Louise and Lucile Hink Tama Public Library. -News-Herald file photo

An open records complaint filed against the city of Tama has been resolved. Library budget concerns for 2021 and fiscal year 2022 have also been addressed.

On September 29, Tama Public Library Director Julie Shook filed a complaint with the Iowa Public Information Board (IPIB) alleging the City of Tama violated Iowa Code chapter 21, which sets guidelines for public organizations to conduct open meetings.

The complaint came on the heels of the city council voting to cut $50,000 from the library budget at a September council meeting.

The budget cut was made to fund two new part-time ambulance positions. It was determined by the council after several budget meetings there was no other place for funding to be cut to allow for the positions. The council had previously approved the hiring of part-time help as they were struggling to get EMS volunteers to cover shifts.

The agenda item used for the September meeting read “Ambulance open position.” There was no indication on the agenda the council would be discussing or reconsidering the library budget.

Dan Rathjen, legal counsel for the city, responded to the complaint.

According to IPIB documents Rathjen argued the agenda item encompassed all decisions resulting from consideration of the open position for ambulance personnel, including the funding for the position.

He also said the library budget was the appropriate place to find this funding and that although a vote was taken by the council to reallocate the funds, the final budget approval would not occur until later in the budgetary process.

The IPIB ruled the agenda item was insufficient and did not provide adequate notice as defined by the Iowa code.

The complaint was reviewed and accepted by the state board on November 19, 2020, for violation of Iowa Code section 21 and specifically 21.4(1)(a) which states the requirements to provide adequate notice.

The council underwent a training provided by the IPIB via Zoom at a February council meeting. The council also acknowledged at last Monday’s meeting the requirements for posting an agenda with adequate notice.

All parties involved in the public information complaint process agreed to the following terms:

The council will acknowledge during an open meeting the requirements for posting an agenda that provides adequate notice was not met, and this acknowledgment be recorded in the minutes of said meeting.

The mayor and city clerk shall create a checklist for providing notice for the meeting including developing a procedure for drafting a detailed agenda.

The Council shall conduct training during an open meeting for all council members and city clerk on Iowa Code Chapters 21 and 22 (Sunshine Laws). The council may utilize the PowerPoint training available on the IPIB website. The Council shall work with the city attorney or the Iowa League of Cities to provide the training to the council and clerk.

The Council shall approve this resolution during an open meeting and include the full text in the minutes of said meeting. Said minutes shall be provided to the IPIB.

In a twist of fate, Tama’s library budget for 2021 did not end up getting cut. This was due to the city receiving state COVID-19 relief funds to help cover salaries for the ambulance.

Budget for 2022

The library budget however did get cut from what was originally proposed by the library board for fiscal year 2022. Much of the discussions surrounding details of the library budge were discussed during the council’s budget workshop sessions. The final budget for 2022 was approved March 1 for $104,000 which ended up being about a $40,000 cut.

It appears from the budget worksheet that the cuts largely come from staffing as the approved line item for part time staff is now $21,068 when it was $54,258 in 2021.

The budget for fiscal year 2022 lists $67,198 going to salaries. The library employs one full-time staff member, Shook and seven part-time staff members however some are seasonal.

Other major expenses for the library include $8,000 for electricity, $7,100 for books and manuals, $3,676 for a copier contract, $3,500 for building/ground maintenance/repairs, $3,300 for telephone service, $3,214 for building and content insurance, $2,600 for office supplies, $1,077 for insurance/liability and $1,000 in petty cash.

The library had been closed for much of the time during the pandemic but recently re-opened in January. According to a Facebook post from the library, hours are Monday 12 p.m.- 5 p.m., Tuesday, 12 p.m. – 5 p.m., Wednesday 12 p.m. – 3 p.m., Thursday 12 p.m.- 8 p.m. and Friday 9 a.m. – 12 p.m. Currently no weekend hours are offered.

These hours are part of the Phase 2 of re-opening. According to the post, in addition to curbside service, the library will also offer 30 minute grab-and-go service and 30 minute computer sessions. Anyone wishing to enter the library must wear a mask and maintain social distancing.

The News Chronicle contacted Shook and at this time no final decisions have been made by the library board for how they will allocate funds in 2022. According to Shook they have until July to finalize the details.