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HomeMy WebLinkAbout2002-01-22 Bd Comm minutes 2b MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FINAL/APPROVED NOVEMBER 15, 2001 Members present: Lori Bears, Amy Correia, John Deeth, April Gutting, Gretchen Holt, Rick House, Kathleen Renquist, William Stewart Staff present: Tracy Hightshoe, Steve Long Others present: Irvin Pfab, Kate Nedved, Dan Smith, Alaina Welsh Call Meetinq to Order The meeting was called to order by House at 6:30 p.m. Approval of the Minutes from October 18, 2001 Renquist moved to approve October 18, 2001 minutes. Bears seconded. Approved 7-0. Public/Member Discussion of Items Not on the Agenda Deeth arrived 6:31 p.m. Correia wondered about the revenue from the 64-1a parking lot. Long explained that the final purchase price has not been negotiated. Separate from other CDBG projects, so not time sensitive and more flexibility. Hightshoe will e-mail with results when finalized. Approve FY03 CDBG/HOME Application Forms Renquist commented on her appreciation of the proforma spreadsheet and definitions. Long commented on changes from last year as a result of subcommittee recommendations. Non- Housing Application question #10, loan terms were broken down by category. Renquist pointed out the consistency with the forms that HCDC fills out. Next change is question #12, to further clarify volunteers, time they'll be used, and put value on volunteer tasks. Bears brought up question about January 23 "no exception" missing on this application, as well as noon deadline. Long stated that was missed and needed to be added. Question 12 was broken down further to include dollar amounts. Question 18, last sentence in parentheses was added. This is a way for HCDC to monitor. Question 23, last sentence was added in regards to litigation. City Attorney asked that to be added so they could check up on any litigation. Formatting changes still need to be made by document services to the Housing Application Guideline to increase similarity to Non-housing Application. First change is to question #7 where study by Heather McDonald was added. Applicant Guide will be shown at next meeting, as not all numbers from HUD have been distributed yet. Next change is 10b again relating to volunteers (same as Non-housing Application). Change in question #21, where note in parentheses was added. Question #25 also added the litigation question, for the City Attorney. Forms are scheduled to be online December 3, in Excel format. Proforma spreadsheet was included last year, but was part of the guide, and therefore was often missed. Could further explanations be added, in terms of what items to highlight. Makes it easier when applications are being reviewed. Stewart stated that cash flow being positive or negative are good to watch, Housing and Community Development Commission Meeting Minutes November 15, 2001 Page 2 as well as debt-service ratio (does income cover the debt). Non-profit vs. profit housing developers should have similar numbers, but profit developers should have more to split with owners and shareholders. Long commented on cheat sheet that might still be available from last year. Move to close discussion and to approve FY03 applicants by Renquist, with change to "noon" and "no exception" added to deadline on Non-housing Application. Seconded by Stewart. Approved 7-0. Discuss and Review FY03 Fundinq Process Timeline Stewart has conflict on January 17 meeting, as does Renquist. Meetings are primarily on Thursdays. Renquist questioned why one night for February meeting, and second night "if needed". Last year two nights were used. Long stated that presentations are cut out. Aisc depends on number of applications. Applicants will be there, but HCDC will be asking questions. March meetings are scenarios. Monitorin~ Reports Micro-Enterprise Start up--Ruby's Pearl (Holt): Spoke with Kimberly Koester. She stated that Nasby and Long were very helpful with the business plan. Kimberly expects that they will be turned down first time, and then second time to be accepted. Number has not yet been released, however business is going well and increasing. Ruby's Pearl is the seventh feminist sex shop in United States. They are becoming quite well known. Previous weekend had successful transgender awareness conference. Good inventory. Bears brought up accessibility issue. Understanding is that building itself is not physically accessible, due to necessity of going through bar to get to Ruby's Pearl. The issue was raised during application time. Staff will follow-up. Fac#ity Rehab--Neighborhood Centers of Johnson County (Correia): Spoke with Sue Freeman, Child Care Coordinator. Received funding to rehab in both Pheasant Ridge and Broadway centers. Flooring almost finished upstairs and downstairs at Pheasant Ridge, and flooring almost completed at Broadway. Dishwasher purchased for Broadway. Three bids are out for playground. Facility Rehab--Hillcrest Family Services (Correia): Spoke with Stacy. Contractor secured. Project anticipated to be completed shortly. Bathroom should be done by end of January. Child Care Facility--Hannah's Blessing (Correia): No number for contact person. Will follow up and report at next meeting. Acquisition Rehab--GICHF (Gutting): Spoke with Mary Ann on Tuesday. Originally granted loan for $281,609 to purchase 9 properties in Coralville and 9 in Iowa City. At this point, 4 in Coralville and 4 in Iowa City have been purchased, and 2 more close on November 30. Have spent approximately $100,000, which leaves $182,300 left to spend (excess from carryover). However, was Renquist's understanding that excess was finished previously? Staff will follow- up to make sure. Return to Ruby's Pearl--Holt's understanding is that some older buildings may not need to be handicapped accessible. Does Iowa City have policy in regards to that topic? Iowa Streetscapes Project was in relation to that, to raise street for accessibility. Long stated that he expects at least one request during the FY03 process for accessibility for a downtown establishment. Housing and Community Development Commission Meeting Minutes November 15, 2001 Page 3 Follow up from last meeting-- Pathways Adult Day Care - Acquisition (Renquist): Received e-mail from Jo, who stated that on July 31, 2001 Pentacrest, Inc. closed on property on Lot 14. Total project costs, which included renovation and remodeling, was $940,000. $300,000 from CDBG funds went towards purchase. Extend the Dream foundation (Renquist): Tom Waltz replied that the visit was good. Entire amount was paid directly to landlord. Free from rent and utilities for upcoming three years. Eagles' Flight - Minority Women's Health Initiative (Renquist): Denita Gadson is now in charge and has new e-mail address. $2970 has been expended to date on garden project. Some encumbered funds for October. Planting season next spring, funds are expected to be spent. Old Business Renquist visited Maurice Head in Fort Collins. He gave list of affordable housing in Fort Collins. One was old hotel that was renovated. Virtually no detached houses under $150,000. Average house is $220,000, while new house is $240,000. Acre of land sells for $100,000. Review and Discussion of Enterprise Zone: Stewart stated that he views Enterprise Zones as good, however seems as though City Council does not approve of them. Is there a downside that we are not aware of? Correia found someone from Council Bluffs to talk to, and it's a similar style project. Long stated Tracy printed off list of projects throughout state. At meeting gave to Commission for review. Renquist asked Pfab about Enterprise Zone. He stated one person in city dislikes idea. City Council feels would cause loss of control and does not "want Enterprise Zones in our city". Why are those cities different from Iowa City? There is a large range of sizes and geographical locations. Holt questioned if City Council ever disagrees with "VIP"? Correia suggested Commission members call people and collect information. Renquist suggested that HCDC members contact 3 persons each. Hightshoe stated that downside is that when a housing enterprise zone is created, developments with homes valued at more than 140,000 could be eligible for tax credits. Welsh replied that nothing over $120,000 value could be built, as this is for Iow to moderate income. Deeth wondered if there is a concern over the price range of housing. Assessed value of the home is specified amount. Welsh will e-mail members with 3 contact names and numbers each. Update on CITY STEPS Amendment: The 9% proposal was approved 5-2 by the City Council. Correia questioned if her memo comments at last meeting were even distributed or discussed among City Council? Questions not incorporated. Percentages fluid; so no money should be taken out for economic development unless it can be used for economic development. If the reasoning is due to CITY STEPS, then should the STEPS be changed? Seems like we're taking money away from housing. Correia also felt as though the Amendment memo was written as though change was already in effect rather than a proposal. However, Holt pointed out that "if adopted" is the wording. Deeth wondered what contingency funds are to be used for. Long answered that the funds are for cost overruns and emergencies, is taken out of administrative excess funds. Unfortunately this year's money was used up, but usually projects are under budget, and therefore money is rolled over. Renquist asked where percentage comes from. Correia wanted to know if there's a way to clarify about the 9%? Percentages based on total CDBG and HOME as if it's a perfect system. Is it because it's never been used? Numbers were previously 9%, and since unused, went back to 5%. CDBG can be for other uses besides housing, however there is a need for housing. Long said that CITY STEPS would have to be changed, so it would not take effect this year. City Council passed a resolution establishing CDBG fund. Correia did not recall ever Housing and Community Development Commission Meeting Minutes November 15, 2001 Page 4 seeing that resolution. City Council gave presentation about a year ago, and that's when process started. Could have only taken one meeting rather than three, with public hearing. Discussed someone from HCDC committee to sit in on Council meetings. If CDBG eligible, is it CDBG money? Gutting questioned if money is unused at the end of the year, where does it go? Believed that it reverts to Council, rather than revolving back to CDBG. Correia asked if CITY STEPS are only amended one time per year. Long replied no. Correia stated that streetscape was also listed in high need section, however many items were included in that project, such as wiring, plumbing, sewage, and handicapped accessibility. CDBG funds could be used for the project as it's listed under economic development. Renquist stated that Gutting had a question in relation to economic development applications. If proposals are submitted, does the Economic Development approve them all. Does that include Micro-enterprise? New Business Renquist received the CITY STEPS funding chart and mentioned that the new construction category is over the target for the past two years. Long stated that 5-year goal will be included before application process begins. This is allocations, not expenditures. Correia also requested number of units for housing amounts. House and Deeth agreed. Gutting wondered about providing child care during meetings to increase applications for HCDC vacancy. This might help to increase community representation and get a larger pool of applicants. Long stated that in the past, agreement was reached with Neighborhood Centers to provide child care at meetings. Correia announced that there is a one-year waiting list for vouchers at the Housing Authority. Gutting also questioned Cedar Wood Complex. Is that where waiting list is coming from? Has not happened yet. When that's in effect in about 11 months, then those people living there get opportunity for voucher. Correia mentioned that the ICHA received many grants previously, so the list built back up. House commented on reports that were formerly received, such as the Housing Window. Adjournment The meeting was adjourned at 7:35 p.m. ppdcdbg/rnln/hcdcl 1-15-01 .doc 2b MINUTES IOWA CITY AIRI'ORT COMMISSION THURSDAY DECEMBER 13, 2001 - 5:45 P.M. IOWA CITY AII~ORT TERMINAL MEMBERS PRESENT: Rick Mascari, 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 5:45 p.m. APPROVAL OF MINUTES: In the second to last paragraph under Commission members' report, Anderson, not Mascari, asked about the end table being used for the pop eom machine. The minutes of the November 15, 2001, Commission meeting were approved, with the correction. AUTHORIZATION OF EXPENDITURES: Mascari asked about the bill for the water line. O~Noil said there was a leak in the line servicing the United hangar. The line was diaconneeted at the main. O~Neil said it would have had to be disconnected next spring when the building ia removed. The line for the wash rack was cormeeted to the United hangar. There will no longer be a free wash rack for the tonant~. Ellis made a mof~on to approve the bills, except for the payment to Double Cheek. Horan seconded the motion and the bills were approved 4 - 0, PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: Jim MeCrabb said he would like to upd~e the Commission on the status of the FBO. Run Duffe and MeCrabb will be employees of Jet Air and will manage the Iowa City operation. IOW Aero is still negotiating with Jet Air concerning equipment. Most of the 1OW employee~ will be employed by Jet Air. ITEMS FOR DISCUSSION/ACTION: a. IOW Aero 1. Commercial Aero Club agreement - O~Neil said the Commercial Flying Club agreement the Commission signed with IOW expires in March of 2002. He said he has discussed this with McCrabb. IOW would like to combine the Building D lease with the flying club agreement. IOW would like to renegotiate a five-year lease for Building D. O~eil said this would require a public hearing because it is a public lease longer than three years. Horan made a mo~len for a resolution to set a public hearing for January 10, 2002 at 5:45 p.m. for comments on an agreement with IOW Aero. Ruyle seconded the motion and at roll call vote, it was passed 5 - 0. 2. Building D renovation - McCrabb circulated a list of expenses for renovating the building. He reviewed a list oftbe parts of the project that were completed and what he anticipated it would cost to finish the project. He said he had discovered that he did not document all of the actual labor, but he was going to submit the bill the way it was. He said the renovation to date cost $11,193.52. This was mainly hangar UnProvement costs. Not much work had been done to the office. McCrabb said the cost to replace the fumaee and air conditioning for the office would be several thousand dollars. To finish the building, it was estimated to cost an additional $13,000. McCrabb said he would like to go ahead and install the carpet next week to take advantage of a sale price, He said he would eventually like to install a kitchenette for the Club members. McCrabb said the average labor wage paid for the renovation was $17.50. It was a bit more when mechanics were doing the work and somewhat less when linemen were doing the work. He said there was a lot of night work and weekend hours. Mascari asked Oq~eil if he had approved all of the work done up to date? O~Neil said he had talked to 1OW about the painting and insulating the east door after *,he work had started, but had not talked about specific details. He said that is why McCrabb was at the meeting. Mascari said he thought that the budget needed to be approved by the Commission before any money was spent? Anderson said a decision needed to be made on what were basic improvements and what were tenant improvements. McCrabb said the kitchenette would be a tenant improvement. Dulek asked O~Neil if the interior improvements were budgeted? Ellis said they were budgeted by not charging IOW the $ 500 per month rent until the improvements were paid for. Ellis said IOW had epent what amoun~ to two years rent from their 2 1/2-year lease. Ruyle said he thought the Commission should discuss the budget numbers in more detail. Because the budget revenues for this year will be below what was projected, the Commission needed to be careful about spending money. Mascari asked if it would have been cheaper to bid out the painting? McCrabb said he got a proposal for paint'mg and it was $26 per square foot or about $14,000 for the whole building. Anderson said he thought the $17.50 per hour was a fair labor rate. Mascari said he would like copie~ of receipte for materials and some break-down of the hours. Ellis said he anticipated that the Commission would not receive any rent for the build'mg for the 2 1/2-year lease. Ruyle said he had not looked at it as not receiving any income for the life of the lease. McCrabb asked if IOW would have to wait until the next Commission meeting until the e~peuses were approved? Mascari said he wonld like to see receipts. Ellis said he thought that IOW should go ahead and have the plumbing installed. McCrahb said he would not supply the receipts, but would meet with O~eil and show him the receipts for materials. He said there are at least 25 receipts. Mascari said he would like copies of all the receipts. Ellis said he didnl think showing the receipts were necessary. Anderson said that the agreement was to show the Commission a budget before any money was spent. That is what the hangar lease said~ Horan said the Commission needed documentation. McCrabb said he has no problem providing documentation. McCrabb asked O~eil when they had discussed the pa'ming project? O~Neil said they did not discuss the painting until after IOW had started the project. O~eil said they did discuss insulating the east door before IOW staaed that part of the project. McCrabb said the painting was discussed with the Commission at the November Commission meeting. Anderson said the agreement was that a plan of action and budget was to be approved by the Commission before any work was done. Dulek said that was the mutual agreement between IOW and the Commission. Ellis said he didn~ think IOW needed to get approval from the Commission to begin doing the basic things to make the building habitable. McCrabb said he thought IOW was doing what the Commission agreed to. Horan said it should be clear that any further improvements done by IOW without Commission approval would be done at their oven expense. O~eil asked if there is anything IOW needs approved before the next Commission meeting? Mascari said if the Commission needed to have a special meeting to approve IOW~s plan, one would be scheduled. O~Neil said he will meet with McCmbb and get the receipts requested by the Commission, Ellis said IOW said they would like to install the carpet. At, er some discussion, the Commission said they would like three proposals for the carpeting before they would approve any installation. b. Aviation Commerce Park 1. Lease- Lot #10 - Tracy Overtun, from Iowa Realty, said he was hoping Rob Nichols would be at the meet'mg to discuss the lease. Mascari reopened the public hearing that was cuntinued from the last meeting. Overton said Nichols wanted a couple of changes in the lease. He wanted the lease based on ability to get financing by March 2002. He is waiting to see if be can get a grant or qualify for a low cost loan. The other item he wanted to add was that he would like to delay lease payments until July l, or until he received an occupancy permit if it is before July I. Since no other items were presented, Ruyie made a motion close the public hearing. Anderson seconded the motion and aider a 5 - 0 vote, the hearing was closed. Ruyle made a motion for a resolution to approve the lease with Rob Nichols for Lot #10 in the Aviation Commerce Park. Horan seconded the motion and at roll call vote, the motion passed 5 - 0. 2. December Report - Overton said that the lot marker signs were completed and he would meet with O~[eil to have them installed. Overton said he has had interest in the Park but did not have offers ready to discuss with the Commission. He said at one time there was discussion about the City building a spec building, but he understands the City's budget is going to be extremely tight for the next couple of years so he did not think this idea would still be viable. He said there is one potential tenant that is interested in building an aviation-related project. b. Gordon Aircraft lease - O~Neil said Gordon Aircraft is interested in a five year commitment, but ho would like 2 two-year terms and 1 one-year term. This is due in part to accommodate the University Synthetic Vision project. Because the University project is funded annually, Gordon wanted the ability to get out of the lease before the end of five years if the University cancelled funding for the program. Ruyle wanted to know what type of lease Gordon has now? O~Neil said the lease is on a month to month basis. The rent per month, which is $1250, would not be changed. Ruyle said he would be in favor of approving the lease with the two options if the rent could be negotiated at the end of each option. Anderson made a motion for a resolution to approve the Gordon AircraR lease. Horan seconded the motion and at roll call vote, the motion passed 5 - 0. d. Fuel site - Blum presented a letter from H.R. Green, recommending the Commission accept the project as b~mg substantially completed, He said he would also recommend making a partial payment. This would be a payment for about 90% of the project. About $16,000 would be retained. Blum said the change in the soRware would be installed aRer the Commission was certain the system worked to their satisfaction. Blum said there is still a problem with the original soRware. Blum said the paint problem was resolved and Double Check has given Green a letter with an extended warranty. Horan made a motion to pay the invoice for 90% of the project. Ruylo seconded the motion and it passed 5 - 0. OrNeil recommended the Commission wait until aRer January 1 to install the new software. It will be incorporated into Jet Ai~s computer system and daily audits can be done from the Terminal Building. Now the system must be read on a daily basis out at the card reader. Multi-pricing capability will be added. Anderson said an Airport tenant supplied the ladder out at the pump. He said he thought the FBO should supply the ladder. Airport Zoning Code update - ALP changes - Blum said that the Airport Commission and the Zoning Commission both agreed on what areas to protect with the updated zoning. This will involve changing all thirteen pages of the ALP drawings. Blum said this would probably cost about $1200. There is one page, the Terminal Area drawing, would take more substantial work. This does not have to be done at this time. O~Teil said the Airport is not eligible to apply for IDOT or FAA grants if they do not have a current ALP on file with IDOT and the FAA. Horan made a motion to have H.R. Green update the ALP, on a time and material basis, not to exceed $1200. Ellis seconded the motion and it passed 5 - 0. f. Minimum Standards for Commercial Aeronautical Activities - O~Neil said there are several areas that need to be updated. Mascari suggested having a separate meeting to deal with this update. He suggested meeting on January 17, 2002 at 5:45 p.m. O~Neil said ~t would be important to involve the public as much as possible. O~leil said that ifthe Commission would get suggested changes to him before the meeting, he would circulate the suggested changes to the Commission members. It should save some time at the meeting. g. Airport Improvement Program - FY 2003 - O~Neil said this is the plan for grant applications for the next fiscal year. He said the main projects for the next three years would be the extension of Runway 07/25. He said because of the cost, the FAA would probably want to fund this as a multi-year project. He said to meet the City's schedule, relocating Dane Road would need to be moved from the FY 2002 budget to the FY 2003 budget. Money was programmed by the FAA for FY 2002. Because of the move to FY 2003, there will be no guarantee of funding. Ruyle made a motion for a resolution to approve the FY 2003 FAA AIP. Ellis seconded the motion and at roll call vote, the motion passed 5 - O. CHAIRPERSON'S REPORT: Mascan asked about the semi-permanent NOTAM for the displacement on Runway 18. Blum said the NOTAM could be removed after the change is published in the approach plates. O~leil said he would call FSS. Mascan said he used the self-service 100LL pump a couple of times and it worked just fine. Mascari said he was glad to see that Jet Air was going to hire most of the 1OW employees. He thought IOW did a good job. Mascari encouraged Horan to renpply for the Commission. Mascari said he thought the Meigs Field issue was settled and Meigs would be around for another 50 years. COMMISSION MEMBERS' REPORTS: Anderson asked O~Neil if he contacted Seizer Werderitsch about the roof leak in Building K? O~Neil said he had contacted SWA but did not know if they had been out to fix the leak. Horan said he was in a t-hangar in Building C and noticed there is a lot of condensation. Ruyle asked O'Neil to identify revised documents to identify which one is the most current. He said this would be helpful if an agenda or lease is changed between the time O~Neil sent out the info packets and the meeting. ADMINISTRATIVE REPORT: O~Neil said Ellis had wanted to know about installing sidewalks on Riverside Drive. ONeil said he discussed this with the IDOT resident engineer and it is not probable to install a sidewalk on the west side of Riverside Drive because it would have to be in the 35-foot right-of-way. He also discussed the project with the Rick Fosse, the City Engineer. Fosse said this is something that would eventually have to go through the Council. The Commission should put a budget together on tho cost of the sidewalk and suggested funding and then present the idea to the City Courier. Ellis had asked what kind of ARFF training the Fire Depamnent has? O~leil said he discussed this with Andy Rocca, the Fire Chief. Rocca said much of the training the depaxtment does, though not specifically ARFF training, parallels the things done in Aircratt Rescue and Fire Fighting training. He would welcome joint ARFF training with other departments. In April, the Commission started to get leases for hangars in Buildings A, B, and C. The Commission took control of the hangars from the FBO in March. Because of an insurance requirement glitch, the leases were put on hold. O~Neil recommended the Commission finish getting leases for the 30 tenants. A renewed interest has been shown in selling the Commission a parc of the property in the Runway 12 RPZ. The Commission said they would be interested in seeing a proposal from the properly owners. There will be a vacancy on the Commission in March. Horan's term ends. Applications are due by January 16~. The insurance company denied the insurance claim for the tools that were missing from hangar ~60 during construction on Building K In response to an earher inquiry, O~Neil said it was Dulek's opinion that the Commission could not appoint an official alternate to the Airport Zoning Commission. 5 The ConmUssion's apphcation was not selected for the FY 02 IDOT Vertical Infrastructure Grant program. The $50,00 grant would have been used to replace the roofs on buildings B and C. The City Manager and Finance Department have requested that all departments reduce their FY 2002 budget for training. O~Neil said he had made some reductions in the Airport budget for travel to the Iowa Ay/at/on Conference. O~eil circulated a memo from the City Manager concerning a projected FY02 revenue shortfall. The Finance Department has requested copies of the Commission's leases, O~Neil said Mascafi would probably be questioned about this at the budget mectmg in January, O~Neil said the majority of the shortfall could be d/reetly attributed to the agreement with Iowa City Flying Service to pay for Build/ng F. The Commission will need to carefully review any future leases. O~Neil said ICFS is still advertising in the yellow pages as doing business at the Iowa City Airport. Mascari said maybe it was put in automatically by the telephone company. O~Neil said this should probably be investigated further. The Airport's minimum standards require commercial businesses to have an agreement to operate at the Airport. Ellis asked if there could be something done about all the birds at the Airport? Ruyle said this is a problem this time of year at all airports. Ellis said maybe someone could drive around with the pick-up truck to chase the birds away. It was also suggested that maybe dogs could be used to scare the birds away. O~leil said it is permanently NOTAMed that there are a large number of birds in the area. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for January 10, 2002,at 5:45 p.m. ADJOURNMENT: The meeting was adjourned at 8:21 p.m. Rick MasCan, Chairperson IOWA CITY BOARD OF ADJUSTMENT WEDNESDAY, DECEMBER 12, 2001 -5:00 P.M. CIVIC CENTER - COUNCIL CHAMBERS MEMBERS PRESENT: Mike Paul, Kate Corcoran, Vince Maurer, T.J. Brandt, Dennis Keitel MEMBERS ABSENT: None. STAFF PRESENT: Karen Howard, Sarah Holecek I,]:SA OTHERS PRESENT: John Moreland, Jr. CALL TO ORDER: Chairperson Corcoran called the meeting to order at 5:02 P.M. ROLL CALL: Paul, Corcoran, Brandt, and Maurer present. Keitel came in at 5:07 p.m. CONSIDERATION OF THE NOVEMBER; 14, 2001 BOARD MINUTES: Motion: Brandt moved to approve the November '14, 200'1 minutes. Maurer seconded. Motion carried 4-0. SPECIAL EXCEPTIONS: EXC01-00026. Howard stated that this application has been deferred to the next meeting. EXC01-00027. Howard stated that this application has been deferred to the next meeting. EXC01-00025. Discussion of an application submitted by John Moreland, Jr. for a special exception to permit dwelling units above a ground floor office use in the Community Commercial (CC-2) Zone at Lots 1 & 2, Eastdale Mall Addition. Howard stated that this application requests 16 dwelling units on the second and third floors above ground floor commercial. She said that the Community Commercial Zone permits residential dwelling units above commercial so long as it meets density requirements and the general special exception review requirements. She stated that this application is in compliance with the density requirements. Howard said that staff feels that mixed use in this particular area will be compatible with the surrounding commercial area provided that careful attention is paid to the design of the building and the site so that it is conducive to both commercial and residential uses. She said that this area has been designated by City Council as an urban renewal district which promotes economic revitalization of the area. She stated that staff and the applicant have had a number of discussions about the site plan and the design of the building and the applicant has revised the site plan and building with regard to the three discussions. New building elevation was submitted today. She said that in the revised plan the building has been set closer to First Avenue to keep more in line with other buildings and to give a better streetscape and to separate the commercial and residential parking. Howard presented the new elevation plan presented to staff today, and said staff feels the design is good, integrating commercial and residential well. tn response to a question from Corcoran, Howard confirmed that there will be balconies on the second floor, which will be screened. Howard passed out a color drawing which the applicant submitted today, showing proposed landscaping and parking. tn response to a question from Keitel, Howard stated the existing frontage road will be removed. Howard said that the Fire Department and Transportation Planners felt this was not a problem in terms of emergency access. Corcoran confirmed that ingress and egress to the site will be from the south. Iowa City Board of Adjustment Minutes December 12, 2001 Page 2 Howard said that staff had some concerns about required signage and landscaping on a number of adjacent buildings owned by the applicant, and applicant has agreed to remedy those concerns prior to issuance of an occupancy permit for the new building. Howard stated that staff recommends that this application be approved, subject to the applicant adhering to the building design and general landscaping shown on the building elevation submitted on December 12, 2001, and prior to issuance of an occupancy permit for the newly proposed building the applicant must bring surrounding properties into compliance with the landscaping and signage required as part of previously approved site plans and special exceptions. Public Hearin,q Opened John Moreland introduced himself and referred to the site plan presented today. He advised that when Eastdale was developed, the land between Lots 8 and 9 and the vacant parcel on 7 were set up for all those buildings to face the centerpiece, which was a pedestrian walkway. However, Eastdale never got developed that way so the pedestrian walkway was not needed. He said that through negotiations, they purchased that property and the frontage area. He said that since there were so many entrances into Eastdale the frontage road was unneeded. Moreland thanked the staff for taking time to meet to iron out concerns on the project. In response to a question from Keitel, Moreland said that the people who own condominiums commonly own the area between Lots 8 and 2. He said it will be a private aisle between the buildings. He said that if "private property" signage becomes necessary, they will put it up. However, he feels that it will be obvious that it is not a throughway. Public Hearin¢~ Closed Motion: Keitel moved to approve item EXC01-00025, a special exception to permit dwelling units above a ground floor office use in the Community Commercial (C0-2) Zone at 1570 S. First Avenue, subject to 1) the applicant adhering to the building design and general landscaping shown on the elevation submitted on December 12, 2001; and 2) prior to issuance of an occupancy permit for the new building, the applicant must bring surrounding properties into compliance with the landscaping and signage required as a part of the previously approved site plans and special exceptions. The motion was seconded by Maurer. Holecek arrived at 5:22 p.m. Findinqs of Fact Paul stated he will vote in favor of this application. He feels the applicant has met the specific and general standards. He said he does not see this project being a detriment or endangering the public health, safety, comfort or general welfare. He stated that it is an urban renewal area, and to have this area redeveloped is in accordance with the Comprehensive Plan. He said it will not be injurious to the use and enjoyment of other people in the immediate vicinity, and will not substantially diminish or impair property values in the area; will not impede normal and orderly development or improvements to surrounding properties. He said there are adequate utilities, access roads, drainage and necessary facilities, and adequate measures have been taken to provide ingress and egress according to the Plan. Paul congratulated Mr. Moreland on the task of redeveloping this area, and on his projects to date. Keitel stated he will vote in favor, for the reasons stated by his colleague. Brandt stated he will also vote in favor of the application. Maurer stated he will vote in favor of the application. Corcoran stated she will vote in favor for the reasons already given, and said she agrees this is consistent with the Comprehensive Plan. She thanked John Moreland for working well with the City to come up with a compatible design. Iowa City Board of Adjustment Minutes December 12, 2001 Page 3 The motion passed on a vote of 5-0. BOARD OF ADJUSTMENT INFORMATION Paul moved that the Board Chair for 2002 be T.J. Brandt, Seconded by Maurer. The motion passed on a vote of 4-0, Brandt abstaining. Brandt moved that Paul be the Vice Chair for 2002, Keitel seconded. The motion passed on a vote of 5-0. Paul thanked Corcoran for her service to her community. Corcoran stated it has been a pleasure to serve on the Board. She said that the key is just to make a good record. Howard stated that there are no applications for the vacant position on the Board, so the deadline has been extended. In response to a question from Brandt, Holecek stated that the rules state that a member whose term is expiring cannot fulfill their own expiring term. The Board discussed a celebration for outgoing Board member Comoran. The next meeting is scheduled for Wednesday, January 9, 2002. ADJOURNMENT Paul moved to adjourn, seconded by Keitel. The meeting adjourned at 5:32 PM. ~'oard Chair~(~rson ~o'~r ecretary Minutes submitted by Neana Saylor F*pdadrWr~n/boa 12-12-01 doc ~~! 01-22-02 MINUTES IOWA CITY BOARD OF APPEALS MONDAY, DECEMBER 3, 2001,4:30 P.M. CIVIC CENTER LOBBY CONFERENCE ROOM MEMBERS PRESENT: Anna Buss, Gary Haman, Wayne Maas, Tom Werderitsch, John Roffman MEMBERS ABSENT: Doug DuCharme, Tim Fehr STAFF PRESENT: Tim Hennes (Sr. Building Inspector), Sue Dulek (Asst. City Attorney), Jann Ream (Code Enforcement Asst. acting as minute taker) OTHERS PRESENT: Larry Svoboda (112 Bloomington Street) RECOMMENDATIONS TO COUNCIL: None CALL TO ORDER: Chairperson Roffman called the meeting to order at 4:35 P.M. CONSIDERATION OF MINUTES: Meeting minutes from the October 1,2001 meeting were reviewed. MOTION: Maas motioned to approve the minutes with a second by Buss. Motion passed unopposed with a 5-0 vote. Request for a Modification of Section 709.5, Nonsymmetrical Wall Construction, of the 1997 Uniform Buildinq Code. (112 E. Bloomington Street) Hermes stated that this request is virtually identical to a request that was granted at the July 10, 2000 meeting for a multi-family building located on Shannon Drive in Iowa City. He handed out copies of the minutes from that meeting. He explained that the 1997 UBC requires a one hour wall in this type of construction which is typically 5/8 dry wall on either side of the wall. Larry Svoboda is requesting that Section 704.5 of the 2000 International Building Code be applied which allows for nonsymmetrical construction when the structure is greater than 5 ft from the property line and for the application of O.S.B. on the exterior instead of dry wall. The structure at 112 E. Bloomington will be more than 5 ft from the property line. Staff recommended the request. MOTION: Werderitsch moved that since the alternative system is in conformance with the 2000 IBC, Section 704.5, the request for nonsymmetrical wall construction be granted. Buss seconded. FURTHER DISCUSSION: Roffman asked for clarification if the whole building would be reviewed under the 2000 IBC or just this issue. Henries felt that in this instance since this was the only significant issue and that all other fire resistive issues had been addressed, then this modification would be all that was required. VOTE: Request was approved 5-0. Other Business: Hennes stated that it will take approximately 2 months from the time the Board recommends the 2000 code to Council to its adoption; so, if an April or May adoption is desired, then the Board needs to get started on the procedure. All Board members have been to the code update classes and Hermes asked for input from the Board on any issues that came up. Hennes stated that he would review the current local amendments with staff and make any required revisions. He noted a discrepancy between the 2000 IRC and the 2000 IBC concerning separation requirements in townhouse units of three or more. Hennes used this as an example of the type of issue that will need to be sorted out. Haman stated that the code update class addressed this issue. Also the Board will need to decide which handicapped accessibility code is adopted. Wederitsch asked if Hennes had looked at the local amendments of other jurisdictions which have adopted the 2000 code. Hermes said that he is reviewing those amendments and would get a list to the Board of the issues addressed. Henries expressed that he would like to keep local amendments to a minimum. Wederitsch mentioned that the redundant system requirements for building scuppers (drainage) that are required by the 2000 IPC will add significant cost to a structure. Discussion occurred as to which plumbing code the State of Iowa will adopt. Hennes stated that he requested that the plumbing inspector generate a list of the discrepancies that would occur if the City adopted the 2000 IRC and the State adopted the 2000 UPC. Discussion occurred on how to resolve this type of issue. Roffman asked that once a recommendation has been formulated, when public hearings would start. Hermes said there would be several meetings where the public could provide input and there would be comment allowed at the City Council meeting. Henries mentioned that there are two projects (OPN Architects and Shive - Hattery) that are being designed under the 2000 code and would want to start before the 2000 code is formally adopted. He asked how the Board wanted to handle this. Roffman asked if there was any precedent for allowing the buildings under the 2000 code before it is formally adopted. Hennes said he would check into it. Sue Dulek updated the Board on 13 S. Linn (handicap accessibility issue). Dulek has submitted written arguments and the Board of Review and Scott Kading will be submitting theirs later in December. Dulek can then respond. The appeal should be heard in early January. The owner of 426 Bayard (dangerous building) has entered into a plea agreement with the City which allows for scheduled inspections, required permits for needed repairs and a completion date of May 2000. Buss asked why this house could not be dealt with in the same way the City was pursuing condemnation on 707 Walnut Street and 656 S. Governor. Hennes explained that a new procedure is in place which is expediting the process. 426 Bayard was pursued under a different procedure that needs to be brought to completion under that process. Buss asked if the City acquires property through the condemnation process how a citizen could buy the property. Council member Steven Kanner joined the meeting. Discussion occurred on the meeting schedules for the next few months concerning regular Board meetings and code update meetings. ADJQURNMENT: Werderitsch moved to adjourn the meeting. Buss seconded. All members voted Aye. The meeting was adjourned at 5:08 P.M. yRoffman, ~Appeals Chair Date Minutes submitted by Oann Ream 2b FINAL/APPROVED MINUTES PARKS AND RECREATION COMMISSION DECEMBER 12, 2001 MEMBERS PRESENT: Kevin Boyd, Toni Cilek, Bruce Maurer, Nancy Ostrognai, Matt Pacha, Al Stroh MEMBERS ABSENT: Doug Ginsberg, Craig Gustaveson, Rex Pruess GUESTS: Casey Cook, Terry Dahms, Barbara Endel, Glenn Siders, John Westefeld STAFF PRESENT: Bob Mildo, Mike Moran, Terry Robinson, Terry Trucblood FORMAL ACTION TAKEN Moved by Boyd, seconded by Stroh~ to approve the November 14, 2001 minutes as written. Unanimous. Moved by Cilek, seconded by Stroh, to accept Ouflots CT D~ E and F as the Neighborhood Open Space requirement~ but not to accept Outlots A and B~ contingent upon the developer providing a 25-foot wide public access to the greenway off Cory Circle, somewhere between Anthony Street and Brandon Street. Unanimous. The commission also noted the importance of retaining the public access points as shown on the preliminary plat - one entering Outlot D between lots 47 and 53, and one entering Outlot C between lots 77 and 103. Moved by Boyd, seconded by Cilek~ to accept fees in lieu of land in the Stone Bridge Estates (Part 2) subdivision. Unanimous. Moved by Boyd~ seconded by Cilek~ to elect Matt Pacha as chair and Rex Pruess as vice chair for 2002. Unanimous. PUBLIC DISCUSSION Pacha acknowledged and congratulated John Westefeld on his appointment to the commission. Terry Dahms of F.I.R.S.T. expressed their appreciation and acknowledged the commission for the improvements made to the City Park Trails. He noted many people are pleased with the added loop. Casey Cook of F.LR.S.T. presented a conceptual design for the Sand Lake Trail. He has requested to be placed on next month's agenda to discuss it. He stated the idea is to develop a trail system around Sand Lake, noting it is one of the commission's top C.I.P. priorities. The trail will solve the problem of people coming off of Highway 6, include a parking lot, will capitalize on the trail corridor system, and could spur some redevelopment in this industrial area. Costs will be refined for next month's meeting. Pacha inquired about the dotted section of trail on the design. Cook indicated this proposed section would need Metro Paver's cooperation and was put on as an alternative for the future. He noted they have collaborated with Hills Bank to provide access for people using the bank. Cook stated they might get resistance from the airport, noting the trail is within the navigation easement. He noted the parking lot is not within that easement and felt their questions could be answered. Parks and Recreation Commission December 12, 2001 Page 2 of 5 NEIGHBORHOOD OPEN SPACE ISSUES: Lindemann Subdivision Trueblood acclimated the commission to the area in which the subdivision is located. Southgate Development proposes to provide 11 acres of open space that far exceeds the neighborhood open space requirement of 2.85 acres. Tmeblood noted staff would like to see the green space more appropriate for providing active use and more centrally located to make it accessible to a greater portion of the subdivision. He pointed out that staff would like to see the proposed open space shifted, in part, to another area. The Parks and Recreation staff's position is that more centralized parkland to accommodate active use is needed to technically comply with the Neighborhood Open Space Ordinance. Tmeblood reviewed excerpts of the ordinance pertaining to the nature of land to be dedicated. The proposed open space on the north side of Court Street could provide a small active park, but it is near an arterial street and staff generally does not like to locate playground equipment adjacent to arterial streets. Also, staff is not inclined to accept Outlots A and B due to their size and location. Bob Miklo gave a brief background of the Northeast District Plan where this proper~ is located. The Conditional Zoning Agreement, which the developer agreed to, provides general concepts to be included in this area. One of the criteria is the creation of centrally located parkland within the development and ensuring neighborhood access to the open space areas. The Planning staff does not feel the proposed open space is centrally located. They feel the open space needs to be in the center of the development or the alternative that more active open space adjacent to the greenway be provided with lots 172-175 and 208- 21I. Glenn Siders with Southgate Development acknowledged staff does not feel the open space is adequate for a centrally located park. He questioned the meaning of the term "centrally located", noting it is not defined in any ordinance. The developer feels they have demonstrated general compliance with the neighborhood design policies contained within the Northeast District Plan. Siders stated a trail and greenway corridor are included, and they feel there is enough area within the 11 acres to provide a centrally located park, even though it is unclear what a centrally located park is. They feel the neighborhood development principles set forth in the Northeast District Plan will be implemented - neighborhood parks 3 to 7 acres in size, centrally located, associated with trails, expanding existing public parks, incorporating pocket parks and smaller public or private open space areas throughout the district. He noted the open space is less than 2.5 blocks from Scott Park. Siders stated they felt they have more than complied on the plat with the centrally located park requirement. He did not agree with staffs opinion that the acquisition of lots 172-175 and 208-211 would enhance the proposed park. The lots total 1.25 acres in size and there would be loss of revenue in sales and expenses incurred to provide infrastructure in front of these lots. Siders stated they would not be able to recapture the money. Court Street would have to be a private drive between two lots, which would generate a need for a homeowners association, and lots on Court Street are not as desirable. He noted these lots are not practical for open space due to the slope. Siders reiterated they feel they have mom than complied with the rules, regulations and ordinances, and failed to see how the additional lots would enhance the centrally located open space currently proposed for dedication. Pacha indicated the active part of the park could be located towards the back portion of this area away from Court Street. Miklo questioned accessibility. Siders felt the subdivision goes beyond the Neighborhood Open Space Ordinance requirements, and follows the conditional zoning agreement and concepts of the Northeast District Plan. He did not feel the additional lots were an acceptable compromise. Miklo reiterated the developer agreed to follow the concepts of the Northeast District Plan, which goes beyond the Neighborhood Open Space Plan. The plan shows the north/south streets having parkland fronting on them, Parks and Recreation Commission December 12, 2001 Page 3 of 5 which parkland becomes more visible to the neighborhood instead of behind people's houses. Stroh indicated he was not excited about acquiring the additional lots, noting it just widens the area of what is already proposed. Trueblood noted from staffperspective they did not object to accepting the green space, but they felt it did not entirely comply with the Neighborhood Open Space Ordinance with regard to usability, not to mention the conditional zoning agreement and the Northeast District Plan. Stroh stated if people in this area can get to the greenway, they have an easy connector to Scott Park; Tmeblood noted they would have to cross Court Street. Boyd indicated he was inclined to accept the proposed open space with the exception of Outlots A and B, which would not be used and create extra maintenance for the City. He did not see the need for the additional lots, noting he felt they did not add anything other than visibility; Cilek agreed. Miklo referred to Teg Drive and if there were houses on both side of the street how it would change the nature of Willow Creek Park. Maurer stated it would be nice to have another access to the area; the commission as a whole agreed. Siders stated they could incorporate another access. Moved by Cilek~ seconded by Stroh~ to accept Outlots C~ D~ E and F as the Neighborhood Open Space requirelnent~ but not to accept Outlots A and B, contingent upon the developer providing a 25-foot wide public access to the greenway off Cory Circlet somewhere between Anthony Street and Brandon Street. Unanimous. The commission also noted the importance of retaining the public access points as shown on the preliminary plat - one entering Outlot D between lots 47 and 53, and one entering Outlot C between lots 77 and 103. NEIGHBORHOOD OPEN SPACE ISSUE - Stone Bridge Estates (Part 2) Trueblood stated the commission previously accepted fees in lieu of land in Part 1, with the intent that the fees would be applied toward purchasing land or improving the open space areas planned for the neighborhood as contemplated in the Northeast District Plan. Staff's recommendation is that fees be collected for Part 2 as well for the same pta'pose. Moved by Boyd~ seconded by Cilek~ to accept fees in lieu of land in the Stone Bridge Estates (Part 2) subdivision. Unanimous. FY03 FEES AND CHARGES Tmeblood referred to the document entitled "Recreation Division Fees and Charges" in the packet. The department strives to support 40 percent of the Recreation Division budget (excluding capital outlay) with non-property tax revenues. Tmeblood stated the current proposal includes fee increases for approximately 70 pement of the programs and activities due to the 40 percent self-imposed rule. He noted staffs greatest concern is s~vimming pool fees, but they also are the ones that generate the most revenue. Fees that were not originally proposed to be increased this fiscal year will need to be. He noted the City Manager's recommended budget for next year has not been received as yet, and staff needs the recommended budget before it can determine the fee increases or possible cuts in programs and activities. Next year's budget will be the toughest the department has had in years. The City Manager has also requested all departments to look at this fiscal year's budget to determine ways to save money. Staff has been instructed to specifically look at travel and temporary employees. Trueblood noted ~vhat staff does in this current budget will also affect next year's budget. Cilek noted fees for room rentals and soccer field rentals are situations where the fees could be increased more, noting multiple people pay for them. Stroh agreed it is a captured audience and not the same kind of decision an individual needs to make. If the individual fees are increased too high, people will quit coming. Stroh indicated his inclination was to leave the decision of fees and charges up to staff. Pacha indicated he did not see any proposed fee increases that were out of line, noting low income assistance is available. He Parks and Recreation Commission December 12, 2001 Page 4 of 5 stated the one-on-one nature of the private swim lessons and could see the fee being increased more. Boyd stated he felt the commission as a whole agreed with Stroh to leave the fee increases up to staff, with the general guiding principle being to increase activities deemed as group oriented. Tmeblood noted he did not disagree, but noted those fees did not bring in a lot of overall revenue. Moran stated fees need to keep in line with surrounding communities to a certain extent. He noted his concerns with the leisure pool concept being considered by other communities, which if built will dramatically affect attendance. Pacha noted he did not want to reach the self-imposed 40 percent mandate if it had to be done on the back of additional fee increases. Tmeblood distributed a listing of possible budget reductions and fee increases, and stated that once the City Manager's recommended budget is received staff will bring the finalized version back to the comrmssion for approval. ELECTION OF OFFICERS FOR 2002 Maurer presented the slate of officers for 2002 - Matt Pacha as chair and Rex Pmess as vice chair. Moved by Boyd, seconded by Cilek~ to elect Matt Pacha as chair and Rex Pruess as vice chair for 2002. Unanimous. COMMISSION TIME Boyd noted it is pointed out often times the competitiveness with neighboring cities, but all are working to improve the quality of citizen's lives. He congratulated the City of Coralville for receiving the "Nations in Bloom Award". They will be recognized at Hills Bank in Coralville on December 21 Maurer stated it was a pleasure and fun serving on the commission for eight years. Pacha expressed the commission's appreciation for his dedicated service. DIRECTOR'S REPORT Tmeblood reported on the following: Dog Park. A copy of a web site regarding the new dog park in Cedar Rapids was forwarded to staff from an individual in the Planning Department who asked if it might be feasible in Iowa City if a group of citizens would lead the effort as they had in Cedar Rapids. The director informed him that this is likely the only way it would happen. Hickory Hill Park. Friends of Hickory Hill Park sent a memo to the Planning and Community Development Department and the Planning and Zoning Commission regarding the preliminary and final plat of the Press Citizen Addition and preliminary plat of Hickory Heights. They are asking them to not approve these plats as submitted. The proposed developments are adjacent to Hickory Hill Park. Trueblood noted that very little open space would be required. He indicated the group may approach the commission; Stroh indicated it was the Planning and Zoning Commission's role to determine what will happen with this properly. Trueblood also noted approximately 16 acres directly across the ravine in this same area, which is for sale. The Johnson County Heritage Trust and Friends of Hickory Hill Park would like to purchase this property and may approach the cormnission to support a grant application and to help with fundraising efforts. Hickory Hill Trail Proiect. The Iowa City office of Dunbar-Jones was closed, but Mike Stineman has been retained as project inspector. There will be four bridges installed. The National Guard has approved the City's request to have them airlift two of the bridges via helicopter to their proposed installation site. Parks and Recreation Cormnission December 12, 2001 Page 5 of 5 Scanlon Gymnasium. A SouthEast Junior High School representative asking for more use of the Scanlon Gymnasium may approach the commission. Pacha noted when he and staff approached the school administration during the fundraising effort for this facility they were not interested in supporting it financially. He stated it is a public facility and the school's use cannot eat into the main facility usage times. VIDEO The Commission watched "The Vital Role of Citizen Board Members" video, produced by the Citizen- Board Member Branch of the National Recreation and Parks Association. ADJOURNMENT Moved by Maurer~ seconded by Boyd~ to adjourn. Unanimous. The meeting adjourned at 6:15 p.m. FINAL/APPROVED POLICE CITIZENS REVIEW BOARD MINUTES - NOVEMBER 27, 2001 CALL TO ORDER Chair John Stratton called the meeting to order at 7:00 P.M. ATTENDANCE Board members present: Bill Hoeft, Loren Horton, Bev Smith (7:10 P.M.), John Stratton and John Watson. Staff present: Legal Counsel Catherine Pugh, PCRB staff Kellie Tuttle. BOARD INFORMATION Chair John Stratton shared with the Board his discussion with Captain Tom Widmer regarding the invitation to MATS training. There will be 30 minutes set aside for the Board each week where there will be a 5-10 minute presentation from the Board and then the rest of the time will be for questions from the Police Department. RECOMMENDATION TO COUNCIL Request a 30-day extension, to January 30, 2002, to complete its Public Report on #01-02 in order to request an interview/meeting with complainant and in light of the holiday schedule. EXECUTIVE SESSION Motion by Horton and seconded by Watson to adjourn into Executive Session. Motion carried, 4/0, Smith absent. Board adjourned to executive session at 7:05 P.M. Board Member Bev Smith arrived at 7:10 P.M. REGULAR SESSION Returned to open session at 8:30 P.M. The Board directed staff to send a letter to the Chief of Police regarding his report on complaint 01-02 as outlined in executive session. Motion by Watson and seconded by Smith to review the Chief's report on PCRB Complaint #01-02 at level 8-8- 7(B)(1 )(b), interview/meet with complainant and 8-8- 7(B)(1)(e), pedormance by board of its own additional investigation, in accordance with the Ordinance. Motion carried, 4/1, Horton voting "no". FINAL/APPROVED Motion by Horton and seconded by Hoeft to request from the City Council a 30-day extension of time on PCRB Complaint #01-02 in order to request an interview/meeting with the complainant and also in light of the holiday schedule. Motion carried, 5/0, all members present. ADJOURNMENT Motion for adjournment by Watson and seconded by Horton. Motion carried, 5/0, all members present. Meeting adjourned at 8:40 P.M. 2 FINAL/APPROVED ~ POLICE CITIZENS REVIEW BOARD MINUTES - DECEMBER 11, 2001 CALL TO ORDER Chair John Stratton called the meeting to order at 7:02 P.M. ATTENDANCE Board members present: Bill Hoeft, Loren Horton, Bev Smith, John Stratton and John Watson. Staff present: Legal Counsel Catherine Pugh, PCRB staff Kellie Tuttle. Also in attendance was Captain Widmer of the ICPD. CONSENT CALENDAR Motion by Horton and seconded by Hoeft to adopt the consent calendar as amended: · Minutes of the meeting on 11/13/01 · Minutes of the meeting on 11/27/01 · ICPD General Order 01-06 (Juvenile Procedures) · ICPD General Order 01-07 (Police Media Relations/Public Information) · ICPD General Order 01-08 (Criminal Intelligence) · ICPD General Order 90-02 (Report Review) · ICPD Standard Operating Guideline 01-07 (Traffic Citation Records/Security) · ICPD Standard Operating Guideline 01-08 (Promotional Process) · ICPD Standard Operating Guideline 01-09 (Agency Jurisdiction and Mutual Aid) · ICPD Standard Operating Guideline 01-10 (Victim/VVitness Assistance) · ICPD Standard Operating Guideline 01-11 (Evidence/Seized Property) · ICPD Standard Operating Guideline 01-12 (Found Property) · ICPD Standard Operating Guideline 01-13 (Personal Protection) · ICPD Standard Operating Guideline 01-14 (Civil Service Selection Process) · ICPD Standard Operating Guideline 01-15 (Criminal Investigations) · ICPD Standard Operating Guideline 01-16 (Records Maintenance/Security) · ICPD Standard Operating Guideline 01-17 (Missing Persons) · ICPD Standard Operating Guideline 01-18 (Hostage/Barricaded Subjects) · ICPD Standard Operating Guideline 01-19 (Computer Seizure Procedures) · ICPD Standard Operating Guideline 01-20 (Evidence Collection) FINAL/APPROVED In response to Board member inquiries regarding General Order 01-06 and 01-07, Widmer stated because of accreditation standards Police are writing down and formalizing some of the processes they already have in memos and practices. Hoeff noted that the Juvenile Procedures order now has consent to search with age direction. Widmer believes this is new but will check and repor~ back at the next meeting. The Board agreed to schedule discussion on General Order 01-06 and 01-07 at the January 8th meeting. Motion carried, 5/0, all members present. Legal Counsel Catherine Pugh arrived at 7:06 P.M. NEW BUSINESS None. OLD BUSINESS MATS training is scheduled for five Wednesdays in a row beginning January 9, 2002. The Board decided that only two members would attend each session since they are not open meetings. Stratton and Watson will be present at the January 9th session and the rest of the Board will check their schedules and decide at the January 8th meeting who will attend the rest of the training sessions. PUBLIC DISCUSSION Captain Widmer made himself available to discuss the board's plans for the training sessions so that he can point out any perceived problems and give his opinion. Stratton said they would be taking advantage of his offer. MEETING SCHEDULE · January 8, 2001,7:00 P.M., Lobby Conference Room · January 22, 2001,7:00 P.M., Lobby Conference Room · February 5, 2001, 7:00 P.M., Lobby Conference Room · March 12, 2001,7:00 P.M., Lobby Conference Room Watson pointed out that the Board will need to watch their deadlines with regard to the meeting schedule. An additional meeting was scheduled for December 27. Stratton will be gone the week of March 12th and around the week of February 12th. 2 FINAL/APPROVED BOARD INFORMATION Horton wanted to know if someone was arrested and pending trial may they still file a complaint? Also, if they are arrested, have a trial, are convicted and imprisoned can they file a complaint from prison? Pugh said the criminal process has no bearing on whether someone can file a complaint they would just have to meet the 90 days deadline. Smith wanted the Board to know that they were going to make another attempt to meet with the complainant. STAFF INFORMATION Turtle received a Rules and Regulations Manual from the Iowa City Police Department. It will be on file in the Clerk's Office. Widmer explained that the Rules and Regulations covered other minor issues like grooming, attendance, ethics, etc. Stratton would like a copy for himself; the rest of the Board was fine with the copy available in the Clerk's Office. Tuttle has Horton's application for the Citizen's Police Academy. He will be the only Board member attending. EXECUTIVE SESSION Motion by Watson and seconded by Smith to adjourn into Executive Session based on Section 21.5(1 )(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds,and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22- 7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 5/0, all members present. Open session adjourned at 7:28 P.M. REGULAR SESSION Returned to open session at 7:36 P.M. ADJOURNMENT Motion for adjournment by Hoeft and seconded by Watson. Motion carried, 5/0, all members present. Meeting adjourned at 7:37 P.M. 3 FINAL/APPROVED POLICE CITIZENS REVIEW BOARD MINUTES - DECEMBER 27, 2001 CALL TO ORDER Chair John Stratton called the meeting to order at 7:05 P.M. ATTENDANCE Board members present: Bill Hoeft, Loren Horton, John Stratton and John Watson. Absent: Bev Smith. Staff present: Legal Counsel Catherine Pugh (7:16 P.M.), PCRB staff Kellie Tuttle. EXECUTIVE SESSION Motion by Horton and seconded by Hoeft to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds,and 22.7(11 ) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 5/0, all members present. Open session adjourned at 7:06 P.M. REGULAR SESSION Returned to open session at 6:20 P.M. ADJOURNMENT Motion for adjournment by Watson and seconded by Horton. Motion carried, 4/0, Smith absent. Meeting adjourned at 8:21 P.M.