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)