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HomeMy WebLinkAbout1977-09-27 Bd Comm. MinutesMINUTES IOWA CITY PARKS $ RECREATION COMMISSION RECREATION CENTER ROOM B SEPTEMBER 14, 1977 MEMBERS PRESENT: Boutcllc, Cilek (8:54 p.m.), Crum, Mascher, McLaughlin, Moore, Powell, Stockman, Thayer STAFF PRESENT: Adams, Boothroy, Flowers, Howell, Schmeiser, Showalter GUESTS: Sce attached list RECOMMENDATIONS TO THE CITY COUNCIL: 1. That the Parks and Recreation Commission and the Riverfront Commission reaffirm their previous stand and vote in favor of acquisition of the Showers property. RECOMMENDATIONS TO THE PLANNING AND ZONING COMMISSION: 1. That the Planning and Zoning Commission not accept any right-of-way - along the Chicago and Rock Island Railroad but that consideration be given to direct access from Village Green South to Mercer Park. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: The Iowa City Parks and Recreation Commission met in Regular Session on September 14, 1977, with Chairperson Stockman presiding. * Boutelle moved and Mascher seconded that the meeting be approved as written. Unanimous. Discussion of School Board elections. minues of the August 14 Powell reported that, due to the outcome of the School Board elections, there would be a new representative on the Commission from that group and that this would be his last meeting. lie stated that he had enjoyed serving on the Commission and that he would possibly be in attendance at Commission meetings from time to time as a member of the public. At that time, a resolution of gratitude was made by Thayer for Powell's years of service on the Commission (attached). Powell then left the meeting. Report from the Riverfront Commission. McLaughlin reported that several members of the Riverfront Commission and representatives from the Johnson County Conservation Board had gone on a field trip to Hardin County in order to view the greenbelt along the Iowa River. He stated that the greenbelt is extensive and is used in a variety of ways and commented that those making the trip had learned a great deal. 37,Yy 0 Minutes Page 2 September 14, 1977 E scion of establishment of a skateboard area in Iowa Ci Ethan Fox, Paul Steele, Terry Cooper, and Andrew Steele were present for a discussion regarding possible establishment of a skateboard area in Iowa City. Fox indicated that there is a growing interest in skateboarding in Iowa City but no area designated for that sport. Ile also indicated that skateboarders are in the process of forming a club and that they would be working on gathering statistics on the number of interested people in Iowa City and cost estimates for building a skateboard area. Showalter indicated that liability was a problem in providing an area at this time. Stockman suggested that, when a club is actually formed, it should come back to the Commission with information on liability, costs, and the number of interested people. It was pointed out that there is an ordinance forbidding skating on sidewalks and streets, but that streets could be designated as play streets. Further discussion of the matter was deferred until more information is obtained. Cilek arrived at 8:54 p.m. Discussion of Plum Grove Acres. Doug Boothroy and Don Schmeiser, Department of Community Development, were present for a discussion of Plum Grove Acres, a PAD adjacent to Hickory Hill Park which is zoned RIB. They indicated that the Planning and Zoning Commission was interested to hear the comments of the Commission regarding the PAD. Boothroy pointed out that the developer plans to save as many trees as possible. Stockman noted the Commission's action of May 28, 1975, recommending to the Planning and Zoning Commission that, "when considering any proposed development adjacent to Hickory Hill Park, a maximal effort be made to conserve and sustain the present natural complexion of the landscape by the preservation of existing terrain and plant life and the addition of new protective landscaping". Boutelle expressed his concern about how the storm water problem would be handled in the development, as the natural drainage is toward Hickory Hill Park. Schmeiser indicated that he could come back with answers regarding runoff and Stockman requested that the item be placed on the agenda for the October Commission meeting. Schmeiser also indicated that the Planning and Zoning Commission could defer action on approval of the PAD until after that meeting. Discussion of the dedication of a 40' strip o_f land along the rail tracks ne Vi age Green out 4165 al acent to ercer ar Boothroy also indicated that the Planning and Zoning Commission would like the Commission's feelings regarding the dedication of the 40' strip of land along the railroad tracks in the Village Green South Addition adjacent to Mercer Park. He reported that the City is on record as Minutes Page 3 September 1.4, 1977 being in favor of the to Scott Boulevard. to install the sanita Showalter stated that of buffer. Vetter, a stated that there was people plant bushes, because the area coul dedication of the strip running from Mercer Park Boothroy then reported that the developer now plans ry sewer for the development within the strip and that would cause problems in planting any kind member of the Planning and Zoning Commission, a possibility of a safety hazard in this area if etc., on their property adjacent to the easement d then not be easily seen from the street. Glenister inquired about the possibility of an access from the streets in the development to the park. Schmeiser indicated that that would be possible if the City acquires Parcel B by dedication, stating that Parcel B was already in the proposed dedication area. Boutelle moved and McLaughlin seconded that the Parks and Recreation Commission recommend that the Planning and Zoning Commission not accept any right-of-way along the Chicago and Rock Island Railroad but that consideration be given to direct access from Village Green South to Mercer Park. Unanimous. Joint meetin of the Riverfront Commission and the Parks and Recreation Commission regar ingland acquisition. Sam Fahr, Chairperson of the Riverfront Commission, called a joint meeting of the two commission to order. Showalter reported that the City had voted to exercise its option to purchase the Showers property. Since that action, Wilbur Frantz had offered the City 32 acres of land adjacent to Grant Wood School at $4,000 per acre. lie indicated that two ball diamonds could be built on the north portion of the tract, that part lying north of the road that is now closed. Much of the larger portion (22 acres) is low and drains poorly. In the event that ball diamonds would be built on the land, he felt that there could be a problem with crowd noise, parking, and traffic. lie indicated that the joint meeting had been called in order to decide whether to buy the Showers property at $6,000 per acre or to buy the Frantz property at $4,000 per acre. Fahr spoke in favor of following through on the purchase of the Showers property, pointing out that development may occur in that area when the new sewage tratment plant is built. Following further discussion, Thayer moved and Boutelle seconded that the Parks and Recreation Commission and the Riverfront Commission reaffirm their previous stand and vote in favor of acquisition of the Showers property. The joint vote was unanimous. McLaughlin indicated that he would like to see the property in question and Stockman requested that he set up a time with Showalter for a tour of the property. Discussion of plans for a new library. Lolly Eggers, Library Director, and Ron Farber, Chairperson of the Library Board, reported on the progress of plans for a new library. The parcel of land east of Penney's.has been set a>;ide for the new Minutes Page 4 September 14, 1977 building and Hanson Lind and Meyer have been chosen as the architects for the new building, which will have approximately 50,000 square feet of space. The referendum is scheduled for late September or early October or 1978. They reported that public meetings are now being held to get input into the plans for the library and Eggers encouraged the Commission to forward to the Library Board any ideas on what things could be included to enhance the recreation programming done through the Recreation Division. Report on political strategy. Cilek reported that the League of Women Voters does not compile a candidate questionnaire for City Council elections, but that they may schedule a Candidates' Night for mid-October. lie also indicated that he had contacted the Press -Citizen regarding coverage of parks and recreation issues during the campaign. IElection of officers. Stockman opened nominations for Chairperson and Vice -Chairperson of the Commission. Thayer moved and Mascher seconded that Boutelle be nominated as Chairperson. There being no further nominations, Boutelle was unanimously elected. Cilek then moved and Thayer seconded that Crum be nominated for Vice -Chairperson. There were no further nominations and Crum was unanimously elected. Chairperson's Report. Stockman expressed her appreciation to Boutelle and McLaughlin for their support in attending the City Council discussion regarding Hickory Hill Park. Director's Report. Showalter reported that Mike Unger has resigned to accept the position of Director of Parks and Recreation in Waverly; Aquatics Supervisor David Byrd has transferred into Unger's position. Consequently, the Department will now advertise for an Aquatics Supervisor. He stated that the contract for the Recreation Center elevator had been lot to Paulson Construction of West Branch; this will include construction making the rest -rooms at the Center accessible. The total cost is $79,500 with the cost for the elevator being $72,000 and the restrooms, $7,500. Showalter indicated that the Competition Riders had decided not to renew their permit to use the West Landfill for a motorized Minutes page 5 September 14, 1977 recreation area. He also reported that the Oopartment would be sub- mitting a paper on the S.P.I. Prograw to the International City Manage- ment Association. The Commission members present thanked Stockman for her excellent work as Chairperson and for her service to the Commission. There being no further business, the meeting was adjourned at 10:05 p.m. Respectfully submitted, Ellen R. Flowers, Secretary IOWA CITY PARK RECREATION (:OAIM1SS10N cuieST LIST Name 9 Add rests Date: 7 Ronson 'for A6Cendancc lL,+ardGp .Jn Cd;'io r.0 :'1%d:.�r. •- �U � (� %l/ %h li✓� r L a 7 al U, /� E �r�P/z.l�(pY�..�O`h"'t . • . /08fo%aana¢ c17n -- +t I Nlrr1::; I011A CITY PLANNING AND 7.IlNING COMMISSION SEPTEMBER IS, 1977 -- 7:30 I'.M. CIVIC CENTER COUNCIL CI IAIMBERS NIiMBERS PRESENT: Lehman, Ogescn, Katmacrmcycr, Blum, Cain, Vetter MEMBER ABSI:N,r: Jakobsen STAFF PRESENT: Boothroy, Kushnir, Child RECOMMENDATIONS TO THE CITY COUNCIL: To approve S-7741, final plat of Village Green South located cast of Mercer Park and north of the CRIf,P Railroad, contingent upon: (a) that a legal description, necessary casements, and a plat showing the location of the proposed sanitary sewer and lift station be provided with the required legal papers, (b) that back lot lines of lots (approximately Lots 49-56) he extended so as to "obliterate" Parcel A, and (c) that Parcel B be dedicated to the City according to the recommendation of the Parks and Recreation Commission. RHOUESTS TO THE CITY MANAGER FOR INFORMATION Olt STAFF ASSISTANCE: That the Planning Staff provide a list of items with a deferred status. LIST OF MATTERS PENDING COMMISSION/COUNCII, DISPOSITION: I. P-7317. Creation of a University Zone (U). 2. I'-7410. Creation of a Mobile Home Residential Zone (ILMII). 3. P-7405. Revision of M1 and M2 Zones. SONNARY OF DISCUSSION AND FORMOL ACTIONS TAKEN: Chairperson Cain called the meeting to order and asked if anyone wished to discuss items not included on the agenda. ,, Doug Boothroy, Assistant Planner, stated that the Innovative Parking Design submitted by McDonald's Corporation should be discussed. Plan Mr. Mike Assad, representative of McDonald's Corporation, informed Commissioners of the changes made in the parking plan. After discussion, the Commission unanimously approved the Innovative Parking Design Plan submitted by'McDonald!s Corporation as meeting the intent of the Tree Ordinance. Commissioners unanimously approved the minutes of the meeting held September 1, 1977. t Pub Devclooment and to Scale 37'/S 1 -2- Boothroy told the Commission that not all the deficiencies and discrepancies had been corrected and a letter of waiver had been submitted. Commissioners deferred action on 5-7740, final Planned Area Development and large Scale Residential Development plans and final plat of Ty'n Cae, Parts I and 1I, until the next scheduled meeting, October 6th. Green South located east Boothroy told Commissioners that the Parks and Recreation Commission unanimously rejected Parcel A to be dedicated to the City, however, the Commission expressed a willingness to accept Parcel B and asked that bike and pedestrian access to Mercer Park be made possible via the street system. One objection for dedicating Parcel A to the City was based on location of a pedestrian/bikeway next to the railroad. Parks and Recreation Commissioners felt the street would be better patrolled, lighted and maintained. Lehman thought it would be prudent to locate utilities within the 40 -foot casement. Because the 40 -foot strip is a ditch, Boothroy pointed out a poten-.ial maintenance problem. There is an existing easement on the back lot lines for Iowa -Illinois Gas and Electric, he said. Glenn Shoemaker, Shoemaker Consulting Engineers, pointed out that changing the dedication of Parcel A to Parcel B would be a major change and would delay approval of the final plat. "Minds have been changed," Shoemaker said, since the preliminary plat was approved. At that time the City favored dedication of Parcel A. Cain agreed that there had been a change of philosophy and stated that the final plat was drawn in conformance with the preliminary plat. Commissioners noted that unless the land in Parcel A is tied in with the proposed lots, non -conforming lots would be created. Shoemaker stated that the developer would want to sell the land with the lots to avoid any problems with maintenance. Commissioners unanimously recommended to the City Council approval of 5-7741, final plat of Village Green South located east of Mercer Park and north of the CRISP Railroad, contingent upon: (1) that a legal description, necessary easements, and a plat showing the location of the proposed sanitary sewer and lift station be provided with the required legal papers, (2) that back lot lines of lots (approximately Lots 49-56) be extended so as to "obliterate" Parcel A, and (3) that Parcel B be dedicated to the City according to the recommendation of the Parks and Recreation Commission. sideration of the final plat of Mount Prospect Addition, Part IV Frantz Construction Comnanv and located east of Sycamore Street Mike Kammerer, Shive-Hattery $ Associates, requested deferral of consideration until the next meeting of the P$Z Commission. i -3 - Commissioners deferred consideration of S-7727, final plat of Mount Prospect Addition, Part IV, until the next regular meeting of the Pf,Z Commission, October 6, 1977. Commissioners requested that the item be on the agenda for the informal P$Z Commission meeting, October 3, 1977. Discussion of alternative proposals for the location of interior sidewalks. Boothroy stated that Angie Ryan, Assistant City Attorney, had expressed concern regarding liability should interior sidewalks be located on an individual's property through the use of easements rather than the present policy of requiring dedicated rights-of-way. This method would require the property owner to provide and maintain a walkway over his property for public access and accept first liability for its use. Since it is in the community interest to provide interior sidewalks, it would be better for the City to assume "first liability" and the property owner "second liability," he said. Boothroy stated that the Staff had no objection to the developers providing interior sidewalks through use of easements, however, the Staff would recommend continued dedication of rights-of-way for interior sidewalks for the reasons mentioned. Cain suggested that the Subdivision Code should more explicitly address interior sidewalks. Ogesen stated that before discussing easements vs. dedicated rights-of-way, methods of dealing with maintenance should be addressed. Tony Kushnir, Assistant City Attorney, stated that maintenance costs of interior sidewalks could be charged to either or both property owners. Property owners are individually responsible, he said. Lehman questioned why there was a maintenance problem if owners are individually responsible. Mr. Kushnir requested additional time to further discuss the matter with the Legal Staff and to give a written report to the PF,Z Commission at the next regular meeting, October 6, 1977. Cain noted that she had received an inquiry regarding the status of the Far Horizon's subdivision application. Commissioners suggested that the application be once again brought before the Commission for consideration and that the person making the inquiry be informed that the Commission would be considering a procedural policy whereby applications deferred for a certain length of time would be automatically denied. Commissioners asked the Staff to prepare a list of items with a deferred status. Cain noted that an informal meeting would follow the formal meeting to discuss a policy study concerning subdivisions in the City's extraterritorial jurisdiction. The meeting adjourned. Prepared by: Shherry Child, DUD Secretary Approved by: /1'1 dpita Vetter, P$Z Secretary MINUTES OF REGULAR MEETING PUBLIC LIBRARY BOARD OF TRUSTEES AUGUST 25, 1977 4:15 P.M. LIBRARY AUDITORIUM MEMBERS PRESENT: Bartley, Bezanson, Farber, Kirkman, Moore, Ostedgaard, Richerson MEMBERS ABSENT: Hyman, Newsome STAFF PRESENT: Eggers, Carter, McGuire OTHERS PRESENT: Sue Young, KXIC representative, Marlene Perrin, Press Citizen representative summary of Discussion and Action Taken President Kirkman called the meeting to order at 4:25 P.M. The minutes of the meetings of July 28, 1977 and August 17, 1977 were approved as corrected. Bezanson moved and Moore seconded - to accept the financial reports. Motion carried. Director's report: see annual report (short version) attached. Kirkman reported on his talks before the West High Faculty and the school librarianb meeting regarding ICPL's building program. Riche rson and Ostedgaard confirmed details of the Public Library Planning Meetings to be held September 13 - 18. Board members were asked to sign up for CommunitY Alert Day assignments on September 10 and 11 when they will be appearing at various places around the community to solicit interest in the planning meetings. Motion passed to approve contract with Hansen Lind Meyer, Inc. (han.mous. Suggestion by Bezanson to appoint a sub -committee to suggest organizational structure for administering the entire building program accepted. Kirkman will meet with Farber and Eggers and bring recommendations to the September 22nd meeting. The President will reply to the letter from Donald Schaefer of the Johnson County Citizen's Committee expressing concern that the proposed new library be accessible to the handicapped and offering the group's assistance in developing plans for the new building. The letter from Dallas Hogan, First National Bank, informing the Board that the library was to receive 10% of the estate of Marie Woodruff was accepted. Decisions on the use of the funds will be made when the bequest is received. 37y6 0 -2- u The Board gave general approval to the three "idea packages" prepared by the staff to present to the FRIENDS of ICPL Board of Directors on August 31. The alternatives will give the FRIENDS Board some choice in selecting how their gift money to library will be spent. The staff will present the ideas in the broad context of library services and goals in order to increase FRIENDS understanding of library needs. The Board reviewed the Director's annual report. Items discussed included growth of use of Children's Services despite fewer children; cooperation with public schools; need to carefully consider FY1979 contract fee; and inability of information ser- vices to handle all telephone requests. Meeting adjourned at 5:35 P.M. 0 0 IOWA CITY PUBLIC LIBRARY FY 1977 ANNUAL REPORT Introduction Fiscal year 1976-77 should be remembered as a period of great progress towards three long-term goals of the library: a new library building; expanded media services; and the organization of a FRIENDS of the Iowa City Public Library. On the darker side it was another year of struggle to survive without enough staff or space and with increasingly unreliable heating/cooling equipment. The mechanical system actually closed the library one day in January when a broken boiler dropped building temperatures below 500. A non-functioning air compressor during an early spring heatwave warmed the building up to nearly 900 for a couple of days before more emergency first aid to the system could be applied. Building Program Firm steps toward a new facility helped make the building's inade- quacies more bearable. In July both the written program and the site recommendations of library consultant Robert Rohlf were accepted by the Library Board. These recommendations were discussed with the City Council in October and as a result the Council requested that library site needs be a consideration for Zuchelli, Hunter Inc.; as they worked with city staff on a plan for downtown redevel- opment. The firm later recommended that the third ranked site in ` Rohlf's report, Block 65, east of J. C. Penney's be reserved for a new library. In December a new contract with consultant Rohlf was signed calling for services up to the construction phase of a new building. The Board spent the last quarter of the year selecting an architect to design the proposed new facility. Through a careful and complex process they named Hansen Lind Meyer, Inc. of Iowa City just after the close of the fiscal year. With a site, a program, a consultant and an architect, the Board and staff ended the year making plans for 14 months of intense work developing initial building designs and finding ways to commun- icate library building needs and ideas to the community before a referendum vote tentatively scheduled for October, 1978. Expanded Audiovisual Services One of the library's top service goals for several years has been the expansion of media services. i The library started FY1977 with no dedicated AV staff and ended it with two permanent staff members able to spend nearly 40 hours a week planning and directing media related services. A realign- ment of duties when a part-time professional position was filled in August, and the addition of a 1/4 time clerk to the Circulation Department on July 1, 1977 permitted the new service to take shape. All library systems - collection development, shelving, cataloging, processing and circulation - were analyzed and revised to begin to meet basic audiovisual requirements. An audiovisual preview facility to allow in -library, self-service viewing and listening of library AV materials was established with a small grant from the Library's Gifts and Bequest Fund. A former closet was chosen for renovation on the basis of its public location and the fact that it contained the library's only unused electrical outlets. Collections of AV materials were expanded, especially audio cassettes, slide sets and slide/tape programs, sound 8mm films and film- strips. In-service training for staff was initiated and the close coopera- tion of the staff of all departments was required to devise policies and accomplish the many procedural changes. The Technical Services and Circulation Departments have been especially burdened during this transition period. FRIENDS of Iowa City Public Library Initiatives taken in FY1976 came to fruition during this fiscal year when the non-profit organization FRIENDS of the Iowa City Public Library was incorporated. Most of the work was done by a group of volunteers who formed a temporary board of directors headed by Ann Bagford. This group successfully planned a membership drive, a book sale and the first annual meeting in March and April. By the end of the year there were over 300 members, a treasury of over $3,000, and a permanent Board of Directors already planning next, year's activities. This organization has relieved the staff of the responsibility of the annual book sale and will further enrich the library by providing volunteers and gifts of equipment and library materials. Library Services A review of FY1977 goals (attached) will reveal that most of the collection and service goals were met or surpassed. The library experienced less growth in circulation (3%) and information ser- vices (0.0$) than expected. While there was an almost audible sigh of relief by the staff that increases remained manageable, the long lines at check-out desks, the increasing number of reserves, the lack of space to allow book collections to expand and the growing number of times that information callers -3 - must be "refused" service because all staff members are busy may be indicating that staff, building and collection resources have been stretched to their limits. Probably little increased use can be expected under present conditions. It should be noted that the number of children 6th grade or below, like the population in general, has been decreasing steadily since it peaked in 1971. It is now nearly 25% below that peak figure. Despite this fact, circulation of juvenile materials and the atten- dance at children's programs continue to increase. Under these conflicting conditions long-term planning for children's services is difficult. Outreach services continue to play an important but minor role in the library program. Use of the shut-in service is down primarily because of lack of staff to identify readers who need the service. Service to the jail has grown with the assignment of a work/study staff member to make the weekly visits. The County Board of Super- visors is now making a direct payment beyond their regular contract to help support this service. While a token amount, it marks official recognition of the need for library service to jail prisoners. Service to Contract and Reciprocal Areas Use of the library by contract areas is rising at a faster rate than use by Iowa City residents. This fact coupled with substantial increases in the total operating budget required to meet basic library' needs means that the library must take a close look at contract fees for future budget years. During the past year it became evident that there was much confusion and misunderstanding by residents of neighboring municipalities about the sources of library funding and the level of library spending. Misunderstandings were compounded by the ending of four years of "free" library service to many of these areas through the state supported regional library. Efforts to offer a joint contract by the four public libraries in the county now seem more important than ever. Reciprocal borrowing (between communities with libraries) is also increasing. However, 75% of all reciprocal use is from Coralville and they are now serving more Iowa City users annually than ICPL is serving Coralville users. Personnel During FY1977 turnover of permanent staff nine staff positions vacated. This extra remind us how much the library now depends by work/study (100 hours a week) and CETA week). The continuation of these programs control. was unusually heavy with workload only served to on staff positions supplied (now over 120 hours a are beyond our power to The members of this library staff continue to perform miracles, providing more service per hour spent than almost any public library in the country. They are creative, enthusiastic, thorough and committed to the philosophy of the public library. They set high standards for themselves and their fellow workers and can be highly critical of any persons not adequately shouldering their share of the heavy worgload. Some hope of eventual relief from their heavy burden is vital to sustain long-term staff morale. A better flavor of the range of projects and problems that they deal with can be found in the departmental reports submitted by each department head. 0 0 IOWA CITY PUBLIC LIBRARY FY1977 GOALS FINAL REPORT LIBRARY COLLECTIONS/PROCESSES 1. Select, purchase and process 7,000 new volumes and select and process 600 gift volumes which will provide greater diversity and depth in areas of greatest use and demand without increasing the size of the collection by more than 2,000 new volumes. 2. 3. Final Report a. New volumes, 7,336; gift volumes, 1,436; net growth, 604 volumes. b. Library materials budget allocations by subject based on use and demand for the first time. "Always available" technique expanded. Results reflected in decrease in percent of new titles purchased. Select, purchase and process 1,000 new recordings, films and art reproductions in order to replace 300 worn, lost and damaged items and increase the total AV collection by 10%. Final Report New items, 1,164; items withdrawn, 483; increase in size of collection, 12.8%. Reduce number of mailings to patrons for fines; overdue materials and reserves from 5% to 2 1/2% of total circulation. Final Report Total circulation, 448,840; overdues mailed, 12,590, reserve notificationsmailed, 4,268; total mailings of 16,758 equal 3.7% of circulation. 4. Improve quality and maintain paperback deposit collections at UAY and County Jail. Expand collections at Close Mansion and Mark IV by 100%. Final Report Completed. LIBRARY SERVICES 1. Organize library's AV services around a designated full-time staff person by June 1977 as a first step toward AV department capable of coordinating AV needs of library and other city governments. 0 -2- Final Report Goal completed. See remarks on AV services in introduction. 2. Fulfill an expected 10% increase in telephone information re- quests without increasing staff by improving telephone equip- ment, call relay techniques and re -organization of work assignments. Final Report Telephone calls increased by only 1%. New telephone equipment installed January 1977. Manual on telephone procedures com- pleted. Work assignments for answering phone juggled but no satisfactory arrangement found. Number of calls that Informa- tion Desk cannot accept continues to increase. 3. Lend and retrieve an expected 10% increase in library items without additional staff by upgrading the book charging system and equipment. 4. 5. Final Report New charging machines installed in July and January. Uniform three week loan period for all materials and all departments initiated January 1. Circulation increase about 3%. New machines are more dependable, produce more readable film, but are no faster. Long lines to check-out at peak periods remain. Begin a study of 'non -user' needs as part of the long-range plan- ning for library services through cooperation with the city's comprehensive planning process. Final Report Received some information from the Comprehensive Plan general survey although library related questions were not as specific as we originally hoped for. Material is tallied and cross -tabulated waiting for further analysis by library staff. Continue outreach and alerting services at their present minimal level. Final Report Fewer publications and displays. Adult programming on smaller scale but varied. Imaginative children's programming continued. Jail service up, homebound service down. New weekly radio spots and newspaper column on new materials. Recycled gifts continue to be main source of deposit collections. Workshop held for nursing home directors. 0 FACILITIES AND ADMINISTRATION -3- :I 1. Evaluate written building program and site recommendations submitted by consultant, select a site and select an architect to prepare preliminary building designs. Final Report Completed. 2. Continue work on long-range goals, setting priorities and writing objectives for next five years. Final Report One round of meetings and discussion in November, 1976. No further progress. 3. Establish a schedule of regular bi-monthly meetings with repre- sentatives of the public school system, University libraries and the public libraries of Johnson County by January, 1977. Final Report Tenative organization, Coordinated Public Library Boards of Johnson County, underway. No progress on formal cooperation with other libraries. Complete organization of FRIENDS of the Library as an independent and viable group by fall of 1977. Final Report Completed. 5. Investigate alternative methods for printing library publications and internal forms in order to provide capabilities by FY1978 not currently available from library equipment or from the city's printing service. Final Report No progress. City printing service better but still not flexible enough or always dependable. C-] MINUTES CIVIL SERVICE COMMISSION July 15, 1977, 2:15 P.M. Civic Center Members Present: Hubbard Nusser Anderson Staff Present: Higdon RECOMMENDATIONS TO THE CITY COUNCIL None RECOMMENDATIONS TO THE CITY MANAGER AND STAFF None RECOMMENDATIONS TO THE CITY ATTORNEY None SUM14ARY OF RELEVANT DISCUSSION r. *Restricted requires expert interpretation of the results. 37'/7 ,.Wynonna Hubbard, Chairperson was presiding. Wynonna opened the meeting "`to discussion of handling civil service records. The following rules and; guidelines were finalized by the Commission in regard to the police°examination process. The psychological test results go to Dr. Jacob. -Sines at the University of Iowa who is willing to discuss these results with any person who has taken the test. The physical agility test is scored by the American Physical Qualification Testing, Corporation in Cedar Rapids. The Human Relations Department is authorized to release the score of individuals, the cut-off score, and..the.ranking within the group who took the test. For example, an - individual ranked seventeenth. No one will have access to written scores 'or. interpretative statements without the written consent of the officer or the.appllcant who took the test. TEST ENTRY PROMOTIONAL Personality *Restricted *Restricted ;Intel,ligence *Restricted *Restricted Professional Oriented N/A Open Physical_ Agility Open Open r. *Restricted requires expert interpretation of the results. 37'/7 MINUTES Page 2 Fire Department Test scores will be handled as the police department above with the exception of the scores from Ames. Any questions regarding that testing procedure are to be referred to the Fire Extension Service at Iowa State University in Ames. June Higdon was requested to write Keith Royer at Ames for the firefighter profile and any information of value to this Commission in accessing the results of tests that are returned to the Commission. In regard to the current records that are maintained in a Civil Service file in the vault, the following decision were made: 1. Destroy anything that is not current. 2. Current information should be included in the personnel file. 3. The personnel file becomes the Civil Service file. 4. The Civil Service file should be marked with a rubber stamp indicating that it is a Civil Service file. A 1 h i 5. f'1 1 d' , n,emp oyee as access to the r own i e, inc u ing the privilege of copying materials in it at their own expense. The next regular meeting will be school schedule is determined. Meeting adjourned Prepared by June Higdon scheduled after Jane Anderson's MINUTES CIVIL SERVICE COMMISSION September 6, 1977 Civic Center Members Present: Hubbard Anderson Staff Present: Higdon RECOMMENDATIONS TO THE CITY COUNCIL None RECOMMENDATIONS TO THE CITY MANAGER AND STAFF None RECOMMENDATIONS TO THE CITY ATTORNEY Jane Anderson moved that we go into executive session to discuss the oral interviews to be conducted for fire promotional. The oral interviews are to be con- ducted on September 9, 1977. Wynonna Hubbard seconded, motion carried. It was decided that those who wrote two tests, that is, two levels of tests, will be in- terviewed for both positions during the same interview session.with the emphasis on the questions adjusted according to the position applied for. Those who are not eligible by length of service for the respective position for which they wrote the examination, will not be interviewed for that position. Interviews will be scheduled at twenty minute intervals. June will ask Chief Keating to schedule a time to best accommodate the department staffing. A letter from Dave Arkovich was distributed to the Commission members. Meeting adjourned Prepared by June Higdon 37y7 • MINUTES CIVIL SERVICE COMMISSION September 9, 1977 Civic Center Members Present: Hubbard Anderson Nusser Staff Present: Higdon RECOMMENDATIONS TO THE CITY COUNCIL None RECOMMENDATIONS TO THE CITY MANAGER AND STAFF None RECOMMENDATIONS TO THE CITY ATTORNEY None SUMMARY OF RELEVANT DISCUSSION The next regular meeting of the Civil Service Commission was scheduled for September 27, 1977 at 9:00 A.M.. Wynonna Hubbard moved that we go into executive session to conduct the oral interviews for fire promotionals. Bill Nusser seconded, motion carried. Nate Hopkins is on vacation and unable to attend an interview today. His interview will be scheduled for 9:00 A.M. on September 27. June Higdon was requested to call the Fire Extension Service in Ames and check on one of the test scores that the Commission had a question about. Meeting adjourned at 6:30 P.M.. Prepared by June Higdon 0 • MINUTES CIVIL SERVICE COMMISSION July 15, 1977 Civic Center Members Present: Hubbard Anderson Nusser Staff Present: Higdon RECOMMENDATIONS TO THE CITY COUNCIL None RECOMMENDATIONS TO THE CITY MANAGER AND STAFF None RECOMMENDATIONS TO THE CITY ATTORNEY None SUMMARY OF RELEVANT DISCUSSION Bill Nelson from the Fire Extension Service, Iowa State University, Ames, Iowa conducted tests for the positions of lieutenant, battalion chief and captain in the fire department. The test is limited to two and one half hours. Mr. Nelson indicated that he would define words, would discuss interpretation and would not give answers to any questions that the persons writing the test might have. Seventeen members of the fire department took the lieutenants test, seven took the battalion chief test and the captains _ test scheduled for 1:00 P.M. in the afternoon had ten people writing tests. Meeting adjourned Prepared by June Higdon STAFF REPORT To: Planning and Zoning Commission Item: S-7741. Village Green South GENERAL INFORMATION Applicant: Requested action: Purpose: Location: Prepared by: Doug Boothroy Date: September 15, 1977 Village Green South, Inc. 2027 Ridgeway Iowa City, Iowa Final plat approval To establish 56 lots for single family residences East of Mercer Park and north of the Rock Island Railroad right-of-way Size: Approximately 12.12 acres Existing land use: Undeveloped Surrounding land use and zoning: North - single family and RIB East - undeveloped and RIB South - (across Rock Island Railroad), industrial and M1 West - undeveloped and RIB (Mercer Park) Applicable regulations: Subdivision Ordinance provisions of Chapter 9.50 of the Municipal Code 45 -day limitation period: 10/5/77 60 -day limitation period: 10/20/77 i. SPECIALINFORMATION Public utilities: Adequate water service is available. In order to provide sanitary sewer service for the development, the applicant is constructing a lift station. Public services: Sanitation service, police and fire protection are available. Transportation: Access will be provided by the extension of Dover and Esther Streets. ANALYSIS The Staff finds the final plat to be in substantial compliance with the approved preliminary plat. 37sS .I -2 - As there needs to be constructed a lift station and force main to provide adequate sewer service to the development, the Staff recommends that the location of the lift station and all necessary easements be provided. The applicant proposes to dedicate to the City a forty -foot strip of land (Parcel A) running parallel to the railroad right-of-way to be used for the purposes of providing a public sound barrier and buffer zone. Besides the aforementioned purposes, the applicant also is locating utilities within Parcel A. The Staff would question the usability of this forty -foot strip of land for buffering if it is also to contain sanitary sewer,force main, storm sewer, and possibly other utilities. RECOMMENDATION The Staff recommends that consideration of the final plat be deferred pending comments from the Parks and Recreation Commission relating to the issue addressed above and revision of the plat incorporating the deficiencies and discrepancies noted below. DEFICIENCIES AND DISCREPANCIES 1. Signatures of the utility companies and of the registered land surveyor should be provided. 2. The location of all utilities and their easements should be shown (e.g., between Lots 54 and 55, and within Parcel A). 3. Label Parcel B as to whether it is to be public or private open space. 4.` A legal description, necessary easements, and a plat showing the location of the proposed sanitary sewer and lift station should be provided with the required legal papers. S. The angle of intersection for the lot line common to Lots 48 and 18 with Dover Street should be provided. ATTACHMENT Location map ACCOMPANIMENT Final plat 7 Approved by: / 7 Dennis R. Kraft, birector Dept, of Community Development J S-77 / L� /j 104 Ili � ,; 4c �,:.' �•'i: � �ar §i • '' �i l>� S 6EPT -77 T O i, /j 104 Ili � ,; 4c �,:.' �•'i: � �ar §i • '' �i l>� S 6EPT -77