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HomeMy WebLinkAbout2000-12-04 Bd Comm minutesMINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION THURSDAY, OCTOBER 19, 2000 _ CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Rick House, April Gutting, Denira Gadson, Kathleen Renquist, Lucia-Mia Page, Amy Correia MEMBERS ABSENT: Gretchen Schmuch, William Stewart STAFF PRESENT: Steve Nasby, Steve Long, Karin Franklin, David Powers, Jeff Vanatter, Liz Osborne, Maggie Grosvenor OTHERS PRESENT: Alaina Welsh, Dee Vanderhoef, Dave Dowell, Charlotte Walker, Mary Ann Dennis, In/in Pfab CALL TO ORDER Chairperson Renquist called meeting to order at 6:31 P.M. APPROVAL OF MINUTES OF SEPTEMBER 21, 2000 Motion: Gadson moved to approve the minutes, Page seconded the motion. The motion carried by a vote of 6-0. PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA Dee Vanderhoef of the City Council said she is part of the economic development subcommittee. She said the subcommittee wants to direct more Community Development Block Grant funds toward economic growth and business development. City officials are focusing more on spurring development to increase the city's tax base. She said Mayor Lehman has asked the Council economic development subcommittee to make recommendations for the allocation of some Community Development Block Grant funds. She said if the grants are directed toward business and economic development it could make the competition for funds more stringent for other groups. Vanderhoef said only 5% of the CDBG funds are earmarked for economic development, while the rest is used for housing and social sen/ices. She said there may be several reasons businesses have not applied for CDBG funds. Vanderhoef noted that the window for a CDBG application has been small, which may explain the small number of applicants in the past. She said the economic development subcommittee is likely to recommend to the Council the development of a revolving loan fund so it could accumulate dollars for more than one fiscal year. She said any funding decisions would be up to the City Council, but she is asking the Housing and Community Development Commission for input. Vanderhoef said she hopes that a City staff member, along with an economic development subcommittee member and/or HCDC member, would meet with businesses that might be interested in applying for the funds. Vanderhoef said some guidelines would apply in order to qualify for the City and CDBG funds. Jobs resulting from the grants must be available for at least three years to those with low and moderate income. The jobs would have to pay workers $8 to $9 per hour in order to qualify for the funding. Renquist said CITY STEPS lowered the allocation from 9% to 5% because they didn't get very many applications. OcD~r 19, 2000 -' per~ntage to 9%; however, if it were a one-year allocation the plan would not need to be changed. Gu~ing asked if a ce~ain population is targeted for the economic development funds. Vanderhoef said it would be for the benefit of low-moderate income households. Renquist had some questions about HCDC's role with making a recommendation to the Council since it is the Council who will ultimately decide on the funding allocations. Nasby said that the economic development subcommittee would be making a recommendation to the Council, and Vanderhoef is requesting the same from HCDC. Gadson asked which Council members are on the economic development committee. Vanderhoef said Lehman, Wilburn, and herself. Renquist asked Vanderhoef what she wants from HCDC. Vanderhoef said to give it some thought, discuss it and make a recommendation to the Council. Franklin said that CITY STEPS spells out the need for housing, jobs and se~ices and that economic development is one of the effo~s for helping low-moderate income households. Renquist said it could be put on the next agenda for discussion and a recommendation. Page asked if there is a deadliBe. Nasby said that it would be beneficial to have a clear direction prior to the FY02 allocation round that would sta~ in December. Dave Dowel, Iowa City, said he did not understand why they would increase the allocation to 9% if they couldn't use 5%. Renquist referred the question to Nasby. Nasby said that the economic development subcommittee would be advocates for the program'so he hoped the utilization rate would increase. He also pointed out that the fund had been underspent in prior years. Charlotte Walker, Iowa City, said there is a labor sho~age. She said maybe the Council shouldn't be tWing to increase jobs, that workers are needed. She said she does not understand increasing the 5%. She said she understands the revolving fund but thinks that should be tried at 5%. She said then if they need more they could ask for it. Vanderhoef said 9% was just a suggestion, that it could be 5% or 7% or whatever the Council decides. Correia asked what are they:.(economic development subcommi~ee) asking Council specifically br. Are they asking for a policy to resewe 9% of CDBG funds. Nasby said that they were discussing a 9% set-aside, but nothing is ve~ firm until the subcommittee makes the recommendation, Vanderhoef said the Council will wait for HCDC feedback and a recommendation before they vote. Correia asked the purpose of the economic development committee besides building the tax base, which she believes is a good thing. She said-she would want a proposal that reflects the goals of the HCDC. Renquist thanked Vanderhoef and asked for other public discussion items not on the agenda. Alaina Welsh, Burns and Burns, told eveWone to watch their mail for an invitation to the open house for Concord Terrace on November 8. Mary Ann Dennis, Greater Iowa City Area Housing Authority gave a reminder for an open house at 1664 Dickinson Lane on October 23. Housing and Community Development Commission Minutes " October 19, 2000 Page 3 AFFORDABLE HOUSING FUNDING POOL GUIDELINES Nasby said in June the Commission made a recommendation to the City Council concerning the use of funds from the Affordable Housing Funding Pool (AHFP). At that time there was an extensive discussion by the City Council regarding the program guidelines and their flexibility. He said the discussion focused on the following three issues: loan terms, concentration of affordable housing, and flexibility of the program guidelines and City Council approval. Renquist suggested they look at guidelines (highlighted in red) line by line where there are concerns and make suggestions. Under Other General Criteria, in bullet for maximum funding, strike 10% so it reads: Maximum funding cannot exceed 15% of the total project cost. Renquist said they need to spell out options for financial assistance in the form of low interest amortized loans. House suggested keeping amortized loans so the funds were repaid and the- dollars could be used again. Dennis thinks that the 10 year amortization period is an issue because you can't fit 10 year debt into a project because you cannot cash flow the project. House asked how you could pay if not cash flow. Gutting asked about other funding sources and repayment terms. Nasby said there is a great variety of what other cities provide. He noted most are low-interest loans. Correia said if all projects are going to the same funding sources, maybe HCDC could find out their requirements; of IFA, etc. Dennis explained gap financing. She said if you have a gap anywhere in your financing, you cannot get funding from any source. She said the bank usually ends up being the true gap funder because their funds are committed last. Page asked what if "Funding must be the last financial component needed" was taken out. Nasby said then HCDC would probably be the first stop for financing and not the last. Gutting asked what the purpose of the guidelines was. Nasby said they are intended for HCDC to be the last piece of financing, and to be for out-of-cycle projects. Gadson asked Dennis to confirm whether funding sources will not commit dollars if there is a gap in financing. Dennis said that is true. Gutting said if we are the last piece, where is the other gap. Dennis said every funding source wants to be the last piece. House suggested leaving as is and dealing with on a by application basis. Welsh said a ten-year term is difficult for Burns and Burns also. Gutting asked how a ten-year term was decided on. Nasby said it comes from the Affordable Housing Fund Pool guidelines that were discussed and approved about two years ago. Gadson asked if there could be flexibility of years in terms. Nasby said yes, if the Commission decides, but it would have to be fixed so all applicants had the same terms. Motion: Gadson moved to change the AHFP wording to: Repayment must not exceed a · 15 year term with the interest rate being the prime rate minus 2 to 3 points. Page seconded the motion. The motion carried by a vote of 6-0. Correia asked if tax credits are public or private financing. Nasby said that was debatable. He said the equity raised through the sale of the credits was private, but the provision of the credits Housing and Community Development Commission Minutes October 19, 2000 Page 4 themselves was from the federal government, and as such could be considered public. House agreed with the latter. He saw them as coming from the government, so public. Correia asked if HCDC could decide. Nasby said yes, as long as they were consistent. After some discussion HCDC decided to have LIHTCs as a public source and to lower the AHFP requirement for private funds to 25%. After some discussion, Nasby said he would make changes to the guidelines and make them available to the commission for review for the next meeting so that they could look at them again at the next meeting. He noted that there is a blackout period from December through May, so there is no deadline, but he would like to finish this up. DISPERSION OF AFFORDABLE HOUSING Franklin explained that there has been extensive discussion by the City Council about affordable housing. She said the four main issues are: · Scattered sites · Dispersion of affordable housing · Concentration of housing units and types · Inclusionary zoning She said the City Council would like HCDC to discuss, in detail, the issue of the dispersion of affordable housing. They are interested in receiving input from HCDC on potential policies or guidelines that may be used to assist in the evaluation of future housing projects. Correia asked if zoning would be looking at these issues also. Franklin said that was a good question. She said she thought it would come into zoning discussions. Renquist passed out a memo that outlined the concerns that Frar~klin addressed and also listed these other concerns: · Functionality of the facility: near schools, grocery stores, bus lines · Location of Section 8 facilities and if it can be represented as a percent in specific areas · Will HCDC need more than FY00 to see location of approved projects Long said you would have to look at every housing project including senior housing projects. Correia asked if that's a zoning issue. Depending on the issue, it is sometimes zoning, sometimes funding. HOUSING CONDITIONS STUDY David Powers, Housing Rehabilitation Program, gave a brief overview of their function and the five programs they have for owner occupied housing. He said HUD has enacted a new rule for lead based paint that mandates addressing lead based paint hazards in pre-1978 homes that receive federal funds. He said the Housing Rehabilitation Program must follow this new rule and it will increase their financial need by about $150,000 annually. Jeff Vanatter, Housing Rehabilitation Program, said that any rehabilitation money that is spent on a home must address lead. It requires certified lead inspections and if a problem is found, it requires certified lead workers. He said HUD has given no more dollars for this, wffi'ch greatly reduces the Housing Rehabilitation Program's ability to sustain their programs. Nasby said they Housing and Community Development Commission Minutes October 19, 2000 Page 5 need to go after other funding. Other possibilities included the Federal Home Loan bank and State of Iowa. Page asked what HCDC needs to do today. Nasby said there are two items. One is to designate the areas to be targeted and the other is to designate dollars. Motion: Gadson moved to designate areas 2, 4, 6, 7 and 12, as shown on the Housing Conditions Survey. Gutting seconded the motion. The motion passed by a vote of 6-0. House asked to confirm if $200,000 is what is being requested every year. Nasby said that the requests had been much higher, but the average five-year allocation for Rehab has been about $341,000, so this would be less. Nasby said he is working on leveraging some general obligation dollars to help households over 80% median income. Page asked if doing this would free up money later. Nasby said that the overall allocation would be less, and eventually he would like to see Rehab be self-sufficient through the revolving loan fund. Motion: Gutting moved to allocate $200,000 annually to the Housing Rehab Program as a revolving loan fund. Page seconded the motion. Renquist said instead of an annual earmark of $200,000, maybe HCDC should designate a percentage of the CDBG funds and HOME entitlement. Gadson said she would suggest that number be 13%, up to the $200,000 figure. Gadson asked Gutting if she would accept it as a friendly amendment. Gutting agreed. Amendment to motion saying the Rehab allocation would be $200,000 annually or 13% of the total CDBG and HOME allocations, whichever is less. The motion passed by a vote of 6-0. MONITORING REPORTS Gutting reported that Regency Heights is almost complete. They should get their Certificate of Occupancy any day now. There are 37 units total. The open house is set for October 27. Page said she will prepare her report for next time. House reported that no one at Firstar knew much about the downpayment assistance program. Nasby added that Firstar is looking into having the City administer the program and open it up to all lenders. OLD BUSINESS None. NEW BUSINESS Nasby revised the FY02 CDBG/HOME applications as per HCDC's previous wishes. He noted the "draft" applications were in the HCDC packets and that they will need to be finalized by November 16, 2000. ADJOURNMENT Motion: Page moved to adjourn. House seconded the motion. Meeting adjourned at 9:00 p.m. ppdcdbg/min/hcdcl OJ 9-OOdoc IOWA CITY HUMAN RIGHTS COMMISSION IOWA CITY CITY COUNCIL CHAMBERS October 24, 2000 MEMBERS PRESENT: Charles Major, Joan Jehle, Mary Larew, Mareen Howe, Jan Warren, Rick Spooner MEMBERS ABSENT: Mettie Thompulos, Diane Martin STAFF MEMBERS: Heather Shank, Laz Pittman 1. CALL TO ORDER: Jan Warren called the meeting to order at 7:04 p.m. 2. APPROVAL OF THE MINUTES: MOTION: Jehle made a motion to accept the minutes with revisions. Spooner seconded the motion. The motion was carried by a vote of 6-0. 3. RECOMMENDATIONS TO COUNCIL: 4. NEW BUSINESS: Governor & Lieutenant Governor's Diversity Forum Major stated that when Coralis Moody was here Clara Olsen questioned her about the Diversity Forum. Clara believed that it was easy to do a public forum and then forget about it. Clara believes that the Governor needs to do a speech on human rights and other things. Major didn't agree, he thinks they are a good thing to do. Jehle agreed and stated that she believes we need both and that perhaps this Diversity Forum is the just the basic layer. Impediments to Housing for Persons with Disabilities- Public Forum- November 29, 7:00 p.m. Shank explained that each year she is in charge of writing a section on impediments to housing for the Housing Department. She explained that there is a huge waiting list in Iowa City for people with disabilities. What is being built is not accessible; people can get their wheelchairs through the front door, but not through the bathroom door. She has decided to make a movie that will include part of the panel discussion from the November 29, forum. The panel will include persons with disabilities and people that work with people with disabilities. She would like everyone to come to be the audience in the public forum portion of the movie. Shank said that Angela Williams from the Community Development Department was really working hard on this. She explained that the Department of Housing and Urban Development set forth in that law that if you are going to provide specialized housing, it must be provided for person's with disabilities and people that are elderly. Therefore, people with disabilities are often put in with the elderly. There are many people in Iowa City with housing for the elderly, but very little for people with disabilities. New construction is being marketed to students, five bedroom accessible apartments. Another problem is that landlords do not want to take section eight vouchers. The City is looking into providing an incentive to developers who will build a certain number of apartments for person's with disabilities. Shank said that it would be great if the Commission members could come to the forum to ask all their questions. International Women's Day- Celebrating Women Locally: Connecting With Women Globally.' February 22, 2001, at 7:00 p.m. in Public Library, Meeting Rm. A, Panel includes Mettie Thomopulos, Asma Taha, and Yelena Perkhunkova Shank explained that the UNA, United Nations Association Iowa Division, they would like the HRC to co-sponsor this event. They are having International Women's month in March, but the only time they could get a room at the Library is in February. Asma Thomopulos, Asma Taha, and Yelena Perkhunkova are going to be on the panel and Dorothy Paul will be the moderator. 5. OLD BUSINESS HUD - Interim agreement Shank reported that there were many questions about the contract that HUD sent. Things that have previously not been made public would be made public under HUD's rules. The contract suggested with its language that persons charged with a violation were presumed guilty until proven innocent. Shank reported that Eleanor wrote a long letter that presented all of their concerns. Breakfast- Number of tickets sold, volunteers, etc. Shank reported that 204 tickets have been sold. Larew And Howe agreed to come to the breakfast early and take tickets. The HRC discussed who had been chosen for each of the awards. The Isabelle Turner award was given to Dr. Jude West. Sally Murray won for a citizen in a service organization, she is involved in vocational rehab. The business award went to A Great Balancing Act, an accounting business owned by Jean Bott for doing a lot of service for ICARE. Susan Buckley received the Rick Graft award for the advancement ofwomen's right. And Jehle Silliman received the international award for her work in women's health. International Day- November 1, 2000 Shank discussed the speech she was going to be giving this year. It is called Prejudice in the World of Harry Potter: Lessons for Us? Annual Reports Warren inquired about receiving an annual report. Larew said she also did not receive one. Pittman stated that she mailed one to all of the Commissioners, but that she would send another to Warren and Larew. 6. REPORTS OF COMMISSIONERS Howe discussed a Disabled Citizenship bill that the Senate gave final approval to. This would allow disabled immigrants to become citizens without taking the oath of allegiance. Howe also reported that she read Mississippi was voting to take the confederate battle banner off of their flag. She also spoke of a case where Aryan Nations leader Richard Butler was made to move out of the compound to satisfy a verdict. Butler is no longer allowed to use the name Aryan Nations, but will use Aryan National Alliance instead. She also read that the Massachusetts tattoo rule was ruled unconstitutional so now they can allow tattooing in Massachusetts. It had formally been illegal unless performed by a physician. Jehle reported that she along with Major and Howe went to the Iowa Civil Rights conference on September 29th called Civil Rights in the New Millennium. She reported that the Bureau of Refugee Services reported that 24,000 refugees have arrived in Iowa from Bosnia, Laos, Vietnam, and Sudan. In the year 2000 13 different nationalities have come to Iowa and the Bureau discussed the change in diversity and the equal access problems this can create. Jehle discussed the HAART meeting and a free concert open to the public on Saturday November 4th at Hillel Foundation on Market Street at 7:00 p.m. Larew said the Indian couple that the Meskwaki forced to separate because they were of different tribes upset her. She said that it sounded like the tribe was going to evict the woman, who was a member of the tribe, even though the husband had left. Spooner said that when watching the debates, he saw that human rights issues were becoming key topics. He feels the different philosophies of the candidates are very important. He noticed that human rights are getting more attention than in the past. Major reported that he went to the same conference that Jehle had attended. During the last session they discussed local issues. He thought it was interesting to see how the different areas thought and could see come similarities among the communities. He said that they had some questions on how Iowa City handles certain situations. Major was on the radio Monday and asked a question of district 45 as to whether they supported changing the Iowa Code to add sexual orientation as a protected category. Both candidates answered that they would be for it. He reported that Congress was discussing legal immigrants and health care. A law may be passed that would allow them some access to health care. Warren reported that she attended a hearing in Marshall town. Last month an English only resolution was passed for the entire county. It happened quickly and without public input. The hearing was to let people say what they think about it. Warren said that everyone came to the meeting were in favor of getting rid of it. Warren reported that Iowa State will now also have the Right to Domestic Partner Insurance like the University of Iowa.' However, Iowa State is trying to pass an action that would allow their Human Resources Committee to ask anybody that know the couple, questions about the legitimacy of their relationship. Warren was concerned by this because these same things do not apply to legally married people. Warren reported that there was going to be a Latino conference on campus November 4th, by Latinos, for Latinos. Shank reported that they are now advertising for the vacancies on the HC. 7. STATUES OF CASES Shank reported that Warren had a case to read, Eleanor has a few cases. She reported that team A's case that was going to be conciliated has not yet been conciliated because the complainant had to meet with her attorney. Pittman reported that team B has a hearing scheduled. 8. ADJOURNMENT MOTION: Larew made a motion to adjourn the meeting. Howe seconded the motion. The motion was carried by a vote of 6-0. The meeting was adjoumed at 8: 12. IOWA CITY HUMAN RIGHTS COMMISSION IOWA CITY CITY COUNCIL CHAMBERS September 26, 2000 MEMBERS PRESENT: Diane Martin, Charles Major, Joan Jehle, Mary Larew, Maureen Howe, Jan Warren Rick Spooner MEMBERS ABSENT: Janice Simmons-Welbum, Mettie Thompulos STAFF MEMBERS: Laz Pittman 1. CALL TO ORDER: Jan Warren called the meeting to order at 7:03 p.m. 2. APPROVAL OF THE MINUTES: MOTION: Larew made a motion to accept the minutes with revisions. Major seconded the motion. The motion was carried by a vote of 7-0. 3. RECOMMENDATIONS TO COUNCIL: 4. NEW BUSINESS: Jan Warren read a letter written by Janice Simmons-Welburn announcing her resignation from the HRC for the City of Iowa City. New work demands are not going to allow Simmons-Welburn to give the Commission the attention she feels it deserves. 5. OLD BUSINESS: Dates Council will consider revision of Ordinance Pittman was not sure of what dates the council was going to consider the revision. She said that she would let Warren, Thomopulos and anyone else interested in attending, know the date set for the meeting. Members may attend this meeting in order to show support for the revision. Breakfast- choose nomination committee Martin discussed the schedule that the nomination committee would be facing to enable Commission members to decide whether or not they would be available. Friday October 13th the committee members would need to pick up the nomination papers. That evening, or Saturday the 14th' the group would need to meet because the decision is needed by Saturday afternoon in order to complete press packets and trophies as needed for the breakfast. Howe inquired as to whether or not the committee members would be able to obtain the nominations that have been received so far in order to lessen the load when the group meets. Pittman agreed that was a good idea. Jehle asked if Pittman would suggest that and Pittman agreed that she would. The Commission agreed that Jan, as the chair of the HRC, should be on the committee. Jehle volunteered to be on the nomination committee as did Spooner and Howe. The committee is going to meet at Jehle's house at 3:00p.m.on Friday, October 13th. Posters/Ribbons- update (need at least 200posters with ribbons for breakfast) Warren asked Jehle if HAART would help with making ribbons. Jehle said that they had met that day, but that she would help finish the ribbons. Warren inquired about what to do if there were not enough ribbons by the breakfast and Jehle assured her that there would be enough. Warren updated the HRC on the Iowan's for Peace in Iraq. Warren asked about the public hearing and Pittman replied that it had been moved to January. Martin and Warren both inquired into as to the scheduling of the hearing. They wondered if it was going to take the full three days that had been set aside. Pittman replied that it could potentially take the entire amount of time. Pittman collected HRC Breakfast ticket money from commission members and said that she would get back to members regarding the official date money was due in the Coordinator's office. Pittman. reported that complainant in the appeal discussed at the last meeting is still unsure of whether or not s/he is going to request a hearing. 6. REPORTS OF COMMISSIONERS: Howe discussed a situation in a Virginia gay bar where a man entered and opened fire. One person died and six people were injured. Warren commented that her favorite part of reading about it was that they were investigating the "possibility" of it being a hate crime. She wondered why entering a gay bar and killing gay people wasn't clear enough. Major reported that, along with Heather, he went to the Coralis Moody dinner. He talked with people at the dinner and then went to the meeting afterward. He thought it was really nice and that Iowa City represented itself well. Afterward, the Administrative Law Judge from the Iowa Civil Rights Commission approached him and said that she was very impressed with Iowa City's HRC. He told her it was a team deal including Heather Shank, her staff, the City Council, and the Assistant City Manager. She told him that there is a lot to be proud of, it is one of the best in the state. Major also discussed the date the police report regarding police stops will be released. He reported that 2% of the population in Iowa City is black and 8% of the stops were black. Larew discussed the Homeless Children's Trust which is an offshoot of HAACAP. She is the chairperson this year and wanted to invite all the members to volunteer. She reported that last year they had 108 kids at the Christmas party and are in need of people to help entertain children at the Moose Club while their mothers shop with money given to them by the Homeless Children's Trust. Spooner stated that he was going to comment on the event that Howe discussed. He also wanted to let members know that he was glad to be back. Jehle reported that she also went to hear Coralis Moody speak. Jehle thought that some of the questions were tough. She reported that HAART was going to spend most of a Saturday setting goals. Jehle then told of an interview with Carrie Kennedy Quomo discussing a new book she had written called, Speak Truth to Power. The book discusses Human Rights abuses and violations all around the world. Jehle believed that they were all violations against woman that Quomo used. Jehle also discussed a Sexual Conduct Exclusion included in her homeowners' insurance policy. She read the Exclusion to the committee and most felt she should try to get more information regarding it. Warren reported that Governor Vilsack is looking to bring in, she believed, 150,000 immigrants to assist with the work shortage in Iowa. Warren felt that it could potentially have some impact on some of the Commissions around the state at least in the future. 7. STATUS OF CASES: Warren reported that the status of cases is very good news. The Commission is up to 1998 and will soon be up to 1999. Pittman reported that she would make copies of the Fiscal Year 2000 Annual report for HRC members who wanted them. 8. ADJOURNMENT: IOWA CITY PUBLIC LIBRARY SPECIAL MEETING - OCTOBER 10, 2000 5:00 p.m. - 2nd floor Conference Room Members Present: Dellsperger, McMurray, Magalhaes, Martin, Parker, Prybil, Singerman Absent: Swaim, Barclay Others: Clark, Craig, Logsden, Eckholt, Lauritzen, Lubaroff, Nichols, Black, Green The meeting was called to order at 5:05 p.m. UNFINISHED BUSINESS FY02 Budget Development The updated version of the Budget in Brief was reviewed. The biggest concern remained the question of personnel requests. Craig reported that the management staff talked about the strategy of cutting the budget to make up for the position. To cut $50,000 from our operating budget is a considerable amount and difficult to do. We spent $3,000 on systems overtime in fY01 and cutting that from the budget would not be a significant amount. In addition, with a 3rd person we would spend more Overtime because we would then carry out our plan to have a rotating on-call schedule and pay people to be available on weekends. The issue of continuing to use a consultant was raised. Craig reported that we spent $30,000 on a consultant last fiscal year, and do not have it planned for this year. Last year was for a particular effort with the major upgrades. We could cut our materials budget, and stop printing the Window. Craig said that if she was instructed to cut $50,000 from this budget, she could find places to cut but it would impede our services. At this time the staff recommend not making these cuts on the untested chance that we could get a staff person. Craig was asked to explain why the Overtime budget would increase with a new position. We would have someone on call on the weekend. If we were budgeted for the third Systems position, and could implement our on-call schedule, the overtime budget would include funds to pay people to be available to be called-in on weekends. Then, if someone was called in they would be paid overtime in addition to their on-call pay. The new position along with the on-call plan could cost $62,000/year. If the position is not approved, we would not move ahead with the on-call plan and would limp along as we have been. ICPL Special Meeting October 10, 2000 There are no City guidelines about Personnel this year. They issued guidelines for other parts of the budget; but not personnel. There has been no official edict instructing departments to not ask for new staff. There is the money that the City Manager put into the Library personnel budget for FY03 to fill needs of a new building. Martin said that the possibility of cutting the budget, asking for a new position, not getting it and losing what was cut was disturbing to him. Craig said if an income stream could be identified to fund this position, that would be more reasonable a recommendation than cutting the operating budget. Cutting the operating budget to fund a position would indicate to Council that the items cut are not a priority. Singerman suggested presenting the request with the recommendation that we would fund it for one year until FY03 when new positions could be requested. Magalhaes reported on conversations with some Council members regarding requests for staff. He was encouraged to ask for what we need. What happens if they say no? We do have an overburdened systems staff. We could spend NOBU money to get a specific project done in 02. Craig was asked what income streams we have and how we could refocus that money. The reply was that our NOBU funds are already being used for projects. A new position would take a lot of the discretionary funds and we would probably never get the position funded by the City. Board felt like they had three options: to request the position from City; to find funding for the position ourselves; or get by without it. Dellsperger feels like we haven't looked at other personnel in the building. Are there some positions in the library that can be redesigned to allow funding for this position? Craig replied that we have restructured positions whenever an opportunity arose; just in the recent past, created ½ time Web person, a Circulation Coordinator, etc. It is our feeling that this position needs to be full-time position and the only way we can do internally is if we had a full time position become available and's request by not specifically showing cuts that could be made. Boards often do not have the depth of information that they need. Managers who have the experience look at it with Craig from a more informed standpoint. There are times that Board members need to have more information regarding manager's thought process. If we decide to include this in the budget the request can be made due to an increase in technology and not related to the expansion of the building. Craig said we have a proven track record of using open positions to take opportunities to redefine jobs to get the skills that are needed. This is a high level position needing someone with a high level of skill, training. We can't take someone on our staff and grow them into the position. Magalh~tes said he is sympathetic because at the State level they cobble positions together a lot and often live to regret it. He thinks we should present it to the City and if it gets turned down we can look for another solution. Parker moved to approve the budget as presented. Magalh~tes seconded it. ICPL Special Meeting October 10, 2000 Singerman commented that even if we funded a position with non-operating funds, sooner or later we would have to go to Council. We could try to identify State and gift money however her concern is that personnel is forever. How badly do we need it? If we have to have it, then it needs to be funded. How do we balance the responsibilities of the Board to meet the needs of the patrons and yet keep our promise? A significant network down time could be a major inconvenience to the patron. Ultimately what is the best strategy to get this position? If we ask for it this year, and we do not get it, do we ask again for another year? There was some concern about Craig' s statement in her cover memo that she did not provide a list of things that could be cut. Singerman said she thought that that is what the Board had asked. They wanted to see some possibilities for cuts and her recommendations, which they did not feel were provided. Craig moved on and reviewed some changes and some increases in particular line items like Park & Read, an increase to OCLC, copy machine rental which was approved in last year' s budget but did not get included along with the request for maintenance which did. Asked about replacement funds and whether they can be used for a new van. We will replace the library van with the current vehicle replacement fund, but that is only to be used to replace what we have currently. There are also line items in the budget for computer and equipment replacement funds. They are $45,000 and are to be used to replace inventory equipment. The reason for a second vehicle is that the van is now used daily for book pick-up from the remote sites and we need a vehicle to use for outreach and to take staff to meetings, etc. Where would we put the van? Craig said that before we had bookdrops we parked our van in the City lot. We would take advantage of that space again. In the 9000's, capital expenses, Craig did take out the request for a third 3rd remote bookdrop when the request for additional maintenance staff was removed. Craig's recommendation is to not make any cuts in the operating budget and keep the systems position request in. She was asked about guidelines: She replied that it varied. The City allowed a 2% increase for supplies; much higher for sewer and water, etc. Library revenue is holding steady. Dellsperger still feels very uncomfortable going to the City to ask for a position when we are saying we don't have space to do anything more. Magalh~es asked if it was possible to present a formal budget request after the referendum. Craig felt that might be a possibility although the City manager would want to see the initial budget request by City deadlines. The City Council talks about it in January/February after the manager publishes his recommendations in December. ICPL Special Meeting October 1 O, 2000 Martin asked about presenting the budget except for the new personnel portion? The motion still stands. We could direct Craig to not present the new position until after the election. Board Meeting in November is the 16th. Parker doesn't see the risk that everyone else sees. We could approve the budget without personnel and then do that after the election. Parker made a motion to amend the motion on the floor to approve the proposed budget except for the new personnel request and its implications, which will be reconsidered after the November election. Prybil seconded it. Discussion. Magalh~es said he would approve the budget either way so he'd vote no for the amendment. Would overtime change if the new position were not included? Craig said it would reduce because we would not have the on-call position. We would not spend the entire OT budget. A vote was called for. Singerman, Prybil, McMurray voted Aye. Magalh~es, Parker, Dellsperger voted Nay. Martin broke the tie, voted in favor of the amendment, which then passed. A vote for the new motion was called. All voted Aye. Magalh~es cast a Nay vote. The need to schedule a special meeting was discussed. It was felt unnecessary and we will meet at our regularly scheduled time of November 16, 2000. Craig will have the budget with the final numbers, which may vary slightly after entering them into the City's system, to present at the October meeting for final approval. The meeting was adjourned at 6:10 p.m. Minutes taken and transcribed by Martha Lubaroff MINUTES IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING THURSDAY - OCTOBER 26, 2000 5:00 PM Members PreSent: Linda Dellsperger, Mary McMurray, Shaner Magalh~es, Mark Martin, Lisa Parker, Linda Prybil Members Absent: Winston Barclay, Jesse Singerman, Jim Swaim Staff Present: Barbara Black, Susan Craig, Larry Eckholt, Debb Green, Kara Logsden, Martha Lubaroff, Liz Nichols Others: Terri Byers, Staff; Fred Lucas, Press-Citizen; Nathan Hill, Gazette; Gary Sanders, Shana Stewart, James O'Gorman, Practicum students, CALL TO ORDER: President Martin called the meeting to order at 5:00 p.m. Terri Byers reported on Labor negotiations, which had just begun. Started negotiations on current contract. First round started. Sanders and Byers reported that the City Federation of Labor discussed and endorsed the Library expansion project and will encourage its members to vote yes. APPROVAL OF MINUTES: The minutes of the regular meeting of September 28 were approved unanimously after a motion by Parker/Prybil. UNFINISHED BUSINESS Buildinq project: Craig passed out a copy of the City Council resolution authorizing the purchase of the property west of the library, contingent on the passage of the bond referendum. There was some discussion about the property owners receiving a $20,000 payment from the City in the event the referendum does not pass. This is dependent on timing of an eventual sale. Leases expire in January and they would not have much time to sell in that event. It is advantageous to have an agreement since it locks the price in. In response to a question, Craig said she felt the property would be marketed which could impact further plans for us if the referendum does not pass. Magalh~es mentioned on behalf of the Campaign Committee, the need for additional funding. Bud.qet FY02: Craig spoke to City Manager about holding off on the request for the staff position until after the referendum passes. He is aware that there may be an amended budget request coming over after November meeting. Craig explained that the budget request is slightly different than what they saw last time. The bottom line on some numbers may change. The position request was removed. Dellsperger moved approval. Magalh~es seconded and it was approved unanimously. Prybil asked about the van. Was the request for a replacement or a second van. Craig explained that the request was for a second van although we will also be replacing the current van with replacement funds and getting a cargo van. The second van is needed for outreach and taking groups to meetings, since the original van is now exclusively used for remote bookdrop pick-up. Martin asked for other questions Hearing none, he called for a vote. The motion was approved unanimously. ICPL BOARD OF TRUSTEES October 26, 2000 NEW BUSINESS None STAFF REPORTS In response to citizen complaints and a Board request, signs have been ordered to disallow smoking 20 feet from the Library entrances. The City Attorney's office has approved this rule. Community Reading Month. First of the series was a Celebrity Series featuring guest book talkers. The schedule is included in the Board packet for Board's information. Contract Bargaining has begun. Next month the Board will be asked to approve a formal resolution that says we have moved into contract bargaining. Craig will prepare data about temporary employees for the November meeting. Parker asked that we get the information out as soon as possible. Craig says we employ about 40-50 temporary employees. We call them hourly because the are not seasonal. Our temporary workers work less than 20 hours a week. These are non-authorized positions. We ask for the hours that we need in the budget. Shelving is the biggest task in the library covered by temporary workers. Average length of employment is 18 months. They start at $6.50/$6.75 per hour. Volunteers in Circulation are used to check in materials, not shelve. Development Office: Our consultant, Andrea Springer, was present and reported being positioned to take advantage of any momentum after the election. Board members are being solicited for contributions. The first round of leadership gifts have been identified, materials have been prepared. All is ready. Eckholt announced hiring Barbara Cudin as the new Campaign assistant, Curtin is the recently retired Director of Big Brothers/Big Sisters, She has been involved in the political campaign as volunteer coordinator. Eckholt expects the annual report mailing to go out at the end of next week. This begins a very busy time for the Development Office. He reminded all that November 12 is the annual Book Gala, which is when we have the opportunity to purchase books at Prairie Lights and a portion of the income is donated to the Library. Readings: Craig included readings she felt would be of interest to Board members. New Window format: Feedback was asked for. Some suggestions were more pictures, less text. The plan is to publish less frequently with more feature articles and less calendar items. Internet Filtering: We were showed a portion of a video from a talk given by Brian Davis, Cedar Rapids Public Library as part of the Intellectual Freedom Festival. Craig talked about the first part of his study, which was to study internet filters. Legitimate sites with general terms were filtered out. At the same time some things got through that would be considered pornographic. Federal bills are on the verge of going through which contain internet filtering as a requirement for schools and libraries to receive federal money. This definitely will be an issue on a state level with the next legislative term. PRESIDENT'S REPORT Martin reported on his recent appearance on PATV to discuss the library expansion issue. He was unexpectedly confronted more with a conversation about the issue of benefits for temporary employees. He believes Board needs to have information in order to defend the position. A lot of issues arise out of confidential personnel issues that we cannot explain and we need to be sensitive to the needs of staff, while at the same time, explaining our position. ICPL BOARD OF TRUSTEES October 26, 2000 ANNOUNCEMENT FROM MEMBERS Magalh~es attended the Iowa Library Association meeting in Ames recently. He reported it to be an interesting, educational process with informative sessions. He encouraged Trustees to attend next year's conference, which is in Davenport. The Library sent 10 staff members to attend all or part of the conference. COMMITTEE REPORTS Dellsperger asked about follow-up on the recommendation for new procedures for evaluating the Director. Craig will write something up for the December Board meeting. FINANCIAL REPORTS Expenditures are at about 25% of the total budget, which is just where Craig wants to be after the first quarter. Receipts a little down; copy machine income and fines, which could all be indirectly due to improved technology. We are still trying to evaluate photocopies and how to handle the decrease in income. Gift Funds report Output statistics show a 1-% increase in circulation Reserves are up, Information questions are down. All electronic use is up except dial-in access, which is being replaced by Web access. Craig noted cost savings in postage due to a balance in numbers sent by mail and by e-mail notification. Circulation by Area/Agency Johnson County circulation is up. DISBURSEMENTS Visa report was reviewed. Disbursements for September were approved unanimously after a motion by Parker/Magalh~es SET AGENDA ORDER FOR NOVEMBER MEETING Results of election. What next! Bargaining and discussion of temporary employees ADJOURNMENT: Adjourned at 6:15 p.m. Minutes taken and transcribed by Martha Lubaroff 12-04-00 PLANNING AND ZONING COMMiSSiON ........ ,, , ~ V NOVEMBER 2, 2000 - 7:30 P.M. SU~j~.i ~..~ ~ CIVIC CENTER COUNCIL CHAMBERS ....... ~ -', MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chair, Pam Ehrhardt, Jerry Hansen, Norm Osland, Marilyn Schintler, Dean Shannon MEMBERS ABSENT: None STAFF PRESENT: John Yapp, Sarah Holecek OTHERS PRESENT: R.J. Moore, John Beasley, Lyle Seydel, James Denneny, Rick Dvorak RECOMMENDATIONS TO COUNCIL: Recommended by a vote of 7-0 approval of a revision of the Iowa City/Johnson County Fringe Area Agreement to change the map change at the Highway llHighway 218 interchange to reflect the commercial and residential land uses anticipated and already being used as such. Recommended by a vote of 7-0 that the commercial designation at Herbert Hoover Highway/Interstate 80 interchange remain as originally proposed and not be amended as requested by the Board of Supervisors. CALL TO ORDER: Chairperson Bovbjerg called the meeting to order at 7:34 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Bovbjerg said it is a citizen's chance to help the City and an opportunity to volunteer. She said the following boards need members: Board of Adjustments Board of Appeals Human Rights Commission Parks and Recreation Commission Art Advisory Committee Senior Center Commission Housing and Community Development Commission Solid Waste Advisory Commission DISCUSSION OF PROPOSED AMENDMENTS TO THE FRINGE AREA AGREEMENT BETWEEN IOWA CITY AND JOHNSON COUNTY: Bovbjerg said this was last seen at the August 17, 2000 meeting and it has gone to Council and County and come back to the Commission. Yapp said since everyone in the room was pretty familiar with the issues, he would give a brief staff report and take questions. He said the draft of the Fringe Area Agreement has gone to the Council and the Board of Supervisors and the Board has suggested a few changes and referred it back to the Planning and Zoning Commission for their consideration. He said the first change involves the Highway 1/Highway 218 interchange. The Board wants the map to show the existing areas that are zoned and developed as commercial and to reflect that the existing zoning shows some higher density residential uses; higher density by County standards as opposed to City standards at the western part of this intersection. He said City staff does recommend that the map be changed to reflect this. Holecek said for the record that is so the map reflects the zoning that is in place currently. Planning and Zoning Commission November 2, 2000 Page 2 Bovbjerg said she was going to ask about that because a spring map she had seen showed it keyed for agricultural but this is agricultural and residential. Yapp said some of it is used for agricultural but zoned for residential. He continued by saying for clarification, the Fringe Area map does not constitute a rezoning of property. It is to show future land use. He said as developments or rezonings are proposed, those are evaluated partially on the Fringe Area map. Yapp said the second item up for discussion is the Herbert Hoover Highway/Interstate 80 interchange. He said the issue is the total area to be designated for future commercial development. He said County staff has asked that some additional commercial area or possible commercial area be shifted to show some future commercial uses in two additional quarter-quarter sections on the western quadrants of this interchange. He said the City's position is that commercial development should focus on the interchange itself and not create additional commercial designation on Herbert Hoover Highway leading into Iowa City. He said the two quarter-quarter sections, one on the north side and one on the south side of Herbert Hoover Highway shift the focus from the interchange to begin some commercial designation further down Herbert Hoover Highway. With the loss of the focus away from the interchange, it starts to become more difficult to define where commercial designations should start and where it should stop. It is staffs view that there is substantial opportunity for commercial development around the interchange without adding the additional quarter-quarter sections on the west side. He said the map shows the quarter-quarter sections already added so if the Commission makes a motion they should keep that in mind. Staff recommends that the map be changed to reflect the commercial and residential land uses in the Highway l/Highway 218 interchange but that the commercial designation for the Herbert Hoover Highway /Interstate 80 interchange remain as originally proposed which allows an additional 178 acres for future commercial development. He said the next few maps on the overhead reflect some discussion that occurred at the informal meeting. He said the question was how much commercial area is possible at other interchanges within Johnson County, specifically at Tiffin and Oxford. He referred to the map showing the Tiffin area and as the map notes, most of that area is already built out. He said the M1 area, which is an industrial classification is still available. Holecek said it is just the opposite~ She said on Tiffin map, all the M1 area has been built out and everything else has not. Yapp said at Oxford, with the exception of the CP2 area, most of the area is built out. Ehrhardt said her understanding when they looked at this in August was that the joint committee of the County and the City; their recommendation after discussing this parcel was not to add parcel to the map. Yapp said yes the original recommendation was all of the area except the two quarter-quarter sections on the western side. Ehrhardt said they were not aware of dissention in that committee. She asked if the change from that committee's recommendation comes from the County. Yapp said he thought it was safe to say that at least one member of the committee was not happy with the compromise that came out of the committee and asked that some additional area be explored and asked the County staff to look into having some additional area be designated. Ehrhardt asked if that was discussed with the committee already. Yapp said he believed so, but he didn't sit on the committee. Bovbjerg said as she recalled when the joint committee was meeting, squaring off was the original squaring off that was seen in August. Hansen asked if the additional part on the northwest corner of this zoning was an addition to the original map that was drawn. He asked if that was the Donovan edition. Yapp said that was correct. Planning and Zoning Commission November 2, 2000 Page 3 Hansen asked if it has already been amended at one time. Yapp said that is what is being proposed. He said existing commercial property was a year to a year and a half ago; the Eyman project, which is some existing zoning at that location. He said that has already been zoned commercial by the County. Hansen said that was an amendment to the original concept of this. Yapp said that zoning, City Council and Planning and Zoning Commission recommended against being zoned commercial at the time. He said now staff acknowledges that since it already is zoned commercial, the Fringe Area map should reflect that. Public discussion: R J Moore, Assistant Plannincl and Zonin.a Administrator, Johnson County said he and Rick Dvorak are there on behalf of the Board of Supervisors. He said as the Commission is aware from their work session, they presented the County's position. He said the County feels, that in order for them to achieve the goals of their new Land Use Plan that they adopted in December of 1998 and started implementing in January 1999, they need someplace to say is appropriate for commercial or industrial development. He said that gives them an opportunity to say no to requests that come to them that are in inappropriate areas of the County such as the rural agricultural areas. He said he went over all the reasons why the County felt it would be appropriate. He showed on the map where he thinks the current map drops down and doesn't take in the 15-acre piece. He said when County staff was looking at this map after the City Council approved it, and were discussing it with Board members they felt that the 23.83 acres was not usable to the County. He pointed to the area that has a history of being zoned and used commercially and that is why they chose that area as an appropriate area for the County. He said to refer to the maps of Tiffin and Oxford. They recently received notification that the City of Tiffin is annexing everything north of the Interstate so that would not be available for the County anymore. He said he shared a memo with the Commission at the informal meeting that could be read into the minutes. It is as follows: The Johnson County Board of Supervisors has sent back the proposed Iowa City/Johnson County Fringe Area Agreement to the City of Iowa City. It is the Board's desire to have the City take another look at the proposed agreement. The Board has some concerns about the map, in particular the Interstate 80/ Herbert Hoover Highway interchange. He said per the 1998 Johnson County Land Use Plan, the County is working on an Economic Development Plan, based on adopted goals in the 1998 Plan, and the 1996 North Corridor Plan. Staff, along with the Planning Commission and Board of Supervisors believes some limited commercial/industrial development is appropriate in the unincorporated areas of the county. The majority of which we believe should be directed to the villages such as Morse and Frytown, where as we cut off rezonings in the rural ag area, protecting agricultural land, we feel we can revitalize those villages with centers where people can live and have mixed uses there to support residential uses. He said if the County is to continue the trend it has set the last two years of aggressively protecting agricultural land by saying no to non-agricultural rezoning in the rural area, it must have identified areas for non-agricultural zoning districts. The North Corridor and villages serve as future residential growth areas, with villages and major intersections also identified for commercial and industrial growth. The County has been encouraging recent developments to have community water and wastewater systems, especially for commercial development. That is why there is concern regarding the way the proposed Fringe Area map is drawn for the 1-80/Herbert Hoover Highway interchange. He said why the County feels the 1-80/Herbert Hoover Highway interchange should be redrawn is: The current zoning and commercial uses of this area. This area has a long history of being used commercially, and zoned commercial. This is an area the County is identifying as appropriate for limited commercial development. It is at a major, paved road intersection capable of handling the additional traffic volume. It has existing water and wastewater systems (Gateway) that could be made available to surrounding users. Planning and Zoning Commission November 2, 2000 Page 4 CP2 is the most restrictive commercial zoning district in the county; we have the most control over that zoning district. A large portion approximately 77 acres, as identified now at the interchange is not desired for development. He said Karin Franklin mentions in her memo to the commission that the county is unsure of how much land we will need for commercial development. That is true, they are working with what the proposed agreement shows right now. He said the County wants to redraw the lines. He said the County has identified approximately 156 acres available for development, of which 77 acres is east of Utah, and due to poor roads is not desired for development at this time. He said Franklin mentioned about the north side. If anyone tried to develop there they'd have to pave those roads. It can't be done on gravel; the County's new land use plan doesn't allow that. He said the County just wants you to consider providing the 77 acres, which really according to the proposed map, is approximately 66 acres, 16 acres on the north side, which is Donovan's and a quarter section on the south side that can be utilized. The idea is to square the map off with the existing Eyman development on the north side of the road, drop straight south of the road and go back to the east. He said there appears to be some concern that is echoed in Franklin's memo that it is the intent of the County to have strip development in this area and continually move west towards Iowa City. It is not the County's intent to have strip development. The County does not want to go any further to the west than the western edge of the Gateway development. He said the County believes that the proposed changes represent a sensible and rational approach for new commercial development in this area, He said that is their case, to continue to do good land use planning for the County they have to identify areas as appropriate for different uses; commercial and industrial uses or uses that they have identified as permitted uses in their zoning ordinance and they feel it is appropriate to do it here. He said County staff is willing to recommend to the Board a swap, not an add; but swap the east to get to the west and square it off. He said they don't wish to go any further. He said the Eyman development is built to City standards. He said it is curbed and guttered roads, has shared and community wastewater systems and has shared well. He said the reason they wish to designate commercial there is because any additional users could hook into the existing wastewater system. He said future development could hook into Eyman's wastewater system because he is way under capacity. He said they looked at their aerials and it did not show a road .... he said it's 40 foot wide and the only thing the County can do on 40 feet is farm access or put 6 residential lots. He said again, that's why they feel that is unusable to the County as commercial property. Chait asked Moore to explain further what he meant by Tiffin annexing north of the Interstate so it would not be available to the County. In terms of the intersection and the type of development that happens on that intersection would it be radically different between City and County uses. Moore said he would assume that Tiffin intended to use it as commercial. He said he thought the map showed it as CH, which could permit truck stops. Chait asked wouldn't it be similar to a commercial highway development. Moore said yes it would provide overall commercial availability to the County but not to Johnson County. He said with the City developing commercially, it doesn't allow the County to have places identified as appropriate when they take it in. Chair asked if thars because the County wouldn't have the final say about it. Moore said it's not having the final say; it's having something available for requests for commercial development in the County. He said they disagree with the City philosophically whether or not commercial development should occur in the County. They feel some limited commercial development can occur in the County. He said when the City is annexed, then that's not the County and they have people coming to them still asking to develop commercially and if it's not here, then they will go somewhere else, more than likely where the County doesn't want them to be. He said they have requests like down on Sand Road. He said it's a seal coat road, half is paved from Hills and half is seal coat. He said they've had requests Planning and Zoning Commission November 2, 2000 Page 5 north of there and they don't feel seal coat roads are appropriate roads to be developing on commercially. He said they need to find places where the road infrastructure is capable of handling that kind of development. He said they had Eyman put in over $300,000 worth of improvements to Herbert Hoover Highway to handle the traffic movements coming in and out of that. He said that's another reason they feel it's an appropriate area. Chair said Moore talked at the informal meeting about the County's reason for the additional acreage to the west of that intersection, because it's more infrastructure, it's more built out than now, than the area to the east. He said it seems to him that if demand for commercial developable land is such that the infrastructure needs to be built up to accommodate that demand, that's the nature of growth. He said he finds difficulty accepting the County's argument that because the highway from the intersection to the west is already built out that that is the reason to put commercial on that versus making the infrastructure more compatible for commercial on the four quadrants on that intersection. Moore said that's been a policy of the Board of Supervisors, they prefer development on hard surface roads. Ehrhardt asked if the next quarter-quarter sections to the west, had come also, why not include another quarter-quarter. She asked why is it stopping there. Moore said anybody may request that. He said Eyman's development crosses right there and all the County did was square it off there. Ehrhardt asked if the logic then is to square it off. Moore said yes to square it off and get rid of what they can't use. He said they have the infrastructure. He said the drainage goes this way; that there's a creek that Eyman 'empties his wastewater in going to the east. He said for the County to sewer that would require another system. He said it would be a lot easier to take this and run it across that road. He said Mr. Eyman said he is willing to allow-additional users onto his wastewater system. Ehrhardt said there is the infrastructure to allow something to the west of Eyman's. Moore said the growth area lines on the map are based on the watersheds, so going further west you could not, without a fairly expensive investment by anyone trying to develop commercially there, go that way. He said County staff wouldn't support someone going that way but they could ask. He said they gave Eyman that but that was three years ago and a different Board of Supervisors. He said he doesn't think the Board today would approve that, because they've adhered to the Fringe Area Agreement very well. Schintler said she agreed with development on that intersection and setting aside that is good but she said she was still having problems with the little silver and why the County doesn't want that. She said it seems with the area to the west developed that's when roads could be built in there and that could be used. She said she didn't ever see it as being used for housing. Moore said they saw the area out there as their rural agricultural area and they don't want any more development going that way. He said they don't even want residential even though the Fringe Area Agreement says a 10-acre density; he thinks the new agreement would say RS-10 to develop at a 10- acre limit. Schintler said they wouldn't have access either. Moore said they could access gravel roads for residential; the County only requires 40 foot right of way gravel road for up to six residential lots. Schintler said she didn't think people would want residential that close to commercial. Moore said once you get outside the fringe area, it is what the County has identified as their rural agricultural area where their primary use is agricultural and nothing else. He said they had a request off Planning and Zoning Commission November 2, 2000 Page 6 Rapid Creek recently, which per the Fringe Area Agreement allows 3 acre minimum and even though it would be permitted there at that density, the County turned it down. He said they didn't feel it was appropriate there. He said that used to be in transition with old Board members but the new Board sees that as rural agricultural and doesn't want to do that right now. He said that's how he sees this area. He said on Herbert Hoover Highway it's a lot different going east from the interchange than west. It has been improved to the west. Going east has no shoulders and very deep ditches so although it's a hard surface road, it's really not appropriate for increasing traffic on at this time. Schintler said that could all change. Moore said it is not in their five-year construction plan and he said they probably don't want to because if they start making improvements they would get requests for development there also. He said he didn't know if the Commission follows the County over the years but when he first came on the Board in 1995 there was a Board of Supervisors, of which one Board member said he'd never seen a zoning he didn't like. He said the current Board is very conscientious and they are there on behalf of them and they know the position the County is taking. He said Fringe Area Agreements benefit the City more than the County. Without this all the City can do is approve or deny subdivisions based on City standards. He said without it the City can not tell the County they can't zone anything. The City can't tell the County they can review developments like Eyman's. He said that's something the County is giving up in this agreement. He said it's something the County is willing to give and to share as a partner in good planning and all the County is asking for is some consideration of this amendment. He said he's talked to Board members recently and there are at least three of them who are willing to say forget the Fringe Area Agreement. He said that's not meant as a threat but the County is feeling, along with the Board, that the City is being unwilling to negotiate. Chait said that as was discussed at the informal meeting, Moore was speaking of the politics of the issue, which is not the charge of the Commission, that's the charge of the City Council. He said he feels very strongly as a commissioner on this Commission that they deal with the technical merit of the issues and not the politics and that is why they simply make a recommendation to the City Council. He asked in the next twenty years. what kind of development does Moore see along Herbert Hoover Highway east of the interchange to West Branch. Moore said agricultural. Chair asked if he did not see West Branch as getting closer to Iowa City and there would be infill development. Moore said not in 20 or 30 years. He said he doesn't see the City going across the road either. He said he would like to deal with planning philosophies himself but politics enter into what they do. He said that has been his hardest lesson to learn in ten years of doing this. He said they came to the Commission with what they feel is good planning philosophy for the County and why and that is because they have to have appropriate areas identified. The County zoning ordinance includes commercial uses and they have to have places identified as appropriate for that. He said they do have some as he said in the villages. He said some interchanges where there's been a history of commercial uses in the past and this is one of those interchanges. He said they didn't ask for Highway 6 in the southeast or extend anyway else. He said this was a place where it was already at and had a huge investment by a previous developer that they would hope other users would utilize with shared sewer and wastewater systems. He said those are sound planning philosophies but urban planning is a lot different than rural planning. Chair said the Commission is just one venue in the process, which is the bigger dialogue between the City and the County and the City Council. He said this is just one step on the way. He said it is important that the Commission stay clear about their charge. Holecek said she would like to follow up on Chait's comment. She said it is important for the Commission to recall what their charge is; it's land use and land use planning and the philosophies behind that. She gave an example of what had been before the Commission, an application for assisted living development. Someone may bring up the issue of financing. She said that would not be the issue before the Commission, the issue would be land use or location for that particular use. She said you try to keep Planning and Zoning Commission November 2, 2000 Page 7 your discussion to that, acknowledging that at the next level, the politics and policy issues, the scope becomes broader. She said she just wanted to mention how the Commission has narrowed their focus before to those issues and if you agree with the County's land use philosophy; that may be the basis on how you vote. Moore said he thinks it's important to remember that they have to merge two planning philosophies together. He said he thinks the Fringe Area Agreement on the whole does, it's just the area being discussed. Ehrhardt asked Moore if he could estimate how much undeveloped rural land in their land use plan they have for commercial. Moore said undeveloped no, but that they've identified 1900 acres total in the County and that includes the interchanges and villages. Ehrhardt asked that are undeveloped. Moore said total. Ehrhardt asked if he knew how much undeveloped. Moore said he hasn't been able to identify that yet. He said he knew they have a new 48-acre piece at the Oxford interchange that is undeveloped. Ehrhardt said and yet they feel they need more. Moore said he hadn't been able to get the point across; they don't want more, they just want to square the lines, they're willing to concede some, they just don't think the configuration is a benefit to the County in order to guide people to a better place. Chait asked if they don't want more, just different. Moore said yes. Chair said he doesn't understand how they've gotten this far through the committee process, through the County and City and those who were doing the Fringe Area Agreement, up until the last 60 days and have the different just come out and not earlier in that process. Moore said it took that long to get to their Board of Supervisors. Chair said after that whole process the Board now wants it different. Moore said that is what the Board sent him and Dvorak to ask the Commission. He said they spent 3 years on their land use plan, it got through their commission with a 5-0 vote to approve it, and it got to the Board of Supervisors and they threw it out. He said he and Dvorak feel the Commission is an important part of the process. He said they believe in the process and that it starts with the Commission. He said they read the minutes and what the Commission and the Council does and the majority of the time the Council follows the Commission's recommendations. Chait said he thinks Moore has been very clear in presenting the County's agenda and position but he may not agree. Hansen asked if the County Land Use Plan had no data that reflects how much ground will be needed for commercial in the future. Moore said no. Hansen said his stumbling block on this, is if they're going to change something there has to be a need. He said without a projection of how much land is going to be needed in the future, he wonders why Planning and Zoning Commission November 2, 2000 Page 8 they're taking ag land and designating it for commercial. He said they talk a lot about protecting agricultural land and put land use plans in place to do that and yet it seems without a plan for how much commercial is needed, he doesn't see a need to change ag use land into commercial ground. Chait said they're not talking about changing quantity. Moore said all of this here is zoned agricultural right now. He said when the Economic Development Plan is done they will be able to do projections but right now they don't have that. Bovbjerg said the originally zoned commercial area in the Fringe Area Agreement picked up those two areas in the east. She asked if that was based upon Corn Suitability Rating or anything special. She said she was wondering why it had been designated commercial at one point; both areas to the east of Utah Avenue. Moore said City staff's view was because that put the focus on the interchange. Hansen said in the north quarter-quarter he thought the Corn Suitability Rating was 56 in the last report. He asked if anyone knew what the south quarter-quarter was. Moore said he didn't. Yapp passed out the description of the commercial zone, which is the zoning being contemplated here; a list of uses for that zone. John Beasley, 321 East Market Street, said he was there on behalf of Nellie Donovan. He said Nellie's daughter, son-in-law and grandson were there along with Mr. Seydel. He asked if the 23.83 acres were zoned and developed commercial how would you envision access to it. He said Chair was talking about technical aspects of land use and one of the first things you do when you are talking about land use is how do you get access. He said he understood that they may be talking 10 or 15 years down the road, but if people in Iowa City want to utilize it, how would you get there. Chait said from the west, accessed from the property to the west. Yapp said he would summarize. He said to access that area some new roads would need to be constructed and this is a long-range plan. He said twenty years ago in the County and in the City there were several areas that now have commercial development that did not have roads 20 years ago, Chait said if you look at the Eyman first rezoning, how would you get access to the Eyman second rezoning, it connects through the Eyman first rezoning. He said that same process would likely happen to the 23.83-acre parcel. Beasley said one thing that is undisputable is that this land, by technical aspects, already has access that is suitable for commercial development. He said it already has a key ingredient for commercial development, which is key access off of a hard surface road. He said turning lanes have already been constructed to get into Eyman property. He said he represents Nellie Donovan who is 93 years old, but her family is there this evening. His primary concern is the 15 acres and they would like to see that land included in the commercial designation of the Fringe Agreement. He said he has heard the arguments about the domino effect and where to draw lines. He said they are there to ask the Commission to move the line roughly 1300 feet to the west, part of which is already zoned commercial. He said before he made a presentation before the City Council he read the City's zoning ordinance. He said it reads, to conserve and protect the value of property throughout the City and to encourage the most appropriate use of land. He said the 15 acres is unique because there is commercial highway on southern border, on eastern border is commercial; irs being developed commercial and on it's northern boundary, it's zoned commercial. He said there is a unique feature to this property, which is a high power tension line that runs from Hills all the way up the western boundary to who knows where in the north. He passed out photographs of the power line. He made a map himself with the blue area showing the 15 acres that they want included in the Fringe Agreement. It showed the power line to the west and the commercial designations. He said if one of the City's mission statements is to designate land for it's most appropriate use, the most appropriate use of that land is commercial. He asked that it be included in the plan at this Planning and Zoning Commission November 2, 2000 Page 9 time; to do it right the first time. He said he hasn't heard a reason why that land couldn't be included in commercial designation. He said he knows there are concerns if you designate land as commercial what would go in there. He said if this is designated, it's not just a blanket designation. He said if it came in as a CP2, that is a narrower designation and there would have to be site plans, etc. He said he has faith that the County would scrutinize any application for standards. Ehrhardt asked when the trapezoid area to the north was being applied for commercial use, was the area south considered at the same time. Beasley said no. Ehrhardt asked why that was. Beasley said because Eyman purchased the land from Donovan and carried the ball on rezoning the land he owned. He said it wasn't an issue at that time that Donovan wanted to bootstrap onto him. Eyman owned the land and applied for commercial and the Donovans didn't follow-up. Chait asked if it could have been that he had an option to buy the land if he got it rezoned. Beasley said he doesn't know the specifics of the transaction. Chait said he couldn't say either way, then. Beasley said he could only say what he's been told. Bovbjerg asked the Corn Suitability Rating on the 15 acres. Beasley said he didn't know. He said he thought 60 percent of the land was used for crops now. He turned the podium over to Mr. Seydel. Lyle SeVdel, 445 Garden Street, Iowa City, said he was a realtor in Iowa City and the listing agent for the Donovan property. He said he hoped that based on the information at the informal meeting, the Commission had not made a decision. He said there's three parties involved: City, County and public and there was no public input at informal meeting. He said the reason there was no public input is because the Donovans are farmers and don't follow this and did not realize what was going on. He said the charge of the Planning and Zoning Commission is orderly development of the City and the most valuable use of land. He said this land is in the County and the County should have the big say as to what goes on. He said it's within the two-mile Fringe Area. He showed the highest point on the map on the west side and said it would be sewered by the Iowa River or the City sewer system. He said the line should be at the entrance to the Arabian Horse land. He said the line was way off. He said the use of this property is surely commercial; it's not agricultural. He said of the 15 acres, there are 7 acres of beans this year. He said the rest could be made into a very nice pond. He said it's a low area, with a culvert going under the highway. He said Franklin anticipated that this would be a buffer area, probably high density residential. He said nobody wants to live in that area. He said there is an Interstate just to the north of it; Herbert Hoover Highway just to the south of it; a high power tension line to the west. He said it is not a good place to force people to live and that is what the City would be doing. He said in determining what lines to use, why not use the section lines. He said the property to the south is also owned by Nellie Donovan, on the south side of the road. Jim Denneny, 3231 Hastinas, said he was the grandson of Nellie Donovan. He said he understands that lines have to be drawn, but the family is not going to continually come and request rezoning and rezoning He said if that were the case, they would ask for more today. He said he would appreciate consideration of this rezoning request as not part of an ongoing request. He said this piece of property is not of use to the farm. He said it's a piece they don't need anymore and they need the revenue from it. Yapp clarified that this would not constitute a rezoning, that it is a future land use designation. He said the rezoning would be an additional step. Planning and Zoning Commission November 2, 2000 Page 10 Public discussion closed. Hansen asked if the high point of topography are right at the lines they want to include. He said what impact is that going to have on the City sewer system in the future. Holecek said it seems there is a factual contention as to where the actual watershed line is. She said according to Seydel, the line that is supposed to show the watershed line is erroneous. Seydel said he had spent 50 years of his life in planning; 20 in the army and 20 with the City. He said the line is an approximate line. He said if you use the topography maps; the geological maps you would find that that line is off by 300 or 400 feet. Yapp said the long-range growth boundary line is based on the ultimate watershed of the City. It was determined by the City's engineering staff, based on topographical maps. He said it is true that as the City grows closer to that line, they would have a better idea of where that line is exactly. He said it is an approximation. Seydel said the high point is the entrance to the Arabian farm. Yapp said it is based on the engineering staffs determination of what area can be sewered, which may not always be the exact high point. He said it shouldn't be taken as an exact line. Bovbjerg said what the Commission is looking at is a change or retention of the aspects of the Fringe Area Agreement. She said there are two areas that have been suggested for change. MOTION: Chait moved to accept the map change at the Highway l/Highway 218 intersection to reflect the commercial and residential land uses anticipated and already being used as such. Schintler seconded the motion. The motion carried on a vote of 7-0. MOTION: Chait moved that the commercial designation at Herbert Hoover Highway/Interstate 80 interchange remain as originally proposed and not be amended as recommended by the Board of Supervisors. Schintler seconded the motion. The motion carried on a vote of 7-0. Ehrhardt said when she originally voted on this in August, her vote was based on the recommendations of the joint committee and the City's land use policy, which is to focus commercial at intersections. She said now they are being asked to change that. She said she would like to work out a compromise but that she is having trouble finding a credible rationale for adding the two quarter-quarter sections. She said squaring off does not appeal to her as a rationale. She said five or ten years from now when there are different owners that would come and ask for the property west of the Donovan's be zoned commercial and they have to look back and say there was a reason why it wasn't approved. She said just to say it's next to other commercial is not a sound reason because it could just go on and on. She said as far as swapping, they don't know what the demand in the future will be, Shannon asked if the Commission was going to deal with the Donovan's 16 acres separately. Bovbierg said that is the property the County was proposing be added to the commercial. Holecek asked Shannon if he was asking if they were going to make separate motions for the north and the south parts. Shannon said it seemed like it was presented as two separate things. Bovbierg said the change in the map includes both of them, so for the sake of a motion, they would either be keeping the map or changing it to include both of them. Holecek said an amendment to the motion would be confusing. She said if you entertained a concept of changing the original recommendation. you would vote no on this motion. This motion is saying no change. Planning and Zoning Commission November 2, 2000 Page 11 Schintler said she does favor setting aside this area for development but she doesn't agree with the swap. She said she feels that the parcel of land along the highway can be used. She is not in favor of adding the two quarter-quarters. She said she's afraid if they do that, it will be continual. Hansen said he hadn't heard anything that convinced him that a change needs to be made right now. He said it started out as one Eyman piece and then a second Eyman piece and now that they have a water and waste system, you could add more. He said the Commission's efforts should be focused on the intersection and not moving up Herbert Hoover Highway. Without any projections of what the County needs for future commercial land use he can't see any reason to do it right now. Chait said the arguments made are compelling for developing this area commercial. He said the Commission voted against the first Eyman and voted against the second Eyman rezoning primarily because they wanted to keep the area as it was, which was agricultural. He said the County chose to start developing this area by approving those. He said the arguments he is hearing about how development happens; the second Eyman zoning makes sense because it is an extension of the first. He said if someone showed him how the 16 acres would be developed, he would be much more willing to consider that rezoning if he could see what it was going to be. He said one of the things the Commission has not done is rezone land without knowing what it's going to be and how it's going to be developed and have all kinds of ways of having some control over the end product. He said he likes where the County is going with their village concept and developing the intersections of the Interstate and thinks that's a good plan. He said the distinction between what the County is proposing now and what he is in favor of is concentrating the commercial development at the intersection of Herbert Hoover Highway and Interstate 80. He said Utah Avenue just happens to run right through the middle of that. He said where he differs philosophically from the County planners, is if additional land is going to happen for commercial development in the County, that is going to be appropriate on the interchange, regardless of what roads are already there, rather than down on Sand Road nowhere near the Interstate. He said the issue is fairly general. It is a land use plan; it's part of the comprehensive plan. He said he still likes to think of it as a color blob map, which is more general and philosophical than specific. Herbert Hoover Highway is called local road and to start to rezone land and expand commercial into that local area is the philosophy that he is against. He said if they are going to have that kind of development he would much rather see it at the intersection of Scott. He said to set a context of what the Commission believes in philosophically, he is voting against changing anything right now. He said it is possible for the County to get what they want, but not without coming in with a rezoning and a specific plan and specific use. He said it is important to him to not allow commercial development to start coming west on Herbert Hoover Highway. He said the Donovans indicated that they need the money from selling the land. He said the Commission does not address that kind of issue at all. Bovbjerg said the Fringe Area Agreement before with the commercial designation around the interchange compactly would be the best way to show land use in that area at this time. She said whether new ideas or circumstances would change that is for the future. She said she prefers the original squared off designation. She said the Fringe Area Agreement has a good clause for amendment for resolving disagreements on these kinds of things. Bovbjerg asked when this would go to the City Council. Yapp said it would go on the November 21, 2000 City Council agenda. Chait asked if a future rezoning were applied for in this area, would the County consider that. Rick Dvorak. County Plannin.q and Zoning Administrator, said their policy from the County Attorney has been very emphatic and they do not want to do what past Boards of Supervisors have done. He said if they have a Fringe Area Agreement in place, they want to honor that. He said there is a provision that he put in that would allow the City and County to try to agree to disagree. Holecek said sometimes there are rezoning applications that come in and aren't consistent with the City's particular comprehensive plan but they are a good land use plan, so they have passed rezonings along with an amendment to the comprehensive plan, which would not be unlike what they are talking about Planning and Zoning Commission November 2, 2000 Page 12 here. If a request for a rezoning were to come in, the City could consider, and the County could also consider an amendment to the Fringe Area Agreement and support the rezoning. Chait said given a specific development plan, the Commission could consider that and there would be a mechanism to consider something that concrete. Holecek said the Commission is bound by law to consider that once someone makes the application Dvorak said they did include that language in the Fringe Area Agreement. He said they currently do have an individual that does want to buy this land as of today. He said he wants to put a business out there. Dvorak told him not to even make an application at this time until this is resolved with the County and the City. Beasley said if an application comes in for the 15 acres and irs not designated as CP2 on the Fringe Agreement and the City would like it to be rezoned, then there's a requirement that there is a committee involving the City to work through the process. Chair said based on what he and the Commission know now, they don't want to change anything. He said the question was if things changed, the City and County could go back and change things. Beasley said yes that is possible. CONSIDERATION OF THE OCTOBER 5, 2000 PLANNING AND ZONING COMMISSION MEETING MINUTES: MOTION: Osland moved to approve the minutes of the October 5, 2000 Planning and Zoning Commission meeting as written. Ehrhardt seconded the motion. The motion carried on a vote of 7-0. ADJOURNMENT: The meeting was adjourned at 9:24 p,m. Dean Shannon, Secretary Minutes submitted by Diane Crossett ppdadm/min/p&zl 1-2-O0.doc It2-04-00 MINUTES 2b(7) PLANNING AND ZONING COMMISSION ' - -, o00- PRELIMiNARy CIVIC CENTER COUNCIL CHAMBERS i Subject to proval MEMBERS PRESENT: Ann Bovbjerg, Pam Ehrhardt, Jerry Hansen, Marilyn Schintler, Dean Shannon MEMBERS ABSENT: Benjamin Chait, Norm Osland STAFF PRESENT: Sarah Holecek, Karen Howard, Bob Miklo OTHERS PRESENT: Olin Lloyd CALL TO ORDER: Chairperson Bovbjerg called the meeting to order at 7:36 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Bovbjerg said there are several vacancies on City Boards and Commissions and a list is available on the bulletin board in the Civic Center lobby. COMPREHENSIVE PLAN/REZONING ITEMS: Discussion of setting a Public Hearing for December 7, 2000 on an amendment to the ComprehenSive Plan, South District Plan, to change the land use plan for the area south of Napoleon Park and west of South Gilbert Street from multi-family residential and public open space to public/institutional (approximately 21 acres) and commercial (approximately 2 acres) and to depict the general location of an east-west arterial street, which will connect Gilbert Street to the west side of the Iowa River. Howard said the first item on the agenda is related to the second item. The application is in two parts. The first part is to amend several specific items in the South District Plan and the second item is to request a rezone of Olin Lloyd's 2-acre property south of the Iowa City Public Works complex. In the first part, staff acknowledges there are a number of issues that need to be revisited in regard to the South District Plan. However, she said this item relates to the properties directly south of Napoleon Lane and west of Gilbert Street. She referred to the map. She said the rezoning request to commercial is inconsistent with the current South District Plan. The South District Plan currently shows the area being discussed as multi-family and townhouses. She said a number of things have changed since the South District Plan was adopted. She said Iowa City purchased about 21 acres from Lloyd to develop the public works facility. The second change is that during the planning for the South Central District, there was a study done to determine the best place for building an arterial across the Iowa River. From that study, it was determined that the place just south of Lloyd's property was the best place to cross the river. She said that while there are plans to build this arterial, it will be 10 or 15 years before it gets built. Planning and Zoning Commission Minutes November 13, 2000 Page 2 Howard said that leaves 2 acres that are developable but probably no longer suitable for residential. She said it may be more suitable for commercial development given that a major arterial will be built south of the property and will intersect with Gilbert Street, creating a major intersection. Staff recommends making changes to the South District Plan to reflect these changes. She said the second part of the application is a request to rezone Lloyd's 2-acre parcel to Community Commercial, CC-2. She said if the plan is amended to reflect commercial in that area, the Commission needs to consider what's happening around that 2 acres. She said one concern with rezoning the 2 acres to commercial is how it interfaces with the residential development that may happen across the street. Another consideration is that when the arterial street is built this would become a major entryway into Iowa City. Staff recommends coming to an agreement with Lloyd on a Conditional Zoning Agreement with some design guidelines for when that property is developed, to ensure that it would be compatible with future residential development in the area and provide for an attractive entrance into Iowa City. Howard said in summary, staff recommends that the South District Plan be amended as follows: 1) Change the designation of the 21-acre City-owned property south of Napoleon Lane from "Apartments" and "Townhouses" to "Institutional/Public;" 2) Change the designation of Olin Lloyd's two-acre parcel located directly south of the Public Works Complex from "Townhouses" to "General Commercial;" and 3) Change the South District Land Use Scenario to reflect the correct alignment of the South Central arterial. Staff also recommends that REZ00-00021, a request to rezone 2 acres of property located along South Gilbert Street approximately 900 feet south of Napoleon Lane from Interim Development Multifamily Residential (ID-RM) to Community Commercial (CC-2) be approved, subject to a Conditional Zoning Agreement that would ensure that any plans for development of the parcel would be compatible with future residential development in the area and the entranceway to Iowa City. At a minimum this agreement should address landscaping and screening requirements, building placement and location of parking, and the location and number of street access points. Ehrhardt asked the City's intent for the property west of Lloyd's two acres. Howard said right now irs listed as a possible expansion area for the Public Works Facility. Ehrhardt asked if there were plans to sell that off as future commercial. Miklo said not at this time. Ehrhardt asked if it would just be left wild. Miklo said they could check with Public Works, that he assumed it would be left as an open field. Ehrhardt asked if you take away open space designated in the South District Plan, does the City find another place that can be used as additional open space. Planning and Zoning Commission Minutes November 13, 2000 Page 3 Miklo said the reason that area west of the Public Works Facility was designated as open space was because of the low ground and there was no suitable use for that area. He said the designation was not based on a need for open space to serve the neighborhood population, therefore staff was not proposing additional open space to compensate for this area. Schintler asked if a partial street would be built until the planned arterial is built. Miklo said the only access would be to Gilbert Street until the arterial is built. Hansen asked why staff thinks the 2-acre parcel is unsuitable for residential now, when there is residential across the street. Howard said the 2-acre parcel is adjacent to the Public Works facility, which has truck and auto uses, and on the south side it will be adjacent to the major arterial. She said the residential across Gilbert Street would have buffering and a 40-foot setback. Miklo said the property across the street is much larger to allow for buffering. Hansen said a Conditional Zoning Agreement begins to address his concerns, but he is very hesitant because if it were a developer asking for this, the Commission would want solid plans of what is going to happen on that piece of property. He said they've discussed that it may be a Handi-Mart, and yet in the proposed conditions it says clearly defined pedestrian routes between businesses and uses within the development, and that doesn't sound like a Handi-Mart on this corner. He asked if staff knew what was going to be there. Miklo said no. He said staff didn't say there was going to be a Handi-Mart. They said the South District Plan called for a convenience retail on the edge of the neighborhood, and this might be a location for that. He said the idea that it might be a convenience store was just speculation. Hansen said he wonders what is really going to be there. Miklo said that is why they have a zoning ordinance that allows a series of uses and gives criteria for where properties should be zoned for those uses. He said they don't always know what's going in when properties are zoned. He said the Comprehensive Plan calls for a comprehensive land use plan for various areas of the City and then puts zoning in place before development occurs so people have an idea of what might happen in the future without knowing what the exact business will be. Hansen asked if they would be treating this differently if this were a developer asking for this change. Miklo said he didn't know if the Commission would be treating it differently, but staff has certainly come before the Commission and recommended approval of commercial developments without knowing the exact business, when they have felt that the location warranted such a use. Hansen said he wasn't objecting to what is proposed here if it's a convenience store, but he objects to the approach. He said there is a lot of uncertainty of what this is going to be. He said they have changed this plan a lot, and he is wondering how far they should take it before they revisit the South District Plan. Bovbjerg asked Hansen if it would help if legal gave background on how the Commission has looked at changes with Conditional Zoning Agreements and what protection that gives for the uncertainty he has. Planning and Zoning Commission Minutes November 13, 2000 Page 4 Hansen said he wants to make sure they are playing on a level playing field where everyone plays by the same rules. He doesn't want the City playing by one set of rules and developers playing by another. Holecek said what the City has done with Conditional Zoning Agreements, such as commercial zoning at Scott 6 Industrial Park, was to include screening requirements like masonry facades and screening of outside mechanical equipment. She said they did not require site plans. She said depending on the size of the parcel, site plans may be required. Miklo said a building of 10,000 square feet requires a major site plan, and under that requires a minor site plan. Holecek said it is not unusual for the City to zone commercial property without having an actual plan. She said the way it is done is through conditional requirements that build in site design standards so when something does go in there those requirements have to be met. The Conditional Zoning Agreement is a covenant running with the land so any transfer sale of title also follows that. She said anyone who develops it at any time needs to comply with the Conditional Zoning Agreement. Miklo said there are two types of rezonings that the Commission deals with. Most are reactive, in response to property owners who want to build and need rezoning to accomplish that. The other type is proactive, based on comprehensive planning, which includes zoning different parcels for different uses. He said an example of that is Windsor Ridge, where the City zoned an area for neighborhood commercial and medium-density residential based on the criteria of the comprehensive plan. This was done long before the developer had specific plans for the area. Bovbjerg said this item can be deferred for two more meetings if necessary. She said parcels coming in with the zoning or changing with conditions on them is the way the City can make sure that it's compatible with surroundings. She said the conditions should be looked over very carefully before the next meeting. She said the South District Plan has changed a lot, and now it's the Commission's task to say in general is this a good way to use the land which is now next to Public Works. Hansen asked who owns the ground south of the two acres. Howard said the City owns the right of way and a small parcel south of the 2 acres, and south of that is the sand extraction site. Hansen asked if any of that was buildable land. Miklo said some of it may be but it would be very difficult to build on. He said it was the consensus of the citizens that participated in the South District Plan that because of the lakes' there, that maybe some recreational use could be made of those. Hansen said it could be a very valuable corner because of the major arterial. He said he was very uncomfortable with this. Ehrhardt asked if the sidewalk would continue on. Howard said yes. Ehrhardt asked if screening requirements would be for both sides of the Public Works Facility. Planning and Zoning Commission Minutes November 13, 2000 Page 5 Howard said yes, if that's how the Commission wanted the Conditional Zoning Agreement to read. Shannon asked about the Public Works Facility sketch, and said it looked like they would be housing the majority of their equipment and vehicles indoors. Public discussion: Olin Lloyd, 560th Street SE, Iowa City, said as he understands, a lot of different things would fit in the CC-2 zoning. He said not just Handi-Marts but tea houses, bars and restaurants. He asked Miklo what else. Miklo said it is a retail zone that allows retail uses, offices, or a gas station if approved by the Board of Adjustment. He said the Commission may want to look at the CC-2 uses in the zoning ordinance before the next meeting. Public discussion closed. MOTION: Hansen moved to set a Public Hearing for December 7, 2000 on an amendment to the Comprehensive Plan, South District Plan, to change the land use plan for the area south of Napoleon Park and west of South Gilbert Street from multi-family residential and public open space to public/institutional (approximately 21 acres) and commercial (approximately 2 acres) and to depict the general location of an east-west arterial street, which will connect Gilbert Street to the west side of the Iowa River. Shannon seconded the motion. The motion passed by a vote of 5-0. Hansen asked how the Public Hearing would be advertised. Miklo said they have sent a mailing to anyone who participated in the South District planning process and to those who showed interest after that was adopted, and in the Press-Citizen as an item pending before the Commission. The Commission's agenda is also on the cable channel and the City websites. Hansen asked if they could do a mailing to three of the neighborhood associations that would be very interested in what happens in the South District Plan -- South Point, Wetherby and Pepperwood. He said it has been three years since the South District Plan, and everyone that lives there should know that their plan is being amended. Miklo said they would work with Marcia Klingaman, the Neighborhood Services Coordinator, to see if they could get a mailing out. Ehrhardt suggested involving Project Green for input on the Conditional Zoning Agreement. She said one thing they have encouraged is low-maintenance landscaping because in the entryways trees are planted and then not taken care of, so they die and no one replaces them. Bovbjerg asked Ehrhardt to contact them about the Public Hearing. MOTION: Shannon moved to defer the application submitted by the City of Iowa City to rezone 2 acres of property located west of South Gilbert Street south of Napoleon Lane (Olin Lloyd parcel) from Interim Development Multi-family Residential (ID-RM) to Community Commercial (CC-2). Schintler seconded the motion. The motion carried on a vote of 5-0. Planning and Zoning Commission Minutes November 13, 2000 Page 6 Shannon said he thinks it might be a very good use for this land. He said maybe commercial is the best use for this land. He said he wants to see the Commission be flexible with the Comprehensive Plans and allow for change. Schintler said since it is only two acres, it will narrow down the possible uses. CONSIDERATION OF THE NOVEMBER 2, 2000 PLANNING AND ZONING COMMISSION MEETING MINUTES: Miklo distributed new copy of the minutes with editorial changes. MOTION: Ehrhardt moved to defer approval of the minutes of the November 2, 2000 Planning and Zoning Commission meeting as written. Hansen seconded the motion. The motion carried on a vote of 5-0. ADJOURNMENT: The meeting was adjourned at 8:25 p.m. Dean Shannon, Secretary Minutes submitted by Diane Crossett ppdadm/min/p&zl 1-16-O0. doc 12-04-00 MINUTES ~ SENIOR CENTER COMMISSION TUESDAY, OCTOBER 17, 2000 MEMBERS PRESENT: Lod Benz, Jay Honohan, Bill Kelly, Allan Monsanto, Deborah Schoenfelder, and Mary Kathryn Wallace MEMBERS ABSENT: Joanne Hora, Carol Thompson, and Chadty Rowtey STAFF PRESENT: Michelle Buhman, Linda Kopping, Susan Rogusky, and Julie Seal. GUESTS Jim Alliare, Nancy Cogan, Charlotte Walker CALL TO ORDER Honohan called the meeting to order at 3:10. MINUTES Motion: To approve the September minutes as distributed. The motion carded on a vote of 6-0. Monsanto~Wallace PUBLIC DISCUSSION None. PARKING FACILITY/SKYWALK STRATEGIC PLANNING COMMITTEE -Honohan~lora Kopping, Honohan, Hora, Parking and Transit Director Joe Fowier, and Assistant Planning and Community Development Director Jeff Davidson met with the architects to discuss the plans and specifications for the skywalk. Honohan outlined the tentative plans and noted the cost of this project is yet to be determined, The Coralville Younkers invited the Senior Center to participate in the annual "Younkers Holiday Benefit Sale." Buhman reviewed the details of the fund raising effort and answered questions, Participants in this fundraiser sell admission tickets to the special sale and provide volunteer support at the store on the day of the sale. In return, participating agencies keep all proceeds from tickets sold by representatives of the agency and receive a percentage of tickets sales sold at the door on the day of the sale. Motion: To approve the Senior Center's full participation in the "Younkers Holiday Benefit Sale" and credit all proceeds to the skywalk fundraising effort. The motion carded on a vote of 6-0. Walla;e Benz ACCREDITATION REPORTS- Honohan; Hora; Wallace All groups have completed their work and will make a final report at the October 25t~ meeting. SENIOR DINING PARKING REQUEST- Benz Benz discussed a memo exchange between Senior Dining Director Mike Foster and Kopping regarding proper maintenance of the Senior Dining kitchen floor. While it was noted in the memos that staff members of the Center and Senior Dining were taking positive steps to address the problems, Foster indicated additional Senior Dining staff was needed to maintain the floor and kitchen area properly. Benz suggested the Commission wdte a letter to the Board of Supervisors supporting Foster's need for additional staff. U:\Operations\CommissionWlinutes 2000~ctober mtnutes~nal.doc MINUTES 2 SENIOR CENTER COMMISSION TUESDAY, OCTOBER 17, 2000 Motion: Preepare a letter to the Board of Supervisors endorsing the expansion of the Senior Dining staff to the extent that the area can be properly maintained. The motion carded on a vote of 6-0. Kelly~Wallace PROPOSAL FOR ADVISING COMMITFEE OF PEOPLE WITH DISABILIES - Honohan The executive committee reviewed the memo from the City Manager and recommended against the creation of a special advisory committee. The rationale behind this recommendation is that the City staff, architects, and other committees serve the same purpose as the proposed committee. Kelly disagreed noting the City needs a committee to act as a focal point for the community. Visitor Charlotte Walker expressed similar sentiments and endorsed the creation of a special advisory committee. Motion: To advise the City Manager that there is no need for an advisory committee of people with disabilities at this time. Motion carded on a vote of 4-2 with Kelly and Benz dissenting. Wallace/Monsanto. Charlotte Walker said she would like to see SEATS transport all seniors rather than only seniors with disabilities. She noted that limiting access to SEATS adversely effects poor eldedy people. Discussion followed. Honohan suggested the Commission investigate this matter and discuss it at a future meeting. Commissioners asked Kopping to invite the director of SEATS to the November meeting to outline user policies. SENIOR CENTER UPDATE Operations - Kopping The Volunteer Recognition celebration will be held dudng National Volunteer week in Apdl. As an immediate expression of appreciation, a 2001 calendar will be sent to all Senior Center volunteers later this month. Work in the fitness room is neady complete. The TV/audio system was installed and is ready for use. Because radio headsets are necessary to pick up the audio on the television, two headsets have been purchased and are available for checkout Monday through Fdday 8AM- 5PM. There will be no charge for this service. Decorative wallpaper will be hung and new exercise equipment tested later this month. The bids for the drainage work on the west side of the building were significantly over the engineer's estimate, so the project has been re-bid. Kopping is working of the operational budget for FY02. The executive committee will meet later this week to review the budget. Programs - Seal An update of November programs was presented. Volunteers - Rogusky An update of volunteer programs and opportunities was given. MINUTES 3 SENIOR CENTER COMMISSION TUESDAY, OCTOBER 17, 2000 COUNCIL OF ELDERS - Cogan Cogan reported the discussion of the last Council of Elders sponsored Speakeasy related to parking. A memo was distributed outlining the suggestions proposed by the Council of Elders. CITY COUNCIL - Honohan A report of the City Council meeting was given. BOARD OF SUPERVISORS - No report aviaitable. Motion: To adjourn. Motion carded on a vote of 5-0. WallacelSchoenfelder The meeting adjourned at 4:45.