HomeMy WebLinkAbout2012-02-21 Bd Comm minutes5b(1)
MINUTES APPROVED
BOARD OF ADJUSTMENT
JANUARY 11, 2012 — 5:15 PM
CITY HALL, EMMA HARVAT HALL
MEMBERS PRESENT: Brock Grenis, Larry Baker, Caroline Sheerin
MEMBERS ABSENT: Will Jennings
STAFF PRESENT: Sarah Walz, Sarah Holecek
OTHERS PRESENT: None
RECOMMENDATIONS TO CITY COUNCIL:
None.
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL: Grenis, Baker and Sheerin, were present.
A brief opening statement was read by the Chair outlining the role and purpose of the Board and
the procedures that would be followed in the meeting.
CONSIDERATION OF THE DECEMBER 14, 2011 MEETING MINUTES:
Baker questioned whether or not he should abstain from this consideration as he was
not present at the last meeting. Walz stated that he is allowed to vote if he believes that
the commission determines that the minutes are correct.
Sheerin said that she had a question on page five. Sheerin thought Michael Lensing was
speaking on behalf of the application, but what was stated in the minutes, "Michael
Lensing said this was a great opportunity to take this house and make it into an amazing
single - family property ", didn't make any sense. Holecek verified that this is indeed what
Lensing stated. Sheerin thought that he was speaking in favor of the application, but
what he said does not support that. After discussion amongst Holecek, Walz and the
board members, it was agreed that what Lensing said did not make any sense in the
context of his support of the application.
Sheerin's second suggested correction was in the sentence, "Holecek stated that she
Board of Adjustment
January 11, 2012
Page 2 of 8
was unaware of what Canganelli had in writing but there is a larger analysis to the zoning
code regulations." Sheerin questioned whether this accurately captured Holecek's
statements. Holecek clarified that what she had said was that there's a larger analysis to
determining whether or not the use is abandoned under the zoning code. Sheerin
believes what Holecek said needs to be corrected in the minutes.
Grenis moved to approve the minutes as corrected for December 14, 2011.
Sheerin seconded.
A vote was taken and the motion carried 3 -0.
SPECIAL EXCEPTION:
EXC11- 00011: Discussion of an application submitted by Bruegger's Enterprises, Inc., for a
special exception to allow up to three parking spaces for residential uses at 225 Iowa Avenue to
be located on a separate lot in a municipal parking facility in the Central Business (CB -10) zone.
Walz stated that the building is in the (CB -10) zone, and one of the requirements of the special
exception is that the parking ramp be located in the same zone. The ramp is zoned CB -10. She
pointed out the location of Bruegger's property on the site map. It's cut off from the alley, so for
all practical purposes, they can't provide parking on -site because they would need that rear
entrance to get in. The subject site is 223 ft. from the ramp, and the pedestrian entrance that
you would take to get to your car is off Linn St., so it's well within the 300 ft. that's normally
required. Even within the CB -10 the off -site parking is not required to be within 300 ft.
Bruegger's building was destroyed in a fire. They are trying to replace the building they had with
the same number of apartments. They are going to have 3 dwelling units: 2 — 1 bedrooms and
a 2- bedroom. The zoning requirements for that only require 2 parking spaces. They have asked
for up to 3 so they would have the option of providing one parking space per dwelling unit. The
Tower Place Parking Facility has 511 parking spaces. That includes the 30 spaces allotted to
businesses that own that own condos that surround the parking ramp. Transportation reserves
50 spaces anywhere throughout the ramp until 11a m for people using the Senior Center. The
head of Transportation Facilities and the director of Planning and Community Development
have indicated that they believe this is appropriate and it can be accommodated within the
ramp. They have the distance. They have the zoning. Public ramps are designed with safe
egress and ingress so there are no safety issues here.
The Planning Staff is recommending that anytime a private developer ask for permanent space
in the ramp, that they get design review just to ensure that the building fits with the surrounding
structures. At the time that they apply for their building permit and go through the design
process is the time they would submit their Covenant for Off -Site Parking, which is their
agreement with the City for the parking spaces. Walz clarified that the address in question is
225 Iowa Avenue and the ramp being discussed is Tower Ramp.
Baker asked about the design review condition and if this building is required to go through
review regardless. Walz said no, and that is why staff has asked that it be a condition. Baker
also wanted to know if they can approve this exception conditional on design review. Walz
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January 11, 2012
Page 3 of 8
stated that they could.
Sheerin said she thinks design review seems irrelevant to the parking issue. She said
commissioners are always told to only consider what's in front of them, and if parking is in front
of them, then she doesn't see how the design review is linked.
Holecek explained that the parking is allowing the number of residential units. Otherwise you
might have a totally commercial building. Sheerin wanted to know if looking at the design plan
would include elements such as landscaping or just concentrate on how many residential units
are allowed. Holecek said that they are indeed considering aesthetics as well. By allowing the
residential units to be built as a result of the parking, staff wants to make sure it fits esthetically
into the neighborhood. Sheerin said she thought that argument seemed a bit weak.
Walz said the Board can choose whether or not to attach that condition. She said what they
typically look for in design review is that the entrance to residential units be safe and well -
lighted, and those kinds of consideration.
Baker asked that if the condition here is that they submit a plan for design review. For the
special exception to be approved, does it require that their design be approved?
Walz stated that they can't get the special exception without getting design review approval.
Grenis wanted to know if the applicant had a problem with the design review requirement.
Walz said that they had received the packet, but she had not heard from them.
Sheerin asked about the fact that the Director of Transportation Services can relocate the three
permits to any other downtown municipal ramp on an annual basis. She said she understands
why that might be, but doesn't that take away all the work that the Board is doing here?
Walz explained that within the CB -10 zone the parking doesn't have to be within 300 ft. of the
residential unit(s). In the CB -10 zone, the parking can be located anywhere. This is the ideal
ramp for the residents of 225 Iowa Ave. to be in, and the City wouldn't move them unless there
was a circumstance that would require it.
Grenis said that the last time the Board considered a similar application, Jennings brought up
the fact that it seemed the Board is approving parking in perpetuity and not necessarily just to
this ramp.
Walz said that if the Board is concerned about the wording in the Code, they can always ask
P &Z to clarify policy.
Sheerin said she doesn't like setting aside parking spaces in public ramps. By doing so, then
more ramps need to be built.
Walz explained that there is something being added to the Code that indicates that there has to
be practical difficulty with providing the parking on site. Outside of the CB -10 there are situations
where in order to get permits the developer will have to pay a contribution toward future
development of ramps. Rather than getting the permanent privilege of a parking permit, they
Board of Adjustment
January 11, 2012
Page 4 of 8
would be paying an impact fee designated for the construction of future ramps.
Sheerin says she thinks there's confusion about what the Comprehensive Plan is dictating. She
quoted from it. "...People who live in and near downtown will walk to work or classes..." She
thinks the Comprehensive Plan's idea is to get less parking in the downtown area. But by
designating parking spaces in municipal ramps that requires building more ramps is contributing
to the parking problem.
Walz said this came about because previously there was no required parking for CB -10
residential uses, and then it happened that there were lots of residential uses going into the CB-
10. The City felt like some of those people were taking up spaces and the City wasn't
accounting for them. At the time, Walz said, developers weren't allowed to provide parking on-
site. Now, they are required to provide it on -site, and if they can't, some fine - tuning needs to
happen. It is at least accounting for the fact that when you have lots of people living downtown,
they are going to bring cars with them. And you need to account for that in the ramps. Walz said
that next month when there will be four members, the Board can contemplate a letter to P &Z or
Council that these things need to be clarified.
Sheerin thinks it's confusing what they are being asked to do and what the goals of the
Comprehensive Plan are. She thinks it's come up often enough that it needs to be addressed.
Walz said she thinks the change happened when staff recommended that developers have to
provide parking, and when it reached Council the thought was that there would be some
properties that can't do that. The Council wanted to be flexible, so this solution was created
somewhat spontaneously and maybe isn't quite right yet.
Baker asked Sheerin if her concern was that there not be this option or that her issue is with the
language
Sheerin replied that there's a lack of clarity in the Comprehensive Plan and in the zoning code.
There's a tension between whether we want more parking downtown or if we want to be going
toward more pedestrian traffic. If it's not clear what the goal is of the Comprehensive Plan, it's
not clear how the Board should be proceeding. She thinks that Walz's explanation has helped
her understand why it's advisable to have the designated spots in the ramp.
Walz explained that it doesn't mean someone has to use them. In this case, if only one person
in the residential units has a car, only one permit would be issued, with up to three reserved.
Sheerin feels that the City has been trying to force people into the ramps with stricter parking
enforcement, but she's concerned that parking in the ramps will decrease as more permits are
issued at the same time non - residents are parking in the ramps due to parking enforcement.
Sheerin opened public hearing.
Sheerin closed public hearing.
Grenis moved to approve EXC12 -00001 an application submitted by Bruegger's
Enterprises, Inc. for a special exception to allow up to 3 parking spaces in a municipal
parking facility to satisfy the minimum parking requirements for a mixed use building to
Board of Adjustment
January 11, 2012
Page 5 of 8
be constructed in the Central Business (CB -10) zone at 225 Iowa Avenue, subject to the
following conditions:
• The applicant must submit the required agreement for off -site parking prior to
securing a building permit. The agreement shall include the following conditions:
o The permits shall only be available to residents of 225 Iowa Avenue at a
cost not to exceed the market rate determined by the Director of
transportation Services at the time of leasing.
• The property manager must provide the Director of Transportation the
name, license plate number, and address of all permit holders. Permits will
only be granted to residents with the primary address of 225 Iowa Avenue.
• The Director of Transportation Services may relocate the permits to
another downtown municipal parking facility on an annual basis as
necessary to accommodate demand for municipal parking facilities.
• The final building plan be approved by the Staff Design Review Committee.
Baker seconded.
Sheerin invited discussion.
Grenis said he's fine with the design review mostly because it seems that the applicant isn't
opposed to it, and it seems appropriate.
Baker stated that the discussion has been very helpful in understanding some of the issues and
that he has no problems with the motion as submitted.
Sheerin said she is fine with the design review and that Walz has clarified the parking issues for
her.
Grenis submitted his findings.
The specific standards that the Board feels are satisfied are:
A. Special Location Plan is met because the applicants will be submitting a plan subject
to approval.
B. Location of Off -Site Parking is satisfied because the subject property is 235 ft. from
the parking ramp.
C. Zoning is satisfied because the parking spaces and principle use served are both are
in the CB -10 zone
D. Shared Use of Off -Site Parking is satisfied because the applicant is not proposing to
share parking with any other use.
E. Off -Site Parking Located in a Municipally -Owned Parking Facility - In the CB -10
zone, up to 100 percent of the required parking number of parking spaces may be
provided in a City -owned parking facility regardless of the distance between the use
and the parking facility - is satisfied because both the ramp and the proposed use is
in the CB -10 zone, and the applicant has requested up to 3 parking spaces for long-
term rental and Director of Transportation Services indicated that was adequate
Board of Adjustment
January 11, 2012
Page 6 of 8
along with the Director of Planning and Community Development and the City
Manager
F. Approval Criteria and consideration of the desirability of the location of off - street
parking and stacking spaces on a lot separate from the use served in terms of
pedestrian and vehicular safety; and any detrimental effects of adjacent property;
and the appearance of the streetscape are satisfied based on what the zoning code
allows in the CB -10 zone, the distance of ramp from the subject property, the parking
being in a municipal ramp which has adequate ingress and egress and good visibility
and the ramp is already constructed so there will be no change to the surrounding
area.
G. Covenant for Off -Site Parking requiring a written agreement between the owners of
the parking and the owners of the property for which the parking will serve is satisfied
because the parking agreement will be subject to the approval of our Special
Exception
The general standards that the Board feels are satisfied are:
1. The specific proposed exception will not be detrimental to or endanger the public
health, safety, comfort or general welfare is satisfied because the parking facility is
within 300 ft. of the proposed use, pedestrian access is adequate and already
established between the 2 sites with appropriate crossing at a controlled intersection,
and the ingress and egress from the parking ramp is designed safely and has good
visibility
2. The 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 is satisfied especially in light of the Board's approval being subject to
the design review process
3. Establishment of the specific proposed exception will not impede the normal and
orderly development and improvement of the surrounding property is satisfied in light
of the Director of Transportation Services reviewing and approving this request and
the condition that this plan be reviewed by the Design Review Committee
4. Adequate utilities, access roads, drainage and /or necessary facilities have been or
are being provided is satisfied because all utilities, access roads, drainage and
necessary facilities are in place to serve the parking facility and the development of
the proposed building
5. Adequate measures have been or will be taken to provide ingress or egress
designed so as to minimize traffic congestion on public streets is satisfied because
as mentioned earlier, the municipal parking facility has been designed to allow that
6. Except for the specific regulations and standards applicable to the exception being
considered, the specific proposed exception, in all other aspects, conforms to the
applicable regulations or standards of the zone in which it is to be located is satisfied
because this municipal parking facility should meet all applicable standards in the
zoning code and all aspects of the residential development will be reviewed by a
building official as part of the building permit process and by the Design Review
Committee
7. The proposed use will be consistent with the Comprehensive Plan, as amended is
satisfied based on the language promoting higher density in this area and the
parking requirements that such density requires
Sheerin stated that she adopts Grenis's findings.
Board of Adjustment
January 11, 2012
Page 7 of 8
Baker asked if this was standard procedure to enumerate each finding.
Walz stated that while some summarization is fine, must make clear what facts led them to the
conclusion that each criterion is satisfied or, conversely what facts led them to believe a criterion
was not satisfied.
Holecek explained that the law adopts the staff report as part of the record, and the issue is a
reviewing court would ask if there is enough evidence before the Board to make the decision
that had been determined. It is better to articulate the findings very clearly than to be too brief or
to only infer a finding.
Sheerin explained that this had become the standard procedure with the board and drew a
distinction between articulating conclusions versus the facts that support a conclusion.
Baker adopted Grenis's findings.
A vote was taken and the motion carried 3 -0.
BOARD OF ADJUSTMENT INFORMATION:
Walz stated that there will probably be a cell tower application at next month's meeting. She
also explained that the update to the Comprehensive Plan will commence at the 2 community
planning workshops. The Comprehensive Plan will also bring in all the work that's being done
on Riverfront Crossings. This will be an opportunity for people to look at the current
Comprehensive Plan and decide if they like the direction its going and state their opinions.
This will not replace the District Plans but rather will build on them. The City has received a
grant to focus on sustainability as part of it in the sense of social and economic sustainability.
ADJOURNMENT:
Baker moved to adjourn.
Grenis seconded.
The meeting was adjourned on a 3 -0 vote.
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MINUTES
HISTORIC PRESERVATION COMMISSION
DECEMBER 8, 2011
EMMA HARVAT HALL
S�•�IIIIIIi�t
APPROVED
MEMBERS PRESENT: Kent Ackerson, Esther Baker, Thomas Baldridge, Andrew Litton, Pam Michaud,
Ginalie Swaim, Dana Thomann, Frank Wagner
MEMBERS ABSENT: William Downing, David McMahon, Alicia Trimble
STAFF PRESENT: Bob Miklo, Chery Peterson
OTHERS PRESENT: Joyce Carroll, Marlin Ingalls, John Roffman, Matt Roffman
RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action)
None.
CALL TO ORDER: Swaim called the meeting to order at 5:25 p.m.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA;
There was none.
CERTIFICATE OF APPROPRIATENESS:
915 E. Washinaton Street
Peterson stated that this is the same property for which the foundation was approved last month. She
said the property is in the 900 block of Washington Street in the College Hill Conservation District.
Peterson showed a view of the site.
Peterson said the site plan is pretty much the same as a month ago. She said the only added things are a
sidewalk from the front porch to the public sidewalk, a ramp or sidewalk to the parking in the back, and
some indication of landscaping. Peterson said the setback is 15 feet from the sidewalk
Peterson showed the basement plan, which is slightly changed from a month ago. She said the rear
stairway has been changed to simplify the building footprint. Peterson said the new basement plan shows
windows on the east and west sides, with window wells.
Peterson said the floor plans have not changed much from November, with the rear stairs being one of
the biggest changes. She showed the main floor and the upper floor plans.
Peterson said the roof plan has been revised. She said it is a gable end roof with hip -type roofs over the
porches. She said the design is in the Queen Anne style. Peterson said the materials would be the fiber
cement board clapboard siding. She said there is product information in the packet for the ornamental
shingles for siding at the gable end. Peterson said the applicant's drawings appear to show asphalt
shingles but on wall surfaces it would really be the Hardie product, with the scallops, as shown on the last
sheet of the handout.
Peterson said the windows would be a vinyl window. She said she does not have information on the front
door, the columns, or the material for the railing and skirting at the porch.
Historic Preservation Commission
December 8, 2011
Page 2
Peterson showed the west side of the duplex. She said the window shown at the basement level would
be mostly concealed. Peterson showed the line representing the finished grade.
Peterson showed the back elevation. She said the grade is almost up to the top of the foundation at that
point.
Baldridge asked if there are then two entrances from the rear and one from the front. Peterson confirmed
this. Michaud asked if the two lower windows are casements for egress, and if they would appear to be
double hung, or if they are really double hung. Peterson said she did not know. Michaud said that one of
them has to be an egress window, so she thought maybe both of them were casements with the
appearance of double hung windows.
Peterson said the packet refers to the Gerkin brand of windows. She said she has not determined if the
windows meet all of the guidelines, as she has been getting drawings up to the last minute.
Peterson said, referring to the guidelines, that in many ways the proposed project is in compliance. She
said there are also still some details that staff feels are not worked out. Peterson said she is still receiving
drawings, and that is why she is recommending this be deferred, or that it be approved with the condition
that the chair and staff would continue to work with the applicant.
Ackerson asked what the nature is of the discrepancies at this point. Peterson responded that there is a
gable front, and she believes there would be about a twelve -inch overhang. She said one of her concerns
is how the soffit is actually constructed in this location.
Peterson said she also does not have information on the products for the columns or the railings. She
said there are problems with the dimensions and detailing of trim boards around the windows. Peterson
said the window trim is all a vinyl product, and she was uncertain whether that was acceptable.
Wagner said it is acceptable to use fiber cement siding, but not vinyl siding, in this district. Miklo said this
is a conservation district. Wagner said that if vinyl windows are acceptable, then vinyl siding would be
acceptable by the same logic.
Peterson read from the guidelines that wood and wood substitutes must be durable, accept paint, and
retain the appearance and function of wood. Miklo said that based on previous cases that would mean
cement board.
Michaud said the Commission has come across a lot of vinyl that has failed. She said that a conservation
district might be different for replacing windows, but this is new construction, so it would need to have
very long -term durability.
Michaud asked Peterson if she is saying the trim doesn't look right at the windows on the first floor level.
Peterson said she was not sure about the proportions of the trim.
Peterson said she has seen Queen Anne properties in the neighborhoods here where there is a
continuous horizontal trim board and that it is also the window head. She said the trim board between the
two floors of this project looks too wide. Michaud said that on the Victorians she has seen, she just
doesn't remember seeing horizontal, lap siding between the two windows, and that is what doesn't look
right about it to her. She stated that the connecting sill and the header are correct; it just looks strange to
have that horizontal, lap siding between the two windows. Peterson said they could also just have their
own sills and head trim.
Peterson said the drawings look good with the trim lined up with the rear porch, and she wondered if it
could line up at the front porch. She said there should be the same height of columns, front and back.
Peterson asked the applicant if he had anything to add. John Roffman said he is the applicant. He stated
that, regarding the front porch, he had looked at lining up the trim bands, but the second floor windows
Historic Preservation Commission
December 8, 2011
Page 3
right now are only 42 inches tall and he would lose about a foot and one -half of window height if the trim
bands lined up.
John Roffman said the porch roof is shown at about a 4:12 pitch, which is about the minimum for a
shingled roof. This minimum roof pitch allows him to maximize the window height above this roof. He said
that lining up trim bands just doesn't work out.
Peterson asked about the entablature that was added at the columns and how deep it would be. John
Roffman said it is 12 inches.
Michaud asked about the triple window on the left side and why the roof goes up higher. John Roffman
said there is an offset in the porch. He said the porch is deeper on the east (left) side than it is on the
other side. Michaud said that rather than flattening out, which would create a problem, this is going
straight back. John Roffman confirmed this. Peterson said that if this is a flatter pitch, one would have to
go to membrane roofing.
Miklo said 12 inches seems too deep. He said another possibility would be to have it eight inches, and
that would make up some of the difference.
Ackerson said there are houses on both sides, and this new duplex will be on top of a rise from the street.
He said he is not sure how many would even see that elevation, certainly not from that perspective. Miklo
said the neighbors would see it from their windows.
Michaud said she has just never seen this continuing pitch on a Victorian. Peterson said the houses on
either side don't have the same detailing, so there isn't a clue there.
Regarding the front elevation, Peterson said that typically older houses would have a window or a vent in
the peak of the gable. She said that is something that might be appropriate here.
John Roffman said that would be in the rafter space. Peterson said it would more likely be a vent.
Michaud said that has been done before. Swaim stated that it would distinguish more between the two
planes.
Peterson pointed out that there are columns shown, but the column locations are not consistent at each
of the porches. She said it needs to be considered whether full columns should be placed where the
porch meets the building. Peterson said that historically it would have been an engaged half column, or a
pilaster.
Swaim said one issue is whether the Commission should defer this to get more specific details, vote on it
as is, or leave it up to staff and the chair to work with the applicant to refine this. Miklo said if Commission
members are generally comfortable with the direction this is going and the general concept, the
Commission might want to turn it over to Peterson and the chair to decide. Miklo said if the Commission
feels there are a lot of questions and is not quite happy with this, it could be deferred.
Swaim asked if the fact that the foundation has changed slightly with the windows and the stairs would
need any separate action. Miklo said it would not. Peterson said Karen Howard had advised that Housing
and Inspection Services would look at this.
Baldridge asked if it is finished space in the basement. John Roffman replied that it is not. Regarding the
basement windows, he said they have to have a window for secondary egress. Michaud said that two
would not be required, and John Roffman agreed but said he wanted more light for the basement.
Peterson said last month the Commission said it would approve the basement if the applicant worked out
the rear stairs, which has been done. She said the other change is the windows. John Roffman said that
the window area actually was not shown well in the original drawing. He added that the foundation plan
did not get any larger, and the change at the rear stair did not change the location of the back wall.
Historic Preservation Commission
December 8, 2011
Page 4
Michaud said she was not clear about the difference between the narrower front windows and the wider
side windows, and asked if they are separated by a wall. John Roffman said, no, they are in a bedroom,
and if they need to be brought together, they could be brought together. John Roffman said they have to
provide egress windows for the bedrooms.
Regarding how the trim is finished off at the eave return on the gable ends, John Roffman said that if one
looks at the Hardie brochure, the image in the upper left corner is how it would be. He called it a pigeon
roost. Michaud asked John Roffman if he would be avoiding the pigeon roost or leaving it in. John
Roffman replied that he would like to avoid it, but that is what it will be.
Peterson said this is a traditional design, used in several styles. She stated that it is a classical way to
resolve that overhang.
Ackerson said he thinks it is very attractive. He said he is afraid that sometime down the road, however,
someone will need to do something to keep critters off of this.
Peterson said the roof has enclosed soffits, and on the gable end the roof is projecting a foot from the
face of the gable. She said that if one has this condition, then one has to trim it, terminate it, somehow.
Miklo stated that it is a pretty common feature, even in new construction, so he is not too concerned
about problems with animals getting up there. He said that if it is not going to be designed this way, then
the Commission needs to know what the alternative is, and either way the drawings need to be clear and
understandable so we are sure it is buildable.
Swaim said there are a fair number of details that are not worked out yet on this in terms of the
Commission voting. Miklo said the two choices are to either defer this or approve it subject to Peterson
and Trimble working out the details. Peterson pointed out that her report suggested deferral, but that was
based on much different drawings. She said the new drawings are much closer to what the guidelines
suggest so this is certainly a design the Commission could approve, with conditions.
MOTION: Litton moved to approve a certificate of appropriateness for the application for 915 E.
Washington Street, pending final approval by staff and the chair. Baldridge seconded the motion.
The motion carried on a vote of 8 -0 (Downing, McMahon, and Trimble absent).
REPORT ON CERTIFICATES ISSUED BY STAFF AND CHAIR:
Peterson stated that this information is available in the packet and asked if anyone had additional
comments.
DISCUSS CITY PARK LOG CABINS:
Joyce Carroll, Program Supervisor of the Parks and Recreation Department, introduced herself. She said
she has worked for Parks and Recreation for over 30 years and is in charge of the art program and most
of the children's social activities. Carroll said that her history with the log cabins goes way back to when
she was a student at The University.
Carroll said that about a year and one -half ago, the County Historic Preservation Commission had a new
education coordinator that she wanted to meet with, because there are some cooperative activities
between the City and County. Carroll said that she and Meghan chose to meet at the cabins and right
away realized there was no way to do any programming at the cabins any more.
Carroll said she talked to her supervisor, and they have been moving forward since. She said they have
had some help from the Planning Department, including Christina Kuecker and Lauren Ditzler, who
helped put together the material provided to the Commission, including an application to the State for a
TAN visit, which they were given. Carroll introduced Marlin Ingalls, who is with the Office of the State
Historic Preservation Commission
December 8, 2011
Page 5
Archaeologist and has done a lot of research on the log cabins, and she said he knows a lot more about
their physical history than she could ever know.
Ingalls said that this has turned into one of his pet projects for two reasons. He said that this is quite an
exceptional resource, and when one looks at the information and the long history and the tie -in of the
rural settlers and historic life, the construction, the location and relocation, and the replication of trading
posts, all of these elements really produced exceptional handmade structures.
Ingalls said that one of the difficulties is that they are handmade buildings, and they are complicated. He
said there is no stud wall framing in these buildings and no plaster; what you see is what you get, and that
is what historic housing in Johnson County consisted of.
Ingalls said he has participated in the evaluation and restoration of about ten other log cabins at this
point. He said the last one he was involved in was a nearly 8,000- square foot log building at the Anamosa
Golf Club. Ingalls said it was all log and was built by prisoners from the Anamosa Prison and followed the
1917 National Park Service guidelines.
Ingalls said the City Park cabin is a single -pin cabin, and the other one is a double -pin cabin with a dog
trot. He said these are replicating original cabins built in Johnson County and were built by Johnson
County pioneers.
Ingalls referred to photographs showing both the qualities and deficits of the log cabins. He said that log
cabins invariably bend and sink and invariably need a certain level of maintenance. Ingalls said the
deferred maintenance on these structures is one of the biggest killers of them. He said that since they are
made primarily out of old growth timber, they have survived surprisingly well, and they are not as bad as
they look.
Ingalls said the cabins are imminently restorable. He said that it will take some focus and planning to
proceed on this. Ingalls said the current plan is to do them both at the same time. He said it will save a lot
of time and effort.
Ingalls showed a photograph of the single pin cabin. He said it is a replica, although it fooled him, as it is
a 1880s cabin rather than a 1840s cabin. Ingalls said the hewing, the notching, and the corner notching
are really exceptional.
Ingalls said that one of the problems with these log cabins is the dense tree canopy. The leaves drop and
collect on the roof; wet leaves and deep shade accelerate deterioration of the wood shingles. Ingalls said
that roof repair is a big priority, and that he would like to get 75 years out of these cabins after they are
restored. Ingalls said they are pretty much untouched, which is good for their accurate restoration.
Ingalls showed a photograph of the southwestern corner of the single pin cabin. He said it is a good
example of the elements that had to be reconstructed when it was moved. Ingalls stated that what he
sees on the bottom are reconstructed logs and reinserted logs. Above this, other logs have been re- fitted
into the corners in order to stabilize the cabin. Ingalls also noted the broad ax and felling ax marks on the
hewn beams.
Ingalls said one of the other problems is the chinking. He said that chinking can act like a water /moisture
sponges. Ingalls showed on the lower right foundation level log, both wet rot and dry rot, which are kind of
pervasive through the whole cabins.
Ingalls said these cabins are surprisingly sturdy, because of the density and the size of the logs that are
in them. He said that one can lose an inch on the surface of them, and it doesn't really make much
difference. Ingalls said he has even encountered several of these cabins that caught on fire, charred, and
then had the charring scraped off and the surfaces redone, and they were just as solid as when they were
put up. He stated that they are very durable buildings, if they are maintained well.
Historic Preservation Commission
December 8, 2011
Page 6
Ingalls showed a slide of the cabin to demonstrate its horizontal look and its integrity, and dry rot and wet
rot. He said that one of the factors in these cabins is that they really have integrity — integrity of material
and integrity of their segregated location. Ingalls said they are over the 50 -year guideline for the National
Register in this location, after previous relocations. He said that there is a little bit of a hodgepodge of
things, but for the most part they have very high integrity.
Ingalls said the exteriors are problematic in a few places. He said that he has dealt with several of these
cabins where this porous - looking material has been restored using various infusion methods and
reconstituting agents that keeps the original look intact. Ingalls said these are fairly common methods in
restoration and are safe for the environment and for people.
Ingalls showed a photograph of logs that will have to be replaced. He said the only real difficulty is where
to get the logs, and in previous cabins, the DNR has been welcoming in providing the logs. Ingalls said
they can either be hewn into shape or sawed into shape. He said that one would be using the original
historic fabric of the building, and even the logs in the photograph can be restored to their original
condition, although time and money may be prohibitive for that.
Ingalls added that if the foundation is no good, it does not matter what is put on top of it. He said that
since the foundations here are failing but are not failed, they can all be reutilized, except for a few
elements. Ingalls said the cabins can be leveled up and straightened, but they will have to be capped to
the new grade with concrete or some other material, and other elements will have to be renewed for both
redoing the access to the cabin and keeping infiltration and cracking to a minimum.
Ingalls showed an example of the chinking problem. He said that once there is an open crack, everything
that can will go in there.
Ingalls showed an overview of the cabins, demonstrating that the interiors are actually in very good
shape. He said there is essentially nothing wrong with the interiors, except that in the two -pin cabin, there
are some issues related to water infiltration in the walls due to roof failings, but that can be mitigated
pretty readily. Ingalls said it will take very little effort to get it back into shape.
Regarding windows, Ingalls said that some of the windows are from the 1850s, and some of the windows
are from the 1880s. He said these buildings were an accretion of everyone's parts and pieces, and that's
how these things were built. Ingalls said these were done in a very short period of time and moved into
and functioned very well.
Ingalls displayed a photograph showing one of the worst elements of this, due to the roof failure. He said
there is water damage and mold, which is not a serious mold but is wet rot and dry rot, which is not
particularly dangerous. Ingalls said there is not a great deal of mildew, but all that can be mitigated by
boron infusion into the logs. He said that can be done a couple of times, and it will seal them up and
prevent any more mold, mildew, and insect infestation for the next 75 years.
Ingalls said that sometimes there is a log that looks good but isn't, and sometimes there is one that looks
terrible but isn't. He said it is kind of a piece by piece thing, but there is actually no timber in the
photograph that cannot be restored. Ingalls said the roof is a different situation.
Ingalls said that most of the subsheathing to nail the shingles to is in good shape. He said that there is
one section where some of the subsheathing will have to be removed when the roof is put back on, but
the rafters and all the original material can be saved and used. Ingalls said it is possible to repurpose
some buildings and rafters from other buildings to insert there, and he did not think anyone would know
the difference.
Ingalls said the large windows there and on the other side were used when the Girl Scouts occupied this
for 20 years, and the windows would pull down for celebrations in the park. He said there are windows on
both sides of the building that would be usable during activities.
Historic Preservation Commission
December 8, 2011
Page 7
Ingalls said the inspection of the underpinnings of the logs and the floor joists show that the floor joists
are like rocks; one might think they would be rotted out, but they are perfectly fine. He said the sill plate
logs can be jacked up. Ingalls said the ones to the left side that look terrible really are not that bad, and
the ones on the right can be spliced. He said one would keep 80% of it and splice in 20% of it and lift it up
onto the original pilings.
Ingalls said the sway back in the middle where the dog trot goes through has sunk, because the pilings
have sunk. He said that can be jacked up easily and quickly. Ingalls said the center dog trot needs to
have the concrete pulled out, and the concrete foundations on the other side have also been subject to
some sinking and will have to be capped on the surfaces a couple of inches just to level the whole thing
out.
Ingalls said this can be done in sections, but the roof is probably the most primary thing to do. He said it is
better to get it level and do the roof than it would be to do the roof and get it level. Ingalls said those
things kind of need to go on concurrently.
Ingalls said the chimneys are in good shape, and he feels that a high percentage of the material can be
reused and not much would have to be replaced. He said the cabin does have electricity and could be a
great place for young people to use and have access to the upper City Park and get a little bit of a Living
History Farm kind of approach to how things were 170 years ago.
Ingalls said this is not as bad as it looks, has very high integrity, and is a real asset to the City in
connecting time and place and the history of Johnson County with the first settlers. He said this really is
the only real connection to all these great people that made the City what it has developed into. Ingalls
said that with a little fundraising and planning, the building could be stabilized to make it viable for another
75 years. He said the Optimist Club, Girl Scouts, and Cub Scouts have expressed an interest in donating.
Michaud asked about the function of the dog trot. Ingalls said that is wood that was set in there vertically
with a railing on top to put in the screened partitions. He said he would like to see the screens kept if
possible. Ingalls said the buildings are supposed to be kept as built and designed, in order to keep the
highest integrity.
Ingalls said that historically, dog trots were just open breezeways through buildings. He said that people
came along later and screened them in, closed them in, or did other things. Ingalls said they were
designed to be just open breezeways through the building.
Carroll said that the paperwork for the grant has been filed. She said the State has found that the cabins
are eligible for the National Register. Carroll said that besides finding a way to begin working on the
cabins, she feels it would be wise to find a way to actually make application and nominate the cabins for
the National Register. She said she has discovered that they do not need to be in historic condition in
order to be nominated. Carroll said this might be something the Commission could help with.
Ingalls said he had signed on to do a TAN assessment, as he has been on the State's Technical Advisory
Network for quite a long time as an architectural historian and archaeologist. He said that going through
the TAN process would not cost the City anything. Ingalls said they take whatever action is necessary,
and that sets its formal eligibility, its assessment of potential eligibility, and gets it in the records, with the
preliminary work done by an architectural historian who is noted on the list of people who review these log
cabins.
Ingalls said that is not terribly complicated, and once that procedure is completed, it sets this up for the
National Register nomination. He said that a property does not have to be listed on the National Register
of Historic Places to get grants from the State. Ingalls said it just has to be listed as eligible to be on the
National Register of Historic Places. He said it is therefore worth it to get on the list of eligible properties,
and this is clearly eligible.
Carroll said she has already received information from the State Historical Society to proceed with a TAN
evaluation. Ingalls said this is a resource that is not just one of those picnic areas with poles and a slab,
Historic Preservation Commission
December 8, 2011
Page 8
but this is complex. He said it is historical, it's interactive, and it has teaching and learning and other
aspects to it that a regular park shelter does not have. Ingalls said these buildings are unique, and not
only are they rare, but they are getting increasingly rarer.
Ingalls said that Gilbert's trading post has been gone for a long, long time. He said it was gone by the
1870s at least. Ingalls said this is actually the only real replica by the men who worked on that building.
He said these were the people here in 1840 and they worked at the trading post and they knew Gilbert
and they built this cabin. Ingalls said it was 40 years after the fact, but nonetheless, this is as close as it
gets.
Ingalls said this is a recreation done by men who had actually been there. He said one doesn't get any
closer to history than that.
Swaim asked what kind of role the Commission might play. Ingalls responded that certainly word of
mouth and fundraising and all of that needs to be initiated and pushed along, and to just have the
Commission say it finds this favorable is a step in the right direction.
Ingalls said if there could be some kind of clear statement that this is already an asset, but it is an
underutilized asset; it is unique, and it has great potential for these educational and recreational activities.
He said that in itself would be a positive statement that would help move things forward and could get the
word out to various people that this can happen.
Miklo said that the TAN grant has already been approved, and the State has provided some funding to
put a plan together to stabilize if not restore the cabins. He said the plan has been started, and the next
step is to come up with the funds to implement the plan.
Ingalls confirmed this and said that concurrently with the plan is for someone to write the National
Register nomination. He said he wanted to move the TAN forward to get it moved through the system and
get it on the record and outline the basic restoration procedures and objectives.
Swaim asked if it would then be appropriate for the Commission to write a letter of support. She said she
would be willing to draft such a letter. Miklo said the National Register nomination is what the Commission
and City staff would need help with.
Ingalls said it would be good to get something in the papers and before the public and then get written
endorsements from the Optimists Club and the Girl Scouts. He said he did not think he needed anything
in writing at this phase, although he would like to have that later, but he would like the Commission to
notify the Parks and Recreation Department that it supports this and supports the plan. Miklo said another
resource would be Friends of Historic Preservation, in terms of fundraising.
Ingalls stated that if this is untended for another two or three years, one will not really be able to salvage
it, except at a cost of about three times what it would cost to do it now. He said he had worked recently
with an experienced local contractor who would be interested in this project.
Swaim said it sounds very promising. She said it is clear this project is in good hands.
Ingalls said it can be done. He provided an estimate from the contractor he had recently used. Ingalls said
the first phase of redoing the roof, jacking it up, and leveling it comes to a total of $53,000. He said the
next phase of the interior reconditioning would be $20,000, and the final large -scale log replacement is
$30,000, totaling around $100,000. Ingalls said the estimate is probably about $20,000 over what it would
actually cost. He stated that both buildings can be rehabbed to operational use for a 50 to 75 -year
lifespan for $80,000 +, but the initial $50,000 is critical.
Ingalls said at that point the buildings will still be usable, they'll be level, they'll be stable, and they'll be
reroofed. He said that chinking the buildings could be a Scout project. Ingalls said he intends to also
appeal to the Girl Scout alumnae who used the buildings for 20 years.
Historic Preservation Commission
December 8, 2011
Page 9
Ingalls said that Carroll is going to be the lead on this to coordinate it, but he would like to help her. He
said he knows the contractors. Ingalls said the Commission might have connections with regard to
fundraising and other issues.
The consensus of the Commission was to give the project a show of support. Ingalls said he could
perhaps be a point person with regard to writing a newspaper piece or getting people out there to get this
in front of the public. Swaim thanked Ingalls and Carroll for the presentation and said they could count on
the Commission for its support.
CONSIDERATION OF MINUTES FOR NOVEMBER 10, 2011:
MOTION: Ackerson moved to approve the minutes of the Historic Preservation Commission's
November 10, 2011 meeting, as written. Litton seconded the motion. The motion carried on a vote
of 8 -0 (Downing, McMahon, and Trimble absent).
OTHER:
Regarding the project where the synagogue is currently located on Washington and Johnson Streets,
Miklo said he could not go into too much detail, because it will be a future agenda item. He said there is a
rezoning proposal there, and the building will probably come down and be replaced with an apartment
building.
Miklo said the property is in a conservation district, so the Commission would have the task of approving
the exterior design. He said the proposal for the rezoning will probably be before the Planning and Zoning
Commission in January. Miklo said that even if it is not rezoned, there is likely to be an apartment building
constructed on the site.
ADJOURNMENT:
The meeting was adjourned at 6:45 p.m.
Minutes submitted by Anne Schulte
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MINUTES
HISTORIC PRESERVATION COMMISSION
JANUARY 12, 2012
EMMA HARVAT HALL
5. b�-'i
APPROVED
MEMBERS PRESENT: Esther Baker, Thomas Baldridge, Will Downing, Andrew Litton, David McMahon,
Pam Michaud, Ginalie Swaim, Alicia Trimble, and Frank Wagner
MEMBERS ABSENT: Kent Ackerson, Dana Thomann
STAFF PRESENT: Bob Miklo, Chery Peterson
OTHERS PRESENT: Rich Johnson
RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action)
None.
CALL TO ORDER: Trimble called the meeting to order at 5:20 p.m.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA;
There was none.
CERTIFICATES OF APPROPRIATENESS:
437 S. Governor Street
Peterson said this house is in the Governor -Lucas Street Conservation District. The applicant is
proposing to remove an existing second floor window on the south side of the house, and another on the
rear of the house (west side), and replace these windows with new casement type egress windows.
Peterson said this house is part of the UniverCity rehab program and egress windows are required by
code in rooms that are being converted to bedrooms. The proposed windows are Crestline Select,
aluminum clad wood windows, with a center bar that mimics the appearance of the original double hung
windows. The proposed work would not change the existing size of the window opening, and would not
alter the exterior trim.
Peterson said the guidelines recommend that required egress windows match the size, trim, use of
divided lights, and overall appearance of the other windows in the house. The use of metal -clad, solid
wood windows is acceptable; replacement windows must accept paint; and a dark finish color is
recommended for non -wood windows. Peterson also noted that Crestline is not included in the list of
approved windows for Minor Review.
Peterson said that fitting the egress windows into the existing openings without changing the exterior trim
is good. Peterson said the application did not include product information for the Crestline window, and
that she was not sure if this particular model of window meets the guideline recommendations. Peterson
said that product information for the new windows should be submitted and reviewed for compliance.
MOTION: Wagner moved to approve a certificate of appropriateness for the application for 437 S.
Governor Street, pending final approval by staff and the chair. Baldridge seconded the motion.
The motion carried on a vote of 9 -0 ( Ackerson and Thomann absent).
Historic Preservation Commission
December 8, 2011
Page 2
515 Van Buren Street
Peterson said this house is in the Northside Historic District. The applicant is proposing the installation of
a basement window well on the south side of the house, at the location of the existing west -most
basement window. The purpose of the window well is to accommodate a future egress window. Peterson
said the applicant is proposing to install a window well product manufactured by Wellcraft. This product
would include integral steps or ladder and a cover. The Wellcraft window well is made of polycarbonate.
Peterson showed the commission a product pamphlet for Wellcraft.
Peterson said the overall size and height above grade for this proposed window well was not clear from
the application, and information on the future egress window was not provided.
Peterson said the guidelines state that if new window wells are required, the materials used must appear
similar to the existing foundation material. In this case, the existing foundation material is a historic
textured concrete block. The guidelines further recommend that egress windows, when required by the
Building Code, match the size, trim, use of divided lights, and overall appearance of the other windows in
the house.
Rich Johnson, representing the applicant, said the window well and future egress window would allow the
owner to finish the basement for more living space, such as a play room or game room.
Miklo said that to be compliant with the guidelines, the window well should be poured concrete or
concrete masonry construction. Also, information on the overall size, height above grade, and style of
cover should be provided for review and approval.
Swaim said that it was clear the proposed window well product does not meet the guidelines. There was
consensus among the commissioners that the proposed window well product does not meet the
guidelines.
MOTION: Swaim moved to defer a certificate of appropriateness for the application for 515 Van
Buren Street. McMahon seconded the motion. The motion carried on a vote of 9 -0 (Ackerson and
Thomann absent).
610 E. Jefferson Street
Peterson said this house is a designated Iowa City landmark, and has been listed on the National
Register of Historic Places since 1995, based on architectural significance. This house is approximately
150 years old. Peterson said the National Register nomination refers to an original construction date of
1854, and the Site Inventory Form states that the house was built in 1865. Its original location was
adjacent to St. Mary's Roman Catholic Church at Linn and Jefferson Streets, and in 1891 it was moved to
its present location. The historic name for this house is St. Mary's Rectory. Peterson said that for the
majority of its 150 -year history, the house has been a private residence unaffiliated with the church.
Peterson said the front porch may date from 1891 when the house was moved. Peterson said the turned
posts are original; the roof balustrade, spindled frieze, and porch balustrade are all modern replacements
fabricated from standard dimension lumber. The symmetrical front facade has an original multi -light
transom above the entrance door, with narrow multi -pane sidelights, also original. The existing entrance
door was installed in the 1970s and replaced a six -panel wood door. The second floor door above the
main entrance is also a modern replacement, although the opening is likely original to the porch. The
house is set on a stone foundation and is clad in clapboard siding with corner board trim. Peterson said
the siding on the front of the house has been identified as original.
Peterson said the property owner is applying for historic review and approval of the recently replaced
front porch railing. This railing has been constructed with treated wood, which the owner proposes to
paint.
Historic Preservation Commission
December 8, 2011
Page 3
Peterson said the Iowa City Historic Preservation Handbook includes specific guidelines, with illustrations,
for recommended treatment of balustrades and handrails on historic buildings. The new railings on this
house do not meet the guidelines. The design of the porch balustrade and stair handrails is not consistent
with the historic architectural style of this building.
As an alternative, Miklo said it would be acceptable to build new railings that match the existing railings
on the sides of this porch.
Swaim said that she appreciates the effort required to maintain old buildings. Swaim said the new railings
do not meet the guidelines and cannot be approved. The commission agreed that the new railings do not
meet the guidelines. Rich Johnson said he would work with staff to come up with a design that meets the
owner'sw requirements for strength and durability as well as meeting the historic preservation guidelines.
MOTION: Swaim moved to defer a certificate of appropriateness for the application for 610 E.
Jefferson Street. McMahon seconded the motion. The motion carried on a vote of 9 -0 (Ackerson
and Thomann absent).
REPORT ON CERTIFICATES ISSUED BY STAFF AND CHAIR:
Peterson stated that this information is available in the packet and asked if anyone had additional
comments.
CONSIDERATION OF MINUTES FOR DECEMBER 8, 2011:
MOTION: Baker moved to approve the minutes of the Historic Preservation Commission's
December 8, 2011 meeting, as written. Swaim seconded the motion. The motion carried on a vote
of 9 -0 (Ackerson and Thomann absent).
OTHER:
Regarding the pending development project in the 500 block of East Washington Street, Michaud spoke
about the inappropriateness of a high density apartment building replacing the existing
residential /commercial buildings. She asked if the Commission would make a statement regarding this
issue.
Trimble agreed that it was a great concern to the community but at this point questioned the benefit of the
Commission's involvement. She noted that the issue of a conservation district including these properties
was considered by the Commission in the past and the Commission chose not to include the area within
a historic or conservation district.
Miklo noted that two of the three buildings were determined to be non - contributing as historic structures
due to the extent of remodeling of the facades. The third was determined to be a contributing structure.
Michaud expressed frustration that the Commission deals with minor details like window wells and porch
railings, yet at the same time demolition and major construction projects are allowed to occur immediately
adjacent to historic districts. She asked if some consideration could be given for properties in historic
districts that are subject to tight regulations. She expressed a need to have some controls on adjacent
properties.
Miklo said that the City Council has identified neighborhood stabilization as a strategic priority. He noted
that staff had been instructed to look at a wide range of policy options to promote neighborhood
stabilization. He said this would include reviewing zone tools. He noted that conservation districts could
be such a tool that would provide a buffer around historic districts.
Historic Preservation Commission
December 8, 2011
Page 4
ADJOURNMENT:
The meeting was adjourned at 6:45 p.m.
Minutes submitted by Chery Peterson
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Approved Minutes 5b(4)
December 2011
MINUTES
SENIOR CENTER COMMISSION
DECEMBER 15, 2011
ROOM 208, IOWA CITY /JOHNSON COUNTY SENIOR CENTER
Members Present: Jay Honohan, Sara Maiers, Daniel Benton, Rose Hanson,
Chuck Felling, Merce Bern -Klug, Michael Lensing
Members Absent: None
Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman
Others Present: None
RECOMMENDATIONS TO COUNCIL:
None.
CALL TO ORDER:
The meeting was called to order at 4:00 PM. Honohan chaired the meeting.
APPROVAL OF MINUTES FROM November 17. 2011 MEETING:
Motion: To accept the minutes from the November 17, 2011 meeting.
Motion carried on a vote of 510. Maiers /Benton.
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
None.
COMMISSION ASSIGNMENTS:
Honohan will attend a City Council meeting on January 10tH
Lensing and Benton will attend the Board of Supervisors on January 5th
STEERING COUNCIL REPORT:
Felling reported that the Steering Council talked about the community wide Blue
Zone's effort. Iowa City, North Liberty and Coralville are applying to become one
of 10 communities selected to participate in the Blue Zones project. Blue Zones
are areas that are designated to make it easier for people to improve their
longevity. Buhman is attending the Blue Zone meetings and assisting in the
application process.
Approved Minutes
December 2011
REVENUE COMMITTEE REPORT:
Kopping reported that she will be meeting with Dianne Day to begin setting up
focus group and informational meetings before the next Commission meeting.
Kopping would like to have the membership understand the budgeting issues
and to see if they have additional ideas on bringing in revenue.
The Commission considered different ways to discuss the budgeting concerns
and raising participant cost sharing with Senior Center members.
OPERATIONAL OVERVIEW:
Felling inquired about progress on the front sign. Kopping reported that the city is
looking into a city wide logo and the Senior Center is holding off on a permanent
decision until she finds out more about the city wide logo.
COMMISSION DISCUSSION:
Felling and Maiers agreed to be the nominating committee for the Commission.
Maiers commented that this is Merce Bern -Klugs final meeting with the Senior
Center Commission and thanked her for her service.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 5/0. Maiers /Hanson.
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5b(5)
YOUTH ADVISORY COMMISSION APPROVED
Saturday, December 17, 2011- 4:10 PM
Helling Conference Room, CITY HALL
Members Present:
Gao, Tamerius, Van Voorhis, Murray, Nepola
Members Absent:
Fosse
Liaison Present:
Ross Wilburn
Staff Present:
Marian Karr
Others Present:
None
RECOMMENDATIONS TO COUNCIL
None
CALL TO ORDER
The meeting was called to order at 4:10 PM by Chair Gao.
APPROVE MINTUES
Nepola delivered a copy of the December 4 minutes and Karr made copies for distribution. After
review of the December 4 the following changes were suggested:
➢ Call to Order— should read 4:00 start time
➢ Subcommittee Reports —four $500 grants or "two" $1000 grant
Moved by Van Voorhis, seconded by Murray, to approve the minutes of October 2 and
November 4 (as amended). The motion passed unanimously, 5/0, Fosse absent. Nepola will
submit electronic minutes of December 4 to Karr for posting on the City site.
UPDATE ON VACANCIES
Gao reported his term will expire by the end of the month and he would continue as an observer
only. Tamerius indicated a desire to re -apply for her expired term and Van Voorhis stated she
would not be re- applying. Gao noted the recent appointment of Katherine Rapp and the
potential appointment of Malin Craig. Karr noted two vacancies, an at -large term and an
unexpired Tate High term. Van Voorhis indicated there were students at West High interested
in applying. City Council Liaison Wilburn reported on meeting incoming member Craig.
BUDGET UPDATE
Karr reported that Council would be meeting with Boards & Commission and community events
requesting funding for FY13, on Tuesday evening, January 31. An invitation has gone out
asking representatives if they would be interested in presenting a tem minute presentation, and
stated she had a tentative hold for 6:45 PM if YAC was interested in presenting. Tamerius
indicated a desire to do the presentation if she were re- appointed. Wilburn stated the Council
appreciated a Commission representation being there and having that personal connection, and
encouraged attendance. It was agreed to maintain the tentative schedule of 6:45 and finalize at
the next meeting.
COMMISSION BRAINSTROMING
Gao reviewed earlier discussion of the Board regarding future direction, and noted the minutes
of October 2 and asked if there were any additional ideas other than the ones discussed a
couple of weeks ago. Gao indicated he would talk with Patti Fields at United Way re volunteer
opportunities and possible partnerships that could be explored. Karr and Wilburn reviewed
United Way coordination and funding programs, and noted community need assessments
conducted over the years. Gao stated he would report back, stating he would stay in contact
with the Commission at the end of his term.
YOUTH ADVISORY COMMISSION
December 17, 2011
Page 2 of 3
SUBCOMMITTEE REPORTS
Empowerment Grant. — Tamerius reported she took notes from previous discussions, and using
the application from Regina she would be reporting solely for herself because no other
committee members attended the meeting. Her recommendations included:
• Under Section 3, Estimated Cost, add note "maximum amount that you can apply for
$1000 for this year and $500 next year ".
• Add note on the bottom that receipts are required and salaries cannot be included in the
reimbursement.
Moved by Van Voorhis, seconded by Murray, to amend the application as outlined. The motion
passed unanimously, 5/0, Fosse absent.
Website & Advertising — no report
Recognition Grant — Gao reported that no new grant applications had been received, and that
Mackey and Mildenstein would be this year's recipients. Majority agreed to use the same letters
as previous years. Karr noted the letter gave information on the ceremony date and time and
that had not been determined. Majority agreed to wait until the January meeting to decide when
to schedule the ceremony; and who would sign the letter.
Global Village — no report. In response to Van Voorhis, Karr stated information should be
coming shortly on the 2012 event.
CITY COUNCIL UPDATE
Council Liaison Wilburn reported the Council held the second strategic planning session and
looking forward they will be scheduling a work session to review Boards and Commissions and
invited members to send a message to the Council with questions. At the organizational
meeting in January Council will select a Mayor and new liaison to YAC. He encouraged each
member to stay involved in youth programs and encouraged they utilize their own youth
contacts in school and the community to promote participation. Wilburn stated it had been a
pleasure to work with the Commission, and watching them develop the decision process in
awarding grants. Wilburn also stated he would continue to make contacts with Tate for their first
appointment. Wilburn presented certificates of appreciation to outgoing members Gao, Van
Voorhis and Tamerius. Karr expressed appreciation to outgoing members.
Gao noted the thank you letter from Regina for the award of grant funds for the Christmas
Basket project. Nepola reported on the status of the project.
MEETING SCHEDULE
Majority agreed to set tentative meeting date for January 8, 4:00 PM. Karr will notify new
members.
Moved by Van Voorhis, seconded by Murray, to adjourn 4:45 PM. The motion to adjourn
passed unanimously, 5/0, Fosse absent.
Minutes submitted by Karr.
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YOUTH ADVISORY COMMISSION APPROVED
Saturday, January 8, 2012- 4:10 PM
Helling Conference Room, CITY HALL
Members Present:
Fosse, Craig, Rapp, Murray,
Members Absent:
Nepola
Liaison Present:
None
Staff Present:
Marian Karr
Others Present:
Gao
RECOMMENDATIONS TO COUNCIL
None
CALL TO ORDER
In the absence of the chair, City Clerk Karr called the meeting to order at 4:10 PM. Members
introduced themselves. Guest Jerry Gao, former member also introduced himself. City Clerk
Karr stated her role was support staff to the Commission and stated the new Council Liaison
appointed the previous week was Rick Dobyns. City Clerk Karr stated a temporary chair was
need as the previous chair's (Gao) term had ended the end of December; and suggested that
temporary chair and vice -chair positions be for two months as the Commission by -laws provide
for new officers in March. Moved by Murray, seconded, by Craig, to nominate Sam Fosse as
temporary chair. There were no other nominations. City Clerk Karr declared the motion to elect
Fosse as temporary chair for a two month term carried, 4/0, Nepola absent. Moved by Fosse,
seconded by Rapp, to nominate Leah Murray as Vice - Chair. There were no other nominations.
City Clerk Karr declared the motion to elect Murray as temporary vice chair for a two month term
carried, 4/0, Nepola absent. Temporary chair Fosse now presiding.
APPROVE MINTUES
City Clerk Karr indicated Nepola was to bring the December 17 minutes to the meeting but was
ill. No action taken. Rapp will follow up with Nepola regarding the December minutes and have
them sent electronically to Karr for distribution at the next meeting.
UPDATE ON VACANCIES
Fosse noted the vacancies were the same as the last time (at -large and Tate). Karr stated
former member Tamerius had reapplied for the at -large seat. Karr stated application deadline
was January 18, and Council appointments scheduled for January 24.
BUDGET UPDATE
Fosse noted there were no changes from the previous month. Karr noted the proposed budget
and the invitation included from the previous meeting asking representatives from City Boards &
Commission and community events requesting funding for FY13 to appear before Council on
Tuesday evening, January 31. Fosse agreed to attend and make the ten minute presentation
(utilizing the annual report) scheduled for 6:45. Karr encouraged others to attend as well.
COMMISSION BRAINSTROMING
Karr referenced the by -laws included in the meeting packet, and stated that Gao was in
attendance to share experiences and insights as a former member. Karr said this item was
placed on the agenda to allow time to discuss what the Commission had done, what they might
do in the future, and answer questions for new members; sort of an orientation of sorts. Murray
reported on the Global Village participation as part of the Summer of the Arts activities. Gao
reviewed a juvenile curfew youth forum that the public was invited to come and talk about the
YOUTH ADVISORY COMMISSION
January 8, 2012
Page 2 of 4
proposed curfew; recognition grants where 7 & 8 grade students were invited to apply for $250
savings bonds based on outstanding students that demonstrated excellent leadership skills, and
have a letter of recommendation from counselor or teacher and provide an essay; held a back
to school ice cream social in mid- August prior to school, various events and clubs, ice cream,
200 people attended. Gao encouraged members to try different things and see if the event
embodies the mission of the Commission. He stated over the years there has been issues with
the turnover among members and problems with attendance issues both at Commission
meeting and at subcommittees. Gao provided general summary of the empower grant being
offered for a project, and between 15 -18 years of age, that benefits the community and the grant
is for up to $1000. GLOW (City High) and Christmas Basket Project (Regina) were recipients in
the past. Gao challenged members to not be afraid to try something new, and learn from them
Karr reviewed the mission of the Commission, and noted the Commission had taken a position
on Sunday bus service and IC Rides in the past. Karr stated as a Council appointed
Commission the YAC makes recommendations to Council. As an example of a possible
project, Murray reported she is involved in trying to pass a helmit law in memory of Caroline
Found and it effects youth and would require youth 17 or younger has to wear a helmit if they
were riding a moped. Karr stated the matter could be added to the agenda and scheduled for a
future meeting. Karr reviewed that subcommittees can be formed as needed but can not be
made up of more than three Commission members. Gao stated it was important to participate
in both subcommittees and Commission meetings and to let people know if they are unable to
attend a meeting. Karr stated a contact sheet is at the back of every meeting packet, and
encouraged members to contact her via cell phone on week -ends, noting she does not check
her emails on week -ends often.
SUBCOMMITTEE REPORTS
[See information shared during "Brainstorming" discussion earlier in the meeting.]
Karr reviewed conflict of issues that arise when members are actively involved in a project
requesting funds from YAC. In that event the members may be asked to leave the room for
discussion and voting of individual requests.
Empowerment Grant. — Craig volunteered to serve on the subcommittee. Karr noted the request
from Regina included in the packet. YAC had previously appropriated $1000 to the Christmas
Project ($750 for computers and $250 for furniture); Regina is requesting that $1000 be used
totally for computers. Moved by Fosse, seconded by Murray, to approve the re- appropriation of
the $1000 to reflect the total amount be spent on computers. The motion carried, 4/0, Nepola
absent.
Global Village — Rapp volunteered to serve on this subcommittee. no report
CITY COUNCIL UPDATE
New Council Liaison Wilburn will be Rick Dobyns.
Karr encouraged members to contact her with any questions via email or phone during the week
or cell on week -ends.
YOUTH ADVISORY COMMISSION
January 8, 2012
Page 3 of 4
MEETING SCHEDULE
Karr noted that the Commission needed to consider when to hold the recognition grant
ceremony when discussing the schedule. Letters would be going out to participants as soon as
a date for the ceremony is decided. In the past the event was held in conjunction with a regular
monthly Commission meeting and that meeting was scheduled in Harvat Hall. Fosse suggested
the ceremony be in March and have further discussion at the February YAC meeting. Majority
agreed to:
➢ Schedule ceremony at the beginning of the March meeting
➢ Invite Mayor and /or Council liaison to make remarks
➢ Tentative meeting /ceremony date for March 25, 4:00 PM.
➢ February 12th next meeting date
Moved by Fosse, seconded by Murray, to adjourn 4:50 PM. The motion to adjourn passed
unanimously, 4/0, Nepola absent.
Minutes submitted by Karr.
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