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HomeMy WebLinkAbout2006-01-10 Bd Comm minutes rnr ~ Iowa CitY. ~Public Library FINAL APPROVED BOARD OF TRUSTEES Minutes 5:00 pm - November 17, 2005, 2005 2nd Floor Board Room Agenda item 3A David VanDusseldorp, President Linzee McCray, Vice President Thomas Dean William Korf Thomas Martin Meredith Rich-Chappell Pat Schnack, Secretary Loon Spies Tom Suter Members Present: Thomas Dean, William Korf, Tom Martin, Linzee McCray, Meredith Rich-Chappell, Pat Schnack, Leon Spies, David VanDusseldorp Members Absent: Tom Suter Staff Present: Barb Black, Maeve Clark, Susan Craig, Heidi Lauritzen, Kara Logsden, Patty McCarthy, Elyse Miller, Hal Penick Other: Gene and Sallie Helm, guests of William Korf. Call meeting to Order VanDusseldorp called the meeting to order at 5:01 pm. Korf introduced guests, Gene and Sallie Helm. Gene was a musicology professor at UI and Sallie was ICPL Director from 1965-68. They are considering retiring to Iowa City. Public Discussion None Approval of minutes The minutes of the regular meeting of October 27, 2005 were approved after a motion made by Spies and seconded Korf. All were in favor and the motion passed 7-0. Unfinished Business Leased Soace Uodatel Aooroval of Lease for Lower Level: The lease for the lower level of the library has been drafted by Craig and Eric Goers in the City Attorney's office. A public hearing date for the draft lease is on the City Council agenda and will be set for the next City Council meeting. Craig explained that the draft lease does not include all of the basement space; however, the proposed tenant may wish to have more space before the lease process is finalized. The Agenda item 3A Page No 2 remaining basement space may be used in a number of other ways, and it is hoped that the unleased square footage will be rented in the near future. There will be approximately 70-80 persons employed by the proposed tenant. The landlord, ICPL, is responsible for ensuring that the number and specification of the bathrooms is consistent with current City of Iowa City Building Code. Korf asked to whom the rent money would be paid? Craig stated that rent would be identified as a deposit in library revenues but that this money would be used after expenses to payoff the bonds issued to pay for the new library building and would therefore be income designated to the city. There will be an update on this issue at the December meeting. Craig reminded board members that the contract is not for approval by the Board but that it is the Board's responsibility to recommend to council that it be approved. Korf moved and Meredith seconded the motion to recommend the tenant and lease, after making the small typographical change identified by Dean, to the City Council for their approval. Approved 8-0. Hills Contract As a result of the Hills City Council request in September, Goers and Craig drafted contract language for a contract that was sent to the Hills mayor and city attorney. Since the library Board is empowered to contract for library services with nonresidents, the contract will be between the lCPL library Board and the City of Hills. The structure is similar to the formula that was used to determine the rural Johnson County rate. It was agreed that having a presence at the Hills City Council meeting might be helpful when this subject is discussed. Martin moved approval of the contract and Korf seconded motion. Approved 8-0. Tom Dean arrived 5:20 pm. University Heiohts University Heights voters approved the recent library levy ballot initiative with an 88% yes vote. This agreement is different from the one with Hills because it involves Coralville. A contract has been drafted and sent to the Director of the Coralville library for her to review. It will be on December's meeting for approval. The original letter sent last February proposed that we would agree to phase in payments, but there is no phase in language in the current draft contract. Craig asked for the Board's view on the current fee structure and it was agreed that it is appropriate to offer a one year reduced rate if Coralville agrees. It is hoped to have a contract at the next Board meeting. New Business Review of Board Policy #505 - Volunteer Policv Volunteer supervisors committee reviewed the policy and recommended changes. Reference to screening volunteers is new in the policy. A procedure will be written. Schnack wondered if there was a need for screening and in the current climate it is believed to be a reasonable process. Motion to approve by Spies and seconded by Schnack. Approved 8-0. Chanoe March meetino date VanDusseldorp and Craig request the March 2006 Board meeting be set for the fifth Thursday, March 30, as they will both be attending the biennial Public library Association Conference on March 23, 2006. Dean is unable to make this meeting. Moved by Meredith seconded by Korf. Approved 8-0. Staff Reports DeDartmental ReDorts: Circulation, Adult Services, Information Services Agenda item 3A Page No 3 Circulation. Schnack wondered about how often drop boxes were checked and how often they are used. Remote book returns are a heavily used service, often resulting in boxes that are quite full. They are emptied 365 days a year. Adult Services. Info Services. Training sessions about how to use the Medicare prescription drug plan finder have been scheduled in training lab on 11/30 and 12/1. Registration is necessary. University of Iowa Pharmacy staff will provide training and depending on attendance, we may offer more sessions. VanDusseldorp appreciated the library taking on this important, newsworthy, complex subject and making information available to patrons. Craig feels this is a good use of our training lab and is happy to be able to help the public wend their way through this difficult process. ICPL and the UI College of Business students are looking at helping with electronic tax filing. Seven hundred and fifty persons voted early at the Library, representing the most volume of the early voting sites. Schnack discussed the Big Brain radio program and how it underscores the fun in looking up information. She noted Clark's helpfulness and knowledge of reference materials. Martin wondered when the Carl Honore video would be aired on the Library channel. Logsden will update. Develooment Office After mailing the Annual Report, the Friends Foundation has received $2500 as of today in gifts, which is double the amount received last year at this time. The Book Gala took place on Sunday evening at Prairie Lights and was a lovely event. Barb and Greg Black hosted Marvin Bell on Sunday evening as part of the Celebrating Iowa's Authors fundraising event. Great food and a great time was had by all. Dean reminded the group that monthly automatic deduction is another donating option that is convenient and may increase giving. The annual report was well received. IUPLA Statistics. Craig presented Iowa Urban Public Library Association statistics in which our library is compared to our Iowa peer group. The statistics were typical this year. Reference use per capita and the number of full time equivalents were two statistics that were discussed. State Librarv Memo on FundirlQ Disoarities. VanDusseldorp described the memo received from the State Library regarding public library boards and raising awareness about funding disparities. One intent of the memo is to try to get more support from counties for their libraries. Johnson County does a much better job of funding library service than many other counties. Martin noted that it is very difficult in rural areas to fund libraries and that these costs are often cut in the budgetary process. Dean mentioned the district method of funding as discussed at the recent training session he attended. It was noted that state law would need to be changed in order for such a funding method to be effectuated. Receotion for Leaislators. December 13. North Libertv. Agenda item 3A Page No 4 Every year Iowa legislators and others are invited to a countywide library reception; this year's is at North Liberty Community Library. Craig will identify exact location before the 12/13 event. It is hoped that 3-4 members from each of the library boards will attend, share the Iowa Library Association's legislative agenda, and discuss issues coming up in the next general session that may affect libraries. Miscellaneous President's Report Van Dusseldorp discussed ICPL Inservice Day. This longstanding event is one of the ways the board can show its support for and have an opportunity to meet staff. All board members are encouraged to attend all or part the day. Craig reminded members to come to the staff door on Linn Street because the public entrances are closed. Announcements from Members Dean announced the Irving B. Weber Chautauqua series, Landscape History, Telling the Story of Your Land on 12/3 from 2:00-4:00pm in Room A of the ICPL. This workshop by Chris Bair will offer an introduction to landscape history resources and offer examples of stories that can evolve from landscape history research. Committee Reports Foundation Members Tom Martin, Trustee representative to the Friends Foundation Board of Directors, reported that the Foundation Board of Directors met November 16, 2005. The Book End's income from July through the end of October increased 3.92% with a monthly average of $2,717. Sales were down slightly in October due to low inventory. Donations of used books are urgently requested. Help spread the word, and contact the Development Office if to arrange for pick up of large donations. Thanks to Michael Lensing for arranging for the donation of cleaning services twice a month at the bookstore! Communications A congratulatory letter was received from Dwight Seegmiller, President of Hills Bank and Trust Company on ICPL's receipt of the Community Beautification award from the Iowa City Area Chamber of Commerce. Disbursements Visa Expenditures for October, 2005 were reviewed. Disbursements for October were approved as circulated after a motion made by Spies and seconded by Martin. Approved 8-0. Set agenda order for December meeting. Policy review of Membership and Policy Making policies University Heights contract Adjournment The meeting was adjourned at 6: 15 pm. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD CALENDAR YEAR 2005 (Meetin2 Date) TERM 1/271 2/251 3/241 4/281 5/261 6/231 7/281 8/251 9/221 10/271 11/1 12/15 NAME EXP. 05 05 05 05 05 05 05 05 05 05 7/05 105 Thomas 7/1 109 Ole x x x x Ole x x x x x x Dean t<at~y qlil"r q/~/(j5; 1',~2j b, x ../x l'x/. "j.xD' x ~X;l~ 1'/ "'.'. " I;.jjj ......... ". .. '/ ~d Bill Korf 7/1/09 x x x x x x x x Ole x x x Torn Martin x x x x x x Linzee 7/1/09 x x x x Ole x Ole x x x x x McCray :"E"PJ"!"'Ce fl!~2. E,~e, 0/., . <1/e; j i".x"... iJif.: Terme , 'E ,fiEl! 'f.;.,., ... it"~ .E.. ..... I ... ,'iE ...., Meredith Ole x x x x x Rieh- I Chappel I Pat Schnack 7/1107 x x x Ole Ole x Ole x x x x Ole I I Leon Spies Ole x Ole x x Ole Tom Snter 7/1/07 x x x x Ole x x. x 0 0 0 0 ""cE ""i ix 1/0/" I .'"'" jjxl 'f.!le.j ,ii IE1~r!'J. 1/ ,.. "" eXi iE .i., L. ... ",.. ..'.' I/e f/ ~d David Van 7/1/07 x x x x x Ole x x x x x x Dnsseldorp KEY: X = Present 0 = Absent OlE = AbsentiExcnsed NM = No meeting --- = Not a Member POLICE CITIZENS REVIEW BOARD MINUTES - OCTOBER 11, 2005 FINAUAPPROVED rn: CALL TO ORDER: Chair Loren Horton called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Elizabeth Engel, Michael Larson, and Greg Roth MEMBERS ABSENT: Candy Barnhill STAFF PRESENT: Legal Counsel Catherine Pugh and Staff Kellie Tuttle present OTHERS PRESENT: Chief Sam Hargadine of the ICPO, Capt. Tom Widmer of the ICPO, Scott Kornblatt a UI student with a class in Journalistic Reporting & Writing, and Public, John Kirby (7:02pm). RECOMMENDATIONS TO COUNCIL None. CONSENT CALENDAR Motion by Engel and seconded by Roth to adopt the consent calendar. . Minutes of the meeting on 09/13/05 . ICPD General Order #99-04 (Canine Operations) . ICPO General Order #99-05 (Use of Force) . ICPO Use of Force Report - August 2005 Motion carried, 4/0, Barnhill absent. REPORT FROM NOMINATING COMMITTEE Engel and Larson were appointed to the nominating committee at the September 13 meeting. Engel reported that the committee had met and would like to nominate Greg Roth for Chair and Candy Barnhill for Vice-Chair. CONSIDER MOTION TO FIX METHOD OF VOTING Motion by Engel, seconded by Larson to prescribe the method of voting by a voice vote and use majority vote for the basis for decision. Motion carried, 4/0, Barnhill absent. Horton asked if there were any nominations from the floor. Hearing none it was moved by Engel, seconded by Larson to close nominations for the office of Chair and Vice-Chair. Motion carried, 4/0, Barnhill absent. NOMINATIONS FOR OFFICE OF CHAIRPERSON Greg Roth for Chairperson. Motion by Engel, seconded by Larson Motion carried, 4/0, Barnhill absent. NOMINATIONS FOR OFFICE OF VICE-CHAIRPERSON Candy Barnhill for Vice-Chairperson. Motion by Engel, seconded by Larson. Motion carried, 4/0, Barnhill absent. PCRB October 11 , 2005 Page 2 OLD BUSINESS None. NEW BUSINESS None. PUBLIC DISCUSSION John Kirby inquired about policies and procedures of the Iowa City Police Department and the Review Board. After stating concerns pertaining to an incident, Kirby was supplied a complaint form and notified by the Board that he would need to file it with the Clerks office in order for them to review it. BOARD INFORMATION Horton apologized for missing the meeting in September due to a previous commitment. STAFF INFORMATION None. EXECUTIVE SESSION Not needed. MEETING SCHEDULE . October 11,2005,7:00 P.M., Lobby Conference Room . November 8,2905,7:00 P.M., Lobby Conference Room - CANCELLED . December 13, 2005, 7:00 P.M., Lobby Conference Room . January 10, 2006, 7:00 P.M., Lobby Conference Room The Board discussed canceling the November meeting due to the lack of business. Motion by Horton, seconded by Engel to cancel the November meeting due to a lack of Board business. Motion carried, 4/0, Barnhill absent. ADJOURNMENT Motion for adjournment by Horton and seconded by Larson. Motion carried, 4/0, Barnhill absent. Meeting adjourned at 7:24. -- --_._.._,._--_.__._---~~,--,-_._-----------'---_._--_..,--------,----_._--------,._----_._._,~-~---_._.__. POLICE CITIZENS REVIEW BOARD ATTENDANCE RECORD YEAR 2005 (Meetine Date) TERM 1/11 2/8 3/8 4/12 5/10 6/14 7/12 8/16 9/13 10/11 NAME EXP. Candy 9/1/07 NM X X NM X X NM X OlE OlE Barnhill Elizabeth 9/1/08 NM X X NM X X NM OlE X X Engel Loren 9/1/08 NM X X NM X X NM OlE OlE X Horton Greg Roth 9/1/09 NM X X NM X X NM X X X Roger 9/1/05 NM X X NM X OlE NM X - --- Williams Michael 9/1/09 -- -- -- -- --- - --- -- X X Larson KEY: X = Present 0 = Absent OlE = AbsenUExcused NM = No meeting --- = Not a Member APPROVED ~ NOVEMBER 2005 ~ MINUTES SENIOR CENTER COMMISSION NOVEMBER 22, 2005 ASSEMBLY ROOM - SENIOR CENTER Members Absent: Staff Present: Others Present: Meeting called to order at PM. Lori Benz, Jay Honohan, Jo Hensch, Sarah Maiers, Charity Rowley and Nancy Wombacher Betty Kelly Linda Kopping, Julie Seal, and Susan Rogusky Lynn Campbell and Betty McKray Call to Order: Members Present: RECOMMENDATIONS TO COUNCIL None. The meeting was called to order by Honohan at 2:05 p.m. APPROVAL OF MINUTES Motion: To approve the minutes of the October 18, 2005 meeting as distributed. Motion carried on a vote of 5-0 with Benz absent. Rowley/Maiers PUBLIC DISCUSSION None ADJOURN FOR A MEETING OF IOWA CITY SENIOR CENTER FUND, INC.- Honohan Motion: To adjourn for a meeting of the Iowa City Senior Center Fund, Inc. Motion carried on a vote of 5-0 with Benz absent. Hensch/Maiers The Commission adjourned for a meeting of Senior Center Fund, Inc. at 2: 1 0 p.m. . RECONVENE THE NOVEMBER 22, 2005 MEETING OF THE SENIOR CENTER COMMISSION--Honohan The meeting of the Senior Center Commission was reconvened at 3:20 p.m. COMMISSION ASSIGNMENTS Maiers agreed to write the web article from today's meeting. Honohan agreed to visit the Board of Supervisors and the City Council to report on today's meeting. Hensch will write the web article for the December meeting. FY07 BUDGET UPDATE-Kopping Kopping reported that she met with City Manager Steve Atkins and Finance Director Kevin O'Malley to discuss the Center's proposed operational budget for FY07. They had --------~~-_._._".~----_.-.._._~,~---~'-_..~-----_._---------~~---~----"-_._-_.._-~-----~-~-----~. . APPROVED NOVEMBER 2005 very few questions related to the proposed budget and expressed support for the inclusion of capital improvements (expenses over $1 ,000) that were funded by Senior Center Fund, Inc. Kopping indicated that Senior Center Fund, Inc. was willing to fund material items to support programming (e.g. equipment for Senior Center Television and the fitness facility) and somewhat reluctant to fund improvements to the facility. There will be a meeting with representatives from the Commission and City Council scheduled for later in the budget process. At this meeting the Commission will have an opportunity to discuss aspects of the FY07 operational budget proposal directly with the Council. Kopping said that this meeting had not been scheduled yet. SENIOR CENTER UPDATE Operations- Kopping Maureen Donnelly, a HACAP employee, is working 25 hours a week at the front desk. Sharon Stubbs holds the permanent half time clerical assistant position and works 20 hours a week at the front desk. Orientation is progressing well and the resumption of full time coverage at the front desk is welcomed. The summary of the August and October strategic planning sessions was mailed out earlier this week. The City Manager, City Council and Board of Supervisors will receive copies of this report. In addition, a copy will be posted on the Center's website. Kopping is attempting to set up a meeting with the Participant Advisory Committee in order to follow up on some of the implementation steps that were identified at the strategic planning session and she knows that several other implementation groups have already met. She plans to schedule a large group meeting with everyone who was involved with the strategic planning process for sometime in December or early January. Kopping reported on a meeting she had with David Purdy, Director of Elder Services, Inc. Kopping and Purdy discussed remarks made at the goal setting session that related to the nutrition program and general appearance of the Assembly Room. Purdy expressed interest in working with the Center to revamp the nutrition program and Assembly Room in order to increase satisfaction with and participation in the meal program. When discussing FY07 funding requests for redecorating the Assembly Room, Purdy indicated he would be willing to approach his Board with a request to partner on the purchase of new tables and chairs for the assembly room. Programs - Seal Seal distributed list of December public events and classes and the attendance numbers for select programs offered during September, October and November 2005. For a complete listing of programs scheduled for December, see the 2005/06 Winter Program Guide. Volunteers - Rogusky Rogusky reviewed the Holiday events scheduled for December. There will be a total of 8 concerts and a Center sponsored holiday party featuring the music of Travis Hosette. Hosette, who sings songs popularized by Frank Sinatra, performed at the membership recognition dinner and was very well received. Two of the holiday concerts will be broadcast live on City cable. The October 31 and November 5 performances at the Englert by the New Horizons Band and Voices of Experience respectively, were very successful. Each performance received very good press coverage. In addition, Sue Wakefield, a volunteer in SCTV, 2 APPROVED NOVEMBER 2005 prepared a DVD and CD of each performance. Both the DVDs and CDs, which are very well done, are for sale in the gift shop. Rogusky noted that refreshments for the reception following the New Horizons Band performance were provided by the family of the student who assists Director Don Coffman. Rogusky also circulated a financial statement outlining the funds and expenses associated with the Voice's Choral Festival. The entire event cost $2,147. Of that total, all but $185 was funded through grants and donations. The Commission expressed appreciation to Voices Director Richard Tiegs and Band Director Don Coffman for their work in organizing and generating funding for two very successful programs. Senior Center Television (SCTV) has entered in to a partnership with the Intermedia Department at the University of Iowa. In accordance with this agreement the SCTV studio has become an off-campus site for the Intermedia Department. This means that SCTV volunteers will continue working with Intermedia students on a streaming video project. It also makes it possible for SCTV to house state of the art editing equipment, computers and software that is owned, maintained and supported by the University. Intermedia students will help instruct SCTV volunteers on the use of the equipment and software. In return the Center must provide a secure environment for the equipment and provide space for occasional classes and meetings. A major benefit of this partnership to the Center is that SCTV volunteers are free to use the equipment and software for productions unrelated to the Intermedia Department. The Center is participating in Project Holiday and has a "Giving Tree" set up in the main lobby. Visitors to the Center can remove one of the tags from the tree and make whatever donation is described on the tag. The donations are for toys to be distributed through the Salvation Army, meals for people or families in need, or gift certificates for low income elderly and disabled adults. Recently Center volunteers participated in a craft sale held at Walden Place. In addition, Center volunteers will be representing the Center at the Holiday Sale in Coralville on December 2. Eldercraft Shop merchandise is featured at both events. Memberships and Fundraising Report- Kopping Kopping distributed a membership and revenue report prepared by Michelle Buhman. As of November 16, 2005 the Center had 1003 members. COMMISSION DISCUSSION: Benz reported on the October Commission meeting to the Council. She primarily talked about the goal setting session that had just been concluded. Council members requested a copy of the strategic plan. Motion: To adjourn. Motion carried on a vote of 7 -0. Rowley/Maiers. 3 APPROVED NOVEMBER 2005 Senior Center Commission Attendance Record Year 2005 Name Term 1/24 2/15 3/15 4/26 5/18 6/21 7/19 8/161 9/27 10/18 11/22 Exoires Lori Benz 12/31/05 OlE X OlE X X X X OlE X X X Jo Hensch 12/31/06 X X X X X X OlE X X X X Jay Honohan 12/31/07 X X X X X X X X X OlE X Betty Kelly 12/31/07 X OlE OlE X X X OlE X OlE OlE OlE Sarah Maier 12/31/06 X X X X X X X X X X X Charity Rowley 12/31/05 X X X X X X X X X X X Nancy Wombacher 12/31/06 X OlE X X X X OlE OlE X X X Key: X= 0= O/E= NM= Present Absent Absent/Excused No meeting Not a member 4 r:r MINUTES Iowa City Airport Commission November 10, 2005 Iowa City Airport Terminal- 5:45 PM APPROVED Members Present: Randy Hartwig, Chair; Greg Farris; Howard Horan; John Staley; Dan Clay Staff Present: Sue Dulek, Michael Tharp Others Present: Dave Hughes, Earth Tech; Ron and Pat Wade; Jay Honeck, Big Kids Toy Show DETERMINE QUORUM: Chairperson Hartwig called the meeting to order at 5:47 PM. RECOMMENDATIONS TO COUNCIL: APPROVAL OF MINUTES FROM OCTOBER 13, 2005 MEETING: Chairperson Hartwig asked ifthere were any additions or changes to the above-named minutes. Staley noted that on page 2, under Runway 07 Project, instead of saying ".. . construction of the box" it should say".. . construction of the box culvert." Staley moved to accept the minutes of the October 13, 2005 meeting as amended; seconded by Horan. Motion passed 4-0. PUBLIC DISCUSSION: Ron and Pat Wade were present to speak with the Commission regarding some land issues. Mr. Wade owns land at 1565 Gilbert Street. Due to being in the "flight path" areas for the Airport and the restrictions this has made on his land, Mr. Wade asked the Airport Commission if they would be willing to lease or sell land at either end of the airport for parking. The Commission told Mr. Wade that they would keep in contact with him regarding this matter. ITEMS FOR DISCUSSION/ACTION: A. Runway 07 Project - Earth Tech -- Dave Hughes of Earth Tech reported that due to the mild weather so far, the project is moving along and should be completed in December, instead of the spring. Hughes also noted that the FAA is meeting to discuss survey requirements for the "405" survey needed for LPV instrument approaches and that they are trying to finalize this proj ect. Hughes also reported that in regards to the air space and the hotel, and the proposed approach, they have filed this with the FAA and it could be 45 to 60 days before they hear back on this. Hughes noted that they did receive a preliminary feedback on flight procedures, which stated that there would be no impact on the proposed approach, but, he noted, this is only one portion ofthe FAA looking at it and that there are several other areas of the FAA that must respond. Hartwig asked Hughes to describe the runway protection zone that will be on the west end of the Airport. Airport Commission November 10, 2005 Page 2 Hughes pointed out this area on the map, and answered the Commission's questions regarding this. Hartwig noted that one ofthe things the Commission needs to decide is what they want to do with this area. Hughes noted that the FAA has released the ground outside of the runway protection zone and that it can now be leased or sold. Hartwig noted that they would now need a survey and appraisal on this land before they finalize anything. Horan noted that he would be open to leasing part of the land and that he only has minimal concerns on usage. Hughes also reported on some other items they are working on - the t-hangar area, the hangar floors. He stated that they have been talking with several different concrete contractors here in the area to see ifthey are interested in this project. Hughes stated that with the money available, they would be able to do all the floors in these hangars. Therefore, they will be moving forward with plans and documents in order to have this ready for the next Commission meeting, with hopes of having an early-spring construction date. Hartwig noted that they plan to have a letter sent to those in hangars B and C that will outline the plan for this project. They hope to be able to do three hangars at a time, but first they need to finalize plans for this project (i.e. alternative plans for displaced tenants). Hughes stated that they hope to make this a 45 or 60-day contract so they have adequate time to complete it. B. Aviation Commerce Park - Dulek noted that Wal-Mart is asking the City Council for another extension, due to the on-going lawsuits against the Super Wal-Mart land purchase with the City. They are asking for an extension to July 31, 2006, in light of the trial date in February. She noted that this issue is on the Council's agenda for next week's meeting. Members asked Dulek questions regarding the Wal-Mart purchase, noting that nntil this purchase is finalized, not much else can be done. The discussion then turned to the City Council vote on this issue, and how each Conncil member voted. C. Airport "Operations": Strategic Plan-Implementation; Budget; and Airport Management - Hartwig stated that in the past the Commission had talked about making more regular appearances at City Council meetings, and that he would like to see them do this. Also, Hartwig noted that he had hoped to have Karin Franklin here this evening to discuss the South Airport development issue. He stated that Steve Atkins, City Manager, wanted to wait nntil next month to do this, and that hopefully they can do this after the Commission meeting in December. With respect to the budget, Hartwig asked if members had any questions. He noted that he had highlighted a couple items - one thing that was overlooked was sending out billing statements ofthe other leases they have (i.e., Toyota, National Guard, School District, etc.). Hartwig noted that Bill Flarmery is looking into some of these issues, and that the National Guard lease has been taken care of and Dulek confirmed that the lease was signed. (TAPE ENDS) Discussion continued with Hartwig briefly discussing several items on the budget. He noted that he and Airport Commission November 10, 2005 Page 3 Mike worked on the budget with Deb Mansfield's help, and that it will be submitted Monday when he meets with Steve Atkins and Kevin O'Malley to go over the submittal. Hartwig noted that a big item on the budget would be the resurfacing of the north parking area. Hartwig noted that in regards to the Airport Management issue, the City Council had approved the part-time Operations Specialist. Hartwig asked the members how they would like to proceed with advertising, interviewing, etc. Clay noted that he would suggest advertising in both the Press-Citizen and the Gazette, as well as email the announcement to the University of Dubuque aviation program, since they have worked with their intern program in the past. Clay will work with Sylvia in Personnel on these issues. Horan stated that he would work with Tharp on a list of projects that are on the table, and that they could then update this list on a regular basis. Hartwig noted that he had talked to Tharp about keeping a log, similar to this, so anyone cold check this log to see the status of a project. D. Airport Viewing Area - Clay noted that once the FAA personnel saw the proposed viewing area, their only concern was the fence. He noted that they stated at that time that they would expedite this project. He will contact them to see what the status is. Horan asked what the status was on the Hertz deal. He stated that he wondered if there were a known number of cars that Hertz expected to have parked at the Airport. Dulek noted that due to a self-insurance issue, the City had not yet received an agreement from Hertz with this additional language. Tharp noted that Qwest had been out doing some phone work, but that he had not seen a lot of activity yet. E. "South Airport Development": -- Hartwig stated that as noted earlier in this evening's meeting, Karin Franklin had hoped to attend this evening to meet with the Commission to discuss the "south airport development" area. He noted that from the Airport's perspective, they want to insure that whatever future needs the Airport may have are identified in this regard. Hartwig noted that he has a copy of the plan that Des Moines used, and that they need to look at some of these issues. The members agreed that a comprehensive study would be beneficial, one that lays out things such as growth rates and traffic flow. Discussion then turned to the Mormon Trek project and the runway issue. The members discussed how the closed runway should be dealt with. Tharp stated that he feels they should close it at the appropriate time and not try to keep it so it can be re-opened, so there are no problems. Hartwig noted that there are also FAA regulations to deal with in terms of maintaining the runway, etc. F. Subcommittees' Reports - Farris discussed the list ofprojects that he is compiling. Some of the on-going projects include taxiways, ramp, and hangars. Airport Commission November 10, 2005 Page 4 Possible future projects include wireless access, paint terminal, resurfacing work, gap-seal concrete areas, and preventative maintenance on the runways. CHAIRPERSON'S REPORT: Hartwig stated that he, Tharp, and Farris attended the Aviation Conference recently. He and Farris attended for one day, and Tharp was able to stay for two. Hartwig noted that he felt the conference was very beneficial. Hartwig then noted the year-end report and the fact that they have not presented this yet to the Council. He noted that he could take this report, and also a detailed description of the runway project, and combine them. (TAPE ENDS) Hartwig stated that he will work on this with Tharp. COMMISSION MEMBERS' REPORTS: Staley noted that he recently saw Mark Anderson, a former member of the Airport Commission. Clay gave an update on the Big Kids Toy Show and noted that Jay Honeck is on the Board of Directors for the newly incorporated entity that will be running the show. Clay noted that the local EAA chapter is building an aviation exhibit at the Children's Museum, with the help of the Toy Show proceeds. Horan asked how long the run 7/25 project has been on the table. It was noted that it was part of the 1996 Master Plan. Farris noted that he also enjoyed the Aviation Conference. Tharp echoed this sentiment, and stated that he met many people in the aviation field. Clay asked about the vacancy on the Commission, due to Carl Williams' resignation last month. It was noted that applications for this opening are due by 12/7/2005. STAFF REPORT: None. SET NEXT REGULAR MEETING FOR: December 8, 2005 at 5:45 P.M. ADJOURN: Meeting adjourned at 7:30 P.M. - -~--~-~-----_._-~"---'--------"""'~--'-"-'--~------'--------"----_._...._-~-----^---_.~--_._--'-_.._.._~---'--._._-_._._._._-----~-_._------- I Airport Commission ATTENDANCE RECORD YEAR 2005 (Meetin~ Date) TERM 1/13 2/10 2/16 3/10 4/1 5/12 6/9 7/14 8/11 9/8 10/13 11/10 NAME EXP. 4 Daniel Clay 3/1/08 OlE X X X X --- --- 0 -- --- -- --- Randy 3/1/09 X X X X X X X X X X X X Hartwig Greg Farris 3/1/07 --- --- -- -- -- --- -- X X X X X John Staley 3/1106 X X X X X X X X 0 X X X Carl 3/1/10 X X X X X X X 0 0 X X --- Williams Howard 3/1/08 --- --- -- - --- --- --- X X X X X Horan KEY: X = Present o = Absent OlE = Absent/Excused NM = No meeting --- = Not a Member c= MINUTES PARKS AND RECREATION COMMISSION NOVEMBER 9, 2005 FINAL MEMBERS PRESENT: Craig Gustaveson, Judith Klink, Ryan O'Leary, Matt Pacha, Jerry Raaz, Phil Reisetter, John Westefeld MEMBERS ABSENT: Margaret Loomer STAFF PRESENT: Terry Trueblood, Terry Robinson GUESTS PRESENT: Jeff Harper, George Dane, Francis Driscoll, Brian Driscroll FORMAL ACTION TAKEN Moved bv Klink, seconded bv Westefeld. to approve the October 12. 2005 minutes as written. Unanimous. Moved bv Pacha. seconded bv Westefeld. to accept the Dane family's proposal to dedicate 17 acres of their land as parkland with deep appreciation on behalf of the Parks and Recreation Commission to the Dane familv for their l!enerositv. Unauimous. Moved bv Westefeld, seconded bv Pacha to move ahead with the plans to construct a disc l!olf course in the Peninsula Park. Unanimous. Moved bv Klink, seconded bv Pacha. to accept the developer's offer of additional lots to be contil!uous with Outlot A for park use in the Country Club Estates subdivision. Unanimous. Moved bv Pacha, seconded bv Reisetter, to recommend adoption of the Recreation Division Fees and Charl!es proposed for FY07 and tentative proposals for FY08 and FY09 as presented. Unanimous. Moved bv Reisetter. seconded bv O'Leary. to accept the Memorial Donation Policy as adopted bv Citv Council. Unanimous. DANE PROPERTY PARKLAND PROPOSAL: George Dane, Brian & Francis Driscoll were all present to speak to the Commission. They are proposing that 17 acres of land located southwest of the airport and east of Dane Road be dedicated as parkland. This gift is from the John and George Dane families in memory and honor of their parents Harold J. and Ethel R. Dane who purchased the site in 1928 as part of a family farm. The property will continue to be a family residence until there are no grandchildren of MaJjorie and George Dane residing there. At that time the entire site will be gifted by deed to the Parks and Recreation Commission November 9, 2005 Page 2 of 6 Iowa Natural Heritage Foundation who will in turn grant a conditional use permit to the Iowa City Parks and Recreation Department for the site to be used only as a park and recreation area as outlined by the rules and regulations proposed by the Dane family. The Parks & Recreation Department would then maintain this property. The Dane family has requested that the park be named "Dane Family Park." Pacha stated that this request should be included in the legal agreement with the National Heritage Foundation. Trueblood noted that any acceptance of such land is subject to the approval of the City Council. Klink noted that this is a very generous offer and commented on how beautiful the site is. Moved by Pacha. seconded by Westefeld to accept the Dane family's proposal to dedicate 17 acres of their land as parkland with deep appreciation to the Dane Family for their e:enerosity. Unanimous. DISC GOLF PROPOSAL: A Neighborhood Association Meeting was held on November 2 for the public to discuss placement of the proposed disc golf course at the Peninsula Park. There were only two neighborhood residents present at the meeting. The main concern voiced was traffic. Trueblood announced at this meeting that this item would be on the November 9th Parks and Recreation Commission agenda. Jeff Harper and Terry Robinson did a walk through of this area in October. Robinson stated that Forestry could take care of any tree issues present in this area. Moyed by Westefeld. seconded bv Pacha to move ahead with the plans to construct a disc e:olf course in the Peninsula Park. Unanimous. O'Leary mentioned a concern with regard to placement of hole #1 in close proximity to the Elks Club. Harper stated it would be difficult to move the hole south of the trail due to lack of space. O'Leary asked if there is a provision for expanded parking. Trueblood stated not at this time, but the newly constructed parking lot was doubled in size from the original plan, and there is space to allow further expansion. NEIGHBORHOOD OPEN SPACE ISSUES: Country Club Estates: At the October meeting the commission deferred action on the Country Club Estates Addition. Planning staff has suggested that we might want to consider asking the developer to include lots adjacent to Outlot A as part of the required parkland. Outlot A is already owned by the City for a future water tank and could be combined with the additional lots providing a larger greenspace. The developer has agreed to redesign so that we can include the five lots adjacent to Outlot A. Moyed by Klink. seconded by Pacha. to accept the developer's offer of additional lots to be contie:uous with Outlot A for park use in the Country Club Estates subdivision. Unanimous. _~._~______._~,_.__,.~,__.____,___. _,._______.___,.. _. . ~__._..______~_~_____.____._____.___~_M___ Parks and Recreation Commission November 9, 2005 Page 3 of 6 RECREATION DIVISION FEES AND CHARGES: The commission was provided with a draft of the Recreation Division fees and charges proposed for FY07 and tentative proposals for FY08 and FY09. Trueblood went over the proposed fee increases with the commission. It is estimated that 41.8% of the Recreation Division's budget will be supported by the nonproperty tax revenue. Moved bv Pacha. seconded by Reisetter. to recommend adoption of the Recreation Division Fees and Charl!es proposed for FY07 and tentative proposals for FY08 and FY09 as presented. Unanimous. MEMORIAL DONATION POLICY: This policy has been adopted by the City Council. At the October meeting the commission had suggested that there be three revisions to the policy. None of these suggestions were incorporated into the policy. Trueblood did note that the commission could go beyond the policy regarding notification to the public if they see fit on a case by case basis. Moved by Reisetter. seconded by O'Leary. to accept the Memorial Donation Policy as adopted by City Council. Unanimous. COMMISSION TIME Klink distributed photos to the commission of the Waterworks Prairie Park for their review. Klink also announced that there is now playground equipment present in Harlocke Hill Park. Raaz asked about the status of the commission opening. Trueblood stated that the deadline for applications is December 7. Raaz asked if there is an "annual plan" for Parks and Recreation. Trueblood stated that it is strictly budget related and that the commission will be discussing capital improvement plans during an upcoming meeting where they will determine what projects to recommend as well as their priorities. Raaz then inquired about the status of the Master Plan. Trueblood stated that he made some contacts at the National Conference and was able to get some information there. Will hopefully get an RFP completed soon. Raaz asked if money donated to park projects has to be donated directly through the Foundation. Trueblood stated that it could be donated through the Foundation or directly to the Parks and Recreation Department. Trueblood noted that in either case, the money could be dedicated to specific projects.. Parks and Recreation Commission November 9, 2005 Page 4 of 6 CHAIR'S REPORT Gustaveson announced that the City Council approved the placement of the Angel Statue in City Park on a 6-1 vote. He also announced that the author of "The Christmas Box," Richard Paul Evans, will be present at the University of Iowa on Saturday, November 12 at 7 p.m. where he will be discussing his latest book. There is a $5.00 admission fee. DIRECTOR'S REPORT Iowa City School District: Trueblood commented that the Iowa City School District serves a major role in providing communication between the Recreation Center and to parents of students regarding recreation programs. One of the ways that the Recreation Center does this is through a newsletter called "Lost in the Backpack". He noted that the most recent edition, however, was denied approval by the Iowa City School District because of the mention of the "Santa's Helpers" event, and a caricature of Santa Claus. Information item only. Commission Appointments: Trueblood announced that O'Leary and Westefeld have both been reappointed to the Parks and Recreation Commission. He also again noted that the applications for the unexpired term of Sarah Walz are due by December 7. This term will end January I, 2007. Brookland Park: Trueblood stated that the Brookland Park master plan is progressing and that there is just one more meeting to be held with the neighborhood development. This project will be considered in the new capitol improvement plan. Recreation Center Window Replacement Proiect: The previously discussed window replacement plan for the Recreation Center has grown to include a major facelift of the building. Therefore, this project has gone from a $170,000 to a $500,000 project. Trueblood presented this to the Capitol Improvement Committee with the City Managers support. Whether or not it will be recommended for funding won't be known for a few weeks. FY07 Operatine Budeet: The FY07 operating budget has been submitted to Finance for the Parks and Recreation Department. Of note is the request for additional positions for the Parks Division. One of those requests includes the addition of an Assistant Superintendent/Resource Manager. The major role of this position would be to take the lead in working with the various natural areas, but also to manage/schedule parks security and some maintenance operations. There is also a request for a permanent full-time maintenance worker for the soccer fields and ball fields. Creating this permanent position would allow the elimination of some temporary part -time positions, and a reduction in overtime. The Recreation Division has requested that a 3/4 maintenance position at the Mercer Park Aquatic Center/Scanlon Gymnasium be increased to full-time. Court Hill Trail: The JCCOG Trails and Bicycling Committee has recommended $305,000 be added to the Court Hill Trail fund. This combined with the already dedicated $70,000 would ....-._-_._-------_._---_.__..._,_.._._-----~~._------~-,-----_.__.._~----~.~--,-._---~--_.~_._----_._.._~..-.,.-.--.---- Parks and Recreation Commission November 9, 2005 Page 5 of 6 provide the majority (if not all) of the money needed for this project. Trueblood will know by December 1 if these funds are granted. Public Art: Trueblood reviewed the tentative public art sculpture for the Kickers Soccer Park with the commission. The exact location is still to be determined. ADJOURNMENT The meeting adjourned at 6:40 p.m. Parks and Recreation Commission November 9, 2005 Page 6 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YEAR 2005 TERM NAME EXPIRES 1/12 2/16 3/9 4/13 5111 6/8 7/13 8/25 9/14 10/12 11/19 12/14 Craig Gustaveson 1/1/07 NM X X X X X X X X X Judith Klink 1/1/07 NM X X X X OlE X X X X Margaret Loomer 1/1/08 NM X X X X X X X X X Ryan O'Leary 1/1/06 NM X X OlE X OlE X OlE OlE X Matt Pacha 1/1/05 NM X X OlE X OlE X X X X Jerry Raaz 1/1/08 -- --- X X X X X X X X Phil Reisetter 1/1/09 NM X X OlE X X X OlE X X Sarah Walz 1/1/07 NM X X X X X OlE X X --- John Westefeld 1/1/06 NM X X X X X X X X X KEY: X= 0= OlE = NM= LQ= Present Absent Absent/Excused No meeting No meeting due to lack of quorum Not a Member MINUTES IOWA CITY BOARD OF ADJUSTMENT OCTOBER 12, 2005 EMMA J. HARVAT HALL -IOWA CITY, CITY HALL r::r- 4b 6 APPROVED MEMBERS PRESENT: Carol Alexander, Vincent Maurer, Dennis Keitel, Karen Leigh, Michael Wright. STAFF PRESENT: Robert Miklo, Kristopher Ackerson (Planning Intern), Sarah Holecek OTHERS PRESENT: Dave Drea, Bruel Weins, Darren Spenler, Kathleen Nicholson CALL TO ORDER: Chairperson Maurer called the meeting to order at 5:07. CONSIDERATION OF THE SEPTEMBER 14. 2005 MINUTES Wright said that on page 6 the address for Holly Hotchkiss is wrong. MOTION: Alexander moved to approve the minutes from July 14. Leigh seconded the motion, Motion passed 5-0. SPECIAL EXCEPTIONS: EXC05-00016 Discussion of an application submitted by David Drea for a special exception to reduce the front yard from 20 feet to 0 feet to allow paving a greater area than normally permitted in the Medium Density Single-Family (RS-8) zone at 920 Webster Street/601 Walnut Street. Miklo said that the property contains two buildings, one of which is a duplex residence and the other a garage. He noted that since it is a corner lot, this property has two front yards-one on Webster Street and one on Walnut Street. Miklo said that the property is already nonconforming because the current setback is less than the 20-foot front yard setback required for the RS-8 zone. He said that the applicant recently paved the north-facing portion of his front yard along Walnut Street so that there is no green space between the curb and the property line. He noted that building inspectors discovered that the yard had been paved and notified the property owner of the violation. Miklo said that the applicant is seeking a special exception to allow a reduction in the front yard setback requirement from 20 feet to 0 feet in order to allow the paving of more than 50% of his yard to continue to exist. He noted that without the special exception the applicant will have to remove the portion of the paving that is located within 10 feet of the property line. He said that the area paved represents a total of 1040 square feet. The front yard area is 1409 square feet. Accordingly, 50% of the area is 709 square feet, so there is approximately 330 square feet above and beyond what is legally allowed to be paved. The provision allowing only 50% to be paved exists to allow open areas for landscaping and pervious surface to absorb storm water. It also assures visibility and safety for motorists. He noted that a special exception to modify yard requirements may be granted when the owner demonstrates the situation is peculiar to the property in question, there is practical difficulty in complying with the dimensional requirements of the zoning code, and the general standards for special exception can be met. He said that the specific proposed special exception should not be detrimental to or endanger the public health, safety, comfort or welfare. Staff finds that the proposed special exception will diminish opportunities for landscaping in this residential area of the city. Moreover, the paved area is likely to reduce visibility for vehicles turning onto Walnut Street from the alley, as it will allow parking on this property to occur closer to the intersection of the alley and Walnut Street. Miklo pointed out the location of a vision triangle on the display map and said that cars parked in this area would block view of vehicles on Walnut Street. Removal of at least the paving from the vision triangle would less the possibility of traffic conflicts. Iowa City Board of Adjustment Minutes October 12, 2005 Page 2 The specific proposed exception should not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. Miklo said that allowing for more than 50% of this front yard to be paved detracts from the residential appearance of the neighborhood and results in less pervious surface to absorb storm water. The specific proposed exception should not impede the normal and orderly development and improvement of the surrounding property. Miklo said approval of special exception will result in the property having a substantial amount of paving, which conflicts with the character of the residential neighborhood. Adequate measures should be taken to provide ingress or egress designed to minimize traffic congestion on public streets. Miklo stated that the proposed paved area will likely result in parking within the front yard adjacent to Walnut Street and therefore reduces visibility for vehicular traffic. The specific proposed exception, in all other respects, should conform to the applicable regulations or standards of the zone in which it is to be located. He noted the property is non-conforming in terms of the building setback, but this is grandfathered and is considered legally non-conforming. The proposed special exception should be consistent with the Comprehensive Plan of the City. Staff finds the plan in conflict with the Comprehensive Plan goal of preserving existing residential areas. Staff recommends that EXC05-00016 an application submitted by David Drea for a special exception to reduce the front yard from 20 feet to 0 feet to allow paving a greater area than normally permitted in the Low Density Single-Family (RS-5) zone at 920 Webster Street be denied. Maurer asked whether the Board has anything to do with the issue of removing the pavement from the street. Miklo said that the Board has nothing to do with the removal of the pavement from the right of way which is city property. The City Engineer has determined that this paving must be removed. Alexander asked if the removal of the paving within the visual triangle would come close to the 50% requirement. Miklo said they would be pretty close, but that he did not have calculations. Wood asked if there is a driveway coming off on Walnut Street. Miklo said there is a driveway on that side that was installed with the paving. Wright asked whether the staff had discussed with the owners about the issue of vision triangle. Miklo said they did not cover that issue. Public Hearina Opened David Drea. 601 Walnut Street, said that he created the paving due to the issue of runoff. He said that the yard looks like dirt. He noted he had a garden there at one time, and a flower box, but cars kept running them down and destroying them. Drea noted that they will not park in the vision triangle. He said that the reason for having the flower box there was so that no one would run into the house. Drea said that another issue for paving was the parking issue; he wanted to provide more parking for the tenants of the duplex. Maurer asked how much traffic there is along the street, noting that the area does not look like a high traffic zone. Drea said there is a lot of traffic because people use the street as a shortcut to avoid all the stop signs on Kirkwood Avenue. Maurer asked where Drea would remove the paving if he was required to remove it. Drea said that he discussed sawing the paving to allow easy access if the City would ever need to work there. He noted that he would have a hard time growing the grass there again. Wood asked for more detail of the idea of sawing the pavement. Drea said they would make cuts in the pavement to create blocks that would be easily removed. ---~~-----_...~_.~-------_.__.,_._---_.__._-_._-~._----^_.~-------_..- Iowa City Board of Adjustment Minutes October 12, 2005 Page 3 Wright asked if they tend to park on the area paved. Drea said they did not park there. He said that a lot of drivers would cut the corner and drive onto the yard. Leigh asked if there was adequate parking prior to paving the area. Miklo said that the existing situation would not meet the parking requirements set by the code. Miklo said that a duplex is required to have four off-street parking spaces and that it appeared that there was one space in the garage and at four spaces in the driveway prior to the addition of more paving. Brad Weins, 921 Webster Street, said that he is a former tenant of 920 Webster Street. He said there is not enough on-street parking in the area. He said that Drea allowed him to park his own car on the driveway when he could not find a place on the street. He said that aesthetically it looks fine. He noted the road curves like an S, and if there were cars coming from both sides, one of them would have to be in the left lane to hit another, because they are all suppose to stay on the right side of the road. He said he is in support of the application. Public Hearino Closed MOTION: Alexander made a motion that EXC05-00016 an application submitted by David Drea for a special exception to reduce the front yard from 20 feet to 0 feet to allow paving a greater area than normally permitted in the Low Density Single-Family (RS-5) zone at 920 Webster Street be approved subject to removal of the paving of the vision triangle starting with the newly adding pavement. Wright seconded the motion. Alexander said that she drove by the property and understands the safety concern, the concern of being detrimental to or endangering the public health, safety, comfort or weifare. She said that she finds this to be a peculiar property, and understands the issues due to the curve. She said that since it would come close to meeting the 50% requirement of the code and the vision triangle is taken care of she will vote in favor of the motion. Wood will vote in favor of the motion. He said that there is a lot of paving for a residential area. He said that his vision was really blocked because there was a truck parked there, and the vision corner is a legitimate concern. Maurer would also vote in favor because it enhances the overall situation. He said that he would prefer to keep the entire pavement, but that is not allowed. Leigh would vote in favor. She said she thought it was a massive amount of concrete for a residential area. She said that it is a very unusual site. Wright would vote in favor. He said that the safety and ingress and egress issue were of concern to him. He noted that driving by the property he was lacking a visual cue that there was a curve in the road due to the amount of paving. He noted that he could envision how a parked car in the vision corner could be problematic for motorists. Motion passed 5:0. EXC05-00017 Discussion of an application submitted by TD Builders for a special exception to allow the expansion of an auto-and-truck-oriented use, a repair garage and car sales of up to 2 cars, and to reduce the required 20 foot front yard to 5 feet to allow parking spaces to be located within 50 feet of a residential zone for property located in the Community Commercial (CC-2) zone at 1010 Orchard Street. Kristopher Ackerson said that the owner of 1010 Orchard Street and the adjoining property to the south operates an automobile repair business on these properties, which are across the street from a Medium Density Single-Family (RS-8) zone. The CC-2 Zone permits auto- and truck-oriented uses by special exception, but provides no additional criteria or standards by which to review the location of such faciiities. The requirement for a special exception was likely incorporated into the CC-2 regulations due to potential concerns regarding compatibility of the uses with adjacent properties, potential traffic and circulation problems, and aesthetic concerns with this type of use. Iowa City Board of Adjustment Minutes October 12, 2005 Page 4 Ackerson said that since the residential zoning boundary runs along the centerline of Orchard Street, which has a 65-foot right-of-way, the requested special exception would allow parking within 37.5 feet of a residential zone. The applicant seeks to reduce the front yard setback by 15 feet (from 20 feet to 5 feet) for a parking lot because the wide right-of-way width combined with the shallow depth of the properties leaves few options other than parking in the front yard. Based on these circumstances it appears parking in within 50 feet of a residential zone may be necessary to prevent overflow parking issues. Concerns regarding the potential negative effects of allowing commercial parking near a residential zone should be addressed through screening requirements. He noted that the proposed addition will increase the floor area of the auto- and truck-oriented use to 4,795 sq. ft., which will require a total of 13 spaces, and further conversion of the warehouse to auto- oriented use would increase parking requirements to 15 spaces. The original site plan submitted by the Applicant does not provide adequate screening between the commercial use and nearby residences. Staff has prepared a concept plan showing how the property could be configured to comply with pertinent site plan and zoning regulations, including street trees and screening of the commercial use. Prior to receiving a building permit the applicant will need to demonstrate that the required number of parking spaces will be provided on the site. Talking about the general standards, Ackerson said that the specific exception will not be detrimental to or endanger the public health, safety, comfort or general welfare. He said that pedestrian access is a key priority for residents of the Southwest District and staff recommends pedestrian walkways be provided. By providing a sidewalk the applicant will extend the planned sidewalk underway along this entire block. The specific proposed exception will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. He said that the proposal reduction of the front yard to allow parking within 50 feet of a residential zone will have potential negative effects on the neighboring residences. To be consistent with neighboring properties and to reduce negative effects of the proposed exception, staff recommends that landscaping be provided. Establishment of the specific proposed exception will not impede the normal and orderly development and improvement of the surrounding property for uses permitted in the zone in which such property is located. Staff finds that this project will not impede further development or redevelopment of surrounding property provided adequate parking and landscaping are provided. Ackerson said that adequate utilities, access roads, drainage and/or necessary facilities have been or are being provided. Adequate public utilities are in place to serve the existing use of this property and the proposed expansion. Adequate measures have been or will be taken to provide ingress or egress designed so as to minimize traffic congestion on public streets. He noted that the special exception will not change the current number of ingress egress points, nor will it significantly affect congestion on Orchard Street. Except for the specific regulation and standards applicable to the exception being considered, in all other respects the specific proposed exception conforms to the applicable regulations or standards of the zone in which it is to be located. Ackerson noted that the Code states that commercial uses must be screened from view from residential areas located across the street. In addition to providing a buffer between the auto and truck oriented use and a residential neighborhood, the effect of this vegetated screen will be to visually separate the vehicle use area from pedestrian use area and will prevent parked cars from overhanging onto sidewalk areas. He noted that public sidewalks are required within the street right-of- way. These must be installed prior to issuance of an occupancy permit for the proposed expansion. The proposed use will be consistent with the Comprehensive Plan of the City, as amended. Ackerson said that to comply with goals, in the area, set forth in the Southwest District Plan and the Comprehensive Plan, landscaping should be incorporated in the design before the granting of a special exception. Staff recommends that EXC05-00017, an application submitted by TO Builders for a special exception to allow the expansion of an auto-and-truck-oriented use, a repair garage and car sales of up to 2 cars, and to reduce the required 20 foot front yard to 5 feet to allow parking spaces to be located within 50 feet of a - ----""----_._.,--_.._.,._---_.~~~------_._-_._._-_._-----,_.._---_._--~--_._-----_...._-'_._----_._._~--_..--.....--.--.- Iowa City Board of Adjustment Minutes October 12, 2005 Page 5 residential zone for property located in the Community Commercial (CC-2) zone at 1010 Orchard Street and the neighboring property to the South. be approved subject to a site plan that sufficiently screens the commercial use from neighboring residences, provides street trees along the right-of-way, provides a sidewalk and illustrates compliance with off-street parking requirements. Miklo said that he looked over the site plan submitted and that conceptually it seems to meet the requirements. However. before the building permit is issued city staff will have to determine that the plan is in compliance with the requirements. Public Hearinq Opened Darren Spenler, 3129 Deerfield Drive. Swisher Iowa. said that the business had evolved over time. He noted that the owner want to improve the lot and make it more aesthetically pleasant. He noted that it is difficult to push the cars into the bay because the driveway is very tight. Spenler said that they would like to make it as easy for the clients as possible. Wood asked if they see any increase in the traffic due to the proposed changes. Spenler said they do not expect a traffic increase. Kathleen Nicholson. 3122 Maplewood Lane, said that she and her husband both own the company. She said that they have done numerous improvements to make the property look better. Nicholson said that they do not like having the customer park on the gravel, especially when it gets muddy. She noted that they paved up to 20 feet, and planned on paving a little bit at a time as they could afford to in order to get it all accomplished. She noted they put barrels up to help them understand the requirements for parking, and found that the door to the office opens out, limiting the amount of space available there and that pushing the vehicle in at an angle to get them through the bay was problematic. She asked if there is anything that can be done to avoid using 50 much space for sidewalk and landscaping. She noted that it would not affect anyone negatively, and would not make it aesthetically worse, but would affect the business they would do. Miklo said that the only way of reducing the right of way would be if the city would vacate a portion of the right of way to allow more private use. Alexander noted that deciding that would not be within the Boards' powers. Miklo said that through the special exception there will be a reduction of front yard from 20 feet to 5 feet to allow for parking spaces. Public Hearinq Closed MOTION: Leigh made a motion that EXC05-00017, an application submitted by TO Builders for a special exception to allow the expansion of an auto-and-truck-oriented use, a repair garage and car sales of up to 2 cars, and to reduce the required 20 foot front yard to 5 feet to allow parking spaces to be located within 50 feet of a residential zone for property located in the Community Commercial (CC-2) zone at 1010 Orchard Street and the neighboring property to the South, be approved subject to a site plan that sufficiently screens the commercial use from neighboring residences, provides street trees along the right-of-way, provides a sidewalk and illustrates compliance with off-street parking requirements. Wood seconded the motion. Wright would vote in favor of the special exception. He said that it meets all general standards. He said he appreciates that the site plan takes into account the issues of public health, safety and general welfare in terms of the sidewalk. He noted that it will not be injurious to the use of other properties in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. He noted that there is a fairly attractive plan that should alleviate any aesthetic concerns regarding the work done on the property. He said that the proposal could have some negative impacts, however the screening solves that issue. The specific proposed exception would not impede the normal and orderly development and improvement of the surrounding property. Adequate measures would be taken to provide ingress or egress designed to minimize traffic congestion on public streets. He said that the proposal conforms with all other regulations and requirements, and is in accordance with the Southwest District Plan and the Comprehensive Pian of iowa City. Leigh would also vote in favor. She said that it meets the general standards. Iowa City Board of Adjustment Minutes October 12, 2005 Page 6 Maurer would vote in favor for the reasons already stated. Alexander would vote in favor for the reasons already stated. Wood will vote in favor for the reasons already stated. Motion passed 5-0. OTHER: Alexander announced that she will not be able to attend the November meeting. Miklo introduced Sarah Walz who will join the planning department, and will represent the staff for the Board of Adjustment meetings. ADJOURNMENT: The meeting adjourned at 6:22PM. s:lpcdlminuteslboa/2005/10-12-0S.dOC _...._-~-_."--,-~~-_._"----_._-----_._----_.._~---------------~-~-----------_._----_._~--- Board of Adjustment Attendance Record 2005 Term Name Expires 01112 02/09 03/09 04/13 05/11 06/08 07/13 08/10 09/14 10112 11109 12/14 Carol Alexander 01101/08 X X X NM X X X X X X Ned Wood 01101110 -- -- X X NM X X X OlE X X Karen Leil!h 01101/07 X OlE X NM X X X X X X Vincent Maurer 01101/06 X OlE X NM X X X X X X Michael Wril!ht 01101109 X X X NM X X X X X X Key: X = Present 0 = Absent OlE = Absent/Excused NM = No Meeting -- -- = Not a Member rei MINUTES PLANNING AND ZONING COMMISSION DECEMBER 1, 2005 EMMA J. HARVAT HALL APPROVED MEMBERS PRESENT: Terry Smith, Beth Koppes, Don Anciaux, Bob Brooks, Wally Plahutnik, Ann Freerks, Dean Shannon STAFF PRESENT: Bob Miklo OTHERS PRESENT: Glen Meisner RECOMMENDATIONS TO CITY COUNCIL: Recommended denial by a vote of 7-0 CZ05-00001, a rezoning from County A, Agricultural, to R, Residential, for approximately 4.96-acres of property located in Fringe Area B on the north side of Lower West Branch Road SE and east of Taft Avenue. CALL TO ORDER: Brooks called the meeting to order at 7:30 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. REZONING ITEM: CZ05-00001, discussion of an application submitted by Mark Sharpless for a rezoning from County A, Agricultural, to R, Residential, for approximately 4.96-acres of property located in Fringe Area B on the north side of Lower West Branch Road SE and east of Taft Avenue. Miklo said this parcel of land was located approximately Y, mile east of Iowa City in Fringe Area B, outside the City's designated growth area. In 1988 this property had been subdivided from the adjacent property to allow for the construction of a cell tower. The property had been divided one additional time since 1988. He said that although the applicant's intent is to enable the construction of one house on the property, the requested zone, R, allowed one residential unit per 40,000 square feet to be built or would allow for 4 or 5 residences to be built on this parcel. The intent of the Fringe Area Agreement was preserve this area for agricultural uses and to discourage development density greater than one unit per ten acres. The lot size was only five-acres so the rezoning request did not comply with the Fringe Area Agreement. Access to this property would be from Lower West Branch Road which was unpaved and had limited site distance because the area was hilly. Miklo said City staff recommended that this application be denied for the aforementioned reasons. It was his understanding that Johnson County Staff were also going to recommend denial of the rezoning request to the County Planning and Zoning Commission and the Board of Supervisors. Public discussion was opened. Glen Meisner, MMS Consultants. Meisner said Sharpless had owned the property since it had been platted in 1988. He thought the cell tower had been built and since removed. Meisner said he felt they were being penalized because they had a 5-acre tract instead of 10-acres. With the size of farm machinery today, it would be very difficult for a tractor to make more than one pass with one turn so agricultural would not be the best use of the land. They were asking to build only one house on the property. The Fringe Area Agreement gave the City and the County the ability to consider their application for a single-family residential dwelling. Meisner said the applicant would be willing to re-plat designating one small parcel on one acre for residential development and setting aside 4-acres in an outlot where no construction could occur without going back before the City and County. The property was currently outside the City's growth area; the topography of the land from west to east was flat to very steep slopes with a creek running down the center length of the property. The best use of the land would be residential and not farming. Planning and Zoning Commission Minutes December 1, 2005 Page 2 Freerks asked why they were requesting a rezoning to only an 'R' density and not something higher. Meisner said the parcel of land was only 5-acres, not 10-acres. Koppes asked who owned Lot 1. Meisner said he was not sure, but Mark Sharpless did not. It was a farmstead that had been split. Public discussion was closed. Motion: Freerks made a motion to deny CZ05-00001, an application to rezone approximately 4.96-acres of property from County A, Agricultural, to R, Residential, located in Fringe Area B on the north side of Lower West Branch Road SE. Koppes seconded the motion. Freerks said that in this location it was important to adhere to the Fringe Area Agreement which encouraged agricultural uses. Smith asked why outside the City limits did the Fringe Area Agreement require 10-acres of land per residential dwelling and inside City limits the density was more dense. Miklo said the Fringe Area Agreement stated that in Fringe Area B agricultural uses were preferred. Infra- structure was needed for areas with higher densities. The rezoning request did not comply with the Fringe Area Agreement. The 10-acre requirement was a tool to help prevent residential development from creeping outside the City limits. He said there were also concerns with residential uses moving into agricultural areas and then complaining about conflicts that arose from some farm operations. Smith said language in the Fringe Area Agreement indicated consideration could be given to exceptions. What types of exceptions would be allowed? Freerks said during her childhood she had grown up in a rural area. Residential sprawled into agricultural areas and created conflicts, then and now, you could see it happening piece by piece. There was no guarantee with this application that only one dwelling would be built, the rezoning to R would allow for the construction of 4 or 5 residences. She felt it was very important to try to protect the agricultural use of the of the land in Area B, as stipulated in the Fringe Area Agreement. Miklo said another concern in this area is the condition of the road and poor site distance. This is one of the reasons staff would not recommend an exception to the Fringe Area Agreement. Anciaux asked for a clarification that up to 5 residences could be built if this rezoning is approved. Miklo said that the area contains approximately 5 acres and that the County R zone allows 1 lot per 40,000 square feet, which is just less than 1 acre per lot. Miklo said be believes that property was already split into 2 lots, which would allow two houses without the property owner having to do a subdivision. Meisner said Staff's report was incorrect. The dividing line indicated on Staff's map no longer existed. Without a subdivision and coming back before the Commissions they could not construct more than one house. Miklo said Staff would re-look at that. Freerks said if at some point in time the language of the Fringe Area Agreement changed, then the applicant could come back before the Commission. If they recommended approval of this application, then why not everyone else's request for rezoning in this area. She didn't want to start selling any precedents. Plahutnik said he was conflicted with this item. He understood the applicant's request but the agreement with the County was for 10-acres and this was not 10-acres so he was not sure they should even be considering it. Meisner said it was his understanding that the rational of Fringe Area Agreement when written was, if for example you had an aO-acre tract of land you could cluster the development into a pocket and set the rest of the land aside. The applicant was asking to build only one residence and was willing to set aside 4- acres in an outlot where no development could occur. He felt they were being penalized because they didn't have 10-acres of land. Planning and Zoning Commission Minutes December 1, 2005 Page 3 Koppes asked when the Fringe Area Agreement had been entered into. Miklo said in 2000; it had been amended one time. It was due for review next year. Freerks said during his commentary, Meisner had said that it would be difficult for a tractor to maneuver on this parcel of land. However, all over the Midwest small plots of land were being purchased in a piece- meal destruction of agricultural land and developed for residential purposes. She was concerned about the piece-meal destruction of agricultural lands. Brooks said he too was concerned about the piece-meal purchasing of agricultural land for residential sprawl purposes. Miklo said City Staff had specifically asked Johnson County Staff if this land could be used for agricultural purposes. The County had said yes; it could be used by the adjoining agricultural property. Brooks asked Miklo what historically had happened for similar requests. Miklo said he was not aware of a similar request in Fringe Area B. Plahutnik said during the recent Code re-write, there had been a concern raised that a rezoning would be a taking or devaluation of a property owner's land. This could almost be seen as the reverse in devaluation: agricultural land valued at a few thousand an acre being greatly increased in value by rezoning it residential even though it is outside of the area designated by the Fringe Area Agreement for residential purposes. Koppes asked if there would be time for public input during the review of the Fringe Area Agreement. Miklo said that was correct. Koppes said she would prefer to stay with the intent of the Fringe Area Agreement. Shannon said 4 or 5 years ago when a similar situation had occurred, he had spoken with the then Chair of the County Planning and Zoning Commission who had told him that the County would not approve a building permit unless the property was on a paved road and would not approve spot development. He didn't know if the County still held the same standards. But if they did the City's action on this could be mute, because the County would be unlikely to approve it anyway. The motion to deny CZ05-00001 passed on a vote of 7-0. CONSIDERATION OF 10120/05 and 11/17/05 MEETING MINUTES; Motion: Anciaux made a motion to approve the minutes of both meetings as typed and corrected. Koppes seconded the motion. The motion passed on a vote of 7-0. OTHER ITEMS: Miklo said Staff were in the process of finishing the revised Code draft which included the amendments requested by Council. He said the schedule is as follows: December 12 - close the public hearing and have first consideration; December 13 - second consideration; December 15 - final consideration. The ordinance would be published in the newspaper hopefully before the first of the year and become effective with the new year. ADJOURNMENT: Motion: Smith made a motion to adjourn the meeting. Freerks seconded the motion. The motion carried on a vote of 7-0. The meeting adjourned at 7:55 pm. Planning and Zoning Commission Minutes December 1, 2005 Page 4 Elizabeth Koppes, Secretary Minutes submitted by Candy Barnhill s:/pcdfminuteslp&zl2005/12-01-05.doc i i I I I I I Iowa City Planning & Zoning Commission I I Attendance Record I 2005 FORMAL MEETING Term Name Exnires 1/6 1/20 213 2/17 313 3/17 4n 4121 5/5 6/16 6/27 7/6 7121 8/4 8/18 9/1 9/15 10/6 10/20 11I17 1211 D. Andaux 05/06 X X X X X OlE X X X X OlE X X OlE OlE X X X OlE X X I B. Brooks 05/10 X X X X X X X X X OlE X OlE X X X X X X X X X I A. Frttrks 05/08 X X X X X X X X X X X X X X X X X X X X X E. Koones 05/07 OlE X X X X X X X X X X X X X X X X X X X X , W Plabutnik 05/10 ~- .. -- ---- n__ ---- _on ---- ---- X X X X OlE OlE X X OlE X X X X I D. Shannon 05/08 X X X OlE OlE X X X OlE X OlE X X X X X X X OlE X X I T.Smith 05/06 ---- ---- ---- n -- ---- ---- ---- X X X X X X OlE X X X OlE X X INFORMAL MEETING Term Name Exnires 113 2/14 2/28 3/14 4/4 4/18 5/2 6/13 7/18 8/1 8/15 8/29 9112 10/20 11I14 D. Anciaux 05/06 CW X X OlE X X X X X OlE X X X OlE X B. Brooks 05/10 CW X X X X X X X X X X X X X X A. Freerks 05/08 CW X X X OlE X OlE X X X X OlE X X X E. Koones 05/07 CW X X X OlE X X X X X X X X X X W Plahutnik 05/10 CW ---- -- ---- ---- ---- OlE X OlE OlE X X X X X D. Shannon 05/08 CW OlE OlE X X X X X X X X 0 0 OlE 0 T.Smith 05/06 --- ---- ---- ---- ---- -- __n X X X X X X OlE X I I Key: X = Present ! 0 = Absent , OlE = Absent/Excused N/M= No Meeting I c:: MINUTES City ofIowa City Civil Service Commission December 14, 2005 - 8:15AM Lobby Conference Room - City Hall FINAL Call to Order: Meeting called to order at 8:23AM. Lyra Dickerson, Bill Cook, Dorothy Maher Members Present: Members Absent: None Staff Present: Sylvia Mejia, Dale Helling, Sam Hargadine, Sarah Holecek Others Present: None Recommendations to Council (become effective only after separate Council action): None Approval of Minutes/Consent Calendar: The first item on the agenda was discussion ofMMPI administration for the upcoming Police recruitment. Mejia requested direction on how to proceed as MMPI administration was not a part of the previously approved testing process. Mejia reviewed the stages ofthe entry-level police testing process that has been used in the past and how the MMPI had been administered. Following a review of recent court cases, the City is recommending that the MMPI be deferred until after a conditional offer of employment has been made as part of the post offer physical examination. Dickerson moved that Dr Sines be contacted regarding his availability to administer and interpret the MMPI in the upcoming police officer recruitment and that the Iowa Law Enforcement Academy be contacted if Dr. Sines is not available. Maher seconded and all were in favor. The second item was discussion of background investigation procedures. Mejia advised the commission that the City will conduct an initial screening background prior to certification of the list followed by a confirmation background at the time of offer. Commissioners were in agreement with this approach. The third agenda item was a discussion of procedures for an upcoming appeal hearing. Mejia referred to copies of the rules of procedures for appeals and hearings that had been mailed to commissioners and inquired if the commission desired any information in advance of the hearing as allowed in item three of the rules. Maher indicated that she would prefer to review as much information in advance as possible. The Commissioners agreed that the information identified in item #3A of the Procedures for Hearings (including a list of witnesses and a statement of what each witness would be called to testify to) would be required. It was agreed that this information must be provided to the Commission 1 week prior to the hearing. Mejia will contact the attorney for the employee to request this information. There was no old or new business. Maher made a motion to adjourn, Cook seconded and meeting was adjourned at 8:40AM. Board/Commission: Civil Service Commission ATTENDANCE RECORD YEAR 2005 (Meeting Date) , TERM I NAME EXPIRES 03/22/05 7/26/2005 10/25/2005 12/14/2005 I , I Lyra Dickerson 4/3/06 X X X X ! i I Dorothy Maher 4/7/08 X OlE X X I i I ! Bill Cook 4/6/09 X X X X i I I I KEY: X = Present 0 = Absent OlE = Absent/Excused NM = No Meeting --- = Not a Member