Loading...
HomeMy WebLinkAbout2001-11-27 Bd Comm minutesMINUTES IOWA CITY AIRPORT COMMISSION THURSDAY SEPTEMBER 13, 2001 - 5:45 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Rick Mascari, Howard Heran, Mark Anderson, Alan Ellis STAFF PRESENT: Sue Dulek, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 5:47 p.m. APPROVAL OF MINUTES: The minutes of the August 9, 2001, Commission meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Masca~ suggested the Commission do something as a group to acknowledge the events that happened in New York and Washington. Heran suggested doing something in conjunction with the Veteran's groups at the memorial plaque by 'Old Jet', Anderson said tomorrow was to be considered an official national day of mourning. Anderson made a motion to approve the bills. Ellis seconded the motion and the bills were approved 4 0. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No items were presented. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park 1. Iowa Realty September report - Tracy Overton, from Iowa Realty, presented marketing information concerning the ACP. He said the Commission needs to complete work on the generic lease and the CCR's. The signage and landscaping needs to be completed on the Riverside Drive end of Ruppert Road. He said his marketing sign would be ready in a couple of weeks. OqNeil said he would work with Lisa Mollenhauer on the limestone entrance sign. OqNeil suggested that Mascari contact the Mayor and schedule a "grand opening" ribbon cutting ceremony. Heran suggested the Chamber of Commerce be involved. O~Neil said the Council and Commission should be involved. Ellis suggested inviting Tom Bender because of the preliminary work he did on the project. Overton said he has had calls from potential tenants that are wanting information on the project. Ellis asked if the area was eligible for T1F or urban renewal financing? He said this was mentioned in one of the Council/Commission subcommittee meetings. Ellis said it was his understanding that the Commission would need to request these financing options from the Council. 2. Lot # 11 lease - Mascari suggested the lease be discussed with a subcommittee that would make a recommendation to the Commission. Mascari and Ellis will meet with Overton at noon on Friday to discuss the lease. Mascari asked if Overton and Cook had resolved the differences in their appraisals. Overton said their main difference was what would happen to the capital improvements at the end of the lease. Overton said he detem~ined the lease value based on the assumption the improvements reverted to the Commission at the end ofthe lease. Cook based his appraisal on the assumption that the tenant would be able to sell the improvements to the Commission or another tenant. Cook's appraisal was based on full list price for all the square footage. He did not allow for property that would have to be discounted because of the easements the Planning Department wanted for access on some of the lots. Anderson recommended some of the easements be vacated. O'Neil said he discussed the easements with Karin Franklin and she said her staff felt strongly that the easements should not be vacated. Overton said he would recommend acceptifig the offer for lot #11. O~Neil said if the Commission would like to accept the offer, they would need to set a public hearing on the lease. Horan said the Commission needs to address the CCR's for the development before they would be able to offer a lease. Horan and Ellis will work with Overton to generate an outline for Dilkes to draft guidelines. Ellis said he would check with the Johnson County Recorder's office to see if he could find some examples of CCR's. The consensus of the Commission was to accept the basic business terms for Lot #11 and to move forward to finalize a lease. O'Neil will publish the notice of pubtic hearing for 9:00 a.m. on September 26. 3. Council/Commission Finance agreement - OuNeil said the agreement has been approved by the Council and would also need to be approved by the Commission. Ellis said he had a couple of language changes. He objected to using the term "subsidizing" in relation to the Airport budget. He said the Airport is a City department and should be supported like other City departments. He said the Council doesn~ refer to the Parks Department, or Fire Department, or Police Department budgets as subsidies. Anderson made a motion for a resolution to accept the finance agreement. Ellis seconded the motion. Mascari said it would have to go back through the Council fithere are language changes. Ellis also had questions about setling the minimum market lease rate. He said he does not agree that only the City Manager and the Airport Manager should review it. At roll call vote, the motion passed 3 - 1, with Ellis voting no and Ruyle being absent. 4. ACP land use request - Harry Hmckley - OqNeil said Harry Hinckley, owner of the Alexis Park Inn, would like to have the use of the outlots south of his property. He would not pay any rent but would mow the grass and otherwise maintain the lots. Hmckley said he thought there should be some fill added so he could extend his front parking lot to the south and add a road to his west parking lot. Mascari stated to the Commission that he thought the property was purchased as a safety zone for the future precision approach. O~Neil said the Master Plan shows the area as being reserved for the primary surface for Runway 25. O'Neil suggested the Commission design the entrance to the development before any commitments are made Hinckley said he would not want to do anything until at'cer the Commission developed the entrance. He would want a permanent easement for the driveway to his west parking lot. Anderson said the landscaping would probably not be done until next spring O'Neil will work with Overton on a landscaping plan. Overton said he would suggest any easement have a termination cause. Maseari asked Hinckley if he would put a plan together on what he wanted to do. Hinckley said he would rather the Commission put a plan together and he would try to incorporate his ideas into the Commission's plan. 5. Other issues - Not other issues were presented. b. Fuel site - final acceptance - O'Neil said Blum, from H.R. Green, said there was still a punch list and he would not be able to recommend acceptance. Ellis wanted to know if fencing was needed around the fuel tanks. O~Neil said he did not think additional fencing was needed because the fuel site was within a fenced in area. This will be on the next agenda. c. FBO lease 1. lOW Acre lease - O'Neil said IOW have withdrawn their offer for FBO services and would like to rent Building D, two offices in the Terminal Building and hangar # 32. They would pay $ 550.00 per month rent. O%leil said that if the Commission wanted to entertain their proposal, a new public heanng would need to be conducted. O'Neil said a proposal is on the agenda later for leasing hangar # 32 for $ 450.00. Anderson asked how Jet Air fit into the FBO plans. Mascari said he contacted Mr. Timmons and Jet Air is not prepared to be the full-service FBO at this time. They are still interested in leasing an office and having charter service and aircrat'c sales on the field. Mascan said discussion of hangar//32 should be included with the lOW discussion. O~Neil said the hangar//32 lease would also include permission to offer mechanic services to the public. Mascari hid his interpretation of the IOW lease was that they would provide service on a month to month basis after the original lease expired on September 15. Masean said written notice was received and IOW would provide services until October 15. Heran said he and Ellis had met with IOW two days ago and thought the terms were agreed to in general that would enable lOW to continue to provide FBO services. Heran asked Ron Duffe, from IOW, what happened to their agreement? Duffe said he discussed it with his partner Jim McCrabb and they were not certain what the Commission expected from an FBO. Duffe said he did not like some of the terms in the lease. McCrabb said the fuel sales would not cash flow. Mascari said IOW knew what the fuel flowage was when they put in an offer to bethe FBO in July, McCrabb said there was no clause that would allow them to get out of the lease. O'Neil said the lease would then only be as long a~ th~ notification time required for termination. McCrabb said he let~ the previous meetings with the impression that lOW was really the Commission's second choice. McCrabb said they would like to confmue to do what they are doing but would like direction from the Commission on what the future is. Mascari asked McCrabb if lOW was still interested in being the FBO? McCmbb said they were still interested in being the FBO. Mascari said then it goes back to the terms of the contract. Mascari asked McCmbb if he thought the Commission and IOW could come to terms? Mascari said that several weeks ago the Commission agreed to select lOW as the serviceprovider He said he thought this was clear direction from the Commission that they wanted IOW as the FBO. Duffe and McCrabb said they would like to operate as the IOW Club. They would continue to operate as they have the past six months until the Commission found another FBO. McCrabb raid there is a lot of "excess baggage" incorporated into the FBO lease. He said he thought the Commission is punishing a future FBO for things that have happened with a bad situation in the past. He thought the agreement was too vague and one-sided in favor of the Commission. Heran said he would entertain IOW's current offer, not to include hangar//32. McCrabb said he needs hangar//32 to use as a mechanics shop. He said Building D would be difficult to heat enough for a working environment for the mechanics. McCrabb said they are offering to use the same facilities as they are using now, pay the utilities, but not additional rent They would do this until an FBO was found if the Commission could not negotiate terms for them to be the FBO. O'Neil said there were several scenarios that have been offered. One is for IOW to continue on as the FBO and occupy Building E and F, paying utilities only on Building F. Another possibility was to continue on as an areo club, leasing Building D, two offices in the Ternunal Building, and hangar//32, for a total monthly rent of $ 550. There was an original offer of continuing as a club, in Building D and two offices in the Terminal Building for $ 500. There was the possibility of being an FBO, using Building D and two offices in the Terminal. O'Neil asked the question of what the Commission and IOW Acre wanted to do on a short-term basis? Ellis said he would suggest that IOW stay where they are in Building E and F and move forward on negotiating an FBO lease. McCrabb proposed IOW provide FBO services for one year, sta~ing September 15, occupying the same space as they occupy now. If the Commission finds another FBO services provider, they would give IOW 90 days notice. During the one-year period, an FBO contract would be negotiated, either with IOW or some other company. Heran made a motion to accept IOW as the FBO for one year, with a 90-day termination notice for either party. The same services they are now providing, including charter, instruction, rental, mechanic services, and fueling. services, would be continued. Building D and hangar//32 are not included. The business agreement for the acre club continues. McCrebb said that no additional rent would be paid, other than the utilities for Building F. Heran said if that was the ease, he was withdrawing his motion. (Mascari called for a five-minute break.) Duffe said they would offer $ 300 per month in addition to the other terms discussed. He said he would like to look at other communities to see how they structured their FBO contracts. O'Neil suggested they use airports that are similar in size and numbers of operations as Iowa City. He suggested Ankeny, Ames, Council Bluffs, and Davenport as comparative airports. Anderson suggested a throe-year lease, with a 90 day out, $ 900 per month rent, and shortened hours. The fueling situation was discussed, including installing a self-service Jet A fuel station. O'Neil said the fuel flowage should be $.04 per gallon and a least $ 06 per gallon usage fee for the fueling equipment Duffe made the proposal of a one-year lease, at $300 a month, providing the same services as they now provide, with approximately the same hours of operatiom During the one year time period, a throe-year lease will be negotiated. Heran made a motion for a one-year lease, at $ 400 rent per month. Them would be fueling, line service. flight instruction, rental, charter, and mechanic services. lOW would use buildings E and F and pay the utilities on building F. The hours and the fuel flowage fee will remain the same. Anderson seconded the motion and it was passed 4 - 0. A three-year agreement will be negotiated as soon as possible during the one-year period. 2.Jet Airlease-Mascari said there was nothingto report atthis time. This will beon a future agenda~ d. Hangar # 35 lease - O~eil said the only change in the lease was from a month to month term to a five-year term. The University wanted a longer commitment from Gordon ifthey were to base their synthetic vision project at the Airport. A public hearing was held for this lease at the August Commission meeting. Heran made a motion for a resolution to approve the lease with Gordon Aircraft for hangar # 35. Ellis seconded the motion and at roll call vote, the motion passed 4 - 0, with Ruyle being absent. e. Hangar # 32 lease - Darrell White said he is in partnership with Keith Roof and they would like to provide mechanic services from hangar/432. It would be a two-year lease and the rent would be $ 450 per month, with Iowa City Aircraft Repair paying the utilities. Duffe, from lOW Acre, said he would support this arrangement. Dulek said the insurance language would need to be restated. White said he would like a 90-day termination clause in the contract. Ellis made a motion to accept the lease. Anderson seconded the motion and it passed 4 - 0, with Ruyle being absent. f. Dane Road relocation project - OqNeil said this is a project that should be coordinated with the construction of Mormon Trek, south of the Highway 1 intersection. Although the Public Works Department has a contractor for the project, Oqqeil suggested the Commission have a consultant from the Airport work with the PW contractor to make certain all regulations are met to enable the City to use the FAA funds. Masca~ made a motion to hire Jerry Seafie and Snyder and Associates as a consultant for the project. Anderson seconded the project and the motion passed 4 - 0, with Ruyle being absent. g. Obstruction removal project - O~eil said the Commission would need to select a consultant to implement the project. It is a State grant and the criteria is not the same as selecting a consultant for a Federal grant. Oqqeil said he thought the Commission should interview two or three consultants and select one for the project. The Commission directed Oq',leil to schedule interviews with two or three companies. h. Fly Iowa 2001 - final report - Anderson said he had a final meeting last Saturday. There are still a few outstanding bills but it appears there will be a surplus of funds. There was a very positive response from the weekend event. O'Neil said several thank you letters should be sent out. Anderson and O'Neil will decide whom to send letters to. Heran asked how many operations there were at the event? O'Neil said there were around 400 that the tower counted, but there were a couple of times they were so busy they didn~ have time to count the aircraft CHAIRPERSON'S REPORT: Mascari was at the Council meeting when the finance agreement was discussed He said the Council was very positive and supportive of the Aviation Commerce Park. COMMISSION MEMBERS' REPORTS: Anderson said he thought the gate codes should be changed. O'Neil said he has some repairs to do on the south gate and the parts are on order. The code will be changed sometime in October. Anderson commented on the number of geese in the area. O'Neil said this is an increasing problem and there is a permanent NOTAM concerning waterfowl in the area. Anderson said that eventually, when RWI 8/36 closes, he would like to see the Commission explore the idea of an aviation residential development in the south quadrant of the Airport. Ellis said he would still like to see if the FAA would fund a localizer. O'Neil said it is on ALP, butthe FAA does not consider it a priority. Ellis wanted to ka~ow when the last time was that the t-hangar rents were increased. O'Neil said it has been several years. The Commission directed O'Neil to have this as an agenda item at the next meeting. O~qeil suggested the Commission have a public hearing before they raise the rents. Ellis said he would like the Commission to request the Council designate the NCA as an urban renewal district. Mascari will send a letter to the Council. Ellis said he would like to see the City of Iowa City install a sidewalk on South Riverside Drive. O~Nei[ said a gravel walk was installed on the east side of Riverside Drive last week. Ellis said he would like to see a bus stop at the Airport. O~,!eil said there is a bus stop at the entrance. Ellis was very concerned about a safety incident that occurrod during Fly Iowa 2001. The Commission discussed the issue and Mascari will contact FSDO and report back to the Commission at the next meet'rag. ADMINISTRATIVE REPORT: Dulek said she thought the soccer facility would be a good first tenant. Dulek said she will do whnt she can to facilitate a lease with IOW. O'Neil said a grant had been received for the final payment for the land acquisition project. The final ~rant was for $ 1,059,539.00. The next projeet would involve the relocation of Dane Road. O'Neil said he had received a letter from the FAA concoming the relocation of Dane Road There would be $ 670,70] programmed for Iowa City Airport to relocate Dane Road. O'Neil said he is working with 'Public Works to try to use the FAA funds in conjunction with the extension of Mormon Trek to the south. The budget would be on the next agenda. O'Neil said he would try to get information to the Commission as soon as he receives it The Commission should be considering projects they think should be completed in the next fiscal year Several newspaper articles concerning Fly Iowa 2001 were included in the Commission's info packet. O'Neil said he received a letter from the DNR conceming the mnmval of Iowa City Flying Services underground fuel tanks. The DNR is requesting a Tier I report. O'Neil will contact a certified groundwater specialist to prepare the report A letter from SWA concerning Building K was included in the information packet A list of the certified Council candidates was included in the information packet. Dave Larsen, who works with John Dane, questioned if and when the Commission was going to request annexation of property on the west side of the Airport, The consensus of the Coinmission was that this would be looked at in the future but is not a priority fight now. O'Neil said there has been a request from the tenant in hangar # 10 to have the Commission install a concrete floor in the hangar, The Commission indicated they would share the cost as in the past and directed O~Neil to negotiate with the tenant. O~Neil said the parcel of property in the RPZ for Runway 12 was back on the market and the sellers wanted to know if the Commission was interested. This will be discussed at a future Commission meeting. O~Neil said he thinks it will be beneficial in the long term for the City to own that piece of property. The Iowa Aviation Conference is scheduled for October 10 and 11 in Ames. Mascari and Ellis expressed interest in attending on one of the days. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for October 11, 2001,at 5:45 p.m. ADJOURNMENT: The meeti~i~ was adjoumed at 10:28 p.m. Rick Mascari, Chairperson MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY OCTOBER 11, 2001 - 5:45 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Rick Mascad, Howard Horan, Mark Anderson, Alan Ellis, John Ruyle STAFF PRESENT: Sue Dulek, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 5:52 p.m. APPROVAL OF MINUTES: Ellis moved to defer the minutes of the September 13, 2001, Commission meeting. Horan seconded the motion and the minutes were deferred 5 - 0. AUTHORIZATION OF EXPENDITURES: Ellis made a motion to approve the bills. Horan seconded the motion and the bills were approved 5-0. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No items were presented. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park 1. Iowa Realty October report - Tracy OveRoil reviewed his October report. He said the Commission needs to review the perspective lease. He said the new sign was installed today on the Riverside Drive entrance. He said he has another tenant and will hope to have a proposal in a week or Overton said he was at a state realtors meeting and he said there are several airport commissions around the state that are waW. hing this project to sea how it will develop and will follow Iowa Ci~s lead. 2. Covenants, Codes and Restrictions - The Commission reviewed the draft of the CCRs. OveRon said the Commission would need to decide if there are uses as listed in the CI1 Zoning that they will want to eliminate. Ellis said the Commission needs to decide what their vision is for the area. He said he was leaning toward restrictions that would make the area more like an office park development. Horan said he thought the Commission needs to make sure the area is attractive hut hissmain concern was to generate income. Mascari agreed, sa~dng the reason the Commission gave this property up for potential aviation use was to generate income for the Airport. Anderson said he would shy away from uses that may have the petential for outside storage. Overton said that he would suggest the Commission control outside storage by screening. Mascari suggested not restricting the list of uses in the Zoning Code and dealing with the uses on a case by case basis when potential tenants submit a proposal. The rest of the Commission agreed. Overton suggested generating a list of the types of businesses they would prefer before a potential tenant spends a lot of money on plans and specifications. Anderson said a potential tenant should have the Commission review their proposal before much money is invested. 3. Leases - Overton said the tenant that wanted Lot #11 would now like to switch to Lot #10. He does not think he could get all of his required parking on Lot#11 because of the easements on the lot. Overton said he ealcula/ced the rent on ground not encumbered with easements. He said that required parking could not be on property with easements, such as all of the lots on the north side of the development. Overton said the value of easement property would need to be tailored specifically to each tenant and their use of the property. Ruyle said it needs to be very clear in the lease how the rent was arrived at. Instead of an average price for the encumbered and the unencumbered land, a price should be assigned to each type of property. O~Neil said the formula should be included in the lease. The Commission directed O~eil to work with Overton to complete a lease and set a public hearing. Overton will see if the tenant still has intentions of beginning work this fall and if timing is still critical. If timing is critical, the Commission will have a special meeting for the public heating on the lease. The Comnussion discussed what type of language they wanted for subleases. Ifa tenant subleases for more than the Commission's original lease, the Commission would want a percentage of the increase. Dulek reminded the Commission that in the initial lease, they want to keep as much control as possible. 4. Other issues - Overton said he would like to have some more permanent markers to delineate the lots ~ He will work with O~Neil to have something designed and Installed. Ellis asked about the design of the streetlights. O~Neil said that as far as he knew, they were standard city streetlights. Ellis said he saw an e-mail that said that zoning requires sidewalks on both sides and parking on one side of the street. Ellis said he thinks this should be a Commission decision because as the Councirs representative, the Commission has the responsibility for Airport property. Dulek said the covenants, codes and restrictions will be on the Council agenda for their meetings on November 12 and November 13. b. Fuel site- The punch list has not been completed and the project is not ready to accept. There is a problem with the paint on the 100LL tank. Jim McCrabb, ~oin lOW Acre, said there have been problems with the receipt printer. There had also been a problem with the two-speed pump. O~eil will keep the Commission updated and this will be on the agenda in November. c. FBO services 1. 10W Aero lease - OqNeil said the term for the lease the Commission had was for three years, with an optional three-year term. There was a $ .06 a gallon fuel equipment fee and a $ .05 a gallon fuel flowage fee. The rest of the lease terms incorporated changes requested by lOW and suggestions from Dulek. He said he did not fill in the amount per month, Them is not a termination clause in the lease. McCmbb said he would like to move forward on the verbal contract until the next meeting. Mascari said he would like to move forward as soon as possible and asked IOW if they had a monthly rent in mind. McCrabb said that if they were to rent buildings D, E, and F, he proposed a rent of $ 900 per month. IfD was not included, IOW would offer $ 400 per month. McCrabb said IOW was firm on that number. They would agree to the $. 11 conceming the fuel system. O~Neil said he did not put a 90-day termination notice. O~leil asked if lOW could pay more if the rent was on a graduated scale? They would pay less until they get established and the rent amount would be weighted morn toward the end of the lease term. McCrabb said that would not make any difference. O~qeil will try to schedule a public hearing on the lease as soon as possible. Ruyle said the Commission has a fiduciary obligation to the Airport and the City to maximize the income received from the tenants. Ruyle said lOW needs to get back with the Commission as soon possible. O~qeil said this could be an agenda item at the next special Commission meeting. He said that if the Commission does not accept the t~mal offer from lOW, they would have to access their options, which may include advertising again for FBO services. IOW has agreed to provide services until an FBO is found, provided an agreement can not be reached with IOW. McCrabb said it was his understanding that lOW had a one-year verbal agreement to provide FBO services. He said IOW has entered into a lot of agreements based on the understanding that they would be at the Airport for at least a year. Mascari said it was his understanding that the Commission and IOW had up to a year's time to negotiate a lease. It was understood that a permanent lease would be negotiated as soon as possible. If a lease can~ be negotiated, the Commission would be back to square one. McCrabb asked what would happen if they gave the Commission their best offer next week and it was not accepted. Maseari said it was his impression that the Commission would have to start at the beginning again to find an FBO. 2. Jet Air, Inc. lease - Mascan said there was nothing to report on a lease with Jet Air. d. Building D - IOW Acre lease - Maseari said this would be included with the negotiations for the FBO lease. e. T-hangar rents - O~Neil said this was on the agenda because the Commission wanted to discuss whether or not the hangar rents were fair market value. Oq~eil said the rates charged at Iowa City are comparable to other Airports. Mascan said the rates have not been increased for a while, although expenses have increased. O~qeil suggested that if the Commission is going to raise the rents, the tenants should be notified before the increase and have the oppommity to address the Commission. The Commission directed O~qeil to send a notice to the teaam that this will be on the agenda for the November 8 Commission meeting. f. Obstruction removal project- O~qeil asked the Commission when they wanted to interview firms for this project? Because it is an IDOT grant, a formal advertising was not necessary to select firms to interview, He suggested that the Commission interview at least throe firms. O~Neil asked the Commission if they wanted to incorporate the interviews in a regular meeting or if they wanted a separate meeting? He said a consultant should be selected and the removal plans and specifications be developed during the winter months so the project could begin in the spring. O~Neil reminded the Commission that the biggest part of the project would be the removal of the United Hangar. The Commission directed O~Neil to schedule a special meeting sometime in November or December to interview consultants. g. Land acquisition - Runway 12 RPZ O~leil said the Airport had made an offer to purchase the property in the RPZ for Runway 12, on contract. The Commission's offer was rejected and the owners accepted a different offer. Because the other offer has now been withdrawn, the attorney for the owners wanted to know if the Commission would be interested in resubmitting their offer. O~Neil said he still recommends trying to purchase the property to protect the safety area for Runway 12. He said he also realizes that the City and the Commission does not have the funds to purchase the property right now and wait for reimbursement from the FAA. If the Commission wants to negotiate for this property, it would probably delay the Dane Road relocation project associated with the Runway 7 project. The Commission would need to discuss the issue with the Council if they want to reopen negotiations. The Commission said they thought, at this time, they would wait on reopening negotiations on the Ruppert property. h. FY 2003 budget- The proposed budget for FY 2003 was reviewed. Mascari said he prioritized the capital improvement projects O~Neil outlined for them. He said he thought replacing the asphalt around the north t-hangars was important. He said money would need to be budgeted for landscaping forthe Aviation Commerce Park. Mascari said the Commission needs to consider installation era self-service pump for the Jet A fuel. O~leil said the reason for installing a self-service Jet A pump would be to insure 24 hour-a- day availability for fuel. This would be an advantage for after hours flights, especially the medical helicopters and donor organ flights. Ellis said he thought it was important to have a general advertisement for the Airport on a monthly or quarterly basis. He said you could also use some of the advertisement money for aviation education materials. The Commission voted 5 - 0 to submit the budget as propos0d, with the addition of the capital improvements discussed. CHAIRPERSON'S REPORT: Mascari said he had no additional items to discuss. COMMISSION MEMBERS' REPORTS: Heran said there seemed to be a lot of junk in hangar #31. He said he had a couple of pilots interested in using the wash rack. O~Neil said it has been shut down and winterized. Ellis said he wants to see Airport sponsored aviation materials circulated in the Iowa City schools. He said he would like to see if an aviation summer camp could be developed. Ellis wants to see if a sidewalk could be installed that comes all the way out to the Airport. Anderson said there might be complications because Riverside Drive is not a City street. It is still a State road. Ellis would like to see a turning lane going into the Airport. Ruyle said he thinks there is a lot more to discuss about the FBO lease. O~Neil said he would discuss this with Ruyle. Anderson said Harry Hinckley wanted no parking signs installed outside his hangar. He said he was having problems getting his plane out because of the vehicles parking outside his hangar. Anderson said Hinckley was complaining about the low spots at the entrance to the Aviation Commerce Park. He would like the Commission to level the property between his building and the street. O~,leil said there are a couple of spots that retain water. Those will be filled in and the area will be landscaped. Anderson asked if the tenant in hangar #61 is actually building an airplane? O~Ieil said it might not matter. The tenant is behind in his rent and O~leil has sent him his termination notice. Anderson asked O~qeil if he had received a bill from Transit for the Fly Iowa 2001 shuttle buses? O~qeil said he had not yet received a bill, but he had been contacted by Transit and they would be sending an invoice to Fly Iowa. Mascari said the Mayor said the City would provide the shuttle bus service, he thought at no cost. Mascari said he would talk to the Mayor about it. ADMINISTRATIVE REPORT: Dulek said she would be on vacation for two weeks. Other attorneys in her office would cover issues for the Airport. O~teil said IOW Acre was interested in the cleaning contract for the Terminal Building. Van Winkle Jacob Engineering has been contracted to complete a Tier 1 report for the old underground fuel tank site. O'Neil said he and Steve Arkins discussed the possibility of a TIF or Urban Renewal District for the Aviation Commerce Park. Atkins said he would have someone come to the Commission meeting in November if the Commission was interested. The Commission directed O~qeil to invite City staff to the November meeting to discuss TIF or URD. O~qeil is working with Lisa Mollenhauer, administrative assistant to the City Manager, and Iowa City Lundscaping, to develop a landscaping plan for the Riverside Drive entrance to the ACP. O'Neil said he met with several IDOT and FAA officials at the Iowa Aviation Conference. O~Neil said he talked with engineers from Earth Tech, the consultant doing the Mormon Trek extension. They will include the Airport in the planning and scheduling. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for November 8, 2001,at 5:45 p.m. ADJOURNMENT: The meeting was adjoumed at 8:00 p,m. Rick Mascan, Chairperson MINUTES IOWA CITY AIRPORT COMMISSION WEDNESDAY, OCTOBER 17, 2001 - 11:15 AM. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Rick Mascari,, Mark Anderson, Alan Ellis, STAFF PRESENT: Andy Matthews, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 11:40 p .m. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: O'Neil said the Police Department has asked that a memo be included in the next hangar invoice to remind aircraft owners to be cautious about any unusual aetixaty around their planes. ITEMS FOR DISCUSSION/ACTION: a. lOW Acre FBO lease - O~eil said he had sent a letter to lOW Acre concerning the verbal agreement they were working under from the September 13, 2001 meeting. McCmbb said it looked all right. Mascari said the long-term lease being offered by IOW was to continue with the services now being provided, with rent for Buildings E and F being $ 400.00 per month. Building D would be rented for $ 500.00 per month. Maseari said he did not think this was an acceptable offer. He said it was well below market value. Ellis agreed that it was not an acceptable offer. McCrabb said he thought the Commission was missing the point. The only revenue the FBO could generate would be from the shop.- Therewould be a small amount of income from the fuel operation. He said the $ 400 is not a market value for the buildings. It is the amount IOW can pay and still provide the other services. He said c'fties are paying FBOs to be on the field. He said his FBO income has ceased to exist since September 11. Mascari said IOW had once offered $ 2000 a month. MeCrabb said that market is no longer there. Anderson said the termination notice in the verbal lease was based on ninety-day termination for cause. Anderson asked McCrabb what his defmition of "cause" was? McCmbb said cause was any event that makes it impractical or impossible to operate at a profit. Even if IOW were to only pay $ 400 per month, if, in the long term, it was not profitable, that would be reason enough to terminate. Malthews said the Commission can use IOW's definition for cause but it is somewhat nebulous as to what is practical or impossible to make a profit. Anderson said he just wanted to make sure what IOW wanted cause to be. O~Neil said his interpretation from what was said at the last meeting was that each side has ast out if it wasat working for them. McCrabb said he thought that was fair. Mascari said that was his traderstanding, Anderson said he felt the Commission has a fiduciary responsibility for paying off the buildings. He said the Commission needs to maximize the income for the Airport. He said he does not want to put an FBO in a position where they have to pay to much that they can not make it. O~Neil said the income for the Airport would be less this year because of the uncertainty of the FBO since March. Mascari said he feels the Commission needs to see if there is someone who will give the Commission more money. He said the Commission needs to make sure they do everything in their power to maximize the income for the Airport. He said that might end up being only $ 400 per month. McCrabb said that, based on the verbal agreement, IOW committed to leases for the fuel trucks for five years. McCrabb asked if the Commission is giving IOW a ninety-day notice? Maseari said he thought the Commission needs to see if someone will give them more money. McCrabb said the Commission has never given lOW a bottom line number. Mascan said that when he met previously with McCrabb and Oqqeil, the rent per month that was discussed was between $2000 and $2500 per month. McCrabb asked if the Commission was giving them a ninety-day termination notice? Mascari said it would have to be voted on, but he thought that's what the Commission should do. Ellis asked if lOW would be willing to offer the $ 2000 per month they offered earlier? McCrabb said it would not be possible. Ron Duffe, from lOW Acre, said there is no one else out there to provide services. Anderson made a motion to give IOW Acre the ninety-day termination notice and reject the f'mal offer of $400 per month from IOW Acre. McCrabb said he thought the Commission is bearing up on the only candidate they have. There has never been anything from the Commission giving lOW a final number. Matthews said that does not mean the Commission does not have interest in IOW. They just need to try to confirm what the bottom line is. Ellis seconded the motion and it was approved 3 - 0. SET NEXT MEETING: The next special AirpeR Commission meeting is scheduled for October 23, 2001,at 12:00 p.m. ADJOURNMENT: The meeting was adjourned at 12:15 p .m. Rick Mascari, Chairperson MINUTES IOWA CITY AIRPORT COMMISSION TUESDAY, OCTOBER 23, 2001 - 12:00 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Rick Maseari,, Mark Anderson, Alan Ellis, STAFF PRESENT: Andy Matthews, Mitch Behr, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 12:02 p .m. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: Ron Duffe, from Iowa Acre, said he was roterested in leasing Building D. He said he proposed a rent of $ 500.00 per month. He said he and Ellis had discussed the idea of Iowa Acre making improvements to the interior of the building and deducting it from their rent. Duffe asked to have a two to three year lease and he would like to have something as soon as possible. Mascari said a meeting could be scheduled for October 25, at 1:00 p.m. Dick Blum, from H.R. Green, said he wanted to give the Cormmssion an update on the new fuel site. He said a problem has developed with the paint on the 100LL tank. In researching the problem, he discovered that the paint was not what was required in the plans and specifications. He is work'mg with Double-Cheek and the subcontractor to correct the problem. He will also check the paint on the Jet A tank. Blum said he contacted Double-Check concerning whether it was possible to have multi-pricing at the 100LL pump. He said this was not included in the original sot~ware bid. It could be added for about $ 2000.00. This would allow corporate customers or planes based on the field to receive a discount. This will be an item for discussion at the November 8 Commission meefmg. Ellis asked about the light at the self-service pump? Blum said that was discussed early in the project and the decision was made to light the pump area and net the entire fueling area. Blum suggested the Commission appoint an altemate to the Airport Zgning Commission. PUBLIC HEARING Lot # 10, Aviation Commerce Park- Maseari opened the public hearing at 12:17 p .m. Matthews said the lease has been drai'~ed. O~Neil distnbuted it to Tracy Overton and Overton will give it to the tenant. Matthews suggested continuing the hearing to a fii~zure time. The CCR's will go to the City Council at their meeting on November 136. The Commission will discuss the CCR's at their meetin~g on November 8. Ellis moved to continue the public hearing to November 8. Anderson seconded the motion and it was approved 3 - 0. O~leil said he told Overton that the Commission would like to act on the lease at the next meeting. Comments and/or changes would need to be received from the tgnant and reviewed before the November 8 meeting. Mascari closed the public hearing at 12:26 p.m. ITEMS FOR DISCUSSION/ACTION: a. Lot #10, Aviation Commerce Park - This will be deferred until the November 8, 2001, meeting. b.. FBO leases - Matthews said because the lease from Jet Air is for more than three years, it will require a public hearing. He said the agenda for this meeting was not specific enough to set the public heating today. Mascari said the public hearing notice could be set at the October 25, 2001 Commission meeting. The public hearing will be set for a special meeting on November 1, 2001, ~t 1 ~00 p.m. O~eil said there were some changes to the lease from the copy the Commission had received two days ago. One was an address change. Another was clarification about who paid the line charges for the DTN weather and the FSS telephone. O~eil said he wanted to point out that the options in the lease were at Jet Air's option. The Commission would be locking into the possibility of a twenty-five year lease. The original lease term has a stepped schedule for rent, averaging $ 2233.33 per month over the 60-month term. O~Neil will add an Exhibit A to the lease. Anderson suggested adding each room number to the lease. Although the Comnussion could not officially accept the lease, the consensus was that, pending the public hearing, the Commission was in favor of the terms presented by Jet Air for a five-year FBO lease. SET NEXT MEETING: The next special Airport Commission meeting is scheduled for October 25, 2001,at 1:00 p.m. ADJOURNMENT: The meeting was adjourned at 12:51 p.m. Rick Mascan, Chairperson MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY, OCTOBER 25, 2001 - 1:00 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Rick Mascari, Mark Anderson, Alan Ellis, Howard Horan STAFF PRESENT: Andy Matthews, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 1:15 pm. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No items were presented. ITEMS FOR DISCUSSION/ACTION: a. Set public hearing - Jet Air lease - Anderson made a motion for a resolution to set a public heating on a lease for Jet Air, Inc. for November 1, 2001, at 1:00 p.m. Ellis seconded the motion and it was passed 4 - 0, with guyle being absent. b. Building D lease - Mascari said he reviewed the lease and thought there should be some mention of a couple of things. He said that if there were any improvements to the building, receipts on any spending would need to be provided to the Commission. Ellis said he didn~ necessarily think the Commission needed to be reimbursed for improvements on a dollar for dollar basis. Ellis said IOW Aero should provide a list of areas they intended to improve. Ellis said he has not walked through the building with IOW to determine the areas to renovate. He said he would recommend approving the lease, without the language in paragraph 6 for reducing the rent. Anderson said the Commission should put more money into the building, in addition to what IOW was going to contribute. He thought it should be forgiven on a dollar for dollar basis. Hotart said he thought the language as it was wri~en Would give the Commission the control and flexibility they wanted. O~eil said the Commission needs to be aware of the "fair market value" for rent. Matthews said that any improvements would be made on a project by project basis. He said it would have to be documented for each project on how much would be forgiven. McCrabb said he does not have any problem reducing the rent on a dollar for dollar basis, as long as the Commission will work with them on trying to make improvements. O~Neil said it is a two and a half year lease, at $ 500 per month, which means IOW could put up to $15,000 &improvements in the buildIng and deduct it all from their rent. Horan said as a small business, they could deduct all of the improvements from their taxes. Horan made a motion for a resolution to approve the lease for Building D. Ellis seconded the motion. Matthews suggested adding language that required receipts for the improvements. Ron Duffe said the costs would be included when the Commission approves the plans and specifications. The motion passed 4 - 0, with Ruyle being absent. SET NEXT MEETING: The next special Airport Commission meeting is scheduled for November 1,2001 ,at 1:00 p.m. ADJOURNMENT: The meeting was adjourned at 1:53 p.m. Rick Mascad, Chairperson MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY, NOVEMBER L 2001 - 1:00 P.M. IOWA CiTY AIRPORT TERMINAL MEMBERS PRESENT: Rick Mascari, Mark Anderson, Alan Etlis, Howard Heran STAFF PRESENT: Sue Dulek, Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 1:00 p.m. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No items were presented. PUBLIC HEARING: Jet Air, Inc. lease - Mascari opened the hearing at 1:03 p .m. Dennis Gordon wanted to know what services the FBO was providing? Batty Barash, t~om Jet Air, said they were a full service FBO, and would provide fuel, charter, sales, and repair. He said he would hope to work something out with lOW Acre for instruction. ~not, they would provide it. He said it would be like their operation in Galesburg. Gordon said he also thought it was important that the main FBO phone number stay with the A/trport. If Jet A/~r were to leave sometime in the future, FBO customers would still be able to contact the ALpon for services. Barash said he would agree to that and did not think that would be a problem. The public hearing was closed at 1:06 p .m. ITEMS FOR DISCUSSION/ACTION: Jet Air lease - Heran asked Barash if they would be taking over any of the equipment already on the field, specifically the fuel trucks. Barash said they would like to work with IOW Aero to provide services. He said he planned to meet with IOW Acre before they go back to Galesburg. Anderson said he wanted to know fithe Commission was in agreement with the terms of the lease. The original lease is for five years, with four five-year options. O~leil reminded the Commission that the options were at the choice of Jet Air. The rent at the end of each option was tied to the Consumer Price Index. Mascari asked if Jet Air has their staff selected? Barash said they have discussed this and have natrowed their list to a couple of people. Their operations manager would be the contact person for day to da~decisions. HoPan said he wanted to make it clear that Jet Air had an open invitation and would be encouraged to attend Commission meetings. Ellis made a motion for a resolution to accept the lease with Jet Air. Heran seconded the motion and at roll call vote, the motion passed 4 - 0, with Ruyle being absent. SET NEXT MEETING: The next Airport Commission meeting is scheduled for November 8, 2001,at 5:45 p.m. ADJOURNMENT: The meeting was adjourned at 1:20p.m. Rick Mascan, Chairperson t1'27'01 I MINUTES 3b{7) IOWA CITY PUBLIC ART ADVISORY COMMITTEE THURSDAY, OCTOBER 11,2001 FINAL/APPROVED CIVIC CENTER LOBBY CONFERENCE ROOM Members Present: Chuck Felling, Terry Trueblood, Rick Fosse, Sandra Hudson, Gary Nagle, and Betsy Klein Members Absent: Barbara Camillo Staff Present: Karin Franklin, Joyce Carroll, Marcia Klingaman Others Present: Marti Horan CALL TO ORDER: Sandra Hudson called the meeting to order at 3:35 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. EDUCATION ITEM: Chuck Felling presented the education portion of this meeting. He offered two written pieces, "Art for Our Neighborhoods" and "Art in the Neighborhoods of Iowa City" as well as photos and copies of World Wide Web images. His presentation was a personal perspective relating to a committee project. He stated that there is a need to build up neighborhoods where people get to know each other and work together. He suggested that this could be accomplished by providing more pedestrian oriented areas, but that a sense of neighborhood ownership is key. He presented examples of public art from various communities including San Francisco and Pasadena, CA; Lewiston, ME and Tucson, AZ. Sandra Hudson suggested putting together slides of what's happening in public art in neighborhoods in other parts of the country to present to the Neighborhood Council sometime in late March or early April 2002. This would show them what the possibilities are for Iowa City. Any group members interested in doing research in this area or in taking pictures would be of great help. So, when traveling, take pictures of public art in neighborhoods, not just in urban centers. Hudson decided that by the next meeting, three people, making up a subcommittee should be selected to work on this slide show project. That subcommittee would then, in turn have a presentation ready by March 15. The presentation would be presented to the Neighborhood Council in April. Karin Franklin pointed out that this would also fit nicely into the funding cycle. Terry Trueblood voiced concern that the committee should not excite the associations without first attaining proper funding. in response to this concern, there was a short discussion on how to attain high impact without high costs. Several low budget ideas were volunteered, including decorating manhole covers. Therefore, the timeline for this project is as follows (as outlined by Hudson): November Meetinq - names for subcommittee March Meetinq - Final project April Meetinq - Final presentations coordinated with the Neighborhood Council meetings Public Art Advisory Committee October 11, 2001 Page 2 CONSIDERATION OF MINUTES OF SEPTEMBER 6, 2001: Gary Nagle wished to clarify his abstention in regards to the Public Art funding for the Mural Project. He wished to have it known that he generally supported the proposal but abstained due to its lack of detail. He went so far as to say that he would have voted in favor of the proposal had he been given more information. MOTIC)N: Sandra Hudson moved to approve the minutes (Page 3, last paragraph amended). Rick Fosse seconded. Motion passed 6-0. UPDATES ON CURRENT PROJECTS: Faces of Iowa Oity - Klein reported that she had not been able to do much on this project but wanted to include diversity in it. If no one objected, she would consult with Loewenberg on the subject of diversity. The Committee agreed. Iowa Avenue Project- The Iowa Avenue Project is to be dedicated this coming Saturday (October 13, 2001). It was confirmed that everyone had received their postcard inviting them to the dedication ceremony which is scheduled for 4 p.m. near the 200 block of Iowa Avenue between Dubuque and Clinton Streets. The reception for the authors and the artists will be held in the lobby of the New Biology Building from 5:30 p.m. - 6:30 p.m. Marcia Klingaman will prepare a list of the attendees. At this Dedication, Mayor Lehman will acknowledge the hard work of the Public Arts Advisory, past and present, for making this possible. Hudson put in a separate acknowledgement for the work done by Klingaman. IOWA SCULTPOR'S SHOWCASE Karin Franklin presented several slides representing the work submitted by Dennis Swanson. The first was "Reasons for Moving," a six-ton boulder accompanied by 'human attributes', a brief quote from the Cambridge Encyclopedia of Earth Sciences and poetry. In addition, there would be a text in Braille. There was some concern about the weight of the boulder being too great for the pads. Overall, the boulder was not popular with the members. The second option was a representation of the Sword in the Stone in flat steel and limestone. It consists of two 8" prongs epoxied in the center of the stone rendering it (hopefully) non- extractable. These were the two choices from what was submitted. Franklin presented the options as: 1 .) To go back out into the community to try and obtain more entrees, while evaluating what happened with this that there was only one entry, 2.) Go with one of the submissions by Mr. Swanson, or 3.) Keep "Dorothy", which we own, in place. However, it should be kept in mind that the original goal was to install a new piece by an Iowa artist each year. Hudson indicated that she would like to go back to the Arts Fest committee and talk with them since it coincides with what they do and it seems important for them to have the current piece changed. Their art community contacts are very strong and a joint promotion may be able to be established. Hudson opened the table to any other suggestions. Public Art Advisory Committee October 11,2001 Page 3 MOTION: Fosse moved not to accept the submissions, to re-evaluate the process and to work with the Iowa Arts Festival and try again. Nagle seconded. Motion passed 6-0. NEAR SOUTHSIDE TRANSPORTATION CENTER PROJECT The next issue discussed was in regards to the Transportation Center Project (Fence & Parking Signage). Each person was supplied with a list of submitters. Slides accompanied discussions on each submission: David Dahlquist - Skilled in tiles. His works include a Lewis and Clark themed rest stop near Council Bluffs, exterior terracotta for the Decatur Rest Stop and Welcome Center, as well as several other murals. The members seemed impressed by his work. Rebecca Ekstrand & Thomas Rosborough ("The Team") - Collaborators skilled in various medias including tile, bas-reliefs, bronze, watercolors, etc. The sculptural elements are Rebecca's while the signage is Thomas's. They desire to be considered for both projects and are submitting as a team. There was a consensus that this was an interesting submittal considering the talent of both artists and the range offered. Sally Gierke - She has worked as an artist in residence at different schools. She primarily has experience in working with students and faculty in helping them create their own art. She has worked in both exterior and interior art. Her works are mostly in tile. Chaden Halfhill - He has worked with students and participated in residency programs. His works are primarily blank wood that is then decorated by community members. There was considerable concern about the durability of a wooden piece, danger from graffiti soaking in and general concerns on upkeep. Jennifer Otis - Works with wood fired clay and limestone. The pieces presented were generally variations on a wetlands theme. It is suggested that everyone review the end of her statement in his or her packet where Otis addresses specifically the fence project. Tilly Woodward - Has worked in pastel on paper and done collages. Works include Faces and Voices of Iowa Diversity Project and an AIDS portrait project as well as others. One slide depicted a ceramic tile mural entitled 'Metamorphosis' that was created at Pelham Middle School with the help of 6-6th graders (The tile representations were painted by students). She also has worked on a painted wood relief with students elsewhere. She has considerable collaboration experience, but not much in tile. Discussion on each submission followed. Some ideas for the project included mixing and matching these artists or others in a collaborative effort, collaborating with seniors and children, etc. Franklin commented that she needs direction from the Committee. Hudson was interested in Dahlquist's work, but wary of his seeming lack of collaboration experience. Fosse did not care for the collections of works done primarily or solely by children unless the artist then reworked them in some way. His view was, why hire an artist if the kids do all the work? It was determined that whatever artist or artists are chosen, that these projects must be determined by them first and then aided by the children in fulfilling that initial vision. In other words, there must be an overall form, not just collections of children's pictures. For this reason, Woodward, Halfhill and Gierke were not favored since they do not seem to control outcome in their collaborations. Dahlquist and Ekstrand/Rosborough emerged as the favorites. There was Public Art Advisory Committee October 11,2001 Page 4 no apparent preference for one sole artist, so it was suggested that the three be hired as a team. Otis's statement in her submission was well received, but not works in the slides. The primary criteria were established to be: 1 .) Experience in architectural large-scale art, 2.) Collaborative experience and skill in directing the outcome, 3.) Design over collaboration is emphasized. The final decision will be made at the next meeting on November 1, 2001. The project is slated for September 2002, so the deadline for hire is before March 2002. There is some urgency since bids on the transportation center cannot be put out until it is known what the contractors will be expected to do in concert with the artist/artists. Hudson summed up the main interest as being in Dahlquist, and Ekstrand/Rosborough. There were no champions for Gierke, Otis, Halfhill or Woodward, so the possibilities were narrowed to the above two. Questions to be put to the artists include: To Dahlquist - Can he clarify his collaborative efforts? To the Team - (Same) TIES THAT BIND PROJECT In response to a question, Klingaman stated the sculpture should be available around the beginning of the year. Franklin indicated she and Klingaman would work with Fosse and Trueblood to determine some location options. OTHER BUSINESS: There is a November 1, 2001 deadline for a new grant opportunity for the American Spirit Project. Hudson suggested that Klingaman and Felling work with her as a subcommittee to get funding for neighborhood public art projects. ADJOURNMENT: Hudson apologized for running ten minutes over and the meeting was adjourned at 5:10 p.m. MINUTES FINAL I 1'1-27-01 3b(8) IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES SPECIAL MEETING - OCTOBER 15, 2001 MONDAY, - 5:00 PM Members Present: Linda Dellsperger, Shaner Magalh~es, Lisa Parker, Linda Prybil, Jesse Singerman, Tom Suter, Jim Swaim, David VanDusseldorp Staff Present: Barbara Black, Maeve Clark, Susan Craig, Larry Eckholt, Heidi Lauritzen, Kara Logsden, Martha Lubaroff, Liz Nichols Others: Gary Sanders, Sara Langenberg, Joel Miller, and Kumi Mords. Councilperson Steven Kanner attended for a brief period of time. CALL TO ORDER: President Parker called the meeting to order at 5:00 p.m. APPROVAL OF MINUTES: Eckholt corrected the minutes of the regular meeting of September 27, 2001. On page 4 in the Development Office report, he noted that $36,00 should read $360,000 has already been raised in new gifts. Parker called for approval of the minutes as corrected. All present voted Aye. NEW BUSINESS A. Public Hearinq on the project for asbestos abatement of the Lenoch & Cilek buildinq The hearing was opened. At this point, Craig introduced Joel Miller and Kumi Morris. Miller has recently been hired by the City of Iowa City's Public Works Department, as project manager for our project and Mords is the architectural services person. The Board members each introduced themselves to Miller and Morris. A calendar was distributed to the Board showing the schedule for the abatement portion as well as the expansion-renovation portion of the project. Bid documents will be available on 10/16. There was no public discussion of this project and the hearing was closed. B. Public Hearinq on the plans and specifications for the library expansion and renovation project. Parker opened the public hearing. Sanders expressed his concern about the playground, which would be removed and unavailable for one summer before it is replaced. He asked if there were alternatives to removing it entirely. The cost to move it would be a minimum of $50,000 because of the required safety features of the installation. Another issue would be finding a safe place to which it could be relocated. Miller and Morris pointed out, using the plans, that it was not possible to simply move it because of the fire lane and the safety issues involved relocating it anywhere in the construction zone. Sanders continued to suggest options such as moving it to the Chauncey Swan area, moving part of it, etc. Morris explained that they worked very hard with the architect to try to work around having to take the playground away for one summer. Ultimately the decision was made because a construction site, staging site, fire lane, and safety issues just did not make it feasible to relocate temporarily. Moving it twice would be a very costly project, however, safety was a larger part of the decision making process. Craig pointed out that the project description, from the very beginning, included the fact that the playground would be gone for a summer. Sanders encouraged the Library and Board to make it very clear to the public that there will be no playground next summer. Sanders said he wanted to satisfy himself that there were no other Minutes of ICPL Special Board Meeting October 15, 2001 Page 2 options and that the public was informed. Parker thanked him for his input and asked for any other public discussion. There was none and she closed the public hearing. Singerman reiterated that it should be clear that the discussion of removing the playground centered on safety not money. OLD BUSINESS A. FY03 Budqet Craig said there was not any substantial change since the last time the Board saw the budget. She asked for formal approval. Dellsperger made a motion to approve the budget, Suter seconded. By way of discussion, Craig explained that sometime in December the City Manager publishes his recommended budget. She was asked about personnel requests. Craig said that the personnel positions included in the budget were ones that the City Manager had placed in the budget for FY03 and FY04 as placeholders for the staff for new building. We are asking for both positions to start mid-year FY03. Prybil mentioned that we may have to pare things down given the current economic times and suggested that Craig would have places for which she could reduce expenses. Craig explained that the City Manager has always directed Depadment Heads to ask for what they need to fulfill their goals. Parker called for the vote. All trustees voted Aye. B. Buildinq Project The architects sent a document to Craig stating that they have completed the contractually required review documents and have ended the construction documents phase of the project. They provided estimates for construction costs at $13,417,288 with a contingency of $500,000.00. Also included were documents displaying estimate summary analysis with estimates of cost broken down into schematic design, demolition and construction. Craig said that sometimes contractors find discrepancies in the plans and specifications. Miller has looked the plans and specs over very carefully and feels they are well done and thorough. A motion was needed to proceed to the bid phase. Swaim moved that we accept the plans and specifications and proceed to the bid phase. Dellsperger seconded the motion. Singerman asked for some explanation regarding the spreadsheets detailing the estimate summary analysis. Their estimate is $18,481,114. We are about $81,000 over the estimated budget however there is a substantial contingency as well as alternate bid options. Prybil asked about an item called conveying. It is part of the construction component. (Note: Craig asked about this. Conveying is elevators). Parker called for a vote. All trustees present voted Aye. Craig said that moving into the bid phase means that construction begins soon. She asked for a discussion about communication during the construction phase. She wanted the Board's preference on how they wanted to be kept informed about the progress of the project. After a discussion, the consensus seemed to be that the Board be informed of out of the ordinary events. Parker thinks that a regular update at meetings would be a good idea and perhaps the Building Committee could handle other issues. Formal adiustment to the calendar. A change to the bid opening date to November 29 from November 15 was made. This means that a special meeting on November 27 is not required; it is replaced with a special meeting on December 10 at 5:00 pro. Board was asked if that could serve as the regular December meeting to avoid having two meetings in that month. This was met with a resounding YES. Minutes of ICPL Special Board Meeting October 15, 2001 Page 3 Staff Repods: Book End publicity. Article about BookEnd volunteers was included in the packet. ILA Conference. Several staff members and Board member, Shaner Magalh~es attended the meeting in Davenport. Craig reported that if the state budget goes through as it is now configured we'll only get a 4.5% cut and not a 7% cut as originally thought. The money that comes from the State is part of the Board's discretionary NOBU which we spend after it is received and we do not budget based on it. Community Readinq month is coming up. Book talk lunches are popular events at the library. The first one is October 24 and is the very popular Celebrity book talk. Mural project. Nichols passed around pictures. She praised all the people who volunteered their time for this project especially the crew from Carpenters Local 1260 who actually removed the pieces. About 10 are available at this point to frame. Swaim commended Nichols on the project. He said she did an amazing job getting all the details taken care of. The next step is to look at framing and then send pictures to the several organizations that indicated they wanted to take pieces. Parker said this was a great example of community cooperation. Inservice Day. Invitations and agendas were distributed to the Board. The theme of the day is Change, dealing with it from psychological and physical effects. VanDusseldorp asked how long we've been doing this. It is the ninth year we've held an all-day Inservice. VanDusseldorp remembers staff concern about the community's response to being closed one day. He feels it is an investment. Nichols responded that the community has been very accepting and the staff enjoys it with the exception of a few staff members who just philosophically object to being closed for the day, but it is the only time we get all employees together because of our evening and week-end shifts. ANNOUNCEMENT FROM MEMBERS Swaim reported that the Community Mental Health Center is sponsoring a number of free workshops this month. They are designed to assist people with problems resulting from the events September 11. Magalh~es announced that he volunteered to be on the special events committee of the Friends Foundation and he is working on the Spelling Bee. It is Tuesday, February 5. COMMITTEE REPORTS Ground Breakinq. Suter, Dellsperger, Eckholt and Craig met and came up with the plan that appears in the packet. There was a discussion regarding helium filled balloons because they are not friendly to the birds. Committee will think of something else other than balloons. Parker said that we should include past Board members. That was planned. Discussed setting a contingency blizzard date. Committee will meet again. In response to a question, January 10 was chosen because a weekday event would get more publicity and school kids get out early on Thursday. Singerman pointed the difficulty for some people to come in the middle of a workday. Parker reminded the committee that it is important that people who have worked so hard on it be able to attend. There seemed to be general agreement a weekend would be better. The committee will look at that too. Minutes of ICPL Special Board Meeting October 15, 2001 Page DISBURSEMENTS Visa expenditures for September 2001 were reviewed. Disbursements for September 2001 were approved unanimously after a motion was made and seconded by Singerman and VanDusseldorp. ADJOURNMENT 6:05 PM Minutes taken and transcribed by Madha Lubaroff FINAL/APPROVED 11-27-0'1 POLICE CITIZENS REVIEW BOARD ~ MINUTES - OCTOBER 9, 2001 CALL TO ORDER Chair John Watson called the meeting to order at 7:00 P.M. ATTENDANCE Board members present: Loren Horton, John Stratton and John Watson; board members absent: Bill Hoeft and Bey Smith. Staff present: Legal Counsel Catherine Pugh, PCRB staff Marian Karr. Also in attendance was Captain Tom Widmer of the ICPD. CONSENT CALENDAR Motion by Stratton and seconded by Horton to adopt the consent calendar as amended: a. Minutes of the meeting on 9/11/01 b. ICPD Department Memorandum 01-46 c. ICPD Use of Force Report -August 2001 d. Letter from City Manager regarding 01-01 Motion carried, 3/0. Hoeft and Smith absent. VIDEO Bob Hardy presented the PCRB informational video to the Board for their opinion. After reviewing the video, there was agreement as follows: · Trimming the length of the video down to around 10 minutes. · Introducing police file footage to break up interviews. · Reflect "former" Board members in titles. · Add information on how to contact the Board. · Include interviews with the Mayor, Police Chief, and City Manager. · Omit references to the continuation of the Board. · Clarify the Board's power to review and agree or disagree, but having no power to remedy. The Board did like the fact that the video showed their good working relationship with the Police Department. Captain Widmer said that in one spot the video infers that the Police Department was doing some things wrong and that the Board corrected them. The Board agreed that was not their intent and would like to change it. Watson is concerned that they sound too complimentary about the Police Department and wants the video to convey that there are times when they disagree. Hardy will notify staff when he can bring in the next rough draft. REPORT FROM NOMINATING COMMITTEE Stratton said the committee recommended the nominations of John Stratton for Chair and Loren Horton for Vice-Chair for the next year. CONSIDER MOTION TO FIX METHOD OF VOTING Motion by Watson and seconded by Stratton for voting to be by voice vote. All ayes. NOMINATIONS FOR OFFICE OF CHAIR AND VICE CHAIR Motion by Watson to move the slate of nominations from the committee. All ayes. Stratton is the new chair and Horton is vice chair. Stratton thanked Watson for his service to the Board. NEW BUSINESS No new business OLD BUSINESS PCRB Ordinance - copies of the new codified version were distributed. Letter (consent calendar) from City Manager regarding policy issues raised in the "Board Concerns" portion of Public Report 01-01. Watson got a call from Council Member Kanner urging the Board to give the City Manager what he was requesting. Watson called City Manager to explain again that they don't have anything to add to their investigative report. They felt that an 11-year-old was too young to give consent to a Police Officer. The City Manager wasn't aware that Assistant City Attorney could call PCRB Legal Counsel and talk about the issue. It was agreed that the Assistant City Attorney would call PCRB Legal Counsel. Watson is not sure the City Manager is withdrawing the request but it's been moved to the back burner. Watson feels the PCRB has laid everything out pretty clearly in the Board's public report. Watson will call the Chief and tell him that the new Board Members were not at the meeting and the City Attorney's office has not called PCRB Legal Counsel. The Board is willing to sit down and give their input on "Board Concerns" but they have no additional information to give on the complaint. Watson will continue to be the liaison. 2 PUBLIC DISCUSSION Widmer asked for a clarification on the due date for the Chiefs report on 01-02, noting the Board granted an extension without a formal request from the Chief. Watson reported he had a message today from the Legal Services Attorney, which said that the dispute with the Housing Authority had been resolved and they could go ahead with the investigation. The Board is expecting the Chiefs response by November 15 unless an extension is requested. Watson will contact the Legal Services Attorney to make sure they are aware that they are going ahead with the investigation. MEETING SCHEDULE · November 13, 2001,7:00 P.M., Lobby Conference Room · December 11, 2001,7:00 P.M., Lobby Conference Room · January 8, 2001,7:00 P.M., Lobby Conference Room BOARD INFORMATION If a meeting is scheduled for the end of December, Horton will not be available on December 27. STAFF INFORMATION None ADJOURNMENT Motion for adjournment by Watson and seconded by Horton. Motion carried, 3/0. Hoe~ and Smith absent. Meeting adjourned at 8:10 P.M. 3