HomeMy WebLinkAbout2017-04-04 Bd Comm minutesJanuary 19, 2017 4b(1)
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
JANUARY 19, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Julie Bockenstedt, Minnetta Gardinier, Robert Libby, A. Jacob Odgaard,
Chris Ogren
Staff Present: Michael Tharp, Eric Goers
Others Present: Matt Wolford, David Hughes, John Yeomans
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
Chairperson Odgaard called the meeting to order at 6:06 P.M.
APPROVAL OF MINUTES:
The minutes from the December 15 meeting were reviewed. Gardinier asked about the
attendance record for these minutes, noting that there is a highlighted column from last August
with no data in it. Tharp stated that he would fill this in for the final copy. Bockenstedt stated
that she noted the attendance record shows her term as expiring March 1 n. Tharp stated that
he would update this as well. Ogren moved to accept the minutes of the December 15,
2016, meeting as amended. Bockenstedt seconded the motion. The motion carried 5-0.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. Airport Farming Operations —
1. 2017 Lease — Tharp noted that this is the agreed upon farm lease for the
upcoming season. He added that the total will be $30,500, which is a little less
than last year. He further explained why this is happening, noting the drop in
farm prices recently. Gardinier asked how much less this amount is, and Tharp
noted that last year they were at $31,000, so it is $500 less. John Yeomans also
spoke to Members' concerns. Ogren asked Yeomans how he arrives at these
amounts, and he further explained the process. He also further explained the
farm lease process and how the operation works. Yeomans stated that if the
Commission has no objections, he will go ahead and have the farm manager
sign the lease.
January 19, 2017
Page z
b. FAA/]DOT Projects: AECOM / David Hughes
I. Obstruction Mitigation — Hughes spoke first to obstruction mitigation,
noting that they received the agreed upon scope back from FAA and this
now begins some 'cultural resource' of the area that they are requiring.
Hughes explained to Members what this entails.
ii. South Taxiway Extension — On this project, Hughes stated they are
about halfway done with the design. This should be ready for the
Commission's approval at next month's meeting.
iii. North T -Hangar Restroom — Hughes stated that there have been some
problems back and forth with the City on providing video of the usage of
this restroom, but that he hopes to resolve the issues soon and to obtain
the variance needed to make this a single facility.
C. Airport Operations
i. Strategic Plan — Implementation —
1. Request for proposals for Strategic Plan — Tharp stated that he would
like to walk through this with the Commission briefly to see if they are
interested in moving forward. He asked what type of criteria the
Commission wanted to use in selecting the person or persons to facilitate
this strategic planning process. He shared ways they could obtain public
input, or noted that they could have a Commission -created document as
well. Tharp reviewed the criteria he would include in this RFP, giving
Members a brief rundown on each area. Continuing, Tharp noted how
the process would work and what Members could expect.
Members continued to review Tharp's recommendations, asking
questions of the strategic planning process. The issue of cost was
discussed at some length, with Tharp noting that it really depends on
what the Commission is looking for. He stated that this will encompass
possibly six hours of active on-site time, and then the amount of time it
would take to disseminate the information and put it into report form.
Bockenstedt and Gardinier both spoke to hiring someone with an aviation
background. Gardinier suggested they put this under the 'preferred'
section so as not to scare someone away with the addition of 'aviation'
here. Goers then spoke to the selection criteria in the RFP process and
how 'aviation' would be used here. He added that most people who
would be reading such an RFP would not see 'aviation' as a requirement,
but that it is something they might be judged on. Ogren suggested taking
out the public input session part of this, noting that they just did these
during the master planning process, and that this would take away that
extra cost. Odgaard suggested using Airport tenant input during this
process. Gardinier stated that she would still like to have public input,
that politically she believes it to be the right way to go. Members
continued to discuss the process they need to go through to obtain a
facilitator for their strategic planning process. Goers explained the
process that the City will go through from the Purchasing department
standpoint. Members further defined how they would like this RFP to
read: Proposals not to exceed 20 pages, including cover letter and
appendices; 10 -page proposal, 12 -point font, appendix to contain resume,
principle references, and examples of previous work in this area, as well
January 19, 2017
Page 3
as acceptance of .pdf files. Tharp stated that he will work with
Purchasing to finalize this RFP, with the March meeting tentatively
scheduled for a final presentation. He asked if Members wanted to create
an evaluation committee, consisting of himself and one or two Members,
along with someone from Purchasing.
ii. Budget — Tharp stated the Council recently had their budget meetings
and that he did the Airport presentation. He noted that there were no
major comments from the Council. He stated that he did highlight the
Airport's anniversary in 2018 and that a celebration is being planned.
Tharp stated that the subcommittee does need to discuss fundraising
ideas and possible corporate sponsorships, before moving forward.
Members spoke briefly to how they might want to handle this issue, with
Tharp noting how they have handled this activity in the past.
iii. Management -
1. Airport Operations Specialist performance review — Tharp
noted that next month is his evaluation month. He briefly explained how
they have handled this process in the past. Ogren asked if Tharp could
also send Members a copy of last year's evaluations to help them as they
prepare for this year's review.
d. FBO / Flight Training Reports
L Jet Air — Matt Wolford from Jet Air began with the monthly maintenance
reports. Since last month's report, he noted that there was one fairly
large snow event. He explained how they have to cover a larger area of
runway now, therefore using more de-icing mixture. Wolford then
responded to Member questions regarding snow and ice removal
procedures at the Airport. Continuing, Wolford noted the usual
maintenance items like replacing light bulbs, painting, hangar sealing,
runway trash pickup, hanging of pictures in the terminal building, etc. In
regards to Jet Air's business, Wolford noted that the new hangar
construction is moving slowly. He stated that right now Jet Air's
maintenance shop is full with airplanes in for annuals and other things.
Sales have also been running high, according to Wolford, as have charter
flights.
e. Commission Members' Reports — Libby stated that he wanted to let the
Commission know he is still committed to being a Member. He added that he
has been going through a rough period with his business and he further
explained the details to Members.
f. Staff Report — Tharp stated that he plans to be out of the office between March
3rd and the 10th. He has an opportunity to go to Houston and check out the
Space Center and is therefore trying to make arrangements to do so.
Gardinier then asked if the idea of putting in concrete pads and then letting
others build hangars on them has ever been discussed. Tharp stated that for
many years the Airport did not have the financial means to build such pads, but
that they could certainly look at this as an option in the future.
SET NEXT REGULAR MEETING FOR:
January 19, 2017
Page a
The next regular meeting of the Airport Commission will be held on Thursday. February 16.
2017. at 6:00 P.M. in the Airport Terminal Building.
ADJOURN:
Libby moved to adjourn the meeting at 7:28 P.M. Bockenstedt seconded the motion. The
motion carried 5-0.
CHAIRPERSON DATE
January 19, 2017
Page 5
Airport Commission
ATTENDANCE RECORD
2016-2017
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
o
0
0
0
0
0
0
0
0
0
>
>
>
o
NAME
EXP.
O
N
>
m
>
N
>
>
m
>
rn
N
O
a
>
m
>
N
o
s
s
+
m
01
01
01
Oi
Of
O
O
Of
Of
01
W
W
O1
V
Minnetta
07/01/19
O
Gardinier
/
X
X
X
X
X
E
X
X
X
X
X
X
X
X
Chris Ogren
07/01/18
O
O
X
X
X
X
E
X
X
X
E
X
X
X
X
X
A.Jacob
07/01/18
O
Odgaard
/
X
X
X
X
E
X
X
X
X
X
X
X
X
X
Julie
07/01/17
O
O
O
Bockenstedt
/
1
/
X
X
X
E
X
X
X
E
X
E
X
X
X
X
Robert Libby
07/21/20
O
O
N
N
N
I
/
M
M
M
X
X
X
X
E
X
X
O
O
E
X
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
MTT-Sd47—
CITY OF IOWA CITY 4b2)
MEMORANDUM
Date:
3/30/17
To:
Mayor and City Council
From:
Staff Member of Board of Adjustment
Re:
Recommendation from Board of Adjustment
At their December 16, 2015 meeting the Board of Adjustment made the following
recommendation to the City Council:
(1) Accept suggested update to the BOA Procedures
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
X Agenda item will be prepared by staff for Council action
S:RECform.doc
MINUTES APPROVED
BOARD OF ADJUSTMENT
DECEMBER 16, 2015 — 6:00 PM
NDS CONFERENCE ROOM, CITY HALL
MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Brock Grenis, Connie Goeb,
Becky Soglin
MEMBERS ABSENT
STAFF PRESENT: Susan Dulek, Sarah Walz
OTHERS PRESENT:
A. CALL TO ORDER & ROLL CALL:
The meeting was called to order at 6:00 PM.
B. ROLL CALL
All members present
C. CONSIDERATION OF THE OCTOBER 14, 2015 MINUTES:
Soglin moved to approve the minutes with two minor changes
Goeb seconded the motion.
A vote was taken and the motion carried 5-0
D. Consideration of suggested update to the BOA Procedures
Walz explained that the changes proposed by staff dealt mostly with cleaning up some legal
language and the change in the name of the department.
Soglin raised issue of abstain vs. recuse in article 6, asking whether one could abstain from a
vote. Dulek stated that members could abstain, but that it would count as a no vote. The Board
agreed that language should be included on abstaining under Section 11. A few other minor
corrections were noted.
Soglin moved to approve the updated procedures with noted corrections and addition of
language regarding abstaining.
Goeb seconded the motion
Motion approved by unanimous vote.
Board of Adjustment
September 14, 2015
Page 2 of 4
E. Discussion of Informational Disclosure and Acknowledgements Form
Walz reminded the Board that at their previous meeting they had approved a proposal that
would locate multi -family uses on a property located in the floodplain. A condition of the
approval required the applicant to disclose floodplain information to future tenants. The Board
had indicated that it would like to recommend to Council that this information should be
disclosed in all cases where rental units are located in the floodplain.
Walz indicated that after reviewing this there was some concern on the part of NDS staff that
the disclosure form not become too long or a catch-all for things that staff could not actually
enforce. She noted that the items currently in the disclosure form are enforcement items such
as occupancy and nuisance issues. She also said that some landlords may not know that their
property is in the floodplain or what the level or type of risk is—for example, associated with the
Ralston Creek flooplain are different from those in the Iowa River floodplain. There is some
concern that if tenants asked their landlord for clarification regarding risks due to the floodplain,
that landlords may not be able to answer their questions accurately.
Board members discussed whether landlords should know their floodplain status as it is
disclosed when property is purchased and when it is insured. Members felt it was important to
disclose this information even if many tenants face little risk or are uninterested—those who
are interested should be informed.
Dulek indicated that this information could be sought from landlords at the time they apply for
their rental permit. That would prompt the landlord to find the information. Board members liked
this idea and wish to recommend that both the rental form and the disclosure form include
language disclosing whether the property is in the floodplain.
Baker moved that a recommendation be made to council to require floodplain disclosure on
both the rental permit application form and the informational disclosure form provided to
tenants.
Chrischilles seconded the motion.
Motion approved by unanimous vote.
Walz will prepare a letter to council for the Board to approve at its January meeting.
F. Other
Walz noted that this was the last meeting for the Board Chair, Brock Grenis. She thanked
Grenis for his service. Board members expressed their appreciation for his long service as
chair.
ADJOURNMENT:
Soglin moved to adjourn.
The meeting was adjourned at 5:40 on a 5-0 vote.
BOARD OF ADJUSTMENT
ATTENDANCE RECORD
2014-2015
NAME
TERM EXP.
1018
11112
1114
2111
418
5113
6110
8112
9110
BAKER, LARRY
1/1/2017
X
X
X
X
X
X
X
X
X
GOEB, CONNIE
1/1/2020
X
X
X
X
X
X
X
X
X
GRENIS, BROCK
1/1/2016
O/E
X
X
X
O/E
X
O/E
X
X
CHRISCHILLES, T. GENE
1/1/2019
O/E
X
O/E
X
X
X
X
X
X
SOGLIN, BECKY
1/1/2018
X
X
X
X
X
X
X
X
X
KEY: X=Present
O = Absent
OIE = Absent(Excused
— =Not a Member
�`.® CITY OF IOWA CITY 4`j 1
MEMORANDUM
Date: 3/15/17
To: Mayor and City Council
From: Staff Member of Community Police Review Board
Re: Recommendation from Community Police Review Board
At their February 14, 2017 meeting the Community Police Review Board made the following
recommendation to the City Council:
(1) Accept By -Law changes
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
Y` Agenda item will be prepared by staff for Council action
S:RECform.doc
FINAL/APPROVED
COMMUNITY POLICE REVIEW BOARD
MINUTES — February 14, 2017
CALL TO ORDER: Chair Joseph Treloar called the meeting to order at 5:31 P.M.
MEMBERS PRESENT: Monique Green, Mazahir Salih (5:45 P.M.), Orville Townsend
MEMBERS ABSENT: Donald King
STAFF PRESENT: Kellie Fruehling, Staff and Patrick Ford, Legal Counsel
STAFF ABSENT: None
OTHERS PRESENT: Chief Jody Matherly and Captain Bill Campbell of the ICPD
RECOMMENDATIONS TO COUNCIL
(1) Accept By -Law changes
CONSENT CALENDAR
Motion by Green, seconded by Townsend, to adopt the consent calendar as presented or amended.
Minutes of the meeting on 01/10/16
Motion carried, 3/0, King and Salih absent.
WELCOME NEW POLICE CHIEF
Treloar welcomed the new Police Chief, Jody Matherly. Matherly gave the Board some background
information about himself professionally and some of his ideas for the Police Department. He also
stated that he is supportive of a review board.
NEW BUSINESS
By -Laws, Article III, Section 4, Absences — The Board discussed different options for the absence
policy, how the Board would track them and the advantages and disadvantages of them. Legal
Counsel Ford had drafted language for the Board to review.
Motion by Townsend, seconded by Green, to approve the draft language from Legal Counsel Ford as
amended and forward to the Rules Committee.
Motion carried, 4/0, King absent.
OLD BUSINESS
Community Forum Discussion — The Board agreed to Wednesday, April 12th, 6:00 pm at the Iowa City
Public Library for the Community Forum. The Board also directed staff to contact the Police Chief to
see if a member of the Police Department would be available to attend the meeting to answer questions
from the public.
PUBLIC DISCUSSION
None.
BOARD INFORMATION
None.
STAFF INFORMATION
None.
'W30. I
February 14, 2017
Page 2
TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change)
•March 14, 2017, 5:30 PM, Helling Conference Rm
•April 11, 2017, 5:30 PM, Helling Conference Rm
.April 12, 2017, 6:00 PM, IC Public Library, Room A — Community Forum
.May 9, 2017, 5:30 PM, Helling Conference Rm
•June 13, 2017, 5:30 PM, Helling Conference Rm
ADJOURNMENT
Motion for adjournment by Salih, seconded by Townsend.
Motion carried, 4/0, King absent.
Meeting adjourned at 6:49 P.M.
COMMUNITY POLICE REVIEW BOARD
ATTENDANCE RECORD
YEAR 2016-2017
(Meeting Date
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
TERM
2/17
4/12
4/26
5/18
5/23
6/7
8/17
9/13
10/11
11/7
11/1
12/15
1/10
2/14
NAME
EXP.
5
Joseph
7/1/17
X
NM
X
O/E
X
X
X
X
X
X
X
X
X
X
Treloar
Mazahir
7/1/17
O
NM
X
X
O/E
O/E
X
X
O
X
O
X
X
X
Satih
Donald
7/1/19
O
NM
X
X
X
X
O/E
X
O/E
O/E
OX
O/E
OX
O/E
King
Monique
7/1/20
---
---
---
---
---
---
X
X
X
X
X
X
X
X
Green
Orville
7/1/20
---
--
---
---
---
---
X
X
X
X
X
X
X
X
Townsend
Melissa
9/1/16
X
NM
X
X
X
X
---
---
---
---
---
---
---
---
Jensen
Royeeann
9/1/16
X
NM
X
X
X
O
---
---
—
—
---
---
Porter
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
IOWA CITY
COMMUNITY POLICE
REVIEW BOARD
BY-LAWS
(Revised ??/??, Res. 17-)
BY-LAWS
IOWA CITY COMMUNITY
POLICE REVIEW BOARD
ARTICLE I. AUTHORITY
The Community Police Review Board formerly known as the Citizens Police Review Board
(hereafter referred to as the Board) shall have that authority which is conferred by Chapter 8 of
the City Code of the City of Iowa City, Iowa and through the adoption of these by-laws stated
herein.
ARTICLE II. PURPOSE
The purpose of the by-laws stated herein is to provide for the general welfare of the Iowa City
community by establishing a Board to advise the Police Chief, City Manager and City Council on
matters pertaining to the policies, practices and overall performance of the Iowa City Police
Department. Further, in an effort to assure that the Iowa City Police Department's performance is
in keeping with community standards, this Board is created to review investigations into
complaints of police misconduct to insure that such investigations are conducted in a matter which
is fair, thorough, and accurate, and to maintain a central registry and to provide City Council with
an annual report on all such complaints.
ARTICLE III. MEMBERSHIP:
Section 1. Qualifications. The Board shall consist of five (5) members appointed by the City
Council who shall be eligible electors of the City of Iowa City, Iowa and shall meet the criteria
contained in Chapter 8, City Code, City of Iowa City, Iowa. Appointments to the Board shall
include one current or former "peace officer' as that term is defined by state law. The City Council
may waive the residency requirement for good cause shown and may waive the requirement that
the Board include one current or former "peace officer" for good cause shown.
Section 2. Compensation. Members shall serve without compensation, but may be reimbursed
for expenses incurred for travel outside the city on designated Board business. Such expenses
must be submitted to the City Manager for approval and reimbursement.
Section 3. Orientation for New Members. Prior to the first regular meeting following their
appointment, new members shall be provided with copies of the ordinance creating the Board, the
written policies of the Iowa City Police Department, the Board by-laws, open records law, open
meetings law and other documentation that would be useful to Board members in carrying out
their duties. They shall also be given an orientation briefing by the appropriate City staff and the
Board as is deemed appropriate.
Section 4. Absences. The Board may recommend to the City Council that the City Council
discharge any Board member who: (1) is absent from two consecutive regular or special meetings
without excuse as determined by the Board on a case by case basis; or (2) is absent from four
consecutive regular or special meetings, whether excused or unexcused; or (3) is absent from at
least four out of six consecutive regular or special meetings, whether excused or unexcused.
2
Section 5. Vacancies. Any vacancy on the Board because of death, resignation, long-term illness,
disqualification or removal shall be filled by the City Council after at least 30 days public notice of
the vacancy.
Section 6. Terms. Members shall be initially appointed for staggered terms as outlined in Chapter
8, City Code, City of Iowa City, Iowa. Thereafter, Members shall be appointed for terms of four
years, with terms expiring on July 1. If a position becomes vacant by reason of resignation or
otherwise, and results in an unexpired term of six months or less, the Council may choose to fill
the unexpired term in such a manner that the appointee shall continue in the position not only
through the unexpired term, but also through a subsequent regular term.
Section 7. Resignations. Resignations shall be submitted in writing to the Mayor with a copy to
the City Clerk and the Chairperson of the Board at least 30 days prior to the date of intended
departure.
ARTICLE IV. OFFICERS:
Section 1. Number. The officers of this Board shall be a Chairperson and Vice -Chairperson, each
of whom shall be elected by the members of the Board.
Section 2. Election and Term of Office. Officers of the Board shall be elected by a majority of all
members as soon as practicable after formation of the Board, and thereafter annually at the first
regular meeting in October each year; if the election of officers shall not be held at such meeting,
such election shall be held as soon thereafter as is convenient.
Section 3. Vacancies. A vacancy in any office because of death, resignation, removal,
disqualification or other cause shall be filled by the members for the unexpired portion of the term.
Section 4. Chairperson. The Chairperson shall, when present, preside at all meetings, appoint
committees, call special meetings and in general perform all duties incident to the office of a
Chairperson, and such other duties as may be prescribed by the members from time to time.
Section 5. Vice -Chairperson. In the absence of the Chairperson, or in the event of death, inability
or refusal to act, the Vice -Chairperson shall perform the duties of the Chairperson and when so
acting shall have all the powers of and be subject to all the restrictions upon the Chairperson.
ARTICLE V. BOARD MEETINGS:
Section 1. Regular Meetings. The Board's regular meeting will be held the second Tuesday of
each month. This meeting time may be rescheduled upon agreement by a majority of the Board.
Section 2. Special meetings. Special meetings may be called by the Chairperson and shall be
called by the Chairperson or Vice Chairperson at the request of three or more Members of the
Board. At least one (1) full day's written notice of meeting place, time and agenda shall be given
to each Member and the media.
Section 3. Agenda. Insofar as possible, at regular and special meetings only matters included
on the agenda may be discussed and formal votes taken. Care shall be taken to avoid discussion
of non -agenda items.
Section 4. Quorum. A majority of the members of the Board shall constitute a quorum at any
meeting.
Section 5. Place of Meetings. Meetings, both regular and special, shall be held in an accessible
City facility. Meetings which are forums solely for community input may be in other appropriate
meeting places in Iowa City.
Section 6. Notice of Meetings. Notice of meetings shall be required; meetings may be called upon
notice not less than twenty-four (24) hours before the meetings unless such notice is impossible
or impracticable, in which case notice shall be provided as outlined in the Iowa Code. The news
media shall be notified by staff. Board meetings shall be public except where provided in the Iowa
Code.
Section 7. Proxies. There shall be no vote by proxy.
Section 8. Public Discussion. Time shall be made available during all meetings for open public
discussion.
Section 9. Motions. Motions may be made or seconded by any member of the Board, including
the Chairperson.
Section 10. Exparte Contacts. A member who has had a discussion of an agenda item outside of
a public meeting with an interested party shall reveal the contact, name the other party and share
specifics of the contact, copies if in writing or a synopsis if verbal.
Section 11. Conflict of Interest. Members who believe they have a conflict of interest on a matter
about to come before the Board shall state the reason for the conflict of interest, leave the room
before the discussion begins, and return after the vote.
Section 12. Votin . A majority vote is required for adoption of any motion, except for a motion to
close a session as provided for in the Iowa Code. Upon request, voting will be by roll call and will
be recorded by yeas and nays. Every member of the Board, including the Chairperson, is required
to cast a vote upon each motion. A member who abstains shall state the reason for abstention.
Section 13. Roberts Rules of Order. The rules in the current edition of Roberts Rules of Order
Newly Revised shall govern the Board in all cases to which they are applicable and in which they
are not inconsistent with these bylaws and any special rules or order the Board may adopt.
ARTICLE VI. GENERAL AND LIMITED POWERS AND DUTIES:
The Board shall have the powers and duties set forth in Chapter 8 of the City Code of Iowa City.
ARTICLE VII. PUBLIC RECORDS: EXCEPTIONS
Section 1. All records of the Board shall be public, except:
(a) Complaints, reports of investigations, statements and other documents or records
obtained in investigation of any complaint shall be closed records unless a public hearing
is held or a contrary determination is made by Counsel to the Board pursuant to the
provisions of the Iowa Code.
(b) The minutes and tape recordings of any session closed under the provisions of the Iowa
Code shall be closed records.
(c) No member of the Board or of its staff shall disclose information protected by the Iowa
Open Records Law or the Iowa Open Meetings Law. Nothing in this provision shall prevent
the Board from releasing such information concerning alleged or acknowledged practices
to the Iowa City City Council, the City Manager and/or Chief of Police, either in the form of
its required annual report or otherwise. This section does not prevent any complainant,
witness or other person from publicizing the filing of a complaint or the matter therein com-
plained of. Violation of these provisions by a member of the Board or its staff shall
constitute grounds for removal.
ARTICLE VIII. CONDUCT OF BOARD BUSINESS
Section 1. Agenda. The Chairperson, or a designated representative, together with staff
assistance shall prepare an agenda for all Board meetings. Agendas are to be posted at least 24
hours before the meeting and shall be sent to Board members and the media prior to meetings.
Copies will be available to the public at the meeting.
Section 2. Minutes. Minutes of all meetings are to be prepared and distributed to Board and City
Council members. Specific recommendations requiring Council action are to be set off from the
main body of the minutes and appropriately identified.
Section 3. Review Policv. The Board shall review all policies and programs of the City relating to
the Board's duties as stated herein, and make such recommendations to the City Council as are
deemed appropriate.
Section 4. Referrals from Council. From time to time letters, requests for information, requests for
recommendations, and other matters are referred to the Board by the City Council. The Board will
initiate consideration of each item at the next regular Board meeting and shall notify Council of its
disposition.
Section 5. Annual Report. An annual report detailing the activities of the Board shall be prepared
by the Chairperson, approved by the Board, and submitted to the City Council.
ARTICLE IX. SUBCOMMITTEES:
The subcommittees of this Board including composition, duties, and terms shall be as designated
by the Chairperson.
ARTICLE X. AMENDMENTS:
These by-laws may be altered, amended or repealed, and new by-laws adopted by an affirmative
vote of not less than three members of the Board at any regular meeting or at any special meeting
called for that purpose. Amendments shall become effective after approval by the City Council.
February 14, 2017
s:CIIACPRB\B0aws.doc
CITY OF IOWA CITY
MEMORANDUM
Date: March 13, 2017
To: Mayor and City Council
From: Kris Ackerson, Community Development Planner
Re: Recommendations from Housing and Community Development Commission
At their March 7th meeting, the Housing and Community Development Commission approved
the February 16, 2017 meeting with the following recommendations to the City Council:
By a vote of 9-0 the Commission recommends to approve the proposed HCDC Bylaws
Amendments.
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
04-04-17
4b(4)
MINUTES
HOUSING AND COMMUNITY DEVELOPMENT
FEBRUARY 16, 2017 — 6:30 PM
SENIOR CENTER, ASSEMBLY ROOM
FINAL
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
OTHERS PRESENT: Roger Goedken, Maryann Dennis, Steven Rackis, Mark Patton,
Becci Reedus, Kari Wilken, Anthony Smith
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 9-0 the Commission recommends to approve the proposed HCDC Bylaws
Amendments.
CALL MEETING TO ORDER:
Byler called the meeting to order at 6:30 PM.
APPROVAL OF THE JANUARY 19 AND FEBRUARY 9, 2017 MINUTES:
Olmstead moved to approve the minutes of January 19, 2017. Vaughn seconded the motion.
A vote was taken and the motion passed 8-0 (Conger absent).
Olmstead moved to approve the minutes of February 9, 2017 with minor edits. Seiple
seconded the motion. A vote was taken and the motion passed 8-0 (Conger absent).
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None.
QUESTION/ANSWER SESSION REGARDING FY18 COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT
PARTNERSHIPS PROGRAM (HOME) FUNDING - APPLICATIONS
AVAILABLE ONLINE AT httn://bit.ly/2k50LJP:
Byler stated they would review the applications in the order they are in the agenda packet.
Roaer Goedken (Executive Director, Successful Living) stated the application was to
purchase two houses, requesting the down payments for a total of $72,000.
Byler asked for some background on the application. Goedken stated they wish to purchase
two homes that will house 10 people. They are looking for three or four bedroom homes that
they can convert into five bedroom homes. Byler asked if those five occupants include a full-
time caregiver. Goedken said the housing would provide for chronically mental ill persons
Housing and Community Development Commission
February 16, 2017
Page 2 of 8
who would have 24-hour caregiving.
Byler asked about the organization's decision to sell the large group home. That home
housed 20 persons and now with these two new homes they will only house ten. Goedken
said the Board decided to sell the 21 -room house on Dubuque Street because it was
unmanageable, hard to staff and too many police visits. They have already purchased
another home, so they are housing five persons at that house so the end net will be 20
persons down to 15. They do hope to be able to continue to address the needs of the
community.
Byler asked if they had already found the homes to be purchased. Goedken said they do
have a realtor on board who is assisting them, and they were able to locate and purchase
three houses within three months.
Vaughn asked about the vacancy rate. Goedken said that compared to the vacancy rate in
Iowa City (which is somewhere around 0.5 percent) their tenants tend to be more difficult
which leads to high turnover and vacancies.
McKinstry noted he only lives half a block away from the former Dubuque Street home and
was not concerned about the home or the police complaints. They were good neighbors
(better than the fraternity) and he was sad to see them go. Goedken stated that the
fraternity that moved in is a dry house.
Byler noted that the Commission does not know what their budget will be, but if the budget
dictates allowing only a partial award would they then just purchase one house. Goedken
replied that is likely what they would do.
Ackerson noted that in his reading of the application it stated that the vacancy loses were
potentially covered by Medicaid which might improve the pro forma and the debt service
the applicant provided is higher than what it will be.
Ackerson asked if a tenant has no income, how rent will be paid. Goedken said the biggest
barrier is getting the tenants on services (a notification of authorization or notification of
decision is required for any services and hard to obtain). Rent is often attached to getting
the services, once a person gets on Medicaid the services start to fall into place. However
ability to pay the rent is not a barrier for someone to move into one of the homes; sometimes
they waive rent the first month until the services kick in.
Mary Ann Dennis (The Housing Fellowship) has one application for $100,000 for affordable
rental rehab. She explained these are five dwelling units they have owned for several years
and have been in service as affordable rental housing. They are now in need of substantial
rehabilitation.
Persson asked if the Commission only partially funded the project would they still rehab
what they could. Dennis acknowledged that was correct.
Olmstead noted that the application states that property taxes are tax exempt. Dennis
confirmed that was correct.
Housing and Community Development Commission
February 16, 2017
Page 3 of 8
Byler questioned an application for rehab on existing homes rather than acquisition of new
homes, and if there is not a possibility of using the equity on the homes to fund the rehabs.
Dennis stated they recently received a State HOME award for acquisition, and to assist in
funding that project The Housing Fellowship Board agreed to use the equity in the existing
homes. The bank pools all of The Housing Fellowship properties into one big loan. Dennis
also noted that they do budget for capital improvements each year from their cash reserves
as well as rely on HOME and CBDG funds.
Olmstead asked if they ever receive in-kind donations for rehabs. Dennis stated that with
HOME funds it is required to bid competitively all projects. They have done projects in the
past with just Housing Fellowship funds and contractors have donated their time.
{Conger joined the meeting)
Byler then moved onto the other Housing Fellowship application, which was for annual
CDHO operating expenses.
Ackerson stated that the HOME program allows an organization to set aside a certain
percentage of funds for operations because operating a CDHO requires additional staff and
training.
Persson noted that since she has been on the Commission they have always supported the
CDHO operating expenses.
Steven Rackis (Iowa City Housing Authority) discussed a $200,000 request to fill in a gap in
federal funding. They may not know their exact funding from the government until July.
He mentioned their payments are going up seven to eight percent, in 2016 they averaged
about $500,000 in housing assistance payments per month and the average utilization with
vouchers was 98%. In January 2017 they had 100% of the vouchers utilized and the housing
payment was over $600,000. They are anticipating they will not be able to support the 98-
100% voucher rates so with the additional HOME they feel they can continue to assist all
the vouchers.
Byler asked about the expectation of a $700,000 gap they are anticipating. Rackis
confirmed that yes, just for calendar year 2017 that is the anticipated gap. Byler asked then
if $200,000 or some amount comes out of HOME funds would that mean some vouchers
would need to be cancelled. Rackis confirmed that is correct, if the Housing Authority runs
out of money they can cancel vouchers at any time.
Byler noted that the fair market rent calculation went up 17%, which caused payment
standards to go up 7%, is that due to landlords asking for the increase or does the Housing
Authority automatically adjust the payments. Rackis stated that the payment standard has
to be set between 90 and 110% of fair market rent per HUD requirements.
Olmstead asked if this is a conflict of interest, as it is a City agency asking for money from
the City, has the City Attorney approved this. Ackerson noted it is an eligible project, The
Housing Authority is its own entity, and it is a division within the City of Iowa City. Rackis
added that The Housing Authority did receive HOME funds in 2011 and have been used in
prior years as well. Ackerson said he would run it by the City Attorney to confirm.
Housing and Community Development Commission
February 16, 2017
Page 4 of s
Vaughn asked if most of the tenants are in Iowa City. Rackis replied that about 60-68% are
in Iowa City. There are some in Coralville and North Liberty. The vouchers are being used
in the same pattern as the population pattern in Johnson County.
Seiple shared her concern about someone's housing voucher being cancelled due to funding
shortages.
Olmstead asked if all the money from HOME would be used for tenants in Iowa City and
not other areas of the county. Rackis said the program is run the same way the Housing
Choice Voucher program is run, which allows families to choose where they want to live.
There is a lot of senior housing started by tax credits in North Liberty, so they want to
allow people to make their choice. The Housing Authority's jurisdiction does also include
Iowa County and Washington County north of highway 92, but in the past the City Council
has allowed for the HOME funds to be used in Johnson County only.
Byler noted that there is likely to be a $500,000 shortfall even if there is HOME funding, so
wouldn't make sense to take people off the voucher waitlist and lower the utilization rate in
case funding gets cut. Rackis acknowledged that some housing authorities are doing that
but the risk is HUD looks at what is spent to decide future funding.
Byler and Ackerson discussed future consideration of contingency plans if the Commission
agrees to fund the Housing Authority and they do not end up with a budget gap.
Mark Patton (Iowa Valley Habitat for Humanity) the application is for $90,000 to acquire
two lots. Last year they went out to Coralville and Hills and did build one less house. The
previous year when they received money for two lots from the Commission they built two
homes on Prairie Du Chien Road.
Vaughn asked about the `no' answer on the application with regards to all government
regulations and how they are not in compliance. Patton acknowledged that is an error on
the application they are in full compliance with all government regulations. There was a
situation four or five years ago where they were out of compliance with a home they had
sold three times so they rented the home which was not in compliance with local or HOME
regulations.
Ackerson added there should be a correction regarding the property taxes, the report states
it is tax exempt but the properties do pay property taxes.
Patton said they are currently looking at two lots on North Dodge Street if funding is
received.
Becci Reedus (Executive Director, Crisis Center) stated this is a request for a food pantry
remodel and expansion. The Commission visited the site in early February. The total cost
for the remodel will be $296,600. They have been working with an architect for over a year
looking at service delivery design. There is not a lot of area to expand so need to see how
they can make it work in their current facility. The food bank warehouse was constructed in
2003 and at that time the food bank was distributing about 350 food bags per week.
Currently they are assisting about 1,000. In addition, they are coordinating the mobile food
Housing and Community Development Commission
February 16, 2017
Page 5 of 8
pantries for the county, including a school-based pantry at Tate Elementary School. All of
the food is warehoused at the pantry. As part of this expansion they need to add another
bathroom, they are out of compliance based on the number of people the food pantry serves.
Byler asked if the $296,000 was a number that was already the bid and confirmed. Reedus
acknowledged it is and that they have already received some funding assistance and will be
applying for more. The request for $100,000 of CDBG funds will still leave them short
$75,000 to $85,000 that they will have to raise privately. They will be doing a quiet
campaign to fundraise.
Harms asked about a new walk-in cooler. Reedus said they researched the cost of a walk-in
cooler and it was added to the project because they have turned down donations due to lack
of cooler space.
Olmstead commented that with this expansion there will be an increase in costs for the
pantry in utilities and insurance. Reedus acknowledged they are aware of that and will look
for sustainability grant opportunities. Olmstead the project will improve accessibility and
Reedus concurred.
Kari Wilken (Director of Human Resources, Mayors Youth Employment Program) talked
about the improvements needed. The first is repaving, second environmental testing, and
other miscellaneous improvements. Wilken stated the environmental testing is for soil
testing, the location was previously a vehicle repair shop. They are continuing to expand; a
space they created in the upstairs of their current building is already at capacity. Therefore
they would like to utilize this new building, but must know the environmental concerns are
mitigated. If the area cannot be used for expansion, they will use it for parking and storage.
Harms asked if there was a time frame for completing the environmental testing. Wilken
said it would be as soon as they get funding. If they only get partial funding from their
request, the priority will be the repaving.
Anthony Smith (Little Creations Academy) is requesting $108,000 for multiple little
projects.
Byler noted that rather than move the asbestos tile for the floor replacement, new carpet
can be placed on top of the tile and the asbestos. Asbestos mitigation is quite expensive.
Vaughn asked though if the tile is bubbled will that be an issue. Byler acknowledged that a
flooring contractor would be able to make that assessment. Persson noted that this location
is for children and they need to be extra cautious. Smith stated there are places where the
tile has gouges and water damage, and if they use carpet tiles and they need to replace a
tile, the asbestos tile below will come up with it.
Olmstead asked about the HVAC replacement, and because there is the same square
footage for the church and the daycare below, the cost would be shared by both equally.
Smith explained they are separate units and are only asking for replacement of the
downstairs units.
Ackerson noted the refrigerator was removed from the list of projects, it is an ineligible
expense because it is removable, so that removed $2,800 from the request.
Housing and Community Development Commission
February 16, 2017
Page 6 of S
Ackerson also noted that they could fund a location that is housed in a church so long as the
activities are non -religious activities and any child can attend the daycare regardless of
religion.
Byler thanked all the partners for attending and answering questions about their
applications.
Seiple questioned the leveraging calculation. Byler considers any other funds they are
receiving as leveraging.
OVERVIEW OF HOUSING PRO FORMA TEMPLATE:
Byler suggested deferring this to another meeting. The Commission agreed.
CONSIDER A RECOMMENDATION TO CITY COUNCIL CONCERNING
PROPOSED HCDC BYLAWS AMENDMENTS:
Byler said this is a recommendation due to the change of the end of the term for each
Commissioner to June 30, the Chairperson and Vice -Chairperson will be elected annually
in July instead of September.
Seiple moved to recommend the proposed HCDC Bylaws Amendments. Vaughn
seconded the motion. A vote was taken and the motion passed 9-0.
CONSIDER SCHEDULE FOR MEMBERS TO ATTEND JOHNSON COUNTY
AFFORDABLE HOMES COALITION MEETINGS:
Ackerson sends an informal email to see who will be attending. Byler noted that no more
than four Commissioners should attend at one time so it will not be seen as a meeting of the
Commission.
Olmstead acknowledged that he and Byler are on the Johnson County Affordable Home
Board and should attend the meetings.
Byler proposes to have a sign-up sheet drafted each July stating which Commissioners will
be attending the Johnson County Affordable Home Coalition meetings.
Ackerson shared a memo in the packet from Steve Rackis regarding a HUD requirement
that all public housing units be smoke-free.
Olmstead asked if this includes electronic cigarettes and Rackis confirmed it does.
STAFF/COMMISSION COMMENT:
Byler noted that he and Ackerson had a meeting regarding the location model and it will be
on the next meeting's agenda for discussion.
Housing and Community Development Commission
February 16, 2017
Page 7 of s
Olmstead stated that the Realtors Association will be taking a bus tour for affordable
housing and a reception afterwards at the Eastside Recycling Center.
Olmstead also noted he has put together a team including students and social workers at
The University of Iowa do an ADA audit of restaurants in the community.
ADJOURNMENT:
Olmstead moved to adjourn. Persson seconded the motion. Meeting adjourned.
HOUSING AND COMMUNITY DEVELOPMENT
COMMISSION ATTENDANCE RECORD
2016-2017
Name
Terms Exp.
3/10
4/21
5/19
6/16
8/18
9/15
10/20
11/17
12/15
1/19
2/9
2/16
Byler, Peter
7/1/17
X
X
X
X
X
X
X
X
X
X
0/E
X
Conger, Syndy
7/1/18
0/E
X
O/E
O/E
X
X
O/E
X
X
X
0/E
X
Harms, Christine
7/1/19
---
---
X
X
X
X
X
X
X
X
X
X
Lamkins, Bob
7/1/19
X
0/E
X
O/E
O/E
X
O/E
X
O/E
X
O/E
X
McKinstry, John
7/1/17
X
X
0/E
O/E
X
X
X
X
X
X
Olmstead, Harry
711/18
X
X
X
X
X
X
O/E
X
X
X
X
X
Persson, Dottie
7/1/17
X
O/E
X
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
X
Vaughan, Paula
7/1/19
---
---
X
X
0/E
X
X
X
X
X
Key:
X = Present
0 = Absent
O/E = Absent/Excused
--- = Vacant
4b(5)
Approved Minutes
Human Rights Commission
Halling Conference Room, City Hall
February 21, 2017
Members Present:
Eliza Willis, Jeff Falk, Shams Ghoneim, Adil Adams, Kim Hanrahan, Joe D. Coulter, Barbara
Kutzko, Andrea Cohen.
Staff Present:
Stefanie Bowers.
Recommendations to City Council: No.
Call to Order:
Ghoneim called the meeting to order at 5:30 PM.
Approval of January 25, 2017 Minutes:
Willis moved to approve the minutes; the motion was seconded by Hanrahan. A vote was taken
and the motion passed 7-0. (Adams not present for vote).
Election of Officers for 2017:
Ghoneim moved to elect Willis Vice Chair and Hanrahan Chair; the motion was seconded by
Kutzko. A vote was taken and the motion passed 7-0. (Adams not present for vote).
Funding Request Andre' Wright:
The Commission declined to sponsor this event featuring Jason Sole citing that it occurred on
February 7 and 8. The funding request was received on January 29. February 21 was the first
and only Commission meeting for the month of February.
Amending Human Rights Office Title:
It was voted on and decided that the Human Rights Office would change its name to the Office
of Equity and Human Rights. A vote was taken and the motion passed 8-0.
Night of 1000 Dinners:
Adams will represent the Commission at this event being held on Thursday, March 2nd at the
Old Brick. The event recognizes International Women's Day.
Know Your Rights:
Presenters at this Commission -sponsored event include the Iowa City Police Department, Nisaa
African Family Services and Domestic Violence and Intervention Program. It is scheduled to be
held at the Robert A. Lee Recreational Center on March 11.
Building and Crossing Bridges Together:
Kutzko, Cohen and Falk all agreed to serve on the planning committee for the next conference
which is tentatively planned for the fall.
Report from Iowa City Community School District Equity Committee:
The school board is revisiting its equity plan and may change it from a 2 -year plan to a 10 -year
plan. The equity committee is working on making sure that there are safe schools for all
students.
Report from the University of Iowa Center for Human Rights:
The next advisory meeting is being held in early May. There are many upcoming events the
Center is sponsoring. The list is at the following link: httos://uichr.uiowa.edu/events/.
Social Justice and Racial Equity (SJRE) Grant Funding Recommendation:
Willis, Hanrahan and Cohen will serve on an ad hoc committee to make recommendations to
the Commission on how the SJRE grant process can be improved in the future. A strategic
planning meeting will be scheduled by staff for July.
Announcements:
Cohen reported the Iowa United Nations Association is hosting a Bride's March on March 8 to
protest domestic violence.
Willis noted that the Solidarity Rally held in downtown Iowa City on February 5 was fantastic and
incredible to witness.
Falk formally introduced himself to fellow Commissioners.
Adams reported on a recent potluck he attended where the intent was to build relationships
between persons who are Muslim and persons who are Jewish.
Kutzko encouraged everyone to attend the Accomplices in Eliminating Racial Bias event being
held on March 24 at the Sheraton Iowa City.
Hanrahan reported that the 3rd annual United Action for Youth LGBTQIA Youth, Families and
Educators Summit is being held on Saturday, February 25 at the University of Iowa's Lindquist
Center. It is an all -day event with Zach Walls as one of the keynote speakers.
Ghoneim reported on a program that she is participating in for the Council for International
Visitors to Iowa Cities (CIVIC). The program is entitled Citizen Diplomacy and is scheduled for
March 4th.
Coulter noted that he has his inaugural meeting on Friday, February 24 with the U.S.
Commission for Civil Rights Advisory Committee for Iowa. He was appointed to the committee
in November 2016
Next meeting date March 14, 2017 at 5:30 PM
Adjournment: 6:35 PM.
2
Human Rights Commission
Attendance Record
Kev
TERM
March
April
May
June
July
July
Aug.
Sept.
Oct.
Nov.
Dec.
Jan.
Feb.
NAME
EXP.
16,
18,
17,
21,
7,
19,
16,
20,
18,
15,
20,
17,
21,
2016
2016
2016
2016
2016
2016
2016
2016
2016
2016
2016
2017
2017
Barbara
1/1/
---
---
--
--
--
---
---
--
X
X
X
X
X
Kutzko
2020
Jeff Falk
1/1/202
--
--
---
---
---
---
—
---
---
---
—
X
X
0
D'Angelo
1/1/202
—_
__
_
___
__
__
___
___
X
X
O/E
R
R
Bailey
0
Joe D.
1/1/201
X
X
O/E
X
X
O/E
X
O/E
X
X
X
X
X
Coulter
9
Adil D.
1/1/201
O/E
O
X
X
X
X
X
X
X
X
X
X
X
Adams
9
Eliza Jane
1/1/201
X
X
X
X
X
X
X
X
X
X
X
X
X
Willis
I9
Andrea
1/1/201
X
X
X
X
X
X
X
X
X
X
O/E
X
X
Cohen
8
Kim
1/1/201
O/E
X
X
X
X
X
O
X
X
X
X
X
X
Hanrahan
8
Shams
1/1/201
X
X
X
X
X
X
X
X
X
O/E
X
X
X
Ghoneim
8
Kev
X
= Present
O
= Absent
O/E
= Absent/Excused
R
= Resigned
—S�Sd'iT
4b(6)
iSM&S IOWA CITY
j�s PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
nrn Su M Crag •r..w 319356-5] •w 319 3W54 wwx.ko org
BOARD OF TRUSTEES
Minutes of the Regular Meeting FINAL APPROVED
February 23, 2017
Members Present: John Beasley, Janet Freeman, Adam Ingersoll (via Skype), Tom Martin,
Robin Paetzold, Meredith Rich -Chappell, Jay Semel, Monique Washington.
Members Absent: Diane Baker.
Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Patty McCarthy, Elyse Miller, Brent Palmer.
Guests Present: Alan Weinstein, local artist. Terri Byers.
Call Meeting to Order. President Semel called the meeting to order at 5:01 p.m.
Public Discussion. Terri Byers thanked the Board for approving the contract last month. She said she
had a productive meeting with the City Manager who said the City will continue to enforce the contract.
Approval of Minutes.
The minutes of the January 26, 2017, Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Freeman and seconded by Rich -Chappell. Motion carried 8/0.
Items to be discussed.
Art gallery in the library. Alan Weinstein, a local artist, submitted a proposal for an art gallery in the
library. After many years of wanting to approach the library about this, he has finally brought this
matter before the Board. Fifty years ago he was a teacher in Regina, Saskatchewan, and had a show at
its public library. Annually, ten or more artists had a one-person show at the gallery, often accompanied
by a public opening. He approached ICPL because he believes it is well respected by the community as
the center of its cultural life. Also, the library attracts the broadest possible range of the community.
Weinstein believes it is an oversight that we do not have an art gallery in the library and there are
hundreds of artists in Iowa City with no venue in which to showcase their work.
Weinstein presented a list of public libraries around the state that have art galleries. He called all of the
public libraries in each of the Big Ten university towns to see how many of them had art galleries. Ten of
the universities have an art gallery; Purdue and Iowa City do not. Weinstein solicited questions from the
Board. Freeman asked what he envisioned for his dream space. Weinstein said size is not the issue as
much as a public statement that the library stands behind visual art in Iowa City.
Weinstein said the next step if this is pursued would be to form a committee. Semel opened the
question for Board members to discuss.
Freeman thinks it's a good idea. Beasley thinks having a subcommittee to explore this is worth it.
Paetzold asked if the Art Advisory Committee should be involved. Craig says it falls in that Committee's
purview. Paetzold says there are places in Iowa City that display art other than stores, such the Java
House and the Jefferson Building. Craig said she is sympathetic to the visual artists and the lack of
space for them to show their work. She believes ICPL's commitment to local artists is substantial. Craig
said there are places in the building that were purposefully created to display art, the blue wall on the
2nd floor, the red wall on the 1' floor, for example. Washington likes the idea; and feels an art gallery is
something different. She thinks if most of the other big ten libraries have a gallery then we should get
on board. Craig said no other libraries have an Art to Go program. Ingersoll said the only space
identified is the Computer Lab, and he thinks this is a non-starter and is comfortable with Craig's
recommendation. Paetzold noted that if we didn't circulate art, then the red wall could be used as a
gallery but this means we would lose the circulating art. Craig said if there is something controversial,
the Art Committee convenes to discuss the art. Martin said we are doing this to a degree already but
this would be a whole new concept for us. Clark said artists do seek out the display space to exhibit
their art and we have space available under current display policies. Artists have an expectation that
others will hang art for a show and do other things on the artist's behalf, and we are not staffed to do
this.
Semel asked if this is worth pursuing. Martin thinks there are a lot more questions that need answers
before a decision can be made, such as: What does it amount to? How much is it going to cost? Where
will the money come from? Freeman said we will not know what it is going to be unless we look at it.
Semel asked if it is worth appointing two or three people to explore this further. Beasley thinks there
needs to be a majority. Paetzold said there already is a standing committee, the Art Advisory
Committee (AAC) that is concerned with art matters. Craig is not sure whether they would be
comfortable with this level of decision making and how fair it is to ask them to make such a decision.
Craig says their primary role is to award the annual Art Purchase Prize. The AAC also looks at proposed
donations for permanent art and makes recommendations about whether or not to include the art in
our collection. It also makes purchasing decisions for circulating or to build the permanent collection,
but does not make decisions about where things should be located within the building. Rich -Chappell
believes she would be poorly equipped to decide where art would belong. She believes having the AAC
included in the process is important. Beasley thinks the process is critical, would like to explore this
more thoroughly, and believes more discussion is necessary. Craig said it sounds like Board members
are interested in exploring further. Beasley is interested in participating, as is Washington, and Craig
said representatives from the AAC should be included, too. Beasley asked if the By-laws address the
makeup of an ad hoc committee. Craig says the President can appoint an ad hoc committee any time.
Semel and Craig will bring a proposal of committee members to the next meeting.
Policy Review: 812: Hours of Service and FY18 Downtown Building Calendar. This is a regularly
scheduled policy review. The primary change is including Bookmobile scheduling. Craig said the
bookmobile will not operate when the Library is on holiday; it is time and half when people work on a
holiday. Freeman asked about "posting at least tri -annually." She thinks maybe posting it in the
newspaper would help. Craig believes bookmobile users will know how to access the service and we will
have plenty of promotional materials. Martin thinks the bookmobile should arrange with schools to visit
during the school day and thinks kids would love this. Craig said all the schools in Iowa City have
libraries and media centers and the schools visits identified in the calendar are after the media centers
close. The bookmobile will operate Monday to Thursday during the school year, and add Fridays in the
summer. There will be events on Saturdays. Paetzold asked how people will know when bookmobile
service is cancelled. Logsden said we plan to create an email list of people who would like to have this
information. Logsden hopes to have a finalized summer schedule to show the Board next month.
2
Logsden said the City of Hills does not want the bookmobile to visit because their contract fee is based
on circulation to the City. Paetzold asked if we could negotiate with them for a bookmobile rate. Craig
said this is Hills decision to make and thinks Hills is the perfect community to receive bookmobile
service. Freeman asked what the problem is; Craig reiterated that Hills pays in relation to their
circulation. If more people use the service and borrow more items, then it will cost them more money.
This is their decision. A motion to approve Policy 812 as presented and the FY18 building calendar as
presented, was made by Beasley and seconded by Freeman. Paetzold asked if we had the financial
resources to add one more hour to our schedule. Craig said the library needs a minimum of 9 staff for
every hour we are open. Paetzold asked if we receive a significant number of requests from the
community to open at 9:00 am. Craig said previous surveys showed the priorities were Sunday, Friday
evening, and 9:00 am on weekdays. Motion carried 7/0.
Washington out at 5:45 pm.
Staff Reports.
Director's Report. The Board received the City Attorney's response to the ACLU request made by Rita
Bettis to remove cameras from the common areas of public restrooms. Ms. Bettis had some suggestions
about the language and most importantly what she wanted was notice that it was a public record.
Goers did not agree with this. Ms. Bettis will submit other language changes and Goers and Craig will
discuss again. Craig said new signs may be posted next month. Johnson County is currently advertising
a Trustee for the Library Board. Terms expire for Paetzold, the County representative, Martin, and Rich -
Chappell on June 30, 2017. Craig noted their earlier advertising schedule and said the City of Iowa City
will post soon. The Board will discuss next month. Summer Reading Program (SRP) planning is well
underway. The street in front of the library will be closed for Arts Fest. Craig is hoping this will only
apply on Saturday but there is a lot of pressure to close the street from Friday to Sunday. Craig said the
City would move the 20 minute parking for the library. Martin asked why we would not want the street
to be closed. Craig said it will block our book returns. Paetzold asked where the closest handicap
accessible spots would be. Craig said the handicap spaces on College St., across from the main entrance
will still be available.
Departmental Reports:
Children's Services. No comments.
Collection Services. No comments.
IT. Paetzold asked if a computer can be tied to a person. Palmer said we know a computer was used,
but not what was used on it. Paetzold asked if this can this be subpoenaed? Palmer said we know a
person was here, we know the person used a public access computer, but we do not know what the
person did on the computer. This information is kept for 30 days. Paetzold asked who had access to the
logs. Palmer said IT staff can access these. Paetzold asked if this should be public information and if we
post the policy somewhere so that patrons do not have to specifically ask for it in order to be informed
about computer privacy. Paetzold believes searches should be private and we should let the public
know how records are kept. She believes we should be as transparent as possible about privacy. Craig
says we can review the signs at the computers to address this concern. Paetzold asked if vendor policies
are posted somewhere for patrons to view. Craig said they will be part of the privacy information on the
website. Freeman asked about a governmental request for information and if the library may notify a
user about such a request. Craig said she believes in an ongoing criminal situation the patron will not
be notified. Craig will talk to the City Attorney about this.
Development Office Report. More than $600 was raised at the great event on Friday. HyVee ran out of
glasses! They would like us to come back. On a sad note, McCarthy said Frank Delany, our speaker for
Looking Forward, passed away yesterday. His agent has arranged for a replacement speaker, Maureen
Corrigan, book reviewer for NPR. Corrigan has agreed to reduce her fee. Flyers were provided for a new
fundraising launch, partnering with local restaurants. Semel asked about plans for planned giving. The
Friends Foundation Board will discuss at their meeting next week. One thought is for a Director's
Society, in honor of the Foundation's 25`h anniversary, for those who have given to the library $2,500 or
for 25 years.
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
Rich -Chappell out at 6:21 pm.
President's Report. Appoint Nominating Committee. Semel asked Rich -Chappell to serve on the
Nominating Committee as she was leaving the meeting. She agreed. Semel asked Craig to explain the
committee. Craig said the Nominating Committee is charged with producing the slate of officers,
President, Vice -President, and Secretary for the upcoming year. Semel asked Paetzold to serve and she
feels members who will be on the Board should select their leadership. Semel believes people who have
been President before should serve on the Committee. Paetzold said she would like to think about it.
Semel asked if he could serve on the Committee. Craig said she will look at the bylaws. Semel said the
Committee will be Rich -Chappell, Martin, and Semel, unless he is ineligible. The slate is brought forward
in May, and officers begin their responsibilities on July 1.
Announcements from Members. Paetzold said a bookmobile update was presented to the Board of
Supervisors. They were happy with the progress and asked good questions. Paetzold mentioned the
State Library has valuable online training for Board members and wonders if the link could be sent out
again. Miller will send the link out again.
Committee Reports.
Foundation Members. Meeting is next week.
Communications. Discussed in conjunction with the Director's Report on Board recruitment.
Disbursements.
The MasterCard expenditures for January, 2017 were reviewed. A motion to approve the disbursements
for January, 2017 was made by Freeman and seconded by Paetzold. Motion carried 5/0.
Set Agenda Order for March Meeting.
Art gallery committee.
Adjournment. A motion to adjourn the meeting was made by Martin and seconded by Ingersoll.
Motion carried 5/0. President Semel closed the meeting at 6:41 p.m.
Respectfully submitted,
Elyse Miller
4b(7)
MINUTES APPROVED
PARKS AND RECREATION COMMISSION
JANUARY 11, 2017
RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Wayne Fett, Lucie Laurian, Jamie
Venzon, Joe Younker
Members Absent: Cara Hamann
Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall
Others Present: Del Holland, Jim Walters, Max Otoadese, Claudia Corwin
CALL TO ORDER
Chairman Claussen called the meeting to order at 5:00 p.m.
INTRODUCTION
Claussen introduced and welcomed new Commission Member Jamie Venzon to the board.
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
None
OTHER FORMAL ACTION:
Moved by Fett, seconded by Younker, to approve the December 14, 2016 -minutes as written.
Passed 7-0 (Hamann absent).
PUBLIC DISCUSSION
None
JOHNSON COUNTY PUBLIC HEALTH -SMOKE FREE PARKS INITIATIVE, SUSAN
VILETA:
Susan Vileta with Johnson County Public Health gave a presentation regarding efforts to designate all
parks within Johnson County as tobacco and nicotine free. She believes that making this a blanket policy
will alleviate confusion, as well as provide the health benefits. She encouraged the Commission to ask
the City Council to consider adopting such a policy for the Iowa City Parks. She pointed out that adults,
children and families visit the parks to enjoy the fresh air, play, relax and exercise and that exposure to
secondhand smoke and tobacco product litter reduces that experience. Vileta said that Iowa City led the
charge to add electronic smoking devices to the list of items banned from non-smoking areas. Park areas
that are already designated no tobacco/nicotine spaces include the baseball fields at City Park, softball
fields at Napoleon Park, the skateboard park, Thornberry and Rita's Ranch Dog Parks, and tennis courts
within City and Mercer Parks. Laurian suggested that the signs designating areas as tobacco/nicotine free
also include information on where to turn for those who would like to quit smoking.
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 2 of 6
Moved by Fett, seconded by Brown, to, with the assistance of Vileta, draft a letter on behalf of the
Commission to the City Council suggesting that they designate all city parks as tobacco and
nicotine free.
EAGLE SCOUT PROJECT PRESENTATION — ZAC HALL & MAX OTOADESE:
Hall introduced Eagle Scout Max Otoadese to the Commission who was invited to give a presentation on
his recent Eagle Scout project. This project included the construction of an osprey platform that was
attached to a tower and placed at the east side of The Terry Trueblood Recreation Area. He further
explained that this location was chosen as osprey tend to nest near bodies of water. Otoadese said that his
biggest challenge was how he was going to manage putting up the tower. He had been working with bird
expert, Jim Walters, who was able to contact MidAmerican Energy. They not only agreed to help put up
the pole, but also donated their time, materials and labor. Otoadese and eight other scouts constructed the
platform for which the total price was $130. Commission asked if there had been a nest built on the
platform as of yet. Otoadese said not so far as osprey generally begin nesting in the spring. Younker
asked if there might be a potential for webcam placement in the future. Otoadese said that while it wasn't
a part of his project, he agreed it would be a great addition. Commission expressed their praise and thanks
to Otoadese. Otoadese expressed his appreciation for the help of Zac Hall and Jim Walters, stating that
the project would not have been possible without their help
COMMUNICATION PLAN:
Seydell Johnson introduced Amanda Opitz, Recreation Program Supervisor, to the Commission. She
explained that Opitz has been with the department for one and a half years and was initially serving a dual
role as Customer Service Supervisor and Marketing/Advertising Manager for Parks and Recreation.
However, as the department has acquired more projects and, therefore, the need for public input,
advertising and marketing of these projects, it also became obvious that more of Opitz' attention needed
to focus on the public relations part of the position.
Opitz has recently written a Communications Plan for the department. She pointed out that this is a
communication plan only, not a marketing plan. This document will be referred to by Parks and
Recreation Staff to determine what tools are already in place and available to them when reaching out to
the community. Prior to creating this document, most department communication was offered through the
Parks and Recreation Activity Guide. This document will also be helpful for anyone who may step into
the position in the future. Opitz explained that part of her role is to also assist staff in using social media
in the most efficient way. Bentler noted that she often shares items that are placed on the Parks and
Recreation Facebook page to her own page. She encouraged other commission members to consider
doing the same. Bentler also commented that while attending the Master Planning workshop, several of
the small groups came up with the idea of developing a parks and recreation app (a software program than
can be downloaded to a mobile device). Opitz noted that while at a recent National Parks and Recreation
conference, she learned that there are several apps available and she will continue researching this
avenue. Opitz also noted that for the first time, the department activity guide includes a comprehensive
map of all of the Iowa City parks.
Laurian asked if there had been any more discussion on how information can be communicated through
the school district. Opitz recognizes this as an ongoing concern and said that some items are distributed
through the Virtual Backpack. The department is currently discussing a redesign of the activity guide. For
example, making a smaller booklet available that can be mailed directly to the residents of Iowa City.
Venzon asked how often the guides are distributed. Opitz reported that the guides are distributed three
times a year. The Winter/Spring guide includes programs that run from January through May, the
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 3 of 6
Summer guide includes June, July and August, and the Fall guide includes September through December
program schedules. Opitz said that the department continues to work towards finding better ways to reach
more people.
TREE INVENTORY UPDATE/DEMONSTRATION — ZAC HALL
In 2016 City Council allocated funds to be used for a comprehensive tree inventory. These funds, along
with existing funds designated for the creation of an Emerald Ash Borer Management Plan, allowed the
city to post an RFP for tree inventory data collection. Plan It GEO, a Colorado based geospatial forestry
firm, was selected to conduct the tree inventory and data collection. This database will provide
information for each tree including genus, species, condition, maintenance recommendations, site
conditions and locations. TJ Woods with Plan It Geo walks street to street taking inventory of as many as
300 trees per day. The data collected will give Forestry staff better ability to plan for tree maintenance,
tree plantings and management of pest and disease infestations. Hall said that the contract with the
company runs through September. The limit of trees assessed was set at 50,000. This will allow the
company to assess the approximately 20,000 street trees and still be able to include park trees. Hall
presented and reviewed the program with Commission members. Laurian asked if the program would
allow staff to look at specs for a particular species, such as ash trees. Hall reported that the program does
allow the viewer to filter for just one species. Venzon asked if a representative from Plan It GEO would
have to return in the future to update the data. Hall answered that while the City has a three year contract
with them, it will be up to staff to update after the contract ends. Laurian was impressed with the program
and said that this puts Iowa City up there with London, New York and other cities of greater size.
Commission and staff agreed that this program will be an invaluable tool that will aid in planning how
best to manage the urban forest of Iowa City for generations.
REPORT ON ITEMS FROM CITY STAFF:
Recreation Division Superintendent — Chad Dyson: Dyson reported that the department recently applied
for a Social Justice and Racial Equity grant. The City Council approved $25,000 for this grant for fiscal
year 2017. According to the Iowa City web site (httys://www.icgov.org/news/city-iowa-city-offers-social-
justice-and-racial-equity-sire- rg ants), "The purpose of the grant is to encourage, empower and engage
social justice and racial equity initiated by funding programs, activities, initiative and educational
outreach that has impacts on eliminating inequities in the community. The SJRE grant lists six priority
service areas: Education, Building Community, Housing, Criminal Justice, Health and Employment."
The Parks and Recreation Department proposes to use this grant to assist with programming for the
underserved population of Iowa City. The desire is to offer a trail program for youth, getting them
familiar with the trails in Iowa City by offering a trail ride weekly. Dyson further noted that this will tie
in to the transportation barrier concerns that the commission and staff have discussed. The department
will know in mid-May whether there request has been approved. Dyson will keep the Commission
informed.
Dyson reported that the Winter Games concluded for Special Olympics this week in Dubuque. He said
that 28 athletes attended and by all reports it went very well. The Winter Games include snowshoeing,
downhill skiing and cross country skiing competitions. As noted at the past meeting, Cindy Coffm, the
departments Program Supervisor for Special Populations retired in December. Dyson has been managing
the program since her departure. The department hired RaQuishia Harrington to fill the vacancy. She has
a therapeutic recreation background and has worked for several years with the Neighborhood Centers of
Johnson County. Along with working with persons with special needs, she will also include
programming for the underserved population as well as local food initiatives including community garden
programs. She will begin on January 23 and will be in attendance at the February Commission meeting.
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 4 of 6
At the December Commission meeting, members asked about the departments low income policy and
how it is advertised to the public. Dyson provided Commission with a memo that included a five year
report of the dollar amount given within each program category per year. He explained that the
department currently promotes the program through the registration web page, the activity guide and
specific camp program press releases. He noted that further avenues that will be added in the future will
include social media, school district releasesNirtual Backpack, direct signage at registration counters and
outreach to social service agencies.
Parks Division Superintendent — Zac Hall: Hall updated Commission on recycling efforts in parks and on
trails. He noted that the Big Bellies, like what are used downtown, were purchased as part of a redesign
contract. Since that time the company has gone to a subscription based model. One unit is $206 per month
plus an additional $150 in freight expenses for each unit. There had been discussion about looking at
Terry Trueblood Recreation Area as a pilot area. Hall reported that current costs for refuse pick up there
for two dumpsters is $140/month. To swap one of those out for a recycling unit as well as adding units
for composting would double the monthly fee. If the department were to put in place a program that
included compost, recycling, and a Big Belly unit, it would cost approximately $600 per month. The staff
has fabricated some lids labeled for specific uses and will place three of these as a trial run. Hall will
continue researching recycling options for the department.
Parks and Recreation Director — Juli Seydell Johnson: Seydell Johnson announced that she and Tammy
Neumann worked to transfer all of the Iowa City Parks and Recreation Foundation funds from accounts at
Hills Bank to the Community Foundation of Johnson County. These funds were divided into a Charitable
Giving Fund (in and out funds) and the Parks and Recreation Endowment Fund that was previously set up
by Dee Vanderhoef. She will have a full accounting report to present to Commission at the February
meeting.
Seydell Johnson noted that budget hearings have begun for both capital and department projects. The
department is budgeting for programs that go along with City Council strategic goals and include
community gardens, local food initiatives and servicing underserved populations in the community.
Seydell Johnson reported that she recently presented the department proposed capital projects to the
Council who had very few comments or questions.
Seydell Johnson updated the Commission on the following projects
• Frauenholtz-Miller Park: The bids for this project came in well above estimates so will go back to
the project designers to make some adjustments and rebid in February. She still hopes to
complete next summer.
• Mercer Park Pickle Ball/Tennis Courts: Bids came in a little over estimate. Will complete this
spring/summer.
• Wetherby Sport Court: The department has received CDBG funds for this project. At this time,
the project is on hold due to an environmental review required for federal funding.
• Recreation Center Lobby Remodel: Four local architect firms have submitted requests for
qualifications for this project. Interviews with these firms will begin soon.
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 5 of 6
CHAIRS REPORT — CLAY CLAUSSEN:
Claussen noted that while on an NRPA website recently, he read that some cities are doing an initiative
where they are trying to recapture green spaces from vacant lots as well as reestablishing wetlands in their
communities. He talked of a small tributary of land near Ralston Creek and Rochester Avenue. He spoke
with the owner, Doug Alberhasky, to see if he may be interested in donating that property to the City.
Seydell Johnson said that one of the components of the natural areas master plan is to look at areas that
are currently connected to natural areas. This will likely create a good list of potential acquisitions.
Laurian suggested that this be well communication to members of the community as there may be more
that can be identified.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
All commission members introduced themselves to new commission member Jamie Venzon and
welcomed her to the Commission.
ADJOURNMENT:
Moved by Bentler, seconded by Fett to adjourn the meeting at 6:36 p.m. Motion passed 7-0
(Hamann absent).
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
e
e
°
`°00
'u
TERMM
N
d'
un
00
EXPIRES
c
o
Suzanne
1/1/17
X
X
X
X
X
X
X
X
X
O/E
X
NM
Bender
Larry Brown
1/1/18
X
O/E
X
X
X
X
X
X
X
X
X
NM
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
NM
Claussen
Maggie
1/1/17
X
X
O/E
X
O/E
X
X
X
O/E
X
Elliott
Wayne Fett
1/1/19
X
X
X
X
X
O/
X
O/E
X
X
X
NM
E
Cara
1/1/20
X
X
X
X
X
X
X
X
X
X
O/E
NM
Hamann
Lucie
1/1/10
O/E
O/E
X
X
O/E
O/
X
X
X
X
X
NM
Laurian
E
Paul Roesler
1/1/18
O/E
X
X
X
X
X
O/E
X
X
O/E
Angie Smith
1/1/18
*
*
Jamie
1/1/20
*
*
*
*
*
*
*
*
*
*
X
NM
Venzon
Joe Younker
1/1/20
X
X
X
X
O/E
X
X
O/E
X
X
X
NM
KEY: X = Present O = Absent O/E = Absent/Excused
NM = No meeting LQ = No meeting due to lack of quorum
* = Not a member at this time
RULES COMMITTEE MEETING
MINUTES
March 16, 2017
Helling Conference Room
8:11 AM
Committee Members Present: Botchway, Dickens
Staff Members Present: Fruehling, Dulek
Review by-law changes:
Housing & Community Development Commission
Community Police Citizens Review Board
Board of Adjustment
Council Member Botchway had questions regarding the Board of Adjustment Procedural
Rules. He wanted to confirm that all Board and Commission orientations are given by
staff. Fruehling stated that generally either staff, the Chairperson, or a combination of
both will give the orientation for new members. Another question was regarding
members abstaining from voting. Assistant City Attorney Dulek explained that for the
Board of Adjustment, abstaining is a non -vote (as if the member was not there) and not a
"no" vote. Botchway also questioned board members recusing themselves and being able
choose to leave the room for that discussion. Dulek confirmed that since it is a public
meeting, the member may either stay or leave the room during discussion.
Council Member Dickens was concerned with the wording "case by case basis" for
Absences in the Community Police Review Board By -Laws. Fruehling explained that
the Board was looking for flexibility within the by-laws thinking more along the lines of
an extended illness would be something they would look at on a case by case basis.
Dulek also mentioned in the Board of Adjustment Procedural Rules under Membership, it
still read "shall be qualified electors". This was noticed after the Board met and
approved the recommended changes. Dulek stated that this change did not need to go
back to the Board and would be revised to read "reside within the City limits".
The Rules Committee recommended approval of the bylaws as presented.
Meeting adjourned 8:17 AM
BY-LAWS
Housing and Community Development Commission
ARTICLE 1 THE
Section A. The name of the Commission is the Housing and Community Development
Commission of Iowa City, Iowa, as established by Resolution No. 95-199 of the City
Council of Iowa City, Iowa, pursuant to Chapter 403A, Code of Iowa (1995).
ARTICLE 2 PURPOSE
Section A. The purpose of the Commission is to assess Iowa City's community
development needs for housing, jobs, and services for low and moderate income
residents, and to promote public and private efforts to meet such needs.
ARTICLE 3 DUTIES
Section A. Duties of the Commission shall include: 1) assess and review policies and
planning documents related to the provision of housing, jobs, and services, for low and
moderate income residents of Iowa City; 2) review policies and programs of the Public
Housing Authority and Community Development Division and make
recommendations regarding the same to the City Council; 3) review and make
recommendations to the City Council regarding the use of public funds to meet the
needs of low and moderate income residents; 4) actively publicize community
development and housing policies and programs, and seek public participation in
assessing needs and identifying strategies to meet these needs; 5) recommend to the
City Council from time to time amendments, supplements, changes, and modifications
to the Iowa City Housing Code.
ARTICLE 4
Section A. The Housing and Community Development Commission shall consist of
nine (9) members appointed by the City Council of Iowa City. All members shall be
qualified electors of the City of Iowa City, Iowa, and shall serve as such without
compensation but shall be entitled to the necessary expenses, including traveling
expenses incurred in the discharge of their duties.
Section B. In order to satisfy the purpose and intent of this citizen commission, when
possible, at least one person shall be appointed to the Housing and Community
Development Commission with expertise in construction and at least one person with
expertise in finance. In addition, when possible, the Commission shall include one
person who receives rental assistance.
Section C. The term of office for each member shall be three (3) years. In order to
ensure a staggered turnover, initial appointments shall be three (3) members for each
of one, two, and three years respectively.
Section D. The Chairperson and Vice -Chairperson will be elected annually (in July
September) from the Commission membership. The Chairperson shall, when
present, preside at all meetings, appoint sub -committees with the approval of the
Commission, call special meetings and in general perform all duties included in the
office of a Chairperson and such other duties as may be prescribed by the members
from time to time. The Vice -Chairperson shall take over the above duties of the
Chairperson in the event of the Chairperson's absence.
2
Section E. Three (3) consecutive, unexplained absences of a member from regular
meetings will result in a recommendation to the City Council from the Commission to
discharge said member and appoint a new member.
Section F. If a position becomes vacant by reason of resignation or otherwise and
results in an unexpired term the Council may choose to fill the unexpired term in such
a manner that the appointee shall continue in the position not only through the
unexpired term but also through a subsequent regular term.
ARTICLE 5 MEETINGS
Section A. Meetings of this Commission shall be on a regular monthly basis. A
meeting date and time will be established by the Commission. A regular meeting may
be cancelled if no urgent business requires a meeting.
Section B. Special meetings of the Commission may be called by the Chairperson and
shall be called by the Chairperson at the request of a majority of the membership.
Section C. Meetings shall be held in an accessible, public meeting place. Notices of
meetings (agenda) for all regular and special meetings shall be posted and distributed
to members and the media at least 24 hours before any meeting is held. All provisions
of the State Open Meeting Law shall be followed. The Chairperson or a designated
representative, together with appropriate members of the City staff shall prepare an
agenda for all meetings. Agendas shall be sent to Commission members at least three
(3) days prior to the regular meetings.
Section D. A majority of the members of the Commission (five or more) shall constitute
a quorum of any meeting and the majority of votes cast at any meeting, at which a
quorum is present, shall be decisive of any motion or election.
Section E. There shall be no vote by proxy.
Section F. Time shall be made available during all regular meetings for open public
discussion.
Section G. Minutes of all meetings shall be prepared and distributed to the City
Council within three (3) weeks of the meeting in the manner prescribed by the
Council. Minutes of all regular and special meetings will be mailed to all the
Commission members during the week prior to the next meeting. Specific
recommendations for the Council shall be set off from the main body of the minutes.
ARTICLE 6 AMENDMENTS
Section A. The By -Laws of the Commission shall be amended only with the approval
of at least a majority of the Commission (at least five votes) at a regular meeting or a
special meeting.
Section B. Policy changes or By -Law changes may be adopted at the meeting following
the meeting at which open discussion was conducted on the specific changes.
BY-LAWS
IOWA CITY COMMUNITY
POLICE REVIEW BOARD
ARTICLE I. AUTHORITY:
The Community Police Review Board formerly known as the Citizens Police Review Board
(hereafter referred to as the Board) shall have that authority which is conferred by Chapter 8 of
the City Code of the City of Iowa City, Iowa and through the adoption of these by-laws stated
herein.
ARTICLE ll. PURPOSE:
The purpose of the by-laws stated herein is to provide for the general welfare of the Iowa City
community by establishing a Board to advise the Police Chief, City Manager and City Council on
matters pertaining to the policies, practices and overall performance of the Iowa City Police
Department. Further, in an effort to assure that the Iowa City Police Department's performance is
in keeping with community standards, this Board is created to review investigations into
complaints of police misconduct to insure that such investigations are conducted in a matter which
is fair, thorough, and accurate, and to maintain a central registry and to provide City Council with
an annual report on all such complaints.
ARTICLE III. MEMBERSHIP:
Section 1. Qualifications. The Board shall consist of five (5) members appointed by the City
Council who shall be eligible electors of the City of Iowa City, Iowa and shall meet the criteria
contained in Chapter 8, City Code, City of Iowa City, Iowa. Appointments to the Board shall
include one current or former "peace officer" as that term is defined by state law. The City Council
may waive the residency requirement for good cause shown and may waive the requirement that
the Board include one current or former "peace officer" for good cause shown.
Section 2. Compensation. Members shall serve without compensation, but may be reimbursed
for expenses incurred for travel outside the city on designated Board business. Such expenses
must be submitted to the City Manager for approval and reimbursement.
Section 3. Orientation for New Members. Prior to the first regular meeting following their
appointment, new members shall be provided with copies of the ordinance creating the Board, the
written policies of the Iowa City Police Department, the Board by-laws, open records law, open
meetings law and other documentation that would be useful to Board members in carrying out
their duties. They shall also be given an orientation briefing by the appropriate City staff and the
Board as is deemed appropriate.
Section 4. Absences. The Board may recommend to the City Council that the City Council
discharge any Board member who: (1) is absent from two consecutive regular or special meetings
without excuse as determined by the Board on a case by case basis; or (2) is absent from four
consecutive regular or special meetings, whether excused or unexcused; or (3) is absent from at
least four out of six consecutive regular or special meetings, whether excused or unexcused.
Section 5. Vacancies. Any vacancy on the Board because of death, resignation, long-term illness,
disqualification or removal shall be filled by the City Council after at least 30 days public notice of
the vacancy.
Section 6. Terms. Members shall be initially appointed for staggered terms as outlined in Chapter
8, City Code, City of Iowa City, Iowa. Thereafter, Members shall be appointed for terms of four
years, with terms expiring on July 1. If a position becomes vacant by reason of resignation or
otherwise, and results in an unexpired term of six months or less, the Council may choose to fill
the unexpired term in such a manner that the appointee shall continue in the position not only
through the unexpired term, but also through a subsequent regular term.
Section 7. Resignations. Resignations shall be submitted in writing to the Mayor with a copy to
the City Clerk and the Chairperson of the Board at least 30 days prior to the date of intended
departure.
ARTICLE IV. OFFICERS:
Section 1. Number. The officers of this Board shall be a Chairperson and Vice -Chairperson, each
of whom shall be elected by the members of the Board.
Section 2. Election and Term of Office. Officers of the Board shall be elected by a majority of all
members as soon as practicable after formation of the Board, and thereafter annually at the first
regular meeting in October each year; if the election of officers shall not be held at such meeting,
such election shall be held as soon thereafter as is convenient.
Section 3. Vacancies. A vacancy in any office because of death, resignation, removal,
disqualification or other cause shall be filled by the members for the unexpired portion of the term.
Section 4. Chairperson. The Chairperson shall, when present, preside at all meetings, appoint
committees, call special meetings and in general perform all duties incident to the office of a
Chairperson, and such other duties as may be prescribed by the members from time to time.
Section 5. Vice -Chairperson. In the absence of the Chairperson, or in the event of death, inability
or refusal to act, the Vice -Chairperson shall perform the duties of the Chairperson and when so
acting shall have all the powers of and be subject to all the restrictions upon the Chairperson.
ARTICLE V. BOARD MEETINGS:
Section 1. Regular Meetings. The Board's regular meeting will be held the second Tuesday of
each month. This meeting time may be rescheduled upon agreement by a majority of the Board.
Section 2. Special meetings. Special meetings may be called by the Chairperson and shall be
called by the Chairperson or Vice Chairperson at the request of three or more Members of the
Board. At least one (1) full day's written notice of meeting place, time and agenda shall be given
to each Member and the media.
Section 3. Agenda. Insofar as possible, at regular and special meetings only matters included
on the agenda may be discussed and formal votes taken. Care shall be taken to avoid discussion
of non -agenda items.
Section 4. Quorum. A majority of the members of the Board shall constitute a quorum at any
meeting.
Section 5. Place of Meetings. Meetings, both regular and special, shall be held in an accessible
City facility. Meetings which are forums solely for community input may be in other appropriate
meeting places in Iowa City.
Section 6. Notice of Meetings. Notice of meetings shall be required; meetings may be called upon
notice not less than twenty-four (24) hours before the meetings unless such notice is impossible
or impracticable, in which case notice shall be provided as outlined in the Iowa Code. The news
media shall be notified by staff. Board meetings shall be public except where provided in the Iowa
Code.
Section 7. Proxies. There shall be no vote by proxy.
Section 8. Public Discussion. Time shall be made available during all meetings for open public
discussion.
Section 9. Motions. Motions may be made or seconded by any member of the Board, including
the Chairperson.
Section 10. Exparte Contacts. A member who has had a discussion of an agenda item outside of
a public meeting with an interested party shall reveal the contact, name the other party and share
specifics of the contact, copies if in writing or a synopsis if verbal.
Section 11. Conflict of Interest. Members who believe they have a conflict of interest on a matter
about to come before the Board shall state the reason for the conflict of interest, leave the room
before the discussion begins, and return after the vote.
Section 12. Voting. A majority vote is required for adoption of any motion, except for a motion to
close a session as provided for in the Iowa Code. Upon request, voting will be by roll call and will
be recorded by yeas and nays. Every member of the Board, including the Chairperson, is required
to cast a vote upon each motion. A member who abstains shall state the reason for abstention.
Section 13. Roberts Rules of Order. The rules in the current edition of Roberts Rules of Order
Newly Revised shall govern the Board in all cases to which they are applicable and in which they
are not inconsistent with these bylaws and any special rules or order the Board may adopt.
ARTICLE VI. GENERAL AND LIMITED POWERS AND DUTIES:
The Board shall have the powers and duties set forth in Chapter 8 of the City Code of Iowa City.
ARTICLE VII. PUBLIC RECORDS; EXCEPTIONS
Section 1. All records of the Board shall be public, except:
(a) Complaints, reports of investigations, statements and other documents or records
obtained in investigation of any complaint shall be closed records unless a public hearing
is held or a contrary determination is made by Counsel to the Board pursuant to the
provisions of the Iowa Code.
(b) The minutes and tape recordings of any session closed under the provisions of the Iowa
Code shall be closed records.
(c) No member of the Board or of its staff shall disclose information protected by the Iowa
Open Records Law or the Iowa Open Meetings Law. Nothing in this provision shall prevent
the Board from releasing such information concerning alleged or acknowledged practices
to the Iowa City City Council, the City Manager and/or Chief of Police, either in the form of
its required annual report or otherwise. This section does not prevent any complainant,
witness or other person from publicizing the filing of a complaint or the matter therein com-
plained of. Violation of these provisions by a member of the Board or its staff shall
constitute grounds for removal.
ARTICLE VIII. CONDUCT OF BOARD BUSINESS
Section 1. Agenda. The Chairperson, or a designated representative, together with staff
assistance shall prepare an agenda for all Board meetings. Agendas are to be posted at least 24
hours before the meeting and shall be sent to Board members and the media prior to meetings.
Copies will be available to the public at the meeting.
Section 2. Minutes. Minutes of all meetings are to be prepared and distributed to Board and City
Council members. Specific recommendations requiring Council action are to be set off from the
main body of the minutes and appropriately identified.
Section 3. Review Policy. The Board shall review all policies and programs of the City relating to
the Board's duties as stated herein, and make such recommendations to the City Council as are
deemed appropriate.
Section 4. Referrals from Council. From time to time letters, requests for information, requests for
recommendations, and other matters are referred to the Board by the City Council. The Board will
initiate consideration of each item at the next regular Board meeting and shall notify Council of its
disposition.
Section 5. Annual Report. An annual report detailing the activities of the Board shall be prepared
by the Chairperson, approved by the Board, and submitted to the City Council.
ARTICLE IX. SUBCOMMITTEES:
The subcommittees of this Board including composition, duties, and terms shall be as designated
by the Chairperson.
ARTICLE X. AMENDMENTS:
These by-laws may be altered, amended or repealed, and new by-laws adopted by an affirmative
vote of not less than three members of the Board at any regular meeting or at any special meeting
called for that purpose. Amendments shall become effective after approval by the City Council.
February 14, 2017
s:Clk\CPRB\Bylaws.doc
PROCEDURALRULES
Iowa City Board of Adjustment
PGG9Fnb8F 12, 2012- New date
ARTICLE I. AUTHORITY:
The Iowa City Board of Adjustment shall have that authority which is conferred by
Chapter 414 of the Code of Iowa; City Code Title 14, Chapter 7, entitled "Administration,
Article A, entitled "Board of Adjustment," and through the adoption of these procedural
rules stated herein.
ARTICLE II. MEMBERSHIP:
Section 1. Qualifications. The Board of Adjustment shall consist of five (5) members
appointed by the City Council. All members of the Board shall be qualified electors of the
city of Iowa City, Iowa. A majority of the members of the Board shall be persons
representing the public at large and shall not be involved in the business of purchasing
or selling real estate.
Section 2. Compensation. Members shall serve without compensation, but may be
reimbursed for expenses incurred for travel outside the city on designated Board
business. Such expenses must be submitted to the City Manager.
Section 3. Orientation for New Members. Prior to the first regular meeting following
their appointment, a -each new member shall be shall be given an orientation briefing by
City staff and be provided with
the Board's procedural rules, and other information that weald
may be useful to Board members in carrying out their duties. The City Zoning Chapter
and the Comprehensive Plan are available on line.EaGh Raw FR8FAb8F shall be giyen an
Section 4. Absences. Three consecutive unexplained absences of a Board member
from regular Board meetings may result in a recommendation to the City Council from
the Board to discharge said member and appoint a new Board member. Members shall
be removable for cause by the City Council upon written charges after a public hearing.
Section 5. Vacancies. Any vacancy on the Board because of death, resignation, long-
term illness, disqualification, or removal shall be filled for the unexpired term by the City
Council after at least thirty (30) calendar days of public notice of the vacancy as required
by law.
Section 6. Terms. Members shall be appointed for terms of five years. No members
shall be appointed to succeed themselves. However, a member appointed to fill an
unexpired term with one year or less remaining may also be appointed concurrently for
one full five (5) year term.
Section 7. Resignations. Resignation should be submitted in writing to the Board
Secretary, who will transmit the resignation to the Mayer -City Council with copies to the
City Manager, the Director of Neighborhood and
Development Services, and the Board Chairperson, preferably at least sixty (60) days
prior to the date of intended departure.
ARTICLE III. OFFICERS:
Section 1. Number. The officers of the Board shall be a Chairperson and a Vice -
Chairperson, each of whom shall be elected by a majority vote of the members of the
Board. The Board Secretary shall be a staff person, who is appointed by the Director of
Planning and Community Development.
Section 2. Election and Term of Office. The Chairperson and Vice -Chairperson shall
be elected annually at the first regular meeting of the Board each year.
Section 3. Vacancies. A vacancy in the office of Chairperson or Vice -Chairperson
because of death, resignation, removal, disqualification, or other cause shall be filled by
election from the members of the Board for the unexpired portion of the term.
Section 4. Chairperson. The Chairperson shall, when present, preside at all meetings,
call special meetings, and in general perform all duties incident to the office of a
Chairperson, and such other duties as may be prescribed by the members from time to
time. Such Chairperson may administer oaths and compel the attendance of witnesses.
Section 5. Vice -Chairperson. When the Chairperson is absent or abstaining, the Vice -
Chairperson shall perform the duties of the Chairperson and shall have all the powers of
and be subject to all the restrictions upon the Chairperson.
Section 6. Acting Chairperson. In the absence and/or due to the abstention of both the
Chairperson and Vice -Chairperson, the remaining three-member Board may elect a
member to serve as Acting Chairperson. The Acting Chairperson shall perform the
duties of the Chairperson and when so acting shall have all the powers of and be subject
to all the restrictions upon the Chairperson.
Section 7. Secretary. The appointed staff person, who serves as the Board's Secretary,
shall be responsible for maintaining the office of the Board, receiving and filing Board
decisions and orders, posting and publishing notices as required by law, and for
maintaining minutes and other records of the Board's proceedings.
ARTICLE IV. APPLICATIONS:
Section 1. Application Forms. Any application for a request or appeal to the Board of
Adjustment shall be filed with the City Clerk on forms provided by the Secretary of the
Board. The Secretary's office is located in the Department of
DevelepmenFNeighborhood and Development Services. Forms are a6aavailable in the
office of the City Clerk and on the City's website. In the appropriate cases, the Building
Inspector shall transmit to the Secretary all documents constituting a record, upon which
the Board shall act.
Section 2. Application Submittal. App4satiens-9fappeals to the Board shall be filed
with the City Clerk within a reasonable time period, not to exceed thirty 30) calendar
days after the action appealed from, and shall specify the grounds for such appeal. An
appeal from a decision by the Building Inspector to issue a building permit shall not be
deemed to have been filed within a reasonable time if such appeal is filed more than ten
(10) business days after construction work pursuant to such permit is observable from
adjacent properties of the public right-of-way or ten (10) business days after an alleged
violation of the zoning code is similarly observable. Applicants may appeal an approval
or a denial of a Certificate of Appropriateness from the Historic Preservation
Commission within a conservation district by filing a letter with the City Clerk within ten
(10) business days after a Resolution of Denial is filed by the Commission.
Section 3. Application Filing Fee. The applicant shall complete the required forms,
providing all information requested on the form, and any additional information as
requested by the Secretary of the Board. A filing fee shall be paid upon presentation of
the application. Application fees are established by resolution of the City Council.
Section 4. Party of Interest. Requests for a variance or special exception must be filed
on behalf of the real party in interest, such as the owner or contract purchaser.
Section 5. Case Number. An application filed according to the above procedure shall be
given a case number within five (5) business days of the filing date. Case numbers will
be assigned according to the order in which applications are received.
ARTICLE V. NOTICE:
Section 1. Notice Letters. No less than seven (7) business days prior to the public
hearing, the Secretary of the Board shall send notice by mail to all property owners of
record within 300 feet of the subject property. Such notice shall include a description of
the action requested along with the time and location of the meeting. The applicant shall
be formally notified of the time and place of the hearing, in writing, by the Secretary of
the Board.
Section 2. Newspaper Notice. Notice of the time and place of public hearings shall be
published in a newspaper of general circulation not more than twenty (20) calendar day
nor less than seven (7) business days prior to the hearing. It shall contain the street
address or location of the property and a brief description of the nature of the application
or appeal.
Section 3. Notice Sign. No less than seven (7) business days prior to the public hearing,
the Applicant shall post a sign on or near the property upon which the application is
being made, and shall remove the sign immediately following the public hearing on the
application. The sign will be provided to the applicant(s) by the Board Secretary.
ARTICLE VI. HEARING:
Section 1. Regular Hearings. Hearings will be held as needed at a regular time and
place to be set by the members of the Board.
Section 2. Special Hearings. Special hearings or meetings of the Board may be called
by the Chairperson and shall be called by the Chairperson or Vice -Chairperson at the
request of three (3) or more members of the Board.
Section 3. Place of Hearings. All hearings and meetings of the Board shall be open to
the public and shall be in a place accessible to people with disabilities.
Section 4. Quorum. Three members of the Board shall constitute a quorum.
Section 5. Applicant Representation. The applicant may, at the time of the public
hearing, appear on their own behalf and be represented by agent and/or counsel. The
applicant or their representative may present oral argument and testimony; witnesses,
including experts; and may submit written evidence and exhibits in the form of
statements, photos, charts, or other relevant evidence. In the absence of the applicant or
their representative(s), the Board may proceed to act on the matter based on the
information provided.
Section 6. Briefs. The Board may request written briefs for legal argument. Applicants
may submit written briefs if they so choose.
Section 7. Conduct of Hearing. Order and decorum shall be maintained at the hearing
by the Chairperson of the Board of Adjustment, so as to allow an orderly presentation of
evidence wherever possible. The Chair may swear witnesses and direct order of
testimony. The Chair shall avoid testimony that is overly redundant. The Chair may
provide for recesses during the deliberation, as appropriate.
Any Board member who has a legal conflict of interest shall recuse him/ herself from the
decision-making process A member who has a legal conflict of interest or otherwise
elects to recuse him/herself due to a perceived conflict of interest shall state the reason
for recusal prior to discussion of the matter under consideration and may choose to
leave the meeting room for the duration of the proceedings for that application.
Section 8. Hearing Order. The order of hearing shall be as follows:
1. Staff presentation of the facts of the case and recommendation to the board.
2. Statement by proponents of the application.
3. Statement by opponents of the application.
4. Rebuttal by proponents and then by opponents.
5. General discussion by the Board.
Section 9. Board Deliberation. After all parties have been heard, the public hearing will
be declared closed so that the Board may deliberate the case. The Board must state
findings of fact and conclusions of law. These facts and legal conclusions must be set
forth in writing as required by Iowa Law. The Board may request additional comments
from the participants. An application may be deferred or withdrawn at the request of the
applicant at any time before a decision is made by the Board.
Section 10. Board Motions. Motions may be made and seconded by any member of the
Board other than the Chair. Motions are always made in the affirmative, approving the
requested action.
Section 11. Board Voting. After a motion and discussion, the Board shall be polled for
votes. A board member may abstain from voting, which is a non -vote. The concurring
vote of three (3) members of the Board shall be required to uphold an appeal, to decide
in favor of a special exception, or to grant a variance.
Voting on Board decisions will be by roll call and will be recorded by yeas and nays.
Proxy votes are not allowed.
Section 12. Legal Advisor. The City Attorney or a designated representative shall act as
legal counsel to the Board.
Section 13. Conduct of Meetings. Except as otherwise provided herein, Roberts Rules
of Order Newly Revised shall be used to conduct Board hearings and meetings.
ARTICLE VII. RECORDS
Section 1. Record of Hearings. Audio recordings shall be made for all hearings and
such recordings shall be kept for a period of no less than six (6) weeks. Minutes shall be
produced from such recordings, and forwarded to the City Council after approval by the
Board or the Secretary of the Board. All minutes shall be maintained by the Secretary of
the Board, and shall also be on file at the City Clerk's office. The applicant may request
a court reporter at the applicant's own expense.
Section 2. Case Files. The Secretary of the Board shall keep a file of all cases, including
forms and additional information. Said file shall be a public record and available for
public inspection during business hours. Copies may be made available upon request, at
cost.
Section 3. Transcript. Upon request, a transcript of the or the audio recording of the
Board's deliberation will be made, at cost to the requestor. In the case of an appeal to
district court there is no charge for the transcript.
ARTICLE VIII. DECISIONS:
Section 1. Whenever possible, decisions by the Board shall be made at the same
hearing wherein the testimony and presentation of evidence are considered.
Section 2. Formal decisions shall be made in writing, setting forth findings of fact and
conclusions of law as required by Iowa law.
Section 3. Each decision shall be filed with the City Clerk within a reasonable time after
the Board hearing, and shall be stamped by the Clerk to indicate the date and time of
filing. The Clerk will forward the decision to the Johnson County Recorder's Office, for
recording at the city's expense.
Section 4.
A copy of said decision shall be forwarded by the Secretary of the Board to the
applicant, the Building Inspector, the City Attorney's Office, and any Attorney of Record
within a reasonable time after filing with the City Clerk.
Section 5.
Reconsideration: Upon written request, the Board may reconsider a decision on a
special exception or variance application. A request for reconsideration must be made
within ten (10) business days of the meeting at which a vote on the application was
originally taken and shall articulate and be based on evidence that was not presented or
was unavailable at the time of the original hearing. A motion to reconsider must be made
at the subsequent meeting by a member of the Board who voted on the prevailing side.
If a motion to reconsider is approved, the application will be placed on the agenda of the
next meeting in order to satisfy the requirement for public notice and hearing. No
decision may be reconsidered more than once. Appeals to the Board may not be
reconsidered.
ARTICLE IX. AMENDMENTS TO THE PROCECURAL RULES.
Section 1. A concurring vote of three (3) of the members of the Board shall be necessary
to amend these procedural rules. Such proposed amendments shall be presented in
writing at any regular meeting or at any special meeting called for that purpose.
Amendments shall go into effect upon approval by the City Council.