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HomeMy WebLinkAbout2017-03-07 Bd Comm minutes"d rrrm 4b(1) MINUTES — FINAL CITY OF IOWA CITY CIVIL SERVICE February 23, 2017 — 8:15a.m. HELLING (LOBBY) CONFERENCE ROOM — CITY HALL Members Present: Lyra Dickerson, Rick Wyss Members Absent: Jesse Case Staff to the Commission Present: Karen Jennings, Tracy Robinson Others Present: Capt. Bill Campbell RECOMMENDATION TO COUNCIL (become effective only after separate Council action): None. CALL TO ORDER: Dickerson called the meeting to order at 8:15a.m. POLICE DEPARTMENT PROMOTIONAL TESTING: After a brief discussion, Wyss moved to approve the process proposed by staff in the February 21, 2017 memo to the Commission. Dickerson seconded, and all were in favor. ADJOURNMENT: Wyss moved to adjourn, Dickerson seconded, all were in favor and the meeting was adjourned at 8:17 a.m. Board/Commission: Civil Service Commission ATTENDANCE RECORD YEAR 2017 (Meeting Date) NAME TERM EXPIRES 2/23/17 Lyra Dickerson 4/3/18 X Jesse Case 4/3/17 O/E Rick Wyss 4/4/20 X KEY: X = Present O = Absent O/E = Absent/Excused NM = No Meeting = Not a Member r �r 0l.® CITY OF IOWA CITY 4 '�6 MEMORANDUM Date: February 21, 2017 To: Mayor and City Council From: Kris Ackerson, Community Development Planner Re: Recommendations from Housing and Community Development Commission At their February 16th meeting, the Housing and Community Development Commission approved the January 19, 2017 meeting with the following recommendations to the City Council: By a vote of 9-0 the Commission recommends to approve the FY2018 Aid to Agencies allocations as listed in Exhibit A (attached). Additionally, if budget increases or decreases by up to 20%, the difference will be changed by the same percent; and if the change is more than 20%, then the Commission will reconvene. 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 MINUTES FINAL HOUSING AND COMMUNITY DEVELOPMENT COMMISSION JANUARY 19, 2017 — 6:30 PM SENIOR CENTER, ASSEMBLY ROOM MEMBERS PRESENT: Peter Byler, Syndy Conger, Christine Harms, Bob Lamkins, John McKinstry, Harry Olmstead, Dorothy Persson, Emily Seiple, Paula Vaughan MEMBERS ABSENT: None STAFF PRESENT: Kris Ackerson, Tracy Hightshoe OTHERS PRESENT: John Boller (Grow: Johnson County), Joan Vandenberg (ICCSD), Dale Helling (Inside Out Reentry), Tracey Achenbach (Housing Trust Fund), Susan Gray (4C's Community Coordinated Child Care), Stu Mullins (United Action for Youth), Will Jennings (Northside Neighborhood Association), Charlie Eastham (Affordable Housing Coalition), Becci Reedus (Crisis Center of Johnson County), Barbara Vinograde (Iowa City Free Medical Clinic), Kristie Doser (Domestic Violence Intervention Program), Daleta Thamess (Big Brothers Big Sisters of Johnson County), Mary Issah (NAMI of Johnson County), Karen DeGroot (Arc of SE Iowa), Crissy Canganelli (Shelter House), Devon Inman (Elder Services, Inc.), Mike McGinnis, Tracy McGinnis, Albert Prusson RECOMMENDATIONS TO CITY COUNCIL: By a vote of 9-0 the Commission recommends to approve the FY2018 Aid to Agencies allocations as listed in Exhibit A (attached). Additionally, if budget increases or decreases by up to 20%, the difference will be changed by the same percent; and if the change is more than 20%, then the Commission will reconvene. CALL MEETING TO ORDER: Byler called the meeting to order at 6:30 PM. APPROVAL OF THE DECEMBER 15. 2016 MINUTES: Olmstead moved to approve the minutes of December 15, 2016. Conger seconded the motion. A vote was taken and the motion passed 9-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: None. DISCUSS FY2018 AID TO AGENCIES FUNDING REQUESTS AND CONSIDER BUDGET RECOMMENDATION TO CITY COUNCIL: Byler began by thanking everyone from the partner agencies for taking the time to complete the applications thoroughly. Ackerson showed a spreadsheet summarizing the applications. If none of the Commissioners chose to allocate a particular agency, it was not shown on the spreadsheet. Also Ackerson added to the spreadsheet the median for each application, and the total dollar amount of the medians added up is $371,700. The total funding available is $7,000 more than that. Byler noted that there were two agencies with only one or two Commissioner's support. Arc of SE Iowa had one Commissioner's support and NAMI having two. Therefore Byler suggests eliminating those two agencies from consideration as well. Housing and Community Development Commission January 19, 2017 Page 2 of S Olmstead asked about agencies that were asking for funding below the $15,000 threshold (Table to Table and Four Oaks). Byler said they will be informed that since their request was less than the threshold they will be eliminated from consideration. Hightshoe noted that the funding threshold is listed on the application instructions. She also announced that the City has not received the CDBG or HOME budget and some of the Aid to Agency is from HOME funds, so the Commission may want to have a contingency plan if the allocation is less. Hightshoe also wanted to clarify the Shelter House application. They applied for $70,000 and $20,000 of that is reserved for the winter shelter. The City will fund the winter shelter outside of the Aid to Agencies process so Shelter House's request is really on for $50,000. Byler notes that looking through the list there are four other agencies that had a median allocation of zero, meaning that there were four or fewer Commissioners that recommended funding for them and suggested the Commission begin by discussing those. Seiple spoke as to her support of the application, saying that as part of her process she divided all the organizations up based on the need they were supporting as several were addressing similar issues. John Boller (Project Director, Grow: Johnson County) came forward to answer questions. Byler asked what the total budget of the Grow: Johnson County budget. Boller replied that it is around $73,000 and that is primarily personnel and some administration costs. Byler asked if the major beneficiaries were from Iowa City or other surrounding areas. Boller said they do serve the whole county but there are Iowa City agencies (pantries, Free Lunch Program, Shelter House) that receive the food they are producing. Byler asked if they applied for funding from other organizations as well and Boller replied just the County. Harms noted that the Grow: Johnson County is a young organization and she is partial to start ups and asked Boller how important this money is with regards to their success. Boller explained that it is crucial, they are just starting their second growing season this year, in their first year they had over 12,000 pounds of food that was distributed to 10 different agencies within the County. Personnel is their biggest need to make this a sustainable project. A farm manager that oversees the crop management and an educational director as well conducts workshops, fieldtrips, etc. Vaughan stated she supported this application because she believes in supporting the basic needs of people which are shelter and food. She also noted that since she is retired from the field of nutrition she knows how important the education piece is and that many people do not know how to use the fresh produce that they grow and how important it is for their health. Joan Vandenberg (Coordinator of Youth and Family Development & Co -Director of ICCSD Community Education) stated that the request for $55,000 is for an additional staff position in the Student Family Advocate Program. The ICCSD has Student Family Advocates in every building in the district but some are only part-time. Persson asked why tax money is not being used to support this need. Vandenberg noted that the total Student Family Advocate program is $1.4 million and the focus is education but they also go beyond education for the needs of the homeless kids. She said they help those families obtain housing and they collaborate with other agencies for assistance for the families and getting the students supplies and other necessities (such as immunizations). Persson noted her concerns because she would like to see cooperation with the other agencies so the talents of all the agencies be used together so that requests from the public school district are not necessary. Vandenberg acknowledged Persson's comments but noted that other municipalities give them funds as well. The City of Hills allocates $20,000; the City of North Liberty gives them $55,000; and they are asking the City of Coralville for $55,000, as well. Conger stated her support of this application because she knows how important it is to the community. Byler asked if there was anyone in the School District that had a position like this previously. Vandenberg Housing and Community Development Commission January 19, 2017 Page 3 of 8 said that was a different position and she is currently the homeless liaison for the District so this request is creating a new position. Olmstead asked if they do not receive the funding from here would they be able to hire the position from other funds such as the new bond money. Vandenberg replied no, that bond money has to go to infrastructure, so they would have to look for other District resources, but education dollars are being cut significantly. Seiple asked about clarification about this new position. Vandenberg explained that the homeless liaison position is a federally required position and the homeless liaison develops the system. Vandenberg works out of the Education Service Center, administers the professional development and resources, provides training, but does not provide case management. This new position would provide case management. Dale Hailing (Volunteer and member of the Board of Directors) stated that the request for the $59,000 is more than 100% of their current budget, and they have requested a lesser amount from Coralville. They serve all of Johnson County and hope to expand and hire a staff person to coordinate the mental health needs for people that come through and partner with the appropriate agencies to help. They went from serving eight people in 2015 to about ninety in 2016. Most of the people they assist either have substance abuse or mental health issues. This organization is only two years old and will take whatever they can get to increase their half-time director to three-quarter time. Halling explained that they submitted an application through the Human Rights Commission for software, it was for $3,000 for two computer stations for the participants to use to look for housing and employment, so that was not part of this Commission's application. Byler asked why this organization was created and could the services not be obtained through another already existing organization. Halling explained that this organization fills a gap that is not handled within the criminal justice system. People coming out of incarceration often are at a lost at where to turn next as not all are put on probation or parole so have no assistance or supervision. Persson stated she is pleased with the medians recommendations and noted that with ever shrinking budgets it is important to look at startups and see if they are proliferating funds from an already existing agency that provides the same services. Additionally with regards to the public schools, she is offended that her tax dollars do not go to support those resource centers, and the public should be telling their School Board that those resources are part of education. Byler noted that he was under the impression that the Reentry program was something that the government was working on but sees now there is a gap that exists. He also supported the ICCSD but understands how others feel and is comfortable taking that one off the list for allocations this year. Conger noted that while everyone else allocated to Big Brothers Big Sisters she did not because while it is a great organization it has lots of support from other entities (United Way) and does lots of fundraising. Seiple reiterated that the Grow: Johnson County organization does partner with other agencies, they work with the Free Lunch Program and not only are they growing the food they are teaching people how to do so also and feels they are bringing something new to the community. Tracey Achenbach (Housing Trust Fund) came forward to answer questions from the Commission. Byler asked given that the Housing Trust Fund has had an influx of money this year, and this year they again requested $24,000 (as they do every year) so could she explain what would happen if that amount were less. Achenbach explained that the money the Housing Fund received from both the County and the City just flows through the organization to support others; it is not used to support the operations of the Housing Fund. Vaughan questioned the 4C's request and what the 10 sessions the money would fund. Susan Gra v (Director, 4C's Community Coordinated Child Care) is for the Starting Strong program and this is the first year they are asking for funding for it. Prior they had used entitlement funding from the Housing and Community Development Commission January 19, 2017 Page 4 of 8 County to support it. It started with five childcare providers that they help get started and set up so they are ready for children. With the funding they have received in this past year, they have been able to work with 20 childcare providers and all are providers where 50% of the children are receiving assistance. The request for this year is for 10 childcare programs, to pay for visiting them, take in activities and help them structure their program. They would also pay the providers to attend trainings (CPR, First Aid, etc.) They are also asking Johnson County to pay for 20 programs, so they can assist a total of 20. Vaughan asked how many children would be in the 10 programs. Vaughan questioned the high rate of staff turnover (30%) and if they are doing anything to prevent that. Gray explained that is the childcare provider turnover rate in the centers, not the 4C's turnover rate. Most childcare providers are paid minimum wage with no benefits so that is why there is high turnover. Vaughan also questioned the budget for United Action for Youth, the total budget was $1,489,000 and it appeared there was a balance of $1,700,000 so perhaps they are in better shape than other programs. Stu Mullins (Executive Director, United Action for Youth) explained that they are trying to build up their safety net in these rocky budget times. There have been a series of years when they have had major expenditures and no cushion. They also have to match many of the grants they receive, which can be tough. Persson asked whether Grow: Johnson County or Inside Out Reentry have done fundraising. Boller stated that Grow: Johnson County has done various fundraising activities and reached out to many for assistance. He did add he would be uncomfortable if funding to his organization came because of another organization losing funding. Helling also stated that Inside Out Reentry has looked to several organizations for funding and support. They have been successful getting a small grant from the Johnson County Foundation and the Housing Trust Fund to help with rents. They also have done mailing and internet fundraising campaigns. The Commission discussed the median allocations and decided to lower the allocation for Big Brother Big Sisters by $5,000 and United Action for Youth by $3,000. That $8,000 plus the $7,000 available allows for an allocation of $15,000 to Inside Out Reentry. Olmstead moved to approve the FY2018 Aid to Agencies allocations as listed in Exhibit A (attached). Harms seconded the motion. A vote was taken and the motion carried 9-0. Byler suggested that if the adjustment is 20% or less it is adjusted across the board, if more than 20% the Commission reconvenes to discuss. Lamkins moved that if a plus or minus adjustment of 20% is spread evenly amongst recipients, if more than 20% the Commission will reconvene. Persson seconded the motion. A vote was taken and the motion carried 9-0. DISCUSS CRITERIA USED IN THE AFFORDABLE HOUSING MODEL: Byler stated that he and Ackerson met to discuss whether the location model was still serving its purposes and it seemed the consensus at the last Commission meeting was the current model is overly restrictive and not fulfilling the goals to not further exasperate concentration of areas of poverty. Ackerson explained that after the last meeting he began to go through the GIS data that could be used to shrink the areas that could be used for new rental housing projects. The five criteria he came up with are: bus routes and/or stops; parks; trails; employers; and Quick Care or Mercy Care. Ackerson said if there is a consensus to add these criteria, or some of them, there would be a need to adjust the weighting of the systems existing factors. Even if the Commission decides not to add any new factors, they could just adjust the weights of the current criteria. Persson asked if any community groups have been asked what concerns them or what criteria they feel is necessary, or if they are content with the current system. Ackerson replied that he did not do any outreach to organizations. Housing and Community Development Commission January 19, 2017 Page 5 of 8 Byler noted that this conversation began in an effort to get more areas added to zones that could have low-income housing. To be eligible an area has to meet certain criteria, and perhaps adding additional criteria will make more areas eligible. The one thing that won't change, no matter what the criteria, is that a piece of land immediately adjacent to an affordable rental will never be eligible. Olmstead agreed that adding criteria, especially bus routes, are a good idea but it also depends on the hours of operations for the buses. If the person in that neighborhood is working a second or third shift that criteria may not be of value. Hightshoe noted that Staff has talked with a few of the providers such as the Housing Coalition and they are interested in having more areas available to have affordable housing. Seiple added that employers in the area should be criteria, there are certainly gaps in the transit system but it does help. Hightshoe questioned what constitutes an employer, if a gas station would suffice, or does it have to be an employer with a minimum number of employees. That could make a difference in the weight of the criteria. Seiple shared with the Commission the research she did, beginning with the model the State uses and that the size of the employer does affect the weight of that criterion. Byler asked if the Commission agrees that the criteria of bus stops and employers should be added. Lamkins said perhaps they could add criteria incrementally to make more areas available, and it is logical to start with transportation and employment. Byler stated his opinion that distance to existing assisted rental housing should be taken down on the priority list, elementary school free & reduced lunch rate should be taken up on the priority list, and transportation and employment -based criteria should be added. Ackerson noted he failed to add to the proposed list the number of rental permits in an area, which was brought up at the last meeting as a factor. Conger suggested that the school and free & reduced lunch rate not just be switched with distance to existing rental housing in weighting. The Commission discussed all the criteria and what they meant so to better understand if the current criteria weights should be adjusted. Persson asked if any other models were available to reference. Seiple found a model from Raleigh North Carolina and their criteria was basically if it were a majority or minority neighborhood, or if the population had 30% or more living below the poverty level. Ackerson, Hightshoe and Byler will work on creating a few options with new criteria and weighting models to be shared at the next meeting for discussion. Will Jennings (Northside Neighborhood Association) has lived in Iowa City since 1975 and suggests that when looking at bus routes and/or stops that there are distinct differences in primary bus routes with multiple options for connections. Not all bus stops are equal. He also spoke about the distance to existing rental housing and that disbursement was a positive thing, especially in his neighborhood (being so close to campus and student housing). Programs like UniverCity have helped tremendously to get owner - occupied homes in their neighborhood, which has increased the community within their neighborhoods and would not want to see that diminished with more rental housing. Charlie Eastham (Affordable Housing Coalition) hopes that whatever model the Commission arrives at does decrease the amount of parcels in the City that are not available for affordable housing. The current map has been a huge impediment to most low-income housing providers and families. OVERVIEW OF HOUSING PRO FORMA TEMPLATE: Byler suggested deferring this item until the next meeting Housing and Community Development Commission January 19, 2017 Page 6 of S CONSIDER AMENDMENTS TO THE HCDC BYLAWS TO BE VOTED ON AT FEBRUARY HCDC MEETING: Byler explained the change is due to HCDC appointments by city council moving to June, the HCDC Bylaws should be amended to show the Commission Chair and Vice Chair will be selected in July, rather than September. UPDATE FROM HOMEBUILDER INPUT SUB -COMMITTEE: Byler said the sub -committee has not met yet, he is working to coordinate the meeting with the Homebuilders Association. The Administrator for the Homebuilders Association is focused on having an affordable housing bus tour and after that they will meet. Hopefully that will happen in March. STAFF/COMMISSION COMMENT: Ackerson also mentioned that there was a project recently approved on Hwy 6 and Gilbert Street for a workforce housing development. There will be 20-30 efficiencies constructed initially but the complete project will be over 300 units. ADJOURNMENT: Olmstead moved to adjourn. Seiple seconded the motion. Meeting adjourned Housing and Community Development Commission January 19, 2017 Page 7 of 8 Exhibit A Agency FY18 Request HCDC Recommendation 4 C's Community Coord. Child Care $17,000 $15,000 Are of Southeast Iowa $15,000 $ - Big Brothers/ Big Sisters $30,000 $15,000 Crisis Center of Johnson County $47,450 $40,000 Domestic Violence Intervention Program $50,000 $40,000 Elder Services Inc. $75,000 $25,000 Four Oaks - Pal Program $4,000 $ - Free Lunch Program $16,000 $16,000 Girl Scouts of Eastern Iowa and Western Illinois $15,000 $ - Grow: Johnson County $25,000 $ - Handicare Inc. $22,000 $ - Housing Trust Fund of JC $24,000 $24,000 IC Free Medical/Dental Clinic $20,000 $15,000 ICCSD Family Resource Centers $55,000 $ - Inside Out Reentry Community $59,168 $15,000 Iowa Jobs for American's Graduates (iJAG) $15,000 $ - Iowa Youth Writing Project $18,000 $ - Mclrose Daycare $15,000 $ - National Alliance on Mental Illness of Johnson County $15,000 $ - Neighborhood Centers of JC $65,000 $43,700 Pathways Adult Day Health Center $15,000 $15,000 Prelude Behavioral Services $25,000 $15,000 Rape Victim Advocacy Program $20,000 $15,000 Shelter House $70,000 $50,000 Systems Unlimited $15,000 $ - Table to Table $10,000 $ - United Action for Youth $43,380 $35,000 Total Request: $800,998 $378,700 Housing and Community Development Commission Attendance Record Name Terms Exp. 2/18 3/10 4/21 5/19 6/16 8/18 9/15 10/2011/1712/15 1/19 Byler, Peter 7/1/17 X X X X X X X X X X X Conger, Syndy 7/1/18 X O/E X O/E O/E X X O/E X X X Harms, Christine 7/1/19 --- --- --- X X X X X X X X Lamkins, Bob 7/1/19 X X O/E X O/E O/E X O/E X O/E X McKinstry, John 7/1/17 --- --- X X O/E O/E X X X X Olmstead, Harry 7/1/18 X X X X X X X O/E X X X Persson, Dottie 7/1/17 O/E X O/E X X X X X X X X Seiple, Emily 7/1/18 X X X X X X X X X X X Vaughan, Paula 7/1/19 --- --- --- --- --- X X O/E X X X Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant MINUTES FINAL HOUSING AND COMMUNITY DEVELOPMENT FEBRUARY 9, 2017 — 8:30 AM 410 EAST WASHINGTON STREET FOYER MEMBERS PRESENT: Christine Harms, John McMnstry, Harry Olmstead, Dorothy Persson, Emily Seiple, Paula Vaughan MEMBERS ABSENT: Peter Byler, Syndy Conger, Bob Lamkins STAFF PRESENT: Kris Ackerson OTHERS PRESENT: Sarah Benson, Roger Lusala, Becci Reedus, Anthony Smith, Kari Wilken, CALL MEETING TO ORDER: Persson called the meeting to order at 8:30 AM. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: None. VISIT LOCATIONS SEEKING FY18 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS The SEATS bus departed the Civic Center at 8:30AM. Pastor Anthony Smith provided a site tour of the New Creations Daycare at 2929 East Court Street. At approximately 9:10AM, Roger Lusala and Kari Wilken provided a tour of their proposed CDBG project at 1208 Gilbert Court. The last site visit was provided by Becci Reedus and Sarah Benson at the Crisis Center food pantry, 1121 Gilbert Court. ADJOURNMENT: At 10:05AM, Olmstead moved to adjourn. Seiple seconded the motion. Meeting adjourned. Housing and Community Development Commission December 15, 2016 Page 2 of 2 Housing and Community Development Commission Attendance Record Name Terms Exp- 3/10 4/21 5/19 6/16 8/18 9/15 10/2011/1712/15 1/19 2/9 Byler, Peter 7/1/17 X X X X X X X X X X O/E Conger, Syndy 7/1/18 O/E X O/E O/E X X O/E X X X O/E Harms, Christine 7/1/19 --- --- X X X X X X X X X Lamkins, Bob 7/1/19 X O/E X O/E O/E X O/E X 0/E X O/E try, ohn John John 7/1/17 --- --- X X O/E O/E X X X X X Olmstead, Harry 7/1/18 X X X X X X O/E X X X X Persson, Dottie 7/1/17 X O/E X X X X X X X X X Seiple, Emily 7/1/18 X X X X X X X X X X X Vaughan, Paula 7/1/19 --- --- --- X X O/E X X X X Key. X = Present 0 = Absent O/E=Absent/Excused --- = Vacant "Trr;T 4b(3) a� IOWA CITY T,s PUBLIC LIBRARY 123 S. Linn St. •Iowa City, IA 52240 Susan Cray - nm. 3143565]00.11.319-3%549•-w Kpl wg BOARD OF TRUSTEES Minutes of the Regular Meeting January 26, 2017 FINAL APPROVED Members Present: Diane Baker, John Beasley, Adam Ingersoll (by phone), Tom Martin, Robin Paetzold, Meredith Rich -Chappell, Jay Semel. Members Absent: Janet Freeman, Monique Washington. Staff Present: Terri Byers, Maeve Clark, Susan Craig, Charles Koenigsaecker, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Jason Paulios, Angela Pilkington. Guests Present: Earlene Anderson, AFSCME, Eric Goers, City Attorney. Call Meeting to Order. President Semel called the meeting to order at 5:05 p.m. Public Discussion. None. Approval of Minutes. The minutes of the December 15, 2016 Library Board of Trustees meeting were reviewed. A motion to approve the Minutes was made by Baker and seconded by Rich -Chappell. Motion carried 7/0. Items to be discussed. AFSCME Contract. A contract extension was considered. Terri Byers, Union Steward and President of AFSCME 183. City Council has already approved the contract extension. Byers said the contract was sought and completed quickly because of the uncertainty in Des Moines. Byers said it was one of the best and quickest negotiations for both parties. Craig said the City appreciates knowing wage and health costs in advance for planning purposes. Martin asked how many people were in the union. Byers said 300. A motion to approve the contract extension as presented was made by Martin and seconded by Baker. Motion carried 7/0. Policy Review #705: Naming and Recognition Policy. This is a regularly scheduled policy review. No changes were recommended by the reviewing committee. No motion required. Policy Review #802: Confidentiality. Staff have revised the policy as requested by the Library Board of Trustees at the December 15, 2016 meeting. Staff worked to make it more understandable, removed some jargon, spelled out when exceptions may be made, and added procedures to keep patrons aware of their confidentiality rights. Martin thinks staff did a greatjob. Ingersoll thinks staff did a wonderful job and appreciated all the hard work. Paetzold asked if computer searchers are confidential once the patron leaves. Craig said the computer is wiped once a person leaves a computer station. Beasley asked if the City Attorney reviewed the policy. Assistant City Attorney, Eric Goers, was present at the meeting and said he does not make policy but did not have any issues with the policy. Semel asked if there could be a more condensed version for parents. Craig said if the policy is approved tonight, a simpler version would be created for the website and the building. A motion to approve the policy as revised by staff was made by Ingersoll and seconded by Rich -Chappell. Motion carried 7/0. Security Cameras in Common Areas of Public Restrooms. Eric Goers, Assistant City Attorney, and the Library's legal counsel gave a history of security cameras in the library. The library installed these cameras in 2007, shortly after a child abduction in a Des Moines library. ICPL was experiencing theft of materials from bathrooms. Craig asked at that time if we could have cameras in common areas of the public restrooms. Goers said the library could have cameras in the common areas if the public was notified through signage Goers stated he was at the meeting in an advisory capacity and to discuss the legal issues around this matter. Beasley asked about open meetings. Goers said imminent and current litigation is the standard for closing a meeting. Beasley asked if this is a situation that would call for a closed meeting. Goers said that nothing he says or would say would require a closed meeting. Goers did not infer that a suit was forthcoming from the Bettis letter. Beasley said they are making specific demands and if we are getting recommendations from an attorney perhaps the session should be closed. Semel thought from a non- legal perspective, it was a fairly innocuous letter and it would not take much to accomplish what the letter requests. He believes if we added something to the sign it would satisfy the letter's request. Paetzold thought we need to step back a bit from solutions and discuss. Paetzold believes there is value in having this in an open meeting for transparency and other reasons and would be for continuing the discussion tonight. Martin has no problem discussing in an open meeting and thinks the Board should keep things out in the open. Discussion continued. Goers said the ACLU demanded two things, that the cameras be removed from the bathrooms and if we do not agree to that, then more explicit wording on the signs about what the cameras show is needed. Baker said we should go ahead with the discussion and not drag it on. Ingersoll agrees with the sentiment that the person who made the complaint wants something to be done and the ACLU gave us way to do so. Ingersoll believes the sign could have more explicit language about what the camera is showing and not showing and it would be good to move quickly on this. He suggested signs in the stall might be an option. Goers said this is about the reasonable expectation of privacy. There are limits to the signage language so that it wouldn't be three paragraphs long, which people would not read. Also, there is no legal obligation to state that camera recordings are an open record. Paetzold asked if anyone can come into the library and ask for video. There is no qualification, said Goers; anyone may ask. We were unable to get an exception to open records in 2010. Semel asked if there is a law that permits us to have cameras. Goers said not specifically. Iowa has home rule and can govern itself unless it is against state or federal law. Goers is comfortable and confident about the cameras. Paetzold is cautious about putting signs in stalls and likes the idea of more explicit language on the current signs. Craig directed the Board to look at page 49 of the Board packet which shows a picture of the current sign. The sign is above the hand dryers and outside the door. Ingersoll says it seems like there is agreement and asked if we should tell the ACLU we are planning to change the sign or should we make the change and let them know afterward. Ingersoll thinks we should make it clear where the common area is. Goers said he would work with Craig on wordsmithing the sign. Semel would like to see a reference to children in the sign, notjust safety and security. Others felt this was too specific. Rich -Chappell does not believe there needs to be information about open records on the sign. A motion directing staff to work with the City Attorney's office to develop language that makes it more z clear where the common areas are in the bathrooms was made by Semel and seconded by Martin. Motion carried 6/1 (Beasley abstaining.) FY17 Strategic Plan. Staff completed a six-month report on current strategic planning goals. Semel asked about noteworthy items we have accomplished. Craig said the highlights for her are the bookmobile talked and how well our strategic plan aligns with the City's strategic plan. Approve Expenditure of Heat Tent. Craig wanted to bring this expenditure to the Board since it was a capital expense more than $5,000 that had not been in the budget. We learned from the December bedbug incident that we were unable to respond quickly and efficiently to an incident that required treatment of thousands of books. There are books that are not back on the shelves from the incident. It has been time consuming and expensive to rent the freezer. Freezing the bugs also takes longer than heating them, but freezing was our only option this time. We did some research and discovered that a heat tent could kill bugs in a matter of hours. Craig said this was a good exercise, in that we are working on even better procedures for what to do when the collection is involved in an incident such as this. Paetzold asked if furniture can go in the heat tent. Craig said it can. Martin asked how the heat operates. Craig said there are hot air blowers. Paetzold asked if the carpets were also treated. Craig said they are regularly steam cleaned and if a barrier is needed around affected areas, then the carpet is treated and any bug walking through it dies. A month after the last treatment the dog will come back, and everything will be re -inspected. The dog comes to the library on a regular basis. In September, the dog came to the library and found one bug that was isolated and contained. A motion to approve funds for a heat tent was made by Semel and seconded by Baker. Motion carried 7/0. Staff Reports. Director's Report. Someone backed into our remote bookdrops on Mormon Trek it and ruined them. They have been in place since 1998. We will replace them, but until then, there is no remote materials drop off on the west side of Iowa City. Craig went to a budget session on 1/7 with the City Council. Council members are interested in hearing about the bookmobile. The City has ongoing concerns about possible budget cuts from state funds this year and next. There are no specific concerns about the library budget. IUPLA statistics from the 10 largest public libraries in the state was included in the packet for the Board's information. Departmental Reports: Adult Services. Craig said we have a great lineup for Black History month. Community & Access Services. There has been an uptick in patron conduct issues. The response by our Police department has been positive. There is a police presence at the library every day. A contributing factor may be the low barrier shelter which is near the library this season. Development Office. McCarthy said there are great February fundraising events. The Foundation Fundraising committee is working on new opportunities that will include eating and drinking in Iowa City while benefitting the Library. Inservice Day Report. No comments. Spotlight on the Collection. No comments. Miscellaneous. No comments. President's Report. Semel said the library was a go -to place during the holiday season for his visiting family and friends. Announcements from Members. Report on Legislative Reception. Paetzold said attending the reception was a good use of time. Martir agreed. He was impressed with the collaboration, which is going to be more important. Paetzold thought the programming was creative. Rich -Chappell really appreciated coming to the special access browsing time for autistic children. She hopes the programming can continue. Committee Reports. Foundation Members. Communications. None. Quarterly Financial Reports. Second quarter Receipts and Expenditures were reviewed. Quarterly Use Reports. The six-month Output Measures, Circulation by Area and Agency, and Circulation by Type and Format reports were reviewed. Craig hopes the bookmobile will increase circulation. Paetzold asked about the statistic for Total Internet Use which was up 1180%. Craig said we counted the wifi this year and did not last year. Martin asked about our statistic on licensed databases. Craig said this is an error we will correct. Clark said we subscribe to a big database and we pull some things out of the larger database to highlight them for our patrons so the statistic reported is incorrect. Disbursements. The MasterCard expenditures for December, 2016 were reviewed. A motion to approve the disbursements for December, 2016 was made by Martin and seconded by Baker. Motion carried 7/0. Set Agenda Order for February Meeting. Hours of Service. Adjournment. A motion to adjourn the meeting was made by Ingersoll and seconded by Baker. Motion carried 7/0. President Semel closed the meeting at 6:13 p.m. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD 12 Month KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting MeetingDate Name Term Expiration 3/24/16 4/28/16 5/26/16 6/23/16 7/28/16 8/25/16 9/22/16 10/27/16 11/17/16 12/15/16 1/26/17 2/23/17 Diane Baker 6/30/19 X O X X O/E X X X O/E X X O/E John Beasley 6/30/21 O/E O/E O/E X X O/E O/E X X X X X Janet Freeman 6/30/19 X X X X O/E X X X X O/E O/E X Adam Ingersoll 6/30/21 X X X X X X O/E O/E X X X X Tom Martin 6/30/17 X X X X X X X X O/E X X X Robin Paetzold 6/30/17 X X X X X X O/E X X X X X Meredith Rich -Chappell 6/30/17 O/E X X X X X X X X X X X Jay Semel 6/30/19 X O/E X X X X X X X X X X Monique Washington 6/30/21 X X X X X X X X X O/E O/E X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting Please see February 2, 2017 Draft minutes which reverse, this recommendation. r _.® CITY OF IOWA CITY lIt !�MEMORANDUM Date: January 12, 2017 To: Mayor and City Council From: Marcia Bollinger, Staff Member of Public Art Advisory Committee Re: Recommendation from Public Art Advisory Committee MTTVM?� 4b(4) At their November 3, 2016 meeting the Public Art Advisory Committee made the following recommendation to the City Council: The Committee voted 7-0 to recommend to the City Council that the Public Art Advisory Committee by-laws be adjusted to increase the number of members by two (from 7 to members). 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 SAECfom.doc APPROVED MINUTES PUBLIC ART ADVISORY COMMITTEE NOVEMBER 3, 2016 — 3:30 PM HELLING CONFERENCE ROOM — CITY HALL MEMBERS PRESENT: Sayuri Sasaki Hemann, John Engelbrecht, Ron Knoche, Jul! Seydell- Johnson, Tam Bryk NOT PRESENT: Bill Nusser, Brent Westphal STAFF PRESENT: Marcia Bollinger PUBLIC PRESENT: Rachael Arnone RECOMMENDATIONS TO CITY COUNCIL: The Committee voted 7-0 to recommend to the City Council that the Public Art Advisory Committee by-laws be adjusted to increase the number of members by two (from 7 to 9 members). CALL TO ORDER: Meeting called to order at 3:30pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public comment of items not on the agenda. CONSIDERATION OF MINUTES OF THE SEPTEMBER 16, 2016 Knoche moved to approve the September 15, 2016 minutes. John Engelbrecht seconded. Motion passed unanimously. Bollinger introduced Rachael Arnone and explained a bit about their previous interactions and projects. All members introduced themselves. Because of Arnone's previous interest and enthusiasm in mural type projects, Bollinger stated she contacted Arnone about the project and possible interest. Arnone enthusiastically expressed interest and developed a proposal for a mural project for the Longfellow Tunnel to occur in Spring 2017. Bollinger also explained conversations with Zac Hall, Parks Superintendent and Juli Seydell Johnson, Parks and Recreation Director related to a future mural in the Longfellow Tunnel. They agreed that it would be unlikely for a new mural, covering the entire exposed surface of the tunnel to remain untouched by future graffiti/tagging. It was suggested that a mural by the SE Junior High Students would best focus on the two exterior ends of the tunnel and possibly a short distance into the tunnel on both ends. The majority of the interior would not be part of the project. Bollinger also described the issue with the existing lighting within the tunnel as being vandalized/broken and/or painted over. The exterior lighting on either end seemed to be intact and operational. Arnone explained that she has overseen several murals created by SE students including at Mercer Park and at the Coralvilie Dam. She explained that the mural would be spray painted by the students with stencils. Some students may design and create the stencils while others would travel to the site and create the painting. Arnone also stated they would be interested in creating another mural in the fall of 2017 if there was interest. Bryk asked about transportation. Bollinger stated she offered to check with the transit department to see if they could supply a smaller bus. Funds are budgeted to pay for transportation in case free service was not available. Arnone also said they could walk but it would cut into their painting time. Various members suggested that the project would be of great value to the students — providing a sense of ownership of the tunnel for them. Bollinger mentioned that the students would include a painted plague that identifies everyone who has participated. She added that the students would present the proposed design to the committee at their April 6, 2017 meeting at SE Junior High. Arnone suggested if the committee could get there earlier about 2:15, the committee members could also visit her last hour "elective" class to see more of their work. Bollinger said she would send out a calendar meeting request to all members for the April 6t° meeting. Engelbrecht asked if the estimate for the spray paint would be adequate to cover that surface. Arnone suggested it would depend on the final design and the colors involved. Bollinger added that the Parks staff will be priming the walls in the near future and will likely need to go back in before the mural is started. All members felt it was a great project — both economically and positive opportunity for the students and was approved unanimously by all attending. ROBERT A LEE RECREATION CENTER MURAL WALL — REVIEW OF DRAFT REQUEST FOR QUALIFICATIONS Bollinger stated the draft was combined effort by Kumi Morris, Facilities Manager, Joyce Carroll, Arts Supervisor and herself. Bollinger wanted feedback from the committee regarding the RFQ. She explained that the RFQ may be of interest to more than artists — possibly including architects, engineers, teams, etc. so distribution of the RFQ would need to be creative. Knoche asked about the statement referencing related to "ties to Iowa City, University of Iowa and/or the State of Iowa". Bollinger suggested that it could be removed. It was felt it would be worthwhile to keep in. Bryk commented on the scale of the project and adequate compensation. She said she felt the limitation on noise was disappointing but understandable. Suggestions were made to the draft schedule and other details. Bollinger stated she would revise and redistribute to the committee members the next day. CONTINUED DISCUSSION ON FY17 PUBLIC ART PROJECTS INCLUDING THE MATCHING FUND GRANT Bollinger mentioned that the committee asked to wait until a budget was determined for the Pedestrian Tunnel before funding was committed for the Matching Fund program as well as other projects. Hamann asked about using money to fund tours or map sprucing up to help promote the program to the public. Bollinger stated that there was a map that was created by a previous intern that needed a bit more professional detail and would send the map to the committee members. It was determined that the allocation for FY17 Public Art Funds would be: $4000 - Robert A Lee STEAM Wall Installation $1000 - Longfellow Tunnel Mural $2000 — reserve for maintenance $8000 - Matching Fund Program — Deadline dates January 20, 2017 and April 2017 $15,000. -Total INCREASING MEMBERSHIP OF PUBLIC ART ADVISORY COMMITTEE UPDATE Bollinger stated she explored what would be required to increase the number of members of the Public Art Advisory Committee from the current 7 to 9. Two positions are held by the Public Works Director and the Parks and Recreation Director currently leaving 5 seats for public members. She explained that the by-laws now required that there be at least 2 art/design professionals be on the committee. Currently, Engelbrecht and Bryk are identified as the art/design professionals because they applied to fill those positions. Although Sasaki Hemann and Westphal are also art/design professionals, they are considered to be "at large" members. As discussed previously, increasing the at -large membership may provide more opportunity to recruit members that may have more time to invest in Public Art processes and projects. Bollinger noted that in 2000, the same request was made but the Council Rules Committee recommended denial. The issue at that time was there were not enough art professionals. The City Council followed that recommendation and did not approve as they felt that it should be focused as a "public" art committee rather than art professionals. The current situation is reversed of that previous issue. Knoche asked about process. Bollinger suggested that the committee should make a motion to the City Council to change the by-laws to allow up to 9 members on the committee. Seydell Johnson made a motion to "Recommend to the City Council that the Public Art Advisory Committee by-laws be adjusted to increase the number of members by two (from 7 to 9 members). Engelbrecht seconded. All approved. COMMITTEE ANNOUNCEMENTS OR COMMITTEE REPORTS Sasaki Hemann mentioned that she will be hosting public workshops over the next few weeks for her Mind Travelers Aquarium project at University of Iowa Hospital and Clinics. The workshops will include created barnacles and jellies and there will also be a public lecture regarding her project on November 17 at the Iowa City Public Library. Bollinger also reminded the committee about the movie "Trolls" opening on November 51h in which Sasaki Hemann played an important role of the design of the movie. STAFF REPORTS None ADJOURNMENT: Knoche moved to adjourn the meeting. Engelbrecht seconded. Meeting adjourned at 4:23 PM. Public Art Advisory Committee Attendance Record 2015-2016 Name Term Expires 2/4 3/3 5/5 8/4 9/15 11/3 Bodkin Bryk, Tam 01/01/19 x O/E x x O/E x Engelbrecht, John 01/01/18 x X x O/E X X Westphal, Brent 01/01/17 x X x x X O/E Nusser, Bill 01/01/17 O O O X I O/E O/E Hemann, Sayuri Sasaki 01/01/18 x X X X X X Knoche, Ron x X X X X X Seydell-Johnson, Juli X X X X O/E x Key X = Present O = Absent O/E = Absent/Excused --- = Not a member