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HomeMy WebLinkAbout1997-01-14 Bd Comm minutesMINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, FEBRUARY 21, 1996 - 5:30 PM CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Courtney Daniels, Catherine Pugh, Les Kuehl, Rex Pruess, Larry Wilson, Sue Chase MEMBERS ABSENT: Jim Pugh, Nancy English, Don Otto, Richard Hoppin STAFF PRESENT: Charlie Denney, Amy Charles OTHERS PRESENT: Terry Dahms 1. CALL TO ORDER, INTRODUCTIONS, AND ANNOUNCEMENTS Vice-Chairperson Courthey Daniels called the meeting to order at 5:39 p.m. Pruess asked the group if they had seen the Press-Citizen editorial of February 15 which was against the planned bike trail to run past the Art Building. He asked the Commission to respond. Wilson said he had already responded via e-mail. Denney said he was not sure if the Commission could respond as a commission, but Pruess said the Parks and Recreation Commission planned to. C. Pugh said the editorial had missed the point and that bike trails and buses served different groups and were not in competition, and that the bike trails were as much a part of the transportation system as buses were. Wilson pointed out that the City and the University were splitting the cost of the project evenly and that the article assumed grant monies for the trail were transferable to other projects and the bus system, which was not true. Dahms said that included in the project cost was lighting for safety, and that the lights came in over budget, and reminded the group that the trails were also used by walkers and joggers. Denney said the trail was a first or second priority according to many planning groups, including the City Council and JCCOG. Pugh offered to draft a letter saying that the bikes and buses were not in competition; that the City and the UI were splitting the cost evenly; that the trail would serve walkers and joggers as well as bikers, and that lighting, though costly, would improve safety in the area. Wilson asked her to add that it was an excellent cooperative effort between the City and the UI, and that they had received a grant for the project in excess of $111,000. MOTION: Pruess moved that, in light of the February 15 Iowa City Press-Citizen editorial regarding the bike trail, the Commission draft a letter of response. Wilson seconded. The motion was unanimously approved. 2. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA There was no public discussion. Riverfront & Natural Areas Commission February 21, 1996 Page 2 4, CONSIDERATION OF THE MINUTES OF THE DECEMBER 20, 1995 AND JANUARY 17, 1996 MEETINGS Catherine Pugh noted that the on the December 20 minutes Jim Pugh was incorrectly recorded as being present, and that the meeting was held at 5:30, not 7:30. She also noted that Daniels, not Chase, had been elected Vice-Chairperson, and that Chase, not English, had seconded the motion to nominate her. On page 4, the first paragraph should read, '~/Vilson asked if the Commission could fund a portion of the map project. Pruess noted that on page 2 of the January 17 minutes, "Burns Avenue" should be replaced with "Briar Drive". MOTION: C. Pugh moved and Chase December 20, 1995 and January 17, unanimousIv apl~roved. seconded to approve the minutes of 1996 as amended. The motion was PRESENTATION ON THE UNIVERSITY OF IOWA RIVER CORRIDOR PLANNING Wilson presented the Ul's plan for the Iowa River Corridor, with plans drawn by Michael Van Valkenburgh Associates, a Boston architectural firm. Wilson said the plan would create a sustainable river edge, which we haven't had so far because the dam makes the river move like a lake, and reclaim the river as an urban space. The plan would modify edge coriditions and allow for landscaping, avoiding cutting off the view of the river with a willow grove. The reasons for doing it now, he said, were that the flood of 1993 taught the UI that the bank was not protected between Hancher and the music building for 100- year floods; that the bank was eroding and very fragile below Burlington Street; and that the original reason for the siting of the Old Capitol was the river view, and as the University did construction work on the library and arts campus, the original city grid could be turned into a "view corridor". The UI had chosen Interfluv to do bank conservation near Burlington Street, Wilson said. The company would use riprap only where the current was erosive and try to replant the rest of the fragile bank in order to keep river walls from being scoured. Showing a drawing of the Hancher area, Wilson said the architects had recommended giving it a river focus, turning the collection basin near the music building into a garden and tree-ringed lake that could be used for ice skating, with the canoe house to be used for skate rental and changing. They also recommended a non-levee-look berm. He also showed an illustration of the Hancher parking lot with more landscaping. The architects were investigating which trees other than willow would be suitable for the floodplain area. Wilson said he expected the combined projects would work to draw people to the river area, and that it would be done piecemeal as a series of repair projects. He expected the overall project cost would be $2 million. The Hancher project would cost Riverfront & Natural Areas Commission February 21, 1996 Page 3 o approximately $250,000, he said, and conjectured that one donor might pay for the entire Hancher project. DISCUSSION OF POTENTIAL WOODLAND PROGRAMS The commission discussed what programs they might implement to raise community awareness of woodlands. Daniels said J. Pugh wanted the Commission to focus more on woodlands, and that kids would enjoy doing tree projects. Daniels thought it would be a good way for the commission to get visibility. Wilson noted that the UI wanted to do a heritage walk, which could be linked to a tree walk. Denhey suggested the commission contact Trees Forever, based in Cedar Rapids, which does tree projects across the state. MOTION: Chase moved that the Commission focus on projects with a woodlands theme for the year. C. Pugh seconded. The motion was unanimousIv approved. Chase and C. Pugh proposed planning the projects around Arbor Day. Wilson said Arbor day might be too soon to start and suggested starting projects in June, and having them build to the Arbor Day 1997. C. Pugh suggested they formally brainstorm the issue, and Wilson agreed, saying they could narrow the focus that way, prioritize and set a schedule. He asked Denney if they could have an outside facilitator, and Denney promised to ask staff. Daniels suggested a 2-hour special brainstorming meeting. MOTION: Wilson moved to have a special woodlands-focus, facilitated brainstorm meeting March 6. Chase seconded. The motion was unanimousIv approved. DISCUSSION OF PROPOSED AMENDMENTS TO JCCOG ARTERIAL STREET PLAN AND TRANSPORTATION IMPROVEMENT PROGRAM Denney referred the group to Transportation Planner Jeff Davidson's memo of January 30 regarding the proposed Oakdale Boulevard addition to the JCCOG Arterial Street Plan, and amendment to the TIP to change funds allocated to the City of North Liberty from an intersection improvement project to a trail project. Denney told the group they were being asked if they supported the concept of these amendments, and were free to comment on the projects if they liked. He noted that the Muddy Creek bike trail could be built more easily if included in the project. Wilson asked if there would be a bike trail on the school side of Oakdale Boulevard. Denney said that was not decided yet, but that the right-of-way existed for it, and asked if Wilson wanted to formally comment on it. MOTION: Wilson moved to support the addition of Oakdale Boulevard to the JCCOG Arterial Street Plan, and recommended inclusion of a bike trail in the project. Chase seconded. The motion was unanimously approved. Riverfront & Natural Areas Commission February 21, 1996 Page 4 10. REPORT FROM THE EXECUTIVE COMMITTEE Daniels told the board that the executive committee had not met due to a scheduling error and that the executive committee would have to start meeting more regularly. She also noted with concern that there had been a lot of absenteeism at Commission meetings. Chase asked if the by-laws provided for disciplining chronically absent members, and Denney said he would check. Wilson agreed that they needed to get tougher on absenteeism, and Daniels said they should concentrate on finding committed members who would be willing to stay through entire meetings. Wilson asked the Commission members to encourage anyone interested, especially of diverse background, to apply. RIVER TRAIL CORRIDOR UPDATES Denney reported that construction on the Taft Speedway-Park Road corridor might happen as early as fall. He said that in the section where the corridor narrows, the waterline has moved, and a section of Dubuque Street will be tom out and replaced with an 8' bike trail. UPDATE ON DEVELOPMENT ITEMS There were none. COMMISSIONERS' REPORTS There were none. 11. FIRST REPORT 12. Dahms told the Commission there would be a FIRST meeting March 12, and said he appreciated their writing letters to the editor about the bike trail. ADJOURNMENT There was no quorum for adjournment. The meeting ended at 7:08 p.m. Minutes submitted by Amy Charles. ppdadminXmins\rnac2-21 .min MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION SPECIAL SESSION: WOODLANDS PROJECTS MARCH 6, 1996 - 5:30 PM CIVIC CENTER - LOBBY CONFERENCE ROOM MEMBERS PRESENT: Jim Pugh, Lori Goetsch, Les Kuehl, Sue Chase, Nancy English, Larry Wilson, Courtney Daniels, Don Otto, Catherine Pugh (ar- rived late), Richard Hoppin STAFF PRESENT: Charlie Denney, Marcia Klingaman, Amy Chades 1. CALL MEETING TO ORDER J. Pugh called the meeting to order. 2. PUBLIC DISCUSSION There was none. 3. BRAINSTORMING SESSION -WOODLANDS PROJECTS FOR 1997 J. Pugh said that before the Commission decided on woodlands projects, he wanted to have a field tdp to his property to look at woodlands and figure out what they were, exactly. Denney introduced Klingaman and explained the brainstorming process. Wilson asked for their session goals to be clearly defined. There were several minutes of debate on how to brain- storm. Chase said she wanted to go over projects they'd thought of last year, and Denney noted that tree preservation and the tree-planting ordinance had been rolled into the Sensitive Areas Ordinance. J. Pugh said again that he wanted to take a field trip to find out what woodlands were and appreciate them. He emphasized that woodlands were not just trees, but undergrowth and animal life as well. Otto said the Commission ought to plan projects it could run independently. Wilson suggested doing a project that would develop a better appreciation of woodlands, evolving into woodland preservation. J. Pugh suggested looking at Ralston Creek woodlands. C. Pugh asked if they would be doing an Arbor Day project, and Denney suggested they talk to Forester Terry Robinson, who could teach people how to prune trees. Chase said they could invite state arborists to teach, too, and Daniels asked if the Heritage Tree program hadn't done something similar. Klingaman said the Heritage people had spent $3,000 printing brochures, but that it had run mainly with neighborhood volunteers who evaluated trees' health. J. Pugh suggested an emphasis on self-education on caring for trees and finding a specific place for it. (Unclear) thought they could start an "adopt-a-tree" or "adopt-a-woods" program. Otto wanted to combine trees and the river into a '93 flood project, and Wilson thought they could have a project identifying trees that grow well in floodplains. Goetsch suggested a "trees- n-trails" project. Riverfront & Natural Areas Commission March 6, 1996 Page 2 Klingaman asked how the Commission interacted with other groups, and Daniels said she didn't want the Commission's projects watered down by other groups' projects - she wanted more visibility for RNAC. She said RNAC was not highly funded. Denney reminded her that no commission besides the Airport Commission had funding, and that staff, having seen her comments about funding in minutes, had asked him to remind her of that. J. Pugh asked if there was any problem with doing a Ralston Creek project. Klingaman went over their progress: education, tree-planting, combining trees and rivers, trees and trails, trees and creeks. Denney said anything they did would be education. Chase asked if they ought to let go of the Heritage project, and Denney said that Hedtage ran its own project. Daniels suggested doing an independent tree maintenance project. Klingaman told the group the Longfellow Neighborhood wanted to maintain its section of Ralston Creek better. Hoppin said the passage went from primeval to creek corridor residen- tial, and Klingaman asked him which he wanted. Wilson thought they should identify wood- lands they liked and wanted to take care of. Denney pointed out an area on the map near the Shimek school, given to the Heritage trust. The Commission discussed whether it should adopt an area or teach others how to adopt an area. C. Pugh thought they should write a handbook on how to adopt and maintain woodlands areas, something hands-on. Denney asked the group if they knew about the Peninsula property the City had recently bought. They did not, and he showed them the property on the map. The Commission expressed interest in doing something with the property. C. Pugh asked if there was anyone, a forester maybe, who could help them up there, and the group discussed who might be helpful. Denney said forester Steve Hendricks might be able to help them. J. Pugh declared the enthusiasm for the area was there, and that they ought to go visit the place right away. The group discussed what date to fix for the field trip, and Chase said she could meet with Hendricks on March 20. Wilson said he would call Nancy Seiberling and ask her to come. J. Pugh said he would find a guide. The group agreed on March 20 as a field trip date. Klingaman asked what, precisely, the project would be that they wanted Hendrick's help on, so that he could show them around in some way that would suit their project, and Chase said the project would be woodlands development. English moved to adjourn and Daniels seconded. Minutes submitted by Amy Charles. ppdadm~n\mms\mac3-6,min MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, APRIL 17, 1996 - 5:30 P.M. CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Sue Chase, Cortney Daniels, Nancy English, Lori Goetsch, Richard Hoppin, Les Kuehl, Jessica Neary, Rex Pruess, Catherine Pugh, Jim Pugh, Larry Wilson MEMBERS ABSENT: Don Otto STAFF PRESENT: Jeff Davidson, Jeff Haring OTHERS PRESENT: Joe Bolkcom Call to Order, Introductions, and Announcements: Chair J. Pugh called the meeting to order at 5:33 p.m. Public discussion of any item not on the A.~enda: J. Pugh distributed copies of Iowa City area precinct maps. J. Pugh thanked Wilson for producing the Ralston Creek cleanup day letters. J. Pugh said Theresa Carbrey has asked that if anyone has time after the creek cleanup, additional people are needed, between 2 and 4 p.m., to load the trash into trucks to haul to the dump. Consideration of the Minutes from the February 21 and March 6, 1996, meetings: MOTION: Hoppin moved to approve the minutes from the February 21, 1996, meeting of the Riverfront and Natural Areas Commission, as written. Chase seconded. The motion carried on a vote of 10-0. MOTION: Hoppin moved to approve the minutes from the March 6, 1996, special meeting of the Riverfront and Natural Areas Commission, as amended at tonight's meeting. Chase seconded. Page one, paragraph five, change the "(unclear)" to Chase. Page one, first paragraph, J. Pugh asked that reference to a field trip to his property be changed to say, field trip to the peninsula, and that the paragraph be rephrased to say something like, "to see what they have to contend with", rather than, "to figure out what they (woodlands) were, exactly". Paragraph four, last sentence, J. Pugh said he had not made this suggestion and asked that it be deleted. The motion carried on a vote of 10-0. MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, APRIL 17, 1996 - 5:30 P,M, 2 RNAC staffin.~ chan.qes: Davidson noted that Brad Neumann will be the person from PCD assigned to the Commission augmented by the new trails person. Neumann could not be present because of a scheduled vacation. Discussion of Iowa Citv Peninsula area: Davidson briefed the Commission on current activities concerning the peninsula area. J. Pugh said the Commission may be interested in the peninsula area because the Commission is seeking a relatively natural environment in which to utilize for public awareness educational purposes, in relation to Arbor Day 1997 activities. J. Pugh said this relatively compact site features several natural aspects, woodlands, wetlands, rock formations, and a river environment, all of which would be useful for such educational purposes. Davidson urged the Commission to pursue a field trip to the site, because he feels the site is very unique and natural for an in-town area. Wilson asked whether there is any intention to sell a portion of the property to a private developer. Davidson said this is one of the options on the table for the City to recoup its investment, but noted that the area contains roughly 80 undeveloped acres, and the City would be interested, at least initially, in selling only a portion of these acres, and these would most likely consist of the higher ground portions. The Commission asked staff to look into the possibility of arranging a field trip to the site during the May 15, 1996, regular meeting of the Commission. No rain date was scheduled. The Commission suggested Nancy Seiberling and Terry Robinson be contacted to attend as well. Davidson suggested an individual from Public Works who is familiar with the property, attend. The Commission agreed. Discuss River Month: Davidson pointed out the River Month Proclamation that was included in the member packets, and asked whether the Commission is interested in proclaiming this June as River Month. The Commission decided that it would rather not proclaim River Month this year, as no activities have been arranged. Iowa River Corridor Trail updates: 1. IMU Bridqe to Iowa Avenue. Davidson said the tunnel has been bored through the railroad embankment and should be completed this summer. 2. Burlin(~ton Street to Stur.qis Ferry Park. Davidson said federal funds have been acquired to complete this portion of the trail, construction on which should begin next year. Davidson said Iowa City was very progressive in that a substantial portion of these funds MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, APRIL 17, 1996 - 5:30 P,M, 3 come from STP funding, funds which are traditionally allocated for road construction. Hi.qhwav 6 to Napoleon Park. Davidson said the State did not fund this portion of the trail again this year, so this portion of the trail not progressing quite as rapidly as other portions. Davidson did note that many easements have been attained from property owners along the route. J. Pugh expressed, once again, that he would like to see the trail extend further south on the west side of the river, down to Pleasant Harris Park, and cross the river at that point. J. Pugh said this would appear to avoid many of the easement access difficulties that have arisen. J. Pugh said there are other issues that would be beneficial to residents on the west side of the river, such as lack of sidewalks, and insufficient lighting and public transportation. Taft Speedwav to Park Road. Davidson noted that Council had just approved hiring a design consultant for this portion of the trail. It is being completed in conjunction with the City water treatment plant project. The additional cost of a trail will only be a fraction of what it would cost without the water project. Iowa River Power Comoanv Dam. Davidson said the City of Iowa City has purchased the dam and will be rebuilding it for the water plant project. The City of Coralville has agreed to fund half of the cost of a trail across the dam, approximately $125,000. Davidson said that should the $125,000 become an issue of contention within the community, he feels the Commission could play a positive role in stating that there is a good deal of support within the community for these trail projects, and emphasized that the community should take advantage of the cost saving opportunities it has been presented. The Commission strongly agreed with this rationality, and said it would be silly not to take advantage of these once-in-a-lifetime opportunities as the land may soon be developed and the opportunity lost. (Chase left the meeting at 6:30 p.m.) Other trail updates: Davidson said Federal Transportation Enhancement funding has been received for construction of a trail along Dubuque Street extended, from West Overlook Road at Dubuque Street, north to Butler Bridge. The County has four years to expend these funds. Local match from the County will be required. Willow Creek Trail. Davidson provided an update. MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, APRIL 17, 1996 - 5:30 P,M, 4 Review ProDosals for Transportation Enhancement projects, Davidson reviewed three projects for which Transportation Enhancement funds have been applied for. Davidson said the Coralville project was denied funding through the State. The Commission had no comments. Discuss Ralston Creek cleanup. This year's Ralston Creek cleanup day is scheduled for Saturday, April 20 (see memorandum dated April 10, 1996 from Brad Neumann). Meet at the Johnson County Administration Building at 10:00 a.m.. F.I.R.S.T. Report. Pruess said he had attended the last meeting of the F.I.R.S.T. Committee. F.I.R.S.T. is in the process of producing a parks & trails map. This map may cost upwards of $20,000 to produce, so F.I.R.S.T. is in the process of seeking financial support. Davidson said, at some point, the Commission may want to make a formal recommendation to offer support from the City. The Commission said River Month funds may be available, as the Commission has agreed not to sponsor River Month this year. Adjournment: MOTION: Goetsch moved to adjourn the meeting at 6:50 p.m.. carried on a vote of 10-0. plxladmin'a'nac4-17. min Chase seconded. The motion MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, MAY 15, 1996- 5:30 P.M. CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Cortney Daniels, Nancy English, Richard Hoppin, Les Kuehl, Don Otto, Rex Pruess, Jim Pugh, Larry Wilson MEMBERS ABSENT: Sue Chase, Lori Goetsch, Jessica Neary, Catherine Pugh STAFF PRESENT: Brad Neumann, Terry Robinson, Jeff Haring OTHERS PRESENT: Nancy Seiberling, Terry Daums, Jeff Schabilion, Richard Baker Call to Order, Introductions, and Announcements: Chair J. Pugh called the meeting to order at 5:34 p.m. Public discussion of any item not on the A~enda: There was none. Consideration of the Minutes from the April 17, 1996, meetinn: MOTION: Kuehl moved to approve the minutes from the April 17, 1996, meeting of the Riverfront and Natural Areas Commission, as written. Daniels seconded. The motion carried on a vote of 7-0, with Enc~lish absent. (English arrived at 5:40 p.m.) Other business: Pruess announced that the Parks and Recreation Center will hold its annual tour of the Iowa City city parks, Wednesday, June 19, 1996, from 4:00 to approximately 8:00 p.m. Meet at the Rec Center. A bus is reserved to shuttle attendees by most all of the city's park lands. RSVPs are requested. The Commission tossed around the idea of holding a short meeting, similar to tonight's situation, at 4:00 p.m., then joining the parks tour. No decision was forthcoming, so J. Pugh asked that Commission members call him within the next week to let him know if the tour would be something they would like to take part in. Telephone numbers to reach J. Pugh, are: (H) 338-7676, or (W) 351-6666. In the meantime, J. Pugh was to talk to Terry Trueblood (P&R) about either holding off the tour till 4:30'ish, or whether there is a place the Commission can meet and join in on the tour. Field trip to the Iowa City Peninsula area: The Commission adjourned for a field trip of the Iowa City Peninsula area at 5:45 p.m.. Adjournment: It was the consensus of the Commission to adjourn the formal portion of the meeting at 5:45 p.m. in order to conduct a field trip (see above). ppdadmin\rnins\RNACS. 1 5 RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, JUNE 19, 1996 - 5:30 P.M. CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Jim Pugh, Cortney Daniels, Don Otto, Lori Goetsch, Nancy English, Richard Hoppin, Les Kuehl, Sue Chase, Catherine Pugh MEMBERS ABSENT: Larry Wilson, Rex Pruess STAFF PRESENT: Brad Neumann, Jeff Haring OTHERS PRESENT: Terry Daums Call to Order: Chair J. Pugh called the meeting to order at 5:30 p.m. Public discussion of any item not on the Agenda: There was no public discussion. The commission than skipped to agenda item 7, Other Business. Chase asked that the next time the commission goes on a field trip, directions to the site are given to all members in case they are late. Daniels informed the commission that there was a Resource Enhancement and Protection (REAP) meeting on June 27 at the Johnson County Board of Supervisors' office. Daniels thought the meeting started at 7:00 p.m. Kevin Szcodronski, the administrator of the IDNR program will be the guest speaker. Daniels felt that the REAP program was worth looking into. She would attend the meeting and invited all commission members to attend. Neumann stated that he. would get more information on the REAP program and mail copies to the commission members as soon as possible. J. Pugh brought to the attention of the commission a proposed development by Wolfe Construction south of the Iowa City Airport. He wanted to know more about the development and how it will affect the sewage lines being run through the area. Pugh also wanted to know where the proposal is with the county and exactly what was Iowa City's comments as part of the fringe area review. Neumann stated that he would look into the matter. Otto wanted to find out more about a company called Dovetail Development that had developed an area north of Iowa City in a heavily timbered area. Neumann stated he would try to get more information on the company and the development. Consideration of the Minutes of the May 15, 1996, Meeting. Hoppin stated that Jessica Neary was listed as absent and is no longer on the commission. Her name should be removed from the minutes altogether. MOTION: Otto moved to approve the minutes from the May 15, 1996, meeting of the Riverfront and Natural Areas Commission, with Jessica Neary's name removed from the minutes. Goetsch seconded the motion. The motion carried on a vote of 8-0. Riverfront and Natural Areas Commission June 19, 1996 2 Discussion of Iowa River Corridor Trail (Burlington to Sturgis) and Ned Ashton Memorial Park: Neumann stated that Terry Trueblood, Director of Parks and Recreation, and John Yapp, Associate Planner were invited to attend next month's meeting to discuss the concept plans for the Ned Ashton Memorial Park and a portion of the Iowa River Corridor Trail (Burlington to Sturgis). Neumann state that the two projects will be bid as one. J. Pugh stated that he would like to see the trail continue further south to the trailer court. J. Pugh requested more information on Pleasant Harris Park (Mesquakie Park). J. Pugh informed the commission, as requested by Larry Wilson, of a meeting dealing with campus lighting, including the trails through University property. J. Pugh stated that Larry Wilson requested that a member, preferably a female member, attend the meeting. Daniels stated that she might be interested in going. (Catherine Pugh arrived at 5:55) Proposed Changes to the Sensitive Areas Ordinance: The Sensitive Areas Ordinance Committee has asked the Riverfront and Natural Areas Commission to review some amendments to the Sensitive Areas Ordinance. Unrelated to the specific amendments before the Commission today, C. Pugh noted that one member of the S.A.O. Committee, Richard "Sandy" Rhodes, II, is particularly adamant that the stream corridor buffer zone is too narrow, and had stated this in a letter dated June 7, 1996. Commission members were distributed a copy of this letter. The Rhodes letter had been reviewed by the Planning and Zoning Commission, but the P&Z Commission' feels any recommendations regarding the buffer zone should come from the Sensitive Areas Ordinance Committee. Although some of the Commission members appeared to agree with Rhodes, most of the Commission, however, felt the proposed amendments, as presented, were the most reasonable package to most all parties concerned, i.e., conservationists, developers, staff, etc., and did not wish to make any changes at this time. Hoppin noted that items concerning the appropriate contacts and accountability have been clarified in the Ordinance, as well. Hoppin also noted that Rhodes' letter refers to Sturgis Ferry Corner in line three, but had meant Sturgis Corner Road. MOTION: C. Pugh moved to approve the amendments to the Sensitive Areas Ordinance, as written. Otto seconded the motion. The motion carried on a vote of 9-0. Discussion of Field trip to the Iowa City Peninsula area. J. Pugh said he has been informed that there are some noteworthy rock formations, located both to the north and south ends of the Peninsula area, that the Commission had not seen during its field trip to the site in May. J. Pugh asked that the Commission arrange time to make another trip to the site. The Commission scheduled another field trip/tour of the Riverfront and Natural Areas Commission June 19, 1996 3 Peninsula site for July 10, 1996, at 5:30 p.m.. Daniels asked that the Commission make an effort to start organizing what the Commission intends to do in regards to the Peninsula area and Arbor Day activities, at the August meeting. Daniels asked Commission members to seriously think about this between now and then. Other business. There was none. Adiournment: MOTION: Otto moved to adjourn the meeting at 6:30 p.m.. Daniels seconded the motion. The motion was carried unanimously. ppdadmin\rnac619,wp5 MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, JULY 17, 1996 - 5:30 P.M. CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Sue Chase, Cortney Daniels, Nancy English, Lori Goetsch, Rich- ard Hoppin, Les Kuehl, Catherine Pugh, Larry Wilson MEMBERS ABSENT: Don Otto, Rex Pruess, Jim Pugh STAFF PRESENT: Brad Neumann, John Yapp, Jeff Haring OTHERS PRESENT: None Call to Order. Vice-Chair Daniels called the meeting to order at 5:38 p.m. Public discussion of anv item not on the A.qenda, Introductions, and Announcements. On the Commission Member address list, Daniels suggested that an "*" be placed next to the names of Members who have changed some aspect of their address or phone number in the last month. Consideration of the Minutes from the June 19 and Julv 10, 1996, meetin.~s. MOTION: Kuehl moved to approve the minutes from the June 19, 1996, meeting of the Riverfront and Natural Areas Commission, as written. English seconded. The motion carried on a vote of 6-0, with C. Puclh and Chase absent. MOTION: Wilson moved to approve the minutes from the July 10, 1996, meeting of the Riverfront and Natural Areas Commission, as amended at tonight's meeting. Kuehl seconded. Daniels said she recalls there was a consensus of the Commission to hold another field trip to the Butler house, and asked that this be added. The motion carried on a vote of 6-0, with C. Push and Chase absent. (C. Pugh and Chase arrived after consideration of the minutes) Discussion of Iowa River Corridor Trail (Burlington to Sturqis) and Ned Ashton Memorial Park. John Yapp provided the Commission with an update on the status of the Iowa River Corridor Trail, from Burlington Street to Sturgis Ferry Park. Yapp said he is not real familiar with the trail, that Terry Trueblood from the Parks and Recreation Department was to be on hand to provide a more detailed update, but said what he does know was obtained from a recent JCCOG Urbanized Areas Policy Board meeting. Yapp referred to the memorandum in the member packets on the status of the various area trail projects. Yapp did point out that plans for extension of one of the City Airport runways will require the proposal for the trail through Sturgis Ferry Park to be amended, causing the trail to be shifted more along ~he tree line and the edge of the river. Two fenced-in light towers will be required in Sturgis Ferry Park in order to accommodate the longer runway. Yapp said it is also not RIVERFRONT & NATURAL AREAS COMMISSION JULY 17, 1996 PAGE 2 certain that this portion of the trail is to be located along the west side of the river, south of Highway 6, that it may shift over to the east side at this point. Further, Yapp said that in order to obtain FAA approval, the trail will be required to be a passage-way only, that no park benches or vehicle parking may be provided on site. Wilson did wish to point out that this route is an entrance to the City, and that it would be in the interest of the city and its citizens to make these fences as little obtrusive as possible. The Commission agreed. Yapp also displayed a concept plan for the Ned Ashton Park. Yapp said it is fairly certain the Ned Ashton Park will be a passage-way as well, that the park will be open to pedestrian access only and that no vehicle parking will be provided on site. Discuss Field Trip to the Iowa City Peninsula Area. Wilson said the Commission should identify the assets of the site and the Commission can build from there. Had he had the choice, Wilson said he would not have placed the present trails where they exist, but said the point is to provide access to the wells, first. Wilson also said it appears access to the north and to the water plant site will be more difficult than he had previously thought. Neumann said much of this will hinge on the route of the easement for the water line which is to run from the north to the south through the private property. Hoppin said he was really excited about the woodsy area and wondered whether a portion of the trail shouldn't extend through here. Hoppin did suggest, however, that perhaps this portion of the trail be restricted to a foot path as he expressed concerns about people getting off of the trail, wandering indiscriminately, and trampling flora. Hoppin said he imagines that people who will purchase lots on the upper terrain would like to have direct access to the trail system, and suggested that the City attempt to attain some sort of a trade off with potential developers. Chase said she appreciated the proposed prairie area and felt its varied terrain would make a good route for a trail. As the route of the trail is still uncertain and there appears to be many factors to take into consideration, Wilson suggested that a Consultant be hired to review the area and develop a concept plan. Kuehl provided the Commission with an overview of the Butler residence and the history surrounding the residence and the site. As the Commission is interested in somehow tying the Butler residence into the trail system, and the Historic Preservation Commission has been conducting a good deal of research on the Butler residence, Kuehl suggested that the Commission attempt to acquire joint funding with the Historic Preservation Commission to hire a Consultant. Neumann said the Parks and Recreation Commission, and perhaps even the Housing Commission, may have an interest in the site and may wish to lend a hand. John Yapp, Associate Planner, was present to provide the Commission with an update on the status of the upper terrain. Yapp said he had recently conducted a study of the site when he was an intern in the City Planning Department. In brief, Yapp said it is a fairly safe assump- tion that the upper terrain will be sold off for private residential development. Yapp did say it may be three years before development will begin as this will not take place until the wells have been established. Daniels suggested the Commission act quickly, then, to get a plan on the table. RIVERFRONT & NATURAL AREAS COMMISSION JULY 17, 1996 PAGE 3 Neumann suggested drafting a letter, addressed to the City Manager and City Council, stating that the Riverfront and Natural Areas Commission would like to form a subcommittee with several other Commissions to study the site. After these parties have been provided sufficient notice, a request would then be forwarded on to the Commissions to form the subcommittee. From there, this subcommittee may come to the conclusion that a Consultant should be hired and this request, or any other, would then be forwarded on to the City Council. Chase, for one, agreed that the subcommittee should be formed, with recommendations forwarded to the City Council. The Commission asked that Neumann draft this initial letter. Discussion Resource Enhancement and Protection (REAP) Grant Pro.~ram. Daniels ~aid she had attended a REAP meeting, June 27, 1996. Daniels provided an overview of the meeting and the REAP program. Neumann reminded the Commission that information on the program was provided in the July 10, special meeting packet. The next REAP meeting will be held August 8, 1996, at the Johnson County Administration Building. Daniels said this meeting should be interesting, because current year grant projects will be reviewed at this time. Daniels said she will attend to keep the Commission updated and said others are welcome to attend. Daniels volunteered to assist in writing a grant proposal should the Commission have a project. Wolf Development/Mesouakie Park (Pleasant Harris). The Commission asked to table this item until the next meeting. Report on the University of Iowa's Campus Li.clhtin.~ Meetin.~. The Commission asked to table this item until the next meeting. Comment on Iowa DOT Transportation Improvement Pro.~ram (Attachment). Neumann is to draft a letter stating the Commission is in agreement with the plan. (English left the meeting at 6:45 p.m.) Other business. 1. Tour of City of Iowa Citv Parks. This item is to be deferred to the August meeting. Letter to Council re: Sensitive Areas Ordinance Amendments. Neumann displayed a letter he had drafted which states that the Commission has reviewed the Sensitive Areas Ordinance amendments and is in agreement with these amendments. Copies of this letter were included in the member packets. Annual Reoort on City Boards and Commissions. Neumann said that as he has not been assigned to the Commission for very long he will need assistance in drafting this year's report on the accomplishments of the Commission to be included in the City's Annual Report on Boards and Commissions. RIVERFRONT & NATURAL AREAS COMMISSION JULY 17, 1996 PAGE 4 August meetin.q location. As the Lobby Conference Room is to occupied by the Census Takers, the Commission will need to adjust its meeting location. Neumann will make it clear on the next agenda where the meeting is to be held. UI Sesauicentennial celebration, Sept. 29, 1996. Wilson said the University is planning to hold a Sesquicentennial celebration on September 29, 1996, and said it would be interesting to tie the celebration in with the IMU to Iowa Avenue portion of the Iowa River Corridor Trail dedication. Wilson asked Yapp to investigate whether these events could be coordinated to tie in with one another. Yapp said this is already in the works. Adiournment: MOTION: C. Pugh moved to adjourn the meeting at 7:00 p.m.. Chase seconded the motion. The motion carried on a vote of 7-0, with English absent. ppdadmin~mins\mac7-17.rain MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, AUGUST 21, 1996 - 5:30 P.M. CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Cortney Daniels, Nancy English, Richard Hoppin, Jim Pugh, R e x Pruess, Larry Wilson MEMBERS ABSENT: Sue Chase, Lori Goetsch, Les Kuehl, Catherine Pugh, Don Otto STAFF PRESENT: Brad Neumann, Jeff Hating OTHERS PRESENT: Terry Dahms and Dave Tolliver, representatives-of FIRST Call to Order. Chairperson J. Pugh called the meeting to order at 5:48 p.m. Public discussion of anv item not on the Agenda, Introductions, and Announcements. There was none. Consideration of the Minutes from the Julv 17, 1996, meeting. MOTION: Daniels moved to approve the minutes from the July 17, 1996, meeting of the Riverfront and Natural Areas Commission, as written. Wilson seconded. The motion carried on a vote of 6-0. FIRST presentation. Terry Dahms and Dave Tolliver, representatives of Friends of the Iowa River Scenic Trail, FIRST, were on hand to present the Riverfront and Natural Areas Commission with a framed copy of their recently completed, full color, Coralville/Iowa City/North Liberty, Pedestrian & Bicycle trail map. The Parks and Recreation Commission had also received a framed copy to be posted in the Recreation Center, and the City Council is to receive a copy next week. FIRST would like to have the RNAC or Council copy posted in the lobby of the Civic Center, or a similar public viewing spot, and the Commission discussed having the other copy posted in the Public Library. FIRST would like information posted with the framed copies telling where a copy can be purchased. Each Commission member also received a folded, glove box copy of the map. Discuss Montgomerv-Butler house. As Kuehl was absent, this item was tabled until the September meeting. Discussion of Resource Enhancement and Protection (REAP) Grant Program. Neumann provided the Commission an update on the last REAP meeting. Neumann said few people were present, but those in attendance appeared to feel that the two proposed grant projects had a good chance of receiving funding. MINUTES RIVERFRONT & NATURAL AREAS COMMISSION AUGUST 21, 1996 PAGE 2 Peninsula trail brid.qe over dam to Coralville (Iowa City application). Concern was raised regarding the ordering of projects and that the dam project would be completed before the peninsula side of the trail is complete. The Commission noted the area may be damaged if it is not protected and trails are not established. The spillway may also pose a safety risk. The Commission asked Neumann to check into whether this has been considered. Regarding the letter Neumann was to write last month concerning the formation of a sub- committee, or focus group on the peninsula site, Neumann said he had simply spoke to the City Manager rather than drafting the letter. Neumann said it is a touchy subject because of the legal issues, and went on to explain these issues. Neumann said he also passed the matter of hiring a consultant by Atkins, to which Atkins was hesitant, and said possibly, if kept within reason, like $10,000. Wilson and other Commission members said no adequate study of the site can be performed for that amount. J. Pugh said he feels a focus group needs to be formed and the ideas need to become more precise before a consultant is hired, therefore, the consultant will know what to look at in relation to those ideas. Wilson added that the process should be taken as far as it can through voluntary, citizen effort, before funds are needed. The Commission agreed and asked that Neumann continue to draft the letter(s) to the City Manager, stating that the Commission is interested in forming a focus group in which all interested or concerned parties can come together and express their interest and ideas for the water plant site. English said the letter is alright, but appeared cautious and asked the Commission to keep in mind the legal issues and that they must not look beyond what the site was purchased for. Daniels asked that the minutes of this discussion be attached to the letter. Purchase of Camp Cardinal Park by Coralville (Coralville application). There was no discussion about the specifics of this item. Discuss Iowa City parks tour. Wilson said the tour was enjoyable and that additional parks were looked at this year that weren't previouslY. Wilson said the Commission really ought to plan to be a part of this tour next year. 'The Commission agreed. Report on the Universitv of Iowa's Campus Li.qhtin.(:l Meetin.q. English briefed the Commission on the meeting, which was presided over by Tom Dunbar. English said everyone in the group works well together and that she is very impressed with the progress to date. English said this Commission should be particularly concerned with the lighting criteria, appearance and pollution sections of the outline. Wilson agreed and said that a final draft of recommendations from the lighting committee should be available, soon, and the Riverfront Commission can make any recommendations at that time. Any comments or suggestions should be referred to Wilson. MINUTES RIVERFRONT & NATURAL AREAS COMMISSION AUGUST 21, 1996 PAGE 3 Wolfe development/Mescluakie Park {Pleasant Harris Park). This item is to be tabled until the September meeting. Other business. RNAC Yearly Report to City Council. English reminded Neumann of the typo concerning FIRST. Heritage Trees Tree Contest poster. J. Pugh asked for additional copies. Neumann noted that copies could be made from the copy in the packet. Flood Map. Neumann displayed a copy of the flood affected areas map which displays all reported areas affected by the 1993 flood. Adiournment: MOTION: English moved to adjourn the meeting at 6:58 p.m.. motion. The motion carried on a vote of 6-0. Daniels seconded the ppdadmln~mins\RNAC8-21 MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, SEPTEMBER 18, 1996 - 5:30 P.M. CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Sue Chase, Cortney Daniels, Nancy English, Lori Goetsch, Richard Hoppin, Les Kuehl, Catherine Pugh, Jim Pugh, Larry Wilson MEMBERS ABSENT: Don Otto, Rex Pruess STAFF PRESENT: Brad Neumann, Jeff Haring OTHERS PRESENT: None CALL TO ORDER: Vice-Chairperson Daniels called the meeting to order at 5:39 p.m. (J. Pugh arrived at 5:42 p.m.) PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA, INTRODUCTIONS, AND ANNOUNCEMENTS: There was no public discussion. J. Pugh asked for a volunteer to draft a letter of appreciation to Neumann, expressing the Commission's gratitude for his efforts toward Commission endeavors. C. Pugh volunteered to draft this letter. CONSIDERATION OF THE MINUTES FROM THE AUGUST 21, 1996, MEETING: MOTION: Wilson moved to approve the minutes from the August 21, 1996, meeting of the Riverfront and Natural Areas Commission, as amended at tonight's meeting. Daniels seconded. Wilson said the report on the University of Iowa's Campus Lighting meeting gives the impression that input is not welcome until the lighting committee has completed its report, which would essentially be at the end of the process. Instead, Wilson asked that the wording reflect that input is welcome anytime throughout the process. The motion carried on a vote of 9-0. Review proposed boat ramp proiect in Citv Park: Neumann noted that a copy of an application is included in the member packets for the new boat ramp which is to be installed in City Park. Work is to begin next week. The ramp would replace an existing ramp in City Park. The new ramp would be installed about 100 yards to the south of the deteriorated existing ramp. Seventy-five percent of the cost of the ramp is covered by a State grant, supported by the marine fuel tax, the remaining 25% is the obligation of the City. Wilson asked if any trees will be disturbed by the installation. The Commission asked Neumann to check into this. Appoint three RNAC members to a ioint committee to discuss recreational use of the Iowa Citv water plant site and the Mont.qomerv-Butler House. Riverfront & Natural Areas Commission September 18, 1996 Page 2 See memorandum in the member packets. J. Pugh noted that Kuehl is interested in being on this committee. Kuehl, Daniels and possibly Chase (will attempt to shift her schedule), volunteered to serve on the committee. Hoppin said he will serve as an alternate. MOTION: English moved and C. Pugh seconded the motion to approve Kuehl, Daniels and Chase to serve as Riverfront and Natural Areas Commission liaisons to the Montgomery- Butler House joint committee. The motion carried on a vote of 9-0. DISCUSS PROCESS TO EVALUATE AMENDMENTS TO THE IOWA CITY FLOODPLAIN MANAGEMENT ORDINANCE: Neumann referred to the September 12, 1996, memorandum on this item and noted that a copy of the Iowa City Flood Plain ordinance is included in the member packets. J. Pugh asked the Commission to keep in mind while reviewing the ordinance that floodplains, which tend to reside alongside a dver, stream, pond, etc, are one thing, but that drainageways are an entirely separate thing which he feels are inadequately addressed. J. Pugh said that drainageways are in many ways more dangerous than the floodplain, because in a floodplain water tends only to rise, whereas, in a drainageway the water is rushing. J. Pugh said he has first hand experience with such drainageways on his property and that rapidly dsing, and rushing, water in these drainageways can cause considerable damage. Wilson noted that this ordinance would not cover drainageways, for the most part, that these are addressed by other parts of the Code. UPDATE ON WOLF DEVELOPMENT/MESQUAKIE PARK ('PLEASANT HARRIS): J. Pugh stated that the development is underway and that a sewage treatment facility would be located on site and would drain into a nearby creek which drains to the Iowa River in Iowa City. OTHER BUSINESS: There was no other business. ADJOURNMENT: MOTION: Kuehl moved to adjourn the meeting at 6:40 p.m.. English seconded the motion. The motion carried on a vote of 7-0. p pdadmlnVnlns~TlaC9 - 18.rain MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, NOVEMBER 13, 1996 - 5:30 P.M. CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Sue Chase, Cortney Daniels, Lori Goetsch, Richard Hoppin, Jim Pugh, Larry Wilson MEMBERS ABSENT: Nancy English, Les Kuehl, Don Otto, Catherine Pugh, Rex Pruess STAFF PRESENT: Brad Neumann, Anne Schulte OTHERS PRESENT: Nancy Sieberling _CAI L TO ORDER: Chairperson Pugh called the meeting to order at 5:40 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Neumann stated that no trees were disturbed' by the installation of the new boat ramp. Goetsch asked what the City planned to do with the old boat ramp, and Neumann replied that the plan was to leave it for now. Nancy Sieberling said she was interested in plans for the Montgomery-Butler House. REPORT ON MONTGOMERY-BUTLER HOUSE JOINT COMMITTEE: Goetsch commented that the Vision Statement by the Committee was well done. Daniels said that the Committee had various ideas but nothing cohesive so the members decided to break the proposals into similar sections. She said that everyone agreed that the building should have multiple uses. Neumann stated that the Committee had two basic goals: 1) to preserve the building in its 1850s state and 2) to utilize the site in some environmental context. Daniels added that the Committee decided against any rental uses of the building and also decided against using it for any governmental or non-profit office space. She said that the Committee wanted the building to be of historical use but 'more activity-centered than a museum. Neumann said that the Committee wanted to have a display area in the building and also have trails and hiking on the site. Daniels said that she thought the biggest problem might be to find one group to take care of the inside of the house. Neumann discussed other complications, e.g. whether or not to add restrooms to a circa 1850 residence and the same issue regarding climate control modifications that may be needed for the displays. Neumann stated that the Vision Statement will now go to the City Council. CONSIDFRATION OF THE MINUTES FROM THE SFPTEMBFR 18. 1996 MEFTING: MOTION: Hoppin moved to approve the minutes from the September 18. 1996, meeting of the Riverfront and Natural Areas Commission. Daniels seconded, RIVERFRONT AND NATURAL AREAS COMMISSION MINUTES WEDNESDAY, NOVEMBER 13, 1996 - 5:30 P.M. PAGE 2 The motion carried on a vote of 6-0. DISCUSSION OF FLOOD PLAIN ORDINANCF INFORMATION: Neumann discussed the memorandum outlining the comparison of the Iowa City flood plain management ordinance with those of other cities in Iowa. He said that there is not really much difference between them. Neumann added that the City engineers found in 1993 that the City ordinance is working well. He stated that the City engineers' have based the ordinance on the 100-year flood plain. Pugh said that one problem is that when places like Ralston Creek or Willow Creek rise during flash flooding, no record has been kept of the levels. Wilson said that often other cities take aerial photographs when flooding occurs. Pugh stated that if there is a flood like 1993 again, these measures will not help anyway. He said that the measures offer some protection but cannot avert a natural disaster. Wilson added that the City ordinance was similar to those of other cities but required a little fine tuning. Neumann stated that the map redrawing flood boundaries is not yet completed. 'TRAIl PROJECT UPDATE: Neumann referred to the memo distributed to members and said that any questions should be directed to John Yapp. He added that the IRP Dam Reconstruction Project and the Park Road Project have been delayed until the summer of 1997. Neumann showed a map of the Auburn Hills master plan in North Coralville. He described the trail system, pointing out the timbered area and the houses surrounding it. OTHER BUSINESS: Neumann said that the selection of people for vacancies on the Commission is strictly up to the City Council. He added that the University has already submitted Wilson's name to the City Council to be re appointed. Neumann added that Pruess' appointment expires on 1/1/97 and the Parks and Recreation Commission will appoint a successor sometime in December. Pugh said he would ask Kuehl, whose appointment expires on 12/1/96, whether or not he intends to reapply. Neumann said that Otto's appointment expires 1/1/97. There was some concern as to whether or not there would be a quorum at the December meeting. Pugh said that in the future, unexcused absences shall be noted in the minutes. Neumann said that he will ask the department receptionist to call people before meetings to notify them. Daniels suggested amending the by-laws to change the number of absences permitted before a person is off the Commission. RIVERFRONT AND NATURAL AREAS COMMISSION MINUTES WEDNESDAY, NOVEMBER 13, 1996 - 5:30 P,M, PAGE 3 Pugh said that the December 18 meeting will be held with or without a quorum to begin planning a project for Arbor Day. Neumann presented the Commission members with a revised copy of the Sensitive Areas Ordinance. ADJOURNMFNT: MOTION: Goetsch moved to adjourn the meeting at 6:32 p.m. Chase seconded the motion. The motion carried on a vote of 6-0. ppdadmin\rnacl 1 13.rnin MINUTES SENIOR CENTER COMMISSION MAY 15, 1995 MEMBERS PRESENT: Rufine Anciaux, Terri Miller, Harold Engen, M. Kathryn Wallace, Wait Shelton, Robert Kemp, Patrick Peters, Gerry Lackender STAFF PRESENT: Bette Meisel, Kate Milster GUEST: Jean Mann (ESA) COUNCIL OF ELDERS: Janice Williams, Abe Pessin MEMBERS ABSENT: Frieda Shannon CALL/INTRO/MINUTES/COE REMARKS/PUBLIC DISCUSSION Engen called the meeting to order at 3:00 p.m. It was noted that Frieda Shannon was absent, involved in an SSRO performance. The minutes were approved as corrected. Wallace moved to accept, Shelton seconded. COUNCIL OF ELDERS - Williams Williams stated that she hopes the Commission will offer Volunteer Recognition in the form of volunteer hours substituting for class fees. Peters replied that problems remain regarding the counting of volunteer hours and what activities to recommend; the picnic this year was simply recommended and accepted because of time limitations. SCC MINUTES Page 2 ESA PRESENTATION - Jean Mann Mann stated that the mission of the Elderly Services Agency (ESA) was to retain the elderly in their homes as safely as possible for as long as possible. The ESA is a non-profit organization designed to develop various programs in essentially two ways: to provide information about existing programs, and to design/develop programs as needs arise. Mann displayed the current Housing Information pamphlet. She stated that she also provides other brochures that explain chore services, maintenance, disability adaptation, the shared housing program, and the case management program, which was started with a grant. The agency provides assistance/assessment to persons who are referred by various agencies. Mann stated that ESA is funded by the city, the county, United Way, and the Heritage Agency on Aging (through the Older Americans Act). Various questions from Commission members were fielded, and responses to these questions were provided: ESA currently has five staff members - Gary Smith (chore program, referral/assessment), Phyllis Ferrell (case management), David Purdy (shared housing/Frail Elderly Program), and Joan Cook (RSVP/volunteer efforts), and Mann herself, who coordinates the program; Chore Services ~ a program actually provided to get the elderly to call in on smaller matters, so that when things become more difficult, they will have established a network of assistance and resources from which to draw; Funding- a budget exists of approximately $225,00 from various sources, including 10% from Johnson County, 23% from the city, $1,500 from Coralville, and other moneys in donations and through agencies such as United Way, fund-raising letters and other sources. Homemakers- Mann made the distinction of home aides and those clients who are subsidized and not subsidized, as well as when licensure is required. SCC MINUTES Page 3 Mann stated that goals include working on expanding current services to have a health care component for the Adult Day Program, including services such as Family Practice, speech therapy, physical therapy, cognitive impairment specialists, etc. Currently they are working on incorporating ramps and similar equipment in homes. Mann stated that the hours of operation are 8:00-4:00, Monday through Friday. DISCUSSION OF MAY ISSUE OF BOARD & ADMINISTRATOR - Miller Miller stated that the concept of relying on the administrator to provide accurate financial information was valuable. She stated that she felt everyone was doing a good job in that area, and cited examples of recent situations in which such information helped to achieve operational goals, by dividing the responsibility of what is operational in nature and what is policy in nature. The question arose regarding the evaluation of administrators. Meisel stated that evaluations are determined and exercised by who hires the administrator. IVleisel also stated that the achievement of goals may be considered a form of evaluation of any administrator. Engen suggested implementation of intermediate goals. Miller stated that some of the committees might want to follow that suggestion. COMMITTEE ASSIGNMENTS/UPDATES - Engen Engen said that contracts were important in maintaining consistency and fulfillment of expectations and accountability. Other ad hoc committees, such as those established for ADP and Nutrition have completed their missions; however, Building Maintenance will still require Bud Gode's assessment and expertise. Meisel said that a committee should be established to assess the Operational Handbook, which will be revised by staff members on May 25, and ready for the Commission committee by June 1. July 15 is the deadline for Volunteer Picnic information to be made available from that committee for the August issue of the Post. SCC MINUTES Page 4 It was agreed that Miller will work with Peters on the contract committee. Wallace, Kemp, Shannon, and Engen comprise the Operational Handbook committee; Anciaux will work with Lackender and Shelton on the Volunteer Picnic. As suggested by Meisel, the Commission agreed to work in committees: Volunteer, Contract and Operational handbook during the month of June, rather than hold its monthly meeting. Engen discussed his recent Commission. Other members agreed to reconsider the matter. letter of resignation from the requested reconsideration. Engen SENIOR CENTER UPDATE - Meisel Meisel discussed the following items regarding Senior Center matters: The appointment to the broad band telecommunications position will be made May 23. Meisel urged Commissioners to call City Council members. A tour group of retired Japanese women visiting the Iowa City area recently toured the building, with the assistance of a translator. The women especially enjoyed the Eidercraft Shop, from which they purchased many items. Name tags for Commissioners' use (while they are in the building) are available in Meisel's office. Meisel requested that the tags be replaced in the office after use. The issue of pay telephones has arisen again. Meisel discussed the disadvantages of having pay telephones in the building, which has been tried before. The matter is not under consideration. Meisel stated that the Assembly Room floor has recently been refinished, and allowed the full 24 hours to dry, as requested by the vendor. To do so, it was necessary to close Congregate Meals on a Saturday, the least busy day of the week. Meisel noted that, after research, gliders have been found which may solve the problem of tables being dragged across the floor, creating scars. SCC MINUTES Page 5 Meisel stated that a part that should not have been touched by participants on the recently purchased Nordic Trak Walk-fit exercise machine has been broken. Therefore, the machine will be returned. The company agreed that it was not built to sustain the amount of public use or misuse we experience in an unsupervised setting. Parking permits will be on sale in June. A designated person from the Parking Department will be located in the Center in June during the lunch hour to handle parking requests. There have been many rumors regarding SEATS. Joe Fowler, Director of Parking and Transit, attempted to speak to Bob Welch to request permission to speak at the Senior Dining Program to explain what is happening; Welch has not returned the call. Meisel suggested that Fowler write a column for the Post. Meisel noted that the Fitness classes, held at 8:00 a.m. have filled up, as have the evening Line Dance classes. The possibility exists that these classes are full because they are free. However, perhaps we need to give consideration to the times classes and events have been previously scheduled, in light of the large attendance in these early and late classes. Public presentation of personal goals was discussed. Several members stated that they did not wish to disclose personal goals; however, there may be some "common threads" which might be shared. Meisel encouraged Commissioners to think about what they would like to do with their goals. COMMISSION VISITS- Engen Engen read from Shannon's account of her several visits. Shannon visited the Board of Supervisors, discussed Senior Week and informed them of upcoming events. She presented them with helium-filled balloons with the logo; Meisel explained the origin of the logo and presented the Board with an enlarged version of it. SCC MINUTES Page 6 Shannon attended the Council of Elders meeting and said that there were two new members, Emily Bennett and John Conner. Shannon also gave a brief summary of the topics covered at the COE meeting, including: punctuality of presenters at Senior Center activities, the monitoring of Chauncey Swan Ramp to be certain that the Senior Center does not lose its spaces, the fair booth in which a quilt will be raffled, and the investigation of magazine selections for the Main Lobby. The Guest Speaker was Fran Austin. Shannon, Meisel, Wallace and Miller also visited the Iowa City Council. The mayor read a proclamation for Senior Center Week, and the same information was shared at this meeting as at the Board of Supervisors. GIFT FUND REPORT - Milster Milster distributed and explained an addendum to the quarterly report previously mailed to Commissioners. The addendum included balances in various accounts such as SSRO, Golf League, Pool League, and other activities. Meisel said that this money is essentially "frozen" for use except by the designated activities. Milster read the balances, deposits and expenditures. CHAIR TIME - Engen The letter received from June Braverman and Kirkwood Community College regarding classes at the Center was discussed. Meisel stated that we have a space use policy, and a program specialist to develop Senior Center programs and that, therefore, we should respond to the request as to any other requests we receive to use our facilities for classes. The Commission does not need to establish any policy since one exists; this appears to be an operational matter. Meisel agreed to respond to the letter. OPEN DISCUSSION - Engen ~liller requested an update on the Volunteer Dinner. It was explained that although Susan Rogusky knew of some entertainment, arrangements still needed to be made. Other detailed decisions SCC ~41NUTES Page 7 should be made within the committee. Williams stated that requests of dinners for persons with dietary restrictions should be considered. Shelton motioned to adjourn, Miller seconded. The meeting was adjourned at 4:51 p.m. Minutes prepared by Kathryn Milster, $C Secretary Minutes approved by Terri Miller, SCC Secretary AsPen 's Side A See article on Page 3 Here is a document like the one Administrator Judy Edlund drew up that clearly states the time requirements ex- pected of all board members. She elimi- nates "surprises" by sharing this tool 6.,'ith all potential board mzmbers. Time requirements of government board and council members: Three-year commitment Attend regularly scheduled board meetings (12 per year as scheduled on the first Wednesday of each month. noon to 2 p.m.) Required to be on one committee: ,/ Finance bt.<tget committee--10 meetings per year Communiw relations committee--sLx meetings per year ,/ Recognitions committee--10 meetings per year ,/ Program/service review committeesapproximately six meetings per .,,'ear Attend t-wo Kmctions per year/'e.g.. open house. recognition dinner) Attend ~'o communit~- functions per year ¢,e.g., serb'ice club dinners or luncheons) Attend one annual meeting per year (first Saturday in November) Attend one board orientation/third Saturday in November) Attend one board retreat per year (approximately third Saturday in Janurn? Attend one state or national association meeting per year (attendance of one mandatory. more is preferable: during months of March, April and May) Occasional--task group (e.g.. bylaws task group. goal-setting task group) In addition, all board members must: Accept the organization's mission and bylaws .Make a personal commitment to conduct business ethicall,,' and responsibly Assist in serving as a liaison between the organization and the communiuc it serves Promote the organization, its programs: services and successes in the comn-mniw Adapted from: Adminis{rator Judy Edlund. Girl Scotits Inland Empire Council. P.O. Box %-,.':4, Spokane. \'('A 99203-0~-8: Government Edition June 1995 Dear Government Board or Council Member, If you or your board peers don't realize the importance of teamwork, you're missing out! Like any team, board and council members who work together: · have an explosive offense-- they take action on the issues before them. · have an impenetrable de- fenseaboard members stand firmly be- hind the decisions the team makes. · look to their coach in clutch situations--board members include their administrator on the team. They rely on him or her for recommendations. Board Member Don Ray agrees that teamwork is essential. "It's a cohesive board team that gets things done," he says. Here's how he and his fellow board mem- bets generate teamwork... "Each year we hold an annual retreat so the board can review this organization's goals, as well as the goals of each board committee," says Ray (Richland, WA). By analyzing goals, board members educate themselves about what needs to be accomplished and when. At the same time, they find out how they'll be involved. "When the retreat is over, each board member understands and owns all the goals from the top down. "The process gets us working and thinking in the same direction," he adds. "When the board takes ownership in everything it does, productivity rises. Each board member is on the same page. We understand what the outcome of our efforts will be and how to make things happen." Planning calms nerves of skittish board members If you're excited about the prospect of growth for the government entity you serve, great! But if growth scares you, you may be tempted to preserve the status quo--and let your organization stagnate. Board Member Clodella Daftand says she and her peers had to decide if the organization should meet just a few basic needs, or branch out into new territory. "There were so many unknowns in this that it frightened some board members into believing that the status quo was the best option." she says. Darland (Kalamazoo, MI) and her administrator, however, soothed board members' fears by holding a series of planning sessions designed to show how Advising administrators and growth would benefit the organization in the long ran. "As we talked about the future, the board's fears subsided," she tells me. She says that the board had to grow in order for the organization to grow. "In the planning sessions. we discussed the responsibilities of the admin- istrator and the board. Everyone learned that we could adapt to certain changes if they were guided by a plan. "With a well-th6ught-out plan. board members no longer support the status quo." she adds. "Once members learned their function and how they fit into the long-term plan, they committed to the future and became advocates for growth." boards in the U.S. and Canada Three qualities every board/council leader should possess When I chatted .with Board Presi- dent Kay Williams this month, the subject of leadership qualities board and council presidents need came up. Here are the three qualities we agreed are essential... 1) A conviction that the posi- tives are what really matter. "Like the old saying goes, be careful what you wish for or you just might get it," says Williams (Temperance, MI). "If the board president is wrapped up in one 'negative' issue-- dealing with an employee problem, for example--the bad ribes can affect the rest of the board. The president must model good leadership by looking for and focus- ing on the positives. It's hard for people to be negative when they see the good things the board is accomplishing." 2) A belief that communication is vital to effective management. "I can remember when I first became board president and was standing in a checkout lane with two employees from the organi- zation. I knew them both, but they didn't know each other! This is when I realized how important total communication is to the success of an organization." Williams manages board room issues by staying on top of what's going on and communicating the information to staff members and the community. "The admin- istrator conducts employee coffees, for example, to hear how the issues facing the board will affect staff and then passes this on to me to be shared with board members and the public." 3) A willingness to go the extra mile in planning board meetings. When planning a meeting agenda, Williams works with her administrator to prepare facts and data on each issue. "We also try to antici- pate the questions that are likely to be raised at the meeting," she says. "This way, we can formulate the answers to them ahead of time. As a result. the meeting moves along much more smoothly." How to make committees function like well-oiled machines Board Member Question: "When I joined the board. I was asked to serve on a committee. But as far as I know, my committee never meets. Why is this so?" The Board Doctor's Response: Committees will never accomplish their objectives if they don't meet and address the issues. To answer the board member's question, here are several reasons why some committees never meet: · Members aren't interested in the issues on the committee's agenda. Actiota Find out what board members' interests are before appointing them to committees. Board Member Ken Kobe says if a board member is into marketing, but is assigned to a finance committee. his or her participation may be minimal. "Board members here know' up front that we rely on their professional REPRODUCTION OF THIS NEWSLETTER IN WHOLE OR PART IS STRICTLY FORBIDDEN Quotations must have the consent of the publisher. Subscription inquines may be directed to Aspen Publisher.~, Inc.. 7201 McKinney Circle. Frederick..MD 21-01 or 1-800-038-843-. Editorial offices are located at 150 Third Street. Box 226, Akron, IA 51001. Please send editorial comments to this address, ca11712/568-24,18 or fax correspondence to 712/568-3427. Aspen's Board & Administrator skills to address issues and make recom- mendations," he says. "As a result, we all take committee service seriously." · The committee chairperson is an ineffective leader. Action' The board president should work with the administrator to determine who chairs committees. "Know- ing who is qualified to chair a committee is essential," says Kobe. "If a weak chairper- son is appointed. it will be difficult for the committee to accomplish anything." · They don't have the informa- tion they need to make recommendations. Actiota Ask the administrator to attend committee meetings. "To make recommendations. committees must have facts that only staff members can supply'." adds Kobe (Indianapolis. IN). The admin- istrator may serve as the committee liaison or appoint another staffer to that role. Sincerely', Chuck Elliot The Board Doctor~3 (and board president!) SENIOR CENTER COMMISSION GENERAL RESPONSIBILITIES The Senior Center Commission was established by the City Council and is composed of nine members, six appointed by the City Council and three by the Johnson County Board of Supervisors. The following duties and powers are assigned to the Commission: to serve in an advisory role to the City Council with regard to the needs of the Senior Center; to make recommendations with regard to policies and programs of the Senior Center; to join staff and other interested persons in seeking adequate financial resources for the operation of the Senior Center; to encourage full financial participation by senior citizens in the programs of the Senior Center; to ensure that the Senior Center is effectively integrated into the community and cooperates with organizations with common goals in meeting the needs of senior citizens; to serve in an advocacy role with regard to the needs of senior citizens; and to assist the City Manager in the evaluation of personnel. ACCOMPLISHMENTS IN FISCAL YEAR '1995 1. Involved in month-long program commemorating World War II. 2. Purchased from the Senior Center Gift Fund the following: audio equipment, exercise equipment, Third Age Library shelving, piano, software and hardware for participant computer classes. 3. Encouraged Gift Fund donations. 4. Created and facilitated the connection committee in order to encourage a sensitive community with agencies in the building. 5. Negotiated changes in the agreement with the County concerning Senior Dining. 6. Wrote monthly columns for the Senior Center POST. 7. Pursued a vigorous campaign for additional Senior Center staff. 8. Accepted Senior Center goals for 1994-1997. 9. Negotiated additional parking spaces for the Center at Chauncey Swan Parking Facility. 10. Hosted the Volunteer Recognition Dinner for 609 volunteers who contributed 28,056 hours. 11. Organized farewell party for Program Specialist, June Braverman. 12. Authorized the establishment of an activities association to facilitate more input from active participants. 13. Utilizing the Council of Elders volunteer survey, which surveyed volunteers' preferred form of recognition, agreed to experiment with new meaningful forms of recognition. 14. Met with Steve Atkins to discuss Commission empowerment. 38 15. Adopted letters of agreement for use of the Senior Center on nights and weekends by senior groups and individuals. 16. Served on the Adult Day Program task force and advocated for the needs of all Center participants. 17. Created an editorial committee to advise on programming for Senior Center television. 18. Endorsed repair of the building as per recommendations by Howard R. Green Company. 19. Kept City and County informed of Senior Center activities through monthly presentations by individual Senior Center Commission members. PLANS FOR FISCAL YEAR '1996 Continue to implement Senior Center goals. Support the development of classes and programs which meet the needs and concerns of Johnson County residents from 55 to 95. Seek ways to enhance the ability of present staff to serve our constituency. Expand the scope of the "partners" committee to identify financial needs of the Center and how to meet them. Develop a plan for use of Senior Center space to meet the goals of physical fitness and the performing arts. Ensure that the Center is a strong community within a community with ongoing congress between the two. COMMISSION MEMBERS Harold Engen, Chair Frieda Shannon, Vice-Chair Terri Miller, Secretary *Rufine Anciaux Robert Kemp *Geraldine Lackender Patrick Peters Wait Shelton *M. Katherine Wallace *Appointed by Johnson County Board of Supervisors 39 MINUTES SENIOR CENTER JULY 17, 1995 COMMISSION MEMBERS PRESENT: Frieda Shannon, Terri Miller, Gerry Lackender, Rufine Anciaux, Robert Kemp, Wait Shelton; Harold Engen in at 4:30 MEMBER ABSENT: Patrick Peters GUESTS PRESENT: Mary Pat Conway, John Conner (COE) STAFF PRESENT: Bette Meisel, Kate Miister CALL/INTRODUCTION/COE REMARKS/PUBLIC DISCUSSION Shannon called the meeting to order at 2:34 p.m. The minutes were approved as c. orrected with no changes. Conner stated two concerns which had arisen at the recent COE meeting. First, the way in which the Commission members report items in the Post was discussed. He brought up the idea that members should report what actually transpires at a commission meeting.rather than writing editorial material. Meisel stated that commission minutes are available at the receptionist's desk and that the commission's agenda is unrelated to the items which appear in the Post. Further discussion and suggestions ensued, resulting in the motion by Wallace that a notification space be formed in the Post in which the Senior Center Commission Secretary would provide a list of issues addressed by the commission that month, and would provide the location of further information. Miller seconded the motion. Motion passed, all ayes. SCC MINUTES PAGE TWO The second issue .addressed by Conner pertained to the suggestion presented in the COE meeting that Commission members publicly address items from the suggestion box in the Post. Conway clarified .that feedback should occur from the Center staff. A discussion regarding the purpose of the box followed. Shannon stated that the box initially served the purpose of providing a location to discuss comments, and was meant as a source of feedback for programs rather than a complaint forum. The question arose about COE's responsibility and the visibility of the kiosk on which the suggestion box is located. No direct action was taken on this issue. STANDING COMMITTEE REPORTS - Wallace/Miiler/Lackender/Shannon Operational Handbook Committee- Wallace stated that each member on the committee found suggestions for revision of the handbook, which was then turned over to the staff. Revisions are ready; one more meeting is necessary with Meisel to review and finalize further changes. The completed handbook will be mailed to commission members by the. end of July. The commission should be ready to discuss and finalizechanges at the August meeting. Contracts - Miller stated that the Contracts Committee has not yet met. Volunteer Picnic - Shelton stated that he has been unable to contact the square dance caller. Meisel suggested calling Mike Moran at the Recreation Center. Conway stated that the Line Dance Group has requested line dancing at the picnic. Discussion regarding the funding of the event, the menu and rain date possibilities followed. SCC MINUTES PAGE THREE Connection Committee - Shannon first defined why the Connection Committee was established: the various agencies within the Senior Center united to discuss space allocation and other concerns including shared programming. The meetings revolve around the venting of feelings, increased communication, and awareness of the other organizations' programs: for example, Senior Dining's request for scheduled programs prior to meals to increase attendance. Consensus was that programs to increase dining attendance should be the responsibility of Senior Dining. Shelton stated that the possibility exists that attendance has dropped off due to the price increase in meals.' Discussion regarding the size of the group of participants established that the impersonal nature of the meal could be part of the problem. Conner stated that, compared to other meal sites, the quality of the meals was quite good. STAFF REPOI~TS - Rogusky/Kopping Activity Association - Kopping stated that a memo was issued' to all active participants or coordi.nators of activity groups describing the purposes of an activity association: to serve as an advisory function for programs; to assess the needs, interests, and problem areas of the various groups; and to learn about one another. Kopping said she has received a positive response already. Other upcoming programs she discussed included the Senior Health Initiative Coalition, Advanced Legal Directives, financial planning, computer classes,. investment courses, the Anniversary Program in September, holiday programs, exercise programs, ballroom dancing, and more. Ongoing activities include the Sports Forum, the Art Walkers, and the Pool League. Kopping discussed the upcoming Anniversary Celebration and the SCTV documentary of World War II titled, "Legacies," which is a finalist in a national video competition and will be the focus of a reception and film presentation September 15. The reception will be catered and will include entertainment by the Voices of Experience. Participation is limited to 300 by invitation, Volunteers who participated in the project will receive preference. Funding is being solicited from the banks originally involved in the project; however, if the banks decline, the question of funding by charging admission or using money from the Gift Fund arose. SCC MINUTES PAGE FOUR Shelton moved to withdraw money from the Gift Fund if necessary. Anciaux seconded the motion. Motion passed, all ayes. August Post - Rogusky said that a list of all volunteers will appear in the August Post. Meisel stated that the Volunteer Picnic Committee needs to quickly establish the details of the picnic so that the information can be placed in an article in the Post as the deadline is swiftly approaching. Invitations must be sent out by the first of August. Rogusky said that COE will have a booth at the County Fair this month in which a quilt will be raffled. Help is needed in ticket sales at the plaza following the fair. Tickets will sell for $1 each, or 6 for $5. Past years have proven this to be a successful fund-raiser; the main reason for the raffle is to extend publicity about the Center to the general public. DISCUSSION OF BOARD & ADMINISTRATOR - Kemp Kemp said that often peers ~1o not realize the importance of boards, and that it often seems that people don't work together. Planning and goal-setting can provide vision as to what the board is trying to achieve. Kemp discussed the amount of commitment of paid personnel as opposed to volunteer staff, even though altruistic feelings may exist. The article was summarized as pertaining to the advantages of goals, commitment, and working together. ADOPTION OF REVISED BY-LAWS - Shannon Anciaux moved to accept the recommendation of the City of Iowa City Council Rules Committee: "If a position/appointment becomes vacant by reason of resignation or otherwise and results in an unexpired term the Council may choose to fill the unexpired term in such a manner that the appointee shall continue in the position not only through the unexpired term but also through the regular term." Shelton seconded the motion. The vote was passed, all ayes. SCC MINUTES PAGE FIVE SENIOR CENTER UPDATE - Meisel Meisel communicated the following updated information regarding Senior Center operations: · Commission Annual Report - this document states what the commission did over the past year. It was compiled from minutes of meetings and Post...articles. Shannon stated that any revisions should be made immediately. Shelton moved to accept the document with corrections made by the members. Anciaux seconded, motion passed unanimously. Channel 9 Broadcast - Meisel said that Channel 9 (KCRG) gave an excellent presentation of the Senior Center last week in its "Our Town" segment on iowa City. The segment has been videotaped. Door Count - Meisel stated that the door count readings are beginning to establish a pattern of Senior Center usage by patrons. Trends will be evident within the next few years if we continue to monitor the statistics provided by the counters. Building Maintenance - Meisel reported that past restoration of the building appears not to be working as well as we had hoped, as evidenced by leaks in the roof. Money has been repeatedly spent to rectify the situation; this time, however, we do have warranties. Meisei wants to be more cautious about interior repairs until we are sure the problem has been corrected° She also discussed the requested $100,000 needed to complete the restoration of the building. Meisei shared the frustration and discouragement of the time, money and efforts involved in fixing the structural deterioration of the building. ADP -The Adult Day Program will be moving out of the building, perhaps as early as August. Plans are to move the exercise equipment into the room initially; then assess interim plans for a Senior Health Center to be located on the ground floor. Ken Mobity's research classes have provided the Center with $2_,100 to be used for this purpose; and the Pepper Grant, if it goes through, would allow the Center to be a model site. Considerations are being given to punch cards and hiring a qualified person to monitor the use of the equipment and to coordinate the program. SCC MINUTES PAGE SIX Treadmill- Meisel also reported a recent incident in which a patron who was using a treadmill was injured. Sympathy/Thank You Cards- Senior Center sympathy and thank you cards have been printed and are now available for commission members to use for official activities. The cards are located in the supplies cabinet on the north end of the Main Lobby. Piano Purchase o Meisel stated that the Advisory Board was contacted for permission to purchase an available piano on sale at West Music for $3,000, which was purchased with Gift Fund money. Anciaux questioned the legality of the action. Meisel replied that this clause is a part of the commission's by-laws, and Kemp stated that the piano had been discussed at a previous meeting..It was confirmed that the Advisory Committee does have approval rights in such a situation; however, Anciaux said that an extra meeting might have been called so that a majority could make a decision to preclude any problems associated with business involving large amounts of money spent. CHAIR TIME - Shannon Shannon reviewed the visits for August and stated that the City Council meeting is August 1. Discussion regarding the Involvement followed. Shannon stated that she would like to see information from Johnson County in the paper. Meisel replied that our deadlines cannot be coordinate. d; however, we could submit ongoing activities which do not require specific deadlines. Shannon suggested that policies established by the commission be indexed on cards for easier reference. Meisel said that, when completed, the Operational Handbook will provide policy information. SCC MINUTES PAGE SEVEN OPEN DISCUSSION - Shannon Engen stated that he had received a letter from the city requesting representation on the Pedestrian Mall Ad Hoc Committee for recommendations for improvement/upgrading of the mall. Engen volunteered to represent the Center on this visionary committee. Engen explained his recent letter to the Cedar Rapids Gazette in response to a recent editorial regarding the moving of ADP from the Senior Center. Engen felt that the article was misleading by implying that the Senior Center Commission wanted the removal of ADP. Engen stated that his letter was an attempt to clarify the commission's stand in support of the Adult Day Program. Anciaux motioned to adjourn, Shelton seconded the motion. The meeting Was adjourned at 4:41 p.m. Minutes prepared by Kathryn Milster, SC Secretary Minutes approved by Terri Miller, SCC Secretary Kate Milster SENIOR CENTER COMMISSION Monday, August 21, 1995 - 3:00 p.m. Senior Center Assembly Room AGENDA 3:00-3:10 1. 2. 3. 3:10-3:30 4. 3:30-3:45 5. 3:45-4:45 6. 4:45-5:00 7. Introductions - Shannon Minutes Public Discussion Senior Center Update Operations - Meisel Activities - Kopping Volunteers - Rogusky Volunteer Picnic - Lackender Operational Handbook - Wallace Council of Elders - Conner/Conway Chair Time - Shannon Open Discussion - Shannon , -> Please bring your copy of the Operational Handbook and your volunteer hours. SENIOR CENTER commISSION mEETING mINUTES monday, August 21, 1995 - 3 p.m. Senior Center Assembly Room mEmBERS PRESENT: Shannon, miller, Lackender, Anciaux, Shelton, Wallace, Engen, Peters, Kemp. GUESTS: mary Pat Conway (COE), John Conner (COE), Rachel Dennis STAFF PRESENT: meisel, milster, Ogren (City Office)-3:45-4:45 Attorney's INTRO./MINUTES/PUBLIC DISCUSSION July Commission minutes were accepted with a minor revision. Miller moved for approval, seconded by Wallace, motion was passed. There was no public discussion. SENIOR CENTER UPDATE - meisel Operations: Reconstruction Meisel stated that the tuck pointing contract is let for the rest of the building. Last year the city did the top part of the building, now we are doing the bottom of the building. The bid was greatly under what the engineers had estimated. The deadline for completion is November. Hopefully, the building will be waterproofed from leaking by November. Elevator- Meisel said that because of the Americans with Disabilities Act (ADA), modifications are necessary for the elevator, including: lowering the level where it says what floor the occupants are on, changing the outside buttons from four to two, and replacing the phone with a touch-sensitive box for persons who may have communication problems or are unable to open the door and lift the phone. The box, if hit, has a feature in which a recording is sent to the police department notifying them of the problem. SCC MINUTES Page Two Policies/Fees/Classes - I~eisel noted that $1,500 has been spent to get the Computer Lab to an operational level for classes. The computers were not operable: hard drives had been damaged, items removed, programs damaged or nonexistent, and things were on the hard drives that should not have been there. The computers and printers have been networked, now all programs are consistent, and the hard drives are locked off so that nothing can be put on them. The staff has considered ideas including regulation of the computers through competency tests, and setting monitored lab hour times, although nothing has been decided upon yet. Activity Association/Fall Programming - Kopping Kopping stated that she has a list of activities and volunteer groups consisting of active participants. Twelve representatives from eleven groups attended the Activity Association meeting. One of their main objectives was to increase public awareness of their groups. The portrayal of the image of the Center was also discussed in this meeting. Kopping said there was a sharing of ideas and cooperation between groups including: promotion of their own groups, inclusion of feature articles in the POST, and creation of their own in-house posters. Kopping stated that the group will meet the second Wednesday of each month. Groups which were not in attendance will be invited to attend the next time. Engen said that he had received a phone call from a member of the Board of Supervisors, Don Sehr, who said that the Senior Center was a "country club" and that it did not provide anything for the poor in Johnson County. Engen stated that he asked Sehr to make some suggestions for programs for the poor, put it in writing and submit it to the Activity committee. Engen said he had told Sehr that he felt the Senior Center served all populations very well. Engen stated that Sehr had also mentioned the Adult Day Program staying at the Senior Center, and Engen had told him that it was a "dead issue." SCC k~INUTES Page Three Kopping said that the instructor originally designated to teach fitness classes in weight lifting and exercise supervision is being interviewed for another job. There is a possibility of locating another person whom the instructor has recommended. The situation is tenuous right now. A suggestion of another fitness expert was given by Kemp, and a brief discussion ensued. Meisel said that it is important that the instructor be experienced or knowledgeable in fitness for the elderly. Volunteers- Rogusky Rogusky stated that the video technician for SCTV has reportedly moved away. Prior to that, his attendance was very poor. Rogusky said that this is a very technical position, and that few individuals have video toaster credentials. Those who do are not willing to work for the pay offered ($6 per hour). What this means for the Center is that the current work study student and volunteers can edit, but may not be able to do promotional videos and public service announcements. Therefore, productivity will suffer. Rogusky said that she will begin advertising for the position soon. Meisel reminded the Commission that half time video specialists must be dependable because the joy of volunteering is soon lost if the work load becomes too heavy and difficult for the volunteers. Shannon stated that what is really necessary for these special qualifications is a full time position. Rogusky replied that considerations of a half time position with salary increases and benefits, as well as supplemental earned income has been discussed. For instance, the individual could earn extra money videotaping special events for a fee, retaining a portion of the proceeds and contributing the rest to the Gift Fund to purchase more equipment. However, it would take a highly ambitious person to implement this strategy, and the pay would not be compatible with the person's qualifications. SCC MINUTES Page Four VOLUNTEER PICNIC - Lackender Final details were discussed: items to be transported, attendance of Commission members, logistical plans and times, and the following duties were determined: · Parking Lot Guides - Peters, Shelton · Reservation checker- Peters · Table set-up - Wallace · Servers- Miller, Engen, and Jessi Richey · Meat server - Lackender · Clean-up - all Commission members Schedule: 4:30-5:30 Parking Lot Guides 5:00-5:30 Socializing 5:30- Welcome/Brief staff speeches 6:00- Serving Food 7:00-8:00 Dancing Meisel went through the "things to do" agenda and concluded that everything is ready. Clean-up, the caterer and drinks were discussed. Meisel stated that there will be eleven square dancers attending the dinner (and later performing); more dancers will arrive later to perform. OPERATIONAL HANDBOOK - Wallace Wallace said that the immediate goal of this portion of the meeting was today's completed approval of the Operational Handbook, and thanked the committee members for the tedious task of going over the information in the handbook. A hand-out of draft changes was passed out, and changes were made. Meisel stated that the Operational Handbook will be put into loose- leaf form and will be given to the Council of Elders, Senior Center Commission, in-house agency directors, and staff members. The handbook will also be available for the public at the receptionist's desk. Engen moved that the Operational Handbook be accepted as amended, pending any changes advised by the City legal counsel. Miller seconded. Motion passed, all ayes. Thanks were extended to Wallace for chairing the committee. SCC MINUTES Page Five COUNCIL OF ELDERS- Conner, Conway Conway said that the Council of Elders is undertaking two projects: First, they are learning parliamentary procedures, which will be discussed at their October meeting. She invited the Commission to participate in this training. Conner stated the second project: conducting a new survey to determine what types of activities people like at the Center. He has spent time encoding sign-in sheets to gather data concerning the reasons people come to the Center. Another idea has come from this: Council of Elders members would like to act as observers to activities and, over a four-month period, provide feedback. CHAIR TIME - Shannon Located at the receptionist's desk, a box containing COE meeting minutes, SCC meeting minutes, Operational Handbook, and further information is now available to the public. Meisel stated that there will be a column in an upcoming POST devoted to communicating where participants can find resources on every floor of the Center. Shannon requested that SCC minutes-be printed on both sides for distribution purposes, and that extraneous information not be sent monthly. Meisel said that a partial Senior Center calendar listing is being sent to T.h.e Involvement Magazine this month, and will continue to be sent on a monthly basis. Shannon said that the agendas for commissioner visits to the City Council will be available for pick-up in the wire basket in Meisel's office. Meisel reminded the Commission that no City Council members will be at the Volunteer Picnic because they will be in executive session at that time. SCC MINUTES Page Six Lackender said she was on the agenda for the Board of Supervisors for the next day. The W.W.II Celebration Week and Anniversary Reception was briefly discussed. Information regarding this event will be presented to the supervisors. Meisel reminded Lackender to stress to the supervisors that all of the activities surrounding the W.W. II celebration are free. OPEN DISCUSSION Shannon Engen read a letter from the Adult Day Program of the Johnson County Health Department, stating the program's approximate moving dates. This move to the new location will enable the ADP to provide more services to its participants because of the increase in space. Anciaux moved to adjourn; Shelton seconded. adjourned at 5:03 p.m. The meeting was Minutes - Kate Milster, SC Secretary Minutes Revision - Terri Miller, SCC Secretary SENIOR CENTER COMMISSION MINUTES MONDAY, September 18, 1995 - 3:00 p.m. Senior Center Assembly Room MEMBERS PRESENT: Engen, Shannon, Shelton. Wallace, Lackender, Kemp, Miller, Anciaux, Peters STAFF PRESENT: Meisel, Milster GUESTS: Lillian Harbison (COE), Dee Vanderhoff (Candidate, City Council - at large) INTRODUCTION/ MINUTES/ PUBLIC DISCUSSION Meeting was called to order at 3:02 p.m. Guests introduced themselves. Minutes were accepted as distributed. Wallace moved for approval, Shannon seconded. Motion passed with all ayes. There was no public discussion. SENIOR CENTER UPDATE - Meisel Kevin Oxley, the Senior Center half time custodian has been hired by Transit. Meisel said that she learned that the way the city system works is that positions must first be advertised internally for one week, by union rules. After that, positions may be advertised externally. Meisel stated that, if fortunate, the Center may be able to hire someone within three weeks. Meisel said that there was a concern involving the anniversary celebration. Due to catering costs, the number of participants had to be limited to reservations only. It turned out that enough food was available to accommodate everyone because some guests did not show. However, persons such as Dick Myers (state representative) had to be turned away because of the reservation deadline. Following the celebration, the Center received some complaints. Meisel requested suggestions from the. Commission before the next event requiring reservations is scheduled. Meisel stated that, although it may be the staff's responsibility, she felt it important that the Commission know that people have been complaining about rooms that are not set up prior to the start of activities. Meisel said that, with only one and one-half time janitors available, participants must understand the need to be more flexible and willing to arrange rooms themselves. It is not reasonable, especially with the temporary reduction of one of the custodians and the size of the building, for participants to expect the custodians to prepare spaces for everyone. Meisel cited the task force as an example: for non-Senior Center activities, the custodian is not required to set the rooms up. As for Center activities, ~eisel said that members are requested to help out. Discussion about the allocation of funds for the cleaning and maintenance of the building followed; Kemp suggested employing temporary workers. Meisel said she had planned to utilize the temporary budget to pay the current half time custodian to oil the wood in the building, but she could not do it on a consistent basis because union rules prevent the consistent use of personnel without upgrading their position. Regarding the attendance memo included in the packet, Meisel stated that the Secretary will be keeping track of the member's attendance on the chart provided, although attendance is already recorded in the monthly minutes. Meisel explained the placement of the Senior Center Commission Annual responsibility sheet in the member's packets. Meisel thought it might be best to plan ahead for the year. A correction in the sheet was made regarding the due date of the budget preparation, which should read, "October 1995." Meisel felt that providing this sheet allows members to give consideration to lead time. The question about new member recruits was raised by Wallace. Meisel said that three member's (Lackender, Peters, Engen) terms end in December of 1995. Engen, who holds a city position, has indicated in the past that he does not wish to run for the Commission again. Lackender holds a county position, and the county generally appoints its member at the last moment. Peters indicated that he is considering running for the Commission again. The city will appoint members at the October 24, 1995 meeting of the city council. Meisel encouraged members to decide soon as to their future status on the Commission. Meisel passed around a copy of the Senior Journal, on which appears a front page article about the Senior Center's fourteenth anniversary celebration. Meisel said that several other comprehensive articles appear not only in the Journal, but also in the Cedar Rapids Gazette. The Center was also included in publicity for the University of Iowa's recent Japan Focus: '95 presentation, because one of the programs was held at the Center. ACTIVITIES - Kopping Kopping conveyed information about upcoming activities, including a musical presentation, the re-starting of the weight classes with a new instructor, Tamar Semerjian; a Bible literature course, and a Writer's Workshop, among others. Kopping stated that it is important for the Commission to be aware of a situation involving the former Program Specialist, June Braverman. Kopping has been told by several instructors she has contacted that Braverman has been encouraging them to remain loyal to her by agreeing not to instruct classes at the Senior Center. Other instructors have expressed concern about double booking: they are reluctant to teach at both Kirkwood and the Senior Center. Kopping said that one of the instructors has told her that Braverman contacted him and was upset that he would consider teaching for the Senior Center. Kopping said that this is a concern she needed to share with the Commission. Later in the meeting, Kopping was asked what support she might need from the Commission. Kopping replied that the Commission just needs to be aware of this situation. The Activity Association met last week and 12 people attended from the various groups. A new member at the meeting had stated that newcomers are "not being acknowledged.". The Activity Association discussed members mentioning this to the different groups, creating a buddy system, and changing the image of the Center. Shannon suggested identifying newcomers by host-guides, who could be responsible for welcoming new people. Meisel said that it can be difficult for newcomers to become adjusted to the. Center's activities because of being unfamiliar with other people; however, it is also part of the newcomer's responsibility to put forth a measure of effort in introducing themselves. Discussion followed, and a suggestion was given to invite newcomers to events based on the interest sheet filled out upon registration. SCTV - Rogusky Rogusky said that the video planner position was advertised for two weeks. Five people were interviewed and James Holmstedt was finally hired. Holmstedt is also employed by television station KCRG as a camera person, and will work at the Center three days a week. He has made a one year commitment to stay with the Center's SCTV. Rogusky said that, because we are heading into the budget year, further consideration should be given to upgrading the position because of the expertise required by the job. If the position remains a temporary part time position at low pay, there will continue to be a turnover of personnel, and the SCTV staff needs the continuity of having one person assigned as leader over a period of time. Rogusky urged support from the Commission in obtaining permanent staff. Meisel said that work study money cannot be used in hiring the position, and work study students would not have the complete technical knowledge required for the position. AARP - Stager Stager was not available for the presentation. Engen said that a computer has been offered by the Heritage Agency on Aging to AARP. Originally the Johnson County Task Force wanted to give the IBM computer to the Center to be networked with Heritage. Theoretically, the computer would provide information about aging and facilities available to the elderly in Johnson County. Meisel, who met with Tom Miskimen of Heritage, Bob Welch of the task force, and Engen of the Commission, has said that the Senior Center does not have the staff time to assist people in this capacity, but has suggested that AARP might be able to perform this function. However, Heritage would have to train the volunteers to use the computer. Meisel stated that Heritage has a large base of information and referral that is currently being provided by staff members to the Elderly Services Agency and other available agencies in the Iowa City area. Meisel said that this could be the making of AARP in Iowa City, but it would require a commitment on the part of volunteers who are willing to be trained. Many questions regarding the system still remain, such as dedicated telephone lines and the assumption of expenses. COMMITTEE REPORTS - Wallace, Lackender, Shannon Operational Handbook: Wallace led the Commission in making several changes in the appendix. The subject arose about SSRO's self-appointed policy. Meisel said that SSRO is a class, and that any policies they may wish to implement are fine, as long as they are not conflicting with established Senior Center policies. Commissioners decided to revise and further discuss the proposed equipment policy. Anciaux moved to accept the amended. Miller seconded; motion passed, all ayes. thanked the committee for its work. appendix as Engen again Volunteer Picnic: Lackender said that the picnic was successful with a good turnout. A few minor suggestions arose, such as substituting lemonade for tea. Lackender asked about the possibility of purchasing leftovers at future events, or allowing them to be purchased by participants. The money received could then be refunded to the Gift Fund. Meisel stated that in some instances, money is not important: the sharing with charitable organizations is a good will offer by the Center. A suggestion was made regarding the availability of more drinks as people arrived. Connection Committee: Shannon said that the Connection Committee, which meets quarterly, heard Mike Foster discuss his concerns regarding low attendance in Senior Dining. Foster had stated that on Tuesdays and Thursdays, a soup and salad option has been offered, and improvements in the recipe for the soup may help in increasing attendance. Foster had requested feedback and suggestions. COMMISSION VISITS - Engen Engen said his meeting with the Board of Supervisors was canceled, although he would try to talk with a few members, including Don Sehr and Charlie Duffy in the meeting on September 19. Engen was not able to get on the agenda because of the 24 hour advance notice stipulation; however, he will try to speak if possible. Engen said that the question about the vacant former Adult Day Program space had come up again. Kemp suggested circulation of a questionnaire to elicit ideas for the use of the space. ivleisel said that, since the Center is already limited in space requirements, and because the space had been allocated by the Commission to increase the fitness area size, implementing a questionnaire would not be a viable action. Feedback and safety concerns have emphasized the need for more fitness programs and more suitable program space. Engen stated that he did appear before the City Council September 12. Since it was his last meeting with them, Engen submitted a creative invitation to the anniversary celebration held September 15. Engen also reiterated to the council that, in spite of the fact that SCTV has won finalist status in the Hometown Video competition, they continue to operate at an overburdened level without well paid video planner leadership. Engen emphasized the need to upgrade the position, and told them to expect Commission to again request facilitation of the SCTV staff. the Shannon said that she had attended a Council of Elders meeting. The council is in the process of developing new bylaws, and a resolution was submitted requesting that each of the COE members visit one activity at the Center per month. An objection to receiving 12 reports a month had been raised. Shannon had suggested to them that they send a representative to the Activity Association instead. COUNCIL OF ELDERS - Harbison Harbison read the mentioned resolution, and stated that a requirement for presenting material is that the item is unanimously agreed upon by the council. Harbison complimented Engen on his reading at the Anniversary Celebration. CHAIR TIME - Engen Engen reminded the Commission that Adult Day Program week is in September, and that an invitation has been extended by recently relocated Iowa City/Johnson County ADP to an Open House September 20 from 4:00 to 6:00 p.m. Engen also reminded members to try and attend various activities at the Center also. He stated that six members were present at the Anniversary Celebration. Shannon nominated Kemp to serve again on the Senior Center Television Editorial Board for another year. Seconded by Wallace, motion passed, all ayes. Meisel urged Commissioners to peruse the financial report included in their monthly packets. Gift Fund moneys are balanced. Anciaux moved to adjourn. Wallace seconded the motion. The meeting was adjourned at 4:55 p.m. Minutes compiled by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MINUTES Monday, October 16, 1995 - 3:00 p. m. Senior Center Assembly Room MEMBERS PRESENT: Kemp, Lackender, Anciaux, Shelton, Miller, Wallace, Shannon, Engen, Peters. GUESTS PRESENT: Emily Bennett (COE), Mary Lou Buchanan (COE) STAFF PRESENT: Meisel, Milster INTRODUCTION/MINUTES/PUBLIC DISCUSSION - Shannon Meeting was called to order at 3:03 p.m. Guests were introduced by Shannon. Minutes were accepted with a minor revision, approved as amended. SENIOR CENTER UPDATE - Meisel, Kopping, Rogusky Meisel said that the networking of the computers is almost done after a long and diffidult process. Receptionists will be networked with a program to assist with demographic and statistical data input: on volunteers, on classes, fees, and other information. The system should be completed soon. Meisel stated that the work on the outside of the building should be done by the deadline of November 1. The ceiling work of rerouting the heating should be done in two or three days. Meisel said she has recently spoken to the painters, Who have been waiting for the other work to be completed. The contractor has stated that painting will begin early in the new year because other jobs have been running late. SCC MINUTES Page Two Meisei said that the staff and Kemp composed questions for the city council candidates to answer regarding issues pertinent to the Senior Center and the older community. The questions ask the candidates to address funding of Senior Center positions, and how to attract older people to Iowa City as a place for retirement. The accompanying letter stated that the responses will reach over 6,000 people, providing an opportunity for the candidates to voice opinions on the topics. The questions allow the Senior Center participants and older population the opportunity to consider candidates' responses prior to voting in the November elections. Meisel passed around a copy of a Hancher program showing a photograph of the New Horizons Band in the West Music advertiserdent. ACTIVITIES - Kopping In November, an eight-part series obtained from the National Council on Aging entitled "Art in Life" will be offered. The series features audio taped interviews. with artists over age 70. A distinguished panel will lead the groups in discussion of the artists, their works, and how their ages influenced their works. Participants will receive a discussion guide from which to work. In December Kopping has planned an "Ed Sullivan-style" holiday variety show. Lee iben will be the Master of Ceremonies, and will also perform some magic. Performing arts groups from the Senior Center will include Voices of Experience, SSRO Theatre, line dancers, New Horizons Band, and tap dancers. Iowa State Bank and Trust will be the corporate sponsors of the activity, which will take place in the Senior Center Assembly Room December 8. SCC MINUTES Page Three The Activity Association had its third meeting recently; fifteen people represented the various activities at the Center. The association discussed developing a display which will focus on three activities each month. The contents of the display will be appropriately rotated, giving exposure to all the major activities located in the Center. This display will be located on the kiosk in the main lobby. VOLUNTEERS - Rogusky Hills Bank will be the corporate sponsor for the December 3 Holiday Bazaar to be held at the Center. Hills will be responsible for all the refreshments and the serving of them. This. year, we are asking volunteers to bake goodies, but instead of serving them, ther~ will be a cookie walk. Hills Bank will also purchase three sizes of white bags in which gifts can be quickly and conveniently wrapped by vol~nteerso Host guides or volunteers will decorate the bags with festive borders or rubber-stamped holiday images. Rogusky said she has been working on developing a data base to register all of the classes ever held in the Center. Irene Crutchley has compiled a listing of class data. A volunteer is entering the data into the data base. This information shows the date the class took place, the category and sub category of the class, the fees for the class, and so on. The objectives for creating this data base include the ease in :obtaining data regarding any class ever held at the Center, and providing a list of programs as a reference source for the Program Specialist. A new work study student, Alicia Mazurek, starts tomorrow. We now have three work study students. With the three work study students and several volunteers inputting data on the computer on the mezzanine, it is now necessary to sign up to use that computer. SCC I~INUTES Page Four Rogusky stated that the recently hired Senior Center Television (SCTV) video planner is not working out: there are extensive unplanned absences, work not being completed, and it seems that he is unable to grasp SCTV concepts and take charge. Discussion arose regarding the low pay and the extensive technical requirements for the position. Engen said that he raised the question of this dilemma to the City Council, and one had said that the Senior Center Commission should prioritize their requests when they ask for additional funding in their budget request this year. Rogusky said that there have been many requests to start a buddy program with the host/guides. Rogusky will assign the task to the work study student to implement this program for new attendees .'of the Center, or for persons needing special companionship in becoming acquainted with the Center and its offerings. Anciaux stated that she enjoys the updates given by Kopping and Rogusk¥ and that the presentations are valuable to the Commission. Wallace asked Kopping if the problem in procuring instructors still existed. Kopping responded that she has had no problems recently. SENIOR CENTER BUDGET- Meisel The budget proposal printouts for fiscal years 1997, 1998 and 1999 were distributed. Meisel explained the justifications for requests and the adjustments previously set. The means with which to achieve a new staff position at the Center were discussed. Presentation of the proposal as a contracted, rather than regular employee, position was considered. A motion was passed to submit the budget as is, with follow-through after the Finance Committee has met to consider effective strategies for presentation to the City Council. SCC MINUTES Page Five COMMISSION VISITS - Miller Miller said that she attended the recent City Council meeting, and discussed the exercise and health awareness programs available at the Center. Miller also invited them to attend the Center's trip to the Museum of Art in Davenport to the quilt show. She also attended the Council of Elders meeting. Engen attended the Board of Supervisors meeting and gave the same report to them as he had recently given the City Council, inviting them to the Anniversary Celebration. He also met individually with them, and stated that they were very accommodating, and quite receptive to his presentation. COUNCIL OF ELDERS - Bennett, Buchanan Bennett said that the Council of Eiders has decided to attend activities in the Center, and the logistics of implementation and scheduling were discussed. Bennett distributed copies of the visitation schedule. Buchanan discussed the studying of parliamentary law by the council. Implementation of a yearly "tickler" calendar with specific annual planning activities was also considered. The council is conferring about seasonal activities and decorations. CHAIR TIME - Shannon Shannon reminded commissioners that three seats on the Commission will soon be available: two will be appointed by the City Council, and one by the Johnson County Board of Supervisors. Lackender, Engen, and Peters will not be returning, although someone from Peters' office might apply. The appointment date is October 24, therefore commissioners were requested to alert possible candidates to submit applications immediately. Shannon emphasized the importance of stressing the nature and time commitment necessary for the positions to potential applicants. Meisel said that a new cover letter for the application should be constructed, since the last one is outdated. Shelton agreed to try to locate the outdated letter for revision. SCC MINUTES Page Six Shannon stated that the Selection Committee will meet in November for the election of officers in December. The Finance Committee had five members last year, some of which will need to be replaced. Shannon also commended the secretary on the construction of the graph detailing the statistics available from the door counters. Shannon felt that the visual impact was more understandable than figures. OPEN DISCUSSION - Shannon Lackender stated that she has enjoyed working on the Commission. Kemp brought up the topic of invitation policy as set forth in the last meeting: Problems regarding the implementation of such policies were discussed. Kemp and Engen emphasized the importance of being cordial, accommodating and welcoming to participants. Ultimately, the issue was again tabled due to time factors. Upcoming commission visits and POST comments assignments were established. The meeting was adjourned at 5:03 p.m. Minutes compiled by Kate Milster, Senior Center Secretary Minutes approved by Senior Center Commission Secretary, Terri Miller. SENIOR CENTER COMMISSION MEETING November ZO, 1995 3:00 P.M. Senior Center Assembly Room MINUTES INTRODUCTIONS - Engen MEMBERS PRESENT: Engen, Miller, Anciaux, Shelton, Peters, Wallace. Kemp, Lackender, Shannon, STAFF PRESENT: Meisel, Milster GUESTS PRESENT: Charles Duffy, Johnson County Board of Supervisors; Grover Rosenkild, Council of Elders; Janice Williams, Council of Elders; Philip Zell, incoming Commission member representing the City of Iowa City (term beginning January 1996). MINUTES - Engen Anciaux suggested that any revisions should be noted in the minutes. Wallace moved for approval of minutes of the previous meeting; Shannon seconded. Minutes were approved without any revisions. PUBLIC DISCUSSION - Engen There was no public discussion. DISCUSSION: BOARDS AND ADMINISTRATOR Shannon Shannon discussed sections of the publication (board member training, adherence to policy roles, open meeting laws, and productive meetings). Shannon gave examples of the Commission's application of the guidelines suggested in the articles. Meisel stated that it would be a good idea to go over Commission goals in January with incoming members. SENIOR CENTER COMMISSION MINUTES PAGE TWO SENIOR CENTER UPDATE Meisel Meisel related that the Senior Center was selected as a site for filming a Hallmark Hall of Fame movie. The building was used in outside shots as a federal building (complete with sign), and a segment was filmed on the mezzanine as an FBI agent's office. Although initially Meisel was reluctant to allow use of the building because of disruption of daily activities and commitments to senior citizens, as the film company's schedule became more constrained, Meisel obtained a bond, and a contract for a donation by the production company to the Gift Fund in the amount of $2,000. The University of Iowa, also producing a film, requested to film senior citizens. The crew was surprised to see seniors participating in activities such as the New Horizons Band. Meisel said that this type of publicity helps to dispel stereotypes about senior citizens. Meisel secured a written letter agreeing to the inclusion of the Senior Center in the film's credits, as well as a free tape of the movie. Meisel said she spoke to the City Manager about the budget, and he was very interested in replacing the Assembly Room floor. He was also supportive of looking into remodeling the" Center as suggested by Meisel. The completion of the building's exterior is now three weeks' overdue. Although the engineers have sent a letter to the contractors to collect damages, the Senior Center does not have to collect them, and Meisel would prefer that they do a good job that will last for many years to come. Meisel said that the stairs on the exterior of the building will eventually have to be replaced, which will be costly. Meisel sent a copy of the information to the Finance Department to ensure that the money will be available for the reconstruction of the stairs when it becomes necessary in the next five to ten years. As to ongoing interior work, the ceilings are completed, but there is a disagreement between the contractors and the Center about a lamp that was broken during the time the crews were working on the ceiling. SENIOR CENTER COMMISSION MINUTES PAGE THREE The City Council will vote Tuesday on an ordinance regarding residential areas and adult day care facilities. The council is considering adult day care as a neighborhood function. Meisel said there will be one more appointment of a representative from the City made to the Senior Center Commission at the City Council meeting November £1. Meisel informed the Commission about a situation which occurred recently regarding the Bakery Day bread distribution program. The program, which is held on Thursdays, received contributions of bakery items from a local grocery. A recent appraisal of the food showed that the dates on the items exceeded the established federal guidelines given to Meisel by the Extension Office in Ames, Iowa. The City Attorney's office stated that, because the Senior Center was aware of the extended expiration dates on the items, the City could be held legally liable for any health problems that might result from the consumption of any spoiled food. Therefore, Meisel felt it necessary to end the bakery part of the program. Engen stated that he felt that people may not have understood why the program was abruptly stopped, but with an explanation that will be given in the POST, they will understand that the action was taken to protect their health. ACTIVITIES - Kopping Kopping briefed the Commission about upcoming activities including the National Council on Aging's "Art in Life" program which is currently taking place with full enrollment; the Holiday Celebration to be held December 8, in which many Senior Center performing arts groups will participate; and the Bergman Family Christmas Show to be held December 15. Kopping also stated that preliminary plans are in the works for Senior Wellness Month in May of 1996, which will include programs from holistic health to fitness. SENIOR CENTER COMMISSION MINUTES PAGE FOUR VOLUNTEERS - Rogusky The Holiday Bazaar will be held Sunday, December 3. All volunteer assignments have been made. Rogusky and Jackie Hess have distributed 3,000 flyers, promoted the event on television, and have made posters. A cookie walk has been added this year, and the entire building will be used. Sales of the holidays items will be held on the second floor, and the mezzanine will be the site of the gift wrap area. Rogusky stated that the Council of Elders will decorate the trees for the holiday season on December 1. Rogusky added that she now has a work study student, Alicia Masurek. NOMINATING COMMITTEE REPORT - Engen Engen has talked to the present officers about volunteering for offices on the Commission again. Miller stated that she would be interested in serving as secretary again, and Shannon admitted that she liked the co-chairman arrangement. Responsibilities and commitments of the offices were discussed. Ballots will be enclosed in Commissioners' packets for December. Nominations for offices included: Shannon, chairman; Shelton and Wallace, vice chairman; and Miller, secretary. An opportunity to write in votes will be available on the ballots. COMMISSION REPORTS - Lackender, Peters, and Shelton Lackender attended the Board of Supervisors meeting; she talked to them about the Holiday Bazaar. She also discussed her departure from the Commission and thanked them for appointing her. Peters attended the Council of Elders meeting in November. He encouraged their support of the Commission's efforts to secure a new staff position at the Center. Shelton will attend the City Council meeting November 21. SENIOR CENTER COMMISSION MINUTES PAGE FIVE COUNCIL OF ELDERS Rosenkild, Williams Rosenkild informed the Commission about the December 1 tree trimming activity and reiterated the importance of defining the staff position for the council members. A survey will be conducted by the Council of Elders to determine participation trends at the Center. Williams said that the target date for the implementation of the survey will be next summer, so that the information is completed by the Center's anniversary. The Council of Elders wanted the Finance Committee to explain the importance of the need for another position before they would be willing to provide support. She requested copies of the operational budget proposal. Shannon responded that, although the budget might be of interest, she did not see how that might relate to getting an additional staff person, because moneys available for positions are allocated. Meisel said that public information is available at the receptionist's desk, but that no one has requested to look at it. She stated that a similar situation exists with the Suggestion Box: it is clearly designated, and it is being checked frequently, but people are reluctant to put things in writing. Williams requested that the janitor move the tree for the tree trimming. Shelton said that employees have always taken care of it. Meisel clarified that Bill Cole brings the decorations out, but that participants put them together and that there is some climbing involved. SENIOR CENTER COMMISSION MINUTES PAGE SiX CHAIR TIME - Engen Engen read his last Commission Comments for the POST. In it, he restated the goals of the Commission. Engen said in the article that he felt honored to have worked with dedicated Commission members, staff and seniors. Meisel reminded members to wear name tags when in the building; Engen requested members to be thinking about what months they would be available for Council visits and other responsibilities. Shannon asked about the status of the pictures of the Commissioners, Council of Elders and staff. Meisel replied that work is in progress to place the pictures on the back of the secretary's desk in the Main Lobby. Anciaux stated that the fiscal report was late. Meisel explained the city's procedures in distributing the printouts for the prior quarter, and that the secretary must then check and assemble all figures before distributing the report to the Commission. Another problem exists because of the timing of Commission meetings and the distribution of the report. OPEN DISCUSSION - Engen Meisel reminded the Commission that because of the holidays in January and February, upcoming meetings will be held the fourth Mondays (January 22 and February 26). Advisory meetings will be held January 16 and February 20). Engen said that the Johnson County Task Force on Aging is compiling a senior needs assessment survey. SENIOR CENTER COMMISSION MINUTES PAGE SEVEN Anciaux asked about the scrolling television monitor in the lobby. Meisel said that the system has not been functional and that the problem with the system has not yet been identified. An alternate method of communicating the daily schedule is being explored. The schedule, generated by computer, will be posted in the Main Lobby. Meisel felt that this might circumvent spending money on a new computer system, and would eliminate the scrolling involved in the current unreliable system. Wallace moved to adjourn, Anciaux seconded the motion. was adjourned at 4:35 p.m. Meeting Minutes compiled by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING December 18, 1995 Senior Center Assembly Room MINUTES MEMBERS PRESENT: Shannon, Lackender, Wallace, Miller, 'Kemp, Engen. MEMBERS ABSENT: Anciaux, Shelton, Peters° GUESTS PRESENT: Philip Zell (incoming Commission . member), Mary Pat Conway (Council of Elders), Ken Mobily (incoming Commission member), Robert Norris (SCTV), Barbara Hackman (SCTV). GUEST PRESENTER: Advisory Board). Beverly Clearman (Chairman, Nutrition STAFF PRESENT: Meisel, Milster. The meeting was called to order at 3:00 p.m. INTRODUCTIONS Shannon Shannon introduced the attending guests. MINUTES - Shannon Wallace moved to accept the November minutes without revision; Kemp seconded the motion. Motion passed, all ayes. PUBLIC DISCUSSION- Shannon Hackman read a letter to the Commission commending the Center on its recent course presentation of the National Council on Aging series, "Art in Life." Hackman stated that the program and choice of facilitators was excellent; she commended Program Specialist Linda Kopping on a fine job. Hackman thanked the Commission for its commitment and effort, corporate sponsors for financial help and human interest in the Center, and the staff for its caring assistance to Senior Center participants. SENIOR CENTER COMMISSION MINUTES PAGE TWO 18 DEC 95 Shannon read a note from Betty McKray (SCTV) which thanked the staff for the coordination of the "Art in Life" program. McKray stated that the course materials were excellent, and the discussion leaders even more so. NUTRITION BOARD UPDATE- Bey Clearman The Nutrition Advisory Board is the liaison between the county and the Heritage Agency on Aging for the Senior Dining Program. Clearman requested suggestions to increase participation and develop ways to attract people to both Senior Dining and Senior Center programs. Suggestions from Commission members included the provision of nutritional information to participants, inclusion of vegetarian meals and homemade soups, and improvement of food preparation. SPECIAL PRESENTATION - Shannon Shannon presented certificates of appreciation from the City of Iowa City and the Senior Center to the departing Commission members - Engen, Lackender, and Peters. SENIOR CENTER UPDATE OPERATIONS - Meisel · Photos- A photo session of all Commission, Council of Elders, and staff members will be held January 22, 1996, 2:00- 4:00 p.m. in the SCTV room (#209). ~ Parking- IVleisel distributed a survey of the Chauncey Swan parking lot. She observed that the number of parked cars in Senior Center spaces was very minimal. Although the city will continue to reserve these ten spaces, the city will also continue to track usage of them. Conway questioned the hours during which the survey was conducted. Meisel replied that the times reflect normal parking before or after band practice and lunch (which are times of unusually high usage). Meisel explained that, if the lot is only used from 11:00 a.mo until 1:00 p.m., a whole day's parking revenues are lost by the city because of the unused reserved spaces. Norris suggested further POST articles, parking lot signs, and continued distribution of parking information handouts. SENIOR CENTER COMMISSION MINUTES PAGE THREE 18 DEC 95 · Operational Handbook Revision - Meisel requested elimination of a line under "Parking Facilities and Public Transit" in the Operational Handbook regarding the parking of vehicles owned by volunteers residing out of town. Wallace moved to strike "G" of 1 0.9; Lackender seconded the motion. Motion passed, all ayes. · Structural Restoration of the Building- The exterior building structure renovation is complete except for landscaping. The interior painting of several classrooms has begun. Chilled water is now available at all drinking fountains in the building. · Annual Report -The Senior Center's contribution to the city's annual report included pictures of the recent use of the building for filming of a movie segment, as well as photos of the Anniversary Celebration and Volunteer Picnic. Meisel distributed a copy of the article. PROGRAMS - Kopping · Holiday Program - The Holiday Celebration was canceled due to inclement weather. The participants involved did not wish to reschedule the program. A presentation for Older Americans Month is under consideration instead. · Activity Association - The December meeting was canceled. Upcoming Programs- January activities include courses in Bible and Greek literature; programs about tax and privacy issues; fitness activities such as yoga, weight training, golf lessons, and limited mobility exercise; and a mini-concert given by Scott St. John of Hancher's Young Artists series. SENIOR CENTER COMMISSION MINUTES PAGE FOUR 18 DEC 95 VOLUNTEERS - Rogusky · Holiday Bazaar - This year's event was successful: 217 children were served by 297 volunteers. A total of $2,719.00 was raised ($291.00 of that was earned by the Cookie Walk); in addition, the Eidercraft Shop made $650.00. Because Hills Bank paid the expenses, all the money raised was profit. Rogusky stressed the main objectives of the bazaar: to increase public awareness of the variety and quality of work done by senior crafters, and through this intergenerational activity, give back to the community for its generosity to us. Rogusky commended Hills Bank for its financial generosity and thanked the Hills employees who donated an afternoon of time to make the bazaar a success. · SCTV - The latest video planner's employment with the Center has been terminated. Meisel stated that if a professional is hired by the city through cable franchise money, designating a fixed percentage of his/her time to SCTV would provide the necessary technical expertise needed by the volunteers involved in SCTV. PERSONAL GOALS - Shannon Shannon distributed copies of the 1995 personal goals of Commission members. Discussion concluded that renewal of goals is worthwhile, allowing members to focus on broader objectives. Meisel reminded members that three-year goals would be discussed at the next meeting. COMMISSION REPORTS - Shannon Kemp will attend the City Council meeting of December 19. Shannon visited Council of Elders. The issues with which COE is involved include: budget request deadlines, guest book assignments, COE planning calendar for the year, Christmas decorating, and bylaws. COMMITTEE REPORTS- Shannon o Finance - Miller reported that at the hearing on February 27 the Commission will position that the Center is seeking. City Council public discuss the staff SENIOR CENTER COMMISSION MINUTES PAGE FIVE 18 DEC 95 · Volunteer Recognition - Shannon distributed a list of ideas for recognizing volunteers at the Center. Although struggles still exist in recognizing the number of individual volunteer hours, the new database in which such statistics are now being stored should result in improvement of information retrieval. · SCTV- The Editorial Board did not meet last month. · Connection Committee- Engen explained the purpose and function of the Connection Committee. The December 6 meeting was attended by AARP, Visiting Nurses Association, Senior Peer Counseling and Elderly Services. Topics discussed at the association meeting included a survey conducted by the Johnson County Task Force on Aging; the departure of VNA's Kyle Van Why (her replacement is Cindy Watson); and ESA's concern regarding research guidelines. COUNCIL OF ELDERS UPDATE - Conway Conway presented two concerns of the COE: the possible discontinuation of the woodworking shop facilities and the lack of sufficient lighting in the ceramics room. Shannon and Meisel stated that these concerns should be presented to the Commission by the Activity Association rather than the COE. ELECTION OF OFFICERS- Shannon Kemp recommended creating a systematic way of nominating officers.. Engen announced the election results for Commission Officers : Shannon - Chairperson Wallace - Vice Chairperson Miller - Secretary SENIOR CENTER COMMISSION MINUTES PAGE SiX 18 DEC 95 OPEN DISCUSSION- Shannon · Commission support- Shannon suggested two ways in which the Commission members should further support the Center: attendance at activities, particularly extravaganzas; and financial contributions to the Gift Fund as $1-A-rvlonth Club members. Kemp suggested reminders from the Chairperson to Commission members prior to appropriate functions. · Iowa 150th Anniversary - Shannon suggested .combining themes of Iowa's sesquicentennial with the Center's 15th anniversary celebration by creating a notebook, video or similar means of preserving Senior Center historical information for future generations. · Upcoming Commission Visits Commission members were established. Upcoming visits by The meeting adjourned at 5:05 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING January 22, 1996 Senior Center Assembly Room MINUTES MEMBERS PRESENT: Anciaux, Hora, Kemp, Miller, Mobily, Shelton, Wallace, Zell, MEMBERS ABSENT: Shannon. STAFF: Meisel, Milster GUESTS: Janice Williams, Council of Elders INTRODUCTION - Wallace Wallace welcomed new commission members; brief introductions were given. MINUTES- Wallace Anciaux moved to approved minutes without corrections, Kemp seconded. Motion passed, all ayes. PUBLIC DISCUSSION- Mobily Mobily requested a change of the Commission meeting day. After discussion, a motion was made by Kemp to change the meeting day to the third Wednesday of each month from 3:00 - 5:00 p.m., to begin in February 1996. Anciaux seconded. Motion passed, with two dissensions (Miller, Zell). SENIOR CENTER UPDATE - Meisel OPERA TIONS · Personnel - The Senior Center's regular full time maintenance worker will be absent due to ill health for an extended period of time. Until the situation is resolved, a temporary custodial worker and the regular part-time evening custodian are attempting to assume basic custodial responsibilities. · Interior Remodeling - Completion of the re-plastering, re- painting, and covering of the second floor walls is expected in February. SENIOR CENTER COMMISSION MINUTES Page Two January 22, 1996 · Flooring - Various types of industrial flooring to replace the current worn floor in the Assembly Room are being investigated. Meisel emphasized that even the best quality is only guaranteed for 20 years. PROGRAMS- Kopping · Upcoming Activities - A Valentine dinner/dance will be held February 14 at the Senior Center from 5:00 until 9:00 p.m. A Victorian courtship program will be presented in February, and a new weight training class has been added to the Center's fitness program. · Women's History Month - The Senior Center will honor Mary Sue Coleman, the University of Iowa's new president, as the 1996 Woman of Distinction, in March in observance of Women's History Month. Additionally, in March, a panel of professional women in broadcasting will discuss topics relating to women in that field. · Senior Center Month- A' month-long program highlighting health issues, independent living, and wellness will be featured at the Senior Center in May. VOLUNTEERS- Rogusky · Mark Weills, the newly hired video planner, was introduced. · The Third Age Library has been re-organized by Kara Ireland. Categories have been condensed and the shelves are being properly labeled. · The Eidercraft Shop is open for business after a brief respite for inventory purposes. SENIOR CENTER COMMISSION MINUTES Page Three January 22, 1996 VISION STATEMENT- Meisel Because the Iowa City/Johnson County Senior Center is considered to be a model senior activity site, representatives from two Iowa communities striving to establish similar senior centers have recently visited. Senior centers are considered to be an evolving field, created from a social service model. Effective senior centers provide exciting and innovative programming which allow senior citizens the opportunity to strive toward emotional, mental, spiritual and physical growth. Meisel emphasized the need to provide the very best programming to attract those who are our current and future participants. To provide knowledgeable representation for constituents, Commission members were requested to visit and participate in activities at the Center regularly. Anciaux stated that some retired persons prefer to come to the Center to participate in traditional senior programs that are also offered. Wallace stated that all Senior Center programs presented are relevant to the diverse needs of the senior population. GOALS - Wallace · The Board and Administrator special report and Senior Center 1994-1997 Goals packets were examined. Upon discussion, the re- statement of goals supporting the mission statement was tabled until the next meeting. SENIOR CENTER COMMISSION MINUTES Page Four January 22, 1996 BUDGET HEARING PREPARATION- Miller · The Finance Committee of the Senior Center Commission has asked for additional staff from the City Council since 1992. To prioritize, the committee streamlined the request: in 1996 to one Communications Specialist position. The request, previously submitted to the City Manager, has been met negatively with the explanation that funds are not available. Miller, Wallace and Meisel will present another request at the budget hearing January 23. Miller asked Commission members to team up with City Council members to discuss the Center's needs for additional staffing. Alternative creative strategies are also under consideration. COMMISSION VISITS - Wallace · Council of Elders - Kemp Kemp discussed the budget with the Council of Elders. A brainstorming' session concerning the celebration of the Senior Center's 15th anniversary and Iowa's sesquicentennial will be held soon, · Board of Supervisors - Wallace Wallace discussed the Commission's request for an additional staff member and requested support from the board. The sesquicentennial/Senior Center's 15th anniversary celebration was also discussed. · City Council Meeting - Shelton The City Council discussed only a project with which they were concerned; therefore, no Senior Center issues were addressed. COUNCIL OF ELDERS- Williams The COE visits various Senior Center activities. The request for supplemental lighting in the crafts room needs to be addressed by the Activity Association. · Concern has been expressed about the possible loss of the woodworking shop. SENIOR CENTER COMMISSION MINUTES Page Five January 22, 1996 OPEN DISCUSSION Wallace Upcoming Commission visits and were established. POST article submission schedules The meeting adjourned at 5:14 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION mEETING February 21, 1996 Senior Center Assembly Room MINUTES MEMBERS PRESENT: Hora, Kemp, Miller, Mobily, Shannon, Wallace, Zell. MEMBERS ABSENT: Anciaux STAFF: Meisel, Milster GUESTS: Ilene Greenwood, Council of Elders INTRODUCTION - Shannon Shannon introduced Ilene Greenwood, representing Council of Elders. MINUTES- Shannon · Change: Insertion of "the third" prior to ..."Wednesday of each month..."under Public Discussion in the January minutes. Hora moved to approve, Wallace seconded. Motion passed, all ayes. PUBLIC DISCUSSION-Shannon · It was noted that Walter Shelton has resigned from the Commission. e Changes were made in the monthly Commission Duties forms. SENIOR CENTER UPDATE - Meisel PROGRAMS- Kopping Valentine Dinner Dance - Approximately 150 persons attended the dinner and 75 more attended the dance Wednesday, February 14 to bring total participation to ?25. The dinner/dance was a cooperative effort between Senior Dining, Hills Bank and the Senior Center. · March: Women's History Month - Scheduled events include: The Quilt Exhibit currently displayed in the Assembly Room; the upcoming Gallery Walk featuring the exhibit; a presentation on the evolution of quilting (March 1); an AARP-sponsored program on osteoporosis (March 18); the Women of Distinction Tea, featuring Dr. Mary Sue Coleman (March 19 at 1:45 p.m.); a Women in Broadcasting panel discussion (March 20); and two performances by the SSRO Readers on Women Authors. SENIOR CENTER COMMISSION MINUTES PAGE TWO FEBRUARY 21, 1996 VOLUNTEERS- Rogusky · Library - Vo.lunteers have reorganized 2,700 cards in the Library, the February issue of the POST featured the Library, and the Third Age Library has new labels on its shelves. · Eidercraft Shop- One of the managers in the shop will be quitting. Rogusky is in the process of searching for a replacement for this important position. · Dance Committee o Charles Wagner has resigned as coordinator of the Dance Committee. A replacement is being sought. · SCTV - SCTV members have discussed a video documentary 'pertaining to the Center's 15th anniversary in September. · Council of Elders - The council is in the process of creating a survey to be distributed this summer. · Garden Goodness- Rogusky discussed the status of the program and requested feedback from the Commission. Wallace moved to seek a volunteer who must be in place by May 1, 1996, to coordinate the Garden Goodness program in order that the program may be continued. If a volunteer is not located by that time, the program will be discontinued. Miller seconded the motion. Motion was passed, all ayes. OPERA TIONS · Flag - Meisel stated that a new flag has been purchased. Meisel will include an article regarding the purchase of the flag in the upcoming issue of the POST. · Parking Lot - A suggestion was ,made that the lot be reconfigured to provide angled parking spaces due to parking difficulties created by the proximity of the Cottage delivery vehicles. Meisel met with city traffic engineer Jim Brachtel, who believes that space will be lost if angled parking is implemented. Meisel requested that plans be drawn up so that participants can choose whether ease of use is worth the loss of spaces. SENIOR CENTER COMMISSION MINUTES PAGE THREE FEBRUARY 21, 1996 - Lights - Lights will be replaced in the Main Lobby. Because the action will result in energy savings, the Senior Center will be able to utilize money in the city's energy fund for the replacements. Meisel stated that previous concerns from the Council of Elders addressed by the Commission regarding supplementary lighting for the crafters have been resolved by changing room locations. · Flooring - The flooring replacement for the Assembly Room was found to be for residential use only. Meisel is still searching for a solution. · Commission Vacancy- Appointment should be made by the end of March for the vacant city position created by Shelton's departure. The term expires in December of 1997. · Woodworking Shop- The door has been locked, requiring users to obtain a key and sign in, thus allowing for attendance tracking. One person has attended this month. Meisel presented a diagram of the room, completed by the Billiards Congress of America, which shows the feasibility of relocating the pool tables into the Woodworking Shop from the current Pool Room. The Pool Room would then be used for exercise, dance classes and similar activities, which have a much higher participation demand but currently have insufficient space. Rogusky suggested that the dance room would be an asset, allowing for revenues from evening rentals. Miller moved to allow twenty minutes' public discussion regarding the transformation at the March 20 meeting at 3:00 p.m: Wallace seconded the motion. Motion passed, all ayes. 15TH ANNIVERSARY: BRAINSTORMING - Shannon This issue was tabled due to time constraints. SENIOR CENTER COMMISSION MINUTES PAGE FOUR FEBRUARY 21, 1996 COMMISSION PRESENTATIONS City Council Meeting - Miller · Wallace and Miller attended the January Z3 budget meeting in which background statistics, needs for additional staff members, and facility construction and restoration were presented. At the City Council meeting, the question arose regarding implementation of class and activity fees that would allow the Senior Center to become more self-sufficient. Meisel stated that Irene Crutchley, the receptionist, has been assembling a list of activities which charge fees and those in which fees are not charged. Only five percent of the activities examined required fees. The Finance Committee will continue to examine this issue. Board of Supervisors- Kemp · Kemp gave a report to the board about the recent dance, Library reorganization, and Meisel's resignation. COMMITTEE APPOINTMENTS - Shannon The following appointments were made: Goals - Hora, Kemp, Shannon Finance - Miller, Wallace, Zell COUNCIL OF ELDERS- Greenwood Greenwood submitted the following memorandum: "The Council of Elders would like a clarification of the Senior Center's poficy regarding what items should be brought to the monthly Commission meeting. Also, what is our responsibility to the Activity Association?" . Due to time constraints, the Commission will consider the memorandum at a later time. Miller moved to adjourn, Kemp seconded. The meeting adjourned at 5:04 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING March 20, 1996 Senior Center Classroom GO8 MINUTES MEMBERS PRESENT' Hora, Miller, Shannon, Wallace, Zell. MEMBERS ABSENT: Anciaux, Kemp, Mobily. STAFF: Meisel, Milster GUESTS: Lillian Harbison, Council of Elders Emily Bennett, Marian Boyd, Evelyn Conner, Dave Funk, Bud Gode, John H. Kerr, Betty McKray, Allan Monsanto, Robert Norris, Kathryn O'Brien, Jody O'Mara, James Owen. .~ INTRODUCTION Wallace 6 Meeting called to order at 3:08 p.rfi.' Harbison, retSresenting Council of introduced themselves. Wallace introduced Lillian Elders. Audience guests MINUTES- Shannon · Wallace .moved to accept the minutes as distributed: seconded. Motion passed, all ayes. Ze11~' PUBLIC DISCUSSION-Shannon There was no public discussion. ROOM CHANGES - Shannon Members of the audience expressed concern regarding the possible relocation of the pool room and exercise equipment, and dissolution of the woodworking shop. O'Mara distributed letters regarding the woodworking shop from interested persons to the Commission. Bennett summarized statements made by woodworking shop advocates: " · Records show that 75 persons have indicated interest in woodworking. · From February 15 through March 1 9 the key to the woodworking shop was checked out 19 times, 7 people used the facility. SENIOR CENTER COMMISSION MINUTES PAGE TWO MARCH 20, 1996 The activity has not been promoted. The activity needs a resource person or coordinator. · The activity is of special interest to men, and few male- oriented activities exist at the Center. · The equipment is valuable, and more equipment may be donated later. · The woodworking shop could be used for the repair of things for the Center, as well used by contractors and workmen. · If the shop is dismantled, it ¢.o.uld be difficult to replace in the future if a demand for the shop arises. Pool players stated that they liked the idea of a move from Room -- G1.3. to Room G10. Exercise equipment users stated that. they .wanted ': ........the:equipment to be located for all-day availability: ' ~":':~;~;-,:.~ The"vie,zs'-of interested members will be given" consideration .-.by "the. Commission. Hora moved to table the issue.: Wallace 'seconded. Motion passed, all ayes. BTC Update - McKray · The city recently signed a franchise with T.C.I. which capable of providing 78 channels. willbe · A 50 cent fee will be billed to consumers to provide enhanced services. The use of the increased fee is still under discussion within the BTC. · City staff has been authorized to proceed with the renewal for the Public Access (PATV) contract. · ' The staff will come up with a proposal as to the use of the increased revenues. · Next BTC meeting - Monday, March 25 at 5:30 in the Lobby Conference Room at the Civic Center. SENIOR CENTER COMMISSION MINUTES PAGE THREE MARCH 20, 1996 BRAINSTORMING - 15TH ANNIVERSARY Meisel A few suggestion were given such as associating with the Chamber of Commerce for the celebration. The issue was tabled because of time constraints. SENIOR CENTER UPDATE - Meisel OPERA TIONS · Painting/Building Maintenance- Painting of the walls on the second floor is nearing completion. There is enough extra wall covering to do the ground floor hallway at a future time. A counter to hold the computers in the lab will b.e. built soon. Cabinets on the second floor will be built to house extra tables. Exercise equipment in the second' floor hallway will be relocated. · .... Security - Several items have been stolen including lubricating oil ,.~o.¢..:...:Z~he.:.treadmill and ~ computer mouse, :~'~/:)'ue..to-con'ce'm:s:. 'of damage and theft of sewing' equipment, interested persons will be required~;:~o.-be trained in its use. The equipment.. will be Ioct~ed':-';~o'r.. use by trained persons only. :~ r. · Office Space o Room G12 has been established for legal and SHIIP counseling because of its private location. A telephone extension line has been installed in the office. · Assembly Room Floor - The bid for the floor replacement was. $25,000. Another company has said they can put a finish on the existing floor for $5,000,-.which would require servicing once per year. The source will be investigated. · Lights- Lights have been replaced in the Main Lobby. Because the action resulted in energy savings, the Senior Center used money in the city's energy fund for the replacements. SENIOR CENTER COMMISSION MINUTES PAGE FOUR MARCH 20, 1996 COMMISSION VISITS-Shannon Wallace attended the Council of Elders meeting. Mobily was not present to give his report. Zell did not attend the past City Council meeting. attend the next one. He. will COUNCIL OF ELDERS - Harbison · The Council of Elders feels the Senior Center Commission should be actively involved in the selection process of the new coordinator of the Center. Miller provided a written response to the Council's request for clarification regarding its responsibility to the Activity Association and the Coun~ii's role in reporting to the Commission. · ...OPEN DISCUSSION - Sha.nnon ,-,.- ........ ~ ..... , ..... ~ ':~:-~,i;.,-A,-letter was sent from Shannon arid".'Wallac~o":~.h~'"City Manager regarding the Commi'ssion's role in the selection process of the' 'ne.w' coordinator. ' ..... · A letter was sent from Welsh and Stager of the Johnson County Task Force to the City Council concerning the selection of a new coordinator. Concerns were expressed by the Commission that the Task Force has no involvement in Senior Center activities, either financially, operationally, or politically, and therefore has no rights in the selection process. · .............. ' ....... Wallace moved to adjourn, Zell Seconded. The' meeting adjourned at 5:36 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING April 17, 1996 Senior Center Classroom GO8 MINUTES MEMBERS PRESENT: Anciaux, Hora, Miller, Mobily, Monsanto, Shannon, Wallace, Zell. MEMBERS ABSENT: Kemp. STAFF: Meisel, ~4ilster GUESTS: Bud Gode, Robert Norris, Jody O'Mara, Chuck Thayer, Janice Williams. INTRODUCTION - Shannon Meeting called to order at 3:02 p.m. Commission member, Allan ivlonsanto. Shannon introduced new MINUTES- Shannon · Wallace moved to accept the minutes as distributed: Zell seconded. Motion passed, all ayes. ROOM CHANGES - Shannon · Proposal- Shannon distributed a copy of the proposal submitted to the Commission by the Finance Committee. This proposal was produced following the March meeting to provide a plan which would serve as a prototype in evaluating future activities. Miller stated that the Commission acknowledges the interest in keeping the Woodworking Shop open; however, room use has been typically low and therefore it was suggested that the Commission implement the guidelines stated in the proposal. Discussion- Commission members addressed issues of the proposal: financial viability, liabilities, use of funds, training of instructors, appropriate charges and space usage. SCC MINUTES PAGE TWO APRIL 17, 1996 Gode stated that, in the interest of fairness, fees should also be charged for other activities such as the exercise equipment. Williams stated that a letter has been sent to each of the Commissioners. Norris discussed the Center's current lack of promotion of woodworking, and the use of other rooms in the building. Actions · Miller moved to accept the proposal with the following change in Point 2:" $5 per month or adequate monthly fee to be determined." Zell seconded the motion. Motion passed with one opposition (Anciaux). An article will appear in the May POSTto outline the proposal. A meeting will be held Tuesday, May 21 at 1:00 p.m. in which a member of the Finance Committee will meet with persons interested in continuing the Woodworking Shop. BRAINSTORMING - 1 5TH ANNIVERSARY - Meisel Discussion- Only two professional staff members will be available for programming the 15th Anniversary Celebration. The staff will be limited to: Providing a tea honoring the 15-year volunteers. A special edition of the POST. Actions- Hora will check with the Chamber of Commerce to schedule a ribbon-cutting ceremony for September 1Z. · Hora will provide an article in the May POST, requesting volunteers to plan any other special activities desired by participants. SENIOR CENTER UPDATE - Nleisel OPERA TIONS e Rumor - Meisel wanted to quell a rumor that the City iVlanager is considering a reorganization in which the Center would be placed under the management of the Parks and Recreation Department of the city. Although the funding and operations of other senior centers have been investigated, there is no truth to rumors of major operational structure change. Kopping may be appointed as acting coordinator during the search to fill the position. SCC MINUTES PAGE THREE APRIL 17, 1996 · Town Meeting- A tentative time for a public Town Meeting to address concerns about the coordinator position was set for 4:00 p.m., Tuesday, June 11. The actual time and date will be determined by the City Manager's schedule, who will be available to answer questions and listen to suggestions. · Moving of Pool Tables- Relocation of the tables'will cost about $600. Miller moved to take $600 out of the Gift Fund to move the pool tables from room G13 to room G10 in June, and to place exercise equipment in the ground and second floor south hallways. Wallace seconded the motion. Motion passed, all ayes. PROGRAMS - Kopping · May Wellness series Highlights include a special Bathroom for All Ages exhibit; a few volunteers are still needed. May 13 will be the kick-off of the exhibit. There will be a Display Fair from 1::30 until 5:00 p.m. on May 14. Also featured in M. ay: a menopause program, a fitness fair (May 20), a Holistic Health Week, and a Celebration of Senior Artists (l~ay 10), among others. VOLUNTEERS ~ Rogusky ~ Library - The reshelving of books, book reviews, and deposit box for the Third Age Library were discussed. · POST - Six new volunteers are entering data, mailing labels will soon be done in-house, and out-of-county residents will be requested to fill in and return a clip-and-return coupon to establish their continued interest in subscribing. Eidercraft Shop - There is a new bookkeeping coordinator. · Garden Goodness- Some volunteers have expressed interest in continuing the program. SCC MINUTES PAGE FOUR APRIL 17, 1996 · SCTV - A new work study student will be available in the summer to do some promotions for the Center, and a camcorder workshop series is under consideration. · Volunteer Recognition Event - Rogusky extended an open invitation to volunteers for the city-wide event which will take place Monday, April 22, 4:00-6:00 p.m. in City Park. COMMISSION VISITS-Shannon · Hora attended the Council of Elders meeting. Six members of COE are leaving. A special meeting was called for the council to meet to solicit volunteers to fill the positions being vacated. Mobily attended the Board of Supervisors. Zell attended the City Council meeting. Hora moved to adjourn, Wallace seconded. The meeting adjourned at 5:25 p.m. Minutes Prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary KATE MILSTER SENIOR CENTER FILE COPy SENIOR CENTER COMMISSION Wednesday, May 15, 1996 - 3:00 P.M. GO8 AGENDA 3:00-3:15 3:15-4:15 4:15-4:45 4:45-4:50 4:50-4:55 4:55-5:00 5:00- 2. 3. 4. 7. 8. 9. Introductions - Shannon Minutes Public Discussion Finance Committee Report - Miller, Wallace · Instructors' Fees · Scholarships · After-hour Contracts · User Fees and Responsibilities Senior Center Update: · Operations - Meisel · Program - Kopping · Volunteers - Rogusky 1 5th Anniversary Committee - Shannon Commission Visits - Wallace Council of Elders Presentation Open Discussion - Shannon \scc5-1 5.agd SENIOR CENTER COMMISSION MEETING May 15, 1996 Senior Center Classroom GO8 MINUTES MEMBERS PRESENT: Anciaux, Kemp, Shannon, Wallace. MEMBERS ABSENT: Hora, Zell. STAFF: Meisel, Milster GUESTS: Jody O'Mara, Janice Williams. Miller, Mobily, Monsanto, INTRODUCTION - Shannon Meeting called to order at 3:10 p.m. MINUTES- Shannon · Discussion - Williams noted a discrepancy in the April minutes and requested a change: Page two, first paragraph, line three should read: "Williams stated that a letter had been sent to each of the Commissioners" instead of, "Williams stated that a petition opposing the proposal has been circulated." Action-Wallace moved to accept the minutes with the correction. Motion passed, all ayes. PUBLIC DISCUSSION - Shannon There was no public discussion. FINANCE COMMITTEE REPORT- Miller, Wallace · Discussion- Commissioners discussed issues regarding policy to be set to ensure consistency of compensation among paid instructors. Action- Kemp moved to accept the recommendations of the committee to standardize instructors' fees and agreements. Wallace seconded. Motion passed, all ayes. SCC MINUTES PAGE TWO MAY 15,1996 · Discussion The Commission discussed the issues involving class scholarships for participants qualifying for financial hardship through Title XIX. Meisel stated that Title XIX provides the criteria for establishing and verifying financial hardship for other city services and may be used as guidelines for the Senior Center. Action - Anciaux moved to set up a scholarship fund providing a 50 percent discount available towards class fees (excluding New Horizons Band) to persons qualifying for Title XIX entitlements. Funds will be established through the profits from class fees. The scholarship program will be evaluated again in six months by the Commission. Wallace seconded. Motion passed, all ayes. · Discussion - Non-senior groups meeting in the Center have not been complying with the after-hour contracts as specified in the Operational Handbook. The Commission agreed that these contracts should be enforced beginning immediately. Therefore, no. motion was necessary. · Discussion - Responsibilities and user fees for the Woodworking Shop will be discussed at a meeting to be held May 21 for interested persons. SENIOR CENTER UPDATE - Meisel Senior Center Coordinator Position Description: · Discussion - Meisel stated that the position description that has been distributed by the City was not what the Commission had requested and did not correlate with the description .given in the Operational Handbook. The position does not fulfill the standards and vision of the Senior Center Mission statement. Both of these documents are established criteria for the position description of the coordinator of the Senior Center. Wallace stated that she had called the City Manager, who had given her an update in the status of the situation: the position will be advertised for thirty days, then a preliminary screening will be held, and input from the Commission solicited. The position is being advertised internally as well as nationally. A Town Meeting will be held at the Senior Center on June 11 to discuss the future of the Senior Center. SCC MINUTES PAGE THREE MAY 15,1996 · Handout- Rogusky provided the Commissioners with a document she created to compare each point of the position description distributed by the City and the description as it appears in the Operational Handbook. The City's version disappointed staff members because of its misunderstanding of the qualifications, the duties which are already assigned to the Volunteer Specialist and the Program Specialist, the exclusion of computer skills, and the slant toward Human Services. The City's position description does not reflect the Senior Center's commitment to provide a center for life long learning. · Action - Mobily will draft a letter to the City Manager from the entire Commission. A visit to the City Manager by the Commission as a group will emphasize the Commission's commitment and involvement. BRAINSTORMING - 15TH ANNIVERSARY - Meisel · Action - Kemp volunteered to write an article for the June issue of the POST regarding the need for participants' involvement in planning and implementing activities for the 15th anniversary. COMMISSION VISITS- Shannon * Wallace attended the Board of Supervisors and highlighted the May activities at the Center. SCC MINUTES PAGE FOUR MAY 15,1996 . Wallace attended the Council of Elders meeting in Mayand discussed with them the response by the Commission Finance Committee regarding the council's role. · Discussion- Williams stated that the council disagreed with letter's wording because it implied that the COE was subservient to other entities. e Actions- Meisel showed Williams a copy of the organizational chart from the Operational Handbook. Kemp will use the organizational chart to review the council's role versus the role of the Activity Association at the Council of Elders' next meeting. Shannon moved to adjourn, Monsanto seconded. adjourned at 6:00 p.m. The meeting Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING JUNE 19, 1996 Senior Center Assembly Room MINUTES MEMBERS PRESENT: Anciaux, Hora, Kemp, Miller, Mobily, Monsanto, Shannon, Wallace, Zell. STAFF: Kopping, Milster. GUESTS: Bob Welch, Jody O'Mara, Janice Williams (COE), Emily Bennett, Ed Wells, Fred Bedard. INTRODUCTION - Shannon Meeting called to order at 3:00 p.m. Introduction of guests. MINUTES- Shannon · Action -Wallace moved to accept the minutes as Anciaux seconded. Motion passed, all ayes. distributed. PUBLIC DISCUSSION - Shannon Welch wanted to discuss the public reaction to the town meeting. was decided that the topic will be presented later in the meeting. It FINANCE COMMITTEE REPORT- Wallace Woodworking Shop · Discussion- A meeting was held May 21 regarding the future of the shop. Thirteen were in attendance including Commissioners Shannon, Monsanto, and Wallace. Discussion at the meeting included issues such as equipment repairs, assignments of duties, introduction of classes, fees, and safety. There is no financial estimate for repairs yet. Action - Council of Elders member Bennett presented the Commission with a report assessing the status of the equipment and repairs to be made. Volunteers were established to teach classes and to act as resources. Williams and O'Mara will get estimates on repair work to be done. SCC MINUTES PAGE '15NO JUNE 19, 1996 Instructor Fee Update - Kopping · Discussion -The Instructors' Fees contracthas been submitted to the City Legal Department for evaluation. Action - It will be returned soon to be distributed to instructors. After-Hour Contracts - Kopping e Discussion - Meisel sent a memorandum and the new .contracts for after-hour building usage to the two main groups involved with after-hour facility usage. We are awaiting a response. . Action- Kopping will check again with the groups in August as a follow-up measure, SENIOR CENTER UPDATE - Kopping Building Maintenance - Roof · Discussion - The roof'has been leaking on the second floor in Room 211. Upon examination, contractors discovered that portions of the exterior membrane had been cut. The contractors disclaimed fault in workmanship; it appears to be deliberate damage. Action - The roof was repaired by the contractors. Relocation of Pool Tables · Discussion - Pool tables were originally scheduled to be moved from G13 to G10 on June 1. Because of a series of incidents, the contractors have not yet moved them. The equipment from the exercise room has already been relocated in preparation for the move. The original price quoted for the move was $600 with a Cedar Rapids firm. An Iowa City firm will do the work for $750, due to delays in scheduling the Cedar Rapids firm. · Action - The Commission agreed that, because the first quote was closer to $800, they were prepared to pay an amount in that range. Permission was given to proceed. SCC MINUTES PAGE THREE JUNE 19, 1996 Computer Purchase · Discussion- Meisel purchased four computers from Pechman of varying quality. Although these computers are being used temporarily for substitutes while other computers are under repair, these will eventually be moved to the second floor for use by volunteers and work-study students. The Syquest back up system has failed, which is dangerous, because many years of data could be lost if a problem occurs. Surge suppressers are necessary to protect the computers and an uninterrupted power source needed to protect the file server. · Action- The second floor computers will be secured in locked cabinets which are being purchased. A bid has been accepted from People's Choice Computers for the back up system. Appropriate surge suppressers and an uninterrupted power source are being purchased through the City's Information Services Department. Sanitation Issues ~ Discussion The ground floor area is in need of a de- humidifier to curtail the mildew smell which emanates during times of dampness. Action - A de-humidifier will be purchased. Cable Television · Discussion - Cable TV will need to be installed in rooms 2_07, 2_09 and G1 0. · Action- TCI has been contacted. Representatives have come out to see the spaces. An estimate is being done and will be submitted. SCC MINUTES PAGE FOUR JUNE 19, 1996 PROGRAMS - Kopping A new program assistant, Sarah Dandelles, has been hired. July programs include PEPS, Weight Training, 55 Alive, a Movie Discussion Series, intergenerational pen pals, Food Preservation, and a program about the Iowa City Tree Walks. VOLUNTEERS - Rogusky Council of Elders · Discussion -The Council of Elders will have a booth at the Johnson County Fair. The annual quilt raffle will be held at the fair as well as th.e pedestrian mall downtown. Volunteers are needed to help move equipment to the site. · There are new COE members, including Bill Condon, Eunice Rector, Betty Schutter, Willa Jones and Leland Sims. · Actions- Rogusky' requested that staff, Commission members, Council of Elders members and participants at the Center sell as many .raffle tickets as possible to make the raffle worthwhile. The Council of Elders provided a coordinator candidate profile for the Commission. Eidercraft Shop · Discussion- The shop will close August 1 'for inventory. Although it is scheduled to reopen September 3, the lack of volunteers applying for the bookkeeping coordinator position may hinder its opening. · Action- Rogusky will continue an aggressive search for a volunteer for the position. SCC MINUTES PAGE FIVE JUNE 19,1996 Volunteer Statistics · Much time is spent in keeping the computer system going for volunteers to be able to input the statistical data of volunteer hours. Volunteer Recognition · Because of the current limited staffing of the Center, the annual Volunteer' Recognition event will be held in conjunction with the anniversary celebration in September. The POST · Rogusky and Milster recently attended a Post Office seminar regarding the impending new postal regulations. Eventually the Center will own its own mailing list, but substantial data entry will be required for a comprehensive list. SCTV · Mark Weills, proposal for SCTV. video planner, submitted a budget request 15TH ANNIVERSARY UPDATE- Hora · Action- A planning meeting was attended by Kemp, Bob Berry, Hora, Kopping, Jody O'Mara, Janice Williams and Anciaux. A celebration day is planned for Friday, .September 27 which will include a volunteer recognition breakfast, a luncheon, a late afternoon ribbon-cutting, and an evening dance. GOAL COMMITTEE REPORT -'Kemp Discussion Goals may be done differently than in the past: - Goals may be accomplished by representative groups - Goals may be tied into a town meeting - Goals may be constructed more broadly Action - The issue was tabled because of time constraints. SCC MINUTES PAGE SiX JUNE 19, 1996 CANDIDATE PROFILE - Shannon · Discussion - The letter regarding the coordinator job description sent to City Manager Steve Arkins by Commissioner Mobily received attention. Mobfly stated that he was still very dissatisfied with the response from Atkins regarding the two-part process of the search. · Action o The Council of Elders' candidate profile will be used as a basis for determining desired qualities in applicants. Commissioners may write individual letters to Arkins. Miller and Shannon were appointed by the Commission as representatives for the interview process. COMMISSION VISITS-Shannon · Anciaux attended the Board of Supervisors and the City Council meeting and highlighted: - The 15th anniversary activities - The recent town meeting · Kemp attended the Council of Elders meeting and discussed: - The 15th anniversary celebration, requesting council's support. - The status of the Woodworking Shop. - The candidate profile. COE PRESENTATION/PUBLIC DISCUSSION There was no Council of Elders presentation or public discussion. the Kemp moved to adjourn, Wallace seconded. The meeting adjourned at 5:03 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING JULY 24, 1996 Senior Center Assembly Room MINUTES MEMBERS PRESENT: Hora, Kemp, Wallace, Zell. MEMBERS ABSENT: Anciaux, Mobily. STAFF: Kopping, Milster. GUESTS: Bob Welsh, Jody O'Mara. Miller, Monsanto, Shannon, INTRODUCTION - Shannon Meeting called to order at 3:03 p.m. Introduction of guests. MINUTES- Shannon · Action -Wallace moved to accept the minutes as distributed. Monsanto seconded. Motion passed, all ayes. PUBLIC DISCUSSION - Shannon There was no public discussion. ANNUAL COMMISSION REPORT- Shannon · Discussion- The annual report is a document highlighting the Commission accomplishments of the past year. Shannon reminded Commission members that the annual report is the Commission's ' responsibility, not the Coordinator's. Action - A copy of the annual report composed by Kopping was distributed. Hora moved to accept the report as amended, Wallace seconded. Motion passed, all ayes. SCC mINUTES PAGE TWO JULY 24, 1996 WOODWORKING SHOP UPDATE - O'Mara · Discussion - The document of the needs assessment of the Woodworking Shop, which was distributed at the last Commission meeting was reiterated. An itemized cost listing for the suggested repairs was presented. · Action - Monsanto moved to approve payment of a bill for the Woodworking Shop; Zell seconded the motion. Motion passed, all ayes. 15TH ANNIVERSARY UPDATE- Hora · Action - A celebration day, planned for Friday, September 27 will include a volunteer recognition breakfast, luncheon, late afternoon ribbon-cutting/reception, and evening dance. The Post Office will also provide a stamp selling display. Kopping has written an article which will appear in the Chamber of Commerce newsletter, "Reflections.", SENIOR CENTER UPDATE - Kopping Operations Air Conditioning/Boilers - Kopping · Discussion - The head of Maintenance for the Recreation Department, Steve Roberts, was consulted regarding the fluctuating temperature of the building. One of Roberts' recommendations was for the Center to..purcbase a .centralized control system ($10,000 to.. $2CJ,000-in cost). Additionally, Bette Weisel left information suggesting that a new boiler (approximately $100,000 in cost) will be needed in the near future. 'Consequently, the City Manager, Steve Atkins, has requested a professional evaluation of the system. · Action - An appointment was made with the City Engineer to evaluate an evaluation of the system. SCC MINUTES PAGE THREE JULY 24, 1996 Flooring · Discussion - Kopping has received two bids on the replacement of the flooring in the Assembly Room as well as information on refinishing: -The cost to replace the flooring with impregnated wood is $21,000 to $26,000. -A "mega" finish can be applied to the existing. wood at cost of $5,000. Action - The issue was tabled pending further investigation. After Hours Users Discussion- The Embroiderers Guild responded to the letter Meisel sent regarding fees for after hour room usage. The Guild has decided to relocate because of the costs involved. Next Commission Meeting date Discussion-The next meeting date falls on a day in which two staff members will be in training. Action-The date for the next meeting was changed August 28, 996 at 3:00 p.m. Programming - Kopping Program Specialist position - Kopping · Discussion - The newly vacated position of Program Specialist will be advertised soon. The advertisement will run internally (for City personnel) and externally (for the general public) for two weeks. 'Kopping hopes to fill the position as soon as possible. SCC MINUTES PAGE FOUR JULY 24, 1996 The POST · Discussion -The staff wants to make the POST more inviting and friendly, and is interested in the purchase of an IBM computer system for desktop publishing. Other assets: an IBM would link the Center to the City network the City could more easily provide professional support for the system. · Action - A committee is being formed to address the policies and content of the publication. Estimates for the computer system are being obtained. o UpcominD events in August include a travelogue, an art exhibit opening, a farewell to Janie Yates (outgoing SSRO director), and an intergenerational program, "A Sleeping Beauty Comedy." VOLUNTEERS - Rogusky · Discussion - The Broadband Telecommunications Commission (BTC) will recommend to the City that Senior Center Television (SCTV) receive some money the first year of the franchise of the cable company. · Discussion - The Council of Elders is conducting the annual quilt raffle at the Johnson County fair. The tickets are also being sold by volunteers and at the host guide desk. · Action-Rogusky requested that staff, Commission members, Council of Elders members and participants at the Center sell as many raffle tickets as possible. SCC MINUTES PAGE FIVE JUNE 19, 1996 COMMISSION VISITS · Council of Elders -There was no COE meeting in July. Board of Supervisors - Miller will attend next week. · City Council - Miller discussed the instructor fees situation wit{3 the Council, and told the Council about the Commission's approval of scholarships for classes. She also stated that the Commission was striving to provide more subsistent support for classes and activities. OTHER COMMISSION BUSINESS · Shannon. read a letter from the pool players, thanking the Commission for their support surrounding their recent relocation. Shannon encouraged members to donate to the $1-a-Month Club. · On behal~ o~ the Commission, Wallace officially welcomed Kopping as the new Coordinatpr. COUNCIL OF ELDERS PRESENTATION There were no Council of Eiders members present. OPEN DISCUSSION · Discussion - Zell discussed Commission meetings be videotaped. O'Mara's suggestion that Action - The issue was tabled due to time constraints. · Discussion - Welsh asked about discussion of the recent town meeting. Shannon replied that the new coordinator has just been selected, and there has not been time to implement many changes. However, many of the .suggestions made at the Town Meeting have been taken into consideration in ongoing policy making, programming and decisions made both by the staff and by the Commission. SCC MINUTES JUNE 19, 1996 PAGE SiX · Action- The Commission will place the issues brought up in the meeting on the August agenda if possible. The meeting was adjourned at 5:20 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING AUGUST 28, 1 996 Senior Center Assembly Room MINUTES MEMBERS PRESENT: Anciaux, Kemp, Miller, Monsanto, Shannon, Wallace, Zell. MEMBERS ABSENT: Hora, Mobily. STAFF: Kopping, Milster. GUESTS: Bob Welch, Jody O'Mara, Robert Norris, Eunice Rector, Willa Jones (Council of Elders), Dennis Mitchell (City of .Iowa City Assistant city Attorney). INTRODUCTION - Shannon Meeting called to order at 3:00 p.m. Introduction of guests. MINUTES- Shannon Action - Wallace moved to accept the minutes with a typographical correction to page five, line 13: "...On behalf od.." should be "...On behalf of..". Monsanto seconded. Motion passed, all ayes. PUBLIC DISCUSSION Shannon Discussion - Welch stated three items: Appreciation for the August issue of the POST, which included information on other agencies located in the building. He will be attending a public hearing on SEATS at 4:00 p.m. Reiterated his desire for the Commission to address and continue to discuss items from the recent Town Meeting. Discussion- Norris presented a handout regarding room G13 and requested: That the Commission consider placing exercise equipment in one area of the room instead of in the current location in the hallway to avert the closing of the Woodworking Shop. SCC MINUTES PAGE TWO AUG. 28,1996 Action- Kopping replied that there will be a meeting of exercise instructors regarding the use of the room, at which time, suggestions such as the one Norris presented will be considered and discussed. Kopping invited Norris to attend and thanked him for his interest. FINANCE COMMITTEE REPORT- Miller Woodworking Shop Update - O'Mara Discussion - Safety items have been purchased for the Woodworking Shop and will be installed within the week. Total cost of the purchase was $114.75. The committee is also searching for instructors. Instructor Fee Update - Miller Discussion - The purposes for standardizing the policy are: To provide fairness and consistency within the fee structure · Ensure the availability of scholarships for qualified participants Clearly establish non-volunteer instructors as independent contractors. Mitchell stated that, because of potential tax liabilities, re- evaluation of the existing fee structure was warranted. With this new proposal, instructors are treated as independent contractors and potential tax liabilities are avoided. Actions- Handouts of the policy proposal and the lease update were distributed and discussed. Wallace moved to accept the proposal with the wording change of "...Non-volunteer instructors" as opposed to "...Salaried instructors." The motion was seconded by Anciaux. Motion passed, all ayes. SCC MINUTES PAGE THREE AUG. 28,1996 SENIOR CENTER UPDATE - Kopping Operations Flooring in Assembly Room- Kopping Discussion - Randy's was contacted and options were discussed: the use of tile was disregarded because grouting would be damaged by the scraping of tables and chairs, and linoleum--even the highest quality--would probably last less than five years. Branchini indicated that mega finishes would require expensive annual refinishing. Three bids for'acrylic- impregnated lifetime flooring have been obtained Branchini's had the low bid at $21,000 and Randy's was high at $34,000. The budget allows for $25,000 to replace the flooring. Kopping indicated that she was considering Branchini, but wanted additional product information to compare quality. Action - The Commission endorsed a quality comparison. Programs - Kopping Program Specialist Position Discussion- Interviews are being conducted until September 6 with 6 finalists. The position is expected to be filled by October 7. Fifteenth Anniversary · Discussion- First National Bank will be the corporate sponsor for the 15th anniversary celebration on September 27. Roy Justice will provide a live radio broadcast from the lobby, and other promotional activities are planned. Upcoming Programs Discussion- Other September activities include a program funded by the Iowa Humanities Board, Holding the Moment: America at Mid-Century; the Women's Financial Information Program, sponsored by the Senior Center, AARP, and the Iowa State University Extension Office; as well as multiple fitness classes such as Low and Slow Aerobics, Chair Aerobics and Hustle dance classes. SCC MINUTES PAGE FOUR AUG. 28,1996 Boiler Discussion - Kopping has set an appointment with the City Engineer and H.R. Green Company to discuss the possibility of a two-phase bid. Volunteer Specialist - Rogusky The POST Discussion - The current POST provides a salute to all volunteers and in particular, the 16 volunteers who have given their time throughout the past fif, teen years. Four hundred eighty volunteers will be invited to the Volunteer Appreciation Breakfast. Quilt Raffle Discussion -The Quilt raffle was a success. Total profit after taxes and game license was $9Z5.91. Louis Williamson won the quilt. Eidercraft Shop Discussion - The shop will reopen the day after Labor Day. Willa Jones is the new volunteer bookkeeper. Rogusky also reminded the Commission that the Holiday Bazaar is coming up soon. 1 5TH ANNIVERSARY UPDATE - Anciaux Discussion - Anciaux read the schedule of events. Action - A volunteer sign-up sheet was distributed. VOLUNTEER RECOGNITION- Shannon Discussion - Advertisements and costs for the Press Citizen were discussed. SCC MINUTES PAGE FIVE AUG. 28, 1996 COMMISSION VISITS- Shannon Council of Elders Meeting - Kemp Commended the council on its efforts and input into the Town Meeting and the selection of the Coordinator. Board of Supervisors & City Council Meetings- Shannon Discussed' · The smooth transition of the new coordinator. · The guests who will speak to the Connection The follow-up on the Town Meeting issues. Committee. COUNCIL OF ELDERS PRESENTATION - Rector · A slate of nominations for officers was created. OPEN DISCUSSION/COMMISSION BUSINESS- Shannon · Commission assignments were completed. Shannon also reminded Commission members: To complete and turn in volunteer hours. To think about replacements of candidates ¢~r upcoming openings on the Commission. . To think about goals The meeting was adjourned at 4:52 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING SEPTEMBER 18, 1996 Senior Center Assembly Room MINUTES MEMBERS PRESENT: Shannon, Kemp, Miller, Wallace, Zell MEMBERS ABSENT: Anciaux, Hora STAFF: Kopping, Milster. GUESTS: Lillian Harbison, Chuck Thayer, COE Mobily, Monsanto, INTRODUCTION - Shannon Meeting called to order at 3:00 p.m. Introduction of guests. MINUTES- Shannon · Action - Wallace moved to accept the minutes as distributed. Monsanto seconded. Motion passed, all ayes. PUBLIC DISCUSSION - Shannon There was no public discussion. FINANCE COMMITTEE REPORT- Miller Woodworking Shop Update - Kopping Discussion: Equipment has been purchased. Installation was accomplished by Fred Bedard. Painting of the room will be done by Allan Monsanto and the Golden Kiwanis Club. · An interested woodworking shop instructor has been contacted by Kopping. The potential instructor expressed concern over personal liability. It was determined that the Senior Center and City of Iowa City indemnifies instructors, except in the case of instructor negligence. · Jim Gulland, Occupational Safety Specialist for the City, noted that there were still some unsafe items in the Woodworking Shop which will need additional work. SCC MINUTES PAGE TWO Sept. 18, 1996 Action: e Kopping will ask Jim Gulland to specifically determine what items need repair, and will look into some of the insurance questions raised regarding liabilities. Instructor Fee Update - Kopping Discussion : · Five signed lease agreements have been obtained instructors to date. · One art instructor has resigned. from SENIOR CENTER UPDATE - Kopping Operations Program Specialist Position · Discussion- The search continues. Kopping hopes to hire a candidate for the position this week; however, if a person cannot be hired, the position will be re-advertised. Flooring in Assembly Room Discussion - The tentative date for beginning the installation of the Assembly Room floor is the afternoon of November 8. Senior Dining serving will be modified on November 9 and 10 to accommodate the floor installation. Kopping will work with Senior Dining to develop alternate plans to serve meals. Programs - Kopping Upcoming Programs · Discussion - October activities include a program by the Young Footliters, a Gallery Walk, Broadway and More by Carol Larsen Horton, Angie Lee's presentation on Women's Basketball, and an Iowa Humanities Board progra,rn featuring a lecture by Dr. Rhodes on politics in Iowa. The Center will also be used as an Early Votin~ site on October 28 from 8;00 a.m. until 5;00 p.m. On that date, the main lobby will be utilized completely for voting.' · The Center is experimenting with the starting times of its afternoon programs to try to better accommodate the needs of Senior Dining's staff ~nd clientele. SCC MINUTES Sept. 18, 1996 PAGE THREE Volunteers - Rogusky Discussion: · Mark Weills distributed information regarding the recent moneys allocated to SCTV from the BTC franchise. Approximately $9, :370 has been deposited into the Gift Fund. Action: · This money will be spent immediately to purchase updated equipment for SCTV. Weiiis has researched compatible equipment and will purchase items that will facilitate ease in use as well as longevity and function. 15TH ANNIVERSARY UPDATE- Kopping A copy of the volunteer assignments was distributed. The names of the postal employees participating in the Post Office display. have been obtained by Kemp. · Arrangements were made to pick up honored volunteers who need rides. · SCTV will videotape Doderer's speech, the ribbon cutting, and the New Horizons Band concert. · Public Service Announcements have been sent. VOLUNTEER RECOGNITION - Shannon · A sample of the display ad f. or the Volunteer Recognition in the Press Citizen was distributed. Corrections were made. COMMISSION VISITS - Shannon Council of Elders Meeting · Anciaux was scheduled but did not attend the meeting. Board of Supervisors & City Council Meetings- Monsanto Discussed: The anniversary celebration. Ideas for outreach into the rural community. The video of the Town Meeting. City/Council- Zell Because of more pressing issues of the Council, Zell did not attend. He will attend next week. SCC MINUTES SEPT. 18, 1996 PAGE FOUR COUNCIL OF ELDERS PRESENTATION - Harbison, Thayer Officers have been elected. Copies of the Council of Elders survey was distributed in order to make sure that it meets the Center's current needs. Kopping wants to proceed slowly with the implementation of the survey. · A new budget request has been created by the Council for fiscal 97-98. OPEN DISCUSSION/COI~MISSION BUSINESS- Shannon · The recent AARP meeting featured a presentation about SEATS which was videotaped. The videotape will be available for public viewing and will be aired on public access television. Shannon also reminded Commission members: · T.b complete and turn in volunteer hours. To think about replacements of candidates for upcoming openings on the Commission. - To think about Senior Center goals Discussion: , Kemp stated his desire to put a few of the issues discussed at the June Town Meetingon next month's agenda. Action: · Time will be set aside on the next agenda for discussion of some of the key issues. Commission members were asked to peruse the notes of the meeting for issues worthy of further' discussion. The meeting was adjourned at 4:55 p.m. Minutes prepared by Kate Nlilster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary SENIOR CENTER COMMISSION MEETING October 16, 1996 Senior Center Classroom G08 MINUTES MEMBERS PRESENT: Hora, Kemp, Miller, Mobily, Monsanto, Wanace, Zell. MEMBERS ABSENT: Anciaux, Shannon. STAFF: Kopping, Milster GUESTS: -Charity Rowley, John Conner, Beverly Clearman, Janice Williams. INTRODUCTION - Wanace Meeting called to order at 3:03 p.m. Introduction of guests. MINUTES- Wallace · Action - Monsanto moved to accept the minutes as distributed. Zell seconded. Motion passed, al/ayes. PUBLIC DISCUSSION - Wallace · Discussion - Charity Rowley, representing the Voices of Experience choral group, brought up the issue of parking on Thursdays. Because the New Horizons Band meets in the mornings until 10:45, the Voices of Experience members have difficulty locating adequate parking spaces for their 11:00 a.m. rehearsal. Action - Because John Conner is a participant in both groups, he will talk to Glenn Jablonski, volunteer coordinator of the Voices of Experience, to see ff the group can begin at 11:15 a.m. instead of 11:00, to give the parking lot a chance to dear out. Julie Seal, Program Specialist, will also speak to Glenn Jablonski. SCC MINUTES PAGE TWO Oct. 16, 1996 15TH ANNIVERSARY WRAP-UP - Kopping The event was a success, and everyt/zing went smc~othly. Thanks were extended to the Commission for its participation and support. · The costs of the Volunteer Breakfast and the Anniversary Celebration were distributed. First National reimbursed the Center with a check for $1,024; $1509.88 was paid out from the operational budget, and the rest of the programming cost $1135.26. Only $111.26 was used from the Gift Fund. Suggestions for improvements include: · Purchase coffee from Micky's rather than trying to make it ourselves. Acknowledge SCTV's videotaping efforts of the event publicly. SENIOR CENTER UPDATE - Kopping Operations Flooring in Assembly Room · Discussion - The date for beginning the installation of the Assembly Room floor is the afternoon of November 8. There will be no Senior Dining serving on November 9 due to the drying 'time necessary for the floor installation. A Grand Opening for the floor will be held Tuesday, November 12 at 2:30 p.m. At that time, the National Businesswomen's Association (NBWA) will dedicate a flag to the Center, and SSRO will provide entertainment. ~ Safety Issues Discussion- Recently, several issues Kopping's attention in the area of safety: have been brought to · The north ADA automatic door will require some physical revisions, because the crash bar currently protrudes four inches, making navigation through the threshold difficult and dangerous for persons in wheelchairs. To rectify the situation, special hinges will be installed, the door will be modified to meet fire code specifications, and a less-protruding crashbar will replace the old one. The threshold of the exterior door must also be modified. A new threshold with a lower door seal will be installed. SCC blINUTES PAGE THREE Oct. 16, 1996 · Shay Electric will install Ground Fault Circuit Interrupters (GFCIs) upon the recommendation of the Occupational Safety Specialist for the City, Jim Gulland. Monsanto suggested using plug- in interrupters instead. He will bring in a sample. Kopping will check with Guiland to ascertain the viability of these devices. · Hawkeye Welding/Repair will install guards on all pertinent lapidary and woodworking equipment with exposed belts. · Safety glasses, face shields, band saw gloves and other protective devices have been ordered for the Woodworking Shop. These items will be available for participants; however, there is no way to enforce their usage. Safety signage has also been ordered for the shop. * Both painting groups and instructors have been notified that no flammable solvents may be stored in the building. Instead, participants must bring their own small glass receptacles of cleaming solvent and remove them from the premises after each class. A special metal receptacle for combustible rags has been ordered, which will be emptied daily. Stored files of Material Safety Data Sheets (MSDS) will be required. ~ Sixty smoke detectors throughout the building are outdated and need to be replaced. Kopping will submit the funding to replace them in the FY98 budget. · Kopping welcomed Julie Seal, the new Program Specialist, to the Senior Center, and introduced her to the Commission. Volunteers - Rogusky · The Holiday Bazaar Committee is comprised of Hora, Wallace, Jackie Hess, and Rogusky. Hills Bank will be the corporate sponsor. Volunteers are needed to bake cookies for the Cookie Walk. , A new greeters group is being formed to meet and assist newcomers to the Center. SCC MINUTES PAGE FOUR Oct. 16, 1996 · Several tours will be given this week: a Searchlight Club, RSVP group, and international students will be given tours. Host guides will provide two of the three tours for them. The Dance Committee is no longer active at this point. Programs - Seal Upcoming Programs · Discussion - Upcoming activities include "Success and Women's Basketball" featuring Angie Lee; "Patriotic Pause," featuring SSRO; the grand opening for the new floor in the Assembly Room; a new art exhibit beginning in November featuring the works of Aswid Bennett; and an energy assistance sign-up program sponsored by Johnson County HACAP. The Commission officially welcomed Seal to the Senior Center. NUTRITION ADVISORY COMMITTEE REPORT- Clearman · Congregate Meals and Home Delivered Meals have expanded to include Solon and Swisher, and are looking toward expansion in North Liberty and possibly Coralville. , A participant meeting will be held in November, and the Volunteer Dinner will be held in the Assembly Room on the evening of October 21. Approximately 250-300 volunteers are expected to be in attendance. * The nutrition board is still looking for ways to increase patronage, and is looking forward to meeting with the dance committee in the future to consider combining activities. SCC MINUTES PAGE FIVE Oct. 16, 1996 TOWN MEETING REVIEW/GOALS SETTING -Miner · Discussion: Commission pertinent issues raised at the applicable goals for the Center. members discussed and listed June Town Meeting, as well as · Action: The following priorities were determined from the list: (1) Sense of community/friendliness/welcoming; (2) programming; (3) outreach (4) funding/finances/fees; (5) parking; and (6) integration with community groups and agencies. COMMISSION VISITS - Wallace Council of Elders Meeting · No visits were made. Board of Supervisors & City Council Meetings - Hora · Hora will attend the next meeting. city/council - Zell * Discussed the 15th Anniversary Celebration and Volunteer Breakfast - Advised the board of the hiring of Seal COUNCIL OF ELDERS PRESENTATION - Williams, Conner · Work is still being done on the questionnaire for the Center. · Tree Decorating, sponsored by the council, will take place Monday, December 2 in the Main Lobby of the Center. An ensemble from the New Horizons Band will provide musical entertainment; everyone is invited to attend. SCC MINUTES PAGE SIX 0c~.16,1996 OPEN DISCUSSION/COMMISSION BUSINESS - Wallace · The Goal Committee has been appointed. Members include: Mobily, Shannon, Zell, Wallace and Kopping. · The nominating committee for upcoming vacancies on the Commission is comprised of Shannon and Anciaux (the two non- returning members). · Wallace reminded Commission members to think about replacements of candidates for the three upcoming openings on the Commission. Miller will reapply for her opening; Shannon and Anciaux will not reapply for theirs. Therefore, one city opening and one county will be available. Mill. er moved to adjourn; Zell seconded. The meeting was adjourned at 5:25 pom. blinutes prepared by Kate Milster, Senior Center Secretary bLinutes approved by Terri Miller, Senior Center Commission Secreta_D' SENIOR CENTER COMMISSION MEETING November 20 1996 Mezzanine Conference Room - M02 MINUTES MEMBERS Wallace. MEMBERS STAFF: GUESTS: PRESENT: Anciaux, Kemp, Miller, Mobfly, Monsanto, ABSENT: Hora, Shannon, Zell. Kopping, Milster Wilma Conner, (Commission candidate); Lee Sims, Dennis Kahler (Council of Eiders). INTRODUCTION - Wallace Meeting called to order at 3:05 p.m. Introduction of guests. MINUTES- Wallace Act:ion - Monsanto moved to accept the minutes as distributed. Kemp seconded. Motion passed, all ayes. PUBLIC DISCUSSION - Wallace No Public discussion. FINANCE COMMITTEE - Miller · Scholarships for Senior Center participants Discussion: · An adjusted low income policy guide currently used by the Iowa City Parks and Recreation Department may be utilized as a model. · An application would be completed by the requestor based on Title XIX or annual income guidelines. · Fifty percent of the class fees would be paid by the scholarship. · The committee recommends that all classes be covered by this policy. · The maximum mount per person per year (in dollar amounts) has not been established by the committee. SCC MINUTES PAGE TWO Nov. 20, 1996 Act:ion: * Because the committee has not completed the policy to be supplied to the Commission as a proposal, no action was taken. The Committee hopes to have the final proposal available for the Commission's vote by the December meeting. · Gift Fund Expenditures Discussion: . The committee is re-writing the current bylaws outlining how Gift Fund money is to be spent. GOAL COMMITTEE - Wallace · Members of the committee include: Mobily, Zell, Kopping, Shannon and WaLlace. Discussion: · . The Committee would like to revise and/or confirm the Mission Statement, making it more understandable to the general population. Act:ion: · Copies of the c.urrent mission statement and proposed new versions were distributed. · The Committee will consider the existing Senior Center goals, feedback from the June 1996 Town Meeting and the prioritization of goals from the October Commission meeting. A proposal will then be submitted to the Commission. NOMINATING COMMITTEE - Wailace Discussion:. The committee of the two outgoing Commission members has only recently been assigned and has been unable to meet. · Miller will be returning, as a member of the Commission, if approved by the City Council ~ Bebe Ba_l!antyne (City of Iowa City) and Wilma Cotruer (Johnson County) have applied for positions on the Commission. SCC MINUTES PAGE THREE Nov. 20, 1996 Action: · The nominating committee report was tabled until the next Commission meeting, during which elections will be held. SENIOR CENTER UPDATE - Kopping Operations · Flooring in Assembly Room Discussion: · The final polishing phase of installation is being completed. The necessary cleaning solvents have been acquired, and the contractor is finishing a few minor changes. · Fitness Room Floor Discussion: ~' The floor in the fitness room (Room G13) is scheduled for replacement this fiscal year. New flooring will need to accommodate all types of fitness activities. · Lease Agreements Discussion: * Both art instructors have agreed to continue to teach classes. * Safety Issues Discussion: e Kopping is working on obtaining guards for the equipment as required by the Occupational Safety Specialist for the City. * The Ground Fault Interrupter plugs have been installed. · HVAC Evaluation Discussion: · Preliminary evaluations by engineers will be performed next week to determine the work necessary to equalize the temperatures throughout the building. SCC NIINUTES PAGE FOUR Nov. 20,1996 · North Ramp Door Discussion: · New hinges have been placed on the inside door to facilitate accessibility for wheelchair patrons. e New hinges, a threshold and parts have been ordered for the outer door to allow the entrance to meet Americans with Disability Act (ADA) regulations. · In order to comply with ADA requirements and fire safety, one or both doors may need to be replaced. ~ Operational Budget Discussion: . The budget was submitted to the City Manager in October. Budget hearings will be held November 21. · Survey Discussion: * Kopping talked to Professor John Fuller, Chairman of Urban and Regional Planning, who suggested conducting an indepth telephone survey and a limited number of interviews. ff accepted, his department will provide the following for $2,700: , Two quarter-time graduate assistants ~ Assist with survey preparation e Conduct the phone survey * Analysis of data Programs - Seal · Upcoming Programs Discussion * Upcoming activities include: · An art exhibit featuring the works of Astrid Bennett · The Holiday Bazaar · The holiday decoration of the Center and associated activities, including performances by the Voices of Experience and New Horizons Band. · The Bergman Family on December 6 · A class on Common Foot Problems · A "Grandparents and Golfing" activity SCC MINUTES PAGE FIVE Nov. 20, 1996 · The Women's Athletic Association of the University of Iowa has provided the Senior Center with 200 free tickets to a basketball game on December 1. · Seal is working on a special Martin Luther King presentation for January. · The Activity Association Discussion: · The Activity Association will meet in January. Volunteers - Rogusky eGreeters Group Discussion: · The Greeters group met two times with RSVP, Senior Peer Courtscling, and the Council of Eiders to continue platrain g procedures for welcomi?g newcomers to the C~nter. · Third Age Library Discussion: · A committee is being formed to order books for the Third Age Iibrar~. Rogusky indicated that the purchase of a glassed-in bookcase, for the main lobby which can feature various selections of existing library materials. · The POST Content. Advisory Committee Discussion: · The POST Content Committee will meet one more time before providing recommendations for revision of the publication to the Commission. · Holiday Activities Discussion: · The annual tree trimming will be held December 2. · The Holiday Bazaar was discussed: · Polaroid shots can be taken of the children and frames purchased at the Bazaar. · The Cookie Walk will be held in the main lobby · Volunteers are needed to help decorate bags. SCC MINUTES PAGE SIX Nov. 20,1996 COMMISSION VISITS - Wallace Cotmcil of Elders Meeting - Monsanto D~scussion: · Discussed the Town Meeting and Holiday decorating activities. · The council would like to be involved in: · The writing of parking tickets in the north lot. · The operation of the Greeters Group. · The visitation of activities by council members. Board of Supervisors & City Council Meetings - Monsanto Actdon: * Will attend next Tuesday. City/Council- Miller Discussion: · Discussed the installation of the new Assembly Room f19or; Miller thanked the council for its allocation of funds for the floor. · Discussed the Holiday Bazaar · Discussed identification of priorities brought forth in the Town Meeting. · Complimented Kopping on job as coordinator; The Center is now fully staffed. COUNCIL OF ELDERS PRESENTATION - Sims, Kahler Discussion: · The council is interested in more participation regarding parking tickets in the north lot. · The members are visiting activities in the building. · The tree trimming was discussed. SCC MINUTES' PAGE SEVEN Nov. 20, 1996 COMMISSION DISCUSSION - Wallace · Kopping: · The Connection Committee will meet quarterly instead of monthly. , The new due date for articles to the POST, including Commission Comments, is the tenth of the month (example: articles for the January issue will be due December 10th instead of December 1Sth). The change of deadline dates is being implemented at the request of Document Services, the City department that prepares copy for the POST. · Has been in touch with Bill Dollman, Par -king Director, regarding the north lot situation. Kopping hopes that a report answerrag .many questions will be available next munth. Miller: , Miller suggested passing the Commission duties roster around for everyone to sign up rather than making the assignments an agenda item each time. Monsanto: · Suggested exploring the possibility of making the street from the north lot onto Iowa Avenue a one-way access to avoid potential collisions. Kemp moved to adjourn; Anciaux seconded. The meetLng was adjourned at 4:29 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary. SENIOR CENTER COMMISSION December 18, 1996 Classroom GO8 MEETING MINUTES MEMBERS PRESENT: Anciaux, Hora, Kemp, Miller, Monsanto, Shannon,Wallace, Zell. MEMBERS ABSENT: Mobily. STAFF: Kopping, Milster, Seal, Rogusky GUESTS: Betty. Schutter, Mary Pat Conway (Council of Elders), Bebe Ballantyne (Commission appointee). Kopping presented Miller, Shannon, and Anciaux with Certificates of Appreciation for their term of service on the Commission. INTRODUCTION- Shannon Meeting called to order at 3:12 p.m. Introduction of guests. MINUTES - Shannon Action · Wallace moved to accept the minutes as distributed. Monsanto seconded. Motion passed, all ayes. PUBLIC DISCUSSION - Wallace. No Public discussion. FINANCE COMMITTEE - Miller · Scholarships for Senior Center participants Discussion: Action · An adjusted low income policy guide currently used by the Iowa City Parks and Recreation Department will be utilized as a model. · An application will be completed by the requester based on Title XIX or annual income guidelInes and turned in to Seal. · Fifty percent of the class fees will be paid by the scholarship. · A maximum of $150 per person per calendar year has been established by the committee. · Non-eligible programs and participants were discussed. · An initial sum of $1,000 will be earmarked from the Gift Fund for the scholarship fund. · The. scholarship process will be implemented January 2, 1997. · Monsanto moved to accept the motion to establish a scholarship fund for qualified participants. Kemp seconded the motion. Motion passed, all ayes. SCC MINUTES Page Two Dec. 18, 1996 After Hours Room Use ' Discussion Action · Because Senior Center evening and weekend room rental fees were inconsistent with fees assessed for the use of comparable spaces in local facilities,charges for the use of Senior Center rooms have been reconsidered. Draft copies of the suggested changes were reviewed by everyone in attendance. · Hora moved to accept the policy with the changes mentioned. Wallace seconded. Motion passed, all ayes. · Copies of the edited forms are attached to the minutes. Gift Fund Expenditures Discussion ~ In order to clarify the desire of the Commission to use Gift Fund money primarily for the purchase of long term Senior Center assets, the Committee recommended the following change to 9.12-1 of the Operational Handbook: Replace, "Items in the Senior Center which are too costly .... necessitated by their use," with "Major items for the Senior center for which there are not funds allocated in the budget. These items are generally long-term asaets and must be approved by the Senior Center Commission." · The committee recommended adding "open to the public" to 9.12-2. Action · Wallace moved to accept policy changes as recommended by the committee. Monsanto seconded. Motion passed, all ayes. GOAL COMMITTEE Goals Discussion Discussion Action - Shannon The Committee is addressing issues such as improving the "sense of community; "attendance; participant involvement in decision making processes; and projecting'the correct image of the Senior Center throughout the community. · The committee will provide copies of its Findings to the Commission as soon as they are available. SENIOR CENTER UPDATE - Kopping Operations · I-IVAC Discussion: · Doors Disc ussion: · The engineering fn-m assessing the system is midway through its evaluation. Findings will be reported next year. * Kopping has been working on obtaining estimates to fix the north doors to comply with ADA and fire code regulations. The. south doors may also need to be evaluated. t' SCC MINUTES Page Three Dec. 18, 1996 * Fire Safety Inspection Discussion: · A recent fire inspection has determined that the use of doorstops within the building is not permitted. Therefore, an investigation into the acquisition of a magnetic doorstop system, which will tie in to the fire system and comply with fire code regulations, is underway. * Survey Discussion: · Kopping has talked to Professor John Fuller. His faculty has agreed to administer the Senior Center survey. Kopping will try to allocate the funding for the project out of this year's budget. · Walk of the Stars Discussion: · The Senior Center will participate in the event sponsored by the Chamber of Commerce January 17 - 19, 1997 at Carver-Hawkeye Arena. Programs - Seal' - Upcoming Programs Discussion * Upcoming activities include: A Martin Luther King celebration, which is a cooperative effort with the Iowa Humanities Board, th.e Human Rights Commission and the City. of Iowa City; a Spanish class; the Video Discussion Group series, "Ethics in America;" Bingo, sponsored by the IUCCU; An Experience in Sight and Sound; a new art exhibit; "Ask the Vet" and sLx exercise classes. Volunteers - Rogusky * Holiday Bazaar Discussion: * Rogusky discussed and distributed a summary of the results of the Holiday Bazaar. ~ POST Content Advisory Committee Discussion: · The committee will have its recommendations available for the Commission early next year. COMMISSION VISITS - Wallace Council of Elders Meeting - Monsanto · Monsanto was unable to attend the meeting. Board of Supervisors - Zell * Zell will attend next week. City/Council- Kemp Discussion: · Discussed the holiday events occurring at the Center SCC MINLrrES Page Four Dec. 18 1996 COUNCIL OF ELDERS PRESENTATION - Conway, Schutter Discussion: · The council is interested in more participation regarding parking tickets in the north lot. · The Greeters Group will meet again in January. · The council voted for version number one of the Mission Statements submitted to them by the Senior Center Goal Committee. · The council decorated for the holidays at the Center on December 2. COMMISSION DISCUSSION - Shannon · Shannon: · Encouraged further support of Senior Center activities and events on the part of the Commission. Hora moved to adjourn; Monsanto seconded. The meeting was adjourned at 4:47 p.m. Minutes prepared by Kate Milster, Senior Center Secretary Minutes approved by Terri Miller, Senior Center Commission Secretary 3:00 - 3:15 3:15 - 3:30 3:30-3:40 3:40-4:10 4:10 - 4:20 4:20 - 4:40 4:40 - 5:00 Senior Center Commission Wednesday, January 15, 1997 - 3:00 p.m. Senior Center - M02 AGENDA 1. Introductions 2. Minutes 3. Public Discussion (3 minute limit per individual) 4. Goal Committee Report - Wallace 5. Election of 1997 Officers 7. Senior Center Update Operations - Kopping Programs'- Seal Volunteers - Rogusky 8. Commission Visits - Wallace · Council of Elders - Monsanto · Board of Supervisors - Monsanto · City Council - Miller 10. Council of Elders Presentation 11. Commission Discussion o Sign-up sheet for Commission visits/articles · Committee Work Please don't forget to turn in your volunteer hours! 5.11 P. 23 Key Deposit for Weekend and Evening, Use of the Senior Center by Groups Not Affiliated with the City of Iowa City Date of Activity: Group Sponsoring the Activity: Contact Person: Room(s) Requested: Equipment Requested: Name/Purpose of Activity: Phone: Before Activity Keys checked out to: Date By: Date $25.00 Deposit-From: Date Received By: Date Reserved Room (s) and equipment set-up and checked by the Senior Center Custodian: Custodian: Date After Activity Keys checked in from: Date To: Date Rooms/equipment checked by Senior Center custodian and are acceptable: Custodian: Date: $25.00 Deposit Returned by: Date · Only specific room requested by the group will be unlocked. o The key is to be returned to the Senior Center staff no later than noon the following day. · The room, furnishings, and equipment should be returned to ori~nal condition. 10. Letter of 5.11 P, 23 Agreement with Non-Senior & Non-City of Iowa City Affiliated Groups Using the Senior Center on Weekends and Evenings (FORM A ) Information Name of Group: Contact Person: Address: Phone: Date Needed: Time Needed: Number of People Attending: The group will make the following contribution to the Senior Center Gift Fund: (a) $5.00 for less than or equal to every one hour of use for a room other than the Assembly Room (ie. 1 hour and ten minutes equals a $10.00 fee). The maximum daily fee shall not exceed $40.00. (b) $15.00 for less than or equal to every one hour of use for the Assembly Room (ie. 1 hour and ten minutes equals a $30.00 fee). All weekend and evening room use agreements require Coordinator approval and a $25.00 key deposit. The use of the Assembly Room for parties, dances .and other events serving refreshments will not be allowed. Groups that rent rooms are not provided janitorial services and are responsible for making sure the room is returned to the condition it was in prior to the group's use. Payment of rental fees to the Gift Fund is required at the time of rental. Payment of the key/security deposit is due when the room key ~ checked out. Additional charges may be required for the use of specific equipment, or room use extending beyond the initially agreed upon time limit. The Senior Center, in furnishing the space, assumes no responsibility for damage of whatever nature and kind, including, but not limited to: a. Personal property placed at the Senior Center b. Injury to persons which may occur The group and contact persons assumes the responsibility and duty that all members of their group are aw/re of this provision. Groups will be responsible for any breakage or damage incurred during the use of the facility. (oreo 11. 12. 13. 14. The group is responsible for hanging and taking down deco'rations, signs, etc. Neither smoking nor consumption of liquor may occur at the Senior Center. Cars without Senior Center permits are liable to receive tickets before 5 p.m. All activities held at the Senior Center must comply with the City of Iowa City anti- discrimination policy as well as city ordinances governing city-owned property. Failure to comply with this letter of agreement will eliminate further use of the Senior Center and/or its equipment. Signature of Coordinator Signature of Renter o 10. 11. Letter 5.11 P. 23 of Agreement with Senior Groups Using the Senior Center on Weekends and Evenings (FORM B) Information Name of Group: Contact Person: Address: Phone: Date Needed: Time Needed: Number of People Attending: "Senior group" is a volunteer or activity group that is affiliated with the Senior Center or whose chartered purpose centers on providing services or promoting activities of senior citizens. It also includes other groups whose status specifically recognized by the Senior Center Commission as meeting the criteria that its primary purpose is to provide services or promote activities of senior citizens. The senior. group will pay a refundable $25.00 security/key deposit when reserving a room. Groups that use rooms are not provided janitorial services and are responsible for making sure that the room is returned to the condition it was in prior to the group's use. All weekend and evening room use agreements require coordinator approval. Requests from Senior Center affiliated groups for the use of the Assembly Room for parties, dances, or other events serving refreshments will be considered on a case-by--case basis. In all other circumstances, the use of the Assembly Room for parties, dances and other events serving refreshments will not be allowed. Additional charges may be required for use of specific equipment. The Senior Center, in furnish/rig the space, assumes no responsibility for loss or damage of whatever nature and kind, including, but not limited to: a. Personal property placed at the Senior Center b. Injury to persons which may occur The group and contact persons assumes the responsibility and duty that all members of theft' group are aware of this provision. Groups will be responsible for any breakage or damage incurred during the use of the facility. The group is responsible for hang/rig and taking down decorations, signs, etc. Neither smoking nor consumption of liquor may occur at the Senior Center. Cars without Senior Center permits are liable to receive tickets before 5 p.m. 12. 13. All activities held at the Senior Center must comply with the City. of Iowa City anti- discrimination policy. as well as city ordinances governing city-owned property. Failure to comply with tiffs letter of agreement will eliminate further use of the Senior Center and/or its equipment. Date Signature of Coordinator Date Signature of renter 1997 Please place a check mark in the box following the name of the candidate for whom you are voting. Select only one person for each office. Chair: Mary Kathryn Wallace Write in: Vice-Chair: Wilma Conner Robert Kemp Write in: Secretary: Terri Miller Ken Mobily Write in: Please give your completed ballot to Kate at the beginning of the January Senior Center Commission meeting.. If you are unable to attend the January meeting, please return this completed form to the Center (attn: Kate) no later than Wednesday, January 15, 1997. Senior Center Memo From: Re: Date: Senior Center Commission Members IJnda Kopping~ Pending discussion of Commission Sub-committees 10 January 1997 The Senior Center Commission has five subcommittees that are intermittently, active each year. These subcommittees include the Finance; Goal; Special Events; Policy and By-Law Review; and SCTV Editorial Board committees. Traditionally, an effort has been made to divide subcommittee memberships equitably among Commission members. Because subcommittee assignments are scheduled to be made at the Commission's February meeting, a brief discussion of the subcommittees and associated responsibilities has been scheduled for the January meeting. Please bring your questions, concerns and ideas about these subcommittees to the January meeting. SENIOR CENTER COMMISSIONERS AND STAFF1997 COMMISSIONERS T. ER .M. PHONE Bebe Ballantyne Jan. 1, 1997 337-2772(res.) 230 Elizabeth Street Dec. 31, 1999 Iowa City, IA 52245 Wilma Conner Jan. 1, 1997 354-5239 (res.) 3872 Locust Ridge Road NE Dec. 31, 1999 North Liberty, IA 52317 Joanne Hora Jan. 1, 1996 643-2584 (Res.) 5475 Herbert Hoover Hwy NE Dec. 31, 1998 351-8000 ext. 128 (Bus.) West Branch, IA 52358 Robert Kemp Jan. 1, 1995 354-4516(Res.) 1122 Estron Street Dec. 31, 1997 Iowa City, IA 52246 Terri Miller Feb. 15, 1994 351-8943(Res.) 452 N. 7th Avenue Dec. 31, 1999 338-0354(Bus.) Iowa City, IA 52245 Kenneth Mobily .... Jan. 1, 9 9 ~ .... ~ 1 : (s ........... 1128 Hampton Ct. Dec, 31, 1998 335-9176(Bus.) Iowa City, IA 52240 Chevalier A. Monsanto through 351-75 t33 (Res.) 510 Garden Street Dec. 31, 1997 Iowa City, IA 52245 (completion of Shelton's term) M. Kathryn Wallace, Chair Jan. 1, 1995 351-1109(Res.) 23 Eastview Place NE Dec. 31, 1997 Iowa City, la 52245 52240-9141 Philip Zell Jan. 1, 1996 351o0878(Res.) 2126 PlaenViewDr. Dec. 31, 1998 337-1092 (bus.) Iowa City, IA 52246 ,STAFF SENIOR CENTER SWITCHBOARD 356-5220 Bill Cole, Maintenance Worker II 338-9437 Linda Kopping, Coordinator 643- 7360 Eugene Malone, p.t. maintenance 339-0725 Kate Milster, Senior Clerk Typist 354-9060 Susan Rogusky, Volunteer Specialist 351-6449 Julie Seal, Program Specialist 351-4649 hol baz exp/dep 1 996! HOLIDAY Deposits: Dec-96iDonation Dec-96iDonation Dec.9, 1996 I Proceeds Dec-96',Cookies Dec-961 Purchase Dec-96iHILLS BANK TOTAL DEPOSITS BAZAAR $10.25 $25.0O $3,385.30 $41.00 $32.0O $3,493.55 $1,577.49 $5,071.04 Expenses: Nov-96iFilm 'wax Nov-96 Glue paper Nov-96. Nov-961Baggies Dec-961Art supplies Dec-96!Stamp pads Dec-96 Printing Dec-96 Tag Board 12/9/96 Kooad Dec-961M. Canter-reim Dec-96 Jul-96 Dec-96 Dec-96 Nov-96 Dec-96 Dec-96 Dec-96 Dec-96 Dec-96 Cookies !Craft supp. Reim. supp. Bags/tissue Printing Envelopes Mailing ~Tbl skirt tape Candy Canes Word Process. $163.86 $10.51 '$2.21 $5.18 $132.72 $23.84 $4.15 $22.65 $19.99 $3.13 $328.50 $15.87 $25.46 $132.5o $253.47 $29.62 $299.29 $10.00 $62.58 $31.96 ~ Univ. Camera Hawkeye Food reimb.-S. Rogusky Osco Dick Blick reimb.-S. Rogusky City of IC Technigraphics Hy-Vee Hy-Vee-wrap Uy-Vee C. Vrchoticky C. Vrchoticky I~aker Paper .City of IC-quoted tabulation City of IC-Central Stores City of IC-Mail room Aero Rental Paul's Doc. Services-City of Iowa City 12/11/96 TOTALEXPENSES $1,577.49 NET PROFIT $3,493.551 Page 1 FROM FROM 1996 PUBLICITY RESULTS HOW CHILDREN FOUND OUT ABOUT THE BAZAAR FROM PAST BA7AARSi 35 PRF-SCHOOL/CHILD CAREl 33! FROM FRIFNDS FROM NFWSPAPER B-4 & AFTER SCHOOL PROGII~ FROM PARF.TS FROM CR,S,S CE.TER! i FROM SE. OR CF"TERt 4 FROM RADIO I FROM CHURCH FROM GRANDPARENTi 2 I FROM RF~LATlVE I~---~ FROM HACAP [~--~ FROM C,T¥ STAFF FROM HEADSTART,r-- I FROM ^DWRT SER I .Oa *MAILED OUT APPROXIMATELY 5000 FLYERS TO AREA PRE-SCHOOLS, CHURCHES, B~4 & AFTER SCHOOL PROGRAMS, ALL CITY OF IOWA CITY DEPARTMENTS - HUNG SOME AROUND TOWN IN LOCAL BUSINESSES, PUT UP A DISPLAY IN THE SENIOR CENTER LOBBY AND IN THE LOBBY OF THE CIVIC CENTER. *ALSO MAILED PRESS-RELEASES TO ALL PAPERS IN JOHNSON COUNTY THAT WE HAVE ON OUR LIST. TWO PRESS-RELEASES WERE MAILED - ONE ASKING FOR VOLUNTEERS AND ONE ADVERTISING THE EVENT. THERE WERE ALSO NUIVlEROUS ARTICLES IN THE POST . *THE NUMBERS LISTED ABOVE ARE FROM THE CHILD'S SHOPPING LIST - THE LAST QUESTION ASKED HOW THEY FOUND OUT ABOUT *HE BAZAAR. THE NUMBERS LISTED ABOVE ARE A COMPILATION OF THOSE WHO BOTHERED TO ANSWER THE QUESTION. updated 1/8,;97 GENERAL HB REPORT *A SPECIAL TH.a~NKS AGAIN' TO HILLS BANK AND TRUST COMPANY WHO WAS THE BAZAAR'S CORPORATE SPONSOR, TO DWIGHT SEEG- ~X, ffL~R WHO MADE HIS ENTIRE FAMILY VOLU~'NTEER THE DAY OF THE BAZAAR ANT) TO JOANNE HORA FOR ALL HER WORK AND SUPPORT BEFORE AND THE DAY OF THE BAZAAR. *ANOTHE, R VERY SPECIAL THAleS TO THE SENIOR CENTER STAFF WHO WORKED ABOVE AND BEYOND THE CALL OF DUTY TO KEEP IvIE FROM LOOSING MY MJND, TO KJER COX WHO WORKED VERY HARD TO MAKE THIS BAZAAR POSSIBLE AND TO MICI4~,I ,LIE AND LAURA WHO I4FI ,PED WHENEVER TI-{EY COULD, TO ALL THE SCC AND COE MEMBERS WHO HELPED, AND TO JACKIE HESS WHO DID KER BEST TO HI2,P WI-1II ,F. PLANNING ANT) ATTENDING THE BRANSON TRIP. NOW - THE NUMBERS: *302 VOLS WORKED (INC SC STAFF & WS STUT)ENTS) -17 HOLIDAY BAZAAR CRAFT GROUP VOLS MADE OVER 50% OF GIFTS. -75 CONSIGNORS -51 VOLS MADE 190 DOZ OR 2,280 COOKIES *APP 80 POUNDS OF COOKIES SOLD - AT $5.00/LB = APP ,$400.00 ($291.00 SOLD LAST YEAR) *PICTURES WERE A SUCCESS - APP. 100 WERE TAKEN. *GIFT-WRAP BAGS MADE WRAPPING MUCH EASIER,HOWEVER, THE MEZZANINE IS TOO SMALL A SPACE TO WtLa, P GIFTS. MAY NEED TO MOVE IT NEXT YEAR. THE EXERCISE ROOM (THE OLD POOL ROOM) WAS SUGGESTED AS A POSSIBILITY. *248 CHILDREN SHOPPED (217 LAST YEAR) *OVER 2000 GILTS WERE PURCHASED - APPROXIMATELY THE SAME AS LAST YEAR - THIS IS A VERY DIFFICULT FIGURE TO TALLY. *GROSSED - $3,493.55 ($2,719.00 LAST YEAR) *EXPENSES - $1,577.49 (DON'T HAVE LAST YEAR'S EXPENSES) *HILLS BANK PAID ALL ESPENSES, SO WE NETTED $3,493.55: *ELDERCRAFT SHOP SOLD - $565.04 ($645 LAST YEAR) *SHIMEK B4 & ALTER SCHOOL PROGRAM DECORATED BAGS, AS DID NUMEROUS COLLEGE STUDENTS AND OTHER VOLUN- TEERS. THE SPONGES PURCHASED TO DECORATE THE BAGS DID NOT WORK! *TWO CITY DEPARTMENT EMPLOYEES HELPED - ONE :'vIADE COOKIES AND THE OTHER VOLUNTEERED THE DAY OF THE BAZAAR. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION THURSDAY, OCTOBER 17, 1996 - 6:30 P.M. HEARTLAND CANDLEWORKS MEMBERS PRESENT: Ann Donovan, Charlie Eastham, Cindy Larson, David Purdy, Kathleen Renquist, Gretchen Schmuch, Bill Stewart, Tim Ruxton, Sandy Kuhlmann. MEMBERS ABSENT: None. STAFF PRESENT: Karin Franklin, Maurice Head, Steve Long, Steve Nasby, David Schoon. OTHERS PRESENT: Cris Kinkead. CALL TO ORDER: The meeting was called to order at 6:35 p.m. TOUR OF HEARTLAND CANDLEWORKS: Michael and Lynette Richards were introduced to the commission as the owners and founders of Heartland Candleworks. Michael and Lynette Richards led a tour of Heartland Candleworks. They reviewed the factory's ordering and production processes. Special focus was given to the equipment purchased with Community Development Block Grant (CDBG) funds. APPROVAL OF THE MINUTES FROM SEPTEMBER 12, 1996: Renquist indicated corrections to the minutes. Eastham asked that a correction be made to an incorrect voting tally. Stewart moved for approval of the corrected minutes. Doricvan seconded the motion. The motion p~ssed 9-0, PRESENTATION ON IOWA CITY'S ECONOMIC DEVELOPMENT POLICY: David Schoon, Economic Development Coordinator, gave a presentation outlining Iowa City's economic development policy and his role as Economic Development Coordinator. Schoon said there are few parcels of land zoned for industrial use in Iowa City. In the past, B.D.I. had built the industrial park and the City has since taken over responsibility for it. However, there are no new industrial parks currently being developed in the City. He said that the City recently developed an economic development policy (copies were given to the commission). Iowa City's policy is based on the Comprehensive Plan and Vision 2000. Schoon discussed the following goals of Iowa City's policy: expansion of the tax base, expand present business- es while bringing in new ones, provide support to starting businesses, address labor force concerns, provide space for businesses, address environmental concerns relating to develop- ment, and coordinating economic development projects with current planning requirements. Schoon said that there is concern over the perception of Iowa City being anti-business even though there are many types of business allowed and encouraged. He also indicated that Iowa City has recently adopted financial assistance guidelines. The council has also adopted an opportunity list that is a pro-active aid to businesses and focuses on community strengths. Schoon indicated these guidelines, adopted by the council, are a starting point and are not strict rules. Housing and Community Development Commission October 17, 1996 Page 2 Schoon said the Economic Development Division focuses on business development but economic development is dependent on many other issues. The responsibilities of this division include: working with individuals and companies who want to start businesses, providing information on the area/community profiles that businesses can use as a resource, addressing redevelopment/renewal issues, being a liaison between City organizations and businesses, and providing/locating financial assistance to businesses. Schoon indicated currently there is no local pool of funds for business financial assistance but often they are able to come up with money from other sources- Community Economic Betterment Account (CEBA), tax increment financing, and property tax abatement are examples. Nasby asked about the City's involvement with Iowa City Area Development (ICAD). Schoon explained how ICAD was created to provide a regional approach to economic development. ICAD deals with businesses who are confidentially searching for sites and they are involved in many projects, some requiring public assistance and some not. Schoon added that ICAD has lots Of initial contact and their focus is primarily on marketing while the Economic Devel- opment Division focuses on technical aspects. Schoon also explained how economic development policies relate to HCDC. He listed these as: identifying needs of low/moderate income workers, providing all types/costs of housing near employment centers, addressing employment training and assistance for special needs persons and accessibility issues. Eastham inquired about where in City government do applicants go to request public money for economic development. Schoon said it depended on what the company is looking for and that there is no set policy since it all depends on what funding mechanisms is going to be used. Eastham asked if there was a set path for applicants to take. Schoon indicated the Council refers inquiries to him and he would make recommendations but there was not a set path. Stewart asked why the area northeast of Scott Blvd. and Highway 6 was not looked at favorably by the City for an industrial park. Schoon said the City does see this as an industrial site but the developer did not want to be annexed into the City. He said that the City had an interest in purchasing the land but price was an issue. Stewart asked about city or private ownership options. Schoon said an industrial park would be a long-term investment and the current owner wants commercial development, not industrial. He added that the owner also wants city sewer/water but does not want to be in the City limits. Sohoon added the City has had that area planned for industrial use for a long time. Schmuch said the City appears to target businesses that are high tech employers while HCDC focuses on employing low-income persons who may not have advanced skills. Schoon said it appears high tech but all skill levels are employable in these businesses. Donovan men- tioned that Iowa City has a higher education edge over other cities. Schoon indicated light manufacturing creates jobs for low-income and less skilled workers. Some businesses on the list come from the University of Iowa and some from the out side of the state so there is variety. In response to a question, regarding the definition of a livable wage, Schoon explained that it was the ad hoc committee's decision that 90% of jobs need to pay over the poverty wage rate. Housing and Community Development Commission October 17, 1996 Page 3 USING CDBG FUNDS FOR ECONOMIC DEVELOPMENT PROJECTS -WHAT TYPE OF PRO- JECTS SHOULD BE ENCOURAGED: Schmuch said CDBG funds are now divided into pots one of which is economic development. Eastman asked if the Economic Development Policy could be used as a guide to determine use of the funds since the guidelines are broad enough to cover many topics. Schmuch pointed out that some of the guidelines are out of the Commission's realm, like infrastructure. Eastman asked about an activity list so the money could be used for many different projects. Long indicated that money is tied to the number of jobs created. Eastman recommended the council could use local tax money for industry and infrastructure while leaving CDBG for other activities. Head asked the Commission if anyone had any projects in mind that would benefit from CDBG funding. Donovan mentioned child care for low and moderate income people. Eastman asked if grants would cover the cost. Donovan said there could be development of facilities or sponsoring. Kuhlmann said on-site child care is an idea that had been discussed locally. Larson mentioned temporary child care for people looking for jobs is also a need. Long indicated setting up a child care center qualifies for funding. Eastman asked if the money could be used to pay salaries. Nasby said it can be used to help start a business or cover the owners personal child care expenses while that person started a micro-enterprise. he added that the CDBG criteria is based upon job creation. Nasby said Heartland has been able to increase employment due to CDBG investment. Eastman said Heartland's experience is a good standard for what the money is doing. Long added that Heartland has even been able to add benefits for its employees. Purdy asked how companies find out about CDBG funding. Staff mentioned advertising and asking around. Long said the Commission could choose to target projects and focus advertising accordingly. In response to a question, Nasby said that the City does advertise per se except for the rehab program. Eastman said he wanted evidence of a specific need for economic development downtown and asked why downtown businesses did not have the money to make improvements them- selves. Purdy asked if this meant Eastman was against advertising. Eastman responded that a proven need for the activity should be present. Purdy mentioned the CITY STEPS was a general directive. Kuhlmann asked if job training would qualify. Stewart asked how Heartland found out about CDBG funding. Nasby said the owners were aware of the funding from a previous business venture in New York City. Renquist asked if the Commission will be able to keep the flood money. Nasby said they did not know yet. He added that HUD had been contacted, in September, about the possibility of Iowa City keeping the funds. Nasby added that he would keep the Commission updated. RANKING CRITERIA AND ALLOCATION PROCESS FOR CDBG AND HOME FUNDS: Schmuch said that there was a subcommittee working on the ranking and allocation process. She described the old scale and mentioned the need for new criteria to be added. Nasby explained how the criteria applied to the CITY STEPS priorities. He noted that the CITY STEPS priorities are arranged in a table within the document. Schmuch walked the Commis- sion through the information in the packet and used the Heartland project to illustrate the process. Housing and Community Development Commission October 17, 1996 Page 4 Nasby pointed out that Heartland originally requested that some of the money be used for marketing but that changed. Eastman asked for clarification of the public benefit calculation. Long explained the formula. In response to a question, Head pointed out that Heartland fit the CDBG criteria and the state guidelines are somewhat different. Donovan mentioned the Commission had concerns about keeping up with production and Heartland ended up doing very well. Eastman said Heartland had a good plan and could show their growth potential. Donovan asked if they were concerned about the marketing plans. Schmuch said the Commission had concerns about the marketing and had asked Heartland to cut back in that area. She added Heartland's larger than expected employment of very low-income persons and disabled worker was a bonus, Stewart said the criteria list was good but could be made more user friendly. He added there was a need for subjectivity and flexibility. Donovan stressed the importance of qualifying and the need for subjectivity and supported a hybrid list. Eastman agreed with the flexibility issue and also preferred a hybrid list. He added that income targeting and housing price needed to be quantitative. Renquist agreed with the hybrid list idea. Purdy was interested in plot scores from the last year and Nasby said he will give the data to Eastham. Schmuch inquired to the use of one criteria sheet or different sheets depending on the project. Eastman said the Economic Development ad hoc Committee already laid out economic development criteria and suggested that it should be used to make recommendations to the Council. He added that CDBG has its own criteria to meet first. Nasby said the lists had different wording but basically the same meaning. Renquist said the ranking sheets document how decisions for funding were made. Schmuch said that is how they have been done for years. Stewart said that he favored elements from both sheets. Purdy said housing and non-housing projects might need separate lists and gave rental assistance leverage as an example. Stewart pointed out that some items are not going to translate into numbers so they needed to be flexible. Kuhlmann asked about the division of funding. Nasby explained that CITY STEPS suggests guidelines for dividing the funding into percentages of the budget. Kuhlmann wanted to include some of the same criteria for all projects so there would be a level comparison. Head said the subcommittee should meet and test the criteria to see how it works. PUBLIC SUBSIDY-WHAT IS IT WORTH? DISCUSSION ON THE VALUE OF CDBG\HOME FUNDS v. PRIVATE FINANCING: Nasby discussed the value of CDBG funds versus other methods of funding taking into consideration interest rates and other factors. Head said that in the past, CDBG funds have been awarded either as grants or as no-interest\zero-interest loans, He then introduced the idea of gap financing and taking steps to create more money for the future. He listed charging interest and getting money back on investments as things the committee could do to maintain money for the future. Stewart mentioned it was only fair that if a company/agency makes money through the use of CDBG funds, it shouldn't be outrageous and that profit should be shared. Head indicated the Commission should plan ahead for times when funding will be lower, Nasby said the City of Dubuque's CDBG program has created an income of about $900,000 per year because they allocate nearly all of their funds as a loan. Eastman asked that evaluation of applications and terms of loan should be done before hand, and indicated the interest rates for loans with CDBG funds should be at 1% or zero interest rate. Nasby Housing and Community Development Commission October 17, 1996 Page 5 pointed out that the City's rehab program loans use a sliding scale of 3-6%. Stewart said this would create more money for the funding. Eastman asked that this to be added to next months agenda, Stewart agreed. Donovan asked the staff to find out how other communities use this idea. Nasby indicated this would need to be discussed and decided on and adopted at the next meeting if it were to be ready for the next round of funding. MONITORING REPORTS: Schmuch gave a brief description on monitoring for the new members. Eastham then dis- cussed Heartland Candleworks. He said that it was a good example of using economic development funds. Stewart added Heartland made good use of a building that was not utilized before. Donovan said the Conner Center's rehabilitation, of its office, is needed because it is used everyday for people with disabilities. She said that they were just getting started with the project. Purdy updated the Commission on the Mayor's Youth Employment Project. He said much of the popcorn wagon's money goes to supervision of staff and the stand will be expanding its line of products. The wagon is run by 4-10 at risk youths. PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA: Eastman asked about the resignation of the Housing Administrator. Eastham said that he was concerned over the lack of leadership in that office. He said the ICHA affects lots of units and families so there is a need for stability in the director's position. Eastman requested to have the Director of Housing and Inspection Services (Doug Boothroy) at the next meeting to discuss this situation. Nasby said they had started advertising for the position. He also noted that this is an administrative\staffing question not necessarily a policy question. Purdy requested clarification of the role of this Commission in this situation. Eastman said that since the Commission oversees the Housing Authority they have a legitimate concern about leader- ship. Nasby said that Eastham could also bring up the issue at a Council meeting since they were the Housing Authority. Head indicated it was reasonable to request Boothroy to come to a meeting and he will be asked to attend. OLD BUSINESS- LISTS OF MONITORING ASSIGNMENTS AND SOUTH AREA DISTRICT PLAN: Nasby said the list was already assigned and due dates were listed. Renquist inquired to a. format for monitoring. Nasby said the Commission could use the original CDBG\HOME application to check on the projects. Nasby described the South Area Plan and pointed out the housing section. Eastman asked if the planning staff had already measured the percentage of residential housing in this area compared to the rest of the area. Long said the plan was not that detailed. Schmuch reminded the group of the upcoming Community Housing Forum. Head described the format and said the Forum should result in a housing strategy for the City in the future. NEW BUSINESS- DVIP REQUEST TO INCLUDE TRANSITIONAL HOUSING: Kinkaed requested the approval for DVIP to use 6 rooms for transitional housing. She said the facility has the empty rooms and there is housing need for single women with no children because they do not qualify for rent assistance. Nasby asked if DVlP would provide support serv, ices. Kinkaed explained the women would work, just like in other transitional housing programs. They would also use other agencies for things like job training, budgeting, etc. Housing and Community Development Commission October 17, 1996 Page 6 Nasby asked if they had the existing staff to do this. Kinkaed said they did have enough staff, Eastman asked how they would generate income, and Kinkaed said they would charge rent. Nasby said the intent was that the rent will cover the client's expenses like laundry, counsel- ing, training, etc. Eastman asked if the CDBG or City agreement would be affected and if there needed to be a recommendation to the Council. Nasby said there was no effect and there was not need for a recommendation. DVIP just wanted to keep the Commission informed. Donovan asked about the length of stay. Kinkaed said it would be 18-24 months. Schmuch pointed out that Section 8 often takes 8-10 months to get vouchers and asked why families are excluded. Kinkaed explained the rooms are small and it is harder to place single women. Purdy asked what would happen if they need the space for emergency shelters. Kinkaed said that even with an increase they would still have enough room and the transitional housing will start with low numbers of clients. ADJOURNMENT: Eastman said the Commission's changing dates are confusing to the public. The group discussed the upcoming dates. Donovan said it was important to have members call if they can not make a meeting because they need to have a quorum. Ruxton moved to adiourn and I)onovan seconded. The motion passed 9-0. The meeting ended at 9:15 p.m. ppdcdbg\mins\hcdc1017,rnin MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY NOVEMBER 14, 1996 - 5:45 P.M. IOWA CITY TRANSIT FACILITY MEMBERS PRESENT= Howard Horan, John Penick, Richard Blum Rick Mascari, Pat Foster STAFF PRESENT= Eleanor Dilkes, Ron O'Neil CALL TO ORDER: Chairperson Horan called the meeting to order at 5:45 p.m. Horan, Mascari and Foster were present. Blum and Penick arrived later. PUBLIC HEARING - IOW HANGAR LEASE: Horan opened the public hearing at 5:46 p.m. No public comment was received. Dilkes suggested two changes in the lease. Horan closed the hearing at 5:48 p.mo APPROVAL OF MINUTES: The minutes of the October 10, 1996, meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari made a motion to approve the bills. motion and it was approved 3 - 0o Foster seconded the PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No comments were received. ITEMS FOR DISCUSSION/ACTION: a. IOW hangar 1. Bids - O'Neil said five bids were received. Henningsen Construction was the apparent low bid at $ 297,264. O'Neil said the bids were very competitive, with the second low bid being only $ 4000.00 higher° Mascari made a motion to accept the bid from Henningsen Construction, for $ 297,264, subject to Council approval. Foster seconded the motion and it passed 3 - 0. This will not be on the Council agenda until the Commission has a signed lease. 2. Lease a There were no comments to the lease format at the public hearing° O'Neil said a tenant has not yet signed the lease so the Commission is not yet ready to take the proposal to Council. bo Iowa City Flying Service = lease subcommittee - Horan said he, O'Neil, and Mascari met with Jones from ICFS, to discuss the lease fees for the period of 1997 through 2001o Jones offered a monthly rent of $ 3732. The Commission's initial proposal was for $ 4500 per month. A compromise was reached at $ 4100o The subcommittee recommended accepting the $ 4100.00 per month. There were two details to work out. One would allow the Commission to increase the rent if they put a substantial amount of money in rehabilitation of the shop building. The other issue would allow ICFS to have their rent reduced by $ 250 per month if another suitable tenant is found for the northeast room of the Terminal Building. c. Land acquisition and easements - consultant selection - The Commission members gave O'Neil a list of the firms they thought should be interviewed. Dilkes said the Commission needed to choose firms that have a solid background in land acquisition and know the FAA procedures so the Commission can make sure they are reimbursed. O'Neil suggested the Commission limit the number of firms they interview to three or four. They could interview two firms per night° The Commission agreed to interview firms on December 3rd and December 5th. O'Neil will contact the firms selected and schedule the interviews° d. Airport zoning ordinance - revision - O'Neil said the Zoning Commission has not met yet. Blum will schedule a meeting in the near future and this will be an item on the December 12 agenda. CHAIRPERSON'S REPORT: Horan said he saw a memo in the packet suggesting the Willow Creek sewer project was moved up in the Council's CIP plan. He suggested the Commission work closely with the Council to coordinate the project with the proposed projects in the Master Plan. COMMISSION MEMBERSm REPORTS: Blum said he has concern, in light of the current information from the FAA, on whether a bike trail will be allowed in the RPZ for Runway 24. He said he thought the Commission should have a more definitive answer from the FAA before local groups go to the work of applying for funding for the trail. He said a FAA 7460 form should be filed. This is the federal form that is required to be filed before there is any construction or alteration near the Airport. Horan suggested someone from the Planning Department may want to contact the FAA to make sure the trail by the Airport is feasible before any more time and money is spent developing the trail. O'Neil said that under any circumstances, the trail should not be constructed until after the construction on Runway 06/24 is completed and the threshold is displaced. Blum said he would have to check with Sertoma on the date of the fly in breakfast° O'Neil said the application for a temporary tower was for the weekend of August 24, 1997. Mascari asked about what has happened to the Science Center and the Skaters Alliance ? O'Neil said both projects are being discussed in conjunction with the development of the north area. ADMINISTRATIVE REPORT: O'Neil said Transit is trading in a mini-van valued at about $ 3000. He said there are several times a week when it would be convenient to have another vehicle at the Airport instead of using his own vehicle. The Commission said to pursue the issue° O'Neil said there was some wind damage at the Airport on October 29th. The door on Hangar #35 was damaged and there was some damage in the United hangar° A sky light was damaged on hangar #15. O'Neil said he needed information from Blum, Horan and Mascari on the five year plan the Commission was working on. O'Neil met with Planning, Finance, and Public Works to discuss development of the north area of the Airport° Chuck Schmadeke said he will see if the area is sewerable. O'Neil is waiting to hear from Karin Franklin on how much the Planning Department can, and has time to help lay out and market the area. O'Neil said there was a letter from the Historic Preservation Commission included in the Commission packet° SET NEXT MEETING: The next regular meeting is scheduled for December 12, 1996, at 5:45 pom. ~DJOURNMENT: Blum moved to adjourn the meeting. Penick seconded the motion and the meeting adjourned at 8:00 p.m. MINUTES IOWA CITY-HISTORIC PRESERVATION COMMISSION TUESDAY, DECEMBER 10, 1996 - 5:30 P.M. CIVIC CENTER LOBBY CONFERENCE ROOM MEMBERS PRESENT: Ruedi Kuenzli, Sue Licht, Mike Pugh, Doug Russell, John Shaw MEMBERS ABSENT: Betty Kelly, Doris Malkmus, Ginalie Swaim STAFF PRESENT: Scott Kugler, Anne Schulte CALL TO ORDER: Chairperson Russell called the meeting to order at 5:50 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none, DISCUSSION OF HISTORIC LANDMARK PLAQUES: Russell discussed the responses from the two companies regarding their plaques. He said that the John Hinds Company prices are considerably less. Russell said that for thirty-six 10 x 7 plaques, the John Hinds Company would charge $2500 and the Erie Landmark Company would charge $3015 for what appears to be substantially the same product, Russell stated that Friends of Historic Preservation had pledged $1500 toward the cost of the plaques so that there will be a $1000 shortfall. Russell remarked that there are two possibili- ties for paying for the plaques. He said that the City can own and maintain the plaques and apply them with the owner's permission but that the City will have to pay for the plaques in this case. Russell distributed an example of a contract between a city and an owner for the city to maintain ownership and control of the plaques. He added that the other option is to make the plaques the property of the owners and charge them the excess of the cost of the plaques over and above the $1500 subsidy. Russell also stated that, in order to save money, the property owners should be contacted to seek permission for installing the plaques, and a plaque would not be ordered for properties where permission is denied. Shaw said that he thought it was more practical for the City to buy and maintain the plaques because there would be a much higher rate of compliance to offer them at no cost. He also suggest.ed contacting both companies and asking them to send an actual casting of the quality of their work. Shaw said that there is often a great difference in the quality of work that is not apparent in photographs. Kuenzli asked about where the plaques would be placed on the buildings. Russell said that it would be written into the contract. He added that what the Commission had intended in the ordinance is that the plaques be exterior, visible from the street, and prominent. Russell suggested that Friends might be willing to install the plaques. Russell said that he would ask the companies to send castings for review by the Commission and will call the owners to see who would give permission to have them installed. Iowa City Historic Preservation Commission December 10. 1996 Page 2 Kugler said that the Commission will have about $1000 to $1200 of grant matching money left as a result of the Longfellow Grant that did not get funded. He said that the Commission should think about how to make use of the money. Kugler suggested that the plaques would be a good use for the funds if it is appropriate to use them for items other than consulting fees. Russell agreed that it would be a good idea to use the money for the plaques and that the City could then retain ownership of the plaques. Shaw asked about how the plaques will be installed on the property. Russell said that he could ask the two companies for information about installation and that they could also check with other property owners who have landmark plaques. DISCUSSION OF SOUTH DISTRICT PLAN: Kugler said that the South District Plan will be the basis for all of the district plans that will be adopted. He stated that there are several archaeological sites that have been identified in the South District. Kugler said that the Commission has the opportunity now to present comments regarding the South District Plan. Kugler added that the State Archaeologist's Office will determine the archaeological sites. Russell said that he thought it is good that the State Archaeologist is willing to add more specifics to the map of the area. MONTGOMERY-BUTLER HOUSE UPDATE: Shaw stated that a contract given to the consultants is being reviewed and that they are in .the process of setting up a meeting with Kugler to answer some questions about the contract. He said that the intent of those involved is to begin the project within the next month or so. Kugler said that the contract went before the City Council for informal approval even though it was not necessary. He stated that the Council indicated its approval of the project, but with some caution. The Council expressed concern over the potential cost of rehabilitation the building. (Licht arrived at 6:08 p.m.) Kugler remarked that some of the money will be spent on permanent improvements to the building, e.g., repairing the roof. Shaw said he would consider changing the word "mothball~ ing" to "stabilizing" because that is the actual nature of the work. GRANT PROJECTS: Lon.qfellow Nei~lhborhood Survev. Kugler reported that the survey would be sent to the state in the next couple of days. College Green and East College Street National Re.qister Nominations. Kugler said the drafts are in on these nominations and they should be on the February State Review Committee agenda. Iowa City Historic Preservation Commission December 10, 1996 Page 3 Ori.~inal Town Plat Survey, Phase I. Kugler referred to a report from Jan Nash stating that the fieldwork is nearing completion, and that she is preparing to do the archival research and the site form preparation. Lon.qfellow Nei.qhborhood Survey, Phase II, Grant Application. Kugler said that the grant application has been submitted, and the total grant applied for was $4,480. He added that of the 93,000 matching funds, all but 910 is from the Longfellow Neighbor- hood Association or in-kind costs. Russell asked Kuenzli to thank the Association for all its financial support. UPDATE ON PROPOSED EAST COLLEGE STREET AND COLLEGE GREEN HISTORIC DIS- TRICTS: Russell said that the public hearing on the proposed historic districts was held at the Novem- ber meeting. He said that Kuenzli had solicited volunteers and was doing a lot of work contacting homeowners to get their views. Kuenzli stated that the two proposed historic districts are very different. He said that the East College Street has many single-family houses and that there is a lot of support in that area for designating it a historic district. Kuenzli stated that in the College Green District, many homes are rental properties and there is some resistance to the historic register designation. Kuenzli added that owners of houses on the west side of South Johnson Street between Burlington and College Streets are unanimously opposed to being in the historic district. He said that so far there are 7 owners against, 24 owners in favor, and 16 who have not yet been contacted. Kuenzli said that the Commission could expect organized opposition from about 7 people. Kugler and Licht said that the west side of South Johnson was added after the initial proposal. Licht said that she would like to attempt to take the area as a whole before City Council to be approved. Russell agreed that he would like to proceed with the entire area. If the City Council does not agree with the Commission, it could be sent back with a recommendation for an amended boundary. Kuenzli said that he would try to contact the remaining 16 owners before the item comes before the Planning and Zoning Commission meeting, in order to gauge the amount of support. Kugler said that the item will be on the Planning and Zoning Commission agenda at the informal meeting on December 16 and the formal meeting on December 19. Kugler said that they had asked for a brief but informative slide presentation at the formal meeting. Kugler stated that he would draft a narrative to go with the slides and Shaw agreed to read the narrative. Kugler said that the issue will come before the City Council at the second Council meeting in January at the soonest. Licht said that it should be emphasized that, regarding the South Johnson houses, the area was selected based strictly on historical data, as it should be. Iowa City Historic Preservation Commission December 10, 1996 Page 4 UPDATE ON PRESERVATION WEEK AWARDS PROGRAM: Russell discussed the report he had received from Betty Kelly. He said that the Trinity Episcopal Church would be available as a meeting site, as well as the Masonic Temple, although the Masonic Temple would require rent. Russell added that the Courthouse would be available, but that the room for the program would not be definite until the day of the event. Russell said that jurors are still being sought, especially architect jurors. Licht suggest- ed Cooper Whiteside Norman, President of the Iowa Historic Preservation Alliance. Russell said to call Kelly with suggestions regarding jurors. DISCUSSION OF CONSERVATION DISTRICTS: Kugler suggested getting together with the Longfellow Neighborhood Association to encour- age them to collect any information on the properties that is not already recorded on the site sheets, e.g., setback, garage locations, etc. Russell said a task force is needed to work with the Longfellow Neighborhood Association. Shaw suggested researching what other local governments have done regarding Conservation Districts and how they have been defined. Kuenzli offered to review the material from other conservation districts. DISCUSSION OF A REQUEST FROM GLORIA WALSH FOR COMMISSION SUPPORT OF THE PROPOSED RIGHT-OF-WAY ENCROACHMENT AT 928-930 IOWA AVENUE: Kugler said that the porch under construction at the 928-930 Iowa Avenue property encroach- es the right-of-way by one foot. He said that the Board of Adjustment approved the en- croachment in the front yard up to the property line subject to the conditions suggested by the Commission, but that its authority ended there. Kugler stated that Walsh is asking the City Council for approval for a one-foot encroachment into the right-of-way. Kugler said that the issue is that the other porches extend farther into the right-of-way and that by denying this request, the City could be implying to the other property owners that once their porches are removed, they cannot be replaced. He said that the front porches are an important feature in the historic streetscape along Iowa Avenue. MOTION: Shaw moved that the Commission send a letter in sur)Dort of the Walsh petition to the City Council. Licht seconded the motion. The motion carried on a vote of 5-0. CONSIDERATION OF MINUTES FROM THE NOVEMBER 12, 1996, MEETING: MOTION: Push moved to apr)rove the minutes from the November 12, 1996, meeting of the Historic Preservation Commission, as corrected at toni.(Iht's meetin.cl. Kuenzli seconded the motion. Members absent should include Sue Licht but should not include Doris Malkmus. At the bottom of page 2, "River City Housing Community" should be changed to "River City Housing Cooperative". Iowa City Historic Preservation Commission December 10, 1996 Page 5 Russell said that on page 7, paragraph 5, the last sentence, "affect" should be changed to "effect". The motion carried on a vote of 5-0. COMMISSION INFORMATION/DISCUSSION: Kugler told Commission members that there is a window conference, "An Expedition for Historic Buildings" in Washington, D.C. Kuenzli asked if there were any new information on the hotel on Dubuque and Jefferson Streets. Shaw stated that there was a hearing on December 9th. He said that a report was presented by Bob Carlson stating that the owner has until June 1, 1997 to submit final plans to the City and until June of 1998 to make all necessary repairs. Shaw said that it was implied that the time period could be extended as conditions change, if the owner shows serious intent to repair the building. He said that the Board of Appeals voted unanimously to accept the report. Shaw stated that he wrote a letter to the Younoszais in May to inform them of preserva- tion money that might be available. He said that he then discovered new sources of funding from Steve Nasby of the Planning Department. Shaw said he has composed a cover letter to send to the Younoszais along with the letter from Nasby detailing other sources of funding, including the funding sources used for the Press-Citizen Building. He said that he is waiting for information regarding the total amount of money available. Russell said that the Tax Abatement Resolution item will be on the Board of Supervisors agenda at the December 19, 1996 meeting. ADJOURNMENT: The meeting was adjourned at 7:04 p.m. ppdadmin/mins/hpc 12-10.min MINUTES IOWA CITY PLANNING AND ZONING C THURSDAY, NOVEMBER 21, 1996 - 7:30 p.m. CIVIC CENTER COUNCIL CHAMBERS PRELIMINARY Subject to Approval MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Dick Gibson, Jane Jakobsen, Lea Supple, George Starr MEMBERS ABSENT: None STAFF PRESENT: Robert Miklo, Dennis Mitchell, Scott Kugler, Melody Rockwell RF:COMM!::NDATION TO COUNCIL: Recommend approval of VAC96-000P, a request to vacate the north 12.5 feet of the F Street right-of-way for a distance of 75 feet immediately west of First Avenue, subject to the retention of an easement for an existing sanitary sewer and any other utility on the property. CALLTO ORDFR Chairperson Starr called the meeting to order at 7:30 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA There was none. ANNOUNCEMI=NT OF VACANCIES ON CITY BOARDS AND COMMISSIONS_ Starr listed the current vacancies on the Board of Adjustment, Board of Appeals, Human Rights Commission, Parks and Recreation Commission, Planning and Zoning Commission, and Senior Center Commission. DEVELOPMENT ITI=MS SUB96-0077. Public discussion of an application submitted by Todd Gordon for preliminary and final plat approval of Highland Heights Subdivision, Part Three, a resubdivision of Lot 7 of Highland Heights Subdivision, Part Two, a 15.52 acre residential lot located in Fringe Area A south of Dingleberry Road and East of Highway 1. ( 45 day limitation period: December 30, 1996) SUB96-0025. Public discussion of an application submitted by Todd Gordon on behalf of property owners Karl and Leota Buchmayer and John P. and Dianna Furmeister, for preliminary and final approval of Furrows Edge, Part II, a resubdivision of Furrows Edge, Lots 1-4, a three lot, 14.16 acre subdivision located in Fringe Area A east. of Highway 1 and north of Penny Lane NE. (45-day .limitation period: November 25, 1996) Rockwell explained the limitations on the plat and in the legal papers for Highland Heights, Part Two, that direct access from Lot 7 to Highway 1 is not permitted. Recently, Gordon received a driveway permit from the IDOT for direct access to Highway 1 and it was signed off by a Johnson County Zoning Official. This was in error since it contradicted the plat notations and the subdivider's agreement. The proposed plat amendment would eliminate the plat re§trictions for access to Highway 1. Staff is concerned about direct access to Highway 1 and the number Minutes - November 21, 1996 Iowa City Planning and Zoning Commission Page 2 of access points on Highway 1, which already has limited capacity. Although the number of vehicles on this section of Highway 1 warrants highway improvements, the IDOT has indicated it has no plans to make such changes since it would duplicate other routes. It is important for the City to limit access points on highways that are experiencing capacity constraints to preserve safety. Rockwell said that staff recommends SUB96-0027 be denied and that SUB96-0025 be revised to reflect the lack of access to Highway I available to Lot 1 of Furrows Edge through Lot 7 of Highland Heights. The staff also recommends that a perpetual access easement be maintained over Abbey Road in the Furrows Edge Subdivision with the stipulation on the plat and in the legal papers that Abbey Road will be constructed prior to any permit being issued for a residence in Lot 1. This would ensure off-highway access for a residential use on Lot 1, should it be needed in the future. Rockwell referred to the memoranda from the City Attorney's office and from the applicants on this issue. Bovbjerg indicated that allowing access on Highway 1 would create a precedent. Starr questioned the notation in the memorandum from Holecek about city design standards in the Fringe Area. Miklo indicated the city design standards that dealt with this issue are the same as in the city - that is driveways are not permitted for individual residences onto arterial streets. Starr asked for an explanation of "friction points." Rockwell explained what "side friction" is. Gibson noted that the effect of side friction is cumulative and Rockwell agreed. Supple asked about the possibility of Lot 7 being resubdivided in the future, and Rockwell said it was possible, but the applicant also has a private agreement not to do that for 25 years. She noted that any resubdivision would have to come back before the Commission. Gibson asked whom this private agreement was with. Rockwell indicated it was with the other owners of property in the Highland Heights Subdivision. Gibson asked why the applicant entered into this private agreement. Rockwell said that would be a question for the applicant. Todd Gordon. 1520 Dubuque Road, Iowa City, referred to the memo he submitted that outlined the issues of access from Lot 7 to Highway 1. He said that when they originally bought Lot 5, there were no impediments to the plat. He said an agreement was made to some boundary changes, but they were unaware of changes in access to Highway 1. He said this was why he went to the County, which referred him to the State. He said the IDOT designed the access way. Gordon said purchase of Lot 1 of Furrows Edge was to square off Lot 7 to make a better area for his residence. He said he does not plan to develop Lot 7. He noted the time, money and effort that has been put into constructing the access to Highway 1. Supple asked for clarification of the lot numbers in the subdivisions. Staff and the applicant explained the plat numbering. Gibson asked about the private agreement. Gordon said the agreement was made with the Homeowners Association, because he and his wife have no intention to develop Lot 7, except for their own house. Gibson asked if Gordon was willing to go forward with that agreement and have it become a permanent restriction to for anything other than one house Lot 7. Gordon said he could be, but he did not feel it was fair to make such a restriction. Gibson asked what consideration Gordon received for entering that agreement. Gordon indicated he did not receive anything. Gibson suggested that it may not even be a binding agreement under those circumstances. Minutes - November 21, 1996 Iowa City Planning and Zoning Commission Page 3 Bovbjerg asked if Lot 7 used to be Lot 5 and when the access restriction to Highway 1 was noted on the plat. Gordon indicated the restriction changed when the lot in question became "7" and it was not that way when it was Lot 5. He added that he bought the lot when it was Lot 5. Starr asked if the configuration of the lot was changed. Gordon said the configuration was changed to allow the pond to be available for all the residents in the Homeowners Association to enjoy. Bovbjerg asked if the restrictions were known to those who owned the lots in this area. Gordon said the restrictions were known to others, but he had no knowledge of the problem with access to Highway 1. Bovbjerg asked if this restriction of access would be filed with the appropriate governmental body and be on record with the title. Rockwell indicated the access restriction had been recorded with the plat. Bovbjerg said this should have been known then to anyone when they did a title search. She asked if someone could put a restriction on a property without the owner's knowledge. Gordon said the restriction was not there when he originally purchased the property and he clarified the timeline of events. Rockwell pointed out that when the resubdivision took place last year (1995) and Lot 5 was split, the Commission, Council and County Supervisors approved the plat with the note to restrict access to Highway 1 from that the new Lot 7. Gibson asked Gordon if he was the owner of the property at that time. Gordon said he was the owner. Gibson asked if he was aware of the restriction placed on the property and if he was a party to the changes. Gordon said he was not involved in the reparceling of those outlying lots. Gibson said there are fact questions that need to be addressed, because the events don't make sense as presented. Gordon clarified that he entered into a purchase agreement in 1995 and in that agreement boundary changes were to be made. Gibson said that only having a purchase agreement does not mean Gordon owned the property. Mitchell indicated that this was correct. Gordon did not own the property if there was only an agreement of purchase. He said there is the presumption of notice for the plat changes. Bovbjerg said the purchase and resubdivisions and restrictions all happened at about the same time. Rockwell added that the purchase agreement was contingent on the resubdivision. Gordon said the boundary changes were agreed to, but not resubdivisions. Rockwell explained that those are one in the same. Gordon added if safety was the issue, it didn't seem that the DOT would give him permission for access, if they did not feel it was safe. He did not see the safety risk considering the distance of his proposed drive from the other nearest access points on Highway 1. Public Discussion. Glen D. Meisner. MMS Consultants, appeared on behalf of Mr. Gordon to address some of the safety concerns. Meisner indicated he has had many years of experience working as a county engineer and in related positions. He agreed the City had the right to review the driveways in the platting process. He pointed out that Highway 1 is classified as a grade 6, which puts it at the bottom of the classifications of highways. Restrictions to access are made on the basis of sight distance and spacing. The City has agreed with the DOT that there is adequate sight distance on this driveway and probably more than needed. Meisner said spacing is the other concern. From Fox Lane'south of this driveway up to Penny Lane, there is about 900 feet of distance. From Penny Lane up to Dingleberry Road, there is about 1900 feet (600 meters). The distance of spacing required on a type 3 highway is 300 meters, type 4 is 200 meters. This shows the drive more than meets the spacing requirement. Meisner noted that the resubdivision reduces the number of lots from five lots to three. He said Minutes o November 21, 1996 Iowa City Planning and Zoning Commission Page 4 figuring eight vehicles per day per lot, there is a decrease of 16 vehicles per day in traffic due to the reconfiguration. This is a significant improvement in traffic flow and adds to the safety of the driveway. He added that the DOT has given Gordon a Class "C" permit for the driveway, which is for light traffic flow and limited residential use. Meisner encouraged the Commission members to visit the site to appreciate the situation. He repeated some of the points from the Iowa DOT letter about access to the property. Meisner addressed the plat issue. He pointed out Gordon was not the owner at the time those changes occurred. He did not sign any documents and he did not have knowledge of the changes. Gibson pointed out that if he wasn't the owner at the time the restrictions were made, when he did not do the investigating needed pdor to purchasing the property. Meisner pointed out the only way to resolve this was before this Commission. Jakobsen asked for distance measurements that Meisner had not mentioned. He said the Lot 7 driveway is 550 feet from Dingleberry Road. Bovbjerg asked for the measurements of the driveway from Penny Lane. Meisner said it was 200 meters. Starr asked whether Gordon was willing to make the private agreement a permanent public agreement. Gordon asked if agreeing to another restriction would make a difference to the decision of this Commission. Starr pointed out it could be a factor. Mitchell said it could be treated as a covenant on the land like the previous restriction. Starr asked about the nature of the driveway. Meisner said the DOT has labeled the driveway as a Type C access, which is low density access. He said Penny Lane is a type B. The type C would not allow access to a residential subdivision if it were ever to occur on Lot 7. Chair asked if Type C would limit access to Highway I from Lot 1 of Furrows Edge. Rockwell indicated it would not, it allows access for a couple of residences. Supple asked if the use of the property would just be residential. Gordon indicated that raising ponies is their hobby. It is not a business. Larry Schnittjer. MMS Consultants, clarified that if the area is ever subdivided again, it would come back before this Commission. Also, the Type C access is not just for residential uses, it is for a private drive like a farm would have. Public discussion closed. Starr proposed the idea of deferring this item in order to explore some alternatives. Bovbjerg indicated it was her opinion that this is a complicated case so deferral would be good. Starr asked if the applicant was interested in a waiver of the limitation period in order to pursue some discussion with staff on alternatives. Supple indicated her interest in visiting the property to see the site. Gibson asked what is new. He said this issue has come up many times before. He asked what makes this matter different from similar cases that the Commission has considered. Bovbjerg moved to recommend approval of SUB96-00~7. an application for a preliminary and final plat approval of Highland Heights Subdivision, Part Three, and SUB96-0025, an application for a preliminary and final approval of Furrows Edge, Part II, to the Commission's December 5, meeting. Supple seconded the motion. The motion carried on a vote of 5-1, with Jakobsen voting no. Starr asked if the applicant needed any other feedback from the Commission. Gibson suggested that the applicant has enough information to make a proposal and it was not the Minutes - November 21, 1996 Iowa City Planning and Zoning Commission Page 5 Commission's job to discuss this any further. Mitchell made himself available to help the applicant with any legal questions. VACATION ITFM: VAC96-0007. Public discussion of a request submitted by Chester and Retta Pelsang to vacate the north 12.5 feet of the F Street right-of-way for a distance of 75 feet immediately west of First Avenue. (45 day limitation period: December 6,1996) Kugler explained the vacation item, The applicant is improving this property and is required to include the handicapped parking space. The vacation would leave a 12.5 foot right-of-way. Staff recommends that VAC96-0007 be approved subject to the retention of an easement for an existing sanitary sewer and any other utility on the property. Bovbjerg asked about the pavement done recently for the parking area. Staff said the handicapped accessible space is there now and there already is an easement. John Beasley, representing Dr. Pelsang, 321 E. Market Iowa City, said Dr. Pelsang and the City have been working on this parking issue for several months. The City has already agreed to an easement, but Dr. Pelsang wants to purchase the area to have control of his parking area. He feels this would benefit his practice and help with the improvements of the property. Public 'discussion. There was none. Public discussion closed. Supple moved to recommend approval of VAC96-0002. a request to vacate the north 12.5 feet of the F Street right of way for a distance of 75 feet immediately west of First Avenue, subject to the retention of an easement for an existing sanitary sewer and any other utility on the property. The motion was seconded by Gibson. Staff indicated the easement requests will be in before the Council Meeting. TCI has already indicated an interest due to cables, The motion was approved on a vote of 6-0. RE7ONING ITI=M: RFZ96-0020. Public discussion of an application submitted by Walden Woods II Associates to rezone 40.7 acres located north of Rohret Road and east of Highway 218 from Low Density Single-Family Residential (RS-5) to Sensitive Areas Overlay/Medium Density Single-Family Residential (OSA-8) zone. (45-day limitation period: December 2, 1996.) Kugler indicated the area requires a Sensitive Areas Overlay designation due to the wooded areas and Willow Creek. This does not effect the plan for development since the area was generally designed around the sensitive areas. He described the types of housing planned in Minutes - November 21, 1996 Iowa City Planning and Zoning Commission Page 6 the development. Staff recommended deferral to allow correction of a number of deficiencies found in the plan. Upon resolution of these items, staff recommends approval with conditions. Bovbjerg asked if any of the deficiencies have been resolved. Kugler said they have made some progress and hoped to have them resolved or the second meeting concerning this item. Starr was concerned about not having enough time to evaluate the comments. He indicated they were on the second round of corrections to the plan. Starr asked about Lot 53. Kugler said that it was included because density from the eastern portion of the site was shifted to the higher density portion. Gibson asked what decided density. Kugler indicated it was an evaluation of the property. The plan needed to be submitted before any approval is given. Gibson asked what determines the capacity. Kugler said the plan would be evaluated when submitted, and the criteria would be scale, parking, screening, neighborhood compatibility, and other concerns. Miklo indicated the density will be shifted and the judgment on the plan will be reserved. Starr asked how the 120 units is determined. Staff said the 250 units would be the maximum for the whole site. Starr asked how the change in zoning effects the parcel. Staff said this approval would limit the parcel to 250 units. All the other design and planning issues for Lot 53 will be reviewed and discussed at a later time under a separate application. Supple asked about the density transfer's effect on the property. Kugler indicated the density and number of units are within RS-8 for the entire parcel. It would just be distributed unevenly on the property, with more units to the west and fewer along Walden Wood. The protection of acreage around the creek is provided for as well. Bovbjerg asked if this was the only way to have townhomes and apartment buildings, or if it could be done as an OSA-5. Kugler said the density per acre is higher in RS-8, but the housing configuration and types could be the same. Supple asked what. the precedent was for this type of decision; to hold the density to 5 per acre. Miklo indicated the Idylwild development was changed in this way. Starr asked about the need for re- subdivision. Kugler indicated that a preliminary plat would need to be filed. Mike Braverman, Walden Wood II Associates, said that regardless of what happens on Lot 53 they will not be back to ask for a change in density. They want to lock in a number for density now so plans can be made for the design of the entire property. Bovbjerg asked about providing buffers along 218 and the conditions requiring a screen. 'Kugler indicated this was the time to voice those concerns and put those requirements on the property if the Commission intends to. Gibson asked for a cross section view across the Highway to see the contour. Schnittjer explained how the proposed grading would affect this area. Bovbjerg pointed that in a low area lights and sound from the highway would be an issue. Schnittjer noted where the highway would be above or below the dwelling units. He suggested that the noise becomes background and is not noticeable after a short time. Public Discussion, Sharon McDonald, Walden Woods Neighborhood Association, voiced concerns about traffic and access that forces traffic through their neighborhood. She explained the concern about the potential traffic problems with the 250 units on the property and the Mormon Trek Village development combined. Minutes - November 21, 1996 Iowa City Planning and Zoning Commission Page 7 Gibson suggested when she attends the next meeting to include alternatives and suggestions to the problems. Bill Happal. 2355 Willowbrooke Lane, said he was the developer of Walden Wood and pointed out the street plans with the new plot. He said the main traffic was supposed to flow down a collector street through Walden Wood but the design has been changed to encourage traffic to use Rohret. He said the Sharon connection would have Walden Wood residents using it to get to Melrose and the Highway. He described the character of the development as single family moving to multi-units towards the Highway. He outlined the elderly housing plans but said it was subject to the buyer receiving HUD financing. McDonald said Weber School is in the area and that there are many children in these soon to be high traffic areas. She suggested not having Sharon Road extended thereby decreasing the traffic through her neighborhood, Bovbjerg asked if the units were going to be marketed to a specific market. Staff said marketing may not be restricted. Bovbjerg said there is no guarantee there won't be families in those areas of the development. Happal said the design of the units will lend itself to empty- nesters not families with children. Public Discussion closed. Gibson moved to defer RE796o00~0, an application submitted by Walden Woods II Associates to rezone 40.7 acres located north of Rohret Road and east of Highway 218 from Low Density Single-Family Residential (RS-5) to Sensitive Areas Overlay/Medium Density Single-Family Residential (OSA-8) zone. Jakobsen seconded, Starr stated that the neighborhood group did a good job in presenting their concerns. He said that he felt that the development design addressed many of their concerns. He said the proposal complied with the comprehensive plan and was a reasonable development for this area. The motion passed 6-0, Bovbjerg thanked the neighborhood for their comments. She said that the City will need to monitor and respond to traffic conditions on the west side of Iowa City as this area develops. CONSIDER THE NOVEMBER 7. 1996, PLANNING AND ZONING COMMISSION MINUTES: Gibson moved to approve the minutes from the November 7, 1996 meeting and Jakobsen seconded. The motion passed 6-0. OTHER BUSINF:SS: There was none. PI ANNING AND ZONING COMMISSION INFORMATION: Minutes - November 21, 1996 Iowa City Planning and Zoning Commission Page 8 Bovbjerg mentioned the civil liberties flyer and its relation to the political sign issue. She said the Commission did a good job resolving the issue that other communities had problems with. ADJOURNM!=NT: Bovbjerg motioned for adjournment and Gibson seconded. The meeting was adjourned at 9:t 5 p.m. Lea Supple, Secretary Minutes submitted by Brandy Dulceak rN~in~rm~lt-2'i.ckx= COUNCIL (LISA, 1 SIDED) MINUTES IOWA CITY PLANNING AND ZONING COMMISSION DECEMBER 5, 1996 - 7:30 P.M. COUNCIL CHAMBERS PRELIMINARY Subject to Approval MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Richard Gibson, Jane Jakobsen, George Starr, Lea Supple STAFF PRESENT: Bob Miklo, Melody Rockwell, Scott Kugler, Sarah Holecek, Traci Howard OTHERS PRESENT: David Dawes, Larry Schnittjer, Judy Pfohl, David Melot, Dianne Rash, Sharon McDonald, Chris Reed, Todd Gordon RECOMMENDATIONS TO THE COUNCIL: Recommended approval, by a vote of 6-0, of REZ96-0020, an application submitted by Walden Woods II Associates to rezone 40.7 acres located north of Rohret Road and east of Highway 218 from Low Density Single-Fam'ily Residential (RS-5) zone to Sensitive Areas Overlay/Medium Density Single-Family Residential (OSA-8) zone, subject to a conditional zoning agreement requiring the extension of Shannon Drive north to the property line be installed' coincident with the development of Lot 52, the incorporation of traffic calming techniques into the design of Shannon Drive or redesign of the street system to discourage cut-through traffic, noting that no specified number of dwelling units is being approved for Lot 53, which will be the sabject of a future ODPH rezoning prior to development, and subject to approval of a Grading Plan prior to Council consideration. Recommended denial, by a vote of 6-0, of SUB96-0027, a preliminary and final plat of Highland Heights Subdivision, Part Three, a resubdivision of Lot 7 of Highland Heights Subdivision, Part Two, a 15.52 acre residential lot located in Fringe Area A east of Highway 1 and south of Dingleberry Road to allow direct access to Highway 1 from Lot 7. Recommended approval, by a vote of 6-0, of SUB96-0025, a preliminary and final plat of Furrows Edge, Part II, a resubdivision of Furrows Edge, Lots 1-4, a two-lot, 16.4 acre residential subdivision with one outlot restricted to agricultural uses located in Fringe Area A east of Highway I and north of Penny Lane subject to a note on the plat and a provi- sion in the legal papers stipulating that a 40-foot wide perpetual access easement will be maintained between Lots 1 and 2 connecting Outlot A to Penny Lane to assure off- highway access to Outlot A should the plat be amended in the future to permit construc- tion of a residence on the lot, and that a note be placed on the plat prohibiting direct access to Highway 1 from Outlot A. CALL TO ORDER: Chairperson Starr called the meeting to order at 7:37 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. Planning and Zoning Commission December 5, 1996 Page 2 ANNOUNCEMENT OF VACANCIES ON CITY BOARD AND COMMISSIONS: Starr said the City Council was supposed to make quite a few appointments at their last meeting. Current vacancies include: (1) one six-year term on the Airport Commission ending March 1, 2003, and (2) one five-year term on the Johnson County/Iowa City Airport Zoning Board of Adjustment ending February 26, 2002. These appointments will be made at the Iowa City City Council meeting on January 14. Starr encouraged the public to pick up an application at the City Clerk's office. REZONING ITEMS: REZ96-0019. Public discussion of an application submitted by Ed and Cheryl Sobaski to rezone approximately .76 acres located at the southwest corner of Waterfront Drive and Southgate Avenue from Intensive Commercial (C1-1) zone to Community Commercial (CC- 2) zone (45 day limitation waived), and discussion of a request submitted by Ed Sobaski to amend the Zoning Chapter to allow child care facilities in the C1-1 zone by special exception. Rockwell requested that this item be deferred to the Commission's December 19 meeting. Staff is working on child care regulations, taking a look at whether child care should be permitted in the C1-1 zone and other commercial zones as well as industrial zones. Staff is also looking at whether child care facilities are over regulated in residential zones. She said a survey of 14 cities in Iowa and midwestern university towns was being conducted to get an idea of how other jurisdictions regulate child care. Rockwell said that staff would have a report for the December 19 meeting. Public discussion: David Dawes, Pepperwood Nei.(:lhborhood Association, informed the Commission that this matter was discussed at the most recent neighborhood meeting, and it was favorably received. He understood that there are some rezoning concerns, but stressed that the issue needed to be considered as soon as possible due to the HACAP building completion time frame. Starr said this item was put on the Commission's pending list and it was moved to the No. I priority so it could move through as quickly as possible. Public discussion closed, MOTION: Supple moved to defer consideration of REZ96-0019, an application to rezone approximately .76 acres located at the southwest corner of Waterfront Drive and Southgate Avenue from Intensive Commercial (C1-1) zone to Community Com- mercial (CC-2) zone and discussion of a request to amend the Zoning Chapter to allow child care facilities in the C1-1 zone by special exception. Bovbjerg seconded the motion. The motion carried on a 6-0 vote. REZ96-0020. Public discussion of an application submitted by Walden Woods II Associ- ates to rezone 40.7 acres located on the north side of Rohret Road, east of Highway 218 from Low Density Single-Family Residential (RS-5) zone to Sensitive Areas Over- lay/Medium Density Single-Family Residential (OSA-8) zone. (45 day limitation period waived to December 5, 1996) Planning and Zoning Commission December 5, 1996 Page 3 Kugler said the item was deferred from the November 21 meeting. At that time, staff recommended deferral because of technical deficiencies. Kugler reported that all of the deficiencies were taken care of and staff recommended approval subject to a conditional zoning agreement requiring the extension of Shannon Drive north to the property line coincident with the development of Lot 52, the incorporation of traffic calming techniques into the construction of Shannon Drive which have been included on the plan, and that there is no specified number of dwelling units being approved for Lot 53, which will be the subject of a future OPDH rezoning prior to development. It was also noted that this should be subject to a grading plan prior to City Council consideration. The Commission had the most up-to-date plan in front of them that met all the identified deficiencies, and reduced the number of units by one (one of the townhouses), totaling 249 maximum units on the property. Supple asked how many driveways were possible off Lots 1-4. Kugler said the maximum number is five. He said Lot 1 is large enough for a duplex, but he thought the plan was to put a zero-lot line unit on each lot. Larry Schnittjer of MMS Consulting addressed the Commission on behalf of the applicant. He said Lot 1 is large enough for a duplex, but with the 40-foot required setback from Rohret Road, it is likely that only half of a duplex will be placed on the lot. He said it depends if the driveways are physically separated on the property or the garages are together on the zero-lot line, as to how many driveways there will be. There will be a driveway for each structure on each lot. Supple asked if Schnittjer would anticipate eight driveways on four lots. Schnittjer said no, only four driveways at the most and possibly two if the duplex garages are set together, and the entrance doors are on the outside. Kugler mentioned that each lot would have one unit. Jakobsen asked if there was a development timeline for the property, as to which areas are to be developed first or second. Schnittjer said that most of the east part will be improved for the initial development. The project for Lot 53 has not been submitted to MMS for final review, and Lot 52 will not be developed until at least two years from now. Gibson asked if Lots 10-18 and 26-35 will be developed and probably exit through Walden Woods, or if Shannon Drive would be constructed initially. Schnittjer said that Shannon Drive will be constructed down to Lot 51 at least initially, because they want to develop a mix of housing types, and the current development layout has the small single-family lots available. He wanted part of those to be available as well as part of the zero-lot line duplexes and other structures to be available. A good share of this will be improved with the initial development. Bovbjerg asked if the proposed streets that go on the lower numbered lots would serve mostly that development. Schnittjer said yes, and that it would provide a secondary access for the existing Walden Woods. He noted there will not be a through street constructed to Melrose until Galway Hills needs it and the Walden Hills developers are ready to build on Lot 52. Starr asked if there was a possibility that Shannon Drive could be constructed prior to the development of Lot 52. Kugler said staff is suggesting that the construction be tied to Lot 52 development, because the developer does not have much incentive to build the road much farther north to the property line. It could be completed in Galway Hills to the property line before the Lot 52 development occurs. In all likelihood, the City will not Planning and Zoning Commission December 5, 1996 Page 4 construct the roadway. Until Lot 52 is developed, it is unlikely that the applicant would be interested in extending the roadway. Schnittjer said MMS spent a lot of time trying to design a plan that would limit the amount of traffic going toward Walden Woods by doing T-intersections with the north-south street on the east side of this property and stopping Cole Drive as soon as possible without putting a cul-de-sac on the end of it. The housing types are along the east boundary almost identical to what is available in Walden Woods. He said the developers have tried to be conscious of what the neighbors already have. Bovbjerg asked if the traffic calming techniques would go in while the road is being developed. Schnittjer said yes, once they get a design approved by Public Works and Planning, that is the way the street will be constructed and the builders instructed. Bovbjerg noted that this would build a traffic calming neighborhood street from the start; this is the first to be proposed this way. Schnittjer noted that an example of this calming technique was retro-fitted on Washington Avenue, but this development will not have the same zig-zag effect. Public discussion: Judy Pfohl, represented the Ty'n Cae Neighborhood Association and Walden Woods residents who have discussed the rezoning application, and had a number of points to bring before the Commission. She mentioned some neighborhood petitions that were presented to the Commission, but with the holidays, the whole neighborhood had not gotten together to discuss the issue. Their main concern is the applicants trying to rezone to a higher density. She figured if there are 40 acres and 70% is developable, then 140 units would be reasonable on the lot if it remains an RS-5 zone. If the zone is increased to an RS-8 zone as requested, the acceptable number of units will increase to 224. There is already a traffic count concern on Rohret Road. In 1994, the Mormon Trek count was 11,500 cars north of Rohret and 7,500 cars south, with many of the northbound cars ending up going down Benton Street. If there are 343 undeveloped acres that are devel- oped at RS-5 instead of RR-1, 12,000 more cars will go down Rohret. An RS-8 zoning would add 19,000 more cars. It is a collector street, but this would add more cars than needed at this point. Pfohl said neighborhood residents are concerned about the rule requiring Shannon Drive to connect up to Galway Hills. Since the road connection would not be required until Lot 52 is developed, there would be about 220 units going back out on Rohret or cutting through Walden with no other alternative to the north. The effect of diverting the traffic to existing neighborhoods, because it is the fastest and easiest way out is making them into major collector streets. Coil Drive is already opposite Mormon Trek Village, which is supposed to have an exit coming out at this point. This will add even more traffic, and there are already problems with traffic going through Walden Wood to bypass stoplights. Pohl mentioned the signal at Rohret is not permanent yet and there are no crosswalks or turn lanes. The Mormon Trek Village of 232 lots is not full, so she asked if there is a need for higher density when there are still open lots. The majority of Mormon Trek along this side of Highway 218 is already very densely populated compared to the rest of Iowa City. Adequate buffers are discussed between Highway 218 and along Rohret, and Pohl suggested adding buffers along the Walden Wood section too. The plan is only compatible for 400 feet with single-family homes and condominiums. The new school is already at capacity, so adding more housing and families with school-aged children to the area would Planning and Zoning Commission December 5, 1996 Page 5 create a problem. No buses go on Rohret, so cars are the only option. Area residents and petitioners are still complaining about the increased density of Mormon Trek Village, and the group of neighbors successfully convinced the commission and the City Council to decrease the density of that development. The group hopes to do the same with this issue. Finally, Pohl requested that the Commission meeting notices be sent out sooner; maybe two weeks in advance. She received a notice for a Monday working session and a Thursday open meeting the previous Saturday. David Melot, 2601 Walden Road, discussed the current status of Walden Road and showed supporting overhead transparencies. The first transparency was titled "Walden Hills Daily Projected Vehicle Trips." It multiplied the seven trips per housing unit during a one-day period times 250 units to get 1,750 vehicle trips. For 370 units, the vehicle trips more than double to 2,590. Currently, Walden Wood has approximately 75 units equaling 525 vehicle trips, but this is split in half with travel available on Cole Road and Walden Road. Currently, Walden Road is inundated with traffic bypassing the stoplight at the intersection of Rohret and Mormon Trek. Walden Road already functions as a cut-through street from Mormon Trek to Rohret Road, even though it was not designed this way, because there are no traffic calming features built into the road design. After Mormon Trek Village comes on line, Melot said there will be an increase of cars in the area. The bottom line is that the increased density from Walden Hills, Mormon Trek Village and the cut- through traffic will seriously overload the area. Dianne Rash, 53 Jensen Court, said before she purchased her house in the first Walden Wood development, she called to find out the area zoning, because there was a lot of open area around the neighborhood. While she realized that zoning is always open to change, she found it frustrating that her neighborhood will be boxed in by apartments. She mentioned that her neighborhood is quite diverse in housing, and had she known that so many apartments would be around her house, she probably would not have purchased the house in that area. Sharon McDonald, Walden Woods Neighborhood Association, commended staff for working hard on the plan, and the developers for designing nice units. She described the specific recommendations from the neighborhood association. First, have Shannon Drive extended through Galway Hills connecting to a street up there to have two exits from the new development, and to keep in accordance with existing subdivision regulations requir- ing connections between adjacent neighborhoods. The project should be part of the original plan, not deferred for years. Second, the rental units and condos should be removed from the plan to decrease the numbers of cars. Third, put in a stoplight at the intersection of Shannon and Rohret. Fourth, if the units that will run along Walden Woods will be zero lot-line, add a line of trees between Walden Woods and Walden Hills. McDonald noted a visual difference between the appearances of rental homes and owned homes. She requested more information about the plan to discourage families with small children from moving into the development. She noted that Weber School is almost full and more children moving into the area would cause redistricting and more bussing, which would destroy the neighborhood school concept. Supple asked if McDonald wanted Shannon Drive to extend all the way through to Melrose. McDonald said yes, to provide another entrance/exit. Supple asked where McDonald would like another line of trees. McDonald wanted the trees to separate the existing homes from the proposed rental units. Gibson mentioned that a line of trees in .Planning and Zoning Commission December 5, 1996 Page 6 the suggested area is already shown on the plat as existing. Schnittjer said there is an existing line of trees along the west side of Walden Woods, the east side of this project. He was not sure how many trees were retained with the Walden Woods development, but the developers plan to retain as many as possible in this development. There is no intended tree barrier scheduled in the project plans. Schnittjer addressed the points brought up during public discussion. No rental units were planned at the present time; they are all condominiums with the exceptions of Lots 8-37, which are all single-family homes, like in Walden Woods. The remaining numbered lots are the zero-lot line duplex structures, each owned by a family. He explained that tech- niques to discourage families with small children on Lot 7 included not constructing extra bedrooms or extra space necessary for children. Also, he anticipated that Shannon Drive would be extended to the property line as soon as construction began on Lot 52. Kugler said that regardless of what the plan says or what the intentions are, there is nothing to prevent any property from being rented, as long as a rental permit is issued. Bovbjerg noted the way different home types are interspersed does not dictate the economic arrangement. Chris Reed, asked if there was a rule that a home cannot become a rental unit. He used an example of a woman renting an apartment in her house, and not being able to continue doing this, because her neighbors complained. Starr said this is because she was not renting out the entire structure, but had created an additional dwelling unit in her home. Kugler said that the zoning may have been single-family, and if she was trying to rent an apartment, she probably could not get a rental permit in that situation. Jakobsen asked where the nearest bus stop would be for this area. Kugler said that it passes the corner of Rohret and Mormon Trek. Pfohl said that it stops at Benton and Mormon Trek, but there is no bus on Rohret. Kugler noted that as the area develops bus routes may be adjusted to accommodate the new development. Public discussion closed. MOTION: Supple moved to recomment approval of REZ96-0020, an application submitted by Walden Woods II Associates to rezone 40.7 acres located north of Rohret Road and east of Highway 218 from Low Density Single-Family Residential (RS-B) zone to Sensitive Areas Overlay/Medium Density Single-Family Residential (OSA-8) zone, subject to a conditional zoning agreement requiring that the exten- sion of Shannon Drive north to the property line be installed coincident with the development of Lot 52, the incorporation of traffic calming techniques into the design of Shannon Drive or redesign of the street system to discourage cut-through traffic, noting that no specified number of dwelling units is being approved for Lot 53, which will be the subject of a future ODPH rezoning prior to development, and subject to approval of a Grading Plan prior to Council consideration. Bovbjerg seconded the motion. Starr commented that the proposed development falls within the density range of the Comprehensive Plan. Kugler said the Comprehensive Plan land use map indicated that this land should be developed as residential at two to eight dwelling units per acre. Starr said this is important, because the Comprehensive Plan is an important community document for looking at density issues. The plan is one resource used for policy decision Planning and Zoning Commission December 5, 1996 Page 7 making that provides information pertaining to what is appropriate for certain areas of town. There can be different zones within one area of the Comprehensive Plan that could accommodate the densities. Bovbjerg said the whole Rohret/Melrose area will need more plowing, garbage pickup and must include bus service. One thing that needed to be done is to arrange bus schedules so these people can be picked up. She suggested changing the routes, but was not sure the type of formal request necessary, or who to approach to change the routes. These changes would have an enormous impact and need to be anticipated, especially if more garbage trucks or buses are necessary. Kugler said he would pass those comments along to the transportation planners to look at those issues, but until. development is there, there is no need to extend the bus route. Once development occurs, those services need to be extended. Starr asked at what point could a traffic calming study take place in this area to identify problems. Kugler said that Public Works and JCCOG are working with guidelines for retro- fitting existing residential neighborhoods with traffic calming techniques. Some features will be tested, but it would take someone from the neighborhood to contact Jeff Davidson, or someone else in the Planning Department to request a study and see if those features are appropriate. Starr said the City would not necessarily initiate the study. He recom- mended that the neighborhood associations request those studies. The motion carried on a 6-0 vote. Starr thanked all the meeting participants, commending their organized and well-run efforts. Kugler said the public hearing on this item will occur at the January 14 Council meeting. He said that staff will try to get word of the meeting out through the Neighbor- hood Services Coordinator, or interested parties can contact staff. DEVELOPMENT ITEMS: SUB96-0027, an application submitted by Todd Gordon for preliminary and final plat approval of Highland Heights Subdivision, Part Three, a resubdivision of Lot 7 of Highland Heights Subdivision, Part Two, a 15.52 acre residential lot located in Fringe Area A south of Dingleberry Road and east of Highway 1. (45-day limitation period waived to January 6, 1996) SUB96-0025, an application submitted by Todd Gordon, on behalf of property owners Karl and Leota Buchmayer and John P. and Dianna Fuhrmeister, for preliminary and final plat approval of Furrows Edge, Lots 1-4, a two lot, 14.16 acre residential subdivision with one outlot located in Fringe Area A east of Highway 1 and north of Penny Lane NE. (45-day limitation period waived to January 6, 1996) Both items were considered at the same time. Rockwell said that the revised preliminary and final plats for both Furrows Edge II and Highland Heights Three have been submitted. Essentially, Lot 1, which was Lots I and 2 in Furrows Edge, has now been indicated as an outlot with a note that restricts its use to agricultural uses. The land encompassed in Outlot A can be used for pasture, crops, farm outbuildings, or other agricultural purposes, but no residence can be constructed on the Outlot. Rockwell said the Highland Heights plat continues to show access from Lot 7 Planning and Zoning Commission December 5, 1996 Page 8 directly onto Highway 1. The access easement that would have connected Lot 1 of Furrows Edge to Highway 1 through Lot 7 of Highland Heights has been removed from the Highland Heights plat. Rockwell said in effect, the resubdivision of Furrows Edge as now proposed will reduce the number of buildable lots from four to two. Lots 1o4 will be resubdivided into two residential lots and one outlot that is restricted to agricultural uses. As noted in the staff memorandum, this does slightly improve the situation by reducing the number of house- holds permitted in the subdivision, and thereby the number of vehicles expected to enter Highway 1 from the subdivision. However, staff still recommended prohibiting direct access to Highway 1 from Lot 7 of Highland Heights because of public safety and prece- dent issues. Staff also continues to have concern about how access to Outlot A will be achieved in the future should the property owner on record at that time request a plat amendment to allow a residence to be built on the lot. Staff recommended that SUB96-0027, a preliminary and final plat approval of Highland Heights Subdivision, Part Three, a resubdivision of Lot 7 of Highland Heights Subdivision, Part Two be denied. Staff also recommended that SUB96-0025, a preliminary and final plat approval of Fur- rows Edge, Part II, a two-lot residential subdivision with one outlot restricted to agricultural uses located in Fringe Area A be approved, subject to a note on the plat and a provision in the legal papers stipulating that a perpetual access easement be maintained over Abbey Road to assure off-highway access to Outlot A should the plat be amended in the future to permit construction of a residence on the lot. There should also be a note placed on Outlot A that prohibits direct access to Highway 1. Rockwell also noted that the Commission has a letter from the applicant, Todd Gordon. Gibson asked where Abbey Road was and how that affected the perpetual easement. Rockwell said that Abbey Road is the curving cul-de-sac platted between Lots 1 and 2. Gibson asked if the language would be clearer if it said Abbey Road went to Penny Lane. Holecek noted that she and Schnittjer discussed including an access easement on the plat along the watermain easement between Lots 1 and 2 up to Outlot A. She asked Schnittjer if this was where the perpetual access easement would be. Schnittjer said they would have to put a 40-foot wide access easement over the common lot line to provide the required access that would be approved at the County level. Rockwell asked if it would improve the situation to stipulate that a 40-foot wide perpetual access easement be maintained between Lots 1 and 2 connecting Outlot A to Penny Lane to assure off-highway access to Outlot A should the plat be amended in the future to permit construction of a residence on the lot. Gibson said yes. Gibson asked the situation for the access easement directly onto Highway 1 if the staff recommendation to deny Highland Heights is followed. Rockwell said the current plat will be followed and access for Lot 7 will be to Dingleberry Road, not Highway 1. Starr noted that these were two separate, but intertwined issues, and questioned the sequence in discussion since there would be two votes. He noted that denying SUB96-0027 could have an effect on the language in SUB96-0025. Rockwell said that no matter what happens with the Highland Heights vote, the resubdivision of Furrows Edge will allow Gordon to have use of Outlot A as a part of his entire property. If the 40' wide access Planning and Zoning Commission December 5, 1996 Page 9 easement is guaranteed for possible future development of Outlot A, it does not matter whether Lot 7 has access to Highway 1 or off Dingleberry Road. Bovbjerg asked if this fails tonight, could the dissatisfied owner come back with another plan. Rockwell said yes. Holecek noted that the applicant can always take the issue onto Council as well. Gibson asked if SUB96-0027 was denied, what would happen if the wrong action were taken on SUB96-0025. Would it make any difference since the easement is already in place. Starr said that it would have to be changed from an outlot to do anything with it. Gordon still wanted use of Outlot A as part of Lot 7. Rockwell said that Gordon would not have to remain in the Furrows Edge Homeowner's Association and he would have a better tax rate on the agricultural land than if the land were buildable. Also, he would not have to build Abbey Road. Gibson asked if the right vote needed to occur to get the best package deal. Holecek suggested asking the applicant since he was the one bringing the issue before the Commission. She asked Gordon if SUB96-0027 was voted down, would he still want SUB96-0025 passed. Gordon said yes. Todd Gordon, the applicant, addressed the Commission. He still felt that safe access from Lot 7 is available to Highway 1 that meets all the safety criteria and county and state guidelines. Starr asked what cor{cerns Gordon had about an agricultural vehicle embargo on Dingleberry Road. He assumed that Gordon was not the only agricultural user affected by the embargo, especially users further to the east. Gordon said that other users further to the east would be able to access through the next road south, and the neighbors to the north have their own access onto Highway 1. He felt that he is limited in his options. Gibson asked if no one else will be impacted by that embargo based on weight. Gordon said yes, the embargo was placed based on vehicle weight, not vehicle type. Public discussion opened: There was none. Public discussion closed° MOTION: Supple moved to recommend approval of SUB96-0027, a preliminary and final plat of Highland Heights Subdivision, Part Three, a resubdivision of Lot 7 of Highland Heights Subdivision, Part Two, a 15.52 acre residential lot located in Fringe Area A south of Dingleberry Road and east of Highway I to allow direct access to Highway 1, from Lot 7. Bovbjerg seconded the motion. Jakobsen said she would vote against the item. She thought that the State should have checked the plat before issuing any access permit to Highway 1. There is a precedent against allowing any more accesses onto Highway 1. Bovbjerg concurred that this was one access too many, and said every future access application should be thought of in the same way. Highway I has a lot of traffic friction. Supple said she drove out to the property Monday, and pulled into and out of the driveway during 5 p.m. traffic. She agreed with Gordon that it is easy to see and is a safe access. She does not see it as a big problem, but it is contrary to the policy and she agreed with the policy of having no more accesses. She said she would also vote no. Planning and Zoning Commission December 5, 1996 Page 10 Starr said he suggested deferral at the last Commission meeting to look for compromises. Some reasonable compromises were discussed and some additional issues came to light. One argument made by Gibson dealt with the policy decision from a land use perspective. He noted that there are reasonable alternatives for Highway 1 access, and other people will be impacted by the embargo issue. He said Todd had not presented compelling enough reasons to go against the policy. The motion failed on a vote of 0-6. Supple moved and Bovbjerg seconded the motion to deny SUB96-0027. The motion carried on a 6-0 vote. MOTION: Supple moved to approve SUB96-0025, a preliminary and final plat of Furrows Edge, Part II, a resubdivision of Furrows Edge, Lots 1-4, a two-lot 16.4 acre residential subdivision with one outlot restricted to agricultural uses located in Fringe Area A east of Highway 1 and north of Penny Lane, subject to a note on the plat and a provision in the legal papers stipulating that a 40-foot wide perpetual access easement will be maintained between Lots I and 2 connecting Outlot A to Penny Lane to assure off-highway access to Outlot A should the plat be amended in the future to permit construction of a residence on the lot and that a note be placed on the plat prohibiting direct access to Highway I from Outlot A. Bovbjerg seconded the motion. The motion carried on a 6-0 vote. CONSIDERATION OF THE NOVEMBER 21, 1996 PLANNING AND ZONING COMMISSION MINUTES: ' There were no minutes available to approve. OTHER BUSINESS Rockwell asked on behalf of Kugler if the Commission would like a slide program when the two historic districts, involving the proposed districts of College Green and East College Street, are presented by the Historic Preservation Commission. The program would show the nature of the districts and the types of structures they are composed of. The Commission indicated that it would like the slide show at its formal meeting so it will be in the public record, as long as it is brief. The Commission will meet on December 19. Miklo said that the January 2 meeting may be canceled, along with the December 30 meeting. Jakobsen mentioned some discussion about the turnoff traffic at West High School and suggestions for a walk light going across First Avenue for students to get to Southeast Junior High School. There was recently another accident in the area, and students are having problems crossing the street. She also suggested considering traffic control at Burlington and Muscatine. There is a three-way intersection with one stop sign going from north to south currently. Bovbjerg noted that there is a point when drivers need to take responsibility for their own driving. Starr thanked the University of Iowa for putting a signal on Hawkins and Elliott Drive. Planning and Zoning Commission December 5, 1996 Page 11 ADJOURNMENT: MOTION: Bovbjerg moved to adjourn at 8:50 p.m. Supple seconded. The motion carried on a vote of 6-0. Lea Supple, Secretary Minutes submitted by Traci Howard. ppdadmin/mlns/p&z12.5.doc IOWA CITY PLANNING & ZONING COMMISSION MEETING THURSDAY, DECEMBER 5, 1996- 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET 2. 3. 4. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Address MINUTES IOWA CITY PLANNING AND ZONING COMMISSION' THURSDAY, DECEMBER 19, 1996 - 7:30 p.m. CIVIC CENTER COUNCIL CHAMBERS PRELIMINARY Subject'to Approval MEMBERS PRESENT: Ann Bovbjerg, Pam Ehrhardt, Dick Gibson, Jane Jakobsen, Lea Supple, George Starr MEMBERS ABSENT: Benjamin Chait STAFF PRESENT: Bob Miklo, Scott Kugler, Melody Rockwell, John Yapp, Sarah Holecek, Anne Schulte RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 6-0, to amend the Zoning Chapter to regulate child care centers as proposed in the staff memorandum dated December 19, 1996, and as set forth in the accompanying table entitled "Proposed Child Care Requirements by Zone, December 1996." Recommended approval, by a vote of 5-0-1, that the City Council forward a letter to the Johnson County Board of Supervisors recommending approval of CZ9656, a request to rezone approximately 40 acres on the north side of Highway 1 West, west of Landon Avenue, from A1, Agricultural, to RS-10, Suburban Residential, subject to the number of access points along Highway 1 being limited to one at the time a preliminary plat is reviewed for this property. Recommend approval, by a vote of 6-0, that the City Council forward a letter to the Johnson County Board of Supervisors recommending that CZ9641, a request to rezone 2.75 acres of a ten acre tract from A1, Agricultural, to RS, Residential, be approved, subject to a shared curb cut being required for the two lots if they are subdivided as a result of the rezoning approval. Recommend approval, by a vote of 6-0, of SUB96-0026, the preliminary plat of Hollywood Manor, Part Six, an 8.2 acre, 24-1ot residential subdivision located on the west side of Sycamore Street south of Burns Avenue. Recommend approval, by a vote of 5-0-1, with Ehrhardt abstaining, of SUB96-0028, a preliminary plat of Walden Hills, a 40.7 acre, 53-1ot residential subdivision located on the north side of Rohret Road, east of Highway 218, subject to the approval of REZ96-0020 by the City Council, and approval of a grading plan prior to City Council consideration of the plat. CALL TO ORDER Chairperson Starr called the meeting to order at 7:35 p.m. Starr introduced Pam Ehrhardt as the new member of the Planning and Zoning Commission. PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 2 PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA Herb Hethcote of the Friends of the Iowa River Scenic Trail (FIRST) distributed information about his organization and maps of current and proposed trails and bikeways for the Iowa City area to the Commission. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS Starr listed the current vacancies on the Airport Commission and the Johnson County/Iowa City Airport Zoning Board of Adjustment. HISTORIC PRESERVATION ITEMS Public discussion of the proposed designation of the East College Street Historic District, located along College Street between Summit Street and Muscatine Avenue. Public discussion of the proposed designation of the College Green Historic District, located generally around College Green Park, along East College Street from Dodge Street to Governor Street, and along South Dodge and South Johnson streets between East College and Burlington streets. Kugler stated that the Historic Preservation Commission has recommended that these two areas be designated as Iowa City historic districts. He added that before these recommendations are forwarded to the City Council, the Planning and Zoning Commission is also, by ordinance, to make a recommendation to the City Council. Kugler said that the recommendation of the Planning and Zoning Commission should be with respect to how these two districts relate to the Comprehensive Plan, the Zoning Chapter, and any proposed public improvements or renewal plans there may be for these areas. Kugler said that the Iowa City Historic Preservation Plan has been incorporated into the Comprehensive Plan. He added that the historic preservation plan calls for the survey of this neighborhood and if identified as historically significant, then the designation of these areas as historic districts or landmarks, whichever is appropriate. Kugler added that the historic designation does not affect the use of the property and therefore, staff sees no conflict between the proposed designation and the land use recommendations as contained on the land use map. He added that no Zoning Chapter provisions should be affected by these designations other than that some provisions of the Zoning Chapter and City Codes could be waived or relaxed in some situations for historic properties. Kugler said that there are no identified improvements in the Capital Improvements Plan for this area. He showed a map of existing historic districts and showed the two districts in relation to the rest of Iowa City. John Shaw, a member of the Historic Preservation Commission narrated a slide presentation. PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 3 He showed slides of buildings in each of the areas and said that the two districts were platted at different times and under different conditions. Shaw said that the College Green Historic District was platted as part of the original town plat of 1839 and that construction of homes that made up the district occurred primarily in the 1800s. Shaw said that it was considered a prestigious area and that prominent families settled in the area because of its proximity to downtown. Shaw said that although the property east of Summit Street was platted in the 1800s, only a few homes were built there until after the turn of the century. He said that smaller lot sizes and more modest homes in the area represent the changing economic conditions of the time and a move away from the downtown area. Shaw said that the College Green Historic District contained a variety of building styles. He said that the East College Street Historic District is more uniform in style, scale, character, setback, and building height. He added that nearly all the homes have prominent front porches. Shaw said that the East College area has been fairly well maintained and has a character reflecting the early 20th century. Doug Russell, Chairman of the Historic Preservation Commission, discussed how the two districts arrived at this point in the legislative process. Russell said that both districts meet all the criteria for Iowa City historic districting. He said that both have National Register of Historic Places nominations pending, both have the unanimous approval of the Historic Preservation Commission, and both have received the approval of the State Historical Society, which has reviewed the nomination papers. Russell stated that all property owners in the area have been given plenty of notice. He added that written notice was provided to each owner of this public hearing and that written notice was given to them of the Historic Preservation Commission public hearing held on November 12, 1996. Russell said that written notice was given to them of two neighborhood meetings held on October 24 and October 28 to discuss the proposals. He said that districts have been on the Historic Preservation Commission agenda since 1989 when it received a letter from an East College Street group asking for this districting. Russell added that the Historic Preservation Commission received a petition in 1991 from the College Green neighbors asking for the same treatment. Russell said that in 1992, the Historic Preservation Plan, which is part of the City Comprehensive Plan, noted that the College Hill Neighborhood, which includes both of these districts, was appropriate for historic districting of some form. He said that in 1994, a grant-funded architectural survey of College Hill recommended designating these two particular districts. Russell said that in 1996, another grant-funded National Register of Historic Places nominations for these two districts gave the detailed analysis to structure the boundaries for the two districts. He added that there have been a number of neighborhood meetings at all stages of the process to keep neighbors informed. Russell said that the Historic Preservation Commission condu(~ted a survey of the property owners in the two districts. He said that of the 47 property owners in the College Green district, PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 4 37 are in favor of the designation, 5 are opposed, and 5 are undecided or. mixed. Russell said mixed refers to someone who still has questions or someone who is in favor of historic preservation but does not want his property designated. Russell said that of the 27 property owners in the East College Street district, 20 are in favor of the designation, 3 are unknown because the property owners could not be contacted, 2 with no opinion, and 2 split households in which the two property owners disagree. Russell therefore asked the Planning and Zoning Commission recommend approval to the City Council. Kugler referred to the protest form opposing the designation submitted by the owner of 223 South Johnson Street. Bovbjerg asked Kugler what the property owner's options are if he does not want to be included. Kugler said that the historic preservation regulations do not require owner consent. He said that if the owners protesting comprise more than 20% of the proposed district, then a supermajority vote of the City Council would be required. Kugler said that the City Council could also either delete or recommend to the Commission that some properties be removed. Kugler said that any response by the Planning and Zoning Commission to a particular property owner protesting his property being designated would have to be based on a conflict with zoning or public improvements or any conflicts with the comprehensive plan. Gibson asked why the property at 223 South Johnson Street was included in the district to be designated. Russell responded that it was based on the recommendation of the consultants who did the College Hill survey, the recommendation of the two additional consultants who did the National Register nomination, and the Secretary of the Interior standards. Russell said that his Commission believes that architecturally and historically, the building is appropriate to be included. Ehrhardt asked what the process would be if a property owner wanted to apply for a demolition of his building. Kugler said that before the demolition permit could be issued, a certificate of appropriateness would have to be issued by the Historic Preservation Commission. He said that this would involve the Historic Preservation Commission reviewing the plans as well as the condition of the building and whether it is a contributing or non-contributing structure. Kugler added that the Historic Preservation Commission could deny the certificate of appropriateness but that its decision could be appealed to the City Council. Starr said that it was important for the Planning and Zoning Commission to keep in mind that it is the responsibility of the Historic Preservation Commission and the City Council to determine whether or not the districts are historically significant. He said that the reason the items come through the Planning and Zoning Commission is to give it an 'opportunity to review the zones with the respect to the relation to the comprehensive plan, zoning ordinances and other plans for the renewal of the area. Public discussion on the proposed designation of the East College Street Historic District located along College Street between Summit Street and Muscatine Avenue: There was none. Public discussion closed. PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 5 MOTION: Bovbjerg moved to defer designation of the East College Street Historic District located along College Street between Summit Street and Muscatine Avenue to the meeting of January 16, 1997. Jakobsen seconded the motion. The motion carried on a vote of 6-0. Public discussion of the proposed designation of the College Green Historic District, located generally around College Green Park, along East College Street from Dodge Street to Governor Street, and along South Dodge and South Johnson streets between East College and Burlington streets. Jeff Cox, 112 South Dod.cle Street, said that he lives in and owns a p?operty on College Green Park and he strongly supports the designation. Gre.q Schott, 217 -219 South Johnson Street, said he is totally opposed to any more restrictions on his property. He said he rents his properties and that the block where they are located is already 3/4 commemial. Supple asked about this and Kugler said that the area along Van Buren Street within the block is zoned CB-2, Central Business Service. Gibson asked if there are any other areas in the overlay zone designated for anything other than residential use. Kugler said that the area is either RM-12 or RNC-20. The CB-2 property is not included within the proposed historic district. Tom Martin, 223 South Johnson Street, said that he is opposed to the designation of his property and stated that his reasons are listed in his letter of formal protest. He said he objects because he is concerned about restrictions on future uses of the property. Martin said he is also concerned about the number of regulations imposed on his property. Martin said he used the "Iowa City Neighborhood Design Book" to see if his property would qualify and he said that it does not because it has many non-recommended features, most of them required by the Iowa City Building Inspector. He said, therefore, that his building is not historic because of changes he has done that have been required by the City. Martin added that he is not opposed to the designation in general, but is for his property. Geor.qianna S. Hoffmann, 1016 East Colle.qe Street, said she supports the East College Street Historic District. She said that the property next door to hers was demolished and replaced with a monstrosity. Hoffmann said she supports the efforts and work of the Historic Preservation Commission. Martha Gordon, 1123 East College Street, said she is also in favor of the historic district designation and cited the building that was demolished in her area as a reason to support the designation. Jim Kerr, 706 East Colle.qe Street, said that he owns a rental property in the district that is named as a contributing building. He said that he first learned of the proposal this fall at the time of the two neighborhood meetings. He said that a large portion of the original porch on his building has been removed and that it is sided with textured vinyl siding, among other things that would make in inappropriate for a historic district. Kerr said that the building has no other purpose other than PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 6 a rental property because of the way it has been updated and constructed. He was also concerned that a demolition permit could be denied. Kerr said that he is not opposed to historic preservation but does not want to see this area designated a historic district. Marv Jane Griswold, 830 East Colle¢le Street, said that she rents her property and lives there as well. She said that she is strongly in favor of making the area a historic district. She added that she would like the area to maintain the flavor it has had for so long. Steven E. Lovik, 227-229 South Johnson Street, said that he objects to the designation of the area as a historic district and would prefer not to have his houses in the historic district. He said that he sees no advantage to being included. Lovik added that his houses are rental properties. Public discussion closed. MOTION: Gibson moved to defer designation of the College Green Historic District, located generally around College Green Park, along East College Street from Dodge Street to Governor Street, and along South Dodge and South Johnson streets between East College and Burlington streets to the meeting of January 16, 1997. Supple seconded the motion. The motion carried on a vote of 6-0. CODE AMENDMENT ITEM: 1. Public discussion of proposed amendments to the Zoning Chapter concerning the regulation of child care facilities. Rockwell said that staff has done research both nationally and statewide to examine how other municipalities have handled their child care regulations. She said that the amendment is intended to streamline the regulations, abolish inconsistencies with state regulations, and to allow child care in all zones as provisional uses, accessory uses or special exceptions as long as State licensing requirements are met and no physical hazard to children can reasonably be anticipated. Rockwell stated that staff proposes incorporating the terms of child care home and child care center in the Zoning Chapter. She said that the child care home would be by right as an accessory use in all residential zones. Rockwell said that for the child care center with 12 or more children, staff proposes that it be allowed by special exception in the low density or single- family residential zones and also in the industrial zones. She added that it would be allowed as a provisional use in the remaining residential zones and also in the commercial and research park zones and by right as an accessory use in commercial and industrial zones and in religious institutions, schools of generalized private instruction, and neighborhood centers in any zone. Rockwell said that the State may soon be downgrading its regulations, so that staff wanted to leave other regulations intact to insure requirements for screening and parking and stacking requirements. She said that staff recommends approval of the changes proposed in the memorandum, table and ordinance. PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 7 Ehrhardt asked about the rationale for including the special exception for RNC-12 but not RM-12. Rockwell said that RM-12 allows apartments whereas the RNC-12 zone is predominantly single- family. She said that staff felt that there should be more scrutiny in the single-family residential zones. Public discussion: Janet Peck, 1120 Sunset Street, said that there are no regulations by the City on child care homes. She said that she was in favor of inspections for child care homes. Rockwell said that the Department of Human Services regulates child care facilities and suggested she contacted her legislators with her concerns. Theresa Gaither said she is the assistant director of 4Cs. She agrees that she supports more inspection but would also like to see more child care homes available to working parents. She asked if the paperwork to apply for special exception could be streamlined. Ed Sobaski, 2315 Cameron Wav, stated that he felt the streamlining to allowing child care centers as a provisional use is a positive move. He said he felt it would open things up to make child care more competitive in the city. Sobaski asked Rockwell a question about stacking requirements, and she stated that two spaces near the entrance can be counted as both stacking and parking spaces as long as there is no intervening drive between the parking spaces and the entrance. Starr stated that the Planning and Zoning is involved in land use issues and not a regulatory body as far as any inspections are concerned. Public discussion closed. Rockwell asked about including the table in the draft ordinance to be sent to City Council, and Jakobsen said she thought that would condense the material in the ordinance and provide clarity. MOTION: Jakobsen moved to amend the zoning chapter to regulate child care centers as proposed in the memorandum dated December 19, 1996, and as set forth in the accompanying table entitled "Proposed Child Care Requirements by Zone, December 1996." Supple seconded the motion. The motion carried on a vote of 6-0. REZONING ITEMS: 1. REZ96-0019. Public discussion of an application submitted by Ed and Cheryl Sobaski to rezone approximately .76 acres located at the southwest corner of Waterfront Drive and Southgate Avenue from Intensive Commercial (C1-1) zone to Community Commercial (CC-2) zone. Kugler stated that he received a letter from the applicant requesting indefinite deferral of this item. He added that if the City Council approves the previous item, the rezoning would not be necessary, at which point staff would request that it be withdrawn. PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 8 Public discussion: There was none. Public discussion closed. MOTION: Jakobsen moved to defer REZ96-0019 indefinitely. Gibson seconded the motion. The motion carried on a vote of 6-0. CZ9656. Public discussion of an application submitted to Johnson County by Douglas F. & Yvette L. Yansky and Daniel N. & Jeanne M. Berg to rezone approximately 40 acres located within Fringe Area C on the north side of Highway I West, west of Landon Avenue, from A1, Agricultural, to RS-10, Suburban Residential. Kugler said that the property is located within Fringe Area C, outside the currently adopted growth boundaries but within the two-mile review area. He stated the Fringe Area Agreement would permit rezonings to RS-10 densities, one lot per ten acres, so staff is recommending approval. Kugler added that when the subdivision is filed, staff will look at ways to reduce the number of access points on Highway 1 and will likely recommended one access point on Highway I as a maximum. Public discussion: There was none. Public discussion closed. MOTION: Jakobsen moved to recommend that the City Council forward a letter to the Johnson County Board of Supervisors recommending approval of CZ9656, a request to rezone approximately 40 acres on the north side of Highway I West, west of Landon Avenue, from A1, Agricultural, to RS-10, Suburban Residential, but that the number of access points along Highway I will be limited to one at the time a preliminary plat is reviewed for this property. Gibson seconded the motion. Supple remarked that she would abstain from the vote because this property is listed with her office, and there may be an appearance of impropriety. Jakobsen said that she thinks it is important for the Commission to be consistent in the decisions it makes regarding access to arterial streets or highways and cited the Commission's denial of another access on Highway 1 North. Starr said he agreed with this point. The motion carried on a vote of 5-0-1, with Supple abstainin.q. 3. CZ9657. Public discussion of an application submitted to Johnson County by Tim Lehman on behalf of Clyde R. and Lenora Seaton to rezone approximately 2.75 acres of a 10 acre PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 9 property located within Fringe Area B on the north side of American Legion Road, approximately 1.7 miles southeast of Iowa City, from A1, Agricultural, to RS, Suburban Residential. Yapp said that this 10 acre tract currently contains one residence and four platted non-conforming lots. He said that the lots were downzoned to A1, Agricultural, in 1966 but are still platted and could be built on as non-conforming lots with Board of Health approval.' Yapp stated that the applicant intends to resubdivide this tract into two lots of approximately six and four acres apiece with one house on each. He said that the land surrounding the property is primarily residential. Yapp said that Iowa City has the right to review and comment on the proposed rezoning but that because the actual subdivision is less than three lots, the decision regarding the plat lies solely with Johnson County. He said that the property is located in Fringe Area B which allows one residential unit per 10 acres; therefore this subdivision would violate the Fringe Area Agreement. Yapp added that because the proposed rezoning would actually reduce the potential number of lots, reducing the density and preserving more open space, staff does recommend the approval of the proposed rezoning, which would allow the subdivision. Subdivision of the 10 acre property into two lots would dissolve the four non-conforming lots. Yapp added that if a recommendation for approval is given, it should not set a precedent for future rezonings in this area. He said that the application is unique in that it would reduce the number of lots. Yapp stated that with recommendation for approval, staff also recommends no increase in access points on American Legion Road and that there be a shared access point or curb cut. He said that the staff recommends that the City Council forward a letter to the Johnson County Board of Supervisors recommending that the request to rezone be approved subject to a shared driveway or curb cut being required for the two lots if they are subdivided. Public discussion: Tim Lehman, the applicant, distributed photographs of the property. He stated that he objected to the shared driveway. He said that the buyer is purchasing four acres and should have the right to his own driveway. Lehman said that the pictures demonstrate good vision both directions for traffic at the proposed access. He added that to the west there are about 30 driveways, each for a 1/2 acre lot. Yapp said that staff recommends one access because it is a high speed street with a 55 miles per hour speed limit and staff feels it is prudent to reduce conflict points along the road. Jav Si.qafoose, 119 Wri.qht Street, Box 1607, stated that his firm represents the Seatons, the property owners, and that he agrees with Lehman's statements. He said that if the 1/2 acre lot owners are allowed driveways, then other property owners should be allowed the same. Sigafoose added that the access issue would be more than a regular inconvenience to the landowners in that where the driveway would cut through there is a line of shrubbery that would have to be removed and that the Seatons also have a blacktop driveway which would be PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE .10 expensive to modify. He noted that there is good sight distance in this case and asked that the recommendation go to the City Council without requiring only one shared drive. Public discussion closed. MOTION: Gibson moved to recommend that the City Council forward a letter to the Johnson County Board of Supervisors recommending that CZ9641, a request to rezone 2.75 acres of a ten acre tract from A1, Agricultural, to RS, Residential, be approved, subject to a shared curb cut being required for the two lots if they are subdivided as a result of rezoning approval. Supple seconded the motion. Gibson said that he wanted to make a comment about the access. He stated that he did not want to offend anyone who lives there but that this is absolutely the most terrible example of how not to develop in a rural area that he can imagine. Gibson said that to go along a perfectly good highway and then to develop it as if it were a residential street is not a good situation. Gibson added that he can imagine that there have been pressures in the past to slow down the speed limit on this highway. He said that he cannot in good conscience say we should allow more of this type of development just because there is some of it there. Gibson said that he thinks people have forgotten the old concept of a road or a street to provide access to a property. Gibson said that the highway, just because it's sitting there, is not there to provide an inexpensive, cheap, convenient access; and that a road or shared driveway can be built to accommodate this so he is perfectly in support of staff's position on this point and will be whenever this occasion comes up again. Starr said that he agreed with Gibson. He said that the Commission has been having a lot of access issues over the last couple of months and he thinks the Commission has come down pretty strongly in their beliefs of access along major highways, which to his way of thinking would be considered the same as an arterial within the corporate limits of Iowa City. Starr said that he agreed with Gibson's comment that what has happened in the past doesn't necessarily mean that we should perpetuate that into the foreseeable future. He said that simply because it's been done a couple of times, if we continue to allow it to be done for the rest of the times, sooner or later you'd have nothing but driveways coming out onto a major highway, and he thinks that the access issues have to be looked at and they have to be thought out very clearly. Starr asked who had the real authority over the access in this case. Yapp stated that the Johnson County Board of Supervisors has the final say, but if the City Council recommends approval of the rezoning, which is technically a violation of the Fringe Area Agreement, and the Board of Supervisors allows two separate drives counter to Iowa City's recommendation, it would be considered a violation of the Fringe Area Agreement. Bovbjerg asked Yapp if the County could design something compatible with no increase in curb cuts. Yapp said the existing curb cut could be moved or altered, as long as there is no increase in the r~umber of curb cuts. PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 11 The motion carried on a vote of 6-0. DEVELOPMENT ITEMS: 1. SUB96-0026. Public discussion of an application submitted by Frentz Construction Co. for preliminary plat approval of Hollywood Manor, Part Six, an 8.2 acre, 24-1ot residential subdivision located on the west side of Sycamore Street south of Burns Avenue. (45-day limitation period expires December 30, 1996). Miklo stated that the plat is in order and staff recommends approval. He said that he did receive a modified plat that made a few minor changes. Miklo said that the street named Monroe Court has been changed to Hepburn Court to avoid confusion with a street in University Heights. Miklo said there is a revised note on the plat regarding the issue of how the hydric soils will be treated for drainage for both the street construction and basements. He said that as part of final plat approval there will be a soils report submitted for the property and that will specify how the drainage situation will be handled. He said that Public Works will review the report and either approve it or require modifications. Ehrhardt asked about the neighborhood open space fees. Miklo said they are put in funds designated for the general neighborhood to be used for park improvements or acquisition of additional properties. Starr asked if anyone had any questions of the applicant, Larry Schnittjer of MMS Consultants since he was at the meeting. Supple said that the plan appeared to be well thought out. She asked about the topography. Schnitker said that it is slightly rolling. Public discussion: There was none. Public discussion closed. MOTION: Supple moved to approve SUB96-0026, the preliminary plat of Hollywood Manor, Part Six, an 8.2 acre, 24-1ot residential subdivision located on the west side of Sycamore Street south of Burns Avenue. Bovbjerg seconded the motion. The motion carried on a vote of 6-0. 2. SUB96-0028. Public discussion of an application submitted by Walden Wood II Associates for preliminary plat approval of Walden Hills, a 40.7 acre, 53-1ot residential subdivision located on the north side of Rohret Road, east of Highway 218. Kugler stated that the Commission recommended approval of the rezoning of this property at the last meeting but that due to some discrepancies between the application form and the plat, the preliminary plat portion of the project was not on agenda last time. He said that even though the PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 12 plan itself met the technical requirements for approval as a preliminary plat, it was not approved as such. Kugler said that staff favors an eight-foot sidewalk along Shannon Drive as the trail connection from Willow Creek Trail south to Rohret Road. He said that the Parks and Recreation Commission indicated at its meeting that it would be acceptable to them, and the plat has been revised to show the eight-foot sidewalk. Kugler added that the legal papers at the time of final plat should include provisions for the installation of sidewalks along Shannon Drive and Irving Avenue where they abut outlots A and B and a provision for maintenance of ponds within the development. He said that staff is recommending approval subject to the approval of a grading plan prior to City Council consideration of the plat. The applicant, Larry Schnittjer said that he is available for questions regarding the plans. Public discussion: Judv Pfohl, 2229 Abbev Lane, said that at the neighborhood meetings, it was suggested that some trees be planted at the southeast corner of the subdivision. She said that it was also suggested that some way be devised of blocking the roads to through traffic until Shannon Avenue is completed. Pfohl suggested stop signs at the corners on Walden Road. She said that it would be beneficial to put in stop signs before the buildings are constructed before people get used to driving through the intersections. Kugler stated that the City recently adopted some new guidelines for traffic calming in residential neighborhoods. He said that a request for traffic calming should come from the neighborhood association or from a petition by property owners. Holecek said that in the construction stage, before acceptance of City improvements to an area, the City does not lend traffic control to the area because by operation of law, the City has not assumed the responsibility of the right-ofmway. She added that she thought that if the need is substantiated by traffic counts and historical traffic patterns, then it would be credible evidence for the request for stop signs anticipatorily. Kugler said that trees for screening .between single family homes and the proposed single family condominiums did not appear justified, but he said that he would discuss the neighborhood's concern with the applicant. Gibson said he would be reluctant to get involved in putting tree barriers between similar land uses. He said that it should be up to individual property owners. Public discussion closed. MOTION: Gibson moved to approve SUB96-0028, a request for preliminary plat approval of Walden Hills, a 40.7 acre, 53-1ot residential subdivision located on the north side of Rohret Road, east of Highway 218, subject to the approval of REZ96-0020 by the City PLANNING & ZONING COMMISSION DECEMBER 19, 1996 PAGE 13 Council and approval of a grading plan prior to City Council consideration of the plat. Bovbjerg seconded the motion. Bovbjerg commended the staff for the work on the extra wide sidewalk along Shannon. Ehrhardt said that she would abstain from voting because she was not familiar enough with the item. Jakobsen said that she is in favor of the subdivision because it agrees with the Iowa City Beyond 2000 Plan and also with the current comprehensive plan in terms of density. The motion carried on a vote of 5-0-1, with Ehrhardt abstainincl. CONSIDERATION OF THE NOVEMBER 21, 1996 AND DECEMBER 5, 1996, PLANNING AND ZONING COMMISSION MINUTES: MOTION: Jakobsen moved to approve the minutes of the December 5, 1996, meeting of the Planning and Zoning Commission as amended. Bovbjerg seconded the motion. The motion carried on a vote of 6-0. MOTION: Jakobsen moved to approve the minutes of the November 21, 1996, meeting of the Planning and Zoning Commission. Gibson said he would abstain because he did not receive the minutes. Ehrhardt said that she would also abstain because she was not at the meeting. The motion carried on a motion of 4-0-2, with Ehrhardt and Gibson abstainin_q. OTHER BUSINESS: Miklo stated that the meetings scheduled for December 30, 1996 and January 2, 1996 have been canceled. ADJOURNMENT: MOTION: Bovbjerg moved to adjourn at 9:35 p.m. Gibson seconded. The motion carried on a vote of 6-0. Lea Supple, Secretary Minutes submitted by Anne Schulte. ppdaclmln~nlns\P&Z12-19,mln IOWA CITY PLANNING & ZONING COMMISSION MEETING THURSDAY, DECEMBER 19, 1996- Z'30 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET Name Address 6. Z 8. 17. 18. 19. .MINUTES - DESIGN REVIEW COMMITTEE DECEMBER 9, 1996 - 4:00 P.M. IOWA CITY PUBLIC LIBRARY - ROOM A PREU ilNARY Subject to Approval MEMBERS PRESENT: Martin Haynes, Karyl Larson, Gary Nagle, Bill Nowysz, Phil Reisetter, Randy Rohovit, Clara Swan, and Daryl Woodson. MEMBERS ABSENT: None STAFF PRESENT: Karin Franklin, Jeffrey McKinney, David Schoon OTHERS PRESENT: Jim Clayton, Dick Gibson, Victoria Gilpin, Bill Anderson, Steve Buckman, Gary Gussin, Joyce Summerwill, Shirley Wyrick. CALL TO ORDER: Meeting called to order at 4:05 P.M. COURTESY REVIEW OF THE DESIGN OF THE PROPOSED BIOLOGY BUILDING PEDESTRIAN BRIDGE OVER DUBUQUE STREET: Haynes informed those present that this is a courtesy review. The City Council has asked the Committee to review the project as part of the Council's decision of granting air rights to the University. Dick Gibson, Associate VP & Director of the Facility Services Group, then explained the functional purpose of the skywalk, introduced Bill Anderson of Brooks Borg and Skiles, and outlined the presentation. Nagle and Rohovit each stated that they would not be commenting during this review, as they are employees of the University of Iowa office responsible for the design and development of this project. 4:15: Phil Reisetter arrives. Anderson then explained to the committee that the current design specifications are only based on the schematic phase of the design. He then presented the design proposal, pointing out that: The project includes the construction of a new building on the corner of Dubuque Street and Iowa Avenue and the remodeling of the annex building and the original Biology building. The new building will feature an auditorium, pedestrian bridge, corner entrance, a greenhouse on the south side roof, and a mechanical enclosure, also on the roof. The building will be rectangular, with the long face running east to west. The south side of the building has been designed for the purpose of engaging the downtown. It does this with an extensive use of glass and metal that you would find in commercial buildings. The opposite side uses limestone to reflect the institutional look of the campus. The existing driveway on the property will lead to a loading dock to provide a con- cealed area for shipping and receiving. Design Review Committee December 9, 1996 Page 2 The pedestrian bridge will connect the new building to the existing biology building on the second floor, providing a street clearance at a minimum of 16'. This is the stan- dard used by Des Moines, and it will provide more clearance than the average highway overpass. The design moves the building back as far as possible to provide space along Iowa Avenue in order to continue landscaping along Iowa Avenue. Anderson stated that a tunnel was studied as an alternative to the skywalk. He noted that this alternative was dismissed because of the significant costs involved and the fact that lifts would be required to transport tunnel travelers up to the level of the old biology building, which has a shallow basement. He added that construction of a tunnel would require closing Dubuque Street for a long period of time and would cause a temporary shutdown of public services in the area. Gary Gussin, Head of the Biology Department, then addressed the Committee. Gussin began by pointing out the fact that the Biology Department employs 200 people, including students and faculty, and has 600 majors. He believes the activity in the new building, 1/3 of which will be used for teaching, will enhance the downtown. He added that the interaction between the new and old buildings will add a valuable element to the downtown streetscape. In justifying the construction of the skywalk, Gussin pointed out that the new building and service facilities will be used by all the Biology faculty. His contention is that the skywalk will significantly reduce traffic across Dubuque Street. He also stated that many of the experi- ments transported between the two buildings will be sensitive to temperature. Anderson then displayed computer images of the new building to provide a more realistic image of the project and informed the Committee that the images can be downloaded from the University Web site. Haynes asked if they had considered any other locations. Gibson stated that they had considered the courtyard behind the current Biology building as a possible location, but it would have been too expensive to build at that location. In response to a question posed by Nowysz, Gussin explained that the skywalk will not be easily accessible for the public. He added that it would not be practical (time and distance) for them to use it. Reisetter then asked for an estimate of the traffic flow through the skywalk. Gussin thought that the essential traffic, research traffic, will amount to only about a dozen people a day. He explained that it is not the frequency, but the nature of this traffic that was considered. He added that additional traffic would be created by students traveling between classes and staff traveling between buildings frequently. He also stressed the importance of the Biology Department from a University and Community perspective, pointing to the fact that the Department receives over $5,500,000 in research grants each year. Reisetter asked if the Transportation and Fire Departments have approved the project. Anderson explained that there would be enough clearance to provide for most types of traffic. And in response to a question from Woodson, he explained that the walkway was not put on the third floor because it would require the use a sloped floor to connect the buildings. He also stated that at the second floor, the skywalk would be at the midpoint of the building; this would make it more convenient for the users between the buildings. Skywalks are typically about this high, and the City Council thought it was a better height as well. Moving the skywalk up another floor would also add cost to the project. Design Review Committee December 9, 1996 Page 3 Haynes stated that he conceptually did not feel a skywalk was appropriate. He stated that the report says that the skywalk "enhances the processional entry" into the downtown. He asked the architect how it does that. Anderson stated that the skywalk and the adjacent buildings would create a "doorway" to the downtown, that one must pass through to get to downtown. The skywalk design will attempt'to enhance the downtown by engaging it with an open face built of glass and metal, adding a very modern look to contrast the traditional look of the downtown. Gibson added that the skywalk will not be like others in that it is not intended for general pedestrian traffic, but has a more utilitarian purpose and will not have a significant structural impact as it will be a transparent glass enclosure. He stated that he does not believe that the skywalk will have the same social impact as the Des Moines' skywalks. Shirley Wyrick stated that she embraces the design of the building. She believes the skywalk would create a further barrier of separating the University from the downtown. She also believes it would impact the view of downtown as you go down Dubuque Street. She is not enamored with Des Moines' skywalk, and thinks that by raising the skywalk to the third story, it would take it out of the street level pedestrian context. If the skywalk is to be, she believes a named artist or architect should incorporate a unique piece of art as part of the bridge. Gibson responded by explaining that the skywalk will only partially block the view of the 2nd and 3rd floors, rather than the essential streetscape of the downtown, as visitors approach the downtown from Dubuque Street. Anderson added that the skywalk will frame the downtown for oncoming traffic and that it would be possible to have more of an artistic influence in the design. In response to a question from Reisetter, Anderson noted that there are not any plans to incorporate a sign into the skywalk design, but they would consider suggestions from the Committee. Nowysz stated that he liked the high tech design of the building. He also commented that he believes that the skywalk could be an exciting addition to the downtown and could enhance the image of the area through its proper design. Jim Clayton commented that he believes the skywalk would be a negative obstruction to the primary entry point of the city. He stated that there is no other place where you can see the city streetscape unobstructed. He does not like the University defining the community's entrance to downtown. Joyce Summerwill added her belief that the bridge would cause a division in the "symbiotic relationship" between the downtown and the university and it would set a precedent for future skywalks in the downtown area. She believes skywalks begin to eliminate the human scale of the streetscape. She asked what would happen if downtown businesses and property owners began to ask for second story skywalks? Haynes stated that he appreciated the functional need for the skywalk, but still wondered if another option existed, such as the tunnel. Matt Hirst stated he appreciates the need for bridge, but wonders if the tunnel is still an option. Anderson reiterated that the investigated the tunnel as an option, and it appears that the day to day functioning of the tunnel would be impractical. To use a tunnel would require someone to four different elevators. Haynes commented that he would oppose the design if it did not appear that it were the only viable option. Joyce Summerwill asked if the building would be built without the skywalk. Gibson respond- ed he could not answer yes or no. The biology department has indicated that its important that the new and old buildings be connected. The biology department is very important to the university in terms of its research activity and that it is a major feeder of future students to the health sciences programs. He said he did not know what the university would do, if the skywalk was not allowed. However, without the skywalk the project would be very difficult. Design Review Committee December 9, 1996 Page 4 The difference between the tunnel and bridge proposal is approximately $300,000 and 4 additional elevator trips for those wanting to go from building to building. Clayton then asked how they would change the design of the skywalk so that it acts as an entryway first and a skywalk second. Woodson suggested that an artistic sign or design could be added to enhance the image of the skywalk and downtown as well. Swan added that, if it is done right, it could be a valuable addition to the retail district. Victoria Gilpin then voiced her concerns regarding the fact that this project compromises the city's efforts to make the downtown more visible. She also questioned the idea that a project which is detrimental to the downtown would be pursued in an effort to accommodate re- search dollars and accommodate only 12 people a day. She appreciated the efforts to make the skywalk see through, but a skywalk will never be 100% see through. Anderson stressed the university's desire and efforts to make the project compatible with the retail district and functional for the Biology department. He then explained some options that would make the bridge more visually exciting, such as an arched truss or a barrel vaulted roof. Haynes stated that one could still make a statement with the skywalk, but making the skywalk secondary to the entry or gate concept. Larson stated that when people are on the bridge, it will not be transparent. Swan stated that she believes the bridge can be something special. Iowa City has always been a town of diversity. The skywalk could be a piece of art and still transparent. Anderson stated that they understand that the Committee is encouraging them to make the skywalk more of a sculpture/piece of art. He would like to go back an work on the skywalk design, while reminding the Committee that he has a budget he must work within. Nowysz stated that a number of city's have gateways to the community. He challenged the university and architect to design a gateway to downtown Iowa City. To do that may require that the design of the skywalk be independent from the design of either building. Swan added that a spectacular gateway could be created with the materials, glass and metal, that were used in the present skywalk design. Reisetter stated that he does not believe we should have skywalks until the City has done a study on the impacts of skywalks. Woodson stated that he believes skywalks should be evaluated on a case by case basis. Swan agreed. Reisetter stated that if the skywalk is to be, then its design' should act as a gateway to downtown. Haynes summarized the general consensus of the Committee as being that the proposed skywalk should act as a gateway to downtown, and that the present minimalist approach to the design does not do that. The Committee encourages the applicant to move forward to energize the skywalk. Haynes stated that he would forward a memo to the Council outlining the Committee's comments on the project. 5:50 - Everyone but the staff and Committee members depart. DISCUSSION REGARDING DESIGN REVIEW SURVEY FORMS: Design Review Committee December 9, 1996 Page 5 Woodson noted that he has experimented with the forms. He recommended various format changes and suggested that the Committee should get someone who was not part of design the form to critically review the forms. Swan and Rohovit volunteered to review the forms. In response to a question from Woodson, Schoon pointed out that it will be necessary to take physical measurements for most properties and that the age of a structure can be estimated if that information is not readily available. Haynes added that the Committee will be split into groups of two to conduct the survey once the forms are approved. He also noted that the next Committee meeting will be held on January 13, 1997 and that the regular February monthly meeting will be on February 10o CONSIDERATION OF THE MINUTES OF NOVEMBER 25, 1996 AND DECEMBER 2, 1996: Woodson moved and Reisetter seconded that the minutes be approved. The motion passed by a vote of 8 -0. COMMITTEE DISCUSSION: Schoon informed the Committee that both Taco Bell design proposals have been approved by the Council, He added that the front doors will be used as an entrance if it can be made handicapped accessible, ADJOURNMENT: The motion to adjourn was made by Nagle and seconded by Haynes at 6:00. The motion was passed 8-0. Minutes submitted by Jeffrey McKinney. ecodev\mins\drc1209.min MINUTES PARKS AND RECREATION COMMISSION DECEMBER 11, 1996 MEMBERS PRESENT: Jana Egeland, Judith Klink, Deb Liddell, Bruce Maurer, Matt Pacha, Rex Pruess, Allen Stroh, Ross Wilburn MEMBERS ABSENT: Ken Fearing STAFF PRESENT: Terry Trueblood, Mike Moran, Bob Howell, Bill Blanchard, Joyce Carroll, cindy Coffin, Janet Norin, Marilyn Kriz FORMAL ACTION TAKEN Moved by Pacha, seconded by Klink, to approve the November 13, 1996 minutes as written. Unanimous. Moved by Pacha, seconded by Wilburn, to approve the Recreation Division Fees and Charges Proposed for FY98 and Tentative Proposals for FY99 and FY00. as presented. Unanimous. Moved by stroh. seconded by Egeland, to endorse F.I.RoS.T.'s position and recommendation regarding the prQposed Iowa River Trail development between Burlington Street and Sturgis Ferry Park, as set out in F.I.R.S.T.'s December 6, 1996 letter to the city Council, and urged the City Council to make a commitment to complete Segment 2 (Benton Street to Highway 6). Unanimous. Moved by Stroh. seconded by Klink. to support the Planning and zoning commission's recommendation to accept 8.6 acres as open space in the Walden Hills Subdivision as proposed by the developer, with caveats that 1.5 acres of the property be located above the high water mark, that the proposed trail connection between lots 25 and 51 along Irving Avenue be constructed by the developer. and that an eight-foot wide sidewalk be constructed along Shannon.Drive to create connectivity between Rohret Road and the proposed Willow Creek trail. Unanimous. Moved by Wilburn, seconded by Stroh to close nominations and to accept the prqposed slate of candidates. Unanimous. Moved by Klink, seconded ~y Wilburn, to elect Matt Pacha as Chair and Rex Pruess as Vice Chair of the Parks and Recreation Commission for 1997. Unanimous. l{ECRF2%TION DIVISION FEES AND CHAI~GES Trueblood reviewed the Recreation Division fees and charges proposed for FY98 and tentative proposals for FY99 and FY00. He indicated there were two changes in the fees and charges as presented last year; summer camp will be increased $10 per session due to the minimum wage and other cost increases and the equipment rental fee will be increased from $2/4 to $3/6 to recoup more of the cost for equipment breakage and wear and tear. Pacha questioned the weight room fees, with Blanchard indicating there are plans to offer weight room classes. Pacha also questioned the low fee for clay, with Carroll indicating the division recovers its cost while still maintaining control of the type of clay fired in the kilns. Moved by Pacha, seconded ~y Wilburn, to approve the Recreation Division Fees and Charges Proposed for FY98 and Tentative PrQposals for FY99 and FY00, as presented. Unanimous. Trueblood stated it is undetermined as yet whether the State of Iowa will be increasing the minimum wage even higher than federal standard, noting that if it is, the Recreation Division's fees and charges proposed for FY98 may need to be reviewed for additional increases or the division's self-imposed goal of being 45% self-sufficient will need to be addressed. Wilburn asked where revenue projections fell short in FY96; Trueblood stated swimming due to poor weather conditions the last two years; softball leagues due to the national trend of less adults playing softball; and Special Populations Involvement programs mainly due to the increase in Special Olympics participation where no fee is charged. IOWA RIVER CORRIDOR TRAIL Trueblood reported the City Council is interested in receiving feedback on utilizing sidewalks along Riverside Drive for a segment of the Iowa River Trail. A letter to the City Council from F.I.R.SoT. setting forth their recommendation was included in the commission's packet° Liddell stated the commission historically has had much invested in the project, noting the efforts of the Parks and Recreation Commission, the Riverfront and Natural Areas Commission and F.I.R.S.T. in getting the Stanley Plan resurrected before the City Council° Pruess noted F.I.RoSoT. would like to see the trail completed as close to the river as possible and away from the heavily traveled street. Stroh agreed with F.I.RoS.To'S position, noting costs being higher than anticipated is typical with plans that were developed years ago and for projects that have not been done before. The consensus of the commission was that the trail should be constructed on the river bank, and away from the street wherever possible. Moved by Stroh, seconded by Egeland, to endorse FoI.R.S.T.'s position and recommendation regarding the proposed Iowa River Trail development between Burlington Street and Sturgis Ferry Park, as set out in F.I.R.S.T.'s December 6, 1996 letter to the city Council. and urged the City Council to make a commitment to complete Segment 2 (Benton Street to Highway 6)° Unanimous. OAFJ~AND CEMETERY Trueblood referred to the packet of Cemetery information sent to the commission (letters from the Galoucher family, correspondence from the City Attorney, letters to the Press-Citizen). He stated the City Attorney had indicated at the commission's work session that the Galoucher family's wishes should be considered, but felt the city would be under no obligation to abide by them. He noted since then it is unclear whether this is the case. Trueblood noted that one member of 2 the Galoucher family would like at least ten acres designated for future cemetery use with the remainder dedicated for park use, and three members would like the entire forty acres to stay as cemetery land. Trueblood stated the City Council will be discussing the cemetery issue at its work session on Monday, December 16, but it is not on the agenda for the City Council's formal meeting. Pacha felt the commission did not need to take further action, in that the City Council is aware of its position. Klink noted the land is inherently unsuitable for cemetery usage due to its topography. Various commission members felt there is a group of people the city Council has not heard from - those who also feel strongly that the land should continue being maintained as parkland. Trueblood noted he is still attempting to locate a cemetery development consultant relatively close to the Midwest area to develop a plan as to how to maximize use of the cemetery land. WAt.~EN HILLS SUBDIVISION Trueblood reported the developer of the Walden Hills Subdivision is proposing to dedicate 8.6 acres as open space, which meets with the approval of the Plannfng and Zoning Commission° Trueblood stated from his persDective this area was acceptable, with a portion of it being needed for the Willow Creek Trail. The N.OoS. ordinance requires that only 1.5 acres be dedicated. He stated it is unclear whether there will be suitable land for a neighborhood park, but certainly enough to accommodate a trail° Trueblood stated the commission could approve the proposal with caveats that 1.5 aches be above the high water mark and the proposed trail connection between lots 25 and 51 along Irving Avenue be constructed by the developer. Klink stated one of her concerns is the trail and how it will connect to Melrose Avenue, and also how the trail will traverse the Interstate. Pruess expressed concern with the proposed street (Shannon Drive) connecting to Melrose Avenue which could create a popular thoroughfare. He stated he would like the trail to go under this street now if it is anticipated the street will continue through to Melrose Avenue. Liddell felt an eight foot sidewalk should be constructed along Shannon Drive. Klink was concerned about connecting the proposed Willow Creek trail to Rohret Road, noting she also supported construction of an eight foot sidewalk along Shannon Drive° Liddell expressed concern with multi-family dwellings located between two major roadways without a neighborhood park. Klink felt there would be sufficient flat area to accommodate some play equipment. Moved by Stroh, seconded by Klink, to support the Planning and Zoning Commission's recommendation to accept 8.6 acres as open space in the Walden Hills Subdivision as proposed by the developer, with caveats that 1.5 acres of the property be located above the high water mark, that the proposed trail connection between lots 25 and 51 along Irving Avenue be constructed by the developer, and that an eight-foot wide sidewalk be constructed along Shannon Drive to create connectivity between Rohret Road and the proposed Willow Creek trail° Unanimous. 3 1997 OFFICERS 0n behalf of the nominating committee, Liddell presented a slate of candidates for next year's officers - Matt Pacha as Chair and Rex Pruess as Vice Chair. There were no other nominations from the floor. Moved by Wilburn, seconded by Stroh to close nominations and to accept the proposed slate of candidates. Unanimous. Moved by Klink, seconded by Wilburn, to elect Matt Pacha as Chair and Rex Pruess as vice Chair of the Park~ and Recreation Commission for 1997o Unanimous. RIVERFRONT & NATURAL AREAS COMMISSION Liddell stated an appointment to the Riverfront and Natural Areas Commission would need to be made at next month's meeting. There was discussion as to the necessity of having a representative on Riverfront and Natural Areas Commission. Pruess indicated the problem has been conflicting meeting dates, and noted the Parks and Recreation Commission representative is a voting member and he would not want to lose that privilege. Pacha asked that this matter be scheduled for discussion at next month's meeting. RECOGNITION OF COMMISSION MEMBERS Outgoing commission members Deb Liddell and Jana Egeland were recognized for their contributions and time given to the Parks and Recreation Commission. Trueblood expressed his appreciation for their support of himself, staff and the entire department. PAl{KS AND RECREATION FOUNDATION REPORT Pacha reported three small group informational meetings on the proposed gymnasium complex at Mercer Park have been held to date, with two more scheduled for next week. COMMISSION TIME Pacha questioned the memo with respect to Mesquakie Park, noting the commission had voted to turn the property over to the Public Works Department. Trueblood stated the city Attorney felt the land should not be undedicated as parkland, and it is still officially parkland but is not included under the listing of Iowa City parks because it is not open to the public. Klink commended staff for the program they are offering to children over Christmas break. Maurer referred to the letter from Jane Barnes Cranston relative to her dog being attacked in Hickory Hill Park by two dogs which were off leash. Trueblood stated staff will be meeting with the Police chief and Animal Control officer to discuss this matter and would report back to the commission at next month's meeting. Egeland noted the majority of users of Hickory Hill Park are those who use the trails to walk their dogs. Trueblood stated there may be a need for a park or area for 4 people to take their dogs, noting he had recently obtained information on "dog parks"° Egeland encouraged staff to look at possibly designating one of the two fields by the Press Citizen as such° Pruess referred to the flyer being circulated encouraging West side neighborhoods to write letters of support to West High School urging them to support connecting the Willow Creek trail to West High School. The neighbors are applying for a PIN grant to help construct the trail. He noted F.IoR.S.T. has contributed $1,000 towards this trail segment provided there is a matching grant. Egeland expressed appreciation to the commission and staff indicating it had been wonderful serving on the commission. Liddell seconded Jana's statement, noting she felt the Parks and Recreation Department had the best staff in the city. She valued their commitment to maintain the integrity of open space and to providing programs and activities for the community. Moved by Klink, seconded by Maurer to adjourn° Unanimous. The meeting adjourned at 7 p.mo MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM THURSDAY, DECEMBER 19, 1996 - 5:00 P.M. Members Present: Members Absent: Margaret Cox, Stephen Greenleaf, Mary McMurray, Mark Martin, Jesse Singerman(arrived 5:20 p.m.), Anne Spencer, Jim Swaim Phil Hubbard, Chuck Traw Staff Present: Maeve Clark, Susan Craig, Larry Eckholt, Debb Green, Martha Lubaroff, Liz Nichols Others: Karin Franklin, City Planner ¢.AI I TO ORDER: In the absence of Traw, Cox called the meeting to order at 5:05 p.m. APPROVAL OF bllNUTFR: The regular minutes of November 21 were approved unanimously. Swaim/McMurray [ J NFINI.C; Hl:::r) RU,C;INERR Karin Franklin, Director of Planning, distributed a copy of a memo that she sent to the City Manager. The memo summarized the steps taken since the joint meeting of the Council and Board on December 9. A Request for Qualifications (RFQ) was sent out yesterday with a response date of January 6 and a target date of January 16 for interviews. Architects are being asked to provide a concept incorporating a public library, conference space, cultural components and opportunities for private for-profit entities. Franklin's perception is that with the market today and with a sense of the downtown, a hotel may be the best option. Parking is also an issue to be addressed. Craig and Franklin will be responsible for the selection of the architects. They will ask Chuck Traw, Tom Gelman and Shirley Wyrick, representing the Library, the Chamber, and the Arts Community, to assist with the architect selection process. A cost estimate for this concept is also asked for, broken down by use, so that a bond issue can be framed accordingly. Funding for the private portion would not be included in a bond issue. The other task would be for an architect to tell us how this structure could be phased in its construction. The deadline is March 14 which is one week before the next joint council/board meeting on March 20. The City is currently in the midst of a parking study to present to Council. In addition to the above, the RFQ requires experience with libraries, convention spaces, etc. and experience in interfacing joint uses. There was some Board discussion regarding the formation of a referendum committee and the possibility for a time line regarding a campaign. ICPL BOARD OF TRUSTEES December 19, 1996 PAGE 2 NFW RIIRINERR Review of Finance Policy: This regular review was notable for a few changes, one of which, reflected the Finance Department combining the Cable/Video and Audio Visual replacement fund into one fund which gives us more flexibility. The cable/video account was established years ago tO accommodate requirements of a federal grant. It is no longer necessary to account for this separately. 401.7B is proposed to clarify the fact that part of the money received through our contract with the Regional library system pays direct expenses such as the wages of substitute librarians that work in the Regional Reference office at times. Section 401.10.A.3 was revised to add resale shops to the description of how we can dispose of surplus equipment, etc. and provide an opportunity .for some small income. Singerman asked for questions. There were none. A motion was made and seconded. Greenleaf/Martin. All in favor signified by saying Aye. RTAFF REP~3RTR (3pti-ViP. w terminal is now available for users with vision impairment. Different options exist, that enlarge everything on the screen, enlarge a line, and enhance the text on the screen in a variety of ways. The money for this pc came from the Pilot Club and Friends Foundation of ICPL. R¢.pdrt nn rrL~.¢.ting with I¢,gi.~lat~rs. Breakfast meeting was held at Solon Public Library the first week in December. Five of seven legislators were there. Librarians spoke about the proposal Craig has been working on called Enrich Iowa. Legislators were quite receptive to this plan to get the Iowa legislature to designate money to the State Library which could then be given to libraries on a per capita basis. Th¢. lihmry's C,P. ntP. nni~l Rirthd~y party is scheduled for January 19 from 12:00 to 6:00pm. It will start with a cakewalk, include a re-enactment of the opening of the first library in Iowa City in January 1897, with a reading of the speech written for the occasion by Judge Wade. Board members were encouraged to attend at that time since the official birthday cake will be cut immediately following and Board members will be asked to serve. Music, door prizes, sing- alongs will be part of the day. Trustees were also encouraged to volunteer. A volunteer mailing will go out right after the 25th of December. A special Centennial WINDOW will be published. 13~.vP. lopmP. nt Office. r~.pnrt was included in the packet. Fund raising is going very well; the recent mailing surpassed the t~40,000 mark and several large gifts have been received. Cirmdati(m C~nrdinatnr rP. pnrt. We were fortunate to have an excellent group of applicants. The interviewing was completed this week and an offer is being extended to one of the candidates. ICPL BOARD OF TRUSTEES December 19, 1996 PAGE 3 NP.w narpP. t in.~tallP. d in Staff Rfmm. This carpet was installed and paid for by the contract cleaners' insurance company due to malicious damage by a disgruntled employee. Mi.~e.P. Ila nP.m m reading.~ (':.C)M MITTEF RFPC)RTS Greenleaf was unable to attend the last meeting of the Downtown committee. Craig summarized a report that appeared. in the Gazette. Issues such as the appearance, graffiti and 'trash, and how to enforce an effective policy are high on the committee's list of concerns. DIRRI IRRFMFNTR Visa for November was reviewed, Disbursements for November 1996 were approved. Greenleaf/Martin. All were in favor RFT AGENDA GIRDER FGIR JANIIARY MEFTING The meeting on January 23 will be held in Meeting room A in order to share some technology demonstrations. Volunteer policy review, 2nd quarter statistics March meeting: Due to Spring break. Should it be held on the 20th before or after the joint council/trustees meeting7 Craig and Eckholt will discuss and report, The 28th is the date that was set aside to invite former Board members in honor of the Centennial. ADJGI[IRNMFNT: Adjourned at 6:30 p,m.. Cox/Martin