Loading...
HomeMy WebLinkAbout1996-11-19 Bd Comm minutesMINUTES BROADBAND TELECOMMUNICATIONS COMMISSION MONDAY, SEPTEMBER 30, 1996 - 5:30 P.M. CIVIC CENTER LOBBY CONFERENCE ROOM MEMBERS PRESENT: Cordell Jeppsen, Betty McKray, Eric Rothenbuhler, Steve Hoch and Howie Vernon MEMBERS ABSENT: STAFF PRESENT: OTHERS PRESENT: Shaffer, Brau, Helling, Dilkes, Hardy, Wood Ren6 Paine, Derek Maurer, Barb Black, Mary Jo Langhorne, Bill Blough SUMMARY OF DISCUSSION Blough reported the Fox News Channel will be added to'the channel line up. The rebuild is progressing on schedule. Paine reported PATV will hold an access forum to gather information on what the community wants in regard to local programming. Shaffer will speak on the history of access at this forum, Dilkes reported the City has started work'on developing of a telecom- munications ordinance, Helling reported Coralville is ready to sign the contract with PATV. Shaffer reported a portion of the pass-through funds have been transferred to the library and the Senior Center for equipment gurchases as agreed upon by the parties and the BTC. Due to a slight miscalculation by TCI in dete~T~ining their maximum cap rate the City Council will be asked to pass a resolution setting the maximum rate at a lower level to ensure future rate increases start from an accurate level. The change will not impact the curren~ subscriber rates but would affect future rates. Helling clarified the relationship of the Commission, the City Council and City staff. APPROVAL OF MINUTES It was moved by Hoch, seconded by Rothenbuhler to approve the July 22, 1996 minutes. The motion passed unanimously, .,. ANNOUNCEMENTS OF COMMISSIONERS Rothenbuhler said that as a citizen he appreciates th~ Ci~ changing the Police Department's policy on entering buildings and the consideration of a citizen review board, He is d~smayed, however, that Officer Gillespie was put on paid administrative leave when the Johnson County Attorney said there was no justification for the shooting. SHORT PUBLIC ANNOUNCEMENTS None. TCI REPORT Blough reported the Fox News Channel will be carried on channel 23 beginning October 7th. TCI's delinquent payment policy has been changed, Termination of service had been at sixty (60) days past due, now it will be at 45 days. TCI has seen an increase in the number of delinquent accounts and hopes to reduce them be half with this measure. TCI notifies delinquent account holders by card and phone prior to disconnection. The rebuild is on schedule. It is anticipated that money will be allocated soon and the design phase will begin. A neighborhood by neighbor- Broadband Telecommunications Commission September 30, 1996 Page 2. hood construction schedule will be submitted to the City within the next two months. There are two major phases to the rebuild t the construction of the fiber backbone and the upgrade of subscriber traps. Additional channels may not be put on the system all at one time due to the need for subscriber surveys, The Iowa City system has a potential for revenues from telephony services. Direct broadcast satellite subscriptions are growing in Iowa City. DBS subscribers frequently switch services to obtain the channels TCI doesn't carry. They often continue to subscribe to the basic Cable 'IV tier. For TCI to offer phone service it must meet 911 reliability standards of 99.9999%. TCl currently runs at about 99.92%, The fiber rebuild will increase reliability. In addition, subscriber drops will be upgraded so connectors are at the house rather that at the pole and will be designed to be permanent rather than connected and disconnected as is the current practice. LIBRARY REPORT Barb Black reported the library has received $12,700 from the pass-through funds account for the purchase of equipment for Meeting Room A. The government channel staff has been providing assistance with the purchase planning. The library is celebrating intellectual freedom festival this week. PATV REPORT Paine reported the appendix to their contract which outlines services to Coralville is ready to be signed. PATV's new series program season begins tomorrow. Staff-assisted series proposals are being accepted through Fdday. The next newsletter will be out witl~in the next couple weeks. An access forum for producers and the community as a whole will be held October 13th from 1:00 to 3:00 p.m. in Library Meeting Room C of the Iowa City Public Library. The forum will focus on what particil:fart~ would like access to be in Iowa City. 'It-is hoped the access forums can be held once a month. ,~'he~/Will bedcaped and played back during PATV's Access Update with live call-in potential. Maurer reported several strong candidates have come forward to serve on the PATV Board. Additional candidates are being sought. Several terms expire in November. Barb Black reported that PA']'V's space in the library is secure for the indefinite future while the library expansion is being determined. LEGAL REPORT Dilkes reported the City has received the proposal from Rice, Williams to assist the City in developing a telecommunications ordinance. A meeting was held with staff from Cable, Public Works and Planning & Zoning to discuss issues related to the ordinance. Dilkes said she received a letter today from the U.S. Justice Department regarding her inquiries into possible anti- trust violations in the joint efforts of Sprint and TCI. The Justice Department found their was no ant-competitive effect and thus no violation of anti-trust laws: ' ECC REPORT Langhorne reported that she and Mike Haverkamp attended the training sessions at the Denver TCI facilities and found them quite valuable. She thanked Tel for sponsoring the training. The ECC September meeting was canceled so discussions on how to get Kirkwood's listings included with the school's program schedule listing in the Press-Citizen won't be taken up until the next meeting. Broadband Telecommunications Commission September 30, 1996 Page 3 CABLE TELEVISION ADMINISTRATOR REPORT Shaffer followed up on Dilkes' report regarding the City's initial steps towards the development of a telecommunications ordinance. Helling said the issues involved in the ordinance involve a number of departments. Helling has started to get those affected together to discuss the issues. Helling said the Commission is welcome to have a representative atlend future meetings. The focus of the ordinance is primarily on the regulation of the public right-of-way. Hoch asked what the City can do and what needs to be done to encourage competition. Helling said the cable franchise is not exclusive and any potential cable competitor could enter the market, If competition is to come for telecommunications services or telephone companies providing video services, the City could make it known that the City is open to competition, while Iowa City is a small enough market it is likely well down the list of desirable areas for competitors. The same is likely true for cable companies providing telephone services. Rothenbuhler said he is concerned that it may not be a good time to encourage competition until it is known who the players might be and what the City has control over. Jeppsen said the City needs to be aware of any opportunities to appropriately and in a timely manner irarite any service providers which would be of benefit to citizens. There are questions how quickly and when is the best time to strive for additional providers. Shaffer said it is important for cities to examine how to regulate the public right-of-way. Cities are proceeding in a variety of ways and the best means need to be determined for Iowa City. Jeppsen said the Commission should receive reports on the progress of the telecommunication ordinance. Shaffer reported that regarding encouraging competition. the City was held up from encouraging competition dudng the refranchising process. The City could at this time let it be known that is was interested in having a competitor come to town. The BTC requested a recommendation from Shaffer regarding competition to the current Cable TV scenario. Shaffer reported receiving 22 complaints as of July 22nd -- one about programming, two about a poor signal, five about rates, one about,service, three about the billing cycle, one about sales techniques, two about number of channels on the system. Hardy reported the Media Unit is gearing up to deal with community programming. In addition to the candidates forums covered by Channel 4, candidates for all offices will be given the opportunity to submit short videotapes or have the Media Unit produce a short four minute spot for them to run on the channel. McKray asked if Channel 4 cablecasted the City's press confer- ence on the Shaw shooting. Hardy said it was requested to be taped, but not cablecast. A copy was sent to the library for the public. Jeppsen said that even though KCRG-TV carried the press conference live, he would expect that government channel viewers would have expected to have been able to view it on Channel 4. Hardy said Channel 4 generally doesn't cover press confer- ences as the government channel doesn't function as a member of the press. Vernon asked about covering the Old Brick Forum. Hardy said the Press. Citizen, a profit making company, sponsored the forum making it fall outside the government channel's mission of assisting non- profits. Hoch asked if the Press-Citizen had produced a tape and given it to the government channel for cablecasting would Channel 4 run it. Helling said this would be a difficult case as the government channel doesn't want to become like public access. Hoch noted that the Old Brick Forum does fall within the current Channel 4 guidelines. Vernon said he believes the Old Brick Forum should have been carried on the government channel. PATV CONTRACT RENEWAL Helling said the contract with PATV has been signed. The Appendix outlining Coralville's concerns is ready and Coralville will sign the contract shortly. Broadband Telecommunications Commission September 30. 1996 Page 4 PASS THROUGH FUNDS Shaffer reported funds had been transferred to the Senior Center and the library. The community programmer position has been advertised. 24 applications were received. Demo tapes will be reviewed and interviews conducted shortly. The Community Television Group will meet to discuss the Community Programming Advisory Committee. Plans for a joint facility are on hold until it is known on how the library and the City Council are going to proceed with the expansion of the library. Jeppsen asked a report be included in the Commission packets keeping them up-to-date on the pass-through funds and their expenditures. RATE REGULATION Shaffer reported that the Rice, Williams analysis of TCI's rate increase indicated there was a discrepancy in the calculation in the maximum cap rate. TCI is charging less than legally, permitted. A resolution will be forwarded to the City Council setting the cap at the correct levels as it forms the basis for future rate calculations. In regards to commercial rates, the City has determined that they lack the authority to compel TCI to charge the same rates for businesses as households and the FCC no longer considers this a priority matter. A letter will be sent to affected businesses. GOVERNMENT CHANIqEL GUIDELINES Vernon moved and Hoch seconded a motion to defer the government channel guidelines until the next meeting. The motion passed unanimously. ,- BTC RELATIONSHIP TO CITY STAFF AND CITY COUNCIL Jeppsen said the question was raised at the last Commission meeting about what is expected of the Commission and the relation of the Commission to the City Council and City staff. Helling said the Commission is essentially an advisory committee to the City Council. In that capacity staff support is needed. Some Commission functions are clearly spelled out in the City Code such as the triennial review. Other responsibilities such as making recommendations, are less clear. It is up to the Council and the Commission to jointly or separately decide what kinds of issues the Commission will be involved with. The responsibilities of staff are to give the Commis- sion the support needed to help them make recommendations. This is different from the Library Board or the Airport Commission which have operational responsibilities. The City Cable 'IV Office falls under the operational responsibilities of the City Manager. The Commission ~s quasi- judicial like the Human Right Commission in that there is an administrative procedure for hearing public complaints. Jeppsen said the by-laws state the purpose of the Commission is to "faolitate and regulate the ... network", Helling said that that language dates back 16 years and the Commission has lost a lot of the authority to regulate the cable system. Jeppsen said that even in the regulation of rates, while the Commission has advises Council its the Council who actually asserts the regulatory authority. Helling said the Commission should not worry about making requests of City staff. Vemon said in regard to pass-through expenditures there was some confusion if the Commission made the decision or if the Council needed to address the ~ssue. Helling said at times the staff has presented items to the Council in a way they could adopt a recommendation without creating a separate agenda item to be passed at a formal meeting. This is a streamlining procedure used sometimes in the cases in which it is anticipated the Counol will not have need for discussion and passage is certain. Helling said he misunderstood the Council's disposition on this issue. Broadband Telecommunicetions Commission September 30, 1996 Page 5 ADJOURNMENT It was morned by Hoch, seconded by Rothenbuhler to adjourn. The motion passed unanimously. Adjournment at 7:00 P.m. Respectfully submitted, Cable Television Administrator MINUTES IOWA CITY BOARD OF ADJUSTMENT WEDNESDAY, OCTOBER 9, 1996 - 4:30 P.M. CIVIC CENTER - COUNCIL CHAMBERS PRELIMINARY Subject to Approval MEMBERS PRESENT: MEMBERS ABSENT:' STAFF PRESENT: OTHERS PRESENT: Lowell Brandt, Patricia Eckhardt, William Haigh, T~m Lehman Susan Bender Melody Rockwell. Sarah Holecek Shirley Young, Nancy Dooley,,Joe Helland~ Cris Watt, Doug Paul, Dan Tiedt .. CALL TO ORDER: Chairperson Eckhardt called the meeting to order at 4:33 p.m. CONSIDERATION OF THE SEPTEMBER 11, 1996, MINUTES: MOTION: Haigh moved to approve the minutes of the September 11, 1996, meeting of the Board of Adjustment, as printed. Brandt seconded. The motion carried on a vote of 3-0. SPECIAL EXCEPTIONNARIANCE ITEMS: EXC96-0016. Public hearing on an application submitted by Jeff Schabilion for a special exception 'to .modify the side yard requirements for property located m the Medium Density Single-Family Residential (RS-8) zone at 431 Rundell Street. Eckhardt announced that the applicant has requested a deferral of this item. MOTION: Brantit moved and Haigh seconded the motion to defer EXC96-0016 to the November 13, 1996, meeting of the Board of Adjustment. The motion carried on a vote of 3-0. (Lehman arrived at 4:38 p.m.) EXC96-OO22/VAR96-0002. Public hearing on an application submitted by Shirley Young for a special exception to modify the front yard requirement along Dartmouth Street and a variance to modify the vision triangle requirement at the Washing- ton/Dartmouth intersection for property located in the Low Density S~ngle-Family Residential (RS-5) zone at 3041 Washington Street. Rockwell said both a special exception and a variance would be required for approval of this item. Rockwell said since the special exception portions of this request were covered extensively at the September 11, 1996, meeting, she would concentrate on the variance portion of the request. Rockwell noted, however, that staff feels a ws~on problem exists with the southeast corner of the fence, which requires a special excep- tion to remain in place. Rockwell pointed out that the land in this area slopes toward the south; an accident could occur should a child be riding a b~cycle or running home from nearby Lemme Elementary School, and someone ~s backing out of the drive without adequate sight lines. Rockwell said to widen the vision tnangle makes sense. Rockwell said the staff also continues to recommend that the vision triangle require- Iowa C~ty Board of Adjustment October 9, 1996 Page 2 ments for the northeast corner of fence, the area for which a variance ~s requested, should be met as well. Rockwell said the purpose of the vision triangle is to provide adequate lines of sight for vehicles approaching intersections. In this case, the intersection at Washington Street and Dartmouth Street is controlled with four-way stop signs and Washington Street has a wider than average, 60-foot right-of-way. This controlled intersection and extra wide right-of-way lessen the impact of a variance to allow five feet of a s~x-foot high fence to encroach into the required vision triangle. It appears that the proposed variance would not contravene the intent of ensuring safety/adequate visibility at the intersection. Rockwell said, therefore, the public interest test for granting a variance is met. Rockwell said the Board must also determine whether the literal enforcement of the Zoning Chapter will result in unnecessary hardship. The Board must be satisfied in hearing the evidence of the case that granting the variance will alleviate a clearly demonstrable hardship that approaches confiscation. Rockwell said altering the fence to remove it from the vision triangle will decrease the area enclosed by the fence by 12.5 feet, which will not significantly affect the value of the property. The property owner will still be able to maintain the residential use of the property and there will still be a privacy area. The fence can be brought into compliance with Code with only minimal diminishment of value in the property. Rockwell said.the Board must also consider whether the property is unique or peculiar. Rockwell noted there are some peculiarities of the property, but as the Board had witnessed in viewing the site, there are other, similar fence situations in the area. By granting a variance in this case, the Board would be conferring a special favor to the applicant over others who must comply in similar circumstances. Rockwell said the Board must also consider whether the hardship is of the owners own making. Although the applicant did not knowingly construct the fence in the vision triangle, she is responsible, as the property owner, for constructing the fence and for its location. The requested variance does not meet the three tests of hardship. and as such, should not be approved bythe Board. Although the public interest test has been met in this situation, all tests must be satisfied in order for the Board to grant the variance. Rockwell said this is not the only situation that has arisen in recant weeks that in- volves fences or hedges located in the sight triangle. There may be a need to amend the ordinance so there is a better, fairer way of looking at these situations as they arise. Rockwell said many of these situations here been outlined by John Yapp ~n the staff report, including whether there is extra w~de right-of-way, a controlled inter- section or a reduced speed limit. These factors do make a difference ~n ws~bdity at intersections. While staff cannot recommend granting a variance to the ordinance, Rockwell sa~d it does recommend that the Board ask the Planning and Zoning Commission to consider amending the vision triangle section of the Zoning Chapter to account for ddferences Iowa City Board of Adjustment October 9, 1996 Page 3 in right-of-way width, speed limits, controlled versus uncontrolled intersecuons, and other intersection variables. The Board may also want to request that the Commission consider requiring permits for fences sothat people putting up a fence will know at the time they apply for the permit whether the fence would be in the correct location or not, Rockwell said staff recommends that VAR96-0002, a variance to modify the vision triangle requirement at the Washington Street/Dartmouth Street intersection be denied, but that the Board of Adjustment request that the Planning and Zoning Commission consider directing staff to study the vision triangle requirement to take into account differences in right-of-way width, controlled versus uncontrolled intersections, speed limits, and other inters6ction variables, and consider a permit process for the installa- tion of fences. Staff also recommends that EXC96-0022, a special exception to reduce the front yard requirement from 20 feet to one foot along the 45-foot width of the fence at 3041 Washington Street, and to allow the fence to begin within one foot of the Dartmouth Street right-of-way line be approved, subject to; 1) the corner of the fence within the required intersection vision triangle complying with the vision triangle requirements within six months of the time the City completes the review of the vision triangle requirement, and City staff notifies the applicant of the results of the review, and 2) the southeast corner of the fence being altered so the southern edge of the fence is set back a minimum of 10 feet from the sidewalk to form a 45-degree angle to the Dartmouth Street right-of-way line. Rockwell said the Board has received a copy of a letter from Nancy Dooley in favor of allowing the fence to remain as it stands. Public hearing: Shirley Youno, 3041 Washinqton Street, the applicant, reminded the Board that she had contacted the Department of Housing and Inspectfon Services and was told by an individual that no permits were needed for the fence. She said there was no mention of other restrictions. Young said she had spent a lot of time, labor and money over a two year period constructing the fence, and all along she was under the impression that she was doing things correctly. Young said she does not feel in error in construct- ing the fence as it stands and feels no obstruction of vision has resulted. Young reminded the Board that she had taken such things as vision and safety into consider- ation when constructing the fence, although she was not aware of such th~ngs as setbacks and vision triangle requirements at that time. Nancy Dooley. 120 Dartmouth Street, who lives across the street to the east and two houses south from the intersection, thanked staff and the Board for its measured and pleasant rebuttal of the items that she had misunderstood. However, Dooley w~shed to stress that she would have a problem if the City were to act only when there is a complaint, as appears to be the situation in this case. Yet, when they do act, they follow stringent Code requirements. Dooley said the process is flawed should thin be the case. Public hearing closed. Iowa City Board of Adjustment October 9, 1996 Page 4 MOTION: Haigh moved and Lehman seconded the motion to approve VAR96-0002, a variance to modify the vision triangle requirement at the Washington Street/Dartmouth Street intersection for property located in the RS-5 zone at 3041 Washington Street. Brandt said the Board has had time since the last meeting to review the differences between exceptions and variances. He thanked staff for making this distinction more clear. Regarding the vision triangle. Brandt said the intent of the ordinance appears to be met. He said he has viewed the site on several occasions now and. in his m~nd, cannot see a problem with the way the fence currently stands. On the other hand, Brandt said it is significant to grant a change in the ordinance when the Board has not been provided the evidence to make such a change. Brandt said it is unfortunate that communication appeared to be lacking in this case, but said the evidence does not exist to set a precedent by approving the variance. Lehman said he had noticed that a number of hedges appear to be getting cut back at intersections around town. He asked staff whether the City had stepped up its enforcement as a result of recent Board items. Rockwell said a brochure was enclosed with recent water bills that noted standards for hedge and fence heights in the vision triangle, and a number of complaints have been logged as a result of th~s. Rockwell said the Department of Housing and Inspection Services currently has a backlog of such cases to review. Haigh agreed with Brandt that the standards have not been adequately met to consider granting the variance. Eckhardt said she agrees that this case does not meet the standards for granting a variance and said the ~vhoie idea of zoning is to benefit the public. Eckhardt said she sympathizes with Young in that she was misled to believe she was meeting all that was required of her, but as ignorance of the law is no excuse, she could not vote in favor of granting the variance. The motion failed on a vote of 0-4. MOTION: Lehman moved and Brandt seconded the motion to request that the Plan- ning and Zoning Commission consider directing staff to study the vision triangle requirement to take into account differences in right-of-way width, controlled versus uncontrolled intersections, speed limits, and other intersection variables. Brandt said staff had brought up the issue of whether to consider a permit process for fence construction. Brandt said he is not sure whether a permit process is necessary, but did note it may reduce miscommunication and fences being constructed ~n the wrong locations. The Board concluded that a review of the wsion triangle require- ments will determine whether a permit process for fence construction will be neces- sary or valuable. The motion carried on a vote of 4-0. Iowa City Board of Adjustment October 9. 1996 Page 5 MOTION: Haigh moved and Brandt seconded the motion to approve EXC96-0022, a special exception to reduce the front yard requirement from 20 feet to one foot along the 45 foot width of the fence at 3041 Washington Street, and to allow the fence to begin within one foot of the Dartmouth Street right-of-way line, subject to: 1) the corner of the fence within the required intersection vision triangle complying to the vision triangle requirement within six months of the time the City completes the review of the vision triangle requirement, and City staff notifies the applicant of the results of the review, and 2) the southeast corner of the fence being altered so the southern edge of the fence is set back a minimum of 10 feet from the sidewalk to form a 45 degree angle to the Dartmouth Street right-of-way line. Brandt said he is agreeable to requiring the alteration of the southeast corner of the fence, because he does feel inadequate sight distance is currently provided for safe maneuvering. Eckhardt clarified whether the motion, as stated, would mean that condition number two would need to be met right away, yet condition number one regarding the northeast corner can wait until the vision triangle has been reviewed. Rockwell said this is correct. The Board felt it had adequately expressed its views concerning the special exception at the previous meeting. The motion carried on a vote of 4-0. EXC96-0024'~ Discussion of an application submitted by Clarissa T. Watt for a special exception to modify the front yard requirement along Muscatine Avenue for property located in the RS-8 zone at 1603 Muscatine Avenue. Rockwell said Watt is requesting a special exception to permit her to complete con- struction of a covered porch at the main entrance to her antique shop. Atwenty foot setback is required between street rights-of-way and structures, including covered porches, in the RS-8 zone. The Board may grant a special exception to modify yard requirements when the owner or lawful occupant of the property demonstrates that the situation is peculiar to the property in question, there is practical difficulty m complying with the dimensional requirements of the Zoning Chapter, and the general standards for granting special exceptions will be met. Rockwell said the peculiarity of the property involves the constructran of the budding at a time when setback requirements were not required. This resulted in the structure being placed on the lot closer to the Muscatine Avenue right-of-way than would now be permitted. It is also likely that the Muscatine Avenue right-of-way has widened over the years as the street has carried more and more traffic. Rockwell said the practical difficulties in meeting the dimensional requirements should also be considered. The requested front yard reduction is not substantial either in quantitative or qualitative terms. The covered porch extends only four feet from the existing structure toward Muscatine Avenue and covers existing concrete entry steps. It involves an encroachment of eighty square feet, which decreases the front yard by 2.5%. Iowa City Board of Adjustment October 9, 1996 Page 6 Rockwell said no substantial change or detriment to the neighborhood would result from the exception. The covered porch simply makes the entryway safer and more accessible, attractive and compatible in appearance with neighboring resident,al structures. Even if the applicant were to reconstruct the porch to be an uncovered porch only three feet wide, a front yard modification would be required. If th~s were the case, there would be no roof to deter ice formation or to mask a flat area on the front of the structure previously used for grocery store signage. Rockwell said the requested encroachment into the required front yard along Muscatine Avenue does not compromise the safety of pedestrians and vehicles at the intersection of Dearborn Street and Muscatine Avenue. The porch is of open construction and is set well back from the vision triangle at that intersection, To ensure continued visibili- ty and to prevent increased floor area being added to a non-conforming use, staff recommends that the special exception be subject to the understanding that the porch is not to be enclosed in the future. Rockwell said staff also recommends that vehicular access to the parking area be limited to the drive off Dearborn; that the applicant install curb stops in a continuous line two feet back from and parallel to the Muscatine Avenue right-of-way line. Rockwell said planters that are a maximum of two feet in height could be used instead of curb stops and would be more attractive and visible and still serve the same pur- pose, Rockwell said the point would be to close off the Muscatine Avenue curb cut in compliance with the Comprehensive Plan policy that encourages restricted access to arterial streets. It should also create a safer situation for people using the porch ramp, Rockwell said she had spoken briefly with Mrs, Watt before the meeting. Mrs. Watt had indicated that she may place the ramp on the other side of the porch. Rockwell said staff recommends that EXC96-0024, a special exception to reduce the required front yard along the Muscatine Avenue right-of-way from 20 feet to 2.5-6 feet to accommodate a four-foot by twenty-foot covered porch on the northeast side of the existing structure for property located in the RS-8 zone at 1603 Muscatme Avenue be approved, subject to the property owner 1) understanding that the porch shall not be enclosed now or in the future, and 2) installing and maintaining curb stops or planters in a continuous line two feet back from and parallel to the Muscatine Avenue r~ght-of- way line, and extending northeast for a minimum of 40 feet from a point oppos,te the south edge of the existing Muscatine Avenue curbcut. Rockwell pointed out that she had received no telephone calls on this ~tem, but had received a number of letters expressing support for the special except[on. Public hearing: Joe Holland, 123 North Linn Street, attorney for Cris Watt, read a letter from Joan Frantz, an east side resident, which the Board had not yet received. This reads. "in my mind, the covered entry that Mrs. Watt would add to the building would serve as an embellishment to the whole neighborhood, in essence to the whole c~ty. It ~s refreshing to see private bus~ness people who initiate improvements to their property and they should be encouraged. They are the lifeblood of our community. I'm sure Iowa City Board of Adjustment October 9, 1996 Page 7 the taxpayers of Iowa City are pleased to know that there are still people who are willing to improve their surroundings for all without asking for financial aid. How very unique in this day and age, and I for one appreciate it." Holland said hopefully the Board has thoroughly reviewed the staff report and read all the letters attached to the staff report. He said if the Board has had a chance to view the property, they would understand what the porch has added to the property. Holland said it is unfortunate that the contractor did not realize a special exception was needed prior to its construction, but said, on the other hand, the Board must often consider things in the abstract, and in this case, the Board can actually see what it would be approving. Regarding the conditions staff has placed on approval of the exception, Holland said Mrs. Watt has no objection to the condition that the porch must never be enclosed as she has no intention to do any more. Holland said they do not, however, agree with the condition for curb stops. Holland said he has discussed the matter at length with his client and she feels these would hamper her business. Holland reminded the Board that this is a business and it is going to fail if customers do not have readily available access to parking. Holland also reminded the Board that his client and her husband had operated a food market on the site for over fifty years and because of this, she knows the are¢; she knows what she has to do to make the business succeed at this location. In Mrs. Watt's estimation, many people will not make the effort to turn onto Dearborn Street and then pull into the drive. He said putting in anything that restricts access is putting in something that jeopardizes business. Holland said in regard to pedestrian and auto conflict, Mrs. Watt had told him that there has never been a pedestrian-auto accident at that site. Because of this, Holland said he does not know that staff can say that there is a legitimate problem there that needs to be addressed. Holland said the installation of curb cuts and/or planters will cause more problems than they will solve. Holland noted that anything installed will act as a barrier to snow removal. Holland said planters may act as a barrier to pedes- trians and may pose a threat to public safety, especially at night. These may also act as a =barrier to the loading or unloading of merchandise, which is transported through the front door, and access to the front door may be more difficult to obtain. Holland asked that the Board approve the special exception, but drop the condition about curb stops. Holland said the curb stop condition would decrease the utility of the property. He said he feels the Board should be in a position of encouraging small business, especially someone who has operated respectable businesses on the s~te for over fifty years, and should not impose conditions which may affect the viability of operating a business on the site. Iowa City Board of Adjustment October 9, 1996 Page 8 Cris T. Watt, 1603 Muscatine Avenue, said she has lived in the neighborhood for over seventy years and because of this she is very familiar with the neighborhood and its activities. When she and her husband began the food market in 1946, Muscatine Avenue was Highway 6 and the store was very active, because, although there were 37 small grocery stores, there was only one supermarket. They operated from 7 a.m. to 10:30 p.m, She said she now operates her antique store from 10:00 a.m. to 4 p.m., which pretty much eliminates being open at times of busy traffic. Watt said to her knowledge, there has never been an incident of personal injury as a result of pedestrian-automobile conflicts at the site. Watt noted that several years ago a gentleman from Missouri had inquired about purchasing the site and the adjoining property in order to put in a min,-mart. Watt said she and her husband declined the generous offer, because they could not do that tothe neighborhood, and she still feels the same way. Watt said there are a large number of pedestrians, walkers and joggers in this neigh- borhood. She feels that curb stops or planters would act as adetriment to pedestrians. Watts brought up the issue of liability and asked whose responsibility this would be should something happen. Watts asked whether similar conditions would also be imposed upon theTrca Law Firm or Seatons Grocery, which are located just down the street and have similar parking situations, or upon the knit shop, the two gas stations, Osco's Drug, or the University Credit Union, etc. Watts said she strongly feels that closing the Muscatine Avenue access would be a big detriment to her business and said she is real happy with the way things currently stand. Public hearing closed. Eckhardt asked why the building of a porch on a property. which is grandfathered ~nto the Code, would cause the need for curb stops. Rockwell said the mare reason for this condition is to limit access onto an arterial street. Rockwell pointed out. however, that limited space exists on the site to turn a car around, so it may be more practical to allow the drive through. She said staff would not object to dropping this condition. MOTION: Haigh moved and Lehman seconded the motion to approve EXC96-0024, a special exception to reduce the required front yard along the Muscatine Avenue right- of-way from 20 feet to 2.5-6 feet to accommodate a four-foot by twenty-foot covered porch on the northeast side of the existing structure for property located in the RS-8 zone at 1603 Muscatine Avenue, subject to the property owner understanding that the covered porch shall not be enclosed now or in the future. Brandt said he actually prefers to access the site from Dearborn Street, because the Muscatine Avenue access does approach close to the front door. Brandt said although he has not accessed the site when Muscatine Avenue has been particularly busy, he can appreciate what the City is attempting to accomplish. Brandt said the porch does not appear to have made much of an ,ntrusion into the front yard requirements than had previously existed, and may actually be an improvement from a safety standpoint. Brandt also feels property values are in no way hindered by the addition of the porch, so he will vote in favor of the motion. Iowa C~ty Board of Adjustment October 9, 1996 Page 9 Haigh said when you are considering the hours of operation of 10 a.m. to 4 p.m., these are not particularly busy hours on Muscatine Avenue. He said he did not feel the curb cut on Muscatine Avenue is going to make a great deal of difference, therefore, he is in favor of dropping the second condition. Haigh said it appears as a result of all of the letters in favor that have been received, and from his own viewing of the property, that the property has been greatly improved aesthetically. He did not see any reason'not to approve the exception. Lehman said he appreciates the comments made by the applicant and her legal advisor. Lehman said he has occasion to frequent Seatoh'S Grocery and noted that this is a very similar and convenient parking situation with the ability to drive in one side and out the other. Lehman said he feels it would be in the best interest of all to drop the condition for closing the curb cut. Lehman said he does not imagine that the antique furniture shop will be real busy and he does not envision this causing any backups in traffic. Lehman said he also does not envision people driving by and deciding rather quickly that they need to stop and pick something up, as they might for a grocery store/mini-mart situation. Rather, most will be making a trip solely to go to the store and will likely drive in the Dearborn Street side and out the Muscatine Avenue side. Eckhardt agreed with her colleagues regarding the lack of necessity for the second condition, as well as their stance on other issues, The motion carried on a vote of 4-0. EXC96-0025. Discussion of an application submitted by Douglas J. Paul for a special exception to modify the front yard requirement along Highway 6 for property located in the Intensive Commercial (C1-1) zone at 507 Highland Avenue. Rockwell said the applicant would like to add a 32-foot by 60-foot warehouse addmort at the rear of his commercial property. The business, Profiles Corporation, faces north toward Highland Avenue and the rear of the property fronts on Highway 6. A twenty foot setback is required between street rights-of-way and buildings in the C1-1. Inten- sive Commercial zone. If built as proposed, the southwest corner of the add~bon would encroach into the required front yard along Highway 6. Rockwell said the Board may grant a special exception to modify the front yard require- ment, but must consider whether the property is peculiar in soma way, there ~s practi- cal difficulty, and it meets the general standards for granting a special exception. In this case, the peculiarity of the situation involves the double frontage of the lot, the d~agonal right-of-way line along Highway 6 that angles from the southeast to the northwest, and the extra wide highway right-of-way. According to the applicant, the distance from the nearest point of the addition to the Highway 6 pavement would be 125 feet. The requested front yard reductmn ~s not substantial e~ther in qualitative or quantitative terms. Because of the way the budding would line up with the building on the adjacent property to the east, and due to the distance the addition would be from Highway 6, the building would not have the Iowa City Board of Adjustment October 9. 1996 Page 10 appearance of encroachment. Only the southwest corner of the addition would extend into the required front yard along Highway 6, and the area of encroachment would be approximately 301 square feet or 10% of the total required front yard for this proper- ty. Rockwell said although the warehouse addition will not increase the population density, it may add a small increment of truck traffic on the surrounding public streets. The portion of the building that would encroach into the required front yard along Highway 6 is some distance from adjacent properties; 22 feet from the nearest point of en- croachment to the east property line and over 70 feet from the nearest point of encroachment to the west property line. The wide highway right-of-way separates it from the commercial properties to the south. Because the addition would be located on the south side of the property, the encroachment will not be noticeable from proper- ties located north of the site. However, staff does recommend that evergreen land- scaping be provided between the new addition and the south property line to soften the appearance of the building as viewed from the highway, an entryway into the city. The applicant has agreed to provide evergreen trees along the south side and evergreen shrubbery along the east side of the new addition. Rockwell said the applicant could build a smaller addition that widens to 32 feet at a point where no encroachment into the front yard setback along Highway 6 would occur. This would create additional warehouse space without requiring a front yard reduction. The requested exception to reduce the front yard requirement would not be substantial either in appearance, quantitative terms or impact on neighboring property owners. Buffering the addition with evergreen landscaping will soften the appearance of the warehouse along a major entryway into the city and make it more compatible with the restaurant business on the property to the east. Rockwell said the warehouse will add value to the 507 Highland Avenue property whmh ~s located in an intensive commercial zone. Rockwell said staff recommends that EXC96-0025, a special exception to reduce the front yard setback area along the Highway 6 right-of-way from 20 feet to 6-20 feet along the angle of the west portion of the south wall of the 32-foot by 60-foot addition for property located in the C1-1 zone at 507 Highland Avenue be approved, subject to the applicant planting and maintaining evergreen landscaping along the south and east side of the new addition; that is, planting and maintaining evergreen trees between the new addition and the Highway 6 right-of-way line to the south in accordance with the vegetative screening requirements set forth in City Code subsection 14-6S-11, and evergreen shrubs set at a minimum of four feet on center on the east s~de of the addition, Rockwell said she had received a telephone call from Dean Thornberry, owner of the property to the east, who pointed out that the Burger King dining windows look out on the area where the extension is proposed to occur; that his dining patrons would be looking out at a blank wall. Thornberry said he was totally, 100,000% opposed to the special exception and stated that he would try to attend the Board meeting, but if he is unable to do so, he wanted the Board to know that he is a neighboring property owner, he is the most impacted neighbor, and he is opposed. Rockwell clarified for Iowa City Board of Adjustment October 9, 1996 Page 13, the Board the triangle of encroachment that is involved. The wall along the property line could be built and still comply with the setback requirements; that portion of the structure would not encroach into the front yard. Eckhardt said she believes this portion of Highway 6 was planted by Project GREEN · and staff would probably want to work with them to make sure that their objectives are not being hindered. She asked whether there would be some way to reduce the amount of wordiness regarding the evergreen condition. Rockwell said there are trees in the right-of-way, but the evergreens would be placed on private property along the wail of the.building and would provide a softening screen. She said specificity is needed so there is a clear understanding by the applicant and City enforcement person- nel of what is required when the landscaping is installed. Eckhardt said it does not really specify that the evergreens are to be planted along the building. Rockwell said the condition requires the evergreens to be planted between the right-of-way line and the building. This will effectively locate the evergreens near the wall in a way that screens th~ building. Public hearing: Doualas J. Paul, 507 Hiclhland Avenue, pointed out on the overhead projector the location of the Burger King restaurant in relation to his property, Paul emphasized that the rear of the proposed addition would end up about as far south as the Burger King drive-through window. Paul said Profiles publishes materials for school districts and they warehouse what they have sent out for print. Paul said, basically, the volume of business has outgrown the current facilities. Paul said should they print smaller volumesi their printing costs would increase significantly. They are currently paying for off-site storage. Paul said he appreciates staff's report, but said the report is sort of ironic in that truck traffic to the warehouse would actually be reduced, not increased. Although they may have 15,000 copies of an item printed, they can only bring 5,000 copies at a time to the warehouse for storage, whereas with the additional space, only one trip would be required. Therefore, the incoming and outgoing truck traffic would be reduced. Regarding Thornharry's stance concerning the view, Paul said those diners who go to Burger King for the view would be seeing a continuation of the building rather than the parking lot they.currently see. Paul does not feel this would impact the amount of Burger King business in any way. Paul said that he could construct thin side of the building without requiring an exception. Paul said the 32-foot width ~s required in Iowa C~ty Board of Adlustment October 9. 1996 Page 12 older for a fork lift to maneuver and they must have a rectangular shape or the space is not useful for pallet storage. Paul said the corner of the building, which encroaches into the front yard setback area, only encroaches about 6-8 feet. He said his business has outgrown its current space, about two-thirds of which is office space. Dan Tiedt, 415 Hic~hland Avenue, owner of PIP Printing, sa~d he does not do the printing for Profiles, so he has no business interest, but said the city should be in the business of encouraging additions as they benefit the local economy. Tiedt noted that as Paul had stated, he may have to look for space in another community should this exception not be granted. Tiedt said he feels the addition would be of benefit to the area and is confident that Paul will have things done in a tasteful manner. Public hearing closed. MOTION: Lehman moved and Haigh seconded the motion to approve EXC96-0025, a special exception to reduce the front yard setback area along the Highway 6 right-of- way from 20 feet to 6-20 feet along the angle of the west portion of the south wall of the 32-foot by 60*foot addition for property located in the C1-1 zone at 507 High- land Avenue, subject to the applicant planting and maintaining evergreen landscaping along the south and east side of the new addition; that is, planting and maintaining evergreen trees between the new addition and the Highway 6 right-of-way line to the south in accordance with the vegetative screening requirements set forth in City Code subsection 14-6S-1~1, and evergreen shrubs set at a minimum of four feet on center on the east side of the addition. Lehman said this is a similar situation to the Economy Advertising request in which only a corner of the building was affecting the situation. Lehman said he does not feel Burger King really has an issue, because Paul would only have to cut back the corner of the addition, the far corner from the restaurant, and no exception would be required. Lehman said he does not see any great impact in approving encroachment of only a small portion of the addition, He said he will vote to approve the exception. Brandt said the property is somewhat urnqua in that it has a street at the front and the back and the angle of one of the streets affects the property. The overall ~mpact on the surrounding properties, at least for the encroaching corner that the Board ~s con- cerned about, is somewhat limited. He said he will vote in favor of the motion. Haigh agreed with the uniqueness factor and felt confident that the surrounding properties will not be negatively impacted. Ha~gh also appreciated that Paul was going through all the trouble to attempt to expand his business and remain ~n Iowa City. Eckhardt agreed with her colleagues. She said the exception ~s minimal. She did not envision any problems resulting from the encroachment. The motion carried on a vote of 4-0. Iowa City Board of Adjustment October 9, 1996 Page 13 BOARD OF ADJUSTMENT INFORMATION: Variance Tests. Rockwell thanked the Board for its careful review of the variance item and its understanding that a variance requires a more stringent review process than a special exception. Rockwell said, in retrospect, perhaps a variance should not have been encouraged as an option. But she noted it was good that some questions were raised concerning the ordinance and different situations that may arise concerning fences at intersections. As a rule, however, a variance should not be encouraged, unless compliance with the ordinance would mean that the use could not continue or it would result in a confiscation of the property. Brandt commended the Board and staff as well. Meeting Time/Public Access. Rockwell said over the past ten years, she has heard from a number of people who would either like to attend a Board meeting, or may like to serve on the Board, but are unable to attend at the established meeting time of 4:30 p.m. Rockwell asked the Board to consider whether they would like to schedule a different meeting time. Eckhardt did not feel there was a pressing need to change the meeting time. Brandt said the meeting time as it is now works well for him, but he felt the Board should be mindful of being accessible. Rockwell said this item can be placed on the November agenda. Lehman'sTetro Endinc~. Rockwell announced that Lehman's term will be ending at the end of December. Rockwell said the Board generally has a farewell luncheon for departing members, which she can schedule in December. OTHER BUSINESS: There was ADJOURNMENT: Lehman moved and Haigh seconded the motion to adjourn the meeting at 6:02 p.m. The motion carried on a vote of 4-0. Patricia Eckhardt, Chairperson Melody Rockwell, Board Secretary Minutes submitted by Jeff Haring. IOWA CITY BOARD OF ADJUSTMEIV'T MEETING WI:DNESDAY, OCTOBER 9, 1996- 4.'30 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET Name Address Z o 10. 11. 12. 13. 14. 15. 17. 18. 19. COUNCIL MINUTES IOWA CITY PLANNING AND ZONING COMMISSION THURSDAY, OCTOBER 17, 1996 - 7:30 PM CIVIC CENTER COUNCIL CHAMBERS PRELIMINARY Subject to Approval MEMBERSPRESENT: Ann Bovbjerg, Benjamin Chait, Dick Gibson, Jane Jakobsen, Tom Scott, Lea Supple MEMBERS ABSENT: George Starr STAFF PRESENT: Bob Miklo, Sarah Holecek, Anne Schulte RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 6-0, that the City Council forward a letter to the Johnson County Board of Supervisors recommending approval of CZ-9641, an application to fezone approximately 22 acres located on the north side of Highway 1, approximately one mile west of Sharon Center Road (W62) from A1, Agricultural, to RS-5 Suburban Residential, with the stipulation that there should only be one access road to Highway 1. Recommended approval, by a vote of 5-0-1, tl~at the City Council forward a letter to the Johnson County Board of Supervisors recommending approval of CZ-9647, an application to mzone approximately 8.64 acres located west of Prairie du Chien Road, approximately 1/4 mile north of Newport Road from A1, Agricultural, to RS-3, Suburban Residential. Recommbnded denial, by a vote of 6-0, SUB96-0020, a preliminary plat of Scott-Six Industrial Park, a 140.5 acre, 41-1ot industrial/commercial subdivision located in Johnson County on the east side of Scott Boulevard, north of Highway 6. The Commission recommend denial of the application for the following rsasons: 1) subdivision design issues including: a) improper lot configuration, i.e., the subdivision ordinance prohibits the use of double frontage lots unless good platting indicates their use, b) inappropriate design of 420th Street, and c) the lack of IDNR approval for Snyder Creek relocation; 2) lack of compliance with City design standards: a) lack of storm water management provi- sions, b) lack of sidewalks, c) lack of fire hydrants as required by City standards, and d) inadequate provisions regarding the waste water disposal and water supply systems; and 3) the Commission recommends to the City Council that no change be made in the City policy regarding connections to municipal water and sewer systems by any property that remains in the unincorporated area of the County. Recommended approval, by a vote of 6-0, of SUB96-0023, a preliminary plat ot A Resubdivision of Lot 2, Westport Plaza, an 11.41 acre, 2-1or commercial subdivision located south of Ruppert Road. CALL TO ORDER: Chairperson Bovbjerg called the meeting to order at 7:37 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARD AND COMMISSIONS: Planning & Zoning Commission October 17, 1996 Page 2 There was none. REZONING ITEMS: REZ96-0019. Public discussion of an application submitted by Ed and Cheryl Sobask~ to rezone approximately .76 acres located at the southwest comer of Waterfront Drive and Southgate Avenue from C1-1, Intensive Commercial, to CC-2, Community Commercial. (45-day limitation period: November 14, 1996) Miklo showed the property location on a map of the area. Miklo said the applicant would like to construct an office building with a daycare center on the site. Miklo said a daycare center can be allowed by special exception in the CC-2 zone, but is not allowed in the CI- I zone. Miklo said the South District Plan proposes that the area west of the property be rezoned to CC-2. The rezoning may extend to the east to include this property, but at this time the requested rezoning would result in spot zoning. He said that the eastern border of the area to be rezoned is in question. Miklo said the railroad is the most logical eastern border. He noted the area east of the railroad has C1-1 businesses and two group homes that would become nonconforming if a larger area east of the railroad were rezoned. Miklo stated that staff recommends deferral until either the South District Plan is adopted or the applicants receive enough support from surrounding property owners to have a larger area rezoned so that a one-lot "spot zone" is not created. Public discussion: Ed Sobaski, 2315 Cameron Way, showed a diagram of a lift station called a "sewage ejector.' He said he had spoken to George Kondora of Kondora Plumbing about eventual- ly routing under Waterlront Drive to Southgate Avenue to a manhole to hook up to C~ty sewer services when they become available. Sobaski said he is willing to bear that expense; that it is a relatively minor issue in terms of the cost. He will be ready to hook up to the sewer when it comes through. Sobaski said that he contacted as many property owners in the area as possible. He talked to Glenn Siders and Harry Wolf of Southgate Development, who were not opposed to the property being zoned CC-2, but did not want to see it spot zoned. Sobaski sa~d he also talked to Mike McNiel and Bill Kron, who own Mike McNiel Repair and Bill's Autos. Sobaski said they were not opposed to him rezoning only his property to CC-2, but they do not want their businesses to end up as nonconforming. He said the question ~s still up in the air as to whether they would be comfortable having their businesses permitted only by Special exception under CC-2 zoning. Their businesses are allowed in the current C1-1 zone, but would require a special exception in the CC-2 zone. Sobaski stated he also talked to Art Scott of MECCA, who told him that having HACAP there would be great. However, he said Scott would be opposed to the MECCA property being rezoned to CC-2, which would make MECCA nonconforming. MECCA would not be permitted even by special exception in a CC-2 zone. Sobaski also talked to Pat Kennedy, son of Tom Kennedy, who owns some of the property on the west side of the railroad tracks. He said the Kennedys are not opposed to CC-2 zoning or to the Sobaski property being zoned CC-2. Planning & Zoning Commission October 17, 1996 Page 3 Sobaski said he was not able to contact anyone from the Youth Homes property, but he assumes they would have some of the same problems with becoming nonconforming under CC-2 zoning. Sobaski showed sketches of the area from the Beyond 2000 [South District] Plan that recommends changing the zoning in this area to CC-2. He said he was not receiving any opposition from that area; the land seems to be all vacant in the area shown. He said he would just like his property included in the CC-2 zone on the south side of the proposed Southgate Avenue. Sobaski said another option would be to connect his property to the Hy-Vee CC-2 zone by bringing CC-2 zoning down on the west side of Waterfront Drive. which would include Mike McNiel's and Bill Kron's properties. In that case, the question of their businesses becoming nonconforming would need to be addressed. Supple asked about the timing of the building project. Sobaski said he would like to start as soon as possible because of weather and time constraints, but needed to complete construction by July I to meet commitments to HACAP and to allow HACAP to meet its own commitments. Scott asked Miklo about the status of the McNiel and Kron businesses in a CC-2 zone. Miklo said they could continue to operate as nonconforming uses. He stated that if they wanted to expand, they would require a special exception for an auto and truck oriented use, which would be permissible provided the Board of Adjustment grants it. He noted the Board often puts conditions on special exceptions. Scott asked Sobaski if the Kron property is developed and Sobaski confirmed that it is. Sobaski added that after reading the Beyond 2000 [South District] Plan, he feels the HACAP facility is much needed in that area, because of the expected residenbal develop- ment. He stated that HACAP serves a lot of needs in the area and that the location is ideally situated for them. He also said he is planning to construct an appealing-looking building that people coming into town will see. AI Axeen, Coralville, stated that he is the assistant director of HACAP and the d~rector of HACAP in Johnson County, He showed a map that was used to work with developers to come up with ideas for the building. The map shows demographics of people receiving heating assistance, a service HACAP provides, and how many of those people have Headstart or pre-Headstart aged children. He indicated from the circles that the HACAP service area is in this general vicinity. Axeen said there is now a family service center, which is what this building will be, in Coralville, which houses the same things they wish to do in Iowa City. When he put the demographic information out to developers, there were two responses. The other site was along Stevens Drive, which would have met with the same zoning concerns. Axeen displayed another map showing the location of 1995 Headstart children. He stated that projections on the service needs of the community indicated that daycare would be a critical issue. Axeen described the services, including daycare, provided by HACAP. Axeen stated the service center in Coralville had the same problems with zoning since there is a daycare, but there are other functions, such as offices that require commercial zoning. He said HACAP had to be on the edge of a commercial zone with a special exception to fit in that scenario. Planning & Zoning Commission October 17, 1996 Page 4 Axeen said he wants to give support to Sobaski's request that Waterfront Drive be the dividing line for the new CC-2 zoned area. He remarked that if the building is not allowed, then he will have to go back to Io0k for properties and developers willing to make the investment so that HACAP could then lease back the building. Bill Kron, 2839 Sterling Ddve, said he has lived in and been a small business owner m Iowa City since 1971. He stated that he owns and operates Hawkeye Country Auto Sales at 1947 Waterfront Drive and also Mr. Bill's Auto Parts. He said he welcomes and would have no opposition to Sobaski's new business or application for rezoning his parcel of land. However, he would like only the Sobaski property to be spot zoned to meet his needs. Kron would like his property to remain zoned intensive commercial, because he has a highly successful and marketable business there. He said he has been there ten years. Scott told Kron if the only way to prevent spot zoning is to take the second proposal shown on the map by Sobaski (the s!iver from the proposed applicant's property north to the Hy-Vee area that is zoned CC-2), he could continue to operate as a nonconforming use. Miklo said any increase in square footage of the building would require a special exception from the Board of Adjustment. Kron asked if he wished to sell his business 5 or 10 years from today, would he be able to market and sell it as a used car business. Scott said yes, it would remain a legally, nonconforming use. Kron said he is not totally negative toward the idea, but not totally agreeable either. Gibson asked why this site was selected if the neighbors are not totally enthused about the idea_ Axeen answered that he liked the site and the area. He stated that Sobsski believed that he would be conforming when the new plan was eventually adopted. He sa~d his contract with Sobaski states that as long as the area can be rezoned, then he will construct the building. Axeart said the other possibility for the building would also have required rezoning, and also had the same stipulation about proper zoning. Miklo said the South Distdct Plan makes it clear that everything west of the railroad tracks should be considered for rezoning to CC-2. The area in question is on a border, and although the staff would consider it, they had cautioned the applicant that it was not a clear-cut case and would not necessarily be zoned quickly. Gibson said that the property is not only on the border, but is also across a'railroad, a fairly significant barrier. Sobaski said that the railroad tracks go right by Hy-Vee. Near Highway 6 on the east and west sides of the railroad tracks, the property is all zoned CC-2. He said he had been looking for a long time for a piece of property for sale within a commercial area to budd a building. Sobaski stated that he owns Iowa Paper & Chemical and has intended to build a retail-type building and he basically fits under both zones for what he is trying to do. He said HACAP is moving along as fast as possible in order to meet his commitments as far as the bid for the proposal and acceptance. Sobaski said he read the South District Plan and it does state the area to be considered for CC-2 is within the gray shaded area. He said that commercial areas often change from one zone to another at a road or the back or front of a property. Sobaski sa~d he does not understand all the issues, but would ask for Commission support to build the project. He stated that it is difficult to find a place where child care is a permitted use. Sobaski said it seems like childcare is mostly permitted only by special exception. Planning & Zoning Commission October 17, 1996 Page 5 Sobaski said there are not many vacant lots available for an 8,000 square foot building, much less ones with proper zoning for a child care use. He said the issue will probably end up before the Commission at some point. He said he would like the Commission to deal with it today. Gibson asked Sobaski if he would continue to own the building. Sobaski said he would lease the building to HACAP and would not occupy any part of the building. He said the property is 35,000 square feet in size. He said he intends to split the lot and erect another, smaller building on the other part of it. It may be sold as a second parcel under CC-2 zoning, possibly for an office use. $obaski said there would be one entire 8,000 square foot building to house HACAP, with approximately 2,500 square feet for the child care center. The rest of the building is for offices and conference rooms for HACAP. On the other part of the lot, there would be a proposed second building. Public discussion closed, MOTION: Scott moved to defer consideration of REZ96-0019, an application submit* ted by Ed and Cheryl Sobaski to rezone approximately .76 acres located at the southwest corner of Waterfront Drive and Southgate Avenue from C1-1, Intensive Commercial, to CC-2, Community Commercial, to November 7. Gibson seconded the motion. Scott asked staff about the center section west of the railroad tracks and east of Gilbert Street shown as CC-2 on the map and whether or not the tract was owned by one party. Miklo said there are different ownerships. Scott asked if that area is to be zoned CC-2, where it connects to any present CC-2 zone. Miklo said the map is general, but the CC-2 zoning would go all the way to the north to join the existing CC-2 zone that is along Waterfront Drive and Highway 6. Miklo said the properties fronting on Gilbert Street would be proposed for CC-2 zoning; those west of but not fronting on Gilbert Street would be proposed to remain zoned C1-1. Scott asked how many nonconforming uses this would create. Miklo said he would provide exact numbers at the next meeting. Miklo reminded the Commission that Winebrenner Ford is moving from its site so a sizable parcel will be available for redevelopment. Scott stated that if you then took CC-2 zoning up Stevens Drive to include the present Winebrenner property, you could connect straight across the present Waterfront Drive and to the CC.2 zoning at the Hy-Vee. Miklo re- sponded that the proposal is that north of Stevens Drive also would be zoned CC-2. Scott said that since it would create some nonconforming uses, there will then be the same problem as with zoning the silver along the tracks to CC-2. Miklo said he does not beheve rezoning only the silver without doing areas west of the railroad track is the best idea. Scott said with the high concentration of users of daycare in this particular area, it be- hooves the Commission to attempt to locate a use where the need exists. He said with the new welfare reform bill, there will be a greater need for daylong daycare. Scott sa~d some properties on the other side of Waterfront Drive, even though they would need special exceptions under CC-2 zoning, are compatib!esocial service organizations. Miklo said that the group homes are permitted by special exceptions in C1-1 and are not permit- ted at all in the CC-2 zone. Scott asked if there is a more appropriate zone between C1-1 and CC-2 for some of these uses. Miklo said them is not. Planning & Zoning Commission October 17, 1996 Page 6 Miklo stated one of the reasons staff is proposing that this Gilbert Street area be rezoned to CC-2 is due to the apparent lack of vacant CC-2 property in Iowa City. Also, it is an area with good access to the highway and is therefore available community-wide. Miklo said a child care facility is a special exception in most zones, including the CO-1 zone. but it is not permitted at all in the C1-1 zone. Miklo said given the nature of the C1-1 zone, staff questions whether it is appropriate to amend the Zoning Chapter to allow a daycare center to locate in the C1-1 zone, but it is an option that could be studied more closely. Miklo said group homes were allowed in the past in the Cl-1 zone, because there was such difficulty locating them in residential areas that it was proposed to allow them in the intensive commercial zone. Miklo said he would provide a list at the next meeting regard- ing where daycare centers can locate. Gibson said since the proposal for rezoning the whole area will be before the Commission soon, they should just go ahead and do it instead of waiting. He said they will face the same issues sooner or later. He cited the railroad as an important border. Miklo said staff is reluctant to initiate a rezoning of the entire area until the South District Plan has been adopted. He said there will need to be considerable discussion with the property owners in the area prior to rezoning. Scott stated that if such a large portion of the area is now vacant or soon will be, the Commission should look to rezoning it in the near future as opposed to letting the area develop piecemeal. He suggested the Commission should take a proactive stance in the near future to accommodate CC-2 uses and not take a reactive stance. Scott said s~nce by and large the tracts in the center are vacant, he would like to see the issue addressed now before development begins occurring. Chait asked if the Commission policy was not to do any spot zoning. Holecek responded that spot zoning is an invalid zoning basis. The Commission should zone for individual use on individual parcels of property. The regulatory nature must not be use-specific or property-specific, but in accordance with the Comprehensive Plan. Chair said the Commis- sion should be clearer about the distinction of what is on the east side of Waterfront Drive. He felt the proposed HACAP building would be a compatible use with what is now in the neighborhood. Chait stated it is important to keep in mind that the daycare area would be 2,500 square feet compared with the other 5,500 square feet of office area. Chair said he sees the area now as spot zoned clusters with higher and lower densities all mixed together. He remarked that this could be a good opportunity to explore possibilities for appropriate zoning for the area. Chair said he does not believe the railroad track is a big obstacle. Gibson said that if he were looking at the rezoning of the entire area and did not have the Sobaski application in front of him, there would be no reason to include the parcel east of the railroad track. Holecek said you must be able to articulate something that certain properties have in common; certain inherent characteristics having similar qualities that call for the properties tO be zoned similarly. She said if you are discussing a larger area and can articulate the qualities the properties have in common such as access or otherwise, that it is not neces- sarily spot zoning, because it involves a larger area than just one parcel. Planning & Zoning Commission October 17, 1996 Page 7 Chait asked about changing the C1-1 zone to allow this type of use in a podion of the proposed building. Miklo said it could be pursued, but the C1-1 zone is quasi-industrial. He said staff had some concerns about having a child care facility next to an intensive commercial use. Gibson said that if someone chooses to build a daycare center in that zone, they must understand going in the inability to control the property next to them. Chait said the domestic violence shelter is in the C1-1 zone, so why not have other social services in the zone. Miklo remarked that group homes and transitional housing were resisted in residential areas and so ended up in this area. Chait said he thought HACAP may be resisted in many areas as well. He suggested changing the C1-1 zoning to allow the daycare center as a provisional use. The motion carried on a vote of 6-0. CZ-9641. Public discussion of an application submitted to Johnson County by W-Four Partners to rezone approximately 20 acres located on the north side of Highway 1, approximately one mile west of Sharon Center Road (W62) from A1, Agricultural, to RS-5 Suburban Residential. Miklo reminded the Commission that the City has subdivision control within the two-mile Fringe Area, where this property is located and can make recommendations to the County on rezonings, He said the Fringe Area Agreement was recently amended and calls for residential uses to be considered at one unit per ten acres or, if clustering is done, one unit per five acres is permitted provided 80% of the tract is set aside as open space. Miklo indicated that the applicant has expanded the rezoning to include approximately 22 acres to meet the 80% open space requirement. He said the state DOT sa~d the sight distance in this location was not of concern to them. Miklo said staff recommends approv- al of this rezoning and the appropriate action for the Commission would be to recommend that the Council send a letter to the Johnson County Board of Supervisors recommending approval. Jakobsen asked if the applicants contemplate only one access to the property and Miklo said that is correct, She suggested the Commission stipulate that in the motion. Public discussion: There was none. Public discussion closed. MOTION: Jakobsen moved to recommend that the City Council forward a letter to the Johnson County Board of Supervisors recommending that CZ-9641, a request to rezone approximately 22 acres from County A1 to County RS-5 be approved subject to there being only one vehicular access road between this property and Highway 1. Gibson se¢e~tded [he motion. The motion carried on a vote of 6~0. CZ-9647. Public discussion of an application submitted to Johnson County by James Anderson, Stephan Bender, and Tom Bender to fezone approximately 8.64 acres located west of Prairie du Chien Road, approximately 1/4 mile north of Newport Road from A1, Agricultural, to RS-3, Suburban Residential. Planning & Zoning Commission October 17, 1996 Page 8 Miklo stated that this property is in Fringe Area A, which allows the change of zoning from Agricultural to RS-3 or one lot per three acres. The Commission recently recommended approval of a rezoning of the properties to the north. He said the applicants are now expanding that to include the additional area. Miklo said the requested rezoning for the proposed area does comply with the Fringe Area Agreement, and staff recommends approval. He pointed out that the Fringe Area Agreement and the North Corridor Plan encourage clustering in this area, and the City will look at compliance with this policy when the plat is submitted. Public discussion: There was none. Public discussion closed. MOTION: Supple moved to recommend that the City Council forward a letter to the Johnson County Board of Supervisors recommending that CZ-9647 a request to rezone approximately 8.64 acres located west of Prairie du Chien Road approximate- ly 1/4 mile north of Newport Road, from A1 to RS-3 be approved. Chait seconded the motion. The motion carried on a vote of 5-O-1, with Scott abstaininq. Scott stated that he abstained from voting, because of an ownership interest in a parcel that adjoins this piece of property. DEVELOPMENTITEMS: SUB96-0020. Public discussion of an application submitted by A. F. Streb for preliminary plat approval of Scott-Six Industrial Park, a 140.5 acre, 41-1ot industrial/commercial subdivision located in Johnson County on the east side of Scott Boulevard, north o! Highway 6 (45-day, limitation period waived to October 17, 1996). Miklo said there were some serious plat deficiencies, and the plat does not comply with the City's subdivision standards. He said the applicant had not submitted a waiver of the 45-day limitation period at this point that would allow him more time to address the serious deficiencies. He said that in the absence of a 45oday limitation waiver the Commission would have to vote. Miklo said staff had spoken with MMS Engineering and they indicated to him that they would either submit a letter of deferral or the applicant's position was not changing. Staff had not yet received a letter. Holecek said that the applicant does have the option of taking the matter to Council. She stated that one basis for doing so would be clarification of deficiencies between the time of denial by the Commission'and consideration by Council. Bovbjerg said the apphcant also had the option of appearing at ton[ghrs meeting. Scott said there was a clear indication on Monday night that there had to be a letter of deferral or the issues had to be resolved. He stated that the applicant or his representa- tives could have faxed or phoned in their intentions. Scott said he believes that they do not intend to defer. Holecek stated that the Commission cannot know the intent of the applicant. Miklo said that if the Commission does vote to deny the plat, it would be appropriate to point out that the reason for denial is that it does not meet the technical requirements and there are serious deficiencies. Planning & Zoning Commission October 17, 1996 Page 9 Scott asked about the fire hydrant issue and if anything had happened there. Miklo said the fire department confirmed that they would like the standard placement of fire hydrants adhered to, but the applicant was objecting to that, as of Monday. Chait asked if the subdivision would be acceptable in the County. Jakobsen said that the article in the paper said that County zoning officials had problems with the proposals also. Bovbjerg asked if this also comes under the subdivision requirements of the Fringe Area Agreement. Holecek said yes, the City can require City Design Standards in the Fringe Area. Chait asked why the Commission is asked to vote on the application if there are so many deficiencies and discrepancies still outstanding. Scott said during two months of negotia- tions, there was at least an indication of a willingness on the part of the City, a third partner, and the Strebs to reach agreement on many of these items. He stated negotia- tions had broken down, and the Strebs had indicated they would take their chgnces and go to Council at this point. Public discussion: Richard Rhodes, 2014 Rochester Avenue, said he feels the location is an appropriate place for an industrial park, considering the pre-existing development and transportation infrastructure adjacent to the site. He therefore does not oppose an industrial park devel- opment in this area. Rhodes said he does agree with staff that the present plat is really not an industrial park, because of the number of small lots along the western margin of the tract that are obvi- ously designed for commercial establishments of some sort, rather than industrial develop- ment. Rhodes did not see commercial development as appropriate along this portion of Scott Boulevard. He felt it conflicts with Iowa City's Comprehensive Plan. Rhodes also felt that developments contiguous with and adjacent to iowa City's corporate boundaries and developments that draw heavily on City services should be annexed so that they contribute to the City's tax base to support those services. Rhodes said that since individual property owners may wish to be annexed, once the area has been developed, to get full access to City services, the subdivision should be to full City Design Standards. He also stated he does not believe that the City should provide water and sewer to areas outside of its own limits. Rhodes said the entire area drains into an unnamed northern branch of Snyder Creek, which drains farther south on the Sycamore Farms tract into a large wetland complex. He said the City is required by the terms of a contract signed several years ago with the United States Environmental Protection Agency (EPA) to protect the wetlands on the Snyder Creek bottoms. Rhodes said special attention should therefore be paid to the treatment of storm water drainage from an industrial area. He said that it is disturbing that there is no storm water management plan in place or proposed for this subdivision. He added that an appropriate storm water management plan here would probably have two or three integrated areas to treat runoff. Rhodes referred to two areas on the map that he said should have separate storm water management structures to treat runoff before it gets into the creek branch. He said that the large eastern 9/10 of the tract should have a storm water management system of ~ts Planning & Zoning Commission October 17, 1996 Page 10 own. He cited Chicago and Detroit industrial parks that use such things as storm water management basins as amenities for the industrial park. Rhodes said a centrahzed one here could serve that same purpose. He added that it would be environmentally sensible to be able to isolate any spills or accidents from those industrial sites from flowing straight into the creek. Public discussion closed. MOTION: Chait moved to recommend approval of SUB96-0020. preliminary plat approval of Scott-Six Industrial Park, a 140.5 acre, 41-1ot industrial/commercial subdivision located in Johnson County on the east side of Scott Boulevard, north of Highway 6. Supple seconded the motion. Jakobsen stated that she would vote against the motion because of all the deficiencies. She said it should be developed to City standards. Scott commented that there aren't any items as enumerated in Kugler's memo dated October 17, 1996 that can be compromised either from the standpoint of precedence or from the standpoint of future negotiations with this developer/applicant or any develop- er/applicant. He stated that this Commission and the City Council must remain absolutely firm on these issues. The motion failed on a vote of 0-6. MOTION: Jakobsen moved to deny approval of SUB96-0020, the preliminary plat of Scott-Six Industrial Park, a 140.5 acre, 41-1ot industrial/commercial subdivision located in Johnson County on the east side of Scott Boulevard, north of Highway 6. Scott amended the motion to more clearly delineate why the Commission is recommend- ing denial. MOTION: Scott moved to deny approval of SUB96-0020, preliminary plat approval of Scoff-Six Industrial Park, a 140.5 acre, 41-1ot industrial/commercial subdivision located in Johnson County on the east side of Scott Boulevard, north of Highway 6 for the following reasons: 1) subdivision design issues including: a) improper lot configuration, i.e., the subdivision ordinance prohibits the use of double frontage lots unless good platting indicates their use, b) inappropriate design of 420th Street, and c) the lack of IDNR approval for Snyder Creek relocation; 2) lack of compliance with City design standards: a) lack of storm water management provisions, b) lack of sidewalks, c) lack of fire hydrants as required by City standards, and d) inade- quate provisions regarding the waste water disposal and water supply systems; and 3) the Commission recommends to the City Council that no change be made in the City policy regarding connections to municipal water and sewer systems by any property that remains in the unincorporated area of the County. Gibson seconded the motion. The motion to deny carried on a vote of 6°0. SUB96-0023. Public discussion of an application submitted by Staples, Inc. for prelimi- nary plat approval of A Fiesubdivision of Lot 2, Westport Plaza, an 11.41 acre, 2-lot com- mercial subdivision located south of Ruppert Road. Planning & Zoning Commission October 17, 1996 Page 11 Miklo stated that this subdivision plat will take Lot 2 of Westport Plaza and divide it into two lots, one of them containing file existing Cub Foods and one of them containing the proposed Staples store. He said that the plat as submitted is in order for approval, and staff recommends that SUB96-0023 be approved. Public discussion: There was none. Public discussion closed. MOTION: Chait moved to recommend approval of SUB96-0023, a preliminary plat of A Resubdivision of Lot 2, Westport Plaza, an 1~.41 acre, 2-lot commercial subdi- vision located south of Ruppert Road. Jakobsen seconded the motion. The motion carried on a vote of 6-0. CONSIDERATION OF THE OCTOBER 3, 1996, PLANNING AND ZONING COMMISSION MINUTES: MOTION: Gibson moved to approve the minutes of the October 3, 1996, meeting of the Planning and Zoning Commission. Chalt seconded. The motion carried on a vote of 5-0-1, with Jakobsen abstaining due to absence. OTHER BUSINESS: Public discussion of a request submitted by Alan Saltzman to permit hotels and motels in the CC-2 zone. Miklo cited the letter from Saltzman. He said hotels and motels are currently not allowed in the CC-2 zone, given that it is primarily a retail zone. Miklo said if the Commission would like to study the possibility, it must be decided what priority it would be given in relationship to the priority list attached to the agenda. Miklo said if the Commission puts the item on the pending list, staff would do some research and prepare an amendment. He said that after research, staff may or may not recommend approval of allowing hotels and motels in the CC-2 zone by special exception. Chait asked about the time frame. Miklo said the applicant was pursuing the possibility of development on Riverside Drive, but had not indicated his time frame. He assumed the sooner the better. Public discussion: There was none. Public discussion closed. MOTION: Supple moved to put on the pending list a request to staff to look at permitting hotels and motels in the CCo2 zone. Gtbson seconded the motion. Planning & Zoning Commission October 17, 1996 Page 12 Jakobsen asked where to put the item on the pending list. She felt that the item has low priority compared to other items on the pending list. Scott suggested putbng the item at the bottom. The motion carried on a vote of 5-1, with Jakobsen votincl no. Public discussion of a request submitted by Stephen N. Greenleaf to amend the definition of "elder family home." Bovbjerg said this is another issue to consider studying and/or putting on the pending list. Miklo had no additional information beyond the letter and handout submitted by Stephen Greenleaf. Jakobsen stated that if this does go on the pending list, the Commission should also ask staff to review the need for "mother-in-law apartments." Miklo said the Code currently allows them in all zones with no special exceptions. He said they are called accessory apartments and noted there are some size limitations. Miklo added that the property owner is required to file an affidavit with the Housing and Inspection Services Department. Chait said that when the house is sold, he believes the affidavit goes with the abstract so that the buyer is on notice when they review the abstract. Public discussion: Stephen N. Greenleaf, 1402 Willow Creek Court, stated that he represents clients who are interested in making an improvement to the elder family housing provision in the Iowa City zoning ordinance. He said the purpose would be to provide new housing stock and allow for an alternative between a nursing home and single-family residence or even the elder family group home, which is distinguished in the zoning ordinance, Greenleaf said the two sentences he proposes adding are to provide some more special accommodation for residents in elder family housing. Greenleaf said density is not changed by this proposed amendment. He cited Longfellow Manor as an example. Greenleaf said that strictly speaking he does not think the Mary O. Coldren Home is elder family housing and that, in fact, there is no elder family housing now in Iowa City. Greenleaf said inspection is required by the Iowa Code, and the City must be notified if there is a violation. He added that the City could also initiate further inspection beyond that already mandated by the State of Iowa. Greenleaf said the issue of students and apartments is not a reality, and that with elder family housing, in a zone such as RS-8. there would either be single family residences or elder family housing. Greenleaf stated that the amenibes would include small stoves, microwaves, sinks, and refrigerators and these are not intended to replace a common kitchen. He cited a letter from Jane Doman that was distributed to the Commission. Greenleaf said that at this point, he is just asking the Commission to put the matter on its pending list. Greenleaf said the developer wants to plan parameters for the building. He said there is a demand and a need for this kind of housing, therefore he would like the concept to be considered. Public discussion closed. Planning & Zoning Commission October 17, 1996 Page 13 Jakobsen asked how long it would take staff to review the matter, and Miklo replied that he anticipated that it would be about a two-month process. Bovbjerg asked which items on the pending list are essential. Miklo responded that staff is currently working on items 1 through 4 and hopes to bnng these before the Commission soon. He said that ~tem 5 is one that the Council added recently and indicated that they wanted to give it their highest priority when the things from last year, which are items 1-4, are completed. Chait asked what zones this request for a new elder family concept would be allowed in now. Miklo said it would be allowed in all residential zones. Chair said the essential question is then whether to allow them in RS-5 and RS-8 zones. Miklo said this is basically correct. Gibson stated that there are places to find this kind of housing right now. Scott said he did not have much objection to the request if, in fact, all of the provisions were included, i.e. 55 or older. Bovbjerg said that the current definition specifies "the majority of whom are elders." Gibson asked what is prohibiting anyone from living in that environment if the majority requirement is met. Chair expressed concern that eight independent units in a building could be viewed as apartments and would not be a group/family type of situation, but could be in an R$-5 or an RS-8 zoned neighborhood. Miklo said the current ordinance would allow a group of eight people to live together in a family environment in an RS-5 or an RS-8 zone. Jakobsen stated that there was nothing in the proposed ordinance that required a com- mon kitchen. Chait said that he sees it as a great concept that could be very beneficial to older and handicapped people, but he has a problem with putting it into single family neighborhoods. Scott asked Greenleaf if there were any tax advantages to calling it "elder family home" as opposed to building an apartment with eight units and a common living and dining room. Greenleaf said he did not know. Bovbjerg asked if there were any tax or inspection differences between RM and RS zones. Holecek said she did not know specifics, but assumed they are the same. Scott stated that the idea had potential, but he would not .drop it down to the RS zones. MiKIo said there is another provision in the zoning ordinance that allows elder housing, and someone can apply for that and designate it as an elder housing development and would get a break on parking. He said that it can be done in all the multi-family zones. Chait asked if this is allowed in an RS-8 zone if it means 1 6 potential pods in one parcel, since RS-8 includes duplexes. Scott said he thought you could do almost everything Greenleaf wants to do under the present ordinance, except in the RS-5 and RS-8 zones. Miklo said that currently you could convert an existing house to an elder group home in any zone, but could not have the individual kitchens. Bovbjerg suggested taking some action on the matter, rather than none at all. Greenleaf suggested that the Commission refer the issue to staff, considering the length of discussion. Scott asked Greenleaf if he would be willing to do research on the issue, with some assistance from staff, to specify why it would be an exception to what is presently allowed. Greenleaf stated that what was originally submitted to the Housing and Inspection Depart- ment for a b~Jilding permit included a kitchen and was therefore called an apartment. Planning & Zoning Commission October 17, 1996 Page 14 However, they had no specific definition for an apartment. He said he would be willing to work with staff, but did not know where it would go, based on previous discussions. Greenleaf said his goal is to have the Commission look at the homes in RS as well as RM zones. MOTION: Scott moved to put the question of amending the definition of "elder family home" on the pending list. Supple seconded the motion. Scott said he does not support the idea in RS zones. Gibson said he is concerned that the request may include a fundamental change. The motion failed on a vote of 0-6. PLANNING AND ZONING COMMISSION INFORMATION: Miklo stated that there is a Community Housing Forum at the Public Library in Meeting Room A on Wednesday night, October 23 at 6:30 p.m. He said everyone is invited. There may be some zoning issues that come up at the forum. MOTION: Jakobsen moved to adjourn at 9:50 p.m. Gibson seconded. The motion carried on a vote of 6-0. Lea Supple, Secretary Minutes submitted by Anne Schulte. IOWA CITY PLANNING & ZONING COMMISSION MEETING THURSDAY, OCTOBER 17, 19~6- 7:$0 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET 2. 3. 4. Name Z 10. 1!. 12. 13. 14. 15. 17. 18. 19. MINUTES DESIGN REVIEW COMMITTEE OCTOBER 28, 1996 - 4:00 P.M. IOWA CITY PUBLIC WORKS CONFERENCE ROOM - CIVIC CENTER MEMBERS PRESENT: Martin Haynes, Karyl Larson, Phil Reisetter, Randy Rohovit, Clara Swan, and Daryl Woodson. MEMBERS ABSENT: Gary Nagle and Bill Nowysz. STAFF PRESENT: Jeffrey McKinney, David Schoon. OTHERS PRESENT: None. CALL TO ORDER: Meeting called to order at 4:15 p.m. CONSIDERATION OF A FINAL DESIGN REVIEW APPLICATION FOR EXTERIOR ALTER- ATIONS TO SUITE 160, OLD CAPITOL MALL, LOCATED NORTH OF THE CLINTON STREET MALL ENTRANCE. Haynes informed the Committee that the issue will be deferred until the applicants decide to bring their proposal before the committee again. Schoon added that the existing planter was construct- ed I foot into the right of way. This issue will have to be resolved. 4:20: Karyl Larson ardves. A mobon to defer the issue was made by Woodson and seconded by Reisetter. The motion passed 5-0. DISCUSSION REGARDING THE DESIGNATION OF A DESIGN REVIEW DISTRICT: Determining Design Review District Areas. Haynes asked the Committee how such a set of guidelines should be developed and incorporated into a report. 4:30: Randy Rohovit arrives. Woodson suggested that the best approach would involve the designation of a large general district (the entire downtown and the Near Southside) that could later be broken into sub-districts with s~milar design characteristics over time. Haynes countered this point by proposing that the Committee start with a small district and expand from that. Unknowns such as the future of the downtown and the Near Southside require a conservative proposal. Woodson asserted that a large district would provide the Committee with a readied inventory for review and sub-diwsion. Haynes argued that establishing a larger district would require a more labor-intensive survey. Schoon added that the Committee should m~nimize its survey costs in an effort to reduce the possibility of surveying areas that may never be designated as design d~stricts. Schoon asked the Committee to think about which would be easier to sell to the city council and property owners, a large district with general guidelines or a smaller district with more specific guidelines. In response to a question posed by Swan, Schoon noted that the Committee has no distnct limitations within the given overlay zone area. Woodson suggested that the proposed district should carry from Court St. to Madison St. to Gilbert St. and to Iowa Avenue. The district should DESIGN REVIEW COMMITTEE OCTOBER 28, 1996 PAGE 2 also include the leg of the CB-5 zone that runs down Gilbert Street to Prentiss. Haynes added that, while he believes the initial district should be small, it should include more than just the CB- 10 zone. The Committee agreed that its first district should include the CB-5 and CB-10 zones. Developing Buildlng/Streetscape Survey Forms, Haynes stated that survey forms should provide the Committee with the information needed to determine guidelines based on desired or prevalent styles. He then asked for volunteers to spearhead the formation of this survey form. Swan suggested that it would be easier to get volunteers if an itinerary were provided. Schoon added that the volunteers should include at least one architect and one lay person. Woodson then volunteered for one of the positions and Haynes stated that he would speak with absent committee members to identify another volunteer. If he could not find another volunteer, Haynes agreed to volunteer. DISCUSSION REGARDING EDUCATIONAL MATERIALS: Brochures and Other Written Materials. Haynes stated that Schoon updated the existing brochures. Haynes will review the brochures and present them to the Committee. Design Clinics. Rohovit informed the Committee that the Chamber could help sponsor the clinics, however, they need to be attached to an already existing Chamber of Commerce function. Haynes added that he believes the clinic idea is a valid one, He added that there is no time limit for establishing the clinics, so the options can be studied thoroughly. In addition, Haynes noted that he came across a video chronicling downtown maintenance in Portland, Chattanooga and another city. The name of the video is "Back From the Brink" and he suggests that the DRC look into broadcasting the program on public access television or PBS. He believes that the program addresses several issues relevant to Iowa City's downtown. Rohovit mentioned that similar materials are produced by the Regional/Urban Design Assistance team. Haynes stated that a committee member or staff will contact them. He added that several other videos are produced for children that could be shown in local school career education programs. INFORMATION ON THE DOWNTOWN STRATEGY COMMITTEE: Schoon stated that the Downtown Strategy Committee would like to offer a public forum as their current meetings do not allow for active public participation. He added that their public forum will be held on Thursday, November 14 in the Senior Center Assembly room. These meetings will address very general issues and attempt to establish a vision and strategy for downtown along with a common understanding of the community's goals. Haynes questioned the DSC's ability to avoid specific issues. CONSIDERATION OF SEPTEMBER 16, 1996 DRC MEETING MINUTES: Swan pointed out the fact that her name was not included under "Absent Committee Members". Woodson moved and Reisetter seconded that the minutes be approved as amended. The motion passed by a vote of 6-0. DESIGN REVIEW COMMITTEE OCTOBER 28, 1996 PAGE 3 COMMIl'rEE DISCUSSION: Haynes stressed the importance of having a quorum present at every scheduled meeting to avoid cancellations. Reisetter shared details regarding the design of parking ramps in San Francisco. These garages used planters on each level to soften the appearance of the ramp, ADJOURNMENT: The motion to adjourn was made by Swan and seconded by Woodson at 5:35 p.m, The motion passed by a vote of 6-0, Minutes submitted by Jeffrey McKinney. Agenda item 3A i%m'4UTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM THURSDAY, APRil, 25. 1996 - 5:00 P.M. Members Present: Margaret Cox, Stephen Greenleaf, Philip Hubbard, Mary McMurray, Mark Martin, Jesse Singerman, Anne Spencer (arrived at 5:15, left at 6'00 p.m.). Jim Swaim, Chuck Traw Staff' Present: Barb Black. Maeve Clark. Susan Craig, Larry Eckholt, Debb Green. Martha Lubaroff, Liz Nichols Others Present' Eleanor Dilkes, Assistant City Attorney CALL TO ORDER: Greenleaf called the meeting to order at 5:05 p.m APPROVAL OFM/NUTES. The minutes for the meeting of March 28 were approved as submitted after a motion by Martin/Greenleaf. All voted Aye and the motion was passed unanimously. UNF1NISH~ED BUSINESS Closed session to discuss property acquisition. President Traw recommended going into closed session in order to discuss the acquisition of real estate. A motion was made by Greenlea_rand seconded by Martin. A rollcall vote was taken and all present voted Aye. Let the minutes reflect that dunng the closed session, the acquisition of real estate was discussed. A tape recorder was started. This portion of the discussion began at 5 20 p.m. and ended at 5:45 p.m.. A motion to resume the open meeting was made by Martin and seconded by Greenleafi All sio~tified approval by voting Aye. The Board then resumed the regular meeting. Follow up on Building project meeting with City Council, Monday, April 22. ICPL BOARD OF TRUSTEES APRIL 25, 1996 Pa~e 2 Agenda item 3A In summary the Board felt it was a good presentation Traw presented a history of the project over the last three years culminating in the current plan. Drawings of the proposed building and the site were displayed by Jeff Scherer, architect. and questions were answered. The goal of this informational session was to bring City Council up to date and answer questions The Board believed that it had accomplished these go~s and in addition identified areas of concern from Council members for the Board to address more completely Craig reported that she had a recent conversation with a downtom businessman regarding Lot 64 IA as an option. Craig replied that she felt that it has not been an option due to Council position and the current marketing plan only vaguely mentions the library. Trustees were polled regarding their response to the Council session Singerman stated that the Board had much ground to cover in terms of informing Council and the public about the need for an expanded central library as opposed to branches. The design seems to be a point of contention for some City Council members. Some affirmative action is'needed to promote the design Swmm suggested that the Board raise the issue of 64 I A as an option in order to clear up any concerns of' the public. A suggestion was made to prepare some sort of briefing paper for Trustees in order to respond to the public efficiently. A goal of Trusteeship is to educate the public and provide information to the public and Council. Craig is working with the City's Finahce Director to' obtain accurate figures on the amount of property tax average homeowners would pay. Eckholt reported on discussions with the fundraising consultant selected by the Foundation. The consultant believes that a part of the cost can be raised with a private fund raising campaign. but actual figures would not be available until after the referendum was passed. He felt comfortable ~ying gifts "in the million dollar range" Eckholt reported a ~eat deal of support from the Friends Foundation Board. They feel very stron~y about the concept of enhancing the downtown with the proposed building. A steering committee was assembled to work on preparing and presenting information to the Council and public with an aim to bring a referendum to the voters in November. Singerman was appointed to chair it through the first meeting. Martin, Hubbard and Spencer agreed to serve on it. The first meeting is scheduled for May 2. A suggestion of hiring a public relations professional was raised. Craig cautioned the Board that tax dollars could not be spent on a campai~ that promotes one side of an election referendum. When that time comes, a Referendum Cornmit~ee would be needed to raise money and campaign for a YES vote. Craig will provide more information on Referendum Committees. ICPL BOAR~ OF TRUSTEES APRIL 25, 1996 Page 3 Agenda i~em 3A NEW BUSIlxrESS Prozram Policy Revie~v This policy was reviexved and new lan=-,uage drafted by Black and Green. Much of the language was removed to keep it policy oriented and not procedural Craig related some examples of problems with co-sponsored programs when the library. was approached to provide facility support including use of limited staff for room arrangements and cable casting with no participation in program planning or content. A motion was made to adopt the revised policy' Manin/Singerman All in thvor The morion passed unanimously. Cable Television Programmine Policy The primary issue in this policy review was a recommendation that, given the current lack of community programnfing resources, we provide limited support to groups meeting in the meeting room who want to have their meeting telecast on the/:hannel. Procedures will be developed to support this policy. In response to a question regarding fiber-optics, Craig stated that when that capability arrives it will most likely fall under our Meeting Room policy. A motion was made to adopt the revised policy by Greenleaf/Cox All were in favor The motion passed unanimously S T ,~'F REPORTS The State Legislature's failure to pass the budget bill funding library services is of concern Two versions, one supportive of library needs, the other calling for budget cuts and removing power from the State Library Commission are currently being debated. Planning process update. Craig described the series ofbrainstomfing sessions in which staff has been participating. Some good work has come out of them. These sessions are preparatory to a plan update for FY98 The shelving crisis has passed. In order to get out from under, extra resources were added. With exlra help, in the last few weeks, Craig feels that we're over the peak that occurs around this time of year. Development Office report. Eckholt distributed an addendum to the report included in the packet The Friends Foundation Investment Comnmtee completed a review of the management of the Endowment fund. As of July I the fund will be managed by Hills Bank. ICPL BOARD 0F TRUSTEES APRIL 25, 1996 Page 4 Agenda item 3A Craig requested moving the time line to July for official approval of the (Non Operating Budget Undesignated) NOBU budget which was previously approved in the spring. A tentative budget is now prepared in September so waiting for carryover balances of the funds seemed appropriate. Board agreed. Article on new San Francisco Library PRESIDENT'S REPORT None ANNOUNCEIVIENT FROM MEMBERS Apologies from Swalm who had to miss Foundation Board meetings this past year due to a serious illness and difficult schedule. COMMITTEE REPORTS Director's Evaluation. Evaluation forms were distributed. They should be returned to Martha by May 10. FINANCIAL REPORTS Financial reports through the third quarter were reviewed including the Girls and Bequests report and FY96 receipts. Biggest receipt is the fine income and we've already collected 94% of what we projected at the end of this year. FY96 Expenditures Expenditures at nine months show that at this point we've spent 75% of our budget. Use R e__~e.~ Output Statistics through the 3rd quarter show biggest gain in the use of electronic information resources including dial-in. Circulation is up slightly. ICPL BOARD OF TRUSTEES APRIL 25, 1996 Page 5 Agenda item 3A DISBURSEMENTS The Visa expenditures for March 1996 were reviewed. Disbursements for March 1996 were approved. Singerman/Martin SET AGENDA ORDER FOR MAY MEET1NG Derek Mauer from PATV board requests a discussion item regarding space for access tv in proposed facility. He will be on agenda. ADJOURNMENT: Co 'x/iVlartin adjourned at 6.30 pro. Minutes recorded and transcribed by Martha Lubaroff MINUTES IOWA CITY PUBLIC LIBRARY REGULAR FIEETING 2ND FLOOR ADMINISTP~ATIVE THURSDAY, May 23, 1996 BOARD OF TRUSTEES CONFERENCE ROOM 5:00 P.M. AGENDA ITF_AI 3A Members Present: Members Absent: Staff Present: '~4argaret Cox, Stephen Greenleaf, Philip Hubbard, Mark Martin, Jesse Singerman, Anne Spencer, Jim Swaim, Chuck Traw Mary McMurray Barb Black, Maeve Clark, Susan Craig, Larr7 Eckholt, Uebb Green, Martha Lubaroff, Lzz Nichols, Liz Nichols Others Present: Derek Maurer, Chair of the PATV Board, Renee Paine, Director of PATV; Eleanor Dllkes, Assistant City Attorney CALL TO ORDER: Traw called the meeting A~PROVAL OF MINUTES: The minutes of the regular meeting approved. Martin/Spencer to order at 5:05 p.m. of April 25, 1996 were NEW BUSINESS Derek Maurer, Chair of the PATV Board requested an opportunity to address the board about the rental of space in the proposed expansion. He understands that part of the 25,000 square feet designated for commercial use might be available, probably ~n the less expensive basement space. Maurer indicated that they are very interested in continuing to share a physical space with the library and would like to participate in discussions about that possibility. He expressed concern regarding their status during renovation and whether they would have to relocate during that period. Craig explained that if we agreed to joint occupancy in a new space, we would work with them to remain in the current space which might be disrupted, but not closed. If we were unable to come to some agreement, they would have to vacate. Maurer reviewed for the Board members the reciprocal plan that has been in place whereby PATV offers production services in return for occupancy. Those production services could be part of the ICPL BOARD OF ~USTEES May 23, 1996 PAGE 2 AGENDA IT'EA,! 3A discussion for the future although 5hey understood that financial compensation would also be needed. Hubbard asked who is responsible for the programs aired on PATV. Paine explained that it is the individual_producer's responsibility; PATV is the conduit. Swaim asked about space needs and whether they have thought about their requirements. A possibility of some joint plan with the City's cable department was mentioned. Currently PATV occupies about 1100 square feet which are not really adequate. They would want to add several hundred square feet. $waim expressed his enthusiasm for continuing the close relationship with PATV in order to enhance the library's cable offerings. b~F!NI SHED BUSINESS Closed session to discuss property acquisition. President Traw recommended going into a closed session in order 5o discuss acquisition of real estate. A motion was made by Greenleaf and seconded by Martin. A rollcall vote was taken and all present voted Aye. Let the minutes reflect that during the closed session, the acquisition of real estate was discussed. A tape recorder was begun.. This portion-of the discussion began at 5:15 p.m. and ended at 6:00 p.m.. A motion was made by Greenleaf and seconded by Martin to come out of closed session and resume the open portion of our Board meeting. All were unanimous in their approval. Continuation of New Business A discussion of the forthcoming meeting with City Council, May 28, at 5:00 p.m.. Note change in time. The meeting will take place in Council Chambers. As Craig understands it, the format is a joint meeting between Library Board and City Council. The setting will be informal. The Mayor requested the meeting. Craig asked if she could prepare any information. The response was that this was just an opportunity to get together to discuss issues. Discussion of strategy for the Council meeting emphasized positive answers to possible concerns. The project is expensive. It also meets the needs in an attractive, accessible manner with great care taken to allow for growth. It has been a long process. Expert advice has been sought and taken. Designing the project should not occur at the meeting- The only two reasons Council members may have for not supporting putting the issue on the ballot are protecting the public from a bad project cra desire to avoid perceived personal political fallout. The Board is unanimous in their belief that this is the best project to bring to the voters. ICPL BOARD OF TRUSTEES May 23, 1996 PAGE 3 AGE. N'DA IT~I 3A Library Expansion Project Strategy Committee Report At this time, Singerman, on behalf of the committee which consists of herself, Martin, Hubbard, Craig, Eggers, Dave Van Dusseldorf, Eckholt~_ Spencer, reported. They have met twice. Tke mission statement for the committee is to convince the Iowa City coramunity who would ~hen convince the City Council to put the facility issue on the ballot. They hope to act as a catalyst %c build support and, to get on the ballot. They worked on developing a list of Frequently Asked Questions. This will be available to Trustees, Friends Foundation Boards, library star= core library supporters. A shorter piece is being developed fcr broader distribution as well as an article in the WINDOW with a condensed format of the FAQ and a picture of the proposed expansion. There will also b~ a d!splay on the main floor of 5Y.~ library. The committee will meet agaiq on June 3. It was requested that the FAQ be sent to City Councilors prior to Monday's meeting and that a question sua%marizing the profess~cna assistance received be added. STAFF REPORTS University Heights. Since it had be~n' some time since the Council of University Heights had been approached by Coralville Public Library and Iowa City Public Library regarding a contracu, Coralville Director Heidi Lauritzen followed up. The Council Ls still interested but have been delayed, and haven't sent out a planned survey to the residents. They will discuss the conten5z of the survey at their June meeting. Craig reco~unended delayin~ the review of fee card rates. No action necessary. Board agreed. JCCN updates. Johnson County Community Network recently had an unveiling of their World Wide Web home page. This will serve as a prototype for a public meeting set for September. Cities of Iowa City, Coralville, Iowa City Schools, Chamber of Commerce, Johnson County & Council of Governments organizations is involved. Programming Policy. In follow up to the Board's Review of 703, Cable TV Program_ming Policy, Black received an opinion from Assistant City Attorney Burnside who recommended that the sections pertaining to the appeal process be included in polic!es for access channels. This will be done. Development Office Report - Report was included in the packe5. ICPL BOARD OF TRUSTEES May 23, 1996 PAGE 4 AGF2qDA/TEN/3A State Library budget news. Craig reported that the budget news was good as a result of much lobbying on several library issues of policy and budget. Tax season: The library distributed 136,422 forms. Readings: Craig included an article for the Board's information regarding public libraries and the need to have information available electronically. PRESIDENT'S REPORT Traw appointed a Nominating Committee of the following Board members: Greenleaf, Cox, Hubbard. Hubbard will chair. COMMITTEE REPORTS See above. DISBURSEMENTS Visa expenditures for April 96 were reviewed. Disbursements for April, 9~ were approved. Greenleaf/Swaim ADJOURNMENT: The meeting was adjourned at 6:45 p.m. after a motion by Martin/Greenleaf. Minutes taken and transcribed by Martha Lubarof f AGENDA ITEM 3A MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FL00RADMINISTRATIVE CONFERENCE ROOM THURSDAY, JUNE 27, 1996 5:15 P.M. Members Present: Members Absent: Staff Present: Others Present: Margaret Cox, Stephen Greenleaf, Philip Hubbard, Mary McMurray, Jesse Singerman, Swaim, Anne Spencer, Chuck Traw Mark Martin Barb Black, Maeve Clark, Susan Craig, Larry Eckholt, Debb Green, Martha Lubaroff, Liz Nichols Eleanor Dilkes, Assistant City Attorney, Brian Sharp, Press Citizen, Gary Sanders, citizen of Iowa City, Daniel West, CPMI, Construction management company Jim O_ALL TO ORDER: Traw called the meeting to order ~t '5:15 p.m. PUBLIC DISCUSSION: Gary Sanders addressed the board with his concerns about the proposed building design. He complimented the Board, and library staff for the time and effort that have gone into the expansion plans. He is a heavy user of the library and is appreciative of all the services that are offered and the need to expand the building. He stated that he is not in favor of a branch; that the library should remain downtown, and spoke about the public's perception of the current plans. He feels that the controversy over the current design; in particular, the tower, has drawn the focus of the community away from the greater need for an expanded library and the benefit of such an expansion to downtown. He reco~=~tends modification of the design in order to get more public support and would encourage the Board to continue moving ahead. ~T. OF MINUTES: The minutes of the regular meeting of May 23 were approved unanimously after a motion. McMurray/Singerman EXECuTIVE SESSION Traw requested an executive session for the purpose of discussing the personnel evaluation requested by Craig. In addition, he asked to have a discussion regarding the acquisition of property during this session. A motion was made by Greenleaf and seconded by Singe~,~,~n. A rollcall vote was taken and all present voted Aye. Let the minutes reflect that during the closed session, the evaluation of the Director, and the acquisition of real estate was discussed. This portion of the meeting began at 5:30 p.m. and was recorded by .tape. AGENDA iTEM 3A A motion was made to adjourn the closed session. Singerman/Cox. All signified by saying Aye. The open meeting resumed at 6:30 p.m. UNFINISHED BUSINESS A. Building Project: Dan West of CPMI prepared documents for the Board's information. In an attempt to respond to a council 'member's suggestion to build under the pedestrian plaza, West worked up an estimate of' costs using the gross square footage contained in the most recent version of the proposal, completing second floor of current building and adding other space below ground. He estimated 22,240 GSF at a cost of $214/sq.feet. He explained that the biggest expense would be to dig a .large, deep hole in a small space. Ths cost estimates for sheet piling, hauling away dirt, fill sand, additional waterproofing, a roof structure that would have to bear a heavier load due to its location in a fire lane, the maintenance of a waterproof condition as a result of being in a fire lane were all included in his estimate. Utility relocation cost is an unsupported $50,000 expense and he stated that he believes this is a low number. West had a conversation with the architect who said that if we were to build underground, it would be necessary to have an atriu~n and skylights in order to give a feeling of space and light. This would drive the cost up. He believes that he has made reasonable assumptions with the information he had. It would be fair to assume 10 to 15% more dollars per square footage thanpr he shows. Although the total project cost may be less with this est±mate, the cost for the library space is significantly more. The second part of his report was in response to council members interested in features of the building that could possibly be eliminated in an effort to reduce the cost. The maximum reduction could be $1,510,000; more than half of that amount would be related to the structural capacity necessary to support a 3rd and 4th level. That would redyce growth room in the future. Categories of eliminating costs were listed. Eckholt pointed out that removing the distinctive feature of the tower, squaring up the space and making it brick amounts to a savings of $85,000. This option would not change the square footage but may affect the quality of atmosphere in the building since some of these changes may reduce light levels in the building. Traw pointed out that at this time this estimate is the best we can do ICPL B~ OF TRUSTEES without a complete architectural workup. The only other option is to reduce square footage. Traw asked for questions. One question concerned the financial difference between funding the structural capacity for a 3rd and 4th floors? West responded that three fourths of the expense would be for the 3rd floor in relation to one fourth for a 4th floor. He stated that there are always soft costs and would factor in 25% for non-building costs. He noted that these opinions are not those of the architects, Meyer, Scherer & Rockcastle. Craig informed the Board that she received a fax from the architect which stated the features they wanted to protect were the light features, and windows. Also, unsupported by the architect was the change from brick to an exterior insulated finishing system. AGENDA ITEM 3A It was agreed that a special meeting would be held before the City Council meeting on the 15th. The Board will meet on Tuesday, July 9 at 5:00 p.m.. Dan We~t was thanked for coming. NEW BUSINESS Approve FY97 contracts with Regional agencies: East Central & Southeast Regipnal Library Systems contract. Approved unanimously after a motion by Greenleaf/Cox 2. East Central Regional Library System contract. Approved unanimously after a motion by Singerman/Cox Open Access contract. Approved unanimously after a motion by Greenleaf/Spencer Access Plus contract. Approved unanimously after a motion. Cox/Spencer Co~u~it tee Reports A. Director Evaluation Committee The conmdttee, which consisted of Singerman, Greenleaf, Cox, co~u~ended Craig on her outstanding performance during the last year. Her coR~nunication with the Board in terms of library policies, her updating the Board in matters of budget, and her involvements in the community have been valuable and the conm%ittee recoL~u~ended a salary increase of 6.75%. Greenleaf moved that the Board adopts the reco~u~endation of the Evaluation Committee, commends Director Craig for her fine work and recommends to Council the increment of 6.75. Cox seconded the motion and the vote was unanimously in favor. DISBURS~WNTS AGENDA ITEM 3A Disbursements for the month of May 1996 were approved unanimously after a motion by Singerman/Cox Greenleaf moved that we continue the balance of the agenda at special meeting on July 9. Spencer seconded and the vote was unanimous. the ~DJOURNMRNT: The meeting was adjourned at 7:00 p.m. Spencer/Cox. after a motion by Minutes taken and transcribed by Martha Lubaroff MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES Regular Meeting 2nd Floor Administrative Conference Room Thursday, August 22, 1996 - 5:00 P.M. AGENDA ITEM 3A Members Present: Cox, Greenleaf (5:45 P.M.), Hubbard, Martin, McMurray, Singerman, Swaim, Traw Members Absent: Spencer Staff Present: Black, Clark, Craig, Daly, Eddqolt, Fisher, Green CALL TO ORDER: Traw called the meeting to order at 5:10 P.M. PUBLIC DISCUSSION: NONE APPROVAL OF MINUTES: The minutes of the regular meeting of July 25, 1995 were approved as written, Swaim, Singerman. UNTINISHED BUSINESS: A. The City Coundl requested that the Trustees d~oose among several dates to reschedule the joint meeting (formerly planned for September 4). Steve Arkins has agreed to facilitate the joint meeting. The dates available to the coundl are Sept. 17 or.30, Oct. 1, 2, 23, or 29. A sheet was passed around and Trustees marlted the dates they were available. The consensus was that an earlier date would be preferred. Susan Craig explained that the Council ~vanted to use the September 4 date to discuss long range planning and the downtmvn as a whole, so projects like the Library would be part of a unified plan. Craig agreed to attend the meeting and report back to the board. ICPL BOARD OF TRUSTEES August 22, 1996 Page 2 AGENDA ITEM 3A To prepare for the joint meeting, Craig and consultant David Smith are updating the space needs study in anticipation of Council questions. Craig will distribute a draft when it is available. She asked that comments and questions be directed to the members of the Facilities Planning Committee: Steve Greenleaf, Charles Traw, and Susan Craig. In response to questions from a council member, a chart comparing the construction costs of recently built library projects and a memo written by Craig will be sent to the City Council. Craig was pleased to note that the projected ICPL construction costs were comparable to the other libraries' costs in 1999 dollars. Craig reported that the Planning Department has prepared a map of downtoxvn Iowa City, with City owned land identified. Craig will ask Marian Karr, the City Clerk, to poll the council members to see if they want more information. B. Traw announced that this August 22 meeting was an historic event: for the first time, the ICPL Library Board Meeting was televised live. This is in keeping with one goal of the Library's long range ply, s~eking to increase public awareness and to "report regularly to the public regarding library use, policies, and finances." The August meeting was chosen because it is when the annual report is discussed. NEW BUSINESS: A. Craig gave each Trustee his or her own copy of the Annual Report. The Library's annual report was erroneously not mailed with the board packet. Craig then presented the highlights of the report, and asked that the board members take a look at the report and bring any questions or comments to her. Copies of the annual report will be available to the public at the Information Desk or in the Business Office. Jesse Singerman led the congratulations from the board to the staff for a great year. B. James Hawtrey and Mary Merkel-Hess were reappointed to Library's Art Advisory Committee, terms to expire April 1, 1999. Eugene Anderson was appointed to fill a vacancy left by the death of Suzanne Richerson, term to expire April I, 1997. Hubbard/Swaim. As requested by the Ax~ Advisory Committee m~d Library staff, $600 was allocated from gift funds to support the purchase of original art for the Art-to-Go collection. Singerman/Martin. ICPL BOARD OF TRUSTEES Augast 22, 1996 Page 3 AGENDA ITEM 3 -\ Jim Ssvalm requested that the finalists for the Arts Purchase Prize contest be displayed in the lobby as part of the Librarv's Centennial celebration. STAFF REPORTS: A. This year's Carol Spaziani Intellectual Freedom Festival will lddc off on September 29, 1996, at 2:00 P.M. with an address by Elaine Estes, former director of the Des Moines Public Library. Events that week will include a showing of FAHRENHEIT 451, a film based on Ray Bradbury's book of the same title; a booktalk featuring challenged and banned children's boolos; a luncheon with Judith Krug of the ALA spealdng on INTERESTING TIMES OF INTELLECTUAL FREEDOM; and the ~Exercise Your Right to Read-in. ~ The Intellectual Freedom Festival will be the first event in the Library's Centennial - celebration. The Centennial Committee has prepared events to echo the 1896/97 time line. For example, the Library was dedicated on January 20, 1897. The committee is planning a birthday party for the Library for January 19, 1997. Other Centennial events include booktalks; a reade~r'~ performance of the melodrama HONOR BEFORE WEALTH; a'fund drive in September; numerous special children's programs; and the release of Lol]y Egger's book, a history of the Iowa City Public Library. B. Maeve Clark demonstrated General Reference Center, the Library's new Full Text Magazine access. This service replaces the print and CD ROM versions of periodical indexes, additionally providing abstracts and the text of artides. Clark is excited about the scope and depth of the service. Because the service is on-line, information can be accessed in a most timely manner. Clark demonstrated access to an issue of TIME MAGAZINE which has not yet appeared on local newsstands. The public will have access to magazines to which ICPL does not subscribe. General Reference Center will also eliminate the frustration of looking up a magazine and finding that the last person has removed the desired article. General Reference Center can be found on RefNet, the Library's database access on the first floor. The public w~ll be able to print copies of magazine and newspaper articles through the Page Station for 10¢ per page. ICPL BOARD OF TRUSTEES August 22, 1996 Page 4 AGENI)A ITEM 3A Claris responded to questions about General Reference Center training by explaining that it is more efficient to show a person ho~v to use General Reference Center xvhen he or she has a specific question. The Information Department does offer XNorld Wide Web search training twice a month, and Getting to Know the Library, a general Imowledge course, twice a year. The Children's Department can give tours to school age children upon request. C. Craig briefly reviexved opportunities for continuing education for Trustees. Trustees are invited to attend part or the entire Iowa I ibran, Assodation Annual conference scheduled for October 10, 1 I, and 12. The theme this year is "The Challenge of Change." T, vo other workshops that might be of interest are BUILDING PUBLIC/SCHOOL PARTNERSHIPS, September 5, sponsored by the Iowa Regional Library System, and IOWA'S OPEN MEETINGS LAW, September 10, sponsored by the East Central Regional Library. These two worlcshops are inexpensive and should prove to be informative. D. Larry Eckholt revealed a few changes that the Friends Foundation is maldng this year. The annual report, with a new format, will be mailed in October instead of August. The Silver Century Card will become the Second Century Card and will be available to donors of $1 O0 or more. The county wide September issue of the WINDOW will be inserted in the Ioxva City Press Citizen and the Johnson County Advertiser, saving $3,000 in postage costs. Also, Development Office can nmv accept donations by credit card. The Development Office is working closely ~vith the Centennial Committee to develop promotional items for the library Centennial. Some items already under~vay are T-shirts, post cards, and book bags. E. The State Library of Iowa has announced that the Iowa City Public Library has met the conditions for State Accreditation, valid until June 1, 1999. This achievement is important, because state funding may be tied to state accreditation in the future. F. As requested by Maeve Clark, Hospice Road Race Team Captain, up to $500 was allocated from the gift funds to support staff efforts to coordinate the Librarv's Hospice Road Race team for this year. Martin/Cox. ICPL BOARD OF TRUSTEES August 22, 1996 Page 5 AGENDA ITEM 3A Last year, the funds xvere used to purchase special glasses and refreshments. Clark invited to the Trustees to join the team ~x4th Library staff, friends, and volunteers and put #521 on their pledge sheets. G. The company that cleans the LibraL-v is undergoing reorganization. The local Sen4ceMaster owner defaulted on his obligations and the franchise was taken over bv the previous owner. Susan Craig and Ed Arensdoff are monitoring the situation and are preparing to rebid the contract in the spring for FY98. H. Office Manager Martha Lubaroff requested that any Trustee with an E-mail address please give it to her so she has another contact point. PRESIDENT'S REPORT: A. Traw thanked the Board and Staff for their kindness after the death of his mother. The thoughtfulness was much appreciated. B. Traw announced that Phil Hubbard will b.e signing his new book, NEW DAWNS, 150 YEARS OF HUMAN RIGHTS AT THE UNIVERSITY OF IOWA, on September 29, in con}unction with the University of Io~va's Sesquicentermial celebration. This is the same day as the kickoff for the ICPL's Intellectual Freedom Festival, so Trustees are encouraged to get their copies early and attend the Library event that day. ANNOUNCEMENTS FROM MEMBERS: NONE COMMITFEE REPORTS: NONE COMMUNICATIONS: The Chamber of Commerce newsletter, REFLECTIONS, recently contained a column by former ICPL Trustee and current Chamber Chair, Tom Gelman. Gelman supported the current board's role in planning the proposed Library expansion and discussed the role of library boards in general. ICPL BOARD OF TRUSTEES August 22, 1996 Page 6 FINANCIAL REPORTS: AGEN'DA ITEM 3 A A. Craig pointed out that the Library generated more income than ~vas pro}ected for FY96; the amount is also up over the FY95 total. B. FY96 receipts are in good shape. C. Library expenditures for FY96 reached 100% of the budgeted amount. The figures were slightly over due to last minute internal fund transfers. The Trustees congratulated Craig on a job well done, and thanked her for her hard work. D. The Library's Gifts and Bequests receipts and expenditures for the end of the year were reviewed. The Gift fund greatly enhanced the Library's materials budget this year. The balance is in good shape. DISBURSEMENTS: The Visa bill for July was reviewed. The disbursements for July were'approved. Singre'man/Martin AGENDA FOR SEPTEMBER MEETING: The next meeting will be on September 26. The main item on the agenda ~adll be preparing the FY98 budget. The Trustees considered holding a second meeting in September, but will plan for a longer than usual regular meeting instead. ADIOLrRNMENT: The meeting was adjourned at 6:35 P.M. Singerman/Cox. Minutes taken by Beth Daly MINUTES I0WA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM THURSDAY, SEPTEMBER 26, 1996 5:00 P.M. AGEndA ITEM 3A Members Present: Members Absent: Staff Present: Others Present: Margaret Cox, Stephen Greenleaf, Philip Hubbard, Mary McMurray, Mark Martin (left at 6:40 p.m.), Jesse Singerman, Anne Spencer (left at 7:00 p.m.), Jim Swa±m Chuck Traw Barb Black, Maeve Clark, Susan Craig, Larry Eckholt, Debb Green, Martha Lubaroff, Laura Morton, Liz Nichols Practicum students: Kathy Leonard, Amy Sexton C~T,L TO ORDER: Cox called the meeting to order at APPROVDT. OF MINUTES: The minutes for the approved as corrected. UNFINISHED BUSINESS 5:05 p.m. regular meeting of August Swaim/Mar t in 22, 1996 were ~F2~_~_USIN~.SS A. FY98 Budget: Craig reviewed the budget process prior to examining the packet included for the board. She reviewed the time line leading up to approval of the budget. This first meeting is the initial opportunity for the Board to see and hear about budget requests. Priorities are established in keeping with the strategic plan and with major building and computer systems maintenance needs. The figures contained in the FY98 Budget in Brief are preliminary since Craig has not yet received updated projections from the City. Proposals - Circulation Coordinator. Craig explained that this proposal appears twice in the packet due to a possibility the position could be gained by reorganizing due to a current vacancy. This position has been requested in our budget for the last three years. A question was raised about the level of expertise we have in our infoz'n~tion systems area and whether it is easier to fund a technological staff person. In response to tha;- question, Nichols explained that the Circulation Department, which is the largest ICPL BOAP, D OF 5~RUSTEES SEPTEMBER 26, 1996 PAGE 2 AGE~rDA iTEM 3A department in the library, needs and deserves a full time manager. We have a full t~_me systems librarian and the A~sistant Director is directly in charge of both the Systems division and the Circulation department. All Coordinators are librarians with M.L.S. degrees which gives the position more flexibility. All Coordinators have public service and .selection assignments in addition to their management and supervisory responsibilities. Circulation needs have been docLu~ented fully. Craig then described the alternative proposal to keeping the request in the budget for a 4th year. This suggestion is to change a currently vacant, full time position to a management position. The council would have to approve a request to turn that position into one for a Circulation coordinator. It would cost the City about $13,500 which is considerably less than the new position and because the library cannot afford to lose all the clerical support; we would fund a 25% clerical position, add it to a current 75% position and fu~nd it from the library's reciprocal borrowing fund. This is something we would do immediately while the job is open. If Council accepted this proposal, the request for Circulation Coordinator would be eliminated from the budget. A more routine reclassification.wquld not be brought to the Trustees. However, Craig believes this request is not routine because it involves creating a management job and also requires a co~itment of open access funding. q~ne Board asked a question about the use of NOBU funds for the 25% position. Craig reviewed the status of those funds ~nd its use as a contingency fund. She felt certain that it would not be a problem. Martin moved to approve the strategy as requested; that we go ahead with the request as proposed and then include in FY98 budget request if necessary. The motion was seconded by Spencer. All were in favor. proposal ~_Q_~WO more Sundays. Sunday hours are ver7 busy and popular. The public frequently asks for more Sundays. This proposal is to ens-ble the library to remain open Sundays through June. This prompted a discussion on accessibility to the library in tez~ns of additional parking. Trustees agreed with Craig's memo outlining the high cost of a park and shop or bus pass arrangement at a projected cost of $38,000 and/or a bookmobile which would cost more than $100,000. Presently the most realistic method in which to increase access is to be open on additional Sundays. Adding ten more Sundays throughout the year is a hardship on the library since the time and a half taken off by staff if they choose time of in lieu of overtime usually comes from behind the scenes work. Martin stated that his perception of increased access is the ability to park rather than more hours. There is agreement that planning for a larger building is a good reason to expand our hours to be open on all Sundays. How far could we stretch our Sundays without ICPL BOARD OF TRUSTEES SEPTEMBER 26, 1996 PAGE 3 AGENDA ITEM 3A adding more staff? The Board directed Craig to include all summer Sundays in the next budget draft. Automatirig Cable channel. Black's request was for equipment to reduce the need for manual loading of Library Channel programs. Black based her request on the strategic plan goal of "fostering the library's role as a community center" and taking the library's services to those who cannot come to the library. The library channel has been identified as one tool by which to do this. Broadcasting programs with the new equipment will make use of technology in a way that costs very little. Currently, every program that goes on the channel is placed there manually which means that at times programs don't get on exactly at scheduled times and broadcasting can only take place when the library is open. In response to a question, Black stated that it was reasonable to expand library programming by eight hours a day with this equipment. The Board favored th~s request. Adult Program~: Black spoke about the next request which was for regular budget support for adult programs. The strategic plan goal of "providing services and programs that reflect and enrich the community" needs funding in order to pay program expenses. The ongoing success of the Intellectual. Freedom Festival is also dependent on the ability'to bring in well known keynote speakers. The community is rich in volunteers and we use many of them; however, it is not always possible to locate individuals willing ~c volunteer their time. She requested funding for two adult programs; and the ongoing 'Let's Talk ~bout it" book talk series. Included in this request as well are funds to handle some of the charges incurred for copyright fees. Also included in this request is funding to purchase programs for broadcast which would expand the variety of offerings on the channel. Board members favored this request. P,h~Lldrens' programming. The initiatives for the prograr~,in9 come out of the Strategic Plan. This proposal reflects a combination of supplies, performers and printing necessal~ to carry out a busy and ambitious agenda for children. Green reported that an average of one program per day takes place. Expanding the number of Sundays means more regular programming on Sundays. Board members favored this request. OCLC Online Cataloging Service. Morton spoke about this request for funding the ongoing use of the OCLC cataloging database which provides standard cataloging copy. Morton explained that the use of this database allows library staff to catalogue more titles. Once implemented, it will become part of our regular budget. Board members agreed with this priority. Replace Library'~ automated system ICPL BOARD OF TRUSTEES SEPTEMBER 26, 1996 PAGE 4 AGENDA ITEM 3A Nichols addressed the issue of replacing and upgrading the library's computer system. This project would have been funded as part of a building expansion referendum, but plans must now be made to proceed. It is budgeted over two years. We will be approaching the 5th year of our current configuration. We had to upgrade last year and are presently at our maximum capacity. Up until now we have been able to upgrade by getting a bigger central computer; however, the technology has changed so that the PC now does more work and offers more information and te~nLinals are being replaced by computers . As a matter of fact, the type of system we have is no longer being installed in libraries. Client-server hardware is now being used. Nichols is convinced that a consultant would need to be hired. When questioned about the budget line for consultant which seemed low to Singerman, she stated the staff has the expertise to write an RFP. The consultant is needed to evaluate the proposals and the stability/financial position of companies submitting a proposal. When a change ~n the building occurs, the system could be moved and used easily; the only lost expense being recabling. Conl~uter Replacement Fund: The requested amounts for funding will raise the amount in the replacement fund to reflect a more realistic a~ount. It would bring the .fund to the point at which we would not have to ask for'more each year. It will be used for the first two years to fund a significant part of the automated system replacement. The fund has been growing each year from a small amount and if we can raise the annual afnount we should be able to avoid budgeting significant additional money as we must now do for the system replacement. New Equipment and Software: This request is for a variety of projects that reflect the library's cof~u~tment to inforn~tion technology and making equipment available in adequate numbers to support all formats effectively. This request is limited to supporting small microcomputer-based projects. Buildin~ re~airs: This request is necessary to conduct building repairs. An immediate need is for replacement of the roof and carpet and upgrading the HVAC system. These repairs and maintenance were deferred in anticipation of a bond referendum and need to be completed to protect library staff, users and collections as well. as the community investment to the current facility. Buildin~ Maintenance Increase. The contract for cleaning the library has not been rebid in several years. We are currently dealing with a new company due to legal problems with the former franchise, and it is expected that the cost will increase by at least 15%. Additionally, we are finding that general maintenance ICPL BOARD OF TRUSTEES SEPTEMBER 26, 1996 PAGE 5 AGENDA ITEM 3A and repairs to the building are increasing fairly dramatically as the building ages. Parking Fees: Craig included a memo to the Board describing the projected costs and administration of a park and shop option. Her recommendation is that it not be budgeted for in FY98 due to significant cost, $38,000 and great difficulty to administer. The City Council should be informed that the Board considered this suggestion. Swaim recommended that we look into some sort of bus pass to make available to patrons coming to the library in an effort to increase our accessibility and bring riders for Transit. Craig will look into it. In response to a query from the Board, Craig calculated that without any capital expenditures, this budget reflects a 7.2% increase in budget request, using city figures from last spring. B. Updated space needs report and discussion of "Downtown 21"~ With the exception of one error ~n.page S2 in the Space Needs Assessment, the Trustees felt it represented the needs of the library as well as originally; and that it answered the questions about the advisability of a dow7%town location. Craig shared comments and minor corrections from Karin Franklin and those changes can be easily made as well. There was a discussion about the responsibilities of the Trustees/Council and their meeting and a Council Committee yet to be named to work on an overall downtown plan. The trustees felt it was important to communicate to the Council that the co~Littee not make an assumption about something that involves the library. Our relation to this larger issue is related to site. Craig suggested adding a discussion item pertaining to how we see the format of the meeting on the 30th, to the agenda for the special meeting in October. Trustees believed that we needed to revisit our basic principles and be prepared to go to the meeting with those principles uppermost. Our basic concern is expansion of the library, not the entire downtown. STAFF REPORTS ~tennial Activities. Crai9 passed out information regarding Intellectual Freedom Festival/Centennial Activities. The coming weekend is the kick off of our celebration. Board members are asked to attend as many activities as possible. ICPL BOARD OF TRUSTEES SEPTEMBER 26, 1996 PAGE 6 AGENDA ITEM 3A University Heights Update. Residents responded to the survey conducted by University Heights Council and stated that they would want a contract. However, the amount they wanted to pay was quite minimal. Currently discussion is at a standstill, but they may consider something in a budget process. Our offer was in the $15,000 range which seems high to them. Hospice Road P~q~. Team 521 is the ICPL Hospice Road Race Team. Pledge sheets were passed around as well as registration forms. We'd like Trustees to be on the library team. Development Office. Report is included in the packet and very positive. ~able ~assthrou~h money. Black reported on a positive result of cable franchise negotiations. A $.50 passthrough per subscriber goes directly to the City and Broadbahd Teleco~unications System held long discussions on how to use it. It was determined chat 1/2 should be used to hire a co~uunity progr~u,~er to help groups in town use cable access. The other half could be used for equipment. The Library received half of that half. Black reported that it was a cooperative, productive meeting. The library will receive $12,700 to purchase broadcast quality.cameras for the meeting room to allow multi-ca~uera shoots, Black will serve on an interview team while hiring the community progr~er. She was pleased with all the support and recognition given to the library's needs. Swaim ~ave credit to Black for her efforts. Iowa Library A~sociation (ILA) conference is scheduled in Waterloo October 11-12. Board members were told it is not too late to register. FYI. Special Library Centennial shirts were distributed to each Board member. /%11 staff members will get one courtesy of corporate gift support of the Centennial and an anonymous donor. ANNOUNCEMENT FROM ~ERS Swaim informed the Board about a national "Kids Vote" program. Kids K-12 in I.C. schools will get to vote on election day at their parents' precinct in a separate voting booth. He encouraged library staff to sponsor a precinct and staff a booth on election day. Votes are tallied and tabulated and released nationally as part of this nationwide project. Visa reviewed. ICPL BOARD OF TRUSTEES SEPTEMBER 26, 1996 PAGE 7 AGENDA ITEM 3A Disbursements for August were approved. Greenleaf moved approval. Cox seconded it. All in favor. A special Board meeting was set for the 15th of October at 5:00 p.m. The agenda will include the budget and the upcoming Trustees/Council meeDing on the 30th. A~JOURNM~NT: Greenleaf/Cox 7:30 p.m. MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES SPECIAL MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM TUESDAY, OCTOBER 15, 1996 - 5:00 PM Members Present: Margaret Cox, Stephen Greenleaf, Philip Hubbard, Mary McMurray, Mark Martin, Jesse Singerman, Anne Spencer, Chuck Traw Members Absent: Jim Swaim Staff Present: Barb Black, Susan Craig, Larry Eckholt, Debb Green, Martha Lubaroff, Laura Morton CAII TO ORDER: President Traw called the meeting to order at 5:05 pm The purpose of this special meeting was to cover two issues: FY98 budget and the joint Council/Trustees meeting on the 30th of October, FYg~ Budget Craig reported that the version of the budget they had received was revised to include all the Board's recommendations resulting after discussion at the September meeting. This version included City's financial projections for FY98. The major increases from the last version were the additional Sunday hours, a substantial request for $12,000 for painting and replacing wall covers which was moved from capitol improvements to repairs and maintenance. This is the Board's opportunity to look carefully at the budget that the,/suggested. If there are to be no changes it will be entered into the City's system and be approved at the regular Board meeting on October 24. . . In answer to a question regarding how the new Circulation Coordinator position will affect our budget, Craig responded that the City places the position into the personnel portion of our budget and it is not reflected in the budget as it stands. The only expenses that the Board may see as a result of this new position may be for office furniture. There remains a level of concern among managers about the effect of being opened every Sunday. The current contract allows staff to choose between overtime on Sundays and taking time off and managers will have scheduling issues that mean time away from behind the scenes work. We will have to wait and see what type of impact it has but staff supports the increase in service. Craig reported on the City Council meeting last week. She was there to answer questions regarding the resolution to change a clerical position into a management position for Circulation and increase a .75 clerical position to full time. This proposal was approved by the Board m September. Craig was pleased at the outcome of the presentation. Council members asked her interested, pertinent questions and voted 7-0 in favor of the resolution. ICPL BOARD OF TRUSTEES OCTOBER 15, 1996 PAGE 2 COI. J~lCll/BC)ARD MFFTING, OCTOI~EB_3~ Traw asked for input from Board regarding the upcoming joint meeting. The Board felt that David Smith, the building consultant, had proposed a meaningful agenda regarding the discussion of options in his updated Building Needs Assessment. Traw asked for guidelines from the Board to pass on to the facilitator. Traw hopes to meet with City Manager Arkins and Mayor Novick prior to the meeting on the 30th to discuss direction and talk about a process. Some concern was expressed by Board members that this meeting not get bogged down with other agendas regarding downtown redevelopment; that this decision not be delayed as a result of other possible projects. Singerman stated that the needs of the library cannot wait and we must not get involved in a process that will slow us down. Trustees believe it is our goal to get somethng to the public by next year. The community's need for a library cannot be postpohed when the demand has been documented so well. Traw believes that Atkins will begin with trying to get agreement on 1) do we need to expand and 2) should we remain downtown7 Trustees would like to seriously talk about 641A, and hear from Council about whether they think it will stand alone as a library or mixed use. The issue of a mixed use facility has been raised with trustees however, no one has been clear about what use other than library would be planned for. Trustees recognize the need to discuss concerns of Council members like ease of accessibility, parking, etc. Board would want to hear from Council regarding what concepts they feel are important in any expansion. It was suggested that Craig offer a variety of times and invite Councilmembers f~3r a tour of the present building. AD.I~L JRNMFNT: Martin/Singerman at 6:05 pm Minutes prepared and submitted by Martha Lubaroff. MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM THURSDAY, OCTOBER 24, 1996 - 5:00 PM Members Present: Margaret Cox, Philip Hubbard, Mary McMurray, Anne Spencer, Chuck Traw Members Absent: Mark Martin, Jim Swaim, Jesse Singerman, Stephen Greenleaf Staff Present: Maeve Clark, Susan Craig, Larry Eckholt, Martha Lubaroff, Laura Morton, Liz Nichols CALl TO ORDEEJ: President Traw called the meeting to order at 5:05 pm APPROVAL OF MINUTES: The minutes for the regular meeting of September 26, 1996 were approved unanimously after a motion by Cox which Hubbard seconded. UNFINISHFD BUSINESS Final approval of FY9P, budge~t. This is the third and final budget discussion prior to submitting figures to the City. Craig pointed out significant increases for repair of roof. replacement of carpet, and the beginning of a two year cycle of replacement of main computer system. The budget reflects an anticipated increase in building maintenance. The largest service increase is for funds to remain open on all Sundays. A smaller, additional increase is for expanded adult and childrens programming. There was no further discussion and a motion was made to approve the budget as submitted by Cox/Spencer. It passed unanimously. Craig reminded Board that she will meet with the City Manager in November to review the budget request, it then goes to City Council for final proposal. It will be published in late December. October 30 Council/Board meeting The board received a packet from the City Manager containing the updated space needs assessment as well as miscellaneous pieces of information concerning the history of the library project proposal. His agenda and guidelines for the structure of the meeting were included. Traw plans to talk to Arkins prior to the meeting. He wants to convey to Atkins the Board's commitment to move ahead and bring something to the voters by next year. He also stressed the importance of adhering to the Manager's agenda before beginrang to discuss other possibilities. Documents were distributed from the Area Chamber of Commerc' ,~brary task force. The task force presented it to the Chamber Board who approvP" ,t and forwarded it to us. The substance of the proposal is to construct the libr~,y in lot 64 1A as part of a multipurpose structure that would include an open performance plaza, underground parking and the sale or lease of "air rights" for 3-5 additional floors for residential and/or ICPL BOARD OF TRUSTEES October 24, 1996 PAGE 2 office development, A proposal to redevelop the library with components of other uses as well as cutting back on meeting room space was included. A second proposal was received from the CenterSpace Committee calling for a new building on 641A which would comprise some combination of library and the elements of CenterSpace like a large conference and performance auditorium. They envision the current library building as housing community-based public access television service and finally, a bridge between the two buildings. Craig reported to the Board that she had sent a memo to all City Council members inviting them to come to a tour of the library. She made herself available on several different times and dates. The meeting time was verified for 5 to 9 pm on the 30th of October, STAFF REPORTS Craig reminded Trustees of the Inservice Day letter included in packet. This is a third annual staff development day scheduled for December 13 and Trustees are invited to attend. The Circulation Coordinator job search has begun. The position will be posted in one national library journal, on the Internet, and various local and state recruiting venues. Applications will be accepted until early December. Johnson County Community Network. (JCCN) Craig reported that she was recently elected Chair until June of next year. They have been established as a non-profit organization. The kickoff is November 7 in ICPL Meeting Room. They are now searching for an Administrator. This network which includes the cities of Iowa City, Coralville, IC School District, University of Iowa, Chamber of Commerce, Johnson County, and ICPL is working towards organizing and producing information pertinent to local and countywide people and putting it on the World Wide Web. Their goal is to make this available for smaller entities who do not have the resources to do it by themselves. They are an information organizing, and producing group with the hope of helping smaller organizations. The Trustees assist in the support of this network with funding from the NOBU budget. Development Office Report: Eckholt displayed some items he is ordering for the Centennial; including a tee shirt for the public, bookmarks, book bags, etc. They will be available at the Book Gala November 7 and be marketed from that time on. The Development Office recently sent out a large fundraising mailing. It contains brochures with a history of private support as well as the Annual report. The use of credit cards is now available for contributors. Finance Policy Review: This review was moved to November. Craig reminded the Board that at the last review. the Board established a committee to review it. It is a policy of the Board that directly tCPL BOARD OF TRUSTEES October 24, 1996 PAGE 3 affects Board actions. Craig asked if trustees wanted to form a committee to review the Finance Policy again prior to final review. Trustees asked Craig to present it to the Board; they will evaluate the process. The Newsweek article left out of the packet was distributed at meeting. A corrected copy of IUPLA (Iowa Urban Public Libraries) statistics was passed out. ~BESJDI=NT'S RE:P~3RT Traw reported earlier. FINANCIAL REPORTS Craig reported that both expenditures and receipts are where they should be for the first quarter. Right at about 25% Gift report. Craig reminded Board that much of the money in these accounts have been allocated. The sum of money is not all available, ~UARTERLY REPORTS Output Statistics Always some interesting figures. This quarter circulation was up a bit and people coming into the building was down a bit. Information statistics were up and the Compass remote dial*in shows that more people are using our services electronically, Circulation by Type & Format was reviewed. DISBURSEMENTS Visa reviewed. No discussion Disbursements for September were approved unanimously, Cox/McMurray Agenda items for Novera~ Finance, Theft and Use of Cardholders' File Policy Reviews Discussion of Building AdimJrnment Meeting was adjourned at 6:05 pm after a motion by Cox/Spencer Minutes taken and transcribed by Martha Lubaroff