The URL can be used to link to this page

Home My WebLink About2019-02-21 Info PacketCity Council Information Packet February 21, 2019 IP1. Council Tentative Meeting Schedule P2. Information from Council member Thomas: Walkability during winter I P3. Invitation: Action Alert! + Reminder of Community Meeting on Friday featuring the Housing Fellowship IP4. Invitation: Affordable Housing Forum for Developers & Contractors - March 5 IP5. Invitation: Save the Date - DVIP Souper Bowl 2019 - March 7 IP6. Civil Service Entrance Examination - Signs & Pavement Markings Technician IDiraft I iiiiirut IP7. Board of Adjustment: February 13 IP8. Housing and Community Development Commission: January 17 February 21, 2019 City of Iowa City Page 1 teu n II14 gjiirn beu °1, � r rrw � CITY C1r: IOWA CITY www.icgov.org February 21, 2019 Council Tentative Meeting Schedule ATTACHMENTS: Description Cournciill1f"e-inlatiive Meeting Schedule r= Tuesday, March 12, 2019 5: 0 PM Work Session Emma J. Harvat Hall Tuesday, April 2, 2019 5:00 PM Work Session Emma J. Harvat Hall Monday, April 15, 2019 4:00 PM Reception ICCSD 1 11 14 1 , 11,11HIM& "MI *Tuesday, April 23, 2019 5:00 PM Work Session Emma J. Harvat Hall *Note: Date change 7:00 PM Formal Meeting Tuesday, May 7, 2019 5:0 PM Work Session Emma J. Harvat Hall Tuesday, May 21, 2019 5:00 PM Work Session Emma J. Harvat Hall —.1 teu n II14 gjiirn beur 2 � r -.�� rrw � CITY C1r: IOWA CITY www.icgov.org February 21, 2019 Information from Council member Thomas: Walkability during winter ATTACHMENTS: Description II information from Cournciill rnernber 1f"Ihoirnas„ Walllkabiilliity during Winter From: John Thomas Sent: Saturday February 16'3O191:lOPK4 To: KeUieFnueh|ing Subject: Walkability during winter Hi Kellie, Thanks,� John John Thomas City Council District C 11 ��Mzm =6 Minneapolismin.gov Minneapolis Pedestrian and Bicycling Winter Maintenance Study �IIU Minneapolis is committed to year-round walking and bicycling as safe, accessible and convenient options for its residents and visitors. Recently the City completed a Pedestrian and Bicycle Winter Maintenance Study. The goal of the study is to identify alternative winter maintenance options to enhance the quality and consistency of clearing snow and ice from sidewalks and bikeways, which would improve safety, accessibility and mobility for people that walk, bike, and take transit in Minneapolis. The study presents information, data, and implementation cost considerations of pedestrian and 'Y'amd r�i f em M-8-kj� I-IC411nm improvement. This study provides a framework for continued conversation with the community, interested stakeholders and policy makers. - - 0 - - 0 • Section 1: Existing Minneapolis Pedestrian and Bicycle Winter Maintenance Practices • Section 2: City and Agency Review • Section 3: Alternative Wnter Maintenance Options • Appendix A: Winter Facilities Trial Evaluation (WFET) More information can be found in the Minneat)olis Pedestrian and Winter Maintenancg_Study and the Winter Maintenance Study SupplementaLBgport. http://www.minneapolismn.gov/pedestrian/data/WCMSP-210947 2/19/2019 teu n II14 gjiirn beur � r rrw � CITY C1r: IOWA CITY www.icgov.org February 21, 2019 Invitation: Action Alert! + Reminder of Community Meeting on Friday featuring the Housing Fellowship ATTACHMENTS: Description II invitation:: Action Aleut! ..'- Reminder of Community Meeting orn Firib'ay teaturirng the IHousing Fellowship Kellie Fruehling From: Johnson County Affordable Housing Coalition <jcaffordablehousing@gmail.com> ® Wednesday, February 20, 2019 3:24 PM ® Council Subject: ACTION ALERT! + Reminder of Community Meeting on Friday featuring the Housing Fellowship News and Updates from the Johnson County Affordable Is this email not displaying correctly? Housing Coalition! View it in your browser. A FRIDAY AT NOON! We're looking forward to hearing from you at this month's community meeting. Our presenter will be Mairyanin Dennis with the Housing Fellowship. 143� 0 1040� Come to learn more about the Housing Fellowship and to review some other affordable housing updates. MIETZIMM1711flim Ac-.0iart!! Stand beside residents of Forest View "Tomorrow, Iowa City's l::Ianning & Zoning Commission will have a public hearing reIForest View. 1 As you may Ikrnow, this redevelopment will umellude permanent, singe t rmily homes for the current residents of (Forest View (Mobile Forme Park. Some residents of the ad pinning neighborhood are or aniizr ng against the Ipiamerrnent of these new homes,. The residents of F=crest View have sperm co unless hours organizing to create this anew opportunity. "rhey have the support of the developers..'rhey *deserve* the support of their neighbors and the community as a wholle. CopyrightPlease attend the Planning & Zoinfing meeting tomorrow (Thursday, of Forest View. Let's show that Ilowa City is the wellcornifing, inclusive community we pride ourselves on being. Affordable addressHousing Coalition, All rights reserved. at an event or meeting. Our mailing AffordableJohnson County .. 308 E. Burlington St, PMB 121 Iowa City, IA 52240 - R-RRGMMW 0 teu n II14 gjiirn beur � r -.�� rrw � CITY C1r: IOWA CITY www.icgov.org February 21, 2019 Invitation: Affordable Housing Forum for Developers & Contractors - March 5 ATTACHMENTS: Description II invitation:: Affordable IHousing Forum for I[)eve.llopers & Contractors IMardh if" RV IOWA r yF�-YV ,i,�®ice'" AREA Cl �IAIVIBER .. ��P@Nh�u..:--�&� rraailarrrRw[°Mt�uceuI ^rr M _ °� teu n II14 gjiirn beur � r rrw � CITY C1r: IOWA CITY www.icgov.org February 21, 2019 Invitation: Save the Date - DVIP Souper Bowl 2019 - March 7 ATTACHMENTS: Description Il rnviitatiorn„ gave the I[.)ate I[.)Vll If1,Souper Bo 11 2019 IMardh .7 Kellie Fruehling From: Alta Medea Peters <altamp@dvipiowa.org> Thursday, February+ 6:13 PM Subject:. . DVIP SouperBowl 20 '" Supporting victim/survivors ®f intimate partner violence has never tasted so good! DVIP invites our elected officials to join us in raising funds for those most vulnerable on March 7th, 2019 at our 22nd Annual Souper Bowl. Many of the victim/survivors we serve flee with nothing more than the clothes on their back. For some, like Cindra, the situation is now or never. Cindra and her son, Kyle, fled in the middle of dinner after her husband had thrown a knife at her, narrowly missing her right shoulder. She was able to grab Kyle and flea leaving everything behind but her 7 -year-old son. While they made it safely to shelter, they were in need of everything from clothing to hygiene products and the support to create a safety plan for when her husband came looking for them. Ending intimate partner violence and supporting victim/survivors like Cindra and Kyle takes all of us. Which is why this year's theme for the 22nd annual Souper Bowl is "Stone Soup". A French folktale of a community coming together with what they have to support those in need. We hope to see you there! Tickets can be purchased online HERE or in person at any of the Johnson County Hills Bank locations. — Alta (pronouns of reference: she, her, hers) Alta Medea -Peters Director of Community Engagement 319.930.2030 cell I'�: , ':. Domestic Violence Intervention Program (DW) 1 • 11 • • �1 Serving Cedar, Des Moines, Johnson, Crisis ::11 14 Shelter Business Line: 319-351-1043 When considering your and others' safety, please be aware that e-mail is not considered a confidential method of communication. If you are not the intended recipient, you are hereby notified that any retention, dissemination, distribution or copying of this communication is strictly prohibited. This e-mail (including attachments) is intended to be confidential and may be legally privileged. Please reply to the sender that you have received the message in error, then delete it. Thank you. teurn II14 qj urnbeur � r rrw � CITY C1r: IOWA CITY www.icgov.org February 21, 2019 Civil Service Entrance Examination - Signs & Pavement Markings Technician ATTACHMENTS: Description Ciiviill Service IE:rntrarnce IExamination Siigrns & flavernernt IMarkings 1f"e-dhi niiciiarn CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52 2 40-1 82 6 (3 19) 356-5000 (3 19) 356-5009 FAX www.lcgov.org February 15, 2019 TO: The Honorable Mayor and the City Council Under the authority of the Civil Service Commission of Iowa City, Iowa, I do hereby certify the following named person(s) as eligible for the position of Signs & Pavement Markings Technician. Robert Schulz Meliss I Jensen teurn II14 qj urnbeur " � r -.�� rrw � CITY OF IOWA CITY www.icgov.org February 21, 2019 Board of Adjustment: February 13 ATTACHMENTS: Description Board of Adjustment„ February. 1 FEBRUARY 13, 2019 — 5:15 PM EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Ryan Hall, Amy Pretorius, Zephan Hazell MEMBERS ABSENT: Connie Goeb STAFF PRESENT: Jesi Lile, Sarah Walz, Sue Dulek OTHERS PRESENT: The meeting was called to order at 5:15 pm WNFIVE Lile announced that the Board currently has four members and that Goeb contacted her earlier that day to let her know that her flight had been delayed and she would not be able to attend the meeting. Another member, Amy Pretorius, has a conflict of interest and cannot hear the special exception, which left only two members, so the meeting did not have a quorum. The special exception EXC18-00008 will be deferred to the next meeting on March 13, 2019. The City Council will be appointing another board member at the meeting Tuesday February 19, so the board will be full again and will have four members who can hear the special exception in March. Upon learning that Goeb would not be able to attend, Lile notified the applicant and a few neighbors in opposition to let them know. Given that Goeb is not present, Lile suggested that the board defer their selection of the chair and vice chair to March, as well as Board procedures as they will have a 5th member then. Lile then explained that they could proceed to approve the minutes or that could be deferred as well. Pretorius motioned to defer, Hazell seconded the motion. A vote was taken and the motion carried 3-0. ADJOURNMENT: Pretorius moved to adjourn this meeting. A vote was taken and the motion carried 3-0. BOARD OF ADJUSTMENT ATTENDANCE RECORD 2018-2019 NAME TERM EXP. 2/14 5/09 6/13 3/13 12/12 2/13 COX, ERNI 12/31/2020 OOEE, CONNIE 12/31/2019 O/E X X X X X HALL, RYAN 12/31/2022 X X X X X X HAZELL, ZEPHAN 12/31/2021 PRElORILIS, AMY 12/31/2023 KEY: X = Present O = Absent O/E = Absent/Excused = Not a Member teurn II14 qj urnbeur 8 � r rrw � CITY C1r: IOWA CITY www.icgov.org February 21, 2019 Housing and Community Development Commission: January 17 ATTACHMENTS: Description IHousing and Community I[)evellopirnern'I Comirniissiiorn„ Jarnuary. 17 MINUTES 611401LOINE9140111•• PRESENT:MEMBERS Megan Alter, Mitch Brouse, Charlie Eastham, Christine Harms, John McKinstry, Maria Padron and Paula Vaughan MEMBERS ABSENT: Vanessa Fixmer-Oraiz PRESENT:STAFF Kirk Lehmann, Erika Kubly THE PRESENT- Kristie Doser, Lauri Mitchell, Christi Regan, Ellen McCabe, Sara Barron, Barbara Vinograde, Susan Gray, Ron Berg, Brian Loring, Becci Reedus, Genevieve Anglin, Mark Sertterh, Jamie Kearney, Jenny Winegarden, Nicki Ross, Sara Barron By a vote of 7-0 the Commission recommends to City Council funding the full requested amount of Legacy Aid to Agencies applications as shown below for FY20 and FY21, and that Council invite HCDC to discuss this recommendation at their soonest available work session. - q Care 1 1 Arc $20,000 Big Brothers Big Sisters of Johnson County $25,000 Crisis Center of Johnson C7u—nty $66,000 +—Violenceon Program#4# Elder Services Inc. Free Lwn—ch Program T—ACAP r Housing Trust Fund of JohnsonInside w� Out Reentry Community w Iowa City Free Medical Clinic/Dick Parrott —Free Dental C;jin�lic� Iowa Valley Habitat for Humanity Neighborhood ""Johnson Pathways Adult Day Health Center/ Aging .. $25,000 Prelude Behavioral Services Rape Victim Advocacy o g .. ,r Shelter House 0 a TableF Table United Action for Youth AF Total .. .. _. .. .. Housing and Community Development Commission January 17, 2019 Page 2 of 12 Vaughan called the meeting to order at 6:30 PM. APPROVAL OF THE DECEMBER20,2018 MINUTES, McKinstry noted that Eastham is active member of the Johnson County Affordable Housing Coalition but not a member of the Board as listed on page 5. Eastham moved to approve the minutes of December 20, 2018, with correction. McKinstry seconded. A vote was taken and the motion passed 7-0. Becci Reedus (Crisis Center) appreciates the effort of the Commission as this is her 10th year of application cycles. In those 10 years the allocation from the Crisis Center has gone from $40,000 to $39,000 and hasn't seen any increases. In 2008, pre -flood numbers for food services at the Crisis Center was about 32,000 for the year and this year they will see about 54,000 to 55,000 and the $40,000 allocation is slipping in terms of its impact for the agency. Reedus noted that each agency could talk about how the impact and the dollars received is not growing and that is concerning. Reedus noted she sits on the steering committee for the Access Center and greatly supports it but is concerned by the number of dollars that is being considered for its support. For example, the City is proposing to raise the utility tax to support the Access Center but Reedus wonders why the City cannot raise the utility tax to support nonprofits in the community. She attended Council's budget work session and asked some councilors if they get requests for increased nonprofit funding and the answer was no. There was no information in the budget workshop information that indicated there was communication at all from this Commission to City Council to alert them nonprofits are falling behind. Reedus has seen the growth in the budget and city population, and is concerned that with that growth comes more problems, more people that need to be fed each year, and more people relying solely on the food bank for food. Other issues the City talked about were the closing of Proctor & Gamble which also concerns the Crisis Center. There is not a lot of corporate support in Iowa City, there are not a lot of big foundations to turn to, and nonprofits trying to increase their budgets are doing so using development staff who need to be paid well. Reedus feels this Commission could help nonprofits advocate to City Council for additional money each year. Council even talked about a local option sales tax which Reedus supports, but Council is not talking about any of that additional income going towards nonprofit funding. Nonprofits address needs that exist in the community, they do not create the need, and without addressing the need, problems will be even greater in this community. She thinks the Commission needs to address this with City Council. Vaughan thanked Reedus for her comments and asked Staff to put this item on next month's agenda. Sara Barron (The Johnson County Affordable Housing Coalition) will be resuming their community meetings on the fourth Friday of every month presenting housing topics of interest to people. The topic in January will be Habitat for Humanity sharing initiatives they are working on as well as talking about the new interfaith committee that they are developing. The meeting is at noon on Friday, January 25 at the Johnson County Health and Human Services Building. MONITORING REPORTS: Kristie Doser reported on the Domestic Violence Intervention Program (FY19 Aid to Agencies). She noted CDBG and Aid to Agencies funding supports their shelter services, specifically staffing so they can have additional support for individuals staying in the shelter. She shared a couple of stats on shelter services for FY18, they housed 298 individuals and children in the shelter (pretty much a 50/50 split on adults and Housing and Community Development Commission January 17, 2019 Page 3 of 12 children), they are full 100% of the time and therefore also sheltered 72 adults and children in hotels for short periods until space opened in the shelter. Doser noted they had 170 families that contacted them that they were not able to house when needed and therefore had to negotiate with those families about their safety, and work on options with them on how to respond to their situation. Doser noted that about five years ago services for domestic violence and sexual violence in Iowa was restructured, which reduced domestic violence shelters from 26 to 8 in the entire state. Therefore, CDBG money is incredibly important and allows DVIP to do support services for victims such as support groups, counseling, and advocacy in court and help victims work with DHS and other systems within the community. Doser noted they are looking to expand nights of safety services, last year they served 13,030 nights (meaning for every person that stayed at the shelter, they calculated how many nights they stayed there), which is higher, meaning the average length of stay in shelter is growing, which relates to resources that are or aren't available. The average night length of stay has been as low as 21 nights per family to the current average of 26 nights. That means they lose resources in the community, or housing is difficult to find, so they stay in shelter longer and fewer people can get in. The 170 families not able to get in would have equated to 4,470 nights needed. Doser gave an example of how devastating domestic violence is and how much a dollar can leverage. When people think of domestic violence, the first question is "why did they stay". She says the question is what would it take for a person to remain safe from the one person that knows everything about them including their home (does the partner have access to it), the children, the car, money, the job, etc. For domestic violence, perpetrators have more leverage than most criminals, so the amount of impact they can have on a victim's life is tremendous. On average, perpetrators will stalk their partners for 21 months, that is almost two years of harassment that affect your job, children, school, etc. These services are immediate and urgent and that is why the funds are so important to DVIP. Eastham asked to see what a fully funded DVIP program would look like in the future. Doser said she would be happy to have that conversation. Eastham stated he has heard a major issue is placing people from DVIP into housing and wonders what types of available housing are needed. Doser noted their services are in no way comprehensive, they are crisis intervention solely and the care and healing they must give to the victims and how to support them moving forward. Mark Sertterh reported for Shelter House (FY17 Cross Park Place, FY19 A2A & Rental Acquisition). He began with the Cross Park Place project which funded land acquisition for the new facility at 820 Cross Park Place. It just held its open house and will have 24 units of permanent housing for the chronically homeless. The land was purchased in April 2016 and individuals should be able to move in at the end of this month. With FY19 Rental Acquisition funds, they are looking to purchase a fourth house for permanent housing but are still finding other funding streams to buy a home. If they cannot obtain the additional funding they will then go to a bank to see about a possible mortgage to proceed. Sertterh noted with the Aid to Agencies money is used for staff support at the emergency shelter, which provides for the immediate needs of people in housing crisis. They serve more people every year, last year they served over 900 people in shelter. Aid to Agencies provides staff support for people's needs and safety. He noted that DVIP and Shelter House have partnered in the past couple years for Rapid Rehousing dollars from HUD to help people who experiencing homelessness. It has been a win/win for both agencies. Eastham asked for clarification on how the Rapid Rehousing money from HUD is used. Sertterh said the money is for anyone who is literally homeless and on the streets or in shelter to be used for short-term rental assistance (up to one year). Vaughan expressed congratulations as she attended the open house for the new facility. Eastham made the same request to Shelter House he made for DVIP, if they could provide what a fully funded program would look like. Sertterh agreed it would be a great discussion to have. Ron Berg from Prelude gave an update on their project (FY19 Rental Rehab). The CDBG funds are to replace a hot water heater at their 12 unit transitional housing complex. They expect to have the bid documents out for that project in the next couple of weeks. Susan Gray from 4Cs presented an update on their project (FY19 Daycare Technical Assistance). She Housing and Community Development Commission January 17, 2019 Page 4 of 12 noted all agencies do amazing work and it is hard to compete with domestic violence, free medical or free lunch programs and other first level of needs for families to survive, but if the community doesn't support childcare no one has an opportunity to break out of the cycle of poverty. They just received the CDBG funding in November but Johnson County Empowerment funding allowed them to fund their project before the CDBG funding. The 4 C's program works with childcare providers that serve at least 51 % of children on childcare assistance, that is, lower income and at -risk children. Currently, they actually serve 100% of children with childcare assistance which shows the lowest income providers (87.5% of the providers) participating in this program are at 0-30% income. Last year there were 17 on the program and they now have 21, 12 of which have their first language as something other than English and the other 9 are English speaking but serve minority children. 18 of the 21 have become registered with the Iowa Department of Human Services and 2 more are ready to submit. Gray noted last year they worked really closely with 5 providers to get them registered which was a lot of work. Another issue the providers work with is that everyone in the child's family needs a physical which requires to educating them on cultural differences that doctor visits are needed when healthy as well as when sick. The program helps childcare providers become more financially viable with their small business. Gray noted that childcare assistance is a huge problem in Johnson County due to childcare fees being so much higher and they struggle to find places for children. CDBG funding helps increase the opportunities for childcare and it is critical that young children receive good quality care and are well nurtured to have a better chance in school. 4C's motto is to support the providers until the work is done. A challenge of the past few months has been when providers must move from one apartment to another due to landlord issues and they can lose the DHS funding during the move time. 4C's held a meeting recently at the Neighborhood Centers with 100% of the providers and they are incredibly appreciative of the support and are excited to learn more. This meeting on business practices, keeping records up-to-date, and other business tips was well received. Harms asked how many children are in each of the 21 providers. Gray said the immigrant family childcare providers can have up to 6 children, but those in apartments will usually have 3 or 4. Other home facilities can have 12 children with 2 providers and 4 extra after school. Overall Gray feels around 200 children are impacted. Harms asked for an estimate in Johnson County for the number of children ages 0-5 who need childcare versus number of available slots. Gray does not have that statistic, but noted that Johnson County is not as bad as other areas in Iowa. She noted there is a difference in slots available in childcare centers versus homes, home childcare is now down to 10% which may be impacted by places such as North Liberty that have centers with 200-300 slots in one center. Lehmann noted these were CDBG Economic Development dollars and is technical business assistance for low income children providers. This comes from a different pot of funds than Aid to Agencies. Lehmann noted the presenter had a conflict with students so she was not able to get away. She instead sent a brief written statement. The Arthur Street Healthy life Center is still working to engage stakeholders for the building purchase. The proforma for the clinic practice looks promising and potential partners looked at the building last week. She would like to be able to give another update at the next meeting. Eastham asked if there was a deadline they were working against for using the funds allocated. Lehmann said the deadline was originally June 30 but the fact that they haven't signed an agreement means another deadline in March will be initiated as half of their funds should be expended per HCDC policy. Lehmann said it is a local deadline based on fiscal years and can be flexible as long as other CDBG projects are expending funds. BUDGET RECOMMENDATION O CITY COUNCIL: Lehmann asked if the Commission wanted to discuss the priorities first or go off the points allocated. The Housing and Community Development Commission January 17, 2019 Page 5 of 12 priorities come into play in the point totals and based on their allocation targets. Vaughan suggested starting with the priorities because that will determine the funding. Based on the initial allocations most Commissioners agreed with a few exceptions. For 4C's Harms had a different priority. Harms noted at the last meeting, HCDC decided to determine the priority based on the use for funding requested. She changed her priority to medium because it is employment training to certify caregivers and not as much childcare services. Padron asked if they are ranking based on the mission of the whole agency or just the project because the Commission needs to be consistent. Vaughan noted they clarified last time they would rank based on the project. Alter offered a counter perspective that there is such a need and it is difficult to get certified this type of training, so it creates better quality childcare and therefore should be a high priority. Padron agreed it should be a high priority as the training is necessary for quality childcare. Brouse stated the intent of the program is to create more caregivers through the training which will help people sustain a job and have a career. Harms agrees to the consensus of a high priority. Vaughan noted Arc of Southeast Iowa is next, which is evenly divided as a medium or high priority. Padron added her priority of medium. Brouse noted he originally had it as a medium but after HCDC's conversation last meeting, it seemed to him they intend to spend the money on a daycare program so he switched it to high. Padron noted it is not daycare of everyone but for special needs and that is why she ranked it medium for disability services. Harms admitted she was unsure but feels it could be a high priority because it is for childcare, and while it is not impacting many people it is so specialized and so needed because it is difficult to find this type of childcare. Vaughan agreed with Harms but agrees it could be high priority. It was decided to leave it as a Medium/High category. Vaughan moved on to Big Brothers Big Sisters, most Commissioners ranked it as medium but a couple said high. Alter ranked it as high because of the mental health services aspect of the children served, the kids come from homes with single parents, parents in jail, substance abuse, have many siblings and underlying mental health issues that are sometimes overlooked by parents and schools. A lot of these children can feel overlooked and no one takes the time to do anything about it. This organization can spot some of these issues and pair children with caregivers and bring stability into their lives. Vaughan and Padron both chose medium priority as it is a youth service, the majority agreed. Elder Services was majority of medium but Alter also gave that a high priority because it is Meals on Wheels and transportation which are both high priorities. Vaughan noted the majority of the Commission ranked it medium and with no further discussion it would remain listed as medium. Vaughan moved on to The Housing Trust Fund of Johnson County (HTFJC), everyone else listed it as high priority, Vaughan ranked it low because it would be used for operations rather than direct services. McKinstry noted that with HTFJC many municipalities designate certain projects with their funding and therefore HTFJC is limited on how they cover operating expenses. Additionally HTFJC multiplies by many times the money that is given to them through other sources (federal funds, tax credits, etc.) and for that reason he feels it is a high priority. Vaughan concurred with the group and agreed it could be a high priority. Harms noted the impact HTFJC is huge. Next discussed was Inside Out Reentry. Vaughan also noted she was the only one that ranked it as low since it was to be used for services and administration but again consented to the majority of high priority Vaughan moved along to Neighborhood Centers and noted she ranked it medium because it was listed as indirect costs but is okay with high priority if that is the rank of the group. McKinstry noted it will go directly to subsidized childcare and Vaughan agreed that was a high priority. Prelude was next, Alter feels they are addressing the homelessness and mental health, many of their clients have mental health issues that result in substance abuse which results in homelessness, a lot of these clients have worn out their welcome with friends, family and because of their issues with mental health they turn to alcohol and drugs and are put out on the street. Harms agreed and would be willing to change her ranking to high. Padron understands that everything is high priority but they cannot rank everything high priority, Harms understands and notes everyone's heart says high but the reality is they Housing and Community Development Commission January17, 2019 Page 6 of 12 cannot all be. Alter agreed and is fine with a medium priority ranking. Finally was United Action for Youth, Alter felt it was a high priority as it funded homelessness and mental health for the youth. Teenagers have a child, their parents kick them out, they have nowhere to go, and it is a big issue and needs to be addressed. Vaughan also rated it high because of the homelessness piece. Padron agreed it should be high. The consensus of the group was to change it to a high priority. Vaughan thought moving to allocations they would start with low priority allocations, as there is only one agency that scored as a low priority, the Iowa Valley Habitat for Humanity. Eastham noted 5% of the total allocation was targeted to low priority activities and there is a minimum of $15,000 for any agency. Eastham therefore he feels Habitat should be allocated $15,000. The rest of the Commission agreed. Next agencies with a medium priority ranking were discussed. Everyone assigned the Iowa City Free Medical Clinic $15,000. Vaughan suggested funding $15,000 to all medium priorities to see how funding played out. The Commission agreed. That left high priority agencies to discuss, the highest ranked was the Crisis Center followed by Shelter House. Vaughan noted some of the average allocations came in below the minimum of $15,000 so they either need to be raised to $15,000 or not given any funding. Padron said they should be moved to $15,000 because all the ones in the medium category below a $15,000 average were moved to $15,000. Brouse noted the Crisis Center ranked the highest and the average allocation was $33,500. Eastham supported the Crisis Center having a higher allocation because it emphasized shelter and food services. Brouse agreed and had a higher allocation as well. HCDC decided to round the average of the Commissioner's individual funding down to the nearest $1,000 and see what the tally looked like. That brought the total allocation to $368,000 which was $13,000 over the total funds to allocate. Discussion began on how to reallocate to stay within budget. Vaughan suggested taking $1,000 off of each of the high priority categories that are above the minimum which left HCDC $6,000 over budget. Eastham asked about Habitat and why they have not received funds the past few years. Lehmann noted they received CDBG/HOME funds for specific projects but not funding for operating funds since FY15. Eastham suggested allocating zero dollars to Habitat and redistribute that it to cover the overage and use the $9,000 to support other agencies. Vaughan noted no one in the low category would receive funding. Harms noted that the Commission agreed that whatever is allocated this year to an agency, the same amount is guaranteed next year, so agencies can have some consistency. That would mean if nothing was given to an agency this year, such as Habitat, then they would also not receive any funding next year. Lehmann said Habitat would no longer be eligible for legacy Aid to Agencies but could apply for emerging funds if that happened. Padron stated while it is a low priority on the list, it is still a high priority in the community as homeownership is important. McKinstry agreed that homeownership an important part of overall services in the City but understands it doesn't score as high on priorities, but the Commission also committed to fund lower priority agencies. Eastham feels Habitat will continue to function without funding and the $9,000 should be allocated to Shelter House which does provide homes to people who are in dire straits. Becci Reedus (Crisis Center) asked to have all the priorities read to the audience as well as the allocations from the previous year. Lehmann read through the spreadsheet which totaled up to $361,000, $6,000 over budget as follows: .. ........................ . ........................ Recommended FY19 FY20-21 Priority allocation allocation _............. __......................................__...................... .............._.. .... .......... Iowa City Free Medical Clinic/Dick Parrott Free Dental Clinic Medium $15,000 $15„000 ........................ _ ....................... Prelude IBehaviorall Services Medium $16,000 $15,000 Housing and Community Development Commission January 17, 2019 Page 7 of 12 Elder Services Inc. Medium $20,000 $15,000 Big Brothers Big Sisters of Johnson County Medium $15,000 $15,000 Pathways Adult Day Health Center/ Aging Services, Inc. Medium $15,000 $15,000 Arc of Southeast Iowa Medium $0 $15,000 Iowa Valley Habitat for Humanity Crisis Center of Johnson County Low Hi h $0 $40,000 $15,000 $33,000 Shelter House HACAP Hi h Hi h $50,000 $15,000 $47,000 $15,000 Neighborhood Centers of Johnson County Domestic Violence Intervention Program Hi h Hiah $34,300 $40,000 $25,000 $27,000 4 Cs Community Coordinated Child Care Hi h $15,000 $15,000 Rape Victim Advocacy Program Hi h $20,000 $15,000 Table to Table Hi h $15,000 $15,000 Free Lunch Program Hi $15,000 $15,000 Housing Trust Fund of Johnson County (HTFJC) Hi h $24,000 $15,000 United Action for Youth Hi h $27,400 $19,000 Inside Out Reentry Community Hiah $15,000 $15,000 Reedus questioned if the Crisis Center was the highest scorer in the highest category then why aren't they receiving a bigger allocation than others. She would like to have justification so she can relay that back to her board of directors. A member of the audience asked if there was less funding this year than allocated last year. Vaughan stated the allocation was $391,000 last year and $355,000 this year. Lehmann noted part of the change is splitting off money for emerging agencies. Eastham responded to Reedus' question on the Crisis Center allocation, he acknowledged it was a good point, the average ranking for the Crisis Center was 58 which was the highest ranking and is willing to revise the allocations to reflect the higher ranking. Vaughan noted since they are already over the budgeted allocation, they would need to figure out a way to allocate more to higher ranked agencies. The first discussion is whether to keep the allocation to the low priority, it was decided that the Commission would fund low priorities at an earlier meeting. Alter stated she was for funding it initially but after listening to the discussion about the long-term repercussions she would be okay with reallocating that $15,000 to other agencies. Vaughan asked for the consensus of the Commission to drop the low priority category and to allocate those funds elsewhere. Brouse would be in favor of taking the $9,000 from the allocation and giving $3,000 to Shelter House to get them to $50,000 and the other $6,000 to the Crisis Center. That would put Crisis Center at 59% of the funding they asked for and the Shelter House at 58% of the funding they asked for. Eastham supports that reallocation, but notes the ranking scores rest on several considerations not all of which strictly applicable to his thinking of the need for the specific kind of service the application is for and the need for that service and activity. He is inclined to support a higher dollar allocation to Shelter House than Crisis Center at this point. It is his assessment that sheltering people is a bit of a greater need than food distribution, which is also a big need. Genevieve Anglin (United Action for Youth) noted that it is understood there are limited dollars but part of what was discussed was the need of nonprofits in the community to have reliable funding from year to year and while she doesn't want to take money away from Crisis Center or Shelter House but they are Housing and Community Development Commission January 17, 2019 Page 8 of 12 getting close to what they got last year whereas UAY is going down by $8,000 which is less than 1/3 of what they received this year. In the last five years their allocation has reduced more than 50%. Padron stated the Commission talked about giving new agencies money so it is hard to fulfill every need. Padron wanted to hear from the Shelter House as to why they asked for $35,000 more this year than last. Mark Sertterh (Shelter House) stated the amount of services they are providing is exponentially more with the new services and new project they have coming online with the Cross Park Place building and will be doing more services for the community. Becci Reedus (Crisis Center) asked if there was no chance for the Commission to go to Council and ask for more money to fund nonprofits. Lehmann stated the Commission could request additional funding from Council with their allocation recommendation. Eastham agreed the Commission should do so. Lehmann noted some preliminary allocations made here may change based on unknown federal CDBG allocations. Lehmann said they are using a conservative estimate at this time because last year's funding was so unusual. Eastham noted that the Johnson County Board of Supervisors is now awarding $1.5 million to basically this same group of service providers. Kristie Doser (Domestic Violence Intervention Program) shared that because they received reduced local and state funding over the past five years they are in jeopardy of losing federal funding which would be a loss of $200,000 to $400,000. She knows they are not the only program dealing with this issue. Eastham asked for the timeline for these recommendations. Lehmann said it is taken to Council in May when CDBG/HOME allocations are made. He added the next two Commission meetings will be used for question and answer for CDBG/HOME applications and for allocating CDBG/HOME funds. Vaughan noted that when the Commission makes a recommendation tonight they can also request more funding from Council. Lehmann agreed, noting the Commission makes recommendations while Council makes the final allocation decision. Eastham stated that if Council were to allocate an additional $270,000 to the Aid to Agency budget it would allow the full requests from all applicants. The full request total is $625,500, the current budget is $355,000 so an additional $270,500 would meet the requests. Padron agrees with Eastham to ask for the full amount. Alter added that Council is discussing the FY20 budget right now so it is urgent to ask for additional funding now rather than waiting. Eastham noted at the budget meeting last week the City Manager pointed out that Council had $2.5 million in funds from this current fiscal year that is available for a variety of purposes and the City Manager suggested four of five specific allocations for those funds. $1.5 million or so of those funds was for a reserve fund to build another repair/maintenance facility which the City needs, but that reserve funding can also come from bonding so he is suggesting to taking $270,500 from the reserve fund to cover the nonprofit allocations. Lehmann said the Commission could recommend what they want Council to consider in the motion, he suggests they make allocations based on the amount they have been given and suggest that additional funds be awarded to meet the agency requests. Lehmann said they did not need to specifically state where they want the funds to come from. Kubly agreed they didn't need to say where the money would come from. McKinstry suggested sending along a statement that says with the funds that have been allocated the allocations are as such, but with shrinking funds over the past several years and the needs are increasing, and additional funding should be considered because agencies need some relief. Lehmann stated they could defer the recommendation. Eastham stated he thinks it should be on the agenda as soon as possible because it seems to take Council time to absorb recommendations from this Commission. Ellen McCabe (Housing Trust Fund Johnson County) mentioned that if the Commission were to submit the table showing full recommendations along with requested amounts perhaps a column should be Housing and Community Development Commission January 17, 2019 Page 9 of 12 added to show the net impact from current allocations. Vaughan agreed showing the Council all the information is important. Ron Berg (Prelude) noted if the trend continues as it is currently it won't be long before every agency is just getting $15,000. Eastham feels if a recommendation is made to Council for allocations that total $355,000 he would vote against that as he doesn't want Council to be able to start off their discussion that option. He wants them to have the $625,500 as the option to consider. He feels this needs to go before Council sooner rather than later and that membership from this Commission should be present at the meetings where these allocations are discussed as well as the agency representatives. Kubly noted that the Council agenda is already set for the next meeting, if a letter was to be drafted from HCDC it could go in next week's Council information packet. Eastman added Council will have to vote on the FY20 budget in March so he would want this on their agenda before the March budget vote. McKinstry asked if they were to send a letter to Council from this meeting that requests full funding for A2A, if Council comes back and states HCDC only has the $355,000 to spend will there be time for the Commission to make those allocations. Lehmann said they might have to add in a special meeting. Padron noted the Neighborhood Centers scored pretty high and the first three agencies are around 58% of ask and the Neighborhood Centers is less than 50%. Alter feels it is best to table the discussion on the allocations, send in the recommendation request for full funding and see what Council does. Barbara Vinograd (Iowa City Free Medical Clinic) acknowledged the Commission has an impossible task, but wanted to note that had she known there was a possibility of getting more than the $17,500 she would have asked for more, she made a small request knowing in the past how small the allocations had been. If the City really has money available many of the agencies would advocate for more. Eastham moved to recommend that City Council fund the full requested amount of Legacy Aid to Agencies applications as shown below for FY20 and FY21, and that Council invite HCDC to discuss this recommendation at their soonest available work session. Harms seconded the motion. Agency Arc east Iowaisis Center of Johnson County - Domestic Violence* Intervention Program Elder Services Free Lunch Program Housing Trust Fund of Johnson County (qiFJC) Inside Out Reentry Community Iowa City Free « , Iowa a Neighborhood Centers of Johnson County �ways Adult Day Health Center/ Aging Services, Inc. ;r r r Prelude Behavioral Services Housing and Community Development Commission January 17, 2019 Page 10 of 12 Rape Victim Advocacy Program $23,000 Shelter House $35,000 Table to Table $20,000 United Action for Youth $33,000 Total $625,500 Eastham strongly suggested that Vaughan, as chair of HCDC, contact the Mayor and discuss the results of this meeting and let him know HCDC would like to come to the next available work session to discuss. Vaughan agreed to reach out. Kubly added that anyone can go to the Council meetings and talk during the "items not on the agenda" public comment portion of the meeting. Eastham stated he doesn't like that opportunity because he feels Vaughan needs to talk directly to the Mayor. Sara Barron (Johnson County Affordable Housing Coalition) asked if the funding for Habitat for Humanity is included in recommendation to Council. Eastham agreed it would be included in the recommendation. Lehmann gave an update on the Housing Pro Forma noting it only affects rental housing projects, though HCDC will have expected rents and sales prices for owner -occupied projects from the application. Lehmann explained various items on the Pro Forma. The Pro Forma spreadsheet has instructions which explains each line item and what they need. Generally when looking at rental projects, costs are anticipated to increase faster than rents, so the City assumes 2% rent and 3% expense increases. The Gross Amount of Income is revenue coming in from rents based on the HUD -allowable rent times by the number of units. There is a line for other income, but it is almost never used because it can be difficult to anticipate what that income might be, usually it's things like money -operated laundry machines, etc. Tenant Contribution is other payments like parking or storage space. Gross revenue is all those items added up. For vacancy loss, we generally assume 5% but it can be higher depending on demographics or clientele. Revenue minus vacancy creates the Effective Gross Income which is the amount of revenue expected in a given year. Expenses are pretty straightforward; insurance, maintenance and structural repairs (which is generally around 1 % of the price of the property), management fees (usually between 5% and 7% but some nonprofits don't charge management fees), miscellaneous expenses (accounting, legal, advertising, etc.). Lehmann noted the City bases their estimates on the Iowa Finance Authority. With regards to property taxes, a lot of nonprofits do not have to pay property taxes other than the first year which may result in a negative cash flow that year. The actual cash flow is revenue minus expenses. Operating reserves should be no less than $350 per unit, it is better to see more as IFA has higher reserve requirements than the City. Finally the debt coverage ratio is important, a 1:1 debt coverage ratio means the operating income exactly matches operating expenses. The City needs to see a minimum of 1.2:1 by year three to show enough cash flow to support the project in case something not anticipated occurs. Some affordable housing lenders use a debt coverage ratio of 1.15. Vaughan thanked Lehmann for the information as it is very helpful. Eastham feels the City should follow IFA levels, that their standards are currently different. Lehmann agreed and will double check that for the future to make sure the City is lined up with IFA for consistency. Lehmann announced that Bob Lamkins has officially resigned from HCDC due to time constraints. The vacancy will be announced on January 22 and per bylaws, the preference is for someone who is Housing and Community Development Commission January 17, 2019 Page 11 of 12 receiving rental assistance or for someone with a financial background Lehmann noted the next meeting is February 21. The agenda will include monitoring reports, CDBG/ HOME application question and answer session (applications are due January 18), the emerging funds applications and the fair housing study. Regarding emerging applications Lehmann wanted to know the Commission's preference on doing a question/answer period or just allocating amounts due to the small funding. The consensus of the Commission was to see how many applications and if there were more than 5 applications to do two sessions, but if under 5 then review at the next meeting with the CBDG/HOME applications. Brouse noted that if the deadline for applications has to be flexible so more agencies can get them submitted they should extend the deadline. Currently there is only one application Lehmann has talked to others so thinks there are a few more applications in process; he will extend the deadline if they don't receive at least 3 applications. Lehmann passed out to the Commission an Income by Age, Race, and Location table that the City put together after receiving questions, he thought the Commission might be interested in the data. The Request for Proposals is out for the Consolidated Plan so that review will begin shortly. The City is also reviewing affordable housing programs and staff will bring it to the Commission when it is complete. Eastham asked about the Housing Pro Forma template and if there would be a rental table included. Lehmann confirmed it is included in the application. Eastham noted the Council decided not to follow HCDC's recommendation to allocate an additional $200,000 to the NEX Project to further reduce rents. He stated the project will build 32 units termed "affordable" and they provided a rent table for each of those units. He examined the rent table from the perspective of a tenant making $18,000 annually, which is higher than the average income for the City's Section 8 program, and within the range of households with rent costs more than 50% of their income (called high cost burden households). When reviewing the proposed rents from that perspective, 27 of the 32 so-called affordable units would require more than 50% of the income of the tenants. He wanted HCDC to be aware that low income housing tax credit (LIHTC) projects are not automatically an avenue for low cost burden rental housing. In fact most LIHTC projects' proposed rents provide high cost burden housing. That is why he requested HCDC to ask Council for additional funds. The Council declined the request in part because they interpreted $200,000 resulting in only an increase of three units having very low rents over the one unit in the developer's original proposal. The reason Council thought $200,000 would not "buy" enough additional low rent units was because in the developer's scenario presented to Council, the $200,000 would reduce the commercial borrowing and the debt from the commercial borrowing by about $12,000 per year but the $200,000 would be paid back to the City at 1% over a 17 year period which would be additional debt service. Eastham feels Council did not get accurate and complete information on HCDC's wishes to understand how much that $200,000 would decrease rents over how many units. Looking at the letter the developer wrote to Council with their suggestion, they did not have all the information and didn't realize they didn't have to pay that $200,000 back and it would not increase their debt service. Eastham proposes that future LIHTC applicants be instructed better on measures to decrease their proposed rents down to a level that is actually affordable to low income households. He added that just using 40% or 60% of the AMI as a rent guide is not actually affordable as most rent prices are well above what can be afforded at the average medium income. It is important to look at what the rents are, not want the percent of AMI is and if the Commission is going to negotiate with Council we need to make sure Council understands clearly what is being negotiated. McKinstry acknowledged it was good Eastham brought this topic up and that the Commission made that recommendation because it is a process of education for Council, the Commission, and the applicants. ,�,O .�W Brouse moved to adjourn. Alter seconded. Passed 7-0 Housing and Community Development Commission January 17.201Q Page 12of12 Attendance RecorO, Name Terms Exp. 7/10 9/20 10/11 11/15 12/20 1/17 -- =Vacant 0 Resigned from Commission )< =Present O =Absent [VE =Absent/Excused -- =Vacant