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Home My WebLink About2002-08-20 Bd Comm minutes FINAL/APPROVED MINUTES HISTORIC PRESERVATION COMMISSION MAY 23, 2002 - 5:30 P.M. EMMA J. HARVAT HALL MEMBERS PRESENT: Richard Carlson, James Enloe, Michael Gunn, Peter Jochimsen, Michael Maharry, Jim Ponto, Amy Smothers, Tim Weitzel MEMBERS ABSENT: Michaelanne Widness STAFF PRESENT: Shelley McCafferty OTHERS PRESENT: William Buss, Angela Christiansen, Aaron Gwinnup, Matt Klemm, Sarah von Schrader CALL TO ORDER: Chairperson Gunn called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. PUBLIC HEARING: IOWA CITY HISTORIC LANDMARK APPLICATION FOR 747 WEST BENTON STREET: McCafferty said the applicant, Bill Buss, is the owner of the property at 747 West Benton Street. McCafferty said a State Historic Society of Iowa Site Inventory for this property has been completed by Jan Nash. McCafferty said this property is being nominated based on Criteria C, the architectural significance of the property. She also referred to a letter of support in the Commission's packet for this nomination from a neighboring property owner. McCafferiy said everything is in order for this nomination. She said she would forward the nomination to the State with the Commission's recommendation. McCafferty said after State review, the application would go to the Planning and Zoning Commission with the recommendation and then on to the City Council for a rezoning as an historic landmark. Public hearinq closed. MOTION: Enloe moved to recommend that the property at 747 West Benton Street be given Iowa City Landmark Status. Carlson seconded the motion. The motion carried on a vote of 7-07 with Jochimsen abstainin.cI. CERTIFICATES OF APPROPRIATENESS: 315 Brown Street. McCafferty said this was discussed at the previous work session. She said the applicant plans to replace the porch columns with a six-inch turned column that have a 5 ¼ inch actual dimension. McCafferty said the balusters would be the same square balusters as previously planned. Gunn asked for the dimensions of the balusters. McCafferty said the applicant discussed using 2 x 2s, which would be 1 ½ by 1 ¼. Gunn said the guidelines call for an actual dimension of two inches or more for balusters. McCafferty said that would be included on the certificate of appropriateness. Historic Preservation Commission Minutes May 23, 2002 Page 2 Gunn said the posts appear to be as described previously. Jochimsen said this was a nice plan. MOTION: Ponto moved to recommend approval of a certificate of appropriateness for the proposal for 315 Brown Street, subject to the condition that the balusters meet the two- inch guidelines. Enloe seconded the motion. The motion carried on a vote of 8-8. 815 Brown Street. McCaffedy said the applicants were present to address any questions the Commission might have. McCafferty showed the plan for the addition. She said this is a little house toward the east side of Brown Street. McCafferty passed around a photograph of the properly. McCafferty said the applicants want to put on a small two-story addition, primarily to add a bathroom. She said this would be a small addition set back from the front approximately eight feet on the side of the house opposite the side the porch is on. McCafferty said there is a dormer there currently, and these plans would extend the dormer, using the same roof line as the dormer and extending it and also widening the dormer two feet. McCafferty showed the side and front elevations. Smothers asked if the plan would continue with the same metal roof, and the applicants confirmed this. Jochimsen said it would be hard to deny a bathroom but said that this addition certainly would change the character of the building. Smothers said what makes it obvious is the setback. She said the dormer already exists. (Can't really hear her; it was something along these lines.) Jochimsen asked if there were a garage on this property, and the owners said there is not. Jochimsen asked about the distance between the driveway and the house. Klemm said the driveway is right on the edge of the house. Jochimsen asked how far the present wall is from the lot line, and Klemm stated it is 11 ½ feet. He said that the addition would come out six feet. Jochimsen asked if there would be a walkway to the backyard here, and Klemm said there would be, although the front would still be the main entrance. Gunn asked what material the Foundation was composed of. Klemm said he did not know. He said he believed it was just concrete blocks. Enloe said, although this addition would change the appearance of the house, he did not feel this would be a substantial change in character. He said the addition maintains the lines, pitches, and angles of the original house, and he did not find it objectionable. Maharry asked if Commission members had a recommendation regarding the door. Klemm said he would prefer to have the door on the back. Gunn said he would like to review some guidelines that would apply to this addition. He stated that the door should be similar to the other, existing door. Gunn said the door did not necessarily need to be a wood door, but if the front entrance is a paneled wood door, then there needs to be a paneled door, although it could be a painted metal door. Gunn said the window should be of the same type and size as those on the ground floor. He said he also preferred the door at the rear of the house to make this look less like an addition. Gunn said the foundation should match the appearance of the existing foundation. Gunn said otherwise it appears that the details and materials match, as well as the roof pitch. Historic Preservation Commission Minutes May 23, 2002 Page 3 MOTION: Enloe moved to approve a certificate of appropriateness for an addition at 815 Brown Street, subject to the guidelines requiring a door that is similar in appearance, window(s) of the same type and size as those on the ground floor, a door at the rear of the house, and foundation materials to match the appearance of the existing foundation. Weitzel seconded the motion. The motion carried on a vote of 8-0. 1133 Maple Street. McCafferty said the Commission discussed this at the work session. She said there have been a few revisions to the plan. McCafferty said this is a non-contributing property on Maple Street in the Longfellow District. She said it is a basic ranch house built in 1962. McCafferty said the addition would consist of a family room with a deck above on the roof, as well as an extension of the master bedroom. McCafferty said the Commission had been concerned about the treatment of the roof edge with a mansard-type look, as well as the trapezoid-shaped transom windows. She said the plans now show a short overhang of about twelve inches overall with the gutter to drain the roof deck. McCafferty said the mansard look has been eliminated to be replaced with a wide trim board. She said the trapezoid windows have also been eliminated, to be replaced with square transoms. Gwinnup said the owners are happy with the changes. Enloe said since this is a non-contributing property, he had no objections to the project with its improvements. He said it is interesting and nicely done, and the details have been worked out suitably. MOTION: Carlson moved to approve a certificate of appropriateness for the addition at 1133 Maple Street. Enloe seconded the motion. The motion carried on a vote of 8-0. PROPOSED COLLEGE HILL HISTORIC DISTRICT: McCafferty referred to the map in the additional, revised packet compiling information regarding contributing and non-contributing properties. She said the map is based on Jan Nash's 1994 survey. McCafferty said there is also information in the packet detailing her correspondence with the State in terms of the College Hill District as well as the Moffitt Cottage District. McCafferty said, upon reviewing the National Register nomination forms and the multiple property document forms for the College Hill District, as well as speaking with Jan Nash, she discovered that the criteria Nash used in the 1994 survey to determine whether a property would contribute to an historic district was somewhat less stringent than the criteria she used to determine the boundaries of that district. McCafferty said at the district level, it has to be determined how the properties can be related together to create a sense of time and place that relates to the criteria. She said that is the reason the boundaries were drawn as they were. McCafferty said a secondary reason was the need to have a tight and defendable historic district, in terms of the politics of getting this through the State and City Council. McCafferty said the National Register map, which shows contributing and non-contributing properties, uses more stringent criteria than were used on the local level. She said there are a number of properties on the local level listed as contributing that were not counted as such on the National Register. McCafferty said that exclusion related to the fact that the properties were of the wrong time period. Historic Preservation Commission Minutes May 23, 2002 Page 4 McCafferty said the State suggests that the Commission recommend this as a conservation district. She said the State feels there is legitimate reason to say why this whole area is not an historic district; even though the surveys in 1994 state that over 60 or even 70% of the properties would be contributing, it's a matter of them not all relating or contributing to cdteria...(can't hear). McCafferty confirmed that the State is willing to support a conservation district here. Smothers asked if that would be based on the historical context, and McCaffedy confirmed this. Weitzel said that so in fact there is another stipulation besides the percentage. McCafferty said as she looks at this, she is not entirely certain that she would agree with the context and how it was established. She questioned why some properties were not included in the East College District, when, based on her research, they would fit into the same context. McCafferty said it may be possible to argue that the same context could include more for an historic district. Carlson said that cedainly these days a context of 1850 to 1930 is not uncommon. He said historically an area of houses could be defended as being built during a cedain era, even if it is not a very tight era. McCafferty said, however, that the City Council may ask why a larger area was not done as an historic district in the first place. She said that it may affect the Commission's credibility if it is changing its recommendation on this. Carlson asked how the Commission would present this revision. Enloe suggested the Commission was conservative when the two districts were first approved and had not had as much luck with classifying larger districts as it has had more recently. He said the Commission now has a more comprehensive vision. Gunn asked McCafferty if she felt the State would be swayed if the Commission felt strongly that this should be part of a larger historic district. McCafferty said it might be problematic. She said the State was not particularly sympathetic to one of the arguments for having one big district in College Hill thereby requiring only one representative. McCafferty said if the Commission wants to take the time to make the argument, it could be proposed that these two contexts are related in the Commission's expanded vision, and it would make sense to do an entire district. She said then that the two National Register districts could still be maintained. Gunn asked if the State was concerned, even if the National Register historic districts are left alone, about what the Commission does in terms of City designation. McCafferty confirmed this. She said she had collected all of the National Register information and compiled it in one place. She said she has read through all of the College Hill and Moffitt Cottage information and is getting a better grasp on the contextual issue. Gunn said the Commission has at least a couple of options, one of which would be to try to designate a larger historic district, and another option would be to include more properties in a conservation district. McCafferty agreed the Commission could combine the historic districts into one historic district or leave them alone and do an infill with a conservation district. Gunn said the State has solved the problem of having too high of a percentage of contributing properties here by saying that the properties are not all eligible. McCafferty said that under the local criteria, it appears that the percentage of contributing properties may be enough. She said it depends on how the context of the period is defined. Historic Preservation Commission Minutes May 23, 2002 Page 5 Enloe asked, if the Commission wanted to designate a conservation district in which there are two historic districts embedded, would that protect the Iowa Avenue properties and those south of Burlington. McCafferty said all the survey information is available for the properties south of Burlington. Enloe asked if including the Iowa Avenue and Burlington Street areas would give the right percentages. McCafferty said survey information is not available for Iowa Avenue yet. She said if the Commission tries to designate a conservation district, it is more likely that internal survey information that may not be as complete as for an historic district will be accepted. McCafferty said part of the Governor/Lucas Conservation District was surveyed professionally, and part of it was a brief, reconnaissance-type survey with a short blurb of information. She said a conservation district might save the expense of further professional surveying, although the guidelines are less stringent for a conservation district. Gunn said there is not a dramatic difference between the guidelines for a conservation district and the guidelines for an historic district. Enloe said if the Commission can get a conservation district in place, it would afford substantial protection to some things that are not protected at all right now. Weitzel said that is especially true with regard to demolition of properties. Gunn commented that in a conservation district or historic district, a property cannot be demolished unless it is structurally unsound or irretrievable. McCafferty stated that a conservation district could be done more quickly than an historic district. The Commission discussed the guidelines for siding a building in a conservation district versus in an historic district. Gunn said that siding cannot be applied to a contributing structure in a conservation district, although it may be applied to new structures and to non-contributing structures in a conservation district. He added that small repair jobs for properties that already have vinyl siding would be the exception to this. Gunn said the differences between the guidelines for a conservation district versus an historic district generally concern windows, materials, etc. McCafferty said there may be more support politically for a conservation district. Enioe said he thought the Commission should attempt to have a conservation district designated, given that it is more easily achievable with the limited means of the Commission. Weitzel said the State appears to feel the same way. Carlson said he was still concerned that the Commission would not be adopting its own local standards for a conservation district but would be adopting the state and National Register standards. Weitzel asked how the State fits into the process of designation. McCafferty said that a recommendation from the State is required prior to any action by the Planning and Zoning Commission. She said the State's recommendation therefore influences the local political bodies. Carlson asked if the State understands that the City has different standards. McCafferty said that she has not yet come to that level of the conversation with the State. She said there appears to be some discrepancies between the National Register districts and the local districts. Weitzel asked if the difference is because the Commission has more properties than are being accepted at the national level or because the Commission decided that a different group of properties is contributing. McCafferty replied that the Commission loosened up a little on the national level criteria. Enloe said the Commission used a wider context in that this demonstrates the evolution of a neighborhood that was built over the span of a longer period of time. He thought this argument could be made more easily for a conservation district. Historic Preservation Commission Minutes May 23, 2002 Page 6 Carlson said there is still the problem of the 60% limit, because unless the Commission adapts artificially stringent guidelines, more than 60% of the properties will be contributing, requiring an historic district designation. Enloe said there are too many contributing properties here to make this a conservation district but not enough for the context of a historic district. McCafferty said the Commission has to weigh the reality of what can be accomplished with the goal of protecting the property. She suggested the Commission may want to keep the narrower context for historic districts and have as high a percentage as it wants to contribute to a conservation district. McCafferty said the criteria used to determine whether a district is an historic district or a conservation district is whether there are over 60% of the properties contributing to an historic district. She said if there are not enough properties for an historic district's stringent criteria, then the criteria can be loosened to do a conservation district. McCafferty said then 70% of the properties or more could contribute to a conservation district. She stated that the test is for an historic district. Enloe asked what the plan was for iowa Avenue. McCafferty said the properties on Iowa Avenue were photographed before the leaves came out. She said now the Commission needs to compile a brief narrative of information as was done for Governor and Lucas Streets. McCafferty said the Commission could do that collectively internally; she did not know if funding would be available for this to be done professionally. She said the Commission needs to generate new reports for Iowa Avenue, because it has never been surveyed. Enloe asked about the south side of Burlington Street. McCafferty responded that that area was part of the Longfellow Survey. Jochimsen said that a lot of the houses on Iowa Avenue have been written up in source materials. Smothers said she would like to do the work on the Iowa Avenue properties this summer. She asked if there was a deadline for this. McCafferty said it is on the Commission's work plan to be completed (...trails off, doesn't say.) Gunn said he is open to designating this as either a conservation or historic district, as the differences in the guidelines for the two are not dramatic. He said it is possible to overplay the difference between the local historic district standards and the national historic district standards. Gunn said the language is very similar, and, so far, all of the City historic districts are national historic districts, although there may be a discrepancy of a few properties. Carlson asked, for the bigger district, whether the Commission wanted to see an historic or conservation district, what context would be used. He said it wouldn't be the same context as for either one of the current districts but would presumably have to include both. Gunn said this may bring about a difference that can't be resolved, but so far he did not believe there were conflicts between the local and national standards. Carlson said they were written almost identically, but the Commission has interpreted them a little differently. Gunn said the objectives are not exactly the same either. He said the Commission is out to preserve the maximum number of properties within reasonable standards, whereas the national standards may be a little more stringent. Weitzel said that isolated landmarks don't make a community or a neighborhood, but the important thing is the character of the entire group of properties, which is the point of a district. Gunn asked for opinions on the issue of a conservation district versus an historic district. Smothers said (can't really hear this - said she would not object to a conservation district here.) She said she would like to see an historic district here but felt the timing might not be right with the State. Historic Preservation Commission Minutes May 23, 2002 Page 7 Maharry said he thought a conservation district would be good, but he looks to the future and what could be done for Jefferson Street and points north. He stated that if the goal is to save houses, the conservation district could be gigantic. Carlson said he is hesitant to state a preference, because until a context is defined for this district, it can't be known if there would be more or less than 60% of the properties that would contribute to a National Register district. He said the context would be presumably different than that used for the two existing districts. Carlson said given the different context, there might be more than 60% that would contribute to an historic district. Maharry asked if the Commission could examine this now as a conservation district and then later upgrade the district to an historic district. Weitzel said that is a worthwhile suggestion, because the Commission wants to establish some protection for these properties now, but there may not be funding at the present time to pay for the surveying necessary for an historic district. Gunn said he did not believe there are striking differences between the College Hill District and the East College District. McCafferty said she could provide copies of the district information for the Commission to review at the next meeting. She said East College was more focused on the early 20th century and contains bungalows, American foursquares, and craftsmans; she said that district was fairly concise. McCafferty said the other district was stretched a little to get all the things that related, because there were such diverse architectural styles. Gunn said designating a conservation district now and then trying to designate the same area as an historic district six to eight years from now is probably doable. He said, however, to turn around in a couple of years and try to upgrade to an historic district would raise a lot of questions. Gunn said the time period would have to span far enough. McCafferty said the Commission might be able to expand somewhat to other properties. She said she did not know if a blanket district could be done, but the Commission might want to look at some of the key properties adjacent to this and expand the two districts and then fill in with a conservation district. McCafferty questioned why some properties that fit into the context weren't included in the first place. She said she still needs to talk to Pat Eckhardt, who wrote the National Register nomination. Gunn asked how closely the nominations are looked at, at the State level. Smothers said there is a 13-member board to review the applications. She said the amount of time spent on each application depends on how many are on the docket at any given time. Smothers said for each nomination, the material is reviewed by each board member prior to the board meeting together. She said at the meeting then, each application may receive as little as a 15-minute review. Smothers added that the board makes certain everything is in order, and an historian reads through the narrative and makes a recommendation to the board. McCaffedy read from the summary of the context that discusses four aspects of the College Green Historic District: the neighborhood has as its focal point College Green, fraternities and sororities are evident and have been part of this environment throughout most of the twentieth century, the architecture is varied due to the long history of the neighborhood, and the neighborhood has been a popular place to live. She then read from the summary for the East College Historic District: "It enjoys a high degree of visual continuity as a district of residential structures of similar scale and massing. Most of the houses remain single-family residences and date between 1880 and 1920. Architectural styles evident are Queen Anne, foursquare, bungalow, and craftsman. There are minor intrusions." McCafferty said East College therefore has tighter criteria and a smaller time period, whereas the other area has a looser context. Historic Preservation Commission Minutes May 23, 2002 Page 8 Gunn said the Commission could continue to discuss the options. McCafferty said she still needed to get information from Eckhardt, as well as having some additional questions answered by the State. BUILDING CODE AMENDMENT: McCafferty referred to the ordinance in the packet that is the Building Department's ordinance that will be submitted to City Council regarding revisions to requirements for a building permit. She said the Commission's recommendations have been included, and the Commission now needs to take an official vote on its support for those revisions. MOTION: Maharry moved to recommend approval of the revised ordinance, as written. Carlson seconded the motion. The motion carried on a vote of 6-0. MINUTES: April 25~ 2002. Carlson commented that on page five of the minutes, there was no rationale given for the Commission's consensus in paragraph two, nor was there a rationale given for the decision as stated in paragraph five. Gunn said paragraph two should be rewritten to read, "....installing metal of vinyl storms, because the Commission has no authority over this." Regarding the hardness of replacement masonry material, Gunn said he would like to revisit this issue after the minutes are discussed. MOTION: Maharry moved to approve the minutes of the Historic Preservation Commission's April 25, 2002 meeting, as amended. Smothers seconded the motion. The motion carried on a vote of 6-0. Regarding the replacement of masonry material and the removal of the hardness criteria, Gunn said someone had pointed out to him that extremely poor brick that is deteriorating should obviously not be replaced with the same, deteriorating material. He said that taken literally, that section could be problematic. He stated, however, that it could be read in a reasonable way. Weitzel said the bullet sounds like it is right out of the Secretary of the Interior's Preservation Manual. Gunn suggested the word "hardness" be left in the bullet and the assumption be made that the Historic Preservation Commission will be reasonable in its application. MOTION: Weitzel moved to leave the word "hardness" in the third bullet under recommended on page ten of the handbook. Jochimsen seconded the motion. Thee motion carried on a vote of 6-0. May 9, 2002. Carlson noted that the name "Aaron" should be replaced by the architect's last name, "Gwinnup", throughout the minutes. He said that on page four, in the fourth full paragraph, the first sentence should read, "Gwinnup said the homeowner is open to suggestions but did not want to copy every detail of the existing house." Carlson stated that in the first paragraph under PROPOSED COLLEGE HILL HISTORIC DISTRICT, in the fourth sentence, the first name "Jan" should be included before the last name, "Nash". Carlson said on page five of the minutes, in the second to last paragraph, Moffitt was misspelled. Historic Preservation Commission Minutes May 23, 2002 Page 9 MOTION: Carlson moved to approve the minutes of the Historic Preservation Commission's May 9, 2002 meeting, as amended. Weitzel seconded the motion. The motion carried on a vote of 6-0. INFORMATION AND DISCUSSION: McCafferty noted that Loret Mast has resigned from the Commission as the College Green Historic District representative. She added that included in the Commission's packet is some discussion with the State regarding the difficulty of getting a representative from the Moffitt Cottage District. McCafferty said she presented the option of designating five landmarks, but she Ralph Christen and Kerry McGrath were not enthusiastic about that and believed that one of the cottages was not eligible for individual landmark status and wanted to keep this as a district. McCafferty stated that Kerry McGrath liked the idea of incorporating the Moffitt Cottages into the Longfellow District and felt that would be the best option. McCafferty said Ralph Christiansen had some problems with that relating to the context issue. McCafferty said, however, that she believes there may be some argument for such an incorporation based upon both the Longfellow and Moffitt Cottage documentation. She said there are a lot of Moffitt Cottages along Rundell Street. She said the Rundell Street houses are in the style of craftsman cottages, whereas the stone ones are more the period cottages. McCafferty said, however, there are at least two and possibly three period cottages within the Longfellow District. McCafferty said the Commission could potentially make the argument therefore that the five Moffitt Cottages fit within the historic context of the expansion of the early suburbs. She said this is just a separate enclave of Moffitt Cottages that also exist in other areas of Iowa City, including the Longfellow District. Gunn suggested this could be a National Register historic district, with five Iowa City landmarks, but not an Iowa City historic district. McCafferty said the City Attorney's Office is looking into what that means in terms of City process. Gunn said the Moffitt Cottage issue would remain on the Commission's agenda. RIVER CITY HOUSING COLLECTIVE: Angela Christiansen said she represents the River City Housing Collective, which is a co-op in Iowa City and a non-profit organization. She said there are two houses belonging to the Collective, one on College Street and one on Lucas Street, both of which are extremely old. Christiansen said the Collective would like to designate both homes as historic homes. She asked what the advantages of such a designation would be and if there would be grant money available for improvements to a home with such a designation. Christiansen said the residents of the College Street house, on the southeast corner of Summit and College Streets, are interested in adding an attached greenhouse to the home. She said they are in the early discussion stages and want to find out if it would be possible to add an energy-efficient greenhouse and also want to receive guidance with regard to what would be possible here. McCafferty noted that the College Street house is within an historic district. Regarding a potential greenhouse, McCafferty suggested that for this house it should have more of a gabled roof, as opposed to the curved/lean-to look. She also suggested larger posts for the corners and a little bit of embellishment to it so that the greenhouse looks like it belongs there. Historic Preservation Commission Minutes May 23, 2002 Page 10 Smothers suggested a book for reference, and she said that the bibliography would be particularly helpful. Christiansen also discussed the history of the Anomy Home on Lucas Street. Maharry noted that the house used to be called the Crag House and does have a lot of history to it. McCafferty said the Commission is currently examining the possibility of expanding the historic districts in College Hill or adding a conservation district. She said it might be to the Collective's benefit to wait to see the results of the process, as protection for the area that the house is located in is being looked at already. McCafferty said another option is to have the houses designated as historic landmarks, particularly if the Commission decides to nominate a conservation district and the Collective decides it wants to bestow an historic status. She said applying for landmark status requires going through the rezoning process, which includes a fee of over $300. McCafferty said if the Lucas Street property is within the historic district designation, then there will be documentation that this is a contributing property, and that would provide automatic protection. McCafferty added, however, that there is currently not a lot of funding available for historic properties. She said another option would be the Housing Rehabilitation Fund. McCafferty said Steve Long in the Planning Department should be contacted for information about that and noted that historic status is not an issue with the Housing Rehabilitation Fund; it is related more to income. OTHER: Gunn said that the Commission approved an ex parte contact language for the by-laws on April 12, 2001, but it still hasn't been included in the by-laws. McCafferty said that language would be included in the next set of revisions. Gunn asked if the idea for a subcommittee was dead. McCafferty said the Commission could have a design review subcommittee to make recommendations, but the subcommittee would have to adhere to all of the open meeting laws and would have no voting power. Noting the Commission's decisions on the three certificates of appropriateness and the landmark property earlier in the meeting, Gunn said he thought the Commission was working efficiently at this time. ADJOURNMENT: The meeting was adjourned at 7:20 p.m. Minutes submitted by Anne Schulte MINUTES HISTORIC PRESERVATION COMMISSION JUNE 13, 2002 - 5:30 P.M. FINAL/APPROVED EMMA HARVAT COUNCIL CHAMBERS MEMBERS PRESENT: Richard Carlson, Michael Gunn, Peter Jochimsen, Michael Maharry, Jim Ponto, Amy Smothers, Tim Weitzel, Michaelanne Widness MEMBERS ABSENT: James Enloe STAFF PRESENT: Shelley McCafferty OTHERS PRESENT: Beverly Pennell, Dave Lenoch, Emerson Andrishok, G. T. Karr CALL TO ORDER: Chairperson Gunn called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CERTIFICATES OF APPROPRIATENESS: 623 Dearborn Street. McCafferty said this house is on a corner lot and is a contributing structure to the Rundell Conservation District. She said the applicant is proposing an addition to the rear of the property to expand the kitchen and add a sitting room with a view of the rear yard. McCafferty said a complete set of construction documents was enclosed in the packet. She said the applicant proposes to match all the material and details. McCafferty said the applicant will use similar double hung windows and will add a small covered entry porch on the rear. She said the roof pitch will be similar to that of the current house. McCafferty said the applicant would like to use fiber cement board ins~.ead of cedar siding. She said one issue with that is that with fiber cement board, a half cornerboard is needed. However, McCafferty said one alternative to cornerboard is to use custom-made metal caps. Gunn showed an example of such a metal cap. He said it would have to be nibbled a bit to be thinner. He asked the applicant if that would be acceptable to her, and she said that it would be. Gunn said the caps are visible, but the addition is set back, and the metal caps are much less noticeable than cornerboards. Gunn said he initially had one other concern regarding the modern-looking wrought-iron railings. He said the railings actually look to be original on this house, and they are similar to many others on the block. McCafferty said the house actually has some Tudor detailing to it, including wrought iron ceiling fixtures and other wrought-iron decorative fixtures. She said that the exterior stair railings seem to be appropriate to this house. Gunn said they are also appropriate to the neighborhood. WeiLzel asked what affect the fact that this is a corner lot would have on the exposure to the rear. Gunn responded that a corner lot really has exposure on two sides and doesn't have a back the way that most homes do. He said it would not have a setback addition, but if the details are done consistent with the guidelines without exceptions, then there is no significance to not having the setback. Gunn said an addition on a corner lot can't be hidden, but he did not think the applicant was doing anything that would use the exceptions on a setback addition. Widness said the Commission agreed that fiber cement board was an appropriate material. She said as long as the comerboard issue is addressed, she did not see any problem with this. Carlson said he was concerned about the extension of the dormer window for two reasons. He stated that the house is very symmetrical otherwise, and the extension would make it somewhat lopsided. Secondly, Carlson said if all the new things will be clad in fiber cement, he was concerned about how it would look next to the wood siding. Pennell said the entire dormer would be re-sided. McCafferty said she actually designed this project; however, this should not impact the Commission's decision. She said, in terms of the symmetry, it was a struggle, and the owners were concerned about putting an addition on this symmetrical cottage. McCafferty said that shod of a complete remodel, it was difficult. She said the owners' concession was to extend the dormer and remove the symmetry but to gain something that the gable can be tied into. McCafferty said the decision was to extend the dormer to resolve the roof issues on the back. Historic Preservation Commission Minutes June 13, 2002 Page 2 Carlson stated that no house was ever built with a sort of two-thirds across dormer, and it looks a little strange to him. He said he would leave it to the rest of the Commission to decide how important that is. Weitzel agreed that extended dormer breaks up the symmetry on the back but said that the addition does too so that the symmetry is already at issue at that point. Carlson asked about the small bay window on the north side. McCafferty said it is on the north side and helps to make the transition between the new and the old. Ponte pointed out that the bay window won't be seen from either of the streets. Pennell stated that there is a big locust tree in the back. Ponte stated that from Center Street, the back of the house can't even be seen very well. Pennell agreed, saying there is a lot of foliage including lilac bushes in the back. Ponte said that no one coming down the street could actually appreciate the dormer situation. Carlson agreed. Gunn said the said he didn't have a solution to the dormer issue. He said, in elevation, it doesn't change from the south to the north but retains the same look, but it does have a different look from the west. Gunn said the original north portion of the original north eave is still there. Carlson said this is not a make or break issue for him. He said he would prefer to see this be symmetrical, but it doesn't need to be symmetrical. Weitzel said in every other way, the addition is sympathetic with the original. Gunn said he agreed with Carlson but did not have an alternate suggestion to offer. He said the intersection of the roof with the dormer is a little awkward. Ponte asked if there were any other houses in the neighborhood that have the dormer all the way across. Carlson said there probably were; he said he has seen that done. McCafferty said she has seen it in the form of a sort of pseudo Dutch colonial and has also seen it on some colonial revivals. She said there is some precedence for the wider dormers. Carlson asked if the cornerboard issue was resolved to the Commission's satisfaction. Gunn noted that fiber cement board is okay, but the mitered corner look is preferable. Lenoch asked if the railings on the back should also be made of wrought iron. Gunn said it ia probably appropriate to have it on the back also, since the wrought iron railings almost have historic status in the neighborhood. Pennell asked about using wood on the back, but Gunn said he did not think it would be as good as what is on there. Ponte said the front has concrete steps, but the back has wood steps so that a wood railing might fit better with wood steps. He said he thought it could go either way. Gunn said this is a much later period than a lot of historic areas. He said there are not many places in historic districts where this kind of railing would be appropriate, but it is here. Gunn said the Commission suggests pipe rails for wooden steps, in order to be discrete, rather than putting on a wooden one that would never have been there in the first place. He said the back railing should match the front as closely as possible. MOTION: Weitzel moved to approve a certificate of appropriateness for an addition to 623 Dearborn Street, with a recommendation to use custom-made metal caps in lieu of cornerboards. Jochimsen seconded the motion. The motion carried on a vote of 8-0. 614 Oakland Street. McCafferty said this project entails changes to an addition to a house in the Longfellow District. She said the owners want to enclose another portion of the addition wall to remodel for a bathroom. Weitzel said the addition can't be seen without really trying hard. He said there is a structure in the adjacent lot that blocks the view of this from the alley. Gunn said it can be determined that this is probably a non-contributing addition, aa it doesn't look much like and doesn't fit well with the original house. He stated that whether the addition includes one more panel or window probably doesn't make any difference. Gunn said the round columns are the same diameter, top to bottom. He said this is a very modern addition. MOTION: Jochimsen moved to approve a certificate of appropriateness for changes to an addition at 614 Oakland Street. Maharry seconded the motion. The motion carried on a vote of 8-0. Historic Preservation Commission Minutes June 13, 2002 Page 3 709 South Summit Street. McCafferty said this is an application for a certificate of appropriateness for an addition to the rear. She said Emerson Andrishok is the contractor, and this project involves adding a number of fences to the property. Cadson asked if this even concerns the Commission. McCafferty said that, officially, it does. She said it should be discussed by the Commission, because there really aren't any guidelines for this. McCafferty said as the Commission revises the handbook and by-laws, the Commission will want to consider whether it wants to continue to review fences or if simply meeting the City's fence ordinance will be satisfactory. Gunn said this could fall under the language referring to alterations to the exterior. McCafferty said there are some specific issues with regard to site, such as a house in the College Green District for which the owner intends to pave the front yard. She said, therefore, the Commission may want to look at site issues at some point. Gunn said the Commission probably does not have explicit authority over fences, but to look at fences to ensure that they're compatible with the neighborhood is probably a good thing to do. McCafferty said the reason the Commission would have authority over this is that some of the fences exceed the height at which a building permit is required. Andrishok said that two parts of the fence require a permit: the pergola and the arbor. Widness asked if the fence would match those in abutting yards. Andrishok said there are actually four different styles. He said that two fences actually match the neighbors' fences, and one is a more solid structure. Widness asked if the fences are tied together with a similar color. Andrishok responded that the columns would be painted white, and all the other material is made of cedar or walmonized wood, which will age to gray. McCafferty noted that all of the fences are located back quite a ways from the street. Andrishok pointed out that there is an existing arbor that will block the view from the street. He said that the pergola will be the only thing that can be seen from the street, and there is a similar pergola elsewhere in the neighborhood. Weitz_el said all the designs look historic in nature, and the fences can't be seen anyway. MOTION: Carlson moved to approve a certificate of appropriateness for the addition of fences at 709 South Summit Street. Widness seconded the motion. The motion carried on a vote of 8-0. 430 South Summit Street. McCafferty said this project may actually fit into the category for a certificate of no material affect. She said the owners are rebuilding a porch. Gunn said this could actually have been approved by virtue of the ordinance allowing the staff and chair to make the decision. Gunn said a vote is not required, and the Commission will just issue a certificate of no material affect. 220 South Johnson Street. McCafferty said the contractor for this project was at the meeting to answer questions. McCafferty said the Building Department erroneously issued a building permit for this project for a house in the College Green Historic District. She said the Building Department did not catch the fact that the property is in an historic district. McCafferty said one of the building inspectors discovered the error and put a stop order on the project the day before the meeting. McCafferty said, however, that the project was about 2/3 complete at the time the stop order was issued. McCafferty said the house was previously covered with aluminum siding. She passed around photographs showing the condition of what was actually underneath the aluminum. McCafferty said, regarding the gables, that there were fish scales underneath that were covered under the board and batten aluminum. She said there is also an addition being constructed, but that is a separate issue and is not being done by the present contractor. McCafferty said the scope of the project was to remove the existing aluminum and reside it with vinyl. Kart said he is keeping all the trimwork. Gunn asked if the corners were siding. Kart said they were, but they are full corners. He said there is no seam and the width is narrow and closer replicates the original. Karr showed a photograph with details of the vertical metal siding. He said underneath it is where the fish scale shingles were covered up. Karr said he realizes the goal of the Commission is preservation, but said that his company did everything correctly and stopped immediately when told to stop. He said he is preserving what can be preserved, but the siding that was removed was hail-damaged aluminum siding. Karr said he is putting metal soffits and fascia over the existing wood soffits. He said he is not removing any of the wood detail. He said what he is putting up is more to scale of the original clapboard. Historic Prese~ation Commission Minutes June 13, 2002 Page 4 Jochimsen said the handbook, under siding exception, says that matching siding can be used to repair damage to existing synthetic siding. Karr said the existing siding was not replaced was because aluminum siding is not available anymore and so it cannot even be patched. McCafferty said (can't hear most of this....the Commission might consider asking the contractor to restore the fish scale portion of the siding.) Jochimsen asked if the contractor was taking that down. Karr said he was, and the plan was to just put standard horizontal (gray?) across it. McCafferty said (can't hear...something here about one gable on the side and something about horizontal). Gunn said that the fish scale siding might actually be in pretty good shape, because it would more than likely be above the moisture line if the attic is insulated. Gunn said the work is an improvement, but if this had been caught by the Building Department, the project would not have been approved. Karr said he has $12,000 invested in this project. Carlson asked if there has been any removal of wood. Karr said the only removal was the replacement of two pieces of damaged wood with replacement wood. Gunn said at least the brackets and dental moldings are still exposed. Weitzel asked what the Commission's options were. Widness said there don't seem to be any. Ponto said this could be looked at basically as a repair in terms of replacing damaged aluminum siding, which is no longer available. Gunn said if the siding can be removed and the fish scale is intact, then a little caulking, scraping, and painting to match will work. He said if not, the exposure is pretty minimal under an overhang like that; it could be painted to match the siding. Gunn said it is salvaging something historical out of this. He said if Karr had just covered everything completely and mucked it up, the Commission might be less forgiving and might not be able to let it stand. Gunn said in general this is an improvement, and fish scales back in the front elevation would be nice. Karr said he thought that was fair enough. Regarding the fish scale siding, Kart asked, if it is damaged, would it be possible for him to install the vinyl fish scales made by his company to match the existing. He showed a photograph of the squared off version, although he did not have a photo of the rounded type. Widness said she would be less interested in that than in the horizontal. Carlson agreed. Maharry asked if someone could take a look at it once it is off to make the determination as to the extent of damage, if any. Karr said that would be all right with him. Gunn asked how often horizontal siding is used in such an area in this era of house. Smothers said it is not often done. Gunn asked if the gable work has been started. McCafferty said there are actually four gables on the house, one of which has been completed with horizontal siding on the alley side. She said Karr has not yet done anything on the other gables. Gunn said there are good products, including fiberboard, available to replace deteriorated fish scale shingles. Gunn said it will be more expensive for the owner of this house to repair (can't hear...up there? The gable?) than to reside it. He said he believed the owner would have to deal with that. He said the Commission is not in a position to say and is not saying to Kart that he has to do it at his cost. Gunn said he could look at this the next morning. Gunn and Karr arranged to meet at the house at 9:00 a.m. the next morning. Regarding the porch, Kart said he is leaving the porch wood exposed. He said he originally planned to put metal soffits under the porch. Karr said the ceiling is % board. He said it (what?) goes along the length of the porch and is mitered at the corner. He said it is not in terrible shape, but this is an old house. Gunn said he would look at that as well. Karr asked if the question on the actual vinyl could be decided and then the trim, gable ends, and porch details could be decided later. MOTION: Jochimsen moved to approve the continuation of the siding of the house with discussion on the trim, gable ends, and porch details to be continued. Smothers seconded the motion. The motion carried on a vote of 8-0. Jochimsen said if there is a house in an historic district that is covered with something other than the original, and it is damaged beyond the possibility of patching, it is implied that the owner has either to do His~ric Prese~ation Commission Minutes June 13, 2002 Page 5 nothing or has to completely restore the siding as it was initially. Gunn said the old siding certainly could be torn off and replaced with wood, although that is an expensive proposition. He said fiber cement siding in place of the original wood, at least as far as the Commission knows at this point, could be applied like the original, and it would look almost perfect. Gunn said it is pretty economical and is probably not any more expensive than a good quality vinyl. McCafferty said the only limitation in using fiber cement board is that there is a minimum five-inch reveal. She said often Victorian houses and others have a very narrow reveal. Gunn said the hardi-plank could be split or lapped over to get the right look. Ponto said the question arises as to what happens if half of a side of a house is damaged and there is no replacement material for patching. Jochimsen said the Commission may want to get rid of the exception, because it is so expensive to re-side, especially with redwood siding. Gunn said if someone doesn't have siding, the Commission is saying they have to maintain as is forever; they can't side their house. He said someone who hasn't sided and can't maintain the siding anymore will have to go back to what everybody else has. Gunn said the Commission put this in because if there is relatively minor damage, the siding can be replaced, but to tear it all off and re-side it is something the Commission doesn't allow. Widness said then if it involves the whole facade of the house, it is no longer a repair, even if it is being done because the siding is damaged. Ponto asked about the case where only one side of a four-sided house has to be replaced. He said the owner would not want one side to be wood and three sides to be vinyl. Gunn said the Commission will have to decide that. With regard to replacing siding, Gunn said he would have used hardi-plank on his house if he had known about it at the time it was re-sided. He said it is very easy to use. Gunn said the Commission will have to watch what happens with the fiber cement board that has been used in the community. He said on one house in the City that has seven-year old fiber cement siding, the siding still looks brand new. Gunn said it will be important for the Commission to track the fiberboard, because it is the only alternative to wood siding that the Commission has sanctioned. McCafferty said she has seen another product used in Wisconsin - that is, rough cut cedar that is stained with colored stain. Widness asked if local contractors are educated, so that if the Building Department misses another referral, the contractor will know enough to at least ask if vinyl is permissible. Maharry said it is really the job of the City to forward these projects on to the Commission. McCafferty said education is a good idea though, especially regarding demolition. She said that currently no one knows that eventually a demolition permit will be required to remove a porch, brackets, or other significant features. McCafferty said that might be a good basis for educating contractors. PROPOSED COLLEGE HILL HISTORIC DISTRICT: Gunn asked if the contributing versus non-contributing structures on Iowa Avenue have been determined. McCafferty said this map is from Maharry's initial reconnaissance survey. She added that Smothers is going to do additional research on specific properties. Maharry confirmed that Iowa Avenue has not yet been surveyed. Gunn said there is a pretty high percentage of contributing structures. Weitzel asked about the colonial revival on the corner of Iowa Avenue and Dodge Street. Maharry said he thought those two should be included. McCafferty said the one on the corner was a yes and the one on the alley was a no. Maharry confirmed this. Gunn asked if there was any more information available from the State. McCafferty said she did not have any additional information since the last meeting. She stated that Kerry McGrath will address some of the issues, including the Moffltt Cottage issue, at the Commission's next meeting. McCafferty said McGrath agrees with the Commission regarding the Moffitt Cottage District and has been working with Ralph Christian and Jack Porter to demonstrate to them the Commission's position. Gunn said it seems reasonable to include the Moffitt Cottage District in Longfellow, if nothing else. He said, however, he would much rather see two dozen Moffitt Cottages than have five put in the Longfellow District or left alone. McCafferty said Smothers is doing research on Iowa Avenue. Smothers said she has started the project but doesn't have anything written yet. Historic Preservation Commission Minutes June 13, 2002 Page 6 Gunn asked if there were a chance that this might be looked at as a greater historic district by the State. McCafferty said if the Commission wants to pursue that argument, there is some basis for that. She said using the context for College Green could be expanded to the entire area. McCafferty said the decision hinges in part on whether the Commission wants to take the easier, quicker route of the conservation district, for which there will be less convincing at the State level and fewer political issues involved, or whether it wants to push for an expanded historic district. Wiriness asked if over 60% of the structures were contributing. McCafferty said that is where the context issue comes into play. Maharry said there has to be a uniform context. He said the College Green context states the period of development is from 1860-1920 and are just like the houses in the larger district. Maharry said he would think the larger context would be applicable but admitted that the Commission has to choose its battles. He said the Commission also may want to look north at the Dubuque/Linn Street corridor where about 67% contributing). He said there are also the Fairchild and Church Street areas to consider. McCafferty said she has all the survey information for the College Hill District, but a lot of it is dated. Gunn said it is the State that is saying that College Hill cannot be done as an historic district, because there are not 60% or more of the structures contributing to any one thing, from the State's point of view. He said if there is anything that is a little odd in that area, it is East College Street, because it falls within the College Green guidelines, but it has a different look to it. McCafferty said one advantage to having one large historic district would be having one less representative on the Commission. Widness asked if the conservation district would be a large conservation district to include the two historic districts. Gunn said that was true. He said he suspected that if the Commission wanted to make Longfellow one district, there would be all sorts of problems with the State. Gunn said the Commission has two options: to nominate a conservation district, which would afford protection and be the easier, quicker way or to begin the process of looking at this as one historic district. He said the latter option would necessitate a survey of a few more properties and providing the State with a convincing argument. McCafferty said the Commission may be able to combine the two districts but asked if the Commission would want to do it all as an historic district or portions of it as a conservation district. Gunn said East College could be expanded to include Burlington and maybe more. He said College Green could be expanded. Gunn said then the suburb idea is kept separate from the growth concept. McCafferty stated that the Burlington area is less consistent than East College and doesn't fit in as well with the vernacular of the early suburb. Carlson agreed it did not fit as well. McCafferty said it is a little more mixed. She said the Commission has to decide how much it wants to take on. McCafferty asked if the Commission wanted to do this more easily so it can move on to other issues, such as the North Side and the downtown. Gunn said he thought this could certainly be one historic district. He said the scope was too narrow the first time. However, Gunn said the City Council is very supportive of historic preservation, and the Commission is on a bit of a roll. He said the opportunity may not be there later, if there should be a less receptive City Council in the future. Gunn said the possibility of doing this as a conservation district, with the idea of doing it as an historic district later is not very likely. He said knowing that it is probably not the right thing to do, he believes this is probably doable as a conservation district. McCafferty said the State would like to see landmarks in conservation districts addressed. She said the Commission will want to look at identifying landmarks through the process of naming a conservation district and will want to put them through at the same time. Carlson pointed out that the Commission should do that with historic districts as well. He said there are houses that are clearly historic but are not contributing, because they are not from the same time period. Gunn said this item would continue to be on the Commission's agenda. McCafferty said she would have information from Kerry McGrath at the next meeting regarding the proposed College Hill Historic District, as well as the Moffitt Cottages. Cadson asked if the boundaries of the district would be part of the discussion. He said he is still not certain why the Commission could not use the same criteria for evaluating the buildings here on the Historic Preservation Commission Minutes June 13, 2002 Page 7 opposite side. Carlson said there is a fairly clear break between Iowa and Jefferson, but the Muscatine boundary seems sort of arbitrary. Gunn said that is a good point; he said there are a lot of very nice streets worth preserving across Muscatine. He said that whether the Commission goes with a conservation district or an historic district, it needs to clarify why the boundaries were selected. Maharry said part of the reason is that this is just what has been surveyed to date. McCafferty asked if someone wanted to research establishing an east boundary. Carlson volunteered to do so. MOFFITT COTTAGE HISTORIC DISTRICT: As this had already been discussed somewhat, Gunn said it would remain on the agenda for the Commission's next meeting. HISTORIC PRESERVATION HANDBOOK REVISIONS: Gunn pointed out that on Page 5, items six and seven were reversed: Administrative Procedures should be item seven and Landmarks & Districts should be item six. Widness suggested that the definition of a key contributing structure be included in the definitions, since the term is used on all the maps. Carlson said a key structure is one that is eligible for nomination to the National Register. Ponto asked if those would be the buildings the Commission would look at for landmark status. Carlson replied that they would be the properties to look at first. Gunn said the State's concern is that the Commission's most stringent guidelines apply to key properties. He stated that they do in historic districts but do not in conservation districts. Ponto said, therefore, key properties in conservation districts should probably be considered for landmark status. Gunn agreed it is more critical administratively to name the landmarks in conservation districts, because the design review would be administered in an entirely different way. Widness suggested that the first two sentences on Page 9 be removed, because they don't really fit the rest of the paragraph. She said they were included to point the reader to the three types of guidelines, but the paragraph doesn't hold together very well. She recommended that they be deleted, and the page start with an amended sentence, "In order to address the individual nature of the historic and conservation districts...." Widness suggested that under "Individual District Guidelines", the second sentence read, "The Guidelines establish architectural design criteria and scale and site considerations based upon the defining characteristics of each individual district." Widness added that she had a lot of small punctuation corrections that she would submit to McCafferty. The consensus of the Commission was that that would be acceptable. Gunn said that on Page 10, the setback addition (contributing) under historic district should read "with exceptions" to be consistent. Also on Page 10, he said that all of the site and scale considerations are lost, because they are part of the individual district guidelines. Gunn said the third one down to the eighth one should all have site and scale guidelines cited as needing to apply. He said it is the site and scale portions of the individual district guidelines that apply. Gunn added that the site and scale considerations are different in different districts, and that's why they are part of the individual district guidelines. McCafferty said she would look at this list again and look for a way to add that in. On Page 11, Widness said the word Section is misspelled in the second paragraph. She added that on Page 13, the larger bullet should be made consistent with the others. McCafferty said she added a couple of comments on Page 13 for Commission discussion, including the possible addition of the use of synthetic moldings under recommended and a comment about metal roofs. Weitzel asked if the silver roofs were that color originally or if something was done to preserve them that gave them the metal color. Smothers replied that a lot of them are made of nickel. Weitzel said the silver color was acceptable to him. Smothers said that galvanized metal will eventually dull. The consensus of the Commission was to have the last bullet under recommended read, "Painting metal roofs dark colors, usually dull red, green, or natural metallic." With regard to synthetic moldings, Ponto said that on shows such as This Old House, that's about all they use anymore. Gunn said it is reasonable to note that. He said in a number of places, the Commission discusses substituting a material in place of wood only if the substitute material retains the appearance Historic Preservation Commission Minutes June 13, 2002 Page 8 and function of wood. He said the substitute material must be durable, accept paint and be approved by the Commission. McCafferty suggested the Commission change the first bullet under disallowed to read "Altering" instead of "Reducing". She cited the house at 812 Church Street in which the pitch of the roof was actually increased in order to add a floor to the top of the house. Under "Not recommended" on Page18, McCafferty inserted a comment about whether the Commission might want to include blue paint. Widness stated that Marlys Svendsen commented that people just didn't use blue for the main body color of their houses. McCafferty said she just bought a book on historic paint but hasn't yet read it. She said she will check the book for more information and might also e-mail Svendsen to get her opinion. Regarding Page 19, McCafferty said the Commission might want to put "Installing metal or vinyl storm windows" as a "Not recommended" item. The Commission agreed. Regarding the installation of sliding doors discussed on Page 20, Weitzel said there is a house in the Longfellow District that took out space between two front windows and put in a big sliding door. He said he discussed this with the Building Department last week, and there apparently was no permit issued for work on that house at all. He said the all-white house is on Oakland in the first block after Court Street. McCafferty said she would look into it. On Page 21 under "Chimneys - Recommended", the consensus of the Commission was to add a bullet allowing the matching of an existing stucco finish. With regard to Page 22, McCafferty said she added a comment recommending painting the frames of porch screens a dark color. Gunn suggested the frames match the background color, even if it is white. He said that with a white house, there should not necessarily be dark frames, because you will want them to be less noticeable. The consensus of the Commission was to leave that bullet as it was. Aisc on Page 22, McCafferty said she added a suggestion to change the eighth bullet under "Recommended", to "Constructing new porches that are compatible with the existing building or similar to porches of the same architectural style." The Commission agreed to amend that bullet. McCafferty said that on Page 23, she added a phrase to the sixth bullet under recommended to clarify that the four-inch spacing between spindles is a legal requirement. She stated that she added a bullet discussing balustrades on the porch, as required by the Building Code. With regard to the demolition paragraph on Page 24, Gunn said that after "any primary contributing structure" should be inserted "or Iowa City landmark". Gunn also suggested that the bullet on Page 24 be changed into a new paragraph and that "parts of buildings" be included as requiring a building permit. Regarding design standards for multi-family buildings, McCafferty said (we are - the City? The Commission?) currently looking at revising the design standards for multi-family. She said there will also be some restructuring to take it out of Public Works and bring it to her office. McCafferty said she would be dealing with this and also looking at doing some rewriting. She said she would attempt to include some education about styles, including referring back to residential styles in Iowa City and including another photograph of a large-scale building, where appropriate. Gunn stated that Page 39 regarding historic landmarks in Iowa City should be dated. BYLAWS REVISIONS: McCafferty said she did not have any changes noted but wanted the Commission to review this and make recommendations. McCafferty said in the appendix of the Historic Preservation plan, there is a letter making recommendations regarding the Historic Preservation Ordinance from a company called Clarion. She said one recommendation is in terms of purpose and intent (...can't hear) this section should also make references to the legal authority of the ordinance, such as State-enabling legislation. McCafferty said Clarion also recommends a number of new definitions, including alterations, construction, conservation districts, certificate of economic hardship, district, demolition, economic hardship, landmark, object, and property. Historic Preservation Commission Minutes June 13, 2002 Page 9 With regard to ordinances, McCafferty stated that the owners of 830 College Street intend to pave the front yard of that property. She said a building permit is not required for paving or for a retaining wall less than four feet high. McCafferty said the only permit required to do this is a curb cut permit. She said a curb cut permit is not listed under the definition of a regulated permit, which is what would initiate a review, therefore, the owner can go ahead and pave the front yard. She said there is not a mechanism for Historic Preservation Commission review, even though this is in an historic district. McCafferty said the Commission could argue that under the Secretary of the Interior Standards, this paving would change the character of the neighborhood, but there is really no inherent mechanism to stop this. Gunn said it is not the curb cut that is the problem; it is the parking lot. McCafferty said that paving still falls within the parameters of what building officials currently regulate in the construction of a building. She stated that, even so, Tim Hermes does not recommend that paving be added to the building code as requiring a building permit, because it typically is not. Gunn said the parking is regulated for new projects. He said if someone erects an apartment building in the Central Planning District, the parking will be regulated. McCafferty agreed and said the size, location, etc. will be regulated, but the proposed parking lot meets the requirement for this particular zone. Gunn said it is inconsistent to regulate a parking lot for new buildings but not old ones. McCafferty said she would do more research on this. ELECTION OF OFFICERS: Maharry volunteered to serve as Chair of the Historic Preservation Commission but said he would need guidance. Carlson nominated Maharry for the position of Chair of the Historic Preservation Commission. Weitzel seconded the nomination. MOTION: Ponto moved that nominations cease. Carlson seconded the motion. The motion to cease nominations carried on a vote of 6-0. The motion nominating Maharry as chair carried on a vote of Ponto nominated Gunn for the position of Vice Chair of the Historic Preservation Commission. Gunn declined the nomination and nominated Carlson for the position of Vice Chair of the Historic Preservation Commission. Weitzel seconded the nomination. MOTION: Weitzel moved that nominations cease. Gunn seconded the motion. The motion to cease nominations carried on a vote of 5-0, with Carlson abstaininq. The motion nominatinq Carlson as vice chair carried on a vote of 6-0. MINUTES: MAY 23, 2002: Because not all of the Commission members had received the minutes of the May 23, 2002 meeting, the consensus was to review the minutes at the next meeting. ADJOURNMENT: The meeting was adjourned at 8:32 p.m. Minutes submitted by Anne Schulte FINAL/APPROVED MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY~ JUNE 6~ 2002 - 5:45 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Rick Mascari, Michclle Robnctt, Mark Anderson, Alan Ellis STAFF PRESENT: Sue Dulek, Ron O'Neil CALL TO ORDER: Chairperson Anderson called the meeting to order at 5:45 p.m. APPROVAL OF MINUTES: Thc minutes o£thc May 13, 2002, Commission meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari made a motion to pay thc bills. Ellis seconded thc motion. Mascari asked about reducing the number of times per week the janitor service cleans thc Terminal Building. O'Neil said that at thc direction o£ thc Commission, he had contacted Midwest Janitorial and reduced from three to two times a week for janitorial services. O~Ncil said the agreement with MJS is to clean thc upstairs once a month. The motion passed 4 - 0, with Ruyle being absent. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No items were presented. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park 1. June report - Tracy Overton, from Iowa Realty, said he has been visiting with people about selling the lots in the ACP. He said he has a list of 6 - 10 people who are interested in purchasing a lot. He said two potential tenants said they could not wait any longer and purchased property elsewhere. Overton presented a strategy to the Commission for clearing the way to sell some of the property in the ACP. Anderson said he thought the Commission should be mom aggressive in moving forward to sell the property. O'Neil said he had contacted Casey Cook to update the appraisal. O~Neil will meet with Cook and Overton and then Cook will produce an updated appraisal report. Cook will charge about $ 300 for the updated report. O2qeil said he had requested time on the Council agenda for the June 10 and June 11 meetings. The City Manager said the agendas were full for those meetings and he would schedule something as soon as he could. Mascari said he thinks it is important to get a response from the Council on their opinion of selling as opposed to leasing the property. He volunteered to go the Council and speak during the Public Discussion time of the agenda. Robnett said she would go with Mascari. O'Neil said he would discuss selling the property when he meets with FAA officials in Kansas City next week. Overton asked about the Codes, Covenants and Restrictions. Ellis said he thought the set of cc&r that Dulek had developed was fairly open and the Commission could look at each potential tenant as the proposals were submitted. Overton gave Dulek some additional examples of covenants to review. Overton said the Commission could have the covenants, the pricing schedule and the listing agreement ready for the Council when the issue is scheduled. Overton said that through a conversation he had with the City Manager, he thought Atkins was in favor of selling the lots. Mascari asked Dulek what action was needed from the Council in order to proceed. Dulek said the Council is the one that has to make the final decision to sell the property. Overton said the Commission should put a package together for the Council. O~eil said the Council needs to give preliminary approval to sell the property before moving forward to get a waiver from the FAA assurances. 2. Other issues - Ellis wanted to know if the Commission would lose control of the type of development in the ACP if the property was sold? He also thought maybe the property should be turned over for sale on a lot by lot basis. Overton said the Commission would need to reflect their concerns in the covenants. Mascari said enough of the property could be sold to pay the Airport's debt service and then the rest of the property could be leased. He said maybe the Commission should offer financing, maybe on a lease-to-buy agreement. Overton said he wanted to go on the record as saying that timing is very important. He said that two potential tenants had built elsewhere because of the delay. Mascari said he thought Anderson should be at the Council meeting next week. Ellis said he would like to go to the meeting also. He thought the Commission should all be there. b. Fuel site - Commission/FBO responsibilities - O~Neil said that now that the fuel system is operational, the Commission should work with the FBO and clearly define the maintenance and service responsibilities. Anderson said he had a list of several items to discuss, including who should assist customers if there is trouble with the 100LL pump, who should change the filters, and who should be contacted if there are problems with the system. Klay Johnson, fi.om Jet Air, wanted to know who to call if the system was not working. O'Neil said Applied Technology has a 24~hour hotline if there is trouble with the computer. Double Check is responsible for the system hardware. There is no technician locally to make emergency repair. O"Neil said there is a question on who should make sure the valve is closed on the containment tank. Johnson said it was his understanding the valve should be left open most of the time and be closed when fuel is being off-loaded or loaded onto a service truck. (At this time, Anderson had to leave the meeting and Ellis chaired the meeting.) Ellis asked if there were any operation manuals that came with the tank system? Blum, from H.R. Green, said he would see if he could locate an operations manual. O"Neil and Jet Air can go through the procedures part of the manual and determine responsibility for the system. In response to a question from Ellis, O'Neil said he has not received a final Request for Payment from Green. Blum said Green has not received a final invoice from Double Check. Blum said he would call Washington, Iowa and see if he can borrow a maintenance or procedure manual. Johnson said the clock gauges on the tanks do not work accurately. Blum said the gauges are supposed to be calibrated every thirty days. O~eil said he gave Jet Air the information on how to calibrate the gauges. Blum will check the specs for the project to see if a handrail was to be provided on top of the tank to help when the fuel level is checked. O%leil will work with Jet Air to determine duties and responsibilities for the fuel system. c. Property lease-Toyota of Iowa City- Ellis said that Toyota has requested to lease about one-half acre of Airport property. Mascari said he read the proposed lease and he would like to require Toyota to have a hard-surfaced, dust free lot. He said it is required in all other areas in the City. O~Neil said this is for vehicle storage, not parking. Mascari said that is something he would check into. O~eil said the lease in the packet was a draft, intended to solicit comments. Mascari said he would like a better map included with the lease. O2qeil said the lease required the lessee to provide a plat of the area they would like to lease, Mascari asked how this would impact the Aviation Commerce Park? O~Neil said the property was directly west of Toyota and was not near the ACP. Ellis said he would like to see where the property is in relation to the safety areas on the Airport. He said he had concern about what type of lighting would be used. O~Neil said the Commission could put whatever restrictions they wanted in the lease. He said a public hearing would be required. Mascari said would still like to require a dust-free surface. Ellis suggested O~eil have a lease ready for the next meeting and a public hearing could be set. Ellis said someone from Toyota should be at the next meeting. O'Neil will meet with Toyota to discuss the details. d. Property lease Dane/Larsen- O2qeil said there was a proposal in the packet from Dane/Larsen to lease some Airport property to install a real estate sign. The offer was for $100 per year. O~Neil said the property is east of Rock's Roadhouse, at the west end of the RPZ for Runway 7. Ellis wanted to know if the Commission could lease property for an advertising sign? O'Neil said he would check the Airport Code of Regulations, but he did not think there was anything that would prohibit them from leasing the property. The property is in Johnson County. O~Neil asked the Commission if they were interested in the leasing Larsen the property if a market value could be agreed to? The consensus of the Commission is that they would lease the property. O~eil said an agreement would have to be reached with Larsen. Robnett suggested a fee of $150 per month. e. Iowa City School District lease- The Iowa City School District leases about an acre of land in the northeast comer of the Airport. The property is part of Lot #5 of the ACP. Ellis said the Commission could terminate the lease after a 60-day notification. O2qeil said the Commission leased the property to ICCSD last year but did not sign a lease. This was because of the uncertainty of the marketing of the ACP. 3 Mascari made a motion to sign a one-year lease with the School District. Robnett seconded the motion, and at roll call vote, the motion passed 3 - 0, with Anderson and Ruyle being absent. f. United States Army Reserve lease- O'Neil said a lease was included in the packet. The USAR was paying $ .076 per square foot in their old lease. They would agree to pay $ .087 on a new five year lease. O2qeil said a public hearing would be required. Robnett said she thought the USAR should be charged the same as the ICCSD. She said a fee schedule should be included in the lease. O~eil said he would develop a fee schedule and send it to the USAR. g. Obstruction removal project - O'Neil said he met with Mike Donnelly from Stanley. They discussed the project and O~eil will discuss it next week with FAA officials. h. Environmental Assessment and Section 106 project- Dick Blum, from H.R. Green Co. said there is an issue that has come up that will need to be dealt with before the project can get started. That issue is whether or not the Airport has been designated as a historic district. Blum said he has met with a couple of people who are under the impression that the Airport is a historic district. He said this could complicate the EA. O'Neil said it has been declared eligible as a historic district. It has not been placed on the national register. Neither the Airport nor any other City department has requested the Airport be listed. Blum said it might cost the Airport more to implement their Master Plan. O~Neil said it is his understanding the FAA would be the federal governing body that would request the district and the FAA has not made this request. O2qeil said this could effect the Master Plan projects. He and Blum will discuss this with the FAA in Kansas City next week. i. T-hangars leases- Ellis said he would like to defer this until the next meeting. He was not ready to make a recommendation yet. Because of a conflict of interest, only Ellis and Robnett will be able to vote on the lease. j. Commission by-laws- Mascari asked to have this on the agenda. He said he felt that the one Commission member that was frequently absent should be replaced. He said he thought the chairperson should write a letter to the Mayor. Mascari said this has been discussed with the Commission member. Mascari made a motion to have the Commission chairperson write a letter to the Mayor, requesting John Ruyle be replaced. Robnett seconded the motion. The motion passed 3 - 0, with Ruyle and Anderson being absent. k. Public Service Announcements- Robnett said she discussed this with Jet Air to have both the Airport and Jet Air mentioned in the PSA. She said there are teams of people at the University of Iowa that will help with PSA's. She said she would like to see if there is a team of marketing students that will help with a marketing plan. Robnett said it would be helpful to have airport events on the community calendars. Mascari said he saw an ad by the Library. He wanted to know who paid for the production of the PSA. He said it was a lengthy ad. O'Neil said he would call Susan Craig and see who pays for all the production costs of their PSA's. I. 2003 budget items - O~eil provided the Commission with a list of budget line items to consider if they wanted to reduce the budget. One of the items was the DTN weather radar service. Mascari said there is a web site that cost $ 75 per year and it provided weather reports that were updated approximately every 10 minutes. He thought that would be less expensive than the DTN weather service. He said they would have to buy a computer, and purchase intemet access. The question is whether that would be less expensive than the DTN service. Mascari said O~eil suggested the cleaning service could be reduced by 1/3, from three times a week to two times a week. Mascari said he thought it should be reduced by 1/2. He would like to have the cleaning service come in once a month. The airport maintenance worker could empty the trashcans on a daily basis. Mascari said he would like to charge the hangar tenants a five-dollar a month electricity fee. He said if you can afford an airplane, you should be able to afford an additional $5 per month. Mascari asked about the computer replacement fund? He thought the $ 900 per year was excessive. He said this line item should be eliminated or at least reduced to $ 200. Ellis said instead of putting money in the replacement fund, it should be a one-time budget item in the year that the computer needs replacement. Mascari wanted to know if the Commission could stop putting money in the vehicle replacement fund? He said that when there was a vehicle that needed to be replaced, the Commission could look in the paper and find a good used vehicle. O~eil explained the vehicle replacement fund to the Commission. O~eil said there have been times when the Airport has not replaced a vehicle if it is still in good condition. Mascari said he would like to get out of the vehicle replacement fund and the computer replacement fund. O~Neil said he had included on the list the possibility of selling the snow blower truck. He reminded the Commission that when the tractor was replaced last year, a tractor was purchased that could handle a snow blower. This would be a far less expensive piece of equipment to own and maintain than the snow blower track. An arrangement could be made with the Street Department to use their endloader-mounted snow blower if it was needed. Mascari wanted to know where the money would go if the track was sold? O~Neil said it would be credited to the Airport budget. Mascari said he would prefer not to sell the truck. Robnett asked if the Commission gets out of the equipment replacement fund, could they get back in at a later date? O~Neil said he would meet with the Equipment Superintendent and get answers to the Commission's questions. Robnett said she thought the advertising budget should not be cut. She said the money could be used for production costs for the PSAs. Mascari agreed the money for advertising should not be cut. Mascari suggested having a $ 5 per month electricity fee for all t-hangars. Ellis agreed and the Commission instructed O~qeil to have this on the July agenda. Ellis also thought the Comrrfission should consider taming offthe runway lights for Runway 07/25 and having them on a remote pilot-controlled radio switch. Robnett said she thought the budget should remain as it is and the Commission could concentrate on cutting expenses. If the money is needed, it would be there. Mascari asked about the ITS line items. O~eil said one is for computer replacement, one is for on-line service, and the last is ITS charge-back for technical assistance. O2qeil said he thought the exercise of going through the budget again was an important exercise, but he thought the budget presented to Council was as lean as they could get. Robnett agreed. She said she has dealt with several University budgets and thought the Airport budget was tight. O~eil said the main problem, that was obvious to everyone, was not the spending side of the budget. It was the significant drop in the revenue side when Iowa City Flying Service defaulted of their contracts. Blum said he had a historic perspective on why the runway lights are left on all night on RW 07/25. In the past, all the lights were radio-controlled. Runway 12/30 was used the most. As the residential area developed at the approach end of RW 12, the complaints about night flights increased. When the lights were left on for Runway 07/25, pilots were more likely to use that runway and the complaints became minimal. Ellis wanted to know if an attorney needs to be at the every meeting? Mascari and Robnett both thought it was important to have an attorney at every meeting. Ellis said he has been to other City board and comnY~ssion meetings and they do not have an attorney present. Dulek said she would be at the meeting whether the Commission was paying for it or not. Ellis suggested the Commission hire an attorney outside of the City Attorney's office, He said the Comrrdssion should have an attorney review their documents before they go to the City Attorney's office. Robnett said she is looking into that. She did not think the Commission could afford an outside attorney. Ellis said maybe they could afford a paralegal. Blum reminded them that the Airport Manager is a paralegal. Ellis said the City Attorney's office does not provide business advice like a private attorney would. Dulek said she is looking out for the Commission's best interest. She said she disagrees with Ellis's statement that she is only looking out for the City in general and not specifically the Airport Comnfission. Ellis said the next item on the memo from O'Neil was the travel and education budget. O~eil said this was for the FAA and IDOT aviation conferences, as well as travel expenses associated with meetings with FAA officials. Mascari said he felt those meetings were important and would not like to see any reduction of that line item. Another suggestion for increasing revenue was to lease out the second floor of the Terminal Building. Mascari said the idea was to have another City Conference room. The policy is to use the room for aviation uses or for other City departments. O2qeil said because the room can not be isolated from the rest of the building, it becomes a staffing problem to use the room after hours. Mascari said the Commission should not micro-manage this issue, He said the Airport Manager should take care of the room like he has in the past. The next issue discussed was to attempt to reduce the amount of mowing done at the Airport. O2qeil said it takes about 30 hours a week to mow everything at the Airport. Another issue discussed was to reduce the snow plowing. O2qeil said the Commission could only plow the snow during regular business hours. That would reduce fuel costs and overtime. Ellis said that would reduce the utility of the Airport and was also an issue of safety. O'Neil said he would not recommend changing the way snow is plowed at the Airport. 6 Robnett said she reviewed the budget and complimented O2qeil on the way the budget has managed over the past years. OqXleil said this is the second or third time the Commission has reviewed next years's budget in detail and he said he does not think there is any "fluff" in the budget. Ellis said there was another issue on the Manager's memo for items to review. That was the cost of living adjustment for the Airport Manager. He did not think this should be discussed at this meeting. Mascari said it is in line with other City employees. O'Neil said it was on the list because he thought the Commission should review all the budget items that they have control over. He did not mind talking about it at a public meeting if the ComnY~ssion wanted to. Ellis said the Commission has an obligation to review their budget and look at any areas that could be reduced without affecting the ability of the Airport to provide the services expected. Ellis said, in his view, there just isn't anything left to cut. All of the 2003 capital projects were already eliminated. He said the only real significant cuts would result in firing employees. The city has stated this would be a last resort to cutting the budget. Ellis said he does not think any employees should be fired. He would like to send a letter to the Council, stating the Commission has reviewed the budget again and does not think any significant cuts can be made without affecting safety issues at the Airport. He said this should come from the Chairperson. He would like to let the Council know that the Commission reviewed the budget closely. Ellis said some things, like cutting back on the cleaning, may mean the Terminal Building will not look as nice as it has in the past. Mascari said the Commission had just spent over half an hour discussing the budget and could only come up with about $1000 worth of possible cuts. O~Neil said it was an exercise worth doing, if for no other reason than to affirm that the budget sent to the Council was fairly tight. Robnett said the Comrrdssion needs to concentrate on increasing the revenue. She said this is where they need to work more closely with the Council. There was a discussion about tie down fee. O~eil said the FBO does not lease the tie-down area. Johnson, from Jet Air, said the fee is for use of the tie down ropes supplied by Jet Air. CItAIRPERSON'S REPORT: Ellis said he had three issues. One is having a separate attorney. Robnett is working on that issue and has contacted some aviation organizations for information. Ellis does not think anyone should be able to use the bulletin board in the flight planning room unless it is aviation related or has been put on there by the Commission or Airport Manager. He said a separate bulletin board should be used for non-aviation items. Mascari said Ellis should talk directly to the FBO. Ellis does not think the FBO should use the board for free advertising. He said the room should look more professional. Ellis said the door on the Terrff~nal building should state that it is a public building. He said some people might get confused that they are going into the FBO instead of the public building. 7 COMMISSION MEMBERS' REPORTS: Mascari asked O~Neil what was done with the taxiway to Runway 187 ONeil said it had been "X'd" out. Robnett said the U of Iowa College of Business would give the Commission a team o£ students next fall to help work on the business/strategy plan. She l~as also contacted professors to see about help with marketing. There may be grants to help with this marketing. ADMIi~STRATIVE REPORT: O~leil said a letter was sent to the tenant o£hangar #61, concerning his rent. The FAA Safety Prevention program is sending someone to meet with Airport personnel, concerning safety issues at general aviation airports. They will be at the Airport at on June 18, 2002, at 2:00 p.m. O~Neil said the letter is posted in the flight planning room. Mascari said he would be there. Letters were sent to the six tc~nants in the north t-hangars, explaining to them that the rent they sent to Iowa City Flying Service in March should have been sent to the Com~tssion. They will have to pay the Commission and recover their rent from ICFS. O'Neil said he had heard from two of the tenants. As requested by the Commission, a memo from Dulck was included in the packet, explaining the Consumer Price Index. There was a picture in the Chamber's newsletter, showing the ribbon cutting ceremony for Jet Air. O~¢il asked what the Commission wanted to do about the tie-down issue? Ellis said he thought it was all right £or thc FBO to charge a tee for use of the tie-down ropes. O"Ncil said the DNR received an anonymous complaint concerning the tires and other debris someone had dumped on the Kennedy property. Bob Pyle, from thc Washington, Iowa office will be sending a letter to the Commission. O~Neil said he has discussed this with Dulek. The Street Department will haul the materials away over the next month. O~Neil will send a letter of response to the DNR on how the complaint will be mitigated. Money has been budgeted to landfill the materials. O~leil said a police report was filed and the police were to follow up on the complaint. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for July 18, 2002,at 5:45 p.m. ADJOURNMENT: The meeting was adjourned at 8:57 p.m. Mark Anderson, Chairperson FINAL/APPROVED Iowa City Human Rights Commission Council Chambers June 25, 2002 MEMBERS PRESENT: Jan Warren, Lisa Beckmann, Paul Retish, Charles Major, Bob Peffer, Keri Neblett MEMBERS ABSENT: Lucia Page, Rick Spooner STAFF MEMBERS: Heather Shank 1. CALL TO ORDER: Meeting called to order at 7:08 2. APPROVAL OF MINUTES: Beckmann asked for approval of or any changes in the minutes from the May meeting. Changes were made in the list of Commissioners that were present and not present. Also, a correction was made by Major in paragraph 6 Commissioner Reports: correct wording is "big poster of the Post General" and not just the General. Motion to accept the minutes by Warren, seconded by Peffer. Motion: Minutes unanimously approved. 3. RECOMMENDATIONS TO COUNCIL: None 4. NEW BUSINESS: P, etish asked whether there were rules regarding the number of meeting commissioners should or should not attend? Shank stated the rule is currently three Commission meetings a year but this last year the rule has not been enforced as it has been in the past. Shank added that a few years ago there was a terrible problem with attendance and the rules were put into effect. Beckmann talked to Page after the last meeting and she said she didn't get the packet in the mail and so she was confused about when the meeting was scheduled. Beckmann told her to always plan on the 4th Tuesday of the month and anyone with questions can call her at work. Beckmann asked the Commission what it wanted to do about absenteeism? Warren indicated that the absenteeism issue has come up in the past and that there have been people who were chronically absent at times. She further stated that it was discovered that it was very difficult for the Council to remove a Commissioner. Shank stated that there must be "just cause" to remove a Commissioner and just cause is a very difficult standard to meet. Beckmann thought a protocol should be established with Commissioners calling Shank when a member is unable to attend the meeting. Beckmann & Retish agreed that the issue isn't removing people from the commission but getting people to participate. He suggested that Spooner and Page be called to find out their commitment level and remind them that they are needed. Beckmann will call them. Shank agreed to let the rest of the Commission know at the beginning of a meeting the calls she has received from Commissioners regarding their inability to attend the meeting. Peffer has been reading a disability discrimination case and although he understands the law, he finds it terribly disturbing. Peffer becomes so uncomfortable with the law he doesn't want to sign off on cases even though the lawyers explain that the law does not support finding in favor of the Complainant. He feels some decisions are unfair and wonders if there is anything we can do. Shank stated that trying to do anything would be difficult and she expressed her own frustration with the courts. Recently, the Supreme Court's decision to register their frustration with the ADA by making decisions in cases that only narrow the definition of disability. A discussion was held about the pros and cons of working vs. unemployed disabled persons and the unfairness of the system. Peffer expressed his desire to contact Tom Harkin in order to address the disability laws and the enforcement of the laws by the courts. Peffer will contact Harkin and report back at the next meeting. 5. OLD BUSINESS: Pride Festival: Beckmann reported that she, Warren, Page, Peffer, and Major went to the Pride Festival. Beckmann stated that even though there were not many visitors to the Commission booth, the Commission's attendance was important. Beckmann suggested that next year a survey be handed out to gauge the perception of tolerance and acceptance in the community of different protected categories instead of just handing out information. The survey results could be used for educational purposes or to keep tabs on the "climate" of the city. Warren suggested that that the survey include just a one page or less, "quick" survey. Warren asked whether a sub-committee was needed and Beckmann volunteered. Warren volunteered as well. The theme of the survey could be taking the "Human Rights Temperature" of Iowa City. The goal is to have the survey ready for the HR Breakfast. The committee will report back next month. Breakfast Letter: Shank states that there has been progress in the preparation for the breakfast. People have been notified through mailings and posters, as well as through the letter written by Beckman. The letter was sent to the three local newspapers. Shank said that she got the impression that David Leshtz really did not want to be the speaker for the breakfast, even though he had said yes. She sent him an e-mail and asked whether he wanted to opt out of the speech but had not yet received a response. Warren asked about picking members for the awards selection committee. Beckmann stated that could wait until the following meeting when more members were present. Retish submitted a nomination for an award for the upcoming breakfast and asked other Commissioners to talk to him about it later. Preamble Language: Beckmann asked for any comments on the language in the Charter. Beckmann stated that during the last Commission meeting it was expressed that the language in the Human Rights Ordinance should not be changed. Warren suggested that on page 3 of the City Charter an addition could be possible under item 5 of the charter preamble because it talks about what the city should do, i.e. promote general health, safety and welfare. Warren believes that would be an area where the Commission could say general health, safety and protection of human rights. She also added that she thought it would be very difficult to make any changes in the city charter. Peffer thought the surveys would help the Commission to decide what it needed to do in the community. Motion made by Retish to table further discussion of the preamble language until we get results from the survey or further data, seconded by Peffer. Motion unanimously approved. 6. COMMISSIONERS REPORTS: Warren no report. Peffer mentioned UNI reinstating Title IX for two women's sports, tennis and swimming. Major also mentioned the Title IX article in the Des Moines Register, he thinks it has made progress here in Iowa and how important women's sports are. He wishes there were more Title IX opportunities. Retish stated that he has some concerns regarding the actions of the Attorney General and some of the movements that are occurring nationally that will filter down to a state and local level and possibly diminish the role of human rights. He is worried human rights will go from being an important issue to one that is less important. He further added that since we live in a University community with many international people, efforts must be taken to make sure people are not profiled. Retish believes the Commission, should see problems coming rather than try to fix them after the problems have occurred. Shank reported that Laz Pittman taught a class that was part of one of Warren's summer programs and Shank was the judge. Shank was very impressed with the quality of the student's work. Overall it was a wonderful experience. Neblett mentioned that Jim Leach was passing out little Indian headbands for children at fairs, parades, etc. She is offended by this practice. Beckmann talked about the missing girl in Utah. She is concerned with how the media has handled the situation. Some people the police want to talk to are being prosecuted in the press before they are ever charged with a crime. 7. STATUS OF CASES: Shank reported she has received two new cases this week. Pittman and Burnside have also received a new case. Shank is back to work full time. 8. ADJORNMENT: Motion: Neblett moved to adjourn meeting and Peffer seconded. Meeting adjourned at 7:52 p.m. Minutes Iowa City Public Art Advisory Committee Monday, April 15, 2002 Civic Center Lobby Conference Room Members Present: Chuck Felling, Sandra Hudson, Betsy Klein, Barbara Camillo, Terry Trueblood and Emily Walsh Members Absent: Rick Fosse Staff Present: Karin Franklin and Marcia Klingaman Others Present: David Dahlquist CALL TO ORDER Sandra Hudson called the meeting to order. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. CONSIDERATION OF MINUTES OF March 7, 2002: MOTION: Chuck Felling moved to approve the minutes as read. Barbara Camillo seconded. Motion passed 6-0. DISCUSSION AND APPROVAL OF THE RELOCATION OF "DOROTHY": Karin Franklin described the proposed site for Dorothy: on City Plaza, on the north end of pedestrian mall. Karin stated that at this location, there is already a large round planter sitting on a concrete base. Benches are located in various locations adjacent to the planter. At the last meeting, Nancy Purington, of the Epicenter Group, proposed that "Dorothy" be placed where the planter is now and then clustering the benches around the sculpture to "create a sense of community". Nancy has suggested that these benches could be decorated by local artists. In addition, Trueblood has noted that the benches are currently in the process of being removed, sanded, and stained, before being put on new bases. Discussion followed on pros and cons of this placement. Franklin said that more police would be requested on the pedestrian mall for football game nights. The proposed location is close to Ties that Bind which will be close to the playground. The playground and the checkerboard are being switched in terms of position. Unsure when Ties that Bind will be installed there; it depends on how the library project goes and on the lot next to the hotet. The most important thing is to not put it in pre-maturely and have it damaged. MOTION: Trueblood moved that Dorothy be located at the site of the planter on the far corner of the pedestrian mall by Washington Street, Klein seconded the motion. Discussion: Iowa City Public Art Advisory Committee April 15, 2002 Page 2 Franklin noted that Dorothy is easy to move. Hudson said that the artist has communicated by e-mail that this location would be acceptable to them. MOTION: Trueblood moved that Dorothy be located at the site of the planter on the far corner of the pedestrian mall by Washington Street, Klein seconded the motion, All in favor; motion passed. DISCUSSION WITH DAVID DAHLQUIST ON THE NEAR SOUTHSIDE TRANSPORTATION CENTER Dahlquist reported that since the last time he came before the committee, he has been back to Iowa City and has met with Karen Franklin and Brad Lang from OPN. He has seen the exact location of the site and tried to imagine what the view would be from Dubuque Street. He said that he enjoys the project and its challenges. He has never done fencing before, although he is skilled in metalworking. 20 by 12-foot bays (four of them) will be present. He felt it interesting to note that the building is rectilinear and that the person who conceived that shaped was reaching for a linear result. The first thing to be done was to create a system to put pieces in places. He showed the committee a diagram that Lang had made, which incorporates this into construction documents. Dahlquist is proposing five panels (8 tall by 3 feet 10 inches wide) that will go across the each one of the openings. These can be manipulated by the computer program that cuts the material. There is a curb that is 6 inches high; this is a consideration for cleaning. The curb also softens the elevation change on the site (a difference of 18 inches from one side of the building to the other). The panels are made of 3" thick plate steel and have attachments. A piece of angling would be welded 20' across the back of the panels; this takes out almost all the flex. Dahlquist showed the committee mechanical drawings of the project and walked them through the details, step by step. He explained that the steel is a little denser at the bottom to discourage kids from climbing and if the steel must be cut into to make up for the change in elevation, very little pattern will be lost. Safety has been taken into account; for instance, the openings in the panels do not exceed 3" (the size of a very small head) until around 7'; from the ground. The pattern is meant to discourage climbing, but if this becomes a problem, a polycarbonate can be applied to plug in the holes (this would be a last resort, though, due to the impact on the lighting). All established safety guidelines were followed. In addition, the kids in the daycare behind the wall will be supervised at all times. If there were any concern about safety, he would be happy to show the plans to someone in the Public Works office. Some minor changes were made to his original design (i.e, to let in more light, to make elements more aesthetically pleasing and discourage vandalism). The patterns of the panels alternate as reversals of one garden theme (with hidden faces and fauna). One of the sections will be an opening gate. He is encouraging Lang to think about lighting the plasma cut panels from behind. The committee suppoded this idea. He also suggested planters with ferns in front of the panels. Camillo suggested a continuation of the panel motif on upper levels. While a large-scale continuation would be cost prohibited, Dahlquist said that small-scale signage, such as for parking levels, could be a possibility. Iowa City Public Art Advisory Committee April 15, 2002 Page $ Plasma cutters are being used because cheaper than laser cutters. A tenemec epoxy primer (almost a self-healing coating) and black paint will be added to the finished project (this will seal the metal and prevent it from rusting): A flat, gunmetal black should be able to be painted over without an obvious mark. Also, the amount of perforations discourages "taggers" and graffiti artists because they do not have enough room to get their message across. He left the committee a copy of the envisioned plan. The next step, after the plan has been approved, is to put it in a Computer Aided Design (CAD) system, which the machine would use to cut the panels. The committee approved the plans and had no adverse comments. The City Council will see the plans tonight. MOTION: Walsh moved to recommend to the City Council that David Dablquist's proposal be accepted. Camillo seconded. All in favor; motion passed. UPDATE ON INSTALLATION OF JAZZ Sandra Hudson stated that there was no change in the installation (dedication), with the exception of a band that was added. Bart A La Carte will dance along with the jazz group to the music. The dance will be a "weatherdance" in the Weatherdance fountain area. Then they will dance down, leading the crowd, to the Jazz sculpture. This will signal a changing of the groups on stage. The first group will be the high school group and last will be a dedication. UPDATE ON IRVING WEBER SCULPTURE Franklin reported that the contract has been signed by both the Lions' Club and Max Cast. She has spoken with Doris Park who says that they are close to being done with the maquette. At some point, Walsh and Camillo will document the progress. Anyone who would like to tag along is welcome. The schedule and contract will be finalized. They have until June of 2003 to have it installed. The Lions may want it sooner, but it is not likely. Hudson suggested that the Lions could use the maquette for publicity on Irving Weber Day in August this year. UPDATE ON THE NEIGHBORHOOD ART PROJECT: Felling had little news to report. The Neighborhood Council has been occupied with the PIN grant process. The new officers in the Longfellow neighborhood have shown marked interest and written letters of support for the grant. An executive meeting was held last Saturday. Everyone present expressed interest. A couple of things will go ahead. Sue Morrison, who teaches art at Longfellow School, had the first annual Longfellow School Art Festival three weeks ago. Some neighborhood art was included in the festival. Morrison asked the Longfellow neighborhood whether they would like to do part of the work in the next year's festival. The executive committee accepted. He mentioned that Camillo had an idea for a chalk art festival this summer. The committee decided they would make that part of the neighborhood's annual garden walk and focus on the kids. Adults and teenagers may also participate to christen the new sidewalks. The neighborhood would be interested in putting banners up on streetlights of the new Summit Street bridge. Everyone present was enthusiastic about the charettes. Hudson asked that a photographer be present at the chalk festival because the photos would help in raising funds. Any media coverage would be great. Iowa City Public Ad Advisory Committee April 15, 2002 Page 4 The American Spirit Grant will be given out in June, so that is when the committee will know whether or not they got it. Hudson noted that the guidelines have changed: you no longer have to expend the funds first. This year, you will be paid once you can show that you will match the funds (this committee would be able to match immediately). DISCUSSION OF COMMITTEE TIME/OTHER BUSINESS The next meeting will be held at the regularly scheduled time (1st Thursday of the month, at 3:30PM). ADJOURNMENT Sandra Hudson adjourned the meeting. ~IlNUTES IOWA CITY PUBLIC ART ADVISORY COMMITTEE THURSDAY, JUNE 6, 2002 CIVIC CENTER LOBBY CONFERENCE ROOM Members Present: Chuck Felling, Sandra Hudson, Betsy Klein, Terry Trueblood, Emily Walsh Members Absent: Rick Fosse, Barbara Camille Staff Present: Karin Franklin, Marcia Klingaman Others Present: Carol Sweeting (Water Division) Call to order: Sandra Hudson called the meeting to order at 3:33PM Public discussion of any item not on the aqenda: None. Consideration of Minutes of April 15, 2002: Page 2) First paragraph in Dahlquist discussion: 3/, inch thick plate, not 3 inch thick. Page 3) Last sentence relating to Jazz: Should read that the dedication is just before the last set of the high school group. The second sentence should begin with: A La Carte, with no Bart. MOTION: Terry Trueblood moved the minutes for April 15, 2002 be approved as amended. Chuck Felling seconded the motion. Motion passed, 5-0. Discussion of art for the Water Plant site: Karin Franklin introduced Carol Sweeting, Public Information Coordinator for the new Water Plant. Sweeting will be working with the committee on this project. Franklin explained that there is $50,000 available (from the Water Plant's project budget) for artwork. Due to the amount of money available, there will likely be a reduction in the art commissioned from that discussed in July 1999. Franklin shared site plans (not current) for the Water Plant with the members. The site is north of interstate 80 on the west side of Dubuque St.; the plant project will be completed by SeptJOct '02. However, the grand opening will not be held until the spring of '03 (art installation does not need to be done until then). In the past, two sites have been discussed as possible locations of art: 1) Between the building and Dubuque St. This would have a large piece that would be visible from Dubuque St. or the interstate. The piece would remind the viewer of water, even if the sculpture is not a fountain. 2) Entrance of the plant, itself. This would be a smaller courtyard piece. There has been discussion of a fountain in the entry area. It was noted that the allotted $50,000 will not provide for art in both locations, nor will it provide for the large piece required for the Dubuque St. side. For instance, downtown, medium-sized granite and glass sculptures are roughly $35-40,000 a piece. Sweeting commented that parking is only at the front of the building, or the south side, so any art should be near there. There are two drives off Dubuque, one public and one for chemical delivery; the southerly drive is for the public. Hudson suggested reviewing past submissions for art downtown that were too big for the downtown. Some of the pedestrian walk sculptures were noted as possibilities for the water plant (87 entries were received through a national call for water-pieces, with the majority of those, being !owa City Public Art Advisory Committee Minutes June 6, 2002 Page 2 sculptures). Hudson agreed that it would take less time, money and effort to go over past submissions than to have a new call. Walsh observed that a call on the web would not be prohibitively expensive. Franklin urged the group first consider the location and then look at the costs; committee decided to consider both locations. She said that there are small-scale water sculptures for as little as $36,000 to be found on the Internet. Franklin noted that there may be individuals interested in contributing funds, but these funds would probably not be substantial. Hudson commented that she enjoyed a past submission of a large faucet on glass, partway in and out of the building. This fountain/faucet fed into a goldfish-type pond. She could not remember the artists, but believed it to be reasonably priced. Past public ad chair, Nancy Purington, had desired a labyrinth, but this would be too costly to maintain. Klein suggested a rock garden, but this too would have maintenance issues. Hudson suggested having a subcommittee cull possibilities and then have a work session with all members present to go through the slides of past submissions. Klein and Walsh volunteered to review sculptors on file. Trueblood suggested establishing a percentage of capital projects that will go for art, instead of using city funds to pay for public art components. Hudson noted that this was brought up to a past council and was turned down, but the idea is worth reviving. Franklin observed that she felt the current council would be even less disposed to such a suggestion. The committee will visit the Water Plant on July 11. Discussion of "Sense of Place" neiqhborhood art proqram (Felling): There was some discussion (and confusion) regarding the status of the State funds under the jurisdiction of The Department of Cultural Affairs. Franklin believed the funds were eliminated for FY03 and Hudson believed they had been partially restored. However, the result was the same: the grant proposal was turned down and the project will proceed without the grant. Felling said Ty Coleman of City CableTV would shoot some footage of the neighborhood art as part of a video to introduce the project. Klingaman added that several local artists would be interviewed, such as: Donna Friedman, Gene Anderson, John Ceyne, Nancy Purington, and possibly others (the list has not been solidified). The group has met and discussed viewing the "People and Places" series to get some ideas; otherwise, they are still in the midst of gathering information. Walsh observed that the video is coming together well. After the first video premieres, there has been discussion of doing another video that will show the charette process. The group will meet in a few weeks. Updates: Installation of Jazz (Hudson): Jazz is installed and looks great. Saturday, 5PM on the Main stage, A La Carte will make a statement of what the city would be like without art. All artists are invited to attend. Weber Statue (Franklin): Franklin reported that Klingaman, Hudson and herself attended the Lion's Club luncheon on June 5 where the Weber sculpture was discussed. Three maquettes have been completed: 1) Older man bust (really nice) 2) Younger man bust 3) Weber with a hat It will still be three months or so until a visit will be needed to Max Cast. Walsh and Klein, with a representative from the Lions, will visit the foundry to see the cast for the rubber mold, with everyone else invited. Hudson suggested having someone at Public Access TV tape the process. She felt that the educational component would be important. Walsh said that she would try to contact Carrie Watson at the alternative school, regarding this. Walsh will then have Watson contact Klingaman to iron out details. Discussion of committee time/other business: Dorothy is being dedicated to Larry Eckholt at 6:15PM tonight. Today is the first day of the Art Festival. Jowa City Public Ad Advisory Committee Minutes JUne 6, 2002 Page 3 The next meeting will be held on July 11. Franklin asked if anyone would object to receiving his or her packets by e-mail. Everyone was amenable, excepting Klein and presumably, Camillo. Adiournment: Sandra Hudson adjourned the meeting at 4:34PM. FINAL/APPROVED MINUTES IOWA CITY PUBLIC ART ADVISORY OOMMITTEE THURSDAY, JULY 11, 2002 CIVIC CENTER LOBBY CONFERENCE ROOM Members Present: Chuck Felling, Betsy Klein, Emily Walsh, Rick Fosse, Barbara Oamillo Members Absent: 8andra Hudson, Terry Trueblood Staff Present: Karin Franklin; Carol Sweeting (Water Division Others Present: Nick Gyllin (Ul Journalism Student) Call to Order: Chuck Felling called the meeting to order at 3:37PM. Public discussion of any item not on the agenda: There was none. Consideration of Minutes of June 6, 2002: Camillo volunteered to join the subcommittee that is reviewing the slides for the Water Plant Project. MOTION: Emily Walsh moved that the minutes for June 6, 2002 be approved as submitted. Barbara Camillo seconded the motion. Motion passed, 5-0. Discussion of budget and proiects for FY03 Franklin wanted to get confirmation from the committee of her sense of where the committee's priorities were for the upcoming fiscal year. She mentioned that they had discussed plaques along Linn St, by the Vogel House (not decided in time) and by the library. Of these, only the library will be scheduled for FY04. For FY03: 1. $15,000 goes to the Weber Statue match 2. $8,170 goes to the Near South Side Transportation Center. 3. Since there will be no Iowa Sculptors' Showcase because of the library construction, the remainder of $50,000 goes to the neighborhood art Sense of Place Project. Franklin emphasized that it is best to use the money in this fiscal year rather than carry it over to the next fiscal year, particularly given the budget priorities of the Council this year. 4. The Water Plant Public Art Project is funded for up to $50,000 by the Water Division. The committee confirmed that this was a good plan. Updates Weber Statue (Franklin): Franklin reported that there is no news since she is waiting to hear from Doris Parks about the rubber mold. A trip to the Foundry to see the mold will be the committee's next field trip. Felling commented that he ran into Del from the Lions' Club and that the fundraising is going well. Iowa City Public Art Advisory Committee Minutes July 11,2002 Page 2 Neighborhood Art Project (Felling): (Submitted in writing): "The 'Sense of Place' Neighborhood Art Program Committee did not meet in time between the June ICPAAC meeting and today's ICPAAC meeting. Marcia [Klingaman] recently related that she has contacted several of the persons who will be discussants on the proposed video about neighborhood art definitions. On the active front, the Longfellow Neighborhood Association has plans well in place for a Chalk Art Festival, "Chalking up a Garden, to be held in conjunction with the Longfellow Association Garden Walk on Sunday, July 14. The LNA made an open invitation to any and all persons who wish to participate, whether new or experienced in art, and of all ages to join in on the fun of creating gardens with chalk. The chalk art will be created on the pavement areas around Longfellow School. Parents are asked to supervise their preschool and elementary age children. The Longfellow Neighborhood Association will provide chalk for the artists. All participants are eligible to sign up for a drawing for prizes. The prizes are expressions of encouragement from artists living in the Longfellow Neighborhood and other neighbors. Several Iowa City businesses also expressed cooperation with the project through prize donations. Prizes include a memories book for a child, a poster, packets of postcards, and other items all created by neighborhood artists. Other prizes are for free time at Fired Up Iowa City, IMAX tickets gift certificates from Iowa City business [es], etc. About 20 neighbors actively participated in setting up the Longfellow art event. Ty Coleman has been contacted about shooting a video of the Chalk Art Festival." The members suggested contacting other media outlets for coverage. The chalking runs from 2- 5:30PM next Sunday, with the Garden Walk beginning at 3PM. There was confirmation that the grant from the Iowa Dept. of Cultural Affairs (DCA) was rejected, but the Sense of Place Project will go forward, nevertheless. Discussion of committee time/other business: Franklin reported that she had gotten in touch with the DCA and received confirmation that the Sense of Place Project did not receive funding, but were encouraged to reapply in March 2003. It appears there may be funds available for FY04 (DCA is operating as if funds will be available). There has been a reinstatement of some funds for FY03, but FY04 is still up in the air. Franklin's contact at the DCA has offered to come to Iowa City to give a grant-writing workshop. At least ten people are needed to participate and it is suggested that there be at least one or two committee representatives (not a mandatory workshop). Franklin will contact area non-profits like the Iowa City Community Theatre, the Englert Group, Arts Fest and the Riverside Theatre. Franklin commented that this is a good chance to make personal contact with the DCA and to get tips since we are still not sure why our grant fell short. Discussion of art for water plant site Franklin passed out a current site plan and reviewed the possible locations. These were rated as: 1. (Best) Dry Mesic Prairie- towards Dubuque and higher point, in terms of visibility. Just north of the public entrance. 2. (Suitable) Turf area- near Prairie Garden by the front door. Iowa City Public Art Advisory Committee Minutes July 11,2002 Page 3 3. (Not appropriate) Prairie Garden- by the front door. $11,000 has been spent on prairie seed to plant the garden and other prairie areas on the site. The price seems high, but apparently, they are employing a specialized seed gathering process. 4. (Suggested by the Project Manager for the site) Wetland Prairie- constructed wetland with a number of raised islands. There is some concern that these areas would not be as visible from the plant or from Dubuque, but might be more visible from 1-80, depending on the sculpture size. 5. (Qther) Parking Area Median- Boggy part of the time, sometimes dry. Franklin suggested that when the group arrives at the site that they focus on the Mesic Prairie and Turf areas. Walsh, Klein, and Camillo will review slides of past submissions at a later date. Adjournment to visit water plant site Chuck Felling adjourned the meeting at 4:04PM, Addendum to Minutes: Water Plant Field Trip The advisory committee reconvened at the site at 4:28PM. The Prairie Garden was rejected because of the amount of money being spent to highlight the plantings, themselves, although Felling suggested using metal to simulate prairie grass. The Turf area was questioned because, as Fosse pointed out, any art before the three large windows would compete with the large aqua-colored claricones inside the plant, of which there will be three (one in each window). The windows are tinted, but it is unknown, as of yet how that would affect visibility. Camillo commented that the lit windows with the claricones behind them might in themselves be visually interesting. The Wetland Islands are still under consideration. It was mentioned that it would be fun (but too costly) to have sculptures on the islands like a floating sculpture garden. Sweeting commented that there is a flat area behind the nearby trees that is sometimes frequented by deer. This had been a proposed site of a sculpture garden, but the idea fell out of favor. It may be taken up again in the future. Walsh suggested looking into the Botanic Garden in Glencoe, IL. Apparently, they have a Japanese rock garden, bonsai plantings, and a teahouse in a similar setting. The Mesic Prairie is still under consideration. Though it is uncertain how the land will be landscaped, it is highly probable that this will be the most visible spot. This area is also near the public parking area. In addition, there is a "spaceship-tike" structure perched on the top of the water plant, itself. The structure is an aerator that is filled with whiffle bails that aerate the water. Camillo suggested a crane (as in bird) be placed on top. Whatever, the placement, Camillo would like to see the art lit. Franklin asked the group to consider where they want the sculpture to be seen best from: 1. Dubuque Street, the area of greatest exposure to the most people 2. Water Plant Site 3. Interstate 80 Iowa City Public Art Advisory Committee Minutes July 11,2002 Page 4 Franklin suggested that the subcommittee meet sometime next week in the Civic Center (because of light table availability) and review the slides of past submissions. She will be in contact with them as to the date and time. ***The next meeting will be August 1'** The committee dispersed around 4:40PM. shared on c~tyn L/pcM/min u ~eslpu blic artJart07-11 ~)2.doc p :ELI ,iARy 08.20.02 MINUTES S_u .ct to gpr0val IOWA CITY PUBLIC ART ADVISORY COMMITTEE ........... THURSDAY, AUGUST $, 2002 CIVIC CENTER LOBBY CONFERENCE ROOM Members Present: Chuck Felling, Betsy Klein, Emily Walsh, Rick Fosse, Barbara Camillo, Sanddra Hudson, Terry Trueblood Members Absent: None Staff Present: Karin Franklin, Marcia Klingaman Others Present: Justine Zimmer Call to order: Sandra Hudson called the meeting to order at 3:32PM. Public discussion of any item not on the aqenda: None. Consideration of Minutes of July 11, 2002: MOTION: Chuck Felling moved that the minutes for July 11, 2002 be approved as submitted. Rick Fosse seconded the motion. Motion passed, 7-0. Discussion of Art for Water Plant Site-recommendation of subcommittee (Klein, Walsh) Betsy Klein and Emily Walsh presented a slide show of selected works to the committee. The slides, in order of presentation, were: Considerations for Turf Area (near Prairie Garden)- 1. Family Group, concrete, Eugene Anderson 2. Wing, stainless steel and granite, Paul Benson 3. Dubuque, mosaic tile and concrete, Anderson-Bricker 4. Dubuque, detail 5. River, bronze, Shirley Wyrick 6. River, detail 7. Jet Stream, metal fabrication, 17' tall, Bruce Stillman 8. Maquette, Thomas Lindsey 9. frozen fountain, bronze, Evelyn Rosenberg 10. frozen fountain, detail Considerations for Dry Mesic Prairie- 11. Artifact #1, stone, concrete and earth, Barbara Grygutis 12. Prairie Wind, steel, Mac Hornecker 13. Tree of Knowledge, bronze, John Barlow Hudson 14. Kemaunos, metal and stone, M. Morgan Considerations for Wetland Prairie- Iowa City Public Art Advisory Committee August 8, 2002 Page 2 15. Herons, oiled steel, Peter Busby 16. Ocean Song, oiled steel, Peter Busby 17. Balance Wheel, metal, Robert Gehrke 18. Balance Wheel, detail 19. Marcel's Mantis, kinetic sculpture, Robert Ryan 20. Spirit Boat, metal fabrication, Clark Wegman Works appropriate for all three sites- (Handout) A. Naomi's Whirligig, aluminum and steel, kinetic (wind powered), Gary Bates B. Earth Tones and Spires, ceramic, Sara Delessandro 21. Three Spirals and Spire, bronze and terra-cotta, Sara Delessandro 22. Untitled, cast metal, Julius Schmidt 23. Noir Series, metal, Mark LaMair 24. Keraunos Seating #2, brick, M. Morgan 25. Keraunos, detail 26. Family Group #4, maquette, Eugene Anderson 27. So, Steven Woodward 28. Seed of the World- Forming Process #6, Michael Peter Cain 29. Seed of the World - Forming Process #24, Michael Peter Cain 30. Tower, stainless steel and water, Barton Rubenstein 31. River Styx, painted steel, Michael Bigger 32. Cascade Leaf, metal fabrication, Robert Gehrke Justine Zimmer had the following suggestions for the committee: 1. Do a local call 2. Enlist Andy Goldsworthy, world-renowned artist, whose nature-oriented works have garnered widespread admiration. He currently has an installation in Des Moines. 3. Enlist an artist whose style is similar to that of Goldsworthy, but who has a smaller price tag (Hudson suggested Michael Singer) Justine offered to make some calls to Des Moines about Goldsworthy. In discussing the slides presented, committee members were of the mind that a more nature oriented piece would be the best selection, no matter the location. Many members were struck by frozen fountain, however, since the slides are over two years old, it is unlikely that exact piece, or any of those shown, would be available. It is possible to commission an artist, though, whose works are what the members are interested in. Hudson suggested that the group decide on a location before deciding on a piece or artist, since the limitations of the site would greatly dictate the end result. Some members were reluctant to commit to a site at this point in construction since the topography is still very changeable, however, when pressed, all agreed that narrowing down the areas would be prudent. The committee first considered the Dry Mesic Prairie vs. the Turf area. Franklin observed that the grading and seeding by Dubuque Street will likely be done in September for those pieces that necessitate site integration. Fosse argued that the Dry Mesic Prairie is good for drive by art, but it was noted that it could become an attractive hazard since traffic is fast in that area. Iowa City Public Art Advisory Committee August 8, 2002 Page 3 MOTION: Terry Trueblood moved that between the Dry Mesic Prairie and the Turf area, the Turf area would be the preferred location. Rick Fosse seconded the motion. All in favor; motion passed 7-0, Next, the committee considered the Wetland area vs. the Turf area. Franklin noted the bicycle trail would eventually go through the Wetland area, then under the interstate, to connect up with the City-wide trail system. Hudson was attracted by the trail possibility, but Trueblood advised to wait until the trail is put in before worrying about the location. MOTION: Terry Trueblood moved that between the Turf area and the Wetland area, the Turf area would be the preferred location. Rick Fosse seconded the motion. Motion passed 6-1 with Hudson dissenting. MOTION: Emily Walsh moved that a statewide call for artists be made. Betsy Klein seconded the motion. Discussion followed, Franklin brought up all of the intricacies that would go into making such a call. First, a draft would have to be made and approved by both the committee and the council in September. Then, it would have to be mailed and a response time would be activated (40-60 days). She also noted that in the past, there has been difficulty in receiving a sufficient number of responses when calls were made in Iowa alone, however, the slideshow registry is always a fallback. Still, no matter what, a new call may make it difficult to have a sculpture in by the Water Plant's spring dedication date. Fosse suggested a separate dedication date for the artwork as being a pleasant alternative. Camillo suggested inviting local adists such as Anderson, Wyrick, Rosenberg, Cain, and Schmidt to submit. Franklin said that she doubted that Wyrick would ever submit again since she (and others) have been turned down in the past. Hudson said that she hoped that personal invitations to these selectees would convince them to resubmit. Motion passed 4-2 with Felling and Trueblood voting no, and Camillo recently absented. Klein and Walsh informed the committee that they would work with Franklin on drafting the call and will e-mail the results to everyone. They will also work to include Camillo in the process. Discussion of Policy reqardin.q the dedication of public art pieces Karin Franklin began the discussion, saying that the subject arose because of Nancy Purington's desire to dedicate Jazz to Mark Ginsberg. Everyone agreed that a policy would be good. Felling suggested looking at policies for naming in the Parks and Recreation Department. Franklin commented that any recommendations should be made by this committee and then be approved by Council. It was decided that details of such a policy would be ironed out at a later date. Updates Weber Statue (Frank/in): Franklin reported that there is no news. Neighborhood Art Project (Felling): (Submitted in writing): "The 'Sense of Place' Neighborhood Art Program Committee has not met during the summer. The committee had very limited success in getting responses from the committee's list of artists designated to be part of the introductory video. The folks contacted simply have not replied. The committee will reexamine Iowa City Public Art Advisory Committee August 8, 2002 Page 4 our list and perhaps extend the list to include more artists who work within the civic art guilds and associations. "On the active front, The Goosetown News that was distributed last week has an article, 'GT Part of Art in the Neighborhood Program'. Marybeth Slonneger from Goosetown Neighborhood is a member of the Public Arts Subcommittee and a writer for The Goosetown News. "On Sunday, July 14, about 50 persons participated in the Longfellow Neighborhood Association Chalk Art Festival, "Chalking up a Garden". Participants ranged in age from preschool through middle age. There were some who wished to participate, but expressed concern about getting back up once they were at sidewalk level. The Longfellow Neighborhood Association provided chalk for the artists. All participants received participation prizes from a wide variety of gifts provided through the generosity of persons living in the Longfellow neighborhood and of several Iowa City businesses. About 20 neighbors actively participated in setting up and facilitating the Longfellow art event. Plans are that the Chalk Art Festival will continue to be a part of the annual LNA Garden Walk activities. Two Iowa City video staff shot footage of most of the artwork and of the participants. A friend told[Felling] that she had seen the Chalk Art Festival on public access. The committee's plan is to use some of the shots in the introductory video for a "Sense of Place". Artists committed to the Neighborhood Art video include: 1. Hani Elkadi 2. Barbara Camillo 3. Gene Anderson- spoke to, but need to follow-up Artists whom the committee is attempting to contact include: 1. Deanne Wortmam Mural artist for library 2. John Coyne- sending letter 3. Linda Lockridge- sent letter, but no response 4. Nancy Purington Hudson volunteered her help in contacting artists. Discussion of committee time/other business: None. Adiournment Sandra Hudson adjourned the meeting at 4:51PM. The next meeting will be held on September 5, 2002 in the Civic Center Lobby Conference Room. Shared\pcd\minutes\a rt\ad080802 doc FINAL/APPROVED Iowa ity . Public L brary MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETiNG THURSDAY, June 27, 2002 5:10PM Members Present: Linda Dellsperger, Shaner Magalhaes, Lisa Parker, Linda Prybil, Jesse Singerman, David VanDusseldorp. StaffPresent: Barb Black, Maeve Clark, Susan Craig, Barbara Curtin, Debb Green, Heidi Lauritzen, Martha Lubaroff, Liz Nichols. Others: Joel Miller, Building Project Coordinator; Nick Gallin and James Allan, Journalism students CALL TO ORDER: President Parker called the meeting to order at 5:10 pm. PUBLIC DISCUSSION Gallin and Allan were there to ask questions regarding the parking situation. They asked what options, other than valet parking we had considered. It was pointed out that the suggestion for valet parking did not come from the Board. The Board has been working with City Council to improve parking options in the two-block radius of the library by suggesting some changes in the Dubuque St ramp. City Council acted quickly on the request and removed the daily maximum rate at the Dubuque Street Ramp and moved some permit holders to another ramp. It is hoped that this will encourage turnover and allow more parking for library patrons. They asked about parking for elderly patrons. The closest parking ramp is the Dubuque St ramp, but there are three handicapped parking spaces within 30 feet of the front door of the library. They asked if we were in favor of the Moen proposal for 64-1A. Parker responded that the Board does not have an official position on it. She said that there were certain things we would have preferred to see included; like library parking. Board was interested in a development that would be as friendly to library as possible and Moen has included several features in his project to improve access to the Library. APPROVAL OF MINUTES: The minutes were approved as amended after a motion by Dellsperger/Prybil. A correction was noted in the wording of a motion. Board of Trustees Page 2 EXECUTiVE SESSION: Singetman made a motion that the Board move into Executive session, as requested, for the purpose of discussing a personnel evaluation. Magalhaes seconded it. All signified approval verbally by saying Aye and the closed session began at 5:20 pm. At 5:50, staff members were called in to resume the open portion of the meeting. UNFINISHED BUSINESS Building Project: Craig reported that the Telecommunications contract for the phone and data cabling would be coming to the Board this summer. Public heating would be set at July meeting for August. After that bids would be taken. The trustees exited to the roof where Miller reviewed the building project to date. He pointed out some of the change orders that have occurred and the progress on the project. We've had three change orders; one for simplification of the foundation at the alley, one for removal of underground storage tank, and extra concrete at the pile caps. The steel that he talked about last month is here and has been used for the second floor infill and the roof decking. The alley will be closed as they begin construction of the outside wall of the addition, along the alley. Parking: Parker reported that a memo with the Board's recommendations was sent to Council. Craig, Dellsperger and Parker attended a work session. Council supported the first two points: Removing the daily maximum and relocating some permit holders fi.om Dubuque Street Ramp. We will be interested to see whether or not it improves the parking. In terms of the publicity the notion of valet parking received, Parker said that the Press Citizen editorial was well done and supportive although it is not the ultimate solution. The Board also appreciates the willingness of Marc Moen to come up with an option to help solve the problem. He is very cognizant of what we are facing and the public perception of the parking situation. A letter thanking him for his support will be sent. Parker told Board members about her interview with Channel 9. Magalhaes expressed appreciation for Council moving on two of our parking recommendations so quickly. Other measures that the Board discussed, such as extending parking meter hours were not discussed at that session. It was felt that it would be wise to see how these changes work and then deal with other suggestions. NEW BUSINESS Director's Salary_ for FY03: The Board reported that they would have a discussion of Craig's goals at the next meeting. Singerman moved to approve the recommendation of a total 5.75% raise. Dellsperger seconded it. A vote was called for and the motion passed unanimously. Parker stated for the record that Craig received a very favorable evaluation fi.om the Board with thanks for her efforts during the past year. FY02 Board Annual Report This is the time to discuss Board accomplishments for the past year and suggest goals for FY03. This report appears in the front of the Library's aunual report as well as in the City's Annual report. Goals for fiscal year 2002. Board of Trustees Page 3 In addition to the goals listed in the report for this past year, · Board approved the initiation of the new Checkpoint system. · Mural was preserved and pieces of it were distributed. · Board continued advocating for library users and parking. · Expanded the Park 'n Read program to include all days. · Board participated in the ground breaking, demolished the Lenoch & Cilek building. Construction fence was painted around the site. Some goals for next year FY03: · Continue the building project, advocate parking, and plan for the next strategic planning cycle · Continue work towards creating a positive public pemeption of library and spaces. Continued support by this group in fund raising efforts is paramount. · Board would like a goal related to Library concerns at a federal level; like advocacy for free public libraries. Craig will draft a report and include in next month's Board packet. Also to be included in the July Board packet are the current Strategic Plans: FY02 final report, FY03 plan and a plan for FY04. STAFF REPORTS Departmental Reports included Children's, Development Office, Systems, and Technical Services. Magalhaes reported getting positive comments from Sally Pederson, Lt. Governor when he escorted her to Children's Day. There were about fifteen different activities this year. Green explained that the connection to Global Village bridged the activities and made it even more appealing. Over 1300 children have signed up so far for Summer Reading Program. Development Office reported a pledge of $5,000 from Hands Jewelers. Barbara Curtin previewed a graphic poster of Iowa City that was produced as part of a Chamber project. We have 200 copies to sell to benefit the building campaign. Other recipients are Downtown Association and Convention & Visitors Bureau. Curtin reported that she received a check for $217 from Thai Flavors restaurant. They designated a portion of their earnings one day to ICPL. Parker asked about the additional $200 a month to join the Public Library Network for an ICN Internet connection. All the libraries will share in the expense and Nichols pointed out that the benefits of partnering with a group of similar libraries outweigh the additional expense. A question was raised about the new phone system since we just invested in a new system a few years ago. The City is investing in this project and they are replacing every phone in every City division. It is economical for the City in the long run, to run it's own phone company. They are laying cable to every city building. Parker asked if there was anything Board members can do. How can this be coordinated with building project? We cannot wait because the City provides us with Centrex phone lines so we must switchover when they do. Our building budget includes money for moving the phone system. We expect the additional funding for the cost of the city's cabling will Board of Trustees Page 4 be paid by them. It is very complicated because of the various moves involved with the building project. The My Millennium catalog will be up for everyone on July 1. Craig reported on the State Library Budget: It has endured a huge budget cut of 30% between last year and this year. Legislature took $600,000 of direct State Aid to libraries out of the budget and the Governor vetoed that line item which means the funding that we get will not be very different from what we are currently getting. Nichols and Craig went to the American Libraries Association conference recently in Atlanta, GA. Craig said there were interesting meetings and a good conference. Craig was recently elected ALA Councilor from the State of Iowa. Both felt it is good to go and learn what new trends are in and what issues are facing libraries. Meeting Room policy has been questioned: Craig said it could not be discussed as a policy issue at this meeting, because it was not on the agenda, however she wanted Board to know that people have called with concerns. The concerns are of privacy. In the recent policy review, the City Attorney said we had to have some standard to determine what constitutes a nonprofit group. Other than legal definitions, we allowed listing of names and address, which some people do not like. Some compromises are being looked at and the City Attorney will advise about the suitability of such compromises. Dellsperger wants to get it back on the agenda. Craig thought that by either July or August we could have it on the agenda. PRESIDENT'S REPORT No report ANNOUNCEMENT FROM MEMBERS Van Dusseldorp happily announced the My Millennium software available on July 1. COMMITTEE REPORTS Art Committee: Dellsperger reported the committee chose two artists from Boulder, Colorado. They will visit Iowa City at the end of July. Dellsperger explained that the entire committee felt strongly about this one couple of artists and felt we should meet with them. The will come on July 31 in order to talk with the committee, architects, etc. If all goes well a contract will be negotiated. COMMUNICATIONS None DISBURSEMENTS ICPL BOARD OF TRUSTEES Agenda Item 3A June 27, 2002 Page 5 Van Dusseldorp moved acceptance of the disbursements for June. Prybil seconded the motion. The vote was unanimous for approval. Them was a question about the $5,000 expenditure for Johnson County Community Network. That represents our dues to this organization that maintains a web site with information about the entire county, offering web pages to nonprofit groups. The amount will go down next year. SET AGENDA ORDER FOR JULY MEETING Director's Goals Board's annual report Strategic Plan review ADJOURNMENT: Dellsperger moved for adjournment. Prybil seconded the motion. Board voted unanimously to adjourn. Minutes taken and transcribed by Martha Lubaroff MINUTES FI N AL/AP P ROVE D IOWA CITY TELECOMMUNICATIONS COMMISSION MONDAY, JUNE 3, 2002 CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Betty McKray, Terry Smith, Kembrew McLeod, MEMBERS ABSENT: Cathy Weingeist, Jim Pusack, STAFF PRESENT: Drew Shaffer, Mike Brau, Andy Matthews OTHERS PRESENT: Randy Brown, Phil Phillips, Rene Paine, Jon Koebrick, Beth Fisher RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Paine reported that PATV and the Community Television Service have finished a promotional video for United Action for Youth. Digital editing workshops will begin to be offered in July. PATV has been providing the Senior High Alternative Center special training workshops. PATV received a $2,600 grant from the Optimist Club for the kid's video camp PATV provides during the summer. Shaffer referred to the letter in the meeting packet from the City to Mediacom about the city's stance on cable modem franchise fees. A group has been formed from a number of organizations including the National League of Cities, the National Association of Telecommunications Officers and Advisors, U.S. conference of Mayors, National County Association, the Alliance for Community Media, and others to file briefs and comments in the FCC's proceeding and an appeal in the Federal 9th District Court to appeal the FCC's ruling that cable modem services are in fact not a cable service, but an information service. The Cable Division now has it's web site up at citychannel4.com. Smith said that the Commission had discussed in past meetings making a public display of pass-through funds allocated to the schools and suggested that the CTG ask Weingeist if she would present the check to the school board. The Commission approved the pass-through funding recommendation of the CTG. Shaffer said that a letter concerning subscriber's problems with Mediacom's phone system and requesting phone call data has been sent to Mediacom. A second letter to Mediacom covering a number of other issues will be sent later this week. Smith asked Mediacom if they were now in compliance with the FCC Customer Service Standards for answering the phone. Koebrick said he is confident that within 30 days Mediacom will be in compliance and that they will be able to continue to do so going forward. APPROVAL OF MINIUTES Smith moved and McLeod seconded a motion to approve the April 2002 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Shaffer referred to the complaint report in the meeting packet. Smith asked if the two unresolved complaints were now resolved. Shaffer said they are still unresolved. There were a total of 32 complaints over the last month. 13 of those were in the service area, 10 were technical, 5 financial, and 2 programming. Koebrick said that complaints have dropped off from January and February, but are probably not as Iow as last year at this time. Shaffer said an average number of complaints during a "normal" month is 8 to 10. MEDIACOM REPORT Brown reported that the Old Capital Mall has been wired and service is being provided to a business in the mall. Koebrick said Mediacom will be responding to the City's letter requesting the in-coming phone data and will be responding shortly. UNIVERSITY OF IOWA REPORT No representative was present. PATVREPORT Paine repoded that PATV and the Community Television Service have finished a promotional video for United Action for Youth. The next video piece for a non-profit will be about RSVP. Two staff members attended a digital editing workshop in Chicago. Digital editing workshops will begin to be offered in July. PATV had a booth in the Iowa Memorial Union the last week in April. PATV will remain on the University of Iowa cable TV system. PATV has been providing the Senior High Alternative Center special training workshops. PATV received a $2,600 grant from the Optimist Club for the kid's video camp PATV provides during the summer. Three production interns have been hired for the summer. ECC REPORT No representative was present. LEGAL REPORT Matthews said he had nothing new to report. LIBRARY REPORT Fisher was present but unable to speak above a whisper. Paine said that the library's program listings will begin to be on the digital tier program guide this Saturday. MEDIA UNIT Shaffer said that Hardy was ill. CABLE TV ADMINISTRATOR REPORT Shaffer referred to the letter in the meeting packet from the City to Mediacom about the city's stance on cable modem franchise fees which stated that the City believes it is entitled to the franchise fees on cable modem revenues and Mediacom is required to keep records of such revenue. A group has been formed from a number of organizations including the National League of Cities, the National Association of Telecommunications Officers and Advisors, U.S. conference of Mayors, National County Association, the Alliance for Community Media, and others to file briefs and comments in the FCC's proceeding and an appeal in the Federal 9th District Court concerning the FCC's ruling that cable modem service is not a cable service, but an information service--a totally new service. The Cable Division now has it's web site up at citychannel4.com. The set for the studio is now finished. Koebrick said that Mediacom feels it has a potential liability if they were to collect franchise fees on cable modem service given the FCC ruling. KRUI RADIO No representative was present. McKray explained that KRUI was on the agenda because Steve Kanner arranged a meeting with KRUI representatives, Dale Helling, and McKray. KRUI was being displaced and looking for a new location. McKray agreed to place KRUI on the agenda because of the City's Iow power FM license application and PATV's cable radio activities have opened up new telecommunications options in the community. KRUI is also looking to be more involved in the community. This past week it was announced KRUI will be given a space in the Iowa Memorial Union. COMMUNITY TELEVSION GROUP RECOMMENDATIONS McKray referred to the recommendation in the meeting packet. Paine said that there was only one request that could not be fulfilled with the allotted funds. Paine said that there are funds that have not been spent from the previous year, but was unsure if those funds were available. Smith and McLeod said that the CTG should be able to spend any funds carried over from the past year. Paine said that the recommendation had unanimous support from CTG members. Smith said that the Commission had discussed in past meetings making a public display of funds allocated to the schools and asked if the CTG had made any plans to make a presentation before the school board. Smith suggested that the CTG ask Weingeist if she would present the check to the school board. McLeod moved and Smith seconded a motion to approve the recommendation of the CTG. The motion passed unanimously. LETTERS TO MEDIACOM Shaffer said that a letter concerning subscriber's problems with Mediacom's phones and requesting call data has been sent. A second letter covering a number of issues will sent later this week. Smith asked Mediacom is they were now in compliance with the FCC Customer Service Standards for answering the phone. Koebrick said he is confident that within 30 days Mediacom will be in compliance and that they will be able to continue to do so going forward. Changes in how administrative phone lines are used should help and high volume distribution of calls should help alleviate the problem. TRIENNIAL REVIEW McKray said that the Commission may wish to re-evaluate the committee assignments made at the last meeting. The goal of having draft preliminary reports by the week before the June 24 meeting may also need to be moved back. It was agreed that it may not be possible to meet the June 24 schedule, but that there is no problem if the schedule gets pushed back. Smith agreed to assist Weingeist with the financial report, if needed. ADJOURNMENT Smith moved and McLeod seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 6:20 p.m. Respectfully submitted Wm. Drew Shaffer, Cable TV Administrator FINAL/APP MINUTES PARKS AND RECREATION COMMISSION JULY 10, 2002 MEMBERS PRESENT: Toni Cilek, Craig Gustaveson, Nancy Ostrognai, Matt Pacha, Rex Pruess, A1 Stroh, John Westefeld MEMBERS ABSENT: Kevin Boyd, Doug Ginsberg GUESTS: Six University of Iowa Journalism Students STAFF PRESENT: Mike Moran, Terry Trueblood FORMAL ACTION TAKEN Moved by Pruess, seconded by Stroh~ to approve the June 12, 2002 minutes as written. Unanimous. Moved by Pruess~ seconded by Stroh~ to conditionally accept the green space in Wild Prairie Estates as indicated and to encourage construction/extension of the Willow Creek Trail to Wild Prairie Drive. Unanimous. WILD PRAIRIE ESTATES Trueblood reported the subdivision is in the preliminary planning stages, with the developer and Planning staff discussing possible open space to be dedicated in the future. He acclimated the commission as to its location - Hunters Run Park, Duck Creek Drive extended and county farm property to the north. The open space is mostly comprised of a dry bottom storm water management area. Acceptance of this area would allow for an extension of the Willow Creek trail and greenway system to the west. It is unknown at this time whether the developer will be required to extend Wild Prairie Estate Road to the north. If it were not extended, the developer would likely donate another parcel adjacent to Hunters Run Park in the future. Trueblood noted the ongoing problem of acquiring parkland and lack of additional staff to maintain it. He indicated if the open space is accepted it would most likely be a low maintenance area, which would be mowed only one or two times per year. Trueblood stated staff would like an indication from the commission as to whether it would be amenable to accepting it. Pruess stated it would make a lot of sense to accept it in order to extend the trail, but questioned how it would be done in view of the lack of funding available for such projects. Trueblood stated it would be included in the capital improvement projects list and prioritized. Pmess noted there might be a tax advantage to the developer and a trail would be an amenity to property owners. He suggested asking the developer to help fund a trail through this development. Trueblood stated he would follow up on whether there would be a tax advantage to the developer. With respect to the Willow Creek trail, Pruess noted a problem by West High School where the trail dead ends and there is an area where people have to walk through the dirt and mud. He stated it would be nice to extend the Willow Creek trail, taking it up to this subdivision and having a loop. Trueblood stated the area referred to is to be extended once the street is extended. Stroh felt the commission should maintain the precedent of acquiring open space and to keep this trail connection with the county land. He noted in the long term it is the right thing to do to acquire additional open space, looking to the health of the city, its long term goals and to be consistent with the vision. Moved by Pruess~ seconded by Stroh~ to conditionally accept the green space in Wild Prairie Estates as indicated and to encourage construction/extension of the Willow Creek Trail to Wild Prairie Drive. Unanimous. Parks and Recreation Commission July 10, 2002 Page 2 of 3 ANNUAL PARK TOUR After a brief discussion, it was determined that the annual park tour would take place on October 9, beginning with a brief meeting at 4:00 p.m. Various sites noted were the skate park, the peninsula and waterworks park areas, trails in Hickory Hill Park, Sycamore section of the trails to the Iowa City Kickers Soccer Park, Sand Lake loop, sand prairie area, and any other areas that staff feel the commission should tour. COMMISSION TIME Pruess reiterated the need for a curb cut on Irving Avenue and connection of the trail to Shannon Drive. Stroh indicated a fellow staff person expressed interest in the establishment of a dog park. Stroh stated he himself is a casual supporter of the idea, especially at an entry level. He felt it could be a $5,000 pilot project. He also expressed appreciation for completion of the trail by Court Hill Park to Scott Park. Westefeld noted he also has received many positive comments with respect to this trail. Gustaveson requested an update on the Skate Park. Trueblood reported a construction progress meeting was held this week and the contractor will be devoting all their attention to this project. Plans at this time are to have it completed for a September opening. The project had been delayed due to a very wet spring and a problem involving two engineering firms. Pacha asked if the Skate Park would remain at Mercer Park over the winter; Tmeblood noted the Risk Manager wants the components to be removed as soon as the new Skate Park is opened. Gustaveson noted Coralville overwhelmingly approved a new measure to construct a leisure pool, and North Liberty and other surrounding communities are constructing them as well. He questioned whether the commission should revisit the proposal to upgrade the City Park pool. Pacha also felt the commission should revisit the leisure pool concept, asking if any of this activity in other communities changes the commission's priorities. He asked what the preliminary estimates had been; Trueblood noted $4.5 million to upgrade and expand into a leisure pool concept. Trueblood stated a key issue in locating a leisure pool in City Park is parking, and there is no capital improvement funding for the next few years. He suggested devoting a work session dealing with this issue and capital improvement projects in general. Gustaveson suggested inviting the City Manager; Trueblood noted the City Manager could inform the commission as to the City's financial situation in general and could possibly speak to various funding/financing options. Cilek suggested doing something different than what the other communities are doing, such as an indoor/outdoor swimming pool combination. She questioned the wisdom in having four leisure pools in a few-mile radius. Pacha felt a successful fundraising campaign would be difficult, noting the number of fundraising efforts currently underway. Stroh suggested privatization. Trueblood noted such a project would require a referendum. Pruess questioned expending such a large amount of money for a short season, noting he would rather spend the money on a more extended season, such as the waterworks park and peninsula area. Pacha asked staff to invite the City Manager to attend the commission's September meeting to discuss the possible leisure pool concept and the City's financial situation and capital improvement projects in general. Parks and Recreation Commission July 10, 2002 Page 3 of 3 COMMISSION TIME Ostrognai invited members to the ADA celebration in Hickory Hill Park on July 27 from 10:30 a.m. to 2 p.m. Friends of Hickory Hill Park will be conducting tours of the trail and Trueblood will speak on the project. DIRECTOR'S REPORT Tmeblood reported on the follo~ving: Windsor Ridge, Part 16. At last month's comrffission meeting, the commission recommended acceptance of Outlot A and fees in lieu to make up the difference. Planning and Zoning staff informed the developer they would like to see more green space in the form of .57 acres of private green space adjacent to it. There is a possibility this issue may come back to the commission. Joint Meetings. A copy of Kevin Boyd's e-mail regarding his commission exchange proposal was distributed. Boyd has been in contact with other directors and will attend the next meeting of the North Liberty and Coralville Parks and Recreation Commissions and the Johnson County Conservation Board. Dog Park. Staff received an e-mail from an individual interested in a dog park at the waterworks or peninsula park. Staff informed them the commission would be receptive to a dog park (although not necessarily in one of these locations) if a community group was formed to pursue fundraising. Greele¥~ Colorado Economic Development. Staff will be sending a copy of Greeley's newsletter, which discussed establishing priorities to present to its city council for economic development; Tmeblood noted that all but two related to parks and recreation. ADJOURNMENT The meeting adjourned at 6:00 p.m. MINUTES FINAL/APPROVED ~ PLANNING AND ZONING COMMISSION JUNE 20, 2002 EMMA J. HARVAT HALL - CIVIC CENTER MEMBERS PRESENT: Ann Freerks, Jerry Hansen, Ann Bovbjerg, Dean Shannon, DonAnciaux, Beth Koppes, Benjamin Chair STAFF PRESENT: Bob Miklo, John Adams, John Yapp, Shelley McCafferty, Mitch Behr OTHERS PRESENT: John Shaw, William Buss, Don Gringer, Robert Downer, Ralph Stoffer, Joann Buxton, Darrell Smith, Gary Watts, Larry Schnittjer. RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 7-0, REZ02-00004, an application submitted by Apehouse, LC for a rezoning from Neighborhood Conservation RNC-20, to Sensitive Areas Overlay-Neighborhood Conservation (SOA-RNC-20) for a .41-acre property located at 341 N. Riverside Drive. Recommended approval, by a vote of 7-0, REZ02-0000,~, an application submitted by William Buss for a rezoning to designate a Historic Landmark on 3 acres located a 747 West Benton Street. Recommended approval, by a vote of 7-0, REZ02-00007, an application submitted by Gringer Properties LLC for a rezoning from General Industrial (I-1) to Intensive Commercial (C1-1) for 1.14-acres located west of Riverside Drive and south of Commemial Drive. Recommended approval, by a vote of 7-0, REZ02-0000~, an application submitted by Christian Retirement Services, Inc. for a rezoning from Medium Density Single-Family (RS-8) and Low Density Multi-Family (RM-12) to Planned Development Overlay (OPDH-20) to allow 43 elder congregate housing units on 2.12 acres located north of Benton Street and east of George Street subject to the final OPDH plan including a tree protection and lighting plan for the facility, and general conformance to the OPDH plan submitted. Recommended approval, by a vote of 7-0, REZ02-00002/SUB02-00009, an application submitted by Dial Corporation for an amended OPDH-12 plan for Silvercrest to allow four 4-unit townhouse style buildings and four 24-unit independent living buildings for elderly residents and a preliminary plat of Silvercrest Residential Community, Part 2 a 7-lot subdivision on 12.18 acres located southeast of the intersection of Scott Boulevard and American Legion Road. Recommended approval, by a vote of 7-0, REZ02-00006/SUB02-00008, an application submitted by Arlington L.C. for a rezoning from Medium Density Single-Family Residential (RS-8) to Planned Development Housing Overlay (OPDH-8) and a preliminary plat of Windsor Ridge, part 16, a 31A-acre, 10-lot subdivision located north of Camden Road and south of Lower West Branch Road as printed including variations allowing apartments, duplexes and townhouses, allowing the distances between the apartments to be reduced to 15-feet and reducing the streets to 25-feet wide. Recommended approval, by a vote of 7-0, REZ02-00008/SUB02-00010, an application submitted by NICK Partners for rezoning from Low Density Single Family (RS-5) to Planned Development Housing Overlay (OPDH-5) to allow 23 single-family lots and 13 townhouse style residential units and the preliminary plat of Village Green, Part XXII, a 9.31-acre 24-1ot residential subdivision located west of Scott Boulevard and north of Wellington Drive including the waivers listed in Staff's report. Recommended approval, by a vote of 7-0, VAC02-00001, an application submitted by Diane Williamson for a vacation of the right-of-way along the frontage of the Carousel Motors property at 809 HWY 1 West subject to the conditions listed in Staff report. CALL TO ORDER: Chairperson Bovbjerg called the meeting to order at 7:33 pm. Planning and Zoning Commission Minutes June 20, 2002 Page 2 PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Bovbjerg said vacancies for varying lengths of term on the various Boards and Commissions included the Airport Zoning Commission, Airport Zoning Board of Adjustment Commission, Housing and Community Development, and the Human Rights Commission. REZONING ITEMS: REZ02-00004, discussion of an application submitted by Apehouse, LC for a rezoning from Neighborhood Conservation RNC-20, to Sensitive Areas Overlay-Neighborhood Conservation (SOA- RNC-20) for a .41-acre property located at 341 N. Riverside Drive. McCafferty said this item was being reviewed for the third time by the Commission under the Sensitive Areas Ordinance (SAC) for regulated slopes. She said the applicant's engineer had been working with the City and the City Engineer to resolve the storm water issues that were of a concern at the last meeting. A new submission had been received since the previous Commission meeting. As a resolution, the applicant had acquired a storm water easement from the adjacent property owner. A letter of intent from Jim Clark was attached with the documentation from Landmark Engineering. McCafferty said it was anticipated by August 1, 2002, the storm sewer along Riverside Drive would be in place and repairs would be made to the storm sewer that ran from Ridgeland Avenue down to North Riverside Drive, which were the City's portion of the engineering for this particular project. An additional inlet would be placed toward the south-east corner of the building and there would also be a concrete trough installed such that the larger storm water issues would be directed toward that inlet. McCafferty said all the water that came down Ridgeland Avenue would essential go into the storm sewer. She said Staff's opinion was that the storm water condition would be significantly improved with this project. In terms of other engineering issues, McCafferty said Planning Staff, City Engineers and the Building department were satisfied that the proposal now satisfied the requirements of the Sensitive Areas Ordinance. In terms of the geo-technical requirements, the Building Official had the discretion to require geotechnical and soil reports. The applicant had proposed to remove all the existing rubble down to the natural soil. At that time, enough geotechnical and soil samples would be taken to determine how best to engineer the footings in a manner that would not cause any instability to the slopes. McCafferty said the Building Official and the Engineer felt that was a reasonable approach to dealing with the geo-technical issues. McCafferty said in reviewing this particular project, issues the Commission should consider were the reduction of the buffer as requested by the applicant and the height of the proposed facility. Staff felt the reduction in the buffer was reasonable and would not cause any instability in the slope or any other public hazards. With the new storm water solution there would not be a dike or rock spreader in the area, which reduced the amount of development that would happen within the buffer area. With respect to the height of the proposed new facility, Staff felt it was reasonable to grant the requested 10% or 3.5 foot height increase. McCafferty said Staff recommended that REZ02-00004, an application submitted by Apehouse, LC for a rezoning from Neighborhood Conservation RNC-20, to Sensitive Areas Overlay-Neighborhood Conservation (SOA-RNC-20) for a .41-acre property located at 341 N. Riverside Drive be approved. Bovbjerg asked for a clarification. The newest plat indicated in the underground parking area there would be three drains or area inlets with traps draining to where: To the sanitary sewer or to the storm sewer? McCafferty said a trap would trap any oil or oily runoff before it went into the sanitar~ sewer system. Rick Fosse, City Engineer, was in attendance to address issues and questions the Commissioners had. Fosse said he had requested his staff to review if the floor drains should be tied into the storm sewer or into the sanitary sewer. He said his preference from the Engineering Division was that they be tied into the storm sewer. Fosse said by tying into the storm sewer they did not put the sanitary sewer at risk of surcharging from flows that would unexpectedly come into the basement area. Bovbjerg pointed out that the plat said into the sanitar~ sewer. Fosse said it was not related to the grading plan or to the sensitive areas overlay, it was a building permit issue that still needed to be worked out. Fosse said a trap that Planning and Zoning Commission Minutes June 20, 2002 Page 3 trapped oil before it went into the sewer was usually how installations were done. Tower Place and the other ramps in town had the traps on them and drained into the storm sewer. Bovbjerg asked if the Riverside Drive storm sewer was going to be installed yet this summer. Fosse said it was under construction now, mostly in the UI Arts campus area. They were currently sorting out the maize of utilities for passing through the Riverside corridor. There were also some repairs to be made to the east-west storm sewer that ran through the north edge of the Clark's property. Fosse said just so there would be no misconceptions, he wished to add that there would be storms that would bring more flow down than the storm sewer could handle. In those cases, it would spill over and flow down the slope where it flowed now. For an equivalent size storm, Fosse said more storm water should be getting into the storm sewer so the overland flow should be less. Fosse said he did not view that as a negative thing as it would be an improvement over what was currently there. Bovbjerg asked if the sizing of the storm troughs and drains would take most water most of the time. Fosse said that was correct. Fosse said every storm sewer system had two components - the pipe that went underground and the overland component. With the sanitary sewer, it all went into the pipe. Because it was not possible to predict how big a storm would come along or what might block the intakes, it was necessary to provide the overland route. Fosse said what the applicant was doing was grading to the property line with a 'V', however it would not look like a pronounced trough because it would not have vertical sides. The ovedand route would go down to the east end of the Clark's parking lot where the intake was located and when that capacity was exceeded the water would flow on over the bank. Fosse said what would govern the capacity would be the pipe that went down the hill now. It was hoped that the pipe would not need to be replaced. Fosse said he thought the collapsed area in the storm sewer was under the parking lot and he preferred to stay out of the slope if at all possible. If it was necessary to go into the slope, Fosse said he thought they would probably put in a bigger pipe, but otherwise they would live with the size that was there. Fosse said the thing that was working in their favor was that the pipe was quite deep, so a lot of head could be gotten on it which would push more water through it than what was expected of a pipe that size. Shannon asked Fosse how much restriction he thought might be on the collapsed portion of the storm sewer. Fosse said for the moderate storms, the 1-5 year events, it would make a big difference. Right now there was a fair amount of capacity that was obstructed so the pipe did not take the flow that it should. The intake that was currently on Ridgeland Avenue was a ground grate intake. A single piece of cardboard that drifted over the intake could plug it up. Fosse said that was why the overland route was so important. Having an intake at the east end of the parking lot would be nice because no second opportunity currently existed for the water to get down into the ground. The intake would be a curb opening rather than a grate which was less prone to plugging up. Fosse said items tended to go right into the intake. Public discussion was opened. John Shaw, 437 S. Summit Street, said in their application for the rezoning, they had been asked to address three issues, which had already been discussed before the Commission. The first issue was the reduction of the buffer between the construction activity and the protected slopes. The project would be engineered such that its construction would pose no threat to the slopes. The second issue was the request to increase the allowable building height. The request had been made at this time as a matter of convenience for both the applicant and for the City. Shaw said the applicant had the ability to go after the increase in height as a minor modification later in the process, but the applicant preferred to roll it all in and get it done at one time. As currently designed, the building exceeded the allowable height by one foot seven inches. Shaw said the 3~ foot number was related to the fact that allowable building increases went in 10% increments. The allowable height was 35 feet, hence the 3~ foot allowable increase. Shaw said the reason the building was proposed to be built to that height was because the applicant wanted to echo some of the pitches found elsewhere in the neighborhood with the roof slope. The roof pitch could be lowered, but would result in a less attractive structure. The third issue was storm water drainage. In conjunction with the City Engineering Staff and the adjacent property owner, Jim Clark, their proposed solution actually improved the existing conditions and enhanced the stability of the protected slopes. The City would repair the existing storm sewer located under the Clark property parking lot and would construct a new intake at the east end of the Clark property parking lot. The intake would be connected to the new storm sewer being constructed along Riverside Drive. The intake would be designed to take the vast majority of the water that currently ran down the protected slopes. The repair of the existing storm Planning and Zoning Commission Minutes June 20, 2002 Page 4 sewer coupled with the construction of the Lucy project provided the opportunity to create a managed path for the storm water. Shaw said Clark had agreed to grant an easement which would allow both on- and off-site storm water to flow over his property. The Iow spot was located at the property line. The roof drainage from the Lucy project would be connected to the storm sewer with a sub-surface tile system which would feed into the storm sewer. Water falling on the site would be directed via trench drains or intakes to the storm sewer system. Erosion of the existing sensitive slopes would be virtually eliminated due to the Lucy project, the City's re-working of the existing storm sewer and the installation of the intake on the Clark property. In response to a question by Bovbjerg regarding the roof drains, Shaw said when the storm sewer was opened up and repaired by the City, the applicant was considering adding a "T" juncture on to accept the Lucy project roof drains. He had already discussed that with Clark, who was comfortable and agreeable with the "T" being added. Public discussion was closed. Motion: Chair made a motion to approve REZ02-00004, an application submitted by Apehouse, LC for a rezoning from Neighborhood Conservation RNC-20, to Sensitive Areas Overlay-Neighborhood Conservation (SOA-RNC-20) for a .41-acre property located at 341 N. Riverside Drive including the variations for an increase in height and a reduction in the buffer. Shannon seconded the motion. Hansen asked Fosse in the repair of the storm water drain was there a difference between replacing and relining the drain? Fosse said relining reduced the diameter by about 3/8 of an inch but a smoother inside wall with no joints more than offset the reduction in diameter. Fosse said in this case the technique they intended to use was reconstruction, which would also shallow it up at the same time. It would be kept deep enough so it could be tied in with the roof and floor drains. Fosse said the City would use a little television camera inside the pipe to see what was wrong and the extent of the obstruction. Hansen said correspondence had been received which said the project still did not solve the problems of the storm water. He felt City Staff had done a good job on the project and was ready to vote on it. Shannon said he felt the same way. The Commission had asked for answers and the Staff had provided them with the answers. It was time to move on. Freerks said she appreciated the applicant's meeting with the neighbors and attempting to address their concerns and the project had turned out better because of that. It was always better to have people working together in advance as much as possible. Freerks said in many cases the Commission did not have the opportunity to comment on roof pitches, she felt the height difference was a good thing, that it helped to set the building a little better in that particular area. Many apartment buildings throughout the City did not match the surrounding area they were located in. Anciaux said he was happy the sewer would be fixed. Bovbjerg said she was very pleased with the neighbors, the applicants and the City who had worked over and over trying to get the best possible design. For this particular ground and this neighborhood, Bovbjerg said she felt the project would be an asset to the neighborhood. The motion passed on a 7-0 vote. REZ02-00005, discussion of an application submitted by William Buss for a rezoning to designate a Historic Landmark on 3 acres rocated a 747 West Benton Street. McCafferty said this was an application for an overlay zone to designate a historic landmark on the Buss property which was originally the Cyrus Ranck house. At the previous meeting, Staff had been waiting on a letter from the State Historical Society regarding the State's recommendation. According to the ordinance, the recommendation had to be 'in hand' prior to any action by the Planning and Zoning Commission. The letter had been received. The State recommended approval, but approval was subject to correction of deficiencies that were in the application when it was submitted. Essentially providing an additional map which indicted where the buildings on the property were located and identifying where the Planning and Zoning Commission Minutes June 20, 2002 Page 5 property was on some historic plat maps was necessary. Staff were in the process of resolving those deficiencies. The Historic Preservation Plan (HPP), written in 1992, was adopted by the Comprehensive Plan in 1997. McCafferty said, "The mission of the HPP is that Iowa City and its citizens seek to identify, protect and preserve the community's historic character in order to enhance the quality of life and economic well being of current and future generations." It was felt that conserving old buildings in neighborhoods made a good community better. Iowa City had been blessed with a collection of well-maintained neighborhoods and individual land marks which were recognized and appreciated by the entire community. At the beginning of the Comprehensive Plan there are 10 different strategies/goals and various strategies for achieving those goals. Under four of the strategies/goals, the HPP was mentioned. Under Art, Culture and Human Development, one of the goals was to document and preserve cultural heritage. Under Environmental Protection, the goal was to maintain the integrity of scenic and historic vistas. Under Housing goals and strategies, the goal was to preserve the integrity of existing neighborhoods and the historic nature of older neighborhoods. Under Land Use and Urban Patterns, a goal was to protect the historical and natural environment within the City. McCafferty said it was clear that the Comprehensive Plan and the Historic Preservation Plan supported the designation of historic landmarks and districts. McCafferty said it had been determined that this was a historic property and it was worthy of the designation of historic landmark which had been determined by both the State Historic Society and the Iowa City Historic Preservation Commission. McCafferty said Staff recommended REZ02-0000~, an application submitted by William Buss for a rezoning to designate a Historic Landmark on 3 acres located a 747 West Benton Street be approved. Bovbjerg asked if the noted deficiencies precluded the recommendation itself. McCafferty said they did not. The deficiencies had nothing to do with the historic quality of the building but were administrative details regarding the application itself. The deficiencies would be resolved by the time of the Council's public hearing. Bovbjerg asked McCafferty to address the question that had been raised about the possibility of an easement across the Buss property. McCafferty said she had no additional information regarding an easement. The Commissioners had previously received a memo from Jeff Davidson which stated that even if there were a historic easement across the property, the site lines, terrain and the topography of that particular site would not be conducive to having a road connection for Benton Street with Hwy 1. It was not currently nor in the future expected to have a road at this location. McCafferty said Staff and the applicant's attorney, Phil Left, had not found any evidence of any type of an easement. Public discussion was opened. William Bus~, 747 West Benton Street, said he was there to answer any questions the Commission might have. Public discussion was closed. Motion: Freerks made a motion to approve REZ02-00005, an application submitted by William Buss for a rezoning to designate a Historic Landmark on 3 acres located a 747 W. Benton Street. Hansen seconded the motion. Freerks said she felt this was a wise thing to do. It was nice to historic properties designated throughout different places within the City and not just massed in a few areas. The neighborhood in which the Buss property was located was changing and it was very different from what it once was. Freerks thanked the applicant for all his hard work with regard to this application. Anciaux said he liked the fact that the present owner voluntarily put the property up for historic preservation as opposed to other situations which had come before the Commission in which a historic preservation application was not an owner initiated request. The motion passed on a vote of 7-0. Planning and Zoning Commission Minutes June 20, 2002 Page 6 REZ02-0000'~, discussion of an application submitted by Gringer Properties LLC for a rezoning from General Industrial (I-1) to Intensive Commercial (C1-1) for 1.14-acres located west of Riverside Drive and south of Commercial Drive. Adam referred to a memorandum they had received from him prior to the start of the meeting. He said the issue of a discrepancy between the location of sanitary sewer and of a sewer easement would no longer be an issue for the rezoning of this property. Adam said Staff's recommendations for approval would no longer be conditioned on this. The discrepancy would be resolved between City Engineering staff and the applicant. Additionally, a version of the Conditional Zoning Agreement had been worked out. Adam had spoken with Gringer who understood that the presence of the auto repair shop meant that the paving of the existing parking area would have to take place immediately upon Councils' approval of the rezoning. A typo in the Staff Report dated 5/22/02 indicated acreage was 1.34 acres; it was actually 1.14 acres. Adam said Staff recommended REZ02-00007, an application submitted by Gringer Properties LLC for a rezoning from General Industrial (I-1) to Intensive Commercial (C1-1) for 1.34-acres located west of Riverside Drive and south of Commercial Drive be approved subject to the execution of the CZA which addressed parking lot and landscaping improvements. Public discussion was opened. Don Grinqer, 3536 Hwy 1 SW, said he was there to address any questions the Commission might have. Bovbjerg asked if the details of the CZA had been worked out and everyone was satisfied with the conditions. Adam said Gringer had not seen the full version of the CZA as yet but he had agreed to the specific conditions contained in the draft. A final version would be ready within the next couple of days and Adam would review it with him. The CZA would have to be signed before this application went before the Council in August. Public discussion was closed. Motion: Hansen made a motion to approve REZ02-00007., an application submitted by Gringer Properties LLC for a rezoning from General Industrial (I-1) to Intensive Commercial (C1-1) for 1.14-acres located west of Riverside Drive and south of Commercial Drive subject to the execution of the final Conditional Zoning Agreement. Chait seconded the motion. The motion passed on a vote of 7-0. REZ02-00009, discussion of an application submitted by Christian Retirement Services, Inc. for a rezoning from Medium Density Single-Family (RS-8) and Low Density Multi-Family (RM-12) to Planned Development Overlay (OPDH-20) to allow 43 elder congregate housing units on 2.12 acres located north of Benton Street and east of George Street. Yapp said the design plans for the proposed Oaknoll facility had been presented by the architect at the previous meeting. The concerns that Staff had had with the application were related to the proposed truck access point on George Street and the third story facade of the proposed facility. The applicant had redesigned the third story facade to add windows and to add more of a sloping roof line to be more compatible with the residential appearance of the George Street neighborhood. The applicant had also altered their site plan to preserve the truck access point on Oakcrest Street where it was currently located. There would be no truck access point on George Street, only a vehicular access for residents and staff. He said Planning Staff felt that was acceptable and should not increase the traffic on George Street significantly. Yapp said Staff recommended approval of REZ02-00009, an application submitted by Christian Retirement Services, Inc. for a rezoning from Medium Density Single-Family (RS-8) and Low Density Multi-Family (RM-12) to Planned Development Overlay (OPDH-20) to allow 43 eider congregate housing units on 2.12 acres located north of Benton Street and east of George Street subject to a tree protection plan and a landscaping plan being done as part of the final planned development for this property. Yapp said at this time Staff did not have a tree protection plan nor a landscaping plan because Oaknoll did not intend to pursue this expansion of the facility for approximately five years. Those plans would be finalized at that time. Public discussion was opened. Planning and Zoning Commission Minutes June 20, 2002 Page 7 Robert Downer., 122 South Linn Street, said they did not have anything to add to the Staff Report. Pat Heiden, the Executive Director of Oaknoll and Mark Anderson, the project architect and he were all present to address questions the Commission might have. Public discussion was closed. Motion: Shannon made a motion to approve REZ02-0000~, an application submitted by Christian Retirement Services, Inc. for a rezoning from Medium Density Single-Family (RS-8) and Low Density Multi-Family (RM-12) to Planned Development Overlay (OPDH-20) to allow 43 elder congregate housing units on 2.12 acres located nodh of Benton Street and east of George Street subject to the final OPDH plan including a tree protection and lighting plan for the facility, and general conformance to the OPDH plan submitted. Hansen seconded the motion. Hansen thanked the applicant for moving the loading dock to Oakcrest Street which he felt would eliminate a lot of potential problems. He recognized Oaknoll as being a well planned and well maintained facility in their neighborhood. Shannon said he liked the way the plans and design had been revised so that the proposed facility did not look like just a big building and would be very interested to see outcome of that phase completed. The motion passed on a vote of 7-0. REZ02-0001(~, discussion of an application submitted by Craig Petit for a rezoning from Low Density Multi-Family (RM-12) to Sensitive Areas Overlay Low Density Multi-Family (OSA-12) on 1.06 acres to allow a 12-unit multi-family building located on the west side of First Avenue south of Stuart Court. Yapp said a rezoning was required due to the presence of critical slopes, slopes which are over 25% steep, on the property. Much of the property was covered with steep and critical slopes which were regulated by the Sensitive Areas Ordinance (SAO). Yapp said when Staff reviewed this development as well as other developments in this area, the goal was to minimize disturbance to steep and critical slopes. Yapp said one of the purposes of the SAO was to foster urban design that preserved open space and minimized the disturbances of sensitive environmental features. The SAO stated that building designs which took into account the existing topography should be encouraged. The proposed development, a 12- unit building with surface and garage parking, would disturb approximately 74% of the regulated slopes on the property and approximately 70-80% of the steep slopes on the property. The applicant had made some attempts to minimize disturbance through the use of retaining walls, steep drives and the locations of the parking areas on the contours of the land. However, Staff could not justify the slope disturbance was being minimized because 70-80% of the steep slopes were being disturbed. Yapp said Staff had informed the applicant that Staff would not recommend approval of the design because of the extent of slope disturbance. The applicant had requested a deferral to 7/18/02 to allow them time to redesign the site, but had requested the public hearing occur to get reactions and comments from neighborhood residents and the Commission. Yapp said Staff recommended deferral of the application to 7/18/02 at the request of the applicant. Public discussion was opened. Ralph Stoffer, project engineer, said he, the property owners, and the project builder were all present. They had identified a number of things that could be done to reduce the impact on the slopes. At present, they were clarifying what was financially feasible and what was not. They also wanted to incorporate the Commission's comments on the project so at the next meeting, design approval could be obtained. A more complete application would be available in approximately one month. Bovbjerg said before the Commission discussed the application, she wished to make it clear that the give and take of suggestions should never be assumed, if particular suggestions or questions by particular Commissioners were satisfied, that the Commission would automatically approve an application. Joan Buxton, 510 N. First Avenue, said she was pleased to see that Staff was not recommending the proposed design because it did not meet the critical slopes designation. She said the residents who lived on North First Avenue, right across from where the development was occurring, were quite upset about the whole development of the area. Buxton said earlier that morning she had stood in the driveway of the Planning and Zoning Commission Minutes June 20, 2002 Page 8 first building that was being built and could not see around the curve to see if traffic was approaching. She felt it would be a continuation of increased traffic on the street and a disruption of the critical slopes. Buxton said she felt any type of project that would be approved should be designed to fit the topography of the area. Public discussion was closed. Motion: Koppes made a motion to defer REZ02-0001q, an application submitted by Craig Petit for a rezoning from Low Density Multi-Family (RM-12) to Sensitive Areas Overlay Low Density Multi-Family (OSA-12) on 1.06 acres to allow a 12-unit multi-family building located on the west side of First Avenue south of Stuart Court to July 18, 2002. Freerks seconded the motion. Hansen said anything that disturbed 75% of the critical slopes would be difficult. The ordinance was in place to protect the slopes, so philosophically speaking, if the Commission voted to approve a 10%, 20% or even 30% disturbance to the slopes, were they protecting the slopes. Seeing the design would be more important to him than just talking about what might be done. Shannon said he could not visualize what the development would look like at this point, so he was also not sure what should be done. Bovbjerg said what she saw when she looked at the design was a standard 12-plex with standard garages on very unstandard topography. It seemed to her if the property were to be developed, there must be a way of tucking the building designed for that topography into that area rather than trying to get the slopes, which were there and were natural, to conform to the building. She said essentially the SAC looked at having a building conform to the topography. If it could not be done, perhaps consider putting lower density in, deciding it was not buildable or constructing only 2 buildings on the site. Anything put on the lot should be carefully tailored to conform to the topography. She said one of the proposed design details, #7 a steep driveway, was the last thing the project needed. Bovbjerg said she felt a flat driveway with people walking up to the garages or to the dwelling would be better as feet could take it much more easily than cars could. It already was a fairly steep and very busy street. Residents from other projects south of this development and across the street would also be trying to get onto the street. Planned developments took into account topography and making things different so a property could be used for a development. Bovbjerg said she felt the proposed project did not fit into the land and to some extent not into the neighborhood. Chair asked if there was a certain comfort range of what was allowable. Yapp said in Lot 2 to the south, which was also a sensitive areas rezoning, 35% of the critical slopes were disturbed and 55% of the steep slopes were disturbed, so in total it was about 40% of slope disturbance. Yapp said the reason there was not a percentage in the ordinance was because requests needed to be considered on a case- by-case basis, depending on the topography of the lot. This property had slopes running diagonally across almost all of it. Yapp said he felt it could not be developed without disturbing the slopes but the goal was to minimize disturbance. Yapp said in looking at the proposed layout, slope disturbance could be minimized by having one parking lot instead of two and eliminating the garages. The goal of the ordinance was to design a property taking into account the existing topography. Chair asked if nothing on the site were disturbed in terms of contour, and a hole was dug to put a building in, would that be considered disturbing? Yapp said it would be considered disturbing, but it would be very minimal. Shannon said expanding on Chair's idea, it might be possible to build a building there but just have the building's footprint disturb what was already there. Yapp said if the extent of the disturbance was just the building's footprint that would be one way of minimizing the disturbance. Hansen said it would be very helpful to have three dimensional drawings showing where all the retaining walls and drainage ways would sit on the property in relationship to the buildings. Chair said what he was hearing was that a site like the one being discussed could be developed. The Commission was looking for a design that respected the site, but could not give a magic number with regard to an approvable percentage of slope disturbance. With respect to building design and presentations, he recommended something similar to what the Mercy Clinic on First Avenue had used - an auto-cad fly around which allowed the Commission to see the proposal from all angles. Staff would not design the building, but they were available to help. Planning and Zoning Commission Minutes June 20, 2002 Page 9 Hansen said the ordinance was designed to preserve the character of the ground and prevent erosion from the slopes. He suggested the applicant consider types of materials to be used in the retaining walls and how they would ultimately look. The building and the amenities around it needed to fit the site. Bovbjerg suggested also bearing in mind that disturbance included not only the building's footprint but the space needed for digging, forms, machinery, where the trucks would enter/exit the site, and travel on the terrain. Freerks asked about height restrictions. Yapp said under the SAO the height requirement could be waived. Hansen suggested the design still had to fit the site. The motion passed on a 7-0 vote. REZONING/DEVELOPMENT ITEMS: REZ02-00002/SUB02-0000~, discussion of an application submitted by Dial Corporation for an amended OPDH-12 plan for Si/vercrest to allow four 4-unit townhouse style buildings and four 24-unit independent living buildings for elderly residents and a preliminary plat of Silvercrest Residential Community, Part 2 a 7-lot subdivision on 12.18 acres located southeast of the intersection of Scott Boulevard and American Legion Road. Miklo said the Commission had been reviewing this application since early April. Staff had received a revised site development plan. Most of site remained as shown on the site plan the Commission had reviewed earlier. The changes were in the southern portion of the site. Townhouses had been relocated to allow the establishment of a dry bottom stormwater basin and grading would be done such that more of the water would be directed toward the new basin. With that change, the existing stormwater basin would not have to be extended as far to the east as previously proposed. There would be at least 120-140 feet between the property line to the east and the high water mark of the stormwater detention facility. Public Works staff had reviewed the revised stormwater management plan and found it met ordinance requirements and found it to be a viable plan. There were waivers of setbacks, building heights, etc that had been previously presented and discussed that would be included in the approval of the plan. Miklo said Staff recommended approval of REZ02-00002/SUB02-00009., an application submitted by Dial Corporation for an amended OPDH-12 plan for Silvercrest to allow four 4-unit townhouse style buildings and four 24-unit independent living buildings for elderly residents and a preliminary plat of $ilvercrest Residential Community, Part 2 a 7-lot subdivision on 12.18 acres located southeast of the intersection of Scott Boulevard and American Legion Road with the waivers mentioned subject to general conformance with the submitted OPDH plan, landscaping plan and elevation drawings which included buildings with masonry facades and hard board siding, and Staff approval of exterior lighting limits to address the concerns of the neighbors regarding lighting from this property. The lighting plan might be above and beyond what current lighting standards required. Chait asked for clarification about the private agreement between the applicant and the neighbors to the east. Miklo said although the City Engineer had attended the meeting where the agreement was discussed, the City was not a part of the agreement. Miklo said the applicant or the neighbor might need to address Chait's question as the City was not a part of the agreement, they did not have a copy of it. Bovbjerg asked with the shifting of the townhouses from the west to the north, did it change the lay of Silvercrest Way? Miklo said there were no major changes from the last plan in that area. The new plan was much better in terms of vehicle access to the area, especially for emergency vehicles to the area, there was the hammerhead turnaround and in general it was a big improvement in addition to the drainage concerns that had been addressed. Koppes asked if Pond A on the east side had moved or grown in size? Miklo said it would be slightly larger than the current basin that was on the ground. It would not be enlarged to the extent that had been previously proposed. The smaller expansion was an attempt to address concerns expressed by Prybil. Public discussion was opened. Planning and Zoning Commission Minutes June 20, 2002 Page 10 Darrell Smith, Van Winkle Jacob Engineering, said they were able to make the stormwater retention basin in the southwest corner able to catch additional runoff due to the 4-plexes. The existing south east pond would be more contoured and would only move about 5 or 6 feet further east than where it currently was. That was necessary to ensure that the volume was there to handle stormwater. The changes to the south east pond were very minimal in terms of eastward expansion. Koppes asked if it had gone further south. Smith said they were matching existing contours in the south east corner. Bovbjerg asked where was the break in the water flow. On an overhead drawing, Smith indicated where the water flows would be directed. Bovbjerg asked if and where was the outlet pipe from the basin. Smith said there was an outlet pipe at the very bottom of the pond that would connect with the existing storm sewer and also an emergency overflow. Bovbjerg asked if the water would be flowing over the sidewalk down into the pond. Smith said that was correct. Shannon asked Smith to confirm that the south west water retention basin would be dry. Smith said that was correct. Shannon asked what was the difference between a wet bottom and a dry bottom and why did they chose to have water in the south east pond? Smith said Shannon would have to ask the applicant, he did not do the designs for the wet bottom pond. Bovbjerg said the dry bottom would be dry because the pipe was right at the bottom and anything that drained into the pond would drain right out again. Public discussion was closed. Motion: Freerks made a motion to approve REZ02-00002/SUB02-00009, an application submitted by Dial Corporation for an amended OPDH-12 plan for S#vercrest to allow four 4-unit townhouse style buildings and four 24-unit independent living buildings for eldedy residents and a preliminary plat of S#vercrest Residential Community, Part 2 a 7-lot subdivision on 12.18 acres located southeast of the intersection of Scott Boulevard and American Legion Road subject to an OPDH plan including a waiver of the minimum 35 feet of frontage required on a public street; a reduction in rear yards as shown on the OPDH plan; a waiver of the 35 foot height limit to 45 feet for those buildings with underground parking as shown on the OPDH plan and subject to development generally conforming to the submitted OPDH plan, landscaping plan and elevation drawings, which include buildings with masonry facades and hard board siding; and staff approval of an exterior lighting plan. Koppes seconded the motion. Shannon said looking at what Dial Corporation had already built in that area in the past it had been a very nice development. Baring any problems with the neighbors, which seemed to have happened in the past, he would support the application. Freerks said the details were much improved. Hansen said he appreciated the applicant's work on the stormwater detention basin. It would go a long way toward settling a person's fears about it. Anciaux said he felt they had done everything per the City ordinance on overland water flow. Any seeping out of the wet pond would have to be handled between the applicant and the neighbor. Bovbjerg said she agreed. This was a very good indication of how a planned development and a lot of people working back and forth could get what seemed to be a very good looking, very workable design. Staff and the applicants were both to be congratulated. The motion passed on a vote of 7-0. REZ02-00006/SUB02-00008., discussion of an application submitted by Arlington L.C. for a rezoning from Medium Density Single-Family Residential (RS-8) to Planned Development Housing Overlay (OPDH-8) and a preliminary plat of Windsor Ridge, part 16, a 31.1-acre, 10-lot subdivision located north of Camden Road and south of Lower West Branch Road. McCafferty since the last meeting there had been changes to the plan. During the Commission's informal meeting, the applicant presented a plan which removed a duplex to create a pocket park. In response to Planning and Zoning Commission Minutes June 20, 2002 Page 11 the Commission's concerns regarding open space the applicant had removed another duplex to create a park between the two north/south streets designated as Outlot C, a .57-acre lot, noted on the plan to be dedicated to the public. McCafferty said in an e-mail from Terry Trueblood, he stated that given the current budget of the Parks and Recreation Commission as well as the fact that they prefer not to have to maintain many smaller parks, Trueblood did not recommend that Outlot C be dedicated to the City. McCafferty said Staff and the Commission had previously requested further demarcation of the trail at the north/south streets so it did not feel as if a person were going between two buildings or through private space in order to use the public trail. The applicant had recommended the design of a trail head that had paving, a bench and additional landscaping to demarcate the intersection of the trail with the streets. McCafferty read a statement from The Northeast District Plan, "Higher density residential buildings may be considered if appropriate for this highly visible focal point of the Lindemann Hills neighborhood." She said Staff had worked extensively with the applicant on the design of the multi-family buildings and also in terms of revising the street plan to have a more efficient compact street plan that met the goals of the Comprehensive Plan. The applicant had modified the standard 12-plexes to a design that Staff felt was more appropriate to the particular location. The townhouses had also been modified to give a more of a sense of individual entrances and demarcation of the individual units as well as improving the quality of the materials the applicant had proposed to use. McCafferty said Staff recommended approval of the designs. McCafferty said on the east side of the square, the applicant would use the standard townhouse plan. In response to concerns by Staff and the Commission about the design of the buildings and what was proposed on Red Hill Lane, the applicant had tried to improve the design of the rear of the building by adding a gable over the screen porch, a door to get into the unit, a deck and porch. Staff still had some concerns and would rather have seen a building specifically designed for this particular site, but noted the applicant had made some effort to improving the building design along Red Hill Lane. With respect to concerns regarding open space, there were approximately 11-acres of open space in the Lindemann subdivision. There was no dedicated open space yet in Stone Bridge Estates, but the intent was that when the area was all platted there would be open space along the stream corridor. The open space requirement for Windsor Ridge 15 was to be met in Windsor Ridge 16. The deficit would be 1-acre. Bovbjerg asked if the entire development was a planned condominium development. McCafferty said it was her understanding that the parcel was not individual lots for sale, but would be condominiumized. There would be a private homeowners association that would care for the private spaces in the area as well as for the private streets. McCafferty said Staff recommended approval of REZ02-00006/SUB02- 00008., an application submitted by Arlington L.C. for a rezoning from Medium Density Single-Family Residential (RS-8) to Planned Development Housing Overlay (OPDH-8) and a preliminary plat of Windsor Ridge, part 16, a 31.1-acre, 10-lot subdivision located north of Camden Road and south of Lower West Branch Road as well as the variations requested by the applicant. Public discussion was opened. Gary Watts, 4988 Lower West Branch Road, said Outlot A would be accepted by the City. Outlot C, at the preference of the Parks and Recreation department, would be maintained by the private homeowners association. Watts said the private spaces throughout the entire development equal approximately 2.28- acres and would be maintained by the homeowners association. The pond area was .94-acre. Total public space, which previously included Outlot C which now would be maintained by the homeowners association, was 1.5~acres. The 8-foot trail was 850 feet long. Chair asked Watts what was required for open space. Watts said he could not answer that, he did not know. When he went to Parks and Recreation, they had assessed him "Fees in Lieu of," he thought they wanted to use the fees for Outlot A. Chair said what had been discussed Monday evening at the Informal Commission meeting was, the project would be short of public open space so "Fees in Lieu oF' would be assessed. However, the aggregate of private open space and public open space, how did that compare to the required open space. McCafferty said the open space which was required for both Windsor Ridge 15 and 16, was 1.75- acres. Based upon Outlot A, which Parks and Recreation had accepted, there was a deficit of approximately 1-acre. Watts said private open space was in excess of 4-acres total, part of which was a pond. In addition there was the 850-foot trail. Planning and Zoning Commission Minutes June 20, 2002 Page 12 Watts said lenders liked to see a lot of separate associations, based upon how many were rented and how many were sold. It became rather hairy in the secondary market. In this particular project, 9 lots were laid out, the different condo-associations and/or segregated areas would have different names. That had been done more from a lending and marketing policy standpoint. The narrower streets were necessary due to the width of the one-story buildings. They were not very wide in the front, so the expansion was moved to the rear of the units. In order to have a decent sized pond, it had been necessary to have narrower streets. Watts said this project was not something that he and John Moreland had taken lightly. In the design stage, they had spent six months to one year talking to designers, looking at what they could sell and talking to marketing people before they even talked to City Staff. When they started working with City Staff they spend 6-9 months on the project. They felt it was a good project and it was exciting to bring diversity into the Windsor Ridge Area. Sales had been strong, most of the product was one-story, one-level ranches. Watts said they appreciated the relationship they had with Staff, they did not take it lightly and they appreciated everyone's efforts. Hansen asked about the townhouse section in Lot 9, was there landscaping for the back side of the townhouses. Watts said there was parking and in between the units was landscaped trees. In the front there were a lot of plantings and trees. Watts said approximately 25 feet out of the garages was concrete space. Miklo indicated the area where there was no landscaping shown that Hansen was referring to. Watts said they could landscape that area with evergreen trees. Watts said in a normal duplex, the City requirement on side yards was 5~feet. if this area were normal duplexes, in a duplex zone, there would be 10 feet in between the units. There was at minimum 15-20 feet between the units. Hansen said he really appreciated Outlot C right along the trail. It would be a great amenity to the residents and would go over big. Bovbjerg said Outlot C was great. The two lots and the wider trail said to the people, "We want you to use this." The other smaller private places would make it obvious to the people that it was there for them. Bovbjerg said she had received a call earlier in the day from Mr. Steger, who lived next to Lot 9. He had been happy to hear the discussion regarding the green space at the previous meeting. Steger said he had a fir tree windbreak there and hoped it would not be a problem. Bovbjerg said she was concerned because the townhouses on Lot 9 looked crowded. Watts said the trees would all be new. Steger's fir trees were very large, 10-14 feet thick. Bovbjerg asked how close the construction would come to the trees. They should be protected and not injured at all. The fir trees would be an offsite amenity to everyone living on Lot 9. Watts said he didn't know how close to the property line it was. Bovbjerg said it seemed if the existing fir trees were so close to the property line a sidewalk variation would be required instead of ruining the trees. A variation on the sidewalk would be a benefit to everyone. Public discussion was closed. Motion: Anciaux made a motion to approve REZ02-00006/SUB02-0000~, an application submitted by Arlington L.C. for a rezoning from Medium Density Single-Family Residential (RS-8) to Planned Development Housing Overlay (OPDH-8) and a preliminary plat of Windsor Ridge, part 16, a 31.1-acre, 10-lot subdivision located north of Camden Road and south of Lower West Branch Road as printed including variations allowing apartments, duplexes and townhouses, allowing the distances between the apartments to be reduced to 15-feet and reducing the streets to 25-feet wide. Chair seconded the motion. Chair said he wished to summarize the open space concerns that the Commission had had Monday evening. There was a deficiency of dedicated public open space, there would be Fees in Lieu Of and the private open space added to the dedicated public open space exceeded the requirement for public open space. Chair said it seemed to him there was substantially more open space than was required for public open space. Anciaux said he agreed with Chair. The private space served the houses that were around it, houses that were privately owned, so it actually reduced the need for public space in the area. Around the 12-plexes and townhouses, Outlot A gave a central park look to the more dense spaces. On this side of the road it was l-acre, on the other side of the road it would be close to 2-acres so the people in the 'plexes and townhouses would also have a place to recreate. Planning and Zoning Commission Minutes June 20, 2002 Page 13 Hansen said with regard to the open space, he would like to say, "Thank you very much." It did not matter how they got there, public or private, it was still open space and would be enjoyed by the people who lived there. Shannon said he grew up in a neighborhood where there was no open space, so they played in someone's yard. He felt open space was very important and the Commission was always advocating for open space. In this instance a developer found a way to come up with more open space, the City was strapped for monies and had been for some time but they did not have the money to maintain what they had. Shannon said he wished to send word to the Council - they had to find some way of putting more money into the Parks Commission, then they would not have to turn down property or gifts of a park. Shannon said it wes time for a decision from on top, did the City want to have good parks. Freerks said she agreed with Shannon. It was no fault of the applicant. The park was important to that neighborhood. The Council needed to funnel money into I~arks maintenance. Bovbjerg said she appreciated the final results of everyone working on the proposal. The open space would mean a great deal to the persons living there. She had also grown up in a place where there were no demarked open spaces, but the lawns were bigger or they played in the street. The space in this project allowed higher densities but still allowed the people to get out of the house to walk around and see people. It was a good way of using the land to get density and to get out in the open. Bovbjerg said she also appreciated that Watts had proposed to build accessible, slab houses that were affordable. Something for everyone was a good idea. There were many types of people with many types of abilities both financially and physically over their lifespan. The motion passed on a vote of 7-0. REZ02-00008/SUB02-00010, discussion of an application submitted by NICK Partners for rezoning from Low Density Single Family (RS-5) to Planned Development Housing Overlay (OPDH-5) to allow 23 single-family lots and 13 townhouse style residential units and the preliminary plat of Village Green, Part XXlI, a 9.31-acre 24-1ot residential subdivision located west of Scott Boulevard and north of Wellington Drive. Miklo said the Staff report had been delivered at the previous meeting. Staff recommended approval of, REZ02-00008/SUB02-00010, an application submitted by NICK Partners for rezoning from Low Density Single Family (RS-5) to Planned Development Housing Overlay (OPDH-5) to allow 23 single-family lots and 13 townhouse style residential units and the preliminary plat of Village Green, Part XXlI, a 9.31-acre 24-1ot residential subdivision located west of Scott Boulevard and north of Wellington Drive including the waivers that some of the single family lots would be slightly narrower than the 60-foot required, the variation allowing townhouse style units on Lot 24, private street on Lot 24 and a landscaped buffer which included an easement that prohibited individuals from removing the landscaping. Public discussion was opened. There was none. Public discussion was closed. Motion: Hansen made a motion to approve REZ02-00008/SUB02-00010, an application submitted by NICK Partners for rezoning from Low Density Single Family (RS-5) to Planned Development Housing Overlay (OPDH-5) to allow 23 single-family lots and 13 townhouse style residential units and the preliminary plat of Village Green, Part XXlI, a 9.31-acre 24-1ot residential subdivision located west of Scott Boulevard and north of Wellington Drive including the waivers listed in the Staff report. Anciaux seconded the motion. The motion passed on a vote of 7-0. VACATION ITEM.: VAC02-00001, discussion of an application submitted by Diane Williamson for a vacation of the right-of- way along the frontage of the Carousel Motors property at 809 HWY 1 West. Miklo said in the Staff Report prepared for the June 6, 2002, meeting, Staff had recommended approval subject to: 1. the exiting frontage road being closed at Ruppert Road; Planning and Zoning Commission Minutes June 20, 2002 Page 14 2. a new access point being created to the property at 809 HWY 1 West further south on Ruppert Road, with said access point and design to be approved by City staff; 3. the majority of HWY 1 frontage of the property being landscaped with shrubs, flowering shrubs and/or landscaped beds with flowering and other plant species, and the existing street trees being retained; 4. the Carousel Motors properties being incorporated into one single property, or an access easement being created to the triangular property at the west end of the frontage road. A revised plan had been received on Monday, June 17, 2002, which Staff felt met the conditions stipulated in Item #3. Miklo said with receipt of the latest plan, Staff recommended approval of VAC02- 00001. Public discussion was opened. There was none. Public discussion was closed. Motion: Anciaux moved to approve VAC02-00001 subject to the conditions as outlined above. Shannon seconded the motion. The motion passed on a vote of 7-0. OTHER: Miklo reminded the Commission they would not meet July 1 and 4, 2002. He said it was likely the Southwest District Plan would be presented to the Commission on July 15 and 18, 2002, so a public headng could be set for August 1, 2002. It would include a rezoning of the Ruppert property on HWY 1. The Neighborhood Association had been notified. Anciaux said the Commission had approved a zoning change to allow apartments to be built on Westminster Drive. At that time there had been a big issue about drainage problems in that area. Anciaux asked if those improvements had ever been made and did the Commission ever get a follow-up report? Miklo said he thought the Commission had required the roof drains be directed back toward the stormwater basin. The City Engineer was to devise a solution. Miklo said he would ask the City Engineer for an update. CONSIDERATION OF JUNE 6, 2002 MEETING MINUTES: Motion: Anciaux made a motion to accept the minutes as printed and corrected. Shannon seconded the motion. The motion passed on a vote of 7-0. ADJOURNMENT: Anciaux made a motion to adjourn the meeting at 10:02 pm. Koppes seconded the motion. The motion passed on a vote of 7-0~ Jerry Hansen, Secretary Minutes submitted by Candy Barnhill MINUTES PLANNING AND ZONING COMMISSION FINAL/APPROVED JULY 18, 2002 EMMA J. HARVAT HALL - CIVIC CENTER MEMBERS PRESENT: Ann Freerks, Jerry Hansen, Ann 13ovbjerg, Dean Shannon, Don Anciaux, Beth Koppes, Benjamin Chait STAFF PRESENT: Bob Miklo, Shelley McCafferty, Mitch 13ehr OTHERS PRESENT: Gary Watts, Kristin Wingate. RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 7-0, REZ02-00011, an application submitted by Arlington L.C. for an amended Preliminary OPDH-12 Site Plan for Lot 259 of Windsor Ridge Par/ 15, Glen Brook Condominiums, a 46-unit residential development at the intersection of Court Street and Cambden Road. Recommended approval, by a vote of 7-0, CZ02-00007, an application submitted by Kris Wingate for a rezoning from A1 (9.75 acres) and RS (1.6 acres) to RS-5, for an 11.35 acre property located in Fringe Area C at 3125 Rohret Road SW. CALL TO ORDER: Chairperson Bovbjerg called the meeting to order at 7:32 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Bovbjerg said a listing of current vacancies on the various boards and commissions was posted in the Civic Center outer lobby. She encouraged persons to become an active member of a board or commission to help their City. REZONING ITEMS: REZ02-00010, discussion of an application submitted by Craig Petit for a rezoning from Low Density Multi-Family (RM-12) to Sensitive Areas Overlay Low Density Multi-Family (OSA-12) on 1.06 acres to allow a 12-unit multi-family building located on the west side of First Avenue south of Stuart Court. (45-day limitation period: 7-18-02). Miklo said the applicant had requested this item be deferred until the August 1, 2002 meeting. Public discussion was opened. There was none. Public discussion was closed. Motion: Anciaux made a motion to defer REZ02-00010 to 8/1/02. Shannon seconded the motion. Koppes said she wished to inform the Commission that she had received a general inquiry telephone call from Mr. Streeper. The motion passed on a vote of 7-0. Planning and Zoning Commission Minutes July 18, 2002 Page 2 of 4 REZ02-00011, discussion of an application submitted by Arlington L.C. for an amended Preliminary OPDH-12 Site Plan for Lot 259 of Windsor Ridge Part 15, Glen Brook Condominiums, a 46-unit residential development at the intersection of Court Street and Cambden Road. (45-day limitation period: 7-27-02.) McCafferty said the preliminary OPDH-12 site plan was approved with two 12-plex buildings, one 6-plex building and three 4-plex buildings for a total of 42 dwelling units on Lot 259. After the approval of the OPDH Plan, the applicant requested and received Staff's approval to substitute the 4-plex buildings for a design with a smaller footprint due to incompatibility of the original 4-plex with the site topography. The smaller footprint allowed an additional 4-plex building to be located at the northern end of Lot 259, facing Ashford place. Access to the driveway from Ashford Place was eliminated. Adequate fire access was available to these units from the street, Staff did not view the removal of the Ashford Place entrance as problematic. The addition of the four units increased the density of Lot 259 from 11.9 units per acre to 13 units per acre, still within acceptable density of the underlying zoning. McCafferty said Staff felt the amendment did not significantly alter the design of the original OPDH Plan. Additionally, there had not been any comment or controversy at this point. If there was not any public comment during the Commission's meeting, McCafferty said they could vote on the application or defer it. At the informal meeting on Monday evening, a request had been made for the dimension of the old driveway to the intersection - it was approximately 120 feet. McCafferty said Staff recommended approval of REZ02- 00011, an amendment to the Preliminary OPDH-12 Site Plan for Lot 259 of Windsor Ridge Part 15, Glen Brook Condominiums, a 4.06-acre, single-lot subdivision at the intersection of Court Street and Cambden Road. Bovbjerg said at the informal meeting on Monday evening, there had been a lengthily discussion regarding if there should be a second driveway or access. McCafferty said Staff had discussed that issue further and based upon those discussions, Staff did not feel that was an issue. There was plenty of access from Cambden Road, Staff did not feel that was a reason to deny or to not recommend the application. Miklo said it was encouraged in the Northeast District Plan, in order to improve the street- scape, to put as much vehicular access to the rear as possible via the use of private rear lanes or alleys. This design did that. Miklo said a second point was that 16-units was not an extreme number of units to have channeled to one access point and it resulted in a good neighborhood design. Public discussion was opened. Gary Watts, 4988 Lower West Branch Road, said the developers agreed with Staff. Watts said if a driveway were to be installed to the east of the 4-plex unit, it would be on an approximate 12% slope. The City's preference was 8% slope or less. That particular proposed location was also fairly close to roadway access points in Stone Bridge Estates. He said this plan continued with the existing design of having a rear entrance access with the garage below and a two-story above. From the street-scape on Cambden Road, it appeared to be a two-story townhouse. The view from the rear was a three-story unit. Bovbjerg asked about the area between the drive and the school site, would it be landscaped or wooded? Watts said the area was still natural, they did not have any plant material in there now. They had not addressed that issue yet. The area beyond still belonged to the ICCSD. If the school board did not elect to build a school in that area, it would revert back to the developer in 2005. At this point, Watts said they had not addressed that issue, but he thought it would probably become an RS-5 or RS-8 density, if the land reverted back to them. At that time, they would also address the area Bovbjerg was inquiring about. Public discussion was closed. Bovbjerg asked for the Commission's opinion regarding one or two meetings for this application. Their response was to vote that evening; Watts also requested that the Commission vote on the application. Motion: Hansen made a motion to approve REZ02-00011, an application submitted by Arlington L.C. for an amended Preliminary OPDH-12 Site Plan for Lot 259 of Windsor Ridge Part 15, Glen Brook Planning and Zoning Commission Minutes July 18, 2002 Page 3 of 4 Condominiums, a 46-unit residential development at the intersection of Court Street and Cambden Road. Anciaux seconded the motion. The motion passed on a vote of 7-0. CZ02-00007, discussion of an application submitted by Kris Wingate for a rezoning from A1 (9.75 acres) and RS (1.6 acres) to RS-5, for an 11.35 acre property located in Fringe Area C at 3125 Rohret Road SW. Miklo said Staff found the plan to be generally consistent with the Fringe Area Agreement, and recommended that the City forward a letter to the Board of Supervisors recommending approval of the request subject to a street and easement access issue being addressed on the concept plan prior to Council consideration. Public discussion was opened. Kris Wingate, 2801 Hwy 6 East, said it was her mother's property. There was some concern because the City wanted an easement and the County wanted a road, but they were in the process of working it out. The exact location of an easement or a road was still in the process of being determined. Public discussion was closed. Motion: Koppes made a motion to approve CZ02-00007, an application submitted by Kris Wingate for a rezoning from A1 (9.75 acres) and RS (1.6 acres) to RS-5, for an 11.35 acre tract located in Fringe Area C at 3125 Rohret Road SW, subject to the street and access easement issue being addressed on the concept plan prior to Council consideration. Shannon seconded the motion. The motion passed on a vote of 7-0. VACATION ITEM: VAC02-00002, discussion of an application submitted by CRANDIC Railway Company and the University of Iowa for a vacation of the right-of-way or portions ef Front Street and Prentiss Street generally located south of Burlington Street and west of Madison Street. Miklo said the item had been requested to be deferred until August 1,2002. Motion: Koppes made a motion to defer VAC02-00002 to 8/1/02. Shannon seconded the motion. The motion passed on a 7-0 vote. COMPREHENSIVE PLAN: Setting of a public hearing for August 1, 2002, for an amendment to the Comprehensive Plan to adopt the Southwest District Plan for the area located generally south of Melrose Avenue, west of the Iowa River, North of HWY 1 West and east of the Iowa City landfill. Motion: Hansen made a motion to approve the setting of the above referenced public hearing for 8/1/02. Koppes seconded the motion. Miklo said in the past these meetings had typically occurred in the schools and the neighborhood where they occurred. For the first few meetings, the Planning and Zoning Commission was not initially present but there had been a lot of good comments and discussion. By the time the process reached the public hearing stage, members of the public did not attend as their concerns had been addressed and they were satisfied. For that reason, Staff had changed the process to include the Commission at the onset so they Planning and Zoning Commission Minutes July 18, 2002 Page 4 of 4 could hear the discussions first hand, in case members of the public didn't show up at the public hearing. Bovbjerg said if that happened, that meant that everyone had done a good job. The motion passed on a vote of 7-0. CONSIDERATION OF THE JUNE 20, 2002 MEETING MINUTES: Motion: Freerks made a motion to approve the minutes as printed and corrected. Anciaux seconded the motion. The motion passed on a vote of 7-0. QTHER: In a discussion of the proceedings of Monday's City Council Meeting, the Commission agreed that it was important that the Council review the minutes of the Planning & Zoning Commission, as the minutes may clarify some of the issues that come before the Council. ADJOURNMENT: Shannon made a motion to adjourn the meeting at 7:54 pm. Freerks seconded the motion. The motion passed on a vote of 7-0. Jerry Hansen, Secretary Minutes submitted by Candy Bamhill MINUTES FINAL/APPROVED SENIOR CENTER COMMISSION 08-20-02 TUESDAY, JUNE 18, 2002 ~ MEMBERS PRESENT: Lori Benz, Joanne Hora, Jay Honohan, Betty Kelly, Allan Monsanto, Charity Rowley, Jim Schintler, Deb Schoenfelder and Carol Thompson. MEMBERS ABSENT: None STAFF PRESENT: Michelle Buhman, Linda Kopping, Susan Rogusky and Julie Seal. GUESTS: Eve Casserly CALL TO ORDER Honohan called the meeting to order at 3:00 MINUTES Motion: To approve the May minutes as distributed, The motion carried on a vote of 9-0, Monsanto/Rowley PUBLIC DISCUSSION None 28 E COMMITTEE- Thompson Thompson reported that the county received a letter, prepared by Honohan on behalf of the Commission, requesting a public hearing on future county funding of Senior Center operations. Thompson indicated that the members of the Board of Supervisors were unlikely to comply with this request. She explained that time for public discussion will be available when the 28 E Agreement and Senior Center funding appear on the agenda at an informal meeting of the Board of Supervisors sometime in July. Thompson agreed to let the members of the Commission and staff know the date and time of the meeting at which these issues will be considered. LANDSCAPING PROJECT- Kelly Kelly reported that the landscaping project is nearing completion. The ground has been tilled, fertilizer applied, the edging will be delivered tomorrow and, weather permitting, the plants will go in sometime next week. Kelly reviewed bids for the remaining landscaping plants that ranged from $914 to $475. The Commission recommended accepting the lowest bid, which was submitted by Iowa City Landscaping. Motion to approve purchasing the remaining landscaping plants from Iowa City Landscaping. Motion was carried on a vote of 9-0. Schoenfelder/Monsanto PROGRAM ADVISORY COMMITTEE MEMBERSHIP- Seal The Program Advisory Committee has added Mary Grace Mayer as a member. She is a registered member of the Senior Center and already has attended one advisory committee meeting, C:\TEMP\june02.doc INUTES FINAL/APPROVED SENIOR CENTER COMMISSION TUESDAY, JUNE 18, 2002 Motion to accept Mary Grace Mayor to the Program Advisory Committee. Motion carried on a vote of 9-0. Kelly/Schintler NUTRITION PROGRAM LEASE UPDATE- Honohan At this point the only outstanding task is to determine ownership of a few pieces of kitchen equipment. The other terms of the lease appear to be satisfactory to all parties. Casserly reported that the Johnson County Task force on Aging has contributed $100 to Eider Services Inc. The purpose of this donation is to conduct a survey that will address nutrition program participant concerns and identify possible areas for improvement in the meal program. Representatives from the Task Force and Elder Services plan to design a survey that will identify food preferences, reasons for participating (or not) in the nutrition program, and general suggestions for improvement. Separate surveys will be developed for the congregate and Home Delivered Meal programs. Kopping reported that members of the Participant Advisory Committee have volunteered to help with the survey. Kopping distributed the nutrition program participation numbers for the last few years as requested at the last Commission meeting. Commissioners discussed the apparent downward trend in participation. FY03 BUDGET UPDATE-Kopping Thai Flavors at 340 East Burlington Street will be sponsoring a fund raising event for the Senior Center on Tuesday July 16, 2002. On that day Thai Flavors will donate 20 percent of their profits for the day to the Senior Center. Kopping reported that the Participant Advisory Committee plans to conduct focus groups at the Center in October in order to gain participant input and direction regarding operational changes resulting from cutbacks in county funding. Prior to conducting the focus groups, the Participant Advisory Committee plans to review the FY03 Budget as well as the Gift Fund revenue and expenses, explore opportunities for recurring grants, and investigate the possibility of implementing a countywide senior program network spearheaded by the Center. Before developing a plan for a countywide senior program network, committee members will identify current senior services in each of the nine incorporated areas, calculate an estimated operational cost for the network, and develop a formal proposal. Kopping noted that the Participant Advisory Committee also discussed the possibility of implementing a "College for Seniors" type program that would require memberships and class fees. SENIOR CENTER UPDATE Operations - Kopping Waterproofing Project The stairs are nearing completion. Independent Contractors 07/23/2002c:\tem p\ju ne02.doc INUTES FINAL/APPROVED SENIOR CENTER COMMISSION TUESDAY, JUNE 18, 2002 A recent effod to do some collaborative programming with Kirkwood Community College brought the issue of liability insurance for Senior Center instructors who are working as independent contractors to the surface. In the past the Center has not required instructors working as independent contractors to provide proof of insurance. According to Erin Herting, Assistant Finance Director for Iowa City, this is no longer acceptable. Due to concerns that requiring independent contractors to provide insurance documentation would result in the resignation of most of these instructors, Kopping has scheduled a meeting for July 2, 2002, with Herring, Honohan, and Assistant City Attorney Sue Dulek. Possible alternatives to the insurance requirement will be discussed. Proqrams - Seal Seal highlighted some programs planned for July. For a complete listing of programs please see the July Post. Volunteers - Rogusky Rogusky asked Commissioners and staff to volunteer to sell Quilt Raffle tickets at the County Fair. Rogusky reported that the Creative Retirement Center has scheduled three courses starting this fall. The Creative Retirement Center kick-off celebration is scheduled for September CITY COUNCIL - Kelly Kelly reported on the activities going on at the Center. BOARD OF SUPERVISORS - Schintler No report available. COMMISSION DISCUSSION Rowley and Benz voiced concerns about the By-laws for the Participant Advisory Committee. These concerns were forwarded to Casserly, a member of the Participant Advisory Committee. Next Months Commission Visits Deb Schoenfelder will write the Post article for the July Post as well as going to the City Council meeting. Jim Schintler will be going to the Board of Supervisors meeting. Motion: to adjourn. Motion carried on a vote of 9-0. Monsanto/Schoenfelder 07/23/2002c:\temp~j u neO2.doc