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HomeMy WebLinkAbout2009-02-10 Bd Comm minutesMINUTES PARKS AND RECREATION COMMISSION September 24, 2008 6b 1 FINAL MEMBERS PRESENT: David Bourgeois, Margie Loomer, Ryan O'Leary, Matt Pacha, Jerry Raaz, Phil Reisetter, John Watson, John Westefeld MEMBERS ABSENT: Craig Gustaveson STAFF PRESENT: Terry Trueblood, Mike Moran, Terry Robinson, Joyce Carroll, Cindy Coffin, Matt Eidahl, Jeff Sears, Sherri Hildebrand (intern) RECOMMENDATIONS TO COUNCIL: OTHER FORMAL ACTION TAKEN Moved by Bourgeois, seconded by Loomer, to approve the August 13, 2008 minutes as written. Unanimous. PRESENTATION OF FINAL DRAFT OF PARKS, RECREATION AND TRAILS MASTER PLAN: Pat O'Toole from GreenPlay L.L.C. was present to provide an overview of the "final draft" of the plan to the Parks and Recreation Commission. He went over the recommendation/action plan section with the commission. The goals and strategies, all of which are subject to change before the plan is finalized, are as follows: 1. Maximize the planning process Strategies: • Incorporate the action items of this plan into the City's annual work plans to achieve the recommendations of this plan and to enhance effectiveness of staff effort. • Assure that all levels of staff are informed of and are set up to work together to implement the recommendations and strategies of the plan. 2. Track performance measures Strategy: • Create standards for all community services activities and services. Parks and Recreation Commission September 24, 2008 Page 2 of 6 3. Enhance program development Strategies: • Seek ways to respond to identified programming priorities. • Identify and develop programs related to new trends in parks, recreation, and cultural arts. 4. Pursue comprehensive service delivery Strategies: • Reach out to those with financial need. • Assure programming opportunities are reasonably available to all geographic sectors of the city. 5. Solicit community involvement and feedback Strategies: • Regularly solicit community input in program and facility planning efforts. • Expand department volunteer opportunities. 6. Increase awareness of program offerings Strategy: • Effectively communicate Department offerings to public. 7. Assure financial sustainability Strategies: • Research potential traditional funding opportunities. • Pursue alternative funding to implement the Master Plan. • Review the Department's cost recovery philosophy and policy and update as necessary. 8. Collaborate with community organizations and businesses Strategies: • Build partnerships within the community to take advantage of existing facilities, share new facilities, and provide additional programming and services to the community. • Pursue a dynamic and mutually beneficial relationship with the Senior Center. • Explore a community access relationship with the University of Iowa at its new Student Wellness Facility currently under construction. 9. Continue to provide equitable level of service in existing parks and facilities Strategies: • Improve existing parks to meet community standards. • Fill gaps in walkable service. • Continue to provide a high level of service of natural areas and environmental education. Parks and Recreation Commission September 24, 2008 Page 3 of 6 • Identify and develop facilities for new trends in parks and recreation. 10. Plan to continued equitable level of service as community grows Strategies: • Add parks, trails, and facilities to respond to the growth needs of the community. • Increase the level of service provided for indoor facilities. 11. Increase level of service for trails Strategies: • Increase the level of service offered by existing trails in parks and throughout community. Increase trail connectivity and overall trail network. Suggested action steps were also discussed and will be a part of the final report. Pat then went over a chart showing preliminary cost estimates and some potential funding sources for projects recommended 2009 through 2020. At the conclusion of his presentation Pacha asked Commission Members for their input. Specifically he asked them to discuss what they felt needed to be included in the presentation that may be given to the City Council. Trueblood asked O'Toole to explain the process that he used to determine why some of these projects belong in the three year plan verses six year, etc. O'Toole explained that the premise was to fix what you've got, further stating that replacing playgrounds and adding amenities such as shelters and restrooms in areas that are highly utilized would be noticed right away. Trueblood mentioned his surprise to see the construction of another dog park not recommended until 2017, given the fact that the department is currently working with DogPAC to open a second (smaller) dog park in Scott Park. Pat stated that while dog-owners listed this as a high ranking item, the overall surveys did not necessarily reflect this. He also stated that the trail system ranked much higher as a need, and their opinion is that the City will provide more benefits to more people by adding trails and connector trails to the system. He clarified that the dog park noted in the plan is another large park similar to Thornberry, and noted that if the City was to strike a partnership where it makes more sense to build a dog park within two years, that would be the better choice. O'Leary asked Trueblood what the budget is for the dog park at Scott Park; Trueblood estimates approximately $40,000, most of which will be paid by DogPAC. O'Leary further stated he really believes that the City will be building a third and perhaps even a fourth dog park by 2015. He also stated that while he would not support another $150,000 dog park such as Thornberry anytime soon, he would support the smaller, less costly parks. O'Toole said that he does see a need for another large dog park on the south side of town at some point in the future. Parks and Recreation Commission September 24, 2008 Page 4 of 6 Raaz asked O'Toole why there was not money for trails shown on the cost estimates and funding sources chart since it has been determined that this is a high priority. O'Toole stated that while it is mentioned many times in the text of the report, it is difficult to put a price on this .type of project. He said they could apply per mile costs for trail construction, and also what maintenance costs would be, but they do not know how much property would need to be purchased. Trueblood agreed with Raaz that trail costs need to be included. He further noted that there are cost estimates included in the capital improvement budget and that perhaps these numbers would help GreenPlay with estimates. There was discussion about who to present to Council. Trueblood noted that O'Toole is slated to return to Iowa City one more time to present the final plan, and the Commission needs to determine if they want him to come back to them, or if he should return just for the Council presentation. It was decided to have Commission members and staff further review the details of the report, and send any corrections/suggested changes to O'Toole next week. It was also decided by consensus that it is more important for him to give a presentation to the City Council, rather than another presentation to the Commission. Trueblood will work with the City Manager to try to arrange this at a future Council work session, with the target being October 20tH COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: John Westefeld and Margie Loomer commended Pat O'Toole on a good presentation. CHAIRS REPORT: Pacha expressed his gratitude towards having a "blue print" for a master plan and is excited to see this come to fruition. He further noted that GreenPlay did a great job and that the committee picked the right company for the, job. Pacha reported to the Commission a summary of the first "Leadership Team" meeting that was formed to do fundraising for the Sand Lake Recreation Area. This team will hold its second meeting Monday, September 29 and then will continue meeting every other Monday until the project end which is slated to be complete by the end of the year. He announced the hiring of Gary Vance of Ad-Vanced Fundraising Opportunities out of Coralville to assist in this effort. The fundraising goal is $75,000 to $100,000. He also announced that the Foundation will hold its annual meeting on Thursday, October 9. DIRECTORS REPORT Trueblood announced that interviewing for the position of Aquatics Supervisor was just completed. The previous supervisor, Mindy Cheap, accepted a position as Recreation Superintendent in Pierre, South Dakota. Parks and Recreation Commission September 24, 2008 Page 5 of 6 Trueblood noted that there were two bid openings this past week. One was for the Waterworks Prairie Park Fishing Pier which came in at $167,000. The other bid was for sand removal at City Park which came in at $99,000, much lower than FEMA estimates. ADJOURNMENT Moved by Loomer, seconded by Reisetter to adiourn at 6:55 p.m. Unanimous. Parks and Recreation Commission September 24, 2008 Page 6 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YEAR 2008 NAME TERM EXPIRES p~ O .~ o N N ~ M a~ ~ ~ N ~ o ~ _ ~ r _ ^M' ~ _ N p` o ``' ^ o N .r David Bour eois 1/1/11 O/E O/E O/E X X X X O/E X Craig Gustaveson 1/1/11 X X O/E X O/E X O/E X O/E Margaret Loomer 1/1/12 X X X X O/E O/E X O/E X Ryan O'Lear 1/1/10 X X X X X X X X X Matt Pacha 1/1/09 X X X X O/E X X X X Jerry Raaz 1/1/12 X X X O/E O/E X X X X Phil Reisetter 1/1/09 X O/E X X X O/E O/E X X John Watson 1/1/11 O/E O/E X X X O/E X X X John Westefeld 1/1/10 O/E X X X X X X O/E X KEY: X = Present O = ~ Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum sn 2 MINUTES APPROVED PLANNING AND ZONING COMMISSION DECEMBER 4, 2008 - 7:30 PM -FORMAL CITY HALL, EMMA J. HARVAT HALL MEMBERS PRESENT: Ann Freerks, Josh Busard, Charlie Eastham, Elizabeth Koppes, Michelle Payne, Wally Plahutnik, Tim Weitzel MEMBERS ABSENT: None STAFF PRESENT: Karen Howard, Sarah Greenwood-Hektoen OTHERS PRESENT: Jeff Clark RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 6-1 (Payne voting in the negative) to approve amendments to the Zoning Code Article 14-5A, Off-Street Parking and Loading Standards, to include minimum parking requirements for Household Living Uses in the Central Business (CB-1D) zone. CALL TO ORDER: The meeting was called to order at 7:33 p.m. by Chairperson Ann Freerks. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. ZONING CODE ITEM: Discussion of amendments to the Zoning Code Article 14-5A, Off-Street Parking and Loading Standards, to include minimum parking requirements for Household Living Uses in the Central Business (CB-10) zone. Howard stated that the goal of this particular initiative was to ensure that the downtown remains healthy and economically viable over the long-term with a wide variety of businesses, including: retail, office, restaurant, service and entertainment venues. Howard said that to maintain the vitality and variety of businesses downtown it is important to attract a diversity and mix of residents living in the downtown. Howard said it was important to keep these two perspectives in mind in discussing the parking issues. Howard stated that the Commission had forwarded to the City Council recommendations addressing both attracting a mix of residents downtown and parking issues, including a reduction in occupancy limits and a new parking requirement for residential projects. Howard said that the City Council basically agreed to the occupancy standards, but deferred the parking amendment, asking the Commission to review their recommendations. Howard said a recommendation is expected for Council's consideration at their December 16~h meeting. Howard said that some of the concerns Council expressed about the parking requirements as currently written were that it could: 1) discourage renovation of existing buildings, 2) wind up actually discouraging efficiency and one bedroom apartments because of the required bedroom to Planning and Zoning Commission December 4, 2008 -Formal Page 2 parking space ratio, and 3) may not provide enough flexibility for smaller residential projects needing parking in City-owned facilities. Howard shared staff recommended revisions to the parking language, which they felt addressed concerns expressed by Commissioners in their informal session as well as those expressed by Staff and members of the Housing and Inspection Services Department (HIS). Previous language, Howard said, was confusing in that it mixed language concerning apartments and bedrooms, possibly lending itself to misinterpretation. Staff suggests language stating that for the first 10 bedrooms, no parking is required, but for all additional bedrooms, 0.5 spaces per bedroom will be required. For new buildings, the layered approach would continue, requiring 0.5 parking spaces for efficiencies and one-bedrooms, one parking space fortwo-bedroom apartments, and two parking spaces for three-bedroom apartments. Howard said that Staff also recommends allowing developers to lease parking spaces in City-owned parking ramps to fulfill smaller-scale parking requirements regardless of the distance between the parking ramp and the apartment building. Applications for these parking spaces would be carefully considered and would be granted by special exception through the Board of Adjustment. Staff also suggests eliminating the requirement that a building have a floor area ratio (FAR) of at least 7 to building above-ground structured parking. She noted that there are currently no buildings in the downtown that have achieved an FAR that high. Howard offered to answer questions from Commissioners. Eastham noted that the wording in Table 5A-1 may not make it clear to users of the code that an efficiency apartment is considered to have one bedroom. Howard concurred and said Staff could make the language more clear. Koppes pointed out that with the current formula existing buildings converted to three-bedroom units would only be required to have 1.5 parking spaces, whereas new buildings with three-bedroom units would be required to have 2 parking spaces. Howard said that there is a limited supply of existing buildings available for conversion to apartments and that it was Staff s feeling that the very slight advantage that may be given to developers ofthree-bedrooms in existing buildings versus those in new buildings did not warrant creating a more complicated formula. Eastham stated that for buildings built after January 1, 2009, parking requirements are only listed for 3- bedroom apartments and smaller. He said that while occupancy standards have changed in the CB-10 zone, allowing for only three unrelated persons to reside together, there was nothing actually prohibiting developers from building units with more than three bedrooms. Howard said that the likelihood of developers building apartments that were larger than what the occupancy standards allowed was quite small. Eastham said he understood this, but that for the sake of clarity he feels language should be added to address the possibility of apartments larger than three-bedrooms. Greenwood-Hektoen and Howard stated that adding such language could confuse the occupancy issue, and perhaps misleadingly indicate that four and five-bedroom apartments were more possible than they actually are. Plahutnik said he feels the words "or more" added to the ordinance would cover every possibility. No changes to the wording were agreed upon at that time. Payne asked if Staff knew if there was a current waiting list for those wishing to lease parking spaces in city ramps. Howard said she believed it varied from ramp to ramp, but that conversations with Chris O'Brien, Parking Director, had indicated that there is flexibility to move parking spaces around to different ramps as necessary. The purpose of requiring parking for large-scale projects, Howard reminded Commissioners, is to alleviate the strain the City feels they would place on city parking facilities. City parking facilities cannot accommodate multiple large-scale projects; if they could, no parking requirement would be necessary. That said, Howard went on, there is flexibility within the parking system to provide a small number of spaces to more moderately-sized projects. Howard said that on one hand, the City Council had concerns about jeopardizing small-scale renovations and additions that could not possibly put parking on site; on the other hand, they felt that large-scale projects should have to provide some on- site parking. Eastham asked if Staff had considered what criteria to use in evaluating large-scale parking requests from a developer. Greenwood-Hektoen replied that the standard would be the same regardless of size; capacity would be evaluated based on an audit of parking needs and demands. Howard said it was difficult to speculate on how much parking would be available for any given project as the ordinance is Planning and Zoning Commission December 4, 2008 -Formal Page 3 being written for the long-term. She said there are already a number of criteria set up in the zoning ordinances for the Board of Adjustment to use when evaluating whether or not to grant a special exception. However, Howard said there is no set mathematical formula. Plahutnik pointed out that when the City agrees to supply parking spaces to a developer they are agreeing to lease those spaces to the developer in perpetuity. He said he believed the City would be very hesitant to have parking spaces tied to the occupant of a building in perpetuity. Plahutnik said that while some on the Commission are worried about the over-leasing of parking spaces in City-owned ramps, it is just as reasonable to worry about a kind of under-leasing, in which the City is very hesitant to grant leases as they would be for such a long term. Freerks opened the public hearing. Jeff Clark, AUR Property Management, said that the new occupancy and parking requirements took his company by surprise when they were introduced a few weeks ago. He said they are not philosophically opposed to the changes, but said they wondered if there was a way to tweak the changes to make them work for developers in the downtown area. Clark said his company had been working on a project at 328 E. Washington, the Northwest Mutual Building, for over a year, trying to move the current occupants to other locations and designing a building. He said he is disappointed because the project has been halted due to the new occupancy standards. The original plan called for sixteen four-bedroom apartments; this is no longer possible. Clark said the building could nicely accommodate one and two-bedroom units; however, it could not do so with the new parking requirements. Clark said that his company paid $1.1 million for the lot based on what they could put on there. When the new occupancy requirements passed, Clark said, the lot became worth $500,000-$600,000. Clark said there are a lot of questions with the new parking requirements. He said there is no guarantee that a special exception will be approved for additional parking, and a lot of lives are affected by the change. Clark said he did not know if this amendment was ready to go through, although he acknowledged that the Planning staff had done a good job of trying to think it over. Clark said it would be nice to see something laid out so that developers know what they are looking at when they want to develop something. He acknowledged a need for one and two-bedroom units in the downtown, and stated his desire to build them. However, the topography of their current lot simply will not allow for enough parking. He said it was possible they would not be able to develop the lot and may have to let it sit the way it is. Clark noted problems in the economy and that a lot of potential job hours will be lost in the delay and possible discontinuation of his project. He estimated that for every unit put in there will be roughly 1,500- 3,000 man hours required. This helps the Ibcal economy in a difficult time. Clark also noted that prior to this ordinance, on-site residential parking was not even allowed in the CB-10 zone, and now it will be required. He suggested a transition period of a year or two that allowed some time wherein parking was allowed in the CB-10 but not required, and then abetter-working ordinance could be designed based on the needs discovered during that time period. Clark said he hoped the Commission would take these concerns into consideration. Eastham asked if it was correct that the ordinance as currently proposed would not allow Clark to develop the property at 328 E. Washington Street at all because of the parking requirements. Clark said that currently he could fit approximately 12 parking spaces on-site, which allows only 24 one-bedrooms. He said the lot is fairly large for downtown, and 24 one-bedrooms would make for a pretty small building. Clark said that he would not be guaranteed any parking from the City, based on the way the ordinance is currently worded, and would have to apply for a special exception to receive any. Clark said that 24 units would not be acost-feasible project based on the amount of money they already have invested in the land. Clark said that to have to slow down a project based on inadequate parking is a real financial burden. Eastham asked Clark if he would accept parking in a City-owned parking lot if it were available. Clark replied that he would. Clark said that the uncertainty lies in the special exception process and the availability of parking at the time it is requested. Clark added that if the available parking is 600 feet away it is virtually worthless, as renters will not use it anyway. Clark said if parking is more than 300 feet from Planning and Zoning Commission December 4, 2008 -Formal Page 4 the building, developers would essentially be just paying a fee for parking that residents would not use. He acknowledged that if parking were guaranteed to be available then developers would not have to worry about purchasing properties that could not then be developed due to parking constraints. Clark said rents are based upon costs, and he would rather have cheaper buildings and cheaper rents than high cost buildings and high cost rents. Freerks asked how many parking spaces he would be short for his current project based on his calculations of the new parking and occupancy standards. Clark said he would be approximately 20 spaces short. Freerks asked Staff if it seemed reasonable that the City could come up with 20 additional spaces. Greenwood-Hektoen said it was not really possible to speculate. Howard said the idea is that if you have a site of a certain size that can accommodate a certain number of parking spaces, then the question becomes how much more development can be accommodated on that site. Howard said that in this particular case the site is fairly close to a parking ramp and she presumed the chances of approval were better than if 50 spaces were being requested. Freerks asked how many residential spaces had been granted to date. Staff did not know. Howard said that the idea that the City does not allow parking downtown is misleading. She said that special exceptions to provide on-site parking are allowed under the current ordinance; already, Howard said, the system functions in such a way as to allow long-term permits. Busard asked Clark if he had considered creating higher-end apartments. Busard said he thought the whole point of these two ordinances was to encourage long-term residential and family living in the downtown area. Busard said based on the predicament Clark is in it seems as though the ordinance may be working. Clark said that his intention was to build extremely nice one and two bedroom apartments. He said that his company does not do high-rises; the Moen group does high-rises and high-end building. Clark said that his building on Market and Linn Street has a mix of residents; however, students will remain the predominant market for downtown. Plahutnik pointed out that although Clark said parking that was 600 feet away would be useless, the closest parking would be at least four or five blocks away if there was no parking requirement. The social cost of passing the parking problem off into neighborhoods is what the Commission is attempting to address, Plahutnik said. Clark said that where parking is not required, fewer people park. That is to say, people are disinclined to bring or use their cars regularly when they know that there will not be easy access to parking near their home. Clark said that AUR does have parking lots in areas where they are not required; some years they are completely packed, and some years there are availabilities. He said he would obviously rather transfer people to AUR-owned parking lots if necessary rather than rent additional stalls from the City. Plahutnik noted that off-site parking was allowable as long as it is developer- provided. Howard said that the use of parking ramps was just one option, parking spaces anywhere in the city can be procured through the same special exception process. Clark noted that parking availability in his lots changes from year to year, so that would be a difficulty unless he could procure some sort of blanket statement saying any ten stalls would be acceptable. Eastham asked Clark if dropping the need for a special exception, while keeping all other aspects of the requirement the same, would make a difference in the problems he was describing. Clark said that either way there would be no guarantee of parking space availability in city ramps. Clark said he believed Staff would do a great job in reviewing the projects, but that he felt it would be nice if there was a standard that would dictate exactly what a developer was required to do to have parking allowed, rather than designing a project, spending thousands of dollars, and then having the necessary parking denied. Clark said it was his opinion that every layer of these requirements would hurt development and building downtown. Howard said that there are a lot of special exceptions in the zoning code that are there for good reasons. Howard said there are criteria set up for the Board of Adjustment to review each of those. When a special exception is required, most people will do preliminary design and submit that to the Board of Adjustment. Full blown designing and planning is not generally done prior to securing a special exception. Howard noted that there are a number of criteria in securing a special exception above and beyond simply the number of parking spaces; these criteria include: how the parking looks, how it is accessed, how it is screened from the street, etc. Howard said that generally a special exception is granted if the specified criteria are met; however, it would still be necessary to go through the Parking Department to secure the necessary spaces from the ramps. Planning and Zoning Commission December 4, 2008 -Formal Page 5 No one else wished to comment and the public hearing was closed. Freerks said she would entertain a motion. She reiterated that a goal had been set to give something to City Council for their December 16"' meeting. Eastham motioned to approve the amendments to the Zoning Code Article 14-5A, Off-Street Parking and Loading Standards, to include minimum parking requirements for Household Living Uses in the Central Business (CB-10) zone. Plahutnik seconded. Freerks opened the floor for Commission discussion. Eastham made a second motion to eliminate the provision that required a special exception for when the applicant was seeking to satisfy parking requirements off-site within aCity-owned parking ramp. Plahutnik said he would be interested in hearing more about this idea. Freerks noted that in order to proceed to discussion of the matter, the motion must be seconded. There was no second and that motion died for lack of a second. Freerks returned discussion to the initial motion Busard said he believed the ordinance would not discourage any small-scale development and would definitely help to curb the dormitory-style apartments that had been developing downtown. Busard said it was his wish that the downtown was more business-oriented rather than residential, and that he believed that these ordinances would go a long way toward keeping the downtown viable for business. Payne said that she believed the new occupancy standards addressed the dormitory-style living, but did not see that the parking ordinance was doing anything to address that. Payne said that she sees the current parking ordinance as more of a hurt than a help. Freerks asked Payne if she believed that the parking ordinance hurt the whole community or just the developers. Payne said she felt it hurt both. She said she did not like the idea of long-term residential parking in municipal ramps because she felt it would perpetuate a perception that more ramp parking was needed than actually is. Freerks asked Payne where she suggested the parking should be done. Payne acknowledged that presently parking was spilling over into the nearby neighborhoods. Freerks said that simply not addressing the parking problem is not a solution to the problem. Koppes noted that mention had already been made of the option of renting space from another building. Payne noted that you could not simply rent space from another building; the special exception process would actually require property owners to deed those parking spaces over to the other building with a restrictive covenant. Howard said it was important to keep in mind that for the majority of new projects these requirements would make developers build the parking on site. That, she said, is the purpose of this ordinance. Freerks said that she felt that the city has come a long way, noting that Clark was correct when he said that at one point on-site parking was not even allowed in the CB-10 zone. She said that Clark had acknowledged that people want to park near their homes, and she noted, nothing could be more ideal than parking right beneath your building. Payne said that a better alternative may be to require that developers have some parking on-site rather than requiring that they have a certain number of spaces (which could be off-site). Freerks said that for her that would not address the issue. Payne said if the goal is to encourage on-site parking, then that should be what the ordinance addresses. Busard said that having parking on-site would almost force developers to create higher-end apartments. He said that it is not affordable to build underground parking for standard student apartments. Busard said that the intent of the ordinance was to curb dormitory-style living in the downtown area. He said forcing developers to build underground or provide on-site parking would be more conducive to family-friendly development. Eastham asked Busard to elaborate, because he did not see how requiring on-site parking would result in higher-end units. Busard said that the additional costs would require ahigher-end market. Eastham asked if he meant that the parking cost per unit would be significantly higher, and Busard said that was correct. Plahutnik said that in the CB-10 zone the problem that is being faced is high-rise, high-density residential buildings. Plahutnik said that when the switch is made from several floors of office space to residential, Planning and Zoning Commission December 4, 2008 -Formal Page 6 then the parking needs increase to semi-permanent spaces needed for day and for overnight. This is something the City has not been faced with before in the downtown area. Plahutnik said the Commission had been quick to pull the trigger in moving the CB-10 zone across Burlington Street without really considering the parking repercussions. The Hieronymus Building was a situation that was solved due to the close proximity of a parking ramp. However, when the Clarks came up with a similar plan the question of where all of these people would be parking came up. Plahutnik said the parking ordinance is partially a response to that situation and partially a response to Big Ten's ten-story project of five- bedroom units. Plahutnik said that the three-bedroom requirement is to help prevent ten stories of dorm- style apartments, and the parking ordinance is to address what to do with the cars belonging to these ten stories of people. The intent is to contain some of the vehicles on-site, Plahutnik said. He noted that the parking ramp issue was intended as a tweak to the language which would provide flexibility to those near ramps, or on very small lots. Plahutnik said that in a simple two to three story building downtown parking is not that big of an issue. Parking becomes a big deal when you are dealing with ten stories of residential. Plahutnik said the Commission was attempting to give developers something by reducing the parking requirements from the original draft; however, the Commission is also trying to give the neighborhoods who receive the parking overflow some relief. Payne said that the issue she has is that developers will continuously come to the City and ask for more spaces. The City will then talk to the Parking Director who will continuously try to accommodate the developers. The special exceptions will be granted over and over, Payne said, because the necessary criteria will have been met. Soon parking will reach capacity, Payne said, and then the City will want to build another ramp. Payne said her concern is that the public will be subsidizing the parking. Eastham said he was not sure about the subsidy angle, although he did understand her concerns for capacity issues that could arise in the future. If the parking systems are well managed, Eastham contended, the lease fees developers pay will pay for the cost of providing and maintaining the parking. Payne asked if lease fees go back into the parking system, and was told that they do. Eastham contended that if there are empty spaces in the ramp and full parking systems on the street then it is not a parking capacity problem but a user preference issue. Plahutnik said he was thinking that the parking department would be loathe to give out parking spaces in perpetuity. He said he understood that Payne's fear was in the opposite direction. Eastham said he believes the Council had asked the Commission to consider at least two issues: 1) giving developers the opportunity to develop residential units in buildings built before December 31, 2008, and 2) what is a reasonable parking policy for new buildings. In his view, parking is basically an infrastructure issue, like police, fire, and water. Freerks had pointed out that what is being attempted is to retain the commercial viability of the downtown. Eastham said he hoped this would be at least an initial attempt to do that. He said that he did not know if it was adequate to incentivize the building of underground parking for existing buildings. Eastham said he was not so sure the availability of ramp space or privately owned parking has really been determined. Eastham said that in considering this ordinance he is bothered by the lack of data that can be used to determine if these specific measures accomplish the stated goals of providing residential living in the CB-10 areas without overburdening the City-owned parking system. Eastham said he is nonetheless going to vote for this measure, although he believes it is possible that it may need some tweaking as development progresses in the downtown area. Plahutnik said he has been fairly clear that he supports this measure. He said that not all development downtown should be residential, and that the City needs to encourage business uses and strive to keep downtown as a viable business area. He said this ordinance is one more method of trying to encourage business development and steer residential development in a different direction. Koppes said she would be supporting the amendment. Payne noted that the people who currently park on the street overnight in residential neighborhoods already have the ability to go lease a spot in a City-owned garage and choose not to do so. Payne said she believes the ordinance needs more thought. Planning and Zoning Commission December 4, 2008 -Formal Page 7 Weitzel said he believes that planning is not an exact science and there are too many variables for the Commission to come up with a formula agreed on by everyone. He said the Commission is doing its best to come up with some compromises and make some predictions. Weitzel said he believed the current one was a very practical solution. He said he was not sure that it was a permanent solution, but that he felt it was good for the time being. Freerks said she saw this measure as a compromise. The downtown is a unique and fragile atmosphere that is always changing. That being said, downtown has many wonderful aspects that need to be nurtured and protected. Things will always change, said Freerks, and development will always be needed. Freerks said that change needs to be thought about in a way and at a pace that the community can accept and integrate. Development may go forward at a pace that better suits and accommodates with these parking changes, Freerks said. She said that the issue is two-pronged for her and includes both the residential aspects and the need to maintain a viable commercial presence downtown where people can walk and park. Freerks said she will support the measure, noting that while it is not perfect, it is something that she can support. A vote was taken and the motion carried 6-1 (Payne voting in the negative). CONSIDERATION OF MEETING MINUTES: November 17 & November 20, 2008: Eastham motioned to accept the minutes. Payne seconded. There was discussion of some wording changes noted by Payne. The minutes were approved on a vote of 7-0. OTHER: Busard notified Commissioners and Staff that he would be absent the week of December 14"'. Plahutnik stated that the University of Iowa is in the process of figuring out what to do with the riverfront, and, he noted, the City has its own problems with rivertront areas south of Benton Street. He said that now is a crucial time to start working seriously on a comprehensive plan for those riverfront areas along Burlington Street and to the south. Plahutnik said the University will be making some decisions about which the Commission will have no say, but those decisions will aff. ect what happens down-river. He said that if the City could integrate in with the University's planning process and make that area a better part of town, this would be a crucial opportunity. Plahutnik said this is an area the Commission should address pretty quickly because it is the area where the fastest change is going to happen. Howard said that there are some areas of the Central District plan that can be looked at; specifically, there has been interest in the creation of the urban mixed use zone addressed in the plan. Plahutnik said he expects to see fewer large-scale subdivision projects over the next eighteen months as the financial world sorts itself out; and these would be the issues addressed in the Southeast District Plan, which is the next plan on the agenda. Plahutnik said that once the University gets rolling on its planning for the riverfront in the Central District things will begin happening pretty quickly. Howard said she knows that the City is having ongoing conversations with the University about the use of the riverfront. She agreed that were a few implementation items from the Central District Plan that could be put on the Commission's list in the near future. ADJOURNMENT: Weitzel motioned to adjourn. Busard seconded. The meeting was adjourned on a 7-0 vote at 8:50 p.m. Iowa City Planning & Zoning Commission Attendance Record 2008 FORMAL MEETING Name Term Ex ires 112 1117 3120 413 4117 511 5/15 615 6119 713 7117 817 8121 914 9118 10116 1116 11/20 1214 J. Busard 05/11 -- -- -- -- -- -- -- -- -- --- -- -- -- -- -- -- X 0/E X 0/E X X X x X x X C. Eastham 05/11 X X X X X X X X X X X X X X X X X X X A. Freerks 05/13 X X X X X X X X X X X X X X X X X X X E. Ko es 05/12 X X X X X X X X X X X X O/E X X X OlE X x M. Pa ne 05/10 -- -- -- -- -- -- -- -- -- -- -- -- -- -- - -- - -- -- -- -- -- -- -- O/E X X X O/E X x W Plahutnik 05/10 X X X X X O/E X O/E X X X X X X x O/E x x x T. Weitrel 05/13 -- -- -- -- -- -- -- -- -- -- X X X X X X X X X X X X OIE X INFORMAL MEETING Name Term Ex ires 217 2/21 4/14 5/12 6/2 6/30 7/14 8/18 9/15 10/13 11/3 11/17 12/1 J. Busard 05/11 -- -- -- -- -- -- -- -- -- -- X X X X X X X X C. Eastham 05/11 X X X X X X X X X X X X X A. Freerks 05/13 X X X X X X X X X X X X X E. Ko es 05/12 X X X X X X O/E X X X X X X M. Pa ne 05/10 - -- -- -- -- -- -- -- -- -- -- -- -- -- X X X X X X W. Plahutnik 05/10 O/E O/E X X X X 0/E X X X X X X T. Weitrel 05/13 -- -- -- -- -- -- X X X X O/E X X X O/E O/E Key: X =Present O =Absent O/E = AbsenUExcused 6b 3 MINUTES IOWA CITY BOARD OF ADJUSTMENT DECEMBER 10, 2008 - 5:00 PM EMMA J. HARVAT HALL APPROVED Members Present: Terry Hora, Karen Leigh, Caroline Sheerin, Edgar Thornton, Ned Wood Members Excused: None Staff Present: Sarah Walz, Sarah Greenwood-Hektoen Others Present: Dick Noble, Dwight Dobberstien RECOMMENDATIONS TO CITY COUNCIL: None. CALL TO ORDER: The meeting was called to order by Chairperson Ned Wood at 5:00 p.m. An opening statement was read by the Chair outlining the role and purpose of the Board and the procedures governing the proceedings. ROLL CALL: Hora, Leigh, Sheerin, Thornton and Wood were present. CONSIDERATION OF THE SEPTMEBER 10, 2008: Sheerin pointed out a missing word on page one and the inappropriate use of a hyphen on two occasions. Wood noted the need for a word to be removed on page four. Leigh asked that page numbers be included on the minutes submitted to the Board. Thornton motioned to accept the minutes as amended. Leigh seconded. The motion carried 5-0. SPECIAL EXCEPTIONS: EXC08-00016: An application submitted by the University of Iowa Community Credit Union for a special exception to allow adrive-through bank facility to be located in the Iowa City Board of Adjustment December 10, 2008 Page 2 Commercial Office (CO-1) zone at the southwest corner of Dodge Street and Scott Boulevard. Walz explained that drive-through facilities are only allowed in a CO-I zone by special exception. The property in question was recently rezoned for the CO-1 use with a conditional zoning agreement covering the design and layout of the building location. Walz said that the special exception requires that the number of driveway lanes and stacking spaces necessary for the drive-through facility are not detrimental to adjacent residential properties. Walz explained that stacking spaces are the spaces where cars wait to get to the service window or the ATM in adrive-through facility. In this case, Walz said, the site plan shows 16 stacking spaces spread over three lanes. The adjacent residential properties in this case are across the street from the bank on one side, and several hundred feet away from the bank on the other. The drive-through spaces are more than 300 feet from the residences in Hickory Heights, and more than 200 feet from the residences across the street. The entrance to the bank will be adjacent to North Dubuque Road. When the use is established, the building itself will screen the properties across the street on Dodge Street from any view of the drive-through facility. The site-plan does demonstrate the necessary S-3 screening, consisting of tall, dense evergreen material, which will effectively screen both the drive-through area and the parking lot from the adjacent residential properties. Staff has asked the applicant to provide clear signage and markings for the pedestrian crossings in the drive-through area and near the entranceway to the development. Walz said that one obvious question that comes up is the issue of traffic flow from Dodge Street onto Scott Boulevard, given the short turn and the merging of two lanes of traffic into one lane near the entrance to the bank. Walz said that the transportation staff had looked carefully at this issue and had determined that this was indeed a safe and appropriate location for adrive-through and that adrive-through facility in this location would not unduly hinder the flow of traffic. The drive-through lanes must be set back at least ten feet from the adjacent lot lines, Walz said. According to the site plan, the setbacks far exceed what is required. Lighting for the drive- through will be reviewed by the building department to ensure that the City's lighting standards are met. Walz said that the general criteria require that the specific proposed exception will not be detrimental to or endanger the public health, safety, comfort or general welfare. Because of the adequate number of stacking spaces, the fact that the drive-through lanes are set back quite a distance, and the fact that the pedestrian walkways will be marked, Staff feels that this proposed exception is a safe one for the public and its general welfare. The specific proposed exception also cannot be injurious to the use or enjoyment of other property in the immediate vicinity and cannot substantially diminish or impair property values in the neighborhood. Walz said that because of the distance that the drive-through will be set back from surrounding properties and the direction traffic is heading (when cars are waiting for the Iowa City Board of Adjustment December 10, 2008 Page 3 drive-through facility their headlights are pointed away from the residential neighborhood), the drive-through should not be injurious to nearby properties. The neighboring property across the street is publicly owned and is slated to be the location of the north-side fire department. The residential property across Scott Boulevard is a rural property slated as future office-style development by the Comprehensive Plan. As a result, the establishment of this exception should not impede the normal and orderly development of the surrounding properties. Utilities and proper drainage are already in place for this property; the access roads have been reviewed and found to be safe. Adequate measures have been or will be taken to provide ingress/egress design so as to minimize traffic congestion on public streets. Walz noted that traffic planners have indicated that additional signage may be necessary, but that the intersection (specifically right turning traffic) has been deemed safe. Except for the specific regulations applicable to the exception being considered, Walz said, the plan in all other respects meets the requirements for the zone in which it is to be located. Walz said that a final site plan must be approved by the building department to ensure full compliance. The proposed use will be consistent with the Comprehensive Plan as amended, Walz said. She noted that in the conditional zoning agreement, a number of issues were addressed concerning the building's appearance due to its location at a major entrance-way into Iowa City. Walz stated that Staff recommends approval of application EXC08-00016, a special exception to allow adrive-through bank facility to be located in the Commercial Office (CO-1) zone at the southwest corner of Dodge Street and Scott Boulevard subject to substantial compliance with the submitted site plan, including cautionary signage and pavement markings for pedestrian crossings in the area of the drive-through and the bank entrance. Walz offered to answer questions from the Board. Sheerin noted that the staff report indicated there were 19 stacking spaces for the drive-through whereas the site plan indicated there were only 16. Walz said she believed the correct number was 16. Hora asked if the traffic engineer had addressed the issue of northbound traffic turning left into the facility. He noted that having two or three cars backed up there could cause major traffic congestion. Walz said this had been looked at by traffic engineers, and they had concluded that it was unlikely that the drive-through facility would generate enough traffic to cause that kind of a problem. Hora asked if the S-3 screening at the entrance would block the view of those attempting to leave the bank parking lot, causing them to creep forward onto the sidewalk or into the street. Walz said she believed that the distance that landscaping was set back in that location would prevent that from becoming an issue. She said she believed there was adequate distance from the curb- Iowa City Board of Adjustment December 10, 2008 Page 4 line to the street. Hora said his concern was for pedestrians on Scott Boulevard being blocked by cars trying to see around the screening. Walz said that the screening has a minimum setback requirement often feet from the sidewalk. Thornton asked if Staff had ever talked about the nature of what would go on inside the building. He wondered if there would be a large room that generated larger activities thereby generating more traffic. Sheerin asked if the Board was allowed to consider that or if their considerations were confined to the stacking spaces in the drive-through facility. Sheerin noted that the Board was not approving the parking or the use of the facility, but the stacking spaces for the facility. Walz said that the uses of the facility are CO-l, general office uses, which tend to be lower traffic-generating uses. Walz said that she agrees with Sheerin in the sense that, in general, what happens in the facility is a rezoning question and not a special exception issue. Greenwood- Hektoen said that while she agrees with that assessment, she does believe that traffic circulation related to the drive-through and its impact on the neighborhood is something for the Board to consider. Wood asked if there were any other questions from the Board for Staff. As there were none, he invited the applicant to address the Board. Dick Noble, 173 Glenn Drive, Iowa City, spoke on behalf of the University of Iowa Community Credit Union (UICCU). He said that he was accompanied by Dwight Dobberstein of Neumann- Monson Design to answer any questions the Board might have that were architectural in nature. Noble said he wanted to first recognize and thank Bob Miklo and all of the City staff and departments who had helped in the design and rezoning process. Noble said that no specific design had been set for the building and the interior uses/design would not be determined until all zoning and special exception matters had been resolved. To answer Thornton's questions, Noble indicated that while the UICCU did have a large community room at their Mormon Trek office, he did not anticipate one for the facility in question. In general, Noble said, the building would largely be for administrative purposes, with a small 5,000-6,000 square foot branch office. The main use of the building would be operational, with administrative staff keeping the basic hours of 7:30 AM to 5:00 PM. Noble said he did not anticipate a rush of people coming to the facility at any one specific time of day. Noble offered again to answer any questions the Board might have, and then introduced Dobberstein. Dwight Dobberstien, 221 College Street, noted that there are in fact 19 spaces shown on the site plan, and that 19 is the correct number.* He said this would be the maximum number of spaces, and that the actual number would not be known until more was known about the design. He said what was in the building would ultimately determine.how big the parking lot was. Dobberstein said that City staff had determined that a turning lane would not be warranted for the driveway intersection due to the limited increase in traffic volume that was likely to result from the bank. The screening, Dobberstein said, would meet the S-3 screening requirements of the code, but actual screening materials would be determined at a later date. The evergreen screening shown on the current site plan was a generic screening used for demonstration purposes only. Dobberstein said he was confident Staff would very carefully review the final site plan and its Iowa City Board of Adjustment December 10, 2008 Page 5 landscaping plan. Dobberstein said he did not believe the concern Hora expressed for pedestrians crossing the entrance-way would be an issue, but that he believed that the additional signage and pavement markings recommended by the City would definitely help to address that potentiality. The pictures of the proposed building also represent a generic vision, useful for the general concept, but not necessarily representative of the ultimate building design. Wood noted that the design plan shows limited parking on the right side of the building and extensive parking on the left side of the building. Wood noted that this caused pedestrians to have to cross a large expanse of parking lot that included the drive-through area and the entrance-way. Dobberstein replied that the parking on the right side of the building was intended for the public and for bank customers, while that on the left side of the building was intended for staff. As staff would not usually be accessing the building from the parking lot during drive- through hours, Dobberstien said he believed that this made the most sense. Hora asked if Dobberstein really anticipated needing 19 stacking spaces. Dobberstein said that he did not, as it was intended primarily to be administrative office space. However, Dobberstein said, as soon as the name is out on the building, customers will want to bank there. Noble noted that even at larger UICCU facilities cars are seldom backed up more than two or three spaces per lane even at the busiest times. He said people generally would not want to wait longer than that and would simply go inside to do their business. As a result, he did not believe that 19 stacking spaces would be utilized even ifthat was the end-design plan. Walz clarified that the idea behind the stacking spaces is for the applicant to show the maximum number that could be utilized without blocking the flow of traffic. Walz explained that the number of stacking spaces shown does not necessarily represent the amount the applicant thinks necessary, rather the maximum amount that are available given the space available. As there were no more questions for the applicant the public hearing was closed. Thornton moved to approve application EXC08-00016, an application by the University of Iowa Community Credit Union for a special exception to allow adrive-through bank facility located in a Commercial Office (CO-1) zone at the southwest corner of Dodge Street and Scott Boulevard subject to compliance with the specifications and arrangements worked out with Staff, including the proper signage and pavement markings for pedestrians crossings as well as appropriate screening. Sheerin seconded. Leigh stated that she felt it had been well established that this application met both the specific and the general standards required for granting this special exception. The specific proposed exception will not be detrimental to or endanger the public health, safety, comfort, or general welfare. Iowa City Board of Adjustment December 10, 2008 Page 6 Leigh said there is proper screening to buffer adjacent residential properties, noting that this was probably one of the biggest concerns. Leigh noted that drive-through lanes had been arranged to minimize congestion, and that it has been established that the arterial streets involved can support the traffic generated by the use. For the same reasons given above, the specific proposed exception would not be injurious to the use and enjoyment of the property in the vicinity and would not diminish or impair property values. Leigh said that because of the arrangement of the stacking spaces, vehicles waiting in line will not cause congestion on public streets. Leigh said that utilities, access roads, drainage and other facilities were being addressed as part of the larger development of the property. Leigh said she did not believe she had anything to add to what she had already said, and that the standards had been met as discussed in Staff's overview and Board discussions. Thornton said he agreed with his colleague that the applicant adequately showed that they would have a maximum of 19 stacking spaces, that they are 300 feet from the nearest residential property to the north and 200 feet from the nearest residential property to the south. Thornton said that it appeared that Staff had provided input on the issue of traffic congestion. He also noted that the proposed specific use is consistent with the Comprehensive Plan. He said the project appears to be well thought out and will likely be a very welcome addition to the community. He said that he will likely vote in favor of the motion. Hora said that he too agreed with the statements of his colleagues on the Board and that he would likely support the motion. Sheerin said she would like to add that the applicant has indicated that the recommended pavement markings and signs will be put in place to warn pedestrians of drive-up area entrances and exits. She also noted that there is appropriate outdoor lighting. She said that for these reasons and for the previously stated reasons she believes the specific and general criteria have been met and she will vote in favor of the motion. Wood said he believed the specific and general standards have been met and that the facility will be an asset to the area. He said that he expects to vote in favor of the motion. Greenwood-Hektoen asked if she could clarify Thornton's motion to be clear of its intent. She asked Thornton if his motion was to approve the application subject to substantial compliance with the site plan, including the cautionary signage and pavement markings that Staff had recommended. Thornton said that was the case. A vote was taken and the motion was approved on a 5-0 vote. OTHER: Iowa City Board of Adjustment December 10, 2008 Page 7 None. BOARD OF ADJUSTMENT INFORMATION: Walz thanked Leigh for her service, noting that she had agreed to fill in for someone who had vacated their seat mid-term, after having served in prior years. The December 10`h meeting is Leigh's last as a Board of Adjustment member. Walz thanked her for doing a wonderful job and providing excellent service to the community. Walz also welcomed Hora to the Board. ADJOURNMENT: Sheerin motioned to adjourn. Thornton seconded. The motion carried 5-0, and the meeting was adjourned at 5:36 p.m. Board of Adjustment Attendance Record - 2008 Name Term 1/9 2/13 3/12 4/9 5/14 6/11 7/9 8/13 9/10 10/8 11/12 12/10 Expires Vacant seat 01/01/08 NM ---- Vacancy filled by 01/01!13 ----- ----- X X X X X X X NM NM X Caroline Sheerin on March 2008 Karen Leigh 01/01/09 NM X O/E X O/E X X X X NM NM X (Michael Wright's remaining term) Ned Wood 01/01/10 NM X X X X O/E X X O/E NM NM X Michelle Payne 01/01/11 NM X X X X X X X (Final meeting 8.13.08; Appointed to P&Z Commission) Edgar Thornton 01/01/12 NM X X O/E X X O/E X X NM NM X Terry Hora 01/01/12 NM NM X (Michelle Payne's remaining term) KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting --- = Not a Member UL-1 U-Uy 6b 4 Final October 2008 MINUTES SENIOR CENTER COMMISSION OCTOBER 21, 2008 ROOM 205 Call to Order: Meeting called to order at 3:30 PM Members Present: Jay Honohan, David Gould, Bob Engel, Sarah Maiers, Chuck Felling, Nancy Wombacher Members Absent: Michael Lensing Staff Present: Emily Light, Linda Kopping, Michelle Buhman Others Present: None APPROVAL OF MINUTES FROM SEPTEMBER 16, 2008 MEETING-Honohan Honohan pointed out that the minutes should note that the Commission meeting adjourned to a meeting of Iowa City Senior Center Fund, Inc., then reconvened to a meeting of the Senior Center Commission. Motion: To accept the minutes with corrections. Motion carried on a vote of 6/0. Engel/Wombacher. PUBLIC DISCUSSION-Honohan None. COMMISSION ASSIGNMENTS-Honohan Honohan will write the web article for the October 21, 2008 meeting. Honohan will report on the October meeting to the Board of Supervisors, and Felling will report to the City Council. The November meeting web article will be written by Maiers. UPDATE ON THE DISPOSAL OF THE CENTER'S LAPIDARY EQUIPMENT- Honohan Kopping reported that the City's Legal Department recommended that the lapidary equipment be put up for bid on GovDeals.com. The bid may be posted as early as Friday, October 24. Interested parties at the Center will be informed of the development by Senior Center staff. OPERATIONAL OVERVIEW-Kopping Accreditation Self-Assessment Update: Kopping reported that various factors have delayed the start of the self-assessment process, which was originally planned to begin in Final October 2008 September. In order to avoid scheduling conflicts among members of the self-assessment teams during the busy months of November and December, the start of the process will be delayed until January 2009. 2010 Bud eg t Requests: The Senior Center submitted its budget request to the City of Iowa City this month. Kopping described a new system for budget requests within the City, whereby departments have the option of simply accepting the budget recommended by the City based on expenditures and revenue trends from recent fiscal years. Kopping chose the traditional route for this year, completing a detailed budget request in order to ask for a couple extra items. These requests include funds for updating the Center's sign in front of the building and increasing maintenance staffing from 1.81 FTE to 2.0 FTE (due to increased programming and building use). Positive Agin~~Conference: Buhman discussed the Positive Aging Conference that is being offered by the University, of Minnesota on November 12, 2008. The Center has purchased the rights to present the conference locally through an interactive simulcast - participants will be able to see and hear the presentations and call in questions in real time. The South Slope Community Center in North Liberty, IA has agreed to donate space ($800 value) for the event and additional co-sponsors are being sought to help defray costs. Admission will be $20 and $10 for students. When compared with the fees being charged by other organizations that are presenting the simulcast, these fees are very modest. CEUs are available through the University of Minnesota, which should be a selling point for some in attendance. The Commission discussed strategies for spreading the word with Buhman. Advertising ideas included placing ads in the Gazette (including Cedar Rapids edition) and the Press Citizen; mailing program brochures to the entire Program Guide list of nearly 4,000 people; seeking air time on local radio stations. Gould suggested targeting the Cedar Rapids area as much as Iowa City since the event will be held in North Liberty, which is easy to access from Cedar Rapids. The Johnson County Livable Communities for Successful Aging Initiative is interested in supporting the program. Community Foundation Grant Application and Program: Kopping noted that the Center submitted a grant application to the Community Foundation to support the implementation of a volunteer program known as the Community Action Team (CAT). CAT members will provide skilled and professional level services to non-profit organizations and the community. Last year the Community Foundation gave the Center $2,000 of a $6,000 request to help get this program started. However, implementation of the project encountered difficulties due to a lack of staff availability and ineffective promotional efforts. This year the Center submitted a requested to retain the $2,000 grant from last year and applied for an additional $1,000 grant. The entire amount would be used to implement the CAT program. Practicum student Alisha Lundberg is working 30 hours/week to develop the volunteer program and a lot more energy is being devoted to project development and promotion. The grants will help fund leadership and self-directed team training and a creativity workshop for recruited volunteers in early 2009. The program is expected to be launched by the end of the academic year. Final October 2008 Staff Reports: Kopping reported that the news from a recent construction meeting is that there will be no heat in the building for another 3 weeks. Kopping has submitted the copy for the Winter Program Guide to the Quad-City Times for design and layout. The new guide will be distributed mid-November. Kopping is starting work on the FY 2008 Annual Report. Buhman updated the Commission on her research into coffee cart options. The Coralville Public Library is sending information on the process they went through to get a coffee shop in the library including a Request for Proposal (RFP) template. It has not been determined how the coffee shop will be run and the Center staff is at a stage of gathering information. Cafe de Sol offered to provide some prices and discussed the possibility of providing discounted coffee for self-service and offering occasional staff service for special events. Kopping expressed concern regarding the lesser foot traffic and hours of operation at the Center, as opposed to the Coralville Public Library. Honohan mentioned that he spoke with a City Council member who spoke favorably about the idea of a coffee shop in the Center. Kopping noted that the City Manager is supportive of the idea, too. COMMISSION DISCUSSION-Honohan Kopping noted that the Commission discussed the designated and non-designated donations from FY 2008 at the last meeting, but there was no motion by the Commission to transfer the funds from the Gift Fund to Iowa City Senior Center Fund, Inc. Motion: To approve the transfer of $62,754.49 from the Gift Fund to Iowa City Senior Center Fund, Inc. Motion carried on a vote of 6/0. Engel/Gould. Engel asked about the CarFit program mentioned in Rogusky's staff report. Kopping explained that CarFit is an educational program that promotes safe driving by olTering older adults the opportunity to check. how well their personal vehicles "[it" them, e.g. proper seat and steering wheel adjustments. Rogusky has been taught how to train auto sales people and mechanics on this l~~rogram so they can offer it to seniors in the community. Engel inquired about parking revenue from the revenue summary provided in the Commission packet. Light explained that the two lines for parking labeled Parking Lot Permits and Permit Parking should be combined to reflect the total. As of October 14, $5080 had been collected toward the projected $7250 for FY09 parking permit revenue. The Center is well on its way to exceeding estimated parking permit revenue for FY09. Felling asked how the extended member hours and volunteer building attendant program are going. Kopping noted that initial problems seem to have worked themselves out, and the program is running successfully. Volunteer coverage is sufficient. Now members are requesting extra hours of access on weekends. Motion: To Adjourn. Motion carried on a vote of 6/0. Wombacher/Felling. Final October 2008 Senior Center Commission Attendance Record Year 2008 Name Term Ex Tres 2/26 3/18 4/15 5/20 6/17 7/15 8/19 9/16 10/21 11/18 12/]6 Bob En el 12/31/08 O/E X X X O/E X X X X David Gould 12/31/08 X X O/E O/E X X X X X Chuck Fellin 12/31/09 X X X X X X X O/E X Ja Honohan 12/31/10 X X X X X X X X X Michael Lensin 12/31/10 -- O/E X X X O/E O X O Sarah Maiers 12/31/09 X X X X X X X X X Nanc Wombacher 12/31/09 O/E O/E X X X X X O X Key: X = Present O = Absent O/E= Absent/Excused NM = No meeting -- = Not a member Iowa City Public Library BOARD OF TRUSTEES Minutes of the Regular Meeting 5:00 pm - 2"d floor Board Room October 23, 2008 6b 5 FINAL APPROVED Members Present: Thomas Dean, John Kenyon, William Korf, Thomas Martin, Meredith Rich- Chappell, Leon Spies Staff Present: Barb Black, Maeve Clark, Susan Craig, Debb Green, Kara Logsden, Elyse Miller, Hal Penick Staff Absent: Heidi Lauritzen, Patty McCarthy Members Absent: Michael Cohen, Linzee McCray, Mary New Guests Present: None. Call Meeting to Order. President Dean called the meeting to order at 5:04 pm. Public Discussion. None. Approval of Minutes. The Minutes of the Regular Meeting of the Library Board of Trustees of September 25, 2008 were reviewed. A motion to approve the minutes was made by Kenyon and seconded by Spies. Motion carried 5/0. Unfinished Business None. New Business Library Board Policy 505: Volunteer Policy. This is a regularly scheduled policy review. Staff members from every department helped with the update. Dean asked about 505.3 with respect to termination. Logsden stated that every volunteer has a job description. In the unlikely event that a volunteer's performance does not meet the standards of the job description, the Library has the right to terminate the volunteer. It was moved by Spies and seconded by Martin to approve the Volunteer Policy as amended. Motion carried 5/0. Rich-Chappell joined the meeting at 5:07 pm. City Ordinance Declaring Additional No Smokin Aq reas. Craig wanted to draw attention to the Ordinance for the Board members because it is important and has an impact on the Library. City department heads had an opportunity to provide input on the ordinance. Craig requested that if City Plaza became a no smoking area, then Linn Street in front of the Library should be included as well. That was done. Dean wondered if there was any anecdotal evidence about a decrease in smoking near the Library. Logsden stated that there do seem to be fewer smokers and that it is much easier to enforce the smoking ordinance now. There was a discussion about the penalty for smoking and enforcement of the ordinance. Online Demonstration. Clark demonstrated a few different ways to access EbscoHost, an online magazine and newspaper index and full text product that the Library has subscribed to for years. All libraries in Iowa, including school libraries, have access to EbscoHost, which is subsidized by the State Library. Clark reviewed Masterfile Premiere database, one of 17 databases within EbscoHost. The Library encourages all patrons to use the great tools that are available online. The Library's databases provide access to information that will not be mined by Google, for example, Consumer Reports is not googleable. Martin asked how EbscoHost relates to Encore. Black said that EbscoHost and all the databases within it will be integrated into any search that one does of our catalog. Staff Reports Departmental Reports: Childrens Services. Kenyon asked whether games have a shorter lifespan than other materials. Black suggested that the Library's multimedia collection is analogous to the gaming collection and will be well used. Logsden said that games can be cleaned in our disc cleaning machine. Craig pointed out that materials get worn out and replacement costs are part of our budget. Dean asked about the game rating system and whether the Library will have M rated games on the shelves. The collection is aimed at youth so it is not anticipated that we will collect mature games at this time. Craig reminded Board members that Popo's Puppet Festival is this weekend, It is one of the most anticipated, well attended programs each year. The festival will include our commissioned piece, "Popo and the Funny Penny," in conjunction with the Library's Thinkin' Lincoln campaign. Systems. Dean appreciated knowing how things work behind the scenes in Systems. Technical Services. Martin appreciated the refresher on making materials shelf-ready. Development Office. Craig reminded the Board members that The Book Gala will be held on Sunday, 11/2/08 at 6:30 pm at Prairie Lights. This year there we are offering a new service whereby a person provides a book list and a credit card and staff will shop for you. Congratulations to John Kenyon, one of the 40 under 40. October Reader Report. The October Reader Report focused on space, in honor of the National Aeronautics and Space Administration (NASA), which officially launched fifty years ago. Anne Mangano, Librarian, authored the piece. Readings. Two articles were included in the packet. One from the Gazette dated 10/11/08 about Popo's Puppet Festival and the Library's Thinkin' Lincoln programming, and a piece in the Press- Citizen from 10/12/08 about the free hip-hop class held at the Library in partnership with the National Dance Academy. President's Report. Dean thanked Craig for checking on whether the President can create a subcommittee. Indeed, the President does have this capability. Dean called for the creation of a Finance Subcommittee which will meet after Craig has her meeting with the City staff. Typically, this meeting will be in November, and the City Manager's recommendations are published at the end of December. Budget meetings with Council are scheduled in January. Dean asked if anyone was interested in participating on the Committee. He will contact others in the next month. Announcements from Members. Martin said that State Library Commission meets tomorrow and he wants to talk about EbscoHost with them. Craig said that State Librarian Mary Wegner was named ILA Member of the Year. Martin also suggested people go to the Lincoln Museum in Springfield, Illinois. Committee Reports. Communications. None. Quarterly Financial Reports. Financial reports are right on track for the first quarter. Spies left the meeting at 5:52 pm. Quarterly Use Reports. In the first quarter, circulation is up by 7.4%, people into the building is up 9.7%, and new cards issued is up 12.5%. This could be a reflection of the uneasy economic situation. Disbursements. The Visa expenditures for September 2008 were reviewed. A motion was made by Kenyon and seconded by Korf to approve the disbursements for September 2008. Motion carried 5/0. Set Agenda Order for November Meeting. Reminder that the meeting date is the third Thursday In November (11/20/08) due to Thanksgiving. Adjournment. The meeting adjourned after a motion made by Korf and seconded by Kenyon. Motion approved 5/0. Dean declared the meeting adjourned at 6:00 pm. Respectfully submitted, Elyse Miller 6b 6 MINUTES IOWA CITY BOARD OF APPEALS FINAL MONDAY, MAY 5, 2008 LOBBY CONFERENCE ROOM, IOWA CITY CITY HALL 410 E. WASHINGTON STREET IOWA CITY, IA MEMBERS PRESENT: John Roffman, Chad Campion, Tim Fehr, Steve Buckman, Andrea French, AI Gerard, Scott McDonough MEMBERS ABSENT: None STAFF PRESENT: Tim Hennes (Sr. Building Inspector), Loren Brumm (Building Inspector), John Grier (Fire Marshal), Sue Dulek (Asst. City Attorney), Jann Ream (Code Enforcement Asst. acting as minute taker) OTHERS PRESENT: Mark Ginsberg (MC Ginsberg Jewelers), Kevin Monson (Neumann Monson Architects) Eric Mullen (public) RECOMMENDATIONS TO COUNCIL: None CALL TO ORDER: Chairperson Roffman called the meeting to order at 4:00 PM. CONSIDERATION OF MINUTES: Minutes from the January 7th, 2008 meeting were reviewed. Roffman moved to adopt the minutes. French seconded. Minutes were approved with a unanimous vote of 5-0 (Gerard and McDonough were not yet present) A~~eal the decision of the Building Official because there are practical difficulties involved in carryinq out the provisions of the code -110 E. Washington Street. Hennes presented the code issues with the proposed 3~d floor mechanical penthouse/office addition at MC Ginsberg Jewelers, 110 E. Washington Street. The existing building is a two story building. Because the owner requires both better access to the roof for maintenance and more room for an office, he is proposing adding a 3`d floor which would house the mechanical equipment and create a new office space. If it was just a mechanical penthouse (a structure meant only to house the mechanical equipment), there would be no problem. But because of the added square footage of the office, the addition becomes an actual 3`d story. A third story requires two exits. Because of the size of the building and because it only has one frontage on a public way and because it is locked in by other private properties, there is noway to add an additional exit to this 3`d story. Hennes stated that the appeal in front of the Board was to allow the 3~d story with only one exit because of practical difficulties; and, in order to approve the appeal, they must meet the conditions that the modification meets the intent of the building code and does not lessen any fire-protection requirement or any degree of structural integrity. Hennes said that staff agrees that construction of a second exit from the 3`d story would be difficult but does not find justification to allow the modification for the following reasons. The stated intent and purpose of the building code is to provide the minimum requirements to safeguard the public health, safety and general welfare through structural strength, means of egress facilities, stability, sanitation, adequate light and ventilation, energy conservation, and safety to life and property from fire and other hazards and to provide safety to fire fighters and other emergency responders. Because the required second exit is not being provided from the 3`d story, it does not meet the intent of the code. Also, because the second exit would provide fire protection to the occupants, staff believes that not providing that exit would lessen the fire protection requirement. So the conditions to allow the appeal are not met. AI Gerard and Scott McDonough entered the meeting. McDonough recused himself from the appeal because of a current business relationship with the applicant. Mark Ginsberg stated that his business has been in the building for 20 years. Currently, access to the roof to maintain the mechanical equipment is through a trap door in the ceiling and then through a jury rigged path through the joists. So an ititial plan was devised to provide a stairway to the roof and also to reinforce the roof structure with knee braces. Ginsberg added that he has a continuing problem with illegal trespass on his roof as do all of the neighboring properties. Because of this, there are ongoing graffiti problems and damage being done to the roof. The membrane needs to be replaced and, because the metal cover of a ventilation pipe keeps getting removed and the pipe then filled with beer cans, water leaks down into the building. So because of all these issues, Ginsberg and his architect, Kevin Monson, came up with a design that would address the repairs, strengthen the roof, and allow for better access to the roof for maintenance and surveillance. Because of the expense involved and his need for more room in a small building, he wants to add the office and provide an open walkable floor over the roof membrane. He explained that the building has a limited occupancy. The 1st floor is the retail area and is where there might be functions for gallery walks and similar activities. The 2nd floor is graphic design use and contains his current office. The proposed 3`d floor would be his office and would only be used by himself and, at times, his brother and one other designer. Ginsberg stated that he feels his plan will improve the integrity of the roof and the building both from an aesthetic and intrinsic standpoint. They plan to put a perimeter fence around the roof so that no one can illegally access the roof. The current access to the roof is a problem in terms of safety and liability. He is willing to put a fire escape ladder down to the roof of an adjacent building to provide a safer route from his roof in the event of a fire. There is no way to directly access the alley from his building with a fire escape because of the proximity of other buildings. Also adding an actual fire escape to the alley level only invites more illegal trespass to his roof and neighboring roofs. Ginsberg said that because the occupancy on the 3rd floor will be so small, he felt it is punitive not to allow his plan. He is willing to do everything that he can to im~rove the fire protection in the building. There is an existing staircase on the 2~ floor that can be enclosed in a 2 hour rated wall. The 2"d floor does have 2 exit paths. Ginsberg stated he is asking for a small amount of additional square feet on the 3rd floor and to put that large amount of money into the 3rd floor roof and mechanical penthouse and then not be able to use the space did not make sense and seems unreasonable. Kevin Monson stated that the roof is being used as party space by bar patrons and a large amount of damage has been done. It is also not a safe situation. Their plan would restrict access and provide a safer situation. Also, having an office space on that level would provide continuous monitoring and security for the space. The perimeter fence would also prevent people from going roof to roof across the block. He reiterated that they can put a 2 hour stair enclosure through the 2~d floor. This also is an improvement over the existing situation. They would put a secured gate in the roof enclosure to another roof to the east to provide one way egress in the event of a fire. The open patio space at the front of the building would protect the roof membrane from vandalism and also provide access for fire fighters. He stated that City staff -Hennes and Brumm -have been very helpful and have worked with them extensively to try and solve the problem. Buckman asked about the possibility of designing the 3rd floor so it would qualify as a mezzanine in the building code. Hennes said they had already looked at that possibility and it could not apply because of the size of the space. Monson asked if the alternate materials and methods they were proposing could be considered as a reason to allow the appeal. Ginsberg also wanted to be sure that, if the Board could allow the appeal, they find a way to narrowly define the conditions for approval so it doesn't open up problems for the City building department staff with other higher occupancy building owners wanting to do something similar. He understood the need for a second exit with higher occupancies but, in his case, with the very restricted occupancy and small space, he felt approval of the appeal was reasonable. French asked if the proposed ladder off of the north side of the roof to an adjacent roof could satisfy the code. Hennes said it would not but it was up to the Board to determine if it would be acceptable as an alternate method or material. Roffman stated that he thought the safest escape route was off of the front with a ladder truck especially if the 2 hour stair enclosure was filling with smoke. Hennes said he didn't necessarily disagree with that but what happens next month when one of the A2 occupancies come in with request fora 3rd floor assembly occupancy and cannot provide a second exit - is the ladder truck a good idea then? Code requires a second exit and staff could simply not find a justification not to require it. Roffman said it gets back to small square footage and restricting the occupancy -also the applicant is in a unique situation with not having access to an alley. Wasn't there a way to specify the unique situation and proposed alternate methods to limit the scope of the approval to just this situation and not create a precedent? Hennes said the question is if the Board finds that there are practical difficulties and the proposals meet the intent of the code. Staff feels that they do not. Discussion occurred as to how the proposal actually improves the fire safety of the building. Monson stated that they understand that building code does not allow for one exit off of a 3~d floor and that's why they are before the Board. They have to use an alternate path and that is what they have tried to do by providing a 2 hour stair enclosure, protecting the roof and providing alternative egress and fire detection. However, there is only so much they can do with the existing building. Hennes asked Roffman if he felt that the proposal met all of the conditions necessary to approve the appeal: intent and purpose, structural integrity and lessening of fire protection. Roffman said he thought it did for previously stated reasons. Ginsberg stated that if a fire happened at the building today, there was no way to get to the roof except with a ladder truck parked out front. By providing interior access to his roof, they would also be providing access to the roofs of adjoining properties which could help fire fighters. Grier stated that the Fire Department always welcomed better access but his concern was for the precedent that might be set by approving the appeal. Ginsberg said he understood that concern and reiterated there must be way to limit the scope of the approval to his unique situation so that it could not be used as precedent. Munson reiterated that they are really trying to improve all aspects of a 110 year old building. Roffman asked Hennes if he thought providing ladder access to the 2nd floor roof as an improvement in egress. Hennes stated that if Roffman wanted to take that route then perhaps it would be better to switch from the "practical difficulties" appeal to the "alternate method of construction" appeal. Hennes felt that because an actual new story was being added to the building (as opposed to just finishing existing space), he found it very difficult to view the proposed alternate methods as adequate. But he added that it was the Board's prerogative to do so. Roffman said that he felt that by the end of the project, it would be a safer building. Buckman asked about alarm systems. Ginsberg stated that building was not sprinkled but it did have a fire alarm system as well as an infrared detection system that detected any temperature change over 7 degrees. Discussion occurred as to how to narrowly define the conditions for approval since the Board members felt the building would be safer and the request seemed reasonable. Fehr wanted to be sure with a change in ownership that the conditions apply. Hennes said there may be ways to do that. Brumm wanted to make sure that the Board realized that the issue not only dealt with the number of exits but also how far an occupant would have to go to get to an exit and egress from a building. Hennes asked Dulek if it was allowed to switch from practical difficulties to alternate methods of construction. Dulek said that the Board could require the applicant reapply but it really served no purpose so it wasn't necessary. Roffman stated that the exact conditions should probably be written by Staff. Hennes said that was fine but he wanted guidance from the Board. The Board needed to delineate what conditions they felt were necessary to approve the appeal. Brumm asked that whatever the Board decided, they make very explicit because he would have to review the plans to their decision. Dulek said it was an option to continue the hearing and work out the details and bring back the final proposal to the next Board meeting. As long as staff and the applicant agreed on the conditions, then the matter would be approved. MOTION: Buckman moved to change the appeal to alternate methods of construction; that the proposed design, in general, is satisfactory and meets the requirement of equivalency in suitability, strength, effectiveness, fire resistance, durability, safety and sanitation; and that the Board approve the appeal subject to the final details being finalized and approved by City staff and the applicant based on the following conditions: that the design improves vertical exiting (2 hour stair tower), that alternate egress points are provided to remove occupants from the facility (gate access in roof fence, ladder to 2nd floor roof) while still discouraging illegal roof access, the 3~d floor occupancy load be limited to three persons, fire detection devices be added to the 3~d floor and construction materials be approved and that a contingency be added that if the surrounding building conditions change, the appeal be revisited. Campion seconded. VOTE: The Board voted 6-0 to approve the motion. McDonough abstaining. MOTION: Campion moved to continue the final approval of the appeal to the next Board meeting. Buckman seconded. The motion passed unanimously 6-0. McDonough abstaining. OTHER BUSINESS: Hennes introduced Scott McDonough to the Board. He is the new member of the Board representing the at- large position. June 2nd, 2008 was set as the next Board meeting. ADJOURNMENT: Campion moved to adjourn the meeting. Gerard seconded. The meeting adjourned at 5:10 PM John Roffman, Chairperson Date 6b 7 MINUTES Youth Advisory Commission November 23, 2008 Lobby Conference Room, City Hall, 5:50PM Members Present: Diamitani, Han, Nelson, Green Members Absent: Malatek Others Present: City Council Liaison Wilburn, City Clerk Karr Call to Order: Motioned by Nelson, seconded by Green. Approved 4-0. FINAL Approve minutes: The October 7th minutes were approved 4-0 after a motion by Nelson and a second by Green. Nelson also motioned to approve the distributed November 2"d minutes. Green seconded and it was approved 4-0. Budget for FY10: Diamitani volunteered to edit last year's description page presented to the City Council. Green offered to aid with the Summer of Arts and website portions since Diamitani is largely new to those. The committee decided that the draft be submitted directly to Karr prior to the next meeting. Goals and Planning for 2008; Youth Input and Involvement: Diamitani began with a brief overview of what he's been doing to get sponsors to support the planned dance and mentioned that he already has some committed venues and even some willing to provide food. Green asked if he had checked with the Marriot if there could be outside food. Diamitani confirmed that the Marriott had said it would be fine. He went on to suggest that there be flyers made and offered that he knew someone who could make them at an affordable price. It was also suggested that floral shops be contacted so roses and other flowers could be sold for further fundraising. Nelson suggested that Diamitani contact Hy-Vee or even some local ice cream stores for more food items. Diamitani then mentioned that the only room available at the Marriott would be the exhibit hall. The question of to whom the raised money would go to was asked. After some discussion it was decided that it would be best that the money go to United Way, a suggestion by Karr. Wilburn also said that United Way would have a set process and would also validate the event and offered the name of a person the committee could contact. Han raised the issue of completing the Youth Empowerment Grant forms in order to get the funding in time for the event. Green said that she could take the forms to the Regina Student Council so that they could get started. Han also suggested that it might be a good idea to involve several groups from a high school, if additional funds were needed, and suggested 1440 Interact from West High school. Wilburn added that SSIKE might also be interested in the event. Youth Advisory Commission November 23, 2008 Page 2 It was agreed that there should be a way to thank the sponsors. Green suggested that their banners be put on the walls. Wilburn suggested that it be also posted on the website and Karr said that she would check if that would be a viable option. Nelson went further to suggest that they make a separate website devoted just to this event. For the event itself, more of the details were discussed, including the cost of the ticket and events available at the dance. When the possibility of having a silent auction was mentioned, Wilburn reminded the committee that it would have to have a state permit, and any contracts would have to be reviewed by the City Attorney. Update on website: None Update on By-Law changes: Han pointed out that the start and end dates for the terms had not been changed to follow the academic calendar and asked if there was a specific reason. Karr clarified the election of officers had been changed to March and the terms begin January 1, current member terms would not be affected. Nelson also noticed that the right to waive the age requirement was gone and Karr explained that the waiver originally provided for Council flexibility for appointments by age and new wording stated that members would be have to be in high school so the waiver was no longer needed. Youth Empowerment Grant: None 2008-09 Subcommittee Reports: None Public Discussion: None Student Citizenship Awards: Karr asked if continuing to help present the Student Citizenship awards would be the best use of the committee's time/resources. Green voiced that she thought that it helped and that it should be continued. Staff update: None Announcements/Invitations/Events/Opportunities: None Meeting Schedule: The next meeting was scheduled to be on December 11th at 7:OOpm. Submitted by Han z O_ N N U ~- N D Q 2 H O D O V W W U Z D Z W H Q r'. a~ ~ ~ °oA N ~ ~ ~ W X X X ~ O X r N r ~ N r X X X ~ ~ X X 0 0 X X X X X X X 0 X rn N ~ ~ ~ ~ ~ ~ ~ ap Z Z Z Z Z Z ' i Z Z Z Z Z Z ' N ~ ~ ~ ~ ~ ~ ~ ~p Z Z Z Z Z Z ' ~ _ X O O O X X ' X X X X ~ O O N M Z Z Z Z Z Z ' N ~ X X X X N ~ X X X X i ~ ~ ~ ~ ~ ~ ~ o 0 0 0 0 0 0 ~ a W X M M M M M c~ M H W N N ~ N ~ N ~ N ~ N N L W ~ ~ Y ~C ~ d C fn Y Y w. Q Z ~ d t ._ ~ ~ • ~ ~ G1 r • . V ~ L ~V ~ V ~ ~ ~ ~ ~ ~~ =c~ ~= ~z o ~ o ~ ao C1 N i V ~~ X ~ W ~,, d ~ ~ ~ +'' C tom/! ~ N ~ ~+ rn ~ a`aaZZ° 11 II ~ II II XOpZ w Y 6b 8 MINUTES FINAL Youth Advisory Commission December 11, 2008 City Clerk's Office, City Hall, 7:OOPM Members Present: Diamitani, Han, Nelson, Green Members Absent: Malatek Others Present: City Council Liaison Wilburn, City Clerk Karr Call to Order: Motioned by Nelson. Approved 4-0. 7:08PM Approve minutes: The November 23~d minutes were approved as distributed, 4-0, after a motion by Nelson and a second by Green. Budget for FY10: Diamitani reported that the narrative to be attached to the request is not yet ready. Karr informed him that it would be needed by the next meeting for distribution to Council with the budget request. Nelson mentioned that any of the members could help if needed. Goals and Planning for 2008• Youth Input and Involvement: Nelson brought up the previously broached Youth Survey and asked if there was a way to find the results. Wilburn offered that the results may be out in February. The possibility of doing a facilitated discussion, like two years ago, with the results of the survey was brought up by Nelson. Diamitani suggested that there be an exit poll at the (Valentine Day) dance, if possible to get the information out. Han asked if it might be better if the poll be taken at the entrance, to ensure a larger a sample. Wilburn suggested that if the Commission wanted to do something before the results, it could move to have a general discussion with broader topics. Nelson agreed. Update on website: Han asked if the creation of a website specifically for the dance was indeed possible, and Karr confirmed. She also added that it would be okay to have the sponsors listed on the website. Update on By-Law changes: Karr explained the biggest change made was in the membership clause. With those changes, which allowed for more "at-large" members, Karr emailed local principals informing them about the openings in the Youth Advisory Commission. Wilburn also added that his contact with City high has been very positive. On a related side note, Karr mentioned that Malatek will be unavailable until at least January 17th, making it impossible to have a quorum after the end of Nelson's term. She did add, however, that there had been an application submitted and with clarification that the applicant attended a school with a current opening, an appointment could be made at the December 16tH Council meeting. Youth Advisory Commission December 11, 2008 Page 2 Youth Empowerment Grant: With an application from a Regina high school student, members reviewed the proposal asking for $500 for the Christmas Basket project. Nelson clarified, that as last year, no aspect of religion was involved with the project. He also added, and Green clarified, that the beneficiary of the project had not been eligible for any other aid until after Christmas despite immediate needs, explaining the situation. Nelson noted the grant committee had reviewed the application and noted approval of the grant would only leave $1000 for the Commission to utilize towards the planned (Valentine Day) dance in February. Han asked to clarify the exact amount allotted for the grants. Karr confirmed that it was a total of $2000, which with the approval of the grant application would leave $1500. Nelson posed the question of whether the Commission could even use the money. Karr replied that the assistant city attorney said that there is an issue of direct self-application for the grant money; and stated it would be best if applications would be received from groups and awarded by the Commission for the event. The Commission ultimately voted 4-0 to grant the whole $500 for the Regina project; keeping in mind the tight time frame with which the application was turned in and agreed that there should be a due date for grant applications prior to the planned use. A minimum 30 day review time was discussed. 2008-09 Subcommittee Reports: Diamitani provided a drafted email requesting support from local businesses and asked if the grant applicants would have to be schools, or if they could simply be any group. Han asked if it would be possible to simply approach groups with the idea and offer the opportunity to take responsibility to organize part of the event. Members agreed that it would be a viable idea. Nelson, however, mentioned that a larger number of planners may imply that plans may need to be scaled back, especially with the limited amount of time. Diamitani, however, said that since there has been much prior planning, there may not be need to do so. Karr pointed out that all the planning has been hypothetical so far and stressed the importance of getting documents such as the Marriott agreement to her for review by the City Attorney's office. The Commission decided to meet once more before the end of Nelson's term at the end of the month to make further progress. This also would allow for the newly appointed member, if approved by Council, to sit in and become more acquainted with the planning so far. Nelson asked Diamitani to try to get a preliminary contract with the Marriott to be reviewed by the Attorney so plans could proceed. Han offered that she might be able to check for additional discounts at the Marriott. Diamitani also said that he would contact some groups at West High to share the event, allowing the responsibility of the contract or other duties to be more spread out. While mentioning the use of a general letter to ask for support, the discussion of editing the letter came up and it was agreed that it be reviewed by the Commission first. Youth Advisory Commission December 11, 2008 Page 3 Wilburn also mentioned adrop-dead date, by which if the Commission does not have adequate planning completed, the event would be pushed back. It was decided that the date be the end of winter break. Green summarized that the items that needed to be finalized by then include: the contract with Marriott, the grant applications, ticket information and additional fund for reservations. Han suggested that it might be a good idea to have the to-be-involved groups come to the meetings. The Commission then moved on to revising the email. Overall, the email was cut to convey just the essence and members worked together to be as clear as possible. The attachment document that was to outline the preliminary plans was also edited to make a cleaner copy. Green and Diamitani volunteered to edit them on the computer and send them to Karr as soon as possible. Following the edit, the Commission was in agreement that further specific discussion be scheduled for another meeting. Public Discussion: None Student Citizenship Awards: The Commission decided to focus its energy on the upcoming event and opted out of scheduling a member to present for the December 16th presentation of the student citizenship awards. Staff update: None Announcements/Invitations/Events/Opportunities: None Meeting Schedule: The next meeting was scheduled to be on December 18th at 7:OOpm. Items to be discussed were to be limited to recommendations from the attorney concerning the contract, participation of West High school organizations, letters to be sent to possible sponsors and finalizations in reservations with the Marriott. Meeting adjourned 9:35 PM Submitted by Han Z _O _~ O U O a O O U w w U Z Q Z W Q ~ ~ °o A ~ ~ w ~ ~ ~ ~ W X X X ~ ~ O >C M N X X X ~ ~ O x N r x x x i i x ~` w O X X ~ ~ X X ~ W r _ m X X X ~ ~ O x 00 Z Z Z Z Z Z i w w i X X O O X X ~ z z z z z z co ~ ~ ~ ~ ~ ~ cc Z Z Z Z Z Z 'd' w w as X O X O X X w ' w ' o o x x x x N ~ ~ ~ ~L ~ ~ M Z Z Z Z Z Z i ~ N W N O x x x x i i ~ W O X X X X 0 0 0 0 0 0 0 ~ d M M M M M M M W X N N N N N N N C L W 2 ~ ~ ~C ~ Q d _ ~ C d (/~ ~[ y ~ Y Y _' Z Rf C G1 C t y ~ ~ ~ ~ . 'i ~ . v ~ d R = c 4 ~ c4 c6 ~ cC 2C9 • ~ ~Z ^ J ^ ~ . d^ .a d (/~ L (,~ W ~,, d ~-+ _ ~ ~ ~ d ~ ~a N N .~ a`aaz°z° i i u r n n XO~Z W Y 02-10-09 6b 9 MINUTES FINAL Youth Advisory Commission December 18, 2008 City Clerk's Office, City Hall, 7:OOPM Members Present: Diamitani, Han, Nelson, Green Members Absent: Malatek Others Present: City Council Liaison Wilburn, City Clerk Karr Call to Order: Motioned by Nelson. Seconded by Han and approved 4-0. 7:25 PM Budget for FY10: Diamitani distributed a copy of the narrative to be attached to the budget request to Council. Changes were identified and Diamitani will make the changes and send to Karr by Monday, the 22~d, for distribution to the Council. The budget was tabled to the next meeting and further decision on possible grant allocations. Valentine Day Flood Fund Raising: Karr gave updates from the city attorney's office on a number of issues. ACA Goers affirmed that the there was no barrier against the commission awarding the grant money for itself. However, there was the concern of accord with the original intent of the grants and suggested the best option would be to identify groups to apply for the grants for the event. Diamitani indicated he had received one application already from the West High Government Club that could be considered if needed to, and would leave the application with Karr that evening. Karr also gave an overview of the quick review of the contract drawn by the Marriot by the attorney, noting the contract had just been received by the City earlier in the day (email from Diamitani). Among the concerns were: who would sign the contract, removal of footer indicating confidentiality as the document would be a public record, the city being exempt from sales tax, the agreement to take responsibility for security and damage, clarify donated beverages and serve issues, the signing of the waiver agreement for serving appetizers at the Marriott, and the bound-to-contract date of December 31St Nelson asked what the agreement to being responsible for security and damage would amount to. Although not entirely sure, it was agreed that it could range anywhere from simply asking for volunteer help or to hiring security guards for the event. Green and Han voiced concern over the bound to date of December 31St. Nelson agreed and added, that especially with no firm commitments of funds from sponsors and no grant applications yet reviewed or approved for the event, that the upcoming date was coming up too quick. Diamitani argued that regardless of when the binding date would have been, the commission was planning on having the event under the assumption that it would receive enough donations and funds, and that the December 31St date should not matter at all in decision making. Green said that she did not feel comfortable signing any contract before knowing concrete details. Nelson also added that he felt it was irresponsible to use city money without being completely sure of its use. Youth Advisory Commission December 18, 2008 Page 2 Han then raised the question of the number of attendees at the dance adding that City High is already having a winter dance and that the proposed date is close to prom. Green added that Regina had attempted multiple times to organize a valentine dance but failed due to lack of support from the student body. Diamitani asserted that that should not be a problem. After discussion, it was decided that either the binding contract date would have to be moved back (preferably to January 9 or 10th) or the commission would have to have another meeting by which all grant applications and confirmation of support from sponsors would have to be in. As the second choice was not possible (due to the holidays and absences of members), members agreed to request the City contact the Marriott regarding moving the date and other address other concerns identified; and meet early in January for an update and final decision on the event. Staff update: None Announcements/Invitations/Events/Opportunities: None Meeting Schedule: Two dates were set. The primary date was set to be on Sunday, January 4th at 5:30. The back-update was set at Thursday, January 8th at 7:OOpm. Meeting adjourned 8:55 PM Submitted by Han Z _O N N U O 0 Q 2 H O O O U W a' w U Z 0 z w Q ~ ~ °o A N ~i w ~ ~ ~ X X X 0 X 0 N r r X X X ~ p ~ X ; N T M N X X X O X X X X X X c ~ X X X X X X X 0 X rn Z Z Z Z Z Z ~ ' ~ X X 0 ~ X X ti ~ ~ ~ ~ ~ ~ '' z z z z z z ' ti ~ ~ ~ ~ ~ ~ ~ z z z z z z c~ X ~ X 0 X X N X X X X ; ~ ~ ~ ~ ~ ~ ~ ~ ~ M Z Z Z Z Z Z ' ' N X X X X i i i O N r ~ W X X X X i i i O T 0 ~ ~ ~ ~ ~ ~ ~ G. l~ M M M M M M M W X N N N N N N N N I- W ~ .- L W = ~ d N Y 'C 'a Q ~ ~ _ ~ ~ y ~ ~ ~ Y +~ O Z =a=i t ~G ~ ~ '_ i .~ ~ L •~ N ~ Q~ fC ~ ~ Rf ~ ~ ~ ~ ~ ~ Q~ =c~ ~ ~z o ~ o ~ ao ~= .a d f/1 L ~ ~ (.~ ~ ~ W r ~ ~+ ~ ~ tom/! ~ N ~ ++ N a`aaZZ° XOOZ W Y FINAL/APPROVED POLICE CITIZENS REVIEW BOARD 6b ~O MINUTES -November 18, 2008 CALL TO ORDER: Chair Michael Larson called the meeting to order at 5:30 p.m. MEMBERS PRESENT: Janie Braverman, Donald King, Abbie Yoder MEMBERS ABSENT: Greg Roth STAFF PRESENT: Legal Counsel Catherine Pugh and Staff Kellie Tuttle OTHERS PRESENT: Captain Richard Wyss and Officers David Schwindt and Mike Smithey of the ICPD; and public, Caroline Dieterle RECOMMENDATIONS TO COUNCIL (1) Accept PCRB Report on Complaint #08-06 (2) Accept PCRB Report on Complaint #08-07 (3) Accept correspondence regarding Community Forum CONSENT CALENDAR Motion by King and seconded by Braverman to adopt the consent calendar as presented or amended. • Minutes of the meeting on 10/28/08 • ICPD General Order 99-12 (Field Interviews and "Pat-Down" Searches) • ICPD General Order 00-08 (Weapons) • ICPD General Order 07-02 (Detainee Processing) ICPD SOG 01-22 (Training, Special Assignments) Motion carried, 4/0, Roth absent. Braverman wanted to clarify on OPS21.1 Detainee Processing, that Temporary Detention is not the same as Booking. Wyss confirmed it was not. Braverman also asked that Wyss explain what Data Master Testing was. Wyss explained that it is a breathalyzer that measures blood-alcohol content. Yoder asked if race was tracked along with name, age, and the reason for being detained during processing. Wyss stated it was not. SRE05.2 Weapons, Braverman noted a typo under Authorized Automatic Weapons. Braverman also questioned C(3)(a)(vi), wearing off duty weapons in court. Wyss explained that an off duty officer can carry a weapon at any time. This section is regarding the judge's approval for an officer to wear an off duty weapon while attending court. Yoder asked regarding SOG #01-22, Training & Special Assignments if there is any rule to how many different roles an officer can have. Wyss stated there is not, although the more specific areas that an officer is trained in, the more difficult it is to be specialized. In order to get selected for a specialized position, a supervisor would have to make that first recommendation. OLD BUSINESS Information Sheet for Filing a Complaint -Braverman suggested adding a statement to the Police Department complaint form section stating that the Board would not review unless a PCRB complaint was also filed. Braverman would like to change the wording at the bottom regarding "questions about choosing a form" to "questions PCRB November 18, 2008 Page 2 about filing a complaint". Braverman would also like to leave in the City Clerk contact information for those who do not have access to the Internet. Motion by King, seconded by Yoder to approve the Information Sheet with amendments. Motion carried, 4/0, Roth absent. Follow up on Community Forum -Braverman prepared a draft letter to City Council summarizing the Community Forum with recommendations from the Board. After review the Board amended the recommendations for items 1 and 3. Motion by King, seconded by Braverman to approve the letter to City Council summarizing the Community Forum with amendments. Motion carried, 4/0, Roth absent. Complaint Registry/Monitoring System -The Board discussed the possibility of a monitoring system to track by Anonymous Office Number those complaints which are sustained by the PCRB. There was discussion on whether this information would sway the Board in their decision when reviewing a complaint and also of what use the information from this monitoring system would be. The Board agreed that they would like more time to discuss this issue and the topic will be continued at the next meeting. NEW BUSINESS Policy regarding Legal Counsel Research -Tuttle asked the Board if there was a need for a policy regarding legal counsel research so that (1) it would be requested by a majority of the Board and (2) any research done would be included in the Board packets and would be filed into the record as to not incur costs later to research the same information. The Board agreed that they did not think a policy was necessary; encouraged members interested in requesting legal counsel research bring it up at a meeting and if more of the Board was interested it would be included in a meeting packet. PUBLIC DISCUSSION Wyss reported back to Braverman regarding the body mics that she had inquired about at the October meeting. Currently the body mics that are being used are the only ones that are sold with the system that the Police Department uses. The problem with having a separate body mics system would be synchronizing it with the current system, and how much equipment they could afford, store, maintain, and carry around. Braverman asked if she could review anon-complaint related in-car recording of a stop. Wyss told her to contact him and he could make that arrangement. Dieterle asked if there was an answer to her question from the October meeting regarding Martial Law. Pugh responded that there was an executive order signed in the fall of 2006 called the Military Commissions Act. It basically expanded the Presidents ability to establish Martial Law. Prior to that time it was just in the case of rebellion, invasion, or public safety. The Military Commissions Act expanded it to the PCRB November 18, 2008 Page 3 event of terrorism, economic crisis, act of war, or natural catastrophe. If Martial Law was established, depending on how it was used it could trump local authority, National Guard, and it could allow military involvement in domestic law enforcement. BOARD INFORMATION None. STAFF INFORMATION Tuttle asked Wyss to inform the Board of the change to the Officer Bill of Rights and how it could affect the PCRB Complaint form. Wyss stated that the ICPD complaint form it indicates or makes a person aware that if they knowingly file a false report they are subject to criminal charges. That information is not on the PCRB Complaint form. The question is whether that information should be on the PCRB Complaint form. One of the issues that the Police Officer Bill of Rights specifies is that if the police department identifies a complaint where the person knowingly files a false report on a police officer, the information will be forwarded to the County Attorney's office for determination on whether criminal charges should be filed. Braverman raised the question on whether it is a crime to knowingly file a false report with the PCRB. The Board agreed that Pugh should look into to see if the language is inclusive of a complaint to the PCRB and if additional language needs to be added to the complaint form. EXECUTIVE SESSION Motion by King and seconded by Braverman to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 4/0, Roth absent. Open session adjourned at 6:56 P.M. (BREAK) 7:03 P.M. REGULAR SESSION Returned to open session at 7:53 P.M. Motion by King, seconded by Yoder to request 45 day extension for PCRB Complaint #08-08 due to timelines and scheduling. Motion carried, 4/0, Roth absent. PCRB November 18, 2008 Page 4 Motion by King, seconded by Yoder to forward the Public Report as amended for PCRB Complaint #08-06 to City Council. Motion carried, 3/0, Braverman abstained and Roth absent. Motion by King, seconded by Braverman to forward the Public Report as amended for PCRB Complaint #08-07 to City Council. Motion carried, 4/0, Roth absent. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change) • December 16, 2008, 5:30 PM, Lobby Conference Rm (CANCELLED) • January 13, 2009, 5:30 PM, Lobby Conference Rm • February 10, 2009, 5:30 PM, Lobby Conference Rm • March 10, 2009, 5:30 PM, Lobby Conference Rm ADJOURNMENT Motion for adjournment by Braverman and seconded by King. Motion carried, 4/0, Roth absent. Meeting adjourned at 7:56 P.M. C~ ~°o~c zz~y~ oo~~~ ~~~ ~~ ~ ~ ~ ~ o c~~~ ~ ~~. ~ ~ "S ¢ ~ ~ o ~ o ~ ~ ~ 0 0 0 ~ ~s a ~~, '~ ~ :: x ~ ~ ~ ~~ ~ ~ ~~ ~ N N o ~O 0 ~O 0 O~ o ~ b ' ~ ~ x ~ ~ ~ i i 7 a ~ a a N W i ~ ~ ~ ~ ~ N i ~ ~ ~ X ~ ~ i i ~ x ~' ~ ~ W i ~ i ~ X Oj ~ ~ ~ ~ i"'` O 7 C >C yC yC yC ~ ~ ,I 0o ~ ~ o ~ ~ yC ~C ~ X yC ~ ~ o ~ ~ ~ ~ ~ i i t:d 00 0 i i ~+ ~ ~ i ~ N 7 y a ~ ~/--- a a i i ~ y H Cl7 ~ '"~ d ~ ~ z ~' ~ n C7 c t~ n O b ~~ l F^~ l 1 n z C~J O 6b 11 MINUTES APPROVED PUBLIC ART ADVISORY COMMITTEE THURSDAY, NOVEMBER 6, 2008 LOBBY CONFERENCE ROOM -CITY HALL Members Present: Patrick Carney, Jan Finlayson, Rick Fosse, Ann Kahn, Mark Seabold, Terry Trueblood, DaLayne Williamson Staff Present: Marcia Bollinger, Nate Kabat, Jeff Davidson Public Present: Melissa Mitchell, interested party; Dale Merrill, Liberty Iron Works of Mt. Vernon, IA CALL TO ORDER Seabold called the meeting to order at 3:03 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None CONSIDERATION OF THE MINUTES OF THE SEPTEMBER 4 2008 MEETING MOTION: Fosse moved to approve the minutes; Carney seconded. The motion passed 6:0. DALE MERRILL -LIBERTY IRON WORKS MT. VERNON IOWA -DISCUSSION OF PROPOSALS FOR ART AT THE WATER WORKS PRAIRIE PARK Dale Merrill, Artist and Owner of Liberty Iron Works in Mt. Vernon, IA, presented a picture slide show, printed pictures, and short videos to the committee showing past works he has completed. He explained his artistic focus for the past 10 years has been on wildlife and kinetic sculptures. He has a particular interest in harnessing wind energy to move his sculptures. He recently completed a project in the new Coralville Library and is finishing a project in West Des Moines that incorporates a water feature. Merrill believes a sculpture of monumental size that takes advantage of the vantage points provided by I-80 and Dubuque St. would be best for the Water Works Prairie Park site. He would like to create a sculpture that is natural, organic, playful, stylized and has kinetic elements. Merrill envisions a sculpture between 30 and 40 feet tall to take advantage of the space. He works mostly with aluminum, steel stainless steel, and copper. Merrill presented four concepts to the committee: Concept #1: Involves 3, 30-40 foot tall, 15 foot wide metal tree sculptures. The base, or trunk, would be made of darker, naturally colored steel. The top foliage would be made from aluminum or stainless steel. The foliage would revolve around the steel trunk structure, propelled by the wind. Iowa City Public Art Advisory Committee Minutes November 4, 2008 Page 2 Concept #2: Also involves tree-like sculptures with a more humanistic shape to them. The base would be an organic styled metal with the humanistic top created of pendulum style moving parts. Concept #3: Based on prairie plants. The drawing consisted of 3-4, 30-40 foot daisy-like metal sculptures. The petals would be perforated metal designed to sway in the wind. Concept #4: Would incorporate three to four large pendulum structures emulating large weathervanes. Each pendulum would represent an element of nature like leaves, fish, bird wings and insects. The counter weight of the pendulum would be large boulders encased by a metal frame. Bollinger asked if the sculptures might be placed on the island of the park's lake. Merrill explained he is concerned about the fluctuating water levels in that area. The water could harm the foundation of the sculpture and/or leave water rims along the base, which would detract from the art. Merrill is not completely against the location, but encouraged the committee to consider these negative factors. He thinks placing sculptures along the park's trails would provide a better sight line from I-80 and Dubuque St. as well as within the park. Fosse asked where the sightline from I-80 and Dubuque St. is maximized. Merrill explained the crossroads of the trail near the park's northern pump house close to the parking lot provides a line of sight from I-80, has lots of space and the capacity to support a large structure. Fosse, Finlayson, and Seabold expressed interest in concept #1. Seabold thought #1 would catch the observer's eye from a distance. Carney said he also likes concept #4 since it incorporates different life forms. Carney asked what color concept #1 would be. Merrill said he is thinking of using natural steel on the stem and stainless or aluminum on the foliage to create a contrast. Trueblood asked if the new fishing pier in the pond would affect placement of the sculpture. Merrill didn't believe that it would. Seabold said he likes the proposed site because it encourages people to use the trail in order to get close to the sculpture. Fosse pointed out to the committee that the proposed location has utility lines running through that area, so that would need to be considered. Bollinger asked how much the proposal is estimated to cost and when Merrill would be able to begin. She reminded the committee the remaining funding for FY 09 as well as future FY 10 funds could be committed to the project. Merrill said he based his proposals on an $80,000 budget, but the project could be scaled to fit a larger or smaller amount. He said he would be able to begin working on the sculptures in the spring of 2009. Seabold asked how much the committee has to commit to this project. Bollinger said $80,000 would consumer the remaining FY 09 budget and all of the FY 10 allocations. Seabold asked if there are any other projects that need to be considered for the money. Bollinger said all current outlays have been included in the figures. Fosse said the committee should commit the next year's budget until they have the money in hand because the next year's budget will likely be tight. Carney suggested the committee commence some fundraising to help support the project. The group agreed with Carney and Bollinger encouraged the idea. Iowa City Public Art Advisory Committee Minutes November 4, 2008 Page 3 Fosse asked what the next step would be. Merrill said the next steps would be to pin down a site location, create scale drawings, decide on materials and create a clear budget. Merrill encouraged the committee to try to maximize visibility from key vantage points like I-80 when deciding on a final location. Bollinger encouraged the group to visit the park before the next meeting to help brainstorm the best locations for the artwork. Finlayson encouraged the group to brainstorm fundraising options for the next meeting. The committee agreed Merrill would be a great artist to work with on this project and asked him to prepare a more detailed proposal based on option #1 for next month's meeting. PENINSULA PARK SHOWCASE PAD Bollinger informed the committee that "Blade", the sculpture by Mark NeuCollins is now gone from the display pad in Peninsula Park. The artist decided to donate the piece to the City of Solon in memoriam of a friend who passed away. Bollinger explained the committee now needs to figure out what they would like to do with the display pad. She said she has received many comments about how nice it is to have artwork in that location. Due to the tall grasses in that location, a replacement piece would need to be large enough that it would stand out from its surroundings. The committee should consider whether it would like to continue to have rotating displays at that location or would like to pursue a permanent piece. Bollinger said she is willing to pursue either option, but a permanent piece would cost more money. The committee agreed it would be good to continue the revolving displays and it would be nice to focus on displaying student art in that location. Seabold asked if UI students will be able to produce art at the temporary Menards location. Finlayson asked why it has been so difficult to connect with students in the past. Bollinger explained the UI is more about conceptual art than art production. However, she is happy to try to make a connection again; she believes collaboration with the UI art program would be positive. Seabold said he liked the idea of involving students and asked how big the display pad is. Bollinger said the pad is 4'X4'. UPDATE ON WASHINGTON HILLS NEIGHBORHOOD ART PROJECT WETHERBY PARK MURAL PROJECT AND REC CENTER POOL WALL PROJECT Bollinger passed pictures of the cement bench that has been placed in Washington Hills Park. The mosaic tiles have yet to be installed on the bench, the artist plans to work on that once the weather gets warmer next spring. Bollinger also updated the committee to the progress of the Wetherby Park shelter mural. The project is about 3/4 done. The artist plans to incorporate portraits of historical Iowa City people and images of wildlife into the mural. Elementary students will soon begin painting sky scenes on panels that will later be installed on the shelter ceiling. Lights have been installed on the Robert A. Lee Recreation Center art project. Committee members agreed the project looks very good and the lighting makes the piece very visible from the street at night. Bollinger informed the committee she has not received any nominations for the "Recognition of Private Art in Public Spaces". Fosse asked if the public is not interested, why do the program? Bollinger explained that people who have received recognition in Iowa City Public Art Advisory Committee Minutes November 4, 2008 Page 4 the past were extremely happy and it would be nice to keep that going. Kahn suggested using neighborhood newsletters to advertise the program. Williamson suggested promoting the program at ArtsFest to take advantage of the art-minded crowds. Bollinger agreed the program should be attempted one more time. COMMITTEE TIME/UPDATES Bollinger informed the committee she had meet with the new City Manager, Michael Lombardo. She explained he is an advocate of the public art program and had some suggestions for future projects. First, he would like to see a community art mural project on the blank U.S. Bank building wall downtown. Lombardo has already approached the bank manager about the idea, and the manager is on board. Second, Lombardo suggested starting a performing arts festival in Iowa City similar to the Spoleto Festival in Charleston, SC or the Fringe Festival in the Twin Cities, MN. Lombardo plans to come to the December meeting to meet the committee and discuss his ideas. Seabold said he would like to give Lombardo a tour of Iowa City art. ADJOURNMENT MOTION: Williamson moved to adjourn; Finlayson seconded. The motion passed 7:0. Meeting adjourned at 4:08 PM. Next meeting scheduled for December 4, 2008. Minutes submitted by Nate Kabat Iowa City Public Art Advisory Committee Minutes November 4, 2008 Page 5 Public Art Advisory Committee Attendance Record 2008 Name Term Ex Tres 1/17 2/7 3/6 4/3 5/]5 6/5 8/7 9/4 11/4 Annadora Khan O1/O1/11 -- -- -- -- -- -- X X X X X X Barbara Nicknish O1/O1/11 X -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- DaLa ne Williamson 01/01/09 X O/E X X X X X O/E X Jan Finla son O1/O1/11 X X O/E X X X O/E X X Mark Seabold O1/Ol/10 X X X X X O/E O/E X X Patrick Carne 01/01/09 X X X X X X X X X Rick Fosse X X X X X O/E X X X Terr Trueblood X O/E X X O/E X X X X Key: X = Present O = Absent O/E = Absent/Excused 6b 12 MINUTES APPROVED PUBLIC ART ADVISORY COMMITTEE THURSDAY, DECEMBER 4, 2008 LOBBY CONFERENCE ROOM -CITY HALL Members Present: Mark Seabold, Patrick Carney, DeLayne Williamson Members Absent: Ann Khan, Jan Finlayson, Rick Fosse, Terry Trueblood Staff Present: Marcia Bollinger, Nate Kabat, Jeff Davidson, Michael Lombardo Public Present: Melissa Mitchell, interested party; Dale Merrill, Liberty Iron Works of Mt. Vernon, IA; John Bacon, Lemme Elementary School Principal CALL TO ORDER Seabold called the meeting to order at 3:06 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None CONSIDERATION OF THE MINUTES OF THE NOVEMBER 6 2008 MEETING DEFERRED; due to no quorum DALE MERRILL -LIBERTY IRON WORKS, MT. VERNON, IOWA -CONTINUED DISCUSSION OF ART AT THE WATER WORKS PRAIRIE PARK Dale Merrill, Artist and Owner of Liberty Iron Works in Mt. Vernon, IA, told the committee he is considering the materials to be used for the sculpture and the best location. Merrill brought in material samples of stainless steel for the committee to review. Merrill believes stainless steel would be the best material for the foliage portion of the sculpture because it would hold the shiny finish over time. Merrill stated that a structural engineer suggested the trunk should be made of 8 inch steel tubing. It would have a galvanized finish to help maintain the material over time and provide a contrasting texture to the stainless steel foliage. Merrill told the committee he would not like to do less than three trees and suggested the heights would be one 40ft., one 32ft., and one 26ft. tree. To work with the committee's budget for the project, Merrill said the heights could be adjusted accordingly. Merrill said more trees could be added to the collection later on, but he thinks there should be at least three to start in order to create an adequate presence in the park. Marcia Bollinger told the committee she had met with the waterworks engineer to find out utility locations and determine the best locations for the project. Bollinger told the committee that about 100ft of access space needs to be preserved along utility line locations and presented a map displaying unfit locations for the sculptures. Bollinger explained a sculpture area was originally planned for the park when it was created and was intended to provide a good line of sight from I-80. Bollinger suggested committee members and Merrill drive by the park on I-80 to determine if the line of sight is suitable. Public Art Advisory Committee Thursday, December 4, 2008 Page 2 of 5 Mark Seabold said he believes the sculpture park location would provide the line of sight the committee is hoping to provide for the sculpture. Merrill said he thinks the area near the amphitheater might allow the artwork to be a good compliment by providing an intimate park-like setting in the area. He also encouraged the committee to consider wind levels in areas of the park when selecting the location. Overall, Merrill said he is leaning towards the sculpture park area near I-80. Jeff Davidson told the committee a study to improve I-80 aesthetics was recently completed. The study suggested that efforts need to be done to create iconic structures that would demarcate Iowa City along the I-80 corridor. Davidson thought placing the trees along I-80 would be a great way to address that need. Seabold offered to create 3D digital images of the artwork to show models of how the trees would look in various locations in the park. Merrill and the committee agreed that would be very helpful. Bollinger asked Merrill how much he is projecting the project to cost. Merrill said he has been working within the $80,000 budget that was proposed at the last meeting. Bollinger asked what was included in that price. Merrill explained he included the cost of installation, materials and labor; the only thing that is not included is the lighting. Merrill said he typically asks for a commission down payment of 30% to begin the project. Bollinger and Seabold asked how long the project would take. Merrill said a project like this would take about 12 to 20 weeks. Merrill said he does a lot of art exhibitions beginning in May and through the summer, so winter and early spring are the best times for him to begin projects. Bollinger said a funding decision wouldn't be able to come until January. She said the committee has never done fundraising before, so she isn't sure how that would go. Seabold said fundraising should be pursued to support the project and suggested people could be asked to sponsor a tree or parts of a tree. He said it would be good to get a better sense of potential supporters before making a financial commitment to the project. Seabold suggested the committee dedicate about $10,000 per tree and seek to raise the rest of the funds. Carney said he learned that money was originally budgeted for the sculpture garden when the park was created. He thought that money could still be there. Bollinger said she would look into that. Seabold said he could create some brochures displaying the 3D model to start raising support for the project. MICHAEL LOMBARDO -CITY MANAGER -PUBLIC ART THOUGHTS Bollinger introduced Michael Lombardo, the new City Manager, to the committee. The committee in turn introduced their selves to Lombardo. Seabold invited Lombardo on a public art tour of the city and Lombardo thanked Seabold for the opportunity. Bollinger explained the impetus for inviting Lombardo to the meeting was not only to introduce him, but also to allow him to share his ideas on public art that he had previously shared with Bollinger. Lombardo told the committee he is interested in seeing some mural projects in the downtown area, specifically on the large blank wall of the US Bank building. Lombardo said he has already approached the bank manager about the idea and the bank manager has been receptive to the possibility. Lombardo thought there are other areas of downtown that would benefit from mural projects as well. Lombardo thought a mural design contest would be a good way to get the community involved in public art. Bollinger told the committee that a teacher from Southwest Jr. High has talked about initiating mural projects in the downtown area as part of her PhD studies. Bollinger also explained that the committee has supported mural projects in the past, including the mural in Wetherby Park that is nearly completed. Public Art Advisory Committee Thursday, December 4, 2008 Page 3 of 5 Lombardo also explained his idea for an arts festival to be held in Iowa City similar to the Spoleto Festival held in Charleston, SC. It is a 17 day festival that provides a venue for all types of artists to display their work. Lombardo believes the rich arts culture in Iowa City makes the city the perfect place to hold such a festival. He believes there are many ways the details of the festival could be worked out, and thought the City would not necessarily be the one to put the event on. Lombardo thought it might be better for the City to support a nonprofit group that would head the event. Seabold said the public arts program funds must go to physical obtainment of art, so it would be difficult for the committee to support an event like that under current fund structures. Williamson asked if Jan Finlayson is on the Summer of Arts Board. Lombardo said he has spoken with Mary Friedman, who is on the Summer of Arts Board and she said the board is interested in such an event. Bollinger said the Committee has done things with the Summer Arts Festival before, but a larger event and being more involved in future events would be good for the committee. Bollinger said she would contact Friedman to see if she would meet with the committee to discuss a larger arts festival. Lombardo also told the committee that he is interested in creating live-work spaces in the city to encourage the arts community. He suggested the redeveloping the north wastewater treatment plant for live-work space would be positive for the city. He mentioned the Torpedo Building in Alexandria, VA as a model for alive-work redevelopment. JOHN BACON -PRINCIPAL - LEMME ELEMENTARY -COMMUNITY INITIATED PUBLIC ART PROPOSAL Committee members exchanged introductions with John Bacon, the Lemme Elementary School Principal. Bacon explained to the committee that he is trying to fundraise to support a project that would create a bronze leopard cub statue to be placed at the entrance of his school. He wants to tap into a broad group of supporters due to current economic conditions. The statue would help create a greater sense of school spirit and help children gain a sense of pride about their school. Bacon shared a vision of parents taking pictures of kindergarteners next to the leopard statue on their first day of school and dressing up the statue for holidays and special events to get kids excited about school. Bacon also explained the statue would be a good artistic addition to the neighborhood. Bacon has been working with John Coyne, a local artist, to create a model for the statue. Coyne has agreed to do the project for $7,000 which is greatly discounted from Cone's typical commission for such a project. Bacon only needs to raise another $2,500 to fully fund the statue. Bacon handed out pictures of the statue for the committee to view. The statue would be 5-1/2 feet tall including a 2-1/2 foot base that would hold a plaque with the school pledge inscribed on it. The cub would be cast in bronze. To raise community involvement in the statue's creation, Bacon plans to initiate the "Bronze Leopard Challenge". The challenge will say that sponsors will give money to the project only if families work through the "Leopard Challenge" goals aimed at encouraging parent-student interaction in learning. Families would need to complete goals in the categories of Academic Support, Community Service, Visiting Community Attractions as a Family, Family Fun, Family Fitness and a Family Reflection Statement. Bacon believes 90% of the families will participate in the challenge. He plans to hold a big BBQ picnic to unveil the statue. Public Art Advisory Committee Thursday, December 4, 2008 Page 4 of 5 Seabold asked how much money Bacon is asking from the committee. Bacon said he needs $2,500 to complete fund raising, but is only asking for whatever the committee is comfortable with. Williamson asked how long the leopard has been the mascot. Bacon said since the school's inception. He said the leopard is a big part of the school's identity. Seabold said he likes the idea of John Coyne doing the statue since he is a very good artist. Bacon agreed and said he is excited to be involving a local artist. Bollinger told Bacon that since the committee did not have a quorum, a decision would not be able to be made at this meeting. She said the committee would be able to consider this project at the next meeting and would let Bacon know of a decision in January. Bacon thanked the committee and excused himself from the meeting. Seabold asked what the relationship between the schools and the Public Art Committee is. Bollinger said this project would be considered "public art", so supporting it would be ok. Williamson asked if the project could be supported by PIN grants. Bollinger said PIN grants are typically not used to support school property related projects. Carney said he was concerned about the precedent that supporting this project might set. If the committee helps Lemme, would they be willing to help all other schools looking to create a mascot statue? Seabold suggested the committee decide an amount it would be willing to dedicate to school mascot projects with the stipulation that local artists be used. Williamson thought the committee could consider sponsoring city-wide projects that would dedicate up to $1,000 to schools using a local artist to create a mascot statue. The committee agreed to consider this idea. Williamson said she didn't know if the committee could give the full $2,500, but she thought some support would be nice. Williamson suggested dedicating a certain amount per challenge form completed. The committee agreed with Williamson that the project should be supported in some way. COMMITTEE TIME/UPDATES Bollinger asked the committee when the best time to hold the next meeting would be since the #irst Thursday in January is New Year's Day. The committee agreed to meet on January 8th instead of the 1St ADJOURNMENT Meeting adjourned at 4:24 PM. Next meeting scheduled for January 8, 2009. Minutes submitted by Nate Kabat. Public Art Advisory Committee Thursday, December 4, 2008 Page 5 of 5 Public Art Advisory Committee Attendance Record 2008 Name Term Ex fires 1/17 2/7 3/6 4/3 5/15 6/5 8/7 9/4 ] 1/4 12/4 -- Annadora Khan O1/Ol/1 ] -- -- -- -- -- -- X X X X X X O/E Barbara Nicknish O1/O1/11 X -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- O/E 1)aLa ne Williamson 01/01/09 X O/E X X X X X O/E X X Jan Finla son O1/O1/11 X X O/E X X X O/E X X O/E Mark Seabold O1/O1/10 X X X X X O/E O/E X X X Patrick Carne 01/01/09 X X X X X X X X X X Rick Fosse X X X X X O/E X X X O/E Terr Trueblood X O/E X X O/E X X X X O/E Key: X = Present O = Absent O/E = Absent/Excused sa is MINUTES HISTORIC PRESERVATION COMMISSION THURSDAY, DECEMBER 11, 2008 EMMA J. HARVAT HALL APPROVED MEMBERS PRESENT: Thomas Baldridge, Lindsay Bunting Eubanks, Pam Michaud, Jim Ponto, Alicia Trimble, Frank Wagner MEMBERS ABSENT: Esther Baker, William Downing, Ginalie Swaim STAFF PRESENT: Christina Kuecker, Robert Anderson OTHERS PRESENT: Helen Burford, Judith Pascoe, Keith Yenter CALL TO ORDER: Chairperson Bunting Eubanks called the meeting to order at 6:04 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. CERTIFICATES OF APPROPRIATENESS: 652 S. Governor Street. Kuecker said that this property is located on the southernmost part of Governor Street, south of Bowery, almost to the railroad tracks. She said the owner is proposing to replace the five windows in the front and the two windows on the side with windows are more in keeping with the other windows on the side and the windows on the back. Kuecker said the back windows are likely the original windows, and the windows to be replaced are likely replacement windows of not very good quality. She stated that in staffs opinion, the larger windows would make this appear more accurate as a Greek revival house, for which windows are generally taller than they are wide. Kuecker said staff recommends approval of a certificate as presented in the application. Baldridge said that it doesn't appear that the siding is different around the windows and asked if the siding was changed. Kuecker responded that the siding was changed. She stated that at the time of the survey and in the site inventory, the house had aluminum siding on it. Kuecker said the siding at some point was taken back to the wood siding, but she did not know at what point it was changed. MOTION: Ponto moved to approve a certificate of appropriateness for the project at 652 South Governor Street as proposed, with the addition stipulation of trim to match. Baldridge seconded the motion. The motion carried on a vote of 6-0. 712 Ronalds Street. Kuecker said that there are three parts of this proposed project on this non- contributing house in the Brown Street Historic District. She said the first proposal is to replace the windows on the second story. Kuecker stated that the back stretch has an addition approved and built in 2007. She said the owner would like to use the same windows as on the addition on the second story. Kuecker said the second part of the application concerns the enclosure of a small portion of the porch with ascreened-in porch. Kuecker said that it is set back from the edge of the porch about two and one- half to three feet. She said there is a walkway between the railing and the screened wall. Kuecker said the application presents a suitable solution. She said that this has a configuration a 30-inch base that is sided. Kuecker said that other options include having the screens going all the way from ceiling to floor rather than having the base. She said another option would be to bring the screen wall out to the edge behind the railing rather than having the walkway. Kuecker said she is assuming the applicant needs the walkway to get from the back of the porch to the front of the porch, and in that case, one would go out a second screened door. She stated that the guidelines do allow portions of porches to be screened in, as long as it is not enclosing the front door, which this is not. Historic Preservation Commission Minutes December 11, 2008 Page 2 of 10 Kuecker said the third portion of the project refers to the addition of windows to one facade of the garage. She stated that the windows the owner proposes to use are the ones that would be removed from the second floor of the house. Bunting Eubanks asked if the windows need to be replaced. Kuecker did not know. She said that photographs showing deterioration of the windows were not provided. Kuecker said that the garage is a shared garage, and this property owner only owns one-half of the garage. She also said that there is another structure very close to it. Ponto said that above the porch there appear to be short windows and said the owner wants to replace those with windows like those on the addition. Kuecker said the owner wants to use the same model of window but would replace with the existing size. Ponto said the removed windows would then be placed on the garage, and he asked for the size of those existing windows versus what is on the garage now. Kuecker replied that, based on the submitted drawing, they are the same size. Wagner asked if the owner is taking four windows out of the house to use on the garage. Baldridge said that what is there is a very small window. He said he thinks the owner is using the opening and enlarging it and having four windows that came from the house. Ponto said he thinks that is correct after looking at the drawing, which says, "existing window to be replaced." Michaud said she was considering the proposal to put a screened door in the back to make it more flexible. She said that maybe one of the reasons the owner wanted lower siding was because he had pets or kids. Michaud said that she used apet-guard mesh for her screened door. Bunting Eubanks said that a lot of questions remain with regard to this application. She asked if there were any other concerns to be discussed. MOTION: Michaud moved to defer consideration of an application for a certificate of appropriateness for the projects at 712 Ronalds Street until the Commission's January meeting, when the owner is available to answer questions regarding the project. Wagner seconded the motion. Ponto said that for anon-contributing property, these things are not huge items. He said that he would feel comfortable with staff making some of the final decisions. Ponto said he did not feel strongly that this needs to be deferred but would feel comfortable letting staff review final details. Baldridge said that while this is anon-contributing structure, he would like to be as personally friendly with the applicants as possible. He said that there doesn't seem to be any urgency to the project, because the owner is out of town. Baldridge said he would feel more comfortable after some dialogue with the owner. Bunting Eubanks said that she would be interested in having more communication. She said that there could be problems, since the Commission doesn't know exactly what the owner is intending. The motion carried on a vote of 6-0. 734 Oakland Avenue. Kuecker said that there are several parts to this proposal. She said some of the work was done without a permit. Kuecker said that this property is on Oakland Avenue just north of Sheridan Street. She said the portions of the project that need approval are window replacement, construction of a fence, and alterations to the front steps. Kuecker said the window replacement has not been done, but the other two projects have been started. Kuecker said the owner has purchased windows at sales to replace the windows in the house. Kuecker said that these are very unique windows, as they only have the divided lights on the top quarter of the window, which one would not be able to buy off the shelf at a window store. She said that without knowing what windows the owner proposes; as well as the materials, specifications, and degree of deterioration of the present windows; staff is reluctant to approve window replacement. Historic Preservation Commission Minutes December 11, 2008 Page 3 of 10 Kuecker stated staff is recommending that if significant window deterioration is shown and the specifications of the proposed windows match the current windows, then the window replacement may be approved. Regarding the porch steps, Kuecker said the owner replaced a simple, wooden front step with a stone and brick stoop. Kuecker said the new stoop does meet the guidelines and does match the house. She said, however, it is not certain whether the new stoop meets the building code. Kuecker said the code states that the two steps have to be the same, but the photographs show that they are not. She said that will be something the owner has to work out with the Building Department. Kuecker said staff recommends approval of the brick and stone steps, provided they meet the building code requirement. Kuecker said the third portion of the project concerns the fence on the north side of the property. She said the packet contains a drawing presenting the fence for which the owner wants approval. Kuecker said staff feels the drawing does not represent the fence that has been constructed. Kuecker said that the fence as built does not meet the guidelines, although the fence as drawn probably could. Kuecker said that fences typically do not come before the Commission, and there are not a lot of guidelines about them. She said that a fence only requires a building permit if it is over six feet tall. Kuecker stated that this fence is six feet tall, but it is on top of a two-foot retaining wall. She said, therefore, that the measurement from grade would be eight feet, so that is why it is before the Commission. Kuecker said the Building Department also has asked for a condition to be placed on the recommendation in that the applicant cannot get a building permit for a new fence until the old fence has been demolished. She said that way we're sure that this fence comes down and a new appropriate fence is installed. Michaud suggested discussing whether or not the proposed fence and gate would work with the front door. Kuecker said that if one looks at the two difference drawings of the house, the fence in one is different from the fence in the other, so she was not certain if the owner had a definite plan. Michaud said that she looked at the fence in the back. She said there are so many motifs going on there. She said there is a plow at the front door and a kind of fancy gate proposed. Bunting Eubanks said the drawings are slightly different from what the owner is planning on doing. Yenter, the property owner, said that, regarding the gate, the drawing was just an illustration of the way it is kind of sitting right now. He said that right now all it has is the panels on it, but he has the boards going back. Bunting Eubanks asked Yenter if he is going to fill it in with panels on top of the plywood. Yenter confirmed this and said then the trim boards will go across that. He had pictures to show that side of the house. Bunting Eubanks asked Yenter to address the City's concern that the fence line is on his neighbor's property. Yenter said that actually it is on his own. He said that he went by his old plat that came with his abstract. Bunting Eubanks asked, for the sake of harmony, how hard it would be for Yenter to move this over. Yenter replied that it is set in concrete, and those six by six reclaim posts are set in three feet deep. He said that in the spring, he could possibly use acome-along and dig out on one side and pull it in. Yenter said that actually it would be three quarters of an inch more. Kuecker said that the property line issue is a private one that the City would not get involved in. She said it would need to be worked out between the neighbors. Yenter said that below that is the stone retaining wall, underneath the trellis. He said that goes all throughout there. Yenter said the most that that will extend now would be three quarters of an inch more. He said that is all treated plywood, probably to be painted either white or brown. Yenter said that he plans to paint the trim on the house white. Historic Preservation Commission Minutes December 11, 2008 Page 4 of 10 Yenter said that when he gets a chance to get over there, the bottom will be ripped off, for the next 16 feet beyond there, and that will expose that stone. He said then he'll have a nice trim board that will match up. Bunting Eubanks asked if the plan is to do the panels all the way back. Yenter confirmed this. Yenter said that is a retaining wall that has to be there. He said that the property goes downhill for just a little ways. Yenter said the back hill in his yard dives down pretty fast and in the neighbors' house is pretty much flat. Yenter said that 16 feet from where it begins there, and then it'll drop down and then it would just be that paneled look from then on. He said then he might put a top flat plane on it with just a little bit of crown around the edge just to give it a finished edge. Bunting Eubanks said the Commission's main concern is just the design itself, to make sure it is historically correct. She said there was one concern about the variety around the house, including the wrought iron, the paneling, and other materials. Bunting Eubanks said it has been pointed out that the windows are very unique with a unique divided light on the top but not the bottom. She said that is a very important characteristic of the house. Bunting Eubanks asked if the windows on the house are really in bad shape. Yenter said the previous owners didn't have any money for maintenance, although they lived there about 40 years. He said some of the windows were painted often and always had storm windows of some type on them, which helped protect them. Yenter said the attic windows were not painted often, so they have just rotted. He said they rattle when the wind blows, because they are so loose. Yenter said there is a big enough crack between the sash and whatnot that wasps can come and go freely. Bunting Eubanks asked what windows Yenter has purchased as replacement windows. Yenter replied that they were pretty upscale, but they were the ones that were used for display or whatever one that would go on sale. He said that he would grab up the window that would fit in his window hole and had the six lights. Kuecker asked Yenter which windows on the house he plans to replace. Yenter responded that he only has enough to do the front one, the side one, and the one that faces out the back. Kuecker asked if it is just the attic windows, and Yenter confirmed this. He said that the ones down below are just fine, and in time he would get to that project and do replacement storm windows. Bunting Eubanks asked if the windows are metal clad wood. Yenter said they are not vinyl windows. He said they have aluminum casing on the outside and wood to stain whatever color he wants on the inside. Yenter said that the muntins are inside the glass. Bunting Eubanks said it would be helpful to have the window pamphlet to show staff so they know it is the same kind. She said that the windows really add to the character of the house. Yenter said Commission members are welcome to come over to see the windows. Regarding the back window, Yenter said that it will have to be a rollout one, because he is hoping that in time that can be a deck up above. He said eventually he would like to do a railing around that. Bunting Eubanks said that it helps a lot to have discussions with Kuecker before doing any projects, even if they are small. Bunting Eubanks said Kuecker can help an owner know what will look nice and what will probably be acceptable to the Commission. She said Yenter is planning a lot of projects for the future, and it would be beneficial to talk them over with Kuecker to see what she recommends. Yenter said that he built the front stoop in 1996 or 1997. He said his father got a building permit for that, as he remembers it was hanging on the front door on the glass. Yenter said all he did for that was to dig down about two feet around it and use big stones that he salvaged there for footings on it so it wouldn't sink. He said that it is not even attached to the house. Yenter said all he did was to put the stone around it and then brick over the deck that was already there. He said that it was only brick veneer. Historic Preservation Commission Minutes December 11, 2008 Page 5 of 10 Bunting Eubanks said that the stoop is not an issue for historical reasons. Kuecker said the issue is to meet the building code requirements for rise and run. Bunting Eubanks said the steps are not the same height. Yenter said that actually he was pretty sure that it comes out the same, but he would measure it. Bunting Eubanks pointed out that it is not really the Commission's concern. Yenter agreed it looks off in the picture, because the brick that sits down in there is away from the stone about three inches, and that is why it looks so different in height. He said he is sure that the measurement will come out the same. Michaud asked about the age of the photos. She said the lower right shows a retaining wall. He said the photographs are pretty recent. Michaud asked if the latticework would stay there. Yenter stated that it would. Bunting Eubanks said that whenever a material is changed, like from wood to brick, that is an alteration that would have to be reviewed. She said the City has to make sure it is safe and that the steps are not uneven. Bunting Eubanks said that the motion that has been suggested to the Commission suggests that the project be approved with staff working with the owner. Michaud asked about the paneling on the fence and if it would be wood trim. Yenter said he thought he would go with a cement siding. He said it is five to six inches wide. He said that it would look like wood. Michaud asked if that would just be the trim work or if it would be entirely fiber cementboard Yenter said that would be kind of like the backdrop and that it would all be painted. He said it is a good primer, and he would probably go every sixteen inches, wherever it falls within 16 feet to have the same size panels all the way; he would make each one an individual panel. Yenter said that he might use the three quarter inch boards with the cement boards and put a little piece of coating in each square to trim that out better. Yenter said he did not understand why this would even be written up or under dispute until he is finished. He said that once he gets that bottom board cut out, that all it takes is the time to do it right. Yenter said once that gets cut out, that will help its appearance, and then the trim work will be done. He said the bottom board will stick out like a ledge over the retaining wall. Kuecker said the recommended motion is to approve the certificate of appropriateness for the application with the following conditions: evidence of window deterioration being provided to staff. If deterioration is substantial, the new windows must be approved and must be wood or metal-clad wood that replicates the type, size, sash, width, trim, use of divided lights and overall appearance of the historic windows. Kuecker said that the divided lights may be created with muntin bars that are adhered to both sides of the glass but not with snap-in muntin bars, and only windows that meet these specifications will be approved by staff. She said the brick stairs must meet all relevant building codes to be determined by the building inspectors, and the fence is to be constructed of wood to appear as shown in the drawing, with final specifications subject to staff approval. Kuecker said that for future reference, anything that has a stair involved requires a building permit. She said that is why the stairs became a building code issue. Bunting Eubanks said there is a concern about the gate and the door on the gate matching the half circle on the front door. She asked if that would be possible. Yenter said that it would. He said he has a round decorated that has vines on it and is pretty intricate and would make a nice privacy gate. Yenter said that he has a half round too. Yenter said there are so many people who have put up six-foot tall fences just recently who have used whatever kind of gate they wanted. Bunting Eubanks said the measurement is from the base of the retaining wall. Kuecker agreed that the building department measures from the adjacent grade. Yenter asked if, because the gate is on grade level at only six feet, something is required. Bunting Eubanks said that the measurement is from the retaining wall. She said if Yenter made his fence two feet shorter, the Commission would have no say as to how it is done. Yenter stated that where the gate is and going from the fence to the house, that is on the same level of property without retaining walls around that. Bunting Eubanks said that is sort of a technical issue. She said it is attached to the other fence. Historic Preservation Commission Minutes December 11, 2008 Page 6 of 10 Yenter asked how tall a gate can be. Kuecker was not certain. She said that if it was left under six feet, one probably wouldn't put a top on it. Bunting Eubanks said the City has people to help with design. She suggested Yenter make use of those services to help him out. Ponto asked if the gate where it is adjacent to the house will be attached to the house or if there will be a post on each side at the corner of the house. Yenter said he thinks he will put a post there. He said that if he attaches it to the house, he would make it a sliding deal for the frost heave. Yenter said the post goes two feet in the ground, and there were so many big trees there. He said he is still dealing with the roots there. Ponto recommended that it not be attached to the house. Yenter said the on-y reason he was considering the other way is that there is some stone fill there. He said that now that it is so cold out, it would be difficult to make a post hole there. Yenter said he would actually rather have it not attached to the house. He said perhaps he could do something temporary and then put in a post after the thaw. MOTION: Ponto moved to approve a certificate of appropriateness for the project at 734 Oakland Avenue as presented in the application, with the following conditions: 1) evidence of window deterioration being provided to staff. If deterioration is substantial, the new windows must be approved by staff and must be wood or metal-clad solid wood that replicate the type, size, sash, width, trim, use of divided lights, and overall appearance of the historic windows. The divided lights may be created with muntin bars that are adhered to both sides of the glass but not with snap-in muntin bars. Only windows that meet these specifications will be approved; 2) the brick stairs meeting all relevant building codes; 3) the fence being constructed of wood or fiber cement board to appear as shown in the drawing, with final specifications subject to staff approval; and 4) the gate design to be approved by staff with the Commission's recommendation that it reflect the style of the front of the house. Baldridge seconded the motion. The motion carried on a vote of 6- .0. DISCUSSION WITH NORTHSIDE NEIGHBORHOOD ASSOCIATION ABOUT POTENTIAL NORTHSIDE HISTORIC DISTRICT. Kuecker said that this area was nominated several years ago for the National Register, and part of the area was approved as a National Register District. She said it then went in front of City Council for local district designation but was defeated, primarily because there were quite a few property owners opposed to it. Kuecker said that when 20% or more of property owners are opposed, a supermajority vote of the City Council is required. Kuecker said that many of those property owners owned property in a section that was eliminated from the National Register bistrict. She said the National Register District ended up being smaller than was originally proposed, and the local district was defeated. Kuecker said that some property owners in the neighborhood would like to reopen the discussion of having a local district with boundary changes from the original proposal. Pascoe, representing the Northside Neighborhood Association, said that there has always been a large contingent of the neighborhood that is interested in this, because of historic preservation and also for neighborhood stabilization. She said the neighborhood has a huge number of very important, historical and significant properties. Pascoe said the neighborhood should have that historic designation, although this is made complex by the fact that a good chunk of property in the neighborhood is owned by people who don't live in the neighborhood or the City and don't have any interest in historic preservation and in some cases are constitutionally opposed to any kind of government control. Pascoe said she did not think there would be a big change this time in that suddenly there will be a vast majority of people in favor. She said she hoped the Commission could show how landlords benefited from being part of a historic district to change the opinions of those who may have been against this in the past. Historic Preservation Commission Minutes December 11, 2008 Page 7 of 10 Pascoe said the neighborhood association wants to move ahead with this and do so quickly. She said the feeling is that the current City Council would be more favorably disposed to having this happen than in the past. Pascoe said the association is looking for the Commission's advice as to how this should go forward. Bunting Eubanks asked if the neighbors have been surveyed. She asked if the neighborhood association could possibly make the boundaries so that 80% were in favor. Kuecker commented that any district would have to be contiguous. Pascoe said they would never get 80% in favor but could expect to get about 50%. She said the neighborhood association has discussed having a smaller historic district and a larger conservation district around it but is open to suggestions. Pascoe said that there are many properties within the neighborhood that are National Register properties. Bunting Eubanks asked if there could be just a whole conservation district and no historic district. Wagner said that the landlord owners would think that a conservation district is just as bad. Bunting Eubanks said that a case could be made that a conservation district has less controls. Pascoe said that the last time this was proposed, there was one very active person in opposition. She said if there was a way to not have that kind of activism, that would make the process easier. Pascoe said that others in the neighborhood are concerned about cutting out any area that would give up property across from Mercy Hospital, as these people are concerned about Mercy encroaching on the neighborhood more. Pascoe said that, as she understands it, historic preservation doesn't stop people from demolishing properties. Kuecker said that the National Register designation doesn't keep people from knocking properties down, but a local designation would. Bunting Eubanks said that a property has to be deteriorated beyond repair or be anon-contributing structure in a local district before it is allowed to be demolished. Bunting Eubanks said that she feels it is better to save a small area than to lose it all. Pascoe said that she believes that is true as well. Bunting Eubanks said that if something more modest is proposed, City Council might be more receptive to a local district. She said that in the future, as property owners change, the district could potentially be added onto. Ponto pointed out that the original Brown Street District at one time had an addition to designate a larger area. He said it is certainly possible to add more properties later. Pascoe asked if it is up to the Neighborhood Association to find its boundaries and if it should work with the Commission to do that. Kuecker said that perhaps the best way to proceed would be to come up with what the boundaries should be and perhaps work with Kuecker to determine that. She said that the whole area has already been surveyed. Kuecker said those surveys could be gone through to make sure there are legitimate boundaries. Kuecker said that in the past, the locally designated area has mirrored the National Register area, but it doesn't have to. She said that if the Neighborhood Association wants to work with her to come up with boundaries, she would be glad to help. Kuecker said the procedure is a rezoning so that it first comes to the Historic Preservation Commission, with the State weighing in, then it goes to the Planning and Zoning Commission, and then the City Council votes. Pascoe said that there are several tornado damaged properties that look great now that have been restored. She asked if landlords were happy with the results and if any would be a person who would be able to show how this has helped them. Kuecker said that some had received some grant money. Bunting Eubanks suggested that it would be a good idea to have a landlord who could give testimony to the benefits of designation to quell opposition. Pascoe asked what the initial steps should be. Kuecker said that notification is an important step. She said that in the past, a meeting has been held to which every property owner is invited to discuss the procedure and designation. Historic Preservation Commission Minutes December 11, 2008 Page 8 of 10 Pascoe asked what would happen if the meeting is held and more people seem to be against this than in favor. Kuecker said then it would be up to the property owners in favor and the HPC as to whether they want to go forward or not. Michaud said that it would also be helpful to have an architect extol the benefits of designation, especially if there is an architect who lives in the neighborhood. Kuecker said that notification of property owners is important and cannot simply happen by including notice in the neighborhood newsletter or utility bills. Pascoe said the property owners in favor of local designation would figure out their end of it and hopefully have a meeting in January. She said that they would report back to the Commission. Michaud asked how the new ordinance changing the number of unrelated people allowed to live in a single-family house from five to three would affect this area. Kuecker stated that if a property currently has a rental permit, the number of unrelated residents allowed stays as it has been. She said that for a property owner newly applying for a rental permit or for new construction, the property cannot be rented to more than three unrelated people. VIRTUAL FORUM UPDATE Bunting Eubanks said that she doesn't want everyone to be overwhelmed, and she plans to do most of the writing for the forum. She said that this month she is going to work on a PowerPoint presentation. Bunting Eubanks said that she is not as good at the common repairs, how-to guide type of thing. She asked if Wagner could send a few suggestions and tips to Kuecker to help out with that, and he agreed. Bunting Eubanks said she could also use some help with the success stories, as she is not along-term resident of the City. She said the Mansion might be a good example and asked if anyone knows the owners. Bunting Eubanks said that a testimonial of sorts from the owners could be used in the forum. Kuecker said the Commission wanted to hold the forum in the winter. She said that because of other work, she doesn't have the time to put forth getting photographs, contacts, or notes put together. Kuecker said that if Commissioners could each take one thing, such as making a contact with someone willing to help out or taking photographs of houses that are good examples of the different styles, that would move the process forward. Burford stated that the Mount Vernon Historic Preservation Commission sponsors a public luncheon every year. She said that they hire a specialist, such as Marlys Svendsen, to give a lecture on a particular topic. Burford said they have built up a library over the years, which includes lectures on tuck pointing, mortar, paint, etc. She said that body of work is available, and the Commission might be interested in using something like that. Bunting Eubanks said that initially she wanted to do this to educate people regarding the guidelines. She stated, however, that a 20-minute lecture on the guidelines will not keep people's attention. Bunting Eubanks said she therefore personally envisioned more sound bytes, to hold people's attention, than lecturing. She said she would like to have quick, small items to keep people's attention, but the main point is to communicate the basic things. Bunting Eubanks suggested using PowerPoint by stating the guideline and then showing the visual example. Bunting Eubanks said the Commission has a lot of things on its plate, and she did not know if there was energy to do something any more in-depth. She said she envisioned this as being about 30 minutes long, 20 minutes by the Commission and 10 minutes of questions. Bunting Eubanks said that Kuecker has produced film of the Wetherby House to fill in where needed. Wagner said he likes the idea of discussing common repairs. He said that while Bunting Eubanks is working on different items, she could a-mail him and he will check around and try to get a photograph of the process while it is going on. Bunting Eubanks said she is looking for tips to give people regarding home repairs. Bunting Eubanks said that she would be working on the forum over winter break. CONSIDERATION OF MINUTES FOR NOVEMBER 13, 2008. Historic Preservation Commission Minutes December 11, 2008 Page 9 of 10 MOTION: Wagner moved to approve the minutes of the Historic Preservation Commission's November 13, 2008 meeting, as written. Baldridge seconded the motion. The motion carried on a vote of 6-0. OTHER: Wagner said that he talked to Kevin O'Brien, who did the house on Hutchinson -the Tudor-style house at the end before the ravine. Wagner said he was asked why the house didn't receive a historic preservation award, but he said that he didn't know about it. Wagner suggested that this and other ongoing projects could be eligible for an award next year. Robert Anderson, the intern, said that he was in the process of working on the CLG Annual Report and had some things for new Commission members to fill out. He said he can a-mail the documents to people, but the City needs the information for its report. Kuecker said there would be a draft for the Commission to review at its next meeting. ADJOURNMENT: The meeting was adjourned at 7:50 p.m. Minutes submitted by Anne Schulte Historic Preservation Commission Attendance Record 2008 Name Term Expires 1/10 2128 3113 4110 518 5122 6H2 7110 7/24 8114 8128 9111 1019 1113 11113 12111 Baldrid a 3/29/11 -- -- -- -- -- -- X O/E X X X X X X X 0/E X X X Baker 3/29/09 X X X O!E X X X X X X O/E X X X O/E O/E Brennan 3/29/08 X O/E 0/E -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- Downin 3129/10 X X X O/E X X 0/E O/E X X X 0/E X X 0/E 0/E Eubanks 3/29/11 O/E X X X X X X O/E X X X X X X X X Michaud 3/29/09 X X X X O/E O/E X X X X X X X X O/E X Ponto 3/29110 X X O/E X X X X X O/E X O/E X O/E X X X Swaim 3/29/09 X O/E X O/E X O/E O/E X X X X O/E X X X O/E Tich 3/29/11 -- -- -- -- -- -- O/E X O/E O/E O/E O/E O/E O/E O O -- -- -- -- -- -- Toome 3/29/09 X O/E X X X X X -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- Trimble 3/29/10 x O/E X X X X O/E X X X O/E X X X X X Wagner 3/29/09 -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X X X X X X Weitzel 3/29/08 O/E X X -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- Key: X =Present O =Absent O/E = AbsenUExcused Iowa Ciry Public Library BOARD OF TRUSTEES Minutes of the Regular Meeting December 18, 2008 ut-~ u-ua 6b 14 FINAL APPROVED Members Present: Thomas Dean, John Kenyon, William Korf, Thomas Martin, Linzee McCray, Meredith Rich-Chappell, Leon Spies Members Absent: Michael Cohen, Mary New Staff Present: Terri Byers, Maeve Clark, Susan Craig, Debb Green, Heidi Lauritzen, Kara Logsden, Patty McCarthy, Elyse Miller, Hal Penick Call Meeting to Order. Dean called the meeting to order at 5:01 pm. Public Discussion. None. Approval of Minutes. The Minutes of the Regular Meeting of November 20, 2008 were reviewed. A motion to approve the minutes of the November 20, 2008 meeting was made by Korf, seconded by Rich-Chappell. Motion carried 7/0. Unfinished Business. FY10 Budget. Craig met with the City Manager and Finance Department staff. Although the FY10 City Manager's requested budget has not been published, he is finding that all requests from departments cannot be met with anticipated revenues. He and the Finance staff have worked to make some preliminary adjustments, primarily to expanded service level requests. In addition he has asked that each department identify additional reductions from their requested budgets of one percent. The City has removed several items from our budget request, including the .25 Webmaster, .25 MWI, the project to add an overhead LCD projector and sound system in Meeting Room D, and the furniture for the Early Literacy Resource Center. Library management staff met and identified areas from which we could meet the new budget directive, one of which is the elimination of the Homework Help service. Staff believe this is a useful but underutilized service, despite its availability on school websites. The average Homework Help session lasts from 17 to 30 minutes but only a few people actually use it. This works out to $20 per session and is expensive even with the expanded service to pre-kindergarteners and college students. Martin wanted to know if we could subscribe to Homework Help again in the future if we discontinue the service now. Staff said that we could easily sign up again. Equipment/computer replacement funds had to be reviewed this week because the scheduled expenditures exceeded budgeted revenue and staff made revisions to the budget request which involved changing the computer update schedule from 5 to 7 years. A motion to approve the budget as amended by was made by Spies, seconded by Martin. Motion carried 7/0. New Business. Board Policy #102: Policy Making and Policy Review. This is a regularly scheduled policy review. No changes were recommended by staff to this policy. Board Policy #103' Membership in Civic and Professional Organizations. This is a regularly scheduled policy review. Peer institutions were consulted to see how they reimbursed their staff. The former policy did not compare favorably so this policy was completely rewritten. Staff wanted to maintain some of the personal responsibility for professional commitment so staff still will have a financial responsibility for membership in professional organizations. The Library's involvement in civic associations is important and is also a part of the new policy. Board members feel strongly that this is an area of the budget that should not be reduced. A motion to approve the policy as rewritten was made by Spies, seconded by Kenyon. Motion carried 7/0. Gates Foundation Grant. This is an opportunity that was brought to the Library's attention by the City Manager. The International City/ County Management Association (ICMA) and the Gates Foundation wanted to raise the visibility of libraries within their cities and have them work collaboratively. We are proposing pursuing a variety of programs to build and sustain a green community. Some of the ideas staff have been exploring include urban storm water management, urban composting, energy conservation and smart disposal. There are many ways for the City, other civic agencies and organizations and the Library to interact. The grant requires Board approval. A motion to move ahead with the grant was made by Rich-Chappell, seconded by Korf. Motion carried 7/0. Staff Reports. Departmental Reports: Children's Services. Dean wondered about the use of the Wii machines. Currently, there are 21 holds on the equipment. At the moment, there is only one Wii title on the shelf in the Children's Room and four in Adult Services. Old Capitol Museum, Usher's Ferry, Cedar Rapids Public Library, and the British Women's Writers are collaborating to feature ten British female nature writers, the topic of a spring conference at the University of Iowa. This was an opportunity to collaborate on a regional series that could not be missed. Systems. Technical Services. Development Office. McCarthy appreciated Systems assistance in getting the online donation application working again. Fewer donations have been received by the Foundation, but in these troubled economic times, it could be worse and is, for many other nonprofit organizations. In fact, some donors have increased their contributions acknowledging that the Library is needed more, and is busier than ever. Lots of radio promotion and activity, and all but 78 of the Reading Makes Cents collection containers have been deployed to local businesses. Project Lincoln Log is the new name for our Lincoln Log building contest. Neumann Monson has agreed to sponsor this event. We are soliciting engineers, architects and contractors to participate. The entry fee is $300 for each team. Project Lincoln Log will be aired live on the Library Channel. The grand opening of Lincoln Self-Made in America was well attended. Public Libraries of Johnson County Reception for Legislators. Thanks to staff and Board members who attended the reception. The basic message from legislators was that there are non-monetary items such as policy issues and language issues that are important. The primary message that libraries communicated to our legislators is that when times are tough libraries are used even more. Legislators Dave Jacoby, Mary Mascher and Bob Dvorsky were in attendance. Miscellaneous. The City of Iowa City is forming a group to formalize the next steps now that we are a City of Literature. It is anticipated that these efforts will begin after the new year. President's Report. Dean thanked everyone who attended his reading at Prairie Lights. He also thanked the Board members who attended Inservice Day. Dean extended an end of the year thank you to Library staff from the Board for doing yet another wonderful job this year. Announcements from Members. McCray was surprised about the kinds of things that the Inservice Day keynoter (Warren Graham) mentioned and asked staff if they encountered any of these behavior and safety issues. Staff affirmed that this behavior does occur. Martin thought it was a wonderful program. Martin reported on the State Library Commission meeting. There was much discussion of the budget and its impact on the State Library and libraries in general. On 1/14 Susan Craig and Dale Ross will be on the Iowa Communications Network (ICN) in January to jumpstart this year's All Iowa Reads program. Committee Reports. The Friends Foundation Board met 12/3/08. The Foundation Board discussed future fundraising events and the division of responsibilities for these events. The Board voted to accept an invitation to join Iowa Shares, a statewide federation of social action and environmental nonprofit organizations raising funds through workplace giving. Public employees may make contributions to Iowa Shares participants through payroll deduction. The library may now receive contributions through Iowa Shares. Communications. None. Disbursements. The Visa expenditures for November 2008 were reviewed. A motion to approve the disbursements for November 2008 was made by Spies, seconded by Rich-Chappell. Motion carried 7/0. Set Agenda Order for January Meeting. Next Board meeting is Thursday, January 18, 2009. Adjournment. It was moved by Korf seconded by Kenyon to adjourn the meeting. Dean declared the meeting adjourned at 5:58 pm. Respectfully submitted, Elyse Miller IOWA CITY HUMAN RIGHTS COMMISSION (APPROVED MINUTES) sb 15 TUESDAY, November 25, 2008 AMENDE LOBBY CONFERENCE ROOM, CITY HALL Members Present: Joy Kross, Newman Abuissa,.Eric Kusiak, Florence Ejiwale, Dell Briggs, Yolanda Spears. Staff Present: Stefanie Bowers. Call to Order Abuissa called the meeting to order at 7:06 p.m. Recommendations to Council (Become effective only after separate Council action): The by-laws be amended. Consideration of the Minutes of the October 21, 2008 meeting Minutes approved 6-0. Motion: Kross, seconded Spears. From the Heart Land to the Holy Land Abuissa asked the Commission to co-sponsor this program which is being presented by The Middle Eastern Law Students Association, The Arab Students Association, and The Global Medicine Society. The program will discuss the Israeli conflict. Motion: Kusiak, seconded Kross. -Laws The Commission voted 6-0 to approve the changes. Bowers will forward to the City Council Rules Committee. Motion: Ejiwale, seconded Kusiak. Programming 2008 The Commission discussed the Breakfast, Youth Awards and other programming planned for 2009. The Breakfast of 2009 will be held at the hotelVetro. Reports of Commissioners Abuissa reported that the Arab Students Association is has secured a Middle Eastern music group to play at the Old Brick on December 12, 2008 at 6 p.m. there will also be a dinner served. Adjournment There being no further business before the Commission, the meeting was adjourned at 7:57 p.m. Motion: Ejiwale, seconded by Kusiak. ~ZOOx ~ ~ rn ii ii n u u D ~ ~ ~ CD ~ '/~ N V ~~ ~ ti- ---1- Q /n ~ -• rn CQ n c m Q ~ ~~ ~ ~ o W ~ ~ 3 ~ ~ 3~ ~ ~ Q Q D ~ (~ a z ~ ~ ~ m ~ ~~ m ~ Q rn , m n ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ m -~ x c~ W W o O W o 0 0 0 0 0 o ~ ~ ~ 3 ~ J ~ .~ O ~ r ~ ~/.~ ~ W e x x x x x x x x x ~ p c ~ 3 N 0 ~ ~ x x ~ x x x x x ~ m rn O O W N ~ x x x x x x x x ~ m p O O O x x ~ x x x x N ? rn m rn O ~ N x x x ~ x x x x N rn rn C OD a ~ N x x x ~ x x x x a ~ rn rn O 00 V A O x x x ~ x x x ~ ~ 0 o~ OD ~ N x x x x x x x x ~ m 0 OD ~O N x x x x x x x x x ~ O OD O >C X ~ ~ X X X X O c,Na rn m C O O v V J V V V X V X V x v X v X x X O rn O N ~ ~ x x x x x x x ~ rn rn O OD W O -a a 0 l1 rn 3 Z ~,; vy z~ .. m n ~ -o rn ~ ~ O ~ fl v a n D rn Z v rn D N O O ao c N t N Board or Commission: Human Rights ATTENDANCE RECORD YEAR 2008 (Meetincr Date) NAME TERM EXP. 1/22 2/26 3/25 4/22 5/20 6/24 7/22 8/26 9/23 10/21 11/25 12/09 Florence Ejiwale 1/1/09 X X X X X X X O X X X Kate Karacay 1/1/09 X X X O X X X X X X 0 Martha Lubaroff 1/1/09 O X X X O X X X O X O Newman Abuissa 1/1/10 X X X X O X X X X X X Joy Kross 1/1/10 X O X X O X X X X X X Eric Kusiak 1/1/10 X X O X X O X X X X X Dell Briggs 1/1/11 O X X O X O X O X O X Yolanda Spears 1/1/11 X O X X X X X O X O X Corey Stoglin 1/1/11 X X X O X X X O X O O -_ ---- KEY: X =Present NMNQ - No meeting, no quorum O =Absent NM = No meeting BY-LAWS OF THE IOWA CITY HUMAN RIGHTS COMMISSION ARTICLE 1 THE COMMISSION Section A. The name of this organization is the Iowa City Human Rights Commission, referred to in these By-Laws as the Commission. The Commission is authorized by the City Council of the City of Iowa City through Municipal Ordinance Number 03-4105, effective date December 16, 2003. ARTICLE 2 PURPOSE Section A. As stated in Section 2-1-2 of the City Code Section B. The purpose of the Commission is to provide for execution within the City of Iowa City, the policies of the Iowa Civil Rights Act of 1965 and the Federal Civil Rights Act. The Commission also promotes cooperation between the City of Iowa City and the State and Federal agencies enforcing these acts. ARTICLE 3 DUTIES Section A. Duties of the Commission shall include: 1) disseminate information, educate the public on illegal discrimination and civil rights, and provide the enforcement necessary to further the goals of Title 2 of the City Code; 2) cooperate within the limits of any appropriations made for its operation, with other agencies or organizations, both public and private, whose purposes are not inconsistent with those of Title 2 of the City Code; 3) plan and conduct programs designed to eliminate racial, religious, cultural and other intergroup tensions; and 4) educate the public on illegal discrimination. ARTICLE 4 MEMBERSHIP Section A. The Iowa City Human Rights Commission shall consist of nine (9) members, appointed by vote of the City Council. All members shall be qualified electors of the City of Iowa City, Iowa, and shall serve as such without compensation but shall be entitled to the necessary expenses, including traveling expenses incurred in the discharge of their duties. Section B. Appointments shall take into consideration men and women of the various racial, religious, cultural, social and economic groups in the City. Section C. Members shall serve for a term of three (3) years and thereafter until a successor has been appointed. Section D. Orientation for members, including functions, duties and responsibilities, shall be conducted by the staff assigned to the Commission. Section E. Commissioners are expected to attend twelve (12) regularly scheduled monthly meetings during the calendar year. The Chairperson or Human Rights Coordinator shall be notified of an absence prior to any meeting. Section F. Three (3) consecutive, unexplained absences of a member from regular meetings shall result in a recommendation to the City Council from the Commission to discharge said member and appoint a new member. Section G. Four (4) absences, unexplained absences in a 12 month period shall result in a recommendation to the City Council from the Commission to discharge said member and appoint a new member. Section H. If a position becomes vacant by reason of resignation or otherwise and results in an unexpired term of six months or less, the Council may choose to fill the unexpired term in such a manner that the appointee shall continue in the position not only through the unexpired term but also through subsequent regular term. ARTICLE 5 OFFICERS Section A. The Commission shall have three (3) officers: Chairperson, Vice Chairperson and Secretary. Section B. Officers shall perform the duties set forth in these by-laws. Section C. The Chairperson and Vice-Chairperson shall be elected from the Commission's membership at its regular January meeting for a one (1) year term. Section D. The Secretary shall be selected at the January meeting for a one (1) year term. The Secretary may, but need not be, a Commissioner. Section E. The Commission shall fill vacancies among its officers for the remainder of an unexpired term. Section F. Chairperson. The Chairperson, when present, shall preside at all meetings of the Commission, appoint committees, call special meeting and in general, perform all duties incident to the office of the Chairperson and such other duties as may be prescribed by the members from time to time. Section G. Vice-Chairperson. In the absence of the Chairperson or in the event of his/her death or inability or refusal to act, the Vice-Chairperson shall perform the duties of the Chairperson and when so acting shall have all the powers of and be subject to all the restrictions upon the Chairperson. Section H. Secretary. The Secretary shall be responsible for keeping the official minutes of the Commission, filing the minutes and official documents and such other duties as may be prescribed by the members from time to time. ARTICLE 6 MEETINGS Section A. At least one (1) regular meeting shall be held each month. Section B. The Chairperson, Vice Chairperson, or any three (3) Commissioners may call a special meeting. Section C. Meetings shall be held in an accessible, public meeting place. Notices of meetings (agenda) for all regular and special meetings shall be posted and distributed to members and the media at least 24 hours before any meeting is held. All provisions of the State Open Meeting Law shall be followed. The Chairperson or a designated representative, together with appropriate members of the City staff shall prepare an agenda for all meetings. Section D. Commission officers shall set the agenda provided Commissioner suggestions are considered Section E. A quorum shall consist of five (5) Commissioners. A majority of present and voting members shall be necessary to pass a motion. The Chairperson shall vote as a member. Section F. The rules in the current edition of Roberts Rules of Order Newly Revised shall govern the Commission in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules or order the Commission may adopt. Section G. No formal action shall be taken on items not on the agenda. Section H. Time shall be made available during all regular meetings for public comment on items not on the agenda. Commentators shall address the Commission for no more than 5 minutes. Commissioners shall not engage in discussion with the public concerning said items. Section I. Time shall be made available during all regular meetings for Commissioner reports of items not on the agenda. Commissioners shall not engage in discussion with one another concerning said reports. Section J. The Commission's Secretary and/or designee shall record all activities and statements made at Commission meetings, hereafter known as minutes of the meeting. Alt Commission records shall be public except those excluded pursuant to Iowa Code, Chapter 22; City Code, Section 2-2-4. ARTICLE 7 SUBCOMMITTEES Section A. Formation of subcommittees shall be by majority vote of the Commission in whatever subject area, or whatever number of committees, is deemed necessary. The committee(s) shall consist of no more than four members. ARTICLE 8 AMENDMENTS Section A. The By-Laws can be amended at any regular Commission meeting by a majority vote, provided that the amendment has been submitted in writing to the Commission three (3) days prior to the meeting at which it is to be acted upon and such amendment is not in conflict with the Human Rights Ordinance, as amended. 6b 16 MINUTES FINAL Iowa City Airport Commission December 11, 2008 Iowa City Airport Terminal - 5:45 PM Members Present: Greg Farris, Howard Horan, Randy Hartwig, Janelle Rettig, John Staley Staff Present: Sue Dulek, Michael Tharp Others Present: David Hughes, Dave Larson, Jay Honeck, Peggy Slaughter, Toby Myers, Randy Miller, Harrel Timmons RECOMMENDATIONS TO COUNCIL: DETERMINE QUORUM: The meeting was called to order at 5:47 P.M. APPROVAL OF MINUTES FROM THE NOVEMBER 13 AND NOVEMBER 20, 2008 MEETINGS: Farris asked if there were any comments regarding the minutes. Hartwig asked David Hughes for a clarification on page four, regarding construction starting in August. Hughes stated that construction would most likely begin in April and end in August. Tharp stated that he would listen to the recording and clear this up. Rettig moved to approve the minutes; seconded by Horan. Carried 5-0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park /University of Iowa Aircare-Peggy Slaughter spoke to the Members, asking if she could also speak to Item c -University of Iowa Aircare Facility, to which Members agreed. Slaughter noted that there was a meeting earlier in the week regarding the UI's Aircare project. She noted that the UI's timeline was the major topic, because the UI's budget for 2010 will not be approved until the middle of 2009. Slaughter stated that due to this, they have encouraged either a Letter of Intent or a Purchase Iowa City Airport Commission October 30, 2008 Page 2 of 6 Agreement to be in place to hold the ground that the UI is interested in, until a closing or approval can be secured. Slaughter also noted that she is having a meeting next week with an interested party, someone whom she has had several meetings with and hopes to bring some further news soon. She added that a meeting with the City recently helped to answer some of this party's questions, and she hopes they can move forward with a design process. Randy Miller also responded to Members' questions regarding this interested party. Rettig asked for some clarification on how the UI's Aircare facility is budgeted, to which Staley responded. A brief discussion ensued regarding leasing versus purchase, and Staley, speaking on behalf of the university, stated that they would be interested in purchasing, as leasing would not be advantageous in this case. Members continued to discuss how this facility would be laid out. i. Consider Resolution #A08-34 Approving Amendment #9 to the Listing Agreement with Iowa Realty -Farris reiterated what this process is, stating that the listing agreement is with the City but that it is up to the Airport Commission to decide if they want to continue the listing. Dulek clarified what this three-party agreement entails. She noted that whatever is decided tonight would go before the City Council on Tuesday. Horan moved to consider Resolution #A08-34 approving amendment #9 to the listing agreement with Iowa Realty; seconded by Hartwig. Carried 5-0. b. Dane/Carson Land Sale Request -Dave Larson noted that the person they needed to contact at the FAA is out of the office until Monday, at which time they will try to contact him again. He will let the Commission know what he finds out. c. University of Iowa Aircare Facility -moved to item A. d. Airport Safety -Traffic Pattern Operations -Tharp noted that they have had several months of discussion on this, as well as a public hearing, and also several email comments regarding the proposed changes. Tharp stated that it appears they should change the traffic patterns, and he recommended they vote on this tonight so they can begin the process that will be necessary over the next several months. Hartwig noted that they could do this next month, as well, and Tharp agreed. Rettig asked for some clarification on the change, and Tharp responded. He noted the various publication dates where this information would be released. Tharp noted that they will need to publicize this change as much as possible, and he briefly shared some of the mediums they will do this through. Rettig stated that she believes they should move ahead with this. Hartwig added that he agrees with the issue of having less air traffic over the residential areas. Tharp spoke briefly to some of the expenses they will encounter while making this traffic pattern change. Rettig moved to 2 Iowa City Airport Commission October 30, 2008 Page 3 of 6 adopt aright-hand approach pattern, effective March 12, 2009, on Runways 7-25 and 12-30; seconded by Staley. Carried 5-0. e. Engineering Consultant Selection -Farris noted briefly that basically this is the same agreement they had in the past. Dulek agreed, stating there is not much change and that each project will be done by a separate agreement. i. Consider Resolution #A08-35 Approving Master Engineering Services Agreement with Earth Tech/AECOM -Staley moved to consider Resolution #A08-35 approving Master Engineering Services Agreement with Earth Tech/AECOM; seconded by Horan. Carried 5-0. f. FAA/IDOT Projects -AECOM -David Hughes i. Runway 7/25 -Hughes noted that with the winter weather the construction projects are fairly quiet. They are working with contractors on closing out projects so they can get closing documentation to the FAA. 1. Consider Resolution #A08-35 Approving Task Order #1 for Runway 7-25 and 12-30 Rehabilitation Project -Hughes noted that this is the project going through independent review, and that they expect the FAA's comments yet this ~ week. Hartwig moved to consider Resolution #A08-36~ ~• ~. approving Task Order #1 for Runway 7-25 and 12-30 rehabilitation project; seconded by Rettig. Carried 5-0. ii. South Aviation Development Study -Hughes stated that they hope to get this out yet this month, and are hoping to be able to get the Airport layout plan for the runway out, as well. He added that this has become a fairly extensive document now with all of the changes. The topic of a grass runway was briefly touched on, as well, with Hughes stating that the FAA is not in favor of a grass runway in Iowa City. Rettig voiced her concerns about the Airport getting boxed in by commercial development. iii. 2008 Pavement Rehab (North Taxilanes) -Hughes stated that they have one soft spot they need to repair, but will wait until spring to do this. iv. Obstruction Mitigation -Hughes stated that Mid American has done final billing on this, but he has not seen anything yet from Mediacom. v. Building H -University of Iowa Hangar Expansion -Hughes noted that bids have dropped back into reasonable rates again, so they should have better bids when they start the process after the first of the year. vi. Corporate Hangar L -Farris stated that they have had a couple discussions about this, but still nothing solid. Basically, they have been pursuing financing, and until something happens there, not Iowa City Airport Commission October 30, 2008 Page4of6 much else can occur. He noted that CIP discussions begin with the City in January. The discussion turned to the economic stimulus that is forthcoming, and how this might play out in aviation funding. vii. FY2010 Federal Airport Improvement Program Application - Hughes stated that the application has been completed and is now ready for forwarding to the State and the FAA. Staley moved to approve the FY2010 Federal Airport Improvement Program Application; seconded by Horan. Carried 5-0. g. Airport "Operations"; Strategic Plan-Implementation; Budget; Management - Rettig asked for clarification on the second page, under Income, Other Misc. Revenue, reimbursement of expenses. She noted that it is a reimbursement from MidAmerican Energy. Tharp stated that he is not sure what this is, actually, but that he will check with Kevin O'Malley on this item. Rettig then questioned page three, under Expenses, sewer water and refuse -she asked if there is a leak or if they have been double-billed. Tharp stated that he would look into this, as well. Below this, under Building Repair and Maintenance Services, Rettig asked about the Mechanical Services Inc. charge of $1655.95 and why this amount is not on the front page. Tharp noted that this was the lift station charge, from several months back, and it just now was processed. Rettig also asked about the Dan's Overhead Door Company charges, to which Tharp responded. i. 2008 Annual Report -Farris talked briefly about this, noting that he contacted ITC about having a small review about their interaction with the Airport, to give the Annual Report a little more human interest to it. Rettig asked by what date they need to get additions or changes to Tharp for this. Tharp stated that by Christmas would be best, as he wants to have a final draft for review at the January meeting. ii. Maintenance Agreement with Jet Air -Tharp noted that he would recommend a special meeting next week to do final approval on this, in order to give Members time to review it. Hartwig noted that he would be fine with moving ahead, if Tharp wants to give them the highlights of the agreement. Tharp noted that the highlights are essentially that Jet Air would be performing the duties that Jerry used to perform, such as snow removal, mowing, light maintenance issues, light bulb replacement, and hangar door issues. The Airport would be responsible for any supplies needed for repairs and that type of thing. Farris noted that they have been having discussions with Jet Air, and if they move forward, the current agreement with Jet Air would be superseded by this agreement. 4 Iowa City Airport Commission October 30, 2008 Page 5 of 6 Jet Air joined the discussion, stating that they would be interested in taking over items such as cleaning of the facilities, although he noted that he does not want to take the cleaning away from someone who may need a job. Farris then reviewed the agreement, pointing out some of the various issues involved with the cleaning duties. Discussion continued on how things like carpet cleaning and floor cleaning will be handled. Rettig asked if this is a one- or two-year agreement, and it was stated that it should be a one-year. Dulek reminded the Members that the snow removal contract ends December 31, as well. Rettig asked for some clarification on the agreement, questioning some of the expenses along the way. She questioned the use of temporary employees to help with some brush clean up and other miscellaneous items. Members continued to discuss what tasks Jet Air would take care of and what they need to take care of from City resources. Rettig suggested that they meet with the City Manager and Public Works to see what help they can get, so they know upfront how to budget for these types of things. Staley suggested they contact Jerry and see what he would suggest as far as contacts within the City. After some further discussion, it was decided to cover the snow agreement portion for another month while more information is gathered on this agreement. Rettig moved to authorize the Chair to sign aone-month extension of the temporary snow agreement with Jet Air; seconded by Horan. Carried 5-0. Farris stated that he will get a draft of this agreement to Members as soon as possible so they can review it. h. FBO Staff Report -Jet Air stated they have begun snow plowing already this season, and questioned if there was any sand available for the runway. Farris stated that he would add this to his list of items to ask the City Manager and Public Works about. i. Subcommittees' Reports -None. Commission Members' Reports -Hartwig shared a story about a biplane that was recently at the Airport. He also noted a bulletin about ground school, and Timmons responded to this. Horan stated that he received a compliment about how nice the Airport looks with the United hangar gone. Farris stated that he has heard this from several people, as well. k. Staff Report -None. SET NEXT REGULAR MEETING FOR: January 8, 2009 at 5:45 P.M. ADJOURN: Meeting Adjourned at 7:52pm CHAIRPERSON DATE 5 Iowa City Airport Commission December 11, 2008 Page 6 of 6 Airport Commission ATTENDANCE RECORD YEAR 2008 eetin Dates NAME TERM EXP. 1/10 2/14 3/6 3/13 4/10 4/28 5/8 5/22 6/9 6/13 7/10 7/24 Randy Hartwig 3/1/09 X X X X X X X X O/E X X Greg Farris 3/1/13 X X X X X X X X X X X John Staley 3/1/10 X X X X X X X O/E O/E X X Howard Horan 3/1/14 X X --- X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X O/E X X X (CONT.) TERM. EXP. 8/14 9/11 10/1 10/9 10/30 11/13 11/20 12/11 Randy Hartwig 3/1/09 X X X X X X X X Greg Farris 3/1/13 O/E X X X X X X X John Staley 3/1/10 X X X X X X X X Howard Horan 3/1/14 X X X X X X X X Janelle Rettig 3/1/12 X X X O/E X X X X KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting --- = Not a Member 6 6b 17 IOWA CITY TELECOMMUNICATIONS COMMISSION MONDAY, DECEMBER 15, 2008--5:30 P.M. FINAL CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Saul Mekies, Hans Hoerschelman, Robert Kemp, Gary Hagen, Brett Gordon MEMBERS ABSENT: STAFF PRESENT: Mike Brau, Bob Hardy, Dale Helling OTHERS PRESENT: Beth Fisher, Josh Goding, Lee Grassley, Susan Rogusky, Michael McBride RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Grassley reported Mediacom would be repositioning a number of channels in an effort to free up more analog bandwidth. The City had requested information on the number of digital subscribers in Iowa City to better assess Mediacom's proposal to move some local access channels to the digital tier. Grassley provided basic digital penetration figures for Iowa City and the total Iowa City system, which includes Coralville, University Heights, Hills, and the surrounding unincorporated area. Mediacom's proposal involves streaming video for the access channels and offering them on video on demand. Mediacom sponsored an event with the University of Iowa to raise money for flood relief, which raised at least $50,000. The amount could double when all pledges are received. Hoerschelman asked about the quality of the Big 10 Network. Grassley said there is nothing that can be done on Mediacom's end as the signal they receive is of poor quality. Goding reported that PATV will be offering a class in media literacy. PATV will be talking with local colleges about offering some continuing education credits for the class. PATV will be closed Dec. 24-Jan. 3. Programming will continue as usual during that period. Hardy said he has not yet held the meeting with the other access channels regarding Mediacom's proposal on moving some of the access channels to the digital tier but has spoken independently with some of them. The City just received the data requested from Mediacom regarding subscriber counts and other matters. Hardy said that the City is waiting for PATV to offer any changes they would like to see in the current contract. A committee of staff and Commissioners will then review the contract proposals and work on a new contract. MEDIACOM REPORT Grassley reported Mediacom would be repositioning a number of channels in an effort to free up more analog bandwidth. The City had requested information on the number of digital subscribers in Iowa City to better assess Mediacom's proposal to move some local access channels to the digital tier. Grassley provided basic digital penetration figures for Iowa City and the total Iowa City system, which includes Coralville, University Heights, Hills, and the surrounding unincorporated area. There are 1,195 Internet subscribers that do not subscribe to cable TV. Mediacom's proposal involves streaming video for the access channels and offering them on video on demand. The City had inquired if more video on demand time might be available. Grassley said their proposal provides them more bandwidth to provide high definition channels and to move more quickly to expand Internet bandwidth. Iowa City is very high on Mediacom's list of places they would first like to launch DOCSIS 3.0 due in large part to the University of Iowa. Mediacom sponsored an event with the University of Iowa to raise money for flood relief, which raised at least $50,000. The amount could double when all pledges are received. Hoerschelman asked about the quality of the Big 10 Network. Grassley said there is nothing that can be done on Mediacom's end as the signal they receive is of poor quality. Mekies asked how Mediacom intends to inform subscribers of that problem. Grassley said customer service representatives are informed so they can tell subscribers who call. Grassley said he could inquire if it might be included on Mediacom's website. Mekies said such information could also be on the City Channel 4 website. Mekies asked about the article in the meeting packet about the FCC investigating pricing and moving of channels to digital tiers. Grassley said Mediacom was not mentioned in the article because they are not being investigated and have not engaged in the actions being investigated. APPROVAL OF MINUTES Hagen moved and Mekies seconded a motion to approve the October 27, 2008 minutes. The minutes were unanimously approved. ANNOUNCEMENTS OF COMMISSIONERS Hoerschelman reported that has read a number of news stories that Obama is looking to redo the broadband infrastructure of the nation and that the Commission should follow this closely and see if opportunities arise for Iowa City. Gordon said the FCC is looking at making some spectrum space between television broadcast signals known as "white space" for wireless Internet applications. SHORT PUBLIC ANNOUNCEMENTS Jonathon Gaines said that he has been experiencing very slow Internet speeds and distributed documentation. Gaines said he had complained to Mediacom and the City Cable TV Office, as had four other individuals. Hardy said there was a problem with him receiving complaints from the City Channel 4 website and he did not get the complaints. Gaines said he has talked to numerous Mediacom officials, all of whom claim they cannot find anything in their network or ATT's that would cause the problem. Mediacom technicians spent a lot of time at Gaines home but the problem appears to be with the larger network. Gaines said Mediacom doesn't seem too concerned about the problem. Hardy said the City does not have legal authority with respect to Internet service issues. Mediacom does appear to be making an effort. Gaines said that after talking to officials at Mediacom's corporate office and the Des Moines call center that Mediacom did initiate a request for ATT to look into the problem and ATT responded that their network was not the problem. Gainess was informed that the problem was going to escalate to Mediacom's Vice-President for Network Solutions. Hoerschelman said the problem might be one of user saturation where a large number of people in a single node are using the service at one time. CONSUMER ISSUES Hardy reported that there were 5 complaints in the last month, all of which have been resolved. A problem originating from a malfunctioning FM radio transmitter in Des Moines was the source of many technical problems over the past few months and that has been corrected. A subscriber was charged a disconnection fee, which is not permitted by the franchise agreement and his fee was returned. Hardy said he wants to investigate this during the Triennial Review to see if the problem is widespread. UNIVERSITY OF IOWA REPORT McBride reported that he would provide an annual report for the next meeting. Iowa Public Radio dropped "Live from Prairie Lights" so that program will no longer be carried by the University Channel. Old episode of "Live from Prairie Lights" will continue to be cablecast. Hoerschelman asked if UI television have any plans to move to switched video or Internet Protocol Television (IPTV). McBride said the issue has come up. The long term goal may be to have a converged data, video, phone network, but the cost of installing a new IPTV system compared to keeping the existing copper system makes it unlikely in the foreseeable future. KIRKWOOD COMMUNITY COLLEGE O'Brien provided a written report. KSP (Kirkwood Student Productions) are continuing to producing their monthly KSP newscasts and preparing for their winter athletic events. The Kirkwood Channel has begun airing a series of 90-second home improvement tips from the nationally syndicated radio call-in show "Homefront" with Don Zeman. The pre-produced home improvement tips are localized for The Kirkwood Channel. The exercise segments of past "Food, Fitness and Fun" shows are now airing. Video recording and pre-production work continues on 14 three minutes videos that will promote and market Kirkwood's High School Career Academy programs PATV REPORT Goeding reported PATV started their winter program series schedule, which includes several new series. The Live and Local program will feature Iowa Shares and Friends of the Animal Center. Anew staff-produced program called "Collector's Corner" which features interviews with local collectors in the sprit of the "Antique Road Show". PATV will be offering a class in media literacy. PATV will be talking with local colleges about offering some continuing education credits for the class. PATV will be closed Dec. 24-Jan. 3. Programming will continue as usual during that period. Gordon noted that PATV had always provided board meeting minutes up until March of 2007 and requested that PATV board minutes be included in the Commission meeting packets. SENIOR CENTER REPORT Rogusky reported SCTV would be producing a number of programs and concerts relating to the holidays. Playback will next year during the holiday season. The first meeting for the intergenerational program was held. The next segment of the Spanish-speaking program and the Friends and Neighbors program have been taped. LIBRARY CHANNEL REPORT Fisher reported that December is a slower month at the library. Eleven shoots are scheduled for December. There is a large backlog of production work that can now be addressed. IOWA CITY COMMUNITY SCHOOL DISTRICT REPORT Lowe provided a written report. Hardy said he had contacted Lowe to see if a staff member will be attending Commission meetings in the future. The schools will not be sending a representative for a while. Lowe will continue to send written reports and is always open to any questions or comments to her directly. Hagen noted that Lowe's report states that the school's desire is to maintain their level of programming. Kemp asked if the City has information on the number of hours the schools programs the channel. Brau said he would gather that information for the Commission. Mekies said the Commission needs to monitor the situation so the channel does not backslide slowly, almost imperceptivity. Mekies said there has been a lot of improvement in the channel over the past few years but there are a number of programs on the channels that are over a year old. If there are programs that take place in the school now that are not being taped, the result will not be known for some time. At some point the Commission may need to write to the school board or the superintendent to inquire when representation of the school district will return to the Commission. Hoerschelman said the schools should be looking to take the next step in improvement. PATV's media literacy workshop might be offered to high school students, which might generate interest in the school channel. CITY CHANNEL REPORT Hardy reported that the Media Unit recently produced a program on the Human Rights Award, the Mayor's Equity Forum, and the snow ordinance. Public service announcements for flood funding and the Community Development Block Grants have been produced. The "Sights and Sounds" program did episodes on the new fire station and the flood cleanup efforts. A benefit concert for the animal shelter was recently taped. The Herbert Hoover Library is working with the cable division on several programs. A system to permit City officials to put a text crawl on the channel in the event of a snow emergency has been implemented. The Community Television Service recently taped a program for the Pat Myers Vision Award, the Iowa City Area Development Council annual meeting, Hospice, the Iowa Center for AIDS, and a cooking program from Mercy Hospital. Upcoming programs are scheduled for the American Association for Retired People discussing priorities for the Iowa General Assembly and Dollars for Scholars. ACCESS CHANNELS AND THE DIGITAL TRANSITION Hardy said he has not yet held the meeting with the other access channels regarding Mediacom's proposal but has spoken independently with some of them. The City just received the data requested from Mediacom regarding subscriber counts and other matters. Hoerschelman said there might be other items that the access channels would like to have such as stereo audio. Hardy said most access programs are produced in mono. Hoerschelman would like each of the access channels to consider how the proposal would affect their mission statements. PATV CONTRACT Hardy said that the City is waiting for PATV to offer any changes they would like to see in the current contract. A committee of staff and Commissioners will then review the contract proposals a work on a new contract. TRIENNIAL REVIEW Hardy said the City is waiting on a response from Mediacom to some questions put to them. Hardy said he had a list of questions regarding programming and service for members of those committees. Brau said the technical committee sent a set of questions to Mediacom and is waiting for a reply. The financial committee has draft language ready to go. ADJOURNMENT Kemp moved and Hagen seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 6:51 p.m. Respectfully submitted, Michael Brau Cable TV Administrative Aide TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD 01/01/03 to CURRENT Meeting Date Kimberly Thrower Saul Meikes Brett Castillo Terry Smith Jim Pusack 6/2/03 x x x x x 7/28/03 x x x x x 8/25/03 x x x x o/c 9/22/03 x x x x o/c 10/27/03 x x x x o/c 11 /24/03 x x olc x x 12/ 15/03 olc o/c x x x 1/2/04 x o/c x x x 1 /26/04 x x x x x 2/23/04 x olc x o/c x 3/22/04 x x x x x 4/ 26/04 x x x x O/C 5/24/04 x x O/C x x 6/28/04 x x x o/c x 7/26/04 o/c x x x x 8/26/04 did not meet did not meet did not meet did not meet did not meet 9/27/04 X X X X X 10/25/04 X X 11/04 Did not meet Did not meet Did not meet Did not meet Did not meet 12/20/04 X X X X X 1 /24/05 X X X X X 2/28/05 X X X X Ga Ha en 3/8/05 X X X X X 3/25/05 X O X X X 4/25/05 x olc X X X 5/23/05 X o x vacanc X James Ehrmann X x Bebe Balant ne x 6/27/05 X x X X X X Michael Chritians 7/25/05 O X X X X 9/26/05 0 X X 0 X 10/31 /05 X X olc X X 11 /28/05 X X X X X 1 /23/06 o/c X X O X 2.27/06 X X X 0 X 3/27/06 o/c X X John Weaterson X X 4/24/06 X X X X X 5/22/06 0 x x/o 0 X 6/26/06 0 X Vacant 0 X Nick Parker 7/24/06 x x x X 8/24/06 X x M. Wietin o/c X 9/25/06 x x x O/c X 10/23/06 x X x o/c X 10/30/06 x x x vacant X 11/27/09 x x x X 12.18/06 X X X X Brett Gordon 1 /22/07 X X X X X 2/26/07 X X X X X 3/26/07 Vacant x o/c x X 4/23/07 Vacant X X X X Hoerschelma n 521 /07 X X o/c X x 6/26/07 x x x x X 7/23/07 x x x x X 9/24/07 X X o/c o/c X 10/22/07 x x o/c olc x 11 /26/07 x x x x X 12/18/07 X X o/c X X 1 /28/08 X x o/c x X 3/3/08 X X X X X 3/24/08 Bob Kem x x o/c X X 4/28/08 X X X X X 6/3/08 X X X X X 6/23/08 X X X X 0/C 7/28/08 X X X X X 8/25/08 X X X o/c X 9/23/08 x x x x X 10.27/08 X X X o/c X 11/24/08 Did not meet 12/15/08 X X X X X 1 /26/09 X X X X o/c (X) =Present (O) =Absent (O/C) = Absent/Called (Excused) 6b 18 FINAL MINUTES City of Iowa City Animal Care Task Force January 8th, 2009 - 5:30 P.M. 4852 Sand Rd SE IC Animal Center new location Call to Order: Meeting called to order at 5:50 p.m. Members Present: Pat Farrant, Teresa Kopel, Jane McCune, Paula Kelly, Lisa Drahozal Pooley Members Absent: Staff Present: Misha Goodman Others Present: Calista and George Hospodarsky, Mary Blount, Stephanie Ridenour, Diane Williams Recommendations to City Council: Approval of Minutes/Consent Calendar: 1. October 7th, 2008 minutes approved with one correction. Old Business: 2. Flood update and Center plans; capital campaign George Hospodarsky presented Center statistics. He will provide final charts at a later date. Misha Goodman reported that she received a memo from the City inviting board/committee members to address the City Council during their budget work session on January 28. Pat Farrant agreed to present. Misha Goodman also confirmed that they would be moving back to the old shelter building. They are currently waiting for permission from the City to move forward with the bid process for the necessary flood repairs. Misha Goodman reported that several location possibilities are being and have been discussed for a new future shelter location. Misha Goodman will send Task Force members a policy and procedure document for review. Local law enforcement issues were discussed at length by the group. Misha confirmed that the new cost sheet has been sent to Coralville. The cost sheet has also been sent to Johnson County Administration for review. 3. Clarify Task Force definition and direction Task Force member terms are up in June 2009. Misha Goodman will find out what the next step will be. 4. Fees/ordinances/permits Misha handed out drafts of definitions and ordinances for Task Force members to review. Task Force members asked Misha Goodman to draft an ordinance outlining the steps that should be taken when a stray animal is found to maximize the chances of returning the animal to its owners. Misha Goodman also mentioned that she would like to see an ordinance that requires breeders who provide animals to pet stores to post their information for the public at the store. The Task Force members were in complete agreement. 5. City Carton pilot project update Task Force members explained the pilot project to Mary Blount of Iowa Humane Alliance. Lisa Drahozal Pooley will send Mary a list of the businesses to be approached. Pat Farrant is to send her the project outline. It was agreed that the first step was to approach businesses to obtain approvals for the project before presenting to the City Council. New Business: Teresa Kopel asked about the spike in cat euthanasias in October 2008. Teresa Kopel also proposed resurrecting the landlord survey. Due to the housing crisis, many pet owners may be forced to move to an apartment. If more landlords would be open to accepting pets, these pet owners might be able to keep their pets. The number of pets being relinquished due to the economic crisis will only continue to increase. Misha Goodman listed the following upcoming events: -Friends of the Animal Center Foundation meeting Wednesday January 14, 2009 -Volunteer appreciation party at the Mill on February 8, 2009 3-6 pm -a Spay Day event on February 24, 2009 (this is the national Spay Day date) -Pet Care Expo Grantwood Area neighborhood March 7, 2009 from 12-3 -FACF Fundraiser at Dawn's Hide and Bead Away April 3, 2009 -Microchipping Clinic at Midwest One May 2, 2009 -Noah's Wish Training at the Johnson County Fairground Apri14-5, 2009 $125.00 -Paws For a Cause, the FACF/IC Animal Center Dog Walk is to be held September 20, 2009 Task Force Member Comment: Staff Comment: Citizen Comment: 7:45 p.m. meeting adjourned.