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HomeMy WebLinkAbout1997-04-22 Bd Comm minutesANIMAL CONTROL ADVISORY BOAI~3 MINUTES THURSDAY APRIL 3, 1997 Members Present: Diana Lundell, Marty Schafcr, Dennis Cowles Members Absent: Janet Ashman, Julie Seal Staff Present: Misha GoodmmM-terbst, Sara Hansoms. Changes to miuutes of previous meeting: Nont; Recommendations to City Council: None Requests to City M:~nager: None List of matters pending Council Disposition: Shelter renovation project, Animal control ordinance, Deer management committee. Summary: Uses for the Constance Irwin Estate trust money was discussed. Numerous suggestions were made including to Fence in a large grass area on the shelter property for dogs to get exercise, obtain a grooming table witU supplies, start a medical fund for the treatment and lab screen test for shelter animals, build an outside, public accessible cat exercise area so that the public may view and visit animals in a more nat~Jral state. No formal decision was made and it was suggested that a decision be put off until after renovations to assess need. /3'7,3 MINUTES HOUSING AND COMMUNITY DEVELOPMENT TUESDAY. FEBRUARY 18. 1097 LOWER LEVEL SENIOR CENTER CLASSROOM MEMBERS PRESENT: Ann Donoran, Charlie Eastham, Sandra Kuhlmann, David Purdy, Kathleen Renquist, Gretchen Schmuch, William Stewart MEMBERS ABSENT: Tim Ruxton STAFF PRESENT: Doug Boothroy. Maggie Grosvener, Maurice Head, Steve Long, Steve Nasby, Linda Severson CALL TO ORDER Chairperson Schmuch called the meeting to order at 6:30 p.m. REVIEW AND APPROVAL OF JANUARY 23. 1997. MEETING MINUTES Head requested a change to a section on page. 5, substituting "it is optional for each Commission member to attend" for "a representative does not need to attend". The Commission approved the amended minutes unanimously, as amended. 1994 FLOOD a2 PROJECT UPDATE Nasby said HUD officials surveyed the project area duriag their January 29 visit, but has not heard from them regarding approval of the Wylde Green Road Sanitary Sewer project. INTRODUCTION OF MAGGIE GROSXrENOR. NEW HOUSING ADMINISTRATOR Boothxoy said that she recently started and this is her third week of work in Iowa City. Eastham requested that she return to the May Commission meeting to discuss her work plans. ROUND 1: REVIEW OF FY98 APPLICATIONS FOR CDBG/HOME FUNDING Iowa City Crisis Center - Ellen McCabe, Ann Donahue The Crisis Center Board has devoted efforts to f'md a solution to their lack of space problem. Consauction is too expensive, and the existing Center needs to add space and parking which is not feasible. There are very few commercial buildings for sale in the area, and the Center would prefer not to lease. The Center had investigated renting the New Pioneer Coop Building, and found that it would cost approximately $50,000 per year to rent, which would exhaust their building funds in four years. In response to a question, McCabe said the case management program was developed to decrease service dependency. She added that as welfare reforms are implemented, the Crisis Center will be used as a safety net for families in trouble and be a hub of human service delivery for low income people in the area. The Center needs CDBG financial support to purchase an adequate space. Stewart asked if the existing facility would be sold. McCabe said yes, and the building was appraised in August 1995, for 5; 150,000. Kuhlmann asked McCabe to discuss their increased demand for services at the Crisis Center and how they have dealt with them. McCabe said the Helping Hand program is helping to reduce the number of people who come to the Center for assistance, but there is a core group of people that use the services to survive. The Center has successfully increased its volunteer base to help, but the volunteers are crowded in the existing space. Computerization and long-range planning have also helped deal with the increases in use. Schmuch asked how they arrived at the figure of 6,000 square feet as an adequate space tbr their facility. Donahue said the Center's facility study'committee reached that figure two years ago after determining the necessary area size for each service they perform. She added that the Center has a property in mind -- the Crowded Closet site. MINI ?FI..'S tlOUSING AND COMMUNI'FY DEVELOPMENT FLIESDAY. FEBRUARY 18. 1997 I.OWER LEVEL SENIOR CENTER CLASSROOM Head asked McCabe to get a letter from the Crowded Closet Board of Directors, describing thetr Intentions of selling their property to the Center. This would solidify site control and price issues. Stewart asked if there was a purchase agreement. McCabe said no, the Crowded Closet, which is operated by a Mennonite Church. is not mterested in legalities as of last May, but have verbally agreed to work with the Center. Stewart suggested having a lawyer write up an agreement to secure the deal. Schmuch asked if there would be any zomng concerns. McCabe said zoning would remain the same as in their current building. Stewart asked if the suggested time frame worked with the property owners. McCabe said the Center board revtewed her request last week and the chair said they would work within those time {'rames. Stewart asked what would happen if funds were allocated and the Center could not purchase the property. Head said the money would be reallocated. but a commitment letter t'rom the Crowded Closet could make' the Commission more comfortable with the purchase and establish a purchase price. Renquist asked when they would know about receiving funds from Mid-America Energy Foundation or the General Mills Foundation. McCabe hoped soon, but there is no preset turnaround time for those applications. She listed other applications that the Center will be exploring for funds. Nasby asked if McCabe had talked to a Realtor about the ease of selling the current facility, and if it would achieve market value. She said not recently, but various board members with realty and banking backgrounds indicated that it would take 3-6 months to sell the building. Head asked if there was any debt on the existing property, and McCabe said no. Schmuch asked if the proposed funding was only partially grantedwould the Center be able to continue their plans. McCabe said it would be difficult and would depend on the results of their requests for other grants. Kulakmann asked how the Center would pay back the 3% interest on the loan when they don't generate fees from their services. McCabe said through fundraising, private donations and annual allocations. She passed out a graph to Commission members show'rag how dependent the Center is on the community for support with daily operational expenses, and how the staff has been devoted to fundraising. Schmuch asked about the existence of counseling in the Center and the number of contact hours a counselor has with a service receiver. McCabe said they recorded 7,000 contacts in person and on the phone, but they cannot verify each person's income level. She pointed out that her 1997 estimates for households is conservative. Kuhlmann asked if services would be omitted or reduced if the Center did not receive CDBG funding. McCabe said clients did not want them to reduce services. Stewart asked if there was a specific plan to pay the money back. McCabe said no, but they currently have no expense and she was under the impression that it was a long-term loan. Torus Precision Optics - James Muiherin Mulherm said his business designs and builds large aperture optics and telescopes for research and astronomy that are purchased by university and government agencies. The company has 8 full-time employees, and operates out of two adjoining leased spaces in Iowa City. There are three phases to Mulherin's business plan. The first phase is currently being undertaken, and involves the acquisition of metal working machine tools and optical machinery to increase production capacity to meet demand. Five more employees will be hired and trained during this phase. The funding for this phase comes from an SBA loan application. Phase II involves acquisition of additional machine tools, will begin in the third quarter of this year and will add three hourly-wage employees. The final phase will involve either leasing a larger facility or purchasing land and constructing a building, will occur in the first quarter of 1998 and will employ four new employees. This would bring the total number of employees to 21; 15 hourly-wage and six salaried. The hourly-wage employees earn a raise and company payment of 75% of monthly health insurance premiums after a 3-month training period. The CDBG funds applied for would be used for Phase [I equipment purchases. Stewart asked if this was a for-profit organization, and what the interest rate Mulherin's SBA loan would be. Mulherin sam it was a for-profit business and the loan was at 1 I%, and the CDBG funding would not have to be in the form of a grant. Renquist asked where he would get other funding to continue the project. MINUTES IIOUSING AND COMMUNITY DEVELOPMENT TUESDAY. FEBRUARY 18, 1997 LOWER LEVEL SENIOR CENTER CLASSROOM He said from company profits, and additional $BA loan and a revolving credit level. K. uhlmann asked what skill level he requires in employees. Mulherin said he prefers at least a h~gh school degree or equivalent, but it is not necessary. He also plans to hire some machine shop employees 1¥om the Kirkwood machinist training program. Long asked when Mulhedn would submit the SBA application. and he said by the end of` this week because he still has some work to do on it. Stewart asked how much that application would be asking for. Mulherin said $51,000 for Phase I and a line of'credit, but he currently has $204,000 worth of' contracts. Stewart asked how long it would take to pay back the loan at 3% interest. Mulherin said either $ or 7 years, which is typical for an equipment loan. Nasby asked Mu'lherin how soon the employees would be on-line if he received the money. Mulherin said the first four would be hired at the beginning of Phase [I in July 1997, and the next four would be hired in the beginning of 1998. Severson asked about Mulherin's involvement with the [SED, and he said they helped him with the SBA loan application. The Commission took a 10 minute break. Greater Iowa City Housing Fellowship (GICHF) - Mary Ann Dennis, Kevin Hanick Dennis passed out a letter from Fixst National Bank indicating private financing interest in the proposed project, and a table with demographic information (tenant income levels and fair market value of rent in Iowa City). Stewart asked how they chose Fixst National, and Hanick said that they are pan of a coalition of area banks that support OICHF projects and they were the last to give a loan, so it was easiest to go back to them. Dennis said GICHF is comprised of 15 congregations and 4 human service agencies to increase access to and availability of' affordable housing in Iowa City. They are requesting $380,670 in a HOME loan with 3% interest and a 40-year term, to acquire and rehabilitate 18 units; 12 3-bedrooms and six 2-bedrooms. They would look for existing housing scattered throughout Iowa City but north of Highway 6, including condominiums, duplexes and single-family homes on the market. Acquisition prices are based on the lowest available condominium and single family homes currently listed by the Multiple Listing Service. GICHF has completed similar projects in the past and are currently working on a 12-unit acquisition/rehab project. Hanick added acquiring scattered locations is done so projects or units are not identified with a particular area in town and fit in well with the community. Dennis said the 40 year investment analysis available to Commission members meets all Iowa Department of Economic Development criteria, with rent decreases upon debt retirement. Donovan asked if GICHF had any sites in mind for the project. Dennis said they were working with different Realtors, and the housing advisory committee who developed criteria such as school district, level of rehab needed. available public services and price. Schmuch asked if Dennis anticipated that most renters were Section 8 certificate eligible, and Dennis said yes. Schmuch asked how the GICHF decides who moves into the units. Dennis said there is an application process, and she said that 34 processed applicants on their waiting list would be'accepted, but 82 other applicants would not be accepted because they do not meet criteria. Schumch asked why the 82 were denied. Dennis said that they either do not qualify for Section 8 or may have a poor rental history. Kuhlmarm asked how many units GICHF currently own. Dennis said they own and manage 25, and Hanick added that their units primarily serve low-income families, especially single-parent families. The long-term key is good management and tenant care to blend in with the rest of the community. Long asked about the concern of nonprofits taking homes off tax rolls, and how figures in lieu of taxes were developed. Dennis said that so far, their rental units have been granted property tax exemptions, and in lieu of' paying the taxes they make an annual payment to Iowa City, but the exemption is not automatic. She said the payment in lieu of taxes is based on 100% of rental income less debt service and operational expense. MINUTES HOUSING AND COMMUNITY DEVELOPMENT TUESDAY. FEBRUARY 18, 1997 LOWER LEVEL SENIOR CENTER CLASSROOM Hanick said that the City has supported this program to help less fortunate individuals, and they:can elect not to provide tax exemptions in the future if they chose to. He said another concern was that nonprofit housing would take too many houses off the market for first time home buyers. To prevent this, GICHF tries to take property that has been on the market for awhile or acquire property that needs rehab that would be too expensive or less desirable for a first time buyer. This helps upgrade the neighborhoods, and is not a heavy concern. Dennis said the property tax exemption provides the required match for HOME funds. Schmuch asked if the security deposit payment program was still running, and how that was working. Dennis explained that that program allowed households to arrange a no-interest one-year bank loan to provide up to 5.400 for the security deposit when renting. The program is based on a revolving fund of money and the GICHF is the loan guarantor. paying the loan if there is a default. The buyer pays off the loan. Currently there is no money in the revolving pool, so there is currently no program, but the GICHF hopes to restart the program this year. Over 260 households have used that program since it's 1993 start. Head noted that the majority of people served by GICHF need additional assistance to afford the rent. He said there should be a more balanced level of opportunities, not just geared toward Section 8 recipients. Dennis said the numbers in question #16 are based on current tenants. She referred to the tenant income distribution sheet concerning incomes with what the individuals can afford to pay. Hanick noted that another program will be initiated this spring by GICHF where they acquire building lots to build 2 single- family houses in Village Green South. People can apply in the spring to buy the houses, but GICI-[F will grant a long-term land lease and will retain land ownership. The people would have the same advantages of home ownership but the cost will be less due to GICHF leasing the land to the buyer. GICHF will lease the homebuyer the land and a bank will loan the buyer the money for the house on a 99-year lease for $I per year. This will appeal to a different segment of the Iowa City population, and create a balance in the program. Stewart asked if tenant demographics can be projected for the proposed 18-umt project. Dennis said that of the 34 waiting applicants 65% are employed. Hanick said that most all are 50% median income or below. Hanick announced that on April 4 the Emergency Housing Project will hold a benefit concert in Old Brick. More information will be distributed as the concert gets closer. Mayor's Youth Employment Program (MYEP) - Diane Hagarty Nasby noted that the grant proposal Hagarty submitted to HUE) for Economic Development and Supportive Services was not sent out to Commission members in the binders. It is available for Commission members to review. Hagarty noted the MYEP application is based on the $ I million grant proposal sent to HUE). Its purpose is to provide economic development and support services to public housing residents, including an entrepreneurial component provided by ISED and important case management services for up to 50 residents. The case manager would coordinate supportive services to match each family, such as childcare, transportation assistance and computer and job uaining. The CDBG application requests funding to allow 25 more people to receive the services who receive Section 8 or live in public housing. The plan proposed to HUD covers many of the high priority areas covered by the CITY STEPS plan. She noted that with welfare reforms, many people will be working second shift and will not be able to find public transportation or childcare during those hours. She said her organization should find out if they received the HUD grant by March l, and if it is not successful it is possible to resubmit the proposal for an identical grant in the next few months. Stewart asked what happens if MYEP is not funded by HUD. Hagarty said they will still serve 25 people in a pilot program if they received the CDBG funding. Schmuch asked Hagany to specifically define case management. Hagany said that entails meeting with each family and developing a tailored support service package for that family to help them become economically self-sufficient. The case manager's role is to find community resources and services or devise new resources to help the t~.mily. Their goal for ISED MINUTES HOUSIN(i AND COMMUNITY DEVELOPMENT FUESDAY, FEBRUARY 18. 1997 LOWER LEVEL SENIOR CENTER CLASSROOM particspation is to get a l~w t~,milies to operate a day-care center that would fill gaps lett by community services. Schmuch asked staff why the proposal was placed under public service instead of economic development. Nasby said the overall application fit best under public service because the job training is not job specific, and the balance of the budget requests tall under public service (child care, transportation, etc.) Schmuch asked how Hagarty would select program participants. Hagarty said Section 8 and public housing residents would be notified and have to apply. The ones with the lowest incomes and the greatest perceived desires to overcome their barriers, with the greatest chance of success, would be chosen. Stewart asked if this program is offered anywhere else in the community. Hagarty said some services provide some aspects, but nothing that coordinates and tailors to an individual family's needs to overcome overwheln'ung barriers. Kuhlmann asked how this fits in with already existing programming for MYEP. Hagarty said that the program has been providing job training for 28 years, and work with families of youth that enter the program. They already do some case management for clients, so this would be expanding the base. Kuhlmann asked the age limit for the program, and Hagarty said about 25, but there is no legally defined cap for the agency. just some funding sources require certain age groups. Schmuch asked if this program was not fully funded by HUD would the pilot version be scaled back. Hagarty said she would like to see it at this level to really work with people on a one-on-one basis, not just throw money at the situation and scratch the surface. Otherwise, MYEP could either serve less people or provide less services. She said that they have tried to utilize all community resources, such as JTPA for childcare money, Kirkwood for education and the Free Medical Clinic, before paying for the service. Stewart asked for more information about the resident stipends. Hagarty said the stipend is an incentive for individuals working full-time to utilize available opportunities. They could be paid for using ISED, Kirkwood or a computer training course, and not worry about losing pay when taking off work to attend those classes. It could also be used as an entry-level payment for a job if the employer agreed to pick it up after the first 30 days. Long asked if the popcorn wagon is self-sufficient, and Hagarty said that it will be soon or it will no longer be owned by MYEP. She left an extra copy of the HUD grant for Commission members to review. Emergency Housing Project - Julia Rembert Rembert said hardwood pine floors upstairs in the shelter need to be refinished because the carpet is currently below code in terms of fire retardation. It would increase the shelter quality over time which is in line with the CITY STEPS guidelines. Stewart asked if 600 people a year was a correct estimate. Rembert said it is a reasonable number for the shetter as a whole. In 1995, they served 665 people and in 1996 they served 588, so 600 is an estimate for the upcoming year. Long noted that the downstairs floors were refinished last year, and Rembert said that since the house gets so much traffic the house upkeep is a constant problem. She said IFA money paid for the ref'mishing last year, and last year CDBG money paid for three bathroom renovations. Nasby asked about the attached bid from Gray's Hardwood. Rembert said that they got the bid as a guide to get an estimate, but they can do the work in a short amount of time which is important because they need to use the space as soon as possible. EHP Support Services - Julia Rembert, Theresa Kopatich Rembert said EHP received CDBG money starting in 1996 to provide supportive services to people who were previously homeless or living in SROs. She said they conservatively used the money in the past, and will use art of the money this year to add a counselor and provide consistent contact hours to 10 people. There have been 15 people run through the program at 416 S. Dodge, who have been able to maintain employment to pay subsidized rent and stay self-sufficient. They would like to expand the program to other community sites, such as 121 N. Van Buren and 716 N. Dubuque. These would meet two goals of CITY MINUTES HOUSING AND COMMUNITY DEVELOPMENT TUESDAY, FEBRUARY 18. 1997 LOWER LEVEL SEN[OR CENTER CLASSROOM STEPS; one to provide affordable housing and the other is to provide transitional or support scrvi.ees to the receivers. Kopatich is the program director for the transitional housing. Long asked over what period the 15 people were served. Kopatich said since the Dodge Street house opened in March 1996, they have served 15 people. She estimated serving an additional 10 people at other locations for shorter amounts o£ time. Stewart asked if the people come and go at the Dodge Street house. Kopatich said that they have nine rooms, and are in the process of developing strong assessment tools to determine more about individual while they are in the program. She said the average stay is 6 months to 1 year. Stewart asked where former service receivers went. Kopatich said 9 are still in the program, 2 in apartments in .tOllSOn County, I in a Lima County apartment, I to Chicago with the remaining still in Johnson County. Schmuch asked of the 20 people estimated to be served this year, how many are carry over from last year. Kopatich the funds would let them serve 20 people per month, instead of I0, so some may carry over. If they obtain the additional house, they would have a total of 43 rooms, with 20 of those receiving support services and 23 would be rented to lower income people. Stewart asked if the new house would be similar to the one on Dodge Street. Kopatich said yes, and people have to be working to get into the program. helps coordinate the support services with Johnson County agencies so people can live self-sufficiently in the area. Nasby asked what the number of counseling hours would be. Kopatich said that now they are using one hour per week per person, but that can vary according to emergency situations and the person's functioning level. Funding is for a counselor and for administrative services. Schmuch asked what feedback participants were giving. Kopatich said that people who leave the program say that the program really helped them, and the new data collection assessment would help them determine what services they can improve. They have also had very strong neighborhood support. Reinbert said that people have been comfortable with supportive services offered by the houses, especially when their eligibility levels change. Kuhlmana asked what the gender break down was for the program. Kopatich said it is usually 4-1, men to women. Stewart asked if the houses were co-ed. Kopatich said the Dodge Street house is co-ed, and if another house is purchased they would revisit the situation. Schxnuch asked what other agencies they work with for support services. Kopatich said Dr. Clancy's Impact program, Visiting Nurses Association, Hillcrest, DHS, LIFESkills, Goodwill, the Salvation Army, Vocational Rehab, JTPA, United Action for Youth and St. Anthony's Bread to name a few. It depends on the situation needs. Reinbert noted that it has been nice to work with flexible and understanding people in the community with these projects. PUBr.IL-ZMFM~ER DISCUSSION OF ITEMS NOT ON THE AGENDA There was none. OLD BUSINESS Nasby and Long said that National Community Development Week is scheduled for the last week in March, but in the past Iowa City has created their own week and theme. Schmuch explained that Commission members usually go to a funded agency to showcase how their funds were used, and to promote awareness of CDBG funding. It was at the Neighborhood Center last year. Nasby said that the Free Medical Clinic renovations are supposed to be done the first week in May, which coincides with when Iowa City usually has their celebration. Nasby added that when they featured Pheasant Ridge, they were showing a work in progress, so if the work is not completely done it is OK. Stewart, Schmuch, Kuhlmann and Donoran agreed to be on a subcommittee to plan the event. Schmuch said she would contact the Free biedicai Clinic about dates that work for them and what could be done for parking. MINIJ'I'ES tlt)t ;SINt; .,\ND COMMUNITY DEVELOPMENT 'FUESDAY. FEBRUARY 18. 1997 LOWER LEVEL SENIOR CENTER CLASSROOM NEW FIUSINFS~i Nasby noted the resignation of Cynthia Larson from the Commission. The City is currently advertising for someone to fill this vacancy. ROUND l: R!:?VIF. W OF FY98 APPLICATIONS FOR CDBG/HOMF FUNDING (CON'T} The Institute for Social and Economic Development (ISED) - Jason Friedman Friedman explained that the [SED ts a private, non-profit organization that helps low and moderate income people around the state by giving them the training to start a small business. He passed out a packet of news clippings concerning the project's success, and a February 1997, updated report. The program started in 1988, and has since helped develop 686 small businesses in Iowa. ISED's goal is to take 24 people through their 13-wcek comprehensive business training program. People they typically work with have no business background, so it is a very practical. There is currently a session each Monday night at St. Andrew's Church. ISED's annual goals are to do two 13-week programs and help start or expand six businesses. [SED has also received am underwriting commitment for advertising costs from First National Bank, equaling about 5;1,000. Friedman listed and described a few of the new businesses that recently opened. He noted that in their past seven training sessions, 73 people have enrolled, 50 people stayed the entire 13 weeks, and 16 businesses were either started or expanded. Friedman noted that ISED has a high percentage of minority participants, and the application contains a directory of new businesses started through ISED with contact names and phone numbers. This year, ISED wants to expand the program and add another staff member. Friedman expanded more on ISED's background and history. Stewart asked if the people taking the course pay for it. Friedman said no, CDBG funds subsidized the course and individual sessions. Renquist asked if there was any data about the number of businesses started through ISED that have failed. Friedman said that 70% of the small businesses are still open because ISED tracks them every three months. Schmuch asked Friedman to explain the differences between what is offered from ISED and the University of Iowa's Small Business Development Center (SBDC). Friedmaxx said that the SBDC receives annual government appropriations, has no targeted focus on specific individuals, works with larger businesses and charges a fee for its services. Their service users also enter the program with a fair amount of business background or knowledge. ISED is funded by performance standard contracts, is a non-profit organization, is more market focused on results and focuses on disadvantaged populations and small businesses. Basically, the two have different niches and client bases. Stewart noted that the SBDC offers a fast-track option, and Friedman said that the ISED clients would not take the fast track option because they do not have the strong business background. Long asked if there is any cross-referrals between the two businesses. Friedman said yes, both ISED and SBDC cross-refer clients, especially if their financial situations do not meet that organization's objectives or the people have stronger or weaker business backgrounds. Severson asked if ISED would exist without CDBG funding, or if there are other funding sources they could find. Friedman said no, but ISED looking for new sources with different contracts and private dollars to replace CDBO funds. Severson asked what business owners do for health insurance benefits. Friedman said that while some budget money for health insurance for their employees, some are not large enough to require it and others simply do not have it. Friedman said all Commission members and staff are invited to an ISED tour. Iowa City Water Division - Carol Sweetlng Sweeting said that goal of the division is to provide sail: drinking water for everyone in the community. Many homes and businesses come in contact with backflow due to pressure drops. Back flow could happen when someone turns on an outside faucet with a hose connected and a main breaks, dropping the pressure and sucking the water from the outside back into the home, possibly contaminating entire neighborhoods. There have been three backflow occurrences in Iowa City in the last three months. She showed a vacuum breaker, a device that can be attached to the outside t~ucets so that the water can be pulled through the MINUTES tlOUSING AND COMblUNITY DEVELOPMENT '!'UESDAY. FEBRUARY 18, 1997 LOWER LEVEL SENIOR CENTER CLASSROOM hose, but prevented from going back into the home. They are $7 apiece and have been offered through the meter exchange program for the last three years. Division employees can attach the breakers and provide people with mtbrmauon about backflow. In the past three years, the division has changed 3,000 water meters and only put on 900 vacuum breakers in Iowa City. Nasby asked when code started requiring these. SweetLag said that it is actually not required. [n 1979 it was added into the Iowa Building Code. but it was not adopted until 1982. New houses are required to have the vacuum breaker, but there are many older homes that are not protected. In 1996, Federal law for businesses mandated them to have some kind of backflow prevention, but there is no law for residences. SweetLag said this proposal for funds is to start a small pilot program that would eventually blanket the entire city. She also pointed out that anti-backfiow devices will soon be mandatory, so the division would like to give everyone the vacuum breakers before their cost increases. People who qualified for support would receive the breakers free, otherwise people would pay $7 for the breaker. Long asked if there have been residential contamination cases. SweetLag said yes, and since they average 80-100 main breaks each year, and each tune a main breaks there is a potential for a backflow problem. Head asked how renters were handled. SweetLag said that they let the landlord know of the problem and the breaker availability, and that the program is for the tenant's safety. Stewart asked if they would ask the landlord to pay for the breaker. She said no. Nasby noted that the breakers are removable and asked if there was a way to make it more permanent. SweetLag said it depends on each faucet, and some have locking devices, but they need to be removed if the device fails or freezes. They hope to avoid removal problems with an educational program. Head noted that the device's removability needs to be considered with respect to CDBG regulations. SweetLag said that the division found that plumber's installLag the breakers are charging about $20 for the service. The water division will install the breakers for free. DVIP Furniture Project - Cris Kinkead, Angie Madsen Kinkead noted that there was a correction with question #9 on the form. It should read "it is estimated that of these 400 all will have an income of less than..." Madsen explained the program as a non-profit program that distributes recycled furniture and appliances to needy families in the community with Lastant and positive results. DVIP receives the furniture in a warehouse on Riverside Drive and distributes it to the families. Madsen said that in the last fiscal year, they received and distributed 696 pieces of furniture to 360 people, and in this fiscal year has seen a 100% increase in both categories. She noted that in talking with Brad Neumann of the Iowa City Solid Waste Division recently, that it would cost the city $40,000 to operate a comparable program. They are always looking for other sources of funding, but have not been successful thus far. Long asked when they would be applying to the City's Solid Waste Division for more funds. She said in about one month or so. Stewart asked if they want thisas a grant, and Kinkead saidyes. Stewart noted that this project has been funded for three consecutive years, and if it is not funded it won't go on, but CDBG funds are not supposed to go to ongoing projects. Kinkead said that due to the unique nature of the program, it is not covered by other grants for funds, even though they have tried to seek out other funding sources. Renquist asked if they have applied to various environmental agencies because the project decreases the amount of furniture that goes to the landfill. Kinkead said that they did approach a few agencies, but the agencies had never thought about it before and did not commit to any funds. Madsen noted that they politely request a $5 donation to every family they service, but have only received six donations as of lately. Severson asked how similar projects in other communities are funded. Kinkead said that others are funded through their own city's or county's. Schmuch asked what the response would be to a mandatory $5 donation for the services. Madsen said that she thought the money would eventually show up, but it would take some time for the people to get the money. Donoran suggested that they charge a removal fee because it is a service. Madsen said that is something to consider because there is no other place that removes thmiture free of charge. She also said MINUTES HOUSING AND COMMUNITY DEVELOPMENT TUESDAY, FEBRUARY 18, 1997 LOWER LEVEL SENIOR CENTER CLASSROOM that she makes it cleat over the phone that they only take furniture that is in good condition, 'and have refused furniture that is not of acceptable quality. Long asked if the program still relies on the DVIP van. Madsen said yes, when the receivers do not have transportation to pick up the furniture, they either use the van or a volunteer's truck to deliver the furniture. Nasby noted that there was a reduction of one-quarter FIE, which would make the Furniture Coordinator's position into a pan-time job. Kinkead said that is for Madsen's position because she has accumulated a !or of comp time scheduling around recipients and donors. Long asked about the future office space situation. Madsen said that they will have the space for awhile longer, and that is not an immediate concern. Severson asked to explain the eligibility process. Kinkead said they receive a referral from a human service agency, and she or another staff member will call the family and explain the program. Then they mention the donation, arrange a meeting time to go to the warehouse and pick out the furniture. Madsen said that when many people receive the furniture, they offer to donate their time to help others receive furniture, but' she has not had many people follow through with their offers. Kuhlmann asked if there was a limit to the amount of furniture a family could receive. Madsen said that families never request more furniture than they need, and they verify what is needed from the agency referral. If it is necessary, they can provide an entire home or apartment worth of furniture. Kuhlrnann asked how much they are hoping to receive from the City Solid Waste Division. Kinkead said about $13,000. ^ D$OLrRNM~NT Stewart motioned to adjourn the meeting and Donoran seconded the motion. The motion camed unanimously, and the meeting was adjourned at 9:35 ~.m. MINUTES HOUSING AND COMMUNITY DEVELOPMENT WEDNESDAY. FEBRUARY 19, 1997 .. 6:30 P.M. LOWER LEVEL SENIOR CENTER CLASSROOM MEMBERS PRESENT: Ann Donoran, Charlie Eastham, Sandra Kuhlmann. David Purdy, Kathleen Renquist' Gretchen Schrnuch. William Stewart MEMBERS ABSENT: Tim Ruxton STAFF PRESENT: Maurice Head, Steve Long, Steve Nasby, Linda Severson C ALL TO ORDER: Chairperson Schmuch called the meeting to order at 6:30 p.m. PGBI.IC-NMEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA There wa~ none. ROUND 2: REVIEW OF FY98 APPLICATIONS FOR CDBG/HOME FUNDING LIFE Skills - Gillian Fox Fox said that LIFE Skills' purpose is to provide assistance for safe and affordable homing for low income people. The program works with landlord communication, and provides support services, such as home maintenance, direct assistance and budgeting. In July, 1996, LIFE Skills started the Tool Pool program that gives low to moderate income persons some hands-on education' with home maintenance, and helps fund cleaning supplies and other repair measures to ensure that people moving out of apartments can get their full security deposit back. The program also works on community education to decrease the stigma for those who use Section 8 and to recruit new landlords to participate. Most of the program's referrals come from the Iowa City Housing Authority, and they served over 100 people in their last grant year. Schmuch asked how many people LIFE Skills has helped find housing. Fox said they targeted over 50 people, but they provided resources and referrals to over 100. In fact, they have already served 108 people this fiscal year. Stewart asked if money was previously received for the same type of project. Stewart asked if the program did not receive funding, would it still exist. Fox said no, but they would make an effort for a one year program. She also said they plan to approach United Way for funds in the next frscal year.' Stewart asked if the wages were for new or existing staff. Fox said the wages are for' the existing Housing Specialist, Dave Vincent. Renquist noted they had FY97 funds left and asked what would be done with the extra money. Fox said that FY97 money would be exhausted at the end of the fiscal year (.l'une 30, 1997). Kuhlmann asked if LIFE Skills has repeat clients. Fox said that some clients need repeat assistance, but the current numbers for repeat assistance are not as high as they were in the past. Kuhlmann asked how long the typical help period usually lasted. Fox said the period is about I0 weeks. If at the end of that time the person cannot function without their help, they refer them to another agency for more intensive services, or if the person needs help for a short time they can extend the period. Long referred to the budget and asked what subscriptions were needed for the program. Fox said her office subscribes to Rental Locator$, which is a listing of area landlords and available rental units, and the Iowa City Press Citizen for the classified ads. Donoran asked if a paperwork burden is put on a participating landlord, and maybe that is why many do not participate. Fox noted that the landlords are usually willing and have not complained about paperwork. She said that Vincent often helps facilitate communication between the landlords and the tenants. Head asked if the program performs any mediation services with landlords, and Fox said that most landlords contact them betbre evicting the client if there are problems, Head asked if LIFE Skills will play a bigger role in the long-term stability or' the client. Fox said that they hope to and frequently remind the landlords and MINUTES t!OUSING AND COMMUNITY DEVELOPMENT WEDNESDAY, FEBRUARY 19, 19c~7 -- 0:30 LOWER LEVEL SENIOR CENTER CLASSROOM tenants that they are available for help. Nasby asked about their experience with client follow up. Fox said that people are contacted m about two months for a evaluation. She added that most time is spent with direct assistance services, not much time is given to tracking former clients. LIFE Skills tries to call the former clients and send letters tbr service evaluations, but few are returned. Stewart asked about the total agency budget. Fox said it is roughly $570,000 with most of the money coming from state purchase of service con,'acts. Iowa City Engineering Division - Rick Fosse and Kim Johnson Fosse said that Johnson administered the sidewalk repair program. The program exists to ensure safe sidewalks in the community. When the Engineering Division gets a complaint about a sidewalk, they send an inspector out to check for safety hazards. If the sidewalk needs repair they mark it, and check the other sidewalks within a block either direction, and a letter is sent asking the property owner to make the repairs. If the owner does not f'Lx the sidewalk in a certain tune period, the city fixes the sidewalk, invoices the owner for the expense and adds the cost to their tax bill if they do not pay. Currently there is no t'mancial assistance for repair costs, and they expect the number of repairs to increase this year because the program is changing. The community will be split into 10 areas, and cover one section per year for sidewalk inspection. Fosse said that other communities offer financial assistance through CDBG funds. Stewart asked since they will serve about 18 people who are homeowners and would have to be below the 50% mark, would there be any other qualifications for assistance. Johnson said that it would be based on income only, a form/request would have to be filled out to apply and the assistance would be offered on a first come fu'st serve basis. Severson asked how much it would cost to repair a sidewalk. Fosse said that he recently repaired two squares for $100, but it could be as high as $100 per square, It depends on the quality of the work and the amount of work. Stewart asked if people would hire their own contractor or would a city contractor take care of everything. Fosse said that there is not a city designated contractor, and the individual would hire whomever they choose to make the repairs. Johnson said if there was assistance available, the city would pay both the individual contractor and the homeowner. Kuhlmann asked about the number of past assistance requests the office has received. Johnson said on the average, if 50 sidewalks are cited, they usually get between five and I0 calls for assistance. Johnson noted that in the first I/lOth of the City to be inspected there are about 1200 houses. Schmuch asked how they came up with serving 18 houses. Fosse said it was a difficult number to estimate, and the number will probably be refined each year depending on what l/lOth of the town is being covered. Kuifimann asked if they will advertise that the assistance is available. Johnson said they will notify the property owner of the assistance in the repair notification letter. Nasby noted that each neighborhood association will probably promote this independently. Fosse said that the neighborhood associations in the f'u'st l/lOth to be covered have applied for a P.I.N. grant to cover some of the costs themselves, but the money will probably not cover all the costs. Fosse said the $25,000 P.I.N. grant comes from the from the City's general fund that is annually available for neighborhood associations. Head asked what if an eligible person applied for the money but lived outside of the designated area. Fosse said that everyone, even those not in the yearly-designated l/lOth would still be eligible for the assistance because sidewalk repair is a city-wide program. Renquist asked if this is a IO-year process would they be cormrig back every year for funds. Fosse said yes. Schmuch asked how elderly and fixed-income people handle the range of prices charged, and is there a limit on how much the city would pay. Johnson said that their goal is to have the property owner be responsible for 25% of the costs, so it would be m the homeowner's interest to get the most reasonable bids. Fosse said that the city would also examine the estimate to make sure the price is fair. MINUTES !!OUSING AND COMMUNI'rY DEVELOPMENT WEDNESDAY. FEBRUARY 19, 1997 .. 0:30 P.M. LOWER LEVEL SENIOR CENTER CLASSROOM Fast Carpe Real Estate Investment - Thomas Fast Fast is an entrepreneur with an economic development project that will also help affordable home ownership. He would work with flexible down paineat amounts, closing costs and fees associated with the purchase home. He said this would be an alternative to s~ct income to debt ratios banks use and help people with poor past credit history. He plans to secure investors. and the grant funds will cover det~ults which would help secure the investors. The revestors would advance funds for the down payment, and mortgage financing. The clients would not quality tbr the program until they found a house. Stewart asked Fast if he plans to get investors, borrow money from the bank or another lender, buy propera/ and resell it on contract to disadvantaged people. Fast said he would allow people to find the house, but he would be the property owner. Stewart asked what would happen to the home owners if Fast failed. Fast said it would not be a good situation. Stewart asked what terms he would give the people. Fast said he projected terms of I 1.75 - 12.$% for the interest rate, but it is a 30-year term, with only a 4% down payment. Schmuch asked how the terms were assigned. Fast said he did research with a similar business in Cedar Rapids, and developed the numbers to be competitive with that program. Stewart asked what lending ratio he would use. Fast said to compete it would have to be around 40 percenl, and HUD goes up to 42%. Stewart noted that there are other programs that beat the terms Fast is proposing, and that the interest terms are high. Stewart asked what return he would give the investors, and i~' he will be a non-profit organization. Fast said he is shooting for a minimum of 15% return, and he would be a for-profit organization. Stewart asked why he will 'not repay the grant. Fast said the amount he would be making would be low, but that he would be willing to compromise or a review process if he was successful in the future. Schmuch asked where else he has looked for start-up business costs. Fast said that the CDBG funds is the first place, and he got the idea from a seminar that was designed to atlract investors and give more information about the business. Schmuch asked how much experience he had with this area. Fast said this is a new venture for him. Schmuch asked if the terms fit the incomes of his target market and if they were feasible. Fast said he sat down briefly with an accountant to go over the figures, but has not considered it too much. Severson asked if he had any background with real estate, construction or repairs. Fast said he is currently managing some rental properties, and considers himself handy with household problems. She asked if he required evaluation of the client before financing them, and he said yes. Schrnuch noted he referred to legal and £mancial advise and asked how the process was going. Fast said he met with an accountant the day before to work out details, and plans to meet with the attorney sometime next week. Nasby asked if Fast had a business plan. Fast said it is a rough draft, and he was not comfortable with having it become public information yet. Nasby noted that the Meadow Woods Senior Apartments needed to be discussed. The involved partners will not be able to travel to Iowa City to make a presentation about the project, but welcome a list of questions .from Commission members or even a conference call. He noted their phone numbers are on the applications if any Commission members would like to call them. He said that the project is looking to obtain Low Income Housing Tax Credits for leveraging, and the application requires them to seek other funding sources. They do projects all over the country, and do not need much funding from local sources. Nasby said that if each Commission member wanted to give him a list of questions for the Meadow Wood Senior Apartment contact people, he would call them with the questions and get their answers back to Commission members instead of discussing the project Thursday night. MINUTES HOUSING AND COMMUNITY DEVELOPMENT WEDNESDAY. FEBRUARY 19, 1097 .. 6:30 P.M. LOWER LEVEL SENIOR CENTER CLASSROOM The Commission was ahead of schedule and the next person scheduled to present was not there yet. Ltz Swenson, who was scheduled to present at 8:30 p.m. agreed to go earlier. Eastham objected to going out of order because people rmght be cotrung to hear a certain presentation, and if things are out of order they would rmss it. Nasby said a schedule with tunes was not posted, so people would not know what tunes projects were originally scheduled to present. The rest of the Comrmssion decided to go ahead with the next applicant. Swenson and Associates - Liz Swenson Swenson's project is to provide long-term affordable housing to low-income households. She has a prospective site on Dodge Street, but has not signed a purchase agreement yet because she wants to stay flexible and wants to avoid possible site problems. She asked for a one-time subsidy for $160,000 tbr people with incomes of $31,0OO-$34,000, and expects to offer a home at a lower rate, so the family income could go lower. She preferred home ownership to rental units. Swenson would control costs with financing mechanisms. and by purchasing the land with CDBG funds. The clients would use a conventional f'manc/ng method and, due to the equity in the land, they should qualify for a low mortgage insurance rate. They could also use down payment assistance programs and savings on personal taxes to cut costs. Swenson plans to find buyers before beginning construction because she would work with the individuals to design a house with features they want and need. She mentioned that another way to save money is to involve the homeowners in the building process, use a variety materials like insulation and metal studs, and be efficient with consauction. She would incorporate the services of Ben Moore as a technical adviser and Kevin Munson to develop architectural details. Swenson explained that she has five years of architecture training and environmental design, and is a former executive director of Habitat for Humanity, so she is used to saving costs without cutflag comers. She was also a member of various commumty housing committees and Commissions. Stewart asked if hei' organization is a non-profit. Swenson said no, it will be a for-profit venture. He asked if there would be a $95,000 price minus the $20,000 subsidy leaving a $75,000 mortgage. Swenson said the total price was about $I 15,000 per unit and expects the mortgage to be affordable so lower income families would qualify. Stewart noted that four-plexes at $I 15,000 per unit is very high for the low-income level she is targeting. Swenson said she has not signed an agreement for the land yet, but that is one option and she wants to keep open if lower cost property could be found. Stewart said there are lower prices for similar types of housing in the area. Swenson said that this is the maximum range. Long asked if the project would be feasible if she only received half of the funds she requested. Swenson said yes, that she would like to develop eight units, either duplexes or single family homes, but that number could vary. Stewart noted that the CDBG money would buy the land and pay development costs, then Swenson would borrow construction money from a lender and sell it to the client less the land cost. He asked where the silent second would come from. Nasby said the City would take a second lien until the houses were sold. Kuhlmann asked if Swenson had considered other sites to build on. Swenson said that she would be willing to consider a variety of sites and options. Schmuch asked what the $~)0,000 requested for design, site work and development would cover. Swenson said she used the North Dodge site to base her estimates on. She noted that she feels it is important to offer a range of housing options for all income levels River City Housing Collective - Jodi-beth McCain, John Kramer, Jason Bayer, Susannab Midoff, and Gabe Midoff Kramer said the RCHC seeks to acquire a 20-25 unit rooming house SRO-style propert,/to rent at below fair- market rates to low to moderate income people and households. The $85,000 requested would be a loan at t% interest to be used as a down payment to leverage private financing. RCHC will lose their current lease on a 21-unit rooming house on North Dubuque Street in July 1998, and the loan would enable them to maintain their current capacity. They are actively looking at a property at 932 E. College Street. They, have purchased other homes with their own equity. and won the 1996 Community Development Award for providing low cost MINUTES HOUSING AND COMMUNITY DEVELOPMENT WEDNESDAY, FEBRUARY 19, 1907 .- 6:30 P,M. LOWER LEVEL SENIOR CENTER CLASSROOM affordable housing in a cooperative atmosphere that includes responsibilities with maintenance. cooking and house management. Schmuch asked how many students live in RCHC. Bayer said that they house 16 undergraduates, 14 graduates and 15 non-students, totaling 45 adults and one child. Kramer noted the recent trend is to include less students. Donovan asked how long a property must be on the market before RCHC would consider it. McCain said that the Summit house they purchased was on the market for six months, and was originally set at $375,000 but they purchased it for $290,000. They have not made any bids on the East College house because they t~el that it is overpriced. Sctunuch asked if they have considered any other sites. McCain said that currently there are not any other large .houses for sale so far this year. Severson asked if RCHC offered or assessed any life skills training. McCain said that people receive training through the cooperative environment where each tenant is responsible for budgeting for food, house management, cleaning and cooking schedules. Susannah Midoff said that each tenant has eight hours of required cooperative work each month and eight hours of house work. That has helped her enjoy the living experience. McCain said that each tenant is also responsible for maintenance with the help of a maintenance coordinator, and training for that is provided. Stewart asked if RCHC is a non-profit organization. McCain said they are a $01(c)(3) organization. Schrnuch asked about their overall budget. McCain said that RCHC currently has $31,000 in the bank, but cannot afford the down payment without the CDBG fi. mds. Kuhlmann asked if the same people would move to the new house, or would there be new tenants. McCain said the new house would help replace the units they are'currently leasing, but would prefer to own a house instead of lease it because then they can do their own maintenance and improvements without having to get a landlord's permission. Nasby asked why they currently had a 75% loan-to-value ratio from their lender. McCain said it was by the lender's request. Stewart noted that that is policy for most lenders, but it is negotiable because it is not a law to have 25% down. Long asked how current neighbors have received RCHC. McCain said the President of the Longfellow Neighborhood Association wrote a letter of support for RCHC, and is please that they have undertaken repairs and renovations instead of destroying the house. Kuhlmann noted/hat they are good neighbors. She asked if there have been any instances of how they handle tenants not living up to the house standards. Kramer said there have been times where people do not pay their rent on time or do not complete their cooperative working hours, and they can be evicted from the house. He noted that they try'to solve the problem or extend the rent deadline before eviction. McCain said that they have not evicted anyone in two years. Scttmuch asked if they have plans to make this house physically handicapped accessible. McCain said the first floor of the Summit House is accessible, but they would like to make the kitchen and downstairs laundry room accessible. Horace Mann School - Joyce Barrett Barren said the Horace Mann PTO is asking for $24,000 for accessible playground equipment. She noted that 76% of people in the North side neighborhood that the school serves are under the 80% median income level. and 39% are under the 30% median income level. The school has 42% of students that are under the 50% median income level. She said the PTO playground task force was formed to eL, aluate the current facilities and compare the facilities at other schools in the area. She said the community school district does not provide any funding for recreation equipment. and the other schools raise their own funds to pay for the equipment. Currently, Horace Mann has 4 acres of land that is mostly covered by black top, and has one wooden unit/bridge and a set of old swings, while the other schools average 9.8 acres of land. and spend $20,000- $30.000 on equipment. The funding request is less than the other schools are using, but they have smaller spaces to work with. The PTO annually raises between $2,700 and $3,000. but that money goes tbr other projects, and they feel that they have already tapped their funding source. The problem is the population they MINUTES HOUSING AND COMMUNITY DEVELOPMENT WEDNESDAY. FEBRUARY 19, 19q7 .- 6:J0 P.M. LOWER LEVEL SENIOR CENTER CLASSROOM draw from does not have the money to donate. While this may not be a high priority for the CDBG funds, it would still serve the desired population and the equipment will last for 30-40 years. Sclunuch asked if the current equipment is a safety hazard. Barrett said right now it is not, however, it is completely inaccessible because it does not have the required u'ansfer points or the right impact surfaces. Stewart asked if other schools' PTOs fund their projects. Barrett said yes, with others working hard to raising money from thetr farmlies or private donations. Severson asked if they have considered the neighborhood association for volunteers. Barrett said that they are working on a P.I.N. grant. and that is another avenue. Head asked if there would be any liability in having volunteers install the equipment. Barrett said her contact at Miracle Equipment in Marshalltown said that they would send a job site foreperson to supervise and direct the volunteers, and the school district would do the grading and dig the postholes, and maintain the equipment once it is in.sailed. She said others have successfully constructed playgrounds across the city and state, Kuhlmann noted that she recently worked on a different, but similar project, and there was no liability because the volunteers were supervised. Nasby asked about the amount of money reflected in the budget. Barrett said some of their recent projects have included pizza sales, and the before and after school program has already committed $500 to the project She said that a neighborhood fund drive could raise the rest of the $1900. One problem that the PTO may face is that parents may not want to donate money if they think their child will leave the school before the equipment is installed. OI.D BUSINESS Schinuch said that she contacted the Free Medical Clinic and they said April 30 would be a good day for them for the Community Development Celebration. Free Medical Clinic has akeady contacted the Chamber of Commerce about the ribbon cutting ceremony. They also agreed to talk to other businesses in the area about using their parking spaces, and are sure that the ceremony will not interrupt clinic operations even if they are still working on the building. All of the information and releases from last year wfil be available from staff. She find the rest of the planning subcommittee agreed to meet Wednesday, February 26 at noon at the Civic Center. They would confirm the date at Thursday's (tomorrow's) meeting. United Action for Youth - Jim Swaim Swaim said the UAY funding request is to replace carpet and enhance the security system at the 410 Iowa Avenue youth center. The 422 Iowa Avenue houses teenage mothers and has family counseling services. He said that his estimate for the carpet is based on bids he already received, and he noted that if the project should only be partially funded the project could be adjusted because they bid every section of the house separately. The security system is outdated and replacement parts are not made anymore, so if anything goes wrong, it cannot be fixed. They would also like to add security lights to 422 Iowa Avenue. Stewart asked what kind of alarm system the center had. Swaina said it is a silent system that contacts the police station and makes noise. It is operated by keys, but the keys cannot be replaced or copied. Stewart asked what UAY's total agency budget was. Swaim said it was about $735,000 this year. He said that they receive anywhere from $20,000-$35,000 through CDBG's Aid to Agency fund each year for the operating budget. That money fluctuates to compliment the $58,000 City commitment. tie noted that they have little money for capital tmprovements, and while they show depreciation the money is not often set aside for repairs and improvements. Stewart asked if UAY owns the buildings. Swaim said yes, the bank does. Stewart asked why he did not ask for the money in a grant. Swaim said he would take the grant, but the loan is normally forgiven. It just gives CDBG the option to collect. Nasby said if UAY would discontinue the program or sell the property, then CDBG would collect, M IN tJ'FI.'.S I I()USINti AND COMMUNITY DEVELOPMENT WEDNESDAY. FEBRUARY 1O, Iqq7., (}:.10 P.M. LOWER LEVEL SENIOR CENTER CLASSROOM Long noted that there is a declining balance loan on the at 4 l0 lows Avenue property. Swaim said they have an interest-free loan payment on the other property. Nasby asked of the 1600 youth program beneficiaries listed how many are from lows City. because the CDBG fiznds require that 5 l'!/o of the beneficiaries be from Iowa City. Swarm estimated that between 900-1000 youth are from lows City. with the others coming from other communities like Coralville and North Liberl7. He noted that the low income statistics are for the entire 1600 youth. Habitat for Humanity. - Nancy Stensvaag, Carol Dollman Stensvaag passed out a revision to pages 3 and 4 of the ongmal application. She noted that they would like to apply for the entire $46.000 to ensure that they can successfully fund all of their projects without havmg to worry about additional funding sources. They want to buy land, and pass the cost savings onto the homeowner m the form of an interest-free mortgage. They would like to keep the owner's payments in line with ~ guidelines. She described two families that I-LA.BITAT FOR HUMANITY helped in the last year. When HABITAT FOR HI.~,'NLAN'ITY builds a house, the owner makes the payments to them and that money is immediately used to build more houses. Last year, 35 families applied for the 2 houses they built, and this year they plan to build $ houses. The tlu'ee obstacles they face are land, money and volunteers. The HABITAT FOR HUNL,kN'ITY board is comfortable with the f'mances and volunteers, but they need the grant money to purchase the land. Schmuch asked if they have any leads or ideas on sites. Stensvaag said yes, their selection committee is currently considering two parcels of land in Iowa City. She said the land costs would average at least $10,000 per lot, and the grant money would allow them to look at land parcels that are more expensive. Schmuch asked what the $24,000 shown was for. Steasvaag said that assuming they would receive an $8,000 gift in kind per home. She said that they have approached people to commit to build one house per year and donate whatever services they specialize in. Long asked if HABITAT FOR HUMANqTY had churches adopt houses. Stensvaag said yes, there are a few churches that have contributed to a house and others that are considering it. She also noted that they have about $32,000 currently in place to help with the building, and have asked 700 people to make a $25 commitment each time a house is completed. Nasby asked if HABITAT FOR HUMANITY had received any money for lots in Coralville. DolLman said that they are anticipating the funds, and if they receive them they will have to build 7 houses in the next four years, The board is confident about building the second and third houses, and will start the last two houses in the tall became summer is a busy time for the consu'uction workers that have donated their time and labor. FLA, BITAT FOR I~'M~NT'FY just wants to get the last two houses framed before winter. Nasby asked if they feel confident about theix capacity to spend the money in one year. Dollman said yes. Head asked about the family selection process. Stensvaag said that each family must apply for the house and their applications are reviewed by the HABITAT FOR H~'M. ANITY family selection committee. Then the families are contacted and must meet three criteria; they must partner with HABITAT FOR I-H~MANITY for sweat equity to work on the house, must have a stable income source and a need for adequate housing. Those tl'u'ee things are assessed by a home visit. HABITAT FOR HLrMANITY is targeting people in the 30-50% of median income range. Stewart asked if any recipients are single parents or minorities. Stensvaag said two are single parents and one is a minority. Head asked how HABITAT FOR HUMANITY deals with building a house and preventing the owner from reselhng the house for a higher price and pocketing the money. Stensvaag said there is a second mortgage on the house. and during the first 7 years if they want to sell the house they must se[I it back to HABITAT FOR H'U%LANITY for the amount of the paymenu they had already put in. During the second 7 years, m each year l/7th of the eqmty vests. Dollman said by the time they have owned the house fur I$ years, MINUTES tlOUSING AND COMMUNITY DEVELOPMENT WEDNESDAY. FEBRUARY 19, 1997 .- 6:30 P.M. LOWER LEVEL SENIOR CENTER CLASSROOM HABITAT FOR HUMANITY no longer ow~s the house because they do not intend to keep the recipient in a starter house. Renquist asked if HABITAT FOR HUMANITY would accept funding for one unit instead of several. Stensvaag said they would, but two would be better than one because of the land parcels they are currently considering. She noted that when they are pricing the houses to the owners they do not put in value for the volunteer labor or the sweat equity. Nasby asked what the general selling price usually is. Stensvaag said usually under $50,000 and ranging from $42,000-$48,000. None of the houses have garages because they are supposed to be as sunpie and basic as possible, and Dollman noted that some of the houses have basements because a deep £ootmg is required in Iowa. N'EW BUSINESS (Eastham and Purdy joined the meeting) Schmuch said that ramking evaluation sheets would be passed out on Thursday after the meeting. She encouraged members to work on them in pencil and discuss results at the March meeting. She also reminded members that the criteria is much more elaborate than in the past. Nasby said that he and Long will be attending a meeting in Kamas City March 18-20 about economic development and technical training for CDBG funds. He requested moving the next meeting up to the 12th or 13th of March, and asked everyone to check their calendars to make sure those dates worked or other dates needed to be considered. Stewart asked how much over were the funding requests. Nasby said that about $2.1 milhon was requested and there is $1.75 million to give out, so there is about $400,000 over. He also noted that $110,000 is in the public service category, so about $110,000 will disappear once this is allocated. Stewart asked if a project has to be funded. Nasby said no, unused money can be placed in contingency, the application process can be reopened or there are other options. Long passed out a memo and explained to the Commission that they have a project in mind for the SRO moneY. D & K Properties submitted a project to staff, and they requested that Commission members look over the information and the proform& and be prepared to discuss it at Thursday's meeting. Long reminded the Cornmission that money has already been allocated for a project of this nature, and a specific project needs to be approved by the Commission. Head noted that Long and Nasby have worked hard on the project, and he is excited about it. Schmuch reminded Commission members to review the memo and bring in questions about the Meadow Woods Senior Apartments for Thursday's meeting. ADJO~I~'WT · Eastham moved to adjourn the meeting, and Donovan seconded the motion. The motion carried unanimously, and the meeting was adjourned at 9:I0 p.m. MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SENIOR CENTER, LOWER LEVEL CLASSROOM THURSDAY, FEBRUARY 20, 1997 - 6:30 P.M. MEMBERS PRESENT: Ann Donovan, Charlie Eastham, Sandra Kuhlmann, David Purdy, Kathleen Renquist, Gretchen Schmuch, William A. Stewart MEMBERS ABSENT Tim Ruxton STAFF PRESENT: Maurice Head, Steve Long, Steve Nasby, Linda Severson CALL TO ORDER: Chairperson Schmuch called the meeting to order at 6:30 p.m. PUBLIC\MEMBER DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. RECOMMENDATION TO COUNCIL: Recommend the allocation of $100,000 if FY96 HOME funds as a grant to be used for the acquisition of a 21-room building at-716 North Dubuque Street by D&K Properties. ROUND 3: REVIEW OF FY98 APPLICATIONS FOR CDBG/HOME FUNDING Elderly Services Agency - Jean Mann Mann said ESA assists persons who are elderly and/or disabled with simple home renovations and modifications. She noted a recent AARP study that showed more elderly people are wanting to stay in their homes as they age, and need to modifY their homes but cannot afford to do it because they are on a fixed income. She also said there is a real problem of contractors over- charging elderly people for repairs and modifications, so many elderly people do not trust outside contractors. She said that last fiscal year they assisted 51 low-income persons. They did three big jobs that totaled about $7,000 ($1,800-bathroom, $3,400-bathroom, $1,700-kitchen and garage floor) and the other 45 jobs averaged $188. This year, they have assisted 47 people and spent over half of the money allocated for FY97. She noted the results of her outcome study that only 8% of people over 85 have been to the nursing homes, compared to the average of 20% for that age group in Iowa City. Donovan asked if there is a reasonable signoff point with the contractors. Mann said yes, and they use the list they get from Housing Rehab. They always have a bid ahead of time and confirm that the bid is reasonable by comparing bids. Stewart asked if the people they assist qualifY for the City Rehab program. Mann said the projects would not qualifY because the repair average is too small for that program. Stewart asked if the three larger projects would have qualified for the Housing Rehab program. Mann said she was not sure, that maybe Pam Barnes of Housing Rehab could answer that. Barnes said they work mostly with furnaces and electrical wiring, and have done few complete bathrooms so it is not overlap. Mann said that the large bathroom job required taking apart the entire bathroom and putting in everything new for a man who was recovering from a stroke, so Housing Rehab did not need to be involved. Housing and Community Development Commission February 20, 1997 Page 2 Housing Rehabilitation - Pam Barnes and Steve Schornhorst Barnes said they are requesting $461,000 to run five individual programs for single-family housing and individuals that are low or moderate income. The purposes of the program is to help people stay safely in their homes, and to help preserve the affordable housing stock. The current waiting list consists of 42 households, and Steve Schornhorst presented a map of Iowa City to show the composition of the waiting list, their median incomes and where they live. He noted that a mobile home at Hilltop was recently sold to a formerly homeless person who has a low-interest loan with the City. There is a higher priority to lower-income people on the waiting list. He presented a second map that displayed projects completed in FY96 based on project type and how they are dispersed. Renquist asked for a definition of the abbreviations on the map. Schornhorst said the "CompC" are CDBG-funded comp rehabs, the "Compri92 and 94" are HOME-funded comp programs, "Eme" is emergency, "Ene" is energy conservation, "Ext" is exterior repair, "GF" projects funded with general fund money, "MHR" mobile home repair, "RAP" residential accessibility program, "Rtrh 1 and 2" are rental rehab programs, and "Rtrh sub C" is a subrecipient. Donovan asked for a review of what CDBG funding was cut and restored last year. Barnes said the commission reallocated $50,000 to the Housing Authority for TBRA. Stewart asked if the loan terms were based on the $461,000. Barnes said yes, and Schornhorst said those terms are based on the FY96 figures and money distribution. Schmuch asked if the requested money this year would replace some of the money that was cut from last year, and Nasby said no. She asked where that was reflected on the application, and Nasby said it is not reflected. Barnes said that they do not know how much program income they have until June. Nasby asked what the economic value for a mobile home as opposed to a standard or manufactured house. Barnes said it is difficult to estimate and depends on the owner's capability and willingness to keep up with maintenance. Schmuch asked what their flexibility was in terms of receiving a grant or a loan. Barnes said that comprehensive rehab that is funded with HOME money and CDBG. CDBG funds comprehensive rehab and four other programs. It is divided by administrative costs and direct project costs. She said that some of the smaller programs cannot be run without CDBG. Iowa City Fire Department and U of I Burn Treatment Center- Roger Jensen & Jackie Miller Jensen said they are asking for $6,000 to put together an intervention program to enhance manufactured home fire safety for low to moderate income homeowners in Iowa City. Miller passed out photos of a fire that took place in a Iowa City mobile home in 1976. Jensen said that it takes only a few minutes for a mobile home to be destroyed and for injuries to occur because it is a smaller space, but with a lot of rooms. He said that the project is necessary due to the large number of manufactured homes in Iowa City. He also noted that the City Transit Division has volunteered to transport persons from Iowa City mobile home parks to watch a demonstration of how quickly a mobile homes can become engulfed in flames. Stewart asked about the smoke detectors. Jensen said that most people do not replace the batteries in their detectors, and they are suggesting ones with lithium batteries that last 8-10 years and cost about $14-19 each. It only detects smoke, not heat because they are not life safety devices. There is a temporary silencer for cooking smoke. He said that prevention and education are their main goals. Schmuch asked if there are any other appropriate programs being offered in the community that would be suitable. Miller said that there are videos available for purchase, but they want to make a community-based video to emphasize the importance and make it a very specific, personal experience. She noted that a FY96 CDBG funded smoke detector and educa- tion program involving the Fire Department and Housing Rehab was taken to a national level and Housing and Community Development Commission February 20, 1997 Page 3 is now used as a model for other communities. Jensen said that 47% of manufactured homes in Iowa City are pre-1976 HUD fire safety regulations, and this is their target group. HACAP - Allen Axeen HACAP is a six-county organization involved with the war on poverty. The proposed project is part of their 28-unit transitional housing program, 27 in Iowa City and 1 in Coralville. These families usually come through shelters or eviction process, and they are the most difficult to work with because of their previous histories. HACAP has developed a physical compliance program and a family skill developing program, and uses a 3/4 time counselor and a case manager to assist families in the two-year program. Stewart asked if HACAP had ever kicked anyone out of their program. Axeen said yes, even though HACAP is usually the last resort for most people. He noted that even if people do not find jobs or further their education, improvements are often noted in basic housekeeping skills. Renquist asked if there is any client follow-up. Axeen said that they try to make contact with them :;' in the new home to make an inspection of the home. They try not to get the counselors too involved in the inspection process. He said that they do an assessment when a new person enters the program with case management to develop goals and strategies. Renquist asked what percent Axeen thought they followed or contacted from the numbers that they placed. He said 100%, to get the housing they have to participate in the program over an arbitrary period of two years. Stewart asked if HACAP helps them find another place to live. Axeen said in many cases after one year or 14 months, they find housing in Iowa City. Schmuch asked if there were any qualifica- tions needed to get into the program. Axeen said that pre-screening is done by the compliance officer. We need to determine if they want the housing and are willing to participate in the program, and they understand that most people will say anything to get into the house. Kuhlmann asked if there was anyone that they had turned away and why. Axeen said it is usually because the right-sized unit is not always available, and the waiting list bunches up because of that. Schmuch said there about 8-9 applications on file in the smaller units, and in the larger units them are about 7-8 applications waiting. Nasby asked what the other activities to be funded were. Axeen said the Broadway budget is operational, basically salaries and maintenance. Renquist asked if this was a current staff position, and Axeen said yes, that there are three family service counselors. Kuhlmann asked what the $125,000 was for last year. He said it was for part of the purchase for the project, and the year before that it was for the purchase of two homes in Hilltop Mobile Home Park. Schmuch asked if they are considering any other sources of funds. Axeen said that these am the only funds they are considering right now, but they need to find other sources. He said that Community Service Block Grant (CSBG) funds will fund about $20,000 for next year, and summer programs have already been allocated with that money. (The commission took a five minute break.) Heartland Candleworks - Michael Richards Richards demonstrated the products from the electronic filler system purchased with FY97 CDBG funds. That machine has allowed them to compete in the national candle market. The new equipment improved efficiency and allowed an increase in the volume of orders. He said the problem is the equipment only goes halfway toward the goal they are trying to achieve, which is year round employment. He also noted that many customers have already made orders for the Housing and Community Development Commission February 20, 1997 Page 4 next holiday season. In recent area market research, he noted that local customers want more basics to sell year-round. He said that they need to develop a more staple candle to compete with candlemakers in South Dakota that are currently selling to area stores. Richards visited the factory in South Dakota, and said they have much more machinery. He demonstrated how the candles are made by hand and compared it to how the machines make the candles. Without machinery, he could not get into staple candlemaking and keep employees busy and employed. Long asked if the new machinery would replace the hand labor, or if he anticipated that the machinery would increase employment. He said that the machines would not replace jobs, but would create them because they can handle larger orders. People need to run the machines and do the packaging. Head asked if he had any contracts pending for the new equipment. Richards said yes with some major companies and distributors, but the machinery is necessary to produce the volume they need. Richards said that there is enough work to keep the contracts going if they receive the CDBG funds. Head asked if Richards felt he could pay back a loan and if it would help to delay the repayment for a year. Richards said they would consider that option. Renquist asked why Iowa State Bank and First National Bank turned him down for a loan. He said that the banks told him that Heartland Candleworks lacks adequate collateral. Part of the reason is that they piece together their own equipment, except for the electronic filler, and have had such a grassroots origin. Despite their meager beginnings, they are being sought out by companies across the nation and world. Renquist asked if they were still using the vegetable products and wax, and Richards said that is how they landed the Aveda account. He said they were just invited to Washington D.C. for a conference sponsored by the Roberts Foundation, that focuses on grassroots economic self- sufficiency and how to generate this type of job creation. The Roberts Foundation is a potential funding source for future equipment purchases. He noted that in the last six months, more than $250,000 in payroll was paid to his employees. Renquist noted that the candles burn cleanly, and Richards said they are available in the Davenport Body Shop store. Kuhlmann asked if there was room in the current facility for the new equipment. Richards said yes, and things can be rear- ranged to free up more space. Kuhlmann asked if he would be able to rehire the people he recently had to let go. He said that his workforce usually shrinks to half the seasonal size after the holiday season. He tries not to create false hopes by letting them know up front that it is just a seasonal job. The people that stay year-round were with the company in the beginning and developed seniority. Renquist asked if Richards could start making holiday candles now so they would be done. He said that they do not have the internal operating capital to do that. East Central IA Employment & Training Consortium (ECIETC) - Bob Ballantyne and Dave Jacoby Ballantyne said the consortium consists of six counties and two city governments in the Iowa City area that work with federal employment training grants from the US Departments of Labor, Health and Human Services. The Job Training Partnership Act and the Promise Jobs program are the two primary programs. JTPA improves the employability of low-income and disabled persons. Promise Jobs is a program for welfare recipients to improve their employability. The basic component is work instead of just receiving benefits, and the notion behind it is to improve a person's capability to be self-sufficient. He said the average age of the person is below 21, and they average having one child. Housing and Community Development Commission February 20, 1997 Page 5 Small Business Development Center (SBDC) - Clare Fairfield Fairfield explained that SBDC would like to expand its Fast Track I program to include low-income persons who may not be able to afford the $500.00 fee associated with the existing program. The CDBG funded program would be the same as the existing program, but would not have a course fee and would be open to anyone wanting technical assistance to start up a business. Schmuch asked him to explain the basic difference between SBDC and ISED. Fairfield said that the biggest difference is that SBDC can utilize the resources of the University of Iowa. SBDC has low overhead, and they utilize professors and business leaders as guest lecturers. Community Corrections Improvement Association (CCIA) - Linda Miller and Lisa Rose Miller explained the that the Youth Leadership is a six-year preveqtion program that focuses on life skills, academics, character/leadership training, positive free time, and strengthening parental support. Long asked if they have an office or staff in Iowa City. Miller said that they currently utilize staff and offices at United Action for Youth, but after April 1, 1997, they will 'have a full-time Iowa City coordinator. Stewart asked about the $3,500.00 graduation ceremony budget item. Rose ex- plained that the ceremony is held at the Highlander and includes a meal and evening of activities. They both agreed that the evening is one of the most important aspects of the program as it is the final ceremony marking the achievement of their goals. Meadow Brook Senior Apartments: Stewart said that he liked the interest rate for the project, and it seemed that they are filling a need, but he noticed that they are getting a lot of public money from other places. He noted that the proposed rents seemed high, and Kuhlmann agreed. Schmuch asked what median income levels they were using to determine the figures. Stewart asked if they used standard budget forms. Nasby said that the applicant provided the information. Head said it is probably from the ta~ credit application. Nasby saJ-d they have to verify a client's income to receive tax credits, so they will have to be between 30-50% of Iowa City's median income. Stewart asked who checked that information. Nasby said the Iowa Finance Authority and . City staff would check for at least 15 years, but to get the extended points to 30 years there are some other considerations. Head noted that the additional years would require additional money. Stewart asked if the CDBG funds would be used as match for other funds. Nasby said yes, and for their eligible match, they give supportive services to elderly people in home-assisted living units. Nasby noted that they have had conversations with Jean Mann of Elderly Services Agency about selling the property to ESA at a later date under certain circumstances. Donovan asked if every tenant had to prove that they are a senior citizen. Nasby said yes because presumed benefit is age 62, and that is what they are targeting for. Schmuch asked if they planned to contract services from agencies that are already in Iowa City. Nasby said they are working with ESA and Walden Place to use some of their services. Schmuch noted that at Walden Place if a person becomes frail they can be asked to leave. She wanted to know if the situation with Meadow Brook would be similar. Kuhlmann asked what rezoning would have to go on for the property. Nasby said this is a piece of the larger puzzle, so every lot has to be shown. The eastern portion of the property is currently going through the rezoning process. Once the people purchase the land, they must present their own zoning plan to the council for approval. Stewart asked about the specific location of the proposed property and the commission located the parcel on a map. They have not applied for Housing and Community Development Commission February 20, 1997 Page 6 the tax abatement yet because they have not received the tax credits. Stewart asked if they could tell the applicants that they would take eight percent interest, if we had a choice. Nasby said it is whatever the federal applicable rate is and there is a schedule for that depending on the term, and is usually 6-8. Nasby said they are asking $66,000 for the tax credits and leveraging points. If they go over 12 units all the Davis-Bacon requirements'would apply to building construction. Head said a downside is if they do not get the tax credit money and the Commission commits CDBG funds to the project, he is not sure the project will get pulled together. Nasby said they could make the CDBG award contingent on their reception of the tax credits. Head said the applicants have also considered doing the project without the tax credits. Nasby said that if commission members had other questions to write them down and he would pass them along to the applicant, and reminded commission members that they could call the applicants until Monday. He noted that they have maximum rent, and the CDBG money they are asking for does not make up much of their budget. Renquist asked why Eastham and Purdy could not ask any questions during the application process, and Nasby said they could not participate in the discussion or rankings afterward. Head said in the past there has been a communication from staff making recommendations about projects, and he suggested a communication that would assess the strengths and concerns of each project without recommendations from staff. Donovan noted that some information provided by staff was helpful to her, such as which projects fell under the public service funding cap. DISCUSSION OF THE 716 N. DUBUQUE STREET SITE FOR SRO HOUSING: Long discussed the memo dated February 19, 1997. He pointed out that in FY97 HCDC allocated $100,000 in CDBG funds to be used in conjunction with $100,000 in FY96 HOME funds for the purchase of a building to be used for housing for persons working and living alone. Recently, Theresa Kopatich, of D&K Properties, approached the staff with a proposal to purchase a 21-room building at 716 N. Dodge Street to be used as an expansion of the SRO program. Nasby said th.at City staff had worked with D&K on the project and had arrived at a financing plan. D&K would obtain a $190,000 private market rate loan. In addition the City would provide a $100,000 HOME grant and $85,000 in'General Funds. HOME match as a 0% loan. In return for this investment the City would get 12 rooms at FMR at 9 target rooms at about half FMR for 15 years. Motion Recommend the allocation of $100,000 in FY96 HOME funds as a loan to be used .for the acquisition of a 21-room building at 716 North Dubuque Street by D&K Properties. Motion by Eastham, no second. Motion Recommend the allocation of $100,000 in FY96 HOME funds as a grant to be used for the acquisition of a 21-room building at 716 N. Dubuque Street by D&K Properties. Motion by Donovan, Seconded by Kuhlmann. Motion passed 5-1-1 (Stewart abstaining, Eastham against). Housing and Community Development Commission February 20, 1997 Page 7 ADJOURNMENT Kuhlmann motioned to adjourn the meeting and Donovan seconded the motion. The motion carried unanimously, and the meeting was adjourned at 9:05 p.m. 131:)d cdbg~in s~h cclc2 -20.mi~ MINUTES IOWA CITY BOARD OF ADJUSTMENT APRIL 9, 1997 CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Lowell Brandt, Patricia Eckhardt, Bill Haigh MEMBERS ABSENT: Susan Bender, Kate Corcoran STAFF PRESENT: Melody Rockwell, Sarah Holecek, Anne Schulte OTHERS PRESENT: Paul Burgess, Karen Alnutt, Donna Vitosh, Marilyn Lenz CALL TO ORDER: Chairperson Eckhardt called the meeting to order at 4:32 p.m. ROLL CALL: Brandt, Eckhardt and Haigh were present for roll call. CONSIDERATION OF THE MARCH 12, 1997, BOARD MINUTES: MOTION: Haigh moved to approve the minutes of the March 12, 1997 meeting of the Board of Adjustment, as printed. Brandt seconded. The motion carried on a vote of 3-0. SPECIAL EXCEPTION ITEMS: EXC97-0006. Public hearing of an application submitted by Vicki and Paul Burgess for two special exceptions to permit a single-family residence to be established on a nonconforming lot of record and to modify the front yard requirement along I Street for property located in the RS-5 zone at 1131 Fifth Avenue. Rockwell said the applicants would like to construct a new residence in the RS-5 zone at 1131 Fifth Avenue. She said they are requesting a special exception to allow them to build a new residence on the south half of Lot 9, a nonconforming lot of record, and a special exception to reduce the front yard requirement along the I Street right-of-way from 20 feet to five feet for the 26-foot width of the new residence. Rockwell said Lot 9 was platted in 1919 as part of Block 44 of the East Iowa City Subdivision and it remained as one lot until 1963, when it was divided into two lots of 6,000 square feet each and sold to two different buyers. Rockwell said at that time, the area was zoned R1B and the lot size requirement was 6,000 square feet so the two lots were conforming at that time. She stated that the south half of Lot 9 is considered a lot of record and it is on this vacant south lot that the applicants are proposing to build their new residence. Rockwell said the two contiguous lots are now under one ownership and as such are considered one property. She said because the 6,000 square foot lot does not meet the minimum lot area requirement for the RS-5 zone, it cannot become a separate lot with a single-family residence unless the Board grants a special exception. Rockwell said the Board needs to consider whether granting the special exception will result in an appropriate, compatible development with surrounding residential development. IOWA CITY BOARD OF ADJUSTMENT APRIL 9, 1997 PAGE 2 Rockwell said staff feels that approval of this request will allow for appropriate infill development in a residential neighborhood with modest-sized homes and lots. She said that if the Board grants the requested front yard modification as well, the setback and frontage requirements will be met. Rockwell said Paul and Vicki Burgess are proposing to locate their new residence five feet from the south lot line, which is adjacent to the I Street right-c~f-way. She added that in the RS-5 zone, a 20 foot front yard setback is required along all street frontages. Rockwell said in this case, the setback would be along I Street, a platted, unimproved right-of-way, that is barricaded along Fifth Avenue, has no paving, serves as a drainage swale, and angles into the railway. She stated that it is highly unlikely that this section of I Street will ever be developed as a public street in the future. Rockwell said the requested front yard reduction represents about one-fourth of the total front yard setback requirement along I Street. Rockwell said the characteristics of the frontage along an unpaved platted street that is bordered by railroad right-of-way offsets the impact of the proposed front yard encroachment. Rockwell said there would be a modest population increase with the addition of a single-family residence, but noted the proposed residence should upgrade the property and have a general positive effebt on neighboring properties. Regarding feasible alternatives; Rockwell said the residence could be constructed further north on the lot, but that would displace the mature maple trees on the property. She said the applicants also could apply to the City to vacate I Street so that it would no longer be considered a public street and a 20-foot front yard setback would no longer be required. Rockwell said, however, that this portion of I Street functions as a drainage swale and will soon be under construction for a storm sewer. She said if the street is to be vacated, it should probably occur after the drainage situation is resolved[ Rockwell said, given the open space characteristics of the platted, unimproved section of I Street adjacent to a railroad right-of-way and the desire to retain large trees on the property, staff feels the requested yard modification is appropriate and reasonable. She said the proposed residence will add a relatively affordable housing unit to the City's housing stock and this is consistent with the Comprehensive Plan policy to accommodate the housing needs of low to moderate income households. Rockwell said staff therefore recommends that EXC97-0006, a special exception to permit a single-family residential use on the lot of record that is the south half of Lot 9, Block 44, East Iowa City Subdivision and a special exception to reduce the front yard requirement along the · I Street right-of-way from twenty feet to five feet for the 26-foot width of the proposed residence for a property located in the RS-5 zone at 1131 Fifth Avenue be approved. Public hearing: Paul Bur.qess, 1121 Fifth Avenue, said he and his wife are the owners of the property at 1131 Fifth Avenue. Burgess said he was available to answer any questions from the Board. IOWA CITY BOARD Of ADJUSTMENT APRIL 9, 1997 PAGE 3 Karen Alnutt, 1202 Fourth Avenue, said she lives a block from this location. She said she had understood that when a special exception was applied for, a four-block area is to be notified. Alnutt said she did not receive any written notification regarding the application. She said she did receive written notification a year ago about a Habitat for Humanity house proposed for construction next to her home on an illegal lot split. Rockwell said that, according to State Code, all property owners within 200 feet of the property under consideration must be notified. Alnutt said no one she had spoken with had received notification. Alnutt asked why a four-block area did not have to be rezoned to construct this particular house, as was the case when the Habitat for Humanity house was constructed. Rockwell responded that the south half of Lot 9 is a lot of record, established in 1963 as an individual lot. She said it was considered a conforming lot at that time. Rockwell said the area has been rezoned since that time and the minimum lot size is now 8,000 square feet per lot instead of 6,000 square feet. She said the ordinance does provide for the Board of Adjustment to grant a special exception to allow one single-family residence to be constructed on a lot of record that is nonconforming in area, if the Board finds it will be compatible with the neighborhood. Alnutt asked if Rockwell had taken into consideration the fact that there are no sidewalks along those streets now. Rockwell answered that she had not. Alnutt said her biggest concern was not being notified in writing to enable the neighbors to stay on top of decisions made by the Board. She also said she has seen a lot of homes constructed next to mature trees that then do not get enough root growth for those trees, and the trees end up being lost anyway. Alnutt said she had severe reservations about the trees actually being retained on this site. Donna Vitosh, 1114 Third Avenue, said she is in full agreement with Alnutt. She said she lives within two blocks of the property, and owns property within a block of the lot. Vitosh said she was not notified either. Haigh asked for the address of the closer property. Vitosh responded that it is 1131 Fourth Avenue. Marilvn Lenz, 1122 Fifth Avenue, said she lives directly across the street from the Burgess' property. She said she is concerned about all the water that drains down into that corner and where the house would be built. Lenz said with the spring rains, that spot is almost half filled with water. She asked if it would be an expense to the neighboring property owners to address the drainage that comes down both of the streets and collects there. Holecek said that City projects, including the First Avenue paving and storm sewer improvements projects, should ameliorate some of the drainage problems on the subject property. Lenz said she had heard the Burgesses were going to rent the house they currently live in. She said the neighborhood has enough traffic now. Lenz said she is concerned about potential parking conflicts and asked if the City would put "no parking" signs on her side of the street if the Burgesses do build a new house and rent the old one out. Lenz said in the winter, when cars come around the corner, they often slide up onto her property and she is concerned that with cutting back the front yard, cars would slide right into the Burgess' property. Rockwell asked Mrs. Lenz if she had received notification of the Board meeting. Mrs. Lenz said yes, but the letter had not arrived until Monday. Rockwell noted that the letters of notice had IOWA CiTY BOARD OF ADJUSTMENT APRIL 9, 1997 PAGE 4 been mailed the previous Wednesday. She also advised the Board that a property one block from the Burgess' property would likely be more than 200 feet away. Public hearing closed. MOTION: Brandt moved to approve EXC97-0006, a special exception to permit a single- family residential use on the lot of record that is the south half of Lot 9, Block 44, East Iowa City Subdivision and a special exception to reduce the front yard requirement along the I Street right-of-way from twenty feet to five feet for the twenty-six foot width of the proposed residence for property located in the RS-5 zone at 1131 Fifth Avenue. Haigh seconded the motion. Brandt said he appreciates the concerns expressed by those who attended the hearing and the opportunity to hear all facets of the issue. He said, unfortunately, history in a neighborhood can have some adverse impact on people's views of decisions that happen down the road. Brandt said, if this issue had arisen 30 years ago, it would not have come before the Board. He said these were two lots that people could have built houses on at that time, but there have been changes to the Zoning Ordinance since that time. Brandt said a number of the objections he heard relate to notification issues. He said he shares that concern. He said it is important that people have the best opportunity to find out what kinds of decisions are occurring in their community. Brandt said, given the fact that this is a lot that some years ago was of a size that would not even result in a Board review of the decision, the fact that the encroachment that the Board must deal with involves the front yard along the I Street area where there is no residence, and the fact that this area is zoned so that the density can stay fairly small anyway, the overall impact of this one structure is relatively small. Brandt said he certainly has a strong feeling about impact on the community and that individual property owners should feel some obligation to their community as a whole. He said that in his decision-making role, he feels allowing construction of a single-family residence, as proposed, would have a relatively small impact and still allows the property owners to have full use and enjoyment of the property in a reasonable way. Brandt said his inclination would be to approve the special exceptions. Haigh said he agrees with Brandt that if this issue had arisen 30 years ago, it would have been very straightforward that a single-family residence would have been permitted, because it was a conforming lot at that time. He said the impact of the front yard modification along I Street is minimal, because although a right-of-way for I Street is there, in practicality, it does not exist because the street is not used. Haigh said the impact of the 24% yard reduction is relatively minor in this case. Haigh said locating the house closer to the south lot line to save the mature trees is also of note. He added that, as far as the impact on the area, increasing the population by an average household size of 2.26 people is pretty minor, in his estimation. Haigh said he thinks by okaying this, there will be a better use of this land by employing land that is not being used to its full extent and by getting affordable housing. He said it would be a good asset to add to the community. IOWA CITY BOARD OF ADJUSTMENT APRIL 9, 1997 PAGE 5 Eckhardt thanked her two colleagues for giving such complete reasons for supporting the application. She said she concurred with them. Eckhardt said this house would be at the very end of I Street where there will be no cross traffic. She said she did not envision any kind of problem. Eckhardt said she did hear the concerns of the neighborhood and that this is something to be taken seriously. She said however, people should be able to develop their property to the extent possible. Eckhardt said many of the issues expressed by the speakers regarding neighborhood housing, drainage and parking may be better addressed through a neighborhood organization. She said many of the older neighborhoods have been struggling with these issues for twenty years or more. Eckhardt said these are certainly issues around which the neighborhood could unite and could work with the City to resolve. Eckhardt said allowing the development of this lot of record and allowing the house to be located closer to the south lot line are legitimate, reasonable requests. She said she is concerned about one of the trees that has a lot of dead branches that need to be cut off. She asked the Burgesses to take responsibility for proper maintenance and pruning of the maple trees. The motion was approved on a vote of 3-0. EXC97-0007. Public hearing on an application submitted by T&R Investments, Inc. for a special exception to permit the temporary outdoor storage of discarded tires and appliances as an accessory use for a recycling processing facility for property located in the I-1 zone at 2401 Scott Boulevard. Rockwell said staff recommended that this item be deferred, but she would briefly discuss some of the issues of the case. She said the use is permitted by special exception, but there are screening and Iocational requirements for such a use. She said there are difficulties with the site plan and a lack of compliance for nearly one year with the regulations for a recycling processing facility. Rockwell said she could not reach the applicant to discuss these issues; he will not be back in town until April 20. She thought the best course of action would be to defer the item and in the meantime, try to review the site plan and evergreen screening issues with the applicant when he returns. Rockwell said staff recommends that the discarded tires and appliances should either be moved indoors or screened by appropriate fencing within 30 days of the Board's decision. Rockwell said there is adequate room on the site for a fenced-in area, even a temporary one, that would not conflict with the sanitary sewer construction scheduled for the summer of 1998. She said the chain link fencing with plastic strips is not appropriately durable or aesthetically pleasing for this industrial park area located on a highly visible property along a heavily- traveled arterial street. Rockwell also said something less transitory than a tarp should be used for mosquito control. Rockwell said she received a call from a citizen stating that the outdoor storage of any goods, even if fenced in, was not permitted under the terms of the BDI covenant. Rockwell said this is a private factor, but should be taken into consideration. IOWA CITY BOARD Of ADJUSTMENT APRIL 9, 1997 PAGE 6 Eckhardt said she had trouble reading the plan. She said there are trees along one side, but not the Scott Boulevard side. Rockwell noted the north arrow on the site plan points west and the property to the north is labeled Scott Boulevard. She showed landmarks on the map including where the sanitary sewer is to be installed. She showed three potential buildings that are possible future improvements to the property. Rockwell showed the building in question and said that part of the building is shared with a trucking business. Brandt said when he visited the site, he did not notice where the tires and appliances were that would need to be removed. Rockwell responded that there are a few tires and appliances stored to the rear of the existing building. She said it is not a messy outdoor storage situation at this point, but it is something that will need to be addressed. Brandt said it is apparent that the City has been dealing with the applicant over quite a period of time; that the issues have clearly been addressed with the applicant. He said Mr. Wolfe has been told by the City several times that this is something that needs to be squared away. Brandt said he is a little reluctant to say the Board will make a decision and give the applicant another 30 days. He said he would be a lot more impressed if the discarded items were taken care of before the Board ever reviews it. Brandt said he does not understand why there has to be any further delay in compliance with the ordinance. Haigh asked if the intent is to have the dumpsters that are already there inside the screening also. Rockwell said the applicant's intent is to put them in the larger fenced-in area with the discarded tires and appliances. 'Haigh said his other concern when visiting the property is the number of recreational vehicles there. He asked if this is a sideline business. Rockwell answered that it is another issue that staff is reviewing. She said outdoor storage is permitted in the I-1 zone, but it may be that having vehicles parked there in long-term storage is not permitted, unless they are housed in mini-warehouse garages. Public hearing: There was no one present to speak for or against the application. Public hearing closed. MOTION: Haigh moved and Brandt seconded a motion to defer to the May 14, 1997 Board meeting, EXC97-0007, a special exception to permit the temporary outdoor storage of discarded tires and appliances as an accessory use for a recycling processing facility for property located in the I-1 zone at 2401 Scott Boulevard, pending submission of plans that demonstrate compliance with City code requirements. The motion carried on a vote of 3-0. ADJOURNMENT IOWA CITY BOARD OF ADJUSTMENT APRIL 9, 1997 PAGE 7 MOTION: Adjournment was moved by Haigh, seconded by Brandt, and approved on a 3-0 vote. The meeting ended at 5:07 p.m. Patricia Eckhardt, Board Chairperson Melor"d~Ro w~~,~ (3 oard Secretary Minutes submitted by Anne Schulte. ppdaclmln~boa4-9.wp5 IOWA CITY BOARD OF ADJUSTMENT MEETING WEDNESDAY, APRIL 9, 1997- 4:30 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET Name 3 /' ' 5. 6. Z 8. 9. 10. 11. 12. 13. 14. 15. i6. 1Z 18. 19. Address MINUTES IOWA CITY PLANNING AND ZONING COMMISSION THURSDAY, APRIL 3, 1997 CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Pam Ehrhardt, Dick Gibson, Jane Jakobsen, George Starr, Lea Supple MEMBERS ABSENT: None STAFF PRESENT: Bob Miklo, Melody Rockwell, John Yapp, Sarah Holecek, Scott Kugler, Anne Schulte RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 6-0, of an amendment to the Comprehensive Plan to increase the density from 2-8 dwelling units per acre to 8-16 dwelling units per acre for an approximate 2.38 acre area located at the northeast corner of the intersection of Scott Boulevard and Lower West Branch Road. Recommended approval, by a vote of 6-0, of REZ97-0002, a rezoning from RS-5, Low Density Single-Family Residential, to OPDH-12, Planned Development Housing Overlay, for a 2.38 acre property located at the northeast corner of the intersection of Scott Boulevard and Lower West Branch Road to permit a 37 unit multi-family building for elderly housing, subject to approval of a special exception for a reduction of parking. Recommended approval, by a vote of 6-0, of SUB97-0008, the preliminary and final plats of West Side Park Addition, a 1.24 acre, 2-lot residential/commercial subdivision located east of West Side Drive and south of Earl Road. Recommended approval, by a vote of 6-0, of SUB96-0020, a preliminary plat of Scott-Six Industrial Park, a 140.5 acre, 42-1ot commercial/industrial subdivision located on the east side of Scott Boulevard, north of Highway 6, subject to: 1) redesign of the proposed Freedom Court such that the north intersection with Scott Boulevard is either eliminated or lines up with existing Heinz Road, 2) approval of a Sensitive Areas Site Plan and a Grading Plan prior to Council consideration of the preliminary plat, 3) Iowa DNR approval of the proposed stream relocation prior to the submittal of a final plat, 4) Iowa DOT approval of the realignment of the 420th Street/Highway 6 intersection prior to the submittal of a final plat, 5) the submittal and approval of a final stream corridor relocation plan incorporating the recommendations contained in the staff memorandum dated April 3, 1997 and further detailed in the Drake report prior to consideration of a final plat for any portion of this property, and 6) dedication of Outlots A and B to the City not occurring until three years after the stream relocation and storm water management plan is implemented. Recommended approval, by a vote of 7-0, of SUB97-0009, the final plat of Court Park Subdivision, a 1.69 acre, 6-lot residential subdivision located at 2729 Court Street, subject to the approval of legal papers and construction drawings prior to City Council consideration of the final plat. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 2 6. Recommended approval, by a vote of 7-0, of SUB97~0010, the final plat of Walden Hills, a 40.7 acre, 53-1ot residential subdivision located on the north side of Rohret Road, subject to the approval of legal papers and construction drawings prior to City Council consideration. Recommended approval, by a vote of 7-0, of an amendment to Title 14, Chapter 6, entitled "Zoning," concerning elder housing alternatives as submitted and revised in draft ordinance form at the April 3, 1997 meeting of the Planning and Zoning Commission. CALL TO ORDER: Chairperson Starr called the meeting to order at 7:35 p.m. PUBLIC DISCUSSION OF ANY ITFM NOT ON THE AGFNDA: There was none. ANNOUNCFMFNT OF VACANCIFS ON CITY BOARDS AND COMMISSIONS: Starr said there is one vacancy on the Animal Control Advisory Board to fill a three year term ending May 4, 2000, one vacancy to fill an unexpired term on the Civil Service Commission ending April 1, 2000, one vacancy on the Historic Preservation Commission to fill an unexpired term ending March 29, 1999, and a vacancy on the Planning and Zoning Commission to fill a five year term ending May 1, 2002. Starr said these are all previously announced vacancies that will be filled at the April 22, 1997, meeting of the City Council. Starr said there is one vacancy on the Housing and Community Development Commission to fill an unexpired term ending September 1, 1998 and two on the Historic Preservation Commission for three year terms ending March 29, 2000. He said these appointments will be made at the April 8, 1997 meeting of the City Council. Starr urged anyone interested in the vacancies to pick up an application from the City Clerk. COMPRFHFNSIVE PLAN/RE7ONING ITEMS: 1. Public discussion on an amendment to the Comprehensive Plan to increase the density from 2-8 dwelling units per acre to 8-16 dwelling units per acre for an approximate 2.38 acre area located at the northeast comer of Scott Boulevard and Lower West Branch Road. Miklo said the amendment to the Comprehensive Plan would increase the density from 2-8 dwelling units per acre to 8-16 dwelling units per acre for the area he showed on the map. He said this property has access to collector and arterial streets. He said it meets criteria for medium density residential development. He said staff recommends approval of the Comprehensive Plan amendment. Public discussion: Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 3 Frank Mitros, 3710 Humminqbird Lane, asked where access to the building would be constructed. Miklo said there would be one driveway to the property with access to Lower West Branch Road. Public discussion closed. NIOTION: Bovbjerg moved to recommend approval of an amendment to the Comprehensive Plan to increase the density from 2-8 dwelling units per acre to 8-16 dwelling units per acre for an approximate 2.3 acre area located at the northeast corner of the intersection of Scott Boulevard and Lower West Branch Road. Gibson seconded the motion. The motion carried on a vote of 6-0. 2. REZ97-0002. Public discussion of an application submitted by Eby Development & Management Company for a rezoning from RS-5, Low Density Single-Family Residential, to OPDH-12, Planned Development Housing Overlay, for a 2.38 acre property located at the northeast corner of the intersection of Scott Boulevard and Lower West Branch Road to permit a 37 unit multi-family building for elderly housing. (45-day limitation period expires April 3, 1997) Miklo said staff has received a revised OPDH plan for the property. He said the proposal includes a 37 unit building in the center of the property. Miklo said the space between the building and Lower West Branch Road would provide the 27 parking spaces. He added that the proposal will also require a special exception from the Board of Adjustment to reduce the parking requirement that would normally be 37 spaces. Miklo said staff recommends approval, subject to the Board of Adjustment granting a special exception. He said the deficiencies and discrepancies listed in the staff report have been resolved and staff has also received revised elevation drawings. Miklo said the elevations have been amended to include masonry on the three sides of the building that did not previously contain masonry. Bovbjerg asked what would happen to the plan if the Board of Adjustment did not grant a special exception. Miklo said the OPDH plan is very specific to the property and any amendment to it would require review by the Planning and Zoning Commission. Miklo said there is room on the site for an additional ten parking spaces, should they be required. Mike Ebv, 1255 Westerfield Place, Olathe, Kansas, said he works for Eby Development and that Chad Cook from his organization had already provided information to the Commission about Sterling House. Eby said he would be available. to answer any questions the Commission might have. Public discussion: There was none. Public discussion closed. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 4 MOTION: Jakobsen moved to recommend approval of REZ97-0002, a request submitted by Eby Development and Management Company for a rezoning from RS-5, Low Density Single-Family Residential, to OPDH-12, Planned Development Housing Overlay, for a 2.38 acre property located at the northeast corner of the intersection of Scott Boulevard and Lower West Branch Road to permit a 37 unit multi-family building for elderly housing, subject to approval of a special exception for a reduction of parking. Ehrhardt seconded the motion. Jakobsen said she would vote for the rezoning in part because the Iowa City 2000 Plan encourages mixed housing densities and she thinks this would be a good location for a building that is not a single-family residence. Bovbjerg said she agreed. She said the scale of the building is good in that it will not overwhelm adjacent properties. Starr said he also agreed. He thought this would be a good opportunity to provide some housing diversity in a residential area. The motion carried on a vote of 6-0. REZONING ITEM: REZ97-0003. Public discussion of an application submitted by James P. Glasgow for a rezoning from RM-20, Medium Density Multi-Family Residential, and RS-5, Low Density Single-Family Residential, to OSA-20 and OSA-5, Sensitive Areas Overlay Zone, for 1.9 acres located at 1122-1136 N. Dubuque Street (45-day limitation period expires April 3, 1997) Miklo said the applicant has requested deferral to April 17 and may request further deferral. He said he believes they are working with a new engineering firm on redesigning a plan to address the slope on the property. Starr asked about the status of the current plan. Miklo said the plan is no longer active. Kirsten Frev, 2011 Rochester, said she is the attorney representing the applicant and the Cliffs Owners Association. She said they had asked to defer the application so they could address the concerns of the Commission and to provide additional information. Frey said she heard two principal concerns at the Commission's informal meeting on Monday night. She said the first one was that the Commission wanted some independent outside counsel that this plan would work. Frey said the second concern she heard was regarding the upper portion of the slope and the desire not to disturb its trees and grasses. Frey said her clients have retained TerreCon Consulting, a geotechnical' engineering firm, to address the concerns of the Commission. She said TerraCon would be doing soil condition evaluations and taking soil borings in an attempt to come up with alternatives that will not disturb the upper portion of the slope. Frey said she spoke to the Ostedgaards and their attorney and said she would like to hear any public comments and input especially from neighbors of the property. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 5 Gibson said the consultants' engineers stated at the last formal meeting that TerraCon was their consultant in connection with their original design plan. Frey said she believed that what was represented was that in initial conversations there was some informal communication with TerraCon and that TerraCon did suggest the plan as a possible alternative. She said she did not believe it was represented, and if it was, it was a miscommunication, that TerraCon was actually retained or had come to the site and done actual studies. Frey said it was just an informal conversation between the engineers citing the plan as one alternative to investigate. Gibson cited Van Winkle's statement from the March 20 Commission minutes reading, "He said that for geotechnical consulting on this project, he utilized TerraCon. Van Winkle said they are very good and that this plan reflected their recommendations." 'Gibson said this sounded like more than an informal conversation to him. He asked if Van Winkle was making an incorrect statement, if the minutes are incorrect, or if Frey is now changing and challenging what Van Winkle said. Gibson added that Frey is now representing TerraCon as the party to satisfy the third party review the Commission has requested. Frey said she was not present at the March 20 meeting so she could not effectively challenge the minutes. Gibson said he could ask to have the secretary review the tape. Frey said she is not representing that she is challenging the minutes. She said Van Winkle was at the meeting to discuss the plans, but was not the engineer who drew up the plans or certified them. Frey said TerraCon did inform the applicant that he could consider grading the slope to 2 I/2 to 1 all the way to the top of the slope. She said the engineer started with that information. Frey said since that meeting, she has spoken with TerraCon engineers and retained them and they plan on starting the soil samples next week. Gibson said something has either been misrepresented or the applicant is shifting the tables on the Commission. He said there are too many inconsistencies. Gibson said the engineer stated very clearly that he had used TerraCon as a consultant and now Frey is saying the engineer did not use TerraCon as a consultant, or if he did, it was a very casual consultation. Gibson said now the applicant is representing that TerraCon is a third independent consultant. Gibson said this is just not holding together and that point needs to somehow be addressed. Frey said the applicant did consult with TerraCon, but TerraCon was not retained and did not provide services for consideration. She said the applicant's engineers called TerraCon to ask for suggestions, to ask what to look at, and what would need to be done to accomplish the project, and in that sense, yes, TerraCon was consulted. Gibson asked if the plan was then based on no formal consultation with TerraCon, no formal advice and no payment for the advice. He said he is in the business and one does not usually take free advice from a consultant without paying them for it and then base the entire plan on that. Frey said she could only give her understanding of the transaction. She said since that time, it has been represented to her that the City considers TerraCon to be an expert in geotechnical engineering, which is why the applicant has retained their services at this point. Gibson said he wanted the record to show that there are real inconsistencies associated with what has been told the Commission. Holecek said it might be incumbent upon the applicant to clarify those inconsistencies and determine what actual position TerraCon was in and what position they are currently in. She said it sounds as though TerraCon will now be the lead engineering firm Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 6 engineering, which is why the applicant has retained their services at this point. Gibson said he wanted the record to show that there are real inconsistencies associated with what has been told the Commission. Holecek said it might be incumbent upon the applicant to clarify those inconsistencies and determine what actual position TerraCon was in and what position they are currently in. She said it sounds as though TerraCon will now be the lead engineering firm and will now be certifying the plan, which would be quite different from what was represented before. Bovbjerg suggested listening to the tape to confirm what Van Winkle had said regarding TerraCon. Miklo said it could be done and that he recollected the minutes to be as stated. Gibson said there was no ambiguity at the time of the statement; that it was very clear. Gibson said that to him, TerraCon was clearly represented as the soil consultant behind the recommendation that came to the Commission on March 20. He said if that is the case, and they are now being advanced as the consultant again, they will not satisfy at all the third party opinion that he was asking for. Gibson said TerraCon was either behind the plan or was not. He said if they were not behind the first plan, someone was lying to the Commission. He said if they were behind the first plan, they could not be a third party that comes forth later. Frey said she is not challenging the minutes and does not think anyone was lying, but thinks there may have been a miscommunication about TerraCon's role. She said she would investigate that role and present it to the Commission. Holecek said there had been a question as to whether or not the initial plan has been withdrawn. Frey said she did not think it has been withdrawn because, in the event that TerraCon does its soil sample and determines the first plan to be the best one, the applicant does not want to resubmit it. She said the plan is currently left as is and deferred from consideration. Frey said if an alternative plan is determined to be preferable for all parties, the applicant would formally withdraw the first plan from consideration and submit a new one. Bovbjerg asked if the plan were withdrawn without a new one being submitted, would it technically go against the time allowed for the project legally. Holecek said it is technically advantageous for the applicant to leave the original plan in place and request deferrals to keep the time frame moving so the applicant does not have to submit a new application fee and start from square one. Gibson asked what bearing it would have on satisfying the court order which specifies a March 1st deadline for submitting a plan. Holecek said the March 1 date has been satisfied. Gibson said the first plan submitted was so seriously flawed in terms of failure to communicate with the adjacent property owners and in terms of the representations concerning TerraCon, that it borders on fraud to consider it an. adequate plan. He said it was a piece of paper submitted to satisfy the requirement and it has no viability, in his opinion. Gibson said he is getting irritated over the entire matter and that it is a continuation of the same thing that has been going on for 12 years. Starr said he agrees with Gibson. He said the plan was brought forth without any kind of agreement with the Ostedgaards, whose property was included in the Grading Plan. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 7 Bovbjerg said she did not find any discussion of the City bringing in its own experts either to verify, challenge, or satisfy the City in some way for a project for which the applicant has an expert. Bovbjerg asked if there is a way for the City to initiate a request for its own expert. Holecek said it is not codified in ordinance form. She said experts within any profession will sometimes disagree as to appropriate courses of action. Holecek added that if the City is not satisfied and can articulate bases on which the plan is not going to be viable, it could be a basis for denial of an application or rezoning or in this case, perhaps the Sensitive Areas Plan or the Grading Plan associated with it. She said it is incumbent upon the City not to arbitrarily or capriciously deny applications that are brought forth. Bovbjerg asked whether it is a normal mechanism of general City policy that if the City questions some information, it can itself initiate getting more data. Holecek suggested that if Public Works finds it is not in a position to give an expert opinion or to be able to answer technical questions asked by the Commission or City Council, at that point it may be decided that it would be in the best interest of the City to pursue an alternative expert opinion. Frey said she agrees it was inappropriate for the applicant not to speak to the Ostedgaards, the neighboring property owners, before the previous Commission meeting. She said it is both the City's and the property owners' best interest to stabilize the slope and get the matter resolved. Frey said it is her goal to complete the project, and she has contacted a number of individuals and is working very hard to come up with a plan that she thinks will meet peoples' needs. She said she would hate to see frustration over the inappropriate conduct in not speaking to the Ostedgaards ahead of time essentially damage any possible plan that might be proposed. Frey said it is in everyone's best. interest to get the slope stabilized and to take care of the problem once and for all. Holecek said she has worked with the Planning and Zoning Commission for nearly three years and believes that even though there have been some comments about the time it has taken to get the matter resolved, the Commission is quite aware of its charge to evaluate an application on its merits. She said she did appreciate Frey's comments. Starr responded that he feels the Commission has just one shot at resolving the problems associated with the eroding slopes on this property. If the Commission messes up this chance, it will only make things worse and it may make it impossible to go back and fix it. He said his concern is to get it right this time. Public discussion: There was none. Public discussion closed. MOTION: Bovbjerg moved to defer REZ97-0003, an application submitted by James P. Glasgow for a rezoning from RM-20, Medium Density Multi-FamilY Residential, and RS- 5, Low Density Single-Family Residential, to OSA-20 and OSA-5, Sensitive Areas Overlay Zone, for 1.9 acres located at '1'122-1'136 N. Dubuque Street to the April ''17, '1997 meeting of the Planning and Zoning Commission. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 8 REZONING/DEVELOPMENT ITEMS: 1. REZ97-0004. Public discussion of an application submitted by Smith-Moreland Properties for a rezoning from RM-12, Low Density Multi-Family Residential and C1-1 Intensive Commercial to CO-1, Commercial Office, for approximately one acre located on West Side Drive. (45-day limitation period expires April 28, 1997) Yapp cited the letter from Smith-Moreland requesting that the rezoning application be deferred indefinitely. He said the applicant originally requested subdividing the lot into two lots of 33,001 square feet and 21,004 square feet. Yapp said the applicant is building one 12-plex apartment on the larger piece and the land to the south is essentially left over; therefore the applicant wishes to subdivide it off into a separate lot. Yapp said the applicant originally intended to rezone the smaller lot to Commercial Intensive (C1-1) zoning. He said staff was concerned about the C1-1 zoning because it would be adjacent to and across the street from residential zones. Yapp said the applicant agreed to amend the request to Commercial Office (CO-1) zoning. He added that the applicant is unsure how much land he wishes to rezone to Commercial Office zoning and that is the reason he is requesting deferral of the rezoning application. Public discussion: Therewas none. Public discussion closed. MOTION: Jakobsen moved to defer indefinitely REZ97-0004, an application submitted by Smith-Moreland Properties for a rezoning from RM-12, Low Density Multi-Family Residential and C1-1 Intensive Commercial to CO-J, Commercial Office, for approximately '1 acre located on West Side Drive. Bovbjerg seconded the motion. T. he motion carried on a vote of 6-0. 2. SUB97-0008. Public discussion of an application submitted by Smith-Moreland Properties for preliminary & final plat approval of West Side Park Addition, a 1.24 acre, 2-lot residential/commercial subdivision located on West Side Drive. (45-day limitation period expires April 28, 1997) Yapp showed the property, located east of West Side Drive and north of Mormon Trek Boulevard, on the map. He said the applicant is requesting the resubdivision of Lot 3 of West Side Subdivision into two lots: one of 33,001 square feet and one of 21,004 square feet. Yapp said both lots would remain zoned RM-12 at this time. He said the smaller of the lots would be allowed to have seven dwelling units under its current zoning. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 9 Gibson asked if the larger portion of the lot has been built on. Yapp said the construction is just starting. Gibson asked if it is being developed at a density that is okay in relation to the leftover parcel. Yapp confirmed that it is. Public discussion: There was none. Public discussion closed, MOTION: Bovbjerg moved to recommend approval of SUB97-0008, the preliminary and final plats of West Side Park Addition, a 1.24 acre, 2-lot residential/commercial subdivision located east of West Side Drive and south of Earl Road. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. DEVELOPMENT ITEMS: 1. SUB96-0020. Public discussion of an application submitted by A.F. Streb for preliminary plat approval of Scott-Six Industrial Park, a 140.5 acre, 42-1ot commercial/industrial subdivision located on the east side of Scott Boulevard, north of Highway 6. Kugler referred to two memos he had distributed to the Commission. He said the first one was from Rick Fosse, the City Engineer, to Karin Franklin, the Director of Planning and Community Development, to explain the City's requirements as a result of the grant received from the U.S. Environmental Protection Agency in connection with the Southeast Interceptor Sanitary Sewer. Fosse has indicated the City is responsible for restricting development only along the Southeast Interceptor Sewer alignment, not throughout the whole watershed. Kugler said the City does certainly still have an interest in protecting the Sycamore Bottoms Wetland as an environmental resource, which the City is trying to do through extra scrutiny on development projects in the area. Kugler also referred to the memo regarding the staff review of the Lon Drake report concerning the stream corridor relocation plan. He said staff has ~liscussed the plan with Public Works and Professor Drake and has come up with some recommendations. Kugler said staff feels the plan is appropriate and will do what it is expected to do, providing that the suggestions made in the Drake report regarding spec'~c changes to the plan on the Scott-Six Industrial Park property are incorporated into the plan. Kugler said the recommendations include: 1) incorporating a system of pools and riffles into the design of the stream, 2) including all of the stream bed in the relocation plan, 3) relocating certain species of trees to allow them a better chance to survive, 4) reducing the impact of beavers on the trees, and 5) planting thickets of sandbar willow at the outer edges of the stream meander beds to help control erosion. Kugler said based on discussions with Professor Drake, Item No. 5 appears to be more important than suggested in the report. Kugler said staff also recommends alternative solutions regarding the plant species to be used within the stream bank area and flood plain. He said native species may be both difficult to establish and high maintenance problem, and a better solution might be to rely on a more aggressive species initially. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 10 Kugler said, regarding long-term maintenance of the stream and storm water basin, staff recommends that the City assume ownership of the property and the responsibility for maintaining the vegetation, dredging the sediment that collects over time, and general maintenance. Kugler added that staff recommends the legal papers contain a statement requiring the developer or lot owners association to be responsible for stream bank stabilization if it meanders to the extent that it begins endangering lots within the subdivision. Kugler said the Drake report mentions off-site issues which will need to be addressed to prevent the City from having severe maintenance problems with regard to sedimentation within the basins. He said staff has discussed the plan with representatives from the Johnson County Soil and Water Conservation Distdct and also with Drake and feel the off-site problems can be addressed through existing City ordinances, including the Grading Ordinance and other erosion control measures. Kugler said there are also federal programs that can assist agricultural owners in preventing soil erosion and runoff from their properties. He said they are voluntary programs and do require some money on the part of the property owners. Kugler said the City could consider assisting property owners in meeting their financial commitments. Kugler said the City should be aware of the level of maintenance required over time when considering whether to accept the dedication of the two outlots. He said staff recommends the City accept the responsibility as its contribution toward the development of the proposed industrial park. Kugler said, regarding the sewage treatment lagoons to the north, it is eventually anticipated that the manufactured housing parks north of the property will be annexed to the City and connected to sanitary sewer service. He said staff is now checking with DNR to see what kind of permits the parks currently have and whether they have recently been inspected. Kugler said staff recommends approval of the application with the addition of the stream corridor recommendations as a condition, but said the issue of the Freedom Court design has yet to be resolved. Ehrhardt asked who would maintain the property if the dedication of Lots A and B to the City does not occur for three years. Kugler said it would be the developer's responsibility until the City takes possession. Ehrhardt asked who would have responsibility if the sediment building up along the stream bank eventually caused adjacent lots to be flooded. Kugler said there is likely excess capacity designed into the basins to accommodate a lot of sedimentation. He said the City would have to monitor the situation and dredge the stream bed as necessary. Holecek said if the City accepts the responsibility of maintenance and is negligent in that maintenance, and a flood, as opposed to an act of God or a 100-year storm, occurs as a result of the negligence, then the door would be open for liability for the City. Starr asked about City responsibility should the stream meander within the next three years before the City takes responsibility for it. Kugler said any major change due to siltation is not expected to occur within the next three years. Ehrhardt asked what would happen if there is still uncertainty after three years. Kugler responded that if there are problems, the City could require them to be addressed before accepting the property. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 11 Bovbjerg asked if erosion from the new Village Green development will be monitored more closely in the future. Kugler said there is a heightened need for scrutiny of these kinds of developments. He said some developments do not require a site plan and were therefore not subject to review. Kugler said the City will be contacting owners to address these erosion problems. Kugler said if a site plan is submitted, then three departments review the plan with one factor under review being erosion control. He added that the City intends to look closely at the site plans in the area. Bovbjerg asked about the water from off-site. She asked if the City can be proactive about the water and if there is some kind of mechanism through which the City can ask the County to investigate the sewage lagoons. Kugler said the ponds in question are both permitted by the DNR. He said the eventual solution could be for the manufactured housing parks to hook up to City services. He said he has contacted the DNR to make sure the developments are currently in compliance. Bob Downer, 122 S. Linn Street, said he is the attorney for the applicant. He said he had just received staffs latest memorandum regarding the application, but had reviewed it. Downer said items two through six were acceptable to the applicant, but they were not in agreement regarding item 1, the redesign of Freedom Court. Downer said one reason they disagreed about Freedom Court is that the applicant has never been advised of any non-conformity with any laws, regulations or ordinances at the intei'section and that it would be similar in design to the intersection at Lower West Branch Road and Scott Boulevard. Downer said another reason not to redesign Freedom Court is that the cul-de-sac approach is not practical for this 'street. He said a third reason not to redesign is that by moving Freedom Court to line up with Heinz Road, the applicant would lose property by leaving a section of the land unusable for development. Downer requested approval of the preliminary plat as submitted and subject only to conditions two through six as listed in the April 3 staff memorandum. Public discussion: Therewas none. Public discussion closed. MOTION: Jakobsen moved to approve SUB96-0020, a preliminary plat of Scott-Six Industrial Park, a 140.5 acre, 42-1ot commercial/industrial subdivision located on the east side of Scott Boulevard, north of Highway 6, subject to: 1) redesign of the proposed Freedom Court such that the north intersection with Scott Boulevard is either eliminated or lines up with existing Heinz Road, 2) approval of a Sensitive Areas Site Plan and a Grading Plan prior to Council consideration of the preliminary plat, 3) Iowa DNR approval of the proposed stream relocation prior to the submittal of a final plat, 4) Iowa DOT approval of the realignment of the 420th Street/Highway 6 intersection prior to the submittal of a final plat, 5) the submittal and approval of a final stream corridor. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 12 relocation plan incorporating the recommendations contained in the staff memorandum dated April 3, 1997 and further detailed in the Drake report prior to consideration of a final plat for any portion of this property, and 6) dedication. of Outlots A and B to the City not occurring until three years after the stream relocation and storm water management plan is implemented. Bovbjerg seconded the motion. Bovbjerg said she is in favor of this motion as stated. She asked if the Commission approves it as stated, could item number one regarding Freedom Court be changed by the City Council when it goes before that body. Holecek said it could be changed as the Commission is an advisory board only. Starr said he is in favor of the motion as read, including the Freedom Court redesign condition. He said the Commission supports the policy of minimizing access on arterial streets in this case just as the Commission has consistently recommended support of this policy at every available opportunity. Chait said the requirements with regard to the intersection have been met even though it does not necessarily conform to a standard the Planning and Zoning Commission would like to see. He added that in such a case, a developer could be conforming to the regulations and then find out later that the standards are different. Chait said he would defer to the experience of others on the Commission and vote in favor of the motion. He said that with such a large site, the developer could compromise by lining up the streets and losing a small amount of land. Chait said the street does not have to be on a dead end, but the streets should at least line up. He suggested that the City codify its policy regarding arterial streets in some way so that developers know what to expect. Gibson said it is not logical to force the intersection to the north and said he thinks the cul-de- sac design would work. He said he is in favor of the motion primarily because of staffs recommendation. Chait said he would like the technical requirements regarding intersections to be made clearer. Miklo said the standard intersection can be offset a minimum of 125 feet, but the better design is to line up the streets. He said the more important issue here is actually keeping the number of access points to a minimum. Ehrhardt said she would vote on the motion as recommended by staff. She said she appreciated all the work that went into researching the stream corridor relocation and other items. Bovbjerg said it is good to have Drake's report incorporated into the plan. Jakobsen said she would vote for the motion as presented and that she is concerned about the sewage lagoons on the property to the north. The motion carried on a vote of 6-0. 2. SUB97-0003. Public discussion of an application submitted by Dean Oakes for final plat approval of Meadow View Subdivision, a 31.5 acre, 10-lot residential subdivision located on the Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 13 west side of Buchmayer Bend at its intersection with Highway 1. (45-day limitation period expires April 11, 1997) Miklo said the applicant has requested deferral of this item until the April 17, 1997 Planning and Zoning Commission meeting. He said the applicants' engineer has said he will submit a request for an extension of the expiration date. Public discussion: There was none. Public discussion closed. MOTION: Bovbjerg moved to defer to the meeting of April 17, 1997, SUB97-0003, an application submitted by Dean Oakes for final plat approval of Meadow View Subdivision, a 31.5 acre, 10-lot residential subdivision located on the west side of Buchmayer Bend at its intersection with Highway 1. Gibson seconded the motion. The motion carried on a vote of 6-0. 3. SUB97-0005. Public discussion of an application submitted by Doug Yansky and Dan Berg for preliminary plat approval of Crestview Second Addition, a 45.38 acre, 4-lot residential subdivision located at the intersection of Highway 1 and Landon Avenue. (45-day limitation period expires April 28, 1997) Rockwell said the applicants have submitted a revised plat that would lower the number of lots in the subdivision from four to three. She said the new proposal would include one entrance from Lots 1 and 2 onto Highway 1 and one entrance from Lot 3 onto Landon Avenue. Rockwell said decreasing the number of access points addresses the issue of public safety by reducing the number of vehicular conflict points. (Supple arrived at 8:45 p.m.) Rockwell said there are a few minor notation errors on the plat. She said notes on the plat should refer to Lots 1 and 2 instead of Lots 2 and 3. Rockwell said staff recommends adding two notes to the plat to the effect that Lots 1 and 2 should have only one vehicular access to Highway 1 and Lot 3 should not have vehicular access to Highway 1. Rockwell said there is still the issue of the power line access road on the original Lot 1 on the first submitted plat. Bovbjerg asked if the revised plat is smaller than the original application of 45.38 acres. Rockwell replied that it was smaller, now containing only 32.73 acres. Ehrhardt questioned whether the old Lot 1 would now be landlocked. Tom Anthony, Landmark Survey, representing the applicant, said the new plan will eliminate the access drive on the west side. He said in the haste to redraw the plan, the notes were not corrected to reflect the new lot numbers, but they will be corrected. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 14 Anthony said there is still access to old Lot 1 via the farmland to the north. Ehrhardt asked about the location of the creek on the property and Anthony showed it on the map as the contours at the bottom of the slopes in the northerly portion of the plat. Gibson said until the record is clear regarding the issue of access to the original Lot 1, he is disinclined to accept the proposal. He said he has concerns about multiple access points to the subdivision. Miklo said a note could be put on the property to the west to disallow any future access to Highway 1. Anthony said that would not be possible, because the power line easement would still be there. Miklo suggested the note could state that there not be access for residential use. Anthony responded that he did not think he could convince the applicant to put a permanent note on the plat to this effect. Gibson said the conditions of the subdivision have not actually changed. He said the applicant could land lock old Lot 1 and then ask for access to the lot from Highway 1. Gibson said there should be some device to prevent this from happening. Miklo suggested putting a note on the plat to restrict access to agricultural or power line usage. He said the Commission may want to defer the application to see if the issue can be resolved. Rockwell noted that deferral was an option as the 45-day limitation pedod expires on April 28, and the Commission's next meeting is on April 17. Public discussion: There was none. Public discussion closed. MOTION: Gibson moved to defer to the Planning and Zoning Commission meeting of April 17, 1997, SUB97-0005, an application submitted by Doug Yansky and Dan Berg for preliminary plat approval of Crestview Second Addition, a 32.73 acre, 3-lot residential subdivision located at the intersection of Highway 1 and Landon Avenue. Jakobsen seconded the motion. Jakobsen said she is in favor of the deferral and is concerned about what will happen concerning access to old Lot 1 in the future. Starr said he concurs and would like to reinforce the access limitation from a safety standpoint. The motion carried on a vote of 7-0. SUB97-0009. Public discussion of an application submitted by Mitchell Phipps Building & Design for final plat approval of Court Park Subdivision, a 1.69 acre, 6-lot residential subdivision located at 2729 Court Street. (45-day limitation period expires April 28, 1997) Yapp said there were three initial areas of concern regarding this application: 1) vehicular access onto Court Street, 2) drainage of water to the south, and 3) the open space requirement. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 15 Regarding the access onto Court Street, Yapp said staff had initially recommended shared driveways to limit the number of access points. He said the Commission and Council had determined that shared driveways are not necessary. Yapp said the ddveway on Lot 5 is no longer planned as a turnaround ddveway and that the proposed location for the Lot 5 driveway has been checked and found to have good sight distance. Yapp said the open space requirement is being met with the dedication of .04 acres of land on the east side of the development. Yapp said to prevent runoff to properties to the south of this development, a drainage swale is being constructed at the southern property lines. He said an easement will be placed on the swale to protect it from future changes by individual property owners. Yapp stated that all questions regarding the property have been adequately addressed and that staff recommends approval, subject to approval of legal papers and construction drawings before City Council consideration of the application. Ehrhardt said she read that Court Street was over capacity and asked if this were so. Rockwell said Court Street may be over capacity in some areas, but it may be that this segment of Court Street is not. Yapp said staff's review of this segment of Court Street had indicated there were not capacity constraints at this time. Gibson said he could not deny driveways for this parcel of land as it is deep in the City and there is only one way to get at the property. Yapp said most of Court Street was developed before policies regarding artedal street access points and the design of neighborhoods along arterial streets were put in place. Bovbjerg asked about the setback for the proposed houses. Yapp said the setback for the houses would be 40 feet. The applicant must request a front yard modification from the Board of Adjustment for a reduced setback. Bovbjerg asked if the request would come before or after City Council approval and Yapp responded that it would be after. Rob Phipps, of MitchelI-Phipps Construction said he would be asking the Board of Adjustment for setbacks of 25 to 30 feet instead of 40 feet. He said most homes in the area have a 22-foot setback. Phipps stated that with the easement in the back, the homes must be moved closer to the street to allow enough room for construction. Supple asked Phipps if he would be using silt fencing. He said silt fencing and construction fencing would both be used on the project. Ehrhardt said she hoped it would be well maintained, as the Commission has recently heard data about the ineffectiveness of silt fencing. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 16 .. Public discussion: There was none. Public discussion closed. MOTION: Jakobsen moved to approve SUB97-0009, the final plat of Court Park Subdivision, a 1.69 acre, 6-lot residential subdivision located at 2729 Court Street, subject to the approval of legal papers and construction of drawings prior to City Council consideration of the final plat. Gibson seconded the motion. The motion carried on a vote of 7-0. ' SUB97-0010. Public discussion of an application submitted by Mace Braverman for final plat approval of Walden Hills, a 40.7 acre, 53-1ot residential subdivision located on the north side of P, ohret Road. (45-day limitation period expires April 28, 1997) Miklo said a revised plat was submitted and the deficiencies and discrepancies noted in the plat have been corrected, He said the legal papers will address several items in the plat that were also part of the Conditional Zoning Agreement including: 1) the timing of acceptance of the Outlots I and 2, 2) the construction of Shannon Drive,_ 3) the construction of an 8-foot sidewalk on Shannon Drive, and 4) the landscape buffer requirements. Miklo said the construction plans also address the traffic calming devices designed into Shannon Drive. Miklo said staff recommends approval of the plat subject to approval of the legal papers and construction plans and drawings pdor to City Council consideration of the plat. Public discussion: There was none. Public discussion closed. MOTION: Bovbjerg moved to approve SUB97-0010, a final plat of Walden Hills, a 40.7 acre, 53-1ot residential subdivision located on the north side of Rohret Road, subject to the approval of legal papers and construction drawings prior to City Council consideration. Gibson seconded the motion. Bovbjerg said the subdivision had a lot of innovative ideas, including the traffic calming. Jakobsen said the subdivision takes into consideration (Jiversity in housing, which is in agreement with Iowa City 2000 and she would vote in favor of it. The motion carried on a vote of 7-0. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 17 CODEAMENDMENTITEM: Public discussion of an amendment to Title 14, Chapter 6, entitled "Zoning," concerning elder housing alternatives. Rockwell referred to the draft ordinance. She discussed the zoning definitions briefly, including deletion of the term "aged." Rockwell said the ordinance lists the elder housing options that would be permitted in each zone and whether it is provisionally allowed or allowed by special exception. Rockwell referred to page 7, section O.2.H.1. regarding elder apartment housing and transportation requirements. She said the sentence was changed to read "elder apartment housing shall have access to public van or mini-bus transit services or shall provide private car or van services for the elder apartment housing residents, except when such housing is located within six hundred feet (600') of a regular public transit route." Gibson asked if legal counsel were comfortable with the wording. Rockwell said Holecek had stated that no matter which way it is written, once the housing goes in, it may be coffsidered a non-conforming use if it is established first within 600 feet of a regular route and then the route is changed. She said Holecek did not feel certain that the City could then come in and make an elder apartment housing manager provide transit. Rockwell felt it was more clearly stated with the revised language. Rockwell said the same wording to require transit for elder congregate housing has been added and will kick in at eight or more congregate housing units. Rockwell said the second item in the same section is being revised to read, "accessible to and functional for elders and persons with disabilities." Rockwell said regarding parking for elder family homes, staff proposes two parking spaces for up to four elder residents, three spaces for five to six elder residents and four parking spaces for seven to eight elder residents. She said staff also PrOPoses that tandem parking be permitted. She said regarding elder congregate housing, the proposed changes are for one parking space for each one and two bedroom congregate unit, two parking spaces for each three-bedroom elder congregate unit and three parking spaces for each eider congregate unit with four or more bedrooms. Rockwell said tandem parking may be permitted as appropriate for elder congregate housing requiring eight or fewer parking {paces. Gibson said the three spaces required for a four-bedroom unit might be excessive and that he does not want to see the parking requirement overdone. Roc_kwell said she could change the requirement to read one parking space for a one or two-bedroom elder congregate housing unit and two parking spaces for an elder congregate housing unit with three or more bedrooms. The consensus was that this would be more appropriate. Gibson asked about the definition on page 8, O.4.T.1. which implies that a private bathroom is needed for each single individual or couple in residence. RocTk'well said that was not the intent and that she would revise the wording to say, "Each elder congregate residence shall contain for each individual or couple in residence at least one ~1) separate apartment..." The Commission agreed that this would make the intent of the subsection clearer. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 18 Ehrhardt cited the section on page 8, O.4.T.6. and asked if the Board of Adjustment would consider the location when reviewing a special exception application. Rockwell said they would examine the location in relation to the type of street on which it is located, as well as its orientation and how it fits into the neighborhood. Public discussion: Jim O'Brien, said he thinks the Planning and Zoning Commission is doing a great job. He said the parking requirements seem fine as they are; he said he would not lower them too much. O'Brien said Iowa City is a wonderful place for elderly to live. He said he appreciated the variety of housing resulting from decisions by the Commission. Public discussion closed. MOTION: Ehrhardt moved to approve an amendment to Title 14, Chapter 6, entitled "Zoning," concerning elder housing alternatives as submitted and revised in draft ordinance form at the April 3, t997 meeting of the Planning and Zoning Commission. Gibson seconded the motion. Ehrhardt said she is enthusiastic about the amendment and appreciates the work staff did on the project. Starr said he concurs that it is an excellent job that entailed a phenomenal amount of work. The motion carried on a vote of 7-0. COMPREHENSIVE PLAN ITEM: Public discussion on the "Iowa City Comprehensive Plan 1997: Iowa City: Beyond 2000/Iowa City's Vision for the Future." Miklo said staff sees this as the beginning of a process to familiarize the Commission with the Comprehensive Plan. He said much of the public participation in the plan occurred with the Iowa City Beyond 2000 process which happened in the summer of 1994. Miklo said that process involved several task forces and approximately 90 citizens who formulated the vision statements that the plan is based on. Miklo said he anticipated further public participation to complete the district plans. He said there are ten areas for which staff hopes to compile individual district plans modeled after the South District Plan, and that staff wants to involve individual property owners and developers in coming to a consensus as to what should happen in those neighborhoods. Miklo said the document the Commission now has is fairly broad, expressing the policies of Iowa City: Beyond 2000. He asked the Commission to look closely at three areas of the plan for initial discussion: 1) the Growth Policy section, 2) the Community of Neighborhoods section, which includes neighborhood design concepts and principles, and 3) the Implementation Strategies section. Miklo said the approach for this plan includes a neighborhood design concept, which uses criteria to determine if a property is appropriate for a medium or higher density zone. He said this should give the Commission and the City Council more flexibility by allowing them to approve Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 19 developments if they meet the criteria/without having to amend the Comprehensive Plan each time. Miklo said he recommends deferml until at least May 15 or June 5 and that at least one work session be scheduled before those dates for detailed discussions of the plan. The Commission indicated that April 23 or 24 would be appropriate dates for a workshop. Miklo said he would send confirmation of the date when the meeting is scheduled. Jakobsen suggested crediting West High School and City High School or at. least some percentage of those campuses toward neighborhood open space since citizens use them as such. Public discussion: There was none. Public discussion closed. CONSIDER THE MARCH 20, 1997, PLANNING AND ZONING COMMISSION MINUTES: MOTION: Gibson moved to approve the minutes of the March 20, 1997 Planning and Zoning Commission minutes as written. Jakobsen seconded the motion. The motion carried on a vote of 6-0-1, with Bovbierg abstaining due to absence. OTHER BUSINESS: Supple said she would be attending the APA Convention in San Diego. Jakobsen said she could not attend the April 14 Commission meeting. Starr said he could not attend the May 12 and May 15 meetings. Gibson said he could not attend the Apdl 28 meeting. The meeting was adjourned at 9:52 p.m. Lea Supple, Secreta~ X Minutes submitted by Anne Schulte. ppdadminVnins~o&z4-3.doc IOWA CITY PLANNING AND ZONING COMMISSION MEETING THURSDAY, APRIL 3, 1997 - 7.'30 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Name Address Subject to App IOWA THURS[ CIVIC PLANNING AND ZONING COMMISSION APRIL 3, 1997 COUNCIL CHAMBERS MEMBERS Ann Bovbjerg, Benjamin Chait, Pam Ehrhardt Jakobsen, George Starr, Lea Supple Gibson, Jane MEMBERS ABSENT: None STAFF PRESENT: Bob Miklo, Melody Rockwell, John Kugler, Anne Schulte Sarah Holecek, Scott RECOMMENDATIONS TO INCIL: 1. Recommended approval, by increase the density from 2-8 approximate 2.38 acre area Boulevard and Lower West Branch of 6-0, of an am, units per a¢ at the to the Comprehensive Plan to to 8-16 dwelling units per acre for an corner of the intersection of Scott 2. Recommended approval, by a Density Single-Family Residential, to 2.38 acre property located at the norrhea Lower West Branch Road to permit a to approval of a special exception for a REZ97-0002, a rezoning from RS-5, Low Planned Development Housing Overlay, for a corner of the intersection of Scott Boulevard and multi-family building for elderly housing, subject of parking. Recommended approval, by a vote West Side Park Addition, a 1.24 West Side Drive and south of Ear 6-0, of 2-1or reside ~ld. the preliminary and final plats of ial/commercial subdivision located east of Recommended approval, by Industrial Park, a 140.5 acre of Scott Boulevard, north Court such that the north existing Heinz Road, Council consideration relocation prior to the 420th Street/Hi approval of a contained in the prior to consider A and B to the management 6, subject to: 1) with Scoff Boulevard is )roval of a Sensitive Areas Site the y plat, 3) Iowa DNR ap of a final plat, 4) Iowa DOT ap vote of 6-0 of a preliminary plat of Scott-Six Ibdivision located on the east side · n of the proposed Freedom :her eliminated or lines up with and a Grading Plan prior to ~1 of the proposed stream the realignment of the 6 intersection prior to the submittal of a final 5) the submittal and stream corridor relocation plan incorporating recommendations memorandum dated April 3, 1997 and further n the Drake report of a final plat for any portion of this property, and 6) d~ ;ation of Outlots ity not occurring until three years after the stream relocation storm water is implemented. the a the fina approval, by a vote of 7-0, of SUB97-0009, the final plat of Court Park a 1.69 acre, 6-lot residential subdivision located at 2729 Court Street, subject to of legal papers and construction drawings prior to City Council consideration of Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 2 approval of legal papers ~d construction drawings prior to City Council consi/cl~ )n. 7. Recomm, ended approval,~y a vote of 7-0, of an amendment to Title Chapter 6, entitled "Zoning,' concerning elder\housing alternatives as submitted and re, in draft ordinance form at the April 3, 1997 me~ng of the Planning and Zoning Cornmi.~ CAI! TO ORDER: ~ ' Chairperson Starr called the mei~ng to order at 7:35 p.m. PUBIIC DISCUSSION OF ANY I'~M NOT ON THF There was none. ~ ANNOUNCEMFNT OF VACANCIFS N CITY B COMMISSIONS: Starr said there is one vacancy on the ending May 4, 2000, one vacancy to fill ending April 1, 2000, one vacancy on the term ending March 29, 1999, and a va, five year term ending May 1, 2002. that will be filled at the April 22, Advisory Board to fill a three year term Jnexpired term on the Civil Service Commission Preservation Commission to fill an unexpired on the Planning and Zoning Commission to fill a these are all previously announced vacancies meeting City Council. Starr said there is one vacancy fill an unexpired term Commission for three year te made at the April 8, 1997 vacancies to pick up an ending March COMPRF:HFNSIVE PL/~ Housing nd Community Development Commission to 1, and two on the Historic Preservation 2000. He said these appointments will be of the City Co cil. Starr urged anyone interested in the from the City ITEMS: 1. Public discussion on 2-8 dwelling units located at the amendment to the Com[ acre to 8-16 dwelling units per corner of Scott Boulevard and Plan to increase the density from ~r an approximate 2.38 acre area Branch Road. Miklo said the a ~ndment to the Comprehensive Plan dwelling units acre to 8-16 dwelling units per acre for the said this has access to collector and arterial streets. medium den residential development. He said staff Comprehen., Plan amendment. ~crease the density from 2-8 he showed on the map. He said it meets criteria for approval of the Public di., Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 3 Frank Mitres, constructed. Miklo Branch Road. 0 Hummin.~bird Lane, asked where ac( ~id there would be one driveway to the p~ to the building would be with access to Lower West Public discussion MOTION: Bovbjerg to recommend Comprehensive Plan to :rease the density dwelling units per acre n approximate 2.3 of the intersection of Scott oulevard and the motion. The motion on a vote of 6. of an amendment to the 2-8 dwelling units per acre to 8-16 re area located at the northeast corner Branch Road. Gibson seconded REZ97-0002. Public of Management Company for a OPDH-12, Planned Development northeast corner of the intersection a 37 unit multi-family building for eld 1997) an a submitted by Eby Development & Low Density Single-Family Residential, to for a 2.38 acre property located at the Boulevard and Lower West Branch Road to permit housing. (45-day limitation period expires April 3, Miklo said staff has received a includes a 37 unit building in the building and Lower West Branch the proposal will also require asp parking requirement that would nc ,PDH plan for the property. He said the proposal the property. Miklo said the space between the Id provide the 27 parking spaces. He added that exce from the Board of Adjustment to reduce the Miklo said staff recommends a exception. He said the defici~ resolved and staff has also been amended to include contain masonry. )roval, subject and revised on the three the Board of Adjustment granting a special ancies listed in the staff report have been drawings. Miklo said the elevations have of the building that did not previously Bovbjerg asked what wo :1 happen to the plan if special exception. Mikll said the OPDH plan is amendment to it uire review by the Plannin there is room on the for an additional ten parking Board of Adjustment did not grant a specific to the property and any ~nd Zoning Commission. Miklo said should they be required. Mike Ebv, 1255 We,, that Chad Cook about Sterling H( Commission m~¢ Place, Olathe, Kansas, said he his organization had already provided Eby said he would be available to for Eby Development and to the Commission ~nswer any questions the Public discussi~ There was non~. Public discus(sion closed. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 4 Jakobsen moved to recommend approval of by )ment and Management Company for a Sin ily Residential, to OPDH-J2, Planned 2.38 acre .perty located at the northeast corner of t and Lower Branch Road to permit a 37 u housing, to approval of a special exce seconded the a request submitted from RS-5, Low Density Housing Overlay, for a intersection of Scott Boulevard multi-family building for elderly a reduction of parking. Ehrhardt Jakobsen said would vote for the rezonin( in )art because the Iowa City 2000 Plan encourages mixed )using densities and this would be a good location for a building that is not a ~gle-family residence. 'said she agreed. She said the scale of the building is good in at it will not adjacent properties. Starr said he also agreed. He thought this would a good opportuni to provide some housing diversity in a residential area. The motion carried on a of 6-0. REZONING ITEM: REZ97-0003. Public an application submitted by James P. Glasgow for a rezoning from RM-20, Medium Multi-Family Residential, and RS-5, Low Density Single-Family Residential, to and OSA-5, Sensitive Areas Overlay Zone, for 1.9 acres located at 1122-1136 N. Dubu¢ ,et (45-day limitation pedod expires April 3, 1997) Miklo said the applicant has uested ~ferral to April 17 and may request further deferral. He said he believes they are wo ig with a r~w engineering firm on redesigning a plan to address the slope on the property. S/ asked abo~ the status of the current plan. Miklo said the plan is no longer active. / ~. Kirsten Frev, 2011 Roch~'ste said she is the ~torney representing the applicant and the Cliffs Owners Association. Sh/~ said they had asked ~ defer the application so they could address the concerns of the Co/~mission and to provide a~ional information. Frey said she heard tWo principal concerns at the C~.mmission's informal meeting on Monday night. She said the ~irst one was that the Commis~i~on wanted some independent outside counsel that this plar/would work. Frey said the seconcl~oncern she heard was regarding the upper portion of th~/~lope and the desire not to disturb its tr,~ and grasses. Frey said her clights have retained TerraCon Consulting, a ge,.otechnical engineering firm, to address the concerns of th'' "e Commission. She said TerraCon"~ould be doing soil condition evaluations and taking soil borings in an attempt to come up w'lt.b..alternatives that will not disturb the upper portion of the slope. Frey said she spoke to the~-Qstedgaards and their attorney and said she would like to hear any public comments and input especially from neighbors of the property. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 5 Gibson said consultants' engineers stated at the last formal m~ that TerraCon was their cc n connection with their original design plan. Frey she believed that what was rep that in initial conversations there was some communication with TerraCon and TerraCon did suggest the plan as a possibl She said she did not believe it was and if it was, it was a misco~ that TerraCon was actually retained or come to the site and done actual Jies.Frey said it was just an informal conve the engineers citing the pla one alternative to investigate. Gibson cited Van said that for geotechnical are very good and that like more than an incorrect statement, if the what Van Winkle said. satisfy the third party s statement from the Commission minutes reading, "He )nsulting on this project,lized TerraCon. Van Winkle said they )lan reflected their r~s." Gibson said this sounded ;rsation to him asked if Van Winkle was making an are if Frey is now changing and challenging ~dded that Fre is now representing TerraCon as the party to ;ommission requested. Frey said she was not present at the minutes. Gibson said he could not representing that she is challen~ to discuss the plans, but was not the said TerraCon did inform the applica the way to the top of the slope. $h, since that meeting, she has s on starting the soil samples next meeting so she could not effectively challenge ~ave the secretary review the tape. Frey said she is ~e minutes. She said Van Winkle was at the meeting ~gineer who drew up the plans or certified them. Frey he could consider grading the slope to 2 I/2 to 1 all the engineer started with that information. Frey said ~rraCon engineers and retained them and they plan Gibson said something has ei been ;ented or the applicant is shifting the tables on the Commission. He ~re are too any inconsistencies. Gibson said the engineer stated very clearly that he ~d used as a consultant and now Frey is saying the engineer did not use on as a consultant if he did, it was a very casual consultation. Gibson said now the appl is representing TerraCon is a third independent consultant. Gibson said this is just holding together and th point needs to somehow be addressed. Frey said the applicar did consult with TerraCon, b~t TerraCon was not retained and did not provide services for,¢ ~sid ,~ration. She said the appr~ant's engineers called TerraCon to ask for suggestions, to/~,' what to look at, and what wo~(Id need to be done to accomplish the project, and in thait/sense, yes, TerraCon was consulte'~l. Gibson asked if the plan was then based on no formal consultation with TerraCon, no fot,~al advice and no payment for the advice. He said/' he is in the business and one does n'(~t usually take free advice from a consultant wit,~ut paying them for it and then base the enti~,plan on that. Frey said she could only give her understanding of the transa~ion. She said since that time, it has been ~resented to her that the City considers TerraCon t~ be an expert in geotechnical engines ' J, which is why the applicant has retained their service'st. at this point. Gibson said he wanted record to show that there are real inconsistencies ass'q.ciated with what has been told the ,mmission. Holecek said it might be incumbent.upon th .~,~pplicant to clarify those inconsi~ :ies and determine what actual position Terra.C..on was i.n,"~n,d what position they are in. She said it sounds as though TerraCon will now be the~l~..a.d engineering firm Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 6 engineering, which is wanted the record to told the Commission. inconsistencies and are currently in. She and will now be certifying before. ly the applicant has retained their services at thi,~Gibson said he that there are real inconsistencies with what has been ,lecek said it might be incumbent upon pplicant to clarify those what actual position TerraCon wa,, and what position they sounds as though TerraCon will now the lead engineering firm ~e plan, which would be quite from what was represented Bovbjerg suggested TerraCon. Miklo said it Gibson said there was no said that to him, TerraCon' recommendation that came to they are now being advanced as opinion that he was asking for. He said if they were not behind the they were behind the first plan, they to the tape to confirm wh; be done and that he luity at the time of the clearly Commission on consultant said plan, so~ Van Winkle had said regarding the minutes to be as stated. that it was very clear. Gibson as the soil consultant behind the 20. He said if that is the case, and they will not satisfy at all the third party was either behind the plan or was not. lying to the Commission. He said if third party that comes forth later. Frey said she is not challenging the min there may have been a investigate that role and present'it to the and does not think anyone was lying, but thinks )n about TerraCon's role. She said she would mission. Holecek said there had been a quE withdrawn. Frey said she did not it TerraCon does its soil sample and tt' does not want to resubmit it. said the consideration. Frey said if an plan is applicant would formally whether or not the initial plan has been withdrawn because, in the event that first plan to be the best one, the applicant s currently left as is and deferred from to be preferable for all parties, the the first plan from ~sideration and submit a new one. Bovbjerg asked if the plan technically go against the advantageous for the appli the time frame moving from square one. Gibso~ specifies a March 1st satisfied. withdrawn without ew one being submitted, would it allowed for the project ~11y. Holecek said it is technically ~nt to leave the original plan inand request deferrals to keep does not have to a new application fee and start what bearing it would have ;atisfying the court order which for submitting a plan. Holecek s d the March 1 date has been Gibson said the with the adjacent that it borders submitted to s~ getting been going forth Grading PI~ submitted was so seriously flawed in of failure to communicate owners and in terms of the re ~s concerning TerraCon, fraud to consider it an adequate plan. He said was a piece of paper the requirement and it has no viability, in his op ion. Gibson said he is over the entire matter and that it is a continuation of th same thing that has for 12 years. Starr said he agrees with Gibson. He said plan was brought kind of agreement with the Ostedgaards, whose property vv~as included in the Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 7 Bovbjerg said she did verify, challenge, or expert. Bovbjerg asked if Holecek said it is not codi sometimes disagree as to satisfied and can articulate basis for denial of an applicat or the Grading Plan as or capriciously deny ap[ is a way for the City to inil ed in ordinance form. She sai ~ropfiate courses of action. on which the plan ,n or rezoning or in it. She said it hat are brought find any discussion of the City in its own experts either to the City in some way for a proje¢ which the applicant has an a request for its own expert. within any profession will added that if the City is not going to be viable, it could be a Ds the Sensitive Areas Plan upon the City not to arbitrarily Bovbjerg asked whether it is a ormal questions some information, it ~elf Public Works finds it is not in a technical questions asked by the Cor that it would be in the best interest of tl' of general City policy that if the City letting more data. Holecek suggested that if ~ve an expert opinion or to be able to answer or City Council, at that point it may be decided to pursue an alternative expert opinion. Frey said she agrees it was ina the neighboring property owners, befc the City's and the property owners' resolved. Frey said it is her goal individuals and is working very ha to come needs. She said she would to see speaking to the Ostedgaards a .=ad of time be proposed. Frey said it is in care of the problem once for the applicant not to speak to the Ostedgaards, Commission meeting. She said it is both to stabilize the slope and get the matter ~e project, and she has contacted a number of with a plan that she thinks will meet peoples' over the inappropriate conduct in not damage any possible plan that might best .=st to get the slope stabilized and to take all. Holecek said she has and believes that even th get the matter resolved Commission is quite aware on its merits. She said did appreciate Frey's Commission has just shot at resolving the problems this property. If the ,mmission messes up this chance it may make it im to go back and fix it. He said his with the Planning and Commission for nearly three years there have been some co ments about the time it has taken to charge to evaluate an application Starr responded that he feels the iated with the eroding slopes on 3nly make things worse and it to get it right this time. Public discussi~ There was nor Public closed. MOTION: moved to defer REZ97-0003, an application by James P. Glasgow a rezoning from RM-20, Medium D.ensity Multi-Family ~ntial, and RS- 5, Low Single-Family Residential, to OSA-20 and OSA-$, sitive Areas for 1.9 acres located at 1'122-'1136 N. Dubuque Street to the ril '17, '1997 of the Planning and Zoning Commission. Ehrhardt seconded the The motiol carried on a vote of 6-0. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 8 REZONING/DEVELOPMENT r REZ97-0004. Public discu~ of an rezoning from RM-12, Low ;ity Multi-Fami CO-1, Commercial Office, for )proximatel, limitation period expires April 28, 997) by Smith-Moreland Properties for a and C1-1 Intensive Commercial to acre located on West Side Drive. (45-day Yapp cited the letter from Smi' indefinitely. He said the applicant square feet and 21,004 square feet. on the larger piece and the land to wishes to subdivide it off into a sep~ requesting that the rezoning application be deferred requested subdividing the lot into two lots of 33,001 said the applicant is building one 12-plex apartment ~e south is essentially left over; therefore the applicant lot. Yapp said the applicant originall (C1-1) zoning. He said staff was to and across the street from request to Commercial land he wishes to rezone to deferral of the rezoning apr to rezone the smaller lot to Commercial Intensive about the C1-1 zoning because it would be adjacent nes. Yapp said the applicant agreed to amend the He added that the applicant is unsure how much zoning and that is the reason he is requesting Public discussion: There was none. Public discussion c MOTION: Jab moved to defer indefinitely by Smith-Morela Properties for a rezoning Residential CI-1 Intensive Commercial to approximately acre located on West Side Drive. motion carried a vote of 6-0. an application submitted RM-12, Low Density Multi-Family CO-I, Commercial Office, for seconded the motion. The 2. SUB97-0008. discussion of an application submitted b'~J~,Smith-Moreland Properties for preliminary ~ final plat approval of West Side Park ,A~ldition, a 1.24 acre, 2-lot residential/col rnercial subdivision located on West Side Drip. (45-day limitation period expires April/ , 1997) ~ Yapp sho;~b¢ the property, located east of West Side Drive an~ north of Mormon Trek Boulevard/or the map. He said the applicant is requesting the resub~vision of Lot 3 of West Side Sub rvis ~n into two lots: one of 33,001 square feet and one of 21,~04 square feet. Yapp said both ~ts would remain zoned RM-12 at this time. He said the small, of the lots would be allowed have seven dwelling units under its current zoning. ~ Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 9 Gibson asked if the larger portion of the lot has been built on. Yapp starting. Gibson asked if it is being developed at a density that is o parcel. Yapp confirmed that it' the construction is just in relation to the leftover Public discussion: 'There was none. Public discussion closed. MOTION: Bovbjerg moved to ,mmend approval final plats of West Side Addition, a subdivision located east of West ide Drive and the motion. The motion carried on vote of 6-0. SUB97-0008, the preliminary and acre, 2-lot residential/commercial of Earl Road. Ehrhardt seconded DEVELOPMENT ITEMS: 1. SUB96-0020. Public discussion of an a approval of Scott-Six Industrial Park, a located on the east side of Scoff Boulevard submitted by A.F. Streb for preliminary plat acre, 42-1ot commercial/industrial subdivision of Highway 6. Kugler referred to two memos he had di,. from Rick Fosse, the City Engineer, to Development, to explain the City's re( Environmental Protection Agency in )nnection Fosse has indicated the City is Southeast Interceptor Sewer all! City does certainly still have an environmental resource, which projects in the area. the Commission. He said the first one was in, the Director of Planning and Community result of the grant received from the U.S. Southeast Interceptor Sanitary Sewer. ,stricting development only along the for not throu in protecting e City is trying to do the whole watershed. Kugler said the . Sycamore Bottoms Wetland as an )ugh extra scrutiny on development Kugler also referred to the m the stream corridor Professor Drake and has plan is appropriate and the Drake report regar property are incorporating a stream bed in the reh chance to survive, sandbar willow at tt said based on di.~ than suggested regarding the pl native species solution might regarding the staff rewew plan. He said staff has up with some what it is expected to do, ng specific changes to the plan on into the plan. Kugler said the )ools and riffles into the design of the plan, 3) relocating certain species Lon Drake report concerning he plan with Public Works and ~. Kugler said staff feels the lat the suggestions made in Scott-Six Industrial Park ~endations include: 1) 2) including all of the allow them a better reducing the impact of beavers on the trees, and outer edges of the stream meander beds to help with Professor Drake, Item No. 5 appears to the report. Kugler said staff also recommends species to be used within the stream bank area and flood lin. He said be both difficult to establish and high maintenance problem, a'hd._a better to rely on a more aggressive species initially. planting thickets of erosion. Kugler more important tire solutions Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 10 Kugler said, regarding long-term maintenance of the stream and storm staff recommends that the City assume ownership of the property and the for maintaining the vegetation, dredging the sediment that collects over ti and general maintenance. Kugler added that staff recommends the legal papers a statement requiring the developer or lot owners/association to be res for stream bank stabilization if it meanders to the extent th~ t it begins endangering lots ~in the subdivision. Kugler said the Drake report mentions (,ff-site issues which will prevent the City from having severe problems with the basins. He said staff has discussed )lan with representati~ Soil and Water Conservation District and with Drake and addressed through existing City c erosion control measures. Kugler said th( agricultural owners in preventing soil erosion voluntary programs and do require some mo~ said the City could consider assisting property including the are also ~d runoff frol on the to be addressed to to sedimentation within from the Johnson County off-site problems can be Ordinance and other programs that can assist properties. He said they are of the property owners. Kugler their financial commitments. Kugler said the City should be aware of the considering whether to accept the dedication of th City accept the responsibility as its contribution industrial park. 'naintenance required over time when outlots. He said staff recommends the the development of the proposed Kugler said, regarding the sewage treatment that the manufactured housing parks north connected to sanitary sewer service. He sale is of permits the parks currently have and ~er they the north, it is eventually anticipated )erty will be annexed to the City and checking with DNR to see what kind recently been inspected. Kugler said staff recommends approva corridor recommendations as a conditi( yet to be resolved. the a but said the with the addition of the stream the Freedom Court design has Ehrhardt asked who would maintain does not occur for three years. City takes possession. Ehrhardt a up along the stream bank eventu likely excess capacity designed ir the City would have to monitor said if the City accepts the res and a flood, as opposed to negligence, then the door woL .~r said it would be the who would have res Ily caused adjacent lots to be flo the basins to accommodate a lot and dredge the stream of maintenance and is ne act of God or a 100-year storm, be open for liability for the City. property if the of Lots A and B to the City responsibility until the if the sediment building Kugler said there is sedimentation. He said .s necessary. Holecek n that maintenance, as a result of the Starr asked about City resp '~sibility should the stream meander within the before the City takes respo~ for it. Kugler said any major change due expected to occur within th next three years. Ehrhardt asked what would ha still uncertainty after three years. Kugler responded that if there are problems, require them to be addressed before accepting the property. ~t three years iltation is not if there is could Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 11 Bovbjerg asked if erosion m the new Village Green develo~ closely in the future. Kugler ;aid there is a heightened developments. He said some levelopments do not require a subject to review. Kugler City will be contacting problems. Kugler said if a site an is submitted, then thre one factor under review being er sion control. He added the site plans in the area. will be monitored more scrutiny of these kinds of and were therefore not to address these erosion )artments review the plan with the City intends to look closely at Bovbjerg asked about the water water and if there is some kind of investigate the sewage lagoons. Ku DNR. He said the eventual solution City services. He said he has in compliance. off-site. She if the City can be proactive about the echanism throL which the City can ask the County to .=r said the in question are both permitted by the Id be for manufactured housing parks to hook up to make sure the developments are currently Bob Downer. 122 S. Linn Street, said he received staffs latest memorandum said items two through six were acceptal regarding item 1, the redesign of about Freedom Court is that the a any laws, regulations or ordinances the intersection at Lower West attorney for the applicant. He said he had just the application, but had reviewed it. Downer the applicant, but they were not in agreement ourt. Downer said one reason they disagreed ever been advised of any non-conformity with ction and that it would be similar in design to Road and cott Boulevard. Downer said another reason not n Court is that the cul-de-sac approach is not practical for this street. He s~ a third reason to redesign is that by moving Freedom Court to line up with Heinz Roa¢ the applicant ose property by leaving a section of the land unusable for developm( ~t. Downer requeste( approval of the preliminary plat as submitted and subject only conditions two throu h six as listed in the April 3 staff memorandum. Public discussion: There was none. Public discussion MOTION: Industrial Park, a east side of proposed Freedor eliminated or lira Plan and a Gradi moved to approve SUB96-0020, a ~ plat of Scott-Six acre, 42-1ot commercial/industrial lbdivision located on the Boulevard, north of Highway 6, sub Court such that the north intersection with up with existing Heinz Road, 2) approval Plan prior to Council consideration of the DNR approval the proposed stream relocation prior to the Iowa DOT a of the realignment of the 420th Street/Hi to the submittal of a final plat, $) the submittal and approval of a to: '1) redesign of the }cott Boulevard is either a Sensitive Areas Site ;liminary plat, 3) Iowa ittal of a final plat, 4) 6 intersection prior ~al stream corridor Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 12 relocation plan the recommendations co in the staff memorandum dated April 3, t99 and further detailed in the Drake prior to consideration of a final plat for any rtion of this property, and 6) of Outlots A and B to the City not occurring three years after the relocation and storm water management plan is )lemented. Bovbjerg secm the motion. Bovbjerg said she is in as stated, could item when it goes before that advisory board only. of this motion as state( one regarding Holecek said it She asked if the Commission approves it om Court be changed by the City Council be changed as the Commission is an Starr said he is in favor of the He said the Commission su case just as the Commission available opportunity. as read the polk the Freedom Court redesign condition. of minimizing access on arterial streets in this recommended support of this policy at every Chait said the requirements with rega~ not necessarily conform to a standard He added that in such a case, a find out later that the standards are others on the Commission and the developer could compromise Chait said the street does not He suggested that the City developers know what to lining to be on its policy o the intersection have been met even though it does Planning and Zoning Commission would like to see. ~r could be conforming to the regulations and then Chait said he would defer to the experience of the motion. He said that with such a large site, the streets and losing a small amount of land. end, but the streets should at least line up. arterial streets in some way so that Gibson said it is not logical to sac design would work. He recommendation. )rce the ~id he is in favor to the north and said he thinks the cul-de- the motion primarily because of staff's Chait said he would like th Miklo said the standard is to line up the streets. of access points to a mi technical requirements re can be offset a said the more important rding intersections to be made clearer. of 125 feet, but the better design here is actually keeping the number Ehrhardt said she appreciated all the items. Bovbjerg she would vote lagoons on the )uld vote on the motion as rk that went into researching the is good to have Drake's report incor the motion as presented and that she to the north. by staff. She said she m corridor relocation and other into the plan. Jakobsen said about the sewage The motion can ;d on a vote of 6-0. 2. SUB97-0003. discussion of an application submitted by approval of M, ~dow View Subdivision, a 31.5 acre, 10-lot residential n Oakes for final plat located on the Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 13 west side of Buchmayer expires April 11, 1997) at its intersection with Highway 1 limitation period Miklo said the applicant and Zoning Commission request for an extension requested deferral of this item un He said the applicants' en expiration date. the April 17, 1997 Planning ~eer has said he will submit a Public discussion: There was none. Public discussion closed, MOTION: Bovbjerg moved to to the application submitted by Dean Oakes for Subdivision, a 31.5 acre. 10-lot s Buchmayer Bend at its with Higl motion carried on a vote of 6-0. of April 17, 1997, SUB97-0003, an nal plat approval of Meadow View located on the west side of 1. Gibson seconded the motion. The SUB97-0005. Public discussion of an al: preliminary plat approval of Crestview subdivision located at the intersection period expires April 28, 1997) submitted by Doug Yansky and Dan Berg for Addition, a 45.38 acre, 4-lot residential ighway 1 and Landon Avenue. (45-day limitation Rockwell said the applicants have in the subdivision from four to three. from Lots 1 and 2 onto Highway 1 an~ said decreasing the number of the number of vehicular conflict po revised plat that would lower the number of lots the new proposal would include one entrance ~nce from Lot 3 onto Landon Avenue. Rockwell points s Iresses the issue of public safety by reducing (Supple arrived at 8:45 p.m.) Rockwell said there are a should refer to Lots 1 and 2 two notes to the plat to Highway I and Lot 3 sho still the issue of the notation 3n the plat. She said notes on the plat of Lots 2 and 3. said staff recommends adding that Lots 1 and 2 sh have only one vehicular access to not have vehicular Highway 1. Rockwell said there is access read on the 1 on the first submitted plat. Bovbjerg asked if th~ Rockwell replied whether the old Lot plat is smaller than the was smaller, now containing only now be landlocked. application of 45.38 acres. 3 acres. Ehrhardt questioned Tom Anthony, the access corrected to 'nark Survey, representing the applicant, the west side. He said in the haste to redraw th the new lot numbers, but they will be corrected. ~e new plan will eliminate )lan, the notes were not Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 14 Anthony said there is s' ill access to old Lot 1 via the far about the location of the creek on the property and A~ contours at the bottom or'the slopes in the northerly pot to the north. Ehrhardt asked showed it on the map as the of the plat. Gibson said until the disinclined to accept the subdivision. Miklo said a access to Highway 1. easement would still be for residential use. Anthony put a permanent note on the is clear regarding the )osal. He said he has could be put on the ,ny said that woul~ Miklo that to this of access to the original Lot 1, he is about multiple access points to the )roperty to the west to disallow any future not be possible, because the power line note could state that there not be access not think he could convince the applicant to Gibson said the conditions of the could land lock old Lot I and then should be some device to prevent tl' plat to restrict access to agricultural defer the application to see if the iss~, option as the 45-day limitation period is on Apd117. have not actually changed. He said the applicant to the lot from Highway 1. Gibson said there happening. Miklo suggested putting a note on the line usage. He said the Commission may want to can be resolved. Rockwell noted that deferral was an on April 28, and the Commission's next meeting Public discussion: There was none. Public discussion closed. MOTION: Gibson moved defer to the April 17, 1997, SUB97-000 an application sub~ preliminary plat approva of Crestview Second subdivision located at ~e intersection of Hi seconded the motion. ng and Zoning Commission meeting of by Doug Yansky and Dan Berg for a 32.73 acre, 3-1or residential 1 and Landon Avenue. Jakobsen Jakobsen said she is concerning access to the access limitation favor of the deferral and Lot 1 in the future. Starr said a safety standpoint. ;rned about what will happen and would like to reinforce The motion on a vote of 7-0. 4. SUB97-0009. discussion of an application submitted Mitchell Phipps Building & Design for final/~ approval of Court Park Subdivision, a .69 acre, 6-lot residential subdivision Ioca~d at 2729 Court Street. (45-day limitation period e kl 28, 1997) Yapp said ther~ were three initial areas of concern regarding this )lication: 1) vehicular access onto (~ourt Street, 2) drainage of water to the south, 3) the open space requirement/ Iowa City Planning & Zoning Commission ~ Thursday, April 3, 1997 Page 15 Regarding the access~ onto Court Street, Yapp said ,~taff had initially recommended shared driveways to limit the ~umber of access points. He/said the Commission and Council had determined that share~driveways are not necessa~,. Yapp said the driveway on Lot 5 is no longer planned as a turr~around driveway and that,the proposed location for the Lot 5 driveway has been checked and f(:~nd to have good sighTstance. Yapp said the open space\requirement is bei~)~l met with the dedication of .04 acres of land on the east side of the develo__~ent. / Yapp said to prevent runoff t~ properties/to the south of this development, a drainage swale is being constructed at the sout~.ern property lines. He said an easement will be placed on the swale to protect it from future c~,ngepy individual property owners. Yapp stated that all questions the property have been adequately addressed and rb~g~ding approval, to approval of legal papers and construction drawings that staff recommend s~bject before City Council consideration /he application. Ehrhardt said she read that Col said Court Street may be over Street is not. Yapp said staff' review not capacity constraints at time. was over capacity and asked if this were so. Rockwell in some areas, but it may be that this segment of Court segment of Court Street had indicated there were Gibson said he could not driveways there is only one way to let at the before policies regardin~ arterial street accE arterial streets were place. this parcel of land as it is deep in the City and Yapp said most of Court Street was developed points and the design of neighborhoods along Bovbjerg asked houses would be of Adjustment for City Council a the setback for the The applicant must setback. Bovbjerg and Yapp responded that houses. Yapp said the setback for the a front yard modification from the Board if the request would come before or after d be after. Rob Phipps, of for setbacks of setback. Phipl the street to pps Construction said he to 30 feet instead of 40 feet. He said stated that with the easement in the enough room for construction. ~ld be asking the Board of Adjustment ost homes in the area have a 22-foot the homes must be moved closer to Supple fencing fencing. Phipps if he would be using silt fencing. He both be used on the project. Ehrhardt as the Commission has recently heard data aid silt fencing and construction she hoped it would be well )ut the ineffectiveness of silt Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 16 / Public discussion: There was none. ~ Public discussion closed. ~ ' MOTION: Jakobsen move~ to approve SUB97-0009, final plat of Court Park Subdivision, a t.69 acre, 6-1~t residential subdivision )cated at 2729 Court Street, subject to the approval of legal papers and construe of drawings prior to City Council consideration of the firt~al plat. Gibson second~l the motion. The motion carried on a vote of 7-0. ~ / SUB97-0010. Public discussion of ~n applic.,a~ion subr~litted by Mace Braverman for final plat approval of Walden Hills, a 40.7 acre,~53-1ot n,side~ subdi~ located on the north side of Rohret Road. (45-day limitation Period~,xpires April 1997) Miklo said a revised plat was submitted~ and discrepancies noted in the plat have been corrected. He said the will address several items in the plat that were also part of the Conditional Zoning lentincluding: 1) the timing of acceptance of the Outlots 1 and 2, 2) the construction lannon Drive, 3) the construction of an 8-foot sidewalk on Shannon Drive, and 4) the ndscape buffer requirements. Miklo said the construction plans also address the ing devices designed into Shannon Drive. Miklo said staff recommends approval of construction plans and drawings prior to subject to approval of the legal papers and ~cil consideration of the plat. Public discussion: There was none. Public discussion closed. MOTION: Bovbjerg moved to acre, 53-1ot residential the approval of legal .rs consideration. Gibson seco~ SUB97-00'I 0. located on the and construction the motion. final plat of Walden Hills, a 40.7 side of Rohret Road, subject to prior to City Council Bovbjerg said the Jakobsen said the agreement with Iowa City The motion carried on~ / had a lot of innovative ideas sion takes into consideration and she would vote in favor of it. vote of 7-0. ncluding the traffic calming. in housing, which is in Iowa City Planning/& Zoning Commission '~ Thursday, April 3, )997 / Page 17 ~/ / CODE AMENDMENT ITEM: / .... . Public discu~ssi~ n of an amendment to Title 14, Chapt~ 6, entitled Zoning, concerning elder housing alt.rm ves. / Rockwell rE,fen to the draft ordinance. She disc,u~sed the zoning definitions briefly, including deletion of the "aged." Rockwell said the,~rdinance lists the elder housing options that would be~ in each zone and whether/it is provisionally allowed or allowed by special exception. / Rockwell referred transportation housing shall have or van services for located within six counsel were which way it is written, page 7, section regarding elder apartment housing and ~ents. She said sentence was changed to road "elder apartment ss to public va or mini-bus transit services or shall provide private car elder housing residents, except when such housing is feet of a regular public transit route." Gibson asked if legal Rockwell said Holecek had stated that no matter goes in, it may be considered a non-conforming use if it is established first within Holecek did not feel certain housing manager provide language. Rockwell said the been added and will kick second item in the same elders~ and persons with et of a regular route and then the route is changed. She said the City could then come in and make an elder apartment Rockwell felt it was more clearly stated with the revised me wording to require transit for elder congregate housing has eight or more congregate housing units. Rockwell said the is being revised to read, "accessible to and functional for Rockwell said regardin(. up to four elder reside~ three s for seven to eight el residents. permitted. She said elder parking space for e one and two three-bedroom eld( congregate unit with four or more Rockwell for elder congreg :lder family homes, staff proposes two parking spaces for for five to six elder residents and four parking spaces said staff also proposes that tandem parking be gregate housing, the proposed changes are for one congregate unit, two parking spaces for each ree parking spaces for each elder congregate unit parking may be permitted as appropriate housing requiring eight fewer parking spaces. Gibson said does not requirement unit and bedrooms. spaces required for a see the parking requirement read one parking space for a parking spaces for an elder consensus was that this would be troom unit might be excessive and that he )ne. Rockwell said she could change the two-bedroom elder congregate housing ate housing unit with three or more ~ppropriate. Gibson ast d about the definition on page 8, O.4.T.1. implies that a private bathroom is needed fo~ each single individual or couple in residence. R( said that was not the intent and that would revise the wording to say, "Each elder co regate residence shall contain for each individual or couple in residence at least one (1 apartment..." The Commis on agreed that this would make the intent of the., _ ~clearer. Iowa City Planning & Zoning Commission Thursday, April 3, 1997 Page 19 developments if th{ time. Miklo said he session be sche~ indicated that April confirmation of the meet the criteria, without having to amend the Comprehensive Plan each deferral until at least May 15 or June 5 and that at least one work before those dates for detailed discussions of the plan. The Commission ~r 24 would be appropriate dates for a workshop. Miklo said he would send when the meeting is scheduled. Jakobsen suggested percentage of those such. West High School and City High School or at least some ~uses toward neighborhood open space since citizens use them as Public discussion: There was none. Public discussion closed. CONSIDER THE MARCH 20, 1997, COMMISSION MINUTES: MOTION: Gibson moved to a the Zoning Commission minutes as ;n. Jako carried on a vote of 6-0-'1, with Bovb of the March 20, 1997 Planning and seconded the motion. The motion due to absence. OTHER BUSINESS: Supple said she would be attending in San Diego. Jakobsen said she could not attend the/April 14 attend the May 12 and May 15 meetin~Gibson The meeting was adjourned at 9~.m. Lea Supple, Secretary / Minutes submitted b/~ne Schulte. · )mmission meeting, Starr said he could not could not attend the April 28 meeting. MINUTES IOWA CITY PUBLIC. LIBRARY BOARD OF TRUSTEES REGULAR MEETING 2ND FLOOR ADMINISTRATIVE CONFERENCE ROOM MONDAY, MARCH 17, 1997 - 5:00 PM Members Present: Margaret Cox,(left at 6:30 pm), Philip Hubbard, Mary McMurray, Mark Martin, Jesse Singerman, Jim Swaim, Anne Spencer, Chuck Traw Members Absent: Steve Greenleaf Staff Present: Barbara Black, Maeve Clark, Susan Craig, Larry Eckholt, Debb Green, Martha Lubaroff, Liz Nichols, Bridget Quinn-Carey Others: Karin Franklin, City Planner; Joyce Summerwill, CenterSpace, Tom Gelman, Chamber of Commerce C. All TQ C~Rr')ER: President Traw called the meeting to order at 5:05 pm In order to accomodate the visitors and allow for some public discussion, Swaim made a motion to change the order of the agenda. It was seconded by Martin and passed unanimously. APPRC~VAI C)F MIN!ITFR: The minutes of the regular meeting of February 27 were approved after a correction. Swaim was present at the meeting and the minutes did not reflect this. Swaim/Martin Puhlin 13isc. Lm.~ion: On behalf of CenterSpace. Summerwill expressed her appreciation for all the efforts made b~ the Trustees to deal with the goals for CenterSpace. and pledged support of a combined project. She hopes that there will be an opportunity to present this wonderful concept to the entire community. Tom Gelman spoke on behalf of the Chamber of Commerce. As immediate past president of the Chamber, Gelman served on a Chamber taskforce that studied the Iowa City Public Library as it fits into the downtown situation. This task force came about after the initial expansion proposal was made by the library and turned down by City Council. The task force felt that the Council did not do a good job of providing another alternative for the library. He understands the frustration with the process and ICPL's position as a difficult one; being a major player and having little control. He expressed a vision of both preserving the uniqueness of Iowa City and offering something to the greater Johnson County area. There will be competition for the interests of our entire community. The Library is already a known solid base. This plan will expand the attractiveness of downtown on the remaining parcel of urban renewal. This vision must be shared by all the key players including the City Council and Iowa City Area Chamber of Commerce. His perception of the process is to continue to explore the possibility of a multi-use building; protect the library's interests and sell the /,3?? ICPL BOARD OF TRUSTEES MARCH 17, 1997 PAGE 2 project to the community. If not successful, he said, the library should go forward on its own. He would hope that the Chamber as an organization would support the library. Franklin reinforced the concept of opportunity. She believes that we need to take advantage of this moment in time. It is important that there be unity and she hopes that the decision is to allow the community an opportunity to look at the project. It is important to let the voters have the choice. Council has to recognize there is a concerted effort on the part of the Library Board, Chamber of Commerce and Arts Space. Seizing the opportunity is important. Swaim asked about the design and promotion of the three components; library, cultural space, performing arts; and how this would be presented to the voters, Gelman feels that it has to be put to the public in one package. Summerwill responded that it is more value for tax dollars as a package. Eckholt asked whether CenterSpace was planning to embark on a capitol campaign. Summerwill responded that if City Council went along with the concept, they would seek some private funding, but they have been considering private funds more for operating expenses than captal expenses. Eckholt stated that the two components would have to work together on fundraising. The Board expressed concern about their ability to promote a project that was not clearly defined. Summerwill outlined various concepts proposed for the space such as ticket dissemination, galleries, use by some functions that currently exist in other spaces, PATV and City Cable TV will be part of the component. When asked to describe the purpose of the Gathering Space, Summerwill stated this space was seen as a potential revenue source for rental as exhibit space, parties and receptions, etc. Hubbard described the difficulty of one Council member's objection to additional funds for operating expenses. Franklin pointed out that one of the options in the Downtown Strategy Report is a cultural facilities levy. Another option is a local sales tax. Traw thanked our visitors for coming. UNFINIRHFF) RIIRINFRS Board continued the discussion of the building project. The joint meeting between City Council and the Trustees takes place in Room A of ICPL at 5:00 pm, Thursday March 19. The library's management staff and most of the Trustees had an opportunity to meet with architect Kevin Mortson in small groups to look at the concept and ask questions. In reviewing the project, Traw stated that he felt the only library project that could go forward at this time is a proposal for a multi-use building. The question of how we address this proposal will take place at the meeting Wednesday night. Our job is to make a decision about whether or not the library space in the concept is satisfactory to us and the rest of the project is for the council to deal with. Board members felt strongly that they needed to know specifically- what the CenterSpace building program was in order to support it. Martin said he will support any project that the staff feels will work. Staff feels comfortable that the concept architect is bringing is a good one. Spencer wants to be sure that the space with which we associate ourselves is very available for the community. Traw's summary: Board approves the concept. They are enthusiastic about the possibility of a cultural component. They look forward to working with CenterSpace to define that component as a destination point for downtown. The auditorium and library are well defined ICPL BOARD OF TRUSTEES MARCH 17, 1997 PAGE 3 as a destination point. Decision is Council's. Centerspace needs to articulate more clearly how the space will be used. NEW RtIRINFRS Public Relations Policy: The goal to revise this policy has been in the Strategic Plan since it was written. The discussion started with all interested staff, and was narrowed down to a smaller committee. One recommendation is to rename it a Public Relations rather than Community Relations policy. The structure of the policy was reworked to conform with other policies by removing procedural language. Two new objectives were written; one related to providing excellent customer service and the other to inform state and national library communities of our programs and services. A philosophical shift was made to broaden the scope of library's public relations efforts. In the past our public relations effort has been aimed primarily at people who already use the library. The committee felt that since we serve the entire community and all tax payers paid for our services, informational efforts should reach everyone in the community. Singerman liked the process. She made a motion to delete the proposed objective (C) dealing with customer service which she felt was a worthy goal, but did not fit logically with the other items. Her motion included moving the objective encouraging public participation in planning from E to C to make it a higher priority. It was seconded by Swaim. Craig explained that the group process was that customer service is a goal in so many ways and if public relations was the image that we project to community, therefore customer service contributes to public relations. The committee felt it was important for all staff t.o understand their role in customer service. The question of whether or not we should have a separate policy on Community Relations was raised. The Board should discuss this in the future. The motion to delete C was still on the floor and Traw called for a vote. The vote was 4 in favor with 3 abstentions and so passed. Swaim then moved to approve the policy as amended with the direction to staff to draft a Community Relations policy. Martin seconded. All in favor signified by saying Aye. The other part of the goal from the Strategic Plan was to draft a Public Relations Plan which was presented to the Board. Craig explained the plan as it was written, along with the strategies. In response to a question Craig replied that most committees are inter- departmental; combining management, and non-management staff. The suggestion was made to bring in people from outside that represent constituencies. Board feels this is a good year to have such a plan. RTAFF RFP~3RTR Posting vacancies for Board of Trustees will take place on April 22, appointments to be made June 3. Craig asked Board to think about possibilities for appointments. Record setting weekends! We've had several record setting weekends. We have been checking out over 8,000 items on Saturday and Sunday combined, We've been very busy and circulation is up. ICPL BOARD OF TRUSTEES MARCH 17, 1997 PAGE 4 Volunteer Recognition events have been set for April 17 and 18. Both will be in Meeting room A. These events will take place one week before the April Board meeting. Thursday, 4/17 is youth volunteers recognition and starts at 4:30 pm. Friday, 4/18 will be recognition for adult volunteers and starts at 5:00 pm. Board members are encouraged to attend. Development Office report: Included in packet. Development Office assistant Pat Alden's job was advertised over the weekend and applications are coming in already. Applications will be accepted through April 25 and we hope to interview the following week and get someone here to overlap one week with Pat. Bridget Quinn-Carey, new Circulation Coordinator, was present and introduced to Board. Butterfly garden. Craig wanted to inform the Board that this item was on City Council's agenda, It concerns a Science Center project request to erect a temporary structure from May to September in the parking area directly across from the Childrens Room and Reading room, at the west end of parking lot and extending to some part of the plaza. Cultural Alliance. This new group is formalizing .a cultural alliance with representation from twenty three organizations and interest from others. A steering comittee is working on by- laws. The group is to be a clearing house for networking and communication. Debb Green and Linda Dyer will share responsibility from our library. PRI::RII')ENT'R RFPi3RT Committee to evaluate director. Traw appointed Swaim, Martin and McMurray with Singerman as Chair. FINANCIAl RFPC)RTR None I')IRRIIRSFMFNTS ' Disbursements will be reviewed and approved at the April meeting, Please bring your February disbursements distributed today with you, RFT AGFNI3A C)Rr3ER Fi3R APRIl MFFTING Talk about appointing people to act as a liaison to work with Centerspace people, Ai')JClHRNMFNT: Motion made by Singerman/Martin at 7.:00 pm, Minutes taken and transcribed by Martha Lubaroff,