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HomeMy WebLinkAbout2007-08-21 Bd Comm minutes rn- MINUTES Iowa City Airport Commission June 7, 2007 Iowa City Airport Terminal- 5:45 PM FINAL Members Present: Howard Horan, Chair (arrived at 6:04 PM); Randy Hartwig; John Staley (arrived at 5:50 PM); Janelle Rettig, Greg Farris Staff Present: Sue Dulek, Michael Tharp Others Present: Phillip Woolford DETERMINE QUORUM: The meeting was called to order at 5:46 P.M. by Rettig. RECOMMENDATIONS TO COUNCIL: None APPROVAL OF MINUTES FROM THE MAY 10 AND MAY 15,2007 MEETINGS: There were no changes/additions/corrections to the minutes of the May 10 and May 15, 2007 meetings. Farris moved to accept the May 10 and May 15, 2007 meeting minutes as presented; seconded by Hartwig. Carried 3-0; Horan and Staley absent. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: A) Aviation Commerce Park - It was noted that Lot 5 is now sold, and that the loan on Commerce Park has now dropped from $2.2 million to $1.38 million. Tharp noted that there has been increased interest lately, especially on Lot 6. B) Acrobatic Flight Training Operations - Woolford commented that the representatives weren't able to make the meeting and would like to have a discussion at next month's meeting. Hartwig asked if they would be operating under Jet Air, to which Woolford responded no. Currently this operation is renting one hangar from Jet Air. This prompted a discussion about commercial rental fees. Hartwig stated that he feels they need to look at this issue further. Rettig stated that she feels there are several issues to address here - one being minimum standards for flight schools, secondary schools; secondly, a commercial agreement for doing business on the airfield; and thirdly, the issue of space. 1 Airport Commission June 7, 2007 Page 2 of6 This led Members to discuss their feelings regarding commercial usages on Airport property. Dulek gave the Members some clarification on this issue. Rettig noted that in order to have this on the July 19th agenda, they will first need the minimum standards, as well as some thought about commercial operators at the Airport. She added that they also need to look at space needs. The discussion continued, with Members sharing their thoughts on how they may want to handle commercial ventures at the Airport. Rettig reiterated that they will gather as much information as possible before the July meeting. C) FAAlIDOT Projects - Earth Tech - David Hughes - Tharp noted that Hughes was not present this evening due to the inclement weather. Tharp stated that the Members should all have a copy of Hughes' email. I) Runway 7/25 - Tharp stated that plans have been submitted to the FAA, and that there is some language work to be done yet. He further stated that the bidding specs, with some recent legislative changes, will have some modifications. Dulek noted that Hughes will want the Commission to set a public hearing in the near future regarding this. II) South Aviation Development Study - Tharp stated that he does not have any new information on this. III) South Taxilane Rehab - Tharp stated that this has started, although due to the frequent rainy weather, progress has been slow. Tharp gave the Members a brief rundown of the planned schedule on this proj ect. IV) Hangar A Rehab - Tharp noted that the floors are done being installed, with just a couple of days left for the sealants to take effect. Once this occurs, the project will be done. V) Hangar A & B Doors - The measurements have been made, and locks will be installed first. Tharp stated that he looks for this to occur around the end of the month. After this they will start distributing keys for the new locks. VI) Terminal Apron Rehab - The last time Tharp talked to Hughes on this, it was being looked at for an August project. Tharp stated that they do have the money to proceed with this project, but would like to wait until other projects are completed before they tear up any more Airport areas. VII) Obstruction Mitigation - Tharp stated that he is not sure where this project is at currently. Horan passed along some of the paperwork associated with this project, and Members briefly discussed the number of trees that would be removed. Dulek stated that two trees are not on City property. VIII) 405 Approach Surveys - Tharp noted that these surveys are still back and forth with the FAA, but he has not heard anything further at this time. 2 Airport Commission June 7, 2007 Page 3 of6 D) Airport Viewing Area - Farris stated that he has been looking into types of shelters - hexagon or octagon - that would go in the northwest comer of the viewing area. He recently spoke with Terry Trueblood of the City, who gave him some information regarding shelters, trash receptacles, and benches. Farris then responded to Members' questions regarding this project. This led to a discussion regarding the extension of sidewalks into this area, as well as the various concrete needs that they will have. The Members next discussed the types of shelters - arch beam construction versus a pole, post and beam, type of structure. Farris gave several examples of shelters, responding to Members' questions regarding cost. Rettig suggested they compose a letter, laying out the shelter concept that they decide on, and do a "call for funds" on this. She also suggested the idea of having people sponsor a bench. Everyone agreed that they would like to have this shelter done by the end of summer, at the latest. (TAPE ENDS) Rettig stated that she feels that Farris and Tharp can decide on a shelter, and perhaps have another Member look it over, but that she would like for them to proceed. E) T -Hangar Contracts and Rates - Tharp asked the Commission what information he can get for them, in order for them to decide how they want to proceed with this. He noted that last year he did a survey of area airports in order to see what they charge. Tharp stated that he would like to have this discussed at the July meeting, and then finalized at the August meeting, in order to get the new contracts prepared. Rettig stated that they could look at the square footage of each specific hangar, along with the amenities that each offers, and come up with a formula for rates. The discussion turned to the electricity issue, and how they may want to address this. Rettig stated that she made some calls regarding storage units and pricing for these types of places, as many of the hangars are being used for more than storing airplanes. Rettig stated that she looked at several hangars today, and they each had several cars being stored in them. Hartwig agreed, stating that they have stated it before that hangars are not to be used for storing anything other than aircraft. Staley noted that there are 64 T -hangars, and suggested that they charge $1 to $3 per month for electricity on each of these hangars in order to cover the electricity bill. Rettig noted that there are 59 T-hangars that this would encompass. Tharp stated that he will email an article regarding the FAA's stand on this, that T -hangars are for storing aircraft only. F) Airport "Operations": Strategic Plan-Implementation; Budget; and Airport Management - Horan noted that he spoke with Hughes today about the Willow Creek study, and that it should be done by the first part of July. They will then need to set a planning meeting. Rettig stated that she had a question regarding the sale of the lot, and Tharp explained what was 3 Airport Commission June 7, 2007 Page 4 of6 happening with this line item. Rettig stated that she also asked Tharp a question regarding "Estimated Revenue." Rettig went on to state that as of July 18t they will have $20,000 available to start the first phase of the parking lot rehab, and also $10,000 for fencing. She stated that if they would like to get these projects done yet this building season, they will need to give Tharp direction on moving forward with these items. Hartwig stated that he feels they should prioritize some of these, and perhaps be able to save money by combining some of the efforts with City projects. Rettig and Hartwig both agreed that curb appeal should be considered, as well. Rettig then brought up the pond that is located by Wal-Mart, and stated that she asked Tharp to look into this situation. She wondered if this isn't supposed to drain, but instead, noted that it is always filled with water. She noted this in regard to wildlife problems at the Airport. G) FBO Staff Report - Woolford noted that they are having an open house on Saturday, June 23rd where they will have their charter aircraft on display. (unable to hear speaker clearly) Rettig noted the number of helicopters landing at the Airport during the Arts Fest, and asked Woolford how many call-outs they can get in a day. H) Subcommittees' Reports - Tharp noted that he, Rettig, and Tom Schnell, as well as Tom's boss, all met to discuss the expansion plans. He stated that it gave them a better idea of what they would like to do, and Tharp was able to meet some of the U of I staff that will be involved in this project. Once Tharp receives a draft ofthe agreement, he stated that he will forward this to Dulek for review. Hartwig stated that they should share these plans with the City Manager, in order to let the City know what the U of I is planning to do at the Airport. (TAPE ENDS) I) Commission Members' Reports - Horan noted that he watched some of the grading work yesterday, and that he spoke briefly with the Earth Tech supervisor on site. He stated that he also spoke briefly with the Assistant Manager at the Hertz office. He asked if anyone had heard anything about the number of cars that Hertz has on site. Tharp noted that he had not heard any negative comments regarding this. Rettig noted that Karin Franklin will be retiring in approximately sixteen days, and that Steve Atkins will be retiring August 1 st. She suggested sending letters to each of them, congratulating them on their retirements, as well as thanking them for their service. She also noted that she took a tour ofthe Airport with Tharp today. Rettig also noted that there is a meeting tomorrow with Congressman Loebsack at 3:00 PM. Hartwig followed up by thanking Greg Zimmerman for the May fly-in, and shared some pictures with Members. He also passed along his congratulations to Karin Franklin and Steve Atkins on their upcoming retirements. Hartwig also noted that Dan 4 Airport Commission June 7, 2007 Page 5 of6 Clay, who previously served on the Airport Commission, has taken a job in Alabama. Farris stated that he had the opportunity to fly the simulator plane, as did Hartwig. ' J) Staff Report - Tharp noted that on Monday he met with several others for a Town Hall meeting regarding aviation matters with some upcoming bills. Dulek noted that with respect to Karin Franklin's upcoming retirement, she will let the Members know the date and time for Karin's reception. SET NEXT REGULAR MEETING FOR: July 19, 2007, at 5:45 P.M. ADJOURN : Meeting adjourned at 7:30 P.M. CHAIRPERSON DATE 5 Airport Commission June 7, 2007 Page 6 of6 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meetine: Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 7/19 NAME EXP. Randy Hartwig 3/1/09 X X X X X X OlE X Greg Farris 3/1/13 OlE X X OlE X X X X John Staley 3/1/10 X X X X X X OlE X Howard Horan 3/1/08 X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member 6 [:i: MINUTES Iowa City Airport Commission June 8, 2007 Iowa City Airport Terminal- 1 :00 PM FINAL Members Present: Howard Horan, Chair; Janelle Rettig, Randy Hartwig Members Absent: John Staley, Greg Farris Staff Present: Michael Tharp Others Present: Congressman David Loebsack, David Leshtz, Pat Harney, Terrence Neuzil, Tom Sharpe, Tom Schnell DETERMINE QUORUM: Chairperson Horan called the meeting to order at 3 :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 4:00pm. CHAIRPERSON DATE Airport Commission June 8, 2007 Page 2 of2 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meetine: Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 6/8 NAME EXP. Randy Hartwig 3/1/09 X X X X X X OlE X X Greg Farris 3/1/13 OlE X X OlE X X X X OlE John Staley 3/1/10 X X X X X X OlE X OlE Howard Horan 3/1/08 X X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X X KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member m MINUTES Iowa City Airport Commission June 28, 2007 Iowa City Airport Terminal-7:30 AM FINAL Members Present: Howard Horan, Chair; Randy Hartwig; Janelle Rettig, Greg Farris Members Absent: John Staley Staff Present: Sue Du1ek, Michael Tharp DETERMINE QUORUM: Chairperson Horan called the meeting to order at 7:30 A.M. Hartwig moved Resolution No. A07 -13 setting a public hearing for the plans, specifications, form of contract, and estimate on cost for the construction of "phase 5 project" within the runway 7/25 runway extension project to install paving and lighting. Farris seconded the motion. Members inquired of Tharp the status of the FAA funding for the project, and Tharp said that, although the money was not yet available, the FAA had approved the plans and specs and approved that the public bidding process can begin. Also, Tharp reported that Doug Jones of the FAA had inspected the current status of the runway extension project the day before and was pleased with the progress. Motion passed 4-0 (Staley absent) on a roll call vote. ADJOURN: Meeting adjourned at 7:34 A.M. CHAIRPERSON DATE 1 Airport Commission June 28, 2007 Page 2 of2 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meetinl! Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 6/8 6/28 NAME EXP. Randy Hartwig 3/1/09 X X X X X X OlE X X X Greg Farris 3/1/13 OlE X X OlE X X X X OlE X John Staley 3/1/10 X X X X X X OlE X OlE OlE Howard Horan 3/1/08 X X X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X X X KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member 2 LS MINUTES Iowa City Airport Commission July 9, 2007 Iowa City Airport Terminal-7:30 AM FINAL Members Present: Howard Horan, Chair; Randy Hartwig; John Staley, Greg Farris Members Absent: Janelle Rettig Staff Present: Sue Dulek, Michael Tharp DETERMINE QUORUM: Chairperson Horan called the meeting to order at 7 :30 A.M. RECOMMENDATIONS TO COUNCIL: ITEMS FOR DISCUSSION: Horan opened the public hearing on plans, specifications, form of contract, and estimate on cost for the construction of "phase 5 proj ect" within the runway 7/25 runway extension project to install paving and lighting. No one commented, and Horan closed the public hearing. Hartwig moved Resolution No. A07-l4 approving the plans, specifications, form of contract, and estimate on cost for the construction of "phase 5 project" within the runway 7/25 runway extension project to install paving and lighting, establishing amount of bid security, directing City Clerk to publish advertisement for bids, and fixing time and place for receipt of bids. Staley seconded the motion. Dulek stated that a small change needed to be made to page N-5 of the plans by adding "on July 31,2007" in the second to last paragraph. Members discussed when to have the meeting to award the contract and decided on August 9 at 7:00. Dulek stated that the plans provide that the project is contingent on FAA funding. Motion passed 4-0 (Rettig absent) on a roll call vote. ADJOURN : Meeting adjourned at 7:39 A.M. CHAIRPERSON DATE 1 Airport Commission July 9, 2007 Page 2 of2 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meetine: Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 6/8 6/28 7/9 NAME EXP. Randy Hartwig 3/1/09 X X X X X X OlE X X X X Greg Farris 3/1/13 OlE X X OlE X X X X OlE X X John Staley 3/1/10 X X X X X X OlE X OlE OlE X Howard Horan 3/1/08 X X X X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X X X OlE KEY: X = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member 2 MINUTES Iowa City Airport Commission August 1, 2007 Iowa City Airport Terminal - 7:30 AM FINAL c;r Members Present: Howard Horan, Chair; Randy Hartwig; Greg Farris Members Absent: John Staley; Janelle Rettig Staff Present: Sue Dulek, Michael Tharp DETERMINE QUORUM: Chairperson Horan called the meeting to order at 7:40 AM. RECOMMENDATIONS TO COUNCIL: A Consider a resolution approving Project Task Order NO.6. with Earth Tech Inc. for Jet-A fuel system installation and Avgas fuel system upgrades. - Tharp gave a short description of the project to the commissioners. Resolution #A07-17 moved by Hartwig, seconded by Farris. Motion approved 3-0, Rettig and Staley Absent. B. Consider a resolution setting a public hearing for the plans, specifications, form of contract, and estimate on cost for the construction of west terminal apron rehabilitation. - Tharp gave a short description on this stating that with the bid prices of concrete and rock from the bids for the runway extension paving, they were taking another look at potential expansion opportunities. Horan noted the public hearing date to be Monday August 13th at 7:30 AM. Resolution #A07-18 moved by Farris, seconded by Hartwig. Motion approved 3-0, Rettig and Staley Absent. 2. Adjourn - Meeting adjourned at 7:44 AM. CHAIRPERSON DATE Airport Commission August 1, 2007 Page 2 of 2 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meeting Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 6/8 6/28 7/9 7/19 NAME EXP. Randy Hartwig 3/1/09 X X X X X X OlE X X X X X Greg Farris 3/1/13 OlE X X OlE X X X X OlE X X X John Staley 3/1/10 X X X X X X OlE X OlE OlE X X Howard Horan 3/1/08 X X X X X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X X X OlE OlE TERM 8/1 8/9 NAME EXP. Randy Hartwig 3/1/09 X Greg Farris 3/1/13 X John Staley 3/1/10 OlE Howard Horan 3/1/08 X Janelle Rettig 3/1/12 OlE KEY: X = Present o = Absent OlE = Absent/Excused NM = No meeting --- = Not a Member rni: MINUTES Iowa City Airport Commission July 19, 2007 Iowa City Airport Terminal- 5:45 PM FINAL Members Present: Howard Horan, Chair; Randy Hartwig; John Staley; Greg Farris Members Absent: Janelle Rettig Staff Present: Sue Dulek, Michael Tharp Others Present: Jerry Searle, Dan Yeager, Jay Honeck, Mary Honeck, Rick Mascari, Gary Lust, Sharon Lust, David Hughes, Minnetta Gardinier DETERMINE QUORUM: The meeting was called to order at 5:45 P.M. by Horan. RECOMMENDATIONS TO COUNCIL: None APPROVAL OF MINUTES FROM THE JUNE 7, 8, and 28, 2007 and JULY 9, 2007 MEETINGS: There were no changes/additions/corrections to the above noted minutes. Hartwig moved to accept the June 7, 8, and 28, and July 9, 2007 meeting minutes as presented; seconded by Farris. Carried 4-0; Rettig absent. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: A) Runway 18-36 - Rick Mascari addressed the commission and thanked them for including this agenda item request. Mascari commented that Jerry Searle from Snyder & Associates would be attending the meeting, but hadn't arrived yet. Mascari addressed the commission regarding the possibility of re-opening 18-36. Mascari discussed the question of "Why do we want the runway reopened?" Mascari discussed the issues of crosswind landing at the airport. Mascari stressed that the airport has not had a crosswind landing accident due to the three runway configuration. Mascari then addressed the current VOR-A approach procedure which currently brings aircraft to the center of the airport and makes them circle to land. Mascari discussed the potential hazard of flying the circle to land while trying to keep the 1 Airport Commission July 19, 2007 Page 2 of8 runway environment in sight. Mascari commented that with the runway open, an aircraft could instead fly a straight in approach and land and 36. Mascari then addressed the potential cost of the runway, stating that in 1996 the Federal Aviation Administration (FAA) declared they would no longer support three runways at Iowa City. Mascari expanded on that stating that meant the FAA would no longer provide grants for major improvements and rehabilitations of the runway, minor repairs such as fixing cracks were the responsibility of the Airport Sponsor. Mascari addressed the cost of upkeep on the runway stating he compared the city contributions of the general levy to the airport in a year when the runway was open, to a year when the runway was closed. Mascari stated that in 2003, the general levy contribution was $129,524, and in 2006, the contribution was $112,000. Mascari stated that in 2004 they had expenses from the cost of the full time manager, as well as more hangar debt. Mascari then concluded that it shouldn't cost much to maintain the runway. Mascari then addressed the displaced threshold that was put in place when the north commercial park was designed. Mascari also mentioned the ASOS weather equipment that was placed in the field and required the removal of part of the runway. Mascari then discussed the steps that would be required to re-open the runway, which included painting the runway with chevrons for the areas that would be closed, and updating the Airport Layout Plan. Mascari addressed the potential drainage issue using only one-half of the runway. Mascari addressed the conflict with the ASOS equipment which he felt didn't conflict with any zones. Hartwig commented that he would be skeptical that the ASOS in its current location would not be a hazard. Searle discussed the FAA criteria regarding some of the protection zones and Part 77 airspace. Searle discussed the need to clear the road (Mormon Trek) and the threshold would be displaced based on that. Searle stated that the north end was marked as relocated and not displaced. Searle stated that the runway would not have a published approach. Hartwig commented that in terms of safety that all areas of the airport have something on the end that is a potential hazard. Hartwig then asked Searle about a runway with 2 displaced thresholds, to which Searle responded the FAA doesn't like that scenario and would not look favorably on it. Hartwig commented on the displaced threshold and how pilots have trouble landing past the displaced threshold and this negates the safety measure that the threshold itself is put there to correct. Mascari confirmed some of the costs with Searle regarding pavement markings and the ALP update costs. Hartwig responded to the costs, and stated that because of the age of the runway it would be reasonable to assume that the there would need to be money spent on the runway. Mascari commented on the runway 2 Airport Commission July 19, 2007 Page 3 of8 conditions referring to one of the pavement condition reports showing 18- 36 rated as poor to good and the other 2 runways were rated as good. Hartwig commented that he was frustrated with this discussion taking place now after the airport has confirmed with the city, state, and FAA that this was the direction they were going to, and stated that the credibility of the Airport is also at stake if they choose to go back to altering the plans. Mascari addressed the understanding with the city that the runway would be able to stay open until the other improvements were completed. Horan asked about the ASOS equipment and the impact of activity on the equipment. Hartwig stated that part of the reason it was located at its current position was because that was the best spot that kept it within all the sighting and alignment criteria. Searle commented his initial thought would be that the ASOS would need to be relocated. Dan Yeager commented on the safety of the takeoff on 18 that there is a roadway that runs parallel and could be used in the event of an engine failure. Staley questioned the approach procedure and the wind effects and the risk factors there. Mascari responded and stated that his concern is with turning with a cross-wind when he's flying low and slow on the approach. Yeager expanded by noting that there is low level wind turbulence coming from nearby buildings. Gary Lust commented on the approach that there was a YOR-36 approach that was a straight in approach that took pilots to the end of the runway, and the YOR-A now takes pilots to the center of the airport. Horan stated his concerns regarding the ASOS and potential reporting impacts by aircraft near it. Farris stated that there are more costs with having 18-36 open because that would remove southern areas from possible development, and there would be opportunity costs lost there, as well as the FAA paid study that is going on for that area. Tharp questioned how long the north area had been on the market. Mascari responded that it was placed on the market in 1998. Horan asked for any other comments from the public in attendance or any other comments from the Commission. Tharp stated he would like to expand on some of the maintenance costs. Tharp noted that the last pavement condition report was done in 2005, and at that time runway 18- 36 averaged a 52 rating which put it in the category of major rehabilitation. Tharp stated that with the costs estimated in the book that the airport should be spending roughly $2.75 per foot for runway repairs. Tharp expanded his remarks to clarify the costs are increased because the pavement failures are more dire. Tharp stated that he felt it would take more money than had been discussed to re-open the runway. Staley asked that with the airport budget, where does the airport come up with whatever money is required to reopen the runway? Mascari 3 Airport Commission July 19, 2007 Page 4 of8 suggested that with the money the airport spends in relation to improving hangars, and that perhaps re-prioritizing some of the projects would be a possibility. Horan asked for any comments and not hearing any stated he felt that he is comfortable with the current airport plans for completing the runway 7-25 extension, which included the removal of the United Hangar. Horan expanded that he hoped the airport would be paving and lighting this building season, and when that project is funded the need to remove the United hangar could no longer be pushed out. Horan asked if anyone had any other ideas, and hearing none, suggested moving on to the next item. B) Aviation Commerce Park -- Horan stated Harry Wolfwas unable to attend, but stated that he had some new interest in lots, and that the airport commission should stay on their toes for some special meetings. C) FAA/IDOT Projects - Earth Tech - David Hughes - Hughes made sure that the Commission did receive the monthly update that he sent out. Hughes then went through the items for updates I) Runway 7/25 - Grading has been completed, and there are a couple of punch list items left to finished. Hughes noted that the Paving and Lighting is out to bid, and that the FAA has said that currently there is no discretionary money available, and they hope to have some by the time the project is bid. II) South Aviation Development Study - Hughes stated that this is also waiting on the drainage study which is being reviewed by the city. The Drainage study would contain dollar estimates that might affect some of the south planning layouts III) South Taxilane Rehab - Hughes noted there were some water issues with the taxilane, and that they would be getting with the contractor to correct the deficiencies. IV) Hangar A Rehab - Consider a resolution accepting work for Hangar A Floors - Hughes noted that they had been told earlier in the week that there was a issue with some raised concrete and a door not closing. He will get with the contractor to repair this, and hopefully close the project at the next meeting. Commission deferred the Resolution to August meeting. V) Hangar A & B Doors - No discussion VI) Terminal Apron Rehab - Hughes commented they are finishing the plans for this project and noted that construction on that would still be this construction season. VII) Obstruction Mitigation - Hughes noted that most of the MidAmerican lines can be placed underground in the DOT right of way. He noted that MidAmerican would like an easement to place a piece of equipment on airport land. Horan 4 Airport Commission July 19, 2007 Page50f8 questioned that if this work was to be completed by the end of this construction season, to which Hughes responded that was correct VIII) 405 Approach Surveys - Hughes noted they are addressing some more FAA comments and are working towards completion D) Acrobatic Flight Training Operations - Tharp noted he hadn't heard anything from the operators, and didn't have anything new to add. E) University oflowa /Operator Performance Labs - Consider a resolution accepting a Letter of Intent with the University of Iowa for expansion of Building H - Tharp commented that the University would like to defer accepting the Letter of Intent until the August meeting. Tharp stated that there has been some additional comments on the proposed 20 year lease. Tharp noted that the project itself would be secured, but the length of the lease term was what was being questioned. Commission deferred the Resolution to August meeting. F) T-Hangar Contracts and Rates - Hartwig and Farris recused themselves from the discussion due to a conflict of interest. Tharp noted that in the packet were what the current rates and a memo from Tharp stating the background information. Tharp noted that the hangar rates hadn't been adjusted since 2003 for A,B,C and 2005 for I,J,K. Tharp proposed increasing the rates based on an inflationary adjustment. Tharp commented that hangars A,B, and C were, in his view, coming up to the upper end of the rental rates that would be accepted. He also commented that since there is a waiting list for spots at Iowa City, the market may be a little more flexible. Tharp noted that his figures included the electric costs of the hangars. Staley commented that if that was the case, then they should strike the voluntary electric payment section. G) Wal-Mart Storm-water Management Easement - Tharp commented that this is one of the wildlife hazard mitigation items, and that he and Dulek met with city staff to discuss this. Tharp stated that the Wal-Mart easement with the airport consists of roughly enough land to have a slope and fence in to the pond. Tharp also stated that they discovered that this facility was indeed designed as a wet bottom detention pond, and that the FAA had approved the design. H) FY2008 Iowa DOT Grants - Tharp noted that the 2 grants the airport applied for were approved. They consisted of the North Taxilane rehabilitation, and the fuel system upgrades. Farris asked about the areas they were going to repair and Tharp responded. Horan asked for clarification of what was going to occur with the fuel system. Tharp 5 Airport Commission July 19, 2007 Page 6 of8 responded that it would include an upgraded AvGas dispenser, and a 24 hour Jet Fuel pump. The system also provides a safety measure should mobile equipment have failure. Consider a resolution accepting IDOT Grant for fuel system upgrade and repair - Resolution #A07-15; moved by Staley, seconded by Hartwig; Motion approved 4-0 Rettig Absent. Consider a resolution accepting IDOT Grant for North Taxilane rehabilitation and pavement repairs - Resolution #A07-16; moved by Hartwig, seconded by Farris. Motion approved 4-0, Rettig absent. Hartwig asked for timeline clarification, and Tharp responded that they had planned for the fuel system work to be done yet this year, and the pavement rehab would be a spring project. I) Airport "Operations": Strategic Plan-Implementation; Budget; and Airport Management - Horan noted he is still interested in a planning meeting once the Willow Creek study is done. Tharp noted that Fiscal Year 2007 was complete. He noted the preliminary data showed the airport expenses were about $3,000 over budget, but with the emergency phone line repair that occurred, they were in line. Staley asked about putting together a replacement schedule for HV AC equipment. Hartwig noted that the internal accounts showed some large overages, but that the bottom line was good. Tharp responded that they do need to adjust some individual categories to better reflect expenses. J) FBO Staff Report - Horan noted that Phillip Woolford was unable to attend the meeting K) Subcommittees' Reports - Farris noted they begun the process to order the covered shelter. Farris then gave the Commission a description of the shelter. Farris noted that the company being used has provided several shelters for the city. Farris noted that the cost of the shelter leaves some money left over for some other items they have been looking for. Yeager asked if the area is being advertised for use. Farris responded that it is to a small extent, but that it would be more with the future planned trail system in the area. Hartwig commented about removing the last couple of parking stall to make the entrance more viewable and accessible. Horan noted that he'd been taking more pictures of the grading. . L) Commission Members' Reports - Hartwig noted a photo in the weather room from Terry Edmond's glider flying over the Grand Canyon. Hartwig also mentioned the new bike rack out front M) Staff Report - Dulek told the commission about the reception being held for the retiring City Manager, on Friday, July 2ih. Tharp commented on a couple of articles in the packet regarding FAA Funding, and that the House Bill was the friendliest to General Aviation. 6 Airport Commission July 19, 2007 Page7of8 SET NEXT REGULAR MEETING FOR: August 9, 2007, at 7:00 P.M. ADJOURN: Meeting adjourned at 7:40 P.M. CHAIRPERSON DATE 7 Airport Commission July 19, 2007 Page 8 of8 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meetinl! Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 6/8 6/28 7/9 7/19 NAME EXP. Randy Hartwig 3/1/09 X X X X X X DIE X X X X X Greg Farris 3/1/13 DIE X X DIE X X X X DIE X X X John Staley 3/1/10 X X X X X X DIE X DIE DIE X X Howard Horan 3/1/08 X X X X X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X X X DIE OlE TERM 8/9 NAME EXP. Randy Hartwig 3/1/09 Greg Farris 3/1/13 John Staley 3/1/10 Howard Horan 3/1/08 Janelle Rettig 3/1/12 KEY: X = Present o = Absent DIE = AbsentlExcused NM = No meeting --- = Not a Member 8 FINAL/APPROVED I ~~ JUNE 2007 MINUTES SENIOR CENTER COMMISSION JUNE 19,2007 G08/9 SENIOR CENTER Call to Order: Members Present: Meeting called to order at 3:32 PM Robert Engel, Chuck Felling, Betty Kelly, Sarah Maiers and Nancy Wombacher David Gould and Jay Honohan Michelle Buhman and Linda Kopping Lynn Campbell Members Absent: Staff Present: Others Present: RECOMMENDA nONS TO COUNCIL None APPROV AL OF MINUTES-Kelly Motion: To approve the April 17, 2007 minutes as distributed. Motion carried on a vote of 5-0. WombacherlMaiers PUBLIC DISCUSSION-Kelly Campbell remarked that she has heard many positive comments regarding the new paint and lighting in the Assembly Room. COMMISSION ASSIGNMENTS-Kelly Maiers volunteered to write the web article summarizing the June 2007 meeting. Engel will report on this meeting to the City Council. ASSEMBL Y ROOM RENOV A nON REPORT -Kopping The tables and chairs for the Assembly Room have been ordered and are scheduled to arrive late in the summer. The acoustical panels are on order and will also be installed later this summer. VOLUNTEER RECOGNITION PLANNING- Buhman Buhman reported that Jim Hall agreed to provide entertainment at the Volunteer Recognition Breakfast scheduled for Friday July 20, 2007. Gift Certificates will be given as door prizes and each person in attendance will receive a small gift in appreciation of their volunteer efforts during 2006. As in previous years, the senior nutrition program has agreed to order and help prepare the recognition breakfast. FINAL/APPROVED JUNE 2007 STANDING COMMITTEE STATUS REPORT Finance Committee - Engel Engel reported on the Finance Committee meeting held on June 12,2007. The Committee discussed options for organizing a permanent display recognizing donors. It is hoped that such a display will also encourage future donations. Copies of the meeting notes and recommendations were distributed and considered by the Commission The Committee suggested three recognition categories: contributions to the future, gifts to the current operational budget, and corporate donations. The next step is for Kopping to organize a participant based committee to explore design options and make a recommendation for purchase and installation to the Commission. Motion: To accept the Finance Committee's donor recognition guidelines as distributed for use by the participant based recognition committee. Maiers/ Wombacher Motion carried on a vote of 5-0. OPERA nONS - Kopping Kopping distributed a copy of the Memory Training Program budget which reflects a net gain of $420.00 in class proceeds. Additional classes are planned for this summer and fall. The intent is to generate enough revenue through the classes to fund the annual $1,000 re-licensing fee and other class related expenses. Kopping reported that the Senior Center building is in need of some major repairs and renovations. Specifically, there is a need to replace the roof, and the existing boiler and chiller. In addition, all the restrooms need to be brought up to ADA standards and the ground floor restrooms need complete renovation following the mold abatement that took place earlier this year. The water main also needs to be repaired. Finally, the installation of two participant showers on the ground floor has been included in the plans. Craig Buhman and Kopping have been working with Kumi Morris, City Architectural Service, for the past several months developing a plan of action for these repairs and collecting estimates. While the actual total cost of these projects is yet to be determined, the initial estimated cost is over a million dollars. Morris and Kopping attended the June 18, 2007 City Council work session to request permission to proceed with the projects. Council recognized the need for the repairs and renovation, but questioned the installation of the participant showers. Consequently, Council authorized moving forward with the plans and specs for the project and asked that the participant showers be considered as an optional add-on. Council will consider these projects again when the formal bidding process is initiated. COMMISSION DISCUSSION-Kelly Wombacher reported that some members have requested that the pool room and computer lab be treated in the same way as the standing exercise equipment room is and be made available from 7 AM to 7 PM on weekdays and from 10:30 AM to 1 :30 PM on weekends. It was agreed that this topic would be placed on the July meeting agenda for discussion. 2 FINAL/APPROVED JUNE 2007 The Silver Swing will be performing at the Iowa City Jazz Fest on June 30, 2007 Engel reported on the Board of Supervisors meeting. Motion: To adjourn. Motion carried on a vote of -0. EngellWombacher 3 FINAL/APPROVED JUNE 2007 Senior Center Commission Attendance Record Year 2007 Name Term 1/16 2/20 3/19 4/17 6/19 Expires Bob Enoel 12/31/08 X X OlE X X David Gould 12/31/08 X X X OlE OlE Chuck Fellino 12/31/09 N/A N/A X X X Jay Honohan 12/31/07 X X X X OlE Bettv Kellv 12/31/07 X X X X X Sarah Maier 12/31/06 X X X X X Nancy Wombacher 12/31/06 OlE OlE OlE X X Key: X= 0= O/E= NM= Present Absent Absent/Excused No meeting Not a member 4 {#i;:) Iowa City ~Public Library Minutes Iowa City Public Library Board of Trustees Regular Meeting June 28, 2007 Members Present: William Korf, Linzee McCray, Mary New, Meredith Rich-Chappell, Pat Schnack, Leon Spies, David VanDusseldorp [;[ FINAL APPROVED Members Absent: Tom Dean, Tom Martin Staff Present: Barb Black, Terri Byers, Maeve Clark, Debb Green, Susan Craig, Heidi Lauritzen, Patty McCarthy, Elyse Miller, Hal Penick Guests Present: Lee Carmen, Michael Cohen, John Kenyon, Alexander Rich-Chappell Call to Order: McCray called the meeting to order at 5:03 pm. Public Discussion: None. Approval of Minutes The minutes of the regular meeting of May 24, 2007 were reviewed. A motion to approve the minutes was made by Korf, seconded by New. Motion carried 7/0. Unfinished Business Leased Space. There is a draft lease between the City of Iowa City and the University of Iowa (UI) which was distributed prior to the meeting. The only outstanding issue remaining between the parties is the indemnification language, which is being negotiated. The lease states that a mutually agreeable solution will be found to fulfill the tenant's requirements regarding the cooling capacity in the basement. The Library hired an engineering consultant who provided three options for increasing the air handling in the space. The option recommended by the consultant will use the extra capacity of one of the existing air handlers to provide adequate air handling in the basement. The rent income and the tax revenues derived from the tenancy in addition to the 7% utilities the tenants are responsible for paying make this improvement a good value for the expense. If the improvement expenses cannot be covered by the first year's income, City Manager Steve Atkins has said money could be used from other City funds and be paid back. City Council will be informed about the cost of these improvements which the consultant initially estimates between $35-45,000. Korf asked about the University paying taxes on the space. Craig explained that the University of Iowa is not taxed on property it owns. However; if the University leases space it is required to pay taxes. Schnack asked about the use of the space. Craig said that the University of Iowa Hospitals and Clinics is going to be the tenant and they will use it for training their staff, dividing the space into up to eight separate rooms, each with approximately twenty computers. New asked about the air handling situation. Craig said that the first floor tenants are using more air handling capacity than anticipated due to the nature of their businesses. This left an inadequate amount of air for the basement space given all the people and equipment planned for the space. Schnack wondered if UIHC is training for only a certain period of time. Craig said that the contract is for three years and that the UI is invested in staying in the space. Lee Carmen stated from the floor that UIHC is interested in occupying the basement space for a long time. A motion to send the lease to City Council was made by Spies and seconded by Schnack. Motion carried 7/0. New Business Evaluation of Director. Craig requested that the session be closed. It was moved by Spies and seconded by Korfto close the session. The session re-opened at 5:27. It was moved by New and seconded by VanDusseldorp to approve the Evaluation Committee's report with a 3.25% salary increase. Craig and the Evaluation Committee were thanked for their service. Motion carried 7/0. Board Annual Report. The Library Board reviews last year's goals and develops goals for the coming year each June. These are required for the City in September but the Library discusses goals early so they can be included in the annual report. Schnack asked about statistics for University Heights' use. Craig asked Board members to identify items they would like highlighted in the report. VanDusseldorp mentioned technology and accessibility items such as revisions to the website and the ability of staff to use many features without having to go through IT. Craig said that meeting room usage will likely set a record this year. The public relations plan, adopted in FY07, was one of last year's goals. Craig will mention some of the initiatives that were accomplished vis a vis this goal. Schnack asked about the popularity of the Friday night hours. Craig said that she and staff were pleased at the increased usage even in the winter months. Schnack wondered if there was a place somewhere to identify the increased number of programs for children and young people. Schnack also noted the increase in programs for teens. Craig stated that the Library expects to set a record for attendees in the Summer Reading programs this year. Schnack wondered if we still get complaints about parking. Craig said she does not get many complaints from people when she's out in the community. Parking related activities do take staff time but that this function is one part of working at the Library. McCray asked about looking for other parking and whether it should be explored. Korf suggested an article about parking in The Window that could include information about Park "n Read, etc. Craig thanked the Board for the support she received during her three years serving on the Iowa Library Association Board, especially during her presidency last year. Craig suggested that public relations measures be included in next year's goals. Funds have been budgeted specifically for public relations activities and these efforts have been successful this year. The updated Public Relations Plan will be included in July Board packet, together with strategic plan updates. Craig will also draft the Board annual report for the July meeting. Staff Reports Departmental Reports: Children's Services. New talked about the R.E.A.D. program and how fantastic it is. McCray really enjoyed the program with The Bobs. Systems. The Computer Lab is now open three afternoons a week so that teenagers can have their own space to be together on the Internet, and longer time to be connected to the Internet than at the public computer stations. This also cuts down on noise in the public computer space. Unexpectedly the Teen Tech lab heavy use slowed down the rest of the computers, so Systems identified and rectified the problem. Technical Services. In response to a question about materials waiting to be purchased in the new fiscal year, Black said that fifteen minutes after fiscal year 07 closed there was $25,000 worth of materials ordered. Items with holds were the first orders placed. Craig said we spent more on materials in FY07 than ever before. Development Office. McCarthy stated that the new Book End looks great and the Foundation is ready to turn the keys over to the Linn Street landlord. All of the furniture has been sold from the old location. The Foundation provided the City of Iowa City with a $100,000 pledge payment in June. The Altered Books fundraising event was a great success. The Development Office Assistant is leaving for California; her last day is July 3. Schnack asked why there was going to be a big book sale; McCarthy said that initially it was decided that the Library would be part of sidewalk days. Additionally, reinstating book sales a few times a year in Meeting Room A was deemed a good idea in conjunction with the move to the Library space, which is smaller than the leased space. Craio attended ALA Conference, June 22-26, 2007. Craig attended the American Library Association annual conference in Washington, DC. She said it was a good conference and she always gets ideas from attending these meetings. Craig reminded the Board that the Public Library Association meeting is bi-annual and will take place in Minneapolis in March 2008. Gazette column. The June Reader Report was included in the packet in the format in which we submit it to the Gazette. This is a monthly column that ICPL selectors contribute to on a rotating basis. Readinos. Articles distributed at the meeting were about the R.E.A.D. program and the incident with the 13 year old and the toy gun. Kenyon asked from the floor about the number of banned individuals. There are two persons banned right now which is pretty typical. This incident is an example of another way in which the security cameras will help in the Library, because we will have pictures of people who are banned to share with staff. President's Report In response to a request from McCray, Lauritzen provided statistics on ridership for the Library bus. These reports are received on Mondays from Iowa City Transit. Each day has its own data. There are data that differentiate between paying riders, people who use their library cards, and total ridership. A couple of anecdotes from the bus journal: Last week on Tuesday the bus was stopped by a train, which affected the schedule and ridership for the part of the day. Another day 34 children got on the bus at Horace Mann as part of a field trip and the ridership was 96 for that day. McCray asked if this endeavor was worthwhile. Both Transit and the Library feel this program is going well. New wondered if people riding the bus actually come into the library. Library staff believe that Library bus riders are using the Library. McCray relayed how two little girls from Iowa City were excited about coming to the Library and thought our Summer Reading Program had many fun things for them to do in addition to reading books. Their mother was most impressed by the knowledgeable Children's Room staff. McCray recently used a public computer station and a study room at the Library for the first time. She encouraged Board members to use a Library resource or two that they have not previously tried. Announcements from Members Rich-Chappell thanked the Board for the cookies, good wishes, and gifts she received at the last Board meeting. Baby Alexander attended his first Board meeting. Schnack reminded the group about the One Community One Book project. This year's selection is Blood Done Sion Mv Name: a True StOry by Timothy Tyson. VanDusseldorp's term ends with this meeting. He wished to thank everyone for the opportunity to serve on the Library Board and said it was a privilege to serve the community. He wished his successors all the best. Schnack averred that it has been a pleasure to work on the Board. Committee Reports Foundation Members. The Foundation Board met in June and passed their budget. The memo of understanding between the Foundation and the Library allocates $163,652.00 from the Foundation to the Library in FY08. Schnack said that McCarthy has done a great job. Communications An anonymous note was addressed to the Library Board about access to library services for persons who reside in shelters and do not have a permanent address. The written note and an article that was attached to it were included in the packet. Years ago, Iowa City Public Library began issuing temporary cards (checkout limited to 2 items at a time) to persons who did not have permanent addresses, but can show proof of a temporary address. These include Shelter House and Domestic Violence Intervention Program (DVIP) residents. One of the concerns raised surrounding this issue is access because temporary cardholders have reduced privileges. There was an ACLU complaint filed against a Massachusetts library that had a policy similar to ours. The Circulation policy is scheduled to be reviewed next year. This particular aspect or the whole circulation policy can be visited at an earlier time if the Board wishes. Spies and New suggested we have the review in December. Schnack asked about the number of temporary cards the Library issues. Lauritzen said that 78 temporary cards were issued in the last year, the majority of which were from Shelter House. This same issue came up in 2000, at which time we gathered statistics that showed a high percentage of unreturned materials from temporary card holders. The Circulation policy was not changed at that time. VanDusseldorp asked if there were other restrictions on temporary cards. Lauritzen explained that temporary cards cannot check out equipment. However, someone from an Open Access library could not check out equipment either. Schnack wondered about the activity on the 78 cards in use. Disbursements Visa expenditures for May 2007 were reviewed. A motion to approve the disbursements for May 2007 was made by Korf, seconded by VanDusseldorp. Motion carried 7/0. Set Agenda Order for July Meeting Planning documents 08 NOBU budget Revisit draft of annual report Adjournment A motion to adjourn the meeting was made by Korf, seconded by Rich-Chappell. Motion passed 7/0. McCray declared the meeting adjourned at 6:22 pm. 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 6/28/07 Exo Michael Cohen 7/01/13 Thomas Dean 7/01/09 x x x x x OlE John Kenyon 7/01/13 Bill Karf 7/01/09 x x x x x x Tom Martin 6/30/11 x x x x x OlE Linzee McCray 7/01/09 x x x x OlE x Mary New 7/01/07 ole x x x x x Meredith 6/30/11 Rich-Chappel x x x x x x Pat Schnack 7/01/07 x OlE OlE OlE OlE x Leon Spies 6/30/11 x x x 0 OlE x David 7/01/07 OlE VanDusseldoro x x x x x A. KEY: X = Present o = Absent OlE = Absent/Excused NM = No meeting Res = Resigned I 4b(91 J MINUTES PARKS AND RECREATION COMMISSION June 13 ,2007 FINAL MEMBERS PRESENT: Craig Gustaveson, Margie Loomer, Ryan O'Leary, Matt Pacha, Jerry Raaz, Phil Reisetter, John Westefeld MEMBERS ABSENT: David Bourgeois, John Watson ST AFF PRESENT: Mike Moran, Terry Robinson, Terry Trueblood GUESTS PRESENT: Christine Harms, Del Holland, Beth Koppes RECOMMENDATIONS TO COUNCIL: Moved bv Gustaveson, seconded bv Westefeld to approve addine the Wetherby splash pad to the Capital Improvement Plan for next year. Unanimous. Moved bv Gustaveson, seconded bv O'Leary to support the cell phone tower policy proposal with a chanee to Section III.B chaneine the time period to 5 years with two 5-vear renewals. Unanimous. Move bv Gustaveson, seconded bv Reisetter to accept fees in lieu of land for Whisperine Meadows, Part 4. Passed 6-1 with 1 abstention (O'Leary). OTHER FORMAL ACTION TAKEN Moved bv Raaz, seconded bv Reisetter, to approve the Mav 9, 2007 minutes as written. Unanimous. PUBLIC DISCUSSION: No public discussion. REPORT AND DISCUSSION ON WETHERBY PARK SPLASH PAD PROPOSAL: Beth Koppes was present from the Wetherby Neighborhood to discuss funding for the proposed Wetherby Park Splash Pad. They would like to begin fund raising efforts and are asking if they could use the Parks and Recreation Foundation as the organization to which contributions could be directed. The funds will be earmarked for this project. Pacha has contacted all Foundation members who have granted their approval for this project. Koppes also made a formal request to the Commission to add this project to their CIP list for next year. Koppes also asked if they could contact the Scanlon family to request a donation. Parks and Recreation Commission June 13, 2006 Page 2 of 6 Pacha stated that would be a good idea as well as recommending that they contact Procter & Gamble. Moved bv Gustaveson. seconded bv Westefeld. to approve addin!! the Wetherbv sDI9Sh D9d to the Capital Improvement Plan for next vear. Unanimous. CONSIDERATION OF PROPOSAL TO INSTALL A CELL TOWER (LE. LARGE FLAG POLE) IN CITY PARK: Trueblood referred Commission to the draft policy included in their packets. This proposed policy will go to the City Council for Consideration soon. Trueblood directed their attention to section III. B, titled Lease Terms. Currently this states "term should not exceed 5 years and is variable based on the projected future use and life expectancy of the facility or property in question. Any renewals must be subject to City approval. Provisions for canceling the lease shall be included based on the potential need to change the use of the facility or property or close the facility." Trueblood stated that this section will most likely be changed to provide more time up front, possibly 15 years. In the City Attorney's research she found that often times the wording is such that the initial term is 5 years with two 5-year renewals to follow. In essence the City would approve renewal unless there was a violation of the agreement. If the cell phone company complies with the existing contract, they have the right to extend their agreement another five years. Reisetter wanted clarification as to whether the Commission was being asked to approve the policy and/or the actual installation of a tower in City Park. Trueblood stated that the Commission can vote either pro or con on the Verizon proposal for City Park, pending Council approval. He also stated that if voting on placement of the tower, that the Commission can include any provisions they feel necessary (i.e. will approve only if money goes into the Parks and Recreation funds). A representative from Dolan Realty called Trueblood today and stated that they approve of the five year plan, with renewals, as well as the remainder of the policy. Gustaveson reiterated that the two issues Commission needs to look at are 1) to accept or deny the working draft policy, and 2) to accept or deny the placement of a cell phone tower in City Park. Gustaveson feels it is important to first vote on the policy. Reisetter agrees that it makes sense to approve policy first and that it is important to retain the right to be able to approve or deny a design. Trueblood reported that each request will be handled on a case by case basis. Westefeld asked Trueblood if staff had any reservations. Trueblood stated that he does not have any reservations regarding the policy, but does have some reservations with regard to the tower and equipment building, especially if the inclusion of co-providers means a larger building or more buildings would be needed. He stated that there was a request to put in the policy that funding go to the affected department, however, this will not be a part of the policy and will have to be included in each individual voting process. Parks and Recreation Commission June 13, 2006 Page 3 of 6 Moved by Gustaveson, seconded by O'Leary, to support the cell phone tower policy proposal with a chane:e to section III. B chane:ine: the time period to five years with two 5- year renewals. Unanimous. Pacha suggested that representatives from Verizon come to the next Commission meeting with their plans. Trueblood will contact Verizon to give a presentation next month. Pacha asked Commission members to send via email any questions/concerns etc. for Verizon so that Trueblood can let them know so that they will be better prepared. Loomer suggested that neighborhood people be invited to this presentation. REPORT ON SELECTION OF CONSULTANT FOR PARKS RECREATION AND TRIALS MASTER PLAN: Pacha reported that the Master Plan Committee met for two days and interviewed four firms. The Committee has chosen Greenplay from Broomfield, Colorado. One of the key reasons this firm was chosen was due to the amount of parks and recreation background of the entire staff. Trueblood reported that one of staff members from Greenplay that will be most visible in Iowa City actually works out of Lawrence, KS. Raaz reported that it was a difficult choice as all of the applicants were good. O'Leary stated that Greenplay was a good choice as they offer a combination of assessing our situation, conducting surveys, provided stats and talked about their vision for Iowa City. Moved by Westefeld, seconded by Gustaveson to support the committee's decision to hire Greenplay, LLC, from Broomfield, Co. to complete a master plan for the Iowa City Parks and Recreation Department. Unanimous. CONSIDER ACCEPTANCE OF OPEN SPACE IN WHISPERING MEADOWS - PART 4 Trueblood noted that because of timing issues this particular open space issue went to the Planning and Zoning Commission before coming to the Parks and Recreation Commission. The Planning and Zoning Commission and staff feel that it would be appropriate to accept 1.82 acres of woodlands that are directly adjacent to the Sycamore Greenway as neighborhood open space. A majority of the Planning and Zoning Commission feel that this area would be an asset to the public open space along the Greenway and that it may be suitable for wooded trails or as a natural recreation area in the future. Robinson reported that the tree population in this area is not in prime condition. Trueblood noted that not all of this land will be developed. He told the commission that they can choose to leave this as a privately-owned wooded area or to make it public property. Much discussion ensued regarding maintenance of this area. It was the Parks and Recreation Commission consensus that it would be beneficial to accept the fees in lieu of land. Trueblood reminded Commission that fees would go back to the vicinity of this development, but not necessarily specifically to this development. Raaz asked if there is an open space deficit in this area to which Trueblood answered no. Parks and Recreation Commission June 13, 2006 Page 4 of 6 Moved by Gustaveson. seconded by Reisetter to accept fees in lieu of land for Whispering Meadows Part 4. Unanimous. COMMISSION TIME Westefeld asked staff if there is currently a recycling program offered in the city parks. Trueblood announced that at the direction of City Council the Parks and Recreation Department is currently running a pilot program at the Kickers Soccer Park and Napoleon Park. Staff is keeping close track of the success. Robinson stated that while this type of program has not gone well downtown, it seems to be doing very well at least at Napoleon Park. Staff is hoping that by placing recycling containers next to regular waste containers will encourage people to use them correctly. Loomer announced to the Commission that her garden is part of the Project Green tour scheduled for July 8. O'Leary stated that he enjoyed the consultant interviews. He was inspired by the different ideas given and to hear what kinds of plans are being made for other communities and looks forward to what is ahead for Iowa City. Terry Robinson reported on a new graffiti remover available to use on concrete. This substance combines soda ash with a spray and the demonstration proved it to be a very good product. It is very expensive, however. He noted that this was the same material that was used to clean the Statue of Liberty. Staff will continue their research on this product. CHAIR'S REPORT No report. DIRECTOR'S REPORT The Director of Coralville Parks and Recreation has asked if the Iowa City Parks Commission would like to do a joint tour with them in either July or September. Commission agreed that it was a great idea and that September would be their preferred choice. On Sunday, June 17 DogP AC will hold their first anniversary celebration for the dog park. This celebration will start at 9:30 a.m. The pond will be open at this time as well. DogP AC has requested approval for naming the pond Lily's Pond. Commission consensus is to approve this request, but no official action could be taken at this time because it was not on the agenda. The Riverside Festival Stage project is near completion. The light pole company (for the lighted sidewalk) was not able to provide the lighting in time for opening night of the Shakespeare Festival so temporary lighting has been put in place. Parks and Recreation Commission June 13, 2006 Page 5 of 6 A couple of months ago it came up to re-approach the Elks Club to get permission to extend the Peninsula Park Trail to Taft Speedway. Trueblood was advised by an Elks Club past president to contact the general manager of the Elks Club, Kevin Carr, who indicated this would be a board decision, and would have to be placed on a future board meeting agenda. Terry needs to request such for a meeting yet to be determined. He invited other Commission members to attend this meeting with him if interested. Jerry Raaz stated that he would like to attend. Trueblood reminded Commission that the proposed intersection improvement at Hwy 6 and Gilbert has been cancelled. He wanted to inform Commission that as this project involved state and federal funding, and had to go back to JCCOG to determine where to reallocate this money. It was decided by them that part of these funds will go to the Butler Bridge Pedestrian Trail project; the bulk of it is going to Coralville. ADJOURNMENT Moved bv Reisetter, seconded bv Gustaveson to adiourn the meetine: at 6:10 p.m. Uninimous. Parks and Recreation Commission June 13, 2006 Page 6 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 -c- Bourgeois 1/1/11 X OlE OlE X X OlE Craig Gustaveson 1/1/11 X OlE OlE OlE X X Margaret Loomer 1/1/08 X X OlE OlE X X Ryan O'Leary 1/1/10 X X X X X X Matt Pacha 1/1/09 X X X X X X Jerry Raaz 1/1/08 X X X X OlE X Phil Reisetter 1/ 1/09 OlE X X X X X John Watson 1/1/11 X OlE OlE X X OlE John _~estefeld 1/1/10 X X X OlE X X KEY: X= 0= OlE = NM= LQ= Present Absent AbsentlExcused No meeting No meeting due to lack of quorum Not a Member c::J MINUTES FINAL Youth Advisory Commission July 18, 2007 Lobby Conference Room, City Hall Call to Order: Meeting was called to order at 7:07 P.M. Members Present: Bleam, Keranen, Linn, Nelson, Ziegenhorn Members Absent: Stubbers, Weeks Others Present: City Clerk Marian Karr, City Council Liaison Amy Correia Approve Minutes: Motioned by Bleam, seconded by Nelson. Approve 5-0. Report from Summer of the Arts/Global Villaae Subcommittee: Ziegenhorn expressed that the event was a success. She reported approximately 200 children attended. The drums did not work as well as hoped, since they were made of Styrofoam and not paper. The flags were not as popular as the masks, however. The items displayed from Ghana were not displayed as effectively as possible, since they were moved to a corner to provide enough room for the coloring activities. There was too much pineapple juice/ginger drink prepared, since one of the two coolers was left full of the drink. The ginger clogged the dispenser, so a ladle had to be purchased. Keranen expressed that the activities were popular and that there were too many volunteers than necessary. Ziegenhorn explained that the children wanted to make the items and move on to other booths, requiring that the volunteers only make sure that enough supplies are available. Karr noted that the budget was well below the maximum amount allotted. Ziegenhorn suggested that a display poster board of images of the country would be beneficial. Report from the Website Subcommittee: Nelson reported that the calendar is now online and accessible and that a protocol is in place for approving submissions. Karr noted that the calendar is blank and asked whether it should be kept online without events posted. Correia suggested that the calendar should contain city-sponsored events of youth interest, including the Commission meetings and Friday night concert series. The Commission generally agreed that the overlap with the official City calendar was acceptable in this case. Youth Advisory Commission July 18, 2007 Page 2 FINAL Keranen noted that more events should be posted once the academic years begin in the fall. Karr noted that the ideal situation would be for the public to post items to the calendar, rather than individual commissioners having to suggest items to be posted during meetings. Keranen suggested posting flyers promoting the website using the allotted budget. Karr suggested advertising the calendar at high school through orientation packet inserts. Academic planner advertising of the calendar may not be practical since the date of submissions has probably passed. Karr noted that the promotion of the website can also include promotion of the committee itself. Nelson suggested handing out flyers and through placing advertisements on Facebook. Correia suggested placing adds in youth oriented locations like UA Y. Keranen suggested designing bookmarks for distribution at libraries. MeetinQ Adiournment: The meeting was adjourned due to a tornado warning at 7:22 P.M.; and tentatively rescheduled for Wednesday, July 25 at 7:00 P.M. Minutes prepared by Nelson. FINAL Youth Advisory Commission July 18, 2007 Page 3 YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2007 (Meeting Date) 7/18 5/30 4/25 3/21 2/21 1/17 TERM x x x x x x x OlE x X X X EXP 12/31/07 12/31/07 NAME Audrey Keranen Sarah Ziegenhorn OlE X OlE X X X 12/31/08 Un Weeks X X X OlE X OlE OlE X X OlE X X 12/31/08 12/31/07 David Segar Maison Bleam OlE X OlE OlE X X 12/31/07 Jacqueline Stubbers X OlE X X X X 12/31/08 Michae Nelson X = Present o = Absent OlE = Absent/Excused NM = No meeting = Not a Member KEY ~ MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION APRIL 19, 2007 6:30 PM LOBBY CONFERENCE ROOM, CITY HALL APPROVED Call to Order: Jerry Anthony called the meeting to order at 6:45 pm. Members Present: Jerry Anthony, Thomas Niblock, Brian Richman, Charlotte Walker, Holly Hart, Steve Crane, Andy Douglas Members Absent: Marcy DeFrance, Michael Shaw Staff Present: Tracy Hightshoe, Steve Long, Sue Dulek Others Present: Steve Ramirez, Charlie Eastham, Mark Patton, Davic;l Dowell, Stephan Trefz, Jennifer Lewis, Steve Rackis RECOMMENDATIONS TO COUNCIL (become effective only after separate Council action): 1) MOTION: Richman moved to recommend to the City Council the approval of Habitat's request to use funds for acquisition, construction and landscaping and the use of the HOME recapture provision instead of the land trust option as discussed. Niblock seconded. The motion passed 6:0. Hart abstained. 2) MOTION: Niblock moved to recommend approval of the FY08 Annual Action Plan to City Council. Hart seconded. The motion passed 6:0. Walker abstained. Approval of the March 22, 2007 Minutes Hightshoe noted that the approval of the February 21 st, February 22nd, and March 8th, 2007 meeting minutes needed modification to reflect the actual votes taken to approve the minutes. Richman moved, second by Crane, to approve the minutes of each meeting. Passed unanimously. Walker stated she wanted to amend the minutes as she had assumed they were just approving the February 21 st minutes. Richman motioned to reconsider the first motion. It was seconded. Walker said that a note should be added on the February 22nd, 2007 minutes regarding the deleted recordings. Walkers said that on the March 8th, 2007 minutes, under Members Absent, the name Michael Shaw is missing. Walker said that there is a name spelled incorrectly. David Dowie should in fact be spelled David Dowell. Walker said on the March 8th, 2007 minutes, first page, third paragraph of Public Comments, the word "people" should be replaced with "equal." Richman motioned to approve the February 21S\ February 22nd, and March 8th, 2007 minutes with the corrections made by Walker. Crane seconded the motion. The motion was passed 8:0. Walker said that Sue Dulek is not mentioned as present at the March 22 meeting. Walker said that a citizen from the community, David Dowell was at the meetings, but he is not mentioned. Hart said that on page 5, the term "Builders of Hope" is used in place of "Blooming Garden." It should read "Blooming Garden" in that section. Housing and Community Development Commission April 19, 2007 Page 2 MOTION: Richman moved to approve the March 220d minutes as amended. Crane seconded the motion. The motion was approved 7:0. Public Comment of Items Not on the Agenda None. Staff/Commission Comment Walker said that the HUD apartment complex in Burlington has 2 and 3 bedroom apartments available for homeless people. Walker said they do not have to have a section 8 voucher. Walker said if there are any families that need housing, Burlington isn't that far away, the project has just been renovated, and there are still units available. Walker said that she notified the Johnson County Homeless Coordinating Board and told them as well. Walker said that she'd like to see if they could have a meeting at some point to explain more about the tax credit projects. Walker said there will be more of them coming and it would be good to have a meeting to discuss it and learn more about it in such a meeting. Long said it was a good idea. Hightshoe said that the Iowa City Housing Authority (ICHA) requested that the Council reconsider the funding recommendations in order to fund the Homes for our Future project. Hightshoe passed out a copy of the ICHA's request for the commission's review. Hightshoe said that this is Niblock's last meeting and she congratulated and thanked him for his service. Hightshoe presented Niblock with a certificate of appreciation and wished him well with his future endeavors. Discussion of Iowa Valley Habitat for Humanity's Request to Amend the Financial Terms and Budget for their FY07 Affordable Homeownership Project Anthony noted that this was brought up at the last meeting and deferred to this meeting. Hightshoe noted a letter from The Housing Fellowship, concerning previous concerns raised by Charlie Eastham, Board President. The Housing Fellowship submitted a letter in support of Habitat's request and encouraged the city to continue to review research that may provide new strategies for better homeownership programs. Hightshoe passed out a copy of the letter for commission review. Richman asked Patton about the request. Richman stated that it was a two pronged request: 1) they are requesting to take the money not spent on land acquisition and use it for landscaping and construction purposes; and 2) instead of a land trust, to place a lien on the property to be repaid by the homeowner upon resale. Patton said yes and added that there's a twenty-year resale restriction and at any point, 100% of the money is repaid upon sale. There is no forgiveness of any of that money. Hightshoe said there's a difference between resale and recapture. Under the HOME recapture provision, upon sale the funds are repaid (or a portion repaid based on if forgiveness is granted, etc.) and the affordability period ends. The homeowner may sell to any buyer. The money then returns to the HOME pot of funds to be disbursed in the next allocation period. She said that Habitat has a mortgage for fifteen years with the homeowner and has the option of first refusal -they can buy and then resell to an income eligible household during this period. Hightshoe said for this project, Habitat's own mortgage/program provides a longer period of affordability than what HUD would require at a minimum. The minimum affordability for this project based on HOME funds per unit would be 10 years. Niblock asked how many of the families would typically sell the house within the twenty-year period. Patton stated to date they've done 44 homes, one person sold within 7 years and two people repaid the mortgage in order to refinance between 7 and 12 years. Richman said that the only downside of moving away from a land trust would be that the $40,000 that the city would get back is not worth as much whenever it comes back as it is today. Richman said that the rationale is to make it more marketable and Patton agreed. Richman said that is valid. Richman said that they've acquired six lots for $220,000. Patton said they have purchase agreements pending. Richman said that this is substantially less per lot than what they've been hearing about the last couple of years. Richman asked if that was strictly due to the location. Patton said yes. Long said that it's more that particular subdivision (Whispering Meadows), not particularly south of Highway 6. There are lots south of Highway 6 in other subdivisions that cost more. Anthony asked if they could use the $52,000 to buy additional lots. Patton said that the city is not Housing and Community Development Commission April 19, 2007 Page 3 requiring garages; however Habitat will add them in order for them to fit in with the homes in the subdivision and provide greater storage. Richman asked the cost of putting in garages. Patton said $4- 6,000. Richman said that the guidelines state that housing should comply with neighborhood requirements. Patton said that the garages will not primarily be used for cars, but predicts most of the space will be for storage. Anthony asked for further comments. Anthony asked if he has any units in the land trust. Patton said no. Hightshoe said they are requiring Habitat to have prospective home buyers to go through homebuyer education classes, which mayor may not talk about land trusts. MOTION: Richman moved to approve Habitat's request to amend the financial terms and budget for their FY07 Affordable Homeownership Project. Walker seconded the motion. Anthony said he had one concern. He said if these conditions had been known at the initial allocation, his recommendation would have been different. However, Anthony said he believes Habitat is a great organization and he will be voting to approve. The motion is approved 6:0. Hart abstained. Long noted that Habitat had two requests. Anthony said they voted on both. Hightshoe wanted to clarify the motion. She asked if the recapture option is approved and upon repayment the affordability period ends. Richman wanted clarification. Hightshoe said with this motion, Habitat was granted the recapture provision and if the homeowner decides to sell, then they would pay back the money and the period of affordability ends. Richman asked Patton if an owner buys a house, they have to sell it to a qualified family or Habitat buys it back within the 15-year period. Patton said yes. Hightshoe asked Dulek if this discussion warranted a change in the original motion. Dulek said that as long as what was discussed was everyone's understanding, the motion can remain. If not, it can be reconsidered. MOTION: Richman moved to reconsider the original motion. Crane seconded. The motion passed 6:0. Hart abstained. MOTION: Richman moved to recommend to the City Council the approval of Habitat's request to use funds for acquisition, construction and landscaping and the use of the HOME recapture provision instead of the land trust option as discussed. Niblock seconded. The motion passed 6:0. Hart abstained. Review of the FY08 Annual Action Plan (recommendation to council) Hightshoe said the draft Annual Action Plan was in the packet for review. The commission can edit the plan, if necessary, and then will need to approve the Annual Action Plan and submit a recommendation to Council. The Annual Action Plan is a part of the five-year CITY STEPS plan. Hightshoe said that there's a section for each proposed project which identifies the source of funds, describes the project and states how it relates or fits with the goals and objectives outlined in CITY STEPS. Hightshoe said that it gets sent to HUD and if approved, the funds go into our line of credit on approximately July 1st. Hightshoe said the commission must review and recommend approval to City Council. Long said that HCDC can email additional comments if they come to mind later as the public comment period goes to April 30. Hightshoe said that the Annual Action Plan can also be reviewed online by the public. Anthony said these are all the projects they've discussed and approved at the last meeting. Crane asked what happens if the council disagrees with HCDC's recommendations. Hightshoe said the council may make changes they feel are necessary. The council makes the final decision before the document is submitted to HUD. Anthony said that the local objective section links the project to something in CITY STEPS. Hightshoe said that CITY STEPS identifies that each year the City's goal is to allocate 48% of the funds on housing, 21 % on public facilities, and 8% on public services. Hightshoe said that this year they allocated close to 70% on housing activities. She said that the goals in CITY STEPS regarding the number of housing units that will be created over this 5 year period might have been over-ambitious and the commission may want to review this when reviewing annual amendments. Richman said he thinks it will be beneficial for HCDC Housing and Community Development Commission April 19, 2007 Page 4 and the community to find a way to turn CITY STEPS into a more user-friendly document. Anthony agreed. Douglas asked how the reconsideration of the housing authority request fits into all of this. Hightshoe said that is up to council to decide. The council may choose not to make any changes or reallocate funds to fund the request. Anthony said that council has changed HCDC's recommendations in the past. Hightshoe agreed. Walker asked why they would recommend approval and then later make comments to change it later. Hightshoe said members could make comments as individual HCDC members if they don't agree with the consensus/majority vote. Walker said she didn't want to go into it, she was just curious about the motion. Anthony said Walker can make use of the public comment period and express any future concerns. MOTION: Niblock moved to recommend approval of the FY08 Annual Action Plan to City Council. Hart seconded. The motion passed 6:0. Walker abstained. Comments Solicited for the Iowa City Housing Authority FY07 Annual Plan Steven Rackis passed out an updated version of the Housing Authority's FY07 Annual Plan. Hightshoe said that the Housing Authority has a 5-year plan that they have to submit to HUD. Rackis said that if CITY STEPS is an essay test, his 5-year plan is a multiple choice test. In the past, they've conducted public meetings to get input. Rackis said a 5-year plan outlines goals and are specific to public housing. He said that the annual plan is mislabeled. He said that the annual plan is a report on the activities of the 5-year plan. Rackis said the only change made was adding a residency preference to the local preference categories. Anthony asked how many have graduated from the homebuyer education program. Rackis did not know, but could find the exact number and send it to him. Rackis said HUD is only concerned with mandatory programs and the Housing Authority has far exceeded the goals required for the mandatory programs. Long noted a mistake on page 5 that reads '06 and '07 when it should just read '07. A member questioned what universal design means. Rackis explained that universal design is making facilities usable by anyone, regardless of handicap status. Rackis stated he is seeking comments on the Annual Plan as there is still time to incorporate changes before presenting it to council. Walker said it's a nice booklet for the public. Patton noted that on page 7, the number .005% should read .5%. Anthony asked for other comments. There were none. Discussion of the Community Development Celebration Hightshoe said that every year there is a celebration to gather community awareness about how our entitlement funds are used. She said they like to highlight the recipients by providing "Big Check" awards and by acknowledging outstanding community development efforts supported with CDBG/HOME funds such as "Outstanding Community Organization." Hightshoe said this year she needs a couple members to volunteer to organize the celebration. Anthony said last year's intern was a great help, making things easier this year. Douglas asked what the date was last year. Hightshoe said August 15th. Anthony volunteered for the subcommittee. Walker unofficially nominated DeFrance. Hightshoe said she'd ask her. Hart volunteered as well. Discussion of FY07 Projects that have not Performed per the Unsuccessful or Delayed Projects Policy Hightshoe said that, for CDBG funds, staff tries to encourage the applicant to get a project done as quickly as possible within the fiscal year that they were funded. There is a policy that requires applicants to spend at least 50% of their funds by March 15. If the project has not met this requirement, the applicant must provide verbal or written comments explaining the delay and providing a timeline for project completion. HCDC would then review the information and decide to grant a time extension or deny the request and recommend recapture of the funds. HCDC would recommend recapture if the project is making no progress or not sufficient progress. Hightshoe said that, in the past, if a project is making a good faith effort and proceeding, HCDC has allowed them to continue with an updated timeline. Housing and Community Development Commission April 19, 2007 Page 5 Hightshoe said that, as far as HOME funds, staff monitors these funds and makes sure the projects are proceeding within the HOME required periods. This year Four Oaks and Community Mental Health did not spend 50% of the CDBG award by March 15. Four Oaks submitted a letter explaining the delay and providing a new timeframe, the letter is in the packet. Four Oaks stated due to ground testing issues the project was delayed. As those have been resolved they moved forward and just awarded the contract to Southgate Industries. They are anticipating it to be done by the end of July. Stephan Trefz, Community Mental Health Center, was present and said that they put the fence before the weather turned, but they weren't able to get the cement done. Trefz said 3 weeks ago the retaining wall developed a major hole in it. Trefz said that he's discussed taking some of the CDBG funds to repair the retaining wall. Trefz said a contractor would still repair the steps going up within the next 3 weeks. Trefz said that one contractor gave an estimate that would correspond with the funds intended for the flat work. Trefz said that the crumbling retaining wall is high priority. Trefz said there is a sense of urgency. The wall can be repaired by July. Crane asked if they'd put off the flatwork until next year. Trefz said yes. MOTION: Hart moved to approve the revised timetable as submitted by both applicants. Richman seconded the motion. The motion passed 7:0. Discussion of Commission Member Communications/Comments Anthony said that as commission members, we feel the need to get information regarding certain projects. He said that if a member feels the need to contact agencies for such information, there are a few ways to get it. The first is as individuals, which is the easiest and best way. Anthony said that another way is to introduce yourself as an HCDC member. To an agency, Anthony said, this comes off as an act on behalf of HCDC. Anthony expressed his concerns regarding the latter. Anthony said that maybe they can have a policy similar to council, which states that the commission must concur with one members intention to obtain information before the member actually seeks it. Anthony said this would be a very cumbersome way to go about things. He said it might be more appropriate for members to just seek information as citizens. Anthony said that without a consensus from the HCDC, it could potentially be a misrepresentation of the HCDC. Anthony suggested that if a member chooses to seek information from an agency as a member of the HCDC, they should present their intentions to the commission before doing anything. Anthony said a formal policy is up for discussion. Richman said his opinion is that HCDC does not need a formal policy. Richman said he would not support a motion to establish a formal policy. Walker agreed with Richman. Anthony asked if HCDC could then refrain from identifying ourselves as members of HCDC. Anthony said information can be sought as individuals and then brought to the commission at a later date. Walker said she wouldn't agree to it. She said that if she's a member of the HCDC, there's nothing wrong with making it known. Walker said she'd continue to do it, no matter what HCDC decides. Dulek said it would be problematic if HCDC passes a motion and one member chooses not to follow it. Dulek said council does have a policy that if a member is going to require staff to conduct research, it has to be after a council consensus has been achieved. Richman said that members of the commission need to be judicious and members shouldn't do anything to impede the city's relationship with HUD. Beyond that, Richman said, members of HCDC should remain judicious. Walker said she was. Anthony said that if the HCDC "tag line" must be used, then the member must follow up with a comment similar to "I am requesting this information in my own personal capacity." Niblock said that his concern is a relationship with local agencies. He said members should use extreme caution when communicating with local groups. Long said that each member signed up to monitor an agency, so seeking information is also a responsibility. Long noted the fine balance. Anthony noted that these monitoring reports are derived from a consensus. Anthony said that when members interact with agencies, they have a right to seek information. Anthony said the organizations are obliged to provide information. Anthony said that members do not have the right to make disparaging comments about specific agencies or individuals. Anthony said he would not identity any names, but it's happened two times in the past 3 months. Anthony said these organizations are run by excellent staff and many times are not highly paid. Anthony said disparaging comments are extremely discourteous and libelous. Anthony said he felt a great need to voice his concerns. Richman said that he respects Anthony's concerns, but he thinks that members should feel free to seek Housing and Community Development Commission April 19, 2007 Page 6 information. Richman emphasized that he doesn't think people should feel constrained from making comments, as long as they remain judicious. Anthony agreed. Monitoring Reports Extend the Dream Foundation - Operational Expenses (Hart) Hart said that they were trying to raise 5,000 dollars for a volunteer coordinator. Hart said that they were able to hire a highly qualified volunteer coordinator. They got 1,000 dollars from HCDC and managed to raise the rest. Elders Services Inc., MECCA, United Action for Youth - Aid to Agencies (Douglas) Douglas said he spoke with the 3 directors of the various agencies. Douglas said that each agency gets CDBG dollars through the aid to agencies process. He spoke with Jim Swain at United Action for Youth and he enjoyed getting in touch with these people. Douglas said for United Action for Youth, the funds went to help pay counselors and some were matched with various grants they received. Douglas said that United Action for Youth serves 2,200 people per year. Douglas said that he spoke with David Purdy with Elder Services. He said that the money mostly went to case management, home assistance, family caregiver programs, memory loss program, meals on wheels, and an abuse and neglect of elderly program. Their goal was to serve 1,300 people and they've already reached 1,100 people. Douglas said that their services are very much in demand. Douglas said that he spoke with Ron Berg with MECCA. They've served 2,300 people with the majority of clients under 80% of the median income. The funds went for the medical director's salary. Douglas said that usually the public hears about people who don't' stick with the treatment program but Berg wanted to emphasize that they have a lot of success. Douglas said that Berg invited HCDC members to participate in a "Meet MECCA" event. Douglas said he will email details. HACAP - FY06 Transitional Housing (DeFrance) Long noted that the HACAP project is over. It's been closed for a long time. Hightshoe said HACAP purchased three units and returned the funds for the fourth unit. Long said the funds were reallocated last month. Adjournment Crane moved to adjourn the meeting at 8 pm. Niblock seconded the motion. The motion passed 7:0 s/pcd/mins/hcdcl2007/4-19-07 hcdc.doc Commission Housing & Community Development Attendance Record 2007 Term Name Expires 01/18 2/21 2/22 3/8 3/22 4/19 Jerry Anthonv 09/01/08 OlE X X X X X Steve Crane 09/01/09 X X X X X X Marcv De France 09/01/09 X X X X X OlE Andv Dou!!las 09/01/08 X OlE OlE X X X Hollv Jane Hart 09/01/07 X X X X X X Thomas Niblock 09/01/08 X OlE OlE OlE X X Brian Richman 09/01/07 X OlE X X X X Michael Shaw 09/01/09 OlE OlE OlE OlE OlE OlE Charlotte Walker 09/01/07 -- -- X X X X X Key: X = Present o = Absent OlE - AbsentlExcused NM = No Meeting Not a Member MINUTES IOWA CITY HUMAN RIGHTS COMMISSION TUESDAY, June 26, 2007 LOBBY CONFERENCE ROOM, CITY HALL FINAL ~ Members Present: Florence Ejiwale, Sara Baird, Joy Kross, Beverly Witwer, Martha Lubaroff. Others Present: Stefanie Bowers, Jennifer Fath, Alfred Ramirez, Dale Helling. Call to Order Witwer called the meeting to order at 7:04 p.m. Recommendations to Council (Become effective only after separate Council action) None. Consideration of the Minutes of the May 22, 2007 meeting MOTION: witwer requested more information to be added to report of Commissioner King. Lubaroff moved to accept the amended minutes and Baird seconded. The motion passed on a vote of 5-0. New Commissioner Commissioners were introduced to new Commissioner Florence Ejiwale. Diversity Focus Alfred Ramirez spoke with Commissioners about upcoming events and new programs of Diversity Focus and also on creating a strategic partnership with the Commission. Inclusive Communities Witwer stated that a planning meeting would be held on June 28 to set more specific goals on Iowa City becoming an Inclusive Community. Breakfast Sub-Committee Baird, Witwer and Kross will serve on this sub-committee and plan to meet October 1 to go over nominations. Film Series Invisible Children will be shown December 1st to coincide with International HIV/AIDS Awareness Day. Reports of Commissioners Lubaroff reported on the success of Respectful Communities and that a larger conference is tentatively scheduled for September 2007. Kross spoke of attending the ICARE Breakfast and Pride Festival. Baird reported on attending the Pride Festival and also current issues facing mid-wives. witwer spoke of problems occurring in the Iowa City Community School District and also on her plans to attend a roundtable discussion on Global Communities and Diversity. Adjournment There being no further business before the Commission, the meeting was adjourned at 8:45 p.m. Board or Commission: Human Rights ATTENDANCE RECORD YEAR 2007 TERM NAME EXP. 1/23 2/27 3/27 4/24 5/22 6/26 7/24 8/28 9/25 10/23 11/27 12/25 Bev Witwer 1/1/08 X OlE X NM X X Sara Baird 1/1/08 X X X NM X X Scott King 1/1/08 OlE X X NM X OlE Martha 1/1/09 X OlE X NM X X Lubaroff Kate Karacay 1/1/09 X X X NM OlE OlE Florence 1/1/09 --- --- --- --- --- X Ejiwale Joy Kross 1/1/10 X X X NM X X (Meeting Date) KEY: x = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member NMNQ - No meeting, no quorum ~ Approved MINUTES PLANNING AND lONING COMMISSION JULY 19, 2007 - 7:30 PM EMMA J. HARVAT HALL - CITY HALL MEMBERS PRESENT: Bob Brooks, Dean Shannon, Ann Freerks, Charlie Eastham, Terry Smith, Beth Koppes MEMBER EXCUSED: Wally Plahutnik STAFF PRESENT: Bob Miklo, Karen Howard, Sara Walz, Adam Ralston, Sara Greenwood OTHERS PRESENT: Swen Larson, Sarah Swartzendruber, Rev. Rudolph Juarez, Gene Miller, Karl Schmidt, Kevin Monson, Recommendations to Council: Recommended approval, by a vote of 5-0 (Freerks recused, Plahutnik absent) an amendment to the Comprehensive Plan, the Northeast District Plan and modification of the plan map for the Lindemann Hills Neighborhood to incorporate a large institutional use into the conceptual street pattern north of the public square along Lower West Branch Road and to include the text as recommended by the revised 7/19/07 Staff memo. Recommended approval, by a vote of 5-0 (Freerks recused, Plahutnik absent) ANN07-00002/REl07- 00010. application for annexation of 14 acres of land owned by H. Miller and 1.89 acres of land owned by the City of Iowa City located north of Lower West Branch Road, north of Brentwood Drive and Broadmoor Lane and the rezoning of 14 acres from County Residential (R) to Low Density Single Family Residential (RS-5) and approximately 1.89 acres from County Residential (R) to Neighborhood Public (P-1) with conditions #1-4 as suggested in the 7/9/07 Staff Report including an amendment under item #4, the dedication of a 50-foot wide strip of land along the northern boundary of the church. Recommended approval, by a vote of 5-0 (Plahutnik absent) SUB07-00004/SUB07-00005. a preliminary and final plat of North Fifty First Subdivision, a 3-lot, 3.00 acre residential subdivision located west of Kansas Avenue, south of 1\fIN Road SW subject to Staff approval of legal papers and construction drawings prior to consideration by City Council. Recommended approval, by a vote of 5-0 (Brooks recused, Plahutnik absent) VAC07-00004, a vacation of a portion of Front Street between Burlington Street and Harrison Street as well as Court Street between Front Street and Madison Street subject to the retention of any necessary utility easements. Call to Order: Freerks called the meeting to order at 7:31 pm. Public Discussion of Anv Item Not on the Aqenda No discussion. Rezoninq Item: REl07-00008: Discussion of an application submitted by Three Bulls, LLC for a rezoning from Central Business Support (CB-5) zone to Central Business (CB-10) zone for approximately 2,035 square feet of property located at 301 S. Dubuque Street and rezoning an additional 6965 square feet of adjacent property from Neighborhood Public/Central Business Support (P1/CB-5) zone to Central Business District (CB-10) zone. (45-day limitation period: July 19, 2007) Planning and Zoning Commission July 19, 2007 Page 2 Walz said the rezoning area incorporated a surrounding piece of publicly held land that had been considered for development at the time that the Court Street Transportation Center had been constructed. The City had been unable to obtain the tract of land at the corner of Dubuque and Burlington so it had been anticipated that at some point a private developer would develop this small piece of land. The Comprehensive Plan was amended at the time of the Hieronymus Square rezoning so that the City could consider CB-10 re-zonings south of Burlington Street and north of Court Street provided that certain criteria were met including: . any extension of the downtown to south of Burlington Street . be well connected to the established downtown in terms of pedestrian access . the increased demand for parking be addressed . design of the building to be compatible with the downtown The extension of the CB-10 zone would allow for taller buildings to be constructed south of Burlington Street providing a diversity of uses and housing types. When Plaza Towers had been constructed, the market had shown that there was a desire for a different type of housing in the downtown area. Per the Comprehensive Plan, the functions of the core downtown area were to be at the pedestrian level. There was public concern that the downtown might redevelop at such an intense level, which might lead to the removal of some historic buildings and change the pleasant character. Since the established downtown already has the desired pedestrian level interest, it was appropriate to allow some CB-10 development south of Burlington to reduce development pressure on the established downtown. Creating more housing in the near downtown area, south of Burlington Street, would create more opportunities for downtown commercial entities to be supported by the residential uses. Because the subject lot is so narrow, it is not feasible for parking to be provided on site so the applicant proposed to provide parking in the Court Street Transportation Center. The parking fee requirement, which was a condition of the Hieronymus Square rezoning, would also be applied to this property. The developer would pay a fee for parking spaces based on the CB-5 requirements. Parking permits for the tenants of the building would be available in the Court Street Transportation Center. The parking permits would not guarantee that parking would be available in the ramp but would ensure the right to look for a space in the parking facility. Design compatibility issues considered by Staff included ground floor entrances and windows and entrances located at grade level, variation in the fac;:ade, the fac;:ade being split up into distinct units, sidewalk level entrances and canopies to emphasize the entrances. The optimal building design would be one that functioned as a pedestrian friendly building. The proposed building would be 13 stories high, the same height as the Hieronymus Building. Staff had asked the developer to consider varying the roof height and line to distinguish it from the Hieronymus building. Bays would extend out 5-6 feet from the building at their apex to allow some variation in the building fac;:ade and to provide more space for the development since it was such a narrow site. Street amenities including trees would be provided to separate the pedestrian traffic from the high volume vehicular traffic flow on Burlington Street. The street level walkway would be located on private property; Staff had requested an access easement so it would function as a public sidewalk even though it was on private property. The design images being reviewed to the Commission did not depict the actual facility design or color scheme. They had been rendered by a UI graduate student in Urban and Regional Planning for the purpose of illustrating the bulk/scale of the proposed development in the surrounding environment. Walz said Staff recommended approval of REZ07-00008 a rezoning from Central Business Support (CB- S) zone to Central Business (CB-10) zone for approximately 2,035 square feet of property and rezoning an additional 6965 square feet of adjacent property from Neighborhood Public/Central Business Support (P1/CB-5) zone to Central Business District (CB-1 0) zone, based on the nine conditions listed in the Staff Report of 7/19/07. Freerks asked if the City had received any complaints about motorists not being able to find parking spots when this type of permit had been issued. Walz said she'd discussed the issue with Jeff Davidson. The City had a formula which takes into consideration short-term versus permit parking, the number of any Planning and Zoning Commission July 19, 2007 Page 3 given spots needed during the business day versus non-business hours, etc. It was thought that at least 90% of the time a parking spot would be available for permit holders. Miklo said the situation was closely monitored and that Staff was not aware of any negative issues with regard to parking availability for current permit holders in this or other City ramps. Walz confirmed that the same height requirements, minimum of 7- and maximum of 13-stories that had been applied to the Hieronymus Square Development would also be applied to this project. Public discussion was opened. Swen Larson, applicant, said they'd had good success working with City Staff and meeting all the design requirements to date. The City had decided to remove the existing curb cut to Burlington Street and this would make developing the property a challenge. Eastham asked Larson if he had any reaction to any of the conditions that City Staff had proposed. Larson said there were some small language issues that his lawyer and City Staff were working through. In general, the requirements set forth were fine. Sarah E. Swartzendruber, 1 S. Gilbert Street, said she'd spoken with City Legal Staff prior to the meeting and didn't think language would be a big issue. The applicant was agreeable to all conditions as set forth except item (i), Substantial Compliance. The developer felt the design review process was a good process, especially for a development of this magnitude but they didn't want to be tied to 'substantial compliance' with the plan that was submitted with the rezoning application. Swartzendruber said that there had been give and take on both sides; it had been a collaborative process and the applicant wanted that process to be able to continue. If the developer was looking at interior design issues and needed to make some slight modifications to the exterior of the building, they wanted to be able to do so without having to reappear before the Commission in a few weeks or months. She thought the language could be worked out, but the applicant wished to request that they not be tied to an exact site plan or exact footprint submitted with this particular application. Miklo said Staff had discussed that request earlier in the afternoon. It was Staffs feeling that substantial compliance would allow for some leeway for adjustments. Any other language could open it up to become quite subjective. Since the City was selling property for this proposed development they wanted to be relatively sure of what they were going to get. Staff felt 'substantial compliance' gave them the flexibility to work out those issues. Staffs concern was that by having less language, such as general compliance, it could open it up to become an argumentative situation between the developer and the City. Swartzendruber said the language used for the Hieronymus Square development did not contain the 'substantial compliance' language, it had only included the design review process. The applicant was concerned about being tied to a picture at this early stage in the process as it was only the rezoning. Miklo said less specific language was one of the City's concerns with the Hieronymus development. The bulk of the development looked quite different than the original building proposal. Staff was continuing to review those issues with the developer; the proposed building still had to go through the design review process. That was one of the reasons why Staff had revised the language for this and future applications. Public discussion was closed. Motion: Koppes made a motion to defer REZ07-00008. an application submitted by Three Bulls, LLC for a rezoning from CB-5 zone to CB-10 zone for approximately 2,035 square feet of property located at 301 S. Dubuque Street and rezoning an additional 6965 square feet of adjacent property from P1/CB-5 zone to CB-10 zone, provided that the applicant was agreeable to an extension of the 45-day limitation period to the next formal Commission meeting on 8/2/07 to allow discussion of and resolution of the substantial compliance language issue. Larson agreed to an extension of the 45-day limitation period. Planning and Zoning Commission July 19, 2007 Page 4 Smith seconded the motion. Brooks said he did not see a need to defer, he was confident that legal counsels could work out the language issues. There were a number of other more detailed criteria listed in the bullets in item (i) that covered the issues critical to Brooks in terms of the appearance of the building. Substantial was subjective, to get hung up on one word didn't seem productive to him. Miklo said if the Commission opted to defer this item to allow resolution of the language issue it would not slow down the process for the applicant or delay when the application actually went before City Council. The sale / purchase of underlying land would not be ready to be placed on the Council's agenda before the 8/21/07 meeting. Freerks and Smith voiced concern regarding the Commission voting on language knowing that it would be tweaked by City Staff without their approval. Smith said the wording listed in the Staff Report was part of their motion and he didn't feel that Staff had the liberty to tweak the Commission's approval after it had been done. He was comfortable having the first sentence in section (i) struck out as the design was still subject to the review of the Design Committee. Brooks said a Site Plan to him was a plan that showed how a building would be positioned on a site which had no association with the appearance of the fac;:ade of a building. In the Hieronymus case a site plan had been important because their building had not taken up the entire site. The other bulleted items in (i) were critical to the design facade of the building and didn't pertain to the site plan. He felt they needed a legal definition of site plan. Brooks said, as a landscape architect with numerous years in the building design business, a site plan was a set of plans showing how the building would be positioned on the site, it didn't refer to fac;:ade or breaking up the fac;:ade of a building. Freerks said she was not comfortable striking the first sentence from section (i), it could lead them into territory that they were not prepared to address. Miklo said Staffs request would be to defer the item rather than striking the first sentence to allow Staff the opportunity to find language that would be acceptable to both Staff and the applicant. Eastham said he had not been inclined to defer this item but after listening to the discussion and comments, he felt that deferral was optimal. Eastham said he agreed with Smith, the initial sentence was not completely satisfactory from either the applicant's or City's perspective. He didn't want to send a recommendation to Council that the Commission had approved but Staff had tweaked the language and/or conditions after the approval and without a re-review by the Commission. He would be absent from the August 2nd meeting but for the record wished to state that he was supportive of the rest of the application and Staffs recommendations. The sentence in question was the only item that he had any concerns about. Smith said it was a substantial change in the right direction for the Community. He supported Staffs recommendation short of the one sentence in question. He also wanted a clear definition of site plan. Freerks said she was in favor of deferral. The item in question could mean different things to different people, it would be best to work it out and perhaps gain some additional knowledge from the resolution. The motion to defer passed on a vote of 6-0 (Plahutnik absent) Comprehensive Plan Item: Public hearing on an amendment to the Northeast District Plan modifying the plan map for the Lindemann Hills Neighborhood to incorporate a large institutional use into the conceptual street pattern north of the public square along Lower West Branch Road. Freerks recused herself citing conflict of interest, as a member of the St. Patrick's parish. Planning and Zoning Commission July 19, 2007 Page 5 Howard said the impetus for this amendment to the Comprehensive Plan was the application by St. Patrick's Church to build a new church north of Lower West Branch Road and north of the public square that was currently being constructed. Initially in the Northeast District Plan it had not been anticipated that a large institutional property would be located in the middle of the neighborhood north of the public square area. Therefore an amendment to the Comprehensive Plan would be necessary to show how such a large tract with an institutional use could be integrated into the new neighborhoods that would form around it. The City hired a land planner to review the area, the topography, the existing Comprehensive Plan, the principles from the existing NE District plan and asked her to try and incorporate them all into a new plan map for the Lindemann Hills area in the NE District Plan. The planner worked to keep all the existing principles of the NE District plan in place, including a interconnecting street system, good connectivity between areas east and west of the church property, preserving open space along the stream corridor, connecting trail system for means of transportation and travel across the neighborhood, incorporating the public square so it would have good street access to be used for all the residential neighborhoods in the area, and that the square would remain the focal point for the new neighborhoods. The church property would need to have an easUwest street connection at the north end of the property which would substitute for what had previously been planned. An additional means of travel would include having some sort of trail connection across the church campus when the Church had determined their site plan, buildings and parking lot. Howard said Staff supported the modified plan map; they felt that the principles originally identified by the citizens who had crafted the NE District Plan were in place, while accommodating the proposed church. Staff also recommended adding language to the Plan which would describe what the new plan map was and what it meant, making it clear that it was a conceptual plan and when land was purchased there could be adjustments made to the exact location of roadways to preserve natural features and farmsteads to preserve estates that currently were located in the area. Staff had provided proposed draft language to the Commission prior to the informal meeting and had revised that language based on the Commission's discussion at the Informal meeting. Howard also mentioned that staff met with the Miller family to discuss their concerns about preserving natural features, such as the woodland on their property and the farmstead which abuts the Church property. The proposed language that would accompany the revised plan map in the NE District Plan was responsive to their concerns. Howard read the proposed language revision to the Comprehensive Plan for the benefit of the members of the public present. Smith requested two additions to the proposed language: 1) An additional sentence at the end of the first paragraph indicating that the City was addressing the location of the street at the northern edge of the property. This was in response to recent events where developers had been requested to make improvements to City owned land. He wanted to make sure that the land dedicated for a street would be constructed as a street when the time came to develop property north of the church. He suggested adding the sentence: "Public right-of-way is being acquired from the church for this purpose." 2) Second underlined section, "based on topography or" to preserve natural features and existing farmsteads and estates. Brooks said he supported those two changes, he had thought of a similar suggestion regarding topography himself. Public discussion was opened. Father Rudolph 1. Juarez, pastor of St. Patrick's Church, thanked the City for the great accessibility that they'd been given all through out the process of the prior months. Father Juarez said that the tornado that had devastated St. Patrick's Church on 4/13/2006, had forced the parish to ask themselves the questions of when and where to rebuild and how to best serve the spiritual and material needs of their parishioners and how to be a positive force in Iowa City. The decision had been reached that it was time for a move. Several locations had been looked at but none had worked out. When the Henrietta Miller property had become available, Father Juarez had told the parishioners that it was time to hurry up, slowly. Father Juarez said the church intended to build an aesthetically pleasing church and campus using local architects, local contractors and local labor. The parish felt that the new St. Patrick's would be a stabilizing force and a positive presence not only in Iowa City but in the new neighborhood as it Planning and Zoning Commission July 19, 2007 Page 6 developed. The Church and parish hoped to remain true to their mission dedicated to the service of God and true to their neighbor. They were pleased to count themselves among the citizens of Iowa City and hoped to continue to be good neighbors and allies while working for the greater good of Iowa City for generations to come. It was the Church's intent to be a LEED-certified building and be earth friendly. They hoped to break ground in spring 2008. Gene Miller, 4975 Sharon Center Road, said he and his brother in law, Karl Schmidt, as representatives of the Miller family wanted to go on record as generally approving the changes to the Comprehensive Plan and to the Northeast District Plan to accommodate St. Patrick's Church. They were in support of the changes staff made to the language of the plan to allow flexibility to protect their green timbered area on the existing farm for a future residential development by family members building in that location. They wanted to preserve the ability to possibly alter the location of the large main street so as not to go through the timbered area. Karl Schmidt, said at the Commission's suggestion they'd met with City Staff and had come up with language that the Miller family was comfortable with regarding the family's ability to adjust the streets slightly to accommodate the natural topographical features of the land. Eastham thanked the Miller family for taking time to visit with Staff and to work out a resolution with the City. Public discussion was closed. Motion: Smith made a motion to amend the Northeast District Plan and modify the Lindemann Hills Neighborhood map to incorporate a large institutional use into the conceptual street pattern north of the public square along Lower West Branch Road and to include the text of the 7/19/07 Staff memo with two language amendments as previously discussed. Shannon seconded the motion. The motion passed on a vote of 5-0 (Freerks recused, Plahutnik excused) Annexation/Rezoninq Item ANN07 -00002/REl07 -00010: Discussion of an application for annexation of 14 acres of land owned by Henrietta Miller and 1.89 acres of land owned by the City of Iowa City located north of Lower West Branch Road, north of Brentwood Drive and Broadmoor Lane and the rezoning of 14 acres from County Residential (R) to Low Density Single Family Residential (RS-5) and approximately 1.89 acres from County Residential (R) to Neighborhood Public (P-1). Howard said Staff recommended approval of ANN07-00002, the annexation of the two properties into the City and felt that they met all criteria for annexation into the City. Staff recommended approval of REZ07- 00010 with some conditions because the Church was not yet ready to build and had not developed a site plan. 1) Dedication of land and associated construction easements to the City for public right-of-way for future street connections to the northeast and northwest corners of the public square that would ensure street access to all corners of the public square and help establish the public square as the focal point for the neighborhood. 2) An agreement that if the Church decided to develop one or both of the parcels of land either to the east or to the west that abutted the sides of the square or sell it for development, the successor in title will be responsible for constructing one or both of those street legs. 3) An agreement that at such time as the church property was developed the church will be responsible for construction of and granting a publiC access easement over an 8-foot wide sidewalk extending east- west across the center of the church property, exact location to be determined through the special exception process. 4) Dedication of a strip of land along the northern boundary of the church property to the City for use as future public right-of-way. At such time as the northerly street is constructed, the church also agrees to construct an access drive from the street to the developed portion of the church property so that it will be possible for users of the property to access the northerly street. Planning and Zoning Commission July 19, 2007 Page 7 Howard said Staff recommended approval with the conditions as noted. Public discussion was opened. Kevin Monson, 221 E. College Street, said the Parish was very supportive of having the church be connected to the neighborhood in a pedestrian friendly fashion. Because the exact location of the church building on the site had not been determined yet, the parish wished to maintain great flexibility and latitude of location with the intent to connect to the neighborhood with an east to west connection but with the knowledge that the connection might not be a straight line as currently shown on the map. Dedication of land - the Church agreed to the request for a 30 or 60-foot dedication requirement, but hoped that it wouldn't be any more than that. With the understanding that the future developer in the neighborhood would pave the street(s), the Church felt that the dedication of the land to the City was a reasonable accommodation for the development of the site and for a northern access to the property. Monson said the church felt that it was important that the square was connected and would become a very important part of the neighborhood. Eastham asked Monson if the church was satisfied with the open language regarding trails and trail connections. Monson said it was all in who was interpreting the language. Straight lines made him nervous. Motion: Smith made a motion to approve ANN07-00002/REl07-00010. application for annexation of 14 acres of land owned by Henrietta Miller and 1.89 acres of land owned by the City of Iowa City located north of Lower West Branch Road, north of Brentwood Drive and Broadmoor Lane and the rezoning of 14 acres from County Residential (R) to Low Density Single Family Residential (RS-5) and approximately 1.89 acres from County Residential (R) to Neighborhood Public (P-1) with the conditions as stated #1-4 in the 7/9/07 Staff Report with one amendment under item #4, the dedication of a 60-foot wide strip of land along the northern boundary of the church. Koppes seconded the motion. Eastham asked if any members of the Commission had had any discussions regarding this item outside of the formal or informal meetings with members of the public. None were disclosed. Brooks said he had real concerns about the future of the roadway and a developer opening up another can of worms regarding assessment of the cost of the road so everyone shared equally in the cost of construction. At this point, this was probably the best that could be done Greenberg said if the Commission wanted the Church to pay for the cost of the paving, this was the time to make that designation. Miklo said that would have to be accomplished in the form of an escrow which given the uncertainty of when the property to the north would develop, may not be a viable option. Escrows would expire after a specified amount of time. If this was a fast paced fast growing area, Staff would support such a proposal. However, given the pace of residential development in this area it would be hard to predict what would occur in the next 5 to 10 years. If the escrow lapsed, the money would have to go back to the property owner. Koppes said that there would be some compensation for the property owner to the north, because the amended district plan shows higher density townhouses in that area. She also noted that the developer would get a some compensation for having to build the road by not having to pay for the land that had already been dedicated by the church. Shannon said an argument was centering around whom would pay for construction of a future street when it was not even known if the street would even come into existence. Eastham said he agreed with the suggestion that the Church dedicate the full right-of-way width. He agreed with Shannon, predicting what could or would develop north of the church was difficult. Smith said it seemed to be a good concept, if the concept materialized it would be seen. Planning and Zoning Commission July 19, 2007 Page 8 The motion passed on a vote of 5-0 (Freerks recused, Plahutnik absent) Development Item: SUB07-00004/SUB07-00005: Discussion of an application from Tyler Rogers for a preliminary and final plat of North Fifty First Subdivision, a 3-lot, 3.00 acre residential subdivision located west of Kansas Avenue, south of 1\fIN Road Sw. (45-day limitation period: August 2,2007) Miklo said this item had been deferred from a previous meeting because a fire rating had not yet been established. A fire rating of 9 had been received from the Tiffin Fire Department. The rating scale was 1 (best) to 10 (worst); per a conversation with a representative of the insurance industry items with a rating of 10 were uninsurable. This fire rating would put anyone on notice who wished to purchase property that it would be difficult to provide fire protection for the subdivision. Staff recommended approval. Public discussion was opened. There was none. Public discussion was closed. Motion: Eastham moved to approve SUB07-00004/SUB07-00005, an application for a preliminary and final plat of North Fifty First Subdivision, a 3-lot, 3.00 acre residential subdivision located west of Kansas Avenue, south of 1\fIN Road SW subject to Staff approval of legal papers and construction drawings prior to consideration by City Council. Shannon seconded. The motion passed on a vote of 6-0. Vacation Item: Brooks recused himself citing a conflict of interest due to his involvement with this project. VAC07-00004 Discussion of an application submitted by University of Iowa to vacate a portion of Court Street west of Madison Street and Front Street south of Burlington Street Ralston said this application had been deferred from a previous meeting to allow Staff time to investigate two concerns: the possibility of using Front Street as part of a trail system fencing that the University of Iowa had placed over the Front Street right-of-way Planning Staff had discussed with Terry Trueblood of Parks and Recreation and John Yapp of JCCOG the possibility of using Front Street as part of a future trail system. Both had indicated that Front Street would be an undesirable location for a pedestrian trail due to lack of lack of connections to existing trail connections surrounding the Front Street area and its close proximity to railroad tracks in the area. Public Works Staff had attempted to research the question as to whether the U of I had been granted permission to fence off parts of the Front Street right-of-way. They had been unable to conclude one way or the other whether permission had been granted to the University to fence it or not. It was Staff's opinion that due to the close proximity to the University's power plant and to the railroad tracks the area was probably not needed for vehicular or pedestrian circulation. To vacate this area would benefit the City in two ways, it would relieve the City of maintenance costs in the area and decrease the City's liability for the area. Staff recommended approval of VAC07-00004 subject to the retention of any necessary utility easements as discussed in the previous recommendation. Public discussion was opened. There was none. Public discussion was closed. Motion: Eastham made a motion to approve VAC07-00004. a vacation of a portion of Front Street between Burlington Street and Harrison Street as well as Court Street between Front Street and Madison Street subject to the retention of any necessary utility easements. Smith seconded. Planning and Zoning Commission July 19, 2007 Page 9 Shannon said on a previous vacation request by the University, the University had agreed to remove the fencing to allow fishermen/women access to the river front. The University had neglected to remove the fence to allow public access to the river. He wanted to see the community have access to the river. Miklo said Staff had reviewed the minutes from 2002. This same issue had been an issue of concern for the Commission at that time. Miklo said he did not recall if the University had had a representative present or not. The Commission had requested raised the question of whether permission had been granted for the fence. But there was no flow through on requiring the fence to be removed. Koppes said if a vacation at Prentiss Street or other direct access to the river were requested, she would want a definite public access easement retained at minimum. In the future the City needed to watch what was being given up as they were giving up access to the river. She felt that it had been mentioned in the Staff Report but the City had not followed up on it. She didn't like that the fence had been installed or that the fence still remained. Freerks said she agreed, it would be good to have protected public access to the river. The motion passed on a vote of 5-0. (Brooks recused, Plahutnik absent) Consideration of the June 21 and Julv 12. 2007 meetinq minutes Minutes are still being transcribed, item deferred to the 8/2/07 meeting. Adiournment Motion by to adjourn by Smith. Seconded by Eastham. Motion approved by a vote of 5-0 (Brooks recused, Plahutnik absent) The meeting was adjourned at 8:50 pm. Minutes submitted by Candy Barnhill. 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 5/03 5/17 6/07 6/21 7/12 7/19 B.Brooks 05/10 X X X X X OlE X X X X OlE OlE X C. Eastham 05/11 X X X X X X X X X X X X X A. Freerks 05/08 X X X X X X X X X X OlE X X E. Koppes 05/12 X X OlE X X X X X X X X X X W. Plahutnik 05/10 X X OlE X X X X X X OlE X OlE OlE D.Shannon 05/08 X X 0 X X X X X X X X X X T. Smith 05/11 X X X X OlE X X X X X OlE X X Term Name Expires 1129 2/26 4/16 4/30 6/18 7/9 7/16 B. Brooks 05/10 X X X X X X X C. Eastham 05/11 X X OlE X X X X A. Freerks 05/08 X X X X OlE X X E.Koppes 05/12 X OlE X X X OlE X W Plahutnik 05/10 X X X X X DIE DIE D.Shannon 05/08 OlE X X X X X OlE T. Smith 05/11 X X X X X DIE X NFORMAL MEETING Key: X = Present o = Absent OlE = Absent/Excused l ;~(~~ Approved MINUTES PLANNING AND ZONING COMMISSION July 12, 2007 - 7:30 P.M. EMMA J. HARVAT HALL - CITY HALL MEMBERS PRESENT: Dean Shannon, Elizabeth Koppes, Ann Freerks, Charlie Eastham, Terry Smith MEMBERS EXCUSED: Bob Brooks, Wally Plahutnik STAFF PRESENT: Bob Miklo, Karen Howard, Adam Ralston, Sara Greenwood OTHERS PRESENT: Karl Schmidt RECOMMENDATIONS TO COUNCIL (become effective onlv after separate Council action): None CALL TO ORDER: Freerks called the meeting to order at 7:31 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA No discussion. COMPREHENSIVE PLAN ITEM Freerks said the Commission will consider setting a public meeting on July 19th for an amendment to the Northeast District Plan. The amendment will modify the Lindemann Hills Map to incorporate a large institutional use and adjust the conceptual street pattern north of the public square along Lower West Branch Road. Freerks recused herself indicating that she is a member of St. Patrick's Church, the applicant for the following annexation and rezoning items (ANN07-00002/REZ07-00010). Freerks left the meeting room. Eastham said the Commission will only set the date tonight for the public hearing on the amendment of the Northeast District Plan. There will be time for public input on July 19th. Motion: Shannon made a motion to set a public meeting on July 19th for an amendment to the Northeast District Plan. Smith seconded the motion. Motion carried on a vote of 4-0 (Freerks recused). ANNEXATIONIREZONING ITEM: ANN07 -00002/REZ07 -00010: Discussion of an application for annexation of 14 acres of land owned by Henrietta Miller and 1.89 acres of land owned by the City of Iowa City located north of Lower West Branch Road, north of Brentwood Drive and Broadmoor Lane and the rezoning of 14 acres from County Residential (R) to Low Density Single Family Residential (RS-5) and approximately 1.89 acres from County Residential (R) to Neighborhood Public (P-1). Howard said staff modified the description of the annexation to include the public square that was dedicated to the City of Iowa City from the Miller family. Howard said the memo she sent to the Commission this week that continues on from the original staff report. The memo elaborates on the conditions that staff has discussed with the church on integrating this large institutional use into future neighborhoods that will develop around the church. Staff is concerned about the church property extending approximately a quarter mile from Lower West Branch Planning and Zoning Commission July 12, 2007 Page 2 Road, which will reduce the number of east-west street connections; the church purchasing three sides of the public square, which is intended to be a public focal point of the neighborhood; and the traffic the church will generate from services or special events. The first condition staff discussed with the church would provide for future street access to the church property from the north. Because development north of the church will not likely occur for several years, it is not feasible for a street to be built along the northern boundary of the church property at this time. However, staff recommends that the church dedicate at least half of the right-of-way for a future street that would extend east-west across the northernmost portion of their property. A second access point would help disperse traffic as the neighborhood grows around the church. A second condition is that the church would dedicate the land for the street connections to the northeast and northwest corners of the public square along Lower West Branch Road, to ensure good access to the public square from future neighborhoods that would surround the church property. Staff feels that dedication of land for these street connections is sufficient at this time, but if the church sells either of these small parcels prior to these streets being constructed, the church or the party they were selling to would need to construct the street connections at that time. A third condition would be to install an 8-foot sidewalk across the church property to create an east-west link between the residential areas east and west of the church. The location of the sidewalk is conceptual and its exact location can be determined when the church finalizes its site plans. Howard recommended deferring the annexation and rezoning items until after the public hearing for the Comprehensive Plan amendment is held. Smith asked if the cost of the streets were contemplated at all in the proposal. Howard said the street connections to the public square would benefit residential developments that would form east and west of the church property, so could be required as a condition of annexation and rezoning for those properties. Staff felt that it was an adequate condition for the church to dedicate the land at this time. Koppes said she is concerned the road to the north would not be built, and then there would not be a secondary access to the church, like what happened behind Grant Wood Elementary. She asked if the City is guaranteed that this road and secondary access will be built. Howard said the City has quite a bit of control over where streets are built because the land has not been annexed yet. There will be some assurance if the district plan amendment refers to the importance of this street and if the church dedicates land for that purpose. Howard said the access point on Lower Branch Road would be adequate for distributing the initial traffic from the church. There is two-way traffic around the square, which will help other drivers avoid the traffic generated by the church. Shannon asked if the City currently owns the land that makes up the public square. Howard said that the dedication of the park occurred since the last Planning and Zoning meeting. Eastham asked what would happen to the right-of-way north of the proposed church if the road never materializes. Howard said the right-of-way could be vacated. Eastham asked where the ownership would go from there. Howard said the property typically goes to the adjacent property owner. Eastham said the church would have an opportunity to buy the property at its appraised value. Smith asked if there was a mechanism that could split the cost of constructing the road north of the proposed church between the church and the future developer of property north of the church. Greenwood said the Commission could address it more proactively. Howard said escrow could be required, but given the uncertainty of when the property north of the church would develop, the escrow might expire before any construction could occur. Another option might be to have the church dedicate land for the entire street right-of-way (60 feet). Public discussion was opened. Karl Schmidt introduced himself as Henrietta Miller's son-in-law. He asked that after an annexation, if the Comprehensive Plan is set exactly how it is shown on the map or is there an opportunity to adjust the plan. Howard said the maps in the Comprehensive Plan are conceptual and slight variations will be allowed, but the principles, the connectivity of the streets and open space, need to be followed. The City uses the Comprehensive Plan to guide development. Alignments of the streets can be adjusted for topography or similar. Any request for development in Iowa City, which must come through this commission and the City Council, has the opportunity to make an amendment to the Plan. Planning and Zoning Commission July 12, 2007 Page 3 Schmidt said that his family was not aware the process for development in Iowa City. His family was told that when the land was annexed in, that the family had to follow the plan and donate the public square to the City. He said that if his family does decide to sell more land to the City, there are some things in the proposed amendment to the district plan that his family has difficulty with and would like an opportunity to work with the City to make adjustments. Schmidt said that the public square itself has not been named, but Henrietta has donated this land to the city and would like to see her name included in the name of the park. Greenwood said she would like to clarify what it requires to change the Comprehensive Plan. In the zoning ordinance, it states that it must be a substantial change in circumstances, which is what happened with the sale to the church with it being such a large parcel. It is a high threshold to meet to cause a change in the Comprehensive Plan. Schmidt asked if topographic features would meet those requirements. Howard said nothing about the public square circumstances has changed. The southern half of the square has already dedicated to the City. There is a significant change in circumstances with the proposal from the church to keep one large tract of land as an institutional use north of the public square. This is quite different than what is shown in the current district plan. Howard also noted that if the Miller family decides to sell more land for development, those plans for development must be consistent with the concept plan in the Comprehensive Plan, but the exact alignments of the streets can be adjusted. Schmidt said he does not like that the concept plan shows streets running through their mature timber. Eastham asked if Mr. Schmidt would be willing to get together with staff before the public hearing next week. It would be easier to make the change now rather than later. Eastham said that the naming of the public square is not the responsibility of the Planning and Zoning Commission. Terry Smith said that Parks and Recreation handles the naming. Howard said the name "Lindemann Hills" is a fictitious name used for conceptual purposes in the district plan. The Millers can determine the future name of subdivisions on their property. Schmidt said keeping the name around in some form would help the farmers who worked the land to preserve their legacy. Howard said the naming of streets would be something their family should discuss with a developer before selling the land. Shannon said he is the only current member that was on the Commission when the Northeast District Plan was drawn up and many of the members were concerned about putting a park in the middle of a busy country road. The staff at the time said that Lower West Branch Road won't always been a country road and this is a plan for the future. He said he goes along with the concept of radiating streets and neighborhoods around a public square. The Comprehensive Plan is meant to be a guide. Public discussion was closed. Motion: Koppes motioned to table discussion until the next meeting. Smith seconded the motion. Motion carried on a vote of 4-0 (Freerks recused). Freerks returned to the meeting room. DEVELOPMENT ITEMS: SUB06-00003: Discussion of an applications submitted by Dav-Ed Limited for a preliminary plat of Galway Hills Parts 10& 11, a 53-lot, 21.75 acre residential subdivision located at Dublin Drive & Shannon Drive (45-day limitation period: July 23, 2007). Howard said staff received a request from the applicant to defer this item indefinitely. The applicant said they would like more time to discussion their options for developing this property. Public discussion was opened. There was none. Public discussion was closed. Motion: Smith motioned to defer the application. Eastham seconded the motion. Planning and Zoning Commission July 12, 2007 Page 4 Motioned carried on a vote of 5-0. SUB07-00004/SUB07-00005: Discussion of an application from Tyler Rogers for a preliminary and final plat of North Fifty First Subdivision, a 3-lot, 3.00 acre residential subdivision located west of Kansas Avenue, south of 1\fIN Road SW (45-day limitation period: August 2, 2007). Howard said this application will need to be deferred because one of the requirements in the Fringe Area Agreement is to have a fire rating from the volunteer fire department that will serve this development. The developer's engineer has not received the rating yet, but plans to have it prior to next week's meeting. Public discussion was opened. There was none. Public discussion was closed. Motion: Smith motioned to defer the application. Eastham seconded the motion. Motion carried on a vote of 5-0. VACATION ITEM: VAC07-00004: Discussion of an application submitted by University of Iowa to vacate a portion of Court Street west of Madison Street and Front Street south of Burlington Street. Ralston said the University requested this vacation to help facilitate redevelopment. The University intends on building a new recreation center between Burlington, Court, Madison, and Front Streets. Ralston stated that a vacation that recently occurred in this area was VAC02-0002, which was submitted by the CRANDIC railway, it cleared title on the sale from CRANDIC to the University. It ended up vacating four very small parcels. A second vacation that occurred in this area was VAC02-00004, which was also vacated to the University. He said there was and access easement retained to allow access to the Iowa River. The Near Southside Design Plan identified a "green link" from the government area around the Courthouse to the river would be an amenity to the public. Ralston said that Harrison Street runs directly into the Iowa River and the public easement would allow for an access to be built in the future. The Court Street right-of-way would run into the University's power plant, so public access is not necessary. Ralston said vacations are reviewed with several factors; the first being impact on pedestrian and vehicular access and circulation, and the second being impact on emergency and utility vehicle access and circulation. In this area, Burlington Street and Madison Street carry all of the vehicular and pedestrian traffic. The land being vacated acts as an access road to the university properties and won't affect the general public. Ralston said that MidAmerican identified a major gas line under the Court Street right-of-way, and should this vacation be approved, a blanket easement should be included. Staff is recommending approval of item VAC07-00004 subject to the retention of necessary utility easements. Koppes said Front Street has been blocked off by fences for quite a few years and using that as an argument against public access seems wrong. It is backwards logic to block off a street and then tell the public that they don't need it. Ralston said that it has been blocked of since at least 2002 indicating that it is not needed for circulation. Shannon said that the University said they would remove the fence in 2002. Miklo said Public Works might have approved the fence and staff will look into it. Koppes said she recalls that the University said they would remove the fence. Miklo said there is no reason for the general public to be in this area. There isn't a business or residence in the area that someone would want to go to. Eastham said there could be the possibility of the Front Street right-of-way to be used as an east side river trail. Miklo said the location isn't ideal for a trail. Eastham asked what the University's intension is Planning and Zoning Commission July 12, 2007 Page 5 for the Front Street right-of-way. Miklo said it would be used as a driveway for buses for swim meets. Miklo said staffs recommendation is to approve this vacation. If the Commission wants to defer the item, Staff could check on the trail issue with Parks and Recreation and fence issue with Public Works. Public discussion was opened. There was none. Public discussion was closed. Motion: Eastham motioned to defer the application until the July 19th meeting. Shannon seconded the motion. Eastham said that he would like to defer the application until the Commission hears back from the Parks and Recreation Commission or staff on the potential for a trail system on the Front Street right-of-way. Smith asked if anyone has looked at accessibility to the area. It might be something staff will want to look at. Motion carried on a vote of 5-0. OTHER Howard said that in the most recent City Council meeting, the Council decided to go 50-50 with the developer on Whispering Meadows for the cost of constructing the street that will cross the greenway. The Council also asked the developer to make an effort for affordable housing. Howard said no definite percentage was agreed upon, but a note was made on the Conditional Zoning Agreement. Howard said the other issue was considering dedicating land along the trail. Parks and Recreation took a look at land in Outlot A and determined the area needed a lot of clean up due to barbed wire and downed trees. The Council sided with the Parks and Recreation department's recommendation. The fees in lieu of won't be determined until the final plat. ADJOURNMENT Motion: Shannon made a motion to adjourn the meeting. Smith seconded. Motion approved bv a vote of 5-0. The meeting adjourned at 8:33 p.m. Minutes submitted by Doug Ongie. s/pcd/mi nutes/p&zl2007/07 -12-07 Iowa City Planning & Zoning Commission Attendance Record 2007 Term Name Expires 1/18 2/01 2/15 3/01 3/15 4/05 4/19 5/03 5/17 6/07 6/21 7/12 Brooks 05/10 X X X X X OlE X X X X OlE OlE Eastham 05/11 X X X X X X X X X X X X Freerks 05/08 X X X X X X X X X X OlE X Koppes 05/12 X X OlE X X X X X X X X X Plahutnik 05/10 X X OlE X X X X X X OlE X OlE Shannon 05/08 X X 0 X X X X X X X X X Smith 05/11 X X X X OlE X X X X X OlE X FORMAL MEETING Term Name Expires 1129 2/26 4/16 4/30 6/18 7/9 B. Brooks 05/10 X X X X X X C. Eastham 05/11 X X OlE X X X A. freerks 05/08 X X X X OlE X E. Koppes 05/12 X OlE X X X OlE W Plahutnik 05/10 X X X X X OlE D.Shannon 05/08 OlE X X X X X T. Smith 05/11 X X X X X OlE NFORMAL MEETING Key: X = Present o = Absent OlE = Absent/Excused ~ Approved MINUTES PLANNING AND ZONING COMMISSION JUNE 21,2007 - 7:30 PM EMMA J. HARVAT HALL - CITY HALL MEMBERS PRESENT: Charlie Eastham, Wally Plahutnik, Dean Shannon, Beth Koppes MEMBER EXCUSED: Bob Brooks, Ann Freerks, Terry Smith STAFF PRESENT: Bob Miklo, Karen Howard, Sara Greenwood OTHERS PRESENT: Larry Schnittjer CALL TO ORDER: Eastham called the meeting to order at 7:30 pm. Public Discussion of Anv Item Not on the Aqenda No discussion. Annexation/Rezoninq Item ANN07 -00002/REZ07 -00010 discussion of an application submitted by St. Patrick's Church of Iowa City for an annexation and rezoning from County Residential (R) zone to Low Density Single-Family (RS-5) zone for approximately 14-acres of property located at 4740 Lower West Branch Road SE. Miklo announced that Ann Freerks had recused herself from discussion of this item because she is a member of the St. Patrick parish. Howard said the property that was being sold to St. Patrick's Church by the Miller family surrounded a proposed public square that was being built by the City of Iowa City as part of the reconstruction project for lower West Branch Road. The entire parcel of land would need to be annexed at the same time. The property for the public square would be zoned P-1 and the property for the church would be zoned RS-5. When the City received an application for an annexation request, Staff considered three questions: 1 Did the area under consideration fall within the adopted long range planning boundary? The land being requested for annexation does fall within the adopted long-range planning boundary for Iowa City and abuts property already within City limits. 2. Will development in the area proposed for annexation fulfill an identified need without imposing an undue burden on the City? The Church had identified the need for a new church and related facilities and found this site to be suitable for their needs. City services infrastructure were available for extension to this site; the City found it suitable for urban development. 3. Is control of the development in the City's best interest? There is a market for residential development in this area. Annexation would allow for integration of the proposed church into future neighborhoods planned for this area in a manner that would ensure efficient provision of public services and adequate traffic circulation. The property is currently zoned County Residential - R. Rezoning this property to RS-5, Low Density Single Family Residential, as requested by the applicant would allow single family dwellings as well as religious/private group assembly uses as a special exception. The City acknowledged that churches were an anticipated part of residential neighborhoods and that such large uses would require special consideration to ensure that they were developed in a manner compatible with the Comprehensive Plan and with the surrounding existing and future residential neighborhoods located in the area. Planning and Zoning Commission June 21, 2007 Page 2 This property is located in the Northeast District. The public square is intended to be a focal point for the surrounding neighborhoods in the area; it was an important feature to the citizens who were involved in the Northeast District planning process. They did not want just a series of unrelated and unconnected subdivisions but wanted a way to integrate the neighborhoods together and create neighborhood focal point. Higher density multi-family residential buildings were planned for the area immediately abutting the public square transitioning into lower density residential neighborhoods going further south and further north. The Northeast District Plan illustrates a grid-like street pattern with the public square as the neighborhood focal point. City Staff was working with the Church to determine an acceptable street pattern that would meet the needs of the church and also ensure pedestrian and vehicular access to the square and provide efficient traffic circulation for the surrounding east and west neighborhoods. City Staff were working to ensure good access to the site itself for the church and for the projected traffic flow as the church grew. Howard said Staff felt that the Church met all the criteria for annexation and that RS-5 zoning was appropriate provided that conditions were established to ensure compliance with the Northeast District Plan. Both the Church and the City were working with consultants to determine what those conditions would be and how the NE District Plan might be modified to accommodate such a large institutional use; Staff recommended deferral of this item to the July 12, 2007 meeting to allow the Church and their consultant additional time work on their site planning process. Eastham asked Staff to discuss neighborhood trail proposals for south of the major road and north of the annexation. Could the annexationlrezoning be integrated in to the neighborhood trail system? Howard said there were some planned trail systems being built along the existing stream corridors; to the north Staff didn't know exactly where the trails would be located as the streets were not yet platted. Miklo said a public park in the Lindemann subdivision would be turned over to the City with anticipation that it would extend up to Lower West Branch Road as the area was annexed and developed. A second greenway in located east of Stone Bridge Estates was private with a public access over it. The City was planning an 8- foot sidewalk on one side of Lower West Branch road which would serve as the trail systemlaccommodate pedestrian traffic flow to the square. Eastham asked if there had been discussion with the applicant as to what was planned for the parcel of land located west of the public square. Miklo said in early discussions Staff had indicated that an appropriate use of the area would be multi-family or townhouses or perhaps a location for a rectory. The area to the east of the public square was a low spot and only 78-feet wide; it was questionable if it would even be developable unless it was combined with land to the east. Miklo said what happened with the actual farm property itself would also influence an appropriate use of that narrow strip of land - combining the piece with the farmstead might be the best alternative. Public discussion was opened. Larrv Schnittier, MMS Consultants, said they were working with the applicant. He was there to answer any questions. Public discussion was closed. Motion: Plahutnik made a motion to defer ANN07-00002/REZ07-00010 to 7/12/07. Koppes seconded. Motion approved by a vote of 4-0 (Smith, Brooks absent; Freerks recused) Consideration of the June 7. 2007 meetinq minutes Motion: Koppes made a motion to approve the minutes as typed and corrected. Plahutnik seconded. Motion approved by a vote of 4-0. (Smith, Brooks, Freerks absent) Planning and Zoning Commission June 21, 2007 Page 3 OTHER Koppes asked why South Gate Development had blocked off the gravel road between Sand Hill and Langenberg Drive. Since the road had been closed, there was now only one way in and out. Mlklo said he would ask Public Works Department and report back to the Commission. Adiournment Motion by Shannon to adjourn. Koppes seconded. Motion approved by a vote of 4-0. (Smith, Brooks Freerks absent) The meeting was adjourned at 7:50 p.m. Minutes submitted by Candy Barnhill. s/pcd/minutes/p&Z12007/6- 21-07 .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 5/03 5/17 6/07 6/21 B.Brooks 05/10 X X X X X OlE X X X X OlE C. Eastham 05/11 X X X X X X X X X X X A. Freerks 05/08 X X X X X X X X X X OlE E. Koppes 05/12 X X OlE X X X X X X X X W. Plahutnik 05/10 X X OlE X X X X X X OlE X D.Shannon 05/08 X X 0 X X X X X X X X T. Smith 05/11 X X X X OlE X X X X X OlE Term Name Expires 1129 2/26 4/16 4/30 6/18 B. Brooks 05/10 X X X X X C. Eastham 05/11 X X OlE X X A. Freerks 05/08 X X X X OlE E. Koppes 05/12 X OlE X X X W Plahutnik 05/10 X X X X X D.Shannon 05/08 OlE X X X X T. Smith 05/11 X X X X X NFORMAL MEETING Key: X = Present o = Absent OlE = AbsenUExcused r::J MINUTES IOWA CITY BOARD OF ADJUSTMENT MAY 9,2007 - 5:00 PM EMMA J HARVAT HALL -IOWA CITYICITY HALL APPROVED CALL TO ORDER: Carol Alexander called the meeting to order at 5:00 pm. MEMBERS PRESENT: Carol Alexander, Michael Wright, Ned Wood, Michelle Payne, Edgar Thornton MEMBERS ABSENT: None STAFF PRESENT: Sarah Walz, Sarah Holecek OTHERS PRESENT: Steven Ramirez, Tim Lynch, Randy Stevens RECOMMENDATION TO COUNCIL (become effective only after separate Council action): None CONSIDERATION OF THE MARCH 28TH, 2007 AND APRIL 11TH, 2007 MINUTES Wright noted that the Board is called the Iowa City Board of Adjustment, not "Adjustments". Wright noted that the word "Hutchison" should be spelled Hutchinson. Wright said that on page four, second paragraph, the measurement "1700 ft" should read 1700 sq. feet. Wright said on page 8 and 9, the name "Bus" should be spelled "Buss." Payne said on page 1, second to last paragraph, the phrase "an addition" should read "an additional property." She said on page 1 0, fourth paragraph, there is a run-on sentence that can be corrected with the phrase "the issue of." Wood said that on first page, last paragraph, the phrase "every want" should read "ever want." Wood said that in the same paragraph, the word "at" is missing from the fragment "there is a garage and carport the rear." MOTION: Payne moved to approve the March 28th, 2007 minutes as amended. Thornton seconded the motion. The motion was approved 5:0 Wood said that his name is spelled incorrectly as "Woods" in the April 11th, 2007 minutes. Wright noted that the Board is called the Board of Adjustment and not "Adjustments." Wright said that "Izaak Walton Road" is incorrectly referred to as "Izaak Walton League" on page 2 of the minutes. MOTION: Wright moved to approve the April 11th, 2007 minutes as amended. Wood seconded the motion. The motion was approved 5:0 EXC07-00004 Discussion of an application submitted by USCOC of Greater Iowa, Inc. for a special exception to allow location of a cell phone tower for property located in the Intensive Commercial (C1-1) zone at 612 Olympic Court. Walz said that the property is in CI-1 zone as shown on the map. Walz showed that while the property is a bit "set off' from general public view, it is visible from Keokuk Street. Walz said that the nearest residential zones are more than 400 feet away. Walz showed an aerial view of the property and the amount of open space between Keokuk Street and the property. Walz said that one of the specific criteria is that the proposed tower cannot be served by an existing tower or industrial property or by locating antennae on existing structures in the area. Walz said there are no appropriate structures in the area for Board of Adjustment May 9,2007 Page 2 the applicant to "co-locate" on. Walz said the proposed tower would be camouflaged in order to reduce visual impact. Walz said that a few months ago the board had considered another application in a CC-2 zone. That tower was to be disguised as a clock tower. Staff felt that in this location, the tower should be discrete but not necessarily disguised as something other than what it is. Staff felt that this current design does not call attention to itself-no strobe lighting, guy wires or trusses. Walz said that the overall structure wouldn't stand out or detract from the zone. Walz said that when the applicant first came in, they proposed a shorter tower, at a fifty-foot height. This height, Walz noted, would not accommodate co-location, which is something that is encouraged in the code. Staff felt that an increase to 60 feet would be appropriate to allow for future co-location. That way more antennae could be served by fewer towers. Walz said the proposed tower would be set back at least a distance equal to the height of the tower. Walz said that equipment would be stored away in a shed with a PVC fence around it, which will adequately screen the shed from public view. Walz said the tower would not utilize a back-up generator. Walz said that with the increased height, the tower could accommodate up to 2 additional users. Walz said that the applicant has agreed to remove the tower or any associated equipment should the tower be discontinued. Walz summarized the general standards and codes. She said that Staffs biggest concern with the proposed tower was the detraction it would have from neighboring uses but being that it is in the CI-1 zone, Staff did not feel that this design was inappropriate. Staff did not feel that this tower would generate additional traffic in the area, save for maintenance of the tower. Walz said that Staff believed this design met the general criteria. Payne asked about the sketch of the design as provided by applicant and whether it showed the fence screening. Walz pointed out the sketch, which was included in the packet. Public Hearinq Open Tim Lynch, U.S. Cellular of Greater Iowa, Inc., said that he would answer the questions of the Board and highlight a couple of things. Lynch said the fence would be bone colored. He said that they used PVC because it requires less maintenance and lasts longer. Lynch said that the area has some cell phone coverage already. However, he said that there is a depression in the geography of the area and the problem is a matter of reliability. Lynch said that while there is some signal strength, his company is trying to provide more reliable service. Lynch said that there is not a strong signal currently. Lynch asked for questions. Payne asked about the light fixture. Lynch said that his company is amenable to any light fixture the Board prefers. Lynch said he could go with the "shoe box" type, although they had proposed the other type, as illustrated in one of the sketches. Wright asked if the box style light would cause less light pollution. Lynch said he didn't know if it would have any bearing. Walz said that in either case, the lights have to meet the standards in the code, which deal with brightness and light trespass. Lynch said that the tower would look like what was being shown in the photo simulation. Lynch said that the "shroud" that covers the actual antennae would extend further down then as illustrated on the photo simulation. Thornton asked whether the "shroud" would have to be removed if other companies choose to use the tower. Lynch said no, not permanently. The shroud would be lifted of during installation and then replaced. Payne asked if the tower shed was large enough for other users. Lynch said probably, but that there would most likely be other sheds built for storage, depending on the company. Lynch said the size of the fenced enclosure is 30 x 30 feet. Randy Stevens, 1929 Keokuk, noted his property on the overhead projection. He asked why this tower needed to go in that particular location. He said when he bought the property in 1983, the area was land locked and the view with a fifty-foot tower is not very pleasing. Stevens asked why the tower has to be in an area that is already developed. Stevens said that there is undeveloped land along Southgate and why can't the tower go there? Stevens said that the tenants and customers of his building would be affected by such a tower. Board of Adjustment May 9, 2007 Page 3 Lynch said that the tower needs to be constructed in the proposed area. Lynch said that if the tower were moved towards Southgate, the tower would be closer to residential areas. Lynch said that because of the airport runways, they were limited as to where they could build the tower. They are also limited by the location of the ridgeline in the area. Lynch said that of the locations they looked at, they felt this was one of the best locations. Lynch said that they have tried to design it with careful regard to the surrounding properties. He said he understood Mr. Stevens concerns about having to look at a tower, but that he felt the company had come up with the most appropriate design for this location. Lynch said that all of these factors went into the decision of choosing the current proposed location. Lynch said that he feels like U.S. Cellular has struck a good compromise in terms of location and design. Stevens said that the tower looks like it's being hidden, however, as an owner, he doesn't want to walk out of his office and see a sixty-foot tower. Stevens said that he's thinking there are other areas in that immediate area where there is no construction yet and why can't the tower go there? Stevens said that if there had been a tower back 1983, he'd have reconsidered his purchase. Stevens said there are 3 businesses that would be affected. Thornton asked Stevens to expand upon why he feels this tower would have an impact on his business. Stevens said that this tower will not affect State Farm Insurance, which is his business, but it is an aesthetic issue. Public Hearing Closed MOTION: Payne moved that EXC07-00004, an application submitted by USCOC of Greater Iowa, Inc. for a special exception to allow location of a cell phone tower for property located in the Intensive Commercial (C1-1) zone at 612 Olympic Court, be approved. Wood seconded the motion. Wright said that the proposed tower would be erected in an area with limited signal reliability. Wright said that the tower would be filling a gap in that particular coverage area. Wright said that the tower would be constructed to be as inconspicuous as a cell phone tower can be. Wright said the proposed height of 50 feet does at least mitigate the effect of a bunch of different antennae sticking out all over the place. Wright said that if the tower were in an undeveloped area, it would stick out like a sore thumb. Wright said that the design is as unobtrusive as you're going to get. Wright said that it won't be taller than necessary. Wright said the tower is set back well within the confines of the required height of such towers. Wright said that the fence around the property is adequate and the tower will not use a back-up generator. Wright said that the tower is being designed to accommodate additional users as well as it is camouflaged from public view. Wright noted that if the use of the tower were discontinued, it would be removed. Wright said that this exception would not be a danger to public welfare. It meets federal standards. Wright said that the tower could withstand 75-mile an hour winds as well as the presence of ice. Wright said that should the tower collapse, it would not cause damage to close-by structures. Wright said that it will not be injurious to existing surrounding property and will not diminish property values in the neighborhood. Wright reiterated that this design is as inconspicuous as it's going to get. Wright said the design and height are appropriate for where it sits. Wright said that establishment of this tower will not impede normal development in the zone nor will it impede future projects. Wright said the road is adequate for the traffic traveling to maintain the tower. Wright said that adequate measure for ingress and egress has been taken with regards to the construction of this tower. Wright said the lighting would meet all applicable standards of lighting codes. Wright said that the proposed structure would not detract from commercial uses of this location. Wright said that for all these reasons, he would be voting in favor. Wood said that he has no concerns except for those brought up by Randy Stevens. Wood said that it will not be injurious to use and enjoyment of surrounding property. He will be voting in favor. Thornton said that he understands the tower is not the greatest looking thing in the world, but the set back fits within the existing buildings. Thornton said it blends in and it meets the future communication needs of that particular part of the city. Thornton said that he would be voting in favor. Payne said that she'd like to clarify that part of the antennae, the lightning rod, will stick out of the shroud. Other than that, Payne said, she agrees with her colleagues. She will vote in favor. Board of Adjustment May 9, 2007 Page 4 Alexander said she too would vote in favor. The motion is approved 5:0 OTHER None BOARD OF ADJUSTMENT INFORMATION None ADJOURNMENT Meeting is adjourned at 5:45 pm s/pcd/mi ns/boa/2007/5-9-07. doc Board of Adjustment Attendance Record 2007 Term Name Expires 1/10 3/28 4/11 4/28 5/9 Carol Alexander 01/0 1/08 X X OlE X X Michael Wright 01/01/09 X X X X X Ned Wood 01/01/10 X X X X X M. Shelangouski 01/01/11 X X X X X Edgar Thornton 01/01/12 X X X X X x = Present o = Absent OlE = AbsentlExcused NM = No meeting --- = Not a Member KEY ~ MINUTES PUBLIC ART ADVISORY COMMITTEE THURSDAY, JUNE 28,2007 LOBBY CONFERENCE ROOM, CITY HALL APPROVED Members Present: Emily Martin, Emily Carter-Walsh, Mark Seabold, Patrick Carney, DaLayne Williamson, Rick Fosse, Members Absent: Terry Trueblood Staff Present: Marcia Klingaman, Karin Franklin, Jeff Davidson Others Present: Charles Felling, Mike Moran representing Terry Trueblood, Tom Awad CALL TO ORDER Seabold called the meeting to order at 3:30 PM. RECOMMENDATIONS TO CITY COUNCIL Recommendation that Recognition of Art in Non-Public Spaces go to "II Compositore" also known as "The Piano Man". Motion passed 7:0 Request that Council present a certificate to the artist and to the property owner at the next Council meeting. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None. CONSIDERATION OF THE MINUTES OF THE MAY 3, 2007 MEETING MOTION: Fosse moved to approve the minutes as submitted; Martin seconded. The motion passed 7:0. PRESENTATION OF MURAL PROPOSAL BY TOM AWAD Tom Awad made the presentation, providing appropriate background information for himself and Tony Carter, his partner, and using a PowerPoint presentation of previous projects as well as similar projects done by other artists. Accompanying the PowerPoint were print copies for the Committee. He delved into specific ideas for an Iowa City mural, and discussed longevity and other factors that need consideration, and suggested appropriate walls around town.. Franklin mentioned a mural painted over stucco on Iowa Avenue; after five years that is now chipping away. She noted that permission must be provided by the property owner as well as the business owner, especially since some of the buildings are in a state of flux. Preparation and finishing of the wall must also be considered. Seabold suggested that a first step would be to approach business owners. Franklin told Awad to focus on one wall, develop a specific plan, and then return to the Committee; Klingaman will be the contact person. The PAAC, if supportive of the proposal would take the plan to Council. Awad indicated he would prefer the wall that faces the U.S. Iowa City Public Art Advisory Committee Minutes June 28, 2007 Page 2 Sank building parking lot, and that he would develop four color plans. Davidson reminded him to talk with Bank officials, and also to the person who owns the building. CONSIDERATION OF NOMINATIONS FOR RECOGNITION OF ART IN NON-PUBLIC SPACES At the last meeting, the Committee deferred a decision because not everyone had seen the two nominations, "Piano Man" on Muscatine Avenue and another piece in Manville Heights. Some members still had not seen the artwork in Manville Heights and it was decided to defer that decision until members could visit the piece. Klingaman will forward a picture and address to the members. MOTION: Carter-Walsh moved that "Piano Man" be recognized. Seconded by Williamson. Motion passed 7:0. Council will present a certificate of recognition to the artist and to the property owner at its next meeting. [At this point, the Committee took a brief break to recognize Karin Franklin, retiring June 30. It was also recognized that the Public Art Advisory Committee is now 10 years old.] DISCUSSION OF SUBMITTALS IN RESPONSE TO RFQ FOR POOL WALL PROJECT. Franklin noted that the art is for a wall 1 02' by 20' on the east side of the room in the Recreation Center that houses the swimming pool. Given the location, we need to carefully consider medium and materials used. The procedure is to select four finalists, using the same or different mediums. The four then each submit a proposal and receive a $500 honorarium to put the proposal together. The Committee will then determine a budget from the costs the artists experienced in past projects. If the budget requires more money than is available, we will need to decide what action to take, such as fund raising. There is time for all this; there is no rush. The RFQ close date was June 15. If not pleased with initial 20 responses, the search can be re-opened. The Comr;nittee proceeded to review each of the submissions: 1. Christopher Bennett. Reiected. Price was reasonable, but the submission was uninspiring, and too adult. Materials are not necessarily appropriate. 2. Barbara Cooper. Accepted for first round. Submissions are all mosaics. Potential for donations. Cost could be a problem. 3. Dale Divoky/Chait Galleries. Reiected, with minority opinion. There is a maintenance issue; his work in ceramics is too fragile. The subject matter is limited: cute, but nothing else. His work is small, and would not translate to the large wall. The expense is potentially workable. Fosse liked Dale's idea, but we don't need such high quality fish. 4. Srit Hammer Glass Art & Architectural Installations. Accepted for first round. Seems prohibitively expensive. Not very impressive in relation to the cost. Our project is much larger than things he has done. 5. Mike Helbing. Reiected. Too intricate, and intended more for outdoors. Sculptural. Iowa City Public Art Advisory Committee Minutes June 28, 2007 Page 3 5. BJ Katz. Accepted for first round. The majority liked. Colorful. A minority found her work to be too adult. It might be a challenge to do something with a more youthful bent. 7. Ellen Lanyon. Accepted for first round. Lanyon says she has a piece showing in the University of Iowa Museum of Art. Her work is generally liked; the Committee feels that she could accomplish this project. 8. Maria Mijares. Accepted for first round. Her work is relatively small, but could be translated; it would be done off-site and then installed. The group liked the images and color; it was bright and dynamic. 9. T.J. Moberg. Accepted for first round. This is interesting and inexpensive. Need to be careful - the work may be too fragile with children around. T.J. (Jackie) Moberg also represents Tom Moberg, Karen Strohbeen, and Bill Luchsinger. 10. Bao PhamlChait Galleries. Accepted for first round. A large setting that can be seen without glasses, or from the street. It is colorful and simple. It could be even bigger. At $90 per square foot, it is inexpensive. 11. Saxe & Patterson. Accepted for first round. Embellishments of spaces but if just empty wall, less interesting. The medium and shapes are liked. 12. Kenny Schneider. Reiected. This reminds Fosse of a soccer park; he does not see it in the intended space. 13. SMart Design Studios. Rejected. Photo mosaic. Track-type technology. Two 100 x 200 square foot collages. The detail would be lost in the setting. It is too detailed and cannot be seen without glasses. The artist did not do enough work on this RFQ. 14. Vonderschmidt & LaStella. Rejected. This is too organic and not right for our setting. 15. Alan Weinstein. Accepted for first round. in a split decision. Colorful, good style; goes well with space. The artist does a lot of tapestry; would have to translate that style to mural. It appears that this project might be out of Weinstein's realm. Yet he is strong graphically and different than all the others so far. This would be good to take to the proposal stage. 16. Casey Westbrook. Rejected. The work is scriptural, adult, and dark. In further discussion, Moran and Fosse reiterated their pleasure with the Bao Pham fish motif. Moran liked the proposals in glass and ceramics; he found them more attractive and presumed they would wear better. Agreement was that Weinstein lacked the experience to stay on the list. The Committee then each voted their top four. On this round, B.J. Katz was in first place, with Saxe & Patterson in second. There was a three-way tie for third place: Maria Mijares, T.J. Moberg, and Bao Pham. It was decided to go with all five since the three were so close, and all five were quite different. Franklin asked whether Klingaman was clear on instructions to give to the five. Suggestions included explaining the space for the artwork, having the artists consider longevity, be specific Iowa City Public Art Advisory Committee Minutes June 28, 2007 Page 4 with each artist (e.g., tell Katz that we really liked the reflecting light. The Committee will need to decide details at the next meeting; we will meet at the site. Comments about the artists should be emailed to Klingaman before the next meeting, August 2. A letter will be sent immediately to those not chosen; the finalists will be emailed a notice that specifics will be coming later. We also need to determine the timeframe. An additional issue is whether we are covering the entire wall, or only part of it. DISCUSSION OF PAAC STAFFING Franklin introduced Jeff Davidson as the new Director of Planning & Community Development. Klingaman will be taking major responsibility for public art in addition to her other responsibilities. She will therefore only be able to handle this project and little else. Franklin suggested that there may be the need to have discussions as to whether a separate staff person is needed for Public Art if the number of projects expands or fund raising becomes necessary. Public Art will always be tenuous; in hard funding times it is difficult to defend staffing when Council is discussing police and fire fighters. COMMITTEE TIME/UPDATES None. ADJOURNMENT Carter-Walsh moved to adjourn; Williamson seconded. Meeting adjourned at 5:20 P.M. Next meeting August 2 at the Iowa City Recreation Center. Minutes were submitted by Carolyn Kohler Public Art Advisory Committee Attendance Record 2007 Term Name Expires 2/1 4/5 5/3 6/28 Emily Carter Walsh 01/01/08 X OlE X X Charles Felline: 01/01/09 X -- -- -- -- X DaLavne Williamson 01/01/09 X X OlE X Emilv Martin 01/01/08 OlE X X X Mark Seabold 01/01/10 X OlE X X Patrick Carney 01/01/09 -- -- -- -- X X Rick Fosse OlE X OlE X Terrv Trueblood X X X OIE* Key: X = Present o = Absent OlE = Absent/Excused Moran represented Terry Trueblood Mike * ~ IOWA CITY TELECOMMUNICA nONS COMMISSION FINAL MONDAY, JUNE 25, 2007--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Saul Mekies, Gary Hagen, Brett Gordon, Hans Hoerschelman, Margaret Wieting MEMBERS ABSENT: STAFF PRESENT: Drew Shaffer, Dale Helling, Bob Hardy, Mike Brau OTHERS PRESENT: Beth Fisher, Lee Grassley, Josh Goding, Laura Lowe, Michael McBride, Craig O'Brien, Susan Roguskey. RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Mekies reported that he met with Lane Plugge, Superintendent of Schools. Improvements in the school channel have been made and Plugge said continued improvements can be expected. Grassley said Mediacom is preparing to move towards digital transmission. One step is to implement a simultaneous digital feed so the family package channels will continue to be available in analog as well as digital. To free up spectrum space the west coast feed of the movie channels, which offered the same programming as the east coast feed at a different time, has been dropped. Grassley said older televisions will work with a set top box and the federal government has a fund to assist the purchase of 40 million boxes nationwide. Grassley said that Mediacom has been discussing carrying the Big Ten Network (BTN) but BTN is requesting a large fee. At this time Mediacom does not believe the fee is fair and will not add the channel until a reasonable agreement can be made, particularly because the Big Ten Network insists on carriage on the basic tier. Shaffer said that the City Channel has been streaming the city council meetings on a playback basis, but the new system will allow the meetings to be streamed live. The division will soon be hiring a person for the Avatar Project. Brau provided a demonstration of the new online interactive program guide. Brau said that the new guide provides a lengthy description of each program, links to websites of sponsoring organizations or other additional resources, and the ability to search the guide by keyword. Each program is given a category, which is color coded and searchable. For example, all the music programs or programs covering local government meetings can be listed by clicking on that category. In addition the guide serves as a gateway for programs that are streamed over the Internet. In the future much of channel 4 programming will be streamed and the guide will serve as a means to provide those programs. Shaffer said he has been in contact with representatives from CFreewireless. CFree would like to provide a free wi-fi that would allow coverage of College Green Park and a wider area downtown. They are developing costs. CFree is a nonprofit organization, APPROVAL OF MINUTES Hoerschelman moved and Hagen seconded a motion to approve the May 25,2007 minutes. The minutes were approved unanimously. ANNOUNCEMENTS OF COMMISSIONERS Mekies reported that he met with Lane Plugge, Superintenant of Schools. Improvements in the school channel have been made and Plugge said continued improvements can be expected. Mekies said the Commission deserves credit for motivating the school district. Gordon said there is a meeting Saturday at 2 p.m. at the library to discuss the effect of the new state cable TV legislation and the effect on community media. Goding said the meeting will be a roundtable discussion including some video clips and strategy session. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Shaffer referred to the complaint report in the meeting packet and noted that the number of complaints was a bit higher than usual. All the complaints that could be resolved have been resolved. MEDIACOM REPORT Grassley said Mediacom is preparing to move towards digital transmission. One step is to implement a simultaneous digital feed so the family package channels will continue to be available in analog as well as digital. To free up spectrum space the west coast feed of the movie channels, which offered the same programming as the east coast feed at a different time, has been dropped. With the video on demand feature this should have little impact on subscribers. Mediacom has filed a petition with the FCC to permit them to down convert digital signals to analog after the FCC-mandated digital conversion period ends in February of2008. Mediacom will be undertaking a public education campaign to inform the public of the effect of the digital conversion and the changes it will mean for them. Hagen asked if after February 2008 subscribers will need a new television or will a set top box be available. Grassley said older televisions will work with a set top box and the federal government has a fund to assist the purchase of 40 million boxes nationwide. At this time there is no guarantee that a newly purchased television will be compatible with the digital signal due to the disagreement on digital standards. Evolving digital technology will allow greater capacity with the existing plant. Once the analog signal is no longer needed and a full transition to digital is complete a large amount of spectrum will be freed up. Hagen asked about the impact on the basic tier. Grassley said unlike in the past if a must-carry broadcaster is added to the lineup it would not necessitate another channel being moved out of the basic tier. The basic tier will be digital so a set top box will be needed and a rental fee added to the rates. Grassley said that Sinclair Broadcasting, owner of KGAN in Cedar Rapids, has filed a petition with the FCC to require Mediacom to pull WHBF from the Quad Cities from the Iowa City basic tier. Both channels are CBS affiliates. Mediacom added WHBF when KGAN was removed from the lineup. UNIVERSITY OF IOWA REPORT McBride distributed a report covering the previous 6 months. Staff has been cut by 2 people or 25% due to attrition. Programming highlights include a live news conference announcing the new president of the University oflowa, 78 nightly DITV (Daily Iowan TV) newscasts, and 67 programs from the Student Video Producers. The basketball coach's show will be cablecast but the football coach's show may not be available to UITV. Students working for UI TV produced about 120 programs over the past 6 months. McBride is working with Mediacom to get their schedule on the on-screen program guide. Readings from Prairie Lights and Java Blend will be continue to be cablecast. It is anticipated that some of the secondary sports such as volleyball will be covered by UI TV and get carriage on the Big Ten Network (BTN). Grassley said that Mediacom has been discussing carrying the Big Ten Network (BTN) but BTN is requesting a large fee. At this time Mediacom does not believe the fee is fair and will not add the channel until they believe it is reasonable, particularly because the Big Ten Network insists on carriage on the basic tier. Mediacom would have no problem if the Big Ten Network would consent to being on a digital sports tier. PATV REPORT Goding reported that P A TV would be sending most of their staff to the national Alliance for Community Media conference the last week in July. P A TV will be closed July 24-29 for the conference. Programs will be cablecast as usual. The guidelines class will be July 1 at 12. A Final Cut Pro editing class will be held July 15 2-5 p.m. The next Open Channel and the studio class will be June 27, 6-9 p.m. PATV will have a meeting June 30, 2-5 p.m. at the public library to discuss the impact of recent state franchising legislation and strategies to keep access organizations functioning in the future. KIRKWOOD COMMUNITY COLLEGE REPORT O'Brien referred to his written report included in the meeting packet. Kirkwood is working on an idea to produce a program on the departmental reports given to the board of trustees. The program would be a repackaging of the presentation given to the trustees. The program would help one of Kirkwood's goals of showcasing their activities to the public. SENIOR CENTER REPORT Rogusky distributed a monthly program schedule. SCTV is producing a new program called "At the Center", which is about the Senior Center and the activities and services offered. Rogusky will be on a panel discussion at the Alliance for Community Media conference on how to get senior citizens involved in community television. IOWA CITY COMMUNITY SCHOOLS REPORT Lowe referred to a written report included in the meeting packet. New programs include the Kate Wickam scholarship reception, West High Senior Honor Awards, and some elementary school concerts. In July a number of music concerts will start to be cablecast. West High speech and debate performances will also be cablecast. Many of these programs are supplied by Ryan Wickstrom. Lowe, Perry Ross, and Lane Plugge met to discuss the channel's mission statement and goals. Programs are planned on the English Language Learners programs and the contract with the bus company, Mekies said that Plugge said at their meeting that he had not received the letters sent by the Commission. Mekies was glad Plugge was following up on their discussion. LIBRARY REPORT Fisher reported that the last of the library's programs have been transferred to their server. A new intern has been hired. 12 new programs are planned for July. Among the programs is a book discussion associated with the All Iowa Reads program. University of Iowa faculty will lead the discussion. CITY MEDIA UNIT REPORT Hardy reported that the Media Unit has been using the Cable TV Division's slower production schedule to catch up on the backlog of editing. Work on a promotional piece for all the access channels is in the works. Hardy thanked Mediacom for their work on improving the technical quality of the INET that carries the access channels' signal to Mediacom. Hardy said he recently met with SCTV on how they could improve the quality of their video signal. Hardy will also be talking with other program providers. The Video Voter Project will again be activated in the upcoming election season. Work on streaming the city council meetings live continues and will be operational shortly. The Community Television Service upcoming programs include three programs on economic development, events from the family stage at Arts Fest, a program on estate planning, and a program with the League of Women Voters on regional government. CABLE ADMINISTRATOR REPORT Shaffer said that the City Channel has been streaming the city council meetings after the meeting had taken place but the new system will allow the meetings to be streamed live. The division will soon be hiring a person for the Avatar Project. The Avatar Project had been on hold due to uncertainty regarding finances in light of the state franchising legislation and a lawsuit regarding franchise fees. Shaffer has been participating in workshops from the National Association for Telecommunications Officers and Advisors. Topics include community fiber to the home and new funding for PEG funding. Shaffer will provide the Commission with summaries of these workshops. LEGISLATION AND FCC UPDATE Shaffer referred to the interpretation of Iowa General Assembly SF 554. This was not a legal interpretation of the bill. The legislation prohibits municipalities from requiring a mandatory build-out of plant. This is a loss for citizens as new entrants will be able to choose who will have access to market competition. Municipalities will not be able to offer consumer protection services for the subscribers of new entrants. The legislation requires only that an 800 telephone number subscribers can call to try and resolve their complaint. Ifthere is a complaint that cannot be resolved there is a process for nonbinding mediation, which lacks enforcement authority. SF 554 does make the franchise fee legal, which undercuts a lawsuit claiming franchise fees are an illegal tax. Other fees paid by cable operators will remain intact until the end of the franchise period. The franchise in Iowa City expires in 10 years. Shaffer and Brau are working to determine what the process will be regarding public input in the Iowa Utility Board's state franchising rule-making process regarding SF 554. Access channels may face costs of $20,000 for equipment costs and $10,000 a year for a T-l1ine to make their signal available to new entrants. NA TOA WORKSHOP Shaffer said that he participated in a National Association of Telecommunications Officers and Advisors workshop on PEG funding. Shaffer referred to the summary included in the meeting packet. One issue addressed was how to re-think PEG services in light of the legislation being passed around the country which often times reduces funding for PEG channels. Rather than conceptualizing service as a public access cable TV channel it may be constructive to reorganize as a community media center. Access centers need to also become more proactive in their community identifying community organizations, their needs, assets and interests and determine how they can work with those organizations in a way that is useful and relevant to them. Other sources of income were also discussed such as underwriting and providing job-training services. CITY CHANNEL 4 PROGRAM SCHEDULE DEMONSTRA nON Brau provided a demonstration of the new online interactive program guide. Brau said that the new guide provides a lengthy description of each program, links to websites of sponsoring organizations or other additional resources, and the ability to search the guide by keyword. Each program is given a category, which is color coded and searchable. For example, all the music programs or programs covering local government meetings can be listed by clicking on that category. In addition the guide serves as a gateway for programs that are streamed over the Internet. In the future much of channel 4 programming will be streamed and the guide will serve as a means to provided those programs. Brau said Crawley is responsible for the difficult work of creating the code for the program guide. A promotional campaign is planned once a few bugs have been worked out. Shaffer said that he is unaware of any access channel or commercial service in the country that is provides such a detailed and comprehensive service. WIFI Shaffer said he has been in contact with representatives from CFreewireless. CFree would like to provide a free wi-fi service that would allow coverage of College Green Park and a wider area downtown. They are developing costs. CFree is a nonprofit organization. ADJOURNMENT Hoerschelman moved and Hagen seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 7:07. Respectfully submitted, Drew Shaffer Cable TV Administrator -h (V~ \ 14b(19)J MINUTES IOWA CITY BOARD OF APPEALS MONDAY, JULY 2,2007 LOBBY CONFERENCE ROOM, IOWA CITY CITY HALL 410 E. WASHINGTON STREET IOWA CITY, IA MEMBERS PRESENT: John Roffman, Steve Buckman, Doug DuCharme, Chad Campion, AI Gerard, Gary Haman MEMBERS ABSENT: Tim Fehr STAFF PRESENT: Tim Hennes (Sr. Building Inspector), Sue Dulek (Asst. City Attorney), John Grier (Fire Marshall), Jann Ream (Code Enfoecement Asst. acting as minute taker) OTHERS PRESENT: Joe Younker, Nancy Wood (932 E. College St.) RECOMMENDATIONS TO COUNCIL: none CALL TO ORDER: Chairperson Roffman called the meeting to order at 4:02 PM. CONSIDERATION OF MINUTES: Minutes from the June 4,2007 meeting were reviewed. Haman moved to adopt the minutes. Gerard seconded. Minutes were approved with a unanimous vote. Appeal of Notice of Housinq Code Violation -932 Colleqe Street (Leiqhton House). Tim Hennes referred the Board to the memo written to them by Sarah Holocek, Assistant City Attorney, which gives the opinion that the Board of Appeals does not have jurisdiction to hear this appeal because it is a zoning issue and, therefore, should be heard by the Board of Adjustment. Members indicated that they had reviewed the memo. Sue Dulek clarified that the two counsel present, Joe Younker and Nancy Wood, had been in communication with the City Attorney's office. Also, if the Board of Appeals did determine that they should hear the appeal then that would occur at the next meeting, not this one. Dulek said that is the opinion of the City Attorney's office that the issue before them is a zoning issue since it deals with the occupancy for the property allowed by a Variance from the Board of Adjustment. Dulek stated that the applicants had appealed to both the Board of Appeals and the Board of Adjustment to make sure that they had covered all avenues of appeal; however, even the applicants agreed that the governing body in this matter should be the Board of Adjustment and had indicated that opinion in written communication to the City Attorney's office. Haman said that because the issue did not relate to any of the codes that the Board of Appeals makes decisions about, then they should not hear the appeal - it was a zoning issue. Roffman asked the applicants present, Joe Younkers and Nancy Wood, if they thought that the Board or the City Attorney's office was missing anything in their interpretation - did they actually think that the Board of Appeals had jurisdiction? Younker answered that they concurred with the opinion of the City Attorney's office - that the Board of Adjustment had jurisdiction. MOTION: Haman moved that the Board of Appeals should deny the appeal because they do not have jurisdiction over zoning matters. Gerard seconded. VOTE: The Board voted to deny the appeal 6-0. OTHER BUSINESS: The next meeting date was set for Monday, August 13th. Hennes handed out the proposed local amendments for the next building and fire code update to board members for their review. He stated that he was meeting with the Iowa City Homebuilders on July 1 ih to get their input about the proposed amendments. Hennes said there was nothing really new to report about the new state licensing requirements. He said that staff wants to take some time to review the new requirements and then make recommendations to the Board in how to amend the licensing code. Campion stated that he had been working on the state board concerning this issue for the last five years and their intent was not to try and reinvent the wheel. The State simply saw some gaps in licensing that they were trying to close. Hennes stated that that may have been their intent but the consequence of the new law will be more far reaching. Buckman said what the Board needs to know in simple terms is: what the State can or cannot require, what the City can or cannot require, what is the responsibility of each jurisdiction and what is negotiable between the two jurisdictions. ADJOURNMENT: Haman moved to adjourn the meeting. Gerard secondec;t. The meeting adjourned at 4:21 PM. John Roffman, Board of Appeals Chairperson Date NAME TERM EXPIRES Jan-07 Feb-07 Mar-07 Apr-07 May-07 Jun-07 Jul-Ol Gary Haman 12/31/2007 x x x NM NM x x Steve Buckman 12/31/2011 x x x x x Doug DuCharme 12/31/2009 x x OlE 0 x Tim Fehr 12/31/2008 x x OlE x OlE John Roffman 12/31/2007 x x x x x Chad Campion 12/31/2008 0 0 x x x AI Gerard 12/31/2010 x x x x x KEY X = present o = absent OlE = absent/excused NM = No meeting _ = not a member