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HomeMy WebLinkAbout2007-06-19 Bd Comm minutes G[ ~ Iowa City ~Public Library Minutes Iowa City Public Library Board of Trustees FINAL APPROVED Regular Meeting April 26, 2007 Members Present: Linzee McCray, Thomas Dean, William Korf, Thomas Martin, Mary New, Meredith Rich-Chappell, Leon Spies Members Absent: Pat Schnack, David VanDusseldorp Staff Present: Barb Black, Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Heidi Lauritzen, Patty McCarthy, Elyse Miller, Hal Penick Guests Present: Allyson Weber Call to Order: McCray called the meeting to order at 5:04 pm. Public Discussion: None Approval of Minutes The minutes of the regular meeting of March 22, '2007 were reviewed. A motion to approve the minutes was made by Spies, seconded by Rich-Chappell. Motion carried 7/0. Unfinished Business Leased Space/Consider Realtor Contract for Extension. Another business is interested in renting the basement space, but they do not want to occupy all of it. However, they are willing to pay more per square foot. Architects from both interested parties have received plans of the space. The realtor agreement will expire at the end of April if it is not renewed. A motion to approve the extension of the realtor's contract to the July Board meeting (July 26,2007) was made by New and seconded by Dean. Motion passed 7/0. New Business Review of Board Policv #806 - Policv on MeetinQ Room and Lobbv Use. Craig talked about how important guidelines are for staff. The meeting rooms are a tremendous resource to the community and we make them available to as many varied groups as possible. We try to have as many meetings open to the public as possible, and we try to do as many joint programs as we can. The proposed changes to the policy are not too extensive. McCray asked about 806.7, the case by case basis issue. Logsden said we are very strict using the "no charge" rule and we want to make sure that publicity associated with meetings in our rooms identifies that events and programs are free. We regularly ask this of people and entities that wish to use our facilities. Also, this addresses the specific information that needs to appear on flyers. Any fundraising event held in a meeting room must be sponsored by either the Library or the Friends Foundation in order to charge according to the policy. Martin asked about 806.11. He wondered what the procedure was for meetings that are still going on when the library closes. Logsden explained that the automatic doors will not open but that people can exit from the manual doors (the doors with the crash bars). The building is locked and one cannot get back in once you exit. Dean had editorial comments on 806.1 3rd line, the "principle", 806.7 new language: charges "are" acceptable, and 806.15 the control booth. Dean also referred to a recent situation where significant exceptions were requested repeatedly and would like to see 806.17 strengthened. Craig explained that this situation was an exception. It was suggested to change the language to include "depending on room availability and staff resources". A motion to approve policy #806 with the discussed changes was made by Dean, seconded by New. Motion passed 7/0. Election of FY08 Board Officers. After caucusing, the Nominating Committee proposed the following slate: President; Linzee McCray, Vice President; Tom Dean, Secretary; Leon Spies. Motion was made and seconded by New. Motion carried 7/0. New left meeting at 5:25 p.m. Staff Reports Departmental Reports: Children's Services. Green was unable to attend the meeting. Craig updated the Board about the summer bus program. Lauritzen and Green are working hard on this project with Iowa City Transit to make the shuttle bus a reality. It is hoped that the specifics about this initiative will be ready in the next two weeks at which time information about the program will be disseminated to the public. Systems. Technical Services. Development Office Report. There are approximately 160 reservations for Sunday's Building the Collection event so far. Board members will be recognized at the event. McCarthy has been receiving inquiries about items to bid on, and even for suggestions on how much to bid for items. The new Book End space on the 2nd floor of the Library is so seamless with the rest of the building that it looks like it has always been here. One piece has already been received for the Altered Book event in June. Board Recruitment. Three Board member's terms expire in June, Mary New, (filling one year of a vacated position), Pat Schnack, and David VanDusseldorp. Applications for these vacancies are due by May 9, 2007 to the City Clerk. Volunteer Recoqnition. Volunteer Recognition programs were held last week. McCray, Rich-Chappell, and New attended the adult program on Tuesday. The Volunteer of the Year was Richard Dobson, who takes care of the discard shelves. New was recognized as a 200 hour volunteer. McCray was impressed by the number of former staff members who volunteer at the Library. The Book End Construction. The walls in the new Book End space are finished. They look as good as Craig hoped they would. The remaining work includes some HVAC items, and moving some shelving. It is hoped that the space will be ready before July 1. ReadinQs. Clark mentioned the monthly series in the Sunday Gazette for which our selectors write a couple of months ago; the March and April articles are included in the Board packet. The Gazette had a photo and an article above the fold on Tuesday about teens at the library. President's Report. McCray said that a friend used a meeting room for an autism group and was really impressed. McCray thanked Dean and Craig for working with Dr. Schoenbaum. McCray highlighted ICPL as one of the points of interest in the wedding packet for guests of her daughter's wedding. Announcements from Members. Korf offered two tickets for tonight's dress rehearsal of To Kill a Mockingbird. Dean thanked the Board for the sympathy card he received upon the death of his father. Dean is using Library meeting rooms tomorrow for the Iowa Concourse on the Wild which was postponed due to the winter's ice storm. Everyone is welcome. Dean reminded everyone that May is Weber Days, a great series of events and programs throughout the month. To find out more about Weber Days visit icpl.org. Committee Reports. None. Foundation Members. McCarthy, Martin and Erin Johnson went to the advocacy conference presented by Sally Reed in North Liberty on Saturday. It was sponsored by the Southeastern Library Services. Martin thought it was very educational. The conference was well attended. Sally Reed talked about fund raising and how to identify donor groups. Martin stated that the 1200 households that comprise the Library's donor group is a great foundation from which to build for anything the library might do. One of the primary takeaways from the conference was the phrase "why does it matter?" which will provide a frame of reference for us when we talk about and fundraise for the library. Communications. Quarterly Financial Reports. FY07 Third Quarter Receipts. McCray wondered if email notices have had an effect on receipts (fines and fees). Lauritzen said that this is the case, revenue is down a little. Craig believes that this customer service initiative is important. FY07 Third Quarter Expenditures. Martin asked about the percentage used column on the expenditures report. He wondered why some of the percentages were more than 100%. Craig said that we do not budget each line item, but look at the bottom line in the main expenditure categories. FY07 Third Quarter Gifts and Beauests. Quarterly Use Reports FY07 Nine Month Output Measures. The total hours the Library is open are up 6.4% by adding the extra hours on Fridays and Sundays. The number of people in the building is up 9.1 %. We have had more than 1,000 meeting room bookings in our first nine months for the first time. Circulation is up and electronic resources and hits for the home page are up 40%. FY07 Nine Month Circulation by Area and Agency. FY07 Nine Month Circulation by Type and Format. Disbursements. Visa expenditures for April 2007 were reviewed. A motion to approve the disbursements for April 2007 was made by Martin, seconded by Spies. Motion carried 6/0. Set Agenda Order for May Meeting No regularly scheduled policy reviews. Adjournment A motion to adjourn the meeting was made by Martin, and seconded by Korf. McCray declared the meeting adjourned at 5:57 p.m. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD CALENDAR YEAR 2007 Name Term 1/25/07 2/22/07 3/22/07 4/26/07 5/24/07 Exp Thomas Dean 7/01/09 x x x x x Bill Korf 7/01/09 x x x x x Tom Martin 6/30/11 x x x x x Linzee McCray 7/01/09 x x x x O/E Mary New 7/01/07 o/e x x x x Meredith 6/30/11 Rich-Chappel x x x x x Pat Schnack 7/01/07 x O/E O/E O/E O/E Leon Spies 6/30/11 x x x 0 O/E David 7/01/07 O/E VanDusseldorp x x x x A. KEY: x = Present o = Absent OlE = Absent/Excused NM = No meeting Res = Resigned I 3b(2).1 06-19-07 MINUTES City of Iowa City Civil Service Commission June 1,2007 - 8: 15AM Lobby Conference Room - City Hall Call to Order: Meeting called to order at 8: 17 AM. Members Present: Lyra Dickerson, William Cook, Dorothy Maher Members Absent: None Staff Present: Sylvia Mejia, Karen Jennings, Matt Johnson, Dale Helling, Mike Lord Others Present: None Recommendations to Council (become effective only after separate Council action): None Approval of Minutes/Consent Calendar: The first item of business was certification of the hiring list for the position of Police Officer. Cook requested an explanation regarding the extent of verification of candidate education, and Johnson offered an explanation of the preliminary background completed prior to certification as well as the extensive background investigation that is completed prior to an offer of employment. Cook further requested verbal confirmation from both Mejia and Johnson that they were comfortable with the selection process and that the candidates presented met the minimum qualifications. Both Mejia and Johnson indicated that they were comfortable with the process and that candidates meet minimum qualifications to the best of their knowledge. Maher moved that the list be certified as presented, Cook seconded and all were in favor. There was no old business. In new business Mejia mentioned that the City would be recommending a promotional process to the Commission for Police command staff positions in the near future. Maher moved to adjourn, Cook seconded and meeting was adjourned at 8:29AM. .- Board/Commission: Civil Service Commission ATTENDANCE RECORD YEAR 2007 (Meeting Date) NAME TERM 03/01/07 611/2007 EXPIRES Lyra Dickerson 4/5/10 X X Dorothy Maher 4/7/08 X X Bill Cook 4/6/09 X X KEY: X = Present 0 = Absent OlE = Absent/Excused NM = No Meeting --- = Not a Member June 1, 2007 & ~ 1 -~= -&:I !miei~'t ~"f"~..., ~~ CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www.icgov.org TO: The Honorable Mayor and the City Council RE: Civil Service Entrance Examination - POLICE OFFICER We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby certify the following named person(s) as eligible for the position of Police Officer. Norman Munoz Dale Hight Justin Rodney Niles Mercer Richard Vale Brian Pregler Brandon Faulkcon Ryan Schnackel Ian Alke Michael Darjania Jacob Glynn Robert Armstrong Kyle Thompson Christopher Jordan Patrick Oetker Jessica Harden Andrew Fenstermaker Tyler Nitz Mark Hanson Kirk Bailey Allison Barenthin Adam Winkowitsch Gabriel Schaapveld Chad Wendel Krishna Das James McGann ATTEST: IOWA CITY CIVIL SERVICE COMMISSION ~\0D~ Lyra . Dickerson, Chair W / (Aj~~ VV\ William M. Cook ~'twV~~~!lJ'/l tJ14 Dorothy M. Maher ~~~ {. J?M/ Man K. Karr, City Clerk MINUTES IOWA CITY BOARD OF APPEALS MONDAY, MARCH 5, 2007 IOWA CITY PUBLIC LIBRARY - MEETING ROOM A APPROVE~ ~ MEMBERS PRESENT: John Roffman, Steve Buckman, Gary Haman, AI Gerard, Chad Campion MEMBERS ABSENT: Doug DuCharme, Tim Fehr STAFF PRESENT: Tim Hennes (Senior Building Inspector), Andrew Rocca (Fire Chief), Doug Boothroy (H.I.S. Director), Roger Jensen (Deputy Fire Chief), John Grier (Fire Marshal), Sue Dulek (Assistant City Attorney) OTHERS PRESENT: Craig Owsley (PicaDor), Bob Crandell (Pizza Hut), Ken Cariens (Midtown Family Restaurant), Hicu Pham (IC Press Citizen), Leah Cohen (Bo James), Ruadhri Brown (Dublin Underground), Christine Garline (Iowa City Moose), Rebecca Neades (Chamber of Commerce), Mike Porter (Summit/Jake's), Tim Kenyon (C. Business Journal), Scott Kading (13 S. Linn) RECOMMENDATIONS TO COUNCIL: Recommended by unanimous vote 5-0 (DuCharm and Fehr absent) to approve the proposed amendments to the International Building Code (IBC) and the International Fire Code (IFC) that requires existing A-2 Occupancies with State of Iowa Alcoholic Beverage Division License (ABDL) be retrofitted with a fire sprinkler system and a fire alarm system with voice alarm capabilities. Also, a recommendation that all new A-2 Occupancies have a fire sprinkler system when the occupant load is 100 or more, a fire alarm system with voice alarm capabilities, and exit widths that will accommodate two-thirds (2/3) of the occupant load. CALL TO ORDER: Chairperson Roffman called the meeting to order at 4:02 PM. CONSIDERATION OF MINUTES: Minutes from the February 5, 2007 meeting were reviewed. Minutes were approved with a vote of 5-0 (DuCharme, Fehr absent). Further discussion and possible recommendation to Council of an ordinance amendinq the International Fire Code and the International Buildinq Code to require new minimum thresholds for life-safetv standards in new and existinq A-2 Occupancies. Deputy Fire Chief Roger Jensen made a presentation via PowerPoint. Jensen introduced the staff members present. City staff recommendations concern Group A-2 Occupancies including bars, restaurants, and nightclubs and Group A-2 Occupancies with State of Iowa alcoholic beverage division licenses (ABDL). Jensen presented the annual averages ('94-'98) for structure fires in eating and drinking establishments: 1. 11,100 fires 2. 5 civilian deaths 3. 189 civilian injuries 4. $163.1 million in direct property loss Jensen presented the statistics from the five deadliest nightclub fires in the United States and then presented the history of fire losses in Iowa City dating back to 1988. Iowa City Board of Appeals March 5, 2007 Page 2 The goals of the proposed code amendment are (1) to minimize fire-related injuries and prevent undue loss of life, (2) to minimize fire-related damage to the building, its contents, and its historical features and attributes and (3) to minimize undue loss of operations due to fire-related damage. The three recommendations from the city staff are: (1) Automatic fire sprinklers: in new and existing Group A-2's with a State of Iowa ABDL where one of the following exists: fire area exceeds 5,000 square feet; fire area is on a floor other than the level of exit discharge; the fire area or the Group A-2 occupancy has an occupant load of 100 or more. a. Exception: i. Existing A-2 with ABDL with an occupant load of 100 to 299 need not upgrade for ten years from effective date of the ordinance unless: 1. cumulative permitted improvements are made that exceed $25,000; or 2. any change in business ownership; or 3. change of occupancy to a new A-2 ii. Existing Group A-2 with State of Iowa ABDL and occupant load of 300 or more need not upgrade for five years from effective date of ordinance. Activation of the fire alarm shall additionally cause: a. illumination of the protected premises to not less than 10 foot candles over the area of the room at a height of 30 inches and b. all conflicting or confusing sounds and visual distraction to automatically stop (2) Emergency Voice/Alarm System: a. In new Group A-2 with State of Iowa ABDL and occupant load of 200 or more. i. Activation of the fire alarm shall additionally cause: 1. illumination of the protected premises to not less than 10 foot candles over the area of the room at a height of 30 inches and 2. all conflicting or confusing sounds and visual distraction to automatically stop (3) Main entrance/exit width openings: a. Main entrance/exit width of new A-2 occupancies to accommodate not less than 2/3 of the total occupant load Jensen outlined intervention options: (1) Do nothing and hope that the City continues to be lucky; or (2) protect all A-2 with State of Iowa ABDL (Alcohol Beverage Division License); or (3) protect all A-2s; or (4) protect all commercial properties similarly. **City staff recommendations are based on 2006 National Fire Protection Association (NFPA) standards. Jensen outlined the costs and effects of this proposal: (1) Automatic fire sprinklers: a. 46 existing businesses would require automatic fire sprinklers b. Three local fire sprinkler contractors were asked to estimate above-ground retrofit costs. Estimates ranged from $2.31 to $5.78 per square foot. c. Example: i. The Airliner was recently retrofitted with sprinkler systems. 1. Fire Sprinkler System: total cost: $23,322 ($5.47/sq foot). 2. New 4" Underground System: total cost: $14,000. 3. Protects two stories and a basement for a total of 4,267 square feet. Service line replacement to city main on Clinton including street and sidewalk replacement are included in these costs. ii. The Sports Column was recently retrofitted with sprinkler systems. 1. Fire Sprinkler System: total cost: $24,208 ($2.31/sq foot). Iowa City Board of Appeals March 5, 2007 Page 3 2. Protects one story and a basement for a total of 10,480 square feet. The existing water supply line was large enough to supply the fire sprinkler system. iii. Estimated cost to One-Eyed Jake's. 1. Fire Sprinkler System: total estimate: $46,848 ($4.88/sq foot). 2. Protects three stories, a basement, and an attic for a total of 9,600 square feet. Replacement of underground service line is required but not included in the above estimate. (2) Voice/alarm systems: a. 19 existing businesses would require emergency voice alarm systems b. Three local fire alarm contractors estimate the cost of a standard fire alarm system capable of protecting most any Iowa City bar or nightclub to be $4,000 for the equipment plus another $1,500 to $2,000 to install. Voice alarm systems cost an additional $2,000 to $2,500. The total cost would be approximately $8,500. i. Existing fire alarm control panels mayor may not accommodate a voice fire alarm upgrade making an upgrade cost more than $2,500. Jensen stated that Iowa City adopts the Model Codes known as the I-Codes which includes, among others, the International Fire Code and the International Building Code (currently enforcing the 2003 editions). Iowa City does not adopt the Uniform Fire Code (NFPA 1) or the Life Safety Code (NFPA). The provisions in this proposal are found in the 2006 editions of these codes. Both codes have removed the grandfather clause that would exempt older buildings from meeting current building code requirements. The Life Safety Code has been adopted by the Cities of Clinton, Council Bluffs, and West Des Moines, IA. Doug Boothroy, Director of Housing and Inspection Services, outlined staff recommendations for financial incentives. The staff decided that a loan and grant program would be the best option. Boothroy has discussed the program with the Finance Director, City Manager, and the City's bond counsel. The loan and grant program applies only to existing A-2 Occupancies that would be required to upgrade fire and life-safety systems. These recommendations require council approval. The city financial support offers a grant and a loan and these two options can be piggybacked. The City would grant the amount equal to the lesser of 50% or $20,000 of the cost of the Fire and Life- Safety upgrade. The Fire and Life-Safety system has to be approved by the City. In the loan program, a low-interest, 10-year loan, could be granted not to exceed $20,000. The loan must be secured in the form of a lien against the property for the amount of the loan. Boothroy feels that the offer is generous and demonstrates how serious the City is about protecting the public health and safety with these upgrades. This is a serious public health and safety issue and it is important to make the program economically feasible. The final details of the program will need to be worked out before Council can approve it. Roffman confirmed that the grants are forgivable. He asked if there was a requirement for the business to be in place for a certain amount of time before they are eligible. Boothroy answered no, but, that if the business changed hands or went out of business, the loan would come due at that time. He also stated that the loan and grant money can only be used for fire and life-safety projects approved by the City. Fire service line upgrades, alarm service systems, etc. are included. Roffman also confirmed that the City is not looking to improve the water lines and public right of way with this program. Boothroy stated as an example that there was research done on the City Plaza and it was determined that three businesses would need upgrades (Giovanni's, Etc., and the old movie theater). There is not as much need for improvements in the plaza area as originally thought. In addition, businesses located along Iowa Avenue had a fire line upgraded and capped, which was done by the City when Iowa Avenue was improved. There are some areas along Clinton and Washington where there would have to be further improvements. Because of the scattered nature and reduced number of fire line improvements, he doesn't see this as being a City project. However, these upgrades were accounted for in determining the total dollar amount of the loan/grant program. Approximately 46 businesses will be affected if the requirements are approved for A-2 Occupancies with State of Iowa ABDLs. If all A-2s are brought under Iowa City Board of Appeals March 5, 2007 Page 4 this requirement, the number of businesses will go up to about 140 and the financial support would necessarily be reduced by about 2/3 and will likely make the financial support incentives ineffective. Rebecca Neades (VP of the Chamber of Commerce) confirmed that enough money would be set aside by the City to fund all affected businesses. Boothroy confirmed this and stated that the number of businesses may go up or down depending on what is discovered during the process. A member of the audience asked what the eligibility period is. Boothroy stated that the eligibility period has not been decided but will not be any more than five years for administrative reasons. This would mean that a business would have to have a construction contract signed and approved by the City within the eligibility period. Even if the construction starts after the eligibility period ends, the grant is eligible if a construction contract is signed and approved within the eligibility period. Boothroy stated that the eligibility period would be determined by looking at the available seasons for construction. The fall season is a high revenue period and the City recognizes this. There would be periods during winter, spring, and summer breaks for the construction to take place. A member of the audience asked about subsidies outside the pedestrian mall. Boothroy stated that the location of the building is not important. They must be an existing A-2 occupancy with a liquor license to be eligible. The program is only for the fire and life-safety improvements that were outlined in Jensen's presentation above. Rebecca Neades asked what would happen if someone spent $60,000 on improvements. Boothroy stated that the maximum financial support is $40,000 ($20,000 grant and $20,000 loan). An audience member confirmed that the max on the loan is $20,000 and the max on the grant is another $20,000. Boothroy confirmed this and restated that the grant is available for the lesser of $20,000 or 50% of the cost of the improvements and the loan is available to cover the remaining costs up to an additional $20,000. An audience member stated that several of the businesses in town are over the $40,000 program limit. Boothroy stated that the City financial support package was not intended to finance 100% of the improvements. The audience member agreed that the program was generous but stated that many businesses, including his own, will still be incurring significant expense. Boothroy stated that the loan would be secured by the property and would likely be second behind a mortgage. He is optimistic that the Council will give favorable consideration to staff's recommendation. Roffman opened public discussion. Neades stated that she appreciated the incentive program set out and the open set up of the discussion. The Local Government Affairs Committee and the Chamber of Commerce Board of Directors voted to oppose any retroactive fit to existing businesses. She stated that it is difficult to go back to businesses and ask them to make improvements. She stated that many of the fires listed were not caused by alcohol-related incidents. She feels that the list of fires is deceiving in this manner. She encourages the board to talk to the business owners and look at the impact on the businesses. She stated that the Chamber has approached the Council for several years asking for a north side fire station which would be less than 1 % of the annual budget but that the impact for the businesses could be 10-40% of their annual budget. She feels that the ideal standard is not only not practical but not possible. She thinks that if this issue is really about fire safety, the City needs to look at its decisions regarding the fire station. Roffman asked why the Local Government Affairs Committee voted in opposition. Neades responded that high costs were an issue. Another issue was that when people go into business they meet code and write a business plan and budget that relies on that code. She feels that this is a fundamental issue that it is unfair to change the rules after the rules have been set out. Leah Cohen (Bo James) stated that she is a co-chair of the Iowa City Alcohol Board. Bo James has a main floor and downstairs sprinkler system and would not be affected by this program. Approximately 36/53 businesses will not be able to get the money to make these changes. Banks will not loan money Iowa City Board of Appeals March 5, 2007 Page 5 for these improvements. Many of the businesses with occupant loads of 300 and above and those businesses outside the downtown area will not have the money for these improvements. Four of these businesses will probably just give up their liquor licenses which will reduce their profits by $25,000- $50,000 because they could not come up with the money to make the improvements required if they had a liquor license. 18/53 businesses have occupant loads over 300 downtown. Of those, 11 would only require the voice alarm system which would cost an additional $5,000-$15,000. The remaining seven would require sprinklers. She feels that this came to the table as a life-safety issue but that the City has a great concern when it comes to upper-level, lower-level, multi-level establishments. They have never expressed a concern about exits for single level establishments. This concerns her because there are still issues falling through the cracks because the requirements are not based on levels but the number of occupants and the fact that they have a liquor license. Some of the multi-level establishments could have occupant loads of less than 50 which would mean that they are not A-2 Occupancies and therefore would not be required to comply with this program. This is a huge concern and it would not be addressed. There are a few multi-level establishments that the City is concerned about. She would like to see better incentives for those that are considered fire hazards to be dealt with immediately. Cohen stated one of her concerns is that this program does not address multi-floor establishments but addresses businesses based on their occupant loads and their liquor licenses. She would like to see a better incentive for multi-floor establishments that are fire hazards and are the real concerns to be addressed first. Rory (The Dublin) has an upper and lower level establishment. He is curious to know if there are any other establishments that qualify for multi-level that have less than 100 occupant load. He feels that it is unfair to hold him to the requirements of 300+ occupant load establishments just because he is multi-level when he really has the lowest occupancy. He would like this to be taken into consideration. Ken Cariens (Midtown Family Restaurants) does not have a liquor license and the ordinance does not apply to his business, but he did want to present his fire sprinkler estimate which was $41,250 not including the hook up for water. The construction would be scheduled from 7am-3pm for three weeks. This would greatly impact his business as hewould need to close during these times. Scott Kading (13 S. Linn Street). The basement has sprinklers so he is not arguing for himself but he would like people to consider financial issues involved. (Arrived after financial presentations.) He feels that this requirement should be applied to building owners, not business owners. He feels that if the City wants this, they should pay for it. He doesn't feel that he should have to pay to have the fire water lines hooked up to the buildings. Haman stated that one of his biggest concerns is the financial burden on existing businesses. Roffman stated that the recommendation of this board is not binding on the Council. They can choose to approve the regulations and not the financing or choose to approve both the regulations and the financial incentives. Boothroy indicated to the Board that they may choose to endorse the staff's financial package with the Boards' recommendation. Boothroy stated that there are two recommendations before the Board for consideration: one for new A-2 Occupancies and the other for existing A-2 Occupancies. Neades asked if Roberts Rules are governing this meeting and Roffman stated that they are and the Board intends to follow them. Roffman suggested that it first be determined whether this requirement be applied to all A-2 Occupancies or only existing A-2s with liquor licenses. Haman stated that if all A-2s are included, everyone loses much of their financial incentives. If you don't include all A-2s, you're leaving one party out. Roffman stated that this is based on code recommendation because alcohol-related establishments have a higher rate of hazard than those without. In all A-2s it becomes more of an issue concerning property damage, etc. but in A-2's with liquor licenses the primary issue is life-safety. Iowa City Board of Appeals March 5, 2007 Page 6 Buckman doesn't have problem with requiring these standards for new A-2s but he has a concern with requiring this for existing occupancies. He stated that people who have been consuming alcohol have impaired judgment and something must be done to ensure that they get out of the buildings safely. He compares this to drunk driving laws which were enacted based on medical documentation that people who have been drinking have impaired judgment and perception. He was more comfortable with the recommendations after he heard the financial incentives. Realizing that five years is not a significant amount of time, he knows that it is sufficient for budgeting purposes. He would not approve this if it would be required to be worked into a business' single year budget. He would not make a recommendation without the financial assistance to make the program possible. He knows that any recommendation he makes may not be heeded by the Council. However, the Council has given the Board the task of making a recommendation based on their professional experiences and public input to decide what is best for both the City and the building owners. Gerard stated that he is very supportive of this ordinance being in place for new businesses because the businesses know upfront what the costs are. He also wants to tie the financing to the ordinance but knows that the Council can override this recommendation. He would stick with only requiring existing A- 2s with liquor licenses because otherwise the financing is ineffective. Campion stated that the recommendation to the Council should be contingent upon the financing becoming available. Haman asked: If a business had a plan in effect, hired a contractor, and was approved by the City within five years but the construction wasn't performed for another year, would it be in compliance with the ordinance? Boothroy stated that the contracts would be honored because it is the right thing to do. MOTION: Buckman made a motion for the following recommendation to the Council: the Board accepts staff proposed amendments to the A-2 Occupancy (for sprinklers and voice alarms) but this recommendation is based on a financial program being available to the establishment. Haman confirmed that this applies only to existing A-2 Occupancies. Haman seconded. Dulek stated that the financial incentives should be clarified in the motion. Buckman clarified that by financial incentives he meant both the loan and the grant program. He also clarified that his recommendation was only for A-2 Occupancies with liquor licenses and not for all A-2 Occupancies. It was also confirmed that the door width requirements were removed. The recommendation ended up as follows: the proposed amendments to the International Fire and Building Codes to require new and existing A-2 Occupancies with State of Iowa ABDLs to include fire sprinklers and voice alarms and is contingent on a City-supported loan and grant financial incentive program. VOTE: The Board voted 5-0 (DuCharme, Fehr absent) to approve. OTHER BUSINESS The next meeting was set for April 2, 2007 if there is an appeal. Hennes will try to get the commission copies of the amendments to the 2006 code. July is the expected deadline for adoption of the new code. There are not many controversies for these amendments. Haman stated that the one controversy that he knew of was concerning gas lines. Hennes stated that he would check on the egress status on the house with the porch. Roffman acknowledged 2150 Rochester (Regina) had withdrawn their appeal. Iowa City Board of Appeals March 5, 2007 Page 7 MOTION Haman moved to adjourn the meeting. Gerard seconded. The meeting was adjourned at 5:04 PM. John Roffman, Board of Appeals Chairperson Date Hisbldg/mins/3-5-07 Board of Appeals.doc I][ MINUTES HISTORIC PRESERVATION COMMISSION THURSDAY, APRIL 12, 2007 EMMA J. HARVAT HALL APPROVED MEMBERS PRESENT: Esther Baker, Michael Brennan, John McCormally, Jim Ponto, Ginalie Swaim, Tim Toomey, Alicia Trimble, Tim Weitzel MEMBERS ABSENT: Pam Michaud STAFF PRESENT: Bob Miklo, Sunil Terdalkar OTHERS PRESENT: Helen Burford, Betsy Chestnut, Royce Chestnut, Don Cochran, Dianne Day, Dean Dykstra, Marsha Grady, Clark Griffin, Mark McCallum, Cindy Parker CALL TO ORDER: Chairperson Weitzel called the meeting to order at 6:00 p.m. INTRODUCTION OF NEW MEMBER: Weitzel introduced Trimble as the newest member of the Commission. He added that there is still an opening for a member from the Summit Street District. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. ITEMS FOR CONSIDERATION: Certificates of Appropriateness: Weitzel said that he sent a memo to Commission members regarding use of an administrative procedure to approve four of the applications without a lot of discussion, as all of the applications appear to comply with the guidelines. He suggested the applications could be approved as a group but asked that anyone with questions raise them. Terdalkar pointed out that the applications under discussion are 20 East Market Street, 752 Dearborn Street, 1112 East Court Street, and 1228 Sheridan Avenue. MOTION: Ponto moved to approve certificates of appropriateness for applications for 20 East Market Street, 752 Dearborn Street, 1112 East Court Street, and 1228 Sheridan Avenue, as they appear to be consistent with t.he guidelines and the Secretary of the Interior Standards, provided each project meets the stipulations made in their separate staff reports. Baker seconded the motion. The motion carried on a vote of 7 -0. 828 Washinqton Street. Miklo said that this property is in a conservation district and is therefore required to go through the review process. He said that the guidelines to be used for consideration of the project are from the multi-family infill section of the guidelines. Miklo said the staff report outlines the aspects of the project and how almost everything complies with the guidelines. Miklo said one issue is that of building height, as the property slopes quite steeply from Washington Street to the north and also from Governor Street to the west. He added that the City building height is measured as an average around the perimeter of the property. Miklo said that when one takes the west of the building into account versus the east side, the overall building for the most part is right at 35 feet, which is the zoning height limit. Miklo said that the turret itself as presented in one drawing at 38.5 feet, which could be allowed by a minor modification approved by the building official, and an application has been made for this. He said that staff feels this would be a reasonable request but would require a hearing, which has not yet occurred. Miklo said that unless there is a legitimate concern raised by a neighboring property owner regarding that adjustment in height, that is likely to be approved. Miklo stated that the plan also shows a dashed line, which would be the applicant's preferred height in terms of a slightly steeper turret. He said that would require a variance, which would be quite a bit more difficult to obtain under the zoning laws. Miklo said he did not think that would be likely, but the applicant Historic Preservation Commission April 12, 2007 Page 2 certainly has the right to request that. He said it is difficult to get a variance, because the owner has to show that he could not use the property for a use permitted in the zone; however there is obviously a Plan A that is an alternative. Miklo said the design for either turret could be approved by the Commission, but the approval needs to be subject to either the minor modification or the variance being granted. He said that if the modification or variance are not approved, then the pitch of the turret would have to decrease somewhat in order to stay within the height limit. Miklo said the project appears to meet the criteria outlined in the guidelines. He said there are some subjective elements that Commission members will need to judge for themselves, for example the building height, mass, and bulk. Miklo said staff feels the applicant has made a good attempt, despite the grade, to design a project that keeps the height and mass down, including the fact that the third floor living space is partially under the eaves of the building. Regarding breaking up the mass of the building, he said this is broken up into smaller modules, as discussed in the guidelines. Miklo said there are also the design points required, and there is a menu from which the applicant can choose to attain those points. He stated that the front porch could be granted anywhere from zero to ten points, the architectural details could be granted anywhere from zero to ten, and the building materials could be granted anywhere from five to ten points. Miklo said that 20 points are required. He said that unless there is a real concern about anyone of these elements, this would appear to meet that section of the requirements. Miklo said the other subjective criterion is architectural style. He said the architect explained how he looked to the previous house on this site for some of the design cues in terms of the massing and window placement. Miklo said the architect also looked at some of the other Greek houses in this neighborhood. Miklo said staff therefore recommends approval of this application as submitted, subject to approval of a lighting plan, which the applicant has not yet provided. Miklo said the code requires that the lights be mounted at a height at which they will not disturb the neighbors and will not create glare and also requires that the lights be downcast. Miklo said staff suggests that this be subject to staff approval of the lighting plan and subject to the minor modification or the variance for the height of the turret. Swaim asked if, on the projected image of the proposed house the turret roof is the higher or the lower height. Grady said the image projects the higher roof and added that it is more aesthetically appealing. Swaim asked about the parking for the building. Miklo responded that the parking would be on the north side of the building between this property and the property line to the north. He said that from Governor Street it will appear to be a surface parking lot, not much different from what is seen there today. Miklo said that from Washington Street, one would see in the northwest corner the stone wall. He said that a driver would enter from the west side. Grady said that the drive begins at the western side of the lot on the Washington Street side and curves down and into the parking, which is facing west. She said that the lower level opening faces west, and it would be the lowest part of the lot to be used. The architect for the project said that this is a two level-structure, and that the entry (something about the street and accessibility from Washington Street to meet the requirements and perpendicular to the street.) (Can't hear him because he's not at the table and not near the microphone.) Grady said that there is some fill along the driveway; it does not go to the lowest level. She said that it is about 40 feet from the highest point to the lowest point, and this is about 20 feet below the highest point, so it is higher than the lowest part of the ravine. Grady said that is addressed in the rezoning application and is related to complying with the Sensitive Areas Ordinance. Weitzel said the motion needs to articulate the Commission's reasoning for why this building would fit into the site. Brennan said that parking access is not the Commission's purview but said there would now be a fairly busy driveway on Governor Street. Parker said there was a driveway there before with about eight Historic Preservation Commission April 12, 2007 Page 3 spaces that also accommodated supply trucks. Miklo added that the transportation planners looked at this plan, and given that Governor Street is an arterial street and there is a hill here, it is not an ideal situation. He said, however, that there is really no alternative for a site like this. Miklo said staff was therefore comfortable in approving the driveway. Weitzel said that in the past, the Commission has given a list of options, subject to other conditions. He said that would be appropriate here, in relation to the lighting issues. Swaim asked if it would serve any purpose for the Commission to recommend one turret steepness over another. Weitzel replied that typically the Commission would approve one over the other, but then the applicant would have to come back if the approved design did not go through. Miklo said staff would recommend approving either of the options. MOTION: Ponto moved to approve a certificate of appropriateness for the application for 828 East Washington Street as submitted, subject to a lighting plan to be approved by staff and with the option of either of the turret heights. Ponto said he believes the taller, steeper turret height looks a lot better. He said that he really likes this design and believes it is a nice looking replacement for what had been there. Ponto said it has diversity and the rooflines, the modulation, and the fenestration make it a very nice looking building in conjunction with its functionality. Swaim seconded the motion. Swaim said that this is a tricky location, and she believes the design has been done well. Weitzel also commended the design. He said that it articulates the living space with the natural environment, and the choice of materials is excellent for the location. The motion carried on a vote of 8-0. 830 Clark Street. Terdalkar stated that this is a contributing structure in the Clark Street Conservation District. He said that there are two parts to the project: the windows and the siding. Terdalkar stated that the applicant wants to replace the existing windows with metal-clad wood windows and will also be removing the existing aluminum siding. Terdalkar said the applicant is considering using fiber cement board siding or repairing the wood siding. He said he visited the site earlier in the day, and it appears that the option of repair will not be practical, because in most places there is no wood siding underneath the aluminum siding. Regarding the windows, Terdalkar said according to the applicants the house was once owned by builders who used salvage materials in most places and some window alterations including replacement of a pair of windows with a central picture window and two small double hung windows and enlarging the footprint on the north side. Terdalkar showed the south elevation of the house where one could see a portion of the house with a deep roof overhang. He said the north elevation shows where it is filled in. Terdalkar said there are a variety of window types, sizes, and styles. Terdalkar said the applicant is also requesting a possible change in the size of the vent opening. He said that because there is no attic access from inside the house, there is no option but to do something with the vent in order to insulate the attic. Terdalkar showed another photograph of what is probably one of the original windows. He said that there are wood storm windows outside, which is an option that the applicant is considering. Terdalkar said at this point, the applicant is considering two or three options for the windows: wood windows, sash replacements with extruded metal cladding, or in some cases installing storm windows, probably on the second floor. Historic Preservation Commission April 12, 2007 Page 4 Terdalkar said the packet includes a detail of an upper window section that seems more appropriate as a metal clad window. He said the Commission has reviewed some applications with window sections where the window is basically a metal window with very minimal wood inside. Terdalkar said he was not certain if the Commission's intent was to approve this type of window. He said that although the product manufacturers claim that this type of window can be painted, it is not likely that they ever will be painted, and even the manufacturers do not guarantee the painting of the windows. Terdalkar said he therefore included some detail on a product he found that has more of a solid wood core with an extruded metal outside. Ponto asked about the window Terdalkar is recommending and if it has the muntin bar between the glass. Terdalkar said that he was just using this as an example of the section of the solid core window. He said there are no divided lights in what appears to be an original window on the house. Miklo said the profile of the example shown by Terdalkar looks more like a historic window would have than the other metal window. Terdalkar said that staff recommends approval of the application provided the window type proposed and the sash width's overall appearance match the historic window and with the condition that there will not be a repair of wood siding. He said that from the photograph, there does not appear to be much detail on the house. Ponto asked if the siding on just the one side of the house was in such bad shape and said that on other sides, the wood siding might be in better shape. Mr. Day said that the photograph shows the north side of the house. He said that from what has been uncovered, there are many split boards there. Mr. Day said that he believes that the previous owners re-used old windows from some other house on this house. He said there is nothing original here to go back to to make the house look like it once did. Ms. Day said that currently about half of the windows have aluminum combinations on them, and the other half have storms and screens. She said she would like the windows to be consistent, and that is why they would like to use metal-clad wood windows. Regarding the siding, Mr. Day said that just taking off the short siding nails was causing the siding to fall apart and come off the house. He said that his intention was to save the siding, but he doesn't have a lot of hope for that now. Mr. Day said he found out today that the siding is really beyond repair. He said that it was not well taken care of and is now cracked and weathered. Weitzel said that basically the owners are asking for permission to use fiber cement board or to replace wood with wood. He said the owners also want window replacements with solid wood core, as recommended by staff, and also would like to change the vent size. Ms. Day said the change in vent size would be only temporary. She said she only needs the minimum size required to install insulation in the attic. Ms. Day said she would close up the vent after that, because the attic will not be used for any type of storage. Weitzel said that because the Commission is considering allowing fiber cement board siding, the vent change would be encompassed in that so that it would not need to be specifically addressed. MOTION: Swaim moved to approve a certificate of appropriateness for the application for 830 Clark Street as submitted, with the recommendations that the windows be similar to or match the historic windows in type, proportion, sash width, trim, and appearance and that the owners use fiber cement board siding if the original wood siding is irreparable. McCormally seconded the motion. Ponto said he thought this would look a lot nicer. Toomey informed the owners that they may uncover details under the aluminum siding and said that they would want to watch for that. Ms. Day said that their contractor has done a lot of work on older houses. Toomey said there may be decorative shingles underneath the siding. Regarding the details, Weitzel said it is good to know in Historic Preservation Commission April 12, 2007 Page 5 advance what one is looking at before the contractor really gets going. He said it is difficult for the Commission to make stipulations on what cannot be seen. Weitzel said that if the owners need advice, they may always call Terdalkar about specific details. Ms. Day said it is her intent to do things that are appropriate here. The motion carried on a vote of 8-0. 425 Clark Street. Terdalkar said that this is a contributing property in the Clark Street Conservation District. He stated that there are three separate aspects of the application. Terdalkar said one project is the addition of a front porch to replace the existing canopy and concrete stairs. He said another project is to replace the existing metal roof with shingles, and the third project is to demolish the existing garage to build a new single-car garage. Terdalkar showed a sketch he prepared of the front porch. He said his sketch included a short column, although the applicant prefers a full column. Terdalkar said one suggestion is to reduce the roof pitch to 2:12. He said it is a small enough span that that pitch would still be practical to get the water off and would prevent damage to the windows. Terdalkar said if it is workable that would be a suggestion. Terdalkar said he also suggests that the porch skirting be a frame with wood slats attached on the back. Weitzel asked about the type of material to be used on a roof with a 2:12 pitch. Terdalkar said he discussed that with the applicant and recommend a rolled roof material rather than shingles. He said that if the owner wants to use shingles, he would suggest going with a 3:12 pitch, the minimum pitch for using shingles. Terdalkar said that he also discussed other material, such as EPDM, with the applicant. Swaim said that the present roof has a lot of waving. Terdalkar said he thought that it is because the roof is old and has not been maintained. Toomey said that washboarding is fairly common on a metal roof. Royce Chestnut said that the previous owners received an insurance settlement for damage to the roof from the tornado, which he then received as the new owner to repair the roof. He said the roof either needs to be repainted or replaced. Chestnut said that the roof does not leak, but having a new roof on the new front porch and a new garage with asphalt shingles would be inconsistent with having a steel roof. He said that other than the wavy flatness, a lot of the ridges going up are bent over. Swaim asked if there is anything that could be done to change the waviness of the roof. She said that it would seem to detract from the other work that is being done to improve the house. Chestnut said that also some of the fascia boards need to be replaced, and it would be much easier to do that while installing a new roof, rather than having to pry back the metal. MOTION: Swaim moved to approve a certificate of appropriateness for the project at 425 Clark Street as shown in the staff drawing, using staff recommendations and with the choice on the front porch to have the support either going all the way to the roof or not. Baker seconded the motion. Miklo said that should also include replacing the metal roof. Weitzel pointed out that was part of the application. Ponto asked if there should be a separate motion regarding the garage demolition. Terdalkar confirmed there should be two different motions. He said the demolition motion should discuss why the garage demolition is being approved, because there have to be three separate findings regarding integrity, architectural significance and condition. Weitzel agreed that the present motion concerned the house, not the garage. Baker asked if there is anything salvageable about the metal roof. Chestnut said there is not. Weitzel said that once a metal roof has been painted, it becomes very difficult to solder. Miklo added that the waviness on this roof is worse Historic Preservation Commission April 12, 2007 Page 6 than would be typical, which would indicate that it may have been a replacement roof in the first place. He said that it also may have been a poor application in the first place. Weitzel pointed out that this is a conservation district. Ponto said he believes the front porch will be a nice improvement. Toomey speculated that there may be cedar shingles under the metal roof. The motion carried on a vote of 8-0. MOTION: Ponto moved to approve a certificate of appropriateness for the demolition of the existing garage, based on findings including that the photograph clearly showing the poor integrity of the garage, there is no special architecturally significant feature on the garage, and this would not be a great loss. Swaim seconded the motion. Brennan asked if the wood was in bad shape throughout the garage. Royce Chestnut said that a lot of the wood is bad. He added that an inspector found that the garage had termite damage. The motion carried on a vote of 8-0. Chestnut said the proposal had a front door walk-in on the garage, but it has since been recommended to him by the building department that the door be on the side because of structural sheathing. He said he would have no problem with that. Swaim asked if the large garage door would then go in the center of the elevation. Chestnut said he would prefer it to be on the left. He said that the driveway is currently only six feet from the property line on the left. Chestnut said that to bring it over any further requires pouring a lot more driveway to make it work; therefore he would like to keep it as far left as possible. He said that the right five feet of the garage is hidden by the house in any case. Chestnut said the overhang has to be firewalled, and he is matching the one-foot overhang to that of the house. He said that they told him as far back as it is on his property line, it could be three feet from the property line. MOTION: Baker moved to approve a certificate of appropriateness for the construction of a garage at 425 Clark Street, as submitted but with the requested modifications. Brennan seconded the motion. Miklo said that the door is now a flat panel door and the motion would include moving the doorway to the side. Ponto said the plan states that the overhang will be as on the previous garage, but the owner has now said it will match the house. Chestnut responded that the house has a one-foot overhang, and he was instructed to carry over as many aspects of the garage as he could. He said he would like the garage to look as much like the house as possible, so the overhang would be the same as the house and would be plywood underneath the bottom. Chestnut said he was told to use aspects of the garage, since it was built in the 1920s and is also historical. Weitzel said that the house is much older than automobiles, so the owner would not necessarily have to make the garage match the age of the house, as long as it blends harmoniously with the whole picture. The motion carried on a vote of 8-0. 718 North Johnson Street. Terdalkar stated that this is a contributing structure in the Brown Street Historic District. He said that the application concerns replacing a basement window with a new egress- sized double hung window and constructing a window well with PVC material. Terdalkar said the window is on the north fa~ade of the house and is in the back, somewhat hidden by the air conditioner. Terdalkar said the guidelines require that if a window well is required, the materials should match the existing foundation material, and PVC would not be in compliance with the guidelines. Historic Preservation Commission April 12, 2007 Page 7 Terdalkar said there is the same concern about the metal clad wood window as mentioned in the previous review for 830 Clark Street. He said the applicant has submitted a brochure of the requested window. Terdalkar said the Commission could consider approval of fiberglass window as an exception. He said the Commission has approved such an exception for a basement window with a window well as the basement wall had dampness issues. Terdalkar said staffs recommendation regarding the window well would be to try to match the visible portion of the window well with the foundation and try to veneer it with the brick that appears similar to the existing foundation. He said the rest could be masonry with no veneer on it or poured concrete. Weitzel asked Terdalkar if the plan is to have the window to match in appearance the existing window at the top, at least the visible portion of the window. Terdalkar confirmed this. Toomey asked if a window twice that size would still fulfill egress requirements. He said one wants this to look the same as the upper portion. Toomey said that would make it double the size that one would see and wondered if that would fulfill egress specifications. Terdalkar replied that the applicant is proposing to have a window of similar dimensions or a dimension of an egress-sized window but would have the top sash with three divided lights. He said it would not mimic the exact look, but it would have divided lights and would be a double hung window. Weitzel added that the grade will mask the lower portion but said that it is not unusual to have a top window with divided lights and a lower window without. Swaim asked if part of the application concerned the steps off the deck. Terdalkar confirmed that was one of the requirements; because the steps would be so close to the window well, they would need to be moved. He said that one option would be to move them to the north side, or the owner may just eliminate the stairs. MOTION: Ponto moved to approve a certificate of appropriateness for the application for 718 North Johnson subject to the following specifications: that the window be an appropriate metal- clad solid wood window similar to what is recommended by staff or a fiberglass window, and in either case, with the three divided lights on the upper portion as indicated; that the window well be as staff recommended in that it be constructed masonry or poured concrete; that the top part visible above grade have some type of veneer to match the appearance of the existing foundation; and that the top 12 to 16 inches just below grade and if it extends above grade, anything that extends above, have the veneer. Griffin, the contractor for the project, asked if the top of the well is at grade what the requirement there would be. Terdalkar said he recommends having at least a foot of the top portion of the well be made of veneer. He said the guidelines require that the window well match the existing foundation appearance. Terdalkar said, however, because the window well would not be highly visible from the street and lower, he suggests using matching materials for only upper portion of the well. Miklo said it is a compromise from the guidelines, because there is probably a block foundation behind the veneer. He said the guidelines are not being compromised beyond what would be allowed by doing this. Swaim seconded the motion. Clark said that he was okay with staffs recommendations for the window well. He asked about the options for the railing and the stairway on the deck. Ponto said that is really a City code issue. Weitzel said that as long as it matches the existing, it should look okay. The motion carried on a vote of 8-0. Minutes for March 8. 2007 MeetinQ: Historic Preservation Commission April 12, 2007 Page 8 Weitzel referred to a list of typographical corrections that had already been noted by Terdalkar. Toomey stated that on page three, in the second paragraph from the bottom, the word "fittings" in the first sentence should be changed to "footings." MOTION: Swaim moved to approve the minutes of the April 12, 2007 meeting of the Historic Preservation Commission, as amended. Toomey seconded the motion. The motion carried on a vote of 8-0. OTHER: Discussion of 2460 S. Gilbert Street. Miklo said the property owner was present at the meeting for informal discussion about the McCollister Farmstead. Miklo said there was an old greenhouse on the property at one time, and what remained was the foundation and a shell of a greenhouse. He said the property owner wanted to upgrade that for a utility shed and did some work without a permit. Miklo said that when someone does work without a permit, the Commission should look at the project as if the building wasn't there and is not obligated to approve something just because it was done without a permit. He said the Commission should look at this based on the guidelines. Miklo said that after seeing what was done, staffs concern was the exterior finish of the building. He said that one of the Secretary of the Interior standards is to not create a false sense of history. Miklo said this would include not creating a log cabin where there is not clear evidence of a log cabin. Miklo said, therefore, that before the applicant goes through a lot of work to put together an application, staff thought it would be best to talk about this informally, what some options might be, and what might be best to rectify the situation. He said this is the last ten acres of what was once a 750-acre farm, one of the more historic sites in Iowa City. Miklo said this property is on the National Register and is a local landmark. He said the property is going to be divided into at least two tracts, including one containing the historic home, and there may be some home sites developed here in the future. Miklo said the situation here is to give some guidance as to what can be done. He said that staffs initial thought was rather than having a log cabin building, a building that is more in keeping with the other agricultural outbuildings that would have been on the site-perhaps board and batten or lap siding- would have been more appropriate. Miklo said the greenhouse itself would not have been historic, so that the shape and metal roof are not as much of a concern. He said however the log siding and the elaborateness of the porch would be a concern. Miklo said the window pattern and things of that sort would have some latitude in that this is a new building, but the logs are not in keeping with the Secretary of the Interior Standards. Miklo introduced Cochran, the owner of the property. Miklo said one goal would be to keep the building here, and another would be to find something that meets the guidelines. Cochran discussed the history of the property itself. He said that he is very .flexible, and if board and batten would be more appropriate, he would be fine with that. Cochran said, however, that cabins have historically had a presence on this property and all the property around here at points in time. He added that this is really a workshop for him; it is really the only dry piece of property he has for storing tools, etc. Cochran said he is fine with whatever can help him keep the property and said he and his wife bought the property to build a home out there. He said he has brought subdividing into six lots to the City but is not certain he wants to do that. Cochran said the goal is to keep it one lot, but he may have to sell some of the land, because it is very costly to install the infrastructure. Cochran said he is concerned about the home that he wants to build there and wants to get some dialogue going now. He said that he bought the entire property but sold the home and some additional acreage to the present homeowner. Cochran said he never intended to own the home. He said he wanted the barn and the land to somehow resurrect the barn, but that turned out not to be possible. Cochran said Historic Preservation Commission April 12, 2007 Page 9 his goal then became to salvage some of the timbers, and he had to tear down the barn to expose the timbers. Cochran said he has considered constructing a timber framed home or a newer log home structure sitting into the hillside. He said this has raised his attention, in thinking that if this building isn't appropriate, how a home built with this type of fac;:ade would be considered. Miklo said that staff has made contact with the National Trust for some guidance on this. He stated that a log cabin probably would not be appropriate, but taking some cues from the Italianate house on the property for perhaps a simplified version, plus some cues from the agricultural buildings, might be appropriate. Miklo said that staff has come across good examples of housing that mimics agricultural buildings in keeping things simple and using things like board and batten siding. He said that perhaps using more of a simple vernacular design would be appropriate also, rather than introducing a type of structure with a time period that is not of the period of this farm. Miklo said therefore a craftsman house or a log cabin would probably not be appropriate. Weitzel said that the Secretary of the Interior would look at the entire property, because the whole property is listed, not just the house. He said that because the historic farm is listed, the outbuildings would be included, and any new construction should be consistent with the farm at the time of significance for which it was registered. Miklo said that the house was built in 1870, and that would be the time of significance. Cochran said that the history of the South Gilbert property goes back to the United States government, which bought it from the American Indians. He said there was originally a trading post on the property. Cochran said that the McCollisters owned the property for over 100 years and created the large farming environment, as well as built the home and additions to it. Cochran said that in those frontier days in an area called Napoleon, the first Johnson County Courthouse was located, about where the softball diamonds are now. He said that the courthouse was actually a log cabin. Cochran pointed out the Furhmeister residence, although it was not on the property at that time, and stated that it was very much the norm for the housing at that time for even the well-to-do families, and it was a log cabin. Cochran displayed a quotation from the Historical Society describing the history of Philip Clark, an early owner of the property. He said the legacy of cabins on the property is described in the quote as, "...he and his cabin were the best known of any in the County..." Cochran said his intent in building the cabin did consider historic preservation, and his thought was that he would have to start with something smaller. He said that the building is completely behind the home, and the current residents of the house do not have any problem with it. Cochran showed a photograph of the entrance to the property. He said he has worked with the City to develop an entrance, and the City has pushed having a standard road, as well as sidewalks. Cochran said he was all right with that, but if one looks at the whole historic property, the thing that has the most visibility is what it looks like along Gilbert Street. He said that currently it looks very rustic with no improvements. Cochran said that to improve the road will require the removal of some trees and will change the look of that property. He said that some of these things, including fencing, may have to come before the Commission. Weitzel said the entire site plan may be within the Commission's purview. Cochran said it is his understanding that the infrastructure for the road up to the point where the fencing splits has been approved by the City. Miklo said that the planned development with the six units and the reconstructed barn is not on the table right now as far as staff is aware. Cochran said he was not talking about that right now but was discussing the infrastructure improvements necessary to build. Miklo said that the subdivision itself does not necessarily need Commission approval, but any construction of buildings on the site would. Historic Preservation Commission April 12, 2007 Page 10 Miklo asked Cochran if he has an active application. Cochran said he believes he does. He said the six and four subdivision split went to the City Council, and he has documentation about that, although the City is still waiting for some information. Miklo said that the split of the ten-acre lot in two has been approved, but the site plan for the construction will have to be reviewed by the Commission. Cochran said that he did not add any structure to the foundation for this building. He said he used the same foundation that was already on the property. Cochran said that he has not demolished any buildings. Miklo said that this property was ten acres and has been subdivided into two tracts - one containing the brick house in the front and the property towards the back owned by Cochran containing some of the outbuildings. Cochran added that he owns the tail part of the property that goes back to Gilbert Street for access to the property. Cochran said that the agreement split the property into two five-acre tracts without going through a subdivision process. He said that initially he wanted six acres and would like to get that sixth acre back. Weitzel stated that this is an 1870s Italianate farmstead with associated outbuildings. He said that what goes on that property should essentially look to be from that time period; that is the main focus in time. Weitzel said the Commission should be considering if the building looks like something from that time period and if the materials are appropriate. Dykstra said this is an Italianate building in rural Johnson County that was built in 1840. Weitzel said it was built around 1870. Dykstra said it has been stated that the structure should be built in that vein, but previously he had heard that a new building should be in reference to and taking cues from, and he asked what that means. He said that as one looks across the top of the cabin, one sees a monitor building. Dykstra said that no one would argue that that building and the one to its left are in the vein the Commission is talking about. Dykstra asked, as someone is looking at those structures, what the Commission is saying is the medium to reference this. Weitzel said that the Italianate building itself is the main house. He said the farmstead around it would have farmstead-agricultural type buildings from that time period. Miklo said that a concern is that any new construction on the site be compatible with the farmstead that was there. He said there are a couple of options. Miklo said a new building could be made to look like an agricultural building, or another option would be to do something with cues from the Italianate yet doing it as a simpler version of an Italianate. Miklo said another option would be a simple vernacular house from that time period to reflect that style. He said that a log cabin or a very distinct craftsman style house from a different period would probably not be appropriate. Cochran said he and his wife have very clear ideas of what they want their retirement home to look like. He said they have looked at the arts and crafts style, as they want something simple and would like to use wood. Cochran said that he has batten in the barn and could rewrap that building to make it look like the piece of property in the back. Cochran said that he is just looking for guidance and where the Commission will fall on the historicalness of the land and also, what requirements or constraints will be put on the land because it is close to that house. Miklo said one of the great things about this property is that the property to the north is a wooded ravine, and the property to the south is a nature preserve. He said there is a park across the street, so what is visible from the right-of-ways will not change radically. Miklo said that the area to the east has been approved for a residential subdivision, but that is several hundred feet from the house. He said there are some real opportunities here. Cochran said that all of the property to the back is concealed, although he said he knew that one still needed to be a steward of the property. Historic Preservation Commission April 12, 2007 Page 11 Regarding the logs, Swaim said that while the Clark cabin is part of the story of the land, the whole historical significance of this is its operation as a large farm. She said therefore there is a need to honor what kind of building would have been on that land and not after the house was built, not back to the log cabin. Cochran said that initially he had put before the City a six-lot subdivision that had a commercial building where the barn was. He said that was ready to go through the City and was waiting for his commitment to the infrastructure. Cochran said that he is really cautious now, because he has had more uncertainty all the time with this property. He said he needs to know if he has the ability to subdivide the property and also wants to know the limitations and opportunities for the potential buyers of the subdivided lots. Weitzel said that no one is saying Cochran has to mimic the house itself. He said that this was a historic farmstead at a certain period in the late 19th century, and it has one central house, a large barn, and several smaller outbuildings. Weitzel said that for buildings to fit into this context, they should ideally be of an agricultural origin. He said that he is not entirely clear on how this works, so the Commission will want to make inquiries to the National Trust and the State Historical Society of Iowa about exactly how to proceed with this. Weitzel said the Commission probably can say that these buildings should come from the 19th century in design, that there is this context with this property. Weitzel said that this is an individually eligible property that has its context, and things should ideally fit into that. He said the Commission will need to find out what it is working with here in terms of what has been done elsewhere, what can be allowed, what the ideal situation would be, and what is passable and what isn't. Weitzel said at this point, the Commission can probably say that certain materials should be used, and a log cabin probably is not on that list to begin with. He pointed out that Cochran has been before the Commission in the past and is therefore aware of the Commission's existence and that there are processes to go through. Cochran said that this property is boxed in by its registration as a National Landmark. He said he has researched the status, but there is not a lot of information about what can be done; it often defaults back to the City for information and guidance. Cochran said he just needs to know what realm he can stay in and what he can and cannot do. He said he has heard reference to the current home and the outbuildings that would have been associated with the property. Cochran said that guidance still does not help him understand what kind of site plan he could use for a subdivision on this property. He said he needs to understand that financially, particularly if he solicits investors for the subdivision project. Weitzel said that the Commission cannot give an exact answer, because there is no application before it. He said the Commission can give a consensus of things that might not be allowed, but he wants to find out what the Commission is working with and what it can talk about. Weitzel said the Commission would be remiss if it gives a false impression that something is okay or even is not okay and then finds out later that was wrong. Swaim agreed that there are not a lot of national landmarks, and that is why looking to the State Historical Society and National Trust will provide other examples in the nation where some of these problems have already been worked through. Cochran pointed out that this home has been added on to many times. Weitzel said that apparently it was significant enough when it was nominated to be listed on the National Register of Historic Places as it was, with those additions. Cochran asked where he would find that nomination. Miklo responded that the City could provide him with a copy. Miklo said that there are some options to explore in terms of the time frame and the style elements to look at. He said he has seen some contemporary buildings that have agricultural influence, nice modern houses that take some of their cues from agriculture. Brennan said that the house construction itself began in 1864. He said that the log cabin was still on the property in 1859, as shown in the drawing. Brennan said that clearly at some point in McCollister's Historic Preservation Commission April 12, 2007 Page 12 ownership of the property there was a log cabin there; whether this style matches that log cabin style is a different question. Weitzel said the Clark house was actually on the property where the baseball diamonds are now. Miklo agreed that it was not necessarily on this ten-acre tract. Brennan said that it would have been right across the road. Weitzel agreed but said that property was not part of the nomination. Brennan said it may now be a separate parcel, but at the time it was all the same place. Weitzel said he would have to look at the nomination and see what part was actually listed. Terdalkar said that how the Secretary of the Interior Standards deal with the recreation of a historic structure is if one has enough evidence to say that the structure was in a certain place, it then is asked if it is being recreated or trying to relocate it from somewhere else and how appropriate that is. He said he did not believe that bringing a structure, just because it was a log cabin, and installing false logs on the existing structure would make it appropriate. Brennan said it is a different question whether this matches what was there versus whether a log cabin is an appropriate historical structure. He said it seems pretty clear that log cabins were pertinent structures at this time. Cochran said there is a frontier notion of this land, and two people owned the land for over 150 years, using the timber that was on the land. Weitzel said he would just like to look at the nomination to find out more about the reason for its significance and what was incorporated into that context. He said the Commission is not saying Cochran cannot build at all but is considering the style that the building should be. Weitzel said it is probably safe to say that a craftsman house is not appropriate here. He said the Commission is not ready to say what can be approved, as there is not an application and the Commission doesn't know the full details of the nomination. Weitzel said the Commission will want to research the nomination further before committing to anything. Terdalkar said it would be appropriate to have a historic preservation consultant work on the project. Weitzel said the Commission should at least go back to the nomination form and the context. He said that if the context of the McCollister Farmstead was indeed Napoleon and that was indeed an important, significant part of the farm and that is why the Italianate house was significant, then perhaps a log cabin should be allowed. Weitzel said he is just saying that the Commission just does not know at this point. He added that a craftsman house was significantly after that time period, did not have any precedence in that area, and in his point of view, probably should not be allowed there. Terdalkar pointed out that staff has already contacted the State Historical Society and the National Trust about this issue. Miklo stated that the Building Department has issued a violation notice on this. He said that, knowing there has been some discussion on the issue, the Building Department will probably allow some time but will not leave it open-ended. Miklo said if the owner wants a quick solution, that would be to go to the board and batten siding. Cochran said he could attach that to the wood that is already there. Miklo said that staff would talk to Cochran next week about some solutions to this. Discussion and review of current commission bylaws. Miklo suggested the Commission postpone discussion of the bylaws. The consensus of the Commission was to postpone consideration of the issue to the next meeting. Discussion of potential proiects for HRDP Grant Application (deadline May 15). Terdalkar said that the deadline for the Historical Development Program Grant (HRDP) Grant application has been moved up to May 15th. He added that if the Commission is considering submitting an application for a survey of either the Manville Heights area or the near South Side, it should be done soon. Terdalkar said the Historical Society recommended doing these as separate projects, because the natures and the objectives of the projects are different. He said that in Manville Heights there would be a detailed survey, and the near South Side would require a reconnaissance survey. Historic Preservation Commission April 12, 2007 Page 13 Weitzel said that it might be better to survey what is left of the near South Side to get that inventoried to know what is going on there. Ponto agreed. Burford said there has been recent interest by the North Side Neighborhood Association to coalesce the neighborhood to work toward what would be appropriate and achievable boundaries for a historic district there. Miklo said he was not certain that would be an HRDP eligible activity. Weitzel said the survey has been done, and the area has not changed that much that it would have to be resurveyed, unless the boundaries were to be significantly changed. He said the Commission would want to talk about that too at some point. Weitzel said it is very important for the neighborhood to show its interest in this happening. Regarding the HRDP, Terdalkar said that the program has changed so that there is no longer a cap, unless the project involves rehabilitating a natural structure. He said that one requirement now is to have a commitment from a professional to serve on the project. Terdalkar said that question would have to be resolved before applying for the grant. He said that generally the City seeks grant approval first and then uses a bid process for the proposals. Terdalkar said he would find out from the State how this system would work. Terdalkar said that now a project is fully funded or not funded at all. He said that 50% of the grant money is provided up front, and the rest is sent in installments. Miklo suggested asking three or four consultants to submit letters of willingness to serve on the project, because the City does not like to hire someone without having a competitive process. Swaim asked when the grant money would be rewarded. Terdalkar said it would be decided by July 1 st. Miklo asked if the Commission then wanted to submit a grant request for a survey for the near South Side. The consensus was to do so. Weitzel volunteered to work with Terdalkar on the grant proposal. Terdalkar said the Commission has not done any workshops or education recently and suggested something could be put together for a CLG application. Weitzel said the CLG application is due in August. Miklo said that the City has received a draft of the Preservation Plan, and staff is looking it over. He said the Commission should have it soon for review and suggesting potential changes, and then public hearings will be scheduled regarding the Plan. Terdalkar said that a recognition/remembrance ceremony would be held on Friday the 13th in the City Council chambers to recognize those who helped with tornado recovery efforts. He said that Friends of Historic Preservation would represent the historic preservation aspect of this. ADJOURNMENT: The meeting was adjourned at 8:11 p.m. Minutes submitted by Anne Schulte s/pcd/minutes/hpcJ2007/4-12-07.doc Historic Preservation Commission Attendance Record 2007 4/12 X X X OlE X X X X X 3/08 OlE X X OlE OlE X X X -- -- X OlE 2/08 X X X X OlE X X X X X Term Expires 3/29/09 3/29/08 3/29/07 3/29/07 3/29/08 3/29/09 3/29/07 3/29/09 3/29/10 3/29/09 3/29/08 Name Baker Brennan Carlson Gunn McCormally Michaud Ponto Swaim Trimble Key: X = Present o = Absent OlE = AbsentlExcused NM = No Meeting = Not a Member Toomey Weitzel c;: APPROVED MINUTES PLANNING AND ZONING COMMISSION MAY 17, 2007 -7:30 P.M. EMMA J. HARVAT HALL - CITY HALL MEMBERS PRESENT: Dean Shannon, Bob Brooks, Ann Freerks, Wally Plahutnik, Beth Koppes, Terry Smith MEMBER RECUSED: Charlie Eastman STAFF PRESENT: Bob Miklo, Karen Howard, Sarah Holecek, Sara Greenwood OTHERS PRESENT: Steve Gordon RECOMMENDATIONS TO COUNCIL (become effective on Iv after separate Council action): Recommended approval, by a vote of 4-2 (Smith, Shannon voting against; Eastham recused) REl06- 00025, an application submitted by MSHG Investment Co., LC for a rezoning of 15.42 acres of property from Medium Density Single Family Residential (RS-8) to High Density Single Family Residential (RS-12) for property located south and west of Whispering Meadows Drive subject to a conditional zoning agreement specifying that the developer will be responsible for constructing Whispering Meadows Drive to the west edge of the Sycamore Greenway to provide adequate secondary access for the property proposed for rezoning. Recommended approval, by a vote of 6-0 (Eastham recused) REl06-00026/SUB06-00027 a request for a rezoning from Medium Density Single Family Residential (RS-8) and High Density Single Family (RS- 12) to Planned Development Overlay 8 and Planned Development Overlay 12 (OPD-8 and OPD-12), and the Sensitive Area Development Plan and preliminary plat for Whispering Meadows, Part 4, an approximate 34.86-acre, 122-lot residential subdivision located west of Whispering Meadows Subdivision, Parts 2 and 3, be approved subject to resolution of deficiencies and discrepancies noted in Staff Report of 5/3/07 and to a conditional zoning agreement specifying: . the wetland mitigation plan must be approved by the Army Corps of Engineers and all other applicable State and Federal agencies; . Copies of all site visit reports and annual monitoring reports submitted to the Army Corps of Engineers will also be sent to the City; . The wetland mitigation site will be monitored by a wetland specialist for a period not less than 5 years and until 85% of the lots abutting the wetlands are developed and the other 15% of the lots are stabilized. Written reports will be submitted to the City after every site visit (at least 3 reports per construction season) and any damage to the wetlands repaired . Prior to final plat, submittal of a maintenance plan prepared by a wetland specialist and approved by the City for the wetland areas and private open space within outlots A and S, detailing long term maintenance responsibilities and estimates of maintenance costs. Recommended approval, by a vote of 4-2 (Koppes, Brooks voting against; Eastham recused) a recommendation to City Council to accept the dedication of land for public open space instead of requesting fees in lieu of, with a minimum of 1.82 acres connecting to the existing wooded area to remain in the natural woodland state. CALL TO ORDER: Freerks called the meeting to order at 7:34 pm. Public Discussion of Anv Item Not on the Aqenda No discussion. Rezoninq 1 Development Items Planning and Zoning Commission May 17, 2007 Page 2 REZ06-00025, discussion of an application submitted by MBHG Investment Co., LC for a rezoning of 15.42 acres of property from Medium Density Single Family Residential (RS-8) to High Density Single Family Residential (RS-12) for property located south and west of Whispering Meadows Drive. (45-day limitation period: 5/18/07) SUB06-00017/REZ06-00026, discussion of an application submitted by MBHG Investment Co., LC for a preliminary plat of Whispering Meadows Subdivision Part 4, a 122-lot, 34.86-acre residential subdivision and rezoning from Medium Density Single Family (RS-8) zone and High Density Single Family (RS-12) zone to Planned Development Overlay Zone (OPD-8 and OPD-12) for property located south and west of Whispering Meadows Drive. (45-day limitation period: 5/18/07) Howard said there were a few outstanding issues from the previous meeting. Since the previous Planning and Zoning Commission meeting, Planning staff met with representatives from the Fire department, Public Works department and Transportation Planning to reconsider the issue of whether the developer should be responsible for extending Whispering Meadows Drive to the western edge of the Sycamore Greenway. Staff confirmed their initial recommendation that this road connection was needed for connectivity and for secondary access for the property proposed for rezoning. The request is for an upzoning and a significant portion of the sensitive features on the site are being disturbed and modified in order to maximize the development potential of this property. Due to the extent of the development proposed, the road connection is necessary for secondary access. Because this particular development makes this street connection necessary and because it will largely benefit this particular development, staff feels that the cost of extending the road across the Greenway should be borne by the developer. The applicant also requested reconsideration of the neighborhood open space fees in lieu of the dedication of land. Originally it was taken to the Parks and Recreation Commission who determined that they did not feel that this was suitable for public open space and did it meet the standards of the Neighborhood Opens Space Ordinance. Howard reported that she and Terry Trueblood, the Parks Director, visited the site to walk the property; Trueblood re-confirmed his preference for open space fees in lieu of dedication. The property contains some mature woodland but it also contains a lot of underbrush which would require some clearing and maintenance to get it up to standards for neighborhood open space use. Howard reported that Trueblood would agree to take the issue up with the Parks and Recreation Commission again if the Planning and Zoning Commission felt strongly that a portion of the woodland on Outlot A, which abuts the Sycamore Greenway Trail should be accepted for neighborhood open space, he would take the issue back to the Parks and Recreation Commission or the applicant could make his request before the P&R Commission. Miklo said the area shown on the preliminary plat which was proposed for open space dedication was the most logical area as it abutted the trail and the open space could be integrated in to the overall trail network. It was relatively flat and dry; to be made usable the brush and poison ivy would need to be cleared from the area. Miklo said the ultimate decision would be made by City Council but the Commission could make a recommendation supporting either the fees or the dedication of land. Howard also addressed possibilities for protection for the trees on the northern edge of the property next to the existing home lots. Concerns had been expressed about the loss of the trees by the existing homeowners along Amber Lane, because their lots back up to the proposed development. When Howard and Miklo visited the site, they looked at this area as well. A lot of the area for the drainage easement along the northern boundary of the property has already been cleared; it looked like most of the trees were outside/south of the proposed drainage easement area. Howard suggested that there is a potential opportunity for the developer to identify and preserve the mature trees in back yards of the proposed lots to reassure the neighbors that the lots would remain wooded to the extent possible. There are also mature trees along the Sycamore Greenway; staff also suggested that the developer identify and attempt to save those mature trees as well. Koppes asked if further consideration had been given to traffic issues and the need for an additional collector street; did they have a timeline for development yet? Howard said it would depend on the market; how quickly the General Quarters subdivision would be developed to the west and how quickly the proposed Whispering Meadows subdivision would develop. Planning and Zoning Commission May 17, 2007 Page 3 Miklo said in terms of secondary access, it was the City's policy that for a temporary period situations like this might arise but the City was concerned about the long term. It might be a number of years before an actual access point to Sycamore Street would occur; it was an issue that the City just had to deal with. In the long term, extending Whispering Meadows Drive is necessary. Koppes said the area was being upzoned which would increase traffic which fed back to Lakeside Drive. There was no alternative for traffic flow. Howard said if the street were extended across the Greenway it could then be further extended over to Sycamore Street when General Quarters subdivision was developed. Smith asked if there had been any change in the sidewalk situation? Howard. said Staff continued to recommend against waiving the sidewalk requirement along Outlot A. Smith asked if there had been any change regarding the issue on maintenance and/or monitoring of the wetland area. Was the recommendation still to have the developer monitor the wetland mitigation site until all lots had been developed or would it be capped at 10 year monitoring period. Howard said Staff continued to recommend 1 a-years or as long as there were undeveloped lots surrounding the wetland mitigation site, whichever is later. The potential for damage to the newly created wetlands would be greater as long as construction was occurring on the lots that surrounded the wetlands. Miklo noted as an example the subdivision to the east which has been going on for 15 or 16 years and there were still a number of vacant lots in the area - it had just recently begun to fill in. Depending on the market, the proposed development could go on for more than 10 years before it was fully built out. Plahutnik asked if there had been any further discussions with the developer? Howard said she'd spoken with the developer but it appeared that Staff and the developer were in the same positions as previously. Brooks said if everything stayed the same as it was and the wetland mitigation was done off-site, did Staff know how many lots the developer could achieve. Wasn't the upzoning being allowed to allow the mitigation to occur on site. Miklo said that was not necessarily correct. Howard said even if mitigation was not done on site, with the existing blue-line stream corridor she didn't know if it would be possible to get any more lots on the property. Miklo said the RS-12 zoning would increase the density over what would be allowed even if there were no wetlands on the property. Staff had roughly calculated 20-25 additional units as a result of fairly narrow lots. Public discussion was opened. Steve Gordon, MBHG Development, said their position was still the same as at the previous Commission meeting. Sidewalk connection - he understood Staff's position and noted that the Commission did not seem in support for waiving the sidewalk requirement, so they would drop their request for a waiver. Fees in lieu of - Gordon noted that he had a conversation with Howard regarding this and understood Staff's position about usable neighborhood open space. It was not too big an issue for him, but they still felt that since a significant amount of land on the site would remain as open space, they should not be required to pay fees in lieu of. Wetland mitiqation plan -to extend maintenance and monitoring from 5- to 1 a-years would require the developer or future land owners to incur additional costs. Gordon requested to have the time period capped at 10 years rather than having it be the undetermined period of until full build out. If the situation arose that just one lot did not develop because someone had purchased two lots but only developed one lot, the mandatory monitoring burden could run an indefinite period. He noted that the City had a strict stormwater management ordinance which would provide protections. Developer's preference was a capped 10-year monitoring period or when all construction was completed, whichever was earlier. If the 1 a-year period came first, then all the remaining undeveloped lots would need to be stabilized and covered with grass. Planning and Zoning Commission May 17, 2007 Page 4 Up-zoninq, traffic concerns; requirinq the developer to build a street bevond their propertv line. Gordon noted that if they only utilized RS-8 zoning and put in single-family lots, maintained the buffer around the blue line area, mitigated a few wetland fingers where Whispering Meadows would come in, did not disturb the big patch of wetlands in the lower end - the developer would lose 14 lots and only be able to get in 108 single-family lots. The developer felt with their proposed single-family and town home design they were offering a variety of housing and were vastly improving a blue-line wetlands drainage ditch which was currently of low value; improvements which did not come without some costs. The fourteen extra town home lots had alleys associated with them for which the developer would incur extra expenses as well as the re-planting of the trees which would be removed from the stream corridor. Gordon said the costs incurred by the developer to build the 14 town home lots did not justify nor make it feasible for the developer to pay the $270,000-$300,000 to build across the greenway. Gordon said they'd designed for the street to go through as a collector street; the developer continued to request that they not be required to pay for construction of the street beyond their west property line. Gordon said at the previous Commission meeting the neighbors had expressed concern regarding their initial meeting with the developer and having been told that 50% of the trees would be preserved. It had never been the developer's intent to cut down all the trees in the northwest corner of the property. He also noted that originally there had been a cul-de-sac planned for that area. The original plan had shown that 50% of the trees would have been preserved, so the current plan was different than what the neighbors had seen at the first neighborhood meeting. The neighbors had also mentioned concerns regarding no shade along the trail and the extended time frame for newly planted trees to grow and provide shade again. Two-thirds of the existing trees along the trail were scheduled to be preserved; just the upper northwest corner was scheduled to be cleared. Gordon said in the 50-foot buffer area the trees that were being preserved in the buffer area were not included in the total count/calculation of trees being preserved. It was possible that some trees might be damaged during construction but the developer was aware that wooded lots were more valuable and the lots were fairly deep so in the backyards of the lots it was probable that the mature trees could be preserved. Gordon said the issue of the General Quarters subdivider paying for Gable Street to be connected across the Sycamore Greenway was not a comparable situation. Since it had been their only access into and out of the site then they would have had to pay to develop it or wait until it had been developed from the south. That was not the case for this particular development and it was not a fair comparison. In response to Gordon's comments regarding monitoring of the wetland mitigation site, Miklo said an alternative solution to capping the number of years the wetland monitoring plan would be in effect was to set a percentage, i.e. when x percent of the lots were developed then the monitoring obligation would cease. Miklo and Gordon agreed that a reasonable percentage would be when 85% of the lots abutting the wetlands were developed and the balance were stabilized, then the monitoring obligation could cease. Freerks asked Gordon if the developer would be willing to mark some of the mature trees to be preserved help assure the neighbors that some of the trees would be preserved. Gordon said he'd spoken with Howard about that issue. At this point in the process it would be hard to mark the trees but the developer would have another neighborhood meeting and once they had a better idea regarding grading for the drainage way and elevations, they would have no issues with marking the trees in some manner. Brooks asked if an individual purchased a lot and held on to it for several years then decided to cut the trees down on the lot, could they do so. Holecek said unless a covenant or conservation easement were placed on the trees there was no mechanism for preserving the trees. Brooks said he felt tree preservation was important but the Commission seemed to be pushing for something that in 5-years individual property owners could do regardless. It seemed that there were other issues that were more important, such as infrastructure and maintenance issues. He noted that everyone wants to protect good quality trees that were worth preserving and the Commission appreciated developers who made the effort to preserve those trees. Unless the Commission could guaranteed that 10 years from now the property owner could not cut down the preserved trees, it seemed a moot issue. Howard suggested putting some general wording in the subdivider's agreement such as, 'prior to grading a survey would be taken to see if there were quality trees which could be preserved.' It would not tie the Planning and Zoning Commission May 17, 2007 Page 5 developer's hands as to specific trees, but would show a good faith effort to take the trees into account. Gordon said their goal was to make the backyards as nice as possible and they would certainly preserve all the trees that they could. He did not have an objection to putting general language in the subdividers agreement as Howard suggested, but did not want it to be specific. He agreed with Brooks that ehey could not make any guarantees about preservation of the trees after the lots were purchased. Howard said she wished to clarify that the decision regarding the road crossing would ultimately be decided by the City Council. The Commission could make a recommendation that was different from the staff position, but that since Staff felt very strongly about this issue she wanted to make sure the Commission was aware that staff would continue to advocate at Council level that the developer be required to pay the cost of the extending the road to the west edge of the Sycamore Greenway. Public discussion was closed. Smith said before any motions were made, he wished to clarify the conditions that had been discussed. . Wetland mitigation approval and long term maintenance - same as listed in Staff Report of 5/3/07. . Copies of site visit reports - same as listed in Staff Report of 5/3/07 . Monitoring of wetland mitigation site - limitation of when 85% of the lots abutting the wetlands were developed and the balance were stabilized; the maintenance plan would no longer be in effect. Smith said he personally preferred the term of 10 years, which was more restrictive on the developer, be maintained. In his profession they compiled a lot of statistics on development; the statistics showed that most developments developed during the 10-year period. In normal cases 85% of the development occurred within 2-3 years, if they used the 85% factor in theory there would still be construction on 15% of the lots without any monitoring of the wetlands. The 1 O-year term was finite; everyone knew the end date. The townhouse development that surrounded the wetland site would occur in increments rather than one dwelling at a time. Smith said his preference for wetlands monitoring would be 10-years or until all of the lots abutting the wetlands were developed, the lesser of the two. Freerks said there was merit to Staffs recommendation about the 85% build out. Miklo said 35 lots touched the wetland area, 15% would be 5 lots. Howard said 5 years would be the minimum required by the Army Corps of Engineers so the Commission could specify 10 years and until 85% of the lots surrounding the wetlands were developed and the remaining 15% being stabilized. Submission of wetlands maintenance plan - had not been discussed. Howard said Staff felt that with the wetland mitigation plan it was Staffs opinion that the likely responsibilities for the home owner's association had not been spelled out very well. Staff felt it needed to be fleshed out and a wetland specialist would need to prepare an analysis in more detail so that homeowners would know what they were getting in to and the transition from developer to homeowner's association would be spelled out. Even perhaps seed money set aside. Question about recommendation of dedication of open space or waiving of fees in lieu of. Miklo said the Commission would not be able to waive the fees, but they could make a recommendation of acceptance of the Parks and Recreation Commission's recommendation or they could make a recommendation of their own. Plahutnik said he grew up next to a park with woods and had a preference for woods. Smith said he agreed with Plahutnik. As parks, baseball and soccer fields held an attraction for people, but it was only one attraction in a community. Hickory Hill was another which allowed people to go mushroom hunting. The underbrush area was desirable for some public activities. He would be open to recommending that the City accept the wooded area 'as is'. It abutted the greenway and seemed like a natural extension which would benefit some segments of the population. Planning and Zoning Commission May 17, 2007 Page 6 Freerks said the area didn't necessarily need to be cleaned out or taken care of immediately; it could remain in its natural wooded state for quite some time. Miklo said when land was dedicated to the City to fulfill the neighborhood open space ordinance, it needed to be in an acceptable condition at the time of dedication. At least the required 1.82 acres would need to be cleaned up before it was accepted by the City. The idea of the neighborhood open space ordinance was that land was being set aside as active usable neighborhood open space. The woodlands could be accepted, but in order to get the credit for the ordinance the 1.82 acres would need to be cleaned up. Miklo said Parks and Recreation may not have the budget to clean up areas such as the wooded area being discussed. Freerks said she would like to see part of the area be dedicated as open space. Brooks asked for a clarification as to what other parks were located in the near area. He said he'd grown up in the wooded parks era as well; growing up they'd climbed on trees and not played on swing sets. There was a value to that type of space in a park system, there was also a need for playgrounds in a development like this. Because of the character of the open space, if the developer had included an active usable playground area in the development, they probably would not be having this conversation. Brooks said he would be better able to frame his answer if he knew that Parks and Recreation had identified a specific site for playgrounds and ball fields and open space. Miklo said when there was development south of the greenway, Parks and Recreation had plans to make improvements there. Brooks said he was leaning toward the Fees in Lieu of, there would be more benefit gained from that. The wooded area would be there and the neighborhood kids would use it as they saw fit. In the broader picture of the community park system, he supported Parks & Recreation staff on their recommendation of fees. Shannon said he was leaning toward the dedication of land rather than fees. Koppes said her concern was still with traffic and collector street issues. Missing sidewalk in Outlot A. Commissioners agreed with Staff's recommendation not to waive the sidewalk installation. The missing sidewalk along the west side of Verbena Drive should be installed by the developer. Street extension / Crossing of the greenway. Smith said it appeared that there were three options 1) As the developer had requested - do not require the developer to do anything beyond their property line, 2) Staff's recommendation - that the developer be responsible for 100% across the public greenway, 3) 50- 50 split between City and Developer. Staff had voiced the concern that the 50% that was not paid for by the developer would become the financial burden of the general public. Holecek said there was no legal mechanism to require the property owner of General Quarters to the west to pay for half the connection across the Greenway because the was not a particular benefit to the General Quarters subdivision to having this connection. Brooks asked why this wasn't planned for earlier. Howard said that given the extent of the environmental features on the subject property the amount of development could not be easily anticipated. She noted that the City had originally tried to purchase much of the subject Whispering Meadows property to make it part of the greenway, given the amount of sensitive environmental features on the property. Early on it had been difficult to say how much of the property could be developed because of all the sensitive features on it. There had been discussion early on about where the arterial street should be located, because that location had changed the location of the collector streets had changed. Howard said given all its complex features, the developer had done a good job in maximizing the development potential of this piece of land. Because of that and because of the number of lots being proposed for development, it made it more critical that there be a connection at this location. The connection was being driven by the proposed development of this property. Traffic from General Quarters generally would not go to the east; it would flow to the west because that was where the arterial streets were and where most destinations in the community are. Howard said a developer was always responsible for ensuring that they could connect up their infrastructure to make it a developable piece of land. It was not unusual for a developer to have to payoff site costs if those costs were something that were necessary for the development of their piece of Planning and Zoning Commission May 17, 2007 Page 7 property. This was similar to other situations where development had occurred in piece-meal fashion and it just happens that in this case the City owns the off-site piece of property. Miklo said if the proposed development were of a much lower density, the discussion probably would not be occurring as the proposed development would not be generating the traffic that would necessitate the second way in and out. Miklo confirmed that the City would pay the oversize paving costs for the street to be constructed to collector street standards. Smith said his preference would be the 50/50 option. Brooks said that because he felt that the City had boxed themselves in, he reluctantly supported that option. Plahutnik said he supported the developer paying for the connection; that was why he'd supported consideration of land dedication instead of fees in lieu of. Someone had to pay for it, in this instance it should be the developer because it largely benefited this development. Koppes said with to the number of lots being proposed for development she felt that the developer should pay for the street connection. She did not see any reason for General Quarters to pay for it. She also didn't see a need for the community to pay for it. Shannon said it was easy to say the developer should pay for it. However in his mind, if the developer was required to pay for the connection the costs would be passed on to the lot purchasers and they wouldn't be affordable lots. He'd prefer the 50/50 split. Freerks said she would support the developer paying for the connection; it would much more benefit Whispering Meadows than General Quarters. Motion: Smith made a motion to approve REZ06-00025, a rezoning of 15.42 acres of property from Medium Density Single Family Residential (RS-8) to High Density Single Family Residential (RS-12) for property located south and west of Whispering Meadows Drive subject to a CZA specifying that the developer would be responsible for constructing Whispering Meadows Drive to the west edge of Sycamore Greenway to provide adequate secondary access for the property proposed for rezoning. Plahutnik seconded. Smith said he would not support the motion, he wanted the development to go forward but did not feel that the developer should have to pay for the entirety of the road connection across the Greenway. Koppes said she would support the motion, because without making the developer pay for it, the collector street would never go through. The area had to have another collector street to serve this additional development. Freerks said she would support the motion because Whispering Meadows subdivision would benefit; she didn't feel the tax payers should bear the burden rather than those who would benefit from the connection. The motion passed on a vote of 4-2 [Smith and Shannon voting against]. Motion: Smith made a motion .to approve SUB06-00017/REZ06-00026, a preliminary plat of Whispering Meadows Subdivision Part 4, a 122-lot, 34.86-acre residential subdivision and rezoning from Medium Density Single Family (RS-8) zone and High Density Single Family (RS-12) zone to Planned Development Overlay 8 Zone and Planned Development Overlay 12 Zone (OPD-8 and OPD-12) and the Sensitive Area Development Plan for property located south and west of Whispering Meadows Subdivision Parts 2 and 3, subject to resolution of deficiencies and discrepancies noted in Staff Report of 5/3/07 and subject to terms of a CZA as noted in Staff Report of 5/3/07 for bullet points 1,2,4. Bullet point #3 to be amended as, "The wetland mitigation site will be monitored by a wetland specialist for a period of 5 years and until 85% of the lots that surround the wetlands are developed with reports submitted to the City after every site visit at least 3 reports per construction season and any damage to the wetlands repaired". Brooks seconded. Planning and Zoning Commission May 17, 2007 Page 8 The motion passed on a vote of 6-0. Motion: Brooks made a motion that a recommendation be made to City Council to endorse Parks and Recreation Commission recommendation for fees in lieu of instead of the dedication of land for the neighborhood open space requirement. Plahutnik seconded the motion. Smith said he would not support the motion, he'd prefer to see a wooded area oft the green space. It would be a good amenity to the neighborhood and to the community and less cost to the developer. Plahutnk said he agreed with Smith. Freerks said she agreed with Smith, a woodland open space would be a better use of the area. The motion was denied for a lack of majority. [Smith, Plahutnik, Shannon, Freerks voted against] Motion: Plahutnik made a motion that a recommendation be made to City Council to accept the dedication of at least 1.82 acres of open space (a portion of the wooded area within Outlot A adjacent to the Sycamore Greenway) from the developer instead of requesting fees in lieu of. Smith seconded the motion. The motion passed on a vote of 4-2 [Koppes and Brooks voting against] Other Items: Commission confirmed that that the informal Monday meetings would be at 5: 15 (unless cancelled) until further notice. Sara Greenwood, Assistant City Attorney, was introduced. Consideration of the Mav 3. 2007 meetinq minutes Motion by Brooks to approve. Koppes seconded. Motion approved by a vote of 6-0. Adiournment Motion by Brooks to adjourn. Koppes seconded. Motion approved by a vote of 6-0. The meeting was adjourned at 8:53 p.m. Minutes submitted by Candy Barnhill. spcd/mins/p&Z12007/5- 17-07. doc Iowa City Planning & Zoning Commission Attendance Record 2007 FORMAL MEETING Term Name Expires 1/18 2/01 2/15 3/01 3/15 4/05 4/19 5/3 5/17 Brooks 05/10 X X X X X OlE X X X Eastham 05/11 X X X X X X X X X Freerks 05/08 X X X X X X X X X Koppes 05/07 X X OlE X X X X X X Plahutnik 05/10 X X OlE X X X X X X Shannon 05/08 X X 0 X X X X X X Smith 05/11 X X X X OlE X X X X A. NFORMAL MEETING Term Name Expires 1/29 2/26 4/16 4/30 B. Brooks 05/10 X X X X C. Eastham 05/11 X X OlE X A. Freerks 05/08 X X X X E. Koppes 05/07 X OlE X X W Plahutnik 05/10 X X X X D.Shannon 05/08 OlE X X X T. Smith 05/11 X X X X B. Key: X = Present o = Absent OlE = AbsenVExcused FINAL MINUTES City of Iowa City Animal Care Task Force April 12, 2007 - 6:00 P.M. Meeting Room E -- Iowa City Public Library Call to Order: Meeting called to order at 6:07 p.m. Members Present: Pat Farrant, Jane McCune, Teresa Kopel, Paula Kelly, Lisa Drahozal Pooley Members Absent: Staff Present: Misha Goodman Others Present: Roxanne Schomers, John McLaughlin, Trish Wasek Old Business: 1. March 8, 2007 minutes approved as presented. 2. Continuation of Committee Discussion Misha Goodman relayed staff comments, changes and additions to the list of ordinances. She also provided staff suggestions for the permits/fees discussion. Lisa Drahozal Pooley will revise the ordinance list and send to members. Misha Goodman will meet with legal counsel concerning the ordinance, permit and fee possibilities. Pat Farrant discussed various spay/neuter model programs. Misha Goodman said that in the proposed renovation ideas for the Animal Center, space would be included for a spay/neuter clinic. There are three options for Center expansion: building up, building out or a new location. Teresa Koppel reviewed her most current version of the landlord survey. 3. Permit and fees discussion tabled until 5/17/2007 meeting. 4. Statistics/educational seminars discussion tabled until 5/17/2007 meeting. 5. County meeting follow up Misha Goodman reported that there have been no further meetings with the county since our last meeting. [;[ 6. Exotic animal state law follow up Misha Goodman said that one part of the law passed with minor amendment HF888. Guests John McLaughlin and Trish Wasek added that the amendment allows a person with a USDA license to be exempt from the law, but that the state department of agriculture will have a right to investigate complaints. 7. Continue Center hours extension discussion/budget results Center hours extension discussion has been tabled until the 5/17/2007 meeting. Due to a problem with the budget documents, Misha Goodman is waiting to find out for certain what the Center budget will be. New Business: 1. The April 26 Animal Care Task Force meeting has been moved to May 17. June meetings will be on 6/14 and 6/28. Same time and location. Recommendations to City Council: When contracts with the Iowa City/Coralville Animal Care and Adoption Center are written or renewed, the Animal Care TaskForce strongly recommends to the Iowa City Council that these current policies continue to be included: 1) There is no limit to or cap on the number of days that an animal will remain in the Animal Center. 2) All animals will be subject to the policies of Iowa City, including but not limited to Quarantine Procedure, Holding and Impound Procedure, Adoption Procedure, Euthanasia Procedure, and Emergency Medical Procedure. The Animal Care Task Force believes public opinion supports these policies. Task Force Member Comment: Lisa Drahozal Pooley announced the upcoming Ilam - 4 pm June 91\ 2007 Bully Workshop: Breed Specific Education. The workshop is organized by Andrea Kilkenny, a Center employee, and is geared towards owners, potential adopters, trainers, rescue/shelter personnel, and pet care business owners, as well as anyone interested in learning more about the American Pit Bull Terrier and related breeds. Cost for the registration is a donation of $25. For questions or to register, contact Andrea at 319-594- 4146 or pitbullgirI2@mchsi.com 2 Staff Comment: Misha Goodman said that Pat Farrant and Jan Ashman are stepping down from the Deer Task Force after many years of service, and so the task force is looking for others to fill these spaces. Also Misha Goodman mentioned that Ro ZelIa Sorrenson-Grabin and Jan Ashman are currently writing a disaster plan. Citizen Comment: Roxanne Schomers added her agreement of the above policies recommendation to City Council. Agenda for May 17, 2007 Old Business: 1. Approve Minutes of April 12, 2007 2. Continue SpaylNeuter Committee discussion 3. Coralville/County agreement discussions 4. Continue permit and fees discussion 5. Continue statistics/educational seminars discussion 6. Continue Center hours extension discussion Meeting was adjourned at 8:14 P.M. 3 I UO-'I ;-0, 3b 7 FINAL MINUTES City of Iowa City Animal Care Task Force March 8, 2007 - 6:00 P.M. Meeting Room E -- Iowa City Public Library Call to Order: Meeting called to order at 6:07 p.m. Members Present: Teresa Kopel, Paula Kelly, Lisa Drahozal Pooley Members Absent: Jane McCune, Pat Farrant Staff Present: Misha Goodman Others Present: Roxanne Schomers Old Business: 1. February 22, 2007 minutes approved with adjournment time revised to 7:50 p.m. 2. Continuation of Committee Discussion Lisa Drahozal Pooley reviewed revisions to the ordinances. She will further revise and then will send them to Misha Goodman so that the Center staff can review them. We will revisit the ordinances at the next meeting and will also commence with the permit/fee discussion, which has been tabled until April 12th. Concerning the proposed ordinance allowing veterinarians and pet stores to issue licenses, Misha Goodman explained that there is currently no "kickback" type program in place. It may be easiest to allow vets and pet stores. to distribute forms to clients, who can then mail or take in the license applications to the Animal Center. This would eliminate money transfer issues. Teresa Kopel presented a draft of a landlord survey for review. She will make revisions based on member comments. 3. Spay Day Update Spay Day was a success with a spay/neuter total of 43 animals. 4. Fees The fees discussion was tabled until the April 1 ih meeting, when it will be combined with the permit discussion. 5. Statistics Misha Goodman distributed copies of statistics for the 15t quarter of 2007. Teresa Kopel presented the summaries she compiled for outcomes and euthanasia from 2003-2006. For the next meeting, she will review reasons for relinquishment and jurisdictions in order to provide more information on what problems are out there and where they are most prevalent. 6. County Contract Discussion Misha Goodman reported that Johnson County. Johnson County has requested some changes from the Coralville agreement. The contract with Coralville is set up so that payment is based on a per animal per day fee. There has been discussion by jurisdictions about implementing, as a revision to the current Coralville contract, a limit or cap on the number of days an animal will be kept at the shelter. The Task Force members responded negatively to this idea and were concerned about the multitude of possible repercussions this revision would cause. Mishaalso reported that the county did express an interest in Spay Day. 7. Misha Goodman reported that the state exotic animal law has passed at the first level. 8. The educational seminars discussion was tabled until the Aprillih meeting, to be discussed in conjunction with statistics. New Business: 1. The March 22, 2007 meeting was cancelled. The next Task Force meeting will be April 12, 2007. 2. Extending Animal Center Hours This agenda topic was raised by Lisa Drahozal Pooley. She cited weekends as being seemingly prime time for people to visit the Center. Also since the Center closes at 3 p.m. on Saturdays and Sundays and doesn't reopen until 6:30 a.m. on the following day, the dogs have to wait almost 15 hours before getting a chance to relieve themselves outside. Misha Goodman provided history for the current hours, explaining that Iowa City administration did not want the Center to close on a weekday. Four staff members minimum are necessary on any given day that the Center is open. If the newest budget 2 allows the Center to hire another temporary employee and work study person, Misha felt that it might be possible to extend Saturday hours to 5 :30 p.m. Public Comments: 1. Roxanne Schomers commented that she thought Spay Day was a great idea. She also reported that information from the Task Force landlord discussions helped an acquaintance of hers convince a landlord to allow a pet to remain in the rental. Agenda for April 12, 2007 Old Business: 1. Approve Minutes of March 8, 2007 2. Continue Committee discussion 3. Continue permit and fees discussion 4. Continue statistics/educational seminars discussion 5. County meeting follow up 6. Exotic animal state law follow up, if any 7. Continue Center hours extension discussion/budget results Action Items: -Lisa Drahozal Pooley will send revised ordinance proposals to Misha Goodman for Center staff to review. - Teresa Kopel will revise landlord survey. - Teresa Kopel will compile statistics on relinquishment and jurisdictions. Meeting was adjourned at 8:18 P.M. 3 IJ;[ FINAL MINUTES City ofIowa City Animal Care Task Force February 8, 2007 - 6:00 P.M. Meeting Room E -- Iowa City Public Library Call to Order: Meeting called to order at 6: 10 p.m. Members Present: Teresa Kopel, Paula Kelly, Pat Farrant, Lisa Drahozal Pooley Members Absent: Jane McCune Staff Present: Misha Goodman Others Present: Roxanne Schomers, Michelle Hickman Old Business: 1. January 18, 2007 minutes unanimously approved as presented. 2. Committee Reports on Goal Setting Lisa Drahozal Pooley presented information on city code ordinances from other Big Ten cities as well as from Des Moines and Cedar Rapids. In relation to this topic, Misha Goodman explained ongoing discussions pertaining to licensing in Iowa City. Licenses can currently be renewed through the mail and credit cards are now accepted as payment. There has been some interest expressed in licensing onsite at veterinary clinics, however, the process, especially transfer of money and information, needs to be worked out. Teresa Kopel presented information on possibilities in the commercial arena including landlords, pet stores, puppy mills and veterinarians. Pat Farrant created a list of potential field headings for a database to collect information on the broad topic of spay/neuter programs. Misha Goodman also mentioned an existing fund, currently used toward the Animal Center's medical fund, which is collected when an unaltered license is purchased. Half of the $30.00 fee goes into this fund, which could potentially be used to help fund spay/neuters. Teresa Koppel suggested asking for donations at the Animal Center when transactions, such as the purchase of licenses, take place. 1 Misha Goodman handed out the Animal Center fee schedule. She asked members to consider which fees might be raised as fee increases are currently on the table. New Business: 1. Spay Day February 28, 2007 Misha Goodman related that there is good media coverage for the event. The target number is 40 cats and 20 dogs. The dog schedule is already filled. Other services offered will include microchipping, rabies vaccine at a reduced cost, and other vaccines at a reduced cost. Dr. Jen Doll and Dr. Dennis will be the participating veterinarians. Support is being provided by Johnson County Humane Society, Friends of the Animal Center Foundation, Pit Bull Rescue Central, Humane Society of the United States, and Spay Iowa. 2. Project Discussion Members will work to further define spay/neuter goals. Lisa Drahozal Pooley: - Will send any fee information from ordinances and all information from report to members. - Will write up relevant ordinances from survey that would work in Iowa City. Teresa Kopel: - Will contact the City Clerk about the resolution of fees. - Will look into doing a survey to landlords concerning allowing pets and will contact Bonnie Hendrickson of the Iowa City Area Realtors Association for information on landlord associations. Misha Goodman: - Will send fee information from earlier research for comparison Paula Kelly: - Will talk to BEBT about how onsite licensing might work in their facility Michelle Hickman: Will find out about permits for a business such as street vendors with relation to other permit fees for businesses. All members: Will consider database fields we could add to the spay/neuter program database. All members: Will review the Animal Center fee schedule and compare to other fees 3. Set next agenda Agenda for February 22, 2007 Old Business: 2 1. Approve Minutes of February 8, 2007 2. Continue Committee discussion 3. Spay Day update New Business: 1. Misha to present Animal Center statistics from 2003 to current 2. Misha Goodman update on current license discussion with vets and City 3. County Contract discussion update 4. Set next agenda Meeting was adjourned at 8:17 P.M. 3 C![ FINAL MINUTES City of Iowa City Animal Care Task Force January 18,2007 -7:00 P.M. Meeting Room E -- Iowa City Public Library Call to Order: Meeting called to order at 7:07 p.m. Members Present: Jane McCune, Teresa Kopel, Paula Kelly, Pat Farrant, Lisa Drahozal Pooley Members Absent: None Staff Present: Misha Goodman Others Present: Roxanne Schomers, Michelle Hickman -December 21,2006 minutes unanimously approved as presented. -All agreed on meeting monthly but meeting bi-monthly for the first few months; meetings will take place on a Thursday at 6 P.M. Upcoming dates/times: Feb 8 at 6:00 P.M. Feb 22 at 6:00 P.M. Mar 8 at 6:00 P.M. Mar 22 at 6:00 P.M. Apr 12 at 6:00 P.M. Apr 26 at 6:00 P.M. Misha Goodman will reserve rooms in the ICPL for the above meetings. Lisa Drahozal Pooley and Misha Goodman will work on finding a way to send automatic reminders for the meetings with Outlook. -Attendance expectations: All agreed that two consecutive unexplained absences will result in a vote by the board as to whether to allow that member to remain on the Task Force. -All agreed that staff, members of the Task Force, and invited guests will sit at the table during meetings; welcome visitors will sit peripherally. -All agreed that we will have public comment after each issue. - The Task Force determined that overpopulation was the most important issue at hand and could be addressed from four directions: 1) codes, 2)license, 3) spay/neuter, 4) commercial. The Task Force used the S.W.D.T. method (Strengths, Weaknesses, Opportunities, and Threats) to evaluate the current overpopulation situation. Strengths: . . . . . . . . . . State requirements concerning sin of shelter animals More awareness in the community V olunteer base Concept of feral Educated community FACF, JCHS Activists Some vet support Money (UNASH, FACF, MICCIO) City Council Weaknesses: . Ag state . Mindset that animals are livestock or property . No insurance/vet cost . Education to various cultures . Space/personnel limitations . Burn out/stress . Commercial . Misconceptions/myths . No low cost sin Opportunities: . Spay Iowa . Grants . Jurisdiction . Meaningful vet support . Resources out there to connect with and mine . Task Force to fix problem! Threats: . Commercial . Breeding . Ignorance . Breed restrictions . Not enough sin . Outside animals brought in to county 2 -For the next meeting: ./ Read Iowa City Code and 28E Agreement ./ Misha will provide information on fees ../ Pat Farrant will research sin programs ./ Teresa Kopel will research the commercial aspect ./ Lisa Drahozal Pooley will research codes/licenses in CR/DM/Big Ten cities and other cities similar in size and nature to IC Meeting was adjourned at 9:00 P.M. 3 I ;~~;~) MINUTES FINAL IOWA CITY BOARD OF APPEALS THURSDAY, JANUARY 18, 2007 EMMA J. HARVAT HALL, IOWA CITY CITY HALL 410 E. WASHINGTON STREET IOWA CITY, IA MEMBERS PRESENT: John Roffman, Tim Fehr, Steve Buckman, Alan Gerard, Doug DuCharme, Gary Haman MEMBERS ABSENT: Chad Campion STAFF PRESENT: Doug Boothroy (H.I.S. Director), Tim Hennes (Sr. Building Inspector), Andy Rocca (Fire Chief), Roger Jensen (Fire Marshal), Steve Stimmel (Fire Inspector), Loren Brumm (Building Inspector), Sue Dulek (Asst. City Attorney), Jann Ream (Code Enforcement Asst. acting as minute taker) OTHERS PRESENT: Jack Piper (Atlas World Grill), Mike Streb, Aleta Kroeze, Mike Hanrahan, Paul Morano, Jan Beaver (Regina), John Balmer (Plumber's Supply Company), Bigad Shaban, Tim Wilcox (KGAN), Kathi Rundell (HMOS), Tom Lenoch, Mike Porter, Alan Eckhardt (One-Eyed Jakes and The Summit Restaurant) Brett Thomas (Piano Lounge, Studio 13), Mike Logan (The Picador), Daryl Woodson (The Sanctuary), Jamey Heal (Buffalo Wild Wings), Rebecca Neades (Chamber of Commerce), Bob Elliot, Dee Vanderhoff (City Council) RECOMMENDATIONS TO COUNCIL: None CALL TO ORDER: Chairperson Roffman called the meeting to order at 4:05 PM CONSIDERATION OF MINUTES: Minutes from the December 4, 2006 meeting were reviewed. Minutes were approved with a unanimous vote 6-0. Appeal the decision of the Buildinq Official because there are practical difficulties involved in carrvinq out the provision of the code. (2150 Rochester Avenue - Reqina) Tim Hennes explained that the Regina athletic boosters had applied for a building permit to build stairs from their upper level parking lot to the various playing fields located down a hill from the parking lot. It is required by code that an accessible route be provided as part of that project -the stairs cannot be considered an accessible route. Staff had suggested that an existing gravel drive to the fields be utilized by creating two conforming (paved) handicap parking spaces off of that drive and then adding paved connections from those parking spaces to the various fields, concessions and restrooms. Hennes stated that a similar situation existed at West High School and they had provided spaces off of a gravel drive and then paved connections to the various amenities. Rather than going with that plan, Regina decided to appeal. Mike Streb represented the position of the Regina boosters. Streb explained that they wanted to build the stairs to address a safety issue with people trying to access the fields from the upper parking lot and slipping down the grassy hill. A ramp to accompany the stairs would not be practical. He thought that since the fields were available to vehicular traffic that that should take care of accessibility issues. It would actually be handier than having a central parking area with paved routes to each of the fields because the area was so large. He also felt that they were not being treated equally because they simply wanted to put in a set of steps like the steps at West H.S. and they are being told they can't do it. He felt it was unequal enforcement of the code. Hennes asked for clarification. He stated that if they wanted to provide vehicular access to each of the fields and then provide a handicap parking space at each of those fields as well as paved accessible routes to the concessions and restrooms, then that would be an acceptable solution. Streb stated that he thought the gravel access drive would have to be paved. Hennes said no, just the parking spaces. Also, Hennes wanted to clarify that it would be equal enforcement because, although West H.S. does have the stairs, they also put in the paved spaces at the fields and provided accessible routes to the concessions and seating area. Streb said it would be better if they could put in the paved parking spaces at each field and then sidewalks to the concessions -there are no permanent restrooms. He said he would present that idea to the booster club and then see if they wanted to add that modification to their building permit application for the stairs. He did not feel that he could speak for the whole membership of the club. Roffman said that the Board could discuss the appeal but accessibility was required. Dulek suggested that a deferral would be appropriate to give Streb time to see how the booster club wanted to proceed. MOTION: Buckman moved to defer the appeal to next meeting. The appeal could be withdrawn if staff and Regina reached an agreement. Haman seconded. VOTE: The appeal was deferred to the next scheduled meeting by a vote of 6-0. Further discussion and possible recommendation to Council of an ordinance amendinq the International Fire Code and the International Buildinq Code to require new minimum thresholds for life-safety standards in new and existinq A2 occupancies. Doug Boothroy reviewed the proposed ordinance both as presented at the last meeting and with the newer proposed changes. He said that the general proposal would require existing A2 occupancies (eating and drinking establishments) to retrofit to meet life-safety standards in three areas: sprinkling, fire alarm and exiting. He explained that since the last meeting, staff had met with the Chamber of Commerce government affairs committee and members of the Alcohol Advisory Board and received some feedback. At the last meeting, Board members had asked what other municipalities had passed ordinances that required the retrofitting of existing business so Boothroy passed out a handout listing many examples of jurisdictions passing this type of ordinance. The City of Ames, for example, had recently passed an ordinance that required existing fraternities and sororities to install sprinkling systems. He said that generally these types of ordinances get passed because of catastrophic events such as the MGM Grand fire or the Rhode Island nightclub fire. He said that staff felt very strongly that they did not want to be addressing this issue after a similar catastrophic event happening in Iowa City. Staff felt it was necessary to be pro- active and protect the public when they are in these types of establishments -A2 occupancies that serve alcohol. He said that Steve Stimmel from the Fire Department was going to present a video taken at the Rhode Island nightclub fire that demonstrated just how quickly a catastrophic event can occur. Stimmel introduced the video. The video was taken at the Station Nightclub in Warwick, Rhode Island by a film crew making a documentary about bar and nightclub safety. The band Great White was playing on stage and used pyrotechnics as part of their show. The club had 3 conforming and 1 non- conforming (through a kitchen) exits- more than required by code. The occupant load of the club was 400 and there were about 440 people in the club at the time of the fire. The club did not have a sprinkling system. The video is in real time. As the video is playing, Stimmel points out how the fire is progressing. Although the fire is clearly visible on the stage, most of the patrons are not aware of it- dancing or enjoying the show. The cameraman, however, does see the problem and starts backing out. The fire alarm goes off and members of the Warwick Police Department that were in the club as hired security immediately call 911. This is 45 seconds after the fire starts. Less than two minutes into the fire, the cameraman is outside filming the pileup of people trying to exit the front door. People outside are trying to pull people off of the pile and out the door and other people are breaking out windows and trying to pull trapped patrons through. He explained that very few people tried to go out the other exits; everyone was trying to exit out the front door -the door they entered through. At 5 minutes into the fire, the cameraman films the fire through one of the unused exit doors. Flash over has occurred and the atmosphere inside the club is not survivable. The Warwick Fire Department responded to the fire in less than 6 minutes -an excellent response time for any fire department. However, it was too late to rescue anyone who still might be in the club. The death toll was 100 people. The video went on to document a similar fire that occurred in a night club in Minneapolis, MN the same week of the Station Club fire. The difference was that the club in Minneapolis had a fire sprinkler system. There were no injuries. After the video, Boothroy explained the changes to the proposed ordinance based on the input they had received to date. The first change was to limit the scope of the ordinance from all existing A2 occupancies to only those existing A2 occupancies that serve alcohol. Evidence shows that the catastrophic events occur in establishments that serve alcohol because of the impaired judgment of persons in those occupancies. The second change was to recognize the priorities of enforcement by creating two time periods for compliance. Those A2 occupancies that have an occupant load from 100-299 persons would be required to compliant in 10 years. However, if these same occupancies either change businesses/ownership or remodel such that a permit is required, then compliance would be required. For occupancies of 300 or more, because they are considered the more hazardous, compliance would be required in five years (an approved plan would need to be filed with the City within 4 years).The five year period also applies to those uses that exist either above or below the ground floor, again because of the greater hazard. Voice fire alarm systems would be required for an existing use with an occupant load of 300 or more. This a change from the first proposal that would have required them in existing uses with an occupant load of 200 or more. Boothroy reiterated that the City is investigating financial aids and incentives to help business owners with expenses if this ordinance is adopted. However, there will be a "window of opportunity" of 5 years for owners to take of advantage of those opportunities. This is to encourage existing A2 occupancies to comply ahead of schedule. Roffman opened the meeting to public content. Jack Piper (Atlas World Grill) asked the Board to consider a few things. He stated that the video demonstrated human nature in that people always go to the door that they entered through. He did not feel that requiring sprinkling systems or voice alarm systems would change that. It was his understanding that the proposed 4th fire station on the north side of town has not been implemented because of budget constraints even though everyone agrees that the station would improve life safety for residents in the area. As a business owner and home owner, he has to live within certain budget constraints as well. Small businesses in downtown Iowa City have a triple net lease. This means the tenant (business owner) pays rent and also the property taxes and insurance for the building. These are all existing financial burdens put on business owners so making them pay for retrofitting their spaces would be too heavy a burden to add -a burden that the City has not been willing to do for itself. Jim Mondonaro (Givanni's and Mickey's) was also concerned about expense. He has gotten estimates for the proposed retrofitting of his businesses. Givanni's would cost around $27,000 and Mickey's would run about $25,000 to retrofit. He questioned what type of financial aid would or could be forthcoming. Boothroy stated that he is making a recommendation to the City Council that the private service lines (necessary to support sprinkling) be paid for by the City in the downtown area. He has also been speaking to Kevin O'Malley (Finance Director and Steve Atkins (City Manager) about other incentives but was reluctant to elaborate on those in case they did not come through - he did not want to raise false expectations. Mondonaro also brought up the point that the A2 occupancies will not be protected from fires that start in neighboring buildings that do not have A2 occupancies in them (such as retail) - so does the City need to cast a broader net and require sprinkling for other types of occupancies. He pointed out two fires that started in retail businesses next to Mickey's. He felt that the City should not be selective if they were going to require the retrofitting of existing businesses; the City should require protection in any building/business that the public frequents. Boothroy agreed that a fire can happen anywhere but explained those occupancies were selected that presented the highest risk. Mondonaro asked what type of risk a restaurant like Givanni's really presented when compared to a nightclub or bar -different hours, different clientele and sales are 80% food not alcohol. He felt very strongly that he did not want to loose his business because of a fire that started in a non-alcoholic establishment. Mike Porter (The Summit and One-Eyed Jakes) stated that he is more than willing to put in a sprinkling system (in fact he had done so); however, he did have problems with the voice alarm and exiting components of the proposed ordinance. He said that he had spent close to $15,000 on a fire alarm system when the Summit opened 5 years ago. The proposed voice alarm component would not be compatible with his system - it has to run over its own completely new wiring system which is very difficult to do in finished spaces. He asked if there were any precedent for the voice alarm systems that showed they had saved lives. He added that occupancy would be reduced if the exit doors were not the proper width. He pointed out that the video showed how fire sprinklers saved lives in the Minneapolis nightclub - it had nothing to do with the exiting. He wondered if all three changes (sprinklers, voice alarm and exiting) had to be adopted as a package or if just the fire sprinklers could be separated out. Boothroy stated that the Board could recommend all or any part of the proposed ordinance. Alan Eckhardt (Manager -One-Eyed Jakes) stated that the change to the exiting requirements will reduce the occupancy in those businesses that are physically not able to widen their exit. Hennes explained that the exiting width requirement is less for those businesses that have fire sprinkler systems installed. Porter stated that even so the calculation percentage is being increased from 50% to 66% of the occupancy. Porter explained that there is no way to widen the doorway to One-Eyed Jakes. Eckhardt stated that they are not opposed to sprinkler and voice alarm systems per se - mostly they are concerned that a precedent is being set that allows the Fire Department to require retrofitting for any issue they deem important to life safety. Maybe in the future they will want to retrofit other types of occupancies, even residential. He gave the example of Martinis who just finished refurbishing their building after the tornado. Now they would be faced with having to tear into all of the new fire rated dry wall that was just installed. And then what happens five years from now when the Fire Department feels that there is some new system that should be retrofitted. He felt that if the ordinance is adopted, then all A2's should be included or any occupancy that would include an assembly of people. The fires that have been in downtown Iowa City for the most part have not been in bars. He also stated that because One-Eyed Jakes was an above ground business, they would also have to pay to sprinkle the businesses below them. Leah Cohen (BoJames) stated that she would like more input from the businesses that are going to be impacted. She did not approve of the voice alarm system since there is no data out there to justify its inclusion. She said the cost to the businesses would be $20,000 to $30,000 and that would put some small businesses out of business. She felt that more scrutiny of the ordinance and its effects was in order. Daryl Woodson (The Sanctuary) said he had a real problem with requiring the retrofitting of existing businesses. He felt that there should have to be some extraordinary need before retrofitting was required -not just an updated code. He also felt it was not fair to compare a business like the Station Nightclub (nightclub with bands and pyrotechnics) to a restaurant like Givanni's where patrons are eating and drinking a glass of wine. He said that the narrowing down of the ordinance to only A2 occupancies that serve liquor was not fair. He said the rules keep changing. Mike Logan (The Picador) stated that he had recently done a lot of work to his building (the old Gabe's) at great expense. His occupant load and the fact that he has a second floor would put him in the 5 year category of compliance. He would not be able to absorb the added expense. He reminded the Board of the new regulations for fire safety plans that were implemented by the Fire Department last August. Kevin O'Brien (McDonalds) stated that until the day before, he thought his businesses would be included -now it has changed to a proposal for only those A2 occupancies that serve alcohol. He asked what notice had been prepared for the general public or to those affected businesses so that they would be informed of the proposal. He said that he received a phone call the day before informing him but he had seen no general notice. Boothroy stated that as a public meeting, there was notice -also they had been working with the Chamber of Commerce, the Alcohol Advisory Committee and some architects in the community and were relying on those organizations to inform affected businesses. O'Brien asked how many businesses the proposed ordinance affected. Staff said that that number was unknown for all A2 occupancies but that the A2's with liquor licenses was around 100. O'Brien felt that all affected businesses should be notified and that to pass an ordinance without doing so would not be right. This would affect businesses throughout the city -not just downtown. He felt also that it would be wrong to recommend an ordinance without knowing how many businesses would be affected or what the total cost to those businesses would be. He said also that financial incentives or aids should be determined to help businesses owners with the process if it is adopted. Boothroy said that staff does have an exact number of A2 occupancies that serve liquor and that a mailing could be generated to those businesses if the Board so directed. Rebecca Neades (Chamber of Commerce) pointed out the level of frustration that business owners are feeling. She pointed out that the voice alarm system is not in the 2006 International Building & Fire Codes that the City would be adopting this year. This requirement would be above and beyond even the most updated code and very difficult to implement. She said also that the local government affairs committee was especially concerned about applying future code changes retroactively. She cautioned the Board about making a decision at this meeting; there had not been enough good discussion about the issue and not everyone affected had been notified. Mondonaro added that A2 occupancies were protected by Ansul systems in their kitchens. He also stated that the concept of "grandfathering" is one that provides a comfort zone for all property owners. Existing businesses that have established themselves under a particular code have always felt that they met their requirements and that breaching that comfort zone has far reaching implications. Boothroy pointed out that they were not expecting the Board to make any decisions at this meeting. Staff is waiting for direction from the Board to see if they want to continue with the general recommendations and then all of the details could be worked out for a final proposal. Public discussion was closed. Roffman asked the Board for questions or thoughts. Haman asked Jensen why the voice alarm system was important. Jensen replied that the biggest problem in large assembly fires is delay time. People hear the alarm but either delay leaving the building or do not leave the building at all. The direct voice communication tells people how and why they must leave. Boothroy asked the Board for direction. Staff needs to know whether to proceed or what changes need to be made. Boothroy stated that, at this point, the staff recommendation was to include only those A2 occupancies that serve alcohol and that would be who would receive the notification mailing unless the Board directed them to include all A2 occupancies. Roffman felt that there should be more communication with the public and more realistic cost estimates. Roffman also felt that a letter should go out to all A2 businesses and there should be more public meetings. He said that more options should be discussed. Buckman asked that a community meeting be scheduled. DuCharme wanted the notification letter to go out to A2 occupancies because he felt they should be included. Gerard said that he also felt all A2's (even those that do not serve alcohol) should be included and notified. Haman and Fehr agreed that all A2's should be included. Buckman thought that the staff recommendation of A2's with a liquor license would be adequate. Stimmel pointed out that the NFPA (National Fire Protection Agency) recommended that bars and nightclubs be retrofitted. All large loss of life fires have happened in those occupancies that serve alcohol; they are the highest risk. Roffman directed staff to send out a mailing to all A2 occupancies including those which do not serve alcohol. Haman asked if one of the three proposed changes (sprinkling, voice alarm and exiting) was more important than the others. Jensen replied no, that they were all intertwined. Boothroy stated that staff would put together a mailing that would include the proposed changes and schedule a public meeting. After that meeting and input, staff would come back to the Board. Roffman stated that next regular meeting would be on February 5th if there was an appeal. ADJOURNMENT: Haman moved to adjourn the meeting. Gerard seconded. The meeting was adjourned at 6: 15 PM John Roffman, Board of Appeals Chairperson Date Glli MINUTES PARKS AND RECREATION COMMISSION APRIL 10, 2007 FINAL MEMBERS PRESENT: David Bourgeois, Ryan O'Leary, Matt Pacha, Jerry Raaz, Phil Reisetter, John Watson MEMBERS ABSENT: Craig Gustaveson, Margaret Loomer, John Westefeld STAFF PRESENT: Mike Moran GUESTS PRESENT: Del Holland, Beth Koppes RECOMMENDATIONS TO COUNCIL: Moved by Reisetter. seconded bv Raaz. to support the three additional PIN Grant Proposals related to Parks and Recreation which include Wetherby Splash Pad. Glendale Park Improvements. and Peninsula Plaveround Proiect. Unanimous. OTHER FORMAL ACTION TAKEN: Moved by Boureeois. seconded by Raaz. to approve the March 14. 2007 minutes as written. Unanimous. PUBLIC DISCUSSION: No public discussion. DISCUSSION OF PROPOSAL TO LOCATE CELL PHONE TOWER IN UPPER CITY PARK: Moran reported that Doug Dolan, representative for Verizon Wireless, was planning on attending tonight's meeting but was not able to due to a scheduling conflict. However, he requested that the Commission discuss and then report back to him regarding their thoughts on the proposed location of a cell phone tower in Upper City Park. Moran explained to him that the Cell Phone Tower Policy has not yet been completed. Dolan understood this but was hoping that the Commission could give them some input on their thoughts regarding the location. Raaz reported that he does not want to proceed in any fashion until the policy is written. Pacha also reiterated that he would not support any towers in parks without a provision that states that the revenue gained is placed in a special account to be used for Parks and Recreation projects and/or special needs. This was also the consensus of the Commission members present. Moran will report back to Mr. Dolan. Parks and Recreation Commission April 1 0, 2007 Page 2 of 6 REVIEW AND DISCUSSION OF ADDITIONAL PIN GRANTS: Beth Koppes was present to discuss progress on the splash pad proposal for Wetherby Park. The neighborhood was awarded only $30,000 of their requested amount from CDBG funds. Koppes again stated that she would like to see the Commission add this and other similar projects to the CIP projects list. She also asked if it was appropriate to run the money through the Parks and Recreation Foundation. Pacha stated that this would be okay. Additional PIN grants are as follows: Wetherby Splash Pad: After being awarded $30,000 through CDBG funding, the Wetherby Friends and Neighbors are asking for $5,000 in additional funds to install a splash pad at Wetherby Park. Glendale Park Improvements: The Glendale-Morningside Neighborhood Association is requesting money to aid in supplementing city funds for park improvements. Specifically they would like to purchase additional playground equipment, picnic areas, addition of path/sidewalk and landscaping. Peninsula Playground Proiect: The Peninsula Area Neighborhood Association is asking for support of the purchase and installation of playground equipment for Emma Harvat Square. Discussion ensued. Reisetter expressed concern that the population in the Peninsula neighborhood might not warrant such equipment at this time. Raaz asked what happens to money if projects are denied. Moran stated that it is reallocated between the approved projects. Moved by Reisetter. seconded by Raaz. to support the three additional PIN Grant Proposals related to Parks and Recreation which include Wetherby Splash Pad. Glendale Park Improvements. and Peninsula Playeround Proiect. Unanimous. MASTER PLAN UPDATE: Moran distributed copies of the RFP's (i.e. Request for Proposals) for the Parks, Recreation and Trails Master Plan. These had already been sent to the four finalists being considered for the job. He stated that the City had previously received nine responses to the RFQ (i.e. Request for Qualifications) and selected four companies to submit proposals. These include: Bucher, Willis & Ratliff from Kansas City; GreenPlay, LLC from Broomfield, CO; Moore, Iacofano & Goltsman (MIG) from Portland, OR; PROS Consulting from Indianapolis. The tentative schedule is as follows: Proposals due Evaluation of proposals Consultant interview Contract approved by City Council April 30, 2007 May 1-11,2007 Week of May 21 and/Or May 28, 2007 June 5 or 19,2007 Parks and Recreation Commission April 1 0, 2007 Page 3 of 6 David Bourgeois requested to be added to the selection committee. Moran indicated he would pass this request onto Terry Trueblood upon his return to work. COMMISSION TIME Raaz reported on behalf of Jeff Harper that there were 90 players that took part in the recent disc golf tournament. He noted the fact that the dog park being closed did alleviate parking concerns. The grand opening date is still to be announced. Reisetter asked if bikes are prohibited on the Hickory Hill Trails and if so are the offenders ticketed. Moran indicated that bikes are prohibited, but he didn't think tickets had been issued. (Note: It was later confirmed that tickets have been issued on rare occasion). Bourgeois reported on the status of the golf pass proposal that he brought before the Commission in February. As noted in the minutes of the February 2007 meeting, "the basic concept is for the department to sell these cards which can be used at participating golf courses with the proceeds going to the Parks and Recreation Foundation. The idea is to sell these cards for a certain amount, possibly $25. They could then be used to get a discounted rate, perhaps $5 off every round for the entire season." Bourgeois reported that he has met with several area golf courses and that all except for Pleasant Valley and Saddleback Ridge have agreed to participate. He asked to have a letter drafted on behalf of the Foundation that can be sent to the participating golf courses showing our appreciation for their participation as well as listing the guidelines for these passes within that same letter. He also asked if these passes could be offered to residents outside of the Johnson County area as well. The consensus of the Commission was that yes they should be offered to anyone who is interested. There was some discussion about contacting golf courses outside the Iowa City area, but consensus was to start with Iowa City area courses only at this time. O'Leary feels that this is a great opportunity to work with Finkbine. He asked what it would take to make Pleasant Valley take part in this program. Bourgeois stated that he has approached them once and does not want to push it at this point. He will contact Saddleback Ridge again since the Commission has agreed to offer this to residents outside of Johnson County. Del Holland asked what the status is of the trail idea below the Elks Club. Trueblood was absent from this meeting so will report at the May, 2007 meeting. CHAIR'S REPORT No report. Parks and Recreation Commission April 10, 2007 Page 4 of 6 DIRECTOR'S REPORT Moran reported in Trueblood's absence. He noted that the Dog Park has recently reopened. The Parks Division fenced off areas for public to use and will open up more areas as conditions permi 1. He also reported that there will be another disc golf tournament offered in September of 2007. No other information at this time. Moran stated that the Public Art Advisory Committee has approved the idea of having a mural painted on the east wall of the Recreation Center Pool. They will be sending out a call to artists in the next month for this project. ADJOURNMENT Moved bv Reisetter. seconded bv Raaz to adiourn the meeting; at 5:50 p.m. Unanimous Parks and Recreation Commission April 1 0, 2007 Page 5 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YEAR 2007 TERM NAME EXPIRES 1/10 2/7 3/14 4/10 5/9 6/13 7/11 8/8 9/12 10/10 11/14 12/12 David Bourgeois 1/1/11 X OlE OlE X Craig Gustaveson 1/1/11 X DIE DIE DIE Margaret Loomer 1/1/08 X X DIE DIE Ryan O'Leary 1/1/10 X X X X Matt Pacha 1/1/09 X X X X Jerry Raaz 1/1/08 X X X X Phil Reisetter 1/ 1/09 DIE X X X John Watson 1/1/11 X OlE OlE X John Westefeld 1/1/10 X X X OlE KEY: X= 0= OlE = NM= LQ= Present Absent AbsentlExcused No meeting No meeting due to lack of quorum Not a Member I 3b(12) MINUTES Iowa City Airport Commission May 15,2007 Iowa City Airport Terminal- 1 :00 PM FINAL Members Present: Howard Horan, Chair; Janelle Rettig, Greg Farris Members Absent: Randy Hartwig, John Staley Staff Present: Michael Tharp Others Present: Kim Painter, Bob Elliot, Steve Atkins, Ross Wilburn, Anthony Joslin-Lemere, Tom Schnell DETERMINE QUORUM: Chairperson Horan called the meeting to order at 1 :OOPM. Tour of Select Airport Facilities and Hangars Horan gave a brief introduction and thanked the guests for attending the tour. (Horan left) Guests were given a tour of airport facilities and a presentation was made by Tom Schnell in the Operator Performance Laboratory / University of Iowa Hangar. Adjourn: Meeting Adjourned at 2:00pm. CHAIRPERSON DATE Airport Commission May 15, 2007 Page 2 of2 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meetine: Date) TERM 1/11 2/8 3/8 3/28 4/12 SilO 5/15 NAME EXP. Randy Hartwig 3/1/09 X X X X X X OlE Greg Farris 3/1/13 OlE X X OlE X X X John Staley 3/1/10 X X X X X X OlE Howard Horan 3/1/08 X X X X X X X Janelle Rettig 3/1/12 X X X X X X X . KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member rn::J MINUTES Iowa City Airport Commission May 10, 2007 Iowa City Airport Terminal- 5:45 PM FINAL Members Present: Howard Horan, Chair; Randy Hartwig; John Staley; Janelle Rettig, Greg Farris Staff Present: Sue Dulek, Michael Tharp Others Present: Mike Vedepo, Harry Wolf, David Hughes, Dave Larsen, Gary Lust, Sharon Lust, Tim Sayers, Scott Pottorof, Tom Schnell, Phillip Wolford. DETERMINE QUORUM: Chairperson Horan called the meeting to order at 5 :46 P.M. RECOMMENDATIONS TO COUNCIL: Recommend approving JJR Davis Storm water Drainage Easement. APPROVAL OF MINUTES FROM THE APRIL 12, 2007 MEETING: Hartwig noted a correction on the attendance sheet of the minutes. Staley moved to accept the April 12, 2007 meeting minutes; seconded by Hartwig. Carried 5-0. PUBLIC DISCUSSION: Mike VeDepo addressed the Airport Commission about the creation of an aerobatics school in conjunction with Jet Air's flight instruction. He gave members a short description about what he was working with Jet Air to accomplish ITEMS FOR DISCUSSION/ACTION: A) Aviation Commerce Park - Harry Wolf addressed the commission. He mentioned they are continuing to work with the legal staff to complete the closing of Lot 5. Wolf commented on the current marketing strategy, that it was more geared to the single developer, but that if he continued to see interest in smaller lots, they may revisit that strategy. B) JJR Davis - Drainage Easement -Horan stated that he brought in a picture to better explain this easement. Dave Larsen pointed out the various areas in question and responded to Members' questions. Tharp then explained to Members what information is in their packets regarding this project. Discussion continued with Members voicing their concerns, and agreeing 1 Airport Commission May 10,2007 Page 2 of7 that the plans look good. Tharp stated that the next step would be to start the legal paperwork on this, and then to submit it to the FAA for their approval. Rettig moved to submit for consideration to the FAA and the City Council selling a drainage easement to John and Allie Dane on the JJR Davis Fourth Addition, at the price of $14,110; seconded by Farris. Carried 5-0. C) Tom Schnell- University of Iowa - Operator Performance Labs - Tharp stated that he, Schnell, and Horan met over the past month to discuss the proposed extension of the building and office space, and that basically it would be a $300,000 project for Phase I. Phase II would be approximately $96,000, per Tharp. Schnell then addressed the Members, giving them more specific information on the increased needs of the Performance Labs. The discussion then turned to how this project would be financed, and also how the phases would be addressed. Hartwig stated that he thinks they should come up with some real numbers on recouping costs for a project like this. Rettig asked for some clarification on the bid by McComas-Lacina Construction. Tharp stated that he has spoken with David Hughes, Earth Tech, regarding this project and possible engineering needs. The Members agreed that Phase I should be looked into, as far as cost and recouping of costs and Phase II should be put on hold until a later date. The Members would also like to know how long of a lease the University would agree to on this building. Discussion continued on the value of space like this, with Members voicing their concerns. Rettig stated that she would like to see some real numbers before she makes any decisions. D) Grass Runway - Tharp stated that this item is still on the agenda for discussion by Members. He gave them a quick update on where they are with this currently, which is to plan for this in the future. This led to a brief discussion on farmable land and wildlife issues faced by the Airport. (TAPE ENDS) Gary Lust spoke to the Commission about the area that he would like to see become a grass runway. Tharp explained how this would eliminate farmable land within the Airport. The discussion turned to how the farmable land income could be replaced with hangar rentals, as there would be room for a new hangar in this area, as well. Rettig stated that she would like to see this stay on the project list for now. David Hughes explained some of the possibilities for this area, stating that the surveys being done may give the Commission more information on this type of project. E) Airport Disadvantaged Business Enterprise (DBE) FY07 Goal for U.S. DOT assisted contracts - Tharp explained the FAA's grant program that is available, noting they have made some changes in regards to the amount of money planned on being used. He noted that if airports are planning on 2 Airport Commission May 10, 2007 Page 3 of7 using more then $250,000 in grant money, then a DBE program was a new requirement. He stated the Earth Tech had put together the program numbers and David Hughes could better describe that process. Hughes stated that they have to show "good faith effort" in meeting these goals, which they have so far. Tharp noted the airport's goal would be to have 8% of the project funds contracted to DBE enterprises. I) Public Comment - No one spoke II) Consider a Resolution adopting the Disadvantaged Business Enterprise FY07 Goal - Rettig moved to recommend Resolution #A07-09, adopting the Disadvantaged Business Enterprise FY 07 Goal; seconded by Hartwig. Carried 5-0. F) FAA/IDOT Projects - Earth Tech - David Hughes- I) Runway 7/25 - David Hughes spoke with the Members, stating that they have had quite a bit happen in the past month. He stated that the historic booklet and box culvert are pretty much tied together, as they are both funded by the same funding source. Historic booklet is complete and is out for review by the State Historic Preservation officer. Once comments are received back, Hughes stated that they will do a mock up before the final print. Hughes continued, updating Members on the various grants that are in the process of being closed out. II) South Aviation Development Study - Hughes stated that the last piece on this is the grass runway information. He hopes to have this study finalized soon. Hartwig noted that they will have a chance to discuss this study once it is received. III) South Taxilane Rehab - Hughes stated that the grading contract should be started shortly, depending on the weather. Tharp explained to Members how he was able to secure the extra funding needed to complete this rehab. a) Consider a resolution awarding contract for the Rehabilitation of South Taxilanes -- Hartwig moved to recommend Resolution #A07-10, awarding contract for the Rehabilitation of South Taxilanes to Vieth Construction of Cedar Falls for $140,794.15; seconded by Staley. Carried 5-0. IV) Hangar A Rehab - Hughes gave the Members a quick run down on bids received. a) Consider a Resolution awarding contract for the Installation of concrete Floors in Hangar Building A -- Rettig moved to recommend Resolution #A07-11, awarding contract for the Installation of concrete floors in Hangar Building A to Banes Constru.ction for $36,999; seconded by Hartwig. Carried 5-0. V) Hangar A & B Doors 3 Airport Commission May 10, 2007 Page 4 of7 a) Consider a Resolution awarding contract for the replacement of access doors on Hangar Buildings A and B -- Farris moved to recommend Resolution #A07-12, awarding contract for the replacement of access doors on Hangar Buildings A and B to Liberty Doors for $16,700; seconded by Staley. Carried 5-0. VI) Terminal Apron Rehab - Hughes stated that they are working on this design currently, and that it will come after the hangar work is completed - most likely late summer. Hartwig noted some concerns on the timing of the various projects, and Hughes explained how they plan to keep disruptions at a mmlmum. VII) Obstruction Mitigation -- Hughes continued, stating that they have met with Mid American Energy, Mediacom, and others to discuss obstruction mitigation issues. He then explained how this will work under the FAA grant funding. Rettig asked for clarification on some of the cost issues. Hughes stated that they have also met with McEleney and have reviewed some of the obstructions that have been identified there. VIII) 405 Approach Surveys - Hughes stated that these surveys were sent to the FAA in January, and they finally heard back about two weeks ago on this. Hughes stated that some minor revisions were needed, and the surveys are now back with the FAA for approval. G) Airport Viewing Area - Tharp noted that they currently have one picnic table, and the other two are being weather coated. He stated that he and Farris have met a couple times to review a design layout, so they can get ready to ask for donations from people. Tharp stated that they would like to have a covered shelter in the northwest comer, which would give people a clear view of the Airport. He continued, explaining how they would have some displays and several benches, and perhaps playground equipment. Farris explained the radio kiosk capabilities and what type of displays they could make available. (TAPE ENDS) Discussion continued, with Horan talking about fencing for this area, stating that he feels the black fencing makes the area feel like a cage. The discussion next turned to the type of covered shelter the Members would like to see in the viewing area. Tharp noted that they will have $10,000 in their budget for this, starting in July with FY08's budget. Farris stated that they will look into different fencing options. H) Airport Commission Meeting Schedule - Horan stated that he would like to see the meeting schedule adjusted so that Rettig can still participate. He suggested the first or third Thursday of each month at 5:45 P.M. Rettig stated that she will have a conflict for the remainder of her term, due to 4 Airport Commission May 10, 2007 Page 5 of7 DNR meetings. Members discussed their possible conflicts and a decision was made to change the next 2 meetings. The regular June meeting will be June 7th. For July, the third Thursday was selected, July 19th. Rettig stated that she will not be able to make the August meeting, and members agreed to wait until the July meeting to schedule further. I) Airport "Operations": Strategic Plan-Implementation; Budget; and Airport Management - Horan stated that he has questions regarding the U of I lab project and what comes next, and he wonders if they need a subcommittee for this. Tharp stated that he would like to have a meeting with some general planning ideas being shared, a general work session type of meeting. He stated that this would help them to get all of their ideas out on the table. Horan stated that he would like to wait until the creek study is completed before they have this work session. J) FBO Staff Report - Wolford said he didn't have anything new to report, but did bring up the Fly Iowa Challenge. He explained the Iowa Aviation Promotion Group was doing a campaign to get the public (both flying and non-flying) to visit the state's airports, stating that there are some nice prizes being given for those who sign up and participate. Horan asked what it would take for several people to go to Manhattan (New York) for the day. Wolford stated that they would most likely leave around 7:00 A.M. and that they could land close to 9am. Horan noted that the premise of this question was to note that you can leave Iowa City and go anywhere in the country, and be home that night. K) Subcommittees' Reports - None. L) Commission Members' Reports - Rettig mentioned that they would like to put up a bulletin board at the Airport for posting of photos of "cool planes and/or cool people" who come to the Iowa City Airport. Hartwig mentioned an article in The Gazette where Tharp was interviewed. He also noted that he had received an email from the DOT on aviation issues. Horan noted that he talked with ICAD (Iowa City Area Development) about aerial photography, and was surprised that they weren't aware of this capacity at the Iowa City Airport. Rettig asked Tharp about the City Manager's visit, and ifhe wants any Members present. This will take place on Tuesday at 1 :00 P.M. Tharp will publish this as a public meeting. M) Staff Report - None. SET NEXT REGULAR MEETING FOR JUNE 7,2007, AT 5:45 P.M. ADJOURN: Meeting adjourned at 8:04 P.M. 5 Airport Commission May 10, 2007 Page6of7 CHAIRPERSON DATE 6 Airport Commission May 10, 2007 Page 7 of7 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meetinl!: Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 NAME EXP. Randy Hartwig 3/1/09 X X X X X X Greg Farris 3/1/13 OlE X X OlE X X John Staley 3/1/1 0 X X X X X X Howard Horan 3/1/08 X X X X X X Janelle Rettig 3/1/12 X X X X X X KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member 7