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HomeMy WebLinkAbout2013-02-05 Bd Comm minutesAirport Commission November 15, 2012 Page 1 MINUTES FINAL IOWA CITY AIRPORT COMMISSION NOVEMBER 15, 2012 — 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Howard Horan, Rick Mascari, Chris Ogren, Minnetta Gardinier Staff Present: Sue Dulek, Michael Tharp Others Present: Matt Wolford, Jeff Edberg, Philip Wolford, David Hughes RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): CALL TO ORDER: Chairperson Assouline called the meeting to order at 6:00 P.M. APPROVAL OF MEETING MINUTES: 4_ Minutes of the October 18, 2012, meeting were reviewed. Ogren noted that on page two, under Airport Operations, the minutes state something about not understanding what was being said. Members agreed that the statement in parenthesis could just be removed. Mascari moved to approve the minutes of the October 18, 2012, meeting as amended; seconded by Ogren. Motion carried 5 -0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION /ACTION: a. Airport Commerce Park — Jeff Edberg addressed the Members, noting that the listing agreement is coming up for renewal at the end of December. He added that he has accepted a partnership position with Lepic - Kroeger Realtors and therefore the Commission needs to decide if they want to change the listing from Skogman to Lepic - Kroeger. He briefly explained Lepic- Kroeger's background and stated that he believes his partnership with them will be a positive for the Airport's needs. Members continued to discuss this situation, with Edberg responding to questions and concerns. Tharp stated that he believes they should continue with Edberg, that he has been very helpful in selling these lots. i. Consider a resolution recommending approval of agreement with Lepic - Kroeger Realtors to sell and lease property in Aviation Commerce Park — Gardinier moved to recommend Resolution #Al2 -34, approving an agreement with Lepic - Kroeger Realtors to sell and lease property in the Aviation Commerce Park. Horan seconded the motion. Motion carried 5 -0. Airport Commission November 15, 2012 Page 2 b. Fly Iowa — Tharp stated that he kept this on the agenda in case there was more to discuss. Ogren stated that she emailed the Director of the Children's Museum and received a reply stating that the Iowa Children's Museum would be 'super- excited to take part in Fly Iowa 2014,' and that she would be happy to meet with Ogren at some point to discuss this. Assouline brought up that they still need someone to step up and take the lead on this event. Mascari offered to get his friend's notes on the 2001 event to help them get started. Gardinier will check with a contact in Burlington about how the event was set up when they held it. Members continued to discuss the various activities they would like to see as part of the Fly Iowa event. Ogren asked if they shouldn't talk with the Barnstormers now about participation in the 2014 event. Gardinier noted that she has already begun talking with them, and that the upcoming EAA meeting will be a good place to bring it up. Mascari suggested they set up a subcommittee to start working on the Fly Iowa issues. Horan suggested it stay with the Events Subcommittee for now. Philip Wolford with Jet Air spoke about his experiences with such events and how they can handle activities. c. FAA/IDOT Projects: AECOM — i. 7/25 Parallel Taxiway Grading & Drainage — David Hughes addressed the Commission next. He stated they are still working with the contractor to get his final paperwork in. ii. 7/25 Parallel Taxiway Paving & Lighting — There was a meeting with the contractor today, and this project will be shut down for the winter, according to Hughes. iii. Airport Electrical Rehab — Hughes stated they met with the electrician this afternoon and did a punchlist on this project for all of the LED lighting. iv. FY2014 FAA Funding Pre - Applications — Hughes explained that this is the FAA's annual 5 -year project list, starting in 2014. The first project is the update of the Airport Master Plan, followed with obstruction mitigation around the airfield. Expansion of the main apron and connecting it into the taxiway system that is currently be constructed is next. Snow equipment storage building is in 2017, and then development of the south area. Hughes stated that the FAA then programs it out several years based on the data provided. Hughes then responded to Members' questions. Tharp noted that with the update to the Master Plan this will help them to move forward with all of this. Members agreed that Hughes should submit this documentation to the FAA. V. Hangar L — Tharp spoke briefly to this, stating that they are just about done with this. One of the things that has been asked of the Airport by the tenant in Hangar L is what kind of break he can get on his lease as he will be building a fairly extensive office in it. Members discussed this, questioning giving such a drop in rates. Mascari and Horan both weighed in on the matter, stating they believe the original contract should be followed. Tharp further explained what the request is: that the second five years remain at the same rental rate of $650, in exchange for the office space being built by the tenant. Questions were asked about what could happen if this business closes down the road and someone else comes in. Dulek responded to questions and concerns. 1. Consider a resolution approving an amendment to hangar #71 lease — Horan moved to recommend Resolution #Al2 -35 Approving an Amendment to the Hangar #71 Lease. Airport Commission November 15, 2012 Page 3 Gardinier seconded the motion. Motion carried 4 -1 (Mascari voting No). d. Airport Operations — i. Strategic Plan- Implementation — None. ii. Budget — 1 . Tharp noted that Members have in this week's packet a spreadsheet on the Airport's chart of accounts with the equipment shop regarding the fleet replacement. He attempted to clarify for Members how the City has this set up. Mascari asked about some of the items, such as the 1995 GMC dump truck. He asked if this is used only at the Airport, to which Tharp responded it is. Mascari asked if Tharp knew the mileage of this vehicle, as he believes they need to look at this differently. In other words, why replace vehicles per a schedule if they aren't getting that much use. Mascari spoke further to his desire to pay down the Airport's debt by changing some of these budget items. Assouline reminded others that this is not a business, that they have to follow the City's lead in how they run the Airport. The conversation continued, with Mascari being adamant that he believes this is not how they should be running things. He believes they should run things as a business would. Others stated that they believe it is a good idea to put money away each year in an equipment replacement fund, that basically this is a good standard practice to have. They could, however, make some tweaks to the various accounts under 'equipment.' iii. Management — 1. Alcohol in Airport Policy — Tharp spoke about this issue, noting that the City Council approved revisions to the city's alcohol policy which relaxed some restrictions and gave the ability of Boards and Commission to adopt policies to allow alcohol to be served in city buildings. Tharp stated that he and Dulek have reviewed the Library's policy and used it to craft a policy for the Airport Commission to review for approval. He asked if Members had comments or questions. Tharp explained what the process would be for approval of events that plan to serve alcohol. Members then discussed the wording of the policy. Ogren asked about the reason for the specific timing for requests, to which Tharp responded. Horan moved to approve the Airport Policy as amended. Mascari seconded the motion. Motion carried 5 -0. e. FBO / Flight Training Reports — i. Jet Air — Matt Wolford started the conversation, sharing the monthly report with Members. He noted that they are still working on the self -serve pump, as well as other minor maintenance issues. He also explained the cost of a fairly expensive hose that will get the fueling out to the taxiway in an emergency situation. Wolford then noted that their hangar is completed now and tenants have moved in, as well. They are keeping busy still and continue to see an uptick in business. Philip Wolford then spoke about their new hangar, stating that Matt did all of the leg work on getting it built. He then spoke to the Airport Master Plan and Airport Commission November 15, 2012 Page 4 the need to get the runway lengthened, stating that they need to add length in order to bring in those bigger planes. Members asked what the magic number is, and Wolford noted that 5,000 feet is what the pilots look for. Tharp noted that they may be able to come up with a way to add the length needed, that they will have to review this when they do the Master Plan. Mascari asked for some clarification on the runway length, and the Wolfords responded to his questions, explaining the limitations they are currently faced with. Tharp also clarified what they are faced with as far as being able to expand. ii. Iowa Flight Training — None. f. Subcommittee Reports — Horan stated that it looks like they need the subcommittee to tackle the Fly Iowa planning, to include static displays, Barnstormers, fly -bys, parachutists, and other activities as decided. He also noted that the subcommittee discussed the possibility of having a monthly event during the summer months, such as a bar- b -que, a steak burn, etc. Promoting the Airport is the goal here, according to Horan. g. Commission Members' Reports — Horan stated that he is pushing 44 hours in his flight training. He shared that he took some pictures recently of the taxiway progress and that he will get these to Tharp for posting. He also thanked Tharp for his presentation on the City Channel, stating that it was very well done. Tharp noted that there were several other stories done on the Airport, as well. Horan brought up that he believes they need to paint the fuel farm, as it is looking a 'tad scabby.' Gardinier stated that unofficially it is likely that Iowa City will get a fly -by in the 2014 Air Race Classic, that it would be an on- route stop. There will be a need for some volunteers at the time of the Race, but not to the extend as when Iowa City hosted the event. Mascari noted that the new lights at the Airport are 'fabulous.' He also asked if the runway lights are on a timer. Tharp noted that they run at dusk for about an hour and then after this they are pilot radio - controlled after that. Mascari stated that it doesn't appear they've been adjusted for daylight savings time, and Tharp will look into this. h. Staff Report — Tharp shared that he met with the City Manager and staff regarding the budget. One item that is being removed is the line item for the Airport's share of the Economic Development Coordinator's position. In exchange for this, however, they are also taking away that amount of general levy support. SET NEXT REGULAR MEETING FOR: The next regular meeting will be Thursday, December 20, 2012, at 6:00 P.M. at the Airport Terminal building. ADJOURN: Horan made the motion to adjourn the meeting at 7:44 P.M.; seconded by Ogren. Motion carried 5 -0. CHAIRPERSON DATE Airport Commission November 15, 2012 Page 5 Airport Commission ATTENDANCE RECORD 2012 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM N W � � Ln M O4 Co O N NAME EXP. m rn cn C) cn 0 -4 (0 0) ° Co 0 o N N N N N N N Na N N N N N 03/01/13 Rick X X X X X X X X X X X X Mascari 03/01/14 Howard Horan X X X X X X X X X X X X Minnetta 03/01/15 Gardinier X X X X X X O/E X X O/E X X Jose 03/02/16 Assouline O/E X X X X X X X X X X X Chris 03/01114 Ogren NM NM NM NM NM NM NM NM X X X X Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time Airport Commission December 27, 2012 Page 1 MINUTES IOWA CITY AIRPORT COMMISSION December, 27 2012 — 12:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Howard Horan, Chris Ogren Staff Present: Sue Dulek, Michael Tharp Others Present: Members Absent: Rick Mascari, Minnetta Gardinier FINAL RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): CALL TO ORDER: Chairperson Assouline called the meeting to order at 12:04 P.M. ITEMS FOR DISCUSSION /ACTION: 0 4� a. 7/25 Parallel Taxiway Grading & Drainage — Tharp stated that this was something they had been waiting on as they needed the contractor to submit final paperwork. Tharp noted the final cost of the project was a little over $48,000 less than the original price. Tharp stated that the contractor had submitted the necessary paperwork and that AECOM had given its recommendation letter to accept the project. i. Consider a resolution accepting project as complete — Horan moved and Ogren seconded Resolution No. Al2 -36. Motion passed 3 -0 (Mascari, Gardinier absent) b. Hangar M Taxiway Extension - Tharp noted this was the same process as the taxiway project. The project has been completed and that the final cost was $900 less than the original contract due to quantities of concrete actually used. Tharp noted that Foth has submitted their recommendation to accept the project. Ogren asked about the engineering agreements with the project. Tharp noted that the engineering agreements covered construction related services, including quality controls and some grant management tasks among other things. Tharp stated they have similar contracts for projects around the airport and that the Airport Commission has a master engineering contract with AECOM. i. Consider a resolution accepting project as complete. Ogren moved, and Horan seconded Resolution No. Al2 -37. Motion passed 3 -0 (Mascari, Gardinier absent) c. Budget - Tharp noted that he needed consensus to continue the flooring project. Tharp stated that following the previous discussions he had worked with purchasing to complete a RFP process for open bids. Tharp stated they received two bids which were similar in pricing. Tharp noted that if the Commission was ok with the pricing he would move forward with scheduling the work. i. Flooring Project — Commission agreed to move forward by consensus. Airport Commission December 27, 2012 Page 2 ADJOURN: Horan made the motion to adjourn the meeting at 12:11 P.M.; seconded by Ogren. Motion carried 3 -0. (Mascari, Gardinier absent) CHAIRPERSON DATE Airport Commission November 15, 2012 Page 3 Airport Commission ATTENDANCE RECORD 2012 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM O2 N W U�7 W C) 0 O N NAME EXP. CD rn cn p cn co - j m rn N ° oo cn o N N N N N N N N N N N N N 03/01 /13 Rick X X X X X X X X X X X X O/E Mascari 03/01/14 Howard Horan X X X X X X X X X X X X X Minnetta 03/01/15 Gardinier X X X X X X O/E X X O/E X X O/E Jose 03/02/16 Assouline O/E X X X X X X X X X X X X Chris 03/01/14 Ogren NM NM NM NM NM NM NM NM X X X X X Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time 0 4�■llllilllli�� PLANNING AND ZONING COMMISSION APPROVED DECEMBER 6, 2012 — 7:00 PM — FORMAL EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Stewart Dyer, Charlie Eastham, Anne Freerks, Paula Swygard, John Thomas, Tim Weitzel MEMBERS ABSENT: Phoebe Martin. STAFF PRESENT: Robert Miklo, Sarah Greenwood Hektoen OTHERS PRESENT: Pete Hesch, Anthony Frey RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 6 -0 (Martin absent) to recommend approval of REZ12 -00026 a rezoning from Medium Density Single- family Residential (RS -8), Neighborhood Public (P- 1) and Highway Commercial (CH -1) to Planned Development Overlay /Community Commercial (OPD /CC -2) subject to a Conditional Zoning Agreement that provides for an appropriate transition and buffer between the proposed development and the neighborhood to the north and west as detailed below; 2) approval of SUB12 -00012 a 2 -lot 8.21 -acre commercial subdivision; 3) approval of VAC12- 00004, the vacation of a portion of St. Clements Street subject to relocation of utilities or the retention of necessary easements and dedication of an alternative street right -of -way. 1. A buffer area generally consistent with the attached plan shall be established along the western property line of the parcel rezoned to CC -2. This buffer must be screened to the S3 standard. Wherever the buffer area is less than 35 feet a masonry wall shall be provided consistent with the attached plan. 2. No signs shall be permitted within the 35 foot buffer or on the north and west sides of the convenience store facing the residential development except for a monument sign at the intersection of Dodge Street and Prairie du Chien Road. There will be no more than two (2) free standing signs permitted along the Dodge Street frontage. Other fascia and monument signs are permitted as per the code. 3. Any building or structure including canopies should be of a quality design appropriate for property abutting a residential neighborhood, including features such as stone and masonry materials, standing seam metal roofs, and muted colors. The Design Review Committee shall approve the design of buildings as well as associated structures and facilities. 4. Preservation of existing evergreen screening and mature trees along the northwest side of the property where possible. 5. Construction of a bus pull off within the Dodge Street right -of -way. 6. Development and landscaping shall be generally consistent with the attached plan. Where the code requires greater landscaping it shall be provided. Planning and Zoning Commission December 6, 2012 - Formal Page 2 of 11 7. A parapet wall shall be provided on the northwest wall. The Commission voted 6 -0 to recommend approval of the Downtown and Riverfront Crossings Plan to become part of the Comprehensive. CALL TO ORDER: The meeting was called to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. Rezoning Item: REZ12- 00026/SUB12- 00012/VAC12- 00004: Discussion of an application submitted by Hy -Vee Stores, Inc. for a rezoning from Medium Density Single- family Residential (RS -8), Neighborhood Public (P -1) and Highway Commercial (CI -1) to Planned Development Overlay /Community Commercial (OPD /CC -2) zone and a preliminary plat of Roberts Dairy Addition for approximately 8.21 acres of property located on North Dodge Street, east of Prairie du Chien Road and an application for a vacation of the public right -of -way for a portion of St. Clements Alley. Miklo said staff received revised plans from the applicant, and based on the changes in the plan, they feel that the Comprehensive Plan Amendment regarding neighborhood compatibility is no longer necessary. He said he wanted to go over the revised plans, particularly because there have been some changes in them since the Commission's informal meeting on December 3rd. Miklo said in the revised plans, a sidewalk connecting Prairie du Chien across the drive through for the coffee shop has been removed, based on staff review of the special exception for the drive - through. He said the sidewalk has been moved to what is a better location in terms of site visibility for pedestrians and motorists using the drive through. He said the street has been pulled to the south by approximately two feet to provide some more room for the existing arbor vitae. He thinks it still might be problematic saving those trees, so as they get closer to the final plan staff will take a closer look at the situation and see if some of the older trees should be replaced by younger, healthier ones. He said there's a storm water plan that the City Engineer is comfortable with that puts the storm water basin in an area of critical slopes and does require the Sensitive Areas Overlay. He said an alternative would be to provide some underground storage. He said trees that were added to the plan due to a neighbor's concern over screening of the building would then have to be moved if the storm water basin is installed as proposed. Miklo said the Commission had asked for a seventh condition to be added to the Conditional Zoning Agreement regarding putting sound absorbing panels around the rooftop condensers. He said the applicant is planning on having a parapet wall in the area of the condensers and the air conditioners. He said otherwise staff is recommending approval of this item with the conditions outlined in the memo, and it is up to the Commission to decide if they want to apply Condition #7 regarding acoustic, sound absorbing panels. Miklo showed the Commission Planning and Zoning Commission December 6, 2012 - Formal Page 3 of 11 computer generated illustrations provided by the applicant that display how the development would fit into the area. Eastham asked if the parking lot islands shown on the revised plan are intended to have gravel cover or else just a tree and a bit of concrete. Miklo replied that the Code requires that there is vegetative ground cover. Freerks asked if the City radio tower were to be removed what would happen to that small piece of land that isn't larger enough to build anything on. Miklo responded that what the City would probably do is negotiate to sell that property to Hy -Vee, and it would later be incorporated into the parking area. He said staff explored moving that tower to Fire Station #4 and are working with a consultant to determine the cost of moving it. Thomas asked if staff has knowledge with regard to how parking lots are sized in terms of the number of stalls that are provided. Miklo said in terms of the Code, a grocery store of this size would require approximately 175 spaces. He said this proposed lot has over 200 spaces, and staff finds that in many cases, retailers ask to have more spaces than the requirement. He said that in comparison to many cities, Iowa City's is a fairly low required number. Thomas said the reason he asked is because with the number of properties that would be within easy walking distance, a fair number of people would choose to walk rather than drive to the store. He wondered if that could be part of any evaluation of how many parking stalls are needed at this store. Miklo said it certainly could but he thinks that this store will draw from areas farther out and that this store probably has less of a population within walking distance than the1st Avenue Hy -Vee. Dyer said that typically Hy -Vee's have gardening sales areas during the spring that take up one whole row of parking. Miklo said there is a temporary use permit they have to apply for in order to do that. Dyer responded that it's still space that is taken up. Swygard asked if there will be no signage at all on the south or west of the whole property. Miklo said those restrictions apply only to the convenience store, and free standing signs would be limited to Dodge Street and could be as tall as 25 feet. Swygard asked if there would be lit signage. Miklo said there would be the possibility of a monument sign at one corner of the development. Swygard asked if they would be no lit signage facing the neighborhood areas. Miklo said there could be lit signage on the grocery store itself, but it is a considerable distance from the residential area. Freerks asked if there are any regulations for the monument sign as it's so close to the home on the corner across the street from the convenience store. Miklo said there are stipulations about size, and one of the conditions is that the structures would go through the Design Review Committee, and their intention is to make sure that it's a tasteful sign that fits the character of the development. Eastham asked Miklo to reiterate his comments about storm water management on the northeast side of the development and removing those trees. Eastham asked to see the slide Miklo sent the Commission showing the elevations. Eastham said he had looked at those elevations and wanted to know what the north elevation looks like, which is what the people on one side of St. Clements might see from their properties now, especially if the trees on the landscape plan are not planted. Miklo showed the north elevation, with a concrete wall. . Freerks closed public hearing. Planning and Zoning Commission December 6, 2012 - Formal Page 4 of 11 Pete Hesch with Hy -Vee said the fagade of the wall is a painted, pre -cast material. He said in reference to the remarks about the trees and a detention basin, the trees would not be removed but would be shifted in location and would probably screen in a denser manner. He said a detention basin is the likely direction they would take. He said they do have a parapet wall in the plan that aids in decreasing noise, and they have multiple stores that are located in close proximity to residential properties. He said there have only been two incidents where there has ever been an issue, and in both cases residential property was on a level almost at roof level with the store and was much closer to the development than this proposal. Hesch said they made a fan repair in one case and in the other remodeled the store, and noise has not been an issue since then. He said after the last meeting, in response to a speaker who complained of noise, he did some research and discovered that when they expanded the Waterfront store, the closest residential was one -third mile away. He said they didn't add new rooftop units, and if they had been replaced with quieter ones, there would have been the same amount, and it would have actually lessened the sound. Dyer explained that the speaker had been referring to the Hy -Vee on 1 st Avenue, which is closer to residential areas. Freerks said at other rezonings where the rooftop has become an issue they try to deal with it proactively. Hesch said he appreciates that, but it hasn't been an issue relative to Hy -Vee's other developments, and they try to position those units so they don't cause issues. He said he thinks they have adequate spacing and height along with the parapet wall. Weitzel said the Commission had talked at their informal meeting on December Td about adding a parapet wall to that northwest facing elevation. He said that as you enter the development from St. Clements Street you are not greeted with a standard storefront, but with painted, pre- cast material. He said perhaps the applicant would want to consider wrapping one -sixth to one - third of that in brick as well. Hesch said they would look at that, but there are cost issues involved, so he can't speak to that now. He said the applicant feels that the landscaping should be the enhancement that screens it from the one residential property that has a sightline. Weitzel said maybe Hesch isn't looking at that north entrance as a main entrance but he thinks as you come around that corner on St. Clements Street you will be greeted with a utilitarian rather than a finished facade. Freerks said she thinks many people will arrive from that entrance. Eastham asked if Hy -Vee has done a traffic analysis on this site plan to get an idea of what percentage of cars entering and leaving the lot will come from these various entrances. Hesch replied that the application did not require a traffic study, but Hy -Vee would say, based on where their current traffic is coming from, they would anticipate that 80 to 90 percent of the traffic should be coming off of Dodge Street. He said the store has always had a strong draw from outside Iowa City due to its interstate access, and that draw will just increase with their added amenities. Weitzel asked if their site plan is sufficiently complete that the Commission can now tie it to the Conditional Zoning Agreement. Hesch replied that it is, along with the elements they need to discuss with staff that may need to be added to satisfy. Anthony Frey of 19 Caroline Court noted that the drainage from the development goes north and goes right into a wooded section he pointed out close to Caroline Drive. He said he favors this project, and it would be a plus for the neighborhood. He said he'd like to help with the drainage issue. Freerks said no one had ever offered to use their land for drainage before, so Planning and Zoning Commission December 6, 2012 - Formal Page 5 of 11 she doesn't know how to respond. Frey said the drainage ultimately has to go through his property, whether it's retained first or not. Freerks said she thinks it can be achieved with the underground basin. She asked if Frey was questioning whether what they had calculated is not sufficient. Frey said he was just trying to open the door to possibilities. Miklo said based on staff's discussion with the City Engineers, storm water can be handled on the site. Freerks said it looks like it's achievable here, and if it wasn't, it probably wouldn't be before the Commission now, and they would be asking to purchase land from Frey. She said she appreciated Frey's offer of help, as did Eastham. Miklo said questions had come up about the elevation as seen from St. Clements Street. He said there are provisions in the Code that say that for buildings of this size, at least 75 percent of the building facade must be of a quality building material such as masonry or windows. He said the Code says that the less finished materials be on the sides of the property that aren't visible from the public streets so that would indicate that there should be some better treatment of that, not necessarily a full masonry wall, but something more decorative than concrete. He said that is something that will be reviewed at time of site plan approval. Freerks closed public hearing. Eastham moved to recommend approval of REZ12 -00026 a rezoning from Medium Density Single - family Residential (RS -8), Neighborhood Public (P -1) and Highway Commercial (CH -1) to Planned Development Overlay /Community Commercial (OPD /CC -2) subject to a Conditional Zoning Agreement that provides for an appropriate transition and buffer between the proposed development and the neighborhood to the north and west as detailed below; 2) approval of SUB12 -00012 a 2 -lot 8.21 -acre commercial subdivision; 3) approval of VAC12- 00004, the vacation of a portion of St. Clements Street subject to relocation of utilities or the retention of necessary easements and dedication of an alternative street right -of -way. 1. A buffer area generally consistent with the attached plan shall be established along the western property line of the parcel rezoned to CC -2. This buffer must be screened to the S3 standard. Wherever the buffer area is less than 35 feet a masonry wall shall be provided consistent with the attached plan. 2. No signs shall be permitted within the 35 foot buffer or on the north and west sides of the convenience store facing the residential development. There will be no more than two (2) free standing signs permitted along the Dodge Street frontage. Other fascia and monument signs are permitted as per the code. 3. Any building or structure including canopies should be of a quality design appropriate for property abutting a residential neighborhood, including features such as stone and masonry materials, standing seam metal roofs, and muted colors. The Design Review Committee shall approve the design of buildings as well as associated structures and facilities. 4. Preservation of existing evergreen screening and mature trees along the northwest side of the property where possible. 5. Construction of a bus pull off within the Dodge Street right -of -way. 6. Development and landscaping shall be generally consistent with the attached plan. Where the code requires greater landscaping it shall be Planning and Zoning Commission December 6, 2012 - Formal Page 6 of 11 provided. 7. Acoustical sound absorbing panels will be used to minimize noise from air conditioning and refrigeration equipment. Swygard seconded. Weitzel said he wanted to make sure that they are tying this motion to the site plan. Eastham and Swygard said they both support that. Dyer said the question is whether Item #7 is needed. Weitzel said what he was hearing was that perhaps it wasn't as much of an issue as the Commission thought it might have been, at least from what the applicant is saying, that perhaps the one incident was an outlier event. Eastham said he's more inclined to support Item #7, and while thought he doesn't think it adds a lot of expense, he doesn't think the applicant or staff has a lot of information about the amount of noise that's generated by roof top mechanical systems. He said without some sort of measurement it's hard for him to figure out how far that noise might extend. He said he thinks a parapet around the entire building will add to its aesthetic appeal. Weitzel said he would favor a parapet over actual full acoustic dampening until they know there's a public need for it. Dyer said if there's a parapet, acoustical devices could be added later if there were complaints. Freerks asked if the parapet is in the site plan now. Miklo explained that for buildings of this size, there are some requirements for parapets, but he's not sure it would be required for the north side since it's not highly visible, but he will have to research the Code. He said the Commission could put a condition that there be a parapet on that wall if it's not otherwise required. Weitzel moved to amend language in Item #7 of the Conditional Zoning Agreement from the original motion that reads "Acoustical sound absorbing panels will be used to minimize noise from air conditioning and refrigeration equipment" to "A parapet wall shall be provided along the northwest elevation." Dyer seconded the motion to amend. Weitzel said his public need to do that would be the visibility from that entrance. The motion carried by a vote of 5 -1, Eastham voting no (Martin absent). Miklo said he wanted to clarify Item #2, which as written indicates that there would be no signage within that buffer, but it had been staff's intent to allow a monument sign at the corner of Dodge Street and Prairie du Chien. He suggested that the item should read " Except for a monument sign at the intersection of Dodge Street and Prairie du Chien Road, no sign shall be permitted within the 35 foot buffer or on the north and west sides of the convenience store facing the residential development." He said the rest of the item could remain as is. Planning and Zoning Commission December 6, 2012 - Formal Page 7 of 11 Swygard moved to amend Item #2 to include the language " No signs shall be permitted within the 35 foot buffer or on the north and west side of the convenience store facing the residential development except for a monument sign at the intersection of Dodge Street and Prairie du Chien Road." Weitzel seconded the motion to amend. Freerks said this is the intent the Commission had, and this is what the applicant can expect, and it's good to make this clear at this point. The motion carried by a vote of 6 -0 (Martin absent). A vote was taken and the motion passed 6 -0 (Martin absent).. Thomas said since they have deleted any reference to acoustical sound absorbing panels, what would be the process if neighbors came to find the noise levels unacceptable. Miklo said that would have to be pursued under the Noise Ordinance, but he doubts it would rise to the level of the Noise Ordinance. He said an option might be to have a condition regarding neighbor complaints, but that would be difficult to write into a Conditional Zoning Agreement. Freerks said she wasn't comfortable making that a condition. Dyer said the person who raised the complaint lives near the 1St Avenue store, which is 20 years old, so it would have older equipment. Weitzel said he would think that they have already voted on that so the matter is settled and final. Miklo said you could make another motion to add another condition but he doesn't know how that could be constructed to allow the City to go back after the building is constructed. Freerks said she'd like to think that the parapet will take care of this, and at some point you have to have confidence in this solution. She said every development is a bit of an experiment, and the Commission makes good and bad choices, but she hopes and thinks that this one will work. Miklo said based on his research, an acoustical panel is basically a panel similar to a parapet wall. Freerks said she thinks this will a wonderful addition to the neighborhood, and there has been quite a bit of care taken in making it fit, although she's sure it won't be to everyone's standards, which is always the case. She said it's best to keep a grocery store in this area and has spoken to people who weren't happy about some aspects of the project but who were excited about the coffee drive - through. She said she's happy to see it expand in the neighborhood because it might bring some energy to the area. Weitzel said the vast majority of comments has been positive about this project, but the Commission wants to make sure that it does fit into the neighborhood, and all of their discussions have been aimed at doing that. Dyer said she lives in this neighborhood and she and her neighbors are looking forward to it. Planning and Zoning Commission December 6, 2012 - Formal Page 8 of 11 She said it's important to recognize that anything would be better than the noise from Roberts Dairy and their truck loading in the middle of the night. Freerks said she missed seeing the cow. Thomas said he thought the process of review had worked well on this project, and he's please that through discussion with staff, the Commission and the neighbors, the results have moved in a good direction. Eastham said he is reasonably confident that the end result is going to be a development along a major entrance to the city that will serve well the Commission's efforts to have some aesthetic quality to these entrances, and he thinks this will work very well. He said he appreciated the applicant's cooperation and work with the staff to make the parking lot and the drive - through store with the canopy over the gas station and the store design fit into this location. He said he thinks the Comprehensive Plan supports this use of this area. Swygard agreed with Eastham and said it will be fantastic to have this new store there. She said the parking seems excessive to some people, and the thought is that many neighbors would maybe walk to the store, but she confessed that even if she lived close to this store, she would probably drive because of the large amount of items she would buy. She said she thinks the development will work out well for that area. A vote was taken and the motion carried 6 -0 (Martin absent). Comprehensive Plan Item: Discussion of an amendment to the Comprehensive Plan to adopt the Downtown and Riverfront Crossings Plan as an element of the Comprehensive Plan. Miklo said he has passed out some language to add to the section on student housing to emphasize the need for open space He said on page 19 there is a sentence that needs corrected, and it should read "the time and money cost of infill development as opposed to highway- oriented green filled office development including the cost of on -site parking for certain tenants could make attracting new office development difficult." He added that the map on page 29 needs corrected. He said staff is recommending approval of this document, that it become part of the Comprehensive Plan to guide further development downtown and in Riverfront Crossings. He said if City Council approves this, staff will come back with a zoning code for the Riverfront Crossings area that will be a "form -based code ". Eastham asked if the plan before the Commission includes the new language. Miklo said it doesn't, but as long as the Commission approves of that change in language, an amendment would not be needed. He said from a question that arose at the Commission's informal meeting on December Td, staff spoke with the City Forester and the consultant about street trees on Burlington Street. He said Burlington has a very confined right -of -way, and they will get more detailed plans to identify species that will work there. Eastham asked about a portion of the plan that discusses developmental incentives and how they might be used. He said the purpose of the incentives that are discussed are to facilitate the development of "higher end residential and office products within the plan area" to exclude the possibility of other kinds of residential development being supported by those economic development tools. Miklo said the goal is to bring something to the mix that's not being Planning and Zoning Commission December 6, 2012 - Formal Page 9 of 11 produced in the area, and the terminology was to make an indication that the City wants to see housing that is different than the typical student housing apartment. Freerks opened public hearing. Freerks closed public hearing. Freerks said although no one from the public is here tonight, there has been great interest in the plan. Weitzel moved to recommend approval of this Downtown and Riverfront Crossing Plan to become part of the Comprehensive Plan with the suggested language on the student housing and full amenities that was provided this evening. Eastham seconded. Dyer said she thought this was very exciting. She said she had felt that Coralville was doing a lot of redevelopment, and it satisfies her that Iowa City has a plan for redevelopment of the riverfront. Swygard said she is also glad to see this plan be put in place so they can move forward. She said she is particularly pleased to see the west side of Riverside Drive included in this plan. Eastham said this plan is an excellent response to the damages caused by the 2008 flood, and he was delighted by the amount of public participation in the various activities that were available. He said he is attracted in the changes to the use of the Iowa River banks and channels, change in use of the Wastewater Treatment Plant and the changes in use of Ralston Creek waterway. He said all these changes will make this area more attractive and is moving away from a no longer needed railway. He said the streetscapes and sustainability and energy reduction features of the plan have been well thought out and are doable. He said it will be interesting to see how these design concepts play out — if or if not there is a change in railway transportation access through this area from the east to west. He said this plan has the potential for providing an acceptable, fair and reasonable area to accommodate student housing needs in the near downtown area as opposed to what they've been dealing with for the past few decades. Eastham said he anticipates that situation will be changed for the better overall in the community. He said he is also very interested in making sure that the economic development tools, which are explicitly addressed in this plan, are made available for housing for all income ranges, especially for long -term residents. Thomas said he thinks it's a very important document covering a number of issues facing Iowa City. He said there had been discussion at their December 3� meeting about light rail, and he wanted to present the alternative of bus -rapid transit (BRT), as light rail is quite expensive. He said even large cities are going with BRT because it's less costly and more flexible in that you can change the routes. He said his concern is that he's familiar with some of the other district plans the city has developed, and what he's observed is how market forces have distorted the vision. He's concerned how the vision can move forward effectively without addressing those market forces. He said this is a proposal for properties all held privately, so how those properties will be compelled to move in the direction indicated in the plan is not clear to him. He said all the goals and details of the plan are extraordinary. Thomas says he understands that one of the City owned properties at Court and Linn Street only received one bid, so it was Planning and Zoning Commission December 6, 2012 - Formal Page 10 of 11 rejected. He said how they move this vision forward needs careful consideration. Weitzel said during the design charrette they kept talking about the sobering news of the market analysis and the positive news of designing this plan. He said the market analysis is a prediction that's not a forecast. He said they need to stay positive and say things like the light rail line is following what was a commuter line that was built to be a commuter line, so let's have light rail. Thomas said he was just presenting another option should the funding fall through. Weitzel mentioned that Chicago, Minneapolis, and Denver all have light rail that is very productive. Freerks said it's a large scale in fill and redevelopment plan, and that is something that hasn't been tried in this community in this way. She said she thinks it's really uplifting to see it come to this point. She said she thinks it's really going to happen. She said excellent communities come through planning and thought and this a big part of it — the community and planning staff worked hard to try to come up with something that tries to attain high goals yet seems achievable in a community of our size. She said she hopes for better student housing options, sooner rather than later, which is critical to maintaining some of the neighborhoods close to downtown. She said she is proud to see this adopted and move forward. A vote was taken, and the motion carried 6-0 (Martin absent).. Consideration of Meeting Minutes: November 8 and November 15, 2012: Eastham moved to approve the meeting minutes of November 8 and November 15, 2012, with minor corrections. Weitzel seconded. A vote was taken, and the motion carried 6 -0 (Martin absent). OTHER: ADJOURNMENT: Eastham moved to adjourn. Dyer seconded. The meeting was adjourned on a 6 -0 vote (Martin absent). z O N Np 20 C9 LU w uj Z V N a N od z z~ O LL za z a J a � I I I - I � i XxxioxXX IXIXH IIxHxlx lxlxlxl I lxlxlxl x o IX1+1 i HXILUI x lxlxlxl IIXIXH to xxx I Ix xl, 01 °XXXiXXX- C40XXIX0X0 xxx i ixixixx xxx i xxxx ex X X I X X X X ZXXXIXXXX QXXIxxxx OXX -XIXXX Mx x x a' I x x x r- o X X X x I X X X M co X X X X I X X X axxxx I Xxx X X X X I X X X w x i .n Ul) Lf) 0 0 0 0 0 0 0 0 W d a cUQYLU w 2C'W_ Q W FWCF -V' �WNWD - LL � ZaWLY2fn P 3: z H W W �2 g O U- K E O 7 d 0 0z U p� X UJ c E a� v�( 0 T < z W Y n N 0 N N v c a� E a� Q Q Y 41 ti r N r M N r oOXXiXXX- r O X O i X X O coXXX1XXX- CD ^XXX;XOXo w w �OXXiXXOO X X X X X X X co MXX�!XXXX MXXX - IXXX ti N X X X X i X X X N M T- X X X X i X X X N �W CflCOMNI�Lo Lo M WX00000000 W W_ J W J }aZ=Waz 0vaw=a0� Q NMCLd (/j J U= W Z Q a W WDi- wa.F-0 d IN- W ca W z0wU.Ye CC ui E O 7 d 0 0z U p� X UJ c E a� v�( 0 T < z W Y n N 0 N N v c a� E a� Q Q Y 41 PLANNING AND ZONING COMMISSION JANUARY 3, 2013 — 5:30 PM — FORMAL EMMA J. HARVAT HALL, CITY HALL APPROVED 4b(4) M�� MEMBERS PRESENT: Carolyn Stewart Dyer, Charlie Eastham, Anne Freerks, Phoebe Martin, Paula Swygard, John Thomas, Tim Weitzel MEMBERS ABSENT: None. STAFF PRESENT: Robert Miklo OTHERS PRESENT: RECOMMENDATIONS TO CITY COUNCIL: None CALL TO ORDER: The meeting was called to order at 5:30 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. Comprehensive Plan Item: Consider setting a public hearing for January 17, 2013, to amend the Comprehensive Plan to adopt an update to Iowa City's Comprehensive Plan: "Iowa City 2030." Miklo explained that this is a formality to get the Comprehensive Plan update on the agenda for discussion. Eastham moved to set a public hearing for January 17, 2013, to consider adopting an update to Iowa City's Comprehensive Plan labeled "Iowa City 2030." Weitzel seconded. A vote was taken, and the motion carried 7 -0. OTHER: Eastham asked how the agendas are set for the Commission meetings and how Commission Planning and Zoning Commission January 3, 2012 - Formal Page 2 of 3 members request adding items. He said he would like the answer to that sometime in the near future. Eastham said his second question concerned the building proposals the Council is now considering for the property at the corner of College and Gilbert Streets. He said he has noted that some of the heights in the building plans being considered do not comply with the current Comprehensive Plan and particularly the Downtown Riverfront Crossings District Plan, which the Council is scheduled to adopt next week. He said he would like to have some discussions about this Commission's role in that particular development at this point, preferably at the Commission's next meeting. Miklo responded that this property is just east of Riverfront Crossings and Downtown District. Miklo said he thinks the contemplation was that it would be zoned the same as Downtown, which is CB -10. He said that zone does not have a height limit, but a floor area ratio. He said that the FAA determines the height that is allowed based on the airport approach zones. Dyer said a number of Commission members were concerned when they were asked to approve the overhang on the new building on the Pedestrian Mall after it had been funded by the City, and it seemed backwards. Miklo said that was a case where if the Commission didn't think that was a good idea, they could have recommended against it. Eastham said he agreed with Carolyn that it did not appear to be a clear, step by step process. He said he pleads guilty to not finding a way to raise the issues in a timely way, and what he's looking for now is timeliness. Freerks said they are not being asked to provide any comment to City Council, but that doesn't mean they can't discuss it. Miklo said the Council may make a decision on the preferred development proposal as soon as January 8m Eastham said it was a fact that part of the parcel will need rezoning, so they will have to come before the Commission to do that. ADJOURNMENT: Eastham moved to adjourn. Dyer seconded. The meeting was adjourned on a 7 -0 vote. z O C� NQ L li. OV z '^ Lf. V W Z r � 0 z N Q Np od z z ~ Q 2 z 5 CL N O O) T a T 0 a T T N r T ti O T T i T O T M O O T Y9 O 01 O T O O h O N t0 co 0 m co N O N T 0 T N M O M T N a r O a ti T CR T X X X X X X X U) W co CD e c) r, Uf) e- N T M HK o 0 U-) 0 0 0 0 w CL Cl cia zQ a w _ � N W f~ W Q W ZG WVI�iQ2(nal = -�3:F- 0 z W W 2 OC O z E O 7 vd O O �z L) X O� X �N^`` rt+ W N C N U) O O (D�Qz a Q u u n u w_ g X00z W Y �u i oil E O 7 vd O O �z L) X O� X �N^`` rt+ W N C N U) O O (D�Qz a Q u u n u w_ g X00z W Y 4b(5) IOWA CITY TELECOMMUNICATIONS COMMISSION APPROVED MONDAY, DECEMBER 17,2012--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Laura Bergus, Alexa Homewood, Matt Butler, Hans Hoerschelman, Nicholas Kilburg MEMBERS ABSENT: STAFF PRESENT: Mike Brau, Bob Hardy, Ty Coleman OTHERS PRESENT: Josh Goding, Bond Drager, Emily Light RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Hoerschelman said contact information for each of the access channels should be available on the City Channel website. Hardy said he has contacted a realtor to look for potential locations for a joint PATV /City facility. The Eastdale /Sycamore Mall area is one area that may be a good choice. Hardy said it needs to be determined how much it would cost to sell PATV's facility, the operational costs of a new facility, and develop a process to resolve any disagreements on the operations of a joint facility. Hardy suggested that a facilities board made up of representatives or the City, PATV and the Commission could be established to resolve any disagreements. Hardy said together the City and PATV will lose about 50% of their current funding in 6 years. A joint facility budget reflecting a 50- 60% reduction over the current budgets needs to be developed with the savings between now and 6 years put in a reserve fund for future use. Hardy said his goal is to have a cost schedule for 4 scenarios —PATV moving into the City facility, the City moving into PATV's facility, a new facility, and modification to the City or PATV facility. Hardy said it is his goal to have a decision made on the future of the relationship between the City and PATV by March 1 when PATV's contract extension expires. Bergus asked if the anticipated savings from a joint facility will meet the goal of reducing expenditures by 60 %. Hardy said he did not know. Hardy said he has recommended that his position be eliminated after he retires. Bergus asked if other savings such as purchasing lower quality equipment and efficiencies in equipment utilization in a combined facility have been considered. Hardy said that some tasks such as managing playback of the two channels has been considered and other tasks might also be consolidated. Bergus said the job of the Commission should be to advocate for the local access channels and the Commission should not be content to proceed down a path of least resistance. Hoerschelman said that the Commission could help raise awareness of local access operations in the community within the process of managing future changes. Bergus said the City Channel has increased the amount of productions that promote the public relations needs of the City and that given the strain on future funds it might be a good time to make a pitch for the City Channel to receive some money from the general fund. Hoerschelman reviewed the lists of tasks to be completed before the broadband survey can be initiated. APPROVAL OF MINUTES Bergus moved and Kilburg seconded a motion to approve the November 26, 2012 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Hoerschelman noted there was a complaint report in the meeting packet. All the complaints have been resolved. MEDIACOM REPORT No representative was present. Hoerschelman said that he switched to Mediacom for Internet and phone service and was incorrectly charged for a modem and/or wireless router fees. LOCAL ACCESS CHANNELS REPORTS The City Channel, the library, and the Senior Center provided a written report for the meeting packet. PATV had a written report distributed at the meeting. Hoerschelman asked about the University of Iowa providing a report. Hardy said he did not know who replaced McBride as the representative for UITV. Hoerschelman said he would like to get written reports from the University and that the ITS help desk could route a call to the appropriate person. Hoerschelman said that contact information for each of the access channels should be available on the City Channel website. Hardy said he would see that they are included. Coleman said City Channel 4 will be cablecasting a summer music marathon over the New Year period. CABLE TV ADMINISTRATOR REPORT Hardy said the only thing he had to report would be covered in the next agenda item. JOINT ACCESS FACILITY Hardy said he has contacted a realtor to look for potential locations for a joint PATV /City facility. The Eastdale /Sycamore Mall area is one area that may be a good choice. Hardy said it needs to be determined how much it would cost to sell PATV's facility, the operational costs of a new facility, and develop a process to resolve any disagreements on the operations of a joint facility. Hardy suggested that a facilities board made up of representatives of the City, PATV and the Commission could be established to resolve any disagreements. Hardy said together the City and PATV will lose about 50% of their current funding in 6 years. A joint facility budget reflecting a 50 -60% reduction over the current budgets needs to be developed with the savings between now and 6 years put in a reserve fund for future use. Hardy said his goal is to have a cost schedule for 4 scenarios —PATV moving into the City facility, the City moving into PATV's facility, a new facility, and modification to the City or PATV facility. Hoerschelman asked if there was any role the Commission could play. Hardy said not at this time. Hardy said it is his goal to have a decision made on the future of the relationship between the City and PATV by March 1 when PATV's contract extension expires. Bergus asked if the anticipated savings from a joint facility will meet the goal of reducing expenditures by 60 %. Hardy said he did not know. Hardy said he has recommended that his position be eliminated after he retires. Bergus asked if other savings such as purchasing lower quality equipment and efficiencies in equipment utilization in a combined facility have been considered. Hardy said that some tasks such as managing playback of the two channels has been considered and other tasks might also be consolidated. The City Cable TV Office could rent for as much as $20 per square foot. Rental costs in the Sycamore Mall area are about $8 per square foot. Bergus said the job of the Commission should be to advocate for the local access channels and the Commission should not be content to proceed down a path of least resistance. Hoerschelman said that the Commission could help raise awareness of local access operations in the community within the process of managing future changes. Bergus said the City Channel has increased the amount of productions that promote the public relations needs of the City and that given the strain on future funds it might be a good time to make a pitch for the City Channel to receive some money from the general fund. BROADBANDSURVEY Hoerschelman reviewed the lists of tasks to be completed before the survey can be initiated. Hardy said he has yet to forward the survey URL to ITS for review. Brau said drafting an email to survey testers could easily be done when the survey instrument has been finalized. Hoerschelman has modified the language explaining the goals and purpose of the survey and has forwarded to Hardy. Hardy said the City administration has no objection to conducting the survey. Hoerschelman has initiated the process to send out a mass email to the University staff but a final decision will take some time for the University. Brau said he has the information needed to put a flier in the water bills. Hardy said he has not yet contacted Mediacom about putting a flier in their bills. Hoerschelman said he has identified several firms that conduct telephone marketing surveys but it is premature to request bids. Hoerschelman said a question asking respondents how they found out about the survey will be added. Hoerschelman asked if a promotional PSA might be produced and cablecast. Hardy said Coleman could provide assistance with a PSA. BOARD AND COMMISSION TRANING Hoerschelman said that he and Butler attended a previous training session. That session mainly provided greater clarification and detail on issues with which they were already knowledgeable. Kilburg said he would be interested in attending any future training sessions. ADJOURNMENT Kilburg moved and Homewood seconded a motion to adjourn. The motion was approved unanimously. The meeting was adjourned at 6:33 p.m. Respectfully submitted, Michael rau Cable TV Administrative Aide TELECOMMUNICATIONS COMMISSION 19 MnNT14 ATTENDANCE RECORD (X) = Present (0) = Absent (O /C) = Absent/Called (Excused) Hoerschelman Ber us Homewood 5/28/11 X X X X Homewood x 6/27/11 x o/c x x X 8/27/11 x x x o/c X 9/24/11 X X X X X 10/24/11 X X X X X 11/26/11 X X vacant X X Kilbur 2/25/12 X X x x X Butler 3/26/12 o/c x o x X 4/23/12 X X X X X 5/21/12 X X X X X 6/25/12 X X X X X 7/23/12 x X X X X 8/27/12 x x x x X 9/24/12 X X X X X 10/22/12 X X X X X 11/26/12 X X X X X 12/17/12 X X X X X 1/28/13 X o/c X X X (X) = Present (0) = Absent (O /C) = Absent/Called (Excused)