oaks Apartments
from the City's affordable housing fund. So.....
Throgmorton/ Yeah. Okay, I want to mention IP .... well I guess IP7 through 9, minutes of the
Board of Adjustment's meetings concerning, uh, the Lusk Avenue, uh, building. Uh, and
I want to focus only on the comments that the .... board members made, uh.....several of
them, perhaps all of them really, pretty clearly suggest that we.....uh, consider modifying
the zoning code, uh, to .... try to ensure that situations like that particular building don't
occur again cause it was so hard for the members of the board. Uh, I'm pretty persuaded
that it does need to be a .... amended, that the code needs to be amended. Exactly how, I
don't know ..... Doug and others, uh, on staff are much more expert in this than I am .... uh,
but I thought the members of the Board of Adjustment raised some pretty.....meritorious
concerns. Whatda y'all think?
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Mims/ I agree.
Cole/ I agree as well. And do we want to put it on a work session topic or, um, what do you
think, Jim?
Throgmorton/ Uh....
Mims/ I just have a question for Eleanor though. Is this something that we should stay away
from until that whole situation is resolved?
Dilkes/ Well that's what was going through my head.
Mims/ Yeah. (several talking and laughing)
Dilkes/ ... talkin.....
Mims/ I mean I'm just concerned that it ... and I can't remember if it's been appealed or whatever
(both talking)
Dilkes/ I mean .... I wouldn't ... in some respects I would say no, but this is .... we are facing kind of
litigation on every front here. We've got the Board of Appeals now. We've got two
lawsuits.... two lawsuits and so I ..... my, that would be my.....
Mims/ I think we should wait (both talking)
Throgmorton/ Okay, yeah, so maybe we should (both talking) stay away from it any further, and
I was expressing only my views, uh, as .... as an individual on that.
Fruin/ We .... we can initiate internal staff discussions, uh, without the Council having the
discussion, so at least when ... the time comes, we're prepared to have a more detailed
discussion with you.
Thomas/ I guess my question would be how long, uh, we'd be staying away from it.
Throgmorton/ (laughing) Could be a long time!
Thomas/ Cause, you know (laughs) part of the concern would be....
Mims/ Right!
Dilkes/ Well (several talking) yeah, I .... I can't answer that question, but I think, you know, over
the next couple months we'll.....we'll have a.....I can probably give you a better sense of
that.
Throgmorton/ Okay. Uh, let's turn to the November 23d packet.
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Mims/ Um, IP8, conversations on diversity. They have a lunch and learn tomorrow here in
Harvat Hall, um, led by Professor Katrina Sanders of the U of I College of Education.
Karr/ I think that was canceled.
Mims/ Oh, was it?
Karr/ I think it was. It was just canceled (several talking)
Botchway/ ...going to do the talk, I mean, um .... (several talking) Not .... not Dr. Katrina Sanders
but, um ..... whoever's on the Human Rights Commission.
Karr/ Joe Coulter.
Botchway/ Joe Pon .... Joe Coulter is gonna do kind of a .... conversation (several talking)
Karr/ So there still will be an event, but it will be, uh, not on .... on that topic, and it will be on
diversity in the community.
Mims/ Okay!
Throgmorton/ Okay. Now we know! Anything else from that packet?
Thomas/ I .... I would just say I'd highlight IP2, the article that Geoff submitted on the inclusive
growth depends on cities that, I think, some of the points made in that article emphasizing
vocational education, affordable housing, infrastructure services that are easily
accessible, I think, you know, those are things that we've been working on. So that was
encouraging to see that. I think .... I think we're moving in .... in good directions on .... on
the question of, um, addressing inequities that are.... widespread in communities all over
the country.
Throgmorton/ Yeah, when I read, uh, the language about investing in vocational schools where
people of all ages and backgrounds can learn marketable skills, I immediately thought of
the project that .... that's part of our strategic plan, Geoff, but we haven't been able to
make much headway on.
Fruin/ Right.
Throgmorton/ So .... okay, December 1.
Botchway/ IP 12. Is there a ... I just had a question. Is there an online method, Geoff, for this?
It's the Iowa City Police Department reaccreditation assessment team invites public
comment. It says here that telephone comments, um, are helpful as well as anyone
willing to submit written comments. But is ... you have to mail it? Is there any like
online.... piece?
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Fruin/ I would have to imagine there is. I don't know why that wouldn't be, um .... included with
this release, but honestly I'll have to check on that and let you know.
Botchway/ Okay.
Mims/ It says at the very end of the press release that you can go to www.calea.org to submit
comments.
Botchway/ Yeah, but when I ... yeah, okay.
Mims/ I mean I haven't looked at it (both talking)
Botchway/ ...didn't see anything that I could find, but.....but it could be there. I was reading it
late at night so.....
Mims/ Okay.
Thomas/ I .... I had a question on, uh, E?8, regarding the scope of services on the climate action
plan. Um .... the duration of the contract. Is there .... any possibility of that being reduced
from .... I think it's 12 months now to a shorter duration?
Nations/ I actually have a slide I could bring up if you have a second here. Um ... let's see. The
lights. All right, um, just one second. Whoops! Um, this is just a quick update about the
timelines that we have with the Compact of Mayors, which is relevant to what your
question is. Um, we signed the, uh, Compact, um, Mayor Throgmorton signed it in
February this year and uh, we have the timeline there that we have for that, uh,
commitment is, uh, it's a three-year program and, um, we sign the commitment, which is
phase one in February. Um, we're finishing up the inventory with the new, uh, climate,
um, methods that we're supposed to use with the new protocol. So we've been working
hard on fast -tracking that because, um, that.... sometimes cities hire that out to have
other .... have, um, engineering firm or somebody do the inventory but we've chosen to
da .... do that in-house, so that's, um, quickly .... um, done quickly, um, we're hoping to...
that tonight or sometime soon this month we'll complete phase three, and then, uh, with
our climate action plan, you'll see phase four, uh, is use .... is usually done in the third
year. So we're really trying to fast-track this whole process and try and do it as well as
possible, and you can see that, um, that this, which is a really respectable, um ... uh,
compact that's now global is a great, um, great, uh, organization to be associated with
cause whatever we do will be seen, um, online and it'll be seen globally now that the, um,
that it's gone a global covenant of mayors, and so, um, the usual timeline that they
usually allow a city to work on this, uh, to action plan is about two years, so that's a time
that's normally expected, and most cities that have talked to take about a year or two to
complete the process. Um, the reason it takes a while is because there's many things, uh,
involved. Let me .... I have one more slide. Um.....and that is, um, that we have, um, our
inventory, that our information that we have. We have, uh, from the year 2000 and then
annual data from 2008 to 2015, and with our inventories we work with, um, the data that
we have is industry, commercial, residential, uh, the University of Iowa power plant,
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transportation, and waste, and so to work with all those sectors and to get a really, um,
good buy -in from people in the community who are working with that, um, does take
some time to establish relationships, explain the process, and really go through and find
strategies that we can, uh, count that are in with the, um, emission reductions that they...
that we want, and so to speed that up, um, would be difficult. We .... we can certainly try,
um, the .... the quickest I've ever heard a city going through the process with the
community effort has been about a year. Um, one thing to point out about this chart here
is that we made this with the data .... with the proposed, um, reduction from 2005 of ...as
a baseline to 2025, so the green line there you can see we're already trending downwards,
and so if we chose this as a.....a target, we could, um, probably exceed, um, the .... this
target and there's nothing to say when we have a target that it would be, um, that we can
go beyond that, which in this .... we're not even including the renewable energy from
MidAmerican. So, um, I think that the important thing is to get buy -in from, um, the
different people around town and have their commitment and their, um .... uh.... uh, regard
for this and to take it serious and to, uh, sign up to be a part of this. So....
Fruin/ I'd like to just re .... re-emphasize that, because I think that gets lost a little bit in .... in
some of the public discussion. We set an emission reduction goal for the entire
community, but we have somewhat limited control to ... to ensure that those targets are
met. So that buy -in piece is .... is really critical. Um, you know, there's.... there's
certainly some things we can do with our own facilities, with transportation, and.....and
to a more limited (mumbled) public policy, but at the end of the day if we can't get our
industry, if the University's not on board, if, uh, commercial businesses and residential,
um .... um, dwelling units aren't.... aren't impacted, we won't achieve what we want to do.
So we want to be careful. I .... I understand the urgency and I've read the urgency come
through, you know, certain emails that you've received, but without buy -in ... the goal that
you set is ..... gonna be very difficult to achieve.
Throgmorton/ Indeed! Uh.... Brenda, I sent you an email earlier today asking about 1990
emissions, etc. Can we talk about that right after the meeting's over? This part of it's
over.
Nations/ Sure!
Throgmorton/ All right. Thank you! I'd like to .... if we're done with that, I'd like to turn to IP6,
Sanctuary City. It refers to .... it is a .... a memo I sent you on December the I ". And it
states the obvious, that many residents are deeply concerned about.....how things are
gonna unfold and they want, uh, want us to declare Iowa City a Sanctuary City, and I
totally understand their motivation. It couldn't be more obvious. Uh, and .... and I, and as
the memo says, I've been thinking about putting this topic on our, uh, work session
agenda for January 3`d so we can have a more extensive discussion about it. And I just
want to know if that makes sense to y'all that we do discuss it thoroughly on the Jan .... on
January 3`d. I think it's not a simple question. I'll tell ya straight out I have my own
thinking about it, and then we can .... you can just tell me if we want to have this further
discussion on the 3`d. Uh, there's some .... we need to think about the politics of the
situation, it seems to me, and the.... the..... the label `Sanctuary City,' can attract a lot of
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attention, and we can avoid attracting undesired attention that might be harmful to our
residents if we don't use the label, and instead.....fulfill the pro .... the policies and carry
out policies that are consistent with it. So.....that's my own personal point of view, and
now I just wonder if you all would agree that it would be okay to discuss the topic on the
January Yd work session.
Taylor/ Would it be (several talking) would it be possible, Jim, to have in .... input from our law
enforcement folks by then too, cause this does involve them quite a bit.
Dickens/ Well I think Eleanor's written quite a .... when we, when this came up the last time, she
wrote a, I think, a very good memo telling us what .... we can and can't do, and....
Throgmorton/ Yeah, situation's changed a little bit, but yes.
Dilkes/ Yeah, it's not changed. The .... the piece that hasn't changed is the use of the biometric
data, um, from the fingerprints, that goes directly to ICE and .... and so that ... that issue
of.....perhaps making assurances that you can't really make is still out there.
What... what.... what President Obama has chosen to do with that information has
changed, but it's still.... they're still using that data.
Throgmorton/ Yeah.
Simpson/ Jim, it would be, uh, really great just for the student body, I think, for this discussion to
be had, um, I know many people in the Latin ex community, um, specifically who are,
um, well at least Latin ex community who are dreamers that are very worried about the
situation and if we're not using the term "Sanctuary City," I think a lot of people
understand what that means, so in terms of the climate, it would be nice to be able to
clearly communicate what's been like .... what's come out of this discussion. Um, still
coming up with a clear way to communicate what's actually been done (both talking)
Throgmorton/ Yeah, I'm aware also that there's extensive discussion about sustainable campus.
That topic's being pushed within the University, I know that.
Botchway/ Yeah, and there's also considerable work being done at the Law School around this
particular topic as well (several talking)
Throgmorton/ (both talking)
Botchway/ ...I would say ... I would agree with Rockne, yes! My only issue is from a student
perspective if we're doing it too early, um, but other than that, I mean, to make sure that
people are paying attention, just cause it's January 3`d, right? So it's like right after New
Year's but.....
Cole/ And I would agree it'd be better if we added more time to discuss it, but I think there is a
degree of urgency to this, and I .... I think for me as I frame this issue, it's .... to the extent
we do have control, what is our policy going to be, and so I think for example of what we
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achieved with the community I.D., working in close partnership with the Johnson
County, the City of Iowa City, and other municipalities, that was a core element of what a
lot of Sanctuary City proponents want to achieve, and so that's what I think we should
focus on, is to the extent we do have control, what's our pol.... like for example, I can see
grants coming down along the line that are going to be very consistent with say if you
take this federal money, well then you have to do X, Y, and Z. So I think those are the
sorts of things we have to signal, um, and even if we're only a rhetorical posture, I think
that's gonna be important as well. Say we don't like this particular provisions of the law.
So I think we should have that discussion, and hopefully then reach out to the Law
School as well to.....for some of their immigration practitioners to get their feedback too.
Throgmorton/ Okay, so, uh, we'll put it on the January 3`d, uh, work session, excuse me, work
session agenda.
Frain/ Is there anything else that you want from staff in preparation for that work session?
Throgmorton/ Well one thing that comes to my mind is, uh, a listing of key policies that we
currently have in place that are consistent with .... that idea. Or inconsistent, for that
matter, but I'm thinkin' mainly of consistency. Okay, we can probably move on. Uh,
KXIC, uh, schedule, we need to do that, right. So I just did my interview on the 30t', so
who else is .... (several talking)
Dickens/ I have December 16th, I'm already signed up for that. That's a Friday.
Botchway/ ...do the 14th.
Karr/ 14th of December, Kingsley.
Botchway/ Yes, and then January.....(laughter)
Karr/ January 6t'9
Botchway/ Yes (several talking)
Karr/ 6th or 20th9
Botchway/ I think.....oh, gosh, give me a second.
Thomas/ Is January 18`h a day?
Karr/ January 6t' and 20th, is a Friday (several talking) 18th is a Wednesday.
Thomas/ That's okay with .... with me.
Karr/ Okay, um ..... (several talking) I'm sorry, Kingsley, I'm sorry, can we go back? Are you
January 6th then? Was that a yes (both talking)
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Botchway/ Yes, January 66h and 20`h, and December 14th.
Karr/ January 6th and 20th. I'm trying to keep the Fridays from the Wednesdays is what I'm
doing here.
Botchway/ Okay, sorry (both talking)
Karr/ So the Fridays .... the 60' and 20th is Kingsley. (several talking)
Taylor/ Wednesday the 11th, is that still open?
Karr/ And December.... the 14th is Botchway. December 21't is anybody?
Cole/ I'll do it.
Karr/ 21".
Mims/ I'll take the 28th.
Karr/ Thank you. January 4th?
Taylor/ I can do the 4`h.
Karr/ 11th?
Dickens/ I'll do it.
Karr/ Dickens?
Dickens/ Yep.
Karr/ 18th.
Mims/ I'll take it.
Thomas/ (both talking)
Karr/ John.
Mims/ I'll do the 25th.
Karr/ Thank you. And then on to February 1.
Cole/ I'll do that.
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Karr/ Rockne.
Cole/ Yep.
Karr/ February 8a'. It's longer this time because of the holidays and your meeting schedule. I
apologize.
Dickens/ I can do February 8a'. I'll be back in town.
Karr/ Okay, and then the final one is February P, Friday.
Botchway/ I can, I mean that's a .... back to back to back, but I (several talking)
Mims/ I'll do it!
Botchway/ Okay.
Karr/ Okay, I'll do a .... we'll have a rough schedule in this week's packet.
Thomas/ Then I'm doing December, this coming Friday (several talking)
Botchway/ If there's any way to coordinate .... I know that I just picked my date, but with
snow.... snowfall. If mine fall on snowfall dates, can we exchange that (both talking)
Karr/ Duly noted, coordination with the radio schedule and snowfall! (laughter)
Throgmorton/ Any other items on that.... Information Packet? All right, I don't hear any but
before we, uh, stop for, uh, stop our work session, I want to note, uh, the presence of a
new person here, sitting up here. Ashley Monroe, our new Assistant City Manager. Like
to welcome you aboard, Ashley. I .... I don't know if this all seems familiar to you or
wildly unfamiliar (laughs)
Monroe/ Nope, so far relatively familiar (laughter)
Dickens/ Scared her away yet! (laughter)
Throgmorton/ Well we're really happy to have you with us, so..... All right, anything else that
we need to discuss. I guess not. Okay, we're done for our work session for this evening.
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