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HomeMy WebLinkAbout2003-11-10 Bd Comm minutes FINAL/APPROVE MINUTES IOWA CITY BOARD OF APPEALS MONDAY, OCTOBER 6, 2003, 4:00 P.M. EMMA J. HARVAT HALL IOWA CITY CITY HALL, 410 E. WASHINGTON STREET IOWA CITY, IA MEMBERS PRESENT: Doug DuCharme, Gary Haman, Steve Buckman, Tim Fehr, John Roffman, Wayne Maas, Anna Buss MEMBERS ABSENT: None STAFF PRESENT: Tim Hennes (Sr. Building Inspector), Sue Dulek, (Asst. City Attorney), Jann Ream (Code Enforcement Assistant acting as minute taker), Norm Cate (Sr. Housing Inspector), Roger Jensen (Fire Marshall), Andy Rocca (Fire Chief), Doug Boothroy (Director- Housing & Inspection Services), Loren Brumm (Building Inspector) OTHERS PRESENT: Sarah Franklin, Vanessa Miller, Craig Brown (media), Tom Vrban (Vrban Fire Protection), Dean Smith (Freeman Lock & Alarm), Don Crum, Kent Holdeman, James Wachendorf (Sigma Phi Epsilon), Phillip Ranford (Delta Upsilon), Janine Baumback (Alpha Xi Delta), Eisa Federse (Delta Zeta), Devon Dietz (Alpha Tau Omega), Dan Wilkes (Acacia), Kevin Smith (Delta Upsilon), E. Ann Ford (Delta Gamma), David Findlay, Kris Schultz (Iowa Fire Equipment Company), Bruce McAvoy (University of Iowa), Bob Fontanini (BIackhawk Sprinklers), Kelly Mitchell (Summit Fire Protection), Gary Penniston Sr. (Tri-State Automatic Sprinkler), Barney Murphy (Sprinkler Fitters Local 669), Dominick Kass (National Fire Sprinkler Assoc.), Dick Donohue, John Shaw, Justine Zimmer, Tom Rosenberger, Jerry Full (Englert Theater) RECOMMENDATIONS TO COUNCIL: None CALL TO ORDER: Chairperson Roffman called the meeting to order at 4:03 P.M CONSIDERATION OF MINUTES: Minutes from the August 4, 2003 meeting were discussed. MOTION: Haman moved to accept the minutes. Maas seconded. Motion passed unopposed. Public discussion of proposal to require automatic fire sprinkler protection in existinq fraternities and sororities. Jensen presented an informational slide show and video concerning the retrofitting of sororities and fraternities with fire sprinkler systems. The proposal before the Board of Appeals and which will ultimately be considered by City Council is that all existing Iowa City sororities and fraternities be retrofitted with automatic sprinkler systems within 5 years of adoption by ordinance and that plans for approval by the Iowa City Fire Department be submitted within 2 and 1/2 years of adoption. Jensen reviewed the national fire problem in sororities and fraternities presenting statistics that demonstrated the frequency of fires and fire deaths. From 1990 to 2000, there were 1400 fires and 50 fire deaths in all university housing and sororities and fraternities. One half of those fires and three quarters of the deaths were in sororities and fraternities. Jensen stated that this was a telling statistic when assessing the specific risk for sororities and fraternities. NIST (National Institute for Standards and Technologies) did a study which showed the combination of sprinklers and smoke detectors would reduce fire deaths by 82%. Jensen talked about a fire which occurred in Chapel Hill, N.C. in 1996 in a fraternity in which 4 young people died. The investigation report concluded that fire sprinklers would have saved their lives. He spoke of two fires in fraternities in Iowa City. One fire was in 1987 in which there were 6 injuries to fire fighters and one fire in 1994 which destroyed the entire structure. In that fire, 6 residents had to be rescued off the roof and 2 residents were taken out of windows. Jensen then showed a video about another fraternity fire in Columbia, MO in which a young man died. Jensen went over the actual requirements of retrofitting sprinklers in the greek community. The National Fire Protection Association provides the codes and standards that apply to particular building situations. Different standards were presented including what type of water supply system and back flow prevention device would be required. NFPA13R is the standard that would be appropriate to retrofitting sprinklers in sororities and fraternities. Jensen presented some estimates on how much it might cost to retrofit a system. He said costs would be somewhere between $1.75 to $3.50 per square foot depending on if the pipes were run internal or external to the walls. He explained that the plans had to be designed by a licensed engineer or a someone with a NICET Level III certification. Jensen spent sometime explaining what prescriptive codes were and how all codes allowed exceptions to the those codes if acceptable alternatives were proposed. These alternatives have to provide an equal or greater amount of fire protection in order to be allowed. Jensen's point was that a fire sprinkler system could go a long way in helping a building meet other code requirements. Roffman reminded Jensen that time was limited in the hall and to please try to condense his presentation. The purpose of the presentation was to present the information and then open the meeting to public discussion. Jensen stated that there are other costs besides the cost of installation that would have to be considered such as water tap fees, permit fees and yearly maintenance fees. He explained that currently, there are no government programs in place that would help a fraternity or sorority with the costs of retrofitting a system. The money would have to come from fund raising, increased membership costs and savings from insurance costs. The difference in yearly insurance costs once a building was retrofitted with a sprinkler system is substantial. He also mentioned two proposals that are being considered by the federal legislature: the CoIlege Fire Prevention Act would provide actual grants to help with initial costs and the Fire Sprinkler Incentive Act would provide tax incentives for those organizations who installed sprinkling systems. Roffman opened the meeting to public discussion. He explained that there would be no vote on the issue at this meeting. The proposal would be incorporated into the next code cycle which would not be discussed or approved until early in 2004. Devon Deitz asked Jensen what could be done so that the installation of sprinklers in attics would not be required. Jensen explained that NFPA 13R exempts attics from the requirement of sprinkling. Deitz said he was on the board of the Alpha Tau Omega fraternity. He said he recognized the need for fire sprinklers in fraternities and was motivated to install them since their original chapter house at 828 N. Dubuque St. was destroyed by fire. However, he did question the economic ability of the fraternity to install sprinklers. His own investigation into cost estimates of retrofitting the fraternity revealed estimates of $37,000 to $40,000. Since their chapter house is newly purchased, they didn't even have equity built up to secure a loan. Jim Wackendorf identified himself as the president of the Sigma Phi Epsilon Alumni Board and said cost is the biggest issue. He was concerned about the hidden costs of annual maintenance. He asked Jensen to provide a cost estimate of what those costs would be. He also was concerned about the heads going off accidentally or because of vandalism and the water damage that would occur. He said that saving lives was important but that you couldn't protect people from everything all the time and that a cost/benefit analysis was appropriate. Dominick Kass - National Fire Sprinkler Association - stated that smoke detectors warned you that you were about to die but fire sprinklers could actually prevent your death. He explained that he had been in the fire life safety business for 30 years and been close to situations that convinced him that fire sprinklers were the best option. He wanted people to know he was a resource to answer any questions they might have on fire sprinkling systems. Ken Haldeman asked what the actual probability of a fire in a fraternity or sorority in Iowa City was. Jensen said that was hard to determine. Roffman stated that this wasn't a Las Vegas crap shoot - how much is human life worth? Haldeman said it is terrible when a person dies but it is more likely that someone would die in a car crash than a fraternity fire and whenever making decisions of this type, there is always a cost benefit analysis. Don Crum - Sigma Phi Epsilon Alumni Board ~ stated that he had been associated with fires. He was a Younkers manager when they had a fire in Des Moines and 13 employees lost their lives. He said he believes in fire protection but thinks that other options should be explored first such as added exits and fire escapes before requiring sprinkling systems. Dan Wilkes - board member of Acacia House - stated that 12 years ago, the chapter houses were required to do a lot of fire upgrades. He said that everyone wants to make sure that their members are as safe as possible but he would like to see something like this instituted in a different way. He suggested that whenever a chapter house was undergoing a major remodel, then that would be the time to require the sprinkling. Barney Murphy - Sprinkler Fitters Local 669 - stated that he had heard previous people speak to the cost of putting in sprinkling systems. He said that if a sprinkling system saves one life, then the cost is well worth it. David Findlay - Iowa Fire Equipment Company - said he had a unique perspective because he had been a fire fighter for 10 years before going to the private sector. He said what people did not understand was the special high risk that fraternities had for fires because of the nature of the membership and the way they are managed and there is nothing that fire inspections can do to change that. Kevin Smith - Delta Upsilon - stated that finding funding for retrofitting these systems will be tough. Craig Brown asked about sprinkling in University residence halls. Jensen stated that University buildings would not be affected by the proposed ordinance. In fact there is no ordinance that could require the University to go back and retrofit all of their existing residence halls. In spite of that fact, the University is going forward and doing just that. Mayflower, Daum, Stanley and Currier residence halls have all been retrofitted with sprinkler systems. Work is underway to install systems at Reno, Parklawn, and the Quadrangle. So even though the University is not required to do so, they are proceeding with the installation because it is perceived as the right thing to do. Jensen stated that off campus apartments that are over two stories or 16 units that are built now must be sprinkled. Public comment closed at 5:25 P.M. LicensinR Jensen stated that he had received several letters from companies requesting a different testing procedure for fire sprinkler fitters. There were also concerns about requiring NICET certification and the licensing of individuals instead of contractors. He said various contractors had communicated with city staff about solutions and, based on that input, staff had come up with a recommendation. With regard to the examinations, staff recommends that the Board approve the following examinations: a minimum NICET level II certification for automatic sprinkler systems or the United Association Fire Sprinkler Fitter Mastery exam given at the end of the successful completion of a five year apprenticeship program for a journeyman fire sprinkler fitter such as offered by the AFSA (American Fire Sprinkler Association), the NFSA (National Fire Sprinkler Association) or Sprinkler Fitters local 669. Jensen said that when investigating the testing procedures and provided course work of these apprenticeship programs, city staff felt any of these programs would demonstrate competency in order to obtain a license as a fire sprinkler fitter. Jensen stated that there was a another issue that contractors wanted addressed and that was the number of licensed individuals required on a job. Currently the required ratio is that one in three individuals on a job be licensed. Jensen said that staff is recommending the language be changed so that only one person on a job is required to be licensed. He wanted the Board to understand that this change to the number of licensed persons would extend to all of the other trades but staff felt that this would be acceptable. Dominick Kass - National Fire sprinkler Association - said that it is the position of his organization that a responsible managing employee is all that is necessary for a fire sprinkler contractor to provide proper workmanship - licensing of individuals is not necessary. He felt that licensing only increased the price of installing a system. Tom Vrban - Vrban Fire Protection - stated that individual licensing is very important for any trade. Since electricians, plumbers and gas pipe installers are required to be licensed in Iowa City, he saw no reason to exempt fire sprinkler installers. He wondered how the "responsible managing employee" concept would work in reality. David Findlay - Iowa Fire Equipment Company - stated that he was fine with the concept of licensing but he works for a company that operates in 9 states and having to license people in each municipality is very difficult and expensive. He said NICET certification is very difficult. He suggested using the NFPA 25 inspection form and training class as an alternative. He stated that currently his company is installing a system at University of Iowa Hospitals & Clinics and no one is required to be licensed there so why is it acceptable there and not in the City. Haman pointed out that the University allows unlicensed electricians to work in the hospital and Iowa City does not allow that either. Bob Fontani - BlackHawk Sprinklers - said that his company could agree with individual licensing but he felt the Experior testing was expensive for a contractor that travels. He thought using the apprenticeship programs was fine. Barney Murphy stated that he was not pleased with the current Experior testing as well; he thought the apprenticeship program would work. Haman said the City never required NICET certification for the installers just for the designer and person pulling the permit. Henries clarified that what is being proposed are three additional ways to obtain a license: NICET certification, the AFSA apprenticeship program and the NFSA apprenticeship programs. He was concerned that by not requiring a national 3rd party exam, reciprocity with other jurisdictions would be difficult. Maas stated that he thought it was very important to have an independent test from the apprenticeship programs. Roffman asked if the Experior test is really relevant to what an installer does. Hennes said that some of the installers felt that some of the questions on the Experior test were not relevant to what they actually did on the job. Barney Murphy presented the AFSA test as a 3rd party test that the City could use as a test for all installers to take. Roffman suggested the Board defer a decision until more information on different examinations is made available to the Board. DuCharme asked Jensen to compare some of the different tests and make a recommendation. MOTION: Maas moved to defer staff's amendment recommendation on licensing testing requirements until the next meeting when more information is available. Buss seconded. Discussion: Hermes asked if this motion included the issue of the number of required licensed individuals on site. Roffman said that was a separate issue and would be a separate motion. VOTE: Motion passed unopposed. Roffman requested discussion on the staff recommendation that there just be one licensed person on a job site. Haman felt there should be some sod of ratio; one person could not supervise a large number of people. Hennes said the majority of jobs would not have a large number of people working but there are projects where that could occur and that was a staff concern. Hennes reiterated that this amendment would affect all of the licensed trades in Iowa City. Maas stated that this would not be a good idea. Jensen wondered how reasonable it was on the part of the City to require one in four people be licensed on a job site for out of town contractors. Bob Fontani told the Board that his company required one journeyman for every apprentice on a job site so this amendment would not affect them at all. MOTION: Maas moved that this amendment also be deferred until the next meeting. Buss seconded. Motion passed unopposed. Appeal the decision of the Buildinq Official because: a)There are practical difficulties involved in carrying out provisions of the code and b)Any material, alternate desiqn or method of construction not specifically prescribed by this code is appropriate. Because this issue involves the Englert Theater, 221 Washington Street, two Board members, Doug DuCharme and Tim Fehr excused themselves from hearing the appeal because of a possible conflict of interest. Hennes explained the issues in front of the Board involve a required landing on a stairway so that a door does not swing directly over a stairs and a breach in a required fire rated ceiling. He asked John Shaw, the Englert architect, to present his case. Shaw stated that his application demonstrated their request. He explained that the Englert project has been a long process and has actually bridged an entire code change in the City. There was language in the 1997 Uniform Building Code and the Conservation of Buildings Code that backed up decisions that were made in the planning process. With the code change to the 2000 International Building Code, that language was changed. Shaw explained that they wanted to put doors back to where they had existed historically. This would place the doors where they would swing out directly over stairs. Shaw said it would be the policy of the Englert that the doors would be blocked closed except during the exiting of a performance when they would be fixed open. These are not required exit doors. Shaw said he had tried to design landings for the doors but the vestibules are very small and a landing would remove the use of the vestibule. He felt that keeping the doors blocked unless they were secured open after a performance did not present a life safety issue. The second issue involves a breach in a fire rated ceiling. Shaw explained that they had to cut a slot in the theater ceiling for the theater lighting. The ceiling has an unusual configuration and it does not allow for scaffolding in the back corners where lighting could be placed. The slot would allow access to the lights from a constructed catwalk above the ceiling. The slot is more than 20 feet above any accessible floor area or landing below it. The building code allows forgiving the required fire resistive rating when any floor area directly below the opening is 20 feet or more below the opening. Shaw said they also planned to put heat and smoke detectors in that area to add more protection. The slot is approximately 24 inches wide and 20 feet long. Maas asked if there was anyway to build a one hour containment above the slot. Shaw explained the area had to remain open in order to operate the lights. There might be a way to protect the whole area above the ceiling but it would be very expensive and Englert has a very restricted budget. Shaw explained that the 1997 code allowed open and exposed structure in ceiling members as long as there were no concealed spaces. The addition of heat and smoke detectors could be used as an alternative method of construction in order to eliminate any concealment; the 2000 IBC does not provide for that allowance. Roffman asked for clarification of the problem since there would not be any landing closer than 20 feet to the slot. Hennes explained that there are other areas of the floor that are within 20 feet of the ceiling even though they are not directly underneath the slot. Brumm explained that the IBC code manual specifically requires the entire ceiling assembly retain the fire resistive rating if any part of the floor is within 20 feet of that assembly. Roffman asked if the entire building had been retrofitted with a sprinkling system. Shaw said no that just the stage and basement area had been retrofitted and the exception in the code that would forgive the fire resistive rating only references fully sprinkled buildings. Dick Donohue - McComas Lacina Construction -spoke to the issue of the stairs. He explained that introducing landings into those stair structures would remove historical features of the theater and add more cost to the project. He mentioned Sec. 3406.1 does allow some discretion in historic buildings as long as life safety issues aren't compromised. Hennes said staff does feel it is a distinct safety hazard to have a set of stairs directly opposite a door especially in an emergency event when panicked people could be rushing down those stairs. Dulek clarified that there were two issues on the matter of the stairs. First, the Board had to determine if the stairs do constitute a life safety hazard and then, if that is the case, the Board has to decide if there are practical difficulties in rectifying the problem. The final issue of the slot for lighting is one of alternative methods and materials. The issues should be approached one at a time. The Board addressed the slot in the ceiling first. Donohue said he was trying to protect the interest of the Englert and there were alternatives but they were very costly. Discussion occurred determining the exact nature of the problem of the breach in the ceiling and what options existed to solve the problem. Dulek clarified that the first issued to be determined is if the building official has correctly interpreted the code in stating that because some areas of the ceiling assembly are within 20 feet of a floor or landing, then the breach cannot be allowed. Then, if the building official is found to be correct, alternative materials and methods of construction could be considered. Discussion occurred again about the fact that directly below the breach there would be no floor or landing within 20 feet of the opening. Others areas would be protected by a fire resistive ceiling. Buckman stated that it was his understanding that one aspect of the requirements of fire resistive ratings was to give people time to get out of the building. He felt that people would have enough time to exit the building as long as the breach was 20 feet or more above the floor. Shaw said the slot could be made smaller as well. Hennes asked how the slot was going to be used - was there going to be a person with the lights above the slot. Shaw said that would be the case. Hennes pointed out that a heat source that did not exist before was being introduced to that space. Dulek stated that was not the issue; that first the Board had to determine if the code was interpreted correctly and then, if that is found to be true, then alternative methods and materials could be discussed. MOTION: Maas moved that the Building Official did correctly interpret the building code in not allowing the breach in the one hour fire resistive ceiling. Buss seconded. VOTE: The Board voted 4-1 to approve the motion with Buckman voting in the negative. MOTION: Maas moved that there are practical difficulties involved in carrying out the provisions of the code and the placement of heat and smoke detectors in the breach area above the fire resistive ceiling meets the intent and purpose of the code and does not lessen fire protection requirements and is at least the equivalent of that prescribed in the code and should be allowed as an alternative method and material. Buckman seconded. VOTE: The Board voted 5-0 to approve the motion to allow the breach in the one fire resistive ceiling on the condition that smoke and heat detectors are installed. Roffman stated that the next issue to resolve was the steps. Discussion occurred about the exact nature of the problem. Buckman said he had a concern that in an emergency situation, people would try to exit out of those doors; and, without a landing on the exit side, people would fall down the steps and create a pile up of people. Dulek reminded the Board that the first question to answer is if the stair situation is a distinct life safety hazard and if the building official has interpreted the code correctly. Donohue stated that the doors in question at the top of the stairs were not required exits. Roffman asked why not just permanently fix the doors closed if they are not required. The doors could still preserve the historic design but not be used. The code simply does not allow doors to swing over stairs. MOTION: Buckman moved that the Building Official did correctly interpret the code correctly. Haman seconded. The motion passed unopposed. Hermes asked if any alternative method would be proposed. Shaw said that the doors would be permanently affixed and would be non-operational. He also said that they would not look like doors from the theater side so that they would not be confused with an operational door. OTHER BUSINESS: The next meeting was scheduled for November 3, 2003 if there is an appeal. ADJOURNMENT: Maas moved to adjourn the meeting. Haman seconded. The meeting was adjourned at 7:40 P.M. John Roffman, Board of Appeals Chairperson Date ictYLibrary MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING ROOM C - REGULAR MEETING September 25, 2003 Members Present: Thomas Dean, Shaner Magalh~es, Linda Prybil, Pat Schnack, Jesse Singerman, Tom Suter, Linzee McCray Staff: Barb Black, Maeve Clark, Susan Craig, Barbara Curtin, Debb Green, Heidi Lauritzen, Martha Lubaroff, Liz Nichols Call Meeting to Order Meeting was called to order at 5:03 pm Public Discussion None Craig introduced Stephanie Sueppel, who recently started work as the new Adult Services Librarian. Magalh~es welcomed Linzee McCray, new Board member. Individual Board members introduced themselves. Approval of Minutes Minutes for regular meeting of August 28, 2003 were approved after a motion made by Suter and seconded by Singerman. All were in favor. Motion passed 7-0. UNFINISHED BUSINESS: Public Hearing for bid on AV equipment: A motion to open the public hearing was made by Dean and seconded by Suter. All in favor. Motion passed 7-0. Magalhges declared the public hearing open. The bid documents contain a list of all the AV equipment, primarily in meeting rooms, and specifications on installation and coordination with other furnishings. Because it is over $25,000 it has to go out for bid. The most expensive equipment will be in the public meeting rooms and the Story time Room for presentations and videotaping. Logsden and Agenda item 3A Page 2 the architects worked together to prepare the bid. The bids are due several days before the next meeting. The contract will be awarded at October's Board meeting. The information about bid documents is distributed by the City of Iowa City and is publicly advertised. It goes up on the City's Web site and vendors watch for it. It goes to the lowest responsible bidder and staff then makes a recommendation to the Board. There were no public comments and Magalh~es declared the hearing closed. Building Project: In Miller's absence, Craig reported on the progress. She pointed out that yellow weatherproofing was put up on the east side of the building. Next week we should start seeing brick on the east side. The large windows on the south side should start going up next week as well. We are expecting to expand into a major portion of the second floor between the end of November and the end of December. Craig led a tour of the east building for trustees. County Task Force: Additional questions have been posed. Craig drafted some recommendations for responses. Craig does not have a problem with a contract similar to SEATS if the county prefers that. The SEATS contract is a 4-5 year contract which means the Board would have to renegotiate every several years. Singerman raised the issue of the discrepancy between what Iowa City residents pay and Johnson County residents pay. There are reasons historically why our library has been willing to accept this discrepancy. Although Johnson Co residents can go to all county libraries, they do not have the same opportunity for input in the budget or policies that Iowa City residents have. Their opportunity for input is through their representative on the Board. County sees that their budget costs are rising as county libraries are growing. County residents live further from the library than City residents do. Administratively it would be difficult to deny many services, such as reference assistance, to residents of rural Johnson County. Craig's sense is that those who were seeking greatly reduced funding may have moved away from their earlier position. There seems to be some interest in preserving what we have. Prybil said that everyone in the county contributes through his or her property assessments. She added that there are people in Iowa City who use the library and do not contribute. Craig said that the only Iowa City that we do not receive revenue from are people who live in University housing which does not pay property tax. Commercial, including rental, properties have higher taxes and bring in more revenue than owner-occupied homes. A response to the Task Force is needed by next week. Singerman would be prepared at this point to say that if funding were cut, we would have to reduce services somehow. Prybil asked whether Craig had visited with other library Agenda item 3A Page 3 directors. She responded that other libraries feel much the same. Asked about the SEATS contract, she said that although it would be difficult to renegotiate every several years we could deal with it. The consensus was that we respond with our preferences; starting with keeping the same contract, using the SEATS model and lastly reducing services if funding was cut. Craig will draft a response and Magalh~tes will review before it is sent. NEW BUSINESS: Set a public hearing for library furnishings and equipment: Prybil moved that we set a public heating for the library furnishings and equipment at next month's Board meeting. This is the last bid package for the building project and includes all the new furniture and miscellaneous items like coat racks and trash cans. Suter seconded. All in favor voted Aye. Motion passed 7-0 Leased Space: Craig reminded the Board that we had a subcommittee meet to formulate guidelines and a timeline, which the Board approved. We need to move the process along and she is recommending that we work with a realtor. Asked for input from Board about selecting a realtor. Dean wanted clarification about property being owned by City and how that affected taxes. Craig has consulted with the City Attorney who said that when it is leased for commercial use it would generate tax revenue. Craig asked for direction about the process of choosing a realtor. Consensus was that Magalhaes and Craig interview realtors and make a recommendation to the Board. We will make an effort to contact realtors and invite them to participate. Singerman wanted to make sure the solicitation went to all potentially interested parties. The rent will go into the operating budget as a new income stream for the City. FY05 Budget: Craig has just received City guidelines about budget but this first draR does not include those figures. She reviewed the expenses in the budget and explained that supplies were increased because of the increased size of the building and the need for additional items to stock more bathrooms, service more computers, etc. We are asking City for funds for planning. We are behind a year on our strategic plan because of the building project. The budget contains fees for a consultant and fees to do a community survey for the planning process. We are not asking for much in the way of capital items for the building because of the building project. It seemed like an appropriate time to upgrade the computer and equipment replacement budgets to cover the expanded inventory. Replacement funds do not need to be spent every year, but are available as equipment ages. Agenda item 3A Page 4 Grand Opening Project Expenses. These are pretty flexible numbers and Board needs to have a discussion on how they want to be involved in the planning for grand opening events. There is an item called Web Bridge in the proposed budget. This software will provide us with the ability to link items from our catalog to other resources. It is a new component developed by our library systems vendor. Craig believes that this budget fulfills the Strategic Plan and includes what we need for an expanded building. Prybil asked about the expenses for being open Sunday. Our overtime budget on Sunday is a result of the labor agreement, which covers full-time and 20 or 30-hour permanent employees. No motion is necessary at this time. Craig is asking that Board give her the go-ahead to proceed and she will work with City numbers and finalize items over the next month and ask for formal Board approval in October. All agreed. Staff reports On Oct 15, Moen will close on 64 1 A property and surface parking on that lot will be gone. A question was raised about the newsletter. Sueppel will be the editor and Sara Brown will be the graphic artist. We bid it out for printing and it probably will not look different this year, but there will be fewer issues due to budget cuts. Wireless Internet access is being offered and patrons are very happy about that. Development Office: Lolly Eggers, June True, Barbara Curtin and Susan Craig attended the induction of John Buchanan into the Junior Achievement of East Central Iowa Business Hall of Fame. Patriot Act: Articles from the Daily Iowan and Press Citizen were given out at the meeting. Interest is being fueled by what is going on nationally and the group that asked us to take action is speaking to the City Council. Craig has had one complaint about our position and several compliments. Craig included memo to Board informing them of her decision not to grant a request by the Johnson County Democrats to use our meeting rooms for a precinct caucus. Literary Walk. Needed a signed contract by October 1 to the artist so after consulting with Karin Franklin, staff moved ahead to use authors that had been previously approved. Sorry not to have involved Board but the contract needed to be done. Agenda item 3A Page 5 A reminder about the video on Legal Issues for Libraries to be viewed here on October 9 was included in the Board packet. Committee Reports Singerman reported on the Foundation's planning session, which is still in process. Fund raising committee is working on an activity for the Spring. She will be asking for Board's help when things are settled. Disbursements: Review of VISA expenditures Move approval of disbursements for July and August. Suter moved. Singerman seconded. All in favor. Motion passed 7-0. These were delayed due to City's change over in systems. Should be on time from now on. Set agenda for October Grand opening discussion Budget Something from County Update on Realtor Building Adjournment Meeting was adjourned at 6:30 pm. Minutes taken and transcribed by Martha Lubaroff FIN/IL/.4 PPR 0 VE D POLICE CITIZENS REVIEW BOARD MINUTES - October 14, 2003 CALL TO ORDER Chair John Stratton called the meeting to order at 7:02 p.m. ATTENDANCE Board members present: Candy Barnhill, Loren Horton, Greg Roth and John Stratton; Legal Counsel Catherine Pugh and Staff Kellie Tuttle present. Also in attendance was Captain Mat~ Johnson of the ICPD, and Public, Kevin Halstead. CONSENT CALENDAR Motion by Hot,on, seconded by Barnhill to adopt the consent calendar. · Minutes of the meeting on 9/09/03 · ICPD General Order #99-08 (In Car Recording Devices) · ICPD General Order#00-08 (Weapons) · ICPD Use of Force - August 2003 · ICPD Use of Force - September 2003 Stratton noted that on Order #00-08 (Weapons), a word was left out on the first page (i.e. authorized automatic weapon, any department issued automatic weapon which the officer has met, should be: weapon for which the officer has met approval). He also asked about the meaning of "official color of duty". Motion carried, 4/0. REPORT FROM NOMINATING COMMITTEE Barnhill reported that she and Horton had discussed having co-chairs for the coming year due to busy schedules. It was later decided that Horton would be chair for the coming year, and Barnhill would be vice-chair. MOTION TO FIX METHOD OF VOTING Members were asked if they agreed to use a voice vote as in the past; all concurred. NOMINATIONS FOR OFFICE OF CHAIRPERSON Loren Horton for Chair. Motion by Barnhill, seconded by Roth. Motion carried, 4/0. NOMINATIONS FOR OFFICE OF VICE-CHAIRPERSON Candy Bamhill for Vice-Chair. Motion by Horton, seconded by Roth. Motion carried, 4/0. Stratton announced new Chair and Vice-Chair, and then turned the meeting over to Horton. PCRB-Page 1 October 14, 2003 FIN~4L/~4PPR O VED NEW BUSINESS No new business. OLD BUSINESS No old business. PUBLIC DISCUSSION No public discussion. BOARD INFORMATION Stratton noted that he was contacted by a reporter from the DI, in regards to recording devices. He said there was a story in the DI and he will try to find the article for the Board to look at. STAFF INFORMATION Turtle noted that the City Council would be announcing the vacancy on the PCRB during the Council meeting. Deadline for applications is Wednesday, November 19th at 5:00pm. EXECUTIVE SESSION Motion by Stratton and seconded by Barnhill to adjourn into Executive Session based on Section 21.5(1 )(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11 ) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 4/0. Open session adjourned at 7:14 P.M. REGULAR SESSION Returned to open session at 7:30 P.M. Motion by Stratton, seconded by Barnhill to investigate PCRB Complaint 03-05 and PCRB Complaint 03-06/03-07 at the level 8-8-7(B)(1)(a). Motion carried, 4/0. Horton noted that the City Council had amended section 8-8-8 A(1 ) of the City Code. A copy was included in the meeting packet. PCRB-Page 2 October 14, 2003 FIN~4 L/APPR 0 VE D Motion by Stratton, seconded by Roth to extend the deadline for PCRB report 03- 05, 03-06, and 03-07 for 45 days. Motion carried, 4/0. Motion by Roth, seconded by Barnhill to move meeting from November 11 to November 10. Motion carried, 4/0. MEETING SCHEDULE · November 10, 2003, 7:00 P.M., Lobby Conference Room · December 9, 2003, 7:00 P.M., Lobby Conference Room · January 13, 2004, 7:00 P.M., Lobby Conference Room · February 10, 2004, 7:00 P.M., Lobby Conference Room ADJOURNMENT Motion for adjournment by Roth and seconded by Stratton. Motion carried, 4/0. Meeting adjourned at 7:36 P.M. PCRB-Page 3 October 14, 2003