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2005-03-22 Bd Comm minutes
Iowa City Public' Library BOARD OF TRUSTEES Agenda item 3A Minutes 5:00 pm - January 27, 2005 2nd Floor Board Room David VanDusseldorp, President Linzee McCray, Vice President Thomas Dean Kathy Gloer William Korf Linda Prybll Pat Schnack, Secretary Tom Suter Jim Swaim Members Present: Kathy Gloer, William Korf, Linzee McCray, Pat Schnack,, Tom Suter, Jim Swaim, David VanDusseldorp, Members Absent: Thomas Dean, Linda Prybil Staff Present: Barb Black, Maeve Clark, Susan Craig, Debb Green, Heidi Lauritzen, Kara Logsden, Martha Lubaroff, Patty McCarthy Call meeting to Order VanDusseldorp called the meeting to order at 5:00 pm Public Discussion Kathy Penningroth and Marisue Hartung, Executive Director of the Iowa Women's Foundation, presented the library with a copy of their newly published book called History of the Iowa Women's Foundation. The book will be added to the collection. Approval of minutes The minutes for the planning meeting of December 9, 2004, ~vere approved, after a motion by Swaim and a second by Suter. All voted in favor and the motion carried 7-0. The minutes for the regular meeting of December 16, 2004, were approved after a motion by Suter and a second by Schnack. All voted in favor and the motion carried 7-0. Agenda item 3A Page No 2 Unfinished Business Lease Space/Extension of contract. Kevin Hanick distributed a summary of the marketing plan for the leased space. As of January 26 they have had 34 appointments to show the space. He feels there is still interest in one tenant for both levels, but it is also possible that if we could be successful with identifying a tenant for the entire basement, perhaps we could then think about marketing the first floor as two spaces. His plan outlined possibilities for leasing. Hanick continues to be enthusiastic and would like to continue working on it. Hanick will reach out more to his own colleagues since there is evidence that there haven't been many showings by other realtors. Board discussed the advantage of renewing the contract with Lepic Kroeger for six months until July 28, 2005. A motion was made by Swaim and seconded by Gloer. All in favor voted Aye. Motion passed 7-0. Acceptance of Building and cabling proiects Formal acceptance is required to authorize the final payment to Knutson. Miller has a period of thirty days to reject if needed. A sum may be withheld for contingency if all items on the punch list are not completed. Two separate actions were needed; one for acceptance of the building project and the other for acceptance of the cabling project for contractor Cable Tech Inc. A motion to approve final acceptance for the building was made by Swaim and seconded by Suter. A roll call vote was taken. All members present voted Aye and the motion passed 7-0. A separate motion was made to approve final payment of the cabling project by Swaim and seconded by Korf. Another roll call was taken and all members present voted Aye. Motion passed 7-0. Craig distributed a Building Project budget that included FY00 through year to date in FY05. Craig said that according to her figures using estimates for project manager and some remaining items, we were $90 over the base budget however still have a contingency of about $50,000. Swaim said that congratulations were in order to everyone who was involved. He commended all the contractors from the top to the bottom for outstanding work. VanDusseldorp said a project of this size with the complexity of schedule, staying within budget, and keeping the building open was very awesome. University Heights Follow-Up. Craig distributed a memo that she drafted to Alison Galstad, Coralville PL Director and her Board member, Donna Epley, and ICPL Board President David VanDusseldorp. In order to get something down on paper to initiate a discussion, she suggested that University Heights be required to sign a contract for library services with CPL and ICPL to begin FY06. The amount of contract would be based on per capita numbers, raised over a period of three years to match the average per capita tax support in Iowa libraries serving communities the size of University Heights. Payments would be due on Agenda item 3A Page No 3 November 1 of each year and be split between Iowa City and Coralville based on the latest available circulation figures. Schnack asked about the community of Hills. Craig responded that she thought that starting with University Heights would be the first step, and then Hills would be approached the following year. University Heights is the largest and the closest community we allow to purchase fee cards. An arrangement with them is complicated by the fact that Coralville needs to be included. This would give University Heights the opportunity to carry on a conversation and set a precedent for other communities. Schnack said she was pleased to hear of this plan to provide an option for individuals who could not buy fee cards. Swaim asked for a review of our current policy. Currently we sell fee cards to any individual that asks. If they receive reimbursement they deal with their town. She estimates that in the first year the income would be approximately the same as we get now. As the higher rates kicked in, income would rise. VanDusseldorp said it would be fair to say that we were looking at the whole question of fee cards. Swaim is not ready to make a decision to eliminate fee cards. Craig felt that it would be good to present a potential consequence of not approving a contract at the February meeting since University Heights does their budget in March. A discussion of fee cards will be on the agenda for February. Gloer asked Craig about her statement in the memo that we could pursue other options. Craig said she wanted to propose a plan that would be easy to calculate each year. There has been interest from their Council and they have asked what we wanted. But, Craig said other libraries in Iowa base their contracts on millage rate, property values, and not necessarily numbers of patrons. The model we use with the County uses circulation to calculate a match to local tax dollars. There are various models on which to base a contract. Swaim moved that we approve using this proposal to present to University Heights. Schnack seconded. Suter asked when we would contact Hills. Craig said if this moves along, that by spring or summer we would give Hills a heads up that we are phasing out fee cards and have them work on it for the '07 budget. The actual contract language would be worked out with all parties and approved by the City Attorney. All voted in favor. Motion passed 7-0. Report on City budget VanDusseldorp attended the budget hearings with Craig. He presented a brief statement to Council about the state of the library, and answered some questions. Korfand Dean were also at the meeting. Craig felt that our 06 budget is in good shape and expects it to be certified in March. New Business: FY05 Six month Plan Update. Agenda item 3A Page No 4 No action needed. Craig asked for questions or comments. Conduct Policy This policy is up for regular review. Schnack asked if it was unusual to allow food in the library and is it a problem? Usually it is not. VanDusseldorp asked if we saw any changes in conduct since the new building opened. Clark said No. We have more equipment now and item 409.827 inserts a new proposal about sleeping in front of a piece of equipment, preventing other people from using it. The staff guidelines for interpreting the policy is more specific in terms of cell phone usage, severe body odor, etc. Swaim said the policy was done well with positive language. In response to other questions, Clark pointed out that some issues are covered in other policies like "Meeting Room" and "Display". A motion to approve the policy as revised was made by Gloer and seconded by McCray. There was no further discussion. All in favor voted Aye. Motion carded 7-0. Bylaws Review: This is another periodic review. There are a few language updates. Craig raised the issue of members being absent for four consecutive absences and to be aware that it is in the policy. She suggested the addition of the word "unexcused" if that is what the Board wanted. McCray moved we accept the revised Bylaws, seconded by Swaim. All voted Aye. Motion passed 7-0. Support for Spelling Bee McCarthy included a request to the Board that, as in previous years, they provide financial support of $300 for the Spelling Bee. The Library Team is Kevin Hatch, Bill Korfand Bill Asenjo. Suter moved approval, seconded by Gloer. Motion carried unanimously 7-0. Staff Reports Departmental Reports: Adult Services, Circulation, Information Swaim asked that information about openings on the Governor's Advisory Group be conveyed to the teen group. Information to apply is available from the Iowa Commission of Volunteers. Development Office An excited McCarthy reported that there were eighteen teams for the Spelling Bee. It will be a fun event and she invited all the Board to attend. Practicum students. Agenda item 3A Page No 5 The Library has not had any library science students doing a practicum here several years. We have two practicum students this semester; one in Adult Services and Information Services, and one in Children's Services. Miscellaneous Some news articles. Coralville Public Library has a new catalog system. Staff included articles about Craig's being named Person of the Year by the Press Citizen. VanDusseldorp said he was interviewed about Craig's work in the community. On behalf of the Board, he expressed his pride in Craig and recognition for the whole staff and facility. President's Report VanDusseldorp reminded Board members to be advocates for the library. Sharing library experiences with others helps promote us in the long term. Announcements from Members The UAY Youth Center on Iowa Avenue is nearing completion and on February 5 and 6 they are inviting volunteers to help paint. Swaim gave Board the name and number to contact if they were interested in volunteering. Horace Mann has been operating a 21st century youth center at Forest View Trailer Court. Swaim asked if we would consider doing special outreach for kids in this area; primarily Spanish speaking. Green replied that many of the Children's Room discarded and gift books go to Outreach Centers, and they try to find children's books in Spanish whenever they can. Committee Reports Foundation members Gloer reported that the Foundation reviewed the life insurance policy status. Some issues were resolved and they will deal with the entire issue of life insurance policies in the future. The Book End had a 22% increase in the last half of '04, due largely to the library building opening and return of traffic to Linn Street. Gloer said that the Author's event has nine authors so far. Six month Financial Reports Receipts and expenditures. For the Board's information. We have spent approximately half the budgeted income halfway through the year. Asked for questions. Agenda item 3A Page No 6 Use Reports Use reports are up. All measures of use; circulation, computer use, meeting room use, number of cards, etc. all are up from last year to date. Disbursements Review Visa Expenditures for December. Disbursements for December were approved unanimously after a motion by Swaim, seconded by Korf. All voted in favor and the motion carried 7-0. Set agenda order for February meeting. Reinstate Park 'n Read Fee Cards Adjournment Adjourned at 7:00 pm Minutes taken and transcribed by Martha Lubaroff Agenda item 3A Page No 7 Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD YEAR 2005 Meetinc TERM 1/2 2/25/ NAME EXP. 7/0 05 5 Thomas 7/1/09 O/e X Dean Kathy 7/1/05 x x GIoer Bill Korf 7/1/09 x x Linzee 7/1/09 x x McCray Linda 7/1/05 O 0/e Prybil Pat 7/1/07 x x Schnack Tom Suter 7/1/07 X X Jim 7/1/05 x O/e Swaim David Van 7/1/07 x x Dusseldor P KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting --- = Not a Member MINUTES APPROVED PARKS AND RECREATION COMMISSION FEBRUARY 16, 2005 MEMBERS PRESENT: Craig Gustaveson, Judith Klink, Margaret Loomer, Ryan O'Leary, Matthew Pacha, Phil Reisetter, Sarah Walz, John Westefeld STAFF PRESENT: Terry Trueblood, Mike Moran, Terry Robinson FORMAL ACTION TAKEN Moved by Pacha, seconded by Loomer~ to approve the December 8~ 2004 minutes as written. Unanimous. Moved by Reisetter~ seconded by Pacha, that the Rugby Club's request to continue hosting the annual Ducks Sevens Rugby Tournament on park property be denied. INTRODUCTIONS Mike Moran introduced Mindy Cheap to the Commission. Mindy has assumed the position of Aquatics Supervisor for the Iowa City Recreation Division. Gustaveson welcomed Phil Reisetter to the commission; introductions were made. PUBLIC DISCUSSION Karen Kubby, spoke on behalf of the Creekside Neighborhood Association expressing their support for the Court Hill Trail proposal. Karen discussed some of the neighborhood concerns regarding drainage with regard to snow and ice removal. The neighborhood would not recommend any additional lighting be added along the trail as they feel that the lighting at the crosswalks would be enough. There is one neighbor that is not in favor of progressing with the trail, however, this member did not attend the last meeting. Kubby, on behalf of the Creekside Neighborhood group, requested that funding for this trail be moved up on the priority list and that they would like to be involved in the next phase. Tmeblood assured Kubby that as the City gets closer to concrete plans for project, the neighborhood association will be informed, and invited to participate. O'Leary stated that as he lives in the Creekside Neighborhood, he is very pleased to see this project on the list of long term goals. He feels that a trail is a safer option for walkers and that creek maintenance would be improved as well. He too would like to see it moved up on the priority list. FRIENDS OF HICKORY HILL PARK Bob Sessions and Mike Fallon were present on behalf of the Friends of Hickory Hill to discuss their interest, roles and relationship with the city. Sessions presented some history regarding the Parks and Recreation Commission November 10, 2004 Page 2 of 5 group stating that it has grown to approximately 300 members. Their focus has now changed from being concerned about preserving boundaries to being concerned about what is going on inside the park. They are making an attempt to get more people involved in caring for and enjoying the park. Their goal is to not cost the city any money, but to benefit the park through fundraising. Sessions announced that they are working on an area to bring back the native prairie. Fallon discussed their awareness of the politics involved with the use of herbicides and they will be approaching this as legally and proficiently as possible. The group hopes to work in tandem with the city to bring funding to the projects where the city may not have funds available. Sessions distributed an "Adopt-A-Park Report" to the commission for their review. Reisetter asked for clarification from Trueblood regarding City's liability for injuries sustained by the volunteers, etc., working on these projects. Trueblood stated that they are covered under the City's umbrella policy. Westefeld praised the group for the work that has been done by the Friends of Hickory Hill. Gustaveson expressed his appreciation of the cooperation between Friends of Hickory Hill and the Parks and Recreation Staff. RUGBY CLUB REQUEST TO HOST 2005 TOURNAMENT Jeremy Freerks, President of the Iowa City Rugby Team, made an appeal to the commission to allow the club to host their Ducks 7's annual tournament on the soccer fields of Iowa City. Freerks distributed a packet of letters, etc., supporting their request to the commission for their review. Freerks discussed the history of the sport of rugby with members of the commission. Freerks mentioned the revenue that is brought in to the City of Iowa City by the 300-500 team members and spectators. While admitting that alcohol has been a problem at these events, Freerks stated that he would like to work something out with the city in regard to this issue-- perhaps something similar to what Shakespeare Theatre has in place now allowing them to sell beer as a concession item. Trueblood presented to the commission the staff's concerns regarding past tournaments, and why they denied the clubs request. He stated that since 1989 it has been necessary to send letters of reprimand regarding parking and alcohol issues to the club following every tournament, reminding them of the 1200 beer cans that were disposed of along with broken glass that had to be cleaned up from the parking lots at the soccer complex. Trueblood reminded Freerks that in 2004 they were allowed to have the tournament with two stipulations; 1) $500 deposit be paid prior to the event and 2) that an uniformed police officer be present at the event. They did not abide by the second request, to have an officer present. Discussion regarding the lack of an officer took place between Freerks and the commission. O'Leary stated that he had been approached by a friend who had expressed his concerns of losing the tournament. O'Leary planned on encouraging the commission to find a solution allowing the tournament to go on. O'Leary felt that because there was no specific plan of action brought by the club to the commission he could not support nor oppose a decision at this time. Therefore he would abstain from the vote. Parks and Recreation Commission November 10, 2004 Page 3 of 5 Gastaveson made note that while these types of events are usually welcomed by the city, in the event of past experiences he would have to support the staff's recommendation to deny their request. Moved by Reisetter, seconded by Pacha that Ruby Club's request to continue hosting the annual Ducks Sevens Rugby Tournament on parks property be denied. Commission informed the club that if they would like to discuss this again for future tournaments to be sure to present the commission with a detailed plan of action. REPORT OF SNOW REMOVAL ISSUES & RESPONSIBILITIES Terry Robinson reviewed a list with the commission of snow removal locations for which the Parks, Forestry and CBD divisions are responsible. He noted that this list has grown to 37 areas that are neither in nor adjacent to parks. A recent example that surfaced is a walkway that was established between homes and is not connected to any parks but has become our responsibility for snow removal. Walz asked if there is a way to proactively deal with this issue. Trueblood noted that Planning staff is aware of this and knows that these issues need to be taken care of at the initial planning stage of a development. It is felt that the homeowners associations or adjacent property owners need to be responsible for these areas. DISCUSSION OF ISSUES/PROJECTS AS DIRECTED BY CITY COUNCIL Trneblood reviewed a memo from the City Manager dated 1/20/05 regarding the council budget decisions for FY06. Items are as follows: #7) Proposed National Guard Armory project on county property off of Melrose Avenue: Commission asked their thoughts on pursuing this plan. Commission unanimously supports this idea. #8) Restroom/Shelter sketch to be prepared for City Park Festival Stage area. City Manager has given approval to go ahead with a concept plan and cost estimates. We should have this plan within two to three weeks. #9) Prepare a list of smaller Parks and Recreation Projects: Council wants to know if there is a potential for fundraising. Trueblood stated his concerns regarding the time that would be involved in this effort. Commission to suggest ideas for fundraising. #12) An expanded downtown cleanup policy to be referred to the alcohol advisory board as well as a work session discussion on how we might choose to proceed. Not sure yet if this will involve Parks and Recreation. //17) Distribution percentage policy for hotel tax revenue: 27 1/2% to Parks & Recreation is the same as it has been in past years. Parks and Recreation Commission November 10, 2004 Page 4 of 5 COMMISSION TIME Walz announced that there will be a "Prairie Preview" event on March 8. Friends of Hickory Hill would like to distribute a postcard (or something of that nature) to people that they can fill out and send to City Council in support of park projects. Pacha praised Mike Moran and staff for their continued efforts and success with ball field maintenance. CHAIR'S REPORT No report DIRECTOR'S REPORT Trueblood discussed Sandhill Estates on South Gilbert. Trueblood and Robinson are scheduled to meet with a representative from the Iowa National Heritage Foundation who has acquired land that they are interested in selling to the city. It is 20+ acres in size and located adjacent to the sand prairie area already owned by the City. Trueblood will be meeting with the Weeber-Harlocke Neighborhood Association to start planning for their mini-park. Trueblood is working with Friends of Hickory Hill who would like to place a commemorative stone in the wooded area of the park honoring the woman who submitted the name of the park. She passed away a couple of years ago. ADJOURNMENT Meeting adjourned at 6:45 p.m. Parks and Recreation Commission November 10, 2004 Page 5 of 5 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YEAR 2005 TERM NAME EXPIRES 1/12 2/16 3/9 4/13 5/11 6/8 7/13 8/10 9/14 10/12 11/19 12/14 Craig Gustaveson 1/1/07 NM X Judith Klink 1/1/07 NM X Margaret Loomer 1/1/08 NM X Ryan O~Leary 1/1/06 NM X Matt Pacha 1/1/05 NM X Phil Reisetter 1/1/09 NM X Sarah Walz 1/1/07 NM X John Westefeld 1/1/06 NM X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum .... Not a Member FINAL/APPROVED POLICE CITIZENS REVIEW BOARD MINUTES- February 8, 2005 CAlL TO ORDER: Chair/oren Horton called the meeting to order at 7:05 p.m. MEMBERS PRESENT: Candy Barnhill, Beth Engel, Loren Horton, Greg Roth and Roger Williams MEMBERS ABSENT: None STAFF PRESENT: Legal Counsel Catherine Pugh (7:07) and Staff Kellie Tuttle OTHERS PRESENT: Captain Tom Widmer from the ICPD. CONSENT CALENDAR Motion by Engel, seconded by Roth, to adopt the consent calendar. · Minutes of the meeting on 12/09/04 · ICPD Use of Force Report- November 2004 · ICPD Use of Force Report- December 2004 · ICPD Quarterly/Summary Report- IAIR/PCRB, 2004 · ICPD Department Memo 04-57 · ICPD General Order #91-04 (Report Form Development and Control) · ICPD General Order #95-01 (Emergency Operation of Police Vehicles) · ICPD General Order #01-06 (Juvenile Procedures) · ICPD General Order #01-08 (Criminal Intelligence) Horton wanted to point out to board members who may not have been around when it occurred, under Juvenile Procedures D(6), which is the age of consent from a juvenile, age of consent is currently fourteen. The Board had given a recommendation which was considered that the age be changed from twelve. Motion carried, 5/0, to accept the consent calendar as amended removing ICPD General Order #01-01 (Racial Profiling) to be placed on the next agenda, the item was inadvertently left out of the packet. OLD BUSINESS Report of meetinq with Chief Winkelhake - Horton met with the Police Chief regarding the Board's concerns of extension requests and the timeliness, the good cause shown, and whether the complainant is notified of the extension requests. NEW BUSINESS Policy/Procedure for extension requests - Barnhill had requested at the December meeting that the Board discuss the procedure for granting extension requests. Barnhill stated she would like to develop a mechanism to prevent what had happened with a recent complaint, and suggested the Chief's report be due before or in sequence with a meeting so that if the Chief needed an extension he would be able to do so in a timely manner. The Board could discuss the request at their meeting and then get back to him. Horton explained that according to the City Code the Chief's report is due 90 days after the file date of the complaint and then the Board's report is due to the City Council 45 days after the filing of the Chief's report. Therefore the due dates of the reports can not be changed but the Board could adjust their meeting schedule or call a special meeting. Barnhill inquired whether the Board could deal with extension requests electronically or by phone. Pugh asked to be given a few minutes to research the meeting requirements. Horton explained that changing the ordinance to adjust the number of days would not address the issue because the process is put into motion by the date the complaint is filed. Barnhill wondered if the ordinance could be changed for this particular scenario to allow for an electronic vote. Engel stated she felt there was an implicit trust that is embedded and if the Chief asks for an extension, there must be a reason for it. Roth inquired if the Board could ask that an extension request be submitted so that it can be dealt with at a regular meeting or request the extension a certain number of days before the report deadline. Pugh responded that the S©P's don't allow the Board to meet PCRB - Page 2 FIN~IL~APPROVED February 8, 2005 electronically or by phone; there has to be a quorum present to be considered a meeting; a special meeting can be called by the Chair or three members can request the Chair to call a meeting; there must also be 24-hour notice of the meeting place, time, and agenda to each member and the media. Tuttle stated media notification is the posting of the agenda on the Lobby bulletin board. Hodon asked if the policy should be calling a special meeting if a regular meeting did not meet the timeline. Barnhill disagreed and thought it needed to be much more definite so that if the Board did not grant the extension, the Police Department would be given ample time to finish writing the Chief's report. Roth stated that he did not believe that they would receive a report either way if it were not ready. Barnhill stated that there were issues with the last request that some board members felt there was not "good cause shown". Horton replied that in his discussion with the Chief there would be good cause shown from now on in his requests. Barnhill would like to table the discussion so that Horton can give his report regarding the meeting with the Chief in closed session since it dealt primarily with the complaint and then discuss it further at the March meeting if necessary. PUBLIC DISCUSSION None. BOARD INFORMATION Horton asked if the Police Citizens Academy had enough participants to proceed. Widmer responded that it did and that they had almost 25. Barnhill asked Widmer if arrest photos are black and white or color, if they were digital and could the camera be adjusted for light skin tone and dark skin tone. Widmer replied that Johnson County does the processing for ICPD. He thought the County did digital, but was unsure if they did any adjustments. Barnhill's concern was that if someone sustained an injury, would that injury show in the photo. Dark skin tones and light skin tones photograph very differently than one another and how would one identify a superficial injury (bruise, scrapes, etc.) Widmer replied that they the Iowa City Police Department has a policy when they note an injury that was caused by an officer or if the officer feels could become an issue, they bring them to the police department and take their own photos using ulterior light sources and expertise within the department. There are certain people who have been trained in photography. They also have 35mm, Polaroid, and digital capabilities. Widmer is assuming that at the County the camera is pretty much set and they snap the picture with the proper format. Barnhill also asked Widmer how many investigators are in the Police Department that can also investigate complaints filed with the Police Citizens Review Board. Widmer explained the current policy is that the Captain of Operations is in charge of investigations. The Chief will direct his letter to the Captain of Operations to conduct an investigation. That Captain has the option to assign it to himself, to the other Captain (Widmer), or to one of the four lieutenants. They then try to match them up with a Sergeant who can assist them so there are two people together on a complaint. The complaint is never assigned to a supervisor of an officer about whom the complaint has been filed. They always try to use a supervisor from another shift or from investigations. Barnhill asked Widmer if Incident Reports are filled out by all officers who are directly or in- directly involved. Widmer stated that every time a case number is filed there has to be a report filed. A coversheet with the basic information is filled out, but sometimes there will be supplemental reports filed from other officers. It is at the officer's discretion. If it was a minor incident, only one officer will sign off on the report and state the other officers that were present. Barnhill asked who decides what information is given to the Board with the Chief's report. Widmer explained that a complete report is given to the Chief and the Chief takes that report and reviews it and submits it along with all documentation or evidence to the legal PCRB - Page 3 FIN..4L/,4PPROVED February 8, 2005 department where they request 30 days to review everything. What the Board receives however, the investigators have no control over. What the Chief submits to the Board is based on what is advised by the City Attorney's office. Barnhill confirmed with Pugh that if additional information was needed it would be after the level of review was set by the Board and the Board could request it. Barnhill asked Widmer if the Iowa Code and a departmental code requires in the course of an arrest what an officer must do. Can a Police Chief counsel his staff and say you will try to do this when possible? Widmer stated that if the Code says you will do something, the department can make it more excessive/restrictive, but they can not make it less than what the Code states. Horton pointed out in the Use of Force Report for December there were sixteen incidents other than dispatching raccoons, etc. the same officer was in nine of the sixteen. Widmer explained that they do review the incident reports and track the officers, locality, workload and any patterns that may be occurring. Barnhill asked where the Chief's final report goes, if it is made public. Horton stated that it is never public, only the Board's final report is public after it goes to the City Council. STAFF INFORMATION Turtle noted that the Finance department had supplied Citizens' Summarys of the 2006-2008 Proposed Financial Plan to all boards and commissions and that members were welcome to one. EXECUTIVE SESSION Motion by Williams, seconded by Barnhill, to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 5/0. Open session adjourned at 7:35 p.m. REGULAR SESSION Returned to open session at 8:32 p.m. Motion by Roth, seconded by Williams, to request a 45-day extension for PCRB Complaint #04-02. Motion carried, 5/0. Motion by Roth, seconded by Williams, to request a 30-day extension for PCRB Complaint #04-03. Motion carried, 5/0. MEETING SCHEDULE · March 8, 2005, 7:00 p.m., Lobby Conference Room · April 12, 2005, 7:00 p.m., Lobby Conference Room · May 10, 2005, 7:00 p.m., Lobby Conference Room · June 14, 2005, 7:00 p.m., Lobby Conference Room ADJOURNMENT Motion by Barnhill, seconded by Roth, to adjourn. Motion carried, 5/0. Meeting adjourned at 8:35 p.m. POLICE CITIZENS REVIEW BOARD ATTENDANCE RECORD YEAR 2005 (Meetin,, Date) TERM 1/11 2/8 3/8 4/12 5/10 6/14 7/12 8/9 9/13 10/11 11/8 12/13 NAME EXP. Candy 9/1/07 NM X Barnhill Elizabeth 9/1/08 NM X Engel Loren 9/1/08 NM X Horton Greg Roth 9/1/05 NM X Roger 9/1/05 NM X Williams KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting .... Not a Member MINUTES APPROVED IOWA CITY PUBLIC ART ADVISORY COMMITTEE WEDNESDAY, FEBRUARY 2, 2005, 3:30 P.M. LOBBY CONFERENCE ROOM, CITY HALL Members Present: Charles Felling, Emily Martin, Mark Seabold, Emily Carter Walsh Members Absent: Rick Fosse, James Hemsley, Terry Trueblood Staff Present: Karin Franklin, Marcia Klingaman Visitors: Ruth Baker (Benton Hill neighborhood resident), Jean Walker (Melrose Avenue neighborhood resident) Call to Order Felling called the meeting to order at 3:40 p.m. and asked Martin to introduce herself. Martin said she is an artist who has lived in Iowa City since the early 1970's. She passed postcards with pictures of her work to those present. She added that she is having an exhibit throughout the month of February in CSPS Alternative Art Space in Cedar Rapids. Felling invited the other Committee members present to introduce themselves. Seabold said he is an architect who has been in Iowa City since 1992. Walsh said she has been on the Public Art Committee for two years, and is a photographer. She is working with Klingaman on the Poetry in Public project. Felling said he is a long-time Iowa City resident. While he is a painter, he is on the committee more because he is interested in public art. Felling passed around pamphlets about the Longfellow Neighborhood art project. Public discussion of any item not on the agenda No items were presented for discussion by the committee members. Election of Officers for 2005 Felling began by explaining that the two positions to be filled are the Chair and the Vice-Chair. He noted that Seabold has served as Vice-Chair for the past year. Felling nominated Seabold for the position of Chair and Martin for the position of Vice-Chair. Martin asked whether the Vice-Chair usually becomes the Chair. Franklin said no, though it is nice to have that happen for continuity. Seabold and Martin accepted their nominations. Walsh seconded the nominations, and Seabold and Martin were voted into the positions unanimously. Martin asked whether there are five citizens on the Committee. Felling said yes. Consideration of the Minutes of December 2, 2004 Meetin,q MOTION: Walsh moved to accept the minutes as submitted. Seabold seconded, and the motion was passed unanimously. Discussion of Benton Hill park proiect with Joe Prescher Iowa City Public Art Advisory Committee Minutes February 2, 2005 Page 2 Prescher brought in the casting positives of the sun and moon for the committee to view. He noted they are not quite done, as some refinement is needed on the carving. He said the carving will be done in the next few daysl and then they need to go to Omaha to be cast. He will be waiting on the construction of the plaques for a decision on the phrase. He will also be starting work on the columns soon, in the next week. Franklin asked for confirmation that the columns will be cast and what material will be used. Prescher said they will be cast in concrete. He has been talking to NNW about reinforcement and other structural concerns, and the columns will be made with reinforced rebar and poured concrete. Franklin asked if provision is being made for conduit to run through the columns. Prescher said yes, there is a standard rebar structure with binding that is used for conduit that will be included. Franklin asked what color the columns will be, and whether he will be tinting or staining the concrete. Prescher said that is still unknown. Franklin asked what the plan is for the project going forward. Prescher replied that he will finish up the sun and moon casting, do as much as he can on the name plaque and the phrase on the back, have those cast in Omaha, and make the master for the column. He will have information on concrete colors at the next meeting. He will also be discussing an alternate method for powder coating the steel. He will be ordering steel and beginning the cutouts for the arch and the applications for the column. Prescher continued by saying in the next three weeks he will be well into the process of casting the sun and moon, if not done with that aspect. The steel will be in and he will be fabricating the reinforcement for the column, and the pattern for the column will be done. Franklin asked the committee how much more involvement they would like to have in the project going forward regarding the other details such as color. Typically as the project moves forward, the Committee is not very involved. However, if there is concern from Committee members on points of the project, then the Committee can ask for further updates. She noted that a May dedication is still planned for the project, and asked whether the details will be finalized in time for the March meeting. Prescher said he would have that information in March. SeaboId asked if the columns would be poured on-site. Prescher said they would be poured in Fairfax. He should have the pattern done in the next two weeks, and then will confer with the concrete supplier about treatments for the surface. Seabold confirmed he would like to see materials and the color palette. Franklin noted that she would like to have all points that need follow-up with the Committee clarified because of the past need to reschedule Committee meetings due to Prescher's teaching schedule. She asked if Prescher could commit to meeting on Thursday in March. Prescher said yes. Iowa City Public Art Advisory Committee Minutes February 2, 2005 Page 3 Seabold asked if NNW has any detail about where the steel reinforcement will be tying into the column. Prescher replied they said rebar has a standard set in ¢~lace, and the arch is a standard sandwich arrangement. He said he would also be looking into poles that have some give. He is most concerned about the impact of the wind hitting the arch and causing the movement between it and the columns. Seabold said the embedded plates that will be part of the columns need to be determined before they are cast. Franklin asked whether NNW is working for Prescher on this project. Prescher said yes. Seabold asked who Prescher has been consulting with there. Prescher said Jane Driscoll. Seabold asked whether Prescher would mind if Seabold gave her a call. He said no, and asked if he could call Seabold. Franklin noted that Seabold could not be a subcontractor to Prescher. Seabold said that he would only like to review. Prescher asked if it is possible to have the March meeting on a different day than Thursday. Franklin said that is up to the committee. Felling, Seabold, and Walsh are all available to meet on March 2. Martin is not available at all that week. Baker questioned whether it would be clear that the face on the front side is a sun. Franklin said the sun's rays would extend beyond the casting in steel. Baker suggested having the rays included in the casting, and making the face smaller. Prescher said yes,. Franklin said it is up to Prescher. Franklin asked whether the phrase had been decided upon. Baker said the decision would be final in approximately a week. Franklin said that it should be sent to City Staff, who will then forward it to Prescher. Prescher left at this point. Franklin asked Seabold if he would be able to talk to Jane at NNW about the structure. She would like to have certification that the structure will be sound. Seabold said he would like to know the details of the project, especially in regards to the connection between the columns and arch, and that is willing to talk with her. Franklin asked him to call her and let her know the result. Discussion of the Melrose Avenue Neighborhood Association Public Art Letter of Interest Felling asked Walker if there were any updates to the proposal letter. Walker said no, but the other neighborhood executives are excited to go forward with the project. She is interested in knowing whether there is any comment from the Committee regarding the project, which she would send out to the residents in a newsletter. Felling asked for confirmation that funding is available for this project. Franklin said yes. Klingaman said that the Melrose Avenue Association would be the first to work through the revised procedural guidelines. Iowa City Public Art Advisory Committee Minutes February 2, 2005 Page 4 Felling asked if Walker has watched the video on neighborhood public art. Klingaman said no, but that it is available. Walker said she would like to show it at a neighborhood gathering in the next several weeks. Felling said he is willing to talk to Walker about how the Longfellow Neighborhood did their project. Walker said she has talked to Klingaman about the process. She is currently interested in markers, which would tell passersby about the neighborhood. Felling asked whether Melrose is a pedestrian neighborhood, similar to Longfellow. Walker said yes, and then described the location and boundaries of the neighborhood. It is the area across from the hospital south of Melrose Avenue. It extends from the railroad in University Heights, which curves down to Riverside Drive, up to the Law Building area. An historic preservation consultant came to evaluate how much of the neighborhood could be designated a Historic District. 85 out of 150 buildings are included in the nomination to the National Register to become an historic district. Whether the markers would go throughout the entire neighborhood or just the historic district is still to be determined. They would also like some markers to show where the neighborhood boundaries are. Felling asked whether background research had been done for the historic district nomination. Walker said yes, information was gathered up to 1967 for the nomination, which was the required timeframe. The plan is to gather information up to the present. Felling noted that having the research done and the information available beforehand is helpful for the discussion about what sort of art or markers are desired. Walker agreed, and said she believes there is more than enough information available. Seabold asked what the next step is. Franklin said Walker should come to another meeting with more specific information about what the Neighborhood Association wants, and how the artist will be engaged. Klingaman said the Association is seeking preliminary approval of the idea and confirmation that funding is available. Franklin confirmed that funding is available. Klingaman said that Creekside will likely be submitting a proposal for next fiscal year. Franklin said there is funding available for two projects this fiscal year. There are a few potential proposals in the works. Felling asked whether there are any artists cu. rrently living in the neighborhood who could be involved in the project. Walker said the Association still needs to find out. Felling said that the Longfellow Neighborhood Association had two or three meetings to decide on an idea, and then decided on an artist based on the type of project they wanted. Walker said they might want to put something in the park as well. Walker asked whether there is a deadline for having the project completed. Franklin said the sooner a decision is made on what the project will be, the better, before July 1. The Committee would like to have the funding encumbered before the next fiscal year. Iowa City Public Art Advisory Committee Minutes February 2, 2005 Page 5 Felling said that having projects in various stages gives good continuity. Walker said it is exciting to get the projects going throughout the city, even if some of the projects are copied. Walsh suggested looking at it as mentoring the other neighborhoods. Felling said that mentoring was the original concept suggested with the core neighborhoods. Walker asked for confirmation that the Association can move forward. The response was in the affirmative. Committee time/Public discussion Felling asked for an update on the status of the Coud Street Transportation Center. Franklin said that the final field measurements for the fence would be done in March. The artist will be working with students during February on the tile aspect of the project. Klingaman said the artist would be working specifically with Longfellow school, as the art teacher at that school expressed great interest in the project. Currently the students are doing projects based on ideas developed by the art teacher and the artist. The students ultimately will sketch a single feature or object. Then the students will do a project on ceramic tile that he will fire and give back to them. Seabold asked what ages will be involved. Klingaman said all age groups. Franklin said the artist would take ideas from the children's projects to make the way finding on the different levels. He will use their ideas, but it will be his execution. The center is still scheduled to open in July. Felling asked for an update on the showcase sculpture. Klingaman said that Cowger has signed the contract. Some logistics need to be worked out on the pad and how to attach the sculpture, and the artist will be discussing those with an art instructor at UNI. Klingaman reported that Seth Goddard has signed his contract and is currently working on his piece for the Peninsula Park. The location will not be ready for the piece until the spring, so the project is on hold at the moment. Klingaman noted that she needs to touch base with the engineer. Franklin said that the plan is to install the piece in May or June. Seabold explained for Martin's benefit that this is a rotating sculpture project targeted to university students. Franklin added that the students receive a $500 honorarium. Ktingaman reported the submissions for the Poetry in Public project will be reviewed on February 14. Those are planned to go up in April. Klingaman said that the Northside Neighborhood Association looked at the wax positives for their signs. They look nice and the Association liked the one they saw. The patina is still undecided. Franklin said that committee members might want to think about the committee's size and whether or not adding members should be discussed. This could go into a future discussion, especially since there is Iowa City Public Art Advisory Committee Minutes February 2, 2005 Page 6 some direction from the Council to look at collaborations for larger projects that would be public/private partnerships. Felling asked whether the new members would be individuals or representatives from business entities. Franklin replied that is unknown. She added that there was discussion in the past about whether to keep Fosse and Trueblood on as voting members, or have them act ex officio and recruit more members from the community. A proposal went before the Council to increase the size of the Committee at one point, though the timing of that proposal was poor. Applications for all boards and commissions were down at the time, so the Council was not inclined to expand the size of the Committee. Perhaps the question should be investigated again. Felling added that the question might be what sort of additions would be beneficial. Franklin agreed, noting that there may be an opportunity to engage people with financial connections in the community and the more people invested in the Committee, the more will be known about public art in the community. Seabold reported that he was thinking about the Arts Festival event being a reception for Cowger's sculpture dedication, which would be open to the public. Franklin suggested getting a bank to sponsor the event. Walsh said that submission information for the future showcase sculpture could be distributed at the event. Baker suggested the reception could be given for all artists involved in public art projects as well. Walsh asked whether the event would be in June. Seabold said yes, and that he is interested in some sort of temporary structure that would serve to highlight public art. Franklin said that there was current discussion about collaboration between Jazz and Arts Festivals and Friday Night Concerts, to make a Summer Arts Season. It might be linked with things in the Cultural District as well. Public art would fit in well with that. Seabold said he is working on ideas for the temporary structure that would be sturdy enough for this purpose. Franklin suggested Seabold contact the organizers of Arts Fest soon to discuss space for such a structure. Adiournment There being no further business to come before the Committee, Felling moved to adjourn and Martin seconded. The meeting adjourned at 4:35 p.m. s:/pcd/minut es/Pub~icArt/2005/art02-02-05,doc Public Art Advisory Committee Attendance Record 2005 Name Expires 1/06 2/02 3/02 4/07 5/05 6/02 7/07 8/04 9/01 10/06 11/03 12/01 Emily Carter Walsh 01/01/08 CW X Charles Felling 01/01/06 CW X James Hemsley 01/01/06 CW O/E Emily Martin 01/01/08 CW X Mark Seabold 01/01/07 CW X Rick Fosse CW O/E Terry Trueblood CW O/E Key: X -- Present O = Absent O/E = Absent/Excused NM -- No Meeting CW = Cancelled due to Weather ..... Not a Member FINAL/APPROVED MINUTES SENIOR CENTER COMMISSION JANUARY 24, 2005 ROOM G09/8-SENIOR CENTER .Call to Order: Meeting called to order at 2:05 PM. Members Present: Jo Hensch, Jay Honohan, Betty Kelly, Sarah Maiers, Charity Rowley and Nancy Wombacher. Members absent: Lori Benz Staff Present: Michelle Buhman, Linda Kopping, Susan Rogusky and Julie Seal. Others Present: Lynn Campbell, Betty McKray, Dorothy Scandurra, and Sally Wiesenfeld Recommendations to Council: None. Approval of Minutes: Motion: To approve the minutes from the December 21, 2004 meeting as distributed. Motion carried on a vote of a 6-0, Kelly/Hensch PUBLIC DISCUSSION None. COMMISSION ASSIGNMENTS Honohan will report to the Board of Supervisors, Maiers will report to the City Council and the article for the website. Hensch will write the web article from next months Commission meeting. CONTINUATION OF OVERVIEW AND DISCUSSION OF SERVICES AND STRATEGIC PLAN- Kopping Overview During the December meeting, Commissioners asked Kopping to review the Center's 2001 to 2004 Strategic Plan and provide a summary as a basis for evaluation. Kopping noted that shortly after drafting the goals for 2001 to 2004 the funding changed and several of the specific action steps included in the Strategic Plan were either no longer relevant or only tangentially relevant. Highlights of Iowa City/Johnson County Senior Center Plan of Action 2001-2004 Goal 1: Increase the participation of people over 50 years of age. The manner in which registered members are counted has changed significantly since establishing this goal in 2001. In July 2003 the Center implemented a membership fee system, requiring people to purchase a membership in order to participate in most classes and activities offered at the Center. During the review it was found that the FINAL/APPROVED number of people who purchased a membership between January 2004 and January 2005 increased by 159. The second objective under goal number one was to increase the Post circulation by 10%. During the past two years the format and mailing of the Center's newsletter, The Post, has changed dramatically. During 2001, the Post was a monthly mailing to approximately 6,000 households. Currently the Post is printed eight times a year and mailed to approximately 700 households. The other four months of the year the Center distributes roughly 4,000 Program Guides. The Program Guide features a more contemporary design and is used to capture the attention of a broader audience. Both the newsletter and the Program Guides are available on the web as well as several distribution sites around the community. The objective to increase staff has not been achieved because of a lack in funding. The objective to modify volunteer programs to accommodate changing trends in volunteerism is an ongoing effort. The last objective under goal number one, to review and develop procedures for grassroots input, was found in need of some additional effort. Kopping noted that this was not a shortcoming associated only with this particular objective. Overall the review showed several areas in which the Center needs to strengthen participant and community input. Goal 2: Promote independent living and overall wellness through programs and volunteer opportunities that encourage community involvement and offer possibilities for creative learning and expression. The Center has continued to excel in the area of programming by offering a wide variety of very successful classes, activity groups, programs, volunteer opportunities and community events. Efforts to develop surveys and focus groups to solicit programming input can be improved. In addition the objective to develop a formalized plan for attracting younger retirees has yet to be accomplished. Goal 3: Enhance understanding and accessibility of the Senior Center and its programs in the Iowa City/Johnson County Community. While some good work in this area has been done, this is not an area in which the staff has been focusing during the last several years. Goal 4: Promote a positive image of aging. The Center has accomplished several of the objectives listed under this goal, however the Center has not been focusing on increasing intergenerational programs. Goal $: Promote recognition of the Senior Center as a resource center for information and services of interest to individuals 50 and over and other members of the community. The Center uses several different sources to provide information and make referrals to members of the community. FiNAL/APPROVED The Next Step The planning phase for updating the Strategic Plan is very important. Time and effort needs to be invested in this process so that we end up with a relevant document that will provide the staff with clear directions for focusing their time and energy. Kopping recommended that a good first step would be to gather additional information from the community and padicipants through focus groups and membership surveys. In addition, the Senior Center needs to work with other senior service providers in the area to clarify our niche in the community. Kopping suggested that the Commission and staff work together to gather information during the months of February and March, review the information in April, and hold a formal goal setting session in May. She also suggested that members of the Participant and Volunteer Advisory Groups and the Curriculum Committee participate as partners in this process. Motion: Move that the Commission form a committee to a develop plan of action that will lead to the creation of goals. Kelly/Rowley Motion carried on a vote 6-0. Honohan, Kelly and Rowley volunteered to serve on this Committee. REPORT ON AFTERNOON USE OF ASSEMBLY ROOM - Honohan Kopping reported that she meet with Eve Casserly, David Purdy, Bob Welsh, Diane Flemming, Betty McKray, Craig Buhman, Jerry Nixon and Ty Coleman to discuss how to address problems caused by setting-up for programs in the Assembly Room during the lunch hour. The main issue is that the room is not being properly cleaned when people enter the Assembly Room prior to 1:30 p.m. to set-up for programs that start at 1:30 p.m. or shortly thereafter. Several options for resolving this problem were discussed by the group. One is to install permanent wiring and hookups with a new audio system in the Assembly Room. This will cut down on the set-up time necessary when afternoon programs are to be taped by City Cable for local broadcast. An improved audio system would enhance other programs as well. Nixon and Coleman volunteered to develop a cost estimate for this equipment. Another option is to ask the nutrition program staff to be more assertive when asking people who have entered the Assembly Room prior to 1:30 p.m. to set up for a program to move in order to get cleaning done. A final option is to schedule the Task Force and AARP meeting times in the morning. Kopping noted that meeting in the morning (e.g. 9:30 a.m.) would provide set-up time for CATV, allow people to attend the meeting and then go directly to lunch (verses attending lunch and going directly to the meeting), and provide undisturbed cleaning time for nutrition program staff following the noon meal. McKray indicated that the Task Force has scheduled programs in the afternoon through the end of the fiscal year and will look at alternative scheduling times starting in July 2005. In addition, the Task Force on Aging is using room 202 for their February meeting and will evaluate how functional this room at that time. PARKING ISSUES UPDATE - Honohan Members of the Participant Advisory Committee, the Commission and City staff will meet in February to address the problems parking in the Tower Place Parking Facility. 28E Update- Honohan FiNAL/APPROVED Honohan reported that two members of the Board of Supervisors are willing to meet after the budget for the county has been finalized. SENIOR CENTER UPDATE- Operations- Kopping Kopping distributed and reviewed an updated report of participation in the dinning program comparing the years FY01 to present. In general the report indicates that the trend to eat meals in a congregate setting has steadily declined and the desire for home delivery has been increasing. This mirrors national trends. Several months ago, Terry and Benjamin Chait offered to donate the Pearson's soda fountain to the Senior Center. The Space Review Committee looked at the building carefully and decided that the best possible location for the fountain would be in the waiting area by the Washington Street entrance. Kopping distributed copies of the preliminary drawings showing the proposed layout of the soda fountain. She stated that for proper installation and operation of the fountain several structural changes to the building would be required to meet fire, housing, health department and ADA regulations. Kopping worked with Shaun Bradbury, City Engineering Department, and Neumann Monson Architects to produce some preliminary cost estimates for proper installation of the fountain. The estimated installation cost is $67,000. After a lengthy discussion focusing on installation costs, management and staffing, operational expenses and revenue generating possibilities associated with the fountain, the Commission decided that the money would be better spent on something that was more clearly in line with the Center's long-term goals. Move: that the Commission thank Terry and Benjamin Chait for their generous offer but explain that it is too much of an expense to pursue at this time. Motion carried on a vote of 5-0 Maiers/Hensch. Honohan abstained. Motion: The Strategic Planing committee should consider whether or not to include the creation of some type of Center sponsored refreshment program or service. Rowley/Kelly Vote carried on a 6-0. Programs - Seal Seal distributed a summary list of programs scheduled for February. For a complete listing of classes and programs see the Winter Program Guide. Volunteers - Rogusky Rogusky reported that the Gift Shop sales have been going well. Rogusky has been working with the Red Hat Society to pull together a variety show but has not had a very good response for people willing to perform. Rogusky invited everyone to the February dinner dance. Membership Fundraising Report- Buhman Buhman reported that the Center currently has 884 registered members and has collected $16811 in membership dues since July 1,2004. COMMISSION DISCUSSION: FINAL/APPROVED A request was made to offer bottled water for sale in the vending machine. Buhman will looking this and report back at the next meeting. December meeting reports Honohan reported that he and Kopping met with the City Council to discuss the budget. During that report the council mentioned that some community members perceive a lack of afternoon programs at the Center. Honohan responded to this remark, but feels some additional work needs to be done to correct this misperception. The Council also asked Honohan what the Senior Center staff and Commission are doing to attract younger seniors. Honohan and Kopping responded to this question. Motion: To adjourn. Motion carried on a vote of 6-0. Kelly/Maiers. FINAL/APPROVED Senior Center Commission Attendance Record Year 2005 Name Term 1/24 Expires Lori Benz 12/31/05 O/E Jo Hensch 12/31/06 X Jay Honohan 12/31/07 X Betty Kelly 12/31/07 X Sarah Maier 12/31/06 X Charity Rowle¥ 12/31/05 X Nancy Wombacher 12/31/06 X Key: X = Present O = Absent O/E= Absent/Excused NM-- No meeting -- = Not a member MINUTES Approved Iowa City Airport Commission February 16, 2005 Iowa City Airport Terminal Members Present: Randy Hartwig, Chair; Carl Williams; Dan Clay (left at 6:33 PM); Michell¢ Robnett; and John Staley (arrived at 6:25 PM) Staff Present: Sue Dulek, Mitch Behr, Karin Franklin Others Present: Rick Mascari, Harry Wolf CALL TO ORDER: Chairperson Hartwig called the meeting to order at 5:47 PM. RECOMMENDATIONS TO COUNCIL: · Accept the purchase offer by Price Properties SALE OF LAND: Chairperson Hartwig asked Realtor Harry Wolf to start the discussion regarding the offer that has been made on the 21+ acres of land being sold at the Airport. Price Properties is the company handling the sale of the land for Wal-Mart. Wal-Mart is planning to build a Super Wal-Mart on this property. Wolf stated that he feels that the process should go smoothly, as they handled much of the detail up front. He stated that he would also like to discuss the remaining land with the Commission, sometime in the near future. Williams stated that he had emailed Dulek with the questions that he had regarding this sale. He had asked if the sale of this property would cause a reconfiguration of the other lots by size and value; also, is this land the most valuable of all, and if so, is a new appraisal needed on the remaining property; and does the sale of this property and some of the easements and right-of-ways infringe on their ability to sell or give access to any of the other properties, hence giving them a limited value. He then shared Dulek's response: yes, it would be re-subdivided so the lot size will be reconfigured; as to value, she suggested they ask Wolf; and that Wolf would advise the Council and Commission on this; and thirdly, she stated she was not sure she understood the question, but that it is the City's sole decision to sell or not, not the Airport's. Wolf then discussed with the members the various land uses, with members asking questions regarding types of businesses that could use the areas available. Franklin then addressed the members' questions regarding land use plans by the City. She also discussed the rezoning of land, as well. She asked the members to give her feedback on how they want the remaining land to be developed. Mascari then shared what he knows about the FAA requirements regarding the sale of land. He stated that it was his understanding that the money from the sale of land must remain on the airport. He stated that if the Airport has a positive balance in their account, the FAA would not give them the 95% grant money that they have been receiving. He suggested leasing the remaining properties, and cautioned the Commission to go slowly and be aware of these regulations. Members continued to ask Wolf and Franklin questions concerning Wal- Mart building on this land, and if either of them knew of any reason the Commission should not recommend this sale. MOTION: Williams moved to recommend to the City Council to accept the offer by Price Properties, the company acquiring the 21.67 acres of land for Wal-Mart; seconded by Clay. Motion carried 5 to 0. AIRPORT SECURITY PLAN: ~ Williams discussed the security plan that he worked on. He stated that the Cedar Rapids fire and emergency crews could be coming to Iowa City for training in this area. Hartwig asked for clarification on a few issues. Moved by Itartwig, seconded by Robnett, to adopt Res. A05-06, approving the Airport Security Plan. Affirmative roll call vote unanimous, 4/0, Clay absent. AIRPORT MANAGEMENT: Chairperson Hartwig noted that they needed to amend the agreement with Bill Flannery and Snyder and Associates in order to continue this work. Moved by Staley, seconded by Robnett, to adopt Res. A05-07, approving an amendment to the consultant services agreement with Snyder & Associates, Inc. for temporary management services. Affirmative roll call vote unanimous, 4/0, Clay absent. ADJOURNMENT: Meeting adjourned at 6:40 PM. Airport Commission ATTENDANCE RECORD YEAR 2005 TERM 1/13 2/10 2/16 NAME EXP. Daniel Clay 3/1/08 O/E X X Randy 3/1/09 X X X Hartwig Michelle 3/1/07 X X X Robnett John Staley 3/1/06 X X X Carl 3/1/10 X X X Williams KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting .... Not a Member MINUTES APPROVED Iowa City Airport Commission February 10, 2005 Iowa City Airport Terminal Members Present: Randy Hartwig, Chair; John Staley, Carl Williams, Dan Clay, Michelle Robnett Staff Present: Sue Dulek Others Present: Dave Hughes, Earth Tech, Elizabeth Freiburger, Bill Flannery, Jack Young, Jr., John Yeomans Determine Quorum: Chairperson Hartwig called the meeting to order at 5:48 PM. Approval of Minutes from January 13, 2005, Meeting: Chairperson Hartwig asked if anyone had any corrections or changes. He noted that there was a misspelled name; it should be John Yeomans. Under Item 8, runway 7 project, he noted the terms "surveyor" should be "Geo Tech engineers"; "MLA" should be "MOA" for Memorandum of Agreement. In the second paragraph, Hartwig noted that what they were trying to convey was: "The next phase of the project would be grading, Earth Tech is not currently under contract for this phase (the contract is under review) although Earth Tech's Master Engineering Agreement is in effect. He also noted that instead of"in lieu of Tuesday's Council meeting" it should read February 1st Council meeting. Staley moved to accept the minutes as amended; seconded by Robnett. Motion carried 5 to 0. Public Discussion - Items not on the Agenda: None. Items for Discussion/Action: A. Methodist Men's Club Fly In - John Yeomans and Jack Young, Jr. co-chairs for the fly in event were present. Yeomans discussed the insurance requirements for the event, and stated that this is being taken care of. Saturday, May 21st is the date of the fly in, which is also Armed Forces Day. They are planning to ask local businesses to bring products in, such as motorcycles, boats, and trucks and advertise during the event, as well as be listed as sponsors of the event with a cash donation. They will plan on setting up the day before, and should be finishing up by noon on Saturday. Questions were asked of Dulek regarding the insurance, and she suggested they contact Erin Herting with the City of Iowa City on this. Williams moved to allow the Methodist Men's Club Fly In on Saturday, May 21st; seconded by Robnett. Motion carried 5 to 0. B. Runway 07 Project - Earth Tech - Dave Hughes reported that since the last meeting, Geo Tech has made it out in the field, and they expect a report back soon. They have also done some preliminary grading on the site so they can proceed to the storm water modeling. He stated that he met with the City Public Works, and also some engineers who do storm water modeling, as well as a representative for the Mormon Trek Project, in order to tie all of the projects together around the airport. The various procedures that will have to be followed, such as permits with D.N.R. and F.E.M.A., were also discussed. C. Aviation Commerce Park - Dulek stated that she passed out several items to the members this evening, including the purchase agreement for an offer of about $3.1 million from Wal-Mart for airport property; and a memo from Steve Atkins, City Manager. She noted that on this Tuesday's Council meeting, there is an agenda item to set the public hearing for this issue. An actual decision will not take place until the March 1 Council meeting. Dulek then noted that the Commission needs to decide if they want to recommend to the City Council to accept the offer, or not. She noted that they should set a meeting for next week, if possible, to review this issue. Hartwig will check with Commission members to see what date works best for everyone. D. Strategic Plan - Implementation - Hartwig noted that the presentation of the Iowa City Municipal Airport Five-Year Strategic Plan was well received. Clay reported that in general, there was a lot of positive reaction and feedback to the Plan, and he felt it went very well. He thanked the various City departments for their help in the process. The discussion then turned to the next focus of the Commission, which will be deciding the management structure of the Airport. A brief discussion ensued about this issue, with members questioning if they need to do a search for a manager, or if they need to rewrite a job description for this position. Hartwig asked Bill Flannery, of Snyder and Associates, if he wanted to speak to this issue. Flannery stated that he managed the Des Moines Airport for about twenty years. Flannery discussed the various issues that need to be addressed in deciding what type of management the Commission would like to see in the Airport. Members asked Flannery some general questions in order to get an idea of where to start with this process. Robnett will continue working on her list of duties that need to be decided upon by the Commission, and will get a copy out to the members for their review. Hartwig then suggested that someone from the Commission attend at least one City Council meeting per month, in order to keep the communication going with the City and to keep the Council apprised of the Commission's decisions. Robnett volunteered to attend a March meeting. E. Airport Budget - Hartwig noted that the only thing he would add is that he did get the year-end statement from the Farm Manager, and it's around $22,000 for their cut. Clay asked if there was any more on next year's budget, as far as revisions and approvals. Hartwig noted that there wasn't anything else but the $10,000 they requested. The discussion then turned to vehicle expense, and the van that belongs to the Airport. A brief discussion ensued on whether or not they should keep this van. F. Airport Management - (1) Update: Clay stated that the two new interns started February 1st' Elizabeth Freiburger and Michael Tharp, and he introduced Freiburger who was in attendance. Both are Airport Management majors at the University of Dubuque. Tharp informed the Commission on the projects that she has been involved in so far and so possible future projects. (2) Office Space for Commission in Airport Terminal: Hartwig noted that a motion is needed to amend the lease with JetAir, Inc., to exchange leased office space in the terminal building for an office in Building D. The purpose of this amendment is allow the airport manager office to be moved to the terminal building. Staley moved to approve a resolution to amend the agreement with Jet Air to exchange office space in Building D for office space in the terminal; seconded by Robnett. Resolution passed 5 to 0 on a roll call vote. G. Obstruction Mitigation Project - Stanley Consultants - Hartwig noted that he could not speak to this issue, but he will contact them to get an update. H. Airport Viewing Area - Hartwig noted that Flannery's firm is making the drawings for the FAA, and noted that they need to get an exact estimate of cost. Clay noted that there are a few things to be done first, such as an estimate for fence, estimate for an architectural drawing of what the park will look like, estimates for equipment and labor. Robnett noted that they also need a list of contributors thus far, and Freiburger stated that she would work on this for the next regular meeting. Chairperson's Report: Hartwig stated that two weekends ago there was a model airplane swap meet held at the Airport, and it was reported to have gone very well. Hartwig then noted that March will be the election of officers, and he offered his reflection of the past year. Commission Members' Reports: Staley thanked the other Commission members for their input and hard work, and stated that he would like to keep Hartwig as Chairperson of the Airport Commission. Williams noted that he has been working with the DOT on a "The Airport Security Plan" and that he would like to get this on the agenda for the next meeting. Dulek noted they could add this to the agenda for the Special Meeting. Clay again welcomed the new Airport interns, and stated that he feels they are "on the right track" now and he looks forward to the upcoming year. Robnett stated that she is honored to be on the Commission again, and looks forward to working with everyone. Staff Report: None. Set next meeting - March 10, 2005 at 5:45 PM (**SpecialMtg. to be held: Wednesday, February 16, 2005 - 5:45 PM at the Airport) Adjourn: Meeting adjourned at 7:47 PM. Airport Commission ATTENDANCE RECORD YEAR 2005 TERM 1/13 2/10 NAME EXP. Daniel Clay . 3/1/08 O/E X Randy 3/1/09 X X Hartwig Miehelle 3/1/07 X X Robnett John Staley 3/1/06 X X Carl 3/1/10 X X Williams KEY: X = Present 0 = Absent OrE = Absent/Excused NM = No meeting .... Not a Member MINUTES APPROVED IOWA CITY BOARD OF ADJUSTMENT FEBRUARY 9, 2005 EMMA J. HARVAT HALL-IOWA CITY, CITY HALL MEMBERS PRESENT: Carol Alexander, Michael Wright, Ned Wood MEMBERS ABSENT: Karen Leigh, Vincent Maurer, STAFF PRESENT: Robert Miklo, Sarah Holecek OTHERS PRESENT: Allan Berger, Tim Krumm CALL TO ORDER: Vice chairperson Alexander called the meeting to order at 5:10pm. CONSIDERATION OF THE JANUARY 12, 2005 BOARD MINUTES MOTION: Wright moved to approve the minutes from January 12, 2005. Wood seconded the motion. Motion passed 3:0. SPECIAL EXCEPTIONS: EXC05-00002 Discussion of an application submitted by Alan Berger for a special exception to allow the operation of a small animal veterinary clinic on property located in the Commercial Office (CO-1) zone at 3030 Northgate Drive. Before beginning the staff report Miklo showed a map with the location of the property. He said that the property is zoned Commercial Office (CO-1) which allows a variety of Commercial Office uses, and contemplates possibility of small animal or veterinary clinic by special exception. Miklo said that there are three specific requirements: 1) all aspects of the operation of the clinic, including any accessory use, must be conducted completely indoors within a single, soundproofed building, 2) the structure housing the clinic cannot be located within 200 feet of a residential zone, and 3) no odors or noise from the clinic shall be discernible from any lot line. Miklo mentioned that the applicant is aware that no aspects of the clinic are allowed outdoors. He said that the clinic is proposed near the center of the 'property which should provide sufficient buffer space between the clinic and future office uses in vicinity. He said this property is well over 200 feet from any residential property. Miklo said that the seven general standards are met. Staff recommends that EXC05-00002 an application submitted by Alan Berger for a special exception to allow the operation of a small animal veterinary clinic on property located in the Commercial Office (CO-1) zone at 3030 Northgate Drive be approved, provided that the applicant demonstrates to the building official that the portion of the building containing the clinic will be soundproofed. Public Hearinq Opened Alan Berqer, 3005 Highway 1 NW, said that he would be happy to answer any questions that the board would have. Public Hearing Closed MOTION: Wright moved that EXC05-00002 an application submitted by Alan Berger for a special exception to allow the operation of a small animal veterinary clinic on property located in the Commercial Office (CO-1) zone at 3030 Northgate Drive be approved, provided that the applicant demonstrates to the building official that the portion of the building containing the clinic will be soundproofed. Wood seconded the motion. Wright said that he would vote in favor of the application. He said that the specific provision required for animal clinic are met, and that the proposed exception would not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the Iowa City Board Of Adjustment Minutes February 9, 2005 Page 2 neighborhood. The establishment of the specific proposed exception would not impede the normal and orderly development and improvement of the surrounding property for uses permitted in the zone in which such property is located, adequate utilities, access roads, drainage and/or necessary facilities have been or are being provided. Adequate measures would be taken to provide ingress or egress designed to minimize traffic congestion on public streets. He mentioned that adequate utilities, drainage and access are in place, and it is consistent with the Comprehensive Plan of the City. Alexander would also vote in favor. She said that in addition to general standards, the specific standards all seem to be met. The clinic would be conducted completely indoors, the clinic would not be located within 200 feet of a residential zone, and no odors or noise from the clinic should be discernible from any lot line. Wood would also vote in favor. He said that the biggest concern is that it would not be injurious to the property in the immediate vicinity, and the soundproofing, and odor control. He said that these aspects are taken care off. Motion passed 3:0. EXC05-00001 Discussion of an application submitted by Craig Fairlinger for a special exception to allow for the separation of two non conforming parcels into two residential lots for property located in the Low Density Single-Family Residential(RS-5) zone at 1518 Crescent Street. Miklo said that there is a provision in the City Code that says that if a nonconforming lot of record becomes in a single ownership with an adjacent parcel, both parcels are considered to be a single parcel. He said that the zoning ordinance recognize that there are certain situations when these small non conforming lots could be developed in ways that are conforming to the surrounding neighborhood, and therefore provide a special exception that the Board can review. He said that the Board is asked to determine that it is an appropriate single-family development, compatible with the neighborhood. Miklo presented illustrations with the proposed plan, and pictures of other houses in the neighborhood. Staff recommends that EXC05-00001 an application submitted by Craig Fairlinger for a special exception to allow for the separation of two non conforming parcels into two residential lots for property located in the Low Density Single-Family Residential(RS-5) zone at 1518 Crescent Street be approved, subject to the following conditions: 1) the single-family dwelling constructed on the lot substantially conforming with the attached plans provided by the applicant, and 2) the vehicular access to the two lots be restricted to the alley and no driveways be permitted to Crescent Street. Alexander asked if most of the lots of similar size in the neighborhood have single-family houses. Miklo answered that it is true. Wood asked if the height of the new building would have a similar height as other existing buildings. Miklo answered that it would be similar to other houses from the vicinity. Public Hearing Opened NONE Public Hearinq Closed MOTION: Wood moved that EXC05-00001 an application submitted by Craig Fairlinger for a special exception to allow for the separation of two non conforming parcels into two residential lots for property located in the Low Density Single-Family Residential(RS-5) zone at 1518 Crescent Street be approved, subject to the following conditions: 1) the single-family dwelling constructed on the lot substantially conforming with the attached plans provided by the applicant, and 2) the vehicular access to the two lots be restricted to the alley and no driveways be permitted to Crescent Street. Wright seconded the motion. Iowa City Board Of Adjustment Minutes February 9, 2005 Page 3 Alexander would vote in favor of the application. She said that the requirement of being a single-family house it s met, the design would fit well within the neighborhood. She added that it should have little or no impact on the near-by properties, so it would not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair properly values in the neighborhood. The specific proposed exception would not impede the normal and orderly development and improvement of the surrounding property. Adequate measures would be taken to provide ingress or egress designed to minimize traffic congestion on public streets. Wright would also vote in favor. He said that it meets the requirements for the specific standards by being a single-family unit, and in concordance with the general aspect of the neighborhood. It meets all general and specific standards required. Wood would vote in favor of the application. He mentioned that the standards would be met. It would not be injurious to the use and enjoyment of other property in the immediate vicinity. It would fit nicely with the neighborhood. Motion passed 3:0. OTHER: EXC04:00016 consideration of an extension for the expiration date of EXC04:00016 to permit Transient housing in the Intensive Commercial (C1-1) zone located at the southeast corner of the intersection of Southgate Avenue and Waterfront Drive. Miklo said that the decisions of the Board are good for six months, and within this time the applicant should start the activity approved. He added that the Zone Ordinance does provide that there can be an extension of the period for good cause, without any public notice, or hearings. He said that the applicant has submitted a letter asking for an extension, and presenting the reasons. He added that the applicant has asked for a 6 months extension starting after the litigation regarding this property ends. Public Hearinq Opened Krumm said that he is a lawyer that represents the Shelter House. He said that the decision of the Board was filed on August 3, 2004, and they could not pursue the construction of the facility because of litigation that is pending. He said that the trial is set for April 19 and would be hopefully followed by a supportive decision. Krumm said that the Shelter could not construct the building while being in litigation and that would be the reason for requiring an extension. He said that they are asking, if possible, for a 6 months extension starting after the litigation's end. Public Hearinq Closed MOTION: Wright moved that Board of Adjustment extends the special exception EXC04:00016 to permit Transient housing in the Intensive Commercial (C1-1) zone located at the southeast corner of the intersection of Southgate Avenue and Waterfront Drive for 6 months starting after the litigations and any appeals end. Wood seconded the motion. Alexander would vote in favor. She said that the standard for extenuating circumstances is easily met. Wright would vote in favor. He said that the circumstances are beyond the control of the applicant. Wood would also vote in favor. He said that it is beyond the control of the applicant. Motion passed 3:0. ADJOURNMENT The meeting adjourned at 5:42pm s:lpcdlminuteslBON2OOSlO2-O9-O5.doc Board of Adjustment Attendance Record 2005 Terii1 Name Expires 01/12 02/09 03/09 04/13 05/11 06/08 07/13 08/10 09/14 10/12 11/09 12/14 Carol Alexander 01/01/08 X Ned Wood 01/01/10 .... Kareu Leigh 01/01/07 X O/E Vincent Maurer 01/01/06 X O/E Michael Wright 01/01/09 × X Key: X = Present O - Absent O/E = Absent/Excused NM = No Meeting ..... Not a Member MINUTES APPROVED PLANNING AND ZONING COMMISSION FEBRUARY 17, 2005 EMMA J. HARVAT HALL MEMBERS PRESENT: Benjamin Chait, Beth Koppes, Don Anciaux, Jerry Hansen, Bob Brooks, Ann Freerks MEMBERS EXCUSED: Dean Shannon STAFF PRESENT: Bob Miklo, John Yapp, Anissa Williams, Mitch Behr OTHERS PRESENT: Klm Kirchner, Evelyn Frey, Ed Pierson, Robert Croush, Victoria Concha, Casey Cook, Mary Ott, Regina Alatalo, Larry Schnittjer RECOMMENDATIONS TO COUNCIL: - Recommended denial, by a vote of 6-0, REZ04-00017/SUB04-00017, an application submitted by Third Street Partners for a rezoning from Low Density Single-Family Residential (RS-5) zone to Planned Development Housing Overlay - Low Density Single-Family Residential (OPDH-5) zone and a preliminary plat of Village Green, Part XXIII and XXIV, an 83-1ot residential subdivision on 25.67-acres of property located on Wintergreen Drive. Recommended approval, by a vote of 6-0, ANN04-00001, an annexation of approximately 62.03 acres of property located east of Kitty lee Road, west of Highway 218 and north of Highway 1, including Highway 1 right-of-way. Recommended approval, by a vote of 6-0, REZ04-00030, a rezoning of approximately 50.03 acres of property from County A1 to CC-2, Community Commercial (approximately 16.05 acres), C1-1, Intensive Commercial (approximately 20.22 acres), CO-1, Office Commercial (approximately 10.92 acres) and 1, Rural Residential (approximately 2.83 acres) be approved subject to a Conditional Zoning Agreement addressing: 1. Naples Avenue / Highway 1 intersection: Funding responsibilities for construction of turn lanes and traffic signal improvements as recommended in the traffic impact study, including the developer/subdivider funding 100% of the cost of the north leg of Naples Avenue, and 90% of the cost of turning lane improvements, improvements to the south leg of Naples Avenue, and traffic signal improvements at the Naples Avenue / Highway 1 intersection, as recommended in the February 2005 Menards Traffic Study. The City will reimburse 10% of the cost of these improvements upon installation and acceptance by the City. Said improvements are to be installed prior to the issuance of an occupancy permit for any lot in the development. 2. Naples Avenue design and access: Naples Avenue north of Highway 1 being constructed to collector street standards, with shared access points for Lots 13&14, and 11&12, as numbered on the MWD Davis Addition concept plan submitted on February 17. Access drives to Lot 2, the Cl-l-zoned lot, shall be opposite these shared access points, to create predictable and consistent access points. 3. Kitty Lee Road improvements: Prior to access being permitted to Kitty Lee Road, Kitty Lee Road shall be reconstructed to City collector street standards from Highway 1 to the commercial driveway, and a left turn lane shall be constructed on Highway I for eastbound traffic turning north onto Kitty Lee Road. To determine if a Highway 1 right-turn lane is needed for west-bound traffic turning north onto Kitty Lee Road, a traffic study (approved by the City) predicting turning movements related to the proposed land use of Lot I must be completed. Any improvements recommended by the traffic study must be completed pdor to an occupancy permit being issued for any property using Kitty Lee Road for access. 4. Kitty Lee Road funding: The developer/subdivider paying funds equal to ½ the cost of reconstructing Kitty Lee Road to City local street standards from the northern-most commercial driveway/entrance intersection to the south property line of Lot 1 of RH Davis subdivision Part II. 5. Landscaping: The perimeter landscaping generally depicted on the preliminary landscaping plan dated 1-27-05 be planted prior to the issuance of an occupancy permit for any lot in the development. Planning and Zoning Commission Minutes February 17, 2005 Page 2 6. Fencing: The design of any fencing along the west and north boundaries of the commercial lots identified as Lots I and 2 on the MWD Davis concept plan being approved by the City as part of site plan approval. 7. Access control: No direct driveway access to Highway 1 is permitted. 8. Sanitary sewer provision: Requirements for the sanitary sewer lift station to be sized to serve the proposed development with potential to be upgraded to serve the entire watershed. 9. Highway 1 sidewalk: In lieu of a sidewalk being constructed along the Highway 1 frontage, the developer/subdivider paying for the paving cost of a four-foot sidewalk. The City will use this money for a public sidewalk in the future as part of future Highway 1 pedestrian improvements. 10. Installation of lighting at Intersection: Upon incorporation into the City, the installation of lighting to improve visualization to City standards be installed at the intersection of Highway 1 and Kitty Lee Road. Recommended approval, by a vote of 6-0, VAC05-00001, the vacation of approximately 19,050 square feet of unimproved Dane Road right-of-way, located north of Mormon Trek Boulevard. CALL TO ORDER: Anciaux called the meeting to order at 7:35 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. REZONING/SUBDIVISION ITEM: REZ04-00017/SUB04-00017, discussion of an application submitted by Third Street Partners for a rezoning from Low Density Single-Family Residential (RS-5) zone to Planned Development Housing Overlay - Low Density Single-Family Residential (OPDH-5) zone and a preliminary plat of Village Green, Part XXlII and XXIV, an 83-1ot residential subdivision on 25.67 acres of property located on Wintergreen Drive. Miklo said this item had been before the Commission at several previous meetings. They had voted on it at the 1/20/05 meeting recommending approval provided a number of conditions were addressed. The applicant had submitted new plans for the City Council's 1/15/05 meeting. City Council had returned this item back the Commission because the Commission had not had the opportunity to review the new elevation plans and provide a recommendation. The new plan had been revised to include 7-foot instead of a 5-foot setbacks for the zero-lot line interior lots and also new models for the exterior zero-lot lines. Public discussion was opened. Kim Kirchner, 2906 Sterling Drive, said last week she was at the point of accepting the proposed redevelopment plans with the conditions that the Commission had recommended to Council. The neighborhood had done a lot of leg work, written a letter, placed announcements and notified the neighbors to attend the Tuesday 2/15/05 Council meeting. On Tuesday when she arrived home, she'd received a letter that the developer had presented a new plan and that this item was no longer on the Council's agenda. Kirchner said that had been very frustrating, especially since the neighborhood had spent as much time as they had trying to get persons to attend the Council meeting and express their opinion. They had also done all of this 10+-years ago. Kirchner said it appeared to her that the Commission had told Third Street Partners to abide by certain guidelines at the initial meeting in December. They had never done so. Third Street Partners had submitted what they thought they wanted but had not paid any attention to what the Commission had told them to do during the subsequent three meetings. Kirchner said the developers had changed the plan numerous times as if it was a moving target, which made it difficult for Staff and the Commission to pinpoint the different changes and explain them to the neighbors. In previous meetings she'd voiced that she'd like to see more single-family dwellings in the new proposal which had been part of the original plan approved over 10-years ago. Planning and Zoning Commission Minutes February 17, 2005 Page 3 Kirchner said she didn't understand why there had been so many delays and debates, but she understood that it was the Commission's job to pinpoint and narrow down. It had been a lot of wasted effort on the neighbor's part to have done this 10-years ago and to have to do it again now, especially when the agenda item had not gone through Council as projected. Kirchner said she understood that the Commission wanted to have better housing and specific plans. What was being presented was not a cohesive design which was what was in their current neighborhood. Frantz, one of the partners of Third Street Partners, lived not far from their neighborhood and was in favor of seeing this go through. In her opinion, they were trying to wear down the community, wear down the Commission who had stated in the previous meeting that they were not in favor of the proposal but had approved the application simply to send it on to Council for a decision. Kirchner said she did not know what else to say. She had had a letter prepared to read but was too frustrated with the situation to read it. She said that zoning should mean something and not be a constantly changing target. Evelyn Fry, 1855 Sterling Court, said they had all moved in to the Village Green subdivision knowing that the fields would someday be developed. It had been a given and they were all looking forward to having the through streets developed and that sort of thing. Fry said what she didn't understand was why this land had been so difficult to build on. Over, over, and over again changes and different plans. Fry said over the years the plans for this area had changed, the City's requirements had changed. Change was never easy but it was a fact of life. The neighborhood had found out that new developments within the City limits must make efficient use of space. They all understood that and supported the concept. Fry said they understood the concept of increasing the diversity of available housing within a neighborhood. They understood it because they lived in it. Village Green was hugely diverse. There were single-family homes, condominiums, apartments, 4-plexes, Wellington Condominiums and huge houses on the hill. They understood the concept of diversity of housing and would continue to live within it and support it. Fry said she did a lot of walking and noticed when she walked though Village Green that one could not see clearly the demarcation between one part of the subdivision and the next part - areas which had been built 30-years ago, 20-years and the part that had been done even last year. They were different, but when moving from one area to another the edges had been blended and it was nicely mixed; the ingredients were well mixed throughout. Fry said they'd like to see this continue. The neighbors and neighborhood could change, they were willing to change. They understood that higher density was a fact of life and as long as the City supported higher density with adequate services and it was well designed, they could live with that. Fry said what they could not handle was a blazing scar across the center of their neighborhood and that is what they felt part of the proposed development would be, a blazing scar. Developments of higher density did need to be build within an existing neighborhood but they needed to be well planned and a lot of thought given to the detail of the development. The neighborhood felt the current proposal was woefully inadequate. Fry said Third Street Partners had not significantly changed the proposal since the first go-round in the last four months. Fry said she didn't know how the Commissioners felt, but she felt the neighbors were wasting their time. She felt the developers should come up with a plan that everyone could cheer about. Ed Pierson., 2054 Hanna Jo Court, asked for a clarification of the lot-line layouts on the overhead. Miklo pointed out how the current proposal varied from the 1993 OPDH rezoning and where the 17 additional lots are proposed. Robert Croush, 42 Pond View Court, asked how the plan before the Commission at this meeting was different than the one that had been submitted to the Council. Miklo said the building models were different than what the Commission had voted on and the setback on the interior zero-lot line lots had been increased from 5- to 7-feet. Crousch said his concern was still the lower part near the railroad tracks from the standpoint of noise. He was not sure it was an issue for the Commission however he had a concern about it and he felt the developer should have a concern about it as well. If a buffer could be built or created it would be advantageous for the people in the community. The noise primarily was from the rooftop units on the factory across the tracks. It emanated to the residences, especially when the wind was from the south. Crousch said he would be wiling to help in any way that he could to work to resolve the noise issue. Public discussion was closed. Anciaux asked for a motion to approve REZ04-00017/SUB04-00017, with the changes as submitted. Planning and Zoning Commission Minutes February 17, 2005 Page 4 Request died for lack of a motion. Motion: Freerks made a motion to deny REZ04-00017/SUB04-00017, with the changes as submitted. Brooks seconded the motion. Freerks said the neighborhood had spent a lot of time on this as had the developers, Planning Staff and the Commission. It was troubling to see these changes come at this point in time, the changes appeared to be going in the wrong direction. It was not really what the Commission had asked for. The Commission had already settled on recommendations. Freerks said she didn't feel the most recent submission was sufficient. It did not address the concern of having a cohesive design. Seeing it brought to the Commission at this point, she felt they needed to deny it as a Commission. Brooks said he was the only one who had voted against this application last time and he would continue to vote against it. Brooks said he felt there were several issues that he was not in agreement with. Brooks agreed with the sentiments voiced by Freerks saying he was unsure how the most recent submissions had 'made it' to Council when the Commission had approved certain building concept and elevation plans. He felt it was troubling that the developer had submitted changes at the eleventh hour and asked the Commission to approve the proposal. He needed more time to consider and evaluate the changes in comparison to what the Commission had asked for in the original amendment. Hansen said he'd voted for this item previously just so it would go to City Council with at least a conditional agreement. There were now 10 alternatives to the design elevations and looking it over roughly he felt there were only five that he would even consider. Hansen said without time to further consider the new submissions, he would vote against it. Koppes said she didn't like receiving new materials at the eleventh hour, trying to read it quickly and understand all the changes. The designs were very similar to each other and she liked the original designs better. Koppes said she felt the Commission was just being rushed into this so she could not support it. Chait said he was not going to speak to the merits of the issue. On Monday evening they'd received a heads up that this item was being returned to the Commission and had discussed having the issue deferred to allow the citizens to have more opportunity and the Commission more opportunity to express their concerns. The policy of the Commission had always been to have two meetings for issues before voting on them. Freerks said it came into play for her because the developer didn't even wish to address the issue this evening. Those new plans were counter to the direction the Commission had given back in December regarding what was necessary to create a more dense neighborhood with a cohesive design. There was nothing new being offered in terms of an explanation. To have to drag the neighborhood here again a second time, she was not comfortable with it. Anciaux said he was not comfortable with this item, especially last minute. He had not been home yet today to read his mail so had not even seen the new information and elevations before arriving at the meeting. Anciaux said he would likely vote against this. The motion to deny passed on a vote of 6-0. ANNEXATION ITEM: ANN04-00001, an application submitted by James Davis for a voluntary annexation of approximately 62.03 acres of territory located east of Kitty lee Road, west of Highway 218 and north of Highway 1, including Highway I right-of-way. REZ04-00030, an application submitted by James Davis for a rezoning of approximately 50.03 acres of property from County Al, Rural, to CC-2, Community Commercial (approximately 16.05 acres), Cl-1, Intensive Commercial (approximately 20.22 acres), CO-1, Office Commercial (approximately 10.92 acres) and RR-1, Rural Residential (approximately 2.83 acres) be approved subject to a Conditional Zoning Agreement as noted in Staff report of 2/17/05. Planning and Zoning Commission Minutes February 17, 2005 Page 5 Yapp said Staff had received a revised zoning exhibit earlier that afternoon which removed the east-west road connecting Naples Avenue to Kitty Lee Road and the intensive commercial lot had grown slightly larger to the south. The north boundary remained the same. The Office Commercial area and the Rural Residential areas remained the same. Staff had also received a new concept plan which had been distributed to the Commissioners. Yapp said the concept plan was not necessarily binding but it gave a good indication of how the land might develop. The acreages shown on the agenda of each zone had changed slightly as well. Staff had placed the item on the agenda because the City had received a traffic study for this development. The traffic study proposed certain transportation and infrastructure improvements that would be necessary to support commercial development on this property. Anissa Williams, a Traffic Engineer for the City was present to answer specific traffic related questions. Yapp said a question had arisen Monday evening regarding the placement of a traffic signal at the Intersection of Naples Avenue and Highway 1 and also a question regarding the reduction of the speed limit on Highway 1 between U.S. 218 intersection and Kitty Lee Road. Jeff Davidson, the Transportation Planner for the City had written a memorandum to the Commission to address both questions. Yapp said Staff recommended approval of ANN04/00001 and REZ04-00030, subject to certain conditions being met including: 1) The necessary infrastructure being installed at the Naples Avenue and Highway 1 intersection. The property owner or sub-divider would fund 90% of those improvements and the City would fund 10% of the improvements. The rational for that percentage was due to: 1) without development on this property, a traffic signal would not be needed at all and 2) based upon the amount of turning traffic, approximately 90% was turning to the north leg of Naples Avenue versus only 10% turning toward the south leg of Naples Avenue. 2). The removal of the east-west road to Kitty Lee Road would have the effect of having more traffic on Naples Avenue and less traffic on Kitty Lee Road. The only lot proposed to have access Kitty Lee Road was the southern most lot. 3). Prior to that lot developing with a driveway to Kitty Lee Road, Kitty Lee Road be reconstructed to the commercial driveway to collector street standards and a left turn lane onto Kitty Lee Road be considered at the time that that lot is developed. Because Naples Avenue would have more traffic on it, access control measures be utilized including controlling the number of driveways on the southern third of Naples Avenue to allow cueing space for traffic exiting onto Highway 1. 4) The developer pay funds equal to ~ the cost of reconstructing Kitty Lee Road to City local street standards from the northern-most commercial driveway/entrance intersection to the south property line of Lot 1. The property on the west side of Kitty Lee Road would pay the other ~ upon annexation and zoning. 5) Landscaping. Staff had received a landscaping plan which indicated pine tree screening planted along the rear of the residential lot; shrubs and trees along the perimeter of the large commercial lot; and a variety of water tolerant species planted in the outlot. 6) Fence. Proposed around the large commercial lot. It was staff's recommendation to get details on this fence as part of a site plan. 7) No direct driveway access to Highway 1 be permitted. 8) Sanitary Sewer Provision: Requirements for the sanitary sewer lift station to be sized to serve the proposed development with the potential to be upgraded to serve the entire watershed. 9) Sidewalk: In lieu of a sidewalk being constructed along the Highway 1 frontage, the developer pay a fee toward the cost of that sidewalk. The City would construct that sidewalk in the future as part of future Highway 1 pedestrian improvements. Freerks asked if there would be some type of division from lot #1 in the CC-2 zone and the C1-1 proposed Menards area to prevent cut-through traffic from access on Kitty Lee Road to the proposed Menards. Yapp said Staff could not answer that yet. The initial development information that Staff had seen there Planning and Zoning Commission Minutes February 17, 2005 Page 6 would not be easy access between the two lots but Staff did not yet have an official subdivision or site plan application. Freerks asked if that was something that the Commission should be concerned about in the future. Miklo said there were pro's and cons but it would provide a ~ossible secondary access for emergency vehicles. Yapp said at this meeting the Commission was just voting on the zoning pattern along with certain conditions. The next step would be to review a sub-division application which would have more specifics for infrastructure. Anciaux asked if Staff felt the revised plan with the removal of the east-west connecting road would provide adequate traffic circulation. Yapp said Staff recommended approval with conditions. Anciaux said he personally would rather see the road go over to Naples Avenue as it would provide a lighted, controlled access for the entire area. Yapp said again there were pros and cons. It reduced the amount of traffic using Kitty Lee Road by not allowing the access between Kitty Lee Road and Naples Avenue but for the one particular lot the only access would be through Kitty Lee Road if access was not provided through a parking lot on the development site itself. Hansen asked what the zoning was on the west side. Yapp said it was agricultural. Hansen asked if it was within annexation boundaries and how developable was that property for residential. Yapp said he thought Staff would not recommend residential immediately on Highway 1. Hansen said in the long term there was the potential for a large traffic stream coming down there. If persons wanted to go to the proposed Menards, they would have to go out to Highway 1, go around and go back in. Yapp said without a road access that was correct. Yapp showed an overhead map of the Southwest District Plan which showed a future collector street for future residential development to the northeast. Koppes asked if it was specified where the driveway could be located and how close it could be to Highway 1. Yapp said Staff had recommended that Kitty Lee Road would need to be reconstructed to that driveway. The location of the driveway was unknown. Koppes asked if during a rezoning, could/should the Commission state the reason they would not want access from CC-2 and C1-1. Yapp said now would be the time to make a note to specify limited or require access between CC-2 and C1-1. Anciaux asked what were examples of businesses that were allowed in CC-2. Yapp said retail, grocery stores or restaurant; with a special exception the potential for a convenience store and gas station. Brooks asked when reviewing the original plan, which had contained the east west road, had the Commission stipulated or discussed any restrictions from any of these lots onto Kitty Lee Road. Had restrictions been placed on the lower lot? Yapp said the Commission had not placed any. Typically the City only required restrictions to arterial streets. Brooks said he'd like an explanation from the developer why not leave the connection to the lower lot over to the Naples Avenue and out to the signalized intersection and restrict all access from Kitty Lee Road to any of those lots and bring all the traffic out through the controlled intersection at Naples Avenue. Freerks asked what had been proposed for the little island that was created? Yapp said that had been proposed as a separate commercial lot. With the latest proposal, under the zoning, it would all be the same zoning. Public discussion was opened. Larry Schnittier, said with regard to the questions as to why the road had been removed - all that discussion was a result of the traffic study. The traffic study required that there be basically 250-feet of storage lanes on the entrance road. The proposed intersection was only % of that distance. It had not been possible to move the proposed intersection any further north. The developer had looked at various alternatives that would allow them to still be able to meet the requirements of the persons who wanted to build on the C1-1 parcel but it had not been possible. The grade considerations had been tough. Trying to fit everything together had not worked, especially since there had to be the 250-feet of storage space between Highway 1 and the intersection. The small CC-2 parcel had been marginally developable at best Planning and Zoning Commission Minutes February 17, 2005 Page 7 with its grades. It had been very small and they'd basically taken it out of this new plan. To do anything with it would have required substantial retaining walls. Koppes asked for suggestions from Schnittjer regarding limiting traffic from the C1-1 area accessing the CC-2 zone and exiting the driveway off Kitty Lee Road. Schnittjer said the proposal they were working on for that parcel had a security fence on all sides of it which tied back into the building. The security fence would go to within 20-feet of the Highway 1 right-of-way. Anciaux asked if the elevations for the lot adjacent to Kitty Lee Road, were such that it could be situated such so that it didn't look like you were to access it from Naples Avenue. Schnittjer said it would not be readily apparent that there was any possibility from Highway 1. Schnittjer said they had been working feverishly on this item all week so they could have a presentation put together to present to the Commission. They didn't like putting something before the Commission at the eleventh-hour but with all the negotiations that had been going on, it had not been preventable. Victoria Concha., 4086 Kitty Lee Road, said it was news to the residents of that area that the access to Kitty Lee Road was now gone. She'd need to think about it for a while, but it had the potential to be a good thing. She was concerned as to what would go in the little triangle at the bottom. If it were to become a gas station and they had access off Kitty Lee Road, that would be horrible. They had no sidewalks, no place to go on the other end because it was a dead-end street. Many residents walked and ran along their street. They would not be able to do so if there was a gas station at the end of their street. Concha said she was in receipt of notice of the traffic study which contained a recommendation for a left turn lane onto Kitty Lee Road off of Highway 1. Everyone in the neighborhood she'd talked to felt the surveyors had to have made a mistake. There were 17 houses in her development. Very few of those persons went to Kalona or Washington on a regular basis needing a left turn lane into their development. There was very little left-turning traffic into their development - they all turned right off of Highway 1 onto Kitty Lee Road. Turning right at that intersection was horrible, they were just asking for someone else to be killed there. At that intersection Highway 1 merged from two lanes to a single lane and there was also a median there. Persons thought they could pass a slowing car on the left side but it was not possible with the median. Traffic was picking up speed at that intersection, to turn right onto Kitty Lee Road a vehicle had to get off on the shoulder and hope they didn't get rear-ended or side-swiped. Concha said it made no sense to the residents of the development for a left turn lane when a westbound right turn lane is what is needed. She and her husband had spoken with Jim Davis whose perception was that a feeder road would have been primary access to get into and out of Menards. Semi trucks would never be able to make a right-hand turn there. She would love to see a right-hand-turn lane recommended to be installed there for safety purposes. Yapp said when they had met on Monday evening and the east-west road to Kitty Lee Road was still informally in the plans, he had suggested that a right turn lane be added to the Staff recommendation. The applicant's traffic study had not indicated a need for a right turn lane however the study had been based on capacity not safety or study of the geometry of the intersection. In Staff recommendations for the CZA, proposed condition #3 stated that "prior to any construction or development on that lot, a traffic study specifically for that lot be generated that would indicate additional improvements necessary for that intersection." It depended largely on the proposed land use for that lot. If it would become an insurance office it would generate very little traffic. If it would become a gas station, that would generate a lot of traffic which would indicate a need for a larger turning lane facility there. Yapp said it was somewhat putting off the decision of specifically what type of infrastructure but before any specific development was proposed, Staff recommended that a smaller traffic study just for that be done. Freerks asked if Staff predicted possible commercial development to the south along the highway? Yapp said that was somewhat of an unknown. That property owner had not expressed a desire for their property but with highway frontage it had the potential. Casey Cook, 1 Oak Park Court, said he was a 50% owner of a garage self-storage facility, 30% owner of an adjacent property and was in the process of purchasing two additional near proximity lots so he had a lot of interest in this particular area. Cook said the development of Menards would bring a ~ot of economic vitality to this area but would also accelerate the development of the lots that fronted along Planning and Zoning Commission Minutes February 17, 2005 Page 8 Highway I toward commercial. Some of the lots were already zoned commercial, those that were not zoned commercial were underdeveloped. Cook said keeping that in mind and how did one knit that area together with the infrastructure changes what the Commission was looking at. Cook suggested that the proposed sewer line go straight down Naples Avenue and pick-up the manhole at Sierra Court. It was more direct and he felt it would be more efficient. He'd also discussed this idea with Rick Fosse and Ross Spitz of the Public Works Department. Cook said as part of the annexation process he felt it was important that these lots have easy access to sanitary sewer. It was important to make provisions for some type of manhole to be located either near or directly in front of one of his properties which has a central location. It would be beneficial for all the property owners in that area if they have reasonable access to sewer. He also shared the neighbors concerns regarding the intersection at Kitty Lee Road. He said there was a potential to isolate properties so he felt it was important to take steps to accommodate the properties in the growth area. Cook asked how many cars were expected to be entering the proposed Menards on an average daily count basis when the Menards development was stabilized? Williams said only a peak-hour analysis had been done which had been right around 2500 vehicles each peak hour onto Naples Avenue. Cook asked how that compared to a 100-house subdivision. Yapp said it would be more, depending on the location. Approximately 700-1000 vehicles, so this would be approximately 2 ~ times as many vehicles. Cook said when he had served on the Commission, the secondary access counts kept elevating up and up. The proposed Menards vehicle flow was approximately 2 ¼ greater, without a secondary access he felt that would be an issue. Cook said he felt there needed to be a secondary access, the intersection at Kitty Lee Road needed to be improved and [here needed to be a right-hand turn lane coming off Highway 1, heading northbound. Cook said he was also concerned with left-turn access into the future commercial properties. There were elevation changes and if persons were focusing on turning across traffic flow from a single lane there needed to be more scrutiny of that intersection and to have the properties to the south brought into that scrutiny when it was considered what the intersection should look like. He fully agreed with Hansen's statement that in the very near future there would be a large flow of traffic there. Mary Ott, 4056 Kitty Lee Road, said she'd come to the meeting to talk about the lack of a right-hand turn lane onto Kitty Lee Road. The elimination of the east-west road was new news, the subdivision residents needed further time to think about that. Ott said a right-hand turn lane was needed right now. At the point where persons were picking up speed to exit Iowa City, persons turning right onto Kitty Lee Road were slowing down. That area of Highway 1 was poorly marked, the median was there and almost everyone had had to take to the shoulder to keep from getting hit. Ott said with the potential for a convenience store gas station going into the small triangle area, if it didn't' have access onto Highway I it would have access onto Kitty Lee Road which meant more people would be turning there. If a right turn lane were not installed, it would be a disaster as there had already been accidents there, one of which resulted in a death. Re,qina Alatalo, 3671 Old Oak Lane, said she supported the right hand turn lane. Many years ago when the DOT had suggested that Highway 1 become a super highway they had all attended meetings and had petitioned to have a right hand turn lane installed at that time. That had been approximately 10-years ago, which was an indicator of how long a right-hand turn lane had been needed there. Alatalo said that intersection also needed nighttime lighting, not a stoplight, but lighting. Currently there was no light for vision at night. Alatalo asked what was the requirement for a fence between the commercial area and the residential area. The fence that was there now was very poor. It had some barbwire at the top but when there had been cows in that pasture the cows had been lose all the time. Alatalo said something needed to be done so there would be a mechanism to stop anything coming from the commercial areas to the residential area before anything was approved. Yapp said the City of Iowa City did require streetlights at intersections. Once this was in the City that would be the point at which the City would look at adding street lighting at the intersection at the highway. Yapp said it was his understanding that a fence was proposed around the larger commercial lot along with the landscaping. Pine trees were proposed for along the rear of the lot, however, staff didn't know if Planning and Zoning Commission Minutes February 17, 2005 Page 9 there would be fencing for each individual lot. It would be as each lot was proposed for development. Miklo said there was no requirement for a fence. Hansen said once the Commission had voted to annex, when would the City look at lighting for that intersection. Yapp said it would need to wait until infrastructure started to be established on the site both for electrical and conduit. At this point Staff couldn't say for sure. Hansen asked if the addition of street lighting at that intersection could be made a condition of the rezoning. He said they'd discussed reducing traffic speed and activating the signal earlier because the neighbors and Commission were very worried about safety there. He felt the development would draw a lot more traffic to that area and as bad as it was now, it could only get worse. Public discussion was closed. Brooks said with reference to the comment made by Cook regarding the volume of traffic and only one access was starting to concern him. He requested Staff to explain that rationale and if there were similar situations in town where there was a development of that magnitude including the C1-1 zone plus the other 11 lots in the development which would contribute to traffic. Yapp said the existing Menards - Toyota - Jiffy Lube - Nappa were all on a single means of access on Highway 1. North Gate Drive was also on one means of access and was proposed to 'loop around' to provide secondary access some day. Yapp said Staff had met with the Fire Chief that morning when the updated plans had been first proposed to them. The Chief had accepted this given certain design conditions on Naples Avenue including the access control for the driveways, dual left- turn lanes, 5 lanes at the intersection (dual left-out, a through- out, and two right in lanes), plus the sidewalks would be usable area by the fire department if an accident would occur at the intersection. Yapp said he thought the Fire Chief's preference would be a road or some type of access easement connecting lots I and 2. Brooks said he was trying to make sure that through the back door they didn't allow the general public access out through Kitty Lee Road. He could see the need for emergency vehicle access to get through there if they needed to but de-facto allowing people to cut through another parking lot. It took away their ability to project and plan what was going to happen. Chair said given the late changes, would it be reasonable to defer this item? Yapp said the Commission would need an agreement from the applicant. Chair said the Commission didn't know exactly what the parking lot around Menards was going to look like, it was hard to conceive of a parking lot that you couldn't get to from one side to the other. Prior to this evening the east-west road had been clearly marked. The level of the Commission's preview had been very significant when they had reviewed all the developments and changes around and Carousel Motors and Wal-Mart and Cub Foods and Staples. The Commission had been very involved in how traffic would circulate in those areas as well as traffic / pedestrian flow. Chair said if the Commission had more time they might be able to figure something out, the developer's representative had admitted that they'd been scrambling too. Chait said he didn't feel a fire department breakaway access would be feasible in this situation. The fact that there would be 2 ½ times the traffic beyond the rule of thumb for subdivisions was very significant. He said a couple more weeks to be able to look at this and get more comfortable with it, especially since the changes had happened overnight would be optimal. Anciaux said they'd also talked about potential cut-through traffic in the previous plan adding to the Kitty Lee Road traffic problems. He wondered if the residents of the Kitty Lee Road could use the cut-through to get to an access that would have a traffic signal if that road were still there. Chait asked Schnittjer if this item could be deferred. Schnittjer said one of the primary reasons he'd wanted to remove the frontage access road had been because it had not provided a good secondary access. · It was too close to the highway. · It didn't provide any access to the back part of the subdivision. · The access road would come in to the area where Menards would need to store vehicles · It was the most likely place that an accident would occur which would block the whole street system as it was. Planning and Zoning Commission Minutes February 17, 2005 Page 10 Schnittjer said the cost considerations of that street had not entered into their decision process, it had been all the other factors. He said Mr. Davis was cognizant of the neighbor's situations and didn't want to take a chance on imposing more traffic on them until such a time as what happened to the north and west of this area. Davis had been in favor.of keeping the east-west road. Schnittjer had explained to him that it was not possible to make the intersection work with the lane requirements and there was too much of a potential for traffic conflicts at the close intersection with the Highway. With what was proposed for the Menards site at this time, there was no latitude for moving it to the north. Yapp said the Menards building and lumber yard were proposed to be sprinkled which was another factor of Staff's acceptance of this application. Hansen said he had not heard if they could defer this item or not. Motion: Chait made a motion to approve ANNO4-00001, an annexation of approximately 62.03 acres of property located east of Kitty Lee Road, west of Highway 218 and north of Highway 1, including Highway 1 right-of-way. Hansen seconded the motion. The motion passed on a vote of 6-0. Motion: Chait made a motion to approve REZ04-00030, a rezoning of approximately 50.03 acres of property from County A1 to CC-2, Community Commercial (approximately 16.05 acres), C1-1, Intensive Commercial (approximately 20.22 acres), CO-1, Office Commercial (approximately 10.92 acres) and RR- 1, Rural Residential (approximately 2.83 acres), subject to the nine (9) conditions of a CZA as listed in Staff Report of 2/17/05 and including a tenth (10) condition for the installation of street lighting at the intersection of Kitty Lee Road and Highway 1. Brooks seconded the motion. Freerks said she was willing to support this since the Commission would be able to look at the right hand turn lane that the neighborhood was concerned about at later date. Depending on what was developed on those lots, it would probably become necessary very soon. Anciaux said he felt that by approving this the traffic signal at Naples Avenue would give the neighbors on Kitty Lee Road some additional interval and hopefully provide some gaps in traffic. Brooks said he still had some reservations about the 2-¼ times the normally allowed traffic flow without a secondary access but if the Fire Chief was accepting of it he would have to depend on his professional expertise to say it was acceptable. He agreed with Freerks that when lot 1 was developed that there be serious evaluation of improvements to Kitty Lee Intersection if not before. Once it was annexed, the City Council could begin to address the issues of lighting and turning lanes. The motion passed on a vote of 6-0. VACATION iTEM: VAC05-00001, discussion of an application submitted by the City of Iowa City to vacate approximately 19,050 square feet of unimproved Dane Road right-of-way, located north of Mormon Trek Boulevard. Yapp said the pavement had been removed; the area could no longer be used as a street; Staff recommended the vacation. The County was proceeding with their half of the project. Public discussion was opened. There was none. Public discussion was closed. Motion: Chair made a motion to approve VAC05-00001. Freerks seconded the motion. The motion passed on a vote of 6-0. OTHER ITEMS: Election of Officers Planning and Zoning Commission Minutes February 17, 2005 Page 11 Motion: Chair made a motion to elect Bob Brooks as Chair, Jerry Hansen as Vice Chair and Beth Koppes as Secretary. Hansen made a motion that nominations cease. The motions passed on a vote of 6-0. Miklo said hopefully by next week Staff would have a copy of the Code Draft printed and would provide copies to the Commissioners. At the next informal meeting Staff would review some of the presentation materials with the Commissioners. The March 3rd formal meeting would begin at 7:00 pm to allow for the public presentation of the Code Draft. CONSIDERATION OF THE FEBRUARY 3, 2005 MEETING MINUTES: Motion: Hansen made a motion to approve the minutes as typed and corrected. Koppes seconded the motion. The motion passed on a vote of 6-0. ADJOURNMENT: Motion: Koppes made a motion to adjourn the meeting at 9:07 pm. Freerks seconded the motion. The motion passed on a vote of 6-0. Elizabeth Koppes, Secretary Minutes submitted by Candy Barnhill s:lpcdlminuteslp&~J2005102-17-05,doc Iowa City Planning & Zoning Commission Attendance Record 2005 FORMAL MEETING Term Name Expires 1/6 1/20 2/3 2/17 3/3 3/17 4/7 4/21 5/5 5/19 6/2 6/16 7/7 7/21 8/4 8/18 9/1 9/15 10/6 10/20 11/3 11/17 12/1 12/1 D. Anciaux 05/06 X X X X B. Brooks 05/05 X X X X B. Chait 05/06 X O X X .... A. Freerks 05/08 X X X X J. Hansen 05/05 X X X X E. Koppes 05/07 O/E X X X D. Shannon 05/08 X X X O/E INFORMAL MEETING Term Name Expires 1/3 2/14 2/28 3/14 4/1 4/18 5/2 5/16 5/30 6/13 7/4 7/18 8/1 8/15 8/29 9/12 10/3 10/17 10/31 11/14 11/28 12/12 D. Anciaux 05/06 CW X B. Brooks 05/05 CW X B. Chair 05/06 CW X A. Freerks 05/08 CW X J. Hansen 05/05 CW X E. Koppes 05/07 CW X D. Shannon 05/08 CW O/E Key: X = Present O = Absent O/E = AbsenffExcused NlM- No Meeting ..... Not a Member CW - Cancelled due to Weather MINUTES APPROVED HISTORIC PRESERVATION COMMISSION FEBRUARY 15, 2005- 5:30 P.M. PLANNING DEPARTMENT CONFERENCE ROOM MEMBERS PRESENT: Richard Carlson, Michael Maharry, Mark McCallum, Jim Ponto, Amy Smothers, Tim Weitzel MEMBERS ABSENT: James Enloe, Michael Gunn, Justin Pardekooper, Jann Weissmiller STAFF PRESENT: Bob Miklo, Sunil Terdalkar OTHER PRESENT: Michael Brennan, Jill Crouse, Randy Wessling CALL TO ORDER: Chairperson Maharry called the meeting to order at 5:36 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ITEMS FOR CONSIDERATION: 629 Oakland Avenue. Terdalkar stated that this is a contributing structure in the Longfellow District. He said this application is for alterations to the building, including removal of the chimney. Terdalkar said that the chimney is proposed to be removed for interior alterations and that it is not a fireplace chimney. He said that the applicant also proposes to replace a window on the second floor and remove a window on the first floor. Jill Crouse, 629 Oakland Avenue, said that she likes the way her house looks and doesn't want to change it but given the smallness of the bathrooms and the amount of space the chimney takes up, especially upstairs, she would like to remove it. Regarding removal of the first floor window, Crouse said she did not really want to alter the exterior of the house much. She said the other options include removing the built-in linen closet, which gives a lot of character to the interior of the house, or removing all of the closet space. Crouse said she saw the window removal as the lesser of the evils. She said her neighbor's side door is right outside the window, so there is a privacy issue with the window. Descriptions of the two options for replacement windows were distributed. Crouse said the Andersen window had vinyl trim so that it does not meet the guidelines. She said the Shelter window is aluminum- wrapped wood. Crouse said she would like to make the bathroom into a walk-in shower. She said that besides the privacy issue, it is very difficult to keep the woodwork dry. McCallum suggested using a circular shower curtain that circles all the way around. Maharry asked about the second floor window replacement - if two windows would be replaced with two windows. Crouse said she planned to use a twin unit with windows of the same size. She stated that one of the current windows is warped and won't open, and the ropes on the other window are broken so that it only opens slightly. MOTION: Ponto moved to approve a certificate of appropriateness for alterations to 629 Oakland Avenue, with the stipulation that the Shelter window be used to replace the second floor window. Weitzel seconded the motion. Ponto said he is concerned about losing the bottom window. He said it looks very nice and to have that expansive space without a window there will give it a very different look. Smothers said she agreed and said there are other alternatives, such as the use of textured glass in the bathroom window. She said that she did not have a problem with removing the chimney from below to Historic Preservation Commission Minutes February 15, 2005 Page 2 add space. Smothers said that it would be very difficult to stabilize the chimney on top of the roof. She said the first floor window and the chimney are identifiable features to this house. McCallum said there could be a tiled shower wall all the way around the window with perhaps an insert covering the window with a moisture-proof surface on the inside to serve as the shower wall. Maharry stated that the guidelines disallow the removal of windows and doors that contribute to the overall character of the house. Carlson said that both the chimney and the window are fairly minimal in terms of their overall contribution, but the house itself is so minimal in detail that percentage-wise, these things are more important. Ponto agreed to withdraw his motion so that the project could be considered in three separate parts. MOTION: Weitzel moved to approve a certificate of appropriateness for the replacement of the upper floor window with windows that meets the guidelines, for the project at 629 Oakland Avenue. McCallum seconded the motion. The motion carried on a vote of 6-0. MOTION: McCallum moved to approve a certificate of appropriateness for the removal of the chimney of the house at 629 Oakland Avenue. Ponto seconded the motion. Weitzel said the Commission needs to come to a consensus as to whether the chimney is a contributing feature of the house. Carlson stated that the chimney is a contributing feature but questioned whether it is a key feature. He said the guidelines disallow "Removing prominent chimneys that are important to the historic architectural character of the building." Carlson said it is not a prominent chimney, and it may be only marginally important to the character of the building, in his opinion. He said that even if removal of the chimney is not expressly disallowed, the Commission needs to consider whether it contributes enough to the building to warrant its preservation. Smothers said she considers the chimney part of the silhouette in terms of the neighborhood. She said one of the ways to tell an older home from a new one is the presence of a chimney like this. Carlson said that if it were even a plain brick chimney, it would be different, but the exterior has the same decorative brick as the foundation and the porch. He said this is really all of a piece. Weitzel said he hates to keep such a small feature of a building from making an adaptive reuse that will keep the building usable and modern. He said, however, that the chimney matches the columns on the porch, and that was an intentional design feature when the house was built. Ponto said he could see how taking out the chimney would really allow a decent bathroom on the second floor. Maharry said he is of the opinion that this is not a prominent chimney and that the adaptive reuse outweighs the need to have a chimney here. Weitzel said he did not feel that keeping the chimney is important enough to prevent the house from being used by someone who wants to stay in the neighborhood. The motion carried on a vote of 4-2~ with Carlson and Smothers votin.q no. MOTION: Weitzel moved to approve a certificate of appropriateness for the removal of the first floor window as part of the project at 629 Oakland Avenue. Ponto seconded the motion. Weitzel said it is a tougher sell to say the window is not part of a prominent elevation of the house. He said he was somewhat ambivalent because he can see that it could be a maintenance issue, but he has heard suggestions that might address that. McCallum said that if the exterior appearance is retained, then modifications could be done on the inside. Maharry said that if the window could be removed and saved so that the opening is still there for a future use, that would be acceptable to him. McCallum said that frosted glass could be used, and the exterior wood silhouette could be kept with a solid piece of glass in the middle to function as the shower wall. Historic Preservation Commission Minutes February 15, 2005 Page 3 Ponto said he feels that the fenestration is an important aspect of the house. Carlson said it would be a broad expanse without the window, and he thought it would look kind of odd. The motion failed on a vote of 0-6. Crouse said she did not want to lose the window but saw it as a last resort. She said she would talk to her contractor about some of the suggestions. The Commission discussed some alternatives that might be acceptable. McCallum suggested tiling all around the shower butting up to the window with no trim. Smothers discussed using a solid piece of marine glass that comes in a frame and is one finished piece. Weitzel pointed out that the Commission has no control over what is done to the interior of the building. He also said he was concerned that the Commission members might get into something they are not experts in and could recommend something that might not work. Miklo added that removal of the window is planned for 2006 so that there is time for Crouse to speak with her contractor about this and come back to the Commission with an alternative. 409 South Summit Street. Terdalkar said that this house is a contributing structure in the Summit Street Historic District. He said this is a two-story, gabled house of a simple design. Terdalkar said the porch steps have been removed and are to be replaced, and the owner would also like to add handrails to the steps. Maharry asked about the condition of the original stairs. Randy Wesslin,q, 1822 California Avenue, said that the original stairs were probably wood. Over the years the stairs were replaced with concrete. More recently wood stairs were built over the concrete. He said the concrete was in worse shape than the wood built over it. Wessling said the owner would like to add handrails to the stairs. Weitzel asked about the age of the house. Terdalkar responded that it would have been built around 1900. Carlson said that whether or not the porch is original, it is in keeping with the house. Wessling said the handrails would duplicate exactly what is already there, including the balusters, the style, and the spacing. Ponto asked if the width would be the full width of the opening, and Wessling confirmed this. MOTION: Weitzel moved to approve a certificate of appropriateness for the project at 409 South Summit Street. McCallum seconded the motion. The Motion carried by a vote of 6-0. OTHER: Weitzel said that the Longfellow Neighborhood Association is looking for things to do for its PIN grant this year. He said one possibility is the restoration and conservation of the obelisk. Weitzel said the obelisk has deteriorated a lot in the last ten years. Weitzel said neighbors have talked about conserving the obelisk where it is or putting it in a museum and replacing it with a replica. He said the obelisk is apparently located on a City right-of-way. Weitzel said he did not know what the procedure would be in that case. Weitzel said the obelisk is the marker at the location of the southeast corner of the original town plat. He said the entire commemorative text is preserved in one of Shambaugh's books so that it could be redone. Weitzel said he has spoken with various technical people, and the recommendations are to either let the obelisk go or put it in a museum. Miklo suggested having it displayed in the Old Capitol Museum. Weitzel said he would speak to the museum officials. He said that if the obelisk goes to a museum, there will need to be funding for removal costs and for the replica. Miklo said that a PIN grant is all local money. He added that since this is such Historic Preservation Commission Minutes February 15, 2005 Page 4 a significant piece, rather than waiting for a PIN grant, perhaps Public Works could be approached with the case that this is just a good public project to do. Terdalkar said it would be a good idea to inventory these kinds of objects located in the City and give them some kind of designation. Weitzel said he thinks that is a great idea and said he would be willing to help document these objects. ADJOURNMENT: The meeting was adjourned at 6:27 p.m. Minutes submitted by Anne Schulte s:lpcdlminutes/HPC120051hpcO2-15-O5.doc Historic Preservation Commission Minutes February 15, 2005 Page 5 Historic Preservation Commission Attendance Record 2005 Name Expires 1/8 1/13 2/10 2/15 3/10 4/14 4/28 5/12 5/26 6/9 6/23 7/14 7/28 8/11 8/25 9/8 10/13 11/10 R. Carlson 3/29/07 ........ X X J. Enloe 3/29/06 X X X O/E M. Gunn 3/29/07 O/E X O/E O/E M. Maharry 3/29/05 X X X X M. McCallum 3/29/06 X X X X J. Pardekooper 3/29/06 O/E × X O/E J. Ponto 3/29/07 X X X X A. Smothers 3/29/05 O/E O/E X X J. Weissmiller 3/29/06 O/E O/E O/E O/E T. Weitzel 3/29/05 O/E O/E X X Key: X = Present O - Absent O/E - Absent/Excused NM = No Meeting ..... Not a Member MINUTES APPROVED HISTORIC PRESERVATION COMMISSION FEBRUARY 10, 2005- 7:00 P.M. EMMA J. HARVAT HALL MEMBERS PRESENT: Richard Carlson, James Enloe, Michael Maharry, Mark McCallum, Justin Pardekooper, Jim Ponto, Amy Smothers, Tim Weitzel MEMBERS ABSENT: Michael Gunn STAFF PRESENT: Bob Miklo, Sunil Terdalkar OTHERS PRESENT: Michael Brennan, Helen Burford, Shelley McCafferty, Zoe Eckstein, Barbara Eckstein, Jim Throgmorton, Joyce Hofmann, Ben Hofmann, Bob Orend, Bill Frantz, Michael Wright, Dan Lammers, Rita Sandhagen CALL TO ORDER: Chairperson Michael Maharry called the meeting to order at 7:05 p.m. Maharry stated that the order of proceedings for each application will be an oral report by staff summarizing the issues of the application, an opportunity for the applicant to speak, the Commission will then discuss the application in relationship to applicable standards and guidelines contained in the Preservation Handbook. After deliberation, the Commission will state its findings and vote on a motion. Motions are always made in the affirmative. Approved certificates authorize the building official to issue permits for the approved work. Decisions of the Commission will be filed with the City Clerk within five days of the meeting at which the decision is made. An applicant desiring to appeal a decision of the Commission must do so by letter delivered to the Commission staff no later than ten business days after the decision is filed with the City Clerk's Office. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. INTRODUCTION OF STAFF - SUNIL TERDALKAR: Maharry introduced Sunil Terdalkar as the new City staff person. Terdalkar stated that his undergraduate degree is in architecture, and he worked as an architect for a year and half. He said he then received his degree in planning from The University of Cincinnati. Maharry welcomed Richard Carlson as a returning Commission member. ITEMS FOR CONSIDERATION: 604 Grant Street. Terdalkar said that this is a reapplication after an earlier denial of a certificate of appropriateness. He said the owners have proposed to replace the windows as per specifications attached with the application. Maharry said these windows were suggested by Knebel Windows as windows that meet the guidelines. Joyce Hofmann said that these windows had been approved by the Commission for previous applications. She said the lawyer for the company that installed the first windows is now saying that a portion of the installation has been completed but that the Hofmanns had refused to complete the installation and had not paid for the work. Joyce Hofmann said they would not pay the company for something the company did not get a permit for. She said they have consulted their own lawyer. Maharry said the Commission would support the Hofmanns in this matter. Justin Pardekooper said that he would be willing to work with Knebel on a voluntary basis regarding the installation of the windows. Historic Preservation Commission Minutes February 10, 2005 Page 2 Tim Weitzel asked if the windows are six over six. Terdalkar confirmed this. MOTION: Mark McCallum moved to approve the certificate of appropriateness for the replacement of windows at 604 Grant Street. Weitzel seconded the motion. The motion carried on a vote of 8-0. Joyce Hofmann said she probably won't pursue going forward with this until the matter is resolved with the company that replaced windows recently. Maharry said the Commission's decision had no time limit. 814 Ronalds Street. Jim Throgmorton, one of the owners of the property, said the contractors were also available to answer questions about this project. He said he and Barbara Eckstein bought the house several months ago, intending to renovate it, to contribute to the neighborhood, and to contribute to the City by investing in it. Throgmorton said he has hired some really good people to work on the house, with Lammers Constructions and Rita Sandhagen doing most of the work. Dan Lammers provided photographs of the existing 3076 wood door, with transom above, that would be moved to a new location as indicated on the drawings. Terdalkar said this is a single-family house, and the applicant is making a request for an alteration. He said the applicants propose to remove two awning windows, install a new bay window and relocate the rear entrance door. Lammers said the existing door to be reused was originally an exterior door that now leads out into a porch. He said the porch will be incorporated into a new kitchen. Lammers said the door in place will have the transom over it. Lammers said he would try to duplicate the bay window on the front of the house as closely as possible. He said the new window will be an Andersen thermalpane window with wide trim. Lammers said the drawings show steps coming directly off the door, but City Code will not allow that. He stated that he will have a three-foot landing there to conform to the Code. Lammers added that there will not be brackets under the bay window as indicated in the original drawings. Richard Carlson asked about the north window that is eliminated on sheet three of the drawings. Sandhagen said there is currently a window there, but it will be removed because that is where the kitchen cabinets will be located. Maharry asked about the material for the soffit and the fascia on the bay window. Lammers replied that everything else in the house is just the standard dimensional wood, so that is what he will use there. Maharry asked if there are updated plans for the baluster design on the exterior stairs. Sandhagen said that the stairway is an existing stairway that will just be moved around. MOTION: James Enloe moved to approve a certificate of appropriateness for the revised drawings for the project at 8'14 Ronalds Street with the provision that the trim for new and replaced openings and everything be done in wood as explained at the meeting. McCallum seconded the motion. Jim Ponto asked if having the wider landing would push the stairs in front of the basement window. Lammers confirmed this and said he will therefore probably have to discontinue the window and block it in. He said he would use cast block. Ponto asked about the existing window air conditioner, and Lammers responded that it would be removed. Eckstein said the future plan is to have a screened porch off of the door. She said they will do all these things that make it up to Code, but they planned to add a screened-in porch in that area. AMENDMENT TO THE MAIN MOTION: Enloe amended the main motion to approve the removal of the basement window on the north. McCallum seconded the amendment. Historic Preservation Commission Minutes February 10, 2005 Page 3 Maharry said this project is a good example of rehabilitating historic space. He said this involves removing and adding a few windows that are modern yet match the historic design of the house allowing update the kitchen and provide more reasonable space; this is a good design. Maharry said he appreciates the recycling of the historic door. The motion carried on a vote of 8-0. 815 Roosevelt. Terdalkar stated that this property is a contributing structure in the Longfellow Historic District. He said this is a two-story, single-family residence in the craftsman style. Terdalkar said the applicants propose an addition to the rear of the property and have submitted revised drawings. He said the addition would now be offset by twelve inches from the existing south wall of the house to differentiate between the new and existing structure as per the guidelines. Terdalkar said the plan showed an eight-inch offset from an existing wall on the north side of the addition. Terdalkar said that he would suggest not offsetting the wall by eight inches and making the addition a size of nine feet six inches by ten feet two inches. Wright said he had no problem with losing the offset. Lammers said he would be duplicating everything that is on the house with the addition. He said the soffits will be the exposed beaded soffit, and stonework around the bottom will be cast stone. Enloe asked if this is basically increasing the offset from the side to comply with the twelve-inch guideline. Terdalkar said the guideline requires only the offset from the existing plain of the building. Michael Wright asked if the recommendation is to eliminate the little popout on the one side. Terdalkar confirmed this. He said the applicant could either go for an addition of nine feet six inches by nine feet six inches or increase it to ten feet six inches by nine feet six inches. Wright said he would prefer to keep it as nine feet six inches by nine feet six inches. Terdalkar said it would not make any difference on compliance with the guidelines. Carlson said it is more an aesthetic thing tha~ anything else. He said there is no reason to have the jog, but if the owner wants to have the jog, the Commission has no objection to it. MOTION: Ponto moved to approve a certificate of appropriateness for an addition to the house at 815 Roosevelt. Weitzel seconded the motion. The motion carried on a vote of 8-0. 13 South Linn Street. Terdalkar stated that this building is one of the iowa City historic landmarks, built in 1917 with great influence of the Georgian Revival style. He said the exterior was altered in the form of an installation of an ATM. Terdalkar said the Georgian revival style is characterized by its symmetry, the geometric proportions, hipped roofs and sashed windows. Terdalkar'said the ATM and the opening created to fit it breaks the symmetry. Bill Frantz said he represents Frantz Construction. He said that Frantz Construction was hired by Liberty Bank to install the ATM machine. Frantz said the bank had contacted the owner of the building, after which a representative of Frantz Construction asked a Building Department official what would have to be done to relocate a forced water main. Frantz said that through that, there was a misunderstanding on the part of the Frantz Construction representative as to what was required, as he believed no permit was needed. Frantz said he found out after completion of the work that the building was designated as a historic building. He said he then talked to Tim Hennes at the Building Department, who informed him as to what the procedure is. Frantz said he had contacted the City Engineer to find out the use of the public right-of- way, and the City Engineer informed him that agreement was not required. Frantz said that the brick that was removed has been salvaged and could be reused at some later date if the ATM is removed. Historic Preservation Commission Minutes February 10, 2005 Page 4 Weitzel asked if the removal of the sprinkler system main would require a building permit. Frantz said it did not; he said he was told that it is governed by the State and was directed to the Fire Department to get information regarding that, although they did not say that a permit was required for that. Maharry asked if the changes in the electricity for the ATM would require a permit and inspection. Frantz said he was unsure what was required there for that. Miklo said that generally, any electrical work requires a permit, although he was not 100% certain that it would have been required in this case. Frantz said that his company is in the construction business, and they know what permits are required. He said that they get permits for all of their new construction and remodeling. Frantz said the first thing they did was to approach the Building Department. He said the misunderstanding is unfortunate, but Gene Nisly from his office did speak directly with Tim Henries, the Chief Building Inspector, before any work was done. Weitzel asked if landmarks have historic overlay zoning. Miklo said that they do and are designated on the zoning map. Maharry said that would be triggered by the City process if the address of any landmark in the City came up, whether in a historic district or not. Miklo said it would then bring it to the attention of the building official that an additional step is required before a permit could be issued. Maharry asked if other ATMs have been installed recently and if building permits were required in those cases. McCallum said that a lot of them are interior to buildings. Maharry said he assumed that a permit would be required to install an ATM to the exterior of a brand new building, particularly with the electrical consequences and the right-of-way issues. Pardekooper said the apparent problem is that, as per the applicant, there was a failure in communication. He said the Fire Department is usually the entity that should be consulted with regard to fire sprinkler concerns. Pardekooper said the issue is in where the fault lies and thought it would be helpful to talk to Hennes regarding this application. Maharry proposed that the Commission's scope is to decide whether or not this is an appropriate alteration of a historic building, regardless of whether it is already in place or whether it is planned for the future. He said that is the Commission's only purview. Maharry said the unfortunate situation doesn't change what the Commission is supposed to do, which is to decide whether or not this is an appropriate thing for this particular building. Enloe said it would, however, be useful to follow up on this situation to make certain it does not happen again. MOTION: Enloe moved to approve a certificate of appropriateness for the installation of an ATM at 13 South Linn Street. McCallum seconded the motion, Enloe said the ATM is inappropriate in this location and ruins the symmetry of the facility's design. Ponto said if this had come to the Commission before installation, he would have asked about other options and other potential locations. Weitzel pointed out that this is a landmark structure and this does not comply with the Secretary of Interior's guidelines for treatment of a historic building. McCallum said he has been in a similar situation where he has had to really ferret out from the Building Department what was approved and what was not approved. He said he does not think this is the fault of the construction company, although he does not like the location of the ATM. Maharry said the Commission has been put in this position all too .frequently. Weitzel said the Commission cannot be the judge of what went wrong or why it went wrong. He said the Commission needs to be the arbiter of what is appropriate in terms of architecture and history and apply the guidelines and the Secretary of the Interior's standards. The motion failed on a vote of 1-7, with McCallum votin.q in favor. Maharry said the decision may be appealed within ten business days after it is filed with the City Clerk's Office, which is done within five days. Historic Preservation Commission Minutes February 10, 2005 Page 5 503 Melrose Avenue. Bob Orend stated that he is the Facilities Manager for the Latter Day Saints Church. Terdalkar said this is an Iowa City historic landmark. He stated that the architecture of the structure is influenced by Victorian and Italianate and a little bit of colonial revival style. Terdalkar said that the columns of the porch were removed and so were the balustrades. He said the reason given for this was the cost of maintenance. Orend said there was no intent to circumvent the Commission. He said he instructed the contractor, Stephens Concrete, that a permit was required for this project. Orend said he questioned Stephens at length, and Stephens said he had contacted the Building Department and was told that a permit was not required. Orend said that when Stephens inquired about a permit he did not volunteer the address nor did the clerk he spoke to ask for the address. Orend said the columns are installed and the intent was to match what was existing there. He said that matching materials were not used; these are aluminum columns. Orend said one of the reasons for that was maintenance. He said there are other exterior things planned for the building for 2006, and this meeting was very educational for him. Maharry said that it is of concern that this is the second time this property is before the Commission with a project that did not comply with the guidelines. He said there was an issue with vinyl replacement windows a year or two ago. Orend said the pillars do not match the existing color of the house, but the intent is to eventually have them match. Orend said that recently a bay window was replaced, but was approved by the Commission. Maharry said that approval came after the expensive windows were already purchased. The applicant came to the Commission and said that they had purchased custom made replacement windows before seeking Historic Preservation approval because the building owner did not realize a permit was required. McCallum said the pillars that were replaced were not necessarily original. Maharry asked if there was thought to returning the building to its original and more simple structure as shown in the 1910 photograph. Orend said no, that the thought was to match what was replaced as nearly as possible. He said the porch is considerably different, because the floor is all concrete now. Orend said that a few years ago wood epoxy was used on the balusters, but that only lasted a couple of years. McCallum asked if a center rail is required by Code. Weitzel said that if the deck is 30 inches or below, a center rail is not needed. Miklo said this was not the original porch design and said the pillars were installed sometime between 1912 and 1966. He said there is a Secretary of the Interior standard that says that changes to a property that have acquired historic significance in their own right will be retained and preserved. Miklo said the Commission may want to discuss whether that would apply in this case. He said this is an issue because what was replaced was architecturally significant. Weitzel asked Carlson what he thought about the significance of the porch. Carlson responded that the porch was clearly an early 20th century replacement because of the style and building materials. Carlson asked if any of the replaced materials were salvageable or salvaged. Orend replied that the only things remaining are some of the wood columns, which may not be in good enough condition for load bearing capacity. He said the balusters were destroyed when they were demolished. Orend said there are only a couple of the capitals left. MOTION: Ponto moved to approve an application for a certificate of appropriateness for the installation of aluminum columns and balusters at 503 Melrose Avenue. Enloe seconded the motion. Historic Preservation Commission Minutes February 10, 2005 Page 6 Weitzel questioned whether the Commission could require the owners to put back what was taken out because it has been destroyed now. He said, however, that it was significant historically and architecturally. Carlson asked if the items that were replaced would have been salvageable. Smothers said she would need to see the materials. She said, however, that there are people and companies in the State who can replicate what was removed. Smothers said it would cost more, but the replacements would follow the Secretary of the Interior's standards and guidelines. McCallum asked if the aluminum columns can be painted, and Smothers confirmed this, but mentioned difficulties. Weitzel stated that if the Commission looks at the guidelines, this cannot be approved. He said that based on the guidelines, the original feature was significant, and the guidelines prohibit the removal of the feature. Maharry summarized that this clearly did not meet the requirements and that it would not likely have been approved if the applicant had requested it before doing the work. If an application had been submitted the Commission would have explored solutions to repairing the existing materials rather than compete replacement with inappropriate new materials. He said that the Commission did approve the window replacement in the previous application for this property because the windows being replaced were not historic but were from a recent remodeling. Although the porch design was not the original it was installed early in the 20th Century and was historic in its own right. MuCallum asked if the Commission would approve restoring the porch to it original design shown in the 1912 photograph. Enloe said that if the Commission votes no on this, the applicant will need to come back with a different proposal. Orend stated that the owners have spent $20,000 on this already. The motion failed on a vote of 0-8. Maharry said the decision may be appealed within ten business days after it is filed with the City Clerk's Office, which is done within five days. 618-622 Iowa Avenue. Terdalkar said the applicant has asked for a deferral of this item. MOTION: Weitzel moved to defer consideration of a certificate of appropriateness for a project at 618-622 Iowa Avenue. Enloe seconded the motion. The motion carried on a vote of 8-0. 416 South Summit Street. Terdalkar stated that this is a contributing property in the Summit Street Historic District. He said this is a single-family house built between 1910 and 1920. Terdalkar said the house has some influence of prairie style and is a good example of foursquare design. He said the application is for a certificate of appropriateness for additions and alterations. Pardekooper said that because he is the general contractor for this project, he would recuse himself from participation in the discussion. He said that McCafferty would answer any questions about the project. Pardekooper left the room. McCafferty said that this house was a rental property that was purchased by the neighbors with the intent to rehabilitate it and put it back on the market as a single-family house. She said there are a few minor alterations plus the deck that they would like to add. McCafferty said the railing for the proposed addition is decorative, but she would also like to get approval of a standard railing with 2 ~ inch spacing as an alternative. Maharry asked about the height of the skirting below the deck. McCafferty responded that it is pretty tall, close to six feet high. She said there is no way to modify the grade there to raise that, because of the Historic Preservation Commission Minutes February 10, 2005 Page 7 driveway and garage right next to it. McCafferty said there is a cistern there also, and she did not want to do anything with the cistern because it is so close to the house and foundation and she was afraid that the added soil pressure from filling it might damage the foundation of the house. She said she expected the skirting to be vertical slats of about 2 ½ inches. Weitzel asked if that would historically have a skirting. Smothers said that the skirting is a 19th century style for a lot of recreational homes along water bodies, and to be that high is actually quite natural. Smothers asked about the proposal to replace the existing awning windows on the north elevation with a glass block. McCafferty said that was done at the owners' request, although they were informed that it might not be approved by the Commission. She said her request would be that if the Commission does not approve the glass block, to either leave the frame in place and use obscure glass or to get rid of the awning windows altogether. McCafferty said the window is above the shower wall so that a conventional window could not be installed there. Smothers asked if the owners would object to putting more substantial trim around the glass block. McCafferty said that right now there is just a two-inch standard trim as drawn. Smothers said that giving the window some depth might make it recede a little bit. Carlson said it does not look like there is any kind of recess, and there should be an eight-inch recess from the side wall for the deck. Weitzel said he did not know if the setback requirements would apply to a deck. McCallum said the deck makes sense the way it is lined up now. He said because the window is there, an offset would move the deck over to go against the existing window. McCafferty said she ended up needing a fairly wide deck to get the width of the stairs so that the stairs would not interfere with the driveway. She pointed out that this is fairly far back from the street. Ponto said the reason for an offset is to distinguish a new addition from an existing building, and if it is a deck, it is already distinguished. Weitzel agreed and said the Commission did not want to force the change of an existing window in order to get an offset. Carlson read from the guidelines under recommended, "Decks: Locating a new deck on the back of the primary building, opposite the street-facing fa(;ade and set in from the side walls at least eight inches." Maharry said it is recommended but not required. Carlson said the Commission then needs to make very clear why no offset is required, if the certificate is approved. MOTION: Weitzel moved to approve a certificate of appropriateness for a project at 416 South Summit Street with the options of either 1) leaving the existing windows, 2) using opaque glass in the existing, or 3) removal of both the awning and window entirely on both sides of the bathroom and with the option of using the alternate, simple rail design for the deck. Enloe seconded the motion. Weitzel pointed out that the rationale for not requiring the deck to be set back is that the setback is a recommendation and not a requirement in the guidelines and because a setback would interfere with the existing window. The motion carried on a vote of 7-1, with Carlson votin.q no. MINUTES: January 8, 2005. MOTION: Weitzel moved to approve the minutes of the January 8, 2005 meeting of the Historic Preservation Commission, as written. Enloe seconded the motion. The motion carried on a vote of 8-0. January 13, 2005. Historic Preservation Commission Minutes February 10, 2005 Page 8 Carlson said there was a typographical error on page two, the misspelling of the word "application." MOTION: Enloe moved to approve the minutes of the January 13, 2005 meeting of the Historic Preservation Commission, subject to one typographical correction. Weitzel seconded the motion. The motion carried on a vote of 8-0. DISCUSSION AND INFORMATION: Historic Preservation Week Activities. Miklo said that because the staff position supporting the Commission is half time and because of the number of applications in recent months, staff cannot put in as much time in preparing for preservation awards as in the past. He said staff therefore wanted to start discussions early to get volunteers for various tasks and possibly have more input from Friends of Historic Preservation. Miklo said the other possibility is to do a different activity for Preservation Week in May and hold the awards program at a different time of year. Maharry stated that there was discussion at the annual Friends of Historic Preservation meeting regarding changing the awards program to Irving Weber Week in August. He said that would give more time in the spring and summer to arrange the program and also allow for more projects to be completed during the year of presentation. Maharry said the tasks to be assigned include advertising and soliciting nominations, which could be started at any time and possibly have a closing date. McCafferty said that as the past staff person for the Commission, she would offer some suggestions for consideration. She said often projects are begun in the summer with the intention of finishing them the next spring. She said that if the project is not completed before the awards ceremony and the nominations are closed too early, there will be a wait of two seasons in order for it to be recognized. McCafferty said she would support presenting the awards in August so that projects can be recognized as soon as they are finished, and doing something else to recognize Preservation Week, such as walking tours, editorials, and/or educational exhibits. Burford said she has made some inquiries with the Johnson County Historical Society to see if it would be open to greater participation. She said she is waiting to hear back to see what the scope and expectations could be for additional volunteers. Maharry suggested the Englert Theatre as a potential location for the awards presentation. Miklo suggested appointing a subcommittee to meet with a similar subcommittee of the Friends of Historic Preservation to discuss these issues. Maharry, McCallum, and Weitzel volunteered to serve on such a subcommittee. Maharry said that Friends of Historic Preservation meets on February 16th, and between that time and the March Historic Preservation Commission meeting, the two subcommittees can get together to discuss Preservation Week. MOTION: Weitzel moved to create a subcommittee to talk to other organizations regarding moving the Awards Ceremony to Irving Weber Week in August. Enloe seconded the motion. The motion carried on a vote of 8-0. Historic Review Subcommittee: Maharry said that the subcommittee framework is in place if the Commission chooses to enact it. He said this might be a good time to do that, especially since it would help Terdalkar learn the process. Terdalkar read from Section 10 of the By-laws of the Handbook describing the purview of the subcommittee: "The Commission shall have the authority to establish a Historic Preservation Design Review Subcommittee to review and make recommendations to the Commission regarding the applications of certificates of appropriateness. Said subcommittee shall consist of three members of the Commission appointed annually by the Commission to serve one-year terms." Historic Preservation Commission Minutes February 10, 2005 Page 9 Maharry said the subcommittee would hold discussions and question and answer sessions and formulate an opinion to forward to the Commission as a whole. He stated that the subcommittee meetings would also be open public meetings that would need to be advertised. Enloe said he felt the subcommittee would expedite the work of the Commission as a whole. Maharry said the Commission could discuss this further at its next meeting. OTHER: McCollister Farmstead: Terdalkar said that drawings depicting conceptual ideas for the land on the McCollister Farmstead were submitted, and the developer is looking for guidance from the Commission. He said the designs are for the replacement of the barn with a mixed-use commercial and apartment structure. Weitzel said he likes the board and batten and the stone elements proposed for the barnlike structure. Terdalkar pointed out the elevation that would be seen from the street. Smothers said that she could appreciate the renderings. However, she did not think they looked like they belonged in Iowa. She said that in terms of shape, size, scale, and use of space, that is what comes to her mind. Smothers said that she did like some of the elements used here in terms of the rhythm and fenestration. Terdalkar said there is a kind of dilemma to having so many openings on the side, and you would not find that on a barn. Maharry said he did not believe that people would want to live in a building so stereotypically like a barn. Miklo said this will be new construction and the developer is asking for feedback. Enloe said the consensus of the Commission is to have something in between the two designs. Maharry said that because there will be five other structures on the site, it will not appear like a farmstead. McCallum said that one is used to seeing the barn from the road, and he would like to see something with a similar size and footprint to the old barn and perhaps something not so commercial looking. Maharry said he would like to see the design have less of an arts and crafts feature. Miklo said he would inform the developer that of the two designs, the Commission would prefer the second one but would like to see something that is a little more barn-like and simple, without the obvious arts and crafts style. He said he would inform the developer that the Commission would like to see this on its agenda again. Maharry said that the Commission would hold a meeting on Tuesday, February 15th at 5:30 p.m. to consider a certificate of appropriateness. Miklo stated that Kerry McGrath from the State Historical Society would be in Iowa City in March and would like time on the agenda of the Commission's March meeting. Terdalkar said the City is sending out over 1,100 informational letters, including maps, to every property owner of landmark properties and of properties in the City's conservation and historic districts. ADJOURNMENT: The meeting was adjourned at 9:12 p.m. Minutes submitted by Anne Schulte s:lpcdlrninutes/hpc/2OOSIhpcO2-10-OS.doc Historic Preservation Commission Minutes February 10, 2005 Page 10 Historic Preservation Commission Attendance Record 2005 Name Expires 1/8 1/13 2/10 3/10 4/14 4/28 5/12 5/26 6/9 6/23 7/14 7128 8/11 8/25 9/8 10/13 11/10 12/8 R. Carlson 3/29/07 ........ X J. Enloe 3/29/06 X X X M. Gunn 3/29/07 O/E X O/E M. Maharry 3/29/05 X X X M. McCallum 3/29/06 X X X J. Pardekooper 3/29/06 O/E X X J. Ponte 3/29/07 X X X A. Smothers 3/29/05 O/E O/E X J. Weissmiller 3/29/06 O/E O/E O/E T. Weitzel 3/29/05 O/E O/E X Key: X - Present O = Absent O/E = Absent/Excused NM - No Meeting ..... Not a Member MINUTES FINAL/APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2005 Members Present: Jerry Anthony, Erin Barnes, Lori Bears, William Greazel, Matthew Hayek, Brian Richman, Jayne Sandier, Rita Marcus Members Absent: Mark Edwards Staff Present: Tracy Hightshoe, Steve Long, Steve Nasby, Steve Rackis Public Present: Jim Swain, Bob Burns, Peggy Loveless, Alaina Welsh, Mark Patton, Theresa Kopatich, Christina Canganelli, Kafi Dixon, Kristie Doser, Gerald Sorokin, Karen Kubby, David Wellendorf, Kelly Thornburg, Joanna Mourning, Joyce Carman, Burgess Adam Smith, Brian Lodng, Sue Freeman, Mike Townsend, Al Axeen, Charlie Eastham, Paul Shultz, Sandy Pickup, Jill Smith, Tom Walz, Dave Maglan, Steve Hall, Allan Young, Mike Lehman, Kay Evans, Carol Spaziani, Marva Abel, Ray Haas, Brad Langguth, Bruce Friedrich, Rose Marie Friedrich, Eugene Spaziani, Mary Donovan, Delores Slade, Del Miller, Tim Smith, Roger Stutsman, Andy Johnson, LT Smith, Susan Simon, Melissa Grant, Susan Assouline, Michael Kaler CALL MEETING TO ORDER Chairperson Hayek called the meeting to order at 6:00 pm. APPROVAL OF THE MINUTES FROM JANUARY 20, 2005 Barnes said that on page 3 there is a correction about the Greater Iowa City Housing Fellowship update. It states the Greater Iowa City Housing Fellowship serves mostly white families. She said that it is not accurate. One particular program (owner-occupied community land trust) has a higher percentage of white families served. Of the 12 owner- occupied households, there is a Bosnian, Asian and an African-American family served. Motion: Greazel moved to approve the minutes as submitted. Anthony seconded the motion. Motion passed 8-0. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA Hightshoe said that Habitat for Humanity has three lots left to purchase with FY05 funds. Habitat identified one lot on Crescent Street within the Twain Elementary attendance area. Upon discussion with the HCDC chair, it was decided to submit Habitat's request directly to Council for location approval. Council approved the use of federal funds for that site. Of all the FY05 housing projects, only Habitat has funds remaining for lot acquisition. All other recipients, except Blooming Garden, which is next of the agenda, have identified and purchased real property. Hightshoe asked if there was a consensus on HCDC to submit additional requests for lots within "impacted" school attendance areas, for FY05 projects, directly to Council or if the commission wants to review the site before going to Council. There are only two possible site locations with FY05 funds left to consider. Anthony said that there should be an update about the Scattered Site Housing Taskforce. Matt said that the Taskforce continues to meet about every two weeks, and have met some consensus on basic things: avoid concentrations of pover[y, encourage scattered site affordable housing, and a continuous commitment to provide affordable housing. He said that the Taskforce is currently discussing ways to define and implement these objectives. Anthony noted that the Council rejected a request to locate 16 rental units in an "impacted" area, but then approved a lot acquisition for an owner-occupied project in an "impacted" area. There was a consensus of commission members to submit site location requests directly to Council until a policy is approved. Part of the commission's rationale was that there are often time constraints for the applicant to purchase land and there is usually a purchase offer pending which will need timely consideration. OLD BUSINESS United Action for Youth Jim Swaim said that the issue that had been delaying them was getting the necessary approval/concurrence from the State Historic Preservation Office (SHPO). He said the SHPO had several questions about the exterior improvements. Swaim stated they found a window company to provide the necessary metal storm windows, which he believes the SHPO will approve. He added that the addition would have wood siding, that the SHPO was particularly concerned about replacing the windows and questioned the reference to the Dr. Martin Luther King, Jr. home. Swaim stated a letter was submitted to the SHPO in reference to their concerns, a copy of which was sent to staff. They are awaiting SHPO's response. Swaim said that they do not plan on starting the project until May because they are still working on the Youth Center (facility within Tower Place). This space must be available to free up space at the Iowa Ave. location for the project to proceed. Blooming Garden IHA Limited Partnership "Blooming Garden" Hayek said, as noted in the memo from the City Attorney's office, that Blooming Garden was not in compliance with the Unsuccessful or Delayed Projects Policy as they did not enter an agreement with the City and have not provided a statement or evidence that they applied for Low-Income Housing Tax Credits in the first available round after receiving City HOME funds. The City Attorney's office submitted a memo to the commission that can be found in the packet. It is legal's opinion that the FY05 funds ($200,000) must be recaptured. Hayek added that the memo stated that HCDC may make recommendations to the Council regarding the reuse of those funds. Hayek stated the commission could either submit a recommendation to the Council for the re-use of the funds or do nothing and allow the matter to be resolved between Burns & Burns (Blooming Garden) and the City. Hayek stated he believed this matter was between the Council and Burns & Burns to resolve. Richman asked if one of the options would be to recapture the funds for the current round of allocations (FY06 allocation round). Hayek answered that is his understanding. Motion: Greazel made a motion to do nothing and allow the matter to be resolved between the City and Blooming Garden. Sandier seconded the motion. Anthony asked what would happen if the City includes the FY05 recaptured funds in the current round (FY06), and there is a future lawsuit? Anthony questioned if the City was required to reallocate funds to Burns & Burns, how would that be handled? Nasby said that it would likely be resolved through the direction of the court and the City would then have to review its options. Richman said that the project should be passed to the City without recommendations. Sandier said that the worst thing that could happen would be that the money would not be available for the current allocation process, but for a later date if they are recaptured. Motion passed 8:0. Motion: Greazel made a motion to expand the deadline for UAY progress to June 1st. Marcus seconded the motion. Motion passed 8:0. DISCUSSION REGARDING APLICATIONS FOR FY06 CDBG AND HOME FUNDING Johnson County Permanent Supportive Housing Bob Burns introduced Mary Loveless and Alaina Welsh. Burns said that the applicant had hired them to assist them through the process of applying for Low Income Housing Tax Credits (LIHTC). He said that Chatham Oaks Inc. is the general partner in the limited partnership, and the limited partner is the National Alliance for the Mentally III of Johnson County. Burns introduced members of the boards of both partners. Hayek asked if they could explain the per-unit costs. Burns said that the cost is directly proportional to the size of the building and amenities included. There are more common areas and the building would be sprinklered. He said that it would include common kitchen and dining areas, laundry area, a comp,uter learning center, and all the equipment and furniture. Greazel asked if the land would be leased or donated. Burns said that the land would be leased from the County to Chatham Oaks, which would then donate it to the project. Richman asked for clarifications regarding the ownership structure of the partnership. Burns said that there is a general and a limited partner. He added that the general partner would always be Chatham Oaks. He mentioned that currently the limited partner is the National Alliance for the Mentally III of Johnson County. He added that before construction starts, an investor limited partner would substitute for the National Alliance for the Mentally Ill of Johnson County, and the investor, through the LIHTC, would contribute 56% of the total building cost of approximately $1.1 million. Burns said that the ownership structure would continue through the affordability period and at the end of the affordability period (50 years) all the properties would be given back to the County, who is the landowner. Anthony asked the likelihood that the project would receive the LIHTC. Burns said he believes that the chances are excellent. The application would qualify for service enriched projects which are the first category of funding that is taken into account for tax credit allocations. Hayek asked if the project has any partnerships with area service providers. Welsh answered that the tenant would be able to choose the service provider they want. She said that Chatham Oaks would coordinate with the service provider chosen to assure that the tenants have continuity of services and care while they live in the apartment. Burns said that the $550,000 supplemental application would replace the State HOME loan. Sandier asked what the impact of less funding would be on the project. Burns said that if the supplemental application were not awarded they would apply for a state loan. He 4 said that the $275,000 request on the main application is critical for the project. Burns stated he thought the $550,000 supplemental application would guarantee that the project receives tax credits because the State runs out of HOME funds before they run out of tax credits. Habitat for Humanity - Homeownership Mark Patton said that they have a scattered site single-family house proposal. He added that the funds requested are to buy land. He said that Habitat raises the money for the construction of the building, and uses volunteer labor extensively to build the houses. Patton said that habitat houses tend to be modest, with garages if needed due to subdivision convenants. Patton said that Habitat's goal is to stockpile lots 6-18 months in advance to raise the necessary funding for construction. He added that they plan to build 7 houses this year, 6 of which will be in Iowa City. Richman asked how many lots would be bought with the requested amount? Patton said that the last lots that were purchased cost anywhere from $37,000 to $42,000 each depending on the market. Anthony asked what was the problem for not spending the money allocated last year. Patton said that not everybody sells to Habitat. He added that the reason could be the fact that they do not build large, "fancy" homes. Habitat for Humanity - Property AcqUisition (ReStore) He said that a month ago they started a ReStore in Coralville. He said that they have temporarily leased a warehouse that is rented to them by the City of Coralville. The Restore takes in used or new building materials. What can not be used for a Habitat home is sold to the public, it operates very similar to a Goodwill store, except home improvement merchandise. He said that this scenario represents a win-win situation. He said that it saves space in the local landfill, puts the materials back into use, while generating funds to build homes for Habitat. Patton said that Coralville provided a verbal assurance that they would have the warehouse until fall. He added that after the first two weekends they were open, they sold over $2,000 worth of materials. Patton said that they would need a permanent space in Iowa City. Hayek asked if they have any sites in mind. Patton said that are looking. Richman said that the application mentioned some other ReStore facilities, and he asked whether those facilities are owned by Habitat. Patton said that the facility from the Quad Cities is leased. Barnes asked if the training opportunities are paid? Patton said that the first targets for training are the persons that will occupy the homes and they do not get paid for the duration of training. TTC Housing Program Kopatich said that TTC has partnered with Town and Campus Apartments to provide on- site supportive services to people who live there. The apartments would be available for transitional and permanent housing. Kopatich said that they are requesting money to be able to provide the on-site services. Barnes asked what some needs among, the residents are. Kopatich said that there are problems with mental illness, substance abuse, and/or physical disabilities. Hayek asked what kind of training background the staff would have who would be providing services. Kopatich said that they would have social work backgrounds and experience working with persons with disabilities. Sandier asked if the tenants are receiving any social services at the current time. Kopatich answered that, for many it is only the services that the Town and Campus Apartments staff can provide. She added that some of the renters are connected with community agencies. Sandier asked what would the impact be if they do not receive full funding. Kopatich answered that not receiving the full funding would slow them down, but they would still work towards providing services. Shelter House - Emergency Assistance Christina Canganelli introduced Karl Dixon, program manager for STAR. Dixon said that they are requesting funds for the security deposit program that is used for emergency rent deposits or utility payments. Emergency assistance helps maintain housing for those households near homelessness. She added that the short-term cost of such assistance is much lower than the long-term expense to support the same household in emergency facilities. Dixon said that this program is offered only on a one-time basis. Hayek asked how much money was allocated to the program last year. Canganelli said that they got the full amount requested, $5,000. Hayek asked how much of those funds were paid out. Canganelli said that there is a revolving aspect to it in the sense that if a tenant vacates the property, the security deposit goes back to the program, not to the City. The FY05 project will spend all the allocated funds by the end of the fiscal year. Richman asked what percentage of funds return to the program. Canganelli said that less than 20% of the funds come back. She added that the situation has been improving, as they have been able to spend more time with people who have been given units, and provided tenant/landlord education. Canganelli mentioned that the staff report states there is a similar program with the Greater Iowa City Housing Fellowship. She added that the two programs are very different because they are working with different types of populations. She said that Shelter House works with persons that have not qualified to receive assistance from the Greater Iowa City Housing Fellowship security deposit program. As such, there is no duplication of services. Shelter House - Operational Dixon said that they are requesting funds for the STAR outreach services coordinator. She said that the position is currently providing direct services to homeless persons. STAR is a vocational program funded by the US Department of Housing and Urban Development. Its goals are to help persons pass the unemployment barrier. She said that the plan is to serve 80 people, but they expect to exceed this number. Canganelli added that those activities are funded heavily through this program, and would not exist in the manner that they exist today without the program. She said that the CDBG funds used for this project go toward their cash match of $106,750. This cash requirement leverages approximately $448,000 in federal funds (STAR grant). Domestic Violence Intervention Program (DVIP) Kristie Fortmann Doser said that last year HCDC supported DVIP's request for security cameras at the shelter's main entrance and additional cameras inside and outside the facility. She said that this application is for an additional camera to monitor the kitchen area and funds to replace the toilets. Doser said that there is no direct line of vision towards the kitchen area and that is a place that causes a lot of hazards. She mentioned that there are a lot of children in the shelter and it is not uncommon to have just one staff person. She said that it is difficult to catch children who are in the kitchen area. She added that there is a rule of not being in the kitchen area, but the rules are not always followed. Doser said that having a camera in the kitchen would be very beneficial; it would allow seeing what is going on in the kitchen, while answering the crisis line. She added that the women that live in the shelter identified that it would be good to have a camera in the kitchen area. Doser stated that the building is 12 years old and the toilets that were installed were residential grade toilets. She estimated that over 4,000 people have used the facility and there are routine plumbing problems with the toilets. She said that a plumbing company offered to replace the toilets with commercial grade toilets at a reduced price. Doser mentioned that they had to do some rehabilitation due to the toilets flooding at different times. Hayek said that according to his calculations, a toilet would cost around $360 each. He added that two toilets would match the price for one camera. Hayek asked what would they do if they do not get the full amount. Doser answered that the camera is their first priority. Anthony asked if the shelter was at capacity. Doser said yes, they generally have around 35-40 persons per night. Greazel asked if they thought about changing the carpet, because it seemed dangerous when he visited the site. Doser said that they have to take everything step by step. She added that in the current year they had to replace some tiling because it was cracking, and due to safety issues they had to replace those first. Doser said that carpeting and doors are another priority that would be taken into account for next year. Doser added that they do have emergency funds for improvements, but they are to be used only in cases of extreme emergency. Aliber/Hilel Jewish Student Center Accessibility Renovation Gerald Sorokin said that they put an application for funding to improve the accessibility of their building. Sorokin said that they have done all previous renovations on their own, but they are trying to achieve a goal that is high priority for their Board and to increase the use of the facility by groups that are outside of their organization. He added that usually they are thought of as a religious organization, and therefore not eligible for the funds, but in the past years they have been providing offices, classrooms and space to other organizations within their building. The National Alliance for the Mentally Ill uses one of the classrooms as their office, and holds weekly meetings and classes there. The Emma Goldman Clinic and Women's Resource and Action Center use the facility as well. Sorokin said that they also rent to the Princeton Review Company, which runs test preparation classes in their classrooms. He mentioned that they try to expand the access of their building to the community, and they realize that the situation of the building severely limits their ability to serve the community. Richman asked if any of the organizations pay to use the building. Sorokin said that they try to provide their space free of charge when possible for the non-profit organizations. He added that the for-profit corporations pay rent, and that represents a source of income for the organization. Sorokin said that the first thing that they would do is to install a mechanical door opener, and second complete the restroom renovation, particularly to transform the upper floor men's restroom into a unisex fully accessible restroom. Emma Goldman Clinic - Facility Rehabilitation Karen Kubby said that there is an addition to the front of the building that has a flat roof. She mentioned that there are a lot of people that access the second level of the building for non-healthcare reasons (the flat roof/patio is used as an entrance for the second level offices). She said that they tried to make some site repairs to the roof, but it did not help. Kubby said that they continually have 2 buckets sitting in the entrance area because of the leaking roof. She added that the roof problem impedes their use of last year's CDBG funding, because they can not install a lighting/electrical system in a place that has problems with water. She said that the clinic has an operating reserve fund that has very specific parameters that the Board has set up, and can only be used for extreme emergencies. She said that they do not have a capital reserve fund. Kubby said that they are trying to get donations for their projects. She mentioned that it would be possible that some of the labor for fixing the roof may be donated by local agencies. Kubby said that they might need to talk with a couple of roofers to get a consensus of what the problems are, and then have roofers bid on the project. Kubby said they would request a 10-year declining balance loan from the Council. Emma Goldman Clinic - Operational Kubby said that they requested $5,000 to help them subsidize their sliding fee scale due to a large increase of clients gained recently from the closing of the University of Iowa Family Planning Clinic (FPC). She stated that most of the FPC clients are used to receiving free services. She said that this would not be the case at their facility, but CDBG funds would help subsidize their sliding fee scale. Kubby said they are focusing on young teens. She added that they are expecting a 50% increase in the young adults/teen clients. Iowa City Housing Authority Tenant Based Rental Assistance (ICHA) Steve Rackis said that the proposed project would mitigate the impact of federal budget reductions in the Housing Choice Voucher (HCV) program, allow the ICHA to provide immediate assistance to elderly and/or disabled families currently on the waiting list, and maintain assistance to Iow income families up to their approved baseline of 1,213 families. Rackis said that the waiting list is approximately 2 years, and not receiving sufficient funds would extend the length of waiting period. Rackis said that he has done an analysis of where HCV families are currently living. He said that in elderly households, 69% live in Iowa City, 11% in Coralville, 10% North Liberty, and 11% all other communities in Johnson County. He mentioned that the percentages of disabled households are similar, Iowa City 74%, Coralville 17%, and North Liberty 4%, all other communities in Johnson County 6%. He said that when you take the head of household, both elderly and disabled, 74% live in Iowa City, 17% in Coralville, 4% North Liberty, and 4% all other communities. Bears said that in the paper there is a different number regarding the waiting list. Rackis stated that the waiting list is fluid and different lists exist for different programs offered by the ICHA. Rackis said that they are just now beginning to process the applications from May 2003. Greazel asked what would people do for those two years. Rackis said that they stretch their social security or any other source of income that they may have available. Old Brick Repointing Project David Wellendorf said that Old Brick was one of the first seven lots purchased in Iowa City. He mentioned that it is the second oldest building in Iowa City and needs to be repointed. He added that the building has holes through the mortar that let water in the building. He said that type of erosion might easily destroy the structure. Hayek said that the estimate is dated from last August and asked if the prices are still good. Wellendorf said that the prices are pretty close. Wellendorf said that they are trying to provide value to the community through rental to non-profit organizations and the use of the auditorium for a variety of community uses. Anthony asked what is going on with the last year funded project. Wellendorf said that the project is going well and that it should be done by early May. Richman asked what the impact would be if HCDC allocates less than the requested amount. Wellendorf said that they would work harder. He said that they are good at getting volunteer work, but repointing is not an area that they can utilize volunteers. The west wall was repointed with the wrong type of mortar and may damage the building. This area must be repointed soon, however to be cost efficient they would prefer to do the whole project at once due to the high cost of equipment rental. Planned Parenthood of Greater Iowa Kelly Thornburg said that she has worked with Planned Parenthood since the opening in Iowa City in 1990. In 1999 they had to relocate within a short timeframe. She stated they have a great facility, but parking and their front entrance creates problems for them. In 1999 they had to move quickly and the acquisition of a facility was a huge expenditure. Hayek questioned if they own or lease the facility. She stated that they have a long-term lease. Greazel questioned if this improvement will benefit the owner if the applicant moves. Thornburg stated they signed a 10-year lease, with two 5-years options. Thornburg stated they plan on remaining in the facility for a long time. The parking lot they use is unpaved and creates problems during the spring and after it rains. Clients park at neighboring businesses and some are more hospitable than others. She added that there was a 52% increase in the number of patients they serve after the University of Iowa Family Planning Clinic closed. She said that they were the direct referral from the Family Planning Clinic due to their subsidized cost, about a 60% discount. Greazel said that it is less expensive to lease than to own. He said that they pay a lot of property taxes there (indirectly through monthly rent) and adding that cost to the leasing cost would most likely be similar to owning. Thornburg stated the facility entrance creates safety problems, as it is adjacent to the alley. As the alley is public right-of-way; they also encounter protesters following their clients right up to the doors of the facility. Compeer Program Joanna Mouming introduced some members of their Board. Mourning stated that there are 16 people on the waiting list waiting for a companion. She said that they are trying to do some marketing for the program to create more interest. Mouming said that the program increases socialization and friendship. She said that they are trying to organize meals and other activities to those who are still on the waiting list. She added that they are considering doing a call program to check-in on some of the persons on the waiting list, as it is important to have someone to talk to from time to time. Joyce Carman said that they are organizing a benefit concert. She said that during the same event last year they raised $2,500. Their goal for the current year is $3,500. She said that they would be happy with any contribution to their budget. River City Housing Collective- Property Acquisition Smith said that they are a non-profit organization, collectively owned by their members. He added that they currently own two residential properties, and are looking to expand. Smith said that they are trying to buy the property located at 932 East College Street. He mentioned the house has 13 rooms (SRO units), and one 2-bedroom apartment. They hope to attract a family to live in the apartment. Smith said that they are pre-approved to get financing from banks. Sandier asked if they ever requested funds through the CDBG program. Smith answered that he personally did not, however Long stated the Collective submitted a funding request about seven years ago that did not receive funds. Sandier asked why they did not attend one of the workshops. Smith said that they did not hear about this funding opportunity until the last minute. Long stated the applicant did come in to discuss the project and the application process with staff. Richman said they mentioned that one type of population served is a single-parent household, and he asked if according to, the configuration of the house they would be able to attract any families. Smith said that the unit on the first floor would accommodate families. He added that there are other units large enough to accommodate a parent and a child rather than a larger size family. Richman asked if they would go on with the project if they receive less than the requested funds. Smith said that they would try to, !but it would be very hard to achieve, and it depends on the purchase price. Marcus asked if they were seeking $550,000 in private funds? Smith said that is true. Greazel asked if they looked at other locations. Smith said that they looked at a couple of other houses, but the collective has a lot of special requirements that need to be met and the other properties were not feasible. Neighborhood Centers of Johnson County- Broadway Building Improvements Loring said that they are looking for funds for renovations at the Broadway site. The funds are to be used for the childcare space, common space, office space, and parking lot. They have increased programming; thus they are able to serve more kids. Freeman said that the ]0 cabinets are stapled and duct-taped. Slqe said they are looking to replace flooring throughout the facility. Loring said the parking lot is cracked, and would not be able to be used for activities usually held there. NGJC holds their summer basketball tournaments on the parking lot, but it has become unsafe due to the cracks and uneven surfaces. Freeman said that they have been able to increase their staffing due to operational grants; however they have 3 offices for 25 staff members. They are constantly looking for ways to best utilize their limited space. Sandier asked what's the progress of last year's funds. Loring said that half of the funds are for replacing windows. Freeman said it took a while to get bids going on, but the work is in progress. Hayek questioned if not fully funded, what are the priority items? Loring stated he would review, list items in priority order, and send to staff for distribution to HCDC members. Goodwill Industries of Southeast Iowa - Air Conditioning Townsend said that they would like to provide air conditioning to the production area at the First Avenue facility. Hayek asked if they had a bid on the project. Townsend said they did not have a contractor's estimate, but their architect provided the estimate. Hayek requested if Goodwill could submit the estimate. Townsend stated he would send to staff within 2-3 weeks. Barnes asked if employee's conditions make it imperative that air conditioning must be installed? Townsend said that, in general, people prefer to work in an air-conditioned environment. Many of their clients working in the production area are medically fragile and are sensitive to the heat and humidity and some are not able to come to work during very hot, humid days. Anthony said that it was mentioned in th,e application that they raised $350,000 for capital improvements, and asked if part of that could be used for this project. Townsend said they could use part of that money. They plan to do facility-wide improvements to the building, such as window and door replacements, office reconfigurations, accessible restrooms. He said that they would try to find a way to pursue the project in case of partial or no CDBG funding, but it would be very difficult to complete all the necessary improvements. Bears asked if air-conditioning existed in the building. Townsend answered that parts of the building are air-conditioned. He mentioned that some offices are air-conditioned. He said that they are prepared to pay the additional energy costs due to this project. Hawkeye Area Community Action Program- Transitional Housing Al Axeen said that the application is for a total of four units, two units to be placed into the local transitional housing program, and two units to be filled by United Action for Youth's (UAY) teen mothers or pregnant teens as UAY lost housing units that were operated in partnership with Youth Homes. He stated that two of HACAP's units (mobile homes) are currently being used to assist UAY teen ,mothers. Axeen said that the most confusing aspect of the proforma is the management fee. Axeen said that according to federal regulations there are definite rules that they must follow, and one is to distribute employee salaries between programs. He said that 46% of the salary goes into this fund and that's why the management fee seems so high. He added that it pays for operations and facilities, property taxes, and repairs. Axeen said that another issue that was raised by staff from the Proforma was the debt service. He said that the $10,300 would be paid back through agency/operational funds. Greazel asked where they are going to buy the units. Axeen said that they would buy condominiums in non-impacted areas, however the cost is significantly more expensive than the Broadway area. Sandier asked if they spent their FY05 allocation. Axeen replied that yes they purchased two units and slpent their allocation. Greater Iowa City Housing Fellowship - Rental Charlie Eastham said that the School Choice Program proposal is to buy eight existing two-bedroom homes and use them to rent to LMI households located in elementary attendance areas that reported less than 20% free and reduced lunch eligible student enrollment in 2003. Eastham said that the project also includes rehabilitation costs that will help preserve older homes available to iow-income households. Hayek asked Eastham to explain the total cost per bedroom in comparison to the previous year application. Eastham said that the acquisition cost for the last project was $80-85,000 per unit and the cost this year increased due to location and possibility of lead based paint provisions and necessary rehabilitation. Sandier asked if the project would move forward if GICHF would not receive full funding. Eastham answered that they would try t° pursue the project, possibly purchase less units, or maybe not locate within the higher cost areas. Greater Iowa City Housing Fellowship - Owner-Occupied Referring to the second project, Eastham said that they propose to purchase three lots to construct homes for the Community Land Trust program. He mentioned that the land would be owned by the Greater Iowa City Housing Fellowship, which would provide a 99- year lease to the buyer. He said that the purpose is to ensure that the homes remain affordable over time. He said that the land lease program requires that upon resale of the home, the home could only be sold to an income-qualifying buyer. If the seller is not able to find an income-qualifying buyer, the Greater Iowa City Housing Fellowship has the option to purchase the house and find an income-qualifying buyer. Marcus questioned if the owners get the same appreciation as a regular house owner, except the appreciation on the land. Eastham said that they do not get full appreciation if they sell the home before a 15-year period. Sandier said that the homeowner would pay a land lease fee of $20 a month, taxes on the house, and taxes on the land that is leased to them. She said that the total would be comparable to what they would have paid if they were the owners of the house. Marcus said that the difference might be that they would not qualify to get a house and this would be the only way for a Iow-income family to own their home. Free Lunch Program - Facility Rehabilitation Shultz said that six years ago they received funds to remodel the kitchen. Those improvements did not include a new fire suppressant system. The one in current use is out of date and unserviceable once it breaks down or needs a repair. Shultz mentioned that they must upgrade the system or the Fire Marshall could find them out-of-compliance. If that were to happen the replacement would be under an urgent timeline. ]2 Hayek asked if the fire suppressant system is out-of-compliance or unserviceable? Shultz said that it is currently unserviceable, and most likely would be found out-of-compliance if inspected. Free Medical Clinic/Free Lunch Program - Facility Rehabilitation Shultz said they are also requesting funds to replace asbestos tiles. He said that the tiles are deteriorating, and need to be replaced before they become health hazards. Greazel asked if they would replace the tiles that can be seen, or also the ones under the carpet. Shultz answered that they plan to remove both. Hayek asked if covering over the tiles instead of replacing the tiles is a workable option. Shultz answered that it is a workable option only in the Free lunch auditorium. The tiles under the carpet at the Free Medical Clinic and the stairwells are popping up and must be replaced. Sandier asked what the difference in cost would be. Shultz answered that it would save $5,000. Free Medical Clinic- Case Management Sandy Pickup said that they are requesling $10,000 to continue their case management program. Sandier said that in the budget break down they indicate salaries and benefits. The private portion is made up of various grants and donations that are anticipated. If not fully funded, at what level will the program continue? Pickup stated they would do what they can and try and piece various funds for this position to continue as best they could. Greazel said that the application lists $400,000 for medications, and asked whether the FMC had to purchase them. Pickup said that they do not buy them as the drug manufacturers donate them, however th,e clinic must submit individual requests for each medication to the specific manufacturer. The case manager submits these requests on behalf of FMC patients. Pickup said this figure represents medication for the entire clinic, not just those suffering from chronic health conditions. Anthony questioned if they spent their FY04 allocation. Pickup stated it was an error on their application. All FY04 were spent. Hightshoe stated that the funds were completely spent. In FY05, the FMC receives monthly installments and will spend out by the end of this fiscal year as well. LT&J Consulting - Iowa City Community Grantwriters Workshop Smith said that they would deliver four Iowa City Community Grantwriters Workshops to approximately 120 community based organizations to heighten the knowledge, skills and experience of service provider organizations to develop successful grant proposals and compete successfully for federal competitive grants and other competitive funding sources. She said that Iowa is second in the nation in volunteering, but they are very Iow in the nation in receiving funding from foundations and government grants. She said that she is passionate about bringing money into Iowa. Smith stated they have received extensive training on requirements for federal grants and are certified by national grant institutes to conduct training. They have served as grant reviewers for federal and state grants and assisted the Department of Economic Development in reviewing and writing administrative rules. Smith stated they really want to get to the local organizations. She mentioned that, unfortunately, area organizations are small and provide a lot of services with little funding. There are over 200 non-profit organizati~ons in Johnson County with assets less than $25,000. She mentioned that with that amount of money they can not go out and grant write, so they hope to bring a service to train as many people as possible with the funding. Smith said that the idea they have is to provide a no-cost service to organizations that do not have funds. In response to the staff report, Smith said requiring a minimal fee is not a bad idea and would be a consideration if there would be partial funding, but they are trying to reach those organizations with little resources. She also stated that the question had been asked if organizations could pay them a percentage of grants received. Smith said that most funding organizations do not allow the funding to be used for outside consultants or administration. Richman asked if the firm is non-profit or for-profit. Smith answered that they are currently for-profit, but are going through a non-profit application process. Extend the Dream Foundation - Operational Tom Walz introduced Dave Maglan, Steve Hall and Allan Young. Walz said that they are at the beginning of the fourth year of operating a non-profit organization with no paid staff as they have been able to operate with volunteer staff. The proposed project is based on the cost for two National Corporation of Community Service (VISTA) volunteers as the program requires a 50% co-pay. Walz said funds are requested to assist with the payment of the required co-share. Hayek asked how long have they been working with VISTA. Walz said that they have worked with them since 1974. Extend the Dream Foundation - Micro-Enterprise Center Walz said that they have a micro enterprise operation, which turned into a community support center that does a lot of work wi~h people in recovery (substance abuse issues), and physically and/or mentally disabled people. He mentioned that they found their current site with the help of CDBG funds and they are working towards the stage of self-sufficiency for the organization. Walz is very confident that they are going to make it. Walz said that they are requesting funds to purchase a mixed-use building that contains 1,650 square feet of commercial space. He added that the commercial space would be used to provide storefronts to businesses that are ready to incubate from the micro- enterprise activity targeted to persons with disabilities. Extend the Dream Foundation anticipates the need for the additional space to accommodate two businesses and to launch an e-commerce training program. Walz said that they have a bookstore, an antique and collectibles business, and furniture refinishing operations. He mentioned that when you consider the employees/clients they work with, they could get more income by doing e-commerce than from traditional retail. He said that e-commerce works great with the type of clientele they are working with: people recovering from substance abuse, persons with mobility difficulties, and/or persons with mental illness/disabilities. Greazel asked if there are accessibility issues with the proposed site? Walz said that there are accessibility issues on the second floor. Work to make the first floor accessible would be done on the commercial, first-floor level. He said that when it opens the first floor would be accessible. ]4 Hall said that with their current e-commerce business, they rely heavily on donations people bring in and then they sell these items using e-commerce. However, they would like to reduce their dependence on donations, as they are unreliable. Hall said that the quality and supply varies. He said that they need to figure out a way to buy and sell which can be done through e-commerce. He stated that they could buy and see all through e-commerce and make a profit. He said that the future of the program could be sizable. Greazel asked if they have the funds to remodel the building. Walz said that they raised the funds. He said that they have a lot of very talented people that are available. He said that they have the skills to do it. Many of their clients are from the building trades recovering from substance abuse. Sandier asked if this project would be eligible for the CDBG Economic Development (ED) funds administered by the Council. Hightshoe stated yes, it is an eligible activity. Walz stated they had applied to the ED fund. If fully funded through the economic development fund, Walz stated they would pull their current application with HCDC. Nasby stated there were funds available in the ED pool of funds, but a current application is pending that would determine how much in funds are available for this request. Extend the Dream Foundation - Rental Housing Walz stated the three upstairs apartments were not accessible to persons with mobility impairments. They would rent to persons with other impairments, but those that could climb the stairs to get to the apartments; The apartments would be extremely affordable and would be provided to clients working on-site in a possible live/work arrangement. The site is also near commercial facilities such as a grocery store, bank, etc. Thus transportation wouldn't be an issue for many needed things. City of Iowa City - Downpayment Assistance Program Steve Nasby said that in Iowa City a median priced house is about $150,000. Households in the 60-80% area median income range would have an affordability gap of approximately $10,000-20,000 gap. The project budget shows that 20 units will be assisted with an average of $15,000 in downpayment assistance per unit. The homes would be post 1977 to avoid lead based paint provisions. The homeowner contributes around $1,500 or 1% towards the purchase of the home. Nasby said that people would have the full benefit of homeownership. Nasby mentioned that they have sent letters to area lenders to ascertain interest in providing program administration. They have received four responses to date. In response to a question, Nasby said that this downpayment assistance program would contribute up to 10% of the purchase price. Adjournment Anthony moved to adjourn. Barnes seconded. The meeting adjourned at 9:45 PM. Housing & Community Development Commission Attendance Record 2005 Tern1 Name Expires 01/20 02/17 03/17 04/21 05/19 06/16 07/21 08/18 09/15 10/20 11/17 12/15 Jerry Anthony 09/01/05 X X Erin Barnes 09/01/06 X X Lori Bears 09/01/07 X X Mark Edwards 09/01/05 X O/E William Greazel 09/01/06 O/E X Matthew Hayek 09/01/07 X X Rita Marcus 09/01/06 O/E X Brian Richman 09/01/07 X X Jayne Sandier 09/01/05 O/E X Key: X = Present O = Absent O/E = Absent/Excused NM = No Meeting ..... Not a Member