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2008-03-04 Bd Comm minutes
4b 1 MINUTES PARKS AND RECREATION COMMISSION JANUARY 9, 2008 FINAL MEMBERS PRESENT: Craig Gustaveson, Margie Loomer, Ryan O'Leary, Matt Pacha, Phil Reisetter, Jerry Raaz MEMBERS ABSENT: David Bourgeois, John Watson, John Westefeld STAFF PRESENT: Mike Moran, Terry Robinson, Terry Trueblood GUESTS PRESENT: Sharon Dolash, Ann Dudler, Ed Flaherty, Dianna Harris, Garry Hauser, Tegan Hauser, Del Holland, Sue Kloos, Barb Meredith, Kelly Neppl, Jean Walker, Ed Zastrow RECOMMENDATIONS TO COUNCIL: None OTHER FORMAL ACTION TAKEN Moved by Reisetter, seconded by Gustaveson, to approve the December 12, 2007 minutes as written. Unanimous. Moved by Gustaveson, seconded by O'Leary to approve the concept of developing a small doh park, approximately 3 acres in size, in Scott Park. Ayes: Gustaveson, O'Leary, Pacha, Raaz. Nays: Loomer, Reisetter. Motion carried. PUBLIC DISCUSSION: Del Holland encouraged that Commission continue discussions with the Elks Club regarding a proposed extension of the Peninsula Park Trail to Taft Speedway. Trueblood and Robinson will continue to follow up. CONSIDER DEVELOPING A DOG PARK, APPROXIMATELY 3 ACRES IN SIZE, IN THE SOUTHEASTERN CORNER OF SCOTT PARK: Trueblood reported at the December 2007 meeting that staff and DogPAC are considering the establishment of a small dog park in Scott Park. The proposed location is a section in the extreme southeastern corner of the park approximately three acres in size. Marcia Klingaman, Neighborhood Services Coordinator, sent a letter out to the Scott Park neighbors to inform them of this proposal. Trueblood has received a few responses to date, two of which are against the idea, two are for it and two were undecided but have some concerns. These concerns include parking issues and the potential for cutting into the park space that is currently used for sledding, Parks and Recreation Commission January 9, 2008 Page 2 of 6 football and soccer. Trueblood addressed the space concerns by reporting that there will still be ample room to allow for soccer practice and flag football, and that the proposed area will not interfere in any way with the sled riding activities. Pacha asked if staff is concerned about potential flooding at this park. Trueblood agreed that this could be a concern as Scott Park is a storm water management area. However, Gustaveson mentioned that he has lived in the area for nine years and could only recall a couple of instances where the park was flooded. Trueblood mentioned that they would be taking this into consideration especially when placing the entrance gate to the dog park area, further stating that at times only part of the dog park may be flooded. Reisetter asked staff who would be responsible for paying for this dog park. Trueblood said it would come out of the DogPAC funds; however, the City would still be responsible for maintenance costs, with assistance from DogPAC volunteers, similar to the arrangement with Thornberry Park. Patrons will need to purchase the same dog tag that is necessary for the Thornberry Off-Leash Dog Park. O'Leary asked if the revenue has been enough to off-set the expenses. Trueblood stated not so far, however, that is expected during the establishment of such a park. Staff expects maintenance fees to start decreasing now that necessary items are in place. Pacha opened discussion up to the public present at this time. Sue Kloos stated that she fully supports the park. She asked how people would access the dog park area. Trueblood stated that for now it would be accessed the same as the fields etc. are currently accessed at the park, walking from the parking area. Trueblood will be talking with the necessary departments regarding the parking concerns along Scott Boulevard. Jean Walker, DogPAC member, stated that the idea of these smaller dog parks is to provide an area for neighboring residents to take their dogs, hoping that there will be more foot traffic than vehicle traffic to the park, therefore, alleviating some of the parking concerns. Sharon Dolash supports the idea of pedestrian crossings being addressed in the plan, or perhaps adding push button lights at the crosswalks to address some of the safety concerns of people crossing Scott Blvd. Trueblood will follow up with necessary staff regarding these ideas and concerns. Discussion continued with Commission members. Reisetter said that as this is prime parlkland and is currently used for soccer, football, sledding and other activities, he is reluctant to approve taking approximately one-third of that section of the park for a dog park. Trueblood mentioned that before the Thornberry Dog Park went into the Peninsula Park that there was public discussion about where to place such a park and that at that time Scott Park was a possibility. At that time when discussing Scott Park the plan was to use a much larger portion of the park than what is now being discussed. At that time when meeting with the neighborhood there was very little opposition, but it was ultimately decided that the Peninsula area would be a more suitable choice for a large dog park. Gustaveson stated his support for this proposal saying that he feels it just enhances the "multiuse" abilities of the park. Raaz asked staff how they arrived at the size of approximately three acres. Trueblood stated that when discussing dog parks in the past it was determined that a dog park should not be any smaller than 2.5-3 acres in size as a smaller park would present greater difficulty in maintaining adequate turf. Parks and Recreation Commission January 9, 2008 Page 3 of 6 Gustaveson mentioned that a bridge placed at the backside of the dog park may be a good idea for the future to help lessen foot traffic across the green space of the park. Raaz encouraged that staff investigate traffic calming/quieting methods with appropriate. City staff for this area and also address the parking needs. He also voiced his concern regarding the fence, wanting to make sure that this fence would not discourage people who wanted to walk near the creek to do so. Trueblood said that the planned fence would be placed so as not to do this. Loomer voiced her concern about using parkland for dog parks. Ed Zastrow from the public gave his support for the dog park in Scott Park. He further stated that the popularity of Thornberry Off-Leash Dog Park is evident and this additional dog park ~ivould provide another option for Iowa City residents and perhaps alleviate some of the issues ~t the Thornberry Off-Leash Dog Park. Those present from the public voiced no opposition to the proposal. Moved by Gustaveson, seconded by O'Leary to approve the concept of developing a small dog park, approximately 3 acres in size, in Scott Park. Ayes: Gustaveson, O'Leary, Ppcha, Raaz. Nays: Loomer, Reisetter. Motion carried. CONSIDER ADOPTING A RULE WITH REGARD TO VOTING ABSTENTIONS: Trueblood stated that while this has not been a serious problem for the Commission in the past, because of a recent vote regarding the Wetherby House where there were six abstentions, he was concerned that the vote could have caused some problems. He discussed his concern with the City Attorney who stated that there was not a problem, but that the Commission may want to review the resolution regarding abstentions at City Council meetings that was adopted by the Council in 2000. Trueblood further stated that the Commission is not obligated to adopt this rule, but thought they may want to discuss. After discussion, the Commission decided it wasn't necessary for them to adopt the same abstention policy that governs City Council meetings. The Commission did agree by consensus, however, that a Commissioner should not abstain, from voting unless there is a reason given, and generally this would be only due to a conflict of interest. In response to a question, Trueblood reported that the Wetherby House has a new owner and the plan, as he understands it, is to have the house moved onto private property located at 611 N. Governor (on the corner of Governor and Church Streets). UPDATE/DISCUSSION RELATIVE TO MASTER PLAN: Trueblood distributed a copy of the Progress Report from GreenPlay, LLC regarding the Iowa City Parks, Recreation and Trails Master Plan to Commission Members and members of the Parks and Recreation Commission January 9, 2008 Page 4 of 6 audience. Citizen surveys are to be mailed out to approximately 2,500 citizens this week. A "Findings Presentation" will be scheduled during the third or fourth week in February. Recommendations and action plans will be developed in March after findings compilation is approved. More .discussion ensued about the Findings Presentation and how the Commission wants to proceed with that. The choices include calling a special meeting (expected to~ take approximately two hours) of the Commission to review or they may choose to have a summary presentation given to them following the full presentation. It was the consensus of the Commission that this matter is important enough to devote either an entire Commission meeting to this or to calla "special meeting." Pacha asked what the steps were in adopting the master plan. Trueblood stated that it would be adopted by the Commission and then should probably go to the City Council for formal adoption if they choose to do so. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Raaz suggested that the Commission discuss adopting a policy regarding the placement of historic properties in city parks, perhaps inviting the Historic Preservation and other interested parties to a future Commission Meeting for discussion. CHAIR'S REPORT No report. DIRECTOR'S REPORT The Angel of Hope: Trueblood reviewed a letter he received from The University of Iowa Children's Hospital regarding their request for the use of Riverside Festival Stage for their inaugural Children's Hospital Memorial Service. Of note is that in the letter they mention that they selected City Park "because of its beauty and the presence of the Angel of Hope. We feel that many families will find meaning and peace in gathering at the statue with so many other grieving parents and siblings." Information item only. Budget Meeting: The City Council will be hearing from various boards and commissions at a meeting on Wednesday, January 23 at 6:30 p.m. The Parks and Recreation Commission is scheduled to present at 7:15 p.m. for 15 minutes. New Staff Member: Trueblood announced that the Recreation Division has hired Jeff Sears as a Program Supervisor to replace Bill Blanchard who recently retired. Sears will start on Manday, January 14. Trueblood will invite him to a future Commission meeting. Sears is currently the Recreation Director in Grinnell. Snow & Ice Removal: Trueblood has asked Robinson to present, at a future meeting, a report to the Commission regarding the snow and ice removal responsibilities of Parks, Forestry CBD, and Cemetery Divisions. He further noted that this includes much more than just parks and trails. Some discussion ensued regarding responsibility of cleaning crosswalks and sidewalks as Gustaveson indicated there has been some question of that in the downtown area. Robinson Parks and Recreation Commission January 9, 2008 Page 5 of 6 reported that it is the responsibility of the property owner to remove ice/snow that has "naturally" occurred, but is not required to remove snow/ice that is put their due to plowing etc. This is not the case however for homeowner's driveways -that is the responsibility of the property owner regardless of how the snow/ice got there. ADJOURNMENT Moved by Gustaveson, seconded by Reisetter, to adjourn the meeting at 6:05 p.m. Unanimous PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YEAR 2007 NAME TERM EXPIRES ~ ~ ,,.~ N N M ~ ~ ~ ~ ~ ~ o, r ~ ~ o ~ 00 ~ ~ r. ~ N David Bour Bois 1/1/11 O/E Craig Gustaveson I/1/Il X Margaret Loomer 1/1/12 X Ryan O'Lear 1/1/10 X Matt Pacha 1/1/09 X Jerry Raaz 1/1/12 X Phil Reisetter 1/1/09 X John Watson I/1/11 O/E John Westefeld I/1/10 O/E KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum Parks and Recreation Commission January 9, 2008 Page 6 of 6 --- = Not a Member 4b 2 MINUTES Iowa City Airport Commission October 11, 2007 Iowa City Airport Terminal - 5:45 PM FINAL Members Present: Howard Horan, Chair; Randy Hartwig; Greg Farris; Janelle Rettig, John Staley Staff Present: Sue Dulek, Michael Tharp Others Present: Jay Honeck, David Hughes, Phillip Woolford, John Yeomans, Terry Edmonds, Joe Merschman, Turk Regennitter DETERMINE QUORUM: The meeting was called to order at 5:45 P.M. by Horan. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE SEPTEMBER 13 AND SEPTEMBER 24, 2007 MEETINGS: Hartwig stated that on the September 24t" minutes, page 2, about a quarter of the way down - it states "Screening for the dumpsters so they are not visible to taxing aircraft,'° should read "taxiing" aircraft. Rettig noted that on the September 13`" minutes, she abstained from the vote for the approval of minutes from August 9 and 13 and September 5 meetings. Hartwig moved to accept the September 13 and 24, 2007 minutes as amended; seconded by Farris. Motion carried 5-0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park - Dulek noted that she did not contact those involved, and therefore, no one attended tonight's meeting. She will contact them prior to next month's meeting. b. Farmers National Company -John Yeomans was present to address the Commission regarding the farm ground at the Airport. He stated that since'.... the last meeting he has been thinking about what he could do for the Airport property to improve the income, and possibly get more positive exposure for the Airport. With Yeomans were Joe Merschman and Turk Regennitter, who Airport Commission October 11, 2007 Page 2 of 9 gave a presentation to the Commission. Regennitter addressed the Commission, and stated that in talking to Yeomans they came up with some various ideas for the land. Merschman addressed the Commission next, giving the Members an overview of Merschman Seed Company and explaining the company's background and mission. Merschman stated that they are interested in 20 to 25 acres where they could showcase some of thei new technology in seeds. He continued, stating that they could have their meetings in Iowa City, when farmers from other areas come to see what Merschman has to offer in new technologies. He also stated that aerial tours are a growing area, as well, for farmers to view their farmland from above. Regennitter and Merschman continued, giving the Members information on their company and their goals. They stressed the importance of getting the new technologies to the farmers in this area, and to be able to continue with, research and development, such as the new Omega-3 soybeans. The discussion continued on the various emerging developments in the agricultural field, and how these affect consumers. Discussions continued, with Merschman showing the Members pictures of various field day setups that they have held in the past. He talked about the changes in the various seeds, and how they are aiding farmers in keeping pest problems under control. He then talked specifically about the south end of runway 36, where they would need an entrance put in, at their cost, so they could access this area of farmland without interruption to the runway or to the Airport. They would also be interested in being able to utilize a conference room, when needed, in order to meet with some of the farmers and others that would come to visit this site. Members then asked questions about the proposed farming arrangement, and Merschman and Regennitter responded. They further explained how the plots are "miniaturized" for this type of layout. Rettig then stated that she is talon off guard by tonight's presentation, as she was not prepared for this. She stated that she will have questions for Merschman and Regennitter, but needs time to review this. Hartwig stated that he is in favor of adding this topic to their upcoming agenda, so they can discuss it further. He added that it is very interesting, and that he is sure others would like to be a part of this discussion. Rettig added that she would like to see the Members funnel their questions to Tharp, and to have him then contact Merschman and Regennitter for more information. This would give the Commission time to see how this would fit into the overall plans for the Airport. Merschman and Regennitter reiterated that they are flexible in their plans, and that they would like very much to discuss this further with the Commission. c. Hangar #56 -Terry Edmonds -Farris and Hartwig recused themselves,'. due to conflict of interest. Terry Edmonds was present to address the Commission. Horan noted that Terry's letter was part of their info packets for Airport Commission October 11, 2007 Page 3 of 9 this meeting. Rettig stated that hangar 56 is a "hangar," and not a "garage." Edmonds noted that part of this hangar is not large enough for an aircraft though. Staley then asked what the FAA's rules are on this issue -having non-aircraft items in hangars. Horan explained that the Airport has a "fair market value obligation" in running the Airport, under the FAA regulations. He explained how he called around to see what area storage facilities charge for storing vehicles, in order to give the Airport a better understanding of this issue. It was stated that the FAA does not state that vehicles cannot be stored, but that the Airport has a "fair market value" obligation to charge accordingly. Rettig addressed Edmonds, asking if he was subleasing his space for the cap storage, and noting that doing so would be a violation of his lease. Edmonds said that he did not think that he was subleasing because there is no written agreement with the car's owner, but that the car does not belong to him and the owner contributes to the hangar rent. Edmonds explained to the Commission that this portion of his hangar has an actual garage door on it, and not a hangar door. Staley asked for some clarification on this particular hangar. Edmonds reiterated that all he wants is a hangar space for his plane, but since this hangar is larger and costs more, he feels he should be able to use this space. Rettig stated that she is not in favor of storing cars in the hangars, that this is not a storage facility. She is not in favor of this, and feels that Edmonds has been in violation of his lease. Staley questioned why this hangar was built this way to begin with. Rettig said that if they are going t© allow storage then they need to charge accordingly for storage. Horan stated that he does agree that this could foster storage problems, but that he goes back to his concept of the value of the storage space. Staley asked what the fairgrounds charge for wintertime storage. Edmonds suggested that they mirk off the extra space in his hangar, and that he use just the hangar portion -and pay a lease accordingly. Rettig again noted that he signed a lease that said he could not sublease, and that he has been in violation of this. She feels they need to enforce the leases and the rules, and she feels this is wrong. Staley agreed with Edmonds, stating that they could put in a fence to block this area off, and then they could rent the T-hangar area at T-hangar rates, as was suggested by Edmonds. Staley asked Tharp what the rates are. It would b~ a difference from $304 to about $168 per month. Another option that was discussed, per Tharp, was a private hangar, shaped specifically for this type of aircraft. Rettig stated that she feels there could be liability issues if they don't put up a secure wall and entry on hangar #56. The discussion continued, with Staley asking if they would have any uses for this smaller portion, if it were to be walled in. Dulek stated that in regards to the liability issue, if Edmonds would agree to this arrangement, he could agree to take full responsibility fpr anything in this hangar space. Members then asked about other possible hangar space for Edmonds' aircraft. Staley asked that Tharp look into this, and to see what they can do to help Edmonds find hangar space. Staley anc~ Horan both agreed that they feel the storage isn't an issue -the issue is the fair market value and what they need to charge. The discussion continued, with Airport Commission October 11, 2007 Page 4 of 9 Members asking if there are other aircraft that would make better use of thi$ particular hangar. Jay Honeck suggested the Commission consult an attorney who specializes'in FAA matters. He stated that there is no enforcement of these types of things, that it is up to the Commission to decide if they want to allow storage or not. Staley asked Dulek if the Commission could state that they do allow this storage to happen. Dulek suggested adding the wording that he can maintain his current arrangement, until the issue is resolved. Tharp stated that they do need to decide if they will or will not allow storage in the hangar areas. Staley moved to lease Hangar #56 to Mr. Edmonds for $304 per month' and that Edmonds request from the Airport Commission permission to sublease his space, but that Edmonds can keep the cars in the hangar until the November meeting at which the sublease issue will be discussed seconded by Horan. Carried 2-1; Rettig in the negative; Hartwig and Farris recused themselves due to conflict of interest. Rettig asked Tharp to pull names from the waiting list and to see who could possibly use this hangar space. d. FAA/IDOT Projects -Earth Tech -David Hughes i. Runway 7/25 -The project is going well, per Hughes' report. He stated that they met with the contractor today, and he is planning to start placing concrete soon, depending on the weather. ii. South Aviation Development Study - no changes. Rettig asked for a copy of the draft report, and Hughes stated that he will get this for her iii. South Taxilane Rehab - no changes. . iv. Hangar A & B Doors -this is complete and adjustments have been made, per Hughes' report. He said they will need to make adjustments as the doors are used. 1. Consider a Resolution Accepting Hangar A & B Door as Complete -Consider Resolution #A07-29 accepting Hangar A & B Door -moved by Hartwig, seconded by. Rettig. Motion carried 5-0. v. Jet A Fuel System / AvGas Upgrade -Hughes reported that they have received bids. The grant will be amended to offset the shortage, due to the higher than expected costs. vi. Terminal Apron Rehab -The contractor on this job hopes to stmt next week, again dependent on the weather, according to Hughes. vii. Obstruction Mitigation -Hughes noted that since the last discussion, they have discussed this with the FAA and they have received a new finding on the proposed light poles and are read}'r to move forward with Mid American's relocations. Hartwig asked about timelines, and asked how they impact the opening of the Airport Commission October 11, 2007 Page 5 of 9 runway extension. Hughes also mentioned the booklet, and stated that they are getting ready to get that to the printer. Horan asked) about the United hangar, and when this project will begin. Hug?~es stated that it is an obstruction to the runway. Horan asked if they wouldn't need 60 days or so to bring this hangar to the ground. Hughes stated that they do need to finalize plans for the FAA's comments before they could begin. Hughes asked for some guidance on when the Members would like this done. Horan sand they could time it around the lights, as the concrete will be in place before the lighting. Rettig asked if there was any storage space ~t the new Sand Lake facility that the City purchased recently. Shy added that it's a shame they have to tear down this hangar, but that they have no choice right now. e. Airport "Operations": Strategic Plan-Implementation; Budget; and Airport '', Management -Rettig asked about two overhead door repairs on the monthly budget. Tharp explained that they had two reports from the same building 0f doors not working correctly, and the repair was to replace frayed cables. Tharp further explained, with Rettig questioning why he proceeded with this repair without the Commission's approval. She noted that these are non- budgeted items. Farris stated that this brings up having a maintenance contract for these types of repairs. Staley noted that he sees frayed cables a~ a safety risk, and that it should be replaced immediately. Rettig asked for mdre clarification on this item, noting that Tharp authorized this for $2,500 and that this is in violation of a resolution giving Tharp such approval. The discussion continued, with Rettig continuing to question this. Dulek gave some insighjt to the discussion, stating that the issue is not a legal one, but perhaps a personnel issue. Hartwig noted that Rettig's point is well taken. Rettig stated that they must remember to get multiple bids, and that Tharp must follow the resolution as set forth on his spending limits. Members continued to discuss this particular issue, noting that often times it is impossible to get multiple bids. Rettig then brought up page 5, under Miscellaneous Computer Hardware, the camera, and that it should be moved to the correct line. Then on page 7, Rettig noted that this is another item where Tharp purchased something for', more than the $2,000 allowed amount, noting that there are now two incidents of this happening. She added that getting a bike rack is not an emergency situation. Hangar G Roof Repair -Tharp stated that he failed to report this repair, as well, and that Stanley Overheads did the repairs, and they were the only bidder at the time. He stated that he and several Commission Members were witnesses to the leak and the need $~or immediate repair. The discussion continued, with Members giving their input. Rettig asked for a specific date on when Tharp was notified of the leak, in conjunction with their meeting. Rettig voiced her concerns regarding this roof repair bill, stating that they Airport Commission October 11, 2007 Page 6 of 9 ii. passed a resolution in 2006, stating that Tharp has now violated this resolution three times. Farris stated that he agrees that the $2,000 mark is there so immediate things can be taken care of, amd that they cannot have this happening. Rettig noted that $11,000 plus ofnon-budgeted items has been paid for, but now they have to take this amount from other items, such as training sessions. Staley asked to see a copy of this resolution, which Rettig provided. Farris stated that he agrees that they probably would have agreed to these items, but that they need to move forward now and make sure that this does not happen again. Horan agreed with this. Rettig noted that she will not vote in favor of this, and briefly explained her protest vote reasons. Staley stated that perhaps they should reconsider this resolution, that when there i$ a needed repair such as these, that they may need to have emergency meetings or phone conferences in order to address them sooner than once per month. He suggested they amend this resolution that states Tharp must have approval before any emergency repairs take place. Staley moved to approve these repairs as billed; seconded by Farris. Motion carried 4-1; Rettig in the negatilve. Dulek asked if the Commission would like this item on next month's agenda, with some possible solutions. FY2009 Operations Budget -Horan asked if they shouldn't set up a strategic planning meeting, noting that the proposed farm opportunity needs to be discussed, as well. He asked if they couldn't set a time now for this planning meeting. Hartwig stated that he thought they were awaiting the Willow Creek study first;, Horan agreed. Tharp stated that he had one more item to share, the mower. He discussed the equipment replacement plan, and funds from this can be used to purchase the needed mower for $16,906. Rettig asked for clarification on this State program and how it works. Tharp explained this and the various equipment items in the budget. Rettig moved the expenditure fora 20' mower of $16,906, aqd in turn they extend out the vehicle replacement to cover thin seconded by Hartwig. Motion carried 5-0. Rettig noted that the budget subcommittee has met twice, and thjey have also met with Dale Helling, the Interim City Manager, to get some clarification. She stated that with the sale of Lot #5, they lost around $5,000 from the two leases on this land. She discussed "operating subsidy" and how this is arrived at. She gave the ~ Members some background on the economic development charge in the budget and what the budget subcommittee is considering. She said that they are proposing that some of the leftover monies, from the easement sale and land sale, be used to move up some of Airport Commission October 11, 2007 Page 7 of 9 the project phases. The extra money left over could be used to cover budget deficits, or have it be carried over into a "savings" account. Rettig stated that the asphalt project would be the first one they would propose moving up to this fiscal year. She brief~y explained some changes that have been made to the FY09 budget proposal. Farris spoke to a maintenance budget. Members turned the discussion back to the economic development charge, noting] that they need to say something to the City about this charge. Horan asked when they present this to the Council, and if Rettig would be interested in presenting the budget this year. Rettig alto proposed obtaining State grants to cover a new hangar, and briefly explained the subcommittee's goals. Farris moved to accept t>#e FY2009 budget as proposed; seconded by Staley. Motion carried 5-0. FBO Staff Report - Woolford stated that the construction of the ramp is gong well. He said the helicopter operations are coming in and out, with some above normal activity due to the Hospital's pad being closed. He further stated that on November ls` they will have a new shop mechanic, bringing their total to seven. He also spoke briefly to the possible farming of the Airport land. g. Subcommittees' Reports -Horan noted that the Southend subcommittee mat with Wendy Ford, Bob Miklo, Jeff Davidson and Dale Helling to go over tlje draft report that they have. He said they stated that the Willow Creek study is what is impeding any further development. Tharp spoke about the viewing' area and the progress there. h. Commission Members' Reports -Rettig noted that the primary took place recently, and that there are four candidates running for two City Council seas. She encouraged everyone to attend one of the upcoming forums and to ask questions of the candidates. Hartwig noted that when he was at JetAir recently, he noticed there was some new aircraft there. Rettig stated that sloe would like to know how much use tax they have generated in Johnson County. i. Staff Report -Tharp noted the FY2009 FAA applications are due back to the state December 14, and he briefly explained what they will be putting in this. He also noted that they had a small fly-in gathering at the beginning of the '' month, and they received one complaint on this regarding flying over residential areas versus farmland. He also mentioned the FAA conference end his attendance at this. Tharp also mentioned the University expansion and that this issue is on the Council's agenda for this coming week. Dulek noted that she met with Andy Chappell of the County recently, to discuss the county adopting an updated airport zoning code. Airport Commission October 11, 2007 Page 8 of 9 SET NEXT REGULAR MEETING FOR: November 8, 2007 at 5:45 P.M. ADJOURN: Meeting adjourned at 8:35 P.M. CHAIRPERSON DATE Airport Commission October 11, 2007 Page 9 of 9 Airport Commission ATTENDANCE RECORD YEAR 2007 Meetin Date NAME TERM EXP. 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 6/8 6/28 ' 7/9 7/19 Randy Hartwig 3/1/09 X X X X X X O X X X X X Greg Farris 3/1/13 O/E X X O/E X X X X O/ E X X X John Staley 3/1/10 X X X X X X O X O/ E O/E X X Howard Horan 3/1/08 X X X X X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X X X O/E O/E NAME TERM EXP. 8/1 8/9 8/13 9/5 9/13 9/24 10/11 11/8 Randy Hartwig 3/1/09 X X X X X X X Greg Farris 3/1/13 X X X X X X X John Staley 3/1/10 O/E X O/E O/E O/E O/E X Howard Horan 3/1/08 X X X X X X X Janelle Rettig 3/1/12 O/E X O/E O/E X X X KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting --- = Not a Member 4b(3) MINUTES FIN Iowa City Airport Commission January 10, 2008 Iowa City Airport Terminal - 5:45 PM Members Present: Howard Horan, Chair; Janelle Rettig; John Staley; Greg Farris; Randy Hartwig Staff Present: Sue Dulek, Michael Tharp Others Present: Mary Bennett, Jan Nash, Jennifer Nolan, John Yeomans, Turk Regennitter, Peggy Slaughter, Randy Miller, David Hughes, Minnetta Gardinier, Jay Honeck DETERMINE QUORUM: The meeting was called to order at 5:50 P.M. by Chairperson Horan. RECOMMENDATIONS TO COUNCIL: APPROVAL OF MINUTES FROM THE DECEMBER 13, 2007 MEETING: Horan asked Members if they had any changes, corrections for the minutes. Staley moved to accept the December 13, 2007 minutes as presented; seconded by Rettig, Motion carried 4-0; Hartwig abstaining. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park -Horan noted that this is to extend the ' agreement with Iowa Realty to December 31, 2008. Peggy Slaughter then gave the Commission an update, stating that the party interested in Lot has decided to downsize their original building plans, and they are now. looking at Lot 1. She also noted that another party, who is looking at Lpts 4, 3 and 2, now has a site plan done. She stated that they plan to be in ~' town next week and finish up their offer on these lots. Randy Miller thin stated that originally this party was looking at 4, 3 and half of Lot 2, bud now they are considering all of Lot 2. Slaughter spoke further about the party that is interested in Lot 1, and some other possibilities that may b~ considered for future growth. Airport Commission January 10, 2008 Page 2 of 7 She gave the Members some of the details on this business, as far as building size, number of employees, and business plan. i. Consider a resolution authorizing the chair to sign and the secretary to attest an amendment to the agreement with Iowa Realty Commercial to sell and/or lease property in Aviation Commerce Park -Hartwig moved to Consider Resolution #A~8- O1, Authorizing the Chair to sign and Secretary to attest an Amendment to the Agreement with Iowa Realty Commercial to sell and/or lease Property in Aviation Commerce Park, seconded by Staley. Carried 5-0. b. Old Records/Tallgrass: donate/destroy/store/archive -Jan Nash of Tallgrass Historians and Mary Bennett with the State Historical Society' spoke to the Members next. Nash stated that she and Tharp were searching the attic area of one of the hangars for the historical book and'', came across a banker's box labeled, "Ancient Airport Records." She ~~ noted that there were some old plans that date back to the 1940's. Nashll noted that she is proposing everything she has marked into inventory as i, being donated to the Historical Society. She believes that there is a lot ~f scholarly interest in these documents, and Bennett added some history do what they currently have on the Airport and how this newfound ', information would really compliment that collection. Bennett noted thalt these items would become the property of the State of Iowa, to be ~~ administered by the Historical Society, but would be open to the public for review. Members asked questions of Bennett regarding the State Historical Society and how these items would be preserved. The Deed pf Gift was discussed next, with Nash explaining how they prepare this document and how the inventory is prepared, as well. Rettig asked that' they get copies made of some of the old Airport photos before they hand those over to the State, as they had previously discussed putting these u~ around the Airport. Hartwig asked if they shouldn't first get public input on this. It was suggested that this be done on a 90-day temporary basis,; and during this time the inventory could be reviewed further. At the end of the 90-day period, the Commission could then decide what items to donate. The Members agreed with this idea. Rettig made the motion Ito approve 90-day temporary archiving with the State Historical Society, seconded by Hartwig. Motion carried 5-0. Farmers National Company ', i. Merschman Seeds -Yeomans stated that he and Regennitter hake met with Dulek this week and he shared the lease that they !~ prepared. He briefly explained the lease to Members, stating that they will plan on signing the two-year, $25,000 each year lease later this evening. Yeomans and Regennitter responded to ~, Members' questions regarding the farming operation being 2 Airport Commission January 10, 2008 Page 3 of 7 proposed. Dulek briefly explained some of the liability issues, b~xt stated that the rest of the issues have been resolved. She hopes tp have a finalized lease soon. d. Army Reserve -Tharp stated that he has not heard back from the Army) regarding the issues raised at last month's meeting. He noted that they either need to defer this again, or take a vote. Staley stated that he thought they were going to get some information regarding fair market value ', before they decided this. Tharp stated that in doing some research, he found that 12-cents a square foot seems to be the going rate. The discussion turned to why the Army's lease works the way it does, with Rettig stating that no one else would be able to handle their lease the wady the Army does. Rettig stated that she does not agree with this lease, and that she feels to compare this lease with the Toyota lease is not fair. Shy feels fair market value is more than 12-cents a square foot. Members agreed to consider a 2-year lease, in order to hopefully get the discussion going with the Army Reserve. Rettig stated that she would only agree tb a standard City lease and one based on fair market value. i. Consider a Resolution approving a 2-year lease with the Army Reserve -Staley moved to consider Resolution #A08-02 approving a 2-year lease with the Army Reserve, seconded bey Hartwig. Carried 4-1, Rettig in the negative. Hangar Expansion - Building H -Tharp stated that the Commission had an engineering agreement with Earth Tech to consider this evening. Tharp noted that the project has been capped at $400,000, and 25% of that is fir engineering. He further responded to Members' questions regarding the University's part in this project. Hartwig asked what the next step will ~e, and Tharp noted that they will need to set a public hearing first, with a projected spring construction date. Hughes responded to Rettig's questions regarding the engineering contract in question. i. Consider a Resolution approving engineering services contract for expansion of hangar and office space -Rettig moved to consider Resolution #A08-03 approving Engineering Services Contra~t for Expansion of Hangar and Office Space, with Earth Tech seconded by Farris. Carried 5-0. f. FAA/IDOT Projects -Earth Tech i. Runway 7/25 -Hughes noted that he was late again in getting '~, information out to the Commission and he apologized for this. He spoke briefly about the box culvert and closing out of grants. A~ for the historic booklet, Hartwig mentioned that he would like tq see more copies available for distributing, and make some decisions about who to send them to. Tharp noted that he would Airport Commission January 10, 2008 Page4of7 like to send a letter to all tenants, letting them know the booklets', are available. He will deliver several copies, too, to City Hall. ii. South Aviation Development Study -Hughes noted that he had ', gotten information to the City on this, and it should be finalized yet in January. iii. South Taxilane Rehab -Hughes stated that the grading portion i finalized. Hughes noted that due to weather, much of these ~' projects have been shut down for now. ' iv. Jet A Fuel System / AvGas Upgrade -Hughes has talked with the contractor on this project and they hope to finalize yet this month. Tharp brought up the water detection system, and there will be a', little more CIP funding available in order to finish this up. Horan stated that he feels it is important to stick to the budget that they', have proposed. ', v. Terminal Apron Rehab -Hughes stated that due to weather, this',, project is shut down for now. vi. Obstruction Mitigation - ', United Hangar -Hughes stated they have received the FAA approval on these plans. Discussion began on when this hearing, needs to be held, with Hughes stating February at the latest. Retltig asked if they could hold this public hearing at their next regular Commission meeting. Dulek responded to the legalities surrounding public hearings. 1. Consider a Resolution setting a public hearing for the plans, specifications, form of contract, and estimate on, cost for the removal of the United hangar -Rettig moped to consider Resolution #A08-04 setting a public hearing on February 14 for the plans, specificationsj, form of contract, and estimate on cost for the remo4~a1 of the United hangar, seconded by Hartwig. Carried 5-0. g. Airport "Operations": Strategic Plan-Implementation; Budget; and Airport Management -Rettig asked that Tharp order a new garbage can for the ', parking lot, as they have funds set aside for this. He stated that he will ~' look into this as soon as possible. Rettig also thanked Tharp for replacing the mailbox at the Airport. Staley noted that he has a proposal about the resolution. He suggested substitute language of: In case of an emergency, when failure to take immediate action would have an adverse impact on Airport operations, facilities, personnel, Airport customers, or the general public, the Chairperson is hereby authorized to initiate and execute, and to direct the Operations Specialist to do the same, without Commission approval. A brief discussion ensued, with Members tossing around ideas and 4 Airport Commission January 10, 2008 Page 5 of 7 questioning if they need to have specific dollar amounts in this. Members agreed with Staley's proposal, with #1 and #2 as proposed, and that the levels are $2,000 and $10,000. i. Consider a Resolution authorizing the Operations Specialist and j Chairperson to make purchases and sign contracts -Staley moved to consider Resolution #A08-OS Authorizing the Operations Specialist and Chairperson to Make Purchases and Sign Contracts, seconded by Farris. Carried 5-0. h. Letter of support for Dee Vanderhoef s application to State Transportation ', Commission -Rettig explained that Vanderhoef is applying for the State ~! Transportation Commission and she has asked the Commission for a letter of support in this. The City Council has done this already, according to Rettigh She further explained the State Transportation Commission, and that Dee is!, applying for a seat that opens up in March. Rettig shared the letter that she ~, wrote, stating that she would be glad to have this from the Airport Commission. Staley moved to have the Airport Commission send the letter, as proposed by Rettig, for support for Dee Vanderhoef s Application to State Transportation Commission, seconded by Farris. Motion carried 5-0. i. Change in regular meeting time -Rettig stated that she will always have a ', conflict with these meetings and another meeting that she has on Thursdaysj. She asked if Members would be interested in changing the regular meeting,) or changing those days when she knows she will be unable to be back in time ~or the 5:45 meetings. A brief discussion ensued regarding a 7:00 P.M. meeting time. Rettig stated that April, June, and July meetings will be difficult for l~er to make. Tharp noted the bylaws, and Dulek stated that the bylaws require monthly meetings but not that the meetings occur on the second Thursday. Hartwig stated that he would be willing to change these meetings if others j agree, and he asked others to check calendars for other possible changes that need to be made. He asked that others let Tharp know of their schedules ar~d that they can then readdress this next month. j. FBO Staff Report -Jennifer Nolan from Jet Air addressed the Commission,. She reported that everything is going well, and they are very happy with the snow removal this season. One item that she was asked to share is they are', in the process of getting another eight-passenger jet, and therefore will be looking for more hangar space. This led to a brief discussion on the need fpr more grants to pay for more hangars getting built. k. Subcommittees' Reports -Tharp noted that everything has arrived for the '~~ shelter, however, due to weather, nothing has taken place yet. '~ Airport Commission January 10, 2008 Page6of7 Commission Members' Reports -Hartwig stated that he wanted to recognise the new Mayor, Regenia Bailey. He also noted the Airport News from the FAA, stating that he finds it to be very useful. He asked if the Members would like to receive this newsletter, as well. Hartwig also mentioned a bogk on James Van Allen that he is reading. He noted a picture of James Van Alen at the Airport, circa 1956. He suggested they get a copy of this and add it tc~ their collection of Airport photos. Hartwig also brought up a magazine, Midwest Flyer, giving the Members a brief rundown of its contents. He sta~ed that he thinks Tharp should contact this magazine and let them know what'd happening in Iowa City. Hartwig also noted that some of the pictures they discussed were framed and are now hanging in the weather room. Rettig stated that the Iowa Legislature goes in on Monday, and that she will~~ be there all week for various meetings. She noted that there will be an aviation day in February or March, and that she and Tharp attended last year. She ~! encouraged others to attend this year's function. '~ Horan added that Jerry might be retiring in the spring, and he just wanted ', others to be aware of this. m. Staff Report -Tharp noted that Wednesday, January 23rd is the night the City Council meets with boards and commissions. There will be fifteen-minute time slots to present, and the Airport's time is 7:45 to 8:00 P.M. On the 24th, Tharp stated that the City Council will be meeting all day to discuss the CII~ projects. Tharp noted that he recently had a meeting with Gary Cohn to discuss web cams and security cams, and plans are starting to come together. SET NEXT REGULAR MEETING FOR: February 14, 2008, at 5:45 P.M. ADJOURN: Meeting adjourned at 7:43 P.M. Chairperson Date 6 Airport Commission January 10, 2008 Page 7 of 7 Airport Commission ATTENDANCE RECORD YEAR 2008 Meetin Date NAME TERM EXP. 1/10 2/14 Randy Hartwig 3/1/09 X Greg Farris 3/1/13 X John Staley 3/1/10 X Howard Horan 3/1/08 X Janelle Rettig 3/1/12 X I I ~i KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting --- = Not a Member 7 4b(4 MINUTES FINAL /APPROVED IOWA CITY BOARD OF ADJUSTMENT DECEMBER 12, 2007-5 PM EMMA J HARVAT HALL-IOWA CITY/CITY HALL CALL TO ORDER: Carol Alexander called the meeting to order at 5:04 PM. MEMBERS PRESENT: Carol Alexander, Ned Wood, Michael Wright MEMBERS ABSENT: Michele Payne, Edgar Thornton STAFF PRESENT: Sarah Walz, Sara Greenwood OTHERS PRESENT: Bill McNally RECOMMENDATION TO THE COUNCIL (becomes effective only after separate Council action): None CONSIDERATION OF THE NOVEMBER 14, 2007 MINUTES: Wright stated that on the bottom of page 7 there is an apostrophe fault where it reads, "Hudson's." It should read, "Hudsons." He also noted on the top of page 1 1, "Meg Barren" is misspelled-it should read "Meg Baron." Wright stated that at the bottom of page 11, the last paragraph, the sentence starts with "Paybe," and should read "Payne." Wood noted that on page 3, the first paragraph where it states, "The houuing inspector..."-this should be "housing." He also noted that about half way through the same paragraph where it reads, "Regarding the issue and at joint staff reviewed with staff 'should be clarified to read, "at a joint staff meeting reviewed...". In the following paragraph Wood corrected, "...that would be easily opbserved..." to, "observed." In the third paragraph of page 3, Wood corrected the punctuation error, "...tenants or ownership/" to "tenants or ownership." He also added that in the next sentence, "Members continued to ask..." should be clarified to read, "Members of the Board of Adjustments continued to ask...". On page 5, paragraph 2, third to last line, Wood noted that, "...bares the burden" should be, "bears the burden...". On page 9 he also noted in the second to last paragraph, second to last sentence, it reads, "...that the issue has to due with the phrase..." should be corrected to read, "...that the issue had to do with the phrase...". On page 10, the second full paragraph, Wood said the sentence, "...the Chauncey Sawn ramp available to residents as has offered..." needs to be corrected to read, "...the Chauncey Swan ramp available to residents and has offered...". Alexander noted on page 11, in the last sentence, "RobPhipps" needs a space between first and last names to read, "Rob Phipps." MOTION: Wood moved to approve the November 14, 2007 minutes as corrected. Wright seconded the motion. Board of Adjustment December 12, 2007 Page 2 The motion was approved 3:0 SPECIAL EXCEPTION: EXC07-00009: Discussion of an application submitted by Iowa Wireless Services, LLC for a special exception to allow a cell phone tower in the CC-2 zone at 640 Hwy I West. Walz addressed the Board and reviewed that just to the north of the proposed cell phone tower is a residential site, where cell phone towers are not allowed. Cell towers must be set back from residential zones one foot for every foot in height of the tower. Iowa Wireless is asking for a special exception to locate a cell phone monopole in the parking lot of the bank that is under construction in the CC2 zone. She showed the Board a cell phone coverage chart, provided by Iowa Wireless, which displayed a lack of phone coverage, or a "bowl" in service, in the area because of the hillside and surrounding terrain. She said there are no existing towers in the area for Iowa Wireless to add onto in order to boost coverage, nor can they add onto The Lodge because that is a residential zone. Walz reminded Board members that the code places an emphasis on camouflaging or designing cell phone towers in order to make the structures are discreet. She reminded members of the Board of the recently approved tower at Olympic Court, which was of a similar design and showed slides of that 60-foot tower. The Iowa Wireless tower will be no taller than 50 feet (the minimum asked for by Iowa Wireless). A taller pole at the site to allow co-location would not be possible because of setback requirements. She said the tower would not use a backup generator or a strobe light. Walz indicated a main concern of Staff was that the equipment enclosure area be surrounded by additional screening. Staff recommended 10-foot high S3 screening because, given the terrain of the area, the residential area to the north would look down upon the site. Walz indicated that with appropriate screening, matching the mounted lights on the tower to the bank's lights, and mounting parking lights on the cell phone tower at the same height as the bank's other pole lights, that Staff recommends approving the exception subject to compliance with the plan and specifications regarding tower design based on the following conditions: l . That the west and north potions of the enclosure be constructed of black chain link fence. 2. That the north and west sides be screened according to S3 standards with vegetation that will reach a minimum height of 8 to 10 feet when mature. 3. The landscape plan for the tower enclosure should complement the landscaping of the bank. Alexander called for questions from the board. None were raised. Board of Adjustment December 12, 2007 Page 3 Bill McNally, contact person for the Iowa Wireless, and contractor with Iowa Wireless for site acquisition, said Walz did a good job of explaining the nature and purpose of Iowa Wireless's application. He said the company concurs with the Staff's recommendations. He reiterated that the geographic area is a "hole" for cell phone providers in the area, and the proposed tower will improve wireless coverage for Iowa Wireless users, especially those in the high- population density area of The Lodge apartments. He asked for questions from the Board. None were raised. Public hearing closed. MOTION: Wright moved to approve special exception EXC07-00009, an application by Iowa Wireless Services, LLC to allow a communication transmission facility in the CC-2 zone at 640 Hwy 1 West be approved subject to compliance with a site plan and specifications regarding the tower design submitted as part of the application and the following conditions including: 1. West and north potions of the enclosure are constructed of black chain link fence. 2. North and west sides are to be screened according to the S-3 standard with vegetation that will reach a minimum height of 8 to 10 feet when mature. The landscape design should complement landscaping of the bank and is subject to Staff approval. Seconded by Wood. Wright said that in looking at the specific standards set out in section 14-4B-4 through E- 5, he thinks this meets the standards as they're spelled out, and the tower meets a need in an area not currently served by an existing cell phone tower. He said there aren't any commercial structures in the area that are large enough to make mounting the towers to appropriate. The tower will be discreet and inconspicuous in design and the equipment enclosure will be screened to make it as inconspicuous as possible from the residential area on the slope behind it. The light fixtures will complement those on the light poles in the parking area. He noted the desire to make the tower taller for co-location, but the given site with its setback limitations, prevents anything taller. Equipment will be enclosed within a fence and the enclosure area will be screened. The black chain link fence and additional landscape screening recommended by staff will help improve the appearance of the site. He summarized that the only generator will be a backup, and the tower will not use strobe lighting, as such lighting is prohibited. Wright also added if the use of the tower is discontinued, the applicant has agreed to remove it. The tower is designed to collapse by folding rather than falling over in case of a disaster and its safety would be reviewed by the building department. He also said he did not think the proposed tower would diminish property values or enjoyment of the adjoining residential neighborhood and commercial district of the Southwest District. The change in grade and Board of Adjustment December 12, 2007 Page 4 screening will minimize any impact on the residential property. Electrical and phone service to the tower will be provided by the applicant. The tower would not impact the future development in the area nor would it affect ingress or egress from the site. Wood noted that he agreed with Wright's summary and said he recognized the need for better cell phone coverage in the area, and he appreciated the company's attempt to minimize the tower's visual impact through the color of the tower and the landscaping. He reviewed the general criteria again, stating that the tower would not create negative impacts. Alexander said she was in agreement with her colleagues, and said she would support the application. The motion was approved 3:0 ', OTHER: None BOARD OF ADJUSTMENT INFORMATION: Walz informed the Board that there have been no applications for the two available seats. As a result, the deadline for application has been extended to January 2, 2008. ADJOURNMENT: Motion: Wood moved to adjourn, seconded by Wright. Alexander adjourned the meeting at 5:35 PM. ~. a ~ '° E ~ y,, U =a ~~o duo ar.., ~ N O ^O ~p C L ~ CC r~.+ O Q ` ~'C ~'C D'C e 1 O \ ~ ~ O ~ i rr O ~' ~ .r O O Nr C iG . ~, . z z z z z ~ ~ ~ x x X ~ O ~ O E ~ ~ ~ ~ .~ z z z z z ~ ~ ~ ~ ~ N D'C .. ~ W ~ M 0 H ,~ 00 O~ O ^' r ~ ~ .--. ' . y S ^ ~ .-r .-r ~ • X ~O ~O ~O ~O ~O w ~ ~ 0 0 L '~ ~ ~+ ~ b .~ ,~7, C ~ ~ L ~ L ~ ~ = c O y '~ E~ 3 ~ L L ~ "b v bA ~ ~ z ~ w 'C7 L ~ ~ w ~~ ~ ~ ~ ~ ~ ~ sue., '~ .a ~ ~ aQd2Z u u u ii u X O w ~ ' oz' W 03-04- g 4b 5 MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION DECEMBER 20, 2007 LOBBY CONFERENCE ROOM, CITY HALL Members Present: Jerry Anthony, Charles Drum, Andy Douglas, Holly Jane Hart, Rebecca McMurray, Michael Shaw Members Absent: Steve Crane, Marcy DeFrance, Brian Richman, Staff Present: Tracy Hightshoe Others Present: Bob Burns, Charlie Eastham, Andy Johnson RECOMMENDATIONS TO COUNCIL (become effective only after separate Council action): A motion to submit a letter of support for the Trust Fund's funding request to Council was made by Hart, and seconded by Drum. Motion carried 5:0 (Anthony abstaining). CALL TO ORDER: Anthony called the meeting to order at 6:38 PM. APPROVAL OF MINUTES: Anthony asked the Board is anyone had changes or corrections they would like made to the November 15, 2007 minutes. No comments were made. Drum made a motion for approval of the minutes, and Douglas seconded the motion. The motion carried 5:0 (McMurray arrived late and did not vote on this matter). PUBLIC COMMENTS OF ITEMS NOT ON THE AGENDA: None. STAFF/COMMISSION COMMENTS: Hightshoe reported that the subcommittee established to review CITY STEPS priorities is still meeting. Previously, subcommittee members attended three public meetings to gather input on community needs and they are currently investigating resources for non- housing related community development projects in high need areas. She hopes to have a meeting set up sometime early in January with various local funding sources. The committee did not pursue CITY STEPS changes at this point as the housing market analysis results will be presented in January. The committee preferred to review and recommend changes, if necessary, at the same time. Shaw asked if there were any updates on the Big 10 zoning request and what's going on 'I with Planning and Zoning and the City Council in relation to that project. Drum said ~, Planning and Zoning acted on the proposal from Big 10, and voted 4:3 to not recommend Housing and Community Development Commission December 20, 2007 Page 2 it to the City Council, which resulted in the applicant withdrawing their re-zoning proposal. Shaw asked for clarification on what Big 10's action meant, and was told that Big 10 can still develop under the current zoning code, but not go as large as they would have liked. LOW INCOME HOUSING TAX CREDIT PRESENTAION BY BOB BURNS OF BURNS & BURNS, LC: Burns, a local architect and developer, spoke to the Commission about the low-income housing tax credit program. He reviewed background information, history, and funding scenarios for the low-income tax credit, which is used for multi-family housing. The program, created in 1986, is the government's longest-running assisted multiple-family housing program. It is administered under Section 42 of the Internal Revenue Code, and credit is allocated every year to each state's housing finance agency, and in Iowa's case, the Iowa Finance Authority (IFA). States are allocated credit based upon population, and in 2007 Iowa received $1.97 per person, equaling approximately a $5.8 million credit. He said the program is popular on "both sides of the aisle" politically, and that businesses, such as his, have grown-up around the program. Burns said the most difficult aspect of utilizing the program in Iowa City is finding a building site that the owner is willing to sell, and which is zoned properly. Burns went through the process of how a developer applies for the credit, the Qualified Action Plan and scoring criteria, how to calculate the credit for the project, the responsibilities of the general partner and investors, and various monitoring requirements 'I if awarded funds. DISCUSS THE HOUSING TRUST FUND OF JOHNSON COUNTY'S (HTFJC) REQUEST TO SUBMIT A LETTER OF SUPPORT TO THE CITY COUNCIL: Anthony said the purpose of the request is for the Commission to write a letter to the City Council in support of the Trust Fund's request for $53,000 (based on population). He said the Trust Fund is one of the top two in the state in regards to fund longevity and money raised. Anthony added that last year the Fund received funds from North Liberty, Coralville and Johnson County. Andy Johnson, HTFJC Director, explained that the Fund's first priority is to bring in new funds to Johnson County and not to be competing for funds that local housing providers utilize. He said, so far, their primary source of funding has been the State Housing Trust Fund. He explained that many housing trust funds around the county have dedicated sources of funding, but the state's housing trust fund and our local housing trust fund do not. He said the Fund is working on getting a part of the state's portion of the real estate transfer tax, which would guarantee $200,000 for Johnson County. As part of the application process they are required to have local matching funds. He said the Fund has brought over a million dollars of state and federal funding into Johnson County over the past three years. The Housing Trust Fund is looking for public funds from local governments, as well as donations from private entities. Johnson explained that while the Housing and Community Development Commission December 20, 2007 Page 3 request is only for money this year, the Fund hopes that in the future it will be allocated money yearly by the community. Shaw asked Anthony if he would exclude himself from the vote because of his ties to the fund, and Anthony said he would. Shaw asked why the request for funding was denied by the City last year. Johnson explained the Fund was a "new beast," there seemed to be confusion over the funding allocation, and at the time the housing survey was competing for Council funding as well. A motion to submit a letter of support for the Trust Fund's funding request to Council was made by Hart, and seconded by Drum. Motion carried 5:0 (Anthony abstaining). Johnson said on January 25 the Housing Trust Fund is hosting the Second Regional Housing Summit. He added that Mullin & Lonergan Associates, the consultants hired to complete the housing market analysis, will present their findings to the City Council on Wednesday night, to the University community Thursday afternoon, and the public on Friday. Heather McDonald will present the results of the statewide affordable housing study at the Housing Summit as well. DISCUSS HCDC COMMUNICATION AND RECOMMENDATIONS TO THE CITY COUNCIL: Hightshoe touched on the Commission's previous questions about reviewing time- sensitive material, forming a consensus, and relaying information to the Planning and Zoning Commission and/or the City Council. She reminded the Commission they the need to follow the intent of open meeting laws in Iowa. She said a HCDC member could present his or her personal opinion, but to represent an opinion of the Commission, the issue must be voted upon by HCDC members. In order for the Commission to vote on an issue, 24 hours public notice must be given, and the meeting must be held in a public meeting place to allow the public the opportunity to attend. Email and teleconferencing are not allowed under the intent of the open meetings law. She said Commission members could register online to receive P & Z announcements in order to keep abreast of issues which might be of particular interest to HCDC. Hightshoe stated she will email how to subscribe to City email alerts. Anthony stated that members could review the agenda and staff reports and if any item needs further discussion the member could contact Anthony or Hightshoe to include on the next HCDC agenda. Commission members agreed to proceed in this manner. FY06 PROJECT UPDATES: DOWNPAYMENT ASSISTANCE AND THE HOUSING FELLOWSHIP-AFFORDABLE RENTAL HOUSING Hightshoe said that our HUD representative contacted her recently about the Housing ', Fellowship, Affordable Rental, and the Down-Payment Assistance Program. The Housing Fellowship, which is a FY06 HOME project, had not withdrawn any funds. Under the HOME agreement, THE would acquire two properties. As a site has not been found, HUD requests the project terminated. The $175,000 in HOME funds will be Housing and Community Development Commission December 20, 2007 Page 4 reallocated in the upcoming allocation cycle. The HUD representative also requests that ', the FY06 downpayment assistance program be terminated and the funds reallocated due ', to the slow expenditure rate. Only $1,000 of the $30,000 award has been spent. Since ', July 2005, Hills Bank administered the program, announcement of the funds was sent to ' all local bankers and staff met with the Housing Authority to discuss the availability of the funds for their clients. She said the fund appeared to have too many regulations attached to it which made the application challenging for most potential homeowners and there were other programs the banks could utilize for first time homeowners. She also ', reported that the City might see a three percent reduction in the CDBG and HOME ', entitlement amounts so the funds that will be available for reallocation will more than ', offset the loss. MONITORING REPORTS VISITING NURSE ASSOCIATION: Drum reported that Sue Ellen Novotny, with the VNA, said the Association received $2,500 ofCDBG grant money. They have spent $1,173, while matching nearly $7,000, to provide home health services for seven patients in the Iowa City area with mental health problems. IOWA VALLEY HABITAT FOR HUMANITY-FY07 & FY08 AFFORDABLE HOMEOWNERSHIP Hightshoe, reporting for Crane, said IVHH was allocated $117,000 in FY08 funds, and used $30,000 to purchase a lot on I St., with plans to purchase two more lots. For FY07 they purchased six lots in Whispering Meadows. Hightshoe stated one lot was removed from the original purchase due to failure to notify staff regarding the household once selected and the necessary income certification. Habitat repaid the City for this lot and will be purchasing another lot in the same subdivision for a total of six homes. There will be approximately $8,000 budgeted for each home for construction or landscaping expenses. Habitat plans to use the funds for building one stall garages. She said the homes won't have basements due to the high water table, so garages will be built DVIP-FACILITY REHABILITATION Shaw said he didn't have exact numbers on how much money went into each aspect of the remodeling project, but carpet and screens were done and pluming work is still pending. Additionally, a local church did a "makeover" worth approximately $40,000 in the facility's living room and kitchen. Shaw also said Bright Spaces did a makeover for the children's space in the basement. ADJOURNMENT: ' McMurray made a motion for adjournment, which was seconded by Shaw. It carried 6:0, and the meeting was adjourned at 8:40 PM. ' .N .~ 0 a~i a o m d ~ ~ ~ ~ ~ N ~ ~ +~+ 'C ~= C ~ ~~, EQ 0 U otf a~ .N 0 o x O O X x x x ~ O x X X ~ X X X X ~ X X o o x x o x x o o x ; /~ 1^ /` O X '` X X ~ ~ O ~ I ~ x x o x x x x x x x ~ x x o x x x x x o x N ~ ~C >C ~C ~C X ~ X ~ O X M ~ O ~ O x x x O x x O x O x x x X O x x O x N ~ O O o ~ X X X X X ~ X >C ~ ~, ~ ~ o0 o 0~ o o~ o o0 o o .~ t~ o o0 o 0o o t~ o o~ o t~ 0 ~~y ~ w o ~ rn o o~ o o~ o ~ o o~ 0 o~ 0 o~ 0 o~ 0 o~ 0 rn 0 rn 0 0 0 0 0 0 0 0 0 0 0 G L~ L O v C 0~ ~ ' L w - ~ ~ ~ ~ ~ ~ 3 ~ L +. C ~ a~ O Q p ~ Z ~ u V) u d ~ ° A .~ ~ ~ ~ a ~ o a~ Z L ti e~ y v~ u L Cd ~ "O d % C~ U _ ~ x ~ .Q ~ E O Es ~ .~ CA .~ u ~ i C~ U ~, ~ on .fl W~ •~ ~ ~~?~~ ~ ~ y ~ ~ ~ N ~ ~¢¢zz u ii ii u u ~ w~ ~xooz - 4- MINUTES FINAL 4b 6 IOWA CITY HUMAN RIGHTS COMMISSION TUESDAY, January 22, 2008 LOBBY CONFERENCE ROOM, CITY HALL Members Present: Newman Abuissa, Eric Kusiak, Florence Ejiwale, Kate Karacay, J;oy Kross, Corey Stoglin, Yolanda Spears. Staff Present: Stefanie Bowers. Others Present: Sara Baird, Beverly Witwer. Call to Order Bowers called the meeting to order at 7:04 p.m. Recommendations to Council (Become effective only after separate Council action)',: None. Consideration of the Minutes of the October 23, 2007 meeting MOTION: Abuissa asked that the month of "October" be added to the Building An Inclusive Community Ceremony. Abuissa moved to accept the amended minutes and Kross seconded. The motion passed on a vote of 7-0. Elections for Chair and Co-Chair Abuissa was nominated for Co-Chair and was elected by a vote of 7-0 nominated for Chair and was elected by a vote of 7-0. Karacay was Presentation of Certificates Karacay presented Certificates of Appreciation to Sara Baird and Beverly Witwer~for their service on the Commission. Introduction of New Commissioners Meeting Time Commissioners voted to not change the meeting time. Programming for 2008 Stoglin would like to start a mentor program, hold forums that deal with the University and the City working in unison on diversity issues and look at employment programs. Kusiak in the future would like to do some programming on persons who are homeless in the community. Stoglin and Karacay will work together on possible forums. Youth Awards Bowers reported that the Youth Awards will be held on April 29, 2008 at 7 p.m. Commissioners will assist in getting the word out about the program. Cultural Diversity Day Commissioners Kross and Kusiak will volunteer to sit at the table and handout information on the Commission and any upcoming programming. Community Peace Building Initiative Commissioners asked for Karen Fox to be placed on the February agenda to obtain more information concerning her program. Choice Dinner Commissioners voted 5-2 to contribute $100 to the 2008 Annual Choice Dinner. Building an Inclusive Community Bowers updated Commissioners on Committee plans and the progress of the surveys. Amicus Brief on Same Sex Marriage Kusiak reported that this is still a work in progress and hoped to have more information at the next meeting. Where to Locate Services Due to the numerous brochures and handouts already available, the Commission degided to forgo this publication. Hate Acts Rapid Response Team Abuissa, Karacay and Bowers will attend the next meeting in an effort to collabgrate on a project. Public Education Rights of International Families Kusiak was able to get the brochure translated in Spanish. Abuissa hopes to getthe brochure translated into Arabic by the start of the next school year. Film Series Kross, Stoglin and Kusiak agreed to meet and come up with a list of possible films for the Commission to show this year. Adjournment There being no further business before the Commission, the meeting was adjourned at 8:36 p.m. Board or Commission: Human Rights ATTENDANCE RECORD YEAR 2008 (Meeting Date) NAME TERM EXP. 1/22 2/26 3/25 4/22 5/27 6/24 7/22 8/26 9/23 10/28 11/25 ~I 12/23 Florence Ejiwale 1/1/09 X Kate Karacay 1/1/09 X Martha LubBroff 1/1/09 O ~ Newman Abuissa 1/1/10 X Joy Kross 1/1/10 X ~I Eric Kusiak 1/1/10 X Dell Briggs 1/1/11 O Yolanda Spears 1/1/11 X Corey Stoglin 1/1/11 X KEY: X =Present NMNQ - No meeting, no quorum O =Absent NM = No meeting ', 4 4b 7 MINUTES FINAL Youth Advisory Commission January 16, 2008 Lobby Conference Room, City Hall Members Present: Nelson, Segar, Weeks, Han Members Absent: Green Others Present: City Clerk Karr, City Council Liaison Wilburn Call to Order: 5:30 P.M. Approve Minutes: Weeks pointed out that his name had been switched with Segar's under the heading Budget Request FY 2009. The minutes were amended. Segar moved', to approve the minutes as amended. Weeks seconded. The amended minutes were approved 4-0. Election of Officers: Karr suggested that Nelson, Segar, and Weeks explain the duties of the electable positions. Brief explanations of Chair and Secretary were given. Karr explained that the Vice Chair would serve in the Chair's absence, but did not have any', other specific functions. Segar nominated Nelson for Chair, seconded by Weeks. Nelson was elected 4-0. Weekls nominated Segar for Vice Chair, seconded by Nelson. Segar was elected 4-0. Han nominated Weeks for Secretary, seconded by Nelson. Weeks was elected 4-0. Discussion on Budget Requests FY 2009: Nelson pointed out that the budget hearing would be on January 23 at 7:30. Nelson felt that 8:15 would be a better time for him to! attend. Segar agreed. Karr agreed to switch the time to 8:15. A draft of the Explanation of Funding Request for Fiscal Year 2009, prepared by Keranen and Nelson, was discussed. Segar pointed out that the information should be '' updated to include the recent grant awarded to Regina High school. Karr asked whethelr the Commission would prefer to present the explanation to the council as a handout or ~~as part of the packet. It was agreed that the paragraph concerning the Youth Empowerme~ht Grant would be addressed alongside the discussion of the grants later in the meeting. Update on Website: Nelson reported that updates on pictures and biographies for the', website were needed. Nelson pointed out that more Facebook ads would be useful for advertising vacancies and the Youth Empowerment Grant. Wilburn asked about the Commission's past actions in terms of advertising the grants and suggested that the Commission contact clubs or teachers in junior high schools to facilitate interest in thel grants. Youth Advisory Commission January 16, 2008 Page 2 Youth Empowerment Grant: Nelson recapped issues that arose while reviewing the Regina application. A timeframe or deadline for the completion of the application was suggested. Receipts for the Regina Christmas Basket Project were reviewed. It was determined that the expenses were as expected. Nelson moved to approve the reimbursement, Segar seconded. The motion to reimburse the expenses was passed 4-0. ', A press release about the grant was discussed. Karr suggested that the press release be III timed around the budget hearing. Nelson and Han agreed to write a press release, and ' agreed to emphasize the way that the grant empowered both the family helped by the ~, Regina Christmas project, and the Regina students themselves, who were doing good i~ the Iowa City community. Nelson directed the commission's attention to the paragraph in the Explanation of Funding Request that was put on hold earlier in the meeting. The paragraph was updated to reflect the project that had been approved by the YAC. The paragraph was also revisled to point out that the Commission still hoped to award grants to several more qualified '' projects. It was agreed to avoid mention of Christmas in order to discourage irrelevant questioning by the Council about the legality and/or legitimacy of city funds being used for religious purposes. Summer of the Arts Update: A list of suggested countries was reviewed. Possible options discussed were New Zealand, Madagascar, Russia, Puerto Rico and Egypt due Into Commission members' various connections with or affinity for those countries. It was agreed that the discussion over choosing a country would be put on hold until the next ', YAC meeting. Formation of Subcommittees: Weeks and Segar were already a part of the Summer ~f the Arts subcommittee. Han volunteered to join them. Nelson stated that he was the only person on the Website subcommittee, but that he was handling it well. Nelson and Seg~r were already part of the empowerment grant subcommittee, Han volunteered to join ', them. Nelson suggested that the Empowerment Grant subcommittee be reexamined at the next meeting with more members present. Weeks suggested an advertising subcommittee or a combined website/advertising subcommittee. Han agreed to join Nelson on the Website and Advertising subcommittee. Public Discussion: Wilburn shared information about a Community Youth ', Development program that he was familiar with. Wilburn spoke about a San Diego Youth Congress being able to award large grants to various groups of people as an example o~ the type of thing a group such as the YAC could accomplish with over time. Wilburn thanked the Commission for their commitment thus far. Youth Advisory Commission January 16, 2008 Page 3 Karr passed along the personal wish of Mayor Regina Bailey and of the Council for the YAC's continued involvement in the Student Citizenship Awards- an involvement that'. was sporadic in the past. Karr pointed out that the involvement was good PR and not a', huge time commitment. The council agreed to continue their commitment to the Studerpt Citizenship Awards. Nelson suggested that two people volunteer for each meeting so a$ to have aback-up if one person could not attend. Meeting Schedule: The next meeting was scheduled for Monday, February 25 at 7:OO.i, Announcements: Two vacancies in the 18-21 year-old age group. Adiournment: Motioned by Nelson, seconded by Segar. Approved 4-0. Meeting was adjourned at 6:27 pm. Minutes prepared by Weeks. Z O ~_ O O D Q 2 I-- O 0 O W oo WN A V ~ ~ ~ 0} ~ Z ~.. 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