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HomeMy WebLinkAbout1989-02-07 Bd Comm. MinutesMINUTES ......... r FORMAL MEETING $ubjBCi i] (:r�iOVZI PLANNING & ZONING COMMISSION JANUARY 19, 1989 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Clark, Cooper, Dierks, Hebert, Wallace MEMBERS ABSENT: Cook, Scott STAFF PRESENT: Beagle, Kritz CALL TO ORDER: Vice Chairperson Dierks called the meeting to order at 7:31 P.M. RECOMMENDATIONS TO COUNCIL: The Planning and Zoning Commission strongly urges the City Council to undertake immediately a study of the retail market of Iowa City and the future of the downtown. The need for such a study was initially raised nearly a year ago during discussions of the rezoning of the Northwestern Bell property. The Commission requests the study again at this time in light of questions raised in the Comprehensive Plan discussions and in anticipation of rezoning requests for additional commercial retail zoning for property south of Burlington Street. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public discussion. CONSIDERATION OF THE MINUTES FOR DECEMBER 15, 1988: Wallace moved to approve the minutes of December 15, 1988. Hebert seconded the motion. The motion passed 4-0-1, Cooper abstained due to absence. ZONING ITEMS: 1. S-8834. Public discussion of an application submitted by Furman & Co. Builders for preliminary and final Large Scale Residential Development (LSRD) plan approval to permit construction -of a 68 -unit, high rise multi -family residential dwelling on a 20,956 sq. ft. site located at 612 S. Capitol St. (45 -day limitation period: February 13, 1989.) Beagle reviewed the staff report dated January 19, 1989. Wallace asked what the stability of the soil was in the area of this develop- ment. Beagle replied that he was unaware of the soil characteristics for this area. Hebert asked whether the developer could build right up to the lot line. Beagle replied that within the RM -145 zone, a building wall must be setback 5 feet from a lot line if that wall contains windows, to ensure adequate light and ventilation for residents. /G � Minutes Planning & Zoning Commission January 19, 1989 Page 2 Dierks asked whether the corner lot is included in the development. Beagle replied that the corner lot and single family home immediately south of this project separates the two phases of the development. Clark asked whether the single family lots remaining would be impaired from future development by the development of the two apartment complexes. Beagle noted that the remaining lots could develop to the RM -145 zone standards, however, Beagle pointed out that there could be a practical difficulty for the remaining lots to develop to the RM -145 standard. Hebert asked if any air rights would be infringed upon the residence between the two phases of Mr. Furman's development. Beagle replied that from a legal standpoint, he could not answer, but to say that they could develop the property to the standards of the RM -145 zone. Clark expressed concern that the the two phases of Mr. Furman's development would severely limit redevelopment capabilities of the two remaining residences in the block. Public discussion was opened. Phil Launspach, 136 Koser Ave., stated that he represents the property on the corner, 606 S. Capitol St., and that he was offered a price for the lot by Mr. Furman, but declined it as he thought that the offer was too low for the value of the property. Launspach indicated that at the time of the offer to sell, he did not realize the magnitude of the proposed development. Clark asked Launspach what effect the development of Mr. Furman's property would have on his property? Launspach stated that the development would partially block the breeze and sunshine to his lot, but more importantly, he was concerned about stormwater runoff and the number of people living in the immediate area as the development is a high rise and will contain 68 units. Launspach continued and noted that in the long run, his property could be devalued because of the restrictive nature of the lot caused by the development of neighboring lots. Clark asked Launspach whether the income value of the property was the greatest asset of the property to him. Launspach stated that he agreed that the income value is important, but that the new develop- ment proposed will encroach on his property in terms of its size and will thus affect his property's value. Bill Launspach, 701 Miller Avenue, stated that he was concerned about the maintenance of the proposed building, considering its size and location so near the lot line. Launspach also noted that he had concerns about the design of the parking area as well as the runoff from the building. Bill Launspach concluded by saying that he could not understand how the proposed building could be constructed on the property line without affecting his property. Gerald R. Wyanit, 909 Seventh Ave., stated that he felt Iowa City was being congested by the amount of multi -family unit apartments and was Minutes Planning & Zoning Commission January 19, 1989 Page 3 concerned about the affect of so many units in such a small area. Wyanit concluded by saying that he was also concerned about the tearing down of large, older homes, as they do represent a historical past. Public discussion closed. Clark stated that he had several concerns including stormwater runoff, building residents trespassing over Launspach's property, and construction of the building affecting the Launspach property neighboring it. Clark indicated that he feels that deferring this item would be justified given these unanswered questions. Wallace indicated that she was concerned about soil stability on not only the proposed second phase but also the first phase, which is located next to the railroad tracks. Beagle noted that the size and scale of the proposed structure will require design by civil engineers in accor- dance with the standards of the Uniform Building Code. In consider- ing the property for this type of structure, Beagle said he was sure Mr. Furman had taken soil borings to determine the capability of the site to sustain this type of structure. Clark moved to defer Item S-8834 to the February 2 Planning & Zoning Commission meeting. Cooper seconded the motion. The motion carried 5-0. Public discussion of an amendment to Section 36-15(e)(5) of the Zoning Ordinance eliminating setback restrictions for high rise dwellings with windows facing the side yard or the rear yard. Beagle reviewed a memorandum dated January 13, 1989. Dierks asked why the building wall for Mr. Furman's building is set back 5 feet while the foundation wall is on the building line. Beagle replied that the setback was required in accordance with the RM -145 zone because the building wall contained windows and the setback would ensure adequate light and air to residential units. The Commission discussed the proposed design of the Furman building. Wallace asked whether the proposed ordinance before the Commission is related to the previous item. Beagle replied that two items appear- ing on the same agenda was a coincidence. The project brought to light, he said, the discrepancy between the Zoning Ordinance and Uniform Building Code and the amendment brings the two into confor- mity. Phil Launspach, 136 Koser Ave., stated that by allowing a building to be constructed right up to an alley way was not desirable as it congested the area and would allow windows to be opened directly on an alley. Launspach also voiced concern about the pedestrian movement around the proposed Furman building as it is right up next to the alley way. /G f Minutes Planning & Zoning Commission January 19, 1989 Page 4 Hebert moved to defer the amendment to the zoning ordinance to the meeting of February 2. Cooper seconded the motion. Clark expressed the desire to have added technical information provided to the Planning & Zoning Commission before this particular item is brought up again. Clark continued and reviewed the intent of the RM -145 zone and noted that there were some aspects of the zone that may be less than desirable in every application, but that these imperfections must be accepted. The motion carried 5-0. DEVELOPMENT ITEM: 3 S-8829. Public discussion of an application submitted by Thomas Wegman for preliminary plat approval of a 39 -lot, 56.21 acre residen- tial subdivision known as Prairie View Estates, Part 3, and located immediately north of I-80 and east of Prairie du Chien Road (45 - limitation period: March 2, 1989.) Beagle noted the applicant wished a deferral to the March 2 meeting. Cooper moved to defer Item S-8829 to the March 2, 1989, meeting. Hebert seconded the motion. The motion carried 5-0. OTHER BUSINESS: 1. Planning and Zoning Commission Information: Hebert recommended the Planning and Zoning Commission strongly urge the City Council to undertake immediately a study of the retail market of Iowa City and the future of the downtown. The need for such a study was initially raised nearly a year ago during discus- sions of the rezoning of the Northwestern Bell property. The Commission requests a study again at this time in light of questions raised during the Comprehensive Plan discussion and in anticipation of rezoning requests for additional commercial retail zoning for property south of Burlington St. Cooper seconded the motion. The motion carried 5-0. Wallace moved to adjourn the meeting. Clark seconded the motion. The motion carried 5-0. The meeting was adjourned at 8:44 P.M. Minutes submitted by Kyle L. Kritz. Minutes approved by: Kenneth Cooper, Secretary DRAFT MINUTES FORMAL MEETING PLANNING & ZONING COMMISSION FEBRUARY 2, 1989 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Clark, Cook, Cooper, Dierks, Hebert, Scott MEMBERS ABSENT: Wallace STAFF PRESENT: Beagle, Gentry, Kritz CALL TO ORDER: Chairperson Scott called the meeting to order at 7:32 p.m. RECOMMENDATIONS TO COUNCIL: 1. Recommend approval of S-8834, an application submitted by Furman & Company Builders for preliminary and final large scale residential development plan approval to permit construction of a 68 -unit, high-rise multi -family residential dwelling on a 20,956 square foot parcel located at 612 South Capitol Street. 2. Recommend approval of S-8836, a request submitted by Clarence Sewell for single-family residentialplat subdivisionester locatedisouth of20.5 Rochester Avenue and west of Scott Boulevard. 3. Recommend approval of S-8901, a request for an amended preliminary LSNRD plan for Blooming Prairie Warehouse, Inc., to permit an expansion of their present facility located at 2340 Heinz Road. 4. Recommend approval of an ordinance amending Chapter 36, entitled "Zoning Ordinance" of the Cade of Ordinances of the City of Iowa City, Iowa, by amending Section 36-15 therein to make the setback requirements for high- rise dwellings consistent with the Building Code. S. Recommend that the City Council address the issue of water pressure in the northeast area of Iowa City in relation to item S-8836. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public discussion. CONSIDERATION OF THE MINUTES FOR JANUARY 19 1989: Dierks moved to approve the minutes of January 19, 1989. Cooper seconded the motion. The motion carried 6-0. DEVELOPMENT ITEMS: I. 5-8834. Public discussion of an application submitted by Furman & Company Builders for preliminary and final large scale residential development plan Planning & Zoning Commission February 2, 1989 Page 2 approval to permit construction of a 68 -unit, high-rise multi -family residential dwelling on a 20,956 square foot parcel located at 612 South Capitol Street. (45 -day limitation period: February 13, 1989.) Beagle noted that staff had nothing new to add for this item, but noted that the receipt of a letter from Dale and Phil Launspach dated January 30, 1989, copies to all Commission members. Cook moved to approve S-8834. Clark seconded the motion. Clark noted that he was sympathetic to the disadvantaged economic position the Launspachs have been put in by the proposed development. Clark indicated that while it's not the responsibility of the Planning and Zoning Commission to protect this economic interest, it should be noted that these situations can occur when development occurs at the density permitted in the RM -145 zone. Clark concluded and expressed concern over the handling of drainage on the site and requested that Public Works carefully examine the building plans. Dierks stated she did not feel it was fair to close -in the two properties on Capital Street and does not feel that this item should be approved until such time as this situation can be remedied. Cooper noted that he had a conflict of interest on this item and will not vote. Hebert stated that he felt the developer was being insensitive to the plight of his neighbors and does not feel that this is proper. Scott noted that there were three members of the Commission who were concerned over the runoff from the proposed building built by Furman & Company in regard to its adversely affecting the Launspach's property. The motion passed 4-1-1, Dierks voting nay and Cooper abstaining. 2. S-8835. Public discussion of a request submitted by Byers & Happel, Inc. for preliminary plat approval to establish a 20.51 acre, 33 -lot residential subdivision known as Cameron Subdivision; and, preliminary PDH and LSRD plan approval of a 6.759 acre, 28 -unit condominium development known as Willow Brooke Pointe Condominium, both located at the northeast corner of the Mormon Trek Boulevard and Benton Street intersection. (45 -day limitation period: February 13, 1989.) Beagle reviewed the staff report dated January 19, 1989. Clark asked who would submit the legal instrument to maintain the stormwater management basin and the open space. Beagle replied that the developer would be the one to submit the legal instrument. Clark asked whether the stormwater detention basin served both the condominium and the single-family subdivision and if so, why does the condominium owners' association pay for all the maintenance. Beagle replied that yes, the stormwater detention basin served both the condominium and the subdivision. Scott noted that it was the option of the developer to retain the maintenance on the stormwater detention basin and which in this case he has chosen not to. Clark stated he was concerned about how the dry bottom detention basin and open space could be used by persons living in the subdivision while the condominium owners are paying for its maintenance: Planning 8 Zoning Commission February 2, 1989 Page 3 Dierks stated that she felt that four condominium units instead of the seven would be more in keeping with the area's density. Dierks continued and asked whether the traffic count information was obtained for the Commission. Beagle replied by reviewing a memorandum from Jeff Davidson, JCCOG Transportation Planner, dated January 31, 1989. Joe Joynt, 827 Spencer Drive, stated he was asked by several neighbors to represent them at tonight's meeting. Joynt continued and asked if on approval of the rezoning, that the number of condominiums proposed would be required to actually be built. Beagle replied that the rezoning in itself does not determine the number of condominiums that could be built, rather the zoning density represented by the PDH plan regulates the number of units that can be built. Joynt asked whether staff felt that the condo on the eastern end of the development would be better if it was not built considering the impact it would have on the neighborhood. Beagle reviewed the style of the building and the landscaping around it and noted that this should reduce any potential impacts on the existing single-family neighborhood to the east. Joynt asked if the required screen plantings were to be of a mature nature. Beagle replied that the preliminary plan did not require the specific listing of screening materials or tree types to be used but that in any case the development would have to meet performance standards as outlined in the Zoning Ordinance for screening materials. Joynt asked if the PDH -5 zone required a change in the Comprehensive Plan. Beagle replied no, because the PDH -5 zone is within the Comp Plan's density requirements for this area. Joynt stated that the neighbors would prefer that access to the condominiums would be from Mormon Trek as this arrangement would reduce the impact on the existing neighborhood to the east. Beagle replied that through the use of landscaping, any impact from cars' headlights would be reduced to a minimum. Joynt concluded by saying that some neighbors would still prefer that all single-family units were built in this area, but overall with some reservations, the neighborhood is content with the plan as proposed. Dierks asked how legally bound the developer is to retain the design of the condominiums as they are shown. Beagle replied that the developer could not substantially change the design of the condominiums without having to change the PDH plans. Dierks asked about the responsibility for replacing of screening plants if they should die. Beagle replied that the association would be responsible for replacing the plantings. Dierks moved to defer S-8835 to the formal meeting of February 16, 1989. Cooper seconded the motion. The motion carried 6-0. S-8836. Public discussion of a request submitted by Clarence Sewell for approval of a preliminary plat of Rochester Heights, a 20.5 acre, 60 -lot single-family residential subdivision located south of Rochester Avenue and west of Scott Boulevard. (45 -day limitation period: February 13, 1989.) Beagle reviewed the staff report dated January 9, 1989. Planning & Zoning Commission February 2, 1989 Page 4 Bill Scott, 3363 Lower West Branch Road, asked how this proposed subdivision would affect the water pressure in the area. Beagle replied that he could not answer specifically but noted Public Works has reviewed the proposal and did not specifically note that water pressure would be a problem. Bill Scott asked if there were any plans to designate an open space area within this northeast area. Chairperson Scott replied that the Planning and Zoning Commission and Parks and Rec have discussed the provision of open space within the northeast area of Iowa City during the Comprehensive Plan Update meetings. Cooper moved to approve S-8836 subject to resolving deficiencies Y1 and Y3 in the staff report. Cook seconded the motion. The motion carried 6- 0. 4. S-8901. Public discussion of a request for approval of an amended preliminary LSNRD plan for Blooming Prairie Warehouse, Inc., to permit an expansion of their present facility located at 2340 Heinz Road. (45 -day limitation period: February 23, 1989.) Beagle reviewed the staff report dated February 2, 1989. Cook moved to approve the preliminary LSNRD plan for Blooming Prairie Warehouse. Cooper seconded the motion. The motion carried 6-0. 5. S-8902. Public discussion of a request submitted by Dynevor, Inc., for preliminary plat approval of a 5.841 acre, 20 -lot residential subdivision known as Ty'n Cae Subdivision, Part Five. (45 -day limitation period: February 23, 1989.) In conjunction with -8901, public discussion of a request submitted by Dynevor, Inc., to rezone a 5.841 acre parcel located south of Plaen View Drive and east of Mormon Trek Boulevard from PDH -8 to RS -8. (45 -day limitation period: February 23, 1989.) Beagle reviewed the staff report dated February 2, 1989. Dierks asked how many new units are involved with this proposal. Beagle replied that 20 zero lot line units would be constructed. Lyon Volpp, 2054 Plaen View Drive, asked whether there were any proposed changes to the water drainage system an the site. Larry Schnittjer, MMS Consultants, stated that the drainage ditch through the area would be shifted somewhat, but that changes are very limited because of the need to direct flow to the stormwater detention basin. Volpp explained the problem of maintaining the drainage ditch behind his property and noted that it was not capable of handling the flows experienced in the area. Beagle suggested that Mr. Volpp contact Public Works and discuss the problem with them. Dierks moved to defer item S-8902 and Z-8901 to the February 16 Planning and Zoning Commission meeting. Cook seconded the motion. The motion carried 6-0. Planning & Zoning Commission February 2, 1989 Page 5 OTHER BUSINESS: Chairperson Scott welcomed Linda Gentry, the new Assistant City Attorney, who will be advising the Planning and Zoning Commission. Public discussion of an amendment to the RM -145 zone. Beagle noted he had nothing to add. Cook moved to approve an ordinance amending Chapter 36, entitled "Zoning Ordinance' of the Code of Ordinances of the City of Iowa City, Iowa, by amending Section 36-15 therein to make the setback requirements for high- rise dwellings consistent with the Building Code. Cooper seconded the motion. Dierks asked whether this amendment was a result of looking at the Capitol View Apartments or in response to the difficulties they had in placing the development on the site. Beagle replied that as this is the first proposal under the RM -145 zone, the inconsistency between the Zoning Ordinance and the Uniform Building Code came to light during review of the proposed development. The motion carried 6-0. 2. Planning and Zoning Commission information. Scott noted that a joint meeting between the Planning and Zoning Commission and the Riverfront Commission will be held on February 16, 1989, to discuss a change in the riverfront setback. Cook moved to adjourn. Cooper seconded the motion. The motion carried 6-0. The meeting was adjourned at 9:08 p.m. Minutes submitted by Kyle L. Kritz. Minutes approved by: Kenneth Cooper, Secretary � JoE nnsssonntCCount Couanciill of Governments rr Date: January 31, 1989 To: Barry Beagle From: Jeff Davidson Re: Willow Brooke Pointe Condominium Development Proposal Following is a brief estimate of the traffic impacts to the Benton Street/Mormon Trek Boulevard intersection resulting from the proposed 28 - unit Willow Brooke Pointe condominium development. The ITE Trio Generation manual lists an average daily trip rate of 5.2 for ITE land use code 4230: Condominium Residential. As expected, this rate is lower than the rate for single-family detached units since the units are smaller and typically have less people and vehicles per unit. The 28 - unit development is projected to generate 146 vehicle trips per day at full development. More important than the raw trip generation figures is the assessment of how this volume will be incorporated into the Benton Street and Mormon Trek Boulevard traffic streams. In 1986 JCCOG conducted a traffic capacity analysis of the Benton Street corridor. This study projected traffic conditions to the year 2000 and assessed capacity and delay. The Cameron Subdivision parcel was included in the analysis of future traffic conditions. It was projected to develop as RS -5 property, which overstates traffic conditions compared to the current POH plan. The report indicated existing roadway capacity would be adequate for traffic projected at year 2000 development. Projected delay was calculated at Level of Service B. The study concluded that a capacity expansion of Benton Street was not necessary in the vicinity of Mormon Trek Boulevard, although separation of intersection turning movements would be desirable at some point in the future. Contact me if you have any questions regarding this matter. cc: Karin Franklin bj/pc2 /0 MINUTES PARKS & RECREATION COMMISSION JANUARY 11, 1989 MEMBERS PRESENT: Henry, Hesse, Malloy, Steinbrech, Watson, Weideman, Willis MEMBERS ABSENT: STAFF PRESENT: FORMAL ACTION TAKEN: ELECTION OF OFFICERS: Hradek, Welk Howell, Kriz, Trueblood • V116111111V LLJ• /43 Unanimous. The chair was turned over to Craig Willis. Willis, on behalf of the commission, expressed gratitude to Bill Steinbrech for serving the commission well by his leadership the past two years. PEACE CAIRN: Willis asked Trueblood to inform the commission as to what the Iowa City Ecumenical Peace Committee would like to do with regard to a "peace cairn". Trueblood informed the commission that he had been contacted in December by LaVonn Horton, a representative of the Iowa City Ecumenical Peace Committee, with regard to placing a peace cairn in one of the city parks. Trueblood stated he asked her to present her request to the commission, along with pictures of what it might look like. PARK & Willis stated Bill Steinbrech agreed to fill RECREATION the commission member vacancy on the Park and FOUNDATION: Recreation Foundation board. 1989 GOALS Willis stated the commission's goals and & OBJECTIVES: objectives for 1989 should cover the following three areas: 1) relationship with the City Council; 2) relationship with constituency; and 3) broad issue of commission's institution policy making function. The commission discussed what they would like to accomplish for this year. Willis stated he would put the /43 thoughts of the commission into a written statement of goals and objectives. Discussion of these and how to implement same will be scheduled for next month's meeting. COMPREHENSIVE Willis stated the open space plan would be PLAN: discussed at the next comprehensive plan workshop meeting scheduled for January 23, 1989. The comprehensive plan review committee will be reviewing the open space plan to determine if the premises are still good. Malloy stated some other issues would be the amount of school ground that should be dedicated as open space, the need of open space in areas where there are large developed lots, and questioning the need for additional open space in areas where there are already large parks. Willis asked if mandatory dedication would be an issue. Malloy stated she thought it was a moot point unless the commission would want to look at it again. Commission members expressed their views with regard to mandatory dedication and the other issues. Various members indicated they would be attending the comprehensive plan workshop meeting. CITIZEN A listing of responses received from the QUESTIONNAIRE: questionnaire which was put in the Parks & Recreation Department's winter/spring brochure was distributed to the members. Trueblood stated this would be updated on a regular basis as more responses are received. COMMISSION Hesse stated that on Sunday, February 12, TIME: Project Green would be sponsoring the first Edwin H. Green Garden Forum at Phillips Hall, and urged members to inform others of it. Steinbrech referred to Forestry's monthly report wherein it stated "developed outline for Iowa State University resource inventory project of Ryerson's Woods." Trueblood stated that Iowa State University has a program for students to help develop plans free of charge and Terry Robinson, City Forester, felt this would be a good project to involve them with. Steinbrech noted he had heard different comments with regard to low attendance at the Mercer Park Aquatic Center. Trueblood stated there are times, especially during lap swim, when attendance is low. Trueblood stated he would -2- /GS be preparing a report on attendance figures in the near future, and also indicated scheduling adjustments might be necessary, as the department becomes more familiar with the needs and interests of pool patrons. Henry asked why the public could not use the starting blocks at the Mercer Park Aquatic Center. Trueblood stated it was due to the potential liability, in that you would have people going off the starting blocks as well as the diving boards. Watson stated Iowa City Kicker's Soccer registration forms for the next season are being sent out. Malloy asked various questions with regard to the joint use of the Mercer Park Aquatic Center by the School District and the City. Trueblood stated the arrangement has worked well. DIRECTOR'SBudget. The FY90-92 budget will be finalized REPORT: by Friday, January 13, 1989. A Citizen's Summary of the budget will be forthcoming. Napoleon Park. A three car garage has been acquired from the property at the corner of First Avenue and J Street where the city will be developing low income housing. This garage will be moved to Napoleon Park to replace the existing, deteriorated storage building. Handbook. A handbook for city board/commission members is currently being developed and will be sent to all board and commission members in the near future CDBG Funds. Partial CDBG funding was received for the potter's studio accessibility project. New Vehicle. The Parks and Recreation Department received a new 15 -passenger van to replace the existing 12 -passenger van. Recreation Center Pool. The Recreation Center pool underwent a renovation project, which consisted of replacement of lights, painting the ceiling, and removal of dilapidated acoustical tiles. -3- 165 ADJOURNMENT: Proposed Park/Sports Complex. The program division statement for the proposed park/sports complex at the new wastewater treatment site will be presented to the City Council at a future informal meeting. The meeting was adjourned at 7:30 p.m. -4- MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING THURSDAY, JANUARY 26, 1989 - 4:00 P.M. ADMINISTRATIVE CONFERENCE ROOM MEMBERS PRESENT: Buchanan, Cox, Gelman, Pacha, Reed, Summy, Swaim MEMBERS ABSENT: Drum, Willis STAFF PRESENT: Eggers, Jehle, Craig, Penick, Forsythe OTHERS PRESENT: FRIENDS liaison, Mary Lee Kruse; students from broadcast journalism class CALL TO ORDER: President Gelman called the meeting to order at 4:05 p.m. APPROVAL OF MINUTES: Minutes of the regular meeting of December 15, 1988, were approved. Summy/Reed. FINANCIAL REPORTS: Eggers reviewed the following reports with the Board: Receipts for the first six months of FY89 compared to the same period of FY88 and to FY89 budget projections; Expenditures for the second quarter of FY89 compared to FY89 budget projections; Gifts and Bequests Fund for the second quarter of FY89. The Board accepted these reports as presented. Buchanan/Reed. (See items I & 2 of the Director's Report also.) DISBURSEMENTS: Disbursements for December, 1988 were approved. Cox/Summy. DIRECTOR'S REPORT: 1. The revenues that the Library generated for the General Fund are way up over last year. The Library usually does 48-49% of its business in the first six months of the fiscal year and we have already received 52% of estimated receipts. Six months expenditures also are looking good. There were almost no emergency expenditures in that time period. The Library Enterprise Fund is a revolving fund which receives income from the two public copy machines, counter sales and sale of the Newspaper Index and Association File. All expenditures related to the public microfiche and film readers, all three copiers (2 public, 1 staff) and items purchased for re -sale are paid from this fund. /GG MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES JANUARY 26, 1989 PAGE 2 The new Gifts and Bequests quarterly report created by the Finance Department is saving our staff time and giving us information we didn't have before. The sub -fund (5311.5) for unencumbered monies is temporarily in the red, but we expect the annual income from the Walker Trust, due in February, to more than cover this shortfall. A NEW ERA FOR LIBRARIES, the report of the State Blue Ribbon Task Force on libraries, has just been published and is currently being distributed to legislators. This report calls for $9.5 million in new money for Iowa libraries. Staff member Susan Craig and Senator Richard Varn were both members of the task force. Varn will be seeking legislative approval for many of its recommendations in this session and some of the recommendations have been included in the Governor's proposed budget. This Library would receive more than $50,000 a year in direct State aid if the recommendations were fully adopted. 4. The City Council approved the recommendations of the Broadband Telecommunications Commission for the organizational board for developing a non-profit organization to manage the cable access center and Channel 26. Dewey McGuire, the Library's Audio -Visual Coordinator, will represent the Library as a non-voting member as requested by the Library Board. 5. A Workshop in Library Leadership (WILL), for Library Trustees, is scheduled for March 31 and April 1 in Des Moines. It is an excellent opportunity for trustee education. Deadline for registration is March 10. 6. Four small LSCA grants totaling $10,600 are being submitted this week. The largest grant was written by Debb Green and would allow us to start converting the children's recordings to compact disc, a format much more suitable for children than either LP's or cassettes. 7. The annual Volunteer Recognition Dinner is scheduled for Thursday, March 16. City Council members and the Board of Supervisors will be invited. The theme will be children's literature of interest to adults: An Adult's Garden of Stories. PRESIDENT'S REPORT: President Gelman had no report. FRIEND'S REPORT: Mary Lee Kruse, new FRIENDS liaison, reminded Board members of the Volunteer Recognition Dinner on March 16 and encouraged them to attend. The dinner is a way of thanking the many library volunteers who contributed a total of 6,400 hours during 1988. Last year, several Council members and Supervisors attended the dinner. Invitations will be mailed to all members of the City Council and Board of Supervisors as well as to each volunteer who contributed hours during 1988. 144 MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES JANUARY 26, 1989 PAGE 3 FOUNDATION REPORT: Forsythe reminded the Board that the Foundation's annual goal this year is $40,000. The current total raised is $25,000 toward this annual goal. The long-range investment plan for the Foundation is nearing completion and a major focus will be in the area of estate planning. FINANCIAL PLANNING COMMITTEE REPORT: Swaim reported as Chair of the Committee on Long-term Financial Planning for the Library. The Committee held its first meeting on January 10 and Swaim reviewed the three areas of concern developed by President Gelman and Swaim: 1) How to coordinate a three-year financial plan with the City's three-year financial plan; 2) What additional involvement by trustees is required; 3) How will a three-year financial plan coordinate with the Library's five-year plan. There was informal agreement among the Committee members present at the January 10 meeting that the task of the Committee was to look at procedures and process rather than to prepare the financial plan itself. The goal is to design a process that requires both staff and trustees to plan specific Library needs for more than one year at a time, and to relate it to the Board's five-year plan. Members of this Committee are Pacha, Summy, Swaim and Eggers. The next meeting is tentatively scheduled for March 13. REVIEW OF FY90 BUDGET REQUEST: Eggers announced that the City's formal public hearing on the proposed FY90 budget will be February 28 in the Council Chambers. Tuesday evening, January 31, has been set as an informal Council work session for the FY90 budget. Craig and Gelman will plan to attend this session. Eggers pointed out several inaccuracies in the Citizen Summary relating to the Library Development Office and the funding to support its services. REVIEW OF SECOND QUARTER FY89 REPORT ON GOALS AND OBJECTIVES: Eggers requested input from the Board on items to be included as goals or objectives in the second quarter report. Recommendations included addressing space and staffing needs and technological changes in accessing information for staff and patrons alike. ADJOURNMENT: The meeting adjourned at 5:18 p.m. The next regular meeting of the Library Board of Trustees will be Thursday, February 23, 1989, at 4:00 p.m. in the Administrative Conference Room. sp/PC-3 144