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HomeMy WebLinkAbout2006-03-21 Bd Comm minutes I][ MINUTES City ofIowa City Civil Service Commission February 9,2006 - 9:00AM Emma Harvat Hall - City Hall Call to Order: Meeting called to order at 9:00AM. Members Present: Lyra Dickerson, William Cook, Dorothy Maher Members Absent: None Staff Present: Sylvia Mejia, Karen Jennings, Sarah Holecek, Police Chief Sam Hargadine, Sgt. Mike Brotherton, Sgt. Troy Kelsay, Lt. Dan Sellers, Captain Matt Johnson Others Present: Gabe Cook, Bob Rush, Robert Gass, Dave Gonzalez, Derek Frank, Colin Fowler, Michelle Cook Recommendations to Council (become effective only after separate Council action): None Approval of Minutes ICon sent Calendar: Dickerson opened the public appeal hearing in the matter of the disciplinary suspension of Police Officer Gabe Cook at 9:00AM. The proceedings were recorded and a written transcript of the hearing will be available in the City ofIowa City Personnel office by April I, 2006. Pursuant to Officer Cook's request that deliberations be held in closed session, Dickerson moved that the Commission adjourn to closed session to evaluate his professional competency and to prevent needless and irreparable injury to Officer Cook's reputation. Commissioner Cook seconded and all were in favor. Commission convened to closed session at 4:04PM. Commission reconvened in open session at 4:33PM. Dickerson commented that these are difficult situations to be involved in and that the Commission took its responsibility very seriously. While deliberation may not have been long, all information provided to the Commission was given consideration. The Commission found that Cook failed to assume responsibility for compliance with Departmental directives by ignoring or not acting on the multiple directives issued by his superiors for the completion and submission ofreport(s) which, in the decision of the Commission, constituted' insubordination. The Commission unanimously upheld the discipline imposed on Officer Cook by Chief Hargadine. Commissioner Cook moved to adjourn, Commissioner Maher seconded and meeting adjourned at 4:40PM. Board/Commission: Civil Service Commission - ATTENDANCE RECORD YEAR 2006 (Meeting Date) NAME TERM 02/09/06 EXPIRES Lyra Dickerson 4/3/06 X Dorothy Maher 4/7/08 X Bill Cook 4/6/09 X KEY: . X = Present 0 = Absent OlE = Absent/Excused NM = No Meeting --- = Not a Member ~ Iowa City ~Public Library FINAL BOARD OF TRUSTEES Minutes 5:00 pm - January 26, 2006 2nd Floor Board Room Agenda item 3A David VanDusseldorp, President Linzee McCray, Vice President Thomas Dean William Karf Thomas Martin Meredith Rich-Chappell Pat Schnack, Secretary Leon Spies Tom Suter Members Present: Thomas Dean, William Korf, Tom Martin, Linzee McCray, Meredith Rich- Chappell, Pat Schnack, Leon Spies Members Absent: David VanDusseldorp, Tom Suter Staff Present: Barb Black, Maeve Ciark, Susan Craig, Debb Green, Heidi Lauritzen, Kara Logsden, Elyse Miller, Patty McCarthy, Hal Penick Call Meeting to Order McCray called the meeting to order at 5:00 pm. Public Discussion Mr. Ray Robinson asked that the Library designate specific areas where cell phones may/may not be used. Approval of Minutes The minutes of the regular meeting of December 15, 2005 were approved after a motion made by Korf and seconded by Rich-Chappeil. Motion passed 7-0. Unfinished Business A. Leased Space Update/Approve lease for New York NY Deli: The lease for the proposed upstairs tenant New York NY Deli is scheduled to be officially approved at the 2/13/06 City Council meeting. This kind of proposal must have at least two hearings at City Council before it comes to a vote. We believe New York NY Deli will be subleasing part of the space. One council member wondered why we wouldn't lease this directly. Craig explained that we would prefer one responsible party. We must approve all subleases. The Board had no questions or concerns regarding the Deli lease. rn: Agenda item 3A Page No 2 Primus lease: Eric Goers, City attorney, is working on an agreement between Primus and the City of Iowa City to cancel their lease. Primus, citing a change in corporate direction, decided not to inhabit the space in the basement, even after bathrooms and other improvements were made. Hanick does have a party interested in the basement. Any official agreement will have to be approved by the City Council. B. Extend agreement with realtor, Kevin Hanick. The contract with our realtor, Kevin Hanick, wili expire in February 2006. This contract has been extended before. Schnack made a motion, which was seconded by Martin to extend Hanick's contract for six months until August 2006. Motion passed 7-0. C. FY07 Budget The Citizen's Summary of the FY07 budget as prepared by the City Manager and sent to Iowa City City Council was distributed. Budget meetings are underway; ICPL's meeting is scheduled for 7: IS pm on Monday night. In preparation for this meeting with City Council, Craig asked how Board members wished to follow up on the two Library budget items that were not recommended for FY07. Board members felt strongly that Council hear that the expanded hours proposal was in response to the strategic plan, which is a reflection of what the community wishes. The Board wanted Council to know that these budget initiatives are a good value for the money. Additionaliy, it should be noted to Council that the public would realiy like more hours than those proposed in our budget. VanDusseldorp and Craig will present, but ali Board members were encouraged to attend the budget meeting. Schnack would like the parking issue to be raised at the meeting on Monday night. There is concern about the impact of an open Plaza Towers building on parking availability in the Dubuque Street ramp. Craig wili talk to VanDusseldorp about this. The Library is monitoring and paying attention to this important issue. There is good budget news: Craig states that the City of Iowa City budgeted for a higher increase in healthcare costs than the provider says wili be needed. Additionaliy, due to an increase of 16% in property values, if levies do not change, there wili be additional tax money. The City Council has poiicy decisions to make about these issues. New Business Review of Board Policy #802 - Confidentiality This policy was reviewed. Dean was concerned that the new language made it sound like we would be too compliant with federal requests. Others also questioned the new language. Spies suggested looking at the Madison, Wisconsin Public Library poiicy. New policy language was discussed. Craig suggested that we work on the policy language and bring revisions back to the Board. Spies made a motion to table the item until next meeting, which was seconded by Dean. Motion passed 7-0. Review of Board Policy #704 - Use of Cardholder File The Board reviewed policy on Use of Cardholder File. Spies made a motion to approve the policy that was seconded by Rich-Chappell. Motion passed 7-0. Spelling Bee Sponsorship Trustee Speliers is the name of the ICPL Library Board speliing bee team, which is sponsored from gift funds. Rich-Chappeli made a motion to approve sponsoring the team, which was seconded by Spies. Motion passed 7-0. Agenda item 3A Page No 3 FY06 Strategic Plan Report The Board was impressed with many aspects of the strategic plan six-month update, including the number and kinds of partnerships and the annual fund increase over last year. Schnack would like to help Children's and Adult Services with some of the "tween" programming. Staff Reports Deoartmental Reoorts: Adult Services, Circulation, and Information Services Adult Services report. There was discussion about community service volunteers. They are typically court mandated and their associated job descriptions identify restrictions e.g., a person who was convicted of stealing cannot work at The Book End because of the money component of those jobs. Most community service volunteers are hardworking and capable. We have had community service volunteers stay on as regular volunteers. Korf asked about e-audio and when it will be available. We are still waiting for word from the vendor. Circulation Services report. Hours during the recent holidays were discussed. Dean wondered if there was any interpretation of the statistics about the Library closure on 12(25-26. It was noted that the Library does nearly the equivalent of two days of business the day after the holidays and that patrons would likely use the Library on 12(26. We received a few complaints about fines incurred due to reduced hours on Saturday. Foundation Reoort. Ginsberg Jewelers is having an everything-must-go sale on Saturday from which the library will benefit by one-third of the profits. It is hoped that a good turnout will help spark an annual event that includes other businesses. Spies stated that other non-profit organizations are keeping an eye on this event and its success. The Annual Fund has passed the $50,000 mark. Seventeen teams have registered for Iowa City Spells on 2(7(06. University Heiqhts Uodate. Craig spoke with the Mayor of University Heights today. She appointed a library committee, consisting of two persons from University Heights Council and two persons from the community. Minor revisions to the contract may come back to ICPL Board. Changes would need the approval of Iowa City and Coralville Public Library Boards. President's Report The March Board of Trustees meeting has been set for March 30, 2006. Announcements from Members Schnack said that she saw Spies on NBC's Dateline. He discussed a high profile murder case in wh ich he was involved. Committee Reports Foundation Members Martin reported that the Foundation Board met on Wednesday, 1(25. The Book End reports that the facility is cleaner than it's ever been thanks to Michael Lensing, who generously donated a cleaning service. The meeting focused on budget matters and fund raising activities, including Agenda item 3A Page No 4 the Building the Collection event that will be held in May at hotelVetro. After this event the Board hopes to focus on some specific one-time purchases, such as Airpac. Communications None. Quarterly Financial Reports Second quarter receipts. Second quarter expenditures. Second quarter gifts and bequests. Quarterly Use Reports Six month output measures. ICPL is the single busiest library building in the state in number of visitors and circulation. Six-month circulation by area and agency. Six-month circulation by type and format. Modest decreases in circulation, typical after the grand opening year, were noted. The number of reserves is up. As this is a staff-intensive service, self-check helps by giving staff time to handle more reserves. Internet usage is also up. Disbursements Visa Expenditures for December, 200S were reviewed. Disbursements for December 2005 were approved after a motion by Korf and seconded by Spies. Approved 7-0. Set Agenda Order for February Meeting Policy reviews: Confidentiality policy Discussion rooms Setting hours Nominating committee appointed Cell phone use (review current policy) Adjournment The meeting was adjourned at 6:14 pm. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD CALENDAR YEAR 2006 MeetinaDate I Name Term 1/26/06 2/2.3/06 3/30/06 4/21/06 5/25/06 6/22/06 7/27/06 8/24/06 9/28/06 10/26/06 11/16/06 12/28/05 ... EXp Thomas Dean 7/01/09 X X Bill Korf 7/01/09 X X Tom Martin X X Linzee McCray 7/01/09 X OlE Meredith X X Rich-Chappel Pat Schnack 7/01/07 X X Leon Spies X X I Tom Suter 7/01/07 0 0 Dave VanDusseldorp 7/01/07 OlE X , KEY: X = Present i I , 0 = Absent OlE = Absent/Excused NM = No meeting --- = Not a Member I , MINUTES IOWA CITY PUBLIC ART ADVISORY COMMITTEE THURSDAY, FEBRUARY 2,2006,330 PM. LOBBY CONFERENCE ROOM, CITY HALL [lli[- 4b 3 APPROVED Members Present: Emily Carter-Walsh, Charles Felling, Rick Fosse, Mark Seabold, Terry Trueblood, DaLayne Williamson Members Absent: Emily Martin Staff Present: Karin Franklin, Marcia Klingaman Others Present: John Coyne, Joan Walker Call to Order Seabold called the meeting to order at 3:35 p.m. RECOMMENDATION TO THE CITY COUNCIL: By a vote of 6-0, the committee recommended John Coyne's proposal for the Wetherby Park Project. By a vote of 6-0, the committee accepted the Melrose Neighborhood Art project proposal. Public discussion of anv item not on the aaenda There was no discussion. Consideration of the Minutes of the Januarv 5. 2006 Meetina Minutes Felling asked whether the meaning of the term "schedule 80" in reference to the pipe strength should be explained. Franklin suggested adding a parenthetical statement to explain it in more detail after the first sentence where it is referenced. MOTION: Trueblood moved to accept the minutes as amended. Fosse seconded. The motion passed on a vote of 6-0. Neiahborhood Art Projects Wetherby Friends and Neighbors - recommendation to Council Klingaman introduced John Coyne, who was attending to present his proposal to the committee. She reported the neighborhood association put out a call for the project and received three proposals. The association members met twice to discuss the proposais, then met with Coyne. They decided to proceed with his project. The proposal has also already been discussed with Trueblood and Terry Robinson regarding the implementation logistics. Coyne said the first page of the proposal details the practical aspects of the proposal. The weathervane shown on page two is a silhouette of Wetherby the photographer documenting the parkland. It is a functional weathervane. Klingaman added that the neighborhood association asked for proposals that included a weathervane that referenced the historical aspects of the neighborhood, while the railing reflected the diversity of the neighborhood. Franklin asked how tall the weathervane would be, whether there had been discussion about making it taller. Coyne said yes; Klingaman, Trueblood, Robinson, and he visited the park with foamboard cutouts of the silhouette in both 24-inch and 36-inch sizes. Coyne went to the top of the shelter and held up both sizes, and the group decided the 36-inch figure was more visibie while not overshadowing the cupola. Franklin asked if the lengths of the directional arrows would also change. Coyne said he does not plan to change them, but may decide differently when modeling the piece. Franklin said she is mainly concerned with whether the silhouette is large and visible enough. Coyne said the railings would be welded steel, and the current wooden supports on the shelter would be removed and also replaced with steel. The rails would be welded and bolted to the supports. Fosse pointed out that since the floor of the shelter is less than 30 inches above grade, the building code requirement for the four-inch spacing might be more lenient. Franklin said there is also concern about children putting their heads through the posts and hurting themselves. Fosse said that is mainly a concern if the drop off is higher. He recommended Coyne investigate it to make sure. Fosse added an advantage to the current design is that there might be prefabricated steel posts available. Seabold said 42 inches is a guardrail height. However, the railing could be as high or low as needed in the design, as long as the Iowa City Public Art Advisory Committee Minutes February 2, 2006 Page 2 platform is less than 30 inches above the grade. Coyne asked for confirmation that Seabold said the 42-inch height for the railing is flexible. Seabold said yes. Fosse noted that if Coyne is satisfied with the look of the prefabricated steel posts at the standard sizes, going that route might be the lowest in cost. He said he is pretty sure prefabricated railings are available. Carter-Walsh asked if the rail posts would be cut out around the globes, or if they would go through them. Coyne said the rails would continue through the pieces. The cast aluminum pieces would have bolts counter sunk into them, and the backs of the rails would have brackets to hold the two together with bolts. Carter-Walsh asked for confirmation that the globes are designed to be viewed from outside the shelter. Coyne said yes. Coyne said he thinks the globes should match the height of the weathervane, so they would be close to three feet in diameter. Franklin noted that a 42-inch height on the railing might then be necessary to accommodate them. Coyne said also that the globes would have green and blue patination, reflecting land and sea. The railings would be painted to match, and the upright supports might also be painted. The surfaces of the globes would be clear-coated to protect against graffiti. He said a newer coating has become more widely available that allows paint and other materials to be removed using a citrus-based solvent, without also removing the coating. That coating is advertised as lasting 20 years. Coyne added that the drawing he provided did not explicitly show the railings on the back of the shelter. The rails there will be longer, and therefore would need support added to their bottoms. All of the rails would be bolted to L-brackets that had been welded to the upright supports. With this construction, individuals would need to employ heavy equipment to damage or dismantle the railings. Coyne said the weathervane would be cast aluminum treated to have an antique look. The figure would be mounted on an encased bearings spool to help it spin easily, as well as hold up to weather and wear and tear. Felling asked for clarification on the attachment of the weathervane. Coyne said it would be bolted; everything in the piece would be mechanically attached. Franklin asked if this project could be done within budget, $15K. Carter-Walsh asked if aluminum is less expensive than bronze. Coyne said not necessarily, but it is easier to cast and lighter in weight. He added that the plans for the rails are not fancy, but he sees them simply as a showcase for the globes. He said he has spoken to Hawkeye Weld about the project, assuming the railings would need to be fabricated. Their estimate was reasonable, and using fabricated rails should reduce the cost. Fosse suggested contacting D&N Fence and other similar companies about railings, and to make sure to specify commercial grade, rather than backyard grade. Klingaman said a recommendation is needed at this point to approve the project. MOTION: Carter-Walsh moved to recommend John Coyne's proposal for the Wetherby Park Project to the City Council. Felling seconded, and the motion passed on a vote of 6-0. Klingaman said she is in discussion with Hani Elkadi about painting the ceiling of the shelter, and she would update the committee as that progressed. He believes donations can be raised to cover the costs related to the project. It probably will not be painted in its entirety. The lower area is divided into two sections that would be painted in one style, and the higher section would be painted in a sky and cloud motif. Carter-Walsh asked if he would be doing the painting. Klingaman said no, he plans to have students do it. John Coyne left at this point, 3:55 p.m. Melrose Neighborhood Association Walker said she was there just to give the committee an update on the progress of the Melrose project. The project was approved a year before by the Neighborhood Association, and while much work had been done with the plans, not as much progress had been made as she had originally hoped. Walker distributed a detailed report to the committee members, outlining the progress made to this point. In February 2005 the neighborhood association decided to proceed with historical markers similar to the ones created tor the Longfellow neighborhood. The markers would be created by the same artist, Will Thompson, and were originally quoted at $935 each, installed. Walker said in August 2005, the association voted to adopt a design from a window at the Melrose Abbey in Scotland as a symbol for the neighborhood. This symbol would be put on all the markers under the top arch, resulting in a small price Iowa City Public Art Advisory Committee Minutes February 2, 2006 Page 3 increase for fabricating the design. The increased price is currently unknown. It would be an addition to the overall price of the project, and might increase the price of the markers themselves. Walker said the plan was originally to place the markers near Melrose Avenue in the brick between the sidewalk and the street. However, city engineer Ron Knoche expressed concern with that placement being too close to the street. Since then, additional signage has been put up to direct traffic flow along the street, so placing the markers in the brick area would be cluttered. Instead, the plan is now to place the markers on the other side of the sidewalk closer to the properties. She received a map from Ron Knoche showing the rights-of-way and utilities in the neighborhood. The map will be used to determine the locations of the markers, which have not been decided yet. Walker said a tentative list of topics for the text on the markers has been created, and questions about the markers' durability were raised at a neighborhood association meeting in August 2005. Ron Knoche was consulted, and he said the markers would not need a breakaway at their bases since they will be placed farther away from the street, which would increase their durability. After some discussion with involved parties, it was decided the markers should be durable enough to withstand vandalism, and the decision was made to continue forward with the project. The next steps are to write up and edit the text for the signs, determine the number of markers needed, decide on their locations, and get permission to place them there. Walker noted these steps will all take a long time. Franklin asked if the committee would like to endorse the project as currently proposed. That way when the numbers are set, city staff could proceed with the contract and take it to council, provided it stayed within budget. The plans would go forward without having to meet again for future approval. Carter-Walsh said the committee did not have to approve the sign content for the Longfellow project. Felling said the subjects for the Longfellow signs were determined by their locations. Carter-Walsh asked how many markers Longfellow had. Klingaman said there are seven signs for Longfellow, six of which are double sided. Walker said the plan is for the markers to be double-sided with different information on each side. Seabold said that as long as the project is within budget, he is fine with allowing it to move forward. MOTION: Fosse moved to accept the Melrose project as proposed. Felling seconded, and the motion passed on a vote of 6-0. Walker thanked the committee and left at that point, 4:15 p.m. Uodate on Sculotors Showcases Klingaman reported that the call for proposals for the down town showcase went out, but no responses were received by the deadline date. She plans to make some calls to make sure artists received the call, encourage participation, and she might expand promotion. Frankiin added that the same people received it as in the past two years, which might be a factor. Klingaman said pushing the call and submission dates back would make things tight for a June installation in time for Arts Festival. She asked that if any committee members have information on new or upcoming sculptors, to please pass that information to her. She hopes to have some submissions for the March meeting. Klingaman said the call for the peninsula park showcase project has not proceeded as quickly as planned. She hopes to stagger installation dates for the two showcases, so the peninsula might be installed in July or August. That might also encourage student participation, since they wouid have the summer months to work on it. She added that the pad has been poured, and hopes to have more news at the next meeting. Committee time/Other business Franklin distributed copies of a report listing all Public Art projects and their costs, and a proposal submitted by a member of council to reallocate half of the Public Art budget to Summer of the Arts (SOTA). The proposal also called for two percent of the Public Art budget to be reserved for maintenance, restoration, and other similar costs, as well as for a tour map of the pieces be developed. She noted the committee had already expressed interest in the map idea. Franklin said the only information she had was that the proposal was distributed to the council, and that the council would be discussing budget at a meeting that evening. Also, a public hearing to discuss the budget is scheduled for February 28. She said the public hearing might be a forum for members of the committee to comment on the proposal, if it gains support in the council. Iowa City Public Art Advisory Committee Minutes February 2, 2006 Page 4 Carter-Walsh asked for clarification on point number one of the proposal. Franklin said SOTA requested an increase in the city's funding to $50K for the next three years, with a reduction after that. The city currently contributes $18K to ali summer arts activities that now exist under the SOTA umbrelia. Seabold asked for clarification of what the SOTA activities are. Franklin said several entities recently joined together, including Arts Festival, Jazz Festival, Friday Night Concerts, and the outdoor movies. The effort to join the activities was done to economize on administration, marketing, and fund raising. Seabold asked for confirmation that the proposal intended to fund the extra money SOTA had requested. He suggested there might be an event or component that the committee can help with. Franklin noted the proposal was not made by SOTA, or at ali generated by that organization. She added that the council has not committed any money to them yet. Seabold asked for confirmation that the Public Art committee routinely spends their Whole available budget. Franklin said yes, that is reflected in the report she distributed. She said the council has not yet committed the money for ali of the public art projects that are in process, but the committee has submitted them for approval. Seabold said it seems like the committee has good momentum, and the money is being spent for projects ali over the city, rather than concentrating in certain areas. The program is benefiting the whole community. Franklin cautioned against an "us versus them" approach. She added that more would be known after the council meeting, whether or not the proposal gained any support. Carter-Walsh asked if Franklin could email the committee members to let them know the results of the budget discussion that evening. Seabold said he thought it would be worthwhile to have the committee present the progress and projects that have been accomplished recently, and their effects. Franklin said a coliage of pictures of art pieces the city had acquired was included during a presentation of capital projects. At that time, the mayor suggested putting a similar coliage of images of public art pieces on the home page of the city website. Trueblood said the numbers only reflect what the committee has been able to accomplish within their current budget. They do not show what the committee would like to do if more money was available. The proposal targets what is probably the smaliest budget, which has already been cut in half. For example, consider the Iowa Avenue Literary Walk, which with the current budget would involve several years' worth of money. Franklin noted when the Literary Walk was proposed, the committee budget was $1 OaK. Also, that project was proposed because it coincided with a major public works project. It was a matter of opportunity. Something of that scale would not happen now, or the project would have been much smalier. Franklin said she would send an email update on the outcome of the proposal at the council meeting. She suggested Seabold make a statement at the public hearing as well. Carter-Walsh volunteered to take pictures of art pieces, if needed, for the web page image coliage. Klingaman said she does not have pictures of the Steel Garde. Seabold suggested taking pictures of the tiles in the new transportation center. Klingaman reported "Birds in Flight" has been changed slightly. Seabold said an engineer calculated that a schedule 80 pipe would not stand up in a wind storm, so it was changed to schedule 83. Carter-Walsh asked if 83 is larger, or if it would look similar. Seabold said yes, slightly larger, but not enough to affect the look of the piece. Klingaman said she asked the artist if the change was agreeable, and the artist said that would be fine. Franklin asked if the poles were going to be placed in concrete. Klingaman said yes. Franklin asked if there was concern with the water or the plantings along the way. Fosse said there is a plastic tile along the course that would need to be avoided. There is an as-built map of its location. Klingaman said the instaliation is scheduled for July 1. Klingaman said Mitcheli, the sculptor of "Just for Kicks", visited the soccer park and chose a site for the sculpture that is agreeable to park staff. It would be placed at the southeast corner of the green by the parking lot, not in the median but in the greenway. Seabold said the thought was children could see it up close without having to run across the parking lot. Klingaman reported Poetry in Public submissions are due February 3. The program is gaining popularity, and there are a large number of submissions already. There has been an effort to encourage participation in the junior high and high schools, and more submissions are also coming from the general public. Trueblood said money is budgeted in the next two years for park shelter replacements. He suggested that the committee consider incorporating art into the new shelters. Klingaman said she would pass that information to some neighborhoods that have expressed interest in participating in art projects. Iowa City Public Art Advisory Committee Minutes February 2, 2006 Page 5 Adiournment There being no further business to come before the committee, Fosse moved to adjourn. Carter-Walsh seconded and the meeting adjourned at 4:45 p.m. , I I Public Art Advisory Committee I Attendance Record , 2006 I I i I Term , , I Name Expires 1/05 2/2 Emily Carter Walsh 01/01/08 OlE X Charles Felling 01/01/09 X X DaLayne Williamson 01/01/09 X X , Emily Martin 01/01/08 X OlE I I Mark Seabold 01/01/07 X X Rick Fosse X X Terry Trueblood X X I Key: , X = Present ! 0 = Absent I OlE = AbsentlExcused NM = No Meeting CW = Cancelled due to Weather I I , IJ:[ MINUTES APPROVED Iowa City Airport Commission February 9, 2006 Iowa City Airport Terminal- 5:45 PM Members Present: Randy Hartwig, Chair; John Staley; Dan Clay; Howard Horan; Greg Farris Staff Present: Sue Dulek, Michael Tharp Others Present: Richard Blum, Rick Mascari, David Hughes, Ron Wade, Mary Honeck DETERMINE QUORUM: Chairperson Hartwig called the meeting to order at 5:47 PM. RECOMMENDATIONS TO COUNCIL: APPROVAL OF MINUTES FROM JANUARY 12 and JANUARY 23, 2006, MEETINGS: Chairperson Hartwig asked if there were any additions or changes to the above-named minutes. Horan moved to accept the minutes of the January 12 and January 23, 2006, meetings as written; seconded by Farris, Motion passed 3-0 (Staley absent). PUBLIC DISCUSSION: Rick Mascari thanked the Commission for allowing him to install insulation in his hangar. He stated that he would probably start on this in the spring. ITEMS FOR DISCUSSION/ACTION: A. Parcel of Land: Parcel No. 1020177001 (the "Hagen parcel" located on Highway I between land owned by Patricia Wade and Ann Hargrave) - Hartwig stated that the purpose of this being on tonight's agenda is so they can address any questions that need to be answered, and for the Commission to decide what process they would like to use regarding offers to lease or buy this land. He stated that first he would like to address any issues regarding F.A.A. requirements, and the difference in these requirements with leasing versus selling. David Hughes of Earth Tech explained to the Commission that this land was purchased with F.A.A. funds, and that if they do sell this land, a portion has to go back to the F.A.A. to off-set the portion they originally gave the Airport. Hartwig stated that the appraisal is not yet complete on this parcel, but it may be available by the next Airport Commission February 9, 2006 Page 2 Commission meeting. Members asked questions regarding leasing versus selling, and if they know the marketability of this land. The discussion continued with members asking what advantages are there to selling the property, versus leasing it. It was stated that once they have the appraisal numbers, they would be better able to calculate this payback amount to the F.A.A. Hartwig stated that they need to decide how they want to proceed, such as asking for sealed bids from people who want to buy the land or lease the land. Horan stated that he would prefer to keep the land and lease it. He stated that they should hang on to it and see where the market goes, as far as developing it. The discussion then turned to finding out what restrictions would apply if they did lease the land. It was reiterated that the Commission needs the appraisal on this parcel ofland and any and all restrictions that apply to the land use, in regards to selling versus leasing, and the F.A.A. restrictions as well. The members agreed that they would like to move forward with this as soon as possible. (John Staley arrives during the discussion) B. Runway 07 Project - Earth Tech - David Hughes was present. He stated that the box culvert contractor is about 80% done. As the weather permits, Iowa Bridge & Culvert will start work again. He stated that they are currently working with the F.A.A. on finalizing the grading set of plans for this spring. Hughes also spoke about the survey that they have been waiting for the F.A.A. to give their review of the initial scope work. Earth Tech received revised survey requirements from the F.A.A, which would require a change in the current contract and provide a cost savings for the Airport. Horan moved to approve the contract change as discussed; seconded by Farris. Motion passed 4-0. Hughes also spoke about the hangar repairs that have taken place on the roofing of Hangar K. C. T Hangers - Consider resolution awarding contract and authorizing the Chairperson to sign and the Secretary to attest a contract for construction of the project to repair the floors in Hangars B and C - Hartwig noted that they received four bids on this project. Two of them were under the estimate. Hughes spoke to the members regarding this project. Questions arose about where those who rent these hangars would be able to put things while this project is taking place. Staley moved to approve the resolution to award the contract to the lowest bidder; seconded by Farris. Resolution carries 4-0. (TAPE ENDS) Hartwig expressed appreciation to the city for their willingness to work with the airport for the construction projects. D. Aviation Commerce Park - Hartwig stated that he spoke with Harry Wolf yesterday regarding the sale to Wal-Mart. Dulek mentioned the court date for both cases being set for February 23 rd E. Airport "Operations": Strategic Plan-Implementation; Budget; and Airport Management - Hartwig "welcomed" Michael Tharp as the new Airport employee. Tharp thanked the members for their vote ~f confidence. Hartwig stated that a week ago Monday was the City Council budget meeting. He presented the 2 Airport Commission February 9,2006 Page 3 Airport budget and stated that he thought it went well. He pointed out to the members several categories that have changed, such as the addition ofthe permanent position. The parking lot project was also discussed, with Hartwig noting that perhaps if several projects were done at one time they could obtain a cheaper bid. In reference to the actual budget for the previous month, Hartwig noted that he was working with Deb Mansfield on this, and in researching the electrical bill costs, they discovered some discrepancies. Tharp noted he'd been in contact with MidAmerican and was waiting for information from them. Land rental - Hartwig noted this is short, and it goes back to last year when some of the people did not get billed in a timely manner. The discussion continued with members asking various questions about upcoming expenses and the monthly budget. Hartwig noted that he and Tharp discussed Tharp's attendance at the American Association of Airport Executives (AAAE), who is having a week-long seminar/review for the Certified Member program. Tharp explained that a Certified Member is basically a third ofthe full accreditation, and he would like to be sent to this seminar. This seminar runs June 26th through the 30th and is in Virginia. Members questioned Tharp about the seminar, and he stated that it will run approximately $1,100 for registration and with transportation; it would be close to double that amount. Hartwig stated that he would like to look into sending Tharp to this seminar, and the members agreed. F. Kim Brogan Agreement - Horan noted that nothing has occurred with this yet, and he is still awaiting word from Brogan. G. Old United Hangar - Clay noted that the Iowa Department of Transportation inquired regarding the costs to relocate the United Hangar. Questions were answered regarding trying to fund a relocation of the United Hangar instead of the planned removal. It was agreed to continue with the planned removal. H. Subcommittees' Reports - Farris stated that he and Tharp are going to look into some computer equipment for the Airport. Hartwig noted that they will be working with the City on getting their involvement in things like concrete maintenance. CHAIRPERSON'S REPORT: Hartwig noted that he recently discussed with the City the need to do a survey on the land south of the Airport. He also brought up having a self-serve pump upgrade to be presented as part of the state's General Aviation Vertical Infrastructure (GA VI) grant. He also addressed an aviation magazine article on Operator Performance Lab, headed by Tom Schnell and conducting research at the airport. He also mentioned the Iowa Public Airport Association, of which they are a member, and their upcoming Day on the Hill event. He will pass on information regarding this to the members. Hartwig also stated that the F.A.A. web site has some useful information on it. 3 Airport Commission February 9, 2006 Page 4 COMMISSION MEMBERS' REPORTS: Staley noted that everyone had a copy of the memo he sent to the Mayor and City Council, asking to be reappointed to the Commission. Horan noted that he took quite a few photos of the current projects. He commented that at the self-serve fuel pump, how bad the area is. He asked if they couldn't go out and by hand do some minor repair there. He stated that he had hoped to meet with Amy Correia from the Council, but they have had to reschedule. He will let members know what information she is wanting. (TAPE ENDS) STAFF REPORT: Tharp noted that the Day on the Hill is March 8 from II :30 to 1:00 P.M. in Room 116. He will email the information to everyone and stated that he plans to attend. Tharp noted that he has spoken with Ron and Jet Air about Jet Air letting the Airport use their Internet connection in the pilot's lounge if the Airport provides the needed equipment to set up a wireless network. The members agreed with this. SET NEXT REGULAR MEETING FOR: March 9, 2006 @ 5:45 P.M. ADJOURN: Meeting adjourned at 7:24 P.M. 4 Airport Commission February 9, 2006 Page 5 Airport Commission ATTENDANCE RECORD YEAR 2006 (Meetin~ Date TERM 1/12 2/9 3/9 NAME EXP. Daniel Clay 311/08 --- --- Randy Hartwig 3/1109 X X Greg Farris 3/1107 0 X John Staley 311/06 X X Howard Horan 3/1108 X X KEY: X ~ Present o = Absent OlE ~ AbsentlExcused NM = No meeting --- = Not a Member 5 ~ MINUTES IOWA CITY BOARD OF ADJUSTMENT FEBRUARY 8, 2006 EMMA J. HARV AT HALL-lOW A CITY, CITY HALL FINAL MEMBERS PRESENT: Carol Alexander (arrived at 5:04), Karen Leigh, Michelle Shelangouski, Ned Wood, Michael Wright MEMBERS ABSENT: NONE STAFF PRESENT: Robert Miklo, Sarah Walz, Sarah Holecek OTHERS PRESENT: Tim Terry CALL TO ORDER: Chairperson Leigh called the meeting to order at 5 :02 PM. CONSIDERATION OF THE JANUARY 12.2005 BOARD MINUTES Wright said there is a mistake on the second page of the minutes, fifth paragraph, instead of Doub it should be Doug. MOTION: Shelangouski moved to approve the minutes with the approved corrections. Wood seconded the motion. Motion passed with a 4:0 vote. SPECIAL EXCEPTIONS: EXC06-00001 Discussion of an application submitted by Willowwind School for a special exception for a school of generalized instruction and a reduction of the rear setback from 50 feet to 38 feet for property located in the High Density Single-Family Residential (RS-I2) zone at 950 Dover Street. Walz said that general educational uses are allowed in the RS-I2 zone by special exception. Walz said the building was originally constructed as a church and was later used as a Moose Lodge. She stated that a portion of the building is currently rented by the Moose to Faith Holiness Apostolic Church. Walz said there are specific requirements in the code for general education facilities in that zone. She noted that the proposed use must not have a significant adverse effect on the livability of the adjacent residential uses. Walz stated that in the staffs view the proposed use will not have significant adverse affects on the livability of nearby residential uses. She noted that Willowwind School operates on a similar schedule to the Iowa City public schools. Walz said the transition to an educational use will not result in any change to the building size or any expansion of the parking lot as it has been established. A second requirement is that vehicular access to the proposed use is limited to streets with a width of minimum 28 feet. Walz said that vehicular access to the school will be along a collector ~~------------~---~----"--------- ----------------~----- ---- 2 street, Dover, and an arterial, Muscatine, which both meet the minimum requirement of 28 feet specified in the code. She noted that with the previous special exception for this property, neighbors expressed some concern regarding the volume of traffic on Muscatine A venue and the limited visibility on Dover Street due to the curve north of the entrance to the property. Walz said on-street parking has been restricted along Dover Street in order to maximize visibility at this location. She said the existing traffic control at the Dover! Muscatine intersection has been evaluated by traffic engineers and has been determined to be appropriate. Walz said that the proposed use must be designed to be compatible with adjacent uses. She added that in 2000 the Board of Adjustment granted two special exceptions 'for the property to allow the building to be used as a church and full-time daycare facility for approximately 35 children. Walz said that at the time these special exceptions were reviewed, neighborhood residents expressed concern about the lack of sidewalks connecting Muscatine A venue directly to the property as well as traffic safety issues along Dover Street and Muscatine Avenue. She noted that both special exceptions were granted subject to screening requirements for the parking lot and construction of a sidewalk along the Dover Street right-of-way from Muscatine to the property entrance. While a religious group has rented space in the building for the past five years, the daycare center was never developed at this site and the required modifications were never installed. Walz said that it is also required that the use comply with the multi-family site development standards. She noted that, according to the design standards, any portion of the parking lot that is visible from Dover Street should be screened to the S2 standard. She said the screening between the parking lot and neighboring yards is appropriate, but the screening in the front should be brought to S2 standard as specified in the code. She added the parking lot may be required to have some additional trees and landscaping to meet design review standards. Walz said the minimum setback requirements are exceeded on all sides of the building with the exception of the rear setback, which is approximately 40 feet, where a 50 foot setback is required. She noted the setback requirements are intended to provide space in order to buffer adjacent property from the more intensive use that such facilities generate. Walz said the new zoning code requires that new structures intended for such uses provide off-street parking at the rear, which is one of the reasons for the larger rear setback requirement. She said the parking on the property is already established as a nonconforming accessory use in front of the principal building. She added the back fa9ade of the building is blank, and Willowwind has indicated that this portion of the property will be used only as an emergency exit and will not serve as a designated play area for the students. Walz stated the topography of the site, combined with the existing privacy fence along the property line provides an adequate buffer, screening these properties from the additional noise and traffic generated by the school. Walz noted that in addition to the specific standards required for a general education facility in the RS-12 zone, there are general standards that are always applied when considering a special exception. The specific proposed exception will not be detrimental to or endanger the public healthy, safety, comfort or general welfare. Walz said there is adequate vehicular access and parking necessary to support the proposed use. She noted that subject to the applicant constructing a direct sidewalk connection from the current sidewalk end, north of the property entrance, to Muscatine A venue along the east side of Dover Street, staff finds that the proposed special 3 exception will not be detrimental to or endanger the public health, safety, comfort or general welfare. The specific proposed exception will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. Walz said the change to an educational use with limited student enrollment should have minimal effect on surrounding properties. She noted that the school operates during the weekdays from 8AM to 5 :30 PM, and thus traffic and noise generated by the school will be limited. She added that existing screening along the rear of the lot and between the parking lot and adjacent property should provide adequate buffer for the neighboring residential uses. Walz said that the establishment of landscape islands with trees within the parking lot and additional landscape screening as spelled out in the multi-family site development standards will minimize the visual effect of the large parking lot and bring the site closer to conformance. Establishment of the specific proposed exception will not impede the normal and orderly development and improvement of the surrounding property for uses permitted in the zone in which such property is located. Walz said that the surrounding properties are already developed, and the proposed exception will not impede the normal and orderly development and improvement of the surrounding property. Adequate utilities, access roads, drainage and/or necessary facilities have been or are being provided. Walz said that the vehicular access to the property via a collector and an arterial street meets the requirements for educational uses established in the RS-12 zone. She noted the construction of a sidewalk will ensure safe pedestrian access to the property. She stated that a fire lane will need to be identified along the building to provide access for emergency vehicles. Adequate measures have been or will be taken to provide ingress or egress designed so as to minimize traffic congestion on public streets. Walz noted that on-street parking has been restricted along Dover Street in order to maximize visibility at that location. She said the existing traffic control at the Dover/ Muscatine intersection has been evaluated by traffic engineers and has been determined to be appropriate. Except for the specific regulations and standards applicable to the exception being considered, the specific exception, in all other respects, conforms to the applicable regulations or standards of the zone in which it is located. She noted that with the addition of the sidewalk access to Muscatine, and appropriate screening of the parking lot, the property as it exists is appropriate for this use. Walz said that the applicant is required to submit a site plan to the building official for review and will be subject to all other requirements of the Zoning Code. She added the site plan must meet the Construction and Design Standards for off-street parking, including proposed traffic circulation on the site, designation of an emergency vehicle/fire lane along the building, and parking layout and landscaping requirements. The proposed use should be consistent with the Comprehensive Plan as amended. She noted that the use of the property as a school complies with the intent of the Comprehensive Plan. Walz said that staff recommends that EXC06-00001, an application for a special exception allowing a general educational facility in the High Density Single-Family Residential (RS-12) zone and a special exception allowing a reduction of the rear setback requirement for a general educational facility in the RS-12 zone be granted subject to submittal of a site plan 4 demonstrating sidewalk construction along the east side of Dover Street connecting the current sidewalk to Muscatine; landscape screening along the front of the parking lot on Dover Street; and a proposed parking layout, traffic circulation, and landscaping on the site, including identification of a designated fire lane. Public Hearing Ooened Tim Terrv, president of the Willowwind Board, said that they are delighted to have the opportunity to petition for this exception. He stated that the school will be an enhancement to the neighborhood. He said that they are prepared to comply with all the requests of the City. Public Hearing Closed Wood said he is very supportive of school moving into neighborhoods. However, he said that his concern relates to the traffic situation. He said that when the plan was initially made for the 35 children full-time day care facility there was some concern regarding traffic. Wood said that the current plan is for twice as many students and the traffic issue will increase. Walz said that the traffic engineers did not foresee any problem with the control on that street intersection. She acknowledged that the area is a heavily traveled and that as the city grows and public school enrollments grow, the traffic will continue to grow, even without the proposed school. Traffic engineers will continue to monitor the intersection and are prepared to manage any changes for traffic safety as needed. MOTION: Wright moved that EXC06-00001, an application for a special exception allowing a general educational facility in the High Density Single-Family Residential (RS- 12) zone and a special exception allowing a reduction of the rear setback requirement for a general educational facility in the RS-12 zone be granted subject to submittal of a site plan demonstrating sidewalk constrnction along the east side of Dover Street connecting the current sidewalk to Muscatine; landscape screening along the front of the parking lot on Dover Street; and a proposed parking layout, traffic circulation, and landscaping on the site, including identification of a designated fire lane. Alexander seconded the motion. Alexander will vote in favor. She said it does not appear that the proposed exception will have significant adverse effects on the livability for the nearby residents. She added that the similar schedule to the Iowa City schools will increase the traffic at the same time, but in relatively confined times. The building has always been used for institutional purposes, and having a school will not represent a big change. Alexander said that the sidewalk will help with the safety concerns. She mentioned that the streets meet the minimum requirements of 28 feet width. Alexander stated that the traffic engineers have evaluated the existing traffic control and decided that it is appropriate. She said that there were some issues regarding the parking lot which can be resolved by the use of landscape. Alexander said that in terms of the rear setback, the intent of the code is being met. She stated that there is no evidence that the proposed exception will be detrimental to or endanger the public health, safety, comfort or general welfare. She said that the vehicular access is adequate and parking exists to support the use. She added that it will not be injurious to the use and enjoyment of other properties, or substantially diminish or impair property values. She said that the surrounding properties are already developed, so there should be no issue regarding the development of the neighboring properties. Alexander said that the utilities, drainage and access roads are appropriate. 5 Wright said that he will vote in favor of the application. He said that the specific standards are met. He said there are several letters from surrounding residents that support the establishment of the Wilowwind School at that location. He noted that the sidewalk issue will be addressed, and vehicular access is appropriate to standards. He noted that the general standards are also met. Wright said that a fire lane will be identified, and a site plan will be submitted for review. Leigh will vote in favor for the reasons already stated. Wood will vote in favor. He said that it will not be detrimental to or endanger the public health, safety, comfort and general welfare subject to the construction of sidewalk. He said that it will not be injurious to the use and enjoyment of properties in the immediate vicinity, particularly with the establishment of landscape islands. He said that the utilities, access roads, drainage and other facilities are provided, the egress and ingress are appropriate, and the use is consistent to the comprehensive plan. Shelangouski will vote in favor for the reasons already stated. The motion passed with a 5:0 vote. OTHER: Leigh will not attend the March meeting. Alexander said that the Board should agree on a communication method to notify Staff if they are not able to attend a meeting. She said that she always comes to meetings unless she notifies Miklo. The Board decided that a 24 hour notice is preferred, and unless a board member sends notice of a planned absence it should be expected that he/she will be in attendance. ADJOURNMENT The meeting adjourned at 5:35. Minutes submitted by Bogdana Rus. Board of Adjustment Attendance Record 2006 Term Name Expires 01/11 02/08 Karen Leigh 01/01107 X X i Carol Alexander 01101/08 X X Michael Wright 01101109 X X Ned Wood 01101110 X X M. Shelangouski 01101111 X X I I I I Key: I I X = Present 0 = Absent OlE ~ Absent/Excused NM = No Meeting I I I I I I , I I , I I I , i , I , I I