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HomeMy WebLinkAbout1998-01-27 Bd Comm minutesMINUTES . I~ CITY AIRPORT CC~%4ISSI(~ THURSDAY DECE~ER 11, 1997 - 5:45 P.M. I(]~ CITY TRANSIT FACILITY Howard Horan, Dick Blum Rick Mascari, Pat Foster Dennis Mitchell, Ron O'Neil C.i~T.T. ~ ORDER: Chairperson Foster called the meeting to order at 5:47 p.m. quorum was present. A APPROVAL OF MINUTES: The minutes of the Nov-mher 13, 1997, meeting were approved as presented. AIFTHORIZATTON OF EXPENDITURES: Mascari made a motion to approve the bills. motion. The motion was approved 4 - 0. PUBLIC DISCUSSIO~ - ITEMS'NOT ~ AGENDA: Blum seconded the Jim Schmidt addressed the Commission concerning locating a glider club at the Airport. The club is located at the Muscatine Airport and would like to transfer to the Iowa City Municipal Airport. The Commission discussed the fact that there would be some operating restrictions because of safety concerns. Mascari and Blum will meet with Schmidt to discuss operations at the Airport. Schmidt said they are negotiating with Iowa City Flying Service for hangar space. They have two sailplanes and a tow plane. This will be on the agenda for the January meeting. ITEMS FOR DISCUSSION/ACTIOn: a. ACSG project - Greg Bridger provided an update on the land acquisition project. The Ruppert property is being appraised. He will be talking with Mrs. Fitzgerrald's attorney tomorrow to see if it would be all right to discuss the offer with her in Arizona. O'Neil said the property needed for relocating Dane Road should be deteruuined in the near future. If the Council were willing to pay to have Dane Road relocated at the same time of the Willow Creek sewer project is scheduled, there would be cost savings to the City. The relocation project is eligible for reimbursement through the AIP program. Bridger said he is working on the Kennedy and Schellin properties. He would like to make an offer to Kennedy by the end of December. b. Public Works $it~ - O'Neil said there was nothing new to report. This will be an agenda item at a future meeting. c. North c~,,.,.~iml mz~a - Blum said the subcommittee met with the Council subcommittee on December 2. There was general discussion on what the Commission and Council would like to see developed in the area. A list of what could, and could not be done was developed. The first step is to hire a consultant to determine how marketable the property is. This process should take about 90 days to complete. City Manager Arkins was going to put a memo together to summarize the meeting. Mitchell said he has discussed the length of a lease with the FAA. The length of a lease the FAA would be comfortable with will have a major bearing on how the property is developed. d. t~IC(~4 ~rant - O'Neil said he had received a grant offer from the IDOT to replace the UNICOM radio. The radio has been repaired several times in the last year and is no longer reliable. The grant would pay for up to 70% of the replacement cost. The old unit would be kept as a backup unit. Horan made a motion for a resolution to accept the grant from the Iowa Department of Transportation. Mascari seconded the motion and it was passed 4 - 0. CMA/RPERSO~'S REPORT: No items were presented. C(~E4ISSION~m~-RS' RE~ORTS: Horan said he thought the subcommittee meeting on the North Commercial area was productive. Blum said he had a conversation with Senator Grassley concerning the future of the FAA AIP program. Blum said Grassley gave him the opinion that the program would be in existence for the next several years. Blum suggested keeping our congresspersons informed about what is going on at the Iowa City Municipal Airport. ADMINISTRATIVE REPORT: O'Neil said the new Commission m~mher would be appointed by the Mayor at the December 16th Council meeting. One of the agenda it~m~ that should be discussed in the near future is the Airport's minimum standards. O'Neil will schedule this sometime in the first quarter of 1998. O'Neil said he discussed glider clubs with the Airport Manager from Ames. O'Neil will discuss his concerns when this issue is on the agenda. O'Neil has contacted Karen Kaplan from ~ concerning terminating HI~M's lease or assigning it to Gordon Aircraft. He will be receiving a request from HI~ concerning the lease. SET NEXT I~,ETING: The next regular meeting is scheduled for January 8, 1998, at 5:45 p.m. The meeting adjourned at 6:54 p.m. Pat ~oster, MINUTES IOWA CITY PUBUC UBRARY BOARD OF TRUSTEES REGULAR MEETING MEETING ROOM A THURSDAY, DECEMBER 18, 1997 - 5:00 PM Members Present: Linda Dellsperger, Stephen Greenleaf, Mary McMurray, Mark Martin, Use Parker, Anne Spencer, Jesse Singerman, Jim Swaim, Chuck Traw Staff Present: Barbara Back, Maeve Clark, Susan Craig, Larry Eckholt, Martha Lubaroff, Liz Nichols, Bridget Quinn-Carey Others: CAII TCJ CJRn!=R: President Singerman called the meeting to order at 5:00 pm APPROVAl_ C~F MINUTFS: The minutes of the regular meeting of November 20, 1997 were approved unanimously after a motion. Traw/Greenleaf UNFINI~HFF~ R! I.~INFRR FY99 Rm,dget Request Craig summarized the City Manager's proposed budget. The Changes to the budget submitted by the library were in our education/travel request which was reduced from $15,000 to $13,500. His budget did not include our request for a ½ time permanent position, Maintenance Worker; however, he did include seventeen hours/week for an hourly position to empty new book drops. The computer system replacement, ICN Room, and two minor remodeling projects were moved to the capital improvement budget. HVAC and carpet were previously scheduled for FY99 CIP. There was a discussion regarding some feedback from a councilmember regarding the ICN Room. Singerman had a conversation with Councilmember Vanderhoef, who asked for follow up information. She is not convinced of the need; in particular, she wanted information about the ICN sites currently available in Iowa City, their levels of use, etc. Craig has sent her some information. Black and Craig will prepar,,e an information sheet for Trustees. Singerman expressed concern about the frequency of comments made by councilmembers who believe that the library should raise its own funds to pay for certain items. The Trustees are convinced of the need for such a room, and have signed an agreement indicating our participation in such a venture with the State. Swaim described his experiences of having to drive around the state to attend ICN meetings because no room was available in Iowa City and would be-glad to convey his personal experiences to councilmembers. Craig commented that January 5 is the earliest that she remembers Boards & Commissions meeting to talk about budget with the Council. Since this will be the first council meeting for new members, Craig felt they will be trying to learn a lot at once. Board members that can, should attend and the president will make a short statement. The emphasis should be on the ICPL BOARD OF TRUSTEES DECEMBER 18, 1997 PAGE 2 book returns, opening every Sunday and the many improvements needed in the building. Singerman raised the subject of the building project. She summarized what we've been doing since we last met with Council regarding a building project and Trustees discussed the appropriateness of raising this issue at a budget hearing where they will be talking about a million dollars to fix this building. Greenleaf suggests that if Council raises the issue; to explain that we've been following the directions of Council, meeting with CenterSpace people in order to come back with more information. It might be appropriate to suggest another joint meeting with Council. We need to remind the new people that we are following directions given to us by Council. Traw asked if there is a way to expedite things? If we are going to get on the ballot we need to work on it. Should we begin to look at other options re a single site in the meantime? The consensus is that we wait for direction after meeting again with CenterSpace people. At that time, the Board may need to take more of an aggressive role with the intent of moving things along. At the next Board meeting, it is hoped we'll have a more clear picture of what the CenterSpace project looks like and then what direction the Board wants to take. NFW RU.~INFR~ Policy 10~. Making Policy & Policy Review. This is a review of a 'policy' that has been in the form of a memo since 1985. Craig fit the memo into standard policy for Policy Making and Review. Martin moved approval Greenleaf seconded. Question. Will Craig still place policy reviews on the calendar annually? The answer is yes. All in favor. Motion carried. Policy 103 - Membershio in Professional ~rgilniz~tions. This is a general review of a policy, originally adopted in 1985. Board members were encouraged to join ALA. Martin and Singerman indicated their interest. Biggest change was extending half reimbursement of ILA or ALA dues to support staff as well as librarians. Policy was approved unanimously after a motion. Martin/Singerman Gates Foundation gr~nt. The opportunity to apply for this grant came to us rather suddenly. Guidelines were issued and we were one of only two libraries in the state e!igible to apply. We have submitted a grant. If received it will be used for a technology project that is already in the strategic plan. We have planned to do it with our own money but instead we would use Gates grant to upgrade the Refnet public computers and replace software with WINDOWS compatible versions. A question was raised about the qualification that stated low income was a criteria. Eckholt responded that based on a formula that took into account the census statistics and the fact that the population ~rved within a one mile radius of the library which consists of residents of three residential buildings for senior citizens, low income day cares, alternative housing, VA hospital and its outpatient programs we meet the criteria of 40.8% within poverty guidelines. Swaim pointed out that Iowa City has the largest percentage of children living in poverty of any urban place in Iowa. STAFF RFP~RTR RFP process. Seven vendors have been scheduled for half day presentations to the committee: The committee has seen some very exciting systems. What they have seen has highlighted the need for a new system. The leap is quantum from what we have currently. We just signed ICPL BOARD OF TRUSTEES DECEMBER 18, 1997 PAGE 3 a contract for a consultant from RMG Consultants out of Chicago to help with the selection and contract negotiation process. ~'=ntmct cleaners. Craig has an inquiry in to the City Attorney regarding canceling the current contract. We are very unhappy with their performance. We sent a letter out to several contractors who had not bid previously, asking if they wanted the opportunity to bid now and have received a response from one vendor. !'~eveloprnent ~fice re0ort. This was included in the packet. Eckholt was questioned regarding the possibility of the Playboy Foundation sponsoring an event for the Intellectual Freedom Festival. He explained that when he searched for a foundation that gave money to an institution on behalf of censorship and intellectual freedom issues, the Playboy Foundation was the only one. Black explained that their hope was to have a keynote program based on experiences of political cartoonists. We have two local cartoonists that have had experiences with censorship. PRFRIr~FNT'.~ RFPCJRT None ANNeal tNCFMFNT FROMM M!=MRFR-~ None COMMI'!-FFF RFP~RT.~ Intemet Fd-cation ~'=mmittee: A resolution regarding Public Intemet Access Policies & Plans was drafted. Parker explained the process that was used, examining minutes from the last meeting and previously distributed information, incorporating some of the language into the resolution. They also used the Davenport Public Library's example. They talked about what the purpose of a resolution was and how it could be used. It was to give direction to staff as well as informing the community about the Board's position. Craig mentioned that this could be a good topic for the PR Committee to focus on as part of theJr responsibilities this year. Committee members were polled as to whether the PR group should work on this project. The Kiosk public relations plan will happen in February and the Internet could be featured in March or April. Coordinators and Committee will work on it and bring the Board a definitive plan and timeline by the February meeting. It was suggested that the committee touch base with the school district and coordinate with what they are doing in terms of educating kids about the Internet. Craig pointed out that ALA has a campaign with a theme called 'Kids Connect at the library'. We could probably use some of that information. There was one language change. In #7, the wording was changed to read 'Continue the policy of not subscribing to news groups, but do not actively limit their access by individual patrons" With the change, a motion was made to adopt.the resolution. McMurray/Traw All in favor. ICPL BOARD OF TRUSTEES DECEMBER 18, 1997 PAGE 4 nl.~Rt IR-~FMFNTR Review VISA expenditures for November. Approve disbursements for November. unanimously Parker/ Swaim. ~FT ARFNnA ORn!=R FOR JANIIARY MFFTINR 2nd quarter statistics Start formulating plan for building project. Strategic Plan Update A!~JCJl IRNMFNT: 6:00 pm Dellsperger/Greenleaf All in favor say Aye. Carried MINUTES PLANNING AND ZONING COMMISSION THURSDAY, DECEMBER 18, 1997 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: OTHERS PRESENT: Subject to fj]prcval John Rummelhart, Jr., Art Vincent RECOMMENDATIONS TO COUNCIl- Phil CALL TO ORDER: Vice-chairperson Bovbjerg called the meeting to order at 7:38 p.m. PUBLIC DISCUSSION OF ANY n'EM NOT ON THE AGENDA: ANNOUNCEMENT OF VACANCIES ON crrY BOARDS AND COMMISSIONS: Bovbjerg said them was one vacancy on the Human Rights Commission and that applications for the vacancy should be submitted to the City Clerk. REZONING ITEM: REZ97-0011. Public discussion of an application submitted by H & O LLC, on behalf of property owner Norwood C. Louis, to rezone 4.46 acres from Interim Development Single-Family Residential Zone (IDRS) to Sensitive Areas Overlay-12 (OSA-12) zone to permit 40 dwelling units at 500 Foster Road. (45-day limitation period waived to December 18, 1997) Miklo said the applicant submitted a waiver of the 45-day limitation period and also asked for deferral of the item to January 15, 1998. Recommended approval, by a vote of 5-O-1, with Gibson abstaining, of an amendment to T~le 14, Chapter 6, entitled "Zoning', Article B. Zoning Definitions, to change the definition of GRADE to include the sentence, 'When the finished surface of the ground has been raised by adding fill to create a higher grade around a building for determining the building height or number of stories, the slope of the fill within 20 feet of'the building shall not exceed four horizontal to one vertk:~ (4:1 ) or twenty-five percent (25%)." Recommended approval, by a vote of 6-0, of VAC97-0003, an application to vacate .50 acres of Waterfront Drive located south of Highway 6 and east of Gilbert Street. subject to the vacated portion never serving as access between the north and south portions of Waterfront Drive and the retention of all necessary utility easements. Planning & Zoning Commission December 18. 1997 Page 2 Public MOTION: Shire moved to defer to the Planning and Zoning Comml~km meeting of January 15, 1998, REZ97-0011. an application to rezone 4.46 acres located at 500 Foster Road from IDRS to OSA-12. Ehrlmrdt ~,~onded tim motion. The mol]o~ carried on a vote of so. REZONING/DEVELOPMENT ITEM: REZ97-0018/SUB97-0030. Public discussion of an application submitted by Walden Wood Associates II LLP, to amend the approved preliminary Sensitive Areas Development Plan and preliminary plat for Lot 51 of Walden HiEs, containing 2.9 acres, to permit 25 dwelling units within the OSA-8, Sensitive Areas Overlay Zone located at the northeast corner of Shannon Drive and Irving Avenue. (45-day limitation period waived to December 18, 1997) Mildo said staff had received a request to defer this item to January 15, 1998, as well as a waiver of the 45-day limitation period. Public discussion: MOTION: Supple moved to defer to the Planning and Zoning meeting of January 15, 1998, REZ97-0018/SUB974)030. an application to antend the approved preliminary Sensitive Areas Development Plan and prelirninmy plat for Lot 51 of Walden Hills. Gibson seconded VACATION ITEM: VAC97-(X}03. Public alison---sion of an application submitted by City of Iowa City to vacate .50 acres of Waterfront Drive, located south of Highway 6 and east of Gilbert Street. Miklo said in conjunction with the rezoning for the Hy-Vee now located east of Waterfront Drive, a portion of this property was vacated in 1995 to prevent the increased amount of traffic from the new Hy-Vee from entering the Gilbert Street and Waterfront Drive intersection, which was a dangerous intersection at that time in terms of its design. He stated that staff is now proposing to vacate an add'~donal amount of land to the north of the area previously vacated as well as a small area to the south. Miklo said staff would anticipate that if it is vacated, the property will be sold to the adjacent property owners, including Carlos O'Kelly's restaurant, Country Kitchen restaurant, a proposed Car-X muffler/auto repair shop, and Contractors Tool and Supply. He added that the City would be retaining all necessary utility easements over the property so that it could not be constructed on, but it could be used for perking. Miklo said staff recommends approval. Shive asked how the sale of the property would work. Miklo replied that four small pieces would be sold to each of the businesses, with the majority going to the Car-X muffler shop. Ehrhardt December 18, 1997 Page 3 commented on the appearance of the auto repair business on the opposite side of Highway 6 and asked about the reference to screening in the Board of Adjustment determination. Mildo responded that a site plan for this site had been approved by the Board of Adjustment, which stipulated screening requirements. He added that the Car-X shop would be a different sort of shop than the one on Highway 6. Shive asked what this property is appraised aL Mildo said he did not al~ relative to adjacent properties. Mildo said generally, when properties are vacated, they Public John R. Rummelhart. Jr.. 232 South Summit Street, said he is half owner of the parcel of ground where the Robo Car Wash was once located in this vacated area. He said he had been waiting about three years for the sewer project to go through before doing anything with this prime piece of land. Rummelhart said they had been making good headway with the City, although there had been complications. He said he would pay a lot of money to have ~ street open, because having it closed has had a tremendous impact on business lhere. Rummelhart said it would be good to have an a '~ property on the tax rolls, instead of a bare piece of ground there. He added that the Car-X business had a pretty nice building design, and the other property owners in that area are glad things am going in this direction. Public discussion closed. MOTION: Supple moved to approve VAC97-0003, an application to vacate .50 acres of Waterfront Drive located south of Highway 6 ~md east of Gilbert Street, subject to the Waterfront Drtw and the retention of all necessary utility ssssments. Ehrhardt seconded DEVELOPMENT ITEMS: SUB97-0027. Public discussion of an ap~ication submitted by Frank A. Boyd for a preliminary plat of Boyd's Fashionable Acres, an 11.34 acre, 16-tot residential su 'bdMsion located at 2511 Rochester Avenue. (45-day limitation period waived to December 18, 1997) Miklo said the applicant had requested deferral of this item to the January 15, 1998 meeting and submitted a letter of waiver of the 45-day limitation period. Public discussion: There was none. Public discussion closed. MOTION: Shire moved to defer to the Planning and Zoning Commission meeting of January 15, 1998, SUB97-0027, an application submitted by Frank/L Boyd for a preliminary plat of Boyd's Fashionable Acres, an 11.34 acre, 16-1ot residential subdivision located at 2511 Rochester Avenue. Supple seconded the motion. The motion carried on a vote of 6-0. December 18, 1997 Page 4 SUB97-0034. Public disoJssk)n of an application sulxnitted by Wisdom Development Group, on behalf of property owner Charles W. Ruppert et ai, for a prelkninmy and final plat of Westport Plaza, Part Two, an 14.41 acre, 1-k)t commercial sulxiivision with one outlot located on the southeast side of Highway I West, north of Sunset Street. (45-day limitation period expires Januan/15, 1998) Mildo said the applicant submitted a request for a deferrid of this item to January 15, 1998 and also submitted a waiver of the 45-dey limitation period. Public discussion: Art Vincent, PO Box 984, asked to have it mede a metter of public record at the January 15, 1998 meeting who the other owners of the property are besides Charles W. Ruppert as well as who the controlling parties of the Wisdom Development Group are. Public dLscussion closed. MOTION: Gibson moved to defer to the Planning and Zoning Commission meeting of January 15, 1998, SUB97-0034. an application submitted by Wisdom Development Group, on behalf of property owner Charles W. Ruppert et si, for a preliminary and final plat of Westport Plaza, Part Two, In 14.41 acre, 1-lot ,:~.,.,~,.-clel subdivision with one outlot located on the southeast side of Highway I Wss't, north of Sumset 51zeet. Supple seconded CODE AMENDMENT ITEM: Public discussion of an amendment to Title 14, Chapter 6, entitled 'Zoning', Article B, Zoning Definitions to change the defin'dfi:~n of GRADE. Doug Boothroy of the Housing Inspection Services Department said he made changes to the proposed amendment so that it now reads, 'When the finished surface of the ground has been raised by adding fill to create a higher grade around a building for determining the building height or number of stories, the slope of the fill within 20 feet of the building shall not ex~cd four horizontal to one vertical (4:1) or twenty-five percent (25%).' He said the pdmery purpose of this Code change is to help the City enforce ~ Building Code so that buildings are not being constructed in such a way as to circumvent certain aspects of the Code, such as sprinkling requirements and secondary egress. Boothmy said the definition is found in both the Building Code and the Zoning Code. He stated that the Board of Appeals will soon be considering this amendmenL Boothroy said he feels it is important that this amendment be adopted, because the construction season will begin in the spring, and in the past couple of months proposals have arisen that would circumvent the Code by mounding dirt within five feet of the building wall and using it to determine the building height or number of stories. Boothroy said the Fire Department feels that 20 feet would be a reasonable distance and slope on which to place rescue laddera and other equipment. He added that the City Council would hold a public headng on this item at its January 13, 1998 meeting. Ehrhardt asked if this defini'don would make it dear that this would not be an average of the slopes and would not result in the slope being fiat on one end and steep at the other. Boothroy said that within the 20 feet, there would be a general slope, or an average slope, of four to one. He said it would basically be a straight line within the 20 feet and dips in the slope would not be December 18, 1997 Page 5 Ehrhardt said she understood this to be a stopgap measure to prevent a repeat of the construction that occurred on Iowa Avenue. Boothroy said it would do thaL Ehrhardt asked if the intention is to examine whether the City wants to allow any fill to increase the height of a building. Boothmy said he would be willing to study the derm'~don of grade at some future point to see if he could address some of the Commission's concerns regarding how the definition is worded and how the issue of fill is dealt with. He added that Bob Cadson, Chair of the Board of Appeals, stated at the informal meeting that Ihe City would be examining the Uniform Building Code within the next two or three months, which would be a good time to study the definition of grade. Boothroy said the Board of Appeals as well as the Planning and Zoning Commission would have to be satisfied with the defin'dion. Ehrhardt said discussions have indicated that the original definition may have resulted from a compromise between differing parties. She said she would not want to have another compromise go on for years. Ehrhardt asked why nothing has been done about the Iowa Avenue building that is currently in violation of the Building Code. Boothroy said the City's attorneys and the property owner's attomeys have had lengthy discussions dealing with this issue since last spring, in an attempt to avoid litigation. He said, as is often done, a temporary occupancy permit was issued when the building was constructed, as the exterior was being completed. Boothroy said the developer in this case did not follow his plans. He said the City has discussed a number of remedies, and he believed the matter would shortly be resolved. Mitchell said the problem with the building should be resolved soon one way or the other, either through I'digation or through the owner taking the steps to correct lhe grade problem. Gibson asked if it were tnJe that this violation has not been resolved, because the developer did not have his landscaping in place before the City issued the occupancy permit. Mitchell said he could not discuss specifics, because of potential litigation. Gibson asked if this problem could be fixed by the way the dirt is shaped around the building, and Mitchell responded that it could. Public discussion: There was none. Public discussion closed. MOTION: Supple moved to antend the proposed addition to the definition of GRADE as written in Boothroy's memo dated December 11, 1997 to read 'When the finished surface of the ground has been raised by adding fill to create a higher grade around a building for determining the building height or number of stories, the slope of the fill within 20 feet of the building shall not exceed four horizontal to one vertical (4:1) or twenty-five percent (25%).' Shire seconded the motion. The motion carried on a vote of 6-0. MOTION: Supple moved to approve an amendment to T'~le 14, Chapter 6, entitled 'Zoning', Article B, Zoning Definitions to change the definition of GRADE as stated in the previous motion. Chair seconded the motion. Ehrhardt said she would vote in favor of this, only because it will hopefully prevent developers from circumventing the Code in the near future. She said she sincerely hoped that allowing manipulation of the grade to increase building height would be seriously examined. Chait said he would vote for the amendment because he thought it was a reasonable solution. Planning & ~ ~ December 18, 1997 Page 6 arnended definition effectively for enforcement and to show builders what is dght and safe and good. Gibson said he was abstaining because he did not understand either the proposal or why the Commission would put a band-aid on the problem. He added that until the amendment can be explained to him, he did not Ihink it could be very useful legally. CONSIDERATION OF THE DECEMBER 4. 1997 PLANNING AND ZONING COMMISSION MINUTES: MOTION: Gibson moved to approve the December 4, 1997 minutes of the Planning and Zoning Commiaaion, as writlint. Chait seconded the motion. The motion carried on a vote OTHER BUSINESS: Miklo stated that the December 29, 1997 and January 1, 1998 meetings have been canceled, with the next informal meeting to be held on January 12 and the formal meeting on January 15. Commission members discussed the upcoming American Planning Association meeting in Boston in April 1998. PLANNING AND ZONING COMMISSION INFORMATION: Shive said he could not attend the January 15, 1998 meeting. Gibson said he could not attend either the January 12, 1998 or,January 15, 1998 meetings. ADJOURNMENT: The meeting was adjourned at 8:14 p.m. Lea Supple, Secretary Minutes submitted by Anne Schulte - - ~ppu~lmeVninl~pAz ! 218.doc I0. MINUTES PLANNING AND ZONING COMMISSION THURSDAY, JANUARY 15, 1998 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS Subject to . ,qproval MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Pain Ehrhardt, George Starr, Lea Supple MEMBERS ABSENT: Dick Gibson, Phil Shive STAFF PRESENT: Scott Kugler. Sarah Holecek, Arme Schuite OTHERS PRESENT: Lan7 Schnittjer, Richard Rhodes RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 5-0, of SUB97-O033, a preliminary and final plat of Disposition Parcels of a Portion of Waterfront Drive, a 0.5 acre, fourdot commercial subd'Msion located south of Highway 6 and east of Gilbert Street. Recommended a!~xoval, by a vote of 5-0, of SUB97-0034, a preliminary and final plat of Westport Plaza, Part Two, a 14.41 acre, onedot commercial subdivision with one outlot located on the southeast side of Highway I West, north of Sunset Street, subject to the approval of a Grading Plan and a Sensitive Areas Site Plan prior to City Council consideration of the preliminary plat, and subject to the approval of legal papers, including language referring to deferred storm water management. prior to City Council consideration of the final plaL Recommended approval, by a vote of 5-0, of re 'vmions to the August 6, 1996 Fringe Area Agreement with Johnson County, which is part of the Comprehensive Plan, requiring the submittal of a concept plan rather than a plat in association with an application to rezone to RS within Area A, or to RS-5 within Area C. CALL TO ORDER: Chairperson Starr called the meeting to order at 7:36 p.m. PUBUC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Starr announced the following vacancies: one vacancy on the Airport Commission for a six-year term ending March 1, 2004; one vacancy on the Broadband Telecommunications Commission for a three-year term ending March 13, 2001; three vacancies on the Civil Service Commission, one for a two-year term ending April 3, 2000, o~e for a three-year term ending April 2, 2001, and one for a four-year term ending April 1, 2002; one vacancy for an architect on the Design Review Committee for an unexpired term ending July 1, 1998 in addition to a three-year term ending July 1, 2001; two vacancies on the Historic Preservation Commission for three-year terms expiring March 29, 2001- one for a Summit Street Historic District representative and one for an at-large representative; and one vacancy on the Housing and Community Development Commission to fill an unexpired term ending September 1, 1998. Starr said the appointments would be announced at the February 24, 1998 City Council meeting. Planning and Zoning Commission Minutes January 15, 1998 Page 2 REZONING ITEM: REZ97-0011. Public disoJs,.'.~on of an application submitted by H & O LLC, on behalf of property owner Non~,~ C. Louis, to rezone 4.46 acres from Interim Development Single-Family Residential Zone (IDRS) to Sensitive Areas Overlay-12 (OSA-12) to permit 40 dwelling units located at 500 Foster Road. (45-day limitation period waived to January 15, 1998) Kugler said staff had received a letter requesting deferral of this item to the next meeting. He suggested that the Commission request that the applicant either submit plans for review at the next meeting or ask for an indefinite deferral so that staff would not be continuously adverlising the item. He noted that there are neighboring property owrters who have been following this item and they feel they shouldn't have to be wondering each meeting whether it will be discussed or not. Kugler added that staff recommended deferral to the next meeting. Public discussion: Public discussion closed. MOTION: Bovbjerg moved to defer REZ97-0011 to the Planning and Zoning Commission meeting of February 5, 1998. Supple seconded the motion. Larry Schnittier. 1917 S. Gilbert Street, said he just finished a redesign on this project. He said Mike Hodge is now assembling new building profiles for review by the Commission. Schnittjer said he expected to have these ready for the Commission's next meeting. REZONINC-dDEVELOPMENT ITEM: REZ97-0018/SUB97-O030. Public discus...~-ion of an application submitted by Walden Wood Associates II LLP, to amend the approved preliminary Sensitive Areas Development Plan and preliminary plat for Lot 51 of Walden Hills, containing 2.9 acres, to permit 25 dwelling units within the OSA-8, Sensitive Areas Overlay Zone located at the northeast comer of Shannon Drive and Irving Avenue. (45-day limitation period waived to January 15, 1998) Kugler said staff had received a letter requesting deferral of this item to the next meeting. He added that the revised plan now shows 25 individual lots and one large outlot, and the plan is now being reviewed by staff. Public discussion: There was none. Public discussion closed. MOTION: Supple moved to defer REZ97-O018/SUB97-0030 to the Planning and Zoning meeting of February 5, 1998. Ehrhardt seconded the motion. The motion carried on a vote of 5-0. Planning and Zoning Commission Minutes Janua~ 15, 1998 Page 3 DEVELOPMENT ITEMS: SUB97-0027. Public discussion of an application submitted by Frank A. Boyd for a preliminary plat of Boyd's Fashionable Acres, an 11.34 acre, 16-1ot residential subdivision located at 2511 Rochester Avenue. (45-day limitation period waived to January 15, 1998) Kugler said the applicant had submitted a request for deferral of the item to the next meeting. He stated that the deferral was requested by staff. Kugler said the subdivision is essentially ready;, the drainage concerns have been resolved to the satisfaction of Public Works. He said staff had concems about no 't~fication, as there were some property owners interested in this plat, and staff was not able to re-notify everyone about the January 15 meeting. Ehrhardt asked Kugler if everyone from the neighborhood who attended the previous meeting regarding this item had been contacted. Kugler said he contacted some of the people who called and had informed the others that another sign would be posted when the item came up for discussion again. Public discussion: There was none. Public discussion closed. MOTION: Chait moved to defer SUB97-0027 to the Planning and Zoning Commission meeting of February 5, 1998. Ehrhardt seconded the motion. The motion carried on a vote of 5-0. SUB97-(X)33. Public discussion of an application submitted by the City of Iowa City for a preliminary and final plat of Disposition Parcels of a Portion of Waterfront Drive, a 0.5 acre, four- lot subdivision located south of Highway 6 and east of Gilbert Street. (45-day limitation pedod expires January 15, 1998) Kugler said this right-of-way was recently vacated, and it was now being split into four individual parcels to be transferred to adjacent property ownera. Kugler stated that there will be a common access easement across the full vacated right-of-way. He added that the City will retain a utility easement over the full right-of-way. Supple asked how a customer would get to the Car-X property. Kugler showed the area that will remain as a public right-of-way and said the design of the parking area would have to allow for someone to get from the right-of-way across the other properties. He said there is already a site plan on file for the property that shows adequate access provisions. Starr stated that there would be no access to the property from the south, and Kugler said that was correct. Schnittjer said the only property with access from the south was Contractors' Tool and Supply. He added that the parking lot for that property would be separated from the other parking lots by an insurmountable curb. Public discussion: There was none. Public discussion closed. Planning and Zoning Commission Minutes January 15, 1998 Page 4 MOTION: Bovt~ moved to approve SUB97-0033, a preliminary and final plat of ~ Parcels of a Portion of Waterfront Drive, a 0.5 acre, four-lot subdivision located south of Hi.tomy 6 and east of Gilbert Street. Supple seconded the motion. The motion SUB97-0034. Public discussion of an application submitted by Wisdom Development Group, on behalf of property owners Charles W. Ruppert, et ai, for a preliminary and final plat of Westport Plaza, Part Two, a 14.41 acre, one-lot commercial subdivision with one outlot located on the southeast side of Highway I West, north of Sunset Street. (45-day limitation period expires January 15, 1998) Kugler said this plat was reviewed by Public Works, and there were a couple of minor typographical errors to be corrected before City Council consideralion. He stated that a wetland determination is needed for the property before a building permit or site plan is reviewed for this property. Kugler said regarding the storm water management for the property, the developer has requested that the storm water basin shown for Lot I not be part of the plans at this time, but be deferred until the site plan is submitted. He stated that staff has done that with other commercial plats, providing notes on the plat that storm water management would be required for the lots when a site plan was submitted. Kugler said it allows the developer more flexibility when designing the site plan. He said the plats would be revised before City Council consideration to remove the easement, but language requiring storm water management would need to be incorporated into the legal papers. Kugler said staff recommends app .rqval of beth the preliminary and final plats subject to approval of a Grading Plan and Sensitive Areas Site Plan prior to City Council consideration of the preliminary plat, and subject to the approval of legal papers prior to City Council consideration of the final plat. He said the legal papers should contain language regarding the deferred requirements for storm water management at the time of the building permit applicalJon. Bovbjerg asked about having the storm water management in place before the site plan review versus having it in place before a building permit is issued. Kugler said it was essentially the same process; that a site plan must be approved before a building permit is issued. Bovbjerg asked if any dirt moving is allowed before a site plan is issued. She said at limes earth moving has bccn done before proper erosion buffers are put in place. Kugler said some grading is permitted, and a Grading Plan is being approved along with this plat. He said the only grading now shown on the Grading Plan is up in the area where the roadway would be extended onto the site. Kugler said erosion control is examined when the Grading Plan is reviewed, so that anything approved under the plan would have erosion control requirements. Ehrhardt asked if the wetlands determination could come after City Council approval, but before development. Kugler confirmed this. Ehrhardt asked what the process would be if the wetlands determination was positive. Kugler said if a weltand is there and it is large enough to be governed by the Sensitive Areas Ordinance, the applicant would have to come back for a rezoning before the property could be developed. Ehrhardt asked if the wetland determination would apply to the entire property, including Outlot A and Lot 1. Kugler said the Sensitive Areas Site Plan covers the entire property. He stated that the Sensitive Areas Site Plan is required by the Sensitive Areas Ordinance, because of the fully hydric soils on the property. Kugler said the Sensitive Areas Site Plan was being reviewed at the staff level, and assuming that there are no wetlands found on the site, it could be approved at the staff level. He said the plan would not be recorded, however, and no building permit could be issued until the wetlands determination is received. Planning and Zoning Commission Minutes January 15, 1998 Page 5 Ehrhardt asked ff there were any detriments to the City as a result of deferring the storm water management easement. Kugler said there may actually be a smaller basin r. ccded ff there is less pavement in the actual development than the applicant is planning for at this time. Public discus~cm: Richard Rhodes 2014 Rochester Avenue, stated that there appeared to be a 100-year floodplain boundary on the property. Kugler said it was sho~n on the preliminary plat. He showed the demarcation on the map. Rhodes asked why the information was not on the final plat, and Kugler responded that that type of information is typically not required on the final plat. Public discussion closed. MOTION: Chair moved to approve SUB97-0034, a preliminary and final plat of Westport Pl,,-=. Part Two, a 14.41 acre, one-lot commercial subdivision with one outlot located on the southeast side of Highway I West, north of Sunset Street, subject to the approval of a Grading Plan and a Sensitive Areas Site Plan prior to City Council consideration of the preliminary plat, and subject to the approval of legal papers, including language referring to deferred storm water management, prior to City Council consideration of the final plat. CODE AMENDMENT ITEMS: Public discussion of Section 14-6L-1U.2 regarding the requirement for common living area in elder congregate housing. Kugler said staff recommended deferral of this item indefinitely, as the parson requesting consideration of the amendment would like more lime to compile information for the Commission. Public discussion: Public discussion closed. MOTION: Supple moved to defer indefinitely, a code amendment of Section 14-6L-1U.2 regarding the requirement for c~mmm~ living area in elder congregate housing. Ehrhardt seconded the motion. The motion C~!Tied on a vote of 5-0. Public discussion of proposed amendments to the Fringe Area Agreement with Johnson County to require a concept plan rather than a plat in association with a rezoning application for cluster developments within Fdnge Areas A and C. Kugler said the amendments would clarify language in the Fringe Area Agreement to make it consistent with the practice that the City and County have already been using. He said that rather than requiring a preliminary plat with cluster rezonings that allow cluster subdivisions, a concept plan would be reviewed. Bovbjerg asked about the strength and legality of a concept plan versus a plat. Kugler said a concept plan does not bind the applicant to anything. He said this was discussed at the staff meeting and the ultimate decision was that the applicant, in submitting a rezoning application with Planning and Zoning Commission Idinutss January 15, 1998 Page 6 the concept plan, was going on record with regard to intent. Kugler said the Fringe Area Agreement gives the Commission latitude to deny a plat if an applicant comes back with a different plan that in some way violates the Fringe Area Agrcc:nent, given that the Fringe Area Agreement is part of the Comprehensive Plan. Agreement was written was to require a concept plan. He said the City staff has not interpreted this as a requirement for a preliminary plat, but some members of the Board of Supewisors do. Kugler said if the amendment does not work for any reason, the Fringe Area Agreement is a short-term agreement that is reviewed periodically, and this could be addressed at a future time. Public ,~i~ctm~ion: Public di~usMon closed. MOTION: Bovbjerg moved to approve reviMmm to the August 6, 1996 Fringe Area Agre~i.e,d with Johnson County which is part of the ComprehenMve Plan, requiring the submittal of a concept plan rather than n plat in amlociation with an application to rezone to RS within Area A, or to RS-5 within Area C. Chair seconded the motion. The motion CONSIDERATION OF THE DECEMBER 18. 1997 PLANNING AND ZONING COMMISSION MINUTES: MOTION: Chair moved to approve the December 18, 1997 minutes of the Planning and Zoning Commission, as written. Bovblerg seconded the motion. The motion carried on a vote of 5-0. OTHER BUSINESS: Kugler encouraged Chait to attend the APA conference and added fitat any questions regarding the conference should be addressed to Bob Miklo. Kugler said them was a Back to School conference in Des Moines in early February that one person could possibly attend. He said them would be an Iowa Urban Conservation Conference on February 10 at the Iowa Memorial Union. Kugler asked Commission membem to inform Miklo if they were interested in attending. ADJOURNMENT: The meeting was adjoumed at 8:14 p.m. Lea Supple, Secretary Minutes submitted by Anne Schulte. 4. 5. 6. IOWA CITY PLANNING & ZONING COMMISSION MEETING THUR~D,,IY, JANU~Y 15, 1997 - 7:30 P.M. CIVIC CENIER COUNCIL CHAMBERS SIGN IN SHEET ,~ Name Address 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. POLICE CITIZEN REVIEW BOARD MINUTES * J~mury 7, 1998 Lobby Conference Room ORDER Chair P. Hoffey called the meeting to order at 7:00 P.M. ATrtND~ Board mcmb~s present: M. Raymond, P. Fan'ant, L. Cohen, ]. Watson and P. Hoffey. Also przs~rL Legal Counsel D. Russell, Admi~.~tive A~i~+-,n S. Bauer, and City Clerk M Karr. Chair P. Hotfey rmommended that Agenda Item 3 and 4 be r~versed. Motion by J. Watson, seconded by M Raymond. Minion canled, 5/0, an members present. CONSENT CAL~-NDAR Motion by M. Raymond and seconded by P. Farram to adopt Consent Calendar. Motion carried, 5/0, all members presem. RECOMMENDATION TO COUNCIL None MEDIATION PROCESS Board acknowledged receipt from staff of a (1) draft letter to be sent to each complainant from the PCRB f~ga~d~g mediation and (2) a table showing' 'mividuals who expressed an interest in mediating for the City in 1996 (they have not been contacted yet about ~ interest in PCRB me,J_infion). Discussion of the mediator table was deferred to meeting on January 8, 1998. After presentation, Legal Counsel recommended that the Board continue with mediation procedures by: m~diation; (dra_a letter distn~uted) 2. Decide what mediator(s) they want; whether to go forward with interviews, orientation, or new advertising; 3. Pr~0arc guiddines from the board for mediators; 4. Create a repon form for the medt, tor ~d par es to ~form PCRB of results; 5. Create a form to report fees/payments; 6. Prepare a handbook section about mediation in the board's EXE~ SESSION The Board needs to decide items 1-7 above. Legal Counse4 advised the Board that only the parties involved in tbe complaint can be involved in madiation and only upon wr~__~ consent ofbotlt This would not exclude someone else from After discumon about how much detail they want to know fi'om mediation, it was the agfttmtat of the Board they only need to know the end rendt of mediation: Motion by P. Farrant and seconded by L. Cohen to adjourn to Executive S,~___~on based upon 21.5(g) of the Code of Iowa to avoid disclosure of specific law enforcement matters, such as cturent or proposed inv~i~tio~ and 22.7(5) of the Code oflowa requiting peace officer's investigative reports be kept confidential. Motion carried, 5/0, all members present. Meeting adjourned 7:55 P.M. Re~d~ meeting resumed at 8:30 P.M. PCRB- ~ I/7/98 Psge 3 BOARD/STAFF ROLES tl~ report tim infominion to the Ch~ m~d to e~h otha'. Legal Counsel recommended that the Board develop a policy so information is centralized and n~tAined in writing. It was agreed by the Board that the central depository for all information is e~oush the City Oerk's Office. The City Clerk reported "... the City Mamzger wants ym, to be aware that his lx~tion, ~ instructed otherwise, will be not to meet with anyone who has filed a complainl concerning any issue h was also agreed tlmt any contact between a board member and the police chief should be written oomm~ni__e~tio!!. The Board acknowledged a need to set pmcedu~ derdoped. KXECRITIV~ SESSION Motion by P. Farrant and seconded by L. Cohen to adjourn back to Executive Session. Motion carried, 5/0, all members present. Meeting adjourned at 9:30 P.M. Kegular meeting resumed at 9:45 P.M. PUBLIC DISCUSSION None !rIJTURE Mlc~WrING SCIIEDUI.F. Funl~ discussion on future meetings was deferred to meetin~ of January 8, 1998. Legal Counsel was requested to be present at the ~50 P.M. I~U~ ~~W' REV{EW BO.4d~!) MINU'!T~ - Janntry ~, 1998 Council Chambers 1'O ORDER Chair P. Hotfey called the mee6,~ to order at 7:00 A~ANCE Bom.d mtmb~, !~'~mt: L. Cohen, P. FrotaR, M. ~ J. W~r~on and P. Hoffey. Al~o ~ Leg~ Coumel D. Rus,~!, Admini~liv~ A~!sis~t S. B~, ~ld City Cle~ M. Karr. Cheh- P. Hotfey rw, ommmded that Agenda items 3 and 4 he ~ to ~1ow mo~ agenda items in open me~g before going imo exeonive ~zsion. Molion by P. Farr~t m~d seconded by L. Cohen. Motioa carried, 5/0, all merehers presenr RECOMIq~ENDATION TO COUNCIL Request a 45-day extension of 30=day reporting d_M_mine for PCRB Complaints 97-2 through 97-7. MEDIATION PROCESS Discussion followed. The consensus of the Board is to follow the A discussion was held regarding the table reflecting names of mediators who expressed an interest to the City in doing mediation. City Clerk M Karr reported that the City Attorney and Human Rights Coordinator have had success with one mediator, and reco~ that the Board select one mediator to wink with for a given period of time. She also recotmne:zled a modest budget atnendment at this time of $2,000 for the rest ofthe year for mediators. PCKB - Mimt~ 1/~ P~ge 2 tbe Board to have a short roster of approved mediators. The Board should provide for options should a person find the medi=~or The Board directed sta~to co~_n_~ the medeors on the list to find out if they are interested in bein8 considered as mediator for the information ren~at~ availability, fees, mediation training and experience, and whether they have ever mediated for the City before. The Board would like staff to have this information KX!~~ SESSION Motion by M. Raymond and ~econded by P. Farram to adjourn into Executive Session based upon 21.7(8) ofthe Code of Iowa to avoid disclosure of specific law enforcement matters, such as current or proposed investigations, and 22.7(5) of the Code of Iowa requiring peace officer's investigative reports be kept confidential. Motion carried, 5/0, all member present. Meeting adjourned 7:45 P.M. Regular meeting resumed at 9:05 P.M. Motion by $. Watson and seconded by L. Cohen that Complaint PCRB 97-5 be reviewed at level 8.8.7 B.(e) of the PCRB Ordinance. Motion carried, 5/0, all members present. Chair P. Hoffey appointed a subcommittee comprised of P. Farram and L. Cohen to prepare correspondence regarding Complaint 97-2, 97-3, and 97-7. Motion by M. Raymond and seconded by J. Watson for the full Board to authorize the mbeommittee to complete the correspondence and send on to complainant. Motion carried, 5/0, all members present. The Board decided to request from the City Council a 45-day extension of their 30-day reporting d,~aline for Complaints 97-2, 97-3, 97-4, 97-5, 97-6, 97-7. Future mee*~8 dates: Jmmy 23, 1998 - 7:00 P.M.-9:00 Jmmary 29, 1998 - 7:00 P.M.*9:O0 Febnmry 3, 1998 - 11:30 A.M.*I:30 P.M. Februa~, 5, 1998 - 7:00 P.M-9:.00 P.M Felmmy 9, 1998 - 11:30 A.M.-I:30 P_M. Fetmmry 25, 1998- 11:30 AM.-:30 P.M. Motion for adjommm~ by L. Cohen and seconded by M. aaymond. Mmion canled, 5/0, an rambets present. adjourned a~ 9:25 P.M.