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HomeMy WebLinkAbout2008-04-29 Bd Comm minutes5b 1 MINUTES APPROVED IOWA CITY BOARD OF ADJUSTMENT MARCH 12, 2008 - 5:00 PM EMMA J HARVAT HALL -IOWA CITY/CITY HALL MEMBERS PRESENT: Michelle Payne, Edgar Thornton, Ned Wood MEMBERS ABSENT: Karen Leigh (recused) STAFF PRESENT: Sarah Walz, Sarah Holecek OTHERS PRESENT: Bob Miller RECOMMENDATION TO COUNCIL (becomes effective only after separate Council action): NONE. CONSIDERATION OF THE FEBRUARY 13, 2008 MINUTES: Wood asked if there were any corrections to the February 13, 2008 meeting minutes. Walz noted that Leigh (who had recused herself due to conflict of interest) had called her with the changes she had for the minutes, and Walz shared those with the Board. On page 2, in the middle of the page where there are the three standards, the second one should say, "...for more than 45 days," instead of "forme." Also, a correction on page 6, the last sentence of the first paragraph, ` ...people cane easily," should be "...people can easily...". On the same page, last paragraph, 2"d to last sentence, where it says, "The first is because site is fronted..." would sound better as, "The first is that the site fronts on two streets." On the next page, page 7, 4"' paragraph, "She aid adequate utilities..." should say, 'She said adequate...". Thornton noted that on the second to the last page, 4`h paragraph down, `Thornton asked about disability...." This should be switched around, "Thornton asked about accessibility for the disabled...". He also noted that on the next page back, 4`h paragraph down, where it says, "She aid adequate utilities..." should be, "She said adequate... ". Wood noted that on the second to last page, 4 h paragraph, last sentence, should read, "...and that she planned to vote in favor...". Motion: Thornton moved to accept the minutes of the February 13, 2008 meeting as corrected; seconded by Payne. Motion carried 3-0. Leigh not present. SPECIAL EXCEPTION: EXC08-00005: An application submitted by Mercy Hospital for a special exception to reduce the principal building setback on the north side of the property, located in the CO-1 zone at 500 East Market Street. Walz addressed the Board Members on Special Exception EXC08-00005. She noted that Mercy Hospital occupies basically the whole two-block street frontage along Bloomington Street, and that they are in a situation currently where they need to install a new elevator in order to meet International Building and Safety Code. This code requires that the hospital have an elevator that is able to accommodate a gurney. After the Hospital's architect reviewed this situation, it was determined that this elevator could not be accommodated in the interior of the building and would need to be added to the exterior of the hospital structure, which means they will come further into the required 10-foot setback. Therefore, Mercy Hospital was requesting the special exception. Walz showed the board members a photo of the existing outside portion of Mercy Hospital. There is a covered stair entry currently in the location being proposed for this new elevator. This Board of Adjustment March 12, 2008 Page 2 entry would be removed in order to install the elevator. Walz noted that the property line is about 4' from the sidewalk. She noted that the proposed project will not change the function of this exterior side of the Hospital in terms of more traffic coming in and out at that location. Walz then showed a slide with a rendering of what the proposed addition will look like. She noted that the setback reduction would continue all the way up the height of the building, and that it will be set at the property line, which is about 4 feet from the sidewalk. Walz then reviewed the standards regarding Section 14-2C-4B-5, Adjustments to the Principal Setback Requirements in Commercial Zones. The first is that the situation is peculiar to the property. She noted that staff does find the situation is peculiar, because in this case it is a single building, occupying almost an entire two-block area, and is already slightly within the required setback, and the fact that this required elevator cannot be incorporated into the interior of the building. Second, there is practical difficulty complying with the setback standards. Walz noted that this is a necessary addition that must be made to the building in order to meet international building codes and life safety codes. Walz stated that the architect has found that this elevator "cannot practically occur on the interior of the building." Third, Walz stated that they also look at whether the special exception will be contrary to the purpose of the setback regulations. Walz noted that the purpose of the setback regulations are to maintain light and air, separation for fire protection, provide opportunities for privacy between buildings, reflect the general building scale, and placement of structures in the City's neighborhoods; promote a reasonable physical relationship between buildings and residents; and provide flexibility to site a building so that it is compatible with buildings in the vicinity. In this case, Walz noted that this is a relatively small portion of a very large building, and that it is on a rather wide right-of-way of 80 feet, which is approximately 20 feet larger than most rights-of-way. Walz noted that to the west of this block, there is a commercial zone where buildings may be located up to their property lines. She noted that the extra-wide right-of-way provides the access for light and fire protection to this area. Walz then addressed the General Standards: 14-46-3, Special Exception Review Requirements. She stated that: 1) This specific exception will not be detrimental to or endanger the public health, safety, comfort or general welfare. She noted that, again, because there already is an extra wide right-of-way, and because the project does not change the exterior function of the Hospital or generate additional traffic, there will not be any effect on the health, safety, comfort or general welfare of the public. 2) The specific 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, and again for the same reasons, Walz stated that staff finds this will not. 3) The establishment of the specific proposed exception will not impede the normal and orderly development and improvement of surrounding properties for uses permitted in the zone in which it is located. Walz stated that, again, the properties across the street from the Hospital are in the CO-1 zone and this project will not affect their ability to redevelop. 4) Adequate utilities, access roads, drainage and/or necessary facilities are already being provided to the building and this will not change. 5) Walz stated that ingress and egress are not an issue, as this project is not bringing additional traffic to this portion of the Hospital. 6) Except for the specific regulations and standards applicable to the exception being considered, Walz stated that this exception meets all other aspects of the code. She noted that a final site plan and elevations for the addition must be reviewed by the Building Department to ensure that all lighting and other features are compliant with current code standards. Walz wrapped up this portion of her presentation, stating that the proposed use will be consistent with the Comprehensive Plan, as amended, and that the Comprehensive Plan recognizes Mercy Hospital as an important institutional use in the community. Walz stated that the only concern in the Comprehensive Plan was the parking demand generated by the hospital, but that this special exception would not change parking demand. Board of Adjustment March 12, 2008 Page 3 Walz noted that staff recommends that EXC08-00005, an application for a setback reduction from 10 feet to 0 feet along Bloomington Street be approved, subject to substantial compliance with the site plan submitted. Payne noted that in the General Standards, number 3, where the line begins, "Streets. Because setback reduction is limited to a small portion of the building and will alter the..." that this should say, "...and will not alter the...". Walz agreed with this correction. Payne then asked if the current doorway is used very often, and Walz stated that it does not appear so, that the main entrance for the building is on the other side of the block, and the Emergency entrance is on Gilbert Street. Wood asked if the applicant wanted to address the Board. Bob Miller, Director of Environmental Services with Mercy Hospital, responded to Payne's question, stating that this entrance is more of a convenience entrance and exit, rather than a main entrance. Miller responded to the Boards' questions, explaining how this elevator addition would be used, stating that the main reason for having this is to meet the international codes and life safety codes. Thornton asked how long the Hospital has been out of compliance with this regulation. Miller stated that they have not been non-compliant, but that this is due to a new hospice unit that they plan to put on the fifth floor of the North Building. Wood closed the public hearing Motion: Thornton moved to approve EXC08-00005: An application submitted by Mercy Hospital for a special exception to reduce the principal building setback on the north side of the property, located in the CO-1 zone at 500 East Market Street. Holecek asked for clarification, restating that the application is for a setback reduction from 10 feet to zero feet, for the modifications along Bloomington Street, subject to compliance with the design presented. Payne seconded the motion. Payne started with the Findings of Fact, stating that the situation is peculiar to the specific property in that Mercy Hospital is the only structure on this frontage, and it does occupy the entire length of two full city blocks, and according to the architect, they cannot retrofit the interior of the building to accommodate the elevator. There is practical difficulty in complying with the setback standards because they cannot provide the elevator that they need unless they do so on the exterior of the building. Payne noted that the Special Exception will not be contrary to the purpose of the general setback regulations in that it will still allow for the maintenance of light, air, separation for fire protection, access for firefighting; it will be at the property line, which is approximately four feet from the public sidewalk, so it will not be all the way up to the sidewalk; it is mid-block, near the intersection of Van Buren and Bloomington, which are both wide rights-of- way; there will still be privacy between all buildings because of the large right-of-way; and it is only a small portion of the building - 40 to 45 feet. It will reflect the general building scale and placement of other structures in the neighborhood. Payne continued, stating that most of the building is set back at least 9 feet from the property line. It is a 600-foot building, so it is quite large, making this addition a very small percentage of the building that will be on the property line. It will promote a reasonable physical relationship between other buildings, again, due to the large right-of-way in the area and the small footprint of this project. This exception will also be compatible with other buildings in the vicinity, for the reasons already stated. Under the General Standards, Payne noted that it will not be detrimental to or endanger the public health, safety, comfort, or general welfare. It will not impede on other buildings in the area due to the small percentage of the overall building that this exception encompasses, and the fact that this is still more than 20 feet from the street. It will not substantially diminish or impair property values in the neighborhood, or be injurious to the immediate vicinity. Payne noted that the hospital's main entrance is on Market Street, and that this entrance will not change its function once it is altered. The special exception will not impede the surrounding properties or Board of Adjustment March 12, 2008 Page 4 other possible development. Adequate utilities and roadways, etc., are already being provided. There will be no additional vehicle access along this side of the hospital, so the proposed addition will have no impact on ingress or egress to the site. The final site plan must be approved by the Building Department to insure that all lighting and other features comply with current standards. As for the Comprehensive Plan, Payne stated that Mercy Hospital is an important institutional use in the community, and the plan acknowledges that conflicts have arisen in the past with regards to parking demand created by the hospital, but since this proposal does not change the use of the entrance, the proposal will have no impact on parking or other issues that have arisen in the past. Payne then stated that she would vote in favor of granting the Special Exception to Mercy Hospital. Thornton stated that he concurred with Payne's statements. One item he stated he would like to add is that yes, the property is peculiar and that due to the nature of the facility and the nature of the hospital trying to address the elevator and become complaint with international regulations, and because it will not be detrimental to the community, but will in fact be an improvement, he would vote in favor of the exception, as well. Wood stated that he did not have much to add, that both of his colleagues had been very thorough. He stated that bringing the hospital up to international building codes and life safety codes is important, and that he would also vote in favor of this exception. He then asked for a roll call. Motion carried 3-0. Leigh recused. OTHER: Walz noted that she left information on workshops for the Board, and she will email them in a few days to see what the Members are interested in. She stated that they could go over a CD together at an upcoming meeting. Thornton asked if he could attend one of the workshops in another area, and Walz stated they are standard presentations. BOARD OF ADJUSTMENT INFORMATION: Holecek noted that they finally have the Supreme Court decision on Shelter House. ADJOURNMENT: Motion: Payne moved to adjourn, seconded by Thornton. Wood adjourned the meeting at 5:25 PM. Board of Adjustment Attendance Record Zoos NAME TERM EXP. 2/13 3/12 Caroline Sheerin 01/01/13 --- --- Karen Leigh 01/01/09 X O/E Ned Wood O1/O1/10 X X Michelle Payne O1/Ol/11 X X Edgar Thornton 01/01/12 X X KEY: X =Present O =Absent O/E = Absent/Excused --- = Not a Member 5b 2 MINUTES APPROVED IOWA CITY BOARD OF ADJUSTMENT FEBRUARY 13, 2008-5:00 P.M. EMMA J. HARVAT HALL Members Present: Michelle Payne, Ned Wood, Edgar Thornton, Karen Leigh Members Excused: None Staff Present: Sarah Walz, Sarah Holecek Others Present: Shawn Harris, Dave Zahradnik, Father Rudy Juarez, Rodger Riley, Kevin Monson, Greg Lacey CALL TO ORDER: Wood called the meeting order at 5:03 p.m. ELECTION OF OFFICERS: Motion: Leigh nominated Wood for Chair of BOA. Payne seconded the nomination. The motion passed 4:0. Motion: Leigh nominated Payne for Vice-Chair of BOA. Thornton seconded the nomination. The motion passed 4:0. CONSIDERATION OF THE DECEMBER 12, 2007 MINUTES: Thornton noted that in the adjournment section, Wood's "mobbed" should to be corrected to read "moved." Wood noticed on page two, paragraph three, that there seemed to be too many "that's," and the passage should be reworded. He also noted an "item four" that needed to be deleted. Wood said under the motion on page three, five lines down, it read, "...the tower will inconspicuous..." and it should read, "...the tower will be inconspicuous...". Motion: Thornton motioned to accept the December 12, 2007, minutes. Leigh seconded. Motion passed 4:0. SPECIAL EXCEPTIONS: EXC08-00001: Discussion of an application submitted by Overdrive Auto for a special exception to allow a vehicle repair use in the Community Commercial (CC-2) zone at 1021 Gilbert Court. Walz reported there had been one letter from the public, which was included in the board packet. Judy Atkins of the Crisis Center wrote to request the requirement for the sidewalks be enforced. Walz reviewed the application for a special exception, noting that property to the north of the subject lot is mostly zoned for community commercial, including the adjacent property to the north. She said next door to the south there is a public zone, which is a Johnson County office, and everything further south is in the CO-1 zone, which is a "quasi-industrial" zone, and is dominated by similar vehicle repair businesses, but includes some social service uses. Walz noted that some of the social services uses in the area attract pedestrian traffic. Walz showed board members photographs of the site, noting the building was originally designed as an auto shop with tall overhead doors. She explained the applicant is only going to be renting the south portion of the building with the overhead doors, and the other part of the building will be rented out for a different purpose. She said the building has been vacant for two years, and therefore a new business is considered a "change of use" from a "vacant use." The change of use requires the property to come into compliance with all current zoning regulations. She said this is how, over time, properties come around to being in full compliance with City regulations. Walz said there are three specific standards the applicant has addressed. 1. The business is more than ] 00 feet from the nearest residential zone. 2. He will not be storing vehicles on the lot for more than 45 days. 3. The vehicle storage area will be screened with a solid fence. Walz said the applicant has proposed to move the fence back and run vinyl lath through the chain link. Walz said Staff believe the fence would be appropriate in this area. Walz also said S-3 landscape screening is also required outside of the fence, but the lot is currently paved over, so in order to comply, he will have to remove some of the pavement. She said the applicant is asking for the BOA to waive the S-3 requirement to the west of the site along the railroad tracks. Walz said the property owner has indicated that vegetation is difficult to grow on this portion of the property, and that the area along the railroad is has a history of vandalism and arson. The zoning code requires afive-foot setback and S-2 screening adjacent to the parking area along the south property line. Between the parking area and the public right of way the code requires aten-foot setback and S-2 screening. Walz added that in order to come into compliance with the commercial site development standards, the applicant would have to reduce the lot's curb cuts to a maximum width of 42 feet. Currently the entire front of the lot acts as an apron. The applicant will also be required to install the north- south sidewalk across the site. Walz said there might be some complicating factors near the intersection with Kirkwood Avenue--things that were difficult to see because of the snow--such a utility box and electrical pole, but she said Staff will work with the property owner and applicant to assess where the sidewalk can be established in those areas. She added that the pavement between the sidewalk and the street would also need to be removed. Walz added that in all of the meetings for Central Planning District, participants have indicated that this neighborhood is an appropriate place to have businesses such as vehicle repair shops. She said there is an interest in keeping such businesses close to central Iowa City and not only on the outskirts of town. Walz said Staff recommends Special Exception EXC08-00001: An application by Overdrive Auto for a special exception to allow a vehicle repair use in the Community Commercial (CC-2) zone at 1021 Gilbert Street Ct. be approved subject to: 1. Submission of a final site plan that shows compliance with all commercial site development standards in the zoning code, including compliance with all required setbacks. 2. S-2 screening to separate parking areas, drives, and aisles from the public right- of-way and abutting property. (She said the applicant had indicated he would like to substitute a planter in one area, and she said that is an option he can work though with the building department.) 3. The applicant must also be in compliance with the five- to six-foot solid fence to screen the outdoor storage area from abutting properties to the south and west, as well as the required S-3 landscape screening outside the fence along the south property line. 4. He must also meet compliance with the access standards including curb cuts to control vehicle access to the property, construction of the required north-south sidewalk within the right-of--way, as well as a designated pedestrian access to the building from the public right-of--way, and compliance with the off-street parking compliance design standards. Walz said because the applicant wishes to begin using the facility immediately, and it will not be possible to install the required site improvements before spring, Staff recommends that a provisional occupancy permit be issued subject to a performance guarantee to ensure that all required site improvements be completed in a timely manner. Payne asked if the trees on the property will have to be removed for the sidewalk, and Walz responded that the Building Department is willing to work with the applicant on that matter. It may be possible to get an access easement across the private property to enable the sidewalk to go around the trees. Wood asked if chain link fence with lath was considered a solid fence. Walz said that it was, and given the character of the area and surrounding uses, it seemed appropriate to Staff, but the Board has discretion over the decision. Shawn Harris showed a final layout of the plan to the Board on his computer, and agreed to email a copy to Walz to have it included in the public record. Wood closed the public discussion. Motion: Thornton made a motion to approve EXC08-00001 subject to the conditions described by staff and with a performance guarantee. Leigh suggested that the motion include a waiver for the S-3 screening requirement along the railroad. Thornton agreed to amend. Payne seconded. Leigh said she thought the proposed changes met the general approval criteria, and the specific proposed exception would not be detrimental to, or endanger the public health, safety, comfort, or general welfare. She said a viable business is always more desirable than a vacant lot. Thornton added that the business is more than 100 feet from the nearest residential property, and they are not going to store vehicles for long periods of time. He also agreed the applicant will be making substantial improvements to the property. Payne added that putting plastic lath into the existing chair link fence would meet the requirement to screen vehicles from surrounding areas. She also said she believed the S-3 screening required along the south and east sides of the property will be adequate, improve the property, and provide a buffer between the street and the vehicle areas. Payne mentioned she wanted to make sure the 42 foot-wide curb cuts, as specified in the Staff report, were included on the record. Wood said he agreed the exception met both the specific and general standards. Holecek said someone would need to provide reasoning to support allowing the waiver for the S-3 screening on the west property line. Payne said due to the fact that it is difficult to grow any vegetation along the west side of the lot because of the railroad the Board would waive the landscaping requirement in that area. Leigh added that the area is prone to vandalism and S-3 screening on the west side may be detrimental to business in the area. The motion was approved 4:0. EXC08-00004: Discussion of an application submitted by Regina High School for a special exception to allow expansion of a school facility in the Low Density Single Family Residential (RS-5) zone located at 2150 Rochester Avenue. Walz displayed an aerial map displaying Regina Catholic Education Center, the sports fields, and surrounding residential and commercial uses. The proposed expansion on the press box and restroom addition would be just over 600 square feet. She said it is within the height requirements for the zone. The nearest residence is about 300 feet away. Walz said Staff has received one letter, which was included for the board, from someone in the neighborhood who approved of the project, and she has also received one phone call from someone who was concerned about noise coming from the area during games. She said Staff did not think the proposed expansion would alter light or sound from the current structure's use. Given the size of the proposed addition and the location on such a large property, Staff did not believe there would be negative impacts. Walz said Staff recommends approval of a special exception to build a 42 x 15-foot extension at 2150 Rochester Ave. be approved. Wood asked about the structure's current size, and Walz said she believed it was about 300 square feet. Payne noted that if the structure were only 100 square feet smaller the applicant would not need a special exception. Wood closed the public hearing. Motion: Payne moved to approve EXC08-00004: An application submitted by Regina High School for a special exception to allow expansion of a school facility in the Low Density Single Family Residential (RS-5) zone located at 2150 Rochester Avenue. Leigh seconded. Thornton reviewed the proposal, noting the applicant had a very large campus, and the structure was well within compliance with zoning regulations, and that the expansion would improve accessibility to disabled patrons. He said the expansion would not create a negative impact on the community, nor would it be injurious to the community. He noted all utilities were already present, and that he would vote in favor of the motion. Payne said that the expansion would be consistent with the Comprehensive Plan, and she said she didn't believe it would change the livability of the area. She said she would vote in favor of the exception. Leigh agreed, saying it met both the general and specific standards. She noted that she does sympathize with people bothered by noise and lights, but she didn't think the expansion would make it any worse. Wood said he planned to vote in favor of the exception, and he did not believe the expansion would increase light or sound, saying there were only five home football games a year. He said he thought the expansion would improve the facility, but not impact the number of people on the site, or their conduct. The motion carried 4:0. EXC08-00003: Discussion of an application submitted by St. Patrick's Church for a special exception to allow construction of a church for property in the Low Density Single Family Residential (RS-5) zone located at 4330 St. Patrick Drive. Walz presented the Staff report, told Board members the property was annexed into the city in 2007, and zoned for residential use. She said the Comprehensive Plan showed the area was originally planned as residential, and residents of the district had indicated they would like to see a traditional neighborhood with lots of interconnected streets. She said residents wanted a central square from which all neighborhoods would radiate out. The vision for the square was that it would provide a connection for people. She said a large use, such as a church, had not been originally contemplated for the site. Walz said Staff worked with the church to help it use the setting in a way that wouldn't detract from the concept for the central public square, and wouldn't disrupt pedestrian and vehicular traffic through the neighborhoods. She added that in the conditional zoning agreement it was required that the church dedicate a 60 foot right-of--way to the north of the property for a future street, as well as the two spokes coming down towards the square, and that they build a sidewalk across the property and allow a public access easement, so that when neighborhoods develop in the future, people can easily get across the site. Walz said the zoning criteria for the special exception focus on whether the use is compatible with the surrounding residential neighborhood. The two main areas of focus are the required setbacks--what happens in those setbacks--and how vehicle traffic and parking areas are addressed on the site. These are the issues that have the most potential to detract from residential character since church buildings tend to be larger and are more intensely used and create more traffic on site. Walz noted the proposed church would be on a collector street that is wider than 28 feet wide. Walz said the proposed church differs from some previous exceptions the board has considered because the majority of the land surrounding the site hasn't been annexed into the City yet and is not developed. She said the Comprehensive Plan has addressed the area, and at least one of the general criteria asks Board to consider if establishment of the proposed exception will impede the normal and orderly development and improvement of the surrounding property. She stated that board members should think about the area's future neighborhoods even though they are not yet present. Walz explained the larger required setbacks for churches because of the structures' large size and their intense use during short bursts of time. She said the larger setbacks also allow for screening to maintain a sense of privacy for surrounding residential neighbors, and it allows the distance necessary to mitigate the change in scale between large church structures and neighboring houses. Walz said the proposed St. Patrick's Church exceeded all required setbacks, especially in the front and back of the building. Along the front the structure is set back 160 feet from the public street. She said the most unusual aspect on the site it the church's proposed 113-foot bell tower. She said church bell towers and spires are exempt from height limitations in the Code, however, the Board could consider the tower in terms of the scale of the neighborhood. She said it was Staff's opinion that the site uses distance to minimize the difference in scale. Walz said the bell tower has a setback of 160 feet to the front and more than 200 feet to the side. Walz said several of the special exception criteria focus on the parking area, including the size, design, screening, and parking location on the site. She noted that parking, and the coming and going of traffic at institutional uses, are the areas that traditionally cause the most concern for neighbors. She said there are two issues that make the parking design for the site difficult. The first is because the site fronts on two streets (north and south), and the second is orientation of the church on the site. Because the church had agreed to face the public square, Walz said Staff thought it would be unreasonable to ask that all parking be to the rear, forcing patrons to walk completely around the building, more than 100 feet, to use the main entrance. To address these issues, Walz said the church has proposed the large front setback, additional tree screening. The church has also proposed the minimum number of parking spaces allowed, 160, based upon a calculation of the square footage of the main sanctuary. The site design took the number of parking spaces and split them into two heavily screened lots which were set no further forward towards St. Patrick Drive than the front plane of the building. Walz reviewed the general standards, saying Staff did not feel the proposed church would be detrimental to the health, safety, or general welfare of the public because of the setbacks, screening, and safe ingress and egress from an appropriately sized street. She said the specific proposed exception will not be injurious to the enjoyment or use of other property in the immediate vicinity, nor will it substantially diminish or impair property values in the neighborhood. She said establishment of the proposed exception would not impede the normal and orderly development of the surrounding property for uses permitted in the zone in which the property is located, because the church had addressed cross access issues; faced the church toward the square and granted the 60-foot rights of way through the CZA. She said adequate utilities, drainage, and access roads and other necessary facilities have been or are being provided. All water, sewer and necessary access roads are in place, and the additional access drive from the future north road will allow vehicles to leave the site through an alternative route. She said adequate measures have been or will be provided to provide ingress and egress to minimize traffic congestion on public streets. Walz said the application meets all the requirements for the RS-5 zone, and a final site plan will be subject to review by the Building Official. She concluded by saying the proposed use will be consistent with the Comprehensive Plan as amended, and it meets or exceeds all zoning requirements. Staff recommends that EXC08-00003 be approved subject to the following conditions: 1. Substantial compliance with the site plan and elevations submitted. 2. Dedication of the rights-of--way for pedestrian access easement as described in the conditional zoning agreement prior to issuance of a building permit. 3. Compliance with all other elements of the conditional zoning agreement. Payne noted the Staff report seemed to use St. Patrick Drive and Lower West Branch Road interchangeably, which is not accurate. Wood and Payne asked about the location of the bell tower, and Walz pointed out its location on a map. Thornton asked about a sports field located behind the proposed building, and Walz said it is intended as some sort of open space, but if, at some point in the future, they wanted to place a structure on it larger than 500 square feet, they would need to come before the Board again. Thornton asked about the rational for only building the minimum number of parking spaces, and Walz said the number of spaces was proposed by the church, and it was part of a set of requirements for LEED certification. She said part of LEED looks at not requiring an over-abundance of parking, which is common in institutional uses. She said the Board could request more or fewer spaces. Payne asked for more clarification on how the number of parking spaces is determined. Walz explained it is calculated as 1 /6 of the maximum capacity of the largest meeting area of the structure, in this case, the sanctuary. Payne said she didn't think having six people in each car was realistic. Walz said the calculation takes into account that the sanctuary will rarely be at full capacity, as well as the potential that some people will walk or park on surrounding public streets. Payne said she is concerned with the minimum parking provided, and questioned if the future neighborhoods would really want people parking on the streets while at church. Walz said it is important to look at the daily use of the church-most days it is not going to be extremely busy, but occasionally there will be days with overflow. Thornton asked if there was room on the footprint of the property for more parking spaces, if needed. Walz said there would be room for a parking expansion if needed later. Dave Zahradnik, representative with Neumann Monson Architects, presented a computerized rendition of the proposed church and property to the Board. He said the bell tower was designed to help create a sense of identity and space to the church and neighborhood, and he believed it would act as a landmark and help draw people to the public square. He described how the church property was designed as a plaza outdoor space, much like old European churches. He said the plaza would be used as a gathering space, and it helped the church address the public square. He described how the grade of the property allowed the ancillary uses, such as the gymnasium, to be set into the slope, keeping their scale as secondary to the main sanctuary. Zahradnik addressed the Board's parking concerns, saying the current attendance for the church is at about 400, quite a bit less than the maximum of 955. He added that in the future, as attendance grows, there is the potential of adding additional parking and connecting the two lots via a drive so one could traverse the site without meeting a dead end at the back of the parking area. Thornton asked about accessibility for disabled persons, and Zahradnik pointed out several areas around the front plaza that don't have curbs or steps. Kevin Monson, with Neumann Monson Architects, clarified the parking issue, and said just because they are only asking for the minimum number of spaces now, they don't want to have an approval by the Board that prevents any future requests for expansion as the congregation grows. He added that a church, and it's parking, is not built for Easter Sunday, and it was not their intention to pave the site over. Greg Lacey, neighbor to the west of the site, spoke to the Board about his concerns over screening because the church would be looking down on his house. He also noted that the signs on Lower West Branch Road currently don't allow public parking. Walz said the City has indicated they would allow public parking, and presumably, when the neighboring subdivisions develop, parking will be allowed on those streets, too. Lacey asked about water draining off the church parking lots, and Walz explained the Building Department would review the final site plan to be sure that the water drains appropriately. It was her understanding the stormwater would drain to the southeast of the site. Lacey asked about noise, and Walz explained how setbacks are used, and the proposed use and the kind of noises that are anticipated. She said Staff does not expect much late night noise from a church, and noise will usually be contained to select times and days. Lacey asked if the bell tower would play music, and Walz said that the applicant had indicated that it would not play music but would ring twice a day and during some services. Lacey also asked about a fence between the two properties, and Zahradnik said there were no plans for a fence to be constructed. Lacey said he was concerned about maintenance, and ease of maintenance, so the area didn't become a weed patch. Walz said the City has a weed ordinance, and that the screening is a requirement in the code-- ifthe church fails to maintain the screening, the City would require the shrubs be replaced. Lacey said there was an old fence along the property line, and he was concerned about its proximity to the proposed screening hedge. Father Juarez suggested the two meet to find a common solution, possibly removing the dilapidated fence. Wood closed the public discussion. Motion: Payne moved to approve EXC08-00003, an application submitted by St. Patrick's Church for a special exception to allow construction of a church for a property in the Low Density Single Family Residential (RS-5) zone located at 4330 St. Patrick Drive, be approved subject to the following conditions: 1. Substantial compliance with the site plan and elevation submitted. 2. Dedication ofrights-of--way and the pedestrian access easement as described in the CZA prior to issuance of a building permit. 3. Compliance with all other elements of the CZA. Leigh seconded . Leigh said she believed the general and specific standards had been met and exceeded. She said she thought the setbacks were extremely generous, the parking was adequate and gave consideration to expansion, and the required landscape screening had been provided. She added the special exception will not be detrimental or endanger the public health, safety, general comfort, welfare, nor will it be injurious to the enjoyment of other property owners in the immediate vicinity, or substantially impair or diminish property values. Leigh said she thought the church was such a lovely facility that would enhance, rather than diminish, the area. Leigh said she did not think the church would impede the normal or orderly development of surrounding properties. She noted the site has adequate ingress and egress, drainage, and utilities. She said it was consistent with the Comprehensive Plan, and that she planned to vote in favor of the special exception. Payne added the site met the requirement for street access with its primary entrance. She said she was initially concerned the bell tower would be a distraction from the public square, but after Zahradnik's presentation, she felt it would serve as a landmark for the square, as well as serving as a marker for the east side of town. Payne said that while the church is going to increase traffic to the area, she does not feel it is going to increase adversely. She said noise from the bell tower at noon and 6 p.m. should not be a concern. Payne noted she felt the church was great for the area and she planned to vote in favor of the exception. Thornton said the applicant did a very good job in meeting the regulations and standards, and he agreed with his colleagues that the church would serve as a major anchor for the east side of Iowa City. He applauded the use of green space on the site, and said he planned to vote in favor. Wood said he was impressed with the ways in which the applicant met the specific and general standards. He said he liked the idea of the church plaza opening onto a public space, and that he planned to support the special exception. The motion was approved 4:0. OTHER: Holecek asked to meet with Board members after adjournment to compare calendars. Walz said she hopes to have another member for the BOA for the March meeting. She also said there was special training available in April for members of BOA through Iowa State Extension, and she would be sending out specific information about the training in the next few weeks. ADJOURNMENT: Leigh made a motion to adjourn at 6:53 p.m. The motion carried 4:0 0 C N 'D ~^ O ~ v Q ~ w ~ O v .p C i ~ MO = '~ W Q 0 N N .r .-. O ..r O .r O~ M .. 0~0 O~ _, N M ~ ~ N i z z z z z ~, oo rn o r- ~ o o ~ i ~~ 0 0 0 0 0 W o 0 0 0 0 c '~ ° .C .~F `~ '7' a L C y .y 3 '~ ~ L" z ~ a ~ 3 ~ H > >r ~ ~ ~ ~ „ ~ ; ~ L U «S ~ "Q ~ bA ~ `~ ~ x~~ z ~ w -~ L X ~ y W '~ .~ ~ a~ ~ ~ ~ ~ ~' ~ .~ s~ o 0 aQ¢Z2 II II II II II X O ~ ~ w 5b 3 MINUTES FINAL Iowa City Airport Commission March 13, 2008 Iowa City Airport Terminal - 5:45 PM Members Present: Greg Farris, Randy Hartwig, Howard Horan, Janelle Rettig, John Staley Staff Present: Sue Dulek, Michael Tharp Others Present: Jennifer Nolan, David Hughes, Minnetta Gardinier, Greg Zimmerman, Al Wells, Dean Thornberry DETERMINE QUORUM: Rettig called the meeting to order at 5:45 P.M. ELECTION OF OFFICERS: Rettig nominated Farris for Chair of the Airport Commission, seconded by Horan. Motion carried 5-0. Farris then asked for nominations for Secretary. Hartwig nominated Rettig for Secretary of the Airport Commission, seconded by Staley. Motion carried 5-0. RECOMMENDATIONS TO COUNCIL: APPROVAL OF MINUTES FROM THE FEBRUARY 14 AND MARCH 6, 2008 MEETINGS: Farris asked if anyone had any amendments to the minutes. Tharp noted that on page 4 of the February 14 minutes, about halfway through the Public Hearing on the United Hangar, it states, "Horan then closed the public hearing." This should be removed, as this was not the actual spot where he closed the meeting. Staley moved to accept the February 14 and March 6, 2008 minutes as amended above; seconded by Rettig. Motion carried 5-0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: Iowa City Airport Commission March 13, 2008 Page 2 of 6 a. Aviation Commerce Park - Al Wells of 3791 Cottage Reserve Road, Solon, addressed the Commission, stating that today he made an offer to purchase Lot 1 and that this will be going through the channels at the City, but he wanted to ask that the offer include the restoration and taking of the United Hanger off the Airport's hands, and after restoring the hangar, he would place it on Lot 1. He noted that due to the fact that the demolition of this hangar is fast approaching, he wanted to bring this to the Commission's attention. Hartwig asked some questions of Wells regarding his plans, but Wells stated that a lot of this information is part of his offer, but that his main goal is to save the hangar. The Members discussed the fact that the runway cannot open until this hangar is removed, and they asked Hughes to address this issue, as well. A brief discussion ensued on the necessary items that still need to be completed before the runway can be opened. Wells was asked if he had any specific timeframes in mind, to which he stated that he was awaiting approvals on his proposal before he firmed up any timeframes, but that once he had the go-ahead, he approximates that it would take him one week to remove the United hangar. Dulek then spoke about Mr. Wells' offer, stating that she spoke to Peggy Slaughter who will be presenting the offer to Helling tomorrow. Dulek explained the process from that point and that the offer would proceed if accepted by the city manager. Rettig then asked to look at a map to see exactly what areas would be affected by this proposal. She stated that Wells would need access, at some point, to the airfield if he is planning to have planes use this hangar. Members continued to discuss his proposal, and Wells explained that he is open to whatever the Members want to consider. A question was asked of the Commission regarding the cost to have the United hangar removed. Dulek stated that it's around $103,000. Horan added that this includes taking out the concrete base, as well. Rettig explained that the money for this is coming from a grant. The discussion continued with Members stating that they would like to see something done with this hangar; however, they need to further discuss all of the issues involved, and need to see the offer that Mr. Wells has made. Rettig asked Wells if he has considered a lease for Lot 1, versus buying the lot. Wells stated that he did some research into this, and he briefly explained what his goal for the lot is. Farris ended the conversation stating that they will wait to see the offer and will then discuss things further. Tharp stated that he received the updated numbers on the tax revenue from the sold lots with building improvements -- $304,000 per year. Rettig 2 Iowa City Airport Commission March 13, 2008 Page 3 of 6 stated that Peggy Slaughter had told her that some of the sub-contractors, who will come to the area with the proposed business, are now starting to look at lots, as well. Hartwig stated that he believes it would be useful to sit down with the City Manager or someone at City Hall and discuss where they are headed from here. Horan agreed, stating that they need to make sure they are all "on the same page" when it comes to the selling of the remainder of Aviation Commerce Park. b. FAA/IDOT Projects -Earth Tech i. Runway 7/25 -Hughes stated the FAA has some runway funding available, and grants have to be in place by June 13th. He stated that with the snow this season, and the delays from such, he will have to ask the Commission to hold some special meetings in order to meet this deadline. ii. South Aviation Development Study - On hold due to weather. iii. South Taxilane Rehab - On hold due to weather. iv. North Taxilane Rehab - On hold due to weather. v. Jet A Fuel System / AvGas Upgrade -Hughes stated this is up and operational for helicopters currently. He stated that they are working with the contractor on a flow problem. He added that he also has a call into the pump manufacturer to see if he can get some needed help. vi. Terminal Apron Rehab - On hold due to weather. vii. Obstruction Mitigation - On hold due to weather. viii. United Hangar -Hughes stated they have five bids thus far, ranging from $103,000 to $125,000. Hughes stated that in light of this evening's conversation with Mr. Wells, he needs to contact the FAA and discuss their options on this hangar. The bids are good for 60 days, according to Hughes, so they do not have to make a decision immediately. Members discussed the need to get all questions regarding Mr. Wells' offer to Tharp as soon as possible. c. Airport "Operations": Strategic Plan-Implementation; Budget; and Airport Management -Rettig noted that she had no highlights this month. Tharp stated that the snow removal budget is quite high this season. This led to a brief discussion of monies available for asphalt and crack sealing, and what projects will need to be done once the weather clears. Tharp then responded to questions from Farris regarding when the next updates will be needed for the Strategic Plan. Rettig brought up the fact that there are a lot of extra cars in the parking lot again, and she suggested they review the agreement with Hertz. She also noted that both gates are being left completely open, and that this needs to be a priority in keeping the airfield secure. Hartwig noted that they probably should review access to the airfield and that Jet Air should be part of this discussion. 3 Iowa City Airport Commission March 13, 2008 Page4of6 d. FBO Staff Report -Nolan from Jet Air told the Commission that the Jet A fuel system has been a good thing, especially for the helicopters, and that they have had quite a few sales. She noted that everything else is going well, and they are anxiously awaiting the spring weather. Subcommittees' Reports -Farris reported on the viewing area project, and shared some conceptual drawings with the Members. He noted that he met with Iowa City Landscaping recently and that he went over the proposed plans that they have outlined so far. Farris explained how they believe the viewing area will be laid out, noting some of the interest points they hope to achieve. This led to a brief discussion of possible fundraising possibilities to help finance this proposed viewing area, as well as City funds. f. Commission Members' Reports -Hartwig noted that he was at last Tuesday's City Council meeting and that he spoke to the proposed $10,000 cut in the Airport budget. He noted that also at this meeting were two reps from ITC Midwest, the company buying the three lots, and that they expressed their excitement in their upcoming project. Farris welcomed Horan back to the Commission. Hartwig noted that they had another applicant, and that perhaps they should approach him about other ways to become involved in the Airport. Staley noted a recent Gazette article on the Airport, and asked if they could have a link to the article on their web page. He also suggested making copies of the article for people to take and read. Members agreed that they need to keep a collection of articles such as this. Farris noted that they had an "angel flight" that came from Casper, Wyoming to the Hospitals and that several news media were present for a story. There was also a "wings of hope" flight from the south at the same time. Farris spoke briefly to the Members about the "angel flight" program and how it works. Farris stated that he went with Tharp to the "day on the hill" event, and that it was an enjoyable day. g. Staff Reports -Tharp spoke to the Members about grant funding issues, stating that the likelihood that they will get the amounts they want is pretty low this year. Members spoke briefly about their options and space needs, agreeing that they need to further discuss these issues now and go after whatever grant funds they possibly can. 4 Iowa City Airport Commission March 13, 2008 Page 5 of 6 SET NEXT REGULAR MEETING FOR: April 10, 2008, at 6:30 P.M. Rettig noted that she will be late to this meeting, but is unsure what time. Staley suggested starting at 6:30 PM, to which Members agreed. ADJOURN: Meeting adjourned at 7:17 P.M. CHAIRPERSON DATE 5 Iowa City Airport Commission March 13, 2008 Page 6 of 6 Airport Commission ATTENDANCE RECORD YEAR 2008 (Meeting Date) NAME TERM EXP. 1/10 2/14 3/6 3/13 Randy Hartwig 3/1/09 X X X X Greg Farris 3/1/13 X X X X John Staley 3/1/10 X X X X Howard Horan 3/1/14 X X --- X Janelle Rettig 3/1/12 X X X X KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting --- = Not a Member 6 04-Z9-Otf 5b 4 MINUTES PARKS AND RECREATION COMMISSION MARCH 12, 2008 FINAL MEMBERS PRESENT: Margie Loomer, Ryan O'Leary, Matt Pacha, Jerry Raaz, Phil Reisetter, John Watson, John Westefeld MEMBERS ABSENT: David Bourgeois, Craig Gustaveson, STAFF PRESENT: Terry Robinson, Terry Trueblood GUESTS PRESENT: Andy Beavers, Christina Tjebben, Christopher Voci, Sarah Walz, Ashley Wunderlich RECOMMENDATIONS TO COUNCIL: OTHER FORMAL ACTION TAKEN Moved by Westefeld, seconded by Loomer to approve the February 20, 2008 minutes as written. Unanimous. PUBLIC DISCUSSION: None INTRODUCTION Trueblood introduced Jeff Sears to the Commission. Jeff is a new Program Supervisor for the Recreation Division. Jeff is from Grinnell where he was the Recreation Director. Jeff replaces Bill Blanchard who recently retired. Commission members welcomed Jeff. UPDATE ON STATUS OF FUND RAISING EFFORTS BY THE FRIENDS OF HICKORY HILL PARK AND CONSIDER PROPOSAL FOR A NEW STRUCTURE IN THE PARK: C. J. Voci and Sarah Walz, the Chair and Secretary respectively of The Friends of Hickory Hill were present and reported to Commission. Friends of Hickory Hill have been conducting a fund raising campaign to purchase 16 acres of land along the western northwestern boundary of Hickory Hill Park. While they have raised sufficient funding to purchase the property, the group is hoping to raise more money to use for land stewardship and maintenance. Walz announced that Dee and Carrie Norton (Dee was a past Commission member) have made a considerable donation towards the purchase of this land. They are also contributing an additional amount to be used for the construction of an informational/educational structure. This will most likely be an Parks and Recreation Commission March 12, 2008 Page 2 of 5 open-air park shelter with a number of permanent displays about the park. They reported that they are considering a shelter similar to one that is currently at Kent Park. Pacha asked Commission members for their comments. Reisetter asked if there has been a formal policy written regarding the placement of structures or memorials placed in parks. Trueblood stated that there is a policy in place and that City Council may need to approve this structure. O'Leary asked if there had been any consideration of making an entrance from North Dodge Street into the park. Voci stated that while this had been considered, it was determined to be a poor location due to the down slope of the land. Walz reported that the Norton's have requested that the shelter be located in a public park area. Moved by Raaz, seconded by Westefeld to support Friends of Hickory Hill presenting a final design for a pavilion to be constructed in Hickory Hill Park for future consideration. Unanimous. CONSIDER APPROVAL OF PARK RELATED PIN GRANT PROPOSALS: Trueblood reviewed PIN Grant Proposals with Commission. He reminded commission that their comments will then be forwarded to Neighborhood Council. This council then formulates its recommendations for approval by City Council. Trueblood reviewed the following PIN Grant applications as they are related to parks: 1. Harvest Party: The Grant Wood Neighborhood Association is requesting $500 for a Harvest Party. This event has been held the past two years. The idea is to bring neighborhood people together so that families can get to know each other, and thereby promoting better communication between neighbors. The Harvest Party is scheduled for October 25, 2008 from 4 to 7 p.m. 2. Workshops at Grant Wood Gym: The Grant Wood Neighborhood Association is requesting $750 to provide educational workshops to the Grant Wood Neighborhood. Such programs may include presentations from the Police Department, the Fire Department, and Master Gardeners or other landscaping companies. 3. Wetherby Splash Pad: The Wetherby Neighborhood Association is asking for $5000 to continue their efforts to construct a splash pad in Iowa City. This would be in addition to money already received through fund-raising efforts by the neighborhood association. To date they have acquired a total of $171,850, $35,000 of which is from the Parks and Recreation Department. Their goal is $200,000. 4. Wetherby Park Benches: The Wetherby Neighborhood Association is asking for $2,875 to add park benches around the Wetherby Splash Pad. Moved by Reisetter, seconded by Loomer to approve the PIN Grant requests for the Harvest Party, the Workshops at Grant Wood Gym, the Wetherbv Splash Pad and the Wetherbv Park benches. Unanimous. Parks and Recreation Commission March 12, 2008 Page 3 of 5 REPORT ON THE MARCH 4, 2008 MEETING OF THE PARKS AND RECREATION. FOUNDATION: The Foundation Board met on March 4, 2008. Items discussed included the foundation operation and membership, revision of Foundation Bylaws, election of officers, update on the Parks, Recreation and Trails Master Plan, financial report, and fund raising for the Sand Lake Recreation Area. Of note is that the Foundation moved to commit $15,000 towards the Sand Lake Recreation development. Trueblood noted that staff is in the process of completing a CAT Grant (Community Attraction. and Tourism) in the amount of $2,000,000. Trueblood distributed a proposed letter from the Commission in support of the CAT Grant for their review. There will also be a letter of support from the Foundation. MASTER PLAN UPDATE: Trueblood reported that he is in the process of working with the consultants to schedule a presentation of the result from the Community Attitude and Interest Survey. He will look into scheduling this during a Commission Meeting. UPDATE ON POOL WALL PUBLIC ART PROJECT: Trueblood passed around a sample of the material to be used for the proposed art project for the Recreation Center pool wall. An artist from Arizona, B. J. Catz, has been awarded the project. This project will be visible to people driving by the Recreation Center and will be lit at all times. Installation is tentatively set for June 6. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: O'Leary stated that the ground breaking ceremony for the U of I Boathouse project was very well done. He also mentioned that he was recently told by a community member how much they enjoy the Recreation Division water aerobics classes. Raaz asked staff when the pavilion at the Disc Golf Course would be constructed. Trueblood said it is scheduled for this spring. Raaz also pointed out to members how the Iowa City Farmers Market seems to be a very popular event in the community according to results reported on the Community Attitude and Interest Survey. He further stated that perhaps there should be more discussion about this program, how it fits into the community, what are the long range plans for the Farmers Market, etc. Trueblood stated that he would have Tammy Neumann, Market Coordinator, report at the next Commission meeting regarding changes and future plans for the market. CHAIR'S REPORT No report. Parks and Recreation Commission March 12, 2008 Page 4 of 5 DIRECTOR'S REPORT Trueblood further discussed the process for the CAT Grant application. He stated that the Sand Lake Recreation Area project seems to meet all the necessary guidelines for such a grant. The deadline to submit is April 15, 2008. He noted that the value of the land has been increased to $7.6 million since the addition of 30 acres. He encouraged Commission members to attend the Vision Iowa meeting scheduled for April 9, further stating that the Mayor would like to see a good turnout for this meeting. Trueblood noted that the U of I Boathouse bid opening is scheduled for March 13, 2008. Trueblood announced that he and a number of the Parks and Recreation staff will be attending the annual IPRA Conference to be held in Council Bluffs in late March. ADJOURNMENT Moved by Raaz, seconded by Reisetter, to adiourn the meeting at 6:35 p.m. Unanimous Parks and Recreation Commission March 12, 2008 Page 5 of 5 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YEAR 2008 NAME TERm O~ O N ~ ~ ^'~ ~ N O ~ 00 N O EXPIRES ~ .\-~ N N r M ~ ~ V7 "' ~ `~ ~ "" 00 ' O~ ~ David Bour eois 1/1/ll O/E O/E O/E Craig Gustaveson 1/1/11 X X O/E Margaret Loomer 1/1/12 X X X Ryan O'Lear I/1/10 X X X Matt Pacha 1/1/09 X X X Jerry Raaz 1/1/12 X X X Phil Reisetter I/1/09 X O/E X John Watson 1/1/11 O/E O/E X John Westefeld I/1/10 O/E X X KEY: X = 0= O/E _ NM = LQ = Present Absent Absent/Excused No meeting No meeting due to lack of quorum Not a Member 5b 5 MINUTES Youth Advisory Commission February 25, 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: 7:00 P.M. FINAL Approve Minutes: Nelson moved to approve the minutes as amended. Segar seconded. The minutes were approved 4-0. Report on BudEet Presentation: Nelson reported that he attended the budget hearing on January 23. The Youth Advisory Commission was given $3000. Nelson stated that there were far fewer questions from the council about the budget than last year. Update on Website: Karr pointed out that some members did not yet have pictures and/or parental release forms on their website biography. Nelson said that he would continue his work on the Facebook ads and send the information to Karr. Youth Empowerment Grant: Nelson reiterated the importance of advertising the Youth Empowerment Grant, both byword of mouth and by other means such as Facebook ads. Wilburn said that he had distributed information about the Grants to Mr. Harper at City High and Mr. Pepin at West High. Summer of the Arts Update: Karr suggested that a country be picked soon, so as to have a wider list of options. Nelson reminded the Commission that up to $700 could be spent on this project with $500 in the YAC budget, and $200 being reimbursed by Summer of the Arts. Segar opined that Egypt and Madagascar were the most interesting to him. Weeks and Segar briefly discussed Segar's connection to a person from Egypt. The Commission reached a consensus to choose Egypt. Citizenship Awards Representation: Karr reminded the council that Mayor Bailey had requested our presence at the Citizenship Awards. The commission agreed to renew its commitment to the awards, designating alternates to go incase of conflict. Segar volunteered for the March 4th Awards with Nelson as an alternate. Weeks volunteered for April 1St with Nelson as an alternate. Han volunteered for April 15th with Nelson as an alternate. Make up of 2008 Subcommittees: Discussion postponed until the next meeting pending the arrival of new YAC members. Public Discussion: None Youth Advisory Commission February 25, 2008 Page 2 Announcements/Invitations: The Neighborhood Centers of Johnson County asked if the YAC would like to staff a water stand at their Road Race on April 12"' from 8:00 am to 4:00 pm. Karr and Nelson briefly discussed the conditions of last years race. Segar and Han said that they could supply plenty of volunteers. The Commission agreed to staff a stand. Meeting Schedule: The next meeting was scheduled for Monday, March 24 at 7:00, and an additional meeting was scheduled for Monday, Apri121 at 7:00. Adiournment: Motioned by Segar, seconded by Weeks. Approved 4-0. Meeting was adjourned at 7:20 pm. Minutes prepared by Weeks. m ~ 0 ~ X u u m n u ZZyD~ O O a y y a~~~~~ c~~~~ ~ '' m ~~ ~ c~ c ~ y ~D a ~ ~ ~ ~ N ~ ~ 3 ~D ~ Z ~ ~ ~ a o d cc c D ~ ~ D .~ .-r ~ 7 ~D ~ ~ m N ~ ~ N N N N N N N m ' ' W W W W W W W 1 I l ~ Z1 0 m 0 co 0 00 0 0~ 0 oo 0 co 0 cfl • ~ x x x x °- rn o, N X X X X m N cn rs• ora b O C D -~ ~_ ~D mo z Dz0 ~C)~ om-< ~m0 O~ vN 0 z Sb 6 MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 20, 2008-6:00 PM EMMA J. HARVAT HALL-CITY HALL Members Present: Jerry Anthony, Steve Crane, Marcy DeFrance, Andy Douglas, Holly Hart Rebecca McMurray, Michael Shaw Members Absent: Brian Richman, Charles Drum Staff Present: Steve Long, Linda Severson Others Present: Dennis Craven, Maryann Dennis, Al Axeen, Salome Raheim, Tracy Falcomata, Arvind Thakore, Bharat Kolhar Steve Rackis, Gillian Fox, Suellen Novotny, Laura Dowd, Crissy Canganelli, P. Kelley, M. Strechen, Tom Walz, Bill Reagan, Sandy Pickup, Ron Berg, Heidi Cuda, Sharon Locke, Brian Loring, Kristie Doser, Charles Eastham, Bob Burns, Deb Briggs, Bill Warner CALL TO ORDER: Anthony called the meeting to order at 6:10 p.m. RECOMMENDATIONS TO COUNCIL (become effective only after separate Council action): None PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: Anthony remarked on the recent affordable housing market study and how valuable he thought the information was. DISCUSSION REGARDING APPLICATIONS FOR FY09 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) FUNDING-QUESTION AND ANSWER SESSION: Southgate Development Services (SDS) Craven said SDS was asking for $200,000 for down-payment assistance in connection with a planned renovation of the Broadway Condominium Complex. He said the request of $200,000 was to renovate one of the three buildings, and they would return to request more money to renovate the other buildings as demand and time allow. The project intends to rehabilitate the Broadway Condominiums and create homeownership opportunities through down-payment assistance to low-moderate income households. Housing and Community Development Commission February 20, 2008 Page 2 Craven said he had been in contact with lead paint testing specialists, and once he knows if the project is funded the will proceed with testing. He also said they have done Davis Bacon (federal labor provisions) in the past, and they are in a position to comply with the regulations. In addressing a comment about their application not specifying a grant or a loan, Craven said he was leaving it up to the City. Crane asked if the project would still be viable if the funds weren't awarded. Craven replied "maybe," and explained they would still explore it, but the price point for the condos would be $5,000-$10,000 higher per unit. Anthony asked if they would be able to do a longer period of affordability than five to ten years. Craven said they would be open to suggestions from the Commission, but their objective is to get more stability in the neighborhood. He added they are exploring the possibility of covenants that would require a renovated unit stay owner-occupied for five to ten years. Anthony inquired about the cost estimates for rehabbing the building and how lead paint abatement issues may impact the price. Craven said they are hoping, because of the age of buildings, that lead-based paint won't be an issue, but if it is, the cost of the units may change. The Housing Fellowship-CHDO Operating Dennis explained the first of their three applications was for CHDO operating funds, which would provide operational support for the Housing Fellowship. She explained the organization is the only one. in Johnson County that provides permanent affordable rental housing, the only one that provides assistance for first-time homeownership in the form of a community land trust, and they have a partnership with US Bank to help very low-income households secure loans for rental deposits. Dennis responded to staff notes, saying the Housing Fellowship does have a plan to become financially stable in subsequent years by securing developer's fees for new projects, establishing well-funded maintenance reserves, and continuing good property management practices. She said if the funds are not awarded, the Fellowship would secure a line of credit for operations that would be repaid with future developer's fees. Anthony asked how long the Housing Fellowship had been in existence, and how many times they had requested operating funds. Dennis said the Fellowship had been in existence since 1990, and has asked for operating funds twice. Crane asked what last year's funds were used for, and she replied that they were partially used for hiring afull-time financial manager. Housing and Community Development Commission February 20, 2008 Page 3 The Housing Fellowship-Pre-Development Loan Dennis said the second application, for $15,000, is for the pre-development costs in preparation for aloes-income tax credit application. She said some of the costs of the pre- development include architectural fees, environmental assessments, engineering, etc... She addressed staff's concerns on if the Fellowship would be able to secure land for the development, and she said they had signed purchase agreements for 18single-family detached lots with expected acquisition in September 2008. Long told the Commission that this was the first time they have submitted apre-development application, and the recent Market Analysis encourages such loans. Eastham noted that tax credits are the largest single source of funding for affordable rental housing in the country. The Housing Fellowship-Rental Dennis said the application was for funds to acquire property. She said the allocation would be combined with their FY08 allocation. She noted the highest priority of the Affordable Housing Analysis was for the creation of more affordable rentals. She said the Fellowship has a long and successful history in the community, and they currently own and manage 133 rental units in Iowa City and Coralville. Dennis said if funding were not awarded, the project would probably not continue. In addressing staff questions, Dennis said expenses that are included in their miscellaneous operating expenses are: utilities, lawn care and snow removal during the brief time the homes are not occupied. McMurray asked if the project could go forward with partial funding. Dennis said the result would probably be fewer units, but fewer units do not mean less work in putting a viable project and application forward. Eastham added that fewer units would mean the Fellowship, and the City, would have failed in meeting the recommendations of the Affordable Housing Study. He cited the study, saying the community needs to produce 25-30 units a year over the next 30 years to meet the need for affordable housing. Commission members asked about the Fellowship's decision to use scattered sites for the development. Eastham noted several newer developments on the south side of town, and the affordability of those lots as compared to elsewhere. Housing and Community Development Commission February 20, 2008 Page 4 HACAP-Transitional Housing Axeen said that while HACAP serves six counties, this program is only in Iowa City. He explained the organization works with people who are homeless, but with some assistance through various services those individuals are able to enter transitional housing. He said HACAP works with many victims of domestic violence. Axeen said the program is funded with some federal help, including block grants, but overall, their finances are lean. He addressed staff concerns about lead-based paint, saying they regularly test the properties they get, and added HACAP has crews available in Cedar Rapids that do mitigation and testing. Long explained anon-compliance issue in HACAP's FY06 HOME award, saying the program didn't spend all the original money because there wasn't enough to buy a fourth unit and HACAP has not made payment based on the agreement. He said staff was working with HACAP to consider their request for revised payment terms. Anthony asked about the specific proposal, and Axeen said through this proposal they are planning to buy three units, but the property has not yet been identified. Shaw asked why HACAP was targeting census tracts five and 13. Axeen said those were the areas where they could find reasonably priced condo units. Long asked where supportive services come from, and Axeen said they are from CSBG. Anthony asked about the project's budget, noting expenses have exceeded revenue in the first three years. Axeen said the issue was a result of property taxes. Axeen told Commission members that families in need could stay in the transitional housing for a maximum of two years, unless there is a compelling reason for a short extension, such as an injury or completion of an educational program. He said the biggest goals of the program are for families to save money, get clear of their debts and fines, and give them the skills to survive. Isis Investments LLC-Rental Raheim addressed staff's questions to the Commission. She noted that in order for the affordable housing market to be met, according the Affordable Housing Study, a significant contribution by the City would be needed. She said her project is designed to be a cost effective and sustainable model for the private sector, and as a result, loan deferment and subsidy are needed to keep costs down. She said a loan deferment would allow the loan to be repaid after sufficient capital had been obtained. She said the subsidy is needed to cover some of the initial costs of home purchasing. Housing and Community Development Commission February 20, 2008 Page 5 In addressing other staff questions, Raheim said expenses included in Isis's miscellaneous expenses include: legal fees, advertising, cleaning, supplies, maintenance, utilities, and costs during vacancies. She noted that households would not need Section 8 Vouchers to rent the units, nor is the project's viability dependent upon renters having the vouchers. Raheim told the Commission she had no doubt Isis could find appropriately priced properties to purchase in the areas encouraged by the City Council. She noted that on Feb. 20 there were 5 homes that met the qualifications of price range and were in the encouraged census areas. She said she only expects there to be more homes on the market as the weather improves. Shaw asked about Raheim's other projects. She said Isis and Isis members currently have three other properties. Anthony asked about the expected costs of renovation. She said Isis was comfortable with the $4,000 price point they have indicated on their application. She also agreed with Anthony that Isis would consider increasing the term of affordability. Chauncey Swan LLC-Homeownership Burns, manager of the Chauncey Swan partnership, spoke to the Commission about their application regarding site acquisition for the proposed Chauncey Swan apartments. He said the downtown site is the location of the old Greyhound Bus Station. Burns said the site, currently owned by the City, is ideal for an affordable housing apartment building because it is across the street from a recreation center, close to the library, a grocery store, the Community Mental Health Center and bus routes. Burns said the property was a diamond in the rough and under-utilized. He said the purpose of the application was to accomplish three key elements: an environmental review of the property, site planning, and to negotiate a lease with the City. Burns spoke about how one of the key stumbling blocks for affordable housing in Iowa City is finding an appropriate site that is available. He said they see a lease as ideal because the City would retain long-term ownership of the property. He said the proposition had not yet been discussed with the City Council, but he sees HCDC as the appropriate place to bring the issue to the City. Shaw asked if there would need to be zoning changes for the proposal to go forward. Burns said the property is currently zoned adequately for what the application proposes, but he wants the project to be reviewed by Planning and Zoning. Long said the building could be much larger than proposed. Burns said his firm chose 40 units because of parking restraints. Long also said staff initially thought a large part of the property was in a flood plain, however, it turned out only a small corner was in a flood plain area. He said the use of federal funds to build in a flood plain is prohibited. Crane asked if the former service station's fuel tank was still underground. Burns said they don't yet know, but that would be investigated if and when the project moves forward. Shaw asked about the logistics of moving the electric substation on the property, and Burns said he thought it was Housing and Community Development Commission February 20, 2008 Page 6 possible, but expensive. Shaw asked about the potential future tenants, and Burns said they would have to meet the requirements of the low-income tax credit. He said they see the potential project as family housing, rather than restricting it to the elderly. He said all the units would be assessable to people with disabilities. Burns said restrictions would prohibit rental to students, except under certain circumstances. Douglas mentioned the Bicycle Library, which is currently operating out of one of the buildings on the site. Burns said it would be potential for the non-profit to stay in the lower level of the apartment building if that's something the City would like to negotiate. Dolphin International LLC-Homeownership Thakore responded to staff questions about their budget, explaining the money they are requesting is not for the remodeling project, but rather for mortgage assistance for the residents who are going to live there. He also addressed concerns about lead mitigation, saying they have an environmental team that takes care of all such problems before the project goes forward. In response to staff's questions, he said they are not going to provide mortgages for potential homeowners, but he said he has spoken to most banks in town about FHA loans. Thakore indicated the project would go on with partial funding, but it would limit homeowners who could receive down payment assistance. Long asked if Thakore could describe some of the proposed improvements. Kolhar noted there was much work to be done with improving insulation, addressing City violations including stairways, exposed electrical cabling, and sprinkler systems. He said the aesthetics also needed to be addressed to make the building look warmer and more inviting. Kolhar said the project is being designed in a number of phases, but eventually all the units will be made into condos. Douglas asked about the net loss of 43 total units by the end of the rehabilitation, and Thakore said no one who wants a condo would be displaced because there is sufficient vacancy in the buildings. McMurray asked if they would consider a longer period of affordability, and Thakore said they were open to anything that helped the residents. Anthony asked if the average of $25,000 per unit for remodeling was a bit low, and Thakore and Kolhar said because they do so many large projects they are able to keep the costs of materials down. Iowa City Housing Authority-Affordable Housing Briggs pointed out that while CITY STEPS focuses on rentals, the recent Affordable Housing Survey shows the need of affordable owner units and rentals will be close to the same level in the near future. She felt the CITY STEPS priority of the program would be upgraded once the results of the most recent survey were integrated into the evaluation framework. Housing and Community Development Commission February 20, 2008 Page 7 Briggs addressed staff's question about why they are asking for an exception to the City's policy on the period of affordability, and she said the amount of the loan ICHA is proposing is less than HOME's requirements for those regulations-a five-year period if the amount being awarded is $15,000 or less. She explained the down-payment assistance program is looking at giving a forgivable loan over five years with an amount not to exceed $10,000 (or 10 percent of the purchase price). She said if the loan isn't forgivable, and the property is 100 percent financed, the terms for the applicant aren't as favorable, and the payments aren't as affordable. Briggs told Commission members that when people talk about homeownership, it's not just about what it will take to get a family into a home, but also what it takes to keep the ownership sustained. She said research shows that when homeownership ratios are 97 to 100 percent, as opposed to 90 percent, the default rate increases seven-fold. Briggs sited a study of vital occupations in the City and what kinds of homes those people could afford without assistance. She said an office manager could only afford an $82,000 home; an elementary school teacher could afford a $62,000 home. She noted that local rents are at levels that just don't allow people to save for down payments. Briggs responded to staff's concerns about lead-based paint, saying the $500 fee for inspection would be deducted out the applicant's forgivable loan if their home were built prior to 1978. Briggs said if the program were fully funded they would be able to serve 35 families, and she didn't know if it would go forward on partial funding. She cited the administrative burden of the application process as an issue. Briggs said if an approved buyer finds an appropriate property, the City would place a lien on the property. After five years, ICHA would go to the City Council and have the lien released. If the owner sold the property prior to five years, the City would be paid back for the loan at closing, and the lien then .would be released. She said owners would have to file an agreement that would require owner occupancy, and it would not be possible for the owner to convert the property into a rental or do a quick flip for profit on the home. Long noted that every summer the City does a check on the residents of properties involved in City programs, and if the owner has rented the space out the City demands immediate repayment of whatever assistance the property owner received. Iowa City Housing Authority-TBRA Rackis distributed a written response to staff questions, and asked the Commission for questions. Crane asked how long it would take to cycle through all 841 families on the housing voucher waiting list. To give perspective, Rackis said they are housing approximately 100 families over the HUD baseline with the use of TBRA funds. With the use of the Housing Choice Voucher Program and the TBRA funds they are currently housing 1,300 families. Right now the waiting list has 1,400 families that meet the residency Housing and Community Development Commission February 20, 2008 Page 8 requirements. He said they are currently processing applications of residents that were submitted in March and April 2007. He said the wait for elderly, disabled, or families with children applying from outside of the community is about five years. Rackis said if the ICHA receives partial funding they would have to limit the length of rental subsidy to qualified applicants to one year rather than two. Rackis added the TBRA vouchers are only good in Johnson County, unless HCDC or the City Council made the decision to limit the voucher use to only the city limits. In response to staff's question about the number of accessible rental units, Rackis said 1,950 were available. Shaw suggested some of Rackis's handouts to Commission member's be returned because he didn't feel the names of all the program recipients needed to become part of the HCDC public record. Other members agreed, and returned the handouts. Anthony asked about residency requirements for the program. Rackis said they were using the Housing Choice Residency Plan, as approved by the City Council. Dolphin International LLC-Playground Thakore said the existing playground equipment in the area was installed in 1978-79, and is in poor shape. Kolhar said they might be enclosing about 10,000 square feet with a fence, put in a sidewalk to connect the housing development and the road to make the entire area easily accessible. Thakore later said they might not install the fence unless the City requests it. Kolhar said the reason the fence is considered is to block children from the pond on the property. Long explained that one of the stipulations of the application is that while they may have fencing, the gates wouldn't be locked, thus making the space publicly available. Crane asked for a quote on the price of the proposed playground equipment. Thakore distributed three price quotes. McMurray asked about the accessibility of the equipment for children with disabilities. Thakore said the proposed designs follow the ADA guidelines. LIFE Skills-Transportation Fox addressed Staff's questions about LIFE Skill's average daily attendance, saying its 5-6 individuals, but she expects that number to increase to a minimum of 8 people per session. She also said they recalculated their east and west routes within city limits (eliminating the mileage to transfer individuals outside of city limits), and that lowered their grant request from $4,336 to $3,848.25. She said the result of partial funding would be LIFE Skills transporting individuals only until grant funding ran out. Anthony asked how the program had been funded in the past. Fox said they started with a United Way grant to build out the facility; they have also used service dollars from the state Housing and Community Development Commission February 20, 2008 Page 9 as well as county MHD money. She said they are beginning to see Medicaid funding through home-based rehabilitation. VNA-Operations Novotny told Commission members the grant the VNA is seeking is to provide nursing assistance to people with mental illness in their homes. Novotny said the VNA would match the proposed $5,000 grant with state money. She responded to staff questions about how the VNA differs from other local mental health services. She said the VNA differs from other nursing providers in that it goes to patients' homes, sets up their medication, and does health assessments. Novotny told Commission members it was not encouraging on either a county or state level that the VNA would be able to generate enough revenue to support its own mental health services. She said the VNA is in the position of constantly seeking grants. Shaw asked about Medicaid funding for the program, and Novotny explained had seen some reimbursement for patients in the MERIT program; however, Medicaid only paid $55 for a home visit while the VNA's cost for the service was $102. She said they were loosing about $28,000 a year from those patients, and they were unable to match that loss with state or local grants. As a result, she said they were forced to give up MERIT as a fee source. Local Foods Connection-Operations Dowd told Commission members the Local Foods Connection (LFC) purchases produce and meat products from small, local farms and donates the goods to low-income local families. She said they are beginning their 10th year of operation. In response to staff questions, Dowd said the LFC purchases CSA (community supported agriculture) shares, which are a promise of a box full of fresh food for about 20 weeks. The size of the CSA share purchased for a family depends upon the size of family. Per week, the sizes vary from a quarter of a bushel for an individual, a half a bushel for a family of two to three, three-quarters of a bushel for a family of four to seven, or one bushel or more for a large agency, such as the STAR program of the Shelter House. Dowd said nutrition education has been or will be provided by local medical students, an individual working in public health, and registered dieticians. In terms of the organization's long-term financial sustainability, Dowd said in 2007 they began an endowment fund with the Community Foundation of Johnson County to establish a base for providing long-term financial stability. She said the fund began with $5,000. She explained the majority of LFC's funds are spent in the late winter and early spring for CSA shares, and during the rest of the year they invest remaining funds at the University of Iowa Community Credit Union. Dowd said if the project is only partially funded the executive director will continue to donate her time, but she may be forced to take on a part-time job, which would take her away from Housing and Community Development Commission February 20, 2008 Page 10 her responsibilities at LFC. She said once afairly-compensated executive director position is established, the organization will look into hiring additional employees. Shaw asked about the number of volunteers involved in LFC, and Dowd estimated that 30-40 people volunteer over the course of a year, not including approximately 250 University students fulfilling requirements for their Introduction to Environmental Science course. Shelter House-Operations (STAR program) Canganelli said the application for $7,500 was to work towards the cash match for the Shelter House STAR program. She said the Shelter House has been successful in past years in raising the cash match amount. She said this year the Shelter House is in an especially good position because the Shelter House has been awarded a gift for endowing the STAR program, and through the endowment they will be able to generate about $35,000. She added a significant amount of the cash match is from private fundraising. Canganelli said everyone who comes through the doors of the Shelter House is a beneficiary of the program because the funding is used to fund all activities that occur at Shelter House throughout the day. Without the STAR program, the Shelter House would close its doors from 8 a.m. to 5 p.m. She said they are more than 200 percent over HUD's expectations for the number of long-term clients served. As far as long-term plans to generate funding, Canganelli said the Shelter House would continue to provide information to the community, continue to demonstrate their positive impact on the health and safety for the community, and seek local support. Compeer-Operations Kelley explained that Compeer is run almost totally through volunteer work. She said they have no regular source of funding and receive all of their money through fundraising. In response to staff questions, Kelley said each volunteer must commit to at least one year, while most have stayed for over four years. Kelley said the turnover in directors seemed to be a result of people being hired away or moving away. Extend the Dream Foundation-Operations Walz told Commission members EDF supports ten small businesses that are owned and operated by people with disabilities. He said the organization also provides support for arent- to-own home where three handicapped people live, and EDF has raised money for the past six years for a major documentary that is now being shown in film festivals. Walz said the Foundation is essentially an all-volunteer staff except for some accounting help. He said the grant request is to help pay for a consultant and some staff time to keep the system running, which would address staff's concerns about keeping the program in compliance with HUD requirements. Housing and Community Development Commission February 20, 2008 Page 11 Crane asked what EDF had planned for long-term sustainability of their bookkeeping system. Walz said he would continue to raise funds in addition to the regular, stable contributors. He also said they have established an endowment fund to help with funding of the operation in the future. Arc of Southeast Iowa-Operations (Supported Employment) Reagan said the Arc has been headquartered in, and serving, Iowa City for 51 years. He noted the grant request was to facilitate employment services for six individuals with special needs. He said each person would receive 125 hours of employment coaching. He added the six would not qualify for any of the other usual funding streams or support. In response to staff's question about other sources of funding, Reagan said money was coming from private donations. Douglas asked what the result of partial funding would be, and Reagan said they would still proceed, but adjust the number of coaching hours, or try to solicit additional donations to support the project. Free Medical Clinic-Operations (Pharmacy Assistance Program) Pickup addressed staff's questions, and told Commission members it is always a struggle to find funding. She said the pharmacy program might eventually get some state funding, but the outlook was uncertain. She said the implications of partial funding might be decreased pharmacy hours for the pharmacy technician. Shaw asked if other clinics in town affect the FMC services. Pickup said she didn't feel they affected the FMC client population because of economic reasons-she said if the clients have to pay for care they most likely will not receive it. MECCA/ICARE-Operations/Transportations Cuda told Commission members the request was for ICARE and the offering of a support group and transportation for Iowa City residents living with HIV/AIDS. She explained their clients benefit from access to transportation because often they don't get around very well for various reasons, such as mental illness. She corrected an error on the application, noting they have 13 clients that are Iowa City residents, and they hope to open up the services to everyone living in Iowa City with HIV/AIDS, not just ICARE clients. MECCA-Facility Rehabilitation Berg told Commission members the request is for funding to rehabilitate their public facility. Repairs include painting, bathroom renovation, and updating to the playground area. Berg noted if the request were not fully funded they would choose the project with the highest Housing and Community Development Commission February 20, 2008 Page 12 priority. He added the bids they have received for the remodeling include the Davis-Bacon wages. Anthony asked which projects would be the priority, and Berg said the bathroom remodeling, with the playground being the second priority. Extend the Dream Foundation-Facility Rehabilitation Walz said in 2006 the EDF received a CDBG grant to help them buy a building at 2203 F Street. The building now houses three of the EDF shops, as well as an e-commerce program. Walz said the building has had issues with the upper roof leaking and the gutters being in disrepair. He indicated they've had three bids for the cost of repairs, and they would like to proceed with those repairs in order to protect EDF investment in the property. Anthony asked about EDF compliance with the City Housing inspection, and Walz said the only thing they have left to do is install covers over the florescent lights. Anthony also asked if the facility repairs would be covered by insurance, and Walz replied that they are not because they are just the result of age and normal wear. Shaw asked if the issue with the lighting might affect the possibility of receiving a CDBG grant. Walz said he could talk with the inspectors about their plans to convert the fluorescent lights to energy efficient lighting thus eliminating the need for the expensive covers. Arc of Southeast Iowa-Facility Rehabilitation Reagan explained the Arc has people coming and going throughout the building all day and into the evening. He said the back door, which, because of the parking lot, functions as the main door, is in need of lighting for safety purposes. He said much of the Arc's staff is young and female, and some of the staff and many of the clients use wheelchairs. Reagan said they have not yet had a problem because of the lack of safe -ighting, but he feels it is important to be proactive. He said they would also install an alarm system on all the doors. He said if they received partial funding they would still proceed with the improvement and fund it through alternative methods. Crane asked which project was more important, and Reagan said the lighting. Free Medical Clinic-Building Acquisition Warner said the FMC moved to its new location about two years ago, and they have found both the location, and the building, to have worked well. He said the FMC Board has determined the FMC should purchase the building, and the current owner has indicated an interest in selling. He said the FMC carries a minimum six-month operating reserve, so it would be possible for them to initially contribute more towards the purchase price. He said the lower level of the building is currently being rented out to several parties for storage, and the FMC would plan Housing and Community Development Commission February 20, 2008 Page 13 to continue renting the space out until the time came when they needed the space for expansion of their services. Warner said the requested amount of $300,000 represents the difference between the current anticipated purchase price and the amount that can be supported by a loan where the monthly payments are equivalent to the FMC's monthly lease payments. He said they do not currently have a letter of commitment from a bank for the funding, but they do have verbal confirmation from Hills Bank. Warner said the current rent is $1650. He said initially there would not be a monthly cost savings because of the loan, but the FMC would begin immediate fundraising to retire the debt as quickly as possible. Crane asked about the main source of funding for the FMC, and Pickup said a third of the funds come from Johnson County, another third from the United Way of Johnson County, and the remainder are made up with grants, donations, and fundraising. Anthony asked about the rental income of the lower level, and if the income could be used to make up the difference if they don't receive full funding. Pickup and Warner were unsure of what the current landlord charges for the storage space. Warner said the FMC Board has approved Cook and Associates to do a formal appraisal of the property, and they expect it to be done in four weeks. Warner said if the FMC had to dip into their six month reserve to purchase the property, the Board has discussed temporarily using two to three months worth of reserve, which would be about $75,000-$100,000. Twain Elementary, ICCSD Locke distributed price quotes for the play equipment. She also addressed the possibility of the school district entering into an agreement with CDBG to maintain the improvements over a 20-year compliance period, saying the ICCSD would consent to enter an agreement, but would request to maintain the equipment over the playground's normal useful life, or 20 years, if fully funded. She said the warranty on the equipment ranges from 100 years to three years. In response to Staff questions, Locke said the installation of the project is fully volunteer, so she didn't think Davis-Bacon wages would be applicable. Locke said the ICCSD is fully aware of the environmental review regulations and is willing to comply. She also said the ground-cover for the playground would be woodchips because that is something the ICCSD would replenish and maintain over the life of the playground. Long said there was a similar successful project a few years ago with Wood Elementary School. Anthony asked if the playground would be open to the public. Locke said it would, and the equipment would be ADA accessible. Housing and Community Development Commission February 20, 2008 Page 14 Long and Anthony noted the playground would be a perfect candidate for a PIN grant, but Locke said there was no neighborhood association in the area, which is a requirement for a PIN grant. Neighborhood Centers of Johnson County-Facility Rehabilitation Loring said NCJC was back to request funding for items that were in last year's application that did not get funding, including replacing the back deck, window replacement, a small retaining wall, a dumpster screen, and parking lot repairs. In response to staff questions, he said they would continue if the grant were only partially funded, noting the windows have first priority, followed by the playground. He said they are also looking for other funding, but have found that these particular projects are not high priorities for many other funding sources. Loring said they have Davis-Bacon cost estimates, and that is how they arrived at their grant request. He indicated the NCJC does have a reserve that is available, and they have used it before for capital projects such as landscaping and door replacement. He said the FY08 funds have not yet been expended because of a negotiation issue with the owners of land on which the NCJC building sits. Long said he expects the lien issue to be resolved shortly. Domestic Violence Intervention Program Doser told Commission members that DVIP has been a busy building, sheltering more than 4,500 women and children since 1993. She said fundraising is already in place, and because they have been working on repairs bit by bit, they have several donated improvements waiting, such as a donated washer and dryer, electrical hand dryer units, and the front door security system monitor. Doser said the quote on the fence includes labor from two volunteers. She said the fence height would increase from six feet to eight feet, and it would be solid to prevent anyone from seeing though it from an angle. If the project were partially funded, Doser said DVIP would have to look at priorities. She said the current priorities include shower rehabilitation, the security monitor for the front door, and the fence. Motion: Shaw made a motion to adjourn the meeting at 10:20 p.m. Crane seconded it. The motion was approved 6:0. c 0 .~ .~ it O V ;= G O d d 0 T b.+ C 7 O O U N ~o ~ N bA c ~ ,`~ L y Ewa c 0 .N N .~ E 0 U c ~~ E QO O ~ d~ d V O ~ = N ~ ~ ~~ C ~ ,~ Q 0 U as c .N N ,~' x x x X X X x X M ~ X X x O X X X X X M N x x x x o x x o X aN X x X X >G X >C x X N ¢N o o x >C >C x x o >C y y 00 0 O~ 0 O~ 0 00 0 O ~--~ O ~ 00 O O ~--~ Q~ O L ~ 0 0 0 0 0 0 0 0 0 ~ ~ w ~ D\ \ ~ \ ~ \ ~ \ ~ ~ ~ ~ ~ 0 0 0 0 0 0 0 0 0 V L L ° L' ~ r ~ ~ x ~ ~ A ~ ~ .a rr c ~ ' G~ .7 s . v C . ~ d U A A A ' ti u ~ R; a .? ~ G) ~ z s. ~ V ~ ~ V ~ ~ b d L c~ ~ ~ x y .a rx q .~ m .C V ~ N y., ~ ~ .~ >C •~ E i-+ y C ~ N y ~ ai a¢¢zz II II II II II i ~xooz 5b 7) MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL Members Present: Jerry Anthony, Steve Crane, Marcy DeFrance, Andy Douglas, Charles Drum, Holly Jane Hart, Rebecca McMurray, Brian Richman, Michael Shaw (via telephone) Members Absent: Staff Present: Tracy Hightshoe, Steve Long, Linda Severson Others Present: Arvind Thakore, Mike Warden, B. Knapp, Bill Reagan, Deb Briggs, Steve Rackis, Pat Kelley, Sandy Pickup, Bill Warner, Tracy Falcomata, Sharon Locke, Ron Berg, Heidi Cuda, Maryann Dennis, Charlie Eastham, Dennis Craven, Jody Braverman RECOMMENDATIONS TO COUNCIL (become effective only after separate Council action): Housing and Community Development Commission Funding Recommendations: FY09 CDBGIHOME Projects PROJECT NAME Housing -Home Eligible Activities Chauncey Swan LP -Rental Housing Dolphin International -Homeownership HACAP -Transitional Housing ICHA -Homeownership ICHA -Tenant Based Rental Assistance Isis Investments LLC -Rental Housing Southgate Development -Homeownership The Housing Fellowship - CHDO The Housing Fellowship - CHDO Pre-Dev The Housing Fellowship -Rental Housing Housing Subtotal HCDC RECOMMENDATION $18,000.00 $68,000.00 $80,000.00 $107, 500.00 $60,000.00 $94,000.00 $80,000.00 $28,000.00 $13,000.00 $180,000.00 $728,500.00 Public Facilities, Non-HOME Eligible Activities Arc of Southeast Iowa -Facility Rehab. $3,000.00 DVIP -Facility Rehabilitation $10,000.00 IC Free Medical Clinic -Building Acquisition $90,772.00 MECCA- Facility Rehabilitation $11,400.00 NCJC -Facility Rehabilitation $14,600.00 Twain Elementary -Playground $40,000.00 Public Facility Total: $169,772.00 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL Public Services Arc of Southeast Iowa $1,000.00 Compeer $1,000.00 Extend the Dream Foundation $1,000.00 Free Medical Clinic $2,500.00 Local Foods Connection $1,500.00 MECCA $1,000.00 Shelter House $2,000.00 Public Service Total: $10,000.00 Total Available to Allocate: $908,272.00 Shaw moved to recommend to Council the above-decided allocations for FY09 CDBG/HOME funds (as listed on the spreadsheet), seconded by McMurray. Motion carried 9-0. CALL TO ORDER: Chairperson Anthony called the meeting to order at 6:30 P.M. APPROVAL OF THE FEBRUARY 12 (two meetings), FEBRUARY 20, AND MARCH 13, 2008 MINUTES: Anthony asked if anyone had any modifications or changes to the above-named minutes. Anthony did note that members need to speak into their microphones as the meeting is being recorded. Hart moved to accept the minutes of February 12 (two meetings), February 20, and March 13, 2008 as presented; seconded by Drum. Motion carried 8-0. (Shaw not connected via the telephone to the meeting at this point) PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. STAFF/COMMISSION COMMENT: Hightshoe reported that she had some follow-up information for the members. She noted that Michael Shaw wilt miss some of the meeting, but that he will be joining us by phone shortly. She also noted he wanted to share his recommendations for funding, and that he had also included his explanations for why he funded the way he did. Hightshoe handed out this information to members. Hightshoe then noted that the members had asked for a building report on Free Medical so they could see the condition of the building they are considering purchasing, or to know the condition of the building before funds are allocated. She stated that they did get a building inspection performed, and Hightshoe noted that she has a summary of that for the members. She also noted that she has the full report, in case any members are interested in reading this, as well. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL The final item Hightshoe addressed was that the Commission had asked MECCA about their funding priorities. Ron Berg of MECCA emailed their priorities. A copy of the email was distributed to the commission members. DISCUSSION REGARDING FY09 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIP PROGRAM (HOME) REQUESTS. Discuss FY09 CDBG/IIOME Applications -Anthony began the discussion, stating that members have now had a lot of opportunity to review and discuss the applications and projects, and that tonight they will move forward with final amounts. He suggested that they cover public services first as they have the least amount of money to discuss. Anthony added that in going forward they can discuss each project, come to some consensus on each project, come to some consensus on the entire block, such as public services, and then have one motion for the entire allocation at the end of the evening. Public Services: Arc of Southeast Iowa -Operations. The question was asked if the minimum for a public service agency is still $1,000, and Anthony stated that that is still true. Anthony asked if anyone wanted to suggest a number for this allocation. The suggestion of $1,000 was made. Anthony asked if anyone wanted to increase this number. Hart noted that she gave a similar amount to everybody, but that she did notice that some members have done the opposite by giving nothing to some applicants. She stated that she wanted to spread it out in order to give everyone something. Hart stated she was open to allocating funds to where they would do the most good. Richman asked if it would help to facilitate the discussion by putting some numbers up for public services so the members would have a starting point for their discussions. Anthony agreed that they would put Douglas' numbers in for a starting point in this discussion. Richman began the conversation then, stating that he would like to see increased amounts for several of the applicants -Free Med being one of them. Local Foods Connection and Shelter House - Operations are other applicants that Richman would like to see increased. DeFrance stated that she agreed with Richman, that both Free Med Clinic and Shelter House should receive increases. She noted that she was one of the members who gave allocations to specific applicants, instead of spreading it out over all of the applicants, stating that her reasoning for this was wanting to give specific applicants a tangible amount of money to work with and not just partial allocations. She stated that she feels very strongly about the Free Med Clinic as it helps a large number of people in the community. Richman noted that the average for IC Free Medical Clinic -Operations is around $2,600 and that he would like to propose taking that up to $3,000. Other members noted their agreement to the $3,000 amount. Anthony moved the discussion to Compeer -Operations next, asking the members if $1,500 is a suitable amount. He noted that the average allocation for Compeer is $51 1. With no discussion happening, Anthony stated that they need to move this process along HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL faster. He added that the average allocation for five projects in the public services category is significantly below the minimum of $1,000. He asked if they should put them all at zero to get discussions moving. Members agreed with this thinking, and they proceeded by putting the allocations at zero for those applicants whose average is less than $1,000. Richman then started the conversation with Local Food Connection -Operations, asking what others' thoughts are on this allocation. Anthony asked if $1,500 seems reasonable to the Commission. Members agreed with this. MECCA -Activities/Transportation was addressed next, with Anthony stating that they do not have an amount for this allocation. The group then moved to Shelter House -Operations. Crane stated that he would put $1,500 on Shelter House, which is about the average. Members agreed with this. Richman then stated that he is interested in others' thinking regarding Shelter House, stating that in the past there has been some consensus that Shelter House leveraged the allocation they received very well. DeFrance stated that she believes Shelter House does do a good job, and they help a lot of people, which is why she allotted $2,500. She added that she would like to see this amount increased. Anthony asked if anyone was opposed to moving this allocation to $2,500. Richman stated that he would also support $2,500 for Shelter House. Drum stated that as the new member he is finding it difficult to decide on the allocations as he would like to see everyone get some of the money. He added that he would, however, support the $2,500 for Shelter House. Drum stated that he would like to speak up for MECCA - Activities/Transportation and that they do some very difficult work there. He stated that he would allocate $1,500 for them. Richman explained his thoughts on this allocation, stating that he would prefer to give MECCA the allocation under public facilities, rather than public services, but that he would be open to the $1,500 Drum has suggested. Anthony asked the members if they wanted to address any of the remaining public services' allocations. DeFrance stated that she is interested in Arc of Southeast Iowa -Operations and that she was very impressed when they took a tour of the facilities. She noted that she would like to see them receive $1,500. Anthony noted that this now brings them to the $10,000 allotment maximum. He asked if the members are comfortable with this distribution. Hart stated that she questions if some of these applicants couldn't seek funds from other sources, noting that an applicant such as Extend the Dream Foundation -Operations could greatly use a smaller amount, such as $1,000. She noted that she would also like to put in a word for Compeer -Operations. She gave the members her reasoning for these allocations, stating that there is a critical need for mental health services. Richman agreed, stating that he would also like to see Extend the Dream receive an allocation as they do such a good job with what they have. He suggested $1,000 for the Extend the Dream allocation, and taking $500 from perhaps the Arc and $500 from another allocation to fund the $1,000. Anthony suggested taking $500 from Free Medical. Crane suggested MECCA, as they have another allocation under public facilities. Anthony then noted that the Extend the Dream request is for help with accounting and bookkeeping, which he explained has been a problem for them. He noted that they have lost a lot of funding opportunities because of this. He added that he believes if they can improve in this area, it will be very helpful to the organization. 4 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL Richman noted that Compeer, Life Skills, and VNA are all at zero now. Pat Kelley then spoke for Compeer regarding their request. Anthony asked what the members would like to do at this point. Hearing nothing, Anthony stated that they would move on to the next group of allocations, and that if members want to make any further changes, they may do so before the final vote is taken later in the evening. Housing Activities: Hightshoe reminded members that they have to spend at least $622,358 on HOME- eligible activities, and that they can always, after review of public facilities, come back to housing if there is extra money. Anthony again stated that he would like to plug in some beginning amounts to get the discussions going. Chauncey Swan LP -Rental Housing was first up, with $12,500 as the allocation. Richman asked if, given the size of this project, if this is an all or nothing- type of funding, stating that perhaps they need to decide if they support the study or not. McMurray asked for some clarification, asking Hightshoe if the Council had made any recommendations yet. Hightshoe responded that they have not, and that the question of what happens if this project does not proceed was answered in her email. She stated that basically if the project does not proceed, or a different applicant is awarded the project, the funds become uncommitted funds. Drum stated that that is why he is recommending zero, due to the uncertainty of this project. He added that he does not want to deny funding to another agency in order to fund something that is so uncertain. Richman stated that he agrees with Drum, that he feels there are some policy decisions to be made by the Council before moving forward with a project like this. Drum added that the organization could always come back next year and request funds. Richman asked Hightshoe when the Council would be addressing this issue, and she referred him to Long, who stated it would most likely be May or June before these discussions are held at the Council level. Drum asked if staff had any advice on this decision. Long responded that a conversation regarding this parcel has begun and that the City ifthey decide to go forward with this project could use other city funds than CDBG/HOME funds. Richman asked if allocating money for this would help to further the discussion or not. Members discussed this, stating that the Council will be addressing this issue and for now they would agree to not fund this at this time. Richman asked if anyone supported the project, and DeFrance stated she did. She added that she has seen other projects that Burns and Burns have done, and that they do a good job with their money. DeFrance said that she supported this project at $18,000. Anthony agreed, stating that Burns and Burns is a trusted name in the area. He added that no other developer is going to come forward for this project, and that the $18,000 would be a good stimulus to get something going. Anthony stated that this is not something that can be funded by any other source. Drum reiterated that his concern is that this project will not move forward. (Michael Shaw joined via telephone.) Drum asked for some clarification, stating that he was under the impression they needed to wait until the City had made some decisions regarding this property, and that there is no guarantee the project will move forward. Richman stated HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL that he agrees it is a different type of project, as the City still owns the land. Drum added that, again, the organization could come back next year and request the funds, as there will be time between now and then to get some decisions made at the Council level. Crane stated that he supports the project, as well, but that he is open to what others are saying and passing on this request for this year. Richman proposed putting in zero for now on this allocation. Dolphin International LLC -Homeownership -Anthony stated that a few members voted to not fund this project, and he asked for their reasons on this. Crane stated that he put a zero on this due to not knowing the developer's prior projects and budget concerns. Hart stated that she had not put anything down for this, but that she would be open to funding as she likes the amount of units being proposed in this project. Richman added that he also put zero in and that he agrees with Crane. He noted that the property does need some rehab, but that he feels he does not know the developer well enough yet. Drum agreed with Richman, but added that the passion and enthusiasm that the applicant has shown have been impressive in his view. He agreed that he is still hesitant to allocate funds, as the other members have stated. DeFrance stated that she would like to do something for this request as she would like to see things done at Lakeside, since it does need some rehab. Drum asked if they had a breakdown on the per unit cost for this project, stating that perhaps they could come up with an allocation that would allow them to do a set number of units. Anthony asked if a representative from Dolphin International could respond to this question. The reply was $8,000 per unit. Anthony noted that he initially had some concerns about this company, but that he has now seen their prospectus and some other material, and that his concerns have been substantially addressed. He also noted that this company is one of two companies that are asking for money and are already committed to their project -around $9 million according to Anthony. He asked staff if they are satisfied with this company's track record, adding that if staff is comfortable with them, so is he. Long responded, stating that they have met with various building departments and are addressing items with Housing & Inspection Services. Hightshoe added that her concern is regarding the sprinkler issue. The building must be sprinklered for the condominium units to meet current code. She asked if the cost for accessibility and the sprinkler system has been built into their projected sales figures as discussed. Thakore stated that while some items needed were not in the budget, the developer will eat the costs so that the projected sales amount does not change. DeFrance stated that when this company does a renovation of the apartment complex, in order to sell these units as condos they have to have an occupancy permit. Therefore, all of the codes will have to be met before the property can be marketed. She added that the downpayment funds will not be used until this is completed. She stated that they have already put up the money to purchase the complex, and that they are only asking for downpayment assistance. Hightshoe added not all 20 buildings will convert to owner- occupied condominiums at once. The work will be done in phases. If the market for condos starts to fail, it was noted that the remaining buildings could remain rental units. Thakore stated that they are working on meeting the requirements to turn units from rentals to condos. Shaw asked for some clarification on this issue, and DeFrance asked what the timeframe would be to try and sell units. Anthony asked Thakore if any of the money they may get from this allocation would be used for remodeling. The answer was 6 HOUSING AND COMMUNITY DEVELOPMENT' COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL that the money would be used once they find a potential buyer for a unit, and it will go directly to that person. Richman asked how many buildings will be in this first phase, and the answer was three out of 20 total buildings, with two types of units -townhouses and regular apartment styles. Dolphin representative stated that there is a project in Cedar Rapids that is the "sister" complex of Lakeside, bought by the same company at the same time back in the 60's. He noted that this complex has been renovated and has been very successful since. He added that Dolphin has talked with them regarding their procedures in doing this and that they are going to assist Dolphin in this process. Richman asked how long they have been working together. Dolphin representative stated that it has been a month. Drum suggested that they put in an amount that is a multiple of eight, somewhere around the average figure, so they can move on with the discussion. $80,000 was suggested -the average is approximately $52,000. Anthony stated that he would like to go higher than the average. Richman stated that he continues to have several concerns, one being that he feels some of these issues have come to light late in the discussion, such as that the developer not knowing he needed to bring the property up to a different code. He added that he could support some funding, but that he is also hesitant due to the possibility of there being only a few owner-occupied in a huge complex of rentals, which will make their condos difficult to sell in the future. He asked if they could allocate funds for this project with the condition that no money will be released until the entire first phase is completed, so that there is the security of knowing that three full buildings can be sold as condos. Anthony stated that he doesn't necessarily agree with this, and that he feels they should fund one entire building, 12 units, which would all be owner-occupied units. Others agreed with this. Drum added that he understands Richman's point, but that it should be noted that the applicant is covering the cost of meeting these new codes, and that that is a positive thing. Members stated that they could agree to either the eight units, or one building, 12 units, in this allocation, and the final decision was for $96,000 -one building, 12 units. HACAP -Transitional Housing. McMurray asked if they knew how many houses this allocation would provide for. Anthony stated that the average unit cost is $108,000, and the proposal is for three. DeFrance asked ifthey shouldn't put $108,000 (one unit) for now, to which Anthony agreed. Shaw asked for some clarification of what is occurring (on telephone), and Anthony gave him a quick rundown of what the Commission is doing this evening. Anthony asked if anyone wanted to increase or decrease HACAP funding. McMurray stated that she would like to allocate funding for two units, as she believes this is a very good project. Anthony asked if anyone else is interested in increasing the HACAP allocation. Members agreed to the $108,000 (one unit) allocation for HACAP. Iowa City Housing Authority -Homeownership was discussed next. Crane stated that he put the highest amount here, mainly because people would have options as to whether they want to go to Southgate's project or Lake Pointe or elsewhere, but due to funding; he would be comfortable reducing this amount somewhat. He does, however, feel it is a needed project. Anthony asked if this is a downpayment assistance program as well, to which it was answered that it is. Long responded that administrative costs are part of the budget and that approximately $30,000 of the $330,000 request would be for administrative costs. Richman stated that he could support something around what they 7 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL have on this one. Anthony suggested they make it a multiple of the number of units. $127,500 was the agreed upon allocation for this application. Richman stated that this would be $l 15,000 for downpayment assistance, and $12,500 for administration. Anthony suggested they put the cost per unit, $9,000, and then make it a multiple of nine instead. This led to a discussion about the affordability period -five years versus ten. Member agreed to the ten-year figure. Anthony asked if the Dolphin International assistance program wouldn't come under the same conditions. He stated that they should match this and be fair to everyone. Anthony asked what the difference is between the two options -asking the Housing Authority to keep the housing affordable for ten years. Hightshoe responded that they could have all downpayment applicants under the same affordability requirement. Briggs responded to this, stating that whichever they decide upon, both should have the same requirements. Long and Briggs responded, agreeing that both should be the same. Richman asked if they would be comfortable with the structure where if the person sells the unit, up to year five, the money comes back to the HOME program. If the person sells any time in years six through ten, there is essentially a declining balance owed. Hightshoe gave some further clarification on how this works, responding to members' questions. Basically, if the homeowner sells in years 1-5, 100% of the funds are returned to the HOME program (city) upon sale, in years 6-] 0, 20% is forgiven annually. If the homeowner remains in the home over 10 years, the lien is released and no repayment is necessary. Iowa City Housing Authority -Tenant Based Rent Assistance. Drum asked if Anthony would comment on why he did not have anything for this allocation. Anthony stated that he feels this is amuch-needed program, but his concern is that it is a program that does not create any fixed asset for the community -once this money is gone, it's gone. He added that it does not add any rental housing, or any ownership housing. He stated that with the limited amount of dollars available, he feels that this program should make a transition away from HOME funding to a more stable City-tax-based funding source for rental assistance. Anthony stated that in theory any organization in the city can ask for TBRA, rental assistance, and he feels that the Housing Authority is the only trustworthy one to handle those dollars, but that in general, this is not the pool of money for those dollars to come from. He added that he would go along with the consensus of the group though. Hart asked how likely it is that the City would go for that type of funding, and Anthony stated that he believes it is time for that discussion. With the Housing Market Analysis, he believes the opportunity is here. Drum recommended keeping some funding for this program, until other sources can be positively lined up, because it is needed. Richman asked if anyone wanted to propose a higher or lower amount, and McMurray stated she believes they should go lower, perhaps to $85,000. Anthony stated they should come up with a per unit amount again and have it be a multiple of this. Rackis stated that he believes the per unit cost in their proposal was about $370 per family, per month, and in using this, he believes the $220,800 would serve 50 to 55 families for two years; cut in half, it would be 25 families for one year. This comes to roughly $4,500 per family per year. Twenty families for one year would be $90,000, or ten for two years at $90,000. Isis [nvestments LLC -Rental. Crane asked how many units the requested $235,000 covers. Anthony stated that he believes it is three units, and Hightshoe added that it was 8 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL originally five, at $47,000 per unit. Crane suggested $94,000 for two units, stating they have a good project. Anthony agreed, stating that it is good to get a new entity in the housing mix. Anthony stated that he does have one question regarding the project though, and that it was mentioned that these units could be converted from rental to ownership, and he asked what happens to the subsidy if they are converted to ownership. Hightshoe stated that if they would convert, there is a lien on the property and the City would get their original $47,000 back. Richman asked for some clarification on this, and Hightshoe responded. Drum stated that he would like to suggest they take a break, and Anthony agreed, stating they would reconvene in five minutes. (BREAK) Southgate Development -Homeownership -Crane began the discussion, stating that what he likes about Southgate is their previous projects and their success in converting to condos. Anthony asked what the per unit cost is on this one. It was reported to be approximately $6,500 per unit. Richman stated that he would agree with Crane and would support something in the $100,000 range for this project. He added that Southgate has really solid projects and a good track record. Drum stated that his amount here was lower due to putting the money elsewhere, but that he was trying to spread the money over more projects. Shaw stated that he was concerned about Southgate being able to place tenants in new locations if they did not want to own a unit. Craven responded to this, stating that this will be the third time they have relocated tenants, and that they have around 300 units within atwo-block area of this project. He added that timing is very good right now due to summer leasing. There are available rental units in the south and east quadrants of Iowa City that they will rent to the tenants at the same rent they are paying now. He added that with the Coronet project, they used maintenance staff to move people and they provided relocation assistance as well for tenants. It was suggested they allocate $100,000, to which Richman agreed. Anthony stated that that would be 16 units. McMurray asked for some clarification on the Housing Fellowship projects. She asked if the $347,000 will buy up to ten units, to which the answer was approximately seven or eight units. Hightshoe further explained what the Housing Fellowship is planning to do. Richman stated that perhaps they need to talk about the housing picture and the public facilities picture, that he sees two issues. One, they have approximately $65,000 left for public facilities, which he stated, is too low of a number to work with. This means that they have put too much into housing then. Secondly, Richman stated that he believes a bigger issue is that they have a real imbalance right now of rental versus owner-occupied housing. He noted that the two real rental projects, real bricks and mortar projects are the Housing Fellowship, where currently $180,000 is allocated, and Isis, where $94,000 is allocated. He stated that it comes down to there are more people in need of affordable rental housing, and he wonders if they are not under funding this area. Member stated that the rental assistance serves to keep some balance on rent rates overall, as landlords participate in these programs have to follow these regulations. Richman added that he agrees that the Tenant Based Rental Assistance program is a good thing, and that his concern is what's going to put affordable units in the city that are going to stay affordable units for 20 years. Anthony stated that he believes they need to balance it, and that for ownership housing they currently have $323,000 and for rental they have $292,000 9 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL allocated. Anthony added that as they continue with the Housing Fellowship requests, this will add more to the rental side. Anthony began with Housing Fellowship - CHDO Operating Funds, stating that the request is for $50,000, but that they are eligible for only $30,685. Hightshoe agreed, stating this is true, unless the members want to fund the remainder from the public services category. Anthony asked if this has changed, in light of the reductions last week. Hightshoe stated that it is very minimal. Anthony noted that the average allocation for this is $27,628. He asked if $28,000 is agreeable, to which members responded it was. CHDO Pre-Development Loan. Anthony noted that they have asked for $15,000 and the average allocation is $12,778. He suggested $13,000 for this. Rental Housing - McMurray asked for some clarification, as she questioned her original allocation. Richman stated that he believes the amount should go up, that he would support $50,000 to $100,000. Anthony suggested $150-200,000. Richman stated that he would support something more in the $250,000 range. Shaw noted that they are going to have to do some "chipping" at their allocations in order to do this. Members agreed to cover the four units on this - at $200,000. Shaw asked that before they move on to round two of discussions if he could hear the reasoning on the Chauncey Swan allocation being at zero. Hightshoe stated that the summary of the rationale was the uncertainty of the project, other funds would be available, and if the City decides to develop the parcel they would use city funds to pay for predevelopment site costs. Anthony noted that this is a beginning point, and they can always revisit this discussion. Richman stated that from his perspective, and others as well, everyone is supportive of downtown housing, but that the City needs to decide what they are going to do with this lot before anything like this is funded. Drum asked if they were going to move on to public facilities now, or go back over housing activities allocations. It was noted that they have less than $45,000 for public facilities, at this point. Others agreed that with only $45,000 to cover facilities, it would be pointless to move on, that they need to review housing allocations a second time. Anthony suggested they try to knock off about $100,000 from the housing total. It was noted that with HACAP, they have to keep this at $108,000 as that is one unit, to which others agreed. Hightshoe noted that HACAP could possibly finance a portion of the building because there would be no repayments. Their request was for a conditional occupancy loan requiring no repayment so they may be able to finance, through a private loan, a portion of one unit. She noted that the HACAP reps are not present currently to ask this question. Anthony noted that they can lay that information out for each one, showing number of units, cost per unit, etc., and review each of these. He noted that Dolphin is $96,000 at $8,000 per unit, which would be 12 units. Next is HACAP Transitional, which is $108,000, which is one unit. ICHA Homeownership is $8,500 per unit, with 15 units. TBRA is $4,500 per unit, 20 families. Isis is $47,000 for two units. Southgate is $6,250 per unit, for 16 units. Housing Fellowship is $50,000 per unit, at four units. 10 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL Anthony noted that under "ownership" totals they have Dolphin, ICHA, and Southgate. Dolphin is $96,000, ICHA is $127,000, and Southgate is $100,000, at a total of $323,000 to produce 43 units of ownership housing. On the "rental side", Anthony noted that there is TBRA at $90,000, Isis at $94,000, Housing Fellowship at $200,000, and HACAP at $108,000, for a total of $492,000 for 20 TBRA units, plus seven other units, for a total of 27 rental units. Richman noted that one thing they need to think about is with the ownership projects they get affordable projects for five to ten years, and with the rental projects, they potentially get something for 30 years. Anthony stated that they could strike a balance between the two, and to do this they could reduce the rental side somewhat. Members discussed their feelings about this, noting the difference in number of units. Richman stated that he is not comfortable lowering rental housing, and that he in fact would rather see this go up. Long responded, stating that the demand for rental is stronger than ownership based on the recent housing market analysis. This led to a brief discussion of how the numbers were arrived at on the recent housing study, and Anthony stated that he believes some of these numbers are off. He believes the city needs both ownership and rental housing, and that he goes with what Richman says -they should balance the allocations between the two. Richman clarified his standing, stating that he is not suggesting they have equal dollar amounts, but that they need to focus more on dollars for rental housing. McMurray asked Richman if he is suggesting taking the $100,000 from "homeownership" money. Richman stated that his personal concern is that they have three owner-occupied projects, and he believes they can only afford two of them. He added that he is truly concerned that they do not under fund rental housing, as he believes this is where the biggest shortage is. Anthony reviewed where they stand on "rental" versus "homeownership" allocations, stating that if you look at just the cost per rental unit, it is around $19,000 per rental unit, versus approximately $8,000 per ownership unit. Anthony continued, stating that of the 27 units of rental, 20 are one-year and seven go beyond the one-year mark. The discussion continued, with members voicing their concerns. Anthony suggested they take $100,000 from the Housing budget and then review public facilities to see how this allocation works there. Hart suggested taking $50,000 from the Housing Fellowship - Rental Housing and the remainder from ICHA -Homeownership, to get the $100,000. McMurray stated that they could take a few units off of the Southgate project and a few units off of the Dolphin project to get the $100,000. It was also suggested to take a third from each of the "homeownership" projects, and leave rental housing alone. Anthony stated that would be about $16,000 from each of the "homeownership" projects. Members continued to suggest different scenarios, and Shaw stated that he is hearing a philosophical difference in where the cuts need to come from, whether it's from the "rental" or "homeownership" projects. Shaw also noted that transitional housing is very important in this mix, as well. The discussion continued, with members weighing in on how they should handle the allocations. It was decided to put HACAP-Transitional Housing at $90,000. Anthony noted that they still need to find $86,000 more in the housing allocations. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL Crane proposed they reduce Dolphin International, stating that there are more positives for the Southgate project. He added that on the rental side, he would suggest reducing Isis by half. After a brief discussion among members, Crane stated that he would suggest reducing Dolphin by half. Members continued the discussion, with Anthony suggesting taking $20,000 off of TBRA, $20,000 from Housing Fellowship-Rental, and then $20,000 off of each of the three ownership projects. This will leave the Commission $114,000 for the public facilities allocations. Members stated that they would support this. Public Facilities: Anthony noted that the requests total approximately $572,000, and that they have $156,000 to allocate. The discussion began with the Dolphin International LLC - Playground Equipment project. Anthony stated that he gave this a high allocation as this is a pretty visible eyesore for the entire area, and he feels something should be done here. He noted that a park is not sellable space for a developer. Anthony suggested they look at their rankings for these projects, and take off the lowest ranked three projects from the list, due to the limited amount of funds. He suggested taking off the requests for 0-6 (MECCA -Facility Rehabilitation), 0-7 (Arc of Southeast Iowa -Alarm System), and 0- 8 (Dolphin International LLC -Playground Equipment). McMurray asked about the IC Free Medical Clinic -Building Acquisition project, and why the change of heart on giving this project more funding. She noted that at the last meeting, members stated that they would not fund this project at the rate requested, as it would take up most of the allocation money available. Crane stated that he originally had zero, but later changed his allocation to $100,000 for this project, stating that after hearing about this project at the last meeting, the $100,000 was the minimal amount to get this project going. Shaw then explained how he arrived at his allocations. Richman stated that he had zero originally, as well, but that he would support some funding. He was under the impression that it was an "all or nothing" type of funding for this. He suggested an allocation in the $50,000 range, instead of the $100,000 being discussed. The discussion continued, with members giving their opinions on how they should set up the allocations, and whether or not they should drop off the lowest three-ranked projects. This led to members discussing which projects could go forward with less funding, and which need to have a specific amount in order to have the allocation be useful to the requestor. The MECCA- Facility Rehabilitation project was discussed next, with Shaw noting that they could fund the bathroom project or the painting project, as both of these are priorities for them. Anthony suggested dropping MECCA to $11,400, which would cover the bathroom remodel, instead of taking them off the board altogether. Members next discussed Neighborhood Centers of JC -Facility Rehab, stating that the priority here was for window replacements, which is $14,600. The Arc of Southeast Iowa -Alarm System was discussed to see if members wanted to allocate or not for this year. Shaw noted that there was a project cost for this, and that it has to do with lighting the rear of the building, as this is the main entrance. Hightshoe noted that the lighting is $5,100; $750 is for the alarm itself. Shaw asked if $3,000 would even cover part of this 12 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL project, such as the back of the building lighting, and the response from the applicant was that $3,000 would accomplish this for them. Richman suggested they look at the two largest allocations -Free Med and Twain. Hightshoe interjected that the members may want to check with Dolphin regarding the proposed $8,000 allocation. For only $8,000 the private developer may not want a city lien placed on the property. Anthony asked the Dolphin rep if he would be interested. Thakore stated the money could be allocated elsewhere. Their main priority is for downpayment assistance. Members opted to take this $8,000 from this project. DeFrance spoke next to the Extend the Dream Foundation, stating that she has concerns. She added that she does not want to use aband-aid approach here. Hightshoe added that they are not in compliance with their permit from the original purchase. She spoke to Inspection Services recently, who told her that a lot of the issues have been resolved, but they still need to install light covers, grab bars, and fix a stair issue. DeFrance was asked to clarify her concerns. She stated that from the two bids received, there was quite a bit of difference between them. She noted that prevailing wages (Davis Bacon) were not figured in on one of the estimates. She questions if this will even get fixed correctly the first time at this low bid, and if they'll be revisiting this with even worse problems. Members then discussed this project, agreeing that there is quite a bit of difference in the two bids. Hightshoe noted staff concerns for this project, stating that the building must pass the building permit before additional federal funds are awarded. The prior agreement required the applicant to follow all building codes. Members continued to voice their concerns on the Extend the Dream request. Shaw asked if they could recommend to the Council, when doing their rationale for their allocations, those organizations/projects that really need help, to see if other funding would be available, such as Economic Development funds. It was suggested to leave the $3,000 for the Extend the Dream Foundation and move on to other allocations for now. IC Free Medical Clinic -Building Acquisition. Richman stated that he missed the discussion on this at the last meeting, and he asked Sandy if the $100,000 is needed to make this a viable project. 1t was noted that anywhere in the $90,000 range would work. Domestic Violence Intervention Program -Rehabilitation. Drum stated that when he looked at the security concerns he believes this is a very important one to fund. McMurray asked what the cost of the security is, and what was fencing cost. Crane stated that the fence is the biggest security issue for DVIP. It was noted that the fence cost is at $1,170, security improvement at $280, and that there is also a bathroom repair of $12,000 in this request. Hightshoe noted that the fencing and security part of this request come to only $1,500 of the $13,979 originally requested. It was decided to lower the DVIP amount to $10,000. The discussion turned back to Free Med, with Anthony stating that this is one of those projects that provide services that are for the survival of people, and that it serves such a huge population; he does not want to see any funds cut here. McMurray then suggested they put Twain Elementary -Playground Equipment at $40,000. Members continued to discuss how much they have left to cut in this category. Richman agreed to take Twain to $40,000, adding that he would like to take the $94,000 for HACAP out, which covers the last $15,000 of the public facilities allocations, and leaves them with approximately 13 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL $80,000. Richman then suggested taking that $80,000 and giving $10,000 each to the owner-occupied projects (Dolphin, Southgate, and Housing Authority), and put the remaining $50,000 into the Housing Fellowship for an additional rental unit. This is creating five to six additional owner-occupied units, and a net loss of zero rental units. McMurray asked for more discussion on where the needs are, and Shaw spoke to this briefly, explaining why the transitional housing is needed. Hightshoe stated that they could reduce the $94,000 by 10%, which would still allow them to find a unit in the $80,000 range, leaving them with only a 5 to 6% private loan. Anthony then reviewed the numbers - HACAP reduced to $80,000; and under the public facilities list, take out the Extend the Dream request. Anthony then asked the members if they had any concerns about the allocations as they stand. Shaw asked for some clarification on allocations that were gone over before he arrived at tonight's meeting, specifically the Life Skills request. Hightshoe noted that there was not much conversation about this request, and that the applicant has stated that any amount would be helpful to them. Anthony reminded the members that they could revisit any of the allocations at this point. At this point, it was requested that a break be taken. Anthony agreed, stating they would take afive-minute break at this time. (BREAK) Anthony asked the members if they had any thoughts on the numbers so far.. McMurray stated that she would like to see more funding for mental illness, as DeFrance had suggested, and she suggested moving $500 to $1,000 from Shelter to either Compeer or VNA. It was suggested that they also give something to the Life Skills program. Anthony stated that they should give $1,000 to Compeer, and take $500 from Free Med and Shelter House in order to do this. Members agreed with the public services allocations at this point. Public Facilities was reviewed next. Shaw asked for some clarification on the top two allocations. It was noted that the playground at Mark Twain Elementary serves the entire neighborhood, not just the school. Anthony and others agreed that they do not want to cut funding here. Members continued to discuss possible changes in allocation amounts, weighing in on where this most likely could occur. Anthony asked again if anyone had any changes they wanted to make, or if they all felt comfortable with public facilities as allocated. Extend the Dream was brought up again, with Drum asking if anyone wanted to put $3,000 on this allocation, taking it from Free Med. Others stated that they did not want to do this, and members stated that they agree with the public facilities allocations as they stand. Housing Activities was then reviewed again. Anthony asked members for their thoughts on these allocations. Anthony stated that he has one proposal - he suggested funding Chauncey Swan because five of them originally felt they should, and four felt the full amount should be given. He added that it is the second ranked project in the housing list, and the money will be used for an environmental review, which will be needed no matter who develops this. Hightshoe further clarified this for the members. Anthony asked Burns and Burns if they would be okay with returning the money, if the project does not go through. They responded that they would have no problem with that. Anthony then 14 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 27, 2008 EMMA HARVAT HALL, CITY HALL suggested that as there is no net loss involved, he believes they should fund Chauncey Swan LP -Rental Housing at $18,000. He also suggested taking $8,000 from Dolphin International LLC -Homeownership and take TBRA down by $10,000 to cover this. Another suggestion was made to take $2,000 from all of the other projects to cover this. Members questioned what happens to this money if the projects don't happen, and Hightshoe stated that the money would come back if that occurs. Drum stated his concerns about taking money from projects that are a sure thing, versus projects that may not occur. Anthony responded, stating that he believes the Chauncey Swan project will move forward. He further explained some of the scenarios that have happened before. Hightshoe reminded the members that projects funded with HOME funds have to be completed within five years. Members continued to discuss Anthony's proposal of putting $18,000 in Chauncey Swan. Richman stated that he could support this, that he believes it is a good project. Shaw moved to recommend the above-decided allocations for the FY09 CDBG/Home Funding (as listed on the spreadsheet), seconded by McMurray. Motion carried 9-0. Anthony noted that now that they have finalized their recommendations, this will go before City Council. HCDC must put together a subcommittee that will provide arguments for the recommendations. He added that generally he is part of this subcommittee, and that two or three other members are needed. He noted that staff puts most of this together, and that the subcommittee will meet to finalize their arguments. The question was asked what the timeframe for this is. Staff noted that this needs to be completed by April 7, 2008. Hightshoe asked for a clarification on the downpayment assistance programs, asking if they will now all have the same terms. Anthony responded that this is correct. Anthony also noted that at the last meeting they had discussed placing conditions on the public facilities allocations, and he asked ifthey could have those same conditions in the other contracts. She stated that they will take care of this. Anthony asked for volunteers again for the subcommittee. Hart offered to help, as did Shaw. Shaw then asked about making the Housing Commission more proactive. Anthony asked if others are willing to be part of a subcommittee for this. Hightshoe stated this conversation must be placed on an upcoming meeting, as it was not on the agenda. Shaw asked that they do this, and he also stated that he would like to put a discussion about co- chair. Anthony added that for the agenda, he would like to add a discussion on the Housing Market Analysis, that he believes the Commission needs to discuss their role in this. ADJOURNMENT: Crane moved to adjourn, seconded by Hart. Approved 9-0. Meeting adjourned at 10:45 PM. The next meeting is scheduled for Thursday, April 17, 2008, at 6:30 P.M. at City Hall. 15 c 0 .N N .~ O U c a~ ~ L 0 ~ ~o ~ ~ N A ~ ~+ 'p C = 7 r Q O U o~S a~ c .y 7 O 2 N X X X X X X X X X M X X X ~ X X X X X M X X X X O X X ~ X N a~ X X X X X X X X X N ~'r ~ 0 w X X X X X ~ X d 0 O ~, ~ ~ oo o rn o o, o 00 o 0 -~ 0 00 o 0 --+ 0~ o ~~~ o o o o o 0 0 0 0 k w rn ~ rn ~ ~ ~ o, o~ o~ 0 0 0 0 0 0 0 0 0 y L L O G~ C ~ ^: O L -~i ~~~r+ u C E RS "C ~ ~ u ,+ + d U ~ A O A A .~ d ti u ~ V1 ~ ~ 7 L .~ ~ "' .Q .~ U ~ L bQ .~ •~ ~--1 ~ N y ~ «i y ~ v, O ,.~ aQQZz ii n u ~~ ii i ~XOOZ ; 5b(8 MINUTES APPROVED HOUSING AND COMMUNITY DEVF,LOPMENT COMMISSION MARCH 13, 2008 EMMA HARVAT HALL, CITY HALL Members Present: Jerry Anthony, Steve Crane, Marcy DeFrance, Charles Drum, Holly Jane Hart, Rebecca McMurray, Brian Richman, Michael Shaw Members Absent: Andy Douglas Staff Present: Tracy Hightshoe, Steve Long, Linda Severson Others Present: Bill Reagan, Deb Briggs, Steve Rackis, Sharon Locke, Laura Dowd, Sandy Pickup, Ron Berg, Heidi Cuda, Arvind Thakore, Suellen Novotny; Tracy Falcomata, Maryann Dennis, Charlie Eastham, Jody Braverman, AI Axeen RECOMMENDATIONS TO COUNCIL (become effective only after separate Council action): None CALL TO ORDER: Chairperson Anthony called the meeting to order at 6:30 P.M. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. STAFF/COMMISSION COMMENT: Hightshoe thanked the commission members for the time and effort that they have put forth in reviewing the applications. She noted that everyone has the latest ranking worksheets now that include Michael's scores. The addition of Michael's scores did change some of the allocations and priorities. She noted that she was passing out the updated budget from Dolphin and information submitted by Dolphin regarding their architect's firm and past experience. Hightshoe noted that the purpose of tonight's meeting is to look at how other commission members scored different projects and how they allocated funds for these projects. She noted that if three members allocated a large amount on a particular project, but four members allocated $0, that they might want to discuss the rationale behind the decision amongst the commission members. She noted that if members have questions they need HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 13, 2008 answered this evening, many of the applicants are present and can respond. If an applicant is not present, staff will email their questions and get responses prior to the next meeting. The next meeting is the March 27 meeting where the commission will formulate their formal recommendations that go to Council. Hightshoe stated if any member makes a change to their rankings or allocations to submit this change to staff by next Thursday, the 20. Staff will complete a revised average allocation/ranking sheet and mail with the March 27 packets. Anthony then spoke briefly about the City's housing study, and stated that in upcoming discussions he would like to see some policy changes. Hightshoe noted that under the Housing Fellowship (THF) CHDO project, THE requested $50,000. Due to HOME program rules the allocation can't exceed $30,685. She noted that if the commission wants to fund the difference, they would have to take this out of the CDBG public service budget. Hightshoe then noted that after the recent Q&A session, Life Skills dropped their request down to $3,848. Hightshoe requested that when emailing their recommendations to her, please note by bold or italics which allocation/rank they changed. This saves time so that staff does not have to review each allocation to determine what changed. Anthony asked about a "conflict statement" that Sue Dulek, Legal, had them read last year prior to beginning their discussions. Hightshoe noted conflict of interest issues were discussed at the March 13`h meeting. If any member feels that he/she has a conflict of interest they were instructed to contact staff to discuss. Hightshoe noted that McMurray had asked about this, as she is employed by MECCA. After review by our legal department and staff, it was determined not to be an issue in her case. Anthony asked if, hypothetically, if you had a Section 8 voucher would that be a conflict of interest as the Housing Authority applied for tenant based rent assistance. Hightshoe noted that based on a past member it was determined not to be a conflict as the member did not receive tenant based rent assistance as identified in the application. The person would not benefit from the award of funds as proposed in the application. She stated she would confirm with legal. If the determination was different, she will inform the commission. DISCUSSION REGARDING FY09 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIP PROGRAM (HOME) REQUESTS. Review Project Rankings: Anthony asked that they begin with housing projects as they involve more money, and then they can work their way down the list from there. Chancey Swan LP -Richman stated that he is not at all opposed to the project conception for Chancey Swan, but he questioned if City Council should decide on some policy issues first before HCDC makes a funding recommendation. He stated that he had a concern about spending their limited housing dollar on a project before they know what will occur. Long noted that since the land is City owned, nothing can be done without a public process. Hightshoe noted that the City could use other available funds to pay for planning costs such as environmental and pre-site development costs. For almost any HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 13, 2008 type of development, the City would have to invest in these types of costs to determine project viability. This led to a brief discussion by members regarding housing in the downtown area. Long noted that the City did purchase the St. Patrick's Church parish land this past Tuesday, and that they plan to put in a parking ramp with affordable housing on the upper levels. Members continued to discuss housing issues, with Long and Hightshoe responding to questions. Dolphin International LLC was discussed next. Richman noted that he had some concerns and questions regarding this project. Shaw discussed briefly how he arrived at his allocation scores, and why he did not have anything for Dolphin. Hart noted her allocations and stated she removed from those places she felt it would be the least painful. She noted that she would like to hear other's reasonings at how they arrived at their numbers before they start reallocating funds. Anthony noted that a representative from Dolphin was present to answer questions. Thakore then spoke about this project, stating that it was initially figured for the entire project, but the new numbers are for Phase 1 only, the 89 units. Therefore, he stated that private financing went to $4,314,000 for the first phase. He then reviewed some of the other changes. Anthony and other members then asked questions regarding the Dolphin project. Concerns centered on the fact that this project is quite large and they agreed that they feel they need more information. The discussion continued, with members sharing their concern about loans being available for lower-income households. Commission asked staff to follow up with the applicant regarding who the principals are, what are their roles and their prior experience (scope and size). Also received a written request to supply the contact information of the construction lenders from the identified projects. Briggs, Iowa City Housing Authority (ICHA), then stated that one thing she would like to let the commission know is that the ICHA only has about 20 vouchers at Lakeside currently. She noted that when they are talking about the numbers that would actually use aself-sufficiency program or voucher to purchase, there are only about 20 at Lakeside. She stated that this does not mean that other voucher holders could not chose this location. HACAP Transitional Housing. Crane began by stating his concerns. He stated that one concern is that HACAP did not pay back the last funding. Hightshoe explained the HACAP program, stating that they did not utilize all of the funds as they did not have enough to purchase a fourth unit. HACAP returned the funds that would have gone for the fourth unit, which changed the structure of their payment plan. HACAP has requested an amendment to change the loan to a conditional occupancy loan with no repayment. Staff advised HACAP that they will consider the request after HACAP submits expenses/revenues regarding the three specific units under the FY06 agreement. It was noted that Al from HACAP was present if members had questions. He briefly explained how the funding for their program works and that they only receive 30% of the household's income for rent. Many of the families are homeless before they enter their units. Hightshoe further explained the budget for this project. She stated it is difficult to determine if a repayment can be made as HACAP in the last few years has purchased newer condo units that have condo association dues. This is a large expense in their HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 13, 2008 proforma. Depending on what the condo association dues pay for, other expenses may be reduced and the project may be able to repay a portion of the loan. ICHA -Homeownership. McMurray spoke to this, and stated that the 5-year affordability was the main issue for her. She feels that this is a very short time period. Briggs spoke to this, stating that there is a similar program that addresses the next five years, giving aten-year period to this program. She did add that they are not against extending this program out, but that the five years is the optimal time for this program. Crane stated that he believes this is a good method to get people into housing. Richman was in agreement about the 5 years. He stated he has to balance the project benefits as a tax payer. Hightshoe noted that under the recapture provision, if the home sold before the 5 years, 100% must be repaid to our program. If after five years, no payment is received. Isis Investments. Member stated that he felt this was generally a good project, but that five units seemed like a lot for this developer. Anthony stated he was concerned about the fact that this is rental housing that could be sold, and if sold, the subsidy would be around $47,000 per unit. Hightshoe noted that the tenant can purchase the unit under the HOME program. If the tenant purchased the unit the affordability provision converts from a rental project to a homeowner project. The City would have some discretion in determining the affordability period under homeownership whether to match the original affordability period or start a new period once the tenant owns the property. Anthony stated that they should encourage this type of program as they need more affordable housing developers. Southgate Development -Homeownership. Crane noted that he was one of those who gave this project a higher allocation. He stated that the fact they have already been converted to condos and that Southgate has had previous success with this type of project were strong points to him. Hart stated that she believes this is a great project, as well; however, she favored projects that she felt had more need. Shaw then spoke to his concerns, addressing the Southgate representative. He asked if there is a process or plan for working with families that have been displaced by shifting into condos or homeownership, or for some type of transition. Braverman stated they will work first with current tenants to see if they are interested in buying a unit. If the tenant (tenant of Southgate who owns the condo) is not interested they will assist the tenant in renting another unit they own at the same rent they are paying at Broadway. All tenants that wish to move will be assisted similar to the project completed at Cedarwood (south of Broadway Condominiums). The Housing Fellowship (THF) - CHDO Operating. McMurray and Shaw stated that they would be willing to make some shifts to fund this project for operating expenses. Richman asked about this project, questioning what the strategic plan calls for in the next five to ten years. Maryann Dennis responded to questions explaining the requirements they must follow in the rental assistance programs. Dennis stated they are making changes to increase their profitability by receiving developer and management fees as was not done frequently in the past. They also view CHDO operating expenses as HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 13, 2008 another source of funds to improve CHDO viability as HUD encourages CHDO to utilize these funds. Long spoke to this and stated at the last HOME training HUD staff was encouraging that CHDOs utilize these funds. Long and Hightshoe answered CHDO questions. The Housing Fellowship -Pre-Development Loan & Rental Project. DeFrance spoke to her allocation, stating that she has no problem giving the $15,000 on this project. McMurray agreed, stating that she could also reallocate for this. Shaw then asked about priorities for the Housing Fellowship, and which of the three resources is most important for them. Dennis responded, stating that the pre-development is necessary to prepare the applications, however they need the funds to acquire the land. McMurray asked what the cost for the land is, and Hightshoe noted that there have been some updates since the original application. She noted that THE would be making a LIHTC application for 22 homes in November 2008. THE has signed purchase offers on 16 lots in Mount Prospect (approved by City Council), 4 on Westbury and 2 on Chamberlain Drive. Shaw asked for further clarification on the Fellowship's priorities, to which Dennis responded. She noted that they have to be able to buy the land before they can go any further. Anthony suggested they address public services next, before they take a short break. Arc of Southeast Iowa. No discussion or questions. Compeer -Operations. No discussion or questions. Extend the Dream Foundation -Operations -Member stated that he likes this project, and that they always have manageable requests. Anthony stated that this request would further expand their financial capacity. Free Medical Clinic - Operations -Crane stated that he feels this is another good project that is well managed. McMurray asked for clarification on the pharmacy portion of this project, and Hightshoe stated that the medications are entirely free. The case manager completes the applications to each drug company to obtain free prescription for low-income patients with chronic illness. Life Skills Inc. -Transportation -Member noted that this is a new applicant, and that for him, it came down to other projects having a higher need for funds. Local Foods Connection -Operations -Shaw stated that he has a question on this, noting that he wanted to maximize the amount they can give to this program. Dowd explained that this request is to cover the Executive Director position's salary. She stated that they hope to slowly grow this salary and position over time, and that any allocation would be helpful. MECCA - Activities/Transportation -McMurray stated that she believes this is an important allocation, and that there are a lot of benefits with what MECCA does in their programs. Member stated that he funded the Public Facilities' project for MECCA at a higher level than the Public Services' request. Shelter House -Operations. No discussion or questions. Anthony stated that they would then take afive-minute break before addressing public facilities. (BREAK) Twain Elementary -Playground Equipment -Anthony stated that they need to address this allocation first. Crane noted that he believes this is a good project for this area, and notes that they have already raised a large portion for this project on their own. McMurray stated that she believes the neighborhood benefits, as well as the school, in a HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 13, 2008 project like this. Anthony stated that he believes either the City or the School District should address playground needs. This led to a brief discussion of the various schools that do need assistance in obtaining this equipment. Hightshoe noted that it is school district policy that district funds are not used to acquire play structures at any of their elementary schools and that it is up to the parent teacher organization at each school to fundraise for the equipment. The school district does not take into account the income status of the neighborhood or attendance area. She stated if enough interest that HCDC could submit a recommendation or request to review this policy to the district. Arc of Southeast Iowa -Alarm System. McMurray asked staff for clarification on this type of request, and Hightshoe responded. Shaw spoke to his low score on this allocation, stating that he believes it serves the community less and the staff more. Reagan spoke to this, stating that it will benefit families and children more than it will staff. He noted that there are, for example, families and children that use the facility for programs in the evenings and on weekends quite often that have mental and physical challenges, and that any funding will help them in their safety endeavors. Anthony briefly discussed the design issues with the Arc's building on Muscatine Avenue, stating that he believes this issue should have been addressed in the redesign of the building for Arc. Reagan addressed this issue, explaining how the upper entrance has the automatic door that enables the wheelchairs, etc., to enter the building. He also explained what they were faced with once the previous business moved out. Dolphin International -Playground Equipment -Member spoke to this project, stating that he was not in favor of it as he felt it did not help the whole neighborhood and the schools, plus they do not have any funds raised towards this project. McMurray stated that she felt it would be helpful to the neighborhood, and she therefore did allocate funds for this. Anthony stated that he did recommend funding as he feels this is such an ``eye sore" for the area and could use something. Due to the time and lack of representation for some of the remaining projects, it was suggested that the Commission move on to those projects that have someone currently present at the meeting. IC Free Medical Clinic -Building Acquisition. Shaw stated that if they gave Free Med what they requested, there would not be any monies left for other projects. Members discussed this briefly, asking what the minimum amount of allocation would be. Pickup spoke to this, stating that before the meeting on the 27`h they will have more information regarding an amount. MECCA -Facility Rehabilitation. McMurray addressed this project, stating that she knows that the building project is a priority, but that she was trying to get the playground area funded, as well. Shaw stated that he gave this project a lower point total, stating that he questions community involvement, compared to other projects. Shaw asked some further questions regarding the MECCA facility project, and Berg spoke to each of these. This led to a brief discussion of how facilities like MECCA operate, and what other funding regulations they must follow. Domestic Violence Intervention Program -Rehab -Drum spoke to this, stating that this was the one project that he found easiest to support, due to the safety issues involved with the fence. Others agreed, stating that the funding was for a good project. Hightshoe noted that they have had some problems with DVIP not notifying them of construction, thus being out of compliance with Davis Bacon requirements. She HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 13, 2008 briefly explained what this entails, and responded to member's questions. Members agreed that a "failure to notify" comment needs to be made on their allocation. Members asked staff some general questions regarding programs such as DVIP and Shelter House. This led to a discussion about having conditional agreements attached to these allocations. Members discussed previous applications where CDBG funds acquired or were used to construct a building; however have several issues in subsequent years due to improper design or building inadequacies. Discussed if HCDC should allocate more in funds initially to ensure a better design/better materials to prevent subsequent allocations. Discussed the building acquisition for Free Medical Clinic and if all systems were in good condition. Members wanted to know if a building inspection had been done. Members discussed if the appraisal was enough. Crane and DeFrance stated that the appraisal basically tells you what the market will pay for the building and the general condition. It is not as specific as a commercial building inspection. Staff will contact FMC to discuss. Extend the Dream Foundation -Facility Rehabilitation. DeFrance stated that she did not fund this project. She stated that she has some real concerns about putting a "bandaid" on a real problem. She took into consideration the Davis Bacon Wage Act, and stated that in looking at the bids, she saw some huge discrepancies. She further explained that she believes this is a good project; however, she believes they are putting a lot of money into this building. Shaw then spoke to the fact that some of these buildings are constantly getting repaired, and it seems as if the problem is never truly addressed. DeFrance further addressed her concerns on projects such as this, responding to members' questions and concerns. It was noted that this building is currently out of code. Hightshoe and Long responded to some questions regarding this. Hightshoe noted that staff would require that the building pass the building permit issued (original CDBG/HOME allocation) before the City would enter another agreement for this building. Members requested that EDF determine what remains to meet the building code and how much these improvements will cost. Neighborhood Centers of JC -Facility Rehabilitation. Members addressed this allocation, stating that windows are the main issue. Crane noted that the last couple of years they have requested allocations for various projects, and they are gradually getting their rehab accomplished. Members then asked general questions of what to expect at the next meeting. Staff responded, explaining what the final allocation process entails. Hightshoe noted that it is important for all members to be at the next meeting, and she encouraged them to get their revisions to her as soon as possible. ADJOURNMENT: Meeting adjourned at 9:40 PM. The next meeting is scheduled for Thursday, March 27, 2008, in Emma Harvat Hall, City Hall. 7 04-29-08 5b 9 MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 12, 2008 -6:30 P.M. PLANNING DEPARTMENT CONFRENCE ROOM, CITY HALL Members Present: Jerry Anthony, Steve Crane, Marcy DeFrance, Andy Douglas, Charles Drum, Holly Hart, Rebecca McMurray, Brian Richman, Michael Shaw Members Absent: None Staff Present: Tracy Hightshoe, Steve Long Others Present: Steve Rackis, Josh Heyer, John Brenner CALL TO ORDER: Anthony called the meeting to order at 6:35 p.m. APPROVAL OF MINUTES: Hart made a motion to approve the December 20, 2007 minutes. DeFrance seconded the motion. The motion was approved 7:0 (Drum and McMurray arrived late and were unavailable to vote). PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: There was none. DISCUSSION OF FY08 PROJECTS THAT HAVE NOT PERFORMED PER THE UNSUCCESSFUL OR DELAYED PROJECTS POLICY: Hightshoe reviewed two projects with the Commission that fell under the Unsuccessful or Delayed Projects Policy. The first was The Housing Fellowship (THF), which was awarded $347,000 for an affordable rental housing project in FY08. As part of the application, THE indicated they were going to apply for low-income housing tax credits (LIHTC) to make the project viable. Hightshoe said that in November 2007 they were unable to apply because they didn't have site control, a LIHTC requirement. She said during 2007 they attempted to purchase various properties, such as a lot on the north side of town, 8 lots off Foster Road, but none of the purchase agreements were accepted. Hightshoe added that THE does have two accepted purchase offers in Village Green, and THF's Director stated that they are confidant they will get enough lots to apply in the next funding round; however THE needs HCDC to recommend approval to reuse the funds for the existing project. Hightshoe said staff has no issue with THE retaining their previously granted funds for one more year, however due to HOME regulations if the application is not successful in November 2008 the funds would need to be recaptured and reallocated to a project that can proceed and be completed in less than three years. Housing and Community Development Commission February l2, 2008 Page 2 Commission members asked why purchase offers were not accepted near the Peninsula Neighborhood. Long stated THE was left with the impression that area residents were not interested in having affordable housing in the neighborhood. Anthony asked if the Fellowship met the asking price of the property in question. Hightshoe stated she didn't know what the exact purchase offer stated, except there must be contingencies for financing and environmental review requirements. Shaw asked how many properties the Fellowship planned to develop. Hightshoe stated based upon their application eight to 10. Members discussed if finding six to eight more vacant lots in a year might be difficult. Hightshoe further explained that the two lots in the Village Green area, off of Scott Blvd., are zoned RSS, and will be built as single-family homes. Discussion turned to the slow-down in the local real estate market, and the increasing likelihood that developers would be interested in working with the Fellowship. Motion: A motion was made by Richman to recommend The Housing Fellowship reuse the funds for the existing project as identified in their FY08 Housing Application. Drum seconded the motion. The motion was approved 9:0. Hightshoe then reviewed the FY08 Neighborhood Centers of Johnson County (NCJC) project. She said each sub-recipient must enter an agreement for CDBG funds within 90 days of the new fiscal year (July 1). Hightshoe said the delay has not been with the Neighborhood Centers of Johnson County, but rather with the City and HUD's legal process. She explained, saying based on the City's policy, a mortgage or lien must be placed on a property to ensure that during the compliance period the City's interests are secured. NCJC has a 99-year lease with Mark IV Investors for the property. Pheasant Ridge is a HUD project based housing project with 248 assisted units. Based on the land lease, NCJC must get Mark IV and HUD's consent to place a leasehold mortgage on the property. Due to the various legal parties involved a financing rider to the leasehold mortgage must be approved by HUD, Mark IV, Midland Security (Mark IV's lender) and the City. Hightshoe said she thinks the problem will be resolved soon so that the project can proceed this upcoming construction season. The City considered attaching a lien to the Broadway Center but due to the number of liens on the Broadway Center for previous CDBG applications, there is not enough security. The original lien to build the Pheasant Ridge Center was placed on the Broadway Center as well. PRESENTATION AND DISCUSSION OF THE AFFORDABLE HOUSING MARKET ANALYSIS COMPLETED BY MULLIN & LONERGAN ASSOCIATES, INC.: Long presented the Affordable Housing Market Analysis to Commission members. He said the City hired Mullin &Lonergan of Pittsburg, to complete the study, which began May 1, 2007, and was completed a few weeks ago. The study cost $43,000. Long said Mullin &Lonergan examined census, HUD information and reviewed population projects as provided by Claritas. The consultants also interviewed private nonprofit developers, as well as representatives of the University, Coralville, North Liberty, Tiffin and University Heights to determine the affordable housing demand, barriers to it, and Housing and Community Development Commission February 12, 2008 Page 3 suggestions to deal with those issues. He noted the student population was factored out of the study. Long said the major points of the study were: 1. Household growth is outpacing population in Johnson County. In addition to increases in population, households are becoming smaller. Long said what that should mean to Commission members is that every household needs a dwelling, and the area needs more housing. 2. From 2000 to 2006, 8,700 new units were created in Johnson County. He said there were almost $500 million in residential sales, and 26,000 sales transactions, which shows the area is a very active market. 3. There are 15,000 people who commute into Johnson County from outlying areas each day. 4. The number of cost-burden households, or households paying more than 30 percent of their income for housing, is on the rise. 5. The real median income in Johnson County has declined four percent since 2000, while at the same time the sales value of homes has increased 11 percent. The average median sale price for a house in Johnson County was $153,150. He added that there were only 389 homes that sold for less than $100,000 in 2006 (including condos, but excluding mobile homes). 6. The rental market is very tight in Johnson County. In a one-mile radius around the Pentacrest area, the vacancy rate is only 1.66 percent, while a healthy vacancy rate is around five percent. Four bedroom units are at a zero percent vacancy metro-wide. By comparison, North Liberty rentals were at 5.5 percent in 2007 and 7 percent in 2006. 7. About half of all HUD subsidized project-based units in the area, such as Capitol House, Pheasant Ridge, and Ecumenical Towers, will be up for renewal in the next two and a half years. Long said this is an opportunity for the Housing Authority or the City to work with the State to try to maintain those units. 8. It is projected the metro area will produce 2,711 affordable units while the projected demand is 6,671 units. Area non-profits are projected to produce 31 units a year. Long said the study identified some of the barriers for developers, which include absence of vacant land zoned for multi-family housing, the "not-in-my-back-yard syndrome," high cost of land, the scarcity of new single-family housing under $200,000, student demand keeping rental prices for the whole area high, a 35 percent decrease in federal funding in the past six years for affordable housing, and a lack of affordable housing developers. Recommendations for these problems include putting a positive face on affordable housing, increasing the supply of land zoned by right for multi-family housing to avoid the need for special exceptions and neighborhood resistance, treating affordable housing developers as a special class by perhaps waiving fees or fast-tracking affordable housing to save time and money, and creating partnerships with developers and the University. Housing and Community Development Commission February 12, 2008 Page 4 Long said there are many examples nation-wide of universities partnering with developers to create affordable housing for university employees. Another suggestion is inclusionary housing, or requiring a certain percentage of units in any proposed development to be affordable for owners or renters. More suggestions included preserving at risk affordable properties, such as Capitol House and Pheasant Ridge, expanding the capacity of local non-profits, and development of a county-wide administrative policy that is supportive of affordable housing and treats it as an asset to the community Long said the City Council is supportive and would like to get moving on the study's recommendations, and he encouraged Commission members to seize the opportunity and push to change policies in the next few months. Members discussed the findings of the study. Anthony said, that in his experience, people reject the idea of affordable housing because they perceive it as largely being used by students, and that the "evidence" for affordable housing is anecdotal and the numbers are outdated. Anthony praised the study, saying it addressed those criticisms. Another member asked if given the strong focus on affordable housing, if now would be the time for the Commission to analyze their commitment to affordable housing in the way they approach applications and if there are certain places they want to put more money. Hightshoe reminded Commission members that they still need to balance non-housing community needs when they are allocating funding. The City completed a housing study, however if we hired a consultant to perform a review of non-housing community development needs we would still need to balance how much we fund for housing as opposed to non-housing needs in the community. REVIEW OF THE FY09 ALLOCATION PROCESS AND PROFORMA BASICS Hightshoe handed out an allocation timeline for review. She reminded members the next meeting is on February 20`", 2008. 27 Applicants will be present to answer HCDC questions. She said the meeting will be quite long, running from 6 p.m. to about 10 p.m., and food and breaks will be provided. Hightshoe said that at the meeting applicants will be given 5-10 minutes to answer Commission members' questions. She said Commission members would receive aone-page staff report of each application that will include any items of concern by staff. Housing applicants will be given 10 minutes to answer Commission questions. Hightshoe said at the meeting staff would give Commission members ranking sheets so members can begin ranking each application based upon the set criteria. The ranking sheets will be due February 29`". Hightshoe said each member's ranking forms would be placed onto a spreadsheet so Commission members can see how everyone has rated and funded projects. She added that a summary of FY06-FY08 allocations would be provided in the next packet that reviews the City's actual allocations compared to the CITY STEPS goals. Housing and Community Development Commission February 12, 2008 Page 5 At the March 13 meeting, the members will review how they scored/funded projects and will review with other members any major discrepancies between how others may have ranked or funded a project. This meeting is also an opportunity to ask applicants any questions they may still have regarding a project. The applicants are encouraged to attend, but it is not a requirement. On March 27, 2008, HCDC meets again, and members will formulate their recommendations. Once the whole process is complete, the final recommendation is sent to Council. Staff completes the HUD required Annual Action Plan based on the recommendations and initiates a 30-day public comment period. On May 6, 2008, the City Council will vote on the recommendations. The Council may accept the full recommendation or make changes. Typically one or two HCDC members attend the Council meeting in case there are any questions and they also provide information about the process HCDC went through to formulate the recommendation. Hightshoe stated there had been questions previously about when a conflict of interest issue is present. If any member has a concern, she asked members to inform her of the situation and they would determine if a conflict is present. In the past, if a HCDC member was a Board member or in management (director, vice president, etc.) and that organization applied for funds it was considered a conflict of interest. If members volunteer occasionally for an organization that applies for funding, that has not typically been a problem, however if you have concerns or there are other issues please let staff know. Examples of other situations may include things like if you're an attorney and a major client of yours applies for CDBG/HOME funding, please contact staff to discuss. Hightshoe stated that if you feel there is a potential conflict, please discuss with staff before the allocation meetings. She also reminded members that, according to State lobbing laws, council appointed commission members are not allowed to accept more than $2.99 as a gift (including food) from an applicant. She stated applicants may contact them to discuss their application. HCDC members may discuss the application, however can't accept anything from the applicant. Hightshoe reviewed the rental housing proforma. All rental-housing applicants must complete this form. The form identifies expenses and revenues and allows staff to compare rental projects. The proforma will also show if the project can cover debt service and the return on investment. Staff will look through rents and expenses to determine if the project is viable and the expenses are reasonable. If staff has any concerns it will be noted on the staff reports. Staff looks at a project and tries to determine an appropriate level of subsidy. The City does not want to over subsidize a project; however wants to make sure the project is viable over the entire period of affordability. The second page of the proforma deals with tax implications. If a business is anon-profit, the second page does not apply as they do not pay taxes. Hightshoe noted that the Bank-Ability guide in the last packet also provided some guidance on how to estimate expenses for maintenance, reserves, etc. Housing and Community Development Commission February 12, 2008 Page 6 MONITORING REPORTS: Crisis Center and Community Mental Health: Drum reported that the Crisis Center had replaced their doors, and the Community Mental Health Center had spent some money on asphalt to address a paving issue in the parking lot. Iowa City Free Medical Clinic: Richman reported the Clinic has put the prescription assistance program to use, and they will have their funds spent by the end of the fiscal year. Iowa City Housing Authority: Drum and Rackis reported the Housing Authority has spent all of the FY06 funds, and the FY07 funds will be spent by June or July of 2008. He said they are spending about $25,000 a month serving 61 families with TBRA. Rackis said the Housing Authority is currently serving a total of ],297 families with a baseline of 1,214 vouchers. Rackis reported that approximately 80 percent of all people the Housing Authority serves had a Johnson County address at the time of application, with the majority of other clients coming from other areas in Iowa. He said the remaining percentage tends to be people from Illinois, and only a few from other states. ADJOURNMENT: Crane made a motion to adjourn. Drum seconded the motion. Approved 9-0. The meeting adjourned at 8:30 p.m. C O .~ .~ O U c a E c O C 7 ~ O UN C ~ ro pp L c = ~ •`~ L 6! aria c O .y N .~ O U r c m -v L 0 ~NN Q~ I.L ~ = N r ~ C = ~ ~ ~.+ ~a O U C .N N ~~ X X X X X X X X X N O X ~C ~C >C X ~ ~C QN p ~, ~ r oo o rn o v. o oo o o ~- o .-~ oo o o ~ o~ o ~ ~ k w o o~ 0 rn 0 o~ 0 o~ 0 rn 0 o~ 0 o~ 0 v~ 0 o~ 0 0 0 0 0 0 0 0 0 ~ L L o a~ L `~ o x ~ E ~ ~ ~ ~ ~" ~ ~ v ~ d U a~ A G O d ti u ~G a .°: ~ ~ 7 L "C Cd "., .Q C~ .u Z ti v~ ~ ~ U x ~ Aa ~ -b ~ ~. ~ ~ ~ bn .a k •~ ~ ~ ~ ~ ~ ~ ~ c~ ci QQ2z u u ii ii ii ~ W i a~xooz 5b(10) MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION WEDNESDAY, FEBRUARY 12, 2008 - 11:00 AM PLANNING DEPARTMENT CONFERENCE ROOM, CITY HALL MEMBERS PRESENT: Andy Douglas, Marcy DeFrance, Charles Drum, Holly Hart, Rebecca McMurray, Michael Shaw MEMBERS ABSENT: Jerry Anthony, Steve Crane, Brian Richman STAFF PRESENT: Tracy Hightshoe, Steve Long RECOMMENDATION TO COUNCIL (become effective only after separate Council action): None Call to order: Michael Shaw called the meeting to order at 11:45 a.m. Site Visits to FY09 CDBG/HOME Proposed Project Sites • Extend the Dream Foundation (2203 F. Street) -Tom Waltz provided a tour of the ecommerce center and the microenterprises at 2203 F. Street. He discussed the proposed improvements. • Iowa City Free Medical Clinic (2440 Towncrest Drive) -Sandy Pickup provided a brief tour and discussed the proposed improvements. • Arc of Southeast Iowa (2620 Muscatine Ave.) -Bill Reagan provided a tour of the facility and discussed the lighting and alarm system needs. • Dolphin International (Former Lakeside Apartments, 2401 Hwy 6E) -Arvind Thakore provided a tour of one of the units, community center and the playground area. • Twain Elementary (1355 Deforest Ave.) -Sharon Locke provided a tour of Twain's playground and discussed the proposed playground equipment. Adjournment: MOTION: Hart moved to adjourn the meeting. DeFrance seconded the motion. The motion carried on a vote of 6-0. The meeting was adjourned at 1:05 p.m. c o_ ~N N .~ O U c d E~ ~. o O ~ d ~ o 0 ~ N ~ ~ C ._ ~ 7 Q 0 U o2S c ~N 7 O 2 ~~ cV w O W O X X X X X W O X ~ L ` _ ~ x ~ L1.1 0o o OO U 0 rn o O ~ 0 o~ o _ O O~ 0 o0 o ~O O~ 0 0 -- ~_ O O~ 0 0 _ O ~ 0 00 o O ~ 0 0 ~ ~ O U 0 0~ o _ O ~ 0 N ~ z O ~ Q `. ~ Cr ~ U y w v, L G! G u ~ ~ ~ ~ A b d ~ L Q y, R v `x" ~ O ti ~ m L ~L+ ~r~rj ~ v y ~ cz E U C~ C .~ m R1 V] a~ S u ~ .D N ~ U ~ ~ X •~ ~ LIa y r ~ ~ +~- N G ~ N y ~ cd ~' v~ ~n ., a¢¢zz ~, ~ ~ ~XOOZ; 5b(11 MINUTES HISTORIC PRESERVATION COMMISSION THURSDAY, FEBRUARY 28, 2008 EMMA J. HARVAT HALL APPROVED MEMBERS PRESENT: Esther Baker, William Downing, Lindsay Eubanks, Pam Michaud, Jim Ponto, Tim Weitzel MEMBERS ABSENT: Michael Brennan, Ginalie Swaim, Tim Toomey, Alicia Trimble STAFF PRESENT: Bob Miklo OTHERS PRESENT: Helen Burford, Shel Stromquist CALL TO ORDER: Chairperson Weitzel called the meeting to order at 5:37 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. DISCUSSION OF 2008 WORK PLAN: Weitzel stated that the Commission prepares a work plan each year to be submitted to City Council. He said that the work plan documents what the Commission would like to achieve in the coming year and is also a yardstick for measuring its progress. Miklo said that at the public hearing for the Preservation Plan last week, one of the City Council members liked the Plan but said there was a lot in it, asked how it would be accomplished, and asked if an annual work plan would done. Weitzel said there seems to be some general concern about the Commission not accomplishing all of its goals. He said the Commission should select goals that are achievable and work on them over the next ten to fifteen years. Weitzel said the Commission should prioritize what needs to be done first. Weitzel said that public input is a good place to start. He said the Commission should analyze what needs to be done to get its goals accomplished and assign its members to tasks. Weitzel said that some things may need to be handled by subcommittee or small groups. Miklo said that from staff's viewpoint, it would be good to review and revise the guidelines fairly early on. He said that the Commission has worked with the guidelines for some years now, and they have served fairly well. However, Miklo said that some problem areas have been identified by a need for more flexibility or more specificity. He said it would therefore be good to have one of the goals to be to reexamine the guidelines to see what was worked and what could be better. Miklo stated that a new staff person has been hired for historic preservation and planning and zoning, and she will start full-time in May. He said that she would be working part time for now and would be focusing on historic preservation during that time and could therefore do some work on the goal of refining the guidelines. Miklo suggested the Commission hold one or two district forums to identify things to change in the guidelines and after that focus on reworking the guidelines and streamlining the process. Burford suggested the Commission review the public comments submitted during the process of adopting the new Preservation Plan and identify the public priority. She also encouraged doing a study of the economic impact of historic preservation on Iowa City. Weitzel said that the economic impact study would be something that a small group of people could write a grant proposal for so that the Commission could hire a consultant. Miklo said that there will be a CLG and HRDP grant cycle coming up, and this is certainly something that would fall into one of those categories. Weitzel said that CLG applications receive a first review on August 3`d, and HRDP applications are due May 15tH Historic Preservation Commission February 28, 2008 Page 2 Eubanks asked how accessible the guidelines are on the Internet. Weitzel said they are available on the City's website. He said the Commission may want to apply for a grant to hire someone to compile a design review manual. Miklo said that he was hoping that the new staff person could work on that, as she has some experience in that area. Michaud suggested putting a list of frequently asked questions on the website. Weitzel said the website could also incorporate a menu of pre-approved items so that some projects could simply be administratively approved. Miklo said those things could be one aspect of the streamlining of the guidelines. Miklo said that in the past, the work programs have been somewhat ambitious. Weitzel suggested the Commission propose three or four attainable goals for the year. Michaud referred to a book entitled University of Iowa: Guide to Campus Architecture. She said that the University's architectural tourism could be promoted, as it is a goal of the plan to work with the University, and the University encompasses a huge variety of architecture. Michaud suggested that there be a walking tour of University buildings, perhaps one a month to highlight five to ten buildings each time. She said that the University is an incredible resource, and these walking tours could be fairly easily accomplished. Downing, Michaud, and Eubanks volunteered to work on the goal of organizing some kind of walking tours of architecturally significant buildings. Burford suggested that Humanities Iowa would be a source of funding for maps emphasizing the cultural aspects of the City. Michaud said that another goal could be to make the guidelines more inclusive of green and innovative technology. She asked if there is information about this on the Secretary of the Interior's website. Weitzel said there is some subjectivity in those issues as well. Miklo said that would be something that could be addressed in the guidelines. Weitzel suggested that the staff person watch for green issues while the guidelines are being revised. Miklo said the Commission had come up with four goals at this point: 1) the district forum(s); 2) revising the guidelines including streamlining the process, opportunities for green building materials, and making the guidelines more easily accessible on the web; 3) an economic impact study, which require a grant application and therefore a one to two person subcommittee to compile a draft application; and 4) a walking tour of architecturally significant buildings. Miklo said that the Johnson County Historical Society and Friends of Historic Preservation could be part of the walking tours, and Downing said that the local NAIA chapter would also be interested. Weitzel said that the walking tours could be ongoing from year to year. Regarding the grant application for the economic impact study, Baker said that she would be willing to work on it. Weitzel said that the grant application is mostly a narrative, along with preparing a budget, which is done primarily by staff. Eubanks asked how and how well the Commission communicates with other bodies, including other commissions and The University of Iowa. Weitzel said that is a critique in the Plan, that communication with other entities needs to be improved. Weitzel suggested the Commission spend some time discussing how to pursue better communications. Regarding the Planning and Zoning Commission, Miklo said that when working on the district plans and the Comprehensive Plan, staff reminds the Planning and Zoning Commission to take preservation into consideration as an element of the planning. Regarding the University, Weitzel said there are several issues to discuss. Miklo stated that the University has a campus planning committee that meets on a regular basis. He suggested that the Commission go before that committee and present the Preservation Plan to the committee once it is adopted. Miklo Historic Preservation Commission February 28, 2008 Page 3 suggested adding as a fifth goal the initiation of contact with the University's campus planning committee. The Commission agreed by consensus that Miklo should write up the discussed five goals and present them to the City Council as the Commission's work program. Eubanks suggested that the economic impact study results also be presented to the University to show what preservation can do. Weitzel said that the Commission can raise awareness with the University of what its impact is on buildings and residents who are stable participants in the neighborhood. Miklo said that one of the ideas in the Preservation Plan is that the University promote close-in housing for its faculty and staff and possibly provide funding in the form of low interest loans, etc. He said the older, historic neighborhoods where one can live and walk to campus could be a recruitment tool for the University. Miklo said that some City Council members questioned why the Preservation Plan has goals and objectives for other groups that the City has no control over. Miklo said he responded that this is a community-wide plan and that the Commission is not responsible for all of this. He said the goals and objectives fit together, and there is a web to take into account the actions of others. Miklo said that another concern was that because there is no control over the University, perhaps it should not even be in the plan if there is no regulatory influence. He said that all the Plan is a way of putting forward the communities expectations for historic buildings on and near the University campus. DISCUSSION OF MELROSE NEIGHBORHOOD: Stromquist, representing the Melrose Neighborhood, referred to Jean Walker's report regarding preservation of the Melrose Neighborhood. Stromquist said the neighborhood is at a crisis point, and the main threat to the neighborhood at this point is the University, although the neighborhood is very much a creature of the University in a lot of ways. Stromquist said that the affordable, close-in housing in a stable neighborhood has been a very attractive factor to prominent faculty and staff with the University who value proximity to work. He said that the University will always be growing, and the question is how can its growth be shaped in such a way so as not to undermine the very community that the University is integrally a part of. Stromquist said the neighborhood wants to encourage the University to heighten its awareness and appreciation of the neighborhoods that it shares so much with. Stromquist said that the neighborhood has accomplished a number of things. He said that there was a confrontation with the University when the issue of widening Melrose Avenue was discussed. Stromquist said the University wanted alive-lane road, but the neighborhood persuaded it to go to a three-lane expansion, which has proven to be satisfactory without too much of a disruptive effect. Stromquist said that a second item of contention with the University was the plan to put in a multi-story Hope Lodge on an enclosed University property in the heart of the neighborhood. He said that after some alternatives were proposed, the University finally conceded that the area by the Ronald McDonald House is a much more logical place for this type of facility to be located. Stromquist said that Walker has been instrumental in getting the neighborhood designated as a National Register Historic District, which has been a source of neighborhood pride. Stromquist said that there is a very strong sense of community in that neighborhood. Stromquist said that in the last several years, the neighborhood has faced a piecemeal acquisition by the University of properties on Melrose Avenue. He said that is a permanent thing, and the neighborhood's hope is that the University will preserve those properties and make them a part of the architectural pride and sense of history that the University has in itself. Stromquist said the real concern now is the University's piecemeal acquisition of properties in the interior of the neighborhood, when the University has repeatedly promised that it has no long-range plan and no Historic Preservation Commission February 28, 2008 Page 4 intentions of consuming the neighborhood. Stromquist said, however, that the purchase of property continues. He distributed a map highlighting the property that the University has acquired. Stromquist pointed out on Melrose Place, Melrose Court, and Oak Park Court where the University has acquired property. He said the University claims that its intentions are only to use these properties for faculty housing, although a number of them have already been turned into student housing and in some cases are not all that well taken care of. Stromquist said .that this is a central neighborhood that offers a variety of housing at a variety of prices. He said that, because of its proximity to the University, the neighborhood housing allows people to reduce their carbon footprint by virtue of not having to commute to work. Stromquist said that if the housing is maintained, it is a very attractive area in which to live and gives an opportunity to preserve historic housing stock that is part of the community's heritage. Stromquist said that neighborhood representatives have been to campus planning and have been to the University in a variety of forums and settings and have not felt that they received a very satisfactory response and have not discerned any willingness to make a commitment to the neighborhood and its preservation. He said that has contributed to the sense of crisis that the neighborhood now feels. Stromquist said that at this point public bodies, the city government in particular, have few tools with which to regulate the University's acquisition and use of property. He stated that the only real tool is one of moral suasion, of trying to appeal to the University to live up to its civic responsibility and see itself as part of the community, and to make that case as strongly as possible by appealing to public bodies that have an interest in neighborhood preservation. Stromquist said the Neighborhood Council is drafting a resolution of support for the neighborhood. He said the neighborhood is asking that the Commission discuss this and be prepared to draft a similar resolution of support to affirm the importance of neighborhood and historic preservation. Stromquist said that ultimately, the neighborhood intends to go to the City to make this same case. Stromquist said that a lot of this is a question of drawing the community's attention to this problem and elevating the moral case that can be made to the University. He pointed out that Walker's report suggests alternative ways in which the University may grow, including infilling and expanding into areas where there is neither a historic footprint nor an established sense of neighborhood that would be violated. Stromquist said the report represents a cumulative record of neighborhood concerns, steps undertaken to preserve the neighborhood, and potential steps that could be taken on behalf of the neighborhood. He said the report includes a pledge regarding the shared assets of the historic neighborhood. Stromquist said the pledge lays out the history and character of the neighborhood and makes a point that there is a shared interest with the University in the neighborhood's preservation and integrity. Stromquist said the neighborhood sees the report as an appeal to the University and other public bodies that have an interest in these concerns for cooperation. He said the University is also asked to agree to end its acquisition of residential property in the neighborhood; to use the property it has acquired for the stated purposes; to not destroy housing or structures on properties it has acquired, particularly historic structures; and to work closely with the neighborhood and the City to develop along-range plan to meet the needs of the University but also preserve the integrity of the neighborhood. Stromquist said the report also lays out the things the neighborhood will do: to continue to maintain Brookland Park, to place historic markers, to work to maintain good traffic flow, and to work with homeowners to maintain their property values. Miklo pointed out that the Commission does not pass resolutions but could draft a memo to the City Council to express its support for the neighborhood. He said that when the neighborhood representatives go before the City Council, there would then be a memorandum from the Commission available. Stromquist added that the Preservation Plan does address the Melrose Neighborhood directly. Historic Preservation Commission February 28, 2008 Page 5 Ponto said that this neighborhood is a National Register district but not a locally designated district. Weitzel confirmed this. Stromquist stated that the neighborhood hopes to eventually be a locally designated district. He pointed out, however, that neither designation gives them real leverage with the University except that designation enhances the moral case. Ponto said that local designation would show that the City supports preservation of the neighborhood. Weitzel said that when there is local jurisdiction, anyone but the University has to apply for a permit for demolition of a building. He said that Marlys Svendsen, a preservation consultant, has also contended that local designation gives one more reason that the University would not want to do things that might be detrimental to neighborhood preservation. Weitzel said the Commission would need to discuss whether such a letter to the City Council should be sent, and if so, what the content should be. Burford said that the Board of Friends of Historic Preservation feels that are at least three tactics the Historic Preservation Commission could employ to make preservation of the neighborhood a topic of discussion within the community. She referred to the items mentioned in the letter sent to the Commission by Friends. . Burford said that the proposed resolution is pretty inclusive to the Melrose Neighborhood. She said that there is a new zoning ordinance that does address some of these things in other areas, not just RS-5 zoning. Weitzel said that with a focus on preservation and looking at the whole issue, the Commission has two ways to deal with the University. He stated that one way is to use diplomatic means to discuss this with the University, and the other way is to fight the University. Weitzel said he believes it would be preferable to work with the University, and that should be the tenor of the Commission's recommendation to City Council. Stromquist said the neighborhood certainly doesn't intend to break off communications with the University. He said, however, that it would be helpful to have more participants in that conversation, and the City and historic preservation community are logical participants in that conversation. Weitzel said that he can certainly see the need for the Commission to do something. The rest of the Commission agreed with Weitzel. He volunteered to draft a letter to bring before the Commission to be voted on. OTHER Miklo stated that two new Commission members have been appointed to replace Brennan and Weitzel, whose terms will soon be expiring. Miklo said he wanted to bring to the attention of the Commission an issue regarding the brick house at 829 Kirkwood Avenue. Miklo said that the Commission approved the project to jack up the house and rebuild the foundation. He said that the contractor had explained that there would be a concrete foundation, and for the portion of the foundation above grade, the contractor would use the existing stone, cut it down, and make a veneer so that the appearance of the foundation would not be radically different from the historic foundation. Miklo said that the concrete foundation is done, but the mason decided that the stones were too big and would be too difficult to cut into a veneer to place back on the house. He said that without consulting with the City, someone gave the go ahead to have those stones hauled away and dumped. Miklo said the certificate stated that the foundation shall be, "...faced with reclaimed limestone such that the exterior appearance matches the existing limestone foundation in size, color, composition, and joint profile." Miklo said that Shelley McCafferty is now consulting on this project. He said the mason and proposes to use a new stone veneer that is more regular in size and shape than what was there in terms of the Historic Preservation Commission February 28, 2008 Page 6 random sizes. He said McCafferty has consulted with a mason supplier and suggests that another alternative would be to use salvaged foundation stones from another property that would be larger and less regular in appearance than the new cut stone and would more closely mimic the original. Miklo said the certificate states that the foundation shall be faced with reclaimed limestone. He said that although it does not state that it must be from this property, that was clearly the intent and that was the statement given by the contractor. Miklo said his thought is that the City should require that the contractor get the reclaimed material and reface it with that so that it has more of the original appearance; otherwise the City will pursue this violation. Weitzel said that the guidelines discuss looking at remedies and standardizing and possibly increasing remedies for teardowns that were denied. Miklo said that the maximum fine for violation, by State law, is $750. He added, however, that the zoning code states that the owner can be required to replace whatever has been destroyed. CONSIDERATION OF MINUTES: JANUARY 10, 2008. The Commission approved the minutes of the January 10`h meeting, as written, by consensus ADJOURNMENT: The meeting was adjourned at 7:05 p.m Minutes submitted by Anne Schulte s/pcd/mins/hpG2008/2-28-OSb.doc c _o •N N .~ U c 0 ca d N a •L r•+ N L 0 V d d~ v~ =o ~ N '~ C d w •-.+ a N X p X X X X 0 0 0 X X X X ~ X X X X X ~~ F~ W o rn N M o rn N M ~ rn N M o rn N M 0 rn N C'7 0 rn N M 0 rn N M ~ rn N M o rn N M 0 rn N M N f9 Z ~ y R m ~ C O ~ m C C 0 o y C R 7 w ~ e0 ~ •- ~ O ++ 0 a E ~ 3 v~ y .G 0 ~ ~ 0 ~ . •O ~ N 7 U X W ., c C ~ N N N ~ rn .. W Q Q ~ p II W YXOO MINUTES IOWA CITY HUMAN RIGHTS COMMISSION TUESDAY, March 25, 2008 LOBBY CONFERENCE ROOM, CITY HALL FINAL 4- -0 5b(12) Members Present: Newman Abuissa, Yolanda Spears, Florence Ejiwale, Kate Karacay, Martha Lubaroff, Corey Stoglin, Dell Briggs, Joy Kross. Staff Present: Stefanie Bowers. Call to Order Karacay called the meeting to order at 7:00 p.m. Recommendations to Council (Become effective only after separate Council action): None. Consideration of the Minutes of the February 26, 2008 meeting Minutes approved 8-0. Leadership Conference Karacay would like to hold a conference with other agencies but will do some checking with these agencies to make sure this is not a duplication of programs and services already being held in the area. Youth Awards Commissioners will be contacting schools and organizations to spread the word about the Youth Awards. Karacay will open the Ceremony and Briggs will read the names and activities of the youth being honored. Human Rights Breakfast Commissioners will need to select a keynote speaker no later than their April meeting date. Commissioner also chose to hold the Breakfast at the Hotel Vetro. Programming for 2008 Commissioners discussed upcoming programming they would like to hold and the various venues for such programming. Reports of Commissioners Abuissa noted that Stoglin had been named Diversity Chair for the Democratic Party. Stoglin reported that he would keep the Commission informed of his activities as Diversity Chair. Kross reported on the success of Cultural Diversity Day and the great location the Commission had at the event. Karacay reported on the success of the United Nations sponsored Night of 1000 Dinners. Adjournment There being no further business before the Commission, the meeting was adjourned at 7:45 p.m. Board or Commission: Human Rights ATTENDANCE RECORD YEAR 2008 (Meeting Date) NAME TERM EXP. 1122 2126 3/25 x122 5127 6124 7122 8/26 9/23 10/28 11/25 12/23 Florence Ejiwale 111/09 X X X Kate Karacay 1/1/09 X X X Martha Lubaroff 1/1109 O X X Newman Abuissa 1/1/10 X X X Joy Kross 1/1/10 X 0 X Eric Kusiak 1/1110 X X O Dell Briggs 1/1/11 O X X Yolanda Spears 1/1/11 X O X Corey Stoglin 1/1/11 X X X KEY: X =Present NMNQ - No meeting, no quorum O =Absent NM = No meeting 4- 9- 5b 13 MINUTES APPROVED PLANNING AND ZONING COMMISSION MARCH 20, 2008 - 7:30 PM -FORMAL SESSION EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Elizabeth Koppes, Wally Plahutnik, Ann Freerks, Dean Shannon, Charles Eastham, Robert Brooks MEMBERS ABSENT: Terry Smith STAFF PRESENT: Adam Ralston, Planning Intern; Bob Miklo, Sara Greenwood Hektoen OTHERS PRESENT: Randy Miller RECOMMENDATION TO CITY COUNCIL: Planning and Zoning Commission motioned to approve REZ08-00002, submitted by ITC Midwest LLC for a rezoning from Community Commercial (CC-2) zone to Intensive Commercial (CI-1) zone for approximately 17.97 acres of property located south of Ruppert Road. Motion carried 6-0. Smith not present. CALL TO ORDER: Freerks called the meeting to order at 7:30 p.m. ELECTION OF OFFICERS: Koppes made a motion to defer this item until the next meeting, so that the entire Commission can be present. This was seconded by Shannon. Motion carried 6-0. Smith not present. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: No public discussion. REZONING ITEM: REZ08-00002: Discussion of an application submitted by ITC Midwest LLC for a rezoning from Community Commercial (CC-2) zone to Intensive Commercial (CI-1) zone for approximately 17.97 acres of property located south of Ruppert Road. (45-day limitation period: April 14, 2008) -Ralston presented the staff report to the Commission, and began by showing the location of the 17.97 acres on the map. He also showed the Commission an aerial photo of the parcel, showing it in conjunction to Highway 1, old Highway 218, and the Airport. Ralston noted that they will be looked at CC-2 and CI-1 zones in his presentation this evening. The CC-2 zone is primarily meant for retail goods and service operations, and these types of businesses generally require higher visibility than would be found in a CI-1 zone. The CI-1 zone typically is characterized by outdoor storage and display operations, as well as sales and repair of large equipment. These types of businesses require less visibility. Ralston noted that this property was originally part of the Iowa City Municipal Airport, until it was subdivided in 2000 and zoned both Public and CI-1. In 2005, Ralston noted the interest by Wal-Mart to purchase a Planning and Zoning Commission March 20, 2008 considerable part of this commercial park for a Super Wal-Mart. At that time, this property was rezoned from CI-1 to CC-2 to allow for the Wal-Mart store. At that time, the Comprehensive Plan was amended, and the Land Use Map and the South Central District Plan was amended, as well, to show Community Commercial instead of CI-1, and also the text was changed to refer to Commercial instead of either Intensive or Community Commercial zones. Ralston noted that this zoning was approved and was changed to CC-2, but as noted, Wal-Mart did not end up purchasing the property. In 2007, there were approximately 12 acres of land on the eastern part of the Park that were rezoned from CC-2 back to CI-1, and this was done as there was interest in purchasing the property and the uses would require the CI-1 zone. At that time, Ralston noted, the Comprehensive Plan was amended once again. This time the language stated that either Community Commercial or Intensive Commercial would be appropriate for this area. In comparing the Comprehensive Plan and neighborhood compatibility, Ralston stated that the South Central District Plan originally showed this property as being appropriate for Intensive Commercial, so a rezoning to CI-1 would fit with this plan. Ralston shared some photos with the Commission, explaining the layout of this area further and the surrounding commercial areas. Ralston also noted that there are some environmentally sensitive areas on this property, and it is within a flood plain, as well. He added that any site plans would have to address these issues. Ralston noted that given the character of this area, and the intended use by the applicant, staff does recommend that if this rezoning is approved, that the row of parcels to the north (Ralston showed to Members on a map) would be rezoned to CI-1 for further compatibility in the area. Ralston stated that staff is recommending that Item REZ08-00002 be approved. Members asked further questions about the CC-2 zones. Miklo pointed out a drainage way in this area, and Ralston further explained. Miklo pointed out on the map the area that, when the Airport Commercial Park was developed, was left as an outlot that will always be owned by the City as open space. Members briefly discussed some of the other rezonings on Public zones, versus commercial zones. The public hearing was then opened, and the applicant was invited to speak first. No one spoke, and the public hearing was closed. Freerks noted that they typically have two readings for rezonings such as this, and that it is up to the Commission if they wish to do this in one meeting. Shannon offered a motion to approve REZ08-00002, submitted by ITC Midwest LLC for a rezoning from Community Commercial (CC- 2) zone to Intensive Commercial (CI-1) zone for approximately 17.97 acres of property located south of Ruppert Road. Seconded by Koppes. Motion carried 6-0. OTHER: No other items were presented for discussion. ADJOURNMENT: Koppes motioned to adjourn the meeting; seconded by Shannon. Meeting adjourned at 7:50 p.m. S:\PCD1Minutes\P&Z\2008103-20-08 - formal session.doc N M X X X X X X D ~ X X X X X ~ N r X X X X x O x ~ ` ,- ~ ~ w O r ~ 0 ~ .- ~ 0 a0 O ~ 0 N r ~ 0 O r ~ 0 00 O ~ 0 ~ .- ~ 0 ~ z y O m oo +L.+ w U Vl ~ 41 ~i Q fA ~ Y ui Y C ~ ~ a ~ C O c A v~i o t,,, •- ai l- N O X x X O O X N X X X X 0 0 0 ~ ~ , ~ H w O r' 0 ~- ~ 0 00 O 0 N •- 0 O ~ 0 00 O 0 ~ ~ 0 ~ E Z y O ° m m a=+ ~ w U y ` °1 u. Q y d o Y LLI C ~ t R a ~ C 0 C r ~ ~ ,+~+ E c~ F- a~ rn U x W N ~ qj ~ Q ~ d Q Q II II II YXOO 04-29-08 5b 14 MINUTES APPROVED PUBLIC ART ADVISORY COMMITTEE THURSDAY, March 6, 2008 PCD CONFERENCE ROOM, CITY HALL Members Present: Mark Seabold, Patrick Carney, Rick Fosse, DaLayne Williamson, Terry Trueblood Members Absent: Jan Finlayson Staff Present: Marcia Klingaman, Jeff Davidson, Brandy Howe Public Present: University of Iowa Journalism students: Morgan Olsen, Drew Bulman, Karen Saetre, Lindsay Darling. CALL TO ORDER Seabold called the meeting to order at 3:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA None. CONSIDERATION OF THE MINUTES OF THE FEBRUARY 7, 2008 MEETING MOTION: Rick moved to approve the minutes; DeLayne seconded. The motion passed 5:0. REVIEW OF SUBMISSIONS FOR IOWA SCULPTOR'S SHOWCASE Marcia received three proposals for the Iowa Sculptor's showcase; two of which are from artists who have not submitted previously. The first proposal was from Danuta Amojska Hutchins from Storm Lake, Iowa. She proposed two possible art pieces: "Elements" and "Jacob's Ladder." The artist notes that "Jacob's Ladder" is sturdy yet springy, but should not been easily moveable. This proposal included smock-up photo of each piece and a photo of the actual "Elements" piece which is currently located in downtown Sioux City. The second proposal was submitted by Jerry Cowger, who has been featured in the ~~ Iowa Sculptor s Showcase in the past with his piece, `Politically Purple. His piece, entitled "Encompassed," is a representation of a tree that has been hit by lightening. The final proposal was submitted by Aaron Franck, which included two pieces: "Tunnel Vision" and "Ironwood." The Committee discussed the possibilities of each proposal. They noted that both pieces proposed by Danuta, particularly "Jacob's Ladder," look fragile. Rick noted that he like "Tunnel Vision" and that it would fit in aesthetically near the Library and Tower Plaza. The Committee noted that this piece is definitely different than anything that has been presented in the Showcase previously. The Committee also noted that the scale of "Ironwood" may not be appropriate for the downtown Showcase as it might get lost in the landscaping. Several members noted that they like Jerry's piece, however, DeLayne thought that the bottom part of the piece representing the tree trunk looked less attractive. Rick motioned to select "Tunnel Vision" for the Iowa Sculptor's Showcase. Pat seconded the motion. The motion was approved 5:0. PRESENTATION OF WASHINGTON HILLS NEIGHBORHOOD ART PROJECT Postponed CONTINUE DISCUSSIONS ON FUTURE PUBLIC ART PROJECTS AND PUBLIC ART PROGRAM COMPREHENSIVE PLANNING The Committee continued discussion regarding the future direction of the Public Art Program and the possibility of creating a comprehensive plan. Marcia provided materials for the committee members to read over for the next meeting. These included the Iowa City Public Art Program guidebook, a compilation of components of public art master plans in communities of various sizes throughout the U.S., a sample of the components that are missing in Iowa City's guidebook, a list of Iowa City Public Art Advisory Committee Objectives, and a handwritten note on long range planning that was created during the Karin Franklin era. Rick noted that item #2 (the trail system with tactile art in the path) on the handwritten document was his idea about 10 years ago. He noted that at the time the Committee wasn't impressed with the idea. The current Committee thought it was an interesting idea and one that could be explored. The Committee noted that they already have a public art inventory; however, this does not include pieces that are not currently on display. The inventory should be expanded to include pieces in storage, art that has been commissioned but has not yet been installed, and projects done by Public Works that include artist elements (i.e. drain covers and man holes). The public art brochure provides an inventory of installed art. This should be updated to include the Robert A. Lee Recreation Center pool wall art by B.J. Katz. The Committee noted that they do not have a maintenance or ascension schedule in place. They also discussed the possibility of approaching City Council to have a percentage of CIP funding designated for public art projects. Marcia noted that it would be beneficial to have a plan in place or a large project in mind prior to doing this. Currently the Committee reacts to available funding versus planning for a project and then determining where the funding will come from. Marcia questioned whether the Committee should be thinking more broadly than the general fund in terms of projects. Rick suggested that the Public Art Program guidelines be revised annually. He suggested that it would be beneficial to do this in an inspirational location, such as the art museum. The Committee will review the materials that Marcia has supplied and will continue this discussion next month. Marcia will work to schedule the meeting in a different location. UPDATE ON BJ KATZ POOL WALL ART PROJECT Rick has been working with Jim Jacobs of V.J. Engineering to revise the installation plan for B.J.'s piece. Rick noted that there were three issues/concerns with the previous plan. These included: 1) wind chime effect, 2) drilling through the beam, 3) the wire hanging system. Some solutions have been created to address these concerns. First, spacers could be installed to reduce the wind chime effect. Second, instead of drilling through the stem of the beam the flange could be used. Finally, the wire connections would hang from the ceiling and operate similar to a wall hanging. Rick brought in an example of the wire that would be used. The Committee questioned if the plastic coating could be removed to make the wire less visible. The possibility of using vertical connection points versus the proposed "V" solution was also questioned by the Committee. Rick will speak with V.J. Engineering about that as well as removing the plastic coating of the wire. Terry also indicated that the Rec Center will be re-roofed this summer. He asked about the implications of installing the art prior to the roof project. Rick noted that there would be some costs involved in re-installation. Pat asked for clarification of the previous wall-mounted approach. It has since been discovered that the wall isn't substantial enough to carry the weight of the glass panels. COMMITTEE TIME/UPDATES Terry suggested that future collaborations could be done between the Public Art Committee and the Parks and Recreation Department. Possible projects could include the North Market Square Park which is currently undergoing redevelopment, a pedestrian bridge near Rocky Shore, and the Sand Lake Recreation Area. It was noted that art could be installed near all entries into Iowa City. Marcia stated that the poems for the Poetry in Public Program have been selected. The winning poets will receive letters next week. Permission slips will be mailed to parents next week. ADJOURNMENT DeLayne moved to adjourn; Terry seconded. Meeting adjourned at 4:00 pm. Next meeting scheduled for April 3, 2008. Minutes submitted by Brandy Howe a~ ~ b O f. v U ~ ~' ~ a 00 .~ V ~ ~ ~ N ^C ~ Q ~ Li L ~~.+ Q ~r ~ ~ ~ ~ ~ ~ ~ M ~ O N ~ ~C ~C ~C ~C 0 O ~ .-, r~i ~ ~ ~ ~ r~ r~'C ~ ~ ~ ~ ~ ~ ~ O O O O O W r+ .-. .-~ ~ ,-~ O O O O O C 0 s ~ ,d ~ ~ o ~ ~ ~ "~ °' ~ C L ~ z ~ ~ ~ ~ ~ i ~ ' ~ -Q a C ~ s: +r .~ ~ ~• z pg A ti ~ a L~ F v X W C y ~ ~ aid ~~ ~~ (~ ~ W ~~COO