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HomeMy WebLinkAbout1993-04-13 Bd Comm minutes ...... ~ ",'!-', - ~ ,'>:. ',: -~,'"',:'l':l''' <, "\ ,',,;:: '," -: :', ',.' ::':' , ,.-:'t ,. .t.., ' ~ ."t,.. ", ," , . I""'" ',: . ',I "I"" ' :' ',' " ." ',l,;\:.,) >\~':,.'~..... '..~:, J:, ..", ,I '_,' \, '., . , ,......,' ", 'cr',' '. ." f , \ _, . :, ,_ ~ , ~YJ0 MINUTES IOWA CITY PLANNING AND ZONING COMMISSION APRIL 1, 1993 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS PRELIMINARY SUbject to Approval ; MEMBERS PRESENT: Ann BovbJerg, Casey Cook. Sally Dierks, Dick Gibson, Tom Scott, George Starr MEMBERS ABSENT: Pete Cooper STAFF PRESENT: Moen, Miklo, Rockwell, Schreiber CALL TO ORDER: Chairperson Scott called the meeting to order at 7:42 p,m. RECOMMENDATIONS TO CITY COUNCIL: 1. Recommend approval by a 6.0 vote of REZ93-0005. a City.lnltlated application to rezone a 13.9S acre tract of land located southwest of Teg Drive and east of the western portion of Absr Avenue from RS-5. Low Density Single-Family Residential to p, Public. 2. Recommend approval by a 6.0 vote of ANN92.0002, a request to annex an approximate 6.92 acre tract of land located south of Scott Park and north of Falrview Golf Course. 3. Recommend approval by a 6.0 vote of REZ92-0004, a request to rezone an approxlmata 6.92 acre tract of land located south of Scott Park and north of Fairview Golf Course from County RS, Suburban Residential, to ID.RS with 'the clear understanding that all costs associated with providing infrastructure for the development will be paid for by the developer and subject to City Development Board approval of the requested 6.92 acre annexation. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ZONING ITEMS: 1. REZ92.0017, SUB92.002S. Public discussion of an application submitted by James Anderson to rezone a 55.14 acre tract from RS.5, Low Density Single-Family, to OPDH.5, Planned Development Housing Overlay, and for preliminary plat approval of Village Green South, Parts Three'Elght, a 55.14 acre, 166.lot residential subdivision located west of Scott Boulevard and north of Iowa Interstate Railway. (45.dey limitation period: waived indefinitely.) Rockwell noted the revised plat received on March 25, 1993, Included a conversion of zero.lot line lots to slngle.family residential lots on the east and west side of the 6f1 " .... rfIF - - .....-.- - ... -.......-T .....,. ,.-~ ...... <,:> ~...'" ,." 't'tl':" ~-~,::', '" i',,'. " <.... '.' ..... ""'. ......." ., ,:.:'1, '" '. ," .1, . " . .... . .., I J'~ ".' \'. . ,I , . " ~,' '..', /. " " '1'" '. , \ \ ~, . " ''''''. ' 1= 1,'~t"I""~"', ~, "'," ~I", ',' ',,'; .' Planning & Zoning Commission April 1, 1993 Page 2 westerly section of Rosefield Drive; this revision addressed one of the concerns of the Commission and the neighbors. Rockwell noted the density of the development had been reduced slightly; no other substantive revisions were made to the plat. Public discussion opened at 7:44 p.m. Bradlev Buvs. 1 8 1 4 Sterlina Court. presented a petition with 88 signatures of residents in the area adjacent to the proposed development; the petition outlined several concerns of those residents. Buys noted the residents are pleased with the redesigned plat submitted to staff. He said the neighborhood's major concern is with the traffic that will be genarated from the proposed subdivision. He noted the proposed Wintergrean Drive will connect Scott Boulevard with Sterling Drive, providing an alternate route to Sycamore Mall and the school and park in this area. Buys said there are a lot of small children who play along Sterling Drive and the residents feel the' developar should address additional precautions to enhance safaty in this area. Rockwell said staff feels the residents of the Sterling Drive area will 'also ba benefitted by the proposed Wintergreen Drive because it will provide secondary access for this area in case of emergencies. Buys agreed but said the residents would like additional safety precautions installed. He said the residents do not have a solution to propose but wanted to bring their concerns to the attention of the Commission. \ Bill Crowlev. 1 844 Sterlina Court, noted the residents along Dover Street are also concerned about the increased traffic. He said the City Traffic Engineer said 'the traffic count in 1987 along Dover Street was 2,300 cars per day; it is estimated that has increased 10 percent since 1987. Crowley said Dover Street is not designed for the increased traffic flow that will result from the new subdivision. Scott agreed the proposed street pattarn is more circuitous than a normal grid pattern of a street and that more traffic will be generated by the proposed subdivision. Buys said he inquired into the capacity of Robert Lucas School and Southeast Junior High and learned those schools are at near-capacity. He asked where the children from the new subdivision would attend school. Scott replied the entire Iowa City School system is at near-capacity; he said regardless of where growth occurs, it will impact the school system. He said the Commission does not get involved in this issue when making their recommendations. Dierks noted the School Board is notified of decisions made by the Commission so the schools can be planned accordingly; she reiterated the Commission has no say'in the decisions of where schools will be located. Crowley said residents of the neighborhood are also concerned about the high water table in this area; the residents would like the developer to be required not to increase the elevations in the proposed subdivision, to prevent more water running into the Sterling Court area. Scott explained the developer is required to submit a grading and 1,81 .....,....-- ...... iIIlJl- -- V"'~ .. r .....---..~-....r 1 .... - - Y- r- -~ ,~ -. ....".-------.--. , ~... '"~~,, "f~/:'" "~''''':'\' .. ..~; " ", ' ",', , ~. " ;'': :'.,' ,'. . '; ,L:' " . "', ':, '.;IO:""!' .....:,' ,'. ,,:' .,',,' , I ".;: " ,:": . ,~' \' 1-' ~ 1 Jo oJ. ". .', ." . " : ' "',,' , 1'-.' """:,'11' \~_' ,~. ,~ ,J" ,.,', , - , -:"""\"'": .. ..,J _,., '.,. 'I. . '., Planning & Zoning Commission April 1, 1993 Page 3 excavation plan to the City for approval by the Public Works Department. He said the developers should not allow water or sedimentation from the development to run onto adjoining property during construction; nor can the developer's designs change the drainage way of the water off their property. Mark Lvan. 1832 Sterlina Court. said there are few drains in the streets in this area and there is already a problem with street flooding during heavy rains. He said the plans for the proposed subdivision should address that problem in the new area. He also asked why the Commission would allow development in this area if the new airport will be built in this vicinity. Scott said he is personally diametrically opposed to the relocation of the airport; from a planning prospective, the Commission's consideration for development in the area is under the assumption the airport will not be moved. Joe Murrav. 1 741 Dover Street. said there are a number of bends and blind corners on Dover and Sterling Streets as well as a very busy park in this' area. He said the connection of Scott Boulevard to these streets via Wintergreen Drive will transform Dover Street into a thoroughfare, increasing the potential for serious accidents because of the number of kids in the neighborhood. He said his neighborhood functions well as a single outlet area. He psked why the proposed development could not also function with a single outlet onto Scott Boulevard, which is a large thoroughfare designed for heavy volume traffic. Rockwell noted staff had raceivad an revised plat of the area today; that plat will be available for review and discussion by the Commission at their informal meeting on April 12 and the form'al meating on April 15. Public discussion closed at 8:06 p.m. Dierks moved to defer REZ92-0017 and SUB92-0028 until April 15, 1993. Starr seconded. In response to a question from Starr, Buys said tha houses along Sterling Court were built in the 1970's. Dierks said she is glad the neighbors pointed out the street configuration in the proposed subdivision. She noted the Commission spent a great deal of time considering the street patterns in previous parts of Village Green to ensure they were designed in a manner to discourage people from using the streets as a quick short-cut; she is glad the Commission will have another opportunity to consider the street configuration In the proposed subdivision. Scott asked staff to provide Information to the Commission on parking prohibitions and posted speed limits on Sterling Drive and Dover Street. The motion carried on a 6-0 vote. 617 \ ,., .- - -.-.----- . .. ~'~-""-r .,.... - - '-r- ---. ,.~ . ...,..- ...~ --r __ ( :.:>.:.::zjl:;i,.t!/"""~:""~"" "(F.l-"~,,, ',' ,:;:",:' '--:' . , "-,, " '/,'. f' , :.' 'JII ,I .. I I . ,"~ I' , , . ,\ . ( .", d, ;' ~~. ,1 \ ~\. ',~~ J '~. .' '.' " . .. -, 1 ~ . -. ~ .. ~.< ~ \', \ I. , , '. ' Planning & Zoning Commission April 1,1993 Page 4 2. REZ93-0005. Public discussion of a City-initiated application to rezone a 13.98 acre tract of land located southwest of Teg Drive and east of the western portion of Aber Avenue from RS-5, Low Density Single-Family, to P, Public. Miklo said this property was recently dedicated to the City by John Dane and will be developed as Kiwanis Park. He noted because it is under City ownership, it should be zoned P and staff recommends approval. Public discussion opened at B:09 p.m. There was none. Public discussion closed at 8:09 p.m. Gibson moved to approve REZ93-0005 rezoning a 13.98 acre tract of land located southwest of Teg Drive and east of the western portion of Aber Avenue from RS-5, Low Density Single-Family Residential to P, Public. Starr seconded. The motion carried on a 6-0 vote. 3. Public discussion of an amendment to the Zoning Ordinance, Section 36-9, RFBH, Factory Built Housing Residential zone, to allow consideration of certain commercial uses as provisional uses. Miklo noted proposals for parking and sign regulations would be provided by staff at the Commission's next meeting. Public discussion opened at 8: 1 0 p.m. There was none. Public discussion closed at 8:10 p.m. BovbJerg moved to defer discussion of an amendment to the Zoning Ordinance, Section 36.9, RFBH, Factory Built Housing Residential zone, to April 15, 1993. Gibson seconded. The motion carried on a 6-0 vote. ANNEXATIONIZONING ITEMS: 1. ANN92-0003. REZ92-0015. Public discussion of an application submitted by Sycamore Farms Company to annex an approximate 420 acre tract of land located south of Highway 6 and the southern corporate limits and to rezone the parcel from County RS, Suburban Residential and R3A, Multi-Family Residential, to RS-8, Medium Density Single-Family Residential. RM-1 2, Low Density Multi-Family Residential, RFBH, Factory Built Housing Residential, CC.2, Community Commercial and eN- 1, Neighborhood Commercial. (45-day limitation period: waived to April 1, 1993.) 'f1 .... .. ~ ~-- '-. -,.,- -- V""'- - . .-....----..-..r}-....... ,....... - - '''r- -- ,.- .. .......,..-... .' ,>~: ,,",:, ,,' fi'-"'" ';~' ',: ':, . , '". "... ',':,'.;' " ,..~ ',. -.',"1 . '. "', '",', J. .,' \ :f <::,.. " ,:.,:,: .. .:t, ',."... '.',._'" .. ], _ .." , , ,:"', ,,' .. ,'~.. d ",.~.' >'''J~'''''''' ',', '\'" , . Planning & Zoning Commission April 1, 1993 Page 5 Miklo noted at the February 4, 1993, formal meeting, the Commission identified three issues that required resolution prior to the Commission taking action on this application. The first was the resolution of the differences in interpretation of the contract language between the Iowa Department of Natural Resources and the City concerning funding for the southwest interceptor sewer main. Miklo said staff has a letter from IDNR indicating they continue to have concerns about annexation of this area. He said staff will attampt to address those concerns by providing a more detailed description of the development potential in this area if staff's recommendation regarding the zoning pattern and mitigation plan for this area are adopted. The second item dealt with delineation of the jurisdictional wetlands by the Corps of Engineers; Miklo noted that delineation has not yet been done. The third item was the request by .the Commission for staff to research what other communities have done in terms of regulating environmentally sensitive areas, particularly areas of hydric soils, high water tables and wetlands. Miklo noted staff has provided the Commission with information regarding those types' of regulations and have indicated that it would take considerable time to draft such regulations for Iowa City. Ha said in lieu of such regulations, it might be possible to incorporate the concepts and requirements that other communities use in mitigation plans for any development that occur near wetlands. Miklo said the Commission must determine whether these points have adequately been addressed in order to allow the Commission to make a recommendation to the Council, or whether the Commission is willing to send this application onto the Council without resolution of these issues to the Commission's satisfaction. ' Miklo said an additional issue to consider is in regard to the language in the recently amended Comprehensive Plan that states that the City should annex areas that contain unusual conditions only when City Ordinances which address those conditions are in place. Ha said the Commission must decide if a conditional zoning agreement might address those concerns in lieu of an overall ordinance. Miklo said staff recommends approval subject to severa' conditions and recommends the zoning pattern Indicated on the overhead; one of the main issues is the zoning pattern, which includes a large area zoned P for Public, indicating that it would be dedicated to the City. He said the boundary of that area is yet to be determined; it is staff's general intent for that area to include the "Snyder Creek Bottoms." Miklo reiterated the P area will require a legal description of the area to be drawn. He noted the applicant has presented maps of the area and will present a proposal on how to delineate tha P zoned araa and discuss the question of whether the area should be a conservation easement or a dedication to the City. Miklo highlighted the conditions staff is recommending for approval of this application: ", '" . - ".- ~. ...... ':'" ":.Zr", .,;:,;,' ," ~-~,l .' \lie:: , '.' ,,~-', ::. '" ,', .', " ", '11(,"" r.-e' , . I I'~m h:'" . "'>" " . " ~'\ ".;.~I.. ".";~,:~~. ,. '.~ ~:. ' ";"~ I" I) 'f. ' ,', '. ,.', \:: Planning & Zoning Commission April 1,1993 Page 6 1. Adequate measures will be taken to protect "Snyder Creek Bottoms" from adverse effects from development of adjacent areas. These measures should be specified in a mitigation plan to be prepared at the expense of the applicant and to be approved by the City. 2. The preservation of the "Snyder Creek Bottoms" via dedication to the City. Staff believes this would satisfy the requirements for open space for the area and also may address the concerns about annexing environmentally sensitive areas; it may also be satisfactory to the IDNR to resolve their concerns rogarding the City's contract for this area. 3. The dedication of a 15 acre school site, the location of which shall be negotiated with the City and the Iowa City Community School District. 4. The developer shall pay all costs for infrastructure installation, including oversize cost because the development is out-of-sequence. 5. The rezoning of the area proposed for RM-12 zoning would be subject to the improvement of the street from that site to Sycamore Street up to paving standards for collector streets. For access purposes, the street would be designed as an arterial. ' Cook noted the average size of an elementary school site is 3 to 6 acres; he asked why 15 acres is being requested for a school site in this development. Miklo replied the 15 acre request came from the school district. He said he believes the amount requested was based on population estimates for the area being annexed as well as consideration of the population in surrounding areas. \ In response to a question from Cook, Moen said it is her understanding that the school district is attempting to stick to the neighborhood school concept with enrollments of approximately 500 students per school. She said given that particular goal and the number of activities that occur at an elementary school site beyond just schooling, the school district feels a 13 to 15 acre school site is needed. Bovbjerg asked for clarification of the differences between a conservation easement and a dedication of land to the City. Miklo explained a conservation easement places restrictions on the use of the property; generally it is required for the property to be kept in its natural state. In response to a question from Dierks, Miklo said the property is retainod by a private entity. Cook noted with a conservation easement, if the City wanted to use the land for some use other than what was specifically stipulated in the easement, the City would have to pay the owner of the land for that additional right. Scott said after public discussion, he would recommend deferral until April 15, 1993. He said based upon the discOssion at the March 29 meeting and tonight's meeting, he would attempt to summarize the issues requiring resolution before the April 15, 1993 meeting. He noted a waiver to April 15, 1993 was be needed from the developer hi order to defer this application. "'7 ...... , . <'. \:....:"..,.,"..'.,.', ';''';'~t ;fftl', '. ,,','" '.~ I,: ,', \. ~ (\I~'Y"" .' ," ..,', ',' '.' 1 I. ' , "'\"'~.' ";;'.. ,~ ; :,,J,,I:::.;,, ,ftj~ ,'j,_- ':" . "': . 'i-,,' '," ~"'\"~" ;"l~." ,'~' ,\ ",' I " Planning & Zoning Commission April 1, 1993 Page 7 Public discussion opened at 8:22 p.m. Carol Thomason. asked if the City has the authority to protect additional land without an enabling ordinance in place. Scott replied the informal legal opinion given by the City Attorney was that a conditional rezoning is a site-specific ordinance. Larrv Wilson. Chairman of the Riverfront and Natural Areas Commission, directed the Commission's attention to a letter from the RNAC included in their packet of information. Wilson said the RNAC is committed to preserving all natural areas worthy of saving, inCluding wetlands. The RNAC considers the Sycamore Farms project a prime example of why an inventory and mapping of wetlands and other natural areas throughout the City is needed. If this were completed, a developer would know the exact development constraints before purchasing a tract of land. Also each development proposal would be reviewed by the same rules and criteria and would fair to everyone concerned. The RNAC recommends in general that any approval of Sycamore Farms be based upon sufficient attached conditions to assure wetland protection. The concept development plan should also be revised and updated to show graphically for all to see and understand how the mitigation concepts will be reflected in the lot and road layout. He noted the mitigation plan discussed at the March 29, 1993 meeting did not fit the street pattern proposed by the developer; it would not be a major undertaking to reflect the mitigation pl~n concept discussed earlier on the site plan. \ Wilson said the concept development plan should also show a feasible location for the school site, the agreed upon boundaries of the no-development area once it IS defined, the impact of routing of the proposed arterial or collector street around the wetlands and how it will impact the street layout and lot system. Wilson also encouraged City staff to develop a strategy for preserving wetlands and other natural areas in the areas of Iowa City slated for future development. Richard Rhodes. 2014 Rochester Avenue. said the area he is most concerned about is the southwestern portion of the Sycamore Farms tract. He said he feels good progress is being made in resolving the issues involved in this development but believes general principles need to be developed. He also noted confusion between the various maps being used and suggested one good map be designed. Rhodes said one known jurisdictional wetland extends a finger into the area proposed for /D-RM zoning; he suggested a 200 to 400 foot setback from the 650 foot contour line be used to determine the boundary of the proposed P zone. He noted this delineation conforms to staff's recommendation except in the southwestern area. Rhodes thankad the Commission and staff for the immense effort they have made to learn about wetlands. In response to a question from Cook, Rhodes said sometimes ~t? -- _rll'W~ !. .../lIIlMIIItIfIIW1LtJlW""'*'" -_...i 1\I'#IrI~ III! . _ _ ..__._ - ..__ UA II loll .~- ..-. -- - -....... -....-..- --- ,....--- ~--- - -- .... ..,.. - -- - -..., ,. ..,. ~ -- - . - ..~ ,. ----- ..... J; :<*'!{.,.."t...,.".",;~-~,': ;./"',,:, '.','. "~"', ',', :,', ~ \ I ., ~. , .~ \ I . ./, I '. ; , ,,". .':~, ' "J ;1' I :, '}" '. r " .." , . ',,' , '-:\ ,.,' J~~:: j~"',-'\.-..' < ~.......,. '; ,::.. '1" :.,.. ,.", ", flY' . , " I.,' -.,' '. " :. Planning & Zoning Commission April 1. 1993 Page 8 the Corps of Engineers allows a jurisdictional wetland to be filled in as long an equal or greater amount of constructed wetland is reconstructed elsewhere. He said in his opinion a high quality wetland cannot be replaced; it is impossible to get the same diversity of plants and animals in a constructed wetland. Cook asked Rhode's rationale for suggesting a 200 to 400 foot buffer around the 650 foot contour line. Rhodes replied 200 feet represents approximately tha edge of the uplands; the 400 feet marking on the map was simply to illustrate the amount of ground that would be undevelopable if a 400 foot buffer was used. Gibson asked who prepared the two maps being used tonight by the Commission to examine the contour of the Sycamore Farm area. Miklo replied the maps were prepared by the applicant's engineer. He explained what the different color lines on the map represent. Gibson requested a standardized map which includes all the information under consideration. Tim Thomason, 3048 Rohret Road, agreed with Rhodes that the 650 foot contour represents the bottom of the wetland basin; he feels a buffer around the basin is needed. Thompson said the IDNR is also concerned about the preservation of prairies and other sensitive areas; he noted there are possible prairie remnants on portions of the Sycamore Farms tract. He said the prairie remnants may not be in good shape but still contain seed banks of prairie vegetation. \ Thompson said smaller wetlands such as those on the upland can often be mitigated but a large basin such as the one in the southern area is more difficult to mitigate. He expressed concerns' about the cost to taxpayers in disaster relief and increased flood insurance payments due to flooding that may occur if development is allowed in the southern area of this tract; he strongly suggested no development be allowed in this area. Thompson asked how the private road leading to the proposed RM-12 zone would be upgraded; he noted there are wetlands on both sides of the road. Scott said if the upgrade of the road is included as a condition to rezoning, the responsibility would rest with the developer to secure easements if there is joint ownership of the road. He said the possibility of wetlands along the road is a separate issue. Thompson said annexing the large proposed P area may cause animal control problems. He said the area currently has a lot of wildlife and more will be attracted as development occurs; with residences in the area, nuisance problems will occur. He said current City restrictions will make it difficult to control the wildlife in this area. In response to a question from Cook, Thompson said a change made at the upper end of the large basin in the southern area would affect the entire basin. He said the basin has a high volume of water flowing into it and it would be difficult to mitigate for such a large basin. 1;" ------- __,a ........ - ~M:lJlIlIl.lf.ll'IM::t..J.....d!IJ?l!.....w..J.rm~ II~..~__- \ --fF i , I i j j i , I I -' ...---------- -...--..-..........-T ......,.}- ...... ,...... _ _ . "',:" ':::71::' '~'.l'r",",.<:'G>~'" ,':tZI-: '.',,',.;' "', ,:" ~... '"",.., ....,~.'l:'j "I,:?J I ,',.', ". ':S ,,',:,., ~~:,' ;>,,\~~..- , \~~' './; "1',' ' .' ". . ' ." :, :' Planning & Zoning Commission April 1, 1993 Page 9 Denise Hansen. 11 63 East Court Street, asked if the school would be located in the area proposed to be zoned P; Scott replied the school would likely be located outside the proposed P zone, although that issue has not been settled by the Commission. Hansen asked if the school may possibly located in a sensitive area; 'Scott said the Commission hopes to remove all environmentally sensitive areas from development, including development of a public purpose such as a school although development of trails or walkways may be allowed. Mark Lvan. 1 832 Sterlina Court. agreed a standardized map of the area would be useful. He asked if the county has a system to encourage development in certain areas. Scott said there are some portions of the Fringe Area, mainly north of Iowa City, that the City and the county have agreed to for development. He said one of the determining factors for development in the county is the ability to adapt septic systems to the soil conditions, but there is no set designation of areas where development is allowed. Lyan asked if development in the Sycamore Farms area will affect the water table in the Scott Boulevard area; Rhodes replied it would not. Public discussion closed at 8:57 p.m. Dierks moved to defer ANN92-0003 and REZ92-0015 to April 15, 1993. Starr seconded. Scott asked the appliqant for a verbal waiver to April 15, 1993. He said he would be requesting additional research from staff with the hopes of receiving recommendations on those items at the April 12 informal meeting but he does not wish to insinuate that a vote will be made at the April 15 meeting. He said if a waiver was not agreed to, the Commission would pass a negative recommendation onto Council. In response to a question from Stephen Bright, Scott explained action by the Council which differs from the Commission's recommendation requires a joint meeting of the two bodies. With the number of complex issues involved in the final recommendation for this application, he believes the Council would send the application back to the Commission for reconsideration if there were a disagreement between the two bodies. Cook said he would prefer the proposed P zone be dedicated to the City; he does not want the City to be in a position of being required to purchase rights from the owner to use the land in a manner not stipulated in a conservation easement in the future. Gibson said he is not sura it would be wise for the City to allow dedication at this time. He said if boundaries later naed to be changed in order to comply with the mitigation plan, the developer would not want to be in a position to have to buy back land from the City to comply with the mitigation plan. He said he sees no reason to make that decision at this time. : Cook agreed, but said ultimately the land should be dedicated to the City; Gibson agreed. "7 ~....... - -,.,- - ".-.------ - .. .-------....~-....r ,-.. - - "'-r- --,.-- _ --.....,..._--~- ":" ,,", ';"~' ". t'~,'" ,"':',: "gj' , " .""':, ',:, '" .,: ,'. ", \ . ,. . ., , " , I' " l '\ .,~, ',',. r:-: :" ..,.. ,'.. :- , ::,~,;..... ..",',. ..,:,....i ". " " -:-' ',~'~,,~ '::':"~~'I"" ..>......,., '. l.~ \ ,OJ,. ",' ,:',1" ",' ~,', '."~ Planning & Zoning Commission April 1 ,1 993 Page 10 Bovbjerg said everyone has been frustrated by the lack of action on this application because of honest ignorance on the issues involved. She said the Commission is cautious about taking an action that is irreparable. She feels the application should be deferred until the Commission has the necessary facts to make an educated decision. Bright verbally agreed to waive tha limitation period to April 15, 1993. Scott asked Bright to supply a written waiver of the 45.day limitation period to staff. Bright said he would. Scott requested a recommendation from staff on the delineation of the P zone so that it can be identified on a map and so the land mass of the area can be quantified. He said if the Commission can agree on the delineation of the P zone, the Chair recommends that particular land use and zones be forwarded to the IDNR so that the City and IDNR can settle the difference of opinion in the contract language for the funding of the southeast interceptor sewer main. He said that would also allow some time for the final delineation of the jurisdictional wetlands. He requested that the jurisdictional wetlands that have been identified be designated by staff on the map delineating the P zone. He also requested staff's recommendation on a setback on any identified or future identified jurisdictional wetlands that are outside the proposad P zone. Scott said in all likelihood the Commission will not be in a position to make a recommendation until the issues framed at the February 4 meeting are resolved. Cook encouraged staff to incorporate research on vegetation filters strips and consider the need for a trail system in their determination of a recommendation for setbacks from wetland~. He said he personally also would like more justification from the school district for the requested 15 acres for a school site; he feels half of the 1 5 acres should be controlled by the City for active parkland. \ Scott said the City has had some degree of difficulty getting the school system to agree to the utilization of their publicly owned property as part of open space for communitywide or neighborhood recreation. If the City is going to be a party to the securing of property for the school district, perhaps the Commission should request the dedication for the school be limited to the building area with a joint dedication of the open space surrounding the site to both the City and the school district so that the City has some say in the utilization of the open space. Gibson said there has been some suggestion that this process is dragging on too long; he disagreed given the weightiness of the issues and the fact that it hasn't been dealt with in a straight forward manner by the City. Gibson said it has also taken a long time because the Commission is approaching it linearly. He said he is very concerned personally about several issues and intends to vote against any action on this application until a miiigation plan is in place, which is not part of the scheme that has been described by the Chair. Gibson said he agraes with determining a preliminary delineation of the proposed P zone but warned the Commission should not consider the delineation to be final until there is an official delineation of the jurisdictional wetlands. He suggested once the '11 ....... ~.L.. l.&l'l..L... _ ~~IMffi..~'!lf~~..""" 1I~1It!III1MI ...... ~ -- --,,--'-----~---.---..--~T.....,. J- .....---".-- .-'.. :>-' .,'...',' "',' '{,', 'ta'., ." ',:, '. ...,:' ':': '.:', ", .:;1 " ' ," 'I ' .,' , " '.. '", ..,~ ,f.t tM", ' "..,',;, ,", ':":. ,~:l. \':'\~;".". ~. ,I':~':I" " ',:' .. . ::. Planning & Zoning Commission April 1,1993 Page 11 preliminary P zone is determined, the application be deferred until one of the fOllowing occurs: the differences in the interpretation of the language of the contract with the IDNR is resolved, a report is received regarding jurisdictional wetlands, or a preliminary mitigation plan proposal is received from the developer. Gibson said the proposed mitigation plan should include conceptual drawings of how the area will be developed, inClUding where the street will be located. He said he is unsure there will be much land left for development once all of these issues have been resolved and it would be better for the Commission and developer to know this as soon as possible. The motion carried on a 6-0 vote. 2. ANN92.0002. REZ92.0004. Public discussion of an application submitted by Rob Phipps, on behalf, of property owner Mitchell-Phipps, to annex an approximate 6.92 acre tract of land located south of Scott Park and north of the Fairview Golf Course, and to rezone the parcel from County RS, Suburban Residential, to RS-8, Medium Density SingleFamily Residential. (45-day limitation period: April 12, 1993.) Public discussion opened at 9:15 p.m. There was none. Public discussion closed at 9:15p.m. \ Cook moved to approve ANN92-0002 to annex an approximata 6.92 acre tract of land located south of Scott Park and north of Fairvlew Golf Course. Starr seconded. ~ motion carried on a 6-0 vote. ' Cook moved to approve REZ92.0004 to rezone an approxlmata 6.92 acre tract of land located south of Scott Park and north of Falrvlew Golf Course from County RS, Suburban Residential, to ID-RS with the clear understanding that all costs associated with providing Infrastructure for the development will be paid for by the developer and subject to City Development Board approval of the requested 6.92 acre annexation. Starr seconded. The motion carried on a 6-0 vote. CONSIDERATION OF THE MINUTES OF THE MARCH 1 8. 1993 MEETING: Cook moved to approve the minutes of the March 18, 1993 meeting, as amended. Starr teconded, The motion carried on a 5-0 vote. with Gibson abstaining. PLANNING AND ZONING INFORMATION: Scott noted there are vadancies to both the Riverfront and Natural Areas Commission and the Parks and Recreation Commission; he said if anyone knows of someone who would be interested in serving on either of these commissions, they should encourage them to apply: "1 IEW~ '-'.6ia . 111!!'l4n1u.....I:IIIl .R'-"lllll1 J/"" 11.l!1!.11MIf" I!ItlIK" --....ldl\...ali \ I I I I I ! I :: . ,.~,Zl-. . 'r' ~'. ',' : '. .' "J.' i , . " ' ' '":,, . ", . :.', " , '. 'f'" Hi, '" , " - \~ , '{\' ,,'(,.,. :' :, . ,; :' , .,' . . " " .' . ~":' t....;:.I. -';\~,'., 1....... .. :. '. \ ,", I' T:" '.:1 Planning & Zoning Commission April 1, 1993 Page 12 Scott reported Bob Dvorsky, Representative Osterberg and Sanator Varn have schedu/ad listening post meetings on Saturday, April 10th at Horace Mann Elementary School from 9:30 to 11 :00 a.m., and at the Coralville City Hall from noon until 1 :30 p.m. Bovjberg encouraged people to attend these meetings. Scott said the City Council at their Tuesday, March 30, 1993, meeting deferred the application for Scott Boulevard East, Part Two, due to the issue of access of lots onto Court Street. Moen said staff and the developer have been directed to redesign the plat to correct that problem. ADJOURNMENT: Dierks moved to adjourn at 9:22 p.m. Cook seconded. The motion carried on a 6-0 vote. Ann Bovbjerg, Secretary Minutes submitted by Nancy Schreiber Ip.blol.mll hl1, ~~l~ ,,-' -- - ..-- -"......-rJ- ....r .,.,...-----...~-...... .,.- -- .... --...,. - -......--. -- -- - ,'::. ,~,','",,": .:~'...,1,1:":.': .~. ".~.", 10.' ,>. " ,',,;\.1 ,..;_'~ "" ,,'~ ".l,,', ,,,~'. 'jl~'" '.. ,'", ,',' '" " '. :~ ."":,_..,;;";,_,:,,!~,\,,,, .,IAl -<lj~~,;,' , ::::':': ~".,.'L', :< ..'.'/ MINUTES BOARD OF ADJUSTMENT MARCH 10, 1993 - 4:30 P.M. CIVIC CENTER COUNCIL CHAMBERS .- ..---.~ I :P(;;~~i;N:~1;~l.'~:~f ! -'uuiact to j;'[i~mV8.\ , :1 ~ . ~.~~ ......._ . I' ...------ MEMBERS PRESENT: Larry Baker, Ernie Galer, Catherine Johnson, Barbara Ludke, Rich Vogelzang MEMBERS ABSENT: None. STAFF PRESENT: Rockwell, Bormann, Hudson OTHERS PRESENT: Greg Downes CALL TO ORDER: Chairperson Galer called the meeting to order at 4:31PM. CONSIDERATION OF THE MINUTES OF FEBRUARY 10. 1993: Rockwell noted that on page 2, the first paragraph, second sentence should read, "He said a letter from Randy L. Van Winkle, P.E., of Van Winkle.Jacob Engineering, Inc., stated that according to the Iowa Department of Public Instruction standards, each classroom, excluding the teachers, would have capacity for 27 students." MOTION: Vogelzang moved that the minutes of the February 10, 1993, meeting be approved as amended. Ludke seconded. The motion carried on a 5-0 vote. SPECIAL EXCEPTION ITEMS: 1. EXC93-0003. Public hearing on a request submitted by Robert D. Finley for a special exception to permit off-street parking on a separate lot for property located in the CI-1 zone at 1910 South Gilbert Street. (Deferral requested by the applicant.) Galer noted that the applicant had requested a deferral of this item. MOTION: Baker moved to defer EXC93-0003 to the Board's May 12, 1993 meeting. Johnson seconded. The motion carried on a 5-0 vote. 2. EXC93.0004. Public hearing on a request submitted by Greg Downes, on behalf of property owners Robert and Barbara Mickelson, for a special exception to permit dwelling units above the ground floor of a commercial use in the CI.1 zone for property located at 725 S. Clinton Street. Rockwell reviewed the staff report dated March 10, 1993. Staff recommended EXC93-0004, a special exception to permit up to eight dwelling units above the ground floor of a principal use for property located in the CI-1 zone at 725 S. Clinton Street be approved, subject to site plan compliance with Iowa City Code requirements and; 6ft ~...... ffr - -"......-- ....., .. ... -....--...- ....., }-~ ""'-r I, ;..':j~:,,<'f', ,12':'/>.EJ,:', :,' ':<d...'.,.,.::~'. '\. ",~. ,I,,' 101" . '1m ' \ ," " " ,'.' , :'~.".,.~.,..$.::..::.':'~....:..\.' ~:..\'::~I.-'-:'.. ;,' .',..... '._':'~. Board of Adjustment March 10, 1993 Page 2 unless it is required to meet the parking regulations, conversion into a tree island of the most northwesterly parking place shown on the site plan. Rockwell reviewed the revised site plan. Baker inquired if the parking space was not needed, did staff want the applicant to use it for a tree island. Rockwell replied yes. Johnson asked about the composition of the alley surface. Rockwell stated it was primarily crushed rock. Johnson asked if the applicant would benefit from the alley. . Rockwell stated that a drive connects a portion of the on-site parking with tha alley. Johnson asked what the ratio was for compact parking spaces to regular-sized parking spaces. Rockwell replied 50% of the required parking can be compact spaces. Galer asked if all parking was accessed off Lafayette Street. Rockwell stated that the majority of parking was accessible off Lafayette Street, but three parking spaces could be accessible off the alley. Baker asked for clarification of the staff report statement that the "ground floor was not commercially inviting." Rockwell stated that although the reorientation of the building to face Clinton Street had softened staff's concern in this regard, staff thought that the ground floor appearance could be more commercially appealing with more and larger windows, and visually demarcated entranceways. Johnson asked about the north outside stairwell being covered. Rockwell replied that this was done to meet Fire Code regulations. PUBLIC DISCUSSION: \ Grea Downes. develooer. stated he would be using 40% of the ground floor commercial space for his office. He said the ground floor would be used primarily as professional office space rather than for retail sales. He stated he favored the original sita plan. He thought the location was great for both office and residential uses. He said he was worried about security in the parking area. Because of tenants coming and going late at night, he felt there could be a security problem if evergreen screening was required along the alley. He stated he was going to try to keep the parking area lighted at night, but he still thought there could be a problem with security. Johnson asked about the center stairwell. Downes stated that there was an 8.foot wide wasted space in the loft area that he would be using for storage space. Johnson asked if the tenants would be using that stairwell. Downes stated that the door would be locked so the central stairwell would be for landlord use only. Downes stated there will be a chair lift available on the south outside stairwell. He requested keeping the extra parking space. Downes stated one reason he didn't want to give up the extra parking space was that the building would need a transformer and that spot could possibly be the right location. Baker asked if he couldn't use that spot, where else could the transformer be located. Downes replied the transformer may be located under a stairwell, but he was not sure at this time where it would be located. 'rf ...... , , , < ,>, ',';' ~:' ',~ 0" " '(.,.' \~' " :, ,,', ,". ;, , ;' <' ., , ,''7., "..f'.. .,~, .. ". . ," '... . ~;, "'~".":.'::: 'l ," r 'I '! ': ,.' ," "'" . ',' ',", ' ., ,"'.. ',,' ~. ",.., I '''. .. ','"..-.:' -'" l.~"J '., _\ ,'\' I .. . Board of Adjustment March 10, 1993 Page 3 Ludke asked if applicant was responsible for maintaining the alley. Downes stated that he and other property owners along the alley maintain the alley. Every Spring it is re- graveled by private property owners although it is a public alley. Downes stated that his plan would be an improvement to the neighborhood. BOARD DISCUSSION: . Johnson stated that the City Traffic Engineer is recommending the elimination of on- street parking on Lafayette between Clinton Street and the alley, which parallels the west boundary of the property. She asked the Board to recommend that the City Traffic Engineer request that the City Council eliminate on-street parking on Lafayette Street between Clinton Street and the alley. She stated with the parking that is going on now and the anticipated traffic flow with the apartments, the street will be much more congested. Rockwell recommended that this issue be treated separately. The applicant has no control over City parking. The Board could make a recommendation to the Traffic Engineer separate from its motion on the special exception. Bormann suggested that the Board could state the motion, subject to the City Traffic Engineer recommending the parking elimination. Vogelzang saw more benefit in keeping the northwesterly parking space than eliminating it for use as green space. Galer stated that he understood staff's concern for more green space, but he also felt the extra parking space would be more functional. He said this property did not need to be screened as another property would. Johnson agreed that security was an issue, but felt that because of the power substation, some landscaping was needed. Baker stated he would like to commend the applicant for working with the staff and for not attempting to put in four-bedroom apartments, which really creates a parking jam. He stated this would be an attractive complex, but was not necessarily appropriate in this location. He said he was concerned about the residents with the power substation so nearby. He said personally, when applications of this sort came in, he looked for circumstances that made the residential use more appropriate. He said in general, he doesn't see this application as appropriate in this zone. He has a problem with using this location for residential tenants. Downes said the property is one block from multi-family housing. He said there are many apartments in the area. He stated there is a great demand for apartments in this area, especially by University students who can walk to class from this location. Baker responded that there was no question concerning demand. He felt, however, one of the mistakes the City has made as far as supporting the transit system was allowing too much high density this close to town. Baker said he supports the transit system. Downes commented on the other hand, the federal government keeps eliminating funds for transit. He felt this location was good for residential uses, and in 1991, the Board approved a plan for the same property with 8,500 square feet of commercial floor area and thirteen apartment units with a much higher density. He said land this close to the downtown is expensive. He could not support developing' 'l8 \ ~ "'....,.1' "...."'. 'k:'" '(8.'" ,',.. ,..' ',',..':', '<'," :',"~'/:, '[.{; ,.': I, \ ,;i<'. t:I~'9' " :. " .' ':..' ,I,' :.' , , "/ .' ..',....:' \~',~ ,..,... , . .' .' . ~ <'" .' .' ." I,' '. ' Board of Adjustment March 10, 1993 Page 4 it with just commercial uses. Baker stated in a business sense, he agreed this was an ideal spot for apartments. Galer stated the plen would bring a significant improvement to the property compared to what it was now. It would be better for the neighborhood. The site plan was much better than the 1991 request. Vogelzang stated he was impressed with the site plan. He also commended the applicant for not taking the residential density to the . maximum allowable. Ha thought the applicant would be putting the property to very good use. Vogelzang stated that this location has not been a very desirable property with the power substation nearby. Ludke agreed with Vogelzang's comments. MOTION: Johnson moved that EXC93.Q004. a special exception to permit up to eight dwelling units above the ground floor of a principal use for property located In the CI.1 zone at 725 S. Clinton Street be approved. subject to site plan compliance with Iowa City Code requirements. Vogelzang seconded. The motion carried on a 4-1 vote. Baker voted In the negative. I I i MOTION: Johnson moved that a recommendation be forwarded to the City Traffic Engineer to eliminate on-street parking on Lafayette Street between Clinton Street and the alley. Baker seconded. The motion carried on a 5-0 vote. ADJOURNMENT: Ludke moved to adjourn at 5:26 PM. Vogelzang seconded. The motion carried on a 5-0 vote. Ernie Galer, Chairperson Minutes submitted by Liz Hudson. bof3.10,rrin ,g~ \ I :,' ',j'I' "'f"':" :, \~' ": . ii\, ' ,: :" ',' ' ' ': ;,', .-",' ','~" " ',' "If] ',' " '" :/,":,,'~~"-'j ;,~/" ~,:~'.', '~.'rl'_.,:'.' . .,' . .'. ,'....~,' ~o.me.: I. Ih~D~ J. I , i I 3. , , , \ I 4. " I I ! ,. 7. s. 9. 10. II. IJ, 13. 1'1. b <:> "'-rei ot: ft~ u .:;tmq;Y)-r--- R€9Ulo.R. .{;vu.~' meetiN~ rnt:l:rc.h 10/ 1'193 1.(:30 'P. m. ~.l€.o.5t. Si~~ IN: Bcl.d.~e.S5: ,rv ....... \ -,.,... ~ .,..-' - ~ . l~\ )~ - .......,. .....""",..-~-- -". ...,...... --- . ---r- ....... -". --.. -.... ....,.. - ....--- .......",.--- -.... ..~- >," ,'J~(' 'j~,:.:,,' :,b:,:,','"':/-/' .:,.,' ':' ,...:, ,....'. ',: ":':,": "", ,~. '-f:..,..' nl ' ',", ,.' , , ~".I-':~';"<;~~'J:,,~,,~,',i\"i"!l"~' ';\~,~ _," '" ;,. NO aUORIJM MINUTES DESIGN REVIEW COMMITTEE FEBRUARY 22. 1993 ROOM B, IOWA CITY PUBLIC LIBRARY MEMBERS PRESENT: Alan Mack, Gordana Pavlovic, Margaret Nelson MEMBERS ABSENT: Bruce Haupert, Kim Merker, Clara Swan, Craig Welt, Kay Amert, Don Sineck STAFF PRESENT: Schoon, Mason GUESTS: Julie Spencer, George Mihalopoulos, Chris Montag CALL TO ORDER: At 4:20 PM Nelson informed the vendors present that tha Committee was short three people to make a quorum and therefore excused them. She said their presence would be noted. The vendors were then allowed to look at the four new vendor applications for this year. Nelson then thanked them for coming and told them they would be notified of the six applications selected, in the near future. The vendors then left the meeting. CONSIDERATION OF VENDING PERMITS: After a short discussion it was decided that the three committee members present would review and rate the applications. If needed and time permitted, Schoon said he would contact the other members to get their ratings. Schoon explained that six spaces are currently availabla and there are ten applicants for the spaces. He reminded the committee that they were to rate the appearance of the cart and the City staff would rate the other criteria. Pavlovic, Mack and Nelson then reviewed photographs and drawings with the applications submitted for the following carts (average score is in parenthesis): Circus Time Popcorn (S), Shaved Ice (2), Seattle Coffee Company (4.67), New Pioneer (4), Gyros (4), Chicago Grill (4), Gringos (4), LiI' Orbits Mini Donuts (3), City Grill (2) and Fruit Drinks (3). Pavlovic asked if the existing restaurants in the walking mall could serve food outside on a patio. Schoon said they can serve food but that he believed they could not serve alcohol. He stated that he believed that was ona of the reasons restaurants adjoining the Plaza were reluctant to open cafes in the walking mall. The next meeting will be held on March 15, 1993. This month's agenda items will be used. The quorum will be needed for the annual election of officers and the discussion of the Design Review Committee's future. ADJOURNMENT: The meeting adjourned at 4:45 p.m. Minutes submitted by Rosemary Mason. \d,c2.22 ~i, \ .",.- v-'~ . \1\) ~)\J - .. ,.----..~-- '--r- ;',,'> ':~: ,: :i7,,::,:.-I,L:" ": ::8:;" ,,:,~ ", ,.., ,,:',:>' ,", :(, . '," Ii .. /71 ' -l .. " " '" - . . ,:':.' , ~I:.. "",,~,::,I,'.,,: .~.' '~-" I' - 'r:"":',:" I ':, ,,:., Mayor's Youth Employment Program MINUTES Board of Director's Meeting January 27, 1993 Board Members Present: Barry Kucera, Loren Forbes, Carrie Norton, Jacque McClure, Kurt Kastendick, Jean McCarty, Dave Jacoby, and Pat Schnack. Staff Present: Peg McElroy Fraser and Cindy Chambers. Call to Order: Barry Kucera called the meeting to order at 4:10 PM. I. Introduction and Welcome: Barry Kucera welcomed all in attendance. II. III. Approval of Minutes: Minutes were approved by consensus. Financial Report. November, 1992: The Sliding Fee Scale was presented. Programs and Finance Committees reported on this new component. They stated that the process in developing the the scale involved requesting copies of similar approaches from nineteen (19) other agencies. MYEP's scale was based, in part, from information received from these agencies. Program Staff will have latitude in determining, on an individual client basis, the amount of money each client will be asked to pay from each of their check(s) until the placement fee is fully paid. All clients that are placed will be required to pay this fee. It is important in working with young people [who frequently talk with each other] that we are consistent in this charge. Dave Jacoby commented that by instituting this component, an addilional $7,000.00 will be raised in FY 1994 and approximately $2,917 for the remainder of FY 1993. Carrie Norton motioned to accept the proposed sliding fee scale, and Loren Forbes seconded the motion. Further discu51iion centered around dealing with hardship cases. It was agreed that Staff should exercise judgment in these situations, however, be as consistent as possible. Peg Fraser thanked the sliding scale sub-committee, the program committee and the finance committee for their assistance in development of the sliding scale. She noted that this was a very, difficult decision for her as MYEP has never charged youth for services in her ten year history and the agency's 25 year history. Motion Carried/MSC. ,tI~ \ - ".-.- ----... ..~...-.......}-~.....". ~, ,:"'" , :",:, :,: : 'fri;': i:~', :' ':: ,< ,~' ,':,y ",..' ,;-,;cl , . '" ... "', , "" ',;;;,l :', "'", ' '" ".,r, "',' " " , " .. ;, ;~,," :,~::' ,\~,::. 'I~"" ,', ~\(." - ,,'.t. '., IV. Additional Agenda Items & Correspondence Received: Cindy Chambers addressed the need for Members to complete their Board Profile sheets (purple sheets). These will be compiled, bound, and given to each Member. Other uses such as Board orientation exist Peg McElroy Fraser drew everyone's attention to the Youth Services Foundation newsletter. She asked Members to pick up copies if they did not receive one in the mail. , i I i I I 1 i I I I I ! The Quarterly Report was included in this Board mailing. However, this report will not be discussed until the following month _ giving Members a chance to thoroughly review the report. Peg noted that the In-School component was an area with the largest increase over over the previous FY 92 quarterly reporting period. Adopt-A-Highway was also discussed. MYEP is responsible for 1 _ 2 miles of highway along Kent Park. MYEP received a certificate of recognition for outstanding coverage of this stretch of highway. Recent contributions to MYEP included Lotus Works from First National Bank and a Christmas tree from Target The Karniskis also donated $350 for the in-school program. JoAnn Callison sent a note regarding funding for Iowa Corps. Apparently the Governor will not fund this program to the fullest amount requested. It is time to encourage our legislatures and the governor to be supportive in funding the Iowa Conservation Corps programs and to restore the Iowa Volunteer Corps. Committee Reports were given by the following Members: Jean McCarty gave an overview of the Programs Committee stating that discussion focused on the HUD grant Youth served will initially be involved In designing a brochure for the project The Press Citizen and KCRG plan to cover the project Also, discussion covered the Resource Enhancement & Protection grant hiring of an Environmental Counselor and crew leader. Loren Forbes reported that the Building & Capital Development Committee discussed Camp Cardinal. A full proposal will be presented to the Rotary Scout Camp Committee including renderings, report on a professional appraisal, slides, and a videotape. Jacque McClure stated that Strategic Planning Committee members are in the information collecting stage and will keep everyone apprised. ''If) ........ - .. .......... 'T ....., ~- ....... "....... - - . ".r- ._ -....~ ... ~..". - ..-- :, ':'':''':''t~I'':''-'' : 't1"" , '..,'.:.. .>.-:, " ,.>1. , " "I' , ."" . , . ", , ~;\. "'~I";' \"';,'., ::,' '" ' " ~ ~ ( . ,,'. I" . " ,~,' ,I I . ,,' , . .0:' ""~~ ,,"'i~.' . ~... '~~~'I. 'l ~"." " '.: V. New Business 1. Annual Report Cindy gave a brief overview of the Annual report, introducing new sections and sharing stories about preparation of the report. 2. Farewell to Rosalyn Green Peg announced that Rosalyn Green would be leaving the Board and that A.K. Traw will be returning to the Board in her place. VI. Old Business \ 1. FV 94 Hearing Report Carrie Norton commented that she felt the Hearing went well. Peg agreed and concluded by telling the Board that Unda Miller was asked to share not only a success story during the Hearing, but also a story that perhaps did not end as such a success. 2. Camp Cardinal Peg shared that a letter of interest was sent to the Rotary regarding , Camp Cardinal. Two (2) responses, one (1) from MYEP and one (1) from the City of Coralville, to this sale were received by the Rotary. Rotary responded to the two (2) bids by stating that they do not Intend to sell Camp Cardinal at this time. However, the letter further indicated that they may consiqer a sale in the future. Peg is hopeful that a lease arrangement may occur with Rotary if they do not wish to sell it, however, she is proceeding with a full proposal for lease, lease option or future purchase if public and private funds are available. 3. Youth Services Foundation Report The Trustees meet on Thursday, January 28, to begin discussing appropriate needs for each agency for consideration of going in to capital campaign. Peg also talked about conducting a feasibility study. This, however, would take all the money the foundation has raised to date. These studies have been found to be quite accurate In determining the amount of funds that could be raised in a full campaign. 6f1tJ " ,:. ,~I:"'..:'t'7,', .'.~";/ : ,;". ,',' '.,,:',':,' ',', :: ,':'... ", ,:;' .- ,~:,:' :"', ;.'-, ,.".,':.. '" ,....... ": " ',:' :' ,,' ~"",::,;-,,:. .'\'~'" 1\ '\. _',' ,'I :"<~ \ ',' " '."> ',',\. :::, Next Board Meeting Is Wednesday, February 24, 1993, at 4:00 PM. The March Board Meeting has been set for Wednesday, March 31, 1993, at 4:00 PM. There will be no committee meetings In March unless necessary. , ' VII. Adjourn: The meeting was adjourned at 5:03 PM. Respectfully Submitted, (jJ v l_? /, ~~-t... /'J ,:",\(N...-r,')!..~ / 'oren Forbes . Secretary ~~El<;~ Peg Fra er Executive Director .'fJ ...... ~p -- .......------ -.-----.. ....... ~ ~~\i;l I ", ".41, '-,....~,.:...".."....... :' :....- ." '~"o ", .;,.. ",'~'" '.' 'I,:, ,,' :::1""'" "110 '. " " ' '","~', ", " ,:. :', 0/',' ,>, ";':',r':~:";'~1~~,~.I'.~: ::~11 ....: ". ,?~;, \ t,.' ,..' :, '.' ,...:, ,'. " , . .'._~: _,',. Board of Director's Meeting MINUTES February 24, 1993 Board Members Present: Loren Forbes, Carrie Norton, Jacque McClure, Dave Jacoby, Julie Pulkrabek, Shelia Creth and Pat Schnack. Board Members Not Present: Barry Kucera and Rob Swift Starr Present: Peg McElroy Fraser, Linda Miller, Mick Bowers, Cokie Ikerd and Stephanie Kelley. ,~ Call to Order: Loren Forbes, Secretary, called the meeting to order at 4:10 PM. I. Introduction and Welcome: The Mayor's Youth Staff introduced themselves. Peg McElroy Fraser clarified the role and duties of the new Administrative Aide, Stephanie Kelley. n. Approval of Minutes: January 27, 1993, minutes were approved by consensus. m. F'mancial Report. December, 1992: Approved by consensus. Peg pointed out that the year end short fall will be adjusted when the agency receives the HUD contract. Linda Miller and Peg McElroy Fraser will be meeting with Cheryl Whitney of DHS for a mid.term consideration adjustment of the per diem rates. They are extremely, artificially low and that has contributed significantly to the financial difficulty that the agency has faced. They will also meet with Orville Townsend from Vocational Rehabilitation for the purpose of discussing provision of funds to MYEP for client services on a per diem basis. Youth Homes has renewed their contract for the SClL program. This is for $1500/month renewable until July 31, 1993. It will be negotiated by Aprill, 1993, however, YHcontinues to provide funds at this time. Fraser thanked the finance committee for all of their efforts, suggestions, and input during this phase. She also thanked UA Y for agreeing to forgive clerical support costs for the period January . March, with the possibility of extending through June. IV. Additional Agenda Items & Correspondcncc Reccivcd: Kurt Kastendick submitted a letter of resignation to the board for review. He will be transferring to Firstar Bank in Des Moines. Paul Englcr of First National Bank will be taking his place on the board. A. K. Traw, will be coming back aboard in March to take Carrie Norton's place. '9~ ~-- ,., - -y-'-- - .. ~.~-.....r ., -r - - '.--r- --- ,.- .. ......".-... .........- (, ',', "~" ~""~,,, '&j-" "': ::. '.":,:.' , ..., t.", .,", '..,.., " '.. ,~ " " """ , '. .' - \ ", ' . q , l' '. ,I .....', '. "..' /.; "", ~'. ',', "L~":,,' ':~ll '~,l .,,-:'.~ I' . (':: \ ,':' ~. " r,:' ',,\ Board Minutes February 24, 1993 Continued 2 V. New Business 1. Peg announced that the personnel committee will meet to discuss changes that will impact MYEP staff upon receipt of the HUD grant. The table of organization will also be revisited due to this new grant. 2. Board Recruitment: Rob Swift has agreed to continue as participate as a senior advisor, however, due to his significant travel schedule, it is difficult for him to attend regular meetings. Other individuals have been considered for the positions that willbe coming open soon. New additions to the board will need strength in fundraising and personnel. Carrie Norton is leaving the board, but her presence and expertise shall be utilized as the Planning Chair of United Way of Johnson County. Jacque McClure is leaving the board after a long term commitment, however, she is interested in pursuing another city commission. \ 3. Peg informed the board regarding her plans for a possible "Servathon" Peg described that money is raised by individuals pledging a dollar amount per hour based on the time that a volunteer agrees to participate in worthwhile projects in the community. She has budgeted a $10,000 revenue and support for FY 1994 from this project. Boston "City Year" raised $125,000 in the first year of this extremely popular project. Barry Kucera volunteered to oversee the crews. This was discussed in detail at the city/county/United Way hearing in January. 4. Peg asked the staff, in view of the reduced staff numbers, to inform the board of activities over the past month. Cokie Ikerd, Program Case Manager, said everything got done without much difficulty. Everyone assisted each other with reports, billings and general office requirements in order to meet deadlines. She viewed the past month as successful. Stephanie Kelley is on board participating in administrative support of MYEP. Dave Jacoby was thanked for his assistance in this. Mick Bowers, Program Specialist, reported he had a case load of (40) forty, combining clients from In-School and Transitional Programming. He requested from the board ideas and assistance in obtaining new job sites. Shelia Creth requested printed information describing subsidized employment job site requirements and stipulations, including child labor laws. Board members suggested the University of Iowa Alumni Association, the U of I Foundation and Seabury and Smith. Linda MilIervolunteered to complete and deliver all information request requested by the next board meeting in March. "e -- .~ ~......- .,., --- y---- - - II' ~T""'-- ....-~, It'' - - ,1\' . ..:,';',:,' _, ~ . .:- . ';H':' .' '.. J .' '. ,\ , L,:, '''', ",' ,:71 "'t""" "f'I- ' . "", ',' ,~.,,,l,:.. <I" (, ,:, I.. '",.,,' , ,',:': .," .".._l"."")." ",", , .,. ", . :,[' ~,," "'~ ", ,I '['. ,;' I,; \ '. .,: .'" .,' Board Minutes February 24, 1993 Continued ,3 Mick indicated that he felt that the past month had brought the staff even closer. 5. It was decided it would be a benefit to everyone if a running tally of paid and non-paid sliding scale fees were included in the finance report. This should be in place during March. VI. Old Business 1. FY 1994 Funding Report For FY 94 the City of Iowa City increased MYEPfunding to $35,000. This was only $1,000 under our request. The Iohnson County Board of Supervisors allotted $2,000; the same as last year. United Way cut $2,000 from our previous allocation (along with two-thirds (2/3) ofthe human service agencies). Designations were actually higher than initially projected as Peg discovered an error in that the Carpenters $500 contribution to MYEP )Vas not projected in the initial report given to her by United Way. This created an increase of 178 % in designated giving. Our beneficiary funding for this year was $8,000. It is evident, that collectively, MYEP staff should provide as much information as possible, including publicity to the community regarding MYEP and its need for funding. This could help with United Way designated fund increases. Peg reminded the board that the United Way panel had 800 hours of listening time invested and that she has difficulty discussing designations for the agency since the purpose of the planning and allocation committees is to determine allocation of funds to agencies. No agency received an increase and two-thirds were cut. Peg thanked Carrie Norton, and all of the planners and allocators for their consideration ofMYEPand all programs. Coralville increased our allocation by 20% to approximately $2,100, and they willfund the corps in 1993 and 1994 for the first time in our history! 2. Discussion concerning Camp Cardinal included Peg's description of how she, Loren Forbes and Rob Swift will give a presentation in March or April to the Rotary. This presentation will include slides, quotes, a video, letters of support, a proposal and a rendering of the development in the final stages. Peg is hopeful for a lease with options, or the best case scenario of a donation of the property. MYEP does not have any funds to allocate for the start-up of this project, therefore, the minor costs will be granted through the YSF Camp Cardinal fund and a private benefactor. 3. Because of time constraints and a meeting scheduled with the City of Coralville Parks and Recreation Commission, Peg requested deferment of items 3 and 4 until the March 31st meeting. All committee meetings will be deferred until April. 69tJ , .......... \ :' .,.' ;.:.....',. '. ~ >:~ ~"--7' '. '''-''J;' ',' ", .,' '. '. .,', ," "W "'t " , ,', / .~. ' , ", , .. . ~ " , .J, . , , . .' " I ,j. "'" . , , , -:' ,.,", ,~'.' ':"'-.,~:.' -.:-' '''1\ '-, '~. _"'"":,,,~ ":,' " " .' ,'~ " .'., Board Minutes February 24, 1993 Continued 4 Next Board Meeting is Wednesday, March 31, 1993, at 4:00 PM. There will be no committee meetings In March. ,vn. Adjourn: The meeting was adjourned at 5:18 PM. Respectfully Submitted, ~/~A ren Forbes Secretary rn~Pf1~ Peg McElroy Fraser Executive Director Minute Taker: Linda Miller, Programs Coordinator A4MYMN93.FEB 6'D ......-p- ;""'~"'; :till';;'I'.:"'''::'''':',''~'''' '" ," " '.. - , ,,",,," ,,' "1 }, , .I. '_ ," ,,: il,: b ,: '., " , :','. ' ,'_ ";, ..,' ,:' ;"...:,. :,!'J ....".::....." ,""'" , ~ " .' ., " \ ( C fni nttfes :If ee J I/eo.r" n "91 : I , . , i ! I , . I I I , ! I , i , I I I I I i I I ! i , I I I I i i i