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HomeMy WebLinkAbout2021-08-12 Info Packet City Council I nformation Packet August 12, 2021 IP1.Council Tentative Meeting S chedule August 17 Work Session IP2.Work Session Agenda IP3.T R C - Operational Budget P roposal - through December 2021 [Previously distributed in the 7-27 agenda packet, item 15] IP4.Memo from P olice Chief - MR A P Armored Vehicle [P reviously distributed in the 7-22 I P ] IP5.Pending City Council Work S ession Topics Draft Minutes IP6.Ad Hoc Truth & Reconciliation Commission: August 5 [See Recommendation] IP7.Community P olice Review Board: A ugust 2 IP8.Human Rights Commission: J uly 27 [S ee Recommendation] IP9.L ibrary B oard of Trustees: J uly 22 IP10.Planning & Z oning Commission: August 5 August 12, 2021 City of Iowa City Page 1 Item Number: 1. A ugust 12, 2021 Council Ten tative Meeting Sched u l e AT TAC HM E NT S : Description Council Tentative Meeting S chedule City Council Tentative Meeting Schedule Subject to change August 12, 2021 Date Time Meeting Location Tuesday, August 17, 2021 4:00 PM Work Session The Center, Assembly Room 6:00 PM Formal Meeting 28 S. Linn Street Tuesday, September 7, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Tuesday, September 21, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Tuesday, October 5, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Tuesday, October 19, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Monday, November 1, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Tuesday, November 16, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Tuesday, December 7, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Tuesday, December 21, 2021 4:00 PM Work Session TBD 6:00 PM Formal Meeting Item Number: 2. A ugust 12, 2021 Work Session Agen d a AT TAC HM E NT S : Description Work Session Agenda Item Number: 3. A ugust 12, 2021 TR C - O peration al Budget Prop osal - throu g h December 2021 [Previou sl y d istributed in the 7-27 ag enda packet, item 15] AT TAC HM E NT S : Description T R C - Operational Budget P roposal - through December 2021 [Previously distributed in the 7-27 agenda packet, item 15] [Previously distributed in the 7/27 agenda packet - item 15] JTP3 Late Handouts Distributed Kellie Fruehling From: Mohamed Traore _ Sent: Tuesday, August 17, 2021 3:29 PM (Date) To: Stefanie Bowers Subject: Budget (TRC) - Drafts 1 and 2 Attachments: We sent you safe versions of your files; Draft1-Itemized_TRC-OperationBudgetProposal- throughDecember2021 - BudgetProposal-December2021.pdf; Draft2-Itemized_TRC- OperationBudgetProposal-throughDecember2021 - BudgetProposal- December2021.pdf; Kearns &West Response to Facilitator for the Ad Hoc Truth and Reconciliation Commission FINAL.pdf RISK Mimecast Attachment Protection has deemed this file to be safe, but always exercise caution when opening files. Hi, Attached is the 1st draft of the budget (as presented at the last council meeting), and the 2nd draft(that we hope to discuss with the council today). Additionally, I have attached the facilitator proposal from Kearns&West for added context. Thank you, Mohamed 1 City of Iowa City Ad Hoc Truth & Reconciliation Commission Itemized Budget Proposal Timeline: Upon Confirmation by the City of Iowa City City Council,through December 31,2021. Budget Line Item Amount Notes General Commission Stipend($1000/person/month) $54,000.00 *Commissioners will only receive the stipend for the months and meetings they remain on the commission. *Total contract value for the facilitator is higher,however,no Budget Facilitator $30,000.00 more than$30,000 is expected to be paid out prior to new budget requests. Experts/Training $36,000.00 *Payment for promotional materials,supplies,and those that Advertisin /Outreach provide the labor to distribute them.These materials may g $17,500.00 include:announcements for listening sessions,other public meetings,special meetings. *Documenting the truth-telling and reconciliation process(i.e for those that do not feel comfortable presenting directly to the Videographer(s) $17,500.00 public)I Recording/editing/production of testimoney made by, or to,members of the TRC. *In the case that individuals whom wish to tell their truths at a Transportation for[Necessary]Participants $2,500.00 public meeting do not have the means to attend,we are putting aside funds to help cover the associated costs. Backpay for"pre-TRC pause"Commissioners *$500 per meeting attended,6 meetings in total-9 members ($500 per meeting attended) $27,000.00 of the commission *5 meetings since"re-launch":$500/meeting x 5 meetings= Backpay for"post-TRC pause"Commissioners $23,000.00 $2500 multiplied by 9 to cover all 9 members II**Includes $500 for the first meeting back for former Commissioner Navarre-Jackson Subcommittee Subcommittee Operational Budget(Housing, Policing,Education/Youth&Youth Engagement, $130,000.00 Subcommittee Operational Budget includes: Budget Healthcare,Sustainability) $337500.00 Researcher Pay($8,000),Collaborators/Consultants($8,000) Materials/Miscellaneous($5,000) * We recommend that any funds in this budget that remain unspent should be Transportation for INecessaryl Participants($5,000) repurposed for our future budget needs *These values were totaled,and multiplied by 5,so as to cover the perceived operational needs of each subcommittee City of Iowa City Ad Hoc Truth & Reconciliation Commission Itemized Budget Proposal (Second Submission) Timeline: Upon Confirmation by the City of Iowa City City Council,through December 31,2021. Budget Line Item Amount Notes General 1 Commission Stipend($1000/person/month) $54,000.00 *Commissioners will only receive the stipend for the months and meetings both attend AND remain on the commission. *Total contract value for the current facilitator RFP is just Budget 2 Facilitator/Experts $200,000.00 under$198,000-apportioning$200,000 to this section of the budget helps to ensure a small cushion in the case of any unforseen circumstances *Payment for promotional materials,supplies,and those that provide the labor to distribute them.These materials may 3 Advertising/Outreach $3,000.00 include:announcements for listening sessions,public meetings or hearings,special meetings.These payments are for any advertising/outreach needs deemed necessary by commisioners and that the facilitator[group]cannot reasonably cover. Documenting the truth-telling and reconciliation process(i.e 4 Videographer(s) $10,000.00 for those that do not feel comfortable presenting directly to the public)I Recording/editing/production of testimoney made by, or to,members of the TRC. I Transportation for[Necessary]Participants for *In the case that individuals whom wish to tell their truths at a 5 $2,500.00 public meeting do not have the means to attend,we are putting Public Meetings or Hearings aside funds to help cover the associated costs. 6 Backpay for"pre-TRC pause"Commissioners *$500 per meeting attended,6 meetings in total-9 members ($500 per meeting attended) $27,000.00 of the commission *5 meetings since"re-launch":$500/meeting x 5 meetings= 7 Backpay for"post-TRC pause"Commissioners $23,000.00 $2500 multiplied by 9 to cover all 9 members ll**Includes $500 for the first meeting back for former Commissioner Navarre-Jackson Subcommittee Subcommittee Operational Budget(Housing, 1 Policing,Education/Youth&Youth Engagement, $37,500.00 Subcommittee Operational Budget includes: Budget Healthcare,Sustainability) 1.Collaborators[from groups within the Iowa City community, Total: $357,000.00 such as non-profits and youth groups]($4,000) 2.Materials/Miscellaneous($1,000) * We recommend that any funds in this budget that remain unspent should be 3.Transportation for[Necessary]Participants($2,500) repurposed for our future budget needs (Le e allocated to the for the same *These values were totaled,and multiplied by 5,so as to cover the perceived operational needs of each subcommittee line item in the next iteration of the budget, or reapportioned for more pressing needs Item Number: 4. A ugust 12, 2021 Memo from Pol ice Chief - MR AP Armored Vehicl e [Previou sl y distrib u ted in the 7-22 IP] AT TAC HM E NT S : Description Memo from P olice Chief - MR A P Armored Vehicle [P reviously distributed in the 7-22 I P] TO: City Council FROM: Chief Dustin Liston RE: MRAP Armored Vehicle DATE:07/22/21 Honorable Mayor and City Council: In 2014, the Johnson County Sheriff’s Office obtained an MRAP (Mine Resistant Ambush Protected) vehicle through the Law Enforcement Support Office 1033 program. All local law enforcement agencies share the vehicle along with any maintenance costs. ICPD paid $11,709.48 in November 2014 as a share of initial shipping and maintenance costs and another $200.00 in 2018 for tires. This money came from forfeiture funds and was not paid with taxpayer dollars. The vehicle was demilitarized for local law enforcement by the federal government and has no offensive capabilities. The vehicle provides ballistic protectio n from all types of small arms fire. Its intended use is to protect officers and the public from high-risk situations involving weapons or explosives that are outside of the normal patrol officer and patrol vehicle’s capabilities. These situations include active shooters, armed barricaded subjects, high-risk arrest/search warrants, etc. The vehicle can also be used for high water and deep snow rescues. Since 2014, ICPD has utilized the MRAP 7 times. The first use was to assist with the rescue of a civilian during an armed, barricaded subject incident and the others during the service of high-risk search/arrest warrants associated with significant firearm crime investigations. Two of the seven times, it was staged away from the scene as a precaution and did not leave the staging area. Of the seven deployments, two were on [Previously distributed in the 7-22 IP] the west side of town, one in the northeast side of town, and four on the south side. The four deployments on the south side involved repeat deployments at two addresses. The decision to utilize the MRAP on pre-planned operations is evaluated on a case-by-case basis considering the seriousness of the alleged crime, the suspect’s previous violent history, weapons involved, any potential for civilian evacuation or rescue, and the availability of natural cover at the target location. The decision is made only after all other tactics have been explored. The MRAP gives the officers the ability to deploy the “surround and call out” tactic when serving high -risk warrants, which involves calling the subjects in the target location out from a position of cover. Without the MRAP or natural cover, officers would not be able to use this tactic and may be forced to consider “dynamic entry.” Dynamic entry involves breaching the door and quickly flooding the target location with officers and use of noise/flash diversionary devices or flash-bangs. This tactic involves considerably more risk for the officers and the occupants of the target location and is not the preferred method if another safe alternative exists. Without the use of the MRAP or an alternative armored vehicle, the ICPD would not have the capabilities to safely address certain high-risk situations. Investigations into violent crime would be negatively impacted and may be delayed or go unresol ved creating the possibility for additional criminal activity and injury. Iowa City has experienced an increase in gun violence over the last 18 months. In 2019, Iowa City had 15 confirmed shots fired calls, resulting 56 rounds fired and five people shot. In 2020, that number increased to 57 confirmed shots fired calls, resulting in 304 rounds fired and 11 people shot including 2 homicides. To date in 2021, there have been 17 shots fired calls, resulting in 144 rounds fired and 6 people shot including 3 hom icides. In the most recent shots fired incident this year there were over 57 rounds fired alone. If ICPD does not have access to an armored vehicle, other county and state law enforcement agencies with jurisdiction in Iowa City may utilize their own armore d vehicles to address those situations. Further, the lack of any armored vehicle would also limit critical response to un-planned emergent situations such as active shooter incidents. There are several civilian law enforcement-specific armored vehicles on the market today. Many of these have a similar appearance to the armored vehicles that have been utilized by banks for years and that the public is more accustomed to seeing. Because they were designed for civilian law enforcement, they are also easier to operate on city streets and fit the civilian law enforcement mission better than the MRAP. ICPD has not pursued such a vehicle in the past due to the high cost, infrequent need and availability of the Johnson County MRAP. If the City Council expresses interest in further exploring a civilian armored vehicle, I would be pleased to pursue possible options both regionally and within the department itself. Item Number: 5. A ugust 12, 2021 Pen d ing City Cou n cil Work Session Topics AT TAC HM E NT S : Description Pending City Council Work S ession Topics PENDING CITY COUNCIL WORK SESSION TOPICS August 12, 2021 Other Topics: 1. Consider a plan for rubberized surfacing at park playgrounds and develop strategies to address equity gaps noted in the Parks Master Plan and plan for the equitable distribution of destination parks within an easy and safe distance of all residents. 2. Discuss possible changes to residential zoning classifications to allow and/or require a greater diversity of housing types (i.e. missing middle) 3. Consider establishing a cost of development framework that can help guide decisions on how best to accommodate future growth 4. Discuss development of a new comprehensive plan to promote housing affordability throughout the City 5. Discuss snow removal policies regarding curb ramps 6. Review low-income fare free transit options 7. Discuss low-intensity commercial use allowances in residential zones Item Number: 6. A ugust 12, 2021 Ad Hoc Truth & Recon ciliation Commission: Au g u st 5 [See Recommendation] AT TAC HM E NT S : Description Ad Hoc Truth & Reconciliation Commission: August 5 Date: To: From: Re: August 12, 2021 Mayor and City Council Stefanie Bowers, Human Rights Coordinator Recommendation from the Human Rights Commission and the Ad Hoc Truth & Reconciliation Commission. At their July 27, 2021 meeting the Human Rights Commission made the following recommendation to the City Council: For the City Council to adopt the enclosed Land Acknowledgement for its meetings and formal events and also require other City Boards/Commissions to do the same. The motion passed 7-0. _____________________________________________________________________ Additional action (check one) _____ No further action needed X Board or Commission is requesting Council direction ____ Agenda item will be prepared by staff for Council action S:RECform.doc At their August 5, 2021 meeting the Ad Hoc Truth & Reconciliation Commission made the following recommendation to the City Council: For the City Council to adopt the enclosed Land Acknowledgement for its meetings and formal events and also require other City Boards/Commissions to do the same. The motion passed 8-0. August 5, 2021 Draft Ad Hoc Truth and Reconciliation Commission (TRC) Minutes Emma J. Harvat Hall City Hall Commissioners present: Amel Ali, Chastity Dillard (via Zoom), Wangui Gathua (via Zoom), Eric Harris, Clifton Johnson, Sikowiss (Christine Nobiss via Zoom), Kevin Rivera, Mohamed Traore. Commissioners not present: Daphney Daniel. Others present: Charlie Eastham (on behalf of the Center for Worker Justice) Staff present: Stefanie Bowers. Recommendations to City Council: Yes, the Ad Hoc Truth and Reconciliation Commission recommends that the City Council adopt the land acknowledgement at their meetings and formal events and also require other City boards and commissions to do the same. Motion passed 8-0. Meeting called to order: 7:11. Reading of Land Acknowledgement: Rivera read the Land Acknowledgement, Approval of Minutes from the July 22, 2021: Traore moved, and Rivera seconded. Motion passes 7-0. Gathua not present for vote. Public Comment of Items not on the Agenda: None. Joint Recommendation with Human Rights Commission to the City Council on the use of Land Acknowledgement: Commissioners were updated on conversations with the Human Rights Commission on recommending that not only City Council, but also other boards/commissions be required to read/use the land acknowledgement. As a part of this joint initiative with the Human Rights Commission the TRC will work with them on creating a working group of TRC and HRC members to explore Indigenous issues and to meet with elders and Indigenous leaders on an ongoing basis. Lindley (HRC)and Rivera (TRC) will serve on this workgroup/taskforce. Motion by Rivera, seconded by Ali. Motion passes 8-0. There also was a brief discussion on “backlash” that has come to the attention of two TRC members on them supporting a land acknowledgement to the City Council. It was encouraged that persons or groups that may not agree with actions or opinions of the TRC or its members should come forward and speak to them about their concerns. Proposal and Budget Updates: Staff went over the requirement that in order to move to the next steps on this proposal which would include a presentation by the firm, members would need to score the submission at an 80% or higher. There appeared to be consensus by members to meet with the firm. The cost of this RFP is nearly $200,000 and so the TRC will need to discuss with the City Council how the hiring of this firm will raise the TRC’s budget submission. The work session with City Council scheduled for August 17, 2021, will be an opportunity to present their project plan and provide justifications on their budget. Some members of the TRC are surprised by the push back from the public and some City Council members but they plan to keep moving forward and progressing. They also acknowledge and thank those in the public who have supported them. Date Selection for Work Session with the City Council: The date selected for the City Council Work Session with the TRC is Tuesday, August 17, 2021. This date works for a majority of the TRC members, but some have prior conflicts and will not be able to attend. Update on Future Meeting Dates: Staff will send out a Doodle poll to see what days and times work best for a majority of Commission members. This will be an item of discussion at their next meeting. Update from the Education Subcommittee on Responding to the State of Iowa ban on Critical Race Theory (CRT): The subcommittee is working on and conducting research to look at CRT from a lot of different angles. The TRC would like to receive public feedback on CRT, provide educational outreach on CRT, and make a public statement in support of CRT. There are plans to reach out to other TRC commissions in other communities across the country to create a coalition of persons working on these same issues. It was also mentioned that the TRC should be calling/referring to CRT by what it really is which is anti-racism work. Strategic Planning Session: The Framework(s) used to complete the work: An overview of Strategic Doing was presented. The framework outlines: Where are we going? How will we get there? What assets do we have that we can build upon? What could we do? What opportunities emerge when we link and leverage assets? What should we do? Which opportunity is the “big easy”? What will we do? This framework wraps up by determining a time to review, what to do next? What did we learn? This will be discussed in more detail once a facilitator is on board with the TRC. Community Topics for Discussion: Excluded Workers Fund: Charlie Eastham representing the Center for Worker Justice asked the TRC to expand on their support for the Excluded Worker Fund by advocating for a variety of affordable housing options that would include mobile homes and other alternative structures that provide safe and affordable housing to persons. By expanding the reach, the TRC would be better able to assist more persons of color. Commission Announcements: Dillard thanked other members for their support of National Night Out and invited members to participate in the Pheasant Ridge Back to School Bash being held on Saturday, August 14 from 11-2. Rivera noted that the Johnson County Board of Supervisors recently expanded their definition of general assistance to include the elimination of a persons immigration status in order to qualify. Staff Announcements: None. Adjourn: 9:16 PM AD HOC TRUTH & RECONCILIATION COMMISSION ATTENDANCE RECORD YEAR 2021 (Meeting Date) NAME TERM EXP. 4/15 4/29 5/13 5/27 6/10 6/24 7/8 7/22 8/5 8/19 9/2 9/16 9/30 10/7 Ali 6/22 X X X X X X X X X Daniel 6/22 X X X X X X O X O Dillard 6/22 X X X X O X X X X Gathua 6/22 X X X X X X X X X Johnson 6/22 X X X X X X X X X Harris 6/22 O X X X X X X X X Nobiss 6/22 X O X X X X X O X Rivera 6/22 X X X X X X X X X Traore 6/22 X X X X X X X X X KEY: X = Present O = Absent Item Number: 7. A ugust 12, 2021 Community Pol ice Review Board : August 2 AT TAC HM E NT S : Description Community P olice Review Board: A ugust 2 Item Number: 8. A ugust 12, 2021 Hu man Rights Commission: Ju l y 27 [See Recommen d ation ] AT TAC HM E NT S : Description Human Rights Commission: J uly 27 Date: To: From: Re: August 12, 2021 Mayor and City Council Stefanie Bowers, Human Rights Coordinator Recommendation from the Human Rights Commission and the Ad Hoc Truth & Reconciliation Commission. At their July 27, 2021 meeting the Human Rights Commission made the following recommendation to the City Council: For the City Council to adopt the enclosed Land Acknowledgement for their meetings and formal events and also require other City Boards/Commissions to do the same. The motion passed 7-0. _____________________________________________________________________ Additional action (check one) _____ No further action needed X Board or Commission is requesting Council direction ____ Agenda item will be prepared by staff for Council action S:RECform.doc At their August 5, 2021 meeting the Ad Hoc Truth & Reconciliation Commission made the following recommendation to the City Council: For the City Council to adopt the enclosed Land Acknowledgement for their meetings and formal events and also require other City Boards/Commissions to do the same. The motion passed 8-0. Draft Minutes Human Rights Commission July 27, 2021 Emma J. Harvat Hall Commissioners present: Mark Pries, Jessica Andino, Ashley Lindley (via phone), Jason Glass, Bijou Maliabo, Roger Lusala, Tony Sivanthaphanith. Commissioners not present: Adil Adams. Staff present: Stefanie Bowers, Daisy Torres. Others present: Kevin Rivera, Wangui Gathua, Temple Hiatt, Tiffany Adrain, Lo Whittington. Recommendation to City Council: Yes, the Human Rights Commission recommends that the City Council adopt the land acknowledgement at their meetings and formal events and also require other City boards and commissions to do the same. Motion passed 7-0. Meeting called to order: 5:31 PM. Approval of the minutes from the June 22, 2021 meeting: Lusala moved, the motion was seconded by Pries. Motion passes 7-0. Public comment of items not on the agenda: None. Conversation with Be Smart: Be Smart is a program aimed at adults. Firearms are the second cause of death of children. For Black children it is the first cause of death. A quarter of guns stolen are taken from a vehicle. The Be SMART framework is designed to help parents and adults normalize conversations about gun safety and take responsible actions that can prevent child gun deaths and injuries. Smart is an acronym for Secure (all guns in your home and vehicles), Model (responsible behavior around guns), Ask (about the presence of unsecured guns in other homes), Recognize (the role of guns in suicide), Tell (your peers to be SMART). Discussion of including a Land Acknowledgement as a part of HRC meetings: Commissioners and two members of the Ad Hoc Truth and Reconciliation Commission (TRC) spoke on the work and research that was completed to put the acknowledgement together. Motion to approve the land acknowledgement by Lindley, seconded by Sivanthaphanith. Motion passes 7-0. Andino moved for the Commission to recommend that the City Council adopt the land acknowledgement to be used at their meetings and formal events and also require other City boards and commissions to do the same, the motion was seconded by Lusala. Motion passes 7-0. This recommendation is dependent upon the agreement by TRC as to its contents. Members of the Commission and the TRC will form a taskforce to meet with elders and Indigenous leaders on an ongoing basis. Lindley and Rivera will serve on this taskforce. Update Diversity Markets from the South District Neighborhood Association: Several members of the Commission attended the diversity markets. The Commission reviewed the report sent by the South District on the success of the markets. Discussion of the American Rescue Plan Act Funds: Commissioners discussed and heard about the Excluded Workers Coalition that works to demand fair and equitable allocations of the funds to front line workers and those most heavily impacted by the pandemic including but not limited to persons who are immigrants, undocumented, or formerly incarcerated. Staff will send out the link to the Commission on the presentation that the Catholic Worker House did for the TRC back in May of 2021. HRC Subcommittees: Housing: No update. Anti-Racism: On June 28 there was a virtual screening of Stonewall Forever that was followed by a panel discussion. There was also a presentation done to the AM Rotary upon their request for implicit bias training. There is a plan to do another program in August on implicit bias. Health Equity: the group does not meet regulary but members have been working on matters of health and equity in the community in their individual capacity. Commission Statement in Support of Black Lives Matter: Comments were made on how well written the updated statement is that continues to support Black Lives Matter. Social Justice and Racial Equity Grants: Several of the organizations granted funding in the last year have submitted their final year ending reports including Little Creations and Inside Out Reentry. The year ending reports are not due until July 31, 2021. National Hispanic American Heritage Month Proclamation: Andino will accept the proclamation at the September 7, 2021 City Council meeting. Reports of Commissioners: Andino is preparing for a qualifying exam scheduled for the first week in August. Glass recently returned from his various assignments in the Army Reserves. Pries updated the Commission on his work in Cedar County and that his son was recognized as Iowa Coach of the Year. Lusala is delighted to see everyone in person. Maliabo is currently fostering 3 children for whose families she had served as an interpreter for in family court. Sivanthaphanith has been gearing up for IC Pride and is expecting a lot more people to show up for this year’s festivities. Sivanthaphanith will be stepping down from their position with IC Pride later this year to do global marketing for LGBTQ. Adjourned: 6:50. Human Rights Commission ATTENDANCE RECORD YEAR 2021 (Meeting Date) NAME TERM EXP. 1/26 2/23 3/23 4/27 5/25 6/22 7/27 8/24 9/28 10/26 11/23 12/28 Adil Adams 2021 X X E X X X Jessica Andino 2021 X X X X X X Noemi Ford 2021 E X E E E -- Jason Glass 2022 X X X X X O/E Ashley Lindley 2021 X X X X X X Roger Lusala 2023 X X E X X X Bijou Maliabo 2023 X X X X X X Mark Pries 2022 X X X X X O/E Tony Sivanthaphanith 2023 - - - X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting --- = Not a Member E X -- X X X X X X Item Number: 9. A ugust 12, 2021 Library Board of Tru stees: Ju l y 22 AT TAC HM E NT S : Description L ibrary B oard of Trustees: J uly 22 Item Number: 10. A ugust 12, 2021 Plan n ing & Z on ing Commission : August 5 AT TAC HM E NT S : Description Planning & Z oning Commission: August 5 MINUTES PRELIMINARY PLANNING AND ZONING COMMISSION AUGUST 5, 2021 – 7:00 PM FORMAL MEETING THE CENTER – ASSEMBLY ROOM MEMBERS PRESENT: Mark Nolte, Maria Padron, Mark Signs, Billie Townsend MEMBERS ABSENT: Susan Craig, Mike Hensch, Phoebe Martin STAFF PRESENT: Sara Hektoen, Kirk Lehmann, Anne Russett OTHERS PRESENT: Caleb Wilson, Brian Hoel, Angie Jordan, Robert Domsic RECOMMENDATIONS TO COUNCIL: By a vote of 4-0 the Commission recommends that the Zoning Code be amended to allow self - storage uses in the Community Commercial (CC-2) zone by special exception, subject to the specific approval criteria outlined in the agenda packet. CALL TO ORDER: Signs called the meeting to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. COMPREHENSIVE PLAN AND ZONING CODE AMENDMENT ITEMS: CASE NO. REZ21-0007: Consideration of Zoning Code Amendment (REZ21-0007) to allow self-service storage uses in Community Commercial (CC-2) zones by special exception. Russett stated this is a proposed text amendment that was presented to staff by Southgate Companies to allow self-service storage uses in the Community Commercial (CC-2) zones. Southgate is specifically looking for this use at 947 Highway 6 East, which is the former Slumberland store, to allow for an indoor self-service storage use and small retail uses in the front of the building. Currently in the Code, self-service storage uses are only allowed in CI-1 zones, General Industrial zones and Heavy Industrial zones, they are not allowed in CC-2 zones. However, due to the changing retail landscape and structure of the proposed project, staff supports the text amendment, and the proposed amendment would be allowed by special exception. Russett reiterated the proposed amendment is to allow self -storage uses and all CC-2 zones throughout the City through the special exception process and as a special exception, the Board Planning and Zoning Commission August 5, 2021 Page 2 of 13 of Adjustment would need to approve the use. In order to be approved, the proposed project would need to meet both general approval criteria and specific approval criteria and as part of this amendment staff has developed specific approval criteria that's related to maintaining a variety of goods and services in the CC-2 zone to ensure high quality active building facades and to minimize any potential negative visual impacts. The general approval criteria is not changing through this proposed text amendment as it is the approval criteria that's required of all special exceptions. It includes that the use would not be detrimental or endanger public health, safety or welfare, that it would not be injurious to the use and enjoyment of other property in the immediate vicinity, it would not impede the normal and orderly development and improvement of the surrounding property, that there's adequate utilities, access and drainage, that adequate measures have been taken to provide ingress or egress to minimize traffic congestion, and that it would meet the requirements of the Code and consistency with the Comprehensive Plan. Staff is proposing the following specific approval criteria for this proposed amendment. The first is that self-storage units shall be completely within a conditioned space and that no outdoor storage would be allowed, second the self-service storage units would not individually be accessed from the outside, and that no more than two garages or overhead doors could be provided, and they must be at the rear of the building. Third criteria is that a substantial proportion of the front building facade must accommodate other allowable commercial uses and the self-serve storage use must not be allowed within the first 30 feet of the front building depth, the primary entrance to the self-storage area could be located there but it could not exceed 30% of the building width. Lastly, the building must meet the site development standards for large retail uses. Russett next went through those site development standards that are currently in the Code for large retail uses that would be applied to future self-service storage uses in CC-2 and a lot of them are design related standards. Public facing facades and exterior walls would have to have some projections and articulation recessed every 100 feet, that there has to be visual interest along 60% of the front facade which includes entry areas, awnings, and windows. At least three of the following must exist, there must be a change in color or texture or material or plane. In terms of roof details if it's a flat roof, the building must include corporate parapets to conceal rooftop equipment. Building materials must be high quality that includes brick, masonry, or stucco for at least 75% of the walls and smooth face unadorned surfaces cannot exceed 25% of the walls and entryways also must be prominent so people walking to those buildings know where the entry is and if there are multiple stores in one building each store requires at least one exterior customer entrance and these entrances must include a feature that helps define that entrance such as an overhang, an arcade or a projection. Russett noted when staff completed an analysis as part of this text amendment, they realized that the retail landscape has changed in the recent years and there's many large national brick and mortar retailers that are closing as ecommerce is expanding so businesses are being forced to adapt. These trends negatively impact the demand for large retail spaces resulting in vacant big box stores, which can lead to deferred maintenance and depressed property values. Finding Planning and Zoning Commission August 5, 2021 Page 3 of 13 an alternative uses for these spaces is beneficial especially if it's paired with opportunities to support other small businesses. Russett showed a map of the City showing property that is currently zoned CC-2 noting that if this Code Amendment is approved self-storage uses would be allowed through special exception and all of those areas. A few areas of interest are the Walden Square on the west side, the Highway 1/218 interchange, Towncrest area and the Old Town Village on Scott Boulevard. There are also some areas in the center of Riverfront Crossings that are CC-2 and also Pepperwood Plaza and Iowa City Marketplace (Sycamore Mall). So these are some of the areas where self-storage uses would be allowed and some of these areas may be appropriate for self- storage uses and others may not be as appropriate for self-storage uses which is why the amendment really relies on the general and specific criteria. The specific criteria focuses on encouraging an active pedestrian friendly facade and requiring accommodation of other commercial uses. The general criteria ensures that it's a good fit by considering impacts on surrounding properties and also making sure it's consistent with the City's Comprehensive Plan, District Plan. Southgate’s proposed reuse of this particular property proposes small retail storefronts along the front façade. However, it is also possible for new self-storage uses to be developed in new commercial areas. As staff reviewed the concept for Pepperwood Plaza and the former Slumberland space that was provided to staff they also looked at other nearby cities and how they regulate self-storage uses. They looked at Des Moines, Cedar Rapids and Davenport and they allow self-storage uses in a wider variety of zones. Some distinguish between indoor and outdoor, and indoor self-storage uses are generally allowed in more zones and a lot of these cities also use specific criteria similar to what staff is proposing to ensure that these uses fit into their community and some of the design requirements that their community envisions. In terms of consistency with the Comprehensive Plan, Russett noted this supports several goals, including increasing and diversifying the property tax base by encouraging the retention and expansion of existing businesses, encouraging a healthy mix of independent and locally owned businesses, promoting economic activity and supports an active and attractive front facade. Also with the high unmet demand for storage, the use can drive traffic to the site and serve nearby residences. Lastly, the 2020-2021 Strategic Plan includes a goal to promote an inclusive and resilient economy throughout the City and the City is seeking to invigorate neighborhood commercial districts and create new neighborhood commercial zones and allowing more flexible uses that can increase the resiliency of existing commercial areas. Padron asked about how the goals of the Comprehensive Plan will be met. Russett replied by increasing and diversifying the property tax base by encouraging the retention and expansion of existing businesses and also to encourage a healthy mix of locally owned businesses and national businesses. As part of this amendment, the specific criteria would require additional uses besides the self-storage use because the front of this facade cannot be used for that self - storage use. Planning and Zoning Commission August 5, 2021 Page 4 of 13 Russett noted staff did receive one piece of correspondence regarding this text amendment today and was distributed to the Commission. There were some concerns expressed relating to a concentration of self-storage uses in this area, the size of the commercial spaces along the facade, and a concern that the use would discourage investment in the area. In terms of next steps, after the Planning and Zoning Commission's recommendation, staff would ask City Council to set a public hearing in order to consider the proposed text amendment. Staff recommends that the Zoning Code be amended to allow self -storage uses in the Community Commercial (CC-2) zone by special exception, subject to the specific approval criteria outlined in the agenda packet. Nolte asked if there was a layout of how the building might be broken out as he was just curious how big these retail spaces might be. Russett replied the applicant can discuss that but she believes the proposed spaces are between 800-1500 square feet. Townsend asked since these are enclosed storage units will there be regulations on what cannot be stored in those units. Russet replied the City does have regulations related to the storage of flammable equipment that wouldn't be allowed in this area. Nolte stated that Quality Care has like a list of what can and can't be put in their spaces and they're pretty diligent about that. Townsend noted those are mostly outdoor spaces and these are indoor spaces and there'll be other retail establishments there and she is concerned if fumes could be a problem. Signs opened the public hearing. Caleb Wilson (Southgate Companies) noted they have been working with Brian with Rancho Storage out of Cedar Rapids. Southgate has been working with Brian on this project as Southgate has a long track record of development in this community but self-storage is Brian's expertise. Wilson noted they are requesting this amendment as this shopping center was developed by Southgate a long time ago and obviously retail has changed dramatically. This building was occupied by Slumberland for quite some time as a retail space. They also owned the L shaped building beside it for a long time which was sold to Parkview Church and has been repurposed for other uses within the community. Slumberland notified Southgate last fall that they would be moving out of that building to Coralville and at that point Southgate reached out to the City to let them know Slumberland was going to be leaving and that Southgate would be looking for a new user for that space. The building is roughly 38,000 square feet, so it is a large space with no walls dividing it up with within it. So it is large shell space and it's also a very deep space which are not being built very much anymore unless there is a very specific company or specific user. This building was originally built for Econo Foods back in the 1980s. Wilson stated the City referred Southgate to a company called Retail Consultants out of Texas to help them assess what could be a good future use of this building. They had conversations with potential users, followed a lot of leads but received no real interest from any of that work. Therefore, that led them to continue exploring other paths on how this building can be repurposed for use as it Planning and Zoning Commission August 5, 2021 Page 5 of 13 stands today, that will be a long-term viable business for the community, and what are the needs of the community that can be met by this building. They continued to try to find tenants who would fill either the whole space or smaller portions of it but again the orientation of the building is not set up in a way that is really desirable to a lot of tenants because of the depth and how far it goes back. Self-storage was something that they became aware of as they saw other projects like this throughout the country when older buildings like this have been vacated and been redeveloped and been really successful. So they started to explore converting this building into self-storage and met with community folks and the feedback they got was they were really concerned about losing the retail character of this shopping center and if the whole building was self-storage that it would no longer feel like retail shopping center and other businesses around it would impacted negatively. However, the idea was presented to look at carving off the front and creating retail spaces to retain that retail character of the shopping center. Brian helped them find a design firm who has done projects like this before, converting buildings like this into this kind of a use, and that's how they came up with these concepts today. Currently on the front of the building there is unused outdoor space that is covered and then the rest of the front of the building is just one big facade so what they want to do is create smaller retail spaces that are actually in demand and to use that outdoor space to make it visually attractive and something that folks can use and enjoy. For example, they have an interest for a coffee shop there. Wilson acknowledged Angie Jordan is here tonight and she has been working with the proposed SSMID and the South District Neighborhood Association and she had been sending them a lot of different businesses who are interested in space down in this area and Southgate has been working with them over the past several months. The average lease space people want is about 800 square feet, maybe up to 1500 square feet, so it is a small space, but a permanent location. These are often newer businesses who want to have a permanent physical location, but they can't find space that has an attractive storefront, especially having an outdoor amenity like the patio. Southgate can deliver this to them affordably as well if they can use the rest of the building for self-storage, which is a long-term sustainable use financially. He stated there is a demand for these smaller spaces, but they are not largely available in the market. One business specifically he wanted to mention was Evelyn Casada has a new business called Choco Fresa, which is a coffee and dessert shop, she wants in this area so bad, the South District Community, and is very excited about this concept. Southgate is really tried to engage a variety of different folks in the community to understand what the actual needs are and try to find a good long-term use for this building that is again sustainable. They don't want to put something in here that three to five years from now is going to be obsolete but they're confident that the demand for self-storage is going to be persistent and is growing in other cities. Brian Hoel reiterated they will have very rigorous requirements for what can and cannot be stored inside there, so nothing with an engine, no flammable materials, etc. Nolte asked how many little spaces they foresee being able to create on the front there. Wilson replied they have just kind of blocked out the front and it's maybe 4000 square feet, but they can really set it up depending on what the demand is and can accommodate the size a business would need. Planning and Zoning Commission August 5, 2021 Page 6 of 13 Signs noted there are a lot of small retail spaces vacant around the area, but they're not affordable to a new small business, so how are Southgate confident they can offer these retail spots less than market rate. Wilson replied there's multiple issues that exist in making any new space today, the biggest one being the cost of construction in general so what they have going for them is it's an existing building that's been around for a long time and they have a project that is attached to it that they view as being a financially viable project. The self-storage will be able to subsidize what's on the front so they can make those spaces very affordable, compared to what a new construction project would be. Signs also had a question about the outdoor space, noting there's been attempts to use that outdoor space previously with limited success. Additionally, there's maintenance issues, that area is like a vortex for every leaf in that neighborhood in the fall, so thoughts on how that's going to be maintained and who's responsible. Wilson replied there will be fencing and things like that around it which would probably keep some of that away, but things used to accumulate there because nobody cared and it was an unoccupied space, with this being an activated space there'll be many people that have a vested interest in it being a nice presentable space. If the businesses there are utilizing it, especially a coffee shop and maybe one of the other spaces as a small restaurant, he is confident they'll keep it looking nice. Padron asked about the number of storefronts. Wilson noted they are just showing a rendering but they feel it can be divided up into probably three to four spaces, depending on the demand and the size that they want. Hektoen reminded the Commission they are considering amending the text to allow this kind of use and then the Board of Adjustment would actually examine the specific application for the specific use. Padron noted this is another concern because if they allow this change, it will affect all CC-2 zones and another developer could come and not have small stores on the front but just all completely storage. Russett replied they cannot do that. Again, looking at the specific approval criteria the text amendment would only allow self -storage uses in the CC-2 zone through special exception and there are the specific criteria those uses would be reviewed by and one is that a substantial portion of the front building facade must accommodate other allowable commercial uses and that the self-storage use is not allowed within the first 30 feet of the building façade and the entrance to the self-storage use on the front of the building can only occupy 30% of the front of that building facade. All of that would be evaluated at the time of the special exception and they would need plans showing the other retail spaces and the specific square footage and that detail to ensure that the entrance to the self-storage unit is not more than 30% of the width of the facade. Angie Jordan (1125 Apple Court) works with the South District Neighborhood but she is not representing any organization but as a resident she just wanted to say how excited she is about this proposal. She is also extremely excited in how it was collaboratively reached and about the prospects of this long-term opportunity to invest in inclusivity around entrepreneurs, business engagement, and neighborhood revitalization. She did acknowledge like Commissioner Signs Planning and Zoning Commission August 5, 2021 Page 7 of 13 she is concerned about ensuring affordability and looks forward through the Good Neighbor Meeting process that the City does to bring more residents into this discussion as residents have really great ideas, some curiosity and concerns that she believes can continue to inform Southgate. Overall, she just wanted to express excitement on this collaborative approach for existing commercial property and taking into account what they've been trying to do in that neighborhood at the grassroots level. Robert Domsic, (816 McCollister Court) asked about the building on the far right, the United States Postal Service, and is wondering if this particular plan includes that part of the facade or does it exclude that. Russett confirmed it will not impact the United States Postal Office. Signs closed the public hearing. Nolte moved to recommend that the Zoning Code be amended to allow self-storage uses in the Community Commercial (CC-2) zone by special exception, subject to the specific approval criteria outlined in the agenda packet. Townsend seconded the motion. Signs stated he is a resident of the South District and is fairly involved in the South District Association and he has not had any conversations with anyone about this project. He just wanted to make that clear. Nolte stated he thinks this is a creative use, he’s been trying to help a friend who wants to open a restaurant in that area and it's tough to find affordable, smaller spaces that will allow that type of use so he thinks there'll be a lot of demand for this and he trusts the language created by staff around the special exception, there's good criteria for when and how they can be designed. Townsend added it is one of the few places in town where there is parking. Padron stated she really likes the idea of having stores in the front, and then the storage in the back and also thinks that 30%/70% is a good balance to have little shops in the front. She believes this is the best solution. Signs also understands the concerns of the letter writer and the gist of it being the area's changing which is true but there's nothing to stop that movement. Obviously, bricks and mortar retailers are on the way out and small local businesses are always hungry looking for space to start up. The particular thing about this part of this building is it sets back quite away from the from the Highway, and the landscape along the Highway is changing. Any opportunity to use a space to increase the tax base that is otherwise empty space makes him supportive of the project and of the of the change of the zoning. A vote was taken and the motion passed 4-0. Planning and Zoning Commission August 5, 2021 Page 8 of 13 CASE NO. CPA21-0001: A request to set a public hearing for August 19, 2021, on a proposed amendment to the South District Plan. Russett said this item is just for the Commission to set the hearing. Nolte moved to set a public hearing on August 19, 2021, on a proposed amendment to the South District Plan. Townsend seconded the motion. A vote was taken and the motion passed 4-0. CASE NO. CPA21-0001/REZ21-0005: Discussion on the proposed South District Plan Amendment (CPA21-0001) and draft form-based zones and standards (REZ21-0005) Russett stated this is a continuation of the discussion that the Commission has had at the previous two meetings regarding the proposed amendment to the Comprehensive Plan, the South District Plan and the proposed Form-Based Code. Tonight’s agenda item is an opportunity for the Commission to ask questions and bring up items that they'd like staff to look into and present at the hearing on the 19th. For the August 19 meeting, staff will be preparing a comprehensive memo going over the Form- Based Code, it'll be the written version of staff’s oral presentations and will be included in the agenda packet for the 19th. Staff will also go over all of the comments that they've received to date, some of those were included in this agenda packet for tonight and there will be more that will be included in the August 19 agenda packet. After the presentation they will hold the public hearing and at that meeting staff is recommending that the Commission make a recommendation to Council. The Commission tonight may discuss amongst themselves what they’ve heard or ask questions. Signs had a question about the public transit issues with the transit changes and staff did supply the Commission with the information on the upcoming changes which was appreciated. He said it was his impression that there were some routes being curtailed in the South District so is the City going to be able to accommodate all this new development. Russett noted staff believes that through the proposed plan amendment and the changes to the Code that they will have regulations that will create an incentive for transit to provide service in this area. The development is going to be more compact, there's going to be more residents, and there will be a need for transit. Additionally, they think based on how it's being proposed to be developed, the City could serve this area with transit more easily than some of the more suburban type development that is currently at the fringes of the community. There is a proposed extension to the Gilbert line, which will now serve Terry Trueblood, which is just to the west of the proposed planning area. Planning and Zoning Commission August 5, 2021 Page 9 of 13 Signs believes there was a question for some information about form versus use and was hoping to get a little clarification on that and what that means in practicality. Russett said the Code actually regulates both form and use but this is a new way of approaching zoning from the conventional zoning code which is a use-based code. The purpose of this Code is to really focus on the physical form of the buildings but allow different types of uses both residential and nonresidential in those building types in areas that are appropriate. So for the proposed amendment to the Comprehensive Plan, the areas that would allow commercial uses are the open zones and these are located in the walkable neighborhood nodes. Russett showed on the map areas that would only allow residential uses and commercials uses. The Form-Based Code also includes a new type of use, the live/work use, but only certain types of uses are allowed in those zones. Signs asked then in a residential zone, if someone were to build a single-family structure or a duplex they could open a dentist shop or an attorney office. Russett confirmed they could if it was an open zone. Padron asked about parking and the Code proposing a reduction of the minimum requirement for parking. Russett replied that depends on the use, but a developer will likely determine the parking based on what the market is asking for. Padron asked if they could put a cap on the maximum number of parking spaces because that would be more restrictive, instead of reducing the minimum. Russett replied the only zone that has a parking max is the T4 Main Street Zone, the area in the center of the community, but the rest of the zones have a minimum so they could provide more. Padron stated when Lehmann provided his presentation, he was trying to convey the idea that they wanted to have less parking spaces in this whole new area but she notes reducing the minimum parking will not meet that goal. Townsend noted however they are seeing that more people have more vehicles so they're going to need more parking spaces. Padron said the goal is to get away from cars. And there is the transportation hub issue, if the City wants less vehicular travel is the City providing transportation, are they providing bike lanes, or safe sidewalks so people can walk. Right now there is no Sunday service. Signs shares the concern and for his entire tenure on this Commission he has spoken against reducing parking and the parking reduction falls in the category of if they don't build it, they won't come and he doesn’t think that's true. The reality is they live in a mobile country, a mobile state and mobile city. Bike lanes are going unused throughout the community and in neighborhoods where they have reduced the parking it is just bumper to bumper cars in the streets and a lot of those are in the near downtown areas making it hard for people coming to downtown. He understands the desire but doesn’t know how practical reducing parking really is. Signs stated he does love the concept of the missing middle and the mixed neighborhoods. He lived in the Sherman Hill area of Des Moines for a while and it's an old neighborhood, just to the west of downtown. It was where all the rich people lived back in the 1800s and it was a mixed- use development with the corner grocery store, some other business and fourplexes and duplexes sitting next to big Victorian homes. It was a delightful neighborhood, and it was very walkable and a lot of people who have lived in that neighborhood chose that neighborhood Planning and Zoning Commission August 5, 2021 Page 10 of 13 because it had that character. He loves the concept of the missing middle but doesn’t know that this plan 100% addresses that. This is probably a step in the right direction but his is concerned that it doesn’t fully takes on the heart and soul of that concept. Townsend is still hung up on the affordable housing and the fair market rate and the area medium income and none of it is making much sense as to what's actually affordable. They need to address that whole segment of what is affordable housing, and how can they make things more affordable. Those people that really need a home can't afford most of the stuff in Iowa City. Signs has been involved in in the Affordable Housing Coalition for a number of years and one of the things that happens is affordable versus more affordable and what a mixed neighborhood provides is potentially more affordable units. With this they can put two or four units on a lot as opposed to just one house, which significantly lowers the development cost of each unit. From the affordable housing standpoint, the perspective is as units become available at a more affordable prices than what's currently available typically they will have people who are living in lower priced homes moving into that level of home where they can't afford to right now and that opens up some of the lower priced housing stock in the community. When the cities and counties talk about true affordable housing, they're looking at people who make 80%, 60%, and 30% of the area median income but those are typically projects that cannot be built in this day and age unless there are significant subsidies and/or external input. They do see those projects in town fortunately because they have groups in town that are getting LIHTC funds and things like that because it is impossible for a developer to build a unit that is totally affordable on their own. Townsend noted the challenge here is to build affordable housing the developer get perks like additional heights, which gives them additional units, which means they make more money off the expensive units and if two or three or four units in that complex are actually affordable, they wouldn't be losing any money, they'd still be getting good money for the rest of the units. Signs noted this proposed code change doesn't have any built-in affordable percentage requirement like the Riverfront Crossing District. Russett confirmed it only has the regulatory incentives. Signs acknowledged there's honestly not a lot of opportunity in this zone for larger scale buildings that have multiple affordable units because there's not going to be any buildings in this area that are more than 8 or 10 units. Russett noted about 50% of the land area is in the County so development in that area would be subject to the annexation policy and the affordable housing annexation policy would apply. Nolte likes the plan overall but every projects going to be different and they have to look at every block. Comprehensively this is a good plan, but the proof will be in the pudding when people start wanting to build. Townsend stated her other concern is when those come into the Commission will the exceptions be presented with that plan. Russett stated the first step would be if this Code is adopted, and Planning and Zoning Commission August 5, 2021 Page 11 of 13 the plan amendment is approved, if a developer wants to come in it would be a rezoning process and come before the Commission. The Code includes specific review criteria for rezonings that they will be using to analyze that rezoning and would be written in the staff report. So if there's anything that's different from what's in the plan, it would be noted in the staff report. Signs stated another thing that he was really pleased to see in the staffs recommended plan changes early on in the process when they had the consultant, the Opticos Group, here they did a number of community information gathering sessions with the neighbors in that area. Some of the concepts that Opticos had in their version of the missing middle involved a lot of additional amenities in both on the houses’ structure and in the street frontages, and alleyways and whatnot. However, all the developers at that time pointed out that all those things have a significant price tag attached to them, which makes it even harder to be affordable. However, staff has done a good job of not putting a lot of frilly extras that would increase the price of these homes just artificially. Russett noted if the Commission has more questions they want answered on the 19th, send her an email and staff can prepare something. CONSIDERATION OF MEETING MINUTES: JULY 15, 2021: Townsend moved to approve the meeting minutes of July 15, 2021. Nolte seconded the motion. A vote was taken and the motion passed 4-0. PLANNING AND ZONING INFORMATION: Russett stated as many are probably already aware, the proposed Hickory Trail Estates rezoning near Hickory Hill Park failed at Council so that will not be moving forward. Russett had sent out an email earlier this week about moving the Commission meetings to Wednesday, if they haven't responded please do so. Lastly all City employees received an email today that the City's mask mandate for City facilities is going to take effect tomorrow. So starting tomorrow in all City buildings masks will be required. That will affect the meeting on the 19th and staff will try to figure out spacing. She will also have to find out what if people want to remove their mask. The meeting will still be in person, here in this building on the 19th. Signs shared he sent an email to the chair and to staff the other day expressing some concerns about the City Council's disapproval of the Hickory Hill project, which went against the Commission's recommendation. This has happened a couple other times in recent history, and they've been called in for consults on some of them. In this case some of the comments that were made by Council members concerned him in how they were interpreting the two-decade old neighborhood plan, and how they were interpreting the Comprehensive Plan. Some of them Planning and Zoning Commission August 5, 2021 Page 12 of 13 were interpreting it very literally and he thinks as a Commission they need to maybe have a conversation about does that affect how they interpret these plans and these Codes and these rules as they are making decisions because they spent a lot of time at those three meetings on that. Also the developer spent a lot of time trying to get closer and closer and closer to the Plan and ultimately it wasn't approved. Townsend stated she was at the meeting, and it seemed to be some bias against the project. Nolte shares the concerns and the discussion about cul-de-sacs and through streets how the Commission had staff telling us that that wasn't the modern way to do things. Signs just wanted to throw it out there if they need clarification from Council as to how they want this Commission to evaluate and review projects. Hektorn noted, for what it's worth, she would say the Commission did their job, and staff did its job, it just the nature of the process that Council can hear what the Commission and staff says but they are the independent decision makers. The Commission only makes a recommendation. ADJOURNMENT: Townsend moved to adjourn. Padron seconded. A vote was taken and the motion passed 4-0. PLANNING & ZONING COMMISSION ATTENDANCE RECORD 2021-2022 7/1 7/15 8/5 CRAIG, SUSAN X X O/E HENSCH, MIKE X X O/E MARTIN, PHOEBE X O/E O/E NOLTE, MARK X X X PADRON, MARIA X X X SIGNS, MARK X X X TOWNSEND, BILLIE X X X KEY: X = Present O = Absent O/E = Absent/Excused --- = Not a Member