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HomeMy WebLinkAbout2009-09-29 Bd Comm minutes3b 1 MINUTES APPROVED IOWA CITY BOARD OF ADJUSTMENT JUNE 10, 2009 - 5:00 PM EMMA J. HARVAT HALL Members Present: Ned Wood, Terry Hora, Caroline Sheerin, Barbara Eckstein Members Excused: Edgar Thornton Staff Present: Sarah Walz, Sarah Greenwood Hektoen Others Present: Roger Lusala, Sue Schmucker, Diane Funk RECOMMENDATIONS TO CITY COUNCIL: None. CALL TO ORDER: The meeting was called to order by Chairperson Ned Wood at 5:08 p.m. An opening statement was read by the Chair outlining the role and purpose of the Board and the procedures governing the proceedings. ROLL CALL: Eckstein, Sheerin, Wood, and Hora were present. CONSIDERATION OF THE MINUTES FOR MAY13T" 2009: Eckstein and Wood offered corrections to the May 13`h minutes. Hora moved to approve the minutes as amended. Eckstein seconded. The motion carried 4-0 (Thornton excused). SPECIAL EXCEPTIONS: EXC09-00003: An application submitted by the Mayor's Youth Empowerment Program for a special exception to establish a General Community Service Use in the Intensive Commercial (CI-1) zone for property located at 1200 S. Gilbert Court. Walz noted an error in the Staff report that incorrectly identified properties neighboring the applicant's property as being residential. She said that the property in question is surrounded by other commercial uses. Iowa City Board of Adjustment June 10, 2009 Page 2 Walz explained that the subject property is on the corner of Gilbert Court and Highland Court. The Mayor's Youth Empowerment Program (MYEP) is applying for a general community service use, a use typically applied for by non-profit or charitable organizations that assist people in the community. The CI-1 zone is an intensive commercial zone, which typically means there are uses there that do not generally require the high traffic and visibility of aretail-oriented community commercial zone. Uses in the CI-1 category are of the variety that often require some kind of outdoor storage or display, or large equipment use. In this particular CI-1 zone, there are a number of automotive repair businesses, as well as other service shops and warehouse/storage facilities. Walz explained that the MYEP works with at-risk youth, and with adults with disabilities. They are requesting the use of the former LaCasa building. Walz referred the Board to the staff report for detailed information on the services provided by the MYEP, the staffing needs of the agency, and for details on how clients were transported to and from the site. Walz said that for the most part the clients are transported to the site by bus or van. The primary traffic generated by the site will be employee traffic. Walz said that the current parking area has anon-conforming design and lacks asidewalk. The site plan shows that the agency can bring the parking lot into conformance by providing the required screening, providing terminuses at the ends of the parking rows, and by narrowing the parking lot entrances to City standards, and by providing a sidewalk. These changes, Walz said, would make it a safer site for the use. The specific criteria for the general community service use in the CI-1 zone are that the use will not significantly alter the overall character of the zone and will not inhibit future development of uses for which the zone is primarily intended. Walz advised board members that their task was to look at the size and scale of the development, the projected traffic generation, and whether adequate transit and pedestrian facilities are provided in the area. Staff believes that the proposed use will not alter the overall character of the area. In this particular neighborhood, there are a number of other community service uses, as well as The Crowded Closet, a consignment store. Staff believes that the proposed use fits into the neighborhood because most of the clients coming to the site are transported by bus or van; their activities are primarily indoors; the hours of operation are typical business hours; and the proposed site plan shows that the parking area can be brought into conformance with code requirements. The general standards require that the health, safety, comfort and general welfare of the public are not endangered. Walz said that the proposed changes ensure this, especially the changes to the parking lot. The second standard requires that the use is not injurious to the enjoyment of other property in the immediate vicinity. Walz explained that one of the programs for the MYEP involves job training and community service work. Walz said that this neighborhood has a number of opportunities for the kids to fulfill those obligations. Walz said that she would not go through all of the other general standards. She said that the main issue is obviously the parking area, and the need to bring it into conformance. The MYEP intends to develop the entire building over time. Their plan is to move into the lower level of the building initially. This will require some office sharing by their staff. As they find access to more funding, they will finish off the second floor so that some staff can move upstairs into separate offices. Walz said that at this point, the parking area provides adequate parking for the staff and for the buses and vans used to transport clients. Iowa City Board of Adjustment June 10, 2009 Page 3 Staff recommends that the application for a special exception to allow the general community service use in the CI-1 zone at 1200 S. Gilbert Court be approved subject to general compliance with the site plan submitted, including compliance with the off-street parking standards and the installation of sidewalks along the Highland Court and Gilbert Court rights of way. Wood invited the Board to ask questions of Staff. Eckstein said that she had a question about what percentage of the MYEP activities take place outdoors and where such activities would take place on-site. Walz said that in her conversations with the applicant she was told that the only "outdoor activity" involved getting the clients on and off of the bus or van. If there was a situation where the children planned on volunteering in their neighborhood, then getting the kids to and from the site would be the "outdoor activity." There is nothing along the lines of "outdoor play" considered. Hora asked where the property line by the sidewalk ended, as it looked like people would be better off walking in the parking lot as it is now, than walking narrow sidewalks close to the street. Walz replied that the parking lot will need to be stepped back about 10 feet, as it currently ends at the property line. Hora asked if this meant the applicant was being required to put the sidewalk on their own property and not on the City's right-of-way. Walz said this was incorrect; the sidewalk will be on the City's right of way, but the parking lot will be stepped back. Hora said his concern is not the parking lot. His concern is the traffic on Highland Court and Gilbert Court and its proximity to the sidewalk. Walz explained that there is an established sidewalk along Gilbert Court now, but that it just needs to be more clearly defined as separate from the parking lot. Anew sidewalk will be established on the Highland Court side, and that sidewalk will only be a few feet from the street. Walz said she believed this was the case for the existing sidewalks on Gilbert Court as well as Highland. Hora said he was unaware there were sidewalks there already. Walz said that there are sidewalks along Highland but that gaps exist. Hora said his primary question is whether or not Staff feels there is a safety issue with the proximity of the sidewalk and the street. Walz said that she felt what made the situation safe was that the street is not a high speed area and is not highly trafficked. Eckstein noted that the staff report described the current land use as "vacant." She said that prior to realizing exactly where the site was, she had thought this meant a vacant lot. Walz said that it meant there was not an established use on the property. There were no further questions for Staff, and Wood invited the applicant to speak. Roger Lusala, 3311 Wintergreen Drive, spoke on behalf of the MYEP. Wood disclosed that Lusala is the soccer coach of Wood's daughter. He stated that this would not affect his objectivity in the matter. Lusala offered to answer any questions from the Board. Sheerin said that the report states that "most clients" will be brought to the site by bus. She asked if there would be other clients arriving by car, and, if so, how many Lusala anticipated. Lusala replied that for their after-school program, the MYEP picks up all of the children by bus. Iowa City Board of Adjustment June 10, 2009 Page 4 For the day program, Lusala said, most of the individuals come via city transit, with only one or two clients dropped off by car. Lusala said that even then, the drop off is usually just one or two times a week, with MYEP doing the transportation the rest of the week. Hora asked if the families picked up the clients in the after-school program, or if MYEP transported them back home. Lusala said that for the after-school program, some are transported and some are picked up. For the day-program, most clients are transported by the SEATS bus. Sue Schmucker, 2957 Washington Street, said that she owns property at 1202 Highland Court. Her property is directly behind the proposed site. She said she has no objection to the application, but that she did wish to know if there were any Saturday or evening programs at the facility. Lusala said that there are no regular evening or Saturday programs. He said once a quarter there may be some sort of activity. Schmucker asked if MYEP clients are disabled youth or juvenile delinquents. Lusala said that the majority of clients at that site will be youth and adults with disabilities. Lusala said that the at-risk programs have the kids working at businesses in the community, and are not concentrated in their building. Schmucker said that the area is not frequently patrolled by police and that there have been windows broken in the past. She said she just wanted to make sure there were not going to be a bunch of kids running around the neighborhood after hours. Lusala said that there would not be. He said that their operation is from 8 AM to 5 PM, and that clients have staff with them at all times. The at-risk clients do not really use the building, as they are connected with local businesses and MYEP just does the programming. Wood invited others to speak to the application. No one wished to speak and the public hearing was closed. Sheerin asked Hora if he felt his question had been satisfactorily answered and he replied that it had. Sheerin moved to recommend that application EXC09-00004 be granted a special exception to allow the location of a general community service use in the Intensive Commercial (CI-1) zone for property located at 1200 S. Gilbert Court, subject to general compliance with the site plan submitted, including compliance with the off-street parking standards and installation of sidewalks along the Highland Court and Gilbert Court rights of way. Greenwood Hektoen noted that Sheerin had said EXC09-00004 rather than EXC09-00003. Sheerin said that the staff report has the application ending in "4". Walz said that it should have been EXC09-00003. Sheerin amended her motion to apply to EXC09-00003. Hora seconded. Hora asked if the motion covered the staff recommendations for sidewalks and the parking lots. Walz explained that the parking issue is a requirement and the sidewalk access is a recommendation. Hora asked if the motion covered all of the egress, entrances and exits, and screening. Walz said that it did. Eckstein said that the proposed use of the site by MYEP is consistent with the neighborhood, which is commercial but with little daily retail traffic, and is a neighborhood with similar programs in the vicinity. Iowa City Board of Adjustment June 10, 2009 Page 5 Sheerin said that the proposed use will not increase the amount of traffic in the area, because most of the clients will be traveling to the site by bus. Sheerin stated that the proposed exception will not be detrimental to or endanger the public health, safety, comfort, or general welfare because the applicant is going to redesign the parking area and the submitted site plan shows pedestrian routes from the sidewalk to the entrance as required by the code. The drive entrances on Gilbert and Highland Courts are both shown as being reduced to 22 feet and parking terminuses are shown at both ends of each row. The curb cut for this parking area will be closed off and paving will be removed as required by the code. The applicant will construct afour-foot sidewalk along Highland Court and clearly define the existing sidewalk along Gilbert Court. Sheerin stated that the exception will not be injurious to the use and enjoyment of other property, and will not substantially diminish other property values in the neighborhood, because the vehicle traffic to and from the site is limited and the applicant can provide parking for staff and transportation vans on-site. The proposed exception will not impede the normal and orderly development of the surrounding property for the reasons given above relating to traffic and the use of the property. She stated that adequate utilities, access road and drainage are already in place, and that the parking area will be brought into conformance with code requirements. Adequate measures have been taken to provide ingress and egress. The applicant is required to reduce the width of the entrance drives and curb cuts, and will reconfigure the parking area to improve safety for both vehicles entering and exiting the site, and for demarcation of pedestrian routes and sidewalks. The exception conforms with applicable regulations for the zone in which it is to be located and is consistent with the Comprehensive Plan because it provides a social service program. Sheerin concluded by saying that for the reasons she had just outlined, she would be voting in favor of approval. Hora said that he too would be voting in favor of the amendment for the reasons given by his colleagues. Eckstein said that she would be voting in favor as well. Wood added that he wished to momentarily go back to the specific standards. He said that because the transportation will be primarily by bus, the programs will be indoors, and the hours of operation will be confined to the work day, the overall character of the zone will not be altered, nor will future development for uses for which the zone is primarily intended. Wood noted that there will be adequate parking. He said that he too will vote in favor of the motion. A vote was taken and the motion carried 4-0 (Thornton excused). Wood stated that any person wishing appeal this decision to a court of record may do so within thirty days after this decision has been filed with the City Clerk's Office. EXC09-00004: An application submitted by First Mennonite Church to allow expansion of a daycare facility located in the Medium-Density Residential (RS-8) zone at 405 Myrtle Avenue. Walz noted that the church is in the RS-8 zone, and that there are residential properties that abut the facility. Walz said that this case was somewhat unusual in that it involves a church that houses a daycare, however the daycare is operated independently from the church: the daycare Iowa City Board of Adjustment June 10, 2009 Page 6 is not managed by church members, nor is it managed for the benefit of church members. The daycare is operated through 4Cs and it is intended to serve the children of families who are homeless or near homelessness. Staff felt it was appropriate to look at the special exception standards for both churches and daycares in evaluating this case. Walz noted that the first standard is one that came up at the May Board of Adjustment meeting. Similar to the previous case, the street on which this church/daycare is established is a 25-foot wide collector street with no parking on either side. Walz said that Staff has proposed an amendment to the City Council. The amendment passed the Planning and Zoning Commission unanimously, and should go through three considerations by the City Council by the end of July. The amendment would allow for uses along collector streets and streets less than 28 feet wide, provided that certain criteria are met. Walz said that if tonight's application was approved, it would be subject to the amendment being adopted by City Council. Walz said the applicant is aware of this. Walz described the proposed addition to the church as a one-story addition of about 1600 square feet that would extend out from the back of the church. The entrance to the addition will face out toward Greenwood Avenue, Walz said, and there will be room for transportation vans to circulate for pick-up and drop-off. There is adequate parking for the use. The majority of children brought to the daycare are brought by van service, Walz said. To Staff it seemed unreasonable to bring pedestrian circulation all the way down the drive. Because the daycare can be accessed through the church, Staff felt it was reasonable to require only a small piece of sidewalk to be added to allow for direct pedestrian access to the building. The children, Walz noted, are not typically coming from the neighborhood, given the daycare's clientele. Both daycares and churches are subject to the multi-family standards of the zone. Here, Walz said, that is not a problem, as the vast majority of the parking is at the rear of the facility. The small amount of parking in the front of the building will require some screening to meet the multi- family standards. The proposed building addition has all of the features required for the zone, such as: a covered entrance, windows, construction with similar materials to the original building, etc. Walz said the daycare already has plenty of space for the 32 children they serve. The addition is being added so that the daycare has dedicated space that does not have to be shared with the church. The outdoor area is on a level area. Staff recommends striping be provided indicating a clear path from the outdoor area to the daycare. Walz said the church meets the setback requirements, and that the addition has been designed to complement the existing church. Walz said that the specific proposed exception will not be detrimental to or endanger the public health, safety, comfort or general welfare. The addition is just for building space, it is not to expand the clientele, so there will not be an increase in intensity for the use. Adequate facilities are present to support the use. Because the addition is small relative to the size of the church, it should fit into its setting without impact to the surrounding neighborhood. Walz said that the two-way drive entering onto Greenwood and the one-way exit drive all have adequate visibility. Walz said that the church would need to fill in some missing screening for the parking lots. Iowa City Board of Adjustment June 10, 2009 Page 7 The proposed use will be consistent with the Comprehensive Plan. The future land use map shows this as asingle-family neighborhood and shows a public or institutional use at the church's location. Walz said that so long as the use can fit in safely in the neighborhood without intruding on it, it is an appropriate use. Staff recommends approval of this special exception to allow the expansion of the daycare facility in the Medium-Density Residential zone at 405 Myrtle Avenue subject to: 1) City Council approval of an amendment allowing expansion on streets less than 28 feet wide in some cases, 2) the required S2 screening in the gapped areas of the parking lot, 3) striping a pedestrian zone in the parking lot to get to the outdoor play area, and 4) completing the sidewalk connection between the Myrtle Avenue entrance to the church and the front sidewalk. Wood asked if there were any questions for Staff from the Board. Hora questioned the requirement of completing the sidewalk as it seemed an unnecessary requirement to serve those parking in the church parking lot. Walz explained that the sidewalk expansion was not necessarily to serve those in the parking lot, but to improve pedestrian access from the neighborhood. She said that a direct pedestrian connection from the street sidewalk to the front entrance was a requirement of the multi-family standards. Hora said it seemed to him to be a waste. Walz said that if one was going to the church by bus or by foot, one might need that complete pedestrian access. She said that it is true that a pedestrian could choose to walk through a parking lot, but that it is not the preferred way to do things according to the zoning code. Walz acknowledged that the sidewalk connection is not of particular use to those driving to the church. Hora stated that the parking lot in question is an existing parking lot and it seemed wasteful to him to implement all of the screening standards just because an unrelated 1600 square foot structure was being added on, when the existing screening had been fine for all of these years. Walz explained that this is the way things come into conformity with the zoning code. When properties require special exceptions or building permits, over time, the City steps them toward compliance. Walz acknowledged that the parking lot screening is in a sense unrelated to the daycare use, but that it is the opportunity the City has to step the church closer to compliance with the zoning code. Walz said that while in this situation very little additional screening is required, the City does not differentiate between that situation and one in which greater effort and expense is required to achieve conformity. Hora said it just seemed like an undue burden to put on the church, as the parking lot/sidewalk condition was pre-existing and is not what the church wishes to alter. He said he understands what the code says and that the Board is supposed to be following the code, however, he said that sometimes he thinks it is a little bit excessive. Greenwood Hektoen said that the applicant could speak to whether or not they think it is excessive; she said they seemed very willing to make the necessary changes. Hora said he did not doubt they were willingly complying, but that the changes cost the church money unnecessarily. He said he realized the Board was not the body to make those kinds of changes. Walz said that the Comprehensive Plan recommends very strongly for complete pedestrian access. In this situation, the sidewalk connection is a requirement of the code. Walz said there are other things in very particular situations where relief can be granted. In terms of pedestrian access, Walz said, she did not know how Staff could make the determination that no one would be using that sidewalk and it was therefore unnecessary. Hora said that to his mind, the original reason behind the sidewalk was to provide handicap access to people accessing the church from handicap stalls in the parking lot. Walz pointed out that there is also an issue of handicapped people who will be accessing the facility from the bus system. Hora said he Iowa City Board of Adjustment June 10, 2009 Page 8 understood there was no winning this argument, but that he was just venting some of his frustrations. Eckstein noted that the daycare facility is licensed for 32 children, has capacity for 50 children, but the outdoor structure only has capacity for 25 children. She said this raised questions in her mind about the adequacy of the outdoor facility. Walz said that the applicant was present to answer such questions, but that her understanding was that there are never 25 children in the outdoor play facility at one time. Walz noted that the daycare was not restricted to using only the fenced play area; the larger property could be used for play. However, having a fenced outdoor play area is a requirement for daycares. Eckstein asked if it was the case that by code the fenced in area had to be a certain size based on the number of children that will be using it. Walz said it was important to keep in mind that a certain percentage of the kids at the daycare were infants, and would not be using the outdoor area at all. Hora asked if it would be necessary to remove a parking stall or two to allow for pedestrian access striping from the daycare to the outdoor play area. Sheerin said she had concerns about the safety of that as well. Walz said that the building official could determine whether removal of a parking space would be necessary to achieve the pedestrian walkway. She said that a site plan would have to be submitted prior to the issuance of a building permit, and the building official would check for that at that time. However, she said, the Board could certainly require the removal of one if they wished. Sheerin asked if the building official would have to take the safety of children into account when reviewing the site plans, and Walz said that he would. There were no further questions for Staff, and Wood invited the applicant to address the Board. Diane Funk, 520 Kimball Road, spoke on behalf of the First Mennonite Church. Eckstein asked if Funk could speak to the size of the outdoor play area for children and to the access of it from the daycare. Funk said that they had looked into moving the play area closer to the addition, but they ran up too close to the property lines. Funk said the location of the play area was decided on 12 years ago when the daycare first came to the church; the space was chosen because the play area could be seen from the back door of the church. Funk said the play area is in the process of being redesigned and is being enlarged by four feet. The square footage does meet Department of Human Services requirements, Funk said. As far as access, Funk said, there has never been a problem historically, and the children are always accompanied to and from the play area. She said that she understood that there were always safety concerns when traffic is involved. Funk said it is not a high traffic area, and that unless there is a funeral, the parking lot fills up in the morning and the cars stay there all day. She said she nevertheless felt the striping was a good idea, and that she believed the church would be amenable to removing a parking space if it was deemed necessary. She reiterated that she had not heard the daycare express any difficulty in getting the children to and from the building. She said the amount of cars shown in the aerial photograph of the parking lot in Staffs presentation was fairly representative of the amount of cars parked in the lot during the week. The Board had no further questions for Funk. Wood closed the public hearing and invited discussion from the Board. Hora asked if any of the other Board members were interested in adding a requirement to remove parking stalls. Sheerin said that she was fine with considering it. Iowa City Board of Adjustment June 10, 2009 Page 9 Hora moved to recommend approval of EXC09-00004, an application for a special exception to allow expansion of a daycare facility located in the Medium-Density Residential (RS-8) zone at 405 Myrtle Avenue subject to the following conditions: 1. City Council approval of an amendment to the zoning code allowing religious and private group assemblies and daycare uses along streets of pavement width narrower than 28 feet; 2. Required S2 screening of the parking areas, to be determined by the building official; 3. Striping of the parking lot to indicate designated pedestrian routes between the daycare facility and the outdoor play facility and the removal of one parking stall in that area to accommodate the route; 4. The completion of the sidewalk between Myrtle Avenue and the front of the church building. Sheerin seconded. Walz noted that with the new addition, some of the inner row of parking closest to the church that is currently depicted on the photograph will be removed. She said that the removal of these spaces makes for a safer opportunity for kids to travel through that area. Eckstein stated that the proposal will not be detrimental to the public health, safety, comfort or general welfare of the surrounding neighborhood; nor will it be injurious to the use and enjoyment of the other property in the immediate vicinity. It will not substantially diminish or impair property values in the neighborhood. She said the proposed exception will not impede the normal development or improvement of the surrounding properties for uses permitted in the RS-8 zone. Utilities and access roads, drainage and other necessary facilities are provided, with the caveat that City Council must first pass the necessary amendment concerning street widths. The ingress and egress from the designated area is sufficient and the effect on traffic should not be a factor here. Eckstein said that it is understood that there will be an increase in landscaping to fill in the gaps along the parking lot and that there will be a sidewalk added from the church to the public sidewalk at the front of the building. A striped zone will be added to lead from the door of the daycare facility to the outdoor play facility, which will require the removal of one parking space. Hora concurred with the points laid out by Eckstein. He added that the basic use of the facility will not be changed and the intensity will not be increased, but the addition will make for a better facility at the current level of intensity. Sheerin added that the traffic and the vehicle situation will be unchanged by the addition because for the most part the children are transported to and from the facility by van service. Sheerin said there is sufficient area in front of the daycare for the necessary circulation and parking of the transport vehicles. Pedestrian access will be improved by the addition of a sidewalk between the street and the front of the church. The addition will complement the existing building in terms of materials and style. Wood added that the facility already has sufficient space for 50 children, which will be maintained with the new addition. The outdoor play area will never be used by more than 25 children at one time, Wood noted, even if the number of children at the site approached 50. Iowa City Board of Adjustment June 10, 2009 Page 10 Wood stated that there is plenty of parking at the site, and that the traffic flow should not be affected by the addition. Wood stated that he intended to vote in support of the motion. The measure passed on a 4-0 vote (Thornton excused). Wood stated that any person wishing appeal this decision to a court of record may do so within thirty days after this decision has been filed with the City Clerk's Office. ELECTION OF OFFICERS: Walz stated that Wood would be leaving the Board due to relocation. A replacement to serve out Wood's term as Chair through the end of the 2009 calendar year was needed. Thornton will continue to serve as Vice-Chair. Eckstein nominated Sheerin to serve as Chair. Wood seconded. There were no other nominations. A vote was taken and the nomination was approved unanimously (Thornton excused). BOARD OF ADJUSTMENT INFORMATION: Walz noted that the August 2009 meeting will be cancelled due to staffing concerns. There will be a July 2009 meeting if there are applications. ADJOURNMENT: Eckstein moved to adjourn. Sheerin seconded. The motion carried 4-0 (Thornton excused), and the meeting was adjourned at 6:15 p.m. W OC ~V ~~ ~ W o Q Z N Op ~ W Q ~ ma ~ , X X X p X _ co N X X ~ X X ~ ~' ~ ~ ~ ~ ~ ~ Z Z ; Z Z Z M ~ ~ ~ Z Z ; Z Z Z ~ N ~ ~ ~ ~ ~ ~ M Z Z ; Z Z Z M ~ X X ~ X X X N ~ X X ~ X X X ~ r O M N O r r r r r r a ., 0 w o 0 0 0 0 W 0 0 0 0 0 0 W ~ J Q m ~ J ~ W m ~ ~ V Z W Z O W ~ Z H Z ~ H ? ~ Z p O a v = w ~ = 3 Z W ~ 0 -~ d N o ` X ~ W ~ w ~ ++ ~, C ~ ~ ~ ~ E co ~ ~~ o.- ~'~aZz ~ Q n n u u n w ~ , XOOZ ; w Y 3b 2 MINUTES APPROVED HISTORIC PRESERVATION COMMISSION AUGUST 13, 2009 EMMA J. HARVAT HALL MEMBERS PRESENT: Esther Baker, Thomas Baldridge, Lindsay Bunting Eubanks, David McMahon, Pam Michaud, Jim Ponto, Ginalie Swaim, Alicia Trimble, Frank Wagner MEMBERS ABSENT: William Downing STAFF PRESENT: Christina Kuecker OTHERS PRESENT: Heidi Anderson, Helen Burtord, Craig Martin, Seth Wenger RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action): None. CALL TO ORDER: Chairperson Bunting Eubanks called the meeting to order at 6:03 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. CONSENT AGENDA: Kuecker said that she brought these three items in under the consent agenda, because they meet all of the guidelines, and staff recommends approval as submitted. 506 North Linn Street. Kuecker said work on this property was done without a permit when the North Side District designation was proceeding through City Council. She said there was originally a flat roof over the breezeway, and it has been pitched to match the roof of the garage. 411 North Linn Street. Kuecker said this project involves the repair of the porch. She said the flooring, handrails, and structural supports are in bad shape. Kuecker said that a lot of the material is salvageable, so the owners are taking it down and rebuilding it, using all like materials, including having spindles redone to match. 520 N. Gilbert Street. Kuecker said this application involves altering the flat roof over a kitchen addition in the back of the house. She said the roof currently drains back into the building so the owners want to change the pitch just enough to have the water run away from the building. Kuecker said the roof will not go any higher than the window and dormer. MOTION: McMahon moved to approve all items on the consent agenda. Baker seconded the motion. The motion carried on a vote of 8-0 (Downing and Michaud absent). Historic Preservation Commission August 13, 2009 Page 2 CERTIFICATES OF APPROPRIATENESS: 221 Fairchild Street. Kuecker stated that this project in the Northside District involves a dormer addition to the rear of the property in order to be able to build a stairway to finish the attic. She showed where the dormer would be located in relation to the street facade and the rear of the house. Kuecker said the dormer will be roofed to match the rest and will be clad in four-inch reveal fiber cement board and sided to blend with the existing siding. She said that staff feels this is compatible with the Queen Anne features of the house and will not detract from the character of the building. Kuecker said staff recommends approval as submitted. Michaud asked if there will be exposed stairs. Kuecker said that the stairs at the rear are already there and will continue to be exposed. MOTION: Baldridge moved to approve a certificate of appropriateness for the application for 221 Fairchild Street, as submitted. McMahon seconded the motion. The motion carried on a vote of 9-0 (Downing absent). 1030 East College Street. Kuecker stated that this property is in the East College Street Historic District. She said the owner wants to install a new, standing seam metal roof to match what is currently there. Kuecker said the roofer has stated that the chimney was rebuilt at a later date with bricks that are too heavy for the internal structure. Kuecker said the chimney is therefore sinking, and the owner would like to remove it. She showed a photograph where the chimney is starting to break apart the flashing. Kuecker said that staff feels this is not acharacter-defining chimney, and its removal will have minimal impact on the appearance of the house. She said staff recommends approval of the application as presented, with the condition that the standing seam metal roof retain the appearance of the existing roof. Martin, the owner of the house, was available to answer questions. He said that his roofing contractor has done a number of metal roofs in historic districts. Baker stated that Martin is her neighbor but added that they have not discussed this project. Michaud asked if gutters are involved in this project. Martin said there are not built-in gutters. Kuecker added that the replacement of external gutters does not require Commission approval. MOTION: Swaim moved to approve a certificate of appropriateness for the application for 1030 East College Street as proposed, with the condition that the standing seam metal roof retain the appearance of the existing standing seam metal roof. Wagner seconded the motion. The motion carried on a vote of 9-0 (Downing absent). 604 Grant Street. Kuecker said the Commission previously looked at other projects at this address, including a porch, siding replacement, and new windows. She stated that this application is for the construction of a new garage. Historic Preservation Commission August 13, 2009 Page 3 Kuecker said the house sits on a lot and one-half, so there is a half lot to the north where the garage would be situated. She said that it is set back about 54 feet from the street curb, so it would have minimal impact on the streetscape. Kuecker said that in staffs opinion, the band board shown in the drawing possibly makes the garage appear too tall and is not a detail that is found on the house. She recommended that the garage be built without the band board. Anderson, the owner of the house, said she had discussed doing some kind of band board on the house with her contractor. She asked if that would require approval before getting approval for something like that on the garage as well. Kuecker said that this type of colonial house would not typically have a band board. Anderson said she had thought perhaps that a band board could break up the space between the garage door and the window above. Kuecker said that if the applicant feels strongly about the band board, the commission could discuss it, but staff felt it was inappropriate. Kuecker said that overall, staff recommends approval of the project as presented, with the garage door and entry doors being subject to staff approval. She said that staff recommends removal of the band board. Michaud said that perhaps window curtains or some other facet could break up the lines a little bit. She said that the band board seems to introduce a more Victorian or Edwardian element on a Colonial. Bunting Eubanks pointed out that Colonials are not particularly ornate, but bold paint colors are often used for added emphasis. Anderson said that when the siding was removed, she could see that the structure had built-in planters on the front of the second story. She suggested something like that, and Bunting Eubanks said that would be fine. Anderson said she was okay with the removal of the band board from the plans. Swaim said that if there were a band board on the front of the house, it would be about where the porch roof goes, so it would barely be visible. Wenger, the contractor, said that there is a band board on the front of the house right underneath the soffit. He said that would continue around the gable end. Kuecker said that the band board as described on the house would be a frieze board not a band board, and Wenger agreed. Michaud said that shutters or possibly a garage door with lights in the top would also break up the facade. Anderson said that she had discussed putting in a slightly larger window there with her contractor. Kuecker added that slight adjustments to a previously approved certificate usually just require review by staff and the chair, as long as the adjustment does not change the intent of the Commission. MOTION: Michaud moved to approve a certificate of appropriateness for the application for 604 Grant Street as presented, with the conditions: that the windows match the six over six window of the house and the removal of the band board from the proposed design. McMahon seconded the motion. The motion carried on a vote of 9-0 (Downing absent . Historic Preservation Commission August 13, 2009 Page 4 614 North Johnson Street. Kuecker stated that the application is for a garage demolition as a result of a tree falling on the garage. She said that HIS declared this an emergency situation and has called for the immediate removal of the tree and the garage. Kuecker said that Bunting Eubanks and Staff had discussed the situation and decided it could move forward, with the Commission considering it at the next meeting. She added that this is anon-historic garage, and she saw no need to delay the demolition of the building. MOTION: Baker moved to approve a certificate of appropriateness for the application for the demolition of a garage at 614 North Johnson Street. Trimble seconded the motion. The motion carried on a vote of 9-0 (Downing absent). CONSIDERATION OF MINUTES FOR JULY 9, 2009. Ponto said that at the end of page nine, he would like to add a sentence reading, "The applicant requested that the Commission vote on the original proposal, rather than table it pending an opinion from the State." He said that this was made apparent during the meeting, and without the sentence, the motion seems out of context. Ponto said that on page twelve, at the end of the motion, it should be stated that Baldridge seconded the motion. MOTION: Swaim moved to approve the minutes of the Commission's July 9~h, 2009 meeting, as amended. Ponto seconded the motion. The motion carried on a vote of 9-0. OTHER: Burford stated that on October 1S', there would be a presentation at the Library sponsored by ECO Iowa City and Friends of Historic Preservation regarding how to weatherize an older home. She said that Tom McInerney, a local architect, is going to be the speaker. Kuecker asked Commission members to notify her of any project completed in the last one to two years that might be eligible for a preservation award. She said that the historic preservation awards are scheduled to be presented the first Monday in November. Regarding the 815 Brown Street property, Swaim asked if the owners had requested an opinion from SHPO. Kuecker replied that she had not had any new information from the owners regarding the property. She said that Bunting Eubanks had sent a letter to the owners with additional information. Kuecker said she had notified the owners that she was willing to send a letter to SHPO on their behalf. She said she also notified SHPO to let them know the owners might be contacting them and that she had additional information regarding the project. ADJOURNMENT: The meeting was adjourned at 6:32 p.m. Minutes submitted by Anne Schulte s/pcd/mins/hpc/2009/h pc z N _N O~ U~ z V OW Q W O V ~ Q N W p N Z W W ~ ~ a va H N x x o x x x x x x x °' x o x x x o x x x o X X X X ~ ~ ~ ~ O O O X X cG N X X X X ~ ~ O X X X p x x x x x x x o x x X ~ X X X ~ X X ~ X X X X X X ~ ~ p X X X X M ~ X X X X X X X X X N ~ X X X X ~ ~ X X X X X ~ - N O ~- ~ ~ N O N O N a ~ . rn rn rn rn rn rn rn rn rn rn rn W W N N N N N N N N N N N F M M M M M M M M M M M ~ Q ~ p Y W J = Z V Q ~ W J V y ~ ~ Q z Qa a z a ~ p W ~ Y ~ Q p ~ ~ W ~ ? _ ~ m Z ~ ~ Y ~ m ~ ~ V Z Q ~ Q ~ N Z m m p W = ~ ~ 0 . ~ O ~~ N O ` X O~ c ~ ~ ~ ~ •- ., c a~ ~ ~ ~ ~ E ca ~~Q°o aQ„Zz u u W XOOZ w Y 3b 3 MINUTES FINAL PLANNING AND ZONING COMMISSION SEPTEMBER 3, 2009 - 7:00 PM -FORMAL CITY HALL, EMMA J. HARVAT HALL MEMBERS PRESENT: Ann Freerks, Tim Weitzel, Wally Plahutnik, Josh Busard, Charlie Eastham, Elizabeth Koppes MEMBERS ABSENT: Michelle Payne STAFF PRESENT: Bob Miklo, Sara Greenwood Hektoen OTHERS PRESENT: Mark Cannon, Catherine Bryden RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 6-0 (Payne absent) to recommend approval of REZ09-00004, an application submitted by Iowa Wireless Services, LLC for a text amendment to allow communication towers in Interim Development Residential zones using the language outlined in the staff memo dated August 2, 2009. CALL TO ORDER: The meeting was called to order at 7:00 p.m. by Chairperson Ann Freerks. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Freerks announced that REZ09-00003 will be deferred and would not be discussed at the meeting. DISCUSSION OF MILLER ORCHARD NEIGHBORHOOD PLAN: Miklo announced that residents of the Miller Orchard neighborhood would be presenting a plan for the neighborhood to the Planning and Zoning Commission. Miklo said the plan was not something the Commission would be asked to vote on, but was being presented for informational purposes. Eastham asked if the plan would eventually go before City Council, and Miklo said that it would. Eastham asked if the plan would then become part of the Comprehensive Plan. Miklo said that it would not. Planning and Zoning Commission September 3, 2009 -Formal Page 2 of 6 Mark Cannon, 706 Miller Avenue, a resident of the Miller Orchard neighborhood, said that the first thing the neighborhood needed to do was to thank the Commission profusely for understanding the needs of the neighborhood and for acting in its interests. Cannon said that the plan was the result of a year of work done by about 30 people from the neighborhood, City representatives, and University of Iowa Urban and Regional Planning students. Cannon said that the plan was needed because it seemed as though the neighborhood was always acting in response to intrusions; the plan is a way for the neighborhood to act proactively to shape their neighborhood. The general sense in the neighborhood, Cannon said, is that the neighborhood is on a very slippery slope and is possibly in decline. Canon said the neighborhood needs some out-of-the-box thinking. Cannon said the neighborhood identifies itself as Roosevelt School and the surrounding area, and that the loss of Roosevelt as an anchor to the neighborhood is very strongly felt. Cannon said that there are a large number of rental units in the neighborhood, with a number of properties owned by absentee landlords. Canon said he believes there has been an increase in crime in the neighborhood as well. Nonetheless, Cannon said that the fact that 30 neighborhood residents committed themselves to the creation of this plan demonstrates that the neighborhood is alive and well. Cannon said that he took a little bit of exception to the idea in the plan that advocacy through "badgering" was the best way to work on the neighborhood's behalf. He felt that there should be proactive attention from the City and its various departments to look at Miller Orchard as a neighborhood in need of assistance that should be identified for special attention and efforts. Catherine Bryden, said that she felt the Commission should be more concerned with some parts of the plan than others. She said that she felt like the Commission should focus on the parts of the plan dealing with housing rehabilitation and the retention of the current housing stock. She asked that the Commission keep this non-binding plan in mind as it considers rezoning items that come before it. Keeping housing in the area primarily single-family and affordable is a main goal of the neighborhood. She said there is a definite lack of such housing in Iowa City, especially close to downtown and close to campus (as Miller Orchard is). She said long-term viability was a concern for Miller Orchard residents, as was safety. She advocated addressing traffic safety issues by expanding sidewalk and trail networks. Investing in the commercial district is also a priority for the neighborhood. The closing of Roosevelt, she said, was a decision that was made hastily and without real community input. In light of that decision, the neighborhood has made the decision to become more proactive in general. The neighborhood wants to be actively involved in determining what is to become of the Roosevelt site, as they want to make sure the site continues to be a community asset. Cannon stated that the Miller Orchard neighborhood needs creative, innovative thinking if it is to avoid becoming another "needy" neighborhood in the city. Freerks noted that this was not a plan that would be voted on, and so there would be no public hearing on it. However, she invited any member of the public or the Commission who wished to comment on the plan to do so. Eastham commended the plans creators in working on the document with the University's Urban & Regional Planning Department, as it made for a document that presented very well. Eastham said he would like to note that there are a couple of very concrete ideas for improving the physical appearance of the area. Eastham said he felt that commercial development would certainly make the area more appealing for long-term residential living. Eastham asked Miklo if there was something that could be done in terms of zoning to improve the area's potential for commercial development. Miklo said most of the area is zoned CC-2, which allows for a wide variety of uses. Eastham said viable commercial space will be a draw for residents. Eastham said he would like to see both renting residents and owning residents work together to move the Planning and Zoning Commission September 3, 2009 -Formal Page 3 of 6 area forward and improve the overall neighborhood. Plahutnik said he would like to thank all those who worked on the document and for the presentation. Plahutnik said that the Miller Orchard neighborhood is sort of a microcosmic history of some of the failings of transportation in the United States. The river, the rail, and the road: all things that once were meant to help bring things together, now act more as barriers to the neighborhood. Plahutnik said that John Linder was a friend of his, but that even he would agree that no one would wish to walk over to his shop on a warm summer evening, sit down, and buy some tires. Plahutnik said that one of the things he's always dreamt of was for the river running through Iowa City to be considered the city's biggest asset, rather than a dumping ground for unwanted industry. Plahutnik said that when the river finally becomes the showcase it was meant to be, Miller Orchard will then be one of the few neighborhoods with access to that showcase. Plahutnik said that he wants the neighborhood to hang in there, and that they should know that everyone currently on the Commission has the same type of vision for the Miller Orchard neighborhood that's reflected in the plan. Weitzel advised the residents of Miller Orchard not to get discouraged as they have a great foundation to build upon. Weitzel said that the fact that so many neighborhood residents were dedicated to the creation of this plan shows that there is great interest in the neighborhood. Weitzel said he would like to see the neighborhood highlight historic aspects. He acknowledged that there are challenges and that the road to change would be long, but encouraged residents to hang in there. Freerks note that the park has been a great benefit to the community, although it was several years in the making. Freerks said that there is a great need in the community for smaller single- family homes that are affordable. She said there is a great desire for that. She said there is a lot of potential there. Freerks said she was impressed to learn that the Miller Orchard neighborhood was the second neighborhood to establish a neighborhood association in Iowa City. Freerks said that the long-term, active involvement of residents that is talked about in the plan is something she agrees is critical to the neighborhood. She said that renters can be actively involved, though she understands the neighborhood's desire for a balance between owner-occupied homes and rental units. Freerks said that they should continue to update the document as needed, and said that while it is annoying to have to a-mail and make phone calls, it does sometimes work. Freerks said she thinks the goals outlined are attainable. She said the Roosevelt closure is unfortunate in her mind, but that she hopes the neighborhood will be good stewards of the parcel on which it sits. She asked Miklo what the status of the parcel was and what it is identified for in long-term plans. Miklo said that as long as the school district owns it and uses it for district purposes, then there is not a lot the City can do to influence its use. If the property is sold on the open market, the City will then need to make a zoning determination, which the Commission would have some influence over. Koppes asked what would happen if it was sold to the University. Miklo said it would then be zoned Public (P2), which is a zoning designation for properties owned by the State and Federal governments. Freerks said she was impressed with the document and thanked the residents for sharing it. REZONING ITEM: REZ09-00003: Discussion of an application submitted by Southgate Development Company for a rezoning from Medium Density Single Family Residential (RS-8) zone to High Density Single Family Residential (RS-12) zone for approximately 4.29 acres of property located on Walden Road, west of Mormon Trek Boulevard. The 45-day limitation period for this item has been waived. Planning and Zoning Commission September 3, 2009 -Formal Page 4 of 6 Freerks stated that the applicant has requested that the item be deferred to the September 17'h meeting. Eastham announced that he has a conflict with this item and would not be participating in its consideration. Miklo said that the applicant has had some discussions with the neighboring homeowners association about a drainage easement over their property. No agreement has been reached on that, Miklo said, and so the deferral was requested. Miklo noted that there is a letter from the neighboring property owner in the packet of each Commissioner. Miklo said Staff recommends deferral. Freerks asked if there was a point at which a more long-term deferral was in order. Miklo said that if it needed to be deferred beyond the next meeting he would recommend an indefinite deferral so that the public did not have to keep following the matter. He said that when it did make it back on the agenda after an indefinite deferral, notice would be re-sent and postings would be done again. Weitzel moved to defer REZ09-00003 until the September 17th meeting. Koppes seconded. The motion carried 5-0 (Eastham abstaining; Payne absent). REZ09-00004: Discussion of an application submitted by Iowa Wireless Services, LLC for a text amendment to allow communication towers in Interim Development Residential zones. Miklo said that this item had been on the last meeting's agenda and that a recommendation to Council had been voted on, but some of the discussions had made Staff think more about how electrical service to these sites was handled. After looking at it, Miklo said, Staff thought it might be appropriate to put in a reminder or "tickler" into the code so that the Board of Adjustment would be authorized to specifically address that issue. As a result, Staff is recommending changing the previous language. Miklo said that the Council is not meeting until September 15'h, so making this change to the language will not slow down the process for the overall change. Miklo said that previous discussions had come upon the question of where cell phone towers were currently allowed. Miklo shared a graphic that showed the industrial zones, areas where cell phone towers are allowed by right with just a building permit. Commercial zones were also outlined. In commercial zones, cell phones can be allowed by a special exception from the Board of Adjustment. In public zones, cell phone towers can also be allowed by special exception, although very few have been granted. Interim development zones will allow cell phone towers by special exception if the amendment is adopted by City Council. Freerks opened the public hearing. No one wished to speak and the public hearing was closed. Eastham moved to recommend approval of the amendment to the zoning code allowing Planning and Zoning Commission September 3, 2009 -Formal Page 5 of 6 communication towers in interim development residential zones as presented in the staff memo. Plahutnik seconded. Plahutnik said that he was against the original amendment to allow cell towers in Interim Development Residential zones, but that he appreciates the more stringent language. Freerks said she felt the changes helped to clarify things. Weitzel said that there are parts of the code that specifically protect certain areas from cell phone towers being built there. A vote was taken and the motion carried 6-0 (Payne absent). CONSIDERATION OF MEETING MINUTES: AUGUST 20, 2009: Koppes motioned to approve the minutes. Busard seconded. The minutes were approved 6-0 (Payne absent). OTHER: Miklo asked Commissioners to put on their radars a meeting on November 12'h or13'h. Miklo said that as part of the Central District Plan a broad vision was created for redeveloping the riverfront corridor. Iowa City has been chosen to participate in a program funded by the federal EPA and the Rebuild Iowa Office. The program funds consulting firms to come in and help devise a more detailed plan to carry out that redevelopment vision. Those consultants will be holding a workshop on November 12'h, and potentially the 13'h. Miklo asked Commissioners to think about attending. ADJOURNMENT: Busard motioned to adjourn. Weitzel seconded. The meeting was adjourned on a 6-0 (Payne absent) vote at 7:40 p.m. Z O ~°~ 00 Uw p~ ZWo U pZo N N 00 aw Z ~ _a z z Q J a M o~ X X X X W O X X 0 X X X X X X X co ; X X X x X X X ~ X O X X x X X ~ o x X X x o X X x o x x x X ~ X X X X x o x X X X X X X X M X X X X X ~ X N X X X X ~ X X ~ X X X O x X X W rL~ ma ~- r- ~ ~ M .- N ~ O .- O ~ M ~- I-W 0 0 0 0 0 0 0 W_ ~ W ~ Q 2 J Q W m J J Q = Z Q ~ N U Z Q N 2 Y ~ D W U ~ ~ N ~ Z J ~ Q _ Y ~ W W ~ W N a ~ L f N W a ~- Q W Q z ~ m Q w ~ u. O Y Q a J a ~ z H W W J a O LL ; X X x X X X o ti 0 M X X X X X X X ch M X X X X X X X N X X X X X X X ~ o X X O X X o w ~ ~ ~- M N O O M W X in n in n in in in H-W 0 0 0 0 0 0 0 w J ~ W ~ Q ~ ~ W m J J Q x Q = Z ~ 3 cn U z Q _ = Y ~ ~ W U _ ~ ~ fn ~ z J O' 2 0C W W A N W Q i- w a z = ~ ~ rn v~ w a ~ Q - z m w u~,. Y Qa a ~s c~ z H- W W Q 0 z E 0 ~a N N ~ ~ X O~ W •w ~ m ~,r ~ a~i~ ~~~,Em cn ~~ ~.. ~,aQZ o ~Q,I „Z II II W II XOOZ ' w Y 09-29-09 3b 4 MINUTES FINAL Iowa City Airport Commission July 16, 2009 Iowa City Airport Terminal - 6:00 PM Members Present: Greg Farris, Minnetta Gardinier, Howard Horan, Janelle Rettig Members Absent: John Staley Staff Present: Sue Dulek, Michael Tharp Others Present: Jay Honeck, Mary Honeck, Rick Mascari, David Hughes, Phillip Wolford, Carl Richey RECOMMENDATIONS TO COUNCIL: None DETERMINE QUORUM: Chairperson Rettig called the meeting to order at 6:00 P.M. APPROVAL OF MINUTES FROM THE JUNE 18 AND JULY 10, 2009 MEETINGS: Rettig asked if anyone had any changes to the June 18 minutes. Gardinier noted that she emailed some corrections to Tharp. Tharp described the recommended changes; Spell checking Phillip Wolford's name, replacing "Powder Puff 'race with Air Race Classic, and correcting the attendance chart. Farris moved to approve the minutes of the June 18, 2009 meeting as amended. Seconded by Horan. Carried 4-0. Next the July 10 minutes were discussed. There were no changes suggested. Horan moved to approve the minutes of the July 10, 2009 meeting as submitted. Seconded by Farris. Carried 4-0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park / U of I Aircare Facility -Tharp stated that he had a message from Peggy Slaughter today, stating that she would be unable to make the meeting tonight. He added that the sale of Lot 1 was approved by the City Council. Tharp noted that Slaughter also stated that there has been interest in other lots. Iowa City Airport Commission July 16, 2009 Page 2 of 5 b. FAA/IDOT Projects -AECOM -David Hughes i. Runways 7/25 & 12/30 -Hughes noted that the contractor is making pretty good progress, with some slowdown due to the rain. As of this afternoon, Hughes added that the storm sewer had been installed. There was an FAA inspection on Tuesday, and Hughes stated that things went well. The contractor is about a week behind in dirt work, according to Hughes, due to the rain this construction season. Paving is expected to begin the last week in July. Rick Mascari asked Hughes about the paving project, and if this would impact the area where the old runway intersects. Hughes stated that this area will possibly be paved by the end of July. Mascari then talked about the runway closure and what had been done in the past with trying to keep an older runway open during such a project. Rettig then asked Hughes to further clarify the paving schedule and subsequent closures. Mascari then spoke about the ASOS location and the possibility of daytime use on the old stretch of runway pavement. He added that the pilots would need to be assured that they would not be sued if anything did happen while they were landing on the closed runway or any part of the Airport. Rettig noted that the contractors are using this pavement for their staging area in the runway project. Hughes responded to this issue, as well, noting that the crushing portion of the project is taking place in this area. The discussion continued, with Members discussing whether or not they believe this old runway could be opened again for daytime usage. Rettig then asked Dulek for her opinion on the issue. Farris noted that the risks involved in this type of thing are just not worth it, in his opinion. Jay Honeck noted that he and other pilots would be willing to take the responsibility for being able to land on the old runway pavement. Gardinier added that as a pilot herself, she would have safety concerns as well. Rettig asked if there were any motions from the commission members. Rettig noted that their decision from the July 10th meeting still stands on the runway closure. ii. 2008 Pavement Rehab (North Taxilanes) -Hughes stated that the contractor has completed the work, and he is recommending acceptance of this project. Tharp noted that he had handed out a revised price sheet. 1. Consider Resolution #A09-20 Accepting Work -Farris moved to consider Resolution #A09-20 to Accept Work on the North Taxilanes. Seconded by Gardinier. Carried 4- 0. Iowa City Airport Commission July 16, 2009 Page 3 of 5 iii. Obstruction Mitigation -Hughes stated that he has still not received a response from Mediacom on their relocation billing. He is also waiting for a response from United hangar demolition contractor to resolve some sanitary sewer issues. iv. Building H -University of Iowa Hangar Expansion -Tharp noted that he has had several meetings with University staff regarding this project. He noted some of the changes that have been addressed, such as to the office and storage spaces. The discussion continued, with Members asking questions of Tharp concerning the hangar layout. Tharp noted that he and Dulek has met with George Hollins from the University of Iowa to discuss redoing the office as storage space. Richey spoke to their needs and what they would prefer to do. Tharp continued to respond to Members' questions regarding design issues. Rettig then reviewed their options, and asked that Dulek look into their concerns on this so they can revisit it once she has done some research. c. Airport "Operations;" Strategic Plan-Implementation; Budget; Management - Tharp briefly explained the handouts regarding the budget and year-end. Rettig questioned several items -Building Room Rental and also Contracted Improvements. Tharp responded to questions, explaining the amounts being shown here. Rettig then asked about an amount on the last page of the handouts, and Tharp explained what the amount is for. d. 2009/2010 T-Hangar Contracts and Fees - (Farris and Gardinier recused themselves due to conflict of interest, and participated as members of the public.) Rettig noted that Tharp had prepared a memo for this issue. Tharp briefly described how he arrived at these amounts, and recommended they maintain their hangar rates. Horan stated that he would like to make sure they have cleaned up any language issues, as previously found during review. Rettig added that she is comfortable with this proposal. Gardinier, speaking as a member of the public, stated that as tenants of the Airport they all have signed a lease, and she would like to see the memo state that rents were raised a year ago. She also noted that last year she asked what airports in a 50-mile radius charge for hangar rent, and that the Airport post this information for pilots to see. Tharp will add this information to the memo, showing what the current rates are at neighboring airports. e. Jet Air /Iowa Flight Training - Dulek noted that after the last meeting she sent a proposed business agreement to Iowa Flight Training, as well as a proposed sub-contract to Jet Air. She has not heard from Jet Air yet, and has had a couple of emails with Tim Bush regarding this issue. Dulek added that Whirlybird Helicopter is asub-contractor under Iowa Flight Training. She noted that she has not heard anything yet from them, but they will need to provide insurance as outlined in the agreement. The discussion continued, Iowa City Airport Commission July 16, 2009 Page4of5 with Members asking questions about this type of agreement. Rettig reiterated that the Airport should have a copy of the sub-agreement between Jet Air and these other entities. Members agreed that they are ready to move forward with this agreement. f. FBO Staff Report -Phillip Wolford of Jet Air stated there wasn't much to report. He stated that they realize that the runway closure will affect their business, but they understand the need for this. Tharp suggested they meet in the next week and review some of the projects that the Jet Air staff will be tackling during this downtime. Rettig noted that she had received an email from a former Airport Commissioner, stating how the entrance area is looking better. Gardinier then spoke about ultralights being able to land during the time the runways are closed. Tharp noted that he had a call from a Sertoma rep, asking for the closure dates of the runway and possibly moving their show this year. Rettig stated that they should work with Sertoma if they need to move the date. g. Subcommittees' Reports -None. h. Commission Members' Reports -Gardinier spoke about the race she recently took part in, and the possibility of Iowa City hosting such a race. Horan noted that has some new pictures for the Facebook page. Rettig spoke to the runway closure and the fact that no one is happy with this, but that she is grateful they are going to have such nice, new runways once this project is done. She thanked everyone for their patience during this time. Staff Report - Dulek noted that the Council agenda of July 28 will include the Merschman Seed agreement. Tharp noted that he is working with the IT department to get a web cam going at the Airport. Tharp also noted that the Aviation program was approved on Tuesday, and he gave Members a handout regarding this. SET NEXT REGULAR MEETING: Thursday, August 20, 2009 at 6:00 P.M. ADJOURN: Horan moved to adjourn the meeting. Seconded by Gardinier. Carried 4-0. The meeting adjourned at 7:50 P.M. CHAIRPERSON DATE Iowa City Airport Commission July 16, 2009 Page 5 of 5 Airport Commission ATTENDANCE RECORD YEAR 2009 (Meeting Datesl NAME TERM EXP. 1/8 2/5 2/12 3/12 4/2 4/14 4/16 5/6 5/21 6/18 7/10 Greg Farris 3/1/13 X X X X X X X X X X X Minnetta Gardinier 3/1/15 --- --- --- X X X X O/E O/E O/E X Howard Horan 3/1/14 X X X X O/E O/E X X X X X Janelle Rettig 3/1/12 X O/E X X X X X X X X X John Staley 3/1/10 X O/E X X O/E O/E X X X X X NAME TERM EXP. 7/16 Greg Farris 3/1/13 X Minnetta Gardinier 3/1/15 X Howard Horan 3/1/14 X Janelle Rettig 3/1/12 X John Staley 3/1/10 O/E KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting --- = Not a Member 3b 5 MINUTES APPROVED PUBLIC ART ADVISORY COMMITTEE THURSDAY, JUNE 4, 2009 LOBBY CONFERENCE ROOM -CITY HALL Members Present: Jan Finlayson, DaLayne Williamson, Ann Kahn, Rick Fosse, Patrick Carney, Mark Seabold Members Absent: Terry Robinson Staff Present: Marcia Bollinger, Karl Burhop Public Present: Melissa Mitchell, interested party RECOMMENDATIONS TO CITY COUNCIL Recommend approval of Simple Flight sculpture by artist Jason Messier for location at the Peninsula Park Sculptor's Showcase. Moved by Finlayson; seconded by Carney. Motion passed 6:0. CALL TO ORDER Seabold called the meeting to order at 3:08 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None CONSIDERATION OF THE MINUTES OF THE APRIL 2~ 2009 MEETING MOTION: Seabold moved to approve the minutes; Williamson seconded. The motion passed 6:0. PENINSULA PARK SCULPTOR'S SHOWCASE -JASON MESSIER PROPOSAL Bollinger talked about the Peninsula Park Sculpture and passed out pictures of the proposal. Jason Messier is the artist, and the proposed Simple Flight sculpture is a 3' square steel powder coated sculpture representing a bobber with a dragonfly on top. Originally Jason Messier had submitted the proposal to be installed downtown at the Iowa Sculptor's Showcase. As the Committee chose Jerry Cowger's Banjolin for exhibit on that showcase, Jason is requesting that his sculpture be considered for the Peninsula Showcase Pad. Several questions were asked to Bollinger about the location of the Pad. Seabold agreed that the proposal was excellent and would work well at the new location. Bollinger added that the City Council needs to approve the proposal. MOTION: Finlayson moved to approve Jason Messier's proposal for location at Peninsula Park Sculptor's Showcase; Carney seconded. The motion passed 6:0. Public Art Advisory Committee Thursday, June 4, 2009 Page 2 of 5 PUBLIC ART PROGRAM In response to recent discussion by the City Council of removing the funding for the Public Art Program, Bollinger stated the future of the Committee is in doubt. Bollinger suggested there have been discussions regarding the feasibility of keeping the Committee intact, but the future is somewhat ambiguous. Bollinger passed out finance/budget sheets and went through the Art Program expenses. Seabold and Fosse discussed funding issues, such as maintenance. Fosse suggested the possibility of a "mini-endowment" for the next 3-5 years, which he described as potentially being a "lean period." Fosse stated that the Committee should maintain itself in some fashion so that it wouldn't permanently go away. Bollinger indicated the City Council perhaps wants to keep neighborhood art projects or smaller funded art projects. Seabold suggested that downtown business could possibly help by donating to keep the program going. Bollinger stated that Poetry in Public doesn't have many hard costs; the costs are more or less labor and time costs. Carney reminded the Committee that they are all volunteers and asked why the City Council would disband an all volunteer committee. Bollinger stated that the committee was staffed by City employees and there is a cost associated with that. Carney stated that many artworks and exhibits are already in place throughout Iowa City, regardless of future projects, that require maintenance and upkeep. Ideas were floated by numerous Committee members and Bollinger to put a letter together and send to each member of City Council. Seabold stated Iowa City is a city of culture; therefore the Art Program is essential. Seabold suggested getting all past members to sign a letter to the City Council as well The committee acknowledged that hopefully cuts are temporary and that City Councilors aren't happy with the idea of cutting the Art Program either. Fosse again stated that the Committee is free, but staff time isn't. Fosse suggested listing alternatives in a letter to Council, like using the Committee to continue maintenance. Finlayson asked if other funding is available, such as grants. Seabold responded that individuals and corporations could be asked for donations. Williamson stated that art projects have done very well in Iowa City because of City Council approval and involvement. Bollinger suggested having the Acting City Manager speak to the Committee to clear up any confusion about whether or not the Committee is to be disbanded. At this point Burhop passed out City Council transcripts that detailed the Council discussion about the Committee and the Art Program in their Budget Prioritization meetings. Seabold stated that the committee needs to continue to meet. Fosse again suggested alternative roles the Committee could temporarily play as it rides out the budget problems, such as maintenance, facilitate small art projects with organizations and neighborhoods, and that the committee should not disappear. Seabold backed this up by saying how recent projects had been successful. Group discussion again focused on the letter, with a need to acknowledge the financial hardship the City Council was going through. Fosse stressed that the letter must indicate the temporary nature of any cut or change to the Committee and the Art Program. There was group unanimity on this issue; the Committee must continue to meet and, if necessary, perform alternative functions. Kahn stated that a component of the PIN Grant funding Neighborhood Art project could be administered through the Committee if it involved art projects. In this way the Committee could continue to be an Public Art Advisory Committee Thursday, June 4, 2009 Page 3 of 5 advisory group and review art projects submitted for PIN Grants. Kahn again wished to stress to Council that they are all volunteers. Seabold asked if the Committee needed someone to perform in a secretary role. Bollinger said that wouldn't be necessary. Bollinger said that art projects might come under Neighborhood Services. Seabold reminded the Committee that they needed city staff to draw up art contracts. Fosse pressed upon this point further, stating that contracts are important with artists, as a waiver of rights, and must be carefully construed or public art can become an encumbrance in the future. Seabold then asked if they should just draft a letter or also go and talk to Council at a Council Meeting. Bollinger said they should do both. Carney reiterated that the Committee plays a big role in Iowa City. With the Arts Festival coming up, Carney pressed on this point that Iowa City is defined by art. Finlayson agreed with this. Seabold concluded the conversation by saying he would draft a letter to the City Council and have other members approve and sign it. UPDATE ON ARTS FEST Bollinger explained how volunteers would pick up artist donations for Kidz Tent. Finlayson and Kahn and Mitchell have volunteered to pick up art donations. Burhop handed out information and maps about picking up donations. Bollinger suggested to pick-up volunteers to ask other artists if they would like to donate items as well. Bollinger stated that Cheryl Jacobson, the calligrapher, would also be at the Kidz Tent. Seabold and Fosse clarified that no adults would be allowed in Kidz Tent, it is exclusively for children to select art work they appreciate and purchase it. There was some conversation between Kahn and Finlayson about dividing up the donation list. Bollinger then clarified the location of Kidz Tent; it will be located where Dubuque Street runs into and ends at Washington Street. COMMITTEE TIME/UPDATES At this point Bollinger updated the committee on Poetry in Public Art Program. Originally artwork was to be unveiled during Arts Fest, but Bollinger explained that this was no longer happening because, though poets were very enthusiastic and many had agreed to participate, there weren't enough artist submissions to proceed. Bollinger suggested that next year the program would be pushed harder - if that potential existed under the current budget cuts. Bollinger also stated that poetry from Poetry in Public had been posted in downtown kiosks. Bollinger commented on the unveiling of Lemme Leopard art project and said it had been a success. Bollinger also stated that the Creekside Mural was complete and was a very intricate artwork piece with a wavy flowing pattern. Bollinger updated the committee on her meeting with Jill Harper, who was drawing a design for a cement bench. Bollinger passed out pictures of the design; the design is a mosaic art piece. Fosse asked about maintenance and safety issues. Bollinger said the artwork should be safe. Seabold seconded this. Public Art Advisory Committee Thursday, June 4, 2009 Page 4 of 5 Finlayson and Seabold ended the meeting on a lighter note, suggesting that the band Squirrel Nut Zippers should be good at the Arts Fest. ADJOURNMENT Kahn motioned to adjourn; Fosse seconded. Meeting adjourned at 4:05 PM. Minutes submitted by Karl Burhop. a~ Ua N o~ . m ~~ a~~ ~ ~ o Q v ~n U ~ ~ L 7 ~ 7 L f9 aF-a .., ~b o~ V ~' ~ O~ .~ V C 7 C" N 'C ~ C ~ ~ U ...i ^.r a ~ ~ ~ x ~ ~ ~ o ~ ~ ~ ~ o ~ ~ ~ M ~ ~ ~ ~ ~ O N O ~ ~ ~C ~C ~C ~C ~ ~ /~ ~ ~ Q ~--i ~ ,-~ N ~ O N ~, ~ ~ ~ ~ ~ .'.. .-~ .-~ .-~ r, ,-, ~ O O O O O ~ ~ ~ -+ ~ -, ~ ~ ~ .-~ ~ ,--~ W . O r O O O O C 0 ~ ~ C ~ ~ ~ b C ~ x ~ O ~ ~ ~ ~ ~ ~ ~ ~ ~ U ~ ° o ~ . ~ ~ ~ o x ~ d'' ~ , . C a ~ .~ ~ Z ~ A ti ~ w r~ H b U W a~ ~~~ II II II >, W ~ ~ 3b 6 IOWA CITY TELECOMMUNICATIONS COMMISSION FINAL MONDAY, JULY 27, 2009--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST.-TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Laura Bergus, Hans Hoerschelman, Gary Hagen, Robert Kemp, MEMBERS ABSENT: Saul Mekies STAFF PRESENT: Mike Brau, Bob Hardy OTHERS PRESENT: Josh Goding, Beth Fisher, Phil Meany, Susan Rogusky, Kevin Hoyland RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Regarding the access channels and the transition to digital transmission Hardy said that he has been unable to find a meeting time when the Community Television Group could meet to discuss this issue. Hardy will be writing a memo to CTG members to gather their responses. Mediacom has said the channel positions of the access channels would remain where they are now. Regarding the PATV contract Hardy said he will be meeting with Goding on July 30 to discuss the remaining issues. After that meeting the Commission should be ready to hold a public hearing. Another extension of the contract is not possible. Hardy said the service section of the Triennial Review still needs to be finished. Hardy will be making an appointment with Mediacom to review their service records for the past 3-4 years. The previous Triennial Review noted that there was not a lot of reporting from the cable operator regarding what their problems were. Hoerschelman suggested that the service and programming sections list the best things going forward rather than just detailing the past. APPROVAL OF MINUTES Hagen moved and Bergus seconded a motion to approve the June 22, 2009 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS Hardy distributed a certificate of appreciation for Drew Shaffer for the Commission to view and sign. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Hardy referred to the complaint report in the meeting packet MEDIACOM REPORT No representative was present. Hardy said Mediacom is considering applying for federal broadband stimulus funds to extend service to smaller towns in Iowa. Hagen said that Mediacom added several more high definition channels and that he had inquiries from consumers regarding balance in the channels added. Fox news and several religious high definition channels were added and other channels such as MSNBC are available in high definition but have yet to be added. Hagen asked how many over the air digital channels are available in Iowa City. Hoyland said that channel 4 offers 2 channels, 7 offers 3, 8 has 2, 9 has 2, 12 has 3 and 15 has at least 1. Hagen said that Mediacom does not appear to be keeping up with the dish networks in providing high definition channels. Hoerschelman said there are constraints on Mediacom's physical plant and with negotiating high definition carriage agreements with the program providers. UNIVERSITY OF IOWA REPORT No representative was present. KIRKWOOD COMMUNITY COLLEGE Meany reported Kirkwood has talked to KCRG and KGAN about putting the Kirkwood channel on one of their digital multiplex channels. They are waiting on a response from KCRG and KLAN is considering the offer. Live Kirkwood volleyball games from Johnson Hall are being planned for the fall along with KSP Newscasts. PATV REPORT Goding reported that he and two board members attended the Alliance for Community Media national conference. A program will be produced and shown on PATV summing up the highlights of the conference. PATV has 3 University of Iowa interns and 2 high school interns. Two new workshops have been developed to promote PATV workshops to youth. One workshop involves animation and will be held August 22 from 1-5. A class in how to be a DJ will be held September 4 from 1-5. The Live and Local program recently featured Access to Independence. Upcoming shows will feature Bicyclist of Iowa City. PATV will be doing some cross promotion with the Land Locked Film Festival. Festival organizers will be on a Live and Local program and it is hoped that some of the festival films will be shown at PATV's Bike-In Theater. PATV will tape Governor Culver speaking about passenger train service. Several programs from the Arts Fest are now playing. Upcoming programs include the Jazz Fest, an American With Disabilities Act celebration, an episode of the readings at Prairie Lights, and a program on food as medicine. The next board meeting will be August 20 at 7 p.m. The next guidelines workshop will be August 2, at 2:30. SENIOR CENTER REPORT Rogusky reported that SCTV has been busy catching up on a backload of editing. Programs in production include one on health care and public opinion, and the Gay Lesbian Bisexual Transgendered parade. A new staff member has joined SCTV with a particular interest in oral history. LIBRARY REPORT Fisher noted the Library channel's annual report in the meeting packet. The library channel has been busy catching up on projects during the slower period during the summer. IOWA CITY COMMUNITY SCHOOL DISTRICT REPORT Hoyland reported the school district recently hired a staff person for computer assistance who has some experience in television who has been assisting Hoyland. The school channel has been cablecasting the high school graduation ceremonies and will be cablecasting the Northwest Junior High Jazz Band performance at Jazz Fest. CITY CHANNEL REPORT Hardy reported that the Community Television Service recently taped the Chamber of Commerce panel discussion on utilizing the media to get your message out and a panel discussion on seeking employment by those over 50 which was sponsored by Livable Communities. Upcoming productions include a Mercy Hospital panel discussing leading edge cancer treatments and the United Way campaign kickoff. The Media Unit will be working with the Planning Department and the Human Rights Commission on programs. A program with the Hoover Library on White House Kids was recently completed. Work on refurbishing the studio has been undertaken. Assistance was provided for the Parks and Recreation Department's memorial service for Terry Trueblood. ACCESS CHANNELS AND THE DIGITAL TRANSITION Hardy said that he has been unable to find a meeting time when the Community Television Group could meet to discuss Mediacom's proposal to move the access channels to digital transmission. Hardy will be writing a memo to CTG members to gather their responses. Mediacom has said the channel positions of the access channels would remain where they are now. PATV CONTRACT Hardy said he will be meeting with Goding on July 30 to discuss the remaining issues. After that meeting the Commission should be ready to hold a public hearing. Another extension of the contract is not possible. TRIENNIAL REVIEW Hardy said the service section of the Triennial Review still needs to be finished. Hardy will be making an appointment with Mediacom to review their service records for the past 3-4 years. The previous Triennial Review noted that there was not a lot of reporting from the cable operator regarding what their problems were. Hoerschelman suggested that the service andprogramming sections include changes going forward rather than just detailing the past. ACCESS CHANNEL REPORTING Hoerschelman said that the Commission should receive quarterly reports from the access channels in addition to an annual report. Hoerschelman said the Commission needs to know what date each access channel is collecting and as long as sufficient data is being collected that can be colated and presented upon request there is less need for that information to be presented every quarter. Hagen said the quarterly reports should report on what each channel has accomplished over that period and that questions could be asked at the monthly Commission meetings. Hagen said there needs to be a mechanism in place so a justification for the access channels existence and funding can be made, if needed, to the City Council and public. Hoerschelman said the headings on the list of areas covered in past reports could be categories highlighted in the quarterly reports. Hoerschelman said statistical data to back up the quarterly reports would be valuable. Bergus said the access channels should collect anecdotal comments from organizations or individuals served. A feedback form could be filled out by the sponsoring organization of a program. Hagen said each access channel's website could also provide a means to collect feedback. ADJOURNMENT Kemp moved and Bergus seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 6:50 p.m. Respectfully submitted, Michael Brau Cable TV Administrative Aide 3b 7 Final May 2009 MINUTES SENIOR CENTER COMMISSION MAY 19, 2009 ROOM 208 Call to Order: Meeting called to order at 3:30 PM Members Present: Jay Honohan, Sarah Maiers, Chuck Felling, Mercedes Bern-Klug, Charlotte Walker, Nancy Wombacher Members Absent: Michael Lensing Staff Present: Linda Kopping, Emily Light, Susan Rogusky Others Present: Lee McGovern, Lauren Coughlin APPROVAL OF MINUTES FROM APRIL 21 and APRIL 28, 2009 MEETINGS- Honohan Motion: To accept the minutes as distributed. Motion carried on a vote of 6/0. Felling/Wombacher. PUBLIC DISCUSSION-Honohan None. COMMISSION ASSIGNMENTS-Honohan Wombacher will write the web article for the May Commission meeting. Honohan will report to the City Council, and Bern-Klug will report to the Board of Supervisors on the May Commission meeting. OPERATIONAL BUDGET REDUCTION SCENARIOS-REVIEW AND DISCUSSION-Kopping Kopping reported that following the special Commission meeting on April 28, she was informed by Acting City Manager Dale Helling that the guidelines for budget reductions had changed. The primary change affecting the Center's plans for budget reductions was that new revenue streams could not be used to offset the need for reductions. Helling also informed Kopping that the Center could not include in its budget reduction proposal the completion of payments on internal loans for capital improvement projects. As a result, Kopping reviewed and updated the Center's budget reduction scenarios. The final document submitted to the City Manager was included in the Commission packet, along with a memo written by Kopping. The memo draws attention to the following: The Center's operational budget is not just made up of money from the City's general fund. It also includes $75,000 from Johnson County and approximately Final May 2009 $110,000 from participant cost sharing and other fundraising. The Center receives only about $661,000 of its budget from the City's general fund, but the calculations for the budget reduction scenarios are based on the Center's entire budget of about $846,000, as directed by Helling. Kopping also used the memo to reiterate that the Center will be experiencing a significant, permanent reduction in expenditures over the next few fiscal years because of completed repayment of internal loans for capital improvement projects. Honohan expressed concern about the proposal to give up a portion of work-study wages used to fund the HACAP receptionist position. He said we would be losing an important service for such a small amount of money. Kopping thinks this will be an unlikely item to be cut because it is at the bottom of the prioritized list of suggested cuts, and Helling is looking more closely at the top of the list. In view of the fact that increased revenue cannot be counted toward a reduction in the bottom line, Honohan expressed interest in revisiting the decision to raise membership fees. It would raise $5,,000, which seems inconsequential if the revenue cannot offset the cuts. Wombacher and Maiers agreed that increases to parking permits will be easier for people to accept than membership increases. Kopping agreed that it would be better to implement fee increases one at a time. Increasing parking permit fees would reduce the amount of parking costs currently subsidized by the Center. Motion: To cancel the motion from the Apri128, 2009 meeting to increase membership fees. Motion carried on a vote of 6-0. Maiers/Bern-Klug. Kopping will organize meetings to explain budget reductions and increase in parking fees. Bern-Klug asked about the permanence of the cuts, especially in relation to the food for programming and work study wages. Kopping noted that some of the items will not have their budgets eliminated entirely; the line item will just be reduced. For instance, there may still be refreshments offered at programs, but it will be less elaborate. Budget reduction items cannot be added back to the budget for at least 3-4 years. Kopping would like to avoid the need to reduce to 3 program guides, as it is one of the Center's most important promotional tools. Motion: To accept the report of budget reduction scenarios of May 2009 submitted by Kopping. Motion carried on a vote of 6-0. Felling/Maiers. CERAMICS ROOM USE AND FUTURE-Kopping Kopping reported that the Center has a ceramics room that is not frequently used and somewhat dysfunctional for other purposes in terms of space. The room houses one pottery wheel and there is a kiln in the art studio across the hall from the ceramics room. Over the last several months, only 2-3 people have been using the area. 2 Final May 2009 Kopping noted that the Rec Center has a much larger ceramics facility with 6 kilns and multiple pottery wheels. She proposed that the Commission consider closing the ceramics room and use the room for maintenance storage and work space. Following the HVAC improvement project the boiler room, which previously served as a storage space for maintenance supplies and equipment, no longer has any room available for storage. The Rec Center's fee for use of ceramics facilities is $90/term, with 3 terms/year. Senior Center members do not pay an additional fee for using the Center's ceramics facilities. Kopping contacted Mike Moran to discuss the possibility of some type of a senior discount. He seemed willing to consider the idea, but no agreement was reached. At the Rec Center, kilns are run only by staff members, which is a safety benefit. At the Center a volunteer runs the kiln. Bern-Klug asked if the kiln would be sold or could be donated to the Rec Center in exchange for a number of yearlong passes to aid in the transition for current users of the Senior Center ceramics area. Walker thinks that it is not worthwhile to keep the ceramics room open with only 3 people using it. Felling noted that the Center desperately needs the storage space. Kopping asked that the issue be considered at this meeting and decided upon at the next meeting. This would give time to sort out negotiations with the Rec Center and inform users of the Center's ceramics room about the discussion. OPERATIONAL OVERVIEW-Kopping Update on Use of the Former AARP Office: Kopping reported that she received notice from Bruce Teague that the local chapter of AARP would like to take the Center up on the offer to be one of the users of the multi-purpose office space. Rogusky reported that a PhD candidate will begin offering counseling on Thursdays, beginning in June. The office will also be the site for other services, including legal counseling and SHIIP counseling. COMMISSION DISCUSSION-Honohan Maiers asked about the correspondence from Wiemann. Kopping believes that Helling is not likely to overrule the Commission's decision. Maiers asked if the Nutrition Program is abiding by the decision. Kopping met with Wiemann to discuss this, noting that Senior Center staff has recently observed the kitchen occupied late into the afternoon and repeated disruptions to the Center's afternoon programming in the Assembly Room have been reported. Wiemann's explanation for the late afternoon work in the kitchen is that the site manager at the Senior Center is also overseeing the satellite locations and has needed to work late to complete his duties. Kopping reminded Wiemann of the time restrictions on kitchen use detailed in their lease. Bern-Klug asked if Helling approves of the Nutrition Program's request, would the Senior Center be able to charge them for use of the kitchen. Kopping indicated that it would be a requirement. Final May 2009 Walker suggested nametags for staff and Commission members. Light reported that we will need help from Commission members at the volunteer appreciation breakfast, especially carpool drivers. Wombacher, Felling, and Rogusky agreed to provide rides to volunteers that need it. A City vehicle could also be rented if additional seats are needed. Rogusky reminded the Commission that the Boomer Bash street dance is approaching and will be held Thursday, June 4. She also mentioned that the Sand in the City event will take place the last weekend in August and is still seeking participants. Motion: To Adjourn. Motion carried on a vote of 6/0. Maiers/Felling. 4 Final May 2009 Senior Center Commission Attendance Record Year 2009 Name Term Ex fires 1/20 2/17 3/24 4/21 4/28 5/19 6/16 7/21 8/18 9/15 10/20 11/17 12/15 Mercedes Bern-Klu 12/31/11 -- -- X X X X Chuck Fellin 12/31/09 NM NM X X X X Ja Honohan 12/31/10 NM NM X X X X Michael Lensin 12/31/10 NM NM X O X O/E Sarah Maiers 12/31/09 NM NM X X X X Charlotte Walker 12/31/11 -- -- -- X X X Nanc Wombacher 12/31/09 NM NM O/E O/E O/E X Key: X = Present O = Absent O/E= Absent/Excused NM = No meeting -- = Not a member Approved Minutes 3b 8 June 2009 MINUTES SENIOR CENTER COMMISSION JiJNE 30, 2009 ROOM 208 Call to Order: Meeting called to order at 3:30 PM Members Present: Jay Honohan, Sarah Maiers, Chuck Felling, Charlotte Walker, Nancy Wombacher, Michael Lensing Members Absent: Merce Bern-Klug Staff Present: Linda Kopping, Emily Light, Michelle Buhman Others Present: Craig Margulis, Lorna Larson, Melvin Larson, Lauren Coughlin, Vicki Solursh, Cari Malone, Alice Atkinson, Dave Dowell APPROVAL OF MINUTES FROM MAY 19, 2009 MEETING-Honohan Motion: To accept the minutes as distributed. Motion carried on a vote of 6/0. Felling/Wombacher. PUBLIC DISCUSSION-Honohan Cari Malone, a member of the Center's Curriculum Committee, asked if the Commission plans to officially respond to the mayor's recent suggestion to close the Senior Center, or if the Commission plans to issue a statement correcting any misinformation reported by the press. Honohan said that the Commission has no immediate plans to respond directly to the mayor's suggestion since the City Council is not currently discussing it. Honohan recommended waiting to see if the suggestion to close the Center resurfaces before working to develop a public campaign of support for the Center. Malone feels that Center supporters need to be proactive. She is working to build a committee by the end of July to plan a town hall meeting. The purpose of the meeting will be to discuss the Senior Center's role in Iowa City and to determine goals for the Center's future. Malone is working with members of the Senior Center Curriculum Committee and is inviting the participation of the Senior Center Participant Advisory Committee and the Senior Center Commission. Senior Center staff will not be involved in these meetings. Malone would like to have the Curriculum Committee on the agenda for the next meeting to give an update on the progress of the public forum planning committee. Honohan said that the Commission would approve of the program she is planning, but he does not think the meeting should be an official program of the Commission. Lensing said it should be approached as a grassroots educational seminar, put on by members, not the Commission or staff. Approved Minutes June 2009 Felling noted the improvements that have been made at the Center to appeal to a broader group of seniors, including the fitness rooms and evening/weekend classes, which have attracted many new members. He thinks these kinds of offerings should help change the public image of the Senior Center, showing that it serves a broad range of people of varying ages who come to the Center to be active and have fun. Lensing noted that the Center has a challenge in appealing to baby boomers who do not consider themselves "seniors." Lensing said the Center needs to reorient its image to attract people who are still in the workforce and those who do not "feel old enough" to join the Senior Center. Walker said that the Senior Center does not need to worry about people who don't want to come because they don't consider themselves seniors. She said she thinks it is foolish to put extra effort into attracting people who don't want to come anyway. When a person discovers that they are a senior, then they will want to come if we have the right things. Lensing pointed out that the more the Center is used, the more value will be assigned to it. Therefore it is important to draw in new markets. Lensing suggested outreach programming to retirement facilities. Wombacher said that it is important to remember that the Senior Center is used by many more people than those who are members. Many programs and services at the Center exist to serve the general public, not just members. Senior Center member Craig Margulis said that the Center has been a great resource for people with disabilities. While he was working as a social worker/case manager with Johnson County, he discovered that his clients who were 50+ years enjoyed coming to a place that had diverse offerings. They could take classes, attend programs, and interact with people, rather than sitting at home alone watching TV. Lorna Larson asked why she does not see more publicity about Senior Center programs in the Press-Citizen. Kopping told her that press releases are submitted for all programs, and it is up to the newspaper if they want to publish the information. Dave Dowell noted that there are fewer announcements for Senior Center activities in the back of the newspaper. He suggested that the Center submit the Nutrition Program menu for publishing in the newspaper. Honohan noted that the menu is not planned by the Senior Center, and that it is not the Center's information to publicize. It would be more appropriate for the Nutrition Program to provide that information to the media. Kopping said that she would like to see the community's perception of the word "senior" change, and this meeting will be a valuable way to work toward this goal. The Center offers seniors a dedicated space and an identity in a downtown that is largely geared toward university students. Rather than "segregating" seniors, the Center more accurately presents vast opportunities for older adults to participate in the downtown community. Walker noted that many people do not want their tax money to fund services for seniors. Senior Center member Vicki Solursh said that she came to the Center before retirement for an evening exercise class. She suggested that people interested in the Center should perform their own sort of outreach to get new people involved. Solursh said that the Center has so many amazing programs that she doesn't have time to attend all of them. Approved Minutes June 2009 She said that more publicity about evening classes would help draw attention from people who are still working. COMMISSION ASSIGNMENTS-Honohan Wombacher will write the web article for the June meeting; Honohan will visit the Board of Supervisors; and Lensing will go to the City Council meeting. Honohan will write the web article for the July meeting. OPERATIONAL BUDGET REDUCTION UPDATE-Kopping Kopping informed the Commission that the FY10 budget was approved. She will submit budget amendments to eliminate the production of the Post newsletter, plant care, and one of the Center's two dumpsters. The City Manager has approved the Commission's request to substitute increased parking fees for increased membership fees. The Senior Center's FY09 operational budget is about 89% spent with one month of expenses left, which will leave some funds unspent. Kopping will request to carry over funds to fix the front doors. The FY09 operational budget includes money that was approved and transferred by Senior Center Fund, Inc. to pay for a recumbent stair stepper. She will also request to carry over these funds. CERAMICS ROOM USE AND FUTURE-Kopping Kopping reported that since the last meeting the ceramics room has been used more frequently. Recently new members have expressed their interest in participating in the activity. Kopping suggested that the Commission delay its decision about the future of the facility until December 2009, at which point it will be reevaluated. She would like to wait until the fall to see if usage increases. Motion: To accept member letters in support of the ceramics room as part of the record. Motion carried on a vote of 6/0. Lensing/Felling. Senior Center member Lorna Larson said that she believes the ceramics room in the Center can be a dangerous environment when users are not careful. She felt that she was risking her health by using the facility because of the dust related to the clay. Larson expressed that she believes that current users of the ceramics facilities are being careless with the space and abusive of the equipment. Current Senior Center ceramics instructor Craig Margulis noted that he has had 5 students this year, plus 2 new students in July. He has worked to maintain an open and welcoming environment. He also noted that the pottery room at the Center is as clean and well-maintained as any other pottery studio or school. He expressed that dust is always an issue when working with clay. Honohan restated Kopping's recommendation that the Commission revisit the question of the ceramics room's future in December 2009. Approved Minutes June 2009 Felling asked about safety concerns related to the maintenance storage issues that were discussed at the last meeting. Kopping said that the Center's maintenance items will be distributed and stored throughout the building as best as possible, and safety will be addressed in this process. She said that maintenance worker Craig Buhman expressed that he does not want the need for maintenance storage to cause the discontinuation of a program. The two issues should be addressed separately. OPERATIONAL OVERVIEW-Kopping Kopping said that she attended a meeting with the Finance Director, Accounting Controller, and City Attorney in which required changes to the Center's donation management practices were discussed. According to the Attorney General, donations made to the "Senior Center" (which legally are donations to the City of Iowa City) must be managed and invested in accordance with the rules governing donations to City governments. As a result, the City will no longer transfer donations given to the Center from the Gift Fund to Iowa City Senior Center Fund, Inc. For the past several years, Iowa City Senior Center Fund, Inc. received an annual transfer of donated funds held in the Gift Fund and invested them in the Senior Center Endowment or Charitable Giving Account in the Community Foundation of Johnson County. This will no longer be done. Beginning with the FY09 budget, only checks written to "Iowa City Senior Center Fund, Inc.", "Senior Center Endowment", or "Senior Center Charitable Giving" will be forwarded to Iowa City Senior Center Fund, Inc. All other donations to the Center will be deposited and maintained in the Center's Gift Fund and managed in accordance with City policy. Donations designated by the donor for the current operational budget will continue to be deposited in the General Fund and used to support current operational expenses. Kopping noted that she needs to check into the relationship between the Commission and use of money from the Gift Fund. The City Attorney stated at the meeting that she did not think the City could legally recover funds previously given to Iowa City Senior Center Fund, Inc. However, the final decision will be made by auditors. Honohan plans to call a meeting of the Senior Center Fund, Inc. to discuss the issues involved with this change. Honohan originally explored the idea of a Foundation for the Senior Center in order to invest the donated funds in a more fruitful way. Honohan suggested that in future donation requests, the Center asks supporters to donate to the non-profit corporation/endowment instead of the "Senior Center" (City-managed Gift Fund). Kopping presented a letter from a Senior Center participant who has ideas for generating additional revenue. She suggested that the Center increase membership fees and charge extra fees for expanded access to areas such as the fitness rooms. Approved Minutes June 2009 Motion: To accept correspondence as part of record. Motion carried on a vote of 6/0. Lensing/Wombacher. Buhman commented that she works to find volunteers to offer low/no-cost activities. These volunteers may be unwilling to continue to offer these services if membership fees are drastically increased. Felling reminded the group of recent discussions in which all Commissioners agreed that maintaining reasonable fees for all Senior Center members is a high priority. COMMISSION DISCUSSION-Honohan Honohan went to the City Council and reported on events taking place at the Center. He reported how many classes and special events are occurring and how many performance groups are actively meeting at the Center this summer. Walker requested clarification on the participation summary included in the packet supplement. Kopping responded by noting that some of the counts are duplicated. For instance, a volunteer occurrence is counted each time an activity leader meets to lead their group. The same activity leader is also counted as a participant in the program they are leading. Therefore the activity leader is counted twice, once as a volunteer, and once as part of the total number of participants in the activity. This is the most common situation in which counts are duplicated. Kopping said she would invite the Center's AM Receptionist Sharon Stubbs, who maintains the statistical counts, to the next meeting to clarify the reports. Lensing suggested that the Center begin to track and document participants in an "outreach" category. This category would include the people reached by Center programs outside of the physical structure of the Senior Center building. This could be especially valuable in reporting to the Board of Supervisors. Walker said that she has heard criticisms that question the accuracy of the Center's participation reports. For instance, the Center has a lot of programs, but we don't know how many people attend these programs. Kopping said that these statistics are all closely tracked and can be made available to interested people. Buhman reported on a few programs that were not listed in the program guide, including an HBO film series on Alzheimer's disease; a Senior Center fun run taking place at City Park in August; and a Pickleball group for seniors at Mercer Park, created in partnership with the Parks and Recreation Department. Rogusky mentioned the Center's skin cancer screening event being held in July in cooperation with the University of Iowa's Dermatology Department. Motion: To Adjourn. Motion carried on a vote of 6/0. Lensing/Wombacher. Approved Minutes June 2009 Senior Center Commission Attendance Record Year 2009 Name Term Ex Tres 1/20 2/17 3/24 4/21 5/19 6/30 7/21 8/18 9/15 10/20 11/17 12/15 Mercedes Bern-Klu 12/31/11 -- -- X X X O/E Chuck Fellin 12/31/09 NM NM X X X X Ja Honohan 12/31/10 NM NM X X X X Michael Lensin 12/31/10 NM NM X X O/E X Sarah Maiers 12/31/09 NM NM X X X X Charlotte Walker 12/31/11 -- -- -- X X X Nanc Wombacher 12/31/09 NM NM O/E O/E X X Key: X = Present O = Absent O/E= Absent/Excused NM = No meeting -- = Not a member uy-~y-uy 3b(9) MINUTES APPROVED PARKS AND RECREATION COMMISSION July 8, 2009 - 5:00 p.m. MEETING ROOM B, ROBERT A. LEE COMMUNITY RECREATION CENTER Members Present: David Bourgeois, Lorin Ditzler, Maggie Elliott, Craig Gustaveson, Ryan O'Leary, Jerry Raaz, John Westefeld Members Absent: Aaron Krohmer, Margie Loomer Staff Present: Mike Moran, Terry Robinson Others Present: Brian Gutheinz, Snyder & Associates; Del Holland; Don Marner, Snyder & Associates; Matt Pacha, Parks & Recreation Foundation President RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION TAKEN: Moved by Bourgois, seconded by Raaz, to approve the June 10 2009 minutes as written, Motion passed 7-0 with Krohmer and Loomer beinq absent. Moved by Gustaveson seconded by Bourgeois that a letter be written and sent to Dale Helling Acting City Manaaer recommending that Mike Moran be elevated to the position of Parks and Recreation Director Motion passed 7-0 with Krohmer and Loomer beinq absent. CALL TO ORDER: The meeting was called to order at 5:00 p.m. John Westefeld chaired the meeting. Prior to the start of the meeting, John Westefeld spoke a few words in honor of Terry Trueblood, Parks and Recreation Department Director, who passed away due to pancreatic cancer on July 3, 2009. He noted Trueblood's ability to work with all kinds of people and of his great interpersonal skills as well as his wonderful sense of humor. He further noted how his will be a tremendous loss to the Commission, the staff and to the community. Westefeld further expressed his appreciation to Mike Moran, Terry Robinson and Tammy Neumann for their time and effort put in during this trying time. He called for a moment of silence. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. SNYDER & ASSOCIATES PRESENTATION OF SAND LAKE PHASE ONE: Prior to Snyder & Associates giving their presentation, Westefeld noted that it appears that Council will approve the request to rename Sand Lake Recreation Area to Terry Trueblood Recreation Area. Moran also feels confident that the resolution will pass at their next meeting. PARKS AND RECOMMENDATION PARKS COMMISSION July 8, 2009 Page2of8 Brian Gutheinz and Don Marner were present at the meeting to review the Sand Lake Recreation Area proposed construction phases with the Commission. Moran referred Commission to the attachments regarding this project that were included in their packets. Gutheinz reported that Phase One of this project is to construct a circumferential trail around the lake. This phase will also include sub grade preparation and miscellaneous clearing and clean up. Additionally, Snyder & Associates' staff has looked in great detail at the property and the degree of difficulty putting certain facilities in certain areas of the park may include. Gutheinz noted that since the master planning process was completed, the north shore has been filled. After studying the fill, which consists of concrete pieces mixed with reinforcing steel, there is a considerable amount of debris extending out into the lake from this area. They feel that it is doubtful that they would be able to clean this area enough to provide for beach construction. Therefore, they propose that the beach be moved to the west. He further noted that this area provides almost a natural beach with sand and a gentle slope. Due to this change, there have also been changes made in the location of parking, access roads and structure. Phase One construction is slated for fiscal year 2010 and the construction budget for this project is $500,000. Phase one of this project is scheduled to be complete in November of this year. Moran noted that there was some concern that the material that is suggested by staff and Snyder & Associates for the trail may put this project over budget. Moran and staff feel that this is necessary, however, to provide along-lasting, more quality trail surface. Future phases of this project are as follows: (following information taken from notes provided by Snyder & Associates) Phase Two (fiscal 2011) Budget = $1,500,000 Construction of a marina facility and lakeside promenade; 3 small shelters; access drive and loop parking; boat parking and boat ramp; utilities and miscellaneous tree and shrub plantings. Phase Three (fiscal year 2012) Budget = $1,250,000 Park lodge and bath house; beach improvements; access drive and parking; concrete sidewalk; overlooks; site utilities and permanent seeding Phase Four (fiscal 2013) Budget = $2,000,000 South activity area gazebo and terrace; entry features and signage; lake fountain jet; access drive and parking; site utilities, littoral shelf construction and emergent aquatic landscape; sand prairie; tree and shrub plantings. O'Leary asked what size of boats will be allowed. Gutheinz reporting that no boats with motors will be allowed. He further noted that there was some discussion during the master planning phase of having an area with paddle boat rental available. Moran stated that following the completion of Phase One, staff and contractors will revisit and discuss Phase Two plans and will further update Commission as well. Marner agreed that after the completion of the trail, the other phases are up for discussion. PARKS AND RECOMMENDATION PARKS COMMISSION July 8, 2009 Page 3 of 8 Bourgeois voiced concern about maintenance of the shoreline. Gutheinz reported that this project will provide more natural ways of maintenance for the shoreline. More discussion ensued regarding maintenance of this area. Robinson noted that there has been discussion between City staff and Council regarding the increase need this will place on Parks Maintenance staff. O'Leary asked about how important is it that the City recover some of the cost for the project through user fees. Moran noted that this will be discussed in the future and will be a key element. Robinson also mentioned that there will be the question of weather alcohol will be allowed at this facility. O'Leary noted too that this was something that was mentioned during the Master Plan process-the fact that the City has events where alcohol is not allowed such as the Jazz Festival and Art Festiva- was surprising to the consultants. DISCUSSION OF NEIGHBORS REQUEST TO PURCHASE PROPERTY ALONG COURT HILL TRAIL: Moran spoke with the Planning and Public Works Department about their thoughts of allowing property owners in this area to purchase or lease the land near the trail that is currently City owned. Both departments feel that it is not a good decision to either sell or lease this property and both feel it is important that the City keep control of this land. Robinson noted that at this point in time property owners have planted gardens right up to the edge of the trail. It will be necessary for him to speak to these property owners individually and let them know that when it comes time to plow snow that these plantings may be damaged by the plow. Moran said that the property owners fear that the City will tell them that they have to remove a shed or a garden. Moran said that there is no intention of doing so at this time. O'Leary mentioned that he believes there is a state law that says that if you take care of another persons land for 25 years, it automatically becomes yours. Moran noted that he does not believe this to be the case for public property but that he will check with the City Attorney on this. Raaz noted that it is important to talk with City Staff to determine the best use of this land. He also asked if this is parkland and if not that this should be a decision of the City Attorney's office and then up to City Staff to direct the property owners. Moran will go back to City Attorney and see what she prefers. Raaz also noted the importance of keeping flood control in mind when addressing this property, perhaps mowing to within 6" of the stream, therefore leaving a barrier to help in holding the water back. UPDATE ON CITY OWNED PROPERTIES IN FLOOD ZONE: Moran reviewed the list of properties on the Iowa City buyout list with Commission. In Iowa City 40 properties are on this list. Owners have up until the time of closing to back out. Most of them are expected to sell. These homes must be demolished within 90 days of being purchased. All of these properties will be turned into green space. Moran also noted that land that had been purchased by Park View Church has been sold back to the City as it falls within the 100-year flood plain. As this is where the old ice house foundation stands, staff hopes to file for some historical grants. However, Moran stated, this land is also located near the new University of Iowa Boathouse so there may be some discussions with them about their desire to purchase some of this property. Elliott asked if perhaps something can be planted in these areas to serve as a buffer during flooding. Moran said that a trail may be placed there to serve as a buffer and PARKS AND RECOMMENDATION PARKS COMMISSION July 8, 2009 Page 4 of 8 then perhaps prairie grasses planted as well, Staff will also stay in touch with Corp of Engineers to remain updated on water release. MASTER PLAN DISCUSSION: Westefeld reminded Commission that while we have the Master Plan document now in place, we need to decide how we as a Commission and staff put this document into action. Westefeld further noted that he and Trueblood had a number of conversations about the Master plan and he feels that the best way to honor his memory would be to see these projects through. Moran distributed a condensed list of goals set forth by the Master Plan. He asked Commission if they want to have this item (Master Plan) put on all future agendas. There was also discussion of forming a subcommittee to talk more specifically about goals and also how to prioritize them and then they would report back to the full Commission. Westefeld asked for consensus from Commission on these ideas. Ditzler feels that forming a subcommittee is a good idea, however, also mentioned that while they may want to discuss one goal at a time, they need to keep all of the goals in mind during the process. O'Leary noted that while prioritizing the list, that members also need to keep in mind which goals are achievable. Gustaveson suggested making a list of short term goals, mid term goals and long term goals over a five year plan. Bourgeois suggested that immediate goals should be those projects that have the highest visibility. Raaz noted that it is important to periodically go back, perhaps quarterly, and review and they may find it necessary to re-prioritize their list. Westefeld said in summary that the Commission would like this topic to be a standing agenda item as well as form a subcommittee to summarize, prioritize, and to develop a timeline and a tracking system for the projects. Therefore, subcommittee will consist of Jerry Raaz, Craig Gustaveson, Lorin Ditzler, Aaron Krohmer from the Commission and Mike Moran from staff. This group will meet previous to the next Commission Meeting. Moran will also ask Parks & Recreation staff to keep these goals in mind when writing their monthly reports and to include any met goals within those reports. PARK TOUR IDEAS AND SCHEDULE: Commission discussed the annual park tour and when to schedule. The annual parks tour will be scheduled for September 9 starting at 4 p.m. Suggested areas to visit are Sand Lake, Rita's Ranch, Court Hill Trail, City Park, Normandy Drive and Kiwanis Park. AFFILIATE GROUPS/COST RECOVERY: PARKS AND RECOMMENDATION PARKS COMMISSION July 8, 2009 Page 5 of 8 Moran reviewed that Commission had indicated to him the previous month that they would like to help the budget through revenue gains rather than cutting costs/staff. One suggested way of doing this would to be to start charging affiliate groups for their facility usages who are not currently being charged a fee. He reviewed a list of current affiliate groups with Commission. He will be meeting with his staff to get their input as well. He hopes to have some better direction from staff and Commission by the end of August. He would then in September write a letter to these groups letting them know of their decision. Discussion ensued about the difficulty in making these decisions as there are some groups who have had a 50+ year relationship with the department as well there are some groups where their usage can be looked at as a community service. There was some discussion of perhaps putting into place a graduated fee system over the next few years. Westefeld asked for Commission consensus on this topic. Bourgeois supports charging these affiliate groups for their usage. Asked if we have a list of what our maintenance costs are for these areas. Gustaveson has concern about those that are low-income losing out when organizations have to raise their fees to pay for their usage. However, at the same time, he is in favor of putting a fee in place as there is a definite need to recover expenses. Raaz stated that if it is a choice of free or a fee, then go with a fee, further noting, however, that setting criteria will be a challenge. Westefeld noted that it will be very important to have information/explanations of how these fees were decided upon. COMMISSION TIME: Gustaveson expressed his thanks to Mike Moran and Tammy Neumann for keeping everyone informed and updated on Terry's condition. He further noted that he has in the last week spoke with Ross Wilburn, Connie Champion, Mike O'Donnell and Matt Hayek, who all seem to be in support of renaming Sand Lake Recreation Area the Terry Trueblood Recreation Area. Bourgeois seconded Gustaveson in thanking Parks and Recreation staff and further added his thanks to John Westefeld for his work during this time as well. O'Leary also thanked staff for staying in touch and Westefeld for his call this past weekend. He will remember Trueblood for the extra time and effort that he put into community projects and noted that we should all be inspired by his actions. Also, in keeping in that spirit, we should get the public aware of what the Commission is doing and get their input as well. He then added the suggestion of adding the McCollister Bridge to our tour list in September. CHAIRS REPORT Westefeld reported on his recent meeting with Mayor Bailey. They discussed the master plan and also that the Commission would like to have a representative at council meetings on a regular basis to update them on Commission activities. They also discussed the need for a naming policy. Westefeld believes that while the council will most likely support the renaming of Sand Lake, they would still like to have such a policy in place for the long run. PARKS AND RECOMMENDATION PARKS COMMISSION July 8, 2009 Page 6 of 8 Westefeld noted that he will be writing a tribute to Terry Trueblood and will send to the Press Citizen following Terry's memorial service. DIRECTORS REPORT First Avenue/Court Hill Trail Crosswalk: Moran spoke with Kris Ackerson in the Planning Department about additional signage closer to the road in this area to better note who has the right away. The department did not know why there are electrical wires hanging in this area and will look into this. Trail Applications: The pedestrian bridge at Peninsula Park and Sand Lake trail applications are done. Safe House Grants: Moran reported that the State is allocating grant hazard mitigation funds for adding park shelters that include safe rooms and restrooms. The City has hired Shoemaker Haaland to design. The CIP Plan includes such shelters to be placed in South Hickory Hill and Court Hill South. Splash Pad: The splash pad award will be discussed at the next Council Meeting with construction starting soon after. While Neighborhood Services came up short on their amount pledged, the City has gone ahead with approval of this project. The City will give $200,000 towards the project. Memorial Shelter at Boys Baseball Fields: Mary Villhauer has donated $7000 to the department to purchase a shelter in memory of her husband Howard. This shelter will be placed between little league fields #4 and #5. Dee Norton Shelter: Construction of the shelter in memory of Dee Norton has begun at Hickory Hill Park. The family hopes to have a dedication at the end of August. Memorial Service for Terry Trueblood: Terry's Memorial Service will be held Tuesday, July 14 at 11 a.m. at Park View Church in Iowa City. The Parks and Recreation staff has put together a scrapbook of his accomplishments during his 23 years as director. They will present this to the family at the visitation. OTHER DISCUSSION: Bourgeois asked what the status is of the position of Parks and Recreation Director. He asked if Mike Moran would be appointed to that position. Moran reported that he does not know if that will be the case or not. Bourgeois asked if it would be appropriate for the Commission to make a motion to do so. Discussion ensued. Gustaveson suggested that the Commission write a letter to Dale Helling encouraging him to appoint Moran to this position. Moved by Gustaveson seconded by Bouraeois, that a letter be written and sent to Dale Helling, Acting City Manager, recommending that Mike Moran be elevated to the position of Parks and Recreation Director. Motion passed 7-0 with Krohmer and Loomer being absent. PARKS AND RECOMMENDATION PARKS COMMISSION July 8, 2009 Page 7 of 8 Gustaveson will draft a letter and make available at the Parks and Recreation Department for Commissioners to sign. Moran expressed his gratitude to the Commission for doing so. ADJOURNMENT: Moved by Raaz, seconded by Gustaveson to adjourn the meeting at 7:10 p.m. Motion passed 7-0 with Krohmer and Loomer being absent. PARKS AND RECOMMENDATION PARKS COMMISSION July 8, 2009 Page 8 of 8 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YEAR 2009 NAME TERM ~ "~ ~ N ~ M ~ '~ M-' ~ ~ \ ~ n ~ \ ~ 01 v ~ O ~ ~ ~ N ~ 1l 1 t D p p ~ ri EXPIRE 5 David 1/1/11 X O/E X O/E X X X Bourgeois Lorin Ditzler 1/1/13 X X X X X X X Maggie Elliott 1/1/13 X X X X X X X Craig 1/1/11 0/E X X X X X X Gustaveson Aaron 1/1/13 O/E X X X X X O/E Krohmer Margaret 1/1/12 X O/E X X O/E X O/E Loomer Ryan O'Leary 1/1/10 X X O/E X X X X Jerry Raaz 1/1/12 X X X X X X X John 1/1/10 X X X X X X X Westefeld KEY: X = Present O = Absent 0/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum MINUTES 3b 10 HUMAN RIGHTS COMMISSION APPROVED August 18, 2009 - 6:00 PM LOBBY CONFERENCE ROOM, CITY HALL Members Present: Dianne Day, Dell Briggs, Eric Kusiak, Corey Stoglin, Kelli Shireen-Fleming. Members Absent: Yolanda Spears, Newman Abuissa, Martha Lubaroff, Wangui Gathua. Staff Present: Stefanie Bowers, Nicholas Stuber (VISTA). Others Present: None. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None. CALL TO ORDER Vice Chair Briggs called the meeting to order at 18:01 p.m. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: Bowers introduced Nicholas Stuber an AmeriCorps VISTA (Volunteers in Service to America) to the Commission. CONSIDERATION OF THE MINUTES OF THE July 21, 2009 MEETING: Day moved to approve. Shireen-Fleming seconded. The motion passed 5-0. ANNUAL REPORT Stoglin inquired about the feasibility of University of Iowa students assisting with the complaints filed in the office and also the jurisdictional coverage of the office. Stoglin would also like to see more outreach to the University included in the plans for fiscal year 2010. Day moved to approve. Stoglin seconded. The motion passed 5-0. IOWA WOMEN'S MUSIC FESTIVAL If two other Commissioners are available to assist with this event, the Commission will participate. WELCOMING COMMUNITY Commissioners requested that Bowers ask Reverend Juarez to attend the next meeting. BREAKFAST Spears and Briggs will serve on the subcommittee. PROGRAMMING 2009 Kusiak and Day will contact Crissy Canganelli. Bowers will send an email to Lubaroff to confirm that she is still on the Awareness subcommittee. Day updated the Commission on a Civil Society and also her series being held at the Senior Center later in the fall of 2009. Bowers discussed the Dialogue Circles and Job Fair that are planned for September and October and Briggs mentioned a program he is still working on and would like to hold in 2010. REPORTS OF COMMISSION Stoglin returned from his deployment to Afghanistan and reported on his work with the Johnson County Democratic Party and also his intention of opening a NAACP (National Association for the Advancement of Colored People) in the near future here in Iowa City. Human Rights Commission August 18, 2009 Page 2 of 3 ADJOURNMENT Kusiak moved to adjourn. Shireen-Fleming seconded. The motion passed 5-0 at 19:04. Human Rights Commission August 18, 2009 Page 3 of 3 Human Rights Commission ATTENDANCE RECORD 2009 IMeetina Datel NAME TERM EXP. 1/27 2/24 3/24 4/21 5/19 6/16 7/21 8/18 9/15 10/20 11117 12/15 Newman Abuissa 1/1/10 X X X X X O X O Kelli Shireen- Fleming 1/1/10 - - - - - O X X Eric Kusiak 111/10 O X X X X X X X Dell Briggs 1/1/11 X X X X O X X X Yolanda Spears 1/1/11 X X X O X X O O Corey Stoglin 111/11 O O O O O O O X Dianne Day 1/1/12 X X X X X X X X Wangui Gathua 1/1/12 X X X X X O P O Martha Lubaroff 1/1/12 O X X O O X X O Joy Kross 1/1/10 O O R R R R R R KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting/No Quorum R =Resigned - = Not a Member