HomeMy WebLinkAbout2018-07-17 Bd Comm minutes 07-17-18
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!W& MEMORANDUM
Date: July 2, 2018
To: Mayor and City Council
From: Kirk Lehmann, Community Development Planner
Re: Recommendations from Housing and Community Development Commission
At their June 21st meeting, the Housing and Community Development Commission approved
the May 24, 2018 meeting with the following recommendations to the City Council:
1. By a vote of 9-0 the Commission recommends approval of the FY18 Annual Action Plan
Amendment#2.
2. By a vote of 9-0 the Commission recommends approval of the FY19 Annual Action Plan
to City Council, subject to approving CDBG funding per the staff recommendation.
3. By a vote of 9-0 the Commission recommends approval of the FY19 Annual Action Plan
to City Council, subject to approving HOME funding per the staff recommendation.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_x_ Agenda item will be prepared by staff for Council action
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
MAY 24,2018—6:30 PM
EMMA HARVAT HALL, CITY HALL
MEMBERS PRESENT: Syndy Conger, Charlie Eastham, Vanessa Fixmer-Oraiz, Christine
Harms, Bob Lamkins, John McKinstry, Harry Olmstead, Maria Padron
Paula Vaughan
MEMBERS ABSENT:
STAFF PRESENT: Kirk Lehmann, Tracy Hightshoe, Erika Kubly
OTHERS PRESENT: Carla Phelps, Ashely Gillette, Roger Goedken, Ron Berg, Crissy
Canganelli, Megan Alter
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 9-0 the Commission recommends approval of the FY18 Annual Action Plan Amendment#2.
By a vote of 9-0 the Commission recommends approval of the FY19 Annual Action Plan to City Council,
subject to approving CDBG funding per the staff recommendation.
By a vote of 9-0 the Commission recommends approval of the FY19 Annual Action Plan to City Council,
subject to approving HOME funding per the staff recommendation.
CALL MEETING TO ORDER:
Olmstead called the meeting to order at 6:30 PM.
Olmstead mentioned that Alter will be new to the Commission starting in July.
APPROVAL OF THE APRIL 19, 2018 MINUTES:
Eastham moved to approve the minutes of April 19, 2018. Harms seconded the motion. A vote was
taken and the motion passed 7-0 (Conger and Lamkins not present for the vote).
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None
MONITORING REPORTS:
Habitat for Humanity(FY17 &FY18)
Lehmann shared a written report from Heath Brewer, the Executive Director, regarding the two projects
they are working on for FY17& FY18. The FY17 project building is underway at 928 North Governor
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May 24,2018
Page 2 of 9
Street on a 1,400 square foot Cape Cod for a family of five. The walls are framed and the roof trusses
should be going on soon. The structure's exterior should be complete in less than two weeks with total
project completion in mid-July.The buyers for this property is a family under 50% of the area median
income with both adults working for the Iowa City School District. All three children are school age and
attend area schools.
The FY18 project is at 2618 Blazing Star Drive, and the construction of that home will not begin until fall
2018 or spring 2019. There are a couple of approved applicants in mind for that project, both with families
of five.
Shelter House (FY17 FUSE)
Crissv Canganelli (Executive Director, Shelter House) distributed three handouts to the Commission
regarding the project.The Cross Park Place project is a two story building with 24 one-bedroom
apartments on Cross Park Avenue. There will be common space, offices and clinic space for behavioral
and health clinicians.The documents showed floor plans, an image of an interior of one of the units and a
close-up of the design, and a summary of the admission criteria to identify and prioritize individuals for
these housing opportunities.The City of Iowa City committed $25,000 in CDBG Funds in FY17 towards
the land acquisition, and land was purchased in October 2016. Construction started in April 2018 with
McComas Lacina as the contractor, the Housing Fellowship as the development consultant, and
Neumann Munson Architects and HBK Engineering donating services as part of the development team.
Canganelli reported the construction is moving along well and the elevator is in. December 28, 2018 is
the expected completion date,which may be ambitious, with occupancy of the building in early January
2019. At this time, about 90% of the construction budget is funded, but the project came in over the
original estimate by about$500,000. Five out of the eleven entities that bid the project were all within
$20,000 to $30,000 of one another.Therefore, Canganelli stated she has some work to do to secure the
remaining funds for the construction and the furnishings not funded by the construction budget(they
intend on having the apartments fully furnished).With regards to the operations and services for the
project,they were awarded $233,000 through the Iowa Balance of State Continuum of Care towards the
operating budget which will help with the onsite supportive services.The building will be staffed 24/7 and
there is a partnership with the Iowa City Housing Authority who created a special admissions process
committing housing choice vouchers for the individuals in the project.They are also exploring funding for
evaluation at both pre and post housing outcomes for individuals.
Eastham asked if the project is eligible for additional HOME funds. Canganelli noted that was a frustration
as they were awarded HOME funds and then were told by the Iowa Finance Authority they did not want
HOME funds in the project because of the award of the National Housing Trust Fund. Therefore,
Canganelli said they declined the funds and now she believes the Iowa Finance Authority would not deny
the use of HOME funds at this time. She feels since this was the first time National Housing Trust Fund
dollars were being used the Iowa Finance Authority was taking a restrictive approach as to not complicate
their use of funds, but it left Shelter House in a very difficult situation.
Eastham asked if they will have to do private fundraising to secure the remaining funds. Canganelli said
her preference is not to do private fundraising, her intention is to go to The Housing Trust Fund of
Johnson County who has an application cycle due in June, apply for those funds.
Olmstead asked how much additional funding does the project need. Canganelli said the gap is
$450,000 to $550,000 for the construction.
Olmstead asked about the rules of the residents, if they would be same as Shelter House. Canganelli
said they are using a Housing First approach, a deconstructionist approach to homelessness and getting
people into housing and not requiring residents to be sober or following any compliance program, all
participation in services is voluntary on the part of the tenant. Housing First programs have been initiated
over the past 20 years, primarily on the east and west coasts, and this is the first for the State of Iowa and
they are targeting this housing opportunity for those chronically homeless individuals who are also
demonstrating frequent if not habitual utilization of local services (jail, emergency room, inpatient
treatment, etc.). Canganelli explained the criteria for admission to Cross Park Place and the steering
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May 24, 2018
Page 3 of 9
committee who will identify and prioritize residents. Olmstead asked if they will be working with Inside
Out. Canganelli said they are not part of the steering committee however they have shared information
between the two organizations.They would take individuals from the Inside Out program if they meet
criteria of chronically homeless and threshold for frequent services utilization.
Harms asked how long it is expected for a resident to live in the facility. Canganelli said it will be
permanent supportive housing for as long as a resident wants to live there, some may live out the rest of
their lives in the facility, and some will progress and be able to find other housing options in the
community and will be helped with that transition. Canganelli also added housing choice vouchers would
be made available for these residents with restrictions (other than federal mandated ones) lifted.
REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL ON APPROVAL OF FY18
ANNUAL ACTION PLAN AMENDMENT#2:
Lehmann stated this is regarding combining the Successful Living FY18 HOME allocation of$36,000 and
FY18 CDBG allocation of$51,000 into a single project to allow a larger down payment for purchasing a
property for affordable rental units. The result of this amendment would be a reduction in the number of
units created since the funds will purchase one property rather than two.Additionally, Successful Living
realized their North Johnson property had more significant issues than they originally thought, so the
$50,000 for rehabilitation is included in the amendment where they will just assist this one property more
substantially than originally proposed. Therefore, instead of 27 rental units rehabilitated it will be 10 units
and the rental units acquired will be reduced to 8. If the Commission recommends City Council approve
this amendment, a 30-day comment period would begin so that City Council can act on this amendment
on July 3.
Eastham moved to recommend approval of the FY18 Annual Action Plan Amendment#2 to City
Council. Fixmer-Oraiz seconded.
Eastham thanked the staff for working with Successful Living on these proposed changes and scope of
this project.
A vote was taken and the motion passed 9-0.
REVIEW AND RECONSIDER RECOMMENDATION TO CITY COUNCIL ON APPROVAL OF FY19
ANNUAL ACTION PLAN—PLAN AVAILABLE ONLINE AT http://www.icqov.orq/actionplan
Hightshoe stated there was good news; for the first time in several years, the City received a 36%
increase in HOME and a 16% increase in CDBG funds from HUD. Because that averages to more than a
20%change from the estimated allocations, the recommendation returns to the Commission for
reconsideration.The City now has 60 days to get the Annual Action Plan submitted to HUD which expires
on June 30.Therefore, City Council must approve the Plan at their May 29 meeting (as Council is not
meeting in June). Hightshoe also noted that Builders of Hope had a repayment of$70,000 so that added
to the increase in the allocation. Overall,there is an additional $67,000 to allocate in CDBG funds and
around $200,000 in HOME funds
Due to the quick turnaround, staff is providing a funding recommendation for HCDC to consider. For the
increase in CDBG funds, staff recommends allocating funding for the following projects:
• $16,000 in Aid to Agencies funds to Prelude Behavioral Services;
• $51,000 in Public Facilities funding to the unfunded Arthur Street Healthy Life Center project.
HCDC requested that the City grant them tax abatement, but because the project will not
substantially change the tax base at that location, it is most likely not a possibility.
For the increased HOME funds, staff recommends initiating another funding round immediately with
whatever funds are available after reevaluating the budget.While the round will not be completed before
June 30, staff can dedicate funds to the"Other Housing Activities" project to be administratively approved
once those activities are known, reviewed by HCDC, and approved by City Council.
Housing and Community Development Commission
May 24,2018
Page 4 of 9
Olmstead noted he appreciates the staff recommendation but recalls there were several agencies that we
could not fund as much as they requested and feels some of those should be reviewed as well. Olmstead
listed the Crisis Center, the Domestic Violence Intervention Program, Free Lunch Program, Rape Victim
Advocacy Program, and Shelter House.
Lehmann asked if Olmstead was requesting that all the CDBG funds be allocated to Aid to Agencies.This
would not be allowed because there is a public service cap, so only$16,000 can go to Aid to Agency
funds. Olmstead feels the $16,000 should be spread over all the agencies.
Vaughn noted that Shelter House received the allocation they requested so should not be allocated any
further funds.
Eastham stated while he appreciates Olmstead's opinion, he feels allocating the $16,000 to Prelude
Behavioral Services does make sense and to split that money amongst several agencies would not make
a significant impact on their overall budgets.
Harms agrees with Eastham and notes all the other agencies Olmstead mentioned did receive some
funding.
Lehmann read a written request received from Ron Berg of Prelude for additional funds to be directed to
Prelude to support their transitional housing services. "Prelude has enjoyed support from the City of Iowa
City for many years, managing a total loss of funds from a long-term supporter is difficult. In addition, we
are in the midst of an opioid epidemic and eliminating funds from the area community based addiction
treatment facility seems ill-advised at this point. Finally, there was concern during the initial review of the
funds that Prelude is a large agency and could absorb a funding cut, in response I would indicate we do
not yet have a reserve built to the recommended level for not-for-profit corporations and given the
financial stresses caused by Medicaid changes in Iowa and cannot reasonably accept any reductions in
funding."
Ron Berg(Chief Executive Officer, Prelude) reiterated what he wrote in his statement and expanded that
a lot of agencies are under a lot of stress from reductions in a variety of different sources,the one that is
in the paper a lot lately is Medicaid and not only is it a declining funding source there are challenges in
getting paid for what they do. Also, Berg noted the funds provided by the City will be used to support the
transitional housing, they support 12 apartments and work closely with The Housing Authority on getting
housing vouchers for the families, but have found while they go through the process of getting the families
qualified for Section VIII that takes time so they have agreed to allow people to move into their
apartments during that application time and footing the bill until the Section VIII is awarded.
Moving onto the Staff recommendation of$51,000 to Arthur Street Healthy Life Center project, Hightshoe
explained the staff made this recommendation because the Commission prior recommendation for a city
tax abatement for this project is not likely feasible and also this is a project that concentrates on the
physical and mental health of low income patients with a nurse practitioner model,which is a new model
to Iowans. For mental health patients they would partner with The Abbe Center and staff felt this would be
a good investment. If for some reason the purchase of the building does not happen, the City will retain
the funds and can be reallocated elsewhere.
Eastham asked if the group still has a purchase offer in place for the property. Hightshoe stated as of last
week the purchase offer was still active.
Olmstead asked if the Arthur Street Healthy Life Center project had other funding sources as well.
Hightshoe said any other funds would be private funds because the whole acquisition of the building was
through a private mortgage acquisition. With regards to operation costs they were hoping to get funding
through Medicaid, the CDBG funds would be for renovation of the building.
Eastham commented that for property tax abatement there is no requirement of increase in property
value since the property is already valued at around $300,000. Hightshoe said the City Economic
Coordinator doesn't feel tax abatement will be viable in this situation. Eastham stated the Coordinator
may not be wild about the idea, but it could be viable.
Housing and Community Development Commission
May 24, 2018
Page 5 of 9
Olmstead asked what would happen to those funds if the Commission does not make this
recommendation. Hightshoe said Staff could make a recommendation, but their preference is for the
Commission to make all recommendations.
Fixmer-Oraiz moved to recommend approval of the FY19 Annual Action Plan to City Council,
subject to approving CDBG funding per the staff recommendation. Eastham seconded.
Eastham noted he realized the Arthur Street Healthy Life Center project has some risks associated with it
and would like to assure Council is aware of that when making this recommendation.
A vote was taken and the motion passed 9-0.
Next the Commission discussed the HOME allocation.
Eastham stated he agrees with the Staff proposal to dedicate available funds to the"Other Housing
Activities"and then initiate another round of applications and funding.
Eastham moved to recommend approval of the FY19 Annual Action Plan to City Council, subject
to approving HOME funding per the staff recommendation.Conger seconded.
Eastham moved to amend the motion by recommending to Council to move the funds previously
allocated to the City of Iowa City's South District Partnership funds ($100,000)to the second funding
round until staff has completed the racial impact analysis.
Lamkins asked why this amendment is being attached to this motion. Eastham stated he has seen at
least one letter(by Angie Jordan) in the Council packets questioning if the impact of the project would be
beneficial to the Taylor/Davis Street area. Lamkins stated the Commission had this conversation
previously and voted 7-1 to give the money to the City of Iowa City's South District Partnership and
doesn't feel it would be right to come back now and put it on hold. Parsons agreed with Lamkins,this was
already voted upon.
There was no second to this amendment and the motion failed.
Harms asked how long a racial equity analysis would take to complete. Lehmann said Staff has already
started the analysis but doesn't know how far along they are, and unsure how long it will take to complete.
Hightshoe said it will be done by July 1 when the FY19 Annual Action Plan funds become available for
use. Eastham asked who on staff was conducting the analysis and specifically if Stefanie Bowers (Equity
and Human Rights Director)was involved. Hightshoe stated Bowers is involved and has met with Kubly
and Lehmann to discuss what data to gather.
Harms noted her appreciation for what Eastham is bring forward and it is an important topic for future
conversations.
A vote was taken on the original motion and it passed 9-0.
REVIEW AND CONSIDER CHANGES TO THE AID TO AGENCIES ALLOCATION PROCESS:
Hightshoe noted there were concerns brought to the attention of the City Manager regarding the Aid to
Agency Allocation Process, so the City Manager has asked if the Commission can discuss the process
and some of the concerns agencies brought up. In the past, it was a stable funding source that nonprofit
agencies could depend on for year-to-year operations. HCDC wanted the opportunity to fund new
agencies. When new agencies are funded, it does mean that prior agencies are either not funded or the
funding is less across the board. The request was for HCDC to look for a balance—how we can provide
stable funding (agencies to plan for staffing, etc.), but also afford the opportunity for a new agency to
apply and be awarded funds. Some of the concern from the agencies is the stability of funding, many use
the funds to aid in staff salaries and have to be sure each year they will have the commitment.
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May 24,2018
Page 6 of 9
Vaughn stated the Commission struggles with this balance with every funding allocation cycle and the
resources are not increasing (most of the time) so it is hard to keep continued support and also add new
agencies.
Padron is not comfortable saying they will give a set amount to an agency for two or three years unless
the Commission receives a report on the condition of the agency and how they are performing,there
would need to be a yearly evaluation.
Hightshoe asked agency guest Ron Berg if United Way or the County funded on a two-year cycle and if
they had an evaluation process. Berg said the application process will start this fall, in September, and
they will submit a joint application that will go to both the City of Iowa City, Johnson County and The
United Way, it is a single application. In addition, they are required to submit quarterly reports throughout
the year.The County funds in a two-year cycle and receives the quarterly reports during those two years.
Berg added he would like to have the City also fund in two-year cycles.
Fixmer-Oraiz stated it wouldn't be giving the agencies two years of money upfront,just promising funding
in the next cycle.
Lamkins asked what would happen if funding in the next cycle was drastically decreased. Hightshoe said
it would be prorated to either the same percentage or dollar amount,whichever is less.
Eastham noted he was struck by the wording in the Staff memo stating "Council would like to see both
functions of A2A funds continue..." Hightshoe noted that should have read "City Manager"not"Council".
Eastham also stated he had a couple of reactions to considering this action. One is in the 25+agencies
in this category, in looking at their budgets, half of more have budgets approaching or well over$1 million
per year and he has a hard time convincing himself that an organization having a budget of several
hundred thousand dollars per year is going to be relying upon a$30,000 per year allocation from the City
of Iowa City to maintain staff continuity. Eastham believes emergency shelter programs are vitally
important in a community and is not suggesting reducing those. He also believes the start-up issue is
important but he feels if they are going to make a change to how they are going to allocate Aid to
Agencies funds they need to be clear about what they are doing and what agencies have to show the
Commission in order to be eligible for those funds.They also need to show their services are in the center
of priority activities that are in the Action Plan and justify in the application why the agency needs
continuity. Eastham believes if the inclination is to pursue the suggestion Staff has outlined in their memo
he feels there would need to be a subcommittee formed to formulate suggested changes.
Lamkins noted he acknowledges Eastham's comments about million dollar budgets and if$15,000 would
make an impact and that yes it will, every dollar counts in such budgets,they are very tight.With regards
to justifying the continuity, he would need more clarity on what that would entail. Berg replied the
justification is the continuity and knowing an organization is set on staff funding for at least a couple of
years.
Fixmer-Oraiz feels part of the allocation process should be a work session or discussion with staff, now all
Commissioners are reading applications and filling out their allocation sheets on their own and she would
like to have more discussion with a group on each application.
Padron agreed, reading the application is one thing but to have the applicants come and explain their
applications and answer questions is an important part of the process.
Hightshoe agreed and suggested forming a subcommittee to review the process. She feels reviewing
public service applications is harder than reviewing housing projects or public facility projects because
evaluation criteria is subjective. She suggested a subcommittee meet and make recommendations to the
full Commission by July so the Joint Funding Application can include any proposed changes. Those
applications usually go out in July. Lamkins suggested the agencies also have some input in the process.
Olmstead asked if Eastham would be willing to chair a subcommittee. Hightshoe said if two
commissioners plus staff work together they could have recommendations for the June meeting. Padron
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May 24,2018
Page 7 of 9
and Fixmer-Oraiz agreed to work with Staff.
Padron asked if the Commission could get feedback from the clients that are served by the agencies, she
feels it would be helpful in decision making.
Canganelli replied that in the case of the Crisis Center it would breach confidentiality but several surveys
are done and kept on file. Hightshoe said the subcommittee could look into options.
REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL REGARDING THE
AFFORDABLE HOUSING LOCATION MODEL:
Hightshoe stated Eastham requested this item be on the agenda and in the packet. Staff included the
original and 2016 memos summarizing the process by which the Affordable Housing Location Model was
adopted. In April 2017 HCDC, recommended exempting the Riverfront Crossings District and decreasing
proximity requirements for existing affordable units.Those recommendations were approved by Council.
Lehmann said at the end of the packet are a couple of items Eastham prepared which include the City
Council Strategic Plan Objectives,the Affordable Housing Location Model map, a race map of Iowa City,
a racial and ethnic population disproportionality chart, and Eastham's proposed recommendations.
Hightshoe suggested that if the Commission wishes to make recommendations,they should form a
subcommittee to review the process and make sure any recommendation is in line with the City Council's
three main goals (1) not further burden neighborhoods and elementary schools that already have issues
related to a concentration of poverty; (2) have diverse neighborhoods in terms of a range of incomes and;
(3)views of the school district on the affordable housing issue. Hightshoe acknowledged no model is
perfect as the placement of affordable housing in neighborhoods is almost always difficult due to
neighborhood opposition. If HCDC wishes to recommend replacing the existing model, it should be well
thought out and meet the Council's guiding criteria. She suggested a subcommittee to review.
Eastham stated that in the review of the model in 2016 he doesn't believe the Commission reviewed the
racial impact because the model does not contain any factors or parameters that relate to racial
proportionality in any area.
Olmstead said Hightshoe suggested a subcommittee and asked if there were any volunteers to serve on
such a subcommittee. Lamkins asked for a timeline and Hightshoe said recommendations should be
made before November because every year in November is when they update the model for the next
year's applications. McKinstry volunteered, as did Conger, Fixmer-Oraiz and Eastham.
Lamkins stated that the first two proposals by Eastham are complete opposite proposals and the first one
contradicts the City's goals for the housing location model. Eastham noted those goals have never
considered racial equity. Lamkins also noted if proposal one was approved, it would add affordable
housing to an already full area. Eastham said it would be allowing affordable housing where there was no
racial disproportionality. Conger said that would just increase the racial disproportionality. Eastham said
the area of southeast Iowa City has areas that could be excluded from receiving City assistance if racial
proportionality was used. Lamkins acknowledged perhaps in pockets of that area, but it would also open
up other pockets in that area where new affordable housing would be allowed, increasing the racial
disproportionality of the area.
McKinstry noted that in the study where Iowa City was listed as the 14th most economically segregated
area in the Country, stated that income and race segregation are so closely tied to one another that they
cannot be parsed out. He feels they need to find a positive way to more forward, instead of focusing on
concentration of low income households,the City encourages affordable housing in areas of the city that
are less integrated or diverse and find ways to incentivize that.
Conger noted the only difference Eastham is introducing is the racial disproportionality, so a
subcommittee is going to discuss whether to include race along the lines of affordable housing.
Housing and Community Development Commission
May 24, 2018
Page 8 of 9
McKinstry noted affordable housing is driven by areas of the city where land costs are lower-areas of the
southeast side have lower land costs than in other areas of the city. If a developer wants to build
affordable housing elsewhere in the city, and receive city assistance,they have to pay more for the land.
Developers do not like the location map model as it results in less affordable housing units being built.
Eastham stated his experience with The Housing Fellowship is that land prices are not the major factor in
determining where to locate affordable housing but rather the availability of any land at the time of funding
is more critical. He added there are many areas of southeast Iowa City where land prices are substantial
and rising.
Olmstead added there are pockets in the City where there is just no land available and there will never be
opportunities to add affordable housing in those areas.
McKinstry noted they could send comments to the subcommittee and they will see what ideas they can
come up with.
Harms said the main objective is if the current model is working and Hightshoe replied that it is not
decreasing concentrations of poverty. However, it is working as it is not adding additional poverty to
already concentrated areas.
Padron suggested reaching out to individuals and finding out why they choose to live in the areas they do
and perhaps changing the goals of the map.
Fixmer-Oraiz asked if the subcommittee could get some examples of other models used. Staff will
research.
DISCUSSION OF THE SUMMER SCHEDULE:
Hightshoe noted the Commission will need to meet in June to discuss the Aid to Agencies Allocation
Plan. Lehmann stated that would be June 21.
Lehmann noted two new members will be joining the Commission in July, Olmstead and Conger are
stepping down and Megan Alter and Mitch Brouse will be joining the Commission. There will be a
meeting in July for the new members and to elect officers.
STAFF/COMMISSION COMMENT:
Invest Health Symposium:June 22,2018 from 9:30 am —3:30 pm at the University of Iowa Campus Levitt
Center for Advancement.
Fair Housing Training:we will likely hold off for an HCDC briefing until after new HCDC members join.
Transit Presentation:Transit will talk to us about their Route Study sometime this summer or early fall;
they are still developing their timeline.
Olmstead requested HCDC discuss guidelines for churches in the future that have daycares.
ADJOURNMENT:
Eastham moved to adjourn. Fixmer-Oraiz seconded. Passed 9-0.
Housing and Community Development Commission
Attendance Record
Name Terms Exp. 8/17 9/21 10/30 11/16 12/18 1/23 2/15 3/15 4/19 5/24
Conger,Syndy 7/1/18 X X X O/E X X X X X X
Eastham, Charlie 7/1/20 X X X X X X X X X X
Fixmer-Oraiz,Vanessa 7/1/20 X X X X X X O/E X O/E X
Harms, Christine 7/1/19 X X X X X X X X X X
Lamkins, Bob 7/1/19 X O/E X O/E X X O/E X 0/E X
McKinstry,John 7/1/17 X X X X X X X X X X
Olmstead, Harry 7/1/18 X X O/E X X X X X X X
Padron, Maria 7/1/20 O/E X X X X X O/E O/E X X
Vaughan, Paula 7/1/19 X X X O/E X X X X X X
Key:
X =Present
O =Absent
O/E =Absent/Excused
--- =Vacant
07-17-imminu18
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BOARD OF TRUSTEES
Minutes of the Regular Meeting FINAL APPROVED
May 24, 2018
Members Present: Diane Baker,John Beasley, Janet Freeman, Adam Ingersoll (via Skype), Carol Kirsch,
Robin Paetzold, Jay Semel.
Members Absent: Kellee Forkenbrock, Monique Washington.
Staff Present: Todd Brown, Terri Byers, Maeve Clark, Heidi Kuchta, Kara Logsden, Anne Mangano,
Patty McCarthy, Elyse Miller, Brent Palmer, Jason Paulios, Angela Pilkington.
Guests Present:Jobeth Bradbury, of Bradbury Miller Associates, via Skype.
Call Meeting to Order. President Semel called the meeting to order at 5:00 pm.
Public Discussion. Terri Byers reminded the Board that Jason Paulios has been selected by library staff
to serve on the search committee if the Board decides toad a staff member. Paulios read a statement
about staff representation on the search committee and provided hard copy handouts. Paulios said it
was unclear whether the Search Committee would include a voting staff member on the search
committee.
Approval of Minutes.
The minutes of the April 26, 2018 Regular Meeting of the Library Board of Trustees were reviewed. A
motion to approve the Regular Minutes was made by Freeman and seconded by Paetzold. Motion
carried 7/0.
Items for Discussion/Action.
Skype session with Bradbury Miller Associates.Jobeth Bradbury, representing Bradbury Miller
Associates (BMA), Skyped into the Board meeting. She outlined their customary process. There will be
four site visits;the first is scheduled for July 12-13, 2018.They suggest a series of conversations, with
the full Board, the search committee, and a series of staff focus groups that include management and
general staff. Bradbury said they like to meet with as many people as possible, including community
stakeholders, and perhaps the Friends Foundation Board. Basically, anyone we think it would be
important for the consultants to connect with to get a sense for their aspirations for the community and
the library and what people would like to see in a new director. Before the visit, they do an electronic
survey, and send it to all board members and search committee members. They send a separate survey
to all staff. They will craft a position announcement after they leave and then begin the recruiting
process. During the first visit they will set the schedule for the actual search. Bradbury suggested a
seven to eight-week recruiting period. After the application period closes, the consultants return and
meet with the search committee. Typically there are seven to nine semifinalists from which three to four
are selected as finalists to come to Iowa City. During the recruiting and advertising periods, Bradbury
Miller does all the intake.Typically, candidates provide a cover letter and resume, and each candidate
completes a questionnaire, as well as phone conversations with the consultants. BMA performs what
they call "street reconnaissance," on each of the candidates by calling the state librarian or another local
library director for a candidate they may not know. The goal is to vet applicants as much as possible so
there are no surprises.The recruiting process is methodical and begins with the state of Iowa,where the
job announcement is shared with all public library leadership in Iowa.Then recruitment moves to
surrounding states and keeps building out so that by the time they are finished, it is a national search.
Bradbury anticipates 25-30 candidates. She said Des Moines had 33 qualified candidates apply for their
position. They recommend Skype instead of onsite interview during the semifinal candidate interview
phase. All finalists are on-site for two days and the final interviews can be structured however we wish.
Library and community tours are included at this time.Job offers are contingent on successful
background investigation. Paetzold wanted clarification about focus groups. Bradbury recommends
10-15 persons before it gets unwieldy. Kirsch asked how long the meeting would be; Bradbury said 50
minutes with a ten-minute transition between meetings. She said refreshments are helpful. Semel asked
what the makeup of other committees has been. Bradbury said there is tremendous pressure on the
staff but many search committees include one or two staff members.They have worked with search
committees that had only a designated committee, a whole Board search committee, and a couple with
community stakeholders on the search committee. She said the number of people on the committee is
important. Freeman cannot attend the first meeting and asked if there will be a record of what happens
at the July meeting. Bradbury said during those two days, they take notes and provide a full report to
share with committee members and the board.There will be two reports;the board survey and the
notes of the meetings with staff. Bradbury suggested Freeman might be able to participate by phone.
Policy Review: 806: Meeting Room and Lobby Use. This is a regularly scheduled policy review. Logsden
said the primary change to the policy alters the times the meeting rooms are available and is predicated
on staff safety. Currently, when we close the building,the Librarian in Charge meets the Maintenance
staff person downstairs and clears the Lobby. Paetzold is concerned about staff safety and asked when
we extend beyond operating hours. Logsden said we do this most days of the week. Baker thought it
was strange that we are open past library closing hours. Clark said people ask questions during a
program and have discussion after the session. Beasley asked if there are cameras in the Lobby and if
they need to be adjusted. Logsden said the cameras have been updated in the past couple of months
so this has been addressed. Logsden has spoken with maintenance staff and they are comfortable with
the process in the proposed policy.We try to balance building availability, safety, and availability of
staff. Kirsch asked if the senior person typically stays 30 minutes later. Clark said no. Paetzold asked how
often there is an assault. Clark said it is quite rare but it cannot be ignored. Paetzold wondered if our
liability is increased. Kirsch asked when the restrooms are checked. A motion to approve the policy with
the staff recommended changes was made by Freeman and seconded by Kirsch . Motion carried 7/0.
Accept work on project to remodel Computer Lab. This has been moved to the June agenda as there
are still a couple of items on the punchlist.
Art Advisory Committee.A motion to appoint the recommended committee members to the Art
Advisory Committee was made by Semel and seconded by Baker. Motion carried 7/0.
2
Website Reader's Advisory. Anne Mangano gave a brief overview of the new staff picks page.It
launched on March 6. Staff wanted to make readers advisory more front and center and reduce the
time it takes for staff to write blog posts and recommend books.Individual picks by staff members lets
the public get to know us a bit better, particularly via the staff profile section. Going forward,we would
like to spotlight community members on our lists and have a way for patrons to ask questions. Paetzold
noted that the comments section is gone. Semel asked if we can check traffic to the website;we can.
Staff Reports.
Director's Report. Craig is doing well and is eager to get back to work.
Departmental Reports:
Adult Services.The Genealogy lock-in event benefited from the flexibility of the Digital Media Lab
(DML). Many people are interested in the scanning equipment.The DML open house is scheduled for
Saturday,June 2 from 10:00 am to 2:00 pm.
Community&Access Services.The Bookmobile is coming off its last shift of the spring schedule and
will be out of service next week for maintenance and a reset.The summer schedule begins June 4. Extra
staff will be sent out to help with Summer Reading Program sign-up and crowd control.
Development Office Report.This Sunday,the Eat out to Read fundraiser is at Red Pepper Grill. McCarthy
said there was a fundraising event every single month this year. She also said that donations have gone
well this year.The Friends Foundation Board is currently planning monthly events for next year. On June
26, Rock and Read will take place at the Mill,from 5:30 until 8:00 pm. More information will be
forthcoming.
Volunteer Recognition Report. Logsden thanked everyone who came to the event. Eileen Robinson was
Volunteer of the Year and she received a 1,500 hour award.
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
President's Report. Semel praised Beasley's father for a great presentation. Beasley said his dad was
touched by the turnout for the event.
Announcements from Members. Paetzold recommends the Great American Read, both a national
campaign and an eight-part series on IPTV to select the most popular novel.There is a top 100 novel
list and a synopsis is provided on the show. Mangano said we have a display highlighting the campaign.
Two Iowa libraries will be highlighted. Beasley asked for the request by Paulios about staff membership
on the Director Search Committee be an agenda item for the next meeting.
Committee Reports.
Foundation Members. No meeting.
Director Search Committee.A meeting will be set up, likely during the week of June 11, to establish
focus groups for inclusion at the consultants'July visit.
3
Communications. None.
Disbursements.
The MasterCard Expenditures for April, 2018 were reviewed.A motion to approve the disbursements for
April, 2018 was made by Kirsch and seconded by Ingersoll. Motion carried 7/0.
Set Agenda Order for June Meeting.
Request for staff member on search committee.
Adjournment. A motion to adjourn the meeting was made by Beasley and seconded by Freeman.
Motion carried 7/0. President Semel closed the meeting at 6:13 pm.
Respectfully submitted,
Elyse Miller
4
Board or Commission:ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
Meeting Date
TeName Exn ation 9/28/17 10/26/17 11/06/17 11/16/17 12/4/17 12/21/17 1/25/18 2/22/18 3/22/18 4/26/18 5/24/18 6/28/18
Diane Baker 6/30/19 x x x x x X X 0 O/E x X x
John Beasley 6/30/21 x x x O/E x o X x x x x x
Kellee 6/30/23 X X X 0 O/E X X X X X 0/E X
Forkenbrock
Janet Freeman 6/30/19 X X X X X X O/E X X x X
Adam Ingersoll 6/30/21 X 0 X X O/E O/E X O/E X x x x
Carol Kirsch 6/30/23 X X X X X X O/E X X X X X
Robin Paetzold 6/30/23 X X X X X X X X O/E X X x
Jay semel 6/30/19 X X X X X X X X X X X X
Monique 6/30/21 X X 0 X X 0 X X X X 0 0
Washington
KEY:
X=Present
O=Absent
O/E=Absent/Excused
NM=No meeting
07-17-18
Approved Minutes 3b(3)
May 17, 2018
MINUTES
SENIOR CENTER COMMISSION
May 17, 2018
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Kenn Bowen, Cheryl) Clamon, Lorraine Dorfman, Scott
Finlayson, Kathy Mitchell, Margaret Reese, Hiram (Rick) Webber
Members Absent: None
Staff Present: Michelle Buhman, Kristin Kromray, Ashley Monroe
Others Present: None
CALL TO ORDER:
The meeting was called to order by Reese at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM THE APRIL 19, 2018 MEETING:
Motion: To accept the minutes from the April 19, 2018 with amendments.
Motion carried on a vote of 7/0. Mitchell/Webber
PUBLIC DISCUSSION:
None.
POLICIES AND PROCEDURES:
Monroe thanked the commission for their time and hard work in reviewing the
policies. She and staff have reviewed the policies and there are some areas that
need confirmation from the City's legal and accounting divisions to ensure they
conform with the most up to date City policies. Other areas may need revision to
accurately reflect current procedure. Monroe asked commissioners if they had
any feedback on the policies. Dorfman questioned the policy stipulating that
members need to sign a waiver of liability every two years. Monroe noted that
that was one item that specifically needed to be asked of legal, as it was not part
of current policy and she was unsure if this had been added by the city attorney's
office.
1
Approved Minutes
May 17, 2018 •
Monroe asked if any of the Commissioners would like to meet with staff after the
updates have been made. Mitchell volunteered. Clamon asked if commissioners
could come as well if they were interested. Monroe noted that would be fine but
that if enough commissioners were interested they would need to set a special
meeting. Once the policies are updated a red lined version of the will be
distributed for a final review.
DISCUSSION OF VOLUNTEER RECOGNITION:
Mitchell reminded commissioners of her report last month that after the last
volunteer recognition event some people had been disappointed that volunteer
awards had not been given. Buhman gave some background and history of the
volunteer event. In the past(over 10 years ago) the commission had a greater
role in the volunteer recognition event. Over time this shifted into being a more
staff driven event. In 2006 they gave an award to a person who had been a
volunteer for 25 years. The idea had been to give this award each year, however,
that practice was not followed. About 5 years ago staff wanted to highlight some
of the volunteers at the Senior Center and began giving awards in a variety of
categories such as Senior Center advocate, group, or instructor. Last year the
staff felt that with no specific criteria it was difficult to continue this practice, which
led to no individual awards being given.
Buhman asked the commission if they wanted a larger role in the volunteer event
and what they thought of the volunteer awards. Several commissioners felt that
individual awards could cause animosity and hard feelings amongst the
volunteers. Reese noted that other organizations recognize hours or years of
service. Commissioners discussed the merits of having no awards or recognizing
hours or years of service. Buhman noted that compelling volunteers to accurately
record their hours was a challenge. There is money in next year's budget for
volunteer software to more accurately track volunteer time. Commissioners felt
that giving awards based on set criteria, like hours volunteered in a year would
be fine. Webber said a volunteer pin or some other token would be appreciated.
DISCUSS CENTER BILLIARDS ROOM USAGE:
Buhman reported that twenty years ago the billiards room was very popular,
holding formal game times and tournaments as well as unstructured time for
people to play. The pool room became a member only space when participants
wanted access on the weekends; an electronic door reader was added to the
space. Over the years the space has become less popular. There are currently
about 20 people who use the room consistently. Two months ago staff was
approached by participants who wanted the tables to be recovered. They needed
to be leveled, repaired and recovered. Staff is hoping that these changes will
2
Approved Minutes
May 17, 2018
increase usage. If usage does not increase, staff and the commission may need
to consider changing the use of the room.
One participant had noted to Buhman that she would like to play pool with her
granddaughter. The current policy only allows members to access the pool room.
Buhman asked commissioners how they would feel about opening the billiards
room so that guests could come in with a member. Commissioners discussed
this idea. They noted that tracking of room usage would need to change since a
door count would no longer be accurate.
Clamon suggested a pool class is given to garner interested. There has been an
informal women's pool group that has been meeting at the Senior Center for 20
years. Monroe asked the commission if they thought it would be a good idea to
have cable do a spot on the group. The commission agreed it was a good idea.
Motion: To change the member only status of the billiards room to allow
members to bring in guests. Motion carried on a vote of 7/0.
Bowen/Clamon.
UPDATE ON SEARCH FOR CENTER COORDINATOR:
The job posting for the coordinator will be open through May 25th. Monroe has
started to go through and review the incoming applications. She stated she would
like commissioners to share any questions they have for potential applicants.
Monroe indicated that a meet and greet would likely still be an option. Reese
noted that she knows of organizations who have a longer interview format that
includes meeting with various groups associated with an organization and
wondered if that might an option. Commissioners agreed that they liked this idea.
Monroe was favorable to this as well. Reese asked that commissioners generate
a few questions in anticipation of meeting the coordinator candidates. A larger
meet and greet with Senior Center participants could be planned for after a hire
is made.
FRIENDS OF THE CENTER BOARD REPORT:
Buhman reported the Friends donor appreciation social and the Coffee and
Canvas events were both well attended and had received positive feedback. The
Coffee and Canvas event generated $1700 with expenses around $350. The
best outcome of this event was exposing new people of all ages to the Senior
Center with a positive experience.
The spring annual appeal letter in honor of Linda Kopping has generated
$18,490 in donations and a pledge of another$10,000. Expenses for sending out
the appeal (design, writing, and mailing)were $2,427. The Friends website is
3
Approved Minutes
May 17, 2018
being updated with biographies of people who have signed on to be permanent
board members. Buhman would like to see an emphasis on a monthly giving
campaign. The Friends account balances are as follows: endowment fund,
$928,381.80; charitable giving, $12,533.61; checking account, $31,882.21.
Friends received the check from the Community Foundation for the annual
endowment payout, which goes into the Senior Center's general operational
budget. This year the amount was $39,782. Buhman noted that there has been a
significant increase in donations to Friends over the last 3 years.
Buhman asked commissioners how often they would like to receive Friends of
the Center updates. Commissioners thought a semiannual report would be
sufficient.
COMMISSION DISCUSSION:
Monroe thanked Dorfman for coming to the City Council meeting.
Monroe reported that the Senior Center applied for an AARP grant to help with
the expense of new assembly room tables and chairs in the amount of$14,000.
These items are already budgeted for but a grant would be a great help. The
grant recipients will be awarded in August. Bowen asked if the grant was
awarded to the Senior Center would the budgeted money still be available for
other Senior Center items. Monroe confirmed a budget amendment would need
to occur but that she anticipated the money would remain in the budget as there
are many other large projects on the horizon.
Reese requested that commissioners submit questions to her for potential
coordinator candidates no later than June 5"'.
Senior Center member and instructor Janice Bell will have an art opening at
Mercy Hospital on June 15th from 4-6 pm.
The Johnson County Board of Supervisors awarded a $60,000 Quality of Life
Block Grant to the Senior Center. A reception will be on June 6'h and
Commissioner Reese will attend.
Motion: To Adjourn. Motion carried on a vote of 7/0. Bowen/Mitchell
4
Approved Minutes
May 17.2018
Senior Center Commission
Attendance Record
Name Term Expires 6/15/17 7/20/17 8/17/17 9/21/17 10/26/17 11/16/17 12/14/17 1/18/18 2/16/2018 3/15/18 4/19/20185/17/2018
Kenn Bowen 12/31/2019 — X X X X NM X X X N/M X X
Cheryll Clamon 12/31/2020 X O/E X X X NM X X O/E N/M X X
Lorraine 12/31/2018 X X O/E X X NM X X X N/M X X
Dorfman
Robert(Scott) 12/31/2020 — — -- — -- — — — — — X X
Finlayson
Mark Holbrook 12/31/2017 X X X O/E X NM X -- -- — -- —
Kathy Mitchell 12/31/2018 X X X X X NM X X X N/M X X
Margaret Reese 12/31/2018 X X X X X NM O/E X X N/M X X
Hiram(Rick) 12/31/2019 X O/E X X X NM X O/E X N/M X X
Webber
Key: X= Present
O= Absent
O/E= Absent/Excused
NM= No meeting
--= Not a member
5
APPROVED 07-17-18
Iowa City Telecommunications Commission 3b(4)
05/21/2018 Meeting Minutes
Minutes
Iowa City Telecommunications Commission
May 21, 2018—5:30 P.M.
City of Iowa City Cable TV Office, 10 S. Linn St. -Tower Place, Level 3A
Call to Order: Meeting called to order at 5:30 P.M.
Members Present: Derek Johnk, Matthew Brenton, James Pierce
Members Absent: Paul Gowder, Laura Bergus
Staff Present: Ty Coleman
Others Present: Gerardo Sandoval, Bond Drager
Recommendations to Council: None
Approval of Minutes:
Brenton moved and Pierce seconded a motion to approve the April 23, 2018 minutes as
presented. The motion passed unanimously.
Announcements of Commissioners:
None.
Short Public Announcements:
None.
Community Internet Project:
Johnk said he appreciated having the Community Internet Project on the agenda and that he
looked forward to hearing what the community group would report in future months as its efforts
continue.
Consumer Issues:
Johnk noted the one issue reported in the packet and that it had been resolved. Coleman said
the issue was ultimately the responsibility of the apartment complex property owner, but that
Mediacom worked to assist with getting lines in order so that service could reach the residents.
Mediacom Report:
Coleman reported that he had not received any information from Mediacom.
Local Access Reports:
Sandoval reported that PATV had recently completed a joint project with Iowa Dance Week and
that they've enjoyed working with the organization.
PATV is also working with a student from Kabul, who has created a kindness wall. The student
had created a similar wall in Kabul, Afghanistan, wherein people could leave clothing and other
Page 1 of 3
APPROVED
Iowa City Telecommunications Commission
05/21/2018 Meeting Minutes
necessities for those in need. The wall also features a mural with bright colors and inspirational
messages. Sandoval said the wall is one of PATV's retaining walls and that PATV staff is
capturing the process.
Sandoval said that the PATV Underground series continues and that an event will be held on
June 1 , 2018 with an open gallery and live music.
Drager referred to the Library Channel's report she brought to the meeting. She said that it is
Local History Month and that the Library is celebrating Irving Weber Days, which features
interesting lectures. Bond said one lecture featured photographs of Iowa City taken in the
1970's by a local photographer who has captured the same shots in 2018. Drager said the
lecture attracted a large crowd.
Drager mentioned a fun, short video the Library had created to promote its summer reading
program. The video and information about the program can be found at
http://calendar.icpl.org/summer-reading-program.
City Cable TV Office Report:
Coleman referred to the report the Cable TV Office had submitted in the meeting packet.
Coleman said Cable TV Office staff had begun covering the Friday Night Concert Series
concerts. which kicked off with a concert by the City High and West High jazz bands. He noted
that the series is being held in a different location this summer, due to work being completed in
the Ped Mall, and that concerts will take place on Iowa Avenue between Dubuque St. and
Clinton St.
Coleman also mentioned the Meet the Candidates programming that was available for voters to
be able to quickly learn about the candidates for the upcoming primary election.
Adjournment:
Brenton moved and Pierce seconded a motion to adjourn. The motion passed unanimously.
Adjournment was at 5:40 p.m.
Page 2 of 3
APPROVED
Iowa City Telecommunications Commission
05/21/2018 Meeting Minutes
TELECOMMUNICATIONS COMMISSION
12-MONTH ATTENDANCE RECORD
Gowder Bergus Kilburg Johnk
06/26/2017 o/c x x x vacant
07/24/2017
Meeting not held
due to lack of
quorum.
Brenton
08/28/2017 x x x x vacant
09/25/2017 x x x x vacant
10/23/2017 x o/c x x vacant
11/27/2017 x x x x vacant
11/30/2017 x o/c x x vacant
Special meeting
01/22/2018
Meeting not held
due to lack of
quorum.
02/26/2018 x x x x vacant
03/26/2018 x x x x vacant
Pierce
04/23/2018 x x x x x
05/21/2018 o/c o/c x x x
(x) = Present
(o) =Absent
(o/c) =Absent/Called (Excused)
Page 3 of 3