HomeMy WebLinkAbout2009-03-10 Bd Comm minutes4b 1
IOWA CITY HUMAN RIGHTS COMMISSION
TUESDAY, January 27, 2009
LOBBY CONFERENCE ROOM, CITY HALL
FINAL
Members Present: Newman Abuissa, Dianne Day, Wangui Gathua, Dell Briggs, Yolanda Spears.
Staff Present: Stefanie Bowers.
Call to Order
Abuissa called the meeting to order at 7:24 p.m.
Recommendations to Council (Become effective only after separate Council action): The by-laws be
referred to the Rules Committee for review of revisions.
Consideration of the Minutes of the November 25, 2008 meeting
Motion: Spears, seconded Briggs. Minutes approved 5-0.
Elections
Abuissa was elected Chair. Motion: Spears, seconded Briggs. Passed: 5-0. Briggs was elected Vice-
Chair. Motion: Spears, seconded Abuissa. Passed: 5-0.
Meeting Day and Time
Commissioners discussed moving the time they meet to 6 p.m. instead of 7 p.m. With not all
Commissioners represented at the meeting, this item will be placed on the Agenda for the February
meeting.
Programming 2009
The Commission discussed the Youth Awards and created a subcommittee made up of Briggs,
Spears and Gathua. Abuissa discussed holding a forum in early spring of 2009; however, more
information is needed before Commissioners decide whether to co-sponsor the event. Bowers will do
follow-up with Dale Helling and Sue Dulek and report back to the Commission at their February
meeting.
Reports of Commissioners
Abuissa reported on a documentary: Chronicles of a Refugee that will be shown in six parts at various
public places at no cost to attendees. Day mentioned a program she organizes at the Senior Center
on Diversity that is held the last week in March and the first two weeks in April. Day will provide more
information in the near future.
Adjournment
There being no further business before the Commission, the meeting was adjourned at
20:02. Motion: Spears, seconded by Day. Passed: 5-0.
Human Rights Commission
ATTENDANCE RECORD
YEAR 2009
(Meeting Date)
NAME TERM
EXP.
1/27
2/24
3/24
4/28
5/26
6/23
7/28
8/25
9/22
10/27
11/24
12/22
Newman
Abuissa 1/1/10 P
Joy Kross 1/1/10 A
Eric Kusiak 1/1/10 A
Dell Briggs 1/1/11 P
Yolanda Spears 1/1/11 P
Corey Stoglin 1/1111 A
Dianne Day 1/1/12 P
Wangui Gathua 111/12 P
Martha
Lubaroff 1/1/12 A
KEY: P =Present
A =Absent
NM = No meeting
NMNQ = No meeting, no quorum
Board or Commission: Human Rights
ATTENDANCE RECORD
YEAR 2008
(Meeting Date)
NAME TERM
EXP.
1/22
2/26
3/25
4/22
5/20
6/24
7/22
8/26
9/23
10/21
11/25
12/09
Florence
Ejiwale 1/1/09 P P P P P P P A P P P NM
Kate Karacay 1/1/09 P P P A P P P P P P A NM
Martha
Lubaroff 1/1/09 A P P P A P P P A P A NM
Newman
Abuissa 1/1/10 P P P P A P P P P P P NM
Joy Kross 1/1/10 P A P P A P P P P P P NM
Eric Kusiak 1/1/10 P P A P P A P P P P P NM
Dell Briggs 1/1/11 A P P A P A P A P A P NM
Yolanda Spears 1/1/11 P A P P P P P A P A P NM
Corey Stoglin 1/1/11 P P P A P P P A P A A NM
KEY: P =Present NMNQ - No meeting, no quorum
A =Absent
NM = No meeting
4b 2
IOWA CITY TELECOMMUNICATIONS COMMISSION
FINAL
MONDAY, JANUARY 26, 2009--5:30 P.M.
CITY CABLE TV OFFICE, 10 S. LINK ST.-TOWER PLACE PARKING FACILITY
MEMBERS PRESENT: Saul Mekies, Hans Hoerschelman, Robert Kemp, Brett Gordon
MEMBERS ABSENT: Gary Hagen
STAFF PRESENT: Mike Brau, Bob Hardy, Dale Helling
OTHERS PRESENT: Beth Fisher, Lee Grassley, Susan Rogusky, Michael McBride
RECOMMENDATIONS TO CITY COUNCIL
None at this time.
SUMMARY OF DISCUSSION
Grassley reported that Mediacom has been making changes in the channel lineup. 30 high
definition channels will be added by the end of the year. The digital transmission of broadcasters
may be pushed back to June. Grassley said the test done during the presidential inauguration
address was required by the FCC and planned far in advance. Once the test is scheduled within a
certain time frame it has to be performed. Kemp noted the press release from Mediacom
apologizing for the test. Rogusky reported SCTV's web streaming Internet site with the
University has not been updated in some time and it is unsure if the University will continue to
stream SCTV programs. SCTV has started uploading programs to a new website:
icsctvtest.blogspot.com. Mekies said that the Commission had expressed concern at the last
meeting regarding Iowa City Community School District channel representation at Commission
meetings and that many of the programs being run on the channel are repeats of programs several
years old. The channel appears to be sliding back to where it was prior to the past year's
improvements. Hardy said he will draft a letter addressing the Commission's concern that the
school channel will not continue the level of programming achieved over the last year and with
the lack of representation a Commission meetings.
APPROVAL OF MINUTES
Mekies moved and Kemp seconded a motion to approve the December 15, 2008 minutes. The
minutes were unanimously approved.
ANNOUNCEMENTS OF COMMISSIONERS
Mekies distributed an article on Internet speeds and asked Mediacom to comment on their speeds
relative to other countries.
SHORT PUBLIC ANNOUNCEMENTS
None.
MEDIACOM REPORT
Grassley reported Mediacom has been busy negotiating with broadcasters for rights to digital
transmissions in preparation for the switch to all digital broadcasting. Mediacom has contracted
with a company in the Philippines to handle call center overflow during the 3`d shift. Thirty
percent of the employees are college educated and all must have passed an English proficiency
test. So far it has worked out well. The contract will be evaluated in 6 months. Changes in the
channel lineup are continuing and its likely that 30 high definition channels will be added by the
end of the year. The digital transmission of broadcasters may be pushed back to June. There
have been problems with the federal program to subsidize the cost of converter boxes. Any
change in the February 17 date for digital transition would take legislation. Mediacom's flood
relief event in association with the University of Iowa raised about $200,000. In response to a
question from Mekies about Internet speeds Grassley said in many countries the government has
subsidized the infrastructure. Often the service is not universally available and is very
expensive. Mediacom offers a service of up to 20 megabytes. Subscriber results from specific
web sites will often be slower than the 100 megabytes the fastest systems now offer. Mediacom
is currently testing DOCSIS 3.0 in Des Moines, which is providing about 105 megabytes. The
service is synchronous, which allows the same speed for uploads as downloads. Hoerschelman
said that for the user the upload and download speeds differ so that it is an asynchronous service
from the users perspective. Mekies asked how Mediacom compares to other cable providers and
technologies around the country. Grassley said Mediacom's systems are hybrid fiber coax, as
are most cable operators. ATT and Verizon are building fiber to the home. As bandwidth
demand increases, Mediacom decreases the number of households per node. Currently the Iowa
City system has 71 nodes. Two years ago there were about 32 nodes. Bandwidth use monitoring
capability has been enhanced in that time period as well. Comcast and Verizon offer DOCSIS
3.0 and subscription rates are less than 3%. Mekies asked about subscriber complaints about
slow Internet speeds and asked if they were due to system congestion during peak times.
Grassley said he was unaware of concerns about bandwidth speed and said if there were specific
areas of with problems, Mediacom will look at it. Fisher, Hoerschelman, and Hardy noted
problems on certain channels. Grassley said he will look into it and said Mediacom is still
feeling the effects of the flood. The problems with pixilation should be totally resolved in 2012
when Mediacom's transmission is 100 per cent digital. Grassley said the test done during the
presidential inauguration address was required by the FCC and planned far in advance. C>nce the
test is scheduled it has to be performed. Kemp noted the press release from Mediacom
apologizing for the test. Hoerschelman asked if Mediacom has a system to track consumer
complaints. Grassley said there is an internal system. Once a complaint reaches a certain
number in from a localized area it is treated as an outage. Hoerschelman asked if there is any
way to inform the public of outages other than a subscriber calling Mediacom. Grassley said he
believes that there is a place on the main Mediacom website where subscribers could check. He
will look into it. Hoerschelman said City resources such as InfoVision could be used.
Hoerschelman asked if Grassley sees a time when Mediacom will guarantee a certain level of
Internet speed on other than the business tier. Grassley said that is unlikely. There may be a
point when a minimum could be guaranteed. Mekies said that since Mediacom is looking to get
a standardized channel lineup nationwide that it would make sense to group channels by content.
For example, all channels geared towards children could be adjacent.
CONSUMER ISSUES
Hardy referred to the complaint report in the meeting packet and said one additional complaint
regarding the high cost of Internet service. Hardy will establish a mechanism for access channels
to contact the proper Mediacom personnel in the event their signal needs attention.
UNIVERSITY OF IOWA REPORT
McBride noted that the University channel's annual report was included in the meeting packet.
The flood was a minor disruption. Mediacom staff were exceptional in their efforts to get back
on the air.
KIRKWOOD COMMUNITY COLLEGE
O'Brien provided a written report.
PATV REPORT
No representative was present.
SENIOR CENTER REPORT
Rogusky reported SCTV's web streaming Internet site with the University has not been updated
in some time and it is unsure if the University will continue to stream SCTV programs. SCTV
has started uploading programs to a new website: icsctvtest.blogspot.com. Anew episodes of
the Spanish-speaking and the "Friends and Neighbors" programs have been shot.
LIBRARY CHANNEL REPORT
Fisher distributed the channel's quarterly report. Anew intern has been hired. Some equipment
changes have been made in the control room that should be more reliable.
IOWA CITY COMMUNITY SCHOOL DISTRICT REPORT
Lowe provided a written report. Mekies said that the Commission had expressed concern at the
last meeting regarding channel representation at Commission meetings and that many of the
programs being run on the channel are repeats of programs several years old. The channel
appears to be sliding back to where it was prior to the past year's improvements. Hardy
distributed a table of new programs cablecast by the school channel over the past year. Mekies
asked if it is known when those program's events took place. Brau said he does not have that
information. The chart indicates new programs cablecast each month and whether that program
came from the city of Coralville or PATV. Mekies said it would be useful to know the time
between the event and when it is first cablecast. Mekies said that events that had been taped
several years ago are currently being replayed and expressed a concern that current events are
not being taped. This will have implications for programming in the future. Hardy noted that
PATV is producing a number of programs for the school channel. Gordon said PATV should
serve as a resource for training students and staff, but relying on PATV staff for producing
programs is questionable. Hardy said he will draft a letter addressing the Commission's concern
that the school channel will not continue reaching the level of programming achieved over the
last year and with the lack of representation a Commission meetings. Mekies noted that in the
school channel written report that Lowe indicated that they will not be providing a quarterly
report. Hoerschelman said that Hardy's letter should also state that the Commission requests that
quarterly reports be provided.
CITY CHANNEL REPORT
Hardy reported that the Community Television Service has finished programs on lessons learned
from the flood, the Emma Goldman Choice Dinner, an agribusiness bioscience event, and a the
Friends of Historic Preservation Awards presentation. Upcoming shoots are planned for the
AARP, the National Alliance of the Mental Ill, the legislative forums, and an informational
programs for the City on how to pay parking tickets, pay bills online and other things. The next
Community Voice will be shot on Friday. Hardy said he will investigate how to facilitate
information regarding the numerous channel changes that are occurring. Hardy said he received
a comment that some of the Filippino call center staff did have a bit of a language barrier. The
City finance department has a proposal to change how enterprise funds are assessed for services
provided. The proposal also includes no longer subsidizing the general fund with franchise fees.
Helling said the subsidizes will be phased out over several years. The end result will be about
$70,000 of the $100,000 eventually being returned to the Cable TV Division.
ACCESS CHANNELS AND THE DIGITAL TRANSITION
Grassley said he has forwarded the questions submitted by Brau regarding Mediacom's proposal
to move the access channels to the digital tier to other Mediacom officials. Mediacom would
like to hold another meeting in the first two weeks of February. Hardy said he will try to get a
meeting of the Community Television Group to discuss this and other issues. He has discussed
the issue with access channel representatives individually.
PATV CONTRACT
Hardy said that the City received a response from PATV with a request for a couple of minor
issues. Hoerschelman offered to work with City staff on the contract. Hardy said he is in the
process of looking at issues and sending question to PATV. Hardy said he and Goding have
discussed some of the questions he will be sending to PATV.
TRIENNIAL REVIEW
Hardy said he has had some brief discussions with Grassley and will be sending him another set
of questions. Hardy said he will be emailing the service and programming committee members
some questions the Triennial Review will address.
ADJOURNMENT
Kemp moved and Mekies seconded a motion to adjourn. The motion passed unanimously.
Adjournment was at 7:02 p.m.
Respectfully submitted,
Michael Brau
Cable TV Administrative Aide
TELECOMMUNICATIONS COMMISSION
12 MONTH ATTENDANCE RECORD
01/01/03 to CURRENT
Meeting Kimberly Saul Meikes Brett Castillo Terry Smith Jim Pusack
Date Thrower
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
5/24/04 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 Did not meet
meet
12/20/04 X X X X X
1 /24/05 X X X X X
2/28/05 X X X X
Gar 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
Balantyne 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
Hoerschelm
an
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
1/2$/0$ X X o/c X X
3/3/08 X X X X X
3/24/08 Bob Kemp
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
1 /26/09 X X X ~ X o/c
2/243/09 X' x o/c o/c x _
(X) =Present
(O) =Absent
(O/C) = Absent/Called (Excused)
4b 3
MINUTES
PARKS AND RECREATION COMMISSION
January 7, 2009
FINAL
MEMBERS PRESENT: David Bourgeois, Lorin Ditzler, Maggie Elliott, Margie Loomer; Ryan
O'Leary, Jerry Raaz, John Westefeld
MEMBERS ABSENT: Craig Gustaveson
STAFF PRESENT: Mike Moran, Terry Robinson
GUESTS PRESENT: Kris Ackerson, Planning Department; Del Holland, Aaron Krohmer
RECOMMENDATIONS TO COUNCIL:
None
OTHER FORMAL ACTION TAKEN
Moved by Bourgeois, seconded by Loomer, to approve the December 10, 2008 minutes as
written. Unanimous.
Moved by Bourgeois, seconded by O'Leary for the Parks and Recreation Commission to
send a letter of support endorsing the City of Iowa City's application for an Iowa Water
Trails Grant. Unanimous.
NEW MEMBER INTRODUCTION:
Maggie Elliott and Lorin Ditzler were welcomed to the Parks and Recreation Commission. They
are filling the positions of Matt Pacha and Phil Reisetter. This brings the Commission to eight
members. One more position is to be filled in January bringing the Commission back up to a full
nine members.
NEW STAFF MEMBER INTRODUCTION:
Mike Moran introduced Matthew Eckhardt, the new Aquatics Supervisor for the Iowa City
Recreation Division to the Commission. Matthew comes to Iowa City from Champaign, Illinois.
TRAILS GRANT LETTER OF SUPPORT:
Kris Ackerson, with the Johnson County Council of Goverrunents, was present 'at the meeting
asking the Commission to send a letter of support for an Iowa River Water Trails Grant that they
are applying for on behalf of the City. Ackerson explained that essentially a water trail is like a
recreational trail except on water. It is described as a stretch of water that been mapped out with
Parks and Recreation Commission
January 7, 2009
Page 2 of 6
the intent to create an educational, scenic and challenging experience for recreational canners
and kayakers. He further explained that water trails have become more popular over the last few
years. As such, the Iowa Department of Natural Resources now has a water trail program and
until the flood had $2,000,000 in grant funds available for waterways that could be designated
for water trails. Ackerson handed out a couple of maps for review that illustrate a water trail
from Iowa County through Johnson County and continuing south. Last fall Terry Trueblood and
Ackerson met with the Iowa DNR and discussed ideas to improve the Iowa River through Iowa
City and Coralville to make it more accessible by using signage on bridges so that people know
what roads they are crossing under, constructing put-ins at Waterworks Park and Sand Lake
Recreation Area and also building a trail around the Iowa River Power Dam.
Raaz asked what specific amount of money that the City is requesting. Ackerson said that they
have not done a budget yet but a construction manager from the DNR water trail program visited
a couple of sites and put-ins are estimated to cost $15,000-$20,000 each. The whole project is
estimated to be around $40,000. The Water Trails Program has $250,000 available every year
that they distribute. Clear Creek in Coralville is in the process of being developed as a water
trail.
Moved by Bourgeois, seconded by O'Leary for the Parks and Recreation Commission to
send a letter of support endorsing the City of Iowa City's application for an Iowa Water
Trails Grant. Unanimous.
O'Leary mentioned that the letter needs to highlight the services that these trails can provide to
Iowa City regarding improvement in recreation, education, and how it will enrich this
community. Tammy Neumann will draft a letter and send out to Commissioners for their review
and revisions and submit to Ackerson by Monday, January 19.
BUDGET/CIP UPDATE:
Mike Moran reminded Commission that last month the City Manager asked fora 1 % reduction
of city department budgets and that he also removed capital outlay. He has since returned the
capital outlay.
In this months Commission packet Moran included the Parks & Recreation CIP projects list with
updates listed in Green. These updates are based on what the CIP Committee will be
recommending to Council. While all of the same projects remain on the list, many have been
pushed back. Moran noted that the City Manager has moved the Mercer filter replacement
project to this year. This will require that Mercer Aquatic Center be shut down for a few weeks
but it will be a great enhancement to that facility.
Raaz asked what the $750,000 is earmarked for regarding the Sand Lake project. Robinson
reported that it is designated for the clean up costs and also for the preliminary work on the trail
system. He also reported that the Parks Division will at least begin mowing a walking path
around the lake this spring/summer.
Parks and Recreation Commission
January 7, 2009
Page 3 of 6
SAND LAKE UPDATE:
Moran reported that he has received an email from Vision Iowa who reported that Governor has
put 1.9 million back into the Vision Iowa fund. Therefore, Vision Iowa has requested an update
from the City regarding their grant request for Sand Lake. Moran has talked with Michael
Lombardo, City Manager and they will be traveling to Des Moines on February 11 to give this
presentation. Moran also reported that the Sand Lake Leadership Team has raised a total of
$49,500 with approximately four other potential candidates pending at this time. It is the opinion
of the professional fundraiser working with this team that this is quite successful considering the
current economy.
Raaz expressed his thoughts regarding future projects at City Park, specifically regarding a
couple of projects on the list slated for FY2010. His comment is that the City needs to take
proactive action when planning construction to be sure that these projects are protected from
future flooding as it is certain that this park will flood again at some time.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Bourgeois asked what department is responsible for the licensing of bicycles. It was reported that
this falls under the Police Department. His concern is that there needs to be more education to
bicyclists. Del Holland spoke from the audience reporting that Kris Ackerson, who was present
earlier at tonight's meeting, is in fact presenting the Bicycle Master Plan the following evening at
the Public Library and that a large component of this plan will be education and enforcement.
Bourgeois also reiterated Raaz' comments about being proactive when it comes to the
reconstruction of City Park. He asked what will be spent for repairs. Robinson reported
$850,000-$900,000 further noting that a large part of that will be spent on the repairs nececesary
for the Shakespeare Festival Stage. Bourgeois commended Parks staff for their outstanding job
during this flood year and especially with the lack of manpower.
Robinson noted that the Parks Division is taking all necessary avenues to be proactive when it
comes to future planning of improvements/construction etc. in flood prone areas.
Raaz submitted a list that he put together of talking points for 2009 that he would like the
Commission to discuss. Westefeld thanked Raaz for his efforts on this and stated that. he will
discuss during his Chairs Report during tonight's meeting.
O'Leary reported that for the new year he would like to challenge the Commission to make more
of an effort to reach out to the public hoping to get them more involved with the Commission
Meetings and make them more aware of what this Commission is doing. In particular, he
mentioned that maybe there could be a televised program showing the progress at City Park or
perhaps a public relations campaign focusing on adult sports programs offered through the
Recreation Center. Bourgeois further suggested that Commission members think about giving
presentations to some of the area Service Clubs.
Parks and Recreation Commission
January 7, 2009
Page 4 of 6
Loomer commented that she is still enjoying the use of Willow Creek Trail, even during the
challenging weather we have been experiencing. She asked if the Commission is now at full
capacity. Moran reported that we need one more member to be a full Commission. The newly
appointed member happened to be sitting in the audience. That new member is Aaron Krohmer.
CHAIRS REPORT:
Westefeld discussed the future of the Master Plan. He would like to form a subcommittee to
focus on this and to also follow-up on some of the items included on Raaz's "wish list." 'This list
includes:
1. Use 2008 Master Plan as reference for activities, projects and discussion topics.
2. Multi-purpose trails: Find one mile of new trail each year.
3. Consider impact of 2008 flooding and how it should guide/affect future decisions
within flood prone parks and services.
4. Begin discussions on a plan to vette a possible bond issue for all Iowa City
Pars/Recreation projects so it can be on the ballot in 2010 or 2012.
5. Research finding additional sources of review and funding for staff, improvements,
programs and activities for PR.
6. Host asummit/joint planning session for Iowa City, Coralville, Johnson County,
University, Kirkwood, and City of Iowa City School District to share ideas, plans and
create synergies (Summer 2009).
7. Expand the Farmers Market (our most popular program).
8. Strengthen the Iowa City Parks & Recreation Foundation and ask that they report
monthly on their activities.
9. Develop more volunteers for support of programs and staffing.
10. Expand community outreach and communications
11. Create a task force/join a group seeking to create synergy, i.e. the mural painting at
Wetherby Park.
12. Limit discussion around cell phone towers as a Parks & Recreation Commission
agenda item to 5 minutes and only once every quarter.
Westefeld would like to talk more about forming this subcommittee at a future meeting. .
DIRECTORS REPORT
Moran reported in Trueblood's absence. The Final Master Plan and Executive Summary have
arrived. Moran provided asign-out sheet for those members who wished to take a copy.
Commission members were asked to review them this month and they will discuss and formally
adopt at the February meeting. Once the plan has been approved by Council, the Commission
will then move on with the idea of forming a subcommittee.
Parks and Recreation Commission
January 7, 2009
Page 5 of 6
Moran announced that the Commission presentation to Council is scheduled for January 28 at 7
p.m. Westefeld and Moran will be in attendance. If anyone else is going to attend please let
Moran know. Please arrive no later than 6:30 p.m.
If anyone is interested in attending the Vision Iowa presentation in Des Moines on February 11
please let Moran know as well.
Moran reviewed the City's gift laws with the Commission noting that we are not to accept any
gifts over $2.99 and that Commission Members are included in this policy.
Last month Raaz asked about the cost recovery for Parks & Recreation. Moran reported that the
total budget for Parks & Recreation was a little over $7.2 million when combining all divisions
(Recreation, Cemetery, Parks, CBD, Forestry, etc.), and revenues are $2.75 million with a total
cost recovery of about 38%.
ADJOURNMENT
Moved by Bourgeois, seconded by Raaz to adiourn at 6:00 q.m. Unanimous.
Parks and Recreation Commission
January 7, 2009
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
YEAR 2009
NAME TERM
EXPIRES
r~. ,..,
N ,..
M
~ M
~ o
~ op
~ N
~ ~
~ ~
o ~, ?`
David
Bour eois 1/1/11 X
Lorin
Ditzler 1/1/13 X
Maggie
Elliott 1/1/13 X
Craig
Gustaveson 1/1/11 O/E
Aaron
Krohmer 1/1/13 O/E
Margaret
Loomer 1/1/12 X
Ryan
O'Lear 1/1/10 X
Jerry
Raaz 1/1/12 X
John
Westefeld 1/1/10 x
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
LQ = No meeting due to lack of quorum
4b 4
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
DECEMBER 18, 2008 - 6:30 PM
LOBBY CONFERENCE ROOM, CITY HALL
Members Present: Stephen Crane, Andy Douglas, Charlie Drum, Holly Jane Hart, Michael
McKay, Rebecca McMurray, Brian Richman, Michael Shaw
Members Absent: Marcy DeFrance
Staff Present: Tracy Hightshoe
Others Present: Maryann Dennis, Charlie Eastham
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 NOVEMBER 20, 2008 MINUTES:
Drum motioned to approve the minutes. Crane seconded. The motion carried 8-0 (DeFrance
absent ).
PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA:
Maryann Dennis of the Housing Fellowship informed the Commission that the Aniston Village
Project was awarded low-income housing tax credit status. Dennis said that 35 applications were
received, and 1 S were awarded, 2 of which were non-profits. Dennis said Aniston Village was the
only application from Iowa City, and is the only application in the state that provides single-family
housing.
There was no other comment from the public.
STAFF/COMMISSION COMMENT:
Hightshoe noted that in this month's packet there is a report on program income. Total CDBG &
HOME program income was $260,000 in FY08. The major source of program income is the City's
owner occupied housing rehabilitation program. Alien is placed on the homeowner's property.
When they sell or rent the property, the amount of assistance the City provided is repaid. Some
households are able to make monthly payments to repay, but for some the City does not get repaid
until the homeowner sells, dies or when the home no longer remains their principal residence.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
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Page 2 of 9
Economic development loans are also repaid, most with interest. $13,000 was received during the
fiscal year. The remaining public facility projects continue to repay their loans. Current policy for
public facility loans are conditional occupancy loans that only have to be repaid if the recipient is in
default. Total HOME program income was $99,285, which includes rehab from the owner-occupied
rehab program, all rental projects, any owner-occupied project where it was sold and the money came
back. Total program income is down $42,000 from last year, so it will be interesting to see how
FY09 comes in, Hightshoe said. Crane asked why there was a drop from last year. Hightshoe said
that on some of the economic development projects there are monthly payments so it is a fairly
reliable source of program income. With rehab, however, if the amount of the rehab payment is over
what the homeowner pays (if they pay more than 30% of their housing costs already) then the City
does not require them to make monthly payments. Instead, a lien is placed on their property and
when the property is sold the payment comes due. Rehab makes up a large chunk of program
income; however, the income is sporadic. Richman asked if this money is then added to the amounts
that are available for allocation the next year. Hightshoe said it is not because they are required to
estimate their FY08 program income, so it has already been allocated. Because it is based on
estimates, sometimes the following year's estimate has to be lowered to make up for shortfalls in
prior year's program income. Hightshoe said that FY09 income will have to be watched closely as if
it is not coming in at the rate expected and could therefore affect FY 10 funding.
Hightshoe passed out a report outlining what financial terms other entitlement cities offer their low-
income tax credit projects. She said they vary across the board. She said there were not a lot oi'
cities that provide grants, but there were deferred loans, interest-only payments, etc. Davenport did
true gap-financing with a wide variety of terms offered on a project by project basis. Hightshoe said
Council Bluffs was interesting because they are in a consortium with Omaha. Thus, when a Council
Bluff's project pays program income it does not necessarily get reinvested in their city. Des Moines
goes through quite a review process with a balloon payment after year 16. Hightshoe said the
majority had a general structure they followed, making exceptions as needed.
Richman announced that Deb Briggs of the Iowa City Housing Authority (ICHA) would be leaving
her position as Public Housing Coordinator to take a position with the Iowa Finance Authority. Pat
McKay, currently an inspector with Housing and Inspections Services will be taking over Briggs'
position. Hightshoe cautioned that this could cause some delays for the HOME assisted
downpayment program as Briggs' had been running the program and was also a certified mortgage
counselor.
Hightshoe passed out the FY09 aid-to-agencies recommendations for the Commissioners to review.
The FY10 HOME and CDBG application process has just begun, with the first applicant workshop
having just taken place.
Hightshoe noted that the first home-based business for CDBG economic development funding vas
just approved. This is a handyman and property maintenance business which qualified as a micro-
enterprise that will be hiring one full-time employee. Crane asked if it was ever necessary to monitor
the financials on any of these businesses. Hightshoe said micro-enterprises are the easiest because
they just have to qualify as amicro-enterprise when the application is made. Even though they have
to qualify as amicro-enterprise upon award, we have not had one expand so rapidly as to not be
considered amicro-enterprise during the first year.
Crane asked how much funding was left for economic development since a lot of funding was used
this year. Hightshoe said there had been $155,000, and $35,000 was just allocated to the micro-
enterprise she had mentioned. She said that $95,000 would be added to the funds for FY 10. Staff
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
DECEMBER 18, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 3 of 9
will make recommendations for this money based on applications received. She noted that in the 5-
Year Plan, public facility spending is not up to the level required by the goals that had been set. The
target for public facilities was 21% of the budget, and only 13% has been reached. If applications are
low, staff may make a recommendation not to fund economic development quite up to the $95,000
level, and shift some of those funds to public facilities or other spending. Hightshoe said she is
finding that it is much easier to concentrate on micro-enterprises for economic development funding,
and that these generally require less money/capital. Hightshoe said that she has found that businesses
that are simply creating jobs have more difficulty maintaining the necessary paperwork. She noted
that in prior years City Council has been pretty adamant about fully funding economic development,
so staff would have to wait and see what applications are received. Crane asked if many recent
applications had been denied. Hightshoe offered an example of a home-based daycare business
whose application was denied, as it could not be determined if the benefit would be more to the
homeowner in remodeling the home or more for the business. She said staff and the committee have
denied potential businesses. Many due to poor credit scores (not caused by a health problem), lack of
a business plan, or insufficient information.
PUBLIC HEARING & APPROVAL OF THE FY08 CONSOLIDATED ANNUAL
PERFORMANCE & EVALUATION REPORT (CAPER):
Hightshoe explained that this was the HUD required evaluation report that is typically due by the end
of September (3 months into the current fiscal year); however, due to the flood, HUD gave staff'an
extension to December 31, 2008.
Hightshoe said it puts in perspective how much was accomplished over the course of the year. She
said the "meat" of the document is actually in the tables found on page 16; they summarize CDBG-
assisted projects. These tables outline which projects are still underway, how much was spent, etc.
Hightshoe~noted that pages 32-36 are all new HUD required tables which take the CITY STEPS plan
and breaks it down into estimated numbers for each year. Hightshoe acknowledged that many of the
original goals may have been unrealistic given the amount of funds to be received. For example the
goal of helping 120 families with down-payment assistance was not realistic given the amount of
funds received and how much downpayment assistance is needed for aloes-income household. "The
new CITY STEPS plan will incorporate more realistic goals based on estimations of the amount of
money the City will receive, and what kind of programs can be supported with it.
Shaw asked how much was allocated in the FY08 cycle. Hightshoe said that for public services there
was about $124,000, $105,000 of which went to aid-to-agencies (MECCA, UAY, Elder Services),
leaving only about $19,000 to fund other agencies. Hart said it was her impression that there was
only $9,000 left. Hightshoe explained that that was for FY09, and that for FY10 only about $1(1,000
is available, making it a competitive process. Shaw asked if what this meant was that for Elder
Services, for example, the CBDG funding was $59,500; Hightshoe said this was correct. Hightshoe
explained that HCDC provides $105,000 for the aid to agencies budget. Rather than dividing this
$105,000 among all 16 agencies, staff takes the three agencies (receiving the most funds) and who
have the capacity to administer federal funds and enters a CDBG agreement with just those three
agencies. In this way, staff avoids imposing all of the federal requirements on the smaller agencies.
Hightshoe said she believes that in FY10 the aid to agencies also takes a hit.
Douglas asked if it was correct that it had been agreed to put a $2,500 minimum on public service
applications. Hart said that her impression was that this would better target the money to agencies
that can viably use it; she said she believed Council also liked the idea of making a larger impact.
HOUSING AND COMMUNI"I~Y DEVEI,OPMENf COMMISSION
DECEMBER 18. 2008
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Richman gave an example that instead of allocating $10,000 to six or eight agencies; it would now be
allocated to a maximum of four agencies. Douglas noted that the Commission will have to discuss
how best to prioritize funding. Hart said she has wondered if the Commission should more broadly
consider other types of funding sources in its overall discussions, as it is usually the same agencies
that require funding. McMurray said she thought there was a three year cut-off for CDBG funding.
Hightshoe said that there used to be a three year funding limit for CDBG public service funding, but
that it was dropped prior to her employment with the City. Hightshoe said the "double-dipping"
question was never really resolved, and the Commission would sort of have to go on the basis of who
applies. She said that it could be put on the January agenda as part of the year-end report and the
review process. Crane asked if economic development funds could be used for public service.
Hightshoe said they could not; CDBG rules are very specific and have very stringent definitions.
Economic development basically has to go to for-profits (with some exceptions for specific job
training programs).
Hightshoe said she has received no public comment on the report.
Richman opened the floor for a motion.
Hart motioned to approve the FY08 CAPER with corrections as noted in discussions (heading
change on a table). Drum seconded. The motion carried 8-0.
OLD BUSINESS:
• Review and Discuss Amendment to CITY STEPS as it Relates to Changes in Project
Financing
Currently, cases are not reviewed unless there has been a substantial change in purpose, scope,
location or beneficiary of funding. At last month's meeting, Hightshoe noted that there was
discussion about modifying language in CITY STEPS so that a change in financial terms also
constituted a "substantial change." Hightshoe said that staff has never been thrilled with the
review process in CITY STEPS, as even time-sensitive issues can sometimes take two months
because they must go back through HCDC and City Council. Staff is looking at alternative ways
to review. In the meantime, language changes have been proposed to address a change in
financial terms. Richman asked what the schedule for such changes would be. Hightshoe said
that a new CITY STEPS plan is due by December of next year; in January a consultant will be
hired to take it through the public input steps and community meetings, and then will draft an
initial plan.
Richman invited Maryann Dennis and Charlie Eastham of The Housing Fellowship to address
the Commission on the subject of changes in financial terms resulting in a review.
Dennis said that when The Housing Fellowship requested a change in financial terms they felt
they were making a reasonable and honest request in order to be able to provide affordable
housing to low-income Iowa City residents. Dennis said that it is her personal opinion that this
new policy is being established because of The Housing Fellowship, and that she is very sorry to
hear that. Dennis said she was not sure it was wise for a local unit of government to try to
establish a policy because of one applicant. On the other hand, The Housing Fellowship has been
in business for many years and as a private non-profit, Dennis said, their whole intention is to
provide housing for people of low-income. She said that she thinks the amendment is
unnecessary, and she would ask that projects be reviewed on their merits and their priorities.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
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Dennis said that in The Housing Fellowship's case, if their request had had to go back to
Council, they would not have been able to submit their application (which ultimately was granted
tax-credit status). Dennis said that if this becomes policy, then they will always first seek the
amended terms they received (20 years deferred at 0% interest), as will every other applicant.
Eastham said that as he understands it this proposed change has the intended purpose of the City
and the applicant settling on the most reasonable terms. If that is the general purpose, then it
does not get to the ultimate goal of getting to the best loan terms to encourage affordable
housing. Eastham said that for tax-credit projects the best terms for HOME funds cannot be
known until all of the financing is in place for the project. It is not known what the tax credits
are going to sell for until after the application processes are completed and the syndicator
commits to a price. At that point, the general contractor knows what all of the financing is. It is
not until that point that it is rational to look at the City's terms for financing and see if the
original terms should be modified.
Douglas asked for clarification on what triggered the request for the change in terms. Eastham
said it was the requirement of submitting the application by October 3151. Hightshoe said the
financial terms did not change; the budget did. Dennis explained that everything changed
between October 7`" (the date The Housing Fellowship requested a change in financial terms
from HCDC) and October 315` (the date the application was due). Dennis explained that the
qualified allocation plan changed and the costs that were eligible changed, as a result, the whole
budget changed. Shaw said that it was his understanding that the changes were triggered by
changes that IFA made at the last minute. Eastham said The Housing Fellowship had been
talking about requesting changes in the terms for the HOME funds since summer time, because
they had concerns all along that the original terms would not make it through the tax-credit
process. Dennis acknowledged that the budget for the project did change a lot between October
7`" and October 31st. Shaw said that as he recalled, because it was not a substantial change
according to CITY STEPS, HCDC did not have the authority to require The Housing Fellowship
to return to the Commission. Hightshoe said that based on the budget that was ultimately
submitted, staff would not have made the recommendation for the change in financial terms that
was granted. Hightshoe said she did not want to get back into a conversation about what had
happened, but wanted to focus on how to proceed from here. She said that one way of
proceeding with low-income housing tax-credits would be to approve it with no financial terms
and then have HCDC give final approval in October when all the numbers are in. Eastham said
he is not sure that is even possible; Hightshoe said they would look into it. Dennis said she also
believed that it depended on what the City allocated HOME funds were being used for on the
project. Dennis said they have always used the funds for land acquisition; with land acquisition,
you have to have site control before the application can be sent in.
Shaw said that for him changing the policy was not related to one particular agency doing what
they needed to do to keep a project moving forward. Shaw said his understanding is that the
policy at that time might not have been a good policy to be able to make effective decisions as a
Commission and he wants to look at the policy in that context. Richman said that there were, in
his opinion, two things that the Commission was not there to discuss: 1) Aniston Village; that
project is done and their allocation has been made, and 2) concepts for broader investment policy.
Richman said the item on the agenda is whether or not an amendment is needed for CITY STEPS
to help the Commission respond to changes in projects, and, if so, is this the correct amendment.
Richman suggested continuing along Shaw's line of discussion and focus first on whether it is
appropriate for HCDC to have the ability to respond to changes in projects. Hightshoe said that
there is no pressing need on the immediate horizon to make these changes. She said if HCDC
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
DECEMBER 18, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 6 of 9
wished to wait and combine it with the other changes to CITY STEPS that would take effect next
year that would be fine; if HCDC wished to make more immediate and incremental changes, that
is fine too. Richman asked what the consultant's approach to dealing with this issue might be.
Hightshoe said that hopefully the consultant would look at what other city's do, and perhaps look
at financing at the same time. The current policy is very rigid, with little flexibility. That sort of
a discussion would have to be part of a process, and would not get done in one night. Hightshoe
said she wants to revamp CITY STEPS quite a bit, and the current amendment is not critical to
her at this time.
Richman said that he strongly supports the need to deal with this issue, but also supports what
Eastham said, which is that adopting the current amendment does provide very little incentive for
a developer to ask for anything other than a 30-year non-amortizing loan at 0% interest. This
amendment requires the Commission to take a more active role in setting financial terms.
Richman said he is not sure that is a role the Commission is ready to take on at present, or ii~ it
would be better to discuss the matter fully with the consultant. Hightshoe said the Commission
does get a variety of housing applications that present their financial terms to the Commission
(transitional housing, down-payment assistance, low-income-tax-credits) so that will continue to
be a question asked in the application process regardless of whether an amendment is adopted.
Hightshoe said that economic development loans are also at issue with this amendment; payment
deferrals (for small time periods) are granted without taking the matter back to HCDC or City
Council.
Richman said it sounds to him like the choices are to 1) approve this amendment (or amend it and
approve it), 2) do nothing, or 3) direct staff to have the consultant address the issue in the larger
CITY STEPS revision. The general consensus was to address the issue on a more macro-level
with the consultant.
Richman said he had a somewhat related question for Hightshoe. He asked if there could be a
policy that if members of the public or agencies cannot provide the Commission with supporting
documents at the time the agenda is put out then they simply will not consider it. Drum said it
was important not to cut somebody out, and that there may be extenuating circumstances that
reasonably prevent someone from submitting documents ahead of time; these would be things to
consider before creating a written policy. Hightshoe said she would discuss the matter with the
City Attorney's Office and see what if anything was already in place. Hightshoe said the
applicant workshops have been and will be addressing this very issue to cut down on duplicate,
incomplete, and late additions received after the deadline this year.
• Discussion of a HCDC Sponsored Event Focused on Affordable Housing
Douglas said he had an idea for this and wanted to present it to the Commission. One of the
Commission's roles is to educate the public about affordable housing issues as well as provide
new options for affordable housing. Given the present need for more affordable housing and the
economic downturn, the Commission needs to encourage more environmentally sustainable
building. Douglas suggested that a few public events could help place attention on some of these
needs. The original idea was for a conference on affordable housing options that are not
currently being considered or utilized, such as shared equity cooperative housing for families and
co-housing (groups of smaller houses that share a communal area). McMurray said she was
aware of this phenomenon for retirees, but not for young families. Douglas also suggested
smaller houses as an option. Other concepts are the ecological village (one exists in Fairfield)
and the idea of universal design. Douglas said that at the FAIR! meeting last week the idea was
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
DECEMBER 18, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 7 of 9
put forward to put on an affordable housing fair so that affordable housing consumers could get a
better idea of what was out there. Douglas said he simply wanted to present some of these ideas
and see if anyone was interested.
Hightshoe said she and Steve Long had tossed around some ideas prior to the flood, one of which
was a marketing campaign about who needs affordable workforce housing. Basically, Hightshoe
said, it is just a campaign that reminds people that everyone needs housing. Committing HOME
funds for a design sponsored by a University student for a green building, universal design,
starter home, or affordable housing and then deeding it over to anon-profit for rental housing
was another idea. Hightshoe noted that the Housing Trust Fund does do a Housing Summit so it
would be important to do something different from what they are doing. Hightshoe said her
office receives a lot of literature on building smaller houses and noted that it might be good to see
what could be done to encourage private developers to build smaller houses, making them
affordable without the need for subsidy.
Shaw suggested determining where the gap is, so that they can target those who do not typically
attend the Housing Summit. Hightshoe said that she felt the Housing Summit targeted lenders
and developers. Hart noted that the Energy Expo created a venue with a wide variety of target
audiences, creating room for multiple focuses. Hightshoe noted that an advertising campaign
could similarly reach a wide range of people. Hightshoe said she likes the idea of a partnership
with the University, but that it would require looking at the University's schedule too. Richman
asked where the money would come from to co-sponsor such an event. Hightshoe said that
money from the City's general fund and administrative budget would have to be used, as public
service funds have not been applied for in the past. Shaw noted that the library would be a good
venue if the target audience was the community, whereas if the target audience was academics,
the University would want to have the event on campus somewhere. He recommended defining
the purpose and the audience as the first step in determining the scale of the project.
Hightshoe said the idea behind a marketing campaign was to reach an audience that had not been
reached before. She said that in all honesty people who would come to an affordable housing
event are going to be people who are already in favor of affordable housing and versed in the
issues. Douglas stated that it had been suggested at the FAIR! meeting that a "Housing Week"
could be held, with different days targeting different audiences, i.e., one targeting consumers, one
targeting policy makers, etc. It was suggested to plug an event into an existing venue, such as
"Homeless Week" or the annual Homebuilders Association event held in April. Richman noted
that many of the ideas Douglas had put forth would be developer driven ideas, and suggested
seeing if the Homebuilders would be interested in having an expert in such topics come and
speak to them, thus creating some energy around some of these ideas. Crane suggested having
different booths at the builders show supporting some of these concepts. It was noted that the
Homebuilders Association had previously been against the concept of universal design as cost-
prohibitive but now embraced it as sound policy, and that the same could happen with some of
these design concepts.
Hightshoe asked if the general idea was to form a subcommittee at the present meeting and bring
the issue back up in a subsequent meeting in January of February. She noted that in February and
March the Commission would have a lot of materials relating to allocation. Richman asked if
anyone wished to volunteer for a committee to look into the issue. McMurray and Drum
volunteered. Hightshoe suggested looking into partnerships in the community for transitional
housing for domestic violence and other issues.
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DECEMBER 18, 2008
LOBBY CONFERENCE ROOM, CITY HALL
Page 8 of 9
MONITORING REPORTS:
• _Hawkeye Area Community Action Program - Housing (Douglas)
Douglas said he spoke with Al Axeen who said that they have 50 units for people who are
moving from unstable situations to more stable situations. Douglas said that HACAP had
received $80,000 from HCDC & intended to purchase another unit after the 1 S` of the year. All
of HACAP's clients have an income of under 30% of the median income.
• Iowa City Housing Authority -Down-payment Assistance & Tenant-Based Rent
Assistance (McMurray)
No report.
• Compeer Program -Operations (Hart)
No report.
• Extend the Dream Foundation -Operations (Dousilas)
No report.
• Neighborhood Centers of Johnson County -Facility Rehab. (Crane)
No report.
• Shelter House - FY04 Land Acquisition (Hart)
Hightshoe said that Shelter House got their land; the state court ruled in Shelter House's favor.
The project will be closed out. The neighborhood filed a new suit, this time in federal court.
The City is anticipating that the lower federal court will dismiss the case, but has not heard what
the Court will do. Shelter House hopes to be finished building by December 2009.
• Goodwill (Shaw)
The work is done, but they have not yet been billed for the retainer.
ADJOURNMENT:
Crane motioned to adjourn. Shaw seconded. The motion passed 8-0.
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
12/18
Jer Anthon 09/01/08 O/E X X X X X X X X -- -- -- -- -- -- -- --
Steve Crane 09/01/09 O/E X X X X O/E X 0/E X X X 0/E X
Marc De France 09/01/09 X X X X X O/E X X O X X X O/E
And Dou las 09/01/08 X X X 0/E X X X O/E X X O/E O/E X
Charlie Drum 09/01/10 X X O/E X X X X O/E X X X O/E X
Holl Jane Hart 09/01/10 X 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 X
Brian Richman 09/01/10 O/E X 0/E X 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_ _ X
Michael McKa 09/01/11 -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X x x X
Key:
X = Present
O = Absent
O/E = AbsenUExcused
NM = No Meeting
-- -- = Not a Member
4b 5
FINAL
MINUTES
City of Iowa City Animal Care Task Force
February 5th, 2009 - 5:30 P.M.
ICPL Room E
Call to Order: Meeting called to order at 5:40 p.m.
Members Present: Pat Farrant, Teresa Kopel, Jane McCune, Paula Kelly, Lisa
Drahozal Pooley
Members Absent:
Staff Present: Misha Goodman
Others Present: Rick Wyss, Calista and George Hospodarsky, Mary Blount, Liz
Ford
Recommendations to City Council:
Approval of Minutes/Consent Calendar:
1. January 8th, 2009 minutes unanimously approved as submitted via email January 26th,
2009.
Old Business:
2. Flood update and Center plans; capital campaign
Misha reported that plans for renovating the old shelter should start soon. The earliest
return date would be September 2009. Dave Long has approved extending the lease.
Lisa Drahozal Pooley raised air conditioning concerns. Misha Goodman said that the city
architects had already been asked to consider that issue.
Misha Goodman also reported that a new building is not financially feasible at this time.
Liz Ford of FACF reported that FACF had meet with a capital campaign manager.
Per Misha Goodman, the reconstruction of the old shelter could not include any additions
per FEMA rules. However, Misha is hoping to include the following in the renovation:
guillotine doors, moving the door to her office, and determine where aspay/neuter clinic
might be located code-wise.
Teresa Kopel asked what would happen with the many additional cats that can be housed
currently at the Sand Road facility. Misha Goodman recognized this as an issue and
mentioned that an off-site location for non-available cats might be an option.
Misha also noted that she plans to have someone come in to do a space needs study based
on the community.
3. Clarify Task Force definition and direction
Coralville has signed the 28E agreement. North Liberty has asked about the contract.
Other cities have opted out or are considering.
Task Force duties were written on whiteboard and discussed.
As related to the duty concerning current shelter practices, Lisa Drahozal Pooley asked if
cds from www.throu~hado~sear.com that have been scientifically shown to reduce stress
in shelter dogs might be an option for the Center. Liz Ford from FACF will purchase a
cd player with repeat mode. The cds were donated. Misha Goodman and the Task Force
were all in favor of trying the music.
4. Fees/ordinances/permits
Misha Goodman asked members to review the operating manual. She also handed out a
copy of fees, except permit fees, in final form. Members approved changes proposed by
Misha for the areas of animal neglect/cruelty and administration and enforcement.
Training facilities were added to the list of definitions.
Lisa Drahozal Pooley will find permit fees discussed at an earlier meeting and will look
for ordinances concerning wild/exotic animals from other cities.
5. City Carton pilot project update
The project was discussed with Mary Blount of Iowa Humane Alliance who has agreed to
lead the pilot project initiative. She is currently busy with a project in Cedar Rapids
dealing with flood cats but will start contacting businesses in the pilot project area.
Mary Blount will show Animal Care Task Force members her presentation on
spay/neuter/release/manage at the next meeting.
New Business:
1. Teresa Kopel handed out a copy of the landlord survey for the next meeting.
Task Force Member Comment:
Staff Comment:
Citizen Comment:
7:07 p.m. meeting adjourned.
2
4b 6
Iowa City
Public Library
BOARD OF TRUSTEES
Minutes of the Regular Meeting
January 22, 2009
FINAL APPROVED
Members Present. Thomas Dean, Michael Cohen, John Kenyon, William Korf, Thomas Martin, Linzee
McCray, Mary New, Meredith Rich-Chappell, Leon Spies
Members Absent: None
Staff Present: Barb Black, Terri Byers, Susan Craig, Debb Green, Heidi Lauritzen, Kara Logsden,
Patty McCarthy, Elyse Miller
Call Meeting to Order.
Dean called the meeting to order at 5:05 pm.
Guests Present: Jessica Schafer (Practicum student).
Public Discussion. None.
Approval of Minutes.
The Minutes of the Regular meeting of December 18, 2008 were reviewed. A minor typographical error
was noted on page 3A-3. A motion to approve the minutes with the correction was made by Korf and
seconded by Spies. The motion carried 9/0.
Unfinished Business.
Board Members received a copy of the budget memo from the Mayor dated 1/21/09 from the City
Council packet.
FY10 Budget Discussion with City Council. City Council will meet with Boards and Commissions
January 28, 2009. The Library Board of Trustees meeting is scheduled for 7:15 pm. Dean encourages
all Board members to attend. The message that we wish to communicate to the Council is the value of
the Library to our community and that the Library is an essential service. The Library is heavily used
and usage continues to increase, especially in these difficult economic times. The Library works in
partnership with other City departments well and often. The Library is an integral part of Iowa City's new
designation as a City of Literature. The Library provides revenues to the City through parking and
through rental income from the Library basement space, as well as library fines. The City Manager and
the Finance Director are continuing to work on budget strategies. The budget problems will likely
continue for the next few years and the Board will need to continue to prioritize its strategic plan. Spies
discussed the revenue that the Library generates for the downtown area. Dean said that the Library is a
destination library and that it is used by people from all over Iowa, including Cedar Rapidians after the
flood this summer. The Library is also a recruiting tool for people who consider moving to Iowa City.
The Library has already made cuts of $83,000 to the budget it submitted to the City Manager. These
cuts are not reflected in the budget that the City Council will be reviewing with the Library Board of
Trustees at their meeting on January 28, 2009.
New Business.
FY09 Strategic Plan Report. Staff have completed the six-month report on the FY09 planning goals.
Martin asked whether our Library had any Chinese materials, which we do. Martin also asked about
offsite displays, which is currently under consideration. A point of need location, such as Mercy
Hospital, is an example. Korf asked about studying the delivery of materials at offsite programs. This
strategic plan runs through FY2012. Korf asked about the Carnegie Society. Staff explained that such a
designation would identify and nurture giving, encourage planned giving, etc. from consistent donors.
Library Board Policy #704 Use of Library Cardholder File. This is a regularly scheduled policy review.
No changes were suggested by staff.
Library Board Policy #802 Confidentiality. This is a regularly scheduled policy review. Dean suggested
a couple of modifications to 802.3c to clarify who may review security camera recordings. Martin moved
to approve Policy #802, Confidentiality, as revised by staff and modified by the Board. Cohen seconded
the motion. Motion passed 9/0.
Board Sponsorships. Team sponsorships for Project Lincoln Log and Iowa City Spells are requested
from Board gift funds. The sponsorship fees are $300 for a Project Lincoln Log team and $375 for Iowa
City Spells. Spies offered an individual sponsorship for Project Lincoln Log. Kenyon moved that the
Board sponsor a team for both events and New seconded. Motion carried 9/0.
Staff Reports.
Departmental Reports:
Adult Services. The penny press machine is a big success.
Circulation Services.
Information Services. The ICMA grant was submitted. We hope to hear by the end of February. The
power walls are up and people like them.
Development Office. Donations to the Friends Foundation have not fallen off significantly thus far. We
are actually experiencing some growth, receiving donations from new donors. The Lincoln Loot
campaign has realized $1,300 in pennies so far. We average about $100 per week. New suggested
keeping the penny collector all year round.
Reader Report. Cupcakes rock!
Miscellaneous. There were so many articles about the Library that we copied them double-sided.
President's Report.
Dean has been asked to read from his book on 2/21 at Hoover Museum at 2:00 pm. All are invited
Announcements from Members.
McCray gathered on Inauguration Day in Meeting Room A with many people to watch the historic
event. She thought it was great that the Library provided this opportunity for the community.
Committee Reports.
None.
Communications.
None.
Quarterly Financial Reports.
Second Quarter Receipts, Expenditures, and Gifts and Bequests were reviewed. Expenditures are at
48% and receipts are 52% six months into the fiscal year.
Quarterly Use Reports.
Six Month Output Measures, Circulation by Area and Agency and Circulation by Type and Format were
reviewed. People into the building and circulation are up approximately six percent (6%). The large
increase in reserves is the result of increasing the number of holds from three to five.
Disbursements.
The Visa expenditures for December 2008 were reviewed. A motion to approve the disbursements for
December 2008 was made by Cohen and seconded by Rich-Chappell. The motion carried 9/0.
Set Agenda Order for February Meeting.
Presentation of Encore application
Library Hours
Policy 803: Bulletin Board
Policy 804: Public Pamphlet Distribution
Policy 805: Displays
Adjournment.
A motion to adjourn the meeting was made by Spies and seconded by Kenyon. The motion carried 9/0.
Dean declared the meeting adjourned at 6:28 pm.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
CALENDAR YEAR 2009
Meetin Date
Term 1/22/0 2/26/0 3/26/0 4/23/0 5/28/0 6/25/0 7/23/0 8/27/0 9/24/0 10/22/0 11/19/0 12/17/0
Name Ex 9 9 9 9 9 9 9 9 9 9 9 9
Michael Cohen ~/~~/~ X O/E
Thomas Dean 7/ 91 /~ X X
John Kenyon ~/ 3 /~ X X
Bill Korf 7/ ~l /0 X O
Tom Martin b/ to/~ X X
Linzee McCray ~/ 91 /0 X X
Mary New ~/~~/~ X X
Meredith 6/30/1 X O/E
Rich-Cha el 1 ___
Leon Spies 6/ to/~ X O/E
A. KEY: X =Present
O =Absent
O/E =Absent/Excused
NM = No meeting
Res =Resigned
4b 7
MINUTES FINAL
Iowa City Airport Commission
January 8, 2009
Iowa City Airport Terminal - 5:45 PM
Members Present: Greg Farris, Howard Horan, Randy Hartwig, Janelle Rettig, John
Staley
Staff Present: Sue Dulek, Michael Tharp
Others Present: David Hughes, Jay Honeck, Harrel Timmons, Phillip Woolford,
Tim Busch, Sharon Lust, Gary Lust
RECOMMENDATIONS TO COUNCIL:
Recommend to change Airport Commission term lengths to 4 years.
DETERMINE QUORUM:
The meeting was called to order at 5:47 P.M.
APPROVAL OF MINUTES FROM THE DECEMBER 11, 2008 MEETING:
Farris asked if anyone had any comments. Hartwig noted that on page 2, under the
Aircare topic, that there should be some reference of Staley speaking as a University
representative, and not as a Commission Member. Others agreed. Staley moved to
approve the minutes as amended; seconded by Horan. Carried 5-0.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. Aviation Commerce Park -Farris noted that Peggy Slaughter sent an email
stating that she would not be able to attend this evening's meeting. Tharp
added that Slaughter did note that one of her interested parties for the Aviation
Commerce Park has hired an architect to draw up plans. Tharp also noted that
he had an architect contact him regarding the Aircare facility. Staley noted,
speaking as a University representative, that this architectural firm has been
engaged to provide an estimate on building the Aircare hangar.
b. University of Iowa Aircare Facility -Included in item a. above.
Iowa City Airport Commission
January 8, 2009
Page 2 of 8
c. Dane/Carson Land Sale Request -Tharp noted that he spoke with Mr. Larson
recently and that he is needing some further clarification from the FAA on
what the extra piece of land can be used for. They have not heard back on this
issue yet. Rettig noted that this is no longer a land sale but rather a lease.
d. Airport Safety -Traffic Pattern Operations -Tharp stated that things are on
schedule. He added that information will be seen starting the first. Farris
asked if there was any further information on the segmented circle, and Tharp
noted that he does not have a definitive cost estimate, but that he did speak
with some other airports about this. The timeframe for this will be March.
e. FAA/IDOT Projects -AECOM -David Hughes
i. Runway 7/25 -Hughes stated that between winter storms they
have done some survey work. They still need to do some GeoTech
work of filling in holes, and hope to have this done in the next few
weeks. Hughes noted that late yesterday they received an email
form the FAA stating that the AIP program is coming down the
line quickly and that the FAA wants to get a grant application
going with the State, prior to bids. The grant application would be
put together based on estimates, according to Hughes. Hughes
then responded to Members' questions regarding this particular
grant application. Hughes stated that he wants to set up a users'
group meeting for early February (February 5), and that he would
like this to be a special Commission meeting, if possible. This will
be to discuss the runway and the intersection. Hughes stated that
basically it is to review the impacts to the Airport because of the
construction. Members continued to discuss how this meeting will
be structured, and whether it will be an official meeting. Everyone
agreed it should be a regular Commission meeting. Hughes added
that the FAA would like this project to be ready for bid by mid-
March.
ii. South Aviation Development Study -Hughes noted that there was
some discussion at the last meeting on this, and that he has sent
information to Rettig as she requested. Farris asked if this was
going to be a 30-day turnaround, and Hughes stated that that is
what they have planed for.
iii. 2008 Pavement Rehab (North Taxilanes) -Hughes noted that. due
to the holidays and the winter weather, most of the projects have
been shut down for now. He added that they are still working with
some contractors to close out projects. Rettig asked about frost
heave, and if it has been a problem. Hughes stated that they have
seen some. He explained that the old runway was built directly on
the clay surface, and when the ground freezes the runway tended to
"float." The new pavement section has a granite slab underneath,
Iowa City Airport Commission
January 8, 2009
Page 3 of 8
according to Hughes, so it is not getting the water infiltration like
the old pavement did. They are seeing the old pavement move
somewhat, but the new pavement is staying put. Hughes did add
that they have contacted a company that does grinding, and they
are set up to come out and grind the "hump" that has occurred on
the pavement.
iv. Obstruction Mitigation -See above.
v. Building H -University of Iowa Hangar Expansion -Hughes
reported that everything is ready to go for rebidding. They have
revised the documents, and the new bid date is February 5 at 2:00
P.M. Members asked for some clarification on issues related to
this rebid, to which Hughes responded. Rettig asked if they knew
when building would begin. Hughes stated that he did not have the
exact date, but would get that for her.
1. Consider Resolution #A09-OlApproving Plans,
Specifications, Form of Contract, and Estimate on Cost for
the Building H -University of Iowa Hangar Expansion -
Rettig moved to Consider Resolution #A09-O1,
Approving, Plans, Specifications, Form of Contract, and
Estimate on Cost for Building H; seconded by Hartwig.
Carried 5-0.
vi. Corporate Hangar L -Farris explained the status of this issue to
Members. He spoke to the City's budget and looking for funding
to be able to start this project. He spoke to budgeting issues and
the 2011 budget in particular. The hope is to fund some of these
projects with sales of the Aviation Commerce Park lots. Rettig
asked for some clarification on the matching portion of grants like
this, and Hughes explained how the grants typically are structured.
Members continued to discuss this issue, noting that they have
immediate space concerns. The discussion centered on what the
main concerns are for the Airport, and just what they maybe able
to get built sooner rather than later. Rettig stated that she would
like to see them talk with the State about funding this differently,
to which Tharp stated he doubted the State would agree to
something like this, considering how their process is set up. Farris
noted that they could attempt to run this by the State. Hartwig
brought up the possibility of adding on to an existing hangar, since
they have these funds. Rettig came back to her idea of contacting
the State versus this grant situation.
Staley asked Hughes what current prices are being seen on current
bids for building hangars. Hughes responded that he recently bid a
storage building in Waterloo, and that it was estimated at about
$45.00 per square foot. It was noted that this would be a good time
for the Airport to move forward on a project like this. Farris asked
Iowa City Airport Commission
January 8, 2009
Page 4 of 8
the Members what their priority would be on this. Horan stated an
80 by 80 hangar with insulation, and possibly a small office area,
and the ability to house various size aircraft would be optimal.
Something with a lot of flexibility would be best. The FBO joined
into the discussion, noting that there is a definite need for space at
the Airport.
The discussion came back to hangar I and any possibilities there,
using the money that they know they have. Members agreed that
once they have this number, they can work backwards to see how
big of a building they could build. Farris noted that they would
move forward with this, seeing if they can work with the State, and
seeing what the City budget holds for them.
Hartwig then asked about the University hangar, their temporary
building, and where they are with that. Tharp stated that so far
there has been a little conversation about it, but other than that
nothing has transpired.
Staley then asked Hughes if he believes they might see lower bids,
given what he saw in the Waterloo instance. Hughes responded
that given the dollars they are talking, a 60 by 60 building would
be about right for that price. Staley asked if there is anything they
could possibly put off on a building such as this, something they
could complete at a later date. Otherwise he suggested they go for
a bigger building with less "extras." Hughes noted that the biggest
part of the cost is the flooring, the concrete, and the door.
£ Airport "Operations"; Strategic Plan-Implementation; Budget; Management -
Tharp noted that their strategic plan runs through 2010, and that perhaps they
should form a subcommittee to work on a new five-year plan. He added that
everything on the current plan has been met. Staley suggested they contact
Jeff Davidson at the City Planning department as he worked with them before
on this. Farris asked who would like to participate in this subcommittee.
Rettig and Staley stated that they would meet with Tharp to begin the process.
The budget was discussed next. Rettig began the discussion asking about
boiler repairs. Tharp responded, explaining what the repairs consisted of.
Rettig then noted on page 3, under "Expenses," the "Building Repair and.
Maintenance Service," of which "Cleaning" is under, has already eaten up
86% of the budget, and that there are six months yet to cover. She also
questioned "Income," on page 1, a reimbursement of $7,100. Rettig stated
that Tharp was to let the Commission know what this was for, and that they
had not heard yet what this entailed. Tharp stated that he spoke with Kevin
O'Malley in City Finance and this is a reimbursement from the expenses
Iowa City Airport Commission
January 8, 2009
Page 5 of 8
incurred to put the utilities in at Commerce Park. As the lots sell,
MidAmerican reimburses the City for their cost of the initial infrastructure.
Tharp added that with the sale of lots 2, 3 and 4 they could expect another
reimbursement from MidAmerican. Rettig also asked about the budget
carryover, and Tharp stated that it is in the works at City Hall. The carryover
comes to around $44,000. Rettig suggested not performing any of the
pavement work budgeted and together with the carryover amount using that as
a local match offer to the state.
g. 2008 Annual Report - Janelle asked about the human element, suggesting a
paragraph regarding the flood work and the involvement of the airport. Such
as the rides to the local officials and the use by the President of the United
States. Tharp noted that he would like to be able to present this at the
operations budget meeting with city council on the 28tH
h. Maintenance Agreement with Jet Air -Farris noted that there have been
several conversations and that Tharp had emailed copies of the agreement to
members. Farris noted that he and Tharp had spoken to the Assistant City
Manager and that he was supportive and didn't see anything initially wrong
with the plan. Farris noted there were some insurance issues that had come up
late that needed to be resolved before the commission could enter into the
contract. Rettig asked about the dates of the agreements noting they ended at
different times. Tharp responded the intent of both agreements was to run
concurrently. Rettig also noted that the "Operations Specialist" was referred
in several different manners and that they should all be cleaned up and
referred to as "Operations Specialist." Rettig also suggested adding a direct
reporting line to define who Jet Air is working for. Horan asked about the
conflicts with the insurance policies. Farris responded that as of yet they did
not know what the conflicts were, and noted that the information has
previously been contained in previous management agreements, and had been
accepted. Horan asked about the oversight of the agreements and Jet Ai1•
regarding the system and the issues involved into entering into such an
agreement with the operator on the field. Rettig responded that is why the
hierarchy should be known, and that the maintenance contractor, whoever
they are, work for the commission, and the commission's authority to manage
the agreement have been delegated to the Operations Specialist and the
Commission has direct control over that employee. Rettig moved to
authorize the chair the sign the maintenance agreement with Jet Air Inc
with the discussed changes upon confirmation from the City Attorney
that the liability issues have been resolved. Seconded by Horan. Motion
Passed 5-0
Cleaning Contract -Rettig asked about the cleaning contract and confirmed
the end date for December 31, 2009. Rettig commented on item 3.ii which
said that Jet Air would remove trash to the dumpsters, and wanted to insert `or
Iowa City Airport Commission
January 8, 2009
Page 6 of 8
recycling facilities.' Rettig asked about the end of the current agreement and
Tharp noted that things were in place to move the contract on February 1St
Staley moved to approve the agreement as amended. Seconded by
Hartwig. Motion Passed 5-0
i. Jet Air /Iowa Flight Training -Flight Instruction -Timmons addressed the
commission stating that the goal of Jet Air was to work its way out of the
flight instruction business. Timmons related that some of the charter
operations now require $50 million coverage and that had forced Jet Air into
dealing with 2 insurance companies to provide coverage of both the charter
and instruction businesses. Timmons introduced Tim Busch to members and
described his background and that Busch ran Iowa Flight Training out of
Cedar Rapids and Vinton. He stated that with this partnership and ultimately
new arrangement, that scheduling, and bill paying, and other items would be
online making it easier to access by the customer base. Farris asked about
staffing and Timmons stated they would still need staff to sign out the aircraft
among other things. Rettig asked about the requirements of the FBO
agreement. Farris commented that there were 2 agreements in play, one was
the FBO agreement which required Jet Air to supply flight instruction in order
to qualify as an FBO. The second one was the minimum standards which
stated that commercial entities needed permission to operate on the airfield.
Horan asked about the ultimate goals of the arrangement, and Timmons
responded that Jet Air's goal was to be out of the flight instruction business by
the beginning of July. Rettig responded that this appeared to be a win-win
situation, and that the airport would be getting an FBO with a focus on the
charter aspects of operations, and a Flight Instruction provider whose whole
motivation is to provide flight instruction. Horan commented that many of Jet
Air's current charter pilots several were flight instructors for Jet Air and asked
if that would continue. Timmons responded that many of the charter pilots
had come through the Jet Air system, and would expect that to continue as
they are more aware of the training, and skills of the pilots. Rettig asked
about the space needs and Timmons responded that most of the items are
covered by online operations. Farris commented that once things are more in
place the commission would look any requests by the FBO to change
agreements.
j. Airport Commission Terms -Rettig moved that item i. FBO Staff Report
be moved up in front of item h. Horan seconded the motion and it
carred 5-0
k. FBO Staff Report -Timmons reported that this has been another harsh winter
for operations. He noted the Galesburg airport had lots of ice and that
operations were shut down for about a week. Timmons noted that at Iowa
City they've received a lot of snow and some mixed precipitation. He noted
Iowa City Airport Commission
January 8, 2009
Page 7 of 8
that he was pleased with the snow removal and that they've been open more in
Iowa City than elsewhere. Timmons discussed some of the issues of flying in
ice noting that one of the jets was damaged by ice that had come loose causing
substantial damage to a fan in the engine. Timmons noted the previously
discussed lip on the runway and that he and Tharp had taken a look at it.
Timmons noted that at Burlington, they had recently bid a project for a hangar
and that the low bid came up to about $486,000 and that 6 contractors had bid
on it. Rettig commented about the private ownership opportunities for
hangars, and that if they fit into Jet Air's plans, a long term lease on a piece of
land to construct a building could be possible.
Airport Commission Terms -moved to follow FBO Staff Report. Farris stated
that he asked Tharp to add this to the agenda. He commented that he has been
seeking people to apply for the upcoming position that is opening and most of
the feedback he's getting is that people aren't comfortable with a 6 year
commitment. Hartwig noted that part of the thoughts with 6 year terms is that
it takes some time to get used to the airport area and the aspects of
management. Rettig commented that the 6 year term caused her to think
about the commitment, but that ultimately she chose to apply, but that there is
indeed a 2 year learning curve. Horan asked about terms in the past being
staggered. Farris noted there could be staggered terms. Farris moved to
change terms 4 years if able to amend the upcoming term. Seconded by
Rettig. Motion Passed 4-1. Horan Negative
m. Subcommittees' Reports -Farris noted that there was one subcommittee
formed.
n. Commission Members' Reports - Horan asked if the REILS (runway end
identifier lights) stayed on all the time. Hughes commented that they do turn
off, but there is a timer set to keep the lights on approximately an hour after
dark. Farris noted that the 15th they speak on the CIP budget with city
council. Farris noted that at the end of the December the switch to the .75
Operations Specialist occurred.
o. Staff Report - None.
SET NEXT REGULAR MEETING FOR: February 12, 2009 at 5:45 P.M.
ADJOURN: The meeting adjourned at 7:42pm
CHAIRPERSON
DATE
Iowa City Airport Commission
January 8, 2009
Page 8 of 8
Airport Commission
ATTENDANCE RECORD
YEAR 2009
/Maatina ilatecl
NAME TERM
EXP. 1/8 2/12
Greg Farris 3/1/13 X
Randy Hartwig 3/1/09 X
Howard Horan 3/1/14 X
Janelle Rettig 3/1/12 X
John Staley 3/1/10 X
KEY: X =Present
O =Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
03-10-09
4b 8
MINUTES FINAL
Iowa City Airport Commission
February 5, 2009
Iowa City Airport Terminal - 5:45 PM
Members Present: Greg Farris, Howard Horan, Randy Hartwig,
Members Absent: Janelle Rettig, John Staley
Staff Present: Michael Tharp
Others Present: David Hughes, Jay Honeck, Mary Honeck, Toby Myers, Phillip
Woolford, Dan Yeager, Minnetta Gardinier
DETERMINE QUORUM:
The meeting was called to order at 5:48 P.M. by Chairperson Farris.
ITEMS FOR DISCUSSION/ACTION:
Runway 7-25 and 12-30 Reconstruction Planning Meeting -Farris introduced
David Hughes, those present introduced themselves.
Hughes described the agenda for the evening stating that he wanted this to be a
working session and a chance for those that were being impacted to provide input
on the schedule. Hughes described the work stating that the project calls for the
continuation of reconstruction work on 7-25 and the northern section of 12-30
which includes work in the intersection of the 2 runways. Hughes noted that
Runway 12-30 was being planned to be replaced at 75 feet wide as detailed in the
airport layout plan developed several years ago. Hughes commented that along
with the pavement work there is some subdrain work that will be completed. There
is no electrical work associated with this phase of the project. Hughes described
the current condition of the pavements noting that there have been several
alternatives examined in terms of overlay vs. replacement, and that it wasn't
economical to shut the airport down for an overlay then have to come back and 4-
5years and do it again for the replacement. Hughes noted the current status of
FAA funding. Hughes noted that FAA has indicated the initial grant from the FAA
will contain the state apportionment funding and the local entitlement which leaves
a nearly $600,000 shortfall to be covered by discretionary funding once it is made
available.
Hughes noted that with the work in the intersection the airport would be effectively
closed. He noted that they have a potential timeframe for this work and want to be
as efficient as possible to minimize the closure time. Hughes estimated a 3 to 4
week closure of the intersection and that they would put into the contracts
language to accelerate the work time in the area. Hughes commented that he is
Iowa City Airport Commission
February 5, 2009
Page 2 of 4
also working with staff to provide language for liquidated damages for any delays
with reopening the airport following intersection work. Hughes noted that part of
that equation was the loss of income to affected parties which included fuel
flowage fees. Hughes commented that not only did they want to talk about the
intersection work but also the phasing of the work as it related to the 2 runways.
Hartwig asked about a possible schedule of construction. Tharp responded that
with commission meetings occurring as regularly scheduled contracts could be
awarded during the May meeting. Mary Honeck noted that even though the
Oshkosh weekend had been listed the hotel begins seeing bookings several
weeks prior to the event. Yeager asked about the time frame for each of the
sections, to which Hughes responded that it's estimated to be a 90 calendar day
contract. Horan asked about the limitations of the shorter runway being the first to
open. Woolford commented that 3900 feet was just over the minimum
requirements for the citation jet. Woolford asked about the possible reduction of
the runway 12-30 length. Hughes described the residential area northwest of
Runway 12-30 and that the FAA was implementing new TERPS [Terminal
Instrument Procedures] requirements that would affect the runway in the future
and that as seen with the 7-25 work, FAA would seek to mitigate obstructions on
the approaches with the rehabilitation of 12-30.
Hartwig commented that the choice had appeared to be which runway section to
follow intersection work. Hughes stated that this may affect how some of the work
is completed. Mary Honeck stated that she and Jay would prefer to see the
intersection closed April and May instead of any time during June, July or August.
Farris asked about closing the airport, and could helicopter traffic still use the
airport. Honeck followed that up with a question about landing in the grass areas
adjacent to the runways. Hughes commented that it would just be the Runways
that were closed. He commented that he'd need to review some of the regulations
but the helicopter traffic should be able to use the airport. Woolford commented
that trying to set up a temporary runway or other arrangements would increase the
risk to the airport and state that given the recent accidents in the last year perhaps
the airport shouldn't invite that risk. Mary Honeck asked about what other possible
events could impact the closure timeline. Hughes stated that the big one was
weather, but that they've had good contractors that have been completing projects
within the allocated time. Horan stated that this is why the liquidated damages are
going to be highlighted in the contract and that the figures are something that will
be upheld in the court system.
Jay Honeck commented that he's received comments, and also would like to ask
about rent during the closure and if the airport commission would provide some
relief.
Yeager asked about the bidding environment, and how the perceptions were, and
asked to clarify the funding. Hughes stated the bidding environment looks good,
Iowa City Airport Commission
February 5, 2009
Page 3 of 4
and that the first part of the funding is projected to be available in March, with the
second part coming later. Woolford asked about an incentive to complete the
intersection, Hughes stated that incentives aren't reimbursement but that the
contract will have language to provide the anticipated schedule. Horan asked
about grooving the runway, Hughes responded that 7-25 would be grooved with
this project.
Hughes asked about other dates shown in the agenda, and if they were missing
any. Jay Honeck responded that Blakesburg occurred on Labor Day. Horan
asked if accelerating the meeting schedule would help complete the intersection
work. Hughes commented that they might be able to shave 2-3 weeks off, but
thought a May construction beginning was realistic. Gardinier had asked to
include the Air Race classic from June 23-26th. She commented she was planning
to promote the Alexis Park Inn as a fuel stop point for those coming from the
southeast.
Mary Honeck asked about how many days before the intersection was complete
and reopened would a definite opening date be able to be set. Hughes responded
that approximately 7 days before they'd most likely be able to anticipate an
opening date.
Jay Honeck asked about the remainder of 12-30. Tharp responded that it was the
next FAA grant planning phase, and that it should rank high for potential stimulus
grants.
Yeager commented about how the closure would be worded, that if you close the
airport then all traffic stops, but if you close the runways, then helicopter traffic
should be able to continue.
Horan provided that the direction to David should be to do the intersection first,
followed by the rest of 7-25, then the work on 12-30. Hughes commented that if
work begins on the intersection followed by the rest of 7-25 that gives the longest
runway available sooner.
Horan asked about working with the schedules to meet 3 times in February, or
March, and could have bids the first of April. Hughes commented that even with
accelerating schedules, he didn't believe FAA would be ready prior to March for
bids. Horan suggested that as a commission they should plan on extra meetings
to accelerate the schedule as necessary.
ADJOURN: Meeting adjourned 6:48pm
CHAIRPERSON
DATE
Iowa City Airport Commission
February 5, 2009
Page 4 of 4
Airport Commission
ATTENDANCE RECORD
YEAR 2009
(Meeting Dates(
NAME TERM
EXP. 1/8 2/5 2/12
Greg Farris 3/1/13 X X
Randy Hartwig 3/1/09 X X
Howard Horan 3/1/14 X X
Janelle Rettig 3/1/12 X O/E
John Staley 3/1/10 X O/E
KEY: X =Present
O =Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
MINUTES
Youth Advisory Commission
January 8 - 7:00 P.M.
Lobby Conference Room -City Hall
Call to Order: Meeting called to order at 7:00 P.M.
Members Present: Diamitani, Han, Heywood, Green
Members Absent: Malatek
Staff Present: Karr, Wilburn
Others Present: None.
FINAL 4 b 9
Recommendations to Council (become effective only after separate Council action):
None
Elect temporary Chair:
Karr explained that Nelson's Board term expired before his term as chair (which ends in
March) the Commission needed to elect a temporary chair. Green volunteered, and
majority agreed.
Approval of Minutes:
Diamitani made a motion to approve the minutes of December 11 and December 18,
Green seconded the motion. Minutes were approved unanimously, 4/0.
Budget presentation for FY10:
Green asked if the copy provided was what Diamitani had written. Karr said that she had
written the current copy from memory as neither the copy nor the minutes were available
at the time. Han volunteered to be present at the budget presentation. It was decided that
she focus on new items and changes while recapitulating other items.
Youth Empowerment Grant:
Before reviewing the three grant applications, Karr asked whether Diamitani was a part
of the group submitting the request and if so should not participate in the discussion. He
said he wasn't .Han voiced the concern that the applications seemed to be less detailed
than ideal. Green also added she had some questions. For Heywood and Diamitani's
benefit, Karr added that usually the subcommittee would have had the chance to meet
with the applicant to ask questions prior to formal consideration of the request by the
Commission.
Diamitani clarified that the 3 grant requests would be used for different purposes within
the one event. Han asked whether they would have a contract ready and also brought up
that if the grants were approved for different purposes, they would only be reimbursed for
the money used for those specific causes. Diamitani clarified that he would be forwarding
the existing contract and added that the group would be signing the contract, and not the
Commission. Green asked how the group would get the other funds to sign the contract,
and Diamitani said that the group had separate funds for such events.
January 8, 2009
Page 2
Green voiced that she felt she could not approve all three of the grants. Han agreed.
Wilburn reminded the Commission that the grant was based on a reimbursement system.
After discussion, the group agreed that the two grants specifically applied for lighting or
advertisement and should not be approved because the attached information did not show
the actual costs to total the grant request.
On the other hand, the group agreed that the one grant for location rental could and
should be voted on. For the other two applications, the subcommittee members decided
that the applicant resubmit a fully completed application with specific intended uses
outlined.
Heywood voiced her concern about the probability of the event. She specifically
addressed the location of the proposed event, which can discourage students from City or
Regina high school. Heywood specifically cited other events she had been involved in to
voice skepticism over the projected number of guests. Diamitani stated the applicant was
aware of that and were still confident that they would be able to attract many guests.
Karr explained that the location was an issue before because of its size and cost as well as
its location outside of Iowa City. Heywood suggested various locations within Iowa City,
including UAY and the Recreation center. Karr also clarified other aspects of the event.
Moved by Green, seconded by Diamitani, to approve the grant request for $500 for
location rental. The grant was approved 4/0. Regarding the other two applications,
Wilburn suggested that the Commission inform the group that the Commission did not
make a decision and outline what would be needed and when to consider the requests.
Subcommittee members Han and Green agreed to draft an email from the subcommittee
and also to include a date for the applicants to resubmit more complete applications. It
was decided that the packet distribution would be the 23rd and that the Commission meet
on the 27th at 7:30 p.m. to consider the requests. Green and Han said they would make the
recommendation to the full Commission on that date. The alternative meeting date of the
30th at 7:30pm was scheduled if needed.
2009-10 Subcommittee Reports:
None
Goals and planning for 2009:
The youth survey report was scheduled to come out in February. Green explained to
Heywood what the Commission was planning to do with the results to increase youth
participation. It was decided that the Commission wait until the results were obtained.
Update on website:
Karr said that the by-laws had been updated and Green reminded members to update the
bio information if needed.
January 8, 2009
Page 3
Public Discussion:
None
Student Citizenship Awards:
Green and Karr briefly explained the current situation concerning the presentation of the
awards. The Commission decided that despite the possible positive exposure, they should
not commit to more dates at this time. Members agreed that the decision be made later in
the fall when the school year starts and when hopefully the Commission would have;
more members.
Staff update:
Wilburn said that the council may wish to ask the Commission for recommendations on
future decisions or that the Commission may even make recommendations to the Council
without prompting as well. Karr added that this had been done twice in the past.
Members agreed that it would be a good idea.
Wilburn also added that members should remember to notify Karr if members know they
will not be able to make meetings. Members agreed and decided to have further
discussion about notification guidelines.
Announcements/Invitations/Events/Opportunities:
None
Meeting Schedule:
Previously discussed.
Moved by Han, seconded by Diamitani, to adjourn 8:20 PM
Submitted by: Han
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