HomeMy WebLinkAbout2016-01-05 Bd Comm minutes3b(1)
MINUTES APPROVED
BOARD OF ADJUSTMENT
OCTOBER 14, 2015 — 5:15 PM
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Becky Soglin
MEMBERS ABSENT: Brock Grenis,
STAFF PRESENT: Susan Dulek, Sarah Walz
OTHERS PRESENT: Richard Arthur
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
A brief opening statement was read by Baker outlining the role and purpose of the Board and the
procedures that would be followed the meeting.
CONSIDERATION OF THE SEPTEMBER 14, 2015 MEETING MINUTES:
Soglin moved to approve the September 14, 2015 minutes.
Chrischilles seconded the motion.
A vote was taken and the motion carried 4-0.
SPECIAL EXCEPTION ITEM EXC15-00011:
Discussion of an application submitted by Hidalgo Properties, LLC, for a special exception to allow
residential uses above first floor commercial in the Community Commercial (CC -2) zone located at
1950 S. Gilbert Street.
Walz began by showing a location map of the property and the zoning, the location is the corner of
south Gilbert Street and Southgate Avenue. Properties to the east and to the south are in the CI -1
zone which are undeveloped properties. Properties to the west and north are zoned CC -2. Walz
explained that when the last South District Plan was adopted in 1997 most all of these properties
were zoned CI -1 (the intensive commercial zone) which allows uses like car repair or uses that
require large machinery or outdoor storage. In 2006 properties along Stevens Drive, the subject
property, and the property across Gilbert Street were brought into the CC -2 zone at their request.
Per the zoning the applicant is allowed to develop a commercial property, retail or office use, but to
allow mixed-use or residential uses above the ground floor requires a special exception. That was
true in the zoning code from 2005 and in the current zoning code. Residential uses are not
allowed in CI -1 zones. The applicant is proposing to build a two story structure with commercial
Board of Adjustment
October 14, 2015
Page 2 of 7
spaces on the ground floor and multi -family uses above. The current floor plan shows eight one -
bedroom units. There is parking available for eight bedrooms.
Walz also noted the property is located in the 500 year floodplain. Iowa City's floodplain
regulations are some of the strictest in the state and exceed the state and federal standards. Iowa
City's standards state that they allow development in the floodplain so long as the property is
raised above the floodplain level or build the property to a floodplain standard so that it can be
secured in the case of a flood. In this case, the residential units are on the second floor—above
the floodplain. The ground floor of the building must be flood -proofed or raised one foot above the
500 -year flood level.
Walz stated the specific standards for this application are; the proposed dwellings must be located
above the street level floor of a building and the applicant is proposing to locate multi -family
(apartment) units on the second floor, it must meet the residential density standards and this
proposal of eight one -bedroom units does meet that standard, to provide for safe access for
residents in a mixed-use building and it must have at least one door facing the public street—this
proposal has east and west facing entrances. The east facing entrance provides an elevator,
which is required by the building code to facilitate handicapped access. The applicant must flood
proof the building one foot above the floodplain level (646.5 feet) which is about the three foot level
on this building. The next two standards deal with the ground floor level of the building and
commercial design standards and the applicant must show they comply with those standards when
they submit final building design plans.
Walz next reviewed the general standards. The specific proposed exception will not be detrimental
to or endanger the public health, safety, comfort or general welfare. Staff found the following:
• The subject -property -is centrally located in -close -proximity to commercial areas and
employment centers .
• The property is served directly by a continuous sidewalk network that connects to the
Waterfront Drive commercial area to the east and to the Gilbert Street commercial area to
the north. A connection to the Iowa River and Highway 6 trails is located approximately a
quarter mile to the north.
• The area is served by two bus routes -Broadway and Cross Park. Both routes have stops at
the corner of Southgate and Gilbert.
• On -street parking is allowed along Southgate Avenue.
• The residential entrance at the east end of the building provides elevator access to the
second floor. This will allow the applicant to provide, upon request of a tenant, a
handicapped parking space adjacent to the entrance.
• In order to promote the health, safety, and comfort of the residents, the applicant should
fence in the open space area at the east end of the building to prevent trespassing from
adjacent commercial property to the north and east. Staff recommends that the applicant
provide a functional amenity, such as a picnic table or seating, in this area. This will allow
the open space area to safely serve as private recreation space for the residents.
• The subject property is located in the 500 -year floodplain and therefore must comply with
the floodplain regulations.
Walz explained that staff believed the proposed exception would not be injurious to the use and
enjoyment of other property in the immediate vicinity and would not substantially diminish or
impair property values in the neighborhood because other properties in the immediate vicinity
have residential units above the commercial level, as noted in the staff report. Also, additional .
multi -family development is anticipated as part of Riverfront Crossings. Properties to the east and
Board of Adjustment
October 14, 2015
Page 3 of 7
south are currently undeveloped. The submitted site plan shows that the applicant is able to
provide more than the minimum parking required for the commercial and residential uses and on -
street parking is allowed on Southgate Avenue.
Walz said that in order to develop the subject property, a common driveway access should be
provided from Southgate Avenue. This will require the applicant to locate a shared curb
cut/driveway along the east property line and to provide a cross access easement so that vehicles
may move between properties once the abutting property develops. The applicant should also
establish a cross access easement between the subject property and the CC -2 property to the
north (which is under the same ownership). This will ensure continued cross access should either
property change ownership or redevelop. Cross access minimizes the number of curb cuts onto
the adjacent streets and thereby reduces traffic conflicts
Walz explained that the property owner was required to dedicate 10 -feet along Southgate Avenue
to the right-of-way. As a result, the south property line is approximately 11 feet north of the
sidewalk. If the applicant is unable to achieve the required 10 -foot setback along the south side of
the parking lot, a minor modification can reduce the setback by up to 15%. She note that there is
adequate space for bike parking on both the east and west ends of the building and that tenant
bike parking should be provided at the east end of the building. A dumpster location should be
provided at the east end of the site as well. This may reduce the number of parking spaces.
However, by providing more compact spaces, such as along the west side of the parking area, the
applicant should be able to retain 32 spaces. The applicant will also be required to provide a
detailed landscape plan showing the required parking area screening and trees in order to secure
a building permit -east end for tenant use; west end for commercial use.
The proposed use will be consistent with the Comprehensive Plan, as amended. The current
Comprehensive Plan shows this area as appropriate for commercial development. The draft of the
South District Plan that is currently in front of City Council for approval contemplates mixed-use
development in this area. Walz explained the purpose of a mixed-use zone is to provide a
transition from commercial and employment centers to less intensive residential zones.
Staff recommends approval of EXC15-00011, a special exception to allow residential units (up to 8
bedrooms) above the ground floor commercial on property located in the Community Commercial
(CC -2) zone at 1950 South Gilbert Street subject to the following conditions:
Substantial compliance with the site plan and elevations submitted, with the following adjustments:
• 10 -foot setback between the west property line and the parking area.
• Bike parking to be provided for residential and commercial uses; parking for residential
uses to be located at the east end of the building.
• Pedestrian access to the West entrance from Gilbert Street.
• One handicapped parking space should be located directly adjacent to one of the
commercial entrances.
• Curb cut/driveway access from Southgate Avenue must be provided along the east
property line in compliance with a common access easement in place on the properties.
• Open space area to the east of the building should be enclosed by a fence along the north
and east property line. For the benefit of the residents, the applicant should provide some
functional amenity such as a picnic table or seating within this area.
• Applicant must secure a minor modification to reduce the parking setback along the south
property line
Applicant must provide a cross access easements with the commercial properties the north
Board of Adjustment
October 14, 2015
Page 4 of 7
and east.
• Building must meet the standards for development located in the floodplain.
• The ground floor of the building must meet the ground floor commercial building standards.
Chrischilles asked if there were currently sidewalks along Southgate Drive and Walz confirmed
there were.
Soglin asked to see the floodplain map and pointed out that even in a 100 year flood event the
property would be surrounded by water. Walz agreed and said the property may not be accessible
during a 100 -year flood event. Soglin asked if in previous flood events there were mandatory
evacuations and Dulek said in 2008 only Parkview Terrace was a mandatory evacuation. Soglin
noted her concern if the residences on this property were inaccessible due to a flood.
Chrischilles asked how many commercial spaces were in the proposed property. Walz said there
is space three or four but the applicant could address what his intent is.
Soglin questioned the letter the Board received from the property owner across the street from this
proposal that stated they were only allowed to build a single story commercial structure and why
was that person was not able to ask for a special exception. Walz was unable verify whether FAA
regulations had limited the height of the property in question, but at the time that property was
developed it was in the CI -1 zone and that zone does not allow second floor multi -family residential
uses. The property is now zoned CC-2—the zoning was changed from CI -1 to CC -2 at the request
of the owner and was part of the same rezoning that made the property at 1950 Gilbert part of the
CC -2 zone.
Baker asked the applicant to come forward to answer questions.
Richard Arthur (applicant, 1950 South Gilbert Street) is seeking the special exception. He and his
wife currently own the property at 1930 South Gilbert Street and when they first married they
worked out of that building and lived above it as well. During the flood of 2008 they were
evacuated and not allowed to return to their building for a little over a week.
Chrischilles asked how many commercial units would be in the proposed property. Arthur replied
they would have three commercial spaces. Arthur noted that the letter from the neighbor stated a
concern about an ability to lease or rent the spaces he owns and the addition of the new building
would be too much supply. Arthur said of the three spaces he projects to have in the new building
two of the spaces already have interested renters. He noted that his current business is as a CPA
and he works closely with the Hispanic population, especially restaurants and construction
companies. Arthur does not believe the tenants he will have in his commercial spaces will be
those his neighbor would be attract to his building.
Chrischilles asked how many current commercial spaces Arthur owned. Arthur said there were
three commercial spaces in his current building but as soon as the new building is constructed it
will only be two because one of the tenants will move to the new building and Arthur will expand his
business office. Chrischilles asked if the neighbor's commercial spaces were all rented and Arthur
thought there might be one vacancy in his building.
Goeb asked about the upstairs of Arthur's current building. Arthur said there were five units on the
upper level, his wife and he lived in one of the one -bedroom units at one time but now live over on
McCollister Boulevard with their three children.
Board of Adjustment
October 14, 2015
Page 5 of 7
Soglin noted in the new building there would be eight one -bedroom units and eight parking spaces
and if the units had couples sharing the units there may not be enough parking spaces. Arthur
noted that in their current building the commercial tenants use their spaces during the day but the
apartment tenants can use them in the evenings so the spaces are not used at the same time of
the day. He also noted there are extra spaces in the site plan for overages. Arthur also mentioned
several tenants bike or walk to work and don't have cars or need parking spaces.
Goeb asked how the current building at 1930 South Gilbert Street was allowed to be built with
apartments on the upper level. Walz was unsure, but thought it must have been built under a
previous zoning code when that was permitted. Arthur noted his building was built in 1984.
Baker opened the public hearing.
Chrischilles noted letter the Board received from the neighbor and how much weight it should be
given. The letter states concern about buildings with apartments above and that allows for the
commercial units to be rented at lower costs—the author of the letter believes that is not fair to
other commercial properties in the area. Walz noted that developing a property with commercial
and residential above is a far more expensive prospect, with the infrastructure and size of the
building needed. The applicant is providing one floor of residential, which is an expensive prospect,
but one that adjacent property owners in the CC -2 could also seek through the same process.
Goeb noted the other property owner built his building in a time where the second story residential
was not allowed and that just sometimes happens. She feels his points are valid, but denying this
application does not help that property owner in any way.
Soglin agreed that there is no evidence presented on the over saturation and also feels that when
there is residential above commercial that sometimes limits what can be in that commercial space
so there is no disturbance to the residences. She also noted that in terms of the second general
standard, it is not diminishing or impairing the property values in the area but rather could increase
the values.
Goeb noted her concern about residences in the floodplain and fears people trying to get back into
their building during a flood event. Walz said that the building being constructed with flood doors
would not allow anyone to enter during a flood event. Goeb was glad to hear that, but also said
there is a cost for people having to be relocated during a flood. Chrischilles asked if renters were
made aware that they are in a floodplain and what that could mean when they sign a lease. Walz
said that could be a condition on the special exception that it is disclosed on the lease and that
requirement would stay with the property and be required of any future owner of the building.
Arthur said his current lease does not mention anything about possible floods. He said he would
be willing to add that to his leases as it is important to inform people there is a risk.
Dulek noted it would be an informational item in the lease, it is not saying it would be a requirement
stating the landlord has to do X or the tenant has to do Y.
Baker asked if the Board could make a recommendation to City Staff that all leases have the flood
information in them. Walz said they could draft a request to the Planning Office to have that added
to leases within City floodplains. Walz will draft a request and have the Board sign it at a future
meeting.
Baker closed the public hearing.
Board of Adjustment
October 14, 2015
Page 6 of 7
Soglin moved to approve EXC15-00011, a special exception to allow residential units (up to
8 bedrooms) above the ground floor commercial on property located in the Community
Commercial (CC -2) zone at 1950 South Gilbert Street subject to the conditions list in the
staff recommendation plus that the information disclosure form on the lease disclose that
the property is in the 500 year floodplain.
Chrischilles seconded the motion.
Soglin stated that regarding EXC15-00011 she concurs with the findings set forth in the Staff report
of October 14, 2015 and conclude that the general and specific criteria are satisfied unless
amended or opposed by another Board member she recommends that the Board adopt the
findings in the staff report for the approval of this application. She also noted regarding the second
general standard, although the Board received a letter stating some concerns there was no
evidence in the letter that this proposed special exception presents an unfair advantage. Also
regarding the first general standard and the regard to public safety the issue about the floodplain
has been satisfied.
Chrischilles and Goeb concurred with the finding of facts.
A vote was taken and the motion passed 4-0.
Baker 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:
Walz said she was unsure if there was any applications for the November meeting but if there is a
meeting it will be on November 18, a week later than usual and be held at the Robert A. Lee
Recreation Center.
Soglin asked about the conditions of landscaping that was added to the exception for the drive-thru
at the Dodge Street HyVee and would like Staff to report if the landscaping at the location is
appropriate. Walz said that HyVee never built the drive-thru any conditions imposed with the
special exception are no longer valid.
ADJOURNMENT:
Soglin moved to adjourn.
Chrischilles seconded the motion.
The meeting was adjourned on a 4-0 vote.
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FINAL/APPROVED
COMMUNITY POLICE REVIEW BOARD
MINUTES — October 12, 2015
CALL TO ORDER: Chair Joseph Melissa Jensen called the meeting to order at 5:30 P.M.
MEMBERS PRESENT: Donald King, Royceann Porter, Joseph Treloar
MEMBERS ABSENT: Mazahir Salih
STAFF PRESENT: Staff Kellie Tuttle
STAFF ABSENT: Legal Counsel Ford
OTHERS PRESENT: Captain Doug Hart of the ICPD
RECOMMENDATIONS TO COUNCIL
None
3b(2)
REPORT FROM NOMINATING COMMITTEE
Salih and Treloar were appointed to the nominating committee at the September 8th meeting. Treloar
reported that the committee met and the recommendation was for Jensen to serve as Chair and Treloar
as Vice -Chair.
MOTION TO FIX METHOD OF VOTING
Motion by Treloar, seconded by King to fix the method of voting to be by voice vote.
Motion carried, 4/0, Salih absent.
NOMINATIONS FOR OFFICE OF CHAIRPERSON
Motion by Treloar and seconded by Porter to nominate Jensen for Chair.
Motion carried, 4/0, Salih absent.
MOTION TO CLOSE NOMINATIONS
Motion by King, seconded by Treloar to close nominations.
Motion carried, 4/0, Salih absent.
BALLOT OR VOTE
Motion by Treloar and seconded by Porter to select Jensen for Chair.
Motion carried, 4/0, Salih absent.
NOMINATIONS FOR OFFICE OF VICE -CHAIRPERSON
Motion by King and seconded by Porter to nominate Treloar for Vice -Chair.
Motion carried, 4/0, Salih absent.
MOTION TO CLOSE NOMINATIONS
Motion by King, seconded by Treloar to close nominations.
Motion carried, 4/0, Salih absent.
BALLOT OR VOTE
Motion by King and seconded by Porter to select Treloar for Vice -Chair.
Motion carried, 4/0, Salih absent.
CPRB
October 12, 2015
Page 2
CONSENT CALENDAR
Motion by King and seconded by Treloar to adopt the consent calendar as presented or amended.
• Minutes of the meeting on 09/08/15
• ICPD Department Memo 15-19 (July 2015 Use of Force Review)
• ICPD Use of Force Report — July 2015
• ICPD Department Memo 15-22 (August 2015 Use of Force Review)
• ICPD Use of Force Report — August 2015
• ICPD Memorandum (Quarterly Summary Report IAIR/CPRB, 3rd Quarter 2015)
• ICPD General Order #99-05 (Use of Force)
Motion carried, 4/0, Salih absent.
OLD BUSINESS
King asked Hart if the Use of Force continuum had changed with the reevaluation. Hart indicated it did
not change, but there had been a modification in the use of force policy for the verbal de-escalation.
King also asked if the level for using OC spray had changed, and Hart stated it had not. King inquired
about the certification process and Hart briefly explained that. Hart also stated that the de-escalation
process was nothing new to the police department but they felt that they needed to be a little clearer in
the policy.
Porter mentioned Dr. Eddie Moore, and Hart mentioned that he was coming to the City next week to do
diversity training with all City employees and City Council.
NEW BUSINESS
Jensen welcomed new member Donald King back to the Board.
PUBLIC DISCUSSION
None.
BOARD INFORMATION
Porter informed the Board about a Diversity roundtable which is staffed by the Equity Director that is
held once a month with City staff and representatives from the community to discuss various issues.
Treloar wanted to comment to Hart, and if he could pass along the information for safety reasons,
that the officers wearing green vests and doing traffic control for the homecoming parade should know
that if they have the vests unzipped, they tend to fold back and then are not visible and blend in with the
dark blue uniform.
STAFF INFORMATION
None.
EXECUTIVE SESSION
Not needed.
TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change)
• November 10, 2015, 5:30 PM, Helling Conference Rm
• December 8, 2015, 5:30 PM, Helling Conference Rm
• January 12, 2016, 5:30 PM, Helling Conference Rm
• February 9, 2016, 5:30 PM, Helling Conference Rm
CPRB
October 12, 2015
Page 3
Motion by Kin tq, seconded by Treloar to move the December 8th meeting to Wednesday,
December 16t at 5:30 P.M. due to the remodel in the City Hall lobby.
Motion carried, 4/0, Salih absent.
ADJOURNMENT
Motion for adjournment by King, seconded by Treloar.
Motion carried, 4/0, Salih absent.
Meeting adjourned at 5:42 P.M.
COMMUNITY POLICE REVIEW BOARD
ATTENDANCE RECORD
YEAR 2014-2015
(Meeting Date)
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
TERM
11/25
12/3
12/8
12/29
2/10
3/10
4/7
4/28
5/20
6/16
7/20
9/8
10/12
NAME
EXP.
Melissa
9/1/16
X
X
X
X
X
X
X
X
X
X
X
X
X
Jensen
Joseph
9/1/17
X
O/E
X
X
X
X
X
O/E
X
X
X
X
X
Treloar
Royceann
9/1/16
O
X
X
X
O
X
X
X
O
O/E
O/E
O
X
Porter
Mazahir
9/1/17
X
X
X
O/E
X
O/E
X
X
O/E
O
O
X
O
Salih
Fidencio
9/1/15
X
X
X
O/E
X
X
O
X
X
X
X
---
---
Martinez
Donald
9/1/19
---
---
---
---
---
---
---
---
---
---
---
---
X
King
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
01-0
3b(3ill)l■l
MINUTES APPROVED
HISTORIC PRESERVATION COMMISSION
NOVEMBER 12, 2015
RECREATION CENTER MEETING ROOM A
MEMBERS PRESENT: Kent Ackerson, Thomas Agran, Gosia Clore, Kate Corcoran,
Frank Durham, Andrew Litton, Ben Sandell
MEMBERS ABSENT: Esther Baker, Pam Michaud, Ginalie Swaim, Frank Wagner
STAFF PRESENT: Jessica Bristow, Bob Miklo
OTHERS PRESENT: Pat Lang, Alicia Trimble
RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action)
CALL TO ORDER: Vice Chairperson Litton called the meeting to order at 5:30 p.m.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA:
There was none.
CERTIFICATES OF APPROPRIATENESS.
1050 Woodlawn Avenue.
Bristow stated that this is a non-contributing house in the Woodlawn Historic District. She said
that it is a 1950s ranch -style home. Bristow said that although it is not of a style that is a
contributing part of the district, it is a well-preserved example of a 1950s ranch -style home.
Bristow said the applicant would like to remove the entry deck that was added in 2005 and
widen it so that it would extend eight feet from the house. She said it would be eight feet wide
all the way, stepping down the side of the house down to the back yard. Bristow said that it
would be three different flat -level areas, and they will use the same railing that was used before.
She said staff finds that the railing works very well with the ranch -style design because of the
thinness of the members and the horizontality of it.
Bristow said that all of the structure would be painted to blend with the rest of the house. She
said the rail and the posts would be painted. Bristow said staff feels that having flat planes
without any skirting would also be appropriate for this style of house.
Bristow said this would be completely independent of the house structure and therefore would
not do anything to damage the structure of the house. She said it would rest on its own posts.
Bristow said that basically there is the existing deck and a Photoshop mockup of how this would
fit along the side of the house. She said that while it is proposed for the side of the house that
faces the street, in this neighborhood and this location, since it is down the hill from everything
else and not very visible, staff feels this is an appropriate location for this particular deck.
Miklo noted that this would require an exception by the Commission, as the guidelines talk
about putting decks to the rear of the house. He said there have been other situations with
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 2 of 13
topographical issues where decks have been allowed on the side of the house. Miklo said that
in this case, the reason to allow for deviation from the standards is the view from the street; this
is not highly visible.
Bristow said this is not the main, front door of the house
MOTION: Ackerson moved to approve a certificate of appropriateness for the project at
1050 Woodlawn as presented in the staff report. Clore seconded the motion. The
motion carried on a vote of 7-0 (Baker, Michaud, Swaim, and Wagner absent).
1009 East College Street.
Litton said that, because he owns this house, he is recusing himself from discussion and voting
on this and would hand over chairmanship of the meeting to Corcoran.
Corcoran said the applicant is asking the Commission to approve a proposed demolition,
reroofing and repair project. She said that this property is a contributing property in the East
College Street Historic District.
Bristow showed an image of the house, which was built around 1900 or earlier. She stated that
it is a Greek revival transition to Italianate. She said the Greek revival elements include the
cornice returns and the Italianate elements include the brackets, and both of them fit with the
window configurations and the scale of the house.
Bristow said that at the time of the original survey, the house had some replacement shingled
siding, and the surveyor thought this house could be considered individually eligible if that was
removed. Bristow said that since that time, the house now has lap siding, and the front porch
has been put back on, which was also not there at the time of the survey.
Bristow said the applicant proposes to remove the standing seam, metal roof and replace it with
asphalt shingles and tuck point the chimney. She said that some of the areas where the bays
are would have ice guard added to go up the wall as a transition between the lower roof and the
wall. Bristow said the lap siding would also go over that.
Bristow said the applicant also proposes to remove the built-in gutters and the crown molding to
create a flat fascia and then install K-style gutters.
Bristow said the guidelines do recommend repairing the chimney as proposed. She said that
while the guidelines talk about not removing a standing seam metal roof, replacing a metal roof
like this with asphalt shingles is acceptable. Bristow said the chances are that this house had
wood shake shingles originally, and the asphalt shingles would be an appropriate replacement
for that.
Bristow said that using either wood or cement board for the siding is also acceptable. She said
that the ice guard would presumably not be visible, so that would be acceptable.
Bristow said that the main issue with the application is removing the built-in gutters and
replacing them with K-style gutters. She showed a couple of images of the gutters. Bristow
said it is possible that this is tin that was put on at the same time as the standing seam metal
roof. She said it has probably been tarred at some point in time, because one sees that
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 3 of 13
crackling in the gutter. Bristow said they don't look like they flow well, and the surface is
degraded.
Bristow said the guidelines discuss not removing built-in gutters. She said that they can be
repaired with a similar metal material as they were originally, but the guidelines also allow lining
them with EPDM, because a rubber membrane may be easier to work with and may allow the
metal to be left in. Bristow said she did not know, with the condition of these, if the applicant
would want to do that. She said that they can also be replaced with a metal material to create a
better slope.
Bristow said that, looking at the cornice returns on the house, they are one of the main
hallmarks that mark it as Greek revival. She said that removing the crown molding and creating
a flat fascia would, in staffs opinion, be removing one of the main architectural features of this
home.
Bristow said that the K -style gutter would never fully mimic the look of the built-in gutter, and
staff finds that this portion should not be allowed.
Ackerson asked what is meant by K -style gutters. Bristow responded that it is kind of the typical
gutter found on many houses. She said it has a little bit of a curve to it and a little bit of a flat
area. Bristow said it is the closest of the residential gutters that one would get to try to mimic
something like crown molding.
Corcoran asked where the crown molding is in relation to the four brackets. Bristow replied that
it is above that. Corcoran asked about the existing gutter. Bristow showed a photograph of a
downspout, showing all of the area that is technically the gutter.
Durham said that if the Commission approves the recommended motion, it would be approving
an asphalt roof but not the removal of the other things. He asked if those two systems are
compliant then to have an asphalt roof that shoots off onto the built-in gutter.
Bristow said it can be done; they are not mutually exclusive. She said it could be done with
either a metal flashing material for the built-in gutter or the EPDM version; either one could work
with the asphalt shingles.
Litton introduced Lang as the contractor for this project. Lang said he has been doing this work
for 43 years. He said he worked on the Grant Wood house and the gutters there. Lang said it
is extraordinarily expensive to remove the existing built-in gutters and retrofit them with gutters.
He said it was $90,000 to do the Hayes house with copper.
Sandell asked what other materials might be used. Lang said that any kind of metal could be
used to emulate what that is. He said that today one uses underlayments, like a high-
temperature ice guard. Lang said it is expensive to put it back the way it was. He said that
there is not a blueprint for doing this, because all the builders did it differently.
Lang said that a rubber roof with outlets makes it extremely hard to see over that outlet and also
the rubber needs to be run clear up the roof. He said the shingles are then placed and then one
has to wrap it over the fascia. Lang said the crown or wood has to be taken off and then tucked,
because rubber expands and contracts. He said they usually only install rubber when it can be
glued to a fiber board or substrate. Lang said that rubber cannot be glued to plywood or wood,
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 4 of 13
because the glue won't hold. He said that is why all rubber roofs professionally installed
required a substrate.
Lang said that rubber cannot be loosely laid. He said he has never seen a plausible EPDM
system but has torn apart a lot of them. Lang said that he appreciates the interest and thanked
the Commission for overseeing this type of thing.
Lang stated that we are losing a lot of these types of houses. He said the first thing that goes
on these is foundations, largely because the water is not directed away from the foundation.
Lang said that to redo a built-in gutter on a building is absolutely, incredibly expensive to do it
right. He said those are usually bridged with wood now. Lang said that in order to keep ice
dam issues from ever causing problems, he takes the crown molding off the fascia and runs the
membrane down the fascia for four inches.
Lang said that the K -style is just a modern gutter. He showed a half round gutter and the round
downspout. Lang said that if one really wants to emulate that era, there are half round,
galvanized gutters. He said that in the restoration of these buildings, one has to get the water
away from the foundations. Lang stated that when they were original built with those, tile
systems were installed to get water away from the buildings, which is why they lasted so long.
Lang said he could retrofit any building with half round gutters. He said he can fill in the built-in
gutter with wood and then shingle from there up. Lang said he can do some edging and bring
the half round gutter up underneath that edging. He said then the ice gets right between that in
the winter. Lang said that to seal fascia, he runs the membrane down the fascia four inches,
puts the K -style gutter on it, slides it up under the edging and makes the bottom edge ice dam
proof. Lang said this stops moisture by keeping water away with a plausible gutter system.
Lang said the other detriment to the built-in systems is that the outlets plug up so fast with
debris, because there are no screens. He said that moves the water all down around the
foundation again. Lang said that is mitigated with the screens on the new style gutter system.
Lang said that unless people really have deep pockets for these built-in gutters, then he can line
them with a special membrane and do things with expansion and contraction so that will never
be an issue here. He said it is really expensive though.
Durham said he guessed what would be done would be to cut one part off. Lang said he would
only take the crown molding off. Durham said that right now the roof goes down and then goes
back up. He said he assumed that one part would be removed. Lang replied that he would
make the roofline come straight down to the edge. He said that he will come down and then
angle so that he can leave the integrity of the fascia alone.
Ackerson said that this one part is visually one of the things one notices about this old house.
He said the roof goes down and then flares out. Ackerson said that at his house, the roof was
replaced while he was gone, and the contractor took about 18 inches of soffit off and changed
the shape. He asked how much of the existing appearance of the house is going to be changed
by what Lang proposes.
Lang answered that the fascia, he is going to keep the bottom of what he has and angle this and
bring it down real close to this piece. He said that sometimes he has to go back a little bit, but if
one hangs a gutter up underneath the edging, one can't see any of that. Lang said that one
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 5 of 13
cannot see the different pitch from the ground because of the overhangs. He said the
overhangs were built out past the wall of the house in order to block things out eventually.
Lang said that for monetary reasons primarily, he would angle the roof out and fill the gutter. He
said it depends on the original construction, but there will literally be some type of plywood over
rafters that will fill the piece in. Lang said the crown is taken off to get it square with the fascia
and then the gutter is hung on the fascia.. He said he is just going to remove the one piece in
order to put a gutter square on the squared fascia instead of angled.
Lang said he can use half round gutters or remove the crown molding and put a square fascia
K -style on it. He stated that he can tie it into edging and it will be ice dam proof.
Corcoran asked if the crown molding could remain with the half round gutters. Lang confirmed
this. Corcoran asked if the corbels would stay there too. Lang said he would not touch those.
Litton said that the front porch and back porch have half round gutters on them. Lang said he
could retain the crown molding with the half round gutters, but it is more expensive. He said
then there is an elaborate strapping system that fastens to that so that they are never going to
be subjected to ice.
Bristow said the guidelines also do not allow having the roof straightened from the peak to the
end in order to remove gutters. She showed a diagram with existing, slightly modified, and the
way it should not be done.
Sandell asked what material would be used to bridge. Lang said he would have to frame it in
with some type of two -by system and then use plywood.
Bristow stated that removing historic trim is not allowed. She said the guidelines disallow the
removal of any historic, architectural feature such as a porch, chimney, bay window, dormer,
brackets, or decorative trim that is significant to the architectural character and style of the
building.
Lang said that it took two months to do the Grant Wood house on Court Street. He said he had
to hand form every single piece. Lang said that sometimes he would make prototypes out of
aluminum, because copper is so expensive. He said the aluminum would then be matched
perfectly to make the copper part.
Agran said to him it looks like maybe debris is clogging the drain and causing standing water
and not necessarily slope issues. Litton said he assumes the pitch was either messed up to
begin with or all the layers have messed up the fall and pitch. He said the standing water is
pretty consistent all around the building.
Corcoran asked what the gutters were originally made of. Lang said they may be copper or
some type of galvanized metal.
Sandell asked Litton if he would be using a more cost-effective galvanized metal versus copper.
Litton confirmed this.
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 6 of 13
Ackerson asked about the removal of the crown molding. Lang said that with the K -style
gutters, he would have to take the crown off. He said that with the half round, he wouldn't. K -
style gutters have a similar outside shape.
Durham said he looks at the crown molding in the picture, and it resembles the gutters he has
on his house. He asked if it would be possible to replicate the appearance of the crown molding
with the outside shape of the K -style gutter. Lang said that a machine has not yet been made
that can produce that type of form. He said that half round or K -style are the only two that are
available to use.
Bristow said that, similarly, the gutter has a floor to it, so the gutter would stick out further than
the crown molding. She said that molding has maybe half an inch or an inch that it actually
sticks out flat/horizontal. Bristow said that if that piece would come off, the K -style gutter would
stick out further than that does and then have its curved side. She said that she did not believe
it would be the way to go either to cover the crown molding with a half round gutter.
Corcoran said that in the last paragraph of the report it reads, "While it is evident that the built-in
gutters need repair, staff does not find evidence that they are beyond repair." She asked what
repair would entail.
Lang said it would need the metal and the goo that is spread over it to be removed. He said
that one has to get into the wood framework and repair it. Lang said the plywood would be
bridged down to the edge. Agran said that if this was using the K -style, it would still be getting
into framing and would still be exposing that and getting in there with framing.
Durham said Lang's position is that if keeping water away from buildings needs to be
addressed, the integrity of the building in the future is dependent on a good gutter system that
one can afford. Lang said the issue is keeping the water away from the foundation.
Litton said he handed out the two pictures to show that these gutters have failed completely. He
said there is no repairing them. Litton said they could be replaced, but they cannot be repaired.
Lang said that with the pitch of the roof, the water is running down the roof and running right
over the gutter and over. He said he forms them, putting a lip about an inch or inch and one-
half up on the end to stop the water from going over. Lang said that anything can be replicated,
but understanding the volume, the squares, and the pitch of that roof to a heavy rainfall, he
would not know what to do.
Bristow said that if one repairs the gutters, the slope can be changed. She said these gutters
have been on this house for at least 115 years. Bristow said that the damage to the house and
foundation from water is not 115 years worth of damage; it is more like 20 years. She said it is
possible for these gutters to work properly, but they obviously need to be repaired. Bristow
stated that the slope is wrong, the coating, the material, the water barrier is wrong, but they can
be repaired.
Bristow said she agrees that one would have to take up the tin that is there and redo it.
Bristow said that the typical repair would be to replace the metal in the built-in gutter with more
metal, but the Commission has allowed it to be replaced with EPDM just because it is more
economical.
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 7 of 13
Ackerson asked if EPDM is a rubber product which is put on in a form that dries. Bristow
responded that it is a sheet.
Durham said the logical inconsistency is that if the Commission sticks to the recommended
guidelines, it becomes financially unfeasible and unlikely that the owner would be able to spend
the money to meet the guidelines, and therefore the house may be less protected.
Miklo said that at this point, those numbers are not available. He said it might be beneficial to
defer this and get some numbers from contractors as to what a galvanized metal would cost.
Ackerson said that the guidelines distributed earlier indicate that it is permissible to bridge over
the built-in gutter. He said it sounds like that is what is being proposed.
Agran said he understands that the issue is what is the importance of the piece of crown
molding. He said that is the crux of the whole thing is that the molding is part of the history of
the building. Male said he understands the idea of pulling that fascia up straight and having a
gutter that matches that, but it is not the crown molding on the next one, it's everything including
the corbels because the corbels are rotted or whatever. He said there is an issue with setting a
precedent and everything.
Bristow said that the section about the roofline is in the exceptions for gutters and downspouts
and it applies to all properties and reads, Removal of original built-in gutters unable to be
repaired, on a case by case basis, the Commission may consider allowing removal of original
built-in gutters if documentation is provided to establish evidence of need. This may include
damage to the roof itself...." Bristow said she assumes this means storm or fire damage "...or
inability to repair built-in gutters to property working condition."
Bristow said an exception would have to be made that the gutters cannot be repaired, as stated
in the guidelines. She said that is how it would be allowed and that is how the bridging and the
roofline changes come into the discussion.
Corcoran said the bottom line here is talking about at least the removal of the original built-in
gutters either to be repaired or replaced with some kind of new material. Bristow said she would
consider repairing them, not removing them. She said she would consider removal of the crown
molding and putting K -style gutters in a removal of the built-in gutter. Bristow said it would no
longer exist as it does.
Corcoran said the cost of these things is not supposed to come into the Commission's
deliberation. She said she would like to think about this some more and asked the other
Commission members how they felt.
Litton asked what further information the Commission would like to see to make this more clear.
Corcoran said that the Commission has discussed different types of mediation - either the
EPDM or going in and replacing part of the old gutter with some new kind of metal where it
needs it.
Clore said she would like to see the sketch -out of all the options and how they would resemble
what is there right now in order to visualize it.
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 8 of 13
Lang showed a couple of photographs of old homes that have both types of gutters. He showed
the James Dixon house on College Street, where he removed the crown molding and put in K -
style gutters. Lang said he redid this in a shingle that looked like slate.
Lang showed a photograph of a house in Mount Vernon where he did a half round gutter on a
fascia board. He said it has a half round gutter on it with straps holding it up. Lang said there is
always a gap. He said he takes metal, goes straight down, and puts the inside of the gutter up
to it. Lang said he then rivets or straps it to the metal to hold it. He said that when it is
strapped, there is a gap.
Ackerson asked if someone on staff looked at the property. Bristow said the roof images are
just photographs, but staff has been to the property for past projects. Ackerson said the report
states that it is evident that the gutters need repair, not replacement. He said he knows that
cost is not supposed to be part of the consideration, but it always is.
Ackerson said this is not discussing replacing $80,000 worth of copper gutter on one of the prize
houses in the City and not really even talking about what the report says about if one was to
repair, it's not replacing the entire system. Bristow said she is assuming that the repair would
involve most of the metal that lines the built-in gutters. She said it looks as though the material
was put on at the same time as that standing seam roof.
Sandell asked if the standing seam roof is coming off. Bristow said it is part of the application
and is allowed.
Miklo said there is a contractor in town who has worked with metal roofs and done some
repairs. He said it might be worth having him look at this.
Durham asked what the condition of the metal roof is right now and why it needs replacing.
Litton responded that it is an issue of age. Lang said that the replacement material is an SBS
modified rubber mat that is not damaged by hail.
Corcoran said right now there is an application to replace the standing seam roof with asphalt
shingles, tuck point the chimney, replace damaged siding, and then remove the built-in gutters
and replace them with external gutters. She asked if the Commission members wanted to vote
on that in full or in part. Corcoran said there has not been much of an issue with the shingles,
the tuck pointing, or the siding. She said the issue is the removal of the built-in gutters and
replacing them with external gutters.
Sandell said his opinion is that the guidelines are pretty clear that if the gutter can be repaired,
then it should be, no matter what the cost is. He added that the crown molding would have to
be removed in order to do the replacement.
Litton said it is his contention that the gutters have failed, which allows them, from the
guidelines, to be replaced with an external gutter. He said that if it is removed and new is put on,
that's a new gutter, that's not a repair.
Durham asked if there is some way to reconcile the staffs estimation that these are irreparable
with the homeowner's contention. Miklo said he feels it might be advisable to have another
contractor look at this. Durham said that if the gutters are not reparable, that makes this a
different case.
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 9 of 13
Bristow said there are contractors who can coat the entire metal roof and the gutter with a
sealant coat that makes it so that one doesn't have to remove either of them. She said that
applicants have had good luck and saved thousands of dollars by doing that. Durham said that
kind of coating isn't going to address the need to change the pitch and have the drainage
corrected.
Miklo said he does not believe that coating this is going to solve the problem. He said, however,
that there may be some repairs that could be done without replacing the entire system. Miklo
said that is where another opinion would be beneficial.
Litton said that would be fine, but he did not want to delay this just to have a delay
Ackerson said he would like to see the applicant get a chance to design the solution to the
problem. He said that right now, one can't see how the guidelines can be met and the problem
solved. Ackerson said he is sure there is a way to do it, but the Commission just doesn't know
what it is.
Durham said that demonstrating whether the gutters can or cannot be repaired would clarify the
direction of the solution that one might find. He suggested that a motion be made to approve
everything but the gutter repair.
MOTION: Durham moved to approve a certificate of appropriateness for the project at
1009 East College Street, as presented in the application, including the replacement of
the standing seam roofing with asphalt shingles, tuck pointing of the chimney, and
replacing the damaged siding; and deferring the gutter replacement to the Commission's
next meeting. Sandell seconded the motion. The motion carried on a vote of 6-0 (Baker,
Michaud, Swaim, and Wapner absent and Litton abstaining).
Durham asked, if it is demonstrated that the gutters are beyond repair, Litton has made a point
that there is distinction between repair and replacement and that new gutters are not a repair.
Durham asked, if the current gutters are found to be beyond repair, does that open up options
that would involve altering the characteristic crown molding. He asked what that would leave
the Commission to approve in that, if it's not a repair, is replacement an option.
Miklo said that under repair, he would say that removing the existing built-in gutters and
replacing them with a like system is repair. Durham asked if K -style gutters would be
considered repair. Miklo replied that it would not but would be replacement of the built-in
gutters.
Durham said the suggestion was made that there is a distinction between repair and
replacement, and he wanted that clarified. Bristow said that if one is repairing something, he is
removing a material and replacing it with the same material, a like material, or a newer version
of the same material. She said that if one is replacing a material, he is removing it and
replacing it with something else.
Litton said he would argue that if one put new gutters on any house and took off all the gutters
and put new ones on, one would be putting new gutters on but would not be repairing the
gutters.
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 10 of 13
Agran said he did not agree with that. He said what is being suggested is putting on something
that is entirely different, not replacing it with something that is similar or updated materials.
Corcoran said that to her it is the notion that the gutter system right now seems to be a
continuation of part of the roof. She said if that is removed and replaced with the K -style gutters
or those other kind of gutters, it is a different kind of system and changes the character of the
roof.
Bristow said that the guidelines don't care what it looks like from above but care more what it
looks like the ground. She said that if one could put a gutter inside the built-in gutter and it
would never be seen and nothing ever happens to the roof edge as it is, that is a completely
different issue.
Durham asked if that can be done. Lang stated that he has made and retrofitted those with
making his own metal breaks where he made a built-in gutter to go clear up the roof and make it
come out and down over. He said that again, that would be expensive.
Miklo said that deferring this to have another look would be the appropriate thing to do. He said
that this solution is going to be in place for a long time so that taking another month to look at it
is probably the right thing. Miklo said that a month from now, the Commission may come to the
conclusion that this proposal as submitted by the applicant is correct, or there may be another
solution. Miklo said there have been cases where they have been allowed to remove built in
gutters, but those tended to be more modern houses where the crown molding was not such a
distinctive part of the house.
Agran asked what the issues are that precipitated Litton doing all of this work. Litton responded
that the gutter is leaking and showed two areas on the photograph where there is leakage on
the south and west sides of the house. Litton said he was told that the house was recoated four
years ago, the year before he bought the house, and that is beginning to fail as well.
Litton said his plan is to replace all the wood siding that is rotten and do a pretty extensive
exterior makeover. He said he cannot get started on that until he has a reliable roof.
Miklo said that staff could have some discussions with Litton. He suggested that another
contractor look at this and that the Commission put this on its December agenda or hold a
special meeting if there is a clear route to go.
Litton took over his role as Vice Chair of the meeting at this point.
REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF:
Certificate of No Material Effect — Chair and Staff Review.
308 Ronalds Street.
Bristow said this application for a property in the North Side Historic District involved a porch
roof with an elastomeric coating for both the roof and gutter.
620 Ronalds Street.
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 11 of 13
Bristow said this proposal for a property in the Brown Street District involved asphalt shingle
replacement.
610 Ronalds Street.
Bristow said this project also involved asphalt shingle replacement.
525 South Lucas.
Bristow stated that the back porch and roof in that area of this house was hit by a tree at one
time. She said the owner is rebuilding the porch, reroofing, and doing some soffit work. Bristow
said this house came up before, when the owner installed vinyl windows and vinyl siding without
permission. She said that part of the certificate requires the owner to remediate that work, so
the owner will redo the windows and the siding on the front.
1115 Sheridan Avenue.
Bristow said the peer shown in the photograph is being rebuilt. She said that a lot of the wood
needs to be repaired. Bristow said there are a lot of cutout, molding, and trim details that the
owner will be replicating.
Minor Review — Preapproved Item — Staff Review.
628 N. Johnson Street.
Bristow said the front door on this property is to be replaced with a fiberglass, Craftsman -style
door with three or four lights in the top half. She added that the side door is to be replaced with
what she assumes will be a metal door.
Bristow said the owner is redoing the railing at the front porch step and putting a railing on the
back porch step where one did not exist.
615 South Governor Street.
Bristow said that, without a building permit, the owner removed part of a railing and replaced it
with what she showed in a photograph. Bristow said it did not meet some of the Building
Inspector's requirements, so the City is having the owner put it back more like it was, as shown
in a sketch of what it will look like.
Bristow said that since the owner rebuilt that whole section, the owner actually has to make it
guardrail height, which is taller and has to have a four -inch gap on the bottom. She said there
will therefore be an added member along the bottom, which is thin, and it will be a little taller.
Bristow said that staff has discussed this extensively with the owner.
Bristow said that it had a concrete floor with steel posts that were removed. She said she does
not know what the posts will be except for painted, and the decking material is a Trex-type
material. Bristow said there will no longer be a soffit, since that was destroyed.
Miklo pointed out that this is not an historic building, and it is in a conservation district. He said
that these are regulated is to avoid a incongruent structures that detract from the appearance of
HISTORIC PRESERVATION COMMISSION
November 12, 2015
Page 12 of 13
the whole neighborhood. Miklo said that what was there before was at least consistent. He
said that in a conservation district, the issue is not necessarily keeping a universal architectural
style but is about keeping property values up and just the general aesthetics.
DISCUSSION OF HISTORIC PRESERVATION AWARDS.
Bristow said staff just needs to know if anyone has any property he or she would like to
nominate or point out that has not already been discussed. She said the subcommittee would
meet after adjournment to divide tasks and come up with a meeting time for next week to
discuss nominations.
CONSIDERATION OF MINUTES FOR OCTOBER 8,2015:
Corcoran asked that the attendance record attached to the minutes be corrected to show that
she was at the September 10, 2015 meeting.
MOTION: Corcoran moved to approve the minutes of the Historic Preservation Commission's
October 8, 2015 meeting, as corrected. Male seconded the motion. The motion carried on a
vote of 7-0 (Baker, Michaud, Swaim, and Wagner absent).
Bristow reminded Commission members that the next meeting would be at the Public Library.
ADJOURNMENT:
The meeting was adjourned at 6:54 p.m.
Minutes submitted by Anne Schulte
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Minutes APPROVED
Human Rights Commission
November 17, 2015
Neighborhood and Development Services Conference Room (Second Floor)
Members Present: Kim Hanrahan, Orville Townsend Sr, Harry Olmstead, Paul Retish, Edie
Pierce -Thomas, Joe Coulter, Shams Ghoneim.
Members Absent: Ali Ahmed, Stella Hart.
Others Present: Simon Andrew, Eliza Jane Willis.
Staff Present: Stefanie Bowers.
Recommendations to Council: No.
Call to Order:
Coulter called the meeting to order at 5:30 p.m.
Consideration of the Minutes from the October 20, 2015 Meeting Date:
Motion Pierce -Thomas, seconded by Hanrahan. Motion passed 6-0.
(Townsend present 5:34 p.m.)
Meeting Business
ADA Coordinator
Simon Andrew discussed his role as the ADA Coordinator for the City. ADA audits have been conducted
at the City recreational facilities and inventories have been completed at City Hall and at the Senior
Center.
Funding Request for Ko Nec
Fas Trac (dba Ko Nec) requested $1000 for a chartered bus tour for area students to visit several
Historically Black Colleges and Universities (HBCUs) and significant sites related to civil rights. The
Commission would like to hold an event with the students after their return on what the students learned
from the trip and encourage future participation in the program. The Commission will discuss whether
any changes need to be made to the funding request form for FYI at the December meeting.
Motion Hanrahan to contribute $250.00, seconded by Olmstead. Motion passed 7-0.
Education Programming
The Commission is looking into sponsoring or co -sponsoring programs on affordable housing and public
transportation as it relates to navigating between Iowa City, Coralville and North Liberty.
Education Outreach
Ghoneim, Townsend and Bowers will meet in the next few weeks to discuss ways the Commission can do
more educational outreach to the community. Olmstead mentioned collaborating with the United Nations
Association Iowa Chapter on a program about the Universal Declaration of Human Rights.
Community Outreach
Hanrahan will reach out to the two new Commission members in January 2016 to seek their input on how
to best utilize the questionnaire that was designed to solicit feedback on matters of human rights from the
community.
Council Outreach
Olmstead accepted the National Disability Awareness Month proclamation at the October 20 Council
meeting. Coulter accepted the National American Indian Heritage Month proclamation at the November
10 Council meeting.
Reports
Human Rights Awards Breakfast (October 28)
The Human Rights Breakfast had very high ticket sales. Almost at 180, in the past the sales have been
around 130. Townsend delivered a moving personal story on race relations for the keynote address. All
Commissioners did an excellent job in assisting with the event. Coulter noted that in the future the
Commission should do more outreach so that all members of the community are represented at the
Breakfast.
(Olmstead left the meeting at 6:30)
Job Fair
The job and resource fair was held on October 22 from 4:00-6:00 p.m. at the Eastdale Plaza. There were
over 30 local employers and social service agencies present but the numbers of participants was down
from previous years. A follow up meeting has been scheduled to discuss next steps.
Building Communities
No report.
Making Iowa City a Human Rights Community
A memorial service for Burns Weston is scheduled for Saturday, December 5 from 2-5 pm at Levitt
Auditorium at the Boyd Law School.
University of Iowa Center for Human Rights
The Center has an upcoming program on Friday, December 4 on Political Discourse at the Old Capital
Museum in the Senate Chambers. The program runs from 8:30 am – 4:45 pm.
Education Subcommittee
The meeting for the Iowa City Community School District Equity is rescheduled for Wednesday,
November 18.
(Pierce -Thomas left the meeting at 7:00)
Staff
Bowers updated commissioners on complaint status and answered questions related to complaint status.
Adjournment: 7:05 p.m.
Next Regular Meeting – December 15, 2015 at 5:30 p.m.
0)
Human Rights Commission
ATTENDANCE RECORD
YEAR 2014/2015
(Mpptino nntpl
NAME
TERM
EXP.
12/15/
14
1/20/
15
2/17/
15
3/17/
15
4/1/
15
4/21
15
5/19
15
6/16
15
7/21
15
8/18
15
9/16
15
10/20
15
11/17
15
Edie Pierce-
Thomas
1/1/2016
-
X
O/E
X
X
X
O/E
X
X
X
X
X
X
Joe D. Coulter
1/1/2016
X
X
X
X
X
X
X
X
O/E
X
X
X
X
Harry
Olmstead
1/1/2016
X
X
X
O/E
X
X
X
O/E
X
X
X
X
X
Paul Retish
1/1/2017
X
X
X
X
X
X
X
X
X
X
X
X
X
Ali Ahmed
1/1/2017
X
O
X
O/E
X
X
X
O/E
X
X
O/E
X
O
Orville
Townsend, Sr.
1/ 1 /2017
X
X
X
X
X
X
X
O/E
X
X
X
X
X
Kim
Hanrahan
1/1/2018
X
X
X
X
X
X
X
O/E
X
X
X
X
X
Shams
Ghoneim
1/1/2018
X
O/E
X
O/E
X
X
X
X
X
X
X
O/E
X
Stella Hart
1/1/2018
X
X
X
X
X
X
O/E
X
X
X
X
O/E
O/E
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = No longer a member
R = Resignation
QW4
IOWA CITY
�VWGW123 S. Linn St. • Iowa City, IA 52240
' ( — Susan Craig • m)w 319-356-5200 • re. 319356-5494 • www,icpi.org
BOARD OF TRUSTEES
Minutes of the Regular Meeting Final Approved
November 19, 2015
3b(5)
mmmm .�
Members Present: John Beasley, Janet Freeman (in at 5:11 pm), Adam Ingersoll, Thomas Martin, Robin
Paetzold, Meredith Rich -Chappell, Jay Semel, Monique Washington.
Members Absent: Diane Baker.
Staff Present: Terri Byers, Susan Craig, Kara Logsden, Patty McCarthy, Elyse Miller, Angela Pilkington.
Guests Present: Doyle Landry.
Call Meeting to Order. President Paetzold called the meeting to order at 5:00 pm.
Public Discussion. Doyle Landry noted National Mental Health Awareness month is in May and would
like to see a greater emphasis on mental health programming in the community. He feels it is an
opportunity to begin conversation about how mental illness shows up in Iowa City. He also provided a
handout about collaborative efforts between the school district, library and business community. Semel
said it is difficult to ask library, staff and the Board to generate mental health programming on its own
and feels that an agency already charged with such a mission can come to the library for partnership.
Washington asked if Landry has talked to other agencies like NAMI. He said he has.
Approval of Minutes.
The Minutes of the October 22, 2015 Library Board of Trustees meeting were reviewed. Martin asked if
there is an inventory of all the literacy efforts available as mentioned in the October minutes that Landry
discussed. A motion to approve the Minutes was made by Rich Chappell and seconded by Washington.
Motion carried 8/0.
Unfinished Business.
FY17 Operating Budget. The City is currently meeting with department heads to discuss departmental
requests. Craig was the first to meet with the City about the Library budget. They asked questions about
the bookmobile, particularly staffing, which Craig expected. The revenue projections were unknown at
the time of her meeting but we now know the rollback is basically unchanged. The City is still waiting
for assessed valuations. Craig does not expect a budget recommendation in time for the December
Board meeting. She noted there will be three new members on the Council at their January budget
meeting. No action is required.
Policy Review: #817: Alcohol in the Library. This is a continuation of a discussion from the October, 2015
meeting. A motion to approve the policy with changes was made by Ingersoll and seconded by
Freeman. Motion carried 8/0.
New Business.
Policy Review: #505: Volunteer Policy. This is a regularly scheduled policy review. Craig said The Book
End and checkin are the areas with the most volunteers. These activities have a set work time, although
Logsden said shelf straightening is a volunteer task with more time flexibility. This task is often given to
Stn graders who are required to do volunteer work for school. The Library follows the City's background
check policy. People who work with money or with children receive a background check before being
placed. Craig said, for example, a person working at a checkin station does not require a background
check as no money is exchanged, the activity is located separately from the Children's Room, and there
is supervision in the area. Beasley asked if the Library could have a more restrictive policy than the
City's. Craig said we prefer to keep opportunities open for people to be able to volunteer at the Library.
Beasley would like to see the City policy. Ingersoll would also like to review the City policy. Craig said
she would be more worried about patrons than volunteers with respect to children's safety. She said in
all of her time working here the incidents have been with patrons. She also stated there has never been
an incident with a volunteer in this building. The policy will be revisited at the next meeting after the
Board has an opportunity to review the City's background check policy.
Staff Reports.
Director's Report. IUPLA Statistics.
Departmental Reports.
Adult Services.
Community & Access Services. No comments.
Development Office. McCarthy displayed a quilt depicting a bookshelf, one of the more than 1,400
items donated for the Arts & Crafts Bazaar on December 5.
Inservice Day Report.
Spotlight on the Collection. No comments.
Miscellaneous. Several Board members commented on the article about the For Kids and By Kids CD.
This CD was created by the Englert Theatre and Kembrew McLeod for the Mission Creek Festival in
March. Some law enforcement members objected to some of the lyrics on one of the songs on the CD.
Craig said if the Board wanted further discussion or action, the item needed to be placed on a future
agenda. There was not a majority who wished to do so.
President's Report. President Paetzold encouraged all to attend Inservice Day if possible.
Announcements from Members. None.
Committee Reports.
Foundation Members. Semel reported that the Foundation Board adopted a new five-year strategic
plan. It sets goals to raise more donations.
Communications. None.
Disbursements.
The MasterCard expenditures for October, 2015 were reviewed. A motion to approve the disbursements
for October, 2015 was made by Ingersoll and seconded by Martin. Motion carried 8/0.
Set Agenda Order for December Meeting.
Volunteer Policy.
Finance Policy.
Adjournment. A motion to adjourn the meeting was made by Freeman and seconded by Martin.
Motion carried 8/0. President Paetzold closed the meeting at 6:22 pm.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
Meati Date
Name
Tam
1/22/13
2/26/1S
3/26/15
4/23/15
5/28/1S
6/2S/15
7/23AS
8/27/15
9/24/15
30/22/15
17/39/15
33/17/15
Diane Baker
6/30/19
O/E
X
X
O/E
X
X
X
X
X
O/E
O/E
X
John Beasley
6/30/21
Not on Board
x
x
x
x
x
X
Thomas Dean
6/30/15
x
X
X
X
X
O/E
Off Board
Janet Freeman
6/30/19
O/E
X
X
O/E
X
X
O
X
I X
X
X
O/E
David Hamilton
6/30/15
x
X
O/E
O/E
X
X
Off Board
Adam Ingersoll
6/30/21
Not on Board
X
X
X
X
X
X
Tom Martin
6/30/17
X
X
X
X
X
X
X
O/E
X
X
X
X
Linzee Kull
McCra
6/30/15
0
O/E
x
X
x
x
Off Board
Robin Paetzold
6/30/17
x
X
X
X
X
X
X
X
X
X
X
X
Meredith
Rich -Chappell
6/30/17
X
O/E
X
x
x
X
O/E
X
X
x
X
X
Jay Semel
6/30/19
O/E
X
X
I X
O/E
X
X
X
X
X
x
X
Monique
Was hin ton
6/30/21
Not on Board
X
x
x
x
X
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
01-05-16
3b(6)
MINUTES APPROVED
PARKS AND RECREATION COMMISSION
NOVEMBER 12, 2015
ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM A
Members Present: Suzanne Bender, David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott,
Cara Hamann, Lucie Laurian, Paul Roesler, Joe Younker
Members Absent: None
Staff Present: Geoff Fruin, Chad Dyson, Zac Hall, Tammy Neumann
Others Present: Diane Allen, Laura Hawks, Austin Petroski
CALL TO ORDER
Chairman Claussen called the meeting to order at 5 p.m.
STAFF INTRODUCTION:
Fruin noted that the Parks and Recreation Department is one of the more challenging departments to
manage in that the staff is located in various locations throughout the City and work a variety of shifts.
The department also has an immense temporary staff to manage. He further stated that while credit
should be given to the Director, Superintendent, and Program Supervisors, it is the office staff that keeps
the department running smoothly.
Fruin introduced Jessica Lang, the Office Coordinator for the Parks and Recreation Department to the
Commission. Lang shared that she will celebrate her 11th anniversary with the department in March of
2016. Until recently, Lang hired, trained and supervised the department's reception staff. This part of her
position was reassigned to the newly hired Customer Engagement Program Supervisor, Amanda Opitz.
However, Lang has since added additional duties to her position with the recent staff changes within the
Parks Department. While she has always done the payroll for the Recreation Division, she has now added
all of the Parks employees to that list as well. She plays an integral role in the human resources
management of the department. Lang meets with each of the many temporary staff hires to complete their
new hire paperwork as well as set them up in both the payroll and personnel systems. She takes care of a
great deal of the departments financials such as paying the many invoices that come into the department
on a daily basis. She also assists in the training of the receptionists when necessary, covers for the
Administrative Secretary during her absence and assists the public with online issues and program
registration. Lang commented that she really enjoys the people she works with and loves that the job
keeps her hopping. Claussen thanked Lang on behalf of the Commission for her hard work.
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
Moved by Bourgeois seconded by Hamann, that once the additions noted by Commission are
added that City Council approve the proposed fees and charges for the Parks and Recreation
Department for FY17. Passed 9-0.
PARKS AND RECREATION COMMISSION
November 12, 2015
Page 2of6
OTHER FORMAL ACTION:
Moved by Bourgeois seconded by Elliott, to approve the October 14, 2015 minutes as written.
Passed 8-0 (Roesler absent).
Roesler arrived at 5:10 p.m.
PROJECT GREEN PRESENTATION:
Diane Allen was present from Project GREEN, along with Laura Hawks with Hawks Design. Allen
started by sharing a little history about the organization. She explained that Project GREEN was founded
in 1968. The program is solely staffed by volunteers. Project GREEN started with the beautification of the
entrances into the city as well as parkways, public spaces, and public schools. As part of their goal to
educate the public, they invite them to see the projects that have been completed and those that are still in
progress. They will begin holding garden forums at the Library in January. Two of their ongoing
educational programs include the annual Garden Fair in May and the annual Garden Tour in June. Project
GREEN is funded in part by these two programs as well as through contributions. Allen noted that many
of the current volunteers are aging and they are in need of some younger volunteers to keep the program
going.
Allen introduced Laura Hawks who is a landscape architect, as well as a Project GREEN volunteer. She
has worked on many designs for the group including that of parkways, maintenance specifications and
most recently the Ashton House. Hawks wrote the grant application that was recently awarded to the City
for ongoing projects at the Ashton House. To date Project GREEN has provided the implementation as
well as maintenance of the flower beds at the house. Hawks shared a future design plan showing the
existing improvements as well as proposed future improvements that were included in the grant
application. The plan includes enlarging the terrace area and the placement of underground drainage
system, as well as reforestation by planting of flood resilient trees. The also propose the placement of two
rain gardens and interpretive signage on the property. Also included in the plan is a north parking lot that
would allow for additional parking and ADA accessibility to the lower lot from the Ashton House. This
past summer Project GREEN held a dedication for one of the founders of Project GREEN, Nancy
Seiberling. They planted a peony bed in her honor on the Ashton property.
Laurian asked if the group would accept student volunteers. Allen said absolutely and also mentioned that
they do not have to have gardening experience. Laurian said she would be happy to connect them with
potential volunteers. She then asked if Project GREEN is moving towards more native plantings. Hawks
said that they are and also drought tolerant plantings.
Claussen expressed appreciation on behalf of the Commission for all of the work that Project GREEN has
done for the community and continues today and into the future. He also commended Hawks for writing
the REAP Grant application.
RECREATION DIVISION REPORT:
Eastside Sports Complex: Dyson announced that the initial kick-off meeting with Hitchcock Design
Group was held on October 27. He is in the process of putting together a meeting for stakeholders as well
as a public forum. These will both take place on December 3. Stakeholders will meet throughout the day
and the public meeting will start a 5 p.m. Stakeholders will include athletic directors, club sports teams,
affiliates, other city staff, and special interest groups such as pickle ball, tennis and cricket. There will be
PARKS AND RECREATION COMMISSION
November 12, 2015
Page 3 of 6
an online public portal meeting launched on November 16. Commission Members Brown and Claussen
are both serving on the steering committee. Bourgeois asked how many acres of land would be used for
this complex. Dyson said it is a 73 -acre parcel of land north of Highway 6 off of Taft Avenue, south of
American Legion Road. It will be a multisport facility that will include ball diamonds, football and soccer
fields, and will have the potential for other sports that we don't currently offer. Laurian asked if it will
replace the current soccer park. Dyson answered that initially it will not. Roesler asked if this facility
would offer a naming opportunity if given a large enough donation. Fruin said that he believes that the
City would welcome this as long as it fits within the City's Naming Policy.
Youth Sports Council: The group is working to put together a sponsorship packet with the hopes of
offsetting affiliate costs. While it is still a work in progress, the intent is to distribute this packet in
February, prior to all of the spring seasons starting. Opitz assisted Dyson in creating the packet. Dyson
said that there will be options for giving. For example, one might pledge a total of $2500 given over a 5
year time frame. Laurian suggested that maybe that was too small of an amount to ask for. Dyson said
that it may be, however, the group wants to make it affordable for the small business owner. Claussen
expressed his appreciation to Dyson and Opitz for the time they put into creating this sponsorship packet.
Parks & Recreation Fees & Charges Review: Dyson distributed a matrix of the departments proposed fees
and charges for Commission review. He highlighted in yellow the areas/programs where changes were
made. He noted that the department is looking at restructuring the swim lesson program to offer
customized private lessons. This allows the parents/participant to schedule directly with the instructor.
The department has seen a growing demand for this option.
Dyson noted that an increase in the rental fee for meeting rooms at Mercer is proposed. There is also an
adjustment to a couple of adult sports programs to meet with cost recovery requirements of the
department. Hall has recommended an increase in the garden plot fees from $22 to $25 as well as
changing park shelter reservation windows from 5 hours to 4 hours.
Fruin and Neumann met with department staff, Farmers Market staff and the Johnson County Local Food
and Planning Specialist to discuss options for incorporating the Supplemental Nutrition Assistance
Program (SNAP) within the farmers market. Right now this is done on a vendor elective basis. They
would like to see a standard solution where every eligible vendor would participate. Fruin said that he
personally feels that this is a priority for the Farmers Market and would like to figure out a way to get this
done.
Bourgeois asked if we should add fees for the dog park shelters and dog birthday party packages to the
department fees and charges matrix. Dyson said that he can put something together for the parties and add
to the document.
Moved by Bourgeois seconded by Hamann that once the additions noted by Commission are
added that City Council approve the proposed fees and charges for the Parks and Recreation
Department for FY17. Passed 9-0.
PARKS DIVISION REPORT
Prairie Update: Hall said that the department is transitioning into the late fall/winter season. They are
cutting down all prairie areas in the parks. In the future they will identify areas that can be burned, but for
now will mow. Staff will again practice over -seeding the prairie area at Terry Trueblood Recreation Area
over the winter.
PARKS AND RECREATION COMMISSION
November 12, 2015
Page 4of6
Seasonal Projects Update: Staff is in the process of winterizing and painting the park restrooms. They are
also preparing to shut down the parks for the winter. He also mentioned that a few of the Parks staff have
been assisting Streets Department with leaf pickup.
Willow Creek/Kiwanis Park Project Update: Staff met with HBK on Tuesday and has since received
emails and phone calls about the project. All American Concrete from West Liberty was in the process of
laying the trail but for whatever reason, has stalled in the process. Hall is working with them to keep the
momentum going. He has asked that it be complete by Thanksgiving. Hall expects that the restroom
construction will begin after the first of the year. They are contracted to complete this project by May 1,
2016.
DIRECTORS REPORT:
Parks & Recreation Director Update: Fruin announced that they had identified two finalists and have
since chosen the top candidate for the Parks and Recreation Director position. They are currently in the
negotiating process with that person. He hopes to update staff and commission next week. He noted that
they were very happy with the pool of candidates and thinks that the department will be very well off with
their selection.
Mercer Park Playground Bids: Fruin noted that the Council approved this project; however the bids came
in at about $35,000 over budget. The department is looking at some of the parkland improvement funds
available to make up the difference. About $100,000 a year are put into this account for miscellaneous
projects that come up. He said that there are adequate funds available to finish this project and other work
throughout the fiscal year. The contract was awarded to Dostals Construction of Nebraska. They have
worked very closely with the playground equipment manufacturer in the past. Staff hopes to have this
project in the works by spring.
Hickory Hill Master Plan: Fruin noted that there have been many starts and stops on this project in terms
of getting a consultant on board. After attempts at negotiating with the #1 pick, they have moved on to #2.
A consultant agreement will be signed in the next week or two with a kick-off meeting to be scheduled
the first week of December. Hall will manage this project.
Lower City Park Master Plan Update: Fruin shared with Commission both the Parks and Recreation
Commission input results as well as the public input meeting results of the concepts presented by
Confluence. He noted that there were also comment cards that were turned in that are not included with
these handouts tonight. Confluence is reviewing those. Staff will be meeting with Confluence again next
week for the first time since the public input meeting.
Fruin shared that Tim Kemp, a sixth grade teacher at Hills Elementary and Mayor of Hills, reached out to
him after he saw the article in the newspaper about the master plan process. He mentioned that he had
shared the article with his class and they have put together a list of items that they like that are currently
offered at the park as well as a list of their suggestions for improvements in the park. The class presented
their items to Fruin and he shared with the Commission. He said that their comments are just as
important as those gathered from the public meeting. Laurian agrees that staff needs to take into account
the younger age group.
Laurian expressed her concerns about the sloping design that Confluence shows which seems to block the
view of the stage. Fruin noted that the lawn is not meant for seating for the stage but would get a
perspective from Confluence. Laurian also noted that there seems to be strong public support for a
sledding hill. Fruin said that this could be challenging due to the natural topography of the land. Claussen
PARKS AND RECREATION COMMISSION
November 12, 2015
Page 5 of 6
also mentioned that there was a liability issue that came up in Dubuque with sledding hills and wondered
if Iowa City would be putting them in the same situation. Frain noted that the City has the same type of
immunity as skate parks.
Commission Appointments: Frain announced that the City Council reappointed Hamann and Younker to
the Commission. He thanked them for reapplying.
Parks & Recreation Foundation Update: Tammy Neumann and Frain met with the Community
Foundation of Johnson County. They are exploring the option of transitioning the Parks and Recreation
Foundation into the Community Foundation. Frain said that we need to evaluate holistically. He said that
there are some administrative benefits as reporting on foundations becomes risky to maintain. Claussen
said that he recently spoke with Ron Clark, previous manager of Riverside Theatre, who is extremely
interested in participating in some type of a fundraising capacity for the community or the Parks and
Recreation Foundation. Claussen asked if Commission members want to be involved in fundraising as
there is a need to populate the current parks and recreation foundation. He said that he would hate to see
competition in the community going after the same pockets for support, but would like to see a more
coordinated effort. Frain said that the Community Foundation serves as an umbrella for multiple Iowa
City focused missions. He said that a person can contribute towards an Iowa City umbrella fund or can
specify sub -categories. There is already a parks improvement fund that has been established. He said that
marketing would become important directing people to the different options within that fund. Elliott said
she is a big believer in the community foundation and further noted that there is a 25% tax credit through
the Community Foundation.
CHAIRS REPORT:
None
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Younker asked if there is a plan for any additional lighting in Lower City Park. He also addressed a letter
to the editor that was written about the lack of involvement into the bike trail system. He wanted to know
if this is something that the commission needs to respond to. Frain said that that item has been addressed
with him. He also noted that he will forward the suggestion to City Council about the need for an updated
bike trail master plan. He said that the City currently meets with the Think Bicycles group on a quarterly
basis. He believes it was a fair criticism and it will be addressed during the master planning process.
Roesler noted his desire to explore the possibility of an archery range at one of the city parks. He said that
there may be some funding available to help with that.
Bourgeois mentioned that when he went to vote on Tuesday night at Mercer, there was a concern brought
about by the poor lighting of the walkway that needs to be addressed. Bourgeois also announced that he
will be in Arizona from November 30 through March 1. He has yet to determine whether he will be
returning to Arizona for good. He would like to be present for a grand opening of the pond at Thornberry
Off -Leash Dog Park.
Laurian would like to review the bio -diversity strategy that was proposed to Council in March and discuss
how we can integrate within the goals of the Commission. Frain will distribute with the next commission
packet.
ADJOURNMENT:
Moved by Bourgeois seconded by Bentler, to adiourn the meetins at 6:30 p.m. Motion passed 9-0.
PARKS AND RECREATION COMMISSION
November 12, 2015
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
o
o
ON
TERM
Q,
EXPIRES
Suzanne
1/1/17
X
X
X
X
X
X
X
O/E
X
X
X
O/E
X
Bender
David
1/1/15
X
X
X
X
O/E
O/E
X
X
X
X
X
X
X
Bourgeois
Larry Brown
1/1/18
X
X
X
O/E
X
X
X
X
X
X
X
O/E
X
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
X
X
Claussen
Maggie
1/1/17
X
O/E
X
X
X
O/E
X
X
X
X
X
X
X
Elliott
Cara
1/1/16
X
X
O/E
X
X
X
X
X
O/E
X
X
X
X
Hamann
Katie Jones
1/1/18
X
X
O/E
X
X
X
X
X
Lucie
1/1/15
X
X
X
X
X
X
X
X
O/E
O/E
X
X
X
Laurian
Paul Roesler
1/1/18
*
*
*
*
*
*
*
*
*
X
X
X
X
Joe Younker
1/1/16
X
X
X
X
X
X
O/E
X
O/E
O/E
X
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