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HomeMy WebLinkAbout1996-08-27 Bd Comm minutesMINUTES IOWA CITY HISTORIC PRESERVATION COMMISSION TUESDAY, MAY 28, 1996 - 5:30 P.M. CIVIC CENTER - LOBBY CONFERENCE ROOM MEMBERS PRESENT: Betty Kelly, Sue Licht, Mike Pugh, Doug Russell, John Shaw, Ginalia Swaim MEMBERS ABSENT: Ruedi Kuenzli, Doris Malkmus STAFF PRESENT: Scott Kugler OTHERS PRESENT: Elizabeth Swenson CALL TO ORDEI~: The meeting was called to order at 5:33 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Russell thanked Kelly for her work on the Historic Preservation Awards Program, and reminded her to forward the catering bill to First National Bank. Kelly noted that suggestions were made by members of the audience about how the program may be improved in the future, including finding a larger facility that can seat more people. Being moved at the last minute resulted in the room being rather crowded. Russell suggested that Preservation Week be a topic of discussion at the Commission's annual planning session this fall. Russell thanked Pugh for his efforts to prepare the HRDP grant application for the Longfellow Neighborhood survey and National Register nomination. DISCUSSION OF HRDP GRANT APPLICATIONS: 1. 829 Kirkwood Avenue: Kugler explained that the Commission's status as a Certified Local Government requires that it review and comment on all HRDP applications being submitted for properties located within the corporate limits. Elizabeth Swenson briefly reviewed the grant application that she prepared for her property at 829 Kirkwood Avenue. She noted some changes to the budget that would have to be made before a final draft is sent to the state. She noted that the building was pending listing on the National Register. Kelly raised concerns about statements in the application suggesting that the Commission would oversee the project in terms of design review. Russell noted that the building is pending designation as an Iowa City Historic Landmark, and if designated, the Commission would review those items that affect the exterior of the building and require a permit. However, Russell said the grant application should not indicate that the Commission would be overseeing all aspects of the project. Swenson agreed that those statements should be rawordeal to more accurately reflect the Commission's role in the project. Swaim suggested some editorial changes in a few sections. Kelly noted that Plum Grove was Historic Preservation Commission May 28, 1996 Page 2 Greek Revival, not Victorian-ltalianate, which should be corrected in the application. Licht asked for a clarification of the revisions that will be made to the budget. Swenson said the grant request would be for $16,930, with a cash match of $11,600 and an in-kind match of $3,750. The grant would basically cover the replacement of the roof, electrical rewiring, and tuckpointing of the masonry. MOTION: Pugh moved that e letter be forwarded to the State Historical Society recommending approval of the proposed grant application, Kelly seconded. The motion carried on a vote of 6-0. 2. Longfellow Neighborhood Survey and National Register Nomination: Pugh briefly reviewed the draft application and noted areas where new information was provided, versus information carried over from previous applications. He noted that this grant would cover the completion of the Longfellow Neighborhood survey to include Rundell Street, Dearborn Street, and properties on the west side of Seventh Avenue. It would also include the preparation of nomination forms to list the proposed Longfellow Historic District on the National Register. Russell suggested adding more information about the first survey to better explain why this area needs to be surveyed. He said the significance of ~he proposed historic district is based on it being developed as a street car suburb in the early 1900s, but the previous survey area did not include Rundell Street, where the street car line was located. Pugh said that could easily be added into the response to question one. Kelly suggested that the application emphasize that this is a 2Oth century resource. It contains modest dwellings representative of that period. Russell suggested that the PIN grant funds being offered by the Longfellow Neighborhood be explained more clearly by spelling out the acronym and briefly explaining the program and grant process. Kelly moved to submit the HRDP grant aPl~icatJon to the State Historical Society of Iowa with the minor changes discussed abeva. Shaw seconded. _The motion carried on a vote of 6-0. Pugh and Kugler were directed to make the minor changes necessary to the grant application and submit it to the State by the June 1 deadline. COMMISSION INFORMATION/DISCUSSION: Shaw distributed a draft letter from the Commission to the owners of the Park House Hotel, informing them of grant and loan programs that may be available to assist in the rehabilitation of the building. The Commission reviewed the letter and directed Shaw to proceed to forward it to the owners along with any grant or loan application forms that may be applicable. Russell thanked Shaw for taking his time to collect the information and draft the letter. Hist(xic Preservation Commission May 28, 1996 Page 3 ADJOURNMENT: The meeting was adjourned at 6:35 p.m. ~'m'ed/l~cd/hl~ ~ -28. min MINUTES PARKS AND RECREATION COMMISSION JULY 10, 1996 MEMBERS PRESENT: Jana Egeland, Ken Fearing, Matt Pacha, Rex Pruess, Allen MEMBERS ABSENT: STAFF PRESENT: GUESTS: Judith Klink, Stroh Bruce Maurer, Ross Wilburn Terry Trueblood, Mike Moran, Coffin, Marilyn Kriz Dick Dolezal Deb Liddell, Bill Blanchard, Cindy FORMAL ACTION TAKEN: Moved by Pacha. seconded by Fearing, to approve the June 190 1996 minutes as written. Unanimous. Moved by Fearing. seconded by Egeland, to ask the City Council if it is their intention to allow for the expansion of the City's cemetery operation. and if the Council wishes to receive a recommendation from the Parks and Recreation Commission relative to this matter. Unanimous. STATUS REPORT: Summer recreation activities status reports were given by Cindy Coffin (S.P.I. Program), Bill Blanchard (Sports/Wellness), and Mike Moran (Aquatics, Social/Cultural, Recreation). NOS MTGS.: Commission members indicated which dates they would be available to attend the upcoming Neighborhood Open Space meetings. Trueblood stated a schedule would be developed and mailed to each member. MPAC: Trueblood reported on the Mercer Park Aquatic Center Expansion Committee's meeting with the City Council at their work session on July 1st. The committee met with them to obtain their approval to enter into an agreement with a professional fund raiser to complete a feasibility study; a majority of the City Council me~ers (4 out of 7) gave their approval. A contract has been entered into with the consultant, and staff will be meeting with him on July 22nd. CEMETERY EXPANSION: Trueblood reviewed past discussions relating to the cemetery expansion issue for the benefit of the commission members who were not on the commission at that time, and to apprise members of newly discovered information. Trueblood pointed out on a map a 3.2 acre area in Hickory Hill Park abutting the cemetery. He noted it is unknown whether this area could be used for cemetery expansion due its terrain. He also pointed out another area for possible expansion that had been discussed, but it would be necessary to build a large bridge for access, the slope of the area is greater than thought, and the cemetery would be_ very close to the existing shelter in North Hickory Hill Park. When this issue was previously discussed it appeared both the 40- acre Woods acquisition and the 39.83-acre Gaulocher property were dedicated as parkland. Recently, it was discovered that only the Woods property was officially dedicated as parkland. Trueblood noted the City Council can dedicate or undedicate parkland as they see fit. He stated over the next two to three months staff will put together a list of options and recommendations for the commission to consider. Trueblood asked for the commission's feeling on the possibility of hiring an engineering firm to take a look at the 3.2 acre area to determine what the feasibility would be of using this area, what would have to be done as far as earth moving and fill needed, and estimated cost. He noted this area could give approximately 30 years in terms of lot sales if it can be leveled sufficiently. Klink felt the commission should 10ok at what the options are before considering hiring an engineering firm. Trueblood noted there has been discussions about possibly building a cemetery jointly with the city of Coralville. Coralville will run out of cemetery space also if they do not resolve a right-of-way problem. Trueblood stated after discussing this possibility with the Coralville City Clerk, it would appear they are not inclined to build a new cemetery. Stroh questioned the city's obligation to provide burial ground for Iowa City residents, asking if the city has to provide lots in perpetuity. Pruess questioned wha{ the local or national trends were with respect to burials, asking if the trend is towards cremations. He noted 30 years could allow for a long term or short term solution, depending on what people do in the future. Trueblood indicated staff would investigate this. Pacha requested that a copy of the Hickory Hill Park guidelines established by the commission be included in the information packet also. Dick Dolezal addressed the commission with respect to the cemetery issue, noting he did not know why it was an issue. He indicated land which had been purchased with cemetery monies had been allowed to be used as Darkland. He stated he could not understand the commission's reasoning in 1995 when they initially discussed this matter when some members indicated they would not even consider exploring the possibility of expanding the cemetery into Hickory Hill Park. He stated this land is dedicated to the cemetery, and using 3 acres out of 190 acres would not b e missed. He noted there would be a 300 foot buffer between the 3.2 acre area and the existing trail in Hickory Hill Park. He stated when the land was purchased it was never intended to be used as a park, but was intended for cemetery use when it was needed. Dolezal referred to a 1979 memo prepared by Billie Hauber to Bob Lee stating within 7 to 10 years the cemetery would run out of space, noting it is now 17 years later. He indicated he had a written statement he would like to read, which would take approximately six minutes to read. Liddell stated staff would copy this infofixation to include in next 2 month's commission packet for the commission to review. Trueblood reminded Mr. Dolezal of the following: 1) when the commission previously discussed this issue, both the commission and staff were under the impression the land was dedicated as parkland; 2) the commission is an advisory board and has therefore can only recommend policy to the City Council; and 3) the commission voted their preference, and the City Council makes the final determination as to what can or cannot be done. Liddell stated she felt the comment that the land belongs to the cemetery was erroneous, in ~hat the land belongs to city residents and is owned by the city of Iowa City. She stated the commission's job is to do the best by the community in making a sound, long term decision, with her concern being this may only be a "bandaid" in fixing the problem for 20 to 30 years. Liddell noted the commission wants to be more long-sighted, and is hopeful in future discussions open minds are kept with a vision on a long term solution beyond 30 to 40 years. COMMISSION TIME: Klink commented on the Heritage Tree group's excellent work in putting out the brochures identifying trees in the various neighborhoods, noting they dovetail with the commission's interest in developing trails. Liddell referred to the previous discussion on the cemetery issue, asking what additional information the commission would like to receive. Stroh stated he would like to receive a financial summary on the cost to operate Oakland Cemetery. Pacha questioned whether this was a fundamental issue as to whether the city of Iowa City should continue to be in the cemetery business, with Pruess questioning whether the commission should be making this decision. Trueblood agreed this needs to be clarified at some point, but noted that the Oakland Cemetery is a part of the Parks and Recreation Department, and the commission is to advise on any matters related to the department. He also noted that cemetery issues traditionally have not been brought to the commission. Moved by Fearing, seconded by Egeland, to ask the City Council if it is their intention to allow for the eKpansion of the City's gemetery 9peration, and if the Council wishes to receive a recommendation from the Parks and Recreation Commission relative to this matter. Unanimous. Liddell expressed concern with respect to children playing in the city plaza fountain, and questioned the progress of the City Plaza Task Force. Egeland, who is a member of the task force, indicated it has been some time since they have met. DIRECTOR'S REPORT: Trueblood reported on the following: Soccer Complex Fields. It is very doubtful soccer will be played on the fields this fall due to the weather conditions preventing sufficient growth of the overseeded areas and the sewer project cutting through the north one-half of the property. The goal now 3 is to begin playing soccer on these fields. next spring. Construction of the north access road will be going out to bid later this month. Forestry Division Equipment. At the present time the two largest pieces of equipment are being moved on weekends from Oakland Cemetery to City Park to help improve the appearance of the cemetery to visitors from Friday evening to Monday morning. Sturgis Ferry Park. Conceptual development plans have been completed. Airport regulations require a "clear path" with a fence on both sides, which may eliminate trail access. Staff will be meeting with the Airport Manager to try to resolve this matter. C.I.P. Program. The City Council will be reviewing the seven year C.I.P. program. Four additional projects have been included: Sturgis Ferry Park development, development of the recent addition to Wetherby Park, Court Mill/Ralston Creek trail, and additional monies for development of Kiwanis Park. The City Council may want the commission to review their previous prioritization. Moved by Pacha. seconded by Eg~!an~, to adjourn. Unanimous. The meeting adjourned at 6:50 p.m. 4 MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY JULY 18, 1996 - 5:45 P.M. IOW]% CITY TRANSIT FACILITY MEMBERS PRESENT: Howard Horan, Rick Mascari, Richard Blum STAFF PRESENT~ Eleanor Dilkes, Ron O'Neil CALL TO ORDEH= Chairperson Horan called the meeting to order at 5:50 p.m. PUBLIC HEARING - IOWA CITY COMMUNITY SCHOOL DISTRICT: Horan opened the hearing at 5:51 p.m. There were no comments from the public. Horan closed the hearing at 5:52 p.m. PUBLIC HEARING - UNITED STATES ARMY RESERVE~ Horan opened the hearing at 5:53 p.m. O'Neil said the main change from the lease the Commission agreed to last fall was the term of the lease. The Commission had agreed to three years and the USAR wanted a five year lease. There were no ~omments from the public. Horan closed the hearing at 6:02 p.m. APPROVAL OF MINUTES= The minutes of the June 13, 1996, meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari made a motion to approve the bills. Blum seconded the motion and it was approved 3 - 0. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: Jerry Moon presented information on behalf of the Old Capital Skaters Alliance. He said the Alliance is looking for a location to build a skating arena. A feasibility study was conducted and there is a definite need for a facility in this area. The Commission said they were interested in receiving more information about the idea and directed O'Neil to put the item on the agenda for the August meeting. Beth Cornelly, from the Iowa City Science Center, said the Science Center Committee is still very interested in locating a center at the Airport. She circulated a letter, updating the progress of the Science Center Building Committee. Horan said this will be an agenda item at the August meeting. ITEM8 FOR DISCUSSION/ACTION= a. Iowa City community School District lease - Blum said he has a concern about the schedule presented for getting the School District on track with paying fair market value. During the first ten years of the lease, the District paid about 1/10 the rent other tenants were paying. Because of sponsor assurances in IDOT and FAA grants, Blum thought giving the District another ten years to get caught up to fair market value was definitely too long. Mascari agreed with Blum. Searle said the Des Moines Airport had a problem with the FAA for an arrangement the Airport had with the Des Moines Schools in which fair market value was not charged. Blum recommended deferring the item to negotiate a better schedule of fees with the School Board. He would like to see correcting the fee schedule in five years at the most. Blum made a motion for a resolution for a one year lease with the School District, at a fee of $ 1500.00. Mascari seconded the motion and at roll call vote, the motion passed 3 - 0, with Foster being absent. O'Neil will develop a fee schedule that reflects the Commission's concerns and contact the School District. Blum made a b. USA/~ lease - . motion to defer this item to the next' meeting. Mascarl seconded the motion and it passed 3 - 0. O'Neil will contact the USAR and discuss the concerns of the Commission. The Commission will commit to no more than a three year lease, with a three year option, and quarterly, as opposed to annual, payments. o. Master Plan Study - O'Neil said he had received no written comments since the public hearing. The comment period closed on June 27. Searle said the FAA had reviewed the Master Plan and had sent a letter with several comments. Searle said most of the comments have already been incorporated into the Plan. Mascari made a motion for a resolution to accept the 1996 Airport Master Plan, pending final review by the Federal Aviation Administration. Bl~m seconded the motion, and at roll call vote, the motion passed 3 - 0, with Foster being absent. The Commission commended Jerry Searle on the outstanding job he did conducting the Master Plan Study. Searle thanked the Commission for their comments and for the cooperation he received from the Commission and City staff during the Study. O'Neil said he had met with Dilkes and other City staff concerning implementation of the Master Plan. He recommended developing a scope of services and advertising for a consultant to begin the process of land and easement acquisitions. If FAA selection procedures are followed, the Commission could be reimbursed when funding becomes available. Blum made a motion to begin the process of hiring a consultant for land and easement acquisitions as described in the 1996 Master Plan. Mascari seconded the motion and it passed 3 - O. · . IDOT grants - O'Neil said the Commission received a grant from the IDOT for Phase V of the safety fence program, as well as refurbishing the wind tee and wind sock. State grants are a 70/30 match, with IDOT paying up to $ 10,238.00 for their 70% of the project. O'Neil said that because he had just received the grant paperwork, Eleanor had not had the opportunity to review the grant. Blum made a motion for a resolution to accept the grant from the IDOT, pending review by the City Attorney's office. Mascari seconded the motion and at roll call vote, the motion passed 3 - 0, with Foster being absent. e. Minimum standards - Blum said he and Mascari have met twice and reviewed information O'Neil provided them. He said the subcommittee may be ready to present something to the Commission at the next meeting. f. Fly In breakfast - O'Neil said he received an application from Sertoma to use the Airport for their breakfast event. He said the events are the same as last year. B1LLm said he did not have enough help last year to direct aircraft traffic. Mascari said he may be out of town that week. Blum will see if some of the Jay Cee's will volunteer to help. Mascari said he woul~ like to see a display at the breakfast of the Master Plan and how the Commission plans to develop the Airport. Blum said a model rocket group would like to come and have a rocket launch demonstration. Because of safety concerns, it was decided that they would be invited for a static display only. h. Self fueling proposal - Jones, from Iowa City Flying Service, said he is considering installing a self-fueling station for his aviation fuel. He would like the Co~ission to make some road improvements near his fuel tank to allow access for the planes. The Commission said they need more information on the costs and how soon the increased flowage fee would pay for the improvement. This will be on the agenda at the August meeting. i. Snow removal polioy - O'Neil provided some information on costs of hiring contractors for stand-by to increase the service level of plowing snow. There was a discussion on what level of service the Airport should provide and what level of service the Airport can afford to provide. Mascari will furnish additional information and this will be an agenda item at the August meeting. CHAIRPERSON'S REPORT; Horan reported that, in general, the 4th of July fireworks event went well. O'Neil said the Jay Cee's did a good job cleaning up. A fee to cover some Airport costs may have to be charged next year. COMMISSION MEMBERS~ REPORTS= Blum said he is encouraged that the Skaters and the Science Center are interested in locating at the Airport. He said that if they could be accommodated, it would be beneficial to the Airport. Mascari said he thought the Jay Cee's did a good job with the 4th of July event. Mascari said there is a light at Western World or Paul's that seems to be pointed upward and is a distraction when landing on Runway 17. Blum said there was a problem with a construction crane in the approach to Runway 06. The crane was up at night, the company had not filed the proper forms with the FAA and the crane was not lighted. Blum said the Police Department was very helpful in locating someone from the construction company to lower the crane. Blum filed a NOTAM and the company said the crane would not be left up at night. ADMINISTRATIVE REPORT~ Dilkes said Smith-Moreland Properties needs a temporary sewer easement for a piece of property northwest of the Airport. This will be on the agenda for the next meeting. O'Neil the subcommittee working on the Airport Aircraft Emergency Plan will be submitting the plan to the Commission for review sometime in the next couple of months° There was a letter in the packet from Dennis Knowling expressing regret that Con-Ag could not locate their plane in Iowa City. A summary of FAA grant sponsor assurances was included in the Commission packet. O'Neil suggested the Commission review it when they have time. O'Neil said there are ~everal air space studies being conducted for proposed construction near the Airport. Several will be considered obstructions. The Commission should comment and object to any new obstructions near the Airport. USGS would like to install a ground water sample well on the Airport. The Commission said they would have no objections but would like an assurance the well would be removed when the Commission was ready to develop that parcel of property. O'Neil suggested a program be developed to put asphalt or concrete in the older t-hangars. He said it could be a joint project between the Commission and the tenants or the Commission and ICFS. This would have to be budgeted for in FY98. O'Neil said the Commissioner to fill Hick's term would be appointed by the meeting. the remaining time of Bob Council at their August 6 SET NEXT MEETING: The next regular meeting is scheduled for August 15, p.m. AD,TOURNMENT: Blum moved to adjourn the meeting. Mascari and the meeting adjourned at 8:02 p.m. Howard Horan, Chairperson 1996, at 5:45 seconded the motion MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR M~ETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM THURSDAY, JULY 25, 1996 - 5:00 P.M. AGENDA ITEM 3A Members Present: Members Absent: Staff Present: Others Present: Margaret Cox, Stephen Greenleaf, Philip Hubbard, Mark Martin, Jesse Singerman, Jim Swaim, Chuck Traw Mary McMurray, Chuck Traw, Anne Spencer Barb Black, Maeve Clark, Susan Craig, Larry Eckholt, Martha Lubaroff, Liz Nichols Eleanor Dilkes, Assistant City Attorney, Jim Jacobson, ICON CA?,L TO ORDER: Singerman called the meeting to order at 5:05 p.m. APPROV~J. OP MInuTeS: Let the minutes reflect that there was ~'correction in the names listed as serving on the Director's Evaluation co~uittee. Swaim was the third member of the committee, not Cox. Minutes approved as corrected. Greenleaf/Martin UNFINISHED BUSINESS A. Buildirtg Project and plans for Se, ptemb~r ~eeting with City Council. The meeting date is September 4 at 3:00 p.m.. Craig was uncertain about the location; probably Council Chambers, perhaps the meeting room at the library. Craig will inform Board when she has more information. City Manager Arkins is on vacation and when he returns, Craig, Arkins and Karin Franklin will meet to discuss format of the meeting. Craig's understanding is that it will be a facilitated meeting. JCNews, which is an electronic chat line has had some discussion concerning the library's building plans and the meeting. Craig's understanding is that the topic of the meeting is expanded library space and to reach a consensus with City Council about how to achieve that aim. Councilmember Baker raised the issue of library programs and services on this chat line. The Board's response was that it was not their understanding this would be a topic for discussion at this scheduled meeting. Singerman suggested that the Council might need to be reinformed of the Trustees' responsibilities and the role of the library Board. The consensus was that this information was something that should be prepared in advance of the meeting. The Board's understanding is that the only issue for discussion is the ICPL BOARD OF TRUSTEES July 25, 1996 PAGE 2 AGENDA ITEM 3A library expansion. Greenleaf asked how the agenda would be established. Craig will seek input on the agenda. The Board discussed their preference for an outside facilitator. Trustees feel strongly that this is critical and that the facilitator has an outline of any agenda that we are working with and be well informed with background information. Craig suggested that David Smith, our building consultant, might update the 1993 study he did on space needs. Craig reviewed for the board the type of information contained in Smith's last report. The critical section is library space needs and projections. Those sections refer to building expansion alternatives. Greenleaf suggested some type of comprehensive report be made available. There was discussion regarding the possibility of other resource persons that we could have available? Greenleaf is concerned that library expansion needs are getting absorbed into a plan for downtown Iowa City and if so should anyone else be there? Singerman questioned whether or not David Smith could be present or perhaps Dan West from CPMI. Martin feels that if library expansion is to be part of a "downtown" picture, that the Board needs information too. For example, what land is available, the status of 64 1 a, plans for CenterSpace, etc. Obtaining figures from other Iowa libraries that have expanded would be helpful. The Board agreed that Smith study should. be updated. We will further review this at the August meeting. The issue of purchasing real estate is not dead, just on hold. B. Review board Annual Re~ort Draft of accomplishments was discussed at last meeting. Draft of plans for fiscal year 97 was written by Craig. There were no language changes and this will be sent to the City to appear in their Annual report and then in the library's annual report N~W BUSINESS A. Strategic Plan Update This is the second update this year of the progress toward FY96 goals. There were several questions including one about the 3% of annual salary's figure used for staff development. Craig reported that this figure was recommended in literature and reports about personnel development. The Board requested an objective that describes conm~unications with the City Council and Library Board; in particular, retaining language that states that Board and Director report to City Council quarterly and Board of Supervisors annually. Craig will add the language to FY97 plans if it is not there. ICPL BOARD OF TRUSTEES July 25, 1996 PAGE 3 AGENDA ITEM 3A Singerman asked for an update on libraries' Task Force for Public Relations. Although the library informs people about programs and events in many ways, the staff is looking at the organization of our public relations efforts within the organization of the library in an effort to have a more consistent unified plan. Trustees are supportive of a plan that consistently gets information out to the public. During a discussion about proposed FY98 outreach goals, Craig responded that she will have info~,L~tion available during FY98 budget talks about costs of parking ramp stamps or bus passes. This would be a budgetary issue for library. Craig will talk to the Transit Department and get the information. Martin moved to accept the Strategic Plan tasks for FY98 and Cox seconded the motion. All were in favor. C. Policy Review: Hours This policy contained language changes incorporating the additional Sundays and the closing at 5:00 p.m. on Thanksgiving Eve and Christmas Eve. Singerman passed along a complaint from a user who wanted us to be open every Sunday. Craig explained that with the public discussion of the building expansion, it has become an issue for people. Our hours are very traditional in libraries in Iowa. Craig will do some research regarding other Iowa libraries and their Sunday policies This would be a budget issue. A motion was made to approve the policy by Greenleaf and seconded by Martin. It passed unanimously. D. A~rove NOBU Bullget (Non operating budget undesignated) Crai9 was asked for an explanation re9ardin9 the Buildin9 project support line. She explained that the library had requested $40,000 for building planning, support, consultants, construction management, architects in FY98. It did not 9st included in the budget submitted to City Council. The library needs to identify money to be spent for the purposes of design and cost estimating if needed. Board asked for rephrasing of the line that states Manager to reflect 'City manager." There was a question re9ardin9 the temporary loan to the Development Office. The salary fund was in a deficit. The Development Office closes their books later than the City, and in order to temporarily cover a shortfall, a loan was made to that line item. It will be replaced within one month. Martin moved to accept the NOBU budget. Swaim seconded the motion. All were in favor. STAFF B~PORTS ICPL BOARD OF TRUSTEES July 25, 1996 PAGE 4 AGENDA ITEM 3A Better library funding proposal. Craig reported on her participation on a State Committee called Iowans can't wait. They have been working for about one year. The Board saw the second version of the proposal. They recently held a meeting on the Iowa Communications Network. The goal is to create a system whereby the State would pay a per capita in support of local public libraries,$.20, .40, .60 depending on certification. Our library would receive $.60 and some portion of any contract in which we would participate. If it were to pass the legislature and be funded, we would receive about $50,000/year. Craig is pleased with the process and outcome. She feels that the chances for this legislative session are not good,although our chances of getting it in the near future are good. Iowa ranks low in state support. County Fair Booth for Johnson Countypublic libraries. The booth was very popular, containing a gigantic birthday card for visitors to sign. The card will go on tour to the libraries of Johnson County. This was a successful joint effort. Videotape/cablecast August meeting. An objective of our Strategic Plan calls for videotaping a Board meeting. In August the Board reviews the annual report. If. there is agreement, we need to have it in Meeting Room A, and schedule for staff for telecasting. The Board had no objection to videotaping the August meeting. Developmant Office report. Foundation Board approved the new investment policy. Basic change is that they will move into a less conservative form of investments with the goal of growing the investment.. Brad Langguth is the new Foundation Board president. Bill Burger, Suzanne Summerwill, Brad Langguth, Fred Krause, Dave Van Dusseldorf, Buffie Tucker, Anne Terrell and Clayton Ringgenberg are members of the Investment Committee. Maintenance needs of the building: The packet contained a copy of a memo to Steve Arkins Re urgent maintenance needs for building. Arkins has asked for more specific figures. He indicated that the smaller items could be included as a request in the capital budget; larger items might be combined in one package for which the City would sell bonds. The Board was clear in their desire that this would be a maintenance project and in no way eliminate our greater need for expansion. COMMITTEE REPORTS Nominating Co~'~uttittee: On behalf of the committee, Hubbard reported extreme satisfaction with the performance of Traw during this critical year. Since this situation continues, the committee recommends the nomination of Traw as President, ICPL BOARD OF TRUSTEES July 25, 1996 PAGE 5 AGENDA ITEM 3A Singerman as Vice President and Cox Secretary. Greenleaf moved to approve slate. Swaim seconded the motion. All were in favor. The board went on record with appreciation to Traw for his efforts this past year. COMMUNICATIONS: The packet included a 'feel good" letter from a patron who moved away. DISBURSEM]~NTS Visa for June was reviewed. Approve disbursements for June. Cox moved approval. Martin seconded it. All were in favor. SET AQENDA O~DER POR AU~UST~EETIN~ Review of Annual report Regularly scheduled review of Finance Policy Discuss meeting with City Council. Dinner plans in August. ADJOURNMENT: Adjourned after a motion by Cox/Martin at 6:30 p.m. Minutes taken and transcribed by Martha Lubaroff MINUTES IOWA CITY CIVIL SERVICE COMMISSION CIVIC CENTER, ENGINEERING CONFERENCE ROOM CIVIC CENTER, NORTH COURT JULY 25, 1996 MEMBERS PRESENT: Lyre Dickerson, Sue Dulek, Michael Kennedy STAFF PRESENT: Sylvia Mejia, R.J. Winkelhake, Sarah Holecek, Machale Wiebel GUESTS PRESENT: None RECOMMENDATIONS TO CITY COUNCIL: Commissioners recommended that Council approve the reserve list for Police Officer. RECOMMENDATIONS TO CITY MANAGER AND STAFF: Commissioners instructed staff to conduct the recruitment and testing process for the position of Police Officer. SUMMARY OF RELEVANT DISCUSSION: Chairperson Kennedy called the meeting to order at 3:00PM. First item for discussion was the certification of the reserve list for Police Officer. Mejia noted that there are currently two openings for police officer, with a possibility for a third, and ILEA has two openings for the academy available at this time. Kennedy moved and Dickerson seconded the motion to certify the reserve list. Winkelhake stated that use of a polygraph test is no longer being considered for the Police Officer entry test and upon approval of the commission, withdrew the item from the agenda. Mejia reviewed a memo that had been distributed to the commission regarding the recruitment for Police Officer. She explained that the testing process would be conducted as it had in the past, including a written test, physical fitness test, SRA test, MMPI test and oral interviews. Per ILEA guidelines, the Police Officer Selection Test (POST) would be used for the written teat. Dickerson commented that the components of the current process appear to provide an appropriate pool of applicants.. Kennedy agreed and requested that the last paragraph of the memo be deleted since the request for a polygraph test had been withdrawn. Kennedy moved and Dickerson seconded the recommended recruitment process for Police Officer. Commissioners agreed that a discussion of the Police Sergeant promotional process will be scheduled for a future meeting. Kennedy moved and Dickerson seconded to adjourn at 3:15PM. MINUTES - DESIGN REVIEW SPECIAL COMMITTEE MEETING AUGUST 12,1996 - 4:00 P.M. CIVIC CENTER - LOBBY CONFERENCE ROOM MEMBERS PRESENT: Martin Haynes, Karyl Larson, Gary Nagle, Phil Reisetter, Randy Rohovit, Clara Swan, Daryl Woodson. MEMBERS ABSENT: Bill Nowysz, Nancy Footner STAFF PRESENT: Jeffrey McKinney, David Schoon OTHERS PRESENT: Jim Clark, Kim Schmidt, Marty Wink, and Jeff Clark. RECOMMENDATIONS: Recommended by a vote of 7-0, that the City Council retain the original working of Subsac- tion D, Application for Design Review, 2b-(2){a) of the Design Review Overlay Zone Ordi- nalice. Recommended, by a vote of 7-0, that the membership section of the Committee's by-laws state that: The Design Review Committee shall consist of seven (7) members, of which · two (2) shall be licensed architects; · two (2) shall be design professionals or involved in the building trades; · two {2) shall be business or property owners from the area subject to the Design Review Overly Zone Ordinance, ar~l · one (1) shall be at-large members of the community. CALL TO ORDER: Meeting called to order at 4:12 P.M. Discussion Reoardino the OrODoSed amendments to the Desion Review Overlay Zone (ODR) Zonp Ordinance and the Committee Bv-Laws: Haynes asked the opinion of the Committee regarding the amendment to subsection D of the Design Review Overlay Zone Ordinance as proposed by Councilor Dee Vanderhoef. This amendment would require an "extraordinary majority vote or three-fourths (3/4) of the entire Committee" to disapprove an application. Haynes noted that such an amendment would make it possible for 2 members to effectively approve an application by requiring 6 of the 7 Committee votes to disapprove an application. Schoon explained Vanderhoef's reason for this proposed amendment. Venderhoer believes the claim that Design Review is a very subjective process. Therefore, she believes that requiring an extraordinary majority vote would convey that the City considers a submitted plan ap- proved unless the Committee proves otherwise. Larson asked if a precedent for the super-majority requirement has been set anywhere else in Iowa City's government. Schoon responded that the idea comes from the rezoning process that allows for petitions against a rezoning. If such a petition is submitted an extraordinary majority vote of Council is required to approve rezoning property. Design Review Special Commit'tee Meeting August 12, 1996 Page 2 Haynes asserted that, when combined with Vanderhoef's proposal to require two "owners of street-level businesses from the downtown and the near southside" in the Design Review Committee composition, the ODR amendment would materialize in two committee members, presumably with no design experience, given the ability to approve an application. Swan added that the proposed change to the Committee composition requirements would leave only four design professionals on a committee designed to be a "professional" committee. She asked if the possibility exists for non-professional property owners to be represented without compromising the professional integrity of committee membership Woodson suggested that as an alternative to the by-law amendment, the Council could select Committee members from a larger pool of applicants. He added that the extraordinary majority amendment would take authority away from the Committee. Furthermore, he voiced his opposition regarding the designation of "street-level" business owners in the proposed by- law amendment. This would exclude other business owners and property owners from participation in a process that effects them as much as anyone else. The proposed amend- ments together would take power away from the entire community and give it to ground floor business owners. Nagle said that he opposes both of Vanderhoef's proposed amendments. Specifically, he believes that the proposed requirements are overly specific and exclusionary. Haynes added that he prefers to leave the ordinance language as it was originally written. The Committee has taken steps to make the review process more efficient by operating as a quorum. The amendment would render a quorum committee ineffective. It was agreed that this is an important consideration given the fact that a member'i~ absent at nearly every meeting. Swan stated that the near southside neighborhood will experience the most redevelopment in the future, so it is important that the interests of the current property owners also be repre- sented. Schoon mentioned that on the Historic Preservation Commission, all designated districts have to be represented. The proposed amendment would require that only the affected areas be represented. Nagle suggested that the two district representatives could also be required to be design professionals. Woodson reiterated his desire to have the ground-floor requirement removed. Schoon stated that an alternative could be that two of the seven members of the original composition represent the two areas. 4:35: Phil Reisetter arrived. Swan stated that the Committee is at a disadvantage because they are the last to see the membership applications. Schoon responded that individual Committee members can find out the applicant's names and call council members to make suggestions regarding who they should appoint Larson stated that, contrary to Vanderhoef's claim, adding non-professionals to the committee would make the process a more subjective one. Nagle suggested that the amendment language be changed to generalize that two representatives be chosen from any district in the overlay zone. Woodson added that you would still lose professionals, but would be compro- mising for less restrictive language. He also stressed the importance of including owners in the review process. Haynes added that the Committee could solicit professionals to fill committee vacancies in an effort to maintain the professional integrity of the Committee. This strategy would provide Design Review Special Committee Meeting August 12, 1996 Page 3 a way to maximize the number of committee professionals while still compromising with the wishes of the Council. Woodson moved and Negle seconded to recommend that the Council retain the original language of Subsaction D, application for Design Review, 2b-{2ila) of the Design Review Ovaflay Zone Ordinance. The motion carried by a vote of 7-0. A second motion was made by Nsgle and seconded by Swan to recommend that the member- ship section of the by-laws state that: The Design Review Committee shall consist of seven (7) members, of which ® two (2} shall be licensed architects; · two (2) shall be design professionals or involved in the building trades; · two (2) shall be business or property owners from the area subject to the Design Review Overlay Zone Ordinance, and one (1) shall be at-large members of the community. The motion was carried by a vote of 7-0. Haynes officially welcomes new Committee member Daryl Woodson to the Design Review Committee. Courtesy Review of DesiQn Plans for 315 E. ColleQe Street. Jim Clark, Kim Schmidt, Marty Wink, and Jeff Clark arrived at 4:50. Jim Clark provided the Committee with some background information about the project. The building would occupy a 185' x 150' lot. There will be a 5' setback from the library lot line and 20 ft. between the two buildings. There is also a 5' setback on Gilbert St. and a 2' setback on College St. The design is 3' off of the alley property line in order to avoid existing power lines with footings in an effort to avoid power outages during construction. The building will include commercial and residential space with an underground parking garage. The garage will house 72 parking spaces, to be used as commercial parking during the day and to possibly serve as tenant parking at night. The design includes handicapped access on College St. and access to commercial spaces via a covered walkway. It also includes 4 stairwalls and one elevator. The elevator is enclosed in a brick shaft located in the central corridor. Accent color of the building will be a medium blue and the shingles a neutral gray. Woodson questioned the fact that the [one handicapped entrance is too far from the opposite side of the development. Haynes questioned the buildings height compared to surrounding structures. Schmidt re- sponded that the building was taller than the adjacent buildings including the church. Haynes asked how well this design will be received by the prospective commercial tenants and asked where the signage would be located. Clark responded that most commercial tenants will be small offices or retail stores. They do not anticipate having any large signs as the small commercial spaces will not attract any large, retail-type businesses. The signs will be placed on the storefront windows, not on the front of the building. He added that the design consists of a concrete structure on the first two levels and covered brick veneer on the entire building. He stated that these colors are similar to adjacent law offices. Design Review Special Committee Meeting August 12, 1996 Page 4 Nagle stated that he does not like the downspouts on the Dubuque St. project, which is of a similar design. He noted that the colors on that project are not consistent between the brick and the downspouts. Nagle questioned why the downspouts were not internal to the build- ing. Clark said it did not work with the internal structure of the building.. Schmidt pointed out that the intention of the shrubbery is to separate the building from the sidewalk by providing some green space. Woodson asked if the central corridor is open or if it includes skylights. Clark responded that it is covered and that the plan includes eight equally spaced openings to be covered by Plexiglas domes. This corridor will also have brick finish on the exterior walls. Furthermore, the covering over the central corridor will protect the commercial properties from noise and trash coming from the residential balconies located above the corridor. Schmidt added that the large building face on the College St. side will be broken up visually by the quoins and brick arches protruding 1 1/2 inches from the brick face. This should create 'visual corners" by using shadows. Also, Clark pointed out that they have agreed to take the 4th residential story out of the final design to keep the structure in scale with surrounding properties. Swan stated that the large facade of the building will create an ominous structure when located so close to the street. Haynes asked if they anticipate a problem with security. Clark responded that the design includes a key operated elevator and considerable lighti.n,g. Schoon asked how far the commercial space will be up off the street level along Gilbert Street. Clark replied that the spaces are 6 feet higher than the sidewalk level. Swan voiced her concern regarding the safety of traffic coming out of the alley, Schmidt responded that the traffic will have a better view of the street because a three foot setback was added off the alley. Woodson explained that he doesn't like the height of the building from the street. He sug- gested that they open up a wider stairway from the street and create a corner stairway to make the building more "inviting" to pedestrians. It was agreed that the proposed design set- up was necessary to facilitate parking. Woodson also questioned the necessity and advantage of having an archway connection over the walkway. Woodson suggested that money could be saved by eliminating the arch. Swan replied that she likes the arch, but the stairway up to it needs to be widened and the lighting should be maximized at this location. Nagle asked if more of an inset can be made to break up the face. Clark responded that this would create structural problems and would not be economically feasible. Jim Clark, Kim Schmidt, Marty Wink, and Jeff Clark left the meeting at 6:00. Woodson and Nagle agreed that it would have been possible to set the building back further from the street. The design is based on maximization of available space. The building could have been designed to look more like townhouses. Nevertheless, the Committee's aesthetic desires do not match the economics of this project. For example, there are balconies in the design, but their only reasonable purpose seems to be a way to house the compressors. Design Review Special Committee Meeting August 12, 1996 Page 5 Woodson stated that this is an important project because it will set a precedent for future projects and a message should be sent to future developers. He stated that, "we should draft a statement that will encourage future efforts to design in harmony with the surroundings", rather than simply building a 'decorated box", Haynes stated that Clark plans to build what zoning allows. Haynes agreed that a letter should be sent that explains, in positive and general terms, the fact that the Commit'tee feels that the project meets many design principles but that there are aspects of the design that could be improved. He added that the letter should stress that the developer has made an effort to be compatible and that this project shows significant im- provement over the developer's project on Burlington Street. 6:30: Swan leaves. The general consensus of the Committee was that the Chair should send a memo to the City Council indicating that the design of the project could be improved in the following areas: 1 ) The relationship between the commercial level and Gilbert Street could be enhanced by having both at the same level; 2) more relief could be provided to the mass of the building along College Street; 3) the steps along Gilbert Street could be widened; 4) taller vegetation could be provided along the Gilbert Street wall; 5} the placement of mechanical equipment and drainage systems could be improved. CONSIDERATION OF THE MINUTES OF THE JULY 10, 1996: Woodson moved and Rohovit seconded that the minutes be approved. The motion carried by a vote of 6-0. _COMMITTEE DISCUSSION: Schoon distributed a memo not included in the pre-meeting packet regarding the placement of the Talbot's sign on the outside face of the Old Capitol Mall. ADJOURNMENT: A motion to adjourn was made by Nagle and seconded by Reisetter. The motion carried by a vote of 6-0. The meeting was adjourned at 6:50. Minutes submitted by Jeffrey McKinney.