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HomeMy WebLinkAbout2013-06-04 Bd Comm minutesall 3�b 1 MINUTES APPROVED BOARD OF ADJUSTMENT APRIL 10, 2013 — 5:15 PM CITY HALL, EMMA HARVAT HALL MEMBERS PRESENT: Larry Baker, Brock Grenis, Gene Chrischilles, Will Jennings, Becky Soglin MEMBERS ABSENT: None. STAFF PRESENT: Sarah Walz, Sarah Holecek OTHERS PRESENT: Lars Anderson, John Shaw RECOMMENDATIONS TO CITY COUNCIL: None. CALL TO ORDER: The meeting was called to order at 5:15 PM. ROLL CALL: A brief opening statement was read by Grenis outlining the role and purpose of the Board and the procedures that would be followed in the meeting. CONSIDERATION OF MARCH 13 2013 MEETING MINUTES Jennings moved to approve the minutes with minor corrections. Chrischilles seconded. A vote was taken and the motion carried 5 -0. SPECIAL EXCEPTION ITEM EXC13- 00003: Discussion of an application submitted by The Crisis Center of Johnson County for a special exception to establish a general community service use in the Intensive Commercial (CI -1) zone at 1105 S. Gilbert Court. Walz said the public hearing had been left open on this item at the last meeting. She said the Traffic Engineering Planner has provided a memo that concludes that there are no safety issues on Gilbert St. but that there are parking issues, and it will be the responsibility of property owners to call the City if cars block their drives. She said that Traffic Engineering used volume Board of Adjustment April 10, 2013 Page 2 of 8 criteria to determine that no additional stop signs or crosswalks are needed in the area because there is not enough steady car or foot traffic. Walz noted that the Crisis Center recently hosted a meeting to look at neighborhood issues in general. She said the upshot of that meeting is that a neighborhood association may be formed to address issues on an on -going basis. She said that the ICPD records show some vandalism in the neighborhood over the past twenty -seven months. She said they don't have enough information to tell if the number of incidents is outside the norm for a commercial area near downtown or in the larger Gilbert Street commercial area in general. Some reported activity is also linked to a bar in the neighborhood. She said that some homeless people use the rail corridor regularly and that has created some issues for neighboring properties. Jorey Bailey, the Crime Prevention Officer will be working with Neighborhood Services on ways to address neighborhood crime issues. Board members said that answered the questions they had. Jennings said it's good to see the neighborhood meeting and the people in the area beginning to see their businesses as part of a neighborhood or group —as an active part of the community. Grenis agreed with Jennings. Grenis closed public hearing. Soglin noted discrepancies about sidewalks in the staff report and the Traffic Engineering Planner's memo. Baker said it seemed that the two major issues were traffic and safety issues, and it appears that agencies in that area are working on those issues and getting them resolved, so he thinks this proposal is a good idea. Jennings moved to approve EXC13- 00003, an application submitted by The Crisis Center of Johnson County for a special exception to establish a general community service use in the Intensive Commercial (CI -1) zone at 1105 S. Gilbert Court subject to the following conditions: 1. The applicant will provide one bicycle parking space per one - hundred and fifty square feet of floor area based on the size of the cafeteria dining area. The building official will calculate the requirement based on the floor plan submitted with the building permit application. 2. The bicycle rack design must be approved by Transportation Planning Staff. 3. Installation of parking area shade trees to the extent possible given the constraints of the lot. Chrischilles seconded. Baker said he feels the specific standards as outlined in the staff report have been met, specifically the standard 14- 46 -41D-4 that the proposed use will not significantly alter the overall character of the zone and will not inhibit future development of uses for which the zone is primarily intended. He says he believes that standard has been met as outlined in the staff report because of the mix of uses that are already there, public transportation is available, this Board of Adjustment April 10, 2013 Page 3 of 8 particular proposal is perhaps going to alleviate some of the on- street parking concerns by adding some spaces, and bicycle parking will be included on the site. Baker said he feels the general standards one, two, five and six are especially convincing. 1: "The specific proposed exception will not be detrimental to or endanger the public health, safety, comfort or general welfare." He said as outlined in the staff report, public transit, sidewalks and increased parking will all alleviate some of those concerns. 2: "The specific proposed exception will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood." He said in particular he looks at the improvements in internal parking, the addition of trees, and the terminal islands making the parking area much safer. 5: "Adequate measures have been or will be taken to provide ingress or egress designed so as to minimize traffic congestion on public streets." He said as noted in the staff report, the Crisis Center will combine two lots and two driveways to improve ingress and egress, and this will help solve some of the on- street parking problems. The two drives currently occupy approximately 60 feet of curb space; the new drive will occupy less than 30 feet of curb space." 6: "Except for the specific regulations and standards applicable to the exception being considered, the specific proposed exception, in all other respects, conforms to the applicable regulations or standards of the zone in which it is to be located." He said the site review process will help to satisfy those standards, and even though the application is not required by Code to come into compliance with the landscape and screening standards for the parking area, given the amount of paving on the site, staff has recommended, and the Board seems to approve, the installation of shade trees in accordance with the parking area standards to the extent possible given the constraints of the property. Soglin said she agrees that there are a number of good physical changes that will be made as a result of this. She said regarding general standard seven this is important support for human related services, which is what is expected by the Comprehensive Plan. Grenis said he agrees with everything that has been stated, especially with General Standard Two regarding not impeding the property values of the neighborhood in light of what the Board learned from the police and traffic report, which further validates the standard. Chrischilles said he agrees. He said he thought it was a good idea last month, and it's still a good idea, and he supports it. A vote was taken and the motion carried 5 -0. Grenis declared the motion for the special exception approved, noting that anyone wishing to appeal the decision to a court of record may do so within 30 days after the decision is filed with the City Clerk's Office. EXC13- 00005: Discussion of an application submitted by JMK Holdings LC for two Historic Preservation special exceptions to allow multi - family residential units at or below street level, and a special exception to reduce the off - street parking requirements Board of Adjustment April 10, 2013 Page 4 of 8 for property located in the Central Business Support (CB -5) zone at 529 South Gilbert Street. Walz said that the vast majority of properties that come to the City looking to redevelop can provide the required parking but the Board only sees the exceptions. She said The Vine building is currently going through the process of becoming a historic landmark. She said there are very few historic industrial buildings left in the city, and the property owner would like to preserve this one. She said it has had unanimous support from the Planning and Zoning Board and the Historic Preservation Board and is now before the City Council. Walz said the building has a street level entrance on Prentiss Street as well as one that is a few feet above grade on Gilbert Street, but is still considered street level. She said in a Central Business Support (CB -5) zone the street level floor must be reserved for commercial uses. Walz said two exceptions are required in this case and both exceptions are available only to historic properties. She said these are the exception to allow multifamily rather than commercial at the street level and to waive certain development standards (reducing off - street parking requirements) that prevent the re -use and preservation of a historic building. She said the entire renovation plan has to go through the Historic Preservation Board on April 11`h Walz said the Code requires parking for all residential uses in the CB -5 zone but does not require parking for commercial uses. One parking space is required for each one - bedroom unit. She said the twelve proposed units are all one - bedroom or studios. She said this area falls into an existing parking district that allows a waiver administratively of seventy -five percent of the parking spaces that cannot be provided. She said a one -time fee that contributes to planned parking structures is required for these spaces. She said there is a parking structure planned in this area two blocks to the west, which is where this one -time fee would be directed. She said the Board must determine if they should waive any of the three remaining parking spaces. She said the property can't develop as planned without the waiver of those spaces. She said this building is within the Riverfront Crossings District, which will be governed by a new form -based Code. She said when the new Code is initiated, only certain properties will be required to have ground floor commercial —this property is not one of those designated properties. She said staff feels the best way to address the parking demand in this building is to impose the parking impact fee on any spaces that are not provided. She said staff is also recommending that certain conditions be placed on approval. Chrischilles asked for clarification on the parking. Walz explained that the number of apartment units proposed by the applicant can get is twelve. The City can waive 75% of the required parking (spaces) by imposing a parking impact fee. The Board is considering whether to waive the remaining three spaces. Staff recommends waiving these final three with the same condition, that the applicant would be charged the parking impact fee. Grenis asked if there is currently any parking available for any of the proposed units. Walz said there is no off - street parking available. She added that there is no public parking facility at this time, but there is a planned one. She said there is very little on- street parking available and that there is metered parking behind the building. Walz explained that the planned ramp will be built within the next two years at a site yet to be determined. Grenis asked if currently, residents of this building could park on the site of the former St. Patrick's Parish Hall. Walz said they would have to apply to do that, and it wouldn't be a permanent solution, as it will eventually be a construction site Board of Adjustment April 10, 2013 Page 5 of 8 to include some structured parking. Grenis asked if this new fee would entitle them to a spot in a future ramp. Walz said it would not, though residents can apply for a permit. Baker asked Walz to explain the parking fee policy in terms of when it's due. Walz said she was not sure, but it's either before the building permit or the occupancy permit. Baker asked if City policy requires it to construct a lot or else the money is returned. Holecek said the funds have to be pledged within five years or the money gets returned. She said there is a deadline for how long the City can keep the money without the construction. Soglin asked what the boundaries are in the parking district in which The Vine is located. Walz said it doesn't go further east than this side of Gilbert Street. Grenis invited the applicant to speak. Lars Anderson said he is the lawyer representing the applicant. He said the first floor of the subject property has not been used for ten years. He said it is not well suited to commercial. He said there is no way to put parking on this site. Baker said the floor plans show studios for all twelve units, and he asked if that is going to be the final layout. John Shaw, architect for the proposed project, said some of the units actually have a single bedroom. He said the units will be between 500 and 600 square feet. Baker asked if the applicant will have any policy in place that regulates the occupancy of the units. Walz said the Code has an occupancy limit. She said you theoretically could have two tenants in a one - bedroom unit. Baker said one - bedrooms usually end up with two people while studios limit themselves to one. Shaw said these units are of such a size that the likelihood of having two tenants is less. Grenis opened public hearing. Grenis closed public hearing. Baker asked if there is interest on the Board to have a position suggesting the Council apply fees in a different way under a schedule. He said he has always been bothered by these fees being applied 100% up front for something that doesn't exist and not knowing how long it will be until the money is used. Walz said the fee allows an applicant a privilege and a right that gains much return for the property that could not otherwise have as many or any residential units. Jennings said if this were new construction, he might have questions about parking and fees, but he feels that the fact this is a historic', property puts a boundary around the consideration of this and fees and issues of parking and what might be coming down the road. He said he likes incentivizing the preservation of the historic structure with units that clearly meet a need and that don't necessarily encourage car ownership due to the location near downtown and campus. Walz clarified that the Board cannot waive the fee imposed on the first seventy -five percent of the required parking —nine of the twelve parking spaces. The Board may waive the final three Board of Adjustment April 10, 2013 Page 6 of 8 spaces without imposing a fee, but that staff is recommending that the fee be imposed to address parking demand. Baker asked if there was interest on the Board about waiving the requirement for the three parking spaces and not imposing the fee. Grenis said he agreed with that idea. Chrischilles said he agrees with Baker that it's backwards to ask for all the money up front, He said he thinks that the applicant should be required to pay for all the parking spaces if they are allowed to have ground floor units. Jennings said he is willing to waive the fee for the three parking spaces. Soglin said she thinks it's important that there be a fee to cover the actual cost of parking. She said that has not been done in this community. She said she thinks the applicant should pay the fee for the three additional spaces. Baker said his reasoning is based on the fact of this particular application and the historic nature and trying to incentivize other people doing the same thing to historic properties. He said on new construction he is not inclined to waive that sort of requirement. There was agreement about that statement from other members of the Board. Soglin asked how many other buildings there are in the city that would be in a similar situation. Walz said she doesn't know. Shaw said there are three potentially similar buildings along Gilbert Street. Baker moved to approve EXC13 -00005 an application submitted by JMK Holdings LC for two Historic Preservation special exceptions to allow multi - family residential units at or below street level, and a special exception to waive the minimum parking requirements for residential uses to be established at 529 South Gilbert Street subject to the following conditions: 1. All apartments will be one - bedroom or studio apartments. 2. Historic Landmark status (rezoning to historic overlay) for the building must secure final approval from City Council. 3. The applicant must secure a Certificate of Appropriateness for the historic rehabilitation of property from the Historic Preservation Board. Jennings seconded the motion. Baker said regarding EXC13 -00005 he concurs with the findings set forth in the staff report of April 10, 2013, and concludes that the general and specific criteria are satisfied. Unless amended or opposed by another Board member, he recommends that the Board adopt the findings and staff report for the approval of this proposal with the exception of the staff recommendation that an impact fee be imposed for the additional three parking spaces and proposes that it be waived as an incentive for historic preservation development of this property. Board of Adjustment April 10, 2013 Page 7 of 8 Grenis concurred with Baker's statements. Soglin said she believes the fees should remain for the three additional spaces. She said, however, that she particularly concurs with these standards: Specific Standards 1. The modification will help preserve the historic, aesthetic, or cultural attributes of the property. She said this is an excellent reuse and rehabilitation of an existing building. General Standards 1. The specific proposed exception will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. She said it will actually help increase values and that the property, by being located in the Riverfront Crossings, is not required to have a storefront on the first floor. She said even though they received a letter expressing concern about that, given the original nature of this building, it's been difficult to put anything in that first floor space and that in some ways it's not a first floor when you get to the back of the building. She said she believes that this standard has been properly met. 2. The proposed use will be consistent with the Comprehensive Plan, as amended She said this is consistent with the Comprehensive Plan and as noted in the staff report regarding preserving important historical features of the town. She said we are losing many of those recently, and this type of residential is in very short supply. A vote was taken and the motion carried 5 -0. Grenis declared the motion for the special exception approved, noting that anyone wishing to appeal the decision to a court of record may do so within 30 days after the decision is filed with the City Clerk's Office. OTHER: Holecek gave the Board an update on previous cases that are now being appealed. BOARD OF ADJUSTMENT INFORMATION: ADJOURNMENT: Jennings moved to adjourn. Baker seconded. The meeting was adjourned on a 5 -0 vote. Z LLI 7 Q LL O a m V LLl w W Z Q O Z W H H a M r O N N 0 N v N � U W N �., c� U) o aQQZ it u n It Xoo I W Y X X X X X a �> W X X X X M ao X X WO X X N X X X X r N N X X X X X %— X X X X X I r C X X 0 X 0 r N LLI X X X X w 0 X X X 0 X X X X 0 X X X X X X to X X 0 X Xcp d u� ao 00 W O Cl O O O O H W Z W � W Z V Z OC Z W W Z N Z W J z m t9 V v N � U W N �., c� U) o aQQZ it u n It Xoo I W Y 3b(2) Minutes Human Rights Commission April 16, 2013 — 6 P.M. Helling Conference Room Approved Members Present: Harry Olmstead, Orville Townsend Sr., Joe Coulter, Katie Anthony, Shams Ghoneim, Dan Tallon. Members Excused: Diane Finnerty, Kim Hanrahan. Staff Present: Stefanie Bowers Recommendations to Council: No. Call to Order: Chair Townsend called the meeting to order at 18:00. Consideration of the Minutes of the March 19,2013: Coulter moved to approve minutes, seconded by Olmstead. Motion passed. 5 -0. (Ghoneim Absent) Public Comment of Items Not on the Agenda: None. New Business: Iowa City Pride 2013 The Human Rights Commission will participate in this year's events. It will be decided at the next meeting who will be available on the particular date. Olmstead moved to participate in Pride 2013, seconded by Coulter. Motion passed. 6 -0. Old Business: Proposed Justice Center No discussion. Fair Housing Anthony or Olmstead will introduce this program being held on the 23`d of the month. Youth Awards Talon and Townsend will serve on the subcommittee for the youth ally award. Finnerty will introduce recipients, Townsend will do the opening and Ghoneim will do the closing. Undates/Renorts: Learn over Lunch Ghoneim reported the program was very informative but turnout was less than ideal. Commissioners proposed spreading the word of the program in the future to departments at the University and also the school district. Proclamations Anthony received the Days of Remembrance proclamation. If Finnerty or Hanrahan cannot accept the Sexual Assault Awareness Month proclamation then Coulter will so do. SEATS Olmstead spoke on a recently held meeting that discussed the County's contribution to the SEATS program. Olmsted is waiting to see if there will be any future hearings on the matter. Education Subcommittee Coulter and Finnerty have not had an opportunity to meet with members of the school board. Coulter handed out a report he put together that shows the link between free and reduced price lunch and whether a school is on the No Child Left Behind list. Coulter noted that the Commission should identify specific concerns and also see how the school board implement's the new diversity policy. Immigration Subcommittee No report. Ad Hoc Diversity Committee Coulter stated the Commission should make a statement on the recommendations of the ad hoc diversity committee because the Commission has a very big stake in those recommendations. Olmstead moved for the Commission to strongly support the findings of the ad hoc diversity committee, seconded by Coulter. Motion passed. 6 -0. Building Communities The next event will be held on April 30. Townsend noted that the committee is not trying to duplicate or mimic work already occurring in the community but trying to reach the Black community in hopes of forging better alliances. University of Iowa Center for Human Rights Olmstead reported that the next full board meeting will be held on the 26 of this month and that several subcommittees have been created to maintain the spirit and mission of the Center. Building Blocks to Employment The job fair will be held on April 18 at the Eastdale Plaza from 4 -6 pm. 11 employers are signed up. Commission Anthony, informed that the Iowa City Area Association of Realtors is sponsoring a fair housing poster contest. Olmstead reported that he and Coulter attended a Human Rights Summit sponsored by the Center for Human Rights and that in the future he hopes that a partnership can be formed with the Center and the Commission to organize and sponsor this event (February or March 2014). In addition, Olmstead hopes to present workshops on the rights of persons with disabilities in the fall of 2013. Ghoneim and Coulter discussed the need to put the human rights of persons incarcerated in the Johnson County Jail on future agendas and/or establish a subcommittee. Ghoneim moved and Coulter seconded, to place human rights issues for those incarcerated in Johnson County on the May agenda. Motion passed 6 -0. Staff Nothing. Adjournment: Motion to adjourn at 19:23. (5 -0) (Olmstead absent) FJ Next Regular Meeting — May 21, 2013 at 18:00. Human Rights Commission ATTENDANCE RECORD YEAR 2012/2013 (Meeting Date) KEY: X = TERM 5/15/ 6/19/ 7/17/ 8/21/ 9/18/ 10/16 11/20 12/18 1/15/ 1/28/ 2/19/ 3/19/ 4/16/ NAME EXP. 12 12 12 12 12 /12 /12 /12 13 13 13 13 13 Diane 1/14/14 X X O/E X O/E O/E X X O/E X X X O/E Finnerty Orville 1/1/14 X X X X X X X X X X X x X Townsend, Sr. Dan Tallon 1/1/14 - - - X X X O/E X X X X O/E X Kim 111115 X X X O/E X X X X X X X X O/E Hanrahan Shams 111115 X X X X X O/E X X O/E O/E X X X Ghoneim Jessie 111115 - O/E X X O/E X O/E X X X X X R Harper Katie 1/1/16 - - - - - - - - X X X X X Anthony Joe D. 1/1/16 - - - - - - - - X X X X X Coulter Harry 1/1/16 X X X X X X X X X X X X X Olmstead Connie Goeb 1/1/13 O/E O/E X X X X X X - - - - - Howard 1/1/13 O/E X O/E X O/E X O/E O/E - - - - - Cowen David B. 1/1/14 R R R R R R R R - - - - - Brown Henri 1/1/14 R R R R R R R R - - - - - Harper KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member 4 4WIOWA CITY M 3b(3) MOMMIIIIIIIIIIII PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 o� Susan Craig • wan[ 319-3565200 -rcx 3143563494 • www.icpAorg BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED April 25, 2013 Members Present: Holly Carver, Thomas Dean, Thomas Martin, Linzee McCray, Mary New, Robin Paetzold (by phone), Meredith Rich - Chappell, Jay Semel. Members Absent: Mark Edwards. Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Patty McCarthy, Elyse Miller, Vickie Pasicznyuk, Hal Penick. Guests Present: Doyle Landry. Call Meeting to Order. President Rich - Chappell called the meeting to order at 5:03 pm. Tom Dean in at 5:04 pm. Public Discussion. Mr. Landry thought more about family time in the evening for those who need to sharpen their career development skills and find jobs after he addressed the Board at the February meeting. He wanted to bring an example of the kind of programming he is referring to and brought a flyer from Chicago about Money Smart week. Clark mentioned that ICPL has Money Smart week activities scheduled today and tomorrow. These events are sponsored by the Federal Reserve Bank. Approval of Minutes. The minutes of the regular meeting of March 28, 2013 were reviewed. A motion to approve the minutes was made by New and seconded by Carver. Motion carried 8/0. Unfinished Business. None. New Business. Library Board Policy #806, Meeting Room and Lobby Use. This policy is referred to often. We want to apply the policy fairly so everyone has equal access to the rooms. Semel asked if there was a precipitating event. Logsden said this is part of the regular policy review schedule. Logsden mentioned the amount of time it takes behind the scenes for Facilities staff to keep the rooms clean, organized, and in the correct configuration for each group that uses them. In response to a question, Logsden said only two groups have been charged a fee for not cleaning up. In response to a question about fundraising, groups do not necessarily tell us they are using the room for this purpose, but we are careful to make sure this does not happen. The primary reason is to have the highest possible availability for community nonprofit groups. Craig said that we are in a minority of libraries that do not charge and do not permit fundraising. Many other libraries charge for room use. Semel asked if we have ever turned down use of a meeting room based on its content. Craig said that unless an activity is illegal or specifically forbidden by policy, it can be held in a meeting room because the rooms are considered public forums. A motion to approve Meeting Room and Lobby Use Policy #814 as revised by staff was made by Martin and seconded by New. Motion carried 8/0. Iowa City Book Festival. The Iowa City UNESCO City of Literature requested support for the 2013 Iowa City Book Festival. Management of the festival is moving to the City of Literature and will be held in October this year. Private gifts have been secured and other major donors are being sought. Paetzold, via phone, asked if admission was charged for events. No admission fee is charged for any of the programs except by an invitation Friday evening fundraising event. It has not been determined if this event will continue. A motion to approve $2,500 support for the 2013 Iowa City Book Festival was made by Semel and seconded by Carver. Motion carried 8/0. Art Advisory Committee. Recommendations for Committee membership. A motion to approve the appointments of Colleen Theisen and Natasha Riehl to the Art Advisory Committee was made by Dean and seconded by New. Motion carried 8/0. Staff Reports. Director's Report. Craig described the City's ERP (new financial and personnel software) in brief and the resulting accounting change to the accrual basis accounting method. New asked about the new proposed parking changes. Craig said that one of the changes will be the first hour of parking will be free in ramps to encourage people to use them. Consequently, we will discontinue the Park and Ride stamp to patrons. The City is also looking at extending the hours parking meters will be enforced. We will communicate the changes to patrons as soon as we know them. Martin asked about the tenants. The City Council approved the transfer of the lease from Capanna to the Wedge at their meeting Tuesday night. Capanna has not met its financial obligations and has been served with an eviction notice. The Wedge intends to continue a coffee business there. Children's Services. Carver said the sensory story time sounds interesting. Pasicznyuk said we received funding from Pilot Club to help with this project. Rich - Chappell asked if the SRP registration is online only. Pasicznyuk said that it is online and we will help registrants with this. In response to a question, Pasicznyuk said that the SRP kickoff is not on Children's Day because school is out June 1 and we didn't want children to have to wait as Children's Day is later this year. IT. Infrastructure metaphor was appreciated. We increased our wireless capacity tenfold yesterday which should improve internet connectivity for our staff and patrons. Collection Services report was sent electronically. Development Office Report. McCarthy is accepting reservations for Building the Collection. The grant request we made to the Carver Trust was approved for $60,000. This brings the Better Building Better Service fundraising campaign for upgrading the Library building to more than $213,000. Miscellaneous. There is a lot of interest in the digital history project. We have hired an Intern to help with this project. Spotlight on the Collection. Articles distributed at meeting. President's Report. Rich - Chappell asked Martin, Dean and McCray to serve on the Nominating Committee. She expressed appreciation for all of our volunteers and the work they do and library staff for holding the Volunteer Recognition event last week. Announcements from Members. None. Committee Reports. Foundation Members. McCray said the Foundation is focusing on Building the Collection. The event is Sunday, May 5, 2013 at the hotelVetro. Communications. None. Quarterly Financial Reports. Third quarter FY13 receipts and expenditures were reviewed. Quarterly Use Reports. Nine month FY13 output measures, circulation by type and format, and circulation by area and agency statistics were reviewed. Changes in service are affecting statistics; calls answered by the Switchboard have increased; ready reference questions are answered by the Switchboard instead of being transferred to the Reference Desk. Patrons are placing holds on items on the shelf, just as we had hoped and expected. Disbursements. The Visa expenditures for March 2013 were reviewed. A motion to approve the disbursements for March 2013 was made by Martin and seconded by Carver. Motion carried 8/0. Set Agenda Order for May Meeting. Meeting as corporate members of Friends Foundation Board. Electing officers. Appointing members to Friends Foundation Board. Adjournment. A motion to adjourn the meeting was made by New and seconded by McCray. Motion carried 8/0. President Rich - Chappell adjourned the meeting at 5:47 pm. 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"-4� CITY OF IOWA CITY 3' Date: May 17, 2013 To: Mayor and City Council From: Bob Miklo, Staff Member of Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission At their May 2, 2013 meeting the Planning & Zoning Commission made the following recommendations to the City Council: The Commission voted 0 -6 (Eastham recused) to recommend denial of an application submitted by Ranshaw Limited Partnership for a rezoning of 0.69 -acres of land located at 1014, 1016, 1022 Hudson Avenue in the Community Commercial (CC -2) zone to amend the conditional zoning agreement regarding access to Hudson Avenue. The Commission voted 7 -0 to recommend approval of REZ13- 00013, an application submitted by City of Iowa City for a rezoning of 5.23 -acres of land located at 515, 527, 539 Normandy Drive and 820, 822, 930 Park Road, from Low Density Single - Family (RS -5) zone to Neighborhood Public (P -1) zone. Additional action (check one) No further action needed Board or Commission is requesting Council direction X Agenda item will be prepared by staff for Council action PLANNING AND ZONING COMMISSION APPROVED MAY 2 — 7:00 PM — FORMAL EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Anne Freerks, Phoebe Martin, Paula Swygard, Jodie Theobald, John Thomas MEMBERS ABSENT: None. STAFF PRESENT: Bob Miklo, Darian Nagle -Gamm, Sarah Greenwood Hektoen OTHERS PRESENT: Jeff Miller, James Buddenbaum, Ed Wasserman, Sue Ford, Mary Gilbert, Judy Buddenbaum Mark Mossman, Ryan O'Leary, Mary Knudson RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 0 -6 ( Eastham recused ) to recommend denial of an application submitted by Ranshaw Limited Partnership for a rezoning of 0.69 -acres of land located at 1014, 1016, 1022 Hudson Avenue in the Community Commercial (CC -2) zone to amend the conditional zoning agreement regarding access to Hudson Avenue. The Commission voted 7 -0 to recommend approval of REZ13- 00013, an application submitted by City of Iowa City for a rezoning of 5.23 -acres of land located at 515, 527, 539 Normandy Drive and 820, 822, 930 Park Road, from Low Density Single - Family (RS -5) zone to Neighborhood Public (P -1) zone. 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. Comprehensive Plan Setting a public hearing for May 16, 2013 for an application submitted by John Hieronymus to amend the Comprehensive Plan - Southeast District Plan to change the land use designation from multi - family to commercial for property located at the northwest corner of the intersection of Muscatine Avenue and Scott Boulevard. Miklo explained that the Commission will receive a staff report on the proposed Comprehensive Plan amendment and an associated rezoning in their next packet. Planning and Zoning Commission May 2, 2013 - Formal Page 2 of 11 Eastham moved to set a public hearing for May 16, 2013 for an application submitted by John Hieronymus to amend the Comprehensive Plan - Southeast District Plan to change the land use designation from multi - family to commercial for property located at the northwest corner of the intersection of Muscatine Avenue and Scott Boulevard. Thomas seconded. A vote was taken and the motion carried 7 -0. Rezoning Items REZ13- 00004: Discussion of an application submitted by Jeff Miller Construction for a rezoning of 1.05 -acres of land located on First Avenue, north of Rochester Avenue from Low Density Multi - Family (RM -12) zone to Planned Development Overlay /Low Density Multi - Family (OPD /RM -12) zone to allow the construction of a 16 -unit multi - family building. Miklo said this property was before the Commission last year, at which time they approved a rezoning of the property from Low Density Single Family (RS -5) to Low Density Multi - Family (RM -12). He said the proposed Comprehensive Plan that will be considered by City Council shows this area as multi - family like the other properties in this vicinity. He said at the time the Commission rezoned this property it wasn't known if the slopes on the property were steep, critical or protected. He said now it is known that there are steep and critical slopes in the southwest portion of the property. He said the sensitive areas part of the Ordinance requires that if more than thirty -five percent of those slopes are to be disturbed approval of a planned development overlay review is required by the Commission and the Council. Miklo said that this application is solely about putting forward a specific plan to address the slope on the property. Miklo said the currently submitted plan is very similar to the plan the Commission reviewed at the time of rezoning. He said the building is slightly larger and longer. He said the concept plan showed a fifteen to twenty foot setback from the south property, compared to a ten foot setback shown on the current plan. He said the previous zoning was conditional on a twenty foot buffer between the park and any paving or driveway activity on the site. He said staff thinks the buffer width is worth reconsideration, particularly if it allows the building to move to the north five to ten feet to allow more space between the proposed building and the existing building to the south. Miklo said the slopes are such that any type of development will require a significant amount of grading. He said the Ordinance requires review of the grading by the Commission and the Council. He said the City Engineers have reviewed the plan and are for the most part in agreement with the grading, however, there are some concerns about storm water management and run -off from this property. He said they feel more work is needed in terms of how the storm water management is handled. He said for that reason, staff is recommending that this application be deferred until May 16th to allow the drainage calculations to be further reviewed. He said staff asked the applicant to provide an elevation drawing showing how the retaining walls at the front of the property would work and look in relationship to First Avenue. Because they have not yet received that drawing this is another reason to defer the application. He said they had received only a drawing that contained very few details. Freerks asked about the height of the roofline on the drawing that the applicant had sent over. Miklo said they would get some more information about that before the next meeting. He showed some photos of the property and the area. Planning and Zoning Commission May 2, 2013 - Formal Page 3 of 11 Eastham asked what the Commission needs to do if they wish to move the proposed building further north. Miklo said the Commission could condition the approval on that. Thomas asked if there was any latitude on the setback. Miklo replied that there is a minimum setback on the street side of forty feet, and the building is set right at forty feet. He said because of the steep hill, there's very little latitude in moving it to the west. Thomas asked about moving it to the east. Miklo explained that under the Sensitive Areas Ordinance you could move the building closer to the street if that resulted in preservation of a sensitive area. Freerks opened public hearing. Jeff Miller, the applicant, said the plan got a little bigger just to make sure they had thirty -two parking spots and to make the units larger and more marketable. He explained that they chose not to do townhouses because they would require more earth moving. He indicated that decreasing the buffer between his property and Hickory Hill Park would be a good thing to perhaps increase the distance between the lot line and the existing property to the south. He talked about some of the site specifics. Jim Buddenbaum of 557 N. First Avenue said he has concerns about storm water drainage on the subject property. He said he is opposing the application because of the sensitive areas and the documentation the City has done since this application came before the Commission in November 2012. He said he also objects to the building design looking like a hospital and the way the ramp faces his building. He said he is mostly concerned about the wetland and the loss of trees, including some oaks, and he strongly opposes the application. He said to put in a retaining wall just to keep the building from washing away is a foolish investment. Freerks asked Miklo to please check if there are any oak trees on the property. Eastham asked about the run -off. Miklo said the run -off is going away from the property and flowing towards First Avenue and the creek. He said the Public Works Department is investigating how it will affect the street, and that is the reason this application should be deferred to the next meeting. Eastham asked if the City has a mechanism that might ensure that the building will survive. Miklo said they have building codes, the sensitive areas ordinance, and the City Engineers are satisfied with the retaining wall in the back of the subject property. Freerks asked if the sidewalk along the south side of the proposed building is the same width throughout. Miklo said it is. Ed Wasserman of 555 North First Avenue said the trees between his and the applicant's property site are mature and healthy. He showed some pictures of the site and said it is extremely steep. He said by making the building larger and moving it to the south, none of the trees will remain. He said there would be no visual buffer for either the existing or the proposed building. He said beyond the serious issue of water are the integrity of his building and landscaping and the preservation of an attractive site which would be wiped out by putting the building where it is planned. He said it's too much building for that space. Sue Ford of 616 N. First Avenue said her concern with this project is that it is very large for the amount of land. She said that the City's Neighborhood Planning Principles call for preserving natural features in the Northeast District and preserving green, open space areas or buffers between urban development and sensitive features such as Hickory Hill Park. She said the drainage from the proposed site would exacerbate the chance for damage in the Park. Planning and Zoning Commission May 2, 2013 - Formal Page 4 of 11 Eastham asked staff to provide the lot coverage ratio for the proposed development and the two buildings immediately to the south. Mary Gilbert of 918 Bluffwood Drive said her main concern is the way in which this unusually difficult site will impact Hickory Hill Park. She asked if the developer had submitted a legally binding executed option agreement for purchasing all the property. Miklo said staff will check the file. Gilbert said she wants to know who will own this property before and after development. Greenwood Hektoen said that zoning decisions are not typically based on who owns or who will be occupying the space. She said they need to make sure that if a covenant is going to run with the land, the person making representations has the authority to encumber the land. Gilbert asked if the proposed building was going to be condominiums. Miklo said that is something the zoning ordinance does not address. Gilbert said she is concerned about the close proximity of the high retaining wall on the subject site to the Regina boundary. She said if more than fifty percent of the earth on this property will be disturbed, it makes sense to do a soil analysis to see if it can bear such a massive retaining wall. She is concerned that moving so much earth and making more than forty percent of the site impervious will affect Hickory Hill Park and Ralston Creek adversely. Judy Buddenbaum of 557 N. First Avenue said the proposed building will be a burden to the lot, to the neighborhood and to the environment. James Buddenbaum of 557 N. First Avenue said he doesn't see how the massive retaining wall could sustain the test of time. He said the site plan shows mature trees and is a gross exaggeration of the reality. Jeff Miller referred everyone to a preliminary plan that shows all the topography and inlets that will direct all the water to a storm water drain on the lot. He said that the retaining wall will be much lower than ten feet in height. Eastham asked Miller to comment on the technology now in building and designing retaining walls so there's insurance for everyone that the wall will function effectively and be preserved for decades to come. Miller said that a structural engineer has to approve the wall design before a building permit can be issued, and the wall will be inspected during the building process. Thomas asked what the wall height will be where it runs along the back of the parking stalls. Miklo said it's between four and five feet. Freerks asked how many guest parking spaces are proposed. Miller said there are six. Mark Mossman of 535 N. First Avenue agreed with what the previous speakers had said. He also said building on this site will increase the traffic in the morning. Freerks asked if any of the neighbors have seen police radar trailers on N. First Avenue since the previous Commission meeting that addressed this application. Mossman and others said they have seen it occasionally. Wasserman asked what the sequence of events will be after this point. Miklo explained that this application could be on the May 16th Planning and Zoning Commission agenda if staff receives storm water management plans that satisfy the City engineers and the information they have requested about the retaining wall, or it could be deferred to the meeting after that if the information is not forthcoming. He explained that they have also requested a detailed landscaping plan. Wasserman asked that serious consideration be given to the impact on the Planning and Zoning Commission May 2, 2013 - Formal Page 5 of 11 trees that are on the subject property due to the possibly detrimental effect on the root systems that may undermine his property. Freerks said perhaps the Commission would agree on seeing the building moved farther to the north, where its presence would have less of an impact on the park than it would on the building to the south. Wasserman asked that the elevation drawings include his building as well to compare how the buildings will look next to each other. Eastham said that the current Code does not require on -site storm water management, and he asked for staffs explanation at the next meeting. Judy Buddenbaum said they will need access to their three terraces. Greenwood Hektoen said that would be between the two private property owners. Freerks closed public hearing. Eastham moved to defer this item until the meeting of May 16tH. Swygard seconded the motion. Thomas said if they could narrow the buffer on the north to the minimum dimension that would give more room to work with between the subject property and the one to the south. He said that from the Johnson County GIS system, he can see that there is a mown area on the north boundary that might be reclaimed for an even wider buffer. Freerks asked if there were others interested in moving the building to the north. Freerks, Eastham, Thomas and Swygard said they were. Thomas said if the ramp on the south side were moved closer to the building that would create a wider planting area for trees. Martin asked if the integrity of the neighboring building and its retaining wall has been considered and asked if they can require a report from Miller via a structural engineer evaluating the current retaining wall on that property. Greenwood Hektoen said as part of the rezoning they can't request that, but as part of the grading plan that will be done. Eastham said he would like a comparison between the lot coverage on the proposed building and the building to the south. A vote was taken and the motion to defer was approved 7 -0. REZ13- 00011: Discussion of an application submitted by Ranshaw Limited Partnership for a rezoning of 0.69 -acres of land located at 1014, 1016, 1022 Hudson Avenue in the Community Commercial (CC -2) zone to amend the conditional zoning agreement regarding access to Hudson Avenue. Planning and Zoning Commission May 2, 2013 - Formal Page 6 of 11 Eastham recused himself from this application because he a board member of an organization that owns property within two- hundred feet. Miklo explained that a Conditional Zoning Agreement (CZA) for the rezoning to CC -2 on the subject property addressed the building design and vehicular access to Hudson Avenue. He said three previous rezoning attempts failed in part due to concerns about access to Hudson Avenue. He said that Hudson Avenue is a twenty -five foot wide residential street and has a higher traffic volume than desirable for a residential street of this length, approximately 775 vehicle trips per day. He said there is excessive speed on the street of about thirty -three miles per hour. Miklo said the applicant would like to remove the stipulation of prohibition of commercial traffic entering onto Hudson Avenue from the subject property. He said the application provides no compelling reason why that stipulation should be removed from the CZA. He said the Commission recently received correspondence from the applicant stating that the concern is the interested tenants would like to have access to Hudson Avenue. He showed the Commission pictures of the lot and the neighborhood. He said that staff is not recommending approval of amending the CZA. Freerks opened public hearing. Freerks disclosed that she had had a phone call the previous evening from Ryan O'Leary. She said they discussed traffic on Hudson Avenue, but they had no conversation about any of the other particulars of the application. Theobald asked if sidewalks are being installed along Hudson Avenue. Miklo said they were being installed along the west side of the street. Ryan O'Leary, representing the co- owners of the property, said opposition to the past rezoning requests had a lot to do with feuding neighbors. He said they have had prospective tenants inquire about the property who want access to the property from Hudson Avenue. He said current standards for access points would be closer to Iowa City Landscaping's driveway, and the applicant's proposed driveway would be further back than is required. He said the owners feel that in order to obtain locally owned, smaller businesses they need to have ease of access. He claims that people who live and work in this neighborhood said this access just isn't that big of an impact on the neighborhood. He asserted that a staff member indicated that there are other possible ways to limit access, traffic and speed in this area. He said the problem with this street is the people who are cutting through from Highway 1 to Benton Street. He said that with the additional access cut, the traffic speeding down Hudson Avenue will learn eventually that there will be slow traffic exiting from the subject property and they will begin to cut through on a different street. He said they know there will be some increased traffic on Hudson Avenue, but they feel that some traffic calming and limiting access and discouraging fast traffic will benefit the neighborhood. Swygard asked if their proposed access would be further back toward the residential area. O'Leary said the proposed access point would be fairly close to Iowa City Landscaping's second access point and would be about one - hundred and twenty feet away from the residence closest to the applicant's property line and would be shielded by a seventy foot deep building. Theobald asked if it would be where the current curb cut is. O'Leary replied that the access would be approximately within five feet of the Tucker's old curb cut. Planning and Zoning Commission May 2, 2013 - Formal Page 7 of 11 Dyer asked about the prospects of making Hudson Avenue one -way. O'Leary said there had been discussions within the neighborhood association over the years about making Hudson one -way or a dead end street, but the City is moving away from creating one -way streets. Swygard asked if he currently has any plans for building on this site. O'Leary said he had a concept plan that was provided to the Commission. Swygard asked how the building would be configured on the lot. O'Leary said a thirty to thirty -five foot distance between the existing building and the proposed one is necessitated by the existence of an electrical substation that requires an eight foot wide access for a truck and gas and electric lines that would have to be relocated to have the buildings any closer. He said it would not extend past the fagade of Paul's Discount store and would mirror the existing complex. Freerks asked how many businesses use the current driveway onto Highway 1. O'Leary said there are six businesses. Freerks asked how many entrances Iowa City Landscaping has. Theobald said she works at that business and knows there to be three entrances. Greenwood Hektoen asked Theobald what she does there and if she feels that her employment there would be affected by her vote on this item. Theobald said she is a horticulturist, and she does not feel that her employment is threatened. Greenwood Hektoen asked if anyone had approached her and spoken with her about how she should vote and if she feels that she can be impartial in considering this application. Theobald said no one had approached her, and she feels she can be impartial. Swygard said the drawing O'Leary showed them tonight shows room for as many as five more occupants, and she wanted to know who has approached him and what kind of car traffic that might generate. O'Leary said there has been interest from a medical office user, a coffee shop interested in attracting students from nearby residences such as the Seville Apartments, and two specific restaurant users. He said the heaviest users right now are Paul's, Hertz and the restaurant. Dyer asked if this proposed access would be used by any of the current occupants. O'Leary said it would be. He said this access would make it safer for pedestrians walking through the lot to get to their cars. Theobald asked how the one -way traffic at Paul's was configured. O'Leary explained the north /south patterns and which exits patrons would be likely to take depending on in what direction they were heading out. Mary Knudson of 725 W. Benton Street and a representative of the Miller Orchard Neighborhood Association said they object strongly to having access from Hudson Avenue, primarily because of the high volume of cut through traffic and because they think it will add traffic to Hudson Avenue. She said there are already two entrances /exits on the property. She said compared to the driveways along Riverside Drive and Highway One this is consistent to how driveways are set up. She said she's not convinced that traffic will slow down even if people know there would be traffic entering and exiting off Hudson Avenue. O'Leary asserted that higher traffic counts don't necessarily mean more noise, speed or nuisance. He said in time people will learn not to speed down Hudson Avenue with speed humps and with slower traffic entering and exiting from the Hudson Avenue access. Freerks closed public hearing. Planning and Zoning Commission May 2, 2013 - Formal Page 8 of 11 Freerks asked if there is a reason why there haven't been speed bumps placed on Hudson Avenue. Miklo replied that as part of the Miller Orchard Neighborhood Study, traffic calming was identified as a need in this neighborhood, and specifically on Hudson and Miller. He said for that to proceed, the Neighborhood would have to petition the City to pursue that. Thomas moved to recommend approval of amending the conditional zoning agreement for 1014, 1016, and 1022 Hudson Avenue. Martin seconded the motion. Swygard said it will be wonderful to see that empty lot put to use. She said she thinks the integrity of the residential neighborhood needs to be protected from the commercial because they are close together with no buffer. She said she thinks the additional traffic will create problems. She said it is a very narrow street with parking on one side, occupied by many rentals, families, many of which are single family. She said she is not in favor of changing the CZA. Theobald said she drives that street every day, and often has to pull over and stop for oncoming traffic, so the width of the road is an issue as well as speed. She says there are children in the neighborhood and lots of people walk down the middle of the road on their way to the Deli Mart. She agrees that it's nice to have something positive going into that space but as far as having extra traffic on that street without any traffic calming would be a big safety issue. Thomas said there's already an issue of volume and speed of traffic on both Miller and Hudson. He said with another opening that volume would increase. He said he supports the project, and if it's a strong, commercial neighborhood presence, it will be successful. He said he would encourage pedestrian access from Hudson Avenue. He said if there was another access, it would create a frontage road of sorts, with all the parking lots connecting on this side of the street. Freerks said she likes the design that's been brought before the Commission but volume and speed are issues with such a narrow street. She said she thinks most of the traffic will spill out onto Highway One and not toward Benton Street, but without calming she doesn't seeing the proposed access happening. She doesn't see how the project and traffic calming can happen without some more conversation with City staff. She said she hopes not having this access won't be a hurdle to getting good tenants on the subject property. She said she can see where it might make sense to make that cut in some instances, but only with traffic calming, because it might be a street that people might then want to avoid. Martin said she would feel more confident with the additional access cut if she could know what tenants would be in the proposed site and what the traffic calming would be. She said if there was more research done on traffic calming she would feel more confident. Freerks agreed with what Martin had said, but said that for now she was voting to deny the application. Dyer said that this access cut would probably increase the flow of traffic from the existing businesses. A vote was taken and the motion failed 0 -6 (Eastham recused) Planning and Zoning Commission May 2, 2013 - Formal Page 9 of 11 Freerks told the applicant that the Commission has talked about some things they might want to pursue, and she would like to see more development on the south side of Highway One like this. REZ13- 00013: Discussion of an application submitted by City of Iowa City for a rezoning of 5.23 -acres of land located at 515, 527, 539 Normandy Drive and 820, 822, 930 Park Road, from Low Density Single - Family (RS -5) zone to Neighborhood Public (P -1) zone. Miklo said it is required by the City Code that land owned by a public entity be zoned Public. He said these properties were bought as part of the flood buy -out program and all of the houses on these properties have been removed with the exception of the Ned Ashton House, a historic building that will be used for park facilities. He said staff is recommending approval of this application. Freerks opened public hearing. Freerks closed public hearing. Eastham moved to recommend approval of REZ13- 00013, an application submitted by City of Iowa City for a rezoning of 5.23 -acres of land located at 515, 527, 539 Normandy Drive and 820, 822, 930 Park Road, from Low Density Single - Family (RS -5) zone to Neighborhood Public (P -1) zone. Martin seconded. A vote was taken and the motion carried 7 -0. Discussion of Work Program The Commission discussed work program priorities for the coming year. The issues they agreed on were: 1. Draft Mixed Use Zones for Riverfront Crossings/Towncrest Area 2. Parking Standards for the Downtown and Riverfront Crossings 3. Neighborhood Stabilization, Private Dorms, Open Space Setback, Backyard Paving, RNS -20 zone 4. CB -10 Standards 5. Review 500 foot separation of bars in outlying areas 6. Amendments to CI -1 and CC -2 zones 7. Clean -up standards for the PRM Zone that have become obsolete with the recent amendments to the MF density standards 8. Amend sign code to allow canopy roof signs in more locations and adjust standards for projecting signs 9. Comprehensive Plan implementation 10. Consideration of protections for Downtown historic properties It was noted that some of the less complex items, such as numbers five and six, might be completed prior to the higher priority projects due to the amount of research needed. Planning and Zoning Commission May 2, 2013 - Formal Page 10 of 11 Consideration of Meeting Minutes: April 15 and April 18, 2013 Eastham moved to approve the minutes of April 15 and April 18. Swygard seconded. A vote was taken and the motion carried 7 -0. Other New Commissioner Jodie Theobald introduced herself. The Commission agreed that they would like a training session and concluded that an Informal Meeting would be the best venue for that. ADJOURNMENT: Martin moved to adjourn. Swygard seconded. The meeting was adjourned on a 7 -0 vote. Z 0 v Z Z N Z_ Z Z CL D 0 t9 W Z M W W UJ N Z N Q Z N W 0 H LL 5 !�JXXXXxxx! x X X x X X X XXOxxxx Go xxxxx ; xX :!txxxxx;XX NXXXxXxX T- OXXXXXX MXxXXX ; Xx NXXXXOXX M0 xxxx ; x M RXXXXxxx oOXXXxXO NXXXXX ; XX ti �XXXXX �Dx0xxx0 x r T- XxXx �XXXXXxO ; x to NXXXOX QXXXX0X0 ; xx V-OXXXX00 �xxXXx i x r MXXXXxXx T-Xxxxx i XX T" a CDtomP�LoInM co WdU.)LO �X0000000 LoLO LoLO oxXXXX;wx W •- W 0 ZE oxxxxx Q Z W Z ; xx J 00 T- IL0� Q 2 (OXxxXX;xO V U) ZZQyW Q Ww= >-QwwQ HW���F- �Woocoti�ao�M N z W IL2U) -� W a �- X Un o to o Un o Ln o o 0 o o o W W J D m:) J X Z 0 a m= o u < x 00_ H Q Y a 0 Q W H W V Z a Wp,�_WPOW2N 2WV)WQ�GOW zaWU�20-5H3: 0 z H W W OC O LL Z W) � x X X x X X X XXOxxxx MxxXXXXx NXXXxXxX T- OXXXXXX NXXXXOXX M RXXXXxxx oOXXXxXO �Dx0xxx0 �XXXXXxO QXXXX0X0 V-OXXXX00 gxxxxxxx MXXXXxXx a CDtomP�LoInM WdU.)LO �X0000000 LoLO LoLO 0 W W } Q Z W Z J 00 = IL0� Q 2 V U) ZZQyW Q Ww= >-QwwQ HW���F- =W N z W IL2U) -� CD wE C c c a`Q <Z Q n u n u Xoo E } w Y FINAL /APPROVED POLICE CITIZENS REVIEW BOARD MINUTES — APRIL 16, 2013 CALL TO ORDER: Chair Joseph Treloar called the meeting to order at 5:30 P.M. MEMBERS PRESENT: Melissa Jensen and Donald King, MEMBERS ABSENT: Kingsley Botchway and Royceann Porter STAFF PRESENT: Staff Kellie Tuttle and Catherine Pugh STAFF ABSENT: None OTHERS PRESENT: None. RECOMMENDATIONS TO COUNCIL None 3b(5) CONSENT CALENDAR Motion by King and seconded by Jensen to adopt the consent calendar as presented or amended. • Minutes of the meeting on 03/06/13 • Minutes of the meeting on 04/02/13 Motion carried, 3/0, Botchway and Porter absent. NEW BUSINESS Diversity Committee Report — Tuttle reported that the City Council had accepted the Diversity Committee report and that City staff would be putting together a plan based on the recommendations. When the plan was available Tuttle would include it in the Board meeting packet. OLD BUSINESS Community Forum — Treloar announced that it was still a possibility that we would have someone from the Public Defender's office attend the forum and do a short presentation, but that they are short staffed and would have to let us know last minute. Tuttle announced that no questions from the public were received. The Board agreed to introduce themselves again at the beginning of the forum. BOARD INFORMATION None. STAFF INFORMATION None. PUBLIC DISCUSSION None. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change) • April 23, 2013, 6:00 PM, Iowa City Public Library, Rm A (Community Forum) • May 14, 2013, 5:30 PM, Helling Conference Rm • June 11, 2013, 5:30 PM, Helling Conference Rm • July 9, 2013, 5:30 PM, Helling Conference Rm ADJOURNMENT Motion for adjournment by King, seconded by Jensen. Motion carried, 3/0, Botchway and Porter absent. Meeting adjourned at 5:38 P.M. 0 o a QTQ eD ow y H p N on N N rp O w W O R b 0 r n r n rZ A 00 v U oxoo�o g�� y � Cr Qy A y y > MCI �• H � O� yC �C DC yC >C N �o DC O � DC 74 C�7 0 A 00 ii ii � N y H p N on N N rp O w W O R b 0 r n r n rZ A 00 v U FINAUAPPROVED mod"' POLICE CITIZENS REVIEW BOARD COMMUNITY FORUM April 23, 2013, 6:00 P.M. IOWA CITY PUBLIC LIBRARY 123 South Linn Street, IC CALL TO ORDER: Chair Joseph Treloar called the meeting to order at 6:00 P.M. MEMBERS PRESENT: Kingsley Botchway, Melissa Jensen, Donald King, Royceann Porter MEMBERS ABSENT: None STAFF PRESENT: Legal Counsel Catherine Pugh and Staff Kellie Tuttle (Transcriptions are available) INTRODUCTION OF BOARD. Treloar announced that Janet Lyness from the Johnson County Attorney's office was present if anyone had questions regarding citizens' rights. Also that the forum was being taped for rebroadcast on City Channel 4 at a later date. PUBLIC DISCUSSION The following individuals appeared before the PCRB: Cat Moore PO Box 572, IC Sherry Christoffer Iowa City Nicholas Harper 515 E College St, Apt 1, IC Janet Lyness JC Attorney's Office ADJOURNMENT Motion by King and seconded by Jensen to adjourn. Motion carried, 5/0. Meeting adjourned at 6:43 P.M. (Forum Summary will be submitted to Council) q � | d 2 O / e k © o � � o 2 � b � m � � 7 m 7 � O � g � ¢ O % /�2 / ■k /b? 2 9 9 9 9 9 m m G 9 X k $ x \ o * * x \ k 2 G x c \ x x \ _ � 00 * O \ x x $ c $ x x * \ * x * * x A k © o � � o 2 � b � m � � 7 m 7 � O � g � ¢ O % ! Ajh Ott CITY OF IOWA CITY MEMORANDUM Date: May 30, 2013 To: Mayor and City Council From: Staff Member of Police Citizens Review Board Re: Recommendation from Police Citizens Review Board 3" At their April 29, 2013 meeting the Police Citizens Review Board made the following recommendation to the City Council: Accept PCRB Report on Complaint #13 -02 Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action S:RECform.doc FINAL /APPROVED POLICE CITIZENS REVIEW BOARD MINUTES —April 29, 2013 CALL TO ORDER: Chair Joseph Treloar called the meeting to order at 4:25 P.M. MEMBERS PRESENT: Kingsley Botchway, Donald King MEMBERS ABSENT: Melissa Jensen, Royceann Porter STAFF PRESENT: Legal Counsel Catherine Pugh and Staff Kellie Tuttle present RECOMMENDATIONS TO COUNCIL Accept PCRB Report on Complaint #13 -02 EXECUTIVE SESSION Motion by King, seconded by Botchway to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22 -7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 3/0, Jensen and Porter absent. Open session adjourned at 4:26 P.M. REGULAR SESSION Returned to open session at 4:30 P.M. Motion by King, seconded by Botchway to summarily dismiss PCRB Complaint #13 -02 due to the complaint not being filed within 90 days of the alleged misconduct. Motion carried, 3/0, Jensen and Porter absent. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS • May 29, 2013, 5:30 PM, Helling Conference Rm (Changed to Emma J. Harvat Hall) • June 11, 2013, 5:30 PM, Helling Conference Rm • July 9, 2013, 5:30 PM, Helling Conference Rm • August 13, 2013, 5:30 PM, Helling Conference Rm • September 10, 2013, 5:30 PM, Helling Conference Rm King was going to verify his availability for the May 29 meeting and report to staff. ADJOURNMENT Motion for adjournment by King, seconded by Botchway. Motion carried, 3/0, Jensen and Porter absent. Meeting adjourned at 4:34 P.M. POLICE CITIZENS REVIEW BOARD A Board of the City of Iowa City 410 East Washington Street Iowa City IA 52240 -1826 (319)356 -5041 PCRB REPORT OF SUMMARY DISMISSAL TO THE CITY COUNCIL Re: Investigation of Complaint PCRB #13 -02 PCRB Complaint #13 -02, filed April 19, 2013, was summarily dismissed as required by the City Code, Section 8 -8 -3 D and 8 -8 -3 E. The complaint was not filed within 90 (ninety) days of the alleged misconduct. DATED: April 30, 2013 PCRBMmeliness Report Form:4/13/99 -71 PCRBMmeliness Report Form:4/13/99 p p p eD e� N � O N N O � W b 0 r y n l=J y C ~ yyN A� m9 n� oxoo,o g�� � •C .7 y i TQ Q W Q� W (Jl 01 O C�7 0 N Ci7 ~ 00 C�7 A W iii O X X e� N � O N N O � W b 0 r y n l=J y C ~ yyN A� m9 n� — Approved Minutes 3b(8) March 2013 MINUTES SENIOR CENTER COMMISSION MARCH 21, 2013 ROOM 205, IOWA CITY /JOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Rose Hanson, Mark Holbrook, Chuck Felling, Kathy Mitchell Members Absent: Michael Lensing Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman Others Present: None RECOMMENDATIONS TO COUNCIL: None. CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. APPROVAL OF MINUTES FROM FEBRUARY 28, 2013 MEETING: Motion: To accept the minutes from the February 28, 2013 meeting. Motion carried on a vote of 5/0. Felling /Holbrook. PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: Honohan will attend a Board of Supervisors meeting. STEERING COUNCIL REPORT: Mitchell reported that the Membership Committee is continuing to work on the Spring Forum which will be April 16th. John Schmidt and the membership committee will be drafting a letter to the parking department in regards to adding additional directional signage in the Tower Place Parking ramp. Approved Minutes March 2013 The Membership and Community Outreach Committee met with the Programming Committee to discuss the idea of the diversity pilot project. Hal Schrott agreed to join Mary Dusterhoft, Bryson Dean and Kathy Mitchell in spear heading this plan. This group is working on a mission statement and is contacting various community leaders to see if what The Center has to offer may be helpful to various community groups. The Program Committee discussed a number of upcoming events including the Reading Aloud group presenting at the Public Library on April 18th. The Center will host a Blues Fest Night on April 18th from 7 -9:30. Bands will include the Johnny Kilowat Band and the Blue Midnight Trio. This event will tie into the City's designation as a Blue Zone and will feature healthy food choices. Mitchell also proposed a new host guide program. The Membership Committee will be exploring this idea at a future meeting. DISCUSSION ON DEVELOPING REGULATIONS FOR SERVING ALCOHOL AT SENIOR CENTER EVENTS: Honohan distributed a draft of an alcohol application for rentals at the Center. Some of the proposed guidelines mirror information located in the current room rental agreement. The Commission agreed that Alcohol guidelines could be added to the current document and that both wine and beer should be allowed but not liquor. Everyone was also in agreement that alcohol rentals should include the possibility of using the kitchen and that a Senior Center staff person should be present for the duration of the rental. Honohan will redraft the application after reviewing the current room rental agreement. OPERATIONAL OVERVIEW: Kopping reported that she had sent a memo to members of the New Horizon's Band in regards to questions presented by the NHB Steering Council. Kopping distributed an email that she had sent to Jon Cryer, the chair of the NH band steering council in regards to the memo. Michelle Buhman reported that she had heard from a few band members. Some have expressed surprise that the Band Steering Committee was continuing to explore the possibility of no longer being a Senior Center program. STAFF REPORTS: Kopping reported that she has been reviewing the current budget as it is time to submit budget amendments. The Commission discussed the revenue report. Approved Minutes March 2013 Buhman reported that she has been working with Hancher and AXIS to provide a program called Redefining Dance & Disability on April 24th. AXIS will present an hour -long program that includes dancers showing excerpts of current material, a presentation about their work, and a question and answer session. AXIS Dancers will showcase work and give information on company history as well as on personal dance and disability history. Buhman is also working with the Visablity Action Team to secure Sage affiliation for the Senior Center. Buhman reported that she is working on putting the summer programs into the new software system, ActiveNet. COMMISSION DISCUSSION: None. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 5/0. Felling /Mitchell. 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