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2003-11-25 Bd Comm minutes
Approved MINUTES HISTORIC PRESERVATION COMMISSION OCTOBER 9, 2003 - 7:00 P.M. EMMA HARVAT HALL - CIVIC CENTER MEMBERS PRESENT: Richard Carlson, James Enloe, Michael Gunn, Michael Maharry, Mark McCallum, Jim Ponto, Amy Smothers, Tim Weitzel MEMBERS ABSENT: Paul Sueppel STAFF PRESENT: Shelley McCafferty OTHERS PRESENT.: Jeff Miller, Mrs. O'Gorman, Mrs. O'Gorman's contractor, Dennis Spencer, Marlys Svendsen CALL TO ORDER: Chairperson Maharry called the meeting to order at 7:01 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CERTIFICATES OF APPROPRIATENESS: 832 Roosevelt Street. McCafferty said this is an application to add a deck to the rear of a property in the Clark Street Conservation District. She said the applicant plans to construct a standard, pre-treated wood deck. McCafferty said she discussed this with the applicant during a phone call. She informed the applicant that the two things the Commission would most likely require would be: 1) to have the rail constructed with a true top rail, bottom rail, and square spindles, and 2) to set the deck in eight inches from the edge of the house. Ponto asked how far off the ground the deck would be. The contractor said it varies because of the slope of the land. He said it might be two feet up close to the house but more like 30 inches to three feet farther away form the house. Ponto asked if there would be a lattice skirt under this. The contractor said he thought it would be good to have, but the intention was to build the deck and then see how it looks and if the lattice is something the owner would like. Gunn asked if the proposed guidelines require skir~ing. McCafferty said there is no requirements for skirting in the guidelines. She said that it is listed in the section for porches but not in the section for decks and ramps. Gunn said if the owner is willing to use the skirting, it makes for a better look, and the Commission could recommend that. Mrs. O'Gorman said her neighbors' deck has the spindles going right up to the deck itself without any bottom rail. McCafferty responded that there are things that were done prior to the conservation district designation that may not have been approved after the designation. She stated that based on the recent decks that the Commission has approved, in order to be consistent and fair to everyone, the requirement is that the deck be constructed in the traditional manner with both a top and bottom rail. MOTION: Enloe moved that the Commission grant a certificate of appropriateness for the deck at 832 Roosevelt Street with the provisos of a top and bottom rail, square spindles of an appropriate dimension, and that the south edge be inset at least eight inches from the corner of the house. McCallum seconded the motion. Historic Preservation Commission Minutes October 9, 2003 Page 2 The contractor said the owner had considered angling the corners of the deck to give it more of a rounded look. Gunn said that because there is nothing about this in the guidelines, it would be up to the owner. McCafferty said she would include the recommendation for skirting in the certificate. The motion carried on a vote of 8-0. 401 South Governor Street. Spencer said this is a second look at his proposal. He said he received a letter from McCafferty that included four points that the Commission wanted to address. Spencer said three of those points were addressed in the drawing. He said the fourth point was that the windows have a minimum of a two-inch sash width. Spencer said the windows will actually have a 2 1/8-inch sash width. McCafferty said Spencer is proposing to use an ail-vinyl window. McCafferty said that the current guidelines do not say anything regarding new construction. She distributed a photograph of the window Spencer proposes to use. McCafferty said this project would be new construction on a lot where the previous house burned down in the Governor-Lucas Conservation District. She said it would therefore be non-contributing by definition. McCafferty said that, in terms of the guidelines regarding windows, they read, "Installing modern-type windows, including sliding, awning, casement, bay windows when they're not original the building is disallowed." She read that also disallowed is "Installing metal or vinyl windows when they were not original to the building, using snap-in mutton bars, leaving large expanses of wall surface uninterrupted." Gunn said the Commission also looks at fenestration in the architectural guidelines for new, primary structures on page A3. McCafferty read, "Window placement on the facade of a new building should follow patterns established by contributing structures within the district. Window shape and placement must be consistent with other elements of the building style of the new structure. Long wall spaces without windows are inappropriate. Small decorative windows in the attic level of the front gable end are encouraged. Window trim shall be between three to four inches in width. Shutters are discouraged." Gunn said the Commission does not therefore disallow vinyl on new construction in a conservation district. He said the Commission can, based on architectural style, look at placement, appearance, etc. McCafferty agreed that the Commission can look at placement and design, but the choice of materials is left open. McCallum said this looks like a dramatic improvement over what the Commission saw before. Ponto said the left elevation in particular looks so much better. McCafferty said Spencer has modified the porch piers and the skirting for the porch. She said he has also lowered the pitch of the porch roof. Gunn said the pillars appear to be 24 inches wide, a block and a half. He said that seems pretty heavy and said a 16-inch square pier might be more appropriate. Spencer said he would have no problem using a 16-inch pier. Spencer asked if the Commission would have input as to color. McCafferty said because the material would be more permanent, the Commission could make recommendations regarding color. She said her tendency would be to stay away from the plain grays and beiges. Spencer said he would be using a shingle called weathered wood. He said it would be a heavier shingle with a stiff back so there would be some texture to do. Gunn said the Commission typically recommends a medium gray color. Spencer said it would depend somewhat on the color of the body of the house. Gunn said he was not too concerned with the house color. Ponto said the Commission had discussed having an overhang over the back door. Spencer said the back of the house needs more detail, and that would not be a bad suggestion. Gunn said that would be a recommendation and not a requirement. Historic Preservation Commission Minutes October 9, 2003 Page 3 MOTION: Gunn moved to approve a certificate of appropriateness for the construction of a house at 401 S. Governor Street as drawn, with the narrowing of the porch piers to 16 inches and with a recommendation of a small covering for the back door. Spencer said the skirting will have a 2x frame, and the lattice will be on the back to give it some depth. He asked what the Commission would think if it were not a masonry pier but more of a wood structure that it came up to. Gunn said the Commission would prefer the masonry, because the Commission traditionally sees a small masonry pier with a space in between with the lattice. Spencer said that would be acceptable. Enloe seconded the motion. The motion carried on a vote of 8-0. Carlson asked if the mutton bars on the windows are snap-in mutton bars. He said snap-in mutton bars are listed as disallowed, and the guidelines don't specify new construction or not. McCafferty said mutton bars are not really seen in this particular style, so the Commission could recommend that they not be used. Smothers and Weitzel agreed that the foursquare would look better without the mutton bars. MOTION: Weitzel moved to revise the certificate of appropriateness to require that no mutton bars be used in the windows. Carlson seconded the motion. The motion carried on a vote of 7-1, with McCallum votin,q no. 521 Lucas Street. McCafferty said this application is from Jeff Miller, who is proposing an addition to the back of a foursquare house in the Govereor-Lucas Conservation District. McCafferty said it is an all-wood house with craftsman details. She said Miller is looking to the Commission for direction. McCafferty said Miller put together a set of drawings, after which she put together some revised sketches that seemed to fit better with the scale of the house. She added that this is a contributing structure. Smothers asked if the garages that are right on the alley would stay. Miller confirmed this. Smothers asked how much space there would be between the end of the addition and the garage. Miller responded that there would be 35 feet. McCafferty distributed photographs of the house. She said Miller's proposal had shown the sun porch at the rear of the house demolished. McCafferty said she felt it was likely that it would not pass the Commission, so her recommendation leaves the sun porch in place. She said the area underneath the porch is then enclosed to make a bedroom. McCafferty said there is then another little house that sits down the hill a little bit and a connection between the two. She said that would incorporate the historic portion of the building into the design. McCafferty pointed out the details of the house: the open rafter tails, the band boards, etc. Miller said he had no problem with McCafferty's sketch and thought the proposal was a good idea. Enloe said the addition would clearly be subservient to the main structure and would maintain the porch upstairs. Maharry said the north elevation looks like it has one window on the lower level in the center. McCafferty said that would be mid-wall. She said if that were on the side, the window would appear right below the band board because it is in mid-rise at the stairs, as is often seen on the old houses. McCafferty said the Commission is just looking at a concept at this point; there is no proposal for materials, windows, etc. She said Miller would like to come back in two weeks with a final proposal. Ponto said the only thing blocked up would be the existing back door and the porch below it. McCafferty confirmed this. Carlson said the second story would be unaffected. Enloe said he likes the concept and thought it would work well. Ponto agreed that it preserves so much of the original. McCafferty said Miller could use cedar wood or an approved wood substitute, fiber cement board. She said either a wood or metal clad wood window is required, since this is an addition to an already existing Historic Preservation Commission Minutes October 9, 2003 Page 4 historic structure. Gunn said that allows for a pretty wide range of windows. Regarding the sash, McCafferty said it needs to similar to what is already on the building. Miller asked if the shingles should match the existing roof. McCafferty said the Commission does not have guidelines regarding the roof. Miller said he plans to match the color and texture of the existing roof, and Gunn said that would be the Commission's recommendation. Maharry said the Commission looked forward to reviewing Miller's new drawings when they are available. DISCUSSION OF POTENTIAL DISTRICTS- MARLYS SVENDSEN Svendsen introduced herself to the Commission. She said she has worked on the North Side on and off for almost 20 years and wanted to give the Commission an update on her work there. Svendsen said the project is going very well and is slightly ahead of schedule. She said she has completed preliminary lists of contributing and non-contributing structures, which encompass two factors. Svendsen said she walked the neighborhood and identified visually from a personal vantage point which buildings she felt were contributing and non-contributing. She said she has also entered all of that information with the historic site forms, including dates and owner names, into computer lists. Svendsen said she walked the district to confirm the status of buildings and the boundaries. She said there are a few adjustments that she would be recommending. Svendsen said some of the neighborhoods look to be in better shape than they did when they were first discussed. She said McCafferty had also asked her to consider joining the Linn and the Gilbert Street areas into a single district. Svendsen said the Ronalds Street District would now include both sides of Ronalds Street all the way to Governor. She said she has added a couple of sections to extend south of the original boundary, partly because there are better buildings there and they are not buildings that are going to be picked up in any realistic way in terms of management for a while. Svendsen said they may eventually be in a proposed Goosetown Conservation District, but in the meantime, they just made sense, as they adjoin the area and contain key structures, not just contributing structures. Svendsen said that with districts she generally tries to have facing buildings. She said, however, that one can't go west of Van Buren and have a neat cutoff; the buildings just continue in a repetitious row, and they are not key buildings along the other side of Van Buren Street. Regarding Jefferson Street, Svendsen said that she struggled with this years ago when she drew the boundaries for the preliminary recommendation. She said she was not happy with the way the east end of the district just disintegrated. Svendsen said when she looked at it again, she went all the way to Van Buren Street on the east side. She said at least one of those lots on the east would be included, probably not the south one but the north one. Svendsen said neither of those buildings has been surveyed to date. Svendsen said there are a couple of key buildings in that section of previously white area. She said it just made sense to include them. Svendsen said she was a little concerned some years ago that the presence of Mercy Hospital's parking ramp across the street diminished the area, but now the trees have grown up and the buildings are significant, so it is not as much cfa concern to her. She said the buildings are either contributing or key, and there are a couple of really nice key buildings in the white area that are worth including. Svendsen said the Jefferson Street area was a pretty small area to begin with, and this gives it more substance. Svendsen said another change to this district is the inclusion of the former isolation hospital at the southwest corner of Gilbert and Jefferson and also the area at the rear of the Congregational Church. Svendsen said there are two University buildings there: the old Zoology Building and the former Hall of Anatomy, now a library. She said those are three University structures, and technically, the State of Iowa cannot object to the listing of its buildings on the National Register, so the University cannot object to the listing. Svendsen said if the Commission chooses to nominate the buildings, the University is stuck with it. She said the Commission may feel differently when it comes to the management of a local ordinance district. However, in terms of a National Register district, the Commission has a little more latitude, because federal law provides that no unit of government can object to the listing of its buildings, except the federal government. Historic Preservation Commission Minutes October 9, 2003 Page 5 Svendsen said the isolation hospital looks to be in worse shape than it was when she photographed it a few years ago. Maharry said there was a termite infestation in the building, but the University is spending a lot of money to rid the building of termites, so the University must be planning to keep it. Svendsen said the University has done some fine rehabilitations on the Zoology Building and the former Hall of Anatomy. She said that if the Commission wants to begin some inroads, that is really it in the east campus area for National Register nominations. Svendsen said the main hospital building has just had too many alterations. She said if the Commission really wanted to exclude those buildings, she could figure out a way to do that. Svendsen said that at this point it makes sense to include those in this border/transition area. She said this was always a mixed area because of the hospital there and the presence of so many institutional buildings along Jefferson Street with the four churches there. She said she feels the mix of institutional and residential allows for the inclusion of the University buildings. Maharry said one concern would be finding a representative from the district. He said that out of 25 structures in the district, a large percentage of them would be rental properties. Svendsen said that Barbara or Steve VanderWoude might be interested. Svendsen said the Commission may or may not choose to do this as a local ordinance district because of the inability to find a representative. McCallum asked if a representative had to live in the district or own property in the district. McCafferty said she would find out from the State. McCallum asked if the Foxhead Bar was included in the district. Svendsen said she included it, because the owner of the house next door to the north ran the saloon, so there was an historic connection. She said she also wanted to include the stone house to the east, so it made sense to include the Foxhead. Svendsen said she discussed with McCafferty whether to include Mercy Hospital's Emergency Room parking lot. Svendsen said it is her recommendation that it be included. She said that even though the hospital tore down two of the really fine historic buildings there, it seems appropriate that the hospital will have to live with the results if it is going to do any new construction to the hospital. Svendsen said that will give the Commission something to say about that as it relates to the balance of the area. She said it is certainly a non-contributing area right now, but this would give the Commission some control over what happens there. McCafferty asked if, in these districts, there is justification at all to include John's Grocery or Artifacts to pull in the few nice commercial buildings while it can be done. Svendsen said that when she looked at this years ago and had completed all the survey work for the North Side, the question was once all the areas are done, where are the boundaries of the districts that cross the boundaries of the survey areas. She said the last time the North Side was dealt with in any realistic way was in 1983, and that is when preservation fell apart. Svendsen said the North Side was too large, because it included both the residential and commercial areas. She said there was no common ground between those two groups of property owners, and the nomination was not well written at the time, as it didn't make a case for including them together. Svendsen said she therefore tried to be very careful not to do that. She said the only commercial buildings that are included are ones that have either been converted from residential use to commercial use. Svendsen said the only ones that were originally built as commercial uses are the Herbert Saloon and the Amoco Station, which is a non-contributing structure. Svendsen said that at this point she feels it makes sense to have smaller, slightly more manageable areas. She said if the Commission tried to do a local ordinance district for what is now proposed to be the North Gilbert/North Linn Historic District, it will have enough trouble without adding in the commercial buildings. Gunn asked if it would make sense to add the East Ronalds District to the Brown Street District. Svendsen said it would be about the same amount of work for her in doing the nomination. She said she feels the Brown Street District has such a specific identity. Svendsen said she can do the same thing with Ronalds Street, but Brown Street is simply more top drawer than Ronalds. She said with this large of an amendment to the Brown Street District, it is entirely possible that the State would say the Commission would have to go through a re-notification process for all of the people in the Brown Street Area as well. Svendsen said if it were a tiny little addition, it would be one thing. Gunn said the Commission could Historic Preservation Commission Minutes October 9, 2003 Page 6 propose this as a national historic district on its own and yet locally call it the Brown/Ronalds Street or Brown Street District. McCafferty said the Commission may want to propose it as a single, local district so that there would only be one representative for the area. Gunn said there is a pair of blocks left between the proposed Goosetown Conservation District and this proposed conservation district. He asked if the blocks should belong to either one or just be a notch up into the district. Svendsen said she feels it is not an historic district of its own. She said there is a series of individually eligible buildings. Svendsen said the Commission could make a conservation district to wrap around it to stabilize the neighborhood; that is a different mission than a National Register district. Gunn said he would advise against the commercial being in the residential for the same administrative reasons, because the Commission actually already has guidelines written for all of the residential area, and all the Commission has left to do is the map. Svendsen said there was also another recommendation that doesn't show up on the diagram for an historic district along Clinton Street. She said that was to be another National Register recommendation but not necessarily a conservation district. Svendsen said she has not revisited the area. Svendsen said that, regarding the North Linn and Gilbert area, there was a way to connect the two in the center. She added that there was an area at the north end that basically continues along Linn Street. Svendsen said the condition of the buildings at the north end has simply improved, as a result of the strength of the Brown Street area. Gunn said if and when these are proposed as local districts, it will probably be: Linn/Gilbert Street Historic District, the East Ronalds addition, and the conservation district in between all at the same time. He said the Commission could just propose it as the North Side Residential, with Goosetown being different. Gunn said it could all go forward at the same time. He said in the past the conservation district has been wrapped around or filled in in order to protect the neighborhoods, but he did not think the Commission would do the local historic districts first and then follow with the conservation district. McCafferty said it makes a lot of sense to do it all at the same time, however the Commission should ensure they have adequate public support before proceeding. McCafferty said it would be nice to have the conservation district go up to Dubuque Street. She said the west side has sort of fallen apart, but there are a lot of really nice buildings on the east side of Dubuque Street. Svendsen said the City directory research has been done on all of the buildings now so that they have all been named. She said the dates have been affirmed within a five to ten year span for almost all of the buildings. Svendsen said she has completed the Sanborn map evaluations as much as she could given the areas covered. She said she finished doing the historic image checks, which consists of looking through all of the 1912 history of Johnson County, cross checking the index with the historic names given to the buildings and looking through what the State Historical Society has available. Svendsen said she has also completed an evaluation of the numbers of buildings by decade to show where the growth patterns were. She said she will also be doing an evaluation by numbers of architectural style or vernacular form. Svendsen said that for the future, the interns are working on the current owners' list. She said the interns will be taking historic slides this week for use at next week's neighborhood meeting, which will be Monday at 6:30 at Horace Mann Elementary School. Svendsen said she will be talking with any of the owners who choose to come about what is involved with being on the National Register and what the process is. She said they have been notified through the neighborhood newsletter. Svendsen said that after the neighborhood meeting, she will compile drafts of the three districts. She stated that the three will be submitted to the SHPPO Office by February 1st. Svendsen said SHPPO will then send her back the revisions that it would like to see made, and those will be done in February and March. She said the nominations will then be finalized and go to final distribution to the State nomination review committee. Svendsen said that meeting will be held in June, but before that meeting, the Commission will receive the final drafts of the three nominations and will hold a public hearing on the districts. She said the Historic Preservation Commission Minutes October 9, 2003 Page 7 Commission is not asked to vote up or down on the districts but simply hold a public hearing, although the Commission can choose to affirm the districts in some way. Svendsen said the public hearing is the opportunity for people to give their formal input. She said that all the owners in the district will be notified by letter from the State and given an opportunity to object. Svendsen said that if more than 50% of the owners in a specific distdct object, then the district will not go forward as a true nomination but would simply be determined eligible or not. She added that each owner of property in the district has one vote no matter how much or how many properties he owns in the district. Svendsen said that the State nomination review committee would be held the second Friday in June. She said that after that there will be another round of revisions, and the archival copies are sent off to the National Park Service in late June or early July. Svendsen said it takes about two months for approval. Svendsen said she could use some help with a few things for strengthening the nomination. She said she is looking for information about the houses built by the architect O. H. Carpenter. Carlson said he has a lot of information on the subject, particularly from the time period before 1909. He said he would send her a list of the Carpenter houses in the area. Svendsen said she is also looking for a list of Gordon Van Tyne houses. She said she would also like to get a list of addresses of Iowa Writers' Workshop writers of significance. Smothers said she would do some research on that. Svendsen said she is also looking for addresses of University of iowa figures of distinction. McCallum said he would get information about the Foxhead bar, as it was the first pub to open in Iowa after prohibition. Gunn asked if through the whole process of the National Register nomination there would be any local action required by the Historic Preservation Commission, the Planning and Zoning Commission, or the City Council. Svendsen said that in the other communities she has worked in, the Historic Preservation Commission has reviewed the nomination, but the City Council has passed a resolution in support. She said the resolution had no legal bearing on the nomination, but the City Council did take that action immediately following the second public hearing. She said, however, that the City Council is not obligated to do that. Gunn said he did not remember a nomination ever going on without the local process. Svendsen said she believed the City Council affirmed Brown Street as a National Register District just prior to its designation as a local ordinance district. She said in other communities sometimes the local ordinance designation is done at the same time as the National Register designation and sometimes it is not done simultaneously. McCafferty said that there is something to be said for at least having the National Register nomination strongly on its way before the local designation is done to give it more credibility. Svendsen said the local criteria is basically the same as the National Register criteria, so affirming one with the National Park Service saying it is eligible basically says it is eligible for local district designation. Gunn asked about the progress of Goosetown. McCafferty said the maps are being prepared. She said there is a petition signed by 20 Goosetown residents, although it would be helpful to have more signatures. Maharry said that City Council wanted something initiated by the neighborhood. He said that once the work starts in earnest, more supporters will be persuaded. He said that the Goosetown area is almost ready for a neighborhood meeting. McCafferty said that someone needs to walk the neighborhood to reaffirm the boundaries and the contributing and non-contributing designations. Maharry thanked Svendsen for sharing her views and expertise with the Commission. CERTIFICATES OF APPROPRIATENESS. 529 Iowa Avenue. McCafferty said this is an application for a new stoop that was added. She said the previous one was concrete block falling out. She said the workers were available to do the work before the owner could get permission, so he went ahead and had the work done without a permit. Historic Preservation Commission Minutes October 9, 2003 Page 8 McCafferty said she informed the owner that most likely the wood stoop would be acceptable, given the age of the structure; however, most likely he would need to change the rail to be of traditional construction: top and bottom rails with spindles. MOTION: Enloe moved to approve a certificate of appropriateness for the addition of a stoop at 529 Iowa Avenue, provided that the rail is replaced with an historically appropriate rail of traditional construction with a top and bottom rail and spindles and that the appropriate lattice be built within a framework, Weitzel seconded the motion, The motion carried on a vote of 8-0. 812 South Summit Street. McCafferty said the owner of the proposed bake shop wants to add a window in the kitchen area for light and ventilation. McCafferty said this will mostly likely be a casement window but will look like a fixed window. Enloe asked if the window has to be that high. McCafferty said the portion where the door is is actually an addition. Enloe said the window still seems out of line. Weitzel agreed that it appears to be too high. McCafferty asked if the Commission would approve the window if it were in a different horizontal location. Enloe and Smothers said they would have no problem with that. MOTION: Enloe moved to approve a certificate of appropriateness for the addition of a window to the building at 812 South Summit Street, provided that the top of the window be no higher than the top of the door frame and that the window be trimmed to match (the existing?). Weitzel seconded the motion. The motion carried on a vote of 8-0. 702 East Washinqton Street. McCafferty said this is an apartment building that is owned by Gary Klinefelter in the College Hill Conservation District. She said it is a non-contributing building built in the 1970s and is not at all historic looking. McCafferty said Klinefelter proposes to put in vinyl Hayfield windows. McCafferty said she informed him earlier this year that the current guidelines would require wood or metal clad wood windows. She said Klinefelter went ahead and ordered the vinyl windows. McCafferty said she would have approved this by staff as a minor review in a conservation district if it had complied with the guidelines. She said, however, that she told Krinefelter that she would bring this before the Commission even through the guidelines don't allow this to insure that he had adequate due process. McCafferty said Klineferter will likely be able to install the windows once the new guidelines are passed. Maharry said the Commission can encourage Klinefelter to reapply after the new guidelines are in place. McCafferty said the new guidelines have a broad exception for non-historic buildings, stating that the windows should not detract from the building or the neighborhood. Weitzel said this really would not affect the building, and that is what the Commission is more concerned about. McCafferty said that the Legal Depadment advised her, given that this is spelled out distinctly in the guidelines, that this should not be arbitrarily ignored. Enloe said Klinefelter should wait for the new guidelines to be in effect. Enloe said the Commission and its guidelines need to be meaningful. MOTION: Weitzel moved to approve a certificate of appropriateness for the installation of vinyl windows to the building at 702 East Washington Street. Enloe seconded the motion. The motion was denied on a vote of 1-7, with McCallum votin.cI in favor. APPROVAL OF MINUTES: SEPTEMBER 11, 2003: Weitzel said that on page five in the second paragraph, last sentence, "he said it is anyone's guess as to whether..." should be changed to, "he said it would require a survey to determine whether..." He said that in the first sentence of the same paragraph, "needed to get some kind of list**." shourd be changed to "should get a list...." Historic Preservation Commission Minutes October 9, 2003 Page 9 Carlson said he had some typographical corrections to submit. He also said that on page two in the third full paragraph, in the sixth sentence, it should read, "...that the Commission had approved had either wood or fiber cement board trim." MOTION: McCallum moved to approve the minutes of the September 11, 2003 Historic Preservation Commission meeting, as amended. Carlson seconded the motion. The motion carried on a vote of 6-0. ADJOURNMENT: The meeting was adjourned at 9:02 p.m. Minutes submitted by Anne Schulte da[a on citynUpcd/minuteslhpclhpclO~}9-O3.doc Approved MINUTES HISTORIC PRESERVATION COMMISSION OCTOBER 23, 2003 - 7:00 P.M. EMMA HARVAT HALL - CIVIC CENTER MEMBERS PRESENT: Richard Carlson, James Enloe, Michael Gunn, Michael Maharry, Mark McCallum, Jim Ponto, Amy Smothers, Paul Sueppel, Tim Weitzel MEMBERS ABSENT: None STAFF PRESENT: Shelley McCafferty OTHERS PRESENT: Gary Klinefelter, Mike Lange, Cindy Parsons, Dave Thomas CALL TO ORDER: Chairperson Maharry called the meeting to order at 7:02 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CERTIFICATES OF APPROPRIATENESS: 511 Clark Street. McCafferty said the Commission previously approved the demolition of a garage and the construction of a new two-car, one-story garage for this property. She said that applicant has since sold the property, and the new owner would like to build a one and one-half story garage in order to have a studio or storage space up above. McCafferty said she pointed out to the applicant the Commission would require that the garage have wide trim, frieze board, etc. to match the house. McCafferty informed the applicant that the Commission may require only one window on the front elevation with no divided lights. McCallum asked if the garage would still be subordinate to the main house. McCafferty showed a photograph of the house and where the new garage would be located. She said the footprint and site plan would remain the same. Lange said the owner wants as much as natural light as possible. He stated that the owner also would like to have a couple skylights, which would not be visible from the street as they would be on the south side of the garage. Lange said he could install a slightly larger single unit, if that would be more appropriate. Lange said the owner plans to have a window on the back as well so that the two gable ends would mirror each other. McCallum said the skylights would be acceptable to him. Weitzel said there is a not a lot of precedent for a two-car, one and one-half story garage in this area. He said it almost has to be treated like a different kind of building. McCafferty said there are some, including one on College Street. She said the small carriage house is more of a precedent for this. Enloe suggested using a single window on each end, of appropriate dimensions to match the style of the house. He said it would look nice and complement the style of the house, and he suggested the same for the rear window. McCafferty said the regulations for skylights allow them on elevations that are not prominent from the street. Enloe and Ponto both said they had no problems with the skylights, as it would allow for single Historic Preservation Commission Minutes October 23, 2003 Page 2 windows at each gable end. Lange said they would be Vellux Iow-profile skylights that would sit about three inches above the shingle line. MOTION: Weitzel moved to approve a certificate of appropriateness for the construction of a two- car, one and one-half story garage at 511 Clark Street, subject to using a single window on the front and rear of a size that is appropriate to the style of the house, garage door trim to match the house and Iow-profile skylights on the south side of the garage. Enloe seconded the motion. The motion carried on a vote of 9-9. 702 East Washinqton Street. McCaffedy distributed to Commission members a memo that was written to City Council in response to a letter written by the owners of this property, Klinefelter and Parsons. McCafferty said the owners are at the meeting to give them an opportunity to make their argument in person. McCafferty said the application was late; therefore, the owners did not receive the standard form letter that is sent out to give notice of the meeting. Klinefelter said the guidelines for the conservation district regarding the window replacement at 702 East Washington Street are like trying to fit a square peg into a round hole. He said the property is clearly totally out of character with most of the neighborhood. Klinefelter said the property was developed in the 1970s and clearly has a 1970s look. Klinefelter said he feels strongly that the windows he purchased will greatly enhance the look of the building. He said they will also elevate the fire safety of the structure and significantly conserve energy. Klinefelter said the windows and storm windows currently on the building are cheap and in poor condition. He said that using the recommendation guidelines for windows is in conflict with the building code. Klinefelter said that currently only one sleeping room in this building has a conforming escape and rescue window. He said the guidelines disallow virtually every type of window that he has purchased as a replacement to meet current building code standards. Klinefelter said that installing the recommended double-hung windows for escape and rescue in the sleeping rooms would totally change the look of the building, be very impractical, and would look very odd. Klinefelter said another consideration is what the current windows are. He said they have some wood trim but also have vinyl sash valance channels. Klinefelter asked if the aluminum combination storms are considered original. He said the complete window assembly is a combination of wood, vinyl, and aluminum. Klinefelter said the building also has four vinyl-clad windows that were installed in the early 1990s. Klinefelter said he has two typical examples of the bedroom windows in this building. He said one example is a side by side double-hung. Klinefelter said they are both small, double-hung windows that don't come anywhere close to meeting escape and rescue window standards. He said the perfect fit for this is a slider; it doesn't look a lot different than a pair of double-hung windows, fits right in the opening, and meets escape and rescue standards. Klinefelter said the only other scenario in this building is a single double-hung window, and in this case, a casement window was used to meet escape and rescue window standards. He said if one were to go and put double-hung windows in place of these, one would have to completely change the openings, which would make this odd building look even odder. Klinefelter said the windows he purchased are Energy Star-rated and have an integral brick mold; they are not cheap vinyl windows. He said there is no historical significance to this building. He said this is an attempt to improve the building, and aesthetically, this project will be neutral at worse. Klinefelter said he feels this will give the building an improved look. He asked the Commission to issue a certificate of no material effect. Parson said that, from her reading of the guidelines, this is a situation where a certificate of no material effect would be appropriate. She said the guidelines provide that exceptions can be made to the rules and guidelines, and she thought this was a situation where an exception should be made. Historic Preservation Commission Minutes October 23, 2003 Page 3 Maharry asked the owners how long they had had the property. Klinefelter said his mother-in-law purchased it in the late 1980s, and he and his wife bought it from her in the past year. Maharry asked Klinefelter if he had spoken with McCafferty regarding window options sometime in August. Klinefelter said he talked to her via phone and e-mail, perhaps earlier than August. Klinefelter said he dropped the ball on this. He said he probably would not have proceeded at all if he had looked at the guidelines; he said it is not possible to do it with these guidelines. Maharry said the Commission has had issues like this before, in which people have purchased materials and not realized they had the wrong materials and have sometimes already installed them. He said the Commission then is in the position to have to rule on the appropriateness of that. Maharry said it is frustrating for the Commission to have rules and then have the rules violated and then have the Commission say that it's okay. He said the Commission has great concerns when the rules the Commission has decided on and tries to uphold are not held up. Maharry said McCafferty has spoken to Klinefelter about the new guidelines and the overwhelming probability that soon this project would comply with the new guidelines. Maharry said in the past, when there would be a financial burden to have people remove windows or siding, the Commission has bit its tongue and said that was okay. He asked Klinefelter how it would financially affect him if he has to wait four months. Klinefelter said his idea was to install the new windows before the heating season began. He said it is an expensive building to heat. Enloe said he is concerned about the issue of precedent. He said he is concerned that this will add to the precedents that make it difficult to hold to the guidelines in a number of other cases, not specifically on this issue, but just the integrity of the guidelines themselves and the Commission's ability to use those to guide its actions. Weitz. el said the Commission is starting to see a trend where people, usually unintentionally, ignore the guidelines and then claim that they have spent the money so their actions can't be reversed. Parsons asked if the cedificate of no material effect had been used much. She said she thought this project would be a perfect candidate for that. McCafferty said that for the certificate of no material effect, the project should use the same materials, in terms of appearance. Parsons read from the guidelines on a certificate of no material effect, "If the work contemplated in the application will have no effect on significant architectural features," and she said that is certainly the case here. Maharry said the other reason this has come before the Commission is that this project deals with something that is clearly prohibited. Enloe pointed out that windows are significant architectural features to the Commission. He said the project would have the effect of not complying with the guidelines that are in effect right now. Weitzel said the owners pointed out in their letter that this is a non-contributing building. He said that a non-contributing building can still be a salvageable, rehabilitatable structure. Weitzel said a non-historic building, as would be defined in the new guidelines, would meet no standard of historic significance at all. He said that is what the owners are referring to in their letter. Weitzel said their building would probably qualify for that standard if the new guidelines were in place. Gunn said if the owners had come before the Commission before purchasing the windows, the Commission would have been able to find some windows that were acceptable. Ponto said the fire safety is a different issue. Enloe said these are not the only windows that meet fire safety standards. McCafferty said that if the double-hung opening does not meet the fire code, the Commission will generally accept a casement window with a mullion at the center so that it has the appearance of a double-hung window. Sueppel said that there is basically no way to justify these windows according to the guidelines the Commission is currently working on. He said the Commission doesn't have a way, without making a total Historic Preservation Commission Minutes October 23, 2003 Page 4 exception for that particular house, until or if the City Council passes the new guidelines. Sueppel said he is in favor of the project, but there is nothing in the guidelines that would justify it. McCafferty said she spoke with staff and the Legal Department about this issue. She said the legal staff's primary concern is the issue of being arbitrary. McCafferty said the guidelines are not specifically ordinance; there can be some flexibility in them. She said the Commission, however, has to step carefully in terms of making sure everyone is treated fairly. McCallum said he supported this project at the previous meeting. He said this is a conservation zone versus an historic district. McCallum said the Commission is in the process of trying to add both historic districts and conservation zones. He said one of his concerns about conservation zones in general is that the Commission is diluting the importance of having an historic district overall. McCallum said he is an advocate of being customer-friendly. He said that when the Commission looks inflexible, that will get out to the new neighborhoods. McCallum said that when he looks at this brown box on the corner of Dodge and Washington Streets, he does not want this to be the example of where the Commission makes its stand. He said these windows may be acceptable, perhaps as early as January, so why make the property owners wait. McCallum said his concern is, on the new districts, two things that he will be looking for. McCallum said the Commission has the responsibility to be flexible enough so that it does not get such a bad reputation that no one wants a conservation or historic district in his neighborhood. He said he would continue to support this project for those reasons and concerns. Ponto said he thought most people supported what the owners want to do here. He said the problem is that the current guidelines are not perfect and did not take into account non-historic properties, etc. Ponto said the Commission has therefore been trying to fix those guidelines, and it is an involved process before they are amended. He said the Commission has recognized the deficiencies in the guidelines. Ponto said if he were confident that the City Council was certain to approve the new guidelines, he might think differently about this. Maharry said the Commission does have the ability to consider special exceptions to the decisions that it makes. He said he disagreed with this being a political decision in trying to please people and not anger others. Maharry said there have only been three appeals in 20 years of doing this, so it is not like the Commission has a bad reputation out there. Maharry said the Commission is able, if it chooses, to guess whether the City Council will or will not approve the vinyl exceptions specifically. He said if the Commission believes it will not be any big deal for the City Council and four months is not a big deal for the Commission, then the Commission does have a way it could approve this project. Sueppel said he agreed with Maharry but asked what would happen in the coming weeks with the same thing. He said he is comfortable with doing this but did not want to have one person doing it and one person not doing it. Maharry said he agrees. He said he would defend the guidelines much more strongly if this were a truly historic structure, but it isn't. Sueppel said he would like to approve this but would like the new guidelines to be approved first. He asked Klinefelter if it would be a hardship to wait until the new guidelines are approved. Klinefelter said each case needs to be looked at individually. He said there is merit in this case to declare it of no material effect or to make an exception. He said that in the long run, he will probably end up with the windows that he purchased in that building. Klinefelter said he would be shocked if the new City Council did not approve the more user-friendly guidelines. He said that vinyl windows is a really broad category, but the windows he has purchased are not cheap vinyl windows. Historic Preservation Commission Minutes October 23, 2003 Page 5 Enioe said the question is not whether these are or are not cheap windows. He said the question has to do with historical appropriateness, and that is why the guidelines were written. Klinefelter said there are vinyl windows that are perfect reproductions for historic windows. Enloe said that they are vinyl, and that is not a perfect reproduction. Klinefelter said that 99% of the people walking by on the sidewalk would never be able to distinguish between a vinyl window and painted wood. Parsons read from under disallowed, "Installing metal or vinyl windows when they were not original to the building." She said the windows that are there now do have metal and vinyl components. McCafferty said that if the Commission would vote to approve this project, the Commission would have to be very specific on the certificate with regard to why this particular project was allowed as an exception. Weitzel said the Commission does have the obligation to make decisions that are not arbitrary and capricious. He said the Commission has to make certain that what it is doing is fair to everyone. Enloe discussed the concept of being user-friendly and popular with its clients. He said that the Commission has a responsibility to the other people who live in these historic and conservation districts and to the people who were in favor of the districts with the guidelines that exist already. Enloe said the Commission doesn't know what the City Council is going to do and cannot base its decision on speculation of what political event might occur in the future. Enloe said the Commission has guidelines in place; he is concerned about the precedent and the capricious and arbitrary factors that come into play. He said this is in direct contradiction to the guidelines, and the owners were informed. Enloe said that having been informed and still having bought something in direct contradiction to the guidelines is a precedent that will be very difficult to support in the future, not just for this issue but for other issues. Cadson said the Commission has denied vinyl windows to other applicants with similar modern properties or non-contributing properties. He said the precedent of taking and choosing one under the current guidelines is not something the Commission should be getting itself into. Gunn said his time on the Commission goes back to when there were no guidelines. He said decisions varied all over the place. Gunn said the purpose of the guidelines is to make the Commission more consistent and to tell people what is expected. He said the guidelines have now undergone a major revision that will probably be approved by the City Council. Gunn said that, given the fact that the guidelines say that vinyl windows cannot be installed, he cannot vote for installing these windows at this time, because if the Commission doesn't follow the guidelines, what does it have. Gunn said the Commission probably reviews these projects 70 to 80 times per year. He said if the Commission doesn't follow the guidelines, it will make an exception for almost anything. Smothers asked if there are any windows that are not functioning right now. Parsons said the windows open and close, but they are not escape and rescue windows. She said the older windows were grandfathered in until they are replaced. She said the new windows would be a benefit cost-wise, safety- wise and would improve the appearance of the neighborhood. Smothers stated that there was a previous building that she would have rather have had the Commission take its stand on regarding vinyl windows. She said she would be willing to make an exception for this property. Ponto said, assuming that the City Council approves the new guidelines, the Commission will probably not have a rush of applications in the next couple months that it will have to make exceptions for. Carlson said someone who was previously denied could make a complaint. Weitzel said there have been people who have been very unhappy when the windows they already purchased were denied. Enloe said it is not just about the windows; it's about the guidelines. Historic Preservation Commission Minutes October 23, 2003 Page 6 Gunn said the Commission had approved several instances in which owners had already installed something that didn't comply. He said, however, in every one of those instances there was a failure on the part of someone at the City to do something that could or should have been done. Gunn said the Commission feels obligated if the Building Department approves something without flagging it for Historic Preservation Commission approval. MOTION: Gunn moved to approve a certificate of appropriateness for replacement windows at 702 East Washington Street. McCallum seconded the motion. The motion failed on a vote of 3-5, with Maharry~ McCallum~ and Smothers votinq in favor and Sueppel abstaininR because of hi~ acquaintance with Klinefelter. Ponto said that if the new guidelines had already been submitted to City Council and were pending a decision, he might have voted the other way. Gunn said the guidelines would go to the Planning and Zoning Commission and then to City Council McCaffedy said the Commission could request that the City Council expedite the process. She said an ordinance would typically take five City Council meetings. McCafferty said that once a public hearing is set, however, an owner can make changes to the property as long as it complies with the new guidelines. She said she would inform the owners of the timeline via e-mail. 1129-1129 % East Colleqe Street. McCafferty said the contractor, Home Town Restyling of Hiawatha, was represented at the meeting by Dave Thomas. McCafferty said this is an application for a project for a non-contributing property in the East College Historic District. McCafferty said vinyl siding was installed in the back gable and also replaced the wood scalloped shingles in the front. She said that an aluminum soffit was also installed as well as aluminum around the windows. McCafferty said a stop work order was placed on the application when the work came to her attention. Thomas said he believed that the original scalloped shingles were removed. He said the work on the house was 95% complete. McCafferty said the gable has yet to be completed, a window in the rear that has yet to be clad, and part of a window on the side is not yet complete. Maharry asked if a building permit was applied for. Enloe said the notes say that the contractor did not know that a building permit was required. McCafferty said the historic district sign is in front of the house across the street from this one. Carlson asked the contractor if the owner informed him that the house is in a historic district. Thomas said he was not aware of that fact. He said he did not want to re-side the whole house. Thomas said the project was to just replace the gables, soffit, and fascia. He said he did not know about the designation and just wants to resolve the issue. Maharry asked what the Commission's options are. Sueppel asked, if this project had not involved the scallops, would it have needed a permit. McCafferty said in terms of siding, in the guidelines, they read, "Covering trim such as door and window trim, skirt and frieze boards and corner boards; Removing trim pieces such and door and window trim, skirt and frieze boards, and corner boards; Substituting a material in place of wood, only if the substitute material retains the appearance and function of wood; Applying new siding that matches the size, shape, texture, and material of the original." Carlson asked if the original material was wood shingles. Thomas confirmed this. He said the old material was exactly like the new except the shingles were wood and white. McCafferty said the original vent shape was rectangular. Thomas said the house looks exactly the same as it did before, except the original material was wood. He said he believes the fish scales on the front gable were definitely taken off, but he was not certain about the back gable. Thomas said the gable in the back was originally wood clapboard, and the front gable was covered with scallops. He said the only change is the gables; the wood came out and the siding went in. Thomas said he would check to see for certain if the original wood was removed from the back gable. Historic Preservation Commission Minutes October 23, 2003 Page 7 Enloe said he could not approve vinyl in a historic district. He said it is right across the street from the historic district sign. Enloe said ignorance is not an acceptable excuse. He stated that the Commission cannot allow this, and it would set a much larger precedent than the case just decided. Weitzel said he agrees with Enloe but asked what would happen if the certificate is denied. Enloe said the vinyl will have to be removed, since it is not allowed in a historic district. He said if the owner had an application for putting new wood up there, it would probably be approved. McCafferty said the Commission could disallow this without any resolution and therefore put the burden on the applicant to resolve it, or it could resolve the issue right now. She said the one question is what is underneath the vinyl. Enloe suggested it would be appropriate to disallow this and wait for an application. McCallum said he is inclined to agree with Enloe, because this is in a historic district. Thomas asked if permits were pulled in Iowa City for the application of siding. McCafferty said that it is done only in historic and conservation districts. Maharry asked Thomas if in other cities he checks to see if a building permit is needed. Thomas said he knows which cities require a permit and gets one in those cities. He said that in Iowa City a building permit would not normally have been required. McCallum asked how long the owners have owned this house. McCafferty said they have owned it for some time, and the owners were aware that the house is in a historic district. She said that if this house was restored to what it was, with wood or fiber cement board, it could be considered a repair, and a certificate of no material effect could be approved by staff and the chair. Ponto said that even though this project was limited to the gables, it still involves siding replacement. Gunn said the Commission definitely does not disallow aluminum soffit. He said the Commission specifically disallows vinyl siding in the current guidelines. Gunn said the Commission should probably deny the application. Carlson said the soffit is the only area where the Commission might have some flexibility, He said that everything else is specifically disallowed. MOTION: Gunn moved to approve a certificate of appropriateness for the project at 1129-1129 1/2 East College Street. Enloe seconded the motion. Gunn said he would be voting against approval because it expressly goes against what is disallowed by the guidelines regarding siding and trim. Enloe said he would also vote against this because it expressly goes against what is in the guidelines for siding and window trim. Weitzel said he would vote against the motion for those reasons and because the project would further decrease the historic integrity of the house. He said that repairing the wood would at least maintain the status quo so that at some future point the house could potentially be restored to its previous historic integrity. Sueppel said he would vote against the motion because this property is in a historic district and because the guidelines disallow both the siding and the window wrap. McCallum said he is against the proposal because the building is in a historic district. Ponto said he would vote against this because it is expressly prohibited in the guidelines for the siding and the window trim. Smothers said she also would vote against the proposal. The motion failed on a vote of 0-9. 521 Lucas Street. Gunn said he looked at the plans prepared by McCafferty. McCafferty said the plans were not done on the City's time. She said she can work on the plans outside of the City's time but cannot make any recommendations to the Commission. McCafferty said one issue is that the proposal shows five-inch siding as opposed to the two and one-half inch siding on the existing house. She said the narrowest that fiber cement board comes in is five and one-half inches, and that is designed to have a four-inch overlap. McCafferty said that fiber cement board Historic Preservation Commission Minutes October 23, 2003 Page 8 could be installed at a two and one-half overlap, but it results in three thicknesses of board as opposed to two. She said that results in the board sticking out beyond the edges of the trim boards. McCafferty said the applicant would like to use fiber cement board. Enloe said the wider siding would clearly differentiate the addition from the historic part of the structure. Weitzel said he likes the differentiation from the original part of the building. He said he also likes the conception of the addition as a separate structure. McCafferty said that for the portion of the existing porch where there is adjacent cedar siding, the owner has agreed to use cedar siding to fill in as necessary on the existing structure. Enloe said the Commission needs to encourage people who are willing to work with the Commission and use appropriate building materials. He said that helps to justify the wider lapped siding. Ponto said the Commission certainly has to go along with what is commercially available and looks reasonable. McCallum said he supports this as well. MOTION: Gunn moved to approve a certificate of appropriateness for plans for the addition to 521 Lucas Street as designed. Weitzel seconded the motion. Enloe said he would like more information about the syncopation of the railing and spindles. McCafferty showed an enlarged plan showing a 3 ~ inch one by four and two by one alternated with one and one half inch space in between, in keeping with the Craftsman details. She said them is a house on College Street with a design very similar to this. Gunn said that in terms of the new guidelines, it is expressly approved, and in terms of the old guidelines, this is consistent with the neighborhood and the style. McCafferty said this plan is consistent with the guidelines in every way that she knows of. She said that there is littre guidance in the existing guidelines regarding additions. She said the roof sits down at an unusually Iow heel height, so that this actually comes down below the windows a little bit. McCafferty said to try to match that would result an eave height at the door that would be too Iow. She said that is one difference in that the roof of the addition sits high enough to allow someone to get in and out. McCafferty said it complies with the guidelines in every other way, except the lap of the siding. Carlson asked if a specific type of door should be recommended. McCafferty said the doors are illustrated as full light doors, and the Commission couJd specify that the doors be as drawn. She said the owner is using Kolbe and Kolbe metal-clad wood windows. AMENDMENT TO THE MAIN MOTION: Gunn moved to amend the main motion to include a recommendation for traditional looking doors and a recommendation for shingles to match those on the existing house. Weitzel seconded the amendment. The main motion, as amended, carried on a vote of 9-0. IOWA CITY HISTORIC PRESERVATION HANDBOOK: McCafferty referred to page 18, under paint color. She suggested adding a recommendation that wood that has been exposed to the weather should be pretreated with linseed oil, and an oil-based primer should be used. McCafferty said that on page 11, under Section 3.3, in the first bullet under Examples, the words "wood clad" should be deleted. Weitzel asked if, on page 21 under porches, the Commission would like to add something about skirting and recommended styles of latticework. McCafferty said on an item like that she would do a series of drawings and dimensions that should be complied with. Weitzel said that, on page 23, Section 4.11, EPDM is recommended, but other materials would work hem as well. The consensus was to leave it as is, because this is simply a recommended option. Historic Preservation Commission Minutes October 23, 2003 Page 9 Weitzel said that on page 71, in the top diagram, there is an extra line/arrow that does not have a description. Ponto said that on page 22, in the exceptions for new balustrades and handrails, the first bullet should require the balustrade to be less solid. McCafferty said the exception should require the balustrade to be at least 30% solid. Ponto said that on page 28, under Recommended for decks, in the third bullet, there should be a space between "a" and "historic." He said that, for consistency, "with" and "without" should be spelled out wherever they occur. Carlson said he had corrections to submit, but he had not read the most recent revision in its entirely. He commented that now the term "design review" has been changed to "historic review." McCafferty said that is to differentiate it from an internal staff process called design review. Maharry suggested including design review in the glossary. Carlson said under intermediate review, it looks like the Commission won't even look at alterations to anything in a conservation district. McCafferty said that is open to discussion. She said it can be more time consuming for her to prepare small applications and send them to the full Commission than it would be for her to do some standard drawings for those types of things. McCafferty said anything that might be questionable would certainly continue to come before the full Commission. Maharry said the Commission should consider whether McCafferty's successor would have the same skills and abilities. He said if that person does not have the same level of qualifications, that would be a concern. McCafferty said the wording could give the power to the Design Review Committee, since that will be instituted when the guidelines are considered. Weitzel said he thought that would be a better idea. Carlson said he liked it when there was a specific list of things that could be approved by staff and the Chair. Gunn said he believed that State law required that all certificates of appropriateness be approved by the full Commission. McCafferty said the other levels of review would specifically apply to a conservation district, as the conservation district ordinance allows these other levels of review. Weitzel said that if the application involves a simple thing that is well documented and meets the criteria, a design review subcommittee is the way to go. Gunn said that if there is an opportunity by the Commission to just review the decisions and see what is going on, then that would be acceptable to him. Sueppel asked, if the handbook is approved the way it is, would the Commission have the power to take the decision-making away from staff. McCafferty said there is a clause in the ordinance that lets an applicant or Commission member request that a minor review be treated as an intermediate review or that an intermediate review go before the full Commission. (Dunn said the only thing under intermediate review that stood out to him was new construction. Carlson said he questioned whether alterations should be in that category. McCafferty stated that new construction is already written this way. She said that in terms of additions, she was thinking of decks and said she could have drawings of a standard deck for applicants to review. McCafferty said that alterations is a new category. She said the two alterations that the full Commission might want to see would be dormer additions and alterations in the window patterns. Gunn said alterations were probably okay for intermediate review if dormers were excluded and changes in window type, pattern, or dimension were excluded. Ponto said he would feel more comfortable if staff and the chair or chair's designee were doing the review. McCafferty suggested staff and the chair doing minor review, which is for non-contributing Historic Preservation Commission Minutes October 23, 2003 Page 10 properties in a conservation district. Carlson said he is also more comfortable with two people doing the review. The consensus was to have staff and the Design Review Subcommittee to do the intermediate reviews. Gunn asked if the review subcommittee were included in the handbook. McCafferty said that is an ordinance, and the intent is to put that forth at the same time the new handbook goes forth. Gunn asked if rebuilding a larger building in a district beyond the scale specified were included in the handbook. McCafferty said the College Hill guidelines state that the fa~;ade square footage of a building cannot be increased. The consensus was that this is not an issue in the other districts because of the underlying zoning. Gunn said he had suggestions to submit to McCafferty for things to be updated in the table of contents. The consensus of the Commission was to change the second bullet on page 31 in Section 6.2 to read, "Constructing garages and other outbuildings that are clearly subordinate in size and ornamentation to the primary structure." MOTION: Weit, zel moved to approve recommendation of the Iowa City Historic Preservation Handbook, as amended, to the Planning and Zoning Commission. Enloe seconded the motion. The motion carried on a vote of 8-0 with Carlson abstaining. APPROVAL OF MINUTES: OCTOBER 9, 2003: MOTION: Weitzel moved to approve the minutes of the October 9, 2003 Historic Preservation Commission meeting, as written. McCallum seconded the motion. The motion carried on a vote of 8-0, with Carlson abstainin,q. ADJOURNMENT: The meeting was adjourned at 9:27 p.m. Minutes submitted by Anne Schulte MINUTES FINAL/APPROV IOWA CITY AIRPORT COMMISSION THURSDAY, OCTOBER 9, 2003 - 5:45 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Randy Hartwig,, Baron Thrower, Rick Mascari STAFF PRESENT: Sue Dulek, Ron O'Neil CALL TO ORDER: Chairperson Thrower called the meeting to order at 5:45 p.m. APPROVAL OF MINUTES: The minutes of the September 11, 2003, Commission meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari asked about the bill for the lift station repair. Mascari asked if this was covered by insurance? O'Neil said this would be considered a routine repair. The lift station has not required any repairs for 16 years. O'Neil said the air conditioner repair was from July. He had just received an invoice for the repairs last week. Mascari made a motion to pay the bills. Hartwig seconded the motion. The motion passed 3 - 0, with Robnett being absent. O'Neil asked the Commission if they wanted the bilts held for a month before they are paid. He said he has discussed this with the Commission a year ago. The bills listed at the monthly meetings have all been budgeted for in the annual budget that the Commission submits to the Council. O'Neil said he has included a list of the bills mainly as an update to the Commission on what some of the daily expenses are. Mascari said that he thought the bills should all be approved before they are paid. O'Neil said he wanted direction from the Commission. He said that either the routine bills would all have to be held for a month or the Commission would be advised of bills after they are paid. A third option was not to include this as an agenda item since the funds have been approved by the Commission in the budget. Mascari said that except for emergency status, the Commission should approve the bills before they are paid. Mascari made a motion to direct the Airport Manager not to pay bills unless approved by the Commission. There was no second to the motion. Thrower said O'Neil should continue to pay the bills as he receives them. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: Mark Anderson said he was contacted by someone that was interested in being on the Commission to fill the open spot. He told the individual to contact Thrower if he wanted additional information about the Commission. Anderson said there was some conflicting information in the new t-hangar lease. He has discussed this with O'Neil and it will be corrected in the next lease. O'Neil said there was a three-member group of evening MBA students that would like to volunteer their help to work with the Commission on the business plan. They introduced themselves and said they would help the Commission with situation analysis and information gathering. They will work directly with the Commission. O'Neil will be the point of contact. O'Neil said he had met with the group on Monday evening for a couple of hours. ITEMS FOR DISCUSSION/ACTION: a. Environmental Assessment project - Richard Blum, from H.R. Green, said they are in contact with the FAA and are waiting for a response from Mark Schenkelberg to complete the EA report. b. Vertical Infrastructure Grant - Bldgs. B & C, bid opening - O'Neil said bids were due by 5:00 p.m. No bids were received for the project. H.R. Green developed plans and specifications for the project. O'Neil said Green would contact the contractors that had expressed interest and see why there were no bids. Green will report back to the Commission. c. Obstruction mitigation project- O'Neil said he met with two engineers from Stanley Consultants to discuss the next step. He said Stanley is ready to put bid packages together for the mitigation. The preliminary work is done and the construction phase is next. d. Aviation Commerce Park (ACP) - Scott Byers and Tracy Overton, from Iowa Realty, were present. Overton said he had sent his monthly report to the Commission. He said there was a slight increase in activity this month in the commercial real estate market. He said he ran a couple of ads in the Press Citizen to increase awareness of the Aviation Commerce Park. He said he received an offer for Lots # 16 & # 17. He met with the City Manager and Airpod Manager to discuss the offer. Due to the terms and conditions of the offer, the offer was not accepted. The offer was below market price and was requesting extended financing. Thrower asked what the concerns were about the offer? Overton said the concerns were from both the Commission's interest and the Council's interest. He said that the proposed use might not be the best use of the lots at the entrance to the development. He said O'Neil had suggested an alternative location if the financial part of the offer had been acceptable. Overton said that in discussing this offer with the City Manager, they discussed the Council's land use expectations. Thrower asked if the Council has a written land use policy? O'Neil said that unless it is in the agreement with Iowa Realty, he did not think there was a written land use policy for the ACP. O'Neil said one of the Council's intents that Overton was referring to was to sell or lease ACP property to businesses that paid taxes that produced revenue for the City's general fund. O'Neil said the offer Overton was referring to was from a non-profit, tax-exempt business. O'Neil said that may be a Council consideration, but his concern in representing the Commission was that it was not a good financial offer. 2 Thrower said that if there is a land use policy that the Council is using to make decision, the Commission and Iowa Realty should have a copy of the policy. O'Neil said he would see if he could find a written policy. Dulek said she did not think there was a written policy. Mascari asked Overton how he became aware of the potential tenant? Overton said an offer was brought to him by another commercial real estate broker. Thrower said the Commission should give the broker a range of acceptable prices. There was discussion on what the Commission would consider a reasonable offer. Overton said the prices listed are competitive. He said they reflect the marketplace in the Iowa City/Johnson County area. Mascari wanted to know if there could be something additional done to advertise the ACP? He said he brought a copy of a flyer to the last meeting that he thought might be a good way to advertise. Overton said they could do a direct mailing, but the cost of that mailing would have to be paid by the Commission. Overton said the mailing Mascari referred to would cost the Commission about $4000.00. Mascari said Scott Byers sent the Commission a letter, summarizing the money Iowa Realty had spent on marketing the ACP. Byers wrote that about $ 20,000 had been spent to date. Thrower had raised the question on how that $ 20,000 was spent. Mascari asked Byers how the money had been spent? Byers said it boils down to the question of "Is the money being spent in the best way"? Byers said he discussed this with Overton in detail and they compared the expenditures to three other commercial/industrial parks that they represent. He said more money has been spent on the ACP than their other properties. He said a commitment was made up front to spend a specific amount in addition to their regular costs. Byers said Iowa Realty is the Commission's public relations representative to the real estate market. He said to do their job well they must constantly evaluate their marketing strategy. The most important part of the marketing is to interact with other brokers and professionals. Mascari asked if lots in their other developments had sold? Overton said several lots had sold. Mascari asked if Iowa Realty had a more lucrative contract with the other developments? Byers said the real estate contracts were identical. Mascari wanted to know why other lots sold and none were sold in the ACP? Byers said initially, the "lease-only" policy was a drawback. He said the interstate visibility was a plus in the other development. He said all the buyers were exposed to the ACP, as well as the lots they eventually bought. Hartwig asked if they thought the ACP were priced competitively? Byers said the prices were very comparable. Mascari asked why other lots sold and not the ACP? Byers said all of the controversy surrounding the Airport might have had a negative impact on selling the lots. In many developments, the first deal is the most difficult. Overton said he is not certain why the lots are not selling. They have a good location, near down town. They are priced appropriately. He said one of the main issues is getting a good quality first sale. Mascari said other lots are selling. Overton said that since the beginning of 2003, only seven commercial lots have sold in the Iowa City/Coralville area. Mascari wanted to know why one of those lots wasn't in the ACP? Byers said every one of those buyers was given exposure to the ACP. Byers said that if everything else was equal, a buyer would buy a lot on Scott Blvd. instead of the ACP because of the TIFF district. That is a fixed expense that makes for an unequal playing field. Byers said he thought Iowa Realty would go back to the drawing board to think of something to help level the playing field. Thrower recognized Mark Anderson from the audience. Anderson said a request had been sent to the Council, requesting a TIFF district. No reply has been received. Mascari said the interest being charged to the Commission was going to take all of the profit out of the development. Mascari said there needs to be a change. He wanted to know if a new action plan could be developed in the next week? Byers said he would work with Overton to try to develop new marketing ideas. Byers said he has monitored the aviation park in Waterloo/Cedar Falls. He said that although the commercial market in the Waterloo/Cedar Falls area has been active the last few months, there has been no activity in their aviation park. He said he would not count on aviation uses necessarily being drawn to the park. e, Strategic Plan - Thrower said there was an e-mail in the packet that he had written that outlined a schedule for completing the strategic plan. He said there were five key areas of consideration. The first area is to agree to a vision statement. Thrower asked O'Neil if there is a current Airpod mission statement? O'Neil said he does not think there was ever a mission statement agreed to by an Airport Commission. Hartwig said he would volunteer to do that part of the plan. He said he would check with outside sources to help develop a statement. Thrower said the second category was market differentiators. The Airport represents a capability within the marketplace. This would include what makes the Airport viable, what makes it critical to the environment. He said a SWOT analysis should be done. (strengths, weaknesses, opportunities, threats) This will guide the targeted actions of the plan. Mascari said he write this part of the report. The next category was financial and strategic objectives. He said the Commission might want to wait until points 1 & 2 are completed before attempting # 3. Or the Commission may want to set their objectives and develop 1 & 2 to meet those objectives. Mascari and Hartwig said 3 should be deferred until 1 & 2 are completed. Number 4 are the key processes. These are the actions that will be taken to deliver on the vision. This would involve the Airport Manager and the FBO. Thrower said this would fit in with Robnett's experience and knowledge. Another element was key measurements. After the objectives are selected, what measures are used to evaluate progress towards those objectives? Thrower said he would volunteer for that category. He asked the MBA students if they would be interested in that part of the plan? They said they would work with Thrower on the key processes. O'Neil said he has the name and phone numbers of the students so they could be contacted. He will send those to the Commission members. Thrower asked when the Commission could report back to O'Neil with their information? He said the deadline for getting information to the Council is December. Hartwig said he could get the information for his part by October 17. Mascari said he could meet the same timeline. Thrower asked O'Neil to contact Robnett to let her know what part of the plan she would be working on. He said that if she has any questions, she could contact him. He said everyone should work on their tasks individually and they will all be combined when there is enough data. Thrower reminded the Commission they have a short timeline to complete the project. He said he would have his draft done by October 20. He would like the other sections completed by the November 13th meeting. Hartwig said that one thing that was reviewed in the ABS report was the question of how or who should manage the Airport. He said he would like a copy of the manager's job description. He said it would help to know what the Commission's duties are and what the manager's duties are. O'Neil will get a description to the Commission. Mascari said the management issue should be discussed as part of this plan. Hadwig said the Commission had agreed that the current system was favored. He said he was somewhat surprised that there were no comments from Council about management when the Council and Commission had their meeting on September 22. Mascari said there are more issues for management consideration than just financial consideration. f. Runway 07 project - Thrower said the Commission received six sets of qualifications for the project and selected three companies to interview. There were three very different styles of presentations. He said that he thought all three were capable of doing the project, but the Commission would need to select the one they felt was the best. Thrower asked if the Commission had read the materials submitted by all three companies at the interviews and were prepared to vote? The consensus from the Commission was that they were ready to select a consultanFengineering company. Hartwig made a motion to select Earth Tech. Thrower seconded the motion. The vote was 2 -1, with Mascari voting in the negative and Robnett being absent. Hartwig said he was comfortable with all three companies. Mascari said he wasn't at the interviews but he read the material. He said he was leaning toward the Snyder/Green team. He said Robnett had called him and she favored Anderson- Bogert. Hartwig said it was a difficult decision. O'Neil will notify the companies. Dulek said a contract would need to be developed. O'Neil will discuss the selection with Earth Tech and work with them and Dulek on a contract. O'Neil said he received a letter from the FAA, stating that if Congress appropriates the funds, Iowa City will receive $1,391,058.00. This will fund Phase 1 and part of Phase 2 of the project. The third phase will be the paving. g. Fuel flowage fees - Thrower said he asked to have this on the agenda to see if there was some way to increase the flowage fee or attach some other fee to the flowage fee. O'Neil said Dulek had reviewed the Jet Air contract and unless Jet Air would agree to reopen the contract, the Commission could not increase the flowage fee. O'Neil said the Commission could initiate some other type of fee, but it would rely on the cooperation of the FBO to collect it. O'Neil said he would discuss the flowage fee with Jet Air. He said if the goal is to have the transient aircraft pay an additional fee, it would probably be based on fuel sales. Since the FBO sells the fuel, it will require their cooperation to collect an additional fee. Mascari asked what the current fee was? ©'Neil said Jet Air pays $.05 per gallon flowage and $.05 per gallon maintenance fee. Dennis Gordon, from Gordon Aircraft, said that his original contract provided for a flowage fee of $ .05. Since the Commission is now responsible for the maintenance, he would be willing to amend his lease to pay the $ .05 flowage fee and the $ .05 maintenance fee. Mascari said he appreciated Gordon's willingness to amend his lease. Thrower said a review of all the Airport charges and fees should be part of the analysis of the business plan. h. Civil Air Patrol lease - O'Neil said a copy of the lease is in the Commission packet. The Civil Air Patrol (CAP) is leasing the office space in Building G where the Airport Manager's office was. The lease is for approximately 165 square feet of office space and is a two-year lease. This was discussed at a past meeting. Mascari made a motion for a resolution to accept the lease with the CAP. Hartwig seconded the motion and at roll call vote, the motion passed 3 - 0, with Robnett being absent. O'Neil said the CAP uses the office three to four days a week. They have a general membership meeting once a month. They are also trying to organize a cadet unit. There seems to be a strong core group interested in the cadet unit. O'Neil said the CAP is going to get some equipment for their aircraft that will allow them to send digital images from the aircraft to vehicles on the ground. This would help them with search and rescue missions. They are exploring how this information could be used by local fire and police departments. i. FY 2005 budget review - Mascari asked if this needed to be done now? He said some of the items might change depending on how their business plan is developed. Thrower said if there were changes, the budget could be amended. O'Neil said he completed the majority of the operating budget line items, but he had a few line items he wanted input on. Mascari said he had some items he would like to discuss. The first item Mascari wanted to address was overtime. He said that should all be eliminated. O'Neil said the Manager does not receive overtime. Thrower asked what would require overtime? O'Neil said that if there is overtime, it is usually for plowing snow. This would occur after 8 hours in a day or on weekends. There is also some time required for special events. An example is the fly-in breakfast in August. The Commission is a sponsor of the event. What they contribute is the Manager's time and the maintenance worker's time. Although there is no charge for the Manager's time, it is overtime for the maintenance worker. The event is on a Sunday, but it takes all day Saturday to set up and most of the afternoon on Sunday to take things down. There was also an aviation open house in June that was on a Saturday. Thrower asked if the Commission wanted to leave the overtime in the budget? He said the Commission needs to answer the question of whether or not they think the functions that require overtime are of value to the Airport. Hartwig and Thrower said it should be left in the budget at this time. Mascari said that if extra help was needed, the Street Department or someone else could be called to help. O'Neil said that whomever provided assistance would charge the Airport for their services. Mascari said he also wanted to talk about the equipment replacement fund. He said last year the Commission talked about cutting the vehicle replacement fund in half. He said that wasn't done. O'Neil said one of the line items he wanted to review with the Commission would cover the replacement fund. O'Neil said he will check, but he didn't think the Commission agreed to cut the fund by half. O'Neil said the operating budget that he has given the Commission for review reflects a 9% decrease from ~ast year's budget. He said it was difficult to find 9% to cut. There are no capital projects included in the budget. Mascari asked if the budget submitted to the Council was to be their final budget? Thrower said the budget should reflect what the Commission currently views will be required to operate the Airport next year. When the strategy plan is completed, the budget may be revised. O'Neil explained the steps the budget goes through before being approved by Council. He said he receives a proposed budget from Finance. He revises it where necessary and presents it to the Commission. The Commission reviews it, recommends changes and the budget is returned to Finance. The Airport Manager meets with the Finance Department and City Manager and reviews the budget, explaining changes made by the Commission. The Finance Department and City Manager have the last review before sending it to Council. If there are Commission changes not acceptable to the City Manager and Finance Department, they will make changes before sending it to Council. The Commission would have an opportunity to review the budget and address the Council in January. The final City budget must be approved and submitted to the State by March 15. O'Neil reviewed several line items. One was for appraisal services. No money was budgeted for it. Thrower asked if the Commission has relied on local appraisers to appraise property in the past, as an example, before a lease is renewed? Mascari said they had not done that. O'Neil said the only time in the past that an appraisal was completed was for the Aviation Commerce Park. No money was added for appraisal services. The next item concerned advertising. In FY 2004, the amount was $ 2000. Last year, Ellis wanted to buy some newsprint ads. O'Neil suggested this was one of the areas to cut. Thrower suggested reducing the line item to $.00. Another item was for general repair and maintenance. O'Neil said cathodic protection would be needed for the Jet A tank by Building H. He said it would be about $ 6000. The Commission said to leave the repair in the line item O'Neil had it scheduled in. Last year, the Commission wanted a corporate membership in AAAE. O'Neil suggested this was a place for the Commission to cut $ 700. Another line item was the contract weather service. The Commission had discussed buying a computer and providing weather service through the internet. O'Neil said that by the time the Commission bought the computer, paid for a phone line and bought a service, it would not be saving any money. Many of the better weather sources on the internet are now charging for their service. Some of the radar information is not updated as quickly as Meteorloglic. O'Neil suggested leaving the dollar amount that was budgeted and if a less expensive weather source was discovered, the Commission could switch to it. O'Neil said all of the capital projects submitted last year were deleted by the Finance Department. One of the projects he has received a lot of comments on from the tenants was the renovation or replacement of the asphalt aprons around buildings A, B, and C. He contacted a contractor and it would cost about $7000 to slurry coat the asphalt. He said the best thing to do is replace the asphalt, but that would cost a substantial amount of money. O'Neil said the slurry coat would extend the life of the asphalt for two or three years. Thrower asked if there was some other type of overlay that would work? O'Neil said he didn't think there were too many options. The Commission said to include this as a capital improvement. Dennis Gordon asked to address the Commission. He said he has sat through several of these Commission budget reviews over the years. He wanted to comment on the discussion about equipment replacement. He said the equipment at the Airpod is well maintained. He said stretching a replacement schedule to 20 years might not be a good thing. Hartwig said that when it comes time to replace a vehicle, it would still be up to the Airport to make that decision. Mascari said that once a vehicle is amortized, the Airport gets a new vehicle, whether it needs it or not. O'Neil said that is not correct. He said that each vehicle is judged individually on its own merits on whether or not it needs to be replaced. Gordon suggested Mascari look at the whole picture of the Airport budget and not be fixated on just the vehicle replacement fund. Mascari made a motion to accept the proposed FY 2005 budget. Hartwig seconded the motion and it was passed 3 - 0, with Robnett being absent. ELECTION OF OFFICERS: Thrower asked for a motion to nominate someone for the chairperson position. Mascari nominated Thrower. Hartwig seconded the motion. The vote was 2 - 0, with Thrower abstaining and Robnett absent. Because Thrower was the vice-chairperson and acting chairperson, it was necessary to select a vice-chairperson. Mascari nominated Robnett. Hartwig seconded the motion. The vote was 2 - 0, with Thrower abstaining and Robnett absent. CHAIRPERSON'S REPORT: Thrower said he has reviewed the budget information, the strategic planning, the information from ABS and has had conversations with the Commission members and he thought the Airport was on track to make improvements to the operations of the Airport. He said that of the concerns that have been expressed, they are addressable and easily responded to Jn the strategic plan. COMMISSION MEMBERS' REPORTS: Hartwig made mention of a broken window by the front door of the Terminal. He also asked O'Neil if he would talk to the cleaning company about doing a better job cleaning the Terminal. O'Neil said it was time to have the carpet cleaned. He said the cleaning company is supposed to spot clean the carpet every time they clean. Mascari suggested a personal invitation be extended to the City Manager to attend a Commission meeting. O'Neil will contact Steve Atkins. ADMINISTRATIVE REPORT: O'Neil said that he sent a thank you letter to the FAA for providing the temporary tower for the annual fly-in. At the last meeting, Mascari had asked about some fill dirt in the ACP by the Alexis Park Inn. O'Neil said that had been taken care of. Also at the last meeting, the Commission had requested the budget numbers provided by H.R. Green for disposition of the United hangar be sent to the Council. O'Neil said a letter was sent to the Mayor. Another question raised pertained to testing of fill dirt. O'Neil said he discussed this with the Public Works Director, Rick Fosse. Fosse said it depends on where the fill is coming from on whether or not it is tested before it is accepted as fill on City owned property. The Council will appoint the new Commission member on October 14th. The reply to the Council concerning the strategic plan is due the first part of December. O'Neil said the Commission meeting in November is the 13th. Thrower said the response should be ready for the Council by the Council's first meeting in December. O'Neil said he received a letter from the FAA saying that a back-up project needs to be on file for the entitlement funds. The entitlement funds are usually incorporated into larger grants. O'Neil suggested the back-up project could be to overlay part of Runway 12 or some of the taxiways. O'Neil said he met with the volunteer MBA students for a couple of hours on October 6 to discuss the strategic plan and how they could assist the Commission. O'Neil said the Iowa Aviation Conference is scheduled for October 16 and 17 in West Des Moines. O'Neil said he has plans to meet with the FAA officials at the conference to discuss the upcoming projects for the Airport. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for November 13, 2003,at 5:45 p.m. ADJOURNMENT: The meeting was adjourned at 8:37 p.m. Baron Thrower, Chairperson MINUTES Approved IOWA CITY BOARD OF ADJUSTMENT WEDNESDAY, OCTOBER 8, 2003 - 5:00 P.M. CIVIC CENTER - COUNCIL CHAMBERS MEMBERS PRESENT: Mike Paul, Vince Maurer, Carol Alexander, Eric Gidal, Dennis Keitel MEMBERS ABSENT: None STAFF PRESENT: Robed Miklo, Sarah Holecek OTHERS PRESENT: Steve Kohli CALL TO ORDER: Chairperson Mike Paul called the meeting to order at 5:01 P.M. ROLL CALL: Paul, Alexander, Gidal and Maurer present. Keitel arrived immediately following roll call. CONSIDERATION OF THE AUGUST 13 2003 BOARD MINUTES: Motion: Alexander moved to approve the August 13, 2003 minutes. Gidal seconded. Motion carried 5-0. Chairperson Paul read the Opening Statement of the Board of Adjustment. SPECIAL EXCEPTIONS: EXC03-00013. Public hearing regarding an application submitted by Parkview Evangelical Free Church for a special exception to allow expansion of a Religious Institution in the Low Density Single-Family (RS- 5) zone at 15 Foster Road. Miklo reported that Parkview Church was established in this location in 1984 by special exception. He said that in 1998, the church was granted a special exception to allow a 30,000 sq. ft. addition and up to a total of 500 parking spaces. He said that the final spaces were installed this fall, as approved by the Director of Planning based on evidence of need. Miklo stated that the applicant is now requesting a special exception to allow a 3,060 sq.ft, addition to the east side of the building. He said that no additional parking is required by the Zoning Code for this addition, nor are additional spaces being proposed by the applicant. Miklo stated that staff believes that the Specific Standards have been met, inasmuch as this property is at the intersection of a collector street and an arterial street. In addition, the Zoning Ordinance requires that a religious institution be at least one acre in size, and this property is 12 acres in size. He said that the Zoning Ordinance requires that a religious institution in a single-family zone be set back two feet from the properly line for every one foot in building height, and the current and proposed building meet this requirement. Miklo repoded that in staff's opinion the General Standards which should be considered by the Board have been met. He said this proposed special exception will not be detrimental to or endanger public health, safety, comical or welfare. In addition, he said it will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair properly values in the neighborhood. Miklo said that establishment of the specific proposed exception will not impede the normal and orderly development and improvement of surrounding property for uses permitted in this Zone. Miklo stated that the proposed addition is located towards the eastern portion of the properly, away from residential uses. He said that this proposed addition is relatively small and, in staff's opinion, will not significantly alter the character of the neighborhood. Iowa City Board of Adjustment Minutes October 8, 2003 Page 2 Miklo stated that the issue of traffic could be of concern. He said that the proposed addition is designed to serve existing members of the congregation. He stated that an argument could be made that construction of additional space will allow even more persons to attend services, resulting in increased traffic congestion at the Foster Road and Dubuque Street intersection. Miklo said that the Parkview property is well designed in terms of traffic ingress and egress, with two driveways onto Foster Road and two driveways onto Taft Speedway. He stated that staff feels the traffic from this development is well disbursed onto those two streets. Miklo stated that there is a documented need for improvements to the intersection of Foster Road and Dubuque Street, including a traffic signal. He said that the entire intersection will need to be rebuilt so that turn lanes may be added. He said there are several concerns about traffic at this intersection; however, staff believes the proposed addition is fairly minor in size and the existing conditions are already acknowledged by the City as needing to be addressed. He said that staff does not feel it would be fair to burden the applicant by delaying construction of their facility while waiting for improvements to this intersection. He said that staff has been working with the Council in an attempt to fit these improvements into the Capitol Improvements Program. Miklo said that except for the specific regulations and standards applicable to this exception, this exception conforms to the applicable regulations or standards of the zone in which it is located. He said that staff feels that this exception conforms with the North District Plan, which designates this particular property and the adjacent property as appropriate for institutional uses, including a religious institution. Miklo reported that staff recommends approval of EXC03-00013, an application for a special exception to allow a 3060 square foot addition to a religious institution in the Low-Density Single-Family zone at 15 Foster Road. In response to a question from Maurer, Miklo said that at the time the intersection is rebuilt, at least the first leg of Foster Road directly to the east of Dubuque Street would be installed. However, he said the continuation of Foster Road to Prairie du Chien is currently not in the Capitol Improvements Program. He said that the extension would most likely not be completed until after the traffic signal was in place. In response to a question from Keitel, Miklo said that the applicant would be best able to answer questions regarding stormwater detention. He said that the Public Works Department did review this application and determined that there was no need for anything further than what the applicant was proposing. Public Hearinq Opened Steve Kohli introduced himself as the contact for purposes of this application, and presented himself for questions. He presented some last minute drawings done regarding this application to the Board. Kohli stated that the detention is more than adequate for the facility, and reiterated that the City Engineering Department has approved it. In response to a question from Keitel, he said that the detention is a shallow basin located at the east end, in the grass. He said that the Church property is located about one foot above the 100 year flood level. He said the building itself did not get flooded during the flood of 1993. Public Hearing Closed Motion: Keitel moved that EXC03-00013, an application submitted by Parkview Evangelical Free Church for a special exception to allow expansion of a Religious Institution in the Low Density Single-Family (RS-5) zone at 15 Foster Road be approved. Alexander seconded. Gidal stated he would vote to approve. He said it seems clear that this application has met the specific standards regarding collector and arterial streets, minimum lot area and setback. He said it also clearly conforms with all of the general standards Paid out regarding not being injurious to the use or enjoyment of other property in the immediate vicinity. It will not impede the normal and orderly development of surrounding property. He said adequate measures have clearly been taken to provide ingress or egress Iowa City Board of Adjustment Minutes October 8, 2003 Page 3 so as to minimize traffic congestion on public streets, and except for the specific regulations or standards applicable to the exception being considered, the specific proposed exception in all other respects clearly does conform to the applicable regulations and standards of the zone in which it is to be located. In addition, he said it is cleady within the purview and consistent with the short range Comprehensive Plan of the City. Maurer stated he would also vote to approve. Paul stated that he would vote to approve. He said that this property is not near a residential neighborhood except for the condominiums to the west, and the small size of this exception will not affect the character of the neighborhood. He said he cannot see this exception being more stressful on the intersection. He said it looks like it's a need that is being met and meets all the criteria, as already stated. Keitel said he would vote in favor. He said there are some flooding concerns in the area, but he believes there is adequate means of drainage for the site and does not believe this exception will bring any increase in problems. Alexander said she would vote to approve for the reasons stated. The motion was approved on a vote of 5-0. Paul stated that any person desiring to appeal this decision to a court of record may do so within 30 days after this decision is filed with the City Clerk's office. OTHER None. BOARD OF ADJUSTMENT INFORMATION None. ADJOURNMENT Keitel moved to adjourn, seconded by Maurer. The meeting adjourned at 5:21 PM. Board Chairperson Board Secretary Minutes Submitted By Neana Saylor data on citynt/pcd/minutes/boafOOal0-08-03 doc FINAL/APPROVED MINUTES ~ PARKS AND RECREATION COMMISSION OCTOBER 8, 2003 MEMBERS PRESENT: Kevin Boyd, Craig Gustaveson, Judith Klink, Margaret Loomer, Nancy Ostrognai, Matt Pacha, Al Stroh, Sarah Walz, John Westefeld STAFF PRESENT: Mike Moran, Terry Robinson, Terry Trueblood GUESTS: Steven Kanner, Ernest Lehman, Dee Vanderhoef-City Council members; Bob Elliott, Kathy Huedepoh-City Council candidates FORMAL ACTION TAKEN Klink noted the motion regarding the park and recreation master plan should be reworded as follows: ...to recommend utilization of the remaining funds and any future funds in the parkland acquisition fund "sufficient" to complete a park and recreation master plan. Moved by Boyd, seconded by Westefeld, to approve the September 10, 2003 minutes as amenrl~,rl Unanimous. ANNUAL PARK TOUR Members departed for the annual tour of park and recreation facilities. Joining the commission and staff on the tour were Steven Kanner, Ernest Lehman and Dee Vanderhoef, City Council members; and Bob Elliott and Kathy Huedepohl, City Council candidates. MINUTES APPROVED PLANNING AND ZONING COMMISSION FORMAL MINUTES OCTOBER 16, 2003 EMMA J. HARVAT HALL MEMBERS PRESENT: Beth Koppes, Jerry Hansen, Ann Bovbjerg, Ann Freerks, Dean Shannon MEMBERS ABSENT: Benjamin Chait, Don Anciaux STAFF PRESENT: John Yapp, Bob Miklo, Mitch Behr OTHERS PRESENT: Karen Dawes, Amy Bouska, Steven E. Nelson RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 5-0, SUB03-00037, a final plat of Lindemann Subdivision Part 2A, a four outlot, 63.22-acre residential subdivision located north of Court Street and east of Scott Park Drive. Recommended approval, by a vote of 5-0, SUB03-00038, a final plat of Lindemann Subdivision Part 3, a 64-1ot, 18.21-acre residential subdivision located north of Court Street and east of Scott Park Drive. Recommended approval, by a vote of 5-0, SUB03-00039, a final plat of Lindemann Subdivision Part 4, a 40-lot, 14.85-acre residential subdivision located north of Court Street and east of Scott Park Drive. CALL TO ORDER: Bovbjerg called the meeting to order at 7:34 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSION,~: Bovbjerg said lists of City Boards and Commissions that persons could volunteer to serve on were posted on the bulletin board in the lobby. She suggested members of the audience review the lists and consider volunteering to serve on a board or commission as a way to help their City. ZONING / DEVELOPMENT ITEM: SUB03-00028/REZ03-00020, discussion of an application submitted by Southgate Development for a rezoning of 119.94-acres from Interim Development Single-Family and Multi-Family Residential (ID-RS and ID-RM) to Planned Development Overlay, OPDH-5 and a Preliminary Plat of Sandhill Estates, a 146.48-acre, 379-1ot subdivision located south of Pepperwood Addition and east of South Gilbert Street. Yapp said the applicant had requested this item be deferred until the November 20, 2003 meeting in order to have a full Commission in attendance before the application was voted on. At the informal meeting on Monday evening, additional e-mails received by Staff had been distributed to members of the Commission. Yapp said the applicant had revised the plat as per past discussions. Significant changes were: · Five lots had been relocated from the central open space along Covered Wagon Drive plus one additional lot on Sandusky had been relocated to Ornate Circle and to the north end of Sandusky at Birch Street. Yapp said the lot relocations were recommendations that had been made by Staff and Staff was pleased to see that they had been made. · A trail connection to Wetherby Park which had been discussed at past meetings had also been added to the plat. The trail was proposed to be constructed by the developer and dedicated to the City. It would become a public connection into Wetherby Park. The Staff Report contained 4 conditions which were recommended by staff as being conditions of the rezoning. The rezoning would need to occur for the subdivision to occur. The garage set back issue was Planning and Zoning Commission Minutes October 16, 2003 Page 2 the one remaining issue. Staff continued to recommend that because the lots were narrower than what would be found in a Pow-density single-family zone and in order to maintain a residential appearance on the street, the following provisions be in place for garages: · Garages take up no more than 50% of the facade of the house · Be either flush with or set back from the main portion of the house · Be slightly wider, up to 60%, with part of the house brought forward to maintain the residential appearance on the street. Yapp said the Sandhill Estates proposal resulted in approximately 3.1-3.2 units per acre overall. Staff recommended approval of the rezoning to OPDH-5, overall no more than 5-units per acre, subject to four conditions. · A separate left turn lane on Gilbert Street · The garage set-back criteria · Vehicular access for the 30-foot lots be from the alley · The ultimate design of the homes on the 30-foot lots be subject to Planning and Zoning approval similar to any OPDH planned development guidelines Yapp said the applicant had agreed to three of the conditions but had not agreed to the garage set back conditions. Bovbjerg asked if Staff knew if the 30-foot wide lots were proposed to be attached townhouses. Yapp said they were proposed to be single-family lot detached homes of a long narrow design. Designs had not yet been submitted but the footprint would be similar to those on Irving Avenue. Public discussion was opened. Karen Dawes, 1055 Briar Drive, said she wished to reiterate that this would be a very large neighborhood and would have an enormous impact on the South District. It would also become part of her neighborhood. Dawes said she thought the main issue appeared to be who should be involved in and who should influence how new developments should proceed and what they should look like. The day was gone when developers solely controlled how neighborhoods grew and what their characteristics were. There needed to be a lot of people involved in new neighborhoods and how cities grew. Financial considerations were no longer the bottom line. Dawes said since developers were in a unique position she hoped that they understood that the people who lived in the surrounding neighborhoods and who would live in the new neighborhoods and City and Urban Planners all played a part in how cities would grow and expand. She said because this would be a conservation subdivision, she would like attention paid to the whole vista issue. She was pleased that part of the vistas into the open space had been opened but it was not what the designer of the plan had intended. She would like to see more of the vistas opened up. The way the houses looked, garage placement and structure of homes built on small or narrow lots were all critical to making a development of this type work well. Dawes said she wanted the Commission to know that they were concerned about these issues and hoped that the Commission would give consideration to them too. Amy Bouska, 1049 Briar Drive, said the way the development and houses looked and the vistas that could be seen would make a tremendous impact on this development. The development would be there for a very long time, most of the members of the Commission, the developer and members of Concerned Citizens for Sand Prairie Preservation would be deceased long before the development ceased to exist. She said it was very important that it be structured in a way so that the narrow lots and garages didn't dominate the lots. Bouska said she was very thankful to Southgate for taking the public's input and Randall Arndt's design and opening up the vistas into the open space, but she would personally like to see more of the rots removed. She would like the Commission to really look at Outlot A along Gilbert Street and seriously consider transferring density to that area to get the required density. She encouraged the Commission to continue asking questions as they had already asked some very good questions all through the process. It would be a big development, 379 lots. Appearances and vistas would be a very important part of making this a sustainable neighborhood. Planning and Zoning Commission Minutes October 16, 2003 Page 3 Steven E. Nelsoq, 1033 Sandusky Drive, said he agreed with the points made by the previous speakers. He said Staff and Southgate seemed to be stuck at this point on housing designs and the issue of garages. To try to get the process moving again, Nelson said he would like to see Southgate propose some of the standard designs they intended to build on these lots so they had an idea of what they would be, so the designs could be discussed, how many of each type of design would be allowed and so everyone would have a clear idea of what the neighborhood would look like. Nelson said he was concerned about the neighborhood even though he would not live in it. It would affect the whole south side. It had always been his hope for something a little more upscale so persons would want to live on the south side, he still hoped for that vision. If they didn't have an attractive neighborhood they would have a transient population, persons who bought the first house and moved on to something bigger in 3 or 4 years. He wanted to attract persons that would stay in the neighborhood a longer time. Design issues of the neighborhood were very important, otherwise they would have a high turnover. Public discussion was closed. Motion: Shannon made a motion to defer SUB03-00028/REZ03-00020., an application submitted by Southgate Development for a rezoning of 119.94-acres from Interim Development Single-Family and Multi-Family Residential (iD-RS and ID-RM) to Planned Development Overlay, OPDH-5 and a Preliminary Plat of Sandhill Estates, a 146.48-acre, 378-1ot subdivision located south of Pepperwood Addition and east of South Gilbert Street to November 20, 2003. Koppes seconded the motion. The motion passed on a vote of 5-0. DEVELOPMENT ITEM: SUB03-00036, discussion of an application submitted by Kennedy-Hilgenberg Enterprises for a preliminary plat of Wild Prairie Estates, Part 5, a 35-1ot, 25.79-acre residential subdivision located north of Wild Prairie Drive. Miklo said the applicant had requested this item be deferred until November 6, 2003. Public discussion was opened. There was none. Public discussion was closed. Motion: Freerks made a motion to defer SUB03-00036. Hansen seconded the motion. The motion passed on a vote of 5-0. SUB03-0003'~, discussion of an item submitted by Southgate Development for a final plat of Lindemann Subdivision Part 2A, a four outlot, 63.22-acre residential subdivision located north of Court Street and east of Scott Park Drive. SUB03-00038, discussion of an item submitted by Southgate Development for a final plat of Lindemann Subdivision Part 3, a 64-1ot, 18.21-acre residential subdivision located north of Court Street and east of Scott Park Drive. SUB03-0003g, discussion of an item submitted by Southgate Development for a final plat of Lindemann Subdivision Part 4, a 40-lot, 14.85-acre residential subdivision located north of Court Street and east of Scott Park Drive. Yapp said the three subdivisions were interrelated. The entire Lindemann subdivision had been preliminary platted a few years ago. Over the past year the first two Lindemann subdivisions had been developing. Part 2A was to divide the property into four outlots which was related to how the sub divider and developer were purchasing the property from the Lindemann family. The north boundary of Outlot E was the same as the north boundary of Lindemann subdivision Part 3, which was a continuation of the streets that had already been installed. Part 3 was an additional 64 single-family lots. A drainage way ran north-south through approximately the middle of the property which would become a green-way and trail system. Those would be continued with Lindemann Parts 3 and 4. The area west of the greenway was RS-5 Iow-density single-family. The area east of the drainage way was RS-8 medium-density single- family. Both Parts 3 and 4 were consistent with the approved preliminary plat. The infrastructure on the Planning and Zoning Commission Minutes October 16, 2003 Page 4 lots was laid out according to how the preliminary plat was designed. When the property was rezoned, a Conditional Zoning Agreement (CZA) had been associated with it, with conditions for a sewer easement to be established to provide a sewer line for the properties to the west which fronted on Hummingbird Lane which were annexed at the same time this properly was annexed. That sewer easement was part of these plats and the sewer would be installed this fall. The greenway and trail which were also part of the CZA were also part of this subdivision. The last condition was for the applicant to begin contributing toward the reconstruction of Lower West Branch Road which would be needed as the area developed. Staff would monitor future subdivisions on the property north of the midway point between Court Street and Lower West Branch Road, at which time the Owner Applicant had agreed to contribute funds to the City for reconstruction of Lower West Branch Road. Staff recommended approval of all three subdivisions, Lindemann Part 2A, Part 3 and Part 4. Bovbjerg said when the Hummingbird Lane homes came in, there had been a time frame established for them to tie in to the sewer. Yapp said he thought the starting time had been at the time the homes had been annexed. Twenty-years from the time they were annexed or at the time their septic systems needed upgrading or failed, which ever came first. If a homeowner elected to tie in sooner, they could do so. Public discussion was opened. There was none. Public discussion was closed. Motion: Hansen made a motion to approve SUB03-00037, an item submitted by Southgate Development for a final plat of Lindemann Subdivision Part 2A, a four outlot, 63.22-acre residential subdivision located north of Court Street and east of Scott Park Drive. Shannon seconded the motion. The motion passed on a vote of 5-0. Motion: Koppes made a motion to approve SUB03-00038, an item submitted by Southgate Development for a final plat of Lindemann Subdivision Part 3, a 64-1ot, 18.21-acre residential subdivision located north of Court Street and east of Scott Park Drive. Freerks seconded the motion. The motion passed on a vote of 5-0. Motion: Hansen made a motion to approve SUB03-00039, an item submitted by Southgate Development for a final plat of Lindemann Subdivision Part 4, a 40-lot, 14.85-acre residential subdivision located north of Court Street and east of Scott Park Drive. Koppes seconded the motion. The motion passed on a vote of 5-0. QTHER: CQNSIDERATION OF 10/2/03 MEETING MINUTES: Freerks made a motion to approve the minutes as written and corrected. Shannon seconded the motion. The motion passed on a vote of 5-0. ADJOURNMENT: Shannon made a motion to adjourn the meeting at 7:59 pm. Koppes seconded the motion. The motion passed on a vote of 5-0. Jerry Hansen, Secretary Minutes submitted by Candy Barnhill S hared\pcd\minutes\P&~03-10-16p&Z doc MINUTES Approved PUBLIC ART ADVISORY COMMI~q-EE THURSDAY, OCTOBER 2, 2003 - 3:30 PM LOBBY CONFERENCE ROOM Members Present: Barbara Camille, Chuck Felling, Rick Fosse, James Hemsley, Terry Trueblood, Emily Walsh Members Absent: None Staff Present: Marcia Klingaman Others Present: John Coyne, Marybeth Slenneger Call To Order Felling called the meeting to order at 3:30 PM. Public Discussion of any Item not on the A~enda There was none. Consideration of the Minutes of the September 4, 2003 Meetinq Felling noted that Mike Wright from the Longfellow Neighborhood Association was present at the meeting and not listed. Page 2 - first paragraph, Camille noted the name of the ar[ist was also included on the plaque attached to the base of the sculpture. Page 2 - ninth paragraph, Felling noted the sculptural wind chimes are not to be located near the entrance of the tunnel but in a circular area north of the tunnel. Page 3 - eighth paragraph, Felling noted the last word should be sculpture, not sculptures. MOTION: Fosse moved to accept the minutes as amended. Camillo seconded the motion. All in favor, motion passed 5-0 (Trueblood not yet present). Consideration of a Recommendation to the City Council on the Longfellow Neiqhborhood Association Neiqhborhood Art Proposal A detailed proposal from the Longfellow Neighborhood Association was included in the committee member's information packet. The proposal included sketches from LNA resident and artist Will Thompson, and a complete break down of costs for the projects. As discussed at a previous Public Art Committee meeting, the items for the Longfellow Neighborhood Art Project are as follows: · Historical Markers: Six to Eight historical neighborhood markers (cannery, trolley, orchard, Civil War Camp, brickyard, Wood House, AME Church, etc.) to be sited in the easement between the street and sidewalk; all locations to be approved by the City Public Works and Forestry departments. The marker will be constructed of pedorated metal welded to a square tubular steel frame. The frame will have an Aris and Crafts style design motif with room for a neighborhood logotype. The frame will be powder-coated enamel and affixed into the ground with legs imbedded in concrete below the frost line. The sign attached to the frame will be a metal relief textured panel sculpture of the site. Beneath the sculptural images there will be a metal sign panel with a short statement about the historic heritage of the site. The cost for one complete piece, with signage and ar[work, will not exceed $750.00. All work, including signage and artwork, will be done entirely by local talent. · Garden Sculpture, Longfellow Trail: A steel garden sculpture of birds landing that will be mounted at the gateway of Longfellow Trail. The sculpture will be made from welded steel and mounted to an elevated curve of metal. The base of the sculpture will be embedded in a concrete footing. The approximate cost of the sculpture is $4000.00. Walsh questioned if the listed sites are definite. Felling responded that the committee would need approval from neighbors/owners of the property. Hemsley asked if they have other options for locations of the markers. Felling said there are many possible locations for the historical markers. Public Ad Advisory Committee Minutes October 2, 2003 Page 2 Fosse reiterated his sight distance concern with the historical markers and also noted that neighbors near the Longfellow Trail tunnel have had issue with the light coming from the tunnel and may have issue with a wind chime. Klingaman noted the previously discussed wind chime project is not being included in the proposal at this time. Felling said the Longfellow Neighborhood Association would also address the concrete and foundry glass project that was previously discussed, as a neighborhood and school project. Klingaman said if the committee does not have any other questions about the proposal, they need to formulate a recommendation to the City Council based on the submitted proposal, including costs of the projects. Also, Klingaman said that she and Franklin would like a 10% contingency fee to be included in the figuring of the project costs, in the event of any unforeseen expenses. The total project cost of $12,650.00 is well within the allocated budget. The following is a break down of the project: $6000.00 for 8 historical markers at $750.00 each $4000.00 for the garden sculpture $1500.00 for the artist fees $1150.00 for a 10% contingency fee Project total is $12,650.00 MOTION: Walsh moved to recommend the Longfellow Neighborhood Association art project, which would not exceed $12,650.00 in cost, to the City Council for funding approval. Camillo seconded the motion. All in favor, motion passed 5-0. (Trueblood not yet present) Consideration of a Recommendation to the City Council on the Goosetown Neiqhborhood Association Neiahborhood Art Proposal Marybeth SIonneger and John Coyne, from the Goosetown Neighborhood Association, were present to answer any questions concerning the art proposal. Hemsley asked if the city street signs could handle the additional weight of the proposed neighborhood street sign sculptures. Coyne, an artist and member of the neighborhood association, said the actual weight of the sign sculpture will be about 4 pounds and the City had said the signs could handle up to 8 pounds. Fosse said the real issue is wind load and they want to make sure the signs can hold the sculpture and avoid having to use a separate pole. Slonneger explained they have had a great deal of feedback from the neighborhood association members and they have made a few changes to the original proposal. They have suggested the commemorative markers should be a 3" X 11", two- dimensional cast metal sign with the word Goosetown on one side and the Czech name, Husi Mesto, on the reverse side. On top of the marker will be a two-dimensional metal silhouette of goose, the symbol of the neighborhood past and present. They propose to use cast bronze that will be highly polished and poly-coated for durability. Slonneger explained that theft could be a problem and the neighborhood association decided to make the signs smaller and more discreet. The committee expressed a desire to see the signs larger, like originally proposed, and include more artistic detail. Walsh said the size of the sign would probably not deter theft and because they have such a great local artist capable of creating such terrific work, she would like to see more detail. Camillo agreed and Coyne proposed making the sculptures from cast aluminum, which would weigh less, and the size could be made larger. Coyne also said a good bracket to attach the sign is more important than decreasing the size of the sign. Slonneger said she would discuss this with the neighborhood association to see what they prefer, as they also have bids from other artists. Slonneger reviewed the costs of the project, noting the decrease in price due to the weight of the sign and an increase due to the type of brackets used. The project would include 28 signs (mold making and chasing), brackets/installation, a 10% contingency fee, and artist fee. The total estimated cost of the project is $12,210.00. Trueblood arrives. MOTION: Fosse moved to recommend the Goosetown Neighborhood Art Project proposal, in an amount not to exceed $12,210.00 in cost, to the City Council for funding approval, Public Art Advisory Committee Minutes October2,2003 Page 3 DISCUSSION: Hemsley questioned if they are approving the larger or smaller sculptures for the project. Felling said they are recommending the general project and the details and logistics of the project can be worked out with the artist and the neighborhood association. A detailed breakdown of the costs will be supplied to Klingaman. MOTION: Walsh seconded the motion. Ali in favor, motion passed 6-0. Felling and Klingaman thanked Coyne and Slonneger for all their hard work on the Neighborhood Art Project. Review of Proposal of Sculpture for the Iowa Sculptor's Showcase for Display throuqh May 2004 Coyne was present to submit ideas for the Showcase. He said he would be able to create a sculpture in about one month. He said he could provide a sketch to Klingaman. The sculpture would be constructed in cast metal, about seven feet tall, and the subject would playful and light and more abstract in nature. Klingaman asked if the $500.00 honorarium would be helpful if given in advance to help the artist pay for materials. Coyne said an advance would helpful for him and for most artists. MOTION: Trueblood moved to make a recommendation to Council to approve Coyne as the Artist for a sculptor for the Iowa Sculptor's Showcase contingent on approval of the sculpture by the Public Art Committee. Hemsley seconded the motion. All in favor, motion passed 6-0. Discussion of the Components of the Call for the Iowa Sculptor's Showcase for the June 2004 - May 2005 Display Klingaman noted they have not been very successful in finding sculptors for the Iowa Sculptor's Showcase and asked the committee to review the listed process and responsibilities to determine how they can change the call to create mom interest. She said they have determined it is helpful if they offer the $500.00 honorarium in advance to the artist. Walsh asked if they are using the Iowa Arts Council. Klingaman said they have used them a great deal in the past. Felling asked if they are still sending information to the University of Iowa School of Art. Klingaman said yes but they had said they are not currently using materials for outdoor sculpture. Walsh noted that information sent to the University goes into a file and Camillo noted it would be helpful if the information could go directly into the graduate students' mailboxes and to post at UI and Kirkwood. Walsh and Camillo noted the biographical paragraph and artist statement information is basically the same information and it would be enough to just ask for an artist's statement. Hemsley said another problem might be asking the artist for slides, photos or floppy discs and several views of the work, which may be too much. Also, this assumes that the piece is already completed and many ar[ists do not have an inventory of work. Klingaman suggested they could also accept sketches of the work or of the work in progress. Walsh said to simplify the listing of the art might help and not to require 10 copies. Klingaman said this was added in order to prevent the department from having the cost of duplicating and it may important to the artist to use a better grade of paper. Everyone agreed that the responsibilities section of the informational sheet is straightforward and no changes need to be made. Felling said it is good to simplify the process. Klingaman said this input helps and that this information needs to get out soon for the spring call. Discussion of Wetherby Neighborhood Art Proposal Public Art Advisory Committee Minutes October 2, 2003 Page 4 Klingaman referred to an email from Felling in answering the question proposed by Jerry Hanson, of the Wetherby Neighborhood Association, of "what is art?" Felling said the committee has the definition of art for the city's purpose. Perhaps we can summarize a definition of how we define art for our purposes. A definition will help with the Wetherby request and probably in the future with some of the community initiated proposals for public art. The elements for art seem to be: 1. Creative imagination in visual expression of a feeling or thought. 2. Skillful implementation of this imagination in creating an aesthetic expression of the thought or feeling. 3. Appreciation/acceptance that the visual (in our case) expression communicates the though or feeling of the artist. 4. In our case, consensus by the committee that the material is appropriate for exhibition within the scope of the specifications of the project. Klingaman said that Felling has done a terrific job in defining the committee's definition of art but asked if the committee should risk trying to define art or do they stick with the procedures already outlined in the guidelines. Perhaps a combination of the two would help them in directing the Neighborhood Art Proposals. Felling said the committee might want to suggest to the Wetherby Neighborhood Association that their basic ideas seem sound but they may want to get a collaborative artist involved to help them in creating some of their concepts. Klingaman clarified by asking if a collaborative artist might help them in creating some type of clock sculpture for the park. The committee said the Association could keep the clock idea in mind but may want to also explore other ideas with an artist as well. Walsh suggested that Deanne Wortman might be an artist to contact to help the Wetherby Association as she has such a history with collaborative art. The committee agreed that having an artist involved, and especially someone like Wortman, would greatly help the Wetherby Association steering committee. Klingaman said she would draft a letter to Jerry Hanson and the Wetherby Neighborhood Association for Chuck Fellings review and signature. Hemsley left the meeting due to a schedule conflict. Update on Themed Street Ar[ Project Klingaman reviewed that Josh Schomberger had been at a prior meeting and discussed the Cedar Rapids "Overalls All Over" project, and the possibility of doing a similar project in Iowa City. However, the project is now out of the Public Art Committee's hands as they were recently made aware that the University of Iowa Athletic Department is going forward with an idea of "Herky On Parade" to coincide with the 75th anniversary of Kinnick Stadium and the Hawkeye mascot. Klingaman said this project will be great for tourism and would be a great opportunity for local two-dimensional artists who have not had a chance to participate with the Public Art Program. Klingaman said she would also be working with the Athletic Office to help determine locations within Iowa City and will be a contact person for the artists. The kickoff for this project is not until the first week of November 2003. Committee Time/Other Business There was none. Adjournment MOTION: Walsh moved to adjourn the meeting. Trueblood seconded the motion. All in favor, the motion passed 5-0. The meeting was adjourned at 5:26 PM, MINUTES Final/Approved SENIOR CENTER COMMISSION ~ TUESDAY, SEPT. 16, 2003 MEMBERS PRESENT: Lori Benz, Jay Honohan, Betty Kelly, Allan Monsanto, Charity Rowley, and Deb Schoenfelder MEMBERS ABSENT: None STAFF PRESENT: Michelle Buhman, Linda Kopping, and Julie Seal. GUESTS: None CALL TO ORDER MINUTES Motion: To approve the August minutes as distributed, Rowley/Monsanto, Motion carried on a vote of 6-0 PUBLIC DISCUSSION None REPORT ON COUNCIL RESOLUTION RELATED TO COMPOSOTION AND DUTIES OF THE COMMISSION BY-LAWS- Honohan Honohan distributed copies of the approved resolution modifying the composition of the Senior Center Commission and highlighted changes made by the City Council. Commissioners discussed how to receive and process applications for the at-large vacancy on the Senior Center Commission. The Commission recommended advertising the vacancy widely. Motion: To advertise for the at-large position vacancy on the Senior Center Commission in local newspapers, on the Senior Center website, and at City Hall starting October 1, 2003. The deadline for applications will be Nov. 10, 2003. The Commission will make a decision at the November 18th meeting. The Commission will modify application form in order to fit the position. Rowley-Kelly. Vote passed on a vote of 6-0. NUTRITION PROGRAM UPDATE- Kopping Elder Services, Inc signed the lease agreement between the Nutrition program and the City of Iowa City. A proposed resolution adopting the lease agreement will go in front of the City Council for approval next week. FOUNDATION DISCUSSION- Honohan Honohan suggested the Senior Center create a foundation, with a specific designation for the Senior Center. At the end of FY03 the non-designated balance in the Gift Fund was $157,670.43. Commissioners discussed Motion: To use $25,000 from the gift fund to start a foundation specific for the Senior Center. Monsanto-Benz Motion carried 4-2 Kelly, Schoenfelder opposed. MINUTES Final/Approved SENIOR CENTER COMMISSION TUESDAY, SEPT. 16, 2003 SENIOR CENTER UPDATE Operations- Kopping Kopping distributed copies of the Senior Center advertisement that was inserted into the Gazette September 7, 2003. The cost for this advertisement was around $1,500. This issue of scholarships for Iow-income members, above the amount currently available, was introduced recently when a Iow-income member reported not being able to afford an exercise class offered at the Center. Kopping requested suggestions from Commissioners to address this situation. As a result, a committee was formed to explore options to expand scholarship benefits for lower income seniors. Committee members are Betty Kelly, Allan Monsanto and Jay Honohan. Due to a change in staff hours and in an effort to avoid paying overtime wages, Kopping suggested the time for the Commission meeting be changed from 3PM to 5 PM to 2PM to 4PM the third Tuesday of each month. Motion: To change the hours of the Senior Center Commission meetings from 3-5 PM to 2-4 PM. Monsanto/Rowley. Vote carried on a vote of 6-0. Programs- Seal Seal reported on events planned during October. Seal also reported that the evening classes are not a popular as anticipated. Seal will be working with the Curriculum committee to address this problem. Seal gave a list of classes Curriculum committee is working on for spring. Volunteers- Rogusky Rogusky reported on the Quilt Raffle and the volunteer hours. Rogusky distributed a new form for reporting volunteer hours, which will be included in the Commission packets from now on. Commissioners should submit these completed forms to Susan Rogusky at each meeting. Membership and Fundraising-Buhman Buhman reported that as of September 12, 2003, 604 people have registered as Senior Center members' 56 memberships have been sold at the discounted rate, 69 people have contributed to the Operational Budget for a total of $3521.00. A copy of this report can be picked up at the Secretary's desk in the main lobby of the Center. REPORTS COMMISSION VISITS City Council - Honohan Honohan attended the work session and discussed the by-laws and resolution. Board of Supervisors- The Commission sent a copy of the August minutes. COMMISSION DISCUSSION Post article report from this meeting. Honohan- Deb will do the October meeting Honohan will go to the Council meeting on the 234. The Commission will send minutes to the Board of Supervisors. Motion to adjourn. Motion carried on a vote of $-0. Monsanto/Schoenfelder