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Home My WebLink About2003-06-10 Bd Comm minutesApproved MINUTES HISTORIC PRESERVATION COMMISSION THURSDAY, MAY 8, 2003 CITY MANAGER'S CONFERENCE ROOM MEMBERS PRESENT: Richard Carlson, James Enloe, Michael Gunn, Michael Maharry, Mark McCallum, Jim Ponto, Amy Smothers, Paul Sueppel, Tim Weitzel MEMBERS ABSENT: STAFF PRESENT: Shelley McCeffer~y OTHERS PRESENT: William Downing CALL TO ORDER: Chairperson Maherry called the meeting to order at 7:02 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Gunn suggested thet the Historic Preservetion Commission members wear nametags et meetings end other events at which Commission members perticipete. He seid that then visitors would be eble to easily identify Commission members as such. McCaffer~y said she would get nametegs. In response to e comment et a City Council meeting, Gunn suggested finding out if enyone in Goosetown would be interested in petitioning to have the eree made a conservation district. Maharry stated that the guidelines say the Commission can initiate designetion of historic and conservation districts, and the Preservation Plen recommends designation of districts. He steted that the Preservation Plan was approved by City Council. Meharry seid he thinks it would be a good idea to designate Goosetown as a district. He said the one sticking point would be the delineation between the North Side and Goosetown. Meherry pointed out that the house at 512 Church Street wes thought to be in Goosetown, but the mep shows it es being pert of the North Side. Ponto said the Friends House is ectually in the style of Goosetown houses. Regarding finding a dividing line between the North Side and Goosetown, Gunn said the survey work done by Marlys Svendsen would be a good piece to stert. Ponto added that Mery Beth Slonneger might also have ideas on a dividing line. Sueppel asked if Goosetown wes the officiel name of the area. McCafferty said thet historically the area has come to be referred to as Goosetown. McCafferty agreed that the Svendsen surveys that deteil erchitectural history and features would be a good place to starL Maharry asked if there is a neighborhood association in the area. McCafferty said Goosetown has a neighborhood association, but she did not know how active it is. Maharry stated that the City Council passed the second reading of the College Hill Conservation District on a vote of 5-0. He seid the third reading is yet to come. CERTIFICATE OF APPROPRIATENESS: 1030 E. BURLINGTON STREET. Maharry stated that Commission members did not receive their informational packets until Tuesday, the day after the College Hill Conservation District was voted on a second time, so that members did not know that Downing would have e certificete of epproprieteness before the Commission. He said thet Downing did speak in support of the conservation district. Maharry said he wanted to point out that this was not a potential quid pro quo situation. McCafferty said this is an application for a certificate of appropriateness for a property in the proposed College Hill Conservation District. She said that to receive a building permit, the owner must follow the Historic Preservation Commission Minutes May 8, 2003 Page 2 preservation guidelines. McCafferty said the owner would like to add a wide dormer to the rear of the house and proposes to match the materials currently on the house. Ponto asked Downing if he intends to leave the porch area intact. Downing confirmed this. Carlson said to meet the guidelines, the dormer must be at least three feet from each of the gable ends of the house. McCafferty said there is an exception to the guidelines for conservation districts. Carlson said there is an exception for large dormers, but there is not an exception to the three-foot rule. McCafferty read from the guidelines, "Dormers may be larger than those commonly found in the neighborhood, provided that they dormer does not seriously alter the character of the building." McCafferty read "Disallowed: Adding dormers that are closer than 3 feet to an existing gable end or hip. The intent here is to avoid interrupting the original roof lines." Downing said it did not. McCaffedy stated that on the cer[iflcate she could specif7 that the dormer must be at least three feet from the gable ends of the house. Weitzel asked what the chimney material would be. Downing said the chimney would be made of frame lumber. He said he cannot use masonry here, because the structure would not hold it. McCafferty said the proposed chimney would use the existing chimney pipe. Downing said the metal chimney pipe services the existing fireplace, and he is considering adding a fireplace to be served by the same flue. McCafferty asked if stucco on the boxed chimney would be acceptable to the Commission. Gunn commented that a house in the Summit Street District ended up with a stucco chimney. Weitzel said he would be happy with stucco. Carlson asked if the window size would be the same as that of the windows on the first floor. Downing replied that the windows would be the same size as those below, 30 x 60. Carlson commented that typically a dormer window is a bit smaller than the window below it. He said he has seen dormer windows the same size as those below, but that has usually been on a building with a longer roof pitch. Downing said that the attic windows on the gable ends on either side of the house are of the same 30 x 60 size. Carlson said the window dimensions meet the guidelines, as far as he is concerned. He said that even with meeting the guidelines, the window looks a little big, but there is not anything to be done about it since it does meet the guidelines. Enloe said he does not think it is a jarring difference, since the dormer would be on the back. MOTION: Smothers moved to approve a certificate of appropriateness for the addition of a dormer to the rear of a house at 1030 E. Burlington subject to the following: 1) the dormer must be at least three feet from each of the gable ends of the house, 2) the dimension of the window must be similar to the windows on the gable ends of the house, 3) the chimney should be boxed, and 4) the new brackets should be similar to existing brackets on the house. Enloe seconded the motion. Smothers commented that this proposal does a nice job (on this period piece?) She said it will show itself to be a separate addition. Maharry suggested that the reason many Commission decisions are unanimous is because the Commission works to formulate a motion that will be satisfactory to all. The motion carried on a vote of 9-9. DISCUSSION OF CURRENT PROJECTS. Bylaws. McCafferty said that the legal staff had a few concerns about changes to the bylaws and would like to review them. She said the intent of the amendments would remain the same, but legal staff would like to refine the wording of the resolution. Maharry suggested McCafferty e-mail legal staff's proposed changes Historic Preservation Commission Minutes May 8, 2003 Page 3 to the wording of the by-laws to Commission members so that they can look them over before they go to the City Council. Review of quidelines and handbook. McCafferty said staff's original intent was to make revisions to the handbook, bylaws and ordinance and send it to P&Z and Council as a preservation package. She said, given the time it is taking to do the ordinance without a consultant, the Commission may want to proceed with the handbook and bylaws prior to the ordinance Gunn said he had proposed ten or fifteen changes to the handbook and asked if they were incorporated. McCafferty said she incorporated the changes and reformatted the handbook. She said she also added a discussion of architectural styles, maps, the district guidelines, and other minor changes. McCafferty said she would include the revised handbook in the next packet. Smothers said the Commission has not taken a position on the skylights and/or solar panels issue and asked if the Commission wanted to address these items in the ordinance. Maharry said the Secretary of the Interior Standards discuss the issue of solar panels. Smothers said the Commission does not address the issue anywhere. McCafferty said the Iowa City Preservation Guidelines list the following as not recommended on prominent street elevations: solar collectors, antennas, vents, skylights, and other mechanical devices. She said they are listed as not recommended, but not listed as disallowed. Smothers asked if the Commission should consider changing some of these items to make them disallowed. Enloe asked which of the items requires a building permit, and McCafferty responded that she knew that antennas do not require a permit. McCafferty said that under Federal telecommunications regulations, satellite dishes may be regulated in historic districts. She said the Commission could consider prohibiting dishes on the front of buildings in historic districts but allowing them on the side. Sueppel asked how that would be enforced if a building permit is not required to install a satellite dish. He said the Building Department would never know about the installation until it was already complete. McCafferty said she would look into the enforcement issue. Enloe said is no mechanism to deal with these items effectively. Weitzel said that is true unless a building permit would be required. McCafferty stated that at least the dishes are much smaller than they were a few years ago. She said she would determine which of the items require a building permit, although she said an antenna and a satellite dish likely do not require a permit. She said a solar collector might require a permit if it involves penetration of the building. McCafferty said she would also research the Secretary of the Interior Standards regarding these items. Enloe said, with the rapid increase in the price of energy, it would be difficult to deny anyone the installation of a solar collector. Smothers said that a solar collector, however, can be mounted in such a way that it can be taken off at some point. Downtown. McCafferty said she had no further information regarding downtown since the Commission's previous meeting. She said she and an intern are currently working on drawing up mailing lists and maps. Maharry referred to an article in the newspaper that discussed a SSMID district for downtown. McCafferty said if property owners use tax exemptions through the Central Business District Urban Revitalization Plan for fa(;ade improvements, the Historic Preservation Commission reviews these improvements for historic buildings and makes a recommendation to Council. If it is not a historic building, the Staff Design Review Committee reviews the proposal. This Committee recently reviewed a proposal for Zephyrs Copies for a fa(;ade reconstruction. Historic Preservation Commission Minutes May 8, 2003 Page 4 Maharry said that without a conservation or historic district in place, the other issue of the inability to prevent demolition of structures still looms. McCafferty said even if a district is not adopted, the Commission should consider establishing guidelines for downtown for both the Commission and Design Review Committee to use when reviewing properties that use tax incentives. Maharry said that still would not address the possibility of a demolition. McCafferty suggested Commission members formulate ideas regarding how to sell the Downtown Association and other interested parties on the benefits of a historic district. McCallum asked if the infill design guidelines for multifamily housing applied to the downtown area. McCafferty responded that the infill design guidelines apply only to the Central Planning District, and the downtown is the Downtown Planning District. She said there are also guidelines for planned multi-family residential. North Side and Goosetown. Maharry asked what would yet need to be done for the North Side and Goosetown neighborhoods if a resident would submit a petition asking for district designation. McOafferty stated that the areas have been surveyed already, and the designations could proceed as did the one for College Hill. Maharry asked about the determination of the boundaries. McCafferty replied that Svendsen made a recommendation regarding the boundaries for historic districts in the Northside. McCafferty said Svendsen's recommendation had actually called for four small historic districts. McCafferty said it becomes problematic to find a representative from each. She suggested the Commission consider including a few more non-contributing properties to combine some of the areas to be a larger contiguous area. Gunn said he believed Svendsen had recommended a fairly large Goosetown District with a lot of properties and pretty clean borders. He said that to the west she had recommended other, smaller districts, and those might have to be revised. Gunn said the Goosetown survey appeared to be a nice package. He said the maps have been completed and the contributing and non-contributing property designations were done carefully. McCafferty said she would have a summary of the survey recommendations for the next meeting. She added that Goosetown is made up of a lot of large lots with small cottages on them, which makes the possibility of huge additions a danger to that area. Maharry asked about the grant for the National Register nomination for the North Side Historic District. McCafferty said the grant was received. She said she just got the contract and expects to have it signed and the Requests for Proposals out in the next week. McCafferty said she would expect to see the work done this coming summer and fall. She said there would be neighborhood meetings during the NRHP district nomination process and this could be the time for the Commission to recommend a petition to do a local district designation. Gunn said Goosetown district designation should not require a procedure as complicated as that for College Hill. He said Goosetown is a single zone, is primarily residential, and is well-defined. Gunn said the expectation has been that Goosetown would be proposed as a conservation district, as Svendsen did not feel that the neighborhood had the integrity to be an historic district. McCafferty said she would have an intern put together the list of addresses for contributing and non- contributing properties and confirm the properties on the map. Maharry asked that the interns examine, at the same time, the North Side mailing list to see where it intersects with Goosetown, as the only item of concern would be the boundary between the two areas. APPROVAL OF MINUTES: April 10, 2003. Historic Preservation Commission Minutes May 8, 2003 Page 5 Carlson said he had some typographical corrections to submit. Maharry noted that on page eight, before the discussion of 826 Rundell Street, it should be noted that he had to leave the meeting and that Carlson took over as chair of the meeting. MOTION: Carlson moved to approve the minutes of the April 10, 2003 Historic Preservation Commission meeting, as amended. Enloe seconded the motion. The motion carried on a vote of 9-0. April 24, 2003. Carlson stated that on page six, in the second complete paragraph, the word "not" should be omitted. Maharry stated that on page three under "DESIGN REVIEW SUBCQMMITTEE," there should be a subheading entitled "Amendments to Bylaws." He added that in the third paragraph in this section, the first sentence should read, "McCafferty said the DRS cannot make a final decision without..." Carlson added that he had some typographical corrections to submit. Additional Discussion Regarding ex parte contacts, Maharry asked if ex parte contacts were not allowed before the proposed amendments to the by-laws. McCafferty said she would research exactly what the policy was. Gunn said if the amendments were not approved, then ex parte contacts are probably not allowed. McCafferty said that clearly, Commission members should not be making recommendations on behalf of the Commission. McCafferty said the intent is to clear all of this up with an amendment. She said that certainly quoting the guidelines to someone with questions about what is not and what is allowed would be acceptable. McCafferty said the intent of the amendment is to clarify that Commission members can communicate with others about issues of concern to the Commission but cannot make a recommendation on the Commission's behalf. Enloe pointed out that Commission members can state what an applicant cannot do but should not state what will work. Carlson agreed that it is always appropriate to direct interested parties to the guidelines. Sueppel said the owner of a house in the proposed College Hill Historic District recently sided his house without receiving a certificate of appropriateness. McCafferty said someone concerned about the proposed College Hill Historic District called HIS to see if a building permit would be required for siding. McCafferty responded that HIS informed the owner that a 60-day moratorium on building permits goes into effect when a public hearing for the proposed district is set at City Council. She said the owner pursued the issue, and it was discovered that the exact language says a moratorium goes into effect "for the installation of a structure." McCafferty said that since siding does not fall into that category, the owner was able to put siding on the house. Sueppel said he has received misinformation from the City in the past. He said he had been refused several permits because of the 60-day moratorium. Carlson asked if a house could therefore be demolished during the moratorium period, and McCafferty confirmed this. She said the language of this moratorium as it relates to historic and conservation districts needs to be clarified with the ordinance rewrite. McCafferty said there will be a brief period of about two weeks when the 60-day moratorium will no longer be in place but the conservation district will not yet be officially adopted by the City Council. She stated that an owner can take out a building permit during that time period, but to keep the building permit, he would have to have substantially commenced construction before the district was officially designated. She said in such a case the courts would look at how much money had been invested in the project. MOTION: Weitzel moved to approve the minutes of the April 24, 2003 Historic Preservation Commission meeting, as amended. Carlson seconded the motion. The motion carried on a vote of 9-0. INFORMATION AND DISCUSSION: Historic Preservation Commission Minutes May 8, 2003 Page 6 McCaffer[y said , because Iowa City is a CLG, education for commissioners is required. She said she intends to stad sending information dealing with some particular subjects to provide education for Commission members on pertinent issues. ADJOURNMENT: The meeting was adjourned at 8:19 p.m. Minutes submitted by Anne Schulte dat~ on cityntlpcdlminutes/hpcOS-O8-O3.doc Minutes FINAL/APPROVED Housing and Community Development Commission Planning and Community Development Conference Room Second Floor, Civic Center Tuesday, April 22, 2003 - 6:00 PM Members Present: Jerry Anthony, Lori Bears, Amy Correia, John Deeth, Mark Edwards, Matthew Hayek, Morgan Hoosman Members Absent: Rick House, Jayne Sandier Staff Present: Tracy Hightshoe, Steve Long, Steve Nasby Others Present: Michelle Hankes, Allan Axeen, Sandy Pickup, Jodi Goodwin, Deb Briggs, Stephen Tre~z, Carol Spanziani Call to Order Amy Correia called the meeting to order at 6:07 PM. Approval of March 13, 2003 and March 20, 2003 Minutes MOTION: Deeth moved to accept the minutes as submitted. Beare seconded the motion. All in favor, motion passed 5-0. Anthony and Hoosman not yet present. Public/Member Discussion of items Not on the Agenda None. Section 8 Homeownership Program Update Correia asked Jodi Goodwin and Deb Briggs from the Housing Authority to update the commission as to what has been happening with the Section 8 Home Ownership program. Briggs reported that they currently have 2 houses close to approval and 10 more people seeking approval. They also have all the local lenders on board now as well as Fannie Mae. However, they still have a need for a local home ownership education provider. Currently, the home ownership educator comes from the Quad Cities office to provide the mandatory 8-hour education/information session required by the Section 8 program. This can be rather inconvenient given the fact that a high number of the clients are disabled and require more time, thus making the appointments difficult to schedule. The USDA is planning to increase their homebuyer education requirement and have expressed interest in partnering with the Housing Authority to provide this education. Also, the USDA has begun direct lending through a local office and is offering a 1% interest rate. Briggs stressed that the Section 8 program is very labor intensive, and a local Home Ownership Coordinator to provide home ownership education and to work with clients is a real and definite need. Their goal is to actively pursue grant money to hopefully fill this position. Jodi Goodwin presented information on a workshop, Pathways to Home Ownership, which had been conducted. The workshop was to present information to individuals to help them realize the possibility of homeownerehip, as well as answer any questions concerning the process. Anthony arrives. Discuss FY04 Community Development Block Grant & Home Investment Partnership Funding Recommendations The Commission discussed the City Council's responses to the funding recommendations. Also discussed was the new City Inspector position, and that it seems to be contingent upon the passing of the new nuisance law. The Commission came to a consensus that the process in determining funding is a very good, deliberate, thoughtful and respected process. This process should be explained and defended to the Council in an advisory role as well as highlighting the amount of money that is already allocated. Hoosman arrives. Review FY04 Annual Action Plan Correia asked for comments on the Action plan. She noted that on page 32, the Homeless Prevention section, that the owner occupied housing rehab program is listed here and questioned if this was correct. Staff explained that it could be in certain safety and health situations. Correia also noted that under the Housing & Community Development Commission Minutes April 22, 2003 Page 2 Economic Development section, it states only how many applicants the Economic Development Fund has had but not how much has been funded. Staff explained that the Englert Theater has been approved but the funds have not been released yet due to the fact that the Theater has not received their State CAT grant. Correia suggested that this information be included in the plan. Correia questioned the wording in the second paragraph under the section titled Citizen Participation Process For The FY04 Annual Action Plan on page 33. She suggested that it should read, "The Council initiated the amendments..." MOTION: Deeth moved to recommend the passage of the FY04 Annual Action Plan as amended. Hayek seconded the motion. All in favor, motion passed 7-0. Monitoring Reports · City of Iowa City- Housing Rehabilitation (Edwards). This report was tabled until next meeting. · Elder Services Inc. - Small Repair Program (House). This report was tabled until next meeting. · Shelter House -Deposit Assistance Program (Deeth). Deeth reported that the program has spent the allocated $5,000. The program served 64 households, 48 of those were female headed, and all were at 0-30% of median income. · Wesley Foundation - Facility Rehab (Correia). Correia reported that the work on the bathrooms at the Wesley House is finished. The new bathrooms are now wheelchair accessible and are very nice. Also noted was the contractor, Apex Construction, donated the additional tile for the entry of the building to match with the new bathrooms. The Wesley House will be holding a party on May 19, 2003 to unveil all the newly completed work. · GICHF - Affordable Home ownership (Anthony). This report was tabled until the next meeting. · HACAP - Transitional Housing (Bears). Beare and Al Axeen reported that the allocated funds were spent to purchase four transitional housing units. All units are occupied. The units are located on Broadway, Saddlebreok, Douglass Ave. and Willowwind. The units are scattered and are in the Wood, Twain, Roosevelt, and Weber elementary school districts. · Ruby's Pearl - Micro-Enterprise (Correia). Correia reported that the business has relocated to Market Street, in the old Alternative's location. The store is now handicap accessible. Their business plan has been filed with Clifton and Gunderson. Once the business plan is approved, the allocated funds can be released. New Business · Correia distributed a handout with information about the National Housing Trust Fund. The premise of the program is to take the FHA surpluses to fund a nation wide program to purchase or rehabilitate over 1 million affordable housing units by 2010. The Commission discussed the program and Anthony commented that the program has worked extremely well in other States and Iowa is one of onry 14 States that does not have a State housing trust fund. Correia noted that if they do vote to approve the endorsement, they would simply send in forms stating that the Iowa City Housing and Community Development Commission supports and endorses the National Housing Trust Fund. The group sentiment was favorable toward endorsing the program. Correia noted that the Commission did not need to make an immediate decision, and she will bring more data to the next meeting and they can discuss the topic again. · Hightshoe presented information concerning the National Community Development Week Celebration. The celebration is usually highlighted by "the big check presentation" and she asked if the Commission was interested in expanding the celebration to having more than one event. Volunteers are needed to form a committee. Hoosman, Deeth and Edwards volunteered to work on CD week. Adjournment MOTION: Hayek moved to adjourn the meeting. Edwards seconded the motion. All in favor, motion passed 7-0. Meeting adjourned at 7:11 PM. Iowa City Agenda item 3A --JPublid Library MINUTES APPROVED/FINAL IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES CiVIC CENTER LOBBY CONFERENCE ROOM THURSDAY, April 24, 2003 5:00 PM Members Present: Linda Dellsperger, Shaner Magalh~es, Lisa Parker, Linda Prybil, Pat Schnack, Jesse Singerman, David VanDusseldorp Members Absent: Tom Suter, Jim Swaim Staff Present: Maeve Clark, Susan Craig, Barbara Curtin, Debb Green, Heidi Lauritzen, Kara Logsden, Martha Lubaroff CALL TO ORDER: Parker called the meeting to order at 5:00 pm PUBLIC DISCUSSION There was no public discussion APPROVAL OF MINUTES: The minutes of the regular meeting of March 27, 2003 were approved unanimously after a motion made and seconded by Schnack/Dellsperger. UNFINISHED BUSINESS Joel Miller was unable to attend the meeting. Craig reported that the move was going according to schedule. Problems related to mrming data lines and electrical wiring are being worked out to accommodate using old pieces of furniture that need to have cable run. Staff has been great. The playground is in place and waiting for the soft surface, and asphalt and brickwork on plaza. Construction fence is going up in front of old building on Linn St. Some organizational issues surrounding placement of the new book drop are being worked out. The drop at the old building will stay open until the new one is completely installed. 59,000 items checked out by last Wednesday. There are many logistical things we have to do staff-wise before reopening, but we are planning to meet the schedule. The Open House is scheduled for Sunday from 2-4 and the new public entrance may be used. East side of the building is now off limits. ICPL BOARD OF TRUSTEES Agenda Item 3A April 24, 2004 Page 2 NEW BUSINESS Election of Officers: The Nominating Committee, Magalh~es, Schnack and Swaim, respectfully presented the slate of candidates for next year's Board positions: President, Shaner Magalh~es; Vice President, Dave VanDusseldorp; Pat Schnack, Secretary. Prybil moved approval of the slate, seconded by Singerman. The vote was unanimously in favor of approving the slate as presented. New officers' terms to begin July 1. Personnel Policy Our personnel policy has always been much the same as the City's, which is in the process of being updated currently. This policy has very few changes and when the City has completed their review we will present it to the Board again. Schnack asked about the section on drug testing. It will likely be changed when the City revisions are done since rules have changed on how the City does drug testing. Craig believes only certain staff, for instance, those who are required to have a commercial drivers license get tested. In response to a question, Craig replied that AIDS was focused on quite a bit due to the age of the policy. The issues were new at the time the policy was written. Parker asked for a motion. Dellsperger moved approval, VanDusseldorp seconded. A question was raised about confidentiality issues and whether Library has had any requests to see patron records. Craig reported that she recently had a request from the police, but no follow-up with a warrant. Parker called for a vote and approval was unanimous. Naming Policy The Gift Recognition Committee met a few weeks ago to revisit this policy about potentially naming areas in the library for donors. The committee felt that this was a policy that we should look at again. Based on contributions that were coming in, the committee suggested that we lower several levels of giving included in the naming opportunities. Magalh~tes outlined the reasons. The Committee felt changing the levels would allow more opportunities for naming and perhaps encourage more giving. Craig disagreed with the recowanendation and said she felt that we should wait, rather than lower amounts. People and businesses knew the guidelines of the policy. Singerman agreed. She feels we will have many more opportunities for fund raising in the future and is not in favor of changing in mid-stream. There was a considerable conversation about the possibilities and decision-making in the future regarding signage for these designated areas. Dellsperger asked about checking with other libraries or comparable institutions about their naming levels. Singerman suggested that we wait another month to gather information from other libraries and also asked Curtin to give some thought to a future campaign. A motion to table the discussion until next month was made and seconded by Dellsperger/VanDusseldorp. All voted Aye with one Nay by Magalh~es. ICPL BOARD OF TRUSTEES Agenda Item 3A April 24, 2004 Page 3 STAFF REPORTS Departmental Reports: Children's, Systems, TS Board was pleased to read that staff would pull books for patrons. Children's asks for 24-hour notice. Information will do it if they're not too busy. Trustees say that after this period of time, reading departmental reports is still an eye-opener to business at the library. Development Office: We received a $60,000 grant from Carver Foundation, which will be used to pay for three self-check out units. The actual money will go to the City as part of the $1,000,000 pledge. An agenda from the Volunteer Recognition event was included. A tour of the new building was given prior to the event. Over one hundred people showed up for the tour. County News: Johnson County has discussed holding a meeting to discuss library issues, but has not scheduled it yet. Craig has an upcoming meeting with the libraries of Johnson County and they will discuss it. Miscellaneous: Craig included an article about confidentiality and the Patriot Act. City News: Craig reported that City Manager Steve Atkins informed Department Heads that the State Legislature might cut aid to cities. Iowa City will have to cut $900,000 from FY04 budget. An additional $900,000 for FY05 may be lost due to rollback. Atkins asked City department heads to prepare a document describing what these types of cuts would mean. About $100,000 would be cut from the library's budget in year one, 150,000 in year two. Atkins may have to make cuts in the 04 budget. Craig will put something together for the City Manager describing what impact it would have on the library. Board agreed to Craig's approach. This will be on the agenda next month. Next month Board will be asked to ratify union contract language. The two sides were unable to reach agreement on several issues, which sent it to a fact finder who issued an opinion. A big change in language is in how contract defines temporary workers. Currently the definition is someone who works less than 9 months or less than 20 hours a week. We have many employees who work less than 20 hours. The new definition is less than 7 months or less than 10 hours. We are in the process of validating the student status of all our hourly staff. ICPL BOARD OF TRUSTEES Agenda Item 3A April 24, 2004 Page 4 COMMITTEE REPORTS Dellsperger reported that the Art Committee met and reviewed materials and mom defined drawings and refined computer models. After a phone conversation with the artists, the consensus was to choose Galaxy. In June they will meet and talk to the artists again who will send more materials. Cost will be the budgeted amount of $50,000. Board has allocated funds and it is in the project budget. ANNOUNCEMENT FROM MEMBERS Foundation: Join us at the event on Sunday. Fundraising & special events committee has come up with some ideas for events as a fundraiser. The public still likes the Spelling Bee. Evaluation Committee. Singerman reported that the same process would be used. Craig will write an update on her '03 goals and develop goals for '04. 3rd QUARTER REPORTS Craig asked for comments on Use Reports: Prybil had a question about payments under City rental. This line item is where costs to maintain our vehicles show up. There was another question about the database retrievals. Proquest and Ebsco Host are both subscribed to currently. Clark said they are similar to each other. Proquest has the option of offering larger newspapers. People use them equally. However they are dropping in use and Info staffwill be monitoring. A question was raised about $120,000 in fines. Craig responded that it goes back to City as a general fund revenue source. DISBURSEMENTS Disbursements for April were approved unanimously after a motion by Dellsperger/Prybil Magalh~esmoved for adjournment. Singermanseconded. Motionunanimouslypassedat 6:20pm. Minutes taken and transcribed by Martha Lubaroff MINUTES FINAL/APPROVED PARKS AND RECREATION COMMISSION MARCH 12, 2003 MEMBERS PRESENT: Kevin Boyd, Craig Gustaveson, Judith Klink, Nancy Ostrognai, Matt Pacha, Al Stroh, Sarah Walz MEMBERS ABSENT: John Westefeld GUESTS PRESENT: Russ Bennett STAFF PRESENT: Mike Moran, Terry Robinson FORMAL ACTION TAKEN Walz noted a correction to the February 13, 2003 minutes (page 2, last paragraph). Moved by Boyd, seconded by Stroh, to approve the February 13, 2003 minutes as amendert. Unanimous. Moved by Boyd, seconded by Stroh~ to accept fees in lieu of land for the Donah,,~ Subdivision. Unanimous. Moved by Stroh, seconded by Gustaveson, to appoint John Beasley~ Bruce Maurer, Jana Michael, Jack Muller, Kevin Boyd, Matt Pacha, Sarah Walz, and John Westefeld to the Parks and Recreation Foundation's Board of Directors. Unanimous. WATERWORKS PARK PRAIRIE Russ Bennett of Natural Resources Consultants was present to address questions regarding the Waterworks Park prairie-planting plan prepared by him. Boyd indicated he had discussed the development of the prairie with several City Council members. They felt the area could be left in its current state until funding is available to proceed. Their argument was there are not a lot of erosion problems and there will be less maintenance, with staff only mowing an area along the trails. He asked Bennett to address the benefits of planting a prairie as opposed to existing groundcover. Bennett stated the land has been disturbed and it will go through ugly farrow stages as it reverts to a forest if it isn't mowed routinely. It is riverbank woodlands, with an existing herbaceous cover consisting of a mix of brome and weedy grasses. If the area were left alone, in 10 years it would be a dogwood timber, with brome, thistle and other undesirable species; in 20-50 years it would be a soft wood riverbank forest. There would be nothing usable and it would basically be a wasteland site. He stated he has been working with prairies for 25 years, and there is a resurgence of prairies and native grasses. They are great for erosion control, attractive, long life, and provide wildlife habitat and a tourist attraction. A prairie would provide an attractive competition for undesirable species and this site would be unique, creating the largest urban prairie in Iowa. It would create good public relations, being close to the interstate that could bring a lot of people into the park. It has been his experience that people will go out of their way to see a prairie. Trueblood noted if the area is left alone not only will there be a lot of undesirable and noxious weeds, but the City would be in violation of its own weed ordinance. Bennett noted there are erosion problems and mowing is a high cost maintenance procedure - equipment, labor, transportation, insurance, fuel, herbicides, fertilizer, and active management of a turf area. As a prairie matures, maintenance costs decrease. Stroh asked about the prairie at Hoover Presidential Library. Bennett indicated it has been successful and is used as a living classroom. The prairie contains 55 species and is a good visual Parks and Recreation Commission March 12, 2003 Page 2 of 6 example. He also noted another example of turning land into a prairie is along the Herbert Hoover Highway. Stroh noted thero were concerns with the cost of the prairie-planting plan. Bennett stated it is the best possible plan, providing a visual impact prairie and the cost of doing it. It is very much a colored community, something that flowers throughout the entire season. It involves bringing in a seed drill, as well as labor. The seeding mix around the ponds will stabilize the banks and reduce the goose population. Because it involves wet areas, it tends to be more difficult to establish things, and a good seed mix will get a head start on it. Bennett noted he was asked to provide costs for a high end, median and Iow-end seeding mix, with a cap of $20,000. He tried to come up with a mix to do 20 acres, 10 of which are around the lakeshores. The balance is for swales and erosion problem areas. Completing the prairie planting in sections will keep the cost down and give a continuum of prairie areas. Stroh noted a phased approach would lend itself to volunteers. Bennett noted the Wetherby Park prairie was done by hand with volunteer assistance. He stated there definitely is a place for volunteers, but noted conditions, such as a controlled burn, where he would rather not have volunteers. Walz asked what the plan is for tilling up the soil and transferring the land from what it is now to prepare it for prairie. Bennett indicated he is not a fan of chemical use, especially near the lakeshore areas. He would disc the area once or twice depending on the soil and would hand-seed these areas in order to control distribution of species, resulting in good coverage and diversity. He would do an oat cover crop for erosion control, providing shade for new growth and a relatively good emergent bed for seeding. The second year the oats will fade away, and the third year a control burn would be done. Walz asked about the use of chemicals on other areas; Bennett indicated he preferred not to use them. Walz felt even though some chemicals may technically be safe, it would be a bad precedent to use them near the water facility. He stated he was not an advocate of broadcast herbicides. Walz asked whether the planting plan included a step by step procedure as to how it should proceed and how it is to be maintained. Bennett stated he could set out a systematic approach to it, but noted a lot of it is common sense. There are things he would recommend, such as erosion control if this is an issue. Walz expressed concern about maintenance, noting the lack of money for maintaining the parks. Bennett indicated he could develop a plan, noting the prairie will be self-sufficient for a very long time. He stated he has worked with staff on various projects. Klink asked the seed source. Bennett stated during the 25 years he has worked with prairies, he has become knowledgeable on available seed in Iowa and does comparison-shopping. Prices have become standardized, with seed lists being pretty uniform because it has become a market. He stated he would go through everybody, looking at the availability of the product, price, when he needs the seed, and seed viability. He would look for dealers who do germination rates and would look for ecotypes, noting a lot of seed he would bring is seed that he has harvested. He would look for the best he can get and for someone that guarantees they can give what we want and when we want it. Klink asked if Ion Exchange was one of the companies; Bennett indicated it was. He stated he has bought from multiple dealers for projects, but generally tries to go with a single contractor. It is a difficult one to two month process, which involves a lot of calling to determine what dealers are out there. Parks and Recreation Comrmssion March 12, 2003 Page 3 of 6 Klink stated she shared the seed list and estimate to individuals who have some experience. She noted Carl Kurtz as a seed source, who harvests seed with a combine and sells a seed mixture. Bennett stated that is one of the difficulties with a project like this. When he gets seed he likes to get individual seed, traceable to a source and then mix it himself. This is one of the advantages of going to Ion Exchange for this project. They sell separate bags of seed, with no wait. Klink asked if it would it be possible to utilize Kurtz_ seed, noting the system is considerably less expensive and suggested mixing those sources and using their method for raw areas. Bennett stated it would depend on the size of the area and what the City wants to do. He stated Kurtz's seed is really not geared for this area, and it is debatable whether it is the right seed for this area. He stated what he looks at is material and availability and does not rule anybody out, noting Carl Kurtz. is on his list of people to contact. Klink noted Connie Mutel thought the cost was high, who felt it could be 50 percent less. Bennett felt if the cost was 50 percent less there is something wrong. Gustaveson noted there might be a reason why it is less in that you don't know what you are getting. Bennett stated he will get exactly what the City wants and where it wants it, by being able to control growing. Bennett stated all prairie seed is Iow germination and he looks for the most viable source. The Ion Exchange runs continuous screening and viability tests and is a very high-class operation. The important thing for this project is to get the best possible material. Robinson stated it is important to realize the work Ion Exchange does on testing, noting it is still at a voluntary level as far as germination and testing. Trueblood noted this is the lakeside seeding mix only, which represents less than 10% of the land that will be seeded. Staff has been given the go ahead to do this, because it is a water and erosion issue and they want it done to help detract geese. Gustaveson asked how long it would take to complete the entire planting if done incrementally. Trueblood noted it depends on the size of the increments. Bennett stated there are at least 120 acres and this plan is for planting only 20 acres this year. It will depend on what the City wants to do and funding. Gustaveson felt the commission needed to look at its priorities; Pacha stated it appears it doesn't make a difference what the commission's priorities are. Stroh noted the risk of loosing focus, the same issue will be faced with the peninsula parkland, which is another 100 acres and the commission needs to keep this in mind. He felt if staff could get staded and demonstrate success, it will have a better handle on the cost and phase it as necessary. Bennett stated completing the project incrementally would show progress and stages of growth. Bennett stated he was trying to obtain 2 more grants for this project, one being the Living Roadway Trust funded by IDOT. The IDOT is willing to help out on the condition the City puts seed in along the interstate right-of-way in this area into the park. Klink asked about the row of trees along the park's fence line. Bennett stated this would not deter the IDOT, who is willing to do it for a visual impact, while stabilizing the roadway. He did express concern about casual trees being planted with respect to control burns. Klink stated she was interested in trying to save money, noting a figure of $375/acre from another supplier. Bennett indicated he looks at everybody's seed list in the state, which is pretty uniform, the amount of seed, the quality, diversity, how to put the seed in the ground, noting there has to be some reason why it is cheaper. Klink noted it is harvested by combine. Bennett stated you would also be buying the chaff and stem, and he is trying to get the most likelihood of success for the money, resulting in the success rate climbing exponentially. Klink asked about the Kiwanis Park prairie. Bennett stated the seed was purchased from 4 sources, and the Parks and Recreation Comrmssion March 12, 2003 Page 4 of 6 contractor who seeded it purchased the cheapest bag of seed they could get. A contractor plowed under the area after it was seeded and it was a failure. Trueblood stated staff couldn't be sure where the seed came from, and there were soil problems also. Walz stated she took the planting plan map to the Prairie Preview event, and of the people there everybody was interested. They too agreed it would cost a lot of money to mow the area. She would like to have a public meeting for interested people to come and ask questions and suggested appointing a sub-committee. She felt it would be a great way to get the public's support and on board for partnerships, fund raising, etc. She stated a lot of people were upset that the project wasn't proceeding, because they thought when building the facility the park came with it. They felt it had been split off as a way to eliminate funding. Stroh encouraged all the public participants the City could get, but noted the commission has to be careful that it is not micromanaging. He stated Russ Bennett is a prairie exped. The public needs to know we have a plan ready to go and we are getting the best bang for the dollar. Walz stated it has to have a maintenance plan, because people want to know how it is going to be maintained. Stroh stated he did not want the public writing the plans. Walz stated the plan needs a narrative written goal, including plans for maintenance. This is needed for the public so they know the City has a way to implement and maintain it. Stroh noted there are other components of the park beside the prairie, noting the Butler House. It needs to be a phased implementation plan for the entire park. Trueblood felt a sub-committee could be formed to discuss the things that the public will want to know. Pacha noted the difficulty in not knowing when, what or how this project will be completed; Stroh agreed noting the lack of a funding commitment. Walz stated it is difficult for people to write a letter of support when they don't know what they are speaking for. Boyd stated there is a plan for what we want it to look like when it is done. The tricky part is there is no funding, and therefore no timeline. This plan is the best thing as to what we want and are working on how we can get it done. Walz stated the issues that come up have to do with maintenance. She asked about the maintenance on the prairie in Hickory Hill Park. Bennett stated it looks sad because it is less than 2 years old, thus the misconception. Walz stated the public wants to know what maintenance will be necessary. Bennett stated every prairie is situational and it is difficult to put a blanket procedure on prairies. Gustaveson stated the overall plan and plans for year one could be shown. Pacha stated if they want to know what will happen in year 2, they will have to push the City Council. Walz stated she would like some kind of plan that explains how to proceed in a general sense. Pacha appointed Walz to head a sub-committee to put together questions on what the public will want to know. Klink volunteered to also serve. Pacha would like the sub-committee to make suggestions as to what approach/format the answers would need to come in. Pacha expressed his appreciation to Bennett for his time, noting he was very informative. PARKS AND RECREATION FOUNDATION Pacha reported John Beasley, Bruce Maurer, Jana Michael, and Jack Muller agreed to continue serving on the Board of Directors. Commission members who also volunteered are Boyd, Pacha, Walz, and Westefeld. Moved by Stroh, seconded by Gustaveson, to appoint John ~eesle¥, Bruce Maurer, Jana Michael~ Jack Muller, Kevin Boyd, Matt Pacha, Sarah Walz, and John Westefeld to the Parks and Recreation Foundation's Board of Directors, Unanimous, DONAHUE SUBDIVISION Trueblood noted the location of the subdivision, with the open space requirement being less than one-third acre. It is staff's recommendation to accept fees in lieu of land. Klink noted often when things get zoned there is a plan to build more. Trueblood noted the applicant is building a house for Parks and Recreation Comrmssion March 12, 2003 Page 5 of 6 he and his family. Klink asked about access; Trueblood noted it would be off Dubuque Road. Moved by Boyd, seconded by Stroh~ to accept fees in lieu of land for the Donahue Subdivision. Unanimous. Gustaveson asked if the fees go to Parks and Recreation. Trueblood stated it is assigned an account number, and according to Neighborhood Open Space ordinance the fees have to be spent within 10 years in that particular district for acquisition or development. COMMISSION TIME Klink distributed a pamphlet on the Johnson County Heritage Trust, which explains what the organization is about. She noted she is a member of the organization, and they may be interested in helping with the waterworks prairie project. The group is celebrating its 25th anniversary this spring. They currently own four small parcels of land. They have no paid staff, but are very knowledgeable and experts in prairie and aspects of restoration and wildlife, botany, trees - the full range. The group has a budget and is contemplating starting a capital campaign in the next year or so. The group assisted the City with Ryerson's Woods. Boyd stated he has been following the City Council's proposed additional TIF District starting at Pepperwood along Highway 6, south to the river. It is money that goes into and stays in the district. One park project that is in this district is the Sand Lake Trail. He noted Casey Cook and FIRST are interested in using it as an economic development tool. It appears the City Council Economic Development Committee ceuld purchase properties along this area and make it available for redevelopment at a higher value. He felt it would be worth pursuing with the Economic Development Committee a riverfront vision providing a park and amenity for residents. It could be a combination of building parks and the City Counci~ acquiring land where it currently is being underutilized. Urban development and parkland are connected in that parkland increases property values. Pacha stated minimally it could present the conceptual plan for the trail to the committee. Walz stated it was good to think of parks as an economic development tool. Pacha suggested that the plan be presented to the committee at its next meeting. Trueblood felt Casey Cook would be interested in attending; Boyd indicated he would also attend. Gustaveson noted he appreciated members' work with City Council members. He would like commission members to be take a proactive approach by talking to the City Council and letting them know what has been done and why funding is needed. Pacha wholeheartedly agreed, noting commission members have begun doing this. CHAIR'S REPORT Pacha reported Doug Ginsberg had been discussing his ability to maintain his commitment to the commission and due to his schedule has resigned. DIRECTOR'S REPORT Trueblood reported on the following: LE'I-FER. A letter was included in the packet from William O'Malley, complimenting staff involved with the 2® grade basketball program at Scanlon. PARKS & RECREATION MASTER PLAN. Priority will be assigned to initiating the work on completing the master plan. Parks and Recreation Conunission March 12, 2003 Page 6 of 6 TEMPORARY EMPLOYEES. The AFSCME Union, in their negotiations with the City for a new contract, has proposed that the definition of temporary employees be changed. Currently the definition is "those who regularly work less than 20 hours per week, regardless of length of employment; or those who work in a position which is authorized for less than 9 months." At the bargaining table they requested that the length of employment be reduced to no more than 4 months. The fact finder reached a decision that a temporary employee could work up to 7 months or less than 10 hours per week. There is an exemption by State law, which allows students to work up to 20 hours per week. The department hires between 400-500 temporary employees and if the definition is changed (and it appears that it will) this will have a great impact. Currently, the department has difficulty filling many positions, and this change will make it even more difficult, which could result in having to close facilities at times due to lack of staff. A drop in the level of maintenance will also be noticeable. ADJOURNMENT The meeting adjourned at 6:40 p.m. MINUTES Approved PLANNING AND ZONING COMMISSION MAY 1,2003 EMMA J. HARVAT HALL MEMBERS PRESENT: Beth Koppes, Don Anciaux, Dean Shannon, Ann Bovbjerg, Ann Freerks, Jerry Hansen, Benjamin Chair STAFF PRESENT: Bob Miklo, John Yapp, Shelley McCafferty, Mitch Behr OTHERS PRESENT: Joe Holland, John Moreland RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 7-0, amending the South Central District Plan to change the future land use designation from Office Park/Commercial to Intensive or Highway Commercial for property generally located east of Mormon Trek Boulevard Extended as noted on Page 7, April 17, 2003, Staff Report. Recommended approval, by a vote of 7-0, ANN01-00004/ANN03-00001/REZ03-00013/REZ01-0001'~, annexation of approximately 150 acres of property located east of Highway 218, west of the Iowa City Airport and north and south of Highway 1; and the rezoning of said properties from County CH, C2, R1A, RS & A1 to P, Public, CH-l, Highway Commercial, C1-1, Intensive Commercial and ID-RS, Interim Single -Family Residential. Recommended approval, by a vote of 7-0, REZ03-00012, rezoning from CB-2, Central Business District Service, to PRM, Planned High Density Residential for 1.10 acres of property located on the east side of South Dubuque Street and south of Court Street. Recommended approval, by a vote of 7-0, REZ03-00010/SUB03-00002, rezoning from Medium-Density Single-Family (RS-8) to sensitive Areas Overlay Medium-Density Single-Family (OSA-8) and a preliminary and final plat of Donahue Subdivision a 6.91-acre, 2-lot residential subdivision located at 1515 N. Dubuque Road. Recommended approval, by a vote of 7-0, REZ03-00014/SUB03-00013, rezoning from Interim Development (ID-RS) to Low Density Single-Family (RS-5) and a preliminary plat of Highland Woods, a 6.92-acre, 11-lot residential subdivision located west of Arlington Drive and Cumberland Lane. Recommended approval, by a vote of 7-0, SUB03-00012, a final plat of Hollywood Manor, Part 8, a 6.36- acre, 22-1ot residential subdivision located on Wetherby Drive south of Burns Avenue. Recommended approval, by a vote of 7-0, SUB03-00010, a final plat of Windy Meadows Addition, a 2- lot, 13.43-acre subdivision located at 3125 Rohret Road. Recommended approval, by a vote of 7~0, SUB03-00015, an amended Manufactured Housing Site Plan for Saddlebrook, Part 2, to revise the intersection of Shire Lane and Paddock Circle located on Heinz Road south of Highway 6. CALL TO ORDER: Bovbjerg called the meeting to order at 7:32 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Bovbjerg said volunteering to serve on a City Board or Commission was an opportunity for persons to help the City to make decisions. A listing of current vacancies on the various boards and commissions was posted in the outer hallway. Planning and Zoning Commission Minutes May 1,2003 Page 2 COMPREHENSIVE PLAN ITEM: Amendment to the South Central District Plan to change the future land use designation from Office Park/Commercial to Intensive or Highway Commercial for property generally located east of Mormon Trek Boulevard Extended. Yapp said as outlined in the 4/17/03 Staff Report related to the annexation of properties on the south side of Hwy 1, Staff recommended that South Central District Plan be amended to reflect Intensive Commercial instead of Office Commercial as currently shown. Yapp said the two main reasons for the proposed amendment were: · The Iowa City Airport had purchased much of the property that fronted on Hwy 1 to Mormon Trek Boulevard which mitigated the concern for strip commercial development along Hwy 1 that was reflected in the Plan. · An intensive Commercial zone allowed for a wider variety of commercial uses than Office Commercial so it was a more appropriate zoning for this area which was targeted as an economic development area for the community. The Intensive Commercial zone also allowed office uses so if the market dictated that particular use in this area it would not be disallowed. Yapp said Staff recommended that the South Central District land use map be amended to show Intensive Commercial development in the area east of Mormon Trek Boulevard Extended and the language in the Plan be changed to reflect the same. Public discussion was opened. There was none. Public discussion was closed. Motion: Shannon moved that the amendment to the South Central District Plan to change future [and use designation from Office Park Commercial to Intensive or Highway Commercial for property generally located east of Mormon Trek Boulevard Extended, as noted on page 7 of the 4/17/03, Staff Report be approved. Anciaux seconded the motion. The motion passed on a vote of 7-0. ZONING / ANNEXATION ITEMS: ANN01-00004/ANN03-00001/REZ03-00013/REZ01-00017, discussion of application submitted by John Dane and a City-initiated annexation of approximately 150 acres of property located east of Highway 218, west of the Iowa City Airport and north and south of Highway 1; and the rezoning of said properties from County CH, C2, R1A, RS & A1 to P, Public; CH-l, Highway Commercial; C1-1, Intensive Commercial; and ID-RS, Interim Single-Family Residential. Yapp said Staff had learned that the Iowa City Airport owned properties on the north side of Hwy 1 on either side of the Berg Auto property. Staff recommended that those properties be zoned public to show that the Airport owned those properties. Staff had also received signed CZA agreements regarding entranceway aesthetics from the property owners of undeveloped property fronting on the south side of Hwy 1. He said the series of recommendations on page 8 of the 4/17/03 Staff Report regarding the annexations and rezonings could be voted on separately or in a group. Public discussion was opened. There was none. Public discussion was closed. Bovbjerg asked about the tax transitioning. Yapp said Staff had recommended tax transition for the property owners that Staff had approached in order to annex. It had been offered as an incentive for annexation. The Dane property had voluntarily applied two years ago for annexation. It would be up to City Council to decide whether to grant the transition or not, to all of the properties. Dane had submitted a letter directly to the Council. Motion: Anciaux made a motion to approve the series of Staff recommendations as listed on page 8 of the 4/17/03 Staff Report. Hansen seconded the motion. ANN01-0000,~, annexation of approximately 6.65-acres of property (the John Dane Property) located east of Mormon Trek Boulevard Extended. Planning and Zoning Commission Minutes May 1,2003 Page 3 REZ01-00017, rezoning from RS, Suburban Residential, to C1-1, Intensive Commercial, for approximately 6.65-acres of property located east of Mormon Trek Boulevard Extended, west of Dane Road. ANN03-00001, annexation of approximately 144-acres of property east of Highway 218, west of the Iowa City Airport, both north and south of Highway 1, and that the city property tax levy be transitioned according to the maximum transition schedule permitted by State Code. REZ03-00013, rezoning of approximately 144-acres of property east of Highway 218, west of the Iowa City Airport, both north and south of Highway 1, 1. Rezoning the properties on the north side of Highway 1 from County CH, Highway Commercial, to C1-1, Intensive Commercial; and 2. Rezoning the properties east of Highway 218, west of Mormon Trek Boulevard extended from RS, Suburban Residential, R-lA, Urban Residential and C2, Commercial to CH-l, Highway Commercial and ID-RS, Interim Development Residential, subject to a Conditional Zoning Agreement regarding entranceway site design standards; and 3. Rezoning the properties east of Mormon Trek Boulevard Extended from RS, Suburban Residential, to Cl-1, Intensive Commercial; and 4. Rezoning the property controlled by the Iowa City Airport from it's County zoning designation to P, Public. The motion passed on a vote of 7-0. REZ03-00012, discussion of an application submitted by James A. Clark for a rezoning from CB-2, Central Business District Service, to PRM, Planned High Density Residential for 1.10-acres of property located on the east side of S. Dubuque Street and south of Court Street. McCafferty said Staff had basically no new information to report except for the memorandum she had distributed earlier which stated that there were no easements between any of Clark's properties and the property at 408 S. Dubuque Street. She said Staff continued to recommend approval of this particular rezoning. Public discussion was opened. Joe Ho!land, 123 N. Linn Street, said he and David Bright had had conversations and neither attorney was able to find any easements that would affect either of the two properties. Holland said he agreed with Chait who had said at the prior Commission meeting that there were stringent and comprehensive parking requirements in the Zoning Ordinance which would affect what would happen with the Clark property if it were rezoned. A new ramp was projected to be constructed adjacent to this property. Depending on how bids came in, the new ramp would provide between 350 and 600 parking spaces. The Parking Impact Fee was paid by all persons seeking to develop property on the Near South Side. A developer was mandatorily required to purchase the equivalent of 50% of the required parking which was in part to fund things like the parking ramp as well as to ensure public parking in the general area of the developments. Holland said the concerns that had previously been expressed were adequately addressed by the ordinance which was already in existence. Public discussion was closed. Motion: Chair made a motion to approve REZ03-00012, an application submitted by James A. Clark for a rezoning from CB-2, Central Business District Service, to PRM, Planned High Density Residential for 1.1- acres of property located on the east side of S. Dubuque Street and south of Court Street. Anciaux seconded the motion. Anciaux said he found the requested rezoning to be in compliance with the Comprehensive Plan. The motion passed on a vote of 7-0. REZ03-00010/SUB03-0000:~, discussion of an application submitted by Richard Donahue for rezoning from Medium-Density Single-Family (RS-8) to Sensitive Areas Overlay Medium-Density Single-Family (OSA-8) and a preliminary and final plat of Donahue Subdivision, a 6.91-acre, 2-lot residential subdivision located at 1515 N. Dubuque Road. Planning and Zoning Commission Minutes May 1, 2003 Page 4 Miklo said the application was in order. Staff recommended approval of it. Bovbjerg asked about the preservation of the oak tree and County approval of a septic system. Miklo said the revised plan shows a fence to protect the tree during construction. Miklo said the County had said a septic system was possible but they had not actually approved a permit at this time. He said for the City's purpose that was sufficient. Public discussion was opened. There was none. Public discussion was closed. Motion: Freerks made a motion to approve REZ03-00010/SUB03-00002, an application submitted by Richard Donahue for rezoning from Medium-Density Single-Family (RS-8) to Sensitive Areas Overlay Medium-Density Single-Family (OSA-8) and a preliminary and final plat of Donahue Subdivision, a 6.91- acre, 2-lot residential subdivision located at 1515 N. Dubuque Road. Koppes seconded the motion. The motion passed on a vote of 7-0. REZ03-00014/SUB03-00013, discussion of an application submitted by John Moreland for a rezoning from Interim Development (ID-RS) to Low Density Single-Family (RS-5) and a preliminary plat of Highland Woods, a 6.92-acre, 1 l-lot residential subdivision located west of Arlington Drive and Cumberland Lane. McCafferty said this development would allow the development of 10 single-family homes. At the time the lot was annexed it had been zoned ID-RS because public services were not available. Those services were currently available so the lot could be rezoned for urban development. Adjacent land uses included RS-5 to the north; Scott Park, a public land use, to the north-west; a golf course to the south which was located outside of City limits. McCafferty said the length of Cumberland Lane from Arlington Drive to the turn-around for fire trucks would exceed 900-feet, the maximum length allowed for a cul-de-sac street. Staff felt exceeding the 900- foot length was acceptable because of the potential for the golf-course to redevelop and potential street connections in the future. Staff had recommended that a trail easement be provided from Cumberland Lane to the north property line so that it could connect with future trails constructed in the area along Scott Park. She said Staff recommended that fees be accepted in lieu of open space. There would be no sanitary sewer tap-on fees, a water main extension fee would be required. There would be no storm water management required on this site, management for the area was provided by a City constructed basin east of this site. This rezoning required a Sensitive Areas Site Plan due to the presence of fully hydric soils and steep slopes on the property. Because of the fully hydric soils, an evaluation of the property by a wetlands specialist to determine if there were wetlands present on the site was required. McCafferty said to date a report from a wetlands specialist had not been received. Staff felt the proposal generally conformed with the Comprehensive Plan, met subdivision requirements and also the Zoning Code. Subject to correction of the deficiencies listed in the Staff Report, Staff recommended approval of both the subdivision and the rezoning. Anciaux asked for a clarification on where the next access to the public land would be located. McCafferty said there was no other access for this particular subdivision. Miklo said there was no guideline as to how far apart the accesses had to be, it was determined on a case-by-case basis. Bovbjerg asked who would maintain Oufiot A? McCafferty said it would be under private ownership, not maintained by the public. Public discussion was opened. John Moreland, 960 Arlington Drive, said there was another access just on the other side of lot 247 which went down to tie in to the bridge in Moreland's adjacent development. He said for these particular lots, they would have their own private homeowner's association. Moreland said they had tried to design this to be in character with the rest of the area. However, without going to very small lots, it was not possible to make these two-sided lots on the street. The developers didn't think the neighbors would appreciate that so they had decided to make them one sided and had gotten very positive feedback from the Planning and Zoning Commission Minutes May 1, 2003 Page 5 neighbors. Moreland said the wetlands evaluation had been done and signed off on by Julie Tallman. The minor corrections had been done and reviewed by the City Engineer and the addition of the trail connection had been added. Moreland said this was a very non-controversial issue and he was anxious to get the development underway. He asked if the Commission would vote on this item yet that evening. McCafferty said she had received an updated plat with the revisions as required by the Engineering Department and showing the public access. Public discussion was closed. Motion: Shannon made a motion to vote on and to approve REZ03-00014/SUB03-00013 subject to correction of the deficiencies and discrepancies as listed in the Staff Report. Anciaux seconded the motion. The motion passed on a vote of 7-0. DEVELOPMENT ITEMS: SUB 03-00012, discussion of an application submitted by ST Enterprises, LC for a final plat of Hollywood Manor, Part 8, a 6.36-acre, 22-1ot residential subdivision located on Wetherby Drive South of Burns Avenue. Miklo said the final plat complied with the subdivision and zoning regulations. Staff recommended approval subject to Staff approval of legal papers and construction drawings prior to Council consideration. Public discussion was opened. There was none. Public discussion was closed. Motion: Hansen made a motion to approve SUB03-00012, subject to Staff approval of legal papers and construction drawings prior to Council consideration. Freerks seconded the motion. The motion passed on a vote of 7-0. SUB03-0001q, discussion of an application from Kristine Wingate for a final plat of Windy Meadows Addition, a 2-lot, 13.43-acre subdivision located at 3125 Rohret Road. Miklo said the final plat complied with the approved preliminary plat, Staff recommended approval subject to Staff approval of legal papers and construction drawings prior to Council consideration. Public discussion was opened. There was none. Public discussion was closed. Motion: Freerks made a motion to approve SUB03-0001q, subject to Staff approval of legal papers and construction drawings prior to Council consideration. Hansen seconded the motion. The motion passed on a vote of 7-0. SUB03-00015, discussion of an application submitted by Lake Calvin Properties for an amended Manufactured Housing Site Plan for Saddlebrook, Part 2, to revise the intersection of Shire Lane and Paddock Circle located west of Heinz Road south of Highway 6. Miklo said the manufactured housing site plan for Saddlebrook was approved in 2001. Without much of an indication Shire Lane turned into Paddock Circle which could be confusing and also resulted in a fairly lengthily straight shot which could lead to speeding automobiles. The applicant had proposed to redesign the intersection so that there would be a curve in Paddock Circle and Shire Lane would 'T' into it which resulted in a shifting of green space, and better clarity of addressing. Staff recommended approval with no conditions. Hansen asked with the new Code re-write and the dropping of the RFBH designation, would that affect how this developed. Miklo said not significantly. The property would likely be rezoned to planned development and the applicant would have to follow the same plan. Planning and Zoning Commission Minutes May 1,2003 Page 6 Chair asked why this item was before the Commission instead of just receiving Staff review. It seemed to be a benign change. Miklo said Manufactured Housing Site Plans followed the same procedure as a subdivision. They were recorded and City ordinance required Council approval by resolution. Staff had looked for a way to do this administratively but it was not possible. Public discussion was opened. There was none. Public discussion was closed. Motion: Anciaux made a motion to approve SUB03-00015. Koppes seconded the motion. The motion passed on a vote of 7-0. OTHER: Bovbjerg said she had spoken before the City Council during open discussion time to thank them for considering the North Dubuque Street/Foster Road intersection. CONSIDERATION OF 4/17/03 MEETING MINUTES: Anciaux made a motion to approve the minutes as printed and corrected. Shannon seconded the motion. The motion passed on a vote of 7-0. ADJOURNMENT: Anciaux made a motion to adjourn the meeting at 8:21 pm. Shannon seconded the motion. The motion passed on a vote of 7-0. Jerry Hansen, Secretary Minutes submitted by Candy Barnhill FINAL/APPROVED POLICE CITIZENS REVIEW BOARD MINUTES - May 13, 2003 CALL TO ORDER Chair John Stratton called the meeting to order at 7:03 p.m. ATTENDANCE Board members present: John Watson, John Stratton, Loren Horton, David Bourgeois; Board member absent: Bev Smith. Legal Counsel Catherine Pugh and Staff Kellie Tuttle present. Also in attendance were Captain Matt Johnson of ICPD and Kevin Halstead, citizen. RECOMMENDATIONS TO COUNCIL (1) Accept PCRB Report on Complaint #03-03. CONSENT CALENDAR Motion by Horton and seconded by Bourgeois to adopt the consent calendar. · Minutes of the meeting on 04/09/03 · ICPD General Order 90-02 (Report Review) · ICPD General Order 99-05 (Use of Force) · ICPD Standard Operating Guide 03-02 (Traffic Stops) · ICPD Standard Operating Guide 03-03 (Traffic Direction/Control) Motion carried, 4/0, Smith absent. Watson wanted to know if there were changes to the general orders. Captain Johnson informed the Board that there were minor changes to Report Review and Use of Force. There were no functional changes to any of the general orders. Stratton said that he appreciated the change in the Traffic Stop guide with regard to non-compliance. Johnson stated that previous Board discussions were taken into account when the SOG was written. The minutes of 4/9 were amended. Under new business, the statement "Pugh wanted to separate this out into three different sections" was altered to "Pugh suggested separating this out into three different sections." Motion by Horton and seconded by Watson to adopt the consent calendar as amended. Motion carried, 4/0, Smith absent. PCRB-Page 2 May 13, 2003 NEW BUSINESS · Reviewof Untimely Procedure Turtle reviewed with the Board what the current procedure is with untimely complaints. If a complaint is received after 90 days of the date the incident occurred, a letter is sent along with the filed complaint to the Police Chief saying the complaint appears to be untimely. Another letter is sent to the complainant stating that the complaint appears to be late and if they have any written information they would like the board to review, they should send it before the next scheduled meeting. If the Board decides that the complaint is untimely, then another letter would go out letting the complainant know that it was untimely and that the Board cannot address their complaint and mentions the option of filing a complaint with the Police Department. A letter will also be sent out to the Police Chief stating the complaint was determined to be untimely. · Complaint #03-03 Stratton referenced the current case where the complaint seemed to be filed late. The complainant had sent a copy of his letter to the Clerk of Court requesting information to contact the Review Board. The complainant claimed that the letter served as a timely request. Attorney Pugh let the Board know that they really don't have any latitude. The ordinance states all complaints to the Board must be filed with the City Clerk within 90 days of the alleged misconduct. Motion by Bourgeois and seconded by Horton to declare the complaint untimely. Motion carried 4/0, Smith absent. OLD BUSINESS No old business. PUBLIC DISCUSSION No public discussion. BOARD INFORMATION Horton received a call from a reporter at the Daily Iowan who wanted his comments in reaction to the suggestion to abolish the PCRB as part of the budget reductions. Horton told the reporter that if that happened it would remove a useful means of communication between the citizens and the City. Bourgeois asked if that was a real possibility. Tuttle answered that at the Council's work session last night it was listed as an additional option. The Council didn't discuss anything on the option sheet last night, but they were not done discussing the budget reductions. The next work session scheduled for budget reductions is May 19, 2003 at 5:30p.m. PCRB-Page 3 May 13, 2003 Watson received a call on April 18th about a high speed chase on Sandusky. The caller lives on Sandusky and felt that the officer's behavior was reckless and dangerous in a residential neighborhood for such a minor offense. The caller felt it was inappropriate and inexcusable. Watson asked Captain Johnson if there was anything he could tell the Board about that chase. Johnson said in general with pursuits the Department is required to do a critique conducted by the Operations Commander. Within the critique is an assessment of whether or not officers, communication staff or supervisors fulfilled the obligations that are spelled out for them in the general order regarding pursuits. Captain Johnson is fairly confident that the critique has been done on the pursuit. Watson asked if the Board could get a report on the case. Johnson said he would check into it. Stratton reported that he did a presentation at a Sertoma Club luncheon regarding the PCRB, which was attended by 12 people and went very well. STAFF INFORMATION · Memorandum regarding Budget Reduction Plan Tuttle stated again that at the first budget reduction work session the Council did not discuss the option to eliminate the Board. Turtle also informed the Board that the brochure, information sheet and the complaint form do not contain any information stating that complaints must be filed within 90 days of the incident. Tuttle added a section from the ordinance onto a sample brochure, information sheet and complaint form. The Board directed Tuttle to make the appropriate changes, print and distribute. EXECUTIVE SESSION Motion by Horton and seconded by Watson 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. PCRB-Page 4 May 13, 2003 Motion carried 4/0. Open session adjourned at 7:34 P.M. REGULAR SESSION Returned to open session at 7:38 P.M. Watson stated that he'd like to hear about Bourgeois' background. Bourgeois introduced himself to the Board and gave some history on his life/career. Bourgeois asked the Board how they thought the relationship between the Police Department and the Board has been over the years. The Board said that the command staff on the Police Department understands the Board's role and function and is very cooperative. Many of the officers, however, feel the Board isn't necessary. Tuttle mentioned that Watson's upcoming vacancy has been posted and the deadline for applications is June 18th. MEETING SCHEDULE · May 27, 2003, 7:00 P.M., Lobby Conference Room · July 1,2003, 7:00 P.M., Lobby Conference Room · August 12, 2003, 7:00 P.M., Lobby Conference Room The June 10th meeting was cancelled. ADJOURNMENT Motion for adjournment by Horton and seconded by Watson. Motion carried, 4/0. Meeting adjourned at 7:53. POLICE CITIZENS REVIEW BOARD A Board of the City of Iowa City 410 East Washington Street Iowa City IA 52240-1826 (319)356-5041 PCRB REPORT OF SUMMARY DISMISSAL TO THE CITY COUNCIL PCRB Complaint #03-03, filed April 15, 2003, was summarily dismissed as required by the City Code, Section 8-8-3 D and 8-8-3 E. The complaint was not filed within 90 (ninety) of the alleged misconduct. DATED: May 14, 2003