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HomeMy WebLinkAbout2004-01-20 Bd Comm minutesMINUTES APPROVED PUBLIC ART ADVISORY COMMITTEE THURSDAY, NOVEMBER 6, 2003 - 3:30 PM LOBBY CONFERENCE ROOM Members Present: Barbara Camillo, Chuck Felling, Rick Fosse, James Hemsley, Mark Seabold, Terry Trueblood, Emily Walsh Members Absent: None Staff Present: Marcia Klingaman, Karin Franklin Others Present: None RECOMMENDATION TO COUNCIL: The Public Art Committee asks the City Council to approve a sculpture by local artist John Coyne for the Iowa Sculpture's Showcase display through May of 2005, with the condition that the Artist contact the owners of the F.S. Feeds building for approval in using the building likeness in the sculpture and that the windows in the sculpture are not hollow in nature. Call To Order Chairperson Felling called the meeting to order at 3:35 PM. Introduction of New PAAC Commission Member, Mark Seabold Felling introduced the newest member of the Public Art Committee, Mark Seabold. Seabold is an Iowa City resident and is employed as an architect with the Shive-Hattery Architectural firm. He said he is looking forward to working with and contributing to the committee. Public Discussion of Any Item Not on the Aqenda Felling stated he had a conversation with Tom Muller, the individual who started the Irving Weber statue project, and he is still contemplating the idea of creating a statue of Paul Ingall sitting on a bench reading a book. Felling asked Muller to keep him and the committee posted on any developments. Consideration of the Minutes of the October 2, 2003 Meeting Felling commented that the minutes were very well done. Hemsley noted the following corrections: Page 3 - 3rd paragraph, the last sentence should read, ...with the subject matter being more playful and light and abstract in nature. Page 3 - 4th paragraph, the last sentence should read, Coyne said an advance would be helpful for him and for most artists. Page 3 - 11th paragraph, the word 'be' should be inserted between the words may and important. MOTION: Trueblood moved to accept the minutes as amended, Fosse seconded the motion. All in favor, motion passed 7-0. Consideration of a Recommendation to the City Council for the Iowa Sculptor's Showcase for a Display of a Sculpture by John Coyne through May 2005 Felling referred to the photocopy of the proposed sculpture that was included in the committee members meeting packets. Felling asked for feedback concerning the sculpture. The sculpture is the artists rendering of local landmarks, the F.S. Feeds building and the Oakland Cemetery Black Angel. The sculpture will be constructed of cast aluminum and is approximately eight (8) feet in height. Klingaman had questioned Coyne concerning the wording on the F.S. Feeds portion of the sculpture which he has altered to read J.C. Feeds. Coyne said the initials stand for John Coyne, and there are not any copyright issues. Coyne also said he is very confident in the durability of the sculpture, as there will be steel components used in the construction. Walsh asked if the windows in the sculpture would be constructed as hollow or solid windows. She said if they are left hollow they could be a potential hazard for garbage and leaves and might also encourage pedestrians to climb the structure. Klingaman agreed, but was unsure of the exact construction and will confer with the artist. Public Art Advisory Committee Minutes November 6, 2003 Page 2 MOTION: Fosse moved to approve the sculpture for display with the Iowa Sculptor's Showcase as presented with the condition that Coyne check with the owners of the F.S. Feeds building and secure approval of using the building likeness in the sculpture and also that the windows in the sculpture are not hollow. Trueblood seconded the motion. All in favor, motion passed 7-0. Trueblood stated that John Coyne has also volunteered to repair the missing and broken fingers of the Black Angel sculpture in Oakland Cemetery. Klingaman asked the committee if they would agree to allow the Coyne sculpture to stay in place until June of 2005 due to the late placement of the sculpture and the time required to place a new artist call. MOTION: Camillo moved to allow the Coyne sculpture to remain on display with the Iowa Sculpture's Showcase through May 2005. Walsh seconded the motion. All in favor, motion passed 7-0. Update on Themed Street Art Klingaman reported the iowa City Visitor's and Convention Bureau and the University of Iowa Athletic Department will be holding a press conference November 7, 2003 for the unveiling of the "Herky On Parade" themed street art project. Klingaman, as a part of the steering committee, will act as the artist liaison for the project and also help in working through the artist's contracts. The Herky sculptures will be on display throughout the Iowa City and Coralville area from April through October 2004. The intent is that they will then be placed at Kinnick Stadium and placed for auction during the University of Iowa Homecoming celebrations. Committee Time/Other Business Felling noted that some of the neighborhoods are currently in the construction process for their Neighborhood Art projects and questioned when it would be appropriate to approach other neighborhoods for the project. Franklin stated she would like to see the first round of Neighborhood projects completed from selection, decision and execution in order to learn from the process. Felling suggested that neighborhoods that wish to become involved in the project contact Klingaman because the process is involved and takes time to get started. Also, he questioned if there are any budget implications regarding the project. Franklin stated the committee is on track with their budget and they can review this at the January meeting. She suggested the committee considers what they want to focus on and give attention to in the upcoming year, and this can be discussed at the January meeting also. Kl[ngaman reported that phase il of Poetry In Public has begun. They are working with the Iowa City Schools who have started a program called "Poetry Alive" which encourages younger students to write poetry. The Poetry In Public program is suggesting that one poem from each grade be submitted for publishing consideration. The selection process is for poetry that will be published will be a bit more competitive this year as they expect more submissions, and doe to budget constraints they can only produce/print a certain number of poems. Klingaman said in response to a question from Felling, that the response to the Poetry In Public program has had very positive feedback and has been very well received. Camillo volunteered to participate in the selection process committee. The committee agreed to not meet in the month of December due to schedule conflicts. The next meeting is tentatively scheduled for January 8, 2004. Adioumment MOTION: Hemsley moved to adjourn the meeting. Fosse seconded the motion. All in favor, motion passed 7-0. The meeting was adjourned at 4:22 PM. MINUTES. IOWA CITY AIRPORT COMMISSION TUESDAY~ DECEMBER 9~ 2003 - 5:45 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Randy Hartwig, Baron Thrower, John Staley 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 November 13, 2003, Commission meeting ~vere approved as submitted. REVIEW OF EXPENDITURES: O'Neil reviewed the check requests for December with the Commission. O'Neil said the SPCC Plan expenditure was the only bill not budgeted for in the FY 04 budget. O'Neil also said the AAAE dues for the next year were budgeted at the corporate rate. He suggested continuing with the individual rate. It would save the Commission about $ 400.00. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No items were presented. UNFINISHED ITEMS FOR DISCUSSION/ACTION: O'Neil said that in response to the remarks by Staley, he contacted ABS to request they check the employment numbers they had attributed to the University of Iowa in their Airport Business Plan. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park (ACP) - Tracy Overton, from Iowa Realty, presented his monthly report to the Commission. Overton said he has sent information to a potential buyer that is looking for 2 to 3 acres for a medically related use. He will follow up on that lead. Overton said he is running a new ad. It wiI1 run every two weeks. He presented a copy of the ad to the Commission. Overton gave the Commission a copy ora letter from the president of Iowa Realty, confirming that he thought the pricing for the lots was reasonable. O'Neil said the agreement with Iowa Realty expires in January. He included a copy of the proposed extension amendment and a copy of the original agreement in the Commission's info packet. Thrower suggested this be on the agenda again for the January meeting. b. Runway 07 project - O'Neil said he and Dulek have been working with Earth Tech on an agreement for the project. O'Neil said he had just received the revised draft today and he distributed a copy of the agreement to the Commission. O'Neil said that unless the Commission wanted to discuss it sooner, this would be an agenda item for the January meeting. c. Environmental Assessment project - O'NeiI said he received several copies of the Historic Building Inventory and Evaluation report from H.R. Green. The report was also sent to the FAA. Hartwig asked how this was related to the project that Earth Tech would be doing? O'Neil said there is some crossover. Green was assigned to determine the historic and environmental impact. Earth Tech would be doing the obstruction mitigation, in relation to the Runway 07 project. Thrower asked about the MOA that was referenced in the report. O'Neil said this involved the technical agreement between the Commission and the other governmental bodies that have jurisdiction and he thought that Joe Tmka, from H.R. Green, could better explain this to the Commission at their next meeting. Thrower asked O'Neil if it was being explained to whomever makes the final decision on the United hangar that the Commission has concluded that unless additional funding is received, the building will have to be demolished? O'Neil said he does not know how clear that is spelled out in Green's report. He would defer to Tmka to explain that to the Commission at the next meeting. The FAA is the federal agency that makes the final decision. Their top criterion is safety. The building is an obstruction. Thrower said it needs to be clarified what the intentions are for mitigating the obstruction. Green and Stanley will have to work together on this. d. Obstruction mitigation project- O'Neil has asked Stanley Consultants to provide a construction timeline for the obstruction mitigation. O'Neil said that Mike Donnelly, the project principal, was out of the country on another project and could not attend the meeting. Thrower said to remind Stanley that one of the reasons they were selected to do this project ~vas that they are local and said they could provide the service required to stay on schedule. O'Neil said Stanley was going to send another engineer to the meeting but she ~vould not have been as familiar with the project as Donnelly. O'Neil said he wants to complete the construction part of this project during the winter months when it should be less disruptive. e. Strategic planning - Thrower said he wanted to get with everyone and see where they were with their part of the document. He had drafted a template and O'Neil provided it in the info packet. Thrower said he wanted to be able to provide something to the Council as soon as possible. O'Neil said the next Council meeting is December 16 and the first meeting in January is the 6th. Staley said he has discussed the FY 2005 budget with O'Neil and he did not have any recommended changes at this time. Hartwig said he would like to work together on the plan more as a group, either as the Commission as a whole or as a subcommittee. Thrower said he would work with Hartwig as a subcommittee. Thro~ver said that when the Commission first decided to put this plan together, they were fully staffed at five members. This has changed in the last six months, yet the commitment to the Council is still there to produce a planning document. He said the Commission should decide as a group if they need more time or if the three remaining members can complete the project. O'Neil said he had discussed the Strategic Plan with the City Manager and explained that at this time, the budget the Commission submitted in October for FY 2005 would not change. Atkins's concern was having a budget to work with to be able to present to the Council. 2 O'Neil said the expenditure side of the budget was set and the Commission was working on a way to improve the revenue side of the budget. O'Neil said a copy of the final ABS report could be sent to the Council. Thrower said he had reservations about sending the ABS report as a stand-alone document. Thrower said there were useful parts of the document, but there were some weaknesses that may not adequately relay to Council the intentions of the Commission. O'Neil said the final document was received today and he had only had about 20 minutes to review it. There were very few changes from the draft document the Commission received in September. Thrower said he would like to have more time to review it before it is sent to the Council. O'Neil said he had explained to Atkins that them was little change from the document the Council received in September. Staley and Hartwig said they would also like more time to review the final ABS report. Thrower said that in whatever document is given to the Council, it should lay out the appropriate direction for the facility, its governance, the capital structure, and its expense model. Thrower said he and O'Neil did a survey to identify capital improvements needed at the Airport. O'Neil will work with Public Works to try to identify costs for these improvements. The challenge is to produce ideas for revenue to make the improvements. The FBO should be included in finding revenue sources. Their business should benefit in the long run if the infrastructure is maintained at a high level. Staley asked what kinds of user fees are charged at airports? Hartwig said commercial service airports usually have service fees in addition to what is collected at general aviation airports. O'Neil said the fees charged at general aviation airports are usually the fuel fiowage fees. O'Neil said some of the improvements on the list might be grant eligible. Although aviation fees contribute about $8.3 million annually to the State general fund, the State has decided to use the majority of that money for non-aviation uses. The State's grant program the last two years has all but disappeared. O'Neil said the Johnson County state representatives have supported legislation for aviation funding in the past. Thrower recognized Mark Anderson. Anderson said that in the airports he has been in, there have been fees charged for tie-downs and overnight parking. He did not think enough would be collected to pay for any capital projects. ELECTION OF VICE-CHAIRPERSON/SECRETARY Thrower said that because of the Commission resignations and his election to chairperson, a new vice-chairperson would need to be elected. Staley nominated Hartwig. Thrower seconded the nomination. There were no other nominations. The vote for Hartwig was 2 - 0, with Hartwig abstaining. CHAIRPERSON'S REPORT: Thrower said he will be discussing airport improvements with Jet Air and see what their involvement could be. O'Neil said the president of Jet Air said he would attend a meeting to discuss this with the Commission. Thrower said to invite Mr. Timmons to the January meeting. Thrower said he would try to contact Mr. Timmons before the meeting. Thrower said his survey of the airport was informative and he said there are definite capital improvement needs to be addressed. COMMISSION MEMBERS' REPORTS: Hartwig said he thought it would be appropriate to mention that the 100~ anniversary of the Wright Brothers first successful flight will be celebrated on December 17~, 2003. ADMINISTRATIVE REPORT: Dulek said there was a nice article in the Des Moines Register about the 100 years of flight. She said the Wright Brothers lived in Cedar Rapids before moving to Ohio. O'Neil said the FAA appropriations bill passed the Congress and has been sent to the President for his signature. The first phase of the Runway 07 project, worth about $1.4 million, will be funded through that federal legislation. It will probably be February before the grant is officially offered. The NDB was decommissioned on November 24, 2003 at 9:00 a.m. It was costing too much to maintain. The Commission budget meeting with the Council will most likely be January 22na or 27th. There was a memo in the packet that Dulek prepared concerning the rules involved with the Iowa open meeting legislation. O'Neil said he is working with someone that would like to teach ground school classes. She has discussed what she would like to do and how this could be coordinated with the FBO. She would like to teach a private pilot class and an instrument class. The Fire Department annual inspection said that ali of the outlets on the north t-hangars needed to be relocated to inside the hangar. O'Neil said the buildings were built to code and he will have a discussion with the Fire Marshall. There would be a significant cost to rewire the three buildings. In the FY 2004 budget, the Commission allocated money to install a telephone for the conference room. This would be useful to groups that rent the room. The Commission said to go lo,yard with having the phone installed. There will be a block on the line so only prepaid or 800 long distance calls could be made from the phone. O'Neil said an updated emergency phone numbers list was included in the packet. There was a memo in the packet on the latest developments on the LAAS system. Council will appoint the two ne~v Airport Commission members at their meeting on January 6, 2004. O'Neil said he is on a State DOT aviation committee that is reviewing the Aviation Systems Plan for Iowa. This is the State's Airport Master Plan. Iowa City is in the Enhanced category, which is the top level of general aviation airports. O'Neil said he has submitted a proclamation for the Council agenda for December 16 to declare December 17 as Aviation Day, in honor of the 100 years of powered flight. The Mayor will make the proclamation. Thrower said he will not be in town, but he encouraged other Commission members to attend the Council meeting. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for January 8, 2004,at 5:45 p.m. ADJOURNMENT: The meeting was adjourned at 6:37 p.m. Baron Thrower, Chairperson MINUTES Approved HISTORIC PRESERVATION COMMISSION DECEMBER 11,2003 - 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 McCaffedy OTHERS PRESENT: Mike Brennan CALL TO ORDER: Chairperson Maharry called the meeting to order at 7:03 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Weitzel asked if a survey was done before the Depar[ment of Transportation committed money to the Transportation Center. McCafferty said she would find out. Maharry reminded Commission members that the annual planning meeting would be Saturday at noon. McCafferty distributed a packet of information for discussion at the Saturday meeting. She said that terms of office for Carlson, Gunn, and Ponto would be expiring at the end of March, and each of those who would like to remain on the Commission would have to reapply for the position. McCafferty added that there should be a representative from the Woodlawn District in the near future. CERTIFICATE OF APPROPRIATENESS: 1501 Center Street. McCafferty said this is an application to replace a window for a property in the Longfellow Historic District. She said this house is a Moffitt Cottage that was built in 1948; however, it has since had replacement siding and windows. McCafferty said the current window is leaking badly, and the proposed window would comply with the guidelines. She stated that it would be a wood, metal-clad, double-hung window and would match the double hung windows on the rest of the house. Weitzel asked if the trim would match the original. McCafferty said she could specify that on the certificate. MOTION: Enloe moved to approve a certificate of appropriateness for a replacement window for the house at 1501 Center Street, subject to the requirement that the trim be consistent with the original trim. Weitzel seconded the motion. The motion carried on a vote of 9-0. GOOSETOWN HISTORIC DISTRICT: McCafferty referred to the map that had been prepared as a work in progress. She said she and Maharry have both looked at the neighborhood, but it needs to be looked at more closely in terms of distinguishing contributing properties versus non-contributing properties. Referring to the map of the proposed Goosetown Conservation District, McCafferty said the section in the upper right of the map from 628 Reno Street to 600 Reno Street consists of a series of ranch houses that Historic Preservation Commission December 11,2003 Page 2 do not have a strong sense of the Goosetown District. She recommended that section be removed from the district. McCafferty said she would also recommend removing an area on the southeast end. She stated that 232 Mott is a Goosetown cottage, but the section from 1116 to 1130 Bloomington would be more appropriate combined with a future district that includes both sides of Rochester. McCafferty said there are some errors on the map. The lot lines from 1002 to 1027 Bloomington are incorrect. She recommended that half block be included. McCafferty stated that the southwest corner of North Market Square consists of early 20th century Four- squares and bungalows that would be more appropriate for a future Northside conservation district. She also suggested including the north side of the 800 block of Church Street because its character is consistent with the south side. Sueppel inquired about how the boundary is determined. He felt that this area was similar to Ronalds Street and therefore shouldn't Ronalds Street be included as well. McCafferty stated that Marlys Svendsen determined that Ronalds Street qualified as a historic district and is currently preparing the nomination for this district. Sueppel said he agreed that the areas that McCafferty is recommending being removed are not consistent but the neighborhood considers them to be part of Goosetown. McCafferty said to the north, they are relying on Svendsen's professional opinion and agreed that it can be difficult at times to draw hard boundaries. McCafferty stated that more information will be gathered when the neighborhood meetings are held, and the Commission can determine how the neighborhood defines Go6setown. She said in the meantime, the best attempt has been made to draw a boundary around a Goosetown conservation district. Sueppel said he had no problem with the boundaries. He said, however, that because the neighbors are calling it Goosetown, why would it all not be put in there. Maharry said the 1960s houses are not contributing structures. Sueppel agreed that they are non-contributing but said that they are still in Goosetown. Maharry said if the 1960s ranch houses are in the district, the owners would have to apply for a certificate for any exterior project requiring a building permit. He said part of this is an attempt to make it easier for those people. Enloe said the cultural aspect should have some weight, and Maharry said it has been a factor in the past. Weitzel said that if the buildings are gone, there is not a compelling reason to include it in a district McCafferty said that further along in the process, the Commission wilt at least have received a draft of the National Register nomination for the Ronalds Street Historic District. She agreed that while there is certainly a cultural component, the Commission also has to look at where the natural boundaries fall. McCafferty added that the input from the neighbors could change the way this is looked at. Maharry said if people come to the meetings and say they want their properties included, that would certainly be okay. Enloe said the reason Ronalds Street has been considered separately is that there is enough integrity in this area to designate it as an historic district, which would give it more protection that a conservation district designation. Maharry said the next step in the process is to hold the Goosetown neighborhood meetings. He said the map will be shown to the neighbors and the Commission can get input as to what people think. Maharry asked if there is a list of Goosetown Neighborhood leaders available. McCafferty said she can work with Marsha Klingaman to compile a list, and the first meeting could possibly held at the end of January. Historic Preservation Commission December 11, 2003 Page 3 Maharry pointed out that during the survey of the neighborhood, he noticed that on both sides of Rochester and on Hotz Street there is a group of about 50 cohesive homes that the Commission might want to consider for a survey sometime in the future. FINANCIAL ASSISTANCE (TARP) McCafferty referred to information in the packet regarding the Targeted Area Rehabilitation Program (TARP). She said that the intent of TARP is housing rehabilitation and to some extent historic preservation. McCafferty said the goal of the program as assisting homeowners in targeted areas with the rehabilitation of owner-occupied residential units. She stated that the program is aimed at homeowners of moderate income. McCafferty said one advantage of the TARP is that it is funded by the City so that there are fewer lead abatement issues. She said she has spoken with Steve Nasby and Karin Franklin about the program. McCafferty said there is the potential for the Commission to propose some revisions to the program such as modifying the boundaries. She said the areas were selected by overlaying the census tract information with the areas that were determined to be in need of rehabilitation. McCafferty stated that the City Council determines how much money goes to the program and what happens with it. McCafferty said other options include proposing a program to City Council that is specifically for historic preservation or forming a partnership with private organizations to fund a program. McCafferty said the City Council is concerned about adding the economic hardship ordinance to the historic preservation ordinance and how to deal with it. She said that other communities have financial incentives for preservation. McCafferty said it would be useful to have a fund that could pay for the up the difference between the cost of doing a project with preservation in mind and the cost of doing it the conventional way. Weitzel stated that he would prefer using this kind of financial aid to lessening the strength of the guidelines. McCaffedy said the key question is where the money will come from. She said that for houses with less significance, the Commission might be more inclined to relax the guidelines. McCafferty said that for a property with landmark eligibility, the Commission may want offer financial aid and not relax the guidelines. She added that the TARP program consists of loans to homeowners. Weitzel said he knows there are people in other neighborhoods who are interested in assistance. McCafferty said she will continue to look at the options. She said she will find out the interest rate on the loans and will e-mail the information to Commission members. McCafferty added that 40% of the current historic and conservation district properties overlap the TARP districts. IOWA CITY HISTORIC PRESERVATION HANDBOOK: McCaffer[y reported that the Handbook can be adopted by resolution. She said there is concern on the part of Franklin and the legal staff that the Commission understands that these are guidelines and can therefore be deviated from, as long as a clear reason is stated. McCafferty said that because these are guidelines and not an ordinance, they can be adopted by resolution. McCafferty said this will be on the City Council's January 6~ agenda. She said an ordinance to allow for a design review subcommittee and a resolution amending the bylaws will also be considered at this time. She pointed out that adoption by resolution would only require a single vote of the City Council, and this would also not have to go through the Planning and Zoning Commission. Brennan said that in reading the guidebook, it states that the Commission's purview extends to the exterior of a building only. He said, however, that in the definition of "demolition" it mentions interior columns, especially with regard to demolition. McCafferty said that this likely comes from the old guidelines. Weitzel said the Commission is concerned only with the exterior appearance. McCaffedy said she will look at this definition to ensure that it is not misleading. Historic Preservation Commission December 11, 2003 Page 4 Brennan asked about the definitions on page 71 regarding a primary building and structures. McCafferty said that in rare instances, a historic structure might not be a building. Brennan said that the Handbook should contain the definitions of object, site, and building. He said that the definitions of property and structure each refer to the other so that they are circular definitions. Brennan said he was okay with the guidelines but would be concerned with this if it became law. McCafferty said a property is evaluated as contributing or non-contributing based on the primary building and she will look at these definitions Brennan said his main concern is the new item number one under the definition of historic district. McCafferty responded that item number one comes from the requirement by State law that for an historic district, 60% of the properties have to contribute to the historic district. Brennan said he was not certain that was from State law. McCafferty said it was either from State law or the Secretary of the Interior. Brennan said State law requires compliance items 2 through 7 and number one is an additional requirement above and beyond. McCafferty said she would look into this but said the legal issues are based on the ordinance in place. She said if Brennan is concerned about the legal issues, it would be more appropriate to discuss this with the Legal Department. Brennan said he felt that if this was being changed, it is important for the Historic Preservation Commission to know how and why it is changing. McCafferty stated that this is based on the previous Handbook and the existing ordinance. She said the ordinance hasn't been completely rewritten yet. McCafferty said there may be some changes to the Handbook once the ordinance is evaluated more closely. Brennan said that by definition, if one has item one, then items 2 through 7 are also met He said that the conclusion from number one is that if an area qualifies under the National Register, then everything else falls into place. Brennan said that is putting the cart before the horse. McCafferty said the intention is to comply with State law and the Secretary of Interior and she will look further into this issue. APPROVAL OF MINUTES: NOVEMBER 13, 2003. MOTION: Weitzel moved to approve the minutes of the November 13, 2003 meeting of the Historic Preservation Commission, as written. Enloe seconded the motion. The motion carried on a vote of 9-0. ADJOURNMENT: The meeting was adjourned at 8:05 p.m. Minutes submitted by Anne Schulte data on cit ynt/p cd/mintJ t e s/h pc/h pc12-11-03 doc RULES COMMITTEE MEETING MINUTES January 12, 2004 Committee Members Present: Champion, O'Donnell StaffMembers Present: Kan' Historic Preservation Commission By-Law Change The Rules Committee recommends approval of the changes as recommended in the Historic Preservation Commission minutes of April 24, 2003, and outlined in the proposed changes attached to the minutes. BY-LAWS IOWA CITY HISTORIC PRESERVATION COMMISSION ARTICLE I. MEETINGS Section 1..Regular Meetinqs. Regular meetings of this Commission shall be held once each month. In addition, a date and time shall be reserved for a second meeting each month for the purpose of reviewing Certificate of Appropriateness applications. If no applications are filed for review at the second meeting, the meeting need not occur. Section 2. Special Meetinqs. Special meetings of the members may be called by the Chairperson and shall be called by the Chairperson's request for members of the Commission. Section 3. Place of Meetinqs. Regular meetings shall be in the Iowa City Public Library, Civic Center or other appropriate meeting place in Iowa City, Iowa. Should these places be unavailable, another meeting place shall be selected. Section 4. Notice of Meetinq. Notice and agenda for all regular meetings shall be distributed to all members of the Commission and the press. Special meetings may be called upon notice to all members of the media at least 24 hours before a special meeting is held. All provisions of the State Open Meetings Law shall be followed. Section 5. Quorum. A majodty of the members of the Commission shall constitute a quorum at any meeting and a majodty of votes cast at any meeting at which a quorum is present shall be derisive of any motion or election. Section 6. Proxies. There shall be no vote by proxy. Section 7. pub c Discussion. Time shall be made available during all regular meetings for open public discussion. ARTICLE II. MEMBERSHIP Section 1. Membership. The Historic Preservation Commission shall consist of $cvc,q mcmbcm one representative from each historic district and four members selected at-largc; tc,,-m,, of ........... hip. The Chairperson and Vice-Chairperson will be elected annually by the Commission members. Ail members shall be qualified electors of the City of Iowa City, Iowa, and shall serve as members without compensation, but shall be entitled to the necessary expenses, including travel expenses, incurred in the discharge of their duties. Section 2. NOmination. The City Council shall appoint members to the Historic Preservation Commission as vacancies occur. If a position/appointment becomes vacant by reason of resignation or otherwise and results in an unexpired term, the Council may choose to fill the unexpired term in such a manner that the appointee shall continue in the position not only through 2 the unexpired term but also through a subsequent regular term. Section 3. Terms. J ~,,,,,, *h .... ;'"~"" "f * .... ~ ......t ..... ~ ........... Members shall be appointed for three-year terms. All terms expire March 29. Section 4. Absences. Three consecutive unexplained absences of a Commission member may result in a recommendation to the Mayor from the Commission to discharge such member and appoint a new Commission member. Section 5. Orientation for New Membem. Pdor to the first regular meeting following their appointment, new members shall be provided with copies of the pertinent portions of the City Code, Histodc Preservation Commission By-laws, and other documents that would be useful to Commission members in carrying out their duties. ARTICLE III. OFFICERS Section 1. Number. The officers of this Commission shall be a Chairperson and Vice- Chairperson, each of whom shall be elected by members of the Commission. Section 2. .Electon and Term of Office.. The officers of this Commission shall be elected annually. Section 3. ~/acancies. A vacancy in either office shall be filled by Commission members for the unexpired portion of the term. Section 4. Chairperson. The Chairperson shall, when present, preside at all meetings of the members, appoint committees, call special meetings and in general perform all duties of the Chairperson and such other duties as may be prescribed by members from time to time. Section 5. ~erson. In the absence of the Chairperson or in the event of death, inability or refusal to act, the Vice-Chairperson shall perform the duties of the Chairperson and when so acting shall have all the powers of and be subject to all the restrictions upon the Chairperson. ARTICLE IV. CONDUCT OF COMMISSION AFFAIRS Section 1. Aqenda. The Chairperson or a designated representative, together with appropriate members of the City staff, shall prepare an agenda for all regular Commission meetings. Agendas are to be sent to Commission members, the City Council and the media at least three days prior to the regular meetings. Section 2. Secretary. A secretary, not to be a Commission member, shall be provided for all regular and spedal meetings. Section 3. Minutes. Minutes of all regular and special meetings are to be prepared and distributed to Commission members and approved by the Commission pdor to being sent to City Council, in the manner prescribed by the Council. Specific recommendations for the Council are 3 to be set off from the main body of the minutes, and appropriately identifiedl Section 4. Policies and Proqrams. Periodically, the Commission shall review the pelides and programs of the City relating to histodc preservation, and make such recommendations to the City Coundl as are deemed appropriate. Section 5. Referrals from Coundl. From time to time letters, requests for information, requests for recommendations, and other matters are referred to the Commission by the City Coundl. The Commission shall initiate the consideration of such items at the next regular meeting following receipt, and shall notify council of its disposition. Section 6. Attendance at Council Meetinqs. The Commission Chairperson or designated representative are to be in attendance at all City Council meetings, including informal sessions, at which matters pertaining to the Commission are to be discussed or when actions concerning the Commission's responsibilities are tO be taken. The Commission's Chairperson is to receive Council agenda pdor to each Council meeting, and is to be otherwise notified of. meetings involving Commission business. Section 7. Annual Report. An annual report, detailing the activities of the Commission, shall be prepared by the Chairperson, approved by the commission, and submitted to the City Council. Section 8. Liaison with Planninq and Zoninq Commission. At such time as the Commission undertakes any business which is deemed pertinent to the activities of the Planning and Zoning Commission, the Planning and Zoning Commission shall be so notified, and may send a representative to the next meeting of the Histodc Preservation Commission to ac{ as a liaison between the two Commissions. Section 9. Ex parte Contacts. A member who has had a discussion of an agenda item outside of a public meeting with an interested party shall reveal the contaqt prior to staff report, naming the other party and sharing specifics of the contact, copies if in writing or a synopsis if verbal. Provided, however, that in ruling upon applications for certificates of apprepfiateness, the Commission is acting in a quasi-judicial capacity. In these maters, ex parte communications item outside of a public meeting between members of the Commission and parties or persons with a personal interest in the application should not occur, in accordance with Rodine v. Zoning Board of Ad/ustment of Polk County, 434 N.W. 2d 124 (1988). Section 10. Des(qn Review Subcommittee. The Commission shall have the authority to establish a historic preserva#on design review subcommittee to reView and make recommendations to the Commission regarding applications for certificates of apprepdateness. Said subcommittee shall consist of three members of the Commission, appointed annually by the Commission, to serve one year terms. ARTICLE V. AMENDMENTS Section 1. These by-laws may be altered, amended or repealed and new by-laws may be adopted by the members at any regular meeting or at any special meeting called for that purpose.