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HomeMy WebLinkAbout2023-04-04 Bd Comm minutes Item Number: 4.a. CITY OF IOWA CITY COUNCIL ACTION REPORT April 4, 2023 Airport Commission: February 9 Attachments: Airport Commission: February 9 MINUTES FINAL IOWA CITY AIRPORT COMMISSION February 9, 2023—6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Warren Bishop, Judy Pfohl, Hellecktra Orozco (Via Zoom), Scott Clair Members Absent: Chris Lawrence Staff Present: Michael Tharp, Jennifer Schwickerath, Others Present: Regenia Bailey, Matt Wolford RECOMMENDATIONS TO COUNCIL: None DETERMINE QUORUM A quorum was determined at 6:02 pm and Pfohl called the meeting to order. APPROVAL OF MINUTES Bishop moved to accept the minutes of January 19, 2023, seconded by Clair. Motion carried 4-0 (Lawrence Absent) PUBLIC COMMENT -None ITEMS FOR DISCUSSION 1 ACTION a. Hangar A Mural Project—Pfohl stated that Chris wasn't able to be at the meeting, but had sent an email which Tharp distributed. Pfohl stated that she had agreed with what Chris had said. Clair stated that he believed any of the artists would give the Commission a good product. Tharp noted that Scarbrough had submitted an updated layout and he would show the Commission if they wished to see it. Tharp described the update showing the Commission the changes. Tharp also noted that all the artists mentioned they'd be able to adapt to different design changes or element changes as the Commission desired. 1. Consider a motion directing staff to negotiate a contract with a selected artist — Clair moved to direct staff to negotiate a contract with Jenna Brownlee, seconded by Orozco. Motion Carried 40 (Lawrence Absent) b. Airport Strategic Plan — Bailey noted that she had sent the Commission some wording on goals and that they would work tonight through the wording and the"how will we get there" strategy. Bailey presented the revised vision statement and the mission statement. Bailey then went through the draft goals listing the "Communications/Collaboration, Funding, Infrastructure, and Community Engagement" goals. Bailey noted that with each goal there would be success indicators and that each would have steps to achieve those goals. Bailey also Airport Commission February 9,2023 Page 2 of 5 discussed where the goals would link to the City's strategic goals. Bailey also mentioned that during the conversation she had with the City Manager's office, the limited (single) staff created a unique situation and expressed as part of the sustainability that having a succession plan in place might be something the Commission wanted to look into. Clair discussed more collaboration opportunities with different departments and asked the group if having Commission members attend some other boards or commission meetings or to set up meeting with those staff members. Bailey shared some of the other success indicators from the last plan but noted the Annual Report presentation. Bailey asked how the Commission presented the annual report, Tharp responded that its something the Chair and Secretary typically presented, and it was just part of the public comment period at council meetings. Members continued to discuss goals and strategies and action items for the strategic plan. Members also talked about continued use of the community foundation fund that might help further develop the airport or endow positions at the airport. c. Airport Construction Projects: I. FAA grant projects 1. Runway 25 Threshold Relocation—Tharp noted these were going to be a similar message to what the Commission has been hearing for the last couple of months. They're waiting for spring to finish the clean up work and complete the project to start closing out the grant 2. Runway 12/30 Displaced Threshold/Relocation — Tharp stated they were working on the contract with Bolton and Menk and that it needed to go through an independent fee review process for the FAA and hoped to have it ready for the next meeting 3. Terminal Area Study—Tharp stated that they were finalizing the scope and submitting the contract to the FAA for review. He noted this also might need to go through the fee review process. 4. Solar Power Project—Tharp stated he was finalizing an agreement with GMT for FAA review and hoped to have it on the agenda for next month ii. Iowa DOT grant projects 1. FY22 Program a. South T-hangar infrastructure—Tharp stated that this was waiting for spring 2. FY23 Program— a. Terminal Building Improvements—Tharp noted that Bolton and Menk was putting some plan pages together for bidders b. Wayfinding/Signage—Tharp stated that this was part of the terminal building work iii. Airport/Locally Funded Projects 1. Parking Lot Additions — Tharp stated they were just waiting for spring to confirm the seeding took hold and could accept the project. iv. Future Projects d. Airport"Operations" i. Budget ii. Management Airport Commission February 9,2023 Page 3 o 5 1. Annual Report—Tharp noted that he received some feedback on the initial draft and asked Commission members if they had any other suggestions to get those to him. iii. Events 1. Autocross: April 16, June 11,Aug 27, Oct 1. 2. Pancake Breakfast August 27 3. Drive-In Movies—Tharp stated that he had a date for this but that Summer of the arts hadn't released the schedule publicly yet 4. Young Eagles — Tharp stated that he had made contact with the EAA chapter and it was looking like June for this event e. FBO/Flight Training Reports— I. Jet Air—Wolford noted that the brush has been amazing for snow removal this year. Wolford noted that charter flights have begun slowing down and going back to more normal pre-pandemic numbers. Wolford noted the shop activity has stili been high. Wolford also stated that he had customers reach out to him about building something in the future and that Tharp had had conversations with them about ground leasing and given them other information. Wolford also note that he and Tharp were hosting the Community Leadership Program. Tharp stated that the program was run by the Iowa Business Partnership and was meant to take business and community leaders and expose those people to other aspects of the community they might not otherwise get to experience. Wolford also noted that Cirrus had just issued a major alert on engines in recently completed aircraft and that they were grounding some of their company owned fleet. Wolford stated that they were expecting further information and potentially a new airworthiness directive from the FAA because of the engine issue. f. Commission Members' Reports— None g. Staff Report— None Consider a motion to go into executive session under Section 21.5(1)(i) of the Iowa Code to evaluate the professional competency of individuals whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual's reputation and that individual requests a closed session. h. Evaluation of Airport Manager Pfohl moved to enter executive session,seconded by Bishop. Motion carried 4-0. The Airport Commission entered executive session at 7:37pm. Bishop moved to exit executive session,seconded by Clair. Motion carried 4-0. The Airport Commission exited executive session at 7:44pm. SET NEXT REGULAR MEETING Members set the next meeting to be held on February V1. ADJOURN Bishop moved to adjourn, seconded by Clair. Motion carried 4-0. Meeting was adjourned at 7:45pm. Airport Commission February 9,2023 Page 4of 5 Allot 3 CHAIRPERSON DATE Airport Commission February 9,2023 Page Sof 5 Airport Commission ATTENDANCE RECORD 2022-2023 N o 0 0 0 0 0 o n TERM w rn o w m o a �-a 25 i :CZ, 1 3 3 ryao_o w o m m m NAME EXP, N N N `N `N N N N N N N N i~$ W N N N N N N N N Warren 06/30/26 Bishop X X x x X X X O/S X X x x X x X Scott Clair 06/30/23 X X X X X X X X/S X X X O/E X X X Christopher 06/30125 X X X O/E X X X CIS X O/E X X X X O/E Lawrence Hellecktra 06/30124 X X X X X X X X/S X O/E X X X X X Orozco Judy Pfohl 06/30/26 X X X X X X X XIS x X X X x x X Key: X = Present X/E = Present for Part of Meeting O = Absent OIE =Absent/Excused NM = Not a Member at this time X/S = Present for subcommittee meeting O/S =Absent, not a member of the subcommittee Item Number: 4.b. CITY OF OF IOWA CITY COUNCIL ACTION REPORT April 4, 2023 Board of Adjustment: December 14 Attachments: Board of Adjustment: December 14 MINUTES FINAL BOARD OF ADJUSTMENT FORMAL MEETING EMMA HARVAT HALL DECEMBER 14, 2022— 5:15 PM MEMBERS PRESENT: Nancy Carlson, Gene Chrischilles, Mark Russo, Paula Swygard MEMBERS ABSENT: Bryce Parker STAFF PRESENT: Sue Dulek, Kirk Lehmann OTHERS PRESENT: Connor Moellenbeck CALL TO ORDER: The meeting was called to order at 5:15 PM. ROLL CALL: A brief opening statement was read by Chrischilles outlining the role and purpose of the Board and the procedures that would be followed in the meeting. SPECIAL EXCEPTION ITEM EXC22-0008: An application submitted by Connor Moellenbeck(DayDrink Coffee)to reduce the minimum parking requirement of a historic property by 100 percent at 518 Bowery Street. Chrischilles opened the public hearing. Lehmann began the staff report with an aerial view of the site noting it's a small site with a small building that is historic and has been used historically for commercial uses. It is surrounded largely by multifamily uses and includes some non-conforming single-family homes as well. Lehmann pointed out an alley access directly east of the property. In terms of zoning, it is surrounded by high density multifamily residential (RM-44) zoning, however this this property itself is Neighborhood Commercial with a Historic District Overlay that was rezoned recently. Again, it's a narrow lot, only 21 feet wide by 70 feet long, the existing building is about 40 feet deep and 18 feet wide and then there's a paved area behind with access to the alley that's about 18 feet by 23 feet. In terms of the request, it is to reduce the parking to allow the use to occupy the space. In this case, a 100% reduction makes sense given that it's a historic property. This property was a grocery store around the 1850s to 1860s, and since that time it has consistently been used for nonresidential purposes as a legal non-conforming use. However, because the property was recently vacated for more than a year, it lost its historic use status and that prompted the rezoning. The property has other non-conformities as well which includes its existing parking, which is two legal non-conforming spaces, but those spaces are not enough to satisfy its five space minimum parking requirement. The five-space requirement is based on one parking space per 150 square feet of floor area. In terms of the timeline, again this has been consistently used for commercial uses and there Board of Adjustment December 14,2022 Page 2 of 10 are provisions within the zoning code to allow commercial uses to continue with more flexibility if it's a local historic landmark. This property was landmarked in 2012 and at the same time it was granted a special exception to allow sales-oriented retail uses within the space. The property had other applications since then, there was another commercial special exception application in 2013 and another one was granted in 2016 to allow general office and commercial retail. However, since the property was vacated for more than a year it lost the ability to use those non-conforming provisions, even for a historic property. The property was rezoned in 2022, from RM-44 to the Neighborhood Commercial designation with the Historic District Overlay intact. Lehmann noted in the 2012 staff report for the special exception it did mention a parking reduction as well under this same provision, but it's a unclear as to whether it was granted as it wasn't included in the decision. However, the legally non-conforming parking spaces can continue to be used because they've existed over its entirety. Lehmann showed pictures of the structure and how tight that site is as well as the surrounding area. The role of the Board of Adjustment is to approve, approve with conditions or deny the special exception application based on the facts presented tonight. Whether or not it can be granted is based on if it meets all applicable approval criteria, which includes both specific standards pertaining to this specific waiver and also general standards that apply to all special exceptions. The specific criterion for tonight's application is at 14-5A-4F-7 which is parking reductions for other unique circumstances. Lehmann explained it has two different circumstances that it looks at and the one that is being requested is for a historic property where they can request up to a 100% reduction. The specific criterion states that the special exception must reduce the ability to use or occupy historic property in a manner that will preserve or protect its historic aesthetic or cultural attributes. 518 Bowery Street is a local historic property listed in the National Register of Historic Places so it is eligible for 100% parking reduction. Within the CN-1 zone, there are site development standards that apply to development within that zone which requires that parking areas be setback 20 feet from any rear or side lot line abutting residential zones. This is a situation where there are long standing non-conforming parking spaces because this lot is 21 feet wide, and it abuts residential zones. There are no legal conforming spaces on this property that meet all the standards in the code and it is a mathematical impossibility to have parking on this site that are conforming to the zoning code. In terms of the two legal non-conforming spaces at the rear of the property, they're on a paved area that's approximately 23 or 24 feet by 18 feet. Staff would recommend a 100% parking reduction with a condition that two-standard size, non-conforming spaces be retained behind the building with access off the alley. Lehmann explained a standard parking spaces size is 9 feet by 18 feet, so they can fit two standard size spaces back there, it just won't meet the other standards required in the zoning code such as setbacks from residential uses or screening. The reason that staff is approaching it from this way rather than reducing it by three spaces, is that different uses have different requirements for the amount of parking that's required. With this methodology, reducing it by 100% and then requiring those two spaces to be retained, other uses can occupy the site and they don't have to worry about whether they meet different parking standards because two spaces would be required regardless. Staff noted that any changes to other uses allowed within the Neighborhood Commercial zone would require only two spaces no matter what's occupying that structure and that would carry over with the property unless the property is vacant for over a year. Lehmann noted some uses allowed within a Neighborhood Commercial zone are going to be subject to additional requirements such as size limitations. In this case, it's a historic building Board of Adjustment December 14,2022 Page 3 of 10 so exterior alterations would need approval by the Historic Preservation Commission. Group households or multifamily dwellings can be allowed within the CN-1 zone, but they are only allowed on the second story and the layout of this building doesn't really allow that. General or animal related commercial uses and commercial recreation uses are allowed provisionally, drinking and eating establishments are allowed provisionally or by special exception depending on the size of the establishment. A coffee shop would be considered an eating establishment, though drinking establishments technically wouldn't be allowed because they have to be open past midnight and the rezoning from 2022 has a condition that it can't be opened past 10 o'clock. Office uses, retail uses like personal service uses and sales-oriented retail, and daycare facilities are also allowed provisionally, as are specialized educational facilities. Swygard asked about alcohol sales. Lehmann stated alcohol-oriented retail would be allowed provisionally, examples could be retail sales of alcohol or like a convenience store. Lehmann stated that when looking specifically at parking for this site, he will focus on a coffee shop use since that's what's being requested, but it could be any use that's allowed within the zone. Again, the building size and lot size are small, there really aren't opportunities for off street parking anywhere nearby and even on street parking nearby is relatively limited. Even in surrounding streets where there is on street parking allowed, it's often occupied or is relatively busy. However, the property is in an established high-density neighborhood with good pedestrian and biking access, and it's close to the University and downtown, so it's expected that high levels of foot traffic would help support the business, regardless of off-street parking. There are also seven general criteria that apply to all special exceptions. The first is that it will not be detrimental to or endanger public health, safety, comfort or general welfare. Lehmann explained the parking reduction along with this recent rezoning to CN-1 legalizes a long- standing historic building with nonresidential uses and that the parking reduction encourages alternative forms of transportation to the business similar to what's been there historically. The property is in an established high-density neighborhood with easy pedestrian access and biking access, and it is close to the University and downtown. Additionally, the property would be required to maintain those two legal non-conforming spaces with the condition recommended by staff. Lehmann also mentioned that there is a bus stop right outside as well. The second is related to injuring the use or enjoyment of property in the immediate vicinity. Again the building has been used for nonresidential purposes since its construction in the mid- 1800s and previous nonresidential uses were found to be compatible with the neighborhood character.A coffee shop is in line with previous uses on the site whereas surrounding uses include homes and apartments. Staff doesn't anticipate that a small scale commercial use on this site will negatively impact those because the recent rezoning included a condition that states commercial uses cannot be open to the public between 10pm and Gam so that should address noise concerns. The property has also previously received parking reductions through the same provision. Third is that it will not impede normal orderly development of surrounding properties. This site is surrounded by a fully developed residential neighborhood, and it has historically contained nonresidential uses with limited off street parking and that has not impacted any surrounding development. Again, this is proposing to legalize this long-standing case so staff doesn't believe it should have any negative impact on surrounding redevelopment. Board of Adjustment December 14, 2022 Page 4 of 10 The fourth criterion is related to adequate utilities, access roads, drainage and/or necessary facilities. It's already developed and has all its utilities and roads established. There are also multiple bus stops on Bowery Street so that enhances access to the business, in addition to it being a walkable site. The fifth is related to ingress and egress designed to minimize congestion on public streets. No physical changes are being proposed to the building's sidewalk, alley or street other than adding pedestrian access to the front door which improves access. In terms of nearby on-street parking, parking on the north side of Bowery is generally prohibited during daytime hours, on the south side of Bowery parking is completely prohibited, and parking in the surrounding neighborhood is often occupied. That being said, the street directly in front of the proposed business on the north side does have a loading zone with a 15-minute time limit so there is an opportunity for folks to stop briefly, run in grab coffee and run out. Carlson asked about deliveries. Lehmann stated their supplies could come through the front door using that 15-minute loading zone, or they use the parking spots in the back. As for customers, Lehmann stated most customers are expected to walk or bike to the business rather than drive due to the limited parking and characteristics of the site and surrounding uses. The sixth criterion is that it conforms to all other aspects of the zoning code. Lehmann reiterated the building was recently rezoned from high density multifamily residential to neighborhood commercial while retaining that historic district overlay so there are numerous legal non- conforming situations that are allowed to continue on the site regulated by the non-conforming situation section of the code at 14-4 E. Under the previous zoning,there were four types of nonconformance situations including those relating to use, structure, and development, which includes parking. Also, the size of the lot was non-conforming. With the current zoning as of 2022, it got rid of the use and lot non-conformities. However, there are still challenges with the structure and development that will continue due to setback requirements and adjacent residential zones, and parking requirements such as setbacks from residential areas and screening etc., but those are allowed to continue. There are other provisions for Historic Districts that could make it conforming by bringing it before the Board of Adjustment but that has not been considered since those nonconformities are allowed to continue as is unless there's changes such as an expansion that would trigger compliance issues. Because it's in a Historic District any exterior changes must be approved by the Historic Preservation Commission. The final criterion is related to compliance with the Comprehensive Plan as amended. The Future Land Use Map in the Comprehensive Plan shows it as multifamily residential development at 25 dwelling units an acre and the Central District Plan shows it as high density multifamily redevelopment. However, the Comprehensive Plan has goals and objectives related to encouraging sustainable and walkable neighborhoods, especially as it relates to commercial uses that contribute to quality of life within neighborhoods. It also includes things like retaining and encouraging the growth of existing locally owned businesses noting that small and independently owned businesses are integral to Iowa City's brand and sense of identity. It also has standards related to preserving historic resources to give residents opportunities to live close to where they shop. Then the Central District Plan also notes that there are several properties within developed neighborhoods that have commercial uses that are long standing commercial uses and it notes that continuing them in that original type of use creates a focal point for many of these neighborhoods. The Historic Preservation Plan notes to conserve historic neighborhoods which reflect the organic development and historic roles and traditions. Board of Adjustment December 14, 2022 Page 5 of 10 Additionally, due to the subject property's local landmark status demolition of the building can only occur if the building is found to be structurally unsound. So exterior changes would not be anticipated on this site. Based on these findings, staff recommends approval of EXC22-0008, to reduce the required parking requirement by 100 percent for the property located at 518 Bowery Street subject to the following condition: 1. Two non-conforming parking spaces sized 9 feet by 18 feet shall be retained behind the building with access off the alley. Staff received one piece of correspondence that supported the proposed exception. Carlson noted in some of the drawings that the applicant submitted it shows there is an 18' by 23' paved area with an 18' by 9' parking space and an 18' by 14' handicap parking space. Should the Board designate one of the spaces as a handicap space and require that because if they do then that means there's only one other space back there. Lehmann stated that would be up to the Board's discretion, he believes that the property is too small to actually require handicapped spaces but if the Board feels like that's an important condition, then that is their prerogative. Carlson noted since its just two spaces, will there be lines designating the spaces or will it just be one large area. Lehmann replied lines would not be required because it's less than four spaces, but the Board could add that as a condition as well if that's a concern. Lehmann noted staffs condition is that they are going to have to maintain 18' by 18' of pavement so they could tear out the rest of the pavement which would affect handicap accessibility. Chrischilles asked if the Board could recommend that they maintain the current paved area at the size it is now, which is 23' by 18'. Dulek stated they could just so long as it is tied to the parking requirements. Swygard stated since it's anticipated that most people are going to walk or bike to the location, are there any requirements for bicycle parking in a CN-1 zone. Lehmann stated a CN-1 zone requires a minimum amount of bicycle parking which is four spaces so they would be required to provide four spaces of bicycle parking. However, that wouldn't be triggered unless they expanded the use so again the Board can require that as a condition of the special exception. Carlson asked if they add these conditions, would those transfer to whatever other business might occupy it in the future. Lehmann confirmed that is correct. Chrischilles noted regarding bicycle parking, since they're asking for 100% reduction,that essentially requires no bicycle parking. Lehmann confirmed that is correct however the Board could set a condition to modify that. Russo asked if that bicycle parking be in the front, Lehmann replied there's not much room. He would recommend if the Board is crafting a condition he would not specify where the bike parking has to provide flexibility. Due to the lot and structure size he thinks it would pretty much have to be in the back unless they take out some bushes. Board of Adjustment December 14,2022 Page 6 of 10 Russo asked if the parking in the back will be used by staff. Connor Moellenbeck(Daybreak Coffee) noted the current plan is to keep those for staff with the intent if that is not possible to pivot. They also intend to potentially have bike parking adjacent to the wall on the backside as well. He noted their current staff all live in that neighborhood so to an extent everybody walks or bikes already to the establishment. A lot of the parking would be for dropping off equipment, dropping off supplies, loading, unloading and things like that. Carlson asked if they were planning on loading and unloading from the back or from the front or from both. Moellenbeck stated it'll probably be both, he is assuming vendors will use the front however staff and employees will probably use the back. It depends if somebody's going to be there for an extended period of time or if it's a quick drop off. Russo asked if there is a requirement for handicap parking. Lehmann does not believe so based on the size of the building. Carlson asked if they are planning on doing anything with that paved area in back except using it for parking in one form or another. Moellenbeck confirmed there are no additional plans to do anything to the back, the plan is actually to use it as the parking as suggested. Russo asked if the upstairs can be used as an apartment. Moellenbeck doesn't believe so, maybe at one time it may have been, but they will just be using it for storage. Lehmann noted if a multifamily use were to occupy the space it would need to meet the standards for multifamily uses within a CN-1 zone which requires things like a 14-foot ground floor height, and some other standards like that which likely wouldn't be met so he doesn't believe that a multifamily use could legally occupy the space. Carlson asked if they are trying to aim their business primarily to the people in the neighborhood. Moellenbeck confirmed yes, likely for the immediate area, of course, but as much as they can serve the surrounding areas as well. Carlson asked if they are planning on having seating inside. Moellenbeck replied there will be probably at least 15 to 25 seats on the inside of the building. Russo asked if they will have exterior seating. Lehmann stated it's guided by the outdoor seating code. He noted if they are eligible for a sidewalk cafe there's seven feet between the building and the sidewalk and any exterior seating would have to be reviewed by the Historic Preservation Commission. He noted there were discussions about that originally, but due to the site constraints he is not sure if that is continuing. Chrischilles asked if there are any requirements to have the entrance sidewalk connected to the other sidewalk. Lehmann said not currently, there are standards in the code that require it but because it's a non-conforming development it is not required. Moellenbeck stated they plan to extend the current structure right in front straight out to the sidewalk, obviously they are not Board of Adjustment December 14, 2022 Page 7 of 10 going into the alley where traffic would impeded but will go straight out so that people are walking on sidewalk all the way in. Chrischilles asked if there was a possibility for there to be a coffee shop on the first floor and an apartment up above. Lehmann stated that could be allowed provisionally, there's a number of standards to legally have multifamily use in the building. The standards include a 14-foot first story and including a separate entrance to the outside so essentially the standards preclude a multifamily use from occupying the upstairs space. If a request ever does come up, it will have to come before the Board of Adjustment most likely to have standards waived. He said they could establish, for example, an office on the second story, other commercial uses are allowed without some of those other restrictions within the space. Moellenbeck stated they plan to use the second floor for storage with no other plans, although perhaps have their office desks up there, but probably 75% to 80%will be storage. Chrischilles closed the public hearing. Carlson recommends approval of approval of EXC22-0008, to reduce the required parking requirement by 100 percent for the property located at 518 Bowery Street subject to the following condition: 1. Two non-conforming parking spaces sized 9 feet by 18 feet shall be retained behind the building with access off the alley. Russo seconded the motion. Chrischilles thinks they should require the current paved area be maintained in order to have space for bicycle parking, if it's going to be geared toward pedestrian and bicycle traffic they have to have somewhere for the bikes to park and the extra cement area would do that. Swygard agrees on the bicycle parking given that is how people are going to get there and it's important to have space for that. Dulek asked if they are going to require the four spaces then as a condition. Chrischilles confirmed that is what he wants as a condition. Carlson noted the space back there is 23' by 18' so attempting to divide part of that for something else doesn't seem feasible. They could put a dumpster back there for garbage and it would still leave five feet which would allow for bicycle parking. Russo asked where the trash receptacle will go. Lehmann noted according to a picture it is currently sitting right against the back of the building. Carlson noted that's the size of the trash receptacle that's given by the City and with a business she would assume they would need a bigger receptacle. Russo noted if the owner wants his business to succeed, he has to cater to the needs of his customers, which will include bicycle parking. Board of Adjustment December 14,2022 Page 8 of 10 Swygard noted a concern about the alley that leads to the parking spaces because it is also used for the apartments that are behind this coffee shop. While the coffee shop wants to be a good neighbor there may be some concerns that some people might take advantage of those parking spaces belonging to the residential uses, and encouraging him to maintain the size and to have bicycle parking for his business may address spillage over into another area. Chrischilles thinks it's important to maintain the current paved area whether they require it to be used for bicycle parking spaces. Russo agrees with that as it's not necessarily this use but a potential future use that may need that extra space and feels that protects the public. Lehmann suggested they could just require the two non-conforming parking spaces and also to maintain the paved area primarily for the purpose of parking without specifying the number of bicycle spaces. Using the phrase primarily for parking would still allow them to use it for garbage, for example. Chrischilles stated regarding agenda item EXC22-0008 he does concur with the findings set forth in the staff report of meeting date, December 14, 2022 and concludes that the general and specific criteria are satisfied with one exception and recommends the following additional condition; the additional 23 foot by 18 foot paved area will be maintained primarily for the purpose of parking, so unless amended or opposed by another board member he recommends that the Board adopt the findings in the staff report for the approval of this exception. Carlson and Russo second the findings. A vote was taken and the motion passed 4-0. Chrischilles stated the motion declared approved, any person who wishes to appeal this decision to a court of record may do so within 30 days after this decision is filed with the City Clerk's Office. SPECIAL EXCEPTION ITEM EXC22-0004: A request submitted on behalf of JAM Investments of Iowa City to extend the expiration date from 6 months to 12 months for EXC22-0004, a special exception approved to expand an existing drive-through facility associated with an eating establishment in a Community Commercial (CC-2)zone at 1926 Keokuk Street. Lehmann noted this does not require a public hearing,just a motion and a second for approval. Russo recommends approval to extend the expiration date from 6 months to 12 months for EXC22-0004, a special exception approved to expand an existing drive-through facility associated with an eating establishment in a Community Commercial (CC-2)zone at 1926 Keokuk Street. Chrischilles seconded the motion. Board of Adjustment December 14,2022 Page 9 of 10 A vote was taken and the motion passed 4-0. CONSIDER THE NOVEMBER 9. 2022 MINUTES: Swygard noted several corrections to the minutes, specifically related to confusion about who said what. She submitted those corrections to staff to be included in the final minutes if others agree. Swygard moved to approve the minutes of November 9, 2022 with corrections as stated, Chrischilles seconded. A vote was taken and the motion carried 4-0. BOARD ANNOUNCEMENTS: Lehmann noted that Larry Baker will become the new board member in January. He also reminded them the next meeting will be January 26 if they get an application. Lehmann and Board members thanked Chrischilles for his service as this was his last meeting. ADJOURNMENT: Russo moved to adjourn this meeting, Chrischilles seconded, a vote was taken and all approved. Board of Adjustment December 14,2022 Page 10 of 10 BOARD OF ADJUSTMENT ATTENDANCE RECORD 2022-2023 7118 1119 12114 NAME TERM EXP. CHRISCHILLES, GENE 12131/2022 X X X PARKER,BRYCE 1213112024 X OIE OIE SWYGARD,PAULA 12131/2023 --- X X CARLSON, NANCY 1213112025 X X X RUSSO, MARK 1213112021 X X X Key: X=Present 0=Absent OtE=Absent/Excused --—=Not a Member Item Number: 4.c. CITY OF IOWA CITY COUNCIL ACTION REPORT April 4, 2023 Historic Preservation Commission: February 9 Attachments: Historic Preservation Commission: February 9 MINUTES APPROVED HISTORIC PRESERVATION COMMISSION FEBRUARY 9, 2023 -5:30 PM— FORMAL MEETING EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Margaret Beck, Kevin Boyd, Jordan Sellergren, Noah Stork, Deanna Thomann, Nicole Villanueva, Frank Wagner, Christina Welu-Reynolds MEMBERS ABSENT: Carl Brown STAFF PRESENT: Jessica Bristow OTHERS PRESENT: RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) CALL TO ORDER: Chairperson Boyd called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: None. REVIEW OF THE 2023 HISTORIC PRESERVATION COMMISSION WORK PLAN: Bristow noted the Commission makes a work plan that is supposed to guide the work of the Commission during the calendar year. She stated they have a lot of goals and so it's obvious that they're not going to get through them all so they try to prioritize things. Reviewing the work plan also allows them to talk about what was on the list in the past that was accomplished. Staff and chairperson Boyd went through and synced up ideas and the things that they want to work on with the strategic plan that Council put forth a couple of years ago and they follow that plan. However, the strategic plan changed this year because there is a new Council so they needed to review the plan. Boyd noted when he joined the commission eight years ago the work plan was just a giant wish list and every year they just added things and very few things came off the list. So what they tried to do a few years ago was both align around the work plan and also put items in categories of things to address in the short term and things they need to keep an eye on in the long term. Council updates their strategic plan every few years and they just updated it. Furthermore, in today's Council packet that goes out on Thursday afternoon to City Council from the City staff, the City Manager wrote a memo that Commissions think about the strategic plan in their own work plans and suggested that the next time Council has a work session to talk about divvying up Council members to come talk to Commissions about the plan and how to incorporate it. Bristow stated the goal tonight is to determine what the edits to the plan will be and then to approve a work plan so they can include it as part of the annual report that they send to the State on February 28. HISTORIC PRESERVATION COMMISSION February 9, 2023 Page 2 of 10 The work plan is also sent to the City Manager and City Council every year. Bristow presented a slide show noting having a work plan is required by SHPO. The current work plan aligns with the strategic plan goals. The first is climate action and historic preservation and climate action are intrinsically linked. The National Historic Preservation Act of 1966 was started as a reaction to all of the demolitions and getting rid of all the old materials and all the things that were going on with the modern era post World War II so when talking about ongoing work, there is a background within the National Preservation movement. For example, buildings have an embodied energy, the energy that it took to grow those materials and manufacture the materials and get them to the site and build them and everything. For the embodied energy one way it can be measured is by BTUs which is the energy required to increase the temperature of one pound of water by one degree Fahrenheit and they've calculated the BTU to get one board foot of lumber. So, they have amounts for one brick, one pound of steel, glass, concrete, and aluminum and she noted that a lot of the materials used in modern construction have really high embodied energy, but lumber is pretty low so when they're replacing a building that is constructed of wood with something that's constructed of steel and glass and concrete, they're not only replacing a building but expending so much embodied energy to build that new building. They're getting rid of the energy that exists and have to use all this new energy so there are both of these issues, the replacement and also getting rid of the energy that that is already there. She stated the other important thing with new construction is all of the energy and costs are going to go into materials, very little labor, but if they're rehabbing something and working with an existing building, most of the cost is in labor and that labor is probably someone hired locally so they're keeping the costs local instead of sending it out to wherever all those materials and everything came from. Bristow acknowledged that is important in regard to sustainability in addition to energy efficiency. Boyd noted the way Council set this up is they have seven different things that have values and areas of impact to focus on. In ongoing work section of the work plan the Commission continues to advocate that embodied energy is worth valuing and contribute to the discussion of demolition. As a City we care deeply about climate action but they allow people to pay $50 and demolish a building and let the lands sit vacant. Boyd noted they will continue to advocate that embodied energy is worth valuing and currently the Climate Action Committee does not take that into consideration so they should continue to advocate to fix this. They are saving materials from being sent to the landfills and the embodied energy in existing materials is still measurable. It was suggested to cut the sentence that Climate Action Commission does not take into consideration. Boyd noted it seems like they should just acknowledge that it is not currently part of the plan somewhere. Bristow noted there are items in the climate action plan that relate to this. Boyd agreed but stated there are not specifics about embodied energy and perhaps they should acknowledge it. Sellergren suggested and maybe it can be framed in a way as a goal to be included in the climate action plan. Thomann suggested it be changed to something like advocate to have embodied energy concerns added to the climate action plan. Boyd suggested continuing to advocate that embodied energy is worth valuing and should be included in the City's climate action work plan. They can add what they've saved from landfills is measurable and that energy and existing materials is still giving a reason why. Boyd stated regarding the contributed demolition discussion, the climate action plan apparently is considering how they approach demolition in the City. If they are serious about dealing with climate action, they should be serious about demolition and the waste it produces, the costs to the environment, and even considering dumping fees that doesn't match the $50 fee for demolition. Some cities are discussing removing demolition by right rather than just paying for demolition fee. Citizens are given an opportunity to evaluate the new structure and make sure that the new structure aligns with HISTORIC PRESERVATION COMMISSION February 9. 2023 Page 3 of 10 the expressed values such as do they get affordable housing? Is it energy efficient?Are there sufficient elements of history in the building that should be valued, etc. Boyd noted it was recommended to remove that instead of starting a conversation with staff that deals with sustainability and climate action efforts on a day-to-day basis to see what the HPC and Climate Action Commission can partner on. Bristow stated she actually proposed something related to reducing demolition waste and proposed it to the waste management folks as well as they would need to take the lead on it, and they liked the idea but it was not the kind of thing that could be worked out quickly. She also knows there are some other staff on waste management who are interested in this and have been for a number of years because they used to work together related to the salvage barn. Boyd noted it is the exact same language they approved last year so they're keeping that one in and then the long-term goal is to develop a disaster preparedness guide for preservation. He noted the City and Friends combined were featured in a video recently in terms of the work that they did to preserve historic neighborhoods after the 2006 tornado. He thinks climate change is going to have impact on these historic neighborhoods and it is an important part of what they should think about in the long term. Bristow noted the Commission and Friends did get a national award for how they helped the community respond to the tornado. Next value is social justice, racial equality and human rights. Boyd included a list of properties for discussion and Bristow added a couple, for instance, the Unitarian Universalist Church held a dance party for gay men that was raided by law enforcement and it's still standing, and it's become a local landmark. They had social events in their basement a lot. The Haddock House is the home of Emma Haddock, the first woman to practice law in federal court, it's also called the Crag. It's a concrete block construction and is a real unique house and inside it's more intact than they might think. There was also the Civil Rights grant a few years ago that listed Tate Arms on the National Register and has a nice sign educating the public and so does the Iowa Federation Home. Boyd also included the brick duplex on Iowa Avenue that's painted on one side and just bare brick on the other, it was the home of one of the early sheriffs who was a fierce abolitionist and in his backyard on the other side of the creek, which is now Jefferson Street, was a barn that was used when John Brown came through with some of his arms and freedom seekers, they stayed in the house and the freedom seekers stayed in the barn out back, so that house has been preserved. It was saved through the tornadoes and was preserved. Boyd noted as they are digitizing more, they're going to discover more things and because they have preserved some of these neighborhoods, they have preserved things that they didn't know maybe had these deep histories like the second woman owned abortion clinic in the country was in Iowa City and it was a house on Dodge Street that is part of the Brown Street Historic District. The clinic was only there for maybe six months, but it was there and because of the Brown Street Historic District it is preserved, and that house remains. Boyd stated the short-term goal of ongoing work was identifying opportunities to highlight the City's history as a leader in these issues, preserve the stories and structures, particularly as the 1960s and 70s homes become historic, and structures become historic. Another short-term goal is to partner with Parks and Recreation Commission, the Public Arts Commission, Lucas Farms Neighborhood and other community organizations to make Oak Grove Park a public space that honors the site's heritage. That park was originally home to four or five Mexican families, immigrant families, who were working on the railroad and built their houses out of the leftover structures from the rail yard there. The park is up for a redesign in 2026 and that seems like an opportunity to rename it to something that honors that and find other creative ways to celebrate that history. HISTORIC PRESERVATION COMMISSION February 9, 2023 Page 4 of 10 Boyd noted he often gets asked what's the significance of Oak Grove Park, there was an Elm Grove Park where the Johnson County Administration Building. For Oak Grove Park the City bought this land from the railroad and named it in honor of the original park, but it's not like a deeply meaningful and it's not necessarily a name that it would be sad to be changed out. Boyd noted the City just bought several of these properties over there to either expand the park or include as part of the new potential new train station if there's passenger rail created. Bristow assumes those houses would come down there if the passenger rail is created. She is assuming that there's nothing spectacular about them, but the Mexican barrio, as it was called, was in this area with some of the small houses at the time that were in this area. Bristow stated next is partnership and engagement is one of the values and is also something that's included in the annual report. She noted they do have their annual awards and they'll carry that on, this year is the 4016 so they should celebrate and try to work on something special for that. Boyd discussed two short-term goals, a while ago they worked with the Downtown District and passed a framework to include economic tools for opt-in incentives for local landmarks. They sent it to City Council where they talked about it but no one provided any feedback on what that conversation was. So he wanted to include it as an opportunity and they should ask what happened to that conversation. They've also got several new Council members so it might be worth asking as a short-term goal. The other was the Montgomery Butler house, the Butler's are thought of as the godparents of Iowa City when Iowa City was trying to become the state capitol. There were no structures for the legislators to meet and several other cities had structures for people to meet in so the Butler's tried to convince the legislature to meet in Iowa City and built a rickety structure that was a hotel called the Lean-to Capitol because it wasn't a real sturdy building. But that's where they met for the first legislative session. In Iowa there were laws that required new black citizens coming to the state to get a white person to sponsor them and basically sign a bond that says they promised this person is a good person more or less. The Butler's then signed for the first black family to move to Iowa City and they had their own history as well. When Walter Butler died, his wife remarried to Mr. Montgomery and they had their country home and operated a ferry across the river. When the bridge was built it was called Butler bridge. Anyway, the Parks and Recreation Commissions noted most people consider this land a park but it is actually land managed by public works because it's the waterworks land and parks has to do some minor upkeep of the building, which is not in great condition. The city acquired it in 1997 and agreed at the time to just keep it in moth balls until the funds became available to do something with it. Well it's been 25 years now and they haven't but this Commission and the Parks Recreation Commission unanimously passed to ask Council to create a working group of people from both of Commission's and maybe other members of the public to just think about what to do with it. One of the suggestions from a participant at the Parks and Rec meeting was to secure it in a way to let it be ruins and it doesn't need to be a functional building, it could just be a structure that exists with some story telling about the Butler's and their history and what the site was. There are options that don't need to be a lot of money but if they don't do something with it, it's going to have to get torn down and ended up as landfill waste. So this is an opportunity to work together as Commissions and follow up with City Council and ask them if they have thoughts on it. Council is not required by any measure to do anything asked of them but if engagement and partnership are there they are likely to listen. Boyd noted when they talked to Julie Johnson, the director of parks, she agreed it can't be a museum but there's plenty of options somewhere between a restored structure that's open to the public and HISTORIC PRESERVATION COMMISSION February 9, 2023 Page 5 of 10 something that is preserved in a way that is allowed to just exist that doesn't provide safety risks or other risks. Sellergren asked how the log cabins in City Park were dealt with in terms of being closed up, were they ever opened up say for City functions. Bristow doesn't know but noted when they got the grant to do the roof they wrote about how they're used for formal things so she is sure that the doors are locked. Bristow added one more thing regarding the Butler house, the City got multiple grants, one to study the history, one to do a feasibility report about what it could be used for and then they got a grant to mothballed it as well. So the State gave at least three grants thinking that was also an important building with history. Boyd noted there was an agreement that the City had to sign with SHPO in order to acquire this land and there was some sign off issue that they had to mothball it and restore it when funds became available, but that part has been forgotten as that agreement is now 25 years old. Bristow stated the City has at least one lateral file cabinet drawer full of non-digitized documentation about this property. Boyd noted the library has historic newspapers for more information as there's a lot of history here. But again, he doesn't think it needs to be restored as a restored structure, it just needs to be stabilized and a plan. Right now they've been ignoring it more or less, and putting band aids on it for 25 years. Bristow added it is a stone house but the porches have been removed as part of the mothballing. However, the structure that remains is a hefty structure. Boyd explained that a participant at the Park and Rec meeting, Mary Bennett, suggested there's examples in other cities and other states where they have these old structures that aren't really in a place to be used but are stabilized in a way and left there as monuments of what they stood for and they don't really have to come down. Additionally, they don't need a lot of maintenance, so that is a really interesting idea given its placement. Stork asked is there any precedent for this limited restoration type approach. Bristow noted where she went to architecture school in Lawrence, Kansas, out in the country there's a big stone schoolhouse that has no roof and part of one corner is kind of gone, but the architecture students stabilized the stone by pointing it and then one of the architecture classes built an independent roof that doesn't touch the building but protects it from further deterioration. For a while it was starting to fall apart and they did fence it off so that they could work on it more so they had to be cognizant about its condition over time but it just was there. Boyd noted he was in Portland and there was like a little development around the walls of a structure that protected it in a similar way. Beck asked what the interior materials are, is there a wood floor or wood trim anything. Bristow believes it has plaster over stone walls and it's not in great condition right now so it would take some work beyond just cleaning it up to make it passable. Sellergren asked if the City has owned this since 1997, and done nothing to it, why did they want this property. Boyd explained it was part of a larger property that included the land they wanted for the water treatment facility. Wagner stated if there wasn't the history of the house, it would probably be long gone by now. Boyd stated it feels like it needs to be addressed, there's certainly a grant to find a way to cover many of the costs, and there's a lot of opportunities to address it in a way that is respectful to the history like stabilizing with a plaque that explains the story. He noted there's very few structures as old left as they don't have a lot of pre-Civil War structures left. HISTORIC PRESERVATION COMMISSION February 9, 2023 Page 6 of 10 Another of the goals is housing and neighborhoods. This has two pieces, one is ongoing work with the Historic Preservation Fund and partnering with neighborhoods interested in historic preservation. A long-term goal is working to get form-based code in,areas that are adjacent or surrounded by historic districts. Boyd noted there's a handful of places that are almost entirely surrounded by historic districts or adjacent to historic districts and those feel like really great opportunities for form-based code. He explained form-based code is a zoning that cares more about the form of the building than the use of the building so there's more flexibility for the developer to make buildings that look and meet the form, there's a lot more flexibility on the use, whether it's more housing, higher density, or live/work spaces or other type of commercial first floor types of things. He feels these are really critical and in areas where there's a lot of developmental fights often so this is a solution to help transition from historic neighborhoods to areas aren't protected and also helps mitigate some of the neighborhood fights that happen in these areas. For example, there was a particular property that's just outside of the GoosetowntHorace Mann Conservation District, literally next door to a historic house that is protected, and there was a big fight so this just seems like a pretty easy solution and the City wants to move to form-based code anyway. Reynolds asked for more definition of form-based production. Boyd explained when they set the kind of the zoning, there's a zoning overlay where they provide architectural details about what to expect the buildings to look like for new construction. Sometimes cities will pre-design things that developers can just get the plans and take them to action but it's for new construction in those areas that is more focused on the building form and in exchange for focusing on the form it gives flexibility on use. For example they can have a live/work space where maybe the first floor is like a law office and the second floor is a residence and it may be in the middle of a neighborhood. Ann Conners Dentistry is an example of what could happen with form-based code, having a dentist office in the middle of a residential neighborhood. The City just passed form-based code for new south side areas to offer more flexibility and more density in those areas. Bristow stated this also can fit with historic neighborhoods, perhaps there can be a little grocery store on the corner that fits within historic neighborhoods so there are not small houses and then a giant commercial building or a giant multifamily building next to it. Reynolds noted one situation where this doesn't work out well has been with the Kum and Go stations, they turned them around to have the building facing the streets rather than the gas pumps and now they have to have some kind of street facing window so now it is just a blank window where they keep all their storage. Boyd is not sure if that is part of the form-based code but does think there's some design reivew in places too that require certain things. He stated as they're thinking about form-based code the City should think about these areas that are completely surrounded by historic districts if existing structures are torn down and new things are built there it's inevitably going to be a fight unless they are in front of it and thoughtful about what those things look like. In the neighborhood realm, the Historic Preservation Fund is an ongoing success. Bristow noted there are two houses, one they've given multiple grants to turn the house into something spectacular. They were able to help a nervous homeowner utilize her insurance plan to remove all the aluminum siding and she got a grant to cover what they wouldn't pay for. The goal is to maintain neighborhoods and the quality of the neighborhood is important. Boyd talked about the idea of historic neighborhoods, they were designed for a variety of income levels to be in existence all in the same neighborhood, they can have a very small house on one side, the other side is pretty modest, and just down the street is a much larger house, all of those on the same block. That doesn't really exist in a lot of new developments and that's what the City is trying to get back to. HISTORIC PRESERVATION COMMISSION February 9, 2023 Page 7 of 10 Lastly Boyd discussed preserving the heritage, it is not just part of the City's values, but it's just part of the core mission. Bristow showed photos of some of long ongoing projects. First was the Summit Street monument where the DAR, back in the 30s, put the plaques. She showed the monument on Court and Summit that marks the southeast corner of the original plat of the City. They got a grant to have a conservator come and study the monument and give recommendations for what to do about it and the general idea is that it probably needs to be moved inside into a museum type setting and then a replica made that goes in that location because it's going to deteriorate from acid rain and the plaque leaching on to it. They reached out to the Old Capitol about it and they weren't interested so maybe City Hall is an option. Boyd stated it literally is the oldest structure in the City as they put it up shortly after they platted the City as this was an oversized survey marker so it needs to be addressed otherwise it will continue to deteriorate. Bristow said they need to figure out where it's going to go, how to pay for getting it there, making a replica and making signage. Next is the Sanxay-Gilmore House, which they do believe is the oldest house within the City limits, the original City limits, because there is one up Park Road, but this is where there was an agreement between the City and the University to move it and make it the nonfiction writing program across the street, but it came in at $2 million to move and rehab it so the University said no and instead they're building a new nonfiction writing building on the spot that the Commission thought was the best place to move the house. It would have been across from the University President's house. The City was, at that time, willing to give the lot across the street from the current location to somebody who would move it, which is a good incentive to get either a premium lot to move it on, or potentially part of a three-way property deal where they move the house to another site that's better for the house and use that lot for something else. So it seems that there's an opportunity to market that and Friends have been working on this particular issue as well. Bristow noted another thing on preserving heritage is to update the College Green Historic District, this house was at 623 College Street and around Halloween 2015, it got struck by lightning and the roof caught on fire and it subsequently got flooded by the fire hose water. Over time it molded. At the same time on Iowa Avenue, there were two houses that were going to come down because of a developer so it was decided to try to relocate one and move it to the College Street location. Staff talked to SHPO before they moved the house to see if they would support it remaining a contributing property in this district and they supported that. Now they actually need to go through the motions, edit the historic districts so that the National Park Service also recognizes that as a contributing property and so that if any future owners want to do something they can get tax credits or whatever. Boyd noted the previous city attorney suggested they update the maps that list key properties contributing and non-contributing. He went through several of the district's a while ago and then made a plan to do three or four districts a year but that just hasn't happened because of lack of staff time. Bristow noted how they classify the properties, how they can adjust guidelines, or the need to update the maps and the classification of properties over time is one thing but changing the National Register nomination is another. All national register historic districts can be updated with supplemental information, so that if they did have a property that wasn't contributing on the National Register nomination, it can be updated to count that as contributing as there are two levels. They should at least go through the maps and revisit the classifications of the properties as they regulate them locally. They should also, at least for this house because it actually relocated, change the National Register nomination. Next onto the house at 2040 Waterfront Drive, at the same time they got the grant for the Summit Street monument the City got a grant to study this house. They knew it was old, it is Friendly Farm, and HISTORIC PRESERVATION COMMISSION February 9, 2023 Page S of 10 there's a barn there. They thought it was the house of Cyrus Sanders, who was the surveyor who helped plan the City but that was actually not what they found out. They did an intensive site inventory form on this property and found it was Cyrus's brother's house, Richard. Richard actually came first, and then Cyrus came and there's a whole story now in the site inventory form. It was discovered that even though it's not Cyrus's House, the house would still be eligible for listing in the National Register. Cyrus's house, which was total Gothic Revival and is illustrated on one of the old City maps, is just north of that in the middle of the mobile home park. It's covered in vinyl siding and has a fence around it, but it exists and maybe one of their historic barns is there too, which is exciting. So they got this intensive site inventory form, the historian stated it's eligible and staff has done nothing, but anytime they are ready to present it to this Commission they will proceed with that again. The Commission discussed some wordsmithing of the document. MOTION: Wagner moved to approve the 2023 Historic Preservation Commission Work Plan as amended in this meeting. Thomann seconded the motion. The motion carried on a vote of 8-0(Carl Brown was absent). REVIEW OF THE DRAFT 2022 CERTIFIED LOCAL GOVERNMENT ANNUAL REPORT: Bristow stated they will present this to Council. She noted there's a national component and a local component. The National Historic Preservation Act of 1966 and all of its amendments started the certified local government program, basically because it started SHPO. SHPO gets a historic preservation fund from the feds every year and they distribute it as grants and all sorts of other things that they do that are part of the Preservation Act and part of the CLG program. Iowa is one of the most active CLG programs in the nation. Iowa City has historic districts and conservation districts, all of the historic districts are also listed in the National Register of Historic Places but the conservation districts have no national register components, it's only a local designation. Similarly, there are individual landmarks that are listed in the National Register. There are also local landmarks and there's National Register landmarks that aren't local landmarks. Bristow noted the City also has two historic districts that are listed in the National Register and don't have a local component. One is the Melrose Historic District, south of the hospital and along Melrose and most recently was the designated Downtown Historic District, both of those have no local component. There was a nomination for Manville Heights that never went through and now it's probably not quite eligible because of the amount of changes so it would have to be reevaluated. The City also has a national registered district that was opposed by enough owners, it's the Clinton Street and Railroad Depot Historic District. The floods caused the loss of the Saban School, which was down there in the south side, and when that happened there was an agreement made between FEMA and SHPO who did a study of the general area to see what other resources were there and the consultant found this historic district. However, because the owners opposed the district, the National Park Service only provided an opinion of eligibility. If the owners ever come back and rescind their opposition to the district, then it would automatically be listed, it wouldn't even need to be reviewed again. Bristow showed a map of all of the districts along with the landmarks. She noted this Commission has12 seats, three of which are open, last year, they only had 11 meetings because they skipped December and didn't need additional meetings. The Commission doesn't technically have a budget because it's part of the Neighborhood Development Services budget, but they do an annual mailing that costs about$450 and about$750 for training and other expenses. The Historic Preservation Fund has always been $40,000, this year it was raised to$42,000. The report then goes on and talks about the HISTORIC PRESERVATION COMMISSION February 9, 2023 Page 9 of 10 National Register properties first, because that's what most of the CLG communities have, and they list any properties that had work done to them. The Commission reviewed about 36 properties that were altered. The next part of the report talks about the local designations and the Commission did locally designate one landmark last year, the John and Anna Vrchoticky Prybil Cottage. The report also discusses public education and how they assist with other groups and how they assist property owners. This year they had 89 applications for historic review out of 246 inquiries. Sometimes that's multiple inquiries on a property but only counted once. 2021 was the biggest last year, there was 276 inquiries and 118 applications. Public education outreach includes annual awards, and this year is the 40th annual. The report asks about challenges and successes, challenges being open positions on the commission, lack of contractors and people who can draw things, successes being the historic preservation fund increase. MOTION: Beck moves to approve the 2023 CLG annual report as amended. Sellergren seconded the motion. The motion carried on a vote of 8-0 (Carl Brown was absent). REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF: Minor Reviews: 533 South Lucas Street Basement window replacement and egress window installation. This house needed a basement egress window, and the ground actually slopes so much away from this house that their window well will be about eight inches tall so they're just going to use landscaping limestone block for that instead of trying to match the foundation. They also had some other deteriorated basement windows that were approved to replace as well. CONSIDERATION OF MINUTES FOR JANUARY 12, 2023: MOTION: Sellergren moved to approve the minutes of the Historic Preservation Commission's January 12, 2023, meeting, as written. Beck seconded the motion The motion carried on a vote of 8-0 (Carl Brown was absent) COMMISSION DISCUSSION: Bristow discussed finding a time for the March meeting, March 14 would fall during spring break and they may not be able to have a quorum, March 22 or March 23 may work so she asked that Commissioners hold those dates until she can confirm. ADJOURNMENT: Thomann moved to adjourn the meeting. Reynolds seconded. The meeting was adjourned at 6:50 pm. HISTORIC PRESERVATION COMMISSION ATTENDANCE RECORD 2022-2023 TERM 2/15 3110 4114 5/12 619 7/14 8111 918 10113 11/10 1/12 219 NAME EXP. BECK, 6/30/24 X X — X O/E O/E X X O/E X X X MARGARET BOYD, KEVIN 6/30/23 O/E X X X X X X X X X X X BROWN, 6/30/23 O/E X X O/E X X O/E X X X O/E O/E CARL DEGRAW, 6/30/22 X X X X X -- — — SHARON ECKHARDT, 6/30/24 — X X COLE — KUENZLI, 6/30/22 O/E X X X X — — — — — CECILE LARSON, 6/30/24 X O -- X X X O/E O/E O — — KEVIN SELLERGREN, 6/30/22 X X X X X O/E O/E X X X X X JORDAN STORK, NOAH 6/30/24 X O/E X O/E X X X X X X X X THOMANN, 6/30/23 X O/E X X O/E X X X X X X X DEANNA VILLANUEVA, 6/30/25 — X X O/E O/E X X X NICOLE WAGNER, 6/30/23 X X X X X X O/E X O/E X X FRANK WELU- 6/30/25 — — X X X O/E X X X REYNOLDS, CHRISTINA KEY: X = Present O = Absent O/E= Absent/Excused — = Not a member Item Number: 4.d. CITY OF OF IOWA CITY COUNCIL ACTION REPORT April 4, 2023 Library Board of Trustees: February 23 Attachments: Library Board of Trustees: February 23 rAW PUBLIC LIBRARY Iowa City Public Library Board of Trustees Meeting Minutes February 23, 2023 2nd Floor- Boardroom Regular Meeting - 5:00 PM FINAL Carol Kirsch - President Joseph Massa John Raeburn Tom Rocklin -Vice President Claire Matthews Hannah Shultz DJ Johnk - Secretary Robin Paetzold Dan Stevenson Members Present: DJ Johnk,Carol Kirsch,Joseph Massa,Claire Matthews, Robin Paetzold,Tom Rocklin, Hannah Shultz, Dan Stevenson. Members Absent:John Raeburn. Staff Present: Elsworth Carman,Sam Helmick,Anne Mangano,Jen Miller, Brent Palmer,Jason Paulios, Katie Roche. Guests Present: Charlie Johnk,Grace Le Sage. Call Meeting to Order. Kirsch called the meeting to order at 4:59 PM.A quorum was present. Approval of February 23, 2023 Board Meeting Agenda. Matthews made a motion to approve the February 23,2023 Board Meeting Agenda.Johnk seconded.Motion passed 810. Public Discussion. Paulios introduced Grace Le Sage,new practicum student at Iowa City Public Library from the School of Social Work at the University of Iowa. Le Sage is a senior researching social work services in library settings. Items to be Discussed. Director's Evaluation.Carman requested his evaluation be conducted in a closed session.Stevenson made a motion to adjourn the meeting pursuant to Iowa Code section 21.5.1.1 for the purposes of evaluating the Library Director. Rocklin seconded.Motion passed 8t0 by roll call vote: Kirsch,Matthews, Rocklin,Johnk, Stevenson,Shultz, Paetzold, Massa.The meeting closed at 5:03 PM. President Kirsch reconvened the meeting at 5:43 PM.The evaluating committee recommended increasing Carman's salary by 3%.Johnk made a motion to approve the salary increase. Paetzold seconded. Motion passed 8/0 by roll call vote:Kirsch, Matthews, Rocklin,Johnk,Stevenson,Shultz, Paetzold,Massa. Set Calendar for Next Fiscal Year.Matthews asked if one day for staff training at Inservice Day was enough. Carman shared historically Inservice Day has been held one full day a year in a desire to be open to the public I/you will need disability-related accommodations in order to participate in this meeting,please contactlen Miller,Iowa City Public Library,at 379-887-6003 or jennifer-miller@icpLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY PUBLIC LIBRARY as much as possible.Carman felt two days a year would be beneficial and is interested in benchmarking with other libraries. Kirsch said there was a tremendous amount of work and fair amount of expense involved in Inservice Day that should be considered.Carman felt more frequent trainings would provide focused time for regular procedural training like fire drills,which may require less prep time.Carman spoke with Terri Byers about the calendar for union conflicts and Byers supported the document.Johnk made a motion to approve the calendar.Shultz seconded.Motion passed 810. Staff Reports. Director's Report.Carman noted parking changes were supported as expected.Carman was pleased to see patron behavior returning to a moderate level. Iowa Legislative Update. Carman shared there are a number of proposed bills staff are monitoring and concerned about.The Leadership Team has connected with City Legal,the Law Library,and the State Library to do a close review of the text in the bills proposed.Carman noted the update Mangano wrote for the Board Packet.Carman said newly introduced Senate File 356 proposes property tax reforms that specifically strikes out library levies.This would have a negative impact on all Iowa libraries that currently have a levy,including Iowa City Public Library.Carman thinks the amount of legislation targeting libraries is significant and scary. There are threats to access of materials,governance and oversight,and funding.Logistically implementing any of the proposed restrictions would take immense and specialized staff power to change policies, material records, borrower records,and tax reform. Helmick,Mangano,and other Coordinators are acting where there is appropriate action to take. Matthews asked if there was a recent vote. Helmick said yes,senate subcommittee hearing on bill 1145 would allow books banned in one school district to be banned across all school districts in Iowa.The Iowa Library Association sent Michelle Kruse,School Library Association President,to speak to the untenable logistics regarding this bill.Carman said as you dig into the language of the bills there is a clear focus against LGBTQ material and any lived experience outside of white people.Carman said you could easily cover these bills in a news story making it seem logical and beneficial to the community. Kirsch,as a former state employee,felt the scariest bill proposed is the reorganization of the State Library. Mangano said changing who oversees the State Library would directly tie to library accreditation.The proposed bills could put the library in a position of choosing between adhering to professional ethics or law. Carman said the loss of accreditation with the state would be significant.Helmick shared there will be a phase two of the reorganization bill and now is the time for our community to share their voices.Massa asked if any of the library groups are trying to reach out to conservative legislative members to reason with them.Massa believes Republicans will close ranks if it turns into an argument of right vs wrong. Helmick shared as a Republican and as President of the ILA they have spoken directly to Republican leaders.Carman said there is very organized citizen activity around material access such as Moms for Liberty and Gays against Groomers. Carman felt it was important to reach groups across the political spectrum to explain why these bills are damaging. Paetzold noted the recommended action steps and suggested strategizing how the Board should approach this.Rocklin and Shultz agreed that a Board statement would be appropriate. Paetzold suggested forming a committee to draft the statement.Carman thought a Board statement would be useful and could be applied in multiple places.Carman noted Mangano's Legislative Update and felt it could serve as a basis to start from. Kirsch asked if any Trustees would be interested in serving on the committee. Rocklin asked if ILA had any talking points to go from. Helmick shared they have personally made statements but noted ILA is reluctant to do so because they aren't sure if the State Librarian would survive that.Matthews noted ILA's Call to Action letter. Rocklin and Matthews agreed that Mangano's report could be used.Carman felt a Board Statement would be an opportunity to explain the situation using accessible language and noted the intentionally I f you will need disability-reloted accommodations in order to participate in this meeting,please contact./en Miller,Iowa City Public Library,at 319-887-6003 or Jennifer-miller@icptorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY rjW PUBLIC LIBRARY exclusionary way legal documents are penned. Matthews&Johnk volunteered to serve on the committee. The Trustees tentatively chose to meet before March 71h for Advocacy Day. Matthews left at 6:07 PM. There was discussion about the date for the next meeting and travel to Advocacy Day.Monday, March 6,2023 was proposed for a Special Meeting of the Library Board of Trustees. Children's Services.Pilkington absent. Kirsch asked how ICPL partnered with Moline Public Library for the Lunar New Year program. Paulios said Moline saw our event and inquired about it. Collection Services.None. IT.Johnk appreciated the report. Development Report.None. Miscellaneous:News Articles.Kirsch liked the articles created by staff Librarian,Anne Wilmoth. President's Report. Appoint Nominating Committee.Raeburn,Paetzold,and Kirsch will serve on the nominating committee. Announcements from Members. None. Committee Reports.Johnk shared there was a Foundation meeting. Roche said the main talking points of the meeting were shared in the Development Report.Roche is writing a business plan for the Foundation. Communications. None. Consent Agenda.Johnk made a motion to approve the Consent Agenda. Rocklin seconded.Motion passed 8t0, Kirsch asked about adult material gift books on page 40 of the Disbursements Report. Miller explained it is the name of the account gift books are purchased from.Mangano shared that the Library gets money from the Friends Foundation for the purpose of purchasing books with specific topics. Roche shared there have been many recent donations for adult materials. Set Agenda Order for March Meeting. Johnk made a motion to approve the March meeting as proposed.Shultz seconded.Motion passed 7t0. Adjournment. Kirsch adjourned the meeting at 6:20 PM. Respectfully submitted, Jen Miller If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Miller,Iowa City Public Library,at 379-887-6003 orjennifer-miller@&pLorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. N O x WO x x x m 0 N 0 m N N N X X X X X X X It O fi N N O x x N O N O \ p X N N O N X T X X X X N N O N X X X N O O e x x x x x x N O ~ N X X C 0 X X O N p O � m H 2 T U C h m n m m M1 vi ut h m Z E V n Q w 2 r[ V Z ro Q Z C t � « VO Oe _ E m i d ` O { X O1 2 L 0 2 S Item Number: 4.e. CITY OF IOWA CITY COUNCIL ACTION REPORT April 4, 2023 Library Board of Trustees: March 6 Attachments: Library Board of Trustees: March 6 -4WW IOWA CITY r�W PUBLIC LIBRARY Iowa City Public Library Board of Trustees Meeting Minutes March 6, 2023 2nd Floor- Boardroom Special Meeting - 4:00 PM FINAL Carol Kirsch - President Joseph Massa Jahn Raeburn Tom Rocklin -Vice President Claire Matthews Hannah Shultz DJ Johnk- Secretary Robin Paetzold Dan Stevenson Members Present: D1 Johnk,Carol Kirsch,Joseph Massa,Claire Matthews, Robin Paetzold,John Raeburn, Tom Rocklin,Hannah Shultz,Dan Stevenson. Members Absent: None. Staff Present: Elsworth Carman,Sam Helmick,Anne Mangano,len Miller,Katie Roche. Guests Present: None. Call Meeting to Order. Kirsch called the meeting to order at 4:00 PM.A quorum was present. Approval of March 6, 2023 Board Meeting Agenda. Shultz made a motion to approve the March 6,2023 Meeting Agenda.Johnk seconded. Motion passed 9/0. Public Discussion. None. Items to be Discussed. Review and Adopt ICPL Board of Trustees Statement Concerning State Legislation Ramifications for Public Libraries. Johnk shared the committee chose to focus the main intent of the statement on the reorganization bills.Johnk gave tremendous thanks to Matthews and Mangano.Matthews noted the recent ILA statement on intellectual freedom and felt it might be added to the statement.Matthews felt the public might not be as aware of the bill to reorganize the State Library. Paetzold asked who the target audience is for distributing the letter.Johnk said newspapers.Matthews said the general public. Kirsch asked for clarification on the second to last paragraph.Johnk said if the Library gets to an impasse choosing between our values or remaining open, ICPL may need to reevaluate our standing with accreditation.Rocklin clarified that the library might be put in a position where it doesn't seek reaccreditation because doing so would be in direct conflict with library values. Paetzold agreed it could be in direct conflict with library ethics on a national level.There was discussion about rephrasing the paragraph for clarity or excluding the paragraph due to the jargon of accreditation. Paetzold suggested a conflict could be quickly approaching between libraries and the State. Paetzold said the I f you will need disability-related accommodations in order to participate in this meeting,please contact len Miller,Iowa City Public Library,at 319-887-6003 or jennifer-miller@icplorg. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY PUBLIC LIBRARY problem wasn'tjust theoretical with library accreditation guidelines becoming inconsistent with national library standards. Matthews suggested rephrasing to,"weigh the value of state library accreditation against national library standards". Massa asked what accreditation does for ICPL.Johnk said accreditation allows ICPL to participate in inter- library loans and receive funding.Paetzold said accreditation is a national standard for libraries.Johnk shared ICPL would lose the ability for school kids to check out books with their AIM cards. Paetzold said accreditation is the backbone of ICPL's intellectual freedom argument as an institution. If ICPL loses accreditation there is only a philosophical argument and not an operational one.Carman said to become accredited we submit a lot of data to the State Library such as what we do,who we serve,our operational standards,staff education requirements,etc.Carman worried the State could add new data points to their accreditation requirements such as filtering internet stations or restricting materials with critical race theory to minors.Massa asked if accreditation affects the library budget.Rocklin confirmed yes, ICPL would be very hard pressed without it. Mangano asked for clarification on the final language of the statement. Matthews suggested rephrasing the last few words, national library standards to core library standards.There was consensus among the Trustees to change the line. Raeburn doesn't think people understand accreditation and it is better to get rid of it as it isn't essential to the argument.Shultz suggested keeping the intent of the sentence but removing the word accreditation. Helmick suggested changing the wording to"accreditation which is necessary for state funding to align with core values".Stevenson liked this suggestion as it clarified the relationship between funding and accreditation. Matthews suggested replacing the word accreditation with State support.Massa supported the change. Kirsch agreed. Carman inquired if the statement should state the reorganization bills are proposed.Johnk said the committee discussed this and felt it was important to share the bill is coming and that is where the intentions lie. Matthews said the bills are moving fast with lots of support; people view them as a money saver.Raeburn asked if other local libraries are making similar statements.Carman said he wasn't aware of any. Raeburn noted recent articles by The Gazette and New York Times showcasing how wonderful libraries are and felt if other libraries were writing similar statements it could become a story.Johnk agreed.Carman said staff could engage other libraries in this conversation and when the last Board statement came out other libraries on a national level followed with similar statements. Raeburn felt the State was making a shameless power grab. Matthews said the Governor's office is doing this to have more control over salaries. Kirsch asked if the State Library reports to a Board with control to hire and fire.Carman said yes, but noted the Commission could be eliminated. Paetzold said there have been long held vacancies on the Board because the Governor has refused to fill them. Helmick said historically the seats on the Board have been required to be bipartisan. Paetzold noted the bipartisan seats have remained empty for a very long time. Rocklin made a motion to approve the statement with the amendment of one sentence.Shultz seconded. Motion passed 910. Paetzold asked how the statement would be distributed. Matthews said it would be distributed the same way the last statement on intellectual freedom was shared.Johnk agreed.Mangano shared staff would take care of distributing the statement to local news outlets. Adjournment.Kirsch adjourned the meeting at 4:24 PM. Respectfully submitted, Jen Miller If you will need disability-related accommodations in order to participate in this meeting,please contact Jen Miller,Iowa City Public Library,at 379-887-6003 arjennifer-milter@icpl.org. 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