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HomeMy WebLinkAbout1988-01-26 Board Comm minutesMINUTES PRELIMINARY DESIGN REVIEW COMMITTEEE THURSDAY, DECEMBER 17, 1987 - 4:00 PM Subject to Approval IOWA CITY PUBLIC LIBRARY - ROOM B MEMBERS PRESENT: Alexander, Amert, Haupert, Nelson, Novick, Seiberling, Waters, Welt MEMBERS ABSENT: Nagle, Sinek STAFF PRESENT: Cain, Reggentin GUESTS PRESENT: John Gross, DTA; Richard Kruse, Architect RECOMMENDATIONS TO COUNCIL Design Review Committee recommends approval of the awning proposal for the Lenoch and Cilek Mall Project, 130 Dubuque Street. CALL TO ORDER The meeting was called to order by Vice -Chairperson Novick at 4:05 PM. INTRODUCTIONS Cain introduced guests and members present. APPROVAL OF MINUTES Alexander moved, seconded by Seiberling to approve the minutes of October 8, 1987. The motion carried unanimously. REVIEW OF AWNING PROPOSAL FOR LENOCH AND CILEK MALL PROJECT AT 130 S. DUBUQUE STREET Kruse, project architect, gave a brief description of the proposed improve- ments. He stated the street level was to be subdivided to rent to a number of tenants in a mini -mall style. Lenoch and Cilek would occupy the basement retail space. Blueprints of the proposal were shown to the Committee in order to give them a better idea of the entire project. For the exterior, Kruse stated that the outdoor porcelain panels and columns on the present building would be repaired and painted. He then showed the colors that would be used for the exterior trim. He stated the only addition would be an awning to replace the metal awning presently attached over the south en- trance. He stated that a more conventional, fabric awning would be used. The awning will be rectangular in shape and a teal blue/green color. Kruse said that the existing signage would be removed and replaced with a directory -type sign listing retail establishments in the mini -mall project. The directory signs would probably have a background to match the existing brick, with block lettering in blue/green to match the awning. Gross asked if there would be a problem with bird droppings on the awnings. Kruse stated there would be no problem because birds will tend not to rest on top of it. a 9/ Design Review Comnittee December 17, 1987 Page 2 Haupert moved to approve the awning proposal for 130 S. Dubuque Street. Waters seconded. The motion carried unanimously. UPDATE ON NEWSPAPER VENDING MACHINE REGULATIONS Cain stated that City staff still had not met to discuss an ordinance. She stated that the newspapers have suggested a voluntary approach be used. The Committee will be kept informed of progress. UPDATE ON CITY PLAZA ADOPT -A -BED PROGRAM Haupert stated that 25 to 30 beds have been adopted to date. He stated the Mayor's Youth Program had applied for and received a grant to adopt 10-15 beds. Seiberling asked how long this program would be going on and how many people would be involved. Cain stated the grant is for 27 weeks; the grant covers six advisors and approximately 30 youths. Haupert stated there would be training sessions so the individuals would be prepared to work and have knowl- edge of the program's objectives. Haupert stated that establishing a master planting plan is necessary as the next step. He stated this can be expensive and he had talked with Project GREEN and the Downtown Association to assist in funding a plan, Project GREEN stated they would match any amount put up by the Downtown Association. Haupert stated that he spoke with Jim Maynard to ask if he would develop a cost esti- mate to perform this work. Maynard stated he would be glad to help out. Haupert was pleased and optimistic about progress so far. He said the City will have input into the master plan, as would the Design Review Committee, Project GREEN, and the Downtown Association. Haupert then stated that a kiosk would still be needed for tool storage, espe- cially for hoses and wet pavement markers for watering. Cain added the Holiday Inn has offered to provide plantings and maintain the planters adjacent to the hotel. PUBLIC DISCUSSION Welt noted that he received a letter from Terry Trueblood regarding the Plaza hosta bed. The Hosta Society did donate and plant the bed last spring, but the City staff maintains the bed. It was noted that Sheri Thomas and her mainte- nance crew take care of the tasks. The Design Review Comnittee recognized the work that Sheri and her crew do on maintaining the beds. Bob Alexander showed a drawing of AIA -designed newspaper vending machines being proposed for Santa Barbara, California. ADJOURNMENT Seiberling moved and Haupert seconded to adjourn the meeting. The motion carried unanimously. The meeting adjourned at 4:50 PM. Minutes respectfully submitted by Mark Reggentin. 9/ Y MINUTES /) PLANNING 8 ZONING COMMISSION FORMAL MEETING it DECEMBER 17, 1987 - 7:30 PM % CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Clark, Cooper, Dierks (arrived at 7:49 PM), Hebert, Scott MEMBERS ABSENT: Wallace STAFF PRESENT: Beagle, Boyle, Moen, Kritz RECOMMENDATION TO COUNCIL: 1. Commission found Item CZ -8720, a request submitted by John Sohm to rezone a 1.75 acre parcel from RS, Suburban District, to A-1, Rural District, and to rezone a 1.43 acre parcel from A-1 to RS to be inconsistent with the Area 4 Fringe Area Policy. Said parcels are located approximately two (2) miles north of Iowa City on the east side of County Road F8W across from Timber Trails Subdivision, Part 2. 2. Recommend approval of amendments to Section 36-58, Off -Street Parking Requirements. 3. Recommend approval of Item 5-8726, an application submitted. by Oakes Construction Company for approval of a final plat for Rochester Place, a 22 -lot residential subdivision located south of Rochester Avenue and west of First Avenue. CALL TO ORDER: Chairperson Scott called the meeting to order at 7:33 PM. PUBLIC DISCUSSION: There was no public discussion. CONSIDERATION OF MINUTES OF NOVEMBER 19, 1987 AND DECEMBER 3. 1987: Cooper moved to approve the minutes of November 19, 1987. Hebert seconded the motion. The motion carried 4-0. Cooper moved to approve the minutes of December 3, 1987. Clark seconded the motion. The motion carried 4-0. 9z MINUTES PLANNING & ZONING COMMISSION DECEMBER 17, 1987 PAGE 2 ZONING ITEMS: V-8708. Public discussion of an application submitted by Plum Grove Acres, Inc. to rezone a 42.54 acre tract east of First Avenue extended via Hickory Trail from ID -RS to RS -5. (45 -day limitation period: December 25, 1987). Beagle reported that the Commission has received the waiver from the applicant waiving the 45 -day limitation period. Staff would recom- mend that this item be deferred to February 10, 1988, pending the resolution of the issue of secondary access. Chairperson Scott noted that the Commission did receive the letter to waive this item until February 10, 1988, and would entertain a motion to defer Item V-8708 to February 4, 1988. Hebert moved that Item V-8708 be deferred to February 4, 1988. Cooper seconded the motion. The motion carried 4-0. V-8709. Public discussion of an application submitted by Southgate Development Company to rezone an approximate 1.8 acre tract located east of Boyrum Street and north of Olympic Circle from I-1 to CI -1. (45 -day limitation period: January 8, 1988). Moen reported that the applicant wishes to lease the property on a temporary basis to National Computer Systems (NCS) to allow NCS to establish offices in this location. The I-1 zoning classification placed on the property under consideration reflects the land use that existed on the property at the time the zoning map was adopted and not the land use shown in the comprehensive plan to be the most appropriate for this area. The short and long range development plans for the city indicate that the subject parcel is located in an area that is encouraged to develop for commercial purposes and, indeed, most of the surrounding areas are zoned for such uses. The subject tract of land possesses qualities that make it suitable for intensive commercial use, the land use recommended for the area in the 1983 Comprehensive Plan Update. Rezoning the property from 1-1 to CI -1 would allow development of the site for uses which are both compatible with adjacent uses and consistent with the development policies erty describedinadopted Attachment ofCythis report be rezoned from I-1,. Staff recommends that the pGeneral Industrial, to CI -1, Intensive Commercial. Moen also reported that she had contacted the property owner that abuts the applicant property and inquired whether he wished to rezone his property to CI - 1. The property owner stated that the present zoning permits a MINUTES PLANNING & ZONING COMMISSION DECEMBER 17, 1987 PAGE 3 greater potential for expansion of his business and did not wish it rezoned. Clark moved to defer Item V-8709 to the Planning and Zoning Commis- sion meeting of January 7, 1988. Cooper seconded the motion. The motion carried 4-0. CZ -8720. Public discussion of a request submitted by John Sohm to rezone a 1.75 acre parcel from RS, Suburban District, to A-1, Rural District, and to rezone a 1.43 acre parcel from A-1 to RS. Said parcels are located approximately two (2) miles north of Iowa City on the east side of County Road F8W across from Timber Trails Sub- division, Part 2. Commission requested that staff only present the report pertaining to the rezoning request and to defer presentation of the report which addresses the subdivision plat. Beagle reported that the two parcels totalling 3.5 acres were rezoned from Al to RS in 1984 and comprised most of the area of the two proposed residential lots. The rezoning is being applied for in order to correct a discrepancy concerning one of the two RS zoned parcels within the proposed subdivision. On August 9, 1984, Mr. Sohm initiated an application to rezone two (2) separate 1.75 acre parcels in the northwest corner of the 87.6 acre tract from Al, Rural District, to RS, Suburban District. In accor- dance with Section II.A.3. of the Fringe Area Policy Agreement, the request was forwarded to the Planning & Zoning Commission for review and comment. On September 6, 1984, the Commission found the request to be inconsistent with the development policy for Area 4 which advocated agricultural uses. The City Council concurred with the Commission's recommendation and notified the Board of Supervisors of its finding that the requested rezoning was inconsistent with the development policy for Area 4. Contrary to that policy and the Council's findings, the Board of Supervisors approved the rezoning of the two parcels on October 18, 1984. Section II.A.3. of the ad- ministrative policy states that "[a]ny zoning change will conform with the policies identified for the area in which the requested change is located." Since the City has no absolute power to approve or deny rezoning requests in the County, the only action available to the City, in instances where rezoning is contrary to the policy, is to deny the subsequent subdivision. Staff recommends that the combined rezoning of the 1.7 acre tract from RS to Al and the new 1.43 acre tract from Al to RS be found inconsistent with the develop- ment policy for Area 4 which recommends that this area be used for agricultural purposes. MINUTES PLANNING & ZONING COMMISSION DECEMBER 17, 1987 PAGE 4 Clark moved to find the proposed rezoning, Item CZ -8720, inconsistent with the Fringe Area policy for Area 4. Hebert seconded the motion. The motion carried 4-0. The Commission noted that it will only consider the rezoning request at the present time and will wait until the Board of Supervisors has ruled on the rezoning to deal with the subdivision plat. Dierks arrived at 7:49 P.M. Public discussion of amendments to Section 36-58, Off -Street Parking Requirements. Beagle reported that the proposed amendment establishes a required driveway width of ten feet for a one-way aisle while a two-way aisle will require 18 feet in width. This represents the only change in the amendment to Section 36-58 since it was presented to the Commis- sion at the informal meeting of December 14, 1987. Dierks asked how the Commission felt about the effects of increasing the number of compact car spaces. Dierks expressed frustration over compact cars occupying standard sized spaces which limits the number of spaces available to larger vehicles. Scott replied that he felt the major problem would be the public's perception of what type of vehicichangeeincan fit signageioto citiact zens judge wheand theretheirfcaro wouldtfit or not. Commission discussed perceptions of what is a compact car and whether a change in the signage would help alleviate the con- fusion. Clark requested staff to investigate an amendment to allow temporary parking lots to be surfaced with something less than the required permanent hard surface. Cooper moved to adopt the amendments to Section 36-58, Off -Street Parking Requirements. Hebert seconded the motion. The motion carried 5-0. DEVELOPMENT ITEMS: 5-8521. Public Discussion of a revised preliminary and final plat of Bent Brook Acres Subdivision, a two (2) lot, 4.75 acre subdivision located approximately two (2) miles north of Iowa City on the east side of County Road FBW. (45 -day limitation period: waived). m MINUTES PLANNING & ZONING COMMISSION DECEMBER 17, 1987 PAGE 5 Commission noted that members have received a memo dated December 16, 1987, from Barry Beagle, Associate Planner. The memo reported that the revised auxiliary plat of Bent Brook Acres has been reviewed by the Public Works Department and they are satisfied with the proposed contours shown south of the access easement intersection with the County Road. A letter has also been received from the Solon Fire services partmenindicating cgthey will for the vicestothesubdivision anhave alb o established�aefiretrrating the only deficiency associatedlwiththe the prQopu ed sued bdivision. Dierks remains Dierks moved to defer Item S-8521, subject to the call of the chair. Cooper seconded the motion. The motion carried 5-0. S-8716. Public Discussion of an application submitted by Metro Pavers, Inc., for approval of a Large Scale Non -Residential Develop- ment (LSNRD) plan for property located at 1722 Stevens Drive. (45 - day limitation period: waived). Staff reported there was nothing new on this item. Dierks moved to defer Item S-8716 to the Planning & Z meeting of January 71988oning Commission , . Clark seconded the motion. The motion carried 5-0. 3. Ste, Public discussion of an application submitted by Frantz Green, XI, aI43-lotrresidential suroval of a bdivisionrlocatedlat fosouth �land west of the intersection of Muscatine Avenue and Scott Boulevard. (45 -day limitation period: waived). Staff reported that the Commission would receive a memorandum from staff prior to the Commission's January 4, 1988 informal meeting which will address staff concerns regarding this proposal. Clark moved to defer Item S-8720 to the Planning and Zoning Commis- sion meeting of January 7, 1988. Dierks seconded the motion. The motion carried 5-0. 5-8726. Public discussion of an application submitted by Oakes Con- struction Co. for approval of a final plat for Rochester Place, a 22- lot residential subdivision located south of Rochester Avenue and west of First Avenue. (45 -day limitation period: December 28, 1987). z MINUTES PLANNING 8 ZONING COMMISSION DECEMBER 17, 1987 PAGE 6 Moen reported that the final plat differs from the preliminary only in that the number of lots has decreased from 23 to 22 and that the cul-de-sac called Rita Lynn Place has been changed to read Rita Lynn Court. The application conforms with the subdivision regulations. stoarmwatereements detention concerning h havemaintenance compl completed and sidewalk approveda nd the by the Legal Department. Hebert moved to approve Item S-8726. Dierks seconded the motion. The motion carried 5-o. OTHER BUSINESS: Beagle distributed a tentative schedule of Planning and Zoning Commission meeting dates for the coming year. Moen informed the Commission of the names of candidates seeking to fill the vacant seat on the Planning and Zoning Commission. Clark moved to adjourn the meeting. Dierks seconded the motion motion carried 5-0. Meeting adjourned at 8:19 P.M. Minutes submitted by Kyle L. Kritz Approved by: K. aaily q)brks, secretary Y The PM 0 MINUTES PLANNING & ZONING COMMISSION APPROM FORMAL MEETING JANUARY 7, 1988 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Cook, Clark, Dierks, Hebert, Scott MEMBERS ABSENT: Cooper, Wallace STAFF PRESENT: Boyle, Moen, Kritz RECOMMENDATION TO COUNCIL: 1. Recommend approval of item Z-8709, an application submitted by Southgate Development Company to rezone an approximate 1.8 -acre tract located east of Boyrum Street and north of Olympic Circle from I-1 to CI -1. 2. Recommend approval of item S-8720, an application submitted by Frantz Construction Company, Inc., for approval of a preliminary plat for Village Green, Part XI, a 41 -lot residential subdivision located south and west of the intersection of Muscatine Avenue and Scott Boulevard. Commission also recommends waiver of the subdivision regulation requiring that blocks be a minimum of 200 feet wide for the following three blocks contained in Village Green, Part'XI. 1. Chamberlain Place between Village Road and Hampton Street, 2. Hampton Street between Chamberlain Place and Hampton Court, and 3. Hampton Street between Hampton Court and Scott Boulevard. 3. Recommend approval of item S-8728, an application made by Bill Knabe for the extension of Weeber Street. CALL TO ORDER: Chairperson Scott called the meeting to order at 7:43 p.m. PUBLIC DISCUSSION: There was no public discussion. CONSIDERATION OF MINUTES OF DECEMBER 17 1987: Clark moved to approve the minutes of December 17, 1987. Cook seconded the motion. The motion carried 5-0. ZONING ITEMS: 1. -8709. Public discussion of an application submitted by Southgate Development Company to rezone an approximate 1.8 -acre tract located east of Boyrum Street and north of Olympic Circle from I-1 to CI -1. (45 -day limitation period: January 8, 1988.) Moen reported that there was no new information to report on this item since the last formal meeting. Planning 8 Zoning Commission January 7, 1988 Page 2 I Clark moved to approve item Z-8709. Dierks seconded the motion. The motion carried 5-0. Z-8710. Public discussion of a request submitted by First National Bank to rezone property located at 615 East Jefferson Street from RNC -20, Neighborhood Conservation Residential Zone, to CO -1, Commer- cial Office zone. (45 -day limitation period: January 25, 1988.) Moen reported that in 1981 and 1982, landowners of property in the area identified as the Inner City Area in the 1983 Comprehensive Plan Update, sought to halt the erosion of the neighborhood caused by development of the area for multi -family residential use. The area, over several decades, experienced a state of transition from neighborhoods of predominantly older, single family detached residences to much higher density, multi -family development. Residents of the area requested that the area be downzoned in an effort to stabilize the neighborhood by removing incentives to demolish existing structures and reconstruct at higher densities. Moen indicated that while the mix of multi -family development as a result of conversion of larger, older structures was not objectionable, residents were opposed to demolition of existing structures and the construction of dwellings that did not reflect the tenor of the residential neighborhood. Conversion of a dwelling unit from single-family to multi -family use allowed an increase in available dwelling units while generally maintaining the integrity of the original structure and thus the neighborhood. In December, 1982, the RNC -20 zone was established to encourage conversion over redevelopment and to recognize the validity of existing higher density apartments by granting them conforming status and, thereby, perpetuating their existence. First National Bank, owner of the property at 615 East Jefferson Street, requests that their property be rezoned from RNC -20 to CO -1, Commercial Office, to allow expansion of the parking lot serving Pediatric Associates, the medical clinic located immediately west of the subject property. Parking areas associated with a use may only be located within zones in which the principal use is permitted. Because a medical clinic is not a use permitted in the RNC -20 zone, the parking lot serving this use may not be located in that zone. The applicant, therefore, wishes to rezone his parcel from RNC -20 to CO -1 to allow redevelopment of the site for off-street parking for the medical clinic, a use allowed in the CO -1 zone. Staff finds the proposed rezoning from RNC -20 to CO -1 of the property located at 615 East Jefferson Street to be contrary to the 1983 Comprehensive Plan Update and incompatible with the residential character of the area and surrounding land use patterns which could threaten the stability of this neighborhood. Staff, therefore, recommends the request to rezone this property be denied. Dierks inquired whether the Historic Preservation Commission had any comments on this item and whether this property is located in an existing or proposed historic district. Moen replied that the 0 Planning 3 Zoning Commission January 7, 1988 Page 3 property is not located in a proposed or established historic district. Scott commented that at the informal meeting, legal staff was requested to outline previous commission decisions regarding the rezoning of other RNC -20 zoned properties for commercial uses. Pending the Commission's receipt of that outline from legal staff, Scott felt that this item should be deferred. Dierks moved to defer Item Z-8710 to the Planning and Zoning Commis- sion meeting of February 18, 1988. Cook seconded the motion. The motion carried 5-0. Z-8711. Public discussion of a request submitted by Iowa City Landscaping to rezone a 1.32 -acre parcel located at the intersection of Highway 1, Hudson Avenue and Miller Avenue from P, Public Zone, and RS -8, Medium Density Single -Family Residential zone, to CI -1, Intensive Commercial zone. (45 -day limitation period: January 29, 1988.) Moen reported the applicant wishes to purchase the site to relocate his existing plant nursery operation from 705 Highway 1 West. The Iowa Department of Transportation (IDOT) parcel is presently zoned P, Public zone, and RS -8, Medium Density Single -Family Residential zone, neither of which permit a plant nursery. Upon conveyance of the land from IDOT to a private entity, the zoning classification must be changed regardless of the use. Plant nurseries, such as Iowa City Landscaping, are permitted as of right in the CI -1, Intensive Commercial zone. Two factors which need to be evaluated in considering the appropriateness of this request are 1) the Comprehensive Plan designation for this general area, and 2) the land use relationship established through the rezoning. Within the immediate vicinity of this site, properties to the east, west and south of the site along Highway 1 are designed for general commercial land use. Based upon surrounding land use patterns, and the site's frontage on and access to Highway 1 West, the proposed rezoning is consistent with the commercial designation of the Comprehensive Plan for properties along the Highway. Moen indicated, in this particular case, the fact that the site is over an acre in size and abuts two local streets and a major highway, permit the development of the site for any use in the CI -1 zone and allow that provisions be made to address those aspects of a commer- cial use which may be less desirable near residential uses. Any traffic generated by commercial uses in this location can be accom- modated by access to the site via curbcuts on the southern extremity of the property onto either Hudson or Miller avenues and to Highway 1 via these streets so that commercial traffic will not be compelled to use the residential streets to the north. Traffic from the west may use Benton Street to Miller or Hudson avenues to access the site; however, traffic from the north, east and south would likely use Riverside Drive, Highway 6/1 and Old Highway 218 to reach this r commercial area. Planning 8 Zoning Commission January 7, 1988 Page 4 The site is of sufficient size to allow a building location which can shield or buffer the residential uses from the commercial activity. Similarly, sufficient land exists for the development of the site and provision of a generous vegetation buffer along the northerly and northeasterly property lines. The minimum performance standards of the Zoning Ordinance will be required; this includes a planting screen between any commercial use and any residential use of arbor vitae planted four feet on center and reaching maturity of at least six feet. Additionally screening may be required, if deemed appropriate by the Commission and Council, through a conditional zoning process. The staff recommends approval of the request to rezone the IDOT maintenance facility site from P and RS -8 to CI -1. Moen also reviewed a memorandum from Karin Franklin regarding the Commission's question pertaining to the possibility of placing a traffic signal at the intersection of Miller Avenue or Hudson Avenue with Highway 1 in connection with the rezoning of the IDOT property to a commercial use. The necessity of a traffic signal at Orchard Street or Hudson Avenue has been discussed and counts were done which revealed that a signal was not warranted for existing conditions. However, City officials will be meeting with representatives of the Iowa DOT within the next few weeks to discuss traffic movements on the entire stretch from Freeway 218 to Riverside Drive. With continued development along this corridor, need will exist to accommodate increased traffic and turning movements of this area. Clark commented that he feels that any discussion of lights must be based on a comprehensive approach to this area and not just to the relevant two intersections. Clark moved to defer item Z-8711 to the Planning and Zoning Commis- sion meeting of January 20, 1988. Clark seconded the motion. The motion carried 5-0. EVELOPMENT ITEMS: S-8716. Public discussion of an application submitted by Metro Pavers, Inc., for approval of a Large Scale Non -Residential Develop- ment (LSNRD) plan for property located at 1722 Stevens Drive. (45 - day limitation period: waived.) Moen reported that the applicant intends to amend the LSNRD plan to reflect enclosure of the batch mix plants at the site without provisions for additional water sources on the property. Staff should be receiving an amended LSNRD shortly. Dierks moved to defer item S-8716 to the Planning and Zoning Commis- sion meeting of January 20, 1988. Cook seconded the motion. The motion carried 5-0. S-8720. Public discussion of an application submitted by Frantz Construction Company, Inc., for approval of a preliminary plat for Village Green, Part XI, a 41 -lot residential subdivision located Planning & Zoning Commission January 7, 1988 Page 5 .z south and west of the intersection of Muscatine Avenue and Scott Boulevard. (45 -day limitation period: waived.) Moen reported that staff has reservations regarding the proposed preliminary plat of Village Green, Part XI, and its impact on the design of future subdivisions of land south of the proposed develop- ment. The original design envisioned for the approximate 200 acre tract known as Village Green and Village Green South incorporated a looped collector street known as Village Green Road that was intended to filter traffic from local residential streets to arterial streets. Given the size of Village Green and Village Green South tracts, the collector street was intended to minimize unnecessary traffic on local streets and facilitate the provision of transit and emergency services in the area. The subdivision design now proposed for Village Green, Part XI, obstructs the ability to continue the collector street concept on the eastern part of the tract. The continuous or looped design of the collector system is disrupted by T-ing Village Road into a local street identified as Chamberlain Place and allowing direct access of single family residential uses onto these streets. This system fails to immunize new residential uses from the negative effects of higher traffic volumes by exposing these uses not only to local traffic accessing individual properties, but to traffic moving through the neighborhood to get from one end of the neighborhood to the other. This arrangement is also expected to hinder the provision of emergency services to the area by establishing a maze of local streets that must be negotiated by emergency service providers. Staff maintains that minimization of the impact of increased traffic on existing development by new development can be achieved without sacrificing the collector street concept which is intended to relieve the negative effects of traffic produced by a sizeable residential development. The staff cannot, therefore, endorse the street patterns shown on the preliminary plat of Village Green, Part XI. Dierks moved to approve the preliminary plat of Village Green, Part XI, and to recommend that the subdivision regulation requiring that blocks be a minimum of 200 feet wide be waived for the following three blocks: 1. Chamberlain Place between Village Road and Hampton Street, 2. Hampton Street between Chamberlain Place and Hampton Court, and 3. Hampton Street between Hampton Court and Scott Boulevard. Clark seconded the nation. Dierks commented that she appreciated the extra work put in by the applicant, neighbors and MMS Consultants in order that this develop- ment may proceed in a manner that is beneficial to everyone. Clark commented that his vote of approval for S-8720 was based on several considerations. First, staff and Commission members alike have historically been concerned that to the extent possible, the concerns of the public should be addressed and, in this case, be directed that additional studies be made in the interest of satisfying some of those concerns. The developer and his consultant have gone several extra miles in developing a new development concept M Planning 8 Zoning Commission January 7, 1988 Page 6 plan for the undeveloped area of Village Green, which the Village Green representatives have endorsed, and a portion of which is included in this preliminary plat. Clark said he also recognized that the approval of this preliminary plat will set the stage for a significant departure from the concept plan developed by the original developers. While the street patterns are anticipated to be significantly altered, many of the original development concepts, though not identical to the original plan, will be retained. Some of those concepts include private open spaces, identifiable neighborhood clusters, and internal walkways that interconnect the proposed open space and neighborhoods with similar features in the existing development. While the original Village Road loop, in itself, may have been an excellent concept for facilitating vehicular traffic movements, the original plan contained a major flaw in that it did not provide an adequate exit route from the loop. If adequate exit routes had been required by previous planners or commissions, Clark felt the Commission would not have been faced with the issues presented to this Commission by the neighbors. The street layouts, as proposed, are a significant departure from the original concept plant; however, careful study of the plan will reveal that traffic from the new development is being subtly directed toward Scott Boulevard, and though the original loop had been interrupted with strategically placed T -intersections, it is still possible to drive around the Village Green area. Perceived additional and extraneous traffic, traffic traversing through the Village Green area and exiting an Wayne Avenue, has been one of the primary concerns of the neighbors. Though the proposed street patterns will not prevent this from occurring, the likelihood of significant numbers of outsiders using the Village Green street system as a shortcut from Scott Boulevard to southwesterly destination points will be significantly reduced. Scott commented that he supported both Clark and Dierks, and that there has been effective cooperation between all parties. He also agrees with staff concern over traffic patterns but does not agree that the looped collector street could relieve conditions in the area. The motion was approved 4-0-1; Cook abstained because he is a new member and did not have the benefit of hearing previous discussion of this item. S-8728. Public discussion of a request submitted by Bill Knabe for the extension of Weeber Street. Moen reported the applicant is pursuing the extension and construc- tion of Weeber Street in accordance with an order of the Iowa District Court in Johnson County. The order of the court provides for the extension of Weeber Street along the property line and places the burden of construction on Gordon Russell, one of the abutting property owners. Approval of the street extension by the City is provided for in the order; it is within the purview of the Planning and Zoning Commission to review this proposal. Planning 8 Zoning Commission January 7, 1988 Page 7 The proposed construction complies with City specifications for roadway materials. The dimensions noted in the cross-section deviate from the current -standards for the city streets in that the width of the streets shown is 25 feet rather than the required 28 feet. The 25 -foot dimension is consistent with the existing width of Weeber Street. Since Weeber Street will probably serve as a local residential street and eventually tie in with Edingale Drive extended, another 25 -foot street, it is appropriate that the street be extended at this dimension. The alignment proposed permits the continuation of Weeber Street south to an indirect connection with Edingale Drive or Highway 1. Given the steep grade of Weeber Street as it exists, a direct connection with Highway 1 and the use of Weeber Street as a collector street would be ill advised. However, that question is not and need not be addressed at this point given the flexibility for continuation of the street that this proposal presents. Assuming that Weeber Street will function as a local residential street, the alignment proposed permits development of the lots on either side of the extension and its potential continuation. The staff recommends that the proposed extension of Weeber Street be approved as shown since the extension permits the orderly and continued development of adjacent properties. Dierks commented that she was concerned about the need for grading if Weeber Street is extended due to sight line considerations for vehicles using the street. Larry Schnittjer of MMS consultants replied that this has been taken into account and that there will be filling along the alignment proposed for Weeber Street to smooth the transition intend to extend WeeberiStreettafter the ueuphill section ted that theyand that the Additionally,ph Mr. Knabe commented hat they wanted e behior uto build aphome non the adjacent property and would like to be connected with a residential street and not a collector street. Clark moved to approved item S-8728, preliminary plat for the extension of Weeber Street. Dierks seconded the motion. The motion carried 5-0. OTHER BUSINESS: I. Discussion of an agreement between Seville Corporation and the City of Iowa City regarding the rezoning of Southwest Estates and the provision of certain capital improvements. Clark commented that he felt that the 907, subdivision completion was too exers acting yet uand more discussion lisdexpe ted. Boyle that the also noted that the agreement identifies intervening development as the property lying south of Willow Creek and the County Care Facility, and west of Deerfield Drive in Hunter's Run Subdivision. agreement Chairperson f or the entbetween Sevi noted oCorporation record hconditional andthe City of IowaCitynwas received, reviewed and accepted by the Planning and Zoning Commission. m u s Planning 3 Zoning Commission January 7, 1988 Page 8 2. Planning and Zoning Commission Information. Moen distributed the historic review guidelines to the Planning and Zoning Commission. Scott reminded the Commission that the next formal Planning and Zoning Commission meeting would be on Wednesday the 20th instead of the regular Thursday night meeting on the 21st. Clark moved to adjourn the meeting. Cook seconded the motion. The motion carried 5-0. Meeting adjourned at 8:40 p.m. Minutes submitted by Kyle L. Kritz. Approved by: sally erks, secretary W M e ReyulaR { MEEt'INg oi- Y-30 P, M. "PACLISF, Sigm IN: dd ess.. M MINUTES IOWA CITY HOUSING COMMISSION DECEMBER 8, 1987 IOWA CITY PUBLIC LIBRARY - ROOM A MEMBERS PRESENT: Watts, Moore, Parden, Streb, Hulse, Dawson MEMBERS ABSENT: Stadtlander STAFF PRESENT: Seydel, Stroud, Sueppel, Barnes, Milkman OTHERS PRESENT: Elizabeth Wolf, Sondra Kaska, David Wilson, Royce Nelson, Rod Reynolds RECOMMENDATIONS TO COUNCIL: - None. MEETING G T�: 9:00 AM MINUTES: Minutes of November 10, 1987 were approved on a motion by Hulse, seconded by Streb, carried 6-0. ELIZABETH WOLF - INFORMAL REVIEW: asthe lstated Seydein n"Policies" handbook. Hesing Coordinator, estated d the dthat �Ms. Wolf tion of eligibility was denied eligibility based on two doctor statements: one by Frank S. Gersh, Ph.D., dated 11-5-85 and the other by S. Palmer, M.D., dated 5-26-87 which clearly indicated Ms. Wolf was not capable of living independently. Elizabeth Wolf appeared with Sondra Kaska, an attorney, and presentation was in the form of question and answer. Also appearing for Ms. Wolf was David Wilson, FACT Case Worker.The Housing Commission felt that in this point and time, additional testimony was not necessary. It was suggested to Ms. Wolf that persons supporting her desire to live independently should discuss her situation with Dr. Palmer. A revised statement or letter negating the first will be necessary to support Elizabeth Wolf's ability to live independently. The Iowa City Housing Commission upheld the Housing Coordinator's decision to deny eligibility based on the two doctor's statements currently on file. ROYCE NELSON - INFORMAL REVIEW: Lyle Seydel, Housing Coordinator, read the definition of family as stated in the "Policies" handbook. He stated that no evidence was presented to prove family relationship. Eligibility was denied for a two-bedroom Voucher. At no time was Mr. Nelson advised he was not eligible for a one -bedroom. The lack of evidence of family relationship was noted at the time of final review. ?3 Wj Y Iowa City Housing Commission December 8, 1987 Page 2 Mr. Nelson appeared with Rod Reynolds, his attorney. He presented argu- ments in favor of his family status. He also presented a letter from Nils Varney, Ph.D., Staff Neuropsychologist at Veterans Hospital, indicating that Mr. Nelson should live with someone. This letter completely changed Mr. Nelson's application. Mr. Seydel would not make any eligibility determination at this time. Suggested that a new application with verifi- cation be completed. The Iowa City Housing Commission upheld Mr. Seydel's original determina- tion regarding "family" relationship. HOUSING/RENTAL REHABILITATION - Barnes 914 Iowa Avenue (Duplex) - Amended Rental Rehabilitation Barnes stated that the waiver has been received, indicating there is no conflict of interest. Staff is requesting an additional $2,000.00 which is based on a Rental Rehab Regulation that allows a 3 -bedroom unit to receive assistance in the amount of $7,000.00 instead of $5,000.00. A maximum loan of $12,000.00 is therefore being requested for this duplex which has one 3 -bedroom unit and one 2 bedroom unit. Motion to approve the loan in the amount of $12,000.00 was made by Moore, seconded by Watts, carried 6-0. HOUSING ASSISTANCE PLAN (HAP) - ANNUAL GOALS FOR 1988 - Milkman Milkman presented the annual housing assistance goals for the period October 1, 1987 through September 30, 1988. This is the beginning of the third year for the three-year plan submitted in October, 1985. The HAP contains: 1. A survey of the local housing stock and an assessment of the housing assistance needs of the lower income households; 2. An annual local goal for assisted housing units specifying the number of dwelling units or persons to be assisted; and 3. Identification of general locations of proposed assisted housing. COORDINATOR'S REPORT - Seydel Public Housing November rents - $10,781.00. Two move -outs end of Novem- ber. One unit has been rented. December - Section 8 Payments: 478 Certificates - $104,049.00 112 Vouchers - $ 30,121.00 15 applications submitted for approval. 9j Iowa City Housing Commission December 8, 1987 Page 3 DISCUSSION: Milkman stated the Housing Rehab would be receiving their first Section 312 Loan, which is no money down and used for major rehabilitation at 4% interest. ADJOURNMENT Meeting was adjourned at 10:45 AM on a motion by Hulse, seconded by Watts, carried 6-0. Next meeting: January 12, 1988 APPROVED: Gary Watts, Chairperson u M SUBJECT TO BTC APPROVAL MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TUESDAY, NOVEMBER 17, 1987 - 8:00 AM CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Hall, Justis, Twaler, Sumnerwill, Patton MEMBERS ABSENT: None STAFF PRESENT: Shaffer OTHERS PRESENT: Blough, LeValley, Marjorie Strait, Dewey McGuire, Susan McGuire, Mike Connet, Stephen Cree, Martha Malani RECOMMENDATIONS TO COUNCIL: Sunmerwill moved to recommend to Council to add $300 to line item 6130 to support a special population training program to be conducted in conjunction with the (CPC's) regular access video training workshop. Seconded by Patton. Unanimously approved. Sumnerwill proposed that the BTC approve and recommend to Council the FY89 cable TV budget, as revised. Seconded by Hall. Unanimously approved. Hall moved to recommend to the City Council that the cable TV budget remain as proposed and that any needed funds to pay City/Heritage lawsuit court fees be sought outside the approved current line items. Seconded by Justis. Unanimously approved. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: Hall and Twaler met with Blough to review the service/technical evaluation sheet developed by their BTC subcommittee. Hall presented a revised farm to the Commission. Shaffer said the Library will be sending a committee to the BTC in December concerning their role as NPO or the public access operator and manager. The BTC reviewed the cable TV budget and made recommendation to Council concerning same (see Recommendation to Council). The BTC discussed the upcoming Triannual Review of the cable system. Shaffer and Twaler will be distributing materials to the BTC relating to this event. Blough took personal responsibility for ensuring Educational Access Channel 27 School Board cablecasts are successfully put "on line." Strait stated in meetings with Heritage that Heritage has pledged support (in the form of materials cost and cooperation) for special population video training programs. Susan McGuire expressed appreciation for the BTC's interest in and support of access and sending staff and Commissioners to cable TV related conferences and educational events. Susan Mcguire stated the BTC and all others inter- ested are invited to a quarterly community producers meeting to be held in the Iowa City Public Library, Room A on December 7, 7:00 p.m. Dewey McGuire reported the Library produced a program entitled Readathon, in which many Iowa Citians, including the Mayor and City Manager, each read 15 minutes from their favorite books. Shaffer reported Detroit's grant proposal to CCN was not successful. However, several members of CCN did vote for the proposal. He suggested next year preparing a proposal for CCN well in advance of their next funding deadline. LeValley gave the CPC quarterly report. In the last quarter, 62 new shows were created by citizens, representing about 38 hours of programming. LeValley said about 200 hours of programming have been 97 Broadband Telecommunications Commission November 17, 1987 Page 2 produced by citizens in the last year. Shaffer said that represents between 4,000 and 6,000 hours of effort on the part of community members that pro- duced these shows. Heritage recently held an Awards Festival for community producers and Shaffer complimented Heritage for their work. Blough announced the donation of equipment to the Library from Heritage and Arts and Enter- tainment. Blough announced several upcoming programming changes, including: adding BRAVO to the basic service lineup; adding VH -1 to basic service (a contemporary music channel); HBO and Cinemax will be in stereo and station KOCR, a local UHF station in Cedar Rapids, may be added as well. The Conmis- sion and Council will receive advance notification of the cable rate changes to take effect January 1, 1988. MEETING CALLED TO ORDER: The meeting was called to order at 8:00 AM. APPROVE BTC MINUTES: Moved by Summerwill, seconded by Patton, meeting. Unanimously approved with one graph 5 accepted (changing said to send), ANNOUNCEMENTS FROM COMMISSIONERS: to approve the October 20, 1987, BTC typo correction to final page, para - Hall stated that he and Twaler met with Bill Blough from Heritage and re- viewed the service/technical check off sheet being developed to review Heri- tage's performance. One revision was suggested: that the "additional factors that affect service" category be reported separately from "regular service calls" for the reason that these factors (such as an outage) often affect more than one customer. Twaler repeated an invitation from Heritage to any commissioners to visit Heritage and observe the activities of a typi- cal day. Justis reported that to the best of his knowledge there has been no recent problem concerning Educational Access Channel 27 cablecasts. BTC DISCUSSION AND/OR ACTION REGARDING THE ACCESS/NPO SUBCOMMITTEE: Shaffer reported that he spoke with Lolly Eggers, Director of the Library, and stated that the Library should be sending a communication to the BTC concerning the Library functioning as an NPO to operate and manage public access responsibilities in December. Twaler suggested parceling out work involving the NPO to a BTC subcommittee if the work involved becomes too time consuming for the regular BTC meeting schedule. He also suggested it might be helpful to request a representative from the Library to attend the next BTC meeting if their communications regarding the NPO arrive by then. Shaffer stated that the previous Access/NPO subcommittee did review access -related contracts that exist in other cities. These documents can be reviewed in Shaffer's office. The discussion concerning the formation of an Access/NPO subcommittee was tabled until the next meeting. VA Broadband Telecommunications Commission November 17, 1987 Page 3 CABLE TV BUDGET: Shaffer distributed copies of the most recent version of the City Cable TV budget. The cable budget now amounts to $108,000 due to salary adjustments for Shaffer, Bailey and McGuire made by the Finance Department. Shaffer briefed the BTC on why certain line items exist in the cable TV budget. Shaffer stated that a number of the items in the budget were decided by previous cable commissions, such as line item 9500 Transfers, involving 520,000+. The transfers amount includes a City payback of $5,436 annually. This is for reimbusement to the City for general funds that were put into original City cable franchise developments (before a franchise fee was col- lected). The Council is to be paid back everything owed plus 9% interest. This payment schedule is stretched out over the entire life of the fran- chise. A previous cable commission also decided to pay one half of the AV lab Asst. and public accessPosition activities. Alsn the o rincluded The An the Transfers V Lab Asst. ubudget Ais the equipment replacement fund. This was established to replace all of the NTIA grant video equipment the City received in 1981. Money is put into this fund annually. There are also funds transferred to the library annually to re- place this equipment as necessary. Shaffer stated that in the past the cable TV division has always had a budget reserve. This money stays in a carryover account separated from General Funds. Shaffer said that although not pro- jected or included in this proposed budget, there will be court fees in the coming year given the City/Heritage litigation. Since there is no longer a cable TV budget reserve (which has been used to pay such court fees over the last 1 1/2 years), there is some question as to where future court fee money will come from. Hall moved to recommend to City Council that the cable TV budget remain intact as proposed and that any needed funds to pay City/Heri- tage lawsuit court fees be sought elsewhere than current line items. Sec- onded by Justis. Unanimously approved. Shaffer explained that 8160 professional services, $4,084, is the amount of money the cable budget pays back to City administration and to City legal staff for their assistance to the BTC and to City staff. Shaffer stated that the "temporary employee" item is an intern incentive program. The intern considered to have done the most outstanding job receives $150. Interns are not paid outside of this award. Twaler proposed the BTC recommend to Council that $300 be added to this budget to support the effort to assist special populations in using the video access facilities in the CPC. Sumnerwill moved to recommend to Council to add $300 to line 6130 to support a special populations training program to be conducted in conjunction with the Community Programming Center's (CPC) regu- lar access video training workshops. Seconded by Patton. Unanimously ap- proved. Summerwill proposed that the BTC approve and recommend to Council the FY89 budget only, as revised (including the $300 for special populations train- ing). Seconded by Hall. Unanimously approved. 0.1 M Broadband Telecommunications Commission November 17, 1987 Page 4 TRIANNUAL REVIEW: Shaffer stated that the last BTC packet sent out contained the responsibili- ties of the BTC concerning the Triannual Review. The Triannual Review takes place on or about the 3rd, 6th, 9th and 12th anniversaries of the origination franchising date of 1979. Shaffer also said that he will send out copies of a document received from Herbst and Thue, a law firm and cable consultant agency out of Minneapolis. This document states the range of municipal authority granted by the 1984 Cable Act, which should be helpful to the BTC in defining the parameters of the upcoming TV Triannual Review. Twaler stated that he and Shaffer have discussed beginning work on the Triannual Review in January or February so as to finish by May or June. Shaffer said that the Triannual Review should include, at minimum, one public hearing. This is required by the ordinance. He said that briefly put the role of the Commission in the Triannual Review is to review cable company perform- ance and community needs concerning cable TV, and to project what future needs may be (regarding cable TV). Such findings should result in reconmen- dation to City Council. EDUCATIONAL ACCESS CABLE CHANNEL 27: Blough stated that at this time, rather than allowing others access to the cable TV hub site, he is personally taking the responsibility of ensuring that cablecasts on Educational Access Channel 27, and specifically the School Board meetings, are successfully conducted. TRAINING FOR SPECIAL POPULATIONS: Marjorie Strait stated that she spoke with Blough and LeValley concerning special populations video training needs. She stated Blough said Heritage would take of training cost materials. Strait introduced Dr. Martha Milani, from Kirkwood Community College. Milani is a coordinator of adult illiteracy programs in this area. Strait reported on a short-term need for community producers and for the Community Programming center. She asked for time on December's agenda to discuss in depth the need for an identifiable users group. Also she stated the importance of community information meetings so as to inform the public now concerning the creation of an NPO. Because of the BTC's already crowded agenda in December, Sumnerwill proposed to Strait to prepare and submit an outline of what she wants to report on to the Commission. Shaffer suggested if he received Strait's outline by the time he sends out the next BTC packet (December 4) he would include her material. Sunmerwill expressed her concern in developing the special populations train- ing program. She and Hall emphasized the need for everyone to be aware of the limited resources the BTC has in supporting this effort. Blough said that Heritage is willing to work with any and all people involved to lay the groundwork for this program. a Broadband Telecommunications Commission November 17, 1987 Page 5 PUBLIC DISCUSSION: Susan McGuire told the Commission how great she thinks their interest and support of access is. She also said she believes it is important to fund BTC members and staff so they can attend continuing education activities and conferences. Shaffer reported that there are funds in the Travel and Educa- tion budget for a BTC representative and staff to attend such events. McGuire stated that as a BTC member she had attended and encourages all current Commissioners to attend National Federation of Local Cable Programmer conference and events. She said that every Commission member's input is greatly needed, appreciated, and noticed. McGuire said she also represents Access Iowa City. Access Iowa City is having a regular meeting November 18 at the Iowa City Public Library where they will be planning for another Quarterly Community Producer meeting. Access Iowa City, the Library, and the Grant Committee will be working together to facilitate the needs of the community video producers. This next Community Producer's quarterly meeting will beco-sponsored by all of these organizations and will be held Monday evening, December 7, at 7:00 PM in the Iowa City Public Library, Room A. LeValley informed the Commission that Heritage is providing the information that's been requested of them by Access Iowa City. Heritage will provide that same information to any one who want to convene a community producer meet- ing. Dewey McGuire stated that for the last year the Library has been averaging about 12 to 18 video programs a month. One recent program' entitled the Readathon, involved 48 people from around the community, including the Mayor and City Manager, reading 15 minutes from their favorite books. Shaffer stated he and Doyle Detroit attended the CCN meeting. Detroit's proposal (supported by the BTC) was submitted to CCN. He reported that there was great competition for the CCN funds. Although Detroit did not get the funding, the Chairperson and two or three other CCn members did vote for the proposal, which shows some interest and support. Shaffer suggested preparing a proposal for CCN well in advance of their next funding deadline. LeValley reported that community producers made the same amount of program- ming this quarter as they have in the past. This includes 62 new shows producing a total of 37 hours and 58 minutes of programming this last quar- ter. The community producers have produced 278 new shows for 196 hours of programming in the last year. Shaffer noted that the 196 hours of program- ming represent between 4,000 to 6,000 hours of effort on the part of commu- nity members that produced these shows. Concerning the Heritage Awards Program, LeValley said that next year Heritage plans to have more categories, more special awards and more recognition for all the producers. Shaffer complimented LeValley and Heritage staff for the job they did on the Awards Program for local community video producers. Slough announced that on December 3, in conjunction with Arts and Entertain- ment, Heritage will be donating a VCR and color monitor for use at the Iowa City Public Library. There will be a formal presentation of the equipment at the Library. Invitations will be sent out to attend. Also Arts ad Enter- tainment will be providing valuable tapes and some text material. Broadband Tel ecomnunications Commission November 17, 1987 Page 6 On November 1 (BRAVO) was added to the basic service lineup and is no longer a pay service. There will be numerous other programming changes in January. Discovery channel will be on Channel 5. Also, VH -1, a contemporary music channel service, will be added. VH -1 will "surround" American Movie Classics programs. Black Entertainment programs will be moved to "wrap around" BRAVO, which will essentially expand BET's programming. HBO/Cinemax will be avail- able in stereo. Heritage is working on including KOCR, a new UHF station operating out of Cedar Rapids on Channel 28, into their line-up. Also the Commission will be receiving copies of the subscriber price and rate changes. ADJOURNMENT Moved by Justis, seconded by Patton, to adjourn. Unanimously approved. Adjournment at 9:43 AM. Respectfully submitted, Drew Sh ffer 's Subject to BTC Approval MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TUESDAY, DECEMBER 22, 1987 - 8:00 A.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Hall, Justis, Twaler, Sumnerwill MEMBERS ABSENT: Patton MEMBERS EXCUSED: Patton STAFF PRESENT: Shaffer, Schuler, Helling OTHERS PRESENT: LaValley and Scott of Heritage, Marjorie Hayden -Strait, Dewey McGuire, Susan McGuire, Lida Cochran, Doyle Detroit RECOMMENDATIONS TO COUNCIL: None. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: The Archive subcommittee has reviewed the local community produced pro- grams and will be reviewing evaluation reports to recommend to the ICPL and Heritage which programs should be stored and archived. Twaler suggested dividing the cable TV Triannual Review into four areas and assigned a Commissioner to each area, including financial, technical, service, and programming. The timeframes and structure for the Triannual Review were also established. Shaffer gave a history of the Non -Profit Organization (NPO) alternative available to the City. Shaffer discussed three areas of consideration for the BTC to assist them in determining whether an NPO is the best and most viable alternative for access in Iowa City. The three areas included survival of access; level of performance and success of access; and the NPO as a viable alternative. The BTC requested 1986 and '87 financial statements from Heritage includ- ing Heritage's Iowa City income, budget and especially the CPC (Community Programming Center) budget. The BTC endorsed as survey of TCI and Heritage cable systems regarding what they are offering cities in the way of access services and opera- tional costs in new franchises and renewals since January, 1986. Shaffer requested any documentation from Heritage concerning a phone µ survey of Iowa City subscribers and their awareness of Channel 26. LeValley stated this survey showed most cable subscribers were aware of Channel 26. Strait suggested more than one public hearing for the Triannual Review is necessary. She also suggested setting up a transition team and mentioned Richard Brass as one passible consultant in this area. Such a term would 9� Broadband Telecommunications Commission December 22, 1987 Page 2 explore the ramifications of transition should an NPO be recommended. Strait stated she felt mandatory quarterly producer meetings are necessary for community producers. LeValley stated he feels it is not necessary to hold such mandatory quarterly meetings. Susan McGuire reported on a successful voluntary community producer meet- ing sponsored by Access Iowa City, ICPL and Heritage Grant Committees. Dewey McGuire reported Heritage and Arts and Entertainment donated equip- ment and tapes to the ICPL. MEETING CALLED TO ORDER: The meeting was called to order at 8:00 a.m. APPROVE BTC MINUTES: Moved by Summerwill, seconded by Justis, to approve the November 17, 1987, BTC minutes. Unanimously approved. ANNOUNCEMENTS FROM COMMISSIONERS: Hall stated that the Technical and Service Subcommittee did not meet. Bill Blough was not available. Paul LaValley reported that nearly every tape has been viewed by the Archive Subcommittee. The Subcomnittee is now in the process of reviewing the evaluation reports to recommend which tapes will be archived. TRIANNUAL REVIEW III DISCUSSION: Twaler suggested dividing the report into four sections, with each Commis- sioner being assigned to a section. This will allow Twaler and Shaffer to assist where and when needed. The assigned sections are: Financial, Summerwill; Programming, Patton; Service, Hall; Technical, Justis. Each Commissioner is to submit an outline of each assigned area for the January meeting. The outline should include the scope of work to be done, how it will be done, and any problems or questions. The cable TV Triannual Review public hearing was tentatively set for February. All written reports should be turned in by March and reviewed by April with Commission approvals in the month of May or June. NON-PROFIT ORGANIZATION (NPO) DISCUSSION: Shaffer described the NPO as an option the Commission may examine. The City included this option in a contract agreement with Heritage in 1984 twhen hreeareasHeritage of conceronedealh ngswithmthisshaffer option whit h heewillar overesently today. These include the survival of cable TV access in Iowa City; the level of performance of access; and the viability of the alternatives to the cur- rent access operation provided by Heritage. m Broadband Telecommunications Commission December 22, 1987 Page 3 The 1984 Cable Act includes a stipulation that cable companies do not have to provide for access services and access operational expenditures in renewal situations or new franchises. Iowa City's renewal date is 1994. Shaffer suggested it may be helpful for the BTC to know how TCI and Heri- tage are dealing with cities, especially concerning the new franchises and renewals (especially where access services and operational provisions are concerned). Results from this research may indicate what TCI and Heritage have in store for Iowa City at renewal time. Such information may make a decision regarding the NPO an easier one. Shaffer stated that of TCI and Heritage owned cable systems, approximately ten percent in the U.S, go through some type of franchise renewal each year. Shaffer offered to research for the BTC what access services and access operational expenses are being offered by TCI and Heritage to cities in these new franchises and renewals. The BTC requested 1986 and 1987 financial statements from Heritage, especially Heritage's 1986 and '87 income, budget and the CPC's budget. In addition, Shaffer suggested and the BTC endorsed a survey of other TCI and Heritage systems. The purpose of the survey is to determine what access services and operational expenses TCI and Heritage have been offering in renewals and new franchises obtained since January, 1986. Concerning the performance levels and success of access, Shaffer suggested gathering information from the community by means of phone polling or survey. Shaffer suggested that after seven years of access in.Iowa City, there are some experiences to learn from. The original intent of access to be well integrated into the community, well known and used in the community, respected in the community have largely not been met. Shaffer said many citizens have approached him with what they considered to be important needs to be met before access can be successful here, including: facilitating the production of programs for organizations and institutions that need productions done but lack the expertise, staff and time to do it themselves; more programs being played -back on access channels, specific- ally access channel 26; the integration of one-half inch equipment into the CPC facilities (in addition to the three-quarter equipment); better channel identification; and more editing equipment. Shaffer informed the Commission that one thing the NPO alternative probably could not offer is additional equipment because of a set budget stipulated in the transfer contract, which includes $125,000 plus CPI escalator. The visibility of the NPO as an alternative to the current cable company management and operation of access is what the BTC will determine and then make a recom- mendation to Council. The Iowa City Public Library is one entity which has been considered as an NPO candidate. Shaffer addressed and clarified certain items contained in the communica- tion received by the Commission from Lolly Eggers, Library Director. In dealing with the library's concern that the franchise may end by 1991, Shaffer said the City's contract is in full effect until the year 1994. The CPI escalator will be triggered only after the NPO is put into opera- tion. Shaffer agreed with Eggers that beyond the year 1994, there is no guarantee that any money will come from the cable company with regard to support for access services and provisions, that a very careful agreement would be necessary between the BTC, Library and Council if the Library served as the NPO. Shaffer said that a few things not mentioned in the 0 Broadband Telecommunications Commission December 22, 1987 Page 4 packet that were agreed upon by the BTC and the Library were: what qualifications the NPO Coordinator may need; the role of the user Advi- sory Group; the need for the NPO to act as facilitator. Shaffer said that if there were no NPO, access in 1994 may only consist of whatever the City could require in the way of access channel space and perhaps access equipment and facilities. Shaffer stated that to his knowledge, there are presently the equivalent of three and one-half full-time persons employed by Heritage to work with access related functions. LeValley stated these persons also spend time on commercial productions for Heritage. The $125,000 NPO budget does include funds for at least three full-time positions that would spend all their time on access related functions. Paul LaValley commented that Heritage recently conducted a phone survey and found that most cable subscribers are aware of channel 26. Shaffer requested any documentation regarding this survey by Heritage. Shaffer introduced Lida Cochran, former Director of the Visual Scholars program at the University of Iowa who spoke in support of the NPO concept. Shaffer suggested that in order to determine the viability and need for an NPO, three areas the BTC may want to consider include: the survival of access beyond 1994; the current and future levels of performance concern- ing access; and the potential for success of an NPD and that of the cur- rent access management and operation by the cable company. PUBLIC DISCUSSION: Marjorie Hayden -Strait, Community Producer, distributed party invitations. The party will be taped and shown on channel 26. She said that public access and the Community Programming Center need to become separate issues. The population in this community changes at a very high rate. Because of this, she feels for proper communication, the city needs more than one public hearing for the Triannual Review and the NPO. She suggested setting up a consultant service or transition team to explore all other ramifications of transition. Richard Brass was men- tioned as a possible consultant. She is willing to help with other commu- nity awareness forums in order to spread information about access and the Triannual Review matters throughout the community. Regarding public access, Strait suggested letting the paid employees of the CPC hold re- quired quarterly meetings. She feels the community producer volunteers need this time together for proper communication. Susan McGuire, a member of Access Iowa City, reported that Access Iowa City, along with the Heritage Grant Committee and the Iowa City Public Library, co-sponsored the third quarterly meeting. This meeting was purely voluntary. She said that the meeting was well -attended and pro- duced much input. Access Iowa City will be happy to continue and support these quarterly meetings. However, if another company or organization cares to facilitate these meetings, that would be fine too. M 4 M Broadband Telecommunications Commission December 22, 1987 Page 5 Paul LaValley stated that he does not feel it necessary to hold mandatory quarterly meetings. Access Iowa City, along with the Library and Grant Committee co-sponsorship of these voluntary meetings is sufficient from his perspective. Dewey McGuire reported that Heritage and the Arts Entertainment channel donated equipment and tapes to the library. This equipment included a color monitor and a stereo VCR. ADJOURNMENT: Moved by Twaler, seconded by Sumnerwill, to adjourn. Unanimously approved. Adjournment at 9:27 a.m. Respectfully submitted, rew Shaf er fl