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Home My WebLink About2019-02-05 Bd Comm minutesItem Number: 4.a. + r ui �1 lat • yyrrmr�� CITY Ok IOWA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Human Rights Commission: November 20 Minutes Human Rights Commission November 20, 2018 Helling Conference Room Approved Members Present: Jeff Falk, Cathy McGinnis, Bijou Maliabo, Joe Coulter, Jonathon Munoz, Barbara Kutzko, Tahuanty Pena. Members Absent: Eliza Willis, Adil Adams. Staff Present: Stefanie Bowers. Others Present: Andrea Cohen, Ryan Leparksi and Alona Montgomery. Call to Order: Pena called the meeting to order at 5:30 PM. Approval of October 16, 2018 Meeting Minutes: Coulter moved to approve the minutes; the motion was seconded by Munoz. A vote was taken and the motion passed 6-0. (Maliabo not present). Public Comment of Items not on the Agenda: Andrea Cohen, Ryan Leparski, and Alona Montgomery spoke on a recent interaction they had while participating in an event at the University of Iowa on the T. Anne Cleary Walkway. At this event, a group of persons stood near to the group and shouted, what in their opinion was hate speech not only at them but at other students as they walked by. They are asking for the Human Rights Commission to take a public and active stand against hate speech, and to investigate options for redress for ordinary residents. The Public Safety Subcommittee of the Commission will meet with Andrea Cohen in the near future to further discuss the situation and possible options. Correspondence: Staff will reach out to the Iowa City Community School District's Healthy Kids School Based Health Clinics to inquire about their underutilization of the Social Justice and Racial Equity grant funding for fiscal year 2018. Strategic Planning Subcommittees: McGinnis*, Coulter, Maliabo (Public Safety); Adams*, Falk, Munoz (Community Outreach/Support); Falk, Willis*, Kutzko, Pena (Education); Falk*, Coulter, Adams, Pena (Housing). Asterisks note subcommittee chairs. Public Safety: No report. Community Outreach: No report. Education: No report. Minutes Approved Human Rights Commission November 20, 2018 Helling Conference Room Housing: No report. Refugee and Immigrant Recognition Dinner: Adams and Maliabo attended the event that was held on October 27 at the African American Museum of Iowa in Cedar Rapids. The event drew an audience of 200 people, including the Mayor and Council Member Rockne Cole. The Human Rights Commission was a co-sponsor of the event. Proclamations: Coulter accepted the Native American Heritage Month proclamation at the November 6 Council meeting. He suggested that in the future the proclamation should provide more history on American Indians of Iowa. Iowa Division of the United Nations Association: The Iowa Division of the United Nations Association is sponsoring Dr. Emile Schrijver the General Director of the Jewish Historical Museum & Jewish Cultural Quarter in Amsterdam to speak at the Agudas Achim Congregation on December 10. Other sponsors include the University of Iowa Center for Human Rights, Iowa City Jewish Federation, and the Iowa City Human Rights Commission. Social Justice and Racial Equitv Grant: Staff held two informational sessions on the grant on Tuesday, November 13. One session was over the noon hour and another was held in the evening. Commissioners McGinnis, Falk, Coulter, and Willis assisted at the sessions. Human Rights Breakfast: The event was held on October 24. The keynote speaker was Dr. Tammy Nyden, an advocate for persons with mental illness she spoke on the school to prison pipeline. Attendance at the event was near 150. Awards were given to the Iowa City NAACP, the University of Iowa Labor Center, the Refugee and Immigrant Association, Susan Craig, Sarah Ziegenhorn, and Dr. Jack Stapleton. Martin Luther King, Jr. Focus Day: Commissioners Falk, Kutzko, and Maliabo will work on doing a presentation as part of Focus Day at Liberty High School in North Liberty for the national holiday. It will center around Martin Luther King, Jr.'s oration at the Riverside Church on April 4, 1967. Funding Request: University of Iowa's Lecture Committee requests $1000 to bring Ron Stallworth, a Colorado police officer who infiltrated the KKK in the 1970's, to speak as part of Martin Luther King, Jr., Human Rights Week at the University. Coulter moved to approve $300 to provide refreshments for the event, McGinnis seconded. A vote was taken, and the motion passed 7-0. 2 Minutes Human Rights Commission November 20, 2018 Helling Conference Room Approved Black Voices Project requests $350 to provide Thanksgiving meals to serve youth and families that are a part of the South District Association. The event is a tribute to the diverse families and organizations collectively trying to restore future programs and events in greater Iowa City and South District. Coulter moved to approve $350 for the request, Munoz seconded. A vote was taken, and the motion passed 7-0. December Meeting Date: The Commission voted to not hold a meeting in December. Kutzko moved, McGinnis seconded. A vote was taken, and the motion passed 7-0. Reports of Commissioners: Coulter mentioned that this is his last meeting as a Commissioner as he has served 2 full terms. He has enjoyed his time on the Commission and looks forward to continuing the contacts he has made over the years. McGinnis went to an event where she was able to hear Reading with Patrick author Michelle Kuo speak. Falk mentioned a recent program he attended that spoke on disproportionate minority contact with youth of color. At this event two teachers from Alexander Elementary discussed what they try to do in their classrooms to improve outcomes for students in the school district. Reports of Staff: Upcoming board and commission training will be held on December 17. It will discuss open meeting laws, public records, and overall board effectiveness. Adiournment: Motion to adjourn at 7:08 PM. The next Commission meeting will be on Tuesday, January 8, 2019. 3 Member Attendance Sheet Member Term Exp. 1/9 1/23 2/28 3/20 3/29 4/17 5/15 6/19 7/17 8/21 9/18 10/16 11/20 Maliabo 1/2021 __________ _________ ---- _---- ________ _______ __------ __________ Present Present Present Present Present Present McGinnis 1/2021 Present Present Present Present Present Present Present Present Present Present Present Present Present Munoz 1/2021 Present Present Present Present Present Present Excused Present Present Excused Excused Present Present Kutzko 1/2020 Excused Present Excused Present I Present Present Excused Present Present I Present Present Excused Present Falk 1/2020 Present Present Present Present Present Present Present Present Present Present Present Present Present Pena 1/2020 Present Present Present Excused Present Present Excused Present Present Present Present Excused Present Coulter 1/2019 Present Present Present Present Present Present Present Present Excused Present Present Present Present Adams 1/2019 Present Present Present Present Present Present Present Present Present Excused Present Present Excused Willis 112019 Present Present Present Excused Present Present Present Present Present Present Present Present Excused + r ui �1 lat • yyrrmr�� CITY Ok IOWA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Human Rights Commission: January 8 Item Number: 4.b. Approved Minutes Human Rights Commission January 8, 2019 Procter and Gamble Room, Mercer Aquatic Center Members Present: Jeff Falk, Cathy McGinnis, Bijou Maliabo, Jessica Ferdig, Barbara Kutzko, Tahuanty Pena, Noemi Ford. Members Absent: Adil Adams, Jonathon Munoz. Staff Present: Stefanie Bowers. Call to Order: The meeting was called to order at 5:31 PM. Approval of November 21, 2018 Meeting Minutes: Kutzko moved to approve the minutes; the motion was seconded by McGinnis. A vote was taken, and the motion passed 6-0. (Maliabo not present). Correspondence: Dr. Martin Luther King Jr. Day will be celebrated on Monday, January 21 from 9 a.m. -1 p.m. at Mercer Aquatic Center. Kutzko has been working with City staff on planning the day's events. The event begins with a Unity March starting at Eastdale Plaza and ending at Mercer Park Aquatic Center. It then continues at Mercer Park with family -friendly volunteer projects, children's activities, performances, and more. Donations of outerwear apparel such as hats, gloves, mittens, scarves and socks will be accepted to benefit area shelters. Kutzko is also moderating a panel at Oaknoll that will discuss memories/takeaways residents have from the Civil Rights Movement. Falk and Maliabo will do a presentation as part of Focus Day at Liberty High School in North Liberty for the national holiday. It will center around Dr. Martin Luther King, Jr.'s oration at the Riverside Church on April 4, 1967. In addition, Maliabo will be providing translation services throughout the day at this event. 2019 Commission Elections: Kutzko moved to elect Pena Chair, and Falk seconded. A vote was taken, and the motion passed 7-0. Falk moved to elect Maliabo Vice Chair, the motion was seconded by Kutzko. A vote was taken, and the motion passed 7-0. Social Justice and Racial Equity Grant: The discussion began with an overview of the grant process for fiscal year 2018. There was also a discussion on the Council requirements for this funding period. They are: 1) the proposal should be a new program; 2) the organization must be principally and physically located in Iowa City; 3) the City cannot be a primary applicant; 4) there is no minimum or maximum amount that must be requested; 5) funding requests cannot be used for operational costs; 6) the grant is not intended to be a continual source of funding. Commissioners next reported on any conflict of interest that they had with grant applicants. Approved Minutes Human Rights Commission January 8, 2019 Procter and Gamble Room, Mercer Aquatic Center Ford is involved in establishing the program at Iowa City Compassion that is based on its grant proposal. McGinnis is in the process of applying for the Board of Directors for the Iowa Harm Reduction Coalition; she also assisted with the University of Iowa's Mood Disorder proposal and may facilitate the program should it be funded. It was decided per City policy that if a Commissioner has a conflict, that Commissioner will not participate in any of the evaluation, discussion or decision making on grants. Commissioners then went over the scoring rubric in terms of evaluating each application. The Commission also discussed whether to allow organizations to present their proposals. It was decided that the Commission would not seek comment from applicants. If a Commissioner has a question on an application that needs to be clarified, staff will reach out to the organization and share the response with the Commission. The Commission also considered whether funding requests could be modified. For example, if an applicant requested $6,000, could the Commission approve only $3000? This will be discussed at the meeting scheduled for January 24 after rankings have been completed. Like in past years, the Commission will convert their numerical scores to a rank of 1-26 with 1 being the highest and 26 the lowest (26 grant submissions were received for fiscal year 2019). The ranking would then be averaged among all Commissioners and divided by the number of Commissioners participating in the process. Staff will send out an editable worksheet for Commissioners to use for their scoring and ranking. When the Commission rankings are completed there should be intentional thought on: whether the top ranked proposals represent diversity within populations; whether the proposal is a desire or wish as compared to a concrete plan; whether there is specific data that supports the need for the proposal; and whether the proposal differs from what the organization does as part of its daily activities. The Commission decided not to meet on its regularly scheduled day of Tuesday, January 15 and instead meet the week of January 21. At that meeting the Commission will focus on the top tier scores, discuss specific funding, and allow for a Commissioner to make a case for a proposal that scored low, if so inclined. Adjournment: Motion to adjourn at 6:35 PM. 2 Member Attendance Sheet KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting --- = Not a Member + r ui �1 lat • yyrrmr�� CITY Ok 10WA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Library Board of Trustees: October 30 Item Number: 4.c. a�� IOWA CITY LW ,T1 PUBLIC LIBRARY YA123 S. Linn St. • Iowa City, IA 52240 W rr-za Susan Crafq. naw 319.3565200• rex 319.35&5494• wwwkpl,org BOARD OF TRUSTEES Minutes of the Special Meeting October 30, 2018 11:30 am FINAL APPROVED Members Present: Diane Baker, Wesley Beary, Kellee Forkenbrock (in at 11:41 am, out at 11:45 am), Carol Kirsch, Robin Paetzold, Jay Semel. Members Absent: John Beasley, Janet Freeman, Monique Washington. Staff Present: Susan Craig (in at 3:05 pm), Anne Mangano, Jason Paulios. City Staff Present: Eric Goers, Karen Jennings. Guests Present: Dan Bradbury, Jobeth Bradbury. Call Meeting to Order. President Paetzold called the meeting to order at 11:36 am. Public Discussion. None. Items for Discussion/Action. Director Candidate Interview Process. A motion to close the meeting for the purposes of Executive Session to interview Library Director candidates was made by Semel and seconded by Baker. Voice vote aye by all present, 6/0. Meeting closed at 11:40 am. Adjournment. A motion to adjourn the Executive Session was made by Kirsch and seconded by Semel. Motion carried 6/0. President Paetzold adjourned the meeting at 4:34 pm. Respectfully submitted, Elyse Miller Item Number: 4.d. + r ui �1 lat • yyrrmr�� CITY Ok 10WA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Library Board of Trustees: October 30 (#2) ` IOWA CITY PUBLIC LIBRARY 123 S. Linn St.. Iowa City, IA 52240 a—,Ta Susan Craig • maw 319-356-5200 • rex 319-356-5494-w w.icpl.org BOARD OF TRUSTEES Minutes of the Special Meeting October 30, 2018 FINAL APPROVED 5:00 pm Members Present: Diane Baker, Wesley Beary, John Beasley (in at 5:06 pm), Janet Freeman, Kellee Forkenbrock, Carol Kirsch, Robin Paetzold, Jay Semel, Monique Washington. Members Absent: None. Staff Present: Susan Craig, Anne Mangano, Jason Paulios. City Staff Present: Eric Goers. Guests Present: Dan Bradbury, Jobeth Bradbury. Call Meeting to Order. President Paetzold called the meeting to order at 5:01 pm. Public Discussion. None. Items for Discussion/Action. Director Candidate Interview Process. A motion to close the meeting for the purposes of Executive Session was made by Washington and seconded by Forkenbrock. Voice vote aye by all present, 8/0. Meeting closed at 5:02 pm. Adjournment. A motion to adjourn the Executive Session was made by Semel and seconded by Kirsch. Motion carried 9/0. President Paetzold adjourned the meeting at 5:37 pm. Respectfully submitted, Elyse Miller Item Number: 4.e. + r ui �1 lat • yyrrmr�� CITY Ok IOWA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Library Board of Trustees: November 15 a�t IOWA CITY IPUBLIC LIBRARY ,#Alll,Flwk 123 S. Linn St. • Iowa City, IA 52240 rot— Susan Craig • rte[ 319-356-5200 • rex 319-356-5494 • www.icpl.org BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED November 15, 2018 Members Present: Diane Baker, Wesley Beary, John Beasley, Janet Freeman, Carol Kirsch, Robin Paetzold. Members Absent: Kellee Forkenbrock, Jay Semel. Monique Washington Staff Present: Paul Bethke, Todd Brown, Terri Byers, Maeve Clark, Karen Corbin, Susan Craig, Tyler Dryg, Melody Dworak, Meredith Hines-Dochterman, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Romona Murrell, Brent Palmer, Jason Paulios, Angela Pilkington, Morgan Reeves, Shawna Riggins, Candice Smith. Guests Present: Aimee Breaux, Press -Citizen, Josh Sulser. Call Meeting to Order. President Paetzold called the meeting to order at 5:03 pm. Public Discussion. None. Approval of Minutes. The minutes of the October 25, 2018 Regular Meeting of the Library Board of Trustees were reviewed. A motion to approve the Regular Minutes was made by Kirsch and seconded by Baker. Motion carried 6/0. The minutes of the 11:30 am, October 30, 2018 Special Meeting of the Library Board of Trustees were reviewed. A motion to approve the Special Minutes was made by Freeman and seconded by Kirsch. Motion carried 6/0. The minutes of the 5:00 pm, October 30, 2018 Special Meeting of the Library Board of Trustees were reviewed. A motion to approve the Special Minutes was made by Freeman and seconded by Beary. Motion carried 6/0. Items for Discussion/Action. Director Announcement. Paetzold described the extensive process that sought candidates from throughout the nation through the consultant firm Bradbury Miller Associates. Feedback was sought from everyone who participated in the process. The Board unanimously selected Elsworth Carman as the next Library Director. His salary will be $117,000 and his appointment begins on January 2, 2019. A motion to approve the selection of Elsworth Carman as the new Library Director was made by Paetzold and seconded by Kirsch. Baker said it was a long process and believes Paetzold did a great job leading the search process. Motion carried 6/0. New Administrative/Confidential Staff Benefit: Family and Parental Leave. Craig said the Iowa City City Council voted and approved this benefit for City Confidential/Administration staff. The Library Board of Trustees needs to approve this benefit for Library Administrative/Confidential staff. The union will need to bring this up in their negotiations with the City if they are interested in negotiating this benefit. Freeman asked about confidential employees. Craig said staff whose jobs have access to restricted information are confidential employees, for example, Human Resources employees. Beary gave an example of ways this benefit can be flexed so that all of the time does not need to be taken at once. Freeman asked if this is the first time the City has offered leave like this. Craig said FMLA, a federally mandated leave is in place, but this is the first time the City is offering paid parental leave. The City is making a financial commitment said Craig, to help the City be more competitive and attractive to potential employees. A motion to approve the Family & Parental benefit was made by Beary and seconded by Baker. Motion carried 6/0. Policy Review: 103: Membership in Community & Professional Organizations. This is a regularly scheduled policy review. No changes were recommended. Approve Memo of Understanding with the Iowa City UNESCO City of Literature. Baker asked if we have to come up with an in-kind donation figure for our budget; Craig said Kenyon does this. Paetzold asked if we provide their equipment. Craig said we provide it and replace it when needed. Freeman asked if their space needs have changed; Craig said it has remained stable. A motion to approve the Memo of Understanding was made by Freeman and seconded by Kirsch. Motion carried 5/0, 1 abstention (Beasley). Staff Reports. Director's Report. Craig had a budget meeting today at 2:30 with Finance Director and Assistant City Manager. The Finance Director will talk with the City Manager about the bigger items; for the Library including the proposed elimination of fines on children's materials. We may know by the December Board meeting if this is approved. The downstairs remodel will hopefully be done in the next week or so. Departmental Reports: Adult Services. Clark mentioned the Inservice Day postcard and encouraged Board members to attend as much of the day as they can. Community & Access Services. Clark and Logsden explained the Dream Center in response to a question by Freeman. Paetzold asked about why the Bookmobile is not going to Grant Wood. Logsden said we have tried many different ways of attracting people from Grant Wood onto the Bookmobile, but it has been unsuccessful so far. Paetzold asked if we gave this enough time. Logsden believes we have done as much as we can. On a happier note, having the Bookmobile go to Hills Elementary is a great change. Also on a happier note, Logsden said Alexander Elementary children are coming to the Bookmobile now, too. Development Office Report. McCarthy asked for Board members to let her know if they don't receive a copy of the Window at home. Sunday, December 2, 2018 we will be saluting Susan Craig in Meeting Room A. The Arts & Crafts Bazaar fundraiser is on Saturday, December 8, 2018. McCarthy noted the many creative people in our community. Baker asked if using the envelope in the Window is different 2 than an online donation. McCarthy said it is just an alternative way for people to donate. Paetzold thanked McCarthy for the Book Gala event. McCarthy said they presented a Certificate of Appreciation to Prairie Lights in honor of the 25th anniversary of this event. Spotlight on the Collection. No comments. President's Report. Paetzold thanked everyone who worked on the Director Search process including staff members Paulios and Mangano, who served on the Search Committee. She recognized that the process was difficult for staff, the Board, and Craig. Paetzold will put together a transition committee in the next few weeks. Contact Paetzold if you are interested in participating on the committee. Announcements from Members. Freeman said the Paetzold, the Chair of the Director Search Committee, took great care of the whole process. She kept everyone informed and was detail oriented. Kirsch and Baker echoed the comment. Freeman mentioned the great article in Little Village about Susan Craig. Also in the Little Village was an item about a collaboration between the Friends Foundation Board (FFB) and one of our long-standing partners, Hands Jewelers. If you give a gift to the Friends Foundation, you will receive a discount at Hands Jewelers, said McCarthy. Committee Reports. Foundation Members. Baker said the Friends Foundation Board met yesterday. The calendar was discussed and the membership job description was approved. The FFB brainstormed ideas to welcome the new Library Director. McCarthy thanked Board members for handwriting notes on donation letters. Director Search Committee. The candidate was announced earlier in the meeting. Paulios said he and Mangano will talk with staff tomorrow morning at a staff meeting. Communications. None. Disbursements. The MasterCard expenditures for October, 2018 were reviewed. A motion to approve the disbursements for October, 2018 was made by Kirsch and seconded by Baker. Motion carried 6/0. President Paetzold presented some changes to the Library Board calendar: Move Library Accreditation to May, 2019 Move Appoint Committee to evaluate Director to May or June, 2019. Move Director evaluation to July, 2019. Set Agenda Order for December Meeting. Finance policy. Paetzold asked if Board members wanted to learn more about the use of NARCANO (Naloxone), a drug that can reverse the effects of an opioid overdose. There were no other Board members interested at this time. Adjournment. A motion to adjourn the meeting was made by Freeman and seconded by Kirsch. Motion carried 6/0. President Paetzold closed the meeting at 6:05 pm. Respectfully submitted, Elyse Miller Board or Commission:1CPL Board of Trustees ATTENDANCE RECORD 12 Month KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting MeetingDate Name Term Expiration 12/21/17 1/25/18 2/22/18 3/22/18 4/26/18 5/24/18 6/28/18 7/26/18 8/23/18 9/27/18 10/25/18 11/15/18 Diane Baker 6/30/19 x x O O/E x x x x x x x x Wesley Beary 6/30/21 Not on Board x x x x John Beasley 6/30/21 o x x x x x x x x x x x Kellee Forkenbrock 6130/23 x X x x X O/E X X O/E x X O/E Janet Freeman 6/30/19 X O/E X X x x O/E O/E x x O/E x Adam Ingersoll 7/30/18 O/E X O/E X x X X X Off Board Carol Kirsch 6/30/23 X O/E X X x x x O/E x x x x Robin Paetzold 6/30/23 X X X O/E X X x x x x x x Jay Semel 6/30/19 X X X X x x x x x x x O/E Monique Washington 6/30/21 O x X x x O o x O/E x x O KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting Item Number: 41. + r ui �1 lat • yyrrmr�� CITY Ok IOWA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Library Board of Trustees: December 20 is IOWA CITY lF.,WPUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 omcc.oa Susan Craig • r— 319-356-5200 • — 319-3565494 -w Jcpl.org BOARD OF TRUSTEES Minutes of the Regular Meeting December 20, 2018 FINAL APPROVED Members Present: Diane Baker, Wesley Beary, John Beasley, Kellee Forkenbrock (by phone), Janet Freeman, Carol Kirsch, Robin Paetzold, Jay Semel, Monique Washington (in at 5:21). Members Absent: None. Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Patty McCarthy, Elyse Miller, Brent Palmer, Jason Paulios, Angela Pilkington. Guests Present: None. Call Meeting to Order. President Paetzold called the meeting to order at 5:05 pm. Public Discussion. Terri Byers on behalf of Local 183 thanked Susan Craig for her years of service. Approval of Minutes. The minutes of the November 15, 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 Beary. Motion carried 8/0. Items for Discussion/Action. Policy Review: 401: Finance Policy. Craig said this regularly scheduled policy review had few substantive changes. If the City Council approves the fine free children's materials, lost and damaged funds will come into the operating budget, which is clarified under 401.6B. The policy also describes the arrangement for shared services with Coralville Public Library and North Liberty Community Library. Freeman asked about the President and Secretary signing the disbursements each month and Beasley wondered about this and whether the entire Board needs to approve the disbursements. Craig said we will get clarification of the language in the section about the Board approving all disbursements. Beasley suggested changing the language of lost and damaged funds being "moved" to being "deposited." A motion to approve the policy with the changes suggested by staff and changing the word "moved" to "deposited" as suggested by Board members was made by Beasley and seconded by Baker with the understanding that after consultation with the City Attorney's office we may revisit the policy. Motion carried 9/0. Staff Reports. Director's Report. Craig, Mangano, and Carman met during this week to discuss the budget. Craig is confident Mangano and Carman will do a fine job at the upcoming Saturday budget meeting with City Council. The State accreditation application is due at the end of February. Craig encouraged everyone to attend the great holiday programs during the week. Craig said that all of the Library Boards she has worked with have been fabulous. She appreciates how much our Board members stand up for the library and support what we do and show what is important for public library service in Iowa City. Kirsch said when she moved here from Purdue University she was surprised at how integrated the university and community are because of the library and the downtown. Departmental Reports: Children's Services. No comments. Collection Services. Paetzold asked about the Kanopy service. Craig said we are just beginning to evaluate the streaming movie service. IT. No comments. Development Office. Every Wednesday during January, Pagliai's will sponsor Eat out to Read. The Arts & Crafts Bazaar raised nearly $8,000 this year. The end of the year fundraising is ahead of last year. A couple of new and returning users have found their way (back) to the library by visiting the Bookmobile. Spotlight on the Collection. No comments. Miscellaneous. No comments. President's Report. Paetzold thanked everyone who came to Inservice Day. She appreciated that Elsworth Carman was able to be there and introduce himself. There are a couple of transition teams and Paetzold thanked staff for taking on extra work. The managers have a transition schedule for Carman. The Transition team includes Paetzold, Beary, Kirsch, Mangano, and Paulios. Paetzold anticipates the committee will last for up to 3 or so months. Paetzold said it has been identified that a legacy director is often a set up for failure for the new director and the Transition team will work to make sure this doesn't happen here. Paetzold said Iowa City's relationship to the library is all down to Craig. She is a role model for all of us. Announcements from Members. Freeman was surprised at how much she liked working with Craig. Kirsch appreciated Craig's steady, reliable, and articulate ways. Craig said she learned from great people. Committee Reports. Foundation Members. No meeting. Communications. Semel shared the NY Times full page, full color ad from the NY Public Library. Disbursements. The MasterCard expenditures for November, 2018 were reviewed. A motion to approve the disbursements for November, 2018 was made by Semel and seconded by Kirsch. Motion carried 9/0. Set Agenda Order for January Meeting. Statistics 6 month 6 month strategic plan update Adjournment. A motion to adjourn the meeting was made by Baker and seconded by Freeman. Motion carried 9/0. President Paetzold closed the meeting at 6:02 pm. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD 12 Month KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting MeetingDate Name Termation 2/22/18 3/22/18 4/26/18 5/24/1 6/28/18 7/26/18 8/23/18 9/27/18 10/25/18 11/15/18 12/20/18 01/24/19 Diane Baker 6/30/19 o O/E x x x x x x x x x O Wesley Beary 6/30/21 Not on Board x X X X X O/E John Beasley 6/30/21 x x x x x x x x x x x x Kellee Forkenbrock 6/30/23 x x x O/E x x O/E x x O/E x x Janet Freeman 6/30/19 X X X X O/E O/E x X O/E X X O/E Adam Ingersoll 7/30/18 X O/E X x x x x Off Board Carol Kirsch 6/30/23 X X x x x O/E X X x x x x Robin Paetzold 6/30/23 X O/E x x x X x x x x X X Jay Semel 6/30/19 X X x x x x x x x O/E X x Monique Washington 6/30/21 X x x O O x O/E x x o x x KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting Item Number: 4.g. + r ui �1 lat • yyrrmr�� CITY Ok IOWA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Public Art Advisory Committee: December 6 FINAL MINUTES PUBLIC ART ADVISORY COMMITTEE DECEMBER 6, 2018 — 3:30 PM LOBBY CONFERENCE ROOM — CITY HALL MEMBERS PRESENT: Tam Bodkin Bryk, Vero Rose Smith, Steve Miller, Ron Knoche, Juli Seydell Johnson, Andrea Truitt NOT PRESENT: Wendy Brown STAFF PRESENT: Marcia Bollinger, Morgan Musselman PUBLIC PRESENT: Thomas Agran, Eddie Boyken WELCOME TO NEW MEMBERS: ANDREA TRUITT AND EDDIE BOYKEN The Committee introduced themselves to and welcomed the new members Andrea Truitt and Eddie Boyken. Andrea Truitt is the Volunteer and Community Relations Manager for Summer of the Arts. Eddie Boyken is a recent college graduate and has been a resident of Iowa City for 31 years. FAREWELL TO TAM BODKIN BYRK Marcia Bollinger presented Tam Bodkin Bryk with a certificate of recognition to thank her for her participation on the Public Art Advisory Committee. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA There was no public discussion of items not on the agenda. CONSIDERATION OF MINUTES OF THE NOVEMBER 1, 2018 MEETING Juli Sydell Johnson moved to approve the November 1, 2018 meeting minutes. Ron Knoche seconded. Motion passed unanimously. DISCUSSION RELATED TO FUNDING OF PUBLIC ART PROGRAM Steve Miller informed the Committee that he had spoken to Marcia Bollinger about the history of the Public Art Program and its funding. Miller stated that the funding has fluctuated from $100,000 when it first began to $6,000 and now to this fiscal year's allotment of $25,000. Miller told the Committee there are different ways they could ask to increase the Public Art Program's budget, but they must first address the program's strategic plan and the question of why they want the budget to be increased. Miller presented the Committee with a draft of a strategic plan from six years ago that was developed by a subcommittee of the Public Art Advisory Committee. To provide background information, Bollinger presented the Committee with a 2012 memo of a proposal for funding FY14 Public Art Program through Hotel and Motel tax revenue. Tam Bodkin Bryk stated that she remembers the Committee discussing this proposal because the Riverfront Crossings District was under development and the Committee wanted adequate funding for new public art installations in that district. Bollinger noted that the program's increase in funding following this proposal was ultimately not provided through use of the Hotel/Motel Tax. Miller stated that he thinks the Committee should draft a strategic plan and collaborate with the Downtown District on what the Committee supports as a source of funding, whether it's Hotel/Motel Tax or a percent out of construction projects, or other possibilities. Thomas Agran asked Juli Seydell Johnson what the restrictions on funding through the Hotel/Motel tax are for Parks and Recreation. Seydell Johnson replied that it goes into the Mercer/Scanlon budget to help with ballfield and swimming pool maintenance because when tournaments are hosted there, out of town teams stay at local hotels. Seydell Johnson stated that whatever Parks and Recreation uses the funding for has to be connected to generating more hotel stays. Seydell Johnson stated that she does not know of any formal restrictions, but that is how the Iowa City Parks and Recreation Department uses the funds. Bollinger stated that she is also gathering information as to how the Hotel/Motel tax is regulated and allocated. Bollinger distributed a list of potential public art projects for the future that consists of a number of ideas that the Committee has discussed in the past. Bollinger stated that the Hotel/Motel tax is used by public art programs in many cities including San Antonio and San Diego, and that Phoenix uses state lottery revenue. Miller asked if the City had given Bollinger a reason for not approving the proposal to use some of the Hotel/Motel tax to fund the Public Art Program. Bollinger stated that the City had not given the Committee a yes or no, but had observed that the program could use more funding and raised program's budget to $15,000. Miller asked Seydell Johnson how stable the amount received through the Hotel/Motel tax is. Seydell Johnson replied that she believes the amount the Parks Department receives each year is fairly stable. Seydell Johnson stated that she thinks the first step is to determine how much the Committee needs based on projects they want to pursue and ask for that amount in the budget process, and let the specifics of where the money comes from be worked out as a result. Agran noted that this is a project he has been working on individually and that he understands that right now is a good time to ask for money because the City is doing its budgeting. Agran stated that he believes there is no wrong time to ask for more money or to advocate for new projects. Agran stated that there are other neighboring communities that have public art programs whose funding comes from 1 % to 2% of the respective city's capital construction costs, so there is a lot of precedent for this policy, including programs that have adopted it without a strategic plan, or with a strategic plan as a contingency. Agran noted that if the Public Art Program wanted to get a $100,000 budget, which would be lower than what they used to receive, it would be about a third of a percent. Agran stated that he thinks it makes sense for the Committee to make a clear ask for more funding based on general goals that align with the City's general goals, versus individual projects, as related to the health of neighborhoods and equity in how money is spent, etc., and that he thinks the Committee could do so by suggesting a tiered approach. Agran stated that he encourages the Committee to draft a proposal to submit to Council at any time. Agran stated that Iowa is number 41 in the lowest state spending on art and that there are a lot of compelling political reasons that Iowa City should be a leader in prioritizing public art in the state. Ron Knoche stated that the City does provide a lot of support to the arts in Iowa City outside of the money that is specifically allocated to the Public Art Program, and that he thinks the Committee needs to remain aware of the funding that goes on outside of the funds the Committee has specific control over. Vero Rose Smith asked if it would be more advantageous to talk about increasing public art funds through the Committee as supporting other economic development initiatives that the City has undertaken. Seydell Johnson stated that she would also add community engagement initiatives to that. Bollinger stated that the budget public hearings process begins in January and that would be the time to propose an increase in funding. She agreed that it is important to bring it up to Council, and state that the Committee will get back to Council with specifics at a later date. Bollinger suggested creating a subcommittee. Miller motioned to form a subcommittee to discuss increasing the Public Art Program's funding and develop a proposal to be considered by City Council. Rose Smith seconded. Motion passed unanimously. Miller, Smith and Boyken agreed to participate on the subcommittee. UPDATE ON CITY HALL LOBBY ART PROJECT Bollinger stated that the subcommittee selected one of Tim Adams' proposed designs, which features the woodlands effect, as a general starting point, because they liked the finish and the simplicity. Bollinger stated that Adams was initially simulating a birch tree in the proposal, but because birch is not native to Iowa, he then suggested shagbark hickory which is a native tree. Bollinger stated that the subcommittee had also talked about how to incorporate a connection to Iowa City in the piece and that they have decided to use the tree design to replicate the population growth of Iowa City from the 1850s to today. Rose Smith stated that the piece will have feature sections of metal that peel back to mimic the appearance of shagbark hickory. Bollinger stated that the piece will feature a forest that begins with smaller trees that then transition into larger, more mature trees to reflect the diversity and population growth of Iowa City. Bollinger asked the Committee if they had any suggestions, ideas, or general comments. Bodkin Bryk asked if Adams is excited about the project. Bollinger responded that he is excited and that he has been very easy to work with and supports all of the suggestions that have been provided. Bodkin Bryk asked if the initial proposed timeline is still in place. Bollinger responded that Adams will be attending the January meeting to present the final design and respond to questions. Once the design is finalized, there will be a six-week production period and then he will install it at the end of March. Rose Smith stated that Adams has been very easy to work with, that she is confident the timeline is feasible, and that Adams has been very receptive to feedback and suggestions as well, both in terms of aesthetics and ideas as well as practical considerations. Bollinger stated that Kumi Morris had a conversation with her son in which he mentioned that the Japanese term "Komorebi" describes the way sunlight filters through trees, and that this could be the title of the finished piece. Bollinger stated that they had also discussed using colored lighting, and that blue was suggested due to how it matches the aesthetics in the lobby. The committee discuss various lighting color options. Bollinger stated that the Committee will be receiving more information on this project during the next meeting in January. UPDATE ON SNELSON SCULPTURE RELOCATION Seydell Johnson stated that they are continuing to move forward with the traffic circle design and that they have experimented with up lighting for the sculpture. Seydell Johnson stated that they had a few other concepts involving more hardscaping around the sculpture, but that the budget doesn't allow that, and that she prefers the green around the sculpture anyway. Miller asked if the sculpture could be lowered. Seydell Johnson stated that the Summerwill's and Paul's who are invested in the relocation of the sculpture are adamant that it be high because much of Snelson's work is suspended, as well as to avoid interference with the sculpture. Bollinger showed the Committee photos from the experimentation with lighting for the sculpture. Bollinger stated that they will use white light. Seydell Johnson stated that the park is currently open but that they are planning on having the grand opening in late July. COMMITTEE ANNOUNCEMENTS OR REPORTS There were no committee announcements or reports. STAFF REPORTS Bollinger stated that an online submission process has been put in place for Poetry in Public this year. Bodkin Bryk asked if Bollinger will also be allowing physical submissions in addition to online ones. Bollinger replied that is a printable version that will allow participants to write out their poems if they prefer that format. ADJOURNMENT Knoche motioned to adjourn. Miller seconded. Meeting adjourned at 4:25 pm. Public Art Advisory Committee Attendance Record 2018 Key: X = Present O = Absent O/E = Absent/Excused -- = Not a member Term 4/5 5/3 6/7 7/12 8/2 9/6 10/4 11/1 12/6 Name Expires Bodkin Bryk, x x x x x O/E O/E x x Tam 01/01/19 Brown, Wendy 01/01/20 x x x x x x x x 0/E Erin Fitzgerald 01/01/20 x x x x x x x -- -- Knoche, Ron x x x x x x x x x Seydell- Johnson, Juli x x x x x x x x x Vero Rose Smith 01/01/21 x x O/E x O/E x x x x Steve Miller 02/01/21 x x O/E x x x x x x Andrea Truitt 101/01/22 -- -- -- -- -- -- -- -- x Key: X = Present O = Absent O/E = Absent/Excused -- = Not a member Item Number: 4.h. + r ui �1 lat • yyrrmr�� CITY Ok IOWA CITY www.icgov.org February 5, 2019 ATTACHMENTS: Description Senior Center Commission: November 15 Approved Minutes November 15, 2018 MINUTES SENIOR CENTER COMMISSION November 15, 2018 ROOM 205, IOWA CITYIJOHNSON COUNTY SENIOR CENTER Members Present: Kenn Bowen, Cheryll Clamon, Lorraine Dorfman, Zach Goldsmith, Margaret Reese, Hiram Webber Members Absent: Scott Finlayson Staff Present: LaTasha DeLoach, Kristin Kromray 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 OCTOBER 18. 2018 MEETING: Motion: To accept the minutes from the October 18, 2018 with amendments. Motion carried on a vote of 610. Goldsmith/Dorfman PUBLIC DISCUSSION: None. COMMISSION ASSIGNMENTS: Webber will attend an upcoming City Council meeting. Bowen will attend a Board of Supervisors meeting during the first part of the year. OPERATIONAL OVERVIEW: DeLoach reported Friends of The Center has enough board members for a quorum. She is continuing to work on getting more people on the board to provide some meeting flexibility. Approved Minutes November 15, 2018 DeLoach will go over the FY20 budget request with City Council in January. The FY20 budget and FY19 amendments will be finalized in March. Originally DeLoach had requested 1.28 million in capital improvement projects over the next 5 years. After being reviewed by finance that has been reduced to $600,000. The majority of that funding is currently placed in 2021 for the lobby and kitchen. DeLoach plans on looking at potential grants to bolster the CIP request. Bowen requested when the kitchen redesign is occurring input from various people who have kitchen experience be sought. The Senior Center received a donation of hearing assistive devices for the Assembly Room earlier this year. Integrating these devices into the existing AV set up will require additional components to the AV equipment. Staff is working on getting bids for this work. The Senior Center pantry plan is moving forward. The idea is to have nonperishable items and personal hygiene items people can bring and take with them. The 1 st floor water fountain has been installed. The installation required more infrastructure work than originally thought. The water fountain and the additional work was provided through a grant from Delta Dental. DeLoach has hired Jessi Simon to be the Senior Center's half time Development Specialist. She will be starting next week. She has worked at the University of Iowa Center for Advancement, IC Moms Blog, as well as the Alzheimer's Association. The program and membership committee chairs will be invited to the next Commission meeting. Kromray reported the Membership Committee will be hosting a Newcomers Breakfast on December 12tH The membership and volunteer appreciation events were well received by those who attended. There are many upcoming concerts scheduled for the beginning of December. COMMISSION DISCUSSION: Dorfman reported she reapplied for a seat on the Commission. The Commission discussed the WWII memorial block. Ideas include placing the block at the veteran's trail or the veteran's area outside of the Johnson County Administration building. DeLoach is going to check to see if there are any guidelines from the City regarding placing the block on the Senior Center's property - 2 Approved Minutes November 15, 2018 Bowen noted the City is moving towards more green energy and mentioned the County's push for home solar with incentives earlier this year. He inquired if it was possible to put solar on the roof of the Senior Center. Cost and feasibility were discussed. Kromray noted that Mid -American is working towards a goal of being 100% renewable energy. The City also has an extensive climate action plan that they are working on implementing. Motion: To Adjourn. Motion carried on a vote of 6/0. GoldsmithMebber 3 Approved Minutes November 15, 2018 Senior Center Commission Attendance Record Name Term Expires 12/14/17 1/18/18 2/16/18 3/15/18 4/19/18 5/17/18 6/21/18 7/19/18 8/16/18 9/20/18 10/18/18 11/15/18 Kenn Bowen 12/31/20 X X X N/M X X X X X NM X X Cheryll Clamon 12/31/18 X X O/E N/M X X O/E X X NM X X Lorraine Dorfman 12/31/19 X X X N/M X X X X O/E NM X X Robert (Scott) Finlayson 12/31/20 -- -- -- -- X X O/E X X NM X O/E Zach Goldsmith 12131(21 -- -- -- -- -- -- -- -- -- -- X X Mark Holbrook 12/31/18 X -- -- -- -- -- -- -- -- - - -- Kathy Mitchell 12/31/19 X X X N/M X X X -- -- - -- -- Margaret Reese 12/31/17 O/E X X N/M X X X X X NM X X Hiram (Rick) Webber 12/31/20 X O/E X N/M X X X X X NM X X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member