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HomeMy WebLinkAbout1978-09-05 Bd Comm. MinutesMILUFiL4ED BY JURM MICROLAB • CEDAR RAPIDS AND UES MUIJIL'D. :Ur:.; MINUTES IOWA CITY PARKS AND RECREATION COMMISSION RECREATION CENTER ROOM B AUGUST 9, 1978 MEMBERS PRESENT: Berry, Boutelle, Cilek, Thayer, Ward MEMBERS ABSENT: Crum, McLaughlin, Skelley STAFF PRESENT: Flowers, Hauber, Lee, Meisel, Mottet, Showalter, Vann GUESTS: Anne Glenister, Susan Neely (KXIC) RECOMMENDATIONS TO THE STAFF: 1. That a neighborhood meeting be scheduled for the Reno Street area to determine if neighborhood residents would be in favor of the City purchasing the Shay property and, if so, what the residents would like to see done with the property. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: The Iowa City Parks and Recreation Commission met in Regular Session on August 9 with Chairperson Boutelle presiding. * Thayer moved and Ward seconded that the minutes of the July 12, 1978, meeting be approved as written. Unanimous. �j Discussion of the 7th Avenue access into Hickory Hill Park. The 7th Avenue entrance into Hickory Hill Park was discussed with Boutelle stating his feeling that the City should not be responsible for correcting a problem, in this case a muddy walkway, caused by a contractor. Thayer suggested sending a letter to the City Manager stating the Commission's feeling that the contractor should be responsible for areas of construction. There was a concensus that the letter should be written and Boutelle indicated that he and Showalter would draft the letter for his signature as Chairperson and send it to the City Manager. Presentation regarding the Senior Center. Julie Vann, Block Grant Coordinator, and Bette Meisel, a practicum student from the School of Social Work, were present for a discussion of the Senior Center. Vann indicated that the Senior Center would provide an opportunity to coordinate programs and services for senior citizens. She reported that the City would provide the facility and work jointly with other agencies to provide services which currently exist in different locations such as information and referral, education, volunteer services, transportation, nutrition, employment, recreation, outreach, social services, and health services. There is a proposed staff of four people for the project. Showalter inquired about duplication of programs, etc at the Senior Center, citing the example of the successful Golden Age program at the Recreation Center. Vann answered that they would have to play it by ear. J Berry inquired how much the City was paying for a consultant and Vann indicated that the City was paying the consultant a maximum of $20,000. The facility is due to open in the fall of 1979. /58/ 141CROFIL14E0 BY JORM MICR40LA13 rMAQ PVIn`, •7L` mn106 MILROFILMED BY JORM MICROLAB Minutes Page 2 August 9, 1978 CEDAR RAPIDS AND UES MOINLj, iUvJm i Committee ereports• Berry indicated that he had not attended the Ralston Creek Coordinating Committee meeting since the Committee meets at the same time of the Parks and Recreation that the Committee was in the process of reorganizing Commission. Vann reported and that the north branch Environmental Review Record would be released within two weeks. Discussion of the Shay property adjacent to Reno Street Park. The Commission discussed the Shay property as they had viewed it prior to the * meeting. Thayer moved and Cilek seconded that the Parks and Recreation Commission recommend that a neighborhood meeting be scheduled for the Reno Street area tthe determine if neighborhood residents would be in favor of the City p 9 Shay property and, if so, what the residents would like to see done with the property. Unanimous. Director's report. Showalter reported that Paul Glaves would be present at the next Commission meeting to discuss the Downtown Plaza. He also indicated that the possibility of establishing an ice rink would be on the agenda for discussion in September. He reported that the City Park tennis courts would be re -surfaced with the contractor starting the project after Labor Day. I Announcement of Recreation Center open house. Lee stated that there would be an open house at the Recreation Center on September 10 to acquaint the public with the facility and available programs. He suggested that the Commission members rotate at a table in the Center during the open house and Boutelle indicated that he would call the Commission members to set up times to sit at the table. Leestated ualso wasked wthat oa questionnaire be prepared to hand out t There being no further business, the meeting was adjourned at 9:05 p.m. Respectfully submitted, Ellen R. Flowers, Secretary I1ILROEI MED BY JORM MICR¢LAS (FGAR RAPIDSPf5'4MNI1 1•LICROFILi4ED BY JORM MICROLAB CEDAR RAPIDS AND GLS i'IUIIiL,, iUvb, MINUTES REGULAR MEETING OF LIBRARY BOARD OF TRUSTEES July 27, 1978 4:15 P.M. LIBRARY AUDITORIUM ME14BERS PRESENT: Bartley, Bezanson, Farber, Kirkman Moore, Newsome, Ostedgaard, Richerson MEMBERS ABSENT: Hyman STAFF PRESENT: Eggers, Spaziani, Westgate, Prosser, Carter, McGuire, Rowley OTHERS PRESENT: Carol deProsse, and rep. of KXIC Summary of Discussion and Action Taken i — - The meeting was convened at 4:23 p.m. by President Bezanson. Minutes of the regular meeting of June 22 were approved. Newsome/Farber. The disbursements of July were approved. Richerson/Moore. The Board then reviewed the financial reports. The Director said these were part of the upcoming Annual Report and more will follow next month. Director's Report attached. The Board changed their agenda to hear Carol deProsse's report concerning A NEW LIBRARY FOR EVERYONE COMMITTEE. She presented the certificates designed by Ellie Simmons and Ann Hesse which will be given to people who do outstanding work for the committee. Packets, including fact sheets and a button will be mailed to people as they join the committee. The brochure is in process. The Board members were given copies of the latest draft of the brochure's narrative. There was considerable discussion by the Board concerning the explanation of tax assessment for the bonds in the brochure. There has been a meeting with the City's Finance Director, Bezanson and deProsse, to review the prospect of tax incremental,finanaing for paying off the bonds for a new library. Bezanson thanked the Board for efforts made to date for the referendum campaign and asked that they continue work on their assignments, and that they keep the Director informed of their activities and the people they contact in order to avoid duplica- tion. Carol Spaziani gave a slide presentation about ICPL's ongoing service to the Johnson County jail. The Board hailed it as an effective show and recommended it be shown to the Library School Director Fred Wezeman, who contributed moneyetoiget.it sta8ted in 1975.' 1522. 141CROEILMED BY 1 JORM MICR+LAB - i(pAP, 11,G 14oMrs MICROFILMED BY JORM MICROLAB MInuLc:i, '/-27-78 • CEDAR RAPIDS AND UES MUINLS, IU'AA -2- Library Board of Trustees Bezanson recommended that Sections E.3 and E.4 (Pages 23 & 24) (Improper Political Activity), be deleted, due to possible unconstitutionality. The Board approved. Richerson/Bartley. The draft of the Board's FY 1978 Annual Report was approved and will be submitted to the City Council. Farber/Newsome. The Board approved a change of its August regular meeting from Thursday, Aug. 24, to Thursday, Aug. 31, 1978. Newsome/ Ostedgaard. The Board adjourned at 5:45 p.m. Respectfully Submitted, CU, Susan McGuire, Recording Secretary :41CROFILMED BY JORM MICR+LAB CMAR RAPT% 1B M0VIrF, i i i MICROFILMED BY JORM MICROLAB MInuLc:i, '/-27-78 • CEDAR RAPIDS AND UES MUINLS, IU'AA -2- Library Board of Trustees Bezanson recommended that Sections E.3 and E.4 (Pages 23 & 24) (Improper Political Activity), be deleted, due to possible unconstitutionality. The Board approved. Richerson/Bartley. The draft of the Board's FY 1978 Annual Report was approved and will be submitted to the City Council. Farber/Newsome. The Board approved a change of its August regular meeting from Thursday, Aug. 24, to Thursday, Aug. 31, 1978. Newsome/ Ostedgaard. The Board adjourned at 5:45 p.m. Respectfully Submitted, CU, Susan McGuire, Recording Secretary :41CROFILMED BY JORM MICR+LAB CMAR RAPT% 1B M0VIrF, MILRUFILMED BY JORM MICROLAB DIRECTOR'S REPORT JULY 27, 1978 CEDAR RAPIDS AND ULS MUINL�, Iu'++k Financial The year-end financial reports are a useful tool for reviewing the financial picture and financial prospects for the library. The library continues to get about 85% of its revenue from property tax. 10% comes from service contracts and 5% from miscellaneous revenues, primarily fines. Income from fee cards is still negligible (43 cards at $30/each or $1290). The actual expenditures for FY78 were very close to what was budgeted. Over 72% went for personnel, 12% for commodities and services, 15$ for library materials and .4% for equipment. In the early 170's, the library was able to spend up to 25% of its total budget for library materials. The squeeze on the library materials budget can be simply stated. In the past 5 years, f hardcover books have increased 33$, paperbacks 45%, periodicals 53%, recordings 40%. In the same period the materials budget increased by 23%. The only way the library is managing to make the switch from basically a print library to a library that provides access to all formats is by relying on the Gifts and Bequests Fund for the equipment necessary to support non -print materials. In FY1978, 71% of all Gifts and Bequests expenditures ($5900) were used to purchase operating equipment. In FY1978 approximately 20% of the library materials' budget was used for non -print materials. It takes almost 25% for periodicals and reference materials, leaving 55% (or $36,300 in FY1978) for new circulating books. A library serving a community this size should be buying about 10,000 volumes for circulation a year, instead of the 6600 ICPL acquired. Gift books (over 2000 items in FY78) help keep us going. At new book prices FY78 gift books were.worth.'nearly $13,000. The value of 1300 uncatalogued paperbacks and 77 disc recordings adds another $2700. No other public library in Iowa is making such effective use of gift materials; probably no other public library receives such choice materials. Building In the grand tradition of the 1974 fire, the 1975 flood (from roof leaks), and the 1977 closing because of boiler failure, the library was struck by lightning during the night of July 17 18. The fan motor on the central air-conditioning unit and the color TV set which serves as the monitor for the video player were damaged. Estimated repairs should be under $1000. The A/C unit was out for three days. MICRDF1LMED BY .; JORM MICR+LAB MPHR RR r;nr, fFS MINES MICROFILMED BY JORM 141CROLAB DIRECTOR' S RL•POR'r JULY 27, 1978 Page 2 • CEDAR RAPIDS AND UES MUINES, iUvi;1 I, ibra�rvlce to County Jail 'today's slide show about ICPL's service to the county jail was the prepared for presentation totheowaSLibrary Assobeenciatltheadriving state association of jailers. force behind the development of our jail service smentince the Boar first authorized it in oliciesShe negotiated dsagree hasstrainedwith he jail staff, developed p and and supervised the volutees adRecentlynsherhasnbeenrworking with fata state committee weekly trip to get more jailsblic and tolibraries seenthatIowa adequatetlibrarylfacilities to their j ail. are incorporated into plans for the new Johnson County j Y 1.11CROFILMED BY JORM MICROLAB MINUTES IOWA CITY BOARD OF ADJUS'@VENT AUGUST 17, 1978 -- 4:30 P.M. CIVIC CENTER COUNCIL CHAMBf:RS MEMBERS PRESENT: Conlin, Harris, Ilughes pJ[:MBERS ABSENT: Baldus, Fowles STAFF IItF:SEN'f: Ryan, Siders, Mundy CEDAR RAPIDS AND DES MUML�, IUv+A I. SU!,MRY OF DISCUSSION: the ing to order. Ilughes roved asdwi�nlin Se moved tten.Thedmotiontcarried Harris called the meet minutes of the July 13, 1978, meeting be app 3-0. -- Terry and Ann Smothers V-7807. Public hearing on an application submitted by permit a non - fora variance in Section 8.10.238.9 of the Zoning Ordinance conforming building located dfat 712 Ronalds 7/17/78.Street to be struco turally altered (addition of a room); ate and requirements of the Zoning Ordinance, Donald Hoy presented argument in behalf of the Smothers. Ile stated that because the side yard does not conform to the y can complete the construction the Smothers are requesting a varianory ofethcirso hhomeat heyHoy said that it is the west of an addition to the thsecond at doesinot meet the requirement and the new addition will side of the property s n be constructed on the northeast corner of the house, so the addition land unduot one e lot line in question. He added that the Board should grantthanan because the Smothers' request meets the tests of public interest,uniqueness, hardship. the variance would be in the interest of the public, To support the fact that granting variance These letters indicate the approval Hoy submitted letters from Smothers neig and encouragement of nearby property owners for the Smothers to build the addition. there. Thus, the character of the neighborhood Iloy also pointed out that the addition will meet the needs of the Smothers' family so that they can continue living won't be changed by the addition, rather it will be improved. said because it is the only be the The. property meets the test of uniqueness, alydyrequirement. Whiletit m y not be te property in the block without the its non conformity is unique only such property in Iowa City, arca. an the property value would be $44,000. Hoy then added that variance should be granted so as not to impose 500 unnecessary hardship. With completion of the ad on the property value is $26, an atmos also IVithout the completion of the adsiCeotainly a real economic h, st to make the 40% reduction which, said, mentioned that the Smothers had made several improvements a the p structure a livable home and now need this addition to make the structure a suitable home for their expanding family. MICROFILMED BY ` JORM MICR#LAB rMAR PAMPS . 9B MMVS M100FILMED BY JORM MICROLAB Board of Adjustment August 17, 1978 Page 2 CEDAR RAPIDS AND ULS MUINLb, iuvlm Harris asked if anyone present would like to speak on the matter. Delores Rogers of 717 E. Brown stated that she owns two properties north of the Smothers. She said that she is in favor of the addition and feels that the Smothers should be cununended in their efforts to improve the neighborhood. Derek Willard of 2603 Hillside Drive stated that he was a former neighbor of the Smothers. He was present to add his support because he felt that such efforts would upgrade the value of and help preserve the north end. - Marshall Hunter of 704 Ronalds whose property borders on the Smothers' on the west side came forward to speak. He stated that a check of the records shows that the non -conformity has existed prior to 1900. He voiced his support and encouragement for the Smothers. Harris asked Siders to speak on behalf of the City. Siders stated that the property is in violation because the side yard does not conform to yard requirements. Thus the house is a non -conforming building and therefore, according to Section 8.10.23B.9 of the Zoning Ordinance, it may be repaired or remodeled but it cannot be recon- structed or structurally altered. Harris questioned if the ordinance still applies if the structural alteration does not effect the degree of non -conformity. Siders answered that no structural alteration can take place as long as there is non -conformity. i Conlin then asked how many cases similar to this one come before the building in - specters. Siders said that probably 30% of the denied building permits are denied on the basis on non -conformity. Conlin then noted that the yard is only about 1 foot less than the requirement. He asked if the Smothers had explored the possibility of buying the necessary footage to meet the requirement. Hunter responded that the Smothers had contacted him about this but that he had refused to sell the land because it would devalue his property and would result in his garage being on the Smothers' property. He added that his refusal to sell does not mean that he is against the addition. Rather lie, as stated previously, is clearly in favor of it. Ryan then noted that the rule which prohibits the structural alteration to buildings creates difficulty for the property owners. Perhaps it is more a question if the City Council should have passed such an ordinance. But, it is not the function of the Board to rule on that. Instead, the Board must rule on the application of the ordinance as it stands. Ryan also noted that the property did not meet the test of uniqueness as several properties such as this exist in Iowa City. After a brief deliberation, Harris asked if there were a motion on this issue. Conlin then made the following motion: "I move that the Board of Adjustment grant the variance requested by Terry and Ann Smothers, regarding 712 Ronalds Street, to Section 8.10.23B.9 of the Zoning Ordinance, finding that such relief is appropriate to the public interest and the spirit of the ordinance. In fact, it is in keeping with recent neighborhood and City efforts to preserve existing structures in this district; that the requested *y_ MICROf ILMED OY 1 JORM MICR+LAB C(DAR 1{M1'iP5 PCS fl0lnf.s t•11CROFILMED BY JORM MICROLAB CEDAR RAPIDS AND ULS MUINEI, IUvJA •V Board of Adjustment August 17, 1978 Page 3 variance meets the test of uniqueness in light of the historical evaluation of land use controls in the City and such request clearly involves a hardship of the family seeking continued use of this single family dwelling. In addition the Board takes into account the fact that the degree of non -conformity of the structure is in no way increased by the subject alteration." The motion was seconded, and Conlin, Harris, and Hughes all voted in favor of its approval. The Board then set Wednesday, September 20, 1978, at 4:30 p.m. as the date and time for the next meeting. Harris stated that at this meeting the Board will have a work session on the new Zoning Ordinance as well as hear cases. There being no further business, the meeting was adjourned. Prepared by lQ/vGtyl, ��u,(� I Marcia Mundy, Sr. Clerk/Typi&[ i A/' Approved by Angela"Ryan, A5st. City Attorney RECEIVED AUG 281978 Official filing date: 7 Id ICROMMED DY ' JORM MICR+LAB (EMR RAPIDS • ^ES 4omrs l•11CROFILMED BY JORM MICROLAB CEDAR RAPIDS AND ULS MUiUL�, IU-, MINUTES DESIGN REVIEW CO*IITTEE AUGUST 23, 1978 -- 4:00 P.M. RECREATION CENTER -- MEETING ROOM B COMMITI7i1i MEMBERS PRESENT: Ilaupert, Wegman, Gutheinz, Sinck COMMITTEE MEMBERS ABSENT: Lilly, Summerwill, Seiberling, Lafore, Wockenfuss, Alexander CITY STAFF PRESENT: Claves, Wilkinson, Keating OTHERS PRESENT: Bob Satter (Planned Environments) SUMMARY OF MEETING DISCUSSION: L. Due to lack of a quorum, no formal meeting was held. However, Glaves stated that he would like to take to City Council a recommendation of those present regarding the construction of the fountain to be built in City Plaza. This suggestion was agreeable to those present. Bob Satter of Planned Environments presented the plans for the fountain. Ile pointed out that the plans were basically in line with the plans submitted previously. There are no major changes of any kind from the original concept The most noticeable change is in the construction materials for the fountain. The plans now call for the fountain to be constructed of concrete and brick that has been sandblasted to provide a nice finish. He further stated that the contract documents and the specifications are. substantially complete and should be submitted to the City in the next few days. The lighting will be similar to theater lighting with three levels of lighting The three levels will consist of (1) security lighting which is a low level of lighting, (2) normal evening lighting, and (3) two event sequences of lighting which can be used for special effects lighting on different parts of the fountain. There will be a minimal amount of lighting in the water. The inside lighting will give a glow to the water and the outside lighting will provide a shimmering effect. The fixtures will consist of three poles with G fixtures on each. The poles will be Van Dyke brown and the bulbs of these fixtures will be shielded. The consensus of those present was to recommend approval of these plans. , Is8f NICRDEILMED BY DORM MICR+LAB allnr PAVIPS • PCS MOINES r•11LkOFILMEU BY JORM MICROLAB MINUTES SENIOR CENTER/ELDERLY HOUSING .JOINT PROJECT TASK FORCE AUGUST 1, 1978 -- 4:00 P.M. CITY MANAGER'S CONFERENCE ROOM CEDAR RAPIDS AND UES AUINLi, �Jyltl TASK FORCE MEMBERS PRESENT: Larry Carlton, Mary Fuller, Clayton Ringgenberg, Mary Rock, Max Selzer, Bob Vevera, Bob Welsh OTHERS PRESENT: Gladys Benz, Winnie Brooks, Doris Bridgeman, Larry Conrad, Dale Hoogeveen, H. Lee Jacobs, Dennis Kraft, Bob Lee, Marilyn Levin, Debra Martzahn, W.W. Morris, Cynthia Ostrander, Cora Pollock, Sally St. John, Thea Sando, Don Schaefer, Lisa Walz, Roland Wehner, Julie Vann, Jack Shannon SUMMARY OF DISCUSSION: 1. Meeting was promptly called to order at 4:00 by Ringgenberg. The minutes of May 3 were approved. The review of the June 7 minutes included two corrections. Welsh suggested that on page 3 the "management book" could be better identified as a "proposed management guide." Welsh also asked for clarification of "committee" on page 4. Ringgenberg stated that the Council of Elders was the group intended. The minutes of June 7 were accepted as corrected. 2. Julie Vann entertained a discussion of the State and Title V Senior Center applications prepared by the City staff and submitted by the City Council to the Heritage Area Agency on Aging. Both grant applications seek funds to furnish j and equip the Senior Center. Vann informed the Task Force that this is the first time that the scope of the senior center project has been written in one document. Vann suggested that this would provide an opportunity for others involved in planning and program development to review the scope and provide constructive feedback. Vann then went through the application section by section. A. Philosophy, Goals and Objectives, and Timeline: Rock expressed a concern about the agencies maintaining their autonomy when several agencies already are meeting some of the needs identified within the application. Vann responded that all agencies are and will continue to be involved in defining programs they will provide in the new Senior Center. Welsh reiterated Rock's concern by calling attention to the effect of Senior Center management and operating rules and procedures upon the agencies. He expressed concern that these might constrain the agencies in their own operations. Rock also specified that the evaluation procedure described in the document may be a threat to the agencies. Vann responded that agency representatives will be involved in developing the operation procedures and evaluation mechanisms. She was sure that most agencies would be interested in insuring that all programs carried out in the Senior Center maintained an established quality level. Welsh then remarked that he would prefer a more flexible statement of goals so that the role of the agencies in identifying and evaluating program activities would be more clearly understood. Ringgenberg suggested that 11595 141CROFIL14ED BY JORM MICROLAB CIDAR RA?lI`, • nf5 1401'1[` W MILROFILMED BY JORM MICROLAB Senior Center/Elderly Housing Joint Project Task Force August 1, 1978 Page 2 CEDAR RAPIDS AND ULS MUINL�, :un., there can be goals which describe the process of creating the Senior Center, and also long-term goals of the facility. Vevera stated that it is City Council's intention to have a Senior Center which responds to what the elderly want and that the City has no intention of constraining individual agencies' autonomy. After Carlton remarked that the application contains too many specific statements regarding the way the senior center program would operate. Kraft explained that in preparing applications for funding, generalizations do not always suffice and they must contain a number of specific statements. Fuller called attention to the fact that we are addressing the Senior Center only, not both the Senior Center and the EHC Housing Project. Welsh emphasized this point by suggesting that the combination of these projects is unique and that we need to emphasize this fact when making applications for funds. Welsh summarized his view of the discussion in three points. One, we need continued evaluation by the older people; two, we need to emphasize the uniqueness of the facility; and three, we need to identify what the facility might do for the elderly in the long run. In reviewing the timeline, Vann called attention to the time constraints we labor under if we wish to have a completed facility by the fall of 1979. B. Budget: The Heritage Area Agency Task Force has reviewed the application for Title V funds, and forwarded it to the State Commission on Aging as this area's recommended project. Selzer inquired of Vann how the specific dollar amounts were determined within the budget. Vann replied that they had worked with the architect to develop the estimates, however she understood that in selecting furniture and equip- ment next spring we would have a lot of flexibility and not be held specifically to the listed items nor estimated prices. Welsh inquired why the application did not include building renovation. In reply, Vann stated that $750,000 of CDBG funds had already been budgeted for that purpose. CDBG funds cannot be used for furniture or equipment, so what is needed at this point is interior design funds so that the building will be functional, attractive, flexible and appropriate for elderly use. Ringgenberg inquired of alternative resources in case the applications are not approved. In reply Vann stated that other sources would be investigated. The quantity and/or quality of furniture and equipment would be lowered. Conrad recommended that we keep open other fund raising sources whether the application is approved or not. Welsh called attention to the fact that more than one religious congregation in Iowa City has adopted the equipping of the facility as a funding project. He again emphasized the need for coordination between the Senior Center and the Elderly Housing Project. I1ICROFRMC) BY JORM MICR4LAB C.OAR PAPIP" nr5 1-1019f5. t.jjCROFILMLU BY JORM MICROLAB Senior Center/Elderly Housing Joint Project Task Force August 1, 1978 Page 3 CEDAR RAPIUS AND UES MuiNLi, i0e, C. Services and Activities: Rock called attention to "written commitments" on page 29 which were described as being planned for the "next two weeks." Conrad corrected the text by stating that mid-September would be a more appropriate date for those commit- ments to be sought. After Rock called attention to the specificity of statements on page 38, Fuller described her concerns about control of the facility. She suggested that the problem concerning the City's role in managing the Senior Center can be viewed as a continuum: on one end the City would simply permit space to be rented and at the other end the City staff would provide and manage services. Fuller is very concerned that a commitment towards the latter end of the continuum would involve the City in decisions about governing structures, hiring and firing, budgeting and other similar internal decisions of agencies. Sando suggested that we follow standards established by the National Council on Aging, that is guidelines concerning what should go into a Senior Center. She also suggested that we identify a governing board for the Senior Center, as soon as possible, to make some of the nitty-gritty decisions. i Ringgenberg suggested that we make the clarification of City's management i control an item on the next meeting agenda. In response to the above discussion, Vevera reiterated that it is the City's intent to provide a service for the elderly. Vann pointed out that the application in Goals, Objective C, page 9 says that the elderly have continual input into decisions about Center programs. Conrad added that it must be clear that ownership of the space to be used re- quires some form of control in the hands of the owner. The next major topic for the meeting was the presentation of three sets of schematic drawings for the Senior Center by Roland Wehner. The purpose of the schematics is to stimulate response rather than to define the final appearance of the Senior Center. Wehner stated that a well-defined and articulated architectural program should be transmitted before final floor plans are developed. He discussed five criteria taken into consideration: access, cir- culation, functional relationships, possibilities for atmosphere, and exits and building code. Rock called attention to the poor lighting downstairs and asked about the kinds of lighting plans Wehner planned for the crafts room. Wehner responded the fluorescent light would provide good lighting for that kind of activity. Several members suggested that the elderly like to look outdoors and therefore would prefer at least a small window in the lower level. Wehner said that the real strength of the existing building is the upstairs area; therefore, special consideration will be made in the interior decoration and design of the downstairs area. Y..t': ,.... Id ICROFIL14C0 BY ' JORM MICR�LAB UDAR PAITn, PI:S d019ES r MICROFILMED BY JORM MICROLAB Senior Center/Elderly Housing Joint Project Task Force August 1, 1978 Page 4 CEDAR RAPIDS AND UES ;-WiIIL�, :U?01 Three main entrances were considered. The floor plans suggested a Linn Street entrance or Washington Street entrance. A combination senior center/housing entrance was also considered. No preference was agreed upon. l be lent Welsh suggested that coordinationsltal, so ummarizedtthe question byservices lstatingmthat atary rather than duplicatedd..RibBBenberg some stage a decision must be made concerning the coordination of services between the housing complex and the Senior Center. 4. The next major topic was the Ebenezer report. A chart of service providers, types of services, and space assignments was distributed. Conrad Fdiscussed Ebenezer's recommendations as they comparero ram d toa TheFebrchart was prepareary Task orce d as recommendations and currently developing p g during program development. of leasing the . Vann he ty repliedxthat thesem mpolicy decisionsrn about thaveoyetbtolbe determined and willebe directly I related to the budget. -we senior center fied t Continuing the Ebenermr�ee$ementConrad concept atlthe Senior Center needs itoube es o be addressed: (a) possible; (b) The architectural program discussed and identified as clearly as p riot definition of must be specified as soon as possible. This requires enber stated that the program needs and consequent space allocation. Ringg B role of the Task Force is to make recommendations to therCity and the Ecumenical s. Housing Corporation to assist in their coordination of p j S, The next major topic of discussion was an update on the Ecumenical Housing Corporation activities, presented by Bob Welsh. The general tenor ofwhat ithis presentation was that the project is moving forward and the major problem the cost of land. 6. Before the meeting closed, it was determined that August 23 would be the date of the next meeting to review the architectural program. 7. The meeting was adjourned at 6:30. Minutes submitted by Jack Shannon. MICWILMED BY JORM MIC Rd1LAB . NPAR RAPD' • :err. lanlnrs I4IUkOFILMED BY JORM 141CROLAB CEDAR RAPIDS AND ULS AUiNLj, lurk+ SENIOR CENTER ELDERLY HOUSING JOINT PROJECT TASK FORCE AUGUST 23, 1978 4:00 P.M. CITY MANAGER'S CONFERENCE ROOM Task Force Members Present: Larry Carlton, Harold Donnelly, Clayton Ringgenberg, Mary Rock, Bob Welsh, Bob Vevera. Others Present: Gladys Benz, Winnie Brooks, Bob Elliot, Dick Hansen, Kathy Kelley, Dennis Kraft, Bette Meisel, Cora Pollock, Thea Sando, Don Schaefer, Julie Vann, Lisa Walls. The meeting began at 4:15. Ringgenberg suggested switching the agenda so that the absent members would be present when the first item was covered. When Selzer and Fuller could not be located, it was agreed to proceed with the agenda in its original order. 1. Presentation of Senior Center architecturerp ogram. Hansen asked to make a preliminary statement. lie felt that everyone in the room was nervous about the unknown. A constant difficulty has been keeping everyone informed. A consultant was chosen to coordinate both projects in order to alleviate this problem. Ile feels that in his dealings with both the City and the Ecumenical Housing Corporation, both are working in the spirit of cooperation for the elderly and for the community. He wanted everyone to keep in mind that the program now being submitted to the architect, although based on input by consultants, staff, and service providers, is not a definitive statement. It is the first step so that the architects can begin schematic drawings. His only worry is a lack of momentum. He asked all involved to relax and enjoy the process. 2. Management Events Schedule The architects will use the next fifteen days to attempt to fit all the suggested spaces, and space relationships, into the existing structure. It will take them three weeks to come up with a schematic plan. The architects, within the first fifteen days, will be having private consultations with agencies providing services at the Center. While this is occurring Vann and Meisel will be meeting with the agencies to determine, within the scope of their budgets, what personnel and programs they can afford to place in the center. A1.1 service providers will receive a copy of this plan on September 13. This will be a suggested plan open to review. For not less than a three week period, the architects will meet with those concerned. The agencies will have fifteen days to react to this initial plan. On September 26 and 27 there will be a two day session in which each provider and agency will be asked for their opinions. The object will be to sit down with all concerned to review specific spaces. The purpose will be to fully implement the program. On 1.SgS MICROFILMED BY I i JORM MICR6LAB C FPM! RAPD` MS M0IIF.S MICROFILMED BY JORM 141CROLAB CEDAR RAPIDS AND UES MUINLj, i0eji; 2 Septembor 15th to October 4th, they should have a final plan proposal for presentation to the City Council. This proposal will include: plan of operation, budget, design, cost, projected cost of remodeling, and environmental costs. It will be a total Senior Center Program. On Tuesday of next week Ebenezer will present a program for the Housing Project to Bob Welsh. This will show the housing interrelationship to the total program of the Senior Center. If the schedule is followed, construction on the Senior Center should begin on February 2, 1979. Within the planning period there may be a need to go on local TV or the newspapers to present the plan to the entire elderly community. Their input is needed. If the elderly do not use it, we will have built something for nothing. Welsh responded to Hansen by saying that he though the presentation was positive. He was glad to hear that provision had been made for group discussion of the preliminary scheme. He suggested that a meeting be scheduled for September 27 for this purpose. Vevera ;i stated that he was not nervous about the project; although some people think it is moving too fast,he doen't. He thinks the staff has taken the necessary steps to secure input. The Council is determined to stay on schedule. He thinks that when the people of Iowa City are interested in a project, you have to move fast. Hansen mentioned that the building program, at this time, is based on the service providers ideas, the Task Force input, and the physical limitations of the building. Vann added that it is also based on surveys by Council of Aging and other groups of needs and desires expressed by � I Senior Citizens. They have planned on two accesses to the Senior Center: one from Washington Street and one from the parking lot. This last is seen as the more significant of the two entries as it is believed that most people will come by SEATS or private cars. Studies have shown that important to the use of a center by the elderly, and thus to its success, is the barrier -free location of the entrance, i.e., it must be convenient. The parking lot needs a minimum of twenty to twenty- five stalls for the expected usage of 300 persons per day. At this time we do not have enough space. The operating hours will be 9:00 A.M. to 6:00 P.M. Monday to Friday. The Center will be under the direction of the Center administration. A. Entrance. The building entrance has a capacity of 100 people. B. Lobby/Lounge. In this area will be a craft display area, a coat room and information and display area. It will have a capacity for 100 people. This will also be the building reception area which is the preliminary screening area where one can decide or be helped to decide where one is going, receive trip tickets, etc. From there it is very easy to get back to Information and Referral. MICROFIL14ED BY .DORM MICR+LAB CEDAR "Pin's nr5 '401`+1:5 (4ICROF1LMLD BY JORM MICROLAB CEDAR RAPIDS AND ULS MUINLS, ;Own 3 There will be a graphic system which is very easy to read. The administration offices will also be easy to reach. These offices are those of the Center Director, the Program Director, and the office staff. The Information and Referral office is ces. This triangle has been created so that close to these offi the staff, which will be limited, can cover for each other. C. Information and Referral, as a service of the Council o sncilonAging, o sould relate to the the Council on Aging these offices vidersalsInt this multi -us generalovicinityffice rwillthe oalso becone service p ace will be private conference room. The rest of the office sp open so that it is flexible. SEATS will also be close by because they have a relationship to the other social service providers, especially the Council on Aging. lou D. The administration offices will be near he actt ivitytheiuse a The and the game room because programming is int two classrooms will also relate to the program director. They can, if necessary, move further from the Director. E. The reception area must relate tothe verst tical a6leansporto betation. The expectation is that 150 people served within a 30 minute period. There is thus the necessity for two elevators. F. Second level. e holding area for the dining The elevator lobby/lounge is th room/meeting room. It is also the backup for the health clinic. ched. The ill G. seat 150 200 peoplenl If there is the The istaaneed for more dining w eating, assembly room can be used for thon a at purpose. The health clinic daily assembly and the VNA office will be used een they areplanning a largehealth room can be used by screening process. if. The kitchen relates to the dining area and to the loading dock and to the nutrition office. 1. The three meeting rooms could be connected. Between meeting rooms one and two, there is a kitchenette which can be used by either one or both of the meeting rooms. Iso weenthamee tinc anbe two and three, there are sliding doors Each meeting room has a turned into one large meeting capacity of 30 persons. ,I. Quiet lounge and lobby. MICROFIL1410 OY JORM MICR¢LAB rFDAR PAPIDS • DCS MOINES i I (4ICROF1LMLD BY JORM MICROLAB CEDAR RAPIDS AND ULS MUINLS, ;Own 3 There will be a graphic system which is very easy to read. The administration offices will also be easy to reach. These offices are those of the Center Director, the Program Director, and the office staff. The Information and Referral office is ces. This triangle has been created so that close to these offi the staff, which will be limited, can cover for each other. C. Information and Referral, as a service of the Council o sncilonAging, o sould relate to the the Council on Aging these offices vidersalsInt this multi -us generalovicinityffice rwillthe oalso becone service p ace will be private conference room. The rest of the office sp open so that it is flexible. SEATS will also be close by because they have a relationship to the other social service providers, especially the Council on Aging. lou D. The administration offices will be near he actt ivitytheiuse a The and the game room because programming is int two classrooms will also relate to the program director. They can, if necessary, move further from the Director. E. The reception area must relate tothe verst tical a6leansporto betation. The expectation is that 150 people served within a 30 minute period. There is thus the necessity for two elevators. F. Second level. e holding area for the dining The elevator lobby/lounge is th room/meeting room. It is also the backup for the health clinic. ched. The ill G. seat 150 200 peoplenl If there is the The istaaneed for more dining w eating, assembly room can be used for thon a at purpose. The health clinic daily assembly and the VNA office will be used een they areplanning a largehealth room can be used by screening process. if. The kitchen relates to the dining area and to the loading dock and to the nutrition office. 1. The three meeting rooms could be connected. Between meeting rooms one and two, there is a kitchenette which can be used by either one or both of the meeting rooms. Iso weenthamee tinc anbe two and three, there are sliding doors Each meeting room has a turned into one large meeting capacity of 30 persons. ,I. Quiet lounge and lobby. MICROFIL1410 OY JORM MICR¢LAB rFDAR PAPIDS • DCS MOINES ca1LROFILMLD BY JORM MICROLAB CEDAR RAPIDS AND ULS ML)i!IL�, iUw„ M 'these areas were placed on the second levellbecause there was no space on the ground floor. However, they do help with traffic to and from the dining room. The challenge to the architect is can you make this fit. When they have completed their first plan, the agencies will then be asked to give their opinions as to how well they feel the architects ssible, done chafrom es their perspective. If necessary, and ll be made to satisfy the users of these spaces. Three areas must relate directly to the housing: the kitchen, the VHA office and health clinic, and the elevator lounge/lobby on the second floor. This is access into the system. They will re could probably be a housing, even servingated tax service. ethe evening emeallng in in the senior housing, perhaps this area. Rock asked about the location of rest rooms. Hanson replied They had the rest rooms number and location comply with code.specifically asked for rest rooms in the lobby/lounge, dining room, and reception areas. There would also be facilities for washing up 01 in the health clinic. Welsh remarked that he thought the form of presentaiton which "walked" the listeners through the diagramwas excellent.efore He wanted time to think about what was being suggested, g with others interested, to voice questions and suggestions. lie thought it would be unfair to wait until the architects completed this phase to voice complaints. Vevera agreed makehthedpresent plan iscussion should into a workable go on while the architects were trying too scheme. His only concern was that work should not be delayed unless there was a major criticism. Hansen explained that the agencies had sal. If a major change was 15 days to disagree with the propo about it within the week. If contemplated, they would like to know the criticism was smaller in scale or more general, then there was time for discussion. Ringgenberg, after suggested that the Task Force members subi t written Wednesday, ith Hansen comments to him by Tuesday and that a meeting b e heldpresent, to discuss the comments. Other discussion of the space was begun by Rock who questioned the fact that all activities were now located in the center. of She said that she thought, originally, the concept was ces- Vevera said he thought the original housing/ center complex would share floor space. Hanson replied that HUD would not allow a common first floor. As to the other shared spaces, the budget for the Housing Project was limited, and it was more important to give priority to the apartment units than to public spaces. Itis thought was that the Center coordinated invent 'I each anlementsthe ta the other. He iews them as a proje Ringgenberg asked about unused space in the center. Hansen explained that probably the whole third floor would be vacant. Welsh reminded the group that the most common mistake is undersizing and ending up with inadequate spaces. Vevera stated his preference for small Id ICRUILMCa BY r JORM MICR+LAS CF MR ltpnl pg • '�r` MDINCS MILROFILMED BY JORM MICROLAB CEDAR RAPIOb AND uLb NUIkL�, :ur;; 5 offices. He thought that the elderly should have the flexibility of open spaces to be developed as they felt the need for a particular use of an area. Sando said that the classroom space is inadequate. Her experience has been that average attendance in a class she ran was 85. This includes an attendance of 40 on the worst winter day. This attendance takes in only the elderly of Iowa City as no effort has yet been made to draw out the elderly population of the rural areas. She also strongly disagreed with the idea of using the dining area for classes as too much time is taken away from classes through tasks associated with this activity. She suggested another large room for classes. Her idea was that the third floor, with it's natural light, would be preferable. Ringgenberg, again suggested the discussion be postponed until next Wednesday. Ile reminded the group that there was a five -to -two vote the first time on multi -use space. Hansen closed the discussion by suggesting that Meisel continue to work with the groups. Vann said that the City would make copies of the plan for each Task Force member to review before the next meeting. 3. Discussion of the role of the City in Senior Center management: renting space v. providing services. Ringgenberg suggested that this topic be held over until the next meeting as some members, who were interested in this topic, were not present. He pointed out that there is a continuum from complete agency/center autonomy to complete control and management by the City. He asked members to be specific when the subject is discussed. 4. Report ofrp ogress on Housing Project. Welsh said that HUD would not approve the City's price of $231,660.00 for the housing site and parking area. The City said they would lower the price. The (lousing Corporation tried five different ways of figuring land values. They then approached HUD again and received a tentative figure of $120,000.00 as a probably acceptable figure. This proposal was first submitted on May 24. Welsh feels that the letters he now plans to send, with additional figures included, should elicit a more definitive reply. He had just heard that there might be a problem in securing the necessary parking spaces because of the Tree Planting Ordinance. Kraft said that he thought that if the use of the space remained the same, it was not affected by the ordinance. However, the building site might be affected. Ile brought to the Task Force's attention the fact that the City Council was holding a public hearing on September 12, at 7:30 for the purpose of providing assistance to the Ecumenical Housing Corporation in the transfer of this lot. This is being done in consistence with the provision in Chapter 403A of the Iowa Code which is the vehicle used to sell land for less than market value. Vann stated that the City was therefore, committing itself to provide financial -assistance to developers constructing housing for low income residents. It would be a new policy statement by the City Council. Carlton moved that the Task Force affirm its desire,to the City, that it 141CROrILMED By JORM MICR4�LAB rrnnR VAPVs • nrs 'aonirs 141CROFILMED BY ,�•' DORM MICR+LAB CEDAR P.APIMS - DIS MOVIES