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HomeMy WebLinkAbout1996-02-27 Bd Comm minutesMINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, DECEMBER 20, 1995 ~ 7:30 PM CIVIC CENTER - CONFERENCE ROOM MEMBERS PRESENT: Sue Chase, Cortney Daniels, Nancy English, Richard Hoppin, Les Kuehl, Jessica Neary, Donald Otto, Jim Pugh, Larry Wilson MEMBERS ABSENT: John Pelton, Catherine Pugh STAFF PRESENT: Charles Denney, James Erwin CALL TO ORDER, INTRODUCTIONS, AND ANNOUNCEMENTS: Chairman Kuehl called the meeting to order at 5:35 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Jessica Neary announced her intention to resign from the Commission following the January meeting. She said that working on the Commission had been enjoyable and rewarding. She indicated that she was moving to California, Kuehl noted that there were openings on several City Commissions. CONSIDERATION OF THE MINUTES OF THE OCTOBER 18 AND NOVEMBER 15, 1995, MEETINGS: Wilson and Pugh both indicated they had corrections to the October 18 minutes. Hoppin noted that a passage on the last page should read "C. Pugh motioned". MOTION: C. Pugh moved to approve the minutes of the October 18 meeting. Chase seconded. The motion was carried by a vote of 8-0. MOTION: Otto moved to approve the minutes of the November 15 meeting. Hoppin seconded. The motion was carried by a vote of 8-0. RIVER CORRIDOR TRAIL UPDATES: 1. IMU Bridqe to Iowa Avenue. Denney noted the City Council had approved plans for the River Corridor Trail, and that bids on the project would be opened in January. He noted that the City Engineer had been directed to look into possible other sites for borings, including the Iowa Interstate Railroad embankment at Mormon Trek Boulevard and the Pine Street tunnel, as having boring equipment in Iowa City could result in cost savings. 2. Burlinqton Street to Hiclhway 6. Denney indicated that plans should be completed soon, Riverfront & Natural Areas Commission December 20, 1996 Page 2 Hiqhwav 6 to Naooleon Park. Dennay indicated that Iowa City's application for Statewide Transportation Enhancement funding was still pending. Willow Creek Trail. Dennay noted there was a possibility of connecting with the Galway Hills subdivision. He said that plans should be ready in January, and that Iowa City would likely request local Transportation Enhancement funding. Denney said that Iowa City was pursing construction of a trail over the Iowa River Power Company Dam, and had approached Coralville about a cost sharing agreement, but that there had been no commitment yet from Coralville. Kuehl said that he could speak to the Coralville Council as a representative of the Commission. UPDATE ON DEVELOPMENT ITEMS: Dennay'noted that the Sensitive Areas Ordinance had been passed by the City Council. He said tha[ three site plans had already been affected in the past week. Pugh asked if the development plan adjacent to the Johnson County Fairgrounds would be affected. Denney replied that it was difficult to tell at this point. Dennay then noted that the Department of Public Works was taking the Sensitive Areas Ordinance seriously. He then said that consultants were preparing a report on storm water management basins in the southeast quadrant of Iowa City. ELECTION OF COMMISSION OFFICERS: Kuehl announced his intention to step down as Chairperson. He noted that it was difficult to perform effectively as Chairperson of the Commission and maintain his workload. Wilson asked if the voting would be by open ballot. Denney indicated that the City Attorney's Office had raised concerns in the past regarding a vote by secret ballot. J. Pugh agreed to serve as Chairperson. He commented in passing that issues should be discussed more thoroughly before meetings. IVlOTION: English moved to nominate J. Pugh as Chairperson of the Riverfront and Natural Areas Commission. Chase seconded. Discussion. There was none. IVIOTION: Otto moved to close nominations. Hoppin seconded. J. Pugh was elected Chairperson of the Riverfront and Natural Areas Commission by a vote of 8-0. MOTION: Otto moved to nominate Daniels as Vice-Chairperson. English seconded. Discussion. Riverfront & Natural Areas Commission December 20, 1996 Page 3 Daniels remarked that she had concerns over the amount of time required. She indicated that she would likely step down should the position prove too time-consuming. The Commission was in general agreement. J. Pugh suggested that tyro persons could jointly hold the position. Kuehl noted that proper delegation of tasks would prevent any real problems from occurring. MOTION: Wilson moved to close nominations. Otto seconded. Chase was elected Vice- Chairperson of the Riverfront and Natural Areas Commission by a vote of 8-0. DISCUSSION OF COMMISSION'S GOALS AND DIRECTION: Daniels noted that she had submitted a memorandum about the December 5 meeting outlining a regular yearly schedule for the Commission. Denney then added that the bylaws of the Commission were included in the packets for the meeting. He said that the new City Directory would be available in January or February and that it provides the names and phone numbers of key City staff and other Board and Commission members as requested. Daniels said that the Commission needed to increase its visibility. J. Pugh noted certain people volunteered for the Planning and Zoning Commission or the Parks and Recreation Commission that might have volunteered for the Riverfront and Natural Areas Commission had the Comm~ssion's visibility been higher. He said there was a need to educate new members. He then noted that many saw the Riverfront and Natural Areas Commission as lacking the power of the Parks and Recreation or Planning and Zoning Commissions because ~t has no direct funding or budget recommendation responsibilities. Daniels asked how funding is determined. Denney replied that the City staff prepares annual budgets for consideration by the City Council in February. J. Pugh noted that other Commissions were similarly overlooked. Chase asked if the Commission could apply for a grant, as it was not funded regularly by the City. Denney said that the Commission could not, but that it could ask City staff to assist in drawing up a budget request for specific projects. He noted that the City Council has approved a number of initiatives recommended by the Commission recently, including trail projects and the Sensitive Areas Ordinance. Also, the RNAC activities are included in the Urban Planning Division budget. Kuehl noted that he approved of the calendar outlined in the memorandum from Daniels. Daniels said that an orientation guidebook would be helpful to new members of the Commission, which could possibly include the bylaws and open meeting rules. Kuehl asked if an executive meeting could be held in January to draw up a guidebook. Pugh agreed, saying that executive meetings were often productive. Daniels suggested that a standing steering committee would be a good idea. Pugh thought such a committee could initiate and oversee ~mportant projects. Danmls said she could set a time for discussion. Daniels then suggested that the Commission should consider a retreat. Wilson noted that retreats were good for brainstorming goals and methods. Pugh then suggested that the same productivity could come from a longer evening meeting. Wilson noted that focus was the important ~ssue. Daniels said that ideas could be brainstormed and then worked on by small groups. Daniels noted that attendance was the important issue. Wilson suggested that reminder memoranda could be sent out, and if a member of the Commission missed three meetings in a row, the Commission could take action. Pugh noted that there was no point m scheduling meetings without a quorum, and that the issue could be further discussed at the retreat. Riverfront & Natural Areas Commission December 20, 1996 Page 4 FIRST REPORT: Denhey noted that FIRST and Bicyclists of Iowa City were working on a bikeways map for the Iowa City/Coralville area. One side of the map would include trails and on-street bike routes, the other side of the map will have information on parks, bicycle safety, and other related topics. He said that funding would either come from a joint effort of the two cities, from advertising or some combination of the two. Wilson asked if the Commission could fund the project itself. Daniels asked if there was any other way for the Commission to connect itself with the map project. Denney noted there had not yet been a formal request for funds. He noted that the Commission could help support the project and gain recognition on the map if Iowa City participated in funding the project. ADJOURNMENT: IVIOTION: Pugh moved to adjourn the meeting at 7:00 PIVi, Chase seconded. The motion was carried by a vote of 8-0. Minutes submitted by James Erwin. MINUTES RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, JANUARY 17, 1996 - 5:30 P.M. CIVIC CENTER - COUNCIL CHAMBERS MEMBERS PRESENT: Sue Chase, Cortney Daniels, Richard Hoppin, Jessica Neary, Don Otto, Rex Pruess, Jim Pugh, Larry Wilson MEMBERS ABSENT: Nancy English, Les Kuehl, Catherine Pugh STAFF PRESENT: Charles Denney, Jeff Hating OTHERS PRESENT: Nancy Seiberling CALL TO ORDER, INTRODUCTIONS, AND ANNOUNCEMENTS: Chairperson J. Pugh called the meeting to order at 5:34 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: The Riverfront and Natural Areas Commission granted Commission member Jessica Neary a Certificate of Appreciation for her dedication and guidance in protecting, preserving and enhancing the natural features of Iowa City. J. Pugh said he is attempting to arrange a steering committee meeting concerning the Com- mission calendar and goals and direction. J. Pugh said nothing had yet been arranged, but he would keep people notified if anything were to progress in that direction. J. Pugh noted that the City Council will be discussing budget considerations next Tuesday, January 23, 1996 (see memorandum dated Jan. 10, 1996). Each of the City's Boards and Commissions have been invited to make an appeal for budget considerations at that time, Denney noted that Commission activities are included in the Urban Planning Division Budget. Denney noted that if the Commission has any special budget requests, those should be presented on January 23, Denney pointed out that the Council has supported projects, such as the Iowa River Corridor Trail, advocated by the Commission. J. Pugh noted that there has been greater interest on the part of the Commission, to take more field trips to become more knowledgeable about areas of concern around Iowa City, as well as to learn more about things of concern to the Commission. Nothing further was discussed along these lines. J. Pugh suggested that video and slide presentations be held at the beginning of meetings, rather than at the end. J. Pugh feels this will give everyone time to have coffee and treats, should there be any, before the meeting has progressed too far. There were no comments. Riverfront & Natural Areas Commission January 17, 1996 Page 2 CONSIDERATION OF THE MINUTES FROM THE DECEMBER 20, 1995, MEETING: MOTION: Daniels moved to defer consideration of the minutes from the December 20, 1995, meeting of the Riverfront and Natural Areas Commission, until the February, 1996, meeting of the Commission. Chase seconded. The motion carried on a vote of 8-0. (Wilson arrived at 5:48 p.m.) PRESENTATION OF THE HERITAGE TREE PROGRAM: Nancy Seiberling, representing the Heritage Tree Program of Iowa City, was present. Seiberling handed out tour guides, which are packets of brochures on tree walks throughout various parts of the city. Seiberling briefed the Commission on the concept of the Heritage Tree Program. Seiberling says the program will require a systematic approach to succeed that will consist of surveying of trees throughout the community, consciousness raising, and fund raising. Seiberling says the City Forestry Department and the Parks and Recreation Division are aware of the program, but little has been done within the City to evaluate and implement such a program. Seiberling noted that the city of Cedar Rapids Forestry Division spends upwards of $12 per capita, whereas Iowa City spends only about 93.25 per capita. The Commission felt something should be done to raise awareness, possibly in conjunction with Arbor Day on April 26, 1996. Wilson noted there is an annual Arborist Conference, held at I.S.U. in the spring, and he would bring information to the next meeting. It was also brought up that River Month could be more all-encompassing, perhaps titled "Natural Areas Month", and the topic can change from year-to-vear. The Commission agreed and expressed a desire to discuss the issue in more detail at a future meeting. Rex Pruess was introduced as the new Parks and Recreation Commission representative to the Commission. PRESENTATION ON SOUTH AREA STUDY: Denney reminded the Commission of the memorandum the Commission members received last month on this subject. Denhey displayed a map of the area in question. Denney said the intent of this notification is to receive citizen input on the vision for the area, before things have progressed too far and direction of development is left up to the developers. Denney sa~d this input will help in creating a revised comprehensive plan for the area, which is a set of policy guidelines that assist in shaping future development. Pruess said he is aware that residents of the Pepperwood Neighborhood area would like to see an east-west trail installed along the back lot lines of residences on the south s~de of Burns Avenue, running to and through Wetherby Park. Denney noted that one thing staff is attempt- ing to develop is a more nee-traditional method of development for the area. Denney said nee-traditional development consists of a more grid-like street plan, and centrally located neighborhood commercial centers that provide the everyday necessities, like groceries, barber shops, etc., all on a smaller, more neighborhood-friendly scale. Denney said this item will appear before the Commission again before any final recommendations are made. Riverfront & Natural Areas Commission January 17, 1996 Page 3 The Commission indicated that they were glad to see that Planning for this part of the City was taking place before development occurred. The Commission encouraged the creation of open spaces and greenways in an interconnected system, as opposed to isolated areas of open space. REPORT FROM THE EXECUTIVE COMMITTEE: Daniels said J. Pugh and herself had talked on the telephone, but did not accomplish much due to the absence of other Committee members as a result of the Holidays. Daniels suggest- ed the Committee meet at the conclusion of this meeting, to set a time to meet. Daniels hopes to have a calendar of pending items drawn up, in the near future. RIVER CORRIDOR TRAIL UPDATES: IMU BridGe to Iowa Avenue. Denhey said the project would be bid before the end of the month, Burlington Street to Hiclhwav 6. Denhey said he received the revised plans back from the consultant, and these have been forwarded on to the Engineering Division, Hiqhwav 6 to Napolean Park. Denney said this item will be considered by the Trans- portation Commission on February 6, 1996. Denney said he has not received one word from the IDOT since he submitted the application. 4. Willow Creek Trail. Final plans are being reviewed. UPDATE ON DEVELOPMENT ITEMS: Denney discussed a proposed amendment to the Sensitive Areas Ordinance to allow consideration of development activities on previously altered protected slopes. These are slopes created by cutting and filling activities. Denney also said that the first Sensitive Areas Development plan has been received and is being reviewed. The property is located at 517 S. Linn Street. Approval of the plan would require approval of the previously mentioned ordinance amendment. COMMISSIONERS' REPORTS: There was none. F.I.R.S.T. REPORT: There was none. Riverfront & Natural Areas Commission January 17, 1996 Page 4 ADJOURNMENT: MOTION: Otto moved to adjourn the meeting at 7:12 p.m.. Wilson seconded. The motion carried on a vote of 8-0. MINUTES PARKS AND RECREATION COMMISSION JANUARY 10 , 1996 MEMBERS PRESENT: Jana Egeland, Judith Klink, Deb Liddell, Bruce Maurer, Matt Pacha, Rex Pruess, Alan Stroh, Ross Wilburn STAFF PRESENT: Melody Rockwell, Bob Howell, Marilyn Kriz, Mike Moran, Terry Trueblood FORMAL ACTION TAKEN: FUTURE MTGS.: P&R FOUNDA- TION APPT.: RNAC APPT.: NOS TASK FORCE: Moved by Klink, seconded by Pacha, to aDprove the December 13, 1995 minutes as written. Unanimous. Moved by Pruess, seconded by Wi!burn, to elect Matt Pacha as Chair, Jana Egeland= as Vice Chair, and Bruce Maurer as Secretary/Treasurer of the Parks and Recreation Foundation Board of Directors. unanimous. The commission discussed next month's meeting time and changing the date of the March meeting. It was agreed to change next month's meeting time to 5:00 p.m., and the commission's meeting in March to March 6. Liddell stated officially changing the commission's monthly meeting time from 5:30 p.m. to 5:00 p.m. will be voted on at next month's meeting° Pruess stated he would not be able to attend the February meeting, but supported this change. Liddell stated the Parks and Recreation Foundation 'Board of Directors is to consist of four members of the commission, along with up to seven additional members from the general public. Pacha briefly described the primary purpose of the foundation. Liddell indicated Egeland, Maurer and Pacha are presently serving on the Board, and recommended the following slate of officers: Pacha, Chair; Egeland, Vice Chair; Maurer, Secretary/Treasurer. Moved b~ Pruess, seconded by Wilburn, to elect Matt Pacha as Chair, Jana Egeland as Vice Chair, and Bruce Maurer as Secretary/Treasurer of the Parks and Recreation Foundation Board of Directors. Unanimous. Liddell stated the remaining appointment would be made at next month's meeting. Liddell stated a commission member needed to be appointed to the Riverfront and NaturalAreas Commission. She also asked for one or two volunteers to serve as substitutes. Wilburn and Klink volunteered to serve as substitutes, with Pruess volunteering to serve as the commission's representative on the Riverfront and Natural Areas Commission. The commission discussed the Neighborhood Open Space Task Force and the need to finalize its charge. The task force had discussed meeting with the neighborhood associations to present and receive their input on the proposed Neighborhood Open Space SOUTH AREA STUDY/ PLAN: Action Plan. Liddell asked the task force to meet to determine how to proceed and to set up a schedule to meet with the neighborhood associations. She stated at next month's meeting she would elicit commitments from members to attend one to two of these meetings. Klink indicated she and Egeland will be meeting with the Galway Hills and Walnut Ridge neighborhood groups on January 23. Melody Rockwell addressed the commission with respect to the South Area Study/Plan, and presented a map outlining the study area. She stated once the South River Corridor Interceptor Sewer is constructed within the next two years, there will be a demand for residential development in this area. Prior to considering development requests in the south area, the Planning and Zoning Commission and the City Council will be considering a neighborhood plan. They will be using the VISION 2000 statements which were developed by the task forces formed two years ago to envision and plan for the community's future. She stated they are trying to increase the sense of pedestrian access, emphasizing trails and small park areas throughout. They are also looking at environmentally sensitive areas and will be adhering to the recently adopted sensitive areas ordinance. She asked for ideas the commission might have on the type of open space that should be planned. Pruess indicated he would like to see a trail between Wetherby Park and the ornate box turtle area, and a trail on top of the sewer trunk line to provide connectivity between Napoleon Park and the south area. Rockwell indicated with respect to the box turtle area, she would be reluctant to have too many people walking through this area which may threaten the turtle population. She indicated that i~ could be something for them to look at, noting possibly erecting a fence around the area where people could still observe the turtles. Pruess shared her concern with possibly disrupting the area. Trueblood stated he has made the City Attorney and the Public Works Director aware of the commission's interest in utilizing easements for trail purposes, but he needs to follow-up further. Klink also stated telephone/utility easements should also be looked at, with Rockwell stating it is more difficult because they would be working with a private entity. She indicated it was something they could look into, noting the city has more rights over city-owned easements tha~ private ones. Pruess pointed out an easement on Pepper Drive between two residences, and indicated there is interest in constructing a sidewalk in this area which would connect to Wetherby Park. Trueblood stated from staff's perspective, trails connecting parks and open areas, and active use neighborhood parks between Wetherby and the soccer complex are needed. Liddell felt it was important for the school and city to work together in having the future school site in this area also serve as an active park. Klink stated she was in favor of preserving as much woodlands and wetlands as possible. Rockwell asked if there were any ideas where neighborhood parks should be 2 P&R FOUNDA- TION REPORT: COMMIS- SION TIME: located in this area, with the consensus being to have a park on each side of Sycamore with trails connecting to the soccer complex. Pruess indicated there was potential for a commuter trail straight west from Wetherby to Napoleon Park. Rockwell encouraged the commission to contact her with any other ideas and suggestions, noting staff will be setting up a charette and public meeting to receive input from the general public. Pacha reported a meeting was held January 3 with the group formed to look at the proposed plans for the expansion of the Mercer Park Aquatic Center. He stated there were feelings expressed about promoting this as a youth facility, involving the School District, providing walking/jogging and exercise areas, and space for spectators° He stated the commission's co~ittee will be meeting to discuss the primary needs, keeping the project affordable and how to package it. Egeland welcomed the new commission members, Allen Stroh and Ross Wilburn. Pacha asked if other city'departments have a similar 45% goal of their operating budget, less capital outlay, supported with non- property tax revenues. Trueblood stated this was a self-imposed goal of the Recreation Division, and was not aware of other departments other than those that have enterprise funds that need to be covered 100%. Klink stated she discovered Doug Jones/Sierra Club's guide to natural areas in and around Iowa City on the World Wide Web (Internet). She indicated if the city is Dart of the Web it would be a great way to distribute information about possible trail ventures. Pruess indicated he met last night with the Pepperwood Neighborhood association, who still have questions about the area purchased adjacent to Wetherby Park. Staff will be meeting with this group in the near future. Pruess asked for an update on the Walden Wood area that was dedicated to the city for the purpose of providing a trail connection to the proposed Willow Creek trail. Trueblood stated he would determine if the land has been officially accepted. He noted progress being made on the Willow Creek trail, which will be going out to bid fairly soon. Pruess asked if the Walden Wood parcel could be included in this project. Trueblood stated the firm was hired to put together the Willow Creek trail plans and specifications some time before the Walden Wood parcel was dedicated, and it may not be possible to include it at this time. Staff will investigate the possibility. Stroh noted he appreciated being made felt welcome and a meeting that adhered to its agenda and time° 3 Liddell encouraged members to visit Sturgis Ferry Park to observe the bald eagles in this area. CHAIR'S Liddell stated she, Pacha and Trueblood discussed the REPORT: feasibility of a 90 minute meeting. The commission as a whole endorsed this proposal. Liddell established this as a goal, noting it would not be possible to meet if there is a heavy agenda. She encouraged commission members to contact her at any time with comments or suggestions. DIRECTOR'S REPORT: Trueblood reported on the following: PreseBtation of Budget. The City Council is meeting on January 23, and boards/commissions are invited to appear before them to present any issues they believe are pertinent to the budget request made by the department. Jensen and Neuzil Properties. The city is proceeding to 'get an appraisal on both parcels. 1996 CDBG and HO}~E Funding. A memo is included in the packet stating proposals for funding through the CDBG and HOME programs are being solicited. The deadline for submission of proposals is February 7. Staff will be meeting to discuss possibilities° Trueblood noted that, realistically, funding of Parks and Recreation projects is generally not a high priority. Commission Vacancy. Three individuals have applied to fill the vacancy on the commission created by Dee Vanderhoef's election to the City Council. The City Council will be making the appointment at its January 16 meeting. Iowa City Girls Softball. Napoleon Park will be torn up during the sewer pipeline project this summer, and alternative plans will need to be made for the Iowa City Girls Softball games. Staff will be discussing with the University of Iowa the possibility of lighting three fields at the U. of I. complex and transferring the Girls Softball games from Napoleon to this complex. Moved by Pacha. seconded by Wilburn, to adjourn. The meeting adjourned at 6:40 p.m. Unanimous. 4 MINUTES IOniA CITY AIRPORT COMMISSION T~URSD~Y J~%NUi%RY 11, 1996 - 5:45 P.M. IOWA CITY TRANSIT FACILITY MEMBERS PRESENT: Howard Horan, Rick Mascari, Richard Blum, Pat Foster STAFF PRESENTs Anne Burnside, Ron O'Neil CALL TO ORDERs Chairperson Horan called the meeting to order at 5:49 p.m. quorum of the Commission was present. A APPROVAL OF MINUTES~ The minutes of the December 14, 1995, meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari made a motion to approve the bills. motion and it was approved 4 - 0. Foster seconded the PUBLIC DISCUSSION - ITEMS NOT ON AOENDA: Robert Kistler, of the Sports Car Club of America ( SCCA ), requested time on the Commission agenda at the next meeting. His group would like to use a portion of a taxiway for a SCCA sanctioned event. They have done this in the past and wanted to hold one or two events in Iowa City again this year. Horan directed O'Neil to put this on the agenda in February° PUBLIC HEARING - CORPORATE HANGAR LEASES: Horan opened the hearing at 5:55 p.m. No one from the public presented information. O'Neil said the main issue in the lease was to decide if there was to be an increase in rent and what a fair market rent should be for the hangars. The CPI for land values in Iowa City had increased an average of over 3% per year since 1987. O'Neil surveyed ten other airports. Only two others offered comparable heated hangars. After a short debate, the Commission decided to increase the rent for the 5 year lease by 10%. Horan closed the hearing at 6:12 p.m. ITEMS FOR DISCUSSION/ACTION: ao Master Plan Study - Jerry Searle presented a lay out plan for the Airport Terminal Area that would be incorporated in the Airport Master Plan. The placement of the buildings and a priority for the construction of additional hangars was discussed. Information was presented by McClure Engineering on the cost of constructing a 100' X 100' hangar, south of the Airport Terminal. The Commission discussed how many tenants would be needed and what type of rent would be expected from each tenant to make the project workable. Blum said he is aware of at least two tenants that are interested in basing their business aircraft in Iowa City if additional hangar space is constructed. O'Neil will review the information presented by McClure and this item will be discussed at the next Commission. h. Corporate hangar leases - Mascari made a motion for a resolution to offer 5 year leases for corporate hangars # 31, # 32, # 33, and # 34. Foster seconded the motion, and at roll call vote, the motion passed 4 - 0, with Hicks being absent. o. Gordon Aircraft agreement- Gordon had exercised his option and requested an additional one year exteK~ion to his business agreement. The terms and conditions of the original one year lease were the same. Blum made a motion for a resolution to extend the Gordon Aircraft business agreement for one year. Mascari seconded the motion and at roll call vote, the motion passed 4 - 0, with Hicks being absent. do Iowa City/Coralville J. Co'S - No one from the J.C.'s was in attendance. O'Neil said he had contacted the co-chairperson of the J.C.'s Fourth of July Committee and she assured him someone would be at the meeting. O'Neil said he had requested a more detailed lay-out plan and work schedule for the event. Blum said the project takes about 25 to 30 hours of volunteer time from the Commission. Mascari volunteered at the December meeting to be the Commission's representative and contact person. This will be an agenda item at the February Commission meeting° e0 ADA improvements : Airport Terminal Building - O'Neil provided the Commission with four proposals for constructing the ADA improvements for the Airport Terminal. Improvements included making the main doors accessible and improvements to the men's and women's bathrooms. The low proposal was by Boyd Crosby Construction for $ 15,337. Foster made a motion for a resolution to accept the proposal by Boyd Crosby Construction. Blum seconded the motion and at roll call vote, the motion passed 4 - 0, with Hicks being absent. f. Iowa City School Distriot lease - The amount of rent for the parcel of property leased by the Iowa City School District is to be negotiated by March 1, 1996. Horan and O'Neil will contact the School District and negotiate a fair market rent. CHAIRPERSON'S REPORT: Horan said he will represent the Commission at the Council budget meeting on January 23, 1996. COMMISSION MEW~ER$~ REPORTS= Mascari wanted to discuss the snow removal policy. He wanted to change the policy to discuss when the airport would be plowed. He suggested plowing whenever the Street Department begins to plow. O'Neil said he thought the streets are plowed when there are two or three inches of snow, but salt and sand is used before that amount of accumulation. He will get a copy of the snow removal policy for the Commission. Blum said the current policy states that if it snows an inch or more, the manager is to have at least one runway open by daylight, which would be considered the beginning of the business day. This has been the policy that has been in affect for the last 15 years or so. Blum said safety is the main issue, but with a limited number of staff and equipment, the Commission is responsible for looking at what is economically and physically feasible for an airport of this size. Horan said the policy will be reviewed and will be an agenda item at the next meeting. Mascari said that he was concerned about the number of people that have master keys to the T-hangar buildings. O'Neil said that three of the buildings are leased to ICFS and they are responsible for the keys. Gerald Jones, from ICFS, said that sometimes in the past, instead of individual hangar keys being given out, ICFS gave out master keys. The master keys were to be returned when iDdividual keys were made available. ADMINISTRATIVE REPORT= O'Neil said Horan's Commission term is up for appointment. The Council will make the appointment at their January 30 meeting. SET NEXT MEETING= The next regular meeting is scheduled for February 8, 1996, at 5:45 p.m. ADJOURNMENT: Foster moved to %djourn the meeting. ihe meet~fng adjo~rne~t 8:18 p.m. Blum seconded the motion and MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM THURSDAY, JANUARY 25, 1996 - 5:00 PM Members Present: Margaret Cox, Stephen Greenleaf (arrived at 6:00 pm), Philip Hubbard, Mary McMurray, Mark Martin, Jesse Singerraan, Anne Spencer (left 5:35 pm), Jim Swaim, Chuck Traw Staff Present: Barb Black, Maeve Clark, Susan Craig, Martha Lubaroff, Liz Nichols CALL TO ORDER: President Traw called the meeting to order at 5:00 pm APPROVAL OF MINUTES: The minutes of the regular meeting of December 28 were approved. Cox/Martin UNFINISHED BUSINESS Followup on City Council's FY97 budget hearinq held on January 23. The Council members had several questions which Traw answered. Some of the questions concerned our reserve accounts and how they are used. Traw and Craig felt fairly confident that the budget as presented by the City Manager will be approved with most of our requests except those for additional permanent personnel and continued funding for building expansion planning. NEW BUSINESS Six month planning report. In June of 1994 the objectives for FY96 were approved by the Board. This is a six month review of the progress and completion of those objectives. Traw asked for questions or comments. Singerman commented on the Public Relations goal which calls for increased public awareness. Singerman felt that perhaps this goal was weaker than it should be. Craig responded that the grant requests and public relations activities related to the Centennial will achieve much of this goal. This particular goal is not the highest priority, takes large.resources and is difficult to measure. In this regard, Swaim encouraged the library to reach out to some of the agencies in the community who work with young adults. Although Neighborhood Centers are part of our outreach plan there was agreement that reaching out to other agencies is worth pursuing. A question was raised in terms of endowments and how the proposed StanleyAmendment would affect fundraising. The Stanley~u~endment, if passed, would force libraries to replace tax dollars if ICPL BOARD 0F TRUSTEES JANUARY 25, 1996 PAGE 2 fundraising was successful because a net gain would not be allowed. It would not be good for libraries. The Board praised the staff for a well done and an easy to follow report. Cable Franchise Report: Craig gave a brief history of Cable TV and the library in terms of space, programming, etc. The Franchise fee is 5% which generates close to $300,000 annually. The library is interested in participating in discussions regarding the passthrough fees. Issues related to community programming will be tackled in an attempt to pool resources. The issue of PATV remaining part of the library's expansion plans was raised. At the current time there is no plan for PATV to be included in a new building however it would be something that could be taken up again and negotiated for if there was a need and interest. Swaim encouraged some communication with PATV offering to discuss their needs. The library gets $38,000. There was encouragement to speak with them soon so that if necessary space could be included in our building plan. The Board was in agreement with Craig's writing a letter offering a meeting. Library's Centennial The kick off will take place in September of 1996 and events will end one year later. There will be a committee formed to work on this. It will be comprised of staff, library board members, former board and current or past Foundation Board and Friends Committee members. The committee will gather ideas and decide how to proceed. Library staff is asking for allocation from the Board of $1,000 from the Gifts & Bequests fund to cover initial expenses. Swaim moved approval of allocation to support expenses. Hubbard seconded. Hubbard asked about coordination of the Sesquicentennial of the State and University of Iowa. Craig said that they had a conversation with someone from the University and they will work on blending efforts. No further discussion. All signified approval by -saying Aye. The motion passed unanimously. Craig asked for volunteers for this committee from the current Board. Hubbard volunteered since he is on the University's sesquicentennial committee. Craig will recruit a former Board member as well. STAFF REPORTS Internet Service and Open House. This past Sunday invited guests came to the library to try the multimedia and world wide web access. General public use of WWW began Monday. This represents a great deal of work by staff members. A live radio show took place from the library this week. Staffmembers were interviewed by Roy Justice. Two more Open Houses are scheduled. ICPL BOARD OF TRUSTEES JANUARY 25, 1996 PAGE 3 Iowa Legislative Day on February 28. Craig will be attending. Board members were invited to attend. Right tO Know traininq. In response to a federal hazardous materials law that says employees need to be apprised of hazardous materials in the workplace, training took place for all City employees here at the library. Development Office report. Included in packet "View from the 13th floor", an article from Iowa CityMagazine that mentions the library, was included for the pleasure of the Board. Inserv~ce Day report was passed out at the meeting. Evaluations were positive and the staff will recommend continuing Inservice Day when the FY97 calendar is discussed. ANNOUNCEMENT FROMMEMBERS A report was made on the University Heights City council meeting where the possibility of contracting for library service was discussed. Craig, Spencer, Heidi Lauritzen, Director and a Trustee from the Coralville Public Library attended. The Council had not received copies of the proposal sent to the Mayor so they listened, said they would talk about it and get back to us. There appeared to be some interest. They indicated that the range of money talked about based on per capita tax support seemed reasonable. They talked about getting community input at a meeting in February. COMMITTEE REPORTS Facilities Planning Committee Report Traw requested moving into a closed session for the purpose of discussion of an offer to purchase real estate. Disclosure could affect negotiations of such an offer. A motion was made by Singerman and seconded by Martin. A rollcall vote of all members was unanimous in favor of moving into closed session and a tape recorder was turned on. Let the record show that Trustees are in Executive session. A motion was made to return to Open Session by Greenleaf and seconded by Martin. All said Aye. Let the minutes reflect that the Trustees went into closed session to discuss possible property acquisition for the expansion of the library. ICPL BOARD OF TRUSTEES JANUARY 25, 1996 PAGE 4 FINANCIAL REPORTS FY96 Six month gift account. It was explained that the negative balance in one of the accounts was due to a transfer made after the report was printed. FY96 Six month receipts. The Receipts are in good shape. FY96 Six month expenditures. Craig pointed out some high numbers in printing, but overall budget is in good shape six months into the year. OTHER REPORTS Six month Output Statistics Circulation figures are down a little. Children's circulation has dropped a bit. Reserves are higher due to the free reserves. Six month Open Access Report Craig explained that this reflects the fastest growing segment of our use. DISBURSEMENTS Review VISA expenditures for December'95. Approve Disbursements for December 1995. Motion to Approve made by Singerman and seconded by Cox. Passed Unanimously. SET AGENDA ORDER FOR FEBRUARY MEETING Executive Session to discuss property acquisition. Policy reviews. ADJOURNMENT: Motion to adjourn was made by Spencer and seconded by Hubbard at 7:00 pm Minutes submitted by Martha Lubaroff. RULES COMMITTEE MEETING FEBRUARY 9, 1996 10:00 A.M. COMMITTEE MEMBERS PRESENT: Novick, Norton STAFF MEMBERS PRESENT: Karr, Rockwell Board of Adjustment Procedural Rules: The Rules Committee recommends adoption of the Procedural Rules with the following changes: Article [. Authority, At the request of the City Attorney the paragraph should be formatted to reflect "...City Code, Title 14, Chapter 4, entitled "Land Control and Development", Article B, entitled "Board of Adjustment,"..." Article II. Membership, Section 6. Terms, Change third sentence to read "However, a member appointed to fill an unexpired term with one year or less remaining may also be appointed concurrently for one full five (5) year term." Article III. Officers, Section 1. Number, Change first sentence to read "The officers of the Board shall be a Chairperson and a Vice-Chairpersons, each of whom shall be elected by majority vote of the members of the Board." Article III. Officers, Section 2. Election and Terms of Office, Change first sentence to read "The Chairperson and Vice-Chairperson shall be elected annually at the first regular meeting of the Board each year." Article Vl. HearinQ, Section 1. Regular Hearinq~, Change to read "Hearings will be held as needed at a regular time and place to be set by members of the Board." Article VI. Hearinq, Section 3. Place of Hearinqs, Change sentence to read "All hearings and meetings of the Board shall be open to the public and shall be in a place accessible to persons with disabilities." Article Vl. Hearinq, Section 4. Quorum, Change to read "Three members of the Board constitute a quorum." (Article VI. Hearinq, contained two Sections numbered 7. A correction to renumber will be made starting with Section 8. Hearinq Order in the final version.) Article VI. Hearinch Section 8. Board Deliberation, At the request of the City Attorney the first sentence should be replaced by the following two sentences "After all parties have been heard, the public hearing will be declared closed, so that the Board may deliberate the case. The Board must state its findings of fact and conclusions of law, as required by state law. The Board may request..." Article Vl. Hearincl, Section 10. Board Votinq, Second paragraph, second sentence shall MINUTES RULES COMMITTEE MEETING FEBRUARY 9, 1996 PAGE 2 read "Every member of the Commission, including the Chairperson, shall cast a vote upon each motion." Article Vl. Hearing, Section 11. Legal Advisor, At the request of the CiW Attorney the sentence will read "The City Attorney or a designated representative shall act as legal counsel to the Board." Article Vl. Hearing, Section 12. Changed to read "Except as otherwise provided within, Roberts Rules of Order Newly Revised shall be used to conduct Board hearings and meetings." Article VII. Decisions, Section 3. First sentence changed to read "Each decision shall be filed with the City Clerk within a reasonable time after the Board hearing, and shall be stamped by the Clerk to indicate the date and time of filing." Article VIII. Decisions, Section 4. At the request of the City Attorney the reference to the Legal Department will be changed to City Attorney's office. Article IX. Amendments to Procedural Rules, Final sentence should read "Amendments shall go into effect upon approval by the City Council." The Board of Adjustment will consider the changes at their regular meeting of March 13. Meeting adjourned at 10:45 a.m.