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HomeMy WebLinkAbout2017-06-06 Bd Comm minutes3b(1) MINUTES APPROVED BOARD OF ADJUSTMENT APRIL 12, 2017 – 5:15 PM EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Gene Chrischilles, Connie Goeb, Becky Soglin, Tim Weitzel MEMBERS ABSENT: Bryce Parker STAFF PRESENT: Susan Dulek, Sarah Walz OTHERS PRESENT: Doug Bottorff, Jason Dumont, Dana Christiansen CALL TO ORDER: The meeting was called to order at 5:15 PM. ROLL CALL: A brief opening statement was read by Soglin outlining the role and purpose of the Board and the procedures that would be followed the meeting. CONSIDER THE JANUARY 11, 2017 MINUTES: Goeb moved to approve the minutes of January 11, 2017 with minor edits. Chrischilles seconded the motion. A vote was taken and the motion carried 4-0. SPECIAL EXCEPTION ITEM EXC17-00002: Discussion of an application submitted on behalf of Regina Catholic Educational Center to allow the expansion of a General Education Facility in the Low Density Single -Family (RS -5) zone at 2140 Rochester Avenue. Walz distributed to the Board a sheet on the building elevations that had been left out of the packet they received. The Regina Education Center is located on Rochester Avenue close to the Rochester Avenue and First Avenue intersection in the northeast part of Iowa City. Walz showed images of the property, and noted it is located in the low density single-family (RS -5) zone and showed the zoning map of the surrounding map uses. There is a RM -12 zone to the east and a neighborhood commercial zone to the south, and Hickory Hill Park (a public zone) to the north. The School property is just under 40 acres in size. The application is to allow an expansion of a General Education Facility (any K-12 school) in the RS -5 zone—any building expansion of more than 500 square feet requires a special exception. Walz explained that public schools are zoned a public zone and are subject to slightly different standards and are reviewed administratively because they are not part of the residential zone. Iowa City does not have a lot of private schools. Staff tries to approach these applications with this in mind. Board of Adjustment April 12, 2017 Page 2 of 8 The applicant proposes to construct anew 12,973 square foot (120 x 110 approx.) building to serve as an athletic training facility. The two story structure will include bathrooms and weight training and wrestling rooms on the first floor; the second floor will provide turf and a batting facility. The applicant has anticipated the occupant load to be 20-30 people; the building is not intended or designed for use by spectators. The Board was given elevation plans and footprint to review in their packets. Similar facilities do exist at the public high schools in Iowa City. The proposed building is a pre-engineered metal wall building on concrete foundation. The structure will be built into the topography such that the average height is 34.28 feet. The maximum height allowed for residential structures in the single -family zones is 35 feet. Walz shared as a point of information, Regina Educational Center is in the process of planning for an expansion of the school building in the near future. Because that expansion is somewhat complex, involving improvements and expansion of parking areas and stormwater handling-and has the potential to generate additional traffic, staff recommended the organization move forward with the request for this accessory use separate from the application for an expansion of the school building and parking areas. The Board's review and decision regarding this application does not set a precedent for any future application. Walz also noted that Regina is in the process of designing a new secondary access drive from First Avenue. The City has strongly encouraged Regina to provide a secondary access point for some time, and they have now acquired the adjoining property to allow that access to First Avenue. Over the past ten years, Regina has gone through the special exception process several times to allow small out buildings and other minor changes. In each case, the City included in its report a mention of a desire for Regina to provide this secondary access in order to put the school, the public, and the board on notice that a drive should be developed. The new driveway will allow cars to exit both to the left and right, but will only allow entrance from the right—cars traveling south on First Avenue. This should alleviate congestion at the intersection, especially during the morning peak hour. While the proposed facility will not generate additional traffic to the site, the City is once again noting the desire for this drive to improve traffic circulation during peak travel times. Walz stated the first specific standard is that it meets the setback requirements of 20 feet front, 20 feet on the sides, and 50 feet on the rear. This proposal exceeds all those requirements. The proposed athletic facility is located behind the School and parking area and will not be readily visible from any of nearby streets and the nearest property lines are located 57 feet to the south and 66 feet to the east where the Regina property abuts neighboring residential zones. The proposed use should be designed to be compatible with adjacent uses. The Board of Adjustment will consider aspects of the proposed use, such as the site size, types of accessory uses, anticipated traffic, building scale, setbacks, landscaping, etc. The proposed building will be located on a high point on the landscape with the tallest side of the building facing north where the topography is sloped. Setbacks from the abutting residentially zoned property are in excess of the 20-foot side setback requirement. Surrounding tree coverage should minimize views from nearby roadways and adjacent residential properties. Mature trees along the east property line will help to soften views of the large structure from property to the northeast, where the residential structure is set at a much lower elevation. There is a line of mature trees on a neighboring property will reduce views from the southeast, where residential structures are set at a similar elevation. Staff has suggested some landscaping to break up the fagade along the southeast corner even through there are trees on the neighboring property. Given that large parking lots can seriously erode single -family residential character of these zones, the Board of Adjustment will carefully review any requests for parking spgces beyond the minimum Board of Adjustment April 12, 2017 Page 3 of 8 required. Walz stated there is no parking required or proposed for this expansion. The proposed use will not have significant adverse effects on the livability of nearby residential uses due to noise, glare from lights, late night operations, etc. Walz explained that all of the activities in association with this facility will take place in the interior of the building, so there should be few externalities. Walz explained that item E from the general standards, related to small additions, is not applicable in this situation. Item F states if the proposed use is located in a residential zone or in the central planning district, it must comply with the multi -family site development standards. Staff has noted that this will be a pre-engineered metal building. Walz explained that the purpose of the multifamily design standards is to create entrances that are visible to the street, street facing facades, and parking behind. Given the location of the building to the rear of the school where it is not readily viewed from any public street, the additional building design standards do not apply, however the building is subject to design review and provides the sort of visible entrance described in the multifamily standards. With regards to the General Standards, the specific proposed exception will not be detrimental to or endanger the public health, safety, comfort or general welfare. The proposed facility exceeds the minimum setback requirements from adjacent residential property and not generating increased traffic to the site. The specific proposed exception will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. All activities will take place inside the building and Staff has suggested that Regina choose a muted color for the building so it fits into the site. Establishment of the specific proposed exception will not impede the normal and orderly development and improvement of the surrounding property for uses permitted in the zone in which such property is located. Walz reflected on the first two General Standards for similar findings. She also noted Regina has become somewhat of a neighborhood school in the northeastern part of Iowa City—an area with healthy property values, a fairly walkable portion of the community— having Regina continue to thrive in this location adds to the many educational options for this part of Iowa City. Therefore allowing it to expand with facilities that are not atypical for public schools seems appropriate. Adequate utilities, access roads, drainage and/or necessary facilities have been or are being provided. Walz stated all the utilities and access roads are already provided for this property, including a new driveway. However, there are some stormwater drainage issues on this larger property. The new addition will drain to the east and tie into the stormwater facility on First Avenue, and have intakes that will go into the existing stormwater facility. Other areas of the site that are having issues are being discussed between Regina and City Staff to find resolutions. Walz said the new driveway will help in ingress and egress, and Staff does not anticipate that the facility since the activities that will be going on in this addition have already been going on elsewhere on the site. Except for the specific regulations and standards applicable to the exception being considered, the specific proposed exception, in all other respects, conforms to the applicable regulations or standards of the zone in which it is to be located. Given the placement of the building on the property, staff believes the multi -family building design standards are not warranted. The proposed use will be consistent with the Comprehensive Plan, as amended. The Board of Adjustment April 12, 2017 Page 4 of 8 Comprehensive Plan allows educational facilities in residential zones so long as they are compatible with the surrounding residential uses. The Central District Plan designates this property as an institutional use because of Regina has been present on the property for such a long time. Walz reiterated it is regarded by many and functions as a neighborhood school that contributes to the value and identity of the area of Iowa City. Staff recommends approval of a special exception for the expansion of a general educational facility to construct a two-story athletic training facility subject to the following conditions: a. Substantial compliance with the plans and elevations submitted with this application b. Design Review approval c. Additional landscaping (tall evergreen trees) at the southeast corner of the building Soglin asked the applicants to come forward and address the Board. Doug Bottorff (Shive Hattery) thanked the Board for their consideration. Goeb asked how long Regina has been located at this property. Bottorff replied since the mid - fifties. Goeb asked if they have always owned all the land, or have more parcels had been purchased over time. Bottorff said the parcel that allows for the driveway to First Avenue was acquired later, but he believed the rest or the property is all part of the original site. Goeb asked if the attendance to the School has been steady over the years. Jason Dumont (Chair, Buildings and Grounds Committee, Regina Board of Education) said at the all-time high the enrollment was about 900 total (K-12) they then dropped to 816 and are at about 840 now. Goeb asked about the possible expansion and wondered if that was space concerns or modernization. Dumont said that would be addressed in detail when that application comes forward but it is mostly modernization. Goeb asked what the plans were for the outside of the addition in terms of color. Dumont said it would be matched to the existing school building color, it would not be a bright color—not blue and gold. Soglin asked about the tree stands and what type of trees are there, noting that ash trees are probably going to be lost in the next five years or so. Dumont noted that a lot of the trees are younger trees and are scrub brush. The plantings they will do on the south side will be evergreen type. Walz stated there are some oaks and evergreens on the property. Dumont said if there were any issues with trees and some were lost, they would plant new ones. Soglin asked about the wrestling camp that will be held in the new addition, if it would be larger than prior camps. Dumont said the addition is just replacing the older metal buildings on the backside of the building and the camp size would be the same and for Regina students. Soglin opened the public hearing. Dana Christiansen (549 North First Avenue) which is the multi -family building to the north and east of Regina. He lives in the northwest corner of the building and will get a limited view of this addition. Christiansen voiced some frustrations based on circumstances such as when his building was being developed the site planning pushed it as far north on the lot as possible in order to have Board of Adjustment April 12, 2017 Page 5 of 8 a limited impact on the ravine and the woods. Then an apartment building developed further north of his building and it was pushed (during the site review process) as far south on its lot as possible to limit impact on Hickory Hill Park. Therefore there is the absolute minimum of setback between the two buildings. Trees were lost, and now even the area they were preserving during the construction of their lot is now being developed. The trees removed to the north were characterized by Staff as scrub trees and while that might mean they don't have much lumber value each spring he witnessed at least a dozen species of warblers migrating through. Christiansen looked at the Regina site last weekend and from what he could tell from a stake labeled "southeast corner" of the building it appears this addition will be placed in a heavily wooded and vegetative area. There are evergreens and cedars that will not be available to screen anything as the footprint of the addition will land on them. There is a large oak tree that appears to be in the path of the driveway. Christiansen appreciates Staff pointing out that screening is necessary, but the southeast corner is not the only one that needs screening. The northeast corner of the new addition will be the biggest piece fagade visible to anybody and it what his building will look out upon. Even in tasteful brown colors the addition will be extraordinarily visible, especially during winter months. To Regina this is an unused corner of its property, but it will impact the neighbors. Christiansen stated Regina tries to be a good neighbor, but there are some poorly aimed lights in the parking lot, and is concerned what kind of lighting will be part of this project. He is happy to hear stormwater will be taken care of through existing storm drains and knows any development uphill from his building will help with drainage. Chrischilles asked Christiansen if he thought Regina might expand one day when he purchased his condo next to the School. Christiansen said he had no thoughts and knows the future is not guaranteed. Chrischilles asked what Christiansen is seeking as a remedy for his concerns. Christiansen replied that he would like to know that Regina examined all other corners of its property to see if there is another location that doesn't impact on a neighbor quite so close. He wants assurance that the project can be screened and that the loss of habitat can be mitigated. He would like to be assured it will not be another floodlight shining into his building, and also if an engineered steel building is the right choice. Chrischilles noted that it appears from the proposal there will still be trees between the addition and Christiansen's building. Christiansen noted he can see the school building from his condo currently. Dumont addressed the Board to reply to how the location was chosen and stated it was because it will be on the new access road, the utilities are easily accessible, and ability to control stormwater. Chrischilles asked about exterior lighting on the building. Dumont said on the north side there will be one outdoor light because there will be an entrance there, but there will not be any lighting added to the east side of the building. There will be some lightening and security cameras on the front of the building and the west side. Bottorff said that any lighting on the north side would be whatever is required for egress by code, no more, just a downcast to meet the code requirements for an exit. Goeb asked if any other material besides a steel building was considered. Bottorff said the pre- engineered metal building is consistent with other buildings on the property. Also from a cost perspective and open spans they wish to have for the function of the interior lend to using this type of building material. Goeb asked Staff about the code for lighting on such buildings and often times sees them lit up all night, but if they aren't being used do the lights have to be on. Walz said that any requirement for Board of Adjustment April 12, 2017 Page 6 of 8 exterior lighting would be a building code issue. Chrischilles asked what the hours of operation for this addition would be. Dumont said that from a security perspective they would like to have those lights on at all times, as well as security cameras. Soglin closed the public hearing. Goeb noted that some of the questions and concerns that Mr. Christiansen addressed might be answered when the application for the expansion comes forward at a future meeting. Walz noted that the construction of the access road will not come before the Board at any time, it is something City Staff has requested for some time for safety and better traffic circulation. All concerns for this building should be addressed now rather than when a possible expansion exception comes forward. Goeb asked if when a new driveway is put in is there consideration to the surrounding trees and vegetation. Walz said if they have to go through a sensitive areas there will be a site plan review that will consider slopes and trees on the site. Chrischilles asked about Staff recommendation C (additional landscaping—tall evergreen trees—at the southeast corner of the building) and why that was chosen for the southeast corner of the building. Walz stated it was Staffs sense the other areas of the building would be screened appropriately by existing trees or not as viewable from neighboring properties. Chrischilles feels it should also be added to the northeast corner of the building as well. Weitzel stated he was not opposed to adding the condition of the northeast side screening. Goeb agreed screening is always a good idea. Soglin asked the Board their views with regards to the issue of the lightening. Weitzel stated that the Code already covers that issue (downcast, foot candle limits, etc.). Soglin noted they could say lighting be no more than the minimum required along the north side and any access lightening be downcast so not to affect adjacent properties. Weitzel agreed to that language. Chrischilles made a motion to approve special exception EXC17-00002 for the Regina Catholic Educational Center to allow the expansion of a General Education Facility in the Low Density Single -Family (RS -5) zone at 2140 Rochester Avenue subject to the following conditions: a. Substantial compliance with the plans and elevations submitted with this application; b. Design Review approval; c. Additional landscaping (tall evergreen trees) at the southeast corner and additional screening be added to the northeast corner of the building in the form of larger canopy trees as approved by Staff; and d. Lighting be no more than the minimum required along the north side and any access lightening be downcast so not to affect adjacent properties Goeb seconded the motion. Board of Adjustment April 12, 2017 Page 7 of 8 Weitzel stated that regarding agenda item EXC17-00002 he concurs with the findings set forth in the Staff report of April 12, 2017 as amended tonight in the motion, and conclude the general and specific criteria are satisfied, specifically setback requirements for adjacent properties and zones. The proposed seems to be compatible and not harmful to any adjacent use, no new noise or additional traffic is expected. So unless amended or opposed by another Board member he recommends that the Board adopt the findings in the Staff Report as our findings with acceptance of this proposal. Soglin noted that the Board heard from neighbor who addressed some concerns with the general standards of public welfare and not being injurious to the use and enjoyment of neighbors, Soglin stated the Board is addressing those concerns in the added subject conditions. A vote was taken and the motion carried 4-0. Soglin 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: Dulek mentioned that Council did approve the changes the Board made to their bylaws and procedural rules. Copies will be sent to the Board. Soglin asked about a past application regarding the gas station on the corner of First Avenue and Rochester Avenue and now that the project appears to be completed the landscaping doesn't seem to meet what was approved with the exception. She also noted there is amplification of noise on the gas pumps. Walz will check into both issues and report back to the Board at the next meeting. ADJOURNMENT: Weitzel moved to adjourn this meeting. A vote was taken and the motion passed 4-0 1307_1716] y11-13111FRI F ori I � il `I ATTENDANCE RECORD NAME TERM EXP. 4/13 6115 7113 8110 9/14 9121 9/30 10/12 1119 12/14 1111 4/12 PARKER, BRYCE 1/1/2022 -- -- -- -- -- — -- -- -- -- X O/E GOEB, CONNIE 1/1/2020 X X X X X X O/E X X X X X CHRISCHILLES, T. GENE 1/1/2019 X O/E X X X X X X X X X X SOGLIN, BECKY 1/1/2018 O/E X X X X X X X X X X X WEITZEL, TIM 1/1/2021 X X X X X X X X X X X X KEY: X = Present 0 = Absent O/E = Absent/Excused — = Not a Member 3b(2) Approved Minutes Human Rights Commission Helling Conference Room, City Hall April 25, 2017 Members Present: Eliza Willis, Jeff Falk, Shams Ghoneim, Adil Adams, Barbara Kutzko, Tahuanty Pena, Joe Coulter. Members Not Present: Kim Hanrahan, Andrea Cohen Staff Present: Stefanie Bowers. Recommendations to City Council: No. Call to Order: Willis called the meeting to order at 5:30PM. Approval of March 14, 2017 Minutes: Coulter moved to approve the minutes; the motion was seconded by Ghoneim. A vote was taken and the motion passed 6-0. (Pena abstained as he was not appointed to the Commission at the time of the March 14, 2017 meeting). Hancher Programming Opportunity: Kutzko and Falk met with representatives from Hancher to discuss potential collaborations. Hancher will present a list of possible programming to the Commission in the near future. Refugee Summit: At this time one or two commissioners hope to attend this event that is being held on June 16 and June 17 at West High School. Iowa City Pride: Coulter and Willis will staff this event being held on June 17 in downtown Iowa City. Coulter will pick up any needed supplies for the event from the Human Rights Office. Summer in the Park: A list of the park addresses will be provided in the May packet. Commissioners will attend Party in the Park in their respective neighborhoods. Staff will provide Human Rights Commission t - shirts to Commissioners for these events. Youth Awards: The annual event will be held on May 10 at 7PM at The Englert Theatre. Over 50 youth will be recognized. Commissioners selected Sabrena Shields, Student Family Advocate at North Central Junior High to receive the Youth Ally Award. A vote was taken and the motion passed 7- 0. Report from the University of Iowa Center for Human Rights: The advisory board will meet on May 1. Announcements: Ghoneim and Coulter both met with visitors from Italy on April 3 to discuss immigration and Community IDs. The event was sponsored by the Council for International Visitors to Iowa Cities. Coulter has attended many Commission sponsored events including the Government of Racial Equity's Advancing Racial Equity: The Role of Government Iowa, two fair housing trainings and a lunch and learn on immigration law and employment. Ghoneim reported on a recent open house held at the Iowa City Mosque on April 14. She also noted that she has been appointed to the Iowa City Mosque Board of Trustees and that the American Civil Liberties Union Iowa Chapter will hold a meeting here in Iowa City on May 7. Kutzko is on the planning committee for the annually held Johnson County Juneteenth Celebration. This year, she is in charge of the Health Fair, in addition to the many vendors who will be in attendance. She is working with organizing University of Iowa medical and dental students to attend this year's event to speak with area youth. Adams recently participated and helped organize a fundraising event for South Sudan. He also attended a community discussion at the Johnson County Neighborhood Centers concerning youth and illegal drug distribution. Willis met with Cohen and Hanrahan to revise the Social Justice and Racial Equity Grant form and processes for FY18. They plan on submitting a proposal to the entire Commission prior to the July 11 meeting date. Staff: The strategic planning meeting for the Social Justice Racial Equity Grant is set for July 11 from 5:15 — 7:15PM at the Robert A. Lee Recreation Center. Next meeting date May 16, 2017 at 5:30PM. Adjournment: 6:48PM. 2 Human Rights Commission Attendance Record Key X = Present O = Absent O/E = Absent/Excused R = Resigned TERM May lune July July Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. NAME EXP. 17, 21, 7, 19, 16, 20, 18, 15, 20, 17, 21, 14, 25, 2016 2016 2016 2016 2016 2016 2016 2016 2016 2017 2017 2017 2017 Barbara 1/1/ --- -- --- --- --- --- X X X X X X X Kutzlco 2020 Jeff Falk I/1/ --- --- --- --- --- --- --- --- --- X X X X 2020 Tahuanty 1/1/ -- --- -- -- --- --- --- --- --- — — X Pena 2020 Joe Coulter 1/1/ O/E X X O/E X O/E X X X X X O/E X 2019 Adil Adams I/I/ X X X X X X X X X X X X X 2019 Eliza Jane 1/1/ X X X X X X X X X X X X X Willis 2019 Andrea 1/1/ X X X X X X X X O/E X X X O/E Cohen 2018 Kim I/I/ X X X X O X X X X X X X O/E Hanrahan 2018 Shams 1/I/ X X X X X X X O/E X X X X X Ghoneim 2018 Key X = Present O = Absent O/E = Absent/Excused R = Resigned 3b(3) MINUTES APPROVED PARKS AND RECREATION COMMISSION APRIL 12, 2017 RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Wayne Fett, Cara Hamann, Lucie Laurian, Angie Smith, Jamie Venzon, Joe Younker Members Absent: None Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall Others Present: Jody Matherly, Iowa City Police Chief; Lynne Ikach, Chris Coretsopoulos CALL TO ORDER Chairman Claussen called the meeting to order at 5:00 p.m. Seydell Johnson introduced Police Chief Jody Matherly to the Commission. Matherly began his position as Police Chief in January 2017. He shared that he has been a police officer for 34 years, was born in Grinnell, Iowa and raised in Flint, Michigan since the age of five. He served as a police officer in Flint for 20 years. He then was the Chief of Police in Grinnell for 9 years, in Altoona for 5 years prior to taking the position here in Iowa City. He said that he is enjoying his new position, likes the fast pace, the community and the challenges in the community. He has been very impressed with the department heads within the City. He reported that there is 120 staff within the Police Department including police officers, animal control and community service officers. The department receives 65,000 service calls per year. He is pleased also with the amount of resources that the University provides. Most recently the Iowa City Police Department participated in a three day training working with the University of Iowa Wrestlers. This training taught last resort techniques after having tried de-escalation procedures without success. Laurian noted that it seems to her that the noise level has decreased dramatically downtown over the last several years. Matherly credits the under 21 ordinance for this change. He commended the Parks and Recreation department for their efforts in engaging the youth in the community. Also present at tonight's meeting was Angie Smith, the newest commission member. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION: Moved by Younker, seconded by Fett, to approve the March 8, 2017 minutes as written. Passed 9- 0. PARKS AND RECREATION COMMISSION April 12, 2017 Page 2 of 6 PUBLIC DISCUSSION None HICKORY HU J UPDATE -TRAIN AND BRIDGE CONSTRUCTION Seydell Johnson noted that RDG Design and HBK Engineering have been contracted to design the Hickory Hill project specifications based on priorities of the Hickory Hill Master Plan. This project includes trail signage, replacement of one bridge, the addition of hand rails to a second bridge, reconstruction of the east trail loop near the First Avenue entrance, and realignment of a trail section near the entrance from Oakland Cemetery. Park Superintendent Hall presented an overview of project scope and priorities. Hall said that the project scope focuses on the trail realignments and bridge replacements. Seydell Johnson noted that the large bridge off of First Avenue is currently under construction and is not part of this project; it is a separate FEMA project. Friends of Hickory Hill have identified erosion issues at the east trail as a high priority item. Audience member Chris Coretsopoulos asked if the road entering the park from Regina High School property would have tile added. Smith noted that Regina will be creating a new entrance from First Avenue and wondering if that will tie into the park. Seydell Johnson will investigate. Staff is looking at signage options which were shared with Commission. The idea is to create more uniformity in the signage throughout the park. Coretsopoulos asked if QR Codes could be added to the signs. Seydell Johnson said it may be possible; however, she is concerned that there may not be a very strong Wi-Fi connection in the park. Laurian asked about what materials will be used for the signs. Staff noted that materials have not been determined. Laurian likes the idea of the sign displaying a map as the park can be difficult to navigate. Seydell Johnson said that some have mentioned that they enjoy getting lost in the park. Lynne Ikach, an audience member, said that perhaps staff could consider signage on the main trails while leaving many of the other trails unmarked. A master plan was completed for this project in 2016 and may be viewed at httn://www8.iowa- citv.or¢/weblink/0/edoc/ 1553574/hickorvhill-masterolan-report-iulv2016.ndf VV*Z1 i7AKII)a00*UV-X21 11103 010 61&71 to 4 Recreation Division Superintendent — Chad Dvson A uatics: Dyson reported that staff has begun preparations to open City Park Pool. Replacement of the grate system at the Robert A. Lee Recreation pool is in process as well. He also noted that Matthew Eckhardt, Aquatics Program Supervisor, is reaching out to various summer camp programs in the community. Finding out their schedules will allow him to better staff the pool when needed. The pool and splash pads will open on Saturday, June 3. Pickle BalltTennis Courts: Dyson note that the project began this week and is scheduled for an end of June completion. Book Mobile: Dyson stated that the Library's new Book Mobile is being unveiled this evening at Mercer Park. PARKS AND RECREATION COMMISSION April 12, 2017 Page 3 of 6 Kickers Donation: Dyson announced that Iowa City Kickers Soccer League will be presenting the department with a $10,000 donation at the April 18 council meeting. These funds will be used to resurface some of the fields with a better drainage system. The Kickers plan to donate $10,000 each year for five years. Parks & Recreation Program Guide: Dyson explained that the newest program guide has been consolidated into a much smaller piece that will direct patrons to the web site for more description of activities. The idea is that this guide will be mailed to homes in the future. Smith noted that she had heard something about a swim lesson scholarship activity that is being planned. Dyson explained that long time Recreation Pool swimmer, Gary Watts, is hosting a private event at his home and will be raising funds for this scholarship. The Parks and Recreation Department will be holding the Splashes for Scholarship fundraiser as well at Mercer Park Aquatic Center. Seydell Johnson added that advocating for all children to learn how to swim will become a part of the parks master plan. Parks Division Superintendent — Zac Hall Natural Areas Plan: Hall noted that the Natural Areas Plan is moving forward and staff has been able to gather critical information. A healthy woodlands assessment is also being done in cooperation with the DNR and State Foresters. This information has been passed on to the Natural Areas consultants. Tree Inventory: This process continues and to date 16,000 trees have been documented. Plan -It -Geo staff will be moving into the parks soon. Playgrounds: Staff will be working on the drainage issues presented at the new playground at Mercer Park this spring. Ashton House Landscaping: The REAP Grant project for landscaping has begun with Carew Landscaping proceeding with site cleaning. Installation of materials should begin this month as well. Raptor Project: Shawn Hawks, Director of the Iowa Raptor Project, has approached staff asking if there might be interest in assisting a scout troop with installation of kestrel houses on trees within the parks. Staff agreed to assist in this program and 42 kestrel houses have been placed throughout the city. Bentler asked if the removal of a large tree near the trail at Ashton House was in preparation for the landscape project. Hall confirmed that is the case and further noted that these particular trees were identified has having structural issues and they were ash trees. Hamann asked why a large tree was removed at the large bridge at Hickory Hill Park. Hall explained that the whole site had to be grated to allow for bridge abutments. Parks and Recreation Director — Juli Seydell Johnson Creekside Park: Seydell Johnson announced that there is a Creekside Park Neighborhood meeting scheduled for Thursday, April 13 at 5:30 p.m. Consultants will gather information for the park design and will share draft plans with commission at a future meeting. This project is funded for 2018. Other Projects: Seydell Johnson noted that there are several projects that are kicking off at this time. Two of these include the Mercer Park tennis/pickle ball court project and the Hickory Hill bridge replacement. Staff met today for the preconstruction meeting for Frauenholtz-Miller Park which is scheduled to take approximately 60 days from start to finish. The playground at Pheasant Hill Park will soon be installed. PARKS AND RECREATION COMMISSION April 12, 2017 Page 4 of 6 Wetherby sport court bids have come in. The bidding process for Riverfront Crossings will take place soon as well. Phase 1 of this project will include placement of underground utilities, creation of 5 -acres of wetland, new trail connections within the park, as well as grading the rest of the area for future development. Hamann said that she lives in the Creekside neighborhood, however, did not receive any notification of the neighborhood meeting. Seydell Johnson explained that postcards were mailed out to those living within 1/4 mile from the park. Hamann does live within this parameter. Hamann suggested placing a sign in a park prior to neighborhood meetings. Seydell Johnson agreed that this is a good idea. Public Art: Seydell Johnson announced that there are two new murals being installed, one in the Recreation Building and one at Mercer Park Aquatic Center. Both murals will be interactive and STEAM based. These will be placed this summer. They are being financed through both Parks and Recreation and Public Art funds. Parks & Recreation Foundation: Seydell Johnson announced that the endowment fund has reached $90,000+, reminding commission that once this fund reaches $100,000 money can be withdrawn for parks and recreation projects. The charitable giving account is at $37,150. This is the account where funds that come in for memorials is placed and then withdrawn on a more regular basis. Community Gardens: Seydell Johnson said that three of the community garden locations are full (Reno, Kiwanis and Chadek Green Parks). Wetherby Park still has 17 plots available. AmeriComs Volunteers: AmeriCorps volunteers have been working with the Neighborhood Development Services Department since last August. They will now move to the Parks and Recreation department. The volunteers will be auditing facility lighting, preparing for LED lighting, also will be doing invasive species removal and will work with the edible landscape projects within the department. Laurian shared that when using LED lighting to keep in mind that the bright white LED's that are used in street lights for instance, are known to interfere with wildlife circadian rhythms making them think it is day when it is actually night. Waterworks Park Bench: Seydell Johnson and Hall were approached by Jim Walters who asked if a park bench could be added at Waterworks Park. As Walters has worked closely with several Eagle Scout projects and in turn has helped to enhance the parks, staff will install a bench at no cost to this location as requested. Adopt -A -Park: Staff is working to revive this program, which has been around for a number of years. Seydell Johnson will invite the adoptees to attend a Commission Meeting annually where they will receive a certificate. CHAIRS REPORT -CLAY CLAUSSEN: Claussen suggested that perhaps the Commission could hold some future meetings in various locations, feeling that this would give members a chance to go out and see more of the parks while also providing an opportunity to interact with some of the public. Seydell Johnson suggested that perhaps this could be done in conjunction with project ribbon cuttings etc. PARKS AND RECREATION COMMISSION April 12, 2017 Page 5 of 6 Nancy Carlson from the audience mentioned that she had attended the Park Master Plan focus group last fall at the Terry Trueblood Recreation Area. She said it was advertised and well attended. Claussen suggested that Commission members consider attending council meetings. Claussen mentioned that meeting a quorum can be more of a challenge for the commission in the summer. He suggested that perhaps one of the summer meetings be dedicated to brainstorming. Those who can't attend could send in their comments. Laurian thought it would be best to have a brainstorming session when all members are present. Seydell Johnson suggested that when the RDG presents the master plan to commission, that that meeting be extended to include the brainstorming session as this would go along with the master planning process. COMMISSION TIMI;/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Laurian again mentioned that it will be important for staff to look carefully at the lights placed in the parks. It is important to think about color, shapes etc. Laurian offered to do some research. Laurian noticed that a lot of the tree planters are not constructed in a way to receive water runoff. She would like Iowa City staff to be more cognizant of this in future planning. Bentler said that she would like to see more progress in recycling plans for parks. ADJOURNEMENT: Moved by Laurian, seconded by Bentler, to adjourn the meetine at 6:13 p.m. Motion passed 9-0. PARKS AND RECREATION COMMISSION Apd112,2017 Page 6 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME •u M N ~ O pp N O� ,may 0C 0C 0 00 N TERM kn N M EXPIRES oe tia Suzanne 1/1/17 X X X X X X X O/E X NM X X Bentler Larry Brown 1/1/18 X X X X X X X X X NM O/E X Clay 1/1/18 X X X X X X X X X NM X X Claussen Maggie 1/1/17 O/E X O/E X X X O/E X Elliott Wayne Fett 1/1/19 X X X O/ X O/E X X X NM X X E Cara 1/1/20 X X X X X X X X O/E NM X X Hamann Lucie 1/1/10 X X O/E O/ X X X X X NM X X Laurian E Paul Roesler 1/1/18 X X X X O/E X X O/E Angie Smith 1/1/18 * * * * * * * * * * O/E X Jamie 1/1/20 * * * * * * * * X NM X X Venzon Joe Younker 1/1/20 X X O/E X X O/E X X X NM O/E 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 3b(4) igft4 IOWA CITY ifs PUBLIC LIBRARY 123 S. Linn St. •Iowa City, IA 52240 v Lvn Cny.w... Ji91565}OOu 319.356N91. www.Kda9 BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED April 27, 2017 Members Present: John Beasley, Janet Freeman, Adam Ingersoll (by phone), Tom Martin, Robin Paetzold, Meredith Rich -Chappell, Jay Semel, Monique Washington. Members Absent: Diane Baker. Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Brent Palmer, Angela Pilkington. Guests Present: Eric Goers, City Attorney, Richard Beebe, Mary Lea Kruse. Call Meeting to Order. President Semel called the meeting to order at 5:10 p.m. Public Discussion. None. Approval of Minutes. The minutes of the March 23, 2017 Library Board of Trustees meeting were reviewed. A motion to approve the Minutes was made by Freeman and seconded by Washington. Motion carried 8/0. Executive Session. A motion was made by Martin and seconded by Washington to go into executive session for the purposes of discussing a legal matter with City Attorney, Eric Goers. Voice vote: Martin aye; Rich -Chappell, aye; Beasley aye; Washington aye; Paetzold aye; Freeman, aye; Semel aye; Ingersoll aye. Meeting reconvened at 6:08 p.m. New website. This presentation will be made at the May meeting. Art Advisory Committee. Craig said the Board regularly appoints people after an application process. A motion to approve the recommendations made by staff for membership on the Art Advisory Committee was made by Martin and seconded by Paetzold. Motion carried 8/0. Art Gallery. Beasley stated Craig's memo was succinct and accurate. The Committee did a thorough inspection of Library and discussion the pros and cons of each location. Beasley felt it was worth going to the next step and felt comfortable with the discussion of the meeting room hallway as a potential art gallery. Semel asked what a next step would be. Beasley said another brainstorming session about what the hallway would need, policy development, and discussion about the process of creating a gallery. Craig said staff could develop a report identifying what would need to be done to have an art gallery in the hallway. Craig believes a memo outlining the next steps could be developed next month. Paetzold asked about a reception area and fire codes. Craig said a reception associated with a gallery show would be held in Meeting Room A. Martin asked about security of the art and if artists understand the risk of hanging art. Thomas Agran, a committee member and artist said at the meeting that it was a cohesive space for an artist and an artist would need to accept the security concerns.. The Board asked Craig to move ahead with a report on the next steps to having an art gallery in the Library. Personnel Policy exception. The City added new language a couple of years ago that made the nepotism policy more strict. We advertised for a Web Specialist a couple of times and we hired the best candidate. In error, the Library employment application has not been updated to ask whether someone is related to a current City of Iowa City employee. We did not realize the Web Specialist we hired was related to someone who was employed by the City in a management position. That person is in a City department that has very little interaction with the Library. A motion to approve the request for the Personnel Policy exception to permit the Web Specialist to continue employment by the Iowa City Public Library was made by Paetzold and seconded by Washington. Motion carried 8/0. Staff Reports. Director's Report. The security cameras in the bathroom law has an updated effective date; the effective date is now when the governor signs the bill. Craig said we will take the cameras out when the bill is signed. The Library will put cameras outside the entrance to the public restrooms so we will be able to observe people coming and going to the bathroom. On the positive side, people have stopped Craig on the street about the cameras and were sorry the legislature not understanding the issues. Semel said he spent three days telephoning legislators and others and never heard back from any of the people he called. The Personnel Policy was previously on the calendar for this month but the City of Iowa City is revising its policy, so we will wait until theirs is completed and will keep it on the Board annual calendar. Craig invites everyone to the STEAM festival on May 19 and 20. Eight or nine schools are coming to the library for the event on Friday, family day is on Saturday. Rooms B & C will be transformed into a steam engine. John Kenyon of the City of Literature announced that Iowa City will host the 2018 meeting of the international UNESCO Cities of Literature in April as part of Iowa City' 10th anniversary as a City of Literature. The Bookmobile will be at the City Council meeting on its informal agenda on Tuesday at 5:00 pm for a tour. Paetzold asked if there will be a tour for the Board of Supervisors. Craig said it was a good idea. Martin asked about guns in the library since legislation has passed. Craig said the City Attorney position is since the City has certain restrictions in place already, they remain in place unless changed by the City Council. However, the City could be sued by persons who feel their rights have been infringed upon by such restrictions. Craig said the City Council will likely have a conversation with the City Attorney. Currently guns are still banned in the Library. Departmental Reports. Children's Services. No comments. Collection Services. Craig talked about all the behind the scenes work to get the Bookmobile ready to operate as a functioning "branch." 2 IT. Paetzold wondered how much ransom was paid to the hackers. Development Office. In addition to the Bookmobile's presence at the City Council meeting a check for $100,000 will be presented to City Council by Peggy Doerge, President of the Friends Foundation Board. Craig and McCarthy were pleased with the fundraising event last Sunday. Spotlight on the Collection. No comments. Miscellaneous. No comments. President's Report. Semel was unhappy about the complete lack of response to his reaching out to legislators about the security camera issue. Semel thanked all of the Board members for their contributions to this issue. Craig said Vicki Lensing stood on the House floor and represented the Library's point of view, so it is on the record of the House. Announcements from Members. Paetzold reminded everyone about the fundraiser tomorrow night at the Englert with local artists performing the songs of Bob Dylan to benefit the Iowa City UNESCO City of Literature. Committee Reports. Foundation Members. None. Communications. James Weaver's certificate. Board members did not understand why it was in the packet. He dropped it off for the Board to see. Disbursements. The MasterCard expenditures for March, 2017 were reviewed. A motion to approve the disbursements for March, 2017 was made by Rich -Chappell and seconded by Washington. Motion carried 8/0. Quarterly Financial reports. Quarterly Use reports. Craig said there were no big surprises in the third quarter. Paetzold asked if there were any outliers in Craig's opinion. Craig stated circulation is down nationwide, but we are hanging in there. Set Agenda Order for May Meeting. Election of officers. Art gallery. Website. Adjournment. A motion to adjourn the meeting was made by Martin and seconded by Rich -Chappell. Motion carried 8/0. President Semel closed the meeting at 6:32 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 Term Expiration 6/23/16 7/28/16 8/25/16 9/22/16 10/27/16 11/17/16 12/15/16 1/26/17 2/23/17 3/23/17 04/27/17 5/25/17 Diane Baker 6/30/19 X 0/E X X X O/E X X O/E O/E O/E X John Beasley 6/30/21 X X O/E 0/E X X X X X X X X Janet Freeman 6/30/19 X O/E X X X X O/E O/E X X X X Adam Ingersoll 6/30/21 X X X O/E O/E X X X X X X X Tom Martin 6/30/17 X X X X X O/E X X X X X X Robin Paetzold 6/30/17 X X X O/E X X X X X X X X Meredith Rich -Chappell 6/30/17 X X X X X X X X X X X X Jay Semel 6/30/19 X X X X X X X X X X X X Monique Washington 6/30/21 X X X X X X O/E O/E X X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting 3b(5) APPROVED MINUTES Iowa City Telecommunications Commission April 24, 2017 — 5:30 P.M. City of Iowa City Cable TV Office, 10 S. Linn St. - Tower Place, LEVEL 3A Call to Order: Meeting called to order at 5:30 P.M. Members Present: Nick Kilburg, Laura Bergus, Derek Johnk, Paul Gowder Members Absent: Staff Present: Ty Coleman Others Present: Bond Drager Recommendations to Council: NONE Approval of Minutes: Kilburg moved and Bergus seconded a motion to approve the March 27, 2017 minutes as presented. The motion passed unanimously. Announcements of Commissioners: None Short Public Announcements: None Consumer Issues: Coleman noted that one issue from the April 2017 Consumer Issues Report involved a customer who was waiting for a cable to be buried. Coleman said that the customer had since reported the cable had been buried sooner than expected. Johnk asked if the resident's call to the City Cable TV Office helped to expedite the resolution. Coleman said that with many issues, it is simply a matter of notifying the right person. Coleman said that Mediacom's Rick Karnes is very responsive and gets the issues resolved. Coleman noted that issues often present themselves when a customer communicates with an out-of-town call center representative. Mediacom Report: Coleman said he had not heard from Lee Grassley and that he was waiting for a response regarding Mediacom's letter of credit. Local Access Reports: Drager said the Library's new Bookmobile had been well covered by the media. Drager APPROVED said the Bookmobile offers books, DVDs, free Wi-Fi, and more, noting that residents can ask for particular items to be made available at the stop of their choice. Drager said the public can go to icpl.org/bookmobile to find out where the Bookmobile will be. Official service is scheduled to start June 1, 2017. City Cable TV Office Report: Coleman said the Cable TV Office staff was getting ready to record a number of concerts this summer, many sponsored by the Summer of the Arts organization. Staff will be recording concerts from the Market Music series at the Iowa City Farmers Market as well as some of the concerts held as part of the Parks and Recreation Department's Party in the Park events, which will be held in a number of Iowa City's neighborhood parks. Municipal Broadband: Johnk stated a plan to hold a Telecommunications Commission work session once a meeting with the City Council was on the calendar. Coleman said he would check on the timeline for meeting with Council. Johnk noted that in the example of Cedar Falls' municipal broadband utility, there was already a public electricity utility, but wondered whether easements would allow a municipality easy access to poles and underground infrastructure. Gowder suggested reading the book referred to in the document prepared by a law student and mentioned in the Council's February 7, 2017 discussion of the topic as well as included in that meeting's packet. Bergus said it isn't just a matter of access to easements, but also owning poles, conduit, and other infrastructure. Bergus noted that a number of entities own poles in Iowa City and that building out a municipal network would be easier if the City already controlled the necessary elements. Adioumment: Johnk moved and Gowder seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 5:41 P.M. TELECOMMUNICATIONS COMMISSION 12 -MONTH ATTENDANCE RECORD (x) = Present (o) = Absent (o/c) = Absent/Called (Excused) Gowder Bergus Kilburg Johnk Homewood 06/27/2016 o/c x x x o/c 07/25/2016 o x x x o/c 08/29/2016 x x x x x resignation 09/26/2016 x x x o vacant 10/24/2016 x x x x vacant 11/26/2016 Meeting not held due to lack of quorum. 12/12/2016 x x o/c x vacant 01/23/2017 o/c x x x vacant 02/27/2017 Meeting not held due to lack of quorum. 03/27/2017 x x x o/c vacant 04/24/2017 x x x x vacant 05/22/2017 x x x x vacant (x) = Present (o) = Absent (o/c) = Absent/Called (Excused)