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HomeMy WebLinkAbout1985-12-17 Bd Comm minutesi MINUTES CIVIL SERVICE COMMISSION NOVEMBER 22, 1985 IOWA CITY RECREATION CENTER - ROOM A MEMBERS PRESENT: Maxwell, Murphy, Walker STAFF PRESENT: Carroll, Morris SUMMARY OF RELEVANT DISCUSSION: The meeting was called to order by Chairperson Walker at 12:00 noon. 1. Bill Halstead A eal: Carroll stated that an appeal to the Civil Service Commission was fi ed in the City Clerk's office by Bill Halstead pro- testing his recent discharge from City employment, and a specification of charges has been filed by the City. The City Manager approved the dismissal and the City Coqncil affirmed the City Manager's decision. Carroll stated that due to time constraints and conflicts with individu- als' schedules, City Attorney Timmins proposed that the Commission sched- ule a meeting prior to December 12 to take opening statements from both parties and then reschedule the actual hearing at a later date, possibly after the holidays. Carroll said she spoke with Halstead's attorney, John Nolan, and he was in agreement to this arrangement. The Commission de- cided to meet on December 3 from 5:00 to 6:00 p.m. in the Recreation Center - Room B and, if necessary, resume the hearing at a later date. 2. Certification of Fire Chief List: Certification of the Fire Chief list was postponed until salary and benefit negotiations have been completed with one of the candidates. Recommendations of the individuals to cer- tify will be reviewed by the Commission at a later date. Carroll briefly discussed the assessment center and interview performance of all three of the candidates interviewed. 3. PoliceSer eant Assessment Center: The time schedules on December 5th roug a were approved y the Commission for conducting the Police Sergeant and Police Captain assessment centers. A meeting on December 9th at 5:45 was .scheduled to certify the Police Sergeant and Police Captain lists. The meeting will be held in the Recreation Center - Room B. The Commission conducted assessment center exercises for Police Sergeant candidate Tommy Widmer, one of 11 candidates for Police Sergeant. The meeting adjourned at 12:45 p.m. AR dl it Mayor's Youth Employment Program Minutes Board of Directors Meeting November 20, 1985 Board Members Present: Joan Jehle, Keith Kafer, Mike Kennedy, Jan Liggett, Ted Halm, and Doug Allaire. Staff Presents Peg McElroy, Teresa Ulin i I. Call To Orders Keith Kafer called the meeting to order at 4:02 p.m. II. Approval of Minutes: Minutes from the September 25 and October 9th meetings were reviewed by the board. Mike Kennedy/Ted Halm moved to approve them. MSC II1. Financial Reports - September and October 1985: Peg reported that the Summer JTPA account has a negative balance due to an outstanding claim. Receipt of this claim from JTPA will remove the negative balance. All accounting for the Summer Iowa Youth Corps has been completed. The funds to cover the balance In the account will be transferred from the In - School account. All local fund are initially deposited In the In -School account and then transferred to the Summer IYC when the grogram is com- pleted. In January the financial statements will be maintained on Supercalc. Mike Kennedy/Doug Allaire moved to approve the financial reports. MSC IV. Additional Agenda Items Mayor's Youth's State Iowa Youth Corps monitor from Des Moines, JoAnn Callison, visited the office November 8th. A copy of her report was read by each board member. This report will be used by the Office for Planning & Programming in considering future grants to Mayor's Youth. Ratings were given In 23 categories. Of these categories we received 'Exceptional' ratings in 26%, 'Exceeds Standards' In 61%, and 'Compliance' in 13'/.. Peg thanked Mike Kennedy for raising money for Mayor's Youth by parti- cipating In the Iowa• City Striders Hospice Road Races. Sgt. Bill Cook, Marlene Perrin, Bob Dvorsky, Keith Kafer, Renee Jedlicka, and Coralvllle Mayor Michael Katchee also were Mayor's Youth celebrity runners. A total of $549 was raised. This is enough to put a young person on our program for approximately half of the school year. 4 V. New Business United Way Camoaion United Way of Johnson County Is now In the middle of their campaign which will continue Into December. They are progressing well toward their, goal. Peg has pledge cards If anyone Is in need of them. i 2 Ford Foundation Grant Jim Hencin has informed Peg of the availability of a grant from the Ford Foundation. There Is national competition for awards that total $2.5 million for innovative state or local government programs that have proved successful In meeting pressing social and economic problems. Peg sees this as a possi:Dle funding source for a Joint youth -serving' facility. She plans to apply for this grant and will speak with the board at a later date regarding this. Quarterly Report Each board member has received a copy of the statistical report for the first quarter of I°1' 1986. The period covered by the report includes the Summer IYC and JTPA programs. The atta_hed narrative discusses events that took place during that time. Case Reoort Peg discussed with the board their opinions on Intervention by Mayor's Youth In family situations. VI. Old Business In -School Component Report Peg updated the board on the progress of the In -School Component. With 20 youth currently working, placements have stopped until January. These 20 young people range in age from 14-19.5 and are half female and half male. The year's first set of evaluations have proven to be excellent. FY 87 Budoet Hearino MYEP's budget hearing is scheduled for December 18, 1985, at the Dept. of Human Services. Peg would appreciate participation by board members if possible. The hearing consists of time for Information to be pre- sented, as well as for questions to be asked. A letter -writing campaign is currently underway. Supervisors, parents, human service workers, and others are writing to our funding bodies on behalf of Mayor's Youth. Mike Kennedy and Keith Kafer are Interested in speaking at the hearing. Doug Allaire and Ted Halm expressed Interest if they are available. Mike Kennedy expressed his congratulations to Peg on her organization of the Iowa City Striders Hospice Road Races. He feels everything went well both the day before the event and race day. Doug Allaire reported that United Way is in need of volunteers to help with the money that is coming in from the Hospice Event. Peg pointed out that an MYEP student is working at United Way 10 hours a week on the Hospice protect. The next board meeting will be held December 18, 1985. Joan Jehle, Secretary/Treasurer Teresa Ulin, Secretary 1:77Af<P MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING NOVEMBER 21, 1985 4:00 PM ADMINISTRATIVE CONFERENCE ROOM MEMBERS PRESENT: Buchanan, Cavitt, Cox (arrived 4:20), Drum, Grimes, Pegnetter (arrived 4:10), Willis MEMBERS ABSENT: Bovbjerg, Lyman STAFF PRESENT: Eggers, Jehle, Tiffany, Craig OTHERS PRESENT: Pat Forsythe, Executive Director Library Foundation President Riley Grimes called the meeting to order at 4:05 PM. Minutes of the Regular fleeting of October 24, 1985 were approved with the following correction: page 2, sentence 3, "to talk to before November 21." Willis/ Buchanan. Disbursements of November 1 and November 15, 1985 were approved. Willis/Drum. The Director reported on the following: 1. Parking permits issued to Board members for meetings are good only in two lots: Chauncey Swan and Old Library.' Trustees forced to park elsewhere who get tickets should turn them in for payment by the library. 2. The library will have Local History Day on Thursday, December 19 to honor Irving Weber on his 85th birthday. Weber will be at the library between 2-4 p.m. to greet friends and share his birthday cake. 3. The Mayor has requested a list of all library services. With a few exceptions such as jail service, deposit collections, the Cable Catalog and library produced information products, library services are listed and described in the basic brochure, "Welcome to ICPL". This will be sent with a cover memo. 4. In the past few years we have had several inquiries from the Friends or the Foundation about using the list of current cardholders for fund raising or membership recruitment. The Board needs to adopt a policy that describes the parameters of such use. President Grimes described his talk to the local Rotary Club and Board members reported on their assignments to meet with City Council members. Grimes said that the date for meeting with the City Council has been changed to Monday, December 16. Foundation President, Carolyn Cavitt, reported that three training sessions were held this week for the 30 members of'the Endowment Committee. Fund raising can officially begin on December 1, 1985 to qualify for matching the NEH Challange Grant. Pledge Pay, a program for electronic transfer of contributors pledge payments from their bank to the Foundation's account at the City will be available starting January 1, 1986. as f r.. MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGUALR MEETING NOVEMBER 21, 1985 Page 2 The Board next considered two items postponed from the October meeting. A policy to set the fines for circulative software and children's video at $1.00 per day was approved. Cavitt/Willis. After discussion on the policy to limit use to individuals and on the recommended limits on use by one individual, the Board approved the policy on rules for the public access microcomputer which will support the circulating software collection. Drum/Willis. The decision on when the software and equipment will be introduced is pending. Eggers reported that the two LSCA Grant applications are almost ready for submission. The deadline is November 28. The grant application for $28,000 to purchase a microcomputer -based source for MARC cataloging was prepared by Technical Services Coordinator, Susan Craig. The $17,690 application to improve library services to the disabled was prepared by Connie Tiffany. It was moved by Buchanan and secondid by Cavitt to authorize the Board President to sign the grant applications. The Board reviewed the proposed response to the City proposal to alter the library's budgeting and funding relationship with the City Council. The question of who made the original. proposal was discussed but it was decided that the Council's invitation to discuss funding sources with the Board indicated their interest in pursuing the issue. Draft d2 of the proposal was accepted as a working document on a motion by Pegnetter, seconded by Drum. Unanimous. It was also agreed that the lists of library -generated revenues and proposed revenues should be attached to the proposal when it is sent to the Council. Discussion of Agenda item 11B, revisions to Channel 20 policy, was postponed until the December 19 meeting. The meeting was adjourned at 5:45 p.m. u Lollyp1geUtioan Jei e, ecor ers 07a 07 MINUTES IOWA CITY RIVERFRONT COHMISSION WEDNESDAY, NOVEMBER 6, 1985 - 7:30 P.M. IOWA CITY PUBLIC LIBRARY, ROOM C MEMBERS PRESENT: Daly, Leo, Gerleman, Helmer, McGuire, Rausch, Wachal, Wielert, Willis MEMBERS ABSENT: Boutelle, Horowitz GUESTS PRESENT: O'Brien, Ellis STAFF PRESENT: Rockwell, Prestemon i RECOMMENDATIONS TO COUNCIL: I 1. The Riverfront Commission endorses and recommends that Council seriously consider the concept of site development plans and land disturbing activities regulation as promulgated by the Urban Environ- ment Ad Hoc Committee. i 2. The Riverfront Commission recommends that the City place warning signs on the Iowa Avenue bridge about the dangers posed by swift currents and the Burlington Street Dam. The Riverfront Commission requests that special attention be given to the aesthetic quality of the signs and their placement. CALL TO ORDER: Chairperson Willis called the meeting to order at 7:34 p.m. INTRODUCTION AND SPECIAL RECOGNITION: Chairperson Willis introduced Mr. O'Brien, who will begin his term of office December 1, 1985 as a Riverfront Commission member representing Iowa City. On behalf of the Commission, Chairperson Willis presented Mr. Rausch with a plaque in recognition of his contributions during his three-year term on the Riverfront Commission. REVIEW AND APPROVAL OF SEPTEMBER 4, 1985, MINUTES: Leo requested that her name be added to the list of members present. Leo moved that the minutes be approved as amended; Daly seconded. The motion passed unanimously. CONSIDERATION OF FY87 RIVERFRONT BUDGET PLAN: i Rockwell reviewed a memo to members dated September 27, 1985. The memo listed the activities approved by the Riverfront Commission for FY86. aaso Iowa City Riverfront Commission November 6, 1985 Page 2 After a general discussion about past activities, Willis asked Rockwell how much money the Commission spent on special projects in the last fiscal year. She responded that the Commission spent approximately $250 for June River Month activities. O'Brien suggested that local organizations might make financial or in-kind contributions toward a riverbank cleanup campaign, which could tie in with the City cleanup in May in preparation for June River Month. Daly stated that the planting of shrubbery and grasses on City riverbank property would be an appropriate urban streambank erosion control demonstration project for the Commission. O'Brien suggested that organizations such as the Izaak Walton League might donate shrubs and trees. Leo concurred saying the Riverfront Commission's role as a catalyst should be explored rather than expecting City monies to be expended on such a project. Willis stated that the Commission should ask first for a budget for ongoing activities such as the Riverfront Month, and educational bro- chures, and then consider expanding into new activities. The Commission requested that Rockwell investigate the costs of contemplated activities. REVIEW AND COMMENT ON THE URBAN ENVIRONMENT AD HOC COMMITTEE (UEAHC McGuire explained that the UEAHC had produced three documents: general policy/philosophy, recommendations concerning land disturbing activities, and recommendations concerning site development regulations. McGuire stated that the recommendations are now on the agenda of the Planning and Zoning Commission. McGuire moved that the Commission endorse the concept of site development plans and land disturbing activities regulation as promulgated by the Urban Environment Ad Hoc Committee and recommend it for serious considera- tion by Council and the Planning and Zoning Commission; Leo seconded. The motion passed unanimously. McGuire summarized the new activities of the UEAHC, namely, consideration of regulation of construction in the 100 -year floodplain, and considera- tion of ways to maintain the scenic qualities of entranceways and vistas. A general discussion about construction on floodplains followed. A consensus emerged that careful analysis should precede regulatory restraints on residential development in the 100 year floodplain. UPDATE ON RIVER REGULATIONS AMENDMENT TO THE CITY CODE: Rockwell summarized a public hearing that occurred on October 22, and informed the Commission about future readings. as so Iowa City Riverfront Commission November 6, 1985 Page 3 REPORT ON RIVER WARNING SIGNS: Rockwell recounted a site inspection of the east side of the river between Burlington Street and Danforth Chapel. The only warning signs posted at this time are two signs on the CRANDIC Railroad Bridge which read: WARNING, TURN BACK, RIVER USE RESTRICTIONS AHEAD BY CITY ORDINANCE. It is the City Legal Department's opinion that the warning language should be specific to the dangers encountered in that area. Leo moved that the Commission recommend to Council that the City place signs on the Iowa Avenue Bridge warning about the dangers posed by swift currents and the Burlington Street Dam, with special attention given to the aesthetic quality and placement of the signs; Daly seconded. The motion passed unanimously. Leo moved that the Commission recommend to the University Facilities Planning Committee that they consider placing aesthetically pleasing signs along the riverbank warning people that swimming and walking on the ice are prohibited in the area between the Iowa Avenue Bridge and the Burlington Street Dam; Daly seconded. The motion passed unanimously. REVIEW AND COMMENT ON RIVER REGULATIONS: Rockwell reviewed a memorandum to be sent from the Commission to the Johnson County Board of Supervisors and the Coralville City Council outlining the procedures to be used to limit towing on the Iowa River. A oeneral discussion followed from which two concerns. emerged: First, that speed boating is not necessarily regulated through towing limita- tions; second, that enforcement of regulations is an issue which must be addressed by the local governing bodies requesting special rules. The consensus of the Commission was to move ahead in contacts with and presentation of information to the City of Coralville and the Johnson County Board of Supervisors. BENCHMARK UPDATE ON CDBG REGULATIONS: Rockwell reviewed the Terrill Mill shaded park bench request for CDBG monies. She informed the Commission that the request will come before the City Council at the public hearing on November 12, 1985, and encouraged interested Commission members to attend. REPORT ON RIVER WATER QUALITY SAMPLING: Concerns were expressed about the quality of water discharged into the Iowa River from the Coralville sewage treatment facility. Rockwell stated that water quality was checked at the point of discharge from the treatment plant, and that the Iowa Department of Water, Air and Waste Management (IDWAWM) will sample the Iowa River discharge point if a complaint is filed. O? A50 —r— _ Iowa City Riverfront Commission November 6, 1985 Page 4 Daly requested that Rockwell find out where and how often the IDWAWM collects and analyzes river samples in the Iowa City area. Rausch suggested that Rockwell also check on Dr. Don McDonald's monitoring of that area of the river downstream from the Burlington Street Dam. CONSIDERATION OF PLANS FOR URBAN NEIGHBORHOOD STREAM BANK CONTROL GUIDE: Rockwell introduced Mike Ellis, a University of Iowa graduate student in Geography, and explained that he is interested in helping to prepare the urban streambank erosion control brochure. She requested the Commission's guidance concerning their expectations for the brochure. Commission members agreed that it should 1) synthesize the best of available technology, 2) be tailored to the urban situation and specific soils and hydrology in Iowa City, and 3) be targeted to neighborhood associations as well as to individuals. il`iEL1lf`l�:l•,�I�PY17R�1�IIL�S'II•�]LGILI�IIIYf�if Rockwell briefly reviewed the progress on contest publicity. The Commis- sion expressed appreciation to the designer of the contest poster, Pat Westercamp, and suggested more sites for poster and brochure placement. ADJOURNMENT: The meeting was adjourned by acclamation at 9:25 p.m. The minutes were taken by Greg Prestemon. �?ASo . {r( 11 MINUTES PARKS AND RECREATION COMMISSION NOVEMBER 20, 1985 MEMBERS PRESENT: Riddle, Steinbrech, Willis, Martin, Jennings, Mitchell, Hradek and Alvarez MEMBERS ABSENT: Jordison STAFF PRESENT: Carroll, Howell, Harvey and Moran !GUESTS PRESENT: Anne Glenister, Project GREEN; Lyle Muller and Jeff Myers, Iowa City Press Citizen; and Grant Hunget, Recreation Division Intern SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN Moved by Steinbrech, seconded by Hradek, that the minutes of the October 9 meeting be approved as written. Unanimous. Steinbrech gave an update on the selection process for the director and superin- tendent of recreation. He reported that the selection committee had met November 18 to discuss both positions. The committee chose nine from seventeen applica- tions for director to receive a questionnaire for further information. There is a potential hold -over of two applicants that were considered in the previous selection process. Finalists will be chosen the first week in December and it is anticipated that interviews will be conducted before Christmas. Seventeen'addi- tional applications were received after the most recent advertisement and recruit- ment by Human Relations. Steinbrech reported that nine applicants for the superintendent position were selected from sixty-eight received. City budget restraints have put the position on hold, and interviews will not be conducted until a determination has been made on the position. It is anticipated to select a director, who will assist in selecting the superintendent. Willis asked if a formal process would be followed in determining whether to put the superintendent position cn hold. Steinbrech replied that the City Manager would make a recommendation to the City Council on the position. Jennings asked if the selection committee was aware of the possible hold on the position before the November 18 meeting and Steinbrech replied that they were not. The Commission discussed the positions and selection process. Moved by Jennings, seconded by.Alvarez, that the Parks and Recreation Commission strongly supports the concept of continuing the recreation superintendent staff position. Unanimous. Glenister expressed her support of the motion. as s/ PARKS d RECREATION COMMISSION MINUTES NOVEMBER 20, 1985 PAGE 2 DIRECTOR'S REPORT Carroll reported that an ordinance restricting parking to four hours, seven days a week, in Terrell Mill Park had been recently passed. The ordinance was created to prevent Mayflower dormitory students from monopolizing the parking lot day and night. Carroll reported that the City Council had noted the upcoming Commission vacancies, but had not received applications for the Commission. The Urban Environment Ad Hoc Committee had recehtly passed a resolution amending the membership to include a representative from the Parks and Recreation Commission. It was requested by Commission members to add this to the December meeting agenda. Carroll reported that the request from the Iowa City Rowing Club to build a boat- house at Crandic Park is in the process of being reviewed by city staff. Hradek reported that negotiations for Miller -Orchard neighborhood park are active this week. A decision will be made by the end of December, and if negotiations are unsuccessful, the CDBG funds will be reallocated. CHAIRMAN'S REPORT Riddle opened discussion on the FY85 budget deficit for the Recreation Division. Riddle said that after review of the budget comparison report by function for fiscal year ending June 30, 1985, he concludes that the Parks and Recreation Department did not spent the total budgeted amount. He expressed his confusion over the stated deficit and the publicity given to it. He requested that discussion of the proposed FY87 budget be deferred until after the issue is clarified. There was discussion concerning the budgetary process and deficit. Moved by Alvarez, seconded by Martin, that the Commission invite the Director of Finance to the December meeting to outline the Recreation Division deficit and proposed FY87 budget. Willis said that the Commission should go to the Civic Center to meet with the Finance Director during the day. Alvarez withdrew the motion. OTHER BUSINESS Riddle said that there comes a time in everyone's life when you need to sit back and assess and evaluate what's happened and what is going on. You need to stand up for what you think is right. He feels that things have happened that greatly concern him, and Martin and Mitchell share these concerns. Riddle read the attached letter of resignation from himself, Martin and Mitchell. He added that they have seen so many negatives happen and hope to see some of the negatives stop with what has been spelled out in the letter of resignation. It is hoped that the Commission can move forward and create a place where people can step in and move forward without any hindrances. He does not want to see the Commission move backward again; there are too many things facing the community in its needs and it is time to stand up for what is felt is right. RA51 PARKS 8 RECREATION COMMISSION MINUTES NOVEMBER 20, 1985 PAGE 3 Anne Glenister stated that she would be resigning as the Project GREEN representative at the conclusion of the meeting. She has served as the representative for ten years and appreciates the acceptance of the Commission. She said that Project GREEN at this time would like to have a member on the Parks and Recreation Commission in an official capacity as a voting member. Glenister is ineligible because she is a non-resident, and Project GREEN has asked her to resign to allow the appointment of a Commission member. She expressed thanks from herself and Project GREEN for the Commission's support. Steinbrech said that although he doesn't agree with the action, he understands why Riddle has done what he's done. He expressed appreciation on behalf of the Commis- sion for Riddle's dedication and contribution. Moved by Steinbrech, seconded by Jennings, that Willis be appointed as Chairman until the January election of officers. Unanimous. Carroll expressed appreciation on behalf of the Parks and Recreation Department for Riddles dedication and accomplishments during his eight years on the Commission. Moved by Mitchell, seconded by Martin, to adjourn at 8:10 p.m. Unanimous. ee Harvey, Secret y Parks and Recreatib Commission 1? 03 57 i November 20, 1985 To Whom It May Concern: It is with deep regret that we must tender our resignations as members of the Iowa City Parks and Recreation Commission. Many people have asked why we are resigning. We have always felt it is our job to represent the interest of the public, not politics, in our volunteer position. We also realize and accept our position as recomnending but not setting policy. There are certain things that have taken place in the past few months that are of deep concern to us and hopefully to the public. These are: 1. The "supposed" defecit (even though very small) for FY '85. 2. Thelong length of time that has been taken to fill the director's position. To have acting directors and to have made no headway in hiring a permanent director for a period of over one year is a major problem for Iowa City. 3. The necessity of having 3 separate advertisements for the director's job reflects, poorly upon our fine city and our present and past Parks and Recreation Staff. 4. ,The process of having a selection committee that can be unanimous in selecting a director but can still be negated by the City Manager makes us wonder why there should be a selection committee at all. We see no problem with the City Manager making this decision without a selection committee. However, to have a committee to be used in such a manner seems like such a waste of time. 5. The lack of leadership that presently exists with both the director'sposition and superintendent of recreation's position unfilled at a crucial time. 6. The freezing of our park acquisition funds with the potential of having those funds used to take care of defeeits in other City departments. 7. The years of negotiating to acquire land to be designated as Miller Park. We are no further along now than we were 2 years ago. S. The need for a dynamic, active, organized leader similar to Al Cassady to become the director. The need for an excellent recreation and program background is absolutely essential along with a similar parks background. 0?/;S/ - 2 - 9. We fee; it is absolutely necessary that Iowa City have leaders in both the director and superintendents positions to lead the public in one of our most important bond issues ever. Our need for fixing City Park Pool properly for the long term and the joint swimming pool -recreation building with the school district are necessities that Iowa City cannot do without if we are to continue to be a state and national city that others look to for leadership and giving to the community. It has been our pleasure to serve the people of Iowa City. We are extremely proud of what has been accomplished, but extremely worried about continuing our excellent progress as a Park and Recreation Department leader and national gold medal winner. We will continue to serve Iowa City in the future in many ways and will always be proud to say we are long term residents of the best of all cities -- IOWA CITY. i Ellen Martin Jerry Mitchell Fred Riddle aa5-1 I MINUTES SENIOR CENTER COMMISSION NOVEMBER 13, 1985 SENIOR CENTER CONFERENCE ROOM MEMBERS PRESENT: Bill Coen, Henry Fox, Geri Hall, Bob Jackson, Marty Kafer, Mike Kattchee, Ruth Wagner MEMBERS ABSENT: Don Crum, Dorothy Whipple STAFF PRESENT: Bette Meisel, Lori Benz, Donita Devance, Practicum Stu- dents: Nancy Brienzo, Jackie Mayer GUESTS PRESENT: Mary Slaymaker, Milo Pecina, Council of Elders; Sandra Boutelle, Senior Center Commission Appointee; Mike Lawson, MECCA CALL TO ORDER/MINUTES/PUBLIC DISCUSSION: The meeting was called to order by the Chair at 3:00 p.m. Kattchee moved for the acceptance of the minutes of October 9, 1985. Fox seconded. Accepted, unanimous voice vote. The Chair introduced new Commission appointee, Sandra Boutelle. Boutelle, Research Assistant at the Cardiovascular Center and Public Relations Chairman of the Johnson County Chapter of the American Heart Association, has been selected to replace Marty Kafer when her term expires in December. BRAINSTORMING PUBLIC RELATIONS IDEAS: Meisel asked Commissioners to share their ideas on. how to establish better public relations and coverage of Senior Center activities by the Press -Citi- zen and the Gazette. (See attached copy) GOAL SETTINE DISCUSSION II: ± Commissioners discussed three areas that were identified in the October meeting; developing a list of qualified people whose names could be submitted when commission vacancies occur; volunteer recruitment and retention strategies; and public transportation and elderly parking in the downtown (Senior Center) area. Coen asked Commissioners to determine which of the goats outlined at the October meeting could be realized in the short-term and which were long-term goals which would require strategic planning by the Commission and the enlisting of outside resources. Developing the list and volunteer recruitment and retention were considered goals that should receive some degree of immediate attention. Coen suggested that the Council of Elders in conjunction with the Commission might begin a public education program to encourage the use of public transportation in using the Senior Center. He said that awareness of the problem and the beginnings of developing strategies for the project could be done in the meantime. Wagner encouraged Commissioners to take responsibility for their goals, to come prepared with ideas for developing strategy and realizing the goal. There will be a fur- ther discussion on goal setting in the December meeting. aA .sR MINUTES SENIOR CENTER COMMISSION NOVEMBER 13, 1985 PAGE -2 REPORT ON COMMITTEE ON COMMUNITY NEEDS: Meisel reported that the proposal for the Volunteer Specialist was not well received by the Committee on Community Needs. Despite the number of people that would benefit from this position CCN members gave the Volunteer Special- ist position a low to medium rating. Some members explained that they had received negative calls about the Senior Center. Meisel asked Commissioners in the future to take aggressive measures (phone calls, visits, letters, etc.) to support the issues that are passed by the Commission. Without the full support of the Commission, such efforts are a waste of staff time. Coen reported that there was some support from Councilman George Strait. Hall observed that Senior Center presentations have been made from the perspective of the number of people benefitted rather than those who would suffer (i.e. have to be placed in nursing homes, etc.) without the program. She postu- lated that this is the crucial argument for agencies who serve far fewer people. VOLUNTEER APPRECIATION DINNER: Coen thanked the Commission and staff for the fine contribution to the Volun- teer Appreciation Dinner. Guest response was quite favorable; the speaker was excellent, the length of the overall program was agreeable, and the decorations were pronounced "the best ever." The budget report (not includ- ing the.cost of the scroll framing and the speaker's travel expenses) totaled $625.76. The budget is $700.00. It is expected that the final report will not exceed that amount. The reason that there is no total for the framing is that the workshop volunteers have agreed to perform tasks for other agencies, for example, the Library has asked them to fix wooden toys that have been damaged and the Adult Day Program has made a request for shelving. Hall commented on the paradox of other agencies with volunteer recruitment mecha- nisms benefitting from the services of the volunteers recruited by the Senior Center. She suggested that we might find ways to utilize other agencies volunteer resources as well. COORDINATOR'S REPORT: Meisel reported a problem that occurred during the Veterans Day holiday. No Senior Center staff were in the building on the morning of November 11 due to the holiday. Congregate Meals opens the building at 10:30 on holidays and weekends. Senior Center janitorial staff is scheduled to come in at 12:30 and lock the building at 3:00. One of the pool players who had access to a building key used it to open the elevator and game room before 12:30. Jeff, who happened to drop in, reported that there were about 17 people playing pool. The problem is that this creates a liability situation for the Senior Center. If the pool players had been willing to designate a "responsible" person to be in charge of the activities, staff would willingly check out keys to them so that they could play. As it was there was no such person and the full burden of some one getting hurt, becoming sick and not being found by regular traffic through the building, etc. fell on the Senior Center. Another problem is that the nurses decided to come in that day. The same liability situation would have applied in this instance also. Meisel sug- gested that Commissioners make a resolution to not allow services during the morning hours on holidays and create a policy that stated that no senior Aasa MINUTES SENIOR CENTER COMMISSION NOVEMBER 13, 1985 PAGE 3 group may use the building during non -staffed hours without designating a "responsible' person. In this manner the groups would still be free to use the building as they wished but they must take responsibility for their group and its use of the building., Services to the elderly could begin at 12:30 when Senior Center staff was on hand unless the agencies were willing to assume responsibility for the building. Fox so moved. Hall seconded. Adopted, unanimous voice vote. One of the policies held by the Commission is that non -elderly, with the exception of City agencies, could not use the building for their meetings. The Commission has held that using the building as a polling place was a civic duty and therefore have allowed its use as a voting site. The Demo- cratic Committee of Johnson County has requested that they be allowed to use the Senior Center for a Democratic Caucus. The Committee wishes to hold all its Caucuses in the polling places to familiarize people with them. Meisel asked the Commission's consideration of this issue, defining whether this, too, was a civic duty or if this would open the door for other groups use of the building. Jackson suggested that it might be in keeping with the Commis- sion's desire to create a public relations network to allow the use of the Senior Center for this purpose and to open it up in the future to other ggroupsmaking decisions on policy and interpreting them as necessary. Boutelie suggested that there would again be a liability problem and that by opening the Senior Center to certain groups we would be setting a precedent that might not be amenable to the desires of the seniors and that might cause policy-making problems in the future. Fox agreed that there would be prob- lems with this decision as a precedent. He encouraged Commissioners to reject theproposal. Hall concluded that the Caucus usually drew a large number of adults and children. With that many people, she felt some staff would have to be available that night or come early for cleanup. She sug- gested that there might be better places to hold caucuses ratherthan the Senior Center. Hall moved to reject the proposal of the Democratic Committee to use the Senior Center as a caucus site. Fox seconded. Motion failed; no majority; Ayes - 2; Nays - 2; Abstentions - 2. Wagner moved that the pro- posal be studied by a joint committee of representatives from the Council of Elders and Senior Center Commission. The Committee would look into the pros and cons of the issue and formulate policy for the future use of the building for civic use. The Commission would study the Committee's conclusions at the December meeting and offer its decision at that time. Kafer seconded. Motion failed. Lacked majority; Ayes - 1; Nays - 0; Abstentions - 5. The Chair appointed three Commissioners - Wagner, Jackson and Hall - to look into the matter further and report to the Commission at the December meeting. Meisel told Commissioners about response to the volunteer job description for the Post mailing list. In two days it people responded to the Post article whicif—ae ed for approximately eight hours a month commitment with no schedul- ing restrictions. Lori called the respondents back and asked if they might be interested in another volunteer activity at the Center, as this particular position has been quickly filled. The overwhelming response was that they didn't want to be tied down and had only responded to this inquiry because there were no specific time commitments. MINUTES SENIOR CENTER COMMISSION NOVEMBER 13, 1985 PAGE 4 Meisel explained that the City was looking into ways to effectively reduce the overall budget. Each department has been asked to look into for items that might be reduced or cut out entirely. its budget Meisel asked Commis - cuts. sioners to look at their copies of the budget and make recommendations on CHAIRPERSON'S REPORT: Coen reminded Commissioners that it was almost time to elect executive offi- cers. He appointed Commissioners Marty Kafer, Henry Fox and Mike Kattchee to serve as a nominating committee and cone up with a ballot of candidates in time for the December meeting. Kattchee will serve as chair. It has come to the attention of the Chair that there are a small number of Senior Center Volunteers who are under the age of 55 who are not able to park at the Center. Because there are so few of them, it has been suggested that an agreement be made with Ecumenical Towers that would allow younger volun- teers to park in the visitors lot, provided that they sign in at the Towers desk. This arrangement has been made by other agencies for their volunteers and staff. Coen will speak with the director of Ecumenical Towers, Phyllis Farrell. COUNCIL OF ELDERS REPORT: The Council of Elders will be making a survey of user response to the lobby furniture. There have o th of. EachirsaCOEcmouches ember will be responsible for talking to ten people, recording their sex, height and feelings about the furniture. There will be a Christmas tree decorating party on December 18, in the Senior Center lobby. There was a discussion of the egress after 5 PM memo sent by Bette Meisel to agencies that use the building at night. There was a discussion of the Phonic Ear System and the TV Phonic Ear System. Council members discussed ways to promote use of the devices by demonstrating them at the Host/Guide training sessions. There was a discussion of the non-profit bazaar that would be held on Satur- day, November 16, at the Sycamore Mall, in which the Eldercraft Shop would participate. unter raser has asked flavolg Thee oldone isibecoming badlyttattered. Thehe COE to lookCounciinto luofhEldersawinew ll look into getting another one donated to the Center or make a recommendation to the Commission after finding the least expensive place to buy one. On December 8 from 10 a.m. to 11 a.m., there will be a reception for Artist Ruth Johnson in the Senior Center Assembly Room. Coffee and cookies will be served. The Council of Elders encouraged Commissioners to attend. o7o35R. MINUTES SENIOR CENTER COMMISSION NOVEMBER. 13, 1985 PAGE 5 Bill Crawford recommended that the office space an the second floor (across from Shared Housing) be designated for the use of the Volunteer Committee to store records and to interview prospective volunteers. CoE must submit a space application for the Commission to consider. The Council of Elders, on behalf of all volunteers, would like to thank the Commission for the Volunteer Appreciation Dinner. A good time was had by all. DISCUSSION: Meisel explained that the tablecloths had been laundered and put away for later use. There was some concern that the tablecloths had been used during the year by volunteers and other agencies and not properly cleaned. It was agreed that the new agenda format time 9 9 ( guides for all discussion sections) was an excellent idea and had helped to keep the meeting moving smoothly. i The meeting adjourned at 5:06 p.m. i Submitted by Ruth Wagner, Secretary Senior Center Commission 4 Prepared by Donita Devance Senior Center Secretary i f � , I is MINUTES I FORMAL MEETING PLANNING AND ZONING COMMISSION THURSDAY, NOVEMBER 18, 1985 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Cooper, Horowitz, Courtney, Perry, Jordan, Scott, Dierks STAFF PRESENT: Franklin, Beagle, Boyle, Prestemon RECOMMENDATIONS TO COUNCIL: 1. The Commission recommends approval of a City initiated application for annexation and rezoning to P of certain City -owned property including Willow Creek Court, a portion of Willow Creek Drive and portions of Highway 1 West former right-of-way. 2. The Commission recommends approval of an application submitted by Olin Lloyd, Robert Barker and Carol Barker, and Lewis Negus for voluntary annexation of 16.2 acres located at Highway 1 West and Willow Creek Court. 3. The Commission recommends approval of an application submitted by Olin Lloyd, Robert Barker, Carol Barker and Lewis Negus for rezoning from County CH to CI -1 of 16.2 acres located at Highway 1 West and Willow Creek Court. 4. The Commission recommends that the City Council revise the agreement between Olin Lloyd and the City -to ensure that the water and sewer main extensions will be completed in a timely fashion yet take into account f seasonal constraints. 5. The Commission recommends approval of an application submitted by Johnson County Farm Bureau for annexation of 2.81 acres located along Mormon Trek Boulevard from RI -A (County) to CO -1 with the condition that only one curb cut be made and that said curb cut be located within 200 feet of the north boundary of the property. 6. The Commission requests staff assistance to review the development policy for land west of Highway 218, particularly with regard to additional costs incurred by the City resulting from extension of infrastructure and City services. 7. The Commission recommends approval of a minor amendment to the Pepperwood Place Large Scale Non -Residential Development Plan to permit all of the uses currently allowed in the CC -2 zone. CALL TO ORDER: Chairperson Scott called the meeting to order at 7:37 p.m. OU s3 Planning 8 Zoning Commission November 18, 1985 Page 2 APPROVAL OF MINUTES OF MEETING OF NOVEMBER 7, 1985: Chairperson Scott suggested the following changes be made: correct the spelling of the words "Amoco" and "where" on page two; add the phrase "and should not be changed" to Scott's statement on page two; add the prefix "re" before the word "read" on the third paragraph, page three, to Scott's state- ment; insert "have" before the word "increased" in paragraph three, pa?e three; and delete "conventions' and add the word "meetings" to Franklin s statement in the section on Planning and Zoning Information. Perry moved the minutes be approved as amended; Jordan seconded. The motion passed, 7-0. DEVELOPMENT ITEMS: i 1. A-8401. Discussion of a City -initiated application to annex certain C ty-owned property including Willow Creek Court, a portion of Willow Creek Drive and portions of Highway 1 West former right-of-way, and rezoning to P. Franklin stated that the annexation applies to three tracts owned by the k City. Two of the tracts are right-of-way and the third should be zoned P. She stated that all annexations are reviewed by the Board of Supervi- sors in compliance with the fringe area agreement between the City and the County. Horowitz moved that the application to annex and rezone to P be approved; 4, Courtney seconded. fj Horowitz expressed concern that the environmental policies of the Compre- hensive Plan be considered in the evaluation of annexations and rezonings. Franklin stated that there are three facets of the Comprehen- sive Plan which should be considered in determining whether the proposal k conforms: the appropriateness of the annexation, the particular land use category and the environmental policies. 1 Franklin suggested that concerns relating to entranceways could be dealt with through performance standards for commercial and industrial uses as well as for other uses. Horowitz stated that, because this particular tract involves land that is adjacent to an entranceway to the City, the Commission is relying in part on policies promulgated by the Urban Environment Ad Hoc Committee. Scott stated that all three of the annexations considered in this meeting are in conformance with the short range and long range goals of the Comprehensive Plan. The motion passed, 7-0. A V? 5150 Planning & Zoning Commission November 18, 1985 Page 3 2. A-8501 & Z-8507. Discussion of an application submitted by Olin Lloyd, Robert Barker, Carol Barker, and Lewis Negus for voluntary annexation and rezoning from County CH to CI -1 of 16.2 acres located at Highway 1 West and Willow Creek Court and Sunset Drive; 45 -day limitation period: Decem- ber 23, 1985. Franklin stated that the City is initiating the voluntary annexation of this tract in order to implement the short and long range Comprehensive Plan and to alleviate a problem with an inadequate septic system on the Olin Lloyd property, as identified by the Johnson County Health Depart- ment. The tract includes four properties and includes numerous auto service and repair uses, the Iowa City Coach Co., the Gym Nest and a carpet store. Earlier this year, Olin Lloyd signed an agreement with the City which included the following items: voluntary annexation, a 12" sewer easement across the south end of his property and the extension of the public water and sewer mains along Willow Creek Drive as necessary. Other property owners will be able to hook onto the sewer and water mains at their expense. She stated that there are plans to install traffic signals in the summer of 1986 at the junction of Highway 1 West and Sunset Street provided that the City Council and the Iowa Department of Transportation approve. She stated that signalization is warranted when. there are five accidents in a year that might have been prevented by signalization. Franklin stated that businesses with heavy trucks will be unlikely to locate on the parcels because of the availability of more attractive sites nearby. Perry asked if the parcels in question are in the airport overlay zones. Franklin stated that the parcels do not fall within the approach or clear zones. Horowitz asked why the IDOT and City Council have to wait until the summer of 1986 to install the traffic signals. Franklin stated that the traffic signals will have to be approved as part of the Capital Improve- ments Program. Perry moved that the annexation be approved; Horowitz seconded. The motion passed, 7-0. Perry moved that the City Council consider revising the agreement between Lloyd and the City to install water and sewer mains in a timely fashion, weather permitting, rather than within 60 days as the agreement currently stipulates; Jordan seconded. The motion passed, 7-0. Horowitz moved that the application to rezone from County CH to CI -i be approved; Perry seconded. The motion passed, 7-0. '70353 Planning 8 Zoning Cononission November 18, 1985 Page 4 3. A-8504 d Z-8506. Discussion of an application submitted by Johnson County 'arm Bureau to annex and rezone 2.81 acres located along Mormon Trek Boulevard from RI -A (County) to CO -1; 45 -day limitation period: December 13, 1985. Beagle stated that the applicant plans to construct a 2,000 to 2,500 square foot office building to house the Johnson County Farm Bureau and Farm Bureau insurance services. In order to develop the site, the appli- cant is required to seek annexation, since the Johnson County Health Department will not issde a septic permit for property adjacent to the City and able to be 'served by municipal sanitary sewers. Beagle stated that the annexation is consist with the Comprehensive Plan and the fringe area agreement for Area 8, as well as with the commercial use designation on the Plan map. However, while other municipal services are available, the applicant will have to negotiate with the Ty'n Cae development for extension of municipal sanitary sewer service to the site. He stated that the parcel is a "remnant parcel" and that the requested office rezoning is consistent with the adjacent uses. He stated that staff is concerned about potential traffic hazards along Mormon Trek Road because the site is in a depression and along a curve. Thus, staff recommends a single curb cut within 200 feet of the north boundary of the property. He stated that a portion of the parcel falls within the approach and transitional zones of the airport overlay zone. i Courtney moved that .the application for annexation be approved; Jordan seconded. Perry stated that in the past the Commission has asked the Federal Avia- tion Administration for an assurance that no problems exist with a change in land use around the airport. He stated that the Commission and the City Council should proceed cautiously on this and similar matters. Franklin stated that the FAA will become involved with submission of an LSNRO. Until then it is difficult to evaluate since the height of build- ings is unknown. She pointed out that the property is not in the clear zone and is not subject to use restrictions. Beagle stated that he had communicated with Fred Zehr, Airport Manager, about the application and that Zehr has raised no objections. Beagle pointed out that the property is in a low lying area and separated from the airport by land with a higher ,elevation. Dierks asked about consideration given to possible expansion of the airport. A general discussion followed from which a consensus emerged that any expansion to occur will be on the east -west runway. Any large expansion would necessitate a different location for the airport aue to the proximity of highways on the north and east ends of the airport. The motion passed, 7-0. Courtney moved approval of the application to rezone on the condition that the site will be limited to a single curb cut within 200 feet of the north property line of the site; Perry seconded. Planning & Zoning Commission November 18, 1985 Page 5 Scott stated that as a result of the realignment of Mormon Trek Boule- vard, the site is located in a depression at a lower elevation than the pavement of Mormon Trek Boulevard itself. The site has over 646 feet of frontage on Mormon Trek Boulevard and is located on a curve. Due to the presence of the curve, the drop in elevation going from east to west along the curb and the grade separation between the pavement and the site itself, sight distance is constrained at the southern end of the site. In order to mitigate any negative traffic impacts, both staff and the Com- mission recommend as a condition of approval that the site be limited to a single curb -cut located anywhere within 200 feet of the site's north property line. The specific location of the curb -cut would be identified at the time the applicant seeks LSNRD approval to construct the office building. The motion passed, 7-0. SUBDIVISION ITEMS: 1. S-8514. Discussion of an application submitted by Frank Eicher for a remised preliminary plat for Southwest Estates Subdivision, Parts 1-9, a subdivision of 150.74 acres located north of Rohret Road and east of the western Iowa City limits; 45 -day limitation period: waived. Horowitz moved that the application be deferred until the Thursday, March 20 meeting; Perry seconded. Scott 'stated that the deferral will enable staff to prepare an evaluation of the Comprehensive Plan for the area west of Highway 218. The motion to defer passed, 7-0. Horowitz moved that the Commission request staff assistance in reviewing the development policy for the area west of Highway 218, with particular attention given to additional costs incurred by the City from increased demand for city services and infrastructure; Perry seconded. The motion passed, 7-0. Scott stated that the request for staff assistance stems from the above request for subdivision approval. 2. Discussion of a minor amendment to the Pepperwood Place Large Scale Non -Residential Development Plan. Franklin stated that the proposed change will permit all of the uses encompassed in the CC -2 zone in the Pepperwood Place Mali. Staff takes the position in favor of the amendment because there is no proposed change in the physical layout of buildings or the parking requirements. She stated that parking and traffic problems should not result because any new use in the center will first be reviewed by the City prior to the issuance of a building permit or certificate of occupancy. .?.Q.53 Planning 8 Zoning Commission November 18, 1985 Page 6 Horowitz expressed concern about possible traffic problems at particular times of the day and gave as an example the possibility of a theater and grocery store located in the same center. She expressed concern about increased traffic volume in adjacent neighborhoods. Other Commissioners did not feel that peak times for these two uses would necessarily be concurrent and create such a problem. Perry moved approval of an amendment to the Pepperwood Place Large Scale Non -Residential Development Plan to permit all the uses in the CC -2 Zone; Jordan seconded. The motion passed, 6-0-1, with Courtney abstaining. 3. Discussion of the 1985 Neighborhood Open Space Plan and Open Space Dedi- cation Ordinance for the Developing Zone. Jordan moved that the consideration be deferred until July 1, 1986; j Cooper seconded. !` In response to reservations expressed by Horowitz, Scott stated that the f Plan and Ordinance can be considered at any time earlier. He stated that €( the Commission is deferring for the following reasons: first, because the Commission is unable to come to a consensus about the best way to proceed with the Plan and Ordinance as currently written; second, because the fee t structure study given to the City Council, revisions in the storm water and subdivision ordinances and recommendations by the Urban Environment Ad Hoc Committee have combined to make the Commission believe that defer- ral is the prudent option. fiHorowitz expressed concern that the Plan and Ordinance will be delayed for an excessive amount of time. The motion passed, 1-0. OTHER BUSINESS: 1. Planning and Zoning Commission Information. Courtney stated that he, Jordan and Franklin had attended a meeting in which changes in zoning for areas around the airport was discussed. Courtney stated that two divergent views were expressed; one which advo- cated zoning the land for airport -related industrial uses and providing infrastructure and one which cautioned that zoning decisions should wait for a proposed tenant. The group agreed that development should be limited to uses which could utilize the airport. It was decided that no immediate action should be pursued until the Airport Commission met with the City Council. Horowitz expressed thanks to the City Traffic Engineer for installing a three-way stop at the corner of Dodge and Kirkwood. She stated that traffic problems in the area have been reduced. Perry asked staff if a banner sign can be hung between canopy supports. Franklin said the banner signs are permitted only for special events. APS3 Planning & Zoning Commission November 18, 1985 Page 7 Dierks asked staff if a banner sign an the windshield of a van is permit- ted. Franklin stated she would direct the above matters to the appropri- ate City agency. Scott stated that he and Boyle had participated in panel discussions at the Iowa Chapter American Planning Association/National Association of Housing and Redevelopment Officials meeting in Des Moines. ADJOURNMENT: The meeting was adjourned by acclamation at 9:00 p.m. Minutes were taken by Greg e �P//reestemon. Approved by; �CE arr�f/ih�KOrel up. our ney, Secretary ,2n3 MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW MEETING MONDAY, OCTOBER 14, 1985 - 1:00 P.M. CIVIC CENTER COUNCIL CHAMBERS PRESENT: Terry, Ehninger, Johnson, Twaler, McGuire ABSENT: None EXCUSED: None STAFF PRESENT: Shaffer, Brown, Hess, Stewart OTHERS PRESENT: Graves, Blough of Heritage, Cablecast Volunteers RECOMMENDATIONS TO COUNCIL: None. MATTERS PENDING COUNCIL -COMMISSION DISPOSITION: Triannual Review, 5% franchise fee/NPO. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: According to Bill Blough, current efforts (using the access channels them- selves, and insertion equipment on the company's channels and other local media) to publicize cable TV channel programming, are a positive step. Blough sees no need for a cable TV channel to be used as a programming guide. Susan McGuire will take Mike Sigrin's place on the renamed Access/NPO Subcom- mittee dealing with access surveys, performance standards and equipment problems. If the company continues to provide access in 1986, it is expected that most of the three-quarter inch access equipment will be replaced with "user-friendly" half-inch equipment. The company may purchase a micro- computer to aid in the access effort. The Commission voted 3-2 that 100% of the production equipment offered in the franchise proposal must be available 100% of the time. Procedure in use of the security fund to cure a default on the franchise by the company with regard to provision of the full complement of access equipment (or any other default) was discussed. Shaffer and a member of the subcommittees on access and state-of-the-art will confer with Blough and LeValley on new equipment the company plans to purchase in 1986. The company is taking a wait and see attitude to providing Black Entertain- ment Network (BET) on the Iowa City cable system. Graves agreed to survey subscribers on whether they would like the company to provide BET. Heritage has signed long-term contracts with the movie channels they currently offer in Iowa City. Under no circumstances will Heritage drop HBO. Examples of Heritage newsletters and handbooks will be provided to Commission members. An answering machine will be installed on a special telephone line in the home of Heritage's chief technician in Iowa City to improve the com- pany's response in times of outages. CR,R S`- MINUTES BRCADBANU TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW MEETING MONDAY, OCTOBER 14, 1985 - 7:00 P.M. PAGE 2 The company will provide the BTC with a form to use to place messages in the company's billing statements. There will be restrictions of this use with reference to space, frequency and content. Although the company was "articu- late and adamant," that they not provide itemized billing, the BTC first voted 3-2, then reconsidered and voted unanimously that it is the position of the BTC that the company should on a regular basis provide rate information to subscribers via their cable bills. This information should include the costs of basic service, pay channels and other details. The company's log of technical complaints from subscribers is on computer and those records are available for public inspection. Although the company is willing to provide a breakdown of subscriber numbers for any period the BTC wishes to know, Graves and Blough said the franchise fee is not based on subscriber numbers, but on actual revenue received. Information from Heri- tage on leased access policies which Graves was to have provided by August 1 is still not available. Graves argued that the financial structure of Heri- tage is outside the jurisdiction of the City and the Commission. Blough plans to present a written proposal for an ordinance change at the November 21 meeting. MEETING CALLED TO ORDER, INTRODUCTIONS AND OPENING REMARKS: Meeting called to order at 7:10 p.m. Terry explained the format, to include discussion of items under the headings of Programming, Service, Financial, Technical and Miscellaneous. PROGRAMMING: Terry asked Blough for his feelings on having a Cable TV Programming Guide on one of the channels. Blough said this idea had been preempted by what the company feels is a more viable satellite programming service. Blough said he is not sure what the status is of a programming guide being prepared by the University of Iowa Library, Educational Consortium and others. Shaffer noted that representatives of all the local access channels have been meeting with BTS representative John Hess and Heritage Community Programming Director, Paul LeValley, to try to coordinate efforts to publicize their channels, and the Iowa City Press -Citizen has been cooperative in this endeavor. Blough said this cross -publicizing is a positive step. Blough also said the com- pany's ad insertion equipment adds to the ability of an access channel to publicize a single program. Terry sunned up that he understood Blough to be saying that there would not be a channel designated as a Program Guide. Terry stated that the BTC subcommittee for the NPO (non-profit organization) would be renamed the Access/NPO Subcommittee, and asked Susan McGuire to take the place of former BTC member Mike Sigrin on that subcommittee. McGuire agreed. Terry said questions dealing with access and surveys not be addressed at this meeting would be handled by subcommittee. The charge of this group will be to deal with surveys for access, equipment problems should they arise and access performance standards and report mechanisms (from the cable company or NPO). Shaffer said the performance standards documents have been drafted and would be brought to the BTC for input. APS -4 MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW MEETING MONDAY, OCTOBER 14, 1985 - 7:00 P.M. PAGE 3 Terry asked Slough to clarify questions of the life expectancy of video equipment the company uses for access, and to comment on whether the company would be willing to invest in a microcomputer for use in access. Slough said life cause expectancy high amountent used ofuse offor thatccess is equipment difficultSlough saideifmtheebe- com- pany continues to provide access in 1986, that much of the present equipment will have to be replaced, and a changeover to "user-friendly" 1/2 inch in place of 3/4 inch equipment is planned. Slough said he would consider get- ting a microcomputer and would be wiling to meet with Shaffer and draw up life expectancy curves for the equipment. Terry said Slough, Shaffer, La Valley, and a member of the City's Legal staff should sit down and iron out what fits the 100% equipment availability stan- dard set by the BTC. Following comments by Johnson, Ehninger, McGuire and Shaffer on this question and that of use of the security fund, Terry called for a show of hands of Commissioners who feel that 100% of the access equip- ment means 100% of the equipment is to be available 100% of the time, -John- son, Ehninger and McGuire voted yes, Terry and Twaler voted no. McGuire asked whether there is a City form for life expectancy for equipment. Shaffer said there is no standard form; life expectancy of video equipment can vary considerably depending on its use. Shaffer said five years is a good period of time, seven years is possible if one is very lucky. McGuire asked Slough whether he keeps a "lemon file" on equipment repair. Slough said he does. Terry asked whether any comparison files were kept by the library on equip- ment used outside the library and that which does not leave the library. Terry said he has seen some equipment literally thrown into the back of a station wagon, and noted it only takes one person being careless with a camera to ruin it. Shaffer said the library keeps very good records and that those people who are negligent with the equipment can be held responsible for its repair or replacement (whether the equipment is owned by the library or Heritage). Graves asked if the Commission was proposing allowing the security fund to be tapped. Brown said the Commission was referring to the provision in the ordinance that the company supply certain types of access equipment. Brown said further that what the consensus of the Commission was suggesting this evening was that supplying that access video production equipment for public use means supplying 100% of the equipment 100% of the time. Brown stated that the enforcement provision provides that in a non-compliance situation such as when a piece of equipment is down and the company has not repaired or replaced it, the security fund provision could come into play, as it would with any other default on the franchise agreement by the company. Brown noted that written notice to the company from the City Manager would be required before any security fund amounts would be expended. Graves asked for a clarification on ownership of access equipment replaced by monies from the security fund and described a hypothetical scenario. Brown said as long as the company has provided the equipment it is required to supply, it has met its obligation and ownership of a replaced piece of equip- ment would not be in question.' The company would, however, be required to .; R.S�4 MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW MEETING MONDAY, OCTOBER 14, 1985 - 7:00 P.M. PAGE 4 replace expended security fund monies. Terry and Johnson expressed apprecia- tion of the company's having provided more equipment than is actually re- quired. Terry stated that the City Manager is notified of the necessity to activate the security fund provision of the ordinance by either Shaffer or the BTC Chair. Terry also said the security fund had not been used to date and the threat of its use has only been made once. Shaffer asked whether the company expects to purchase any new equipment early in 1986. Blough said it does and that he would be willing to meet with Shaffer to discuss those items. Terry said a member of the subcommittees on access and state-of-the-art should join Blough and Shaffer for that discus- sion. McGuire noted that some of the equipment provided beyond that required by the franchise was acquired as a result of grant money from the company having been spent wisely. Further discussion ensued the history and current status of the grant money. Graves noted that a resolution of the 5% fran- chise fee/NPO issue is needed before the company can comment on whether or not the original $10,000 grant amount would be replenished and maintained in an ongoing fashion. The question of acquiring the Black Entertainment Network was discussed. Graves agreed to survey subscribers in Iowa City on whether they would like to get BET. Other programming choices were discussed such as VH -1, foreign programming other than SIN, and stereo FM for HBO, Cinemax and the Nashville Network. UHF channel 38 in Iowa City was discussed. Graves said if this channel does a good job for the local market, the cable system will carry it. If the signal is not good, if it does not provide something different in programming than is already available, the cable system will not carry it. The company is taking a wait and see attitude. Terry asked whether the company might obtain an automatic playback director machine for channel 26 such as the City uses for channel 29. Blough said it was not a high priority nut the company could consider the possibility. Archiving of tapes by community producers was discussed. The company would like to receive more input from the BTC avid other interested parties into the selection process. This question will be placed on the list for future consideration. Terry asked what the company's plans are for future movie channel offerings. Graves said the company has signed long-term contracts with the movie chan- nels currently being offered and under no circumstances would the company drop HBO. SERVICE: Brown addressed the legal question of attaching wires to trees on public property. Under the franchise, Brown said, the company may trim tree branches so that they don't interfere with wires, but according to the City Code, Chapter 34, it is a criminal offense to attach wires to trees on public property. Brown declined to comment on the question of Block 81 at this time since a written legal opinion is being prepared. .9,A 5-5(— MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW MEETING MONDAY, OCTOBER 14, 1985 - 7:00 P.M. PAGE 5 Heritage newsletters and handbooks were discussed. Examples will be provided to Commission members. Blough said an answering machine will be installed on a special telephone line at the home of the company's chief technician in Iowa City. This should help to alleviate the problem of access to the company by subscribers in times of outages. Blough expects this to be completed by the end of October. Where to find listings for the company in the Yellow Pages was discussed. The company currently advertises the Community Programming Center as a sepa- rate listing in the business pages under Heritage. Use of the company's billing statement by the BTC was discussed. It was agreed the BTC could use this space a limited number of times per year with a limited amount of copy, and the company will have editorial control over the content of the messages to be delivered. It was agreed that use of this space on a quarterly basis would be reasonable. Blough said this would have to be coordinated with the company's marketing people. Graves said a spe- cific form could be provided for the City to use. Itemized billing as opposed to one item billing was discussed. A show of hands by Commissioners indicated that Terry, Johnson, and Ehninger want the company to provide itemized billing, while Twaler and McGuire don't feel this' is a top priority. Johnson noted that the company's representatives were "articulate and adament" in their resistance to this item and the BTC was split in their vote. Graves clarified that the BTC position is that the company should on a regular basis provide rate information to subscribers and this information should be sent in the billing statement. On reconsideration of its vote an the previous questions, the BTC voted unanimously that the company should provide rate information. This would include the costs of basis service, pay channels, etc. Regarding complaints/service calls, Blough said this information is all on computer now and the records are open to scrutiny. The records kept in these service logs refer to technical complaints only and do not include production equipment problems or other types of complaints. The company makes a prac- tice of calling ahead to subscribers to notify them that the repair person is on the way to the subscriber's home to attend to a service problem. Blough said some problems can be resolved without a visit to the home. The cost per hour for the mobile technician is approximately $20 to E25 per hour. Blough said he would like to make a proposal for an amendment in the area of the extension policy. Terry asked Blough to put his proposal in writing so that it could be addressed at next week's meeting. FINANCIAL: Terry referred to a question raised by former Commissioner Sigrin asking the company to substantiate the franchise fee amount by providing subscriber numbers. Blough and Graves stated that they could provide subscriber numbers for any period the BTC would like, but that the franchise fee is not based on subscriber numbers but on actual revenue received. a01S-54 MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW MEETING MONDAY, OCTOBER 14, 1985 - 7:00 P.M. PAGE 6 Slough said Heritage has one of the best data bases of homes in Iowa City because they did not just use the City Directory but went out themselves and personally surveyed the city, recording addresses and placing them in the computer file which is constantly updated, removing addresses of old hones torn down and adding new houses and apartments put up. Graves said he would be willing to provide subscriber numbers, including number of basic subscrib- ers, pay subscribers, total number of subscribers and what dates they had service, for any period the City wants to know. Graves said the company does not keep a graph for separate systems, but Blough said he sometimes draws a graph for his own information and would be willing to provide a copy of his 1984/85 graph. Graves will write a letter with the information on subscrib- ers for the period for which the franchise fee check is written. Terry said Blough can present his written ordinance change request at the November 21 meeting. Graves said he cannot provide information on leased access which he had originally promised to provide by August 1, because he had turned the ques- tion over to this supervisors and it had in turn been turned over to a Wash- ington, D.C., law firm which has not yet responded. Graves said, however, that the company provides a channel in Iowa City for leased access and that the company would be very interested if someone came forward who. wants to lease that channel. Johnson noted that the Commission has interest in how the company is struc- tured financially and how the BTC can know whether profits here are applied elsewhere, or whether losses in other systems the company owns are picked up here. Graves said that this is not the jurisdiction of the City or the Commission and unless the company comes in for a rate increase this year, which they have no intention of doing, the BTC has no need for any of this information. Graves said further, that the company has provided and will continue to provide a prospectus and annual and quarterly reports for the entire, five -system, Cable Associates VII Limited Partnership. Terry said several questions and ideas remain to be discussed for the Triannual Review and these items will be addressed at the next regular meet- ing of the BTC to be held Tuesday, October 22. ADJOURNMENT: Johnson moved and Ehninger seconded the meeting adjourn at 9:00 p.m. R tfully ted, Wm. Shaffer Broadband Teleco unications Specialist � as`� MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION REGULAR MEETING, OCTOBER 22, 1985 - 7:00 AM PRESENT: Twaler, Terry, Ehninger, McGuire EXCUSED: Johnson ABSENT: None STAFF PRESENT: Shaffer, Stewart OTHERS PRESENT: Blough and Graves of Heritage; Allaire of Access Iowa City; Williams, BTS Intern RECOMMENDATIONS TO COUNCIL: The BTC recommended that $335 be allocated from the FY86 budget to assist in co -sponsoring the Access Iowa City/National Federation of Local Cable Programmers regional conference to be held next spring in Iowa City. MATTERS PENDING COUNCIL -DISPOSITION: Triannual_Review, 5% franchise fee/NPO matter with Heritage Cablevision. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: Heritage proposed several ordinance amendments to the Iowa City cable ordinance as part of the Triannual Review. These were referred to legal for comment. The BTC recommended $580 be added to the FY87 cable budget for secretarial/minute taker assistance; $150 be added to the intern incentive program; $335 be added for ;.ccess Iowa City (AIC/NFLCP conference support and co-sponsorship and that additional funds be added to travel expenses category. Ehninger pointed out some key phrases from a memo from Blough concerning the 5%/NPO issue. Shaffer reported very high production output for the last several months for the BTS office. iMEETING TO ORDER: Terry called the meeting to order at 7:10 AM. ANNOUNCEMENTS: MEETING TO ORDER: Terry called the meeting to order at 8:16 a.m. ANNOUNCEMENTS: Terry thanked Heritage for the banquet Commissioners attended the previous evening as part of the Heritage sponsored annual conference of the Iowa Cable Television Association. Ehninger and McGuire will be attending the confer - �?'? Sf-, ■ 11' Broadband Telecommuniations Commission October 22, 1985 Page 2 ence workshop on refranchising given by Graves and others and will write reports for the BTC. Due to time restraints on Graves and Blough, considera- tion of the company's agenda item would be given priority for this meeting. MINUTES: Acceptance of the minutes of September 17, 1985, moved by Ehninger, seconded by Twaler. No corrections. Motion approved. PUBLIC DISCUSSION None. COMPANY'S PROPOSED ORDINANCE AMENDMENT CHANGES: Concerning changes in Section 14-78.(1)f of the cable TV ordinance Blough read the Heritage proposal aloud. Following some discussion, it was agreed the proposal would be referred to the City legal department for review. This request for amendment to the ordinance will be considered a part of the Triannual Review. Blough will submit a typed copy of his proposal with copies to Commission members for the consideration. BTC will defer action until legal makes its recommendation. The nature of these proposed amendments concern the cable extension section of the ordinance. Specifically, to allow the cable company to charge a deposit to developers for putting cable into new subdivisions and to allow the company to charge potential commercial subscribers for costs incurred in installation over the first 300 feet. CABLE TV BUDGET FY87: The BTC reviewed the proposed budget for FY87 and amended several items, following general discussion. Items amended include secretarial assistance and intern incentive program. Terry recommended a sum of $580 per year be added to the budget for secretarial assistance. This figure is above and beyond BTS's use of the City's word processing center, which are costs charged back to the cable budget. The BTC recommended an additional $150 be added to the intern financial incentive program. The BTC said the $150 paid for the spring and fall semester intern incentive program should be paid for the summer session. This will make a total of $450 per year for interns. The $150 stipend is paid retroactively to one outstanding intern each semester. The BTC also recommended increasing the daily lodging travel expenses in the cable budget. (Tiffany of the Iowa City Public Library arrived at this time, 8:00 AM) The Library is requesting funds from the cable TV budget to fund an additional 1/2 time person for the AV Lab in the Library. Most all other budget items were reviewed by the BTC, but no changes were suggested. .:?.?514 Broadband Telecommuniations Commission October 22, 1985 Page 3 Archiving of community producers tapes by Heritage and the Library was discussed. It was suggested that the Access/NPO subcommittee could help with the selection process. Shaffer said there is some budget carryover from the previous year, and the BTC budget is currently operating in the black. Doug Allaire presented a proposal from Access Iowa City (AID) for $335 in funds from the BTC to aid AIC in preparing for the Spring Regional Conference of the National Federation of Local Cable Programmers to be held in Iowa City next May. Other sponsors of this event include the Iowa City Public Library, Heritage and the U of I School of Journalism. The funds AIC is requesting will be spent for mailings and printing costs. There will be two mailings to approximately 2,000 members of the NFLCP,and will be done under a bulk mailing permit. A sum of $20 from the NFLCP will be awarded to AIC as start-up money, and advance registration fees will also be used. The $335 amount is approximately 10%, of the total required to pay the costs of the conference. Twelve hundred dollars is the amount required by the Holiday Inn for the use of their conference facilities. Moved by Twaler, seconded by Ehninger to recommend to Council to allocate $335 for AIC/NFLCP purposes. Motion approved, four aye, 0 no, one abstention. (As a member of AIC, McGuire abstained due to potential conflict of interest.) HERITAGE REPORT: Blough stated that the Iowa Cable Television Association conTerence sponsored by Heritage at the Holiday Inn was a success. Ehninger noted that Commissioners had received a copy of a letter from Blough to Nile McDonald of Heritage dated June 20, 1985, which states in part: "Elaborating on my suggestion concerning the franchise fee and NPO...we should concede the 5% and offer to provide access indefinitely." In addition, Blough suggested a different hiring and oversight structure for the access operation in his memo. Ehninger asked that this paragraph be made part of the minutes. BTS REPORT: Shaffer said the BTS office is producing and acquiring more programming than every before. As many as 10 programs a month are being produced by the City. This is largely due to the help of the interns. In addition, new programming sources have been identified and acquired, such as the "Telecommunications and Information Revolution" series from Columbia Law School in New York. The BTS office is also getting requests from other cities for programming produced here. Such programming is available to other cities on a "cost only" basis. Shaffer is spending most of his time on preparing the Triannual Review report, which he hopes to have distributed to the BTC members for comment several days prior to their regular November meeting. Shaffer asked that each BTC member with comments on this document contact him as soon as possible when they are aware they have comments and suggestions they would like added to the report. Terry asked the Commissioners to provide written travel schedules so that meetings can be set when as many Commissioners as possible can be present. ,,7spl- Broadband Teleconmuniations Commission October 22, 1985 Page 4 Agenda item 85 was tabled. The next meeting will be October 28 at 8:00 AM; for a Triannual Review Special Meeting. The next regular meeting will be November 19 at 8:00 AM. ADJOURNMENT: Motion to adjourn made by Twaler, seconded by 'Ehninger. Motion approved. Meeting adjourned at 8:30 AM. Respectfully submitt , Wm. Drew haffer Broadband Telecommunications Specialist �?;ZS-K MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW SPECIAL MEETING OCTOBER 28, 1985 - 8:00 A.M. IOWA CITY RECREATION CENTER, ROOM A PRESENT: Terry, Ehninger, Twaler, McGuire EXCUSED: Johnson ABSENT: None STAFF PRESENT: Shaffer, Stewart OTHERS PRESENT: Blough of Heritage RECOMMENDATIONS TO COU14CIL: The BTC strongly recommends that Council take action on the matter of the 5% franchise fee/NPO. (Several previous recommendations were amended or de- leted. Please see Old Business, these minutes.) MATTERS PENDING COUNCIL -COMMISSION DISPOSITION: 5% franchise/NPO, Triannual Review. SUMMARY OF DISCUSSION AND FORMAL ACTION TAKEN: Date, time and place of upcoming meetings was set. Shaffer and Terry encapsulated Triannual Review discussions to date. Blough is to notify Shaffer by the end of the first week of November whether it is possible to break out financial figures for Iowa City only from the reports of Cable Associates VII Limited Partnership for the Triannual Review. A 1986 rate increase from the company is unlikely. Blough explained how he arrived at the figures he provided for cash flow on building cable plant to Block 81. The company says it will provide home shopping, fire alarm, meter reading, etc., by cable when it is economically feasible and when consumer demands justify it. Heritage is in the early developmental stages of a project to provide state- wide data transmission services to potential institutional clients. Due to costs, it is not expected that the downtown INET will be expanded, but uses for it such as electronic mail delivery within the City, and monitoring of water and energy were discussed. The City's high schools have all been wired. The schools' two-way capacity has not been activated as yet. A BTC subcommittee will research the company's complaint/service logs to determine the need for a performance test. Previous recommendations were amended or deleted. Shaffer called for the development of an Access blaster Pian. Blough presented a written request for an ordinance change with regard to the extension policy. Action deferred on this pending advice to BTC by City legal. City Manager Neal Berlin is to be invited to address the BTC at its next regular meeting to discuss the 5% franchise fee/NPO issue. aRs34 I MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW SPECIAL MEETING OCTOBER 28, 1985 - 8:00 A.M. PAGE 2 MEETIRG TO ORDER: Terry called the meeting to order at 8:10 A.M. ANNOUNCEMENTS: The next regular meeting was set for Tuesday, November 19, 1985, at 8:00 A.M. in Council Chambers. A December meeting is not expected to be held. The January meeting will be the 21st. Terry distributed copies of a letter from Liberty Communications regarding their policy on descramblers. Ehninger turned in her report on the refranchising workshop by Tom Graves at the recent Iowa Cable Television Association conference in Iowa City. McGuire is also preparing a report on this matter. COMPLETION OF DISCUSSION OF TRIANNUAL REVIEW: Terry and Shaffer gave a capsule report on what had and had not been covered to date. Four items remain to be addressed. Programming and Service ques- tions have been completed; remaining questions are primarily Financial and Technical. FINANCIAL: . Terry reiterated Johnson's question whether the City of Iowa City is treated as a separate entity for cost figures. Blough said if the company files for a rate increase the company would have to break out separate financial fig- ures for Iowa City. Blough said it is unlikely the company will file for a 1986 rate increase. Blough will get back to Shaffer with a yes/no answer by the end of the week, as to whether it is possible to break out those figures for the Triannual Review. McGuire asked Blough for a clarification on the projections for cash flow on building plant for Block 81. Blough said this report reflects costs of laying 2000 feet of cable plant around the perimeter of the block. The cash flow, Blough said, is 50 cents of every dollar of subscriber fees to retire the investment. There was further discussion of how these figures were reached, and technical aspects involved in providing service to this block. TECHNICAL: Johnson and Ehninger's report on state-of-the-art will be incorporated as part of the Triannual Review. Terry and Shaffer asked Blough whether the company is planning to provide home shopping, fire alarm, meter reading, etc., by cable. Blough said the company will do this when the services become economically viable and when consumer demand is there. The two-way capability of the Iowa City system was discussed. Blough is to confer with corporate in Des Moines and report the status of their plans in the area of proposed two-way services to the BTC. MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW SPECIAL MEETING OCTOBER 28, 1985 - 8:00 A.M. PAGE 3 Blough described the Heritage statewide data transmission service, or "Teleport," which ties other Heritage systems to a central computer in Des Moines. Blough said he is unsure of the status of this system at this time, but it is in the early developmental stages. Proposed clients for this system include the U of I, Iowa State, UNI, banks and businesses and other educational institutions. This will be an uplink/downlink operation. The status and use of the Iowa City Institutional Network was discussed. Blough will follow-up on. this and the costs involved, with chief technical Kevin Satterlee. There was discussion of using the INET for electronic mail delivery within the City of Council packets, to monitor water stations, energy systems and other uses. Blough will also get further information on this for the Triannual Review report. Blough said there were no plans to expand the downtown INET at this time, primarily due to cost. All three of the City's high schools are now wired. They have two-way capability but have not activated it. There was further discussion of City/County buildings to be wired and communication between schools and the City. Blough will report back to the BTC on plans regarding the new County building. Ehninger asked for a commitment to discuss further the plans for state-of-the-art cable uses and the INET. It was agreed this should be done sometime in the summer of 1986. Terry asked for a resolution of the question of a need for a performance test of the company. Twaler and McGuire will visit the company and review the complaint/service logs to help determine whether there is a need for a per- formance test. OLD BUSINESS: Terry moved to amend recommendation M1 of the July 16, 1985, minutes, calling for verification by postcard from the company of a potential subscriber's first request for service. The motion, seconded by McGuire, would substitute the words "written notice" for the word "postcard." Motion passed unani- mously. Terry moved, Ehninger seconded to amend recommendation 15 of the July 16 minutes. Rather than the current wording that "the City should" (hire an outside consultant in the event of a rate increase request), the recommenda- tion should say that the BTC thinks it is necessary" (to hire an outside consultant). The motion was approved unanimously. Twaler moved, Ehninger seconded, that the recommendation that "an independent consultant be hired to go through the procedures the company uses and the Commission will then review and make recommendations regarding the entire set of procedures," be deleted. It was agreed that most of the problems this recommendation was designed to help resolve have since been addressed and/or resolved independently, including equipment breakdowns, itemized billing, and follow-up complaints. The motion passed on unanimous vote of Commissioners present. .;.ZSi4 N MINUTES TRIANNUAL REVIEWMSPECIAL IMEETINGMISSION OCTOBER 28, 1985 - 8:00 A.M. PAGE 4 Terry moved and McGuire seconded the recommendation of July 16 regarding use of the company's billing statement by the BTC be deleted. Terry said in view of the agreement worked out at the Triannual Review meeting of October 14 regarding BTC use of the billing statement, which is recorded on tape and has ie mm s incorporated d into the minutes ithat ntthat a this sa moot issue This agreement wllberepreseedby signed document. Motion passed unanimously. Terry said he would like to send Council a message that the BTC supports the strongly franchise recommends that the Councilr takec action seconded by this re, that the BTC matter. Motion approved unanimously. Shaffer expressed his frustration at unsuccessfully attempting to resolve the matter of the 5% franchise fee and NPO and that the matter is out of his hands at this time. He noted that the City's previous Washington, D.C., counsel had offered to come of traveliandtlodgingrwith them, at no expenses. The Cityhhasenot e to the City other than payment responded to this offer. Shaffer suggested that an important tool in developing access is an Access Master Plan, which Iowa City does not currently have. Ehninger and McGuire will cooperate with Shaffer on this. COMPANY ORDINANCE CHANGE REQUESTS: Blough presented a written proposal designed to change section " of the cable ordinance. Blough said this change is necessary to protect the cable company from putting out large sums of money to install cable to non-contigu- ous homes in contiguous housing developments. He said otherwise there is no guarantee to the cable operator that a development will be completed in a timely manner, if approved, the change would require an upfront deposit from developers to the cable company to guarantee completion of the subdivision or new housing area. Another proposed change would require the cost of building the cable plant to potential commercial subscribers be borne by those commer- thescurrent exte exer td she wension policy workedrns outtbytthe this Cormissionlosal would invali- date would show at he reviewedg the discussion proposedt hangeseandtheservedeSaction untilhthetCommission was city's Legal ted wouldtben invalidated by the hproposed ether ech nge lino referenceatopsubdiivisions 1983 , ard to se issue. Therenwas idiscussion happening tcould be done tby Commission fee/NPO Shaffer saidcommission help resolve this issue. Twaler moved that City Manager Neal Berlin be asked to attend the next regular meeting of the BTC to provide an update on these issues. Motion seconded by Terry, and approved unanimously. MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW SPECIAL MEETING OCTOBER 28, 1985 - 8:00 A.M. PAGE 5 ADJOURNMENT: i Moved by Ehninger, seconded by Twaler, that the meeting adjourn at 9:58 a.m. Motion approved. Respectfully submitted, i Wm. rew Broadband TelecommunItations Specialist i i i i i aass� 1 MINUTES BROADBAND TELECOMMUNICATIONS COMMISSION TRIANNUAL REVIEW SPECIAL MEETING OCTOBER 28, 1985 - 8:00 A.M. PAGE 5 ADJOURNMENT: i Moved by Ehninger, seconded by Twaler, that the meeting adjourn at 9:58 a.m. Motion approved. Respectfully submitted, i Wm. rew Broadband TelecommunItations Specialist i i i i i aass� MINUTES COMMITTEE ON COMMUNITY NEEDS TUESDAY, NOVEMBER 19, 1985 - 3:30 P.M. IOWA CITY PUBLIC LIBRARY - ROOM B MEMBERS PRESENT: Kubby, Parden, Becker, Lauria, Williams, Watts, Cooper, Patrick, Leshtz MEMBERS ABSENT: Kuhn, Strabala STAFF PRESENT: Moen, Nugent, Hencin, Penney, Beagle, Einspanjer GUESTS PRESENT: Ron Berg, MECCA RECOMMENDATIONS TO CITY COUNCIL 1. CCN recommends that a portion of the 1986 CDBG funding contingency be used for unfunded projects and that the City Council authorize the CCN to consider and make recommendations on the unfunded projects as well as new projects at their January meeting. 2. CCN recommends that the City Council explore further the revolving loan fund concept and that CCN is willing to assist the City Council. CALL TO ORDER: Lauria called the meeting to order at 3:35 p.m. REVIEW AND APPROVAL OF CCN MINUTES FROM OCTOBER 15, 1985: Kubby motioned that the minutes be put on the table for changes; Cooper seconded. Kubby stated that she does not remember voting no on the curb ramp installation project as indicated on page 9 of the minutes. She stated it was not important enough to change the minutes though. Leshtz stated that his comment on page 8 regarding the elderly home services coordinator should read that the $25,000 salary is much higher and the case load much lighter than that of the county social worker. Lauria stated that there were some protects that were missing votes. Moen stated that Systems Unlimited, North Market Handicapped Play Area, and the Terrell Mill Park improvement projects were all voted together as one motion. Lauria stated that there exists no vote on the funding for the Shared Housing Program. He stated that the Shared Housing Program should be added to the list and noted that it passed unanimously for full funding. Motion was made to approve the corrected minutes. It passed unanimously. PUBLIC DISCUSSION: There was no discussion. COMMITTEE DISCUSSION OF ITEMS NOT ON THE AGENDA: Kubby recommended that the CCN might want to be conscious of the City Coun- cil's investigation of the public transit system because it affects a large portion of low and moderate income people. She stated that the CCN might a ass Committee on Community Needs November 19, 1985 Page 2 want to explore this issue and make some recommendations to the City Council. Lauria asked the CCN if they felt this was needed. Lauria stated if the CCN felt this was needed, then the next step would be to find a Committee member interested in monitoring information about this problem and to present this information to the Committee so that they can make recommendations to the City Council. Williams stated that the problem with the present transit system has to do with decreased ridership and that no recommendation from the Committee would be able to change this problem. Kubby stated that she would be willing to make a brief presentation at the next meeting to outline the situation and possible alternatives. Lauria stated that a motion or a con- sensus from the Committee is necessary to pass the idea. The consensus of the Committee was to go ahead with the plan to investigate and make possible alternative recommendations to the City Council. Karen Kubby volunteered to take this on as part of her activities as a member of the CCN. DISCUSSION OF OCTOBER 15, 1985 CCN RECOMMENDATIONS TO THE CITY COUNCIL: Lauria explained to the Committee the results of the City Council's informal meeting on November 18. Lauria said that the Council has decided to accept the CCN's recommended 1986 COBG budget in total except for the elimination of the Ralston Creek Open Space Acquisition proposal. He stated that the City Council also raised Systems Unlimited's budget to the full funding request of $70,000. He said the primary reason the CCN didn't recommend full funding for Systems Unlimited was because the Committee wanted to ensure they had enough funds to absorb a possible 15% cut of COBG allocations from HUD. Lauria said the proposed 1986 COBG budget now has a $110,000 contingency fund. Hencin stated that the maximum allowable amount in the contingency fund is 10%. He stated that he is aware that the $110,000 amount exceeds the limit but he is confident that the City will come close to a 15% reduction of funds. Lauria stated that he feels the Committee should request from the City Council permission to look at the rest of the unfunded projects and also new projects to make recommendations for their funding from the contingency set aside at the January meeting. Lauria stated that by that time the Miller -Orchard Parkland Acquisition project and others would be decided. Parden moved that the Committee approach the City Council about recommending funding of some of the contingency money for unfunded projects and also any new projects; Patrick seconded. The motion passed unanimously. Kubby stated that the CCN might want to recommend that the City Council actively pursue the economic development revolving loan fund. Williams stated that a consultant service exists that recommends ideas for revolving loan funds and that it only costs $5,000. Parden stated that she had disa- greed with Kubby's suggestion adding that it should be left alone. Lauria stated that the Committee just moved to look into the recommendation of funding projects with contingency funds. Kubby restated that she is just recommending the Council organize a group of people to gather information on the revolving loan fund so that next year they will be able to approach the CCN with more specific plans. Kubby moved that the City Council explore further the revolving loan fund concept and that the CCN is willing to assist the City Council in this. Williams seconded. The motion passed 5-4 with Lauria breaking the tie. aIRss Committee on Community Needs November 19, 1985 Page 3 Lauria stated that the CCN should defer until the December meeting the commu- nication to those organizations not funded as to why they were not. He recommended that the CCN members come prepared to the meeting with what should be incorporated within the letters. DISCUSSION OF THE NEIGHBORHOOD OPEN SPACE PLAN: Barry Beagle provided the CCN with a brief background and information regard- ing the proposed neighborhood open space pian. The Planning and Zoning Cao - mission is now in the process of undergoing public hearings and soliciting public information as to the formulation of an open space plan and ordinance. Fundamental to the investigation was the division of Iowa City into three zones. The inner-city zone consists of the downtown and multi -family devel- opment, the developed zone consists of the balance of the developed portions of Iowa City, and the developing zone which is the emphasis of the neighbor- hood open space plan and ordinance. The plan further differentiates the developing zone into 11 open space districts. Beagle said they made projec- tions as to the density and future population of each of these districts. They applied the open space standard of three acres per 1,000 which was deemed necessary to serve the best interests of future inhabitants of these areas. The ordinance is a regulatory tool which is associated with subdivi- sion reviews as well as development reviews. As part of this, mandatory dedication and/or payment of a fee corresponding to the amount of need being generated by the particular development are established. Kubby asked if there are guidelines within the ordinance as to whether dedi land or money are required. cation of the Beagle said that the City has the ultimate say as to whether a fee will be submitted or whether dedication of land is pre- ferred. Kubby asked if the ordinance was at the public hearing stage yet. Beagle stated that the meetings are open for public comment and review but this is being deferred until February probably. In the meantime, Beagle stated that they would be comparing the existing ordinance to an impact ordinance. Lauria stated that the CCN should appoint a subcommittee to prepare the Community Development Plan for the 1981, 1988, 1989 years. Hencin stated that the plan needs to be completed by late spring. Lauria stated that the Community Development Plan subcommittee should also prepare the CDBG funding criteria or that the community development plan should be formed .first and then the criteria based on this. Kubby asked what the process entailed. Lauria stated that the subcommittee looks at data on current Neighborhood Improvement Areas. The subcommittee should also look at priorities, the types of funds, and that they should communicate with the City Council. Lauria stated that it would be a good idea for the subcommittee to consist of different members from last time. Patrick and Kubby volunteered for the subcommittee. Lauria suggested that Leshtz or Strabala be approached as the possible third member of the subcommittee. The subcommittee was approved unanimously. Kubby will take the responsibility to remind the staff to arrange the first meeting. Committee on Community Needs November 19, 1985 Page 4 APPOINTMENT OF CCN REPRESENTATIVE TO HUMAN SERVICE AGENCIES: Nugent stated Leshtz is willing to serve with one other person but he recom- mends someone else should take the position for the experience. Patrick stated that she is willing to go the meetings because it helps to make deci- sions on CDBG funding for next year. Lauria asked if others besides those designated by CCN can attend the meetings. Penney stated that anyone can attend. Nugent stated that Penney has a resource book on all the human services programs the CCN has funded to date. Patrick and Becker said that they would be interested in being representatives to the meetings. Kubby stated that she might be able to back up either one of the representatives if they can't make a meeting. SYSTEMS UNLIMITED PROPOSAL FOR ACCESSIBLE HOUSING: Nugent read a statement from Benny Leonard stating that said his proposal for handicapped accessible housing is strictly informational and that he is not seeking funding now but may be in the future. Lauria stated that Leonard has not provided any statistics on the demand or need of this type of project. Nugent stated that there is a demand for handicapped accessible housing but she is not sure if there is a demand for this particular type of project. Becker requested that Leonard be approached to provide statistics ca che- demand -waiting list. Patrick asked if someone had said earlier that the Capitol House unit is not fully occupied. Nugent stated that they are not required to leave the handicapped accessible apartments open indefinitely and so they have been filled with elderly people. However, now they are, starting to get a waiting list of young handicapped people. Penney stated that it might be a good idea to wait for a proposed project before requesting statis- tics because this is a volatile area. Lauria stated that temporal statistics would be needed then. LIARTERLY REPORTS FOR MOVEMnaK. 1985: 1. Goodwill - Becker said the grant amount was $205,535 and that they have spen 06,973. Becker said that there are 25 minor corrections to be madeyet. Right now they have a new canopy over the entrance, new pav- ing, increased accessibility, a new roof, and new heating and ventilation systems. Lauria asked if Becker checked to see if they did all they said they were going to do. Becker said yes. 2. Creekside Sidewalk Project- Williams stated that this project was allo- cated 527200. Fe -stated Fe-statedthat bids were let on September 17 and a bid for $17,991 by B&L Zimmerman was accepted. Other sidewalk repairs were picked up since the bids left additional money. Lauria asked if these additional sidewalk projects were part of the ones that CCN cut earlier. Moen stated no. Lauria asked why they went to new sidewalk sites instead of those proposed earlier and cut. Moen stated that the determination of the new sites was not feasible with the time restraints; the option of extension of a repair proposal approved by CCN was taken because it would be completed within the time limit. Lauria asked if $5,000 has been spent yet. Moen said yes. Lauria asked if unobligated monies would go back to ass Committee on Community Needs November 19, 1985 Page 5 the contingency fund. Moen said yes. Lauria stated that he wants to be sure that unspent sidewalk monies come back to the CCN first before they go ahead with other sidewalk projects. 3. North Market S ware Park - Nugent spoke for North Market square project an state iat t e work has been completed from 1985's funds. 4. MECCA - Nugent read a statement from Leshtz. MECCA hopes to be moved into its new building by January 1986, one month ahead of schedule. The electricity and plumbing have just been completed. Nugent also read a letter from Ron Berg that said the CDBG allocation of $50,000 is primar- ily being used for new flooring, kitchen and the telephone system. They will be $8,000 short of funds because the phone system estimate was $15,000 and the actual cost was $19,854; the kitchen equipment estimate was $10,000 and the actual cost was $20,895; and the floor covering cost was estimated at $25,000 and the actual cost was $17,396. MECCA asked to be considered for more funds from any contingency funds yet available. Lauria stated that if the City Council allows the CCN to make recommenda- tions on the rest of the contingency funds, the Committee could look into this project. Berg stated that the kitchen was so expensive because of a $10,000 stainless steel table. Lauria stated that the CCN members will be reviewing the final evalua- tions of the 1985 CDBG projects. He stated that the CCN members should look over and see evaluations and decide if .they need to be amended. He also stated that they should be kept so that next year the members can use them to determine if the projects use the CDBG funds in the manner they stated they would. Lauria stated that the City Council expressed its gratitude to the Committee for its work on the CDBG budget. ADJOURNMENT: The meeting was adjourned at 4:55 p.m. Minutes prepared by T. Einspanjer. aass