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HomeMy WebLinkAbout2007-05-14 Bd Comm minutes G[ ~Iowa City ~Public library Minutes Iowa City Public Library Board of Trustees FINAL APPROVED Regular Meeting March 22, 2007 Members Present: Linzee McCray, Thomas Dean, William Korf, Thomas Martin, Mary New, Meredith Rich-Chappell, Leon Spies, David VanDusseldorp Members Absent: Pat Schnack Staff Present: Barb Black, Terri Byers, Maeve Clark, Susan Craig, Debb Green, Kara Logsden, Heidi Lauritzen, Patty McCarthy, Andrew MacKay, Elyse Miller, Hal Penick Guests Present: Allyson Weber Call to Order. McCray called the meeting to order at 5:06 pm. Public Discussion. None. Approval of Minutes. The minutes of the regular meeting of February 22, 2007 were reviewed. A motion to approve the minutes, with a minor correction, was made by New, seconded by Rich-Chappell. Motion carried 8/0. Unfinished Business. Leased Space: Craig spoke with Hanick on Tuesday. There is another group looking at the space who are interested in using approximately 5,000 square feet of the basement. The UIHC group is still interested. Craig reminded Board members that the realtor's contract will be up for renewal at the April Board meeting. New Business. Appointments to the Art Committee. The terms of two Art Advisory Committee members expire on April 1 , 2007.The vacancies were advertised publicly and ICPL received six applications. Staff recommend the appointment of Robert Butler to fill one vacancy, and the reappointment of Marcia Wegman for another term. A motion to appoint Butler and Wegman to the Art Advisory Committee was made by Spies, seconded by VanDusseldorp. Motion carried 8/0. The Book End. The Foundation Board has officially approved the Book End's move to the second floor of the Library. A schematic of the space is included in the Board packet. Korf wondered about the first floor rental space option. Craig stated that the Foundation felt the second floor space was the best choice. McCray wondered if the remodeling could be ready by July. Craig is hopeful that the space would be ready by June. Buildinq/NOBU Budqet. A report on estimated costs to remodel The Book End and other building related projects for FY07 was included in the Board packet. The Library has spent $15,000 of the $50,000 budgeted for building, furniture, and technology, and about $12,000 remains in the building project budgets. Craig has asked the Foundation to contribute $5,000 toward the renovation of library space for The Book End. Craig and the City want to spend the remaining funds in the capital building budget this fiscal year. Two projects the Library will move forward on are security cameras, and the minor remodeling necessary to move The Sook End to the second floor of the Library. Spies asked if the building project money would be turned back to the city if it went unspent. Craig said that the Library situation is an atypical City capital project, because the money was specifically designated to the Library. New asked for more information about the security cameras. Craig said they will be placed primarily in public areas, since they are of most concern. There will also be cameras in walkways and hallways in staff areas, and in the staff entrance hallway. Korf asked how they cameras operate. Craig said digital images are stored on a computer. The information resides on the server for a period of time and then is deleted. Cameras will also be placed in public restrooms viewing the sink areas. Craig noted that most vandalism occurs in public restrooms and the abduction of children is most common in these locations. Dean asked whether the public would be informed about the placement of security cameras. Craig said there would be public notices and that they're required by law. She has consulted with the City attorney staff. Web Site. Publicity efforts to promote ICPL's website have begun. Board members left the Board Room at 5:22 p.m. to see a demonstration of new website features in the Computer Training Lab. Black presented several new online catalog features which provide additional access points to our catalog or website for our patrons. . AirCat is an III module which reformats the look of the catalog so that it can be viewed more easily on PDAs and other handheld devices. . Real Simple Syndication (RSS) Feeds allow patrons to register to receive updates whenever we update our catalog. Patrons can subscribe to a number of different categories and will be taken directly to our catalog from the RSS list. . Collection Slog is another tool we hope will foster communication with our patrons. Librarians are assigned to write blogs about materials, other staff are doing so voluntarily. Slogs are "tagged" or given categories which can be searched. Patrons can make comments about a blog, which will hopefully encourage conversation. . Digitized Irving Weber materials are now available in the catalog through a partnership of the ICPL's Information Services department, the University of Iowa, and the Noon Lion's Club via the Iowa Heritage Digital Collection. Clippings from the Press-Citizen were scanned and digitized and provide a great local history resource. Slack also discussed Community Reviews, an opportunity for persons who have a library card to review a title directly from the catalog. This feature should be available in about a week. Members returned to the Board Room at 5:50 pm. Craig stated that some of the Library's website promotional efforts include: press release about new features of the on the website; advertising in local publications, McCarthy and Engelbert are taping ads for KCJJ radio; and the ICPL Online t-shirts. Spies left the meeting at 5:50 pm. Staff Reports. Departmental Reports: Adult Services. McCray asked about Weber days. Logsden reported that Weber Days are throughout the month of May. McCray thinks that the digitized Weber information is great. Martin asked about Eaudio players. Circulation. An update on Ride 'N Read was provided in the Circulation report. Korf expressed enthusiasm about the book drop at Hy Vee and wondered if there was much vandalism. Craig stated a vehicle recently ran into a book drop but is not aware of any vandalism. The Library had an "extra" book drop box so we were able to replace the damaged one the next day. Information Services. New wondered when the online databases discussed in Clark's report will be available. Clark said these packages are being evaluated now. Craig plans to contact librarians in North Liberty, Coralville and the school district to see if there's interest in working together to get a joint price for the Live Homework Help database. The small business resource center was disappointing says Clark after Martin asked about it. New asked how costly these materials are. Clark stated that, for example, Ref USA, which is quite a comprehensive database, cost $15,000/year. ICPL tries to select and purchase materials that are both valuable and cost effective. Clark stated that the most popular database is Heritage Quest, a genealogy resource, and it is relatively inexpensive. Development Office. Building the Collection - Celebrating the Creative Spirit 2007, will take place on April 29, 2007. There are fifteen different live auction events and hosts so far this year. Board members should contact McCarthy for names for the invitation list. It is anticipated that the invitations will be mailed during the first week of April. ALA Membership for Board Members. The Library automatically signs up all Board members for ILA membership and will pay for part of a Board member's membership in ALA. Craig asked members to contact Miller if they are interested in ALA membership. Volunteer RecoQnition Events. This year there will be two separate volunteer recognition events: one for adult and teens; one for the youth and the Kids Spectacular group. Craig hopes Board members can attend one or both events. McCray said she really enjoyed the Children's volunteer recognition program last year. President's Report. Appoint Committee to Evaluate Director. McCray announced that Dean will chair the Committee to Evaluate the Director and asked for two volunteers to complete the committee. This is the official evaluation of the Library Director and is discussed at the June Board meeting. VanDusseldorp and New volunteered to be on the committee. Board Recruitment. Craig stated that the City will post three openings on the Library Board in April. There were two other applicants when Mary applied for the interim position and these persons will be informed of the vacancies. McCray is impressed with all the things that the Library does and talked about Systems' work on the bus pass web application and all the wonderful things that can be done with the catalog. Announcements from Members. Kudos from New to Green for the Children's concert to celebrate St. Patrick's Day. The Beggarmen performed. VanDusseldorp informed members that he is considering seeking reappointment to the Board. VanDusseldorp wondered as he came into the building today why it would need painting again so soon, and said he then realized this meant the building was well used and is very proud of this. Craig said that in the 30 months since the building has been open more than 1.5 million people have come to our building. McCray said that Lazy Boy and the Recliners will play at 7:30 at the Mill on Saturday in a smoke-free environment. New left at 6:06 pm. Committee Reports. None. Communications. None. Disbursements. Visa expenditures for March 2007 were reviewed. A motion to approve the disbursements for February 2007 was made by VanDusseldorp, seconded by Dean. Motion carried 6/0. Set Agenda Order for April Meeting. Election of Officers Meeting Room Policy review Summer Transit program review Adjournment. A motion to adjourn the meeting was made by Martin, seconded by Rich-Chappell. Motion carried 6/0. McCray adjourned the meeting at 6:09 pm. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD CALENDAR YEAR 2007 Meeting Date .. .. .. .... Name Term 1/25/07 2/22/07 3/22/07 4/26/07 5/24/07 6/28/07 7/24/07 8/23/07 9/27/07 10/25/07 11 /15/07 12/20/07 Exn Thomas Dean 7/01/09 x x x x Bill Korf 7/01/09 x x x x Tom Morfin 6/30/11 x x x x Linzee McCray 7/01/09 x x x x Mary New 7/01/07 ole x x x Meredith 6/30/11 Rich-Chappel x x x x Pat Schnack 7/01 /07 x OlE OlE OlE Leon Spies 6/30/11 x x x 0 David 7/01/07 OlE VanDusseldoro x x x KEY: X = Present o = Absent OlE = Absent/Excused NM = No meeting Res = Resigned lOW A CITY TELECOMMUNICATIONS COMMISSION FINAL MONDAY, APRIL 23--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Saul Mekies, Gary Hagen, Brett Gordon, Margaret Wieting MEMBERS ABSENT: STAFF PRESENT: Drew Shaffer, Dale Helling, Bob Hardy, Mike Brau OTHERS PRESENT: Lee Grassley, Beth Fisher, Steve Newell, Josh Goding, Laura Lowe, Perry Ross, Hans Hoerschelman, Phil Phillips, Holly Berkowitz RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION APPROVAL OF MINUTES Hagen moved and Gordon seconded a motion to approve the March 26, 2007 minutes. The minutes were approved unanimously. ANNOUNCEMENTS OF COMMISSIONERS SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Shaffer referred to the complaint report in the meeting packet and noted there were 5 complaints. One complaint dealing with a technical problem has not been resolved. Grassley will look into that problem. Hagen said he was glad complaints were down. MEDIACOM REPORT Grassley introduced Doug Frank who will be the new Mediacom manager for the Cedar Rapids/Iowa City area. Frank said he has only been in his position for a few days and is excited to be working for Mediacom. Frank said he was impressed that the City and the Commission take such an interest in the programming and quality of the access channels. Grassley said the article in the Cedar Rapids Gazette regarding effective competition in Iowa City contained a statement by a Mediacom spokesperson that was inaccurate. Mediacom does not have a petition with the FCC for Iowa City asserting the existence of effective competition. Mediacom does expect to raise the basic tier rate by $1 if their rate filing with the City is approved. Mediacom is working towards establishing a uniform rate for all their systems. Hagen said he came to the Commission wanting to encourage competition. In that time he has come to admire Mediacom. In the recent dispute with Sinclair, Mediacom won the public relations battle. Hagen said he was disappointed that Mediacom announced a rate increase only 2 weeks after caving in after a 2- month public dispute with Sinclair. The increases in the basic tier rate hurts the poorest the hardest. Ifit weren't for the local access channels Hagen said there would be little reason for him not to get a satellite dish. Grassley said that in regards to the dispute with Sinclair that Mediacom was faced with difficult choices given the loss of subscribers. Grassley said the FCC has released the Report and Order on franchising. The Order does not apply to existing franchises or state-issued franchises. Regarding the state-franchising bill in the Iowa General Assembly Grassley, said Mediacom has taken a neutral position but would prefer to see it fail. UNIVERSITY OF IOWA REPORT Shaffer said he received an email from Michael McBride saying he would be unable to attend the meeting. PATV REPORT Goding reported that the recent chili supper fundraiser was quite successful. Goding introduced Hans Hoerschelman who has joined the P A TV Board of Directors. Goding reported that a staff member from P A TV attended the recent national Media Reform Conference and taped some interviews. A program on the conference will be produced. The next guidelines workshop will be April I from 12-2 and the next studio workshop will on April 28. Goding said PATV has been contacting other access centers in the state to inform them of the state-franchising bill. Grassley said that if the bill does pass that does not necessarily mean Mediacom will abandon their existing franchises. Mediacom would be more likely to request a modification to existing franchises. KIRKWOOD COMMUNITY COLLEGE REPORT O'Brien reported that Kirkwood students have been producing a newscast and have covered two live Kirkwood basketball games. Kirkwood is working with the Heritage Agency on Aging on a Joint project involving a series of programs. Educational programming on the Kirkwood channels is now about 40%. SENIOR CENTER REPORT Rogusky reported that the SCTV presentation on their web streaming and video activities was well received at the National Conference on Aging. SCTV now has 4 University of Iowa students working with SCTV. lOW A CITY COMMUNITY SCHOOLS REPORT Lowe provided a written report that was included in the meeting packet. Lowe reported that Perry Ross, Director ofInstruction, sent an email to all staff requesting their ideas for program ideas for the school channel. One idea is to produce a showcase program on each of the district schools that would be kid-driven. Lowe said the district is 100kiRg at purchasing new cameras for the Board Room and some portable cameras. Lowe said she will have more time for video production work in September. More new video productions are expected then. While many of the programs currently cablecast on the school channel are older, more new programs are being incorporated into the programs schedule. Mekies said it is the job of the Telecommunications Commission to prod and push the access channels to improve and to ask hard questions. As a result of the Commission's efforts there has been a movement in the school district to make improvements and it should be acknowledged that this is due to the efforts of the Commission. Hagen said that in fairness to Lowe it should be noted that the Commission has been trying to motivate the school district long before Lowe was hired. LIBRARY REPORT Logsden reported the Library will be hosting Irvin Webber Days in May. Many of the events will be cablecast. A program in conjunction with Kirkwood Community College called Jazz at the Library featuring Latin music and a Spanish translation will be taped and played back on the library channel. The new playback system has been up and operating without problems. Transfer of old programs to the new digital playback system continues. A new intern for the channel will be hired to replace the intern who finished the semester. CITY MEDIA UNIT REPORT Hardy reported the Community Television Service has been quite busy. Bugs in the cablecasting software are slowly being worked out. Crawley has been working on the wi-fi project and has a listing of hotspots on the citychannel4 web site. Hardy said he has held several conversations with Laura Lowe and is impressed with the efforts the school channel is making. CABLE ADMINISTRATOR REPORT/ LEGISLATION Shaffer reported he has been spending most of his time on the state franchising legislation, which is the next agenda item so he would combine the two items. SF 554 passed the Senate and is now in the House Commerce Committee. Shaffer has been working with the Iowa League of Cities on amendments and changes to the bill. Shaffer has been working on a possible op-ed that has the backing of the City that could be submitted on behalf of the Commission. There were two amendments that passed with SF 554, which made the bill a little better. The FCC issued their Report and Order on franchising barriers for new entrants. The lawsuit regarding franchise fees will not be resolved for some time. Helling said that the City needs to careful what can be put forward as the position of the City. An opinion piece on the city channel, example would not be appropriate. The Commission could write an op-ed taking a position, but for the City to do so would not be a good practice. WI-FI Mekies said the City Channel web site is working on an interactive map to show hotspots in Iowa City. Mekies asked if the wi-fi map might also be placed on the City website. Shaffer said the City will be approached when the person responsible for the City's web sitereturns from vacation. Mekies said it might also be sent to the Press Citizen and Daily Iowan. Hagen asked what might evolve over the next 5 years regarding wi-fi if the Commission did nothing and noted that Parker had expressed an opinion that wi-fi would likely be ubiquitous in 5 years. Hoerschelman said that the next technological evolution, wi-max, requires some recovery of allocated spectrum and has some hurdles to jump. Development ofwi-fi may depend on industry realizing it could generate a revenue stream. Mekies said the downside of many scenarios for wi-fi mesh networks is that it would be privatized. ADJOURNMENT Gordon moved and Hagen seconded a motion to adjourn. The motion passed unanimously. Adjournment was a 7:03 p.m. Respectfully submitted, Drew Shaffer Cable TV Administrator TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD 01/01/03 to CURRENT Meeting Kimberly Saul Meikes Brett Castillo Terry Smith Jim Pusack Date Thrower 6/2/03 x x x x x 7/28/03 x x x x x 8/25/03 x x x x o/c 9/22/03 x x x x o/c 10/27/03 x x x x o/c 11/24/03 x x o/c x x 12/15/03 o/c o/c x x x 1 12/04 x o/c x x x 1/26104 x x x x x 2/23/04 x o/c x o/c x 3/22/04 x x x x x 4/ 26/04 x x x x OIC 5/24/04 x x OIC x x 6/28/04 x x x o/c x 7/26/04 o/c x x x x 8/26/04 did not meet did not meet did not meet did not meet did not meet 9/27/04 X X X X X 1 0/25/04 X X 11/04 Did not meet Did not meet Did not meet Did not Did not meet meet X X X X X 12/20/04 1/24/05 X X X X X 2/28/05 X X X X Garv HaQCen 3/8/05 X X X X X 3/25/05 X 0 X X X 4/25/05 x o/c X X X 5/23/05 X 0 x vacancy X James X li Bebe x Ehrmann Balantvne 6/27/05 X x X X X x Michael Chritians 7/25/05 0 X X X X 9/26/05 0 X X 0 X 10/31/05 X X o/c X X 11/28/05 X X X X X 1/23/06 o/c X X 0 X 2.27/06 X X X 0 X 3/27/06 o/c X X John X Weaterson x 4/24/06 X X X X x 5/22/06 0 x x/o 0 X 6/26/06 0 X Vacant 0 X Nick Parker 7/24/06 x x x X 8/24/06 X x M. Wietin~ ole X 9/25/06 x x x Ole X 10/23/06 x X x ole X 10/30106 x x x vaeant X 11/27/09 x x x X 12.18/06 X X X X Brett Gordon 1/22107 X X X X X 2/26/07 X X X X X 3/26/07 Vaeant x ole x X 4/23/07 Vaeant X X X X (X) = Present (0) = Absent (O/C) = Absent/Called (Excused) Cl[ APPROVED MINUTES PLANNING AND ZONING COMMISSION APRIL 19, 2007 -7:30 P.M. EMMA J. HARVAT HALL - CITY HALL CALL TO ORDER: Freerks called the meeting to order at 7:31 p.m. MEMBERS PRESENT: Bob Brooks, Ann Freerks, Terry Smith, Wally Plahutnik, Dean Shannon, Elizabeth Koppes, Charlie Eastham STAFF PRESENT: Bob Miklo; Sarah Walz, Karen Howard; Sarah Holecek OTHERS PRESENT: Ann Kohl (709 Giblin Dr., Iowa City); Merle Headington (County Materials, 3705 1 'I Ave SW, Cedar Rapids); Liz Maas (Transition Ecology; 620 Ronalds Street, Iowa City); Ron Amelon (1917 South Gilbert, Iowa City); Jerry Full (4642 Oak Crest Hill Road); Kevin Hochstedler (1434 Compton Road, Iowa City) RECOMMENDATIONS TO COUNCIL (become effective onlv after separate Council action): Recommended approval with conditions, by a vote of 7-0, of REZ07-00004, an application submitted by County Materials for a rezoning from Heavy Industrial (1-2) zone (14.5 acres) to General Industrial (1-1) zone and Planned Development Overlay/General Industrial (OPD/I-1) zone for a Sensitive Areas Development Plan to allow the filling and mitigation of wetlands and the reduction of a wetland buffer on approximately 36.65 acres of property located north of Izaak Walton Road, east of Oak Crest Hill Road. Recommended denial, by a 6-1 vote (Shannon voting no), of REZ07-00005, an application submitted by Ezebube Real Estate Investments LLC for a rezoning from Medium Density Single-Family (RS-8) zone to Medium Density Multi-Family Residential (RM-20) zone for approximately AO acres of property iocated at 719 & 723 Michael Street. Recommended approval, by a vote of 7-0, of VAC07-00001, an application submitted by Southgate Development Services LLC to vacate a portion of Hollywood Boulevard iocated south of Highway 6, east of Broadway Street. Recommended approval, by a vote of 7-0, of CZ07-00001 , an application submitted by Tyler Rogers for a rezoning from County Agriculture (A) to County Residential (R) zone for 3.0 acres of property located on the west side of Kansas Ave. SW, approximately Y. mile south of IWV Rd SW and a nearby 3.0 acre property from County Residential (R) zone to County Agriculture (A). Public Discussion of Anv Item not on the Aaenda No discussion. Rezonlna Item REZ07 -00004: Discussion of an application submitted bv Countv Materials for a rezonina from Heavv Industrial (1-2) zone (14.5 acres) to General Industrial (1-1) zone and Planned Development Overlav/Generallndustrial (OPD/I-1) zone for a Sensitive Areas Development Pian to allow the fillina and mitiaation of wetlands and the reduction of a wetland buffer on aoproximatelv 36.65 acres of propertv located north of Izaak Walton Road. east of Oak Crest Hill Road. Walz indicated that the subject site is located at the southern end of the City limits and is surrounded by County land, most of which is zoned agricultural, although some is zoned residential. On the east side (Izaak Walton Road), land is zoned for recreational uses. There are two parts of the property. The part of the property further to the east is currently zoned 1-2. The western part of the property is zoned 1-1. The applicant is seeking a rezoning to change all of the land to 1-1. 1-2 is heavy manufacturing. 1-1 is Planning and Zoning Commission April 19, 2007 Page 2 general manufacturing. The '-2 portion is currently used as a gravel quarry and there are no wetlands on this area which would require mitigation. The applicant is proposing to fill some portions of the wetland on the north end of the site and to mitigate wetland on the southern half. This wiil approximately double the wetland on the site. Walz stated that the manufacturing processes would entirely indoors, thus there minimal noise would be generated by the production facility. Aiso, the outdoor storage for the phase I portion of the site is designed as a series of paved drives interspersed with sand storage beds, which would reduce the amount of dust created by the use. For these reasons staff has classified this project as appropriate for 1- 1 zoning. Because outdoor storage is an accessory use which must be zoned the same way as the principal use, which is the manufacturing part of the facility, the applicant needs to have both portions of the property zoned for the same use, thus the request to rezone the 1-2 area to 1-1. The sensitive areas overlay is required because the applicant will be filling wetlands in order to develop the site and is also seeking a reduction in the required wetland buffer. Phase I includes the development of the manufacturing facility and outdoor storage for the concrete pipes. Walz pointed out the employee parking lot, the location of the outdoor storage for the concrete pipes, and the portions of the site that will be paved. The applicant has gone through a special exception to reduce the number of required parking spaces from 78 to 34, which Walz stated was a positive change because a reduction in paved areas is favorable to the wetlands. Walz said that Izaak Walton Road would be the main access for the site and that S&G Materials has a maintenance agreement with the County to maintain Izaak Walton Road. Phase II includes the western portion of the site, which is where the wetlands are. Walz stated that 1.96 acres of wetlands would be filled as part of the proposed development, and 3.92 acres of mitigated wetlands would be created to replace those wetlands that are filled in. This portion of the site would be used for outdoor storage, and the applicant is not yet sure how much storage they will need. Because the applicant has not submitted a site plan for the extent and design of the storage area, staff will not be recommending reduction for the wetland buffer for this portion of the site. Walz stated that staff received revised plans yesterday. The Comprehensive Plan covers this area in the South Central Plan and indicates this area as open space because the area is in a flood plain and there are wetlands in the area. It is also difficult to get sewer to this area. On the other hand the Comprehensive Plan indicates that industrial development is appropriate for property that has good access to the railroad and highway. Unless the property is purchased by the City or some other entity that wants to maintain it as open space, the owner is allowed to develop the site as the current zoning permits. This applicant is requesting a down-zoning from 1-1 to 1-2, which staff believes is appropriate. The wetlands consultant has delineated 3.45 acres of wetland. The applicant proposes to fill 1.5 acres of emergent wetland and .46 acres of wooded wetland. The applicant's mitigation plan would create .92 acres of wooded wetland, which is required by code, and an additional 3.0 acres of emergent wetland, which is more than what is required. New and existing wetland would be surrounded by a 50 foot buffer, which is proposed as a bio-retention basin. This basin would hold and absorb water from an average storm, allowing the water to infiltrate the soil. During more intense storms, some of the water would drain into the wetlands after being filtered through the buffer. The mitigation plan shows 1.02 acres of existing wetland would be enhanced. Walz said that according to the criteria in the code, the wetland is eligible for a buffer reduction of up to 50 feet. However, the City must consider the design and development of the site when granting the reduction. Staff is recommending approval of the 50 foot reduction to the buffer on the east side of the site (phase I) because of the design of the buffer, which acts as bio-retention to protect the wetland, and because the design of the outdoor storage area with sand beds will allow more water to be absorbed in that area. Walz said that staff does not recommend the 50-foot reduction for Phase II since the plan for the development of that storage area has not yet been submitted for review. The current site plan includes all the required screening (5-3), which is required to grow to at least 6 feet high includes a dense evergreen component to screen year round. The screening will be provided along Planning and Zoning Commission Apri/19, 2007 Page 3 the outdoor storage area along Izaak Walton Road and between the property and the Izaak Walton League property. Along the western portion of the site, there are a number of trees that will be removed, but the plan preserves trees within 40 feet of the right of way. The building official will review this to see that it is adequate for screening the outdoor storage. No screening is required for the wetlands. The last 250 feet of woodlands in the southwest section of the site will be preserved. Staff recommends approval of the applications subject to the following conditions: 1. That the Phase I outdoor storage area be developed as a system of concrete paved drives and sand storage beds in compliance with the site plan submitted. 2. The final landscape will be approved by the City Forrester. 3. That no outdoor storage be allowed outside of those areas designated and constructed for outdoor storage as per the site plan submitted. 4. Prior to development, the phase 2 storage area must be delineated (area and location) and a site plan submitted to staff; the site plan must comply with all code requirements and must be paved with a dust-free material such as concrete or asphalt or with alternative materials to be approved by staff. 5. Approval of the storm water management and erosion control plans by City Engineering staff. 6. Wetland monitoring reports shall be submitted to the City on an annual basis for a period of 10 years. Staff recommends that the 50-foot reduction in the required wetland buffer be approved for phase I of the site (that area east of the wetlands - the phase II buffer reduction to the north of the wetlands is not recommended for approval) subject to: 7. The maximum paved area in the phase 1 outdoor storage be in compliance with the site plan submitted and pavement be designed to shed water into the sand beds - the design of sand beds to be approved by staff. 8. The bio-retention basins indicated in the mitigation plan be designed to comply with the Iowa Stormwater Management Manual through the use of an engineered soil subgrade to be approved by staff. 9. An additional berm to be built to an elevation that will force the water to flow into the wetland area. 10. Substantial compliance with all other aspects of the mitigation and development plan as submitted 11. Subject to approval by the Army Corps of Engineers and the U.S. Fish and Wildlife Service. Eastham asked whether the sewage and water supply would come from. Walz stated that the plant would provide bottled water for drinking and would rely on a septic system. The water for the manufacturing facilities will be from a well. Smith asked what staff does with the wetland monitoring reports. Walz stated that staff reviews these plans and ensures that they are treating the wetland as was intended and as they promised. That if vegetation does not grow or silting in occurs that corrective measures would be taken by the property owner. Freerks asked what would happen if the property changed hands. Miklo responded that these conditions would be a covenant that would run with the land and they would be binding on future owners. Eastham asked about the height of the manufacturing building. Miklo responded that the 1-1 zone has a height limit of 45 feet. There were elements like filters that may be higher. The silos and hoppers will be higher than 45 feet but there is a condition that as long as the buildings are set farther back from the property line that this is allowed-they must be set back two additional feet for every one foot of additional height. Eastham asked about the possible extension in the trail and screening on the east side. Walz stated that the eastern side is already set to be screened with S-3 screening, which includes evergreens. Eastham Planning and Zoning Commission April 19, 2007 Page 4 confirmed that there would be screening when the site was viewed from the river. Walz confirmed this and said that portions of the buildings will be viewable over the screening but that the machinery, etc. would be hidden from view. Applicant: Merle Headington: General Manager for County Materials stated that the building will be between 45 and 48 feet in height. The three silos will be approximately 70 feet, but a final height has not been specified yet. Koppes asked if the applicant has reviewed the staff conditions. The applicant stated that he was agreeable to these conditions. Brooks asked how the buffer strip will be working with the pavement and preservation of natural vegetation along the west end of the property. Liz Maas (with Transition Ecology - Wetlands Consultant for County Material) stated that the Army Corps of Engineers prefers mitigation to be on site. She finds this plan to be a good compromise between allowing the space for development and maintaining and increasing the acres of wetland. There Is natural wetland on the west of the site which will be maintained. There is currently canary grass, an invasive species, in the area and it will be replaced if possible. A good portion of the wooded wetland area on the site is being maintained. The impact is being minimized to the fullest extent possible. Brooks asked if pervious pavement was considered. Maas stated that this technique has been used in other places and for the type of material that they are trying to store; this is the best option because since the items stored are hard, they will sink into the stand and they won't roll. Ron Amelon (with MMS Consultants) stated that pervious pavement was not considered because the equipment would cause damage over time because of its weight. The bio-retention area will store the water from more intense storms before it is moved into the wetland. Eastham asked about possible contamination due to dust from materials that are stored on-site. Amelon responded that most of the material stored will be cured to the point that there won't be any contamination or residual substances. Eastham asked about the reduction to the buffer of 50 feet based on the expectation that the run-off from the storage areas will be mitigated by infiltration so that a iarger buffer will not be necessary. If this is the case, is the applicant confident that the sand cover will actually accomplish the run-off reduction? Walz stated that the engineers from MMS ran some numbers to show that it would reduce the run-off. The condition was put on staffs list to give staff more time to assess the applicant's ultimate design. The goal of the sand beds is that some of the Water hitting the pavement will be absorbed by the sand bed and percolate through to the groundwater so it never reaches the wetlands. Johnson County Soil and Water Service found permeable sand beds to be an appropriate alternative for this reason. Miklo stated that the buffer that remains is designed to filter the water before it gets to the wetland. Walz stated that the other alternative would be a detention basin, which is like a ditch and doesn't encourage water to percolate down into the soil. The basins should be designed so that the water will be filtered and percolate through the soil into the ground water or wetland instead of going directly into the wetland. Eastham asked if the sand would erode over time. Walz stated that this would depend on the design of the bed. Amelon responded that the sand would be contained by concrete borders with a grade of less than 1 %. This won't allow high velocities of water to shed across the site. Freerks opened the floor for public discussion. Jerry Full: lives a mile south on Oak Crest Hill Road. The neighbors have two concerns. He's not speaking for the neighbors but has spoken to them. He is concerned about truck traffic, which has increased, at his estimate, by 10 times in the past couple of years. There is a new sand plant and increases in hog farming. The road is in bad condition and he blames the large truck traffic. There is a large trailer court across from this property. He said the residents walk and bike to town, many of them at night. There are no sidewalks on this road and he is concerned about adding more trucks to this traffic. Planning and Zoning Commission April 19, 2007 Page 5 When he moved, around 10 years ago, there was a proposal for a small sand operation which was well thought out and had a strong environmental plan. Five years later they came back with a larger operation that goes 30 years into the future. Their original hours of operation were 8-5 and now they start at 7 a.m. and go late into the night. He is concerned about a bait and switch program where the plan is increased in the future. He also asked if the building heights have been run by the airport commission. Miklo responded that this has not yet occurred and that the building official will need to determine whether it meets the requirements. Smith confirmed that the 1-2 zoning would allow more heavy industry, which Full is looking to avoid. Freerks confirmed that if this operation wants to expand in the future, it wili have to come back before the Commission. Walz stated that the iand that is in City limits, the land would stili be subject to the 1-1 limitations. If they wanted to change their zoning, they would have to come back before the Commission. Miklo added that, at this point, the applicant is using most of the land on the site that is not being set aside as wetlands so there would be little room for expansion. Smith made a motion to approve, subject to staffs 11 conditions specified in the amended staff recommendation. Shannon seconded. Eastham asked if they could get an analysis of whether the roads could accommodate the extra traffic and how much extra traffic there would actually be. Miklo responded that the Jeff Davidson, Transportation Planner & the City Engineer analyzed the roads in this area. Izaak Walton Road is in the county's jurisdiction. Oak Crest Hill is in better shape on the north half. As part of the conditional use agreement between S&G and the county, S&G improved the intersection of Izaak Walton and Oak Crest HilL If there is any damage to the road, S&G is responsible for fixing it. Miklo also stated that there is the potential for another access point on the northwest side of the road, which would be to Old Highway 218 which is in good condition and is able to handle the traffic. Miklo stated that the pedestrian issue is a problem, but the development of the manufactured housing park in the County where there are no sidewalks was a decision that was made years ago and is difficult to rectify. Freerks was happy to see that this was a down zoning as it is a compromise since the land cannot currently be used as open space. She felt that the way the wetlands were to be treated was appropriate and the conditions would provide some safe guards. Motion carried unanimously. REZ07 -00005: Discussion of an application submitted bv Ezebube Real Estate Investments LLC for a rezonina from Medium Densitv Sinale-Familv IRS-8) zone to Medium Densitv Multi-Familv Residential (RM-20l zone for approximatelv .40 acres of propertv located at 719 & 723 Michael Street. Eastham stated that he is the President of a non-profit called Housing Fellowship. The non-profit owns two properties in the area on Douglas Court and Douglas Street. He doesn't think there is a conflict with the current application. Attorney Holecek was asked for her opinion and asked if Eastham felt he was able to render an unbiased opinion. Eastham responded that he has considered this question and feels that he can. The applicant owns two small properties on Michael Street, a short dead-end off Benton Street. There are numerous apartment buildings at the end of the street. The applicant is requesting rezoning because it was surrounded on three sides by RM-20. However, the Comprehensive Plan and Southwest District Plan calls for this to remain single-family or duplex residentiaL Howard showed photos of the area and the properties. There are several concentrations of apartments in the area, including 7 apartment buildings and 82 apartments at the end of Michael Street. There is a concern that the small, single- family, affordable homes in the area be maintained. In order to keep this balance, and given that the Comprehensive Plan calls for this space to remain single-family residential, staff does not recommend approval and does not find the applicant's reason compelling. Another concern about increasing density in this area is that Michael Street is substandard and has no sidewalks. Planning and Zoning Commission April 19, 2007 Page 6 Eastham asked if the applicant had any option except to redevelop this as two single-family residences. He stated that if the lots were combined and divided into three parts, the lot width would not be sufficient. Howard responded that duplexes are only allowed on the corner lots in RS-8 zones. Currently, one of the homes has been divided into three apartments, which is nonconforming. Howard stated that it would be hard to tell how it would work to redevelop the property in the way Eastham proposes, and that it would be an appropriate question for the applicant. This option would reduce the number of units. Smith asked if the lots were conforming today. Howard responded that the lots are conforming but the triplex is not conforming, but was grandfathered in. Kevin Hochstedler, representing the applicant, gave a background on the applicant who came from Africa in the 1990's, went to Georgia State and got a degree in chemistry. He is currently a research scientist at the University who works with bone marrow transplants for cancer patients and has gone into the ministry. The applicant owns both properties and wants to put more money into them. It would not be financially feasible to bring the properties up to code. Ezebube apologizes for not being here tonight due to prior commitments. He would like to express his interest in working with the City. He would like to build a solid property which will benefit the City, be affordable for many residents, and add to the neighborhood. Ezebube owns other RS-8 property in the area which he is also pulling money into. He does not request rezoning on these properties. Each property is worth approximately $115,000. His intent is to put one large building on these lots with underground parking. He feels this would be the best use of the property. Freerks opened the floor to public discussion. Ann Kohl (709 Giblin Drive) feels that there are already enough apartments in the area and that adding more would create too much extra traffic. Freerks closed public discussion. Freerks made note of the leller that was received via email from Mary Knudson-Dion in opposition of the zoning. Howard stated that if the Commission decides to go forward with this rezoning, the Comprehensive Plan would have to be amended. Koppes made a motion to deny the application. Smith seconded. Koppes stated that both of these properties are in good shape and that there is a clear delineation where the apartments stop and the homes start. She feels we should stick with the Comprehensive Plan. Brooks stated that he did not think the street could handle anymore traffic and that it was worrisome that the street was not pedestrian friendly. He feels that this application would start a slippery slope. He feels that the need for affordable housing is paramount in this case. Plahutnik stated that he doesn't feel that a past intrusion into RS-8 zoning merits a continuation of this intrusion. He stated that this zoning would increase the value of this property to the detriment of the surrounding properties. Shannon stated that he was in support of this rezoning. He feels that the RM-20 zone should be squared off. He is upset that the Comprehensive Plan has not prevented the retirement home down the street on Benton from gobbling up homes surrounding them. He feels that this development would be positive. Smith feels that in order to be consistent with past applications, he is in support of Shannon. In past applications, the Commission has used the Comprehensive Plan as a guide and loose deviations are allowed without changing the plan - he referred to the rezoning for Sonic Burger. Miklo stated that this case is different because of the specificity of the language in the plan which makes it clear that Michael Street and the larger area should be preserved for small lot single-family homes. He said at the time the Planning and Zoning Commission Apri/19,2007 Page 7 Southwest District Plan was drafter there was considerable citizen discussion and support for this concept. He said in the case of the Sonic Burger staff recommended approval without changing the Comprehensive Plan because we felt that if a proper buffer was required the development could occur without harming the housing in the adjacent neighborhood. In the case of Michael Street the rezoning has implications for the adjacent single-family homes on Benton Street. Because of the grade of the land the proposed apartments would tower over the existing one story homes and would likely lead to request to rezone them. Smith asked if we should be considering the need for affordable single-family housing in deciding zoning issues. Miklo responded that since it's listed in the Comprehensive Pian, it should be taken into account. Howard stated that the main concern of the property owners during this district plan is the need for maintaining the balance between affordable, single-family homes and apartment buildings. Howard stated that this looks to be squaring off zoning on the map but when you go to the neighborhood it would feel differently. Smith asked about the access points for the properties. Howard responded that all single and multi families are accessed from Michael Street. Eastham has reservations about the options that are available to the property owner under RS-8 zoning in trying to take existing properties that don't have the market place that is attractive to rental households. He doesn't have any problem with not distinguishing between rental and owner properties in applying the Comprehensive Plan. He feels that the current fiexibility is less than optimal. He feels that combining these lots and building three single-family homes might be attractive as far as housing prices go, but he doesn't know if this is financially feasible. Eastham said that he realizes that the Commission just went through updating the zoning ordinance and perhaps there was not the desire on the part of his fellow Commissioners to revisit the issue. Freerks and Eastham stated that this was a discussion for another night. Freerks stated that she did not think that the applicant's reason was compelling and agrees with the current motion to deny. She feels that there was a great deal of work put into this district plan and that the neighbor's concerns about affordable housing should be taken into account. Motion carried 6-1 (Shannon voting no). Vacation Item VAC07-00001: Discussion of an application submitted bv Southaate Development Services LLC to vacate a portion of Hollvwood Boulevard located south of Hiahwav 6. east of Broadwav Street. Miklo said the request is to vacate a 6-foot wide section of the Hollywood Boulevard right of way. Staff doesn't want to vacate the entire right of way because of the trail and utility lines. The most the staff would recommend to be vacated is 6 feet. They are recommending approval subject to retention of utility easements. There is at least one gas line within the area. This is what was contemplated at the time of the rezoning application. The applicant had asked for as much as was possible, and 6 feet was the maximum that was possible. The applicant declined the opportunity to speak. There was no public discussion. Smith made a motion to approve subject to retention of utility easements. Plahutnik seconded. Freerks stated that the vacation request does not present a problem when she considers things such as pedestrian and vehicular traffic, circulation, access to private property, access for utility vehicles, or operation of public or private utilities. Plahutnik stated that this was considered and discussed during the rezoning application for this property. Planning and Zoning Commission April 19, 2007 Page 8 Motion carried 7-0. County Rezonina Item CZ07-00001: Discussion of an application submitted bv Tvler Roaers for a rezonina from County Aariculture (A) to Countv Residential (R) zone for 3.0 acres of propertv located on the west side of Kansas Ave. SW. approximatelY Yo mile south of IWV Rd SW and a nearby 3.0 acre properlY from County Residential (R) zone to County Aariculture (A). The owner of the property would like to rezone three aces from residential to agricultural and also rezone three acres farther to the north from residential to agricultural. The City has also received a subdivision application for this property that would be reviewed at a future meeting. Staff recommends approval as this generally complies with the Fringe Area Agreement. The applicant declined the opportunity to speak. There was no public discussion. Eastham made a motion to approve. Motion approved by a vote of 7-0. Consideration of the April 5. 2007 Meetina Minutes Smith made a motion to approve. Eastham seconded. Motion approved by a vote of 7-0. Adiournment Meeting adjourned at 8:46 p.m. Minutes submitted by Megan Weiler. sJpcdlminutes/p&z/2007/04-19-07 Iowa City Planning & Zoning Commission Attendance Record 2007 A. FORMAL MEETING Term Name Exoires 1/18 2/01 2/15 3/01 3/15 4/05 4/19 Brooks 05/10 X X X X X OlE X Eastham 05/11 X X X X X X X Freerks 05/08 X X X X X X X Koppes 05/07 X X OlE X X X X Plahutnik 05/10 X X OlE X X X X Shannon 05/08 X X 0 X X X X Smith 05/11 X X X X OlE X X B. INFORMAL MEETING Term Name Exoires 1/29 2/26 4/16 B. Brooks 05/10 X X X C. Eastham 05/11 X X OlE A. F reerks 05/08 X X X E.KooDes 05/07 X OlE X W Plahutnik 05/10 X X X D.Shannon 05/08 OlE X X T. Smith 05/11 X X X Key: X = Present 0 = Absent OlE = Absent/Excused c:: MINUTES PUBLIC ART ADVISORY COMMITTEE THURSDAY, APRIL 5, 2007 LOBBY CONFERENCE ROOM, CITY HALL APPROVED Members Present: DaLayne Williamson, Emily Martin, Mike Moran, Rick Fosse Members Absent: Mark Seabold, Terry Trueblood (Mike Moran sat in for Trueblood), Emily Carter-Walsh Staff Present: Marcia Klingaman, Karin Franklin, Abby Attoun Others Present: Chuck Felling CALL TO ORDER Martin called the meeting to order at 3:35 PM. RECOMMENDATIONS TO CITY COUNCIL There were no recommendations to City Council. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA One student is attending for a class. Felling came to the meeting to say that working on the Public Art Committee was the best experience of his life and he will be available to help any time the Committee needs help. Klingaman said that she would send an email to Astrid Bennett who has a list of local artists who may be interested in filling Felling's seat on the Committee. CONSIDERATION OF THE MINUTES OF THE FEBRUARY 1. 2006 MEETING MOTION: Fosse moved to approve the minutes as submitted. Williamson seconded the motion. Motion passed 5:0. DISCUSSION OF THE SHOWCASE PROJECTS Franklin and Klingaman said that they did not get any response for the showcase calls. They are considering sending out a follow-up survey to the artists to determine what is discouraging them from submitting. Klingaman said that Gene Anderson's sculpture can stay as long as May 31, 2007 and the student sculpture pad does not need to be filled until October. Someone is interested in purchasing Gene's sculpture. Franklin said that the Committee needs to decide if a survey should be sent out; and depending on what they find out, they should consider installing a permanent sculpture in the pad. Klingaman said that Cedar Rapids is having trouble finding artists as well. Iowa City Public Art Advisory Committee Minutes AprilS, 2007 Page 2 Franklin said that they could have Parks and Recreation plant flowers around the pad until they decide what to do with it. Klingaman suggested putting something on the plaque to say that the Committee is looking for artists. DISCUSSION OF CHILDREN'S ART TENT Franklin explained that the Children's Art Tent was Seabold's idea for a tent that includes artwork that children can purchase for $5 or less. Franklin does not yet know where the money would go, as all of the artwork could be donated. The money could go to the Public Art Committee, rather than go on consignment for the artists. Franklin said that if the project succeeds, they will need volunteers to man the tent during Artsfest. Fosse wondered if this year is the 25th anniversary of the Artsfest. There has been talk that this is the 25th, but the Committee is not sure. DISCUSSION OF THE PROJECTOR PROJECT Attoun gave the Committee an update on the projector project. The project is in its early stages. The original project proposal came from Katie Roche, but the ideas have been scaled down to make the project feasible. The artwork will be projected on Friday, June 1, and Saturday, June 2 during Artsfest. There will be 4 projector sites using the themes: Children's Art, Intermedia Art, The Faces of Iowa City, and a Portfolio of Iowa City Art. Attoun said she is working on the logistics and has one projector at present. She is looking for other projectors, projections and canvas sites, and volunteers. Attoun is hoping to send a call to artists by the end of next week and is looking for any suggestions on the feasibility of the project, how to get submissions, and any ideas about the logistics of the project. Martin wondered if any digital photographs will be accepted. Attoun said that the call will be for digital submissions, but she could take photographs of children's art in the City Hall Lobby for a couple of nights. Fosse said that City High has an art committee that selects artwork to keep student art in the halls. The Committee said that Attoun should get a hold of Anne Wyrick, an art teacher at City High, to see if photographs could be taken of the students' art. Franklin wondered if 4 projector sites is too ambitious for the first year. Martin wondered if Attoun had thought about possible sites. Attoun said that there are some possibilities: McGladdery and Pullen to the Sheridan Hotel, City Hall to the Parking Ramp, The Iowa City Public Library to Hotel Vetro, and maybe Hotel Vetro back to the Iowa City Public Library. Martin said that Attoun should give herself a time frame for determining the availability of the projectors. She said that the downtown sights seem more desirable than the ones that are far away. Franklin mentioned the Old Capitol Town Center. Williamson suggested Phillips Hall on Iowa and Clinton Street. Martin said that there are a variety of sites, and it is more a question of how many projectors can be tracked down. Franklin said to go for the easiest location. Williamson suggested setting up a booth in the Iowa City Public Library to take photographs of artwork. Franklin said that sending out a call and getting a response would be really difficult. Felling mentioned that there will be a Senior Center art show, and it may be a possibility for photographing art. Iowa City Public Art Advisory Committee Minutes April 5, 2007 Page 3 DISCUSSION OF 2007/2008 PROJECTS Moran is interested in a public art project for the Robert A. Lee Recreation Center swimming pool. He said the wall is probably about 110 feet by 30 feet. The artwork would not necessarily have to cover the entire wall. Also, the art could be painting, mosaic, or a wall sculpture. There is not any budget on the part of the Recreation Center. Franklin said that there is about $64,000 left to spend before July 1,2007. After July 1, the Committee will have another $50,000. It would be good to get going on a project to commit the money. Franklin said that the east wall may be better because you see it when you are stopped at the light. Moran said that there are storage and bathroom doors on the west wall and the east wall is totally wide open. Plus, the east wall can be seen from the lobby. Moran said that the only thing to worry about would be the high humidity content in the room, but either a painting or an attached mosaic would work. Fosse said that the artist would have to work nights. Moran said that there is enough space on the edge of the pool for scaffolding. Franklin said the call could go out for paint or for mosaic. Moran said that he would get the dimensions of the east wall for the committee. Martin wondered about the Chauncey Swan Park. Franklin wondered what the Committee thought about for that park. Williamson said she really liked the idea of bringing the old fountain out. The fountain would not necessarily need to be running, but it might be nice for people to look at as a sculpture. Franklin said she would look into the idea and would find out about the possibility of using the fountain as a climbing sculpture or lighting the fountain in the evening to create interest. COMMITTEE TIME Klingaman said that the Poetry in Public Project has wrapped up for the year. There has been a lot of good press. The Press-Citizen ran all of the poetry in .the paper. The poems will go up in Mercer, Robert A. Lee, the Library, the kiosks, and the buses. ADJOURNMENT Meeting was adjourned at 4:22 P.M. Minutes were submitted by Abby Attoun. sfpcd/minutesfpubartl4-05.07paac.com Public Art Advisory Committee Attendance Record 2007 Term Name Expires 2/1 4/5 Emilv Carter Walsh 01/01/08 X OlE Charles Fellin!!: 01/01/09 X -- -- DaLayne Williamson OliO 1/09 X X Emily Martin 01/01/08 OlE X Mark Seabold 01/01/10 X OlE Rick Fosse OlE X Terry Trueblood X X Key: X = Present 0 = Absent OlE = Absent/Excused c:: Minutes Youth Advisory Commission March 21, 2007 - 7:00 P.M. Lobby Conference Room, City Hall FINAL Call to Order: Meeting called to order at 7:14 P.M. Members Present: Keranen, Bleam, Weeks, Nelson Members Absent: Ziegenhorn, Segar, Stubbers Others Present: City Council Liaison Correia, City Clerk Karr, United Action for Youth Rep. Janie Jeffies Approve Minutes: Bleam motioned to approve the minutes; Weeks seconded. Approved 4-0. Leadership Summer Camp: Jeffies asked for input from the Commission about a proposed United Action for Youth directed capacity-building summer camp for ten to fifteen high school sophomores to seniors. The UAY plans build youth capacity to encourage them to work with local community groups that are trying to engage young people more. She expects a commitment from the participating youth when they apply for the camp that they will serve the community in some way after their training. Jeffies asked for input from the Commission concerning possible dates for the camp, the length of the program, and activities involved. Keranen suggested informing the participants in ways to continue community involvement when not in high school. Correia suggested having a mentor program for the participants with adults in the community, possibly through the Chamber of Commerce. NCJC 50K Race & Relav Karr, who serves as a member of the NCJC 50K Race & Relay board, spoke on behalf of Meredith Caskey. They asked the Commission to commit to staffing a water stand from 8 A.M. to 4P.M. with 3 to 5 volunteers constantly. A banner for the Youth Advisory Commission will be displayed. Karr suggested breaking up the commitment with groups of individuals in increments of time. The course is a loop from Broadway Center to the soccer park. Other possible involvement could be set-up, cleanup, crosswalks, and other things. Keranen agreed to present this to the student council at West High. Nelson and Bleam agreed to providing volunteers for shifts. The Commission committed to staffing a water stand from 8 A.M. to 12 P.M. Karr asked that the members e-mail her with commitments and time slots. Youth Advisory Commission March 21, 2007 Page 2 Report from Summer of the Arts Subcommittee: Weeks read an e-mail from Ziegenhorn. She stated that it still needs to be determined how expenses exceeding the $200 provided by the Summer of the Arts will be covered. There are two contacts that are committed to helping prepare food for the event. Karr reiterated that the city budget has $500 appropriated for the Summer of the Arts Global Village, which can be used to pay for expenses with confirmation from subcommittee members. Karr stated a banner for the Youth Advisory Commission will be displayed. Report from Website Subcommittee: Nelson stated a counter has been installed on the webpage. Nelson provided a handout detailing criteria for posting community events on a calendar to be placed on the website. He also provided the criteria used by the Vancouver Youth Advisory Commission for their events calendar. Correia asked what was meant by the requirement: "The event must be open to participation or attendance in a substantial manner to youth in Iowa City". Nelson stated the event must be open to youth participation and of general interest to youth. How the events on the calendar would be displayed was discussed. It was agreed upon that the calendar would be presented in frames. One frame would show all days of the month, with days with events being links. Another frame would display details about the events happening on one day. Karr suggested that the once the Commission is comfortable with the proposal they submit it to the Web Council to begin the process for adding to the website. Nelson asked who would maintain the calendar. Correia stated the website would have to be frequently updated to keep it timely. Karr stated the role of the staff maintaining the website calendar would be to confirm or deny submitted events, but not to find events to post. She suggested having the joint responsibility of a subcommittee and the city clerk. The Commission agreed to submit the handout detailing the guidelines for submitting events to the website calendar to the Web Council to begin the process. Report from Grant ProQramminQ Subcommittee: Nelson provided a revised outline detailing the mini-grant program. Keranen provided a handout summarizing the issues discussed in a meeting on March 21 with Nelson, Karr, Keranen, and City Attorney Eleanor Dilkes. Keranen summarized the following key concerns discussed: . The subcommittee would not judge proposals with a rubric, only the full Commission would. . Would the rubric use tallying points? Youth Advisory Commission March 21, 2007 Page 3 . The applicant should not be required to have outside funding but could be encouraged to do so. . Appropriate sponsoring groups include non-profits, school or teachers, city groups, and service clubs. . Religious sponsoring groups would have to be judged on a case by case basis because the funds could not be used for religious purposes. The project should be beneficial to the community, but not religious or closed to church members only. . Expenses would be reimbursed based on receipts submitted. Because it may be impossible for youth to pay all expenses up front, reimbursals could be done more than one time, depending on the project. . Grantees under 18 would have to have the sponsor reimbursed because the city cannot write checks to them, but for grantees over 18 they can be reimbursed directly. The sponsor may front-end expenses for the youth, in which case the sponsor would be reimbursed. This must all be specified in the application packet. . The sponsor should sign the application everywhere the applicant does, which is legally required for applicants under 18. For accountability applicants over 18 must have the sponsor sign as well. . The sponsor should specify their relationship to the applicant in the application. . The Program for Improving Neighborhoods grant application will be used as a starting point for forming the application packet. Karr stated the PIN program has similarities in the process for approving applications. Keranen suggested providing the judging criteria up front will allow the subcommittee to inform the applicant if they do not meet the requirements before they complete the entire application. Bleam asked about the role of the subcommittee. Keranen stated the subcommittee would receive a project proposal from the applicant. They would then meet informally to describe the application process, discuss the project, inform the student of the criteria used to judge projects, and provide the application packet. After meeting with the subcommittee, the applicant would submit the application and present their project proposal to the Commission to be judged. Karr stated the role of the subcommittee is to challenge the applicant to fine tune their application. Correia asked about what kind of projects would not fit. Keranen stated projects not located in Iowa City or not benefiting Iowa City residents would not be eligible. Karr noted projects could not use city funds to benefit areas outside of Iowa City. It was discussed whether the grantee would need to live in Iowa City. It was generally decided that the applicant and sponsor should reside in Iowa City. Karr stated she would discuss the issue with City Attorney Dilkes. Correia expressed that restricting the program to Iowa City youth operating programs in Iowa City would challenge other cities to develop similar programs to empower the youth of their community. Bleam clarified that the grant would technically be a reimbursal of funds spent on a project up to $500. Correia stated the reason for reimbursing expenses rather than Youth Advisory Commission March 21,2007 Page 4 paying up front is to encourage accountability. Karr expanded that expenses would be reimbursed because using public funds calls for greater accountability. Correia and Karr agreed that the Commission will likely learn a more efficient way after the program begins operating. Keranen stated the application packet will be completed before the end of the high school and university academic years to be able to inform students about the opportunities. Nelson stated that City Attorney Dilkes suggested having an agreement form where the grantee and sponsor states they will complete their project within the agreed time and be reimbursed for a certain amount of expenses. Public Discussion: Correia presented a petition written by a sixth grade class at Grant Wood Elementary School opposing the extension of Gable Street. City councilors will speak to the class, and Correia invited a Commission member to attend. Keranen agreed to come. . Correia suggested scheduling a discussion on Atul Nakhasi's proposal for reforming the PAULA punishment and inviting him to speak at an upcoming meeting. Correia suggested a Commissioner should attend a meeting between UISG City Council Liaison Austin Baeth, Nakhasi, Stepping Up, University of Iowa Vice-President of Student Services, and other community groups. Bleam suggested that Nakhasi and Baeth should be invited to speak at the April 18 meeting. Annou ncements/lnvitations: Karr noted that the Human Rights Commission sent e-mails providing meeting dates for when Commission members could attend, and an invitation to volunteer at the Human Rights Commission Youth Awards ceremony on April 24. Karr stated she would ask for more information and then e-mail commissioners to determine commitment to volunteer. MeetinQ Schedule: Karr suggested that a potential May meeting could be decided at the April 18 meeting. May 16 was decided as a tentative meeting date, but Karr will confirm this in an e-mail to commissioners. MeetinQ Adiourned: Motioned by Bleam, seconded by Weeks. Confirmed 4-0. Minutes prepared by Nelson. ATTENDANCE RECORD YEAR 2007 (Meetin!: Date) TERM 1/17 2/21 3/21 NAME EXP. Audrey 12/31/07 X X X Keranen Sarah 12/31/07 X X OlE Ziel!enhorn Lin Weeks 12/31/08 X X X David Segar 12/31/08 X X OlE Maison 12/31/07 X OlE X Bleam Jacqueline 12/31/07 X X OlE Stubbers Michael 12/31/08 X X X Nelson KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member POLICE CITIZENS REVIEW BOARD MINUTES - April 10, 2007 FINAL/APPROVED m: CALL TO ORDER: Chair Michael Larson called the meeting to order at 5:31 p.m. MEMBERS PRESENT: Elizabeth Engel, Loren Horton, Greg Roth MEMBERS ABSENT: Candy Barnhill STAFF PRESENT: Staff Kellie Tuttle, Legal Counsel Catherine Pugh (5:36p.m.) STAFF ABSENT: None OTHERS PRESENT: Captain Tom Widmer of the ICPD; and public, Dean Abel, Caroline Dieterle, Nick Petersen, and Erin Hanley RECOMMENDATIONS TO COUNCIL None CONSENT CALENDAR Motion by Engel and seconded by Roth to adopt the consent calendar as presented or amended. . Minutes of the meeting on 03/13/07 . Minutes of the meeting on 03/29/07 . ICPD Use of Force Report - January 2007 . ICPD Use of Force Report - February 2007 . ICPD Department Memo - In-Car Video Recordings . ICPD General Order 01-03 (Performance Evaluations) . ICPD Standard Operating Guideline 01-11 (Evidence/Seized Property) . ICPD Quarterly/Summary Report (Quarter 1) - IAIRlPCRB, 2007 Motion carried, 4/0, Barnhill absent. Tuttle wanted to make one amendment to clarify in the minutes under Public Discussion regarding minutes and audio tapes. OLD BUSINESS None. NEW BUSINESS None. PUBLIC DISCUSSION The Board answered some general questions regarding the PCRB from Hanley, a UI Journalism student, for a paper she is working on. Abel confirmed the Boards powers/duties in reviewing ICPD policies and procedures. BOARD INFORMATION None. STAFF INFORMATION None. PCRB April 10, 2007 Page 2 EXECUTIVE SESSION REGULAR SESSION Motion by Horton and seconded by Engel to adjourn into Executive Session based on Section 21.5(1 )(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 4/0, Barnhill absent. Open session adjourned at 5:45 P.M. (Roth left the meeting due to a conflict of interest regarding #06-06.) Returned to open session at 6:20 P.M. Motion by Horton, seconded by Engel to set the level of review for Complaint #06-06 to the following: 8-8-7(B)(1 )(a), on the record with no additional investigation. Motion carried, 3/0, Barnhill and Roth absent. Motion by Horton, seconded by Engel to request a 45-day extension for Complaint #06-06, due to timelines and scheduling. Motion carried, 3/0, Barnhill and Roth absent. MEETING SCHEDULE . May 7,2007,5:30 P.M., Lobby Conference Room . May 8,2007,5:30 P.M., Lobby Conference Room (Rescheduled to May 7)- . June 12,2007,5:30 P.M., Lobby Conference Room . July 10, 2007, 5:30 P.M., Lobby Conference Room . August 14, 2007, 5:30 P.M., Lobby Conference Room Motion by Horton, seconded by Engel to move the May 8th meeting to Wednesday, May 9th ADJOURNMENT Motion carried, 3/0, Barnhill and Roth absent. Motion for adjournment by Horton and seconded by Engel. Motion carried, 3/0, Barnhill and Roth absent. Meeting adjourned at 6:25 P.M. -Due to a scheduling conflict, a telephone poll was taken and the meeting was rescheduled to Monday, May 7th. POLICE CITIZENS REVIEW BOARD ATTENDANCE RECORD YEAR 2007 (Meetme Date) TERM 1/9 1/16 2/13 2/22 3/13 3/29 4/10 NAME EXP. Candy 9/1/07 X X NM OlE X X OlE Barnhill Elizabeth 911/08 X X NM X OlE X X Engel Loren 9/1108 X X NM X X X X Horton Greg Roth 9/1/09 X OlE NM X X 0 X Miehael 9/1109 X OlE NM X X OlE X Larson . KEY: X = Present 0 = Absent OlE = Absent/Excused NM = No meeting --- = Not a Member