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HomeMy WebLinkAbout2000-10-03 Bd Comm minutesTHURSDAY, AUGUST 10, 2000 - 5:30 P.M. CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Doris Malkmus, Ann Freerks, Marc Mills, Mike Gunn, Peter Jochimsen, Richard Carlson MEMBERS ABSENT: Michaelanne Widness, Jim Enloe, Sue Licht STAFF PRESENT: Scott Kugler OTHERS PRESENT: Linda Kopping, Jay Hanrahan, Jim Harris, Tim Schroeder, Steve Somsky, Kevin Monson, John Loomis RECOMMENDATIONS TO COUNCIL: CALL TO ORDER: Chairperson Gunn called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Themwas none. REVIEW OF PLANS FOR SENIOR CENTER SKYWALK: Kugler pointed out the renderings of the proposed Senior Center Skywalk are included in the agenda packet. The proposed pedestrian bridge would extend from the new Parking Facility to the Senior Center. There was also a picture of the existing building and an outline of where the bddge would cut into the side of the building. Basically a window would be removed from the existing structure, then the opening would be lengthened to accommodate a doorway. The only disturbance to the building would be the removal of a portion of the stone cornice below the window. There may be some interior reworking as well. The skywalk would sit approximately 85 feet from the curb off of Linn Street toward the back of the Senior Center building. The role of the Commission is not to approve or deny, but to provide comments and input on the design since the building in question is on the National Register of Historic Places and owned by the City. Kugler said he felt that it would be a good idea to involve the Commission early so that its comments and concerns may be reflected in the final plans. Malkmus asked what the finish would be of the structure. Kevin Monson, an architect with Neuman/Monson, replied steel with a green color to blend in with the present structure and the window frames of the new parking structure. The pier will be either stained concrete or stucco. The pitch to the roof would not be visible. Malkmus asked if the cross bars in the bridge would reflect any elements of the Senior Center or the new building and if they would be visible from the street. Mortson explained that the cross bracing gives the bridge a lighter effect, rather than the typical steel barring that would be structurally necessary. He said the intent of the bridge is focused on the ramp, not the Senior Center, so that it appears that the ramp is reaching over and lightly touching the Senior Center. He said the materials are more of a modern era than they are of the era of the Senior Center. Having the bridge so far back from the street, pedestrians will hardly notice that it's there. He pointed out that width of the alley is 20 feet and the bridge is set back 85 feet, and that no vistas will be disturbed. Monson pointed out that this is just a proposal for discussion, it is not a fait accompli. He said the architects wanted to ensure that there were no serious concerns of the Commission before continuing with the plans. He Historic Preservation Commission August 10, 2000 Page 2 said this has not been proposed to the City Council yet, it is still very early in the process. It is the opinion of the architect that this is the best proposal yet and they want to make sure that there are no problems. Monson clarified for Freerks that the concrete or stucco would only be on the supporting piers. Carlson was concerned about what would be done with the materials removed from the existing building. Monson said that the pieces would be removed and put into storage (on the property) so that down the road if the bridge becomes obsolete, those items could be replaced. Malkmus asked if the architects are making the bridge as invisible as possible or if they wanted the bridge to be architecturally consonant with the new parking building. Monson replied that it is not imitating the Senior Center; this is meant to be a totally different element from the Senior Center in the materials, colors, and approach. He said the cantilever design does not put any pressure on the existing building - the wall of the parking ramp and the column supports the structure. He said by connecting to the third level of the Senior Center, the need for elevators is removed, and the third floor entrance allows for a secured entrance so that the area can be locked off. He noted the third floor is where the handicapped parking must be per HUD requirements. He said the entire ramp will be controlled by the Senior Center and the lock on the door will be on the south wall of the parking ramp. Malkmus stated that she was concerned about the primarily functional design of this bridge. Jochimsen said that he would rather have it look like the Senior Center, but that he understood that it could not be done. Freerks replied that it will be contingent upon the green coloring. She said if it jumps out and looks industrial it may be problematic; however, if it is so~ened and appears to fade away it should be ok. Gunn stated that he didn't have a problem with it because it's not an addition. The bridge makes no effort to be part of the building and it will never have a historic place on this building. Monson said they would like to have the general blessing of the group to continue with the plans. Their goal is to have the least possible negative impact on the Senior Center. Jochimsen thought that this was a difficult task. Monson noted that they are asking for comments only on the plans that they see today, not for any future plans. Mills suggested that the Commission say that they have no objections to the plan, based on what they have seen. Kugler said that perhaps they need to review the Secretary of the Interior's Standards and include that in their process. There was no public comment on the nomination. MOTION: Malkmus stated given that the bridge is set back 85 feet, using muted colors, and has the most limited impact on the materials of the existing building, that it be found to be in compliance with the spirit of the Secretary of Interior's Standards. Freerks seconded the motion. The motion carried on a vote of 6-0. CERTIFICATE OF APPROPRIATENESS REVIEW: 8 BELLA VISTA: John Loomis, contractor for this project, handed out some revised plans, different from those in the packet. Kugler passed around the photos viewed at previous meetings. Kugler noted that Loomis is bringing this in as a revised plan, and that the only change is that the width of the addition to the east from the existing house goes from 11 feet to 14 feet (on the floor plan). Loomis said there were some slight entrance revisions; the entrance didn't change - the addition moved. Jim Harris, owner, stated that the house was built in 1922 and that virtually nothing had been done on the house. He said there was some interior reworking, also done by Loomis, but nothing was done externally. He said he believes that the house needs morning sun and that they would like to make that an all-seasons room. There is no circular movement Historic Preservation Commission August 10, 2000 Page 3 through the house; it is linear and continuous. Loomis said water drains to the patio in the winter causing an icy area. He said the pitch of the roof will be 1:12 and he will be using Duralast. Mills raised concerns about the three windows and the front door. Loomis said he recommended the three windows versus the one shown previously, and the entrance was extended and there is an overhang providing protection from the elements. He said the window design is the same. He said a reveal line was added over the top of the window over the east and north to separate if from the appearance of the entrance, which will be stucco. He said the lower part of the north face will be brick. Loomis said he put returns on the eaves to complete it. He said a wall that was to be removed to create a bigger room is no longer being removed. He said they are following number 10 of the Secretary of Interior's Standards..."New additions and adjacent or related construction shall be undertaken in such a manner that if removed in the future the essential form and integrity of the historic property and it's environment would be unimpaired." He said the bricks removed from the wall will be stored in the crawl space. Loomis said he feels that the pitch will not be a problem, and that the roof will not be visible. Malkmus raised concerns about the quasi-paladian arch with offset windows above. She said the windows do not line up and if they can be removed she feels that they should be taken out. Loomis said that if he took out the window and walled it in that he would have difficulty completing the brick line. Freerks noted that the current window does not line up either. Malkmus said she is in favor, if they so choose, to remove any of those windows. Jochimsen suggested adding another window (4 total) to create symmetry. Loomis said he is trying to preempt large costs by obtaining the approval of the committee before plans continue. He is willing to work through any problems that the committee may identify. Gunn asked Loomis to describe the finish. Loomis said that he would do that on the building department plan. He said the bricks will blend with the existing. He said they will be close to the same color with a significant expansion line that will separate the old bricks from the new on the north side. He said the stucco product on the upstairs wall appears that there was sand on the roller with paint. He noted that they are proposing a modern day stucco product that can match, relatively well, with the older stucco. He said the back entrance will also be that material. He said the columns would be wood, mimicking the front, painted to match the house, using the same detailing. He said the windows will be double hung, Anderson windows, clad with the stucco right over the frame leaving no trim. The upstairs windows have brick mold. There won't be a relief on the windows. There were no public comments. MOTION: Mills moved to approve a Certificate of Appropriateness for 8 Bella Vista, as illustrated on the revised plans submitted on August '10, 2000. Jochimsen seconded the motion. The motion carried on a vote of 6-0. DISCUSSION OF HOUSING REHAB PROGRAM: Kugler said that at the last meeting there were several questions regarding the Section 106 reviews conducted by the Commission. Kugler asked the Housing Rehab Division to put together a short memo about what they do. Kugler said that basically this is money that comes from the Federal Government in the form of Community Development Block Grant funds or HOME funds. He said a certain amount goes to the Residential Rehab program where they use that money to assist lower income individuals to make repairs to their homes. He said that because Federal money is involved, anytime the home in question is over 50 years in age, this Historic Preservation Commission August 10, 2000 Page 4 commission takes a look at the property to determine whether the home is eligible for listing on the National Register of Historic Places or not. He said if it is we have to comply with the 1966 Historic Preservation Act, which says that we need to evaluate this project's impact on the historic property and treat it accordingly to the Secretary of Interior's Standards. He said if it is found to be not eligible, then the Commission's involvement ends and they can make the necessary repairs to the home without worrying about the effects on the structure. The Commission found the memo very helpful. SECTION 106 REVIEW- 813 RONALDS STREET: Kugler recommended that the Commission go along with the consultants' recommendation that this house is a contributing structure in a potential historic district. He said first the Commission must decide if it is eligible, and if it is then we determine whether or not the change is appropriate. MOTION: Freerks moved that the Property be determined to be eligible for listing on the National Register as a contributing structure within a potential historic district, Mills seconded the motion. The motion carried on a vote of 6-0. Kugler said this is a home that the Rehab Division has worked on in the past. He said they had replaced the storm windows on the whole property with the exception of one where there was a window air conditioning unit. He said that unit is now being removed and central air is being installed and that storm window is now being replaced with the same type of window used earlier. He said there is some repair and repainting of soffits on the house and there is a back porch that has a problem with the roof. He said the tin roof of the porch will be removed and replaced with a membrane roof. MOTION: Malkmus moved that the work plan be found to be in compliance with the Secretary of Interior's Standards. Carlson had a question about the steel back door. Kugler said he assumes that it is a wooden interior door with a metal storm door. He said it appears to be a wooden door with a large glass window. Carlson was concerned with why they would need to replace that door with a steel door. Kugler said he was not familiar with the situation. He said a condition could be added that the door must remain or a similar door (paintable) be used. He said the door should be as close to the odginal door as possible (a wooden door with a large light), provided the existing door is original. Malkmus amended the motion to add a provision that the replacement door must be similar in appearance to the original door. Carlson seconded the motion. The motion carried a vote of 6-0. SECTION 106 REVIEW- 614 RUNDELL STREET: Kugler said that this is a non-contributing structure within the proposed Longfellow Historic District based on the survey that was completed there in 1998. Kugler recommends that it not be eligible. He said it appears to be a Moffitt home, however it has been sided and there were a number of alterations and the consultant who completed that survey felt that it did not have the integrity to be considered contributing. Malkmus said that for the purposes of Section 106, if a structure is considered non-contributing within a Historic District, it should be considered to be a Historic Structure. She said if we are not correct then the State will correct us and list it as not Historic Preservation Commission August 10, 2000 Page 5 eligible. Kugler said he will call the State to clarify. They could still receive CDBG money and the Commission could still approve the plans. Jochimsen questioned that since the building has been so altered that you cannot make them repair one part of it to resemble the way it looked before the alterations. Kugler said that this would be treated as a non-Historic Structure under Section 106. They would not have to follow the Secretary of Interior standards. If it was in a local district, our standards would say that the work would have to be compatible with what is presently there. MOTION; Jochimsen moved that the property be found to be not eligible for the National Register. Malkmus seconded the motion. Carlson raised a concern noting that the consultant does say non-contributing but that more research is recommended. It appears that she made a provisional non-contributing statement. Malkmus stated that the proposed alterations are out of character with the original building. Carlson stated that if we approve enough changes (i.e. the removal of the siding) that it may become contributing. Malkmus said that they want to put concrete blocks inside an existing doorframe. She said there is a doorsill that goes down to the concrete slab, through the foundation and they are going to put concrete blocks between the two doorsills. The work plan does not state what they would put over the cement blocks. Kugler noted that the Commission should be discussing the eligibility. Malkmus said she feels that this house has a lot of potential for being a contributing structure if someone ever chooses to take off the siding. She said other than that there are two windows that have been replaced. She said it probably isn't contributing right now due to the siding. Malkmus noted that the number of Moffitt houses on Rundell increases its potential significance. Jochimsen and Malkmus withdrew the previous motion. MOTION: Malkmus moved that given that the consultants tentative opinion of its non- contributing status that this structure be considered to be eligible for the National Register for the purposes of a Section 106 review. Carlson seconded the motion. Malkmus noted that the tentative wording states, "that alterations have impaired the integrity of this house and additional research is recommended although it continues to be of interest as a Moffitt House." Gunn stated that the goal is to direct some of the work so that it can become a contributing structure in the future. Jochimsen inquired about the desires of the homeowner. Kugler replied that the plans are drawn up in consultation with the homeowner, so that is what they want done on the property. The motion carried on a vote of 6-0. Gunn suggested that the concrete blocks be set within the existing foundation and textured to match and that the railing be appropriate. Malkmus thinks that the steps are original to the home. Kugler noted that the work plan is to remove the concrete steps at the front of the home and replace them with treated wood steps. Mills questioned the wooden stair design, whether it would be open or closed. Kugler pointed out that the work plan does not include a design, and if the committee is concerned about that, it would need to be specified in their motion. Malkmus feels that the steps should be concrete, unless the homeowner has really strong arguments against it. She feels that the masonry approach is one of Moffitt's calling cards and that wooden steps would jeopardize the integrity. She said the railing should be as simple as possible. Carlson asked for a clarification on the proposed steps. He asked if they would be poured concrete or concrete blocks? The consensus was poured, Jochimsen was concerned Historic Preservation Commission August 10, 2000 Page 6 with the high cost of poured concrete. Gunn brought up the issue that if this same case came before the committee in an Historic District that the committee would require these steps be taken. Jochimsen then asked how the loan situation works. Kugler explained that typically it is a forgivable loan that is repaid upon the sale of the house. He said the homeowner or the Rehab Specialist does have the option of appearing before the commission if they have strong objections to any conditions. The discussion changed to the issue of the rear door. Gunn felt that if they requested a door similar in appearance to the original door that it wouldn't add much cost. Gunn then listed the proposed conditions: concrete steps, backdoor similar in appearance to the original, and a simple pipe rail along the front steps. MOTION: Malkmus moved to find that the proposed work plan is in compliance with the Secretary of the Interior's Standards, subject to the use of concrete steps with a plain metal railing, stucco on the face of the new foundation wall, and the use of a rear entry door that is as close as possible in appearance to the original. Freerks seconded the motion. The motion passed 6-0. SECTION 106 REVIEW-903 IOWA AVENUE Kugler stated that there was an old survey done on this area, but it did not give an evaluation on whether the home was eligible or not. Cadson said that aside from a few replacement windows and some aluminum materials that the home is very intact, and it's in a neighborhood that could be a future district. He said it may be individually eligible and it would almost certainly be a contributing structure within a district. Kugler stated that Iowa Ave is in the preservation plan as an area to study. It was taken out of the College Hill survey due to budget limitations. They wanted to focus on Washington and College Streets with the intent of going back in and picking up Iowa Avenue at a later time. MOTION: Mills moved that this home be found to be eligible for listing on the National Register. Freerks seconded the motion. The motion passed 6-0. Kugler said the big thing with this home is the installation of manufactured siding. He said because this project exceeds $25,000, the new HUD standards state that they are required not just to assess lead problems but to abate the lead problems. This means that they need to control and encapsulate all the lead on the property. Kugler said that between $5,000-$25,000 they must identify and control the lead hazards, but over $25,000 there must be abatement. He said one of the options is to repaint the home, but the new HUD standards are much stricter than before and there are no contractors in Iowa City who are certified for abatement. Kugler spoke with Ralph Christian and Judy McClure at the State office, and they were unfamiliar with these rules and recommended that the Commission follow the Secretary of Interior's Standards closely. Somehow this will have to be resolved and they would rather not see us cave in to siding automatically. Carlson said he put a query out on a web site regarding the question of lead abatement and received several responses. One response from the City of Phoenix Lead Hazard Control Program said that "for big rehab projects over $25,000 cities can do interim controls rather than lead abatement on any property that is eligible for the National Register if SHPO requests it." Malkmus feels that the softits and fascia should be left as is. Malkmus questioned the exposed foundation wall. She said this should be replaced with rusticated block to match the rest of the house. The commission decided that the basement windows are a non- issue since they are not visible from the street. Historic Preservation Commission August 10, 2000 Page 7 MOTION: Malkmus moved that the work plan be found to be not in compliance with the Secretary of the Interior's Standards, unless the plans are modified such that the new foundation wall match existing materials, and that no synthetic siding, soffit, or facia materials be installed. Carlson seconded the motion. The motion was passed 6-0. REVIEW OF CONSERVATION DISTRICT REPORT AND GUIDELINES: Kugler said he changed some of the information on contributing/non contributing structures based on the boundary and revisions that the commission made. That information is added near the bottom of page three. This information is required by our ordinance. He said in terms of contributing and non-contributing structures, because of the way that we are looking at the properties, 77.7% of the structures are considered contributing to the character of the conservation district. The Commission was still comfortable with those items listed under minor and intermediate review. Over 50% of the structures on Lucas Street south of Bowery would be non-contributing (7 contributing, 4 non-contributing). Kugler suggested holding the area as a possibility and find out what interest the neighborhood has for this area. He said this portion of Lucas Street was originally excluded due to the number of non-contributing properties and the number of historic properties that have already been removed and replaced, especially on the west side of the street. Malkmus stated that a Conservation District is about a neighborhood and she feels that no real neighborhood remains there. Freerks believes that there is a struggling neighborhood there and the inhabitants of the area are upset at what is currently happening. Malkmus still believes that it should be left out of the district, due to the dramatic visual differences when looking from side to side. MOTION: Mills moved to amend the Bowery line down the middle of Luca$ Street, including the east side and excluding the west side. The motion was seconded by Jochimsen. Malkmus was concerned that this new line would give the impression that the Commission will take whatever they can get, instead of the impression that the Commission is careful, thoughtful, and sharp in our focus of what the Commission looks for. She doesn't want the first conservation district to look too aggressive. Gunn stated that the Commission will have to give up their hopes for two-sided districts in other areas as well, such as on the Northside. Malkmus stated that historic districts contain houses that should be saved, whereas conservation districts have a neighborhood quality about them that deserves to be saved. Jochimsen asked what could be built on the land. Kugler stated that zoning only allows single family/duplex homes in the area. Carlson does not want to penalize one side of the street since the other side has a different zoning. He said it does retain a sense of place if you're looking in the right direction, thars just the nature of the zoning. Malkmus still feels that the first conservation district should define and characterize in the public mind what the Commission means by conservation district. She is feeling very cautious given the scrutiny that this district will go through. She feels that the Commission needs to be well defined in what the criteria are for the boundaries as they are. Malkmus feels that the Commission should define neighborhood identity based on historic architecture and you don't get that feeling unless looking at one side of the street. Mills feels that the zoning defines the lines for this district. The motion passed 5-1 (Malkmus). Kugler explained changes to the guidelines, such as a new front setback based more closely on surrounding properties. Malkmus feels that they should average the two adjoining properties to make the final in-fill decision. Additions that affect the front of the building must be setback at least 18 inches. Substantially setback would be no less than 20 feet. Historic Prese~ation Commission August10,2000 Page 8 Kugler said the next guideline helps a new building fit in along a streetscape, and would look at the surface area of the front planes of the building, or anything seen in a front elevation. Gunn suggested 800 square feet maximum on the face for Lucas Street, 1200 square feet for Governor. He said that is based on the largest contributing structure on each of the two streets. The intent is to apply this only to single-family and duplex buildings and not multi-family. Other changes to the guidelines were discussed and approved by the Commission. Mills left the meeting. Kugler asked if the Commission would like to see the revisions in the next packet and if there is a desire to organize block meetings or one meetings to discuss this with neighborhood residents. He said volunteers are needed to work with the neighborhood to set up and organize a meeting. Gunn feels that the meetings should be held in a public, neutral place; the school is the logical choice. Kugler would like to have two people volunteer to work together to set this up and write the invitation letter. Gunn volunteered to run the meeting. Gunn feels that since it's just one proposal that one meeting would be all that's required. A public hearing is required before the commission acts. Both Malkmus and Freerks have spent a considerable amount of time speaking with area residents about the guidelines. Freerks discussed the conservation district with a number of residents before she became a commission member. Kugler feels that there should be a meeting held prior to the public meeting to outline how the guidelines work and actually give the residents a copy of the guidelines and allow them the opportunity to ask specific questions and comment. Gunn volunteered to write the letter. Malkmus feels that during the public hearing that the issues such as siding and demolitoin that are bound to be contentious be discussed. RECOMMENDATION REGARDING THE PROPOSED COLLEGE HILL REZONING: Kugler said this deals with the proposed rezoning in the Summit-College-Washington Street area, with some houses that front on Iowa and Muscatine as well. The neighborhood has asked that the area be downzoned. Kugler said staff has recommended that a portion of it be downzoned to RS-8 as the neighborhood requested and a portion to RNC-12. He said it does affect a few properties in the East College Street Historic District and one Historic Landmark - the Lindsey Lake House at College and Summit Street. Kugler and Jochimsen asked that it be included in the agenda to see if the Commission had any comments. Jochimsen said that the correspondence he received at home was incomprehensible to him. Kugler said the Planning and Zoning Commission will meet for the second time on this issue August 17. The City Council will also pick up the issue at some point. Kugler said there were a lot of people speaking in favor of this at the first meeting. There were also some concerned property owners. Kugler said if the Commission wishes to make a recommendation on the rezoning issue, then they could send a representative to the meeting to state the feelings of the group. He said the Preservation Plan does talk about investigating zoning in other neighborhoods because the zoning seems to be in conflict with preserving old neighborhoods. Malkmus said she feels that the Commission really has no place in a decision on zoning. She said the staff deals with that and then the Commission comes in to support their recommendations. Kugler said the City Council will make the final downzoning decision. MOTION: Jochimsen moved that the Commission go on record as supporting the application for downzoning the area. Malkmus seconded the motion. The motion passed 5-0. Historic Preservation Commission August 10, 2000 Page 9 Gunn said he would volunteer to draft a letter to the Planning and Zoning Commission reflecting this motion. DISCUSSION OF POTENTIAL LONGFELLOW HISTORIC DISTRICT: Tabled until the next meeting. CONSIDERATION OF MINUTES FROM JULY 15: Malkmus stated that on page two, first sentence, sixth line refers to Widness, but believes that she was the person speaking at the time. On page four the second paragraph from the bottom the same thing occurs. Freerks said that Irvin Pfab was at the meeting but is not listed. Kugler stated that normally only people that speak are listed under "Others Present," because we don't keep track of everyone who attends. MOTION: Malkmus moved that the minutes be accepted. Jochimsen seconded the motion. The motion carried 5-0. Kugler mentioned that there still is no College Green Representative. The meeting was adjourned at 8:40 p.m. ppdadminVnin',hpc8-10-O0.doc HOUSING AND COMMUNITY DEVELOPMENT COMMISSION ~j~ kj .... THURSDAY, JUNE 15, 2000 CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: April Gutting, Lucia-Mai Page, Jayne Moraski, Gretchen Schmuch, William Stewart MEMBERS ABSENT: Bob EIliott, Denira Gadson, Rick House, Kathleen Renquist STAFF PRESENT: Steve Long, Steve Nasby, Angela Williams OTHERS PRESENT: Bob Burns, Jesse Burns, Jeanne Kelsey, Fred Lucas RECOMMENDATION TO COUNCIL: AFFORDABLE HOUSING FUNDING POOL MOTION: Page moved to fund the MetroPlains Development (MDI Limited Partnership #65) Affordable Housing Funding Pool application for $225,000 contingent upon receipt of 2000 Low Income Housing Tax Credits. Stewart seconded the motion. The motion was carried by a vote of 5-0. CALL TO ORDER Chairperson Moraski called the meeting to order at 6:35 P.M. April Gutting was introduced as the new HCDC member. APPROVAL OF MINUTES OF MAY 18, 2000 The minutes were approved with one change. Gadson did not volunteer for the Community Development Celebration Committee, Moraski was the volunteer. MOTION: Schmuch moved to approve the minutes, as amended. Stewart seconded the motion. The motion carried by a vote of 5-0. PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA None AFFORDABLE HOUSING FUNDING POOL APPLICATION - METROPLAINS Jeanne Kelsey spoke on behalf of MetroPlains. She explained the proposed project and noted how it was different than the project brought to the commission during the recent funding allocation. Kelsey said that the previous project was to be located in NE Iowa City and contain 48 units (3 bedrooms) in multi-family buildings. She said that the project, which consists of 15 duplex units, has site control and is properly zoned. Kelsey said that the units would be 1200o 1300 square feet, 2 story, have porches, garages and shared driveways. She said that MetroPlains has bee working with the City on designs to promote the traditional neighborhood concept. In response to a question, she stated that two of the units would be accessible. She added that there would be single car garages that will be located towards the back of the units. This project will help promote a mixed-use area, as most of the current housing types are owner occupied. Housing and Community Development Commission Minutes June 15, 2000 Page 2 of 3 Kelsey stated that MetroPlains will apply for State HOME fund and FHLB funds to supplement financing for the project along with Low Income Housing Tax Credits. She said that the rents for the units would be lowered below the rates allowed by the tax credit program. Stewart asked about the proposed repayment terms and the interest rate, both of which deviate from the Affordable Housing Funding Pool criteria. Kelsey explained that they are asking for a slight deviation from the guidelines because of the lending institution requirements of at least 1.10 debt coverage. She stated that MetroPlains would be willing to make graduated annual payments depending on cash flow of the completed project, which could increase the amount paid to the City each year. However, the loan term would be more than the 10 years set in the guidelines. Kelsey requested that the term of the loan be for 20 years and the interest rate be 1% as shown in the application. Stewart asked about the concentration of low-income clients. Kelsey reiterated that the proposed project is relatively small (just 15 duplex units) surrounded by owner occupied housing. She stated that both criminal and credit checks are made for each applicant. Moraski asked if there would be on-site management. Kelsey said that the Management Company is based out of St. Paul, but they will have an on-site manager who will check up on the properties on a daily basis. MetroPlains has taken over 30 properties in Iowa, so they will be looking into a new management agent. Moraski suggested that the Commission list the pros and cons of the proposed project. Pros included the low level of public subsidy, the project meets a high CITYSTEPS priority, and the traditional neighborhood design and that it contributes to the diversity of the neighborhood. Cons included the deviation from the funding criteria and that only five of the nine Commission members are making the funding decision. Schmuch stated that she felt uncomfortable making a recommendation with four of the nine members absent. Moraski said that they agreed, however, a decision had to be made at this meeting because of tax credit application deadlines. She added that the project would also have to be approved by the City Council. Page asked where the extra $25,000 will come from that is above and beyond the $200,000 available. Nasby said that the Council made a $150,000 commitment from City General Funds to the Affordable Housing Funding Pool during the first "round" and the Council will have to determine if more funding is necessary. MOTION: Page moved to fund the MetroPlains Development (MDI Limited Partnership #65) Affordable Housing Funding Pool application for $225,000 contingent upon receipt of 2000 Low Income Housing Tax Credits. Stewart seconded the motion. The motion was carried by a vote of 5-0. SELECTION OF PROJECTS TO MOINTOR IN FY01 Commission members chose projects to monitor in FY01. Williams said that she would put together a list and include it in the July packet. MONITORING REPORTS Iowa City IHA Senior Housincl Phase h Moraski stated that the project is nearing completion and that since Bob Burns was in attendance that he could provide more details. Housing and Community Development Commission Minutes June 15, 2000 Page 3 of 3 Burns stated that they have renamed the various phases of the project. Phase I is now to be called Concord Terrace and Phase II is now to be called Lexington Place. He also stated that the project should be completed by the end of summer. Habitat for Humanity: Gadson was not present to give a report. Long stated that Habitat had one lot remaining and that a house is expected to be completed by Thanksgiving. Miller Orchard Nei.qhborhood: No report Riverview Place Apartments: No report OLD BUSINESS 2000 Community Development Celebration Update Long said that the Celebration will be held on July 20 from 4:00 p.m. to 6:00 p,m. at the Community Mental Health Center. The committee, Renquist, Schmuch and Moraski, planned to schedule a meeting to discuss the celebration. NEW BUSINESS The members decided to take August off. They discussed the possibility of having a tour of CDBG and HOME funded projects during the fall. ADJOURNMENT Meeting adjourned at 7:50 p.m. ppdcdbd/min/HCDC6-15-OO.doc MINUTES IOWA CITY AIRPORT COMML~SION THURSDAY AUGUST 10. 2000 - 5:4~; P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Alan Ellis, Rick Mascari, Howard Heran, Mark Anderson STAff PRESENT: Sue Dulek, Roe O'Neil CALL TO ORDER: Chaixperson Mascari called the meeting to order at 5:45 p.m. APPROVAL OF MINUTES: The minutes of the July 20, 2000, Commission meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Anderson made a motion to approve the b~ls. EHis seconded the motion and the bills were approved 4 - 0. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: Dick Blum, f~m SERTOMA, reminded the Commission that the fly in breakfast was coming up on August 20a. Mascari asked about the construction site where the building collapsed. O~Neil said he contacted Selzer Werderitsch and told them the area would have to be fenced off in some way. They said they would barricade the area. PUBLIC HEARING-Gordon lease, Buildin~ H: Mascari opened the public hearing at 5:46 p.m. There were no commont.s flora the public. Mascari closedthe public hearing at 5:47 p.m. ITEMS FOR DISCUSSION/ACTION: ~ Gordon lease- O 'Neil said he has discussed the lease with Dennis Gordon. He said it is a five-year lease, with a five-year option. O'Neil said the lease is scheduled to star January 1, 2001, unless the Commission wanted to terminate the lease with HLM sooner t_h_nn that. Mascari said he would like to continue the lease with FILM until it expires in December 2000. The rent for the new lease is $1792 per month. Because the tenant is responsible for interior maintenance, Cordon said he wanted a definition of exactly what is considered interior maintenance. 0 'Neil said that the Commission would pay the sewer and water charges and Gordon would pay the other utilities. This is consistent with other building leases at the Airport. Heran said perhaps the other leases should be looked at and the tenants pay aH the utilities. After some discussion, it was decided the Commission would pay sewer and water on the building. This was consistent with other leases. O 'Neil will work on a list that describes what interior maintenance is. This is something that can be used m any lease. 0 'Nell will have the list by the next meeting. 0 'Nell said there are still some issues to resolve concerning the fuel tank. The subcommittee of Horan and Mascari will meet with Gordon before the next meeting and resolve any outstanding issues. Gordon wanted to know how much the rent would be if he didn't want to include the fuel tank in the value of the hangar. The subcommittee will discuss this with him and be ready for the agenda in September. b. Terminal renovation project- O'Neil said there are some problems that have occurred with renovation. The Commission has stated that these were design problems. HLM, the firm that designed the project, was invited to the meeting to explain what they were doing to fix the items in question. The main problems are the railing on the exterior walkway and the building's air conditioning. Morrie Cohen and Jim Bradberry, from HLM, answered questions from the Commission. Cohen said he didn't think the railing was a design problem. He said he thought the railing was designed to meet building code and he had no reason to believe it would not pass code. He said there are several examples of this same type of railing around town. Mascari asked if the Building Department epproved the design before it was built? Cohen said that since this was an add-on to the project, it did not go through the Building Department for review. EHis and Heran expressed opinions that HLM was paid to design a project that met building codes and the Commission should not have to pay to have something redesigned to meet Maseari asked Cohen about the problems they were having with the air conditioner. Cc~en said they have made some modifications to control the humidity. One of those solutions was to run the boilers while the air conditioners are running so that the air conditioners would run longer and take more humidity out ofthe air. Mascari said it was his understanding that the units were sized too large and they don't nm long enough to take the humidity out efthe air. Bradberry said that according to the size of the building, the units were the right size. He said he has been in contact with the manufacturer and is working on a solution to the problem. The Commission agreed that this was the responsibility of HLM to correct the problem with the air conditioning. Running the heat and air conditioning at the same time was not an acceptable solution. Maseari asked Cohen if he could work with the contractor and the manufacturer and find an answer to the problem. Mascari said this was HLM's problem and the Commission would not pay any more to have the problem corrected. Cohen said he would find a workable solution. O'Neil said there is also a lot of ceiling tile to replace and there may be damage to the insulation because of the high humidity problem. c. Fuel site- Blum said that he needed to know when the Commission wanted to have the system operational so he could develop a bidding and construction schedule. Mascari said he thought the tanks should be installed in the fall of 2001. That way they would not sit unused for a long period of time if lCFS did not want to use them until their current lease expires in December 2001. O'Neil said he discussed this issue with ICFS and they would like the tanks operational and have time to remove their tanks by September 2001. Their insurance runs from September to August and they did not want to have to renew their clean-up insurance next September. This would require the new tanks to be operational by May 1, or June 1 at the latest. Blum suggested getting some w~iiien confirmation from ICFS that they will be using the tanks when they are installed. O~Neil will write a letter to ICFS con~m~g the schedule. Mascari and Ellis are the subcommittee working on this project. d. SEATS- Lisa Dewey was present to explain the letter she sent to the Commission asking for certain improvements to the office space they lease. She went through the list of repairs she wanted done. She said her concern in asking for the repairs was for the health and safety of her employs. She said the Airport Manager has always responded when she contacted him to repair things. Because they have a year and a haw loi~ on the lease, Dewey said she wanted the repairs done because of safety concerns. Mascari asked if the ventilation problems were new. Dewey said she had been here for about 20 months and she was not sure if the ventilation was the same as when they rented the building. O~Neil said that part of the problem with the parking is that it is a chip seal surface and the snow removal contractor hired by SEATS removed a lot of the gravel when he cleaned the parking lot. Dewey said there are a couple of lights that buzz and it bothers her employees. She said they have put in new bulbs but it doesn't seem to help. Mascari asked if the concerns Dewey mentioned existed last November when SEATS asked for an extension of their lease? Dewey said the roof leaked occasionally and the ventilation problems existed at that time. Mascari said he realizes there are some problems with the building and there are some things that may require repairs. He said he knows it is an old facility and has a limited life, but the original rent was adjusted to compensate for it being an older building. Heran said information he had from the media indicated that SEATS was interested in moving and he fin& it unusual that the Commission would be getting a long list of repairs at the same time that SEATS wanted to get out of their lease. Dewey said that it was determined that if they were going to have to stay, the repairs needed to be done. fithey were going to be out in a few months, the repairs wouldn't have to take place. Heran said he would consider some negotiated figure on the remaining lease amount. Dewey said she would be willing to discuss this. She said she thought there were several options. She said the County is not willing to buy out the full amount ren~ining on the lease. Mascari said repairs would be made. 2002 FBO lease- O'Neil said he gave ICFS a lease several weeks ago. ARer they had time to review the lease, O'Neil met with Richard Lancial and Kenny Sandy to discuss terms. ICFS would like to see a term of 20 years. O'Neil told ICFS that a 20-year lease was probably not an option. He said it would be more realistic to ask for a ten-year lease, with two five-year options. Fees would have to be adjusted at least every five years. Mascari said this is something to be discussed by a subcommittee. O 'Nell said the use of the fuel farm would need to be negotiated. This can be part of their lease or could be a separate agreement. ICFS said they need the entire capacity of the t_~nks. They do not want to share the tanks with other lessees. O'Neil said that whatever is decided, there should only be one site on the Airport for fuel. O'Neil said he did not include the three north hangar buildings as part of the leasehold. With the current lease, ICFS leases the buildings for about half of what the income is from the hangars. O'Neil said the Commission owns the buildings, pays the electrical bill and does the maintenance and ICFS receives about half of the income. He said that there is some room for compromise, if ICFS wants W rent the hangars at a reduced rate. Mascari said this is also something for the subcommittee to discuss. O 'Neff said much of the remaining language in the proposed lease is language that is required by the City or by the FAA. It includes protection for grant assurances, nondiscrimln.ntion language and insurance requirements. Anderson asked if the Commission should advertise for an FBO instead of negotiating with ICFS? O'Neff said he has told ICFS that ira lease is not negotiated by January, the Commission has said they would advertise regionally or maybe nationally for someone to provide for FBO services. Mascari said he thought the Commission should put together an RFQ and advertise. The rest ofthe Commission agreed. The Commission directed O~Neil to develop a Request for Qualifications. f. North Commercial area 1. Council/Commission agreement- O'Neff said the Council would hold a public hearing for the plans and specifications for the infrastruaum for the NCA on August 29. Bids will be due on September 19, 2000. City Manager Atkins is waiting for the appraisal update f~om Cook Appraisals before he can finish drafting the agreement with the Council for repaying the loan for the infra.q~cture. 2. Science Center agreement- O'Neff said he and Attorney Dulek had conversations with Jim Larew f~om the Science Center. Larew said he remembers the Commission voting on a five-year lease, with ~e~t being $1.00 per year. O'Neil said he researched the Commission minutes and the only time rent was discussed was during public discussion time at a meeting on February 11, 1999. At that time, the Commission said that ifthe Council wanted to help subsidize the Science Center, a reduced rent might be possible. This was not an agenda item at that particular meeting and the Commission could not have voted on the issue. O 'Neff said he would work with Dulek and generate a generic lease for property in the NCA. When that is developed, a lease can be written for the Science Center. O'Neil said in his discussion with Larew, Larew wanted to know when the Commission would be ready to tum the United Hangar over to the Science Center. He said he would like to begin rehab on the building. Mascari said there are still several months left on the SEATS lease. Heran said the Science Center could approach SEATS about subleasing the building if they wanted to get in there sooner. O'Neil reminded the Commission that although they have always been supportive of the Science Center, they do not have any budget to subsidize the Science Center by leasing them property at less than market value. Dulek said that she has researched the fair market value issue and the Science Center does not meet the exception test. Airport property can be leased at less than fair market value if the property leased is not capable of producing substantial income. Larew said that rehab of the hangar would be of some value. O 'Nell said that the value would be to the Science Center and perhaps the community, but not necessarily to the Airport. Mascari will send a letter to Larew and the Science Center and explain the Commission's position. He will explain that he has to pay fair market value. The United hangar will be available for Science Center use after the SEATS lease expires. 3. Marketing- In a letter ofreply to Bender's resignation letter, Mayor Lehman stated that he would not be able to support Coldwell Banker as the firm to market the NCA. O'Neil said the Commission would need to put together a Request for Proposals and advertise. Mascari said he thought Coldwell Banker should not be excluded if they want to oompete for the project. O'Neil said he had started developing an RFP in 1997. It was based on the idea that a private company would develop the entire parcel. Some of the same issues from the 1997 RFP would apply to the new RFP but it would have to be modified to reflect that the Commission wanted a company only for marketing the property. The Commission directed O'Neil to develop an RFP for marketing the NCA. O'Neil said there might not be enough time to advertise and have firms develop a proposal before the next meeting. Mascari said there could be a special meeting to listen to the proposals. 4. Other issues - Dulek said the final plat for the NCA would go to the Council in September. O'Neil and Dulek will check on the schedule for final approval. g. Building K project- Selzer said the building would be delivered the week of August 28 and the building completion date is November 17, 2000. O'Neil said he contacted Selzer and said the site would need to be cleaned up and secured before the fly-in breakfast on August 20. O'Neil said SWA is in the process of replacing the anchor bolts. A letter was sent to SWA questioning the removal of the salvage material. An adjustment will be made on the next billing. O 'Neil will begin to get the leases signed for the nine hangars. h. Beaeon tower painting bids- Three bids were received. The appa~na low bid was from Thomas Industrial Coating in the amount ors 19,015.00. O'Neil said he called two references and received very favorable recommendations. Anderson made a motion for a resolution to accept the bid from Thomas Industrial Coating. Horan seconded the motion and it passed 4 - 0. CHAIRPERSON'S REPORT: Mascari said the Commission should send a letter to Tom Bender, thanking him for his work on the Commission, especially for the work on the NCA. Mascari said he met Burt R;~n_n at Oshkosh and gave him a ride to his aircraft in noRhem Wisconsin. COMMISSION MEMBERS' REPORTS: Anderson wanted to know if it would be beneficial to have an independent mechanical engineer look at the air conditioning problem they are having in the Terminal Building. O 'Neil said he has talked to four different air conditioning contractors or technicians and they all said the same thing, and that is, the units are oversized. Mascari said he thought the Commission should wait and see what type of solution HLM can provide. Anderson said there is a Fly Iowa 2001 meeting next Tuesday and since there would be three Airport Commission members in atteadance, it would need to be posted as a Commission meeting. Anderson asked why there was still a hangar being used to store medical supply material. O'Neil said that hangar is under the control of lCFS. He will see if there is any violation of minimum ADMINISTRATIVE REPORT: Dulek provide the Commission with information concerning communication towers. There has been a renewed interest to install additional communication towers in and around Iowa City. These could create additional obstructions, affecting approaches and the ability to installing a precision approach. There are no building permit applications on file at this time for any towers. The completion date for the beacon tower painting project is October 6, 2000. O 'Neil said he would be interested in attending the Community Leadership Program. The deadline has passed for this year but he would like to attend next year. Hotan said he went through the program and learned a lot about the community. A meeting is scheduled with the FAA in Kansas City for August 22, 2000, at 10:00 a.m. Mascari will see if there are any Council members who are interested in attending. The Iowa Aviation Conference is September 20 and 21. O'Neil w~l send the Commission members the registration information as soon as he receives it. There is a group of citizens that would like the Council to appoint a committee or commission to review all departments' building plans to see if they comply with disabilities requirements. The Commission indicated that they thought this was handled adequately by the Building Department and another review board was not necessary. O'Neff said there is a copy era letter in the packet from Chairperson Mascari inviting the Council members to attend the fly in breakfast. O 'Neff said there a letter in the packet from ICFS concerning a second rental and training plane. O 'Neff said Toyota has contacted him about leasing some property near Dane Road to put up a new sign. He will meet with them tomorrow. Oq~le~ suggested the Commission get a price for developing plans and specifications for Building D. The Commission has a $ 50,000 grant to rehab the building. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for September 14, 2000,at 5:45 p.m. ADJOURNMENT: The meeting was adjourned at 9:07 p.m. Rick Mascari, Chairperson IOWA CITY HUMAN RIGHTS COMMISSION IOWA CITY CITY COUNCIL CHAMBERS August 22, 2000-7:00 MEMBERS PRESENT: Diane Martin, Charles Major, Joan Jehle, Mettie Thompulos, Mary Larew, Janice Simmons-Welburn, Maureen Howe, Jan Warren MEMBERS ABSENT: Rick Spooner STAFF MEMBERS: Heather Shank, Laz Pittman 1. CALL TO ORDER: Jan Warren called the meeting to order at 7:05 p.m. 2. APPROVAL OF THE MINUTES: MOTION: Simmons-Welburn made a motion to approve the minutes. Larew seconded the motion. The motion was carried by a vote of 8-0. 3. RECOMMENDATIONS TO COUNCIL: The Iowa City Human Rights Commission (HRC) recommends the Iowa City City Council approve a revision in the Human Rights Ordinance, Section 2-3-2A to read as follows: "It shall be unlawful for any person to deny any other person the full and equal enjoyment of the goods, services, facilities, privileges, advantages, of any place of public accommodation because of age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual orientation. This section shall not apply to discounts for services or accommodations based upon age." The HRC felt the change was necessary because under the law as it currently stands, senior citizen's discounts and other discounts and accommodations of this nature are possibly illegal. 4. NEW BUSINESS: Recommendation on accessibility committee. Shank received a memorandum from the City Manager. The memorandum requested the Commission make a recommendation as to whether it believes an advisory committee of persons with disabilities ought to be formed to provide input to the City on capital projects and programs. The memorandum also stated that until recently there was a Council of Disability Rights and Education (CDRE) artended by City staff. The CDRE was responsible for providing information and education to the public about disability issues. The group folded due to lack of interest. Martin, Warren, and Simmons-Welbum inquired as to purpose of the committee. Shank stated the function of the committee would be advisory. Members of the committee would bring a different perspective to projects and programs individuals without disabilities may not be able to provide. Warren expressed concems about the committee's liability. Shank stated that she believed the advisory group would not be held legally responsible for their recommendations. Shank explained that the Commission was being asked to consider whether it believed the advisory committee was necessary for capital projects and programs given the present legal steps that must be followed. Warren said she would advise that the City must make an effort to include persons with disabilities in projects in some form appropriate to the project and this did not necessarily mean an advisory group. MOTION: Diane Martin moved that the Commission send the following statement to the City Manager: "The prime concern of the Human Rights Commission is that the community of people with disabilities be consulted when capital City projects or programs are being planned. That consultation could take varied forms including formation of a committee for a specific project or consultation with existing groups or individuals on a case-by-case basis. The commission feels that these insights are invaluable to the planning process." Thompulos seconded the motion. The motion was carried by a vote of 8-0. Co-Sponsorship request: Iowans 'for Peace in Iraq. Warren addressed the letter in the packet from a group called Iowans for Peace in Iraq. The author of the letter wanted to know whether the HRC would co-sponsor two programs in which the speakers would address the impact of the sanctions on the children of Iraq. Warren asked what kind of support the group was requesting. Shank indicated that the group was looking for donations but would also accept a letter of support, co-sponsorship or the publication of their events. Howe stated she thought a letter of support would be good. Major inquired as to whether or not the person speaking was going to knock the United States for getting involved in Iraq. Shank and Warren explained that the economic sanctions and the death toll among children were the topics to be discussed. Major was provided with additional information regarding this issue. MOTION: Howe made a motion that the Commission writes a letter to support and co-sponsor the event. Simmons-Welburn seconded the motion. The motion was carried by a vote of 8-0. 5. OLD BUSINESS Discussion re: age as a protected category in Public Accommodation section of HRC Warren asked whether anyone had thought of any downsides to removing age from the HRO as a protected category since the last meeting. Martin said she thought that an amendment leaving age in there but allowing discounts based on age would be a good idea. If this was adopted then any potential downside to removing age would be avoided. Shank pointed out the Cedar Rapids Civil Rights Ordinance included in the packet provides that exception to the law under the public accommodation category. MOTION: Martin moved that the Commission amend the Iowa City Human Rights ordinance section 2-3-2A to read, "It shall be unlawful for any person to deny any other person the full and equal enjoyment of the goods, services, privileges, facilities, advantages, or any place of public accommodation because of age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex, or sexual orientation. This section shall not apply to discounts for services or accommodations based upon age." Simmons-Welbum seconded the motion. The motion was carried by a vote of 8-0. MOTION: Larew made a motion that the Commission recommend to Council that it approve the above-cited revision. Howe seconded the motion. The motion was carried by a vote of 8-0. Breakfast Shank indicated that breakfast tickets were ready for sale. Warren inquired about award nominations. Shank indicated that, at the present time, three had come in, two in the business category. Warren discussed the award committee. She believed the HRC had previously discussed who was to be on it. Martin was not sure they had so Warren said she would look into it. Posters/ribbons Shank updated the Commission on the status of the ribbons and posters. The ribbons are all done. Commission members are to attach a ribbon to each of the posters they had previously received. 6. REPORTS OF COMMISSIONERS Howe brought the information that she forgot at the last meeting from the Iowa Civil Rights Commission regarding the training she attended in Davenport. Martin mentioned the article in the Press Citizen that addressed the human rights education conference. She indicated that she thought it was very nice. Major said that he was disappointed in the City High hat removal policy. He said he wished that they would have either, left the policy like it was or implemented the new policy throughout the school district. He said he felt that the reasons for the policy were not very clear. Jehle asked that the members take time to read the letter written by Faith Wilmot that Jehle asked to be included in the packet. She found it very touching. Larew announced that AFSCME joined the Iowa Civil Liberties Union in filing amicus curiae brief in support of Vilsack's Executive Order. 7. STATUS OF CASES Shank indicated that steps are being taken to schedule the public hearing in the case the Human Rights Commission has previously discussed. The conciliation in the separate case has been postponed until the complainant is able to meet with her attorney. Team B has an appeal. 8. ADJOURNMENT MOTION: Thompulos moved to adjourn the meeting. Jehle seconded the motion. The motion was carried by a vote of S-0. The meeting was adjourned at 8:37. MINUTES 4b(5) PLANNING AND ZONING COMMISSION SEPTEMBER 7, 2000- 7:30 P.M. CIVIC CENTER COUNCIL CHAMBERS ~ . MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Pam Ehrhardt, Jerry Hansen, Norm Osland, Dean Shannon MEMBERS ABSENT: Marilyn Schintler STAFF PRESENT: Andrew Matthews, Scott Kugler, Bob Miklo OTHERS PRESENT: Merlin Lawrence, Jim McClure, Vern Kollasch, Tom Gelman RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 6 - 0, of SUB00-00018, an application from Walden Wood Associates II, L.L.P., for a final plat of a Resubdivision of Lot 52, Walden Hills, a 4.89 acre, 19-lot residential subdivision located on the west side of Shannon Drive south of Willow Creek subject to approval of legal papers and construction drawings prior to City Council consideration of the plat and subject to the approval of the revised sensitive areas development plan and preliminary plat currently pending before the City Council. Recommended approval, by a vote of 6 - 0, of SUB00-00019, an application from Arlington LC for a final plat of Windsor Ridge Part Ten A, a Resubdivision of a Portion of Windsor Ridge, Part Ten, a 4.90 acre, 8-lot residential subdivision located on the west side of Huntington Drive, North of Barrington Road, subject to the approval of legal papers prior to City Council consideration of the plat. Recommended approval, by a vote of 6 - 0, of SUB00-00020, an application from Southgate Development for a final plat of Walnut Ridge, Parts 8, 9, and 10, a 35.14, 22-1ot residential subdivision located on Kennedy parkway, subject to staff approval of legal papers and construction drawings prior to City Council consideration. CALL TO ORDER: Chairperson Bovbjerg called the meeting to order at 7:38 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Bovbjerg said a list of vacancies is available on the Bulletin Board in the Lobby. She said it is a privilege to serve and a good education. It is a great way to help your community and a good way to volunteer. REZONING/DEVELOPMENT ITEMS: REZ00-00020. Public discussion of an application from Dial Silvercrest Assisted Living for an amendment of an OPDH-12 plan to allow a 40-unit assisted living building on 2.87 acres located on the southeast corner of Scott Boulevard and American Legion Road. Bovbjerg stated that since there has been no informal meeting to discuss this item the questioning of staff and applicants may be more extensive than usual. Miklo gave background and plan information. In 1998 the City approved an annexation, rezoning and preliminary plat for Silvercrest. The approved plan included a 68-unit assisted Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 2 living facility, a 120-unit independent living apartment building, a 9,000 square foot medical office building and a 60-bed medical rehabilitation facility. The Overlay Planned Development Housing (OPDH) plan was amended in 1999 to reconfigure the design of the independent living apartment building and the rehabilitation facility. The rehabilitation facility was reduced in size from 60 beds to 40 beds. The applicant is now requesting an additional amendment to replace the 40-bed rehabilitation center with a 40-unit assisted living building for persons with Alzheimer's. The remainder of the plan would remain as approved in 1999. The proposed Alzheimer's assisted living facility would be similar in size and scale to the previously approved rehabilitation facility which it would replace. The use of the property, however, would change from providing medical rehabilitation services to a general population which would be in transition from hospitals to private residences after receiving a period of medical rehabilitation. The new use of the property would be for residents with early stages of Alzheimer's. A letter from the applicant provides more detail regarding the proposal. Miklo said the physical arrangement of the overall Silvercrest development would change only slightly. A copy of the previously approved plan was shown. The parking layout and traffic circulation would be the same as approved in 1999. The parking requirement for the assisted living facility would be the same as the rehabilitation center- one space per unit, or 40 spaces. The size and scale of the building itself would also be similar to the previously approved building. The exterior design would include the use of brick and cement-board or hard board siding similar to the previously approved buildings on the property. Miklo said staff recommends approval of REZ00-00020. Ehrhardt asked Miklo to comment on the letters received regarding the fencing around the storm water. Miklo said he did receive four letters from neighboring residents and property owners about the storm water facilities. He said fencing has not typically been required for storm water facilities. There was one development - Village Green - where decorative fencing was required near the street and some evergreens were required adjacent to the buildings to discourage it from appearing to be a public open space or public pond. Miklo said it was not a complete fence, there are openings, but the evergreens were to help make it less visible from the public street. Miklo said there are several other basins within the city that are not fenced, that are located in both residential and commercial neighborhoods. Miklo said one of the issues here is that the pond is not in the area being amended. The pond was approved without a fence in the original plan in 1998. Miklo said it would be somewhat unusual to require a fence at this point. It may be within the Commission's legal ability to do so if they were to find there is some relationship to this rezoning or amended plan that warrants a fence. Ehrhardt asked if there were any suggestions for fencing in the original zoning. Miklo said it was never discussed. Hansen asked if it was never discussed by the Commission or never discussed by the public. Miklo did not recall any discussion of it at all. Chait mentioned that at the last meeting the Southpoint project, which had a similar wet bottom, did not have a required fence. Miklo said he cannot recall the city ever requiring a complete enclosure around a storm water basin. Hansen asked if fencing shown around the building is for the safety of the patients. Miklo said that would be a question for the applicant but that the plan does show an outdoor walking space for the residents. Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 3 Shannon asked Miklo if the Commission is being asked to not change the zoning, but only to cha.nge the original plan. Miklo responded that technically it is a change of zoning because it is a planned development and any change to the original plan is technically a rezoning. Miklo clarified that the Commission would be changing zoning for only one of the four lots associated with this development. The other three, including the one the storm water basin is on, is not being changed. Bovbjerg asked Miklo if group assisted living use is the same. Miklo said the previous plan was for a rehabilitation center and would have been for short-term stays. For instance, someone who has been released from the hospital but is not ready to go home yet could go there for therapy and care until they are ready to live on their own. Miklo said this is quite a bit different from the assisted living, which is more of a long-term residency. Bovbjerg asked if the size of the building and the number of people it serves would be the same. Miklo confirmed that it would be similar. Bovbjerg asked if this had not been a planned development this would have been a difference in use but since it is a planned development it has to be called a rezoning. Miklo said this was correct. Public discussion: Merlin Lawrence, Dial Companies, said he has been here for a couple of years bringing this project before the Commission since the initial approval. The decision on their part to bring an AIzheimer's facility ahead on their project is because what they were trying to do with a rehabilitation center from a business sense just didn't work. He said when something doesn't work you have to come up with an alternative, and he said they feel the Alzheimer's facility is very compatible with what they are trying to do, by providing housing for seniors. So, they feel the Alzheimer's fits with the rest of their development. It's a form of assisted living. It's very important that he make the Commission aware that this is not a nursing home. It is a facility that is intended to be locked down so they can control where residents go and do not go. There are certain doorways that are locked that they have control of. The fences on the outside of the buildings are so they can have exercise areas outside the building, yet it is contained so they can control where residents go. The original plan they have has 40 beds formed in neighborhoods. They believe this is something that would be good for Iowa City; their research shows them there is a demand, otherwise they wouldn't do it. He said they think it is a viable form of elderly housing that would be very beneficial to Iowa City and the community. Chait asked Merlin Lawrence to clarify initial phase - 40 beds. Merlin Lawrence said that the building holds 40 beds and that they could have up to 60 beds. If demand warranted, they could add another wing that would take them up to 60 beds. Chair asked if the rezoning is for 60 beds and they're only going to build 40, or are they going to come back for 20 more. Lawrence said their plan is to only build 40. If the demand was there they would go through whatever procedure was required for additional 20 beds. Miklo said underlying RM-12 zoning has some extra density that hasn't been consumed by the number of units so far. The Commission would be approving 40, and any additional beds would require an amendment to the plan development. Lawrence clarified that they are only applying for 40 beds now. They do not want to ask for something they don't feel they need. This is what they think the demand is. Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 4 Hansen asked Lawrence what changed to invalidate the assisted living approach. Lawrence said the assisted living was not changing. Hansen asked what changed to invalidate the rehabilitation. Lawrence said it is a business financial decision. Hansen said it obviously looked like it would work in the beginning and now it doesn't. Lawrence referred the question to Jim McClure, Dial Companies. Jim McClure, Dial Land Development, said his background has been 30 years of operating facilities. He said the reason they are not doing a rehabilitation center now is because the programs and how they do business have changed, and because of shifting services and reimbursements. The rehabilitation business has gone more to outpatient services, away from inpatient facilities. McClure said the dynamics of the industry have changed. He said that in the past rehabilitation had been happening in facilities, but it's now happening in homes. McClure said with the transfer of funds and cuts in Medicaid it was no longer an economically functional thing to do. Hansen asked Miklo if in the future they want to change again to another type of thing in the same facility, what happens. Miklo said if it was a major change in land use of the planned development it would require scrutiny of the Planning and Zoning Commission. McClure continued that this facility is a state-of-the-art dementia facility. He explained different causes of dementia, not just Alzheimer's. He said these facilities are built to enhance a person's ability to stay independent, and that becomes the 9oal. McClure said there are two neighborhoods in the building. He pointed out neighborhoods on the plan and explained areas of general supervision because the residents are independent, yet need reminding to eat, toilet, etc. McClure said this kind of facility is for stages one and two dementia. He said this building could not function as a rehabilitation center. It is an assisted living facility. Hansen said he understood the facility use, he was just driving at the fact that if it changed in two years, it could change again in another two years. McClure said as a gerontologist he looks at the spectrum of time: it took thirty years of change. He said from 1970 to 2000 there was a change in focus. He said before that it was 1940-1970. He said he's sure there will be change. He's hoping that thirty years from now they will have eliminated Alzheimer's. The change will be gradual. McClure said change would not be seen in two or five years. In ten years some of the dementia numbers should go down. Hansen said in realizing how dynamic the applicanrs business could be, he wonders if maybe there's an easier way for the Commission to address this problem. Bovbjerg said that it seems that the Commission is looking at land use; that there's a building that is a certain size and shape for some sort of medical assisted living care. She said if this were going to be made into a high rise apartment it would definitely be a change in land use but that this is technically a planned development. Bovbjerg said any kind of change of use has to come through as though it were a rezoning. She said irs kind of a quirk in wording, but it seems as though the decision is the kind that is made by developers and if irs drastic it comes back to the Commission. McClure said that one thing that should be everyone's goal-he as developer and the Commission as planners-is to be looking at what's the least restrictive environment for people. Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 5 Hansen said that part of his question was to gather information because the Commission is rewriting so many of the zoning things and he would like it to be as easy as possible for people to come to the Commission and ask for these kinds of things. Ehrhardt asked the applicant what his thoughts were concerning fencing around storm sewers, because there were several letters from neighboring property owners concerned about the safety of the water basin and also weedy vegetation on the property being unsightly. Lawrence responded that he didn't know about the vegetation, but it's a construction site, and he would call the contractor about the weeds. Ehrhardt said controlling weeds makes better neighbors. Lawrence said they have not discussed the fencing issue because the City has not required it. He said in his discussions with the staff they informed him they don't know of any retention pond in the city that is enclosed. He said he would take the concern back to the majority owners. Ehrhardt suggested meeting with neighboring property owners. Lawrence said they have met with Mr. Prybil and Mr. WooIf and that they moved the retention pond at their request at a great cost to the Dial company. Hansen asked what kind of fencing will be around the facility. McClure said it would be a decorative fence compatible with the building. He said it would be about eight feet tall, specially designed for this kind of facility, and would be attractive. Bovbjerg asked the applicant to show walkways on the plan. McClure showed the plan and stressed that it's very open and intended for safety, dignity and independence. Vern Kollasch, 1110 Hampton Ct., said he had a lot of questions, but a lot had been answered already. His biggest concern was if it ever would be added on to or have 60 beds in the future. Bovbjerg said only time would tell and it would have to come through the Planning and Zoning Commission. Kollasch asked if this facility was going to be really close to the medical office. Lawrence answered that it's on the same pad as the previously planned rehabilitation building and that the pad is already constructed. Kollasch asked which building is going to be next. Lawrence said the Alzheimer's facility would be next and the independent living facility would be last. Kollasch asked for completion dates. Lawrence said he didn't know exact dates, but they are into finishing stages of the medical office so probably not more that 60 days. Kollasch said the neighbors in the area that he's spoken to are all pretty happy with the whole facility. Bovbjerg said she was concerned that Kollasch was concerned about construction. Koilasch said he was mostly concerned with timetables for completion, especially near Scott Boulevard. Public discussion closed. Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 6 Bovbjerg said since this was the first time this was seen by the Commission, and usually they see rezoning items twice, the motion she would entertain is to defer this till the next meeting on September 21, 2000, which is within the 45-day limitation period. Ehrhardt asked a legal question, whether the City is liable if they choose not to fence the sewer basin and a child drowns. Andrew Matthews said that it was not on City property, and that at most fencing is discretionary. Matthews said that it is not required so there would be little or no liability. He said there could be liability on the part of the company or property owner knowing there is potential risk to children. MOTION: Chait moved to defer REZ00-00020, an application from Dial Silvercrest Assisted Living for an amendment of 'an OPDH-12 plan to allow a 40-unit assisted living building on 2.87 acres located on the SE corner of Scott Blvd. and American Legion Road until September 21, 2000. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. SUB00-00015. Public discussion of an application from Lake Calvin Properties for a preliminary and final plat of resubdivision of Saddlebrook Addition, Part Two a 69.75 acre, 4 lot residential subdivision and a manufactured housing site plan for 290 housing units located at Paddock BIvd. and Heinz Road. Miklo received a revised plan on August 31, 2000 that is being reviewed by the Public Works Department. Miklo said there are still technical errors on the plat. He said there are some concerns about drainage which have not been resolved. The Engineering staff is meeting with applicant's consulting engineer on September 8, 2000, and hopefully will find a solution to those. He said at this point he is not ready to recommend approval because of those technical errors. He said in terms of redesign, it does address concerns discussed at the last Planning and Zoning Commission meeting. He said they would need a waiver of the 45-day limitation period as that expires next week. Bovbjerg asked if that was in writing. Miklo asked the applicant to address that. Miklo said the applicant was nodding they are willing to waive the 45 days, and that should be sufficient. Public discussion: There was none. Public discussion closed. Bovbjerg said she would entertain a motion to defer item until September 21, 2000 and note that there was an affirmative to waiver of 45 days. MOTION: Chait moved to defer SUB00-00015, an application from Lake Calvin Properties for a preliminary and final plat of resubdivision of Saddlebrook Addition, Part Two a 69.75 acre, 4 lot residential subdivision and a manufactured housing site plan for 290 housing units located at Paddock Blvd. and Heinz Road, until September 21, 2000 meeting, noting waiver of 45 days. Shannon seconded the motion. The motion carried on a vote of 6-0. SUB00-00018. PubLic discussion of an application from Walden Wood Associate II, L.L.P., for a final plat of a Resubdivision of Lot 52, Walden Hills, a 4.89 acre, 19-1ot residential subdivision located on the west side of Shannon Drive south of Willow Creek. PLanning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 7 Kugler said this is the final plat for this development and is consistent with the preliminary plat and plan that the Commission recommended approval of. All of the conditional zoning agreement provisions, including the extension of Shannon Drive to the north property line, ensuring that the trees that are planted along Hwy. 218 will remain or be replaced if disturbed, and the proposed traffic calming measures along Shannon Drive, are being incorporated into a conditional zoning agreement for this project and into the subdivision legal papers. Kugler said staff is recommending approval of the final plat subject to approval of legal papers and construction drawings prior to City Council consideration of the plat, and subject to the ultimate approval of the revised development plat and the preliminary plat which is currently pending before the City Council. Bovbjerg asked about the construction of Shannon Drive to the north property line, and where it is on the plan. Kugler said when this property was rezoned in 1997 a conditional zoning agreement was adopted that contained conditions that apply to the development of Lot 52. He said to ensure that there was an incentive for the developer to construct Shannon Drive to the north property line, the agreement specifies that this will occur along with the development of Lot 52. Bovbjerg asked about wording in the staff report that legal papers should reflect these requirements, and asked if they do. Kugler said that the draft that was submitted with the application didn't, and that was an oversight by the applicant's attorney in putting together a standard set of papers. Kugler said Sarah Holocek will be reviewing those legal papers and is aware of the conditional zoning agreement and the need to have that language. Bovbjerg said it sounded as though there was a current draft that didn't reflect a previous draft, which is still binding. Kugler said one of the problems and one of the reasons it was likely missed was that Shannon Drive is not actually located within the boundaries of this portion of the subdivision. Kugler showed on the overhead the subdivision boundary along the west side of Shannon Drive. Kugler continued that what is noted on the plat must be included in the legal papers. He said that noting it on the plat is a way to get the message out to property owners. He said that a lot of the details in the staff reports are to alert or remind the City Attorney of items that need to be included in the legal papers. Public discussion: Tom Gelman, 714 McLean, Iowa City, said that what Kugler said was correct. He said that he and Sarah Holocek would make sure all appropriate information was included in the legal documents. Public discussion closed. MOTION: Hartsen moved to approve SUB00-000'I8, an application from Walden Wood Associates II, L.L.P., for a final plat of a Resubdivision of Lot 62, Walden Hills, a 4.89 acre, 19-lot residential subdivision located on the west side of Shannon Drive south of Willow Creek subject to approval of legal papers and construction drawings prior to City Council consideration of the plat and subject to the approval of the revised sensitive areas development plan and preliminary plat currently pending before the City Council. Osland seconded the motion. The motion carried on a vote of 6-0. Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 8 SUB00-00019, Public discussion of an application from Arlington LC for a final plat of Windsor Ridge Part Ten A, a Resubdivision of a Portion of Windsor Ridge, Part Ten, a 4.90 acre, 8-lot residential subdivision located on the west side of Huntington Drive, North of Barrington Road. Kugler said this is a request to split off a portion of a previously approved plat. He said the applicant has constructed Arlington Drive all the way up to Court Street, and has constructed Dryden Court and is ready to start building on those lots along Dryden. He said the applicant then realized that as part of Part 10 they had an obligation to extend Court Street and Huntington Drive before they could get building permits, or they had to escrow for the construction of those streets. He said as a way to resolve this and allow the applicant to build homes within the west portion of Part 10, they have filed Part 10A, which would include the paving of Court Street and Huntington Drive and eight lots along Huntington. Kugler said the design and construction drawings have not changed. Kugler said it is to set aside this portion on a separate final plat so they don't have an obligation to build those streets along with Part 10. He said it is essentially to defer the construction of those streets until they are ready to develop in that area. Kugler said he was comfortable that incentive is there for the applicant to finish these streets because of undeveloped tracts that would allow multi-family housing, a neighborhood commercial zone and 24 townhouses, all of which depend upon construction of the two streets. Kugler said the development of homes in the western portion of Part 10 does not rely on the construction of these streets. Kugler said staff recommends approval subject to the approval of legal papers prior to City Council consideration of the plat. Shannon asked if Kugler knew when applicant intends to build the streets. Kugler said that was a question for the applicant. Hansen asked if Court Street ends at the CN1 zone or if it is supposed to go through. Kugler said it is platted to Taft. He said right now, Taft is a chip seal roadway, half in the City and half in the County, with plans for it to be a city arterial in the future. Kugler said final plats for Parts 10 through 14 of Windsor Ridge are platted for the area south of Court Street, including Court Street and out to Taft. Hansen asked if this is approved and they start building on 10A, if they have to complete Court Street. Kugler said in order to build on Part 10A they would have to complete the portion of Court Street and Huntington Drive included within the boundaries of the plat for Part 10A. Hansen asked about completion of Taft. Kugler said that could happen at that time or it could happen when they develop parts 14 or the RM-12 zone north of Court Street. Hansen said he was thinking about First Avenue and the difficulties with extending an arterial street. Kugler said they did not expect a lot of traffic on Court Street, and until Taft Avenue is improved they don't want to encourage a lot of traffic there. Hansen asked if before they develop the RM-12 and CN1 zones they have to put Court Street through. Kugler said yes. Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 9 Ehrhardt said in the past there has been concern about construction vehicles through residential areas, but delaying this street construction would not increase construction traffic. Kugler said in short term it shouldn't affect where construction traffic goes. Public discussion: There was none. Public discussion closed. MOTION: Osland moved to approve SUB00-000'Ig, an application from Arlington LC for a final plat of Windsor Ridge Part Ten A, a Resubdivision of a Portion of Windsor Ridge, Part Ten, a 4.90 acre, 8-lot residential subdivision located on the west side of Huntington Drive, North of Barrington Road, subject to the approval of legal papers prior to City Council consideration of the plat. Shannon seconded the motion. The motion carried on a vote of 6-0. SUB00-00020. Public discussion of an application from Southgate Development for a final plat of Walnut Ridge, Parts 8, 9, and 10, a 35.14, 22-1ot residential subdivision located on Kennedy parkway. (45-day limitation period October 1 ) Miklo said that the Commission reviewed the sensitive areas preliminary plat earlier this year and recommended approval to Council subject to a conservation easement and a tree replacement plan. Those plats are now before the City Council, and he expects their approval on September 19, 2000. He said the applicant is now requesting approval for final plats for Parts 8, 9 and 10. Miklo said the plats are in order for approval. Miklo said they did meet with the applicant and the City Forester, and have reached an agreement for concept of the plan as submitted. The City Forester has recommended thinning the trees planned along the parkway and moving some trees to woodland areas. The applicant has agreed so the City Forester is satisfied with the tree protection plan. Miklo said staff is recommending approval, subject to staff approval of legal papers and construction drawings prior to City Council considera[ion. Ehrhardt asked if trees were being moved on the plan and not moving actual trees. Miklo said this was correct. Ehrhardt asked if this was the item where there was discussion of Home Owners Association being responsible for trees in outlying areas. Bovbjerg said the discussion was about who would be responsible for trees if planted in outlying areas. Miklo said the boulevard trees are the responsibility of the Home Owners Association. He said the conservation easement would be in favor of the City and states that there can be tree management but not clear cutting of the woodlands. Bovbjerg asked for verification that the trees are being moved on the plan and not moving trees that are already planted. Miklo confirmed this. Public discussion: Planning and Zoning Commission Minutes September 7, 2000 - 7:30 P.M. Page 10 There was none. Public discussion closed. Bovbjerg said she would entertain a motion to approve SUB00-00020. MOTION: Hartsen moved to approve SUB00-00020, an application from Southgate Development for a final plat of Walnut Ridge, Parts 8, 9, and 10, a 35.14, 22-1ot residential subdivision located on Kennedy parkway, subject to staff approval of legal papers and construction drawings prior to City Council consideration. Osland seconded the motion. The motion carried on a vote of 6-0. CONSIDERATION OF THE AUGUST 17, 2000 PLANNING AND ZONING COMMISSION MEETING MINUTES: MOTION: Osland moved to approve the minutes of the August 17, 2000 Planning and Zoning Commission meeting as written. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. OTHER: Chait had a question for staff regarding rezoning the Commission did on Washington Street. He asked why the house at 922 East Washington was not included in the recent downzoning application. Miklo said the applicant chose not to include those properties in the middle of the block. Chair said the rooming house is still an old house, and it occurred to him after the fact that the house was as much a part of the zoning as anything. Miklo said the boundaries were drawn up by the applicant. Kugler said it may have had to do with where the RNC-20 zone was in that block, where parcels closer to Governor Street were RM-12. Miklo asked if Chait would want the City to initiate that. He said staff is conducting a study of that central area at the Mayor and Councirs request to look at density. ADJOURNMENT: The meeting was adjourned at 8:48 p.m. Dean Shannon, Secretary Minutes submitted by Diane Crossett ppdadm/min/p&z9-7*O0 .doc POLICE CITIZENS REVIEW BOARD MINUTES - September 12, 2000 CALL TO ORDER Chair J. Watson called the meeting to order at 7:00 P.M. ATTENDANCE Board members present: L. Cohen, P. Hoffey, J. Stratton and J. Watson; Board member absent: L. Horton. Staff present: Legal Counsel C. Pugh and PCRB Assistant S. Bauer. ICPD Sgt. Jim Steffen was also in attendance. CONSENT CALENDAR Motion by P. Hoffey and seconded by L. Cohen to adopt the Consent Calendar as presented: a. Minutes of 8/8/00 meeting b. Minutes of 8/17/00 meeting c. ICPD General Order - Body Armor (previously distributed but not accepted). d. E-mail correspondence dated 8/1/00 from Osha Gray Davidson ¢. ICPD Use of Force Report, May 2000 f. ICPD Use of Force Report, June 2000 g. The NACOLE Review, Summer 2000 h. ICPD Memorandum 00-47 - March-June Use of Force Review i. ICPD Sept. Training Report ICPD Training Newsletter ICPD Training Bulletin 01-09 |. ICPD Training Bulletin 01-12 m. ICPD Training Bulletin 01-14 (Suspicious Package) ICPD Training Bulletin 01-14 (WT 01-11) o. ICPD Media Release: Traffic Stop Demographics Motion carried, 4/0, Horton absent. RECOMMENDATION TO COUNCIL · The Board recommends approval of an amendment to its Standard Operating Procedures, Section IV. E. 7. to now read "Before the hearing the Board shall advise the officer of the Board's proposed criticism(s). At the hearing, evidence supporting the criticism shall be presented. The officer shall be given the opportunity to be heard and to present additional evidence, including the testimony of witnesses." PRESENTATION Sgt. Jim Steffen from the ICPD spoke with the Board about his 11-week training at the FBI National Academy at the University of Virginia. SOP AMENDMENT Name Clearing Hearings Following discussion of the Board's Standard Operating Procedure for name-clearing hearings, Motion was made by J. Stratton and seconded by P. Hoffey to recommend that the City Council approve the Board's amendment to SOP IV.E.7. to read "Before the hearing the Board shall advise the officer of the Board's proposed criticism(s). At the hearing, evidence supporting the criticism(s) will be presented. The officer shaft be given the opportunity to be heard and to present additional evidence, including the ,testimony of witnesses." Motion carried, 4/0, Horton absent. Legal Counsel will advise the City Attorney of this change. VIDEOTAPE The final draft of the "Purpose of PCRB Video" has been forwarded to Bob Hardy, Cable TV. S. Bauer was directed to follow up with B. Hardy to (1) find out if the Board has given him enough information to work with; (2) estimated timeframe; and, (3) if there is anything the Board can do at this point to assist. NEW BUSINESS Chair Watson appointed a committee of two past chairs, L. Cohen and P. Hoffey, as a nominating committee for the PCRB elections which will take place on October 10, 2000. OLD BUSINESS Legal Counsel - Maternity Leave The plan during C. Pugh's maternity leave is: 1. If there is an emergency, Pugh can be reached by phone. 2. Pugh's associate K. Moreland can attend meetings if the Board feels it necessary; 3. Pugh can participate by conference call. Pugh will review final public reports before they are approved by the Board and sent to the City Council. Pugh stated she will be absent for the September 26 and October 10 meeting. She may be returning 2 for the October 24 meeting, Advisory Committee of People with Disabilities The Board noted that although this is an important issue, it is not in their purview to make a recommendation regarding it to the City Council. PUBLIC DISCUSSION None MEETING SCHEDULE · Special Meeting September 26, 2000 · Regular Meeting October 10, 2000 · Special Meeting October 24, 2000 · Regular Meeting November 14, 2000 BOARD INFORMATION J. Stratton - stated he had a T/C from S. Kanner, but upon returning the call, he was unable to reach Kanner. L. Cohen - P. Farrant's term ended September 1, and she would like to express her thanks for Farrant's service. J. Watson - was contacted by an acquaintance about an incident at his home involving police. Following Watson's recommendation, the acquaintance is pursuing this informally at the present time with the ICPD. STAFF INFORMATION S. Bauer - The Council appointed John Stratton and Loren Horton to the PCRB. EXECUTIVE SESSION Motion by L. Cohen 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, 4/0, Horton absent. Open session adjourned at 8:08 P.M. REGULAR SESSION Regular session resumed at 8:48 P.M. Motion by J. Watson and seconded by J. Stratton to review the Chief's Report on PCRB Complaint #00-02 at level 8-8-7 B. 1 (a), on the record with no additional investigation, in accordance with the Ordinance. Motion carried, 4/0, Horton absent. Motion by L. Cohen and seconded by P. Hoffey to review the Chief's Report on PCRB Complaint #00-03 at level 8- 8-7 B. 1 (a), on the record with no additional investigation, in accordance with the Ordinance. Motion carried, 4/0, Horton absent. Staff was directed to send a letter to Chief Winkelhake requesting he address additional allegations in PCRB Complaint #00-02, and to provide an amended report to S. Bauer by September 21. ADJOURNMENT Motion for adjournment by L. Cohen and seconded by J. Stratton. Motion carried, 4/0, Horton absent. Meeting adjourned at 8:50 P.M. 10-03-00 IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING THURSDAY, - August 24, 2000 5:00 PM Members' Present: Winston Barclay, Linda Dellsperger, Mary McMurray, Mark Martin, Shaner Magalhaes, Lisa Parker, Linda Prybil, Jim Swaim Staff Present: Barbara Black, Maeve Clark, Susan Craig, Larry Eckholt, Debb Green, Martha Lubaroff, Liz Nichols, Others: Tony Roetlin, Coralville resident, Fred Lucas, Press Citizen CALL TO ORDER: President Martin called the meeting to order at 5:00 p.m. APPROVAL OF MINUTES: The minutes of the regular meeting of July 28, 2000 were approved unanimously after a motion by Prybil/Dellsperger. UNFINISHED BUSINESS Building Project: McMurray and Magall'fies reported on the previous Friday night's "Office Hours". They felt it was a worthwhile effort; people came inside to look at the plans and were receptive. There were many requests from the public for expanded Friday night hours. It was reported that the political campaign will kick off on September 10 at 1:30 with a program at 2:00 p.m. Craig passed around a mock-up of a bookmark reminding people to vote on November 7. She is awaiting approval of the content from City Attorney before having it printed up. Park and Read report. Craig reviewed her memo. Our parking stamps will now only cost us $.35/stamp which is consistent with the other Downtown Association members. Martin commented on the article in the Press Citizen and said it was not clear that the source of the funds spent this year was gift money. Craig feels that next year we should spend tax dollars from the operating budget. There is precedence since the Senior Center includes parking expense in their operating budget. At issue is whether or not to make changes this year. The staff will be preparing a proposed budget for FY02. Craig asked the Board how they felt about including it in the 02 budget. Craig estimates that for $10,000 we cotrid continue what we currently offer and add Saturdays. Martin asked about the possibility of adding Saturdays beginning September 1. Was there any type of estimate of what that would cost; particularly since we would now be paying less for parking stamps? He asked about expanding eligibility to any library service. What would be considered an appropriate use and how can we legislate that? We will take people at their word. A question was raised about including The Book End. Craig said that the book store could buy their own stamp and require a purchase of $ 1 0, ICPL Board Meeting August 24, 2000 for example like other downtown merchants. Craig feels that it would be bad public relations to stop the program at this point. Her recommendation is that we do not expand the program at this time. Martin reminded the Board that this is more a public relations and not a service issue. This program is not intended to really address the main issue of parking. Craig' s recommendation is to leave it as it is with the expansion of library services covered, and next year, include a budget request and add Saturday. Parker moves that we accept the plan as Craig recommends it and continue the project. Prybil seconded. Martin clarified the recommendation and Parker amended her motion to add the language that we recognize use at additional service points, without adding another day. All voted Yes. Dellsperger asked what we would do if the City turned our request down next year. Do we have discretionary funds to do that? Craig replied that we would have gift funds, but that means they don't get spent on other things. The permit system as an option was discussed. Craig explained that it would create many problems with so many users. She would like to explore with the parking people, the possibility of reserving spaces on the basement level of the ramp once the new ramp is completed, since there will be some movement in that lot. The question of whether anyone has asked the City about offering the program without charging the library, as a gesture. Craig said she's never asked formally but her response to the Board is that the parking system needs the revenue to support the expenses of running the ramps, etc. and the operation of busses and she does not feel a positive response would be received. NEW BUSINESS Annual Report: Report for FY00 was included in the packet. Craig asked for questions, comments. She reflected on a meeting she attended of Directors of East Central Libraries and it appears that across the board, circulation in libraries is down and other uses have gone up. Martin said that each year when he reads the Annual report, he's impressed with what this library does. On behalf of the Board, he commended the staff for a great report. One final point that Craig made was that collection was our highest priority in the last five year plan and as a result our collection has grown as our increased budget requests and successful fundraising for library materials have been met. Barclay said we should continue to be open to changes due to intemet access and how we might keep statistics on it. Craig stressed that the personal interactions and service we provide is still valuable and the technology layer that we have added keeps us busier. Finance Policy: The biggest change is removing Regional Reference and replacing it with Enrich Iowa. There was a question about grants and when it is required, the Library Board approves them. Corrections were noted in the last two statements concerning the Friends Foundation book sales. They should read at The Book End book store. The statement about having to spend Enrich Iowa ICPL Board Meeting August 24, 2000 money in one year was questioned. Swaim asked about what discretion we might have as the funding grows each year. Craig responded that she carried over a small amount because it was not all spent in the last fiscal year. The State Library wants to give reports to the State Legislature to demonstrate to them that libraries are spending the money. There is quite a bit of latitude in how to spend the money as long as a plan is submitted to the State. We will find out how much funding we receive in October or November. With no other questions, Dellsperger moved approval with the changes noted. Swaim seconded the motion and it was passed unanimously. City Committee of People with Disabilities. The City Council was approached with a request to form an advisory committee comprised of people with disabilities. The City Manager's recommendation is to not have such a committee but to always involve staff and citizens reviewing and planning City projects. The Council wanted to hear from Boards & Commissions. The intent would be to have a standing committee that would meet with City staff from time to time and work with the City during a design and construction process. Swaim suggests that we respond to the City Manager that there are already policies in place here at ICPL and that as a result of our overcrowding, we have sometimes have difficulty managing ADA accommodations on the first floor. Craig said that we have received suggestions for enhancements not required by ADA, from organized group tours of the building of disabled individuals, and whenever possible the Library has accommodated the requests. The consensus was that, as a Board. we do not think a committee is necessary, however inclusion of disabled people on committees and commissions would be helprid. An expanded library would help with ADA requirements on the first floor. STAFF REPORTS Craig reported the addition of three practicum students this semester, which is indicative that the Library School is active again. This program allows library science students to get course credit for working in the library and obtaining practical experience. They divide their semester between two departments. The Summer Reading Program ended with a Harry Potter celebration. Green thanked the Friends Foundation who helped with a financial girl and made it possible to have two parties for children of different ages. Eckholt reported on the new Window format and schedule. We will be publishing six times a year with longer issues. There will be more feature type articles, more pictures, less on upcoming events. The September issue is one that gets mailed out to all residents in Iowa City. Development Office: Eckholt reported on a recent productive Foundation meeting with consultant. They are moving along with the fundraising campaign. He is working on a handier version of the ICPL Board Meetin9 August 24, 2000 case statement and showed a mockup of the annual report, which is set for a mid-October mailing. The theme is Books, Books, the Power of Books. His report is included in the Board packet. Craig included a reading on the law concerning licensing and copyright, which is important to the library world. There is a current debate about fights of artists and their CD's. We try to educate our patrons about copyright. We do have a copyright notice in our CDs, videos, and near our copy machine. A suggestion was made to include one on the shelving units. Another suggestion is to do a program for teenagers on copyright issues. Meeting summary of State-wide library services task force was included in the packet. Craig informed Board of the Iowa Library Association conference in Ames in October. Let Lubaroff know if you want to go. It was agreed to discontinue use of the yellow parking permits. They are not used. PRESIDENT'S REPORT ANNOUNCEMENT FROM MEMBERS Barclay reported that in October the University is hosting the 6hh intemational conference on the short story. At the same time they are having the first Paul Engle literary festival. Magalh~es mentioned that the Campaign Committee wants to have a presence at the UI Homecoming Parade, which takes place on Friday, October 6. Iowa Storytellers Association is holding a conference in Mtg. Room A on September 9. FINANCIAL REPORTS FY00 Receipts and Expenditures. City reports mistakenly included Enrich Iowa funds in the operating budget receipts. It will be corrected. There was a small unspent balance of 1.3%. Gifts and Bequests Report. Many of them are designated. Open Access Report: Included for Board's information. DISBURSEMENTS Visa expenditures for July were reviewed. Disbursements for July were approved unanimously after a motion by Parker/Magalhfies. ICPL Board Meeting August 24, 2000 SET AGENDA ORDER FOR SEPTEMBER MEETING Craig suggested that we set October 12 as the date for a Special Board Meeting to discuss budget if it is needed. The fundraising consultant will attend the next meeting. That is the time to appoint two new members to the Foundation and first discussion of FY02 budget will take place. ADJOURNMENT: Meeting was adjourned at 6:30 p.m. MINUTES SENIOR CENTER COMMISSION TUESDAY, AUGUST 15, 2000 MEMBERS PRESENT: Lori Benz, Joanne Hora, Jay Honohan, Bill Kelly, Allan Monsanto, Charity Rowley, Deborah Schoenfelder, and Mary Kathryn Wallace MEMBERS ABSENT: Carol Thompson STAFF PRESENT: Michelle Buhman, Linda Kopping, Susan Rogusky, and Julie Seal. GUESTS Sue Dulek, Sally Weisenfeld CALL TO ORDER Honohan called the meeting to order at 3:05. MINUTES Motion: To approve the July minutes as distributed. The motion carried on a vote of 6-0. Kelly/Rowley PUBLIC DISCUSSION None. PARKING FACILITY/SKYWALK STRATEGIC PLANNING COMMITTEE - Honohan\Hora The fundraising effort has generated $71,000 in cash and pledges. A new proposal for the skywalk was discussed. The new plans are tentative and will comply with all ADA requirements. These plans, if approved, should reduce the cost of the project. However, the estimated amount of this reduction will not be known until the architect completes the drawings and official cost estimates. Honohan will review the new tentative plans with the City Council at tonight's meeting. Kopping reported on two Wal-Mart grant applications submitted earlier this week. ACCREDITATION REPORTS - Honohan; Hora; Wallace The Senior Center Mission Statement, Goals, Objectives and Action Statements 2001- 2003 were presented by Subcommittee #3 and approved by the Commission. They will be submitted to the City Council and the Board of Supervisors for approval. Motion: to approve the Senior Center Mission Statement, Goals, Objectives and Action Statements 2001-2003 as presented. Motion carried on a vote of 8-0. Monsanto/Wallace. Subcommittee #2 presented their report at the July 25th meeting. The committee made some recommendations and presented timelines. The final report has been submitted and will be added to the strategic plan. MINUTES 2 SENIOR CENTER COMMISSION TUESDAY, AUGUST 15, 2000 Sub-committee #1 revised several areas of the operational handbook as a result of their review of Administration and Human Resources. Their recommendations were approved with some minor changes at the July 25th meeting. NEW HORIZONS BAND REQUEST TO OPEN THE BUILDING EARLIER - Rowley A committee including Carol Horton, Don Coffman, Jim Aliaire, Charity Rowley, Jay Honohan and Michelle Buhman met to discuss the possibility of opening the Senior Center at 7:45 a.m. on days the New Horizons Band practices. The group agreed that asking the band instructors to assume responsibility for the room set-up on band practice days would relieve some of the time constraints on band members and result in more available practice time. This will also limit the amount of heavy lifting currently being done by members of the band. In addition, another key to the Assembly Room closet will be made and kept at the reception desk. This extra key will help ensure band members who occasionally find the closet to be locked, will be able to fincl a staff person to open the door for them. SENIOR CENTER COMMISSION ANNUAL REPORT- The commission reviewed and discussed the Annual Report. Motion: To approve the annual report with the addition of the volunteer hours. Motion carried on a vote of 8-0. Wallace/Kelly SENIOR CENTER UPDATE Operations - Kopping The daily log from the AARP office was distributed. Between June 12 and June 30 and July 31 and August 4, the office recorded 115 visits. The room use has improved since the reports have started. Motion: To have the AARP submit semi-annual reports to the Senior Center Commission. Motion carried on a vote of 8-0. Kelly/Schoenfelder Buhman and Kopping have been involved with organizing the Annual Conference of the Iowa Association of Senior Centers scheduled for September 29, 2000 in Newton Iowa. The focus of the conference is Best Practices in Today's Senior Centers with attention given to topics of interest to senior centers that focus primarily on programming as well as those that focus on congregate meal programs. Kopping invited interested Commissioners to attend the conference. Firstar is providing a limited sponsorship of the Annual Senior Center Picnic. Staff would like to have the ability to feed 300 seniors, 25 members of the Silver Swing and ten volunteers helping with the picnic. In order to do so, an additional $342.50 is needed. Kopping requested approval to take this amount from the gift fund. Motion: to approve spending $342.50 of gift fund money to support the picnic. Motions carried on a vote of 8-0. Hora\Schoenfelder MINUTES 3 SENIOR CENTER COMMISSION TUESDAY, AUGUST 15, 2000 The Annual Volunteer Recognition Committee includes Kelly, Monsanto and Thompson. In order to have the program in October, the Committee needs to get together very soon. Commissioners discussed the possibility of holding the recognition event during National Volunteer Recognition Week in April 2001. If this is done, the committee needs to investigate the possibility of sending FY00 volunteers a small gift of recognition this fall. Motion: To schedule the Volunteer Recognition event during Nation Volunteer Recognition Week in April 200'1 and provide FY00 volunteers with a gift of recognition this fall. Motion carried on a vote of 8-0. Kelly/Monsanto The Ceiling Tile fire Sprinkler project is still not complete. The City legal department and engineering department are working on what needs to be done to complete this project. Case Management and the Director of Elderly Services Agencies will be renting space in the VNA's main office. Other members of ESA staff will now use the Senior Center office space currently used by the agency's director. This will help relieve overcrowding in the main office. Programs - Seal An update of September programs was presented. Volunteers - Rogusky An update of volunteer programs and opportunities was given. COUNCIL OF ELDERS - No report available. CITY COUNCIL - No report available. BOARD OF SUPERVISORS - No report available. Motion: To adjourn. Motion carried on a vote of 7-0. Rowley/Schoenfelder The meeting adjourned at 4:40.