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HomeMy WebLinkAbout1998-02-10 Bd Comm minutesMINUTES HISTORIC PRESERVATION COMMISSION TUESDAY, JANUARY 13, 1998 -- 5:30 P.M. LOBBY CONFERENCE ROOM -- CITY CIVIC CENTER MEMBERS PRESENT: Lars Anderson, Ann Calms, Frank Gersh, Betty Kelly, Ruedi Kuenzli, Doris Malkmus, Pam Michaud, Michael Pugh, John Shaw, Michaelanne Widness MEMBERS ABSENT: None STAFF PRESENT: Scott Kugler, Traci Howard CA! L TO ORDER: Chairperson Shaw called the meeting to order at 5:34 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Kelly asked if the Summit Street issue was approved by the City Council. Kugler said the final plat was approved, but he had not received a recorded copy yet from the City Clerk. Shaw asked if any new measurements were taken on the property. Kugler said no. (Malkmus arrived at 6:35 p.m.) Kugler said some Council members stated at their work session that they felt the Commission's role was design, and not subdivision or use issues. Kelly said that the Commission could have philosophically said they were not' for the subdivision, and would have had their opposition on record. Shaw said he felt the Commission should save their dissent for battles that could be won. (Pugh arrived at 6:37 p.m.) Shaw said the Commission will be in the spotlight when the building permit application comes in, and that will be their opportunity to have the appropriate input. Widness asked if the Commission should be interested in pursuing a Main Street program. Kelly said she did not think the Iowa City Chamber of Commerce would support such a project, and to succeed the project needs to have support from both downtown business owners and the Chamber of Commerce. Shaw asked what kind of support was necessary. Kelly said monetary support, as well as business owners pulling together for the project. Pugh said the Main Street Coordinator would be hired by the City, so the City would have to support it, and he did not think they would support it without interest from the downtown merchants. He gave Widness copies of his notes about Main Street programs in other communities. Kelly said that Tom Guzman could also give some information. Widness said it seems like an opportune time for the City to at least think about the program while people are rethinking the downtown area. Widness said she would look into the project more, and present her findings at the next meeting. DISCUSSION OF GRANT PROJECTS: Longfellow Neighborhood Survey, Phase II Kugler said things are on schedule for this project. The photos have been taken and the field work is done. A draft report will be available at the March meeting. Historic Preservation Commission Tuesday, January 13, 1997 - 5:30 P.M. Page 2 Original Town Plat Survey, Phase II Kugler said there are really only two proposals to consider because the proposal from George Butler and Associates is well out of the Commission's budget. He said that the Eckhardt Research proposal is within the Commission's budget at $13,100, and the Svendsen-Tyler Inc. proposal is slightly above the budgeted amount, but photography has typically been done in- house by the City, and reducing that cost would bring the proposal within the budgeted amount. He said the lodging fees for Svendsen-Tyler could also be reduced if a Commission member or members volunteer to let Marlys Svendsen stay with them during her time in Iowa City. Kugler said that both seem to be qualified, though Svendsen is generally recognized as one of the top consultants in the Midwest and has more experience according to the resumes. He noted that the State contract requires that the Commission give preference to Iowa contractors when there are two equal applicants in the eyes of the Commission. Kelly said that the project is in a touchy phase as they are moving into the Goosetown area, and the Commission should look at the applicant that could handle the political ramifications best. Kuenzli said that Eckhardt lives on the north side of Iowa City. Kugler noted that Eckhardt had done some previous research in the Goosetown area, which would be the next phase of the survey. He also noted, however, that the Commission had voiced a preference about hiring someone who could step back and be impartial during the survey. Malkmus asked about Svendsen's experience with the last Goosetown-Northside neighborhood conflict. Kugler said she was not involved in the initial historic district nominations for both areas, but she was hired when the Commission decided to preepare the Historic Preservation Plan. Kelly said Svendsen had a sedes of group meetings with the neighborhoods, which gave more citizen input. Kuenzli said she seems to be aware of the problems between the two areas. He said he was impressed with Eckhardt and Arbogast when they talked about College Green and East College Street nominations, and they have generous notions of historic districts. He thought it was important for the consultant be willing to do phase III, and talk about the border between the town plat and Goosetown. Pugh said Jan Nash was chosen in the first phase because the Commission felt she would have the expertise and the ability to defend any recommendations she made. Kugler said he spoke with Nash before staff sent the RFP out to see if she was interested. She said she felt somewhat obligated to submit a proposal, but would not be disappointed if the Commission chose another consultant. Kugler said she received an RFP, but did not submit a proposal. He said she is working on her doctorate degree in Chicago, IL, which may have influenced her decision. Pugh said the Commission should choose the consultant with the best ability to articulate and defend their findings. He thought that was important, so the Commission could stick by the consultant. He said he preferred Marlys Svendsen. Malkmus she felt that when Abergast presented his findings on the College Green survey, he presented them in a way that might not be viewed sympathetically by the popular public, and he did not seem to be as flexible with the comments from the Commission. She said the Commission needs a specialist and expert, as well as someone who could get the neighborhoods to support their decisions. She said she would also like to hire Svendsen. Gersh asked if Eckhardt's term on the Iowa City Board of Adjustment had ended. Kugler said yes. Widness said she sat in on some neighborhood council meetings where Carl Klaus was present, and if his feelings about this issue are representative of others in the area, she did not think that the Commission should hire someone who lives in a northside neighborhood to consult on this project. Kelly noted that in the proposal Eckhardt said that Arbogast would do Historic Preservation Commission Tuesday, January 13, 1997 - 5:30 P.M. Page 3 the field work, but she would be heading the project. Kugler said that Eckhardt told him that Arbogast would rather do the field work and let her head the project. Michaud said being physically removed from the neighborhood would be good for the consultant. She said that Svendsen's previous interviews with neighborhood members might also be helpful. Shaw said the Commission needs to encourage local historians, but in this instance being local might not be in the consultant's best interest. He suggested talking to Eckhardt and telling her that the Commission is very interested in having her work on other projects, and explain their reasoning for this project. Kugler said he had mentioned Phase III to Svendsen, but she had not commented about working on it. He said he could ask her about it. MOTION: Kelly moved that the Commission offer the contact for Phase II to Svendsen- Tyler, Inc. Widness seconded the motion. Pugh asked how much money the Commission had available to pay the consultant. Kugler said $16,100 with the grant funds. Malkmus volunteered to house Svendsen for the duration of her stay in Iowa City, which would total 18 days. Kugler said that would reduce the cost of her proposal to $15,250. Kuenzli said to mention that the Commission would like to talk to Svendsen prior to the survey start. Kelly moved to amend her original motion to amend the contract terms to include a reduction of photography and lodging costs, which would make the new contract figure $15,250. Widness seconded the motion. The motion carried by a vote of 10-0. Early Neighborhood NE of the Original Town Plat Survey, Phase III Kugler said the grant application was received on time, and the Commission will find out on April 1, 1998, if they will receive any funding. DISCUSSION OF HISTORIC PRESERVATION AWARDS PROGRAM: Kugler said the only thing the Commission decided at their November meeting was that there would be no competition in the format. Kelly asked if anyone had spoken to a member of Friends of Historic Preservation about the format change. Kugler said he mentioned the change to Bob Miklo, but did not hear anything back. He said he had heard that a number if Friends Board members were suggesting a format change. Kelly said members need to decide where the program will be, and if they want someone to help pay for the costs talk to Hills Bank because it is their turn in the rotation of First National Bank, Hills Bank and Iowa State Bank. Kugler said he would check the file for a contact name at Hills Bank. Anderson said he would make the contact. Kelly said the Commission has received $150 in the past to pay for the caterer and other expenses. Shaw said a Commission member needed to act as the program coordinator to ensure that the different pads get pulled together. Kugler said that one person could coordinate the program, but the individual tasks would be delegated to all the Commission members. Kelly said that the coordinator needs to get together with Friends and the Johnson County Historical Society because they are also involved with the program. Kelly said the event program is already on a screen at the printing service, so someone would just have to fill in the blanks this year. Kugler said problems the Commission has had with using the courthouse as the program site were being bumped out of the large courtroom because of a trial running late, with only two Historic Preservation Commission Tuesday, January 13, 1997 - 5:30 P.M. Page 4 days notice, and that the lighting is not ideal because it is difficult to get the room dark enough and once the lights are shut off it takes 10 minutes for them to come back on. Kugler said other facilities that have been mentioned for possible use are Old Brick, Trinity Church and the upper floor of the Masonic Temple. Kelly said that they visited Trinity Church last year and felt it would not offer a larger capacity, and it would be difficult to get the room dark enough to see the slides. Malkmus said she would approach the Masonic Lodge, look at the space on the upper floor and ask if the Commission could get fees waived. Kelly said they had about 200 people attend the program last year. Kuenzli said the Commission needed to chose a location with nearby parking because a lot of elderly people attend the program. Malkmus said the Masonic Lodge is also being suggested as an Iowa City historic landmark. Shaw asked if the City would donate free parking passes to ceremony attendees. Kugler said Chauncey-Swan ramp parking is free after 5 p.m., so the pass would only apply 15 minutes since refreshments start being served at 4:45 p.m. Shaw suggested valet parking for older people attending the program. Michaud said there are about four handicapped parking spaces within half a block of the lodge. Kugler said that they could include that free parking would be available in the Chauncey Swan parking ramp after 5 p.m. on invitations or information that would be sent out. Kugler said the program date is the Wednesday of Historic Preservation Week, which is usually the second Wednesday of May. Shaw suggested teaming up with the Johnson County Historic Preservation Commission to help coordinate the event. Kelly said they might help with tasks, but probably would not help take responsibility for it. She said that Friends would draft, review and duplicate the program invitation and the Johnson County Historical Society would address and mail the invitations. Pugh suggested determining a detailed program format before dividing up tasks. Cairns said they still need a Master of Ceremonies. Pugh said the Commission could select the award winners/honorees. Kugler said in the past the MC has given an introduction, announced the painting awards and then turned the program over to the jurors to announce the award winners. Shaw suggested getting someone from the University specializing in history or anthropology as the keynote speaker to talk about the place of the built environment in society. Malkmus suggested doing that next year considering the new format and time frame. Michaud suggested Steve van der Woude as a keynote speaker. Gersh suggested Patricia Eckhardt or Kerry McGrath as possible keynote speakers. Cairns suggested the Commission discuss the honorees and why they were chosen, make a list of those comments and have a current or former Commission member present them. Shaw said since the discussion will be focused on issues of merit, and since a keynote speaker will not have to justify their selections like the jurors did because of the competitive format, he did not think it would be a problem for an outside person to be the keynote speaker. Malkmus said they could ask the keynote speaker to attend the Commission meeting where members select the honorees, and that way the person would be able to explain why each project was selected. She said she felt the Commission would be better to distance themselves from the decision making. Shaw said the Commission has traditionally chosen the nominees, and all members will be required to go out, look at possible projects and discuss their merits. Shaw asked if members still wanted to have categories for painting, commercial restoration and residential restoration. Kelly said she thought they should be separated. Kugler asked if members wanted to divide projects into large project and small project categories. Anderson said they would not need to since the projects are not competing against each other. Shaw said he did not think that residential and commercial restorations needed to be separated. Cairns said the three categories helped to organize the presentation, and they should be kept. Cairns asked if awards are given for compatible infill. Kugler said they have been recognized Historic Preservation Commission Tuesday, January 13, 1997 - 5:30 P.M. Page 5 separately in the past. Pugh suggested someone with some expertise described the nominated projects. Gersh said the person should be knowledgeable and positive about Iowa City. He said that McGrath was very positive about the City and would be a good keynote speaker. Kugler said that he could use the same list as the awards jurors to find a keynote speaker. Shaw said he would ask Sue Licht and Steve van der Woude if they had any suggestions. He said he saw the keynote speaker addressing the merits of each selected project. Gersh said they could also relate the project to history. Cairns suggested Eckhardt for the keynote speaker. Kugler asked if they wanted someone to volunteer. Gersh said that Eckhardt would be good because she is in Iowa City. Cairns said Eckhardt would also know different things about the individual houses nominated. Kugler said that Eckhardt would be more able to discuss the architecture of each house than Kerry McGrath. Gersh noted that the keynote speaker would sit in on the Commission's selection meeting. Michaud said the Commission should approach the person as an MC instead of a keynote speaker to keep within the program time frame. Shaw said he would like to have a very dynamic speaker in the future that would address issues about the built environment. Kugler said that this format could provide a better presentation because the speaker could attend the selection meeting and spend time putting together a presentation instead of coming the afternoon of the program and pulling all the information together. Kugler suggested Molly Naumann as a speaker. Shaw asked Kugler to compile a short list of possible speakers and present it to members during their special Park House Hotel session. Kelly said there has to be some communication with the homeowner to compile some additional information about the property. Pugh said he thought the additional time would provide for that. Kugler said he always calls the property owner and lets them know when the group is coming to view the property to give them the opportunity to talk to the group. Malkmus suggested giving an honorarium to the speaker since they will actually be preparing a presentation. Kugler said the Commission bought lunch for each juror in the past. Cairns suggested pooling that money and giving to the speaker, or asking the banks for extra money. Kugler said the Commission has $50 to pay for the juror lunches and the food at their own planning session. Anderson suggested looking at an honorarium next year for someone that will prepare a more elaborate speech. Shaw said the Commission members could gather the information from the homeowners and give it to the speaker. Kugler noted that nomination selection trip will have to be advertised as a meeting and be open to the public. Kugler suggested members start bringing potential nominees in to the February meeting. Shaw asked if there was a specific number of projects they should nominate, or if they should keep the nominations to the number of noticed viable projects like they have in the past. Kelly said the number of projects is not something the Commission can control. Kelly said members should have a form to fill out as they drive around and see the potential nominees. Shaw said he would work on the format list. Shaw asked if members should add or subtract from the current categories of commercial/institutional renovation, residential renovation and painting awards. Kugler said that they can have a special recognition category for other special events or items that the Commission wants to recognize. Shaw added the special recognition category to the list. Cairns asked about Glenn Ehrstine who set up the Summit Street special event. Kugler said the Commission could discuss individual award nominees at the February and March meetings. Historic Preservation Commission Tuesday, January 13, 1997- 5:30 P.M. Page 6 The Commission discussed and divided individual tasks for preparation of the program up among members. Shaw asked if members of the Historic Alliance group are involved with the program. Kelly said no. Shaw said they should be contacted and asked to help since they are involved locally. Kugler suggested contacting the Iowa River Heritage Alliance also. Malkmus suggested assigning responsibility for each task to a Commission member and if that member chooses to contact and incorporate other historic preservation groups in the community it is their choice and responsibility to do so. For the guest editorials, Cairns suggested having Colette Pogue write one about the Montgomery-Butler House and submit it during Histodc Preservation week. Widness suggested having the Press-Citizen coming to the awards program. Shaw said it has been a problem getting them to come to the program in the past. Kuenzli suggested using The Advertiser. Shaw asked Kugler to bring past guest editorials to the next meeting for members to look at and consider. Kugler said that the honorarium money could come from the Commission's donation account, which has $1,500 but most of this money was originally intended for the re-printing of guide maps. Cairns said she thought providing an honorarium would give some motivation for it to be a nice talk. Members decided to give an $150 honorarium for the speaker. Shaw suggested asking if Friends or some other group would be willing to contribute. Widness suggested giving historic tours of Iowa City as an additional activity for Historic Preservation Week. Shaw said that while additional activities during Histodc Preservation Week would be nice to have, he felt that so much was going on at that time and everyone would be too busy with the program. He suggested members consider the item next year. Shaw said Anderson needed a list of contact numbers for the program. Cairns suggested putting the awards program as an item on each meeting agenda, and everyone responsible for something would have to give an update at the meeting. Gersh said the next task is for members to bring potential nominees to the February meeting. Widness asked if they needed to bring in photographs of the places. Kugler said if members called him a couple weeks in advance, he or a staff intern could take the photos. Pugh said a good place to start looking for nominees are the applicants for certificates of appropriateness. Kugler said that members could also look for other nominees outside of historic districts. REPORTS FROM TASK GROUPS: Conservation Districts Gersh said the group reviewed the conservation district write-ups from other eight or nine cities and categorized them. He said that some were very detailed with photos of possible alternatives and some were very general guidelines. He said that the write-ups came from Lincoln, NE, some places in Canada, Washington and North Carolina. Kugler noted that Iowa City is the only city in Iowa that can currently designate conservation districts. Gersh said while some of the write-ups were very polished, they didn't all say where the district ideas came from. He said the group thought the next step would be to meet with some people from the neighborhood and see what they thought. Shaw asked if the group could put together a rough draft. Gersh said without talking to people in the neighborhood to see what they wanted, that would be difficult to do. Kuenzli said they discussed developing a formula for conservation districts that would be general, but also apply to specific areas in the city if the neighbors wanted them to. He said that they could develop Historic Preservation Commission Tuesday, January 13, 1997 ' 5:30 P.M. Page 7 something that said conservation districts are areas where new construction would have to adhere to current size, setback, streetscape, etc. Gersh said they could go finer grain too, for example, including window size and shape. Michaud said that when she forwarded the task group meeting notes to Kugler, he recommended that the group develop minor, major and no review situations. Kugler said what he envisioned was to develop a base set of guidelines first, and then modify the guidelines within each neighborhood. Shaw suggested starting with a menu for the individual neighborhood, and let the people in the neighborhood decide what is important to them. Shaw said he thought they could use the Secretary of Interior Standards as a basis for the underlying guidelines. Kelly said she believed in flexibility, but if there are going to be conservation districts across the city there needed to be some consistency. Shaw said the way the Commission has discussed the districts so far, they decided that the neighborhoods would help determine what is important. Anderson noted that a person could own property in two conservation districts and have more restrictions on one property than the other. Kugler said he thought the intent was to allow the neighborhoods to have some input for their conservation district to get them involved and get their ideas, but not to have full control over the guidelines proposed. Shaw said he would like to have the neighbors as involved in the decision making process as possible. Malkmus said some neighborhoods will be straightforward, but there might be some neighborhoods that would lack direction and positive response to the districts. Shaw said he would like to defer first to the individual neighborhood preference, and then make the guidelines if they do not get involved. Shaw said the items they will be considering will be so universal that the same guidelines will work for the neighborhoods. Kugler said he would give a copy of the comments that Shaw had put together, and the task group could expand on that. Shaw said the code items that Kugler gave him were design criteria guidelines from a number of cities, and could also contain some guidelines. Michaud said they would discuss the items at the next committee meeting, and asked Shaw or Kugler to come to their next task group meeting. Historic Landmarks Malkmus said the group identified each property that has been mentioned in Doug Russell's memo or in the neighborhood surveys. She said they thought it would be better to be more selective and try to unite the properties, and nominate them on a thematic basis affiliated with a historic preservation event. Anderson said he spoke with Russell, and one reason they nominated so many properties the first time was because they had selected ones that already had all the legwork done. He said one example of the thematic approach was to nominate properties that deal with African-American history in Iowa City, like the Bethel African Methodist Episcopal Church and the Tate Arms Boarding House, and combine that with African-American History Month. Cairns said that is one more thing that could be linked to Historic Preservation Week. Anderson said some other themes they discussed included downtown buildings, churches, education, landmarks related to women, architecturally related landmarks, etc. Shaw said they need to be careful that the group not lock themselves in to only considering thematic categories. Malkmus asked members to let her know if they know of any properties that are endangered in Iowa City because this designation would protect them the same way a historic district is protected. Anderson said Russell told him some properties across from "The Cottage" on South Linn Street were close to being endangered, but the landlord, Norm Thomas, is against them being designated and it would be unlikely that they would get designated. Kugler said one of Thomas' buildings was designated and he did not file a formal protest, but voiced some opposition. Widness said she thought there was some discussion about the Englert being torn down. Malkmus said that owner is opposed to the property being designated. Shaw said he had a lot of information about the Tate Arms House. Anderson said if they choose Historic Preservation Commission Tuesday, Janua~ 13,1997 - 5:30 P.M. Page 8 a theme, they might be able to find someone in town who is interested in that topic and who would do some of the legwork. Maps/Brochures Widness passed out the brochures staff had, including the Guide to Historic Iowa City done in 1992, the Preservation Commission, the Neighborhood Design Book, Questions and Answers About Historic Districts and Historic Landmarks, and Woodlawn and Summit Street individual brochures. She said they would like to focus on the brochure about the Commission, the Guide to Historic Iowa City and the handout about being a historic landmark. She said she called Prairie Meadows racetrack and casino because they give money for historic projects. She said Iowa City is now on the long waiting list, and they do not have much money available. She said she and Kelly would be glad to start work on the Commission brochure and Historic Guide to Iowa City. Widness said it seems like they need to put together a package with a cost estimation before they approach other organizations and ask for funds. Kugler said the Commission brochure could be done in-house, and he thought a lot of funds would be available to update the Guide to Histodc Iowa City brochure. Kugler suggested breaking all the information in the Guide to Historic Iowa City down into multiple handouts, because there are four more historic districts now, and the one map would need to be enlarged. He said the first printing of the Guide was funded by either and HRDP or CLG grant, and the second printing was funded by the Board of Realtors and other donations. Kugler said he could update the landmarks information. Widness suggested working on the Guide to Historic Iowa City and then the Commission brochure. Kugler said if there were minor changes to the Commission brochure, he could take them to the Document Services office and have something done in-house. Cairns noted that if the larger guide has too much information, they could make references to the already completed brochures for Summit Street and Woodlawn to save space. Shaw said he would like to keep all the information in one document. (Gersh left at 7:45 p.m.) Financial Incentives Shaw said one thing the group should consider is compiling a handout that categorically lists all the potential funding sources a homeowner living in a historic district could go after. (Michaud left at 7:47 p.m.) Code Issues Shaw said the package Kugler put together was about ordinance tightening. He said given the current make-up of the City Council, he did not think that would be the Commission's most productive avenue. He said he has started looking at adopting the Uniform Building Code for Building Conservation. He said he was approached by Bob Carlson, the Chairperson of the Board of Appeals, who asked that the Commission get something written down and codified so the Board of Appeals would have some direction when asked to waive or relax code items for historical buildings. Shaw said the Code for Building Conservation is based very heavily on equivalency and a trade-off system. He said the Commission is getting active support from the Board of Appeals on the issue, and once the new codes come in he will sit down with Ron Boose and work on it. Historic Preservation Commission Tuesday, January 13, 1997 - 5:30 P.M. Page 9 UPDATE OF MONTGOMERY-BUTLER HOUSE STABILIZATION: Kugler said the Council was supposed to award the contract tonight, but the deadline was moved back to February 7, 1998, to allow smaller contractors more time to get bonded. Shaw said the bids will be received February 4. (Anderson and Pugh left at 7:55 p.m.) Shaw said that he and the Friends of Historic Preservation group was out at the house last Saturday and removed all the sinks that were not damaged and all the doors that were being stored there from the Davis Hotel, and started identifying some parts and pieces original to the structure. UPDATf ON PARK HOUSE HOTEL: Shaw said that Hodge Construction will install a fire escape on the north side of the building. He said the encouraging aspect is that Mike Hodge has had a crew of four to six workers at the site nearly every day, which should mean that he intends to save the property. Kelly asked what they were going to do about the asbestos. Shaw said he did not know what Hodge intends to do about that. Shaw said Hodge's stated intent is to get his permits, get people in the building, apply for grants and historic funding and upgrade incrementally. Hodge told Shaw that if he cannot make it work, he has been approached by other people in the community who are interested in buying the building. CONSIDEF:~,TION OF MINUTES FROM THE DECEMBER 9. 1997. MEETING: MOTION: Malkmus moved to approve the minutes as submitted. Shaw said on page three in the second sentence of the section titled, "Discussion of M & W Addition" should read, "He said that passing the item on to the Planning and Zoning Commission with no comment last time was appropriate because the Historic Preservation Commission did not have the authority to make the judgment on platting matters." MOTION: Malkmus moved to approve the minutes as amended. Kelly seconded the motion. The motion carried by a vote of 6-0. COMMISSION INFORMATION/DISCUSSION: Shaw said he read Jeff Davidson's memo about ISTEA funding, and said that he and Sue Licht would put the application together to get funding for the Butler House. Kugler noted that there had to be a transportation function to the new building, so it will have to be linked as part of a trail head park or something similar. He said that the Commission would have to work with Rick Fosse, the City Engineer, who is a member of the specific committee, to submit the application. Kuenzli said he hoped that the city was saving enough bricks to replace bricks that needed repair. Kugler said he was told that those bricks are not part of the city stockpile being sold and are in good shape. Kugler said he would start looking for a different meeting location because the group is tight on space. Historic Preservation Commission Tuesday, January 13; 1997- 5:30 P.M. Page 10 Kugler said that some neighborhood grant money is still available for the Emma Harvat House, but if the Commission is interested they have to take the lead. Malkmus said she would work on that project. Shaw suggested calling Eleanor Steele because she has already done some background work. Malkmus said she would coordinate what has already been discovered with the historic landmark designation. Kuenzli suggested talking to Pat Eckhardt about it. Kugler said the grant is for $1,000 and the neighborhood organization would also put some money in. He said the next step is to call in some consultants for the project. ADJOURNMFNT: MOTION: Kelly moved to adjourn the meeting. Malkmus seconded the motion. The motion carried by a vote of 6-0, and the meeting was adjourned at 8 p.m. Minutes submitted by Traci Howard. ppdadmin~mins\hpcl-13.doc IOWA CITY HUMAN RIGHTS COMMISSION MINUTES January 26, 1998 Meeting COMMISSION MEMBERS PRESENT: Tom Dickerson, Pat Harvey, Joan Jehle, Charles Major, Diane Martin, Ann Shires, Mettle Thomopulos, Art Vincent, Jan Warren STAFF PRESENT: Heather Shank, Kaci Carolan, Sarah Holecek CALL TO ORDER: Chairperson Harvey called the meeting to order at 7:00 p.m. APPROVAL OF MINUTES: The minutes from the December meeting were approved. Shires/Jehle. All in favor; no opposed. INTRODUCTION OF NEW COMMISSIONER: Chairperson Harvey welcomed new Commissioner member Mettle Thomopulos (who will be serving out Mary Theisen's unexpired term). ART VINCENT MEMBERSHIP: Warren moved that the Commission request the resignation of Art Vincent on the grounds that the deferred judgment on the harassment charge reflects poorly on the Commission and is antithetical to the Commission's goals. Dickerson seconded. Vincent called for a point of order, asking where in the by-laws there was authority for such a request. Harvey responded that this was not a recommendation to Council, it was a request of the Commission as moved. Holecek advised Vincent that he had the right to request a closed meeting at this point if he desired. Vincent said that media inaccuracies about this issue had already irreparably and needlessly damaged his reputation. Therefore, he felt a closed session was unnecessary and would not serve the public interest or perception. Dickerson said he felt that Vincent's presence on the Commission at this point in time was contradictory to the Commission's efforts and would invalidate the Commission as a whole. Vincent indicated that the media coverage has been highly inaccurate. He has not been convicted of anything, and had he been guilty of anything, he never would have sought appointment. Vincent also questioned the timing of the media disclosures. His understanding was that Council became aware of this information in mid-November, but it was only after his January 4 opinion piece in the Cedar Rapids Gazette (which was critical of Councilor Dean Thomberry) did any of this information appear in the media. Harvey stated that the editorial was a separate issue. If the Commission was concemed with the public's perception, then Vincent asked that the Commission wait until the public had been given accurate information. There will be an article in an upcoming issue of Icon which sets out the situation accurately. The coverage in the Press Citizen (including quotes from the Mayor and the City Attorney's Office) has been inaccurate, while the Gazette's coverage has been accurate but incomplete. Also, the Press Citizen has offered to give Vincent space to clear up any confusion resulting from the editorial which appeared this moming (1/26). Vincent said he didn't see how the Commission could say they were concerned about public perception when the public hadn't had an oppommity to assess accurate information. Dickerson asked Vincent to correct these inaccuracies as part of the current discussion. Vincent said he was reluctant to do so, that he was tired of going into specifics and it served no good purpose. Also, because of the short interval between the issuance of the revised agenda and the meeting, he had not had an oppommity to speak with his attorney about how [Vincent's] interests might be served or not served by disclosures made in the Commission meeting. Human Rights Commission January 26, 1998 Minutes Page 2 Jehle indicated she felt that this was the time to correct any inaccuracies. Shires said it wasn't just the public's perception she was concerned about. Shires set out what she understood to be Vincent's circumstances, based on the coverage in the Gazette. Vincent reiterated that he had not pled guilty to anything. On November 6 in open court he changed his plea fi'om not guilty to no contest. His attorney led him to believe that a plea of no contest was acceptable. Harvey stated that she felt the purpose of the discussion was not to examine the details of Vincent's situation. She reiterated that the matter under discussion was whether the Commission wished to request Vincent's resignation based on how this matter reflects on the Commission as a whole, whether the Commission would be able to work together as a body, and whether it impacted on Vincent's ability and responsibility as a Commissioner. Holecek made a few points of law, clarifying that Iowa courts do not recognize a no contest plea. She also explained a deferred judgment and sentence. Successfid fulfillment of probation for a period of one year results in a deferral of the actual conviction being entered on the record. Holecek indicated that there are still records of the prior events, but they're 'more difficult to locate. The records are not necessarily expunged. Vincent pointed out that he understood he could request this be expunged. The charge was a simple misdemeanor, with no fine, no jail time requested, and the extent of his probation is that he must write a letter once a month to an individual Vincent designated as a "probation officer." Vincent noted that if a City staffer had not alerted the media, none of this information would have become public and there would be nothing for the public to perceive or misperceive. Thomopulos asked if Vincent felt, given all the publicity, he could effectively carry out his duties as a Commissioner--taking into account the perspective of people who might wish to bring a complaint to the Commission. Vincent said he had experience in the area of human relations (in the military) and was no stranger to dealing with complaints of the kind the Commission takes. He stated he is dispassionate and deliberative in his approach, and his personal life does not enter into any professional decision-making he engages in as a part of the Commission. Commission decisions are based on the law. Vincent said he didn't see how something in his personal life could get in the way when he conducts himself professionally. Vincent said that there was no way he could predict how potential complainants might feel about him reviewing their case. Thomopulos asked if he felt it would be right for the Commission to leave itself vulnerable to the possible opinion of complainants that they weren't given a fair review solely because of Vincent's presence. Vincent asked if complainants were told which Team was reviewing their complaint. Shank indicated that when attorneys have inquired, she has disclosed which Commissioners comprised the Team doing the review. Vincent asked whether the team decisions must be unanimous; he was told that there just needed to be a majority. Vincent said therefore his presence would be a moot issue, because if a complainant felt that Vincent reached an unfair decision (which he could not see himself doing), the other two team members would be able to overrule it with a fair decision. Martin indicated she had concerns that some people might not even bring their complaints to the Commission if the Commission's name in the community had been damaged by the media exposure (be it fair or unfair). Vincent said that Thurgood Marshall didn't become concerned with the public perception of Southern whites before arguing Brown v. Board of Education. Nor did Abe Fordis worry about public perception when he successfully argued Gideon v. lYainwright for the right of counsel at trial. Vincent said they were only concerned with what was right and fair. The publicity has harmed him because of its inaccuracies and due to the City Attorney and Mayor's misuse of the word "conviction." Vincent urged the Commission to do the courageous thing, to stand up for what's right and not ask for his resignation. Jehle said if she was in Vincent's position, she would be angry, but the first thing she would Human Rights Commission January 26, 1998 Minutes Page 3 do would be resign from the Commission. Vincent said he would have seriously considered resigning if a Council member had come to him privately back in November and said "you know what this is going to look like if it ever gets out in the media?" Based on how everything played out, however, and the spurious timing of everything, he would not resign now. Major said he felt the publicity surrounding this has placed the Commission in a bad light, and that if it were him he would resign. Vincent said he agreed [it placed the Commission in a bad light], and that if the Commission felt it had suffered, then everyone could start to imagine how much he had suffered from his portrayal in the media. Jehle asked Vincent to really re-think his decision and consider resigning. Vincent said that in that case he would ask the Commission to table the vote until the February meeting. Dickerson said that he thought Vincent probably could handle the responsibilities of the appointment, but that the credibility of the Commission was lost if Vincent remained on it. Dickerson suggested Vincent resign now, and after the accurate information about his situation comes out, he re-apply for the next Commission vacancy. Vincent disagreed, saying that having written the article critical of Councilor Thomberry and with a conservative majority on the City Council, he wouldn't be re- appointed. Dickerson pointed out that he has publicly chastised specific Councilors for their views on disability issues and it hasn't impacted on his role with the Commission, so that was a separate issue. Vincent felt it was not a separate issue. The motion was called to vote. Vincent asked the individual Commissioners be' polled. Thomopulos and Vincent abstained. The other seven Commissioners voted in favor of the motion. RECOMMENDATIONS TO COUNCIL: None. ELECTION OF OFFICERS: Pat Harvey was nominated as Chair. Shires/Warren. All in favor; no opposed. Diane Martin was nominated as Vice Chair. Shires/Dickerson. All in favor; no opposed. Harvey suggested that the Commission go ahead and designate the team leaders for each team. Each team leader is responsible for instituting the buddy system for the new Commissioners in reviewing their first case. MOVIE SERIES: The next movie is My Left Foot. After discussion of the two possible dates, it was scheduled for March 7, 1998, at either 1:00 or 1:30 p.m. (depending on how early the room is available). Warren inquired whether the Commission wished to organize a panel or discussion of disability issues after the movie, as had previously been suggested. There was some discussion about whether this would make too long a program, or whether we might lose some of our potential audience (those folks who normally don't attend lectures or forums). Harvey suggested a more direct either pre- or post- introduction/summary, for this and future films. Dickerson agreed to prepare a 5-10 minute introduction for My Left Foot. Harvey offered that in scheduling the rest of the movie series, she'd like to see a calendar for the year and try to tie in with specific events (the Breakfast) or months (Black History Month). Shank & Carolan will arrange for the popcorn cart. Martin agreed to buy the pop. Harvey stressed that the Commissioners need to take responsibility · for posting the flyers for these sorts of events. Martin asked if Shank could prepare a list of possible places to post flyers (places that have agreed to do so in the past) that the Commissioners could then split among themselves. Shank agreed. Martin will split the list and hand it out. TOWN MEETING: RACE RELATIONS - is scheduled for 7 p.m. in the Public Library on February 17, 1998. It is being co-sponsored by Diverse-Cities. Warren reviewed who's on the panel, and the idea behind the foram--to provide an oppommity for community members of Iowa City, Coralville, and the University to discuss racial issues. For the most part, the panel members Human Rights Commission January 26, 1998 Minutes Page 4 are not "official" representatives of organized bodies (with the exception of Marian Coleman from the school system). There was discussion about how best to get the posters up everywhere and make sure everyone knows about the meeting. The Commission thanked Warren for organizing the. foram, especially over the holiday period. ICRC TRAINING: April 30 and May 1 in Des Moines. ICRC pays all costs for local commissioners to attend, including ovemight lodging. Shank hasn't gotten the form yet, but she will have to give ICRC a firm number of attendees fairly soon. Jehle and Major both committed to go. Other Commissioners will check schedules and let Shank know. OLD BUSINESS: Keynote Speaker for '98 Bi'eakfast: It had previously been suggested that the speaker have some sort of international human rights connection (in light of the UN 50th anniversary). Vincent suggested Kate Schuetz, who is running from Iowa to Washington D.C. to call attention to human rights violations in China. Warren suggested Brian Thomas (due to his work with Habitat for Humanity in Nicaragua). Dorothy Paul was also proposed. Harvey suggested that everyone think about these candidates and other possible speakers. The matter will be placed back on the agenda for February. Cultural Diversity Day: is Sunday, February 22, 1998, from noon to 5. Martin and Vincent will staff the table in the morning, Harvey and Major in the at~ernoon. Upcoming Panels: The Commission still plans to do an informational/educational panel on the Commission itself in May at the Senior Center. This will be during the day, and will function as a "trial ran" for a longer and larger panel to be held at the library in the evening (maybe sometime during June). The latter may be combined with or separate from some sort of panel/celebration of past Commissioners and the history/development of the Commission. Harvey asked the Commissioners to think about whether they'd be available for an afternoon panel. This matter will be placed back on the agenda in February. Accessible Caucus Sites: Warren brought this issue back to the table. It was agreed that the Caucus Site subcommittee (Harvey, Martin, and Warren) will meet immediately prior to the February meeting. NEW BUSINESS: Revision of By-laws: Shank asked whether the Commission wanted to revise the by-laws to include the new administrative closure provisions. The ordinance is currently at the codifiers, and should be ready fairly soon. Harvey suggested waiting until the ordinance is received, and then a subcommittee can draft the new by-laws language. Shank agreed to include the new ordinance with the February packets if it's ready in time. Editorial Writing for Commissioners: Harvey indicated that this item was on the agenda so there could be discussion as to whether the Commission had a preference regarding by-lines in Commissioner editorials. This has come up in the past, and certainly will arise in the future. Did the Commission have a preference as to whether they wanted to suggest that when Commissioners wrote articles/opinion pieces as individuals, that they not include their Commission membership as part of the byline? Right or wrong, the assumption is made that the opinion is somehow the opinion of the full Commission when membership is listed. Jehle said her preference would be that such identification be omitted, unless the piece was something that the full Commission had requested the individual write on some human rights-related topic. Warren noted that she had Human Rights Commission Janua~j 26, 1998 Minutes Page 5 brought this topic up a year ago, at which time no decision was really reached. Her position is that membership should not be included if the person is writing as a private citizen. Vincent inquired how this would reflect in terms of First Amendment rights. Harvey clad fled again that this would not be a requirement, but only a suggestion or indication of the preference of the Commission as a whole. Individual Commissioners would be free to acquiesce or ignore that suggestion. Shires expressed her opinion that many people will not or cannot separate in their minds a person writing on their own behalf and writing on behalf of the Commission (if membership is in the byline). Several Commissioners indicated that they didn't see what purpose including membership in the byline would serve, other than to lend credibility to the personal opinion of the writer. Vincent said membership was a part of people's lives, and that he felt it was great publicity for the Commission. Several Commissioners disagreed with that assessment. Vincent said that although he understood some people might have trouble differentiating (between individuals and the Commission) he'd like to give the public more credit and think most don't have trouble with this. Harvey indicated that there had already been confusion on this point, and that several Commissioners had been approached (on the street, by phone, etc.) because that assumption had been made. Vincent called for a vote to see whether the majority of the Commission would prefer membership be excluded from bylines unless the piece was being written at the direction of the Commission. Jehle seconded. 7 in favor; one opposed. (Dickerson had to leave early and was therefore absent for this vote). Subcommittee membership: Harvey asked the Commissioners to think about whether they wanted to continue to staff projects by simply soliciting people as events arose or whether they wanted to create a more formal subcommittee rotation. Her concern is that the workload be evenly distributed among the commissioners, and to keep the workload off of Shank and Carolan as much as possible. Harvey asked everyone to think about it so they can discuss it at the February meeting. REPORTS OF COMMISSIONERS: Shires: Has been representing the Commission on the Council for Disability Rights and Education (CDRE), an organization formed about 3 years ago. She can no longer do so, and she asked Dale Helling (who chairs the CDRE) if she should get a replacement. Helling indicated there's going to be a reorganization of the group, and until that's completed, a replacement is not needed. Helling will keep the Commission posted. Shires: pointed out that Senator Robert Dvorsky is co-sponsoring a bill to add sexual orientation to the protected categories under Chapter 216, the state anti-discrimination law. In response to a question from Warren, Shank indicated that the initiatives in both Des Moines and Cedar Rapids seem to have stalled. Davenport had already decided to table the issue. Major: Received a letter from Senator Grassley on the Senate land mine bill. It's a little stricter than the Ottawa treaty. Major also related a radio report he'd heard about how all the reasons the US didn't sign the Ottawa treaty were erroneous and incorrect. Major: reported that the VA is re-vamping their EEO office and procedures. He'll supply more information at coming meetings, but said it sounds really interesting. Shank: reported on HUD substantial equivalency (in response to a question from Martin). HUD is doing a lot of downsizing nationwide, closing a lot of offices, combining others, etc. It sounds like the Kansas City office will soon have only one lawyer. So it doesn't sound like we're going to be granted substantial equivalency any time soon. Human Rights Commission January 26, 1998 Minutes Page 6 STATUS OF CASES: We had four cases settle through mediation. There is one pending predetermination settlement (awaiting final paperwork). There are two eases in legal. There is one investigative sintartary pending. The EEOC asserted jurisdiction in one ease. There's a ease ready for Team C. NEXT COMMISSION MEETING: The February meeting will be February 23, 1998 in the Civic Center Lobby Conference Room. Jehle will not be able to attend; Shires will try to be there, but may have a conflict. ADJOURNMENT: The meeting adjourned at 8:50 p.m. VincentYJehle. 01/28/98 transcribed by kkc MINUTES PARKS AND RECREATION COMMISSION JANUARY 14, 1998 MEMBERS PRESENT: STAFF PRESENT: GUESTS PRESENT: Barbara Endel, Ken Fearing, Judith Klink, Bruce Maurer, Matt Pacha, Rex Pruess, Allen Stroh, Kathy Wallace, Ross Wilburn Terry Trueblood, Marilyn Kriz Mike Moran, Terry Robinson, Casey Cook FORMAL ACTION TAKEN Moved by Pruess, seconded by Fearing, to approve the December 10, 1997 minutes as written. Unanimous. Moved by Wilburn, seconded by Stroh, that the commission stron~lv disapproves of the City Manager's recommendation that the hotel/motel tax no longer be utilized as a fund source for the Parkland Acquisition Fund, and that a separate memo settin~ out the commission's Opposition be drafted to the Cit~ Council. Unanimous. Moved by Klink, seconded by Pruess, to encourage construction of an eight-foot sidewalk alon~ the west side of the Proposed Melrose Retirement Community to Melrose Avenue, with the hope that it will continue further south to connect with the Willow Creek Trail. Unanimous. PARKLAND ACOUISITION FUND Pacha reported at the commission's budget review session with the City Council he was made aware that the City Manager is recommending that the Hotel/Motel Tax no longer be utilized as a funding source for the Parkland Fund. Pacha indicated he asked the City Manager not to take any action on this matter until the commission could discuss it. Since that meeting Pacha, Pruess and Trueblood met with the City Manager to give and receive feedback on this proposal. Pacha reported the City Manager feels the existing fund of $400,000+ would remain intact, and future hotel/motel tax monies in the approximate amount of $45,000 per year would be directed to the operating budget of the Parks and Recreation Department in order to partially make up for the shortfall in operating costs for the Mercer Park gymnasium {approximately $75,000 per year). Also, the City Manager stated land acquisition procedures would remain substantially the same in that the City Council must approve any land acquisition. Trueblood noted the basic difference is there would no longer be a pool of money readily available for the purchase of parkland. Without it, the city would likely need to sell G.O. Bonds in order to purchase a piece of property for parkland purposes. Parks and Recreation Commission January 14, 1998 Page 2 Pacha noted the City Manager looked back at the history of use of the Parkland Acquisition Fund and felt the reserve should provide more than a sufficient cushion for future acquisition of parkland. Pruess noted recent use of the fund for additions to Reno Park and Wetherby Park. He indicated the City Manager referred to the peninsula area which became part of the city's parkland where parkland acquisition funds were not used. Trueblood indicated the same could be said with respect to the "park" portion of the new water treatment site and the soccer complex. Pruess noted places where the parkland acquisition funds could be spent; i.e., Jensen property, the Miller Orchard area, Neuzil property. He was concerned with the implication that these funds are not needed so lets put them to use elsewhere. Stroh felt the City Manager should just state the money is needed for general fund purposes instead of tying it to a particular project, noting there are operating costs parallel to all projects. He stated he did not want to lose future funding of the Parkland Acquisition Fund. Pacha indicated the Parks and Recreation Foundation was up front with the Mercer Park Gymnasium project and the City was fully aware of the operating costs. Stroh felt it was not a valid connection. He felt the other implication of this reasoning is that the City Council will look equally benignly on funding parkland acquisition. Wallace noted the inability to act quickly to purchase a piece of property that may become available if these funds are not available. She felt the commission and department were being penalized for building the Mercer Park gymnasium. Stroh also felt the Parks and Recreation Department was being penalized for partnering with the private sector and going outside traditional financing. Wilburn echoed concern about the implication that the fund is just a pot of money sitting there and that the current balance is more than sufficient to cover costs of future acquisitions. Stroh stated the commission should develop a list of potential acquisitions to demonstrate the present and future need for this fund; for example, the east side trail along Ralston Creek and Scott Park, and the acquisition of easements and land needed in each neighborhood in order to meet the requirements of the Neighborhood Open Space Ordinance. Endel felt the commission should at the very least prepare a written statement making its position clear that it does not want to lose control of this fund. She stated the Parkland Acquisition Fund was an important element of the commission's job, and that the commission would be less successful in acquiring needed parkland. Klink stated she had prepared a statement and read it to the commission. She strongly objected to elimination of the Parkland Acquisition Fund. She referred to the need for connecting trails throughout the city, which would help revitalize downtown Iowa City. Klink noted the new mall in Coralville will be accessible by a trail. She indicated her Parks and Recreation Commission January 14, 1998 Page 3 personal feeling of betrayal. The commission has made great progress on the Mercer Park gymnasium project, but everything with trails is being put on hold. She referred to the Willow Creek trail, Ned Ashton Park, Galway Hills area and the Iowa River Corridor Trail. She stated the commission should encourage the City Council to preserve the concept of the Parkland Acquisition Fund. Pacha noted in 1992 the City Manager suggested using the Parkland Acquisition Fund for other funding purposes, at which time the Commission sent a memo to the City Council expressing its concerns and recommendations that the fund retain its specific acquisition nature, the hotel/motel tax revenue distribution remain at 10 percent, and that a cap not be placed on it. The Riverfront and Natural Areas Commission endorsed this position statement also. He stated it would be easier for the City Council to approve purchase of a piece of property necessary for parkland if there were funds available. He noted once the fund is depleted such a request for funding would compete with other funding requests. Stroh noted the key to why there is a Parkland Acquisition Fund is to give control when an opportunity presents itself to be able to act. With respect to the Mercer Park Gymnasium fundraising campaign, Maurer stated information regarding operating costs were set out and the whole approach was that the Costs would come from the citizens. The fundraising booklet set out the operational support and how much it would cost homeowners each year. Trueblood noted the city is at it maximum for tax asking. Maurer stated the possibility of having to cover the costs another way was never brought forward in any discussions with the City Council. Casey Cook stated he supported the commission's stance with respect to the Parkland Acquisition Fund. He reiterated Klink's comment about the downtown being an integral part of any trail system. He indicated the original cost of land acquisition for the Iowa River Trail was $50,000 and it is now $200,000, noting how rising costs could sabotage a trail along the whole river. He stated opportunities continue to arise to purchase land for open space and trails in various subdivisions, and these opportunities solve the problems the City Council is facing. Cook stated F.I.R.S.T. would support the commission's stance that the Parkland Acquisition Fund and future funding should be left as is. With respect to the newspaper article on this matter, Fearing felt the public may feel the commission and the Parks and Recreation Foundation sold it a bill of goods when soliciting for the Mercer Park gymnasium, and from his viewpoint it was bad public relations. Klink asked about the time frame with respect to when the City Council would be discussing the City Manager's proposal. Trueblood stated the Council is in the midst of budget sessions now, and the budget needs to be approved by mid-March, which could possibly allow a memo to be Parks and Recreation Commission January 14, 1998 Page 4 drafted and discussed at the commission's February meeting. Pruess and Klink volunteered to draft a memo to the City Council for the commission to act on at its next meeting. Moved by Wilburn, seconded by Stroh, that the commission stron~l~ disapproves of the City Manager's recommendation that the hotel/motel tax no longer be utilized as a fund source for the Parkland Acquisition Fund, and that a separate memo settin~ out the commission's opposition be drafted to the Citv Council. Unanimous. Trueblood stated the City Manager indicated he was willing to attend a meeting with the commission to discuss this matter and did apologize for not alerting the commission sooner with regard to his recommendation. The City Manager also noted the Commission has an obligation to make the City Council aware of its feeling with respect to this proposal. PROPOSED MELROSE RETIREMENT COMMUNITY Trueblood noted this is located in the Galway Hills subdivision. He stated the Planning staff would like the commission's reaction to the proposal as it relates to the trail/open space interests. In the past there has been some interest shown in developing a trail more or less along the Galway Hills/West High property line. Klink stated West High has a bike/pedestrian trail parallel to this area on the west side of the school campus which is separate from the street. Trueblood asked about the possibility of a trail tying into it, with Klink indicating it would cut through West High's boundary lines and did not think the School District would support it. Klink suggested a wide sidewalk along the south portion of this property, with Pruess .indicating he would eventually like to see a trail from Melrose Avenue down to the Willow Creek Trail. Moved by Klink, seconded by Pruess, to encourage construction of an eight-foot sidewalk along the west side of the Proposed Melrose Retirement Community to Melrose Avenue, with the hope that it will continue further south to connect with the Willow Creek Trail. Unanimous. PARKS & RECREATION FOUNDATION Pacha asked at what stage the bidding process was with respect to the Mercer Park Gymnasium project; Trueblood indicated he was still hopeful to have a bid letting late this spring. He stated he would contact the architect to determine their progress. Parks and Recreation Commission January 14, 1998 Page 5 RIVERFRONT AND NATURAL AREAS COMMISSION REPORT Fearing reported the commission made recommendations regarding the new water treatment plant (wetland, prairie, bike trails, foot paths, etc.) and expressed safety concerns about the lagoon and pond; designated June as River Month; and a study was completed to determine where to install bicycle racks in downtown Iowa City. Trueblood stated the Riverfront and Natural Areas Commission approved the commission's proposal to alternate members attending the RNAC's meetings, but needed clarification. Endel indicated she would serve from January-May, Fearing from June-August, and Pruess from September to December. PENINSULA TASK FORCE REPORT Wilburn reported the committee visited the site and met for a brainstorming session. The ideas centered around natural, passive uses. It is recommended that a consultant be hired to develop a plan according to the recommendations of this group. Wallace noted people will not be able to access the area by car and the need for a trail/bridge over the Iowa River. COMMISSION TIME Fearing stated he had been contacted by an individual expressing her disapproval of allowing cars to park on the bike path/sidewalk in lower City Park during the Boys Baseball season. He also received a call asking why the warming house (shelter #13) in City Park was not heated; Trueblood noted it is heated and opened when there is open skating on the big pond. Maurer indicated he has received calls from contributors to the Mercer Gymnasium project inquiring about the progress on same. He asked that the architect be encouraged to complete the plans so groundbreaking may occur this spring. He also asked about parking at Napoleon Park this spring and the type of surfacing; Trueblood indicated the parking area would be at the south end of the fields, with it likely being a temporary surface this season, and the permanent surface (i.e., asphalt or chip seal) installed later in the summer to be ready for next year. Klink indicated she had been asked about the cost of publishing and mailing the departmental brochure, and suggested including an explanation of the cost in the brochure. Endel questioned if the ice rink at Mercer Park was available to the public and if so, when; Trueblood indicated it is available to the public but that the Old Capitol Skaters have priority use. Moran stated a schedule is posted at the rink as to when it is available to the public and the group has a separate hot line number to call. Parks and Recreation Commission January 14, 1998 Page 6 DIRECTOR'S REPORT Trueblood reported on the following: Willow Creek Trail. There was an article in the Cedar Rapids Gazette which indicated the trail may be delayed. This possibility was presented at the CIP meeting and staff recommended proceeding with the trail project as scheduled unless the City Council overrules it. The project should be bid and awarded by late March, with construction to begin as early as mid-April or .May. Recreation Division Fees and Char~es/Bud~et. The City Council approved the proposed FY99 fees and charges. Pacha addressed the City Council regarding the difficulty in meeting the 45 percent self-imposed goal of the Recreation Division while maintaining affordable programs, and that the commission would be giving its recommendation on this issue to the City Council prior to next year's budget preparation. Trueblood noted the City Manager is recommending approval of the part-time staff person for the Recreation Division (a program supervisor for after school programs and at-risk youth). Such programs would take place at both the Mercer Park gymnasium and the Recreation Center. ADJOURNMENT Moved by Wilburn, seconded by Fearing, meeting adjourned at 6:40 p.m. to adjourn. Unanimous. The MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING MEETING ROOM A THURSDAY, JANUARY 22, 1998 Members Present: Linda Dellsperger, Stephen Greenleaf, Mary McMurray, Mark Martin, Lisa Parker, Anne Spencer, Jim Swaim Members Absent: Chuck Traw Staff Present: Barbara Black, Maeve Clark, Susan Craig, Larry Eckholt, Martha Lubaroff, Liz Nichols Others: CALL TO ORDER: President Singerman called the meeting to order at 5:02 p.m. APPROVAL OF MINUTES: Parker/Swaim Swaim amended his statement from last month's minutes which said Johnson County had the largest number of children living in poverty in the state of Iowa. He stated that 10-15% of the children in Johnson County live in poverty. UNFINISHED BUSINESS Building Project: Singerman summarized the Building Committee meeting that took place on Monday. At previous meetings the committee had reviewed the updated Camiros feasibility study. Singerman explained that this study was intended to update the financial part of the plan. Copies are available for all Board members. The meeting this past Monday night was to hear about the programmatic part. They had prepared a document which was distributed to the Board which drew a picture of the various physical components of the project and the types that would take place in each. Singerman felt that the CenterSpace group was re-energized about the project. Their vision is exciting. It seemed like the next logical step would be to go to City Council, update them and ask for their support. Singerman asked committee members to speak about their impressions of the meeting. Martin felt that there was a sense that Council members were waiting for the Library Board to make a definitive statement about supporting this project. In addition, there appeared to be some concern expressed by CenterSpace people that not all the Library Board members might be behind this project. One of the issues Martin felt we had to resolve was to decide as a Board that we were supportive of the project and go to the Council for leadership. Greenleaf stated that although he was unable to attend the last committee meeting, after a conversation with Tom Gelman about the effort CenterSpace people put forth, he felt their enthusiasm, and their response to what we had asked. He feels that we are compelled to go ahead with this project. He thinks we should not just ask the Council to get behind it but remind them that they were the ones that asked for this partnership and it needs to go to the voters. The Library Board wants to work with ICPL BOARD OF TRUSTEES JANUARY 22, 1998 PAGE 2 CenterSpace to make it happen. A great deal of work has gone into meeting the demands of the Council and this seems to be the time to ask them to put it on the ballot. Martin added that he felt the CenterSpace people have been clear about not standing in our way. If Council does not support a joint project they have encouraged us to pursue a library solution. Parker added that the Chamber of Commerce Executive Committee has questions about the Board's commitment to the project. Swaim asked about whether or not CenterSpace has talked about any arrangements that might preclude the performance area. Martin says that the performance area is part of the project as far as the report goes. There was then a lengthy discussion regarding possible funding sources or packages, a configuration of the facility itself, etc. Parker asked if the operating costs deficit implied a local option sales tax. Singerman stated that the City Council has to decide how to fund it. Eckholt was asked about fundraising for the project. Could we raise funds for a combined project? His response was that there would be some resources which would be approached jointly and there would be individual contacts made by each party in the project. Spencer reminded the Board that the biggest problem had been the undefined project. This visionary report defines it well and is much more friendly to the community? Dellsperger admits to being the biggest skeptic. How do we sell this to the average Iowa Citian who cannot afford the events offered in CenterSpace, yet are the patrons who come to the library. Singerman said she felt that the events would appeal to large numbers of people because ticket prices were low, with lots of activities envisioned for children. Exhibition space presumably would not have a charge most of the time. Tickets sold would be in a wide range. Parker agreed with Dellsperger. The point has to be made very clearly that there are a wide variety of offerings that will appeal to many people of varying incomes. Martin suggested a process to gather public input for after we go to Council: focus groups, surveys, public meetings, etc. He felt we would get a much truer impression from the community after Council has stated their support. The project design is to keep downtown Iowa City vital and exciting. At the committee meeting, Franklin suggested that the committee attend a Council work session scheduled for last the Monday in February. At that time Council will be revisiting the downtown refurbishing project. Some Board members asked that we relay to the editor of the CenterSpace program statement some concerns about length and tone. Singerman is comfortable talking to them about some editing of the document. However as she explained, it is their document. The building committee meets again on the 16th of February. Parker will articulate to the Chamber's executive committee, the position of our Board. The Board would like to proceed with this plan; they feel the project will work for the Library, and are interested in moving ahead. NEW BUSINESS Six month planning review. Craig reviewed the format used to prepare the report to the Board. The Board approves the plan in the summer for the upcoming fiscal year. Six months later, the staff updates the tasks for this six month review. ICPL BOARD OF TRUSTEES JANUARY 22, 1998 PAGE 3 McMurra¥ asked if she could see a Collection plan. It was also mentioned that an enrichment program about collection development be planned for the Board. Singerman asked if there were questions about the plan. Swaim asked whether the Internet policy tasks appeared in the plan. Craig responded that since it was a regular Board policy review it would not show up in the plan. Martin asked about the objective to encourage and respond promptly to user requests for materials the library didn't own which had not been completed. The purchase suggestion form will be revised and then advertised to the public. Parker asked Craig how she felt about the plan. She responded that the staff had worked extremely hard; technology was taking a large amount of staff time, however we have maintained excellent service in other areas. The ICN technology room would show up in next year's plan. Black explained that many of the ongoing things we do don't show up in the plan. Likewise, sudden opportunities like the Kiosk project aren't there to begin with. Another example is the Gates grant. Spelling Bee: Eckholt requested that the Board allocate $500 from Undesignated gift funds to support a team for the "Iowa City Spells" fundraising event. This fundraising event, scheduled for March 31, is moving along. It promises to be a fun community event. Dellsperger moved to accept the request. Swaim seconded. It was passed unanimously. Carver Foundation grant. The Board saw information last month about a grant we wrote to the Gates foundation. This month a request is being made for authorization to submit a proposal by mid February to the Roy J Carver Foundation. We will be asking for $60,000 to be used to supplement City funds for replacement of the automated system. Our consultant feels the City budgeted dollars are in the ballpark, but additional funds may be needed to replace all the equipment and purchase all the features we would like to have. Dellsperger moved approval. Martin seconded. Motion carried. ICN Room: Black and Craig drafted a memo to the Board regarding the justification for an ICN Room and responding to some questions that have been raised. Craig recommends that we forward this memo to City Council. Black and Craig will be at the Council's budget meeting on the 29th to answer questions. In response to a question from the Board, Black explained that there is a narrow field of users with specific criteria authorized to use the ICN. Any other users need to partner with one of these institutions. The Library's mission statement includes the pursuit of lifelong learning which allows partnerships with many organizations. STAFF REPORTS ICPL BOARD OF TRUSTEES JANUARY 22, 1998 PAGE 4 Streetscape design. A 3.5 million dollar proposal was presented to the Council for refurbishing a large area downtown. Kiosk Update. We are proceeding with technical details. The Kiosk committee is working on what the menu display will look like. We are in contact with the management company from whom we're buying it as well as Sycamore Mall management. Installation has been delayed since Ames and Davenport have not selected a site and the management company wants to install the kiosks for all three libraries during one trip to Iowa. Work has begun work on the Internet Information campaign. A joint meeting of Coordinators, Internet Policy committee and Public Relations committee was held. Several different components were defined as a result of the Board's resolution. Assignments were made and we expect to have a more complete report at February meeting. Development Office report. The fund raising numbers are higher than indicated since the report that was included in the packet. Eckholt had spoken earlier about the upcoming Spelling Bee. Public Libraries of Johnson County will have a joint booth at the Business Fair. Stop by. We did change our contract cleaner. TNT contract cleaners have begun and improvements are being noticed already. PRESIDENT'S REPORT Our president, Jesse, has a new granddaughter, Rachel Renee, born January 14 at 1:44 am. Conratulations to Jesse. COMMUNICATIONS Letter from Donald Schallau. The Board asked Craig to draft a letter for Singerman's review and signature. FINANCIAL REPORTS FY98 Six month gift accounts. Good ending balance in gift accounts. A deposit was just made in the salary fund so it is no longer a deficit. The deficit in the program account is cumulative as a result of some programming expenses. B. Receipts are at 53%. C. Expenditures show that we are at 49.1% half through the year. ICPL BOARD OF TRUSTEES JANUARY 22, 1998 PAGE 5 USE REPORTS People into building, circulation are up. Jail Service is up. The big decline that showed in adult programs compared to last year is a result of comparison of a normal year to all of the Centennial events last year. DISBURSFMENTS Review VISA expenditures. Approve disbursements for December. Dellsperger/Swaim. All in favor SET AGENDA ORDER FOR MEETING Followup on Building Committee ADJOURNMENT: Motion made to adjourn at 6:40 pm Martin/Greenleaf MINUTES PLANNING AND ZONING COMMISSION THURSDAY, JANUARY 15, 1998 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Pam Ehrhardt, George Starr, Lea Supple MEMBERS ABSENT: Dick Gibson, Phil Shive STAFF PRESENT: Scott Kugler, Sarah Holecek, Anne Schulte OTHERS PRESENT: Larry Schnittjer, Richard Rhodes RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 5-0, of SUB97-0033, a preliminary and final plat of Disposition Parcels of a Portion of Waterfront Drive, a 0.5 acre, four-lot commercial subdivision located south of Highway 6 and east of Gilbert Street. Recommended approval, by a vote of 5-0, of SUB97-0034, 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 1 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, pdor to City Council consideration of the final plat. Recommended approval, by a vote of 5-0, of revisions 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. PUBLIC 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, one 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 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) 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 advertising the item. He noted that there are neighboring property owners 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: There was none. 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. Larrv 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. The motion carried on a vote of 5-0. 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 Hills, 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 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 REZ97-0018/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 January 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 concerns about notification, 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. SUB97-0033. 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 period 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 owners. 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: Bovbjerg moved to approve SUB97-0033, 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. Supple seconded the motion. The motion carried on a vote of 5-0. SUB97-0034. Public discussion of an application submitted by Wisdom Development Group, on behalf of property owners Charles W. Ruppert, et al, 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 1 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 consideration. 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 1 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 approval of both 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 application. 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 times earth moving has been 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 wetland 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 if 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 needed if there is less pavement in the actual development than the applicant is planning for at this time. Public discussion: Richard Rhodes 2014 Rochester Avenue, stated that there appeared to be a 100-year floodplain boundary on the property. Kugler said it was shown 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: Chait moved to approve SUB97-0034, 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, 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. Bovbjerg seconded the motion. The motion carried on a vote of 5-0. 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 person requesting consideration of the amendment would like more time to compile information for the Commission. Public discussion: There was none. Public discussion closed. MOTION: Supple moved to defer indefinitely, a code amendment of Section 14-6L-1U.2 regarding the requirement for common living area in elder congregate housing. Ehrhardt seconded the motion. The motion carried 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 Fringe 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 Minutes 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 Fdnge Area Agreement, given that the Fringe Area Agreement is part of the Comprehensive Plan. Ehrhardt said this seems very reasonable as written. She asked if any negative aspects arose dudng discussions with the County. Kugler said the intent all along when the Fringe Area 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 Supervisors 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 discussion: There was none. Public discussion closed. MOTION: Bovbjerg moved to approve revisions 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. Chait seconded the motion. The motion carried on a vote of 5-0. CONSIDERATION OF THE DECEMBER 18, 1997 PLANNING AND ZONING COMMISSION MINUTES: MOTION: Chait moved to approve the December 18, 1997 minutes of the Planning and Zoning Commission, as written. Bovbjerg seconded the motion. The motion carried on a vote of 5-0. OTHER BUSINESS: Kugler encouraged Chait to attend the APA conference and added that any questions regarding the conference should be addressed to Bob Miklo. Kugler said there was a Back to School conference in Des Moines in early February that one person could possibly attend. He said there would be an Iowa Urban Conservation Conference on February 10 at the Iowa Memorial Union. Kugler asked Commission members to inform Miklo if they were interested in attending. ADJOURNMENT: The meeting was adjourned at 8:14 p.m. Lea Supple, Secretary Minutes submitted by Anne Schulte. 13f)dadmin/rnin/p&z0115.do<= IOWA CITY PLANNING & ZONING COMMISSION MEETING THURSDAY, JANUARY 15, 1997 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET Name i. ~# r.~ .~ ~. ,-~u~ o 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Address POLICE CITIZENS' REVIEW BOARD MINUTES - January 23, 1998 LOBBY CONFERENCE ROOM CALL TO ORDER Chair P. Hoffey called the meeting to order at 7:00 P.M. Board members present: L. Cohen, F. Farrant, M. Raymond, J. Watson and P. Hoffey. Also present, Legal Counsel D. Russell, Administrative Assistant S. Bauer, and City Clerk M. Karr. CONSENT CALENDAR City Clerk M. Karr reported that the 45-day extension of time to file reports on PCRB 97-2, 97-3, 97-4, 97-5, 97-6 and 97-7 requested by the PCRB on 1/8/98 was granted by the City Council. Ms. Karr also informed the Board that the City Council suggested the PCRB look at the process at year's end to determine if the Ordinance needs to be changed to reflect longer periods of time for reports. Ms. Karr also extended the Council's thanks and appreciation to the Board members for the time and effort they have put into this volunteer board. Motion by P. Farrant and seconded by J. Watson to adopt Consent Calendar. Motion earfled, 5/0, all members present. RECOMMENDATION TO COUNCIL None MEDIATION PROCESS Further documents from the Peace Institute were distributed and accepted as an addendum to the mediator's information. It was the decision of the Board to further study Table 2 and attachments and defer discussion to the meeting on January 29, 1998, at which time selections will be chosen and ranked. Approval was given by the Board to initiate the PCRB mediation letter to complainants, commencing with the next complaint filed in the City Clerk's Office. PCRB - Minutes 1/23/98 Page 2 POLICY ON RIDE-ALONGS After discussion, the Board chose to continue their practice on ride- alongs, noting it was a good opportunity to observe the actual conduct of police and they would be better able to understand or recommend changes in the Police Department policies. With continuance of the ride-along practice, the Board agreed to a policy whereby if a board member is subsequently listed as a witness to a police action during a ride-along, that board member is subject to the rules of any citizen. PUBLIC DISCUSSION Mr. Douglas McClure addressed the Board regarding complaints and the Board's policy on ride-alongs. The Board also received further documents from McClure. The Board accepted Mr. McClure's comments and documents and will take them under advisement. FUTURE MEETING SCHEDULE Future meetings confirmed for: February 3, 1998 - 11:30 A.M.-l:30 P.M. February 5, 1998 - 7:00 P.M.-9:00 P.M. February 9, 1998 - 11:30 A.M.-l:30 P.M. February 25, 1998 - 11:30 A.M.-l:30 P.M. M. Karr reminded members of short turn-around for documents for the next few meetings. EXECUTIVE SESSION To discuss PCRB Complaints 97-2, 97-3, 97-4, 97-5, 97-6, and 97- 7, Motion made by J. Watson and seconded by M. Raymond to adjourn into Executive Session based upon 21.5(3) of the 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 members present. Meeting adjourned 7:45 P.M. Regular meeting resumed at 9:00 P.M. PCRB - Minutes 1/23/98 Page 3 Motion by L. Cohen and seconded by P. Farrant for the Board to authorize subcommittees as follows: · a subcommittee to prepare a draft report on PCRB Complaint #97-5 to be presented to the full Board for review; · a subcommittee to review information provided to the Board during Public Discussion and determine if it is relevant information to the issues before the Board at this time. Both subcommittees will attempt to respond to the Board at its next scheduled meeting. Motion carried, 5/0, all members present. ADJOURNMENT Motion for adjournment by L. Cohen and seconded by P. Farrant. Motion carried, 5/0, all members present. Meeting adjourned at 9:05 P.M. POLICE CITIZENS REVIEW BOARD MIN TES - January ~9, 1998 Lobby Conference Room CALL TO ORDER Chair P. Hoffey called the meeting to order at 7:00 P.M. Board members present: L. Cohen, P. Farrant, M. R~ymond, J. Watson and P. Hoffey. Also preset, Legal Counsel D. Russell and Administrative Assistant S. Bauer. CONSENT CALENDAR S. Bauer amended the Consent Calendar accepti~ two letters from Karen Kubby and two letters from complainants'. Motion by P. Farrant and seconded by L. Cohen to adopt Consent Calendar. Motion carried, 5/0, all members present. RECOMMENDATION TO COUNCl~ None MEDIATION PROCESS Draft copies of mediation policies/procedures, guidelines and forms were distributed. Further discussion was deferred to next meeting. Discussion was held regarding mediator selection and mediation process. Motion by P. Hoffey and seconded by J. Watson to accept Kate Corcoran, Sondra Kaska, Linda Levy, Annie Tucker and the Iowa Peace Institute as mediators to the PCRB. Motion carried, 5/0, all members present. PUBLIC DISCUSSION Board directed staff to contact each mediator chosen to get a one page '~fio summary" which could be available to parties requesting mediation. D. Russell distributed memorandum regarding State law concerning taping of telephone conversations. After discussion, board members reconfirmed their policy that PCRB telephone messages not be retained unless there a~e extenuating circumstances on a case-by-case basis (i.e., a threat), nor will messages be transcribed. ~ .. Minutes 1/29/98 Page 2 FUTURE MEETING SCHEDUL~ EXECUTIVE SESSION The meeting scheduled for February 3 was canceled. Future meeting dates: · February 5, 1998 - 7:00 P.M.-9:00 P.M. · February9, 1998- 11:30A.M.-I:30P.M. · February25, 1998- 11:30A_M.-l:30P.M. L.Cohen relayed an invitation to the Board to a meeting on February 3, 1998 of downtown Iowa City bar and restaurant owners to discuss their dissatisfaction and problems with the Iowa City Police Department. Also attending will be the Iowa City Chief of Police and one of his assistants, and two Iowa City Council members; no media will be invited. Legal Counsel advised that if a majority of the members attend this meeting, the Board would need to publish an asenda in advance and make it open to the public, including the media, or it would be in violation of the law. It was the consensus of the Board that this is not an issue for the Board at this time. L. Cohen will be attending as an owner of a har/restaurant and not as a board member. Ifa complaint is filed with the PCRB, the usual conflict of interest issues would apply. To discuss PCRB Complaints 97-2, 97-3, 97-4, 97-5, 97-6, and 97- 7, Motion was made by L. Cohen and seconded by ,L W~tson to adjourn into Executive Session based upon 21.5(8) of the 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 members present. Meeting adjourned at 8:05 P.M. Regular meeting resumed at 9:10 P.M. Motion by P. Hoffey and seconded by L. Cohen for the Board to authorize a subcommittee to prepare a draft report on PCRB Complaint #97-2, 97-3, and 97-7 to be presented to the full Board for review at a future meeting. Motion carried, 5~0, all members present. 1/29]98 Page 3 Motion for adjournment by L.Cohen and seconded by J. Watson. Motion carried, 5/0, all members present. Meeting adjourned ~t 9:18 P.M. MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, DECEMBER 17, 1997- 5:39 PM IOWA CITY CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: OHTERS PRESENT: Cortney Daniels, Jim Pugh, Catherine Pugh, Joe Kral, Ken Fearing, Gretchen Grimm, Lori Goetsch, Tom Riley, David Thayer, Dick Hoppin, Larry Wilson Brad Neumann, Dan Mascal CALL TO ORDER Daniels called the meeting to order at 5:30 PM. PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA There was none. CONSIDERATION OF THE MINUTES FROM THE NOVEMBER 19, 1997 MEETING. J. Pugh motioned to accept the minutes as amended· Thayer seconded the motion· COMMISSION DISCUSSION: Update on Iowa City Peninsula joint committee Neumann talked about the Peninsula tour for the joint committee. Their first meeting will be January 6. The committee's objective is to formulate ideas for the use of the site. All recommendations will be presented to council. b. Sub-committee report/discussion The sub-committee representatives reported on the different ideas for an event. Discussion centered on the ideas for activities for this river-focused event and ways to overcome the various contingencies. Suggestions included a canoe trip and presentation at the peninsula area, presentations at the river bank area in City park, and tie-ins with other Iowa City summer events. The sub- committee will continue to meet and plan the event. c. Establish nomination committee for 1998 officers Joe Kral, Gretchen Grimm and Dick Hoppin will participate on the nomination committee. The committee will meet within the next month to generate nomination suggestions for the January meeting. d. Present certificates of appreciation to Jim Pugh and Catherine Pugh Riverfront and Natural Areas Commission December 17, 1997 Page 2 Neumann and Daniels presented Jim Pugh and Catherine Pugh certificates of appreciation for their dedication and work with the commission. Members thanked them for their contribution to the commission over the past years. Other business Neumann presented the new water facility site plan and also presented the plans for the 2 new golf holes for the Elks Club. Neumann also mentioned the upcoming council meeting where commissions are invited to comment on the FY99 City budget. Neumann also discuss the Council reception and ceremony held on December 16. Adjournment. J. Pugh moved to adjourn the meeting. Grimm seconded the motion. The motion carried by a vote of 11-0, and the meeting was adjourned at 7:20. jccogsw\mins\rnac 1-7.doc MINUTES SENIOR CENTER COMMISSION WEDNESDAY, DECEMBER 17,1997 SENIOR CENTER ASSEMBLY ROOM MEMBERS PRESENT Bebe Ballantyne, Joanne Hera, Terri Miller, Allan Monsanto, M. Kathryn Wallace, and Philip Zell MEMBERS ABSENT Wilma Conner, Robert Kemp, and Kenneth Mobily STAFFPRESENT Michelle Buhman, Linda Kepping, Susan Rogusky, and Julie Seal GUESTS PRESENT Willa Jones and Janice Williams CALL TO ORDER Wallace called the meeting to order at 3:15. MINUTES Motion: To approve minutes as distributed. The motion carried on a vote of 6-0. Monsanto/Ballantyne. PUBLIC DISCUSSION None. HOLIDAY BAZAAR - Rogusky This year's holiday Bazaar was a tremendous success with a total of 418 volunteers and 268 children participating. Gift and cookie sales during the event generated $4,360.00. in addition, the Eidercraft Gift Shop had $440.00 in sales. As in past years, Hills Bank and Trust was the corporate sponsor of this event. The 1998 Holiday Bazaar will be held on December 5. COUNCIL OF ELDERS -ROGUSKY The ad hoc committee is attempting to define and clarify the role of the Council of Elders. The committee plans to create a working definition and develop policy statements that eventually will be submitted to the Commission for approval. SENIOR CENTER UPDATE Operations - Kepping The HVAC renovation is progressing. Despite the fact that the project is one week behind schedule, the completion date continues to be February 20, 1998. MINUTES SENIOR CENTER COMMISSION WEDNESDAY, DECEMBER 17,1 ,~97 The Survey Results committee consolidated the 24 issues they initially identified into five major categories that will be addressed individually. In order of priority these categories are: 1) Involvement/Participation 2) Programming 3) Welcoming 4) Publicity 5) Parking/Transportation To expand their knowledge in the area of Involvement/Participation, the group is soliciting additional survey information in the January POST and will conduct several face-to-face interviews as well. The City Council budget meeting with Board and Commission representatives is scheduled for Monday, January 5,1998, at 6:00 p.m. The Finance Committee will meet pdor .to this meeting in order to discuss and prepare its presentation to the Council. Programs - Seal Events occurring in January .were reviewed. Volunteers - Rogusky An update of volunteer programs and opportunities were given. COUNCIL OF ELDERS - Visitor A report from the Council of Elders was given. COMMISSION VISITS City Council - Ballantyne A report of the City Council meeting was given. Board of Supervisors- Wallace A report of the Board of Supervisors meeting was given. COMMISSION DISCUSSION Commission Appointments The Board of Supervisors re-appointed M. Kathryn Wallace to the Commission. Earlier this year, Allan Monsanto was re-appoihted, and Debra Schoenfelder appointed, to the Commission by the CityCouncil. MINUTES SENIOR CENTER COMMISSION WEDNESDAY, DECEMBER 17, 1997 Meetinq Schedule Starting in January, Commission meetings will be held on the third Tuesday of the month from 3-5 p.m. Commission Planning/In service An in-service meeting to discuss and clarify the purpose and direction of the Senior Center Commission will be held in conjunction with the February Commission meeting. The regular meeting time will be extended by one hour and run from 3-6 p.m. Election Results M. Kathryn Wallace, Wilma Conner, and Terri Miller were re-elected to the positions of chair, co-chair, and secretary respectively. .. Motion: To adjoum. Motion was carried on a vote of 6.0. Miiler/Hora The meeting was adjourned at 5:00.