HomeMy WebLinkAbout2010-01-21 Info Packet~--^ ~~,~
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CITY OF IOWA CITY
www.icaov.ora
CITY COUNCIL INFORMATION PACKET
January 21, 2010
JANUARY 25 WORK SESSION
IP1 Council Meetings and Work Session Agenda
IP2 Summary of Pending Work Session Issues
MISCELLANEOUS
IP3 Memorandum from the Director of Finance: FY2011-2013 Financial Plan/Debt Service Levy
IP4 Memorandum from the Director of Public Works: Yard Waste Services from February 8-
March 12, 2010
IP5 City of Iowa City Quarterly Investment Report October 1, 2009 to December 31, 2009
[submitted by the Senior Accountant]
IP6 Memorandum from the Director of Planning and Community Development: Update: Flood-
related activities
IP7 Invitation: Chamber of Commerce Annual Banquet -February 18, 2010
IP8 Minutes: Joint Informal Meeting of the Johnson County Board of Supervisors and
Criminal Justice Coordinating Committee: January 6, 2010
DRAFT MINUTES
IP9 Telecommunications Commission: November 23, 2009
IP10 Senior Center Commission: December 17, 2009
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-.~.._ City Council Meeting Schedule and
CITY OF IOWA CITY Work Session Agendas January 22, 2010
vvww.icgov.org REVISED
• MONDAY, JANUARY 25 Emma J. Harvat Hall
6:15p Council Work Session
• Agenda Items
• JCCOG distribution of Federal Stimulus Funding
• Information Packet Discussion (Jan 14 and 21]
No Dinner Council Time
• Council Electronic Meeting Participation
• Budget Priorities
• Summary of Pending Work Session Issues (info packet #2]
• Upcoming Community Events/Council Invitations
^ Discussion of Meeting Schedules
7:OOp Special Formal Council Meeting (Continue Work Session if necessary)
TENTATIVE MEETING SCHEDULE
SUBJECT TO CHANGE
• MONDAY, FEBRUARY 1 Emma J. Harvat Hall
6:30p City Conference Board (Separate Agenda Posted)
Regular Work Session
• TUESDAY, FEBRUARY 2 Emma J. Harvat Hall
7:OOp Regular Formal Council Meeting
• MONDAY, FEBRUARY 15
Presidents' Day -City Offices Closed
• TUESDAY, FEBRUARY 16 Emma J. Harvat Hall
TBD Special Council Work Session
7:OOp Regular Formal Council Meeting (Continue Work Session if necessary)
• MONDAY, MARCH 1 Emma J. Harvat Hall
6:30p City Conference Board (Separate Agenda Posted)
Regular Work Session
• TUESDAY, MARCH 2 Emma J. Harvat Hall
7:OOp Regular Formal Council Meeting
• MONDAY, MARCH 22 Emma J. Harvat Hall
6:30p Special Work Session
• TUESDAY, MARCH 23 Emma J. Harvat Hall
7:OOp Special Formal Council Meeting
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CITY OF IOWA CITY
www.icgov.org
City Council Meeting Schedule and
Work Session Agendas
01-21-10
IP1
January 21, 2010
• MONDAY, JANUA
6:15p
No Dinner
7:OOp
25
Council Work Session
Agenda Items
• formation Packet Discussion (Jan 14
^ C uncil Time
^ Co cil Electronic Meeting Participati
^ Bud t Priorities
^ Summ ry of Pending Work Session
^ Upcomi Community Events/Cou ci
^ Discussio of Meeting Schedules
TENTATIV~ MEE
SUBI~CT1
Special Formal~Council Meeting (fGontinue work Session if necessary)
Emma J. Harvat Hall
• MONDAY, FEBRUARY 1
6:30p City Conference Board (S arate Agenda Posted)
Regular Work Session
• TUESDAY,FEBRUARY2
7:OOp Regular Formal Cou cil
• MONDAY, FEBRUARY 15
Presidents' Day City Offices
• TUESDAY, FEBRUARY 16
TBD Special Cou cil Work Session
7:OOp Regular Fo mal Council Meeting
• MONDAY, MARCH 1
6:30p City C ference Board (Separate Agenda P
Regu r Work Session
• TUESDAY, MARCH 2
7:OOp
• MONDAY, MARCH
6:30p
ular Formal Council Meeting
21]
Emma J. Harvat Hall
sues (info packet #2J
I Invitations
tmma ~. ryarvar nan
Special Work Session
VG SCHEDULE
CHANGE
Emma J. Harvat Hall
Emma J. Harvat Hall
Session if necessary)
Emma J. Harvat Hall
• TUESDAY, MARQ~H 23
7:OOp / Special Formal Council Meetin
Emma J. Harvat Hall
J. Harvat Hall
IP2
SUMMARY OF PENDING WORK SESSION ISSUES
1/20/10
City Manager Search (FEBRUARY 1)
Council Policy re: voting by representatives appointed by Council (Res. 01-169)
(FEBRUARY 16)
Community Sustainability Plan (FEBRUARY)
Inclusionary Zoning and Scattered Site Housing (FEBRUARY)
Downtown Issues (FEBRUARY)
Site of New Animal Shelter (FEBRUARY/MARCH)
Meet with Historic Preservation Commission re: energy efficiency/green
issues (after guideline revisions are drafted) (MARCH 1)
Nuisance Enforcement (MARCH 1)
Farmers' Market -Parks & Rec. Commission Recommendations (MARCH 1)
Fluoridation of Water (MARCH)
Brick Streets Repair/Funding Strategy (MARCH)
ECICOG Funding -Committee Report (APRIL)
Flood Response & Mitigation Update (PERIODIC)
Alley Inventory (SPRING `10)
IP3
DATE: January 21, 2010
TO: Dale Helling, Interim City Manager
City Council
FROM: Kevin O'Malley, Director of Finance
RE: FY2011 - 2013 Financial Plan /Debt Service Levy
Per revisions to the capital improvement program as discussed at City Council's January
19, 2010, budget work session, the debt service levy requirement for FY2011 - FY2013
has been updated. The following chart summarizes what changes have occurred from the
proposed budget book:
G.O. Bond Debt Requirement 2010 GO 2011 GO 2012 GO 2013 GO
Proposed: $ 10.0 $ 8.9 $ 9.9 $ 9.9
Final: $ 8.3 $ 11.1 $ 10.8 $ 7.4
As discussed, Iowa City's internal fiscal policy is that the "debt service levy shall not
exceed 25% of the city levy in any one fiscal year". City Council direction at the January
19 meeting was to proceed with G.O. bond funding as required for the prioritized
projects with the understanding that the debt service levy may temporarily exceed the
twenty-five percent (25%) policy in fiscal years 2012 and 2013.
Debt Service Levy
as a % of Total Tax Levy FY2011 FY2012 FY2013
Proposed: 25.3% 26.1 % 25.2%
Final: 25.0% 26.2% 25.5%
30% -
25% -
20% -
15%
10%
5%
0%
Off` oh OHO 01 O~ O°~ ^o '`~ ^ry ^~
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° 26.2% °
26.0% 25.0 /0 25.5 /o
24°°
23% 23% 24%
o °
(25%Recommended Maximum)
Note: Fscal years 2007 and 2008 had one-time reductions in the debt levy of
$638,200 and $934,947, w hich resulted in foregone debt levies of $0.27 and
0.385 res ctiv fun ed fr mthe ner I Fun .
Fiscal Year (FY) Estimated
City of Iowa City IP4
MEMORANDUM
TO: Dale Helling, Interim City Manger
FROM: Rick Fosse, Public Works Director '~C,~~=
DATE: January 15, 2010
RE: Yard Waste Services from February 8 -March 12, 2010
We are making preparations for our winter modification of yard waste collection services.
Our Solid Waste staff will perform yard waste services from February 8th through March
12th by appointment only rather than driving the regular routes. This is a period of
minimal yard waste. This program was initiated last winter and saved $3,700 in
operating expenses and generated minimal negative feedback from our customers.
Also, last year's suspension saved 330 gallons of diesel fuel which is consistent with our
City's goal of reducing our carbon footprint. A press release will be issued to remind our
customers of this change in service.
Cc: Bud Stockman
Rodney Walls
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IPS
CITY OF IOWA CITY
QUARTERLY
INVESTMENT REPORT
October 1, 2009
to
December 31, 2009
Finance Department
Prepared by:
Brian Cover
Senior Accountant
OVERVIEW
The City of Iowa City's investment objectives are safety, liquidity and yield.
The primary objective of the City of Iowa City's investment activities is the
preservation of capital and the protection of investment principal. The City's
investment portfolio remains sufficiently liquid to enable the City to meet
operating requirements that cash management procedures anticipate.
In investing public funds, the City's cash management portfolio is designed
with the objective of regularly exceeding the average return on the six
month U.S. Treasury Bill. The Treasury Bill is considered a benchmark for
riskless investment transactions and therefore comprises a minimum
standard for the portfolio's rate of return. The rolling average return on the
six-month U.S. Treasury Bill for the prior 365 days was .27% at 12/31/09.
The investment program seeks to achieve returns above this threshold,
consistent with risk limitations and prudent investment principles. The rate
of return on the City's entire portfolio for the quarter was 1.13% which is 86
basis points higher than the threshold. (See exhibit A)
Investments purchased by the City of Iowa City for the first quarter of this
fiscal year had an average return of .37%. Rates on new investment
purchases in our operating cash portfolio for the second quarter were
approximately 250 basis points lower than investments purchased at this
time last year. Several large cities in Iowa are experiencing the same
trouble we are in finding any institution that is willing to take investment
funds.
The federal funds rate is the interest rate at which banks lend to each
other. The Federal Reserve will maintain the U.S. interest rate to "a target
range" of between zero and 0.25 percent. The CEO of the Federal
Reserve Bank of New York said the Fed would not raise rates until the
unemployment rate declines (rates may stay low for as long as two years).
(See exhibit B)
The quarterly investment report lists investments by fund, by institution, by
maturity date, and investments purchased and redeemed.
New official state interest rates setting the minimum that may be paid by
Iowa depositories on public funds in the 180 to 364 day range during this
quarter were 0.40% in October, 0.25% in November, and 0.25% in
December 2009.
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CITY OF IOWA CITY
INVESTMENTS ON HAND
DETAIL LISTING BY MATURITY DATE
12/31 /2009
INSTITUTION
NAME INVESTMENT
TYPE PURCHASE
DATE MATURITY
DATE INVESTMENT
AMOUNT
IOWA PUBLIC AGENCY INVEST TRUST IPAIT 13-Jun-02 N/A $ 3,000,000.00
IOWA PUBLIC AGENCY INVEST TRUST IPAIT 12-May-09 N/A $ 13,000,000.00
IOWA PUBLIC AGENCY INVEST TRUST IPAIT 28-Oct-09 N/A $ 15,000,000.00
HILLS BANK SAVINGS 10-Oct-06 N/A $ 1,000,000.00
HILLS BANK SAVINGS 16-Nov-07 N/A $ 5,000,000.00
HILLS BANK SAVINGS 12-Jan-09 N/A $ 2,000,000.00
HILLS BANK SAVINGS 18-Jul-08 N/A $ 1,000,000.00
IPAIT 2003 GO IPAIT 17-Apr-09 N/A $ 490,520.10
IPAIT 2005 GO IPAIT 14-Dec-09 N/A $ 735,274.22
IPAIT 2006A GO IPAIT 17-Apr-09 N/A $ 1,170,988.51
IPAIT 2007 GO IPAIT 11-Dec-09 N/A $ 934,658.35
IPAIT 2008 GO IPAIT 15-Jul-09 N/A $ 3,524,644.82
IPAIT 2009 D GO IPAIT 12-Jun-09 N/A $ 213,030.50
IPAIT 2009 C GO IPAIT 12-Jun-09 N/A $ 5,234,769.89
IPAIT CD 31-Dec-08 04-Jan-10 $ 4,000,000.00
LIBERTY BANK CD 27-Aug-09 04-Jan-10 $ 1,000,000.00
MIDWESTONE BANK CD 16-Apr-09 16-Jan-10 $ 2,000,000.00
MIDWESTONE BANK CD 23-Jan-09 23-Jan-10 $ 2,000,000.00
LIBERTY BANK CD 10-Feb-09 10-Feb-10 $ 2,000,000.00
MIDWESTONE BANK CD 10-Feb-09 10-Feb-10 $ 2,000,000.00
FIRST AMERICAN BANK CD 11-May-09 05-Mar-10 $ 2,000,000.00
LIBERTY BANK CD 16-Mar-09 16-Mar-10 $ 2,000,000.00
BANK OF THE WEST CD 26-Mar-09 26-Mar-10 $ 5,000,000.00
FREEDOM SECURITY CD 16-Apr-09 16-Apr-10 $ 1,000,000.00
MIDWESTONE BANK CD 16-Apr-09 16-Apr-10 $ 2,000,000.00
BANK OF THE WEST CD 16-Apr-09 16-Apr-10 $ 10,000,000.00
LIBERTY BANK CD 11-May-09 07-May-10 $ 2,000,000.00
LIBERTY BANK CD 11-May-09 14-May-10 $ 2,000,000.00
LIBERTY BANK CD 27-Aug-09 01-Jun-10 $ 5,000,000.00
MIDWESTONE BANK CD 01-Oct-09 01-Jun-10 $ 2,000,000.00
MIDWESTONE BANK CD 17-Nov-09 01-Jun-10 $ 3,000,000.00
WELLS FARGO CD 18-Dec-09 01-Jun-10 $ 1,560,000.00
AMERICAN BANK & TRUST CD 11-May-09 04-Jun-10 $ 2,000,000.00
BANK OF THE WEST CD 25-Jun-09 11-Jun-10 $ 2,000,000.00
BANK OF THE WEST CD 25-Jun-09 18-Jun-10 $ 2,000,000.00
FREEDOM SECURITY CD 02-Jul-08 25-Jun-10 $ 300,000.00
FREEDOM SECURITY CD 02-Jul-08 25-Jun-10 $ 974,504.00
BANK OF THE WEST CD 25-Jun-09 25-Jun-10 $ 2,000,000.00
FREEDOM SECURITY CD 01-Oct-09 01-Jul-10 $ 2,000,000.00
WELLS FARGO CD 18-Dec-09 01-Jul-10 $ 4,000,000.00
BANK OF THE WEST CD 25-Jun-09 02-Jul-10 $ 2,000,000.00
IPAIT CD 01-Oct-09 20-Aug-10 $ 2,000,000.00
BANK OF THE WEST CD 18-Dec-09 24-Sep-10 $ 2,000,000.00
MIDWESTONE BANK CD 18-Dec-09 01-Oct-10 $ 2,000,000.00
MIDWESTONE BANK CD 17-Nov-09 17-Nov-10 $ 6,000,000.00
FARMERS & MERCHANTS CD 17-Nov-09 17-Nov-10 $ 2,000,000.00
IPAIT -WATER CD 28-Feb-08 27-Feb-12 $ 450,000.00
IPAIT -WATER CD 28-Feb-08 27-Feb-12 $ 2,234,789.00
AMERICAN BANK & TRUST CD 12-Dec-08 12-Dec-13 $ 6,197,315.00
MIDWESTONE BANK CD 12-Dec-08 12-Dec-13 $ 2,000,000.00
INTEREST
RATE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
VARIABLE
2.000
0.315
1.600
1.750
1.845
2.050
1.000
1.875
2.000
1.630
1.950
1.600
1.015
1.015
0.515
0.450
0.450
0.250
1.750
1.290
1.290
4.050
4.050
1.290
0.720
0.250
1.290
0.990
0.300
0.350
0.630
0.610
4.100
4.100
3.750
4.180
TOTAL $ 145,020,494.39
CITY OF IOWA CITY
INVESTMENT ACTIVITY
FOR THE QUARTER ENDED DECEMBER 31, 2009
INVESTMENTS ON HAND AT 9/30/09 $ 125,354,047.55
INVESTMENT PURCHASE MATURITY INVESTMENT INTEREST
INSTITUTION TYPE DATE DATE AMOUNT RATE
PURCHASES 10101/09 TO 12/31/09
MIDWESTONE BANK CD 01-Oct-09 01-Jun-10 $ 2,000,000.00 0.450
FREEDOM SECURITY CD 01-Oct-09 01-Jul-10 $ 2,000,000.00 0.720
IPAIT CD 01-Oct-09 20-Aug-10 $ 2,000,000.00 0.990
IPAIT IPAIT 28-Oct-09 N/A $ 15,000,000.00 VAR
MIDWESTONE BANK CD 17-Nov-09 01-Jun-10 $ 3,000,000.00 0.450
MIDWESTONE BANK CD 17-Nov-09 17-Nov-10 $ 6,000,000.00 0.630
FARMERS & MERCHANTS CD 17-Nov-09 17-Nov-10 $ 2,000,000.00 0.610
IPAIT 2007 GO IPAIT 11-Dec-09 N/A $ 934,658.35 VAR
IPAIT 2005 GO IPAIT 14-Dec-09 N/A $ 735,274.22 VAR
BANK OF THE WEST CD 18-Dec-09 24-Sep-10 $ 2,000,000.00 0.300
MIDWESTONE BANK CD 18-Dec-09 01-Oct-10 $ 2,000,000.00 0.350
WELLS FARGO CD 18-Dec-09 01-Jun-10 $ 1,560,000.00 0.250
WELLS FARGO CD 18-Dec-09 01-Jul-10 $ 4,000,000.00 0.250
TOTAL PURCHASES $ 43,229,932.57
REDEMPTIONS 10/01/09 TO 12/31/09
WELLS FARGO CD 23-Dec-OS 09-Oct-09 $ (2,000,000.00) 1.590
WELLS FARGO CD 23-Dec-08 23-Oct-09 $ (2,000,000.00) 1.590
MIDWESTONE BANK CD 23-Jan-09 23-Oct-09 $ (2,000,000.00) 1.500
IPAIT 07 GO (PARTIAL REDEMPTION) CD 12-Dec-OS 30-Oct-09 $ (2,324.05) VAR
IPAIT 03 GO (PARTIAL REDEMPTION) IPAIT 17-Apr-09 30-Oct-09 $ (51,365.93) VAR
IPAIT OS GO (PARTIAL REDEMPTION) IPAIT 15-Jun-09 30-Oct-09 $ (26,249.80) VAR
MIDWESTONE BANK CD 03-Nov-08 02-Nov-09 $ (2,000,000.00) 3.010
MIDWESTONE BANK CD 03-Nov-08 02-Nov-09 $ (1,000,000.00) 3.110
MIDWESTONE BANK CD 10-Feb-09 10-Nov-09 $ (2,000,000.00) 1.830
WELLS FARGO CD 23-Dec-08 13-Nov-09 $ (2,000,000.00) 1.590
FARMERS & MERCHANTS CD 23-Dec-08 25-Nov-09 $ (2,000,000.00) 1.880
LIBERTY BANK CD 01-May-09 30-Nov-09 $ (1.,564,000.00) 1.115
IPAIT 09 GO (PARTIAL REDEMPTION) IPAIT 12-Jun-09 N/A $ (137,336.44) VAR
IPAIT 03 GO (PARTIAL REDEMPTION) IPAIT 17-Apr-09 N/A $ (10,769.36) VAR
IPAIT 08 GO (PARTIAL REDEMPTION) IPAIT 15-Jun-09 N/A $ (201,507.58) VAR
FIRST AMERICAN BANK 05 GO CD 12-Dec-08 11-Dec-09 $ (735,274.22) 1.610
IPAIT 07 GO CD 15-Dec-08 11-Dec-09 $ (934,658.35) 1.690
WELLS FARGO CD 16-Mar-09 17-Dec-09 $ (2,000,000.00) 1.490
LIBERTY BANK CD 16-Mar-09 16-Dec-09 $ (2,000,000.00) 1.745
LIBERTY BANK CD 16-Apr-09 31-Dec-09 $ (900,000.00) 1.255
TOTAL REDEMPTIONS $ (23,563,485.73)
INVESTMENTS ON HAND AT 12/31/09 $ 145,020,494.39
CITY OF IOWA CITY
INVESTMENTS ON HAND
SUMMARY BY FUND
FUND
TYPE
12/31 /09 12!31 /08
INVESTMENT INVESTMENT
AMOUNT AMOUNT
ALL OPERATING FUNDS
GENERAL OBLIGATION BOND FUND
EMPLOYEE BENEFIT RESERVE FUND
BOND RESERVE FUND
TOTAL
CITY OF IOWA CITY
INVESTMENTS ON HAND
LISTING BY INSTITUTION
$ 114,303,886.39 $ 105,766,202.02
$ 11,560,000.00 $ 8,500,000.00
$ - $ -
$ 19,156,608.00 $ 19,656,608.00
$145,020,494.39 $133,922,810.02
12/31 /09 12/31 /08
INSTITUTION INVESTMENT INVESTMENT DEPOSITORY
NAME AMOUNT AMOUNT LIMIT
AMERICAN BANK & TRUST $ 8,197,315.00 $ 12,197,315.00 $ 25,000,000.00
BANK OF THE WEST $ 25,000,000.00 $ 7,000,000.00 $ 75,000,000.00
FARMERS & MERCHANTS SAVINGS BANK $ 2,000,000.00 $ 10,422,140.00 $ 15,000,000.00
FIRST AMERICAN BANK $ 2,000,000.00 $ 25,467,399.71 $ 35,000,000.00
FREEDOM SECURITY BANK $ 4,274,504.00 $ 4,274,504.00 $ 15,000,000.00
HILLS BANK & TRUST $ 9,000,000.00 $ 17,000,000.00 $ 25,000,000.00
IOWA PUBLIC AGENCY INVESTMENT TRUST $ 51,988,675.39 $ 13,061,451.31 N/A
LIBERTY BANK $ 14,000,000.00 $ 6,000,000.00 $ 25,000,000.00
MIDWESTONE BANK $ 23,000,000.00 $ 9,000,000.00 $ 35,000,000.00
U OF I COMM CREDIT UNION $ - $ 12,000,000.00 $ 50,000,000.00
US BANK $ - $ - $ 65,000,000.00
US TREASURY NOTES AND AGENCIES $ - $ - N/A
WELLS FARGO BANK $ 5,560,000.00 $ 17,500,000.00 $ 50,000,000.00
WEST BANK $ - $ 35,000,000.00
TOTAL $145,020,494.39 $ 133,922,810.02
~~®~ CITY OF IOWA. C[TY
~- ~ ~®~~~ RAND [~ 1VI
~E~Q
Date: January 20, 2010
To: City Council
From: Director of Planning and Community Development
Re: Update: Flood-related activities
• The City has acquired a total of 29 properties in the Parkview Terrace and Taft
Speedway neighborhoods. Of the 29 properties, 26 have been acquired through the
Hazard Mitigation Grant Program (HMGP) Program and 3 have been acquired with
Community Disaster Grant funds.
• A total of 19 homes have been demolished using HMGP funds. Of the 19 properties, 18
are located in the Parkview Terrace neighborhood and 1 is located in the Taft Speedway
neighborhood.
• Planning staff attended the Rebuild Iowa Legislative day at the State Capitol on January
14, 2010. Legislators were thanked for their strong support and information was
presented by City staff regarding public infrastructure projects that are vital for Iowa
City's flood recovery. Projects include the elevation of Dubuque Street and Park Road
Bridge, relocating the North Wastewater Treatment Plant, and building a new fire
department training center.
• CDGB buyout offers are being sent out to all homeowners in Parkview Terrace. The
City expects to close on its first property using CDBG funds by the end of January.
• The State has confirmed that Jumpstart repair funds will not count as a duplication of
benefits and will not be deducted off of the CDBG buyout offer, as long as the
homeowner can provide receipts.
• Staff continues to review Jumpstart applications for disbursing State Jumpstart 2 and
State Jumpstart 3 funding for housing rehab/repair, down payment assistance and
interim mortgage assistance. A total of $1.52 million in State Jumpstart funding has
been used to assist 70 flood-impacted residential households and $802,000 in Federal
Jumpstart funding has been used to assist 17 households.
• The City continues to accept applications for the four new business disaster recovery
programs: Expanded Business Rental Assistance Program, Loan Interest Supplemental
Program, Commercial Rental Revenue Gap, and Residential Landlord Business
Support.
IP6
IP7
Marian Karr
From: Iowa City Area Chamber of Commerce [kelly@iowacityarea.com]
Sent: Friday, January 15, 2010 1:34 PM
To: Marian Karr
Subject: Save the Date: Annual Banquet!
Save the Date!
Annual Banquet
Guest speaker Mayor Matt Hayek
will share his vision for Iowa City.
Thursday evening, February 18, 2010
Coralville Marriott Hotel & Conference Center
Formal invitation to follow.
Premier sponsor: Riverside Casino & Golf Resort
Reception sponsors: Alpla, Inc. and Neumann Monson PCArchitects
1/15/2010
MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD 0...
IP8
MINUTES OF THE JOINT INFORMAL MEETING OF JOHNSON COUNTY BOARD OF
SUPERVISORS AND CRIMINAL JUSTICE COORDINATING COMMITTEE:
JANUARY 6, 2010
TABLE OF CONTENTS
Report on Activities of Committee Coordinator ......................................................................... 1
Report from Alternatives and Treatments Subcommittee ........................................................... 1
Report from Facilities Subcommittee ........................................................................................ 2
Presentation by Novak Design Group Architect Jim Novak Regarding Space Needs Analysis 2
Report from Funding/Grants Subcommittee .............................................................................. 4
Additional Comments from Criminal Justice Coordinating Committee Members .......................... 4
Set Next Meeting Date ........................................................................................................... 5
Page
Board of Supervisors Chairperson Sally Stutsman called the joint meeting of the Johnson County
Board of Supervisors and the Criminal Justice Coordinating Committee to order in the Johnson County
Health and Human Services Building at 4:31 p.m. Members present were: Supervisors Pat Harney,
Terrence Neuzil, Janelle Rettig, Sally Stutsman, and Rod Sullivan; Department of Corrections
Supervisor Jerri Allen; Iowa City City Council Member Connie Champion; Citizen Representative Bob
Elliott; MECCA Director Steve Estes; Iowa City Public Library Adult Service Coordinator Kara
Logsden; County Attorney Janet Lyness; Bar Association Representative Jim McCarraghar; Judge
Douglas Russell; Citizen Representative Professor Emeritus John Stratton; and Consultation of
Religious Communities Representative Dorothy Whiston; absent: County Sheriff Lonny Pulkrabek and
Public Defender John Robertson.
REPORT ON ACTIVITIES OF COMMITTEE COORDINATOR
Former Justice Center Coordinating Committee Coordinator Bob Elliott said he appreciates the
opportunity to have served as coordinator of the Committee. He said that since Board members are
serving on each subcommittee of the Criminal Justice Coordinating Committee (CJCC), and with each
subcommittee having a chair, there is no longer a need for the coordinator position. Stutsman said
Elliott will continue to serve on the CJCC as a Citizen's Representative.
REPORT FROM ALTERNATIVES AND TREATMENTS SUBCOMMITTEE
County Attorney Janet Lyness said the subcommittee conducted all the requested evaluations. She
added that quite a few were conducted during December, 2009, and that many of those were on the
weekends.
REPORT FROM FACILITIES SUBCOMMITTEE
Presentation by Novak Design Group Architect Jim Novak Regarding Space Needs Analysis
Novak Design Group Architect Jim Novak gave a PowerPoint presentation on the process of
programming a building. He said he will use the Hiawatha City Hall as the example throughout his
presentation. He said programming is primarily information gathering, and the information can be used
by anyone at any time to design a building. The programming evaluation breaks down the building into
work spaces, to which a dollar amount is calculated. This provides a very accurate initial cost estimate
for the project.
Sullivan asked Novak to introduce himself for those present who do not know him. Novak said his
firm, Novak Design Group, is an architectural firm which has been in business 24 years. They have
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designed private and public buildings which include the new Cedar Rapids Police Station, Cedar Rapids
Xaiver High School, law offices in Cedar Rapids, the Hiawatha City Hall,. and the Johnson County
Health and Human Services Building (HHS). Novak said his firm is more committed to sustainable,
timeless buildings rather than trendy structures.
Novak said his goal is to understand all the individual space needs in the building and how the staff
functions in the space. Eventually, all the individual spaces will be merged into one diagram which
helps define the design of the building. A space analysis is conducted on all spaces, including shared
space. Harney asked Novak to define how needed space is interpreted and if future expansion will be
considered during the design stage. Novak replied that they usually conduct a 10 and 20 year expansion
program.
Novak said a major part of the programming stage is to first understand how the project will be sold
to the public. The public can understand the design much better if a layout of the plan is provided. He
added that security is always a major concern in structures such as a jail, courthouse, and sheriffs
office. Novak continued with the PowerPoint presentation, showing a number of completed projects
and he also provided details of the programming and marketing process.
Novak said one of the best examples is the recently renovated Hiawatha City Hall. This building
was sold to the public by breaking down the monthly cost; it cost the tax payer $5.32 per month to
update the building. The bond issue passed with almost 80% approval on a $5.5 million building in a
community of only 6,000 people. Novak said the key here was in how it was sold to the public.
Facilities Manager Dave Kempf asked Novak to talk about the programming sheets and the process
used to identify needed spaces. Novak said the programming sheet outlines the function of the space
and the needed equipment for that space. These sheets collect information about how staff works in
their space. Novak said that the staff surveyed is supposed to report only what they do in their office,
not how much space they think they need.
Harney asked how decisions are made to assign private offices versus modular space. Novak said
that is usually the discretion of the department head. Harney asked how Hiawatha went about
promoting the City Hall to the public. Novak said they had a citizen's committee who served as an
interface, and with a population of 6,000, there were 35 people on the committee. Novak said it worked
out fantastic, and members of the citizen's committee actually delivered brochures door to door to
market the City Hall renovation. Harney asked if the space analysis is independent of the design and
location. Novak said the program can be applied for future use and is not dependent upon the design
and location. If space needs change over the course of time, the design can be modified as necessary to
accommodate the change.
Elliott asked if the Board of~Supervisors will be the definitive body determining how much space
staff will be allocated. Sullivan said they have experience with this as they just completed the HHS
Building. Kempf said the staff is not asked what size office they need because everyone will say they
need a large space. The programming sheets are designed to collect information about the functions
performed in particular spaces, how many people are regularly in the office, and how many linear feet of
filing space is needed. The office standards for the HHS Building were determined based upon
information collected from those sheets, and every office in the HHS building is 10 feet by 12 feet.
Novak said much of the process is consensus building and the ideal situation is when employees are
happy with the final results. Neuzil said there are entities at the State level and within the Court system,
that will want more than the County can afford. He hopes to be able to complete the project in phases in
order to spread the cost out over time. Novak replied that the Board will eventually tell him what is
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sellable and what is not. Iowa City City Council Member Connie Champion asked how Novak's firm
would accept phasing the project. Novak said phasing is a separate component that will be determined
after the programming is completed.
Department of Corrections Supervisor Jerri Allen asked if there is green building potential and if so,
would that be a selling point. Novak said yes, green initiatives are now considered basic.
Harney summarized that they had asked Novak to provide a space needs programming analysis
presentation. There is quite a bit of information that can be gleaned from the Durrant Report, but they
are not asking that of Novak at this time. Stutsman asked why the Board can't make a decision today to
hire Novak to do the space needs programming analysis. Harney said it is not on the agenda. He said
the Facilities Subcommittee wanted to recommend to the entire CJCC to go ahead with the space needs
program analysis, and that is what is being presented today.
Bar Association Representative Jim McCarraghar asked what the cost is for the space needs
programming analysis. Kempf said it would cost around $15,000 and this does not give Novak priority
on the design portion, this is just for programming. The price is so low because Novak has already
completed some work and has also studied the Durrant Report. Kempf said they have some project
money available to pay Novak Design.
McCarraghar asked how the final space needs report will be presented. Novak said it will be
presented in binder form and will include a space analysis of each individual space, department by
department. It will also include an analysis of the whole building and a cost estimate. Kempf said it
will not include a floor plan, but will include some schematics and typical office layouts. Novak said
the bottom line is that this report will show how big the total building needs to be, but it will be broken
down by department.
Citizen Representative Professor Emeritus John Stratton said that a number of years ago, they were
told that construction costs increase by about 5% per year. He asked if that is still the estimated annual
increase. Novak said right now, inflation has been flat and he expects that will not change much at all.
Neuzil said that the ability to use the existing Courthouse space is exactly why they are discussing
centering the facility on the Courthouse. He asked if that will be incorporated into the programming
analysis. Novak said they will inventory everything in the Courthouse and try to reuse everything in
order to maintain its original character.
Kempf said there is roughly 28,000 square feet in the Courthouse and if they determine they need
97,000 square feet for the total project, they will calculate some space at renovation costs and other
space at new construction costs. Consultation of Religious Communities Representative Dorothy
Whiston asked when phasing would begin. Kempf said that would be determined later. Whiston asked
who would decide how to phase in the various stages of the project. Neuzil said those determinations
will be made at a later date and will be based on needs and wants. Stutsman said costs may ultimately
be the determining factor.
It was moved by Elliot, and second by Stratton, to recommend to the Board of Supervisors to engage
the Novak Design Group to begin the space needs analysis. The motion passed.
REPORT FROM FUNDING/GRANTS SUBCOMMITTEE
Sullivan said the Funding/Grants Subcommittee has not met. He reported that Rettig is joining this
subcommittee and Sullivan said he will be moving to the Facilities Subcommittee.
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ADDITIONAL COMMENTS FROM CRIMINAL JUSTICE COORDINATING COMMITTEE
MEMBERS
Neuzil said that he received a phone call from General Services Administration (GSA) Senior
Property Manager Roger Foster stating that GSA has received the letter from the Board of Supervisors.
He said that Foster said he will respond to the Board as soon as he meets with his superiors.
SET NEXT MEETING DATE
Stutsman said the next Criminal Justice Coordinating Committee Meeting is scheduled for February
3, 2010, at 4:30 p.m. Kempf said that the newly renovated Board Room in the Administration Building
should be ready for use by then.
Adjourned at 5:16 p.m.
Attest: Tom Slockett, Auditor
By Nancy Tomkovicz, Recording Secretary
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IP9
IOWA CITY TELECOMMUNICATIONS COMMISSION
DRAFT
MONDAY, NOVEMBER 23, 2009--5:30 P. M.
CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY
MEMBERS PRESENT: Laura Bergus, Hans Hoerschelman, Robert Kemp, Saul Mekies
MEMBERS ABSENT: Bob Kemp
STAFF PRESENT: Mike Brau, Bob Hardy
OTHERS PRESENT: Josh Goding, Beth Fisher, Kevin Hoyland, Phil Meany
RECOMMENDATIONS TO CITY COUNCIL
None at this time.
SUMMARY OF DISCUSSION
Hardy distributed a letter Grassley sent him asking for City support in Mediacom's appeal to the
FCC regarding their dispute with Sinclair regarding retransmission consent negotiations. Mekies
moved to request that the City write a letter to the FCC expressing a concern for consumers if
there is an interruption in service of the CBS channel. The motion passed unanimously. PATV
will be closed for Thanksgiving Nov. 26-29 and Dec. 24-Jan. 2. With regards to how
improvements might be made to the school channel Hardy suggested that he, Hoerschelman and
Goding meet to discuss how parents and school organizations might become involved. Mekies
said the parent teacher organizations should be contacted and cautioned against the other access
channels taking over the school channel activities. Burges said there is value in producing
programs for the school channel regardless of who does it and the Commission should strive to
facilitate more programming. Hardy suggested that abottom-up approach be adopted in which
the members of the Community Television Group work with community groups and individuals
to build capacity. Perhaps a merging of access channels' activities would be productive. Mekies
suggested taking funds from the allocation that goes to the Community Television Group each
year and offer it to the schools for a teacher stipend. Hardy said the allocation to the Community
Television Group has not been used for a while and that will be looked at. Hoerschelman and
Hagen said the funding of a stipend could be tried for a year. Bergus said she went to the City
website looking for the video voter information and found no information or link to the City
Channel website and said most people wouldn't know to go the City Channel 4 website. Steps
should be taken to make those links. Bergus said a link to the City Channel 4 content on City
Council meetings should be included in the City website's City Council section. Hardy said he
will discuss this with City officials. Hardy said there has not been much movement on the
federal legislation, H.R. 3724, which seeks to protect local access channels.. Mekies suggested
the City write a letter. Bergus suggested that if the City Council were to pass a resolution it may
carry more weight. Hardy said he will prepare a letter.
APPROVAL OF MINUTES
Bergus moved and Mekies seconded a motion to approve the amended October 26, 2009
minutes. The motion passed unanimously.
ANNOUNCEMENTS OF COMMISSIONERS
Hoerschelman congratulated PATV on their 20-year anniversary.
SHORT PUBLIC ANNOUNCEMENTS
None.
CONSUMER ISSUES
Hardy referred to the complaint report in the meeting packet and noted the number of complaints
was down. Hoerschelman asked if the City Channel had run any public service announcements
informing the public of the on-line complaint form. Hardy said has been thinking of producing
more PSAs and one on the complaint form would be a logical PSA to produce. Mekies said each
complaint represents the dissatisfaction of more subscribers that just the one filing a complaint.
Mekies noted the document in the meeting packet on the JD Powers consumer satisfaction
survey that showed Mediacom's Internet service is not fairing well. Mekies said the complaint
regarding the gap between advertised top speed and actual speed is a cause for concern.
MEDIACOM REPORT
Hardy said Grassley informed him that he would be unable to attend the meeting due to a need to
be in Waterloo. Hardy distributed a letter Grassley sent him asking for City support in
Mediacom's appeal to the FCC regarding their dispute with Sinclair regarding retransmission
consent negotiations. Hardy said he recommends the Commission wait until the negotiations are
further along and if at some point the Commission wants to write the FCC, this letter could serve
as a model. Mekies asked who wrote the letter. Hardy said the letter was written by the City of
Waterloo. University of Iowa President Sally Mason has also written a letter and other cities
have supported Mediacom's effort. Bergus said that Mediacom has claimed that Sinclair is in
violation of the FCC's ownership rules and said that if the Commission wants to write the FCC
that it should be based on specific claims rather than a more general appeal for the FCC to do all
they can to help resolve the impasse. Brau said that the City of Iowa City had filed comments
with the FCC a few years back in regard to a larger media ownership proceeding that pointed out
the detrimental impact Sinclair's local marketing agreement with the FOX channel had on local
news. Hagen asked if Sinclair was dropped if the Quad City channel could be added to the line-
up as happened three years ago. Hoerschelman said Mediacom would be unable to do so as they
lost a lawsuit on that matter. Hardy said Mediacom has indicated they will seek an injunction to
prevent Sinclair from pulling their signal if an agreement can not be reached. Hoerschelman said
there seems to be a sense of the Commission to write a letter to the FCC regarding the issue.
Hardy said could draft a letter for the Mayor to sign and will circulate a draft to the Commission.
Mekies moved to request that the City write a letter to the FCC expressing a concern for
consumers if there is an interruption in service of the CBS channel. Hagen seconded the motion.
The motion passed unanimously.
UNIVERSITY OF IOWA REPORT
No representative was present.
KIRKWOOD COMMUNITY COLLEGE
Meany reported Kirkwood students will be producing a monthly newscast. Other productions
include the Involvement Report and the Mater Gardner series. Two volleyball games were
covered live and one on tape. They were quite successful and more games will likely be covered
next season. Basketball games will also be covered. Efforts are underway to tape the Iowa City
campus Successful Student Seminars, which work to prepare students for college. Work is also
in process on a history of community colleges.
PATV REPORT
Goding reported that two board member positions were filled at the annual membership meeting.
The awards program from the annual membership meetings was cablecast live. The Live and
Local program is now 10 years old. PATV will be closed for Thanksgiving Nov. 26-29. The
Smartest Iowan show will be taped at the Iowa City Kirkwood campus in conjunction with the
Student Life department, which has organized 8 teams for a tournament. The next guidelines
workshop will be Dec. 7 at 2:30 p. m. The next board meeting will be December 19 at 7 p.m.
PATV will be closed Dec. 24Jan. 2.
SENIOR CENTER REPORT
No representative was present.
LIBRARY REPORT
Fisher reported an equipment problem has made cablecasting from the Storytime room
impossible. Repairs are expected within two weeks. In November six adult and seven children's
programs were shot. The International Mondays and International Authors programs will be
carried in the spring. The first of the winter Project Green gardening program series was
recently recorded. The creators of the film "King Corn" recently showed their documentary at
the library and the discussion section was carried on the channel. Eight productions are
scheduled for December.
IOWA CITY COMMUNITY SCHOOL DISTRICT
Hoyland reported the school board meetings will start to be very long, expecting to start at 7 and
going until 11 or 12. The school boundaries committee meetings will be recorded and cablecast.
Superintendent Plugge did not respond to Hoyland informing him that North Liberty was making
their recordings of the West High football games available for cablecast on the school channel.
Hoyland said the district had expressed concern that it would be unfair to carry the West High
games if City High was not carried. Many of the high school music programs have been
recorded. The City of Coralville provides many West High programs and a volunteer has
provided recordings of City High. PATV continues to provide the Education Exchange program.
Hagen said if the West High football games were cablecast, it could spur coverage of the City
High games. Hagen asked if junior high students are producing video. Hoyland said Northwest
Junior High had a video production class at one point, but does no longer. Mekies said the
school board and administration appear to recognize the value of the channel when it wishes, but
they need to recognize that it is difficult to provide coverage of meetings or events such as the
Roosevelt school issue or the school boundary changes if the infrastructure has been neglected.
If the school channel suddenly were not present, parents would be up in arms. Hagen asked if
administrators inquire into or receive reports about the activities of the Commission and the
school channel. Hoyland said the administrative structure with regard to the school channel is
not clear and some administrators who might play a role have chosen not to. Bergus said parents
are best positioned to pressure the school administration to improve the channel and the
Commission may need to do a better job informing the public of the possibilities for the channel.
Hoerschelman said he has considered going to a school board meeting and make a public appeal.
Hoyland said there is an open discussion at the beginning of each meeting in which the public
can address the board. A letter to the editor might also be an option. Hagen noted that letters
have been sent in the past and maybe a public appeal would be more effective. Hardy said a
more proactive approach by the City by assisting the schools and contributing to the channel's
efforts might help the school district see the value of the channel. Hoerschelman suggested
reaching out to the parent organizations. Hardy suggested that he, Hoerschelman and Goding
meet to discuss how parents and school organizations might become involved. Mekies said the
parent teacher organizations should be contacted and cautioned against the other access channels
taking over the school channel activities. Burges said there is value in producing programs for
the school channel regardless of who does it and the Commission should strive to facilitate more
programming. Hoerschelman said outside assistance from other access channels could develop
capacity and skills inside the school district so that over time more could be accomplished by the
school district. Bergus said the school district is a nonprofit and asked if there is a City policy
regarding the City not doing productions for the school district because they have their own
channel. Hardy said he does not want to do work for the school district and said if there was
some way the City could help the school district do the work for themselves by using volunteers,
faculty, students, and parents to get started and move in the right direction it could become a
community force. Mekies said this has been worked on for a number of years. Meetings were
held with faculty and at one point it was agreed that there would be a stipend made available for
a teacher to oversee student production activities. Hardy said those initiatives lead to the school
hiring a staff person who has since been terminated. Mekies said the Commission worked with
that person to fund a stipend for a teacher. Hardy said that initiative stopped after the school
employee was terminated. Hardy said to fund a teacher stipend would be a commitment for
multiple years and that commitment could not be made. Hardy said the City couldn't make a
commitment for long-term personnel assignment. Mekies said it would be $500. Hardy said at
the time the stipend was seen as start-up funds. Hardy suggested that abottom-up approach be
adopted in which the members of the Community Television Group work with community
groups and individuals to build capacity. Perhaps a merging of access channels activities would
be productive. Mekies suggested taking funds from the allocation that goes to the Community
Television Group each year and offer it to the schools for a teacher stipend. Hardy said the
allocation to the Community Television Group has not been used for a while and that will be
looked at. Hoerschelman and Hagen said the funding of stipend could be tried for a year.
CITY CHANNEL REPORT
Hardy reported the Media Unit was very busy over the past month. Among the productions were
two River Front Crossings workshops, the Police Citizens Review Board forum, the Human
Rights Awards, the fire station ground breaking ceremony, a fire prevention week program, a
program on hazardous waste mitigation, the McCollister bridge opening ceremony, and a
program at the Herbert Hoover Library. The Community Television Service assisted Senior
Center Television with a production at the Englert featuring the Generations of Jazz concert.
Other productions include a League of Women Voters forum on water quality issues and an
episode of the Mercy Hospital cooking show. Among the upcoming productions are programs
for the Dollars for Scholars and the Johnson County Community Foundation.
Bergus said she went to the City website looking for the video voter information and found no
information or links to the City Channel website and said most people wouldn't know to go the
City Channel 4 website. Steps should be taken to make those links. Brau said the City Channel
had a presence and a link on the City's website that was lost when the City redesigned their
website. Bergus said a link to the City Channel 4 content on City Council meetings should be
included in the City website's City Council section. Hardy said he will discuss this with City
officials. Hoerschelman said the cable TV complaint form should be on the City website as well.
ACCESS CHANNELS AND THE DIGITAL TRANSITION
Hardy said he is waiting for the legal department opinion on copyright issues. Hardy said he and
the legal department have identified the sections of the franchise that need to be changed. Hardy
hopes to have all the work finished by the second week in December. Bergus asked if a public
hearing would be needed. Hardy said he is unsure. Bergus said subscribers need a 30-day notice
as well and said all elements of the process need to be considered so the time frame is not
extended any longer than it need be.
TRIENNIAL REVIEW
Hardy said the service committee section is waiting on a review of some his findings by the legal
department. Hardy said he should have an outline ready for the Commission to review at the
next meeting.
FEDERAL LEGISLATION
Hardy said there has not been much movement on the federal legislation, H.R. 3724, which seeks
to protect local access channels.. Mekies suggested the City write a letter. Bergus suggested that
if the City Council were to pass a resolution it may carry more weight. Hardy said he will
prepare a letter.
ADJOURNMENT
Bergus moved and Hagen seconded a motion to adjourn. The motion passed unanimously.
Adjournment was at 7:01 p.m.
Respectfully submitted,
/~
Michael Brau
Cable TV Administrative Aide
TELECOMMUNICATIONS COMMISSION
12 MONTH ATTENDANCE RECORD
July 2008 to CURRENT
Meetin Date Hoerschelman Saul Meikes Bob Kem Gordon Ga Ha en
7/28/08 X X X X X
8/25/08 X X X o/c X
9/23/08 x x x x X
10.27/08 X X X o/c X
11/24/08 Did not meet
12/15/08 X X X X X
1 /26/09 X X X X o/c
2/243/09 X' x o/c o/c X
Laura Ber us
4/27/09 X X X X X
6/1/09 x x x vacant X
6/22/09 X X X X
Mekies
7/27/09 X X X o/c x
8/24/09 X X X X X
9/28/09 X X X X X
10/24/09 x x xx o/c
11 /23/09 x x o/c x x
(X)=Present
(O) =Absent
(OIC) = Absent/Called (Excused)
Preliminary Minutes IP10
December 2009
MINUTES
SENIOR CENTER COMMISSION
DECEMBER 17, 2009
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Chuck Felling, Jay Honohan, Sarah Maiers, Charlotte
Walker, Nancy Wombacher, Merce Bern-Klug, Michael
Lensing
Members Absent:
Staff Present: Linda Kopping, Emily Light, Michelle Buhman, Susan
Rogusky, Craig Buhman
Others Present: Dave Dowell, Dianne Day
RECOMMENDATIONS TO COUNCIL:
None.
CALL TO ORDER:
The meeting was called to order at 4:00 PM. Jay Honohan chaired the meeting.
APPROVAL OF MINUTES FROM NOVEMBER 19. 2009 MEETING:
Motion: To accept the minutes from the November 19, 2009 meeting as
distributed. Motion carried on a vote of 7/0. Wombacher/Lensing.
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
Dianne Day attended the meeting to report on the Curriculum Committee. She
told the Commission that her committee partnered with David Gould from the
School of Social Work to create a class on successful aging, which involved 40 -
50 university students and about half as many seniors. The group met for three
sessions with discussions led by students and seniors on various topics about
aging successfully. Day described the interesting intergenerational discussion
that took place, and noted that several university students and senior participants
have remained in contact with each other after the class.
Day also described a series of programs called Conversations for Change that
was planned in cooperation between the Senior Center, Human Rights
Commission, Iowa City School Board, Women's Resource and Action Center,
and neighborhood organizations in Iowa City. The Senior Center is hosting the
Preliminary Minutes
December 2009
program in February 2010 and was involved in the programs that were held
throughout the community last summer. Each session involves a dialogue group
that discusses a certain topic for about 90 minutes. Day welcomes and
encourages anyone to attend these sessions.
Day said that leads into classes that are being planned for spring 2010, which
involve the Senior Center and WRAC presenting a 6 session study group dealing
with topics like race, religion, and sexual orientation. These programs will be
hosted at the Senior Center with WRAC facilitators. Day said they will also
contact other agencies and organizations to invite more involvement. She hopes
the program will create an opportunity to engage more people in the community
from different backgrounds.
Day said hopefully the steering committee will have its by-laws set soon so they
can begin working within sub-committees.
She mentioned that there will be follow-up public forums held in February. The
self-assessment groups will be invited to participate and share recommended
changes. The purpose is to continue an ongoing dialogue about the future and
goals of the Senior Center among the community.
Dowell asked where the dialogue group would find people to discuss race
relations. He said he has never seen a black person in the Senior Center. Day
said the conversation could involve discussion of types of hidden racism and
ingrained stereotypes that people in an all-white community might not even
recognize. Wombacher noted that she is familiar with several black Center
members. Lensing suggested that the minister from the Gospel Explosion
Church in Iowa City be invited to participate.
COMMISSION ASSIGNMENTS:
Felling volunteered to write the web article on the December meeting. Bern-Klug
said she visited the Board of Supervisors on the day of this meeting. Honohan
said he would visit the City Council in January 2010. Honohan will write the
January web article.
REVIEW, DISCUSSION. AND APPROVAL OF CRITERIA USED FOR
DETERMINING WHETHER MEMBERSHIP IS REQUIRED FOR
PARTICIPATION IN A SENIOR CENTER GROUP, CLUB, OR CLASS:
Kopping reported that while revising this policy, she decided to update the rest of
section 7 of the operational handbook for accuracy. She sent it to the City's Legal
and Parking Departments for review, and has not received a response from
Legal yet. So the document is not complete, and discussion will need to be
delayed until the next meeting.
Preliminary Minutes
December 2009
ROLE OF SENIOR CENTER COMMISSION:
Honohan said he thinks there has been some confusion about the role of the
Commission. He reminded the members that the Commission is an advisory
board. The group gives advice and recommendations to the City Council and
Senior Center staff. The Center is administered by the City Council and Senior
Center staff. The council and staff have been very generous and kind to the
Commission in allowing many of its recommendations to be adopted. Just
because the Center staff often follows the advice of the Commission does not
mean that the Commission runs the Senior Center.
Honohan passed around copies of an email that he said he is very upset about.
The email was from Charlotte Walker to the City Council regarding Jay and fellow
Senior Center Commission member, Sarah Maiers. In summary, Walker asked
the City Council to reconsider its decision to allow the Senior Center Commission
itself to appoint the county position. Walker wrote that this decision allowed
Honohan to add Maiers to the Commission and Maiers was listed as an attorney
in the Honohan law firm on a third party legal directory website. Walker said that
this close business relationship between Maiers and Honohan gives the potential
for Honohan to have extra weight on the Commission and could influence the
Senior Center Gift Fund decision that will be made at the December Commission
meeting. Walker said, "Mr. Honohan is proposing some very controversial
changes regarding gifts made to the Senior Center."
Honohan told the Commission that this email is both inaccurate and insulting. He
said Maiers left his staff over 11 years ago. Walker said the information is still on
the Internet. Honohan told Walker she should have checked with him or Maiers to
confirm the information she was presenting to the City Council. Honohan said he
is insulted by the inference that the friendship between him and Maiers would
influence either of their decisions on the Commission. Honohan pointed out that
he and Maiers voted against each other on three recent Commission decisions.
Honohan said Walker's comment regarding Iowa City Senior Center Fund, Inc. is
not correct. He explained that the attorney general's opinion that has been a
topic of recent Commission discussion refers to a different situation than that of
Iowa City Senior Center Fund, Inc. Honohan said what the library board did in
that case was wrong and that was exactly the reason he set up Iowa City Senior
Center Fund, Inc. differently.
Further, Honohan said, Walker has no business harassing the instructors at the
Center. It is not her job to send them emails. Honohan said that Walker is
attempting to give legitimacy to her opinions and give the impression that she is
representing the entire Commission by signing her emails with "Charlotte Walker,
Member of the Senior Center Commission." Honohan said Walker does not like
to play with the rest of the Commission. To his knowledge, she does nothing but
criticize, brings nothing constructive, and has never volunteered for anything at
Preliminary Minutes
December 2009
the Senior Center except for the Commission. Honohan said that if Walker does
not want to participate constructively with the rest of the Commission, she should
resign. Walker said she does not intend to resign. Honohan said if the negativity
continues, he may have to go to the City Council and ask them to address the
problem. Walker exclaimed that Honohan should stop lecturing.
Walker said that she does not know if she has ever contacted Senior Center
instructors. Honohan said he does not have the name of the instructor who
complained available.
Maiers pointed out that there is a lot of information on the Internet that is out
there for years and years, and it is not all accurate. Maiers said no one calls any
shots for her, and she is insulted by the implication that she would be influenced
by Honohan because they are friends or former associates. Walker said she
doesn't care that it's insulting because there is a close connection between
Maiers and Honohan.
Lensing said that Iowa City is a small community - it isn't Chicago or Houston.
He said he has known some of the people on this Commission for a long time,
and he thinks it is fine to take advice from the other Commission members who
have more seniority than him. Everyone knows each other and has to work
together and trust one another, even if they don't always agree.
Walker said if the information in her letter to the City Council is outdated, that can
be easily explained. Maiers said that is why Walker should have called to ask her
about it in advance of sending the letter.
Lensing said he believes this has more to do with a personal issue than a
professional issue. If Commission members have personal issues with each
other, those issues need to be separated from what goes on with this board.
Honohan read an email sent by a Senior Center instructor to Walker in response
to a message that Walker had sent to her. Walker emailed the instructor to
complain about use of the term "the Center" on the instructor's Facebook page.
Walker said use of the shortened name instead of the official name is very
offensive. Honohan said it is not Walker's business if a Senior Center instructor
chooses to call it "the Center." Walker said she would contact anyone with the
same complaint, whether or not she was a member of the Commission. Honohan
pointed out that when she signs her messages with "Charlotte Walker, Member
of the Iowa City Senior Center Commission," it seems like she is speaking for the
Commission when she contacts an instructor to express her personal opinion.
Dowell asked if someone from the Johnson County Supervisors sent something,
could he sign his title on the correspondence so that the recipient could
understand his slant on things without giving the impression that he represents
the whole group. Honohan said the person's title should be used if they are
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December 2009
conducting official business. If it is personal, then the title is irrelevant and should
not be used.
The Commission agreed that it is more appropriate to say that you are a member
of the Senior Center Commission, but I am not representing the board and I am
conveying my personal views. Walker agreed that she would write in bold print in
all correspondence that she is a member of the Commission but does not speak
for the Commission.
CERAMICS ROOM REVIEW:
Kopping said there are still personality issues occurring in the Ceramics Room,
and Rogusky is going to schedule a meeting with the people involved. The room
was closed for an extended period for cleaning. Kopping requested to have the
decision on the future of the Ceramics Room deferred for one more month.
Motion: To defer a decision on the Ceramics Room until the January 2010
meeting. Motion carried on a vote of 7/0. Lensing/Felling.
ADJOURN FOR A MEETING OF SENIOR CENTER FUND, INC.
RECONVENE THE NOVEMBER 19 MEETING OF THE SENIOR CENTER
COMMISSION
OPERATIONAL OVERVIEW:
Craig Buhman provided a facility report for the Commission. He said the Linn
Street entry and exit doors replacement project should be complete by the 18t" of
December. The existing steel doors have corroded and delaminated beyond
useful means. The western face of these doors subjected them to significant
temperatures swings, with the difference in temperature leading to an
accumulation of condensation. The condensation and resulting corrosion,
combined with the age of these steel doors, significantly influenced this project.
The new doors will be aluminum and therefore lighter in weight (easier to
operate) and less apt to corrode.
Buhman reported that on the 10t" of December a significant roof leak caused the
ceiling tiles in Room 202 to collapse. The saturated the remnants were removed
and the original plaster ceiling was inspected in-house. After this initial
inspection a decision was made that the plaster ceiling may be no longer
structurally sound and that this room remain closed until a thorough inspection
could be undertaken. The inspection is scheduled to take place on the 17t" or
18th of December, depending upon the availability of the engineer.
He went on to report that on the 11t" of December the valve supplying hot water
to air handler #2 failed to function as designed. With insufficient flow of hot water
the coils froze and burst. The kitchen ceiling tiles became saturated and began to
Preliminary Minutes
December 2009
sag and collapse. With the loss of water as a result of the burst coils, the
remaining air handlers were starved for water and, therefore, no longer supplied
heat to the facility. Air handler #2's hot water supply lines were isolated and the
process of refilling the hot water system began. The ruptured coils have been
repaired and, at this time, the controls system for this air handler have been
disabled (in order to prevent a recurrence of this event) while maintenance works
with the controls engineer and the mechanical engineer so the Center will not
experience this failure again. At this time it has been decided that propylene will
be added to the system in order to prevent freezing. Sufficient capacity exists to
offset the slight efficiency loss due to the addition of propylene.
Because of roof leaks and the age of roof, a roof replacement project will begin
within 6 months. Kopping said she the roof replacement project will go out to bid
soon. The City will choose the contractor, and the lowest responsible bid must be
chosen.
Rogusky reported on the fundraising efforts that have been taking place over the
last month. The Cookie Walk raised about $189 for the Center's operational
budget, which is down from the $240 it raised last year. Donations of non-
perishable food and toiletry items to the Crisis Center have been down this year.
Participants and audience members at the Senior Center's winter concerts were
asked to bring an item to donate as their admission to the event, but that effort
has not been very successful. Rogusky said she has had a hard time getting
people involved in the Center's seasonal fundraising efforts, and she does not
know why. The Silent Auction has begun, but there has not been much bidding
yet. The Pre-Holiday Craft Sale was moderately successful. It was scheduled for
the same day as the VNA flu shot clinic, but the VNA ran out of flu shots and
cancelled the clinic, so much of the expected foot traffic on the second floor was
reduced. Rogusky said she delivered three donations of toys to the Salvation
Army. She said she will rethink all of these projects for next year to hopefully
raise the level of response from the community. It is not what she would like it to
be.
Rogusky reported that many of the Center's 25 student volunteers will be away
for winter break. She is working to see which ones plan to return next year.
Rogusky has been working with M. Buhman and the Consortium on Aging to plan
a city-wide health fair at the Johnson County Fairgrounds on April 30. The
committee is looking for sponsorship donations to help offset the costs. Rogusky
is holding a CarFit event at the fair.
Rogusky will be holding a pottery room meeting in January.
Rogusky told the Commission that Tom Nothnagle, a local guitarist, came to the
Center yesterday and became a member. He wants to offer music lessons and
give a concert at the Senior Center.
Preliminary Minutes
December 2009
Lensing asked if the Center would be allowed to serve alcohol at such a concert
event. Kopping said City policy does not allow it, but the Commission could
approach the City to request an exception.
Wombacher asked if cash could be collected for the Crisis Center food drive
instead of canned goods for those who forget to bring items. Rogusky said the
Crisis Center would gladly accept cash, but she is not sure the Center can collect
it for them. Lensing said it may set a precedent of other groups wanting to use
the Senior Center for fundraising.
Kopping said we would have to revise the Senior Center's policy because it
currently states that the Center cannot be used by other organizations for
fundraising. Bern-Klug asked if we can distribute envelopes on behalf of another
organization to be returned directly to the organization. Kopping said she thinks
that would still be considered fundraising.
Day said she has collected money among Center participants informally for
fundraising projects in the past. She was not aware that this violated the Center's
policy and thinks the guidelines should be clearly publicized to avoid confusion.
Honohan said the fundraising policy may be revisited for discussion at the next
meeting.
Lensing asked if the assembly room could be used for an event to raise funds for
Friends of the Center. Kopping said the organization might have to rent the room.
Michelle Buhman reported that the Curriculum Committee is discussing possible
changes to the format of the Newcomers Club. The club was originally meant to
provide new members with an opportunity for a social gathering, but it has come
to function as an orientation session. The newcomers do not talk much among
themselves; they look to the host group and staff member host for information on
the Center. New members have been asking for instruction on the exercise
equipment in conjunction with an orientation/tour of the building, so Buhman is
going to try to respond to this request. The Curriculum Committee and Buhman
have discussed varying the days of the week and times of day for the gatherings,
and removing the breakfast component to save money.
Buhman has been doing outreach in community. She is on the committee for
Winterfest, which is an event taking place in Coralville on January 31 from 1 to 4
PM. The Senior Center will be involved so that people in Coralville will see that
they are welcome to participate at the Center. There will be two or three
ensemble groups from the New Horizons Band scheduled to play at the event.
An antique piano will be tuned especially for our jazz group to use. The event will
have antique cars on display, and Buhman recruited some Senior Center
members to dress up and play clowns.
Preliminary Minutes
December 2009
Winterfest will be on the landing in Coralville and will offer horse-drawn sleigh
rides, snow-shoeing, skiing, ice sculptures, bird watching, and chestnut roasting.
There will be indoor events as well at the Marriott and the Johnson County
Historical Museum. The Senior Center will have a booth at the event to hand out
program guides. Over 1,500 people attended last year, so it will provide good
exposure for the Center.
Buhman has been working with the Summer of the Arts (SOYA) to develop
events in conjunction with the National Endowment for the Arts' Big Read
program. SOYA was awarded a grant in which the Senior Center wrote a specific
portion to fund the distribution of the book, Fahrenheit 451, to interested
participants at the Center. The Senior Center will be able to provide audio books,
large-print books, and books in Spanish to accommodate the participation of
more people. The Center will coordinate intergenerational book discussions and
hopefully some intergenerational Spanish book discussions. The Senior Center's
Spanish class was very interested in being involved. The Big Read program's
kick-off will occur at Winterfest.
The Center is hoping to show some films in conjunction with the Big Read. Also
involved with the Big Read are the Iowa City Library, Coralville Library, and Iowa
City Community Schools. The Senior Center purchased playbooks of Fahrenheit
451 to be performed by our readers' theatre group, but the staging was too
complicated and technical, so they are passing it on to another group. The cost
of the playbooks is covered by the grant. The movie Fahrenheit 451 will be
shown at the Englert Theatre. All event information will be on the NEA website
and the Senior Center website when details are finalized.
Buhman has been working on a committee with the Livable Communities of
Johnson County -Fall Prevention Action Team. They are doing a community
wide fall prevention program throughout 2010.
Buhman is working in partnership with the Osher Lifelong Learning Institute to
plan a program on de-cluttering your home. That program will hopefully occur in
March.
Buhman reported on the Center's most recent art show in which Corbin Bailey
was the artist. Her show brought in $425 in commissions/contributions to the
Senior Center. This is one of the highest dollar amounts the Center has ever
received for commissions on the sale of displayed artwork.
Buhman has the art exhibit space booked through January 2011. An art display
system was installed in the second floor hallway, and Buhman is starting to
schedule exhibits in that space as well.
Preliminary Minutes
December 2009
The ping pong table conversion top has been installed in the billiards room. One
of the Center's student volunteers is interested in coordinating the group.
The pickleball activity group is experiencing great success. The group is up to 30
people who participate regularly at Mercer Park and the North Liberty Rec
Center. The pickleball group wants to expand into evening and weekend play -
there are some who want to join, but are still working. The group is playing on
indoor courts during the winter months and on outside courts during warmer
seasons. Some participants have suggested building courts for the Senior
Center. Buhman is investigating the possibility of having a group participate in
the Senior Olympics in Des Moines.
The Center will present a full day of events with Rev. James Lawson, who was
Martin Luther King, Jr.'s theologian, on January 21, 2010. He will be on "The
Exchange," astate-wide radio program on Iowa Public Radio at noon, followed
by a visit to the African American Cultural Center on the University of Iowa
campus. At 7 PM he will be at the Senior Center to give a lecture on the civil
rights movement, titled "Where We've Been, Where We Are, and Where We're
Going." Buhman said it is a coup to get him here during MLK week because of
his relationship with Martin Luther King, Jr. He will be in Washington, DC the
weekend before and in Los Angeles the weekend after. Buhman recognized
Louis De Grazia for his help in coordinating this event.
Buhman said her one of her goals for the next year is to build relationships with
corporate sponsors. She met recently with the Sheraton about being a site for
different programs and donating space for the Center to use for events that don't
fit in the Assembly Room. The Sheraton has a dance floor and could possibly
host a membership appreciation event. Lensing said he just opened the
Kirkwood Room next door to his business and it seats about 100 people. He told
Buhman it may be available if she is seeking event space.
Another goal she has for the coming year is to research the current
demographics of 50+ people in the community and have the Senior Center be
more reflective of the community in terms of race and income levels.
Buhman personally thanked Nancy Wombacher for all of her help as a member
of the Commission over the last 6 years. Wombacher said she did it because it
was fun. Kopping said she wanted to reinforce the Buhman's sentiment and
stated that Wombacher had been a positive asset for the Commission and she
will be missed.
ELECTION OF OFFICERS:
Honohan appointed Bern-Klug and Felling to a committee to recommend a slate
of officers for the first meeting in January.
Preliminary Minutes
December 2009
COMMISSION DISCUSSION:
Board of Supervisors Report: Bern-Klug visited the Board of Supervisors on the
morning of the meeting. She told them about being involved with the strategic
planning process and gave them ahand-out of the summary of the Senior
Center's values and goals. She talked about the Center's involvement with the
health fair that will be held on the Johnson County Fairgrounds this spring. She
told the supervisors about the Senior Center's winter programming and
community outreach. One of the supervisors made a comment that he was
involved in the planning process and was impressed by the broad variety of
people involved.
Walker added a point to the earlier discussion. She said that the email exchange
with the Senior Center instructor was prompted by the instructor inviting Walker
to be her friend on Facebook. She contacted Walker first.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 7/0. Wombacher/tensing.
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