Loading...
HomeMy WebLinkAbout1985-03-12 Bd Comm. minutesMINUTES PLANNING 8 ZONING COMMISSION FEBRUARY 21, 1985 - 7:30 P.M. CITY COUNCIL CHAMBERS MEMBERS PRESENT: Perry, Horowitz, Jakobsen, Courtney, Scott, Blank MEMBERS ABSENT: Jordan STAFF PRESENT: Milkman, Franklin, Beagle, Chandler RECOMMENDATIONS TO CITY COUNCIL 1. S-8501. Recommend approval of an application submitted by Paul M. enn y for preliminary plat approval of Kennedy's Waterfront Addi- tion, Part 2, located west of Gilbert Street, south of Stevens Drive subject to the specification of the dimensions of Lots 1-4. 2. S-8503. Recommend approval of the amended preliminary and final Large Scale Non -Residential Development Pian for temporary buildings at National Computer Systems, Inc. at the Company's Office Research Park at 2510 N. Dodge Street, on condition that if the temporary structures remain for more than 18 months, National Computer Systems will be required to canply with the Storm Water Management Ordinance. CALL TO ORDER: Chairperson Scott called the meeting to order at 7:35 P.M. CONSIDERATIONS OF THE MINUTES OF FEBRUARY 7, 1985: Scott asked that page 2, paragraph 1, line 2 under Public Discussion, be amended to read Wagner Memorial 'Holding" Corp., not 'holiday'; that in paragraph 3, line 3, Russell added that the topsoil 'would be sold, not 'is sold'; that on line 11, the agreement is "subject to the easement" be added; that the last line of p. 2 be amended to read "for the planting of trees to act as a screen'. On page 3, line 1, the `minutes should read "...that it was the intention of Mr. Russell to grant a joint instrument at this time to the..." and on page 4,paragraph 3, line 3, under Public Discussion "small lots" should read "small tracts". Jakobsen moved to approve the minutes of February 7, 1985 as amended. The motion was seconded by Horowitz. The motion carried 4-0-1. Perry ab- stained. Blank arrived at 7:39 P.M. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public discussion of any item not on the agenda. SUBDIVISION ITEMS: 1. S-8501. Public discussion of an application submitted by Paul M. Kennedy for preliminary and final plat approval of Kennedy's Water- front Addition, Part 2, located west of Gilbert Street, south of Stevens Drive; 45 -day limitation period: March 20, 1985. ,3W Minutes Planning 8 Zoning Commission February 21, 1985 Page 2 Beagle described the property and distributed photos of it to the Commission. He explained that water is available and sewer service is available except for Lot 5. He added that staff was satisfied with the developer's agreement to make a minor revision and specify the dimensions of Lots 1-4, and would therefore recommend approval the preliminary plat of Kennedy's Waterfront Addition. PUBLIC DISCUSSION: There was no public discussion. BOARD DISCUSSION: Horowitz asked for a clarification of the location and the identity of the immediate neighbors. She indicated some concern that the proposed supermarket in the area would create a need to rezone the area for higher density. Scott pointed out the location on the map and responded that the next zone is CC -2, but CI -1 is probably better because it allows more permitted uses. Horowitz expressed her satisfaction with Scott's response and noted that her concern centered around trying to avoid a cluttered appearance in the proposed area. Jakobsen moved approval of an application submitted by Paul M. Kennedy for preliminary plat approval of Kennedy's Waterfront Addition, Part 2, located west of Gilbert Street, south of Stevens Drive subject to the specification of the dimensions of Lots 1-4. Perry seconded the motion. The motion carried unanimously, 6-0. 2. 5-8502. Public discussion of an application submitted by Dean Oakes locTO ratede at the southeast -final corneraof Kipkwood Avenue Berkley MarcydStreet�; 45 -day limitation period: March 25, 1985. Scott explained thtafter the pub' licdiscussion the Commission would defer eoa8ti 5. ained that t that in substantial compliance thisis ithe Subdivision Code. re She s milkman pointed out becausethat fconcern for traffic o staff recommended thatthe access to lots 2, 3,and K4kbeoAoffMarcy �Street. She noted that in response to the Commission's request about interest in this plot for use as a park, the Parks b Recreation Director had explored this possibility with the City Council in July, 1984 and the Council had stated o expen- sive. Milkman h at h asking a dedthatstaffrprice f commendsapproval of000 the o thepreliimi- nary and final plats of Berkley Subdivision. PUBLIC DISCUSSION:" Katabout the of thehconstructionfof duplexes ineet this inquired Scott explained possibility 10,34 Marcy that the zone was RS -5 which permitted single family houses on 8,000 sq. ft. 3W Minutes Planning & Zoning Commission February 21, 1985 Page 3 lots. Penick then asked the plan called for the Marcy. Scott responded and whether the existing if the existing building would stay and if houses to have driveways that exited onto that the staff had made that recommendation building stayed was up to the developer. Blank asked how much space was left on lot 1 after the lots 2, 3, 4 were divided and what the potential use of lot 1 could be. - Scott replied that lot 1 is 1.08 acres and would have to be single family use. Jakobsen said that it would be mathematically possible to get 6 more 8,000 sq. ft. lots out of the plot but that access would be a problem. Milkman pointed out that with a special exception the existing building could also be used as a child care facility. Blank expressed the concern that the building could be used as apartments by a religious institution. Franklin pointed out that such a use would be subject to the restrictions of the zoning ordinance and the definition of a "religious institution" under Sec. 501(c)(3) of the Internal Revenue Code. Horowitz inquired if the price quoted was for the whole parcel. Dean Oakes responded that the price was for lot 1 only. Horowitz stated that there is a need for more open space in this area, especially since 521 Kirkwood is now developed. She said she had perceived a commitment by the City to earmark the proceeds from the sale of Elm Grove Park for parkland acquisition in this area. Since this plot of Marcy and Kirkwood is the last sizable plot in the area, she would like to ask Parks and Recreation and the Council to re-evaluate their decision. Scott suggested that Horowitz prepare a motion to that effect which he would entertain during Other Business. Scott pointed out that the Commission had discussed the possibility of a PON zone for this area in the informal meeting on Monday February 18th. These discussions are in the planning stages and suggest the possibility that the ultimate development scheme could include something other than single-family dwellings while maintain- ing the same density. Scott speculatively added that the developer could come in with cluster housing or a town -house type dwelling. Horowitz expressed a concern with the potential parking problems and wondered if it was possible to park underground. Larry Schnittjer stated that several methods could be utilized. Blank inquired if PON plans require a public hearing. Scott indicated that it did. Jakobsen asked if the preliminary plan showed access off of Kirkwood for lot 1. Scott replied that it did and added that it was his feeling that the intent of the Commission was to require access to lots 2,3,4 from Marcy. Dean Oakes suggested that due to the configu- ration of the lots 1 and 2 and in consideration of the fact that there is an existing driveway, lots 1 and 2 could use that same driveway as a common access. The Commission agreed to request specification in the subdividers agreement that there be only one access to Kirkwood Avenue. Dean Oakes agreed to this request. Mr. Oakes also stated that he was interested in a PDH Plan for the area but it did not meet the minimum 2 acre requirement. 3 9� Minutes Planning 8 Zoning Commission February 21, 1985 Page 4 Horowitz asked for clarification of the current status of the proposed PON zone. Scott replied that staff should have the proposed ordinances ready in May or June. Horowitz responded that it would be possible that the Marcy and Kirkwood area would be developed before the PON was ready. Scott said that while that may be true, it would not preclude the use of PON zoning to develop the remaining 1.08 acre making up Lot 1. Perry asked if, in light of the range of options that had been discussed as possible development plans, whether the neighbors or Kathy Penick needed any further explanation of the procedure. Penick indicated she was satisfied. Courtney moved to defer S-8502 to March 7, 1985. Blank seconded the motion. The motion carried unanimously. j 3. S-8503. Public discussion of an application submitted by National i ompu er Systems, Inc. for approval of an amended preliminary and final LSNRO at the Company's Office Research park at 2510 N. Dodge Street; 45 -day limitation period: March 26, 1985. Milkman explained that the National Computer Systems planned to lease 21 temporary units, creating an additional 13,000 sq. ft. of office space for one year. Ultimately, these units would be replaced by a permanent addition at a different location. She explained that the staff recommendation for approval of the application was contingent on recognition that some time limit be placed on the use of the temporary buildings in order that the storm water management require- ments not be deferred indefinitely. The staff recommendation would be to limit deferral of storm water management to 18 months. PUBLIC DISCUSSION: John Pelton of 704 Arbor Drive, representing National Computer Systems, indicated that his company had no objections to the staff recommendation. Horowitz asked what provision would be made to achieve access to the landlocked property to the west. Milkman said that the problem will be addressed when the permanent LSNRD canes in for approval, reflect- ing the Commission's previously stated intent to provide access in some mutually agreeable manner. Blank moved approval of the amended preliminary and final Large Scale Non -Residential Development Plan for temporary buildings at National Computer Systems, Inc. on condition that if the temporary structures remain for more that 18 months, National Computer Systems Inc. will be required to comply with the Storm Water Management Ordinance. Horowitz seconded the motion. The motion carried unanimously. 39fv- Minutes Planning b Zoning Commission February 21, 1985 Page 5 ZONING ITEMS: Horowitz moved to set a public hearing on the amended zoning ordinance on March 7, 1985. Perry seconded the motion. The motion carried unani- mously. OTHER BUSINESS: 1. Discussion of a parkland acquisition fund Horowitz moved that a letter be sent to the Iowa City Parks and Recreation Commission that would express the Planning S Zoning Cannission's desire to explore the possibility of the creation of a parkland acquisition fund designed to accept donations from the public for specific park sites in certain neighborhoods within specified time limits, that would be matched with city funds. Additionally, the letter will ask the Parks d Recreation Commission to reevaluate the southeast corner of Marcy and Kirkwood as a possible park site. Blank seconded the motion. There was unanimous agreement to send such a letter. DISCUSSION OF MOTION: Blank asked if the described property was for sale. Scott reminded her of Mr. Oakes' cements earlier in the meeting when Mr. Oakes had said lot 1 was available at $165,000+. There was general discussion on whether the fund should be for specific sites. The Commission agreed that the funds should be for parkland acquisition in general neighborhoods. 2. Discussion of the Haunted bookstore. Horowitz asked if the Haunted Book Store lighting in their front yard was illegal. Boyle answered that it was non -conforming. Horowitz stated she viewed it as a substitute for a neon light. 3. Planning and Zoning Commission information. Scott pointed out that the City Council would be discussing signs with Steve Severn on February 25th and asked Courtney to attend that meeting with him. Courtney indicated that he would do so and added that the Chamber of Commerce had expressed a desire to have some input based on a recent survey of their members concerning the sign ordinance. Perry moved to adjourn. Blank seconded the motion. The motion carried unanimously. 37,w Minutes Planning d Zoning Commission February 21, 1985 Page 6 The meeting adjourned at 8:55 P.M. Darrel Courtney, Seefetary Minutes taken by Sam Chandler. 39� , J_i7) MINUTES PARKS AND RECREATION COMMISSION FEBRUARY 13, 1985 MEMBERS PRESENT: Riddle, Steinbrech, Willis, Jennings, Mitchell, Alvarez and Hradek MEMBERS ABSENT: Martin and Jordison STAFF PRESENT: Cassady, Howell, Harvey, Carroll and Mallicoat GUESTS PRESENT: Larry Baker, City Council; Dawn Ummel, Daily Iowan; Maryam Abadi; Randall Crow, Riverfest; James Weaver; Stephen West; Paul Muhly; David Hamilton; Peter and Kathy Wallace; Jim and Judy West; W. Leaverton; Kathy Clark; Ed and Ann Lorson; Flo Beth Ehninger; Ruth Heffner; Jerry Buxton; and Philip Hubbard. RECOMMENDATIONS TO THE CITY COUNCIL Moved by Willis, seconded by Alvarez, to recommend to the City Council that requests for funding by outside groups to the Parks and Recreation Commission be included in the regular budgetary process, not at other times in the fiscal year. Unanimous. Moved by Jennings, seconded by Steinbrech, to recommend to the City Council that a Director of Parks and Recreation be hired, and that Al Cassady be named as Director. Unanimous. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN Moved by Steinbrech, seconded by Jennings, that the minutes of the January 9 meeting be approved as written. Unanimous. Randall Crow, University of Iowa Riverfest, stated that they are working on a mural contest and asked permission to use the wall at the old zoo area in Lower City Park. They are at the present time looking for a sponsor, however, if one isn't found, Riverfest will fund it. He requested that a member of the Parks and Recreation Commission serve on the panel of judges for the mural contest. Moved by Jennings, seconded by Mitchell, to approve the use of the wall, con- tingent upon approval of the proposed mural. Unanimous. Riddle appointed Alvarez to the panel of judges. PUBLIC HEARING - PROPOSED BAND SHELL Peter Wallace, spokesman for the neighborhood, stated that they are not against the proposed band shell, but have serious reservations about the appropriateness of City Park being the site. They have grave reservations about the proposed site in Upper City Park. ox PARKS AND RECREATION COMMISSION MINUTES FEBRUARY 13, 1985 Page two Jim West addressed the parking issue. He feels that Upper City Park would be the worst choice in the city because there are approximately one -hundred park- ing spaces in Upper City Park with additional parking on Templin Road. All of these parking places are filled on a typical summer week -end day, and he has requests for parking in his driveway for the use of Upper City Park. The anticipated audience for band performances would not have a place to park, except at Hancher, and there are no sidewalks directly from the Hancher lot to the street. There are no crosswalks an Park Road and the elderly and handicapped would have difficulty crossing the road. He concluded by saying that if the purpose of the restrooms for the handicapped is accessibility, it would appear that creating an overflow of attendance at Upper City Park would prevent the handicapped from reaching the restrooms. Ann Lorson stated that the proposed band shell is an excellent idea, but not in this location. It is difficult to get a shelter on week -ends and shelter users use the proposed site to play volleyball, frisbee, etc. The park is intended to be quiet and charming and the increased usage will virtually elimi- nate this. She suggested the newer housing additions as an alternate site. Dave Hamilton addressed the noise issue. He lives across the street from the proposed site and the noise from the three shelters, pool, Hancher, and the fraternity houses is already assaulting the neighborhood with noise. He antic- ipates increased noise from groups other than the community band using the band shell. He also isn't sufficiently persuaded that the proposed design of the structure wouldn't direct the music over the top of the hill to where he lives. Informal use of the facility accompanied by loud music could be prevented by more frequent use by the community band or theatre/arts groups, however, this would still aggravate the parking problem. During high use, Templin Road is filled with cars on the west side and is often filled with cars on the east side. There are definite safety problems with traffic meeting on a one -lane street and possibility of fire equipment being unable to get through. Peter Wallace stated that he hopes that saving money by attaching the facility to the restrooms is not an over-riding consideration. He mentioned that alter- nate sites could be in Lower City Park where the old zoo was located, or next to and north of the park directory sign at the entrance to Lower City Park. The hill there would provide advantages in that vision would be better for spectators, the hill would deaden the noise, and there would be easier accessibility for patrons and members of the band. Paul Muhly suggested the area north and west of Shelter 15 and said he didn't think there was possibility of flooding there. The music would be directed over the river. Riddle said the proposed site was chosen before the grant for the restroom facilities wasapproved. The Commission has spent time researching this and has addressed the items presented by the neighborhood. Steinbrech asked and Cassady answered that the entrance to Lower City Park is a possibility, and that there hasn't been a definite site chosen for the accessible restrooms. He added that safety in crossing Park Road is a valid concern. 3 9s PARKS AND RECREATION COMMISSION FEBRUARY 13, 1985 Page three Hamilton said that College Green Park isn't being considered because of the objections of the neighbors and the high crime rate. He feels the proposed site in Upper City Park would invite attacks and crime, as well. The structure could be an inducement to crime and would be more of an inducement at that location than College Green Park. Chairman Riddle addressed the problems as presented. Parking is a problem everywhere and the problem will exist anywhere in the city. Accessibility for the elderly is essential and moving away from the downtown area would create problems. The band shell should be in an area of high usage, not in an isolated place, from a protection standpoint. The Commission's major concern is the noise problem, however, they don't envision groups using the facility that would have amplifiers and loud music, or late concerts. This can be controlled through the use application. The primary site was the old zoo area, however, spongy ground and the amount of fill would be too expensive. Judy West asked and Riddle answered that playground equipment and shelters don't have the weight the band shell would have. Jennings said the major concern should be the participants (performing band and spectators). Hamilton said that the neighbors are participants, too. Alvarez asked if noise was the neighborhood's major concern and Wallace said, yes, how- ever, parking is a major concern, as well. Steve West said the community band would be using the band shell four to five times in the summer and would be practicing at Clapp Hall. The structure will be directional and although parking is a problem, additional walkways can be constructed for access to Lower City Park. The performances would be in the late afternoons and early evenings after attendance at the swimming pool and shelters has subsided. Parks and Recreation's enforcement of the use permit for the facility will eliminate amplified music and unauthorized groups using the facility. The site was chosen because of accoustics, shade, and parking, and the restrooms concept came later. The cost of the facility would be approximately $30,000 if adjoined to the restrooms, and $85,000 if not. He concluded by saying that it is unique that Iowa City does not have such a facility. Judy West asked and Steve West answered that there wouldn't be outdoor lighting, just stage lights. Wallace said usage could be more controlled if it wasn't lighted at all. Riddle said the Commission feels it is important that the community have a band shell and needs a solid proposal to submit to the City Council for funding. It is also important that the community have pride in the facility and that it be service to the community, not a nuisance. It is hoped to have as few problems as possible for the neighborhood. Philip Hubbard said one of the reasons the neighborhood is alarmed is because the. structure will create a nuisance and they feel uncomfortable requesting police assistance. He added that police intervention is not always effective. 39. PARKS AND RECREATION COMMISSION FEBRUARY 13, 1985 Page four He feels the band shell is a good idea and he asked the Office of the Vice President for Educational Development and Research if there was a possibility of funding for the structure. They were pessimistic because the National Endowment for the Arts and the Iowa Arts Council does not fund structures, however, there may be funding for an architect for design and location. He feels that an architect would provide professional accoustics and minimize the nuisance value. Cassady recommended that the alternate sites be investigated and Riddle asked that other alternate sites be submitted within three weeks. The issue will be addressed at the April meeting, after investigation of the sites. Steve West asked if the restroom location could be postponed until then and Cassady answered that he would check with the CDBG staff, however, the location must be in Upper City Park. Willis requested City Council parameters and non-binding monetary numbers, as well as what input should be examined in site location. Councilman Larry Baker said it would seem all issues had been addressed. Mrs. Ehninger asked and Riddle answered that this could not be included in budgetary proposals until FY87. Jim West said he wanted to emphasize that they are overwhelmed with noise and parking all summer and feel the proposed site in Upper City Park would exacerbate the problem. Cassady said that park patrol and the permit system would be closely monitored this summer and that he and the Police Chief will be discussing the problem. CULTURAL/SOCIAL PRESENTATION Joyce Carroll, Cultural/Social Supervisor, gave an overview of programs and activi- ties for 1984 and anticipated programs and activities for 1985. Sumner Camp, 1984, had registration of 540--125/130 each session. The 1985 Camp will include the option of elective camps taken in any session. Playground attendance for 1984 was 4,000, averaging 110 per day. Kindergrounds was a five-day session in 1984; 1985 will include five, three, and two-day sessions. South Hickory Hill, Willow Creek, and Wetherby are the 1985 sites. Joyce reported on recent special events: Halloween Parade --700 people, 400 children participating; Family Pumpkin Painting --20 families participating; Cake, Bake and Decorate --142 children participating. The Recreation Division will be sponsoring senior citizen dances at the Senior Center, the first being March 15. Senior Citizen Summer Camp will be included in this year's activities and will be held at Lake Mcbride. Activities will include nature hikes, outdoor cooking, and fishing, and will be held from 10:00-2:00 p.m. Cassady introduced Susan Mallicoat, intern from the University of Northern Iowa. 39.5- PARKS AND RECREATION COMMISSION FEBRUARY 13, 1985 Page five DIRECTOR'S REPORT Cassady reported that the Community Theatre and Iowa City Art Council's requests for funding were both turned down by the City Council for FY86. They have submitted in-kind service requests to the Recreation Division to compensate for their feaeral funding cuts. It was discussed and agreed to provide in-kind services, at the discretion of the Director. Moved by Willis, seconded by Alvarez, to recommend to the City Council that requests for funding by outside groups to the Parks and Recreation Commission be included in the regular budgetary process, not at other times in the fiscal year. Unanimous. Cassady reported that the City Ordinance and FAA standards state that no air- craft can go below one -thousand feet, and that hot air balloons are in violation when they take off and land in the city. The Legal Department has solicited the Commission's opinion on the balloons taking off and landing in City Park. Steinbrech asked and Cassady answered that they have difficulty in controlling their descent. The issue was discussed, touching on permit, fee, liability, and the city receiving a percentage of the fee. Moved by Willis, seconded by Jennings, that hot air balloons be permitted ascent, but not descent, under the terms and conditions promulgated by the rules of the staff. Unanimous. Cassady will present terms and conditions at the March meeting. Cassady reported that the Iowa Conservation Commission is doing a survey on out- door recreation facilities and asked the Commission's assistance in completing it. He also reported that the request for funding from the Iowa Conservation Commission Land and Water Conservation Fund for Napoleon Park restrooms was turned down. Cassady reported that a resolution has been prepared to lock in lottery revenues for parks and recreation at the local level for projects. He said that Colorado's lottery is the major funding source for parks and recreation services in the state. The University will be assisting the Recreation Division in the five-year leisure needs survey and Cassady asked that the leisure needs survey be returned by March 1. University Recreation Services has given permission for the Division to use one of the new softball fields on Tuesday evenings. Babe Ruth can now play without the later game conflict. Cassady asked for discussion of summer family swim passes. It was agreed to increase the size of a family pass from three to four. Cassady reported that Rick Ertz has been named Assistant to the Director of Junior Olympics, as well as working half-time for the city. He also reported that the City Council had approved the additional half-time position in the Recreation Division for FY86. 3 9S PARKS AND RECREATION COMMISSION FEBRUARY 13, 1985 Page six PARKLAND ACQUISITION DISCUSSION Cassady reported that the City Manager has made a purchase offer for Ryerson's Woods and the University is close to acceptance. The city will be purchasing an additional 1.2 acres from the County Fairgrounds and will give them easement rights during the fair and other activities. The Fairgrounds staff is request- ing that a road be built through the front of the Woods and Cassady and Engi- neering staff will be working with them on it. The city has issued a check for $2,700 for the additional fifteen acres of Department of Transportation land abutting the Woods. Cassady reported that there are sixteen acres of farmland owned by the Depart- ment of Transportation abutting the proposed Hunter's Run Subdivision dedicated parkland. The land, which would remain as farmland until developed, is for sale at $1,000 per acre and is accessible by a road leading into the subdivision. Moved by Hradek, seconded by Mitchell, that City staff pursue dedication of the two plots of land in Hunter's Run Subdivision. Unanimous. Moved by Jennings, seconded by Steinbrech, that the Commission endorse the pur- chase of the abutting sixteen acres of Department of Transportation farm land. Unanimous. Cassady reported that Market Triangle, located at the intersection of Market Street and Rochester Road, has been purchased from the State for $1.00. Parks and Recreation proposes to develop this area as a green spot which may include flowers in a future development. CHAIRMAN'S REPORT Riddle reported that the Concerned Citizens for an Aquatics Center Committee had met with the School District. The School District has not made a commitment, however, Riddle and Cassady will be meeting with them to obtain a firm commitment. Moved by Jennings, seconded by Steinbrech, to recommend to the City Council that a Director of Parks and Recreation be hired, and that Al Cassady be named as Director. Unanimous. Moved by Mitchell, seconded unanimously, to adjourn at 9:45 p.m. Dee Harvey, ecre y Parks and Recreat n Commission ,3 9-S MINUTES COMMITTEE ON COMMUNITY NEEDS FEBRUARY 19, 1985 - 3:30 P.M. IOWA CITY PUBLIC LIBRARY, ROOM B MEMBERS PRESENT: Becker, Kubby, Lauria, Leshtz, Patrick, Williams, Watts MEMBERS ABSENT: Stimnel, Cooper, Parden, Smith COUNCIL MEMBERS PRESENT: George Strait STAFF PRESENT: Hencin, Moen, Nugent, Barnes, Manning CALL TO ORDER: Lauria called the meeting to order at 3:35 p.m. REVIEW AND APPROVAL OF MINUTES: Patrick moved to approve the minutes of January 15, 1985. Becker seconded the motion. Kubby corrected her statement on page 3, paragraph 5, under Congregate Housing, to read "should not be turned down." Hencin corrected the date in the heading to read January I5 instead of 16. Lauria corrected a typo on page 1, paragraph 2, under PubliMembers Discussion, "got" should be "go." On page 2, under Election of Officers, Leshtz nominated Kubby and Parden seconded the motion. The motion to approve the minutes of January 15, 1985, as amended, carried unanimously, 1-0. PUBLIC/MEMBERS DISCUSSION: i There was no public discussion of any item not on the agenda. Lauria noted that Council Representative George Strait was present. Williams corrected his report last month on the Kirkwood Circle Drainage and Surfacing Project. Instead of $300,000 as an estimate of the project cost, the figure should be $30,000, for a total of $92,402. CDBG funds in the amount of $60,000 was allocated for this project; the City is paying the rest through revenue sharing funds. Kubby presented to the Committee a portion of the Iowa Beer and Liquor Control Act, and referred to Section 123.53, paragraph 3, "The Treasurer of state shall semi-annually distribute a sum of money equal to ten percent of the gross sales made by the state liquor stores to the cities of the state.' Kubby stated that since this could double the amount the Committee expected the d Art Small land Jeanto eceiveit Lloyd -Jones s butptheynt to were of fable to give her no answeShe har yet. Lauria helpful. suggested that suggested that {checking the {ntent of through publhic documents and would and re ding the hearing transcripts would be the most objective source. Kubby said she would follow up. 39G i Committee on Community Needs February 19, 1985 Page 2 Leshtz questioned the Committee on its interest in having its meetings televised on the local cable network. He felt there was public interest in the meetings, as well as how the meetings can generate additional public in- terest. It was decided that staff would contact the cable channel and relate the Committee's interest, and find out the lead time needed to televise. Nugent reported that Steve Stimmel, because of a conflict in time, is resigning his position on the Committee. Nugent requested the Committee check the report for content. This is the opportunity for citizens to comment on the report before sending it to HUD by March 1. Lauria mentioned that, according to the report, 60-70% of the funds are unexpended. Public works projects are not getting completed. For the future, Lauria felt it would be important to find out if the Public Works Department is able to complete the project before the funds are allocated. It was suggested that the Committee send a memo regarding the matter to the City Manager. Patrick asked if, before the allocation of funds is made, the Committee could request a memo from Public Works delineating their upcoming project schedule. Williams questioned • the Congregate Housing survey time frame. Also he inquired if ground was not broken before August, would they wait until next year to build? This delay ties up funds that could have been put to use. Nugent responded that there will be some kind of action resulting from the survey. However, it is uncertain at this time what the action will be. It was noted that, in response to CCN's recommendation of January 15, the Council said that reverting funds could jeopardize the progress on the Congregate Housing plans. Lauria questioned HUD Form 4949.6, Actions to Affirmatively Further the City's Fair Housing. Nugent confirmed that this form, a HUD requirement, is done by the City's Civil Rights Specialist. Kubby questioned the disposition item of the report. Is $20,000 needed to sell property? Hencin answered that $20,000 was obtained from property that was sold. Lauria asked why, on Form 4949.5, Direct Benefit Activities, there was only one item. Nugent responded that this is to report direct benefits, such as rehabilitation of a persons home, where a specific household has received assistance. Lauria also mentioned that the CCN's concerns in the delay of the Congregate Housing project should be elaborated. ,396 Committee on Community Needs February 19, 1985 Page 3 Strait asked what is done with the Grantee Performance Report after the citizens' comments are made. Hencin answered that the final report goes to the City Manager for review and then is forwarded on to HUD. The comments that CCN makes will be attached to the report. Lauria pointed out that the Activity Summary form indicates there are no funds available for a human services facility. Lauria clarified that funds were not suggested to be available. The decision was not to fund because of other priorities, and the Council concurred. Laurie a so ac nowledged the successful progress of programs such as the Shared Housing Program, Mayor's Youth Employment Program/ Independent Living, Housing Rehabilitation and the Nelson Adult Center Renovation project. Patrick stated that it was a well-prepared document. She also expressed delight in the potential success of the new Shared Housing Program. PROJECT EVALUATION FORM FOR COMPLETED CDBG FUNDED PROJECTS: Hencin suggested that since Stimmel was in charge of the Project Evaluation form, another Committee member may volunteer to refine and complete it. Kubby volunteered. Lauria stated the purpose of the evaluation form is to assist in evaluating a project when an issue came before the Committee again. He asked if the following information can be obtained in the evaluation: problems with delays, changes in plans, budget, issues, etc. Becker suggested changing households to persons benefitting. CREEKSIDE NEIGHBORHOOD SIDEWALK REPAIR AND CONSTRUCTION: Moen referred to the memo the Committee received. Of the neighborhoods surveyed, only one neighborhood responded in favor of sidewalk construction. She asked what direction the Committee wants to take now. She stated that most responses were unfavorable because people were not interested in main- taining sidewalks once installed. Lauria stated that sidewalks were recommended because they are not just for the immediate landowners. But, with schools and a park in the area, they are also for the safety of the children. He suggested looking at it as a community resource. Lauria felt the Committee should stay with the original intent of the project. The property owners should be notified that the project will still be done. Leshtz raised a related issue. He reported that in the Creekside neighbor- hood area, some homeowners have been notified that a sidewalk assessment project will be undertaken. This will be done at the cost of the homeowners. Lauria stated that to be a community concern and asked Leshtz to follow-up the issue and inform CCN on what is happening in regard to this. Therefore, action taken involved: 1. Staying with the original intent of the Creekside Sidewalk Repair and Construction proposal, and 39b i Committee on Community Needs February 19, 1985 Page 4 2. Leshtz will report on the situation involving the sidewalk assessment project proposed for a portion of the neighborhood. WEATHERIZATION PROGRAM UPDATE: Barnes reported that at the January 29 Council meeting, the Council passed the amendment allowing contract purchasers to be eligible for the weatheri- zation loan program. Kubby asked what this involves. Lauria answered that prior to this action, those buying on contract weren't eligible to participate in this program. This excluded a number of people who, quite often, are the people who need the program the most. The program requirements involve possession of the property for one year prior to the loan application being made. The maximum loan is $2,500, repaid over five years. QUARTERLY REPORTS: A. Human Service Funding: (Leshtz and Patrick) Patrick reported she and David Leshtz attended the planning meetings of United Way. By attending the planning meetings, they were better able to understand United Way's funding process. Leshtz recommended that CCN have a representative present at every budget hearing. The Human Services funding bodies have planning committee meetings, and the allocation committee turn the planning committee's recommendations into dollar figures. Leshtz suggested that CCN could work with them and that the final allocation information could be helpful to CCN. B. Ralston Creek Cleanup: (Parden) Delayed. (Parden not present.) C. Creekside Alley Repair: (Stimmel) Williams volunteered to monitor this project since Stimmel has resigned. Leshtz commented that the memo to City Council regarding the reduction in COBG funds was very good. He further suggested that Committee members remind those agencies receiving CDBG funds to contact legislators and demonstrate the benefits of their programs. Kubby moved to adjourn. Patrick seconded the motion. The motion carried unanimously. The meeting adjourned at 4:55 p.m. Minutes taken by Linda Manning. 3 9G I MINUTES IOWA CITY HUMAN RIGHTS COMMISSION JANUARY 28, 1985 - 7:30 PM SENIOR CENTER CLASSROOM MEMBERS PRESENT: Felton, Reed, Hawkins, Burnside, Farrant, Weilbrenner, Doane, Barcelo, Belle MEMBERS ABSENT: None STAFF PRESENT: Alexander, Klein RECOMMENDATIONS TO CITY COUNCIL: None. RECOMMENDATIONS TO CITY MANAGER OR STAFF: None. SUMMARY OF RELEVANT DISCUSSION: 1. The meeting was called to order at 7:30 PM by Vice -Chairperson Burnside. 2. The minutes of November 26, 1984, were approved. 3. Election of Officers Anne Burnside was nominated for Chairperson. The nominations were closed. Anne Burnside was unanimously elected Chair. Rosalie Reed was nominated for Vice -Chair. The nominations were closed. Rosalie Reed was unanimously elected Vice -Chair. 4. In Conciliation a. E/R, 8-28-8103 Still pending. b. E/R, 2-27-8402 Still pending. c. E/S, 9-8-8302 Members to this conciliation were selected. Rosalie Reed is the Chair. Phyllis Doane and Benny Hawkins are the other members of the team. 5. In Legal There are 6 cases in legal. Burnside described the conversation she had with the Mayor about the Commission's interest in giving some input into the selection of the City Attorney. 6. One case has been closed - no probable cause. 7. Four complaints have been filed. 3 97 k FA B. Community Education. Felton is giving a presentation to the Lion's Club on February 6, 1985. Klein will organize her information concerning service organizations and when they meet. Klein is in the process of developing a civil rights talk show for cable TV. The auditing program is off the ground to the extent 8 auditors have been hired and will receive training on Tuesday, January 29, 1895. February is Black history month. Alexander is in the process of revising the brochure commemorating this event. The brochure will be distributed throughout the City. Barcelo informed Commissioners about the following upcoming events: March 7 Chicano Annual Conference April 6 & 7 Native American Conference April 12 & 13 Racism Workshop at IMU Friday: Barb Smith Saturday: 2 films Native American Paula Gunn Allen will read some of her poetry. 9. New Business a. The Commission's FY85 goals are: 1. Complete a housing audit and disseminate a report. 2. Establish a working relationship with the Iowa City School District Equity Committee. 3. Plan and conduct speaking engagements with Iowa City business and civic organizations. 4. Expedite conciliation of complaints by concluding conciliation in 8 weeks. S. Attend at least one training session on civil rights during the year. Burnside encouraged the Commissioners to put some thought into addi- tional achievements the Commission might strive for during FY85. It was decided to make the human rights award a goal, since Commissioners have agreed to make it an annual event. b. The Association of Iowa Human Rights Agencies has scheduled their Fifth Annual Conference for: July 19th & 20th at the Hotel Fort Des Moines in Des Moines, Iowa. C. Several Commissioners expressed interest in receiving conciliation training, with role playing as part of the session. Alexander will check available resources at the State Civil Rights Commission. d. Members of the U of I Human Rights Committee and Phyllis Yaeger, the Coordinator of the School District Equity Committee will be invited to Commission meetings for the purpose of developing a working relation- ship with them. e. Dissatisfaction was expressed with the City's Affirmative Action Report. Barcelo and Doane will work together and devise a format for reporting progress that would improve upon the current format in use. 3 f. Felton suggested the annual report reflect more specific information about the Commission's outreach program, and also reflect the various areas and issues the Commission gets involved with, even though no action may be taken by the Commission. I' g. The status of the accessibility survey was questioned. Felton advised p the Commissioners copies of the completed survey had been given to the City Council for their review and response. 10. Staff Report The staff report was discussed. 11. The meeting adjourned at 8:50 PM. Minutes taken by Peggy McGregor 39% I i 1 1 3 f. Felton suggested the annual report reflect more specific information about the Commission's outreach program, and also reflect the various areas and issues the Commission gets involved with, even though no action may be taken by the Commission. I' g. The status of the accessibility survey was questioned. Felton advised p the Commissioners copies of the completed survey had been given to the City Council for their review and response. 10. Staff Report The staff report was discussed. 11. The meeting adjourned at 8:50 PM. Minutes taken by Peggy McGregor 39% n C[TY CONFERENCE BOARD FEBRUARY 25, 1985 City Conference Board: February 25, 1985, 6:35 P.,'•1, in the Council Chambers at the Civic Center. Mayor John McDonald presiding. Iowa City Councilmembers Present: Baker, Dickson, Erdahl, na MCDotrait, Zuber. Johnson County Supervisors Present: Langenberg, Ockenfels. School Board Members Present: None. Others Present: Hudson, Berlin, Karr, Helling, Jansen Tape Recorded: Reel 85-C20, Side 1, Beg. 145. The vacancy on the Board of Reveiw was advertised. There was one application from 'William F. Doherty. i4ritDwas moved ty to by the City, seconded by the County to appoint the Board of Review position for a six year term ending December 31, 1990. The motion was carried unanimously, 2/0. There being no further business, it was moved by the County, seconded by the City, to adjourn at 6:40 P.M. Motion carried unanimously, 2/0. /J l_✓Z Dan L. Hudson Clerk, Conference Board Mayor McDonald stated that a quorum was present. The City moved to accept the minutes of the last Conference and it was A Board meeting, January 14, 1985, County seconded, passed, 2/0. McDonald declared the public hearing open. There being no comment the public hearing was declared closed. J The City moved to adopt the oroMcsed budget, it was motion seconded by the County. Y carried, 2/0. The vacancy on the Board of Reveiw was advertised. There was one application from 'William F. Doherty. i4ritDwas moved ty to by the City, seconded by the County to appoint the Board of Review position for a six year term ending December 31, 1990. The motion was carried unanimously, 2/0. There being no further business, it was moved by the County, seconded by the City, to adjourn at 6:40 P.M. Motion carried unanimously, 2/0. /J l_✓Z Dan L. Hudson Clerk, Conference Board i Mayor's Youth Employment Program Minutes Board of Directors Meeting February 27, 1985 Board Members Present: Doug Allaire, Ted Halm, Mike Kennedy, Joan Jehle, Denise Tiffany, and Jan Liggett Staff Present: Peg McElroy and Teresa Ulin I. Call To Order: Joan Jehle called the meeting to order at 4:08 P.M. II. Approval of Minutes: The minutes from the January 30, 1985 meeting were read by the board. Mike Kennedy/Doug Allaire moved to approve the minutes. MSC III. Financial Report - January 1985: Copies of the financial report for January were passed out. A more extensive financial report will be done for February. The summer account was closed out in January by a transfer of funds from the in -school account. Ted Halm/Jan Liggett moved to approve the financial re- port. MSC IV. Additional Agenda Items: Peg informed the board that the Mayor's Youth of- fice will be closed March 25-29 during spring break at the schools. MYEP is accepting referrals from the Department of Human Services to place indi- viduals in part-time employment. A Purchase of Service Arrangement will pay costs. This is an extension of the Mayor's Youth/Independent Living Coali- tion. The Mental Health/Mental Retardation and Developmental Disabilities grants will be mailed February 28, 1985. They are for $15,000 each and would allow Peg to work with young people over 19h years of age and those that have gradu- ated from high school. This would be similar to the Mayor's Youth/Independent Living program operated through Community Development Block Grant funding. V. New Business Funding Report The City of Iowa City, Johnson County Board of Supervisors and United Way re- cently made their funding decisions for FY 86. Mayor's Youth received all funding requested. Agencies are rated after the hearing process. Mayor's Youth was ranked second of 29 agencies evaluated. Case Report Peg reported the results of working with one of her clients. Outstanding Enrollee Selection Outstanding enrollee awards are presented in April each year. Peg asked for 2 board members to help her in the selection process. This involves review- ing the case files and then choosing the recipients. Jan Liggett and Mike Kennedy volunteered to assist Peg with this at a time to be set later. The awards will be presented at the Council meeting. 3 99 Board of Directors Meeting February 27, 1985 Page 2 New Business (continued) In -School Component Results of Monitoring Twice a year Mayor's Youth is visited by one of our two state monitors, JoAnn Callison and Tim Lane. In January Tim Lane spent a day monitoring our files and discussing the program with Peg. The results of the evalu- ation were reviewed by the board. VI. Old Business Director's Evaluation The director's evaluation completed by Ted, Denise, and Joan was read to the board by Ted. (copy attached) Peg thanked the evaluating committee for their time. Denise commented that Peg's job description is very ex- tensive. The committee also feels that the board should pay for the classes and conferences that Peg attends. Ted stated that he feels the board should formally approve paying for them. Shared Facilities Report The shared facilities concept has been dropped. Marty Milani, United Action For Youth Board President, has discussed getting the youth -serving agency directors and a member of their boards together to talk further about a smaller coalition. Denise expressed that she would like to be involved in this. JTPA Summer Program Peg has been informed by JTPA that the summer program funding has been cut from $112,000 to $67,800. This will decrease the number of youth involved from 119 to 71. Also, it calls for an administrative budget of 10% or $6,780, With a $2,000 liability insurance policy, Peg feels this would be nearly im- possible. If JTPA would agree to pay for the policy, the program could be administered within this budget. If JTPA cannot do this, Peg feels that she may need to rethink MYEP's ability to administer this program. Summer Iowa Youth Corps Grant The summer IYC grant was submitted in February. Peg has not yet received notification about it. This grant would include working at the University of Iowa Field Campus, with the Parks and Recreation Department, and possibly at the Iowa City Airport. Jan Liggett/Doug Allaire moved to adjourn the meeting at 4:50 P.M. MSC The next meeting will be held March 20, 1985 at 4:00 P.M. in the Iowa City Public Library. Joan Jehle, Secr Lary/Treasurer Teresa Ulin, Secretary 399 IUI'OP'S 1� Mevanue a. W.I. Grant State of I.. - City o/ Inv& Cii Cly of Conlri, United way of J: Johnson Co. Soar Iaaa City School Sure cf lova Refunds Revenue Interest Peeenw TOTAL REVENUE tArENStSt Salerler B Wge1 Panslan g Retin losuranee(J1,0 l Adam Let Orion 1 Office Supplies Nbc. C..Jltle E.G.P. 4 RLLctofl professional Sat phone g poral C Newsprint Cowun Travel I Educarl tnsurancefComp. Casualty 4 Utilities Printing B Egrdl Tacludcal Sonic Rentals Misc. Services I Bldg. S Constra Furniture C Offl Iaprovesenu Operating Equip, TOTAL EffENSES L=REWMWUCE MAYOR'S YOUTH EMPLOYMENT PROGRAM SEMI-ANNUAL DIRECTOR'S EVALUATION FEBRUARY, 1985 An Evaluation Committee consisting of Ted Halm, Denise Tiffany and Joan Jehle has met for the purpose of evaluating the Mayor's Youth Employment Program Director, Peg McElroy. This semi-annual review was to be an informal evaluation to be certain that the Director is working toward the goals which she set for herself for the 1985 fiscal year. A formal evaluation will be held in June, 1985 and the appropriate forms will be completed by the Evaluation Committee which will be appointed at the April or May meeting solely for the purpose of the annual evaluation. It is the general consensus of the Evaluation Committee that Peg McElroy has either achieved or is well on the way to achieving all the goals which she set for herself for this current fiscal year. Peg specifically men- tioned two items under "Targeted Projects /Programs": A computer file maintenance system has been set up with a good.data-base management system; the MYEP program is using Job Service instead of incorporating the Jobs Club into the in -school component. Peg serves myriad functions. This position requires a professional discharge of duties. We believe that professional people receive intangible rewards in performance of their jobs; however, we also see a real need to tangibly reward Peg. The Evaluation Committee recommends that effective with the new fiscal year, July 1, 1985, Peg receive the same percentage cost of living increase as all other City employees and that further, she receive a merit increase appropriate with the successful completion of her FY85 goals. We further believe that another tangible reward should be offered to Peg. We recommend that whenever Peg attends classes or work- shops which relate to her professional position, she be reimbursed from the Mayor's Youth Employment Program's annual budget. (One of Peg's current goals was to attend counseling classes). (continued) 399 i n Mayor's Youth Employment Program Director's Evaluation (semi-annual) Page 2 We commend Peg for her continuing outstanding performance and have found no areas where we feel that she is not performing as promised in her goals. We encourage Peg to continue to work with the private sector to secure additional job sites. 11 _ze,4 � l Ted Halm At 1 Denise Tiffany FMA IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING FEBRUARY 28, 1985 4:00 PM ADMINISTRATIVE CONFERENCE ROOM MEMBERS PRESENT: Cavitt, Drum, Grimes (arrived at 4:20), Gritsch.(left at 5:30) Willis, Zastrow, Lyman MEMBERS ABSENT: Bovbjerg, Pegnetter STAFF PRESENT: Eggers, Tiffany, Jehle, Craig, Prosser, Spaziani OTHERS PRESENT: Gladys Benz; Pat Forsythe, Executive Director of the Library Foundation; University of Iowa students from Library Science and Political Science classes; Steve Gerard, FRIENDS Board member. President Cavitt called the meeting to order at 4:05 PM. Minutes of the Regular Library Board meeting of January 24, 1985 were approved. Zastrow/Hillis. Minutes of the Special Joint Meeting of January 23, 1985 were approved. Zastrow/Gritsch. Disbursements of February 1 and February 15, 1985 were approved. Willis/Zastrow. Assistant Director Connie Tiffany reviewed with the Board recent developments re- garding the transfer of the Cable TV Community Access Center responsibilities to a non-profit organization (NPO). She discussed her brief outline of possible relationships and procedures if the Library should become the NPO. Since the Board gave informal approval to the idea at the September, 1984 meeting Tiffany has met with Access Iowa City to review this same material. As was discussed at the September, 1984 meeting, the most difficult issues seem to be the relation- ship between the Cable Commission and the Library Board and the best way to in- corporate an advisory council into the organizational structure. Access Iowa City, Drew Shaffer (the City Cable Coordinator) and the Library all feel an . Advisory Council should be part of the re -organization. Tiffany reported that the City will be sending out Request for Proposals (RFP's) in April or May so the Library will need to prepare their proposal this spring. It was decided that the President should appoint a committee to work with Tiffany on the proposal. Appoint- ments will be made at the March 28 meeting. The whole Board will tour the Community Access Center at 3:30 PH on March 28 before the Board meeting. The Director reported on the following: 1. Library Board pictures for the lobby will be taken by a volunteer pro- fessional photographer during March. Pictures will be taken at the Library. Appointments will be made for each Board member. 2. Cavitt and Eggers are working with the City Manager to clear up a misunder- standing regarding Library statements and City reports about Library staffing levels at the FY86 budget hearings. 3. The new Board of Trustees policy notebooks are now ready. One will be avail- able to the public in the reference collection, one is for the Director's Office and two will be kept in the conference room for consultation during Board meetings. (continued) 400 IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING FEBRUARY 28, 1985 PAGE 2 The Library received $3,744 for 1982-84 distributions from the Mary Wulwebber Trust. All individual beneficiaries of the trust are now deceased and therefore the Library and the Episcopal Church share all income. The area press were very interested in the recent Library news release regarding use of the Library by University of Iowa atudents for re- search or classroom assignments and as a study hall. This aided the overall Board goal of making all parts of the community aware of this continuing concern. Work with the University of Iowa library staff has helped a great deal to reduce the number asking for help with assignments. Use of the building as a study hall is a more difficult problem to tackle. President Cavitt asked for those who are interested in attending ALA in Chicago July 5-10 to make their decision soon so that staff can make arrangements. She also reminded Board members that 1.) she needs volunteers to help with the Foundation's phon-a-thon on the evenings of April 17 and 18. and 2.) there are three openings on the Library Board as of July 1 and interested people should begin to consider applying. Board member Ann Bovbjerg is working for State Senator Art Small in Des Moines and won't return to Board meetings until at least May. Steve Gerard of the FRIENDS Board announced that the first booksale in the recently "remodeled" Library garage will be March 2. The FRIENDS are currently working on plans for the Volunteer Recognition Dinner to be held March 19 and their annual meeting, April 16. The program at the annual meeting will launch a year-long FRIENDS project tied to "A Nation of Readers" theme. People will be asked to describe the book which has most influenced their life and these will be used throughout the year in a variety of ways. The April 16 program will consist of a panel of well-known Iowa Citians describing the important books in their lives. Nancy Willis reported that the Foundation Board of Directors will begin to meet monthly again in order to plan for the Centennial Endowment Fund Drive. On Friday, March 15 a group of Iowa City business leaders will attend a breakfast at the Library to review plans for the endowment fund. Randy Bezanson will conduct the meeting. At the Foundation Board's last meeting, Foundation Coordinator Pat Forsythe's title was changed to Executive Director. On a motion by Gritsch, seconded by Grimes, the policy on Library card replacements was added to the Circulation Policy. Unanimous. Eggers provided the Board with updated information and staff recommendations re- garding the Library's fines and charges that were first discussed in.January. In a sample of 1350 library materials returned in January, 68% were returned on or before the due date, 8% were overdue and 24% were returned during the 6 -day grace period. Based on this finding and the Board's interest in considering that the grace period be dropped or reduced, the staff recommended a reduction from 6 to 1 or 2 days. They also recommended that the maximum amount owed before service is (continued) 1/00 i IOWA CITY PUBLIC LIBRARY• BOARD OF TRUSTEES REGULAR MEETING FEBRUARY 28, 1985 PAGE 3 refused be dropped from $5.00 to $2.50. It is estimated that the grace period adjustment would produce $8 to $10,000 per year and the reduced threshold, another $10,000 although both are difficult to estimate. After discussion, primarily on the length of the grace period, the following motions were adopted: Fines for overdue materials be increased to 202 per item per day for adult materials and 52 per item per day for children's materials effective July 1, 1985. Willis/Grimes. Unanimous. The maximum amount owed the Library before service is refused be reduced from $5.00 to $2.50 effective July 1, 1985. Willis/Grimes. Unanimous. The 6 -day grace period be eliminated effective July 1, 1985. Willis/Grimes. Unanimous. Part of the problem of replacing "lost" cards (which is a somewhat lengthy computer process to be sure that items checked out or bills owed are transferred to the new card number) is that people who have forgotten their card want to get a new card rather than go without service. The time and the materials to issue a new card is more than the $1.00 now charged. It was the staff recommendation that this charge be increased to $2.00 immediately ($1.00 for children) and that in addition, a new service be offered allowing people with adequate identification to check-out without their library card for an identical fee, $2.00 adult; $1.00 child. A motion was approved to do both of these effective March 1,1985. Willis/Drum. Unanimous. Following a request from the Lone Tree School District plus strong interest on the part of Iowa City School librarians, it was recommended that the Library offer a non-resident summer card. The family card would cost $20 for library service in June, July and August and would be handled in an identical manner to the full -year or 6 -month non-resident card. It was moved by Zastrow and seconded by Gritsch that the summer card as proposed be adopted effective March 1, 1985. Approved. The staff will see that area school districts and communities are informed of the new service. The recommendation to increase the reserve fee for movies on video from 502 to $1.00 per title with an exemption for people 65 or over was approved effective July 1, 1985. Drum/Grimes. Unanimous. A general motion to allow staff to recover some costs for library publications was approved. The staff will make the determination on which publications should be free and which carry a charge based on the purpose of the publication and whether its distribution aids the operation of the Library (examples: circulation or meeting room rules) or is just a convenience to the library user (example: lists of special collections like fictionon tape or copies of the Library's computer - produced newspaper index or association file). The Board considered several requests for expenditures from the Gifts and Bequests Fund. Eggers reminded the Board that these were the first Gifts and Bequests Fund requests this fiscal year and that the unencumbered balance stands at about $13,000. (continued) IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES j REGULAR MEETING FEBRUARY 28, 1985 PAGE 4 The following were approved: $500 to purchase local original art to add to the Library's circulating art collection. Grimes/Drum. This has been done annually for 5 or 6 years. I Up to $900 for the annual recognition activities for library volunteers including the dinner on March 19. Willis/Drum. These costs are split evenly between the FRIENDS and the Board. $1500 for furniture and equipment for work stations for the Library's two in-house microcomputers. Willis/Zastrow. The Board approved the reappointment of Joyce Sunmerwill and Suzanne Richerson to the Art Exhibit Advisory Review Committee. Willis/Lyman. A grant application to the Northwest Area Foundation, St. Paul, Minnesota,was reviewed. The proposal for $15,200 was developed by two Iowa City Community School District American Studies teachers... It would fund a half-time research assistant to spend one year working at the Library to develop American Studies curriculum projects based on Library resources.especially primary sources. The Library would administer the grant. It would receive funds to cover its admin- istrative costs plus $2,000 for library materials which would enrich the collection in areas related to the curriculum ideas developed. Future school assignments in these areas would be more realistic and have lessimpact on library staff because of better understanding of the library's resources. The application was approved. Willis/Zastrow. Unanimous. Consideration of the proposed finance policy was deferred to the March meeting. Meeting was adjourned at 5:55 PM. an Jehle and Lolly Eggers, Recorders Board of NOTE: The next Trustees will lbe held ar iat 4ng fPMhonlMarch owa 128,P1985cin�the rLLibrary's Administrative Conference Room. 400