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HomeMy WebLinkAbout1997-09-23 Bd Comm minutesMINUTES IOWA CITY AIRPORT COMMISSION THURSDAY AUGUST 21, 1997 - 5:45 P.M. IOWA CITY TRANSIT FACILITY MEMBERS PRESENT: Howard Horan, Richard Blum, John Penick Rick Mascari, Pat Foster STAFF PRESENT: Dennis Mitchell, Ron O'Neil CALL TO ORDER: Chairperson Foster called the meeting to order at 5:45 p.m. quorum was present. A APPROVAL OF MINUTES: The minutes of the July 17, 1997, meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari made a motion to approve the bills. Penick seconded the motion° Mascari suggested purchasing additional DTN weather service. O'Neil said that could be an item to discuss at budget time in October. The motion was approved 4 - 0. PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: No comments were received. ITEMS FOR DISCUSSION/ACTION: a. ACSG project - Greg Bridger said a news letter will be sent out to update people between the public meetings. It will sent out every six weeks or so. A mobile home tenant in #34 in the Fitzgarrald Park will be moved up in the program because of a hardship case. ACSG will move their office into the mobile home after the relocation. Other appraisals are being completed. When the appraisals are completed, offers will be made. should be in late September or early October. This Bridger suggested that contact people for the project should be limited to O'Neil, Dilkes and himself. This will keep the points of contact to a minimum and help assure everyone is getting the correct information. b. Southeast T-hangar building - O'Neil said there was only one bid received. It was from Henningsen Construction. They are the same company that built a hangar in 1995. The building would be the same as the last T-hangar built. There were addition costs involved because of 170' of additional taxiway and a drainage system. The building included a deduction of $ 10,000 if the Commission would extend the deadline for construction to sometime in the spring of 1998. The building manufacturer said there is approximately a five month wait for the building to be delivered. Mascari said maybe the Commission should wait and shop around more. O'Neil said the Commission could rebid the project but he didn't know if that would be productive. No local contractors were interested. Horan made a motion for a resolution to accept the bid from Henningsen Construction. Penick seconded the motion and at roll call vote, the passed'4 - 0, with Blum being absent. Penick said someone from ICFS suggested that a new building would temporarily vacate some of the old hangars. O'Neil suggested the Commission offer to take over the hangars vacated and adjust ICFS rent accordingly. O'Neil will discuss this with ICFS. c. North commercial area - O'Neil said MMS Consultants are designing sites for the Public Works site. When this is completed, the Commission will have a better idea of where PW wants to locate and how much property they would need. O'Neil suggested the Commission review the draft of the RFP he sent to them and move ahead with the request. Foster said the Commission could have a special meeting when the information is received from PW and MMS. O'Neil said the Commission should have a list of comments they want to include in the RFP. d. Airport Terminal/shop renovation - O'Neil said a report has been completed on renovating the shop building. The bottom line is that it will cost about $ 100,000 to put a new roof and siding on the shop. The question is weather the building is worth that investment or should that amount of money be placed toward a larger building. Penick said the current building is not adequate for the FBO. Larger planes do not fit in the building. O'Neil said the fact that replacement space for the United hangar would be needed in the near future should be a factor to consider. Mascari suggested looking at the price of a pole building for replacement space. O'Neil said he will try to find some costs for a pole building to replace the shop building. e. Airport Aircraft Emergency Plan - Blum said the subcommittee is not ready and would like to defer this until the next meeting. f. Fly-in breakfast - August 24 - Mascari said ICFS does not want to give rides this year because there is too much activity at the Airport on that day. Jones, from ICFS, said the public didn't understand why the EAA kids got to ride for free and their parents had to pay ICFS if they wanted an airplane ride. Blum said he thought one reason people came to the Airport was to take an airplane ride. Providing rides will be discussed before next year's breakfast. .~ Blum said the people he talked to had no problem understanding that the kids program was a special promotion by EAA and the free rides were limited to children of a certain age. Blum said the "first flight" simulator will not be available unless someone from the Commission can go to Des Moines and pick it up on Saturday and return it on Monday. O'Neil said he will see if the part-time maintenance worker can work extra hours. Blum said he will need help directing ground traffic. g. Five-year Business Plan - Horan and O'Neil will present a plan to the Commission at a future meeting. h. Ultra-light policy - Mascari said he has been asked by two ultra-light pilots to have the Commission review the policy on ultra-lights. Currently, ultra-lights are prohibited from using the Airport on a regular basis because of safety concerns. Mascari said the he thought ultra-lights should be allowed, with some restrictions. He said they should be radio equipped and the pilot should be licensed or at least have some specific training. Blum said maybe there should be a designated grass area for a landing area. O'Neil said he checked with the FAA concerning a grass runway when there was a request from the tail draggers. The FAA said all regulations must be met if a grass landing area is designated. Blum said this would not apply because an ultra-light is not an aircraft. Mascari will get information from public use airports to see how they adapt to ultra-light traffic. Penick said he thought having a radio should be required and if possible, a landing area should be designated. The Commission will put a list of requirements together and this will be an agenda item at a future meeting. CHAIRPERSON'S REPORT: Foster said he had nothing more to report. COMMISSION MEMBERS' REPORTS: Horan commented on the information he received from O'Neil concerning a historic preservation study to be done in conjunction with the Master Plan. He suggested the plan should be started as soon as possible. Horan said there is a Planning Department public meeting concerning the comprehensive plan for Iowa City that includes the Airport. The meeting is on August 27. Foster, Horan and O'Neil said they plan to attend the meeting. Mascari asked about where the Commission was in the process installing PAPI or VASI lights on RW 30. O'Neil said it would be a local cost unless the Commission could get a grant. O'Neil will try to find out costs for the Commission. ADMINISTRATIVE REPORT: O'Neil said the Commission needed to give him more detailed instruction on how to proceed with the contest to design the new entrance sign. Blum said he thought they had outlined how to proceed with the contest. O'Neil will investigate and report to the Commission at the September meeting. There is a Council/Commission meeting for September 4 at 6:00 p.m. The main topics will be the land acquisition project and the north commercial development. The air conditioner for the second floor of the Airport Terminal had to be replaced. The Iowa Aviation Conference will be held in Ames on October 9th and 10th. O'Neil said the Commission members should contact him if they intend to go to the conference. O'Neil said he has preliminary drawings on the Willow Creek sewer project as it pertains to the Airport. SET NEXT MEETING: The next regular meeting is scheduled for September 11, 1997, at 5:45 p.m. ADJOURNMENT: The meeting adjourned at 7:40 p.m. Pat Foster, Chairperson DESIGN REVIEW COMMITTEE MEETING MINUTES WEDNESDAY, SEPTEMBER 3, 1997 - 4 P.M. LOBBY CONFERENCE ROOM - CITY CIVIC CENTER MEMBERS PRESENT: Mark Anderson, Gary Nagle, Clara Swan, Daryl Woodson MEMBERS ABSENT: Karyl Larsen, Bill Nowysz, Randy Rohovit STAFF PRESENT: Jim Schoenfelder, Traci Howard CALL TO ORDER: Vice Chair Swan called the meeting to order at 4:10 p.m. UPDATE REGARDING DOWNTOWN DESIGN REVIEW DISTRICT SURVEYS: Woodson returned the completed portion of the surveys for his team (himself and Phil Reisetter), and said that he would be resigning from the committee because of other time commitments. He suggested Reisetter as a possible replacement for him because he could satisfy the requirement. Woodson complained about the fountain downtown being shut down, and the city hiring a country-western band to play downtown. Nagle said that he and Rohovit had not started on the surveys yet because it is time consuming and too much work. Swan said that she and Nowysz were about three-quarters of the way done with their portion. Andersen said that he did not know who his partner was, or anything about the project. Swan said that he was paired with Larsen, and to get in touch with her. REVIEWED COMMENTS CONCERNING PROPOSED U OF I SKYWALK OVER DUBUQUE STREET: Schoenfelder said that this was to be a courtesy comment directed to the skywalk designer because it is not in the committee's purview to ask that the skywalk be redesigned. Woodson noted that nothing from the City had been sent to the Universit~/regarding the current design. He said that he was glad the designer explored an alternative to the original design. Andersen said that as a piece of artwork and as an architectural work, he liked the bridge, but he did not think it was in the right context. Swan said that she would like to see the bridge on a computer imposed image to get an idea of how it will look in the surrounding environment. Nagle said the archirig pieces on the ends of the bridge will be redone because they do not provide ample sidewalk clearance. Swan suggested that the Committee wait until the next design is released to send any letters or comments. REVIEW AND APPROVE PROCEDURES AND GUIDELINES FOR PROJECTING SIGN ORDINANCE: Andersen noted that he would like the applicants to give the exact dimensions on the submittal forms. Sohoenfelder said the resolution attachment was developed by the approved guidelines for the overlay zone to reflect the sign issue. He said that it would be included in the application packet, and there would be a checklist regarding the process and the submittal requirements. Woodson asked if an application would be automatically approved if there was no quorum for the regular meeting and no special meeting could be called within four working days. Schoenfelder said that is the same process as in the overlay zone. Woodson noted that any Design Review Committee Minutes Wednesday, September 3, 1997 Page 2 item would still have to meet the guidelines of the ordinance, but it would not have to be approved if the Committee could not get a quorum within the designated time. Schoenfelder said that it is the same process as in the overlay zone, and the Committee could rethink that process when the overlay zone is put in place. Swan said that that process and timeline was put in to force the Committee to be expedient in completing projects. Schoenfelder said that the Committee could not pass the guidelines and suggested making the time period longer than four days in a later version. Woodson suggested having the applicant wait until the next regular meeting, or five working days, before anything is automatically approved. He said that he wanted the ordinance and guidelines in place so the Committee could have take part in reviewing potential signage. MOTION: Andersen moved to approve the Design Review procedures and guideline for projecting signs, modifying B.2.b.2.a. to five working days instead of four. Woodson seconded the motion. Woodson said that he did not like the concept of automatic approval at all. Nagle suggested taking automatic approval out of the guidelines. Swan said she thought the automatic approval provided motivation for Committee members to attend meetings. The motion carried by a vote of 4-0. Woodson moved to strike the automatic approval paragraph from the Design Review guidelines. Nagle seconded the motion. Nagle said that he would rather have the paragraph struck because he is tired of the Committee having to prove themselves at every step of the design review. He noted that other Committee members need to be more responsible and show up for the meetings. He said that there is a rule in the guidelines that if a member missed three meetings, they were dismissed from the Committee entirely, and that should be enforced. Swan said that in a perfect world automatic approval would not be necessary, but she thinks that it is necessary. The motion did not carry by a vote of 2-2. Woodson noted that it is difficult to hold a meeting and make decisions with a four-person quorum because many votes could end in ties. CONSIDERATION OF MINUTES FROM THE JUNE 30, 1997, MEETING: Woodson moved to accept the June 30, 1997, meeting minutes as submitted. Andersen seconded the motion. The motion carried by a vote of 4-0. CONSIDERATION OF MINUTES FROM THE JULY 21, 1997, MEETING: Woodson moved to accept the July 21, 1997, meeting minutes as submitted. Andersen seconded the motion. The motion carried by a vote of 4-0. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. Design Review Committee Minutes Wednesday, September 3, 1997 Page 3 COMMITTEE DISCUSSION: Swan said that the Chair and Vice Chair should send something out to all committee members about Committee commitment and attendance. Nagle suggested going back through past meeting minutes and making an attendance chart for the last year to show who has missed how many meetings. Woodson suggested when searching for his replacement, that Committee members emphasize the level of time commitment to the applicants. Swan said that a letter with attendance figures would be sent out to all members. Swan asked what the status of the old Pizza Hut building was. She said that the awning is gone, but that the building looks like it is going to crumble because of the materials the bagel shop has used. Andersen said the new face of the Fieldhouse bar and grill looked good. Swan said that while is was an improvement, it is not what the Committee approved. She asked if the Committee had any recourse to take or if there was a penalty for not following the Committee recommendations. She asked Schoenfelder to find out if there was any recourse for the next meeting. Woodson said that there is no monetary or civil penalty in the urban renewal ordinance for not complying, and asked if anyone even monitored compliance with Committee recommendations. He noted that staff is authorized to approve minor changes, but was not sure of that definition. He suggested having a building official or staff member monitor the building for design review, and withhold the building permit if the building is not in compliance. Swan suggested sending a note to the Building Inspector about the bagel shop building materials. Woodson said that if a design is approved and the project is not completed within six months, he thought a new design review application/process should be required. ADJOURNMENT: The meeting was adjourned at 5:05 p.m. Minutes submitted by Traci Howard. ecodev/min/dro-O903,doo MIN'~TES PARKS AND RECREATION COMMISSION AUGUST 20, 1997 MEMBERS PRESENT: GUESTS: STAFF PRESENT: Barbara Endel, Ken Fearing, Judith Klink, Bruce Maurer, Matt Pacha, Rex Pruess, Allen Stroh, Kathy Wallace, Ross Wilburn Tom Dunbar Terry Trueblood, Mike Moran, Marilyn Kriz ,F,QR~AL ACTION TAKeN Move~.by m~u~,,,se=o~ed by. Endel, ~.apprgve th~.,July ~, ~99~.miDute,~ ~.Tritten. ~nanimo~. HICKORY HILL.PARK TRAILS Tom Dunbar, the consultant hired to develop a master plan for Hickory Hill Park trails, reviewed a conceptual trail plan. He reported the plan was developed after completion of a park inventory (soil, elevation, slope of land, basic and secondary drainage, basic vegetative cover, trails existing/removed, and nomenclature of existing trails), meetings with staff and public groups, and identification of mission statement, goals and elements. The conceptual plan consists of six access points running east to west and north to south, for a total of 16,201 feet of trail, 4,000 feet of which already exists. The plan could reclaim approximately 10,000 linear feet of trail, the majority of which were never intended to be trails. Dunbar requested input on the conceptual plan, which tentatively includes a through north to south asphalt trail, with a series of loops. Pruess questioned ADA accessibility; Dunbar stated part of the trail system has to be accessible. Endel asked if any thought had been given relative to the slope and surfacing with respect to cross country skiing. Dunbar noted the use did not warrant the need for groomed trails because there generally isn't sufficient snow in this area. He stated sections of the trail will be wide enough to accommodate various activities, including cross country skiing. Dunbar asked for the commission's reaction to hard surfacing the north to south link. He noted the trail would be 8 to 10 feet wide to help accommodate bicyclists. Pacha stated he would like the trail system utilized by people with various interests. Pruess felt it was a good idea to asphalt the north-south trail spine, which will increase access to more people and help preserve the rest of the park. Maurer stated it was time to start opening up beautiful areas to the handicapped, being a very strong advocate of accessibility. Stroh stressed the importance of reclaiming the "wildcat" trails which are ruining the trail system and degrading the park. Pruess expressed concern the proposed plan did not have very many loops, with Stroh agreeing it should include more loops for people who do not want to walk the entire trail system. Dunbar stated more loops could be incorporated. Pruess stated he was excited in terms of family recreation and controlling erosion of the park. Various members expressed the need to educate the public who care about the park as a resource to stay on the established trail system in order to save the park. Pruess stated his concern goes along with public education with respect to recent publicity about the First Avenue extension. He hoped the City Council and staff would conduct some type of press conference to educate the public because he felt the public was not focusing on the whole picture. Dunbar stated the changes would be incorporated. Trueblood reminded the commission that staff is working on a cemetery expansion plan that might need to be considered in conjunction with a portion of the trails plan. !0WA ~ITY COMPREH~N~!.VS pLAN Trueblood stated the Planning and Community Development Department would like the commission's input. Fearing had previously submitted his written comments that the mean age of permanent residents has been continuously increasing and the graying of these people should be taken into consideration in planning for the future. Endel agreed with Fearing's comments, and also noted the transitional nature of residents which should be taken into account. She also felt more focus should be placed on accessibility within the infrastructure, noting there is not enough focus on making it user friendly. Klink expressed concern with the southwest district in that there is no way for people to get to Walmart, Cub's Foods or other places in this area without driving. She wanted some acknowledgement to areas south of Highway 1, noting the need for sidewalks or push buttons to help people access these places. Stroh noted city staff originally did not want Highway 1 to become a commercial strip. Wilburn encouraged staff as they talk with current and future City Councils to urge them that if they adopt the comprehensive plan that they adhere to it and to use the tools of the city's planning staff to make it happen. PARKS & RECREAT~QN.B~OC~U~E Trueblood referred to letters from Theodore Nelson (dated 12/20/93 and 6/15/97) regarding stopping production and distribution of the Parks and Recreation Department brochure and staff's response to the City Manager dated January 27, 1994. Trueblood stated he felt the brochures provided a vital public service, and mailing them with a bulk permit is the most effective method to reach citizens. At one time the brochure was distributed with the Press-Citizen, but staff found that many people were not receiving them. Klink felt staff's memo was well stated, and Pacha felt it is a very valuable brochure. Wallace noted she experienced some of the same feelings as Mro Nelson, asking how other cities advertise their programs. Trueblood noted more and more cities are utilizing the Postal Service to distribute their brochures, estimating 80 to 90 percent of those that the department receives through the brochure exchange program. He stated the brochure is distributed three times a year, and costs between 80 to 85 cents per citizen per year. Stroh noted the need to advertise because it is an unique city service and the benefit is large. Klink suggested including a statement inside the brochure explaining its cost and educating the public; Wallace agreed with this suggestion. The consensus was that current methods are working well. RIVERFRON~,.AND NATURAL AREAS.COMMIS~ION.RE~QR? Fearing reported on last month's meeting: Julie Tallman's presentation on FEMA's National Flood Insurance Program Community Rating System that could save each resident and business that has flood insurance about $40 per year; individuals wanting a law about bicycles passing pedestrians; the City Council accepted the final draft of the commission's by-laws; the commission sent a letter to Senator Harkin supporting the Timber Bridge Program under the federal ISTEA program; Phase 2 of the archaeological study at Iowa City water treatment plant site will be reviewed by the commission; a mussel survey will be conducted at the Iowa River Power and Dam site; and the meeting that was held to discuss the different types of county signs. ~OW~ ~ITy,~ARK~ AND. RECREATION ~OUNDATIQN Pacha reported the Mercer Park Campaign Committee will soon be announcing the success of the fund raising campaign, with more details being given at next month's meeting. Fearing noted he read a Letter to the Editor complaining about the parking along the bike trail in City Park during ball games. He noted people who live on Manor Drive appreciate cars parking along the trail in lower City Park instead of along the streets in their neighborhood. Pruess attended the City Council meeting regarding the Iowa River Trail Corridor. Tl%e Council approved 6-1 to continue looking at land acquisition and negotiating with people. He stated there was a clear concern from a fiscal perspective, and the proposed trail from Burlington Street to Napoleon Park could be scaled back or dropped completely. He noted the commission needs to stay informed and be on record that it strongly supports this trail system. Klink expressed appreciation for the new eight foot pedestrian/bike access from City High to ~alway Hills and Walnut Ridge. People can walk to City High and the trail connects to the new city sidewalk south of 3 Melrose Avenue. She felt a letter commending the individuals involved in getting this walkway completed should be sent. Pacha asked Klink to draft a letter for next month's meeting. Pacha stated there is a good article in the Park and Recreation magazine on skateboard parks. Moran noted area skateboarders will be conducting a skateboard event at Mercer Park on Labor Day to raise funds for a skateboard park. Trueblood reported on the following: Park Tour. A park tour for City Council members is scheduled for September 4th. ~ecrea~ion ~ent$~. Renovation is underway: replacement of the gym floor and bleachers; resurfacing of the pool deck; and modernization of the main office. Na9oleo~,~$r~. Fencing bids were let, with the low bid being $56,000. A lighting project is being completed in cooperation with the Iowa City Girls Softball, and it should be done this fall. The Public Works Department has hired a consultant to develop plans for a hard surface parking lot. ~urfgr~s.$~ecialist Position. This position with the Parks Division was posted in-house and no one met minimum qualifications. It was advertised on the outside, 36 applications were received, and staff will be setting up interviews. Reorganization ,P!$ns. Staff hopes to report on the proposed reorganization plan at next month's meeting. Cemetgr¥ study on utilizin9 Cemetery. A new consultant has been hired to complete the to the fullest and possibly expanding Oakland Wi!1ow Greek Trai~. Only one bid was received to complete this project. The estimate was $215,000, and the bid received was for $257,000. Construction will probably not begin until next spring. Moved bY. Wilb~rn, seconded, by Pru~s~, to adjourn. adjourned at 6:45 p.m~ The meeting was MINUTES PLANNING & ZONING COMMISSION SEPTEMBER 4, 1997 CIVIC CENTER COUNCIL CHAMBERS Subject to Approval MEMBERS PRESENT: Ann Bovbjerg, Benjamin Chait, Pam Ehrhardt, Phil Shive, George Starr, Lea Supple MEMBERS ABSENT: Dick Gibson STAFF PRESENT: Bob Miklo, Scott Kugler, Sarah Holecek, Anne Schulte OTHERS PRESENT: Kirsten Frey, Lynda Ostedgaard, Harriet Alexander, LaVonne Schulze, Gordon Strayer, Charles Cuttier, Jim Jacob, Faye Strayer, Steve Grobin, Richard Rhodes RECOMMENDATIONS TO COUNCIL: Recommended approval, by a vote of 6-0, of REZ97-0003, a Sensitive Areas Development Plan and rezoning to OSA-20 and OSA-5, Sensitive Areas Overlay Zone, for 1.9 acres located at 1122-1136 North Dubuque Street subject to 1) the applicant reaching agreement with the Ostedgaards for a purchase or establishment of an easement on the portion of the Ostedgaard property that is required for implementation of this plan, 2) the applicant retaining Terracon Consultants for providing testing and observation during the excavation, grading, foundation, and construction phases of the project, 3) the applicant notifying the City of any site conditions discovered during implementation of the plan that would require substantial modification to the plan, and 4) that storm water discharge not be released onto Dubuque Street. Recommended approval, by a vote of 6-0, of SUB97-0019, a preliminary and final plat of a Resubdivision of Lots 14 and 15 and a portion of Outlot C, of Woodland Ridge Part I, containing 2.36 acres and located south of Meadowview Lane SW and east of Dane Road, subject to approval of legal papers prior to City Council consideration. Recommended approval, by a vote of 6-0, of SUB97-0020, a preliminary and final plat of W. B. Development 2nd Subdivision, a 5.17 acre, 2-lot commercial subdivision located north of Escort Lane and east of Naples Avenue, subject to approval of legal papers prior to City Council' consideration. CALL TO ORDER: Chairperson Starr called the meeting to order at 7:37 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. ANNOUNCEMENT OF VACANCIES ON CITY BOARDS AND COMMISSIONS: Starr said there was one vacancy on the Human Rights Commission for an unexpired term ending January 1,2000. He added that this appointment would be made at the October 7, 1997 meeting of the City Council. REZONING ITEM: REZ97-0003. Public discussion of an application submitted by James P. Glasgow for a Planning & Zoning Commission September 4, 1997 Page 2 rezoning from RM-20, Medium Density Multi-Family Residential, and RS-5, Low Density Single- Family Residential, to OSA-20 and ©SA-5, Sensitive Areas Overlay Zone, for 1.9 acres located at 1122-1136 N. Dubuque Street. (45-day limitation period waived to September 4, 1997) Miklo said staff ~eceived a revised plan on Thursday. He indicated an area on the diagram where a row of trees would be added to the plan. Miklo also said the location of the treeline has been clarified, supplementing the information distributed at the previous meeting. He added that typographical errors have been corrected on the plan. Miklo stated that there are a few minor technical errors that Public Works would like corrected before the City Council votes on the plan. He said the Commission could recommend the plan subject to those errors being corrected. Miklo said one issue staff would like to see further explored is the location of the proposed evergreen trees at the top of the slope. He said they appear to the east side of the drainage swale on the plan, but staff would like to investigate putting those on the west side of the swale, which would lessen the number of mature trees to be removed. Miklo said it may not be possible to relocate the new trees, because there may not be enough area for them to survive. He said staff is therefore asking the applicant's engineer to consult with an arborist to see if the relocation would be possible. Miklo said staff is recommending approval of the Sensitive Areas Development Plan and rezoning from RM-20 and RS-5 to OSA-20 and OSA-5, subject to four conditions that staff recommends be addressed by a Conditional Zoning Agreement. He said the plan should be subject to: 1) the applicant reaching an agreement with Ostedgaards to establish an easement on the portion of their property that is required for the implementation of this plan, 2) Terracon Consultants providing testing, observation, and reporting during the excavation, grading, and construction phases of the project, 3) the applicant notifying the City if any site conditions are different than those that appear on the plan, that would require substantial modifications to the plan, and 4) storm water discharge not being released onto Dubuque Street. Miklo said the revised plan shows the storm water being released into existing storm drains. He stated that the Public Works Department would like further clarification on that item, but is satisfied with it in concept. Miklo said he believed that the applicant had reached a general agreement with the Ostedgaards, but it had not yet been signed, as there were still a few details to be worked out. He said staff also understood that there was an agreement between the applicant and Terracon to provide supervisory services. Starr asked if the suggested change of the treeline location should be included in the motion regarding the application. Miklo said it could be added, but it was a fairly minor detail that could be worked out between now and the City Council vote. Bovbjerg asked if Public Works would be examining details of the two notes about connecting the water runoff to the City storm water sewers. She said the note on the plat said "connect to existing tile into existing City storm sewer". Miklo said that was correct - that they wanted the location where the existing lines are. Bovbjerg asked if this was something that would have to be worked out, and Miklo confirmed this. Bovbjerg asked if the details of how they would connect and how they would get down to the connection would ordinarily be worked out before grading. Miklo said that was true. Supple asked if the vacant lot east of this property is a buildable lot. Miklo said it would be buildable for a single-family house. Supple asked if that lot would be impacted by this change. Miklo responded that there would be some grading on the corner of that lot. Supple asked about the vicinity map showing two driveways coming off Ridge and Whiting at the three-way corner. She said only one driveway can be seen at the property. Miklo said there is not a Planning & Zoning Commission September 4, 1997 Page 3 second driveway there; he said that is the vacant lot owned by the Glasgows. He added that rather than just an easement, it is an actual piece of property that is undeveloped and abuts the street. Supple asked about John Cruise's name on the plan, as she believed Kirsten Frey to be the attorney for the applicant. Miklo said he believed that Frey is in the same office as Cruise, and she might address this issue. Bovbjerg asked if, while the arborist is looking at the trees and swale placement at the top, he could also investigate the trees right above the keystone. She said she is concerned that the trees could end up pushing the keystone, because she has seen it happen in the past. Miklo said when the plan was first submitted, staff asked for a recommendation by an arborist, and a letter was submitted that an arborist reviewed the proposed planting plan and said an appropriate species for the soil and location had been selected. Kirsten Frev, 2011 Rochester, said she was the attorney representing the applicant. Frey said she would respond to the four conditions staff cited for conditional approval of the plan. She said the applicant's engineer has walked the property with David Ostedgaard and discussed the terms and the need for the' plan with him. Frey said she prepared a proposed easement agreement, which she sent to the Ostedgaards' counsel. She said their attorney reviewed the agreement and sent it back with many comments. Frey said she reviewed these comments with her clients, and they agreed to adopt them. She stated that she had redrafted the agreement with the suggestions of the Ostedgaards' attorney included and was in the process of getting the necessary signatures. Frey added that there is a basic verbal agreement on the terms and that the Ostedgaards' attorney would like to review the agreement one final time before the Ostedgaards sign it. Frey said the engagement letter provided to the applicant by Terracon and distributed at the last Planning and Zoning Commission meeting has been signed and provided to Terracon. She said there is now a contractual relationship with Terracon to continue their involvement in the project. Frey said, regarding notification of whether the site conditions are different and would require plan modification, there are two different measures to ensure the City receives notification of those conditions, should there be any. She said one safeguard is that Terracon would not continue to sign off on the plan should the site conditions be different than anticipated. In addition, Frey said staff has requested a construction schedule, indicating where the project will be at certain stages, and has requested the applicant keep in constant touch to let staff know if the project is in step with that schedule. She said the applicant has agreed to provide that information to the City staff. Regarding storm water detention, Frey said she thought the changes had been made. She said the applicant's engineers would be happy to meet with City staff to clear up any remaining issues. Public discussion: Lynda Ostedqaard, 1701 Ridge Road, said she and her husband reviewed the agreement with their attorney. She stated that the applicant had agreed to the changes they asked for, and they would sign the agreement when they receive it. Harriet Alexander, 9 Forest Glen, said she was concerned about what will replace the trees that will be removed to build the wall. She said she wanted to be sure that there would be sufficient replanting wherever trees are taken out and ensure that her area is protected by having the trees. Alexander said the Ostedgaards were able to negotiate directly with the Glasgows, but Planning & Zoning Commission September 4, 1997 Page 4 the rest of the neighbors would like to see significant tree replacement in the City's contract. Alexander said she had not seen a copy of the plan. Supple provided her with a copy. LaVonne Schulze, 5 Forest Glen, said she had the same concerns as Alexander. She said when the trees are cut down, the sound buffer which they provide to the neighborhood will be lost. Schulze said she had not seen the plan, but the project will affect the entire area. Gordon Strayer, 1 Forest Glen, said he agreed with his neighbors. He said they wanted reassurance about the replanting, and the effect trees can have as a noise buffer. Strayer asked if an explanation of the plans could be provided. He said there is concern in the neighborhood about noise from Dubuque Street. Starr asked Strayer if he was concerned primarily about the trees or if his concern related to not seeing the plan at an earlier time. Strayer responded that his main concern was the trees. He said he felt the plan would work to prevent erosion, but he wanted to ensure it provided something about tree protection and replacement. Charles Cuttier, 1691 Rid.qe Road, said his property adjoins that of the Ostedgaards. He said he was concerned about the same issues as the other neighbors. Cuttier stated that he would like to see a disturbance that is as minimal as possible in the area so that the nature of the area will not be changed. He added that apartments should not have been built there in the first place. Ehrhardt asked if the plan addressed the trees. Miklo showed the treeline on the plan and the construction easement. He said the limits of the grading are ten to twenty feet from the construction easement. Miklo estimated there is a ten to twenty foot strip in that area where trees would be removed. He stated that replacement trees would be planted in the area above the swale, and staff is investigating the possibility of moving them to the other side of the swale. He said the applicant's engineer may want to address this issue. Starr asked about the impact of the tree removal on the areas discussed by the neighbors. Jim Jacob, 1780 St. Brid.~ets, Solon, said the reason the plan does not yet show any replanting of trees on the south end of the site as the slope comes down is because the engineer wants to limit the destruction of existing trees. He said in order to do that, the engineer will not take out more trees than is required to make the plan work. Jacob said if he wanted to put more trees back there, they would have to remove more trees in order to have a strip on which to replant. Kirsten Frey said this plan does require the removal of some trees, but it requires the removal of the least number of trees of all examined plans. She added that it would be impossible to stabilize this slope without removing any trees and that one of the reasons for this alternative was that it removed as few trees as possible. Frey said in order to address the noise issue, trees will be planted all along the top of the slope. Most of the trees to be planted will be evergreens. She said the evergreens will help block the noise even in the wintertime. Holecek asked if eventually more tree loss would result if this slope was not stabilized and if, through the stabilization, trees would end up being saved. Jacob said that was correct. Harriet Alexander asked how many trees would actually be removed. Ehrhardt said the Commission had been provided with a list of how many trees would be removed. Bovbjerg said the list referred to the limestone rock area. She said she did not know if it included the area between the rock area and the current treeline or where the rock area goes into neighboring properties. Starr said that not everything to be removed will be able to be replaced. Bovbjerg said the plan shows that some of the original treeline will be taken up with rock. Planning & Zoning Commission September 4, 1997 Page 5 Fave Strayer, 1 Forest Glen, asked how many trees would be removed and how many replacement trees would be planted. She said she would like to see a landscape plan. Strayer also said she would like to know what size the trees to be planted would be. She asked how the evergreens would be planted - if there would just be one row. Miklo provided Strayer with a landscape plan. Strayer counted ten trees shown as replacements on the map. She counted approximately 32 to be removed. Starr said some of the trees to be removed are in the area to be covered with rock. Miklo added that there will be additional replacement trees in the lower area. Strayer said the City should specify how big the replacement trees will be required to be. Starr asked if the plan indicated this. Miklo responded that there is not a requirement for replacement trees per se. He said he thought the agreement between the Ostedgaards and the applicant had some specifications regarding the replantings. Strayer asked who would monitor the planting to ensure that it is done and asked if the trees would be replaced if they did not live. Miklo said trees that did not live would be replaced. He said this plan is a planned development and the applicants will have to adhere to it and plant the trees as shown. He added that the City will monitor the planting - that the City has an inspector to monitor environmentally Sensitive Areas Plans. Miklo said there will be ongoing enforbement. Strayer asked how many feet the ten evergreens would be planted over. Miklo said it was between 100 to 120 feet. Supple said an arborist will be involved in the planting of the evergreens at the top of the slope. Strayer asked for the name of the arborist. Miklo said the arborist is Laura Hawks of Landmark Surveying and Engineering. Harriet Alexander asked about the area of land to the south. Miklo said there is not activity proposed or approved for that area. Public discussion closed. MOTION: Chait moved to approve REZ97-0003 a Sensitive Areas Development Plan and rezoning to OSA-20 and OSA-5, Sensitive Areas Overlay Zone, for 1.9 acres located at 1122-1136 North Dubuque Street subject to 1) the applicant reaching agreement with the Ostedgaards for a purchase or establishment of an easement on the portion of the Ostedgaard property that is required for implementation of this plan, 2) the applicant retaining Terracon Consultants for providing testing and observation during the excavation, grading, foundation, and construction phases of the project, 3) the applicant notifying the City of any site conditions discovered during implementation of the plan that would require substantial modification to the plan, and 4) that storm water discharge not be released onto Dubuque Street. Supple seconded the motion. Starr said this has been a long process, albeit a good one. He said he was not a professional in this area and felt the need to come to some level of 'satisfaction that this project will be done correctly. He stated that he has reached that stage and that he feels comfortable with what has been proposed and the modifications that have been made. Starr said it has taken quite some time to arrive at this, but he felt the end result would be worth it and he would vote in favor of this. Bovbjerg said she was glad the Commission did not vote before this meeting. She stated that if there were sufficient doubts on the part of the Commission, it should be deferred again. Bovbjerg said she herself thought that with the Conditional Zoning Agreement, the information the Commission has seen and heard, the agreer~ents that have been signed, and the level of analysis, engineering, and overview, this plan should work. Ehrhardt said she would also be voting in favor of this application. She said she was convinced by John Cruise's statement at the last meeting that the applicants want this to be done well and Planning & Zoning Commission September 4, 1997 Page 6 will carry through their plan in an honest manner. Chair said he wanted to acknowledge the applicants for their solution orientation towards resolving the issues that exist in a forward- looking manner. He said he would vote for the application. The motion carried on a vote of 6-0. Bovbjerg asked about the next step for this application. Miklo replied that there would be a public hearing on this item before the City Council on Tuesday, September 9, at 7:00 p.m. DEVELOPMENT ITEMS: SUB97-0017. Public discussion of an application submitted by Jim Anderson for a preliminary plat of Westcott Heights, a 109.6 acre, 47-1ot residential subdivision located on the west side of Prairie du Chien Road, approximately 4.4 mile north of Newport Road. (45-day limitation period: waived to September 4, 1997) Kugler said the applicant has requested deferral of this item. He said the Board of Supervisors has sent the applicant back to the drawing board. Kugler said the Board of Supervisors is concerned about the number of lots on a less than ideal access point along Prairie du Chien Road and has instructed the applicant to redesign the plan as a modified cluster plan with fewer lots and a larger range in lot sizes as a result. He added that the applicant has requested an indefinite deferral. Bovbjerg asked if the Board of Supervisors sent this back to its own planning staff. Kugler said he thought the Board of Supervisors had deferred the item. He said the appropriate zoning is not yet in place, and the plat is essentially on hold until the applicant submits a revised plat. Bovbjerg said the Board of Supervisors has expressed concern with subdivisions in the County, and she was pleased to see that they are actively responding to these concerns. Public discussion: There was none. Public discussion closed. MOTION: Bovbjerg moved to defer indefinitely, SUB97-0017, an application submitted by Jim Anderson for a preliminary plat of Westcott Heights, a 109.6 acre, 47-1ot residential subdivision located on the west side of Prairie du Chien Road, approximately ~A mile north of Newport Road. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. SUB97-0019. Public discussion of an application submitted by Jeff Maxwell for a preliminary & final plat of a Resubdivision of Lots 14-15 & Outlot C, Woodland Ridge, a 2.36 acre, 2-lot residential subdivision located on Meadowview Lane. (45-day limitation period expires September 28, 1997) Kugler stated that the deficiencies noted in the staff report have been addressed and the plat is ready to be voted on, although legal papers have not yet been approved. He said the purpose of the plat is basically to shift the location of an outlot between Lots 14 and 15 of Woodland Ridge. Kugler said a portion of Outlot C would be eliminated and a new 60-foot wide outlot is being platted to provide sufficient space for a street to go to the property to the south. He said the applicant has stated that the reason for this shift is to allow for a potential access to the property Planning & Zoning Commission September 4, 1997 Page 7 to the south. Kugler said staff feels it is not a bad idea to encourage potential access points for future use, but is concerned that the City's approval of this plat will be misinterpreted to imply that the City is advocating residential development of property to the south. He said that property is zoned agricultural, is located outside of the City's growth area, and is recommended for agricultural use in the Fringe Area Agreement. Kugler said staff sees no reason to change those policies. He said that while staff is recommending approval of the subdivision to allow this potential future access point, staff is not advocating residential development of the property to the south. Kugler said the proposed plat does not affect the overall layout of the subdivision. He stated that staff had previously raised concerns about the development of the eastern portion of the tract, which is yet to 5e platted. He said the applicant indicated in an early concept plan that they would like to extend a roadway across a wooded ravine to reach a ridge at the east end of the property. This would enable them to develop the ridge. When the preliminary plat was being considered, Kugier said staff recommended that instead, the roadway be extended to the north and when the property to the north develops, that the ridge receive access from the north. This would avoid disturbing the wooded ravine and would provide an opportunity for secondary access to the eastern portion of the subdivision. He said the recommendation for access in that manner will continue when the rest of the property is brought in for development. Kugler said staff recommends that this application be approved, subject to the approval of legal papers prior to City Council consideration of the plat. Ehrhardt asked how staff would communicate the recommendation that the platting of this outlot should not be interpreted to advocate residential development to the south. Kugler said staff wanted to make it clear in the staff report and at the public meetings. Ehrhardt asked if this must be stated in the legal papers. Kugler said it would not be in the legal papers. Holecek said the legal papers for subdivisions are basically covenants and restrictions on the property itself. She said the attempt is to make it part of the public record so it is not assumed in the future that the property to the south should develop residentially. Starr said the intent has been made clear. He also said it makes sense from a planning perspective to consider the northeast section in terms of future development. Public discussion: There was none. Public discussion closed. MOTION: Bovbjerg moved to approve SUB97-0019, a preliminary and final p~at of a Resubdivision of Lots 14 and 15 and a portion of Outlot C, of Woodland Ridge Part I, containing 2.36 acres and located south of Meadowview Lane SW, east of Dane Road, subject to approval of legal papers prior to City Council consideration. Supple seconded the motion. The motion carried on a vote of 6-0. SUB97-0020. Public discussion of an application submitted by Howard Winebrenner for a preliminary & final plat of W. B. Development 2nd Subdivision, a 5.17 acre, 2-lot commercial subdivision located north of Escort Lane and east of Naples Avenue. (45-day limitation period expires September 28, 1997) Miklo showed the location of this property on a map, stating that it is located south of Highway 1, east of Naples Avenue, and north of Escort Lane. He said the property to the south was recently annexed into the City and zoned C1-1. He added that the Commission has approved a preliminary and final plat for the area to the south. Planning & Zoning Commission September 4, 1997 Page 8 Miklo said the applicant is now proposing to subdivide Lot 1 into two parcels: a new Lot 1 approximately 1~ acres and a Lot 2 of approximately 3 1/3 acres. He said the proposed subdivision would require a new sanitary sewer service to be provided to Lot 1 and the applicant proposes to do that by an easement with a new service to Lot 2. Miklo stated that is acceptable to the Public Works Department. Miklo said the plat, as submitted, is in technical compliance with the subdivision regulations, and the applicant is seeking both preliminary and final plat approval. He added that staff is recommending approval, subject to approval of legal papers prior to City Council consideration of the plat. Starr asked if the Commission needed to state anything in the motion pertaining to the sewer service issue. Miklo replied that it would be reflected in the legal papers. Starr asked if improvements have occurred on Naples Avenue. Miklo responded that the improvements have been installed. He said that improvement was required as part of the county subdivision to the west of this property. He said there was a considerable delay in the work, but it has now been done to the City's satisfaction. Ehrhardt asked about the mention in the staff report that an existing site plan has been approved for Lot 1. Miklo said a site plan was approved for a car dealership that includes all of existing Lot 1. He said in order to receive a building permit, a new site plan will have to be submitted, because Lot 1 would now be smaller. Miklo added that staff approves site plans administratively. Steve Grobin, Ely, Iowa, said he is attempting to purchase Lot 1. He said he knew Landmark Engineering and MMS Consultants were working on the sewer issue. Miklo said he believed it had been resolved. Public discussion: There was none. Public discussion closed. MOTION: Shive moved to approve SUB97-0020, a preliminary and final plat of W. B. Development 2nd Subdivision, a 5.17 acre, 2-lot commercial subdivision located north of Escort Lane and east of Naples Avenue, subject to approval of legal papers prior to City Council consideration. Supple seconded the motion. The motion carried on a vote of 6-0. COMPREHENSIVE PLAN ITEM: Public Hearing of the Comprehensive Plan, including the South District Plan. Miklo said staff will be sending the Commission a revised plan, taking into consideration the comments the Commission discussed at its previous meeting. He said written material submitted by interested parties for incorporation into the plan would also be submitted to the Commission for review. Public discussion: Richard Rhodes, 2014 Rochester Avenue, said that per Gibson's request, he had submitted a letter to staff with suggested language regarding his request to include an item about invasive plant species in the Comprehensive Plan. He added that Miklo would be distributing the letter to Planning & Zoning Commission September 4, 1997 Page 9 staff with the next mailing. Public discussion closed, MOTION: Bovbjerg moved to continue to the Planning and Zoning Commission meeting of September 18, 1997, the public hearing of the Comprehensive Plan. Supple seconded the motion. Ehrhardt said she was submitting a suggestion for adding language to the Iowa City Growth Policy regarding the problem with arterials through existing neighborhoods. She said Miklo would distribute it to Commission members for consideration. Bovbjerg asked if Ehrhardt was asking that traffic on existing streets be considered when subdivisions are considered. Ehrhardt said that was correct and that besides traffic counts, the impact on the existing neighborhoods, including life and integrity issues, should also be considered. Bovbjerg said the Commission has examined traffic calming methods in some new subdivisions and that adding streetlights at walkways in some areas, such as Summit Street, might be the thing to do so that the two sides of an arterial street are not forever separated. The motion carried on a vote of 6-0. CONSIDERATION OF THE AUGUST 21, 1997 PLANNING AND ZONING COMMISSION MINUTES: Bovbjerg said the last paragraph on page 8 should be revised to more cleary describe the drainage of the weep holes. MOTION: Chait moved to approve the minutes of the August 21, 1997 meeting of the Planning and Zoning Commission, as amended. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. PLANNING AND ZONING COMMISSION INFORMATION: Bovbjerg asked who was scheduled to attend the Monday night City Council meeting. She said she was concerned that someone attend the meeting at which the City Council discusses the Cliffs' rezoning and that the person had all the minutes from March 29 on, referring to this item. Miklo said he would call whichever Commission member was scheduled to attend the meeting. ADJOURNMENT: The meeting was adjourned at 8:40 p.m. Lea Supple, Secretary Minutes submitted by Anne Schulte ppdadmin\mins\p&z9-4.doc IOWA CITY PLANNING AND ZONING COMMISSION MEETING THURSDAY, SEPTEMBER 4, 1997- 7.'30 P.M. CIVIC CENTER COUNCIL CHAMBERS SIGN IN SHEET Name 11. Address 12. 13. 14. 15. 16. 17. 18. MINUTES SENIOR CENTER COMMISSION MET~N~ VVEDNESDAY, JULY 16, 1997 SENIOR CENTER ASSEMBLY ROOM MEMBERS PRESEb~: Bebe Batlantyne, Wilma Conner, Joanne Hora, Robert Kemp, Terri Miller, and Alan Monsanto MEMBERS ABSENT: Kenneth Mobily, M. Kathryn Wallace, and Philip Zetl STAFF PRESENT: Michelle Buhman, Unda Kopping, Susan Rogusley, and Julie Seat CALL TO ORDER: Conner called the meeting to order at 3:20 p.m. MINUTES: Motion: To approve minutes as distributed. The motion carried on a vote of 6-0, KemptHora PUBUC DISCUSSION: None. VOLUNTEER RECOGNITION - BALLAN'P(NE The Volunteer Recognition Tea will be held on September 3, 1997, from 3:00-5:00 p.m. The invitations will go out no later than August 6, 1997 with an RSVP date of August 27, t997. Mercy Hospital will cater the Tea. The Senior Center staff and Commission are investigating potential sources for door pdzes. Entertainment will be provided by WKKY A Capella. SENE)R CENTER UPDATE Operations- Kopping The next Commissi.~n meeting was rescheduled for August 27, 1997. A $62,246 budget carryover from F"Y97 has been requested for building maintenance and equipmen[. ' - The contribution of $400.00 of Gift Fund money toward the purchase of a microphone system owned by Senior Dining, but available for Senior Center use, remains unresolved. Prior to investing in this system, questions related to microphone availability and scheduling pdodty still need to be addressed. Kopping will continue to attempt to obtain answers to these questions and proceed accordingly. On behalf of Senior Dining, Joe Botkcom and Mike Foster requested authorization to use the ground floor North stairwell area for storage of non combustible food items and to install a washer and dryer in a second floor storage closet. Fire Marshall Roger Jensen indicated he would be unable to approve the storage of anything in a stairwell because of fire safety. Unfortunately, there are no other storage optohs available at the Center. MINUTES SENIOR C~l*f~ COMMISSION MEETING WEDNESDA'f, JULY 16, 1997 SENIOR CEN'fER ASSEMBLY ROOM The possibili~ of Senior Dining plating a washer and dryer in the Center's second floor storage closet was discussed. Pdmary concerns focused on problems associated with venting, widng, plumbing, the inconvenience of the second floor location for Senior Dining staff, and se~udty issues associated with the access people using this closet would have to the rf¢f of the building. Several commission members questioned whether an alternative lor, alJon could be found in the existing kitchen area. A possible a~mative for Senior Dining would be to employ the laundry service used by the City, Arar~ark. Because Aramark provides towels and linens rather than launder items owned by someone else, Senior Dining could open up an additional storage area by eliminating their current need to store large amounts of linen products. A memo will te sent to Bolkcom and Foster informing them of the Fire Marshall and SCC decisions coracorning their requests. Prior to this ¢,mmission meeting, the Executive Committee authorized the Coordinator to charge pdnti~ costs for a limited number of Council of Elders Cookbooks to the Gift. Fund. All proceeds itom"book sales will be deposited directly into the Gift Fund. Money generated fr~ sales will reimburse the Gift Fund for pdnting costs and generate additional re,hue as well. Motion: To authorize the spending of Gif~ Fund money for the printing of the remainder ~ the Senior Center Recipe Books. Motion carried Kemp/Monsanto. Concerns wit~ HACAP's use of the AARP office space were addressed. Copies of the letter from IV~ Nassif of HACAP were distributed and the current situation was outlined. Kopping will ~scuss this situation with ttle Assistant City Attorney, Mitchell, and Start Good, local AARP President, to identify potential solutions. A public hea~g on'~he HVAC plans and specifications [s set for August 26, 1997. The tentative dat~for taking bids on the HVAC project is September 16, with the contract being award¢t on September 23, 1997. The Fitness ~)om.fi.~_0[ js..out f(~r..bidon Ju,'y-2~3;.~rM-~,iii b~'awarded on August 13. A Parking Tiller Committee is being formed in order to review disputed parking tickets issued by Setlot Center staff members in the North Lot and LJnn Street parking areas. The Commitlie will include representatives from the Courtall of Elders and Senior Center Commission,a Senior Center pa~tidpant, and a staff advisor. P~mms- S~ An instructor~r the Woodworking Shop has been identified. it has been decided, upon the advice or, he City Attorney's Office, to open the Woodshop only while an instructor is present. MINUTES SENIOR CENTER COMMISSION MEETING WEDNESDAY, JULY 16, 1997 SENIOR CENTER ASSEMBLY ROOM Upcoming events were reviewed, Votun,t, ee~'s - Rogusky An update of volunteer programs and opportunities was given. COMMISSION VISITS City C0_uncil Meeting- Kemp A review of ongoing Senior Center events was given to the Council as well as an update on the Senior Center Goals. Board of S.upervis0rs- Hora No report available. Motion: To adjourn. Motion was carried on a vote of 6-0. Kemp/Monsanto The meeting was ~djoumed at 5:00, Senior Center Mernoraadura To: Michelle Barman; Susan Rogusky, Julie Seal, Craig Bulnnan CCi Steve Atkins From: Linda Kopping Date: 22 July 1997 Re: Scheduled Use of 207 by the PCRB Effective immediately, room 207 will be reserved on the following days and times for use as office space by the PCRB: Mondays, 8:00 a.m. to 5:00 p.m. Thursdays, 1:00 p.m. to 5:00 p.m. Fridays, 8:00 a.m. to 5:00 p.m. This schedule accommodates Senior Peer Co~mseling, SHIIP and the New Horizon's Band practice sessions. Please let me know if you have any questions about this new mTangement. FY97 Fourth Quarter Summary SC_~ Scholarship 1 st Qtr. bal. $160.00 1st Qtr. bal. $1000.00 2nd Qtr. hal. $165.00 2nd Qtr. hal. $1000.00 3rd Qtr. bal. $208.70 2rid Qtr. bal. $1000,00 Deposits $10,00 Deposits $0.00 Expenses $0.00 Expenses $0,00 4th Qtr. hal. $218.70 4th Qtr. bal. $1000.00 .Voices. of Experience 1st Qtr. bal. 2nd Qtr. bat. 3rd Qtr. bal. Deposits Expenses 4th Qtr. bal. $1535.80 $1451.92 $1436.44 $600.00 $266.88 $1769.44 Funds earmarked: Class Computer Lab Dance Fund Golf Fund Lapidary Library Fund N.H. Band Pool League SSRO SCTV Scholarship Voices Earmarked Total Remaining Total Gift Fund Total: ~ift Fund Summary $5017.23 $992.50 $821.76 $162.77 $120.51 $435.O0 $4011.30 $421.96 $1147.88 $218.70 $1000. O0 $1769.56 $16,110.17 $27,338,11 $43,448.28 .Class Fund 1st Qtr bal. $4989,33 2nd Qtr bat. $4874.78 3rd Qtr bal. $4775.19 Deposits $531.00 Expenses $33.96 4th Otr. Bal. $5017.23 Senior Center Gift Fund FY97 Fourth Quarter Summary !¢api_dary Fund 1st Qtr bal. $0.00 2nd Qtr bal. $0.00 3rd Qtr bal. $0,00 Deposits: $275.36 Expenses: $154.85 4th Qtr. Bal, $120.51 C__qrnputer Lab Library Fund 1 st Qtr bal.$370.00 1 st Qtr bal, 2nd Qtr bal.$370.00 2nd Qtr bal. 3rd Qtr bal.$370.00 3rd Qtr bal, Dep,(Adjust) $622.50 Deposits Expenses $0.00 Expenses: 4th Qtr. Bal. $992.50 4th Qtr. Bal. Dance Fund N. H, Band 1 st Qtr bai. $855.97 1st Qtr bai, 2rid Qtr bal. $855,97 2rid Qtr bal. 3rd Qtr bal. $855,97 3rd Qtr bal. Deposits $0.00 Deposits Expenses $43.21 Expenses: 4th Qtr, Bal. $812.76 4th Qtr. Bal. Fia~ Fund Pool League 1st Qtr bai. $214.34 1st Qtr bal. 2nd Qtr bal. $214.34 2nd Qtr bal. 3rd Qtr bal, - $214,34 3rd Qtr bal. Deposits $0.00 Deposits Expenses $0.00 Expenses 4th Qtr. Bai. $214.34 4th Qtr. Bal. GoffFu~ ~ 1 st Qtr bai. $164.35 1 st Qtr bai. 2nd Qtr bal. $164.35 2nd Qtr bal. 3rd Qtr bal, $162,77 3rd Qtr bal. Deposits $0.00 Deposits Expenses $0.00 Expenses 4th Qtr. Bel. $162.77 4th Qtr. bal. $435.00 $435,00 $435,00 $0.00 $0.00 $435.0O $296.09 $1081.96 $5408.91 $I 875. O0 $3272.61 $4011.30 $611,15 $616.15 $613.95 $0.00 $191.99 $421.96 $1084.44 $1141,94 $1250.37 $0.00 $102.49 $1147.88 August7,1997 Mr. Bob Kemp 1122 Estron Street Iowa City, IA 52246 Dear Bob: As a first step in forming a Senior Center-based investment club, I spoke with Assistant City Attorney Mitchell to evaluate the legal ramifications of the Senior Center initiating and supporting such a group. As i explained to Mitchell, the'formation of this group would be preceded by some general programming related to the creation and/or operation of investment clubs. An activity group would then be formed and operate with the same level of support routinely given to all other Senior Center sponsored activity groups. Specifically, the Center would provide space for meetings, publicize the group in The Post and other media outlets, offer additional programming or informational support as requested, and provide copying and document services at current City rates. The Center would not handle any investment money generated by this group. Mitchell was concerned that if the Senior Center took an active role in creating the club and encouraging membership, members who lost money could look to 'hold the Senior Center liable for such losses. However, Mitchell was comfortable with the Senior Center providing some support'for the group, such as space for meetings, and offering additional programming or informational support as requested, provided the investment club formed of its own volition and the Senior Center did not take an active role in encouraging membership. Mitchell also recommended that, pdor to the Senior Center providing any support or services to the group, the Senior Center require that all members of the group sign a waiver releasing the Center of any liability for money lost. When and if an invest~nent gro.up is formed, the group should contact Program Specialist Julie Seal. She would be happy to arrange space for meetings at the Senior Center and .to otherwise help support the group as possible. Until such time, the best we can do is offer a program or series of programs for Senior Cen:[er members on investment strategies. Thanks for your interest in this projectl If you have any questi~)ns, please do not hesitate to give me a call. Sincerely, Linda J. Kopping cc: Julie Seal Dennis Mitchell iw,qtr/tk-kemp,ltr 410 EAST WASHINC~TON STREET o IOWA CITY. IOWA 52240-11126 · (319) .1~6.3000 * FAX (.ll~! ~:~6-5009 MINUTES IOWA CITY HOUSING & COMMUNITY DEVELOPMENT COMMISSION JUNE 19, 1997-CIVIC CENTER LOBBY CONFERENCE ROOM MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: OTHERS PRESENT: Ann Donovan, Charlie Eastham, Denita Gadson, David Purdy, Kathleen Renquist, Gretchen Schmuch Dan Cilek, Sandy Kuhlmann, Bill Stewart Pain Barnes, Steve Long, Bob Miklo, Steve Nasby, David Powers AI Axeen CALL TO ORDER, APPROVAL OF MINUTES FROM MAY 15. 1997: Chair Schmuch called the meeting to order at 6:35 p.m. Eastham moved to approve the May 15, 1997, meeting minutes. Purdy seconded the motion. The motion to approve the minutes passed unanimously on a vote of 6-0. PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA: There was none. REVIEW OF IOWA CITY COMPREHENSIVE PLAN: Bob Miklo presented an overview of the City's new Comprehensive Plan. The plan is used to guide the growth of the City over the coming years. It is being presented to City Commissions and other community groups for comments. He encouraged the members to read through the plan and make any comments, either individually or as a group. He pointed to the Community of Neighborhoods section and explained how the City will be working with neighborhoods in the future. The issue of multi-family housing needs and how that is dealt with in the plan was reviewed. The plan included the zoning changes suggested for multi-family housing and encouraging Neighborhood Commercial areas. On p-29, it is suggested breaking the City down into sub-districts and making more detailed plans for those areas working with the neighborhoods. This had already been done with the area south of Highway 6. Eastham asked what happens after adoption. Miklo said after it is adopted, the zoning ordinances will take place and changes in policy will reflect the goals of the plan. Eastham asked if the changes are suggested by zoning staff. Miklo explained the process and how the comments from neighborhoods, community organizations and City Commissions will be incorporated. Eastham said that he appreciated the survey information and found it helpful. Renquist asked about the portions of vacant land and the portion of that which is developable. Miklo said it was not possible to break it down and relate that to the restrictions in the Sensitive Areas ordinance. Renquist followed up with questions about the ordinance. Miklo explained the limits to development as set in the Sensitive Areas ordinance. Housing and Community Development June 19, 1997 Page 2 Gadson asked how the neighborhood groups are recognized. Miklo said they used the existing organizations and sent mailings to all residents but there was low turn-out. Eastham asked for the timeline for adoption. Miklo said other Commissions and Committees are examining the plan. It should be before the Council in August or September. Miklo explained the history of new editions and updates. Schmuch asked about the HCDC focus being reflected in City policy. Miklo said the plan deals with low and middle income housing development and encouraged the group to comment on those plans as they relate to CITY STEPS. Eastham questioned the multi~family housing zoning changes. Miklo explained the proposed changes and the areas were such development would be encouraged. Renquist asked what some of the sensitive areas are. Miklo pointed out the area across from Carousel Motors overlooking Hwy 1. Eastham asked about adoption of parts of the Plan. Miklo said it is done on the whole with the Council having the option to make changes. Renquist asked about the area near Hickory Hill affected by the First Ave. expansion. Miklo said the zoning was not being changed in that area. Renquist commented that Habitat for Humanity is having trouble finding a lot because Iowa City requires homes to have garages. Eastham said the City Code does not require garages, but subdivision covenants sometimes do. DISCUSSION OF CITY REHAB PROGRAM: Rehab Program Manual. Barnes introduced new Rehab staff member David Powers. She also noted that the Rehab Program Manual had been sent to Commissioners for their review and comment. She pointed to specific issues she wanted the Commission to discuss. Barnes explained that the manual was for internal use- staff, HUD, etc. On pg. 36, she discussed the priority system and the question of changing the order of the charter groups. Barnes explained the wait list and the circumstances for immediate service. Eastham asked when the process starts. Barnes said it was when they reach the top of the list. Many emergency situations come up, mobile homes and other situations are common. Eastham asked about the demographic breakdown of the applicants. Barnes explained the breakdown of the clients. Nasby explained the HUD provided median income guidelines for Iowa City. Schmuch repeated the question brought forward by Stewart regarding the elderly woman who ended up in a nursing home after rehab was started. Barnes explained that her health had gotten worse and ended up in a nursing home after rehab was started and now the son is going to sell the home. Eastham commented that may have been a unique situation. Barnes said they have to evaluate each application as it comes in and there is no way to predict the future of a client. Nasby said the ideas discussed by staff were to shift the focus of the program to include more households with children. Barnes said a new category would give a single person with children more points. Eastham questioned the point system and Nasby explained the ways applicants earn points. Barnes explained the possibility of a single person being able to be ahead of a couple with children because they have been on the list longer. Eastham Housing and Community Development June 19, 1997 Page 3 suggested a category of a small family that would give preference to a one or two parent household with children. Nasby indicated that this is a topic for discussion and they wanted to bring it to the Commission's attention. Barnes suggested defining household and children. Nasby explained the problems with defining youth, dependents and family characteristics. On page 8, Barnes clarified the verification of income circumstances. Nasby explained how the different organizations use different methods/standards for verifications. Barnes said HUD suggested the initial change and then the verification changed back to the old standard. The Rehab program has dropped the energy conservation program since it was not very successful. They did very little insulating or the other activities with the energy conservation program. Barnes reviewed the loan and the income levels. The computer looks at housing expenses versus level of a household's total debt (45%). Nasby said it took into account the applicants medical bills, student loans and other allowable expenses. Eastham asked what we considered to be a housing expense. Do we look at the mortgage, water bill, insurance and other associated expenses just as Section 8 does. Powers invited HCDC members to stop by the Planning office to view the Rehab computer system. On page 8, # F, the additional requirements for Rehab are that applicants attempt to obtain a loan from a bank to help cover the costs. Eastham said that if applicants borrow funds, that may put them at or near the top of the debt level, therefore the rest would be in a Conditional Occupancy Loan. Nasby explained the trade off of using private money and the options for funding. On page 16, the addition of referrals for applicants with problem credit history who may be losing points in that situation. Eastham asked if the loan is still given if there are credit problems. Nasby explained that there is a lien on the property which secures the loan so essentially no one is denied a loan. Barnes said this is a referral option to aid the clients so they can learn to better manage their money. Eastham did not understand the point of helping them with their credit situation of the loan is going to go through anyway. Nasby explained how they provide other referrals to help clients improve their situation. Renquist and Eastham agreed they should make it clear that it is a referral not actual credit counseling. Eastham asked what the point of checldng the credit history if they can't get turned away because of bad credit. Nasby said they use it to verify mortgage balances and other information. Barnes said they charge the three dollars that it costs Rehab to get the credit report. Out of 75 loans there have only been problems with 3 loans. Nasby said they need to have a delinquent loan policy since Rehab will be making more loans in the future. Eastham asked about the default loan policy. Nasby said there have not been any defaults because the staff keeps on top of these situations. Long commented that Rehab is flexible and they have to balance the cost of collection versus the amount received. Barnes would like a final decision on the proposed changes in August. Eastham commented on number 6, and asked when the application for a loan from a bank had to be done. Nasby said that usually is done when they are near or at the top of the list because Housing and Community Development June 19, 1997 Page z~ situations may change over the time they are on the waiting list. This is only done for the comprehensive rehab not the other situations. MONITORING REPORTS: Single room occupancy Housing (Stewart). Stewart was absent, so this report was postponed. GICHF Acquisition/Rehab Program (Kuhlmann). Kuhlmann was absent, so this report was postponed. Tenant Based Rent Assistance (Nasby). Nasby reviewed the spending in this' program as to this point. The FY95 allocation is almost spent and the FY97 funding will start soon. The HOME funds work just like Section 8 and provides assistance for rent. In most cases, the Housing Authority has it set up so it does include an action plan to ease off of assistance which helps the families with their overall goals. Eastham further described the program and questioned the relation between those in this program and how that effects the assistance they receive from other programs. Nasby described the relation between the programs and the effect on participants. FY98 Monitoring. Schmuch directed the Commission to start thinking about what programs were going to be monitored this year and who would do those programs. OLD BUSINESS: Informational needs for Reallocation of FY98 HOME funds. Nasby outlined the existing policy on reallocation. Renquist commented that no action could be taken this month. Nasby said the Commission needed to decide if projects not fully funded or not funded at all would be candidates for re-allocation. Renquist motioned to not open the process, Eastham seconded the motion, Eastham suggested reviewing the applications. Renquist questioned whether Eastham would be able to participate in the proceedings. Eastham questioned if the entire process would need to be re-opened. The motion carried with a vote of 6-0, Nasby reviewed the list projects with their level of funding received. Schmuch requested more information about the higher ranking projects. Housing market RFP update. Nasby said that Staff is currently interviewing consultants and that a decision will be made in July. Housing and Community Development June 19, 1997 Page 5 Update on audit for Heartland Candleworks. Long said that the local office of Clifton Gunderson was hired to do the audit for Heartland Candleworks. They will begin the inventory process next week and the balance sheet audit will be conducted on June 30, 1997. We should receive the results by September 1997. Council issues related to CDBG/HOME funding. Nasby referred the Commission to the memo in their packet from Maurice Head. Iowa City Housing Authority update. The Commission reviewed the report from June 12, 1997, that was included in the packet. NEW BUSINESS: Letter from Hawkeye Area Community Action Program. Axeen from HACAP described a situation with the stove and heating unit replacement problem/cost and recent events. The units were made by a company that is no longer in business and finding repair/replacement parts has been difficult. He described the situation, the need for correcting the problems, and offered to provide quotes for the costs. Schmuch asked if a motion was needed to accept the emergency request. Axeen said this was a request to submit a proposal for the request. Eastham indicated they might not need permission to make a request. Nasby explained the past policy on emergencies and reallocation of funds. Eastham asked about the problems with the units and the inspections. Gadson asked where the units are located. Axeen listed the locations. Eastham pointed out HACAP purchased these from the City Housing Authority in 1996 and questioned if they had been inspected as part of the deal. Axeen said the ovens were looked at but not taken apart and inspected so the flaws were not known. Eastham asked if there are any other replacement or repair costs that needed to be taken care of in the residences. Axeen said this was their safety priority at this point. He further explained the problems with the units and the attempts to correct them. Eastham asked what the monthly income HACAP was receiving from these units. Axeen said they received FMR, about t~675 a month gross rent. Schmuch asked how they were dealing with the emergency. Eastham said this may not be an emergency because the rental units can be occupied and temporary measures are being taken. Renquist said it could be considered an emergency since it possesses a danger. Eastham asked what the fire department comments were. Axeen said the stove was identified as the problem but it was not deemed uninhabitable. Schmuch questioned when the last time emergency funds were given. Nasby listed several of the past occurrences. Eastham said he could approve but wanted to see the cash flow statements for the last 12 months and the original CDBG funding application. Housing and Community Development June 19, 1997 Page 6 Schmuch asked if it would have to be out of contingency or out of the left over money. Nasby said emergency funding could be out of either source but if its not an emergency, then the reallocation process may apply. Renquist asked if they could wait until spring. Axeen said he would like to correct the problem as soon as possible. Gadson asked about the relocation of the CO2 detectors and its effect. Axeen described the reason they needed to be relocated. Gadson said it seemed the request for preventive measures. Axeen said it was to avoid a dang,~rous situation. Nasby asked Barnes for the definition of an emergency for Rehab purposes. Barnes from Rehab explained the danger of CO2 poisoning and the need for replacement when the potential is this serious. Schmuch requested a letter from the Fire Department or Housing Inspection Services to speak to this situation. Eastham suggested borrowing the money from a bank if it had to be replaced immediately. Axeen said they have that as an option and re-explained the funding situation. Schmuch said it needs to be decided if this is an emergency or not, then the way of funding/applying for funding needs to be decided. Renquist questioned why it does not qualify as an emergency and suggested a motion to allow the request. Nasby explained the time constraints and the need for council approval. Donoran motioned to consider the emergency requests from HACAP. Gadson seconded. Eastham explained why he would not support this without more information. Axeen commented that the official proposal would be more detailed and the requested information would be provided. Flenquist moved to table the motion. Eastham seconded. Nasby and Schmuch requested additional information to be in the proposal and suggested getting that proposal in as soon as possible. The motion to table the motion carried unanimously. Schmuch said this type of situation needed to be dealt with a set policy or procedure. Eastham commented on the emergency request procedure. ADJOURNMENT: Eastham moved to adjourn the meeting, Gadson seconded the motion. The motion passed unanimously by a vote of 5-0. ppdcdbg\mins\hcd6-19.do¢ RIVERFRONT AND NATURAL AREAS COMMISSION WEDNESDAY, AUGUST 20, 1997- 5:30 P.M. IOWA CITY CIVIC CENTER, LOBBY CONFERENCE ROOM MEMBERS PRESENT: Courtney Daniels, Wilson, Richard Catherine Pugh Joe Kral, David Thayer, Hoppin, Lori Goetsch, Jim Pugh, Larry Gretchen Grimm, MEMBERS ABSENT: Tom Riley, Ken Fearing STAFF PRESENT: Neumann, Franklin, Davidson, Dulceak OTHERS PRESENT: None CALL TO ORDER Daniels called the meeting to order at 5:35 P.M. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA Wilson commented on the University of Iowa Bike Fair. J. Pugh referred to the article about mussels near the dam. He questioned the impact of the trail on the area. CONSIDERATION OF THE MINUTES OF THE JULY 16, 1997 MEETING Daniels made a correction on page 4, 3rd paragraph, 3rd line "Neumann explained...". Each Kral needed to be changed to Fearing. Wilson made a correction on page 4, sensitive areas reference was changed to peninsula area. Pugh motioned to approve the minutes as amended. Kral seconded the motion. The motion carried unanimously. COMMISSION DISCUSSION Report on Johnson County REAP meeting Hoppin summarized the funding request made by Heritage Trees. The Solon School District requested funding to enhance the recreation area adjacent to the school. The City of Coralville also made a request for the Clear Creek Corridor. The next REAP meeting is set for Nov. 20. J. Pugh asked how Heritage Trees judged the age of trees. Goetsch described the core sampling process. Report on Hickory Hills Trail Plan Neumann said a second meeting was held. Dunbar-Jones presented concept plans. Neighbors gave a lot of input but were not receptive to the plans. They suggested adding more loops to the trail system. Wilson said there are many diverse opinions about the trails and many interested parties. J. Pugh repeated the suggestion of using asphalt millings for the trail bed. Daniels commented on how the "top down" effort with Hickory Hill has created much misunderstanding. She outlined the different groups and their interests. Riverfront and Natural Areas Commission August 20, 1997- 5:30 P.M. Page 2 Wilson said many of. the issues could be solved by design but there is not a clear idea of what purpose there is to be met. Daniels said there is no vision for its future use. Wilson said a bike group set up a meeting with Terry Trueblood to discuss mountain biking interests, this was a positive outcome of the meeting. Neumann said many people don't understand the handicapped accessibility laws and the effects of upgrading trails. Wilson noted that all the trails would not have to be accessible, just some sections. Thayer asked what instructions were give to the designers. Neumann said there were meetings with the neighborhood and City staff to set up the guidelines and safety concerns. Thayer was concerned over the instructions because of the past experience with Coralville parks. Kral asked how the hilly areas were to be treated. Wilson said the goal is trails being built on slopes under 5%. Kral asked why there was going to be such big change in the trails. Wilson explained the erosion concerns required limiting use of some areas. Grimm asked about the cemetery expansion. Neumann said he would ask Terry Trueblood to attend the next meeting to answer questions. FY 98 Work Program Discussion Franklin made a presentation outlining the authority and role of the Commission within the city government. She passed out a copy of the Stanley Plan preface which summarized the history of the plan. The Commission was meant to be advisory to the Council but is ambiguous in task. She listed the past Council legislation and activities of the Commission. She discussed the Sensitive Areas Ordinance and its administrative enforcement. Re-zoning affected by the Sensitive Areas Ordinance should be seen by the Commission for review and suggestions made to Council. J. Pugh asked if the Council or Planning and Zoning ever saw the minutes from this commission's meetings. Franklin said Councilors can choose to read them but P&Z does not get copies. Wilson pointed out Flood Plain development permits are not going through this commission. J. Pugh asked who does see the minutes from these meetings. Franklin said department heads, staff and council members get copies. She added that the Commission needs to voice topics/issues to specific departments/individuals attention. J. Pugh suggested that staff and the Commission need better interaction. Franklin said staff does direct topics when they arise, one example was flood plain ordinance review and peninsula development. Wilson said there was a missing link with the Council. Franklin said Daniels should be getting the Council packet, from that issues can be taken and put on the agenda. Then, the Commission could make recommendations to Council and be more involved in the review process. C. Pugh left at 6:20 p.m. J. Pugh said members have been gathering information from other sources. Franklin added that the Commission can make suggestions/recommendations to the County, Coralville and Iowa City. J. Pugh said a group recommendation should not preclude an individual voicing their own opinion. Wilson was concerned because the Commission wants to be more effective. Riverfront and Natural Areas Commission August 20, 1997- 5:30 P.M. Page 3 Wilson pointed out that the Commission was left out of sponsorship of the Ralston Creek Clean-up this year. Daniels said the Commission has been involved in many areas without clear direction or objectives which has caused them to miss opportunities and events. Franklin asked if the Commission used sub-committees. Daniels said it has not worked well in the past. Wilson said it created too many meetings and the group now uses "focus" sub-committees when issues arise. Franklin said the Commission needs to be creative and design its own focus. J. Pugh said members often generate their own ideas for projects. Grimm commented on her dislike with the direction of downtown Iowa City development, with the expansion of the University and the many apartments. Daniels said in order to accomplish priorities the group needs to. stay focused. The Comprehensive Plan gives some direction and the focus needs to be on issues Specific to the Commission. J. Pugh noted that the Commission membership requires an interest or passion for the issues related to the Commission. Franklin said the members need to stick to the charge of the Commission, she used the recent trail discussion to illustrate her point. She said there needed to be focus on issues appropriate for the Commission and not divert attention to areas that are covered by other Commissions. J. Pugh questioned where the Commission was to draw the line and how to avoid only being partly involved. Franklin pointed out that RTBC deals with the trails. Daniels said C. Pugh is the liaison to RTBC and the Commission. Davidson said Neumann provides the packet to RNAC. Daniels said that was useful information. Davidson said that RTBC was the principal body dealing with trails so comments to that group could be sent through Neumann or C. Pugh. Daniels used the FIRST plan for alternate trail routes as an example of being out of the Iccp. Wilson pointed to the Stanley Update timeline of 6-7 years. Franklin said FIRST has an established reputation and that was why the Council looked to their input on that issue. Daniels said the Commission has accomplished some but that information and communication needs to be improved. Franklin noted that on Sept. 4 at 3:00 p.m. there will be a peninsula tour with members of Planning and Zoning, RNAC, and Council. Planning for Flood Plain usage is needed in this area. She reviewed the new agreement with the Elks. Daniels asked if a combined group will help plan this usage. Daniels said Historic Preservation, Parks and Recreation and RNAC has worked on the Butler House project. Wilson left the meeting at 6:50 p.m. Daniels asked where people where to go when they got over the dam from the peninsula. Franklin said the trail is in the planning stage and RNAC would be involved through C. Pugh. Grimm commented that the McDonald property will be greatly upset by the pipe laying. Franklin said the workplan has been reviewed and suggestions to minimize damage have been made. Davidson and Grimm left at 7:00 p.m. Iowa City Comprehensive Plan subcommittee report. This will be included in the next meeting. Riverfront and Natural Areas Commission August 20, 1997- 5:30 P.M. Page 4 OTHER BUSINESS There was none. ADJOURNMENT J. Pugh motioned to adjourn. Goetsch seconded. The meeting ended at 7:05 p.m. ppdadmin\mins\rnac8-20.doc ,. MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION THURSDAY, AUGUST 21, 1997 - 6:30 P.M. LOBBY CONFERENCE ROOM - CITY CIVIC CENTER $wbject t0 MEMBERS PRESENT: Dan Cilek, Charlie Eastham, Sandy Kuhlmann, David Purdy, Gretchen Schmuch, Bill Stewart MEMBERS ABSENT: Ann Donovan, Denita Gadson, Kathleen Renquist STAFF PRESENT: Steve Long, Maggie Grosvenor, Linda Severson, Maurice Head, Pam Barnes, Traci Howard OTHERS PRESENT: AI Axeen, MaryAnn Dennis RECOMMENDATIONS TO COUNCIL: 1. Revise FY98 Action Plan as follows: Habitat for Humanity from $30,667 to $46,000 Iowa City Rehab Program $424,000 to $461,000 Iowa City/U of I Fire Safety Program $3,000 to $6,000 Contingency Fund $70,114 to $95,781 2. Emergency Allocation Request for HACAP in the amount of $4,886.00 CALL TO ORDER: Chairperson Schmuch called the meeting to order at 6:34 p.m. CONSIDERATION OF THE JUNE 19, 1997, MEETING MINUTES: Purdy moved to approve the June 19, 1997, Commission meeting minutes as submitted. Stewart seconded the motion. The motion carried by a vote of 6-0. PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA: Schmuch noted that since AI Axeen from HACAP was present, she would like to move him up the agenda to the public discussion item instead of old business. The Commission agreed. Axeen said that at the HCDC meeting in June 1997, CDBG funds were requested for the replacement of 14 stoves in the Broadway St. apartments. He said that there is no one that officially inspects stoves but noted that some units have had carbon monoxide detectors going off. HACAP hired someone to assess each stove, and found that there are a total of seven stoves that need to be replaced because the emergency valve is not coming down. He said that this is an emergency request for $4,886 to replace and dispose of the old stoves, and to install new shutoff valves. Stewart moved to allocate the $4,886 from the CDBG contingency fund in the form of a grant for the urgent need. Kuhlmann seconded the motion. Housing and Community Development August 21, 1997 Page 2 Eastham asked Axeen if the request was in the form of a grant or a loan. Axeen said that it was in the form of a grant. Eastham asked why HACAP would not be able to repay a low- interest loan out of their operating budget. Axeen said that the budget is already overspent, and the previously-received HOME funds were already spent. He said that they do not have a non-capital set aside because the expense per unit is smaller than the capital expenditure. Eastham asked why 824,000 is taken out. Axeen said that that money is reserved for major unit replacements and expenditures. Eastham noted that the way the project is managed, there is not enough money made to pay to replace fixtures and repair the units. He asked Axeen if HACAP was contemplating using CDBG/HOME funds for all their equipment repairs. Axeen said no. Eastham asked if this would be the last time that HACAP used public funds for maintenance items. Axeen said yes. Eastham said that he was not sure that the situation meets the criteria of an emergency request, and that replacing stoves is a normal expectation for any homeowner or property manager. He suggested having HACAP pay back a 3% interest loan over five years. Cilek asked how old the stoves were in each unit. Axeen said about 15 years old. Cilek asked why the new stoves had not been budgeted for. Axeen said they originally had budgeted to replace one or two per year, but not for all fourteen that needed to be replaced at once. Cilek asked if there were any other requests for contingency funds, and how much money was in the contingency fund. Long said that there are currently no other requests for contingency funds, and there is approximately 8100,000 in the fund. Stewart moved to amend his original motion to make the funds a loan and not a grant. Eastham seconded the motion. Kuhlmann asked who had originally inspected the units. Eastham asked if it was the Iowa City Housing Authority, and Axeen said that he was not involved with HACAP at that time. Axeen said he thought the units were appraised and the request was derived from that value. Eastham said that most property owners will inspect their investments or property before they invest. Cilek said that he saw no need for the 3% interest, and asked how HACAP would be able to pay back the loan. Head said that HACAP could receive flexible terms with the City to make the loan payments. Eastham suggested budgeting for ongoing maintenance problems so HACAP would not have the same problems in the future. Cilek said that he understood that problems arise, and he would like to make as easy as possible to replace the stoves, Eastham suggested applying an interest rate that matches the inflation rate. Long said that a payment plan could be developed where HACAP would pay 882 per month for five years. Cilek asked if it would cost more than 91,000 to keep track of the bookwork for this project. Head said no. Purdy asked if the units in question were all the ones on Broadway. Axeen said yes. Purdy said that he would prefer maldng the loan have a 0% interest rate. Stewart moved to make a 0% interest loan to HACAP for 84,886 for the replacement of unit stoves, with the first payment to be deferred for six months. Purdy seconded the motion. The motion carried by a vote of 6-0. Housing and Community Development August 21, 1997 Page 3 IOWA CITY HOUSING AUTHORITY UPDATE: Grosvenor said that Section 8 housing is currently at 97% occupancy, with a total of 527 certificates and 350 vouchers. She said that there are a total of 107 public housing units, with only two vacant. Stewart asked if the Housing Authority had received any calls about the changes in the leases for Section 8 housing. Grosvenor said that she is planning to have a meeting and invite all Section 8 landlords, and the City will not enter into the proposed changes without letting them know about them. She noted the recent Cedar Rapids Gazette featuring a Section 8 housing resident. Stewart asked if anything had been decided about ClAP funding, and if Iowa City had received any. Grosvenor said that she had not heard yet, but that the funding is allocated on a point system, with the programs with the most need receiving the most points. She said that funds can either be granted fully to a few programs or partially to many programs. Eastham asked if a management plan had been developed to help maintain public housing units without depending on ClAP funds. Grosvenor said that nothing is in place now because tenants are only required to pay 30% of their incomes, and that does not take care of many maintenance costs. Eastham asked what the average income for a public housing tenant was. Grosvenor said that she was not sure, and noted that Section 8 housing budgets sometimes supplement public housing. Grosvenor mentioned the Tenant to Ownership Program for current public housing tenants. She said that the Housing Authority has offered current tenants the options of purchasing their current units or another unit. If no one in public housing is interested, the program may be opened up to Section 8 tenants. Eastham asked how many tenants had been identified for this program. Grosvenor said 20, and one tenant has agreed to be the first to go through the process. She said that the first phase of financing should take place this fall. Stewart asked how the tenants get references, sign releases and get bank information. Grosvenor said that those steps will take place in Phase 2 of the project. Grosvenor said that the Housing Authority recently hired three new employees. Eastham noted that since Grosvenor and the new employees were hired, occupancy has been very good. PUBLIC HEARING: Public hearing opened. 1994 Supplemental CDBG Flood Relief GPR Long said that the GPR is the accounting record of previously approved flood related projects, and it describes each project and the remaining balances. He said that this GPR is for 1994 Supplemental CDBG Flood Relief funds. Stewart suggested dating the project if it had started on page 5. Housing and Community Development August 21, 1997 Page 4 FY97 CDBG Grantee Performance Report (GPR) Long said some year-end client reports from programs receiving funds are needed to make the report complete. Head said that staff is required to give the number of households benefiting from the program, and that number is broken up into racial, income and head of household gender categories to further determine what groups are benefiting. Long noted on pages 21-22, there is an overview of fund distribution, and said that that amount is well under the allowable program administrative cap. Eastham asked who the grantee was on page 21 with program income. Long said the City is the grantee. Long said after page 23, the number of outstanding loans is shown. He noted that number is higher for conditional occupancy loans. 1997 HOME Annual Performance Report Long noted that this is more of a narrative report. Eastham asked if there was a separate report on HOME program incomes. Head said most income is from CDBG funds and it all comes back to the program. Purdy suggested a correction on the fourth to last page in the HOME program housing rehabilitation section. He noted that there was a project with one subcontractor last year. FY97 Consolidated Plan Annual Performance Report Purdy noted that on page 11, section C where it says to refer to a table; there is no table. Head said that report is not complete because staff did not have all the information, but the information would be in the final report. Purdy suggested adding the word "had" to the first sentence on page 13. MaryAnn Dennis of the Greater Iowa City Housing Fellowship, asked if all agencies who receive funds would receive a copy of this report. Head said that copies of the report will be made available at the Public Library, City Clerk's office and the Planning Department. He said that staff would make funding recipients aware of its availability. Dennis requested that staff send the GICHF a copy. Public hearing closed. REALLOCATION OF FY98 HOME FUNDS: Dennis said that the GICHF would not be requesting funds for their project. She said that they received a t~90,000 grant from the Federal Home Loan Bank and therefore, can complete their project with the funds from the City. She thanked the Commission for their consideration, but said that the GICHF did not need the extra money. Schmuch asked what the procedure should be for allocating the unused funds. Stewart said it made sense to honor the two original requests that were not fully funded. He noted that the Habitat for Humanity project should only be funded for their original request; not for the newly requested amount. Long said that Nancy, the Habitat contact person, called him from the site of their most recent blitz build. He said that they purchased the single- family lots for 812,500 each in Whispering Meadows with the 1997 HOME funds they received. He said that they are planning to have a family living in one of the houses by October 1, 1997. Housing and Community Development August 21, 1997 Page 5 Eastham asked how many homes Habitat was planning to build this season. Long said that they were planning to build four; two with the HOME funds they received and two with money and labor donated by two local churches. Eastham asked what the status of the building plans for the remaining HOME funds. Long said that Habitat has to work out some neighboring zoning details, but the land has not been purchased. Eastham asked about Habitat's compliance with fair housing. Head said there is a provision in the HOME Agreement about fair housing and affirmative marketing. Eastham said that he used to be on the board that selected the families for Habitat, and said that he had reservations about possible racial discrimination in the selection process. He noted that seven of the last eight families accepted into the Habitat program were Caucasian. Head said staff has discussed with Habitat marketing the program to a wide range of people, using the Housing Authority, and advertisements on city buses and in local newspapers. Stewart suggested reallocating funds to the mobile home fire safety program. Pain Barnes said that CDBG funds were used, and there is a trailer burn scheduled for October 11, to demonstrate how destructive a fire can be and how important it is to have fire alarms installed in every trailer. She said that the more money they receive, the more smoke alarms they can purchase. It was noted that the program could only use CDBG funds, and not HOME funds. Stewart asked if the HOME funds could be switched to CDBG funds. Schmuch asked if every original applicant had been notified. Long said that every applicant that did not receive full funding was notified of the available funds. Eastham said that unprogrammed money could also be put into the City contingency fund if it is not allocated. The project from Swenson and Associates land acquisition project was considered, but Schmuch noted that HCDC had previously decided not to fully fund this project because it was a pilot project and Swenson was a new applicant. Cilek asked if the funding process could be changed to an ongoing one, or the process could be reopened for this year to give all applicants a fair chance to get the funds. Schmuch said that she would not feel comfortable allocating the funds without a clear justification for each project and a structured timeline for the application. Head said that if the left over funds were put into the contingency, they could be reallocated next year during the CDBG/HOME fund application process. Eastham encouraged members to find the best overall uses for the funds. Stewart moved to allocate $15,333 to the Habitat for Humanity in the form of a grant, 837,000 to the Iowa City Rehab program in the form of a grant, 83,000 to the Iowa City/University of Iowa Fire Safety Program in the form of a grant, and 825,667 to the contingency fund. Eastham seconded the motion. Purdy asked what the Iowa City/University of Iowa Fire Safety Program would be cutting if they were spending more money for smoke alarms. Barnes said they would spend an additional 81,500 on the smoke alarms and cut the educational and marketing equipment. The motion carried unanimously by a vote of 6-0. Housing and Community Development August 21, 1997 Page 6 OLD BUSINESS: Community Housing Forum Update Head reported on the Community Housing Forum. He said that the Funding Mechanisms Subcommittee has proposed six ideas as a strategy. The first is developing an affordable housing funding pool, using $250,000 of City HOME funds and 9150,000 of City general funds. Projects would be considered year-round with this strategy, and individual projects would have to be approved by the Commission. The second strategy is to have low-interest local revenue bonds with permanent financing for about 3% lower than what is available on the private market. Head said that the subcommittee recommended a funding level of 92 million for this project. The third strategy is to develop a mortgage rehabilitation program for homes under 9100,000 that need repair. This would lower costs by wrapping the rehab costs into one payment; the first mortgage. The fourth strategy is the First Home Program, a downpayment assistance program for first time home buyers. Head said that 950,000 for the program would come from the HOME funds for the first year, and another money source would be identified after that period. He said that subcommittee members liked the idea of paying back the loan when the house is sold, which is similar to the existing program. The fifth strategy is the affordable housing fund, which would give the interest accrued on rent deposits back to landlords for the purpose of unit repairs. Head said this would require changing a state law. Stewart said he thought this strategy has some real potential. The final strategy is to develop a link deposit program for affordable housing in the community. Stewart said he thought that this would appeal to business owners. Head said the strategies the Development and Regulatory Subcommittee discussed are: small lot zoning of 4,000 square feet, reduction of lot widths from 45 to 25 feet, reducing infrastructure costs by reducing residential street widths to 26 feet from 28 feet, decreasing setback requirements, creating a fastrack approach for affordable housing or formalizing the current process, analyzing the Development Code to make it user friendly, allowing a density bonus for affordable housing and promoting neo-traditional development at the Peninsula site. Head said that the Target Groups and Goal Setting Subcommittee will meet on August 28, 1997, to review comments and develop a final report. Two weeks after that, a Development and Regulatory draft report should also be ready. Head said that all three subcommittees will meet together in October to finalize their comments. He said that he expected to present this information to the City Council in November. He said that he would get copies of the subcommittee reports put into the Commission members' September agenda packets. Review of Memo to Council Regarding the Allocation Issue Housing and Community Development August 21, 1997 Page 7 Head passed out a memo directed to the City Manager and City Council regarding the determination of priorities for CDBG and HOME funds. The Commission decided to try to answer the eight questions and send the answers to the Council and City Manager. Eastham asked what is considered a return for question number 1, and what is an appropriate developers fee. Stewart said a return is a profit for the investor. Head noted if a profit is made, the investor is using public funds to make a profit. Eastham said that private developers should not make money; only what they invested in the project. Cilek said he thought the incentive for the developer is to be cost effective and efficient without limiting profit. Eastham said the owner/investor should receive whatever profit he/she can receive on a project, but there should be a limit to how much profit they could receive when they use public funds. Head suggested that staff would do some more research to find standards for this situation, and develop different models and scenarios for return on profit to be discussed at the next meeting. For question number 3, Head said that an issue raised by Council concerned having more money for job training and economic development in the area. Eastham noted that most businesses either provide jobs directly or are referral agencies. He asked other members why no one liked Torus, the company that constructed telescopes and provided jobs. Commission members said they did not fund the project because the applicant told them he was receiving other funds for the project, the skill requirements for employees was very high and required intense training, so it would help a limited number of people. Eastham asked if that type of business training could be removed from the public service category. Head said staff will be exploring this possibility. Eastham suggested staff find a way to get more applicants for the various funds and categories. Long said that staff has never solicited or done an outreach program for economic development. Schmuch asked if that is something staff should steer toward. Long said they could in the future. Purdy said he would like some more information about the City of Dubuque's policy on economic development. Cilek asked what the demographics of the target population for this program are. Head said the requirements are that they be 80% below the median income, and those with the most need should receive some priority. In reference to question number 6, that addressed income limits, Eastham said that this question addressed whether or not students should benefit from the program. He noted that 25% of Section 8 housing residents are students. Cilek asked why the Commission could not be more flexible about that, and asked if the Council and City Manager wanted open ended questions and answers. Stewart said that the Commission needed some kind of direction from Council to help answer the questions. Eastham said that he thought the Council would be opposed to a program that benefited mostly students that could eat up all the funds reserved for others in need. Cilek suggested to wait until it becomes a problem before students are denied funds. Stewart said that numbers and statistics could be twisted to say anything, and that the River City Housing Collective was a unique situation. Cilek noted that almost every agency that received funds could be utilized by students, so why was it so important that they not receive housing funding. Housing and Community Development August 21, 1997 Page 8 Kuhlmann said that she would like to have the Council answer the eight questions to give the Commission some direction for the next allocation session. Head said that the Commission should attempt to respond to the questions to give Council an indication of the thinking on the Commission. NEW BUSINESS: Kuhlmann presented her monitoring report on the Greater Iowa City Housing Fellowship/Acquisition/Rehab Project. She said that the total project budget is 8969,400, and the project has supported the purchase and renovation of 12 rental units managed by GICHF. The rental units consist of seven single family homes, three condominiums, and one duplex at scattered sites in the Roosevelt, Twain, Lemme, Lucas and Grant Wood school districts. GICHF has a signed contract for the renovation and new carpet installation in the amount of 88343.00 for the duplex, and they expect to come in under budget at a total of 8910,000.00, not including developer fees. Long noted that this was Eastham's last meeting, and thanked him for five years of service on the Commission. ADJOURNMENT: Stewart moved to adjourn the meeting. Purdy seconded the motion. The motion was carried by a vote of 6-0, and the meeting was adjourned at 8:41 p.m. Minutes submitted by Traci Howard. ppdcdbg\rnins\hcdc8-21 ,doc