Loading...
HomeMy WebLinkAbout~Master - Packet of Communications to Council dated January 29, 2026 City Manager’s Office 515.239.5105 main 515 Clark Ave. P.O. Box 811 515.239.5142 fax Ames, IA 50010 www.CityofAmes.org MEMO To: Mayor and City Council From: Jeramy Neefus, Principal Clerk Date: January 29, 2026 Subject: Packet of Communications to Council Listed below are the communications to the City Council known to staff as of January 29, 2026: 1. Moses A. Ward, Ames NAACP Branch President – January 22, 2026 RE: Sponsorship of the 2026 Freedom Fund Banquet 2. John A. Haila, Mayor – January 29, 2026 RE: Boards and Commissions Recruitment Information Referral NATIONAL ASSOCIATION FOR THE ADVANCEMENT OF COLORED PEOPLE Ames Branch #4120 – P.O. Box 529 – Ames, Iowa 50010 2025 Annual Freedom Fund Thursday, February 20, 2025 Registration and Social 5:30 p.m. Dinner-6:30 p.m. January 22, 2026 Mayor and Ames City Council Ames, IA 50010 Greetings Mayor and City Council, As we enter a new year, we know that the Ames Branch of the NAACP must continue to lead the work, ensuring that all community members can contribute and are valued. Now more than ever, we must lead, listen, partner, provide tools and resources, and sponsor meaningful programming with community organizations and local governments. To ensure this work continues locally, we invite you to attend our 2026 Freedom Fund Banquet, which is scheduled for Thursday, February 19th, at the Gateway Hotel. Registration and a social hour begin at 5:30 p.m., and the program and dinner begin at 6:30 p.m. The theme of our 2026 event is "Our Mission Continues...” highlights the ongoing importance of the NAACP's Enduring Commitments to issues such as Civil Rights, Social Justice, Health and Well-Being, and more. To help us continue to address the barriers to this critical work, this year we invite you to a unique Black History Month cultural experience. The Langston Hughes Players of Des Moines, as well as other regional artists, will deliver special performances, and the time will include the opportunity to connect with banquet attendees through guided, meaningful conversation. We are excited about what this creative cultural program can do to enhance and expand our community's efforts to engage more with all of our members. As a corporate sponsor, the City of Ames's footprint will be recognized for its continued support and commitment to the betterment of the community of Ames/Story County. The 2026 sponsorship levels are attached for your consideration. We hope we can again count on your support for this event. We want to thank the City of Ames in advance for considering this partnership and sponsorship opportunity. We look forward to hearing from you soon. Registration is now open, please visit our website at www.amesianaacp.org. If you have any questions or need additional information, contact our Freedom Committee Chair, Vanessa Baker- Latimer, at ffbames@gmail.com. Kindest Regards, Moses A. Ward, President, Ames NAACP Branch 2026 Freedom Fund Event Committee: Vanessa Baker-Latimer-Chair; Anita Rollins, Timothy L. Gartin, Bob Kindred, and Ericka Eregbu; -Co-Chairs Ames Branch NAACP Freedom Fund Event Thursday, February 19, 2026 Gateway Hotel and Conference Center, Ames, Iowa Social 5:30 p.m.-6:30 p.m. Program 6:30 p.m. to 8:30 p.m. 2026 Corporate Sponsorship Levels and Benefits Diamond Sponsor: $5,000 • 20 guests at the In-Person Event (10 per table) • 20 one-year NAACP memberships* • Logo recognition as Diamond Sponsor during the program • Verbal recognition during the program • Logo and link placement on the NAACP Ames website for one year • Recognition Plaque • Opportunity for 1–4-minute “live or pre-recorded” message during the event. Platinum Sponsor: $3,500 • 16 guests at the In-Person Event (8 per table) • 16 one-year NAACP memberships* • Logo recognition as Platinum Sponsor during the event program • Verbal recognition during the program • Opportunity for 1–3 minute “live or pre-recorded” message during the event. • Logo and link placement on the NAACP Ames Website for the program year Silver Sponsor: $2,500 • 10 guests at the In-Person Event (10 per table) • 10 one-year NAACP memberships* • Logo recognition as Silver Sponsor during the program • 1–2-minute pre-recorded message during the event • Verbal recognition during the program • Logo placement on the NAACP Ames Website for the program year Bronze Sponsor: $1,500.00 • 8 guests at the In-Person Event (8 per table) • 8 one-year NAACP memberships* • Logo recognition as Bronze Sponsor during the program • Recognition as a Bronze Sponsor on our website for one year Sustaining Sponsor/Faith-Based: $650.00 • 5 guests at the In-Person Event (5 per table) • 5 one-year NAACP memberships*) • Recognition as a Sustaining Sponsor on our website for one year Individual Tickets: $175 *Each Membership also includes a one-year membership to the NAACP MEMO Office of the Mayor 515.239.5105 main 515 Clark Ave 515.239.5142 fax Ames, IA 50010 www.CityOfAmes.org To: Members of the City Council From: John A. Haila, Mayor Date: January 29, 2026 Subject: Boards and Commissions Recruitment Information Referral On March 11, 2025, the City Council requested a memo about boards and commissions recruitment, including data about applications and reappointments, information about term lengths and limits, and recommendations on steps to encourage resident participation. Overview The City of Ames currently has 18 boards and commissions with 112 members. The standard term length is three years, and appointees are usually limited to serving two full terms. The last comprehensive review of boards and commission term lengths and limits was conducted in 2008 (ORD 3940). Attachment A provides an overview of information about each board and commission. Note: At the time the referral was made, there were 20 boards and commissions with 127 members. On April 8, 2025, the City Council abolished the Campus and Community Commission after a long period of inactivity. On July 8, 2025, the City Council adopted Ordinance No. 4563 repealing the Ames Resident Police Advisory Committee to comply with a new state law regarding citizen review boards of police. Recruitment Process An annual recruitment cycle takes place each year in January. Standard advertising efforts include sharing about upcoming vacancies in CitySide, press releases, e-notifications, social media, local radio, and the City website. The application form offers the opportunity to apply and rank preference for up to three boards or commissions. In February, the Mayor reviews the applications, consults with staff liaisons, and on occasion interviews some applicants. In early March, the Mayor’s recommended appointments go to the City Council for 2 approval. Those appointed are notified and invited to a general orientation session, which is often supplemented with board-specific orientations. Most terms begin April 1. A new state requirement mandates that newly-appointed board or commission members must take an online training session on the topic of open meetings law offered by the Iowa Public Information Board. In addition to standard advertising efforts, staff has implemented new techniques in the past two years to encourage individuals to apply to serve on boards and commissions. First, staff conducted targeted outreach in efforts to fill vacancies for specialized positions. There are several boards, mostly boards of appeal, that require specific qualifications for positions. These vacancies have been more difficult to fill using standard advertising strategies. Creative outreach targeting the populations qualified to fill the positions has met with some success. For example, a position for a master plumber had been vacant on the Building Board of Appeal for some time. Staff requested data from Inspections on who pulled plumbing permits. After narrowing the data set to businesses based in Ames, staff emailed the businesses about the volunteer opportunity on the board. Soon after, a qualified candidate applied for the position and was appointed. In the same vein, a position on the Property Maintenance Appeals Board reserved for a student tenant was vacant for some time. Staff included a blurb about the position and link to the application in Iowa State University’s newsletter for off-campus students. Soon after, a student tenant applied and was appointed. Second, email outreach has extended beyond e-notifications. Additional emails have been sent to a list of local organizations who are invited to the annual Town Budget Meeting. Staff also took advantage of Engagement Coordinator Casandra Eames’ networking efforts, sending information about volunteering on boards and commissions to individuals and groups that Coordinator Eames has connected with in the course of community outreach efforts. Third, staff began sending a poster with a QR code linking to the app lication website along for some outreach events during recruitment periods. For example, the QR code was displayed at an outreach event at Iowa State University and at a community event organized by the Ames Human Relations Commission. Both efforts generated new applications. Staff will continue exploring innovative methods to promote volunteering for boards and commissions. Selection Process While new applications are solicited in January, staff reaches out to the staff liaison for each board with vacancies to confirm the number of vacancies and to inquire if the staff liaison would support the reappointment of any eligible incumbents. If the staff liaison has no objections, staff reaches out to the eligible incumbent to inquire if they are interested in being considered for reappointment. Their responses are compiled on a spreadsheet for review alongside new applicants. 3 In February, the Mayor begins reviewing the applications that have been submitted during the recruitment push in January. In evaluating the applications, the Mayor looks for individuals who are people of competence, good will, and sound judgment; truly interested in the welfare of Ames and all its residents; sensitive to the short- and long-term impact of their decisions and recommendations; and willing and able to devote the time and energy necessary to fulfill their responsibilities. To support the review process, staff prepares a spreadsheet showing information about the vacancies for each board, a list of new applications received, and indication of whether eligible incumbents are interested in serving again. The Mayor reviews the pool of applicants for each vacancy and consults with the relevant staff liaisons as he evaluates candidates. Most eligible incumbents who are interested in serving again and supported by staff are reappointed. A particularly strong and deep applicant pool c an lead to new applicants being selected over an interested eligible incumbent, but it is rare. In such cases, the Mayor conducts interviews with both incumbents and new applicants to better understand their motivations for serving and what they bring to the table. In some cases, no eligible applications are received for a vacancy. In these circumstances, staff continues advertising efforts, tailoring strategies specifically to the vacancy in question. After the Mayor’s recommendations are approved by the City Council, all applicants are notified of the outcomes. Those who were appointed are given information about orientation. Those who were not selected are thanked for their interest and reminded that their application will remain on file for consideration in the case that an unexpected vacancy arises. 2025 Recruitment Data Initially, there were 46 vacancies identified and advertised for the 2025 recruitment cycle. One resignation was received during the recruitment cycle, bringing the total to 47 vacancies. Two vacancies were not filled due to the elimination of the Campus and Community Commission. Two vacancies on the Transit Board of Trustees were filled by Iowa State University Student Government representatives selected by the Student Government, as required by Municipal Code Chapter 26A. Excluding those positions, 43 vacancies remained to be filled. Of the 43 positions, 32 (74%) had an incumbent who was eligible for reappointment. There were no objections to possible reappointment from the staff liaisons, so the eligible incumbents were contacted regarding their interest in the possibility of serving again, should they be selected. Six were not 4 interested, leaving 27 eligible and interested incumbents. These individuals were included in the pool for consideration alongside new applicants. A total of 66 new applications were received in 2025, a 70% increase from the 46 received in 2024. The most popular boards and commissions were: 1) Library Board of Trustees, 2) Parks and Recreation Commission, and 3) Campus and Community Commission. Thirty-two applicants selected at least one of these three commissions, and ten applied exclusively for one of these three. At its March 11 and April 8 meetings, the City Council appointed the candidates recommended by Mayor Haila. Of the 27 interested, eligible incumbents, 26 were reappointed, filling 60% of the open positions. Of the 26, four were reappointed to positions for which no eligible applications were received. Additionally, another seven had been appointed mid-term to fill a vacancy, meaning they had not yet served a full term. Thus, 15 incumbents who had served a full term were reappointed over eligible new applica nts, filling 35% of open positions. Of the new applicants, 13 were appointed, filling 30% of open positions. As is usually the case, several vacancies on specialized boards with specific qualifications remained at the end of the annual recruitment cycle. Recommendations As explained above, staff has proactively implemented process improvements for the annual recruitment cycle, and these efforts contributed to the 40% increase in applications received in 2025. Staff will continue testing innovative strategies and reaching out to qualified populations. The Mayor’s recommendations to the City Council regarding who to appoint are determined at the discretion of the Mayor with input from staff. Interested and eligible incumbents are not automatically reappointed, but it would be possible to give more in-depth consideration to new applicants. An improvement that could be made to the notification of those who are not selected would be including a list of other City volunteer opportunities with the letter informing the applicant that they were not selected at this time. Submitting an application to serve on boards and commissions demonstrates an interest in community service. Offering an alternative for volunteering within the City could be encouraging and would build the applicants’ resumes for future applications. Accomplishing this improvement would require staff to compile a list of volunteer or engagement opportunities across various departments and facilities with contact information for each. Another possibility would be creating and promoting an e-notification category for volunteer opportunities. Attachment A: City of Ames Boards and Commissions Name of Board Staffing Department Mayor Appoints Outside Appoints Established by the City City Exclusive BC Recruitment Regular Meetings City Officers Originating Document Year Created Municipal Code Section Iowa Code Section Ames Human Relations Commission City Manager yes yes yes yes 4th Thursday at 5:30pm yes ORD 2488 1974 Chapter 14 Chapter 216 Ames International Partner Cities Association City Manager yes yes yes 3rd Thursday at 5:30pm RES 92-041 1992 Analysis of Social Services Evaluation Team City Manager yes yes yes 2nd Thursday at 5:00pm yes RES 85-028 1985 Board of Review Assessor yes yes As needed yes ORD 799 1955 Chapter 441 Building Board of Appeals Inspections yes yes yes yes 1st Monday at 4:00pm yes ORD 4044 2010 Sec. 5.600- 5.612 Civil Service Commission Human Resources yes yes yes yes 4th Thursday at 8:15am yes ORD 793 1955 Chapter 400 Commission on the Arts City Manager yes yes yes yes 1st Monday at 5:00pm RES 87-053 1987 Electric Utility Operations Review and Advisory Board Electric yes yes yes yes 3rd Thursday at 12:00pm ORD 2790 1981 Historic Preservation Commission Planning & Housing yes yes yes yes 2nd Monday at 6:00pm yes ORD 3010 1988 Chapter 31 Hospital Board of Trustees City Manager yes yes 4th Monday at 5:00pm ORD 302 1918 Chapter 12 Sec 392.6 Library Board of Trustees Library yes yes yes yes 3rd Thursday at 7:00pm yes ORD 784 1955 Chapter 15 Sec 392.5 Parks and Recreation Commission Parks & Recreation yes yes yes yes 3rd Thursday at 4:00pm yes ORD 2507 1975 Chapter 19 Planning and Zoning Commission Planning & Housing yes yes yes yes 1st & 3rd Wednesday at 7:00pm ORD 407 1930 Chapter 20 Project Share Committee Electric yes yes yes yes As needed RES 89-047 1989 Property Maintenance Appeals Board Inspections yes yes yes yes 1st Thursday at 4:00pm yes ORD 3994 2009 Chapter 13 Public Art Commission City Manager yes yes yes yes 1st Tuesday at 5:30pm yes RES 91-082 1991 Public Nuisance Appeals Board Inspections yes yes yes yes 1st Thursday at 5:00pm yes ORD 4510 2023 Chapter 30 Transit Agency Board of Trustees CyRide yes yes yes yes 3rd Thursday at 5:00pm yes ORD 2757 1980 Chapter 26A Chapter 392 Zoning Board of Adjustment Planning & Housing yes yes yes yes 2nd & 4th Wednesday at 6:00pm yes ORD 499 1939 Sec. 29.1403 Attachment A: City of Ames Boards and Commissions Name of Board Ames Human Relations Commission Ames International Partner Cities Association Analysis of Social Services Evaluation Team Board of Review Building Board of Appeals Civil Service Commission Commission on the Arts Electric Utility Operations Review and Advisory Board Historic Preservation Commission Hospital Board of Trustees Library Board of Trustees Parks and Recreation Commission Planning and Zoning Commission Project Share Committee Property Maintenance Appeals Board Public Art Commission Public Nuisance Appeals Board Transit Agency Board of Trustees Zoning Board of Adjustment Manda ted Number of Members Term Lengths Term Limits Special Qualifications? 7 3 years / 1 year 2 full terms 4 3 years 3 consecutive full terms 6 3 years 2 full terms 5 6 years 2 consecutive full terms 7 3 years 2 consecutive full terms 1 licensed architect, 1 professional engineer, 1 general contractor, 1 homebuilder, 1 licensed electrician, 1 licensed plumber, and 1 licensed HVAC technician or mechanical yes 3 4 years none citizens of Iowa, eligible electors, residents of the city 5 3 years 2 full terms 5 3 years 2 full terms experience in generation, distribution, or marketing of energy 7 3 years 2 full terms 1 position - Old Town Resident 5 4 years none elected; any eligible elector from the City Hospital's service area yes 9 3 years 2 consecutive full terms citizen, resident of Ames, over the age of 18 7 3 years / 1 year 2 consecutive full terms yes 7 3 years 2 consecutive full terms 8 3 years / two years none all EUORAB members, City Utility Accounts Supervisor, 2 human services representatives 7 3 years 2 consecutive full terms 1 small/medium property landlord; 1 large property landlord; 2 neighborhood resident owner-occupants; 1 long-term tenant; 1 student tenant; and 1 general contractor 14 3 years 2 consecutive full terms 7 3 years 2 consecutive full terms 1 from each ward and 3 at large 6 1 year / 2 years / indefinite none 2 ISU student government representatives, 1 member of City Council, 1 Vice President of ISU, Ames City Manager, and Mayor's appointee yes 5 5 years 7 total years