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HomeMy WebLinkAbout2015-12-15 Bd Comm minutesAirport Commission 4b(1) October 15, 2015 Page 1 MINUTES FINAL IOWA CITY AIRPORT COMMISSION OCTOBER 15, 2015 — 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline (left at 7:00 PM), Minnetta Gardinier (arrived at 6:05 PM), A. Jacob Odgaard, Chris Ogren Staff Present: Michael Tharp, Eric Goers Others Present: Matt Wolford, David Hughes, Melissa Underwood RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None. DETERMINE QUORUM: Secretary Odgaard called the meeting to order at 6:03 P.M. APPROVAL OF MINUTES: Minutes from the September 17, 2015, meeting were reviewed. Ogren moved to accept the minutes of the September 17, 2015, meeting as presented. Assouline seconded the motion. The motion carried 3-0; Gardinier absent. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Unmanned Aerial Systems — (Gardinier arrived at this time.) i. Discussion — Tharp then spoke to this issue, noting that Members have an updated version of the UAS policy with revisions being made after last month's discussions. He briefly reviewed the changes that were made, noting that specific attention was given to the Aerohawks and their field, and the Operator Performance labs. Assouline asked what frequency these users are on, and Tharp noted that they are using a different spectrum than the pilots using the Airport are on. Tharp then responded to Member questions and concerns, further explaining how this policy will be applied. Gardinier then spoke to the wording "...not withstanding the prohibited areas," stating that she would suggest removing this completely. Goers noted why he inserted this language, stating that they are trying to avoid conflict within the policy and he further explained why this was done. Airport Commission October 15, 2015 Page 2 Other wording was suggested, with agreement on using "despite the prohibited areas" in place of "not withstanding...". Discussion continued, with Members debating if the wording gets to the original intent here. Gardinier suggested adding a sentence to address the OPL uses themselves. Members continued to discuss the wording being used in this policy, with Gardinier suggesting wording as it applies to how she believes this policy will be applied. Goers suggested that Gardinier write up a draft of the changes she would like to see, and he suggested they approve the policy as amended by Gardinier, per the discussion. Members agreed to these small changes. Gardinier suggested they table this issue until later in the meeting, when she can then present her desired changes to the policy. b. Airport Master Plan — Melissa Underwood addressed the Members on the status of the Master Plan process. She shared some handouts with Members, stating that a major issue is the obstruction removal in the 20 -to -1 visual surface area. Underwood stated that they are currently looking at how many trees would have to be removed and that in her handouts it shows Members the various scenarios of removal. One would be that there are 74 trees that would need to be removed, affecting 48 homeowners. Members discussed this issue, noting that some homeowners may be glad to have someone else remove a tree for them. Another scenario would involve 52 trees, affecting 37 homeowners. Underwood further explained how this impacts the displaced threshold of the runway, and the need to weigh this with how many homeowners they would need to contact regarding this. Tharp stated that they need to also consider who uses this specific runway, noting that in terms of this they do have the ability to add to this displaced threshold. He noted that the Commission needs to decide at what level they would like to begin so that they can move forward with this. Gardinier stated that she would like to see the runway stay at 3,500 feet long. Underwood stated that a basic figure would be around $4,000 per tree, taking into account the acquisition, the removal, and planting of a replacement. She further explained how the FAA will handle this project and what they typically cover for these removals. Gardinier stated that she could go with the 3,700 or 3,800 foot runway length plans. Members continued to discuss tree removal and just what number they feel comfortable with, referring to the map that Underwood provided. Goers then spoke to — depending on the specific zones — how some of these removals could be mandatory. Members began to compare the various numbers, with Underwood and Goers further clarifying the zones in question. Tharp suggested that he and Goers, as well as several Council Members, talk to City officials regarding this issue, to further clarify how they may want to address this obstruction mitigation issue. The discussion continued, with Members asking questions of Goers in regards to zoning and City involvement. They also discussed the various runway lengths and to what extent they would be willing to cut back on these lengths. Underwood stated that she would put together a zoning and approach surface map for the Commission's review as they further discuss this issue. Tharp stated that what he is hearing from Members is 200 feet or less for the displaced threshold. Ogren stated that she would say 200 feet, that she would not want to go less than 200 feet. Gardinier stated that she would be okay with 3,700 or 3,800 feet on the runway Airport Commission October 15, 2015 Page 3 length. Tharp stated that he will have further information regarding this at next month's meeting. (Assouline left the meeting.) C. FAA/IDOT Projects: AECOM (David Hughes) L FYI Obstruction Mitigation — Hughes noted that they have basically already covered this in the previous discussion. Tharp and Hughes then spoke to runway 30, referring to a handout in the meeting packet. They noted that everything is being cleared here, with the neighboring trailer park being in the major area of obstruction removal. A general discussion ensued, with Tharp, Hughes, and Underwood responding to Member questions. Gardinier stated that if they need to have a special meeting prior to next month's regular meeting, she would have no opposition to this. She believes they need to move this issue forward as soon as possible. Item a.i continued: The Commission returned to this issue, with Goers asking Gardinier for some clarification on her recommended wording. She read her suggested changes to the policy wording, with Members agreeing to this. ii. Consider a resolution adopting the UAS policy — Ogren moved to consider Resolution #A15-16, to adopt the UAS policy as discussed. Odgaard seconded the motion. The motion carried 3-0; Assouline absent. ii. Fuel Tank Rehabilitation — Hughes stated that there is still a valve they are having problems with, but otherwise they are nearing completion. Matt Wolford also spoke to problems with the self-service pump and what Jet Air has been dealing with. iii. FY16 Apron Expansion — Hughes stated that this is the State project for 2016. Tharp added that this will be Phase 1 of the terminal apron rehab. He explained what will be involved in this project. 1. Consider a resolution approving task order with AECOM for engineering and construction related services for the FY2016 Terminal Apron Expansion — Odgaard moved to consider Resolution #A15-17 to approve the task order with AECOM for engineering and construction related services for the FY2016 Terminal Apron Expansion. Ogren seconded the motion. The motion carried 3-0; Assouline absent. d. Airport Operations — i. Strategic Plan -Implementation — ii. Budget — 1 . 2015-16 Winter Operations — Tharp stated that the budget process has begun. He noted that he would like to start a better snow removal platform, which is to buy a material spreader that they can use on the red truck. This would be around $11,000 — $6,000 for the spreader and then two ton of material. He further explained what this Airport Commission October 15, 2015 Page 4 material is and why it needs to be used on runways and taxiways. Then as part of the '17 budget, according to Tharp, they would add more material as they learn to work with this process. Ogren pointed out that this will be quite an expense and Tharp agreed, noting that previously they did not have room in the budget for this type of material, but that the need is definitely there. Members continued to ask questions of Tharp, such as storage of this material and whether it would keep throughout the summer, and if any additional training would be necessary. 2. FY2017 Budget — Tharp then spoke to the 2017 budget. He stated that the subcommittee met a few weeks ago to discuss this. The biggest change is where the $40,000 is going — $20,000 to upgrade the fuel tank by the University hangar, $5,000 for chair replacement and additions in the conference room, and the remainder to various maintenance issues. Tharp stated that if the Commission is agreeable, he will turn in the information to Finance. iii. Management — e. FBO/Flight Training Reports L Jet Air — Wolford shared the monthly maintenance reports with the Commission. He noted that September was a busy month with mowing, air conditioner filters, new gaskets for the low -lead tanks, light bulb replacements, trash pickup, wind sock replacement, repairs in the women's restroom, and filter replacements on the fuel pumps. Wolford also noted the charge for cement for a sidewalk and he further explained where this was located. Gardinier asked about the two different lines for filters, and Tharp addressed this. On the October report, Wolford further explained several of the charges listed. He noted that Jet Air has been keeping busy in all areas of its business. He added that they are still looking for mechanics and instructors, and Gardinier suggested checking with Quincy University in Illinois. f. Commission Members' Reports — Ogren stated that she helped with two 'young eagles' events recently. Gardinier stated that she just got back from Daytona where she attended an Air Race Classic meeting. Odgaard then shared how some of his student pilots are doing with their training. g. Staff Report — Tharp stated that he will be out of the office tomorrow. Ogren noted that the new window coverings look nice. Motion to go into Executive Session under Iowa Code Section 21.5(1)(c) to discuss strategy with Counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation. Airport Commission October 15, 2015 Page 5 Gardinier Motioned to enter executive session, seconded by Ogren. Motion carried 3-0 (Assouline absent). Entered 8:20pm Ogren motioned to exit executive session, seconded by Odgaard. Motion carried 3-0 (Assouline absent). Exited 8:29pm SET NEXT REGULAR MEETING FOR: The next regular meeting of the Airport Commission will be held on Thursday, November 19, 2015. at 6:00 P.M. in the Airport Terminal Building. Tharp stated that the Commission's fifth Member should be present at the next meeting. ADJOURN: Gardinier moved to adjourn the meeting at 8:30 P.M. Ogren seconded the motion. The motion carried 3-0, Assouline absent. CHAIRPERSON DATE Airport Commission October 15, 2015 Page 6 Airport Commission ATTENDANCE RECORD 2015 Key. X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM o 0 N o W O o o 611 O G! -4 OD t0 O i NAME EXP. o co O -4 W o N j 1 Cn 0l N o 611 611 Cn 611 Cn 611 Cn Cn Ln Cn Cn 611 Minnetta 03/01/19 X X X X X X O/ X X X X Gardinier E Jose 03/01/16 O/ X X O/ X X X X X X X Assouline E E Chris 03/01/18 X X X X X X X X X X X Ogren A.Jacob 03/01/18 X X X X X X X O/ X X X Odgaard E David 03/01/17 X O X X O X O O N N N Davis M M M 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 4b(2) October 29, 2015 Page 1 MINUTES FINAL IOWA CITY AIRPORT COMMISSION OCTOBER 29, 2015 — 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Minnetta Gardinier, A. Jacob Odgaard, Chris Ogren, Julie Bockenstedt Members Absent: Staff Present: Michael Tharp, Eric Goers Others Present: RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None. DETERMINE QUORUM: Chairperson Gardinier called the meeting to order at 6:03 P.M. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: Members briefly introduced themselves for the newest member appointed to the Commission. a. FY15 Obstruction Mitigation - Gardinier stated they just had one item on the agenda and asked Tharp if he wanted to lead the discussion. Tharp stated that following the meeting last month the meeting with the City Manager had taken place. Tharp discussed the comments received from the City Manager during the meeting. Tharp stated that at some point in the future a joint meeting with the City Council would also be appropriate. Members asked questions of Tharp regarding the plans to which he responded. Gardinier asked how much information Bockenstedt had received regarding the project. Tharp stated they did not talk in depth about the project during the orientation meeting. Tharp stated that the Airport is under obligation by accepting federal funds for projects to maintain clear approaches and they have been discussing this project over the last couple of months with the Airport Commission. Tharp described the process that's being used for the project and what the Commission should expect going forward. Odgaard asked about how to acquire easements, to which Goers responded. Members continued to discuss the outreach communication of the project. Bockenstedt asked about the study that Airport Commission October 29, 2015 Page 2 was going on. Tharp stated that as part of the study they are looking at various different mitigation options regarding the obstructions that are listed. Ogren asked if the decision they made today would force the Commission to continue down that path. Tharp stated by going through the EA study for everything, they would have the option to scale back if necessary. Members agreed by consensus to continue the EA on all of the items listed in the obstruction data. ADJOURN: Ogren moved to adjourned, seconded by Assouline. Approved 5-0 Meeting adjourned at 7:00pm CHAIRPERSON DATE Airport Commission October 29, 2015 Page 3 Airport Commission ATTENDANCE RECORD 2015 Key. X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM o O o o O o 0 0 0 0 NAME EXP. Q1 °' o o �O 6n 611 611 611 6i1 611 611 611 611 611 611 :71 Minnetta 03/01/19 X X X X X X O/ X X X X X Gardinier E Jose 03/01/16 O/ X X O/ X X X X X X X X Assouline E E Chris Ogren 03/01/18 X X X X X X X X X X X X A.Jacob 03/01/18 X X X X X X X O/ X X X X Odgaard E Julie 03/01/17 N N N N N N N N N N N X Bockenstedt M M M M M M M M M M M David Davis 03/01/17 X O X X O X O O N N N N M M M M Key. X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time 4b(3) MINUTES APPROVED PARKS AND RECREATION COMMISSION OCTOB ER 14, 2015 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: David Bourgeois, Clay Claussen, Maggie Elliott, Cara Hamann, Lucie Laurian, Paul Roesler, Joe Younker Members Absent: Suzanne Bentler, Larry Brown Staff Present: Geoff Fruin, Chad Dyson, Zac Hall Others Present: Diane Allen, Patrick Alvord, Russ Buffington, Laura Hawks, Del Holland, Brenda Nelson, Amanda Opitz, Cindy Parks, Ben Sandell CALL TO ORDER Chairman Claussen called the meeting to order at 5 p.m. STAFF INTRODUCTION: Fruin announced that in an effort to give the Commission a chance to learn more about the department and its staff, he will invite a staff member to attend each meeting. Fruin introduced Russell Buffington, the Cemetery Supervisor for the Parks and Recreation Department, to the commission. Buffington said a few words about himself and then talked about cemetery operations. In addition to him, there are two more full-time, year-round, and three seasonal employees that staff the Cemetery. Their operation includes lot sales, location of lots, assisting with genealogy, opening and closing all graves and maintenance of the graves and monuments. Cemetery staff also assists Parks staff with approximately 2.5 miles of sidewalk snow removal. Buffington estimates that there are approximately 22,000-25,000 monuments at Oakland Cemetery, although getting an exact count is difficult as some of the very old markers have washed away over the years. He noted that lot numbers are decreasing as cremations increase. Claussen praised Buffington and his staff for a very well maintained cemetery. OTHER FORMAL ACTION: Moved by Bourgeois. seconded by Hamann, to approve the September 9. 2015 minutes as written. Passed 7-0 (Bentler & Brown absent). PUBLIC DISCUSSION: Diane Allen and Cindy Parsons with Project GREEN, along with Laura Hawks with Hawks Design, attended tonights meeting in hopes of encouraging the Commission to consider adding another item to the department's CIP list. They are advocating for an additional parking lot on the north side of the Ashton House. The group created a fact sheet which was shared with the commission. This parking lot would add an additional 23 parking stalls to the facility. The Commission agreed to invite Project GREEN to the November Commission meeting to discuss the Ashton House and other matters related to their operations. PARKS AND RECREATION COMMISSION October 14, 2015 Page 2of8 LOWER CITY PARK MASTER PLAN PRESENTATION— CONFLUENCE Patrick Alvord, Brenda Nelson & Ben Sandell with Confluence were at tonight's meeting to present their concept plan for a redesign of Lower City Park. The Parks and Recreation Department asked Confluence staff to create a master plan showing proposed improvements to the park that would lessen the likelihood of having to shut down amenities within the park due to nuisance flooding. Alvord, the principal landscape architect with Confluence, noted that City Park is unique in that it is located near a river. The park has experienced periodic flooding, often enough to have made it necessary to close off some of the amenities including ball fields, the festival stage and amusement rides to name a few. He further stated that while the park would still experience flooding during a major event similar to 2008, the goal is that this redesign will prevent closing of facilities during future nuisance flooding. During the preparation of the concept plan, Confluence staff met with stakeholders including Riverside Theatre staff and Boys Baseball representatives. Some of the major changes mentioned include repositioning of the park entrance, reducing the number of ball fields from eight to six, and creating a festival lawn around the stage. Alvord had discussions with the previous Parks and Recreation Director, Mike Moran, about what he felt were the priorities within the park. It was determined, during this discussion, that perhaps the ponds are not something that needs to remain in the park. Alvord noted that these ponds are connected to the river and that naturally when the river floods, these ponds also come up and contribute to flooding within the park. The plan also advocates for a large rental space that would become a great event venue which would in turn create revenue for the City. They suggest moving the amusement rides to a higher ground and reorganize and redevelop the tennis courts, while consolidating ball fields. He also mentioned the possibility of a secondary access road into the park that would help with traffic congestion and provide another option for entry into the park during events at the festival stage. He said the last component might include a connection to Upper City Park. He stated that perhaps developing the hillside as an adventure area could provide access to upper City Park. Questions and comments from the commission members followed. Elliott asked if the new Park Road Bridge would help prevent flooding of the park. Alvord said that it will help to some degree, but it is difficult to determine to what extent. Fruin noted that the modeling for the Gateway Project and the Park Road Bridge, will, in fact, reduce flood waters entering the park. Laurian asked if they have considered moving the festival stage out of the park. Fruin stated that he had met with the Riverside Theatre Board. They are very interested in returning to the park further stating that they love the space and the park and that there is no other alternative that comes close to this setting. They are excited about this planning process and see it as an opportunity to allow them to return. Fruin noted that one point of clarification he wanted to make addressed the idea of a secondary access road into the park from Normandy Drive. He said that there has been a lot of discussion about this option over the years. City Council has said that there will not be a readily accessible road from Normandy Dr. into the park and that if there is an access it will be emergency access only. When asked about the timeline for this project, Fruin said that while it is not included in this current budget, it will become priority in future years. He further noted that there is $180,000 in the budget to build a secondary access road, however, they may be able to use these funds on some of the smaller items listed in this concept. Laurian asked if they had considered removing the ball fields from the park stating that this may be prime land that may be better suited for some other type of use. Fruin agreed that while this may be partly true, when hosting tournaments, which are all day events, this location provides a great experience for the PARKS AND RECREATION COMMISSION October 14, 2015 Page 3 of 8 friends and families of the players. Dyson further noted that this is the only complex the City has that is centrally located in the community and to lose that would have a very negative impact tournament groups coming to Iowa City. Laurian also noted her concern about the concept of placing a bowl -like landscape around the stage. Her concern is that if the water does go over, it will stay within this area with nowhere to go. Alvord stated that the road elevation within the park will help prevent that. Commission was then asked to note their priorities within the plan by placing dots on those particular areas on the displays that were available at the meeting. Confluence and staff will present this concept to the public at a meeting on October 21. They will gather the information from the Commission, as well as the public and adjust the concepts as necessary. They will again present these concepts to Commission and to the public at future meetings. Paul Roesler exited the meeting at 6 p.m. CIP PRIORITIZATION: Fruin directed commission's attention to the 2015-2019 Adopted Capital Improvement Plan document that was included in their packets. This included the list of CIP projects that were approved by Council last March. He explained that departments are in the process of submitting their CIP requests to the City Manager and the City's Finance Director. He stated that they will compile the requests, evaluate the funding sources and prioritize them over a five year period. He said that it is very common each year as they go through some of the projects they find some that are no longer of great importance and others that become more important. Fruin asked commission for their input. Specifically, if there are any projects that they would like to see moved from unfunded to funded and vice versa, as well as any new projects they would like to see included. Laurian asked for an explanation of what the BAS controls project entails. Fruin explained that BAS stands for building automation systems. This system makes it so that boilers and HVAC units are all centrally controlled and temperatures can be managed remotely. Elliott asked Fruin how he feels about Project GREEN'S request for a second parking lot at Ashton House being on the unfunded list. Fruin noted that when considering projects to be funded, they need to consider what is asked for within the City's strategic plan. He further noted that the City has invested a lot of money into the Ashton House and the Normandy Drive restoration projects over the last few years. He said that while a second parking lot would be very beneficial, if there is available funding for a park project, Council would likely not want to use it for a parking lot. This is not to say that they wouldn't agree that a parking lot is important, they just would likely want to put those funds towards something that they see is a higher priority. Elliott asked for an update on the status of the City Park cabin restoration. Dyson noted that the department has applied for several REAP grants in the past but they have not been awarded. The department is looking at ways to phase this project over several years. Dyson explained that the cabins need new roofs; need logs replaced, and need to be updated so that they are ADA accessible. The top priority in the phasing process would be getting the roofs replaced. Claussen pointed out that the Riverfront Crossings Park Improvements is on the unfunded list. He suggested that perhaps this project could move up to the funded category as it will be very beneficial to PARKS AND RECREATION COMMISSION October 14, 2015 Page 4 of 8 the downtown area and the entire city. Fruin noted that the Riverfront Crossings Riverbank/Park Development is included in the funded list. He explained that there are three half -million dollar investments in 2016, 2017 & 2018. He further noted that the riverbank restoration is necessary to protect the integrity of the park. Elliott said that she is in agreement with Claussen. Laurian asked if they were to choose to place an unfunded item on the funded list, would something need to be removed from the current funded list. Fruin said that in this case that would likely be necessary. Younker asked about the status of the Frauenholtz-Miller Park restroom project. Fruin said that there was a disagreement between the neighborhood and the church on whether or not to include a restroom within the park. He said that this is one of the projects that is being considered to be pushed back. The City has annexed subdivisions out there which will be included in the Frauenholtz-Miller neighborhood and if we wait a bit, those dedicated open space fees can be used to fund this project. Laurian asked Hall what the Willow Creek Phase 2 and 3 Improvements include. He stated that the trail improvements took place during Phase 1 and that restrooms and playground replacement will be included in phases 2 and 3. Laurian said she would like to see the Creekside Park Redevelopment and the Riverfront Crossings moved up to the funded list. Fruin said that at a staff level it has been determined that they would like to see the Willow Creek project carried through the end of the master plan. Hamann asked what the plans are for the Intra -city Bike Trails. Fruin said that the funding for this project will include maintenance of the existing trails, not necessarily creation of new pathways. Hamann asked if a section of a sidewalk at Creekside that would be used by cyclists could be included within the Intra -City Bike Trails project. Fruin pointed out that there will be some emphasis on neighborhood improvements and that Creekside will be included in this. Laurian asked if staff has considered decreasing the dollar amount that is budgeted for the Elementary School Recreation Facility Partnership. Fruin said that this is a fixed expense. He further noted that the school district could not build a larger facility without the City investment, and that the City will get 20- 30 years of use out of their investment. Claussen asked for more information on the South Sycamore Landscaping projects listed. Fruin explained that these funds would be used for street trees, which were not included in the initial project funding. Fruin invited commission members to contact him should they have any additional comments or questions. RECREATION DIVISION REPORT: Eastside Sports Complex: Dyson said that staff is busy putting together conceptual plans for Hitchcock. There is a kick-off meeting scheduled for October 27. He would like two representatives from the commission to be a part of this group. Claussen and Brown have agreed to do so. City Park Pool End of Season Report: At the September commission meeting, Brown asked Dyson if he had any end of the season figures for attendance and revenue for City Park Pool. Dyson reported that revenues are up from last year as well as an increase in the number of attendees. The department also saw an increase in swim pass sales this year. Iowa City Girls Softball Update: Dyson said that he placed this on the agenda due to the recent discussions with commission regarding affiliate groups. He reported that Girls Softball is experiencing a pretty rapid turnover on their board, further noting that most of them have resigned. Dyson is working PARKS AND RECREATION COMMISSION October 14, 2015 Page 5 of 8 with them to assist in getting some interested parties back on the board. He offered to help them in any capacity that the department could from an administrative standpoint. If they are unable to get the board reestablished, the department will have to look at assisting further. However, he stated that the department does not have the budget to run the program at this time. Recreation Programing: Dyson announced that the annual Halloween Parade & Carnival are scheduled for Friday, October 23. Participants meet downtown at the Pedestrian Mall and parade back to the Recreation Center where there are many activities for the kids. Iowa Parks & Recreation Association (IPRA): Dyson invited commission members to join in the IPRA progressive recreation facility tour on Wednesday, October 21. They will be touring several of the local recreational facilities. Staff Training: Amanda Opitz, Joyce Carroll, Matt Eidahl, all Parks and Recreation Employees, along with Dyson, attended an event titled "Up, Down and All Around." This was a training to teach staff de- escalation tools when dealing with youth. PARKS DIVISION REPORT Memorial Bench Prop am: Parks staff, in collaboration with the Water Department has installed six benches at Waterworks Park. A group of donors who frequent Waterworks Park funded these benches. Hall received an email from a woman who walks this trail on a regular basis. Her husband is a double amputee and has not been able to join her in the walks as he cannot make the entire trip around the park. He is now able to join her as there are a number of resting spots within the park. They were both very appreciative and thankful. Thornberry Pond Restoration: The windmill has been installed in the pond. At this point staff is looking for avenues for filling the pond. Hall just received word today that the Water Division will be able to fill this pond yet this year. Community Garden Program: Parks staff has cleared out the garden plots at Wetherby and Chadek Green Parks for the season. Hall noted that the Chadek Green garden plots were hugely successful in their first year. Willow Creek/Kiwanis Park Project Update: Staff held a preconstruction meeting with HBK for this project. The concrete work was awarded to All American Concrete. They will be tearing up some sections of trail this week. He hopes to have this project complete by spring. Seasonal Projects Update: Staff will begin mulching leaves within the parks as well as doing some trail work. They are also preparing winter equipment. Staff has been shutting down and repainting park restrooms. DIRECTORS REPORT: Parks & Recreation Director Update: Fruin reported that the City received approximately 50 applications for the position. Initially he and the City Manager chose nine of those applicants and asked them to submit writing samples. Of those they chose six candidates to interview. There is a mix of internal and external applicants. They will conduct the interviews during the week of October 26. Fruin, Claussen and four other people from city department that work closely with Parks and Recreation will participate in the interview process. It will be determined after those interviews whether to move forward with a PARKS AND RECREATION COMMISSION October 14, 2015 Page 6 of 8 second round which may include a public engagement component. He hopes to have the position filled by mid-November. Oakgrove Park Update: Fruin announced that Verizon has withdrawn their application to place a cell phone tower within Oakgrove Park. Riverfront Crossing & Hickory Hill Master Plan Updates: Fruin asked commission members if any of them would be interested in joining one or both of these planning groups. Hickory Hill Master Plan will include looking at a trail network and bridge placement. The Friends of Hickory Hill Park are very involved in this process. Staff has a conceptual plan for the Riverfront Crossings Park. This group will focus on construction of wetlands and bank stabilization along Ralston Creek. If any members are interested, they are asked to contact Fruin. Mercer Park Update: The Mercer Park Playground plans are available for review by commission. It is the hope that these improvements will make this park a more regional destination rather than a neighborhood park. Ashton REAP Grant: The City has been awarded a $150,000 REAP Grant. This grant will be used to fund a paved terrace, a pergola, and additional landscaping. He will report more details at the November commission meeting. Dubuque St. Pedestrian Bridge Ribbon CuttingEms: Fruin shared a flyer inviting anyone interested to join them for a ribbon -cutting event to celebrate the new section of the Iowa River Trail. This event is scheduled for Saturday, October 17 at 11 a.m. Those interested will meet at the northwest corner of the Parkview Church parking lot at 10:45 a.m. Solar Power Evaluation: Fruin reminded commission that at their last meeting there was discussion of evaluating the possible use of solar energy to power for the Recreation Center facility. He has the Moxie report available for anyone who would like to review it. The recommendation for the Recreation Center included a 10 year power purchase agreement. The vendor would install the solar panels at their cost and they would then charge a premium for the electricity that they generate. After ten years, the City would own the panels and receive all of the revenue. The vendor believes that over a 25 year period, the City would save close to $500,000 in electricity. Fruin said that staff has some concerns about this proposal. He noted that these numbers are based on an assumption that electricity prices will increase annually. While staff realizes there is a savings after the initial ten year period, the City would be in the red during the initial ten years. In this case, it may take up to year 16 to see any profit. The City would be taking a leap of faith that those assumptions included in their model are correct. He said that staff is still very interested at a City level. The University is also looking at this option which may open up the possibility of a partnership. Commission Vacancies: Fruin reminded commission members whose terms expire that they have until November 4 to submit their applications. He noted that one of those chosen must be a female unless no females apply. He also noted that City Council has had some recent discussions about taking steps to further diversify City boards and commissions. They are making a concerted effort in making sure that the entire community is reflected within these groups. One change that has been implemented is that there is no longer an automatic renewal for incumbents. PARKS AND RECREATION COMMISSION October 14, 2015 Page 7 of 8 CHAIRS REPORT: Claussen announced that there is a desire to gear up the Parks and Recreation Foundation. He stated the Foundation needs to take a more active role in fundraising. He will be working to re-establish the Foundation in the upcoming months. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Elliott said that she appreciates the staff introduction being added as a regular item on the commission agenda. Bourgeois thanked Hall for his work on getting the pond at Thornberry filled. ADJOURNMENT: Moved by Bourgeois, seconded by Younker, to adiourn the meeting at 7:00 p.m. Motion passed 6-0 (Bentler, Brown & Roesler absent) . PARKS AND RECREATION COMMISSION October 14, 2015 Page 8 of 8 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME 'n knkn TERM o ~a EXPIRE 00 °� '" ^" `' N v' 00 o ^' S Suzanne 1/1/17 X X X X X X X X O/E X X X O/E Bentler David 1/1/15 X X X X X O/E O/E X X X X X X Bourgeois Larry Brown 1/1/18 X X X X O/E X X X X X X X O/E Clay 1/1/18 X X X X X X X X X X X X X Claussen Maggie 1/1/17 X X O/E X X X O/E X X X X X X Elliott Cara 1/1/16 X X X O/E X X X X X O/E X X X Hamann Katie Jones 1/1/18 X X X O/E X X X X X Lucie 1/1/15 O/E X X X X X X X X O/E O/E X X Laurian Paul Roesler 1/1/18 * * * * * * * * * * X X X Joe Younker 1/1/16 X X X X X X X O/E X O/E O/E X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member at this time 12-15-1512-15-15' r ���= p4F IOWA CITY , CITY O4� b(4) MEMORANDUM Date: December 4, 2015 To: Mayor and City Council From: John Yapp, Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission At the December 3, 2015 meeting the Planning & Zoning Commission approved the November 19 minutes with the following recommendations to the City Council: 1. By a vote if 6-0, the Commission recommends approval of REZ15-00021, a proposal to rezone approximately 7.98 acres of property located east of Mormon Trek Blvd. between Grace Drive and Eagle View Drive from Community Office (CO -1) zone to Intensive Commercial (CI -1) zone, subject to the condition as stated in the staff report. 2. By a vote of 6-0, the Commission recommends approval of VAC15-00006, a vacation of approximately 390 square feet of alley right of way running north and south between 124 West Benton and 731 South Riverside. 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 - Done MINUTES APPROVED PLANNING AND ZONING COMMISSION NOVEMBER 19, 2015 — 7:00 PM — FORMAL MEETING ROOM A, IOWA CITY PUBLIC LIBRARY MEMBERS PRESENT: Ann Freerks, Jodie Theobald, Mike Hensch, Charlie Eastham, Carolyn Dyer, Phoebe Martin MEMERS ABSENT: Max Parsons STAFF PRESENT: Bob Miklo, Sara Greenwood Hektoen, Martina Wolf OTHERS PRESNT: Jane Driscoll, Ben Logsdon RECOMMENDATIONS TO CITY COUNCIL: By a vote if 6-0, the Commission recommends approval of REZ15-00021, a proposal to rezone approximately 7.98 acres of property located east of Mormon Trek Blvd. between Grace Drive and Eagle View Drive from Community Office (CO -1) zone to Intensive Commercial (CI -1) zone, subject to the condition as stated in the staff report. By a vote of 6-0, the Commission recommends approval of VAC15-00006, a vacation of approximately 390 square feet of alley right of way running north and south between 124 West Benton and 731 South Riverside. The meeting was called to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There were none. REZONING ITEM (REZ15-00021): Discussion of an application submitted by Build to Suit for rezoning from Community Office (CO - 1) zone to Intensive Commercial (CI -1) zone for approximately 7.98 acres of property located east of Mormon Trek Blvd. between Grace Drive and Eagle View Drive. Miklo said staff attended a neighborhood meeting with the developer and neighbors to address concerns expressed at the November 5, Planning and Zoning Commission meeting. Concerns regarding site design lighting and outdoor storage were discussed. A new concept plan has been submitted with the truck docks reoriented so the lights at the loading docks would be facing away from the residential zone to the east. The Conditional Zoning Agreement created for this application addresses potential outdoor storage, lighting, and buffering to the residential area east of Dane Road. Staff is recommending approval of this rezoning subject to a Conditional Zoning Agreement that prohibits outdoor storage and exterior lights more than 25 feet above grade. Planning and Zoning Commission November 19, 2015 - 7:00 pm - Formal Page 2 of 6 Freerks would like to know how parking needs for the development were calculated. Miklo explained that each use contained within the building has a different parking requirement, so the square footage of each use is calculated and leads to the total parking need. He noted that the applicant is proposing more parking than required by the zoning code. Eastham wants to know if staff/developer considered turning the building 180°; he thinks it would be more compatible with adjoining uses and keep the trucks away from the residential uses. Miklo said that staff did not consider that. The applicant may want to speak to that question. Miklo added that there is likely to be less activity on the side near the residential end if the building remains as proposed. Freerks opened public discussion. Ben Logsdon (Build to Suit) shared that they met with the Driscoll family and PIP Printing owners last week. The site plan has been modified to allow trucks to enter off Eagle View Drive, versus the previous plan that only had truck access of Grace Drive. They are attempting to meet all needs while minimizing paved surfaces on the property. He said they plan to plant hardwood trees along the east end of the property to allow for a transition to the future park off Dane Road and soften the edges of the building and property. They plan to add natural grasses to help with storm water drainage off northeast corner and ease the transition between the property and adjoining uses. Logsdon addressed Eastham's concerns about switching the uses on each end of the building by explaining that the grade of the property favors putting a loading dock on the lower east end of the site and actually allows for better screening of the truck docks. He added that he will be working to be transparent with all stakeholders throughout the development and construction process. Theobald was concerned that the concept plan shows the use of privet hedge, which is an invasive species and suggests that something else be used for landscaping. Logsdon said that the landscape plan was conceptual. It was done by the architect to show the desire for a buffer. Before the plan is finalized he will work with a landscape architect to choose appropriate plants. Hensch had concerns about stormwater management with the topography of the site. He said there is a lot of concrete surface area on the property and wants to know how they will decrease runoff. Logsdon said that this property has a storm sewer; they will be rerouting the sewer but utilizing the existing sewer hook-up that drains to the regional basin. He said that long-term maintenance of pervious pavement is difficult but they are being considered. They do not feel comfortable picking a product that can perform long-term yet but are definitely considering it. Hensch wanted to know about retaining more water on the parcel through landscaping instead of just running it all off. Logsdon said it's a possibility in the northeast corner but wants to consult with the stormwater engineer. Miklo added that the stormwater basin for this development was designed for the entire subdivision and can handle the capacity of runoff expected for this property. Hensch said that one -site water management should be addressed on the front-end and thinks it is an increasingly important aspect to consider with all applications. Dyer said that reducing the amount of parking and paved areas would result in less runoff. Eastham wanted to know how many parking spaces this will accommodate. Logsdon said it is a two-story footprint, about 100,000 square feet, and will require a fair amount of parking due to its internal uses. They are considering adding underground parking. Planning and Zoning Commission November 19, 2015 — 7:00 pm — Formal Page 3 of 6 Hektoen asked that if any commissioners had an ex parte communication, they should disclose it. Eastham commented about putting in islands on the south side might help with the appearance of the site, considering the future park abutting it. Logsdon says the ordinance may require more islands and that the plan is very preliminary. Pedestrian connections will be added as well. Freerks inquired about outdoor areas for eating. She said given the amount of office space that would be a good amenity for employees, especially since there are not many restaurants in that part of town. Logsdon said that is a good idea that he would explore. Hensch noted that there is only one sidewalk. Logsdon said that sidewalks are required for the building permit and there will be sidewalks on Grace Drive and Eagle View Drive. Freerks wants to know if there will be a connection across Dane Road to/from the park. Miklo said that when the plan for the subdivision was laid out there was a thought that Dane Road may be abandoned in the future. It may not be necessary depending at what develops to the east. Eastham wanted to know the elevation difference between the east and west. Logsdon said it is about 15-20 feet difference across the property. Jane Driscoll shared that she spoke last meeting and was speaking on behalf of her grandfather, George Dane, who owns the abutting residential property to the east. Her parents are also in attendance in live on that property. She said that the hilltop on the property is approximately 100 feet above the airport and presents a unique vantage point; it is one of the last undeveloped hilltops in the city. Her grandfather wants to preserve the 16 acres and it has been designated to go to the Iowa Heritage Trust and will be managed by them. Mr. Dane wants the property to be available for public use and family-oriented activities. Driscoll knows that the property requesting a rezoning will be developed and just wants to make sure it can be compatible with a park use. Driscoll commended Mr. Logsdon for being transparent and accommodating. She thought the neighborhood meeting last week was constructive in addressing her family's concerns; there was good dialogue about lighting and ways to provide lighting to the property that don't impede the stargazing ability from the park. Driscoll noted that the materials being considered by the developer are generally flat, which bounces sound and creates a less -than -desirable environment for a park and hopes the developer takes that into consideration. She appreciated the developer's adjustment to put the truck docks in at an angle. She would like to see vegetation on the property that has foliage year-round. She also thought that impervious pavement may impact runoff or having some detention measure to keep water on site to drain at a reasonable pace. Driscoll said that she hopes communication continues as site plans change and continued mindfulness of the future park, but in general, her family is in favor of this type of use. She encouraged commissioners to visit the future park property, which is residential and agricultural use now. Hensch inquired if the proposed 25 foot lighting limit would impact the view from the hilltop. Driscoll said 25 feet is reasonable. She suggested that lights on the property point at the building to illuminate it, versus having the lights shine away from the building. Freerks asked Miklo if the property is rezoned with conditions if they will stay with the property. Planning and Zoning Commission November 19, 2015 — 7:00 pm — Formal Page 4 of 6 Hektoen said the Conditional Zoning Agreement will not expire unless the property is rezoned again. Theobald asked that a Quick Care Clinic is included in the building's plan. Logsdon said there will be a family practice clinic, pharmacy, dialysis treatment, etc. and the building will have regular office operation hours. Public discussion closed. Hensch moved to approve REZ15-00021, a proposal to rezone approximately 7.98 acres of property located east of Mormon Trek Blvd. between Grace Drive and Eagle View Drive from Community Office (CO -1) zone to Intensive Commercial (CI -1) zone, subject to the condition as stated in the staff report. Theobald seconded the motion. Freerks thanked all stakeholders for open communication and community engagement. She thinks this will be a nice addition to the area and that multi -use within one site is better than multiple buildings and accompanying parking. She will be in favor. Eastham appreciates the cooperation and support of both parties. He thinks it is clear that landscaping will be crucial to this parcels' development and that this rezoning may actually help the park use if transitions are done properly. He added that he wants the commission to look at adding the park to the Comprehensive Plan. Freerks agrees. Hensch asked Miklo about how the decision is made of when to involve stormwater engineers. Miklo said that all preliminary plat submissions involve stormwater management review where engineers review the plat and site plan to ensure that stormwater is adequately handled. Theobald expressed that she would like to see a diversity of hardwood trees for landscaping. A vote was taken and the motion carried 6-0. VACATION ITEM (VAC15-00006): Discussion of an application submitted by Kum & Go L.C. for a vacation of a remnant portion of alley right of way running north and south between 124 W. Benton Street and 731 S. Riverside Drive. Martina Wolf, planning intern, said that the alley right of way between 124 West Benton and 731 South Riverside has been entirely vacated except for this last remaining portion, which had been omitted from previous vacations. The alley is not open to public or vehicular circulation, so this vacation will not affect traffic. Service, emergency, and utility vehicles will not be impacted. Mediacom, MidAmerican, and Centurylink were all sent letters and to date, no utilities are present on this property. She shared that vacation of this right-of-way will allow for Kum & Go's recently rezoned property to be redeveloped in its entirety. The city recommends approval of this vacation. Freerks opened public discussion. Michael Lee (Kum & Go) shared that he was the surveyor of this project and it had been realized that for some reason, this portion of the alley was not in the deeds Kum & Go received. Planning and Zoning Commission November 19, 2015 — 7:00 pm — Formal Page 5 of 6 Hensch asked if this alley has ever been fully functioning in the past 50 years. Lee said the old Sinclair station used to be there and they had the northern portion of the alley added to their property. Public discussion closed. Theobald moved to approve VAC15-00006, a proposal to vacate alley right of way running north and south between 124 West Benton and 731 South Riverside. Eastham seconded the motion. Freerks said the necessary factors have been analyzed and it should not be an issue and that this vacation will help unify the property. Martin wanted to ensure that no utilities are present. A vote was taken and the motion carried 6-0. CONSIDERATION OF MEETING MINUTES: NOVEMBER 5, 2015 Eastham moved to approve the meeting minutes of November 5, 2015. Theobald seconded the motion. A vote was taken and the motion passed 6-0. PLANNING AND ZONING INFORMATION: Hensch requested future discussion to address runoff and on-site stormwater management; he thinks with redevelopment, these should be addressed on the front- end. Miklo shared that the current ordinance and how it operates and reasons for why we may not be ready to universally utilize pervious pavers. Theobald said that West Union uses pervious pavers. Eastham wanted to know if there are any federal requirements for managing stormwater runoff/water quality. Miklo said there are. He suggested that the commission invite the City Engineer to workshop to present the stormwater management ordinance and practices. He said staff would schedule this when there is a short agenda. Theobald was concerned about the prevalence of concrete at the new Dodge Truck dealership on Ruppert Road. She observed that there was very little landscaping or green space on the property, it was mostly paved. Miklo said that the current parking lot landscape standards do not apply to car dealerships because they are considered merchandise display areas and not parking lots. The Commission requested that staff consider amendments to the code to require landscaping and tree requirements for vehicle sales lots. ADJOURNMENT: Martin moved to adjourn. Theobald seconded. A vote was taken and motion carried 6-0. Z 0 U) U Q 920ou� vw� Z w N V OZv ca z NDCD N UJ t9 � Z zQ Z J a co Zxxxxxxixi X X X x X X ;Xxxixixxx XX 0 X � X i x l r NxxX ; x ;xxx o X X X X X X i X o r --- 00000000 - Z Z - z Z Z - --- p X x X X- X I X r ti X X X X 0, X ix! w _ Z 0) J 00a=�ao0 x Z x m X X X X X X I X w c�Zo = w F -N0 Qma 0 N X x X X X X i X x co LL. x2ILU) I -- X x x x x x i x x 0 x x X i X i ti Z! X LU X x x x i X 0 xxx x x Xco N X X X X X x i x tCl iAXXXXXX X ; cc X X X 1 X i O x X XXX X X X X as ,xxx x ;xxx CO) � p X X X i X x X N N X X X w p! X X x 0 X X x i X iIXIXH T- oo N XXX i x I X X X T- Z LU w J p ZW W�QO Z J x 0 z QCL Y O x m n o o O ui U 2 V O Q m Q wl--Ww�-Wooz >- ww<< xx cwwx�a�n�� co Zxxxxxxixi ;Xxxixixxx M NxxX ; x ;xxx � w O O w m r- m o w o Wd0000In00In0 WE --- 00000000 - Z Z - z Z Z - --- �-X000000000 w Z w J w w w Q J Q w _ Z J 00a=�ao0 x Z x a y 0 J w c�Zo = w F -N0 Qma Q} Q W w Q Q x x Zow LL. x2ILU) I -- } w Y Approved Minutes 4 July 16, 2015 � MINUTES SENIOR CENTER COMMISSION July 16, 2015 ROOM 208, IOWA CITYMOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Chuck Felling, Margaret Reese, Jack Hobbs, Cheryl Clamon, Mark Holbrook, Kathy Mitchell Members Absent: None Staff Present: Linda Kopping, Kristin Kromray, Mike Moran, Johanny Sotillo Others Present: None RECOMMENDATIONS TO COUNCIL: CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. APPROVAL OF MINUTES FROM June 11, 2015 MEETING: Motion: To accept the minutes from the June 11, 2015 meeting. Motion carried on a vote of 7/0. Reese/Felling. PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: Honohan will attend a city council meeting on the July 27th. Kopping will attend a board of supervisors meeting. IOWA CITY PARKS AND RECREATION DEPARTMENT RENTAL CONTRACT AND ALCHOL POLICY: Mike Moran reported on how the contract with Avacentre had originated and how well it was working for the Parks and Recreation department. The contract covers the lodge at Terry Trueblood, Ned Ashton house, Riverside Theatre and the East Approved Minutes July 16, 2015 Side Recycling Center. Moran detailed that there were 3 proposals for the RFP for this contract, two of which were hotels. They decided to go with the Avacentre, who would not limit what caterers could be used in the rental spaces. The Parks and Recreation department pays Avacentre $5500 a month to manage all locations. They handle all aspects of the rentals including booking, marketing, set up, tear down, cleaning (if desired by the renter) and staffing each rental. Renters can bring in their own food or work with any catering company they choose. There is a non-commercial kitchen that can be used as a "warm up kitchen". Renters can also have beer and wine (no kegs or liquor) with a higher deposit. If the event is not catered the renter can obtain the insurance needed for a onetime event if they are serving alcohol. Moran reported that the contract is 3 years in length. He stated that they have been very happy with the contract and working with the Avacentre has been very successful. Kopping asked how much extra is was to add on the Iowa City Recycling Center as it might give an indication as to how much it would be to add a space like the assembly room onto the contract. Moran said it cost $500 per month for them to add the recycling center. Kopping inquired if they ever had to keep a deposit. Moran said that yes, they have had to keep deposits due to not cleaning the space and damage and staying over the allotted time. If the cost goes over the deposit amount it is billed to the renter. Moran noted that the parks and recreation department still takes reservations for their other facilities (park shelters, gyms and meeting rooms). Buhman asked what takes precedent, a rental request or ongoing programming. Moran said that ongoing programming takes priority. The commission discussed various concerns over making the assembly room and kitchen a more rentable space. Kopping noted that Committee A will be discussing some of these aspects soon. Hobbs suggested that Kopping ask the Avacentre to come down and look at the space to see what needs to be done to make it a desirable space to be rented and how much it would cost for the Senior Center to be added on to the contract with the parks and recreation locations. Motion: Invite the Avacentre to evaluate the Assembly Room to see if they think it would be a rentable space and if any renovations would be needed. Motion carried on a vote of 7/0. Felling/Hobbs. 2 Approved Minutes July 16, 2015 OPERATIONAL OVERVIEW: COMMITTEE A: Kopping reported that Committee A met and reviewed the cost recovery pyramid and agreed on proposing a cost recovery of 35%. Kopping noted that she was unsure the city council would be amenable to this and asked them to compile a list why this was their recommendation. Kopping noted that the commission will receive all recommendations when Committee A is finished meeting. Kopping noted that Committee A had also discussed membership fees in detail and were going to recommend that there only be two levels of membership fees. They are recommending Iowa City residents memberships be raised to $40 (plus $25 additional family members) and for non -Iowa City residents $75 (plus $45 for additional family members) with no change to the low income scholarship. They were concerned with setting a membership fee too high and being priced out of the market. Honohan asked if there had been discussion about not having an additional price for a family member and just having each person pay the same amount. Claymon stated that they had but there was concern that many additional family members would not renew if the cost went up considerably. STRATEGIC PLAN PROGRESS: Kopping reported that the survey that Linda Wastyn put together has been emailed and will be mailed within a few days. OTHER ITEMS: Kopping also reported that the mayor was asked to go to the White House Conference on Aging this week. Kopping reported that the Senior Center was asked to be featured in the journal International Council on Active Aging. Buhman reported that the programming committee has been discussing how some of our programs do not conform within the program guide time frame. Currently our policy is that a member must have a membership for the duration of a class. If a membership expires outside of the program guide time frame then they are not surprised by needing to renew their membership very early. Buhman said after discussion with staff that it has been recommended changing the seasons of the program guide so that there are three program guides a year that are four months long. Approved Minutes July 16, 2015 Buhman noted there will be a speed dating program Saturday the 18th at Devotay. This is the first time the Senior Center has held a program like this and that it is a tie in program to the film "The Age of Love" that was shown at the Senior Center. COMMISSION DISCUSSION: Holbrook noted that the Visibility Action Team had sponsored a LGBT prom at the Senior Center during pride festival which had a great turn out. The next commission meeting will be held on August 20tH ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 7/0. Mitchell/Hobbs. 4 Approved Minutes July 16, 2015 Senior Center Commission Attendance Record Year2015 Name Term Expires 7/17 10/23 11/20 12/18 1/22/15 2/13/15 2/19 3/19/15 4/16 5/21 6/11 7/16 Cheryll Clamon 12/31/18 — -- — — X O/E X O/E NM X X X Chuck Felling 12/31/15 X X X NM X X X X NM X X X Rose Hanson 12/31/14 X X X NM -- -- -- -- — -- -- — Jack Hobbs 12/31/16 X X X NM O/E X X X NM X X X Mark Holbrook 12/31/18 X X X NM X X X O/E NM X X X Jay Honohan 12/31/16 X X X NM X X X X NM X X X Kathy Mitchell 12/31/15 X X X NM X X X X NM X O/E X Margaret Reese 12/31/15 X X X NM X O/E X X NM X X X Key: X = Present O = Absent O/E = Absent/Excused NM= No meeting -- = Not a member Approved Minutes October 15, 2015 MINUTES SENIOR CENTER COMMISSION OCTOBER 15, 2015 ASSEMBLY ROOM, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Cheryl Clamon, Chuck Felling, Jack Hobbs, Mark Holbrook, Jay Honohan, Kathy Mitchell, Margaret Reese Members Absent: None Staff Present: Stephanie Bowers, Linda Kopping, Kristin Kromray Others Present: Shirley Lindell, Ed Rolenc, John Schmidt, Gary Schwartz CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. RECOMMENDATIONS TO COUNCIL: John Schmidt expressed concern over a number of public transportation issues. He noted that some of these items had been brought up as challenges during the Ad Hoc Committee on Senior Services last year and he was curious if any of these had been acted upon. His concerns are: - Some Iowa City buses have three steps to enter the bus and some only have one step. He stated that the older three step buses are much more difficult for seniors to use. He wondered when the older buses would be replaced making all buses more senior friendly. - The bus pass system for seniors is difficult to use as it requires both a pass and correct change to get the discount. Adding to the difficulty is that there are two different rates during peak and nonpeak hours. - There is not a dedicated bus stop for the Senior Center. The bus stop that is across the street from the Senior Center is east bound only. If traveling any other direction a person needs to walk down to the hub, 2.5 blocks away. - Schmidt noted that the Senior Center offers free parking for volunteers and other parking discounts for members, but no bus passes or discounts. - The Senior Center has Sunday programming, but since the buses do not run on Sunday those who must take public transit are at a clear disadvantage. - Often the bus route that stops across from the Senior Center is rerouted when there is construction or downtown street closures. He noted that a typed sign is taped to the bus stop sign which is easy to miss and also 4b(6) Approved Minutes October 15, 2015 becomes destroyed easily. He suggested some sort of clear indicator that the stop is closed such as a blinking light or a hood similar to what is used to indicate that you cannot park in a parking spot would be an improvement. Motion: To accept John Schmidt's suggestions. Motion carried on a vote of 7/0. Mitchell/Felling APPROVAL OF MINUTES FROM June 11, 2015 MEETING: Omitted. PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: I z rein COMMISSION ASSIGNMENTS: Honohan will attend an upcoming city council meeting. BOARD AND COMMISSION DIVERSITY TRAINING: City of Iowa City Human Rights Coordinator, Stephanie Bowers, presented information regarding diversity on City boards and commissions. She showed community demographic data and data collected from City commissioners. This data shows that there is a lack of diversity on city appointed boards and commissions. She discussed various ways that city staff are working to increase diversity and gave suggestions on different ways to advertise openings. Mitchell asked if the new rule setting a two term limit was firm, as she was concerned if some were working on specific projects is would create a lack of continuity. Bowers stated that if that were the case then to reapply for the position and reach out to city council members to let them know what they were working on. Holbrook gave some suggestions on how to make serving on boards and commissions more appealing to all members of the community such as formal recognition at the end of one's term. COMMITTEE A: Kopping reviewed the report prepared and approved by Committee A. She described how the Cost Recovery Pyramid worked and how the committee had arrived at the percentages ascribed to each level on the pyramid. Committee A used weighted averages for each level, and ended up with a 32% cost recovery for the Senior Centers budget. 2 Approved Minutes October 15, 2015 The Committee's recommendation is for a 2.5% increase in cost recovery annually until the goal of 35% is attained. The goal could then be re- evaluated in light of changing circumstances. Committee A thought this was a realistic goal given that the Senior Center currently raises approximately 28% of the budget. Kopping thinks this goal is attainable especially given the report by Linda Wastyn who stated that she believes there are untapped Senior Center donors. Kopping discussed membership fee increases. She noted that committee members felt the increase should not be too high or price The Center out of the market. There was also concern related to the possibility of discouraging lower- income participants with high membership fees. Committee members recommended increases of about 25% for individual and family membership fees with no increase in scholarship fees. They also recommended eliminating the out of county fee because there were so few members in this category. The commission discussed the membership fee increase at length. Hobbs questioned if the fee could be increased more. Honohan questioned why household members received a discount. Holbrook said that the committee had discussed this and felt there would be many additional household members who would not renew their membership if the family discount was not offered. Hobbs noted that in Linda Wastyn's report 60% of the people who returned the survey said they would be willing to pay $5 to $20 more for their membership, but that the Committee's recommended increase was on the low end of the increase. Clamon noted that the committee felt very strongly that people not be priced out of a membership and that an emphasis would be placed on donations at the time of renewal for those who would be willing to pay more. Reese stated that she thought the fee was very affordable and could be raised especially if it were to be spread out over a monthly or quarterly fee. The commission discussed this idea. Concerns were raised regarding administrative work if fees were paid multiple times a year. Reese expressed that at this membership rate the revenue raised is minimal and perhaps either a larger increase was warranted or a larger focus on other forms of income needed. Ed Rolenc asked how often membership increases would occur. He noted that people like to know what to expect and how often. Holbrook said they had discussed an increase every 3 years, but that it had not been formalized. The Commission discussed the length of time between raising fees. All felt the increase should not be every year and agreed that every 3 years was a good length of time. 3 Approved Minutes October 15, 2015 Honohan asked if there should be a public forum to discuss the fee increases. Kopping stated that committee A was a broad, representative group of participants and the need for the Senior Center to raise more revenue has been widely discussed for some time. The Commission discussed this idea and it was decided that the when the fee increases are finalized the information will be made widely available and will likely be discussed at the annual meeting in the spring. Kopping reviewed some of the other changes recommended by Committee A including allowing for profit organizations to rent rooms for an increased fee and that rentals cannot occur without a staff person or building supervisor on site. Honohan stated he would have liked to see a larger increase on the copying fees. He noted that it takes considerable staff time to make copies and that the fee should reflect that. Gary Schwartz noted that they were trying to discourage copying by raising it to 25 cents/page. Mitchell said that she was not a fan of the idea of a coffee machine from her experience at the library. The current price of a cup of coffee is 25 cents and the suggested increase is 75 cents. The commission discussed coffee charges and whether or not to increase fees to cover actual costs of $0.57/cup. Ed Rolenc noted that the coffee area is very popular and many people take advantage of the community that having a cup of coffee together creates. Kopping commented that creating community was part of The Center's mission and perhaps the social aspect of drinking coffee was more important than the cost. Commissioners agreed on a smaller increase to 50 cents per cup. Holbrook left the meeting. Rolenc noted that he appreciated the work that committee A had done and that he felt the commission should honor that work. He also noted that putting a small raise now and letting people know that increases would come every few years would be a good way to start, meanwhile increasing efforts in fundraising. Felling left the meeting. Motion: To accept recommendations of Committee A and reevaluate membership fee increases every 2 years and implement any recommended changes the following year. Motion carried on a vote of 5/0. Reese/ Mitchell Hobbs left the meeting. Motion: To defer the remainder of the agenda to November. Motion carried on a vote of 4/0. Mitchell/Honohan 4 Approved Minutes October 15, 2015 ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 4/0. Mitchell/Reese. Approved Minutes October 15, 2015 Senior Center Commission Attendance Record Year 2015 Name Term Expires 10/23 11/20 12/18 1/22/15 2/13/15 2/19 3/19/15 4/16 5/21 6/11 7/16 10/15 Cheryll Clamon 12/31/18 -- -- -- X O/E X O/E NM X X X X Chuck Felling 12/31/15 X X NM X X X X NM X X X X Rose Hanson 12/31/14 X X NM -- -- -- -- -- -- — -- -- Jack Hobbs 12/31/16 X X NM O/E X X X NM X X X X Mark Holbrook 12/31/18 X X NM X X X O/E NM X X X X Jay Honohan 12/31/16 X X NM X X X X NM X X X X Kathy Mitchell 12/31/15 X X NM X X X X NM X O/E X X Margaret Reese 12/31/15 X X NM X O/E X X NM X X X X Key: X = Present O = Absent O/E = Absent/Excused NM= No meeting -- = Not a member 4b(7) FINAL IOWA CITY TELECOMMUNICATIONS COMMISSION MONDAY, OCTOBER 26,2015--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Derek Johnk, Laura Bergus, Nick Kilburg, Alexa Homewood, Bram Elias MEMBERS ABSENT: STAFF PRESENT: Ty Coleman, Mike Brau OTHERS PRESENT: Josh Goding SUMMARY OF DISCUSSION Goding reported that PATV would hold their annual membership meeting November 19th. New board members will be elected and producer awards given out. PATV plans to offer workshops through the Senior Center in the spring. Coleman reported the City Channel has been busy with city council election programming. Four candidate forums were covered and the Meet the Candidate series recorded. The event announcing the design for the new public art work to be installed in the ped mall also was recorded. Homewood noted the Iowa Utilities Board was very prompt in dismissing Mediacom's response and rejected all aspects of their argument. Kilburg asked what venue Mediacom would have for an appeal and suggested that it would probably move to district court. Coleman said the City Attorney's Office informed him that Mediacom has 30 days to appeal the decision to court. Coleman asked how the 90 -day window for reinstatement of the municipal franchise might be affected if there were to be an appeal. Kilburg said Mediacom would likely file for a stay with their notice of appeal. The court would likely rule quickly on the stay. Elias noted that the time frames set out in the Sept. 21, 2015 ruling were not altered and Mediacom has not gained anything by challenging the order. Coleman said ImOn hopes to provide business Internet service by the end of the year. They plan to provide residential service later in 2016. APPROVAL OF MINUTES Elias moved and Kilburg seconded a motion to approve the amended September 28, 2015 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS None. LOCAL ACCESS CHANNEL REPORTS Goding reported that PATV would hold their annual membership meeting November 19th. New board members will be elected and producer awards given out. PATV plans to offer workshops through the Senior Center in the spring. Coleman reported the City Channel has been busy with city council election programming. Four candidate forums were covered and the Meet the Candidate series recorded. The event announcing the design for the new public art work to be installed in the ped mall also was recorded. MEDIACOM REPORT Coleman said he did not have contact with Grassley. CONSUMER ISSUES Homewood noted there was a written report in the meeting packet. Homewood said the on-going complaint regarding providing service to a new subdivision still has not been resolved. Coleman said the process is on track. Another area is also requesting service and Mediacom has initiated a return on investment analysis. Homewood asked how these situations would be handled under the terms of the former municipal franchise. Coleman said there is a density requirement and a cost-sharing formula in the municipal franchise. The first complaint failed Mediacom's return on investment analysis but local Mediacom staff pushed for the infrastructure to be extended. MEDIACOM/IOWA UTILITIES BOARD Homewood noted the Iowa Utilities Board was very prompt in dismissing Mediacom's response and rejected all aspects of their argument. Kilburg asked what venue Mediacom would have for an appeal and suggested that it would probably move to district court. Coleman said the City Attorney's Office informed him that Mediacom has 30 days to appeal the decision to court. Coleman asked how the 90 - day window for reinstatement of the municipal franchise might be affected if there were to be an appeal. Kilburg said Mediacom would likely file for a stay with their notice of appeal. The court would likely rule quickly on the stay. Elias noted that the time frames set out in the Sept. 21, 2015 ruling were not altered and Mediacom has not gained anything by challenging the order. Coleman said ImOn hopes to provide business Internet service by the end of the year. They plan to provide residential service later in 2016. ADJOURNMENT Homewood moved and Bergus seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 5:45 p.m. F5 mtz� Respectfully submitted, Michael Brau Cable TV Administrative Aide TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD (X) = Present (0) = Absent (O/C) = Absent/Called (Excused) Elias Ber us Kilburg Butler Homewood 11/24/14 O/C O/C X X X 1/26/15 X X X X x 2/10/15 X X X o/c X 2/23/15 x x x x X 3/23/15 X X X X X Johnk 4/27/15 x x /c X X-- 6/1/15 X X X X X 6/22/15 o/c X X X x 8/24/15 0 x X x o/c 9/28/15 X X X X X 10/16/15 X X X X x 11/23/15 X X o/c o/c x (X) = Present (0) = Absent (O/C) = Absent/Called (Excused)