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HomeMy WebLinkAbout2018-09-06 Info Packet ==_ ICity Council Information Packet ""`-�-- September 6, 2018 CITY OF IOWA CITY www.icgov.org IP1 Council Tentative Meeting Schedule Miscellaneous IP2 Email from City Manager Response to Questions on 101 Lusk IP3 Invitation from UI Student Government Liaison: Joint Session Invite— September 11 IP4 Invitation from Johnson County Affordable Housing Coalition: Annual Meeting — September 28 Draft Minutes IP5 Historic Preservation Commission: August 23 IP6 Planning and Zoning Commission: August 16 IP7 Public Art Advisory Committee: August 2 u� City Council Tentative Meeting Schedule IP1 1`w®Birks Subject to change ahrissicair CITYIOWA CITY September 6,2018 Date Time Meeting Location Tuesday,September 18, 2018 5:00 PM Work Session-Joint Mtg.- Emma J. Harvat Hall Johnson County Bd.of Supervisors 7:00 PM Formal Meeting Emma J. Harvat Hall Tuesday, October 2,2018 5:00 PM Work Session Emma J. Harvat Hall 7:00 PM Formal Meeting Monday,October 15, 2018 4:00 PM Reception Emma J. Harvat Hall 4:30 PM Joint Entities Meeting Tuesday,October 16,2018 5:00 PM Work Session Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, November 6,2018 5:00 PM Work Session Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, November 20,2018 5:00 PM Work Session Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, December 4,2018 5:00 PM Work Session Emma J. Harvat Hall 7:00 PM Formal Meeting Tuesday, December 18, 2018 5:00 PM Work Session Emma J. Harvat Hall 7:00 PM Formal Meeting Kellie Fruehling From: Geoff Fruin Sent: Thursday, September 06,2018 11:01 AM To: Gerard and Carolyn Rushton; Bill Ackerman; Brad Erickson; Craig Syrop; Dennis Befeler; Dina Janzen; Donald Black;James Larew;Jiyun Park;Joanne Madsen;Joshua Koza; Karin Southard; Kasey Befeler; Katherine Moyers; Kathleen Kamerick; Koza,Trish; Lenny Burkart; Monica Dreyer; Nora Steinbrech; Rebecca Porter; Robin Torner; Sally Staley; Sonia Ettinger,Tom Cilek; Nathan Kramer Cc: Council Subject: Response to Questions on 101 Lusk Manville Heights Neighbors: Thank you for contacting the City to discuss concerns about the home at 101 Lusk Avenue. The home is still under construction and has not yet met the requirements to receive a certificate of occupancy. While the home is under construction our staff will continue to complete required inspections and look into concerns raised by the neighborhood. We do appreciate you notifying us of your ongoing concerns.Staff from multiple departments have visited the property in recent days to look into your concerns and this email aims to respond to the various inquiries we have received from the neighborhood. Paving: We have confirmed that the front and side yard paving are in compliance with our existing standards. The front yard can have no more than 50%paved and this standard has been met. There is no set paving coverage standard for side yards except that driveway paving cannot drain to a neighboring property.This standard has also been met. The paving in the rear yard is not in compliance and must be modified prior to achieving a certificate of occupancy. The current amount of paving in the rear yard is beyond what the approved building plans permitted. At the time the building plans were approved,the City had not yet adopted the new open space requirement that states"On lots that contain detached single family uses, a minimum of five hundred(500)square feet of usable open space shall be provided, located in the rear yard with no dimension less than twenty feet(20')." In order to come into compliance and receive a certificate of occupancy there are two options available to the owner. They can either remove the paving that exceeds the amount as indicated in the approved building plan or they can remove enough paving to meet the new 500 SF open space standard.As with any project,the City would prefer that the owner meet the most recent code standard. The City discussed this option with the contractor and it is our understanding that they will remove pavement to achieve the 500 SF of open space. Sidewalk: Staff has verified there was previously sidewalk in the front of the home. In this situation the City requires sidewalk to be replaced if one existed previously. Before the issuance of a certificate of occupancy,the contractor must install a sidewalk in the front yard to the point where the street pavement ends. Public sidewalk in the right-of-way is not part of the front yard paving calculation. Storm water: The general location of the property is at a low point in the neighborhood and storm water from numerous surrounding properties and public ways is designed to travel down Lusk into the right-of-way to the south. The property in question has not altered the larger pattern of neighborhood drainage flows.That said we are monitoring the erosion control practices on the property itself as well as the outflows directly from the property and will continue to do so during the construction 1 project. Prior to getting a certificate of occupancy,the contractor will be required to make street repairs on Lusk. After those repairs are made we will again review the drainage flows of the larger geographic area to ensure they have not been altered by the construction of the home. Fire Hydrant: The Fire Department has verified that the location of the fire hydrant is in an acceptable location and will meet their needs in case of a fire emergency. The location of the hydrant at the end of the water main is also preferred by our Water Division. The location at the end of a main is ideal for flushing water mains,which is a practice that helps maintain a high level of water quality. Once again, thank you for sharing your concerns. Staff will continue to monitor the construction project and ensure the property is compliant with all City requirements prior to the issuance of a certificate of occupancy. Sincerely, Geoff Fruin CITY OF IOWA CITY Geoff Fruin UNESCO CITY OF LITERATURE City Manager wwW ICGOV.ORG p: 319-356 5013 ir, 0 410 E Washington St 0 Iowa City, IA 52240 2 i•-s.- : IP3 Kellie Fruehling From: Stewart, Gustave <gustave-stewart@uiowa.edu> Sent: Wednesday, September 05, 2018 3:19 PM To: Council Cc: Wu, Austin A Y; Gronski, Connor Subject: Joint Session Invite Dear Mayor and City Council, We would like to invite you to the joint session between UISG and GPSG, which will take place Tuesday, September 11th at 6 pm in the Senate Chambers of the Old Capitol building. This session allows for both organization to come together and vote on goals for the university and community. Joining us will be member of the university administration, members of the Board of Regents, and several other community partners. If you plan on attending, please RSVP to me (gustave-stewart@uiowa.edu) and Connor Gronski (connor- gronski@uiowa.edu) who is cc'd in the email. In addition, the Board of Regents meeting will take place Wednesday, September 12th and Thursday, September 13th. If you are interested, you can check out details and the agenda here: http://www.iowaregents.edu/meetings/upcoming-meetings-and-agendas. Let me know if you have any questions. Best, Gustave Stewart (he/him/his) Political Science& Economics I University of Iowa '19 City Liaison I UI Student Government gustave-stewart@uiowa.edu 1 s•-ø.- 1P4 Kellie Fruehling From: Johnson County Affordable Housing Coalition <jcaffordablehousing=gmail.com@mai1229.at1121.mcsv.net> on behalf of Johnson County Affordable Housing Coalition <jcaffordablehousing@gmail.com> Sent: Wednesday, September 05, 2018 2:28 PM To: Council Subject: You're invited! Review where we've been &where we're going at our annual meeting View this email in your browser • I VP Anc !I JOHNSON COUNTY AFFORDABLE HOUSING COALITION • al FRIDAY September 4:00 pm Reception 4:30-5:30 pm Meeting HOSTED BY -' Urban Acres ' 1 ; 250 Holiday Road, Coralville URBAN ACRES real estate -- ._._lit,.-.�.__a......s.• Mark your calendars for Friday, September 28. Wrap up your week with a reception (food and drinks provided!) and our annual meeting. We'll discuss what our progress has been in the last year, and where we're going next. RSVPs are encouraged but not required. You may reply to this email to RSVP. Thank you to our event sponsor Urban Acres. © 0 0 Copyright©2018 Johnson County Affordable Housing Coalition, All rights reserved. You are receiving this email because you signed up at an event or meeting. Our mailing address is: Johnson County Affordable Housing Coalition 308 E. Burlington St. PMB 121 Iowa City, IA 52240 Add us to your address book Want to change how you receive these emails? You can update your preferences or unsubscribe from this list. 2 MINUTES PRELIMINARY HISTORIC PRESERVATION COMMISSION HELLING CONFERENCE ROOM AUGUST 23, 2018 MEMBERS PRESENT: Thomas Agran, Kevin Boyd, Zach Builta, Sharon DeGraw, G. T. Karr, Cecile Kuenzli, Quentin Pitzen, Lee Shope MEMBERS ABSENT: Helen Burford, Gosia Clore STAFF PRESENT: Jessica Bristow OTHERS PRESENT: RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) CALL TO ORDER: Chairperson Boyd called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. CERTIFICATE OF APPROPRIATENESS: 115 South Dubuque Street- Franklin Printing House. Bristow said this building is both listed on the National Register of Historic Places and a local landmark. She showed where it is located in the downtown area. Bristow showed a corner shot of the building. She said it is a pre-Civil War Building, built in 1856. Bristow said the site inventory form discusses its Victorian/Renaissance style. She said there is a metal cornice, and there are metal hoods and little brackets above the windows. Bristow said there are even metal sills on the windows. Bristow said that back in 1984, the storefront was rehabilitated. She said that some cast iron storefront was uncovered. Bristow said that this does not feel like any of it is cast iron, but the owners apparently at least took cues from that cast iron storefront when they did the work. She said that some of the detail on the pillars probably mimics what was there on the cast iron storefront. Bristow said the project is to add a sign. She said that the vinyl lettering on the window does not really count as a sign, unless the owner were to block a certain square footage of the glass. Bristow said the owner wants to have a projecting and illuminated sign to help draw in the public. She said the guidelines do not really talk about signs at all, so both are referred to the Secretary of the Interior Standards, which discusses maintaining historic signs, new signs on historic buildings, the placement and where signs would be historically, taking cues from the building for the design, and not damaging the building when the sign is installed. Bristow stated that the Downtown District created its own storefront and signage guidelines. She said that because preservation practices were taken into consideration to develop those, staff has looked at those as well. HISTORIC PRESERVATION COMMISSION August 23, 2018 Page 2 of 4 Bristow said staff sent the guidelines, as shown in the packet, to the signage designers, who came back with a second version of a design. She said the previous design was very modern, but the new one has a frame element to it. Bristow said it is painted on, but the black portion around frames out the sign itself. She said this is different from the company's other signs in that it takes cues from the building. Bristow said that because this storefront really frames the opening with the plasters and the sign board, it is really all about framing. She said that adding a frame element to the sign does speak a little to the architecture itself. Bristow discussed the size that the sign would be and the location. She said that it needs to be eight feet off the pavement, and that is met here. Bristow showed some photographs of some other downtown signs. She said that it was originally recommended to put the sign in the sign band on the building. Bristow said the letters would end up very square, instead of linear and thin, so it didn't really fit proportionally within the sign band. Bristow showed some other downtown signs that are very creative and reflect the type of business. She showed the signs at Dumpling Darling, Daydream Comics, Prairie Lights Bookstore, Moonrakers, the Rise, Moss, Ginsburgs, and Pancheros. Bristow said the downtown is really going toward having these projecting signs. She said it was seen historically as well, and it catches the pedestrian traffic. Bristow said this really fits with what is going on downtown and said it is not out of scale. Bristow stated that the only thing that came close to being objectionable with the building officials was that signs are not allowed to be just a plastic box with letters painted on it that the whole box is illuminated. She said that by covering the whole surface with the metal and cutting out the letters, it is a step away.from that. Bristow said they are therefore following the guidelines. Bristow said, given the fact the owner is putting the sign in a recommended location and it meets the guidelines for size and location and an effort was made to look at the building a little more, staff recommends approval. Kuenzli asked if the Dumpling Darling projecting sign is also electrified. Agran said that it is. Kuenzli asked if all of that wiring would also be on the new sign. Bristow responded that it may be possible for them to go through from the inside for the wiring on this one. She said that what is there for the pillars does not seem original, and she guessed that it is not backed up with brick. Kuenzli asked if electrified signs are being encouraged, as none of the others seem to be. Bristow said she believes it is something that has been okayed. Pitzen asked if it wouldn't be dependent on the business hours. Bristow said that the representative of the store told her that for their business, it is really mandatory that they have an illuminated sign. Kuenzli asked if anyone else finds a lit sign to be objectionable. Agran said that he works for the Downtown District, and although he is not speaking for them, he does have some perspective. He said the perspective is that if a business is not illuminated - if the store windows are not left on or the sign is not illuminated -the impression on people walking by drops precipitously. Agran said that if one looks at the health of downtown and preserving downtown as a retail environment, illuminated signs are something that the Downtown District advocates for. HISTORIC PRESERVATION COMMISSION August 23, 2018 Page 3 of 4 Karr asked if there is actually a code enforcement regarding signs through the Building Department. Bristow answered that there is a square footage limit. Karr asked for clarification regarding the plastic part. Agran said that if one thinks of an older sign where the plastic is clear and the letters are vinyl, essentially backlit, that is the kind of sign that is not allowed. Karr said he gets the lighting motivation, but was unsure about the plastic. Agran said he believes it is about the quality of the light. He said it has to do with how much ambient light is moving through it and how generic the sign is. Karr asked if the overall intent is for the sign to be seen and look decent. Agran said that all of it is to encourage higher quality and more innovative signage. Bristow said on the round shape, it is only the letters that will glow, because it is actually a metal that is covering the face. She said that the gray and the black is metal, with the letters cut out of it. She said that it would only be the letters that would have the glow. Bristow said that the lights above the sign band are actually just part of the building. Boyd said that the preservation brief says that they kind of default to local ordinances and local things. He said that his take on it is that the default would be the Downtown District Guidelines. MOTION: Agran moved to approve a certificate of appropriateness for the project at 115 South Dubuque Street as presented in the application. Shope seconded the motion. Shope said this is a low-key sign. He said it isn't ostentatious or out of place. Shope said he does not object to the lighting the way it is done. DeGraw said she believes it fits the guideline criteria. The motion carried on a vote of 8-0 (Burford and Clore absent). MINUTE TAKER: Bristow said the City is looking for a new minute taker, and she hopes to have someone in place before the September meeting. MAILING: Bristow said that the City Council has directed staff to work with Communications to send out a mailing for the Jefferson Street and East College Street Historic Districts, because there is not a representative from either of them. She said that mailing was completed earlier in the day. Bristow said that for the East College Street Historic District, there were 31 letters that went out for 26 properties, and for the Jefferson Street District, there were 37 properties but 111 letters that went out, because so many of those houses are divided into apartments. She said that a letter was sent to every occupant, in the hopes of finding someone to be a representative for that district. ADJOURNMENT: The meeting was adjourned at 5:51 p.m. Minutes submitted by Anne Schulte HISTORIC PRESERVATION COMMISSION ATTENDANCE RECORD 2018 TERM 10/12 11/9 12/14 1/11 2/8 3/8 4/12 5/10 6/14 7/12 8/9 8/23 NAME EXP. AGRAN,THOMAS 6/30/20 X X X X X X X X X O/E X X BAKER, ESTHER 6/30/18 X X X X X X X X X — — — BOYD, KEVIN 6/30/20 X X X X X X X X X X X X BUILTA, ZACH 6/30/19 X X X X . O/E X X X X X X X BURFORD, HELEN 6/30/21 — — -- -- — — — — — X X O/E CLORE, GOSIA 6/30/20 X X O/E O/E X O/E X X X X O/E O/E DEGRAW, SHARON 6/30/19 X X 0/E X X X X X X X O/F X KARR, G.T. 6/30/20 X X X X X X X X X O/E X X KUENZLI, CECILE 6/30/19 0/E X X X X X X X X 0/E X MICHAUD, PAM 6/30/18 X X X X X X X X — — — PITZEN, QUENTIN 6/30/21 — -- — — — — -- — — X X X SHOPE, LEE 6/30/21 — -- — -- — — -- — — X X X SWAIM, GINALIE 6/30/18 X O/E X X X X X X X -- — — WAGNER, FRANK 6/30/18 X X O/E O/E X X X X X — -- — KEY: X = Present O=Absent O/E = Absent/Excused — = Nota Member IP6 MINUTES PRELIMINARY PLANNING AND ZONING COMMISSION AUGUST 16, 2018—7:00 PM— FORMAL MEETING EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Larry Baker, Mike Hensch, Phoebe Martin, Max Parsons, Mark Signs, Billie Townsend MEMBERS ABSENT: Carolyn Dyer STAFF PRESENT: Sara Hektoen, Anne Russett OTHERS PRESENT: Mary Ann Dennis, Sara Barron RECOMMENDATIONS TO CITY COUNCIL: By a vote of 6-0 the Commission recommend adoption of the following proposed amendment to 14-2G-3B-2d of the Iowa City Municipal Code by the Iowa City Council: d. Residential uses are not allowed within required retail storefronts, as specified in the riverfront crossings regulating plan, except in the Central Crossings subdistrict for housing subsidized by a federal or state program that requires at least 60 percent of the units to be rent and income restricted. CALL TO ORDER;. Hensch called the meeting to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. ZONING CODE AMENDMENT ITEM (ZCA18-00001): Discussion of Amendments to Title 14, Zoning of the Iowa City Municipal Code related to Required Retail Storefronts in the Riverfront Crossings Central Crossings Subdistrict. Russett noted this is specifically an amendment to the Riverfront Crossings Form Based Code to allow affordable housing in areas identified as required retail storefronts on the Riverfront Crossings regulating plan within the Central Crossings subdistrict. The City adopted the Riverfront Crossings Master Plan in 2014. The master plan identifies areas of the district for ground floor retail with the intention of creating a vibrant, active, and pedestrian-friendly environment. These key retail nodes were selected due to existing or future conditions that would enhance the streetscape. Furthermore, the plan recognizes that the ground floor in these areas would initially be utilized for residential uses until the market demand for retail increases. Riverfront Crossings Form Based Plan includes a regulating plan that identifies locations where ground floor retail is required. Russett noted that unlike the Master Plan there is no flexibility in the Form Based Code for residential uses in these areas. Planning and Zoning Commission August 16,2018 Page 2 of 6 The Riverfront Crossings' form-based code includes an affordable housing obligation. Projects that contain at least 10 dwelling units must provide affordable housing units in an amount equal to or greater than 10% of the total number of dwelling units in the project. Currently there is a City-supported housing project that is located within one of these areas where ground floor retail is required. Russett highlighted several properties in the area, the first is 620 South Dubuque Street. The project includes 36 residential units and received a height bonus to five stories due to the owner's commitment to providing 15% of the units as affordable housing. The same developer is proposing a future project at 225 East Prentiss Street and 10% of those units will be required to be affordable. The developer would like to would like to transfer the affordable housing obligation of these two sites to the property at 628 South Dubuque Street, the site of • the future Del Ray Ridge Affordable housing project. The developer is working with The Housing Fellowship who will manage the affordable housing project. 620 and 628 South Dubuque Street are both in the required ground floor store front retail area. Russett gave some background on the Del Ray Ridge project. They are proposing 33 units total, 29 of which would be affordable. 4 units affordable to households at or below 30% area median income (AMI), 5 units affordable to households at or below 40% AMI and 20 units affordable to households at or below 60% AMI. The affordability period would be for a minimum of 30 years. The City has committed $330,000 to this project and the project was also awarded low-income housing tax credits from the Iowa Finance Authority. Staff is proposing an amendment to the Riverfront Crossings' form-based code to allow ground floor residential uses within the Central Crossings Subdistrict in areas identified as required retail storefront when they are part of an affordable housing project. More specifically, to qualify for this exemption projects must be subsidized by a federal or state program that requires at least 60 percent of the units to be rent and income restricted. Russett stated this amendment would provide market flexibility for affordable housing projects and Staff is proposing it is only limited to the Central Crossings Subdistrict. The South Downtown Subdistrict, the West Riverfront and South Gilbert subdistricts have key commercial corridors and this flexibility may not be appropriate as those corridor areas need to have a vibrant commercial presence and streetscape. The Park subdistrict has one small node of required retail that is important to maintain for the convenience of future residents. There are no required retail storefront requirements in the University, Orchard, and Gilbert Subdistricts or the East Side Mixed-Use District. Russett noted this proposal aligns with the Master Plan's vision of these areas originally being residential and perhaps transitioning to retail in the future. Staff recommends that the Planning and Zoning Commission recommend adoption of the following proposed amendment to 14-2G-3B-2d of the Iowa City Municipal Code by the Iowa City Council: d. Residential uses are not allowed within required retail storefronts, as specified in the riverfront crossings regulating plan, except in the Central Crossings subdistrict for housing subsidized by a federal or state program that requires at least 60 percent of the units to be rent and income restricted. Parsons asked how Staff came to the 60% requirement. Russett replied that was discussed with the affordable housing experts on staff and all projects that are State or Federal funded require at least 60%. Hensch asked about the number of units that will be at 225 East Prentiss Street. Russett noted that project is currently in a preliminary stage but the developer is proposing 45 units on that site. Planning and Zoning Commission August 16, 2018 Page 3 of 6 Townsend inquired what would happen to the tenants that may be in the ground floor residential spaces that may transition to retail space in the future. Russell noted the market is always fluctuating and while there might be a demand for residential at one point and then for retail in the future. The idea is not to convert the area into retail if there are residential needs. Baker noted that all of the affordable housing obligations from three buildings are being transferred to one site where units will have a 30-year guarantee to stay affordable. Russett confirmed if the affordable housing is transferred to 628 South Dubuque Street. Baker asked then if those units could not convert to retail space then for 30 years. Russett confirmed that would be correct. Hensch opened the public hearing. Mary Ann Dennis (Executive Director, The Housing Fellowship) wanted to comment on the 30 year guarantee for affordable housing. Dennis noted The Housing Fellowship is a non-profit and they enter into these types of partnerships and try to get the low-income housing tax credits is because the investors get the tax credits for 10 years, they are required to stay with the project for 15 years, but the units are required to be affordable for 30 years. This is based on the IRS low-income housing tax credit, which also states a qualifying non-profit has the right of first refusal to buy the project (for the cost of$1 per unit plus any debt) from the investor at the end of the investors 15 year requirement. Once The Housing Fellowship is the sole owner of the building their intention is to keep the units as affordable for the life of the building. Dennis noted if this amendment doesn't pass this project will not move forward. Townsend asked if this has been done with other projects. Dennis stated this is the fifth such project The Housing Fellowship has been part of, they now own or manage 174 affordable housing units (houses, duplexes, condos or apartments) in Johnson County. They have been in business for 28 years. Sara Barron (Affordable Housing Coalition) noted this amendment change is another step in the City's process of facilitating the building of this project. This project will create 20 new affordable housing units and contribute to the overall quality of the neighborhood. The City has already informally acknowledged its willingness to participate in this project with the proposed residential top to bottom, and therefore the Affordable Housing Coalition strongly supports the Planning &Zoning Commission passage of this amendment. Hensch closed the public hearing. Parson moved to recommend adoption of the following proposed amendment to 14-2G- 3B-2d of the Iowa City Municipal Code by the Iowa City Council: d. Residential uses are not allowed within required retail storefronts, as specified in the riverfront crossings regulating plan, except in the Central Crossings subdistrict for housing subsidized by a federal or state program that requires at least 60 percent of the units to be rent and income restricted. Martin seconded the motion. Baker noted this is a very specific amendment for a very specific small zone, is there any chance this will ever be applicable anywhere else in the district. Russell noted there are some areas elsewhere in the subdistrict where it could be used if the need was presented. Planning and Zoning Commission August 16,2018 Page 4 of 6 Signs agrees with the proposed change, he noted the reality is there is a lot of vacant retail space on the ground floor of some of the developments. Adding this flexibility is nice especially since it is tied to affordable housing which is needed. A vote was taken and the motion passed 6-0. CONSIDERATION OF MEETING MINUTES: JULY 5, 2018 Signs moved to approve the meeting minutes of July 5, 2018. Martin seconded the motion. A vote was taken and the motion passed 6-0. PLANNING AND ZONING INFORMATION: Russett gave two updates. She spoke with the chair and they discussed amending the bylaws so that will be coming before the Commission in the next few months. Also there is an implicit bias training coming up and Russell distributed a flyer for the event. Hensch noted the bylaws were last amended in 2004 so it is a good time for a review. Signs noted there is a question regarding the impact of the decisions of zoning and code on the affordability of constructing housing. He would like at some point for the Commission to have a deeper conversation about that and perhaps establish some guidelines or expectations. Signs stated the reality is there are things the Code requires or that Planning &Zoning require that do directly impact the cost of construction. He has heard that anywhere from 25%to 30% of the cost of a new home is due to Federal, State and Local regulations. Hensch agreed. Martin noted it is not the purview of the Commission to worry about costs. Baker suggested having the Building Association present to the Commission regarding costs. Signs presented an example of a recent Commission decision, a project proposed off Camp Cardinal Road. Because of the Commission requests and requirements the developer/applicant had to redesign their plans three times which is thousands of dollars of work that will be added into the total cost of the project. The developer works with Staff to meet City guidelines. Martin noted in that case the applicant was asking for variances and therefore were not meeting the zone or code guidelines. Hensch stated this item should be tabled until set as an agenda item. Adiournment: Signs moved to adjourn. Townsend seconded. A vote was taken and the motion passed 6-0. PLANNING &ZONING COMMISSION ATTENDANCE RECORD 2018 (W.S) (W.S.) (W.S) 1/4 1/18 2115 3/1 3/12 3/15 4/2 4/5 4116 4/19 5/3 5/17 6/7 6/21 7/5 8/16 90980- ---- ---- —-- ---- ---- ---- --— ---- DYER, CAROLYN X X X X X 0/E X O/E X X X X X 0/E X X FREERKS, ANN X O/E X X X X X X X X OlE X X X HENSCH, MIKE X X X X 0/E OlE X X X X X X X X X X MARTIN, PHOEBE O/E X X X 0/E X X X X X X X X X X X PARSONS, MAX X X 0/E X X X X X X X X X X X X X SIGNS, MARK X X X X X X X X X X X _ X X X X X THEOBALD,JODIE O/E X 0/E X X X X X X X X X X O/E -- '---- X X KEY: X= Present O = Absent O/E =Absent/Excused ---= Not a Member Planning and Zoning Commission August 16,2018 Page 6 of 6 Preliminary MINUTES PUBLIC ART ADVISORY COMMITTEE AUGUST 2, 2018—4:00 PM LOBBY CONFERENCE ROOM—CITY HALL MEMBERS PRESENT: Erin Fitzgerald, Tam Bodkin Bryk,Wendy Brown, Steve Miller, Ron Knoche, Juli Seydell Johnson NOT PRESENT: Vero Rose Smith STAFF PRESENT: Marcia Bollinger, Morgan Musselman PUBLIC PRESENT: PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was no public discussion of items not on the agenda. CONSIDERATION OF MINUTES OF THE JULY 12, 2018 MEETING Knoche moved to approve the July 12th minutes. Seydell Johnson seconded the motion. Motion passed unanimously. REVIEW OF RFQ FOR CITY HALL LOBBY ART PROJECT Bollinger stated that the interest of the review of the RFQ for the City Hall lobby art project is to make sure the committee doesn't have similar issues to those they had earlier in the process. Bollinger stated that she is particularly interested in making sure the committee phrases clearly that the project needs to be visually appealing to everyone. Seydell Johnson stated that she likes the RFQ and thinks it is very clear. Fitzgerald asked if Bollinger intends to include photos and measurements of the space in the official RFQ. Bollinger stated that photos of the stairwell and a few other angles will be included in the RFQ, which will be online. Fitzgerald asked if the initial RFQ included information about the terrazzo floors and brushed aluminum handrails. Bollinger said yes. Fitzgerald confirmed that the budget is lower than before because the committee had already paid out$1,000 in the first attempt at completing the project. Bollinger said yes and stated that the committee could allocate more money to the project from the Fiscal Year 2019 funds. Knoche stated that the committee needs to update the timeline. Fitzgerald asked if the City Manager has a special interest in this piece and if he has a specific timeline in mind. Bollinger said no, that his focus is more on the quality than the timeline at this time. Fitzgerald asked the committee if they want to move the timeline a year and a month ahead of what was initially listed. Bollinger stated that the committee could move some things closer, such as the deadline for applications. Brown asked if under the"Goal"section of the RFQ the committee wants to write"an eye-catching artwork with broad appeal for the many audiences that use this facility" because the committee wants the piece to be approachable by many people. Bollinger stated that she likes that and asked Brown if she would like to send some language to Bollinger after the meeting. Fitzgerald stated that she likes the word "approachable". Bodkin Bryk stated that she likes the phrase "broad appeal". Fitzgerald asked if the RFQ mentions anything about lighting and if the City intends to provide lighting for the piece. Seydell Johnson said that ideally, no. Fitzgerald stated that under the"Considerations" section of the RFQ, the committee could mention considerations of lighting. Fitzgerald stated that she thinks there should be something about the longevity of the piece mentioned in the RFQ. Bollinger stated that they committee doesn't need to get into that much detail in the RFQ, but that the committee could create a more detailed outline once the artist is selected. Fitzgerald stated that the updated date she has for the response deadline is Friday, September 28, 2018. Miller asked if the RFQs will be reviewed on the following meeting, Thursday, October 4, 2018. The committee updated the selection of finalists to that date on the timeline. Fitzgerald confirmed that the presentation of design to the Public Art Advisory Committee will occur on Thursday, December 6, 2018. Knoche stated that the notification of finalist selection will occur on Friday, December 7, 2018. Bollinger stated that the execution of project agreement will occur Friday, January 4, 2019. Knoche stated that the final design review by the Public Art Advisory Committee will occur Thursday, February 7, 2019. Bollinger stated that the project should be completed by Friday, June 28, 2019 in order to stay within the fiscal year. Knoche asked if the location to which the applications should be delivered is stated in the RFQ. Bollinger responded that the application is entirely electronic. Fitzgerald stated that Bollinger should make sure the date changes in the"Selection" section from Thursday, Nov. 2 to Thursday, Oct. 4. Fitzgerald asked the committee if they still want to select four finalists or if they want to lower it. Seydell Johnson noted that the RFQ says "up to four finalists" and that the committee can choose less. Bollinger stated that the committee also has to section out a stipend of$250 per finalist and that a part of the discussion for FY19 should concern putting money back into this project, to make up for the fact that the committee has already spent $1,000. Fitzgerald asked if the committee would like to move into a discussion of the FY18 funds. Knoche asked if the committee selected finalists on the Thursday meeting and then notified the finalists that following Friday last year, and if that is the committee's intention for this updated timeline as well. Knoche asked if the committee had had meant to move the selection of finalists to the Thursday meeting in the deadline instead, as the updated timeline states, rather than that following Friday. Fitzgerald stated that they should change the selection of finalists to Friday, October 5, 2018 and suggested that the committee changes it to"notification of finalists". Knoche stated that this should also be updated in the "Selection" section. Fitzgerald stated that the deadline to apply written at the end of the RFQ should also be changed. Bollinger stated that she will redraft the RFQ and send it to the committee members for their approval. Fitzgerald asked the committee if they would like to move to a discussion of allocation for Fiscal Year 2019 funds. DISCUSSION OF ALLOCATION FOR FISCAL YEAR 2019 FUNDS Bollinger stated that she had pulled out information concerning what the committee had been funding over the last couple years. Bollinger stated that in FY18 the committee had $15,000 they had allocated $400 to the Longfellow tunnel, $8,000 for matching funds, and $6,000 for the community garden project at Chadek Green, and $10,000 for the City Hall art project. Bollinger stated that in FY17 the committee allocated funds to the STEAM wall installation at Robert E. Lee Recreation Center, $1000 for the Longfellow tunnel because the committee had thought a mural would be painted twice a year, $2,000 for maintenance, and $8,000 for matching funds. Bollinger stated that the committee has received $25,000 for FY19 and that she has spoken with the City Manager and that he does not have any specific plans for the committee, so the funds are flexible. Knoche confirmed that the $25,000 does not include the carryover from the City Hall art project funds. • Brown asked if the committee is responsible for anything concerning the Snelson sculpture. Miller asked if there is any maintenance that needed to be done on that sculpture. Seydell Johnson stated that the committee will have a role in the Snelson sculpture relocation because a change in an ordinance is needed to relocate it. Seydell Johnson stated that the funds the Parks Department is receiving from the developer for this location are actually in a separate district, right next to where the park is,so the district needs to be reallocated,which requires a recommendation from the Public Art Advisory Committee. Seydell Johnson stated that the development funds have to be very closely tied to exactly where the development is happening and that the Parks Department had originally thought that the park was part of the area where the development is going and where the money is coming from. Miller asked if the committee should make a motion today. Seydell Johnson stated that the committee does not know the correct language for a motion at this point. Knoche asked if the money put up for the public art fund was tied to a similar district map as the park money. Seydell Johnson stated that she thinks the issue is that the Riverfront Crossings district does not include the park, only the surrounding area. Seydell Johnson stated that she does not have more information for the committee at this time and that she does not believe any money for FY19 needs to be allocated to the Snelson sculpture. Bodkin Bryk suggested that the committee reallocates $1,000 to the City Hall lobby art project. Fitzgerald asked if the committee wants to change the funding for the project to $10,000 plus an additional $1,000 to be distributed as a $250 stipend to each of the finalists selected. Bollinger stated that the City Manager's initial vision for the City Hall lobby art project was to have multiple installations. Brown stated that the idea of multiple installations seems like a complication to the project. Fitzgerald stated that were she an artist working on this project, she would like to be aware that the larger piece would be expanded to other installations as a theme, and that she would not do so for the initial funds provided. Fitzgerald asked if the committee would like to allocate $1,000 to the City Hall lobby art project. The committee agreed upon that allocation. Fitzgerald asked if there are going to be two installations for the Longfellow tunnel this year. Bollinger stated that there were some issues with spring installations due to moisture, so the installation of the mural would be moved to the fall. Fitzgerald asked if the committee would continue to fund $400 for that project. The committee agreed upon that allocation. Fitzgerald asked the committee if they would like to increase the funding for matching funds. Seydell Johnson stated that she thinks$8,000 is adequate for the number of responses received. Bodkin Bryk noted that the responses the committee has been receiving are increasing each year. Miller suggested planning to allocate $8,000 for now and reassessing that after funds have been decided for all other projects. The committee agreed to allocate $8,000 to the matching funds. Seydell Johnson suggested doing another artistic entrance to a community garden, similar to the Chadek Green placemaking project, as there are five other gardens that could use an entrance. Brown asked which park is the next largest. Seydell Johnson responded that the next largest park would be Weatherby but that she suggests Creekside Park because it is currently being renovated this fall and includes a community garden, or Willow Creek Park because a new playground is being built there and it would be a good side to add an artistic element to. Bodkin Bryk stated that she thinks the committee should continue with the theme of funding public art to be created for parks that have community gardens. Seydell Johnson suggested speaking with Cara Briggs Farmer directly because the committee has enjoyed working with her and she has experience working with Backyard Abundance due to the Chadek Green project. Seydell Johnson stated that keeping the same artist would add an element of continuity between the community gardens. Miller suggested bumping up the funding for this project to $10,000 because Briggs Farmer had informed the committee that the price of steel has more than doubled recently. Fitzgerald stated that$10,000 seems high and that she is concerned that if funding for FY20 is lower than $25,000, the committee would have to reduce funding for future phases of this project. Fitzgerald stated that funding could be contingent upon the size of the park. Sydell Johnson stated that each park would be its own individual project and that it makes sense to her to fund the project according to the size of the designated park. Fitzgerald suggested returning to this project at the end of the budget discussion to see if the committee has extra funds. Bollinger stated that Creekside did not participate in the Neighborhood Art Project and is lacking an identifying piece of public art that other areas do already have, such as Northside and Goosetown. Brown asked if any other neighborhoods have requested an identifying piece of public art. Bollinger stated that Lucas Farms has expressed interest and had received a neighborhood grant to create historical signs but that they would like a larger-scale entrance way that works along the same motif, so it is already designed in some sense. Fitzgerald suggested allocated $6,000 for Creekside and returning to it after other projects have been addressed. Fitzgerald brought up the idea of interactive art at city bus stops. Seydell Johnson requested that the committee does not go further with this idea. Fitzgerald brought up the idea of a poet/artist in residence. Bollinger stated that the inspiration for this idea was the city of Saint Paul's which employs an Artist in Residence. Bodkin Bryk expressed concern about this idea as she does not think the committee's budget is ample enough to employ an artist and that she enjoys working project by project. Fitzgerald stated that the committee has $9,600 remaining. Fitzgerald suggested funding the beautification of a space. Fitzgerald stated that the office meeting space in Old Brick for the organization Girls on the Run is run-down and in need of renovation. Brown questioned this space being considered a public space. Seydell Johnson stated that the committee would have to open this to an application process for all local nonprofits. Fitzgerald stated that this is an issue many nonprofits face because money is allocated to other areas and not the improvement of offices or meeting space. Bodkin Bryk stated that it sounds like a good idea but complications arise from the space not being publicly accessible or visually available to the public. Bollinger stated that she likes the idea of engaging local nonprofits to install public art in their facility and improve the spaces for their clients because such organizations do not have the resources to go through that process, but that such a process would likely have to be arranged with an artist-in-residence-like figure. Seydell Johnson stated that one of the biggest draws to the downtown area during the RAGBRAI overnight was the breakdance competition. Seydell Johnson stated that the competition cost around $600 and was run by Chuy (Jesus Renteria) from Hancher and drew a large crowd of all ages. Seydell Johnson stated that performance art is a type of art that the committee has not quite addressed before, and that she thinks it would be a good idea to do so, either as its own event or as part of a Party in the Park. Seydell Johnson suggested allocating $2,000 to this and coming to a specific agreement later concerning how that sum will be distributed. Seydell Johnson stated that the opening of Riverfront Crossings is set for some time next spring, which could be an opportunity for the committee to arrange an artistic element to the opening. Fitzgerald suggested interactive art,art that allows kids to come to the park and create something, such as pottery. Fitzgerald suggested allocating $2,000 to this project. Seydell Johnson stated that the Chauncey Swan Park development would be opening in 2019 and that public art could be placed there to compliment the building and the park. Fitzgerald stated that the committee has$5,600 remaining. Bodkin Bryk suggested adding to the community garden project. Fitzgerald suggested adding $1,600 to that project. Knoche asked if the committee needs to set aside some funds for maintenance. Bollinger stated that some funds should be set aside and that the committee had set aside$2,000 in previous years and that some of those funds could be used to improve the Iowa Avenue Literary Walk. Seydell Johnson stated that the committee could also pair with the Bookmobile to get art into the communities, either in an"art week"where the Bookmobile would have crafts and art-related books. Bollinger stated that the committee doesn't need to make that decision today,and that they need to leave some money for maintenance. Fitzgerald stated that after allocating $2,000 to maintenance,the committee has $2,000 left. The committee decided to leave the$2,000 as fluff. Fitzgerald reviewed the allocation of funds: $1,000 to the City Hall lobby art project, $400 to the Longfellow tunnel, $8,000 to matching funds, $7,600 to the Creekside community garden art project, $2,000 to performance art, $2,000 to a kid-centered interactive art event at Riverfront Crossings park, $2,000 to a maintenance fund, with $2,000 left over as fluff. Bodkin Bryk suggested subtracting $500 from the performance art budget and reallocating it to the fluff sum, so that the committee would have $2,500 left. Seydell Johnson said that if the committee leaves $2,000 as fluff, it could eventually be redistributed to matching funds or the performance art. Fitzgerald asked the committee if they would like to take $600 from the Creekside Park project and use that as extra money. Seydell Johnson stated that the Creekside project, due to the size of the park, would likely need that full $7,600. Bodkin Bryk stated that she would rather drop the budget for performance art down to $1,500 and that the committee could put more money towards that project later on if desired. Miller stated that the allocations are not permanent, and that the City Hall lobby art project and the Creekside community garden project were both pieces that will likely be around for a while, and a worth investing more money in. Fitzgerald stated that the committee was at $22,500 for tentative commitments of funding and $2,500 left. Miller asked if the committee had used the maintenance fund from FY18. Bollinger responded that the committee had not made a maintenance fund for FY18 because it had added extra funds to the matching funds budget. Fitzgerald stated that one new project that will require maintenance this year is the Chauncey Swan Parking Ramp placemaking project. Miller asked if there is room for new public art in the Ped Mall or if that has already been decided. Bollinger stated that all public art that had been there before the renovation, except the "Dorothy" sculpture, will be relocated within the Ped Mall once construction is done. Fitzgerald asked about the bridge being built near Hancher and suggested adding signage that would explain the history of the area or something similar. Knoche stated that they were working on a plaque with the library about the history of the crossing in that area and that they will mount it on the southeast side of the bridge. Miller asked if this is the automobile bridge or the pedestrian bridge. Knoche stated that it is the automobile bridge. Seydell Johnson moved to approve the allocation of funds for Fiscal Year 2019. Brown seconded. Motion passed unanimously. COMMITTEE ANNOUNCEMENTS OR REPORTS: Fitzgerald stated that she thought the city looked nice for RAGBRAI. Brown stated that she enjoyed herself. Miller stated that he thought it was fun. STAFF REPORTS: Bollinger stated that the Southeast teacher and her students will be attending the next meeting to present their proposal. Fitzgerald announced that she is selling her home and will no longer be an Iowa City resident and that she will probably be on the committee until October. Bollinger stated that they will need to post the position opening. ADJOURNMENT: Knoche moved to adjourn. Miller seconded. Meeting adjourned 5:17 p.m. Public Art Advisory Committee Attendance Record 2018 Term 9/7 11/2 1/4 2/1 4/5 5/3 6/7 7/12 8/2 Name Expires Bodkin Bryk, x x O/E x x x x x x Tam 01/01/19 Brown, Wendy 01/01/20 x O/E x x x x x x x Erin Fitzgerald 01/01/20 x x x x x x x x x Knoche, Ron x x x x XX x x x Seydell- Johnson, Juli 0/Ex x x x x x x x Vero Rose Smith 01/01/21 -- -- x O/E x x O/E x O/E Steve Miller 02/01/21 -- -- -- x x x O/E x x Key: X = Present O = Absent O/E = Absent/Excused = Nota member