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HomeMy WebLinkAbout2016-10-04 Bd Comm minutes""Trwm 3b(1) MINUTES APPROVED BOARD OF ADJUSTMENT AUGUST 10, 2016 — 6:16 PM EMMA HARVAT Hall, CITY HALL MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Becky Soglin, Tim Weitzel MEMBERS ABSENT STAFF PRESENT: Susan Dulek, Sarah Walz OTHERS PRESENT: Adam Pretorius, Jessica Kinney, Cory Wilson 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 JULY 13, 2016 MEETING MINUTES Goeb moved to approve the minutes of July 13, 2016. Weitzel seconded the motion. A vote was taken and the motion passed 5-0. SPECIAL EXCEPTION ITEM: Discussion of an application for a special exception submitted by Adam Pretorius to allow an eating establishment to be located in in the Planned Development Overlay, Low Density Single -Family Residential (OPD -5) zone at 1040 Martin St. Walz began the staff report showing an aerial photo of the site. The building is located on the corner next to the public square which is the centerpiece of the larger Peninsula development. The Peninsula development is unusual for Iowa City, it is a master -planned neighborhood. The entire neighborhood is zoned RS -5 and open space was set aside to allow for a more dense type of development. The master -plan also allowed for of residential types—single-family homes, townhomes, and multi -family buildings. The area around the public square allowed for a mixed of uses as well, there can be home-based businesses and more traditional commercial uses on the ground floor with residential uses above. Those uses were meant to primarily be neighborhood servicing such as office uses and retail uses. Eating establishments (restaurants, coffee houses, cafes, etc.) were not originally considered but were later written into the Plan to be allowed by special exception. This applicant is seeking approval for a coffee shop which is classified as an eating establishment. Board of Adjustment August 10, 2016 Page 2 of 7 Walz noted that the applicant has applied some time ago to create some parking along an area adjacent to the park and the City had approved that application. The creation of that additional parking is now moving forward. However, when Staff reviewed this application they based their decision on the on -street parking that is already available. On the weekends there is additional demand for off-street parking in the area, but staff did not find it to be unmanageable. Walz stated that the special exception application signs were posted on the site and neighbors within 300 feet were notified. There were a few phone calls but no one expressed any concern. Walz reminded the Board that a couple of years ago they approved a special exception for a neighboring property that has become a restaurant. The Board also approved a spot for a coffee shop at another location but that spot was taken by a retail use (Woofables). That special exception has now expired. Since this new proposed coffee shop is in a different location a new special exception is necessary. Walz showed photos of the area and building and proposed floor plans for the coffee shop. The front portion will be used for the public coffee area and what was the garage for the building will be converted into backroom storage space. Staff feels that given the limited square footage of the space that garage conversion seems essential but do feel it is important to restrict the customer space to not include that area that would need an additional special exception. With regards to the standards, Walz stated because this proposed shop is small in size and located in a remote area of Iowa City it will limit the market for the property, and therefore not overwhelm the area with traffic or create a burden on the surrounding neighborhoods. The customer space is only 766 square feet and the storage area will only be 377 square feet. The residential uses for the building will be parking in private parking spaces behind the building. The building is entirely built so the only thing that would need further review will be exterior lighting on the building which has to be reviewed by the building inspector to assure it meets City standards. There are also strict rules on signage which will also be reviewed. The application seems consistent with the other commercial uses in the area (the restaurant) which has received no complaints from the neighborhood. Staff recommends approval of a special exception to allow an eating establishment to be located at 1040 Martin Street, subject to the following conditions: 1. Hours of operation are limited to 10 PM weeknights; 11 PM on Fridays and Saturdays. 2. Amplified sound on the exterior of the building is prohibited. 3. Outdoor alcohol service requires an OSA permit. 4. All aspects of the commercial establishment are limited to the first floor of the building: 766 feet of commercial space for customer access and operations for the eating establishment; 377 square feet to be used as backroom storage only. Chrischilles asked if the outdoor seating is already included in this plan. Walz confirmed it is, showing on a site plan where the outdoor seating would be and that it will be on private property not on the public sidewalk. Soglin asked what the proposed hours of operation would be for this coffee shop and what the hours of the other commercial uses in the area are. Walz said the restaurant is allowed to be open until 10 PM on weekdays and 11 PM on Fridays and Saturdays. She noted the hour limits set forth in the special exception go with the property, not the business. Soglin stated her concern with the hours is if the restaurant is open until 11 PM, the workers are likely there until midnight, and then if a coffee shop is opening at 6 AM there may be deliveries even earlier so Board of Adjustment August 10, 2016 Page 3 of 7 that between the two businesses there is a lot of activity almost 24 hours per day. Chrischilles asked about the conditions placed on the outdoor alcohol service. Walz said to serve alcohol outdoors would require the owners to apply for a special permit. An outdoor service area permit does not stay with a property, each individual business must apply annually. Dulek noted it is an annual review as well, along with the liquor permit. Goeb asked for clarification where the outdoor seating area would be. Walz said there is a little in the front of the building with the majority around the corner. Goeb asked if there was on - street parking in that area and Walz confirmed there was all around the public square. Baker asked if there was any requirement for parking. Walz replied there was not, the concept for this area was for the businesses to be neighborhood businesses that pedestrians could use, and not have large parking areas to generate additional traffic to the area. Baker also asked about the additional parking and if that was the applicant's property or the City's. Walz said it was the City's and they gave the applicant permission to take part of the grass area within the public right-of-way to create parking with the approved special exception. The park is not a public park, it is owned and maintained by the homeowners association. Baker is concerned in the report where it states "Staff has observed that there appears to be sufficient on -street parking to serve the use." and Baker has been out in that area several times a week and feels that parking is not sufficient and is a mess in that area. Walz stated that the neighborhood is designed to have an urban pedestrian feel and while there are many cars parked along the streets, that can slow traffic and create what feels like an issue but that does not mean there is an inadequate amount of parking. Additionally the idea of the coffee shop is that people from the neighborhood will be walking to it, not all driving there. Baker noted that under the Staff recommendation "Amplified sound on the exterior of the building is prohibited" but what if there is amplified sound coming from inside the building that can be heard outside? Dulek said that would be addressed through neighborhood complaints. Weitzel asked in general if there were any restrictions on opening hours anywhere else in town. Walz said there may be some restrictions on certain uses but could not think of any. Dulek was also not sure there were any restrictions on opening hours, however said there are restrictions on noise in certain hours (such as deliveries). Baker opened the public hearing and asked the applicant to come forward and address the Board. Adam Pretorius (670 Walker Circle) addressed some of the questions the Board raised. There will be 410 households in the Peninsula neighborhood at the time of completion, they are about 9 months from that completion date. There are currently about 2.5 residents per household so there will be about 1000 residents in this neighborhood. There are also neighboring developments (Mackinaw with 1,000 residents) that the business will be marketed to. The coffee shop is looking to capitalize on the park, noting that the bus stop is right across the street. The first bus of the day comes at 6:30 a.m. There are a lot of law, dental and medical folks from The University of Iowa that take the bus into work each day. Therefore the hours of operation they would propose would be 6 AM to 2 PM with the height of their traffic expected between 6 AM and 8 AM. Pretorius noted that they did tell their developer that the five parking spaces across the street must be completed for the purchase of this property. The five spaces Board of Adjustment August 10, 2016 Page 4 of 7 will be diagonal parking spaces and the homeowners association will maintain the spaces (snow removal, etc.). The parking will have no restrictions (no time limits) and will be open to all (not just for the coffee shop). Pretorius noted that as a resident of the area, he had expected an increase in traffic when the restaurant opened and was pleasantly surprised that did not happen. He also clarified that each commercial unit has a one-car garage, the restaurant did have two but converted theirs into a kitchen and dry storage area. Pretorius also said they have no intent to use their dry storage area ever for the public. He noted that they have applied for both a permit for retail and for food service, the primary focus is the coffee shop but in the future may want to add in some retail items similar to a mini-mart and also said they do not have an intent at this time to obtain an alcohol license, but that could come up later. Their main goal is to compliment but not compete with the restaurant (Apres Bistro — whose current hours are 5 PM to 10 PM weekdays and 5 PM to 11 PM on Friday and Saturday). With regards to music there will be music played inside but no intent to have it outside. For signage there will be a 6 by 2 foot sign that will be on the corner of the building and is non-illuminated. Soglin asked about deliveries and when those would be expected. Pretorius responded that they have not figured out the logistics yet of who would be doing the deliveries but are in discussions with the company that Apres Bistro uses and they usually deliver around 2 PM. Soglin asked how many employees they expect. Pretorius said their initial pro forma shows two in the busy hours and just one during other times of the day. Soglin noted they would likely need to drive into the area for their jobs so that would contribute to additional parking. Pretorius agreed. Goeb asked about summer hours and being open later to serve ice cream. Pretorius said they have tabled the ice cream idea for now, eventually they might like to be open later on Friday and Saturday for that, but they will need to revisit that at a later date. Dulek stated that from the City Code it does state that "no person should load or unload crates, containers, building materials, garbage cans or similar objects outdoors between 10 PM and 6 AM" so therefore there should not be deliveries at 4 AM. Jessica Kinney (co-owner of the coffee shop) will be taking primary responsibility for the execution of the menu, staffing and front of the house operations. The menu will not be extensive, focus will be on the coffee service, with about five items offered for breakfast and lunch. It will be pretty basic with sandwiches and grab-n-go items. Cory Wilson (1451 Foster Road) lives in the area and works for the development office. He stated the neighborhood is pretty excited for a coffee shop in the area. With regards to the parking and the curb cuts, the design of the park had the sidewalk set back with the intention of future parking there. They will also put in some landscaping once the parking is in to tie it all into the neighborhood. Baker closed the public hearing. Weitzel moves to approve a special exception to allow an eating establishment to be located at 1040 Martin Street, subject to the following conditions: 1. Hours of operation are limited to 10 PM weeknights; 11 PM on Fridays and Saturdays. Board of Adjustment August 10, 2016 Page 5 of 7 2. Amplified sound on the exterior of the building is prohibited. 3. Outdoor alcohol service requires an OSA permit. 4. All aspects of the commercial establishment are limited to the first floor of the building: 766 feet of commercial space for customer access and operations for the eating establishment; 377 square feet to be used as backroom storage only. Chrischilles seconded the motion. Weitzel finds that the use draws from the neighborhood itself which was primarily intended to have some small commercial uses as specified in the Staff Report, Comprehensive Plan and Zoning Ordinance. Soglin stated regarding agenda item she concurs with the findings set forth in the Staff Report of August 10, 2016 and conclude 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 as our findings with acceptance of this proposal. A vote was taken and the motion passed 5-0. Baker stated the motion declared approved, any person who wishes to appeal this decision to a court of record may do so within 30 days after this decision is filed with the City Clerk's Office. BOARD OF ADJUSTMENT INFORMATION: Soglin noted that the Board had an application the previous year (EXC15-00012) regarding the MidWestOne Bank at Rochester and First Avenue and now that construction of that is underway she noted that much more of the building has been torn down than she had anticipated from the application. She asked if Staff could review. ADJOURNMENT: Weitzel moved to adjourn. Soglin seconded the motion. A vote was taken and the motion passed 5-0. *97-110 eZe]yi193111- l birdAM ATTENDANCE RECORD NAME TERM EXP. 9114 10114 12116 1/13 2117 319 4/13 6/15 7/13 8/10 BAKER, LARRY 1/1/2017 X X X X O/E X X X X X GOEB, CONNIE 1/1/2020 X X X X X X X X X X GRENIS, BROCK 1/1/2016 X O/E X — — — — -- CHRISCHILLES, T. GENE 1/1/2019 X X X X X X X O/E X X SOGLIN, BECKY 1/1/2018 X X X X X X O/E X X X WEITZEL, TIM 1/1/2021 — — — X X X X X X KEY: X = Present 0 = Absent O/E = Absent/Excused — = Not a Member Board of Adjustment August 10, 2016 Page 7 of 7 r -JPL CITY OF IOWA CITY 'JO-04A6 MEMORANDUM_ Date: September 29, 2016 To: Mayor and City Council From: Stefanie Bowers, Staff to the Human Rights Commission Re: Recommendation from Human Rights Commission At their August 16, 2016 meeting the Human Rights Commission made the following recommendation to the City Council. Amendments to the Human Rights Ordinance include removing all references to the term "housing accommodation" as that term is not used in the Fair Housing Act, replacing the phrase "men and women" with "persons" and conforming time periods to match Iowa Code Section 4.1(34). Coulter moved to approve the amendments; the motion was seconded by Ghoneim. A vote was taken and the motion passed 6-0. 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 (Final Reading Set for October 4, 2016 Formal Council Meeting). S:RECform.doc Minutes Human Rights Commission August 16, 2016 Lobby Conference Room APPROVED Members Present: Eliza Willis, Andrea Cohen, Paul Retish, Shams Ghoneim, Adil Adams, Joe D. Coulter. Members Absent: Kim Hanrahan. Staff Present: Stefanie Bowers. Recommendations to City Council: Yes. The Commission recommends that the Council adopt the amendments to the Human Rights Ordinance as noted in the attached memo from the Human Rights Investigator. Call to Order: Ghoneim called the meeting to order at 5:31 PM. Approval of July 19, 2016 Minutes: With minor edits Coulter moved to approve the minutes; the motion was seconded by Cohen. A vote was taken and the motion passed 6-0. Funding Request for Iowa City Voter Registration for Persons with Disabilities: Coulter moved to approve funding for actual cost or no more than $200 to create and print flyers that advertise free transportation to persons with disabilities to vote at their respective precincts on Election Day. The flyers will be posted in public places and sent to social service agencies. The motion was seconded by Retish. A vote was taken and the motion passed 6-0. Amendments to Human Rights Ordinance: Amendments to the Human Rights Ordinance include removing all references to the term "housing accommodation" as that term is not used in the Fair Housing Act, replacing the phrase "men and women" with "persons" and conforming time periods to match Iowa Code Section 4.1(34). Coulter moved to approve the amendments; the motion was seconded by Ghoneim. A vote was taken and the motion passed 6-0. Building and Crossing Bridges Together: To date a news release has been prepared and co-sponsors have agreed to do a variety of things in preparation for the event including printing materials (University of Iowa Center for Human Rights) and providing refreshments (University of Iowa Chief Diversity Office). Human Rights Breakfast: Diane Finnerty, Assistant Provost for Faculty at the University of Iowa, will be the keynote speaker. A news release has been sent out announcing that nominations for the annual awards breakfast are currently being accepted. Monthly Meeting Follow Up: Commissioners spoke on the need to be mindful of their roles and the importance they serve in the community. All members should have a voice and if there are opportunities to utilize best practices and set high standards monthly meetings are one of the best places for them to exemplify this behavior. Tai Tomasi ADA Anniversary Event: This event was held the Iowa City Public Library from 2-4 PM on Friday, July 22. Turnout was lower than anticipated but the presentation was excellent. Mayor Throgmorton introduced Tai Tomasi. Job Fair: The annual job fair will be held on September 13. Registration is open and spots are filling up on a daily basis. Ad Hoc Committee: Willis and Hanrahan met with representatives from the League of Women Voters to discuss the possibility of a collaborative project where volunteers would canvass neighborhoods that have low voter turn out to promote the importance of voting. Iowa City Community School District Equity Committee: The Committee continues to work on high turnover in areas of leadership and collecting data from the various schools on outcomes for children of color and children with disabilities. Reports of Commissioners: Cohen reported on an upcoming program being sponsored by the Johnson County United Nations Association Chapter for "Celebrating the World's Children." Coulter reported on the 18th Annual Iowa Latinx Conference being held on October 7 at the Iowa Memorial Union. Adjournment: 6:39 PM. Agenda Item 5b CITY OF IOWA CITY � MEMORANDUM seww mal Date: July 28, 2018 To: Human Rights Commission From: Kristin Watson, Human Rights Investigator CC: Stefanie Bowers, Human Rights Coordinator Re: Revisions to Human Rights Ordinance IntroductionlBackaround: The Human Rights Ordinance was given a comprehensive update In December, 2015. At that time, reference to "housing accommodation" was removed, as the term had no counterpart In the Fair Housing Act. The phrase was replaced with "dwelling.' However, we were notified by the codifier that a few stray references to "housing accommodation" remained In the Ordinance. Because these references needed to be removed and replaced with 'dwelling," we also had the opportunity to address two other Issues. First, the phrase 'man and women" was used in describing desired appointments to the Commission. Given Iowa City's commitment to human rights for at, Including those of all gender Identities, we felt that replacing "men and women' with "persons" was more inclusive and better reflected the spirit of the City. Second, time periods given throughout the Ordinance were unclear, as they simply referenced a number of days during which something must be done, or after which something could not be done. There was no clear direction regarding days upon which City Hall is dosed, if the last day of the time period fell on a weekend or holiday, did that mean the time period expired before the weekend or holiday began, or on the next business day? Recommendation: Amend the Human Rights Ordinance to: 1. Remove the stray references to 'housing accommodation" and replace them with "dwelling' to conform to the rest of the Ordinance, 2. Replace the phrase "men and women" with 'persons; and 3. Add a section to the Ordinance stating that where a time period Is given, counting of the time shall conform to Iowa Code Section 4.1(34), which, in a nutshell, means that if the time period expires on a weekend or federal or state holiday, the time period is extended to the next regular business day. Human Rights Commission Attendance Record NAME TERM EXP. 9/16 15 10/20 15 11/17 15 12/15 15 1/19 16 2/16 16 3/15 16 4/18 16 5/17 16 6/21 16 7/7 16 7/19 16 8/16 16 Joe D. Coulter 1/1/2019 X X X X X X X X O/E X X O/E X Adil D. Adams 1/1/2019 --- -- -- --- O/E O O/E O X X X X X Eliza Jane Willis 1/1/2019 --- --- --- --- X O/E X X X X X X X Paul Retish 1/1/2017 X X X X O/E X X X X X X X X Orville Townsend, Sr. 1/1/2017 X X X X X X X X X X X X R Karol Krotz 1/1/2017 -- --- -- --- --- --- --- -- O O O R R Andrea Cohen 1/1/2018 -- -- --- -- X X X X X X X X X Kim Hanrahan 1/1/2018 X X X X X X O/E X X X X X O Shams Ghoneim 1/1/2018 X O/E X X O/E X X X X X X X X Key X = Present O = Absent O/E= Absent/Excused R = Resigned -- = Vacant 3b(3) Q,0 IOWA CITY f� PUBLIC LIBRARY 123 S. Linn St. •Iowa City, IA 52240 %Susantni9•no• 3143563I90•w 31T3%3.91�www.kgag BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED August 25 2016 Members Present: Diane Baker (in at 5:06 pm), Janet Freeman, Adam Ingersoll, Thomas Martin, Robin Paetzold, Meredith Rich -Chappell, Jay Semel, Monique Washington. Members Absent: John Beasley. Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Brent Palmer, Angela Pilkington. Guests Present: None. Call Meeting to Order. President Semel called the meeting to order at 5:02 p.m. Public Discussion. None. Approval of Minutes. The minutes of the July 28, 2016 Library Board of Trustees meeting were reviewed. A motion to approve the Minutes was made by Ingersoll and seconded by Washington. Motion carried 7/0. Unfinished Business. Bookmobile Update. RFP bids were due at 2:30 pm on 8/24/16. There were six bids, ranging from $233,000 to $344,000. Craig said the lower three bids are close to our price range; the top three bids are too high. A meeting has been set for Monday (and Tuesday, if needed) to discuss the bids. Craig, Logsden, Michael Swendrowski, our consultant, Dan Striegel, City Equipment Superintendent, and Mary Niichel, City Purchasing Agent, will attend. Bids will be evaluated and a vendor will be selected. If there are items in the proposal that need to be amended, this will be negotiated with the winning vendor. Semel asked if a member of the Board needs to be on the Committee. Craig said it was not necessary. Semel asked how important the cost of the bookmobile will be in determining the winning bid. Craig explained hypothetically how points might be awarded. Semel asked about the specifics of the Special Meeting. Craig said the preferred vendor is chosen, the price may be negotiated, and the Board will approve the contract. [Note: Correction: The RFP document with specifications serves in lieu of a contract. A purchase order is issued based on the RFP.] The special meeting is tentatively set for 5:30 so members travel get to the library after work. Craig said much bookmobile work is going on internally, too. New Business. Library Annual Report. Craig said the Director's report hits the highlights of what transpired during the year. Craig explained our eCollection growth is directly related to the number of items we have in the collection. Paetzold asked about the increase in Help Desk statistics. Logsden said staff were reminded to enter statistics regularly. Library Board Policy #101: By -Laws. This is a regularly scheduled policy review. Craig said the most significant change is the removal of "in person:' Board members have participated in Board meetings electronically and telephonically since the City Attorney approved this form of participation. This change formalizes it. A motion to approve the By -Laws with the suggested changes was made by Rich -Chappell and seconded by Martin. Motion carried 8/0. Staff Reports. Director's Report. Craig asked if anyone felt a new openness on the second floor. Martin said he did. She said light now streams in from the windows across 54" shelves instead of 90" shelves. We removed back files and moved the manga, graphic novels, and comics out of the Nonfiction collection and located them together across from Young Adult Fiction. Craig described the series of ongoing events at the library to commemorate the Shakespeare Folio's month-long visit to the UI from the Folger Library. ICPL will show a series of six movies, present stage fighting for teens, and at the Farmer's Market on 9/10 there will be two programs on how herbs and flowers were used during Shakespeare's time. Children's Services are presenting many programs as well. The UI will be doing a lot of programming in conjunction with the visit. Craig said The Folio will make an appearance in one library in each state and we are quite lucky to have it here in Iowa City. There are strict guidelines for the receiving library, no one may touch the folio. Martin asked if there is a website that has all of this information. Miller will provide this to Board members. Craig said ICPL has three special programs to draw attention to the Cyclo -Cross World Cup and educate Americans about Cyclo -Cross. ICPL will show For the Love of Mud on Tuesday, 9/6 at 7:00 pm; UI Professor Steve McGuire will talk about bike fabrication and design on 9/14, and Dr. John Meehan, the Jingle Cross Cyclo -Cross Promoter and Race Director, will stop by ICPL to give us all the details on 9/20. Baker said hosts are still needed to open their homes for the riders and support teams on 9/24/16. September is Get a Library Card month. Washington asked about our library card statistics. Craig said we were at every elementary school on ice cream social night and issued 100 cards. Departmental Reports: Children's Services. Pilkington said the library will open an hour early on Saturday, 9/17, for children with autism. This provides a less hectic environment than during regular hours. Darrin Crow has experience doing programming for autistic children and he will perform for the group and then again at the regular program later. The North Liberty Community Library expressed interest in participating, too, and they will have a special time for autistic children in October. Washington suggested we get in touch with UI Child Psych. Collection Services. No comments. IT. No comments. Development Office. McCarthy said the year for the Friends Foundation ended better than anticipated. The Development Office is working on the meeting packet for next week's first FY17 Friends Foundation Board meeting. There is a sale on the audio Great Courses in The Book End. Tomorrow The Book End will have a special on baby books. MidWestOne begins its second decade of support for the Library by holding its annual book drive for The Book End at all Iowa City, Coralville, and North Liberty bank offices during September. Spotlight on the Collection. No comments. President's Report. The State Library Town Meeting will be in Coralville on October 4 and the Iowa Library Association (ILA) Annual Conference is 10/12-14/16 in Dubuque. If you are interested in attending, Miller will send links and take care of registration. Freeman asked what the Town meeting is like. Craig said State Library staff do the programming and it is primarily for smaller libraries that may not be able to afford to attend larger meetings. Ingersoll wondered if libraries are going to be multi -media centers in the future. Craig said this is hard to say. She believes books will be here longer than the life of our new bookmobile. Logsden said the economy drives library use to some degree and one reason circulation is down the last two years is the economy has recovered. Now people can afford them and are buying them again so book sales are up. Sales of ebooks have flattened out nationally, Craig said and audio recordings are now trending up. Publishers are offering items in digital format. Semel said the consultants identified that Iowa City people like to read print books. Paetzold believes these trends and patterns were identified by the consultants. Craig said people have been talking about the decline of books for 20 years. She believes the access the bookmobile will provide will drive up book use. Rich Chappell asked other public libraries are having the same experience. Craig said this is a national trend. Semel asked about providing more computer help; Craig said last year we began circulating laptops. Statistics show that all ages and all parts of Iowa City have checked out the laptops. Staff help people every day on all of our computers. The print reference collection has totally been affected by technology since the internet. Clark said we provide classes at all levels during the week for the community. We also have On -Call Tech Help, which responds to a patron's immediate need in the library. Freeman feels the small decline in circulation has been offset by other things we offer. Craig said the Self Checkout machines provided an opportunity for staff to do other things. Ingersoll said in the business world looking more years out is customary; Craig said in the public sector we try to be ahead but also maintain collections and services for people who are slower to adopt new things. Paetzold noted we missed the DO report and President Semel went back to that agenda item. Announcements from Members. Martin said there are two openings on the State Library Commission and encouraged others to serve if they have the time. Paetzold reported she is on the University Libraries Committee. Craig appreciates the collaborative relationship ICPL is developing with John Culshaw, University Librarian at UI. Committee Reports. Foundation Members. Communications. None. Disbursements. The MasterCard expenditures for July, 2016 were reviewed. A motion to approve the disbursements for July, 2016 was made by Martin and seconded by Rich -Chappell. Motion carried 8/0. Set Agenda Order for September Meeting. FY18 Budget. Adjournment. A motion to adjourn the meeting was made by Martin and seconded by Freeman. Motion carried 8/0. President Semel closed the meeting at 5:58 p.m. 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 MeetingDate Name. Temn Expiration 10/22/15 11/19/15 12/17/15 1/28/16 2/25/16 3/24/16 4/28/16 5/26/16 6/23/16 7/28/16 8/25/16 9/22/16 Diane Baker 6/30/19 O/E O/E X O/E X X O X X O/E X X John Beasley 6/30/21 X X X X 0 O/E O/E O/E X X O/E O/E Janet Freeman 6/30/19 X X X O/E O/E X X X X O/E X X Adam Ingersoll 6/30/21 X X X X X X X X X X X O/E Tom Martin 6/30/17 X X X X X X X X X X X X Robin Paetzold 6/30/17 X X X X X X X X X X X O/E Meredith Rich -Chappell 6/30/17 X X X X X O/E X X X X X X Jay Semel 6/30/19 X X X X X X O/E X X X X X Monique Washington 6/30/21 X X X X X X X X X X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting 3b(4) MINUTES APPROVED PUBLIC ART ADVISORY COMMITTEE MAY 3RD, 2016 — 3:30 PM CITY MANAGER'S CONFERENCE ROOM — CITY HALL MEMBERS PRESENT: Sayuri Sasaki Hemann, John Engelbrecht, Juli Seydell-Johnson, Ron Knoche, Tam Bryk, Brent Westphal NOT PRESENT: Bill Nusser STAFF PRESENT: Marcia Bollinger, Calvin Hoff PUBLIC PRESENT: None CALL TO ORDER: Meeting called to order at 3:30pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public comment of items not on the agenda. CONSIDERATION OF THE MINUTES OF THE MARCH 3RD, 2016 MEETING: MOTION: Bryk moved to approve the March 3rd, 2016 minutes. Sayuri Sasaki Hemann seconded. Motion passed unanimously. PUBLIC ART LOGO REDESIGN- SAYURI Bollinger discussed history of logo. Sayuri presented three design options to the Committee. It was decided that Sayuri would make more iterations of design based on the suggestions of the Committee. PHEASANT HILL NEIGHBORHOOD ART REPAIRS Bollinger stated that the neighborhood art project completed in 2010 at Pheasant Hill park was experiencing issues with the mosaic work falling off, particularly at the bottom of some of the 10 plinths. The bench, also part of the project, also had some beadwork that was missing and some exposed edges of the mosaic work that were a safety hazard. Bollinger said she asked Jill Harper, the original artist who coordinated the project with art teachers and their students in the Iowa City school district, if she would provide a proposal for the repair to the artwork. Her estimate was to re -grout, fill in the gaps and seal for $2,200 or to re -grout it, paint areas of missing mosaic to replicate the missing mosaic and reseal it for $4400. Bollinger specified there was $7,600 left in the Public Art budget for Fiscal Year 16. The Committee discussed that both options were very expensive and discussed alternative options. Bollinger suggested the option of covering up the bottom or taking it off. She said she would ask Jill how she felt about that and check with legal on the artist's right. The committee decided to table the decision until the next meeting after Bollinger gathered some more information. PUBLIC ART MATCHING FUND PRGRAM- PROMOTION STRATEGIES Bollinger stated that there were no applications submitted for the April 22 deadline. She explained that there may be an application from the Downtown District and Nolte Academy who were working with Hani Elkadi to create a mural on the Beadology building. She mentioned the Any Given Child project and wanted to encourage artists in residency applications through the program but that would likely be in the fall. She stated that she could carry the money over and asked that the PAAC members help promote the program because July 22 was the last deadline for applications month of funding for the year. Bollinger also mentioned that PAAC needed to discuss, at their next meeting, how Fiscal Year 17 funds should be allocated. She mentioned one idea was to create a mural in the Longfellow tunnel which was frequently tagged with graffiti and Juli brought up the mural spot in the Robert A Lee Recreation Center. UPDATES: Calvin gave an update on Poetry in Public. He stated all poetry had been selected and the posters would be out and distributed in the next two weeks. Bollinger said they would be creating a collage in the display case of the Robert A Lee Recreation Center as the space for individual poems was limited. She stated she needed to work with Mercer to discuss display options. Posters would go up in the Senior Center, buses, and public library. Bollinger gave an update on Kidz Tent. She stated it was June 5' from 10:00am-4:00pm, that artists would be asked to donate their art and it would be sold to children under 12 years of age. Saturday was the pickup and that Sundays shift, for the tent sales, would be two hours. No other news. ADJOURNMENT: Knoche moved to adjourn the meeting. Tam Bryk seconded. Meeting adjourned at 4:35 PM. Public Art Advisory Committee Attendance Record 2015-2016 Name Term Expires 5/8 6/4 7/16 2/4 3/3 5/5 Bodkin Bryk, Tam 01/01/19 X X O/E x O/E X Engelbrecht, John 01/01/18 X O X x X X Westphal, Brent 01/01/17 X X X x X X Nusser, Bill 01/01/17 O O X O O O Hemann, Sayuri Sasaki 01/01/18 X X X x X X Knoche, Ron X X X x X X Seydell-Johnson, Juli --- -- - - X X X Key X = Present O = Absent O/E = Absent/Excused --- = Not a member -7tsaa-TlF— 3b(5) MINUTES PUBLIC ART ADVISORY COMMITTEE AUGUST 4, 2016 — 3:30 PM LOBBY CONFERENCE ROOM — CITY HALL APPROVED MEMBERS PRESENT: Tam Bryk, Bill Nusser, Seydell-Johnson, Sayuri Sasaki Hemann, Brent Westphal, Ron Knoche NOT PRESENT: John Engelbrecht STAFF PRESENT: Bollinger PUBLIC PRESENT: CALL TO ORDER: Meeting called to order at 3:30pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public comment of items not on the agenda. CONSIDERATION OF THE MINUTES OF THE AUGUST 4th, 2016 MEETING: Bollinger stated she did not have the minutes from May to discuss but that she would have them ready for the next meeting. PUBLIC ART MATCHING FUNDS- REVIEW OF APPLICATIONS: Iowa Disability Creative Works Gallery Fall Art Show Q/A: Tom Walz gave a brief description of the program and its goals. Bollinger asked for clarification of the event date. Applicant responded October 15th. Bryk asked for clarification on use the $600 requested. Applicant responded it will be used to hire someone to do the leg work, provide a good meal, and for publicity. Seydell-Johnson asked how many artists applicant he thinks he will have. Applicant says there are 25. Bryk asked Walz about qualifications and what is considered a disability. Walz responded that participants must have a connection to Iowa, have a disability of their own definition, and that it is all ages. Iowa City Marimba Orchestra Project Q/A: Virginia Armstrong provided a brief description of her application. Bollinger said project may be more appropriate for FY17 funding as it would not occur until fall, 2017. Bryk asked if platforms that would be funded as part of the grant would only be used for only the one day event. Armstrong responded that the platforms would be used again for touring. Bryk asked if requested funds were just for the one day event. Armstrong said yes. It was suggested that a platform may already be available through other channels. Armstrong stated that platform must be the right size because the instruments were larger than typical musical instruments. There was an inquiry made about rehearsal stage use and time of concert. Bollinger asked if applicant would apply to the Iowa Arts Council grant. Armstrong stated they have not yet applied. Bollinger asked if applicant didn't receive funding if there were other options for funding the performance. Armstrong stated it would be hard to pay for advertising, build a stage, bring artists in and rent the music — which was one of the biggest expenses. Bryk asked if the funding would pay for the rental music. Armstrong responded no. Bryk inquired about printed marketing. Armstrong responded that pamphlets would be sent to larger schools in Illinois and Iowa. Open Washington Ribbon Project Q/A: Seydell-Johnson asked if grant application was to pay for what was already in place. Applicant responded it would be used to extend the project and purchase more ribbons. Seydell-Johnson asked if anything would be changed for the second phase. Thomas Agran responded a material change would be made, due to fading red ribbons. Westphal asked if fences that are already ribboned would be reused. Agran answered that the most densely populated fences would be prioritized. Bryk asked why more buckets were needed. Agran responded vandalism had caused buckets to decrease from 10 to 5. Agran explained that he hand cut the ribbons as made about how the ribbons were cut. Bollinger asked if the grant requested on the application were all hard costs. Agran responded it would be used to make ribbons, take down the ribbons, and purchase material. Bollinger asked how a reduced amount would affect the project. Agran said there would be less ribbons and less compensation for his time. Travelers Aquarium Q/A: Sayuri Sasaki Hemann Sasaki Hemann gave a brief description of project and explained the budget of $5800. Seydell- Johnson questioned that nothing live was in the aquarium. Sasaki Hemann confirms that she creates sculptures and creatures with light weigh material to create an illusion of being underwater. Bollinger asked what fabric is used. Sasaki Hemann responded that the materials were organza and felt. Westphal asked if applicant made the original pieces in the first six. Sasaki Hamann responded yes, but that she is still working on it. Bryk asked how limited funding would impact project. Sasaki Hemann responded that 47 hours of work she put in would come out of her own pocket. (Nusser arrived 4:15 PM) Westphal asked if applicant received money from UIHC. Sasaki Hamann said the Iowa Arts Council provided $3940. Westphal asked what the UIHC Project Art was. Sasaki Hamann responded the project art coordinator was working with her and allocated 30 hours to the project, the in kind donation. Center for Afrofuturisitc Studies- "Beyond Realism" Speaker Q/A — Kalmia Strong Kalmia Strong presented an overview of the application. Nusser asked where the event would take place. Strong answered Public Space 1 and at an upcoming book festival where the venue was TBA. Nusser asked why they were not in centrally located place like the library. Strong responded she believed location was central. Westphal asked if three artists were doing the workshops. Strong says yes, that part of their residency includes doing a youth workshop organized by the Dream Center. Westphal asked how long their residency was. Strong responded one month. Bryk inquired about the months. Strong responded the residencies would be staggered through September, October, and November. Bollinger asked about the opportunity of locating some events in the South District. Strong responded that the challenge was trying to figure out the best location and that some people would be hesitant to go to the southeast neighborhood. Strong also stated that PSI had all the necessary supplies and that the audience was intended to be diverse, therefore downtown was a good option. Bryk asked what would happen without funding. Strong said they received a $10,000 grant from the Iowa Arts Council that is required to be matched so without this fund the grant would be impacted and they would not be able to ask the same requirements of artists. The Care Free Contraption- Q/A - Jeanne Smith, David Dunlap Bryk inquired about more information on the project. Smith stated they have four learning sessions could invite people to play music, interact with them, play games and that there would be an inflatable sculpture. Bryk asked what they will do if funding is not provided. Smith stated funds would be used for materials and that they could do it in a smaller form. Bollinger confirmed the time frame was from August -October, stated the opportunity to reapply and asked why the installation should be right now. Dunlap responded that it was the time frame they had focused on and that this was a good time with so many visitors in for the football season. Bollinger asked if a different date was out of the question. Dunlap responded that there was flexibility. Nusser inquired about the overall benefit. Dunlap answered it was a community building and that makers, artists and public would benefit. Nusser asked how long project would be up. Smith responded one day, on the second Saturday of October. Dunlap said it could be presented a number of times and be identified as a sight or place people could find. Project Playground Q/A— Eric Neuhaus Eric Neuhaus gave a brief explanation of the game and set up. Bryk asked how big buttons would be. Neuhaus stated big, to be seen from a distance, and obvious in shape in color. Nusser stated ages would react differently and that it seemed like an opportunity for bullying. Neuhaus responded that there was a no fail state and younger kids could enjoy it while older kids could get more out of it. Nusser asked if it has to be a group. Neuhaus said it is likely to be a group of people based on the distance of buttons. Nusser asked when the game ended. Neuhaus said it was an endless game. Nusser asked if the reward was having a response to the pushed button. Neuhaus explained there was a visual reward like hallways, backgrounds and character changes. Bryk stated that applicant was asking for $400 when the total project was $500 and asked what would happen if they did not receive the total $400. Neuhaus stated it would take the group a little longer and that he would be willing to invest I it. Nusser asked who would benefit. Neuhaus responded it would give kids the opportunity to play a game with an extra layer of interactivity and that the future held more educational and cooperative opportunity. Neuhaus stated that it was also an opportunity to for game developers and tech people to merge together and for kids to become interested in programming. DISCUSSION ON FY17 PUBLIC ART PROGRAM BUDGET: After discussion regarding the grant applications, it was decided to not fund The Care Free Contraption. The committee felt that application and presentation were incomplete, the concept needed to be more refined, and that the experience was more for their group and not the public. PAAC came to the agreement that they would fully fund the Iowa Disability Creative Works Gallery. PAAC decided not to fund the Iowa City Marimba Orchestra Project. It was felt that the applicant couldn't justify the money she was asking for and decided to hold off consideration of funding until the next funding year. PAAC agreed the Open Washington Ribbon Project was a worthwhile project and decided to fund $1500, $500 less than the original request. It was also agreed to fund full amount to the Travelers Aquarium as it was good for hospital moral and liked the idea of the workshops bringing people in. The Afrofuturist Studies grant was also funded in full with $2000 as well as the Project Playground for $400. Overall, $5,700 was allocated. DISCUSSION ON FY17 PUBLIC ART PROGRAM BUDGET It was decided that PAAC would discuss the FY17 funds at the September meeting. OTHER: None. ADJOURNMENT: Knoche moved to adjourn the meeting. Bryk seconded. Meeting adjourned at 5:30 PM. Public Art Advisory Committee Attendance Record 2015-2016 Name Term Expires 7/16 2/4 3/3 5/5 8/4 Bodkin Bryk, Tam 01/01/19 O/E x O/E X X Engelbrecht, John 01/01/18 X x X X O/E Westphal, Brent 01/01/17 X x X X X Nusser, Bill 01/01/17 X O O O X Hemann, Sayuri Sasaki 01/01/18 X x X X X Knoche, Ron X x X X X Seydell-Johnson, Juli -- X X X X Key X = Present O = Absent O/E = Absent/Excused = Not a member Approved Minutes August 18, 2016 MINUTES SENIOR CENTER COMMISSION August 18, 2016 ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Mark Holbrook, Kathy Mitchell, Margaret Reese, Cheryl Clamon Members Absent: Joy Beadleston, Jack Hobbs Staff Present: Linda Kopping, Kristin Kromray Others Present: None CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM July 21, 2016 MEETING: Motion: To accept the minutes as amended from the July 21, 2016 meeting. Motion carried on a vote of 5/0. Clamon/Reese PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: Honohan will attend an upcoming Board of Supervisors meeting. REVIEW AND FINAL APPROVAL OF MISSION STATEMENT; VISION; Commissioners reviewed and amended the mission statement; vision; principles; values; accomplishments; issues, concerns, trends and opportunities. Motion: To accept the mission statement; vision; principles; values; accomplishments; issues, concerns, trends and opportunities as amended. Motion carried on a vote of 5/0. Holbrook/Mitchell 3b(6) Approved Minutes August 18, 2016 REVIEW DISCUSSION AND APPROVAL OF GOALS AND OBJECTIVES FOR FY2017-2022: Commissioners agreed to defer this item to the September meeting. OPERATIONAL OVERVIEW: Update on Development Specialist Position: Kopping reported she interviewed and offered the position to an applicant who accepted the position but then after some thought withdrew their acceptance. The position has been reposted. Update on AR/Kitchen/Lobby Remodel: There has been no movement on this project. Update on work with Friends of the Center: A company, Silver Oaks, was chosen to develop a Friends of the Center website. The first design meeting will be set up within the next few weeks. Council's acceptance of County Grant: The City Council accepted the grant from Johnson County. The City Council discussed the decrease in funding over the years to the Senior Center and noted the disparity in cost recovery from the City verses the County. Nutrition Program Update: Elder Services moved forward with their cost saving measures for the congregate dining site at the Senior Center. They are now serving prepackaged meals. COMMISSION DISCUSSION: Honohan went to a City Council meeting and discussed the fall program guide as well as the development of five year goals and objectives. Kopping reported that Commissioner Joy Beadleston is moving out of Iowa City and she will be resigning from her commission appointment. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 5/0. Reese/Clamon 2 Approved Minutes August 18, 2016 Senior Center Commission Attendance Record Year 2016 Name Term Expires 10/15/15 11/19/15 12/17/15 1/14/16 2/18/16 3/17/16 4/21/16 5/19/16 6/11/16 6/16/16 7/21/16 8/18/16 Joy Beadleston 12/31/19 -- -- -- X X X NM O/E X NM O/E O/E Cheryll Clamon 12/31/18 X X NM X X X NM O/E X NM X X Chuck Felling 12/31/15 X X NM -- -- -- -- — — -- -- -- Jack Hobbs 12/31/16 X X NM X X O/E NM X X 11 NM X O/E Mark Holbrook 12/31/18 X X NM X X X NM X O/E NM X X Jay Honohan 12/31/16 X O/E NM O/E X X NM X X NM X X Kathy Mitchell 12/31/19 X X NM X X X NM X X NM O/E X Margaret Reese 12/31/17 X X NM X X X NM O/E X NM X X Key: X = Present 0= Absent O/E= Absent/Excused NM= No meeting —= Nota member