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HomeMy WebLinkAbout1995-06-27 Bd Comm minutesMINUTES DESIGN REVIEW COMMITTEE MONDAY, MAY 15, 1995 - 4:00 P.M. CIVIC CENTER - LOBBY CONFERENCE ROOM MEMBERS PRESENT: Gary Nagle, Nancy Footnet, Karyl Larson, Gilda Six, Ruth Fox, Laura Hawks MEMBERS ABSENT: Larry Quigley, Bill Nowysz, Clara Swan STAFF PRESENT: GUESTS: David Schoon None CALL TO ORDER Chairperson Hawks called the meeting to order at 4:04. PUBLIC DISCUSSION AND CONSIDERATION OF AN ORDINANCE TO AMEND THE ZONING ORDINANCE TO ESTABLISH A DESIGN REVIEW OVERLAY {ODR') ZONE AND CONSIDERATION OF DESIGN REVIEW COMMITTEE BY-LAW AMENDMENTS (Agenda Items B, C, and D) Given that there was no public present to discuss the proposed Design Review Oveday Zone, Hawks stated that she had spoken with Schoon and that she recommends that the Committee send out letters to various organizations informing them of this item. Nagle stated that he would prefer that this item not be delayed any longer than it has to be and suggested that the Committee hold a special meeting at which the vadous groups could discuss this issue with the Committee. Schoon stated that the Committee will more than likely have to hold a special meeting to discuss the Carnegie Plaza project and sidewalk cafes. The general consensus of the Committee was to hold a special meeting so as not to further delay this issue. Committee members suggested organizations that should be informed of this issue. The Committee agreed to send letters to the following organizations: Cedar Rapids and Iowa City Architects Council, Home Builder's Association, Downtown Association, Environmental Advo- cates, and Project Green. Larson asked if we wanted to invite property owners from the area. Schoon stated that a problem with that is that the Committee has not designated a specific design review district so we don't know which property owners to invite. Fox stated that if the Committee is going to hold a special meeting for this item, she would like to make certain that representatives from these organizations would be attending. Footner moved to defer agenda items B, C, and D until the Committee's next meeting. Larson seconded. The motion carded 6-0. Schoon stated that he would schedule the special meeting. DISCUSSION REGARDING MEETING WITH THE HISTORIC PRESERVATION COMMISSION Hawks reported that representatives from the Design Review Committee would be meeting with the Histodc Preservation Commission at the Commission's June 13, 1995, meeting, to discuss common interests of both bodies. In response to Hawks question regarding what the Commit- tee would like to discuss at this meeting, the Committee compiled the following list: 1) the Design Review Overlay Zone; 2) demolition issues; 3) the definitions of histodc and conserva- tion districts; 4) the history of establishing the histodc preservation oveday zone; 5) how did the Commission respond to property owners not happy with the histodc preservation oveday Design Review Committee May 15, 1995 Page 2 zone; and 6) organizing a design awards ceremony, in addition to or in conjunction with the historic preservation awards ceremony. Larson and Hawks agreed to represent the Committee at this meeting. CONSIDERATION OF THE BURLINGTON AND GILBERT STREETS PROPOSED INTERSEC- TION IMPROVEMENTS Schoon explained that the Council delayed the Burlington and Gilbert Streets proposed intersection improvement project until next construction season. He said that the engineering division was still waiting to hear from IDOT regarding the replacement of the Burlington Street bddge. The delay has pushed the construction of the project into this fall, and Council decided to delay the project until next spdng. From the Committee's perspective, this will provide time for the Near Southside Design Plan to be completed and possibly allow element~ of the design plan to be incorporated into the streetscape. Fox moved to defer this item until the Committee's December meeting. Six seconded. The motion carded 6-0. DISCUSSION AND UPDATES OF ITEMS ON DESIGN REVIEW COMMI'I-I'EE STATUS LIST Exte/for Stairwe/Is/Corridors. Hawks reported on attending a couple of Council meetings regarding this issue. Representatives from the Design Review Committee are taking part in a meeting to review the ordinance and to hear the concerns of the Home Builders Association. Hawks stated she has spoken with Glen Siders regarding the Home Builders Association's concerns. Letterto Hills Bank Regarding Its Downtown Changeable Copy Sign. Hawks and Fox reviewed the letter drafted by Fox regarding the Hills Bank changeable copy sign on the downtown branch office. Fox stated that a copy of this letter should go to whomever enforces the sign ordinance. Nagle moved to send the proposed letter. Footner seconded. The motion carded 6-0. Slide Show Presentation. Fox stated that she still has to get herself, Swan, and Quigley together to work on this item. Near Southside Design P/an Meeting. Hawks reported that she attended the Near Southside Design Plan Advisory Committee meeting and that she got some positive feedback regarding establishing design review in the Near Southside. Carnegie Plaza. Schoon reported that the Council has agreed to have the Committee perform a courtesy review of the proposed Carnegie Plaza project, which means that the developer would have to agree to the review. The project design must still be approved by the City Council, Schoon said that he will be working with the applicant to set up the courtesy review, which may require a special meeting. Sidewalk Cafe Ordinance. Schoon reported that Council adopted the sidewalk cafe ordinance at its last meeting. In order to expedite the approval process for [he initial sidewalk cafe applications, the Committee may have to call a special meeting to review the sidewalk cafe proposals. Schoon also explained that the sidewalk cafe for the Java House was approved under the old regulations, which do not require design review. Design Review Committee May 15, 1995 Page 3 City Plaza Improvements. Schoon reported that the City Manager is establishing a task force to review the condition of City Plaza and determine what amount of work must be performed to spruce it up. Nagle stated that an issue that should be considered is how to improve the cleanliness of the Plaza, especially after a weekend night. The Committee discussed what is responsible for the trash on the Plaza - including customers, students, the restaurants, the wind, not enough trash cans, etc.,. Fox suggested that we focus public awareness on this issue. Nagle asked how did the Council miss asking the Design Review Committee to review the Carnegie Plaza project, since the Council has been requesting that the Design Review Commit- tee be involved in reviewing other projects, such as those in the Near Southside. Schoon stated that he did not know the answer, other than the Carnegie Plaza project has been around for nearly two years and that the Council may not have thought of the Committee at that time. Hawks mentioned the Kunstler article in the Committee's packet. Schoon stated that the Council is pursuing having Kunstler come to town to speak. In response to a question from Footnet, Schoon stated that Eagles has given the tenants until June 30, 1995, to move out, Schoon stated that he is unaware of Eagles having submitted a site plan for the project, CONSIDERATION OF THE MINUTES OF THE APRIL 17, 1995, MEETING Nagle moved to accept the minutes. Larson seconded. The motion carried 6-0. COMMrCI'EE DISCUSSION Hawks mentioned that the Council will be making four appointments to the Design Review Committee at the Council's May 23, 1995, meeting. Nagle stated that he is disappointed with the attendance at the Committee meetings. He makes the time commitment, and he expects the rest of the Committee members to do the same. Hawks agreed to call Nowysz to inquiry about his interest in continuing to serve on the Committee. PUBLIC DISCUSSION There was none. ADJOURNMENT Hawks adjourned the meeting at 5:20 p.m. ecodev~mins\dm0515 MINUTES DESIGN REVIEW COMMITTEE SPECIAL MEETING JUNE 1, 1995 - 4:00 P.M. CIVIC CENTER-LOBBY CONFERENCE ROOM PRELIMINARY MEMBERS PRESENT: Clara Swan, Gary Nagle, Laura Hawks, Nancy Footner, Martin Haynes, Bill Nowysz, Karyl Larson MEMBERS ABSENT: Larry Quigley, Ruth Fox, Gilda Six STAFF PRESENT: David Schoon, Deb Fuhrmeister OTHERS PRESENT: Cynthia Miller, Jeff Ouellette, Jean Tiemeyer, Ernie Galer, Jim Glasgow, Laurie Tulchin, Michael Hodge, Glenn Siders, Nancy Seiberling, Mark Ruggeberg, Dick Pattschull, Jeremy Raaz CALL TO ORDER: Chairperson Hawks called the meeting to order at 4:04 p.m. PUBLIC DISCUSSION OF AN ORDINANCE TO THE AMEND THE ZONING ORDINANCE TO ESTABLISH A DESIGN REVIEW OVERLAY (ODR) ZONE: Laura Hawks stated that the Committee is considering establishing a design review overlay zone. She then handed the meeting over to Schoon to discuss the overlay zone. Schoon stated the Committee is considering an overlay ordinance that would allow the city to designate specific areas design review oreday districts and within those districts there would be design criteda for the exteriors of the structures. He stated that the ordinance being considered right now just gives the city the authority to designate such districts, it doesn't actually designate the district~that would come down the road in another ordinance that would establish a specific district. Schoon explained to the group the steps the Committee must take using Figure 1: Major Steps to Expanding Design Review and Figure 2: Designation of Design Review Oveday Districts. He stated that dght now the Committee's authority is project specific, not area specific. Schoon then went over Figure 3, the process the Committee would go through for approval of Applica- tions for Certificate of Appropriateness. Hawks opened up the discussion to the public. Ernie Galer asked what specific design criteda would be used when reviewing a project in an area. He stated that this concerns him to the extent that if it gets to the place where the legislation is in effect and basically whoever was on the Committee at that time wanted to do the whole town then he had a problem with it. He doesn't have a problem with it if it is with a designated area-such as commercial or historical area but if it gets to where it is dealing with the private sector then he has a problem with it. Schoon replied that the specifics have not been worked out yet because of the detailed process involved, including surveying of property, and then the specific design guidelines would be established. Galer asked if there is a safeguard going to be put into effect to protect the residential neigh- borhoods from becoming a design oveday area. Design Review Committee June 1, 1995 Page 2 Schoon stated when them is a designated area all property owners within the district are notified of this intent. The Committee would then have to go through the process of designating the area. There was more concerns raised from the public's view on how the Committee would designate an area. Schoon stated that the Committee only has the ability to start the pmcess. Hawks stated that the Committee would have to conduct another public headrig for each area. Schoon stated that the City Council upon m quest by the properly owners could direct the Design Review Committee to start this pmcess. Glenn Sidem had concerns mgarding the power of the Committee. Schoon stated that the Council makes the decisions, the Committee has no legislative authority. The Committee would have review authority but no dght to legislate by designating an area a design review district. Clara Swan addmssed Galefs question stating that the Committee started with a very small area that the Committee had review authority - it started with urban renewal parcel. The Council and the Committee began to talk about expanding. the focus of the Committee and am looking at the downtown area, She stated that the jest of what the Committee is arriving at hem from past meetings is that the Committee is just looking at downtown as a design review distdct. Schoon stated that once the overlay zone ordinance is established, which allows the Committee to designate a specific area, then that area would be defined as part of the process of designat- ing the district. He stated that the enabling legislation gives the ability to designate specific areas similar to the Historic Preservation Ordinance and the proposed Conservation District Ordinance that's being considered dght now. Siders asked why there isn't a master plan laid out now and stated that them should be guide- lines in place now, Schoon said the Committee can make available what areas am being considered but the specific guidelines must still be worked out. Sidem stated that it sounds like the power to do these things is being asked for before the guidelines am being set, why not figure it out now so the Committee knows where they're going and how they are going to get there. If the Committee would get as complete of a progin m as possible before starting the pmcess, the Committee would get better public input on it. Hawks stated there is a specific process set up. She stated that when the Histodc Pm setration Commission started establishing overlay zones they first had to go through the process so they could have overlay zones, and then they had to say these am the areas they wanted to be overlay zones. This is what the Committee is doing hem. This is a step by step process. Sidem stated he doesn't think the pieces am all hem yet. A concern from the public was m ised'that this zone could mean the whole city. Footner stated that the Committee can't do that but that the Committee can designate areas. The pmcess is one step at a time. Schoon stated that after recommending to designate a specific area this would require the Committee to go through the process of informing all of the property owners of intent, going before the Planning and Zoning Commission, and then going before the City Council for appmval. The pmcess is based on similar review processes that have been used in the past. Design Review Committee June 1, 1995 Page 3 Gary Nagle asked if the Committee has the ability to eliminate a certain type of structure, like single-family homes, from the review process once we say we want to look at properties in a specific area. Schoon said that could be done through the guidelines of the design review district. Gary Nagle said he didn't feel that there would be a need for the Committee to get into reviewing the design of the private single-family homes, but the Committee should look at commercial and multi-family. Siders stated that it should be specified in the ordinance to not include single-family dwellings. He also stated what makes him nervous is that there aren't specific guidelines but at this point there is only a reference and no specifications. He also asked if it were necessary to include the submittal requirements in the enabling legislation. Schoon said they were provided in order to establish consistency among design review districts regarding what the requirements would be. Laura Hawks asked if there were any other questions or comments. Raaz asked if you had a request for a building permit for property in an oveday zone, would it automatically go to the Comm'ittee regardless of what that permit is for. Schoon stated that if it is for minor repair or ordinary maintenance it does not require to go through the design review process. Raaz commented that on Page 5 of handout, Application Submission Item B, it says that the Committee has 21 working days to decide, that's a month - seems a little long. Schoon stated that ideally, the Committee should be involved eady on in the design process, not when you are ready to go down to the building permit department. Raaz commented that the Committee should be sensitive to the 21 working days. Swan stated she feels that the Committee has made efforts to get things done as quickly as possible through meetings and calling special meetings. Schoon stated that the Committee has within 21 days to act or it is considered approved; it doesn't mean it will take 21 days. Swan stated that she feels the Committee has been sensitive to timing issues and doing what they can to get things done. There were comments from the public regarding the 21 working days and what that time means to them-time wasted, cost, length of building season, etc. Vadous members of the public commented on "adding another layer" of review by having to go through the Design Review Committee, and how they felt it was unnecessary and added time, cost and uncertainty. Jim Glasgow asked what happens if he and his architect disagrees with the aesthetics of the Design Review Committee. Hawks answered that if the Design Review Committee didn't approve what they wanted, they could probably be denied and then they would go through the appeal process. Schoon stated that if there is an interpretation of the guidelines the Board of Adjustment would get into that but in terms of the aesthetics of it, that decision is still left with the Committee. He stated that the interpretation of a guideline and how it is implemented are issues the Board of Adjustment would become involved in. Bill Nowysz said that a Committee like this has the right to say that something is not suitable, to protect public from obscure designs. The public sets this Committee up to have an override, a suggestion. Swan stated that the group gathers together to make suggestions. Sidere stated that this board has tremendous power. Nagle stated that apparently in the past somebody wanted this type of Committee to do these types of recommendations and opinions. Design Review Committee June 1,'1995 Page 4 Hawks stated that a set of guidelines have been developed. Siders stated he has never seen them. Hawks stated that she would be glad to get copies of the guidelines out to people. After people read them and if they had a problem with the guidelines, they could address the Committee and the Committee could look at changing the guidelines. Hawks stated maybe the Committee should defer voting on the ordinance and take a look at things brought up in this meeting. Swan asked if it would be possible for the pecple on the sign-up sheet to get copies of the guidelines to give them an idea of what the Committee is talking about. Schoon stated yes. Someone asked if the Committee was looking at passing this ordinance right now. Hawks stated no. That the Committee is Iookinglat deferring the item to the next meeting and also at that point it would discuss the comments:that the public has given the Committee. Schoon asked what are the items the Committee wants to consider. Nagle stated the issues are whether or not to include private single-family residences within a district or if that is an automatic elimination from the zone, whether to designate districts at this time, having the guidelines set up now rather than later, and the 21 working day period being too long. It was asked if there was a fee for the process. Schoon stated there is no fee forthe process. Nowysz suggested that the development community consider the image of the Committee as a helpful Committee to help with design problems and suggestions, to be a good place to go instead of a place where you're going to be restricted by all sorts of regulations. Glasgow stated that if the Committee knows what they want, tell us in the beginning, give incentives. Create a good working relationship with the public. Tulchin commented on the "good intentions" that never pan out on Committees such as this. Gary Nagle stated that you also get the benefits of these good intentions. Foother stated that if the public had a copy of the checklist and guidelines they wouldn't have the problems they do with the Committee. The Committee discussed issues regarding the overlay zone and the exclusion of single-family residences, to look further atthe time factor in the process, guidelines, and incentives. Footner opposed giving ince,~tives. Hawks stated the Committee should vote on the issue of whether to exclude single-family homes in design review areas. Swan made a motion that the Committee not include language excluding single-family homes at this time. Nowysz seconded the motion. The motion carded 5-1, with Nagle voting no. Swan moved to defer this item until June 12. Nowysz seconded. The motion carded 5-1 with Footner voting no. CONSIDERATION OF DESIGN REVIEW COMMr]-I'EE BY-LAW AMENDMENTS: Larson moved to defer this item until June 12. Nancy Footner seconded. The motion carded Design Review Committee June 1,1995 Page 5 CONSIDERATION OF A SIDEWALK CAFE AT 118 S DUBUQUE STREET (Blimpie Subs and Salads/Uncommon Grounds): Hawks informed the Committee that the plan has been revised and to notice changes in the sketch. Schoon pointed out that there was also a photograph of the tables and chairs. Swan asked if the chairs were plastic or metal, Laura Tulchin stated they were plastic; it would be too much work to put metal tables inside every night. In response to a question, Schoon stated the reason for moving tables inside every night was part of the sidewalk ordinance, partly due to vandalism and theft, There was some discussion of the plans for the set-up for the sidewalk cafe. Swan asked if they are allowed to have more tables. Tulchin stated they would have to resubmit to do that. Swan expressed concerns regarding the materials being used for the tables and chairs. Other Committee members stated that they appreciate the need to use lightweight matedal that is easily stackable given the requirement that the sidewalk cafe must be removed every night, Swan' moved to recommend approval of the plan as submitted. Larson seconded the motion, The motion carried 6-0. CONSIDERATION OF THE MINUTES OF THE OF MAY 15, 1995 MEETING: Nagle moved to approve the May 15, 1995 minutes. Footner seconded. The motion carded 6-0. COMMITTEE DISCUSSION: Swan wanted to know how others felt about the public discussion eadier. Hawks said she felt that the Committee should follow up on issues that were brought up. Larson stated that they seemed to have valid points. Hawks asked what barders are seen. Schoon said it depends on how the Committee wants to handle things, Footner asked how the Committee can better prepare the public so they are prepared, Swan asked if it would help to send out minutes of the meetings with a cover letter. Jeff OueIlette commented the Committee has to face the initial negative reaction - can defuse but not eliminate, Swan stated the benefits outweigh the negative. Hawks stated the Committee should address the time issue. There was some further discussion of what the Committee can do to improve relations with the public, Hawks discussed a letter she received from Hills Bank regarding the letter the Committee sent to the bank requesting its changeable copy sign. ADJOURNMENT: Hawks adjourned the meeting at 6:00 p.m. The minutes are submitted by Deb Fuhrmeister. ecodev~nins~drc6-1.min MINUTES DESIGN REVIEW COMMITTEE MEETING JUNE 12, 1995 - 4:00 P.M. CIVIC CENTER - LOBBY CONFERENCE ROOM MEMBERS PRESENT: Clara Swan, Gary Nagle, Laura Hawks, Nancy Footner, Martin Haynes, Larry Quigley, Karyl Larson, Gilda Six MEMBERS ABSENT: Bill Nowysz, Ruth Fox STAFF PRESENT: David Schoon, Deb Fuhrmeister OTHERS PRESENT; Jeffrey Ouellette, Dick Pattschull, Rochelle Prutney, David Stookey, John Rummelhart, Rodney Anderson, Joan Tiemeyer COMMITTEE RECOMMENDATIONS: By a vote of 7-0, the Committee recommends to the Planning and Zoning Commission and the City Council adoption of the Design Review Overlay Zone Ordinance. By a vote of 7-0, the Committee recommends to the City Council approval of the following by-law amendment: ARTICLE 1. MEETINGS Section 1. Regular Meetings, Regular meetings of this committee shall be held on the first and third Monday of each month, By a vote of 6-1 (Quigley voting no), the Committee recommends to the City Council approval of the following by-law amendment: ARTICLE II. MEMBERSHIP Section 1. Membership. The Design Review Committee shall consist of seven (7) members, of which two (2) shall be licensed architects; three (3) shall be either design professionals and or involved in the building trades; and two (2) shall be at large members of the community. All members must be eligible electors of Iowa City, All members of the Committee shall serve without compensation, but shall be entitled to the necessary expenses including reasonable travel expenses incurred in the discharge of their duties. By a vote of 6-0-1 (Quigley abstaining), the Committee further recommend to the City Council that when the membership by-law amendment is adopted, that terms of the existing members would end and that the City Council make appointments for all seven positions. In addition, the Committee encourages the Council to reappoint existing members to the Committee for the sake of continuity. By a vote of 5-0, the Committee recommends to the City Council approval of Panchero's sidewalk cafe, including the use of the imitation marble top tables presented at the meeting, Larson seconded the motion. CALL TO ORDER: Chairperson Laura Hawks called the meeting to order at 4:03 p.m.; she also introduced Jeff Ouellette. Design Review Committee June 12, 1995 Page 2 PUBLIC DISCUSSION OF AN ORDINANCE TO THE AMEND THE ZONING ORDINANCE TO ES'rABLISH DESIGN REVIEW OVERLAY (ODR) ZONE: Hawks led the Committee through a list of questions asked by members of the public at the June 1, 199§, Design Review Committee meeting and which were outlined in the June 8, 1995 memo. In response to the first question, Hawks stated that the specific design criteria would be different for each overlay zone, and the Committee doesn't know at this point what the guidelines will be for each of the different overlay zone; a CB-5 zone area might be different than a CB-10 zone area. Gary Nagle stated that he had gotten the impression at the last meeting that the public wanted specific guidelines set that they could follow and basically then submit application, knowing that they followed the guidelines. It isn't this simple. There won't be cookbook type guidelines; there will be personal judgement involved in reviewing the projects. That's part of the function of having a committee involved in the process. Joan Tiemeyer, representing the Home Builders Association, stated that the guidelines are not specific enough and are too open; there should be specific guidelines so that the public knows more of what the Design Review Committee wants. Martin Haynes stated the public will have the guidelines available to them when they are created, they just haven't been developed yet. Hawks stated that she did send guidelines currently being used out to the members of the public at the last meeting and hopefully that would give them a rough idea as to what the Committee is looking for. In a response to a question from Hawks, Tiemeyer stated that the more specific the guidelines and the more information they have the better. In response to Hawks' question,' Schoon stated the Committee could develop the specific guidelines now, but staff is recommending that the Committee take the general concept before the City Council to make sure there is support for the concept. Then the Committee can spend the time evaluating establishing a design review district and the corresponding guidelines. The existing guidelines do provide an example'of the type of guidelines the Co~nmittee may establish for design review district(s) in the downtown area. Regarding what areas of the community will be designated review districts, Hawks stated that it could be one district downtown or a number of districts downtown. In response to a question from Tiemeyer, the ordinance will not specifically state that the design review districts will be in the CB-5 and CB-10 Zones, but that designation will come later in the overall process, which includes public input. Schoon stated that the adoption of this only allows the city to designate design review districts. Regarding will the proposed ordinance apply to single-family homes, Swan stated that the Committee has not specifically stated whether its intent is to or is not to include single-family homes in an area. Tiemeyer stated that she feels it should be mentioned that they are not to Design Review Committee June 12, 1995 Page 3 be included. Gary Nagle stated personally he does not think the Committee should get into reviewing single-family homes. Swan stated it has not been the intent of the Design Review Committee to look at single- family housing areas; the Committee needs to check into it and see if there would ever be a need to look at a single-family home in a specific design review district, such as one in the downtown area. Hawks stated that the Committee voted at the last meeting not to exclude single-family homes in the enabling legislation, but the Committee may exclude single-family homes in specific design review districts. Haynes stated that there may be a single-family home in a higher density design review district which the Committee would want to review if major exterior changes were being made, Quigley stated that he would want to review single-family homes if they changed into multi-family dwellings, but would not want to review a single-family home if the owner was just putting an addition on without making major changes. Nagle made a distinction between single-family homes and commercial and multi- family.structures - "a man's home is his castle". Oullette and Haynes questioned if a distinction should be made. As with a historic district, if you live in a certain area you have certain concessions that you must make living in a design review district. Hawks stated that the design review process is not another layer of unnecessary review, but that people have a stake in the community and concerns about design. The Committee helps to protect the community from bad design. The Committee wants to work with the community as a collaborative design team rather than as an antagonistic committee. In response to the question whether the ordinance has to specify the particular procedures and submittal requirements, Schoon stated having the procedures and submittal requirements outlined in the overlay ordinance provides consistency among all of the design review districts that would be established. The design guidelines would be different in each design review district. In response to the question could the City grant incentives for those developers and property owners who meet the design guidelines rather than requiring that their projects meet the guidelines, Schoon stated that is what we have now. Urban renewal and urban revitalization projects provide incentives and for receiving those incentives the design of the project has to be reviewed by the Design Review Committee and approved by the Council. However, an adjoining project does not require design review, and therefore, inconsistent design of projects can occur in an area. This has been a concern of the Committee. In response to the question could the design review process consist of a review by the Committee during which the Committee would only make suggestions, Hawks stated that the proposed ordinance provides a preliminary review process in which the Committee provides only recommendations and suggestions to the applicant. The Committee considered the question: Could a process be established by which City staff would review a project's design as staff is reviewing the project for its compliance with the site plan and building permit requirements? And if there were problems, then the project would be brought before the Design Review Committee for review. Oullette said the real question is whether the design review process has to be a separate step or can it be part of · · Design Review Committee June 12, 1995 Page 4 the building permit process. Tiemeyer said the Nome Builders are concerned that the proposed time frame is getting too long when they go to apply for a building permit. Hawks stated that the builder's should be aware of the design review process way before they submit a building permit and should plan to go through this process. Tiemeyer said property owner's may not be that familiar with the building process. Schoon stated that the Committee will have to educate property owners and tenants regarding the design criteria of the design review district in which they are located. This may be in the form of an annual letter to property owners and tenants in the area. Tiemeyer agreed. In response to the question can the number of days by which the Committee must review and approve a certificate of appropriateness be reduced from the 21 working days provided in the proposed ordinance, Schoon stated that staff established a process that would operate on a regular schedule. We tried to eliminate the need for calling special meetings. To do this staff proposed that the Committee meet twice a month. Schoon explained how staff arrived at the 21 working day requirement. Given that the Committee would meet twice a month, at certain times of the year there are twenty-one working days between when the application could be submitted and the next regularly scheduled Design Review Committee. Staff determined that 21 working days is the absolute minimum number of days. During other times of the year, 21 working days would provide enough time for the Committee to meet twice to review an item at two separate regularly scheduled meetings, if it was necessary. However, other times of the year may still require the Committee to call special meetings or to encourage the applicant to waive the 21 working day requirement. Schoon stated that the Committee may even want to consider increasing the number of days rather than reducing them. If the Committee wishes to reduce the number of days, the Committee may wish to investigate another type of review process, such as a staff review process. Tiemeyer stated that the Home Builders still have a concern regarding the 21 working day time schedule. Nagle ~noved to recommend to the Planning and Zoning Commission and the City Council adoption ofthe Design Review Overlay Zone Ordinance. Six seconded the motion. There was no further discussion. The motion carried by a vote of 7-0. CONSIDERATION OF DESIGN REVIEW COMMITTEE BY-LAW AMENDMENTS: In response to Swan's suggestion, Hawks stated that the two by-law amendments would be voted on separately. Swan moved to recommend to the City Council approval of the following by-law amendment: ARTICLE 1. MEETINGS Section 1. Reqular Meetin(~s. Regular meetings of this committee shall be held on the first and third Monday of each month. Foother seconded the motion. Swan stated that the Committee meeting two times a month will be more useful and will require Committee members to make a greater commitment to the Committee. Hawks agreed that it Would increase the time commitment. The motion carried 7-0. Design Review Committee June 12, 1995 Page 5 Footnet moved to recommend to the City Council approval of the following by-law amendment: ARTICLE II. MEMBERSHIP Section 1. Membership. The Design Review Committee shall consist of seven (7) members, of which two (2) shall be licensed architects; three (3) shall be either design professionals and or involved in the building trades; and two {2) shall be at large members of the community. All members must be eligible electors of Iowa City. All members of the Committee shall serve without compensation, but shall be entitled to the necessary expenses including reasonable travel expenses incurred in the discharge of their duties. Nagle seconded the motion. Swan questioned the reasoning for adding qualifications and reducing the number of members. Schoon said staff proposed reducing the number of members 1) to minimize the number of copies of submittal requirements that must be submitted and 2) in response to the Committee having difficulties in getting Committee members. Schoon also said that committees that are required to be made up of design professionals have a greater chance of being upheld in court. Quigley stated that he was opposed to the amendment. The motion carried 6-1 {Quigley voting no). Nagle moved to recommend to the City Council that when the membership by-law amendment is adopted, that terms of the existing members would end and that the City Council make appointments for all seven positions. In addition, the Committee encourages the Council to reappoint existing members to the Committee for the sake of continuity. Footnet seconded the motion. The motion carried 6-0-1 (Quigley abstaining). COURTESY REVIEW OF CARNEGIE PLAZA: Dick Pattschull, architect for the Carnegie Plaza project, reviewed the design plans for the project. He explained the vehicular and pedestrian circulation pattern on the site. He described the building as having 4 stories and a mezzanine level in the commercial part of the building. He explained that the main part of the commercial floor would be at ground level. Parking would be provided under the building along with some surface parking along the west side of the building. In response to a question, Pattschull said the Old Library is approximately 20 feet away from the proposed building. Pattschull stated that the grocery store level of the building would be brick and the remaining stories may be dryvit or stucco. Foother left at approximately 5:15. Nagle stated that he had concerns regarding the mass of the building on Gilbert Street. Pattschull stated that they used colors and different textures to provide some relief. Oullette stated that he has concerns regarding how durable dryvit is; that brick would be a better maintenance material, Pattschull explained that they removed the entrance on the Gilbert Street side of the building. Swan stated she was disappointed that it was removed, because the Committee wants to encourage pedestrian traffic downtown. Pattschull explained the goal is to direct people into the College Street entrance, to one main entrance. He also Design Review Committee June 12, 1995 Page 6 explained that with the v~idening of Gilbert Street, the street will be right on top of the building. Rummelhart explained that there will be no frontage between the building and the street. Larson said that she sees problems with traffic using the alley. Haynes stated he sees conflicts between the vehicle entering the front of the building and pedestrians trying to enter the building at the same location. Swan concurred that the alley already has a lot of traffic and it can be difficult getting onto Gilbert Street from the alley. Rummelhart stated that they have worked with city staff and the Board of Adjustment regarding the traffic circulation issues and have reached a compromise regarding all of these issues over many months of time. Schoon said that the project has tried to be pedestrian oriented while also meeting the needs of a grocery store, because people drive their cars to get groceries. Staff and the developer have worked together to try to balance these issues. In response to a question from Schoon, Prutney stated that only one delivery truck can use the loading dock off the alley at one time. Haynes wondered if having an entrance and exit off of the alley will create conflicts with the delivery trucks unloading. Prutney explained deliveries are in the early morning to mid-afternoon, while the store doesn't start to get busy until around 4:00 p.m. Nagle asked do customers take their carts down the ~levator to their cars; Pattschull said yes. He said there is no pick-up lane, because of the difficulties on incorporating it into the site. Haynes said that it is a massive building, but that the developer and architect have animated the lower story especially on the Gilbert Street side. Swan added that a major criticism of the downtown mall has been that it is a block of building with no entrances or interaction with the street. Swan would encourage that the windows on the Gilbert side of the street be open to the store so that passing traffic can look into the store from Gilbert Street. Haynes encouraged that the windows be transparent. Pattschull said they are still Iooki~.~] at whether they want to make the windows signage or glass that you can see through to the store. Schoon said that while on a recent trip to downtown Chicago, he passed a grocery store that had windows that you could see into and they had shelves of products displayed in the windows. He said the display was very interesting to look at as you walked by the store, and you got an idea of the products in the store. Oullette asked what is driving the use of dryvit. Pattschull said they are trying to contrast the residential and commercial levels of the building, while still trying pull the whole building together. Oullette stated that they could do the same thing with different color bricks. Oullette questions the durability of dryvit after ten or so years. He also wonders if it is appropriate to use dryvit on a building in an area that is primarily brick. Haynes pointed out the Holiday Inn as an exception, and Oullette responded that he didn't think it was the most attractive structure. He said that over time, brick would be a matter material to maintain and thus more beneficial to the property owners. Pattschull stated that the brick adds additional cost to the construction of the building. Pattschull stated that they may use dryvit, stucco, or a similar type material. Nagle said that using brick over the entire building may make the building appear more massive. Regarding the colors of the building, Prutney said they would include a brick red, forrest green, and cream. Haynes left the meeting at 6:04 Design Review Committee June 12, 1995 Page 7 Swan stated that the Committee is trying to work with the developer and not trying to dictate a certain type of material. Hawks agreed. Swan stated that she felt the building was unique and an attractive addition to the downtown, Hawks thanked the developers and the architect for the presentation. The developers and architect left the meeting. Hawks asked if anyone had any further comments. Quigley stated that he has concerns regarding the height of the building, Schoon stated that the Committee cannlot regulate the height of the building, that is done through the zoning ordinance. However, the Committee can encourage the applicant to add certain design elements to make the building not appear so tall and massive. Quigley stated that he still has concerns that the building is too tall compared to the buildings around it. Schoon stated that the Committee should send a comment to the Planning and Zoning Commission regarding the height regulations for this area, if the Committee feels that the buildings should not be as tall as the proposed building. Nagle stated that through the use of different materials and colors, the architect is attempting to break up the surrounding buildings because it is too tall. Larson said that the best we can do now is to encourage them to break up the height to make it appear not as tall. The Committee agreed not to send a formal recommendation to the Council, but to send a general comment regarding the design of the project. Swan summarized the general feeling of the Committee by stating that the general consensus of the Committee is that the design of the project is unique and interesting and that it furthers the diversity of architecture in downtown. The parties involved in the project appear to have goals similar to that of the Committee, and the Committee encourages the applicant to complete the project as it was presented to the Committee. N~gle added that they continue to work on breaking up the mass of the building, especially on the Gilbert Street side. Quigley asked if the Committee was going to comment about the height of the building. Hawks said no, she said that it does not appear to be the general consensus of the Committee that the height of the building is a problem. Swan asked if we could discuss the general issue of the height of downtown buildings at the next meeting, since this issue has been discussed as part of this project and the Hieronymus project. CONSIDERATION OF A SIDEWALK CAFE AT 32 S. CLINTON STREET (PANCHERO'S): Rodney Anderson presented the material he proposes to use for Panchero's sidewalk cafe. He said nearly all of the lightweight material, which can be moved in and out everyday, is either resin or plastic. He reviewed the materials in the Committee's packet, which he proposes to use. He said he would like to use a table made out of particle board with an imitation marble top and a plastic base, that is if he can order it and get it in a timely fashion. The tables would be 36 inches in diameter. Swan stated that she would like to say that she is disappointed that all the City is getting is plastic chairs and roping off people like cattle. She had hoped for something nicer, such as wrought iron tables and chairs. She hopes that in the future that the City will look at the requirement that everything must be taken in at night. Design Review Committee June 12, 1995 Page 8 .Quigley noted that pedestal tables are not accessible to persons using wheel chairs, and that tables with four legs would be more accessible. Quigley agreed with Swan regarding the desire of getting better and heavier material furniture. Hawks stated that she is aware of some Parisian style tables and chairs that are lightweight. Six voiced her concerns regarding an existing problem regarding people littering and vomiting in front of her store, and that it may only get worse with a sidewalk cafe a Panchero's. Anderson said that they have been working on doing a better job of cleaning up messes from their restaurant. Nagle asked if Anderson had thought of running the sidewalk cafe along the entire length of the building. He said that he had, but it would be difficult to keep an eye on the cafe if it ran the entire length of the building since there are no windows over there. Ouigley moved to recommend to the City Council approval of Panchero's sidewalk cafe, including the use of the imitation marble top tables presented at the meeting. Larson seconded the motion. The motion carried 5-0. WORLD FRUIT MARKET VENDING CART Schoon explained that an opening exists for a vending cart in the plaza and that David Stookey had submitted a plan for a cart that sells fruit. Stookey briefly elaborated on the plan distributed to the Committee. He said that his cart would be no more that 8 feet long, 40 inches deep, and 6 feet high. In fact, it probably less than 8 feet long. He said it would be painted with a high gloss paint, the canopy would be a fabric nylon, and the banner's along the side of the cart would be all-weather resistant vinyl. In response to a question, the poles holding the canopy would be made out of four wooden posts. Stookey briefly described the menu for the cart. Larson moved to approved the design of the World Fruit Market vending cart. Six seconded. The motion carried 5-0. Swan and Larson left at 6:38 p.m. CONSIDERATION OF THE MINUTES OF THE JUNE 1, 1995, MEETING: Due to the lack of a quorum at this point in the meeting, consideration of the minutes of the June 1, 1995 meeting will take place at the next Committee meeting, PUBLIC DISCUSSION: There was none. COMMITTEE DISCUSSION: There was none ADJOURNMENT: Hawks adjourned the meeting at 6:40 p,m. MINUTES PARKS AND RECREATION COMMISSION MAY 10, 1995 MEMBERS PRESENT: Jana Egeland, Judith Klink, Deb Liddell, Bruce Maurer, Matt Pacha, John Pelton, Rex Pruess, Dee Vanderhoef MEMBERS ABSENT: John Beasley STAFF PRESENT: Trueblood, Kriz GUESTS: Marcia Klingamanl (PCD), Mary Lewis and Jane Klitzka (Grant Wood Neighborhood Association) FORMAL ACTION TAKEN: ~oved by Liddell, seconded by Egeland, to approve the minutes of the April 14, 1995 meeting as written. ~nanimous. Moved by Liddell. seconded by Pruess, to endorse the Neighborhood Council's PIN Grant Fund Recommendations as submitted. Unanimous. Moved by Pruess, seconded by Egeland. to accept the recommendation of the Neighborhood Open Space Committee, with advice given to the appropriate parties to begin looking for land in future developments for a park in the area of the Oakes Subdivision. Unanimous. (Rober/Pelsang/Oakes Subdivisions) Moved by Egeland, seconded by Klink, to accept the recommendation of the Neighborhood Open Space Committee, to accept dedication of land for construction of an 8- foot wide hard-surfaced trail, with 4-foot shoulders, within the pipeline easement, to connect to the Willow Creek trail. unanimous. (Covington Condominiums). Moved by Klink. seconded by Pruess, to accept fees in ~ieu of land dedication. Unanimous. (Walden Pointe Condominiums) Moved by Pruess, seconded by Pelton, to acquire the southern portion of Lot 9, and to ensure trail connectivity from the Whispering Meadows Wetlands Park to the soccer complex, with Dreference that the trail remain along the easement as much as possible if topography permits. Unanimous. (Saddlebrook) Moved by Maurer, seconded by Liddell, to accept Lots A and B as offered by the developer. Unanimous. (East Hill Subdivision) Moved by Pruess, seconded by Liddell, that in light of the heavy bicycle traffic on Sand Road. to strongly endorse the construction of a trail system throug~ Napoleon Park to the south as this development takes place. unanimous. (S. Gilbert Street-south of Napoleon Park) ~oved by Liddell. seconded by Egeland, to endorse the overall concept for the Inner City Greenway Trail. Unanimous. PIN Marcia Klingaman, Neighborhood Services Coordinator, Mary APPLICATIONSLewis and Janet Klitzka, President and Vice President respectively of the Grant Wood Neighborhood Association, were present to answer any questions the commission may have on the PIN Grant Fund Recommendations. A copy of the memo setting out these recommendations was included in the commission's packet. Klingaman stated similar information would be provided to the City Council on May 23rd, asking for their approval for expenditure of these funds. Trueblood noted at last month's meeting he estimated that $60,000 was available through this program, but clarified that only $25,000 was available. Pacha questioned the "Toilet Retrofit Program", asking if this was a common application. Klingaman stated this was the first year for this program, and the Neighborhood Council developed the program guidelines and a number of criteria for evaluation of the applications. With respect to applications pertaining to park improvements or public right-of-ways, the neighborhoods worked with staff to determine if their proposals were workable and would fit into any plans the commission and department has made. Trueblood referred to the Scott Park Improvement Project, asking what parts of the proposal would be completed since the project did not receive their full funding request. Klingaman stated the Friendship Neighborhood Association plans to complete the entire project in phases, and are presently going through fund raising efforts. Pruess questioned the "Trees for Wetlands" project, asking if the trees would be located outside the area which would need to be burned on a periodic basis. Mary Lewis stated Lon Drake drew up the plan setting out where trees can be planted and the type of trees suitable for the wetlands environment. Moved by Liddell, seconded b~ Pruess, to endorse the Neighborhood Council's PIN' Grant Fund Recommendations as submitted. Unanimous. MISC. Trueblood reported the Neighborhood Open Space Action PLATS: Plan Committee met prior to this meeting and reviewed various staff reports and plats, and are asking the commission to approve the following recommendations: Rober/Pelsang/Oakes Subdivisions. These three subdivisions are very small developments, and the committee concurred with staff's recommendation to accept fees in lieu of land dedication. With respect to the Oakes Subdivision, the committee felt it would be advisable to make a statement to the affect that there is a need for a neighborhood park in this area, alerting staff and the Planning and Zoning Commission to start looking for land in this area that would meet this need. Moved by Pruess. seconded by Egeland, to accept the recommendation of the Neighborhood Open Space Committee, with a~v{ce given to the appropriate parties to begin looking for land in future developments for a park in the area of the Oakes Subdivision. Unanimous. Covington Condominiums. The committee is recommending acceptance and construction of a 16 foot wide hard- surfaced trail (8-foot trail with 4-foot shoulders) within the pipeline easement, which trail would eventually connect to the Willow Creek trail. Trueblood noted the developer would be responsible for developing the trail. Moved by Egeland, seconded by Klink. to accept the recommendation of the Neighborhood Open Space Committee. to accept dedication of land for construction of an 8-foot wide hard-surfaced trail, with 4-foot shoulders, within the pipeline easement. to connect to the Willow Creek trail. Unanimous. Walden Pointe Condominiums. The committee is recommending acceptance of fees in lieu of land dedication due to the topography of the area and neighborhood concerns. Moved by Klink. seconded by Pruess, to accept fees in lieu of land dedication. Unanimous. Saddlebrook (formerly Sycamore Farms). The preliminary estimate on the amount of land the developer would need to dedicate for this overall development is eight acres. The committee would like the southern portion of Lot 9 so that as the adjacent area develops, additional land could be acquired to develop a park to serve both areas. They emphasized the importance of a trail system leading to the south from Whispering Meadows, with the long term plan being to continue the trail to the soccer complex. Pruess indicated the committee would like the trail to remain on the eight foot easement instead of utilizing sidewalks and streets. Moved by Pruess, seconded by Pelton. to acquire the southern portion of Lot 9, and to ensure trail connectivity from the Whispering Meadows Wetlands Park to the soccer complex, with preference that the trail remain along the easement as much as possible if topography permits. Unanimous. 3 East Hill Subdivision. The developer is willing to give Lot A and Lot B to the City. The owner of Memory Gardens Cemetery has indicated some interest in acquiring Lot A. Staff has been working with the owner of the cemetery to obtain an easement on the south side of Ralston Creek to run a trail through this area. 0nly a portion of Lot A is needed for the trail system, but the committee would like the city to accept the entire lot, then work out an agreement with the cemetery owners that would be mutually beneficial. Moved by Maurer, seconded by Liddell, to accept Lots A and B as offered by the developer. Unanimous. S. Gilbert Street (south of Napoleon Parkl. This is a pre-preliminary plat and it is likely no development will occur for a couple of years. The committee felt it would be good to go on record supporting the concept of a trail through this area as development occurs, connecting to the Iowa River Trail as it is developed south of the Highway 6 Bypass. Movedby Pruess, seconded by Liddell, that in light of the heavy bicycle traffic on Sand Road, to strongly endorse the construction of a trail system through Napoleon Park to the south as this development takes place. Unanimous. NOS TASK FORCE COMMITTEE'S PURPOSE: Vanderhoef stated the Neighborhood Open Space Task Force Committee had a discussion regarding the committee's primary purpose. They have been receiving and reviewing a large number of plats, and are not progressing as rapidly as they would like to on the action plan. The committee felt it was their charge to complete this plan and are now finding themselves doing other things, which they are not sure the commission wants them to do. Pacha stated he had no problem with how the committee was presently functioning. Vanderhoef stated the plan needs to be completed and approved by the commission. The commission could then appoint a committee to review the plats, bringing their recommendations to the commission for approval, or could have the entire commission review each plat. Vanderhoef stated it could be structured so that information on each plat is included in the commission's packet, similar to a consent calendar, and making it unnecessary for the commission to review each plat unless the commission so desired. Liddell questioned how much involvement the commission wants making these decisions, noting there are four commissioners on the committee who spent 1.5 hours prior to this meeting discussing these plats and are now spending additional time doing the same. Liddell stated she did not have a great deal of interest on staying on the committee if the primary task of the committee was to do a lot of detailed review of plats. Pruess asked if it 4 CAMP CARDINAL: GP~EENWAY TRAIL SYSTEM: WETHERBY PARK: PARK TOUR: SCHOOL PLAYGROUND EQUIPMENT: was possible to complete the action plan by July 1st and then reforming the committee if this is what the commission wants. Vanderhoef stated the commission could review the plats until the plan is completed. The committee will concentrate on completing the action plan, and bring it to the commission for its approval by the July or August meeting. Vanderhoef deferred discussion of Camp Cardinal to a future meeting. The plans/vision for the Inner City Greenway Trail system was reviewed by the commission. Pruess suggested that the map should reflect a trailhead at the Galway Subdivision, and some type of connectivity from the University of Iowa trail to the lower part of Myrtle Hill which is a heavily traversed area. Moved by Liddell, seconded by Egeland, to endorse the overall concept for the Inner City Greenway Trail. Unanimous. Egeland asked that a letter of acknowledgement be sent to FIRST expressing the commission's appreciation for this plan. Trueblood stated approximately one year ago an offer to purchase approximately 10 acres of land was submitted to the owner of property adjacent to one of the city's parks. Recently a letter was received indicating the owners are interested in selling the 10 acre parcel for an amount about 27% higher than the offer. The commission went into closed session to discuss the offer. Staff was directed to pursue further action to purchase this property, subject to Council approval. Trueblood asked the commission if July 12th was still the preferred date for the park tour, with the commission members indicating it was. He asked the commission members to come prepared to the June meeting with points of interest they would like to tour. Pelton stated he would like to visit the North Hickory Hill Park/Oakland Cemetery area. Vanderhoef stated the new school being proposed to be constructed is not within the city limits, but if the commission would like to go on record urging the School District to include adequate funds for playground equipment for future school sites it could do so. Liddell stated she would draft a letter and bring it back to the commission for its approval. She noted with the recent Irving Weber School playground issue, it was apparent that this is an area of interest to the public, and that adequate funding should be included in a school bond referendum for playground equipment. 5 PARKS & RECREATION FOUNDATION: COMMISSION TIME: Pacha reported the Foundation met with Kevin Monson to discuss possible expansion of the Mercer Park Aquatic Center for additional indoor gymnasium space. It appears it would be difficult to do this project for less than $1.4 million, which would take it out of the category of funding for projects that can be completed without a referendum. Monson has been directed to develop a modest plan. Liddell asked for an update on the plans for the Central Business District. Trueblood stated the City Manager presented to the City Council the idea of forming a City Plaza Task Force, with a facilitator, to determine recommendations. A member of the commission might be asked to serve on this task force,' along with representatives of the Downtown Association, the Design Review Committee, University business owners, the Iowa City Public Library, and others. Sheri Thomas, CBD Senior Maintenance Worker, will also be involved with this task force. The renovation of the downtown playground area has been placed on hold along with other CBD projects. The preliminary cost estimate for repairs that should be completed in the CBD is over $200,000. Liddell felt in terms of facilitator, Mary Weideman would do a good job in this role. Liddell stated City Park is shaping up and looking very good. She expressed concern about the safety of children playing in the pile of ag-lime near the Little League diamonds, and felt a sign indicating it is not sand would be helpful to discourage parents from allowing their children to play in it. Trueblood stated this could easily be done. Egeland stated as a point of information in Hickory Hill Park in the empty fields north of the dam area (along the creek, east side), a fort-type structure has been constructed out of wood/sticks, and open burning has been taking place.. Klink complimented commission members and persons involved in the development of Ryerson's Woods, noting the area was very beautiful and full of lush vegetation. Trueblood noted there is a dedication ceremony scheduled for May 20th. The shelter was to be erected prior to this date, but the spring weather has delayed this project° Pruess asked the effect, if any, the recent heavy rains and flooding has had on the newly planted trees in City Park. Trueblood stated it appears to have had minimal effect at this time, noting trees removed were replaced 6 with trees that are suppose to do well under wet conditions. Vanderhoef thought it was a wonderful idea to incorporate a day care and recreation basketball court in the proposed parking ramp proposed to be constructed across from St. Patrick's Catholic Church, and asked what staff knew about this project. Trueblood stated this ramp is part of the Near Southside Development project and would not be completed in the near future. Staff who is working on this project would like the parking ramp to have the appearance of a building, with the possibility of a day care center and retail space, and using the top of the ramp for recreation hard-surface space. Conceptual drawings show basketball and handball courts. ADJOURNMENT:Moved by Pacha, seconded by Egeland, to adjourn. Unanimous. The meeting was adjourned at 7:45 p.m. 7 MINUTES IOWA CITY PLANNING AND ZONING COMMISSION THURSDAY, MAY 18, 1995 - 7:30 PM CIVIC CENTER COUNCIL CHAMBERS PRELI INARY Subject to Approval MEMBERS PRESENT: Ann Bovbjerg, Sally Dierks, Dick Gibson, Jane Jakobsen, Lea Supple, George Starr MEMBERS ABSENT: Tom Scott STAFF PRESENT: Sarah Holecek, Robert Miklo, Lira Sorensen CALL TO ORDER: George Scott called the meeting to order at 7:42 p.m. RECOMMENDATIONS TO COUNCIL: Recommend denial, by a vote of 6-0, of REZ95-0007, an application submitted by Tom Lepic to rezone 3.01 acres located west of Walden Road, south of Sylvan Glen Court from RS-8, Medium Density Single-Family Residential, to OPDH-8, Planned Develop- ment. Recommend approval, by a vote of 6-0, of CU9501, an application submitted to Johnson County by Alan Weinstein for a conditional use permit to allow a home business, an art gallery, for property located in Fringe Area 5 at 3880 Owl Song Lane SE, immediately north of Inverness Court and east of Arlington Drive, subject to a time limit of two years, and expiration of the permit if the property is annexed or upon sale or lease of the property. Recommend denial of CZ951q, an application submitted to Johnson County by AI Streb to rezone 73.85 acres located in Fringe Area 5 east of Scott boulevard and .5 mile north of Highway 6 from RS, Suburban Residential, to CH, Highway Commercial (18.39 acres) and to M2, Heavy Industrial (55.46 acres). Recommend approval, by a vote of 6-0, of VAC95-0001, an application submitted by Oakes Construction to vacate Oakes Fourth Addition, a 6.25 acre, 14 lot residential subdivision located at the end of Quincent Street, north of Dubuque Road. Recommend approval, by a vote of 6-0, of SUB95-0013, an application submitted by Oakes Construction for preliminary plat approval of Oakes Fifth Addition, a 6.25 acre, 14 lot residential subdivision located at the end of Quincent Street, north of Dubuque Road, subject to verification of the willingness of adjacent lot owners to accept outlots 1 and 2, prior to final plat approval, approval of the grading and erosion control plan, and determination of the neighborhood open space fee prior to Council consideration of the plat. Planning & Zoning Commission May18, 1995 Page 2 PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Richard Rhodes, 2014 Rochester Avenue, said that while driving by the Johnson County Fairgrounds he noticed a large development where the developer appeared to be building as much as he could without putting in a subdivision. He said he believed this was the tract formerly known as the Richie Subdivision and now called South Park, He said he had been surprised to see the building because he thought development of this tract had been deferred because the area lacked municipal services. Miklo said that this was a city rather than a county tract. He said that the Commission had before it a subdivision proposal that would result in a public street which would intersect with south Riverside Drive and would have resulted in a number of industrial lots being served by the cul-de-sac. He said the previous application had been deferred indefinitely because of a lack of sanitary sewer and a lack of agreement from the railroad, among other issues. He said that the tract is an existing parcel of I-1 zoned land, however, and that the applicant was able to obtain a building permit to build on the land, although he will not be able to sell portions of it to other parties without a subdivision approval. He said that the applicant did receive a permit for private sanitary sewer treatment. Such a permit is required from the County Board of Health in an area where there is no sanitary sewer available. He said he assumed that the building official did not have legal grounds to deny a permit in this case. Starr asked if the area would be serviceable by City sewer in the future. Miklo said it would be eventually, in 10 years at the earliest. He said he did not know what the requirements for the builder tapping into the sewer in the future will be. He said he could check into this if the Commission wanted. Starr asked if there was an interim development zone applicable. Miklo said the city has interim development zones for residential areas but that there currently was none for commercial area. He said this was something the City would have to examine. Dierks asked if the developer could lease space in the building planned. Miklo said that the developer could lease space out but that he could not sell individual parcels that required subdivision approval. REZONINGS: REZ95-0006. Public Discussion of an application submitted by Walden Development Co. to rezone 4.3 acres located west of Mormon Trek Boulevard and north of Walden Court for RS-8, Medium Density Single-Family Residential, to OPDH-8 Planned Development Housing Overlay. Starr said the Commission had received a letter requesting deferral and waiwng the 45 day limitation period. He said that it would be the intention of the commission to defer this item to the formal Commission meeting of June 15. Public Discussion: Judy Pfohl, 2229 Abbey Lane, said that she had handed in 60 signatures on petition against the development application. She said that her main concern was an increase in traffic with the increased density in the area, especially on Mormon Trek Boulevard. Planning & Zoning Commission May 18, 1995 Page 3 She said he assumed the water problems and the situation with the slope had been worked out with the applicant's engineers. Miklo said he did not know the status of the water issue. He said staff would report on that at the June 15 meeting. Richard Carv, 2416 Walden Court, spokesperson for the Walden Court Neighborhood Association, said that he had a story about Mayor Susan Horowitz. He said that when she was campaigning a few year ago, she came to Walden Court where Cary had shown her the water run off problems he was having with the hill to north of his house. He said that her reaction was that he "would have to file a lawsuit against the developer." Cary said that he was trying to avoid filing a lawsuit but that he has accumulated a great deal of documentation detailing the flooding. He said he wanted to review the main issues as the people of Walden C6urt saw them. He said the Walden Court Neighborhood Association is not against development, they would just like to see housing developed that is compatible with the area. He said that there is a history of run off problems in the area where development had changed the slope of the land. He said the biggest problems exist on the west side of the hill, where water runs down to the sidewalk and into the back of his home. He said he is concerni~d that the City staff has made no decision on the water problem. He said other issues of concern were density, open space, and an Association agreement with the developer. He said he did not understand whey the Commission keeps delaying a vote on the project. Geoff McClennan, 2553 Walden Court, representing the Walden Woods Neighborhood Association, said that the single f[mily homes of Walden Woods are surrounded by high density development. He said that the current housing in the area is very diverse and that he was happy with the community, He said the neighbors were anxious to preserve the community which they see as somewhat fragile. He said that in large cities, high density housing has proven disastrous, and that they would like to maintain and enhance their community by retaining green space and by finding the best sort of development for the area. He said the neighbor's concerns include excess density, water issues, and increased traffic. He said that they would like more support for children in the neighborhood and that there was an opportunity for the development of greenspace or a park. He said that their association has been invited to attend the Neighborhood Open Space Committee meetings. He said that he had collected 42 petitions against the current development plan. He added that the City staff had been helpful in answering the Association's questions. Public Discussion Closed. MOTION: Jakobsen moved to defer REZ95-0006, an application submitted by Walden Development Co, to fezone 4.3 acres located west of Mormon Trek Boulevard and north of Walden Court from RS-8, Medium Density Single-Family Residential, to OPDH- 8, Planr~ed Development Housing Overlay. Gibson seconded. The motion carried on a vote of 6-0. Gibson noted that the main reason for the Commission deferring an item was that changes would occur in the plan. Bovbjerg said it is rare for the Commission to defer Planning & Zoning Commission May 18, 1995 Page 4 an item just to put off a vote. She asked if the neighbors would be notified when a new plan is introduced to the Planning Department. Miklo said that those interested could contact the City Planning Department. He said that there had been a subdivision application filed for the same property. It will be on the agenda for the June 15 formal meeting. Dierks asked when the plans would be available with staff recommendations. Miklo said staff recommendations are available the Friday prior to the Commission's informal me~ting. REZ95-OOO7. Public Discussion of an application submitted by Tom Lepic to rezone 3.01 acres located west of Walden Road, south of Sylvan Glen Court from RS-8, Medium Density Single-Family Residential, to OPDH-8, Planned Development Housing Overlay. Miklo said he would like to reiterate staff's recommendation that this application be denied. Public Discussion. Judy Pfohl said she had 60 petitions from her neighborhood association and from the Plaenview area showing the neighbors concern about rezoning which would promote added density to the area, Tory Rash, 53 Jensen Court, said that the problem with the development was that the residents of the area had been under the impression that the undeveloped land nearby would remain zoned RS-8. Fie said that his neighborhood is currently surrounded by condominiums. Public Discussion Closed. MOTION: Jskobsen moved to approve REZ95-007, an application submitted by Tom Lepic to rezone 3.01 acres located west of Walden Road, south of Sylvan Glen Court from RS-8, Medium Density Single-Family Residential, to OPDH.8, Planned Develop- ment Housing Overlay. Bovbjerg seconded. Dierks said she would vote against the plan because it is too high density, the traffic impact was a major concern, and the area is very well suited for single family small lot houses. Bovbjerg said she agreed with Dierks. She said that the land could be used in a much more suitable way without exacerbating an already bad traffic pattern. Supple said she also agreed and stated she didn't feel the building design was very compatible with the neighborhood. She said she understood the neighborhood associations' concerns. The motion was defeated on a vote of 0-6. MOTION: Dierks moved to deny REZ95-007, an application submitted by Tom Lepic to fezone 3.01 acres located west of Walden Road, south of Sylvan Glen Court from Planning & Zoning Commission May 18, 1995 Page 5 RS-8, Medium Density Single-Family Residential, to OPDH-8, Planned Development Housing Overlay. Bovbjerg seconded. The motion carried on a vote of 6-0. Miklo said the application does not go on to Council unless the applicant submits a formal request to do so. Dierks said that the neighbors could call the Planning Department to find out about this. REZ95-0008. Public discussion of an application submitted by Southgate Development to rezone an approximate 1.82 acre parcel located on Northgate Drive from RDP, Research Development Park, to CO-1, Commercial Office. Miklo said the applicant had submitted a Istter requesting that the application be deferred until June 1 5 and had also waived the 45 day limitation period. He said the applicant had also expressed an interest in amending the existing development plan for the existing RDP zone on the property. Public Discussion. There was none. Public Discussion Closed. MOTION: Supple moved to defer REZ95.008,an application submitted by Southgate Development to fezone an approximate 1.82 acre parcel located on Northgate Drive from PDP, Research Development Park, to CO-1, Commercial Office, to the June 15 meeting of the Planning and Zoning Commission. Jakobsen seconded. The motion carried on a vote of 6-0. CU9501. Public discussion of an application submitted to Johnson County by Alan Wainstein for a conditional use permit to allow a home business, an art gallery, for property located in Fringe Area 5 at 3880 Owl Song Lane SE, immediately north of Inverness Court and east of Arlington Drive. Miklo said that staff recommends that the application be approved conditioned upon a time limit of 2 years being placed on approval of the conditional use permit, and upon the permit expiring if the property is annexed. He said that without these conditions, staff recommends the application be denied. Public discussion. Brian O'Harra, 4725 American Legion Road, said he lived to the south of the Wainstein property for 2 years. He said that Weinstain had been a good neighbor and that his property is environmentally pleasing and well landscaped. He said he would encourage Weinstein's business, a. nd that he felt it would have very little environmental impact on the area. He said he did not see the necessity of the 2 year condition placed on the application. He added that Weinstein is a very conscientious neighbor. Planning & Zoning Commission May 18, 1995 Page 6 Public discussion closed. MOTION: Diarks moved to approve CU9501, an application submitted to Johnson County by Alan Wainstein for a conditional use permit to allow a home business, an art gallery, for property located in Fringe Area 5 at 3880 Owl Song Lane SE, immediately north of Inverness Court and east of Arlington Drive. Jakobsen seconded. Dierks said that there had been changes made at the informal meeting concerning the conditions. She said that it was decided that there was adequate landscaping since it was to be a short term business. She said another change was that rental and sales of the property appeared to be a greater concern than annexation, Miklo said that he believed the consensus of the Commission had been to continue with the annexation clause. Disrks said that the two year limitation period is a safeguard, and that she would be comfortable with a 3 year or 5 year limitation. Starr said that if this is the case, he would like to see the landscape clause added again. Bovbjerg asked if the 2 year limitation period was renewable, and noted that the landscaping may be an issue if this was the case, Miklo said landscaping was no longer a concern to staff. He said that at the time staff raised the concern about landscaping, they did not have an adequate site plan to judge the available parking. Starr said that the applicant had made it clear that this was to be a temporary situatioo and that he would not view this as renewable. Miklo said that the conditional use permit would require the applicant to reapply through the Planning and Zoning Commission. MOTION: Jakobsen moved to amend the main motion to include the condition of the permit expidng upon sale or rental of the property, and to strike the landscaping clause in the conditional approval, Dierks seconded. The motion carried on a vote of 6-0. The main motion carried on a vote of 6-0. CZ9510. Public discussion of an application submitted to Johnson County by AI Streb to rezone 73.85 acres located in Fringe Area 5 east of Scott Boulevard and .5 mile north of Highway 6 from RS, Suburban Residential, to CH, Highway Commercial (18.39 acres) and to M2, Heavy Industrial (55.46 acres). Miklo said that staff recommends denial of the application. He said he wanted to reiterate the sentiment that the best use of the [and would be annexation and industrial development in the City. Public discussion. There was none. Public discussion closed. MOTION: 8ovbjerg moved to approve CZ9510, an application submitted to Johnson County by AI $treb to fezone 73.85 acres located in Fringe Area 5 east of Scott Boulevard and ,5 mile north of Highway 6 from RS, Suburban Residential, to CH, Planning & Zoning Commission May 18, 1995 Page 7 Highway Commercial (18.39 acres) and to M2, Heavy Industrial (55.46 acres), Gibson seconded. Starr said his understanding was that additional discussions wore going on concerning the item, Miklo said that the City staff has been speaking with members of the Council and members of the Board of Supervisors, and were attempting to come to a consensus.on the best way to approach this property. Bovbjerg said she would like to see this particular land become part of a larger industrial park in the area, The motion was defeated on a vote of 0-6, MOTION: Bovbjerg moved to approve that the City Council forward a letter recom- mending denial of CZ9510, an application submitted to Johnson County by AI Streb to fezone 73.85 acres located In Fringe Area 5 east of Scott Boulevard and .5 mile north of Highway 6 from RS, Suburban Residential, to CH, Highway Commercial (18.39 acres) and to M2, Heavy Industrial (55.46 acres). Gibson seconded. The motion carried on a vote of 6-0. CZ9519. Public discussion of an application submitted to Johnson County by Howard Winebrenner to rezone 39.3 acres located in the southwest quadrant of the Highway 218 and Highway 1 interchange (Fringe Area 8) from RS, Suburban Residential, to CP2, Planned Commercial. Miklo said staff is discussing voluntary annexation of this property and rezoning it to C1-1 within city limits hinging on the ability and cost of providing municipal service to the property. He said staff will continue discussions with the applicant and therefore recommends that the item be deferred until June 15. Public discussion. There was none. Public discussion closed. MOTION: Bovbjerg moved to defer CZ9519, an application submitted to Johnson County by Howard Winebrenner to rezone 39.3 acres located in the southwest quadrant of the Highway 1 interchange (Fringe Area 8) from RS, Suburban Residential, to CP2, Planned Commercial. Jakobsen seconded. The motion carried on a vote of DEVELOPMENT ITEMS: 1. SUB95-0011. Public discussion of an applicatio, n submitted by Richard and Julie Berry for preliminary and final plat approval of Rober Subdivision, a 1.19 acre, 2 lot residential subdivision located on Seventh Avenue, north of Rochester Avenue. Planning & Zoning Commission May 18,1995 Page 8 Miklo said staff recommends that the preliminary and final plat be approved subject to the approval of legal papers and determination of the neighborhood open space fee prior to City Council consideration of the plat and subject to a notation on the plat regarding the requirement for shared access between Lots 1 and 2, with the existing access on lot 1 serving as the shared access. He said that the City Traffic Engineer had visited the site and felt that it was necessary because of site distance concerns. Public discussion. Larry Schnittier, 191 7 S. Gilbert Street, re~resentin(~ MMS Consultin(~, said that the applicants are not anxious to have a shared driveway situation on the lot. He said that this situation was not conducive to positive neighbor relations. He said that the driveway in question is located relatively close to the existing driveway so that the least amount of conflict will occur, He said the street is a local street and the owners did not want a shared driveway unless absolutely necessary. Dierks asked how far away from the lot line is from the proposed driveway. Schnittjer said that the center line of the driveway is 20 feet from the property corner, He said there is 12 feet between the property line and the driveway. Dierks asked that if the applicant were required to accept a shared driveway, if it would be done by an easement. Schnittjer said that this would be the case, although the lot line could be moved if necessary. Starr said that there did not appear to be much difference between a shared driveway and the existing driveway. Miklo said that the traffic engineer may have felt that the existing driveway was not ideal either and that adding another driveway would compound the problem. Gibson said he wanted to suggest that the application be deferred until the Traffic Engineer approve' or disapprove the driveway issue, Schnittjer said he planned to ask for approval for the plan subject to the concurrence of the City Traffic Engineer. Gibson said he wanted the driveway issue resolved with a recommendation of yes or no from the Traffic Engineer. He said there was a strong message that the driveway be consolidated at the Commission's informal meeting and that he did not want to approve of something when the Commission had not been listened to. Miklo said that if the application was approved subject to approval by the Traffic Engineer of the driveway location, he would have the option of approving this location or the option of requiring the joint access. Gibson said he would rather have that issue resolved prior to the Commission's vote. Bovbjerg said she would like to revisit the area with the driveway problem in mind. Dierks pointed out that the 45 day limitation period was June 12 and asked that an extension be made until the Commission's meeting of June 15. Schnittjer consented to waiving the 45-day limitation period to June 15. MOTION: Jakobsen moved to defer SUB95-0011, an application submitted by Richard and Julie Berry for preliminary and final plat approval of Robsr Subdivision, a 1.19 acre, 2 lot residential subdivision located on Seventh Avenue, north of Rochester Avenue to the June 15 meeting of the Planning and Zoning Commission. Dierks seconded. Planning & Zoning Commission May 18,1995 Page 9 Dierks said she would like to see some serious thought given to combining the driveway accesses. Gibson said the ambivalence concerning the driveways troubles him. He said he would like to see it dealt with. Supple said she wanted to point out that shared driveways create easement. which create problems with financing and clear titles. She said she would prefer seeing 2 driveways if there was no traffic problem created but would not approve of two driveways if it resulted in a safety concern. Starr aid he wondered if there was indeed that much difference between a shared driveway or two driveways, because they do not appear that far apart on the site plan, Miklo said that he was confident that if the application was approved subject to the Traffic Engineer's approval of the driveway location or a joint driveway easement, that the engineer had the ability to enforce what he thought best. The motion carried on a vote of 6-0. SUB95-O013/VA. C95-0001, Public discussion of applications submitted by Oakes Construction to vacate Oakes Fourth Addition and for preliminary plat approval Qf Oakes Fifth Addition, a 6,25 acre, 14 lot residential subdivision located at the end of Quincent Street, north of Dubuque Road. VAC9§-0001. Miklo said that staff recommends vacation of Oakes Fourth Addition, He said that the vacation requirement is a technical requirement if an alternative plat is to be approved on the property, Public discussion. There was none. Public discussion closed. MOTION: Bovbjerg moved to approve VAC95-0001, an application submitted by Oakes Construction to vacate Oakes Fourth Addition, a 6.25 acre, 14 lot residential subdivision located at the end of Quirtcent Street, north of Dubuque Road. Jakobsen seconded. The motion carried on a vote of 6-0. SUB95-OO13, Miklo said that this was a redesign of the area that the commission just vacated. He said that the street in the previous plat was being moved slightly to the south and out of the easement on the property, He said that the plat had been revised to correct the previous deficiency. He said staff recommends that the application be approved subject to verification of the willingness of adjacent lot owners to accept outlots 1 and 2, prior to final plat approval, approval of the grading and erosion control plan, and determination of the neighborhood open space fee prior to Council consideration of the plat, Planning & Zoning Commission May16, 1995 Page 10 Public discussion. There was none. Public discussion closed. N~OTION: Gibson moved to approve SUB95-0013, an application submitted by Oakes Construction for preliminary plat approval of Oakes Fifth Addition, a 6.26 acre, 14. lot residential subdivision located at the end of Quirtcent Street, north of Dubuque Road subject to verification of the willingness of adjacent lot owners to accept outlots 1 and 2, prior to final plat approval, of the grading and erosion control plan, and determina- tion of the neighborhood open space fee prior to Council consideration of the plat. Jakobsen seconded. Jakobsen said she thought the plan was an improvement and that she would like to compliment the applicant. The motion carried on a vote of 6-0. CONSIDERATION OF THE APRIL 6, APRIL 20 AND MAY 4, 1995, PLANNING AND ZONING COMMISSION MINUTES: MOTION: Bovbjerg moved to approve the April 6, April 20, and May 4, 1995 Planning and Zoning Commission Minutes as amended. Gibson seconded. The motion carried on a vote of 6-0. PLANNING AND ZONING COMMISSION INFORMATION: Miklo said that the ordinance requiring City approval of exterior stairwells and corridors and a set of guidelines on which that approval would be based was discussed at the Council meeting. He said that there had been a Committee meeting with representatives of the Home Builders Association, the City Council, the Design Review Committee, and the Board of Appeals, which suggested an alternative ordinance still requiring City approval of design of exterior stairwells and corridors. However, he said, the guidelines as they were suggested would be adopted as a resolution rather than an ordinance, thereby making it easier to make amendments to address future concerns of the community. He said that the council would be considering both options, the original ordinance and the ordinance as amended to include the guidelines by resolution rather than by ordinance. He said that if the Commission had a preference for one alternative over the other, now would be the time to address it. Gibson said that the substance of what they had approved would be incorporated in the resolution. Bovbjerg asked if this would be just as legal and enforceable. Holecek said that she believed the wording of the ordinance when it left the Commission was that it was to be approved by the City under the guidelines adopted. She said that the guidelines would be adopted by resolution rather than embodied in the ordinance itself. She said a resolution had the same force of providing guidance, that flexibility had been and issue, and that the amended ordinance would not eviscerate anything the Commission had done. P'lanning & Zoning Commission May 18, 1995 Page 11 OTHER BUSINESS: Dierks said that this weekend was Iowa City Music Carnival at City High with proceeds benefitting the school district if anyone was interested in attending. Starr said her would be absent at both the June 12 and June 15 meetings. AD~JOURNMENT: MOTION: Dterks moved to adjourn the meeting at 9:05 p.m. Bovbjerg seconded. The motion carried on a vote of 6-0. Sally Dierks, Secretary Minutes submitted by Lita Sorensen. IOWA Ci~Y PZAN~N(~ ~ ZONZNG COMMISSION MF. KFlNG THUP~DAY, MAY 18, I995- 7:30 P.M. CZVlC CENTER COUNCI~ CHAMBF. R~ SIGN IN SHEET 2. $. 4. $. 6. 7. 12. I3. 14, 15. 17. 18. MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM THURSDAY, MAY 25, 1995 - 5:00 PM Members Present: Members Absent: Staff Present: Others: Margaret Cox, Stephen Greenleaf, Jeri Hobart, Philip Hubbard, Katherine Moyers, Jesse Singerman, Anne Spencer, Jim Swaim Chuck Traw Barb Black, Susan Craig, Larry Eckhott, Debb Green, Martha Lubaroff, Liz Nichols, Laura Morton Assistant City Attorney Beverly Ogren CALL TO ORDER: President Greenleaf called the meeting to order at asked Bey Ogren to introduce herself. Bey is the City Attorney assigned to the library. 5:00 pm. He new Assistant APPROVAL OF MINUTES: The regular minutes of April 27 were approved. Hubbard/Moyers UNFINISHED BUSINESS Board members commented that the Sunrise Optimist's Chicken Dinner, to which many of them purchased tickets, was enjoyable. The Optimists contribute funds to the Children's Department every year. NEW BUSINESS Conduct in the Library and Food, Beverage and Smoking Policy Reviews. Craig introduced the review by stating that these policies were up for their periodic, three-year review. In our library, she said, conduct is not typically a large problem. We are a fairly relaxed institution in terms of noise. However, recently we have begun to see a fair number of individuals whose behavior disturbs some patrons and staff. The policy update tries to address these concerns. A well known case in library circles was cited and in keeping with the rules set out in the Kreimer case, the library is proposing that someone could be asked to leave if their bodily hygiene is so offensive that it hinders other patrons' use of the library. In order to do so, however, the policy should be stated in writing and enforced equally. Craig indicated she would ICPL BOARD OF TRUSTEES MAY 25, 1995 PAGE 2 interpret such a policy very carefully, seeking other solutions first. Clarification was asked for and given concerning 808.15 regarding minimum charge of $10 for out of the ordinary clean up of meeting rooms by library employees. This charge would be imposed only if the cleanup necessitated work by library employees over and above normal and routine maintenance. 809.111 The added clause stating "Bodily hygiene that is offensive so as to constitute an extreme nuisance to other persons" was discussed. Greenleaf suggested omitting the word "extreme" and leaving the enforcement to Craig and library staff. A discussion then followed regarding the review of this policy and others by the City Attorney's office. Craig explained that this particular policy. had been reviewed by the City Attorney three years ago and had not been scheduled for review in that office at this time. She explained that, at the Director's discretion, new policies are reviewed by the City Attorney although no formal review process exists. Several Board members felt that all policies should be reviewed by the City Attorney's office. Ogren recommended that to the extent that constitutional issues are involved or known legal precedents involving City code sections exist, she would advise review. She explained that sometimes even language changes may be significant. Spencer requested that the Board see the policies first, complete withbackground information before forwarding them after adoption to the Attorney. If a question is raised after policy adoption the Board can revisit. Swaim moved to approve the policies striking the word "extreme" from 809.111. Hubbard seconded it. It was passed unanimously. NOBU Budget Approval for FY96 As a background for new Board members, Craig explained that the City approves our operating budget. NOBU stands for funds that are outside the operating budget; money that comes to the library from other sources than taxes, fines and fees. The biggest single source now is the Endo~a~ent money which is designated for library materials. NOBU funds include Open Access funds which are a reimbursement fee of $.50 from the State Library for transactions to people from other Open Access libraries, regular Gifts & Bequests money, and funds that are used to pay for functions of the library like the copy machines, etc. where the balance goes back into the NOBU funds. The NOBU policy states we earn the money one year and spend it the next. Craig reviewed the receipts and expenses that led her to arrive at the recommended budget for FY96. Singerman moved to approve the FY96 NOBU budget. Spencer seconded it. Swaim asked about the appropriateness of producing a professional marketing piece about our space needs in the library. Craig suggested that this type of expense would have to be part of a referendum committee planning process. A referendum committee ICPL BOARD OF MAY 25, 1995 PAGE 3 TRUSTEES could raise money to run the referendum and choose to market it in this way. We could not produce a "Vote Yes" program with library and city tax funds but could provide information about the project. Swaim expressed his interest in a public relations plan for the library. Greenleaf called for the question. All were in favor. STAFF REPORTS Board appointments: Present Board member Chuck Traw has been appointed for another term. .In addition, Mark Martin, and Mary McMurray are new appointees. Susan passed the applications to the Trustees for review. Laura Morton was introduced. She is the new Coordinator of Technical Services. Johnson County Library Funding. The Johnson County Llbrar_ans recommendation to the Board of Supervisors is that they use the ICPL contract as the model for contracts with other county public libraries. First Search Project. Craig reported on this pilot program in which ICPL is participating. Maeve Clark, Coordinator of Information Services, plans to demonstrate this to the Board in the near future. Development Office report. Board packet. His office June as part of ArtsFest. Eckholt's report was included in the is preparing for the Mystery Dinner in An article from the Daily Iowan was included in the Board packet. The article mentioned ICPL as one place where books on making weapons was available. Nichols pointed out that one of the most well known books is long overdue. State News: When the legislature adjourned, news for libraries was very positive. Several bills including censorship, that could have been negative for libraries did not get passed into law. Libraries will be included as part of the Iowa Communications Network. The ICN will be connected locally at the National Guard here in Iowa City; ICPL will be considered for fundingbased on our proximity to the National Guard and are on the schedule for 1998. Swaim suggested the possibility of exploring funding options.that would allow us to participate sooner. Craig then reported on Federal government news for libraries. Funding for libraries has come until recently in the form of LSCA grants. Money under that act is allocated primarily through the states and many states use it to fund their state libraries. Most state-wide programs are funded from this money. Currently everything is being consolidated into block grants; two include libraries in the description. It is ICP5 BOARDOF TRUSTEES MAY 25, 1995 PAGE 4 hoped that not all federal money to libraries will be lost; if it is it will have a severe impact on state libraries. Summer Reading Program. Brochures are being mailed. first year of joint programming with other public Johnson County. This is the libraries in PRESIDENT'S REPORT Lenoch & Cilek property appraisal Update. All information has been submitted to the appraiser. Greenleaf hopes that we will have an appraisal by our next regularly scheduled meeting. City Council will be hearing about capitol projects at their meeting on May 30. Greenleaf recommends that the library be represented at the meeting which will be an opportunity to hear about updates on projects and inform Council of the status of our project. He will attend. He confirmed with the Board that our July meeting follow tradition and adjourn to dinner with old and new Board members. ANNOUNCEMENT FROM MEMBERS COMMITTEE REPORTS Copies of Director's evaluation form and Craig's self-evaluation were distributed. Board members need to get this to Lubaroff by June 5; committee meets on the 8th. COMMUNICATIONS Nominating Committee: Greenleaf selected Moyers, Hobart and Swaim to serve on the committee. FINANCIAL REPORTS None DISBURSEMENTS Visa expenditures were reviewed for April 1995 Disbursements for April 1995 were approved. Hobart/Spencer SET AGENDA ORDER FOR JUNE MEETING Executive Session for Director's building appraisal. evaluation and Lenoch & Cilek ICPL BOARD OF TRUSTEES MAY 25, 1995 PAGE 5 Meet as members of Friends/Foundation Elect Officers Appoint members to Foundation Board Review State contracts. ADJOURNMENT Meeting was adjourned at 6:50 pm. Spencer/Cox Minutes taken and prepared by Martha Lubaroff. $ubj.-ct to Approval MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, APRIL 19, 1995 - 5:30 P.M. SENIOR CENTER - LOWER LEVEL CLASSROOM MEMBERS PRESENT: Cortney Daniels, Richard Hoppin, Lee Kuehl, Jessica Neary, Don Otto, Catherine Pugh, Jim Pugh, Larry Wilson MEMBERS ABSENT: Sue Chase, Nancy English, John Pelton STAFF PRESENT: Melody Rockwell, Rick Fosse, Jeff Hating OTHERS PRESENT: Bob Brooks, University of Iowa Office of Planning and Administra- tive Services; Merle Neubauer CALL TO ORDER, INTRODUCTIONS, AND ANNOUNCEMENTS: Chairpersor~ Kuehl called the meeting to order at 5:32 p.m. Kuehl announced Charles Denhey would be absent tonight as his wife had just delivered a baby girl, Grace Egan Denney. Rockwell reminded the Commission of the 1995 Toxic Waste Cleanup Day, scheduled for Saturday, May 20, 1995. The event will be held at the Iowa City Transit Facility, by appointment only. Volunteers are needed to assist in many activities. Call Brad Neumann at 356-5245 if you wish to help out. J. Pugh asked Commission Members to remain at the meeting until all matters are considered. J. Pugh said the Commission only meets once a month and he does not feel this would impose a major detriment to anyone's schedule. Wilson agreed. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CONSIDERATION OF THE MINUTES FROM THE FEBRUARY 15 AND MARCH 15, 1995, MEETINGS: MOTION: Otto moved to approve the minutes from the February 15, 1995, meeting of the Riverfront and Natural Areas Commission, as amended at tonlght's meeting, C. Pugh seconded. Wilson noted, page one, first paragraph, should say "Neary invited", rather than "said invited". Wilson, page five, item four, should say "C. Pugh", rather than "J. Pugh". The motion carried on a vote of 7.-0. MOTION: Wlleon moved to approve the minutes from the March 15, 1995, meeting of the Riverfront and Natural Areas Commission, as amended at tonight'$ meeting. Otto seconded. Riverfront and Natural Areas Commission April 19, 1995 Page 2 Kuehl said page three, Wolf Avenue Bridge item, Wolf is misspelled as there should be two '?s". Kuehl, page three, under Committee Reports, item one, last line should say Burlinaton Street bridge, rather than Iowa Avenue bddge. Wilson, page three, under River Corridor updates, item four, first line should say Ned Ashton Park, rather than Crandic Park. The motion carried on a vote of 7-0. (Daniels arrived at 5:45 p.m.) PRESENTATION BY RICK FOSSE, CiTY ENGINEER, ON BURLINGTON STREET DAM SAFETY AND RIVERBANK STABILIZATION PROJECTS: Fosse distributed copies of the NNW, Inc., report regarding various safety improvements along the Iowa River, upstream from the Burlington Street Dam. Fosse said the Burlington Street Dam Safety Projects are very much a multi-agency effort; the University owns the roller dam; the City owns the Iowa Avenue bridge and the eastbound lane of the Burlington Street bridge; Iowa Department of Transportation owns the westbound lane of the Burlington Street bridge; and the Johnson County Sheriff's Office administers rescue activities on the river. Fosse said efforts to date have involved identifying various safety methods available and determining cost estimates. Fosse said he sees two issues: what can be done to protect people from the dam as it exists today; and second, what can be done to the dam to reduce the safety hazard, e.g., removing the dam? Fosse said the consultant report does not touch upon what can be done to the dam itself, rather, it examines what can be done to protect people from the dam as it exists today. Fosse said the City will be sending a letter from the City Manager, Stephen Arkins, to the University, asking the University to explore options for modification to the dam itself. Fosse said he does not know what may result from this request, although he does know that the University has perhaps the best resources in the Midwest to study such an issue. The question was raised as to whom at the University such a letter would be addressed. Wilson said he does not know who has been the contact to date as the Planning Office has not been involved. Wilson said this is a campus planning issue and the Planning Office should be involved up front. Fosse said he will address the letter to Dick Gibson in the Planning Office. Fosse reviewed the safety options identified in the report. Fosse said affer presentations to the Commission and City Council, the next step will involve which measures, if any to implement, how the funding will be divided, and how the maintenance issues will be resolved. Fosse said he does not envision a speedy process by any means due to the multiple agencies involved. J. Pugh said he and Kuehl had discussed the possibility of a large revetment dump at the swirl point of the roller dam. Fosse said this is a component of what can be done to the dam itself, and said that very idea had been considered. Fosse explained an issue with such a dump is that the dam is designed in terms of how best to get water over it, and how would the coefficient of friction change by altering a portion of the dam. Fosse said other concerns with this suggestion would be water displacement in high water, and the potential for injury to someone going over the Riverfront and Natural Areas Commission April 19, 1995 Page 3 dam and through the rocks. Fosse said these are the type of ideas .that still need to be evaluated, hopefully with the assistance of the University. Fosse answered questions regarding the specifications of various alternatives. Fosse asked the Commission Members to refer any questions to staff as this item will appear on the May agenda as well, Regarding the City's efforts in riverbank stabilization along Crandic Park and City Park, Fosse said stabilization projects are about 40% complete and have focused much of their recent attention on the emergency spillway of the Iowa River Power Company Dam. Fosse apologized for not bringing the riverbank stabilization plan before the Riverfront and Natural Areas Commission sooner. Fosse said that due to the need to act rather quickly, this step was neglected. Fosse said he feels enough time and consideration was taken, however, to consider not only the technology, but also the appearance, and he feels the method utilized takes both factore into consideration. PRESENTATION BY BOB BROOKS ON THE UNIVERSITY OF IOWA RIVERBANK STABILIZA- TION PROJECTS SOUTH OF THE HYDRAULICS LAB: Bob Brooks, Architect from the University of Iowa, Office of Planning and Administrative Services, briefed the Commission on riverbank stabilization south of the Hydraulics Laboratory. Brooks said as a result of the 1993 floods, the University had requested federal funding to assist in repairs of flood damage. Brooks said that during a study being conducted by Michael Van Valkenburgh, et. al., Consultants from Cambridge, Massachusetts, who were hired to study shoreline improvements to the Iowa River as relates to the University campus, Larry Wilson became aware of some biotechnology that relates to stream and riverbank stabilization while attending a University of Wisconsin seminar. A firm named Interfluve, located in Montana, was contacted late in the process as a result. Brooks said that due to concerns of Power Plant and Physical Plant Administration that erosion may soon endanger certain structures relating to the Power Plant, stabilization projects began on the east shoreline, just south of the Hydraulics Lab, prior to any decisive input from Interfluve and Michael Van Valkenburgh. Brooks said much of this shoreline had consisted of rock riprap surface prior to this project, and the Soil Conservation Service (SCS) felt riprap should be the solution in this instance as well. Brooks said the position of the SCS was likely due to the urgency of the need, and because they were busy with other projects being conducted all around the state there was little time to examine alternates. The Soil Conservation Service funded both the riverbank stabilization and campus shoreline study projects. Brooks said that the SCS had intended to line the west bank with riprap, as well. However, as a result of some lobbying which notified the SCS of future plans for this riverbank, the SCS came around to acceptance of the Interfluve process. Brooks explained the banl( stabilization process and indicated the areas in which the system is to be implemented. At the top of the riprap portion and half-way up the bank, the system will implement a sor~ of shelf in order for fishermen, emergency personnel, etc., to have level ground on which to stand. Utilizing the bank stabilization process, Interfluve is able to preserve most of the trees along the upper podions of Rivedrontand NaturalAreas Commission April19,1995 Page 4 the bank. As a result of the planned bike trail and other amenities, there is some desire to have the area look as appealing as possible, so there is going to be some examination into how to implement some vegetation back into the east side of the river. Brooks said he doubts trees can be utilized, however. Brooks said that as a result of the need to attain the proper Corps of Engineers and Department of Natural Resources permits, a series of public hearings, and the parking requirements of the NCAA Wrestling Tournament, the construction of the project was delayed for a couple months. Brooks said on top of this there has been an unusual amount of rain which has resulted in the Corps releasing a greater amount of water from the Coralville Reservoir, causing furlher delays. Brooks said they have not had much luck in seeking cooperation from the Corps, but said he can understand. Wilson commended Brooks for his efforts to date as Brooks has overcome a certain amount of skepticism and the wall of resistance that comes with that, among other difficulties. PRESENTATION BY LARRY WILSON ON THE UNIVERSITY OF IOWA PLANNING STUDIES IN THE RIVER CORRIDOR: Wilson stated that most of these plans are only in the concept phase, but he wished to make the Commission aware of these concepts at an early stage. Wilson said a River Corridor Study Committee had been set up and includes Rick Fosse, City Engineer, among other concerned parties. Wilson briefed the Commission on the Michael Van Valkenburgh, et. al., study on shoreline improvements to the Iowa River as it relates campus of the University. Wilson said many of the shoreline improvemonts are geared towards the Arts Campus area. Wilson said much of the current Arts Campus is essentially a parking lot. The ideal is to attain an Arts Campus appearance, without having the parking such a prominent feature and without resulting in a net loss of parking spaces. A national search for a firm that felt it could attain this ideal was initiated, from which Van Valkenburgh was selected. Wilson displayed the Van Valkenburgh concept plans. Wilson also outlined the River Corridor Study Planning Objectives, described in the memorandum from Wilson, dated June 16, 1994, which the Van Valkenburgh firm utilized as its objectives in conducting its research. Wilson said the Study Committee is open to suggestions. Wilson briefed the Commission on Bio-Geo-Engineering techniques utilized in the riverbank stabilization project. The Commission appeered to agree with these methods of stabilization and there were no comments or suggestions. Wilson said one objective is to create a plaza area, adjoining the Iowa Memorial Union (IMU), which would implement a river terrace. The objective of the terrace is to bring people very close t0the water, dose enough of touch it, yet maintain safety considerations. Wilson pointed out that the IMU currently does not have the funds for such a project, but said he is confident the necessary funds will eventually be allocated. Wilson said, this summer, the Study Committee intends to implement further study on flooding issues along the Arts Campus, and initiate construction of an additional parking lot in the field just Riverfront and Natural Areas Commission April 19, 1995 Page 5 southwest of the Park Road bridge. The parking will be utilized by the new Center for University Advancement/Alumni Foundation to be constructed on the southeast comer of the Park Road and Riverside Drive intersection. The Commission had no comments or suggestions at this time on riverfront improvements. However, Merle Neubauer read a copy of a statement and petition, regarding desired safety and aesthetic improvements for fishermen in the area below the Burlington Street bridge, which was submitted to the Riverfront and Natural Areas Commission in 1987. Neubauer said he feels this statement is still applicable today. Wilson, again, quickly reviewed the safety and aesthetic improvements planned for this area. Wilson said one problem has been that those concerned have been fearful of promoting the area for recreational use, such as fishing, until the area is made more safe. RIVER CORRIDOR TRAIL UPDATES: 1. IMU Bridqe to Iowa Avenue. There was none. 2. Burlin(:Iton Street to Hiqhwav 6. There was none. Hi.qhwav 6 to Napo eon Park. J. Pugh asked whether the Iowa Department of Transporta- tion had come to a decision regarding the proposed bike trail bridge. Rockwell said she was unaware of the status and will have Denhey get back to him. Ned Ashton Park. Otto said he, the adists, the McKusicks, and Larry Wilson had met recently to set some parameters on what is expected of the artists. The artists include Tim Curtis, Delenny Jenkins and Stuart Morris. Otto said he expects some designs from the artists by mid-May. RIVER MONTH UPDATE: Wilson said Karen Mumford, a previous Commission Member, had headed up River Month activities last year and was to submit a copy of procedures for the Commission. Those procedures were not submitted, and likewise, the Commission finds itself behind schedule in arranging the usual set of events. The River Month Photo Contest is one such activity that has fallen behind schedule. Rockwell said as she had been involved in setting up the Photo Contest for a six year stretch at one time, she feels it is too late to proceed. Rockwell suggested the Commission begin advertisement of next year's contest, late this coming summer, in order for photographers to attain the whole spectrum of seasons. Rockwell said it is probably not too late to nominate someone for the River Month Award, which is generally presented by a Commission Member at a June, City Council meeting. Rockwell said a list of past award recipients can be obtained from Denney. Catherine Pugh volunteered to head up River Month activities. The Commission suggested a photo perspective of past River. Month Photo Contest winners, and/or a perspective on the flood of 1993. The Commission also suggested running the River Month video on Public Access Television. Riverfront and Natural Areas Commission April 19, 1995 Page 6 UPDATE ON DEVELOPMENTITEMS: There was none. COMMI'Iq'EE REPORTS: Waterways. Kuehl noted the adicle that appeared in the Iowa City Press-Citizen regarding watershed cleanup, and which featured Vince Neary, husband of Commission Member Jessica Neary. The Ralston Creek Cleanup Day is scheduled for Sunday, April 23, 1995. Those interested in participating should meet at the Johnson County Administration Building at 10:00 A.M. Wetlands. Neary said Doug Jones and the Sierra Club of Iowa City are organizing a brush clearing for areas around Finkbine Golf Course. Woodlands. J, Pugh said he would like to schedule a day for the Commission Members, City Council Members, Parks and Recreation Commission Members, City Staff and other interested parties, to walk the riverbank in order to determine a course of action for cleanup of the section of the west riverbank between Iowa Avenue and Burlington Street, J. Pugh said he would like Shawn Fitzpatrick, University Forester, to attend as well. J. Pugh said the objective would be not only cleanup, but low level sight enhancement, J, Pugh suggested holding this on the first Saturday in May. J. Pugh said he would also like to schedule a walk through for Pleasant Harris Park, possibly for mid-June. J. Pugh said he would like to discuss this at the May meeting. Neary said the Environmental Advocates are looking for a work project. J. Pugh said the Pleasant Harris Park would be a hefty cleanup project. 4, Trails & Access, RTBC, There was none, Sensitive Areas Committee. Hoppin said the Commission should receive a draft of the proposed ordinance in June or early July. Hoppin thanked City. Staff for all their input to date. Hoppin feels the language is rational and to the point, as opposed to last year's proposed Woodlands Ordinance, although much of this is incorporated in the present draft. Hoppin said there are still some fine points to work out and the Committee has been fairly compatible. Wilson said the University Sesquicentennial Committee, of which he is a member, intends to draw up some language in regards to prairie remnants for inclusion within the ordinance. COMMISSIONERS' REPORTS: There was none. Riverfront and Natural Areas Commission April 19, 1995 Page 7 FIRST REPORT: There was none. ADJOURNMENT: MOTION: J. Pugh moved to adjourn the meeting at 7:15 P.M, Wilson seconded. The motion carried on a vote of 8-0. Minutes submitted by Jeff Haring MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, MAY 17, 1995- 5:30 P.M. SENIOR CENTER - LOWER LEVEL CLASSROOM MEMBERS PRESENT: Sue Chase, Cortney Daniels, Richard Hoppin, Les Kuehl, Jessica Neary, Catherine Pugh, Jim Pugh, Larry Wilson MEMBERS ABSENT: Nancy English, Don Otto, John Pelton STAFF PRESENT; Denney, Haring OTHERS PRESENT: There were none, CALL TO ORDER, INTRODUCTIONS, AND ANNOUNCEMENTS: Chairperson Kuehl called the meeting to order at 5:35 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CONSIDERATION OF THE MINUTES FROM THE APRIL 19, 1995, MEETING: The minutes were not considered as they had not yet been received by staff. They will be considered at the June meeting. DISCUSSION OF RIVER MONTH ACTIVITIES: C. Pugh reviewed her memorandum dated May 8, 1995. C. Pugh noted that Jerry Nixon from the Public Access cable television channel had suggested that a member of the Commission present a lead-in to the Iowa River Corridor video production. Kuehl agreed to talk to the video department on conducting a lead-in. As things were not initiated early enough to hold the annual photo contest, the Commission decided to present, in essence, a before and after photo perspective of the flood of 1993. Wilson volunteered to take some photos for the present perspective. Denhey noted that the Department of Planning would have funds in the budget to cover film and developing expenses. Denney said the Department of Planning, and more so the Department of Public Works, have a good deal of floods photos. Neary and Daniels volunteered to examine the flood photos for prospects. Denney noted that the Commission will have the north wall of the children's room, near the reference materials, open on June 1, 19.35, for the display. Kuehl will accept the proclamation and present the River Month award to the City Council at the June 6, 1995, Council meeting. J. Pugh said Theresa Carbrey from the New Pioneer Co-op had suggested the sending Thank You postcards to all who had assisted in the Ralston Creek Watershed Cleanup Day on April 23, 1995, The Commission agreed as the effort was very much appreciated. Denney suggested that the photographs of the cleanup be added to, or replace, the flood perspective Riverfront & NaturalAreas Commission May 17,1995 Page 2 layout. The Commission agreed this is a possibility as tributaries contribute to the Iowa River. Denney said he feels he can adjust the proclamation to include language regarding watersheds that contribute to the Iowa River. On a side note, Wilson suggested that the Commission consider an award geared more towards natural areas, as this is the other half of the CommissioNs jurisdiction, The Commission appeared to be open to this suggestion. Denney added that this would be a good idea as next year is the tenth anniversary of Iowa River Month. The Commission suggested initiated plans well ahead of next summer, e.g., in August. The Commission reviewed last year's River Month award recipients. Wilson noted that there were three recipients as all three had contributed some aspect to the River Trail project. The Commission had some discussion regarding awards to individuals, or theme awards and recognizing or awarding the individuals that had contributed. The Commission came to the conclusion that it depends on the circumstances and both methods are feasible. C. Pugh reminded the Commission that there are a number of worthy candidates this year and that many of these groups or individuals will continue to be ongoing or active and can be recognized in following years. MOTION: C. Pugh moved to grant 1995 River Month Awards to the following: Lon Drake, for the Whispering Meadows Wetlands Project; Sandy Rhodes, Carol Thompson and Steve Hendrix for the Sycamore Farms Wetlands Project, and an award to Theresa Carbray, and the New Pioneer Co-op, for their support of the Ralston Creek Cleanup. J. Pugh seconded. The motion carried on a vote of 8-0. DISCUSSION OF BURLINGTON STREET DAM SAFETY IMPROVEMENTS: Kuehl said this entire project was initiated by the recent rash of drownings involving the dam, the drowning of October 1994, was mentioned in particular. Kuehl said Rick Fosse, City Engineer, had initiated inter-agency negotiations late last fall and, as far as he was aware, had not reached a consensus. In March of 1995, the City contracted with NNW, Inc. to perform a review of safety feature options for the river and dam area. Kuehl noted that modifications to the dam itself were not included in the report at this time. Kuehl said safety improvements are intended for those individuals already in the water and are not really intended to keep people out of the water. Kuehl said current safety devices are minimal, but added that measures suggested are intended to be simple, cost effective, and aesthetically pleasing from outside of the water. Kuehl said no measure(s) had been selected at this point, but major questions include cost factors and how to divide the costs, and maintenance factors. Kuehl said the role of the Commission is to either adopt or reject the report, embrace or reject various aspects of the report, or suggest other alternatives. J. Pugh expressed concern that modifications to the roller dam itself were not considered in the consultant report. Kuehl said he feels it is the position of the City that all possibilities should be considered. Kuehl added that modifications to the dam itself would involve a commitment from the University. Wilson agreed and said the University would be open to all possibilities, but reminded the Commission Riverfront & Natural Areas Commission May 17, 1995 Page 3 that until recently the University Planning Department had not been contacted. Wilson, in short, stated that activity to date had not gone through the proper channels. Wilson reminded the Commission that a study on dam modifications, from the University standpoint, may take some time as money either needs to be allocated in a budget, or funds need to be applied for in the form of a grant, etc.. Wilson distributed a copy of a letter he drafted dated April 28, 1995, and included a copy of a Daily lowan article, dated April 28, 1995, titled City report lists ways to make Burlin(~ton Street brid(~e safer. J. Pugh stated that, at this point, he feels that not enough information has been attained for the Commission to make a recommendation, especially as all parties have not been involved. J. Pugh said the consultant report amounts to nothing more than initial suggestions to be added to at a later date. Some agreement was noted. J. Pugh also took offense to the statement of utilizing an aesthetically pleasing feature(s) as it is lives that are at stake. J. Pugh added that all measures imaginable can be included upstream from the dam, but until the dam itself is modified or -emoved anyone that goes over it will likely not survive due to the undertow. J. Pugh noted that safety measures for those approaching from the south have not even been adequately addressed in the report. J. Pugh feels that dam modifications are inevitable and any measures taken at this point will be redundant. J. Pugh suggested tabling discussion of this issue until more information is made available. There was some discussion along the lines that the measures suggested are not meant to be a catch all, that those individuals intent on hurting themselves cannot be helped. Several Commission members also expressed that the measures presented in the report cannot possibly include all suggestions, nor have competitive brands been thoroughly researched in order to attain the best price. Kuehl said, for the City's part, Fosse is actively seeking solutions and has a meeting planned for next week. Kuehl said other alternatives were presented, but some of these were laughable. Daniels wished to know, one, whether the submitted plan is the plan the City Council intends to use to make a decision, second, are there other alternatives that have not been submitted, and third, who is to pay for these measures. Chase and J. Pugh agreed with Daniels. In short, J. Pugh and Daniels expressed that they appreciate that the Commission had been contacted for a recommendation, but feel not enough information is available to make a rational recommendation. Wilson said that although the University was not adequately involved at one time,now that the plan has been examined, the University no longer feels left out. Wilson said he feels the measures examined to date to attempt to solve the problem have been logical. As far as ideas that have not yet been explored, Wilson said there will always be new ideas as long as you want to wait for them, but he does not know of a better set of alternatives to consider than those presented. As for consideration of the individual alternatives, the Commission appeared to feel the line of buoys and chains suspended from the bridges to be sound possibilities. Daniels and J. Pugh did not feel the signs along the side of the river would be effective. Daniels and J. Pugh did feel the cow catcher, a real physical barrier, would be the most effective measure, although they did consider the cost and maintenance. Riverfront & Natural Areas Commission May 17, 1995 Page 4 The Commission encourages the continued pursuit of.a solution. All of the Commission Members, except Wilson and Kuehl, expressed that all concerned parties should be involved in the process, and this does not appear to be the case to date. MOTION: C. Pugh moved to state to the City Council that the submitted consultant report is a good start to locating a solution to the problem of the Burlington Street Dam, but the Commission feels it does not have sufficient information until it knows who will be participating in the funding, and would like the Council to consider the exploration of further alternatives. J. Pugh seconded. C. Pugh said she would like the Commission to be actively involved in the consideration of any further alternatives. The Commission said it appreciates input to date. Wilson suggested that a Member of the Commission act as a representative to the Study Committee examining the issue. The Commission agreed and asks that the Committee consider this suggestion. Kuehl agreed to write the City Council a letter stating the opinion of the Commission. J. Pugh called the question and discussion was ceased. The motion carried on a vote of 8-0. RIVER CORRIDOR TRAIL UPDATES: IMU Bridqe to Iowa Avenue. Denney said the Department of Transportation has been slow in releasing funding. It is unlikely that any work will be initiated, or completed, this year. Wilson said the University will begin work on the IMU bridge on Monday, May 22, 1995. The work will entail additional support to the structure itself, as well as modifications to make the bridge handicap accessible, including a handicap lift. 'Nilsca said the matter of how to cross the river, especially should school restart before work is completed, has been a concern. Wilson asked the status of the trail in regards to the Crandic Railroad embankment. Denney said it appears that boring through the embankment is now estimated to cost only slightly more than the bridge underpass, and therefore may be the way to go. Wilson said, if his opinion matters, most people tend to prefer the option of boring through. Burlinqton Street to Hiqhwav 6. Denhey said plans for this portion of the trail have been received and are presently under consideration by the Engineering Department· Denhey said he will present these plans to the Commission once the Engineering comments have been received. Hiqhwa¥ 6 to Napoleon Park. Denhey said this portion of the trail did not receive funding from the Iowa Department of Transportation. Denney said that neither Iowa Riverfront & Natural Areas Commission May 17, 1995 Page 5 City nor Coralville, who also applied for funding of a trail project, has received word as to why their projects were not considered for funding. Denhey said the Regional Trails and Bicycling Committee (RTBC) is putting together a letter to the iowa DOT regarding this issue. The RTB has also requested that an Iowa DOT representative attend a future RTBC meeting. Ned Ashton Park. Denney said Otto has not heard back from the artists working on the sculpture. Wilson added that Otto had expressed a concern that some of the artists were graduating and would not complete the project. Some Commission members expressed concern that the project seems to have lost its steam, Wilson agreed and said that the Commission may wish to draw up a statement to present to the Ashton's and those concerned. UPDATE ON DEVELOPMENT ITEMS: Denhey reviewed the status of several development items, suggestions or comments. The Commission had no Denney said the City has been negotiating with property owners along Ralston Creek regarding the purchase floodplain land for extension of a trail along the creek. Denney said plans are nearly complete for a trail that would extend from the Scott Boulevard stormwater detention facility all the way to First Avenue. The Commission thought this was terrific news. COMMITTEE REPORTS: 1. Waterways. There was none. Wetlands. J. Pugh said he would like to hold next month's meeting at his residence, located at 2263 South Riverside Drive, in order to tour Pleasant Harris Park. Oenney said he would like to look into protocol issues before confirming this. 3. Woodlands. There was none. 4. Trails & Access, RTBC, There was none. Sensitive Areas Committee. Hoppin said the Committee has an 18-page draft of the ordinance, but feels the information is very concise. Denney said this item may be scheduled for discussion on the July agenda. COMMISSIONERS' REPORTS: Denhey said Terry Dahms would like to present an update on trail items at next month's meeting. FIRST REPORT: There was none. Riverfront & Natural Areas Commission May 17, 1995 Page 6 ADJOURNMENT: MOTION: C. Pugh moved to adjourn the meeting at 7:15 P.M. motion carried on a vote of 8-O, J. Pugh seconded. The Minutes submitted by Jeff Haring. MINUTES IOWA CITY AIRPORT COl~ISSION TUESDAY MAY 15, 1995 - 5:45 P.M. IOWA CITY TI~SIT FACILITY Richard Blum, Pat Foster, Howard Horan, Robert Hicks, Rick Mascari Ron O'Neil CALL TO ORDER: Chairperson Horan called the meeting to order at 5:47 p.m. A quorum of the Commission was present. O'Neil said Burnside was attending a Civil Service hearing and would try to come to the Commission meeting when the hearing was over. APPROVAL OF MINUTES: The minutes of the April 11, 1995, meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Foste~ made a motion to approve the bills. motion and it was approved 4 - 0. Hicks seconded the PUBLIC DISCUSSION " ITEMS NOT ON AGENDA: E. K. Jones, from Iowa City Flying Service, commented that the improvements to the exterior of the Airport Terminal looked real nice. ITEMS FOR DISCUSSION/ACTION: a. Aviation Management, Inc. - O'Neil suggested the Gordon Aircraft agreement be discussed before discussing the AMI agreement. The only changes were to allow for a tenant to make a separate agreement with the Commission and an indemnification clause. Blum made a motion for a resolution to revise the Gordon agreement. Foster seconded the motion and at roll call vote the motion passed 5 - 0. Jones, from Iowa City Flying Service, said he would like his objection to the agreement to be on the record. O'Neil said the only changes to the Aviation Management,Inc. (AMI) agreement was to change the beginning and ending dates, non- discrimination language, a termination clause, and a severability clause. Hicks said he had concerns about the amount of compensation. He said two methods of compensation he found were to pay $ .10 per mile or 6% of the gross. He recommended looking at the 6% of the gross method of payment. Mascari said he did not want to discourage new business but he agreed with Hicks that the 6% of the gross sales method was a better system. The Commission and Dave Muston, from ~u~I, discussed different methods of payment and what would be a workable method for determining a fair market value of payment from AMI. Jones, from ICFS, said he would like to go on record as objecting to the agreement. Mascari made a motion for a resolution to enter into an agreement with AMI, incorporating the terms agreed to up to this point, except the agreement would begin one year from the time AMI was certified as a Part 135 charter service. At the end of the one year, the fee would be renegotiated. Hicks seconded the motion. At roll call vote, the motion failed, 2 - 3, Hicks and Mascari voting in the positive. Foster made a motion for a resolution to enter into an agreement with AMI, for a term of two years. Blum seconded the motion. At roll call vote, the motion passed 3 - 2, with Blum, Foster, and Horan voting in the positive. b. Master Plan Study - O'Neil said a grant offer was received from the FAA for $ 93,629.00 to conduct the Master Plan study. Blum made a motion for a resolution to accept the grant in the amount of $ 93,629.00. This represents 90% of the cost of the project. Foster seconded the motion and at roll call vote, the motion passed 5 - 0. A Notice to Proceed will be issued tomorrow. O. South T-hangar building - The frost footing wall has been completed and the column footings and floor will be completed in the next few weeks, as weather permits. The construction of the building will take about three weeks. O'Neil said the electrical service to the building is being installed. He is going to have a phone line installed at the same time, in case the Commission wants to install a pay phone for that area of the Airport. The pay phone would cost the Commission about $ 50.00 per month. The Commission will decide at a later date if a phone should be installed. d. Weather Center - Linda Connell, from DTN weather service, made a presentation to the Commission to install a satellite weather system. A similar system is installed at Johnson County's Sheriff Department. The system has several different mapping options, with "real time" radar from the National Weather Service. The initiation cost is $ 150.00, with a $ 65.00 per month charge. DTN supplies the satellite dish and receiver. The Commission would be responsible for the installation. O'Neil said this would be a welcome addition to the Airport, but suggested the commission wait on purchasing the service because there is no money budgeted in the FY 95 or FY 96 budget. O'Neil said he had discussed vendor systems with someone from the National Weather Service and the NWS meteorologist said some vendors change the information to make it more user friendly. Mascari will contact the meteorologist from DTN to information is changed to make it more user friendly. with O'Neil to try to find money in the budget. see if their He will work Blum suggested using the money from AMI to pay for the weather system. Mascari made a motion to lease the weather system for one year. Blum seconded the motion and it was approved 5 - 0. e. J.M. Swank lease - J. M. Swank asked to end their lease or be allowed to sublease. They purchased a different aircraft and it will not fit in their current hangar. There was a stipulation in their lease to allow them to ~nd the lease if they purchased a larger aircraft. AM Aviation would like to take ove~ the hangar until the end of the lease in February of 1996. ICFS would lease the hangar now occupied by AM Aviation. Blum made a motion to end J. M. Swank's lease, and lease hangar # 33 to AM Aviation and hangar # 34 to ICFS. Hicks seconded the motion and at roll call vote, it passed 5 - 0. f. D & N Fenoe contraot- This is for a controlled access gate and is part of a grant from the IDOT. This will give access to the north hangars and will allow the Commission to close the gate directly north of the Airport Terminal. This will keep vehicle traffic from having uncontrolled access to the aircraft parking ramp. Emergency services will be given the code access. Mascari made a motion to accept the contract with D & N Fence to install the controlled access gate. Hicks seconded the motion and it passed 5 0. CHAIRPERSON'S REPORT= Horan said he had received a phone call from Bob Wolf saying his air space study for a mobile home development had been approved by the FAA. Horan said he has not seen a copy of the amended application for the airspace study. The mobile homes would be in the traffic pattern for two runways. The Commission was in agreement to recommend that a decision concerning the mobile home park should not be made until after the Master Plan study is completed. Horan will call the County Zoning Administrator to express the Commission's concerns. Horan said he and Mascari had met with Van Winkle-Jacob Engineering and WJE would like to extend their lease until December of 1995. They are building a new office in Coralville. O'Neil said the Commission should start advertising soon to lease the 1620 square feet of office space. This will be on the agenda in June. '3. c0MMI88ION MEMBERS~ R~PORTS= Blum said he attended a presentation by the pilot of the aircraft that crashed in Sioux City several years ago. He said the pilot emphasized that the main reason so many people survived was that there was an emergency plan in place and the plan had been rehearsed. Blum suggested that the Commission develop an aircraft emergency plan, involving all the emergency services in the community. This will be a future agenda item. Blum said he was contacted by the J. C.'s, requesting to have some carnival-type rides. Mascari asked if there is anything that has to be done to officially close the Airport for the fireworks. Blum said he attempted to get official permission last year, but the person he talked to did not seem to think it was an issue. Mascari said he read an article recently in AOPA magazine where an airport in Wisconsin was display. Blum permission. fined for closing an airport for a fireworks will write a letter to the FAA, requesting Mascari said he would like to change the some night other than on Tuesday. next meeting to a Thursday night. commission meetings to The Commission will change the ADMINISTBATIVE REPORT~ There has been a request by a company to locate their aircraft at the Iowa City Airport. There is no hangar space available that is large enough for their plane. The ICPD is also looking for storage space. Horan and O'Neil will discuss this with the company and it will be an agenda item at the next meeting. The majority of the roof project is completed. There are a few miscellaneous items remaining. Acceptance of the project and the rehab of the exterior of the Airport Terminal project should be on the next agenda. A copy of the south T-hangar lease is in the Commission's packet. All ten hangars are spoken for. If there are no objections, leases will be sent out next week. An objection has been filed to the addition to the Hubbard Milling building. O'Neil said he was contacted by the developer of the Dane property located by the northwest corner of the Airport. They would like to move some dirt and wanted to know if the Commission would want to relocate a section of the fence. O'Neil has contacted Bill Paterson, with the EAA, about bringing his "First Flight" simulator to the fly-in breakfast on August 27. The IDOT AIP applications are due August 1, 1995. SET NEXT MEETING: The next regular meeting was scheduled for Thursday, June 15, 1995, at 5:45 p.m. ADJOURNMENT Hicks moved to adjourn the meeting. Foster seconded the motion and the meeting adjourned at 8:25 p.m. Hdw~f~F Horan, Cha~r~person MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION MONDAY, APRIL 24, 1995 LOBBY CONFERENCE ROOM, CIVIC CENTER MEMBERSPRESENT: Eric Rothenbuhler, Roger Christian, Cordell Jeppsen, Tim Finer, Steve Hoch MEMBERS ABSENT: None STAFFPRESENT: Shaffer, Brau, Helling, Hardy, Burnside OTHERSPRESENT: Beth Fisher, Rene Paine, Mary Jo Lunghome, Lida Cochran, Betty McKray LIST OF MATTERS PENDING COMMISSION/COUNCIL DISPOSITION: TV refranchising/renewal. SUMMARY OF DISCUSSION: Jeppsen was elected Chair and Christian Vice-Chair. PATV is reviewing their program schedule guidelines, especially in regard to prime time program slots. The United States Senate will soon take Lip a telecommunications bill -- S. 652 -- which would have a large impact on local control of public right-of-way and local access. At the last refranchising negotiating session it became apparent there are major differences between TCI and the City. A letter was sent to TCI indicating that the informal process has gone on long enough and if the remaining issues cannot soon be resolved informally, another direction must be taken. CALL TO ORDER: The meeting was called to order at 5:35 p.m. ELECTION OF BTC OFFICERS: Christian nominated Jeppsen for Chair, Rothenbuhler seconded. Jeppsen said he was willing to serve with an understanding that he would have severe restraints on his time through the first half of the summer. Jeppsen was unanimously elected Chair. Jeppsen nominated Christian for Vice- Chair, Rothenbuhler seconded. Christian said he was willing to serve and was unanimously elected Vice-Chair. APPROVAL OF MINUTES: It was moved by Rothenbuhler, seconded by Hoch to approve the March 13, 1995 BTC minutes. The minutes were unanimously approved. ANNOUNCEMENTS OF COMMISSIONERS: None. Broadband Telecommunications Commission April 24, 1995 Page 2 SHORT PUBLIC ANNOUNCEMENTS: None. LIBRARY REPORT: Fisher reported the Sesquicentennial Video Project shooting was taking place this week and turnout was lower than expected. May is a slow month at the AV Department. Two live shoots, not including the Storytime programs, are planned. The Young Puppeteers Festival will be taped by PATV for the Library on May 6 and a Science Center program will be taped on May 2. The Library is evaluating the possibility of purchasing copyrighted material for cablecast. The Hennepin County Library (Minneapolis) produces four series of programs which will be loaned to iowa City. Channel 11's program schedule will be standardized so the same program appears at the same time each week. Christian asked about limitations on the availability of copyright-free materials. Fisher said a database of books the Library would like to use is being created to track obtaining copyright releases. Over 300 letters have been sent out. Of these, 60 conditional releases have been obtained. Those requiring payment for restricted use will not be used. Those requiring payment for unrestricted use may be considered. ECC REPORT: Lunghorne reported she had nothing new to report. PATVREPORT: Paine reported PATV's five-year anniversary open house went well. A copy of the tape of testimonials by producers will be given to Representative Jim Leach. Judging for the Hometown Video Festival, a national local access video contest, is being held this week, PATV's annual report will be available at the next BTC meeting. There is a very high demand by producers for the 5:30 pm to 10:30 pm prime time programming slot. PATV is reviewing options to get more new programming in this period. Hoch asked how PATV determines which series gets a program slot during the 5:30 to 10:30 period. Paine said it has been first-come, first-serve. Series producers can maintain the same time slot provided new programs are produced every couple of weeks, Some series are up to several hundred programs. This has been frustrating for new producers. PATV will be contacting other access centers to determine how they deal with the issue. Shaffer said that because of the turnover on the PATV Board they may be unaware that according to PATV's contract policymaking regarding the Guidelines is a joint venture with the BTC. Major policy decisions like these need to be discussed and developed with the BTC, Shaffer said there is a trigger mechanism in the ordinance for additional local access channels which is activated when they are full a certain amount of time. To date, no access channel has reached that threshold, Hoch said the shortage of prime time slots may lead to the need for the establishment of a community standard, Cedain community groups promoting a community need or offering a diversity of views or voices may need to be given a preference. Shaffer said the problem is not that people haven't been able to get on, rather they couldn't get on at a preferred time-slot. Rothenbuhler said the first-come, first-serve standard contains an implicit standard to serve producers in the order they line up. The channel can be thought of as a communication channel rather than exclusively an outlet for producers. Policy decisions might need to be made on the value of the communications. Fairness to producers is important, but there are other criteria as well. Jeppsen said prime-time slots could be on a limited-run basis. Fisher said a Broadband Telecommunications Commission April 24, 1995 Page 3 rotating prime-time schedule is a possibility. Christian said restraint of speech overlays the discussion. LEGAL REPORT: Burnside said she had nothing new to report. TCI REPORT: Blough is on vacation. CABLE TV ADMINISTRATOR: Shaffer reported receiving 28 complaints, 8 about rate increases, 1 about a disconnection fee, 6 about outages, 1 about picture quality, 1 about the amount of a service charge, 2 about the senior citizen discount, 2 about the lack of new programming, 2 about an unburied cable, 1 about the representation by the company there would be a 1-time fee and a disconnection fee also being charged, 1 about obtaining cable services, and 1 about sound quality. Those complaints which could be resolved, have been. Jeppsen asked if TCI is generally responsive to consumer complaints. Shaffer said the management is generally responsive, but perhaps due to high turnover of the customer service representatives, they may not be as well trained as they might. Hoch asked if them were trends or areas of concern regarding complaints. Shaffer said lack of accurate information provided to consumers has been a problem. Consumers do get packets of information, but it is often in legalistic language which may escape comprehension. Christian said a letter to TCI explaining the problem areas might encourage them to be proactive in their approach. Shaffer said he can draft a letter for the next meeting. Shaffer said the Hometown Video Festival judging is a fairly large project and requires a fair amount of volunteer time by the City Cable TV Office and PATV. The festival has grown to be quite large. Telecommunications legislation has left the Senate Commerce Committee. It should be taken up in early June by the full Senate. Areas of specific concern to municipalities are provisions that local access channels be charged a fee for access to video dialtone platforms on an incremental cost basis, local control of public right-of-way, and the lack of the requirement that video dialtone providers secure a local franchise. Letters will be drafted to be sent to our representatives and senators. Hoch asked how the City formulates policy. Shaffer said the BTC discusses issues and forwards their ideas to the City Council through Shaffer and Helling. Helling said the large issues haven't changed over the past several years. Shaffer noted the Community Networking Group meeting minutes included in the meeting packet and said the group is working to facilitate development of the on- ramp to the information highway. Paine said PATV is interested in providing a public access internet access at some point. Shaffer said once the Community Networking Group is comfortable with their goals and mission they will be looking for more community input. MEDIA UNIT REPORT: Hardy reported the Media Unit received the Governor's Special Award for Traffic Safety for a video produced for the police department on child safety seats. The Media Unit will contribute tapes of the League of Women Voters Legislative Forum, a City Council meeting, and a program on Agriculture for the Non-Farmer to the Sesquicentennial Project. The addition of a character generator for field shoots has enhanced productions and he has received positive feedback. Broadband Telecommunications Commission :" April 24, 1995 Page 4 REFRANCHISING: Shaffer reported that at the last negotiating session representatives from the University, Mercy Hospital, Iowa City Schools, Johnson County, Regina Schools, and the City were brought in to express their needs and interests in using the INET. TCI brought in their INET consultants. It became apparent to the City that TCI was approaching the INET as an owner/operator on a fee- based system rather than it being operated by the City. This led to a letter the City sent to TCI saying that the informal process has gone on long enough and if the remaining issues cannot quickly be resolved informally then another direction will need to be taken. The next negotiation session planned for May 9, 1995, will focus on several major issues, including: PATV funding, the INET, refranchising costs, and the transfer of the franchise. If the City decides the informal process is not working the City can go back to the formal process and begin the clock on the time-frame for a TCl response to the RFP. If the City finds the Company's response to the RFP is not responsive to the City's needs the City has other options at that point, Hoch asked about the process of deciding to shift to the formal process, Jeppsen said he agrees with the stance taken in the letter sent to TCI. ADJOURNMENT: It was moved by Rothbuhler and seconded by Christian to adjourn. Unanimously approved. Adjournment at 6:50 p,m, Respectfully submitted, Cable Te~ision Administrator ~blc4-24.mln COMMITTEE ON COMMUNITY NEEDS WEDNESDAY, MARCH 22, 1995 - 6:30 P.M. CIVIC CENTER COUNCIL CHAMBERS 4PR 9 lgg5 MEMBERS PRESENT: Grace Cooper, Lisa Engh, John Falb, Jim Harris, Linda Murray, Rusty Martin, Christina Randall, Gretchen Schmuch, Marie Snider MEMBERS ABSENT: None STAFF PRESENT: Marianne Milkman, Steve Long, Steve Nasby, Linda Severson, Jeff Hating OTHERS PRESENT: See attached sign-in list RECOMMENDATIONS: See Project Resource Book. CALL TO ORDER: Chairperson Murray called the meeting to order at 6:35 p.m. REVIEW AND APPROVAL OF MINUTES FROM THE FEBRUARY 22, 23, AND MARCH 6, 7, 1995, MEETINGS: MOTION: Schmuch moved to approve the minutes from the February 22, 1995, meeting of the Committee on Community Needs. Cooper seconded. The motion carried on a vote of 8. O, with Harris absent. MOTION: Martin moved to approve the minutes from the February 23, 1995, meeting of the Committee on Community Needs. Randall seconded. The motion carried on a vote of 8-0, with Harris absent. MOTION: Engh moved to approve the minutes from the March 7, 1995, meeting of the Committee on Community Needs, as amended at tonight's meeting. Schmuch seconded. Falb asked about a statement on page 2, number 4, regarding contracts, Milkman acknowledged modifications need to be made to this statement, including the addition of "The City Attorney's Office would need to be contacted in order to determine the legalities of the percentage set aside for local contractors." Milkman said the issue is in the hands of the Attorney's Office. Falb said his point was that the percentage of awards may not represent an equal percentage in the actual amount of funding. Falb feels the issue needs further discussion' and review. Milkman, page 1, bottom of the page, after the motion, there should be a statement that Eastham had also voted on the approval of the minutes, and that the vote was 6-0. Milkman, page 2, under Discussion of Procedures for March 14, 1995, the last line should say, "March 14 and March 22, 1995, meeting packets, resoectivel¥." Committee on Community Needs March 22, 1995 Page 2 Milkman, page 4, number 4, first line, should say, "Harris questioned the justification for the difference in the interest rates in home mortqaoes and manufactured housinq loans." Milkman, page 5, third paragraph, second line, should say, "...in order to have an income to orovide effective services," rather than, "...in order to have an income to operate effectively." The motion carried on a vote of 8-0, with Harrle absent, The minutes of the March 6, 1995, were not reviewed as the Committee had not yet had time to review them. They will be considered at the next meeting. (Harris arrived at 6:42 p.m.) PUBLIC/MEMBER DISCUSSION: There was no public discussion. 1. Member, General Discussion: Murray noted openings on City Boards and Commissions. Milkman reminde~ the Committee that appointments to vacar, cies in both the Housing Commission and the Committee on Community Needs, will be put on hold by the City Council until it has been determined whether the two Commissions will remain separate or combined. Milkman said that in order for the City Council to have some indication of the position of both Committees prior to the Council meeting on April 25, 1995, CCN will meet on April 19, instead of April 25, 1995. The Committee agreed to this schedule change at its March 6, 1995, meeting. 2. Allocation Process Discussion: Murray announced that the rescissions in the 1995 CDBG Entitlement were not as bad as had been predicted. Staff had previously thought funding would be cut by roughly 8%, bringing the 1995 CD8(~ Entitlement down to $932,880. However, funding was only cut 7%, making the actual Entitlement $948,000. This addition brings the total of City of Iowa City CDBG funds, including 1994 program income and unused 1994 funds, to $1,112,790. Murray reminded CCN members that Public Services are allotted a maximum of 15% of the entitlement and program income funds. The maximum amount that can be allocated to Public Services has increased to $151,200. Aid to Human Service Agencies funding is set at $105,000, this leaves $46,200 for distribution among LIFE Skills, Inc., MYEP, and the DVIP-Furniture Project. Murray announced that the Mayor's Youth Employment Program, popcorn wagon project, cannot be categorized as economic development as the training process does not directly create or retain permanent jobs. Committee on Community March 22, 1995 Page 3 Needs Murray said that the Committee will present its allocation recommendations at the April 10, 1995, informal Council work session. The Committee will then make an official presentation at the formal public hearing before the Council, on April 11, 1995. Milkman added that the applicants, regardless of the CCN recommendation, can make a pitch for funding to the Council at the public hearing on April 11, 1995. DISCUSSION. OF HOUSING COMMISSION ALLOCATION RECOMMENDATIONS: Housing Commission recommendation information was distributed to the Committee Members r ' in the Member packets. There were no comments o suggestions. 1995 CDBG ALLOCATION RECOMMENDATIONS: ACQUISITION PROJECTS: Applicant: Project: Amount Requested: CITY STEPS Priority: City of Iowa City Housing for Working Singles $200,000 CDBG; $150,000 HOME High CCN: Housing Commission: (rank: 13/score: 12.6}(Range: 6-16) (rank: 6/score: 13.8){Range: 13-15} Description: Purchase of an existing 10-12 unit structure to provide very low-cost housing for working singles without rental assistance. Rent will be $125/month or 30% of tenant's income to a maximum of $250. MOTION: None. See the motion under HACAP. A motion to not fund the program was offered by Martin, and seconded by Randall, but was withdrawn due to the discussion that follows. The Housing Commission recommended $100,O00 in HOME funds for the project. Murray said the Housing Commission had made this recommendation based on the assumption that more information on management o~ the facility would be forthcoming. No date on when this information is to be received was noted. Martin applauds the City effort and intent, but feels the proposal is not thoroughly thought out and researched to the point where he is willing to offer assistance. Martin noted strong concern about management of the facility, and feels that there are still a lot of unanswered questions. Milkman said she understands the concern about management, but wished to state that the proposal attempts to address an immense concern, that of getting people out of the Emergency Housing Project and moving towards self-sufficiency. Milkman said another concern this proposal addresses is the lack of low-income and/or affordable housing in the market particularly for single persons. Committee on Community Needs March 22, 1995 Page 4 Martin said he would be willing to reconsider, especially as the Housing Commission had already made a recommendation, but felt the issue should be discussed at a later date, after staff has had the opportunity to put a proposal together. Several Members agreed with Martin, to reconsider the issue at a later date, but Murray did not. Murray said that since the need is so great, why hasn't another agency put a proposal together? Regarding the 9100,000 offered by the Housing Commission, Martin felt this would make a good down payment on a site and more assistance could be offered in the future. Milkman explained that much of what made the program affordable, to both the tenant and the City, was the idea that the building would be paid off in one lump sum and the City would not need to pay a substantial amount in interest if a mortgage was taken out. Applicant: Project: Amount Requested: CITY STEPS Priority: Greater Iowa City Housing Fellowship (GICHF)/Burns Affordable Multi-Family Rental Housing 9250,000 CDBG; $290,000 HOME High (0-30% Mad. Income); Medium (31-50% Med. Income) CCN: {rank: 9/score: 15.1)(Range: 9-20) Housing Commission: (rank: 7/score: 13.0)(Range: 8-19) Description: Acquire 10 acres of land to develop 120 units of affordable two and three bedroom rental units. Milkman noted that the Housing Commission had recommended 9100,000 in HOME funds in addition to the unused funds from last year. MOTION: Martin moved to carry-over 9150,000 in 1994 CDBG funding for the Greater Iowa City Housing Fellowship (GICHF)/Burns, Affordable Multi-Family Rental Housing project, into the 1996 program year. Falb seconded. Martin stated he feels the project is very attractive as it combines low-income and affordable housing. Martin feels GICHF/Burns have shown good management in the past. Martin noted that GICHF/Burns have had difficulty in obtaining land and this is why the project has not taken off to date. Milkman noted that because the site that they intended to obtain with 1994 CDBG funds was purchased by someone other than GICHF/Burns, the proposal as presented last year is no longer valid. Charlie Eastham, representative of GICHF/Burns said that if GICHF/Burns is able to locate and obtain another comparable site, the original proposal may then be revised. Milkman agreed, but stated this would need review by staff and the Committee. The motion carried on a vote of 9-O. MOTION: Cooper moved to allocate the Greater Iowa City Housing Fellowship (GICHF}/Burns, Affordable Multi-Family Rental Housing project, ~ 100,OO0 in CDBG funds. Harris seconded. Committee on Community Needs March 22, 1995 Page 5 Cooper feels at least a $100,000 contribution in CDSG funds is necessary in order to get the project off the ground and GICHF/Bums would not need to keep returning every year. Cooper noted the market value of land quoted by Eastham at an earlier meeting and said the funds are needed, if only for the purchase of land, Harris feels there is an extremely high priority for this type of service and would like to see more non-profit organizations involved in similar activity. Harris said he can understand the uncertainties, however. Murray feels a substantial amount has already been allocated and said she would like to see the original proposal resolved before any more money is allocated. Falb agreed and feels the $100,000 allocated by the Housing Commission, plus the carry-over funds, would make a sound down payment for the amount of land requested. Falb noted that in review of the pro-forma, an issue of excessive management fees had been raised, Falb feels these concerns have not been adequately answered. There was no response from GICHF/Burns. Martin wished to clarify that the applicant is making a much larger contribution of funds from sources outside of CDBG/HOME funding. Martin also noted the need for affordable housing in the community' and that the Housing Commission action to increase the funds beyond the required CHDO amount adds credence to this point. In regards to some Members feeling leery about the project, Martin said that if GICHF/Burns were really getting such a sweet deal, other people would be knocking at the door. On a side note, there was some discussion regarding City policy of the purchase of individual lots. Milkman said it was the policy to purchase infill lots within existing subdivisions. Harris feels more funding should be placed in this direction. The motion carried on a vote of 7-2, with Murray and Falb in the negative. Applicant: Project: Amount Requested: CITY STEPS Priority: Hawkeye Area Community Action Program (HACAP) Transitional Housing $250,000 CDBG High CCN: Housing Commission: {rank: 11/score: 14.7)(Range: 12-17) {rank: 5/score: 14.3)(Range: 9-20) Description: Purchase of 18 units from Public Housing Authority to be used for transitional housing with supportive services to very low and low*income families. MOTION: Martin moved to allocate the Hawkeye Area Community Action Program, Transitional Housing project, $141,647 in CDBG funds, contingent upon HUD approval of the Disposition Plan. If the Disposition Plan is not approved, the funds would return to the Committee on Community Needs for redistribution, with the City of Iowa City, Housing for Working Singles project having first consideration for these funds. Falb seconded. Committee on Community Needs March 22, 1995 Page 6 Martin questioned whether purchase of the building would be necessary, that the services may be provided in a fashion to that utilized by LIFE Skills, Inc. Harris questioned the ability to receive funding for additional certificates due to current HUD funding trends. Boothroy reiterated the rationale for the purchase, as stated in the proposal. The motion carried on a vote of 9-0. TOTAL, ACQUISITION PROJECTS: $241,647 PUBLIC FACILITY & IMPROVEMENT PROJECTS: Applicant: Domestic Violence Intervention Program {DVIP) Project: Shelter Modifications Amount Requested: (MODIFIED}: $73,000 CDRG CITY STEPS Priority: High (families); Medium (individuals) CCN: Housing Commission: (rank: 6/score: 15.7}{Range: 12-19) (rank: N/A/score: N/A}(Range: N/A} Description: Repair handicap ramp to alleviate flooding problem, add a second egress to the lower level, construct office and group space, and provide furniture and shelves. Murray noted receipt of a letter from the Domestic Violence Intervention Program. As a result of a contractor's estimate, DVIP would like to modify its request to $57,000. Note, DVIP had received approval at the March 6, 1995, CCN meeting, to have $15,000 in unused 1994 CDBG funds rolled-over into 1995, which is in addition to the $57,000. The $15,000 is also earmarked for shelter modifications, but for the children's area in particular, a different project than those to be accomplished under the current proposal. Because of miscommunication, the DVIP revised estimate did not inc;lude a basement egress directly to the outside. However, the second egress located on the lower level is required by the Building Code, as the downstairs will be used by children and children are not always able to climb stairs in an emergency situation. This addition would add $15,000 + back on the contractor estimate, for a total of roughly $73,000. Milkman added that staff feels the egress could be in.stalled at $8,000 to $10,000 less than the contractor estimate for a total of roughly $63,000. MOTION: Falb moved to allocate $63,000 in CDBG funds to the Domestic Violence Intervention Program, Shelter Modifications project. Martin seconded. A question was raised as to whether a sufficient number of construction alternatives and estimates had been received, as staff and a number of Committee Members still appeared to feel the matter had not been thoroughly researched by DVIP. Harris noted concern about cutting the funding short of the necessary amount. It was noted contingency funds may be available should tunding run short. Committee on Community Needs March 22, 1995 Page 7 The motion carried on a vote of 9-0. Applicant: Project: Amount Requested: CITY STEPS Priority: Johnson County Department of Public Health Adult Day Program $250,000 CDBG Medium (facility); High (service) CCN: Housing Commission: (rank: 8/score: 15.4)(Range: 11-20) (rank: N/A/score: N/A)(Renge: N/A) Description; Site acquisition and/or rehabilitation of a facility which will be used to house the Adult Day Program. The program must move out of the Senior Center in order to comply with State regulations regarding the amount of space per participant. MOTION.: Martin moved to allocate $100,000 in CDBG funds to the Johnson County Department of Public Health, Adult Day Program. Engh seconded. Martin said although most people, the Adult Day Program Task Force in particular, feel the Senior Center is the appropriate location for the program, enough time has elapsed and action is needed. Martin said the issue could have been resolved a year ago. Martin feels the program is worthy of assistance and was willing to even offer more than $100,000, if funds are available, in order to make sure the program receives enough assistance to put closure on the issue. Murray also agreed with Martin and wished to state for the record that the Committee on Community Needs had at an earlier date supported the recommendation of the Adult Day Program Task Force not to move the program out of the Senior Center, and although that support remains, the Committee understands the reasons for the need to move. Falb questioned why the Committee, and likewise the City, not just offer $50,000 in order to match the County support. Graham Dameton, representative of the Adult Day Program, clarified that although the initial financial assistance offered by the County for a site and structure is $50,000 {$25,000 per year), the County will need to find more funds through some combination of grants and/or loans, as well as funding of the ongoing operating costs of the facility. Dameton said the Co. unty may even be able to float upwards of $1 50,000 in bonds, without the need for a public referendum. Dameton hopes the bond route would not be necessary, although he reminded the Committee that the program occupies the Senior Center without the burden of rent/mortgage and utilities, which would be likely elsewhere. Dameton said assistance may also be available from the Elderly Waiver Program and some Nutrition Programs. For these reasons, Dameron feels the County assistance is more than fair. Dameton said a potential site had been identified which they are attempting to obtain. Doreen Nidey reviewed her opinion of the need for the program and the reasons for the move. Nidey noted similar programs across the state and concluded that the local program is seriously lacking in comparison, yet the demand and need is just as evident. The motion carried on a vote of 9-0. Committee on Community Needs March 22, 1995 Page 8 TOTAL, PUBLIC FACILITY & IMPROVEMENT PROJECTS: $163,000 PUBLIC SERVICE PROJECTS: Applicant: Project: Amount Requested: CITY STEPS Priority: Aid to Agencies Operational Funding $105,000 CDBG N/A CCN: Housing Commission: {rank: NIA/s~=ore: N/A)(Range: N/A} (rank: N/A/score: N/A)(Range: N/A) Description: Allocation of entitlement funds assigned to the City's Aid to Agencies budget for human service agencies per City Council policy. MOTION: There was none as funding Is determined by the City Council. Applicant: Project: Amount Requested: CITY STEPS Priority: Domestic Violence Intervention Program (DVIP) Furniture Project {MODIFIEDI; $13,414 CDBG {project received a $10,000 commitment from the City of Iowa City's Landfill Sur- charge fund} High CCN: Housing Commission: {rank: 10/score: 14.9)(Range: 9-18) {rank: N/A/score: N/A)(Range: N/A) Description: Provide staff person to coordinate the donation of household furnishings and the distribution to very low-income individuals and families. MOTION: Randall moved to allocate $14,000 in CDBG funds to the Domestic Violence Intervention Program, Furniture Project. Falb seconded, Randall stated she feels 914,000 is a small amount for a full-time position. Martin, on the other hand, feels that the position does not require a full-time person, rather the duties could be integrated into and staffed by a rotation of local agencies. Martin feels a large portion of the job simply comes down to coordinating phone messages and calling. Murray added that CDBG does not wish to become a permanent source of funding for this position. The Committee felt that continual CDRG funding of agency staff is something that needs to be reviewed by the City and the Committee, and perhaps a more concise policy is needed. MOTION: Martin moved to amend the first motion, to allocate $10,000 in CDBG funds to the Domestic Violence Intervention Program, Furniture Project. Engh seconded, Several Members felt that due the fact the program is already established, and the City has made a commitment, both in funding and in space as well as potentially $10,000 from the Landfill Surcharge Fund, it would not be appropriate to discontinue funding at this time. It Committee on Community Needs March 22, 1995 Page 9 was also noted that if the person who presently holds the position works more than 40 hours a week on many occasions, they could not justify paying less than a full-time wage. On the other hand, several felt that obtaining additional grant money for the position should be part of the job and included in the job description. The applicant had already acknowl. edged this is the intent for the position. The motion to amend the maln motion carried on a vote of 6-3, with Harris, $chmuch and Randall in the negative. The first motion was defeated an'a vote of 3-8. Applicant: Project: Amount Request.ed: CITY STEPS Priority: LIFE Skills, Inc. Housing Coordinator $16,703 CDBG High CCN: Housing Commission: {rank: 4/score: 18.3}{Range: 16-20} (rank: 4/score: 15.5}(Range: 8-20) Description: Assist very low-income clients with finding and staying in housing. Provide education responsible renting skills, such as budgeting, maintenance, safety, and effective communication. MOTION: Martin moved to allocate LIFE Skills, Inc., $16,703 in CDBG funds, for the Housing Coordinator position. Randall seconded. It was a general consensus that LIFE Skills should receive full funding, based on the need identified in CITY STEPS. The motion carried on a vote of 9-0. Applicant: Project: Amount Requested: CITY STEPS Priority: Mayor's Youth Employment Program (MYEP) Entrepreneurial/Job Development $31,629 CDBG High (economic development); Medium {youth services) CCN: Housing Commission: Irank: 12/score: 14.6)(Range: 12-18} {rank: N/A/score: N/A)(Range: N/A) Description: Provide pre-errrployment training ~nd teach job skills to youth, particularly skills in order to become self-supporting or to start up a small business. MOTION: Schmuch moved to allocate the Mayor's Youth Employment Program, Entrepreneur- ial/Job Development program, $15,497 in CDBG funds. Randall seconded. Committee on Community Needs March 22, 1995 Page 10 Milkman noted that the popcorn wagon project cannot be categorized as economic development, as the training process does not directly create or retain permanent jobs. The recommended allocation would only cover.the popcorn wagon portion of the request, according to figures submitted by MYEP, and not the youth job placement program or the older youth employment training programs. MOTION: Martin moved to amend the first motion, to Increase funding for the Mayor's Youth Employment Program, Entrepreneurial/Job Development program, to $19,497 in CDBG funds. Engh seconded. Engh feels the extra $4,000 would make the addition of the youth program more viable. However, the fact that the MYEP programs are relatively new and unestablished, were the reason several Members could not see the justification for the increase, especially when funding for the DriP-Furniture Project, an established program, was to decrease as a result. The motion to amend the first motion carried on a vote of 6-3, with Harris, $chmuch and Randall in the negative. The first motion was defeated on a vote of 3-6. TOTAL, PUBLIC SERVICE PROJECTS: $151,200 REHABILITATION PROJECTS: Applicant: Project: Amount Requested: CITY STEPS Priority: City of Iowa City Housing Rehabilitation $284,000 CDBG; $217,560 HOME High (0-50% Med. Income); Medium Income) (51-80% Med. CCN: Housing Commission: (rank: 2/score: 18.6)(Range: 16-20) {rgnk: 2/score: 16.3)(Range: 14-17} Description: Continuation of own.or-occupied Housing Rehabilitation Program to include comprehensive rehab, weatherization, exterior repair, emergency, residential accessibility (rental and owner-occupied), mobile home repair, and architectural salvage. Funding includes administrative expenses for two staff members who also administer numerous other rehab-related projects. MOTION: Engh moved to allocate $284,000 in CDBG funds the City of Iowa City, Housing Rehabilitation project. Cooper seconded. Murray noted that the Housing Commission had recommended $190,000 out of a possible $21 7,560, based on Conditional Occupancy Loans. Milkman noted that there will likely be a small carry.over of 1994 CDBG funds, but also ~mphasized there is a large waiting list for assistance. Committee on Community Needs March 22, 1995 Page 11 Several members of the Committee voiced positive comments about the program and the efficiency with which it is run. Several Members did not agree to full funding before funding for other programs had been resolved. The recommendation was not revisited. The motion carried on a vote of 5-4, with Harris, Martin, Murray and Randall in the negative. Applicant: Project: Amount Requested: CITY STEPS Priority: Elderly Services Agency (ESA) Small Repair Program $28,000 CDBG High CCN: Housing Commission: (rank: 3/score: 18.4)(Range: 14-20) (rank: 2/score: 16.3){Range: 15-17} Description: Provide funds for small repairs for approximately 55 elderly or handicapped homeowners. Includes two pilot projects, one to build two or three ramps for low-income elderly and another to provide a completely accessible bathroom to a person with disabilities. MOTION: Engh moved to alloca,te $28,000 in CDBG funds to the Elderly Services Agency, Small Repair Program, $28,000. Cooper seconded. Engh said she feels ESA has proven themselves over the years as a good program that attempts to fill some of the gaps in the system and they have helped out many individuals where the City is unable to offer assistance. No disagreement, comments or suggestions were noted. The Committee felt that the pilot projects were well conceived. The motion carried on a vote of Applicant: Project: Amount Requested: CITY STEPS Priority: Emergency Housing Project (EHP) Shelter Rehabilitation $24,500 CDSG High (families); Medium (individuals) CCN: Housing Commission: (rank: l/score: 19.4){Range: 17-20) (rank: l/score: 19.51(Range: 18-2OI Description: Renovation of three bathrooms to include the replacement of fixtures and painting of walls. Accessibility improvements to the first floor bathroom, MOTION: Randall moved to allocate $24,500 in CDBG funds the Emergency Housing Project, Shelter Rehabilitation project. Falb seconded. Martin said he feels all the Commission Members know the shelter needs assistance and that he feels the amount requested is low for the amount of work. Martin offered a friendly amendment to increase funding to $35,000. Harris seconded. The amendment was agreed to by the maker and secorider, but was withdrawn due to lack of spe.cifics about where these Committee on Community Needs March 22, t995 Page 12 extra funds would be allocated. It was noted that based on a similar discussion at a prior meeting, Pat Jordan, representative of EHP had felt comfortable with the amount requested. All of the Commission Members strongly agreed with the intent of the amendment, however. The motion carried on a vote of 9-0. TOTAL, REHABILITATION PROJECTS: $336,500 · ECONOMIC DEVELOPMENT PROJECTS: Applicant: Institute for Social and Economic Development (ISED) Project: Micro-Enterprise Development Amount Requested: $26,5§0 CDBG CITY STEPS Priority: High CCN: Housing Commission: (rank: 5/score: 16.8)(Range: 12-20) (rank: N/A/ecore: N/A)(Range:. N/A) Description: To expand the micro-enterprise development program to assist other low- income individuals to become self-employed and/or to clarify their career goals. It is estimated that of the 24 persons completing the program, approximately 6 will actually start up or expand- a business. MOTION: Martin moved to allocate $26,560 in CDBG funds to the Institute for Social and Economic Development, Micro-Enterprise Development project. Randall seconded. Harris noted concern that directing a person towards starting up their own small business is often a difficult task, especially in today's economy. Kristi Barber, representative of ISED, said the process is very stringent and they certainly do not push businesses that are destined for failure. Martin said a lot is learned from running a business whether it succeeds or fails. Harris agreed with this rationale and there was no other discussion. The motion carried on a vote of 9-0. TOTAL, ECONOMIC DEVELOPMENT PROJECTS: ~126,560 PLANNING PROJECTS: Applicant: Project: Amount Requested: CITY STEPS Priority: City of Iowa City Planning and Research $12,000 CDBG N/A CCN: Housing Commission: (rank: 6/score: 15.7)(Range: 12-20} (rank: N/A/score: N/A)(Range: N/A) Description: Planning and research activities aimed at providing housing, services, and jobs for the City's low and moderate-income residents and determining the communit¥'s non-housing needs. Committee on Community Needs March 2:2, 1995 Page 13 MOTION: Falb moved to allocate $12,000 in CDBG funds to the City of Iowa City, Planning and Research. Schmuch seconded. Harris asked staff to prepare a year-end report of the accomplishments of the funding. Milkman said staff would do this for CCN. No other comments or suggestions were noted. The motion carried on a vote of 9-0. Applicant: Project: Amount Requested: CITY STEPS Priority: Iowa City Human Rights Commission Fair Housing Survey $20,503 CDBG High CCN: Housing Commission: (rank: 14/score: 12.1)(Range: 8-17) (rank: 8/score: 10.8)(Range: 4-19) Description: Create a racial discrimination survey; hire eight 'fair hous'ng" testers; conduct 100 tests at various apartments in Iowa City; and mail the final report to 1,554 landlords and 74 real estate agents in Iowa City. MOTION: Schmuoh moved to not allocate funding to the Iowa City Human Rights Commission, Fair Housing Survey project. Randall seconded. Schmuch said she was not convinced that any significant change in landlord behavior will result, Cooper added that Heather Shank, Human Rights Coordinator, had stated at an earlier meeting that there are cases of complaints dating back to 1992 that have not yet been resolved, Cooper feels these cases need to be resolved before additional work and cases are taken on. Cooper feels that if any funding is granted it should be for additional staff in order to catch up. Several agreed with Cooper. Murray questioned why education could not take place without the need of the survey. Schmuch and Engh both made statements in agreement with Murray, that education is more important, . Martin reminded the Committee that a similar survey was conducted in 1984, and instances of discrimination were identified at that time. Martin feels this survey would be a good follow up to and possible verification of the 1984 survey results. Martin feels the type of survey is common and is easily measurable, and the information obtained would be valid. Martin also feels the survey would place the threat of possible legal entanglements in the forefront of the landlord's mind, making them more conscientious about abiding by fair housing issues, Falb added that as Iowa City was left out of the State survey, this project would fill that void, Harris simply said he favors the program. Milkman noted that funding for this type of program has been available through the HUD Fair Housing Program. Milkman said staff also feels follow up is important and this, to date, has not been clearly defined and satisfactorily resolved. The Committee appeared to conclude, with the notable exception of Martin, that if any funds are allocated, this should be allocated towards additional staff to resolve the current work load. Committee on Community Needs March 22, 1995 Page 14 The motion canled on a vote of 7-2, with Martin and Falb In the negative. Applicant: Project: Amount Requested: CITY STEPS Priority: CCN: Housing Commission: City of Iowa City CDBG Program Administration $119,000 CDBG N/A (rank: N/A/score: N/A)(Range: N/A) (rank: N/A/score: N/A){Range: N/A) Description: Salaries and administrative expenses to administer the CDBG program. FTE salaries include CD Coordinator - 70%; Associate Planner o 80%; Associate Planner - 20%; Secretary - 25%; Intern - 35%. OT.~_T. LO~: There was none as funding Is coneldered eesentlal to mn the program. TOTAL, PLANNING AND ADMINISTRATION PROJECTS: $131,000 ADJOURNMI~NT: MOTION: Martin moved to adjourn at 9:40 p.m. Cooper seconded. The motion carried on a vote of g-O. Minutes submitted by Jeff Haring. cd~tman~'~ccn3.22 COMMITTEE ON COMMUNITY NEEDS M~C~ 22, 199~ CIVIC CENTER - COUNCIL CHAMBERS Name Organization Address Dr/9 COMMITTEE ON COMMUNITY NEEDS WEDNESDAY, APRIL 19, 1995 - 6:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: i' Grace Cooper, John Falb, Jim Harris, Linda Murray, Christina ~- .. Randall, Gretchen Schmuch, Mads Snider, Tim Ruxton MEMBERS ABSENT: Lisa Engh STAFF PRESENT: Madanne Milkman, Steve Long, Linda Severson, Monique Hendrix OTHERS PRESENT: Bill Snyder, MaryAnn Dennis, Rusty Martin RECOMMENDATIONS TO THE CITY COUNCIL: The Committee on Community Needs recommends the merger of CCN and the Housing Commission. The Committee on Community Needs recommends approval of the amendments to the 1993 Supplemental CDBG Flood Relief budget and the 1994 CDBG budget. CALL TO ORDER: Chairperson Murray called the meeting to order at 6:35 p.m. REVIEW AND APPROVAL OF MINUTES FROM THE MARCH 6, 1995 AND MARCH 22, 1995 MEETINGS: MOTION: Murray moved to approve the minutes from the March 6, 1995, meeting of the Committee on Community Needs. Randall seconded. Discussion: Schmuch pointed out an error in the statement on page 3, number 3, second to last sentence from the bottom. The sentence should say, "Kay said she is a VISTA volunteer and part of the duties of a VISTA volunteer is to request money." The motion carried on a vote of 7-0, with Falb absent, MOTION: Schmuch moved to approve the minutes from March 22, 1995, meeting of the Committee on Community Needs. Randall seconded. Discussion: Murray noted on page 4 in the last sentence of the first paragraph, that the sentence did not capture what she was trying to say. The sentence should read, "Murray said if the need is so great why hasn't another agency put a proposal together." Murray, page 5, fifth paragraph should read, "Milkman said it i_s the policy to purchase infill lots within existing subdivisions." Milkman noted an item that was brought up regarding whether the votes were correct on the Rehab project as stated on page 11, second paragraph. Murray had asked whether the vote was 5-4 rather than 7-2. Milkman said that the video was reviewed on this vote and the vote was 7-2 as recorded in the minutes. She also stated that this is one of the advantages of videotaped meetings. Committee on Community Needs April 19, 1995 Page 2 Falb joined meeting at 7:06 p,m. The motion for approval of the March 22, 1996 CCN meeting as amended carried on a vote of 8-0. PUBLIC/MEMBER DISCUSSION: Randall recommended that we continue to videotape the allocation meetings to keep as record and future reference. Milkman stated that budget cuts are in the forefront of congressional discussion. She pointed out that Congress is focusing on the Fiscal Year 1996 Budget and the questions raised by Congress are: A. What programs are working or not working? B. What are the funds doing in the community? Milkman said she plans to send out letters to different agencies explaining the proposed cuts. She pointed out that due to the fact that we are under a different leadership and a groat majodty of them aro not aware of what's going on in the community, it is our job to inform them. Severson announced that there will be a town meeting given by Congressman Leach on Thursday, April 20th at 6:30 p.m. at the First National Bank in Iowa City. She encouraged anyone who wishes to express their views, concerns or opinions to attend. 4. Murray introduced Tim Ruxton as a new CCN member. CiTY COUNCIL UPDATE: Murray announced that positions are available on the Board of Library Trustees, Design Review Committee,' and the Broadband Telecommunications Commi{sion. Murray said she received a letter from Larry Baker, the City Council's Representative to CCN, and Baker stated that he hasn't been able to attend CCN meetings because of another commitment, so he is going to ask one of the other Council members to be representative. Falb questioned whether or not someone from Council is supposed to attend all CCN meetings. Murray said they don't necessarily need to attend all meetings but Karen Kubby, who was a previous representative, attended every second or third meeting just as a means of reporting back to Council on what was going on in the Committee on Community Needs. Murray felt that it is helpful for a representative to attend CCN meetings to allow CCN members to express concerns through the representative and to allow the representative to express the concerns of Council to CCN. Committee on Community Needs April 19, 1995 Page 3 HOUSING COMMISSION UPDATE: Hards distributed a handout from the Apdl meeting which provided a summary of the HOME allocation recommendations. Hards announced that the PHA is requesting a total of 25 vouchers and certificates but that he expected the majodty of these would be vouchers rather than certificates, Harris mentioned that HUD may be reducing the Fair Market Rents to 40 percent of the mean cost of rental housing from what is currently 45 percent. He noted that the importance of this change would affect the difficulty with which the Greater Iowa City Housing Fellowship could build or rehabilitate subsidized housing. He noted that even at the present 45 percentlie the amount of available housing was difficult to find, Murray asked about the numbers of vouchers and certificates that are available at present. She questioned whether they weren't being used because landlords were not accepting them. Harris said that this wasn't exactly true because the use of vouchers and certificates are incumbent on the Assisted Housing staff reaching out to the landlords and casting a favorable light on the program. He said that one of the incentives of this program is offedng assistance to the landlords for certain kinds of excessive damage to their property. Harris noted that some recipients of vouchers were not able to find housing once they received their vouchers. He said that one of the points made by LIFE Skills was that there are people who are not accustomed to demonstrate certain appearances and they experienced difficulties in communicating their needs. He said that these people needed assistance to communicate their needs. Hards felt that the Housing Commission needed to work on this issue and if there is a merger he'll bring it up again. Murray noted from the ICHC minutes of March 14th that there was a discussion of change with the Housing Authority on the definition of family. She questioned whether there was an update that included domestic partnerships in that definition, From his recollection, Hards remarked that ICHA and the City use the same definition. COMMENTS ABOUT THE CDBG/HOME ALLOCATION PROCESS: Murray said that one item that was discussed before and not acted upon was the issue of funding a project for multiple years, such as LIFE Skills. Murray said she mentioned this to Council and she believes that it may be something to discuss at a later date. Harris felt that the issue of repeat awards would have a great deal of ramifications because if CCN states that they don't want to keep repeating awards year after year, even though something is very much needed, then this would open the door for City Council to take on that responsibility and the readjustment oftheir priorities to accommodate this demand. Hards felt that CCN should go forward with the discussion of this issue and CCN should come up with recommendations to Council on this issue. Murray noted that there are at least two projects that are ranked consistently very high and are consistently fully funded year after year that would be affected by this. She said these projects are the ESA Small Repair Program and City Housing Rehab Program, Committee on Community Needs April 19, 1995 Page 4 Murray asked if CCN wanted to give recommendations to the Council or does CCN want City Council to make decisions for them. Harris felt that the opinions of CCN needed to be expressed. Ruxton concurred with Harris. Falb believed that as a group or some sub-group of CCN, they could devise criteria that could be applied to these situations. Randall questioned how soon CCN should come up with recommendations or assign a subcommittee. Milkman suggested this be done soon while the issues are fresh in mind. Murray felt that it could be done within the next week or so. Schmuch asked about the process of allocating the smaller projects first and the bigger projects last. She wondered if CCN should pay more attention to rankings, Murray affirmed that historically rankings were not given much attention. Randali stated that she found it easier to rank each project on its own merit rather than against each other. She asked why ranking is necessary especially since many don't pay attention to rankings in their decisions. Murray noted that this issue is something that needed fud:.her discussion. Falb felt that one of the aspects of the process that he struggled with was determining allocations from solely the readings and presentations. He found it most helpful to visit the projects in order to pull all of the reading materials into perspective. He racommended that CCN go out as a group to look at each project over a period of time for "hands on experience." DISCUSSION AND RECOMMENDATION ON PROPOSED MERGER OF CCN AND THE HOUSING COMMISSION: Milkman said that the Housing Commission recommended the merger at their.last meeting. She said their emphasis was on a unification of the two commissions' goals and using resources in a more efficient manner. Falb mentioned that this unification is consistent with HUD's viewpoint. Falb questioned if Council woul.d receive information regarding recommendations and discussion of the merger. Milkman said that Council needs to know what the discussions are at the meetings of the commissions before they could discuss it and determine what difficulties there might be with a merger. Harris said he would like a greater clarity of understanding about responsibilities of the Housing Commission with regard to the City Council and the staff. Hards believed that it would be best to create an on-going process by which issues can be looked at because at the beginning of the merger we may not be able to view and identify all of the things that would help us function better. Milkman noted that in our discussions we should determine the kinds of items that should be considered policy and those things that should be considered administrative at the very beginning of the merger. Randall directed the Committee's attention to the disadvantages of merging the committees that are noted on page 3 of the memo from Madanne and Doug Boothroy. She said that she could understand how there would be a longer learning period for the members to become familiar Committee on Community Needs April 19, 1995 Page 5 with all aspects of the program. Murray questioned.whether or not CCN would like to recommend to Council to increase the terms. Milkman felt it might be a good idea to focus first on whether or not the merger is a good idea and then discuss the specifics atthe next meeting. MOTION: Falb moved that CCN recommend the merger of CCN and the Housing Commission to City Council. Harris seconded. Discussion: Murray questioned what this merged body would be doing and how different it would be compared to what CCN is doing. Milkman noted that one or two people on the committee would have to become specialized in specific areas and the rest of the committee would have to trust the specialized expertise of these people because there would be a lot more information to know. Murray said she didn't see any logical reason not to merge. Randall felt that it was a good idea in view of CITY STEPS and the direction that HUD is taking. With the issues of structure, by-laws, policies and responsibilities being raised, Schmuch asked what type of format was being proposed to discuss these issues. Milkman said that what is foreseen is that once Council decides to merge, we will draft some ideas and then discuss them to make decisions about the style, term and make-up of the body. The motion to recommend the merger of CCN and the Housing Commission carried on vote of 8-0 vote. Harris reiterated that a sharper definition of responsibilities should be added to the recommendation. AMENDMENTS TO THE 1993 SUPPLEMENTAL CDBG FLOOD RELIEF BUDGET AND THE 1994 CDBG BUDGET: Milkman noted that they spent a lot more money than anticipated on Housing Rehabilitation. Milkman explained that the Flood budget sheet (Flood 1) shows where the funds were spent. Milkman noted that the intent of the funds was to assist persons affected by the flood and all of the funds were used for this purpose. Murray asked about the whereabouts of the damaged homes from the demolition. Long stated that the $55,000 in demolition costs was for both mobile homes and "stick built" homes. He said that the mobile homes were issued Junking Certificates and many went to farms to use as storage or they were salvaged for parts. Harris wanted to be assured that the homes were not put into the landfill. Long confirmed that, as far as he knew, this was not the case. MOTION: Falb moved to approve the amended budget for 1993 Supplemental CDBG funds. Randall seconded. Harris questioned whether this motion also included 1994 (Flood 2). Murray stated that this motion only includes 1993 (Flood 1). The motion carried on a vote of 8-0. Committee on Community Needs Apdl 19, 1995 Page 6 Milkman referred everyone to the 1994 CDBG Budget. Milkman stated that the $6,000 toward the Manufactured Housing Fire Safety Program was approved at an eadier CCN meeting. The other amendment refers to an error that was made in double counting and double budgeting. She pointed out that this amendment corrects this error. MOTION: Harris moved to approve the amended 't994 CDBG budget. Schmuch seconded. The motion carried on a vote of 8-0. RECOGNITION OF FORMER CCN MEMBERS: Murray thanked Milkman for her incorporation of individualized citations on the certificates this year. Murray read the certificates and distributed them to Rusty Martin and MaryAnn Dennis, Keith Ruff was absent and did not receive his certificate at this time. Milkman noted that over the years she has noticed that different people make very different contributions to CCN and this is what inspired her to make individualized citations on the certificates this year. SUGGESTIONS FOR COMMUNITY DEVELOPMENT WEEK: Murray explained what community development week is. She said it was a nationally designated week for recognition of the CDBG Program and what this program does for the community. She said that each community generally has a celebration to bring awareness of how CDBG funds are used. Murray qoted that the celebration is usually dudng the week of April 12th, but due to an overloaded schedule these past few months, staff recommended that this week be celebrated in the summer. Murray said that CCN plays a big role in setting up the celebration by finding a place for the celebration, finding someone to provide or donate refreshments and helping to arrange the ceremony which usually includes a speaker. Milkman suggested having the celebration at Goodwill Industries of SE Iowa and selecting a subcommittee tonight to handle this event. Murray explained that the time commitment on that day is usually 2 hrs with the target audience being providers, recipients, and residents. She noted that CCN members usually write letters to the editor to be published in the paper to increase public awareness. Randall, Falb, and Murray volunteered to help with the project; Harris said he could help until mid-May Committee on Community Needs April 19, 1995 Page 7 MONITORING REPORTS: Murray discussed the United Way Allocation Hearings, and the amount allocated to each agency. She also compared the United Way Fund meetings with CCN meetings. She noted that United Way meetings consisted of 8 to 10 meetings, lasted about 2 to 3 hours per meeting and were conducted over a period of several months. She noted that the amounts of money that the United Way dealt with were mostly small allocations. Milkman explained that one of the reasons United Way Fund meetings took so long was because all of the funding agencies were handled together instead of handling one area at a time. She said that United Way allocated funds to approximately 28 agencies. Murray noted that the United Way allocation hearings focused very heavily on budget questions. She said the proposals included very detailed budgets whereas CCN doesn't require very detailed budgets. Milkman said that although CCN's budgets aren't very detailed, they are monitored by staff. Long asked for volunteers to monitor the ESA Small Repair Program, Goodwill Industries, and the Manufactured Housing Fire Safety and Replacement Programs. Schmuch said she would monitor the ESA Small Repair Program, Falb said he would monitor Goodwill Industries and Ruxton said he would monitor the Manufactured Housing Fire Safety and Replacement programs. Murray announced that CCN will discuss assigning volunteers for the 1995 CDBG projects in July. MOTION: Cooper moved to adjourn. Falb seconded. The motion carried on a vote of 8-0. MEETING ADJOURNED AT 8:00 P.M. Minutes submitted by Monique Henddx pp~gVnla$~:ca-419.MH