HomeMy WebLinkAbout2009-01-06 Bd Comm minutes5b 1
MINUTES-FINAL
City of Iowa City Civil Service Commission
December 9, 2008 - 8:15AM
Lobby Conference Room -City Hall
Call to Order: Meeting called to order at 8:15AM.
Members Present: Lyra Dickerson, William Cook, Elizabeth Cummings
Members Absent: None
Staff Present: Karen Jennings, Rick Wyss
Others Present: None
Recommendations to Council (become effective only after separate Council action): None
Approval of Minutes/Consent Calendar:
The first item of business was certification of the Police Officer hiring list. Cook moved
to certify the list as presented, Cummings seconded, and all were in favor.
There was no old or new business.
Meeting was adjourned at 8:17AM.
Board/Commission: Civil Service Commission
ATTENDANCE RECORD
YEAR 2008
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NAME
TERM
EXPIRES
04109108 ~n~ccw~
9116/2008 av~
12/9/2008
L ra Dickerson 4/5/10 X X X
Bill Cook 4/6/09 X X X
Elizabeth Cummins 4/4/12 O/E X
KEY: X = Present
O = Absent
OIE = Absent/Excused
NM = No Meeting
--- = Not a Member
December 9, 2008
TO: The Honorable Mayor and the City Council
RE: Civil Service Entrance Examination -POLICE OFFICER
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CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240-1826
(319) 356-5000
(319) 356-5009 FAX
www.icgov.org
We, the undersigned members of the Civil Service Commission for Iowa City,
Iowa, do hereby certify the following named person(s) as eligible for the position
of Police Officer.
Heather St. Ores
Thomas Hartshorn
Alirio Arcenas
Kenneth Hooley
Joshua Evans
Travis Neeld
Tyler LaKose
Alex Stricker
Kyle Kephart
Justin Notting
Zachary Murguia
Lynsey Justice
IOWA CITY CIVIL SERVICE COMMISSION
W
Lyra .Dickerson, Chair
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William M. Cook
Eliz eth A. Cummings
ATTEST: Y
Ma ' K. Karr, City Clerk
5b 2
APPROVED
MINUTES
HISTORIC PRESERVATION COMMISSION
THURSDAY, NOVEMBER 13, 2008
EMMA J. HARVAT HALL
MEMBERS PRESENT: Thomas Baldridge, Lindsay Bunting Eubanks, Jim Ponto, Ginalie Swaim, Alicia
Trimble, Frank Wagner
MEMBERS ABSENT: Esther Baker, William Downing, Pam Michaud
STAFF PRESENT: Christina Kuecker
OTHERS PRESENT: Russ Arlen, Eric Waddell
CALL TO ORDER: Chairperson Bunting Eubanks called the meeting to order at 5:57 p.m.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA:
There was none.
CERTIFICATE OF APPROPRIATENESS:
441 South Governor Street.
Kuecker said this application is for windows of a different size than what was previously approved. She
said that on August 28`h the chair and staff conducted an intermediate review and approved a certificate
of appropriateness for the replacement of windows with Quaker Classic Fit double hung metal clad wood
windows of the same dimensions as the existing windows at 441 South Governor Street.
Kuecker said she had driven by the property to check on progress and noticed that the windows were
wider than proposed and that a mullion in between the windows had been eliminated on a few of the
windows. She said the applicant's contractor said the windows needed to be larger for egress windows.
Kuecker said that she has talked to the owner of the property, who has determined measurements of the
existing windows, and the measurements are just under what would be required to meet egress. Kuecker
said that the windows seen on the house are over what is required for egress, which is 5.7 square feet of
clear, openable space.
Kuecker said that guidelines state that when replacing a bedroom window that needs to be larger to meet
egress, the new windows must match the size, trim, use of divided lights, and overall appearance of the
previous bedroom windows. She said the guidelines also state that when one replaces new windows in
general, the new windows should match the type, size, sash width, trim, use of divided lights, and overall
appearance of the historic windows.
Kuecker showed the windows with a black, framed screen. She said the applicant painted the screens to
match the trim with the hopes of giving it more of the appearance of the mullion. Kuecker said it does
appear wider than the previous photos; however, it is still not the original, six-inch mullion.
Kuecker said that there are a few options available to meet egress. She said that one possibility would be
to make the windows larger as seen. Kuecker said there is at least one set of double windows in each
bedroom; however, in two of the bedrooms there is a single window that could change to meet egress.
She stated that in one bedroom there is only a set of double windows, so that bedroom poses the most
problems in that the double windows will have to be larger no matter what.
Kuecker said one other option that the Commission has approved in the past is the use of a casement
window instead of a double hung window to meet the egress requirements. She said this is probably not a
good solution for this project, as it would leave a casement window right next to a double hung window.
Kuecker added that the placement of the screens would end up looking odd.
Historic Preservation Commission
November 13, 2008
Page 2
Kuecker said another option would be to possibly use a different brand of windows, at least in the
bedroom where there is only the set of double hung windows. She commented that this is not a good
option, because many windows have already been ordered and replaced, and there would be a mismatch
of windows.
Kuecker said that eliminating the six-inch wide mullion between the windows significantly changes the
character of the house. She said that asix-inch wide mullion is very typical of houses when there are two
windows beside each other. Kuecker recommended that all of the double windows keep the mullion. She
suggested that for the one instance where the windows have to get larger to meet egress, that the mullion
become smaller, but not as small as shown. Kuecker said this would cause the windows to not all match,
but there would only be a couple of inches difference between windows.
Bunting Eubanks asked Kuecker if she then recommends replacing the single windows with the wider
ones. Kuecker confirmed this and said she also then recommends on the other bedrooms replacing a
single window with a wide window that meets egress requirements and not disturbing the size of the
double windows.
Baldridge asked if there would then be only one instance in which in which the double windows have to
be larger. Kuecker said there would only be one instance in which the double windows need to be larger,
as she understands it. She said it wouldn't need to be as skinny as shown; it could be perhaps almost
two inches wider.
Kuecker said that none of the windows are on the front facade. She said the one window that would have
to be made larger is on the north side of the house, for the bedroom that only has the double window in it.
Kuecker said there is an instance on Washington Street on the corner of Lucas and Washington where
the upper windows do have a smaller mullion, probably to meet egress requirements.
Baldridge asked if this would then have a double window on the ground floor that would be what?
Kuecker said that is something the Commission would need to decide. She said she would recommend
that the bottom window have the same appearance as the original windows. Kuecker said there is no
reason for the double windows on the lower floor to be larger for egress.
Baldridge asked if it would be advisable aesthetically to have it not be like the original, wider. Kuecker
said the Commission would need to decide that.
Waddell said he owns Lite Window and Doors and supplied the windows for this project. Arlen said that
he is with Chelsea Homes Remodeling and is the contractor for this project.
Waddell said that he was not involved in this during the approval process but became involved once the
window issue was raised. He stated that he has been in the window and door industry in Iowa City for
eight years and has done a lot of historic jobs. Regarding this project, Waddell said that he has never
seen a homeowner go to more expense and care to do things to match historically. He said that not only
did the homeowners use a wood clad window but also went with an upcharge to do a black fascia and
another upcharge to do a different color frame around the windows.
Regarding egress, Waddell said he did not know where the line is drawn. He said this obviously needs to
meet egress. Waddell said that the upper window is in a bedroom and does not meet egress now, so
something has to change. He said that the last time he was before the Commission, casements were
absolutely not allowed. Waddell said the Commission has apparently changed that a little bit, in that a grid
down the middle can give the appearance of a double hung.
Waddell said that the only other option is to bring the windows together. He said he never gave it a
second thought, mainly because the windows seemed very appropriate to him. Waddell said he did not
see any issue with this at all. He said on the old windows, the mullion is not there for aesthetics, it's there
because that was the pocket for the weights. Waddell said if you want to match it that is fine, but you still
have to make it work for egress. He said that if one makes the window up top meet egress and then the
one below it four inches or six inches narrower, does that look better than matching them. Waddell said
Historic Preservation Commission
November 13, 2008
Page 3
he thinks that will look very strange, and the same thing, once you do one, why not carry it all the way
around the house.
Waddell said the primary reason with the no spread mulls, to him, was not to meet egress. He said it
needed to be done for egress, but to him, he never once has seen it be an issue. Waddell said it is more
of a clarification thing for him than anything else. He said that whatever needs to be done he can do, but
he thinks the bottom window, with the screens painted, looks really nice.
Arlen said the owner has gone to great expense to do this house. He said that the detail to be done on
the siding is amazing. Arlen said the reason they didn't go with inserts in the windows is that all the siding
was off anyway, so he thought he would give them all brand new construction windows. Arlen said the
mulling in the middle was never a big concern of his, because it was there for the weights.
Arlen said that if he spreads the windows out to get a mulling in, all the trim inside will be no good. He
said that then the trim inside would need to be redone. Arlen stated that the way the windows are set up,
he took the trim off on the inside, put the windows in, and the trim will go right back on.
Waddell said he saw the wording of "match the old window size." He said that in his mind, he matched the
old window size exactly. Waddell said that he looks at it more as the composite of the window as the one
window pane matching the old window, and it is matched within a quarter inch of what was there before.
He said that a different interpretation of that would be each individual section matches. Waddell said that
once that's there, where does one draw the line. He said that Kuecker had stated that it would be only a
couple of inches different if they were maybe mulled a little bit differently. Waddell said he would like to
know where the line is drawn for future clarification.
Bunting Eubanks said that this came up for an intermediate review only because it was going to be an
exact replica of a historic home. She said that in the future, the applicant should come before the
Commission for a full review if there is going to be any alteration in the appearance.
Bunting Eubanks asked if, for the other window where there is double windows and then a single, if it has
already been replaced. Waddell said that all of the windows have been delivered to the house, and some
have been installed. She asked how many would have to be taken down and what would be the effect, for
example if new windows would need to be ordered.
Waddell said that he would have to look at the square footage of the other singles, but probably not.
Bunting Eubanks asked if it would be a complicated thing to do the singles as egress. Waddell said he
was not certain.
Arlen said the way the windows were ordered was to make all the inside trim work. He said that therefore
any alterations would make the inside trim not work. Arlen said the owners are doing a lot of work on the
inside to make this historically correct. Waddell stated that any change in any window size would result in
reordering windows, whether it is a double or single.
Ponto asked to see the photograph of the street front. He said that looking at this from the street, it is just
on the second floor where the one double is really obvious, and less so on the sides and the back.
Baldridge said that there is no other window visible from this prospect.
Bunting Eubanks asked if the guidelines preference any particular side of the house when it comes to
changing or not changing. Kuecker said that in general, the Commission has looked at the street face as
the most important face, but one also has to consider how the property looks to the neighbors and the
historic integrity of the house.
Ponto asked if the double window on the front needs to be egress or if there is a different window in that
bedroom that could serve as egress. Arlen said he believes there is another window in that room.
Kuecker said that one of the owners informed her that only one of the rooms has just double windows.
She said that it is the one on the north side of the house.
Historic Preservation Commission
November 13, 2008
Page 4
Wagner asked if the problem is not so much on the exterior but the interior. Arlen confirmed this. Wagner
asked if it is painted or just the original stain. Arlen said it is currently painted, but the owners want to get
it back to the original stain. He said that is why getting the trim back on is a big concern. Arlen said that
the trim has all kinds of detail.
Bunting Eubanks asked if all of the windows needed replacing. Arlen said that they were all in very bad
shape. He said that when he got to the point of caulking, the windows were almost falling out. Arlen said
he blew insulation in the walls, and the owners decided to go with the extra expense for the windows,
which was huge. Bunting Eubanks asked if there was any way to repair the old windows. Arlen said that
the actual sashes were falling apart. He said it would have been more expensive, and there wouldn't have
been near the insulating values it will have now.
Trimble said the Commission cannot consider the inside of the house at all, although she said she
understood the comments about the trim.
Waddell asked Kuecker to show the photograph of straight on with the painted screen. Waddell said that
picture is one of the most historically accurate full frame replacement windows in a house in Iowa City,
with the black sashes and the different colored frames. He said the middle strip of beige is not as wide as
the one above it, but aside from that, he thinks this turned out amazing.
Bunting Eubanks said the Commission has to decide whether the architectural feature of the mullion is
worth saving. Ponto said that it is certainly significant, because that is where the weights were, and so
one would expect it to be that wide, because one would expect weights to be there. He said that not
having that automatically shows that this is a more modern window. Ponto said that all of the sides are
important, but the front is the highest priority. He stated that he would like to see the front view
maintained. Ponto said that certainly egress requirements do make changes, and they are obviously
important for safety.
Wagner said he is kind of leaning towards making the front window look the same. Ponto said that he
would like the front to look the same but would be more willing to compromise on the other sides of the
house. Bunting Eubanks said there is one bedroom where the Commission has to go with the alternative.
She said the question involves the other two bedrooms and the first floor.
Swaim said the staff report makes a good point about the Commission making sure it doesn't set a
precedent by eliminating the six-inch mullion. Bunting Eubanks asked if there is any other way to attach
the mullion onto the middle to get a better appearance. Waddell said that a spread mullion can be done;
he said it is just a block of wood that goes between the windows, and the mull cover is wide instead of
narrow. He said there is not room to do that in the existing opening with the existing trim and the egress;
there is just not room to do it. Waddell said it would be a lot less of an issue on one window, because it
would only affect one piece of trim. Waddell said there is a lot of work involved to that window, but it
would be a lot different with one window than with six.
Swaim asked if a spread mullion is superficial, rather than a structural change. Waddell said that basically
the window has a tittle U-shaped mull cover that holds it together; they're caulked and then there is a mull
cover. He said that one would have to tear that mull cover off, break the windows apart, and then put
something, such as a two by four or two two by fours, and then have a bigger mull cover in there.
Baldridge asked if it could be six inches. Waddell said that it could be done to be six inches.
Wagner asked if the owners could still use existing trim on the inside. Waddell said that it could not be
used, because the window would be wider. Arlen said that would involve putting a wider header in above
the windows, because the actual opening would be wider than the existing.
Kuecker said that for the windows that don't need to meet egress, the windows wouldn't have to be
bigger. Waddell said that is true, although that would then require a major expense on someone's part.
Bunting Eubanks said the windows that don't require egress are the ones on the bottom, and Kuecker
confirmed this. Kuecker showed the location of where the only window is that the owner told her is
Historic Preservation Commission
November 13, 2008
Page 5
required to be bigger for egress. Waddell said the question then is if that is allowed to look like the bottom
on the top, does the Commission want asix-inch spread mull directly below that window. He said that
would look a lot stranger than just having a smaller space in there.
Ponto asked if there are any other double windows on that facade. Waddell said there are not. Ponto said
there is one double window on the front, two on the north side, and then the south side. Kuecker said
there are three sets on the south side with the bay. Ponto said the bay window is another case where that
is pretty common.
Bunting Eubanks asked which bedroom requires egress that doesn't have another option. Waddell
responded that it is the one where there is the replacement window down below.
Ponto said that in some ways it makes sense that if the top one has to be egress, with the narrower
mullion, the bottom one could match it, at least on that facade. Trimble said that if the applicant would
have come before the Commission with this, it probably still would have a wider mullion than what is
there, even if it isn't six inches. Bunting Eubanks asked if it is a possibility to make it a three-inch or four-
inch mullion. Waddell said it could not be done without interrupting the trim. He said that his question is if
it was six, and one can do five, or four, or three, there has to be a stopping point somewhere.
Trimble stated that the Commission has to follow the Secretary of the Interior Standards, but egress
trumps that. She said that in this case, it would be different because of safety, whereas in other cases,
the Commission must follow the standards. Bunting Eubanks said that basically the width is supposed to
stay at six inches, but this is one of the cases where the safety requirements weigh in.
Arlen asked what the factor is then of having the upper and lower match. Kuecker said that according to
the Secretary of the Interior Standards and the Iowa City Historic Preservation Guidelines, only the
windows that are required for egress should change. For example, she said that earlier this summer at
530 Washington the Commission approved casement windows but only for the windows that had to be
egress windows. Kuecker said there are examples where the mullions on the first floor and second floor
don't match; the one on the second floor is smaller to make the windows larger to meet egress
requirements.
Bunting Eubanks said the Commission could give the owners the option of which window they want to
meet egress, or it could ask to have the lower one be sustained, or it could concern itself with the front
facade. She asked if windows could be reordered that are the same size for the lower, and Waddell
confirmed this.
Bunting Eubanks said that she would be in favor of giving the owners the option of which one they want to
make egress and everything else staying the same. Ponto said the Commission should consider this as if
it were an application without the prepurchase of any windows and what the Commission would want if
this were in the planning stages.
Baldridge said the rationale of having the top match the bottom would make sense, but not necessarily
exclusively. He said it seems that in some houses there are cases where the top does not match the
bottom for whatever reasons. Baldridge said that if the egress requirement for the upper story dictates
that the upper story bedroom look different, then that's different. He said however, that he doesn't think
there will be cases of people walking around the house from one side to another noticing that the
windows look different.
Bunting Eubanks said the Commission needs to make sure that it is being fair and are upholding the
Secretary of the Interior Standards. She said that in a bedroom, egress trumps the Secretary of the
Interior Standards so that the Commission will have more freedom if it wants to give the owner options.
Arlen said that in general, he would like to be able to keep the front. He said he could go through the
problem with the header and splitting it and get the front facade the exact appearance. Arlen said he
would like to keep the windows as is on the sides, just for cost. He said that although the Commission
Historic Preservation Commission
November 13, 2008
Page 6
can't take into the account the inside, it should consider the homeowners also and what they are trying to
do. Arlen said that way they would only waste the trim on the one window.
Bunting Eubanks said the trim on the bottom wouldn't have to be wasted. She said the exact same size
windows on the bottom to replace could be ordered. Waddell said that would be $600 or $1,200 per
opening, so one would be better off getting new trim, so one would probably just end up getting the new
trim anyway.
Bunting Eubanks said that she is saying the owner needs to keep the mullion on the bottom, and the
owner could do the same size windows on the bottom if reordered. Bunting Eubanks said the problem is
that the process wasn't started before the work was done. Swaim said that it is most helpful if the owner
and the contractor can come before the Commission at the same time so that everything is very clear.
Regarding precedent, Waddell said he could probably look through his records and find over 20 projects
with two windows in a historic district with no spread mulls in them in the last eight years. Waddell said
that he knows a lot of the rules and regulations, and this is something that has never come up before.
Kuecker said that when staff and the chair reviewed the first certificate for the windows, these were
looked at as individual windows. She said that this is not one window opening; these are two individual
windows. Kuecker said that is what came through on the application, and that is what was approved -not
to remove the middle piece at all but to leave that in and just replace the windows.
Bunting Eubanks said that it is possible that other jobs have been completed that have gone under the
radar. Swaim added that the windows may have been on non-contributing properties. She said she
appreciates the owner trying to save money and the trim but knows that sometimes that can either be
obtained as salvage or can be made to duplicate the original look.
Ponto said that after discussion, he feels that the Commission is somewhat obligated to go with the
alternative motion.
MOTION: Ponto moved to deny a certificate of appropriateness for the window replacement at 441
South Governor Street that eliminates the mullion between the double windows that are not
egress. Swaim seconded the motion. The motion carried on a vote of 6-l).
Regarding an alternative motion, Bunting Eubanks asked if the Commission wants to allow the owners to
choose the windows to be changed for the rooms that have egress requirements or if the Commission
wants to require the owners to make the single window bigger in the rooms with an egress requirement.
She said the Commission also needs to decide if it wants to ensure that the mullions are restored on the
bottom and on the front.
Swaim said she thinks that the single windows should be changed and the wide mullions preserved
Ponto asked, if an egress window is put on the second floor, what kind of outside structure is needed.
Waddell said the Code is designed more for space for a fireman to get in, rather than for someone getting
out. Ponto said he would not want to do something that would require an ugly, iron ladder up to the
house.
Bunting Eubanks asked Swaim if she is basically in favor of the alternative motion, and Swaim confirmed
this.
MOTION: Swaim moved to approve a certificate of appropriateness for the window replacement at
441 South Governor Street, with the following conditions: 1) the mullions in the double windows
being maintained, 2) the single windows being enlarged to meet the egress requirements where
feasible instead of double windows being enlarged, 3) any window that is not in a bedroom must
maintain the dimensions of the original window, and 4) staff approval of the locations and
dimensions of the egress windows. Ponto seconded the motion.
Historic Preservation Commission
November 13, 2008
Page 7
Ponto said the motion really doesn't address the one double window that has to be egress. Bunting
Eubanks said the motion refers to meeting egress requirements. She said that if the Commission
approves the motion, there is one window that can be the kind that was hung, and the other ones have to
be identical replacements with the mullions intact.
Waddell asked if the homeowners don't have the right to pick what window they want to be egress.
Bunting Eubanks said that is true if the motion is approved. Kuecker said that as long as there is a single
window that could be egress, then the double window needs to stay the same. Bunting Eubanks said that
in other words, the double windows need to be replaced as the original certificate allowed for, except for
the one bedroom with no single windows.
Waddell asked if the single windows would be exact replacements. Bunting Eubanks said that the singles
would be able to be larger to meet egress. Waddell said the owners would not get to decide that. Bunting
Eubanks said that is correct.
Kuecker said the motion adds that the owner or contractor will have to point out to her which windows are
going to become the egress windows. She said the owner or contractor could make a valid case that
shows that a single window is not feasible, and that is something she could consider, as the motion would
leave the location and dimensions of the egress windows up for staff approval.
Bunting Eubanks said that on the lower level, however, everything has to be the same as it was a year
ago. Waddell asked if the upstairs window on the one elevation would be egress and then be different
than the one directly below it. Bunting Eubanks confirmed this. Waddell asked, if the owners decide they
want the window below it to also have a spread mull put in so that they match, would it be okay. Bunting
Eubanks replied that all of the lower ones they have to have the mullion. She said the only one that is not
required to have the mullion in between the windows would be the one bedroom where there is only a
double window.
Bunting Eubanks said that in the other bedrooms there might be options if the single window would not
work for some reason. She said the fenestration would change so that the single windows would be
larger, and the other ones would be exactly the same as if the old windows were taken out and replaced
with windows of exactly the same size. Swaim added that the single windows would only be as large as
required for egress.
Bunting Eubanks said the issue, which the Commission has faced before, is that things were ordered and
money was spent without approval. She said that whenever there is an alteration on the structure, in this
case the mullions, there needs to be more consideration. Bunting Eubanks said that ultimately the reason
for that is the Commission wants these homes to stay on the National Register of Historic Places, so the
Commission wants to make sure the Secretary of the Interior Standards are followed in order to keep that
value, unless there is a safety concern. She said the Commission is not trying to be unfair, but if it is
going to make an exception, there has to be a safety reason or something of that nature.
Ponto said that he always feels bad when people have spent money to do something. He said he also
feels that the Commission is kind of stuck. Bunting Eubanks agreed and said the Commission is not trying
to be the bad guy. Swaim stated that the Commission is looking for ways to get the word out to
contractors and window supplies and such to err on the side of checking with the Commission before
doing work. She said at least that way it is less likely to progress to the point where money has been
spent.
Waddell said that he was informed that the windows had passed. He said he did not know how the inserts
passed. Waddell said he gave the owners one window that they wanted to take, and it was a bright, full
pane, double hung replacement window. He said he did not know how the insert ever went through.
Kuecker said it did not go through as an insert. She said the certificate stated that there would be no
exterior change except for trim color and an achievement of uniformity. Waddell said that it is probably an
interpretation issue. He said that the screens give the appearance. Bunting Eubanks said that it is still a
change, but it had been approved with the stipulation that there would be no change at all.
Historic Preservation Commission
November 13, 2008
Page 8
The motion carried on a vote of 6-0.
Bunting Eubanks said that the Commission is trying to get the word out about the guidelines and will be
holding a virtual forum over the winter. She said there will be a link on the website so that people can
watch and get information about windows in particular. Bunting Eubanks said this should help people
know what the standards are.
Kuecker said that the owners had told her that they liked the wide mullions, but were told that the
windows had to get bigger for egress.
Swaim asked Kuecker if the City reminds applicants that it is best for both the owner and contractor to
attend the meetings. Kuecker said she did do that, but the homeowners were unable to attend the
meeting. She said she sends the anyone listed on the application letters to remind them of the meeting
and to let them know that it is highly recommended that homeowners, contractors, and anyone who might
be involved in the project be at the meeting.
CONSIDERATION OF MINUTES FOR OCTOBER 9, 2008 AND NOVEMBER 3, 2008.
MOTION: Swaim moved to approve the minutes of the Commission's October 9, 2008 and November 3,
2008 meetings, as written. Ponto seconded the motion. The motion carried on a vote of 6-0.
OTHER:
Kuecker said the packet contains information regarding a historic preservation disaster recovery efforts
workshop in Cedar Rapids on November 15'h. She said she would be unable to attend, but the workshop
is free and there is no registration required. Kuecker said the City of Cedar Rapids is trying to get some of
its neighborhoods surveyed and trying to get more flood recovery money and would appreciate any
support. She said this is also a great, close-to-home learning experience.
Kuecker said that last week there was a Manville Heights Neighborhood meeting, and several
Commission members attended. She told Commission members not to be discouraged by comments at
the meeting. Kuecker said that about 20 people turned out for the volunteer training session on Saturday,
and there are at least six more volunteers waiting to be trained. She said there are people in the Manville
Heights Neighborhood who are excited about this and want to have the survey done.
Kuecker said that earlier in the day, the segment about the Wetherby House was filmed for the virtual
forum. She said there is about 55 minutes of footage to be edited down to just a few minutes.
Bunting Eubanks said she thought the awards ceremony went very well and was very impressive. Bunting
Eubanks said it took a lot of work, but it could provide about half the work needed towards the forum. She
said she plans to work with Kuecker to develop a dialogue of what the Commission is doing and add
details about the properties on the slides.
Wagner referred to a brick house on the southeast corner of College and Governor Streets. He said that
the storm windows on the house are gray and don't look right. Kuecker said that storm windows do not
require a building permit, nor does the Commission have any purview over color.
Kuecker said there is an opening on the Commission for a member from the Longfellow Neighborhood.
Baldridge said he thought the awards ceremony was very good publicity. He said the positive enthusiasm
that it generates in the people who have done work on their houses is a wonderful promotion. Ponto
suggested that people in the Longfellow Neighborhood who had received awards could be approached to
see if there is any interest in a seat on the Commission.
ADJOURNMENT:
The meeting was adjourned at 7:02 p.m.
Minutes submitted by Anne Schulte
Historic Preservation Commission
Attendance Record
2008
Name Term
Expires 1/10 2/28 3113 4110 5/8 5122 6/12 7/10 7/24 8114 8/28 9111 10/9 1113 11113
Baldrid a 3/29/11 -- -- -- -- -- -- X O/E X X X X X X X O/E X X
Baker 3/29/09 X X X O/E X X X X X X O/E X X X O/E
Brennan 3/29/08 X O/E O/E -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- --
Downin 3129110 X X X O/E X X O/E O/E X X X 0/E X X O/E
Eubanks 3/29111 O/E X X X X X X O/E X X X X X X X
Michaud 3/29/09 X X X X O/E O/E X X X X X X X X O/E
Ponto 3/29/t0 X X O/E X X X X X O/E X O/E X O/E X X
Swaim 3/29/09 X 0/E X O/E X 0/E O/E X X X X O/E X X X
Tich 3/29/11 -- -- -- -- -- -- O/E X O/E O/E O/E O/E O/E OlE O O -- -- -- --
Toomey 3/29/09 X O/E X X X X X -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- --
Trimble 3/29/10 x O/E X X X X O/E X X X O/E X X X X
Wagner 3/29/09 -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X X X X X
Weitzel 3/29/08 O/E X X -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- --
Key:
X =Present
O =Absent
O/E = AbsenUExcused
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5b 3
Iowa Ciry ,
Public Library
BOARD OF TRUSTEES
Minutes of the Regular Meeting
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FINAL APPROVED
Members Present: Michael Cohen, Thomas Dean, John Kenyon, William Korf, Thomas Martin, Linzee
McCray, Mary New, Meredith Rich-Chappell
Members Absent: Leon Spies
Staff Present: Barb Black, Maeve Clark, Susan Craig, Debb Green (arrived 5:07 pm), Heidi Lauritzen,
Patty McCarthy, Elyse Miller, Hal Penick (arrived 5:08 pm)
Call Meeting to Order.
Dean called the meeting to order at 5:03 pm.
Public Discussion.
None.
Approval of Minutes.
The Minutes of the Regular Meeting of October 23, 2008 were reviewed. A motion to approve the
minutes of the October 23, 2008 meeting was made by Kenyon, seconded by Korf. Motion carried 8/0.
Unfinished Business.
None.
New Business.
ICPL is Thinkin' Lincoln. The Library has planned a variety of activities to commemorate Lincoln's 200tH
birthday. This is the first time we've coordinated building-wide programming around a single theme like
this. It provided an opportunity to focus our public relations efforts as well. Most local banks and many
Iowa City businesses are partnering with us to collect Lincoln loot because "Reading Makes Cents."
Posters were created to identify businesses who are participating in our Thinkin' Lincoln penny
campaign. Craig suggested that Board members may wish to attend the opening of the Abraham
Lincoln: Self Made in America exhibit on Saturday, 12/13.
Staff Reports.
Departmental Reports:
Adult Services.
Circulation Services. There was a discussion about the Spanish language training in which ten staff
members participated. McCray said that she was impressed because she remembers when it was in
the strategic plan to buy more Spanish language books and now there are staff speaking Spanish.
Martin asked about the nonfiction book shifting, which books were shifted, and why. Lauritzen said that
much of the nonfiction has been moved due to crowding. For example, art books are often oversized
and need more shelf room, and the graphic novel collection has increased in size to keep up with
demand. There was extra shelf space in the beginning of the Dewey numbers so they have been
compacted.
Information Services. Martin lauded the Friday Night Film Lost Nation: The loway. He thought it was a
great program and loved the free popcorn.
Development Office. McCarthy distributed the Friends Foundation Annual report, just back from the
printer.
Gaming Collection. Craig said that our gaming collection will be ready for checkout on Thursday,
December 4, 2008 at 2:30 pm because that's when school gets out. New asked about the checkout
period which is two games at a time for one week. Craig said that the Library is not purchasing any
games that require additional equipment, e.g., Guitar Hero, which requires the special guitar. New
asked if there will be games in the Children's Room. Craig said that currently there aren't many console
games for young children, almost all of them are for the Wii, and the Library will have them. Korf likened
games to comic books which got him interested in reading. Fines will be like DVD fines, $1/day.
Public Libraries of Johnson County Reception for Legislators.
The date for the Public Libraries of Johnson County Reception for Legislators is December 8, 2008 at
the Coralville Public Library from 5:00-6:00 pm. There will be another demonstration this year as it was
so successful last year.
Reader Report. The November Reader report focused on holiday crafts and treats and was authored by
Candice Smith, Information Services Librarian.
Spanish for Library Workers.
Miscellaneous. An advertisement congratulating John Kenyon, one of the 40 over 40 was included.
Michael Knock's article about hosting a Building the Collection auction dinner in the Iowa City Press-
Citizen was a treat. The Library saw more than 5,000 voters perform their civic duty as it was an early
satellite voting location. The new Art Purchase prize winners will be displayed in December and will be
available for checkout in January as part of the Library's Art-to-Go collection.
President's Report.
Dean will read from his new book "Under a Midland Sky," at Prairie Lights on December 4. Iowa City
was named a UNESCO City of Literature today. Craig is having her budget meeting on Monday with
the City Manager. Dean named a Finance Committee: McCray, Cohen, Martin, to meet in advance of
the budget meeting with Council on 1/28/09 at 6:30. All Board members are encouraged to attend that
meeting.
Announcements from Members.
None.
Committee Reports.
None.
Communications.
None. A member of the public asked McCray about the procedure for picking up holds for others. Craig
said that this is addressed in our Confidentiality Policy which will be reviewed at the January 2009
meeting. The current policy states that one needs the library card, the printed email notice, or mail
notice of the hold in order to pick up a hold for someone else.
Martin left the meeting at 5:47 pm.
Disbursements.
The Visa expenditures for October 2008 were reviewed. A motion to approve the disbursements for
October 2008 was made by Cohen, seconded by New. Motion carried 7/0.
Set Agenda Order for December Meeting.
Next Board meeting is Thursday, December 18, 2008.
Adjournment.
It was moved by Rich-Chappell, seconded by Kenyon to adjourn the meeting. Dean declared the
meeting adjourned at 5:50 pm.
Respectfully submitted,
Elyse Miller
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MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008 - 6:30 PM
LOBBY CONFERENCE ROOM, CITY HALL
Members Present: Marcy DeFrance, Holly Jane Hart, Michael McKay, Rebecca McMurray,
Brian Richman, Michael Shaw
Members Absent: Steve Crane, Andy Douglas, Charlie Drum
Staff Present: Tracy Hightshoe, Steve Long
Others Present: Deb Briggs, Steve Rackis
RECOMMENDATIONS TO COUNCIL (become effective only after separate Council action):
None.
CALL TO ORDER:
The meeting was called to order at 6:30 p.m.
APPROVAL OF THE OCTOBER 7, 2008 MINUTES:
McMurray motioned to approve the minutes with a name correction noted by Hightshoe;
McKay seconded. The motion carried 6-0 (Douglas, Crane and Drum absent).
PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA:
None.
STAFF/COMMISSION COMMENT:
Hightshoe noted that at the October 7`" meeting, the Commission reviewed a request by The Housing
Fellowship to amend the financing terms of their project. The October 7`" recommendation to the
City Council was fora 20-year loan deferral, 0% interest, with a balloon payment at the end of 20
years. On October 14`", the Iowa Finance Authority (IFA) changed the qualified allocation plan,
which significantly raised the cost-cap for low-income housing tax-credit applications. The Housing
Fellowship revised their application based on the changes allowed by IFA. The new project cost for
The Housing Fellowship's project increased by 28%. THE submitted the revised application to IFA
on October 31 S`. Hightshoe said that on November 12`", she received project cost information from
The Housing Fellowship to complete the HOME agreement. In the revised budget there were some
significant increases over what was submitted to HCDC. Some items that had significant changes
include construction costs (increased by approximately $724,000), an increase in the developer fee of
$282,000, an additional $107,000 consulting fee, and a provision that The Housing Fellowship will
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 2 of 11
now lease the land to the for-profit entity that serves as its limited partner for $13,000 per year.
Hightshoe noted that at the time of the HCDC meeting, the plan was for The Housing Fellowship to
lease the land for $1 per year. Hightshoe said that if she had been looking at the new budget at the
time of the previous meeting she may have made a different recommendation, based on The Housing
Fellowship's ability to repay the loan during the first 20 years. Hightshoe said that staff met with the
City's legal department and consulted CITY STEPS. Currently, CITY STEPS does not specifically
mention financing terms under substantial change or a change that would require additional action
such as HCDC or Council review. As there was no changes in the beneficiaries, number of units,
project location, or the amount of allocation, under CITY STEPS it most likely is not considered
"substantial."
Hightshoe said that because of this, she recommends reviewing and revising CITY STEPS so that
financing terms are considered and additional action required based on the type of change. Richman
summarized that when the Commission had recommended amending the terms of the allocation so
that no payment would be required of The Housing Fellowship until year 20, the primary reason
given was that there would not be adequate cash flow for project approval if such a payment was
required. Richman said that there now seems to be adequate cash flow to make a payment; however,
the Commission does not now have grounds to reconsider the matter because of the way CITY
STEPS is written. Hightshoe said that while staff and legal has reviewed this change and determined
it not to be substantial according to CITY STEPS, she recommends amending the document so that a
change in the financing or terms would be considered "substantial," and would therefore have to
come back for Commission review.
Richman asked if he was correct in understanding that the City Attorney's office did not believe the
Commission had the grounds to review this matter. Hightshoe said that the question to legal and
staff was if the change was considered substantial based on our Consolidated Plan (CITY STEPS).
The decision was that it was not substantial, thus the project proceeds without further review if the
original beneficiaries, allocation amount, project location, and number and type of units remain the
same. Shaw asked if it was correct that staff would have made a different recommendation if they
had been aware of the changes. Hightshoe said this was correct. Long pointed out that on a positive
note the City is still gaining 22 units of affordable housing and the City has been provided with an
opportunity to change its policy.
Richman suggested thinking about this issue more broadly, and to consider developing some sort of
paradigm for dealing with the complexities of low-income housing tax credits. He suggested the
possibility of making the relevant HCDC decisions closer to the time when projects have been given
approval by the relevant parties. Richman said that the Commission may have had more
information with which to make a better decision if they had been able to wait a couple of weeks
longer.
McMurray asked if The Housing Fellowship was surprised by the changes. Hightshoe said that the
IFA changes occurred on October 14th, allowing for much higher cost caps per unit. DeFrance asked
when The Housing Fellowship added the $13,000 per year lease fee. Staff replied before October 31
when the application was submitted. Upon conversations with THF, they believe the changes are not
substantial and told HCDC that numbers continually change and that such changes were allowed
under IFA. Long noted that this was an unusual year for IFA, saying that a bill had been signed
allowing for eight times the normal number oftax-credits.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 3 of 11
McKay asked if there was a simple way to explain how an increase in cost-cap translates into an
increase in cash flow. Long said the rule change basically allowed The Housing Fellowship to ask
for more money per unit; which allows much more money to come into the project.
Shaw said that to be fair to The Housing Fellowship, it should be noted that the way in which The
Housing Fellowship had interpreted things actually was the reality of the situation. Staff agreed that
everything was completely legal and allowed by IFA. Shaw said that The Housing Fellowship was
only doing what businesses do, which is to take advantage of the processes available to them. Long
said it was simply a matter of it turning out that the project could have paid the City back in
installments prior to year 20.
Long said that on one hand an opportunity to reinvest that money into the community may have been
lost, but on the other hand, it is helping to sustain a community non-profit; there are pluses and
minuses in each case.
Richman requested that staff do some research on how other cities tend to deal with tax-credit
projects and issues such as this. Hightshoe stated she will survey the Iowa entitlement communities
and share that information with HCDC. Richman requested staff to proceed with wording on
amending CITY STEPS to consider financial terms and when further (Council and HCDC) action is
required and present it at the next meeting.
Flood Update:
Long gave a brief update on the flood. He said that damage estimates show that approximately 270
homes were damaged in the flood; the homes were valued at $52 million, and the damage to them
was estimated to be $26 million. Long said there were about 130 applications to the Jump Start
Programs; approximately $600,000 of the $680,000 in funds have been committed to 14 households;
which leaves a lot of households still in need of assistance. The City received about $2 million in
federal CDBG money for assistance, and the City is working with the Iowa Department of Economic
Development (IDED), along with Cedar Falls and Waterloo who share similar concerns, to iron out
some of the details of their program that are not favorable to Iowa City. Long said basically the
money is sitting there but IDED requirements are not allowing the City to spend it.
Long said that IDED rules are requiring homeowners to come up with any gap in funding on the
front end, prior to beginning rehabilitation project. Long said staff is asking the State to model the
current program after the first program, in which the City is allowed to get the basic systems of the
home running prior to the onset of winter -plumbing, heating, windows, etc. Long said part of the
issue is that they are really trying to craft policy to fit the whole state, when places like Iowa City
have much higher home values and the limit of $60,000 does not go as far toward rehabilitation.
Long said that the City is working with the Department of Housing and Urban Development (HUD)
and the Governor's Office to try to get IDED to change some of its definitions and recommendations.
Long said that there are a lot of misconceptions out there about the people who were flooded in Iowa
City; many believe they were all wealthy. Long said it is a very difficult situation to see how many
people are struggling and facing dire financial situations that they would never have anticipated.
Long said there is also a misperception that the Federal Emergency Management Agency (FEMA)
has taken care of a lot of these people. Long said that out of 130 applications the City received, 52
applicants had received less than $10,000 from FEMA, 45 applicants had received less than $4,000.
Long said there is a lot of damage, a lot of people who are still in need, and winter is upon us.
DeFrance asked for an update on the buy-out. Long said there are 57 homes on the buy-out list; a
follow-up letter verifying who is still interested in the program went out November 20th. The
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 4 of 11
application for the buy-out will be submitted in January. Long reminded Commissioners that the
buy-out must be completely voluntary. DeFrance asked how many people in the area are rebuilding.
Long replied that it was primarily people who have insurance, those mainly on the perimeter of the
area, nearest the river. Long said that out of the 57 homes he believed there were 14 building permits
taken out. He said he believed the primary reason was to get heat in the homes so that the foundation
is not damaged, in the event that the buy-out does not succeed. Long said that staff has been told
numerous times that there is enough money to buy out everyone who is eligible. Hightshoe said that
she was told by a FEMA representative that in buy-out situations up to 50% of the people ultimately
drop out of the buy-out due to the extended time period and/or desire to rebuild their home and
remain in that community. McMurray asked if the money then can be used to help someone else,
and Long replied that it then goes to another community. Long said there is a likelihood that if a levy
is built the people remaining on the other side of the levy will not be protected by the City.
Long said staff is also working with the Community Foundation, who raised over $50,000 toward
rental and mortgage assistance, one of the biggest needs. Long said 16 additional households were
then able to receive 3 months of mortgage/rental assistance, and that the Community Foundation said
they would continue to try to help in the future.
NEW BUSINESS:
Review and Discuss the Iowa Citv Housinir Authority's Request to Amend the Down-payment
Assistance Program
Long said that City Council allocated the funds so that 70% of the funds were reserved for -
assistance to persons making below 60% of the median income; 30% of the funds were reserved for
those making between 61 and 80% of the median income. The original award was $187,500, about
half of which has been spent. Nine recipients have received $10,000 each in down-payment
assistance. So far the Iowa City Housing Authority (ICHA) has assisted 4 people below 60%, and 5
below 80%. The requested amendment is to waive the requirement to reserve a portion for those
under 60% of the median income. Because the beneficiaries of the program would be changing, this
would qualify as a substantial change and therefore must be reviewed by the Commission and City
Council.
Deb Briggs of the ICHA explained that in the upper income range, less than $10,000 in funding is
left; whereas, in the lower range, there is $91,250 remaining. Briggs said that she did not want a
waiting list to accumulate when there are so many funds left. Briggs said that ICHA had just
submitted an application for state funds and expects more money to come in. Because the ICHA's
allocation was merged with the funds given to Southgate, Briggs did consult with Southgate
regarding this change and was given their approval. Briggs said Southgate is not ready to move
forward on their project, and that part of the reason the funds are allocated in this manner is to try to
reserve additional funding that might help support their program. Steven Rackis added that
Southgate is aware that ICHA is also requesting state funds.
Hightshoe asked if Briggs knew why Southgate was not ready to proceed with their project. Briggs
said she did not know but that she imagined some of the issues were the difficulty in getting
secondary financing because of the amount of rentals there. Briggs said it is a very big financial
commitment, and while she would not speak for them, she does understand some of the challenges
they are facing.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 5 of 11
Briggs provided a spreadsheet demonstrating, by profession, who was helped by the funding. She
said awide-range of social service employees, who are greatly needed in this community, were
helped by the program.
Rackis said that his concern is that he would like to get these funds out into the community and
helping people, rather than building up a waiting list while there is still money available. He said
that ICHA felt it had a strong application for state funding, and hoped to bring those funds into the
mix.
Briggs asked if the Commission had any concerns about the change that she could address. Shaw
asked what Briggs saw as barriers to those below 60% of the median income in utilizing the program.
Briggs said that one major problem is that there are not enough homes in their price range.
Reserving the funds when the housing stock is not available is an issue, Briggs said. Briggs said
she had tried to do some outreach to hit that lower range client, but that most house prices are just out
of reach for them. Briggs said that these clients are not walking into financial institutions and
receiving financing based on the ICHA's down-payment assistance funding; in some cases, co-
signers or additional private loans/gifts have been required. Long pointed out that credit was more
difficult to get presently as well. Long reminded Briggs that ICHA had five years to spend HOME
funds, and noted that a change could be made that was limited to a 25% or less change in program
beneficiaries or approximately $46,875 (4 or 5 households) without going to City Council.
Richman asked what the pace of applications to this program has been for the last few months.
Briggs said she is still receiving them, but that sloe has not done a lot of marketing. She said her
focus has been more directed at lenders.
Shaw asked for clarification as to whether ICHA was asking for the Commission to remove barriers
to lower-income applicants or to shift more funds to the higher-income applicants. Briggs said she
was just asking to remove the distinction between the two income classifications. Rackis said that
basically the same eligibility requirements that apply to HOME funds would apply to this program.
Briggs said the stipulation dividing the funds is a little odd and has not been imposed before.
Richman posed the question: How important is it to spend the money quickly versus to spend the
money on the lower end of the spectrum? Shaw said it sounded like there is a possibility that the
money could be absorbed relatively quickly if it was directed to the upper incomes. Briggs said she
did not know, adding that if house prices do not decline it will not matter how much money is
available to the lower income range because they simply cannot afford homes at their current prices.
Hightshoe summarized three recommendations for the Commission: 1) leave the allocation at its
current terms and have the matter go before the City Council, 2) allow a change in beneficiaries up to
25%, an action that can be taken by the Commission without further Council approval, or 3) remove
the income restriction as requested by ICHA and have the matter go before the Council.
Briggs noted that if no change is made, the matter will not have to go before Council again. Rackis
noted that if the second option is chosen, ICHA will likely come back before the Commission with
the same request in January because the available funds will have been utilized.
Richman said that his inclination was not to completely second-guess the Council by removing the
income restriction as he did not know whether their motivation in implementing the restriction was
project-based or to target that population. Richman said he could certainly support moving some of
that $91,000 to the higher income limit, but maybe not all of it. Briggs noted that if ICHA's funds
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 6 of 1 ]
had been kept separate from Southgate's there would not have been any mandated split of the funds.
Long said that the project itself could not be targeted as there would be the potential to have to pay
for relocation costs to existing tenants. Hightshoe noted that CITY STEPS at the time had targeted
the 61-80% of median income population as a lower priority for home ownership than the under 60%
population.
Briggs explained that when Southgate proposed merging their project with the ICHA funding, the
City Council could not target a specific project, but could target aloes-income population. Rackis
said that at the time, Southgate anticipated selling their units at around $100,000; now, of course,
their project is on hold for the time being.
Richman stated that he believed it was more important to help some people below 60% of the median
income than it was to get the money spent quickly. He said he would like to see some of the money
stay at the 60% and below. Briggs noted that the funds would not actually be "moved" from one
population to the other, they would simply be made available to anyone under 80% of the median
income. She said the majority of the people that she works with are under the 60% income, but
simply cannot afford local home prices, or are working on credit issues. She said she nonetheless lets
them know the funding is available.
McKay asked Rackis if he was correct in his understanding that these funds could be increased in the
near future. Briggs explained that the application in question was for $200,000 in state funds which
would have the same 80% income cap, but could be utilized throughout Johnson County. Briggs said
she believed it was likely that ICHA would get these funds, and that the funds would often be
coupled with the USDA loan programs available to county residents.
McKay said he was trying to get an idea of the total amount of funds that would be available to low-
income residents in the area. Briggs said ICHA still had $98,000 of the HOME funds, and hoped to
inject another $200,000 from the state, for a possible total of $298,000. McKay said that removing
the barrier set by the Council would not then necessarily affect the lower income families. Briggs
and Rackis said that while they cannot guarantee they will receive the state funds, they believe they
have an extremely strong application. They will not hear if they are awarded the funds until March.
Richman suggested moving about $25,000 of the funds out of the under-60% income group for now,
which would presumably carry the program into March when more would be known about the state
funding.
Shaw said that he is leaning toward transferring a partial amount in order to both satisfy the ICHA's
request and respect the wishes of the Council. Richman said his sense of the issue is partially
influenced by earlier discussions, although he admitted they were not directly related. He said that
the information before the Commission is imperfect, and it may make sense to make a small change
now as opposed to making a big change and then regretting it. Briggs noted that opening the funds
up does not eliminate the possibility of someone below the 60% median income using the funds.
Briggs said she does not believe that it will be the case that all of the upper income applicants will
use the funds, leaving none for the lower-income applicants; she bases this on the fact that the funds
have to-date been used pretty evenly between the two groups. Rackis said that the only thing to
consider is the specter of a waiting list and the impact a waiting list might have on the financing
terms of those wishing to be helped. Rackis said he believed City Council knows that HCDC works
hard and uses solid rationale when making recommendations, and that he did not believe the Council
would view changes to the terms as undermining in any way. Shaw said that prior to removing all
barriers he would want to check with City Council on their rationale in dividing the funds to begin
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 7 of I I
with. Shaw said it makes sense to reserve the option to move more funds later, after further
consideration and more information is available.
DeFrance said that in awarding the money to begin with no restrictions were put upon it by HCDC,
and that the purpose of the award was to promote home ownership. DeFrance said she would like to
see more lower-income people be able to afford a house, but that she did not think that was going to
happen until more affordable units come on-line. Briggs said that one of the biggest restrictions on
the money is that it has to be used in Iowa City. She said that this is one of the most limiting factors
for those under 60% of the median income. If ICHA receives the state funds, Briggs said, the money
could be used anywhere in Johnson County, which will really open the market for the lowest income
groups.
McKay asked what the down-side would be in removing the barrier. Shaw said the potential is there
for those under 60% median income to be able to afford homes, and that removing the barrier may
use the funds up before those folks have the opportunity to make a purchase.
Shaw motioned to shift $40,000 into the 61-80% of median income category.
McMurray seconded.
Briggs asked if this would then have to go before City Council. Long replied that it would not as it
was less than 25% of the original $187,500 award. After some discussion, it was decided to amend
the motion to reflect the change in beneficiaries that would result.
Shaw amended his motion. Shaw motioned to move $40,000 or the equivalent of four
households to the 61-80% of median income category.
McMurray seconded.
A vote was taken and the motion carried 5-1; McKay voting against the motion.
McMurray had to leave at 7:45 p.m., and reminded Commissioners to discuss the issue of "double-
dipping" by agencies into both the Aid to Agencies funds and the public service funds.
Update on the Iowa City Housing Authority's Grant Application to the State for Down-
nayment Assistance Funds
Briggs said that the update had essentially been included in the previous discussions. She noted that
a state-funded program, if awarded, would be run largely the same as the current one.
Update on the Iowa City Housing Authority 5-Year Annual Plan
Rackis stated that HUD requires housing authorities to submit a 5-Year Annual Plan that reflects the
goals, objectives, needs and concerns that are identified in CITY STEPS. CITY STEPS and the 5-
Year Annual Plan are on the same review cycle. At the time of the last submissions, joint public
hearings were held by ICHA and Community Development. Rackis noted that CITY STEPS is a bit
ahead of ICHA: ICHA submits in April 2010, and Community Development submits in December
2009. Rackis said his intention was simply to call attention to the upcoming process and state his
desire to partner with the Commission and Community Development in completing the process and
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 8 of 11
the public hearings. Rackis distributed copies of the ICHA Annual Plan, and expressed his hope that
HCDC would be a large part in the development of ICHA's 5-Year Annual Plan.
Long said that a consultant will be hired to do Community Development's 5-year plan, and said the
consultant will be working with the Commission quite a bit over the next year.
Rackis noted a somewhat detailed explanation of the ICHA budgeting process on page 20 of the
Annual Plan. Rackis noted that the booklet could be very useful in helping to dispel common myths
about those using affordable housing. He gave an example in which he is frequently asked the
number of households in ICHA programs who are on welfare. He said that of 1,300 families using
Section 8 rental assistance and public housing, only 4% reported FIP/TANF ("welfare") as their sole
source of income. He said the vast majority of the clients served by ICHA programs are elderly
and/or disabled, or working families.
Discuss and Review FY10 CDBG/HOME Funding Process Timeline
Staff distributed timelines for the funding process for fiscal year 2010, and briefly ran through the
items on the timeline. Hightshoe asked people to consult their calendars for known conflicts with
meeting times. Hightshoe noted that there are also occasional (two days) site-visits over the noon
hour that a few Commission members are asked to attend if possible.
Review and Approve FY10 CDBG/HOME Application Materials
The application materials were mailed out with the November meeting packets for review.
Hightshoe noted that staff is anticipating less program income than last year and the same amount of
entitlement funds (although Congress has not yet indicated anything on entitlement funding).
Hightshoe said Community Development only has about $1,475,000 to allocate this year, which puts
a huge strain on public services. Hightshoe said there will only be about $10,000 to allocate to
public services. Hightshoe said that previous years have had a $1,000 minimum for public service
funds. Hightshoe said that a number of the smaller allocations are simply not capable of meeting all
of the federal requirements, and as a result, HCDC may want to consider instituting a $5,000
minimum, as many other cities do. It will also have to be decided if first priority is to be given to
those who do not receive Aid to Agency Funding.
Hightshoe stated HCDC should consider a few items that were issues from last year. Hightshoe noted
that last year there were prolific materials coming in after the application deadline, which created
difficulty for staff in ensuring Commissioners had the necessary materials. Hightshoe recommended
instituting a policy to address materials that are submitted after the due date. Hightshoe suggested
Commissioners consider whether or not they wish to add a disclaimer indicating that the terms
requested by the applicant may not be the terms recommended by the Commission.
Richman said that Andy Douglas had asked him to bring up the issue of whether the Commission
should be more focused on rental housing than owner-occupied housing, especially given the current
housing market. Long suggested putting a statement in the application materials stating that rentals
will be given preference. Hightshoe noted that in CITY STEPS rentals are a higher priority than
home ownership. Shaw agreed that not knowing what the financial/housing markets will be like, it
might be wise to do more allocating on the rental side of things. Hart said looking toward affordable
rentals is a good thing, but she has some concerns about how that would be allocated and where it
would be allocated. She said that in general she likes the idea of a preference toward the rental
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 9 of l 1
market in the near future, but she would not want it to be completely wide open and would definitely
like to see a lot more discussion.
Richman asked what the advantage would be in putting something regarding rental preferences in the
application packet. Long said it would inform people who are applying and developers that the City
was trying to focus more on rental housing this year. Richman asked if there was a policy or political
advantage to doing that because he did not believe the projects coming in at this point would be
changed by that. Long said he believed there could be. Hightshoe suggested inserting a statement
that alerts applicants that projects will be evaluated based on the recent Housing Market Analysis
showing a large demand for affordable rental housing.
DeFrance asked how much of the $1,475,000 will be allocated to Aid to Agencies. Hightshoe said
that Aid to Agencies receives $105,000 every year.
Hightshoe summarized the three discussion points as:
1) Enforcing a firm application/materials deadline.
2) A disclaimer on the application stating that the terms will be determined by HCDC and City
Council and not necessarily as requested by the applicant.
3) Raising the minimum award amount for public services.
The Commission discussed whether those receiving Aid to Agencies should be able to receive
public service funds as well, and if so, if first priority should be given to those not receiving Aid to
Agencies. Richman said he does not wish to make that decision blindly, and would want more
information first. Shaw noted that larger agencies have the capacity to make up the funding in other
areas, whereas smaller ones may not. Long said there used to be an informal policy that an agency
could come to CDBG for three years, and then after that, the agency was on its own. Over the years,
that policy has disappeared. Hightshoe said that it was an option to implement no policy, and then
when considering allocations to also consider what the agencies receives through Aid to Agencies.
Shaw asked if it would be perceived as "blind-siding" agencies not to let them know on the front-side
that they may not be eligible for public service money in addition to Aid to Agency money. McKay
said he felt it all goes back to the bigger question of how the pool of money is being shared right
now, and how it can best be weighed when it comes to the tougher decisions. Shaw asked if the list
could be received sooner, and staff said it would not be available sooner. Hightshoe said she could
put last year's list in the December packet.
Richman asked if a $2,500 minimum for public service could be instituted. Hightshoe said that
would still allow for 4 projects (minimum), or possibly two $5,000 awards depending on who was
applying this year and actual allocations. There was a consensus to limit public services awards to
$2,500 or higher. Regarding the deadline issue, it was decided to more strictly enforce the application
deadline. Hightshoe reminded members that any information received by an applicant (if contacted
by an applicant outside of HCDC meetings) must be shared with all Commission members. If
anything is received, send to staff and staff will distribute. It was agreed to add a disclaimer
informing applicants that the terms requested may not be the terms awarded. It was agreed that a
brief sentence giving preference to rental projects but still allowing for flexibility would be added to
the application materials.
Hightshoe briefly ran through a number of wording changes to the application that had been made
from the previous year. All HCDC members were in agreement of the proposed changes, as
discussed, to the application and the changes to the application guide.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 20, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 10 of 11
Discussion of a HCDC Sponsored Event Focused on Affordable Housing
Long said there may be some funding available for this. Hightshoe said this could be done in
conjunction with the CITY STEPS process. It was generally agreed to pursue the idea.
OLD BUSINESS:
Annual Review of the 2008-2010 Consolidated Plan (a.k.a. CITY STEPS) -Discussion and
Consideration of Proposed Amendments
Staff distributed a summary of comments gathered from past recipients and the public concerning
CITY STEPS. Hightshoe said that what she has noticed when seeking public input is that
employment training, transportation, affordable rental housing and daycare are many times repeated
amongst several clientele groups. Hightshoe said typically these four priorities are the ones to come
out of every meeting. These four issues are considered high priorities in CITY STEPS. Long said
that if anything stands out as far as public comment over the last year it is the desire to see change.
Shaw asked if "scattered site" housing was a topic of public comment this year and Hightshoe said
that it was not. Richman asked if CITY STEPS needed to be modified to reflect the Housing
Affordability Study, and Long said that it did.
McKay asked if anyone had ever been hired to help out staff. Long replied that the City hired two
people to assist with the buy-out application and the Jumpstart funds.
MONITORING REPORTS:
• Hawkeve Area Community Action Program -Housing (Douglas)
Douglas absent, no report.
• Arc of Southeast Iowa -Operations & Facility Rehab. (Crane)
Crane provided a report to Hightshoe who said that Bill Regan of the Arc stated that the security
lights have been installed and are a great improvement. Regan thanked the Commission for the
funding.
• Isis Investments LLC -Rental Housing (Shaw
Shaw spoke with Salome Raheim, who is currently residing in Connecticut, but is still interested
in applying for the next round of funding. Raheim said that two units are occupied with families
on Section 8 assistance. Yolanda Spears is serving as "property manager plus" on the project
while Raheim is in Connecticut. Spears is providing additional services above and beyond that
of a traditional property manager and is using her skills as an M.S.W. in social work and a
family resource center coordinator to assist families. Hightshoe said that from staff's
perspective it has been a great project. They located two units immediately and leased both
units by September.
• FY08 Goodwill Industries -Facility Rehabilitation (Shaw)
Shaw was unable to speak directly with the contact at Goodwill Industries and so had nothing to
report.
ADJOURNMENT:
McKay motioned to adjourn. DeFrance seconded.
The motion carried 6-0 and the meeting was adjourned at 8:44 p.m.
Housing & Community Development Commission
Attendance Record
2008
Name Term
Expires AM
2/12 PM
2/12
2/20
3/13
3/27
4/17
5/15
7/17
8/21
9/18
10/7
11/20
Jer Anthon 09/01/08 O/E X X X X X X X X -- -- -- -- -- --
Steve Crane 09/01/09 OlE X X X X 0/E X 0/E X X X 0/E
Marc De France 09/01/09 X X X X X O/E X X 0 X X X
And Dou las 09/01/08 X X X O/E X X X O/E X X O/E O/E
Charlie Drum 09/01/10 X X O/E X X X X O/E X X X O/E
Holl Jane Hart 09/01/10 X X X X X X X X X X X X
Rebecca McMurra 09/01/08 X X X X X X X X O/E O/E X X
Brian Richman 09/01/10 O/E X 0/E X X X X X X X X X
Michael Shaw 09/01/09 X X X X X O/E X X O/E X X X
Michael McKa 09/01/11 -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X x x
Key:
X = Present
0 = Absent
O/E = Absent/Excused
NM = No Meeting
-- -- = Not a Member
5b 5
IOWA CITY TELECOMMUNICATIONS COMMISSION
MONDAY, OCTOBER 27, 2008--5:30 P.M.
FINAL
CITY CABLE TV OFFICE, 10 S. LINK ST.-TOWER PLACE PARKING FACILITY
MEMBERS PRESENT: Saul Mekies, Hans Hoerschelman, Robert Kemp, Gary Hagen,
MEMBERS ABSENT: Brett Gordon
STAFF PRESENT: Mike Brau, Bob Hardy, Dale Helling
OTHERS PRESENT: Beth Fisher, Josh Goding, Lee Grassley, Susan Rogusky, Craig
O'Brien, Michael McBride, Phil Phillips
RECOMMENDATIONS TO CITY COUNCIL
None at this time.
SUMMARY OF DISCUSSION
Grassley reported that Mediacom will be responding to the letter from the City regarding service
call windows. The problem has been corrected. A response to a second letter regarding filing
requirements has been forwarded to other Mediacom officials. Several channels have been
added to the digital tier. WHBF will be taken off the analog Family Package in response to a
ruling by the FCC and will be replaced with several high definition channels. Grassley said that
Mediacom has replaced personnel at the corporate office who were responsible for customer
service telephone calls. In the last 60 days the process by which a call gets routed has been
overhauled and additional customer service representatives have been put in place. The phone
call response time and accuracy of responses should improve. Goding distributed PATV's
quarterly financial report. Goding reported that PATV holds no stock and invests in T-bills. The
PATV annual membership meeting will be November 20 at 7 p.m. Anew board member will be
elected and awards presented. Hardy said that Mediacom contacted the City regarding a proposal
to move all or some of the access channels to digital transmission. Hoerschelman said the City
needs to evaluate the benefits to the community that could include Mediacom offering more
high-definition channels and the possibility of implementing DOCSIS 3.0, which greatly
expands Internet bandwidth. The access channels could have programs put on the video on
demand service and streamed on the Internet. Hardy said the issue needs to be further explored
before the issues are fully flushed out for the community. Mekies said he would like to see a list
of pros and cons and any costs of the proposal. Grassley said Mediacom will cover any costs
that would be involved in making a transition to digital transmission and there would be no
impact on the access channels' budgets.
APPROVAL OF MINUTES
Kemp moved and Hagen seconded a motion to approve the September 22, 2008 minutes. The
minutes were unanimously approved.
ANNOUNCEMENTS OF COMMISSIONERS
Hagen said he would be unable to attend the November meeting.
SHORT PUBLIC ANNOUNCEMENTS
None.
CONSUMER ISSUES
Hardy reported that there were 2 technical issues regarding digital reception in digital televisions
not needing a Mediacom converter box. Grassley said that consumers can get a Mediacom
encrypted card in these cases. As Mediacom transitions to digital more unencrypted channels
will be available and will be viewable with any digital-ready television without a converter.
Hardy said there were also so billing problems that were resolved. Mekies asked about a
complaint in which a consumer had a problem with their promotional rate and asked if all
similarly situated consumers also received a refund. Grassley said that when an error is
discovered with a promotion all subscriber accounts with that promotion are checked. Kemp
asked about customer experiences with Mediacom and the City when calling with a problem.
Hardy said Mediacom's phone calls are answer automatically and use atouch-tone information
system before reaching a customer service representative. Wait times can be long and this will
need to be explored in the Triennial Review. Hagen said the only way consumers would know to
contact the City Cable TV Office is by the fine print on bills. Hardy said the fact that there is a
number for subscribers to call needs to be promoted. Mekies asked about a complaint in which a
caller had additional fees attached by the cell phone company they had called using Mediacom's
phone service. The rate listed on the Mediacom's website did not note there may be additional
fees. Grassley said he will look into this. Hoerschelman asked if Mediacom's rates were
included in the City Cable TV Office website. Hardy said they were and would make sure they
were up to date.
MEDIACOM REPORT
Grassley reported that Mediacom will be responding to the letter from the City regarding service
call windows. The problem has been corrected. A response to a second letter regarding filing
requirements has been forwarded to other Mediacom officials. Several channels have been
added to the digital tier. WHBF will be taken off the analog Family Package in response to a
ruling by the FCC and will be replaced with several high definition channels. Grassley said that
Mediacom has replaced personnel at the corporate office who were responsible for customer
service telephone calls. In the last 60 days the process by which a call gets routed has been
overhauled and additional customer service representatives have been put in place. The phone
call response time and accuracy of responses should improve.
UNIVERSITY OF IOWA REPORT
Mc Bride reported that the University channel will be carrying all the coach's press conferences
for the men's and woman's basketball teams. Many fine arts events will be taped over the
coming weeks and cablecast during the holiday seasons. Grassley said that Mediacom will be
cablecasting five men's basketball games that will not be carried by the Big Ten Network.
KIRKWOOD COMMUNITY COLLEGE
O'Brien noted that Kirkwood's quarterly report is included in the meeting packet. Kirkwood
students are producing a newscast and will be covering some of the basketball games. The
Master Gardner program continues taping. Two-minute spots from the National Public Radio
show "Home Front" have been added for cablecast. Fourteen three-minute videos promoting
Kirkwood's Career Academy program for high school students are being produced and will
begin playback in January. Promotional videos featuring different academic programs at
Kirkwood are in the planning phase. Web streaming the Kirkwood channel is being investigated.
PATV REPORT
Goding distributed PATV's quarterly financial report. Goding reported that PATV holds no
stock and invests in T-bills. PATV's Live and Local program has recently or will feature the
following organizations: Flip the Ballot, Iowa Shares, Project Holiday, Friends of the Animal
Center, Career Connections, and the Women's Resource and Action Center. PATV staff
produced programs for the school district's Positive Behavioral Supports program. The program
will first be shown on the school channel and then on PATV. Other staff produced programs
include the American Star of Teaching Award, an ADA Celebration with the Evert Conner
Center, highlights from the chili supper fundraiser, and Access Update. The annual membership
meeting will be November 20 at 7 p.m. Anew board member will be elected and awards
presented. The awards portion will be carried live on PATV.
SENIOR CENTER REPORT
Rogusky reported SCTV will be producing a program with Project Holiday. A program for the
intergenerational series was taped with students from the University of Iowa's Introduction to
Video class. Students pair with seniors and produce a piece in seven days. Jean Lloyd Jones
will be taping an interview with a Mexican woman invited by the Foreign Relations Council to
observe U.S. elections.
LIBRARY CHANNEL REPORT
Fisher reported that the library had 19 live shoots in October. Seven of these were children's
programs, 12 adult. Among the programs were the International Mondays, the International
Writing Program author program, and the Community Reading Month Book Talk Lunch Series.
14 productions are scheduled for November. Some library programs, such as history programs,
are starting to be streamed on YouTube.
IOWA CITY COMMUNITY SCHOOL DISTRICT REPORT
No representative was present. Hardy noted that PATV and Coralville appear to be doing a lot
of the school district's productions. Goding said PATV has been shooting about 3 programs a
month. Hardy said Coralville also appears to be doing about three a month. Mekies asked if it is
known if Lowe or another representative will be attending Commission meetings. Hardy said he
will find out and report at the next meeting. Mekies said is concerned that the school district
doesn't fall back to the situation prior to the improvements made.
CITY MEDIA UNIT REPORT
Hardy reported that a program for a Iowa City Human Rights Commission's event promoting
awareness of the animal care and adoption center's flood recovery efforts. A short program on
the Make a Difference Day river clean up event was recently taped. Short programs snow
plowing roads focusing on salt and sand and an update on construction of fire station 2 have been
taped. The Human Rights Award Breakfast was also taped. Programs from the 2008 Media
Reform Conference are being cablecast. Live election returns will again be carried on channel 5.
The Community Television Service taped a 2°d Congressional District candidate forum and a
candidate forum for the Iowa General Assembly. Two programs for the Iowa City Housing
Authority were taped. Upcoming programs include a volunteer recognition for Iowa City
Hospice and the Historic Preservation Awards. The Community Voice program will be
interviewing Christie Vilsack for a segment in association with the Emma Goldman Center.
With regards to the notice sent to Mediacom on the franchise requirement that two-hour service
repair windows be offered Hardy said he is looking into ways to determine if Mediacom is
meeting that requirement. The City has not responded to the letter Mediacom sent in response
which outlined their position and plans. Hardy said more information needs to be gathered. The
budget is being prepared and is very similar to previous years. Aline item on subscriber's bills
that have telephone service was listed as a franchise fee and should have been a regulatory
recovery fee. Sales tax is also now being applied to phone service. Mekies asked if Mediacom's
channel line-up changes are included on the Cable Division web site. Hardy said he will make
sure the web site is up to date.
TRIENNIAL REVIEW
Hardy said the goals for the Triennial Review are shifting. The access channels and the shift to
digital transmission will need to be discussed, as will channel changes. There will be questions
that will be directed to Mediacom in the information gathering process. Hardy said the
Commission needs to determine the questions and areas that they wish to explore so a list of
questions can be developed for Mediacom.
COMMUNITY TELEVISION GROUP PROPOSAL
Hardy said Community Television Group (CTG) has not met and the proposal for funds from the
pass-through fund is not ready. It is anticipated that a proposal will be ready for the next
Commission meeting.
ACCESS CHANNELS AND THE DIGITAL TRANSITION
Hardy said that Mediacom contacted the City regarding a proposal to move all or some of the
access channels to digital transmission. Helling, Hardy, Brau, Hoerschelman from the City and
Grassley, Kohler and Larson from Mediacom recently met to explore the proposal. Moving the
access channels to digital would free up a lot of bandwidth for Mediacom. Hoerschelman said
the City needs to evaluate the benefits to the community that could include Mediacom offering
more high-definition channels and the possibility of implementing DOCSIS 3.0, which greatly
expands Internet bandwidth. The access channels could place programs on the video on demand
service and stream them on the Internet. The access channels will move to digital in 2012 in any
case. Hardy said he has not talked with the other access channels. Hardy said a central issue is
how many people will the access channels reach if they were to go to digital transmission.
Hardy said Mediacom claimed that 54% of Iowa City subscribers already get digital service.
There is also an undetermined number of subscribers who have digital televisions who also could
get the access channels. Mediaom said that there could be a program to provide discounted
digital to analog converter boxes so the remaining subscribers could receive the access channels.
Grassley said that converter would cost about $1.99 per month. Grassley said the digital signal
would be unencrypted. Mekies suggested using the Cable Division web site to inform the public
of these issues and gather information. Hardy said the issue needs to be further explored before
the issues are fully flushed out for the community. Mekies said he would like to see a list of pros
and cons and any costs of the proposal. Grassley said Mediacom will cover any costs that would
be involved in making a transition to digital transmission and there would be no impact on the
access channel's budgets.
ADJOURNMENT
Mekies moved and Kemp seconded a motion to adjourn. The motion passed unanimously.
Adjournment was at 7:05 p.m.
Respectfully submitted,
Michael Brau
Cable TV Administrative Aide
TELECOMMUNICATIONS COMMISSION
12 MONTH ATTENDANCE RECORD
01/01/03 to CURRENT
Meeting Date Kimberly
Thrower Saul Meikes Brett Castillo Terry Smith Jim Pusack
6/2/03 x x x x x
7/28/03 x x x x x
8/25/03 x x x x o/c
9/22/03 x x x x o/c
10/27/03 x x x x o/c
11 /24/03 x x o/c x x
12/15/03 o/c o/c x x x
1/2/04 x o/c x x x
1 /26/04 x x x x x
2/23/04 x o/c x o/c x
3/22/04 x x x x x
4/ 26/04 x x x x O/C
5/24104 x x O/C x x
6/28/04 x x x o/c x
7/26/04 o/c x x x x
8/26/04 did not meet did not meet did not meet did not meet did not meet
9/27/04 X X X X X
10/25/04 X X
11/04 Did not meet Did not meet Did not meet Did not meet Did not meet
12/20/04 X X X X X
1 /24/05 X X X X X
2/28/05 X X X X
Ga Ha en
3!8/05 X X X X X
3/25/05 X O X X X
4/25/05 x o/c X X X
5/23/05 X o x vacanc X
James
Ehrmann X x Bebe
Balant ne x
6/27/05 X x X X X
x Michael
Chritians
7/25/05 O X X X X
9/26/05 0 X X 0 X
10/31 /05 X X o/c X X
11/28/05 X X X X X
1/23/06 o/c X X O X
2.27/06 X X X 0 X
3/27/06 o/c X X John
Weaterson
X X
4/24/06 X X X X X
5/22!06 0 x x/o 0 X
6/26/06 0 X Vacant 0 X
Nick Parker
7/24/06 x x x X
8/24/06 X x M. Wietin o/c X
9/25/06 x x x 0/c X
10/23/06 x X x o/c X
10/30/06 x x x vacant X
11 /27/09 x x x X
12.18/06 X X X X
Brett
Gordon
1 /22/07 X X X X X
2/26/07 X X X X X
3/26/07 Vacant x o/c x X
4/23/07 Vacant X X X X
Hoerschelma
n
521 /07 X X o/c X x
6/26/07 x x x x X
7/23/07 x x x x X
9/24/07 X X o/c o/c X
10/22/07 x x o/c o/c x
11 /26/07 x x x x X
12/18/07 X X o/c X X
1 /28/08 X x o/c x X
3/3/08 X X X X X
3/24/08 Bob Kem
x x o/c X X
4/28/08 X X X X X
6/3/08 X X X X X
6/23/08 X X X X 0/C
7/28/08 X X X X X
8/25/08 X X X o/c X
9/23/08 x x x x X
10.27/08 X X X o/c X
11/24/08 Did not meet
12/15/08 X X X X X
(X) =Present
(O) =Absent
(O/C) = Absent/Called (Excused)
5b 6
MINUTES FINAL
PARKS AND RECREATION COMMISSION
November 12, 2008
MEMBERS PRESENT: David Bourgeois, Craig Gustaveson, Margie Loomer; Ryan O'Leary,
Matt Pacha, Jerry Raaz, Phil Reisetter, John Westefeld
MEMBERS ABSENT: John Watson
STAFF PRESENT: Marcia Bollinger, Planning Department; Mike Moran, Terry Robinson,
Terry Trueblood
GUESTS PRESENT: Dianna Harris, Del Holland, Beth Koppes, G J. Voci
RECOMMENDATIONS TO COUNCIL:
Moved by Westefeld, seconded by O'Leary to support the request from Johnson County
Do~PAC to name the new do park to be located in Scott Park "Rita's Ranch."
Unanimous.
Move by Gustaveson, seconded by Reisetter to accept the capital improvement priority list
as presented by staff Passed 7 to 0 with one abstention. O'Leary abstaining due to his
involvement with Iowa City Kickers.
OTHER FORMAL ACTION TAKEN
Moved by Westefeld, seconded by Reisetter, to approve the October 8, 2008 minutes as
written. Unanimous.
PUBLIC DISCUSSION:
C. J. Voci, Chair of the Friends of Hickory Hill, reported on the work that the group has done at
Hickory Hill Park this fall. He reported that 138 students, along with other volunteers, worked at
the park. The group worked on erosion repairs to the trails east of the north shelter. He noted that
there were one or two spots of erosion that were approximately 18" to 24" deep. They filled
these spots will approximately 13 tons of crushed limestone over a quarter mile of area.
Westefeld asked if this erosion was caused by the flood. Voci reported that it was present before
the flood occurred, and is caused by heavy rains.
Sarah Walz was also present and distributed the 2009 Friends of Hickory Hill Park calendar to
Commission Members. She noted that the sale of the calendars is their major fundraiser each
year. These calendars will be available for purchase at different locations throughout the city
Parks and Recreation Commission
November 12, 2008
Page 2 of 7
including New Pioneer Coop, Prairie Lights Bookstore, and Ace Hardware on Dodge Street.
They can also be ordered on the Friends of Hickory Hill Park web site.
CONSIDER PROCEEDING WITH THE WETHERBY PARK SPLASH PAD PROJECT:
As noted in the memo to the Commission from Terry Trueblood, the neighborhoods have been
pursuing fund raising efforts with limited success. The budget established last year was $200,000
based on the following:
G.O. Bonds (City) $100,000
N.O.S. Fees (City) 37,000
CDBG Funds (07) 30,000 (secured by neighborhoods)
PIN Grant (07) 3,200
Contributions/Grants 29,800
TOTAL $200,000
So far the neighborhoods have raised $11,419.40 which includes another $5,000 PIN Grant from
the City. This brings the total amount available for the project to $181,619.40. Beth Koppes
reported that their most recent effort included sending out 168 letters and received only 9
responses. The group feels that they have exhausted their fund raising possibilities and are,
therefore asking to proceed with the project at this reduced funding level. Pacha praised the
neighborhoods for their efforts. Loomer asked what would be cut from the project if they
approve this request. Koppes reported that it may need to be downsized some but otherwise
doesn't see anything else needed to be cut from the project. Pacha asked if concrete work was
going to be done internally or will it be part of the installation. Trueblood said that this will need
to be contracted as part of the installation process.
Moved by Bourgeois, seconded by Westefeld to proceed with the Wetherby Park Splash
Pad at a reduced funding level. Passed on a 7 to 1 vote with O'Leary voting no.
O'Leary further explained that for the benefit of this project, why not secure the funds in the next
six to twelve months. He feels that there is so much potential for this area and he sees this project
as a great benefit to this neighborhood. Koppes responded that the CDBG grant for $30,000 will
expire this summer so they would like to get started as soon as possible.
CONSIDER NAMING REQUEST FOR THE NEW DOG PARK IN SCOTT PARK:
Trueblood first gave an update on the progress of the dog park being constructed at Scott Park.
He noted that the project is going slowly but that DogPAC has received quotes for fencing costs,
which is the major cost of the project. Robinson reported that the selected fencing company is
working on a very large project at this time in the Quad Cities thereby slowing the process. He
also noted that the fence could possibly still be installed this year. Trueblood stated that DogPAC
is paying for the fence, and staff hopes to have the park open by early Spring.
Parks and Recreation Commission
November 12, 2008
Page 3 of 7
Dianna Harris was present on behalf of Johnson County DogPAC who is asking the Commission
to consider naming this dog park "Rita's Ranch." Harris gave the following three reasons for
doing this: 1) naming the park will distinguish it from the Thornberry Park, 2) this name
recognizes the work done by Anne Burnside who is a founding member of DogPAC, and 3) like
Thornberry Park, which is a park within Peninsula Park, Rita's Ranch will also be a park within
Scott Park, so this wouldn't be setting a new precedent.
Moved by Westefeld, seconded by O'Leary to support the request from Johnson County
DogPAC to name the new dog park to be located in Scott Park "Rita's Ranch".
Unanimous.
O'Leary noted that he really likes that this naming concept is being chosen based on a matter of
honor for one of the founding members rather than based on funding.
CONSIDER A RECOMMENDATION TO THE CITY COUNCIL AS TO POSSIBILY
REDUCING THE NUMBER OF MEMBERS SERVING ON THE COMMISSION:
Trueblood reported that in recent years it has become more difficult to attract applicants to serve
on the City's various boards and commissions. He further noted that the two vacancies coming
up on the Parks and Recreation Commission were recently advertised with no applications
received. At a recent department managers staff meeting this issue was discussed and it was
decided that all staff liaisons to commissions and boards would discuss the possibility of
downsizing. Pacha announced that John Watson has resigned from this commission as of this
afternoon due to health issues, bringing the number of vacancies to three, with neither he nor Phil
Reisetter planning to seek another term. Loomer asked how these openings are advertised.
Trueblood said they are put out on the City web site and advertised in the newspaper. Discussion
ensued. O'Leary thought perhaps promoting the upcoming master plan to possible applicants
may make the position more attractive. He supports the concept of downsizing but would like
Commission members to actively recruit members. over the next month before making that
decision final. Commission members were in agreement. Gustaveson stated that it is part of the
job of current Commissioners to actively recruit new members. It was determined by
Commission members to table this item for now giving the current members time to actively
recruit over the next month and then revisit the issue next month. Trueblood said he would notify
the City Clerk letting her know that we now have three openings for the Parks and Recreation
Commission and explain the Commission's wishes. O'Leary also noted that if we lessen the
Commission that the quorum issue may be more of a concern. Pacha asked Tammy Neumann to
email the deadline date for applications as well as the application to the Commission members.
Trueblood also asked Commission what there feelings are on the four year term. It was noted
that it really takes at least two years to become familiar with the processes of this Commission so
general consensus to leave the terms as is.
CONSIDER PRIORITIES FOR PROPOSED CAPITAL IMPROVEMENT PROJECTS:
Trueblood directed Commission members to the list of tentative capital improvement priorities
enclosed in their packets. This list includes priorities from last year that were adopted by the
Parks and Recreation Commission
November 12, 2008
Page 4 of 7
Commission. Also included is a copy of the current staff recommendations for review. One item
not on the list that Trueblood feels possibly should be added is an elevated indoor
running/walking track; this is one of the higher priorities for recreation facilities that was noted
in the master plan. He would like to hire an architect to take a look at both Robert A. Lee and
Scanlon facilities to see if it is feasible to retrofit either of them with a track. This was looked
into when Scanlon was built, but it would have added $600,000 to $700,000 to the total cost and
funding was insufficient at the time so the idea had to be dropped. He hopes to add this item to
the list, although it will not likely be on the top ten list for now. Raaz asked what the threshold is
to hold a referendum. Trueblood reported over $700,000 but that it also depends on the type and
nature of the project. He further reported that the reason that they were able to complete the
Scanlon Gymnasium without a referendum was because council had agreed to $700,000 in GO
bonds and then we borrowed from ourselves from the parkland acquisition fund. There was
fundraising done for the remaining amount. Pacha asked if there were any questions regarding
these staff recommendations. Gustaveson asked since everything except for two items on last
years priority list were funded, should we move everything up by one on the list and add one
more project or do we need to look at a new top ten. Trueblood reminded Commission that
everything that is listed as funded for FY10 is subject to change by Council. Even though it
shows items funded out a few years you still start new every year.
Trueblood discussed a couple of items on the list that are very high priorities. These include the
old park shop at City Park and the pool filter replacement at Mercer. Robinson said that he
recently met with FEMA regarding the park shop and after looking at the deteriorating wall they
seem to be looking favorably at some funding for this project. Trueblood also noted that two
Hickory Hill projects have been combined (bridge and restroom). He reminded Commission that
typically after they approve this list, it is then presented to City Council. Pacha mentioned his
concern of having the Sand Lake Recreation Area listed as #2 feeling that perhaps since we are
actively seeking funding for this project it would be better to list it has our #1 priority. After
discussion it was determined to leave numbers one and two as presented.
Moved by Gustaveson, seconded by Reisetter to accept the capital improvement priority
list as presented by staff. Passed 7 to 0 with one abstention. O'Leary abstaining due to his
involvement with Iowa City Kickers.
GENERAL DISCUSSION OF CELL PHONE TOWERS IN PARKS AND PROCEDUERS
FOR CONSIDERING PROPOSALS:
Gustaveson noted how he usually likes the idea of gaining revenue for the City through means
such as cell phone towers, however, after receiving comments from very passionate community
members who objected to this for Willow Creek Park, he now feels differently. Gustaveson
noted that as a Commission Member he is to be a steward of the city park system and as such,
feels differently about this issue now. Pacha stated that in his opinion there will never be a park
location that people will approve of for placement of a cell tower, and asked members to express
their views on this. O'Leary, Reisetter and Bourgeois all said that they would consider such a
proposal. Loomer said she would not for any amount of money. Gustaveson said he feels after
looking at a few of these and always turning down the proposals, he feels the Commission
Parks and Recreation Commission
November 12, 2008
Page 5 of 7
should just stop considering such proposals. Raaz asked what the current policy addresses.
Trueblood noted that this policy is a list of guidelines that tell what is required to even introduce
such a proposal. Pacha suggested that perhaps there be a subcommittee formed of two or three
Commission Members and staff to draft a detailed policy of what stipulations must be met for the
Commission to even consider a proposal. O'Leary, Loomer and Gustaveson all volunteered to be
on this committee along with Trueblood. It was agreed to wait until after the Sand Lake
fundraising efforts are complete before meeting.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Raaz attended the JCCOG bicycle planning meeting in October which he found very
informative. Raaz also mentioned that he recently looked at the City's website and while he finds
it to be better he was disappointed to not see any mention of the Master Plan but also realizes this
may be because it has not been officially adopted. He also noticed that there was no mention of
the openings for the Parks and Recreation Commission on the Parks and Recreation page.
Trueblood will bring this suggestion up to the appropriate City personnel.
O'Leary announced that after nine years on the Kickers board he will be resigning in February.
He has enjoyed being a part of this board over the years and is pleased with the adult soccer
league that was started during his time on the board.
Bourgeois said that he would like to see more ideas for raising money for the Parks and
Recreation Department such as memory markers on trails, benches etc. Pacha noted that he will
be working on a Foundation brochure listing memorial options.
CHAIRS REPORT:
Pacha announced that Terry Trueblood was awarded the David Clark Distinguished Professional
Award at the recent national conference in Baltimore. This award is given to recognize
professionals who have rendered outstanding service to the recreation, park and conservation
movement. The David E. Clark Award is the highest citation the American Park and Recreation
Society can bestow upon a member. Commission congratulated Trueblood.
Pacha noted that the Commission will discuss the slate of officers for next year at the December
meeting.
Pacha announced that his Parks and Recreation Commission term expires in December of 2008
and that the bylaws of the Parks and Recreation Foundation state that there needs to be three
members on that board from the Commission, he is looking for a Commission member to
volunteer for the Foundation.
Pacha noted that the fundraising is well underway for the Sand Lake Recreation Area project.
Parks and Recreation Commission
November 12, 2008
Page 6 of 7
DIRECTORS REPORT
Trueblood announced that GreenPlay L.L.C. gave their master plan presentation to City Council
on October 20. He felt that it went well after suggestions given to enhance this presentation. He
circulated copies of the handout that was presented to the Council.
Raaz mentioned that a council member had asked how this master plan fits in with the
comprehensive plan. Trueblood noted that Planning staff have been involved from the beginning.
He further noted that the consultant's review of the Neighborhood Open Space Plan is near
completion. He stated that this was handled separate from the entire master plan. With regard to
capital improvement recommendations that are part of the master plan, Trueblood said that
typically GreenPlay does not include projects that are already in the funding cycle, however, it
was determined by Trueblood and the City Manager that these do need to be listed. Consultants
will finalize the Master Plan, print it and send to the Commission for adoption. It will then be
presented to Council for their adoption.
Trueblood and Robinson met with a young man to talk about the possibility of constructing off-
road biking paths in Iowa City. Trueblood explained that this would be an area for mountain
biking and would need to be hilly, preferably heavily wooded and consist of long trails. He
indicated that, from a geographic perspective, the obvious place for such system within the City
would be Hickory Hill Park, but he also indicated that he does not see this as a viable location.
Trueblood invited this person to attend a future Commission meeting and also offered to
schedule a meeting between him and the Friends of Hickory Hill if he would like to do so. Raaz
suggested that perhaps staff should look at some land in the Peninsula Park area, between the
park and the interstate. Trueblood said this area could be very suitable for such a purpose, but
most of the land in the area is private property at this time.
Trueblood announced that at next month's Commission meeting we will be reviewing and
adopting fees and charges for Recreation. He also reminded members that we will have a meal
and snacks at our December meeting.
Trueblood presented Mike Moran his Certificate of Award for 25 years of service with the City
of Iowa City.
ADJOURNMENT
Moved by Raaz, seconded by Reisetter to adiourn at 6:55 p.m. Unanimous.
Parks and Recreation Commission
November 12, 2008
Page 7 of 7
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
YEAR 2008
NAME TERM
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Bour eois 1/1/11 O/E O/E O/E X X X X O/E X O/E X
Craig
Gustaveson 1/1/11 X X OlE X O/E X O/E X O/E O/E X
Margaret
Loomer 1/1/12 X X X X O/E O/E X O/E X X X
Ryan
O'Leary I/1/10 X X X X X X X X X X X
Matt
Pacha 1/1/09 X X X X O/E X X X X X X
Jerry
Raaz 1/1/12 X X X O/E O/E X X X X X X
Phil
Reisetter 1/1/09 X O/E X X X O/E O/E X X X X
John Watson
1/1/11 O/E O/E X X X O/E X X X O/E O/E
John
Westefeld 1/1/10 O/E X X X X X X O/E X O/E X
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
LQ = No meeting due to lack of quorum
5b 7
MINUTES
IOWA CITY BOARD OF ADJUSTMENT
SEPTEMBER 10, 2008 - 5:00 PM
EMMA J. HARVAT HALL
Members Present: Karen Leigh, Caroline Sheerin, Edgar Thornton,
Members Excused: Ned Wood
Staff Present: Sarah Walz, Sarah Holecek
Others Present: Russ Arlen
RECOMMENDATIONS TO CITY COUNCIL:
None.
CALL TO ORDER:
The meeting was called to order by Karen Leigh at 5:08 p.m.
APPROVED
An opening statement was read by the Chair outlining the role and purpose of the Board and the
procedures governing the proceedings.
ROLL CALL: Leigh, Sheerin, and Thornton were present.
CONSIDERATION OF THE AUGUST 13, 2008:
Thornton motioned to accept the August 13, 2008, minutes with a correction noted for the
record. Sheerin seconded. The motion carried 3-0.
SPECIAL EXCEPTIONS:
EXCO8-00015: An application submitted by Harriet Gooding requesting a special
exception to reduce the required front principal building setback from 25 feet to 20 feet for
property located in the RS-5 (Low-Density, Single-Family) zone at 2402 Lakeside Drive.
Walz noted that the Board has some expertise at this point in understanding the criteria required
for a setback reduction and so she hoped to keep her presentation brief. The property in question
is located in the RS-5 zone at the corner of Lakeside Drive and Nevada Avenue. The property is
unique in that it is the one of only two principal structures on this frontage-the other being a
multi-family structure to the east along Lakeside Drive in the RM-44 zone. Walz stated that
there are different standards for setbacks in the RS-5 zone versus the RM-44 zone which governs
the multi-family structure. In the RS-5 zone, the standard principal building setback requirement
is 15 feet; in the RM-44 zone, the requirement is 20 feet. Part of the reason for the different
setback standards is that multi-family buildings are generally larger and taller than single family
structures. In fully developed areas where the established setbacks are substantially different
from the requirement in the code, setback averaging applies. In this case, the multi-family
building is setback 25 feet (five more than is required in the RM-44 zone) and the applicant's
property is setback 27 feet (12 more than is required in the RS-5 zone). The applicant is
requesting that the setback required by setback averaging be waived to allow for the creation of
an open-air porch. Walz noted that the Board had discussed many times the different affect an
open air porch would have on the feel of separation and privacy than that of an enclosed
structure. The resulting structure would be setback five feet further than what is required in the
RS-5 zone, and the multi-family structure down the street would still be set back five feet further
than the applicant's home. For this reason, Staff believes the request meets the intent of the set
back standard and recommends approval of the applicant's request.
Sheerin asked if setback averaging is always used in developed areas. Walz replied that if more
than 50% of the lots are developed and the established setbacks are more than 5 feet further from
the property line than required, then setback averaging is applied. Walz noted that it is
somewhat unusual in this case as there are only two buildings along the frontage, and only one of
them (the applicant's) is asingle-family residence. The application does not conflict with
current zoning requirements because even with the special exception granted, the building will
be setback further than what is required in its zone and will reflect the five foot difference in
setback from the multi-family structure that is indicated in the current zoning requirement.
There were no further questions for Staff, and Leigh invited anyone wishing to speak in favor of
the application to come forward.
Russ Arlen of Chelsea Homes Remodeling, Box 212, Cascade, Iowa, appeared on behalf of
Harriet Gooding. He gave no statement, and there were no questions for him from the Board.
Leigh invited anyone wishing to oppose the application to speak. No one came forward.
Leigh closed the public hearing.
Thornton made a motion to accept application EXC08-00015, an application to reduce the front
principal building setback from 25 feet to 20 feet to allow the construction of a front porch for
the property located at 2402 Lakeside Drive in the RS-5 zone, subject to the porch being
constructed and maintained as an open-air front porch.
Sheerin seconded.
Sheerin presented the specific approval criteria for adjustments to the principal building
setback requirements (14-2A-4B-5):
1. The situation is peculiar to the property.
There are only two principal structures located on the frontage and the buildings are in
two different zones: the subject property is in the RS-5 and the other is in RM-44. The
properties are separated by a distance of more than 100 feet. The other structure is a
multi-family structure set back 25 feet.
2. There is a practical difficulty complying with the setback requirements.
The parcel is of a shallow depth, and there is little private, open-space in the rear yard.
There is a driveway entrance and a garage in the side yard which makes expansion into
the side yard impractical.
3. Granting the special exception will not be contrary to the purpose of the setback
regulations.
Because the reduction is for the street-side setback and because the resulting setback will
be 20 feet (five feet more than the RS-5 requirement), it will not reduce the space for
light, air, fire-protection or access along Lakeside Drive. Because the reduction will
allow for an open-air porch, not an enclosed addition, the reduction will not have an
effect on the sense of separation for light and air. The proposed setback reduction does
not encroach on properties on either side; it remains five feet more than is required in the
zone, and is separated from neighboring properties across the street by the 66-foot
Lakeside Drive right-of--way, and so privacy between buildings will be maintained. The
only other residence on the frontage is the multi-family structure more than 100 feet to
the east, which is turned at an angle, away from the street.
4. Any potential negative effects resulting from the setback exception are mitigated to
the extent practical.
Because the request is to reduce the setback to allow for an open-air porch, the structure
will be less intrusive than an enclosed one might be, and will give greater separation for
light and air. The current side setbacks will not be altered in any way.
Sheerin addressed the General Standards (14-4B-3), Special Exception Review
Requirements.
1. The specific proposed exception will not be detrimental to or endanger the public
health, safety, comfort or general welfare.
The setback remains five feet deeper than is required in an RS-5 zone, and will not
intrude upon the right-of--way, reduce visibility, or access to police and fire protection.
2. The specific proposed exception will not be injurious to the use and enjoyment of
other property in the immediate vicinity and will not substantially diminish or
impair property values in the neighborhood.
The 20-foot setback will maintain adequate separation between the property and the
street, and will enhance the appearance of the property and potentially encourage other
improvements or reinvestments in the neighborhood.
3. Establishment of the specific proposed exception will not impede the normal and
orderly development and improvement of the surrounding property for uses
permitted in the zone in which such property is located.
The area is already fully developed.
4. Adequate utilities, access roads, drainage and/or necessary facilities have been or
are being provided.
Sheerin noted that there adequate utilities, access roads and drainage for the subject
property are already in place.
5. Adequate measures have been or will be taken to provide ingress or egress designed
so as to minimize traffic congestion on public streets.
Sheerin said that there will be no effect because the reduction will maintain a setback of
20 feet.
6. Except for the specific regulations and standards applicable to the exception being
considered, the specific proposed exception, in all other respects, conforms to the
applicable regulations or standards of the zone on which it is to be located.
Sheerin said that the existing house and proposed porch appear to meet all other zoning
requirements.
7. The proposed use will be consistent with the Comprehensive Plan, as amended.
The use is consistent with the Comprehensive Plan because it encourages reinvestment in
existing neighborhoods.
Thornton said the application seems to be a fairly straight-forward improvement to the property
and the neighborhood. He said it looks like it meets the provisions of the regulation, and he
would be voting for it.
Leigh said she too believed the issues had been well-covered.
Leigh called for a vote.
The motion carried 3-0 (Wood absent).
Leigh declared the motion approved and stated that anyone wishing to appeal this decision to a
court of record may do so within thirty days of the decision being filed with the City Clerk's
Office.
OTHER:
Discussion of the Central District Plan:
Walz distributed copies of the Central District Plan to the Board, stating the she wished to
discuss it briefly as it was part of the Comprehensive Plan, which is frequently referred to in
Board meetings. Walz noted that Iowa City is split into several planning districts. The Central
District is the area surrounding downtown, consisting of most of Iowa City's older
neighborhoods. She said that it is an unusual planning district to plan for because it is already
fully developed. In most of the other districts, a lot of open, undeveloped space is being planned
for. This plan looks at the future of an already-fully developed area. The plan that was put
together was the result of meetings with the public and several focus groups over the course of
12 months. Topics ranged from housing and quality of life issues, transportation and parking
issues, and business and commercial issues. Input was taken from residents and business and
property owners on what they like about the district, what problems they have with it, and what
they wished to see for the future of the district. The plan is divided into topic sections, each
beginning with a bit of historical background and ending with a set of goals and objectives drawn
from discussions with the public. Walz said that there is a lot in the plan regarding historic
preservation, achieving a better balance between single-family owner-occupied properties and
rental property, and a lot concerning the improvement of rental property. Students who attended
the meetings cited the need for better lighting on the streets and a greater amount of both public
and private open spaces in high-density living areas. Walz said she felt the most interesting area
of the district from a planning perspective was the South Gilbert Street business area, which was
affected by the recent floods and has the most potential for redevelopment. The area is seen as a
real opportunity for neighborhoods built around rail connectivity and for new open spaces.
Walz said that the plan would be reviewed by the Planning and Zoning Commission, and, if
approved, forwarded on to the City Council. Walz said that she encouraged the Board to look at
it if only to be informed, and said that she welcomed their comments and questions.
Thornton asked if there was anything in the plan that would drive an increase in applications for
special exceptions. Walz said that she did not believe so. She said that there is a heavy
emphasis on historic preservation, and so they might refer to the plan when requests for setback
reductions to allow home additions or other issues related to neighborhoods.
Thornton asked if there had been school district input on the plan. Walz said she was not sure,
though school administrators were aware of the plan. The only area of the plan where school-
related issues were directly addressed concerned safe routes to and from school addressed in the
transportation section.
BOARD OF ADJUSTMENT INFORMATION:
None.
ADJOURNMENT:
Thornton motioned to adjourn the meeting. Sheerin seconded.
The motion to adjourn carried on a 3-0 vote. The meeting was adjourned at 5:40 p.m
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5b 8
MINUTES
Iowa City Airport Commission
November 13, 2008
Iowa City Airport Terminal - 5:45 PM
FINAL
Members Present: Greg Farris, Howard Horan, Randy Hartwig, Janelle Rettig, John
Staley (arrived late)
Staff Present: Sue Dulek, Michael Tharp
Others Present: David Hughes, Dave Larson, Jay Honeck, Peggy Slaughter, John
Dane, Toby Myers, Randy Miller, Carl Richey, Phillip Woolford
RECOMMENDATIONS TO COUNCIL: Consider an increase Airport Operations
Specialist position from .6FTE to .75FTE
DETERMINE QUORUM:
The meeting was called to order at 5:48 P.M.
APPROVAL OF MINUTES FROM THE OCTOBER 9 AND OCTOBER 30, 2008
MEETINGS:
Farris asked if there were any comments regarding the minutes. Hartwig moved to
accept the October 9 and October 30, 2008 minutes as presented; seconded by
Farris. Carried 3-0. (Rettig abstaining; Staley absent)
PUBLIC DISCUSSION:
John Dane spoke to the Commission. He talked about the improvements, such as the
runway extension and the Willow Creek changes. He added that this area has grown into
brush, and he suggested that something be done with this area before it gets out of hand.
(Staley arrives)
ITEMS FOR DISCUSSION/ACTION:
a. Aviation Commerce Park -Peggy Slaughter addressed the Commission. She
stated that the person interested in the ground purchase does have an appraisal
done now, and has started negotiations with this. She added that it looks like
7 acres, instead of 5, is being negotiated. Slaughter stated that this party
hopes to complete a deal within a year's time. She added that in December
the Commission would need to talk about the renewal of the broker's
agreement as it expires the 31St
Iowa City Airport Commission
November 13, 2008
Page 2 of 7
b. Dane/Carson Land Sale Request -Tharp stated that everyone should have a
copy of the email on this issue -stating that the FAA will not release this land
for sale as the land is within the building restriction line, which currently runs
about halfway through this property. Tharp added that the new FAA rules
cover this. He stated that a lease deal could probably be worked out, pending
restrictions of building heights, etc. The ultimate control and authority would
thus remain with the Airport.
The Members began a discussion regarding this issue. Horan stated that he is
open to a lease with Mr. Dane on this. Dane gave some background on this
piece of property to those present. He stated that he would be willing to work
out a lease, as well. Members discussed the possible term length, with Tharp
laying out several options. Tharp will come up with a possible lease, get the
FAA's comments, and will then bring it back to the Members for review.
c. University of Iowa Aircare Facility - (Staley recused himself due to a
conflict) Slaughter stated that they are attempting to get a meeting set up with
the University for this. Horan stated that they had a good meeting. Staley,
speaking on behalf of the University, added that the U of I pilots have checked
out this area. He stated that the area they are interested in was not flooded,
but to the west of it there was flooding. He added that they would probably
want to elevate the land there. Rettig asked what the Airport would have to do
on its side if this project goes through, such as access gates. Tharp stated that
they would potentially want to rebuild the taxiway in this area, but other than
that, there is not much the Airport would need to do.
d. Airport Safety -Traffic Pattern Operations -Tharp stated that they have
received about 16 comments. He added that there are 7 in support, 3 in the
negative, and 6 are neutral. Tharp responded to Members' questions
regarding this issue. He talked about putting a segmented circle around the
current wooden airplane system, which would make the segmented circle
semi-centralized so that anyone flying overhead could see it. There would
also be a supplemental windsock at the end of 30. Rettig noted that they
should then expand the apron in this area. Hartwig noted that everyone is
stressing a concerted education of this should they make changes.
e. FAA/IDOT Projects -AECOM -David Hughes
i. Runway 7/25 -Hughes noted that they still have some minor
punchlist items to complete, such as possibly adding reflectors.
They are working with the contractor in completing closeout
documentation for the project. He talked about some of the FAA
changes that are coming, adding that he will share these as they
come about.
ii. South Aviation Development Study -Hughes noted that they are
moving forward on finalizing the document on this. They hope to
Iowa City Airport Commission
October 30, 2008
Page 3 of 7
have this sent off to the FAA in December as their final document.
Dulek asked when they might expect this back, and Hughes stated
with the holidays it might be the end of January.
iii. South Taxilane Rehab -Drains are in place, and Hughes added
that everyone is happy with this. He added that they need to have
the acceptance form done now.
1. Consider a Resolution Accepting South Taxilane Rehab
as Complete -Rettig moved to consider Resolution A08-
32, accepting the South Taxilane Rehab as complete;
seconded by Horan. Carried 5-0.
iv. 2008 Pavement Rehab (North Taxilanes) -Hughes stated that this
was finished up at the end of last week. He added that they ran
into a few problems right at the end, but were only delayed a day
or so. They should have this project ready for acceptance at the
December meeting.
v. Jet A Fuel System / AvGas Upgrade -Hughes stated that they took
the initiative to complete this, and that it is also ready for the
Commission's acceptance.
1. Consider a Resolution Accepting Jet A Fuel System /
AvGas Upgrade as Complete -Horan moved to consider
Resolution A08-33, accepting the Jet A Fuel System /
AvGas upgrade as complete; seconded by Staley.
Carried 5-0.
vi. Obstruction Mitigation -Hughes stated that the United hangar is
done. He stated that it looks nice out there now with the trees
removed. MidAmerican has removed their poles now, so
everything is moving along. Horan asked some general questions
about the runway lights, and Hughes responded.
vii. Building H - University of Iowa Hangar Expansion -Carl Richey
stated that they are running into some storage problems since
they've had to remove things they had stored at the University. He
added that anything that can be done to expedite this expansion
would be greatly appreciated. Farris added that they had said they
would re-bid this the first of the year and go from there. He said
that once they do this, they could then move forward with a spring
start date. Members briefly discussed what the original bid was
and how they decided to handle this. Richey stated that they
received a temporary building, to replace the PODS, and that he
has talked with Tharp regarding what they would need to do to get
FAA approval for this temporary building. Dulek noted several
items that the Commission might want to consider in granting a
lease for this temporary building. Tharp stated that he would have
something prepared for next month's meeting.
Iowa City Airport Commission
October 30, 2008
Page 4 of 7
viii. Corporate Hangar L -Farris noted that the issue here is the grant
money is for FY2010, and the local match of $500,000 is for
FY2011. He stated that he met with the Finance and City
Manager's offices last week to see if there is a possibility of
moving the money from 2011 to 2010, so the Airport could
proceed with the project. He added that this was seen as not being
a possibility. Farris stated that he also met with Tharp and Hughes
to discuss possibilities of using the grant money on other projects.
He stated that they are considering returning the grant for the FY10
building cycle, and then reapplying for the FY11 grant. Members
discussed what their choices are and how they might approach this.
Rettig noted that perhaps they should look at building a smaller
building or doing something different. Farris noted that the reason
they received the grant was the local match, which won't be
available until 2011. Rettig then asked about the possibility of
Landfill funds being used fora "bridge" loan.
Members continued to discuss what they might be able to do with
the grant money, versus returning it and reapplying later. Rettig
again suggested that they look at building something smaller, such
as Horan's equipment building idea. Staley agreed that he would
also like to find a way to use the grant money. The discussion
continued, with Members stating their desire to find a way to use
this grant money. Tharp suggested that if they don't have a
concept by mid-year, they should probably return the grant. The
discussion turned to needing to know exactly what they can get for
a match, dollar-wise, so that they can decide what they want to
plan for.
ix. FY2010 Federal Airport Improvement Program Application -
Hughes stated that the AIP has to be submitted by December 12tH
to the State, and then it goes to the FAA. Farris asked if there were
any big changes, and Hughes stated there were not. Horan asked
about timeframes, and Hughes stated that they have to be ready for
bids the end of March, which would mean construction could end
approximately the first of August. During the time that the
intersection work is done, Hughes stated that the airfield would
most likely be closed. Rettig asked how long this might last.
Hughes stated that they would have several alternatives, but that
two weeks could be a very real possibility for the intersection to be
closed. Members briefly discussed how they would handle a
closure such as this. Horan talked about having an expedited
construction schedule on this project.
f. Airport "Operations"; Strategic Plan-Implementation; Budget; Management -
Farris noted that he added the one item to the agenda on increasing the
Iowa City Airport Commission
October 30, 2008
Page 5 of 7
Operations Specialist's hours from .6 to .75 FTE. He stated that he brought
this up to see if the Members would be open to changing this now, as Jerry
will be retiring at the end of the month, and more tasks will fall on Tharp.
Horan asked if Jerry's position is going to be filled. Farris noted that that is
something they need to discuss. It was noted that the position would start at
Step 1, and that Jerry is at Step 6 as he retires. The discussion continued with
Members reviewing the current set up and what they might want to go to in
the future. The discussion then turned to how they plan to handle this
season's snowplowing, and the use of temporary employees. It was suggested
that they check into the Streets department helping with this. Rettig noted that
she agrees that the Operations Specialist should go to .75. She asked how
long they have known of Jerry's leaving, and questioned why they hadn't
planned for his departure better. Farris stated that they can do that, and it was
suggested they get a job description written up on what Jerry does. Hartwig
suggested they check with the FBO and get their input, as well. Farris noted
that they need to look at all of the maintenance tasks that Jerry performs.
i. Change the Operations Specialist position from .6 FTE to .75 FTE
-Rettig moved to recommend changing the Operations
Specialist position from .6 FTE to .75 FTE, making the position
exempt, effective first pay period after Council approval;
seconded by Horan. Carried 5-0.
The discussion then turned back to what the Members want to do about
Jerry's position. Rettig added that she believes they need to look at immediate
needs, such as snow removal, and then decide what they want to do. Farris
agreed, stating that they need to check several possible avenues, such as what
kind of help JetAir can offer. There will be an agenda item on this issue for
the next meeting.
The discussion then turned to the budget. Rettig asked about the carry-over
from last fiscal year for contracted improvements. Tharp stated that he would
check with Accounting on this.
g. Engineering Consultant Selection -Tharp stated that they had six submittals.
The subcommittee met and selected their top three picks - AECOM, McClure
Engineering, and Foth. Tharp continued, stating that now they need to have
the three consultants do final presentations before the Commission and have
the Commission select the finalist. Rettig noted that she was contacted by one
of the applicants, and that she forwarded the email to Dulek. She added that
she turned down the opportunity to meet with them. Staley noted that he was
also contacted. He stated that he believes that if he met with one he would
have to meet with all of the applicants, so he declined. Presentations will take
place at the November 20 meeting.
Iowa City Airport Commission
October 30, 2008
Page 6 of 7
h. FBO Staff Report -Phillip Woolford stated that they have seen an increase in
heavier airplanes now that the runway is open. This has led to an increase in
fuel sales. It was noted that a 19-passenger jet is expected tomorrow. Toby
Myers was introduced to the Commission. He is in charge of the air medical
operations.
i. Subcommittees' Reports -Farris noted that the concrete has been laid in the
viewing area. Hartwig stated that he has people working on estimates for the
viewing structure. Farris also noted that the Friends of Iowa City Airport has
some funds to donate.
j. Commission Members' Reports -Horan stated that he took a plane ride
earlier this week, and he noted that a fire truck with an extension ladder was
out doing practices and that maybe they should have had a flag on the ladder.
He also noted that he attended the ITC open house today. Rettig noted that
she is glad the elections are over. Hartwig stated that at the ribbon cutting he
felt they slighted a couple of people -Hughes' company and also Jet Air, for
their patience in all the changes. Staley complimented Horan for the displays
that he put up the day of the ribbon cutting.
k. Staff Report -Tharp noted the addition of bright blue reflectors on the new
runway, stating that he would like to replace the old ones around the Airport.
He stated that they might be able to tie this in with the other grant. This will
be about a $2,000 project, according to Tharp. Rettig brought up the signs
that need to be replaced on the runway, adding that they could tie this in with
the reflector project.
SET NEXT REGULAR MEETING FOR: December 11, 2008 at 5:45 P.M. Reminder
that there is a special meeting on November 20, 2008.
ADJOURN: Rettig moved to adjourn the meeting at 8:06 P.M., seconded by Horan.
Carried 5-0.
CHAIRPERSON
DATE
Iowa City Airport Commission
November 13, 2008
Page 7 of 7
Airport Commission
ATTENDANCE RECORD
YEAR 2008
Meetin Dates
NAME TERM
EXP. 1/10 2/14 3/6 3/13 4/10 4/28 5/8 5/22 6/9 6/13 7/10 7/24
Randy Hartwig 3/1/09 X X X X X X X X O/E X X Meeting
cancelled
Greg Farris 3/1/13 X X X X X X X X X X X Meeting
cancelled
John Staley 3/1/10 X X X X X X X O/E O/E X X Meeting
cancelled
Howard Horan 3/1/14 X X --- X X X X X X X X Meeting
cancelled
Janelle Rettig 3/1/12 X X X X X X X O/E X X X Meeting
cancelled
(CONT.)
TERM.
EXP. 8/14 9/11 10/1 10/9 10/30 11/13 11/20 12/11
Randy Hartwig 3/1/09 X X X X X X
Greg Farris 3/1/13 O/E X X X X X
John Staley 3/1/10 X X X X X X
Howard Horan 3/1/14 X X X X O/E X
Janelle Rettig 3/1/12 X X X O/E X X
KEY: X =Present
O =Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
5b 9
MINUTES
Iowa City Airport Commission
November 20, 2008
Iowa City Airport Terminal - 5:45 PM
FINAL
Members Present: Greg Farris; Randy Hartwig; Janelle Rettig; John Staley, Howard
Horan
Members Absent:
Staff Present: Michael Tharp, Sue Dulek
Others Present: Phillip Woolford, David Hughes, Steve Eaton, Terry Lutz, Adam
Bohr, Derick Anderson, Brian Crawford, Doug Adamson, David
Kapler, Adam Wilhelm
DETERMINE QUORUM:
The meeting was called to order at 5:50 P.M. by Chairperson Farris.
ITEMS FOR DISCUSSION/ACTION:
1. Engineering Selection -Finalist Presentations and Selection -Finalist firms
gave presentations to commission. Commission members asked questions
specific to each firms' presentation and firms responded. Following the
presentations commissioners discussed the agreement. Rettig asked about
shortening the agreement and stated she had concerned with switching
firms now in the middle of the rehab project, but in 2 years when that project
was done and before the beginning of the parallel taxiway was a different
matter. Members discussed how much information was publicly available,
versus how much might have been proprietary to the incumbent firm.
Members discussed the need for consistency regarding the engineering
firm in lieu of full-time staff. Rettig expressed a positive feeling with Foth
regarding their work with other city traffic as well as work at the Eastern
Iowa Airport in relation to the corridor partnership. Horan expressed
positive views of the landscaping portion of the presentation. He also
expressed that there is probably a good portion of uncharged work
performed by AECOM and gave an example of drawing some potential
helicopter areas. Horan moved to award the 5'y roved 5 0 Bering
services contract to AECOM, seconded by Staley, App
2. Airport Maintenance/Snow Removal -Farris related that he and Tharp had
discussed with Jerry, and Jet Air to get something coordinated for the winter
operations. He and Tharp reviewed the personnel costs for the last few
winters and that they had developed a skeleton agreement. Horan asked
Iowa City Airport Commission
November 20, 2008
Page2of3
about Jet Air's motivation to want all the maintenance responsibility.
Woolford responded in terms of activity, as well as the joint benefit of
providing the services. Rettig expressed concern with the possibility of
negotiating a cleaning contract with Jet Air for janitorial services, and that
she's comfortable with doing something short term to have an agreement
ready for the next commission meeting. Horan moved to authorize the
chair to sign a contract with Jet Air for snow removal services through
December 31St for $4000, seconded by Rettig. Motion Approved 5-0.
Commissioners directed Farris and Woolford to work on a long term
agreement for the December meeting.
ADJOURN:
Meeting adjourned at 9:38 P.M.
CHAIRPERSON DATE
Iowa City Airport Commission
November 20, 2008
Page 3 of 3
Airport Commission
ATTENDANCE RECORD
YEAR 2008
NAME
Randy Hartwig
TERM
EXP.
3/1/09
1/10
X
2/14
X
3/6
X Meeti
3/13
X n llates
4/10
X
4/28
X
5/8
X
5/22
X
6/9
O/E
6/13
X
7/10
X
7/24
Mncelled
X X X X Meeting
Greg Farris 3/1/13 X X X X X X X cancelled
O/E X X Meeting
John Staley
Howard Horan
Janelle Rettig 3/1/10
3/1/14
3/1/12 X
X
X X
X
X X
---
X X
X
X X
X
X X
X
X X
X
X O/E
X
O/E
X
X
X
X
X
X cancelled
Meeting
cancelled
Mn ellled
(CONT.)
TERM.
EXP. 8/14 9/11 10/1 10/9 10/30 11/13 11/20
Randy Hartwig 3/1/09 X X X X X X X
Greg Farris 3/1/13 O/E X X X X X X
John Staley 3/1/10 X X X X X X X
Howard Horan 3/1/14 X X X X O/E X X
Janelle Rettig 3/1/12 X X X O/E X X X
may; X =Present
O =Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member