Loading...
HomeMy WebLinkAbout2003-07-15 Bd Comm minutesApproved ~ MINUTES HISTORIC PRESERVATION COMMISSION JUNE 5, 2003 - 7:00 PM LOBBY CONFERENCE ROOM MEMBERS PRESENT: James Enlae, Michael Gunn, Michael Maharry, Mark McCallum, Jim Ponto, Amy Smothers, Tim Weitzel MEMBERS ABSENT: Richard Carlson, Paul Sueppel STAFF PRESENT: Shelley McCafferty OTHERS PRESENT: William Downing CALL TO ORDER: Chairperson Maharry called the meeting to order at 6:57 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CERTIFICATE OF APPROPRIATENESS: 1030 E. Burlin.qton Street - Amendment. Downing said he was back before the Commission with an amendment to his application because he had done more nvestigation on the roof structure of his house, and will not be able to construct the shed dormer. He would like to use two gable end dormers instead. Downing said the spirit of the project would remain the same. He said he would use cedar lap siding, with the same windows, size, proportions, and materials. Downing said the brackets under the eaves would also be duplicated, and there would be rafter tails on the sides to match. He said this would be a smaller room, but he cannot do too much else, and this will give them more light. Gunn said he thought this looked like a nicer project. McCallum examined the photograph of the front of the house and said the new proposal is more in line with what is on the front. Smothers said this looks to be a great proposal and will fit in well with the neighborhood. MOTION: Gunn moved to approve this amendment to the previous certificate of appropriateness for the project at 1030 E. Burlington Street. Enloe seconded the motion. The motion carried on a vote of 7-0. 748 Rundell Street. McCafferty said this is an application for a window/sash replacement to the bungalow at 748 Rundell Street. She said the proposal is for WeatherShield sash replacements. McCaffedy stated that she looked at the replacements at Knebel Windows and found there to be many options available. McCafferty said the owners propose to use white metal cladding. She stated that the lights can be simulated divided lights so there is a grid both inside and outside with a spacer bar in between. Enloe said the summary for this application says the windows will be metal clad, but the commercial literature states that wood ones are available. McCafferty said the homeowner proposes to use white metal clad. She stated that metal clad is allowed, while vinyl clad is not. Gunn stated that metal clad wood windows are allowed. He said that came about after lengthy discussions by the Commission regarding getting the right profile for the window members. Gunn said it came to light that any wood windows or wood double-hung windows that are plain or clad in metal tend to be more similar to historic windows. He commented that vinyl windows don't look anything like historic double- hung windows. Gunn said therefore metal clad windows were deemed to be acceptable. Gunn said that, either by choice or by design, these replacements are in accordance with the guidelines. McCafferty responded that she did speak with the contractor a couple of times. Historic Preservation Commission Minutes June 5, 2003 Page 2 Gunn asked how much the replacements cost, and McCafferty said she would check into it. Gunn stated that he would like to have information available for applicants that would list the brands and sources for windows as well as their cost. He said the Commission has received what he believes to be unfair criticism with regard to its position on windows. Gunn said the Commission is not saying that an applicant has to have really expensive windows; it is just saying that they have to look a certain way. Wood sash replacements are actually quiet reasonable priced. Gunn said the old windows on this house don't appear to be in bad shape. McCafferty said they don't look bad from the street. Gunn said the Commission's recommendation would generally be to fix what is currently there. He added that the replacement of the windows would not be disallowed, as long as they are replaced with something that has a similar look. MOTION: Enloe moved to approve a certificate of appropriateness for replacement windows sashes as proposed for the house at 748 Rundell Street. Gunn seconded the motion. Weitzel suggested recommending repair of the current windows to the homeowners. Gunn agreed that it would not hurt to recommend such a course of action. He said these are nice, wooden combination storm windows, and repairing them would save some money and be more correct historically. McCafferty said she would add the recommendation to the certificate. The motion carried on a vote of 7-0. CERTIFICATE OF APPROPRIATENESS APPEALS: McCafferty said two certificates of appropriateness will be appealed to the City Council at its June 24th meeting. She said one appeal concerns the sun porch at 520 Grant Street, and the other is in regard to the vinyl siding application on Summit Street. McCafferty added that both properties are in historic districts. Gunn asked if the Commission should submit a written response, and McCafferty replied that she is working with legal staff on such a response. She said, with regard to the vinyl issue, she had written language explaining why the Commission has the guidelines that it has, but legal staff wants to limit the response to the issue at hand and whether or not this complies with the guidelines. McCafferty said City Council can only make a judgment as to whether this is a capricious and arbitrary decision; that is the scope of the City Council's review. McCafferty said even if the City Council disagrees with the guidelines, it cannot overrule the Commission's guidelines or decision on that basis. Enloe asked if that also holds true for the fenestration issue, and McCafferty confirmed this. She said the City Council has to use the Commission's minutes and materials to determine whether or not the Commission acted according to the guidelines and regulations of the Historic Preservation Commission. Gunn asked if someone from the Commission should be present to speak at the City Council's meeting. McCafferty said she would be at the meeting to answer any questions, and the chair or his appointee should also be there. APPROVAL OF MINUTES: MAY 22, 2003. McCafferty confirmed that the correct spelling of the owner of 520 Grant Street is Brighi. Maharry stated that on page four, in the second paragraph, McCall should be changed to McCallum. McCafferty noted that in the next paragraph, IRP's should be replace with RFPs. Weitzel said that on page three, the third full paragraph should end with one period. MOTION: Weitzel moved to approve the May 22, 2003 minutes of the Historic Preservation Commission, as amended. Enloe seconded the motion. The motion carried on a vote of 7-0. OTHER: Decks and railinqs. Gunn asked if any members knew of any material other than wood that would be paintable and could be used for deck railings. He said his inclination is to not allow unpainted wood railings on decks in the back of houses. Gunn said he is putting it out for discussion, as he is trying to write language to address this. Historic Pmse~ation Commission Minutes June 5, 2003 Page 3 Enloe said he could understand the requirement for painting the railing if it is visible from the front. He said, however, that the very fact that the deck itself is not a traditional, architectural feature makes him question why one element of it should look traditional while the rest of it does not. Gunn said his thought was that a deck is really inconspicuous, the railings are just the opposite. Enloe pointed out that railed areas without roofs did not exist in the past. He said the Commission could deny all decks if that were written into the guidelines, but that would be a very unpopular decision, and quite a number of them are already in place. Enloe said the issue to him is whether this is visible from the front and whether it changes the street elevation. He said a deck is clearly not pretending to be part of an historic structure. Ponto said they would be removable, so that one would know where the historic is, versus the new. McCafferty said that, at least in terms of railing design, the Commission wouldn't want to allow two by twos attached to the skirtboard with a wide railing. They should be constructed with a top and bottom rails with square spindles between. Enloe said he thought that would be more appropriate, although he is not entirely convinced. Gunn said he would not want to require turned spindles or anything like that. He said there is a deck on the house at the southeast corner of Summit and Sheridan Streets that seems to be a reasonable compromise. He said the deck is made of a traditional composite of recycled plastic. Gunn said it is gray with a wood railing that is filled with one by four slats painted the trim color and uses four by fours for the posts. He said it looks pretty good for what it is. Gunn said it looks reasonable, although it is not an original element. He added that it is visible from the street, as many of these will be. Gunn asked Commission members, if a deck is not visible from the street and is a setback addition, does it need to have a painted railing. Weitzel and Smothers said they did not think the railing would have to be painted. McCallum said it would depend on the house to him. Enloe said the clearer question might be, if the deck is visible from the street, does it need to look correct. Gunn said in that case he would feel that the railing should be painted to match the trim color or front porch color. The consensus of the rest of Commission was that in such a case, the railing should be painted. Gunn asked, if the front porch had turned spindles, would the deck be required to match them. Weitzel said that would get expensive. Gunn agreed but said he would like to go into more detail on the construction to allow less expensive construction of the railing on the back. Enloe suggested requiring painting, as it would be cheaper and easier. McCafferty said right now the guidelines require full two by twos. She said to make it more affordable, the Commission could allow nominal two by twos instead of actual. Gunn said a turned one by four actually is not bad looking. He said he would look around and write some guidelines to include recommendations. Gunn said he would include the requirement to paint the railings to match if the deck is visible from the street, with a detail that is reasonable but not a front porch detail. Ponto said the Commission doesn't want to create something that would look falsely historic. Weitzel agreed that it should be consistent in feel but not be an exact duplication. He said it should be subservient to the front and should not overpower the front. Maharry asked what the Commission would want to disallow. Gunn said he would want to disallow natural unpainted wood, if visible from the street. Enloe suggested disallowing plastic for the railings if visible from the street. Gunn said that is already done, but it should be reiterated. Smothers said there are newel posts made out of vinyl that fit right over treated wood. Weitzel said there is an Eon product that is all plastic with a fake wood grain in it, and there is also a railing to match the deck material. Gunn asked if it is paintable. Weitzel responded that it would have to really be roughened up. He said it is really shiny so that it is not really accurate as a wood substitute. Weitzel said the gray material has some wood it in so that it is probably more paintable than the propylpolyethylene product. Gunn said he thought it would probably be better to have vinyl sleeves or posts. Enloe said there are new products that have just come out in the last few months that will paint plastic. Historic Preservation Commission Minutes June 5, 2003 Page 4 McCafferty said the guidelines for decks should include language to the effect that none of the historic siding or trim should be removed or damaged Maharry asked if the guidelines would or should include mass and scale requirements. McCafferty said there is a size limitation. Gunn said the language should include the word "reasonable." Enloe said that is what the mass and scale guidelines currently say, as there are not specific figures. Gunn said there are figures for elevation. Maharry suggested something such as requiring it be no wider then one-half the width of the house and no deeper than one-half the depth. Enloe said the setbacks give latitude regarding the width, and depth really depends on the size of the lot. Gunn said he did not know if the Commission should make specific requirements regarding deck size. He said the Commission does not control the size of additions, except by elevation. Maharry said the guidelines frequently refer to the mass and scale of the rest of the neighborhood. Gunn said the requirement that the mass and scale be consistent with the rest of the neighborhood applies to front elevations. He said there were legal problems when the Commission wanted to specify square footage requirements for additions. Gunn said the guidelines do require that the garage is subordinate to the primary structure, but do not require an addition to be subordinate. He said it would be possible to have an addition bigger than the house, because the Commission does not disallow that. Gunn said the Commission specified the length of the addition only on Summit Street. He said he would work on the language for deck guidelines. Ponto asked if stain would be permitted for deck railings. Enloe said the guidelines might allow paint or opaque stain. Gunn said he would be more comfortable with paint. Weitzel and Enloe said that would be acceptable to them. Ponto said the treated wood might have to weather for a season before it could be painted. McCafferty said that makes enforcement difficult, as the final inspection would be held up for a long time. Gunn asked if the Commission really needs to allow Wolmanized wood for a railing. He said it gets wet, twists, cracks, and does everything but ret. Weitzel agreed that a homeowner would be better off without using it for a railing. Enloe suggested using untreated wood with paint. Gunn said it does not require really expensive materials. ADJOURNMENT: The meeting was adjourned at 7:40 p.m. Minutes submitted by Anne Schulte. data on citynt/pcd/min ut es?ripe06-05-03 doc Minutes FINAL/APPROVED Housing and Community Development Commission Lobby Conference Room, Civic Center Thursday, May 15, 2003 -6:39 PM Members Present: Amy Correia, Lori Bears, John Deeth, Mark Edwards, Morgan Hoosman, Jayne Sandier Members Absent: Rick House, Jerry Anthony, Matthew Hayek Staff Present: Tracy Hightshoe, Steve Long Council Present: Irvin Pfab Others Present: James Thomas Call To Order Amy Correia called the meeting to order at 6:37 PM. Approval of April 22, 2003 Minutes MOTION: Bears moved to approve the minutes as submitted. Edwards seconded the motion. All in favor, motion passed 6-0. Public/Member Discussion of Items Not on the Agenda Correia stated that all of the commission's CDBG (Community Development Block Grant) recommendations have passed and been approved by the City Council. Bears referred to the memo concerning the City Managers proposed budget reductions. Long clarified that any impact on Community Development would probably be minimal because they rely on Federal funds and those funds have been constant at present. He also said that they are losing one position in the planning department, the position lost would be a contract employee who's contract would not be renewed. Hightshoe noted that all budget information is available on the City's website. The commission informally discussed several areas of proposed budget cuts and also discussed the proposed construction downtown on Parcel 64A, next to the public library. Correia suggested that the Staff construct a memo requesting information from Council as to when the funds from urban renewal will become available, and that they feel the money should be given back to HCDC to be reallocated. Mr. Thomas commended and thanked the Commission for a job well done with pertinent issues concerning the City. He said that with even such limited resources, they have helped provide very basic needs to many people and he believed that with the commission's persistence and presence they made a difference in the City Council's decisions. Monitoring Reports · City of Iowa City - Housing Rehabilitation (Edwards) Edwards reported that he had spoken with the City Housing Rehabilitation department and they have $10,428 in carry over funds from last year. This year, they have received $110,000 in CDBG funding and $129,000 in HOME funding, totaling approximately $249,600. They have spent $162,000, of the $249,600. The majority of the money not spent is HOME funds. There is also currently $78,000 tied up in active projects. In addition, the City has a unique plan in which they have a bonding process and $140,000 has been put into a bond, that is added to other general obligation bonds, and it allows more operating income. For example, conditional occupancy loans are made to individuals with home repair needs, and when the house changes title the 5% interest charged comes back into the program. This bonding process is a creative way to meet the housing rehab needs. There is currently a 1 ¼ year waiting list for housing rehab assistance. They currently have rehab projects ranging in cost from $3,000 to $25,000. It was questioned how quickly the loans are actually repaid, what is the average turn over time of the money. Edwards responded that he did not know but the housing rehab office probably has that information. However, the majority of the recipients are Iow-income elderly, and therefore the loans would generally not be for a protracted period of time. · Elder Services Inc. - Small Repair Program (House) This report was tabled until the next meeting. Housing & Community Development Commission Minutes May 15, 2003 Page 2 · GICHF- Affordable Home Ownership (Anthony) Correia reported for Anthony. A project from last year, of which $102,000 was allocated, to purchase land for 4 ownership units has spent $39,800 to date, for a duplex lot in Longfellow manor. They are expecting the duplexes to be available for purchase in August/September of 2003. They are currently looking for 1 or more lots to purchase but with the allocated amount, and the small number of duplex/zero-lot line lots available, they may not be successful. · Crisis Center- Food bank Warehouse Addition (Deeth) Deeth visited the Crisis Center recently and provided a time line handout for the commission. They are currently about half way completed with the project. The contractor that won the Iow bid was Apex construction, and construction began about one month ago. The project has also received a grant and private funding for construction of the driveway and to purchase a scissor jack. The new layout design, provided by University of Iowa students, is more efficient and looks similar to a grocery store and provides lower set tables for volunteers to work. There is also a fund raising pancake breakfast being held Sunday, May 18,2003 at St. Wenceslaus Church. The warehouse addition project should be completed in July 2003. · MECCA, UAY, Elder Services Inc. - Aid to Agencies (Hoosman) This report was tabled until the next meeting. QId Business · Discussion, Endorsement of the National Housing Trust Fund. Correia provided a hand out of the new draft of the National Trust Fund Resolution and asked for comments and discussion. A paragraph concerning the number of homeless children in the Iowa City Community Scholl District was discussed and the accuracy of the number was questioned. They agreed the number should reflect all homeless children in the area, including those in high school, thus making the number total 350. Hightshoe said she had received an email from Anthony and he was in suppor~ of the endorsement. MOTION: Deeth moved to endorse the National Housing Trust Fund with the amended change as discussed. Hoosman seconded the motion. All in favor, motion passed 6-0. The commission discussed and agreed to create a letterhead with names of commission members and use it to send a letter stating their support of the National Housing Trust Fund to the City Council and local Legislators. Long added that the State Housing Trust Fund legislation had recently passed and if funded on a National level, it should trickle down to the State and City level. · Discussion, National Community Development Week Celebration Hoosman, Deeth, Edwards and Hightshoe, the celebration week committee, reported that the date for the event would be Tuesday, July 1, 2003 from 4:00 to 6:00 PM. The event will be held at Uptown Bill's and catering would be provided, with a bit of financial help. Hightshoe added that the location is great fit for the event, there is plenty of room for mingling, there is a large area for the check presentation and there is also room for a power point presentation featuring community projects that have been accomplished during the year. The committee is hoping to involve United Action for Youth in the project and to highlight youth activity in the area. They are planning to designate a theme for the week and to perhaps have a guest speaker who has ties to the community. There will also be several press releases with information about the celebration. New Business · Review of Allocation Process Correia and Staff stated that they ask for suggestions every year on how the allocation process can be improved. Housing & Community Development Commission Minutes May 15, 2003 Page 2 Edwards suggested that the first time they review the allocation process, an example should be used to clarify how the funds are to be distributed. IE: the separation of CDBG and HOME funds, and how much money is being requested and how much is available. Sandier suggested a copy of the previous year's allocations could be included to act as a guide for new commission members to fully understand the separation of funds and the process. She also suggested that the applicant should be asked how much funding they have received in the past 3 years and how much of that funding is left. Also, it would be helpful to know what other sources of funding the applicant has pursued and what are their plans if they do not receive funding. Sandier questioned if the applicants need to be better educated as to how to complete the application. She noted several applicants in this year's pool seemed unprepared and the fact that maybe they didn't complete an application well, or didn't know how to write a grant, should not prevent them from receiving needed funding. The applicant may also need to be made aware of other programs that they could access that might better suit their needs. Staff responded they offer assistance and workshops but few have responded. They want to keep the process as open as possible, but mandatory staff contact might be necessary, especially for new applicants. · Discuss Summer Schedule Hightshoe said the commission usually takes a month off in the summer. The group agreed that August would be the best month to take off. The next meetings are scheduled for June 19, 2003 and July 17, 2003. · Announce Upcoming HCDC Appointments Hightshoe and Correia announced that there are possibly three vacancies on the commission beginning in September 2003. The appointments are for 3 years and there is not a limit that one can serve. Applications and a summary of responsibilities are available at the City Clerks office and on the City's web$ite. Adjournment MOTION: Sandier moved to adjourn the meeting. Edwards seconded the motion. All in favor, the motion passed 6-0. The meeting adjourned at 7:42 PM. MINUTES APPROVED IOWA CITY BOARD OF ADJUSTMENT WEDNESDAY, MAY 14, 2003 - 5:00 P.M. CIVIC CENTER - COUNCIL CHAMBERS MEMBERS PRESENT: Mike Paul, Vince Maurer, Carol Alexander, Eric Gidal, Dennis Keitel MEMBERS ABSENT: None STAFF PRESENT: John Adam, Sarah Holecek OTHERS PRESENT: None CALL TO ORDER: Chairperson Mike Paul called the meeting to order at 5:00 P.M. ROLL CALL: Alexander, Keitel, Paul, Gidal, and Maurer present. CONSIDERATION OF THE MARCH 12, 2003 BOARD MINUTES: Motion: Keitel moved to approve the April 9, 2003 minutes, Alexander seconded, Motion carried 5- 0. SPECIAL EXCEPTIONS: EXC03-00005. Public hearing regarding an application submitted by Chris Carr for a special exception to allow a drive-through/carry-out restaurant (an auto- and truck-oriented use) in the Community Commercial (CC-2) zone at 1621 S. First Avenue. Adam stated that the property owner of the former parking lot for Pla-Mor Lanes bowling alley is currently developing a four-unit commercial building on the lot. He said that this development received a special exception in November (EXC02-00019) to permit a drive-through window for the dry cleaning business on the west end. The restaurant on the east end is the subject of the current application. The restaurant will conduct most of its business through carry-outs and deliveries, and is devoting less than 50% of the floor area to seating. Adam said that because of this, it is defined as a drive-through/carry-out restaurant in the Zoning Chapter and is, therefore, an auto-oriented use. Auto- and truck-oriented uses are permitted only by special exception in the CC-2 zone because of possible impacts associated with increased vehicular traffic. Adam stated that it is staff's opinion that this application conforms with the regulations of the CC-2 zone and meets the general standards for special exceptions as set forth in 14-6W-2B. In particular, Adam said that the proposed use is similar to the surrounding commercial uses, including a fast food restaurant, a lube shop, a car wash, and a dry cleaning business with drive-through window. Therefore, this proposed use should not impede further development or redevelopment in the area. In addition, Adam said that, in the prior auto-oriented use exception for this development, the Board approved recommended internal circulation changes to improve flow within the site and enhance accessibility from First Avenue. He stated that staff does not feel that the proposed restaurant use will have an impact that warrants any fudher conditions. Adam stated that the proposed development conforms to the requirements of the CC-2 zone, including parking, landscaping and dimensional requirements as approved during site plan review. Adam said that staff recommends that EXC03-00005, an application for a special exception to establish an auto- and truck-oriented use in a Community Commercial zone at 1621 South First Avenue be approved. Iowa City Board of Adjustment Minutes May 14, 2003 Page 2 In response to a question from Alexander, Adam clarified that there will not be a drive-through window for the restaurant; however, it is definitionally a drive-through/carryout in the Zoning Chapter. Public Hearing Opened None. Public Hearinq Closed Motion: Gidal moved that EXC03-0000$, an application for a special exception to establish an auto- and truck-oriented use in a Community Commercial zone at 1621 South First Avenue be approved. Maurer seconded. Keitel stated that he believes this use goes along with a dry cleaner drive-through and he does not see a problem. He does not see any infringement on the immediate properties. He said he will vote in favor. Paul stated he will vote in favor. He said that he does not believe that this proposed use will impede the normal and orderly development and improvement of the surrounding property, nor will it be injurious to the use and enjoyment of other property in the immediate vicinity. He does not feel it will substantially diminish or impair property values in the neighborhood. He said that, in his opinion, adequate measures have been or will be taken to provide ingress and egress designed so as to minimize traffic congestion on public streets. Paul said that in all other respects, he feels the proposed exception conforms to the application regulations or standards in the zone. Alexander said she would vote in favor for the reasons given by Keitel and Paul. Maurer said he would vote in favor. Gidal said he would vote in favor for the reasons given. The motion was approved on a vote of 5-0. OTHER Discussion of the April 23rd ISU Extension Office's Planning & Zoning Workshop for Local Officials, including proposed changes to opening statement. Adam stated that he and Keitel attended the workshop, He said they were impressed with the opening statement that Ames used to use, and he has made suggested changes to the Board's opening statement. The general consensus was that the proposed opening statement was a good idea. After discussion, he said he will add the "Statement Following the Vote on a Motion" to the Board's protocol. WORK SESSION Holecek presented a training orientation outline to the Board. She explained that the Board is a quasi- judicial body rather than legislative. She said that the most important thing to be taken from this is that the Board has ethical requirements not to make ex parte contacts, although as a member of the community it is impossible to preclude that totally. She said that if people do provide comments, the Board member should bring it to the record. Holecek said that, because the Board is a quasi-judicial body, it is important that they articulate their findings of fact and conclusions, because that is the basis for defending their decision on appeal. She said that record is akin to a judge's decision, so it is important to address the issues verbally so that it appears in the minutes and decision. In response to a question from Paul, Holecek stated that any aggrieved person can appeal a ruling, so it is important to articulate findings and conclusions even in a favorable finding, Keitel cautioned that if a Board member refers to standards or parts of the ordinance as a cite for part of his roasons, he must know what they are because he could be challenged on that if he was erroneous. He said that he is careful when giving engineering opinions because he could be challenged by another expert witness, Iowa City Board of Adjustment Minutes May 14, 2003 Page 3 Holecek said that usually those items are flushed out fairly well in the staff report, but Keitel had a good point. Gidal questioned the Board's practice in findings of fact, and whether deliberations would be warranted. He said there have been cases where it may have been useful to discuss and hear the opinions of other Board members prior to making a decision. Holecek said that, typically, bodies such as the Supreme Court go into their chambers and talk about the issue. She said that the Board does not have that luxury since they are a public forum. However, she said that the Board can deliberate, taking into consideration the public forum aspect. She said that the Board could address that by speaking to the other Board members, for instance, asking "Is anybody having the same difficulty I am with Issue A?" Paul questioned whether this would be better done after the staff report and before the public hearing. Gidal opined that the public hearing is important because you are taking new evidence which could impact Board discussion. The consensus was that the Chair should call for deliberation after closing the public hearing, then the Board will go on to findings of fact. Keitel questioned what is the best way to handle approaches by a community member, either by phone or in person. Holecek said that this should be put on the record at the meeting where the application is being taken up. For instance, the Board member could say, "1 was called by the applicant to discuss this matter. I did tell them I can't discuss the details of the matter. I just want to put that on the record." Paul said that often the people who approach him don't have any idea they are doing anything wrong. Holecek agreed that, typically people think it's a political process when it really isn't. In response to a question from Keitel, Holecek said that if you are approached while viewing a site, the best way to handle the situation is to advise the person that it puts you in a bad position, that you are simply viewing the site and advise the person that it would be best if they make their comments at the public hearing. Adam asked the Board to remind that person that if he is unwilling or unable to come to a public hearing, they have the option of sending a letter to Planning and it will be included in the packet or else provided to the Board at the meeting. Holecek briefly reviewed other pads of the training outline and encouraged the Board members to read the outline, including reviews of the tests for special exceptions and variances. Paul reiterated that it is important for the Board to remember that the applicant has to meet each and every one of the tests on an application for variance. Holecek said that due process means providing notice and a meaningful opportunity to be heard. She said that staff always provides for notices in ordinances, and the Planning Department mails out notices to property owners within 300 feet of the applying property, as well as posting it. She said the bottom line is the Board needs to allow particularly applicants the ability to fully flesh out their case before the Board, and be careful not to cut them short. In response to a question from Keitel, she said that the Board could hurry witnesses along if they are providing the same testimony. Holecek said that the most important thing is fleshing out the findings of fact and conclusions of law, providing the reasons for reaching a conclusion based on the particulars of the application before the Board. She said, given that the Board probably will not find themselves in the exact same position between two properties in the same city, that may take away from precedential value. However, if there are applications that are similarly situated and the decision comes down differently, there better be a good reason. She said it is important to differentiate each situation and articulate the uniqueness of each application. Paul reiterated that the Board must make their decisions on the value of the application, not their personal opinion on the project or the person speaking. He said that the Board's position is to look at the application and determine if the points presented hold up. Gidal asked what the appropriate way would be to let staff know that they feel a section of the Zoning Code should be addressed. Holecek said that the Board could present a motion, separate from the case, asking that a problematic section of the Zoning Code be put on the pending list for review and study, setting out their concerns. Iowa City Board of Adjustment Minutes May 14, 2003 Page 4 Keitel questioned the appropriate procedure for a Board request for reconsideration of a vote. He said that his understanding is that Robert's Rules of Order set out that the reconsideration request must be a member of the prevailing side. Holecek stated that, while that's true, the Board has the power to make a motion to suspend the Rules, if necessary. BOARD OF ADJUSTMENT INFORMATION None. ADJOURNMENT Keitel moved to adjourn, seconded by Maurer. The meeting adjourned at 5:53 PM. Board Chairperson Board Secretary Minutes Submitted By Neana Saylor ( Iowa ity.. Pubhc Library MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING - LOWER LEVEL OF TEMPORARY FACILITY May 22, 2003 - 5:00 PM Members Present: Linda Dellsperger (left at 6:15 pm), Shaner Magalhaes, Lisa Parker, Linda Prybil, Pat Schnack, Jesse Singerman, Jim Swaim, David VanDusseldorp Members Absent: Tom Suter StaffPresent: Barbara Black, Maeve Clark, Susan Craig, Barbara Curtin, Debb Green, Heidi Lauritzen, Kara Logsden, Martha Lubaroff, Liz Nichols, Others: Joel Miller, Building Project Coordinator, Terri Byers, Library Union Steward, Paul Shaw, President, Local I83 CALL TO ORDER: Parker called the meeting to order at 5:02 pm PUBLIC DISCUSSION APPROVAL OF M1NUTES: Two clarifications were made to the report on the budget cuts. A motion was made to approve the minutes as amended, by Dellsperger and seconded by Prybil. All voted Aye. UNFINISHED BUSINESS Building Proiect: Miller distributed his monthly report and reviewed the project to date. The demolition contractor is working on the east wing of the building. The second floor will be framed out soon. By next month we will be getting footings for the bumped out parts of the building. We are still on schedule. Miller said we would have to close the playground for a few days while setting up for work on the East Wing. He described the pictures in his handout. He expects that demolition and cleaning up of the site should be completed by next Friday. There have been some complaints about the sidewalk being closed without clear signage, and complaints about the new book drops. All of those issues were being taken care off The tentative date for the Moen project to begin on 64-1A will be between June 1 and July 1. Craig said she thinks people are still figuring the building out. We are feeling the inefficiencies of the building in the places she anticipated; Circulation and Maintenance. Prybil asked about the use of volunteers in Circulation. We are using experienced volunteers, but not recruiting new ones. Check-in takes place in the basement where permanent staff is not scheduled during evenings and weekends. Naming Policy Curtin included the one response she received from the Cedar Falls Public Library. It is similar to ours however they have lower naming levels than our current policy. In response to a question, Curtin said that has been one Board of Trustees Page 2 major donor who qualifies for the $500,000 naming category. There are five others that will qualify under the $50,000 range. Although Singerman was interested in seeing what other libraries did she would like to keep areas unnamed until more donations came in. The current commJttee did not want to name many small areas. Craig explained that there is a very prominent place set aside for a wall display that will include names of people who have given $1,000 or more. Parker asked if there was a motion to approve what the committee recommended. There was no further discussion and no action taken. County Library Task Force Craig reported. Board of Supervisors asked Jeffrey Home to set up a task force. Makeup would be two county residents, two supervisors, three people from Johnson Co Public Libraries, and the Johnson County Attorney. He will chair. Four of the library directors wanted to serve on the task rome, so Home was asked if they could rotate into the three seats. He remained in favor of only three representatives from the libraries. Swaim thought there should be one representative from each of the five libraries in the county. Swaim would hesitate on rotating memberships. He feels that it is in the best interest of all the libraries to have representation. There was a discussion about looking at a county library system. Singerman asked if there was some way for libraries to avoid duplication of services by forming a consortium to provide services and save money. It is a direction that State government is going. Craig said she would have to read the code, which has provisions for county and city libraries. Craig agreed that it is a goal of government, however each community wants to govem themselves with their own library board. Political obstacles to consolidation are huge. Singerman would like to see ICPL be the leader in working on this. Dellsperger asked if the boards could meet. Parker said we could not restructure library services at this meeting. Dellsperger is concerned that the county budget is will be cut and cuts will have to made to staff and hours. She would prefer that libraries present proposals to the county rather than wait and react to the county's decision. Since the task force hasn't met yet, a suggestion was made to draft a letter to the Supervisors asking for better library representation on the Task Force. Craig will draft a letter for Parker's signature requesting that all libraries have representation on the Task Force. NEW BUSINESS FY04 Budget City Manager's memo with his recommended cuts, was included in the packet. He had taken these cuts from a list of options prepared by Craig. Income from the library's retail space would be used to supplement the operating general expenses and is calculated in overall numbers. Craig asked for a motion and vote to approve the cuts that she recommended. If approved in concept, proposals to increase fines would be presented at the June meeting. Dellsperger asked if the Manager's cuts seemed equal across the board. Craig explained that at issue is what is funded by the general fund. Police and Fire are the biggest users of general fund. Other departments have employees funded by other sources. She felt Manager's proposals were fair to the Library Dellsperger moved approval of the budget reduction and proposals that Craig has submitted to the City Manager. Magalhaes seconded. After a discussion about whether or not Board could or should approve individual recommended changes, Dellsperger withdrew the motion. She then made a motion that the Board authorizes Crmg to eliminate $150,000 from our operating budget to conform to the City Manager's request. Swaim seconded it. Singerman said that the Director is guided by the strategic plan approved by Trustees, and would reduce the budget in keeping with the plan. Parker called for a vote. The vote was 7 in favor of the motion and one Nay vote cast by Magalhaes. Labor Agreement Nichols prepared a memo for Board outlining the changes to the labor contract with AFSCME #183, which impacted ICPL. Dellsperger asked about the situation with temporary employees if the contract is approved. Craig explained that we have until February of 2004, under the current language, before we have to give hourly employees who work for us, and who are not students, the option of reducing their hours to 10 or less Board of Trustees Page 3 or leaving. By state law, temporary employees who are students can work up to 20 hours per week. Implementation of this change in the contract will cause difficulties for the Library because we will have to maintain accurate status of temporary employees and possibly hire additional people at less than ten hours per week. There may be a way to ease some of thc burden by negotiating a contract side letter. This will be considered in the fall. A question was raised about the Library's situation vis a vis other City departments. Craig responded that the library is probably the second largest user of temporary employees behind Parks & Recreation Department. SchnackmovedapprovaloftheAFSCMEcontract. Seconded by VanDusseldorp. Singerman asked about the increase in family health insurance. Prybil expressed disappointment at the language and how it affects people. Craig said that we were able to avoid the issue involving hourly employees for awhile, but negotiations kept pushing for it. The motion carried unanimously. STAFF REPORTS Circulation: Laudtzen passed around photographs taken during and after the move. The question of what we learned from this move and would do differently next time was raised. Craig explained that we had to move into this space without being set up. Moving back will be easier because we will be moving into new furniture. Regarding making all books due on same day? That would be something to think about. PRESIDENT'S REPORT Magalh~es and Dellsperger were re-appointed by City Council to the Board. The new Board member is Thomas Dean. At June's meeting, Trustees will discuss their July dinner to say goodbye to retiring Board members and welcome new members. ANNOUNCEMENT FROM MEMBERS None COMMITTEE REPORTS Evaluation of Director All Trustees received a blank copy of Craig's 03 goals to complete and return to Lubaroff by June 2. Committee will set up a meeting and report at June meeting. Singerman stressed the importance of evaluating Craig's goals Foundation: Curtin reported on a series of meetings involving finances. The Executive Committee of the Foundation Board met and has a recommendation that will go to the full Board next week. They are recommending that the Development Director position be reduced to 4/5 time and the Development Office Assistant position be decreased to half time. This is due to the fact that for the last several years' budgets have been approved that have taken more money from invested funds than Foundation Board policy calls for. This cannot continue without risking financial position of the Foundation. Curtin prepared a budget with several options and both the Investment and Executive Committees met and came up with the recommendation, which must be approved by the Foundation Board that meets next week. This would impact library staff who would have to take on some tasks currently done in the Development Office. COMMUNICATIONS Craig included the communications from Garry Klein regarding the poor placement of the handicapped button for exiting the Library. Board commended her on the quick turnaround in responding to his concern. ICPL BOARD OF TRUSTEES P'~ge ,~ DISBURSEMENT Visa expenses for April were reviewed. Disbursements for April were approved unanimously after a motion by Swaim, seconded by Singerman. ADJOURNMENT The meeting was adjourned at 6:40 pm after a motion by Magalh~es, seconded by Prybil. Minutes taken and transcribed by Martha Lubaroff FINAL/APPROVED MINUTES E PARKS AND RECREATION COMMISSION JUNE 11, 2003 MEMBERS PRESENT: Kevin Boyd, Margaret Loomer, Nancy Ostrognai, Matt Pacha, A1 Stroh, Sarah Walz, John Westefeld MEMBERS ABSENT: Craig Gustaveson, Judith Klink STAFF PRESENT: Mike Moran, Terry Robinson, Terry Tmeblood FORMAL ACTION TAKEN Moved by Westefeld~ seconded by Walz~ to approve the May 14~ 2003 minutes as written. Unanimous. Moved by Walz~ seconded by Westefeld~ to appoint Marilyn Kriz to the Parks and Recreation Foundation. Unanimous. BUDGET REDUCTION STATUS Trueblood reported there have been no changes in the suggested budget reductions necessary to reduce the City's budget by approximately $1.8 million. Staffhas been directed to look at the department's brochure cost. In the past the department has printed 30,000 brochures three times per year, which are mailed to residents of Iowa City, with the exception of post office boxes and University of Iowa dormitories. Staff met to discuss ways to reduce the cost. Ostrognai asked if there could be only one brochure printed for the entire year. Tmeblood stated many of the department's classes and activities would be very difficult to plan out that far in advance. He indicated the brochure is available on-line and on-line registration was begun this spring. Some of staff suggestions included printing less brochures, not mailing it, and utilizing the utility bills to notify citizens of the brochure release, listing various pick up sites and a reminder they may access the brochure and register on-line. Ostrognai noted Indiana University did a nice brochure describing classes and other events every semester on newsprint. Trueblood stated the current brochure consisted of recycled paper for the cover and the cheapest paper, besides newsprint, available for the remainder. Pacha asked if it is sent out for competitive bids; Tmeblood indicated it is. Boyd indicated he liked the suggestion to utilize the utility bills, although many apartment dwellers would not receive them. He noted, however, that many have computers or access to computers and could access the information. Trueblood indicated the department's marquee sign on the comer of Burlington and Gilbert could also be utilized. Boyd indicated the Press-Citizen and Gazette might be interested in sponsorship, noting the Downtown Association has utilized them as their printer and they have included DTA insertions at a reduced rate. Tmeblood noted the Gazette has the current brochure bid. In the past the Press-Citizen was used as a distribution source for the brochure, but it did not work out very well. Moran also noted the paper's circulation is far less than the 28,000 mailed by the department. Trueblood indicated staffwill need to explore all avenues. Pacha suggested the local access channel; Walz agreed this would be an excellent way to inform Iowa City citizens. Pacha felt the department has given up enough in light of the proposed reduction in the parkland acquisition fund. Stroh suggested using the utility bill by including a monthly version of the department's activities in a newsletter format. Tmeblood reported staff is reviewing all its fees for potential increases, especially park shelters and cemetery fees. It may also be necessary to review the recently adopted Recreation Division fees and charges. WATERWORKS PARK UPDATE Walz reported she contacted a number of people about setting up a meeting, and it was suggested that a public meeting be held June 24 or 25. She indicated the idea of a meeting would be to discuss how various groups Parks and Recreation Commission May 14, 2003 Page 2 of 4 could come together to support the project and how to implement the plan. They would look at possible funding, volunteer work and whatever they could do to get the project done. Pacha suggested the new water plant facility as the meeting location. Walz agreed this would be a good site to hold a meeting; Tmeblood indicated he has not heard back as to whether this would be possible. Walz stated the meeting could be held at the library, with the possibility of visiting the project site in July. Stroh asked about the meeting format, noting the need to present the different components the department would like to do. Walz felt it would be a brainstorming meeting and a handout could be prepared setting out the plan as it stands; Stroh suggested utilizing the master plan. Westefeld agreed the meeting should include an overview of the plan and asking the attendees for their ideas. Ostrognai asked if the meeting would pertain to just the Waterworks Park or all the parks; Walz stated the Waterworks Park. Walz expressed her hope that what would grow out of this meeting would be interest in needed vegetation in other parks. Boyd asked about the funding, noting the budget cuts did not affect the City's bonding capacity. He noted the Mormon Trek Extension Project came in significantly lower than expected. He stated he had previously spoke with several City Council members about funding and they indicated to approach them again if good bids were received for City projects. Walz stated the Waterworks project is a project that does not need to be completed at once, and some funding would be better than none. Trueblood indicated he thought the Mormon Trek Extension Project involved a substantial amount of federal or state funding, but he would check what the funding sources are. SAND LAKE TRAIL/TIF UPDATE Boyd reported the Economic Development Committee had considered this area when putting together the boundaries for TIF. He stated the comrmssion is on record requesting the use of these funds for public improvements specified in this project. ANNUAL PARK TOUR After a brief discussion, the annual park tour was tentatively scheduled for Wednesday, September 10. NEIGHBORHOOD OPEN SPACE ISSUES Tmeblood reported a person who resides in a condominium on Cambria Court, which is on the west edge of Willow Creek Park, who would like the City to take over the property (less than one-half acre) behind his condominium. The property in this area consists of 5-6 condominiums abutting the park. Staff met with him at the site and told him the City would not be interested in purchasing the land and was not sure whether it would be interested in accepting it if donated. At the time of the meeting, the individual had not gotten the support of the other condominium owners to donate/sell the land. Trueblood indicated the only reason the City may be willing to take the property is for access, but noted there is a 10-foot public easement in this area for this purpose. COMISSION TIME Boyd asked for information on a letter regarding snow removal from 8 foot sidewalks that was brought up at the City Council's work session. Trueblood stated there have been two issues recently regarding snow removal and mowing; one area is a 6-foot sidewalk along South Sycamore Street and the other is an 8-foot sidewalk from Rochester to Highway 6 on Scott Boulevard. The City Code states it is the adjacent property owner's responsibility to remove the snow from the sidewalk and mow the grass between the sidewalk and curb. The City has been maintaining the Scott Boulevard area and it is believed that a previous administration had agreed Parks and Recreation Commission May 14, 2003 Page 3 of 4 to continue this until the area was developed, at which time the responsibility would revert back to the property owners. Trueblood stated staff from the Public Works Department, Housing Inspection Services, City Attorney's Office, City Manager and the Parks and Recreation Department met. They agreed to enforce the City Code uniformly throughout the City. Loomer indicated she would like to see the Walden Woods Park area developed. She noted there are a number of neighbors that are eager to see the park developed into a passive park, with trees and a park bench, and they would be willing to plant the trees. Trueblood indicated there is money for this project, and staff will begin work on completing the plan. Loomer stated it would be nice to have a bridge to go across to Fareway; Tmeblood noted this area was privately owned, but it has been discussed and there is hope to accomplish it some day. Walz stated the planting of the rain garden at Hickory Hill Park by the Friends of Hickory Hill Park and volunteers went well. She noted there was a nice article in the Gazette and many compliments have been received. Walz stated someone spoke to her about a section of trail, which is not part of the official trail, where a bridge is sinking. Robinson stated it is a 4-inch concrete, m-rod enfomed slab that at one time may have been put there by a farmer. He indicated staff cannot get into this area with any equipment to lift or repair it. He stated staff needs to decide what to do with the trails that are not part of the trail system. Walz stated this is an important area for people who bird. Walz noted the Friends of Hickory Hill Park have a web site; Pacha requested that she send a link to commission members. Ostrognai indicated she went to Hickory Hill Park to see how the trails were after the recent rains. She stated the trail was dry and stable, with the exception of one area that was in the shade. Pacha asked who staffed the City Park amusement rides; Tmeblood indicated the City contracts with Successful Living to operate the rides, and the City is responsible for maintenance. PARKS AND RECREATION FOUNDATION Pacha reported on the recent meeting of the Foundation. The Foundation affirmed its support for the Waterworks Park Project, discussed making their gift catalog available and elected officers. He stated Marilyn Kriz volunteered to join the Foundation in order to continue in her capacity as the Secretary, pending approval by the Commission. Moved by Walz~ seconded by Westefeld~ to appoint Marilyn Kriz to the Parks and Recreation Foundation. Unanimous. Pacha stated they also discussed the role of the Foundation, a sustained giving vs. a project-driven group, which matter was not resolved. DIRECTOR'S REPORT Trueblood reported on the following: City Park Rides. The rides opened Memorial Day weekend. The revenue for the first 18 days of operation this year was $7,300 (an average of $406/day), as compared to $2,157 (an average of $120/day) last year. The significant increase is due to the price increase, expansion of the railroad track and the addition of two rides. Many good comments have been received. Safety procedures are being reviewed with the Successful Living staff due to an incident that occurred. Parks and Recreation Commission May 14, 2003 Page 4 of 4 South Sycamore Trail. A ribbon cutting ceremony was held Saturday, June 7, which was coordinated by John Yapp and Marcia Klingaman. Approximately 55-60 people attended, with more joining later to walk the trail. Cell Phone Tower. Verizon Wireless contacted staff regarding the possible installation of a cell phone tower (120-foot monopole) in upper City Park. The director met with them at the park and indicated he thought it would be difficult for them to gain approval. Verizon was informed of the approval process for such a request, which involves the Commission, Board of Adjustment and final approval by the City Council. Verizon stated they negotiate the fee, which in this case may be $300-$400 per month. Stroh stated his disapproval, noting our business is parks; the commission as a whole indicated they would not support this request. ADJOURNMENT The meeting adjourned at 6:15 p.m. MINUTES APPROVED PLANNING AND ZONING COMMISSION JUNE 5, 2003 EMMA J. HARVAT HALL MEMBERS PRESENT: Benjamin Chait, Dean Shannon, Ann Bovbjerg, Don Anciaux, Beth Koppes, Jerry Hansen MEMBERS ABSENT: Ann Freerks STAFF PRESENT: Bob Miklo, Mitch Behr, Jessica Hlubek OTHERS PRESENT: Chris Pose RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 6-0, REZ03-00018, a rezoning from RS-5, Low Density Single-Family Residential to RM-12, Low Density Multi-Family Residential, for 5.69-acres located on the west side of Mormon Trek Boulevard subject to a conditional zoning agreement requiring that in the event that the property redevelops for residential use, approval of an OPDH (Planned Development Housing Overlay) end the establishment of a 70-foot wide evergreen buffer along Hwy 218. Shannon seconded the amended motion. Recommended approval, by a vote of 6-0, an amendment to the Zoning Code to 1) allow utility substations as provisional uses or special exceptions in the Office Research Park (ORP) zone and 2) allow the Board of Adjustment to reduce the minimum lot size for a utility substation in the ORP zone if certain conditions are met as listed in Staff Report of 5/28/03 and supplemented by the requested language change in the applicant's letter dated 6/2/03. CALL TO ORDER: Bovbjerg called the meeting to order at 7:32 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Bovbjerg said a listing of current vacancies on the various City boards and commissions was posted in the outer lobby. REZONING/DEVELOPMENT ITEM: REZ03-0001~, discussion of an application submitted by All Nations Baptist Church for a rezoning from RS- 5, Low Density Single-Family Residential, to RM-12, Low Density Multi-Family Residential on 5.69-acres located on the west side of Mormon Trek Boulevard north of Hwy 218. Hlubek said the property was located at 1715 Mormon Trek Boulevard. The proposed rezoning would allow All Nations Baptist Church to erect a sign with 24-square feet of area per side at the church's entrance, thereby increasing sign visibility and exposure to the church. The applicant's concern was that the existing sign was not large enough for drivers on Mormon Trek Boulevard to see. The current RS-5 zoning allowed a maximum sign face of 12-square feet. The proposed RM-12 zoning would allow the Church to erect a sign with 24-square feet of area per side. Currently the church existed on the site as a special exception of the RS-5 zone. If the proposed rezoning were approved, the Church would continue to exist on the property as a special exception of the RM-12 zone. Hlubek said under normal circumstances Staff would not consider a rezoning solely to allow a larger sign. The subject property did have special characteristics such as the location of the property, between an expressway and an arterial; the property's relatively small size compared to most RS-5 neighborhoods; and the character of the surrounding neighborhoods, which would be compatible with the proposed RM-12 zoning. The primary intent of the RS-5 zone was to provide for single-family residential development Planning and Zoning Commission Minutes June 5, 2003 Page 2 consistent with the single-family residential character of Iowa City. The proposed RM-12 zone would allow both high density single-family and Iow density multi-family residential dwellings on the property, should it redevelop in the future. Hlubek said at this time there were no plans to redevelop the property, however the current RS-5 zoning allowed only detached single-family dwellings as permitted uses. The proposed RM-12 zoning would allow duplexes and multi-family dwellings, as well as detached single-family housing on this site. Staff felt the subject property was more appropriate for medium-density cluster development or for nonresidential uses such as the religious institution which was currently on the properly. The property is bordered by Mormon Trek Boulevard and Hwy 218 which provide an effective separation between it and other single-family uses. Mormon Trek Boulevard provided the property with adequate access to the rest of southwest Iowa City and ensured that any redevelopment would not be disruptive to local residential streets. She said the property is abutted to the north by Mormon Trek Village, a mixed development, which would be compatible with the proposed RM-12 zoning. The entire Southwest Planning District, in accordance with the Comprehensive Plan, promoted a diversity of housing types. The area along Mormon Trek Boulevard contained a mixture of duplexes, townhouses, apartments and single-family dwellings. Any future multi-family development on this property would fit in with the surrounding area. Staff recommended that a 70-foot wide buffer planted with evergreens be required along Hwy 218 if this property redeveloped for residential uses, as suggested in the Southwest District Plan. Hlubek said Staff recommended that REZ03-00018, a rezoning from RS-5, Low Density Single-Family Residential to RM-12, Low Density Multi-Family Residential, for 5.69-acres located at 1715 Mormon Trek Boulevard be approved conditioned upon the establishment of a 70-foot wide evergreen buffer along Hwy 218 in the event that subject property redevelops for residential use in the future. Anciaux asked how far into the property would the 70-foot buffer reach. Miklo said the property was several hundred feet deep so it should not create a problem. Shannon asked if there was any other way the Church could erect a larger sign without having to go through the rezoning. Miklo said an amendment to the Sign Code would be the only other way to do it. There were standard sign ordinances in the residential zone so it was not possible to give one use, such as a church, special treatment. The Commission could also vote "no", having determined that the current zoning and the current signage were appropriate. Multi-family zones allowed slightly larger signs. Given the surrounding properties, Staff felt the RM-12 zoning would be appropriate. In response to a question by Bovbjerg, Miklo said on one side the sign was 24-square feet. The permit for the current sign had actually been issued in error. The applicant had been allowed a total of 24-square feet, 12-feet per side. Rather than putting the sign on both sides, the applicant had opted to put all 24-feet on one side. The permit should not have been issued. Miklo said what the applicant wanted to do was put the sign on both sides, then turn it parallel to Mormon Trek Boulevard so it was more visible. Bovbjerg asked in an RS-5 or RM-12, was there anything that dictated how high off the ground a sign could be. Miklo said a sign on a pole would not be allowed, a monument sign, such as the current sign, would be permitted. Hansen said given the current configuration of the development on that particular piece of property, could apartments or multi-family units co-exist on the property with the church? Miklo said hypothetically it could be possible if the parking requirements could be satisfied. There was some vacant land, most of which was consumed by parking. Hansen said he would like to know how many units could be developed on that property with the current building in place. Miklo said that would be hard to answer with the current building in place. With the proposed RM-12 zoning, if the building was removed there would be 5-acres so approximately 50- or a maximum of 60-units could be built there. With the current RS-5 zoning, if an OPDH or a planned unit development were done, it might be possible to get 25 on the site. The rezoning would double the potential density of the site. Public discussion was opened. There was none. Public discussion was closed. Motion: Chair made a motion to approve REZ03-00018, a rezoning from RS-5, Low Density Single-Family Residential to RM-12, Low Density Multi-Family Residential, for 5.69-acres located at 1715 Mormon Trek Boulevard conditioned upon the establishment of a 70-foot wide evergreen buffer along Hwy 218 in the event that the property redeveloped in the future for residential use. Shannon seconded the motion. Planning and Zoning Commission Minutes June 5, 2003 Page 3 Chair said based upon what he was hearing, in the long term RM-12 was more appropriate for the site, if it were to redevelop. It was a better use of the land, long term. In consideration of everything around it, the proximity and the potential to develop, RS-5 was inappropriate. Shannon said he didn't realize this property was zoned RS-5. The area around it was PDH-8, he had always thought the whole neighborhood was RS-8. He agreed with Chait's reasoning. Bovbjerg said she was against the rezoning. She felt with the RS-5 as it currently was now, a two-faced, 12 square foot sign would be fine. The problem with going to an RM-12, without having any plan in front of them, was that they gave away the future ability for the Commission to have some conditions on it or to have some control upon what was there. The question as to what could be built there as an RM-12 either with or without the church there, essentially gave the triangle to who ever wanted to do something with it, without the City being able to do anything but a buffer. She felt giving away an interest in the future with a blanket RM-12 was not safe. Miklo said there might be ways to address those concerns without actually voting down the zoning. In similar situations, the Commission had required that a site plan or a future OPDH plan be approved by the Commission. If it was a serious concern to the majority of the Commission, they could condition the zoning upon something of that nature. Hansen said he had the same concern. Chair said it seemed to him that they had the buffer. He speculated that any prudent development might look at a PDH which would put the issue back before the Commission. Koppes said it was a concern to her too. Bovbjerg said RM-12 was a great big leap. It the Commission was going to think of conditions she would like to defer this item to the next meeting. Chair said he was not trying to rush the judgment, but he felt the Commission regulated too much. He felt the RM-12 zone in that location was probably better than in any other location for that kind of density. However, they were looking to the future. He could be flexible if the Commission fefi they needed to require a PDH plan. Hansen said he agreed that a higher density for the future of that piece of property was probably the right thing to do. However, the Commission was being asked to rezone it and they probably would not get a PDH on the property. He felt just because of a sign, the Commission was leaving itself open to what ever someone could dream up for that particular site. There were too many questions as to what could develop in the RM-12. Bovbjerg said requesting an OPDH would still leave them selves open to anything. She felt a two-faced 12- square foot sign would probably work. It might not have everything on it that was there now, but a zone change was a drastic step for a sign. RM-12 was too big a step between even a PDH-8 and RM-12. If it were PDH-8, which would not change the sign, it would not be so bad. While there was density in Mormon Trek Village and there were lots of duplexes across the street, it was not the same as an RM-12. It was too open ended and going too far for a sign. Koppes said RM-12 would fit in the neighborhood better. She didn't see RS-5 as compatible with that neighborhood. Chair said that would not give the applicant what they were asking for in a sign. He felt the Commission should either give them what they were asking for with an additional condition of having a PDH review upon redevelopment or don't give them what they were asking for. In order to move the item forward, he was willing to amend the motion to add the additional condition of a PDH review upon future redevelopment. Bovbjerg said her problem with a PDH review was that it didn't specify who would decide which conditions would be there. Miklo said the Commission and Council would in the end. Hansen asked if there was any other way to put signage on the property such as attaching it to the building or setting it back. Miklo said they could put a fa(;ade sign up. For the type of information which they wanted to put up (the times for services) the most effective way to do it was a monument sign near the street. Miklo said Staff had had a very similar struggle when this item first came to them. When they looked at the property and its surrounding neighborhood, RM-12 made sense. Miklo said if they were zoning this neighborhood today as a blank slate he didn't think they would ever zone it RS5. Planning and Zoning Commission Minutes June 5, 2003 Page 4 Hansen asked how did a religious institution fit into neighborhood commercial. Miklo said it was a special exception. In the new draft of the Code they had proposed not to allow religious institutions in neighborhood commercial because of the preference for retail uses in those neighborhoods. Miklo said commercial brought all sorts of traffic questions that Staff hadn't considered. They would want to re-examine that very closely given Mormon Trek Boulevard. Koppes said she would like to see the PDH review as a condition added. Amended motion: Chair made a motion to approve REZ03-00018, a rezoning from RS-5, Low Density Single-Family Residential to RM-12, Low Density Multi-Family Residential, for 5.69-acres located at 1715 Mormon Trek Boulevard subject to a conditional zoning agreement requiring that in the event that the property redeveloped for residential use, approval of an OPDH (Planned Development Housing Overlay) and the establishment of a 70-foot wide evergreen buffer along Hwy 218. Shannon seconded the amended motion. The motion passed on a vote of 6-0. ZONING CODE AMENDMENT: Discussion of amendments to the zoning code to 1) allow utility substations as provisional uses or special exceptions in the Office Research Park (ORP) zone and 2) allow the Board of Adjustment to reduce the minimum lot size for a utility substation in the ORP zone if certain conditions are met. Miklo said a letter had been received from Christopher Pose on behalf of MidAmerican Energy requesting this amendment to the Zoning Code. Currently the ID zone or the ORP zone did not allow utility substations, but they were generally allowed in all commercial zones and industrial zones either as provisional uses or by special exceptions. The intent of the ORP zone was to develop office parks. Staff felt a utility substation could be included in that intent if it was well screened and well located and consideration was given as to how it fit in the surrounding environment. Staff felt amending the ID zone was not necessary, they recommended that only the ORP zone be amended. The ID zone allowed anything that was allowed in the ORP zone to occur. Miklo said Staff recommended that the Commission amend the OPR zone to allow utility substations by special exception. That way the Board of Adjustment could review them and to control things such as screening, the planting of evergreens around it, any setback they might feel was necessary. Miklo said the letter from Pose also requested that some of the requirements for the ORP zone be waived as part of the Code amendment. Staff felt that could be addressed more easily by the Board of Adjustment in that they currently had provisions which allowed them to waive those types of requirements such as dimension requirements as part of a special review process. Miklo said Staff recommended the Zoning Code be amended as noted in the Staff Report of 5/28/03. Miklo said Staff had received a letter from Pose requesting that some of the language suggested by Staff be amended. Staff concurred with the change in language as suggested by Pose in his letter dated 6/2/03. Hansen asked Behr for his recommendation regarding the requested change in language by Pose. Behr said he agreed with Staff and the applicant, that it was actually better to use the term "demonstrates". It made it consistent with another provision of the Zoning Code which dealt with varying dimension requirements and also set a better standard. Public discussion was opened. Chris Pose, Des Moines, IA, said MidAmerican currently had a substation located in the far north east part of the City on North Dubuque Road. The substation had been built in 1972 under approval from the Board of Adjustment. At that time the City Code had allowed for the Board to approve of such uses in the District as it was zoned in 1972. It was a 3.76-acre tract of land that MidAmerican owned, the fenced area / substation presently occupied approximately 2500 square feet of that. Due to the growth activity that was occurring in that area, it had come to MidAmerican's attention that they needed to expand the substation out and make it larger. They planned to begin construction this fall. In their initial investigation, it had come to light that the ORP district as it was currently zoned did not allow for that use. Staff had suggested the amendment. The ORP district was designed for lot sizes of 10-acres in size, their lot was only 3.76-acres in size. In order to make the expansion on their own property, they needed the chance to ask the Board for the opportunity for Planning and Zoning Commission Minutes June 5, 2003 Page 5 some relief. Under the current ordinance without the relief they were requesting, they could not even ask the Board of Adjustment for that right. Pose said he would also like to ask the Commission to vote on the item yet this evening as the Council had a reduced meeting schedule over the summer months. If Mid American's request was approved by Council, they would still need to go to the Board of Adjustment. They would like to expedite the process as much as possible so construction could begin in the fall. Shannon asked if the land that MidAmerican currently owned was adequate for what they wanted to build. Pose said they had made their request to amend the ID-District regulations. Because the property was IDORP, if the Commission was to amend the ID-District regulations and allow this use, the only standard they could not satisfy in the ID-District was lot size of 7-acres. They could meet all the set-back requirements. Looking at the ORP, it had larger set-back requirements, so they also had to ask waivers of the set back requirements in that district. Pose said in their opinion, Mid American had more than enough land to do what they wanted to do. Pose said it was much more Mid American's preference to be developing their facilities before people arrived as opposed to having to come back and put them in more populated areas after people had built homes and businesses around them. At that time it engendered a great deal more discussion. Public discussion was closed. Motion: Chait made a motion to approve amendments to the Zoning Code to 1) allow utility substations as provisional uses or special exceptions in the Office Research Park (ORP) zone and 2) allow the Board of Adjustment to reduce the minimum lot size for a utility substation in the ORP zone if certain conditions are met as listed in Staff Report of 5/28/03 and supplemented by the requested language change in the applicant's letter of 6/2/03. Hansen seconded the motion. The motion passed on a vote of 6-0. OTHER: Miklo reminded the Commission of their meeting on June 11,2003, 5:30 - 7:30 pm. Miklo said the Commissioners had received the subdivision inventory memo from Yapp. There were some interesting trends that were noted in the report. Bovbjerg said they had received an informative memorandum from Jeff Davidson regarding the Foster Road / North Dubuque Street intersection. Her feeling was that the goal was to have a safe intersection, whatever that meant and what ever it cost. That was one of the Commission's charges. CONSIDERATION OF 5/15/03 MEETING MINUTES: Anciaux made a motion to approve the minutes as printed and corrected. Hansen seconded the motion. The motion passed on a vote of 6-0. ADJOURNMENT: Anciaux made a motion to adjourn the meeting at 8:23 pm. Shannon seconded the motion. The motion passed on a vote of 6-0. Jerry Hansen, Secretary Minutes submitted by Candy Barnhill data on cit ynt/pcd/minu~e s/p&zO 6-05-03.d oc FINAL/APPROVED POLICE CITIZENS REVIEW BOARD ~ 3b(7) MINUTES - May 27, 2003 CALL TO ORDER Chair John Stratton called the meeting to order at 7:01 P.M. ATTENDANCE Board members present: John Watson, John Stratton, Loren Horton, David Bourgeois; Board member absent: Bev Smith. Legal Counsel Catherine Pugh (7:03) and Staff Kellie Tuttle present. Also in attendance was Captain Matt Johnson of ICPD and Rosenda Taylor, citizen. CONSENT CALENDAR Motion by Horton and seconded by Bourgeois to adopt the consent calendar. · Minutes of the meeting on 05/13/03 Motion carried, 4/0, Smith absent. RECOMMENDATION TO COUNCIL Consider motion for recommendation to City Council to remove member for excessive absences and request Council to appoint new board member pursuant to ICPCRB Bylaws Article III. Request a 60-day extension, to September 5, 2002, to complete its Public Report on #03-01 due to timelines, scheduling, and collection of additional information to proceed with investigation. CONSIDER MOTION FOR RECOMMENDATION TO CITY COUNCIL TO DISCHARGE MEMBER FOR EXCESSIVE ABSENCES AND REQUEST COUNCIL TO APPOINT NEW BOARD MEMBER PURSUANT TO ICPCRB BYLAWS ARTICLE III. Stratton attempted to contact Bev Smith via e-mail and phone/paging system. He did not receive any response. The Board inquired about the proposed by-law changes. Tuttle explained that the proposed changes had been referred to the City Council's Rules Committee, which is meeting on 5/28/03. If approved by the Committee, the item will be scheduled for the June 10th City Council meeting. Tuttle and Pugh confirmed that these changes have no bearing on the motion to discharge and that Smith has missed three consecutive regular meetings according to the current by-laws. The last meeting attended by Smith was October of 2002. Stratton recommended a change in the motion to replace "discharge" to "remove". Motion by Watson and seconded by Bourgeois to send to Council the recommendation to remove Bev Smith from the Board for excessive absences and request the Council to appoint a new member pursuant to PCRB by-laws. Motion carried 4/0, Smith absent. PCRB-Page 2 May 27, 2003 NEW BUSINESS · Annual Report Stratton reminded the Board that the annual report will need to be written. Tuttle will have a draft of the report for the July 1st meeting for the Board to review. OLD BUSINESS No old business. BOARD INFORMATION Stratton informed the Board that an individual who had filed a compliant called him and wanted to make some statements regarding her complaint. Stratton stated to the individual that the Board would not be able to respond to any of her comments. STAFF INFORMATION No Staff information. PUBLIC DISCUSSION Per the Board's request at their 5/13 meeting, Captain Johnson reported on a traffic stop near the intersection of Highway 6 and Keokuk that occurred on the 15th of April. Johnson reported that speeds in the residential area were called in at about 30 mph; and in the business district area at 50 mph when the officer discontinued pursuant on his own initiative. The suspect's vehicle caught on fire shortly after the pursuit ended. The driver was arrested and charged with traffic offenses and interference. The review of the pursuit was conducted that night by a sergeant and the watch commander lieutenant and yielded some minor suggestions. Rosenda Taylor spoke to the Board about an incident that occurred on March 23rd 2002. Stratton informed Ms. Taylor that the Board couldn't respond to any of her comments at this time. EXECUTIVE SESSION Motion by Horton and seconded by Bourgeois to adjourn into Executive Session based on Section 21.5(1 )(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. PCRB-Page 3 May 27, 2003 Motion carried 4/0, Smith absent. Open session adjourned at 7:35 P.M. REGULAR SESSION Returned to open session at 7:56 Motion by Horton and seconded by Watson that the level of investigation of 03-0'1 be at 8-8-7 B1 (b) and (e). Motion carried 4/0, Smith absent. Motion by Bourgeois and seconded by Horton to grant a 60 day extension on 03-01 due to timelines and scheduling and collection of additional information to proceed with the investigation. Motion carried 4/0, Smith absent. The Board requested Tuttle to obtain additional information from the ICPD. MEETING SCHEDULE · June '10, 2003 (CANCELLED) · July 1, 2003, 7:00 P.M., Lobby Conference Rm (Rescheduled Recjular Mtg) · August '12, 2003, 7:00 P.M., Lobby Conference Rm (Regular Mtg) Horton will not be at the August '12th meeting. ADJOURNMENT Motion for adjournment by Horton and seconded by Bourgeois. Motion carried, 4/0, Smith absent. Meeting adjourned at 8:04. MINUTES Approved PUBLIC ART ADVISORY COMMITTEE THURSDAY, MAY 1, 2003 - 3:30 PM LOBBY CONFERENCE ROOM Members Present: Chuck Felling, James Hemsley, Terry Trueblood, Emily Walsh Members Absent: Barbara Camillo, Rick Fosse, Betsy Klein Staff Present: Marcia Klingaman Others Present: Steve Kanner Call To Order Felling called the meeting to order at 3:35 PM Public Discussion of any Item not on the Aqenda None. Consideration of the Minutes from the April 3, 2003 Meetinq Walsh noted the correct spelling of Dulcinea. Motion: Walsh moved to accept the minutes as submitted with the corrected spelling of Dulcinea. Hemsley seconded the motion. All in favor, motion passed 4-0. Updates Neighborhood Art Program (Felling) Felling and Klingaman reported the Northside-Goosetown neighborhood association had a meeting and they showed interest in the project. The association will be meeting again soon and will pursue the subject. Felling reported the Longfellow neighborhood had a meeting recently also. The turnout was smaller than before but they had a great deal of discussion concerning the project. They discussed the criteria and general locations of the project and determined it should have artistic merit, an educational message and wit (uniqueness). Will Thompson, a local artist, was present at the meeting and helped brainstorm several ideas. Some of the concepts discussed were ideas of historical markers, birds or small animals made of bronze or other metals placed on neighborhood traffic poles, large wind chimes and metal birds in flight along the Longfellow trail and sand molds that the Longfellow school children would enjoy creating. Mr. Thompson had provided a sketch of a possible historical marker that could be placed on various sites in the neighborhood that have historic merit. Hopefully local artisans would do all the work. Felling plans to present finalized projects to the committee at the June 2003 meeting. Poetry in Pubfic (Klingaman) Klingaman reported the local grade schools have submitted 28 poems, and there will be 2 poems from students and 2 poems by published poets on each bus. There will also be 2-3 poems placed on each of the downtown kiosks. Because of weather and the fact that the buses are washed each night, all items will be laminated. When the poems are installed, KGAN will be present to do a story. The committee has started to think about ways to change and improve the project for the fall. The cost was minimal this year because of in-house equipment but will cost more next year due to cost of materials. Klingaman noted the project had been fun to work on and there has been a lot of public interest and involvement. Discussion of the Public Art Lonq-Ran.qe Strateqic Plan: Strategies FY03-06 Felling asked for questions or comments concerning the long-range strategic plan. Hemsley noted the idea of a dedicated map to local art was a great idea. Perhaps an on-line printable map would be a great money saver. Felling suggested a link with the University could also save money and would be more comprehensive. Klingaman agreed it is a good idea and needs to be fully explored through the correct City/University personnel. Felling suggested that a working relationship with the University could be a committee objective. Kanner arrives. Klingaman mentioned the current City budget situation, and the possibility of fund raising needs to be addressed. Perhaps this could be a committee objective or strategy. Public Art Advisory Committee Minutes May 1,2003 Page 2 The committee agreed to add a strategy to read, "To explore alternative funding sources as needed". The committee also agreed to alter the first strategy to read, "Evaluate and explore electronic and other sources of surveying community opinion regarding public art". Committee Time/Other Business Klingaman noted the library will be opening the new playground on May 10, 2003 and the Iowa sculptor's showcase will be have a new piece of sculpture placed on the pedestrian mall at the Iowa Artsfest on June 6, 2003. Motion: Hemsley moved to adjourn the meeting. Welsh seconded the motion. All in favor, motion passed 4-0. Meeting was adjourned at 4:35 PM. ***NEXT MEETING IS THURSDAY, JUNE 6, 2003*** data on cit ynlJpcd/minute s/artO 5-01-03.doc MINUTES FINAL/APPROVEE SENIOR CENTER COMMISSION TUESDAY, DECEMBER 17, 2002 MEMBERS PRESENT: Lori Benz, Jay Honohan, Betty Kelly, Joanne Hora, Allan Monsanto, Charity Rowley, Jim Schintler, Deb Schoenfelder, Carol Thompson. MEMBERS ABSENT: none STAFF PRESENT: Michelle Buhman, Linda Kopping, Susan Rogusky and Julie Seal. GUESTS: Stan Aldinger, David Bell, Eve Casserly, Barbara Hackman, William Laubengayer, Robert Norris, Charlotte Walker CALL TO ORDER MINUTES On the November 12, 2002 minutes, item 2, page 2, remove the phase "for all social components" and insert the word "people." The amended sentence should read, The Center needs to keep an open door for all people. On the November 19, 2002 minutes, page 2, under Post Article Assignment, change Schoenfelder to Rowley. Also on page 2, modify the bulleted item beginning "Change the function of the building" to read: Change the function of the building. Eliminate all Senior Center sponsored programs and make the space available to other agencies housed in the Center. Examples of agencies would include the County Health Department and Visiting Nurse Association. The City would just provide the space. Lastly, on page 4, item 4, under Timeline, insert the word Commission after Senior Center so the sentence reads Senior Center Commission votes it up or down. Motion: to approve the November 12, 2002, and November 19, 2002, minutes as amended. The motion carried on a vote of 9-0. Monsanto/Schoenfelder PUBLIC DISCUSSION None 2003 SLATE OF OFFICERS Benz reviewed the slate of nominated officers and solicited additional nominations from the floor. Motion to elect officers as proposed by nomination committee. Motion passed on a vote of 9-0. Rowley/Thompson. The following officers were re-elected: Honohan as Chair, Hora as Vice-Chair, and Rowley as Secretary. LEASE UPDATE- The lease is still pending. The issue of ownership of some of the items in the kitchen remains unresolved. Heritage Area Agency on Aging has been asked to provide C:\TEMP\December_.doc MINUTES DRAFT SENIOR CENTER COMMISSION 2 TUESDAY, DECEMBER 17, 2002 additional information related to the source of funding used to purchase the equipment in question. REPORT FROM THE PARTICIPANT ADVISORY MEETING - Casserly, Aldinger The Participant Advisory Committee reviewed feedback from the participant budget meetings and found that participant opinion appeared to be fairly equally split between support for, and opposition to, the imposition of membership fees. Committee recommendations included: 1. Eliminate consideration of membership fees and focus on obtaining donations to support the operation of the Center. The rational for this approach is that unlike membership fees donations would be tax deductible. 2. Immediate implementation of an aggressive fundraising drive. Prior to the beginning of fiscal year 2004 the total amount raised could be applied to the operational budget deficit. If the amount raised is less than the $57,000 needed, the outstanding balance could be used to calculate the amount of membership fees. Membership fees would make up (not exceed) the difference. This would be repeated annually. 3. Staff reductions. 4. Seek funding from grants and agencies such as the United Way. Kopping remarked that similar to the opinions expressed at the participant budget meetings, members of the Participant Advisory Committee were unable to reach a majority opinion at their last meeting. Two members were in favor of the fundraising program outlined in the previous paragraph and the other two indicated that the irnplementation of membership fees would be appropriate. OPERATIONAL BUDGET PLANS AND PROGRESS The Commission reviewed and discussed Planning for Change, a draft concept paper prepared by Kopping and distributed in the December Commission packet. (This document is available for review and can be found at the Senior Center Receptionist desk in the main lobby of the Center.) Kopping noted that this version of the concept paper contains ideas that have been discussed and recommended at Commission meetings, Participant Advisory Committee meetings, staff meetings, and the series of open participant budget meetings held during November 2002. She stressed that it is a work in progress and intended to be used as a starting point for further discussion. Everything is subject to revision and all funding ideas are still being considered. Commissioners reviewed and participated in an extended discussion of the funding and programming ideas included in Planning for Change. Many recommendations were received and will be incorporated in to a revised version of the document. A special meeting of the Senior Center Commission was scheduled for January 14, 2003, at 3:00 p.m. at the Senior Center. The purpose of this meeting will be to review and discuss the revised concept paper. This meeting will be in addition to the regularly scheduled Commission meeting held on the third Tuesday of each month. Honohan reported that the City Council of North Liberty plans to discuss the possibility of contributing to the Senior Center Operational Fund at a future work session. The City Council of Coralville has denied requests to schedule a discussion of Senior Center funding at a future work session of the council. SENIOR CENTER UPDATE 01/10/2003c:\temp~december_.doc MINUTES DRAFT SENIOR CENTER COMMISSION 3 TUESDAY, DECEMBER 17, 2002 Operations - Kopping Kopping distributed copies of letters recently received from Councilman Steven Kanner and the Director of the National Institute of Senior Centers, Constance Todd. Proqrams - Seal Seal highlighted January programs such as two new exerc,se classes and a meditation class. For a complete listing of programs please see the January Post. Volunteers - Rogusky Rogusky repoded that the Center for Learning in Retirement is working on the Spring Semester classes and should have at least ten new offerings. CITY COUNCIL - Schoenfelder Council members asked whether or not the Cities of North Liberty and Coralville had committed to providing funding to support the operation of the Center. Schoenfelder responded that she did not have that information yet. BOARD OF SUPERVISORS - Kelly Kelly reviewed the mission of the Senior Center and the role of the Senior Center Commission. She commented on the $57,000 shortfall in the FY04 Operational budget and told Board members that the Commission and staff have been developing a concept paper that will outline a programming and operational plan for addressing the Center's new funding situation. Kelly indicated that the Board will be kept informed of developments in the budget planning process. COMMISSION DISCUSSION Motion: to adjourn. Motion carried on a vote of 8-0. Rowley/Schintler 01/10/2003c:\temp\december_.doc Final/Approve~ MINUTES SENIOR CENTER COMMISSION TUESDAY, MARCH 24, 2003 MEMBERS PRESENT: Lori Benz, Eve Casserly, Joanne Hora, Jay Honohan, Betty Kelly, Allan Monsanto, Charity Rowley, Jim Schintler, and Deb Schoenfelder MEMBERS ABSENT: None STAFF PRESENT: Michelle Buhman, Linda Kopping, Susan Rogusky and Ju~ie Seal. GUESTS: June Braverman, Jane Davis, Ruth Dolezal, Linda Fisher, Lee McGovern, Betty McKray, William Laubengayer, Charlotte Walker and Bob Welch. CALL TO ORDER MINUTES Motion: To approve the minutes as amended. The motion carried on a vote of 9-0. Schoenfelder/Kelly PUBLIC DISCUSSION None REVIEW AND DISCUSSION OF PLANNING FOR CHANGE: FY04 FUNDING, OPERATIONAL AND PROGRAMMING CHANGES AT THE IOWA CITY~JOHNSON COUNTY SENIOR CENTER REWSION /V-Honohan > Accept letters and Petitions Submitted at March 10, 2003 Public Meeting Motion: To accept the letters and petitions submitted at March 10, 2003 Public meeting. Motion carried on a vote of 9-0. Rowiey/Kelly > Commission Discussion of Participant recommendations gathered at the March lO~h public meeting. Honohan indicated that he does not feel a fee of $10 would generate enough revenue to cover the FY04 deficit. He recommended a tiered membership fee based upon the amount of financial support provided by each person's place of residence. An across- the-board fee would not be a fair to people living in Iowa City. This is because Iowa City draws upon local taxes to fund 80% of the Senior Center's operational budget. Schintler supported a lower fee for out-of-county people despite the fact that none of their tax dollars are used to support the operation of the Center. The reason for this is that they are driving at least 15 miles to get to Iowa City. Schintler also noted that at the public meeting some of the attendees over the age of 85 said honorary memberships (free) for people over 85 should not be offered. Schintler feels that the recommendation for honorary memberships should not be removed from the proposal. He noted that anyone over the age of 85 could still make a contribution if they were so inclined. Monsanto stated that he felt everyone should pay they same membership fee regardless of age. MINUTES Final/Approved SENIOR CENTER COMMISSION TUESDAY, MARCH 24, 2003 Kelly expressed support for a uniform membership fee across Johnson County accompanied by a system in which an additional fee is assessed when non-Iowa City residents sign up for a class. She noted that this is the way the Coralville Recreation Center manages people from outside the Coralville city limits. Kelly stated that a $25.00 membership fee for everyone in Johnson County would generate sufficient funds. She stated she would consider a higher membership fee for those who live outside of Johnson County. Hora favors a uniform membership fee to facilitate bookkeeping. Benz stated that while she heard several people speak against the honorary membership fees for those 85 and older, she did not hear anyone speak in favor of them. For this reason, she recommends that people 85 and older fall under the same guidelines as everyone else does. Benz stated the proposed $50 per year membership fee for out-of-county residents represented an inadequate amount of support. Rowley stated that people who are paying both Iowa City and Johnson County taxes should pay a lower membership fee. Those who are in favor of a flat fee should be encouraged to go to their respective governmental bodies for assistance. Casserly stated it is important not to discourage use of the Senior Center given that a good half of the senior population lives outside of Iowa City. She supports a uniform $10 fee and a simple contribution plan that would differentiate levels but would recognize everyone in the same way no matter where a person lives. Casserly is in favor of an additional fee for those who Jive outside the city limits, to be assessed only when one enrolls in a class. She also supports an honorary fee for those who are over 85 years, but to encourage those to contribute to the Center if they choose. Schoenfelder spoke in favor of a differentiated fee according to residence and an honorary fee for those 85 and older. Betty McKray, as ad-hoc committee co-chair of the Task Force, submitted a petition in support of retaining the name Senior Center and the implementation of annual $10 membership fee. McKray reviewed four points from the Task Force's vision statement for the Senior Center. This document was included in the February Commission packets. Linda Fisher said participants have not had a fair chance to lobby their respective city councils for senior center funding. She also expressed a desire to re-emphasize the comments she made at the March 10, 2003 public meeting. She noted that that if the Center loses participant loyalty then it will "lose everything". Bob Welsh stated that from a marketing stand point, the broader your base of support the better off you are. Welch stated that the Commission needs to trust that the donations will come in if the Center has a broad base of support. He also indicated that he has not heard anyone outside of the Senior Center Commission who is in favor of changing the name. MINUTES Final/Approved SENIOR CENTER COMMISSION TUESDAY, MARCH 24, 2003 Bill Laubengayer spoke in support of a fiat, "symbolic" $10 fee supported by an aggressive fundraising program. Laubengayer feels that the necessary money would come in through donations. Charlotte Walker stated she favors a fiat membership fee. She stated she would like to see the Iow-income fee policy in writing. She is opposed to waiving membership fees for volunteers and changing the name of the Senior Center. SUBMISSION AND DISCUSSION OF PROPOSED AMENDMENTS TO PLANNING FOR CHANGE: FY04 PUNDING, OPERA TIONAL AND PRGRAMMING CHANGES A T THE IOWA/CITY JOHNSON COUNTY SENIOR CENTER, REVISION IV. Motion: That a uniform annual Iowa City/Johnson County membership fee be instituted. No monetary differences used to differentiate between members' resident location in the county. Kelly/Casserly Motion failed on a vote of 4-5. Casserly, Hora, Kelly, and Monsanto for; Benz, Rowley, Honohan, Schintler, and Schoenfelder against. Motion: That seniors and others be encouraged to make tax-deductible contributions to the Senior Center and that the following levels of financial support be established. Contributor $25 to $50 Bronze $51 -$99 Silver $100-$199 Gold $200-499 Platinum $500-$999 Lifetime $1000 and above Contributors may donate to the Senior Center without paying a membership fee. Contributors who are non-members of the Center will not be entitled to Senior Center membership benefits. Kelly/Casserly Motion failed on a vote of 3-5. Casserly, Kelly and Monsanto for; Benz, Rowley, Honohan, Schintler against; Schoenfelder abstaining. Motion: To amend and accept the draft document Planning for Change: FY04 Funding, Operational, and Programming Changes at the Iowa City/Johnson County Senior Center, Revision IV, amendment attached. Honohan/Rowley > Commission Discussion Under levels of contribution note that becoming a paid member is not a prerequisite for being recognized as a contributor. In addition, recognition should not be tied to area of residence. Secondary Motion: Amend Suggested Amendments to Revision IV Summary Version. Include a recommendation to allow documented users of the nutrition program offered at the Center an opportunity to participate in the Center's MINUTES Final/Approved SENIOR CENTER COMMISSION TUESDAY, MARCH 24, 2003 discounted parking program without becoming a paying member of the Center. This will ensure that people who use the nutrition program have appropriate and needed assess to the dining site. Casserly/Kelly Amendment to the motion carried on a vote of 9-0. Secondary Motion to amend Suggested Amendments to Revision IV Summary Version. Establish a $75/year membership fee for people living outside of Johnson County. Benz/Rowley Motion failed on a vote of 1-7. Benz for and Casserly, Kelly, Honohan, Monsanto, Rowley, Schintler and Schoenfelder against; Hora abstaining. Secondary Motion to amend Suggested Amendments to Revision IV Summary Version. Increase the annual membership fees for those who live outside of Johnson County to $60 annually. Schintler/Rowley Motion carried on a vote of 6-3 Benz, Honohan, Monsanto, Rowtey, Schintler, Hora for; Casserly, Kelly, Schoenfelder against. ~ Call to Question Motion carried on a vote of 7-2 Benz, Honohan, Monsanto, Rowley, Schintler, Hora, Schoenfelder for; Casserly and Kelly against. Honohan reported on discussions he has had with the director of the Johnson County Community Foundation focusing on the possibility of the Senior Center becoming a member of this foundation. SENIOR CENTER UPDATE Operational- Kopping Kopping reported that a few repairs have been made in the kitchen area. The Senior Center is going to accept the proposal for the fire safety improvements to the elevator and the work should start soon. The upgrade to the door security system is currently underway. Programs- Seal The Senior of Distinction and the SeniorArt show will be occurring in May. Seal highlighted programs taking place in April. For more information see the April Post. Volunteers- Rogusky Rogusky reported that the spring semester for the Center for Learning in Retirement started last week. The programs are going well and the steering committee has started working on programs for the summer semester. Rogusky reported that due to a lack of interest the Early Bird Caf~ would be discontinued. 4 MINUTES Final/Approved SENIOR CENTER COMMISSION TUESDAY, MARCH 24, 2003 Casserly suggested that the Commission combine the Eldercraft Gift Shop and a Coffee Shop to give participants a place to "hang out". Kopping noted that staff is working on something similar to this suggestion already. COMMISSION VISITS- City Council- Honohan Reported that he went to two meetings and was not able to make a report at either meeting. Board of Supervisors - Schintler Schintler reported to the Board of Supervisors. Article for the April Post- Honohan Next Months Commission visits: Board of Supervisors- Casserly City Council- Benz May Post Article- Kelly Commission Discussion Volunteer Recognition Committee -Schintler and Monsanto volunteered to work on the Volunteer Recognition Program. Motion to adjourn, Monsanto/Schoenfelder. Motion carried on a vote of 8-0, Draft Document Suggested Amendments to Revision V [sic] [IV] Summary Version 1. Action Steps a. There will be a focused annual membership drive with the goal of increasing total membership by 5%, 10%, and 10% in fiscal years 2005, 2006, and 2007 respectively. b. Encourage businesses to fund specific projects or items in the operational budget (e.g. printing and mailing cost of the newsletter). c. Secure grant support through local and national agencies and foundations. d. Establish partnerships for comprehensive programs funded by several businesses and agencies. This may include contractual agreements with businesses or service providers interested in providing services at the Center (e.g. the Center provides programming space and a local fitness facility provides equipment and instruction). e. Establish a Center Foundation. Membership Benefits and Fees A. Open Participation 1. Participation in any of the following Center activities is free, available to all members of the community, and does not require a paid membership at the Center. a. Access to and use of all public areas of the building (e.g. the lobby, library, and ground floor Washington Street waiting area). b. Participation in services and programs sponsored by any in-house agency (e.g. congregate dining, Visiting Nurse Association, AARP, Elder Services, Inc), the Senior Center, community groups, or individuals that are open to the public. c. The Center's newsletter available for pick-up at the Center and other distribution sites. d. Use of services provided through the Volunteer Attorney Program, Volunteer income Tax Assistance Program, and the Senior Health Insurance Information Program. B. Annual Center Memberships 1. The Commission endorses the implementation of an annual Center membership fee. 2. Memberships are available to persons 50 years of age and older. 3. To ensure the participation of Iow-income elderly a discreetly managed Iow-income subsidy program will be implemented. 4. A discounted membership program will be offered to families interested in purchasing Center memberships for two or more people from the same family. Draft Document Suggested Amendments to Revision V Isic] IIV] Summary Version 5. The membership fee program will be evaluated after a period of one year to assess its success in generating revenue to support the operation of the Center. 6. Membership fees will not be waived for people enrolled in a class group or activity that has an equipment, material, or instructional fee associated with participation. 7. People visiting the Center only to perform volunteer service for the Center will not be required to pay a membership fee. 8. Participants living in cities or areas that provide operational funding for the Center will pay a lower annual membership fee than participants living in areas that do not support the Center financially. Annual individual membership fees of $25, $40 and $50 are being recommended for residents of Iowa City, non-Iowa City Residents of Johnson County and non-residents of Johnson County respectively. (See table below) 9. In the family membership program one family member pays the full price for membership while each additional family member is eligible for a 40% discount. For example, a two- member family ~iving in Iowa City would pay $41 annually ($25 for the first person and $16 for the second), As with individual memberships, family membership fees will vary according to place of residence. (See table below) 10. All members are eligible for the same membership benefits. Annual Membership Fees Type Iowa City Non-Iowa City Non-Johnson Residents Residents of County Johnson Residents County Individual $25 $40 $50 Family $15 for each $24 for each $30 for each additional additional additional family member family member family member 11. Benefits of Membership a. Opportunity to enroll and participate in Center sponsored classes, class series, and programs. b. Access to, and use of, freestanding exercise equipment room, ceramics studio, painting studio, poolroom, and computer lab. c. Participation in Center sponsored activities, volunteer activities, and card groups. d. Home delivery of The Center's newsletter. Draft Document Suggested Amendments to Revision V [sic] [IV] Summary Version e. Opportunity to participate in the Center's discounted parking program. 12. Membership does not guarantee that a person will be able to participate in a specific class. Enrollment in all Center sponsored classes will be on a space available basis with registration taken on a first-come-first-served basis. Center Contributors 1. Members will be encouraged to become a Center Contributor by donating funds in addition to their basic annual membership fee. 2. Any amount donated in excess of the basic membership fee is tax deductible. 3. Members do not need to become a Center Contributor in order to enjoy the full benefits of membership. 4. All Center Contributors will be acknowledged and recognized according to the amount of their contribution on an annual basis. The following levels of contribution are being recommended: Draft Document Suggested Amendments to Revision V [sic] iIV] Summary Version Levels of Contribution Level Iowa City Non-Iowa City Non-Johnson Residents Residents of County Johnson County Residents Contributor* Anything above Anything above Anything above $25 $40 $50 Bronze $75 Contributor Silver $150 Contributor Gold $250 Contributor Platinum $500 Contributor Supporting $1000 Contributor *All the Contributor Levels noted on this table reflect annual donations given in addition to the basic membership fee. Consequently, the entire amount is tax- deductible. a. Classes Provided by Independent Contractors Independent contractors have access to Senior Center facilities for the purpose of offering classes of interest to people 50+ years of age. They will pay the Center 25% of the gross class revenue as compensation for the use of space and equipment. This revenue will be used to support the programming costs of the class and other similar classes. Miscellaneous Considerations 1. Marketing A. Commissioners favor changing the name of the Senior Center and have given high priority to setting up a task force to pursue this matter. B. Commissioners endorse the exploration of alternative options for printing and mailing the Center's newsletter in order to reduce costs and increase its visual appeal. Draft Document Suggested Amendments to Revision V [sicl lI¥1 Summary Version C. Other marketing efforts, e.g. webpage development, public service announcements, and special mailings, will be explored. MINUTES FINAL/APPROVEE SENIOR CENTER COMMISSION TUESDAY, APRIL 15, 2003 MEMBERS PRESENT: Eve Cassedy, Joanne Hora, Jay Honohan, Betty Kelly, Allan Monsanto, Charity Rowley, and Deb Schoenfelder MEMBERS ABSENT: Lori Benz, and Jim Schintler STAFF PRESENT: Michelle Buhman, Linda Kopping, Susan Rogusky and Julie Seal. GUESTS: William Laubengayer, and Lee McGovern CALL TO ORDER MINUTES Motion: To approve the March minutes as amended. Rowley/Monsanto 6-0 The March 2003 minutes were amended in order to correct a $1.00 error in the calculations for the proposed family membership fee. The second sentence on page 4, item 9 of the proposal was amended to read: For example, a two-member family living in Iowa City would pay $40 annually ($25 for the first person and $15 for the second). The table included in item 9 was also corrected to show that the fee for additional family members is $15.00 rather than $16.00. PUBLIC DISCUSSION None NUTRITION PROGRAM LEASE UPDATE The Commission is still waiting for the lease to be reviewed by Eider Services, Inc. SENIOR CENTER COMMISSION APPOINTMENTS Honohan noted that Board of Supervisors member, Carol Thompson, stated the county appointments to the Senior Center Commission will expire in conjunction with the 28E Agreement on June 30, 2003. Honohan suggested that the Commission will need to come up with a set of recommendations for the City Council as to the make-up of the Commission once the 28E Agreement expires. Casserly noted that the county's authority to appoint members to the Senior Center Commission is not contained in the 28E Agreement. Rather, it is authorized by a resolution of the Iowa City Council. She referred Commission members to resolution 94- 309 and 79-2947. The Commission will discuss this issue further at the May 20th meeting. SENIOR CENTER UPDATE MINUTES FINAL/APPROVED SENIOR CENTER COMMISSION TUESDAY, APRIL 15, 2003 Operations- Kopping James Gulliford, Regional Director of the Environmental Protection Agency, visited the Senior Center today and was interviewed by SCTV. The Senior Center's free standing exercise equipment receives a great deal of use and there have been numerous requests for an additional treadmill and Airdyne bicycle. In addition, Kopping noted that there is an increasing demand for an additional liquid crystal projector that could be used for in-house programming and outreach. Kopping requested Commission approval to use Gift Fund money to purchase an Airdyne Bicycle (679.00), a Landice Treadmill ($4,299.00), and a liquid crystal projector ($2,172.00). The total expenditure would be approximately $7,150.00. The Gift Fund currently contains around $144,000 of undesignated money. Motion to authorize the use Gift Fund money to purchase a treadmill, airdyne bicycle and liquid crystal projector, Rowley/Monsanto. Motion carried on a vote of 5-'1 Casserly against. On Monday, April 21, and Tuesday April 22, 2003 the City Council will be reviewing the Senior Center Commission's recommendations for funding, operational and programming changes. Kopping encouraged Commissioners to attend both the work session and the City Council meeting. The Volunteer Recognition Committee will need to get together soon to start planning for this program. Programs- Seal May is Older Americans Month. Seal announced that the Senior of Distinction speaker will be Sam Alfred from the University of Iowa. Seal reviewed other programs scheduled for May. For a complete listing of programs, see the May Post. Volunteers- Rogusky Rogusky repoded on the courses planned for the summer session of the Center for Learning in Retirement. REPORTS FROM MARCH COMMISSION VISITS Board of Supervisors-Casserly Casserly reported to the Board of Supervisors. COMMISSION DISCUSSION Hora agreed to write the Post Article. Honohan will be reporting the City Council. Casserly will be reporting to the Board of Supervisors. Casserly requested a copy of resolution 94-309 and 79-2947 be included in the May Commission packets. Motion to adjourn- Monsanto/Schoenfelder. Motion passed on a vote of 7-0.