Loading...
HomeMy WebLinkAbout1999-11-09 Bd Comm minutesMINUTES IOWA. CITY BOARD OF ADJUSTMENT WEDNESDAY, OCTOBER 13, 1999 - 5 P.M. CIVIC CENTER- COUNCIL CHAMBERS MEMBERS PRESENT: Kate Corcoran (late), Mike Paul, T.J. Brandt, Lowell Brandt MEMBERS ABSENT: Susan Bender STAFFPRESENT: Melody Rockwell, Denni~ Mitchell, Le Ann fyson OTHERS PRESENT: CALL TO ORDER: None Acting Chairperson L. Brandt called the meeting to order at 5:15 P.M. ROLL CALL: Corcoran, L. Brandt, T.J. Brandt and Paul present; Bender absent CONSIDERATION OF THE SEPTEMBER 8. 1999. BOARD MINUTES: Motion: T.J. Brandt moved to approve the September 8, 1999, minutes of the Board of Adjustment, as printed. Corcoran seconded. The motion carded on a vote of 4-0. SPFCIAL FXCEPTION ITEMS FXC99-0019. Public hearing on an application submitted by Regina Catholic Education Center .for a special exception; to expand a religious institution use, that is, to construct a softball building containing a press box, concession stand, restrooms and storage area, in the northwest area of the Regina campus, which is located in the Low Density Single-Family Residential (RS-5) zone at 2150 Rochester Avenue. T.J; Brandt recused himself from the*consideration of the Regina request for a special exception due to the potential appearance of a conflict of interest. Rockwell said the request by Regina Catholic .Education Center to construct the proposed softball building on its campus requires Board of Adjustment approval of a special exception to expand a religious institution use in the RS-5 zone. She noted that when there is a religious institution in the RS-5 zone, it needs to meet additional regulations related to access, lot area and building setbacks. She said the applicant has demonstrated that this expansion will not only meet, but will exceed those requirements. Rockwell said the proposed 24-foot by 20-foot structure, a modest-sized building, is intended to be constructed as part of the Regina Campus sports complex on the northwest portion of the property. She. said if the requested exception is approved the loUdspeakers that are now mounted on the fence will be placed on the building and the lights will remain where they are currently installed. She said in effect, there will be no change in terms of light or noise as a result of the building being constructed as proposed. Rockwell noted that the proposed softball building would be located at a considerable distance from neighboring residential properties and would be partially buffered on the north and west by an existing band of trees and parkland. Rockwell said the softball building, in staff's view, should not prove intrusive or incompatible with surrounding residential development. Iowa City Board of AdjuStment Minutes R~ell~id ~em am steep slopes and a 3.~ acre w~iand on ~is pmpe~, ~i~ Mgger the requirement for the submi~al and approval of a Sensitive Areas Site Plan; however this pm~sed building will not affe~ in any way ~e steep slopes or the wo~land area on the pmpe~. R~ell said staff r~mmends ~at FXC99~0~9, a special ex~ption to expand a religious institution, that is to construct a 24-foot by 20-foot building noahwest of the existing softball field on the Regina Campus Ionted at 2~50 Rochester Avenue be approved. Pul~iic hearing on EXC99-0019. No one spoke in favor or in opposition of the application. Public hearing closed. MOTION: Corcoran moved that the Board approve EXC99-0019, a special exception to expand a religious institution use, that is to construct a 24-foot by 20-foot softball building containing a press box, concession stand, restrooms and storage area, in the northwest area of the Regina Campus located in the RS-5 zone at 2150 Rochester Avenue. Paul seconded the motion. FINDINGS OF FACT Paul noted that the additional regulations for religious institutions located in a RS-5 zone have been met with regard to the access to an artedal or collector street as well as the minimum lot area and setback requirements. Paul said in addition, the general standards are met. He noted that there would be no change in terms of noise and light as a result of the construction of the softball building. He said the building would be located at a considerable distance from adjacent residential properties, which are buffered by a wooded area. Paul said he is in favor of the exception. Corcoran said she is in favor of the special exception for the reasons that Paul stated. She said the applicant appears to have met the additional requirements in Article L of the Zoning Chapter. She noted that It doesn't seem ~here would be much change other than the building being constructed and the building would provide additional services for the Regina softball program, She said she will vote in favor of the application. L. Brandt stated that the issue comes to the Board's attention pdmadly because of the use of the property and its location in an RS-5 zone. He said the actual impact in terms of any of the standards is pretty minimal when looking at issues regarding public health and safety and the impact on the enjoyment or development of neighboring properties. L. Brandt stated that he supports the application. The motion was approved.3-0. T.J. Brandt rejoined the Board meeting. EXC99-0020. Public headng on a application submitted by William and Judith Terry for special exceptions to reduce the number of required off-street parking spaces and to modify the front yard setback requirement along Ronalds Street for property located in the Medium Density Single-Family Residential (RS-8) zone at 628 N. Linn Street. L. Brandt noted that a deferral was requested. Rockwell said the applicants requested that consideration of this item be deferred to the December 8, 1999, Board meeting. She noted that the applicant's representative, Chuck Meardon has indicated that the application may be Iowa City Board of Adjustment MInutes October 13, 1999 Page 3 amended to request a special exception for parking on a separate lot instead of a reduction in required parking for the four-plex. Motion: T.J. Brandt made the motion to defer consideration of EXC99-0020 to the December 8, 1999, meeting. Corcoran seconded the motion. The motion carried by a vote of 4-0. OTRERBUSINESS' Rockwell noted that the November meeting has been scheduled for the first Wednesday of the month instead of the second Wednesday. of the month. L. Brandt noted _.that the application deadline is approaching for the vacancy on the Board. Rockwell encouraged the Board members to ask people to apply to serve on the Board. Rockwell also stated that December 8, 1999, is the tentative date scheduled for the Board's annual luncheon. All members present said they would be able to attend the luncheon honoring Susan Bender on that date. Rockwell said a location for the luncheon would be determined at a later date. Adjournment T.J. Brandt moved to adjoum with the second by Paul. The meeting adjoumed at 5:25 P.M. Susan Bender, Chairperson Melody Rockwell, Secretary Minutes submitted by Le Ann Tyson MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION THURSDAY, SEPTEMBER 16, 1999 SENIOR CENTER, LOWER LEVEL CLASSROOM MEMBERS PRESENT: Dan Coleman, Lucia-Mia Page, Jayne Moraski, Kathleen Renquist, Bob Elliott, Bill Stewart, Gretchen Schmuch, Rick House MEMBERS ABSENT: Denita Gadson STAFF PRESENT: Steve Long, Steve Nasby, Lee Ann Dune OTHERS PRESENT: Roberta TilI-Retz, Mary Copper, Amy Correia, Jan Garkey, Alaina Welsh, Charlie Eastham, Bob Burns, Elizabeth Swenson, Rick Spooner, Marlene Flowers CALL TO ORDER Chairperson Schmuch called the meeting to order at 6:30 P.M. CONSIDERATION OF MINUTES Meeting minutes from August 19, 1999, were reviewed. Elliott moved to approve the minutes with Renquist seconding the motion. They were approved by a vote of 8-0. OPENING OF PUBLIC MEETING- REGARDING CITY STEPS UPDATE Chairperson Schmuch started by saying that there will be an open forum for part of the evening on the CITY STEPS plan. Till-Retz spoke on behalf of Human Rights Iowa City stating that the organization supports the efforts of providing affordable housing for persons living in Iowa City. She spoke about the necessity of providing a living wage for citizens. In a CITY STEPS meeting that was previously held it was re-enforced that the level of some people's incomes does not allow for adequate housing. This issue reflects a national problem. She is hoping that something positive will come out of this CITY STEPS process. Correia said that she works with the Johnson County Coalition Against Domestic Violence. She said there is a problem with the lack of affordability in housing. Correia went on to say that a person earning minimum wage would have to work seventy hours a week in order to pay the current fair market rents. A person would need to earn $8.97/hr to meet the rent requirements. TilI-Retz. then stated that the living wage in Iowa City would need to be $8-9 an hour. She went on to say that her organization's plan would be to have the county support the wage amounts to bring them up to the minimum required for a living wage. The social service agencies, supported by the County, was their starting point. Her group was asking the County to subsidize the wage for the social service agency workers. Carkey, representing the ISU Extension, informed the group that there are several individuals on her staff who are able to provide educational programs for families. These classes can be offered free if necessary and offer basic living skills training. Spooner questioned the group regarding the issue of universal design. He said the Everet Conner Center started something on this a while ago. He was advised that this Commission did not address this issue, but it could be addressed by another group. Elliott explained that it was a topic of discussion for the Community Housing Forum group. Housing and Community Development Commission Minutes September 16, 1999 Page 2 Eastham brought up the topic of child care. He inquired about in-home childcare. He stated that he thought the Local Employment Board was doing a study on in-home childcare for younger children. He said that there is a substantial need for childcare for lower income individuals. He inquired if the Commission would be willing to provide a start-up fund for this type of program. Stewart did note that there was one applicant last year, however they were not prepared to follow through with the application process.' Moraski then commented that before the Commission can take any action the proposal has to be brought to them. Only then can they address these types of issues. Correia then asked the question as to how information is disseminated to the public that CDBG & HOME funds are available. She added that childcare needs to be offered for non-traditional hours. Long then stated that the traditional sources (newspapers, cable TV, internet, and word of mouth) offer the information for the programs funded by CDBG and HOME. TilI-Retz then commented that she is part of an organization that was appointed by the Governor called the 21st Century Workforce Strategic Planning Council. She said they are discussing childcare and the living wage issue in this group for the eastern Iowa region. Till-Retz then pointed out that Iowa leads the country with parents who work outside the home who have young children and that Iowa is 42nd in the country in regard to wages. Flowers said she represents DVIP. She stated that their largest obstacle is childcare; especially with single mothers. Burns stated that he has been a developer and architect in Iowa City for the past twenty years. He wanted to point out that there are a lot of changes taking place at the state level regarding funding. He said that the funds that are allocated come from the Department of Economic Development and the Iowa Finance Authority. He said these funds are becoming more competitive and cities are doing everything they can to attract the available funds. The agencies are trying to jointly fund projects and utilize a point system to base the award. He said that the applications that have local funds attached to them are being given more points to gain approval. He went on to say that the Year 2000 tax credit regulations have not been determined as of yet. Burns also suggested that the application process may need to be completed in an earlier timeframe in the future. The funds approval could be conditional based upon the state fund approval. Renquist then pointed out that HUD funds are not allocated to the City until late in the year and this could make it difficult to change the timing of the approval process. Copper, representing the Iowa City Housing Authority, identified herself and stated that she works with families to become self-sufficient. The public hearing was then closed. Housing and Community Development Commission Minutes September 16, 1999 Page 3 ELECTION OF HCDC OFFICERS Schmuch stated that she has appreciated all of the hard work undertaken by the Commission members while she was Chair. Elliott thanked Schmuch for her efforts in the complex allocation process. The nominations for the vice chair were opened. Moraski nominated Stewart for vice-chair with Elliott seconding the motion. Stewart was approved to remain vice-chair by a vote of 8-0. The nomination was opened for chair. Stewart motioned for Moraski to be nominated as chair. Page seconded the motion. Moraski was approved by a vote of 8-0. The Commission thanked Schmuch for her service. REVIEW AND RECOMMENDATION ON PROPOSAL BY SUCCESSFUL LIVING. INC. Nasby started by explaining that D&K Properties is the entity that is purchasing the building and Successful Living is the entity that will occupy the space. He added that the request is for a declining balance loan with the rents subsidizing the loan payments. Kopatich's thought in presenting her application is that it has seven units and will rent them for $100 less than the fair market rent for the period of the contract. The current fair market rent is $567-574 for a two- bedroom apartment. The $100 rent reduction per unit would go to reduce the loan. So, seven hundred dollars a month would go towards the forgivable loan in the form of reduced rent. The loan contract would be for 19.35 years. After that period D & K would no longer be required to provide low rents. There will be no constraints as to the commercial use of the property. The funds would come from the SRO funds in the amount of $100,000. There are unused funds in the CDBG administrative fund~ so the remaining $62,500 could come from that source. Moraski stated that she would like to utilize the ranking sheet for these types of requests. It would give a systematic way to look at projects in the interim period. Elliott inquired as to the history of Successful Living. Nasby commented that there is a good track record with this organization. It was agreed by the Commission that this is a beneficial project for the community. Stewart made the motion as follows: to approve the project as presented with $100,000 to be used from the SRO Fund and the balance to come from the unobligated funding resources. The agreement with D&K will represent the terms in the application as submitted. Coleman seconded the motion and it was approved on a 8-0 vote. REVIEW AND RECOMMENDATION OF ANNUAL REPORT AND EVALUATION (CAPER) Nasby began by presenting the document included in the Commission packet for the FY99 performance and evaluation report. Renquist inquired if these reports are available for the community. Nasby confirmed that they are available and are at the library. Renquist moved to approve the report and Coleman seconded the motion. The motion carried 8-0. Housing and Community Development Commission Minutes September 16, 1999 Page 4 MONITORING REPORTS Aid to Agencies: Renquist said she would do the report for United Action for Youth and Elderly Services Agency. In FY99 there was a UAY request for $2700 for parking lot repair in which the Commission did not approve. One parking unit was repaired at the cost of $900. It would have been far more beneficial to have approved the project. It was noted that more and more of their budget is being used for building repairs' and maintenance. This means less services can be provided. The director of the organization would like to see more funds from CITY STEPS to go towards the renovation of older buildings in the city. The director said also that the staff spends about ten hours a week on providing transportation to their facility for daycare. Elderly Services Agency: In a phone message Renquist learned that about $6,000 of the $28,000 has been used to date. They have completed 14-16 rehabilitation jobs. Salvation Army: Moraski did not have information to report. UPDATE ON SWENSON AND ASSOCIATES PROJECT Swenson began by explaining that she was disappointed by the staff's recommendation. She said that the October deadline was not clear to her. After the application was approved in 1997 the City requested that she change her organization from sole proprietorship to a limited liability partnership. She also stated that she spent quite a bit of time looking for land that was affordable and in a good location. She also spent quite a bit of time looking into the design of the structure; wanting to go with a stucco exterior. In the first option it was determined that it was not viable because of the project being a residential structure. Swenson explained that she wanted a project that would not be simply turn-key; rather something that the new home owner could participate in during the building process. Now she is using All-American Homes out of Dyersville to build the homes. Once the foundation is completed the home is brought in on a semi-trailer and placed on the foundation. Swenson explained the status of the three proposed homes. The first has been approved and the second has a mortgage application pending. The third had been approved, but was waiting to clarify their job situations. The foundation has been laid and the home has been delivered for the first house. For the second and third foundation she speculated that they would go in the end of October or the first of November. All-American Homes would have the home ready for delivery sometime in February. Stewart and Elliott both asked for assurance by Swenson that the October 1, 1999, deadline could be met as far as getting the other two home buyers confirmed. Swenson agreed and said she would not come back to the Commission to ask for another extension. Swenson then spoke to the issue of neighborhood concerns regarding two affordable housing projects in their neighborhood. There is a homeowner covenant, which stated that no structures could be brought into the area. Swenson felt that after talking to the neighbors and showing the home to them that there would not be any problems concerning the covenant. Long noted that the house appraised at $135,000; which is comparable to the homes already in place. Coleman made the motion to approve the extension with the following guidelines: 9/30/99: Two purchase agreements would be signed and both home buyers would have a firm loan commitment in writing. Housing and Community Development Commission Minutes September 16, 1999 Page 5 11/15/99: The foundations will be complete for the two remaining sites. 4/1/00: The project will be completed and the closings will be done for both homes. Stewart seconded the motion. The motion was approved by a 5-3 vote (Moraski, Renquist and Schmuch voting no). NEW BUSINESS Nasby spoke about the refrigerator going out at the Emergency Housing Project Facility and there was a letter in the packet. He said EHP operational funds were used to replace the refrigerator. The EHP director will make her presentation at the October meeting with an application. Long circulated pictures showing the Habitat House on Indigo Court. He said it will be completed soon. Nasby passed out information on the North District Plan. He requested that at the October meeting the Planning Department could make a presentation. The Commission agreed to a ten minute time slot. Nasby passed around the notes from the first two CITY STEPS meetings. He noted that the final meeting, prior to a public hearing, was at Mercantile Bank on September 23, 1999. ADJOURNMENT Stewart moved to adjourn the meeting and Elliott seconded the motion. The meeting was adjourned by unanimous consent at 8:30 P.M. ppdcdbg/min/hcdcg-16-99.doc MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY SEPTEMBER 09~ 1999 - 5:45 P.M. IOWA CITY TRANSIT FACILITY MEMBERS PRESENT: Pat Foster, Rick Mascari, Howard Horan, Mark Anderson, Tom Bender STAFF PRESENT: Dennis Mitchell, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 5:45 p.m. APPROVAL OF MINUTES: The minutes of the August 19, 1999, Commission meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Foster made a motion to approve the bills. Anderson seconded the motion and the bills were approved 4 - 0. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: Dick Blum, from SERTOMA Club, reported on the fly-in breakfast. He said the tower reported 299 operations. That did not include the first half-hour or so of operations, Bender said he thought there was a good turnout. Blum said he received many positive comments about the new hangar. Blum said that because there is an Iowa football game scheduled for the last weekend in August next year, SERTOMA will likely ask to have the breakfast the third weekend in August in 2000. ITEMS FOR DISCUSSION/ACTION: ACSG project: O'Neil said that all the tenants are moved from ICMHP and the Dyer house has been moved. He said there was an article in the Gazette that covered some of the relocation part of the project. O'Neil said most of the article was accurate except for the part that said the Dyer property was condemned. The price of the property was negotiated. He said some people think that whenever the City purchases property, they do it through condemnation. The demolition contract for the motel and laundry building has been signed. The contractor will have sixty days to remove the buildings. There is one property offer pending and one parcel left to purchase. There will be several loose ends to tie up before the project is completed. Airport Terminal Building: Maury Cohen, from FILM Design, reported on the progress of the project. He said most of the demolition was completed. The floors need to be removed in the storage closets to install the elevator. The asbestos has been removed and the contractor is installing the HVAC and electrical. Cohen reviewed the change orders and said the project is well within budget. He anticipated there would be other small change orders~ One of the change orders will involve the safety railing system for the second floor emergency exit. He said HLM is also looking at reinforcing the south roof area to allow for installation of an observation deck. He said he thought adding a deck would be a significant cost. Anderson suggested only reinforcing part of the roof to allow for an observation deck for a limited number of people. Mascari, Anderson and Bender all expressed interest in proceeding with getting costs for installing an observation deck. Cohen said he would discuss the idea with the contractor. Mascari said another issue to be resolved is the reuse of the telephone booths. He said that at the last Commission meeting, it was decided to try to reuse one of the booths. He said he would have to withdraw his offer to buy a used pay phone for the booth. He said he has looked everywhere and can not find a used phone in working condition that is affordable. Mascafi said he would advertise to sell the other phone booth and would report to the Commission at the next meeting. A subcommittee of Horan and Anderson will meet and develop recommendations for paint colors, carpeting and fumiture. Mascari said he knows from experience that it takes several weeks for most companies to deliver fumiture. This will be discussed at the Commission meeting in October. The signs on the east side of the building were discussed. The Commission said the signs will be removed and they will discuss installation of any new signs with ICFS. Airport Master Plan Update: Horan said he has reviewed a copy of the South Central District Plan. It shows a road going along the south border of the Airport. This is based on the Commission eventually closing Runway 17/35. Horan said the date for closing the runway is very uncertain. He said this should be addressed in the MP update. The Planning and Zoning Commission has scheduled a public hearing for the South Central District Plan on September 16 at 7:30 p.m. Several Commission members expressed interest in attending the meeting. O'Neil said the RFP's from H.R. Green and Synder & Associates are due on September 15, 1999. The Commission will need to decide on a time and date forthe interviews. They should also decide on an interview format. The Commission decided to interview the two firms on September 23, at 11:30 a.m. and 12:30 p.m. Because of a scheduling conflict, H.R. Green asked to be scheduled at the 12:30 p .m. time. O 'Nell will send letters to the two companies, explaining the schedule and format for the interviews. de North Commercial area: O'Neil said as soon as possible ai~er the firm is selected to do the Master Plan update, a Commission/Council subcommittee meeting should be scheduled. Part of the scope of services for the MP project is to assist with the design of the NCA. As soon as a design is decided upon, the project can move forward. It needs to be decided by the Council if and when they would loan the money to the Commission to install the infrastructure. This would allow the Commission to develop a timetable for marketing the parcels, The Science Center wants to move forward with relocating the United Hangar and getting the Science Center started. There is interest by two other groups to lease land in the NCA. eo Southwest T-hangar building: O'Neil said Van Winkle-Jacob Engineering would have the site plan completed by October 1. He said the plans and specifications should be ready to conduct a public hearing. Mascari said he would like to have the costs of providing utilities to the building. O'Neil said he would have VWJ put that in as an alternate. Foster made a motion for a resolution to set a public hearing for plans and specifications for the SW T-hangar building for October 14, 1999, at 5:45 p.m. Anderson seconded the motion and at roll call vote, the motion passed 5 - 0. CHAIRPERSON'S REPORT: Mascari said he was at the fly-in breakfast and he wanted to thank SERTOMA for all the work they did. O'Neil said the Commission is responsible for the airside operations at the fly-in and additional help would be needed next year to direct ground traffic and parking. COMMISSION MEMBERS' REPORTS: Anderson said he has noticed several fox on the Airport. O'Neil said this has been a problem over the last few years. Some years it is more of a problem than other years. He will contact Animal Control to see if the fox can be trapped. Bender said he attended the fly-in and thought the new hangar worked out very well for the brealffast. He thought there was a good tumout. Heran said he had an opportunity to tour the Airport on a four-wheel all terrain vehicle. He said it gave him access to areas that were not normally assessable. He surveyed all the buildings at the Airport. ADMINISTRATIVE REPORT: O'Neil reminded the Commission that the land lease for the Rental Rehab's building was on a month to month basis. It is $116.66 per month. The land is in the northeast comer of the NCA. Next month is budget month. Mascari said he would like to be part of a subcommittee to look over the budget before the October meeting. O'Neil will send a copy of the projected budget to Mascari as soon as he receives it. The EAA will hold a "Young Eagles" day on September 12. Mascari said he will be at the Airport to make sure safety rules are followed. O'Neil said the new director of the Iowa Department of Transportation is Mark Wandre. He used to be the Assistant County Engineer for Polk County. In that capacity, he was the manager of the Ankeny Airport. Proposals for the fencing project at the Airport are due S~tember 24, 1999. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for October 14, 1999, at 5:45 p.m. The next special Airport Commission me~ting is scheduled for September 23, 1999, at 11:30 ADJOURNMENT: The meeting was adjourned at 8:05 p.m. Rick Mascari, Chairperson IOWA CITY HUMAN RIGHTS COMMISSION IOWA CITY PUBLIC LIBRARY - MEETING ROOM C AUGUST 24, 1999 - 7:00 P.M. MEMBERS PRESENT: Joan Jehle, Mary Larew, Charles Major, Diane Martin, Jane Nelson-Kuhn, Rick Spooner, Mettle Thomopulos, Jan Warren MEMBERS ABSENT: Janice Simmons-Welburn STAFF PRESENT: Laz Pittman, Heather Shank OTHERS PRESENT: Janelie Rettig 1. CALL TO ORDER: Chairperson Martin called the meeting to order at 7:02 p.m. 2. APPROVAL OF THE MINUTES: MOTION: meeting. of 8-0. Larew moved to approve the minutes from the July 26, 1999 Jehle seconded the motion. The motion was carried by a vote 3. RECOMMENDATIONS TO COUNCIL: There were none. 4. GUEST SPEAKER - JANELLE RETTIG - SUGGESTIONS FOR CHANGES IN HUMAN RIGHTS ORDINANCE Rettig said that she originally proposed seven possible changes to the Iowa City Human Rights Ordinance. After speaking with Shank, she narrowed the list to four. The proposed changes are bulleted below. Rettig's comment: Definition of Marital Status should be amended to include Domestic Partners. Current wording with potential change in bold: The state of being married or domestic partnered, single, divorced, separated or widowed. Rettig said that under the Human Rights Ordinance, domestic partners are included as "family"; however, domestic partners are not included under "marital status." She said that she believes domestic partners should be included in both. Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 2 Martin provided copies of the City pamphlet explaining how domestic partners can be registered. Rettig explained that there are a series of things that a person can do to prove they are a domestic partner. The person can then use this document to receive employer benefits, if offered. The registration is on file and essentially replaces a marriage license. Shank said that by changing the definition of marital status to include domestic partners, the change to the ordinance would apply in all categories (i.e., employment, education) of the kinds of discrimination. This change would then require private businesses to treat domestic partners in the same manner as everyone else. Changing the definition in every provision of the ordinance would require private employers to offer the same benefits to domestic partners as to those who are married. She asked Rettig if this was her ultimate intent. Rettig said that this is her intent because people who are domestic partnered are not treated the same as those who are married. Rettig commented that the City went out on a limb and now offers pseudo-equal benefits to domestic partners. She said that the benefits are not equal because although the City offers health insurance to domestic partners, domestic partners do not receive disability insurance, family and medical leave, dental insurance, etc. Rettig said that the City personnel office told her that they informed the Council only health insurance would be offered. However, several of the councilors were under the impression that all of the same benefits would be offered. Shank asked Rettig if the City has specifically responded to the inequities in benefits between married persons and persons who are domestic-partnered. Rettig said that the City now calls this a collective bargaining issue. Shank said that more than just the City would be involved with this change to the language. Shank said that she wanted to make sure all commissioners understood that before they discussed this with the City Council. Shank said that people are not allowed to be discriminated against based on their sexual orientation and the receipt of benefits. The person is not being considered as part of a couple in this case. If a person is domestic- partnered, they are not being discriminated against as an individual; rather, their domestic-partnered status is being discriminated against. Currently, the domestic-partnered status is not included as a protected category. Shank said that she would ask for a written opinion about this. Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 3 · Rettig's comment: Definition of Sexual Orientation should be updated to move away from a definition of behavior and granting rights to only adults. Current wording: The status of preferring a relationship of affection or a sexual relationship with a consenting adult of the same sex, or with a consenting adult of the opposite sex. Potential change: Sexual Orientation means actual, history of, or perceived heterosexuality, homosexuality, or bisexuality. Sexual Orientation does not include participation in acts which are prohibited. Rettig said that the current definition seems out-of-date and focuses on behavior. She said that the changed wording is similar to the wording that has been introduced in the Iowa Legislature, and has been adopted by Cedar Rapids. She added that the second sentence is meant to protect minors. Pittman said that the Commission should find out and define the specific acts that are prohibited by law because there are some old laws on the books which cover things that currently seem appropriate. Rettig's comment: Sections 2-3-4 B, Education. It is unclear to me why the University of Iowa or any other educational division of the State is excluded from the Human Rights Ordinance. Yet, it seems that other governmental bodies are not excluded in other sections. Current wording: For the purpose of this section, "educational institution" includes any preschool, elementary, secondary or merged area school, area education agency or post-secondary college and their governing boards, with the exception that this Section shall not include the University of Iowa or any other educational division of the State. Rettig said that excluding the UI seems inconsistent with the part of the ordinance that discusses discrimination in employment. She said that this wording makes it appear that the UI can discriminate in education. Shank said that she believed an agreement was made between the UI and the City years ago. However, she would ask to have a legal opinion written about this. Rettig's comment: The Human Rights Ordinance should be amended to apply to City departments and services. Current wording with potential change in bold: It is unlawful to discriminate in employment, credit, public accommodation, City services, and education on the basis of race, creed, color, religion, national origin, age, sex, marital status, disability, sexual orientation, or gender identity. Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 4 Warren asked Rettig about her interest in having a county-wide ordinance. Rettig said that an opinion has been received from Patrick White. He said that the county could only enforce the ordinance in unincorporated areas. She said that they would then need to question whether it is worth it. She feels that it is worth it because of the businesses that are being constructed in unincorporated areas. However, she would like a second opinion. Shank said that she could ask for a legal opinion about this as well. Warren said that the Commission has been working on the ordinance at the state level and asked Rettig if she thought more effort should be put towards a state ordinance rather than a county ordinance. Rettig said that she would be involved in a meeting with the Governor the next day. He will be signing an executive order banning discrimination in state employment because of sexual orientation. She said that it was unclear if this would apply to all state agencies. They will then take that as an initiative to push a civil rights bill and work with the newly appointed members of the State Civil Rights Commission. She said that she is of mixed opinion for pushing towards more local ordinances. If there were a state civil rights ordinance, the local ordinances would not matter. But when the local ordinances fail, she wants the effort to come back to the state movement. She said that she has been told the ordinance will pass in Des Moines. They can then make an argument that the biggest cities have the ordinance. Warren said that the HRC's strategy has always been to work with the State Civil Rights Commission and solicit support from people across the state through the State Commission. Rettig said that she would not want to dissuade the HRC and believes it would be good for the State Commission to endorse the bill if one comes forward; however, she does not think the endorsement of a State commission will make a difference to those people who are undecided. Martin said that she agrees with Rettig to a point. She noted that if the State Commission that was going to enforce the new legislation did not agree with the bill, they would have a big problem. Shank agreed and said that in order to enforce the law, the State needs to have a Commission that believes in anti-discrimination law and the protected categories. Rettig said that she understands and that was why they asked for different people to be appointed to the State Civil Rights Commission. She said that the support of the State Civil Rights Commission is important, but what it comes down to is whether legislators believe they are going to lose their jobs or not. Shank noted however, that if the State Commission did not support the change, the legislators could use the argument that the Commission which would be enforcing the law did not support it. Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 5 Commissioners thanked Rettig for her suggestions and discussion. 5. OLD BUSINESS: ICRC Subcommittee Meeting Shank said that the Iowa Civil Rights Commission subcommittee meeting was to be held August 27th. Shank said that she had sent the information requested to subcommittee members. This included information from other human'rights commissions around the state. She said that the package of information was well received by the subcommittee and she would keep the HRC informed about the subcommittee's actions. Human Rights Breakfast Posters - pass out tickets Commissioners divided up the task of putting up posters for the Housing Discrimination Forum. Nelson-Kuhn said that she wished to take 22 posters to be placed in the cambuses. Shank said that the HRC would not have to worry about the Human Rights Breakfast posters because students were available to post them. Tickets to the breakfast were handed out for commissioners to sell. Jehle kept a tally of how many tickets were handed out to each commissioner. Jehle encouraged commissioners to find someone to make a nomination for one of the awards. She asked commissioners to bring names, addresses, and money from the tickets to the next meeting. As an FYI, Nelson-Kuhn informed the group that if 22 copies of a poster are received by the Cambus Office before noon on a Thursday, the dispatcher will get the fiyers approved and have the posters up in all of the buses by Monday. Housing Discrimination Forum- treats? Martin said that she would order the treats; however, she would order fewer than last time. Shank said that she has the coffee and a coffee pot. Martin said that the only other business to take care of for the events was to stuff envelopes after the meeting. 6. NEW BUSINESS: Nelson-Kuhn said that she was part of the team that recently found no probable cause after reviewing a case. However, she felt that the company had a policy of discrimination to the investigator. She wondered if there was anything the commissioners could do to educate the business. Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 6 Shank said that under the law, no probable cause could be found with the facts of the case. However, if the commissioners want to educate the business about discrimination, they can file an informal complaint with the investigators. The investigators will then write a letter to the business explaining that an informal complaint has been filed based on the investigation that was conducted. While there is no probable cause to believe that discrimination took place on the part of the one particular individual as an actor in that case, there is suggestion that there were policies enforced by the company that may be considered discriminatory. The letter would then list what those statements were and state that the HRC wished to alert the company of what the law is. The team that reviewed the case agreed that they would like to bring an informal complaint to the investigators (Pittman and Shank) so that the investigators may write a certified letter to this particular business. Pittman commented that this might be a good idea because if the company receives the no probable cause determination, nothing will change. Jehle said that she would draft the complaint for the team's review and the entire team (Jehle, Nelson-Kuhn, Thomopulos) would sign the letter. 7. REPORTS OF COMMISSIONERS: Nelson-Kuhn said that she has been thinking about how each commissioner uses their education on human rights issues individually. She believes commissioners should use the education to not only review cases, but to also take that education into the community. (Such as what they have learned about the ADA, etc.) Nelson-Kuhn said that she saw something about brochures that could be handed out to places like hotels showing how the hotel can be ADA-compliant. Shank commented that the letters the Commission will be mailing about the Housing Public Forum provides some education and they will be handing out additional materials at the forum. Martin said that there has not been a formal follow-up after an educational program on what each commissioner was going to do individually. However, she has found herself speaking up more and people tend to approach her with questions knowing that she is on the Commission. She added that she thinks it would be a good idea after a public forum for commissioners to discuss how they could take the information to a broader audience. Warren added that one of the ways the HRC brings the information to a broader audience is by showing the taped session on local access cable. Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 7 She said that she was thinking about the bigger issue of how to reach the people who do not attend the forums. Nelson-Kuhn agreed and said that commissioners may be seen as working on their individual issues; however, she sees the group as working for the good of the entire community. Shank said that she has been asked if the Commission wants to submit an article to appear in the Community News. This is another avenue for educating the public. Major said that he attended the IAOHRA Human Rights Conference in Des Moines. He asked the Deputy Assistant Secretary from HUD why it has taken so long to have the City's request to become substantially equivalent reviewed. The Deputy Assistant Secretary gave Major his card and said that he would call Shank when he got back to Washington. However, the Iowa City office has not received any calls. Major said that he also asked questions and listened to: a speaker from the U.N. who discussed China and human rights; a speaker who discussed sexual orientation issues; speakers from British Columbia, Canada where the cities are further along than Iowa City in terms of ordinances, etc.; a speech by the Governor; and other break-out sessions. He said that he has received a lot of materials and that Iowa was well thought-of and well represented at the conference. Major also mentioned that he thought the annual report included in commissioners' meeting packets looked good. He said that he looked at other annual reports from around Iowa that were not nearly as comprehensive. Shank said that she sent a draft of the annual report to Brooklyn, New York. A woman is completing a nationwide report on trans- gender protection and has requested Iowa City's statistics. Shank said if the HRC approved of the completed report, she would send a final copy to New York. Commissioners agreed that the final report could be sent. Larew noted that the Ul's Office of International Education is sponsoring an ongoing program for scholars from other countries who are inhibited from doing research in their own country, including research on human rights. Shank said that she was invited to serve on the board for the Ul's Center for Human Rights. Shank's role is to represent the Human Rights Commission. Larew also brought an article that she wished to share about Dubuque. Thomopulos said that she received an e-mail from a women's organization in Iowa City that provides support to women in underdeveloped countries. The e-mail requested support from any human rights group because of the blatant abuse and cruelty of women in Afghanistan. The well-educated Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 8 women are confined to their homes because if they go against any of the country's norms, they are stoned publicly. Thomopulos said that she would send a copy of the petition and information to all commissioners. Once they have discussed it, commissioners could decide if they wish to support the petition. Jehle said that she has contacted several places about obtaining publicity for the Human Rights Breakfast and asked commissioners for any information about who to contact at the various local media outlets. Jehle noted that she and Larew attended the Hate Acts Rapid Response Team meeting. She passed around a copy of the brochure that will be finalized and asked for any comments. She said that the Rapid Response Team divided into smaller teams that will do outreach and make the Team known. She added that Diane Finnerty would provide training for the Team in October. Spooner said that he enjoyed speaking on the Dottie Ray radio show about the Human Rights Breakfast. Jehle was also on the show with Spooner. 8. STATUS OF CASES: Shank said that things are going fine. Pittman noted that as of August 9th, there were 26 cases for 1999. In December 1998, there were only 23 cases and in December 1997, there were 22 cases. Martin said that the highest number of cases was 47 in 1995. Pittman said that she had talked with Shank about how forums and rallies are generally directed to minorities. The people who are not part of these groups do not feel that they belong. She said that in looking at hate crimes, there is a segment of society that feels alienated and is angered by this. She said the more minorities are protected, the more alienated the other segment of society feels. She asked for any ideas on how to reach the segment of society that believes they are not protected when, in fact, they are. Spooner commented that there is a backlash because a lot is heard about protection for minorities, but white males believe that the chances of their complaint being heard has been diminished. Thomopulos suggested an event that is more inclusive. Pittman said the HRC could perhaps think about doing something that validates humanity because everyone is protected. Shank said that they can continue to mention at the next forum that everyone is protected and it will run on the tape. Martin said that this may be a forum topic that the HRC will want to explore. Iowa City Human Rights Commission August 24, 1999 - 7:00 p.m. Page 9 9. ADJOURNMENT: Nelson-Kuhn moved to adjourn the meeting. Thomopulos seconded the motion. The meeting was adjourned at 9:06 p.m. HRC082499.doc IOWA CITY HUMAN RIGHTS COMMISSION IOWA CITY PUBLIC LIBRARY - MEETING ROOM C SEPTEMBER 28, 1999 - 7:00 P.M. MEMBERS PRESENT: Joan Jehle, Mary Larew, Charles Major, Diane Martin, Jane Nelson-Kuhn, Janice Simmons-Welburn, Rick Spooner, Mettie Thomopulos, Jan Warren MEMBERS ABSENT: STAFF PRESENT: Heather Shank OTHERS PRESENT: 1. CALL TO ORDER: Chairperson Martin called the meeting to order at 7:03 p.m. 2. APPROVAL OF THE MINUTES: MOTION: Warren moved to approve the minutes from the August 24, 1999 meeting. Jehle seconded the motion. The motion was carried by a vote of 9-0. 3. RECOMMENDATIONS TO COUNCIL: There were none. 4. OLD BUSINESS ICRC Subcommittee Meeting - recommendations Martin pointed out that everyone received a copy of an e-mail from Dave Leshtz of the Iowa Civil Rights Commission. The e-mail stated that the appointed subcommittee had met to respond to recommendations made by the Iowa City Human Rights Commission (HRC) concerning sexual orientation. The subcommittee plans to add a discussion of sexual orientation to the agenda for the October retreat. Martin noted that the HRC has been attempting to get this issue on the October retreat agenda for a number of years. She added that the subcommittee plans to track complaints. However, this may not be very effective because people would not be filing many complaints if they live in areas not under the Commission's jurisdiction. Progress on recommendations suggested last month Shank said that the HRC would have the requested legal opinions by the next meeting. Warren stated that there was at least one issue that the Commission could discuss without a legal opinion. Iowa City Human Rights Commission September 28, 1999 - 7:00 p.m. Page 2 For ease of reference, the four suggestions made by Rettig at the August 24, 1999 meeting are listed below. 1. Rettig's comment: Definition of Marital Status should be amended to include Domestic Partners. Current wording with potential change in bold: The state of being married or domestic partnered, single, divorced, separated or widowed. 2. Rettig's comment: Definition of Sexual Orientation should be updated to move away from a definition of behavior and granting rights to only adults. Current wording: The status of preferring a relationship of affection or a sexual relationship with a consenting adult of the same sex, or with a consenting adult of the opposite sex. Potential change: Sexual Orientation means actual, history of, or perceived heterosexuality, homosexuality, or bisexuality. Sexual Orientation does not include participation in acts which are prohibited by City or State law. 3. Rettig's comment: Sections 2-3-4 B, Education. It is unclear to me why the University of Iowa or any other educational division of the State is excluded from the Human Rights Ordinance. Yet, it seems that other governmental bodies are not excluded in other sections. Current wording: For the purpose of this section, "educational institution" includes any preschool, elementary, secondary or merged area school, area education agency or post-secondary college and their governing boards, with the exception that this Section shall not include the University of Iowa or any other educational division of the State. 4. Rettig's comment: The Human Rights Ordinance should be amended to apply to City departments and services. Current wording with potential change in bold: It is unlawful to discriminate in employment, credit, public accommodation, City services, and education on the basis of race, creed, color, religion, national origin, age, sex, marital status, disability, sexual orientation, or gender identity. Warren suggested that the Commission discuss the second recommendation on Rettig's list. Shank said that this wording is used by other states as well as Cedar Rapids. Martin asked if anyone had a problem with the updated wording. Simmons-Welburn said that she did not see any problem with the updated wording. Warren said that she was concerned about Council only accepting parts of the updated wording. Shank noted that the HRC would need to vote on Iowa City Human Rights Commission September 28, 1999 - 7:00 p.m. Page 3 the spirit of the updated wording at the next meeting. Once the wording has been revised, the Commission would then have a second vote on the exact wording that would be presented to Council. She added that once this recommendation comes before Council, all commissioners should make an effort to attend that meeting. Warren asked if Shank could name the specific states/cities where the wording of the second recommendation is used. Shank said that she would try to provide this information. Shank will provide the HRC with the legal opinion on the other three recommendations at the next meeting. On a related topic, Major said that he had heard that Johnson County and the University of Iowa provide equal benefits to partners but that the City does not. Shank replied that the rumor is not true. She said that the City provides health insurance, dental insurance, and funeral leave to domestic partners. The same rules apply to both married people and domestic partners. Warren said that she was recently in a meeting with the UI where she learned that domestic partners can buy the insurance, but at a different rate. Zero dollars are allotted to domestic partners compared to married people. She added that this issue is on the docket to be discussed by the Board of Regents in the spring. The other Regents institutions must not object in order for a change to be implemented. Human Rights Breakfast - Money from tickets Martin stated that the deadline for turning in the money from tickets and the names of people who purchased tickets is October 25, 1999. Jehle explained that Shank retains the names and addresses of ticket buyers for next years mailing. Jehle handed out new posters naming the winners and announcing the Breakfast. Shank said that the posters had been placed downtown. Thomopulos and Larew agreed to arrive early at the Breakfast to take tickets. Warren said that she would take care of the plaques. Martin said that she would meet with Shank before the Breakfast to review the program and what she will say. Warren asked if changes were made to the layout of the program. Jehle said that she had revamped the nomination form according to what the Commission had previously discussed. The same format for the names could be used for the program as well. Shank mentioned that the list of past award winners was becoming lengthy and all of the information would not fit on the program. Commissioners agreed that a second page could be added to the program. Simmons-Welburn said that she would assist Shank with the program. Nelson-Kuhn suggested that a booklet of past award winners be created for future Breakfasts. Iowa City Human Rights Commission September 28, 1999 - 7:00 p.m. Page 4 Warren also asked if the HRC could use the same logo on all of their documents. Shank said that she would ask Document Services to use the logo of faces the logo favored by the Commission. Martin said that Jehle wrote letters asking the nominees that were not selected this year if the HRC could place them in the nominee pool for next year. Nomination forms will also be placed on the tables at the Breakfast. Housing Discrimination Forum Martin said that the program was not well artended; however, Jan Alderton, Housing Specialist, gave an excellent presentation. A video of the program will run on the government channel. Martin and other commissioners commented that Alderton provided an abundance of information and documentation. Martin said that the materials will serve as an excellent resource once Iowa City's ordinance becomes substantially equivalent. She explained that once HUD deems the City's ordinance substantially equivalent, the City will receive funds for another investigator whose time will be devoted solely to housing issues (complaints and education). Residents will be able to have their complaints reviewed locally rather than at the state level. Shank noted that the ordinance must also be approved by City Council and the Council's second vote was to occur that evening. Major asked if the City was getting closer to approval from HUD. Martin said that the HRC has been working on receiving HUD's approval for quite some time. 5. NEW BUSINESS: There was no new business. 6. REPORTS OF COMMISSIONERS: Jehle reported that the film "Yidl in the Middle" about growing up Jewish in Iowa was to air on Living in Iowa on Friday, October 1, 1999. Jehle said that she also attended a Public Relations seminar for non-profit groups hosted by the Iowa City Gazette. She said that she took notes and found that one of the few ways to get free publicity for the Human Rights Breakfast was through the Neighbors section. She said that the HRC could send a list of the people to receive awards at the Human Rights Breakfast as potential profiles for the Neighbors section. Press Releases are not very effective because events noted in Press Releases are generally included in the Community Calendar. The only other option is a paid advertisement. Iowa City Human Rights Commission September 28, 1999 - 7:00 p.m. Page 5 Larew presented the final version of the brochures for the Hate Acts Rapid Response Team (HARRT). She noted that the brochures will be delivered throughout the community and HARRT is supposed to support all of Johnson County. A list of classes protected from Hate Crimes appears on the brochure. Spooner said that the HRC should not be discouraged about the turnout for the Housing Public Forum because those who were in attendance will spread the word. He also mentioned that one of his interests as a commissioner is to reach the youths of the community. He said that he will devote time to learning so that he can be qualified to teach youths. Martin said that the Southern Poverty Law Center develops a lot of materials for this purpose. Jehle noted that the Center provides a publication called "Teaching Tolerance" for free. Simmons-Welburn suggested that this could possibly be a topic for a town meeting. Martin said the HRC should begin discussing town meetings at the October meeting. Shank said that three commissioners' terms are up (Major, Thomopulos, and Spooner). Shank reminded them to fill out a form asking to be re- appointed. Major commented that Diann Wilder-Tomlinson, chairperson of the Iowa Civil Rights Commission, has resigned and accepted a position as Warden of the Mitchellville penitentiary. In a recent news report, he also learned that a ruling by the European court will allow gay, lesbian, and bisexual people to be in the British military. In addition, Major said that he got the chance to mention human rights during a City Council forum that was televised. Nelson-Kuhn said that she received a letter from the Lieutenant Governor's office concerning the Lt. Governor's community forums about employment. She thought that the forums did a good job; however, they overlooked the problem with the fact that some poverty is accepted. She requested that commissioners be mindful of this class system and of breaking down these barriers around poverty. Simmons-Welburn said that she viewed a photographic exhibit at the World Trade Center showing overwhelming violence against women. She suggested that the Commission think about ways to educate the public on these issues. In addition, she talked about discrimination occurring in a school district where a teacher who had a sex change operation was fired. Shank noted that this was not a protected class except in certain cities, such as San Francisco. Simmons-Welburn said that the HRC should be mindful of how this type of discrimination could occur anywhere. Iowa City Human Rights Commission September 28, 1999 - 7:00 p.m. Page 6 Warren said she had heard that the first gay PTA has been established. STATUS OF CASES: Shank said that Team B has a case in conciliation. However, the attorney's client is not responding. Therefore, she has advised the attorney that they will need to have a conciliation meeting. She said that Team A's ~Sase is in conciliation and is also moving slowly; therefore, they also may need to have a conciliation meeting. Martin said that she was impressed with the progress. She noted that there appeared to be six cases in legal, three administrative closures, two probable causes, six no probable causes, three in mediation, six pre-determination settlements and two right to sue letters. Out of a total of approximately 59 cases, all of these cases are well along the way. Jehle said that she followed up on her team's concerns from the previous meeting. She typed up an informal complaint letter about the business that seemed to have a policy of discrimination. Members of the team agreed that they would sign the letter and forward it to the human rights investigators. 8. ADJOURNMENT: Warren moved to adjourn the meeting. Thomopulos seconded the motion. The motion was carried and the meeting was adjourned at 8:30 p.m. HRC092899.doc MINUTES IOWA CITY TELECOMMUNICATIONS COMMISSION MONDAY, AUGUST 23, 1999 - 5:30 PM CIVIC CENTER LOBBY CONFERENCE ROOM MEMBERS PRESENT: Betty McKray, Cathy Weingeist, Jim Pusack, Terry Smith STAFF PRESENT: Drew Shaffer, Andy Matthews, Bob Hardy, Keri Stokstad, Mike Brau OTHERS PRESENT: Beth Fisher, Rene Paine, Denis Martel, Phil Phillips RECOMMENDATIONS TO COUNCIL None. SUMMARY OF DISCUSSION Martel reported ATT's cable modem Internet service @Home has been experiencing some difficulties. Some subscriber' s modems may shut down or the speed will not be up to standards. New @Home installations are on hold until the problems can be addressed. Refunds will be provided if subscribers request them. Paine reported the PATV Board has been working on their contract with the City of Iowa City and Coralville and expects to have some proposed language ready by the end of the week. The Midwest Region of the Alliance for Community Media has expressed interest in Iowa City hosting a spring conference on April 14-15, 2000. PATV plans to submit a grant proposal to the Iowa Convention and Visitors Bureau for promotional funds. Fisher reported the library is working with the Johnson County Historical Society and the Master Gardeners to produce a documentary on the heritage gardens at Plum Grove. Footage has been gathered since last winter. Hardy reported that Community Programmer Keri Stokstad has accepted a job in Oregon and will be leaving the City early in September. The legal department issued an opinion stating that the Community Television Service can cover forums dealing with ballot issues and elections as long as treatment is fair and consistent. The CTS guidelines will be modified to reflect language similar to that known as the "Faimess Doctrine." Hoch suggested that as part of the 2000-2002 Guidelines that a survey of the community should be done to measure the public perception on what role PATV should play, what services should be offered, and what direction PATV should go. Hoch said PATV could be asked to respond to the fmdings as part of the Performance Assessment and develop a plan to meet the needs demonstrated in the survey. McKray suggested that the survey include questions relevant to all the access channels. APPROVAL OF MINUTES It was moved by Smith, seconded by Weingeist to approve the July 26, 1999 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS None. ATT CABLE SERVICES REPORT Martel reported he has been working with Shaffer on plans to accommodate the City Cable 'TV Office move to the new parking ramp. The City Recreation Department had requested a cable drop at Mercer Park. Martel said there would be a higher cost due to the distance from the cable system. A cost estimate will be forwarded to the City. The cable modem Intemet service @Home has been experiencing some difficulties. Some subscriber's modems may shut down or the speed will not be up to standards. ATT has been unable to secure the needed T 1 and T3 telephone lines needed to make the connection to the regional data processing center. New @Home installations are on hold until the problems can be addressed. Refunds will be provided if subscribers request them. Hoch asked if the outage refund requirements in the franchise agreement apply to @Home. Matthews said the FCC is reviewing how cable modem service should be treated in respect to cable services. ATT has taken a position that cable modem service is a cable service. Smith said that unlike video service, ATT might not know which subscribers have lost service. Pusack said subscribers would likely request refunds given the time and effort many have gone through to get the problems corrected. Hoch said ATT could send a letter to all @Home subscribes informing them they are entitled to a refund if their service has been down. Pusack said that after past outages ATT has not offered to give refunds unless the customer specifically asks for one. MCLEOD REPORT Shaffer said he received an email from McLeod representatives informing him that they would be unable to attend. LEGAL REPORT Matthews reported a meeting with McLeod has been scheduled for September 15 at which McLeod will explain why they have been unable to meet their goals in Cedar Rapids and Iowa City. Smith and Hoch will attend on behalf of the Commission. The City is reviewing what costs associated with the referendum and related expenses can be recouped from McLeod. PATV REPORT Paine reported the PATV Board has been working on their contract with the City of Iowa City and Coralville and expects to have some proposed language ready by the end of the week. Training workshops have been restructured. It is hoped that the new workshop structure will allow volunteers to produce more community programming under the tutelage of PATV staff. Two production and a public relations internships will be offered this fall. Applications are due on September 10. PATV will hold a garage sale on September 25 from 1-6 p.m. at the PATV office. Greg Brown will perform held on October 28 at the Mill restaurant as part of a PATV fundraiser. A survey has been distributed to United Action for Youth, the Neighborhood Centers, and the Recreation Centers to assist in the development of a grant proposal dealing with children. The Midwest Region of the Alliance for Community Media has expressed interest in Iowa City hosting a spring conference on April 14-15. PATV plans to submit a grant proposal to the Iowa Convention and Visitors Bureau for promotional funds. Weingeist said that she serves on the Convention Bureau board and they were impressed with PATV's presentation. LIBRARY REPORT Fisher reported the library is working with the Johnson County Historical Society and the Master Gardeners to produce a documentary on the heritage gardens at Plum Grove. Footage has been gathered since last winter. On August 31 the brown bag lunch series of the library will begin with a program on archeological digs taking place at Plum Grove and the University of Iowa. The event will be cablecast live. Use of the Iowa Communications Network (ICN) site in the library has been strong and is growing. On August 24 Governor Viisack will use the ICN for a program titled "Y2K: A Community Conversation." ECC REPORT No representative was present. SENIOR CENTER REPORT No representative was present. CITY CABLE TV OFFICE REPORT Hardy reported that Community Programmer Keri Stokstad has accepted a job in Oregon and will be leaving the City early in September. The legal department issued an opinion stating that the Community Television Service can cover forums dealing with ballot issues and elections as long as treatment is fair and consistent. The CTS guidelines will be modified to reflect language similar to that known as the "Faimess Doctrine." The CTS Advisory Committee can serve as a body to resolve any disputes. The Media Unit will again cover the election results and anticipates coverage of City Council candidate forums. InfoVision heavily promoted Irving Webber Day, including an expanded Iowa City history section. The Iowa River Corridor section has been expanded and includes trail maps, photos, and notes on historical sites. Shaffer reported he has been working on plans for moving the City Cable TV Office to the new parking ramp. Other cities have been contacted to determine the sound levels in similar buildings. Shaffer has also been working on the financing. Shaffer reported receiving 10 complaints, including the problems with @Home, billing problems, late hookups, problems with digital cable, and the DMX audio service no longer being received through a separate, stereo converter but from a monaural video source. PATV PERFORMANCE ASSESSMENT GUIDELINES FOR 1996-1999 AND 2000-2002 Hoch suggested that as part of the 2000-2002 Guidelines that a survey of the community should be done to measure the public perception on what role PATV should play, what services should be offered, and what direction PATV should go. Shaffer noted item number 7 of the Guidelines and said that some measurement of public perception has been included in the Guidelines. Hoch said there are professional polling agencies at the University that might be utilized. Weingeist said she has worked with them in the past and the cost for the survey was $10,000 with an offer to do a follow-up survey for $6,000. Hoch said PATV could be asked to respond to the findings as part of the Performance Assessment and develop a plan to meet the needs demonstrated in the survey. McKray suggested that the survey include questions relevant to all the access channels. Pusack said that in terms of inclusion in the Performance Guidelines there could be a question asking how the results of any survey results might be utilized by PATV. Shaffer will contact Art Miller at the University and look at the budget for funding. Paine said a survey to measure public perception of PATV was conducted in 1996 free by a University class. A follow-up survey is planned. Pusack suggested changing the 2000-2002 Guidelines to the present tenses as it would be used to evaluate PATV's performance at the end of the contract period. Hoch said the guidelines need to ask what PATV did to address any weak areas and how PATV plans to address them in the future. Hoch said that the concerns Shaffer outlined in the June 22 memo should be included in the 2000-2002 Guidelines. Smith said the Guidelines should provide specific expectations of PATV in measurable terms. Weingeist said that training viewers in critical viewing skills needs to be included in the 2000-2003 Guidelines. McKray said that to meet the timeframe a recommendation should go to the City Council in November. NEXT MEETING The Commission will hold a special meeting October 4 at 5:30 p.m. to hear PATV's report. An additional special meeting will be held October 18 at 5:30 to work on the Guidelines. SPECIAL RECOGNITION Weingeist moved and Hoch seconded a motion that Weingeist write a letter on behalf of the Commission expressing appreciation for the work Stokstad has done as the Community Programmer. The motion passed unanimously. Hoch moved and Weingeist seconded a motion formally thanking Stokstad for her service as Community Programmer and praised her contribution to the service and to the community. The motion passed unanimously. ADJOURNMENT It was moved by Pusack and seconded by Hoch to adjourn. The motion passed unanimously. Adjoumment was at 7 p.m. Respectfully submitted, r Cable TV Administrator MINUTES IOWA CITY TELECOMMUNICATIONS COMMISSION SPECIAL MEETING MONDAY, OCTOBER 4, 1999 - 5:30 PM CIVIC CENTER LOBBY CONFERENCE ROOM MEMBERS PRESENT: Betty McKray, Cathy Weingeist, Jim Pusack, Terry Smith, Steve Hoch STAFF PRESENT: Drew Shaffer, Dale Helling, Bob Hardy, Mike Brau OTHERS PRESENT: Rene Paine, Greg Thompson, Phil Phillips, Tim Clancy RECOMMENDATIONS TO COUNCIL None. PATV PERFORMANCE ASSESSMENT PRESENTATION Paine asked Commissioners to consider several questions as they consider PATV's Performance Assessment. What do you expect from TV? What is its potential? Is it a tool or an appliance? Whom should it serve? What should it look like? How do we make television user-friendly? Why are viewers so tolerant of network fare and TV personalities such as Jerry Springer and Howard Stern, the portrayal of graphic violence, and the titillation of afternoon soaps, and yet, so critical of local efforts? How do we make television and other media work to strengthen our community? Expectations are attached to PATV. How many people expect PATV to look like mainstream television? How many expect program content to be non-controversial? How many think the programming is selected from a corporate mind-set? How often do people think of PATV as a back fence or front porch, a service organization or a breath of fresh air in the stale re-circulated air of corporate-dominated media? It is the role of PATV to provide a service and systematically change the expectations the average person has in regards to viewing television. For PATV's Performance Assessment PATV has done their best to quantify a service that has many benefits that can not be measured. Since 1996 PATV has trained over 500 local citizens and amassed over 2000 volunteer hours. The facilities have been used for thousands of hours to create almost 3000 new locally produced programs that have been cablecast on channel 2. PATV is consistently above average when measured against other access centers. How do you measure the knowledge and skills acquired by local citizens and the impact of the messages sent out to thousands of cable subscribers? Several items were not included in PATV's Performance Assessment. Nearly 200 non-profit organizations have run PSAs on PATV every year since 1996. The PATV Board conducted an in-depth review of Paine's performance including input from the staff, producers, and Board. Perhaps the most difficult thing to represent is the feel of a place. Is there an air of acceptance, helpfulness, growth, and camaraderie? Greg Thompson, PATV Board Treasurer, gave an overview of PATV from the Board's perspective. Thompson said he was surprised at the amount of time required of Board members meetings to deal with issues that arise. The move to the new facility, for example, was a large challenge for the Board. PATV has changed as a result of renting a facility--there is now five staff members compared to seven when PATV was in the library. All nine Board positions are filled. Board members are diverse in age, knowledge, life experiences, and abilities. From April 1998 to December 1998 the fundraising efforts generated $2,700. This September an 800-piece direct mail campaign has just been initiated. A recent garage sale raised $500. A silent art auction will be held in November and Greg Brown will perform a benefit concert. A telethon will be held next year. Two new Board members will be elected in November. Thompson talked to the Coralville City Council about getting a Coralville representative on the Board. A video produced by PATV about PATV was shown. Weingeist asked about the membership of the Board and said that most successful boards have diversity in their makeup, including members who are not directly served by or have a user interest of that organization. Boards can become myopic if the board is not composed of a diversity of people. Paine said that two Board members are not producers and several others are not current producers. Thompson noted that at times it has been difficult to get people to serve on the Board. Clancy said that an application process was started during the last round of appointments that asks candidates about any attributes which may be applicable, ties to the community, and level of commitment they are prepared to make. Pusack asked about the Board's role in determining the mix of programming cablecast. Does the Board suggest priorities to the staff or is programming exclusively reactive? Paine said producers determine the programming line-up, as they can request when their program plays. Pusack asked if there is, or if PATV wishes there to be, any effort to produce programs of particular interest to the community by volunteer producers or PATV staff. Thompson said the responsibility of PATV is not to encourage or discourage any type of programming. PATV's role is to provide training and facilities. For PATV staff to attempt to influence the content of programs would be contradictory to PATV's mission. Paine noted that PATV features locally produced programs in prime time as a means of cultivating local interest. Weingeist said a Board could help with some of the problems such as fundraising and reaching segments of the community that PATV has had trouble reaching. For example, Riverside Theater selects board members who will be able to assist in fundraising and writing grants. Thompson said good board members are hard to find and it is difficult to get them to commit. Hoch said the Commission' s role is assessment. In the past, the Commission wanted to discuss the make-up of PATV's Board but the City legal department advised against it noting that PATV is an independent organization. Smith asked who PATV perceives as their customers-the producers or viewers. Paine said both groups are customers. Smith said the assessment prepared by PATV focused on the producers and asked if there was any data on the viewers. Paine said a survey of viewership was done in 1996 as a University class project that included strategies to address those results. The survey revealed that many people knew about PATV but not many utilized the services. 35% watched PATV every once in a while or on a regular basis. A follow-up to the survey is planned. Weingeist said that the primary customer of PATV should be the producer. Public access is access to the means of communication. Hoch said that is how PATV has defined itself. The City, through the franchise and PATV's contract has asked PATV for more as demonstrated by the phrase "public access and community programming". PATV has been doing half the job. The Commission should be mindful of those who pay the bill. Weingeist said the process of having a means for public communication accessible to the entire community is what is important, not how many people are watching. Anyone who goes to the difficulty of producing a program will want to reach an audience. Because the mass media is controlled by a very few, very powerful conglomerates it is very important to have a service like PATV where anyone can communicate what they wish to communicate without a concern that the program be commercial or saleable. Hoch said he agrees with the goals expressed by Weingeist, but the question for the Commission is how much of that goal does the community wish to purchase. How much public access does the community want and how much of something else does the community desire? That is a political question. Thompson clarified that when he said that producers are PATV's customers that he did not intend to diminish the importance of considering the needs and desires of viewers. Paine said it is difficult to assess the viewership without additional surveys and funds to do so. Smith noted PATV's stated goal of providing a certain level of community programming and asked if there was any mechanism to cover events of high community interest such as the City High/West High football game when no producers are going to tape such events. Paine said she would like to see the schools cover such events and have been hoping to inspire kids to do so by the special training efforts provided to them. PATV is now moving into a more proactive approach to community programming. For example, last Saturday PATV interns taped the new fountain dedication. Paine said better coordination among the access chinreels is needed in this regard. The new workshop tracks will also lead to more coverage of community events. Hoch said there is a possibility of PATV staff taping events of high community interest and gathering sponsors to help cover the costs. Pusack noted that one goal of PATV is to participate in the community programming effort but a more clear, measurable goal is needed. For example, a goal could be stated that x percentage of programming will be community programming. In addition, it is not clear what PATV perceives as community programming. Paine said that PATV's priority is to staff the access center, train producers, and provide equipment. A stronger community programming effort, including sponsorships, would require additional time and money. Hoch said a stronger community programming effort could reduce the negative perception of PATV in some segments of the community and make it much easier to raise money. Paine said there is a staff person located in the government cable TV office to provide service to the non-profits, but there is still a need to cover other events such as the homecoming parade and the jazz fest which don't fall within the Community Programmer's mission. One possibility would be to generate a list of events and all the access channels would figure out how to get them taped. Smith said the 1997 Performance Assessment Criteria were nebulous. PATV has done a good job of meeting those criteria according their interpretation. Smith said that he expects PATV to take more action to develop interest in the community to watch PATV. There is a good mechanism for producers in place, but the Commission and PATV need to look at how to do more for the viewers. ADJOURNMENT Pusack moved and Smith seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 7:04 Respectfully submitted, Wm. Drew Shaffer Cable TV Administrator. MINUTES PARKS AND RECREATION COMMISSION OCTOBER 13, 1999 MEMBERS PRESENT: Barbara Endel, Craig Gustaveson, Bruce Maurer, Matt Pacha, Rex Pruess, Al Stroh, Ross Wilburn MEMBERS ABSENT: Toni Cilek, Kathy Wallace STAFF PRESENT: Chris Beemer, Mike Moran, Terry Trueblood, John Yapp GUESTS: John Boyne (UAY), James Moxley FORMAL ACTION TAKEN Moved by Wilburn, seconded by Gustaveson, to approve the September 8, 1999 minutes as written. Unanimous. Moved by Pruess, seconded by Stroh, to support staffs recommendation to not require land dedication in the Wild Prairie Estates, Part Three, subdivision at this time, but to acquire open space along Willow Creek in this area as future development occurs on this property. Unanimous. PUBLIC DISCUSSION John Boyne, coordinator of the United Action for Youth's Street Outreach Program, shared his observations of the skate park. He stated he has visited the facility on occasion around 10 p.m. and has found it relatively quiet, often with young children doing tricks on the ramps. For the most part, the youth are well mannered and having fun. Wilbum asked about the Street Outreach Program. Boyne stated it is a program to help build relationships with as many kids as they can by visiting areas where they are hanging out. The goal is for youth to feel that if they have a problem they will more likely come to United Action for Youth or talk with them when they are visiting the different areas. Wilbum indicated he had spoken with youth who come to the skate park that live on the far north side of Iowa City, and asked Boyne if he had a sense of where the kids are coming from. Boyne indicated a lot of the kids are from the east side within walking distance, with older kids from the west side who can drive and also college-age students. He asked if it would be helpful to try to organize the kids to get them involved in the planning process or to be on an advisory board. He stated he would like to see a youth committee or club comprised of youth that use the skate park, increasing ownership of the park by the youth that use it the most. Trueblood indicated this was a good idea, noting the first public meeting to start the planning process for a permanent skate park set for October 27 at 7:00 p.m. at the ScanIon Gymnasium, Procter & Gamble Room. Wilbum indicated in terms of safety, the youth center in the past has worked with other service clubs and groups to obtain safety equipment. Boyne indicated this could be one of the things the youth could work on, maybe having certain youth educating and training youth prior to them receiving the safety equipment. James Moxley, a member of the Adopt a Park group who has adopted Hickory Hill Park, stated the people who cut the grass do a good job, but noted a mistake they are making. Last Monday there was broken glass, which appeared to have come from a six pack of bottles that had been run over by a mower. He asked that glass bottles and large amounts of trash be picked up prior to the area being mowed. Trueblood indicated he would follow-up. Parks and Recreation Commission October 13, 1999 Page 2 of 4 NEIGHBORHOOD OPEN SPACE ITEMS Wild Prairie Estates, Part Three: Trueblood stated a total of 1.08 acres of open space will be required. Staffs recommendation is that land not be dedicated within Part Three at this time, but to acquire open space along Willow Creek as future development occurs on the property to satisfy this requirement. This would allow the future extension of the Willow Creek trail in this area. This could be accomplished either by accepting fees at this time to be used for future purchases, or by agreement with the developer to designate property for future dedication. Moved by Pruess, seconded by Stroh, to support staffs recommendation to not require land dedication in the Wild Prairie Estates, Part Three, subdivision at this time, but to acquire open space along Willow Creek in this area as future development occurs on this property. Unanimous. Village Green South, Parts 3-8: Trueblood noted on a plat two parcels of parkland that have been dedicated. The second parcel was obtained in order to tie into the future road and for access to the first parcel. There is a new developer who is changing the plans to construct condominiums instead of single family dwellings, and he would like to purchase the second parcel that was dedicated to the City approximately one year ago. Gustaveson asked why the developer wanted this land; Trueblood stated the developer indicates the open space does not fit in with his plans for the area. Trueblood noted this was not an agenda item and only wanted to obtain the commission's feelings as to whether or not it would consider selling this parcel. Pruess asked if there were plans to continue a trail from this area to the north; Trueblood indicated there were not. Endel noted the high concentration of people in this area and felt the land was more valuable than money. Pacha asked if the developer was including green space in his development; Trueblood indicated it would be private green space. Gustaveson felt the commission needed more information. He asked what type of impact it would have on future trails; Trueblood noted the area was not critical to trail linkage. Wilbum stated the main question is public access to the other open space. Trueblood stated access would be off of Wintergreen Drive as opposed to the proposed Village Green Road extension. Endel referred to the many years it has taken to link up trails, noting at this time it doesn't appear to impact the trail but the commission needs to look at future development of this area. Stroh agreed, noting the need to look at the area north of this area as to any connectivity possibilities. He suggested a possible trade for another area in this development. The commission would like further information and a specific proposal from the developer that would include either a specific offer to purchase or a specific area of land he would be willing to trade. Miller/Orchard Neighborhood: Trueblood reported the City will soon be the owner of the Southgate Development/Benton Street property. He asked if the Commission felt it would be worthwhile to begin initial contacts of possibly acquiring the two adjacent lots owned by Rupperts. After a brief discussion, Pacha asked staff to proceed. CAPITAL IMPROVEMENT PROJECTS Trueblood listed the following projects to possibly add to the capital improvement budget: Willow Creek Trail Phase 3, development of the Benton Street parkland, development of the City Park amusement ride area, renovation of trails in City Park, Court Hill trail development, Sturgis Ferry Park development, Mesquakie Park development, Recreation Center expansion, and relighting of the tennis courts at City Park and Mercer Park. Pacha stated he would like to include all of these projects, with the possible exception of Mesquakie Park. Trueblood noted that each year the commission should start from scratch on prioritization Parks and Recreation Commission October 13, 1999 Page 3 of 4 of the CIP's; Pacha suggested dedicating next month's meeting to this process. Trueblood stated staff could list projects, dollar amount, narrative, tentative year for the commission to rank. Pruess did not feel it was necessary to include the year in that the commission did not have the power to designate the year. Stroh suggested classifying the projects into different categories, such as maintenance items, new facilities, and trails. Trueblood noted most maintenance-type projects are part of an annual allocation program in the CIP budget. Pacha stated next month's meeting would be dedicated to the CIP prioritization process. NORTH DISTRICT PLAN John Yapp from the Planning and Community Development Department addressed the Commission with respect to the Noah District Plan. He stated the City is getting ready to start the planning process. He noted the Noah District is unique in that the entire area, except for the radio station, is in the city limits, is already developed with much of the infrastructure and roads in place. The general issues are the very steep topography, wooded lands and ravines which make it difficult to develop single-family housing and lack of good flat land for parks. Other issues are preservation and enhancement of commercial property. Two major park areas include the peninsula area and the waterworks area, with few active parks in this district; Endel noted City Park. The plan will include pedestrian, bicycle and vehicular circulation and how to enhance it. Community meetings are scheduled for November 10 and 17. He stated he will be coming back to the commission to obtain their input with respect to open space issues and the character of development in this area. SKATE PARK PLANNING Trueblood reported the first planning session, with consultant Tom Dunbar facilitating, is scheduled for 7 p.m., October 27, at the Scanlon Gymnasium, Procter & Gamble Room. A IDOT grant was received which will pay for the planning process. He noted the consultant estimated may cost $250,000 to construct a skate park of sufficient size to meet the needs/desires of local skate boarders and skaters. SCANLON GYM USAGE/PROGRAMS Beemer reported heavy use of the facility by youth during the summer, which is continuing now after school is out for the day. Endel asked if there were any formalized after school programs. Beemer stated he went around to the schools to ask what they wanted and planned the activities; however, many were cancelled due to lack of registrations. Moran felt the nice weather was a factor and when it changes the kids will come indoors. Beemer stated he continues to visit both junior highs to obtain their input and is planning activities. Moran noted special events are planned on a monthly basis. Trueblood stated staff will be preparing a formalized report setting out numbers and activities. Moran stated various programs are using the facility, such as the SPI programs previously held in the schools, basketball leagues, junior high volleyball games on Tuesday and Thursday, and an indoor soccer league this winter. COMMISSION TIME Gustaveson stated he, Pacha and Trueblood visited the skate park in Cedar Rapids. When asked what they would change, they stated they would make it twice as big and include a smaller area for younger beginning skaters. The facility is 100 feet by 100 feet. They also had the same problems Iowa City is now experiencing when the facility was new. Since that time users have developed a routine and are disciplined Parks and Recreation Commission October 13, 1999 Page 4 of 4 in how they use the facility. Pacha stated it was an impressive facility in a good location. Pruess stated there is some merit to having more than one location. Wilbum stated youth he has visited with indicated they would like to see different themes associated with each park. Gustaveson noted the amount of money the City of Iowa City has budgeted is likely inadequate, noting the Cedar Rapids facility would have cost nearly $200,000 with the cement work completed in-house. Pruess inquired about the progress of the Willow Creek trail connecting to the Walden Hills area; Trueblood reported design work is underway. Pacha referred to a Letter to the Editor regarding the cemetery expansion project, and asked how many large trees were removed. Trueblood stated a count was not completed, noting virtually all were small caliper volunteer trees. Plans call for 203 trees to be planted once the project is completed. CHAIR'S REPORT Pacha reported on the following: Commission Vacancies: The terms of Stroh and Wilbum are expiring; he encouraged both to reapply. November's Meeting: Next month's meeting will be held Wednesday, November 3. DIRECTOR'S REPORT Trueblood reported on the following: NRPA Conference: Trueblood will be out of the office most of next week attending the National Recreation and Park Association Conference. Ongoing Projects: Soccer Building-Work is progressing and the buildings should be completed by next month. Cemetery Expansion Project-work is progressing as scheduled. Park Maintenance Building-The building at Napoleon Park is nearly completed and an open house will be planned for sometime in November or December. Riverside Festival Stage-The stage is under construction; staff has not yet heard if it received the grants. City Park Amusement Rides-The City is now the official owner of the train, merry-go-round and airplane rides at City Park. The Drollingers have been given permission to keep the other rides at City Park until they are sold, with the understanding that they must be removed by April 1, 2000, and they must retain insurance on them while they are in the park. Willow Creek Trail, Phase 2-The project has begun, with asphalt beginning to be laid. Kiwanis Park-Work is progressing and the park will be a unique feature when finished; some items won't be completed until spring. ADJOURNMENT The meeting was adjoumed at 6:30 p.m. MINUTES PLANNING AND ZONING COMMISSION OCTOBER 21, 1999 - 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS PRELIMINARY Subject to . proval 4b(9) MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Pam Ehrhardt, Marilyn Schintler, Dean Shannon, Lea Supple MEMBERS ABSENT: Dick Gibson STAFF PRESENT: Sarah Holecek, Bob Miklo, Melody Rockwell OTHERS PRESENT: Mace Braverman, Jack Ruth, Mike Kreger, George Dane RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 6-0, of SUB99-0023, a final plat of Village Green, Part 17, a 15.16-acre, three-lot planned residential development located at Village Road, subject to approval of legal papers and construction drawings before City Council consideration of the plat. CALLTO ORDER: Chairperson Supple called the meeting to order at 7:34 p.m. ANNOUNCEMENT OF EXTENSION OF LIMITATION PERIOD ON REZ99-0012. Supple stated that the property owners neighboring the property proposed for rezoning in application REZ99-0012 were not adequately notified that this item would be on the October 21 Commission agenda. She noted that Mace Braverman, Southpointe Partners, had submitted a waiver to extend the 45-day limitation period to November 18. Supple said the Commission would therefore hold three public meetings on this item to ensure that everyone with an interest would be notified. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Supple invited those at the meeting to participate in the City's progress by applying for a vacancy on a City board or commission. She stated that serving the City in this way gives its citizens an opportunity to input ideas and thoughts into the City's progress. Supple said applications are available at the City Clerk's Office. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. DEVELOPMENT ITEM: SUB99-0023. Public discussion of an application submitted by Village Partners for a final plat of Village Green - Part 17, a 15.16-acre, three-lot planned residential development located at Village Road. (45-day limitation period expires November 13, 1999) Miklo said the Commission approved the preliminary plat for this development in December of 1998. He said the first phase of that preliminary plat was approved for final plat in January of 1999. Miklo said the applicant is now seeking final plat approval for Part 17. He said the final plat as submitted is in compliance with the City's subdivision regulations and the preliminary Planning and Zoning Commission Minutes October 21, 1999 Page 2 plat. Miklo said there was a recent change to the plat so that the private street names have been changed from "Courts" to "Places" to be consistent with the rest of the development. He said staff recommends approval of the final plat subject to approval of the legal papers and construction drawings prior to City Council consideration of the final plat. Public discussion: Therewas none. Public discussion closed. MOTION: Bovbjerg moved to approve SUB99-0023, a final plat of Village Green - Part 17, a 15.16-acre, three-lot planned residential development located at Village Road, subject to approval of legal papers and construction drawings before City Council consideration of the plat. Chait seconded the motion. Supple said the last time this particular subdivision came before the Commission she felt it was time for the developer to move on to another plan with a different type of development. She said she thinks this is a good plan with nice buildings that show and sell well. Supple said although she said she believed it was time to move on to another plan, there is only a small piece of land left to develop, and so she would retract that statement. She suggested using a different type of housing across the street from Village Road. The motion carried on a vote of 6-0. REZONING ITEM: REZ99-0012. Discussion of an application submitted by Southpointe Partners to rezone 2.72 acres from Low Density Single-Family Residential (OSA-5) zone for property located at the north side of Rohret Road west of Highway 218. (45-day limitation period expires November 15, 1999) Rockwell said last November 1998, the Greater Iowa City Housing Fellowship proposed rezoning this property from RS-5 to OPDH-5, a low density planned housing development. She said although staff recommended approval, the Commission recommended denial. Rockwell said the applicant forwarded the request to City Council but withdrew it before there was City Council consideration of the item. She said in May of 1999, the Greater Iowa City Housing Fellowship submitted a new application to rezone the property from RS-5 to OSA-5, but due to technical deficiencies, that application was never presented to the Planning and Zoning Commission. Rockwell said that Greater Iowa City Housing Fellowship withdrew its rezoning application from consideration as of October 1, 1999. Rockwell said the current application is a completely separate rezoning application submitted by the property owners, Southpointe Partners. She said the new application proposes development of twelve condominium units in three buildings on the site. Rockwell said according to the applicant, these buildings would be similar to the Willowbrooke Point Condominiums located at the northeast corner of Benton Street and Mormon Trek Boulevard. Rockwell said this rezoning is considered a planned housing development, because the residences are not placed within individual lots. She said because a portion of the development would encroach into a critical slope adjacent to Highway 218, a Sensitive Areas Overlay rezoning is required. Rockwell said the critical slopes are between 25% and 39% in steepness. She said when slopes of that steepness exist on a site and development encroaches into them, a Sensitive Areas Development Plan and rezoning are required. Rockwell said in this case, a Planning and Zoning Commission Minutes October 21, 1999 Page 3 portion of the parking area and the retaining wall and its footings are shown on the site plan as making a triangular-shaped, approximately 120 square foot cut into the critical slope. She said there are two corners of the garage structure that also appear to encroach slightly into the critical slope. Rockwell said the plan indicates that erosion control measures will be taken during the development of the site. Rockwell said with a planned development, flexibility needs to be considered in situations where conventional development may not be reasonable or appropriate. She said, however, that modifications to the requirements of the underlying zone need to be consistent with neighborhood planning policies of the Comprehensive Plan and should result in development that is compatible with surrounding residential development. Rockwell said in this instance, the Southpointe Partners rezoning request proposes modifications to the underlying RS-5 zone to allow more than one single-family dwelling per lot, with each lot being a minimum of 8,000 square feet in size. She said with this property, there would be approximately 10,000 square feet of lot area for each of the twelve condominium units. Rockwell said this would exceed the 8,000 square foot minimum lot size per dwelling unit, but provides it on one lot, not on twelve individual lots. Rockwell said given the location of this property adjacent to a limited access highway and an arterial street, its size, shape, and topography, and the extremely narrow access available along the Duck Creek Drive frontage, a planned housing development may well be a reasonable alternative to detached single-family residences on individual lots. She said if this 2.72-acre development were under two acres in size, a maximum building coverage of 35% would be required. She said calculations show that the residential buildings plus the free-standing garages only account for about 14% coverage of the site, nowhere near the 35% maximum permitted on planned developments of under two acres in size. With regard to the Comprehensive Plan, Rockwell said the land use map designates low-density residential development of two to eight dwelling units per acre for this area of the community. She said the proposed density of slightly more than four dwelling units per acre is consistent with this designation. Rockwell said the Comprehensive Plan calls for housing opportunities throughout Iowa City for households of all sizes, incomes, ages, and special needs and encourages a mix of housing types within individual neighborhoods. She said there are multi- family structures located within the Southwest Planning District, but few, if any, are located in the neighborhood west of Highway 218. Rockwell said introducing a measure of diversity in housing within the neighborhood is consistent with the Comprehensive Plan policies. Rockwell said in staffs view, the proposed housing development meets the neighborhood compatibility standard in that the design creates a relatively smooth transition. To achieve an architectural integration of this development with the surrounding neighborhood, she said the applicant is proposing to construct multi-family buildings with a large house appearance that have varied roof lines, exterior detail, and building materials compatible with the existing single- family structures along Duck Creek Drive. Rockwell said there is also a buffering distance of the structures from the street: 80 feet from Rohret Road and 90 feet from Duck Creek Drive. She said this also enhances the compatibility of the development. Rockwell said the garages and the driveway paving are proposed to be oriented on the site so that they are a less visible aspect of the development. Rockwell said the lighting will be downcast, and according to the photometric plan provided by the applicant, direct light from the fixtures will be confined well within the boundaries of the property. Rockwell said the plan also shows extensive landscaping. She said staff suggests that to improve the effectiveness of the screening and to minimize erosion on the critical slope, the Planning and Zoning Commission Minutes October 21, 1999 Page 4 evergreen screening between the residences and Highway 218 should be located back from the top of the slope, instead of on the lower portions of that slope. Regarding infrastructure, Rockwell said sanitary sewer and water service are available to the site. She said deficiencies that were previously noted by Public Works have been resolved. Rockwell said the Fire Marshal has indicated that the plan provides a good design for emergency access. Rockwell said the neighborhood open space requirement for this property would be .06 acre, the equivalent of 2,614 square feet. She said staff recommends fees in lied of open space be paid by the developer for improvements in the neighborhood park, Rockwell said staff recommends approval of the requested rezoning and the preliminary Sensitive Areas Development Plan for Duck Creek Condominiums. Rockwell said she received a number of calls and e-mails regarding this item, some of which were before the Commission. She said there were some calls of support for the application, if and only if, the development is built as proposed. Rockwell said she received these calls of qualified support from Mike Kreger of 1102 Deerfield Drive and Brad Langguth of 1253 Duck Creek Drive. She said she received e-mails with questions from Jackie Brennan and Laurie Wilson-lhry. Rockwell said she also received calls from Peg Gugliano with questions, criticisms of the process and a statement that this development does not address her concerns about traffic or compatibility. She said she also received e-mail and calls regarding the lack of notification. Rockwell said the October 4 notification letter sent out by the Planning Department indicated it was likely this item would be on the October 21 Planning and Zoning Commission agenda. The letter stated that people could call her to verify whether the item was on the October 21 agenda, but also stated that an agenda would be forwarded prior to the first meeting on this item. Rockwell said people relied on receiving the agenda and due to a clerical error did not receive the October 21 agenda. She said that is why staff is recommending that the Commission extend the number of meetings on this item to three instead of two. Rockwell noted that the developer had met with neighboring property owners the previous evening. Ehrhardt asked if the percentage calculating the ratio between the building footprint and the lot size included the critical slope. Rockwell said it was included. Ehrhardt asked if there were elevations for the rear side of the buildings. Rockwell said she would ask the developer to provide that elevation for the Commission. Supple said this is referred to as a planned development, but that is not the requested rezoning. Rockwell said it is a planned development, but it has a sensitive areas overlay because of the critical slope. She said the zoning requested is a Sensitive Areas Overlay - 5. Supple said in a planned development overlay, the developer must build, within reason, what has been presented and asked if that were also true with this. Rockwell said that was correct. Ehrhardt asked for more information about how a developer can build within a critical slope if it is a manmade slope and how much the builder can encroach into that critical slope with the grading. Rockwell responded that there are no restrictions about going into a critical slope and no buffers, as such. She said the ordinance states that erosion must be minimized, and the amount of development into a critical slope should be minimized to the extent possible. Rockwell said a developer is not allowed to go into a slope of a 40% or above, and there must be a buffer. Ehrhardt asked if that were regardless of whether or not the slope is manmade. Miklo said that was correct. He said a 40% or above slope is considered a protected slope. Miklo said if such a slope is manmade, and it can be shown that developing it will not create erosion, then it could be developed. He said if it is a natural slope of 40% or above, then there is an absolute prohibition of development of that slope. Planning and Zoning Commission Minutes October 21, 1999 Page 5 Public discussion: Mace Braverman. 3 Pendale Terrace NE, said the meeting with the neighbors was pretty good, except for one thing. He said he messed up in that he had two sets of drawings that related to the vegetative buffer. Braverman said he inadvertently showed the previous plan for vegetation that showed only the single row of trees, so there was some confusion because he couldn't remember which one was which. Braverman said there was some give and take at the meeting. He said if he signed and committed to building the buildings as presented, he thought most of those at the meeting would go along with the plans. Jack Ruth. 1220 Hunters Run, asked Braverman if he had developed the condominiums across from the Quik Trip on the north side of Benton Street and the east side of Mormon Trek Boulevard. Braverman said his partner in this venture, Bill Happel, was involved in that development. He commented that both his mother and Bill Happel live there. Ruth said this is at least the third proposal for this site. He said it is the closest to a logical site plan that he has seen. Ruth said an architect's proposals on the previous site plan made him ask if the architect could not develop something that the thing is zoned for in the first place. He said he feels the proposed condos are fairly acceptable, although he thinks there could be about three single-family homes there that would be identical to the residences that are already located in the neighborhood. Ruth said if developed as pictured and similar to the Willowbrooke Pointe Condos, which are nice-sized condos, it would be an improvement. He said his personal concern was let's get something built on it before someone with enough money to bamboozle something the neighbors really don't want, like another Quik Trip or a manufacturing thing, comes along and puts it in there. Ruth said he was glad the plan has come this far, but he would really prefer seeing single-family homes, as all of the rest of the houses in the neighborhood now are. He said these are certainly close and will attract the type of people who don't store their junked care in the yard or the streets and things like this. Ruth said he did not want to see the neighborhood go down. Mike Kreger. 1102 Deerfield Drive, said he thought the meeting with the developer was a pretty good overall meeting. He appreciated the extension so everyone will be notified and have a chance to speak to the issue. Kreger stated that this is a difficult site to deal with. He said putting in three single-family homes would be ideal, but this is something the neighbors will have to deal with, to allow someone to develop the property and come up with a reasonable plan. Kreger said this plan seems to fit the architecture and the style of buildings in the area. He said there is a concern, and the neighbors would like some kind of explanation in writing, about Southpointe's commitment to build this exactly per the plan. Kreger asked if the plan were approved and the zoning changed and then something happened to dissolve Southpointe Partners, would the zoning stay the same. Rockwell said a planned development involves more than just approving a rezoning classification. She said it also involves the approval of the Sensitive Areas Development Plan, which includes the building elevations as shown and way the buildings are oriented on the plan. Rockwell said she would send Kreger a copy of the page in the Code stating that if there are substantive changes to that plan, then the plan must be amended. She said that type of amendment is considered a rezoning, which would then come back through the same public process before the Planning and Zoning Commission and the City Council. Holecek added that if there is a successor in interest to Southpointe Partners, that successor is still also bound by the zoning, which includes the plan with its particulars, as approved. She said Planning and Zoning Commission Minutes October 21, 1999 Page 6 if the successor has a plan inconsistent with the plan that was previously approved and is attached to the rezoning, another rezoning would be required. Holecek said any attempt to get a building permit that did not meet the specifications of the original plan would require a rezoning, and the process would begin anew. Braverman said if staff would prepare that document and would put in there that if indeed this plan is approved, he and his partner would sign it personally and have their own personal commitment attached to it, both as individuals and as the corporation Southpointe Partners. Public discussion closed, MOTION: Chait moved to defer REZ99-0012, an application submitted by Southpointe Partners to rezone 2.72 acres from Low Density Single-Family Residential (RS-5) to Sensitive Areas Overlay-Low Density Residential (OSA-5) zone for property located at the north side of Rohret Road west of Highway 218, to the November 4, 1999 meeting of the Planning and Zoning Commission. Ehrhardt seconded the motion. Bovbjerg said regardless of the math and descriptions, she felt that this particular plan is crowding the lot - the shape, the size, the slope. She said perhaps single-family houses could be built here, but she is very leery of putting this much in terms of both roofs and paving onto a slope. Bovbjerg said the City has had good examples of very bad disturbances of hills, both during construction and afterwards. She said the City should be very diligent in looking at the plans and their execution if this does go through. Ehrhardt commended the developer for meeting with the neighbors even though it wasn't required. Braverman said since there were communication problems, he would be willing to attend another meeting with the neighbors if they would like to organize one. Chair said he liked much about this proposal. He said it addresses a lot of the fundamental philosophy that the Commission is seeking in terms of the diversity of housing and housing types. Shannon said he also really liked this kind of housing and thought it might be a good match for this property. Supple asked if this is a request for a planned development overlay. Rockwell said it is a Sensitive Areas Overlay that incorporates a planned development. She said anytime there is a Sensitive Area Overlay rezoning, the rules for a planned development are invoked. Supple said in the past, there have been similar requests to this where there is a double rezoning from RS-5 to OPDH-5 and OSA. Miklo said the intent of the Sensitive Areas Overlay zoning is that when there are environmentally sensitive areas on a site that is proposed to be developed, a planned development is required. Miklo said a Sensitive Areas Overlay is basically requiring a planned development. He said they are essentially the same things, except when there is an environmentally sensitive area, there are some additional guidelines or requirements that have to be followed. The motion to defer carried on a vote of 6-0. COMPREHENSIVE PLAN ITEM: Public hearing on an amendment to the Comprehensive Plan to adopt and incorporate the South Central District Plan for property generally located east of Highway 218, south of Highway 1 and west of the Iowa River. Rockwell said that at the Commission's request, Bob Lentz of EarthTech is evaluating the feasibility of moving the eastJwest arterial street further south on the George Dane property. She Planning and Zoning Commission Minutes October 21, 1999 Page 7 said Lentz' report was expected to be available next week and if so, would be mailed in the Commission's packet for the November 4 meeting. Rockwell referred to a letter from George Dane regarding the Commission's tour of the site and including some of his observations. Rockwell said the trails map has been updated to show extensions of the trail system into the west portion of the district. She asked Commission members to let staff know if that meets the intent of the Commission. Rockwell referred to the proposed trails text amendment concerning the incorporation of trail connections in the south and west portions of the district. Rockwell said she understood that the City Council had discussed Airport Runway 17-35 at its October 18 work session and agreed unanimously that the understanding on the part of the City Council has been that Runway 17-35 would not be kept open indefinitely, but would eventually be closed. Rockwell said she would prepare a summary update on the arterial situation, the trail map and text amendments, as well as the City Council stance on Runway 17-35. She said she would mail this memorandum along with a notice of the continued public hearing on the South Central District Plan to the property owners in that area. Rockwell said a question arose about farms and agriculturel uses in the City during the Commission's tour. She said in the Rural Residential (RR-1) zone, farming is a permitted use, with a minimum lot size of 40,000 square feet, a little under an acre. In the Interim Development (ID) zone, Rockwell said there is a minimum ten-acre lot size, and it allows farms and a number of agricultural uses. Supple asked how the South Central District Plan would be presented to City Council after the Commission recommends it for approval with amendments. Rockwell said staff would make revisions so that the text and map of the plan are as the Commission would like when it recommends approval of the plan. Rockwell said the plan would then be forwarded, as approved by the Commission, to the City Council. Ehrhardt asked whether the people living along Dane Road had been notified of the possibility of the arterial street being moved further to the south. Rockwell said that information would be included in the update memorandum to be sent to preperty owners in the South Central District. She said she would include the report from the EarthTech, if it is available at that time. Ehrhardt said it seemed a shame, standing on George Dane's property, that the area and view there would be indicated for office or manufacturing uses. She said she was looking for some creative way to preserve that view without putting office buildings or something that would destroy that view there. Ehrhardt asked Dane if he had any ideas about preserving that hilltop area while being able to use the land in the future. Chair said if that land is redeveloped some day and higher density housing, an office use, or some other permitted use was to be there, whatever is created would have the same view. Ehrhardt said she was looking for something in terms of a public view, perhaps some kind of park, or for development in some way that could make it an attraction, rather than someone's private parking lot. Chait said the proposed Comprehensive Plan suggests certain uses for that property depending on what the owner wants to do. Ehrhardt said when the Commission was working on the Northeast District Plan, there was discussion about preserving the view from the Hickory Hill Park, and there was some language about that added to that plan. She said she is just looking for creative ideas to do the same thing here. Chait said if the Danes want to make that area a park at some point, there is nothing preventing them from dedicating, donating, or selling that land for that purpose. He said this plan, however, is about allowing for other land use possibilities. Planning and Zoning Commission Minutes October 21, 1999 Page 8 Miklo said one of the reasons staff suggested this be shown as office use was because of the topography. He said it would not necessarily be a place to be leveled for a strip mall or that type of commercial development, and that is why staff suggested office uses. Miklo said office parks can be built into a natural environment quite successfully, e.g., the ACT site. Ehrhardt said ACT chose to do their site that way; there was nothing mandatory about that. Miklo said the office research park zoning encourages that sort of thing. Holecek said this is similar to a conversation regarding the Northeast District Plan that involved Hickory Hill Park and its vistas and preservation of those vistas. She said whether the City takes an affirmative role and purchases the property or implements some type of regulation to attempt to preserve that is not really the point the City is at right now with the Comprehensive Plan. Holecek said the Commission could make a recommendation to consider alternatives to preserve or achieve that view. She stated that comprehensive plans allow for general land use possibilities, but do not pin down the zoning. Ehrhardt asked if in order to preserve the vistas, the Commission could add a similar kind of wording to this plan as is in the Nodheast District Plan. Miklo said staff could add language in the plan stating that if this particular area were developed, it would be good to take advantage of the topography, so that when there is actual annexation and development, that issue would be considered. Shannon said it might be a waste of time trying to pin something down here. Bovbjerg said the Commission can make recommendations regarding density or use because of the road, topography and other factors. She said as with the other plans, the Commission can say it considers a particular hill to be very important for health, safety and welfare of the people, or some other factor. Bovbjerg said it can be a suggestion from the Commission. She said as part of the Comprehensive Plan, it would be a general overview and a suggested guide for use. Bovbjerg said a suggested office use is not a zoning and therefore does not pin down a zone. She added that the Commission should make its underlying wishes known, which is what its words should do at this point. Chait said he believes Ehrhardt wants a reference to the vistas and preservation as was done in the Northeast District Plan. He said that is more of an attitude, and if the Commission liked it there, it could certainly be brought into the other districts. Chait said he supports that as a philosophy. Rockwell read from page 31 of the draft plan. She said the first paragraph discusses commercial office uses and suggests that, "This property would have excellent access to Highways One and 218 when Mormon Trek Boulevard is extended to Dane Road, and the topography is suited for offices in a campus setting. Design guidelines should be implemented to insure preservation of the topography and the trees and compatibility between office uses and residential development to the south. The ridge itself will provide a natural protective buffer between the property designated for office uses and the area to the east proposed for manufacturing uses." Rockwell said if there are text changes such as Ehrhardt is suggesting that the Commission would like to make, this might be the place to make those changes. Public discussion: George Dane. 4120 Dane Road, said he never realized that arterial road would come so close. He said if he had had any interest in developing the property as commercial, he would have done it a long time ago. Dane said he wants to preserve the land. He said he is concerned that if N2 stays where it is proposed, then other routes or buildings may develop based on that. Planning and Zoning Commission Minutes October 21, 1999 Page 9 Dane said if he wanted to do something at a later time, he could not, because there would no longer be a good alternative for N2 further down the hill. Dane said he wants to preserve the land. He said he agreed with Ehrhardt that if something is not done now, the location of N2 would make this impossible later. Dane said if the intersection is put at the top of the hill, it will decimate the top of that hill, and the only thing that could be done would be to use the land for an office park, something he has no intention of doing. He said this property was a gift from his parents. Dane said he is asking that the City take the viable alternative for N2 so he can make the view a gift to everyone in some way. Public discussion closed. MOTION: Bovbjerg moved to continue the public hearing on an amendment to the Comprehensive Plan to adopt and incorporate the South Central District Plan for property generally located east of Highway 218, south of Highway 1 and west of the Iowa River to the November 4, 1999 meeting of the Planning and Zoning Commission. Chait seconded the motion. Bovbjerg said the field trip was very worthwhile, and she thanked those who organized it. Supple said one of the big problems with a comprehensive plan is that it must be taken seriously, yet it has to remain flexible. She said it is difficult to find that middle ground. Supple asked about the future land use scenario and the orange area designated for manufactured housing of about 200 acres. She said that is a lot of the same kind of zoning. Rockwell said that area is already zoned for manufactured housing in the County and is being developed as such. She said it is an existing situation, and the map just acknowledges what is there. Supple said she was not opposed to manufactured housing, but was opposed to having one type of housing in such a large amount. Chait said the area to the west of the orange is not zoned yet, but has been purchased by the same owner of the manufactured housing, Bob Wolf. Ehrhardt asked if the orange area zoned for manufactured housing ever came before the Commission. Rockwell said it had. She said the Mayor at that time went to the County Board of Supervisors and asked them to deny the zoning request, but the County approved the request for manufactured housing for the large parcel of land that is shown as orange on the map. Supple said she was swayed by three property owners who have spoken before the Commission and two of the concerns are already being addressed: George Dane's concern about the arterial road and Ms. DiBona's request for trails to the west. Supple said Bart Schuchert is concerned about his frontage on Riverside Drive, and she tends to agree that all of Schuchert's property on Riverside Drive should be commercial, as opposed to public/institutional. She said there is a lot of public/institutional already to the south in the form of the fairgrounds, and she did not see a reason to have more of it. Supple said staffs argument for this was to avoid a strip mall in that area, but there are other ways to avoid strip malls. She said she was told that churches and daycare centers can be built in public/institutional, and that can be done in commercial zoning as well. Supple said to show an intent to zone that property public/institutional would in her mind be a downzoning, which seems unfair to her. Chait said he thought her suggestion was reasonable, and Schintler agreed. Bovbjerg said she could see Schuchert's concern and could also see that it might be someone's intent to expand the fairgrounds up that way, which would be. reasonable. She said it is a little harsh to go suddenly from someone's ideas of commercial to no commercial. Rockwell said the map could Planning and Zoning Commission Minutes October 21, 1999 Page 10 be amended to show commercial along the Schuchert frontage, while keeping the text language in the plan about avoiding a strip mall and integrating institutional uses as appropriate. Supple agreed with that suggestion. Chait said even if the fairgrounds wanted to expand to the north sometime in the future and that property was shown as commercial, it would not be unreasonable for the fairgrounds to buy that land and expand. Bovbjerg said Schuchert has stated that he did not want his property suggested as public/institUtional, resulting in a lower price per acre. Supple said she agreed with him, saying she thought it would constitute diminished private property rights, perhaps even a taking. Holecek said it would not constitute a taking, because it is inchoate within this plan; there is no regulation or zoning and nothing in place in the plan itself that gels actual rights. Supple asked if there were anyone on the Commission who disagreed with the changes she had suggested, and there was not. Ehrhardt said at the next meeting she would like to hear staffs rational for indicating an intent for the property to be used for public/institutional uses. Rockwell said one of the concerns about having all the Wolf and Schuchert frontage designated for commercial was that it encompassed too large an area for a neighborhood commercial area. She said if the Commission wanted it to be commercial, it could be shown that way on the map. She stated there would be language in the text indicating that it should not be strip commercial, there should be design guidelines, and it is appropriate to integrate institutional and green space into that neighborhood commercial area. Supple said on the future land use scenario map, it seems appropriate to show the east/west runway as it will be extended in order to avoid confusion. She also asked what property the City of Iowa City purchased on Highway One for the east/west runway protection zone. Rockwell said it was Dane property, and along Highway One for the runway to the northwest, Charlie Ruppert's property was purchased. The motion carried on a vote of 6-0. CONSIDERATION OF THE OCTOBER 7, 1999 PLANNING AND ZONING COMMISSION MEETING MINUTES: MOTION: Chait moved to approve the minutes from the Commission's October 7, 1999 meeting, as written. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. OTHER: Rockwell reminded Commission members to meet in the parking lot east of the Civic Center on Friday at h00 p.m. for the field trip to the North Planning District. Chait discussed an article in the paper referring to the possible closing of the Englert Theatre. He stated that if the building were to be used for a different use than a theater, logic would say that the business owner could do whatever he wanted to do with the marquee. Commission members discussed the implications of that possibility. Chait asked if the Commission could do something to require that the sign comes down if the building is not used as a theater in order to anticipate a possible change in use. Supple suggested that the architectural integrity of the property could be jeopardized if the sign were removed. Miklo said the marquee sign would be grandfathered in. Holecek said there are also first amendment issues involved as well as vested rights that include the grandfathering in of the marquee sign. Chait asked if staff could explore the possibility of requiring the removal of such a sign. Miklo asked if the majority of the Commission would like to have this kind of research done. The consensus of the Commission was to ask staff to do some preliminary research on the issue. Planning and Zoning Commission Minutes October 21, 1999 Page 11 ADJOURNMENT: The meeting was adjourned at 8:59 p.m. Dean Shannon, Secretary Minutes submitted by Anne Schulte ppdadm/min/p&z10*21-99.doc IOWA CITY PLANNING & ZONING COMMI,~$ION MEETING THURSDA Y, OCTOBER 2Z, 1999- 7:30 P, Civic Center Coundl Chambers SIGN IN SHEET 6. 8. 9. 10. 11. 12. 13. 1S. 16. 18. 19. 20. Address MINUTES PUBLIC ART ADVISORY COMMITTEE THURSDAY, JULY 8, 1999 - 3:30 PM LOBBY CONFERENCE ROOM MEMBERS PRESENT: Rick Fosse, Gary Nagle, Nancy Purington, Terry Trueblood MEMBERS ABSENT: Deborah Galbraith, Kevin Hanick STAFF PRESENT: Karin Franklin, Karen Cowdery OTHERS PRESENT:None CALLTO ORDER: Nancy Purington called the meeting to order at 3:50 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CONSIDERATION OF THE MINUTES OF JUNE 3 AND JUNE 17. 1999: The minutes from June 17, 1999 were amended to change the spelling on page three of Van Debure Park to Van Der Veer Park. The minutes of June 3 and June 17, 1999 were approved as amended. REVIEW OF THE CALL TO ARTISTS FOR THE PEDESTRIAN MALL SCULPTURES: There was discussion regarding the illustration on the front of the Call to Artists. Purington displayed her sketches of the art in Iowa City and of Weatherdance. Franklin asked if Purington was going to do the illustration for the call, but Purington said she would rather not. Franklin suggested a gralShic artist do the illustration. Franklin raised the issue of whether or not the illustration would change from one call to another or whether it would be something they could use all the time. Pudngton mentioned that only using one illustration might heighten artists' familiarity with Iowa City program, and likewise, might help to increase artists' confidence. Fosse liked Purington's sketch of the city, but noted that the committee would have to update the illustration every time they got a new piece of art, and the downtown area could look very crowded. It was agreed that the City's graphic artist, Kay Irelan, would do the illustration. Nagle requested that the spelling of his name be changed from Nagel to Nagle on the front of the call. He also suggested that the project parameters be changed, because even though the pad can hold up to 38,000 pounds, that measurement is dependent on weight distribution. Fosse suggested they change the maximum load of 38,000 pounds to a maximum load of 4,000 psi (pounds per square inch). Purington said that they should spell out pounds per square inch in addition to the notation of psi to avoid confusion in the call. Franklin asked where they wanted to send the call. Public Art Advisory Committee Minutes July 8, 1999 Page 2 Pudngton wanted to look at the Visual Arts Database. Cowdery said that she was working on finding the phone numbers and mediums of art for the artists in the database. Purington wanted to examine the database and fill in numbers/fields for any artists she might know. She also wanted to add artists to the database. Cowdeny and Franklin said they would print and send her a copy of the database. Trueblood asked why the timeframe schedule in' the call was so long. Pudngton said the schedule was to allow for commissioned work, which would take more time than if they were to purchase an existing work. The time schedule ensures the possibility of either option. Franklin suggested changing "submitted" to "submittal" on the Submission Materials sheet in the call. Fosse made a motion to approve the call as amended. Trueblood seconded. Purington clarified that graphic artist Kay Irelan would be designing the illustration. Purington said that she would be happy to meet with Irelan. DISCUSSION OF THE ART COMPONENT OF THE WATER PLANT PROJECT: Nagle mentioned that WET was no longer a possibility for designing the water feature. He spoke with them before going to California and they told him they do not do any features for under $300,000. However, he saw an interesting fountain outside the City Hall in Rancho Cucamonga. Franklin and Cowdeny said they would check on this and find the name of the artist. Franklin presented catalogs from the Fountain Supply Company, a company suggested by WET. Fosse questioned if the design for the water feature should contain sculpture as well as water so that it would be able to stand alone as art if the water needed to be shut off. Nagle agreed that there should be a sculpture component to the feature. Purington asked if the fountain could be designed so the art could be added later. Franklin noted that doing that might entail using two different people and that the sculpture should be an integral part of the feature. Fosse mentioned that the water would have to be off for at least four months every winter. Pudngton wanted to include landscaping in the feature to complement the fountain. Franklin asked which was more important, water, sculpture or landscaping, if there were to be budget constraints. Purington said water was the most important, but landscaping was still important. Nagle and Fosse reiterated that they thought the feature should be able to stand alone as a sculpture even if the water were shut off. Purington disagreed. Purington presented pictures of Gene Anderson's fountains that the committee had not seen. Anderson said he would be able to create a large water feature. Purington added that the fountains in the pictures had a very nice sound and the water created beautiful variations of pitch when it hit the different surfaces of the feature. Nagle said he was not opposed to the features in the pictures. Public Art Advisory Committee Minutes July 8, 1999 Page 3 Franklin asked if Anderson was back on the list of possible artists to invite and Purington said that she would like to add his name. She also wanted to add the series in the presented photos to the committee's collection of pictures of Anderson's work. Nagle asked about lighting for the feature and Franklin said that was another component to consider. She listed the possible foci for the feature as water, sculpture, lighting and landscaping. Fosse addressed the possibility of the site being visible from the interstate. Franklin recalled Fosse's suggestion at the last meeting to put flags around the area to check its visibility from surrounding roads. Purington returned to the lighting issue and mentioned that she enjoyed submerged lights. Nagle noted that the lights didn't have to be submerged. Franklin said that Freeman used lights that were barely beneath the surface. Nagle suggested that they put in the description that they wanted a stand-alone sculpture with a significant water feature and lighting so that the artist would use light to enhance the water and the sculpture. Franklin compiled a list of possible artists: Anderson, Freeman, Fitzgibbons and Yates. Nagle wanted to add the artist of the fountain at Rancho Cucamonga. Franklin stated she would draft a statement describing the art component of the water plant for the next meeting. UPDATE ON WEATHERDANCE: Franklin presented the wax molds for the bronze medallions in Weatherdance. She explained that the artists create a clay cast, then from that they create a rubber mold, then the wax molds (like those presented), then a plaster cast, and from the plaster cast, they create the bronze medallions. The committee was very pleased with the medallions. Franklin also mentioned that three pieces of the seat wall are ready to be installed. However, there may be a delay in the streetscape project, as the limestone vein they were using went dry. If they are unable to find another usable vein within two weeks, it might delay the project. This month, they are scheduled to install the reservoir and pump as well as the sub-strata of the fountain. The tentative dedication date is Saturday, September 25, 1999. It may be worked into a possible Twenty Years of the Pedestrian Mall Day: Trueblood noted that the new playground equipment is up (and already has graffiti on it). Franklin mentioned the possibility of replicating the medallions from Weatherdance and selling them at the dedication. Purington pointed out that the designs might be copyrighted. Franklin said that she had discussed this with the artists and they didn't mind using the designs for a fundraiser, but they might want a portion of the sales if it were for profit. Purington mentioned that they might want a portion of the sales even if the money was to be for a fundraiser. Franklin remarked that she had been talking with the DTA about selling memorabilia from both the old and the new fountains. Purington thought that the medallions would look good in terra cotta. Returning to the discussion on the playground equipment, Purington suggested putting a mural behind it on the wall of the Lenoch and Cilek building. She said that typically she would not be interested in spending money to put something fleeting on someone else's property. However, she would really like to see a mural there. She noted Acme Sign Co., did a nice job on some Public Art Advisory Committee Minutes July 8, 1999 Page 4 murals in Kansas City. She also suggested asking the owner of the building to help pay for the mural. Franklin said that was fine, but questioned if the owner declined, would that end the motivation to have the mural. Fosse noted that the owner might want to be paid rather than help pay for the mural. Purington asked who owned the building. Franklin said that she would look into that, but she knew that Jerry Meis owned Lenoch and Cilek and John Koza owned part of the building. COMMITTFE TIMF/OTHFR BUSINFSS: Franklin raised the issue of the Riverside Festival Stage. She is on the Riverside Board, and the Board had asked about adding a piece of public art in front of the stage area. They had also discussed the possibility of getting a piece of donated art for this area. Franklin suggested that the matter go through both the Public Art Advisory Committee and the Parks and Recreation Commission. She then posed the question to the committee of whether or not they wanted to get involved with this endeavor. Purington noted the need for an accession policy and Cowdery said that she was working on that this summer. Nagle wanted to discuss the location of this artwork, because he didn't want it obstructing the view of the stage. Franklin assured him that it would not. Purington noted the need for some discretion in what they would accept as donated work. Franklin said that the group had been discussing art suited to the area and the theater group. She then suggested that the Riverside Board come up with a proposal for the Public Art Advisory Committee to review. Pudngton again stated the need for an accession policy to address the legal aspects of accepting artwork. The policy will need to be structured to handle all groups and situations. Franklin informed the committee that Lesley Wright submitted her resignation from the committee since she moved to Gdnnell. The City Council will be making the appointment on August 24. Wright vacated a position for an art professional. Nagle asked about the makeup of the group, and Franklin said that it stated in the by-laws that of the seven positions, the committee must be made up of at least two art professionals, with two staff members and three community people. Trueblood questioned whether the art professional could do artwork for the city if s/he were on the committee, and Franklin said that s/he would not be able to as long as s/he was on the committee. Purington asked how Franklin's presentation in Ames had gone, and Franklin said that the workshop had been canceled. The meeting adjoumed at 4:52 PM. Minutes submitted by Karen Cowdery plxIdirlmln/art7 -8-99.doc MINUTES PUBLIC ART ADVISORY COMMITTEE THURSDAY, AUGUST 5, 1999 - 3:30 PM CITY COUNCIL CHAMBERS MEMBERS PRESENT: Rick Fosse, Kevin Hanick, Gary Nagle, Nancy Purington, Terry Trueblood MEMBERS ABSENT: Deborah Galbraith STAFF PRESENT: Karin Franklin, Karen Cowdery OTHERS PRESENT: None CALLTO ORDER: Kevin Hanick called the meeting to order at 3:36 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. CONSIDERATION OF THE MINUTES OF JULY 8, 1999: There were no corrections to be made to the minutes. Purington motioned to approve the minutes of July 8, 1999. Trueblood seconded the motion. The motion passed 5-0. UPDATE ON THE WATER PLANT PROJECT: Franklin explained that there are two possible water features at the water plant, one at the entrance to the plant and one between the plant and Dubuque Street. She was not sure the fountain at the entrance of the plant had to go through the Public Art Advisory Committee, but the second water feature was definitely the responsibility of the PAAC. Franklin also mentioned that Cowdery had done research on fountains, and there would need to be a 100-200 foot pond for a fountain that shoots 60-100 feet in the air (the height necessary to be seen from the interstate). Additionally, such a fountain would be very expensive, and the wind control necessary for that fountain would be a substantial extra expense. Because of these factors, Franklin recommended a smaller fountain for the entrance. Franklin noted that the driveway had been changed from the picture presented in the packet and clarified that the fountains were not to be paid for with either PAAC funds or water revenues. She then asked whether the committee wanted to get involved with both fountains, or only the one between the building and Dubuque Street. Hanick asked what the budget would be for the fountain at the entrance to the plant and Franklin said that it was $100,000 or less, and that less would be better. Hanick mentioned that in the council work session, Dee Norton had mentioned that he liked the idea of a giant spigot as the water feature, much like a Claus Oldenberg. Both Hanick and Purington liked Norton's idea. Fosse mentioned that the spigot design might be an infringement on Culligan. Public A~ Adviso~ Commi~ee Minutes August5,1999 Page 2 Nagle said that he had thought the Committee agreed to emphasize a sculpture component within the water feature that could serve as art when the water was not turned on. He questioned the spigot idea. Franklin said that the PAAC had been more focused on the sculptural aspect when there was only to be one water feature. Now that there are to be two features it may not be necessary to have a sculptural component in both. Hanick asked who would see the fountain at the entrance if it were not visible from the street and Franklin said that the people entering the plant would see it. She also mentioned that there is a community room by the fountain and the people in that room would see the feature. Hanick remained dubious that many people would see the fountain. Franklin asked the committee if they wanted to be a part of the planning process for the entryway fountain. Purington said she did. Trueblood asked if the fountain was to be part of the building budget and Franklin said she did not know. Nagle mentioned that it would be nice to relate the fountains to one another so there would be continuity and one wouldn't look like an afterthought. Purington said that she would like to have the entryway fountain designed by a local artist if the committee would agree to that. Franklin asked if there was a majority consensus to get involved with the entryway fountain. Trueblood and Purington said they would like to get involved. Hanick said that he thought it would artistically irresponsible to not get involved, and agreed. Nagle agreed as well. Franklin suggested focusing the discussion on the water feature between the building and Dubuque Street and reiterated the Council's idea of a spigot water feature. Purington said that she really responded to the spigot idea and noted the possible variety with that idea. The spigot could be a hose or different types of spigots showering water in many directions. Purington also was delighted at the council's interest and ideas for public art. Franklin agreed and noted that the enthusiasm the Council was showing may be reflective of the attitude of the community and the spigot idea might make the art fun and accessible. Purington followed by mentioning that the PAA, C was invited to help in this project and that it might be an enjoyable experience. Hanick suggested contacting Doug Freeman and give him the theme to see what ideas he might have for it. Purington suggested Steve Maxon do the feature (articles on Maxon were distributed). Purington said that she would rather support people who are part of the community. She then mentioned that Max-Cast can cast objects or create their own work. She has a Max- Cast pump in her garden. Nagle questioned the seriousness of the spigot idea. Franklin reviewed what was covered in the Council work session and how Dee Norton has suggested spigots and the Council found it humorous. Nagle then noted that the suggestions of art were typically to come from the PAAC, but Purington countered that encouraging outside suggestions might allow the public art program to broaden with whom it works and what it does. Franklin said that artists could work off the spigot idea to create a water feature. Fosse questioned the functionality of the spigot design, but Franklin said that functionality was not necessarily a key component of this feature. Public Art Advisory Committee Minutes August 5, 1999 Page 3 Hanick revisited the degree of the PAAC's involvement in the fountains and Purington said that she would like to be very involved with both projects. Fosse suggested that the fountain closest to Dubuque Street be a feature focusing on water, where the water is expected to be shut off four months of the year, but the one in front of the building could be more intimate and have a. sculptural component. Franklin noted that fewer people would see the entryway fountain, whereas more would see the fountain between the building and Dubuque Street. Hanick asked what the committee needed to decide today and Franklin stressed that there was a serious time constraint for these projects. Hanick then asked whether the committee was to design a call for these fountains. Franklin said that she viewed the PAAC's role as advisory and would prefer the committee to focus on the fountain closer to Dubuque Street, as that is the fountain directly under the PAAC's supervision. She said that she would talk to the City Manager to clarify the PAAC's role in the entryway fountain, understanding the Committee's desire to be fully involved. Nagle suggested that the fountains be designed simultaneously so they can be related to one another. Purington said that she thought the fountain closer to the street was a stand-alone work and wanted to divorce the two fountains. She would rather relate the features to the surroundings than to each other. Fosse agreed with Purington and asked if the PAAC was advisory, who they were advising. Franklin said that they were advising the water plant staff, public works and the City Manager. There was discussion as to how the fountains were to be related, and it was decided that if both fountains were related to the building, then hopefully they would be related to one another and there would be continuity between the fountains. Hanick asked who the artists were for the fountain. Purington said that they may have already chosen two of the three in a previous meeting, but that she liked Gene Anderson and Doris Parks. Franklin said the list had Anderson, Freeman, Fitzgibbons (though she noted that she and Cowdery had been unsuccessful in finding and contacting him) and possibly Doris Parks. She then asked if there were any other suggestions for artists for the small fountain. Purington wondered if anyone knew of any artists who worked in stone. Trueblood recalled an artist in Monticello who made a rhinoceros out of concrete. Hanick suggested that Julius Schmidt might do projects like this, but he also might be too expensive. Purington suggested a ceramic design, but Fosse said that was too fragile. Hanick said that they needed a design in marble, granite or stone. Franklin clarified the artists on the list as Anderson, Parks and Schmidt, but Purington said that she thought Schmidt's work was too futuristic. Hanick then noted that Schmidt was retired, and they might want to look at Tom Aprile, who took Schmidt's place at the University. Purington said that Aprile did mostly indoor work, but his work could be very playful. Franklin noted that if the list was limited to artists the committee knew they liked, then they might find something acceptable and not have to use additional artists. Nagle asked whether or not all artists would be paid and how much money was available? Franklin said as little as possible. A large fountain could cost between $50,000-$70,000, and it will cost $30,000 just to move the old downtown fountain. She said that the fountain was probably going to be about as expensive as WeatherDance. Fosse asked if the committee had $100,000 for both fountains, and Franklin said they had $100,000 for the fountain closest to the Public Art Advisory Committee Minutes August 5, 1999 Page 4 street and the water component was very expensive. She also mentioned that the fountain would not be visible from the interstate. Purington noted that the fountain would not need to be interactive. Franklin suggested something that evoked images of water without having a water component; a sculpture with moving metal or something. Purington noted that wind could help evoke those images. Hanick then suggested something large-scale, like a geyser field, similar to one in Aspen. It would be best if the spouts were lit. They could go up sporadically, but then once an hour all go up together. It would be different every time people drove by. Nagle suggested that the PAAC not design the fountain but leave that component up to the artist. Franklin noted that it was nice to have some idea of whether the ideas were feasible within the budget, and therefore, the committee needed some idea of what they wanted. Nagle said if they put the budget in the call then the artist could use his/her expertise to fit the project to the budget. Purington noted that they needed to have art that would please the entire town, so they might want to have some sort of idea of what they wanted before sending out the call. Nagle then said he liked to plan, but not design the fountain. Purington said she needed a vision to articulate concepts in the call. Hanick redirected the conversation to decide whether the fountain closest to Dubuque Street would be primarily water-focused or have a sculptural component. Trueblood said that he thought a water-focused feature would be most appropriate at the water plant. Fosse asked if the committee understood their role in the small fountain. Franklin said if there was to be an artistic component to the fountain, then the architects would need proposals. She. also said that she sensed the group wanted to get involved with the smaller fountain, and suggested they send calls to three or four artists and see what the artists suggest. They could then bring the suggestions to the City Manager to see what he thought. However, it was important to focus on the larger fountain. Franklin asked whether the committee wanted a water feature or something that had the illusion of water. Fosse said he liked the illusion of water idea because it is functional all year and they will avoid water costs. Hanick asked if the committee wanted to do a call, select an artist or host an invited competition. Franklin said that in the interest of time, an invitation might be best. Nagle returned to the water vs. illusion of water idea. Although the illusion of water might be interesting, he liked the idea of having a water feature, as water was inherent to the site. He also wondered if there was no longer the need for a sculptural component to the water feature. Purington and Trueblood noted that originally, sculpture was more important because there was only going to be one fountain. Now that there were two, one could be sculpture-oriented and one water-oriented. Purington said she wanted to offer money to the artists to provide a design for the feature. Fosse revisited the illusion of water and noted that Iowa City water is very expensive and he did not want to be frivolous with water use. It sets a bad example when the City encourages people Public Art Advisory Committee Minutes August 5, 1999 Page 5 to be careful with their water use. Nagle said that an artist could design a feature with water conservation in mind. Franklin asked if the committee wanted a water feature or an illusion of water. Purington liked the illusion of water idea, as did Fosse. Nagle suggested they give the artists a choice and Purington conducted a vote on the matter. The vote passed 3-2 in favor of giving the artists a choice of using water or alluding to water in their design. Hanick asked who would receive the call and Purington suggested the committee look at the Guild Books. Franklin asked about geographical limitations and Fosse said the USA. Franklin noted that the committee was not going to finish everything on the agenda. Franklin asked if the committee liked the graphic on the front of the Call to Artists. She thought it was very appropriate, since the Call is for sculptures in the pedestrian mall. Purington did not want to use the graphic for all calls. Franklin asked if the committee would approve the graphic so they could send out the mailing. The graphic was approved. Franklin asked which artists they should select for the entryway fountain. The Committee agreed to ask Gene Anderson, Doris Parks, and Tom Aprile for proposals. Fosse said he liked the moving needles down by the Iowa River and the committee agreed. Purington then asked if they were going to offer money to the artists? Nagle suggested they base honorarium on the cost of the fountain. Purington suggested they give $500 to each of the three artists to submit a design. She then motioned for $1500 of the budget to be used for honoraria for the artists. Trueblood seconded the motion. The motion passed 5-0. DISCUSSION OF THE IOWA AVENUE STREETSCAPE PROJECT: Franklin informed the committee that Brain Clark had been hired for the Iowa Avenue Streetscape Project. He is having a meeting with the PAAC on Tuesday, August 17 in the Lobby Conference Room. She asked if everyone could meet then. Fosse and Hanick said they could. Franklin then handed out a list of possible art options created by herself and Cowdery. She then presented a logo design by Libby Musser and asked what the committee thought of it. Trueblood thought it was interesting. Franklin said if the committee wanted to design its own logo or have an artist on the committee design the logo, that would also be acceptable. Purington suggested looking at the Iowa Arts Festival graphics and the Iowa City/Coralville Visitor's Convention Bureau graphics. They were designed by Benson-Hepger. Franklin reminded people of the meeting on the 17th with Brian Clark. She then asked the committee to review the masterplan and have comments ready for the next meeting. She said that she would finish the masterplan, as it was Cowdery's last meeting. The meeting adjourned at 5:08 PM: Minutes submitted by Karen Cowdery ppddir/minlart8-5-99.doc MINUTES IOWA CITY PUBLIC ART ADVISORY COMMITTEE TUESDAY, AUGUST 17 1999, 3:30 PM IOWA CITY MAIN LOBBY CONFERENCE ROOM MEMBERS PRESENT: MEMBERS ABSENT: STAFFPRESENT: OTHERS PRESENT: INARY Gary Nagle, Nancy Purington, Terry Trueblood, Rick Fosse, Deb Galbraith Kevin Hanick Joyce Carroll Brian Clark (Brian Clark and associates), Chris Della Vedova (Brian Clark and associates) CALL TO ORDER: Acting Chairperson Purington called the meeting to order at 3:53 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None IOWA AVENUE STREETSCAPE PROJECT Purington explained that a couple of weeks ago the committee was given some art options for the Iowa Avenue Streetscape Project. She expressed concern that the original concepts of the committee were to have a formal design and that what is being presented appears to be more of a casual design. Purington went on to say that she believes the committee should make some strong recommendations for the project. The lighting was discussed with Purington stressing that she did not like the design that appeared to be like a cap. According to Fosse the type of lighting needed for this corridor is a consideration. Fosse explained that the project is in the preliminary stage at this point. He indicated that a downcast lighting is important for this corridor. The Iowa Avenue Streetscape Committee and the Downtown Streetscape committee met on the lighting issue. Fosse said that Bob Miklo and David Schoon would be the individuals to work with to reconvene these committees and revisit the lighting issues. He said that this issue needs to be resolved by the end of September. The items that the committee decided to delete from their list for consideration are as follows: · Painted fire hydrants · Art in the trees · Interesting bike racks and parking meters · Art on lamp posts Fosse said he liked the idea of the tree grates because there is potential in developing them. He also said that there was not a fountain on the list, but he thinks that a fountain would be a good idea. The committee agreed that a fountain should be added to the list. As far as paving goes the City Council did appear to be showing some resistance to this concept because of the expense. However, it was decided that the brick patterned pavement would be used at the intersections of Linn, Dubuque, and Clinton and in the 100 block of Iowa Avenue. There would be concrete pavement in the other locations. The committee would like to Public Art Advisory Committee August 17, 1999 Page 2 have some input into the design choice. Purington suggested a contest to chose the design. Fosse said that these things need to be done by September. Artful benches were considered. Galbraith mentioned that benches shaped like people with painted faces had been used in (:)'Hare. Purington noted that in Minneapolis Greek-type benches had been used. This will be considered at a later date. The committee agreed to use the same trash receptacles as the ones that have been used in City Plaza. Theme art is something that needs to be discussed. Pillars are an option that could be used at intersections. Galbraith said she liked the idea of trees or some form of greenery to meet this need. Brian Clark and Chris Della Vedova joined the meeting at 4:55 P.M. Galbraith stated that the committee would like to re-capture the formal, classic look of the Old Capitol Area. She commented that the tree line does give this perception. Clark said that the weave pattern was originally used with idea of giving the perception of uniting the city and the university with the Old Capital Area. He said that a woven quilt look would most likely be used in the block between Dubuque and Clinton Street. Fosse said that the idea was to use a pattern that would match the parking stall width so that painting would not be required for parking lines. Clark pointed out that there are art opportunities at the intersections. Sculptures are a possibility at the intersection of Iowa Avenue and Dubuque Street. These areas would need to be finalized in September. Clark suggested that storm sewer and sanitary coverings are other possibilities for art options. Galbraith noted that these have been used before and they are excellent options in this area. It was agreed that more consideration needs to be given regarding the project before any decisions can be made. Purington commented that she does not see a theme developing at this time and would like to see this happen. Galbraith commented that she does like the idea of the classic, formal look and we should build on one of the richest traditions that we have with the Old Capitol area. Clark concurred that it is important that the planning and art advisory entities work together on the project. Galbraith reminded the committee that Saturday, September 25, 1999, will be the fountain dedication. The next meeting will be on September 2, 1999, at 3:30 P.M. ADJOURN: The meeting adjourned at 5:20 P.M. Minutes submitted by Le Ann Dunne-Tyson ppddir%mins%artB-17.doc MINUTES IOWA CITY PUBLIC ART ADVISORY COMMITTEE MONDAY, AUGUST 23, 1999, 4:30 PM IOWA CITY CITY MANAGER'S CONFERENCE ROOM MEMBERS PRESENT: MEMBERS ARSENT: STAFF PRESENT: OTHERS PRESENT: CALL TO ORDER: Nancy Purington, Terry Trueblood, Rick Fosse, Deb Galbraith, Kevin Hanick Gary Nagle Karin Franklin Brian Clark (Brian Clark and Associates) Chairperson Hanick called the meeting to order at 4:40 P.M. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None DISCUSSION OF THE ART COMPONENT OF THE IOWA AVENUE STREETSCAPE PROJECT Clark gave an overview of the project. He started by explaining that a masterplan was started in June 1997. In looking at the history of Iowa Avenue the most important action that could be taken was to remove the center parking and replace the traffic with a two-way flow and angle parking. This would allow the Old Capitol to have the respect and view that it deserved. He felt this was the greatest victory of the project at this time. Clark commented that architecturally there are many different styles represented on the street, with very modern buildings on the University side to turn-of-the-century buildings on the south side of the street. He went on to say the way the project was viewed from a streetscape standpoint was to use a very minimal, respectful approach. Clark further explained that this corridor is being treated as a point where the university and city meet. The paving patterns are one aspect where this meshing of the two entities is utilized. The intersections of Dubuque, Clinton and Linn are where paving patterns and design metaphors will be used to enhance the areas. The block between Dubuque and Clinton streets will have decorative pavers. The other blocks will have regular cement pavement. The following list was created as art possibilities: 1 ) Tree grates 2) Planters 3) Benches 4) Sculptures 5) Literary Walk Clark explained that the budget for the project has allocated for approximately a dozen tree grates. Franklin then indicated that there are funds allocated for public art components of the project that would be beyond the streetscape budget. Galbraith indicated that she likes the idea of planters. It was discussed that they are a positive addition to the streetscape, but that maintenance is a consideration as well Iowa City Public Art Advisory Committee Minutes August 23, 1999 Page 2 Benches and trash containers were discussed. Basic metal benches and standard trash containers have been selected. However, the committee could do some decorative benches and containers as part of the project. Franklin summarized the issue of the light fixtures. The selection of the fixtures was part of a very long process of two streetscape committees that were involved with Iowa Avenue and the downtown. Lighting is pan of the design of the whole streetscape. Franklin went on to say that unless the committee were to have an artist design a light fixture, the lights would not be a public art component of this project. Franklin noted a separate project for consideration. This is Tower Place, or the Iowa Avenue Multi-Use Parking Facility. The building has spaces for public art in the design of the building on Iowa Avenue, Linn Street and Gilbert Street. Murals and mosaics are another consideration. Mosaics are more expensive, but have less maintenance. It was pointed out that Sandy Novalesi is very enthusiastic about having a mural on the side of the Dulcinea Building. She does not own the building, but has talked to the property owner about the possibilities of a mural. The idea of utilizing a literary theme in the streetscape was discussed. Possibilities were discussed for metal street moldings or inlays, replicas of books, flowing script and tree grates. A discussion then took place related to the broad literary scope that this project could encompass in contrast to highlighting Iowa authors perhaps relating to the Iowa Writers Workshop and Festival. If the Iowa writers theme is used, this could be an ongoing project with new authors being added. Hanick brought up the point that he believes there should be some visual purity in the corridor leading to The Old Capitol. He indicated that with the current storefronts there is no purity. Clark said that typically retailers would not appreciate the distractions such as the literary theme; however this is not your typical retailer area. Therefore, he believes that it would be appropriate in the Iowa Avenue area as long as it was done in tasteful moderation. Galbraith brought up the suggestion of color coordination of the storefronts. This would mean perhaps offering free paint in selected colors to perk up storefronts by painting trim and other components to improve the facades. Franklin said that she believed that this was not part of the public art scope. At this time Franklin also presented the rotating sculpture idea as another option that had been considered by the Committee previously. Some members felt scultpure would clutter the streetscape. It was decided that Clark will work on the Iogistics of how to physically incorporate the literary concept into the streetscape project. Hanick suggested a designer/consultant to further develop the concept. Purington said she would like to see Clark do this as long as he is currently involved in the project. Funds for this portion of the project will most likely come from the committee's funding source. The next meeting was moved from September 2 to September 16, 1999. ADJOURN: The meeting adjourned at 5:50 P.M. Minutes submitted by Le Ann Dunne~Tyson ppddir/min/art8-23-99.doc MINUTES IOWA CITY PUBLIC ART ADVISORY COMMITTEE THURSDAY, SEPTEMBER 16, 1999, 3:30 PM IOWA CITY LOBBY CONFERENCE ROOM MEMBERS PRESENT: Nancy Purington, Terry Trueblood, Rick Fosse, Deb Galbraith, Kevin Hanick MEMBERS ABSENT.: Gary Nagle STAFF PRESENT: Karin Franklin, Joyce Carroll OTHERS PRESENT: John Kenyon- Iowa City Gazette CALL TO ORDER: Chairperson Hanick called the meeting to order at 3:40 P.M. Hanick began the meeting by announcing his resignation from the committee. He explained that his firm is in the process of contracting with the City of Iowa City to represent them in the sale of the commercial space in the new downtown-parking ramp. According to Iowa Code Section 382 the city could not contract with him, as he is one of the owners of Lepic-Kroeger. He does own more than five percent of the business, so as long as he is part owner he cannot be on a board or commission while contracting privately with the city. Since his resignation has not been formally accepted Hanick said he would be at this as his final meeting. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None CONSIDERATION OF THE MINUTES OF THE AUGUST 5, AUGUST 17 AND AUGUST 23 MEETINGS Fosse moved to approve the minutes as presented. Galbraith seconded the motion and it was approved on a 5-0 vote. UPDATE ON IOWA AVENUE STREETSCAPE PROJECT Franklin began by saying that she has a communication from Brian Clark of Brian Clark and Associates which proposes the initiation of the first phase of the literary walk art piece. The proposal is that Clark's firm will research similar projects across the country and report back to the committee with images and text. Franklin explained that Clark's intent is to give them ideas of what has been done in other places and to give proposals with images and text as to how this committee might execute the literary walk on Iowa Avenue. Franklin notes that the cost would be $1500 with reimbursable expenses not to exceed $500. This means that the total potential cost out of the public art budget would be $2000 out of the FY 2000 budget. Galbraith requested discussion of this literary walk idea. She stated that she viewed the area as having the beautiful Capitol and trees, which offers a nice, pure view. She felt that this might be enough. By adding art items on the ground for people to look at, it may take away from the view. Purington noted that there was sorrj._e interest on the part of the State through their REACH Program to support the development' of'some type of interest, which would become a tourist attraction. This means that there are funds available for communities to develop these kinds of projects and the committee's concept fits the program's intention. Purington said she would look Iowa City Public Art Advisory Committee Minutes September 16, 1999 Page 2 further into the program. She went on to say that she felt that this is an opportunity to substantially highlight the internationally known literary aspect of the community. Fosse said he believed that this location is the optimum place for the literary walk as it is the interface between the city and the university. Hanick commented that any inlays in the sidewalk would not be placed every two feet; rather it could be that the placement would be possibly 10-20 paces or half a block where the person would then have the opportunity to look at the piece. Hanick went on to say that he spoke to Mayor Lehman and another council member about the project. He said they thought it would be a great idea to start on Iowa Avenue and expand it throughout the downtown. Purington moved to approve the proposal. Fosse seconded the motion. Hanick requested that a timeframe be placed on Clark's work. It was agreed that the timeframe should be within the next thirty days. The motion was approved 5-0. Hanick then went on to comment that the challenge in this project would be the format of the project. He believed the most difficult part would be the selection process. He believes that the criteria need to be less strenuous than those used by the University Library of Special Collections Purington then suggested creating a committee for the selection process. Hanick thought this could be a good idea and that there are people in the community who would be experts in this area. It was decided that more work would be done on the concept before creating a selection committee. Purington stated that she would like some guidelines laid out for Clark. The committee created the following list: · Inclusion of text · Materials (2-3 suggestions) · Brass inlayed lettering Purington suggested inlaying granite tiles or slabs as book forms. REPORT ON WEATHERDANCE DEDICATION Galbraith reported that the dedication of the new fountain downtown would take place on September 25th. There will be children's activities and performances throughout the celebration. Musical performances will take place until 9PM. The dedication program will be from 5-6PM. The end of the program will have a conga line going through the water fountain. The event will be taped for public access television. An interview with the artists will be arranged for the arts education element of the program. An invitation-only reception in tentatively scheduled from 4-5PM at Mercantile Bank. The Public Arts Committee will be recognized at the dedication ceremony. There will be seats for committee members at the program. Those members intending to attend the program will be Fosse, Trueblood, Purington and Galbraith. Iowa City Public Art Advisory Committee Minutes September 16, 1999 Page 3 DISCUSSION OF WATER PLANT PROJECTS - IDENTIFICATION OF ARTISTS Franklin asked for suggestions for adists for the piece for the water plant that would be placed between the building and Dubuque Street. The following suggestions were made: · Ming Fay · Brower Hatcher · George Rickey · Doug Freeman Fitz Gibbons was identified, but has not responded. Purington volunteered to help identify artists if needed. Galbraith suggested that Dr. Thomasini might have some suggestions. She also suggested finding out who the artist is that did the piece outside of MIT in Boston. She will report back to the committee on these two items. Franklin also reported on the call that was sent out, She said that there will be a slide registry for the purpose of identifying artists based on the medium required. Purington mentioned that there is an intern program at the university where art students will be made available to organizations. She will provide information to the committee. DISCUSSION OF PROCEDURES AND MASTER PLAN Franklin noted there was a memorandum in the July packets from Karen Cowdery. The committee did not review the plan, but they will be addressed at the October meeting. COMMITTEE TIME/OTHER BUSINESS Hanick inquired about the replacement for Lesley Wright. Franklin indicated that Emily Vermillion has been appointed; however she was not able to attend the meeting. Franklin and she will meet before the upcoming meeting to get Vermillion up to speed. Loret Mast was the other candidate who was not appointed. Franklin went on to say that Hanick's position has been advertised as his position was up on January 1,2000 regardless of his resignation. The next meeting was scheduled for October 14, 1999, at 3:30PM. The committee adjourned at 4:40PM. Minutes submitted by Le Ann Dunne-Tyson. ppddir/min/arffi-16-99.doc MINUTES IOWa CITY PUBLIC ART ADVISORY COMMITTEE THURSDAY, OCTOBER 14, 1999, 3:30 PM IOWA CITY LOBBY CONFERENCE ROOM Subject to , .pproval 11-09-99 4b('15) MEMBERS PRESENT: Nancy Purington, Terry Trueblood, Rick Fosse, Gary Nagle MEMBERS ABSENT: Deb Galbraith; Emily Vermillion STAFFPRESENT: Ka. rin Franklin~ David Schoon OTHERS PRESENT: Kevin Hanick CALL TO ORDER: Franklin served as chair for the meeting and called it to order at 3:35 P.M. as there currently is no chair with Hanick's resignation from the committee. She began by saying that the next meeting will need to include the election of new officers. She is hoping there all members will be present as well as the new member. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. CONSIDERATION OF THE MINUTES OF THE SEPTEMBER 16 MEETING: Purington moved to approve the minutes of September 16, 1999 with a second made by Trueblood. The minutes were approved by unanimous consent. PRESENTATION BY BRIAN CLARK OF LITERARY WALK CONCEPTS Brian Clark of Brian Clark and Associates began by stating that his firm researched projects that resembled literary walks. He presented a display of the examples found in forms of grids, stacks, pavement art, or simple landscape designs. He pointed out the Sallie Mae Corporate Offices in Reston, VA. He noted that throughout their campus they have literary works carved into stone in various forms throughout the campus. Clark went on to point out the FDR Memorial designed by a landscape architect. In this piece there is more vertical work with carved text in stone. A memorial designed by Martha Schwartz commemorates a man's life in another design that portrays various quotes in flat work and castings of news articles about the writer shown in the bronze standing piece. Clark went on to show a streetscape project in Louisville, KY, is done by EDAW. This is unique in that it has a logo developed for the city and incorporated in all of the site furnishings. Sculpture was also used in this project. Dunlap Avenue in Phoenix, AZ, was then shown. Work was done by Kevin Barry and utilized an exposed aggregate. Clark then spoke of a company his company used called Urban Accessories, which does custom pieces for manholes. He showed various pieces used. Iowa City Public Art Advisory Committee Minutes October 14, 1999, Page 2 Catt Hall at ISU was shown where there was a literary seating area under the steps leading up to the second floor. This showed text done in bronze. Clark said that he was sure there are other examples, but the ones that he showed seemed to capture some of the elements that were previously mentioned. He went on to say that there could be lights in the bases of the street lights that would have light casting on quotes. Another concept would be to do a linear item of text with signature books at key intersections. These were only presented to spark ideas that would lead to further discussion. Clark then said that he saw nodes along the corridor linked by text or art elements as possibilities. Purington said that she felt artists should be identified from the art registry that could work on this type of project. She suggested using a reference that she has that was used for another art program and then contact them to use samples of the work that they have done. She felt this may be quicker than putting out a call. She felt pavement art would be the foundation of the project. Trueblood said that he liked the literary walk idea incorporated with sculptures. Nagle agreed with this. Fosse said that he felt that the light bases presented some opportunity as well. Hanick,speaking as a member of the public, suggested that a format could be created using various artists along the walk to design the representations of the author's work. Purington felt that an artist should be selected to do the whole project with various literary people/works being selected to be highlighted in the walk. Hanick felt that a literary and artistic legacy could be tapped into from the community. Clark said he liked Purington's idea of the literary text flowing through the sidewalk and linked to an art piece. Purington said that she felt strongly that the text or authors should be chosen by a committee and then given to an artist, with parameters, to then produce the work. Hanick said that he felt that parameters of the piece should be set up, with the text given to the artist as well. A different artist would work on each author being recognized. Franklin summarized the suggestions stating that she saw Hanick's vision as being an artist who has done pavement art designing a format for the project and within that format there is some representation of the selected text done by different artists but there is a commonality retained throughout the whole project. What is given to the artist for each of these representations for a particular author is the work of the author. The artist's task is to design something unique to that author that works into the larger format. Hanick said that he did envision the project as being ongoing. She summarized Purington's position as one which required one artist to do the whole project. Franklin said that the project needs to be conceptualized to complete the standardized pavement art but allow unique pieces commemorating the authors to be added over time. The meandering text needs to be done during this initial streetscape construction because of the cost of putting in the sidewalks. If a defined space is selected for each author, the space would need to be something that could be easily replaced with the art as new authors are selected. Fosse then pointed out that the art would have to be somewhat coarse to withstand snow removal and the test of time. Fosse also brought up the point that some authors may not like the way their literary text is represented. Purington then said that this is the reason the author needs to have been dead for fifty years. Franklin then said that the charge could be that the author and artist work together to agree on the representation before it is put into the streetscape project. Iowa City Public Art Advisory Committee Minutes October 14, 1999, Page 3 Nagle then suggested using a vertical piece as opposed to doing something on the pavement. This could be three-sided excluding the street-side. This could eliminate some of the maintenance problems with pavement art. Fosse then suggested using the spaces between the tree grates. He said that snow would be piled in the winter over them; ':'~owever it would cut down on the shoveling issue. The grates and the squares between would be 4'x4' each. Clark said that the grates could be metal or concrete, but he felt that they should be uniform along the street. This proposal would make the project very linear. Nagle then stated that he would like to see an artist develop the whole concept. He does not like the patchwork approach. Franklin then summarized the discussion by saying that the difference is whether one artist does the whole thing or one artist does the generalized concept and then individual artists do the individual representations. Purington then said that if the committee decides to lay out the format, pick the text and have someone fill in the blanks she does not view this as public art. She feels that an artist needs to be hired who has been successful in this arena. Space would be provided for new writers with artisans to inscribe the piece. Schoon pointed out construction drawings for the 300 block are to be done by the end of December and questioned whether the public art decision would be completed by that time. Clark said for the 300 block there would be some difficulty because of time. He said for the 100 and 200 blocks there is still a year ahead for planning. Trueblood then said he felt this was being made far too difficult. He prefers the concept of the meandering walk. He is concerned in the tree grate concept with truck loading and unloading going over the literary area. He is not worried about who does the walk in so much as creating a walk that completes the project in the most efficient manner. Clark then noted that there is a 4-foot wide band of pavement that runs down Iowa Avenue on both sides. It is meant to separate the front yard zone of businesses where they can have outdoor cafes and vendors. This could offer an opportunity to corral the linear element, but yet do it in a focused manner. He likes the idea of meandering text leading to an element of focus. Hanick then suggested getting some input from pavement artists with perhaps the fountain artists as a possibility. Trueblood revisited the idea of the lighted street light bases. He thought having a more lighted walkway would be a good way of taking advantage of the plan already in place. Franklin then noted for the next meeting the committee would like more examples of pavement art and people who do pavement art. In addition the committee would like some advice from some pavement artists in relationship to pitfalls and advantages of doing this type of art in pavement. DISCUSSION OF PROCEDURES AND MASTER PLAN Purington suggested that in the donated work section under the availability of a donated site there needs to be emphasis placed on the appropriate site. Franklin said that should someone want to donate a piece she saw the issue being two-fold. First, would there be a site available? Iowa City Public Art Advisory Committee Minutes October 14, 1999, Page 4 Second, is the piece appropriate? Purington felt these two concepts should be split. However, Fosse thought it was clear as it was stated. Purington also noted in the de-accession portion there should be something added to the contract that states the work will be installed at said site for a minimum of "X" years. This will limit the city's responsibility to the artist. This means that the city is no longer responsible and that the artist realizes that there is a limit. Franklin suggested that this should be put in the accession portion and referenced in the de-accession portion. Trueblood inquired as to what would happen should the city need to do some major work to the property and an art piece would have to be moved. Franklin said there would have to be a provision for this because of the Visual Artists Rights Act. COMMITTEE TIME/OTHER BUSINESS The election of officers will take place at the next meeting. Franklin also noted that the committee needs someone to apply for Hanick's position immediately as there are no applicants to date, Purington inquired about the drainage problem with the fountain. She feels it is a typical public art negative situation that the press can have a field day with when these situations occur. Franklin said the issue is being addressed and the staff is trying to find a solution and keep the water within the parameters of the design. The logo was discussed on the front of the call. An option was presented by Franklin. Purington stated she preferred the vague style of the Broward County example that she had shown. It suggests more openness to artists; however the one Franklin presented was too rigid. The next meeting will be November 4, 1999. ADJOURNMENT Fosse moved to adjourn the meeting with Purington seconding the motion. The meeting adjourned at 5:20 P.M. ppddir/miNartl 0-14-99.doc POLICE CITIZENS REVIEW BOARD MINUTES - October 12, 1999 Lobby Conference Room 11-09-99 CALL TO ORDER Chair L. Cohen called the meeting to order at 6:00 P.M. ATTENDANCE Board members present: L. Cohen, P. Hoffey, P. Farrant, J. Stratton and J. Watson. Staff present: Legal Counsel C. Pugh and Administrative Assistant S. Bauer. Also in attendance was Lt. M. Johnson and Capt. T. Widmer of the ICPD. CONSENT CALENDAR Motion by P. Hoffey and seconded by P. Farrant to adopt the Consent Calendar. Motion carried, 5/0, all members present. RECOMMENDATION TO COUNCIL · Request payment of $300.00 for a one year organizational membership for the PCRB in the National Association for Civilian Oversight of Law Enforcement (NACOLE). ELECTION OF OFFICERS Chair Cohen recommended that the method of voting prescribed by the Board for election of officers be verbal nominations from the floor and voting by voice with majority vote. Motion by J. Stratton and seconded by P. Hoffey to accept this recommendation. Motion carried, 5/0, all members present. P. Farrant nominated J. Watson as Chairperson; seconded by P. Hoffey. P. Hoffey moved to close nominations; seconded by J. Stratton. Motions carried, 5/0, all members present. Chair J. Watson now presiding. P. Hoffey nominated P. Farrant as Vice-Chairperson; seconded by L. Cohen. J. Statton moved to close nominations; seconded by P. Hoffey. Motions carried, 5/0, all members present. PRESENTATION Lt. Johnson and Capt. Widmer of the ICPD gave a presentation on the Use of Force. A handout was distributed outlining the levels of force. References were also made to the General Order on the Use of Force. GOALS FY 2000 NACOLE - Discussion continued citing reasons for the PCRB to have a membership to the National Association for Civilian Oversight of Law Enforcement, to include the reasons cited at the last meeting. P. Farrant expanded on the credibility reason by stating "We're not a professional group, but we certainly do approach what we're doing professionally and, I think, affiliating with a group that attempts to give the volunteer equivalent of professional status to what we're doing is not a bad idea." Motion was made by P. Farrant and seconded by P. Hoffey to make a formal request to the City to consider paying for a $300.00 organizational membership for the PCRB in the National Association for Civilian Oversight of Law Enforcement for a year, to be evaluated at the end of that year to see whether membership is beneficial. Each Board member would receive a copy of the NACOLE newsletter. J. Stratton suggested this newsletter be shared with appropriate people, and further stated it would be a way of communicating what's going on in this arena to the Council and the City Manager. Farrant also suggested the Board may consider further requesting the City send an interested member to NACOLE's next conference. Chair suggested that Chief Winkelhake also receive a copy of NACOLE's newsletter. Motion carried, 5/0, all members present. CAMP DODGE - P. Hoffey spoke briefly about the packet the Board members received regarding the Iowa Law Enforcement Academy at Camp Dodge. After reviewing the material and following discussion, the Board determined they would like to visit Camp Dodge on December 8, 1999, to allow attendance at the Law Enforcement Ethics class (which provides an examination of ethical issues affecting law NEW BUSINESS MEETING SCHEDULE enforcement). P. Hoffey will confirm with the Academy the Board's attendance that day. Hoffey will also inquire about the possibility of the Board being available to the class for a question/answer session. Additional basic training classes is also offered that day to observe. !t is the Board's intent to meet with people there who could present information relating to the issues the Board encounters, such as the curriculum, what they try to accomplish, the goals, purpose and philosophy behind the academy. J. Watson also indicated things like accountability to the public, how they present the philosophical foundation of police work. Legal Counsel suggested that the Board have an official meeting at the beginning for roll ca!i, recess for the trip and tour, and meet again to adjourn. This would not preclude the Board from discussing business. The agenda would be posted as a regular, open meeting. L. Cohen offered to drive the Board members in her van. The Board did not feel the presence of legal counsel would be necessary for this trip. Bauer will request reimbursement from the City for mileage and lunches. Further discussion of PCRB goals for FY 2000 was deferred to the next meeting. The two that the Chair would like members to consider are (1) establish a baseline of information to analyze different types of reports and (2) provide information aimed at improving officers' understanding of the Board's function. None Special Meeting October 26, 1999, 7:00 p.m. - cancelled. · Regular Meeting November 9, 1999, 7:00 P.M. · Special Meeting November 23, 1999, 7:00 P.M. 4 PUBLIC DISCUSSION BOARD INFORMATION STAFF INFORMATION Special Meeting and trip to Camp Dodge, December 8, 1999 · Regular Meeting December 14, 1999, 7:00 P.M. · Special Meeting December 28, 1999, 7:00 P.M. Regarding travel plans over the holidays, L. Cohen stated she will be gone the week of November 22 and the week of December 14. No meeting will be held during Christmas week. None J. Watson - reported on a meeting with S. Bauer, C. Pugh and M. Karr on October 11 regarding e-mail communications and the role of staff. The Board would not have access to correspondence, including e-mail, unless it is addressed to them. The Clerk's office will provide a log of activities, similar to the Board Assistant's, showing number of walk-ins, phone contacts, and correspondence relating to PCRB. If someone contacts the Cierk's office with a complaint about an officer, but does not mention the Board, the person will be offered the two complaint form options. C. Pugh reiterated the concern regarding confidentiality. The log is going to include all office contacts - telephone, counter, e-mail, and general mail. Simple complaint form requests will not be logged. S. Bauer - provided the Annual Report of the City Boards and Commissions to be routed amongst the PCRB members. C. Pugh - The Internal Investigation Log that the Chief provides on a quarterly basis includes open and closed cases. On a pending complaint, there is sufficient information provided that might be considered confidential. Pugh will discuss this issue with the City Attorney and report back to the Board. EXECUTIVE SESSION ADJOURNMENT Motion by P. Farrant and seconded by J. Stratton 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, all members present. Open session adjourned at 8:33 P.M. Regular meeting resumed at 8:45 P.M. Bauer was directed to draft a letter to the Chief requesting a copy of the case file and any videotapes regarding PCRB Complaint #99-05 for the Chair's signature. Motion for adjournment by P. Hoffey and seconded by J. Stratton. Motion carried, 5/0, all members present. Meeting adjourned at 8:45 P.M.