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HomeMy WebLinkAbout2006-10-17 Bd Comm minutes ~Iowa City ~Public Library MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING THURSDAY, August 24, 2006 5:00 PM c:J Agenda Item 3A Final Approved Members Present: Thomas Dean, William Korf, Thomas Martin, Linzee McCray, Mary New, Meredith Rich-Chappell, Pat Schnack, Leon Spies, David VanDusseldorp Members Absent: Staff Present: Barb Black, Terri Byers, Maeve Clark, Susan Craig, Beth Daly, Debb Green, Heidi Lauritzen, Kara Logsden, Patty McCarthy, Hal Penick CALL TO ORDER: The meeting was called to order at 5:19 pm. PUBLIC DISCUSSION: Board members welcomed and introduced themselves to incoming board member, Mary New. Mary comes from a library family, and is a long-time Foundation and ICPL Circulation volunteer. APPROVAL OF MINUTES: The minutes of the regular meeting of July 27, 2006 were approved as written: Korf / VanDusseldorp, unanimous. UNFINISHED BUSINESS: Leased 50ace - Craig reported that Kevin Hanick has showed the basement space to several interested parties. One local arts group is interested, but would need help with financing the space. Another prospective tenant, a fitness franchise, is interested in 5,000 square feet. If they do take the space, any remaining square footage could be leased as storage space. Craig gave a glowing review of the NY Deli and Capanna Coffee Company. The space is attractive, the food is good, and the staff is very friendly. Craig said that they should be getting more business now that school is in session. McCarthy was pleased that Capanna is supporting ICPL's "Get a Library Card" campaign by giving the Library free coffee or gelato coupons that can be used as prizes. Korf asked why the Library would not accept a tenant who served alcohol. Craig responded that the City of Iowa City does not want to be in the alcohol business. NEW BUSINESS: ICPL Annual Reoort - McCray, a writer herself, praised the talents of Library staff for their contributions the Annual Report. The consensus was that this year's Annual ICPL BOARD OF TRUSTEES August 24, 2006 Agenda Item 3A Page 2 Report is an excellent, useful document. Craig pointed out that several Board members were present at Inservice Day, and so were included when the staff picture for the report cover was taken. Craig mentioned that circulation is down slightly, an adjustment over last year's "new building" numbers. Martin was impressed by the sheer number of people who use the Library and its resources. Schnack commented on the record number of children enrolled in this year's Summer Reading Program. Craig pointed out the increase in the number of people using Wi-Fi and other electronic resources. Martin was interested in the number of people from other communities who borrow from ICPL. Craig pointed to the "Year to Date Compared" report, which includes a summary of number of borrowers per area. The details are in the Circulation by Area / Agency report, which Craig promised to include in the September Board packet. Korf asked about reciprocal borrowing. Craig explained that the State of Iowa funds the Open Access program. Patrons of participating libraries can use any other participating library in Iowa, and the lending library gets a small reimbursement. Craig suggested that the Board familiarize themselves with some of the statistics from the Annual Report, so they can answer the more common questions asked by the public. For example, people frequently ask why the Library limits the number of free reserves. Currently, staff process about 200 reserve items per day. If patrons were allowed to reserve more than three at a time, staff would not be able to absorb the increased workload with present resources. As another example, currently 16% of items are returned through the remote bookdrops. If this number increases, the Library would have to schedule more staff to empty the drops and/or establish a new remote site. STAFF REPORTS: Deoartmental Reoorts Children's Services - Debb Green mentioned that Children's Services was planning for a heavier than normal workload as they hire and train replacements for three Children's staff members. Retiring staff member Craig Johnson, who has worked for the Library since 1987, will be sorely missed, as will Samantha Wikstrom and intern Mikki Smith. Systems - VanDusseldorp, speaking for the Systems staff, reported that he successfully downloaded an e-audio book from the company with whom ICPL plans to contract. Penick said that the software is most compatible with Internet Explorer, and Craig said that Apple has no plans to modify I-Pods to accept downloads from e-audio sources. The Library will officially offer e-audio to the publiC starting September 27. The delay will give Systems time to write instructions and prepare the rest of the staff. Craig said that if the service goes smoothly, the Library would look into adding a second vendor with different titles. ICPL BOARD OF TRUSTEES August 24, 2006 Agenda Item 3A Page 3 Technical Services - Barb Black explained that changing ISBN numbers to ISBN 13 could be compared to changing zip codes to Zip+4. Black was able to work with the maker of Library's acquisition software to handle the extra digits supplied by book vendors before the computer was ready to accept them. Development Office Report - Patty McCarthy said that the Development Office is beginning the Foundation Annual Report. This year was very busy, as the Development Office raised $123,000 for the Annual Fund. One challenge they faced was unexpected staff change. An accounting consultant is helping with financial reports while Kristen Hatch, McCarthy's new assistant,. learns the accounting software. McCarthy looks forward to another great year and invited the Board members to upcoming events. Citv-Wide Job Studv - Barb Black and Terri Byers are the Library's representatives on the Job Study committee. With the exception of Police and Fire, all City of Iowa City personnel are filling out questionnaires and being interviewed. The consultant working with the City is very impressed with Library staff, and commented that they had no idea that libraries do so much. Byers remarked that the results of the study will probably include changes in job descriptions, job titles, and better equity between jobs. Craig said that the report and recommendation from the consultant will be available in November. This date is tied to the AFSCME bargaining timeline and the City budget timeline. Miscellaneous Readinas - McCray thanked Craig for providing this eye-opening article on libraries facing extra demands as governmental agencies refer people to libraries for Internet access. Several Board members asked for a study to determine how much staff time and resources are used by ICPL in those cases. Such statistics would be very helpful when Trustees face the City Council with budget requests. Clark suggested that ICPL conduct a survey to gather the information. Martin stressed that Board members need to present this information on Legislative day, when members of the library community bring issues to local elected officials. Given that many governmental services are only available electronically, it is essential that libraries receive new funding to provide access to low income and disenfranchised citizens. FINANCIAL REPORT: After receiving less than $1 for the sale of outdated computer equipment, Craig was looking for a better option for disposing of the Library's obsolete machines. Craig told the Board about a non-profit organization, founded by Police Officer David Schwindt, which takes donated computers and redistributes them to needy local students. The Board supported Craig's decision to donate the Library's retiring computers to Schwindt's organization. ICPL BOARD OF TRUSTEES August 24, 2006 Agenda Item 3A Page 4 Receiots Year End 2006 - Craig announced that the Library brought in 103% of the receipts that were projected, which is a good way to end the year. Exoenditures Year End 2006 - Craig stated that the Library spent 97% of the FY06 operating budget. She explained that there is no carryover in general funds. Gifts and Beauests Year End 2006 - State aide, NOBU funds, and gift funds not expended in one fiscal year are available the next year. PRESIDENT'S REPORT: New Board Member - McCray repeated her welcome to Mary New, who was attending her first meeting. ANNOUNCEMENT FROM MEMBERS: Tom Martin encouraged everyone to visit the new main building of the Public Library of Des Moines. While he said the grounds and location are nice, he did not care for the modern, "unfinished" look of the interior. Mary New reported that the new UI Art Library is open, and suggested everyone tour that building. She was most impressed by their compact shelving: shelves that close together to save room, and crank open to allow access to the materials. Craig suggested that Board members attend the Art Library dedication, Sept 8, 2006 Other Board members recommended stopping at the new Marriott Hotel and looking at their guest library, which is stocked with titles by Iowa Authors. Mary New also mentioned that the University of Iowa Writer's Workshop has a new library. Pat Schnack was excited about the upcoming activities planned for One Community, One Book. This year's book is TORTILLA CURTAIN, by T. Coraghessan Boyle. Author Boyle will read in Iowa City, but will not speak at the Library. Craig referred everyone to the Library's Adult Calendar for details. COMMITTEE REPORTS: Public Relations Committee - The PR Committee will present a report at the September Board meeting. COMMUNICATIONS: None DISBURSEMENTS: Visa expenditures and disbursements were reviewed. The disbursements for July 2006 were approved: KOrf / Rich-Chappell, unanimous. ICPL BOARD OF TRUSTEES August24,2006 Agenda Item 3A Page 5 AGENDA ITEMS FOR SEPTEMBER MEETING: FY2008 Budget Public Relations Committee Report ADJOURNMENT: McCray declared the meeting adjourned at 6:15 pm: VanDusseldorp / Martin, unanimous. Notes taken and transcribed by Beth Daly, Office Assistant Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD CALENDAR YEAR 2006 Meetinc Date Name Term 1/26/06 2/23/06 3/30/06 4/27/06 5/25/06 6/22/06 7/27/06 8/24/06 9/28/06 10/26/06 11/16/06 12/28/06 Exp Thomas Dean 7/01/09 X X OlE X X X X X X Bill Kart 7/01/09 X X X X X X X X X Tom Martin 6/30/11 X X X X OlE X X X X Linzee McCray 7/01/09 X OlE X X X X X X X Mary New 7/01/07 Term X X be!:lins Meredith 6/30/11 X X X OlE X OlE X X X Rich-Chaooel Pat Schnack 7/01/07 X X OlE OlE X OlE X X X Leon Spies 6/30/11 X X X OlE X X OlE X X Tom Suter 7/01/07 0 0 0 0 0 res res res res David 7/01/07 OlE X X X X X X X X VanDusseldorp KEY: X = Present o = Absent OlE = Absent/Excused NM = No meeting Res = Resigned IJ:J MINUTES HISTORIC PRESERVATION COMMISSION AUGUST 10, 2006 EMMA HARVAT HALL APPROVED MEMBERS PRESENT: Esther Baker, Michael Gunn, Pam Michaud, Jim Ponto, Ginalie Swaim, Tim Toomey, Tim Weitzel MEMBERS ABSENT: Michael Brennan, Richard Carlson STAFF PRESENT: Sunil Terdalkar OTHERS PRESENT: Helen Burford, Kevin Fritz, Sandra Randall, John Rummelhart, Hilary Sale, Heather Shank, Ned Wood CALL TO ORDER: Chairperson Weitzel called the meeting to order at 6:01 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: Rummelhart said that he owns the house at 1112 East Court Street and is doing a rehabilitation of the porch at that address. He said there was some discussion about the length and the width of the eaves. Rummelhart said that what was drawn is back to what is there existing. He asked if he needs to reapply, if he wants to come out another foot to get a lillle more overhang on the existing soffits. Weitzel said that would need to be a separate application. He said the Commission would need to see drawings of it to consider what it does to the building and what the originals were, etc. ITEMS FOR CONSIDERATION: Certificate of Appropriateness. 714 East Colleqe Street. Terdalkar said that this item was discussed at the Commission's last meeting, but some Commission members expressed the need to examine the building. He said the application was therefore tabled at that meeting. The applicant is requesting replacement of existing wood siding with fiber cement board siding. MOTION: Ponto moved to take consideration of the application for 714 East College Street up from the table. Gunn seconded the motion. The motion carried on a vote of 6-0. Weitzel said the primary issue here is using wood versus cement board. Gunn stated that he looked at the buiiding, and it obviously needs more than just a paint job. He said there is quite a bit of work to be done, with lots of gaps, holes, and broken pieces. Gunn said he also looked at a ten-year-old application of fiber cement board. He said it looks almost as good as when it was first painted. Gunn stated that the house at 725 South Summit is also sided with fiber cement board, and that house makes fiber cement board look beller and beller. He said that it is currently difficult to find decent wood to purchase. Weitzel pointed out that this house had received a preservation award. Gunn said that if the exposure is not more than the 4 to 4 1/2-inch exposure, the fiber cement board looks pretty good. Weitzel said that one big issue would be how to get the boards back to where they are right now - how to make sure they're marked. Rummelhart said that there is some variation with the outside corners on the wood siding. He said there are some good-sized corner boards, but no one worried about lining up the front to the side where they come together. Rummelhart said that if fiber cement board is approved, he wondered if it should be put back with the variations of what is there. He said that between each lap, the exposed board, there is probably one-quarter to one-half inch on each course. Weitzel said the Commission needs to determine if this should be preserved as it is or if it will allow for the substitute material and needs to specify what level of detail to be replicated if the wood is not retained. Michaud asked if the Commission discussed the vertical board in the center that connects the small window and then comes down to the bottom of the sill on the first floor. Terdalkar expiained with the help of the photograph of the house that after the fire in late 1890s, the original steep roof-effectively a third story was remodeled. He said that the vertical wide trim matched the original midpoints and centers of the original fa(:ades and peaks. Michaud asked if it would be required to put in that vertical trim. Weitzel said that it could be up for discussion. Michaud said that when it meets the lower level, it becomes obvious that it's asymmetric. Weitzel said the question then arises as to whether the Commission is looking for a neat appearance or looking to preserve an element that was original to the house, even though it no longer matches up with what was the original peak of the roof. Rummelhart said that if he is allowed to use the fiber cement board, he has no strong feelings regarding the vertical line [wide historic trim]. He said he would be trying to go back in with all the window sills on both the first and second floors. Rummelhart said that all the way around the house that has to come out, and he needs to get those pieces recreated. He said that there is a level there that continues out the same distance as the window sills, but they were all snapped off when the siding was installed. Weitzel said that they were probably the same as the window sills. He said that the Commission could specify matching the window sills are they are now. Rummelhart said that if he is required to leave the existing siding on the house, he will still take off a number of strips around the house to open it up to install insulation. He said that he would use some as salvage material for where he has to patch in. Weitzel added that the Commission will therefore need to consider the insulation aspect of this. He said the applicant is asking to remove old boards to appiy insulation from the outside. Rummelhart said that he would prefer to use the siding board. He said he would make everything there as it is there go right back, including the banding. MOTION: Gunn moved to approve a certificate of appropriateness for 714 East College Street for the installation of fiber cement board siding and trim as needed, but the details of the house must remain the same. Swaim seconded the motion. Toomey said he did not know that he would require the details to remain the same. He said that because an addition has been put on this house, it gives an opportunity. Toomey said that where the band is lost, one could salvage those boards and use them as repair somewhere else. He said he would not require this to be built back exactly as it is. Toomey asked if the little window is at all functional. Rummelhart confirmed that it is functional. Toomey said that where the off-centered banding is, he wouldn't have a problem with losing some of it and having it filled in straight across. He said this is a chance to improve on some of the things that are actually a little bit sloPPY here. AMENDMENT TO THE MAIN MOTION: Gunn moved to amend the main motion so that the details are required to be consistent with the historic building. Swaim seconded the amendment to the main motion. Michaud said that on the east side where that addition is, one could maybe connect the paired windows to the solo windows to the left of the door. Weitzel said that it might almost be preferable to draw a vertical band where the addition starts. Toomey said that the trim around the windows drops to a smaller size too. He said that he would try to make that addition more consistent with the original building. Weitzel said he was not certain one would want to make the addition look like the rest of the house. Terdalkar said that it may be a good idea to separate it now that it is known to be an addition. Ponto said that one can tell from the roofline where the addition is located. Ponto said that he would vote in favor of this motion. He stated that he normally likes to see repair, but repair requires like materials, and they are not available in this case. Michaud agreed and said there is a lot of deteriorated wood on this house. The motion carried on a vote of 7-0. 726 Iowa Avenue. Terdalkar said that the applicant is out of town and has requested a deferral of this application. The consensus of the Commission was to defer this item. 636 South Governor. Terdalkar stated that this is a non-contributing structure in the Lucas-Governor Street Conservation District. He said that this project was already in progress when a stop work order was issued. Terdalkar said the application is to replace the siding on the house. He added that there were two or three types of siding on the house, and there was some damage on the back of the house, so the applicant started to replace that siding. Terdalkar stated that about two months ago, approximately 17 windows were also replaced without a review or a permit. He said that for a non-contributing structure in a conservation district, vinyl siding is allowed under an exception provided the conditions listed the guidelines are satisfied. Terdalkar said that in this case, the Commission will need some assurance from the applicant that the guidelines were followed and that all of the required things were done. Regarding the windows, Terdalkar stated that the guidelines do not allow vinyl windows. Fritz introduced himself as the contractor for this project. Weitzel said that this application essentially involves approving vinyl windows and vinyl siding on a non-contributing structure. He said the Commission would have to make an exception and state the reason for it if it approves the windows. Weitzel said that the siding could be approved if the conditions in the guidelines are met, which include: that all sources of moisture have been taken care of, that historic features have not been removed, and that trim boards are to match the original. Terdalkar showed photographs from when the work was stopped. He said that there was already synthetic siding; asbestos, masonite, and T111; in the back. Terdalkar showed the decorative frieze board as the only original part of the building remaining and also showed one of the original windows, which has simple details, that is still in place. Toomey asked why this house was determined to be non-contributing. Terdalkar said that the original roofline was altered significantly and a front porch was removed. He said that there were different types of siding on the building, and as the applicant suggests the windows were also replaced. Fritz stated that this house used to have a fiat roof in the back. Weitzel said it appears there was an addition with a low-pitched roof to the back of the house. Toomey asked what is underneath the asbestos. Fritz responded that there are just regular siding boards _ just the original frame of the house. Terdalkar said that as far as he knows the original siding was removed before the masonite and asbestos siding was installed. Randall, the owner of the house, said that her parents bought this house in the early 1940s. She said that the house needed a lot of work, but there is really not a single side of the house that is original. Gunn asked if there are some old windows still on the house. Fritz said that there are no original windows left. He said that there is still a little bit of work to be done yet on the house. Toomey asked Fritz if he just sided over the asbestos. Fritz confirmed that he sided over it with vinyl siding. He said that the masonite siding and the T111 were taken off and removed. Fritz added that the moisture problems have been addressed. Weitzel pointed out that all the existing decking was not approved by the Commission, but it is not part of this application. MOTION: Gunn moved to approve a certificate of appropriateness for the application for 636 South Governor, as submitted. Michaud seconded the motion. Terdalkar pointed out that the appiication includes vinyl windows. He said that the windows were replaced without prior permit two to three months ago. Weitzel said that the Commission normally allows replacement windows but prefers wood or metal clad; vinyl windows are disallowed. Terdalkar said that the Commission should state why it is allowing the vinyl windows, because it could be precedent-setting since they are specifically disallowed. Fritz read from the guidelines where it states that vinyl windows may be granted as an exception for non- historic properties. Terdalkar pointed out that the guidelines refer to non-historic properties, and this is a non-contributing property. Weitzel said that the term non-historic refers to buildings built in the modern era. Ponto added that it would be a building less than 50 years old. Weitzel said that the term is defined on page 69 of the guidelines, and Ponto said there is also a reference to it on page four. Michaud said that because of the progression of the work over time, the vinyl windows were already added. Weitzel said that work was completed before the stop work order was issued. Fritz said that he has no problem doing things the right way. He said he didn't know about this and was surprised by the stop work order. Weitzel said that the Commission needs to word the rationale for the exception so that it is clear that vinyl windows are not allowable from this point on. Gunn said it is an exception because the project is already done, this is a non-contributing property, and this is probably a serious improvement over what was there before. Weitzel asked if the windows that were replaced were historic. Fritz said that they were regular double hung wood windows. Weitzel asked if they were original to the house. Fritz did not know. Randall said that some of them might have been, but the ones in the back were definitely replacements. Fritz stated that the windows were different throughout the house. He said there was nothing symmetrical about the windows, the trims, or the siding. Weitzel pointed out that this house had a low level of historic integrity, and a high percentage of the windows probably were not original. Gunn said that probably on the whole, this house is closer to non- historic than non-contributing. Weitzel agreed that this house is on the low end of non-contributing. Gunn stated that this is not the first time the Commission has allowed things that shouldn't have been, because they are already done. He said he does not necessarily assume that approval would be precedent setting. Gunn said this doesn't happen very often. He added that the conservation district has done a world of good for that section of Governor Street. Weitzel said he thought that, in total, the changes to this house are an improvement to its appearance and the neighborhood. He said that the Commission has given three or four reasons to allow this exception. Regarding the approval of replacement of siding with vinyl siding, Terdalkar said the Commission needs to state whether it is satisfied that the guidelines were followed or state the reason it was okay to not follow one or more of the conditions. Weitzel said that rot was an issue here, and the trim was missing from most if not all of the windows. He said it did not sound like there was any original trim there. Weitzel said that the trim boards on the windows, as completed, do seem to extend beyond the siding, which is the main thing the Commission is concerned with on item four. Regarding item three, he said that if the Commission is allowing vinyl, it's allowing vinyl, and at that point, it either looks like wood or it doesn't. Baker added that there is no original wood left to compare it to. The motion carried on a vote of 7-0. 1016 East ColleQe Street. Terdalkar said that this is a key-contributing property in the College Green Historic District. He said the proposal is to add a garage door at the back of the existing carriage house by removing three double-hung windows. Terdalkar stated that this will be an alley-loaded garage, if approved. Terdalkar pointed out that the 1995 site inventory survey form for this property states that the garage could have been built at the same time the house was built or shortly thereafter. He said that even though the assessor's database shows it to be built in the 1 930s, the structure appears to have been built much before that. Terdalkar said the house was built in 1900, and there are similarities with the roof pitch, the dormers around it, the type and placement windows, and the trim-details that typically would not have been found on a 1930s structure. Terdalkar said that the house was built for and by an architect who was responsible for building the Summit Street Apartments and some other significant structures in the City. Terdalkar said the question is whether the proposed alterations significantly change the fabric of this unique structure. He said that for the most part, the structure is intact and has been maintained. Terdalkar said that installing the door would make the building functional and would ensure that the building is used and not neglected. He said that perhaps a balance needs to be found and a determination of what is better for the long term. Sale said that she and her husband, Ned Wood, own the house. She thanked Terdalkar for working with them and said that he is very committed to historic preservation. Sale said that she and her husband are committed to historic preservation and have won two historic preservation awards for the work they have done on the house. Regarding the carriage house in the back, Sale said that the previous owners removed the barn doors and replaced them with a garage door. Sale said that she and her husband don't really use the garage, partly because the driveway is quite narrow. Wood said that the access from College Street is a long way back to the garage. He said that they are also hesitant to cut down the vegetation on the left hand side, because that is a barrier between their house and the apartment building next door. Sale said that part of the goal is to replace what essentially was a buffer between her property and the neighboring property. She said that she would also like to make the garage useful on a daily basis to protect their cars, as they had extensive tornado damage to their cars in April. Sale stated that they are committed to the neighborhood and have done significant renovations to the house. She said they want to continue to do so and to do it in a consistent and as historic as possible manner while still getting functionality. Sale said the proposal is to renovate the back side by putting a garage door on the back side. She said it has to be the side where the three windows are, because there is a stairwell on the other side right inside the wall. Sale said the proposal is to take the windows out and install a double garage door; two single doors would not fit. Sale said that they propose to take off the garage door on the front side and, preferably, essentially put a wall there, take two of the windows from the back and put them on the front side, and put a door in to get out of the garage. She said that they would put a metal garage door on the back, but it would be the kind that looks like wood so that it would be consistent with the other garage doors on the back side. Sale said that what would be seen from the street would have a much nicer appearance. She said that the back side is in an alley and isn't highly visible from the street. Weitzel asked if there is any room for a door on the south side of the garage but on the east half. Sale said that there is a wall down the middle of the carriage house that separates the two sides. Weitzel said that in the past, the Commission has allowed single garage doors when the applicant has voluntarily agreed to do a more elaborate door. He asked Sale if she would be willing to consider that. Sale said that they don't have the width there for two single doors, but they have not committed to any particular door. Weitzel recalled that at 900 N Johnson Street garage, the commission reasoned that using a door that was more elaborate mitigated the fact that it was one large garage door, and the look of it was almost better than having two plain metal doors. Weitzel said he thinks that one can find a door that has a barn door appearance without windows. Michaud suggested that one would want to avoid windows on the back anyway for security concernS. Weitzel added that the Commission has made exceptions for fenestration based on locations in alleys and dark, unprotected areas. Michaud said that this sounds like an appropriate modification. She said she lives on College Green and realizes that people continually have broken windows on the alley side. Michaud said it is great that the owners want to maintain the side that faces the house and said she agrees that security is a primary issue on the back side. Gunn said that he does not have a problem with moving a large door from one side to the other and moving windows to fill in. He said this seems like a reasonable project. Ponto said that he is much in favor of a structure being changed somewhat and being maintained versus having it become worthless and rundown. Weitzel pointed out that there also seems to be a world of exceptions here with the large apartment building next door and the considerations for having to park underneath those balconies. MOTION: Swaim moved to approve a certificate of appropriateness for the project at 1016 East College Street as presented at this night's meeting, with the two windows and one door in the back moved to the front and a double garage door with a barn door appearance placed in the back. Ponto seconded the motion. The motion carried on a vote of 7-0. 728 Grant Street. Terdalkar stated that this is a contributing structure in the Longfellow Historic District. He said that this application is to replace four awning-style windows on the house with aluminum clad casement style windows. Terdalkar said that because of the unusual sizes, the applicant had to find custom windows and could not find any awning-style windows of this size. He said the applicant therefore would like to use casement windows, and the contractor has submitted a brochure from the window company that gives some descriptive text. Weitzel said the contractor has sent a .letter stating that the owner has a medical condition that prevents her from cleaning the awning-style windows as well as casements can be cleaned. Weitzel said he is not convinced that the awning windows are original to the house anyway. He added that there are casement windows on other houses on this same block. Gunn asked if the shutters are original. Terdalkar said he did not think so, because the siding was changed and he would guess the shutters were installed at that time. MOTION: Gunn moved to approve a certificate of appropriateness for an application for the replacement of windows at 728 Grant Street. Baker seconded the motion. The motion carried on a vote of 7-0. 919 East Washinoton Street. Terdalkar said that this is a contributing structure in the College Hill Conservation District. He said the application is for the replacement of a metal roof with asphalt shingles. Terdalkar said that this is one of the twin houses, the other of which at 923 East Washington was reviewed a few weeks ago. Gunn asked if the metal roof is original to the house. Terdalkar did not know. Gunn said that most of the standing seam metal roofs are not original, but he thought this one could be original. He cited the internal gutters that are halfway up the roof and said they are a difficult detail to deal with. Weitzel asked if the owner is saying the shingles are worn out, or does he just want to replace them. Terdaikar said the photographs in the packet are from after the storm, but he did not see any evidence of damage to the roof. He said the owner informed him that he knew there was damage, because he is a contractor. Terdaikar said the application is to remove the old, steel shingles; re-sheath; and install new fiberglass shingles. Swaim asked if this type of roof needs to be periodically painted. Weitzel said that originally, it was probably stamped steel, so that a thin coating of zinc or tin would be applied to it. He said that after a while that wears off so that the owner has to consider how to maintain the steel without it rusting. Michaud said she has a sampie of the metal roof that used to be on her house. She said that it is 116 years old and is very thin, perhaps one-sixteenth of an inch, if that; she said she would be very apprehensive if it was on her roof, because it is very malleable and it would be vulnerable to hail. Michaud said she thinks this is a reasonable request. Toomey asked if it is certain that the roof is steel. He said that it could be copper. Gunn said he is pretty sure it isn't copper, because around the gutters, there is quite a bit of deterioration. Weitzel said that the discoloration is a steel discoloration, not copper. Gunn said the gutter is in bad shape, and the soffit is rotted out. He said there is a little damage and some corrosion. Gunn said it is not unreasonabie to want a new roof here. Michaud mentioned the curl on the roof. Weitzel said this roof probably is originai, because that detail is usually thrown away when the house is re-roofed. He said that he would hate to iose that detail. Swaim said that if the metal roof is as malleable as Michaud's sample, it would be difficult to paint and maintain. Michaud agreed. Toomey said that if Commission exists to preserve things, there has to be a reason why the Commission would vote against preserving this. Weitzel said the owner must be contemplating redoing sheathing, or this would not be under Commission review. Terdalkar confirmed this; he said that typically a metal roof would have skip sheathing, and the sheathing would have to be redone if the metal roof is removed. Weitzel said that he agreed with Toomey. He said that staff comments point out that there is not adequate evidence of damage. Toomey said that this is not a standard metal seam roof but is pretty rare. Ponto said it appears that the damage was to the small porch in the back, which is not the original roof. Michaud asked, if the owner says there is heat ioss or the boards are rotten under the metal, then would the Commission reconsider this. Weitzel said that the owner can reapply if this is denied but would have to show evidence of whatever damage is there. Swaim suggested tabling consideration of the application to give the owner time to present evidence. MOTION: Gunn moved to table consideration of a certificate of appropriateness for an application for replacement of a metal roof with asphalt shingleS until there is more input from the applicant. Ponto seconded the motion. The motion carried on a vote of 7-0. Gunn suggested that anyone who hasn't seen the property take a iook at it. Michaud asked if the owner can add gutters without a permit. Gunn confirmed this but said that it would be difficult to continue that. He said that one might find new shingles to go over where the existing gutters out but probably could not. Gunn said they would then have to be soldered in. He said this is a difficult roof to maintain, more so than the standing seam roof. Terdalkar pointed out that there is a deferred maintenance issue here. He said the reason this is in this condition is that there has not been maintenance. Terdalkar agreed that it is difficult and expensive to redo the roof, but it would not have reached this condition if it had been maintained properly. Weitzel asked Terdalkar to contact the applicant to help him provide more information regarding the roof. Minutes for July 13. 2006 and July 27. 2006 Meetinas. July 13. 2006. Ponto stated that on page four, in the ninth full paragraph, the last sentence should read, "".and trim appropriate for historic masonry." Weitzel said that on page nine, in the eighth paragraph, "CME" should be changed to "CNME." Swaim said that on page 13, in the sixth paragraph, "Historic Preservation Society" should be changed to "State Historical Society." MOTION: Ponto moved to approve the minutes for the July 13, 2006 meeting, as amended. Gunn seconded the motion. The motion carried on a vote of 7-0. Julv 27. 2006. Swaim suggested that on page 8, in the sixth full paragraph, in the third sentence, "property" should be changed to "project." She added that it should be noted on page 12 that she left the meeting between the first and second paragraphs, accounting for the change in the vote counts after that point. MOTION: Gunn moved to approve the minutes for the July 27, 2006 meeting, as amended. Swaim seconded the motion. The motion carried on a vote of 7-0. OTHER: Terdalkar said the Commission should come up with some criteria for the distribution of the grant award received from the National Trust. He said there is a very low response to previous call for application and application deadline has not bee set as of yet. Terdalkar said that a contract was signed when the City accepted the grant from the trust that says that the City's guidelines will be followed, as well as the National Trust guidelines - the Secretary of the Interior Recommendations. Terdalkar said that it is necessary to outline a process and expiain certain thing such as who will review and approve the projects, who can use the funds, when will be review completed, when will the applicants receive the money, how the funds will be managed, and if there will simply be approval or also oversight on the actual work. He said that those things are not clear in the application for the grant nor were they clear when the contract was signed with the Trust. Terdalkar said that an expenditure account is being set-up with the Urban Planning Division. He said that an audit will be provided through the National Trust when all the money is spent. Weitzel recommended forming a subcommittee consisting of members of both the Friends of Historic Preservation and the Historic Preservation Commission. He said the subcommittee would vote on issues, and the report would come to the full Commission for approval. Weitzel said that the subcommittee could only make recommendations; issues would still need the approval of the whole Commission. Ponto said there needs to be assurance that things are in compliance with the guidelines. Gunn asked if a project would be before the full Commission anyway but said that it would not if the property is not in a district. Weitzel said that it might not be work in a district and it might be work that does not require a permit. Gunn said that if the work requires a certificate of appropriateness, then the project will be before the Commission anyway. He said that if it does not require a certificate, it probably lets the Commission out of the full review thing. Terdalkar suggested the end of August as a deadline for applications. Weitzel said the SHSI Office has just announced second round for the remaining $65,000 of the $250,000 from the HRDP Emergency Grant fund. Burford said that one problem that keeps coming up is the contracts from the State. She said she has referred people with questions to the State Historical Society and to Jack Porter for technical advice. Burford said that her main concern about this other grant is that she does not think it is reasonable to say that it is for work not completed or work that has not been initiated at this point. Weitzel said that it is not specified here. Burford agreed but said that she does not think it should be a consideration. Weitzel said that for the State, that is just their standard procedure, because they want to review the work before it starts. He said that the State HRDP grant requires that the work be evaluated before it is started, and the owner cannot get paid for any1hing he does before the States evaluates it. Weitzel said that if the owner completes something before it is evaluated, he cannot get money for it. Burford said that people are confused between the two grants, the National Trust grant and the State grants. She said that she thought the end of September was a more reasonable deadline for the grant applications. Weitzel said that date is still within six months of the damage. Gunn asked how many applications have been submitted. Burford responded that there have been four, but two of them were for trees. Terdalkar said that there have been at least three other inquiries where the project involves rebuilding the damaged houses, but he did not know the scope of the projects. Gunn said he did not know that the Commission should be extending the deadline so far out that there are ten applications that are not going to get funded. Terdalkar said that will also delay projects that applied before. He said that it should not appear that this is an effort to reach only certain people. Terdalkar said that this is supposed to be a public process, so everyone should have an equal chance. Weitzel suggested that Terdalkar also contact Kathy Gourley about the HRDP Emergency Grant. Burford asked if anyone had heard anything about what Larry Meyers plans to do with his property on Iowa Avenue. Weitzel said no. Burford said that at the last Planning and Zoning Commission meeting, the Planning and Zoning Commission discussed changing the zoning for the new proposed Hieronymus Square Building. She said that the Planning and Zoning Commission felt that so many changes would be required that it would open up the redevelopment pian [Near Souths ide Redevelopment Plan) and reconsider the initial concept of how the area was zoned. Burford said that initially the Near South Side was supposed to be step-down zoning, but this building would be several stories high. Burford said that if the Planning and Zoning Commission is going to reopen [consider amending] the plan, there are things, in terms of historic preservation of certain buildings on the Near South Side, that have been left undone. She said that certain things were identified but were not carried through. Burford said this might be an opportunity to raise that issue so that everyone has a clear idea of what is going to happen down the road. Weitzel said that he is all for letting people build as big as they want to build, as long as they preserve any historic buildings that are significant in that area. He said the Near Souths ide Plan says that should be taken into account, although that is not being followed. Burford said this redevelopment plan was signed off on by City Council. She said that there is also a design plan that was signed off on by City Council. Burford said that if the Planning and Zoning Commission is reconsidering the redevelopment plan to look at rezoning, it should also finish what it started when it identified buildings that should be protected and areas to be protected. Weitzel asked what the Historic Preservation Commission could do to request the Planning and Zoning Commission give full consideration to inventory and evaluation of that area, if it is opened up for consideration. Terdalkar suggested writing a letter to the Planning and Zoning Commission, or attend the Planning and Zoning Commission to make a formal request at the Planning and Zoning Commission. Gunn asked what geographical area this refers to. Terdalkar said it is the Near Southside area, which is south of Burlington Street, east of Madison Street, west of Gilbert Street, and north of the railroad. The consensus of the Commission was to make such a request of the Planning and Zoning Commission. Weitzel said that he would send an e-mail regarding this matter and would also ask the Planning and Zoning Commission to invite the Historic Preservation Commission to its meeting, if needed. Weitzel asked Terdalkar if he had contacted HIS regarding the consideration of chimneys and outbuildings. Terdalkar said he had done so, but he thought that HIS was still looking for a larger policy from the Commission. He said that he could draft a petition from the Commission to HIS describing concerns about the chimney and outbuildings policy. Terdalkar said that the McCollister Corridor Design Charrette was held on Tuesday. He said the representatives from various city departments, surrounding property owners, and commission members met with the designer consultants hired to propose the design corridor. Terdalkar said the consensus was to start with a design that borrows some of the features that were there, including the theme of the natural settings, with the bridge over the Iowa River. He said the designers were trying to gauge what sort of theme should be used for the bridge design. Terdalkar said there was a suggestion to use prairie school architecture, with its formal Hnes, for the design of the bridge and suggestions to borrow features of the area for the theme. Weitzel suggested that the Commission schedule a formal election of its officers. Terdaikar said that he wiil make arrangements for that. Burford asked if the Commission is considering applying for the CLG grant. Weitzel said that he plans to work on something over the weekend to at least send in a rough outline. Weitzel said that he may not be able to meet August 11 deadline for receiving SHSI Staff comments on the draft but he plans to send the application later before the application deadline. Weitzel said that the main thing that grant is for is Manville Heights. He said that waiting until January to apply for the HRDP, which won't go into effect until next July is not ideal; the Commission should probably try to go ahead and finish this up. Weitzei said that the South Side won't wait either, reaily. He said the site CLG would be the South Side Inventory and Melrose evaluation. Weitzel said the Commission would want to include the identification of other at-risk buildings as weil, such as the Tait Arms. Terdalkar stated that the Iowa Chapter of the American Planners Association is organizing their annual convention in Iowa City on November 2'" and 3'" and has asked for suggestions for topics and presentations. He suggested that Marlys Svendsen could be asked to speak. ADJOURNMENT; The meeting was adjourned at 8;06 p.m. Minutes submitted by Anne Schulte. PCD/min/HPClOB-1 Q-06HPC.doc Historic Preservation Commission Attendance Record 2006 I I I I I Term I Name Expires 01/19 02/9 02/22 03/16 04/13 04/27 05/04 05/11 05/18 OS/25 06/08 06/22 07/13 07/27 08/10 00/00 00/00 I I E. Baker 3/29/09 -- -- ---- -- -- -- -- ---- X X X X X X X X OlE X I OlE I M. Brennan 3/29/08 X X OlE OlE X X X X X X X X 0 X I ; R. Carlson 3/29/07 X X X X X X X X X X X X X X OlE I I J. Enloe 3/29/06 X X OlE OlE ---- -- -- -- -- -- -- -- -- ---- -- -- -- -- ---- -- -- -- -- I M. Gunn 3/29/07 X X X X X X X X X X X X X X X M. Mahan")' 3/29/08 X X X X X X X OlE X OlE X -- -- .-.. -- -- w_ __ M. McCallum 3/29/06 X X X X ---- -- -- -- -- -- -- -- -- -- -- ---- -- -- -- -- -- -- -- -- I P. Michaud 3/29/09 -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X X X X X X J. Pardekooper 3/29/07 X X X 0 -- -- -- -- -- -- -- -- -- -- ---- ---- -- -- -- -- -- -- -- -- J. Ponto 3/29/07 X X X X X X X X OlE X X OlE X X X I M. Schatteman 3/29/09 ---- ---- -- -- -- -- X -- -- -- -- -- -- -- -- .- -- -- -- -- -- ---- -- -- ---- G. Swaim 3/29/09 -- -- -- -- -- -- ---- -- -- -- -- -- -- -- -- -- -- X X X X X X T. Toomey 3/29/09 -- -- -- -- -- -- -- -- ---- -- -- -- -- -- -- .- -- ---- ---- X X X X I J. Weiss miller 3/29106 0 0 0 0 ---- -.-. -- -- ---- -- -- -- -- -- -- -- -- ---- -- -- -- -- T. Weitzel 3/29/08 X X X X X X X X X OlE X X X X X I Key: X := Present o ~ Absent OlE ~ Absent/Excused NM ~ No Meeting - -- '= Not a Member I I IOWA CITY TELECOMMUNICA nONS COMMISSION FINAL MONDAY, AUGUST 28, 2006--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY Gm MEMBERS PRESENT: Gary Hagen, Saul Mekies, Nicholas Parker MEMBERS ABSENT: John Weatherson STAFF PRESENT: Drew Shaffer, Mike Brau, Dale Helling, Bob Hardy OTHERS PRESENT: Lee Grassley, Beth Fisher, Kevin Hoyland, Josh Goding, Susan Rogusky, Andy Kromphardt RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Hagen said he read an article in the Iowa City Press Citizen that the city has $1 million more in the general fund than last year and suggested that this would be a good time to request that the $100,000 taken from franchise fees by the City to supplement the general fund be returned to the Cable TV Division. Mekies said that the city indicated that taking franchise fees to supplement the general fund would not be indefinite. Hoyland is submitting a request to the administration that if the proposed one cent sales tax passes that some of those funds be allocated to the school channel. Hoyland said that Perry Ross has been exploring the possibility of getting the video production students in the high schools to produce some programs for the channel. Shaffer referred to the complaint report in the meeting packet and said there were a higher number of complaints than normal. A number of the complaints had to do with response times to phone calls. Grassley said that Mediacom has been making some changes in their call centers that they are in the process of implementing. Grassley said the combination of factors has led to poor response time, but expects improvement over the next 60 days. Grassley reported Mediacom will increase residential Internet download speed from 5 megabits to 8 megabits and double upload speeds to 512 kilobits in September and October. The cost will remain the same. Grassley said that Qwest will likely be introducing legislation again this coming session in the Iowa General Assembly. This legislation could affect the cable TV industry. Grassley said he had an opportunity to discuss the comprehensive telecommunications bill in the U.S. Senate with Majority Leader Frist. Frist informed him that the bill will probably not be voted on before the November election and if and when it does pass it will face problems in the conference committee with the House. A vote in the Senate would be unlikely until the middle to late next year. There is a possibility that it could be attached to an omnibus spending bill. Shaffer said the City is beginning to explore municipal WiFi systems. Hagen said it is important for the Commission to look into this issue. Parker said Iowa City is well situated for a WiFi system due to a centralized business district that attracts a lot of people. The City might best foster the growth ofWiFi by facilitating an umbrella network that would provide a seamless connection amongst various providers. APPROVAL OF MINUTES Hagen moved and Parker seconded a motion to approve the amended July 24, 2006 minutes. The minutes were approved unanimously. ANNOUNCEMENTS OF COMMISSIONERS Hagen said he read an article in the Iowa City Press Citizen that the city has $1 million more in the general fund than last year and suggested that this would be a good time to request that the $100,000 taken from franchise fees to supplement the general fund be returned to the Cable TV Division. The $100,000 was taken for a couple of years during a period of financial hardship. Shaffer said that the city's budget process will start shortly. Mekies said that the city said that taking franchise fees to supplement the general fund would not be indefinite. Hagen said it is important that the Commission keep this issue in front of the city administration. Mekies said the Commission could send the City Council a letter to remind them of this issue. Helling said the budget preparation cycle starts in September and the City Council finishes their review in January. Federal legislation could be passed in that time period which would impact the cable TV budget. Shaffer said that there has been discussion in the past about trying to get a portion of the lost franchise fees back incrementally. Parker said that there ought to be a provision that if at the end of the fiscal year there are funds remaining that the general fund reimburse the franchise fees that were taken to supplement the general fund. SHORT PUBLIC ANNOUNCEMENTS Parker said he liked the idea of the webcam discussed at previous meetings and suggested that the City Channel look into the idea. IOWA CITY COMMUNITY SCHOOL DISTRICT Hoyland reported that the Central Administration Building has been experiencing some power outages that resulted in the school channel being off the air. Some backup power supplies are being ordered for the channel. Hoyland is submitting a request to the administration that if the proposed one cent sales tax passes that some of those funds be allocated to the school channel. Hoyland said that Perry Ross has been exploring the possibility of getting the video production students in the high schools to produce some programs for the channel. CONSUMER ISSUES Shaffer referred to the complaint report in the meeting packet and said there were a higher number of complaints than normal. A number of the complaints had to do with response times to phone calls. Grassley said that Mediacom has been making some changes in their call centers that they are in the process of implementing. The virtual call centers that were based on all customer service staff regardless of where they were located, would be informed of any problems such as outages and the representatives would know how to respond. In this way a call could be taken by the next available representative regardless oftheir physical location. This did not work as planned, as representative in remote sites often did not have the information they needed. Mediacom is now moving toward large regional call centers with a call being taken as near as it originated as possible. There have been some growing pains in implementing the new system. In addition, there has been a number of customer service representatives leaving employment. This left Mediacom short-staffed until new people could be hired and trained. Grassley said the combination of these factors has lead to poor response time, but expects improvement over the next 60 days. Shaffer said Mediacom has always been very responsive to complaints he receives and relays to them. MEDIACOM REPORT Grassley reported Mediacom will increase residential Internet download speed from 5 megabits to 8 megabits and double upload speeds to 512 kilobits in September and October. The cost will remain the same. A promotional program for new subscribers to phone, television, and Internet service will provide Internet service of 10 megabits download and I megabit upload for $29.95. Grassley said that Qwest will likely be introducing deregulatory legislation again this coming session in the Iowa General Assembly. This legislation could affect the cable TV industry. Grassley said he had an opportunity to discuss the comprehensive telecommunications bill in the U.S. Senate with Majority Leader Frist. Frist informed him that the bill will probably not be voted on before the November election and if and when it does pass it will face problems in the conference committee with the House. A vote in the Senate would be unlikely until the middle to late next year. There is a possibility that it could be attached to an omnibus spending bill. Hagen said that there appears to be an increase in religious programming on the channels on the expanded basic tier and it is important to maintain a balance of programming on the expanded basic tier. It is important that the expanded basic tier channels contain a diversity of programming and not become dominated by religious broadcasters or shopping channels. Grassley said Mediacom is bound by FCC mles to carry certain channels on the basic tier. He restated that Mediacom is not a content provider. After Mediacom goes to all digital transmission in 2009 there may be a reconfiguration of programming tiers. Parker commended Mediacom for increasing Internet bandwidth without increasing charges. UNIVERSITY OF IOWA REPORT Kromphardt reported that productions are picking up with the start of the fall semester. Among the programs that will be upcoming during the semester are the interview programs with the football and basketball coaches, lectures, Live From the Java House, and Live From Prairie Lights. PATV REPORT Goding reported P A TV will be conducting a studio production class Wed. Oct. 30. The Guidelines workshop will be held Sept. 3 from 12-3 p.m. PATV will be holding an open house Sept. 7 from 5-7 p.m. The board will meet Sept. 21 from 7-9 p.m. Hagen asked ifthere have been any problems with participants in the Open Channel program. Goding said no one has used profanity or otherwise cause pr::>blems. SENIOR CENTER REPORT Rogusky reported that a part-time student was hired to share the 19 hour a week position. Interviews with users of the Senior Center have been taped for a program on the 25th anniversary of the Senior Center in September. A reporter from KCRG television has contacted Rogusky and wishes to do an in-depth piece on the Senior Center. LIBRARY REPORT Fisher reported that program production will increase in September. The International Writer's Program will be starting. The first event is a symposium with four Russian writers. The University's International Programs Department holds an event every Monday. The Intellectual Freedom Festival will be held at the end of September. An episode ofWSUI's Big Brain will also be held in the library. In all there are 20 shoots scheduled in September. It is hoped that program transmission will be digital by the end of the month. KIRKWOOD COMMUNITY COLLEGE Shaffer reported that O'Brien emailedhim and could not attend the meeting. O'Brien reported Kirkwood students will begin cablecasting a new show soon. About 10% of Kirkwood's programming has been digitized and is on their video server. Weekend programming will begin n Sept. 9. Mekies said he appreciated O'Brien sending an email report when he was unable to attend. CITY MEDIA UNIT REPORT Hardy said that many of the candidate forums during the election cycle will be cablecast. The American Association of Retired People and the Johnson county Task Force on Aging will each be holding forums that will be taped. The Community Television Service will also be taping the United Way Campaign Kickoff, System Unlimited's Annual Awards, and the Run for the Schools. There have been some problems with the digital on-air program schedule. Testing will continue with the new digital playback system. The current system is functioning well and will serve as a backup to the digital system once it is deployed. The school board election results will be covered on election night. The Video Voter Project, which gives candidates an opportunity to directly address voters for up to eight minutes, will begin taping candidate statements for playback in the weeks before the election. CABLE ADMINISTRATOR REPORT Shaffer reported that the programs on the history of cable television in Iowa City and the activities in the state and federal legislatures and the Federal Communications Commission are being played on the City Channel. In addition, a program provided by the National Association of Telecommunications Officers and Advisors on the federal legislation has been playing. Shaffer noted the brochure included in the meeting packet targets new students and said it will be re-designed slightly for the general public. Parker said the brochure was a good idea and a good resource for the community. TELECOMMUICATIONS COMMMISSION ANNUAL REPORT Shaffer noted the annual report in the meeting packet. Hagen moved and Parker seconded a motion to approve the annual report. The motion passed unanimously. LEGISLATIVE UPDATE Shaffer noted the memo in the meeting packet outlining the provisions I the latest version of the federal legislation. TAPING MEETINGS Shaffer said that for the ease oftaking the minutes Brau suggested video taping the meetings. Hagen said a video camera may inhibit the free-flow of discussion as people often behave differently in front of a camera. Mekies said that it would be helpful if speakers at meetings would state their name before speaking. COMMISSION RETREAT Shaffer distributed a list of possible topics for the retreat. It was agreed to wait until there were five members before scheduling a time. Mekies said Commissioners should review the list and prioritize topics and consider deletions and additions. WIFI AND WEBCAM Mekies said he has not heard back from the James Gang regarding attending a Commission meeting to discuss WiFi systems. Mekies said he is investigating the prevalence of municipal webcams and his findings may be included in a letter to the City with a set of recommendations. Shaffer said the City is beginning to explore municipal WiFi systems. Hagen said it is important for the Commission to look into this issue. Parker said Iowa City is well situated for a WiFi system due to a centralized business district that attracts a lot of people. The City might best foster the growth of WiFi by facilitating an umbrella network that would provide seamless connection amongst various providers. ADJOURNMENT ilagen moved and Parker seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 6:47 p.m. Respectfully submitted, Drew Shaffer Cable TV Administrator TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD 01/01/03 to CURRENT Meeting Date Kimberly Saul Meikes Brett Castillo Terry Smith Jim Pusaek Thrower 6/2103 x x x x x 7/28/03 x x x x x 8/25/03 x x x x ole 9/22/03 x x x x ole 10/27/03 x x x x ole 11/24/03 x x ole x x 12/15/03 ole ole x x x 112/04 x ole x x x 1/26/04 x x x x x 2/23/04 x ole x ole x 3/22/04 x x x x x 41 26/04 x x x x OIC 5/24/04 x x ole x x 6/28/04 x x x ole x 7/26/04 ole x x x x 8/26/04 did not meet did not meet did not meet did not meet did not meet 9/27/04 X X X X X 1 0/25/04 X X 11/04 Did not meet Did not meet Did not meet Did not meet Did not meet X X X X X 12/20104 1124105 X X X X X 2/28/05 X X X X Garv Haaen 3/8/05 X X X X X 3/25/05 X 0 X X X 4/25/05 x ole X X X 5/23/05 X 0 x vaeanev X James X x Bebe x Ehrmann Balantvne 6/27/05 X x X X X x Michael Chritians 7/25/05 0 X X X X 9/26/05 0 X X 0 X 10/31105 X X ole X X 11/28/05 X X X X X 1123106 ole X X 0 X 2.27/06 X X X 0 X 3/27/06 ole X X John X Weaterson X 4/24/06 X X X X X 5/22/06 0 x x/a 0 X 6/26106 0 X Vacant 0 X Nick Parker 7/24/06 x x x X 8/24/06 9/25/06 x x (X) = Present (0) = Absent (O/C) = Absent/Called (Excused) x x M. Wietin x ole Ole x x MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION TUESDAY, AUGUST 15, 2006, 6:30 P.M. FAMILY RESOURCE CENTER, GRANT WOOD SCHOOL FINAL/APPROVED ~ ~ ('i) Members Present: Jerry Anthony, Marcy DeFrance, Holly Hart, Matthew Hayek, Brian Richman, Michael Shaw Members Absent: William Greazel', Thomas Niblock Staff Present: Tracy Hightshoe, Steve Long Recommendation to Council (effective only after separate Council action) Approve the by-laws as presented. Call to Order Anthony called the meeting to order at 6:35 p.m. Minutes MOTION: Hayek moved to accept the minutes as written. Shaw seconded, and the motion carried on a vote of 6-0. Public Discussion Long thanked the commission members for attending the Community Development Celebration event. New Business Discussion of CDSG and HOME Investment Policies and Council Earmarks Long distributed the original policy resolutions for the commission members' reference. He said the commission typically looks at the policies annually, and also talks to the agencies to see how well the policies are working. Currently there are four earmarked amounts. 1) To cover administrative costs; this amount is designated by HUD, 2) Aid to Agencies: this started in 1994 and combined with city funds provides an allocation to approximately 14-16 human service agencies annually 3) economic development funds, and 4) housing rehabilitation. These were all explained in the memo to the commission members sent with the meeting packet. Richman asked what the commission should be discussing in regards to the earmarks. Long said some council members are questioning whether having the commission allocate $14K for public services is a good use of the commission's time. The city has approximately 14 agencies the council funds through a review and recommendation process. One issue with the council's process is that it is difficult for new projects to get funding. On the other hand, though new projects are more likely to be funded through the HCDC process, it takes a lot of time for the commission to allocate a small amount of money. Long said he sees three options for the $14K. 1) The commission requests more funding for this category, 2) the council takes over allocating the $14K along with the other $105K, or 3) leave things as they are. He said the discussion is intended to find out the commission's view. The amount of money that will be left over from those allocations in the future is unknown at this point, but it will probably be approximately the same next year. Hayek asked whether the amounts of money the council allocates are static. Long said usually a cost of living increase is given every year, and the amount also depends on how long the agency has been on the list. They are currently shifting into a performance-based system. Richman asked how the council allocates the money. Long said there is a formal application, it is not competitive or political. The council members who take care of the process review the agencies and make a recommendation to the council on the amounts. Hayek asked whether this system was set up to ensure stability for certain agencies, to consistently receive an annual income. Long said the original purpose is unknown, as no documentation is available. Housing and Community Development Commission Minutes August15,2006 Page 2 Hightshoe said that the funding is fairly stable, since the $105K taken off the top remains the same even though total CDBG funding has been decreasing. Long said there is a perception that there is double-dipping, because some agencies have several different programs that couid also receive funding through the commission's application process. He noted that the HCDC process is much more public. Shaw asked if the list of agencies receiving money from the council allocation is formally noted somewhere and available for review. Hightshoe said yes, there is a list. Long said the commission could recommend that the council make its process more public. Richman said the HCDC system is transparent and accountable. Long said at least one council member would like more openness, and perhaps even an open hearing. Richman asked if it would be beneficial for the agencies to have two application processes to deal with. Hayek said he does not have a problem with having the council recapture the $14K. It does not make sense to have the HCDC take over such a small amount. It would make more sense to give up the allocation of that part of the money completely, or to get more money. $14K is not a good use of the commission's time. Shaw noted that if the funding trend continues, soon the public services money that the commission allocates would be gone. Hayek said it is good to have guidance and oversight of allocating the money. Anthony agreed that the amount of money is not worth the amount of time it takes to allocate it. Hayek said if the council continues to allocate the funds, opening more money to new agencies and projects would be good. Richman said whether the amount of money wiil increase is unknown, and he is unsure about whether sending all the money and allocation into an unknown system is a good idea. Shaw said it would be easier to make an informed decision about this if the reason for the current system was known. Richman agreed it is difficult to evaluate an unknown process and unknown list of agencies. It does not make sense to put additional funds into an unknown system. Shaw said the reasons for the current arrangement might be very good, but since they are unknown, it is impossible to make that judgment. Richman said the options currentiy are to give the $14K back to council, ask the council to give the commission more money for the public service category, or to continue with the status quo. He added that he would prefer not to give up the money, but cannot decide between the two other options. Anthony asked if a decision couid be deferred for now. Long said he would be talking to the council soon regarding this topic. He said he has the impression that two council members believe it would be more efficient for the council to handle all public service money. Richman said with the current levei of funding, that is correct, but things might change in five years as well. Hightshoe said the amount could be determined by percentages instead of a set amount. Hayek said that would defeat the purpose of the fund, if it were intended to provide a steady income stream to the agencies. He asked if all agencies on the list are assured of funding. Long said no, the allocations are becoming more performance based. Also, the list has been pruned in the past. Richman said he would like to know more about the council process before deciding. Hayek asked staff to let council know that HCDC shares their concerns about the current system efficiency, and are interested to hear their thoughts on the purpose and process. Shaw said he would rather not have the funds go into an unknown process. Long confirmed that the commission members prefer a transparent and competitive process. Hayek noted that the other council members might not even want additional responsibility of the fund allocation. Hightshoe said the agencies on the list would be nervous about a competitive process. Long noted that agencies on the bottom of the list would be happy about it. Richman said he does not have a big problem with the status quo. However, a change might be beneficial to the agencies that receive the money. Hart agreed she would like to know more about the process and intent behind it before making a recommendation. Richman summarized that the commission would like to know what agencies are currently on the list, how new agencies get put on the list, and how decisions about distributing money are made. Hayek ciarified that he would like to know whether the percentages of funding for each agency change, and whether the process is at all competitive. Also, what conventional wisdom drives the decision-making. Anthony asked also for clarification on what happens if the council takes over allocation of the remaining funds. Shaw asked whether the commission could ask the council to wait on making a decision until more information is available. Long said the commission can request that. Hayek suggested asking the council Housing and Community Development Commission Minutes August 15,2006 Page 3 to make their process more open. Richman reiterated that the commission needs more information on the current process before making a recommendation to council. Economic Development Long summarized the memo by saying though economic development funds are calculated at nine percent of the total annual allocation, the money is actually only taken from CDSG allocation because HOME funds cannot be used for this purpose. There is currently approximately $244K in the loan fund, and the CDBG allocation is shrinking. The commission could keep the current level of funding at nine percent, but clarify that the percentage should be calculated from the CDBG allocation only. That would reduce the amount of money going into the fund annually. Anthony asked how long money can stay in the loan fund. Long said there is no time limit. Hightshoe said the fund has not been marketed to potential applicants very much. She said the plan is to change the focus imd work with other lending institutions more and do gap funding, in order to find better-qualified applicants. Richman said since not all the economic development money has been spent and this pot of funding exists, it makes sense to decrease the annual allocation. MOTION: Richman moved to recommend clarification of the City Council Resolution 01-367 to state that nine percent allocation of funding for economic development be caiculated using only the CDBG funds. Hart seconded. Hayek asked where housing contingency funds come from. Long said combined HOME and CDBG money. He added that an asterisk with a note would be added to indicate the clarification. Hightshoe asked if this would be intended for the upcoming allocation year, or the next. Long said 2007. Hayek asked for clarification that approximately $140K is set aside for economic development every year. Long said yes. Hightshoe said some was diverted one year to the Family Resource Center. Hayek asked why there is money still in the loan fund. Long said that the regulations governing the funds can be a deterrent, but marketing the program will help increase awareness and interest in it. Hightshoe said the hope is to do more business expansions and gap funding, ultimately to decrease the risk the City takes when awarding funding to a business and provide permanent, stable jobs to low-to-moderate income persons. Anthony asked what the application process is to receive funds. Hightshoe said applications go to the Economic Development Commission. Long said it is not very competitive because there are relatively few applications. He added that since the nine percent is currently based on both CDSG and HOME funds, it turns out that approximately 15 percent of CDBG funds go into economic development. Richman said it seems as though the program is not being utilized well, so it would make sense to put money where it can be allocated. Anthony said he is also concerned that there is no limit on how long money can remain in the fund. Richman said guesses can be made on the original intent of the policy, but the question is what the best decision would be for the current situation. Long said the original intent was to set up a pool of money that prospective businesses could tap into. It would be a revolving loan fund, so applications could be taken at any time. Shaw asked how applicants would be affected by this clarification. Long said ultimately less money would go into the fund, so less money would be available over time. Hightshoe said the applications that have been funded in the past have typically been about $25K to $30K. Richman said that based on the current information, decreasing the amount going into the loan fund would have no significant effect. At this time, though, there is enough money to fund the current demand. He added if there is a need for more funds at a later date, further adjustments could be made then. Hayek asked whether word about the fund has been communicated. Long said yes, ICAD knows. Hightshoe said a campaign has not gone out to lenders, however. Hayek said he is concerned whether the demand will remain the same if advertising increases. Hightshoe said it would reduce the amount flowing into the fund. Shaw suggested making changes if demand has not changed after two years of increased marketing. Hayek said it would make sense to market it more, and then if there is no increase in activity, reduce the amount going in. Richman said that the availability of economic development funds is only part of a decision to start a small business. He said marketing the program might not increase the number of applicants. VOTE: Richman's motion carried on a vote of 5-1, Hayek dissenting. Housing and Community Development Commission Minutes August15,2006 Page 4 COBG and HOME Program Investment Policies Long said that the current policy designates a zero percent loan for non-profit organizations (NPO) providing rental services. This is good for programs with an income from rent, which can be used to pay back the loans. However, HACAP cannot pay back loans since they house homeless families who generally do not have incomes. Staff is recommending the policy to be tweaked to allow for Conditional Occupancy loans (COl). As long as the organization is providing the services specified in the loan agreement, the funding would be considered a grant. Anthony asked for confirmation that the NPO would have to pay back the loans if they stop operations or move. Long said yes. He noted that tweaking the policy in this way could decrease the amount of money being recycled back through the system through loan repayment revenue. Hayek asked who would get COLs. Long said public facilities. He added that some agencies with income streams could pay back their loans with interest, but the system does not have the flexibilities to address that side either. The intent is to try to sustain programs and also support the NPOs. Hayek asked if any other groups besides HACAP would qualify for this. Hightshoe said possibly DVIP. Richman asked whether HUD defines the term "transitional housing." Long said yes, the maximum stay in this type of housing is 24 months, during which time residents meet with counselors to work on stabilizing their situation and generating income. DeFrance asked what happens if an agency cannot pay back a ioan. Long said foreclosure is an option, though it is likely the loan would be forgiven. DeFrance asked why one organization would receive special terms. Long said it would be good to be able to evaluate each organization's ability to repay the loan individually. Right now the policy does not have that flexibility. Hayek asked whether Emergency Housing would also fall in this category. Long said yes, that type of housing usually receives declining balance loans or COLs. Shaw asked whether the commission could recommend reevaluation of the policy, to allow discretion on what type of loan to apply. Anthony asked whether this flexibility existed in policies before. Long said yes. Richman said it sounds likes the commission should reevaluate the policies as a whole, rather than piecemeal. He said the other effect of this sort of policy revision is that the commission would have to decide what kind of loan each project would get at the time of allocation decisions, which would take time. Long said applicants can always ask for an amendment from council after the loan is given, though that is not widely known. Shaw agreed that it would make more sense to look at the policies overall. There are overarching issues that come along with discretionary power. Anthony agreed with having the commission revisit the issue later in a larger context. Hightshoe asked whether the commission members wouid like staff to do a preliminary evaluation and make a suggestion to the commission, or if the commission would like to discuss It. Hayek said he would prefer to have staff provide a starting point. Shaw said he would also like to know what the impact would be on staff if a revised policy were adopted. Discussion of Design Standards for Federally Assisted Housing Projects Hightshoe noted this was discussed briefly at a previous meeting. There are currently no set standards for staff to use when evaluating housing proposals. The agreements state that the city must approve the design before the developer can obtain a building permit, but yet provides no base standards to evaluate the designs submitted. The code currently has basic design standards for multi-family housing, but not for single family/duplex homes. These guidelines are intended to ensure that the house fits into the neighborhood. She suggested having staff work with the Planning and Zoning Commission to create a proposal for HCDC to evaluate. Shaw left at this point. Long said the intent is not for staff to police designs, but there have been some complaints about funded housing that does not blend into the neighborhood. Having standards would give staff some leverage when raising concerns with the developers. Hart asked whether the problems have been with the house design or the neighbors. Hightshoe said both. Long said some houses have obviously not fit in. Hayek said having staff present a proposal for .._._-----------_.__._----~------~._--------~._--_.._.--_._--,~------- Housing and Community Development Commission Minutes August 15,2006 Page 5 review is fine. He stated though standards might increase the price, housing should blend with the neighborhood where it is placed. Hightshoe said if a subsidized housing in a neighborhood does not "fit" in, it can create resistance in other neighborhoods as well. The purpose of basic design standards would hopefully be to reduce neighborhood resistance to affordable housing as well as not stigmatize the house as "assisted." Shaw returned at this point. Anthony recommended having staff explore the idea and come back to the commission with a proposal. He confirmed these would be part of the contract with the developer receiving the funds. Hightshoe said yes. She added staff would like to have this in place for the fiscal year 2008 projects. Old Business Amendment to HCDC Bylaws, Specifically Article 4 Section B, Article 6, and Application Form Anthony noted this is the mandatory second discussion on whether to change the bylaws. Hightshoe reviewed the discussion of the option to remove reference to HUD, leave preferences as currently stated, but remove reference to the Local Homeless Coordinating Board representative. Hayek asked about potential conflicts of interest with commission members who have received rental assistance. Richman suggested recusing those people from the relevant parts of the allocation discussion. Anthony noted that rental assistance discussion also has impact on the overall decisions, so recusing from parts of the meetings would not be effective. Hayek noted it would be very unlikely to have someone involved in the commission with that particuiar conflict of interest. Hart asked if there was a reason to remove the category questions. Hightshoe said they are not required as well some may feel they are too personal or should be considered private. MOTION: Hayek moved to amend the bylaws to remove the reference to HUD, remove the Local Homeless Coordinating Board representative, leave all other preferences as stated, and remove the demographics questionnaire section of the application, except for low income. DeFrance seconded, and the motion carried on a vote of 6-0. Monilmino Reoorts Johnson County Permanent Supportive Housing LP - Affordable Rental (FY06) Hightshoe reported they did receive a tax credit and plan to begin building soon. There are some access issues because of the highway, but financing is arranged. Housing Fellowship - Affordable Homeownership (FY03 and FY06) Hightshoe reported the money has been spent for FY03, purchasing two duplexes. They also purchased and renovated a house on Stanford Avenue. Housing Fellowship - Affordable Rental (FY05 and FY06) Hightshoe reported that they are currently looking for lots for FY06. Adiournment MOTION: Hayek moved to adjourn. Shaw seconded and the motion carried on a vote of 6-0. The meeting was adjourned at8:15. slpcd/minutes/HCDC/2006/08-15-06 HCOC.doc Housing & Community Development Commission Attendance Record 2006 Term Name Expires 01/19 02/16 03/09 03/23 03/29 04120 07120 08/15 Brian Richman 09/01/07 X X X X X X X X Holly Jane Hart 09/01/07 -- -- -- -- -- -- -- -- -- -- -- -- X X Jerry Anthony 09/01/08 X X X X X X X X Kelly Mellecker 09/01/08 OlE X X I X X X X -- -- i Lori Bears 09/01/07 X OlE X I -- -- -- -- -- -- -- -- -- -- i Marcv De France 09/01/09 -- -- -- -- -- -- -- -- -- -- -- -- X X I I Matthew Havek 09/01/07 OlE X X X OlE X X X I Michael Shaw 09/01/06 X X X X X X X X I I Thomas Niblock 09/01/08 X X X OlE OlE X OlE OlE William Greazel 09/01/06 OlE X X X X X X OlE Yolanda Spears 09/01/06 -- -- X -- -- -- -- -- -- -- -- -- -- -- -- Key: X = Present 0 = Absent OlE = Absent/Excused NM = No Meeting -- -- = Not a Member BY-LAWS ARTICLE I THE COMMISSION Section A. The name of the Commission is the Housing and Community Development Commission of Iowa City, Iowa, as established by Resolution No. 95-199 of the City Council ofIowa City, Iowa, pursuant to Chapter 403A, Code ofIowa (1995). ARTICLE 2 PURPOSE Section A. The purpose of the Commission is to assess Iowa City's community development needs for housing, jobs, and services for low and moderate income residents, and to promote public and private efforts to meet such needs. ARTICLE 3 DUTIES Section A. Duties of the Commission shall include: I) assess and review policies and planning documents related to the provision of housing, jobs, and services, for low and moderate income residents ofIowa City; 2) review policies and programs of the Public Housing Authority and Community Development Division and make recommendations regarding the same to the City Council; 3) review and make recommendations to the City Council regarding the use of public funds to meet the needs of low and moderate income residents; 4) actively publicize community development and housing policies and programs, and seek public participation in assessing needs and identifying strategies to meet these needs; 5) recommend to the City Council from time to time amendments, supplements, changes, and modifications to the Iowa City Housing Code. ARTICLE 4 MEMBERSHIP Section A. The Housing and Community Development Commission shall consist of nine (9) members appointed by the City Council of Iowa City. All members shall be qualified electors of the City of Iowa City, Iowa, and shall serve as such without compensation but shall be entitled to the necessary expenses, including traveling expenses incurred in the discharge of their duties. Section B. In order to satisfy the purpose and intent of this citizen commission, when possible, at least one person shall be appointed to the Housing and Community Development Commission with expertise in construction and at least one person with expertise in finance. In addition, when possible, the Commission shall include one person who receives rental assistance. Section C. The term of office for each member shall be three (3) years. In order to ensure a staggered turnover, initial appointments shall be three (3) members for each of one, two, and three years respectively. Section D. The Chairperson and Vice-Chairperson will be elected annually (in September) from the Commission membership. The Chairperson shall, when present, preside at all meetings, appoint sub-committees with the approval of the Commission, call special meetings and in general perform all duties included in the office of a Chairperson and such other duties as may be prescribed by the members from time to time. The Vice-Chairperson shall take over the above duties of the Chairperson in the event of the Chairperson's absence. Section E. Three (3) consecutive, unexplained absences of a member from regular meetings will result in a recommendation to the City Council from the Commission to discharge said member and appoint a new member. 2 Section F. If a position becomes vacant by reason of resignation or otherwise and results in an unexpired term the Council may choose to fill the unexpired term in such a manner that the appointee shall continue in the position not only through the unexpired term but also through a subsequent regular term. ARTICLE 5 MEETINGS Section A. Meetings of this Commission shall be on a regular monthly basis. A meeting date and time will be established by the Commission. A regular meeting may be cancelled if no urgent business requires a meeting. Section B. Special meetings of the Commission may be called by the Chairperson and shall be called by the Chairperson at the request of a majority of the membership. Section C. Meetings shall be held in an accessible, public meeting place. Notices of meetings (agenda) for all regular and special meetings shall be posted and distributed to members and the media at least 24 hours before any meeting is held. All provisions of the State Open Meeting Law shall be followed. The Chairperson or a designated representative, together with appropriate members of the City staff shall prepare an agenda for all meetings. Agendas shall be sent to Commission members at least three (3) days prior to the regular meetings. Section D. A majority of the members of the Commission (five or more) shall constitute a quorum of any meeting and the majority of votes cast at any meeting, at which a quorum is present, shall be decisive of any motion or election. Section E. There shall be no vote by proxy. Section F. Time shall be made available during all regular meetings for open public discussion. Section G. Minutes of all meetings shall be prepared and distributed to the City Council within three (3) weeks of the meeting in the manner prescribed by the Council. Minutes of all regular and special meetings will be mailed to all the Commission members during the week prior to the next meeting. Specific recommendations for the Council shall be set off from the main body of the minutes. ARTICLE 6 AMENDMENTS Section A. The By-Laws of the Commission shall be amended only with the approval of at least a majority of the Commission (at least five votes) at a regular meeting or a special meeting. Section B. Policy changes or By-Law changes may be adopted at the meeting following the meeting at which open discussion was conducted on the specific changes. ppdcdbg\bylaws.hcd MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION TUESDAY, AUGUST 1S, 2006, 6:30 P.M. FAMILY RESOURCE CENTER, GRANT WOOD SCHOOL FINAUAPPROVED r::J Me Jerry Anthony, Marcy DeFrance, Holly Hart, Matthew Hayek, Brian Rich Michael Shaw William Greazel, Thomas Niblock Tracy Hightshoe, Steve Long Call to Order \ Anthony called the ~eting to order at 6:35 p.m. , \ Minutes MOTION: Hayek moved to ccept the minutes as written. Shaw seconde , and the motion carried on a vote of 6-0. Public Discussion Long thanked the commission mem ers for attending the Commu y Development Celebration event. New Business Discussion of CDBG and HOME Investm t Policies and C unci! Earmarks Long distributed the original policy resol .ons for the ommission members' reference. He said the commission typically looks at the policies a ually, a also talks to the agencies to see how well the policies are working. Currently there are four armar d amounts. 1) To cover administrative costs; this amount is designated by HUD, 2) Aid to Age ie this started in 1994 and combined with city funds provides an allocation to approximately 14- human service agencies annually 3) economic development funds, and 4) housing rehabilit . These were all explained in the memo to the commission members sent with the meeting pa et. Richman asked what the commission shoul be discu ing in regards to the earmarks. Long said some council members are questioning whether aving the co mission allocate $14K for public services is a good use of the commission's time. The Ity has approxim tely 14 agencies the council funds through a review and recommendation process. ne issue with the c uncil's process is that it is difficult for new projects to get funding. On the other h nd, though new projec are more likely to be funded through the HCDC process, it takes a lot of time f r the commission to alloca a small amount of money. Long said he sees three option for the $14K. 1) The commis .on requests more funding for this category, 2) the council takes ov r allocating the $14K along with th other $10SK, or 3) leave things as they are. He said the discussio IS intended to find out the commission view. The amount of money that will be left over from those ocations in the future is unknown at tH point, but it will probably be approximately the same next ear. Hayek asked whether the ounts of money the council allocates are static. ong said usually a cost of living increase is given ev ry year, and the amount also depends on how Ion the agency has been on the list. They are currentl shifting into a performance-based system. Richman asked how th council allocates the money. Long said there is a forma competitive or politica. The council members who take care of the process revie make a recommendat n to the council on the amounts. Hayek asked wheth r this system was set up to ensure stability for certain agencies, receive an annual i come. Long said the original purpose is unknown, as no documentatio is available. Hightshoe said that the funding is fairly stable, since the $10SK taken off the top remains the ame even though total CDBG funding has been decreasing. Long said there is a perception that there is double-dipping, because some agencies have several different programs that could also receive funding through the commission's application process. He noted that the HCDC process is much more public. Shaw asked if the list of agencies receiving money Housing and Community Development Commission Minutes August 15, 2006 Page 2 from the council allocation is formally noted somewhere and available for review. Hightshoe said yes, there is a list. Long said the commission could recommend that the council make its process more public. Richman said the HCDC system is transparent and accountabie. Long said at least one council member wouid like more openness, and perhaps even an open hearing. Richman asked if it would be beneficiai for the agencies to have two application processes to deal with. Hayek said he does not have a problem with havi the council recapture the $14K. It does not make sense to have the HCDC take over such a small amo t. It would make more sense to give up the allocation of that part of the money completely, or to get more ney. $14K is not a good use of the commission's time. Shaw noted that .f the funding trend continues, soon the public services money that the commission allocates would be one. Hayek said it is good to have guidance and oversight of allocating the money. Anthony agreed that . e amount of money is not worth the amount of tim .it takes to allocate it. Hayek said if the counCil continues to allocate the funds, opening ore money to new agencies and projects would be good. Richman said whether the amount of mon y will increase is unknown, and he is unsure about whether sendi(lg all the money and allocation into a unknown system is a good idea. Shaw said it would be easier to mil\<e an informed decision about this. the reason for the current system was known. Richman agreed it is .I!l.ifficult to evaluate an unknown rocess and unknown list of agencies. It does not make sense to put addit}onal funds into an unknown s stem. \, Shaw said the reasons for the curr'l\nt arrangement might be ery good, but since they are unknown, it is impossible to make that judgment. \~ichman said the opt" ns currently are to give the $14K back to council, ask the council to give the co mission more mone for the public service category, or to continue with the status quo. He added that he ould prefer not to ive up the money, but cannot decide between the two other options. Anthony asked if a decision could be defer d for now. ong said he would be talking to the council soon regarding this topic. He said he has the imp ession t at two council members believe it would be more efficient for the council to handle all public se .ce m ey. Richman said with the current level of funding, that is correct, but things might change in five y rs well. Hightshoe said the amount could be determined b percentages instead of a set amount. Hayek said that would defeat the purpose of the fund, if it wer tended to provide a steady income stream to the agencies. He asked if all agencies on the list ar a ured of funding. Long said no, the allocations are becoming more performance based. Also, the lis has en pruned in the past. \ Richman said he would like to know more abo the coun il process before deciding. Hayek asked staff to let council know that HCDC shares their con rns about t current system efficiency, and are interested to hear their thoughts on the purpose and pr cess. Shaw s .d he would rather not have the funds go into an unknown process. Long confirmed that t e commission m mbers prefer a transparent and competitive process. Hayek noted that the other counc. members might n t even want additional responsibility of the fund allocation. Hightshoe said the agencies on the list ould be nervous about competitive process. Long noted that agencies on the bottom of the list woul be happy about it. Richma said he does not have a big problem with the status quo. However, a chan e might be beneficial to the a ncies that receive the money. Hart agreed she would like to know ore about the process and i tent behind it before making a recommendation. Richman summarized that the co mission would like to know what agencl s are currently on the list, how new agencies get put on the lis, and how decisions about distributing mo yare made. Hayek clarified that he would like to know wh er the percentages of funding for each age y change, and whether the process is at all competitive. so, what conventional wisdom drives the decisi -making. Anthony asked also for cia ication on what happens if the council takes over a cation of the remaining funds. Shaw asked wheth r the commission could ask the council to wait on makl a decision until more information is available. ong said the commission can request that. Hayek sugge ed asking the council to make their process re open. Richman reiterated that the commission needs m e information on the current process befor making a recommendation to council. Economic Develop en! Long summarized he memo by saying though economic development funds are ca ulated at nine percent of the to I annual allocation, the money is actually only taken from CDBG allo tion because HOME funds c not be used for this purpose. There is currently approximately $244K in e loan fund, Housing and Community Development Commission Minutes August 15, 2006 Page 3 and the CDBG allocation is shrinking. The commission could keep the current level of funding at nine percent, but clarify that the percentage should be calculated from the CDBG allocation only. That would reduce the amount of money going into the fund annually. Anthony sked how long money can stay in the loan fund. Long said there is no time limit. Hightshoe said the fund s not been marketed to potential applicants very much. She said the plan is to change the focus and ork with other lending institutions more and do gap funding, in order to find better-qualified applicants. 'chman said since not all the economic development money has been spent and this pot of funding exists, it makes sense to decrease the annual allocation. . MOTION: Richman moved to recommend clarification of the City Cou cil Resolution 01-367 to state that nine percent allocation of funding for economic development be cal lated using only the CDBG funds. Hart seconded. Hayek asked where housing contingency funds come from. Lo g said combined HOME and CDBG money. He added that an asterisk with a note would be added 0 indicate the clarification. Hightshoe asked if this would be intended for the upcoming allocation year, r the next. Long said 2007. Hayek asked for clarification that approximately $140K is set a de for economic development every year. Long said yes. Hightshoe said sllme was diverted one year to he Family Resource Center. Hayek asked why there is money still in the 1000n fund. Long said that th regulations governing the funds can be a deterrent, but marketing the progr~ will help increase aw eness and interest in it. Hightshoe said the hope is to do more business expans~n~ and gap funding, ultimately to decrease the risk the City takes when awarding funding to a business~nd provide per nent, stable jobs to low-to-moderate income persons. \ Anthony asked what the application proce is to rec Ive funds. Hightshoe said applications go to the Economic Development Commission. Long s 'd it is n very competitive because there are relatively few applications. He added that since the nine per nt is urrently based on both CDBG and HOME funds, it turns out that approximately 15 percent of CDB un s go into economic development. Richman said it seems as though the program is t being utilized well, so it would make sense to put money where it can be allocated. Anthony said I also concerned that there is no limit on how long money can remain in the fund. Richman said gue ses n be made on the original intent of the policy, but the question is what the best decision would be f r the c rrent situation. Long said the original intent was to set up a p 01 of mone that prospective businesses could tap into. It would be a revolving loan fund, so applicatio s could be ta en at any time. Shaw asked how applicants would be affected by this clarification. Long aid ultimately ss money would go into the fund, so less money would be available over time. Hight oe said the appl at ions that have been funded in the past have typically been about $25K to $30K. Richman said that based on the curre information, decreasing the amount going into the loan fund would have no significant effect. At this me, though, there is enoug money to fund the current demand. He added if there is a need for more f ds at a later date, further adju tments could be made then. Hayek asked whether word about the fund h s been communicated. Long sai es, ICAD knows. Hightshoe said a campaign has not gone out to Ie ers, however. Hayek said he is co erned whether the demand will remain the same if advertising incr ases. Hightshoe said it would reduc the amount fiowing into the fund. Shaw s gested making changes if demand has not changed aft two years of increased marketing. Hayek s it would make sense to market it more, and then if th re is no increase in activity, reduce the amount g 'ng in. Richman said that the availability of economic evelopment funds is only part of a decision to start a mall business. He said marketing the program mi t not increase the number of applicants. GDBG and HOME P gram Investment Policies Long said that the urrent policy designates a zero percent loan for non-profit orga izations (NPO) providing rental se ices. This is good for programs with an income from rent, which can e used to pay back the loans. owever, HAGAP cannot pay back loans since they house homeles families who generally do not ave incomes. Staff is recommending the policy to be tweaked to allow f r Conditional VOTE: Richman's moti carried on a vote of 5-1, Hayek dissenting. ; Housing and Community Development Commission Minutes August 15, 2006 Page 4 Occupancy Loans (COL). As long as the organization is providing the services specified in the loan agreement, the funding would be considered a grant. Ant y asked for confirmation that the NPO would have to pay back the loans if they stop operations or move. ng said yes. He noted that tweaking the policy in this way could decrease the amount of money being rec led back through the system through loan repayment revenue. Hayek asked 0 would get COLs. Long said public facilities. He added that some agencies with income streams could p back their loans with interest, but the system does not have the flexibilities to address that side either. Th intent is to try to sustain programs and also support e NPOs. Hayek asked if any 0 er groups besides HACAP would qualify fo this. Hightshoe said possibly DVIP. Richman asked whethe UD defines the term "transitional housin ." Long said yes, the maximum stay in this type of housing is 24 onths, during which time residents m t with counselors to work on stabilizing their situation and generati income. DeFrance asked what appens if an agency cannot pay back a loan. Long said foreclosure is option, though it is likely the I an would be forgiven. DeFrance asked why one organiz ion would receive speci terms. Long said it would be good to be able to evaluate each organization's abi to repay the loan in ividually. Right now the policy does not have that flexibility. Hayek asked whether ergency Housing ould also fall in this category. Long said yes, that type of housing usually receives de ining balance 10 ns or COLs. Shaw asked whether the commission coul recomme d reevaluation of the policy, to allow discretion on what type of loan to apply. Anthony asked w ther thO flexibility existed in policies before. Long said yes. Richman said it sounds likes the commissio sho Id reevaluate the policies as a whole, rather than piecemeal. He said the other effect of this sort f olicy revision is that the commission would have to decide what kind of loan each project would get a he time of allocation decisions, which would take time. Long said applicants can always ask for an am dm t from council after the loan is given, though that is not widely known. Shaw agreed that it would ake m e sense to look at the policies overall. There are overarching issues that come along wit discretion ry power. Anthony agreed with having the commission revisit the issue later in a larger ontext. Hightshoe asked whether the commissi members would e staff to do a preliminary evaluation and make a suggestion to the commission, r if the commission w Id like to discuss it. Hayek said he would prefer to have staff provide a starting int. Shaw said he woul Iso like to know what the impact would be on staff if a revised policy were ad pted. Discussion of Design Standards fo Federally Assisted Housing Proje Hightshoe noted this was discus ed briefly at a previous meeting. Th e are currently no set standards for staff to use when evaluating ousing proposals. The agreements sta that the city must approve the design before the developer c obtain a building permit, but yet provides 0 base standards to evaluate the designs submitted. The ode currently has basic design standards for ulti-family housing, but not for single famiiy/duplex ho es. These guidelines are intended to ensure t t the house fits into the neighborhood. She sugge ed having staff work with the Planning and Zoning ommission to create a proposal for HCDC to eva ate. . Shaw left at this point. Long said the intent i not for staff to police designs, but there have been some complai housing that does t blend into the neighborhood. Having standards would give staff when raising conce s with the developers. Hart asked whet r the problems have been with the house design or the neighbors. Hight hoe said both. Long said ome houses have obviously not fit in. Hayek said having staff present a pro osal for review is fine. e stated though standards might increase the price, housing should blend with the neighborhood where it is placed. Hightshoe said if a subsidized housing in a neighborhood does not "fit" in, it can create resistance in other neighborhoods as well. The purpose of basic design standards would hopefully be to reduce neighborhood resistance to affordable housing as well as not stigmatize the house as "assisted." Housing and Community Development Commission Minutes August 15, 2006 Page 5 Shaw returned at this point. Anthony recommended having staff explore the idea and come back to the commission with a proposal. He c irmed these would be part of the contract with the developer receiving the funds. Hightshoe said yes. She dded staff would iike to have this in place for the fiscal year 2008 projects. Amendment to DC Bylaws, Specifically Article 4 Section B, iticle 6, and Application Form Anthony noted this is the mandatory second discussion on hether to change the bylaws. Hightshoe reviewed the discussIon of the option to remove reference tHUD, leave preferences as currently stated, but remove reference to the Local Homeless Coordinating oard representative. Hayek asked about poten'!i€ll conflicts of interest with om mission members who have received rental assistance. Richman sugg ted recusing those pe pie from the relevant parts of the allocation discussion. Anthony noted tha ental assistance disc ssion also has impact on the overall decisions, so recusing from parts of the meetin s wouid not be eff tive. Hayek noted it would be very unlikely to have someone involved in the commissi with that partie ar conflict of interest. Hart asked if there was a reason to re ve the ca gory questions. Hightshoe said they are not required as well some may feel they are too perso I or sh uld be considered private. MOTION: Hayek moved to amend the by w to remove the reference to HUD, remove the Local Homeless Coordinating Board representative, leave all other preferences as stated, and remove the demographics questionnaire section of the ap Ii tion, except for low income. DeFrance seconded, and the motion carried on a vote of 6-0. Monitorina Reports able Rental (FY06j begin building soon. There are some access Johnson County Permanent Supportive Hightshoe reported they did receive a t credit and plan issues because of the highway, but fin cing is arranged. Housing Fellowship - Affordable Ho Hightshoe reported the money has en spent for FY03, purcha ing two duplexes. They aiso purchased and renovated a house on Stanford :o.venue. s/pcd/minuteslHCDC/2006/08-15- Housing Fellowship - Affordable ental (FY05 and FY06j Hightshoe reported that they are urrently looking for lots for FY06. Adiournment MOTION: Hayek moved to journ. Shaw seconded and the motion carried a vote of 6-0. The meeting was adjourned at 8:15. Housing & Community Development Commission Attendance Record 2006 - Na~ Term / Expires 01/19 02/16 03/09 03/23 03/29 04/20 07/20 ~c Brian Richman 'llW01/07 X X X X X X X/ X Hollv Jane Hart 09/(Th(07 -- -- -- -- -- -- -- -- -- -- -- -- A X Jerry Anthony 09/01/08 ,X X X X X X/ X X Kelly Mellecker 09/01/08 ill&. X X X X I/'X X -- -- Lori Bears 09/01/07 X !'Q.IE X -- -- --/ -- -- -- -- -- -- Marcy De France 09/01/09 -- -- --~ -- -- -- -- v--- -- -- X X Matthew Hayek 09/01/07 OlE X 'X- y OlE X X X Michael Shaw 09/01/06 X X X <X X X X X Thomas Niblock 09/01/08 X X X 07&. OlE X OlE OlE William Greazel 09/01/06 OlE X'" X X l"-.x X X OlE Yolanda Spears 09/01/06 -- -- -X -- -- -- -- --~ -- -- -- -- -- -- Key: ~ I X = Present , , 0 = Absent I OlE = Absent/Excused NM = No Meeting -- -- = Not a Member FINAL I]:J MINUTES IOWA CITY BOARD OF APPEALS MONDAY, FEBRUARY 6,2006 LOBBY CONFERENCE ROOM, IOWA CITY CITY HALL 410 E. WASHINGTON STREET IOWA CITY, IA MEMBERS PRESENT: John Roffman, Gary Haman, Chad Campion, AI Gerard, Steve Buckman MEMBERS ABSENT: Doug DuCharme, Tim Fehr STAFF PRESENT: Tim Hennes (Sr. Building Inspector), Sue Dulek (Assistant City Attorney), Roger Jensen (Fire Marshall), Loren Brumm (Building Inspector), Jann Ream (Code Enforcement Assistant acting as minute taker) OTHERS PRESENT: Mark Anderson (Shive-Hattery). Keith Johnk (Shive-Hattery). Pat Heiden (Oaknoll) RECOMMENDATIONS TO COUNCIL: None CALL TO ORDER: Chairperson Roffman called the meeting to order at 4:00 PM CONSIDERATION OF MINUTES: Minutes from the January 9, 2006 were reviewed. MOTION: Haman moved to accept the minutes. Gerard seconded. Motion passed unopposed. Appeal the decision of the Buildinq Official because: Item#1: The buildinq official has incorrectly interpreted a provision of the code. Item#2: Any material. alternate desiqn. or method of construction is appropriate if: (a) the proposed desiqn is satisfactory and complies with the provisions of code: and (b) the material. method or work offered is. for the purpose intended. at least the equivalent of that prescribed in this code in suitability. strenqth. effectiveness. fire resistance. durability. safety and sanitation. (Oaknoll Addition) FINAL Hennes explained that Doug DuCharme and Tim Fehr had to recuse themselves from the meeting because they both work for Shive-Hattery (appeal applicant). Hennes then explained the basis for the appeal. The 2003 International Building Code requires that exiting from residential uses be through a 30 minute rated corridor. Oaknoll designed exiting from the fifth floor of residential apartments in their new addition to be through an atrium. He asked Mark Anderson from Shive Hattery to present the case for their appeal. Anderson explained that the new addition is a 54 unit residential apartment building. It is designed as a Type II non-combustible building with a sprinkler and fire alarm system. He presented drawings showing the floor plans of the areas in question to better illustrate the issue. The floor plan showed a rated exiting corridor from residential units on the fifth floor going across a balcony through an atrium which is open to the 4th floor and then continuing as a rated corridor. There are 1 hour rated fire doors at either end of the balcony. Two of the residential units exit directly onto this interior balcony overlooking the atrium. Anderson explained that the building code allows exiting through an egress balcony and they consider this balcony as such. Hennes stated that egress balconies can only be exterior. Johnk stated that there were really two issues. Can the two apartments exit to the balcony and can the other apartments exit though the atrium which is protected by the 1 hour rated fire doors but which discontinues the 30 minute rated corridor. He said that Section 404.8 of the 2003 IBC allows exiting to and through an atrium as long as the travel distance is limited to 200ft. That is the case in this instance. The code allows an atrium to open to as many as three floors and this one is open to the fourth and fifth levels. The dining room and kitchen areas on the fourth level are open to the atrium. They are not required to be separated from the atrium by a 1 hour protection. Johnk stated that there are three safeties inherent to an atrium. Any hazard becomes immediately apparent and a course of action can be planned. Any hazard is at least a floor below. And it is a large volume of space which helps to dissipate smoke and toxic gases. He said the City's interpretation would never allow an atrium such as you might see in a hotel. Johnk explained that the second issue is one of continuity. Section 1016.5 of the 2003 IBC requires that once you are in a rated corridor, you have to stay within that corridor until you exit. Shive-Hattery believes their proposal is better than what the code requires because the atrium itself has a 1 hour rating with self-closing rated fire doors to the 30 minuted rated corridor. Brumm commented on the City's position. Exiting is covered under Chapter 10 of the building code and atriums are a very specific type of construction dealing with floor openings covered in Chapter 4. Exiting is only mentioned in Chapter 4 in terms of the required 200ft travel distance. Exiting still needs to conform to Chapter 10. He explained that the City has a concern that people could be exiting into an area where there is a build up of smoke and toxic gases. People can exit to an egress balcony but this is not an egress balcony. By code an egress balcony has exterior openings or a way to deal with the smoke. The apartments are open to the 4th floor where the FINAL commercial kitchen is located. A smoldering fire would allow a build up of smoke that would not necessarily get hot enough to set off the sprinkling system. When the fire alarm went off, the people in those apartments would be exiting into an area that could potentially contain a large amount of smoke. This is why the code requires protection from that smoke environment. Hennes asked that the Board look at the memo from Sue Dulek. This memo delineates the issues and states that Chapter 4 which provides the special provisions to allow an atrium does not excuse any of the requirements of Chapter 10 -exiting. Johnk disagreed because Section 404 does allow exiting into an atrium because the travel distance is specified. The code does not specifically say that an egress balcony is only exterior. The volume of the atrium itself would help with smoke accumulation. A two story atrium is exempted from the requirement that atriums three stories or more have a smoke evacuation system. Buckman pointed out that while it is true that the code does not specifically state that an egress balcony is exterior, everything that the egress balcony section refers to includes exterior systems. Johnk said that they don't consider the atrium balcony an egress balcony anyway; they simply consider it part of the atrium. Buckman stated his observation that people in the two apartments would be exiting into a greater hazard than the people in other apartments who would be exiting into the rated corridor. He explained that there is an open environment between fourth and fifth floors. There is no separation between the kitchen and the two apartments that exit onto the balcony. So if there is a fire in the kitchen the smoke will travel into the atrium. There is no continuity of the protection of a 30 minute rated corridor from floor to floor. He stated that if the atrium is used for exiting of residential units on the fifth floor, then the corridors on the fourth floor must also be rated and separate the hazardous areas (such as the kitchen) from the atrium. The code provides for a barrier between the hazard and the exiting corridor. Hennes stated that there are options that the City would accept for maintaining a 30 minute rated corridor. One of those options would be to build a 30 minute rated separation on the fourth floor to separate the hazardous areas on the fourth floor from the atrium. Other options would be to fill in the corridor wall on the fifth floor so that there is no opening to the atrium (either a solid or glass wall), or a rolling fire shutter along that wall that would close off the area in case of a fire. They could also install a smoke evacuation system that would evacuate smoke from the atrium. All of these options could be code compliant. Hennes said the first issue to decide was if the Building Official had correctly interpreted the code in stating that Chapter 4 could not excuse the exiting requirements of Chapter 10. Johnk said he just wanted to be sure he getting it correctly that Chapter 10 would never allow rooms in hotel to exit to an atrium. Roffman stated that as long as the separations were maintained between hazardous areas, rooms could exit to an atrium. Also a smoke evacuation system could be installed. FINAL Johnk agreed that separations on the fourth floor would make the area safer but wondered if the code actually required it. Buckman stated that the code does require the protections. Roffman asked for a motion that would address the first issue concerning whether or not the Building Official correctly interpreted the code in that Chapter 4 does not excuse the requirements of Chapter 10. MOTION: Buckman moved that the building code interpretation of the Building Official was correct. Haman seconded. VOTE: The motion passed unopposed. Roffman stated that the applicant needed to come back to the City with an alternative to the design that the City could accept as code compliant. Options were discussed. Hennes asked if a specific motion was required concerning what option would be acceptable. Dulek replied no; but, if the applicant came back with a specified option that the City did not accept, he should not have to file a new appeal. It should be a continuation of this appeal. MOTION: Buckman moved that any proposed design solution that needs to be reviewed by the Board will be considered a continuation of the current appeal. Haman seconded. VOTE: The motion passed unopposed. OTHER BUSINESS: Roffman stated that the next meeting date was scheduled for March 6, 2006. No members present had conflicts with that date. ADJOURMENT: Haman moved to adjourn the meeting. Campion seconded. The meeting was adjourned at 4:57 PM. John Roffman, Board of Appeals Chairperson Date FINAL NAME TERM Jan-06 Feb-06 Mar-06 Apr-06 May-06 Jun-06 Jul-06 Aug-06 Sep-06 EXPIRES Gary Haman 12/31/2007 X X NM NM NM NM NM NM OlE Steve Buckman 12/31/2006 X X x Doug DuCharme 12/31/2009 OlE OlE OlE Tim Fehr 12/31/2008 X OlE x John Roffman 12/31/2007 X X x Chad Campion 12/31/2008 X X x AI Gerard 12/31/2010 X X x KEY X = present o = absent OlE = absenUexcused NM = No meeting _ = not a member rJ;D MINUTES PLANNING AND ZONING COMMISSION EMMA J. HARVAT HAll SEPTEMBER 21, 2006 APPROVED MEMBERS PRESENT: Dean Shannon, Charlie Eastham, Ann Freerks, Bob Brooks, Wally Plahutnik, Beth Koppes MEMBERS ABSENT: Terry Smith STAFF PRESENT: Bob Miklo, Karen Howard, Sara H. RECOMMENDATIONS TO CITY COUNCil: Recommended approval, by a vote of 6-0 (Smith absent), REZ06-00023, a rezoning from Commercial Office (CO-1) and Interim Development-Office Research Park (ID-ORP) zOne to Research Development Park (RDP) zone for 37.92-acres of property located On Northgate Drive. Recommended approval, by a vote of 6-0 (Smith absent), REZ06-00024, a rezoning from Intensive Commercial (CI-1) to Community Commercial (CC-2) for approximately 9.83-acres of property along both sides of Stevens Drive east of Gilbert Street and property along Waterfront Drive north of Stevens Drive. Recommended approval, by a vote of 6-0 (Smith absent), Amendments to Title 14, Zoning Code as listed on the Agenda for the Planning and Zoning Commission's 9/18/06 and 9/21/06 meetings. Recommended approval, by a vote of 6-0 (Smith absent), amendments to the Iowa City/Johnson County Fringe Area Agreement. Recommended approval, by a vote of 5-1 (Shannon voting no, Smith absent), an amendment to the Subdivider's Agreement; Saddlebrook Addition Part 2 to allow a temporary increase in the number of permitted dwelling units prior to the provision of secondary access. CAll TO ORDER: Brooks called the meeting to order at 7:32 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was nOne. REZONING ITEMS: REZ06-00023, discussion of an application submitted by Southgate Development Services LLC for a rezoning from Commercial Office (CO-1) and Interim Development-Office Research Park (ID-ORP) zone to Research Development Park (RDP) zone for 37.92-acres of property located on Northgate Drive. Miklo said the current zoning On the 3-acre parcel was CO-1, Office Commercial, and IDRP, Interim Development-Office Research Park on the larger tract to the north. An interim zoning was typically applied to properties which did not have sufficient urban infrastructure to allow development. The applicant had requested that both areas be zoned Research Development Park, which would allow firms that had office, research or laboratory, or light manufacturing functions. An example was the Press Citizen building located On North Dodge Street which had both an editorial office where the newspaper was edited and a printing plant where the newspaper was printed. A Commercial Office ZOne allowed only office uses and light incidental retail uses. A minimum lot size of 1-acre was required of properties ZOned RDP to create a campus type of environment. I n this particular locatiOn there was a COnditional Zoning Agreement (CZA) which required a minimum of 1-acre lots in the CO-1 ZOne so that it was more in keeping with the Office Park originally envisioned for Northgate Corporate Park. The Comprehensive Planning and Zoning Commission September 21, 2006 Page 2 of6 Plan recognized this area as appropriate for Office Research Park or Research Development Park area. Staff felt that the proposed rezoning to Research Development Park complied with the Comprehensive Land Use Plan. A number of current property owners in that development had expressed concerns to Staff that there was only one street access to the development via Northgate Drive. At peak times of the day there was typically an extended wait for vehicles exiting the development onto North Dodge Street. In the long term the problem would be resolved when Northgate Drive was extended to the north and Oakdale Boulevard crossed the property which would provide additional access to Highway 1 and access to Scott Boulevard. The City was working with the Department of Transportation on some short term solutions which would include two left hand turn lanes from Northgate Drive onto Highway 1, but was not currently funded. The build out of the proposed zoning area would not be immediate and in the long term the traffic concerns for the research development park would be addressed so Staff recommended approval of REZ06-00023. Public discussion was opened. There was none. Public discussion was closed. Motion: Eastham made a motion to approve REZ06-00023, a rezoning from Commercial Office (CO-1) and Interim Development-Office Research Park (ID-ORP) zone to Research Development Park (RDP) zone for 37.92-acres of property located on Northgate Drive. Koppes seconded. The motion carried on a vote of 6-0 (Smith absent.) REZ06-00024, discussion of an application submitted by Williamson LLC for a rezoning from Intensive Commercial (CI-1) zone to Community Commercial (CC-2) zone for approximately 9.83-acres of property located both north and south of Stevens Drive between S. Gilbert Street and Waterfront Drive. Miklo said the properties on both sides of South Gilbert Street which fronted onto South Gilbert Street had been recently rezoned from CI-1 Intensive Commercial to CC-2 Community Commercial. The applicant was now seeking CC-2 zoning for the general area to the east on Stevens Drive and on Waterfront Drive. Staff had recommended to the applicant that he seek the consent of the surrounding property owners on Stevens Drive and Waterfront Drive to rezone their properties to avoid leaving an island of CI-1 north of Stevens Drive. Consent had been received from all except one property owner; Staff had visited with that particular property owner earlier in the day but had not received a definitive answer from him. The proposed zoning, Community Commercial, was a retail type zone which would allow retail shops, restaurants, office uses and similar type uses. The Comprehensive Plan for this area showed the possibility of CC-2 zoning throughout the area along Gilbert Street. That policy had been adopted in 1997 with the recognition that significant residential development farther to the south would occur and that this particular area would be a gateway to the city. Development in the proposed CC-2 zoning would provide a more presentable appearance than the current CI-1 Intensive Commercial, quasi-industrial zoning. The area contained a gas station, several office type uses. Improvements to address the existing traffic issues at the intersection of Gilbert Street and Hwy 6 were in the Capital Improvements Program. Staff did not recommend delaying the improvements to that intersection given that the planned conversion of the surrounding area to Community Commercial uses would likely generate even more traffic. Staff recommended approval of REZ06-00024. Plahutnik asked if the properties owned by the one uncommitted property owner would become non- conforming in any way if they were rezoned to CC-2. Miklo said no, Plumbers Supply was considered a retail business; Bochner Chocolates a "cottage industry" manufacturing use and retail use would be an allowed provisional use; the Hy-Vee gas station would be a special exception in either zone. Public discussion was opened. There was none. Public discussion was closed. Eastham asked if this item should be deferred to allow the property owner who had not consented to the rezoning to make his position known. Miklo said that owner was aware of tonight's meeting but apparently chose not to object to the rezoning. If he does object he will be able to do so with the City Council. Planning and Zoning Commission September 21, 2006 Page 3 of6 Motion: Koppes made a motion to approve REZ06-00024, a rezoning from Intensive Commerciai (CI-1) zone to Community Commerciai (CC-2) zone for approximately 9.83-acres of property located both north and south of Stevens Drive between S. Gilbert Street and Waterfront Drive. Plahutnik seconded. The motion carried on a vote of 6-0 (Smith absent). REZONING/DEVELOPMENT ITEM: REZ05-00019/SUB05-00029, discussion of an application submitted by S&J Development LLP for a rezoning from Rural Residential (RR-1), Interim Development Single-Family Residential (ID-RS) zone and Low Density Single-Family Residential (RS-5) zone to Planned Development Overlay/Low Density Single- Family Residential (OPD5) and a preliminary plat of Country Club Estates, Parts 3-8, a 154-lot, 82.30- acre residential subdivision located north of Rohret Road and west of Phoenix Drive. Miklo said Staff had received a letter from the applicant's consultant requesting an indefinite deferral. It was Staffs understanding that the applicants were going to review and modify their plan and re-submit at a later date. Public discussion was opened. There was none. Public discussion was closed. Motion: Freerks made a motion to indefinitely defer REZ05-00019/SUB05-00029. Eastham seconded. The motion carried on a vote of 6-0 (Smith absent). DISCUSSION OF AMENDMENTS TO TITLE 14. ZONING CODE: Brooks said the Commission would receive public comment from the audience on any of the proposed 33 amendments to the Zoning Code. Most were minor housekeeping and/or corrections that had been found since the Code had been adopted. No comment from the public was received. Motion: Koppes made a motion to approve the proposed amendments to Title 14, Zoning Code, as listed on the Agenda for the Planning and Zoning Commission's 9/18/06 and 9/21/06 meetings. Freerks seconded. The motion carried on a vote of 6-0 (Smith absent). REZONING ITEMS: REZ06-00017. discussion of an application submitted by Pentacrest Garden Apartments for a rezoning of 3.41-acres of property located at 12 East Court Street from High Density Multi-Family Residential (RM-44) zone to Central Business (CB-10) zone. REZ06-00018, discussion of an application submitted by University View Partners for a rezoning of .08- acres of property located at 22 East Court Street from Central Business Support (CB-5) zone to Central Business (CB-10) zone REZ06-00019, discussion of an application submitted by University View Partners for a rezoning of .17- acres of property located at 335 South Clinton Street from Central Business Support (CB-5) zone to Central Business (CB-1 0) zone. REZ06-00020, discussion of an application submitted by Center City Partners for a rezoning of .33-acres of property iocated at 336 South Clinton Street from Central Business Support (CB-5) zone to Central Business (CB-10) zone. Motion: Freerks made a motion to indefinitely defer items REZ06-0017 through REZ06-00020 at the request of the applicant. Eastham seconded. The motion carried on a vote of 6-0 (Smith absent). REZ06-00021, discussion of an application submitted by James Davis for a rezoning of 17.75-acres of property located at Eagle View and Grace Drive from Intensive Commercial (CI-1) zone to Community Commercial (CC-2) zone. Motion: Koppes made a motion to defer REZ06-00021 to 10/5/2006 as requested by the applicant. Plahutnik seconded the motion. The motion carried on a vote of 6-0 (Smith absent). Planning and Zoning Commission September 21, 2006 Page 4 of6 OTHER: Discussion of Amendments to the Iowa City/Johnson County Frinae Area Aareement. Miklo said the Fringe Area Agreement was a policy document adopted by the City of Iowa City and Johnson County to guide the regulation of properties within two miles of the city's corporate limit. The most recent agreement had been adopted in 2000 for a term of five-years. It had been extended an additional year while a committee comprised of the City Council, the County Board of Supervisors and Staff from both bodies prepared the proposed amendments to the Agreement. One proposed amendment would clarify that for rural areas outside of the City's growth area, agricultural uses would be the preferred uses as opposed to residential use. It would be a tightening of development in some circumstances in favor of agricultural uses. The exception would be the north corridor area between the Iowa River and HWY 1 north of Iowa City, which had been identified by the County as an area for residential development. A second area of proposed change was the interchange area of Herbert Hoover Highway and Interstate 80. The County had proposed to shift the commercial designation to the west to include more acreage for highway commercial and highway related uses such as hotels, motels, truck stops, gas stations, etc. The proposal indicated that if development would occur in that area it would conform to City standards if they were more stringent than County standards ie: sign regulation, parking lots, landscaping. Miklo said, if approved, the Agreement would be good for a period of 5-years and if at the end of 5-years neither party objected, it would continue for another 5-years. Public discussion was opened. There was none. Public discussion was ciosed. Motion: Plahutnik made motion to approve the amendments to the Iowa City/Johnson County Frinae Area Aareement as listed in the Staff Report of September 15, 2006. Eastham seconded. The motion carried on a vote of 6-0 (Smith absent). Discussion of an amendment to the Subdivider's Aareement: Saddlebrook Addition Part 2 to allow a temporary increase in the number of permitted dwelling units allowed prior to the provision of a secondary street access. Miklo said based on the City's Secondary Access policy, the Subdivider's Agreement for Saddlebrook Addition Part 2 had placed a cap of 416 units on the number of dwellings that could be developed prior to a second street access to the property. Since the original agreement had been adopted, plats had been approved for a second access leading into the Whispering Meadows subdivision. The applicant was not ready to install that access but did have zoning for 27 dwelling units further to the east on Heinz Road which did have sewer, water and street access. The applicant was seeking to amend the Agreement to allow the 27-units to be built. Staff had drafted an agreement which had a time period of 3 years and would allow the proposed amendment to take place. The applicant had a Letter of Credit so if the street was not built within 3-years the City could build the street at that time. With the Letter of Credit assurance Staff felt that the proposed amendment to the Subdivider's Agreement was reasonable. Public discussion was opened. There was none. Pubiic discussion was closed. Motion: Eastham made a motion to approve the proposed amendment to the Subdivider's Agreement; Saddlebrook Addition Part 2. Freerks seconded the motion. Shannon said he was familiar with the subdivision and had gone out to look at the site. The applicant had known for quite some time that they were approaching the dwelling unit cap before needing to install a secondary access. He did not feel that it would be of benefit to the City or an advantage to the citizens currently residing in that neighborhood to allow the additionai units to be constructed prior to the secondary access. He would not support this amendment. The motion passed on a vote of 5-1 (Shannon voting in the negative, Smith absent). Planning and Zoning Commission September 21, 2006 Page 5 of6 CONSIDERATION OF 9f7106 MEETING MINUTES: Motion: Koppes made a motion to approve the minutes as typed and corrected. Eastham seconded. Motion passed on a vote of 6-0 (Smith absent). ADJOURNMENT: Motion: Eastham made a motion to adjourn. Freerks seconded. The motion carried on a vote of 6-0 (Smith absent). The meeting was adjourned at 8: 13 pm. Elizabeth Koppes, Secretary Minutes submitted by Candy Barnhill sJpcd/minsfp&zl20206/9-21-06.doc i i Iowa City Planning & Zoning Commission I Attendance Record 2006 I I FORMAL MEETING I Term I I Name Expires 1/5 1/19 2/2 2/16 3/2 4/6 4/20 5/18 6/1 6/15 7/6 7/20 8/3 8/17 9/7 9/21 B. Brooks 05/10 X X X X X X X X X OlE X X X X X X I , C. Eastham 05/11 -- -- -- -- -- -- -- X X X X X X X X X I I A. Freerks 05/08 X X X X X OlE X X X OlE X X X X X X I E. Koppes 05/07 OlE X X X X X X X X X OlE X X X X X I I W Plahutnik 05/10 X OlE X X X X X X X X OlE OlE X X X X D.Shannon 05/08 X X X OlE X X OlE X X X X X X OlE 0 X i T. Smith 05/06 X X OlE X X X X X X OlE OlE X X X X OlE INFORMAL MEETING Term Name Exoires 2/13 2/27 4/17 5/15 7/17 7/31 8/14 9/18 I B. Brooks 05/10 X X X X X X X X C. Eastham 05/11 -- -- -- X X X X X A. Freerks 05/08 X X X X X X X X E. KooDes 05/07 X X X X X X X X W Plahutnik 05/10 X X X X OlE OlE OlE X I D.Shannon 05/08 OlE 0 OlE X X X OlE X ! T. Smith 05/06 X X X OlE X X X OlE I Key: X = Present I 0 = Absent I OlE = Absent/Excused , I I I I c:o MINUTES IOWA CITY PUBLIC ART ADVISORY COMMITTEE THURSDAY, SEPTEMBER 7, 2006 LOBBY CONFERENCE ROOM, CITY HALL APPROVED Members Present: Emily Carter-Walsh, Charles Felling, Emily Martin, Mark Seabold, Terry Trueblood, DaLayne Williamson Members Absent: Rick Fosse Staff Present: Karin Franklin, Marcia Klingaman Others Present: Regenia Bailey, Ron Knoche CALL TO ORDER Seabold called the meeting to order at 3:33. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA NONE CONSIDERATION OF THE MINUTES OF THE AUGUST 3. 2006 MEETING MOTION: Martin moved to approve the minutes as submitted. Trueblood seconded the motion. The motion passed 6:0. DISCUSSION OF DEDICATION FOR JUST FOR KICKS. AND THE WETHERBY SHELTER. Klingaman said the Wetherby shelter was completed but still needs some finishing painting. She noted the Wetherby neighborhood has scheduled their diversity celebration for October 14 and the dedication of the shelter should coincide with that event. Seabold said the best time for Just for Kicks dedication would be during the soccer season. He noted soccer games wilI start at 9, 10, II, and 12 every Saturday. Klingaman asked if there is any time when the soccer players could actually participate in the dedication. The committee decided on two alternative dates for the dedication: October 21 at lOam or September 23 at lOAM depending on the availability of the artist. 4:00 PM DEDICATION OF BIRDS IN FLIGHT. The group proceeded to sculpture site in Sycamore Greenway. Seabold said the artist Mark La Mair is a native Iowan, and remembered and got inspired by his childhood in Iowa, the natural environment, woodlands, gently rolling fields, open spaces, fresh air and space to move around. 2 Regenia Bailey said she appreciates the work of the Public Art Advisory Committee. She said that at lunch she heard about the fairly short history of the Public Art Advisory Committee and was impressed to see the high number of projects undertaken. Bailey stated that public art meets you where you are and therefore is a great way to engage people to experience art. She added that her parents regularly walk the trails and that's how she found out when the sculpture was set up. Seabold said he appreciates the work of Council members and their support for the Public Art program. ADJOURNMENT The meeting adjourned at 4:20 PM. Public Art Advisory Committee Attendance Record 2006 Term Name Exoires 1/05 2/2 3/2 4/6 6/1 7/6 8/3 9/7 Emily Carter Walsh 01/01/08 DIE X DIE X X DIE X X Charles Fellin!! 01/01/09 X X X X X X X X DaLayne Williamson 01/01/09 X X X X X X X X Emily Martin 01/01/08 X DIE X X DIE X X X Mark Seabold 01/01/07 X X X X X X X. X Rick Fosse X X DIE X X X X DIE Terry Trueblood X X X X X DIE X X I Key: I X = Present I 0 = Absent I I DIE = Absent/Excused i I I MINUTES IOWA CITY BOARD OF ADJUSTMENT SEPTEMBER 13, 2006 EMMA J. HARVAT HALL-IOWA CITY, CITY HALL APPROVED ~ MEMBERS PRESENT: Carol Alexander, Karen Leigh, Michelle Shelangouski, Ned Wood, Michael Wright STAFF PRESENT: Sarah Walz, Sarah Holecek OTHERS PRESENT: Bob Downer, Gloria Marchman, Mary McGeorge CALL TO ORDER Chairperson Leigh called the meeting to order at 5:00 p.m. CONSIDERATION OF THE AUGUST 9.2006 MEETING MINUTES Leigh noted that on the last page, Burlington Street should be changed to Bloomington Street. MOTION: Alexander moved to accept the minutes as amended. Shelangouski seconded, and the motion carried on a vote of 5-0. MOTION: Wright moved to consider the items out of order from the stated agenda, to consider first the memorandum from Manville Heights residents to defer their appeal. Wood seconded, and the motion carried on a vote of 5-0. APPEAL APL06-00003 Discussion of an application from J. Alberto Abreu for an appeal of the Building Official's decision pertaining to the regulation of accessory apartments. Walz reported the applicant has requested a deferment of the appeal until the next meeting, due to a miscommunication that prevented adequate notice of the September hearing date to be sent to the co- applicants. She will be getting those addresses from Mr. Abreu and will send out notice of the October meeting as soon as possibie. MOTION: Wright moved to defer APL06-00003 to the October meeting. Alexander seconded, and the motion carried on a vote of 5-0. SPECIAL EXCEPTIONS EXC06-00019 Discussion of an application submitted by Oaknoll Christian Retirement Services for a special exception to allow off-site parking on a separate lot for property located in the High Density Multifamily (RM-44) zone at 1116 Oakcrest Street. Walz reported the application is a request to allow offsite parking in an RM-44 zone. Oaknoll is proposing to remove the existing apartment building and construct a parking lot to accommodate 20-23 additional spaces intended for staff and resident secondary parking. Currently there are 19 spaces on the lot, but they are not to code. Walz noted in the staff report that Oaknoll was granted a variance in the early 1980's to reduce the amount of parking required for their facility. The additional parking is needed now because of a changing resident base at the facility and an increased demand for parking from residents. Though Oak noli currently provides 188 spaces on-site, they estimate the actuai need is for 221 spaces. Walz continued by saying that the Oak noli facility and the proposed parking lot are on the edge of the same RM-44 zone. Zoning requirements for this area say that the lot must be within 300 feet of the entrance and in the same zone. This parking lot does comply with these requirements. The approval Board of Adjustment September 13, 2006 Page 2 requirements deal mostly with fitting the offsite parking into the surrounding context, in this case a residential neighborhood. Walz said staff has recommended changes to the original site plan that would reduce the projected number of spaces to 20 instead of the 23 proposed. The entrance will be in the same place and the 20- foot setback is required. Staff does not anticipate any pedestrian or vehicular safety issues. The applicant has indicated that the lot will be used strictly on a permit basis. They will post the lot and enforce this. Waiz said the site plan appears to meet the basic standards in the code, but it will have to be checked by site plan review to ensure compliance. In this case there is no principle building structure to hide parking behind. This is unusual, but the City does have a history of granting these exceptions, for example in the case of Mercy Hospital's accessory parking. The new code has given more enforceable ways to ensure that parking areas like this are done in an aesthetically pleasing manner that fits into the neighborhood. Walz noted that if the special exception is granted, this lot is solely intended as accessory parking to the Oaknolll facility only. It therefore could not be sold to another party to be used as a parking lot. To prevent parking lots from detracting from the residential neighborhood character, the City requires a 10-foot buffer between the side lots and a screen to the S-2 standard in the front. Staff has recommended an S-2 option such as a masonry wall complementing the adjacent Oak noli structured parking in addition to the vegetation, since there will not be a building to screen the street front. This would make a more visually pleasing street front and also provide a visual cue to tie the lot to Oaknoll. Walz said in general 5-2 standards use distance and low-level screening to separate uses, which can be done with vegetation alone. However, something that ties the lot to the facility would be preferable. There is an established oak tree at the rear of the lot that staff would recommend to be saved. The applicant has indicated willingness to save the oak tree, and staff will have some recommendations on measures to take. The applicant has proposed that if the tree is saved, any vegetative screening should be placed outside of the drip line of the tree, and staff believes that is appropriate. Also, all lighting on the lot will need to be downcast, to shield neighbors from glare. Walz said this specific exception will not be a detriment to or endanger the public's health, safety, comfort, or general welfare because the lot will only increase the parking capacity by a small number of spaces. This will also not be injurious to the use and enjoyment of other properties in the immediate area, and will not substantially diminish or impair property values. The required setbacks and screening address these issues. However, a larger parking lot would likely begin to erode the residential neighborhood, and would be discouraged by staff. Establishment of this specific special exception will not impede the normal and orderly development and improvement of the surrounding properties for uses permitted in the zone. All of the surrounding lots are fully developed, and since this lot is accessory, another business or other party could not purchase the lot for use as a parking facility. Walz said all necessary access roads and utilities are already in place to serve the facility. Adequate measures have been or will be taken to minimize traffic congestion on access streets. This special exception confomns to the applicable regulations and standards of the zone in which it will be located, except in respect to the regulations and standards applicable to the exception. The preliminary site plan meets all these needs, and the site plan review will confirm that everything meets code requirements. As long as the parking lot is well landscaped and screened, it does not appear to conflict with the Comprehensive Plan, which encourages the preservation of existing neighborhoods and the provision of group living options for seniors. Walz said the screening and tree preservation are strongly recommended to help preserve the residential character of Oakcrest Street and the single-family neighborhood to the north. Staff added the note that a larger lot would be discouraged. She added that the applicant has received the staff recommendation and made some suggestions. Walz distributed and read the revised recommendations to the Board, which included slight modifications. Board of Adjustment September 13, 2006 Page 3 Alexander asked for confirmation of the current number of parking spaces. Walz said the lot currently has 19 parking spaces, but they are not to code. The site plan submitted by the applicant, which did not include preservation of the oak tree, indicated 23 spaces. Staff estimates that if the oak tree is preserved, the number would be reduced to 20. Oaknoll would be increasing the number of parking spaces by one in the lot, but would increase their overall total by 20. Public Hearina Opened Robert Downer introduced himself as both the attorney for Oaknoll and the advisory director of the non- profit corporation that operates the facility. He said the circumstance that led to the need for increased parking arose because of the construction of the addition that will be completed in October. That addition and associated construction has met required parking needs for those areas, however a changing level of activity of the residents who reside there has led to an increase in the number of cars as the facility has expanded. Downer said the problem was identified approximately a year ago, and several solutions were proposed. Oak noli representatives have met with City staff to discuss alternatives such as street widening and other options in the area. Then they learned that the owners of the apartment building were willing to sell, so the best option appeared to be to purchase it, demolish it, and create an additional lot. He suggested that a parking lot would be an improvement in the view for the neighbors, since the building is in a dilapidated condition. The parking lot will look out on the north lawn of Oaknoll, which is a rolling site with mature trees. Downer said the additional conditions are perfectly acceptable to Oaknoll. They cannot guarantee the continued life of the oak tree but will make every reasonable effort to preserve it. They also wanted to make sure the lot is available to residents and visitors to Oak noli as well as staff. It is not possible to put up parking gates or controlled access because of the shared access on the west side, but it will be posted as restricted parking and attempts will be made to enforce that. He noted that there are other representatives from Oak noli and Shive-Hattery present as well, who are available for questions, if needed. Wright asked for confirmation of what need this parking will fulfill, whether for the new addition or other. Downer said it is to provide overflow parking for the entire complex. This was not required for the addition or to fulfill any other parking requirements for the facilities. If this lot was not acquired, the required parking for the complex would still be met. However, more parking is needed because of the projected number of cars that will be brought in by new residents. They are taking steps to limit the number of cars that new residents will be bringing to the facility in the future. This had not been done before because the problem was not foreseen until contracts had already been signed. Alexander asked if there is anyon-street parking available. Downer said yes on George Street, though that has come up in several neighborhood meetings that he has attended. He said that many of the neighborhood residents perceive the amount of street parking to be inadequate. Alexander noted that if additional parking is not provided, more strain would be put on the on-street parking. Downer said yes. Shelangouski asked how Oaknoll proposes to enforce permit parking for their visitors. Downer said in most cases, it will not be practical to enforce the permit parking. However, they do not want the lot to be off limits during events at Oaknoll, such as during evening board meetings. Mary McGeorae introduced herself as a friend of a tenant currently living in the apartment building that Oak noli is proposing to demolish. She said her concern is how Oaknoll will insure that only permitted people will park in the lot, since there is another building next door with its own parking needs. Also, she questioned the intention to demolish the apartment building when the additional parking will not completely fulfill the facility's needs. She said that though Oak noli has offered to buy the current tenants out of their leases, the situation is causing stress to the tenants who have to make a decision about moving by September 30. She noted that new living arrangements are not easy to make after August leases have already begun. Board of Adjustment September 13, 2006 Page 4 Downer replied to McGeorge's question regarding the current tenants' status by saying there are currently two tenants living in the building, according to his most recent information. He stated that if other living arrangements are not made, the current leases of all the tenants would be honored. The tenants will not be ejected from the building, though they do have the option to terminate their leases early. However, the tenants do not have any way to extend their leases indefinitely. Shelangouski noted that the lot could still be used for parking even if the building is not demolished. Gloria Marchman introduced herself as a resident living behind the building that Oaknoll is proposing to demolish, speaking on behalf of two or three other neighbors. She said they have no issue with Oaknoll. Their primary concern in this matter was saving the historic oak tree during the construction. She noted that the tree had been protected until 1996, but the protection was not renewed. She also said she wanted to know whether at a later date a change could be made to the lot or a parking ramp be put in. Walz said no, if the tree dies the space couid be used for additional parking. However, any other change or expansion to the site would require a special exception. Since they would need a building permit to build a ramp, for example, the need for a special exception would be noted at that time. Leigh closed public comments. Wright asked for clarification on the language included regarding the tree preservation. Holecek said since it is impossible to guarantee the continued life of a living thing, the changes clarify what efforts Oaknoll needs to do to preserve the tree. However, as it is now stated, they can absorb the additional space without need for another special exception if the tree dies. Shelangouski asked how much of the lot is currently paved. Walz displayed the site plan, indicating that there will not be much of a change in the total impermeable surface of the property, though the buffer will be new. Additionally, green space will be gained in the end caps. Shelangouski asked for confirmation that part of the permit requirements is prevention of runoff onto neighboring properties. Walz said yes. MOTION: Alexander moved to approve special exception EXC06-00019, subject to the revised conditions as outlined and distributed by Walz. Wright seconded. Wright said that the specific standards for off-street parking and zoning for this special exception seem to be met. It is within 300 feet of the entrance. Section F approval criteria seems also to be met in general, though he is a little concerned about off-site parking with no other use. He said he does not like setting that sort of precedent within a residential neighborhood. In the future Oaknoll needs to pay more attention to planning needs for parking. At the same time the general intent of the standard is being met, and the lot is currently not attractive. Between the landscaping and preservation of the tree, the parking lot will likely be an improvement. Wright said in terms of the general standards, this exception should not be a detriment or endanger the public's safety, health, or general welfare, and should in fact have little impact on those at all. It should not be injurious to enjoyment of other properties in the immediate vicinity. This should not impede the orderly development of the surrounding properties for uses permitted within the zone. Oaknoll cannot sell this property for use as a parking lot, nor lease it for commercial parking purposes. All utilities are in place. Adequate measures will be taken for ingress and egress according to the site plan. He said he believes it conforms to the applicable regulations of the zone in which it is located. The preliminary site plan appears to meet the basic requirements of the multi-family residential zone. He believes this is also largely consistent with the comprehensive plan, and that he would vote in favor of the exception. Alexander said this exception has is either no change or improvement. It will not affect traffic, and will be an aesthetic improvement to the neighborhood. Though this will not be seen as an improvement to the current tenants, she noted that the Board cannot force the current owner to continue the use of the building as an apartment. She said she would also vote in favor. Wood said he has no reservations about this exception in terms of the specific or general standards, and would vote in favor. Board of Adjustment September 13, 2006 Page 5 Shelangouski said she would vote in favor of the exception for the reasons already outlined. Leigh said she has been reassured that the lease terms for the current tenants will be honored if that is their choice. She will vote in favor. VOTE: The motion carried on a vote of 5-0. Leigh said that the decision may be appealed within 30 days after it is filed with the City Clerk's office. OTHER Walz asked for confirmation of Board members' availability for the October 11 meeting. Wood will not be able to attend, and Alexander is uncertain. Holecek said three is still a quorum, so a meeting could be held. Wright said he would not be able to attend that day, either. After discussing availability on various days, the Board members opted to decide on a new date via email. Walz said she would em ail the group. Holecek noted that once a special meeting is called, the Chair has the authority to set the schedule. Walz said if the meeting is held a week earlier than planned, she would try to reschedule anything that is not urgent to the November meeting. She asked whether the appeal would be considered first. Holecek said it would be set in whatever order the Chair wishes. More lengthy discussions are typically put at the back of the agenda, so other people do not have to wait through that for their part of the meeting. Alexander said she would like to consider the weightier and lengthier items earlier in the meeting. Wright said he has heard some complaints about the meetings starting at 5:00, with peopie not being able to get to the meeting on time for example. Holecek said this has been discussed with a previous Board, but no changes were made. She noted that the meeting start time can be changed if the current Board wishes. Alexander said since some meetings can be long, having an earlier start time is better. Holecek added that those who cannot make the 5:00 meeting time can also submit written statements, which go into the evidentiary record and are considered as part of the discussion. ADJOURNMENT MOTION: There being no further business, Wright moved to adjourn. Alexander seconded. Motion carried on a vote of 5-0. The meeting adjourned at 6:00 p.m. s/pcdlminslboalboa9.13-06.doc Board of Adjustment Attendance Record 2006 Term Name Exoires 01111 02/08 03/08 04/13 05/10 06/14 07/12 08/09 09/13 I Karen Leil!h 01101/07 X X OlE X X X X X X I Carol Alexander 01101108 X X X X X X X X X I Michael Wril!ht 01/01109 X X X X X X X OlE X I Ned Wood 01/01110 X X X X X X OlE X X I M. Shelanl!ouski 01101111 X X X X X OlE X X X I I Key: I X = Present o = Absent I OlE = Absent/Excused I NM = No Meeting I I I I I I I 14'7fq) I MINUTES Youth Advisory Commission September 6,2006 - 7:00pm Lobby Conference Room, City Hall FINAL Call to Order: Meeting called to order at 7:14 P.M. Members Present: Keranen, Nelson, Subramanian, Stubbers, Bleam, Kamps, Ziegenhorn Others Present: City Council Liaison Correia, City Clerk Karr, Chamber of Commerce President & CEO Nancy Quellhorst (arrived 7:50 P.M) Recommendations to Conncil (effective onlv after seDarate Council action) None. ADDrove Minutes Kamps motioned to approve minutes from August 14, 2006 meeting, seconded by Keranen, motion carried unanimously 7-0. Discussion of Late Nil!:ht Bus Service Could not be discussed because Austin Baeth, University Student liaison to the City Council was not present. UDdate on LOl!:o Karr included mock-ups of different nametag options. Subramanian and Keranen stated that they liked the nametags including first and last name. Several other commission members agreed that it appeared more professional. Karr stated that the logo would be a navy blue color on a baby blue shirt. UDdate on Website Sub commission of Kamps and Nelson had yet to schedule a meeting date, but was hoping to meet the following Thursday. Karr said that to include biography information on the website, commissioners under the age of 18 needed to submit a parental consent form. Karr said that the City Attorneys Office had expressed concern that if the website contained any type of open chat or discussion forum, it would need to be made sure that a quorum was not violated and that inappropriate comments could not be posted. Parents would also need to be able to approve and censor pictures ofY AC members that would be put on the website. City Attorney would be willing to work with Y AC once website was up and ruuning. Youth Civic Enl!:al!:ement Policv Forum Correia introduced this topic. She said that the meeting was going to be between different organizations in the state that deal with youth in some way (such as the Iowa Department of Education). The Mayor had been asked to speak at the forum, which would be held on October 19 from 9:00 a.m. to 12:00 p.m. He had been asked to bring a Y AC member along with to speak. Keranen and Ziegenhorn could not attend because of Youth Advisory Commission September 6, 2006 Page 2 a Cross Country meet. Nelson and Stubbers both stated that they had tests on the date. Kamps could not attend because she did not want to miss class. Correia said she would attend and report on the meeting. Public Discussion Correia brought up a discussion facilitators training that Subramanian and Keranen had participated in and the results of a youth survey taken in Iowa City schools. The survey had reported that drug use was widespread among all youth and wondered if Keranen and Subramanian would want to facilitate a discussion within Y AC about the topic and ways that drug use could be reduced among youth. Other members ofthe community would be invited to discuss the results as well. Keranen and Stubbers vocalized that they liked the idea. It was then proposed that the discussion be held at the October 4th meeting. Karr later confirmed this and reserved Harvat Hall for the date. Correia, Subramanian, and Keranen briefly summarized how the discussion would be set up to answer a question from Kamps. Correia then explained that the test results were reliable because of a semi- elaborate process of interpretation. Correia suggested that the commission meet before the discussion to approve the previous meetings minutes and briefly discuss business, but not take any action. The meeting would then be adjourned and a special session would be started. Pendinl!: Updates ~ Karr and Correia said they had not heard anything from the Human Rights Commission on the Y outh Awards. ~ A letter was attached to the meeting packet from the Summer of the Arts. At the previous meeting, setting up a booth in the global village at the Arts Festival had been discussed. Correia said that the next step in the process would be to invite Deb Green, who coordinates the global village. Bleam motioned that Y AC would have a table at the global village and Deb Green be invited to the November I meeting, this was seconded by Stubbers, and passed 7-0. Keranen said she would contact Katie Roche from Summer ofthe Arts and Subramanian said that she would contact Deb Green. ~ Council Citizenship Awards- a list of City Council meeting dates was attached to the meeting packet. At each meeting a local sixth grader receives a citizenship award and is presented with the award by the mayor. Karr suggested that a Y AC representative could be present at each presentation. Stubbers volunteered to attend the October 3rd and April 3rd meetings. Kamps was assigned October 17 and April 17. Nelson volunteered for November 14. Bleam will attend November 28 and February 20. Keranen said that she would be able to attend on December 12. Ziegenhorn volunteered to attend January 9 and February 6. Subramanian was assigned January 23 and March 6. Announcements/ Invitations The next meeting dates were confirmed to be at 7:00 PM on October 4, November I, and December 6. Youth Advisory Commission September 6, 2006 Page 3 While waiting for Nancy Quellhorst to arrive, Stubbers, Correia, and Karr briefly summarized the issue ofthe late night bus service. Subramanian then brought up problems with the West Side Loop bus route. It was decided that the late night bus service discussion would be tabled until the next meeting. Discussion on vouth leadership and involvement/ resources Nancy Quellhorst spoke on the Chamber of Commerce's possible role in aiding Y AC. She said that there were not any projects that the Chamber did where they would need Y AC's help, but that the commission was welcome to come up with ideas for projects and would likely find support for them within the Chamber. Each commissioner then shared what he or she would like to accomplish while serving on Y AC. Most voiced that they would like to increase local awareness about politics, provide some sort of humanitarian aid, empower youth, and in the case of Keranen, better the environment. One possible idea for a project was proposed: downtown Iowa City businesses have no way to recycle their cans and bottles. It was suggested that a curbside recycling program be set up. Quellhorst also said that it would be useful to have a young person on every non-profit board in Iowa City. At approximately 8:45 P.M. it was moved that the meeting be adjourned. This was seconded, passed unanimously 7-0, and adjourned. Minutes prepared and submitted by Ziegenhorn. ATTENDANCE RECORD YEAR 2006 (Meetinl!: Date) TERM 3/23 3/30 4/13 4/20 5/25 6/14 7110 8/14 9/6 NAME EXP. Audrey 12/31/07 X X X X X X X X X Keranen Sarah 12/31/07 X X X OlE OlE X X X X Ziegenhorn Subha 12/31/06 X X X X X X OlE X X Subramanian Elyse 12/31/06 OlE X X X X X OlE X X I Abboud Kamps I Maison 12/31/07 X X X OlE OlE OlE 0 OlE X I Bleam I Jacqueline 12/31/07 X X X X X X X OlE X I Stubbers I Michael 12/31/06 X X X X X X OlE X X I I Nelson , I I , I I KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member