Loading...
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 DECEMBER 18, 2008 LOBBY CONFERENCE ROOM. CITY HALL. 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 LOBBY CONFERENCE ROOM, CITY HALI. Page 4 of 9 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 DECEMBER 18, 2008 LOBBY CONFERENCE ROOM, CITY HALL Page 5 of 9 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. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION 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 Z O ~o ~~ ~O ~U Owrn U~o } W N Q' fq Q W ~ Z } Q W F- 2 F- H Q O °~° X X ~ X X ~ ~ ~ Z ~ Z ~ Z ~ Z ~ Z ' ~ ~ d A W O O ~ M N O O M N O O M N O O ~ M N O ~ M N O ~ ~ M N O ~ M N `- W ~ z ~~ ~ ~ C~ ,~ as ~ ~ 2 g-' ;;~_ Q ~ ~ ~ °' ~ '' Q ~ ~ ~ ~ U ~. = c ca J --~ ~. c ~ ~ ~.. c' ~ II ~ A C E O ~ C'1 m 0 3 Z d V ~~ W }, y +-' ~' ~ ~ ~ +' C N ~ to ~ ++ to d Q a Z Z II II ~ II II XOpZ w Y