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HomeMy WebLinkAbout1988-06-28 Bd Comm. minutesr DRAFT MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION WEDNESDAY, APRIL 20, 1988 - 5:15 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Justis, Hall, Patton, Detroit, Levey MEMBERS ABSENT: None STAFF PRESENT: Shaffer, Schuler OTHERS PRESENT: LeValley, Blough, Marjorie Strait, Stephen Cree, Susan McGuire, Dewey McGuire, Dan Daly, Dale Helling RECOMMENDATIONS TO COUNCIL: None. SUM14ARY OF DISCUSSION AND FORMAL ACTION TAKEN: The City of Iowa City will participate in a satellite tele sponsored by NLC on April 29th, 1988. Justis informed the BTC. The Council indicated the BTC should pursue investigating the NPO management alternative for Channel 26. Ed. Access Channel 27's operation and structure was discussed at some length. The Archive Subcommittee is now finalizing recommendations for which community produced programs should be saved to the Iowa Historical Society and the ICPL. Shaffer reported nine cable related complaints. He also presented a survey of TCI/Heritage cable systems. The survey indicates the majority of access centers run in these companies are operated by NPOs. LeValley presented the CPC Report A record 107 new shows were produced by citizens in the last quarter, and were scheduled for a record 487 cablecast hours. Suggestions for improving the CPC were made, including the addition of an automated playback system, such as the City's and expanding Channel 26's broadcast day. Blough reported continued revenue growth. 600 subscribers have been added since January. Strait reported progress on Video for Special Needs, including a survey to be sent to related groups and individuals. The BTC set up a special NPO discussion session on May 18, 1988. MEETING CALLED TO ORDER: The meeting was called to order at 5:15 P.M. APPROVE BTC MINUTES: Moved by Patton, seconded by Detroit, to approve the March 15, 1988, BTC meeting minutes. Unanimously approved with typo corrections: Patton moved,Detroitseconded. ANNOUNCEMENTS OF COMMISSIONERS: Justis proposed that those present at the meeting may approach the Commis - Sion with comments or questions. Jay I MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION APRIL 20, 1988 PAGE 2 Justis reminded the Commission of the scheduled NATOA satellite telecon- ference which takes place at the Civic Center on Friday, April 29, 1988, at 11:00 a.m, to 1:00 p.m. Iowa City is one of five cities that will be allowed to ask questions of the panelists. The other 4 cities are Tucson, Portland, Miami and N.Y. Shaffer informed the Commission that the teleconference is an attempt to bring cities together to educate them on satellite teleconferencing. This meeting is open to the public. Justis reported on the response from the City Council to the BTC's memo concerning the NPO. Justis said Council indicated the BTC should proceed investigating the NPO alternative. Dale Helling, Assistant City Manager, reported that the Council has not changed their policy or their position regarding the NPO which has always been a positive one. Linda Levey questioned the BTC about the educational access channel agree- ment made between Kirkwood Community College and Iowa City Community School District. Justis stated that the last contract signed expired in 1985. Iowa City still has access to the channel, with a 24 hour notice. Justis briefed the Commission on the current situation concerning Kirkwood and the Iowa City Community School District. He reported that there are costs incurred in using the system, but those costs are rare. LeValley reported the Iowa City School District has requested airing certain tapes on the Iowa City Public Access Channel to avoid transporting the tapes to Cedar Rapids. Dan Daly reminded the Commission that Channel 27 is an educational access channel, not a channel owned by Kirkwood Community College. Justis stated that he feels that the Iowa City Community School District has been less than enthusiastic in retaining control of Channel 27. Susan McGuire commented that it may take a policy against something before any action is seen. Justis suggested more printed materials and tours to help educate the Commission regarding facilities available within the system and to the public. A tour of Heritage is scheduled to take place during the next BTC meeting set for Wednesday, May 18, at 5:15 p.m. ARCHIVE SUBCOMMITTEE: Shaffer reported that the Archive Subcommittee will now be meeting on a quarterly basis. The meeting is scheduled for Monday when they will be finalizing which tapes will be saved by the Iowa Historical Society for archive purposes. Then recommendations will be made to the City Library as to which tapes they may want copied and saved. MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION APRIL 20, 1988 PAGE 3 BTS REPORT: Shaffer stated there were nine complaints concerning cable burial, inter- ference, billing, and CPC performance. There were also several calls concerning rates. One complaint dealt with interference on Channel 27 and Channel 29. All complaints except for billing and interference have been taken care of. Shaffer said that the teleconference would be an ideal time for the Com- mission to provide input concerning City regulation of cable systems. Congress is presently reviewing the 1984 Cable Act. The Commission commented on the Heritage TCI survey. Shaffer stated the purpose of the survey was to determine how the cable companies and cities were dealing with access now and to try to figure out some patterns from that information. The survey indicates the majority of operating access centers in TCI/Heritage cable systems are run by NPOs (Nonprofit organiza- tions). CPC QUARTERLY REPORT: LeValley reported that the comnunity producers produced 107 new shows in the last quarter, which is an all-time record for community programming. These figures indicate that there is currently a great interest in commu- nity programming. LeValley publicly commended his staff in the perform- ance and handling of the CPC. Channel 26 was programmed for 487 hours of programming this quarter which equals 93 percent of available cablecasting time (of the total 40 hours per week). This is not all first-time programming. There were 344 hours of locally produced programning during the current quarter, which is 71 percent of total programning time. LeValley said that this new production percentage was the key to successful community programming. Sixty-nine hours and 42 minutes of programming were reruns. Program schedules on Channel 26 are structured based upon the requests from community producers as to when they want their programs shown. The CPC no longer plans to take on any non -local series or non -local single plays. This is an attempt to keep community programming specific to the community. One exception to this is the airing of Deep Dish pro- gramming. Although this is a peak quarter, LeValley stated that it is hard to predict the next quarter's percentage increases. LeValley pre- sented a draft which showed new programming produced per quarter from June 1986 to March 1988. The graph showed that there is an overall trend of increased community producing. A similar graph was presented showing how many hours per quarter the channel is being programmed. Again, there is an overall increase. LeValley stated that the community producers who had 60 and 120 minute programs are being urged to use the 10:00 p.m. time slot so as to allow longer broadcasting on the access channel after 10:00 p.m. when the CPC closes. MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION APRIL 20, 1988 PAGE 4 Cree stated that an automatic playback machine like the City's would greatly benefit the community and the CPC. Shaffer said that only one tape has been destroyed by the automatic play- back machine the City owns in the last two years. LeValley said that CPC has had many interns from the University of Iowa who have been responsible for cablecasting on the channel. Volunteer help has been greatly used in the past, yet this does not help the cablecasting after closing hours. Shaffer commended LeValley on the quarterly report. Cree suggested to the cable company and the BTC that the Commission hiring of another employee is necessary to program the channel any more hours. Detroit suggested expanding broadcast days in order to increase viewership. HERITAGE REPORT: Blough reported that revenues have continued to grow. Heritage's first quarter franchise fee payment to the City will be $27,000. Heritage has gained 600 new subscribers despite the rate increases. Heritage has been experiencing some power line noise in Channel 2, Channel 4 Rock Island, and Channel 6 Davenport. Heritage is in the process of switching maintenance. The maintenance will be performed between the hours of 3:00 a.m. to 7:00 a.m. This preventive maintenance system sweep, will be interrupting service for a short time. VIDEO FOR SPECIAL NEEDS VIDEO TRAINING: Strait announced that she had spent the weekend in Peoria, Illinois, and attended the Conference of the National Federation of Local Cable Programmers. The conference provided great opportunities to learn things such as organizational management and public relations. The conference allowed the participants to tour the Public Access Center in East Peoria, Illinois. Strait reported that the national conference will be in Tampa sometime in mid-July. Strait has been doing interviews with individuals who are knowledgeable in handicapped training including Barry Bratton, U of I Instructional Design Department, and Bob Barron, U of I Hospital School, Division of Develop- ment Disabilities. The Special Needs Video Subcommittee now has a survey to ask the relevant questions involved. Agencies that are labeled as serving the disabled will receive the survey and will be encouraged to spread the information throughout the community. 9a8 MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION APRIL 20, 198o PAGE 5 Strait estimated that approximately $250 and 85 hours of her time has been put forth in special needs video training. TRIANNUAL REPORT: Hall stated that all members had used a different format and proposed reorganizing the report into the same format. Speaking of the 1984 Cable Act, Shaffer stated that the cable companies can be required by cities to provide facilities and channel space for Public Access. They cannot be required to provide services or operational expenses for Public Access. Blough added that the Cable Act clearly indicates that cities can go to five percent franchise fees. One of the uses of this fee would be to fund cable access. Blouh added that the burden of proof now rests on the City to show why they do not wish to renew a franchise. In the past it has been difficult for cities to prove this. NPO: Detroit motioned on delaying NPO discussion until the next meeting so as to get more information and notify the public to allow more to attend for that discussion. The Commission agreed on spending additional time on the NPO issue. The Commission will meet on May 18 at 4:15 p.m. at the Civic i Center to discuss NPO issues. The next regular meeting is scheduled for May 18 at 5:15 p.m. LeValley offered his assistance to the Commission concerning the NPO. The Commission may submit questions in writing and LeValley will respond. ADJOURNMENT: Moved by Justis, seconded by Levey, to adjourn. Unanimously approved. Adjournment at 7:00 p.m. 6aff4er Respectfusubmitted, I I DRAFT MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION MAY 18, 1988 - 4:15 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Justis, Hall, Levy, Patton MEMBERS ABSENT: Detroit STAFF PRESENT: Shaffer, Helling OTHERS PRESENT: Susan McGuire, Marjorie Strait, Stephen Cree, Chuck Scott, Gloria Williams, Dan Daly, Dewey McGuire RECOMMENDATIONS TO COUNCIL: None. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: The BTC discussed the NPO (non-profit organization) management and operational alternative to the current cable company management of Public Access Channel 26. The Commission members present (Justis, Levy, Patton and Detroit by memo) indicated an interest in following up on the NPO alternative. A variety of questions and issues concerning this matter were raised, including whether there were funds available for consultant jassistance in this process, that all interested organizations should be considered for the NPO functions; where funding would come from for the NPO beyond 1994 when the cable company funding ceases; who would be responsible for adding and maintaining video equipment for the CPC; developing a RFP (Request for Proposals). LeValley announced his resignation from the CPC and Heritage due to other job offers. The BTC suggested several changes to the Triannual Review Report draft, which will be incorporated. Marjorie Strait reported progress by the Video for Special Populations Committee. The BTC held an executive session on the City/Heritage litigation. 6 I F MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION MAY 18, 1988 PAGE 2 MEETING CALLED TO ORDER: Meeting called to order at 4:15 P.M. Rillial- dw4mi�7:)11 The BTC discussed the NPO alternative for management and operation of Public Access Channel 26. A NPO educational packet was distributed by Shaffer. The viability and feasibility of this NPO alternative was a major topic of discussion. Because Detroit could not attend the BTC meeting, she furnished a memo to the BTC concerning her input _on this topic. This memo was read by Shaffer and a copy is attached to these minutes. Briefly, Detroit's memo was supportive of the NPO alternative. Motion by Patton, seconded by Levy, to make Detroit's memo a part of the minutes. Justis reiterated the Council's affirmation for the BTC to consider the NPO alternative. Justis queried the BTC about each felt about the NPO alternative. All Commissioners present (Patton, Levy, Justis) agreed the NPO appears to be the best route to take. Justis queried whether the assistance of a consultant is appropriate. The BTC requested that Shaffer supply information about the availability of funds from the City cable operation to hire 'such a consultant. Nelling indicated that while City Council has indicated in the past that the City cable operations should be self sufficient, at the same time Council has indicated all cable revenue will be spent for cable related activities. If the BTC believes funds for something are necessary that are not budgeted for, the Commission should make that recommendation to Council. 9 MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION MAY 18, 1988 PAGE 3 Levy inquired whether community producers and groups such as Access Iowa City (AIC) could help supply the BTC with NPO related documents, materials, questions, etc. Several Commissioners suggested all interested organizations should be considered for the NPO function. Levy suggested some caution in consider- ing tying up City general funds regarding supporting the NPO; that future funding beyond 1994 when the cable company's funding ends needs to be considered; and that from her perspective a grass roots support is necessary for its survival. Levy raised other questions regarding whether the current space in the Iowa City Public Library will continue to be available for NPO/Public Access usage and who will be responsible for purchasing and maintaining additional video equipment. Shaffer suggested the development of an RFP (Request for Proposals) with appropriate guidelines and questions could be one first step, if the BTC determines the NPO is the best route to take. A public forum could be held regarding the RFP. Evaluations of the RFP response proposals from interested organizations could be a basis from which the BTC could determine who the best NPO candidate is. Levy suggested the BTC make a recommendation to Council regarding a minimum level of support (if any) the City should commit to regarding an NPO beyond 1994 and establishing criteria for the RFP and the performance standards to be included in that RFP. Hall suggested, in terms of a feasibility or investigative work on the NPO, that it would be very difficult to project what will happen in five years. He suggested to recommend to Council to either give the go-ahead or not to go-ahead with the NPO idea based on certain criteria. He also im MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION MAY 18, 1988 PAGE 4 suggested letting interested organizations come forth with their ideas on the NPO and future funding. Levy and Justis suggested the next five years will be a trial period for any NPO to see how much community support they can garner, financially and otherwise. Hall requested Justis and Shaffer draw up a "job description" for the NPO/Access Subcommittee. It was decided Levy and Detroit will meet as the NPO/Access Subcommittee and may make initial meetings and contact with possible consultants. NPO REPORT: Justis gave a synopsis of the NPO work session. BTC DISCUSSION: None. Susan McGuire complimented the BTC on tackling the difficult NPO issue and said she look forward to watching their progress on this matter. LeValley announced his resignation from Heritage. His last day will be June 17, 1988. LeValley was complimented for all his hard work and contributions to the CPC. MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION MAY 18, 1988 PAGE 5 The BTC made many suggested changes in the current triannual review draft, which Shaffer will incorporate. Also a draft copy will be sent to Twaler in the event he would still like to participate by writing an introduction to the Triannual Review Report. VIDEO FOR SPECIAL POPULATIONS• Strait reported progress in further meetings with interested individuals and organizations and said that surveys will be sent to organizations interested in the kind of services this group is studying and developing. z_ECU_T_I E SESSION: Levy motioned that the Broadband Telecommunications Commission go into executive session, as outlined in the Iowa Open Meetings Law, Section 21.5, to discuss strategy with Council in matters that are presently in litigation or where litigation is imminent, where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation. Seconded by Patton. Levy, Hall, Justis and Patton all voting aye. ADJOURN: Moved by Hall, seconded by Levy to adjourn. Unanimously approved. Adjournment at 6:30 P.M. Respectfully submitted, Drew Shaffer 9a� 5--16-99 TOs The BTC FROMs Doyle Detroit REs NPO management of the CPC Once again, I apologize for missing this month's meeting. Because I can't be present, this memo will serve as my input for the work session before the meeting. I am strongly in favor of NPO management of the CPC at this time. My sense of the situation is that this is a natural development in the growth cycle of the access center. Up to this point, the center has flourished under management provided by the company. With the change in legal status of public access, I believe that the management must also change, and that new sources of funds and public support need to be developed in order to ensure the further growth of access. An NPO can apply for grant money or request in-kind assistance from local businesses in ways that a company -managed center cannot. This financial advantage, though it does entail some risk, is the strongest reason to change management. When I do volunteer video work in the community, I find that people have the preconceived notion that I get paid to make television shows for Channel 26. Usually at least once on each project, I have to explain the basics of public access to the people I am working with. NPO management would change the public's view of the centers currently it is seen as part of the company and thus takes on all the expectations that one would have a service of the company. One expects HBO to be broadcast perfectly because it is the company's responsibility to do so, but the expectations for an access center used by a large volunteer population have to i be different. Under a new system of management, both the NPO employees and the community might see the center more as they view the WRAC or the Senior Center. (I do recognize that this change in perception will not happen immediately, but I think with different management, such a change in perception is inevitable.) This redefinition is important, because the Iowa City community has not yet realized the full value of access. Until they feel it is a community agency and not a part of a company, they will not truly see it as theirs. In addition, this change in point of view may enable to community to realize added value from access. Many community organizations have been given a basic orientation to public access through the current management, but very little followup has been done to see if the needs of each group have been met, or even just to see if projects were completed. Followup will build connections between the center and the community organizations it serves, which may benefit the center later with fundraising or grant applications or in-kind contributions to the center. I would like to be part of the NPO subcommittee, if the BTC convenes one. I don't believe that each and every detail needs to be handled by the BTC as a whole. I do think that a management transfer can be handled with a minimum of trauma, possibly by designing a time period of joint management between the company and the NPO. I have at other times stated that I think a freestanding NPO may be the beat choice, but the final decision as to which NPO would be best depends on the management proposal. The most important thing is to ensure that the badly needed space and staff will be added soon. M1001 MINUTES HOUSING APPEALS BOARD TUESDAY, MAY 10, 1988 IOWA CITY PUBLIC LIBRARY - ROOM A MEMBERS PRESENT: Gary Watts, Al Hulse, Ruth Dawson, Mary Pardon, Bob Stadtlander, Ben Moore, Ralph Coty STAFF PRESENT: Ron O'Neil, Steve Faga OTHERS PRESENT: Frank Alexander SUMMATION OF HEARING: 2 North Governor Street 1. 17-5.N.(4). Ceiling Heights. Variance granted. 2. 17-5.I.(2)(g). Door Heights. Variance granted. CALL TO ORDER: Chairperson Watts called the meeting to order at 8:33 a.m. Moore moved to approve the minutes of the April 12, 1988, meeting. Dawson seconded the motion. The motion to approve the minutes passed unanimously. ELECTION OF OFFICERS: The Bylaws of the Housing Commission and Housing Appeals Board provide for the election of the Chairperson and Vice -Chairperson annually at the May meeting. This was the first item of business to be conducted by the Board. Watts called for nominations for the position of Chairperson. Dawson nominated Moore. Hulse seconded the motion. As there were no other nominations, the Commission cast the unanimous ballot by voice vote. Watts called for nominations for the position of Vice -Chairperson. Moore nominated Dawson, Coty seconded the nomination. The Commission cast the unanimous ballot by voice vote. Moore assumed the Chairperson position for the remainder of the meeting. DISCUSSION TO HEAR APPEAL OF 2 NORTH GOVERNOR: O'Neil stated the Board must decide if they prefer to re -hear the appeal. He explained that normally the next step after a variance is denied would be to pursue the violation at the District Court level. Since Mr. Alexander contacted Mr. Watts and was directed to resubmit the appeal, it was scheduled on the agenda for consideration. Watts made a motion to re -hear the appeal. Dawson seconded the motion. The motion was passed on a unanimous vote. 9a9 MINUTES HOUSING APPEALS BOARD MAY 10, 1988 PAGE 2 DISCUSSION OF 2 NORTH GOVERNOR STREET: Mr. Alexander was sworn in by Moore. Moore explained the reason the variances were denied originally was the Board was following precedent as it pertains to door heights and ceiling heights. Mr. Alexander stated that the property is in the same condition now as when he bought it in 1984. He did not add the rooms in the basement. When he bought the property, it had a rental permit. He did not realize that the permit included only habitable space on the first floor. As stated at the last meeting, O'Neil said the property as it was inspected in 1984 included only the first floor as habitable space. O'Neil stated that the property as it is now being used is not over -occu- pied according to the Housing Code. Mr. Alexander stated that he had estimates for correcting the other viola- tions, but wanted to wait for the Board's decision before investing any more money in the basement area. Watts made a motion to grant variances for 17-5.N, Ceiling Heights, and 17-5.I, Door Heights. The motion was seconded by Hulse and approved by a unanimous vote. O'Neil informed Mr. Alexander that a building permit would need to be obtained to correct the other violations cited in the basement area. Moore asked for a motion for adjournment. Watts moved to adjourn the meeting. Pardon seconded the motion. The motion passed unanimously with adjournment at 8:46 a.m. Minutes submitted by Ron O'Neil. '/ P ! (77 o re, Chairperson RonO'Neil,ppea s oar ecretary Elm, j MINUTES IOWA CITY HOUSING COMMISSION MAY 10, 1988 IOWA CITY PUBLIC LIBRARY - ROOM A MEMBERS PRESENT: Watts, Moore, Dawson, Parden, Hulse, Stadtlander, Coty MEMBERS ABSENT: None STAFF PRESENT: Barnes, Milkman, Seydel, Stroud OTHERS PRESENT: None RECO144ENDATION TO COUNCIL: None. MEETING TO ORDER: 9:00 a.m. MINUTES: Milkman requested an addition to the Discussion of Paint/Siding Loans. Minutes of April 12, 1988, were corrected as follows: (underlined) This year approximately $15,000.00 has been allocated for paint/siding loans. There is not a long waiting list. Milkman requested that persons whose income falls between the 80-100% median income be given a low priority for those loans. Paint/Siding loans for this income group are low-interest, 7% for five years up to 5,000.00. Housing Commission members expressed an interest in approving these loans. Motion to approve the corrected minutes were made by Moore. Seconded by Dawson, carried 7-0. ELECTION OF OFFICERS: Motion to appoint Moore as Chairperson and Dawson as Vice -Chairperson was made by Parden, seconded by Hulse, carried 7-0. HOUSING/RENTAL REHABILITATION: - Barnes 617 Keokuk Court - Housing Rehabilitation Deferred Payment Loan/Life Lien Barnes stated this property is owner -occupied. Amount requested is $14,500.00. Owner is a handicapped, elderly widow. Functional Home Designers provided recommendations for changes needed in the home so that the handicapped person can remain. Included is an emergency alarm system because the owner is deaf. Although owner has chosen to have the bathtub converted to handicapped accessible, discussion among the Commission members included the feeling that a handicapped accessible walk-in shower would be better in the long run and that staff express this concern to the owner. Motion to approve loan in the amount o f$14,500.00 was made by Stadtlander, seconded by Dawson, carried 7-0. 93� 9 Iowa City Housing Commission May 10, 1988 Page 2 847 Rundell - Housing Rehabilitation Deferred payment Loan/Life Lien Barnes stated this property is occupied by an elderly couple, one person is partially handicapped. Amount requested is the maximum, $22,000.00. Motion to approve the loan in the amount of $22,000.00 was made by Watts, seconded by Coty, carried 7-0. OPEN MEETING LAW - ANNUAL DISTRIBUTION OF RESOLUTION: Resolution No. 86-7, passed January 14, 1986, states that a copy of the resolution be distributed to Commission members annually. COORDINATOR'S REPORT: Public Housing rental income for April, 1988, was $10,721.00. There will be four move -outs the end of May/June. The siding of three houses has been completed. Twelve units have been painted. Bids are out for the maintenance vehicle. Section 8 Housing Assistance Payments for May, 1988: 140 Vouchers - $38,092.00 470 Certificates - $105,879.00 Seydel stated that of the additional 75 Vouchers, 38 have started as of May 1, 1988, so far. Thirty-two (32) new applications were submitted for approval. Seydel, Henderson and O'Malley went to Champaign -Urbana, Illinois, to observe the computer system there. Seydel projects $12,000.00-$18,000.00 to purchase four additional units for Iowa City. DISCUSSION: Milkman stated that the new manuals have been distributed. She also stated that HUD would be monitoring all housing rehab programs the week of May 15, 1988. ADJOURNMENT: Motion to adjourn at 9:40 a.m. was made by Stadtlander, seconded by Hulse, carried 7-0. 930 MINUTES ARMS FORMAL MEETING PLANNING & ZONING COMMISSION MAY 19, 1988 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Clark, Cook, Dierks, Hebert, Scott, Wallace MEMBERS ABSENT: Cooper STAFF PRESENT: Beagle, Boyle, Moen, Kritz RECOMMENDATIONS TO COUNCIL: 1. Recommend approval of a request submitted by William J. Boyd for approval of a final plat of A Resubdivision of Highland Heights Subdivision, a 45 -acre, 5 -lot residential subdivision located approximately two miles north of Iowa City. (5-8815) 2. Recommend approval of a request submitted by Donald K. Wood for approval of the preliminary plat for Petersen Second Subdivision, a 10.37 -acre, 7 -lot residential subdivision located approximately 0.5 miles east of Iowa City on Rochester Avenue. (5-8816) 3. Recommend approval of an application submitted by Hunter's Run Development Company for final plat approval of a 12.315 -acre, 25 -lot residential subdivision known as Hunter's Run Subdivision, Part Four. (5-8811) 4. Recommend approval of a request submitted by Rapid Creek Farm Parntership for final plat approval of Rapid Creek Ridge, a 142.49 - acre, 46 -lot residential subdivision located approximately 1.5 miles north of Iowa City on Highway 1. (5-8819) 5. Recommend approval to vacate portions of Capitol and Bloomington Streets. (V-8801) CALL TO ORDER: Chairperson Scott called the meeting to order at 7:36 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public discussion. CONSIDERATION OF MINUTES OF MAY 5, 1988: Wallace moved to approve the minutes of May 5, 1988. Hebert seconded the motion. The notion carried 7-0. ZONING ITEMS: 1. 2-8807. Public discussion of a request submitted by Patrick J. Green to rezone property located on the south side of Lower Muscatine Road between Deforest Avenue and Sycamore Street from RS -5 to RS -B. The Muscatineerty aRoad. �45rdayBlimitati0on period:18June1225and 1988.)1831 Lower 93� Planning & Zoning Commission May 19, 1988 Page 2 Moen reported that Mr. Green owns the property at 1813 Lower Muscatine Road and wishes to convert the residential dwelling on the lot to a duplex. The property is located in the RS -5 zone in which duplex units are not permitted. Because the characteristics of the applicant's property are indistinguishable from those of adjacent property, rezoning only this lot from RS -5 to RS -8 is not warranted. The applicant, therefore, appeals to the Commission to recommend in favor of rezoning all of the lots on the south side of Lower Muscatine Road between Sycamore Street and DeForest Avenue from RS -5 to RS -8. Based upon information staff has received from the City Assessor's Office, it appears that three of the six lots under consideration, including the applicant's, exceed the 8,700 square foot minimum lot area required to establish a duplex in the RS -B zone. A structure, accessory to a residential use on Sycamore Street, occupies one of these lots. The remaining five lots are occupied by single-family residences. Three of the dwellings are owner -occupied, and one also houses a photographic studio, as a home occupation. The City's short- and long-range development plans for the block under consideration call for residential land uses at a density range of 2-8 dwelling units per acre. The RS -5 zoning designation is conistent with that land use classification. The reasonableness of this land use classification in this area is reinforced by the actual use of existing structures within the block as single-family dwelling units even though the properties are exposed to commercial uses across the street. There is no information available to suggest that conditions exist which mitigate against continued use of homes within the block for single-family residential dwelling unit purposes. No changed circumstances or situations have been noted within the commercial zone across the street or within the immediate neighbor- hood that make RS -5 zoned, single-family residential use of the property burdensome. As noted, the block is predominantly an owner - occupied, single-family residential use. Based on information available, it appears that the RS -5 zoning classification permits the continued reasonable use of the property and serves to conserve and protect the predominance of single-family dwelling unit uses within the block. Staff recommends that the request to rezone property located at 1807, 1809, 1813, 1819, 1825, and 1831 Lower Muscatine Road from RS -5 to RS -8 be denied. Cook asked whether traffic volume was a consideration in staff's thinking of whether this rezoning application was proper or not. Moen replied that yes, traffic volume was one consideration when staff looked at this application, but in and of itself, traffic volumes cannot be the sole consideration for rezoning requests in this area. Pat Green, R.R. 2, Oxford, stated that the traffic from the commercial uses across Lower Muscatine Road is a danger to children and pointed out that there have been no children residing in the houses in question for a number of years. Green pointed out that the 70/ Planning & Zoning Commission May 19, 1988 Page 3 traffic volume in this area makes the utilization of these lots difficult for single-family residences. Scott asked Mr. Green if five of the six homes were currently being used as single-family residences and also owner -occupied or rental in terms of Iowa City ordinances on occupation. Green replied that yes, in terms of both owner -occupied and rental, five of the six homes were being used as single-family. Clark asked whether there had been long periods of vacancy in the houses used as rentals. Mr. Green replied yes, and pointed out that the house next door to his was vacant for two years at one time. Kurt Walters, 1819 Lower Muscatine Road, stated that he owns and lives in the house next door to Mr. Green and would like to see the properties rezoned to allow duplexes. Scott asked staff what the reaction has been from other property owners affected by this application. Moen replied that letters to all property owners in question were sent out and as yet have received no comments back. The Commission discussed possible courses that the Commission could take regarding this item and sought additional information from the applicant concerning the attitudes of property owners toward this rezoning request. Mr. Green verbally waived the 45 -day limitation period. Clark moved to defer item Z-8807 to the June 16, 1988, Planning and Zoning formal meeting. Dierks seconded the motion. Wallace stated that she would vote against this rezoning. The motion carried 6-0. DEVELOPMENT ITEMS: 1. S-8815. Public discussion of a request submitted by William J. Boyd for approval of a final plat of A Resubdivision of Highland Heights Subdivision, a 45 -acre, 5 -lot residential subdivision located approx- imately two miles north of Iowa City. (45 -day limitation period: May 30, 1988.) Beagle reported -.that the applicant is seeking final plat approval to establish a 45 -acre, 5 -lot residential subdivision known as "A Resub- division of Highland Heights Subdivision." The proposed plat is in compliance with the subdivision regulations and the design of the approved preliminary plat. Legal papers for the subdivision have been submitted and are currently under review by staff. Beagle suggested the Commission dispense with receiving authorization from the Johnson County Health Department for the current County subdivisions before the Commission tonight. He was unaware, at the Monday informal meeting, that the Health Department had requested to be notified of County subdivision proposals within Iowa City's extraterritorial jurisdiction. We are currently working out a mechanism by which the Health Department will review and comment on water and sewage disposal proposals for subdivisions in the future. Staff recommends approval of S-8815 subject to approval of legal papers and approval by Johnson County Health Department of individual septic systems. 93/ Planning & Zoning Commission May 19, 1988 Page 4 Wallace moved to approve item S-8815 subject to approval of the legal papers and correction of the legal description on the plat. Hebert seconded the motion. Clark asked whether a procedure for establishing fire ratings could be instituted that would simplify the process so as to eliminate the need to have fire ratings as a discrepancy. Beagle explained the present process for receiving fire ratings and what establishing one entailed. Clark replied that there must be a more efficient method to eliminate any wasted time because a fire rating has not been established for a subdivision. Beagle replied that he would look into that possibility but stated that normally a fire rating is based on a subdivision by subdivision decision depending on what fire district that particular subdivision falls into. The motion carried 6-0. 2. S-BB16. Public discussion of a request submitted by Donald K. Wood for approval of the preliminary plat for Petersen Second Subdivision, a 10.37 -acre, 7 -lot residential subdivision located approximately 0.5 miles east of Iowa City on Rochester Avenue. (45 -day limitation period: May 30, 1988.) Beagle reported that on behalf of the balance of the owners in the proposed subdivision, Mr. Donald Wood has initiated an application for preliminary plat approval to officially plata 10.37 acre tract into seven residential lots. Prior to the adoption of subdivision regulations in the county, Henry Petersen apparently started splitting off lots for his daughters and their families. Two (2) of the lots, Lots 1 and 6, have recently been subdivided from the estate through one lot subdivision plats. Otto's First Subdivision, Lot 6, was approved by the County in July 1987. A second one -lot subdivi- sion plat, Petersen's First Subdivision, Lot 1, was approved on May 12, 1988. The owners have initiated application to clarify the description of existing lots, provide for a uniform street right-of- way, and provide for two (2) additional residential lots. The proposed subdivision is located in Area 5 of the Fringe Area Policy Agreement between Iowa City and Johnson County and is within one mile of the eastern corporate limits in which annexation will be considered at such time as City services can be provided. Given the annexation potential for this area, 5-10 years, City rural design standards, level 2, apply to any new development. For roads, rural development standards apply which entails a 60 -foot right-of-way with three (3) inches of compacted rolled stone base with chipseal surface 22 feet wide. Access to all lots will be provided by the improvement of an existing 15 -foot access easement, with crushed rock surface, to rural design standards. The proposed two-laneprivate road, known as Hank's Drive, rougly follows the alignment of the existing easement having a right-of-way width of 50 feet and chipseal surface 24 feet wide. The proposed roadway conforms with the rural design standards except for right-of-way width. The 60 -foot requirement is to enable the retrofit of sewer, water, and sidewalk in the future as necessary. Ten (10) foot utility easements are identified, however, on each side 93/ Planning & Zoning Commission May 19, 1988 Page 5 of the 50 -foot right-of-way. Staff would recommend waiving the 60 - foot right-of-way requirement provided the applicant agrees to submit an easement agreement for the 10 -foot easement enabling the City to install water, sewer, sidewalks, etc. in the future as may be necessary. The proposed alignment will result in the house on Lot 1 being set back approximately 15 feet from the right-of-way line and approximately 5 feet from the utility easement line. There are no physical constraints that would prevent the proposed roadway from being constructed further to the east. At a minimum, the proposed road should be shifted so as to maintain a minimum setback of 20 feet from the right-of-way as would be required for new development located within Iowa City. No new water wells are proposed to be drilled to provide water service to the additional two lots. According to the plat, the existing wells on Lots 1, 3 and 6 will provide water service to existing and proposed lots. Individual septic systems are currently used to provide for sewage disposal for Lots 1, 2, 3, 4 and 6. The septic system for Lot 6 is located outside the lot within a 40 -foot wide private sewage disposal system easement approved with the plat of Otto's First Subdivision. The plat should be revised to include the septic system within Lot 6 or, at the time of final plat approval, submit a private sewage disposal easement with the legal papers to indicate that this easement is reserved for the use of Lot 6. A stormwater management facility is identified on the plat outside the boundaries of the subdivision. It is staff's preference that the subdivision boundaires be redefined so as to include this facility within the subdivision. In the alternative, the easement papers submitted with the final plat will need to clearly tie the facility to the subdivision. Staff recommends deferral pending resolution of the two outstanding deficiencies. Upon resolution of those two deficiencies, staff would recommend approval waiving the minimum right-of-way requirement from 60 to 50 feet provided an easement agreement is included with the final plat. Hebert commented that if there was resistance on the part of the affected property owner to shift Hank's Drive, that an easement agreement would be the best course so as to not hold up a decision on this item. Beagle replied that if an indication is given that it is not feasible to shift Hank's Drive, that would be fine; however, Beagle continued and said there has been additional land added to the south side of Lot 6 already to compensate for the right-of-way now shown for Hank's Drive and if this could be done again, staff would prefer this stipulating thation. evssn Hank'sDriebeshifted edtohemaintain e merits agreater setback. Boyle pointed out to the Commission that consent to plat of all lot owners is required for final plat approval so that it is not necessary to have this discrepancy resolved for prelimimary plat approval. 931 Planning & Zoning Commission May 19, 1988 Page 6 Wallace moved to approve S-8816 subject to submission of a letter establishing a fire rating and a letter of transmittal from the West Branch Fire District, including a letter of authorization including signatures of each property owner in the subdivision. Cook seconded the motion. The motion carried 6-0. Wallace moved to waive the 60 - foot right-of-way for S-8816. Hebert seconded the motion. The motion carried 6-0. S-8817. Public discussion of an application submitted by Hunter's Run Development Company for final plat approval of a 12.315 -acre, 25 - lot residential subdivision known as Hunter's Run Subdivision, Part Four. (45 -day limitation period: June 13 1988.) Beagle reported that on May 3, 1988, City Council approved the rezoning of Hunter's Run Subdivision north of Rohret Road from PDH -5 to RS -5, and also approved an amended preliminary plat of the remaining 57.66 acre tract into 115 residential lots. The proposed final plat is in substantial compliance with the approved subdivision design of the preliminary plat and subdivision regulations. Beagle distributed a letter from Dale Sanderson, applicant's attorney, outlining his understanding of an informal agreement between the City and developer concerning the future acceptance of proposed parkways in Hunter's Run Subdivision. Staff has recommended that the proposed parkway in Part Four not be accepted until 90% of the lots in Parts Four -Nine were developed. This was suggested so that the City did not maintain the proposed parkways until a popula- tion was present to support them. However, now understanding that the developer will not offer a proposed parkway to the City for acceptance prior to their completion (grading and seeding and be in a mowable condition) so would retract its suggested language change concerning the future acceptance of the proposed parkway. Scott noted for the record the receipt of a letter by Dale Sanderson on May 19, 1988, in regard to the dedication of the proposed park- ways. Clark moved to approve S-8817. Hebert seconded the motion. Cook commented that the City budget situation has changed since the time the parkway dedication discussions took place and that the City has been forced to be circumspect before undertaking any new expendi- tures. Cook continued and said that the City should uphold previous agreements and that this subdivision was a good example of why infill development is good from an efficiency standpoint. Clark commented that he felt the language in the parkway dedication documents is still ambiguous and asked whether staff and developers could get together and develop a better mechanism to dedicate parkways in the future. Beagle replied that this was a unique situation in that there wasn't anything written down after the agreement of both parties and that in the future there will be an accurate record of any dedications. The notion carried 6-0. 4. S-8818. Public discussion of a request submitted by Jim Glasgow Construction Company for approval of the final plat for Idyllwild on the Water, a 20.80 -acre, 68 -lot residential subdivision. (45 -day 93/ Planning & Zoning Commission May 19, 1988 Page 7 limitation period: June 13, 1988.) Beagle reported that the City Council denied the preliminary plat due to inconsistencies with the floodplain regulations. The applicant then is requesting that the final plat before the Planning & Zoning Commission tonight be deferred to the meeting of June 16, 1988. Staff likewise recommends that this item be deferred to the June 16, 1988, meeting to determine the most appropriate course of action. Wallace moved to defer 5-8818 to the June 16th meeting. Cook seconded the motion. The motion carried 6-0. 5, 5-8819. Public discussion of a request submitted by Rapid Creek Farms Partnership for final plat approval of Rapid Creek Ridge, a 142.49 -acre, 46 -lot residential subdivision located approximately 1.5 miles north of Iowa City on Highway 1. (45 -day limitation period: June 13, 1988.) Beagle reported that the preliminary plat for Rapid Creek Ridge, which provided for the subdivision of 47 residential lots, was approved by the City Council on April 5, 1988, and was scheduled to appear before the Johnson County Board of Supervisors on May 12, 1988. The design of the preliminary plat was that of a cluster subdivision as permitted by the Johnson County Subdivision Regulations. The dimensional requirements of the zone in which the development is located, in this case RS -3, may be varied provided the density of development does not exceed that permitted in the zone. Land set aside for the travelled surface portion of roadways must be deducted from the site's total land area when calculating the total number of dwelling units permitted. The plat indicates approximately 5.2 acres in total road surface area, which equates to 45.7 lots. The plat identifies 46 lots and will need to be reduced by one lot. However, it was recently learned that there may be additional land that was not used in the calculations of total lots permitted because of the ownership of property in which Highway 1 traverses and so this deficiency may not be applicable. The preliminary plat identified a 60 -foot access easement between Lots 25 and 26 for a future roadway. This easement was intended to provide for the extension of a roadway from Running Deer Court to the east in the event the adjacent property is developed. The plat indicated, however, that its improvement is tied to the annexation of the subdivision by Iowa City. The final plat does not reference the future improvement of the roadway, but, continues to identify the 60 - foot easement which is now shown between Lots 24 and 25. The legal papers should clearly indicate when the improvement of this roadway is required. Staff had recommended that its improvement be tied to the development of the property to the east and/or annexation. The Commission, however, elected to have the road improvement tied only to annexation. Similarity exists in the street names between the two separate portions of this development. So as to eliminate confusion and delay for emergency service providers, street names between the two portions should be separate and distinct. For example, if the double 93� Planning & Zoning Commission May 19, 1988 Page 8 cul-de-sac named Rapid Creek Bend and Running Deer Court in the north half was changed to Running Deer Place, streets in the northern portion would be similarly named Running Deer with streets in the southern portion similarly named Rapid Creek. Staff recommends that the final plat of Rapid Creek Ridge be approved upon resolution of the deficiencies and discrepancies previously listed. Larry Schnittjer, MMS Consultants, stated that in regard to the deficiency that there wasn't enough land for 47 lots, additional area may be available by ownership of land on which Highway 1 traverses. The street names will be changed as requested and the stormwater management easement will be noted on the plat. Schnittjer requested that the Commission approve the plat tonight subject to staff's final review of a revised plat for the three deficiencies and the approval of legal papers. The Commission discussed the procedural implica- tions of approving this item at tonight's meeting. Cook moved to recommend approval for the final plat of Rapid Creek Ridge as submitted with changes to show sufficient area to support 47 lots, street name changes and identification of the storswter management easements and subject to approval of these changes by the City's Planning staff; and approval of legal papers with language stipulating that the 60 -foot right-of-way easement between Lots 24 and 25 be improved only upon annexation. Dierks seconded the motion. Scott noted for the record that the reasons for this extraordinary action was due to time constraints involved with the Commission and the Council meeting and is not intended to set a precedence. The motion carried 6-0. OTHER BUSINESS: V-8801. Public discussion of the vacation of portions of Capitol and Bloomington streets. Beagle reported that the City of Iowa City and the University of Iowa have agreed that mutual need for additional storage for potable water, a parking facility, and a chiller plant are best provided through a facility incorporating all three projects on land owned by the University and right-of-way owned by the City near the City'$ water treatment plant on Madison Street. The facility will be funded by the City and the University and operated by the University. The right-of-way shown on the attached plats is needed for construction of the project. Upon vacation, the right-of- way described will be conveyed to the University. Only University property abuts the right-of-way; no private property access is diminished by the vacation. The staff recommends that the right-of- way described on the attached plat labeled Exhibit 1 and 2 be vacated. Cook moved to vacate portions of Capitol and Bloomington streets. Hebert seconded the motion. Cook commented that he agreed with the vacation of streets because one, Bloomington is dangerous in this area due to its extreme grade and the limited sight distance at the top of Bloomington where it intersects with Capitol and two, the cooperation between the City and the University is something to be fostered whenever possible. Scott commented that he does not agree ?J/ Planning & Zoning Commission May 19, 1988 Page 9 that the structure could not have been designed so as to not close another city street. The motion carried 5-1, Scott voting nay. 2. Planning and Zoning Commission Information. Beagle handed out a future meeting schedule and additional information on the Foster Road and North Dubuque Street warrant study. Clark moved to adjourn the Planning A Zoning Commission meeting. Hebert seconded the notion. The motion carried 7-0. The meeting adjourned at 9:30 p.m. Minutes submitted by Kyle L. Kritz. Approved by: G t 1�, L, - Kenneth Kenneth Cooper, Secretary 93i MINUTES PARKS & RECREATION COMMISSION MAY 11, 1988 MEMBERS PRESENT: Dotson, Henry, Hesse, Hradek, Malloy, Steinbrech, Watson, Weideman, Willis STAFF PRESENT: Trueblood, Moran, Howell, Kriz FORMAL ACTION Moved by Dotson seconded by Malloy,to approve the agenda - - TAKEN: as written. Unanimous. Moved by Henry seconded by Hradek to aoprove the minutes of the April 13 1988 meeting with the following corrections page 1 paragraph 3 line 1 Moved by Willis seconded b Dotson that the Commission. . - and page 1 paracrap line 11 "Moved by W1111S. seconded by Dotson.. . . Unanimous. NON-RESIDENT Trueblood reviewed the current non-resident fee policy. FEES: The non-resident fee charged for various activities and programs was discussed. Staff will compile information as to what activities and programs where a non-resident fee is charged and not charged, information from other communities regarding their non-resident fee policy, and revenue generated from non-resident fees. PARK TOUR: Points of interest for this year's park tour were discussed. The park tour will be Saturday, June 18, beginning with a short meeting at 8:00 a.m., followed by tour. GRAND OPENING The grand opening festivities for the Mercer Park Aquatic FESTIVITIES: Center and City Park pool were discussed. PARKS & Willis reported the Parks and Recreation Foundation was RECREATION in the process of designing the cover, writing the text, FOUNDATION: and raising the money to pay for the gift catalog. RIVERFRONT Hradek reported the main topic of the last Riverfront COMMISSION: Commission meeting was discussion of the proposed Idyllwild Subdivision. The only parks and recreation issue may be possible flooding of Terrell Mill Park and City Park. CHAIRMAN'S Steinbrech asked if the Commission members liked the REPORT: early 5:30 p.m. meeting time. The Commission members indicated favorable response. 9,3z E DIRECTOR'S Trueblood reported on the following items: REPORT: Mercer Park Aquatic Center: The Department received final approval to purchase the automated pool blanket. At last month's meeting it was indicated the cost for the electrical work would be $5,000. The quote received from the electrical contractor was $19,400. Lof Energy Systems stated if the City would add $5,000 to their contract they would take care of the electrical work. Originally it was projected we would receive $35,000-$50,000 from sales tax refunds. The latest report is that we have received $54,000, with additional money coming in. Therefore, we should not have to borrow from the Parkland Acquisition Fund. Mike Kennedy has been hired as the Maintenance Worker II for the facility. Currently, he is the night maintenance supervisor for the parking ramps. Master Card/Visa: The Recreation Division will start accepting Master Card and Visa in the near future. OTHER Steinbrech inquired if there would be additional full BUSINESS: time staff hired for the Mercer Park Aquatic Center. Trueblood stated Janet Ellerbrock, the Aquatics Supervisor, would be in charge of the facility as well as the entire aquatics program, and also stated his concern that we may be understaffed, particularly in the maintenance area. Willis inquired about the progress of the sewer plant project, and the possible parks and recreation complex. Trueblood stated the City was progressing, with some contracts having been signed for the treatment plant project, but no new progress to report concerning the parks and recreation complex. Watson stated the exit "ramp" of the parking lot off Scott Boulevard was too steep of an incline and became slippery when wet. Trueblood stated he would contact the Engineering Division to see if they could gravel and level the exit ramp. ADJOURNMENT: Moved by Malloy, seconded by Henry, to adjourn. -2- 93� 9 MINUTES SPECIAL MEETING HISTORIC PRESERVATION COMMISSION WEDNESDAY, MAY 4, 1988 - 7:30 P.M. ROOM B, IOWA CITY PUBLIC LIBRARY MEMBERS PRESENT: Russell, VanderWoude, Kern, Licht, Scott, Cook MEMBERS ABSENT: Sierk STAFF PRESENT: Beagle, Elmer CALL TO ORDER: Chairman Russell called the meeting to order at 7:30 p.m. REVIEW OF APRIL 20, 1988, MINUTES: Russell asked if there were any corrections to the April 20 minutes. Licht noted the misspelling of her name in the bottom paragraph of page four. Her name is spelled Licht, not "Leicht." VanderWoude moved to approve the April 20, 1988, minutes. Scott seconded. The motion carried unanimously. INTRODUCTORY ITEMS: Russell welcomed Sue Licht as a new member on the Commission. He then noted that his preference is to have ad hoc, rather than formal, standing committees. Russell reported that at the City Council meeting of May 3, Mayor John MacDonald made a formal proclamation designating the week of May 9 as Historic Preservation Week. Russell circulated a copy of the proclamation for Commission members to see. DISCUSSION OF FINAL PREPARATION FOR HISTORIC PRESERVATION AWARDS PROGRAM: Russell asked what the status was on the mailing of invitations for the awards program. Beagle said that the invitations had been sent out. He noted that the cost of typesetting, printing and postage was $60 and was paid by the Commission out of the Margaret Nowysz Fund account. Beagle said that 335 invitations have been mailed out to -date, including invita- tions to City Council, Board of Supervisors, City and County Administra- tion Staff, City Planning Department, this Commission, the Chamber of Commerce mailing list, the Baker and Whipple families associated with the dedication of the windows, Nowysz Associates, and Friends of Preservation. Russell requested that Beagle provide the Commission with the dollar and cents figures for Commission expenditures relating to the awards program next month. Beagle noted that the press release regarding the awards program had not been released yet in the Iowa City Press -Citizen. He promised to call Martha Miller to check on its status. Russell suggested having a notice of the Mayor's proclamation printed along with the press release. Russell also suggested having a list of which people performed which activities in 933 9 Historic Preservation Commission May 4, 1988 Page 2 preparation of the awards program put in the program file for reference in future years, and to preserve the mailing list for the file as well. Russell said it was his understanding that members of Friends of Preserva- tion agreed to handle the building and refreshments for the program. He asked Beagle if that had been confirmed with Carol Christiansen. Beagle said that it had not been confirmed with him, but that was also his understanding. Russell said he would double check with Friends of - Preservation the next day. Russell asked who would take care of setting up the slides, screen and projector. Beagle noted that there was a screen available at Old Brick and that the only possible setback would be blocking out exterior lighting. He suggested setting up the projector at 3:30 p.m. He promised to make sure an extension cord would be available. Russell asked the Commission for feedback on the idea of having nametags for the judges, Board of the Friends of Preservation, Commission members and certain guests. He asked if the Commission thought this would be appropriate. The consensus was that it would be a good idea to have nametags made for these people. Scott suggested that City Council members also be provided with nametags so they would be identifiable and people could come forward and tell them about historic preservation. Russell said he liked the idea and agreed to add them to the list of those receiving nametags. Russell asked if the judges had accepted and if they had received their application packets. Beagle said that they had. Beagle mentioned that he might show the judges the slides before taking them on the tour. He noted that the judges must be back at the planning office to deliberate the final award decisions before the 4:30 awards program. Russell inquired if the Commission would be taking the judges out to dinner. Beagle said that in the past it was customary for the Commission members to take the judges out to dinner. He mentioned that the City would pick up the tab for the judges' dinner. Russell asked about where to take the judges for dinner and who would make the reservations. Beagle said he would be responsible for making the reservations. Cook suggested Season's Best in the Commerce Center for dinner. The consensus was that the Season's Best was an acceptable choice. Russell asked if the judges for the awards program should be referred to as judges or jurors. Beagle noted that they were consistently referred to as jurors throughout the correspondence. Russell said he would prefer to call them judges. Licht said that in various architectural competitions they are referred to as jurors. Scott noted that the awards judging process was more of an evaluative, rather than a legal, judgmental process, and that they (judges or jurors) form a jury of three. He suggested it would be more appropriate to call them jurors. Beagle said the logistics of setting -up for the program needed to be discussed. Beagle asked if someone would be available to pick up the projector and slides and be responsible for setting -up. Cook offered to pick up the projector at the City Planning Office between 3:00 and 3:30 p.m. and set up at Old Brick. 9 33 Historic Preservation Commission May 4, 1988 Page 3 Beagle asked the Commission if they felt comfortable with having the Mayor present the historic preservation award certificates at the June 14 City Council meeting. Russell asked the Commission if they felt it was alright to wait until the June B meeting to discuss the details of this presenta- tion segment. The consensus was to wait until June 8 to discuss these details and get back to the City Council afterward. Beagle suggested that this presentation of certificates might be an opportunity to highlight the properties awarded via slides. Russell noted that this might be too time consuming. Russell mentioned that some questions had arisen regarding the use and administration of the Margaret Nowysz Fund. He said that some contribu- tions had been given to Bill Nowysz for the fund, but that nobody seemed to know what money belonged to whom. He said it was the understanding of the Commission that they would own and administer the fund; however, the Nowysz family may feel differently. Russell noted that Beagle spoke with Carol Christiansen of Friends of Preservation who would speak with Sandy Eskin, a personal friend of the Nowysz family. Ms. Eskin would make a diplomatic inquiry of the situation by speaking with the Nowysz family. Russell said he hoped to receive an answer on this question by next week. Beagle said the award certificates had not been completed but would read something like the following: "The 1988 Preservation Person of the Year Award to Margaret Nowysz in honor of her dedication and personal activities toward historic preservation and henceforth this award shall hereinafter be known as the Margaret Nowysz Award." He suggested that this be concluded by saying "and will be awarded to those individuals who exemplify Margaret Nowysz's commitment to historic preservation in Iowa City." Russell announced a tentative outline for the Historic Preserva- tion Awards Presentation. He suggested having Elizabeth Leach, the keynote speaker, present the certificate to Bill Nowysz, and having Beagle narrate the slide presentation. Beagle agreed to narrate the slides. Cook raised a question about the time of the presentation. He pointed out that 5:15 might be the best time to start the presentation because of people getting off work at 5:00. Russell asked Licht to comment on the number of awards she thought should be presented. Licht suggested having a first and second prize with the rest of the applicants receiving honorable mentions. Scott said that we don't want anyone to depart unhappily from the presentation, and agreed that Licht's suggestion was a good one. Russell suggested it would be appropriate for Beagle to mention to the jurors that first, second and honorable mentions should be awarded. The consensus of the Commission was in agreement with Russell's suggestion. Russell asked if there was anything more that needed to be discussed regarding the awards program. Beagle suggested that whoever gives the closing comments should make sure to reference the June 14 presentation of awards by the Council. Russell asked if any other aspects needed to be covered. Scott suggested having e them publishedoinsthe aIowa City k en of hPress-Citizen. Beaglee awad winners and enotedethatcts , he had v hadtalked 933 L Historic Preservation Commission May 4, 1988 Page 4 with Martha Miller of the Press -Citizen and that she seemed to think the Historic Preservation Awards Program was a great idea and would be anxious to participate. Russell asked Beagle if he would call Martha Miller to plug the event. Beagle agreed to give her a call. COMMISSION REPORTS: Cook reported that the Council decided the building at 615 East Jefferson could not be torn down despite the fact that it had 30 years of deferred maintenance, it was bereft of architectural significance, and was a blight on the block. Beagle mentioned he had just heard that someone was planning on turning this building into a duplex. Russell said he hoped that by the June meeting the Commission can focus on the North Side Historic Preservation District designation. He suggested using the June meeting as a brainstorming session to plot out a schedule for what needs to be done. Russell mentioned the previous suggestion of having a regular Preservation Corner column established in the Iowa City Press -Citizen. Beagle reported that he had met with Richard Thien, the Press -Citizen Editor. Richard Thien had said he did not want to accept any articles that were special interest group oriented. He also had mentioned that groups like this have much "fire and thunder" when they begin, but that six months down the road interest begins to wane as people tire of writing articles. Thien had said he would want a nine-month commitment from the Commission with written articles ready to go. He also would want to see an example article. Beagle noted it would be an uphill struggle to get Thien to agree to printing a Preservation Corner in the newspaper. Russell asked Beagle if he had other matters from the City Council meeting to report on. Beagle circulated an announcement of an Historic Preserva- tion Workshop put on by the Iowa State Historical Society. He suggested a Member's Day, like the one held in Lancaster County, Pennsylvania, by the local Historic Preservation Trust, be considered by the Commission. Cook commented that the Historic Preservation Awards Program invitations were very professionally done. Vanderwoude moved to adjourn the meeting. Cook seconded. The motion carried. The meeting adjourned at 8:45 p.m. Minutes submitted by Stephen Elmer. 9b3 N MINUTES SENIOR CENTER COMMISSION APRIL 18, 1988 MEMBERS PRESENT: Jack Bock, Geri Busse, Lorraine Dorfman, Dorothy Fiala, Bud Gode, Jean Hood, Ruth Wagner MEMBERS ABSENT: Geri Hall STAFF PRESENT: Bette Meisel, Joyce Phelps GUESTS PRESENT: Iva Hilleman, Rosemary Spears, Council of Elders; Lauren Kawer, Sean Keary, Urban Administration Students CALL TO ORDER/INTRODUCTION/PUBLIC DISCUSSION/MINUTES: Jean Hood, Vice Chair, called the meeting to order and introduced the guests. There was no public discussion. Busse moved the minutes be approved as read. Bock seconded. Motion carried, all ayes. COUNCIL OF ELDERS REPORT: Hilleman reported the evening dance for April 22 from 7-9 PM was set. She said Older Americans' Day on May 17 was to be an all -day affair, and everything was taken care of for that day. Hilleman reported the dartboard project was on hold at the present time due to the difficulty in obtaining one. Hilleman said ten candidates have been recruited to run for Council of Elders, but two had dropped out. Replacements are being sought. Hilleman said the flower project had been voted down by the Council of Elders 6-3. Spears reported on the progress of the rural questionnaire. She said they did not have complete results yet, but the majority of the survey partici- pants said they were not retihed yet. She said they expressed interest in using the Senior Center in the future even though their free time now is taken by home, church, and family activities. She said by the next Commission meeting she would have the statistics. Hilleman and Spears gave a brief explanation of the duties and purposes of the Council of Elders for the benefit of the new Commission members. SENIOR CENTER UPDATE: Meisel pointed out the Senior Center usage statistics were higher in March because of all the work and activities planned by the Council of Elders. Meisel said the City Council would appoint the new person to the Senior Center Commission on April 19. 9�� Senior Center Commissiu April 18, 1988 Page 2 Meisel explained that bids on the painting and plastering have been received. She said they were going to start in the exercise and sewing rooms, but would not have all the work done by May 17 (Older Americans' Day). Meisel said it was possible to serve liquor at select functions at the Senior Center provided a liquor license is obtained and the City Manager approves. CHAIRPERSON'S UPDATE: Hood reported that the executive committees from the Senior Center Commis- sion and the Council of Elders had met to discuss the rose project. She said meetings of that kind served a good purpose in that everyone got better acquainted philosophically. Wagner said that she felt the communi- cation and understanding that came out of the joint meeting enriched the relationship between the two groups, and as a consequence was beneficial to all the older adults who use the Center. Hood read the policy proposed concerning the rose project. The policy states all monies from the project would go into the Senior Center Gift Fund earmarked for the Council of Elders. The Council could spend up to $100 without staff or Commission approval. Any larger amount would need staff and Commission approval. The Senior Center Commission approved the idea of the Rose PRoject if the Council of Elders agreed to accept the responsibility of managing it. The Council of Elders at their meeting voted it down by a 6- 3 vote. Busse asked whether or not the Council of Elders had funds at their disposal. Meisel explained that they had $300 from the Senior Center budget. Meisel also said that at the joint executive committee Rufine and Don Anciaux had resigned from the Garden Goodness Market, citing as their reason that they were unable to work within the framework of the new Garden Goodness Policies. Meisel said both Benz and Rogusky had been recruiting other volunteers for the program, and the new rules would be clearly defined. Meisel said there had been a few complaints, but so far the program had gone well. Meisel said Hall had written an article for the forthcoming Senior Center POST explaining appointments by the Board of Supervisors and City Council to the Senior Center Commission and including that the SCC formulated rules for the Senior Center for the common good. Bock said he was planning on going to the City Council meeting on May 2 at 7:00 p.m. This would be an ideal time to invite the Council to Older Americans' Day. Any Commissioner free that evening was urged to accompany him. Meisel said John McDonald will issue a proclamation declaring the week of May 16 Senior Center Week. There was some discussion on the game room and the use of the pool tables. Gode said he felt there should be some way to sign up to use a table so that more seniors could become involved in pool playing activity. It was the consensus that classes in beginning and intermediate pool should be 94 Senior Center Commissiu. April 18, 1988 Page 3 arranged, and also that classes, along with expansion of other activities in the game room, would be advantageous in furthering a feeling of inclu- siveness rather than exclusiveness. After discussion, it was suggested by Chairperson Hood that Jack Bock, Bud Gode and Bette Meisel serve as a committee for looking into this. GRAPHIC ARTIST'S OFFICE: Meisel addressed the Commission regarding the use of the demand office by the City's graphic artist. This move was being contemplated because the City wanted all the housing rehabilitation people to be located in the Commerce Center. Meisel introduced Pat Westercamp, who explained that her work for the Senior Center made up about 30-40% of her work for the City. Westercamp said if she were in the building, it would facilitate her taking over the job of setting the headlines and generating the graphics for the Senior Center POST. Laying out the POST would be added to her duties and would free Rogusky from that particular phase of the paper. Westercamp, in response to questions, emphasized that her goal was to work with the POST volunteers, not replace them. The layout of the POST takes about four hours monthly. Westercamp said she also spends about 3J days on the volunteer scroll each year. Everyone agreed to the fact that the graphic artist's service was a great service at no cost to the Center. Concern was expressed about the public losing the use of the phone in the office she would move into and the use of the office for trip and tour volunteers who use it after trips for calling rides, etc. Meisel said a pay phone in the building would cost $1,895. She said Elderly Services Agency had been paying one-half the cost of the phone in the demand office, but they had two extra desks and phones in their own office suite. She added that the Planning Department would assume the payment for the phone in that office if Westercamp moved to the Center. Gode expressed his concern that this be on a trial basis and the agreement be for FY89 only. The move could then be re-evaluated after a year. Wagner moved that the graphic artist be allowed to use the ground floor office for FY89 on a one-year trial basis. Busse seconded. Motion carried, all ayes. The Commission discussed the loss of the use of a public phone on the ground floor and the consensus was that one public phone located on the mezzanine was sufficient. Gode moved to discontinue the public phone on the ground floor and leave the phone on the mezzanine for public use. Bock seconded. Motion carried, all ayes. OPEN DISCUSSION: Meisel said the second computer had arrived and it should be available for volunteer use and/or classes by fall at the latest. The meeting adjourned at 4:25 p.m. Minutes prepared y Joyce Phelps, Senior Center Secretary Approved by Ruth Wagner, Senior Center Commission Secretary 93� MINUTES SENIOR CENTER COMMISSION MAY 16, 1988 MEMBERS PRESENT: Jack Bock, Gerri Busse, Lorraine Dorfman, Emmett Evans, Dorothy Fiala, Bud Gode, Ruth Wagner MEMBERS ABSENT: Geri Hall, Jean Hood STAFF PRESENT: Bette Meisel, Joyce Phelps GUESTS PRESENT: Jackie Hess, Elders; Dorothy lChe gva �l ,g graduate June ur, te practicmsCouncil of student CALL TO ORDER/INTRODUCTIONS/PUBLIC DISCUSSION/MINUTES: Ruth Wagner called the meeting to order in the absence of Hall and Hood. She asked Emnett Evans, new Commissioner, to tell a little bit about his background. Evans said he had been a policeman for 23-1/2 years. After his retirement he worked in the Civil Defense Office. Evans said his wife had retired in January from University Hospitals where she worked in the Medicare sec- tion. They have two children. There was no public discussion. The minutes were approved with an addition regarding the Rose Project, COUNCIL OF ELDERS REPORT: Hilleman reported that they had $140 left in their budget. She said the Council had voted to hire Jeff Crawford to work for four hours at $5.00 an hour to help set up and take down for Older Americans' Day. Hilleman said the program and activities for May 17 were all set. Hilleman said Jackie Hess and June Pieper had been on the Dottie Ray Show talking about Older Americans' Day. Hilleman said there were 12 candidates running for the Council. They are: Bart Bernardini, Robert Berry, Kathlyn Bolken, Charles Fisher, Sylvia GruczaI Mary Anne Herdliska, Elaine and Walter Helm, Jo Hiner, Ken Muller, and Allen and Minnie Roth. Forty-five paid admissions had attended the last evening dance. Hilleman said she felt that attendance was good considering there was a free dance at the Eagles' Club at the same time. Hilleman reported Bernardini had located a dartboard for about $50 which would be installed in the game room soon. June Pieper, President of the Council of Elders, addressed the Commission about a letter she had written to Meisel on behalf of the volunteer Host/Guides. They were concerned about the safety of their purses while 5W.11 MINUTES SENIOR CENTER COMMISSION MAY 16, 1988 PAGE 2 working at the Host/Guides desk. They were requesting a two -drawer file cabinet, or something similar, to be located near the desk and used as a isafe repository for their purses during their work time. There was general discussion which included concerns such as crowding another piece of furniture in that small area, locating it in the storage j' closet under the stairway, whether it would be locked, and who would be responsible for the key. Meisel pointed out that there were lockers with locks available located in the restroom which might be used for that purpose. Dorfman suggested a locked file cabinet in the unlocked closet, but a question still remained where the key could be safely kept. Pieper said the Host/Guides felt strongly enough about the issue that a petition might be necessary. Gode, Bock and Busse expressed their feeling that it was needed, and Gode suggested obtaining a file cabinet from the County surplus. He said a I call to Carol Peters would facilitate this. Dorfman moved that at the close of the meeting, the Senior Center Commis- sion members walk by the area, make a decision at their next Commission meeting, and in the meantime Senior Center staff will check on available file cabinets either from the County or some other source. Wagner sec- onded. The motion carried, all ayes. SENIOR CENTER UPDATE: Meisel passed out a new phone list and monthly statistics. She explained the statistics to Evans. Meisel announced that the Center had received a check for $10,000 from the Edwin Greene Estate. Meisel mentioned that clean-up day at the Senior Center had been more than moderately successful. Twenty-eight volunteers and five staff had washed and oiled all of the wood on the first floor and mezzanine including the dining room. In addition, all of the glass and brass had been cleaned. COST OF SENIOR CENTER PROGRAM: Meisel explained that the staff had met and they were upset, particularly Benz, about all of the time spent on programs which ended up with "more speakers than audience." It was felt that the publicity in the Senior Center POST and relying on the Iowa City Press -Citizen for a small mention in the fly calendar were not adequa a pu c y when attempting to atrract the families of older people. I MINUTES SENIOR CENTER COMMISSION MAY 16, 1988 PAGE 3 Meisel cited the recent three-part series on nursing homes as an example. Dorothy Cheng, practicum student, and Benz had worked very hard in order to secure knowledgeable program presenters, and the attendance had not been outstanding, rather it was moderate to poor. This was very disheart- ening. Cheng had gone to the Press -Citizen to obtain costs for a display ad for the final program of the series. Meisel asked the Commission to approve the purchase of such an ad to see if it would help attendance. This would be a trial only - if it did not help, it would not be repeated. There was general discussion on this idea and on the "image" people have about the Senior Center and what role it may or may not play in their lives. There was discussion on various reasons they use or do not use the Center, and why they come or do not come to special programs. Gode moved that if the Senior Center staff feels it is a worthy experi- ment, they should go ahead and buy whichever ad they chose. Dorfman seconded. The motion carried, all ayes. Meisel suggested that as the time was almost 5:00 p.m. that the remaining three items of the agenda be discussed at the next meeting in order for the Commission members to move downstairs and inspect the area for stor- age. Everyone agreed. The meeting adjourned at 4:53 p.m. Minutes prepared by Joyce Phelps, Senior Center Secretary. Minutes approved by Ruth Wagner, Senior Center Commission Secrtary. 93�1 9