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HomeMy WebLinkAbout1996-01-16 Bd Comm minutesMINUTES IOWA CITY BOARD OF ADJUSTMENT WEDNESDAY, OCTOBER 11, 1995 - 4:30 P.M. CIVIC CENTER - COUNCIL CHAMBERS MEMBERS-PRESENT: Susan Bender, Lowell Brandt, Patricia Eckhardt, Bill Haigh, Tim Lehman MEMBERS ABSENT: None STAFF PRESENT: Melody Rockwell, Anne Burnside, Ron Boose, Jeff Haring CALL TO ORDER: Chairperson Eckhardt called the meeting to order at 4:31 p.m. ROLL CALL: All members were present. CONSIDERATION OF THE SEPTEMBER 13, 1995, MINUTES: MOTION: Haigh moved to approve the minutes of the September 13, 1995, meeting of the Board of Adjustment, as printed. Lehman seconded. The motion carried on a vote of 5-0. SPECIAL EXCEPTION ITEMS: EXC95-0022. Public discussion of a request submitted by the All Nations Baptist Church for a special exception to expand a religious institution for property located in the RS-5 zone at 1715 Mormon Trek Boulevard. Rockwell said according to the applicant, the English-speaking proportion of the All Nations Baptist Church has grown. The church would like to install a modular building to serve as a temporary English-language worship service site until a permanent annex can be added to the church structure in the future. The applicant is requesting a special exception for the temporary modular building addition. Rockwell said an expansion of a religious institution is permitted if the additional regulations of Article L are met. Rockwell noted the church had demonstrated that it can comply with the additional regulations in that it does have access to an arterial street, there is more than sufficient lot area, and the minimum setback requirements are met. Regarding the appropriateness of the expansion, Rockwell noted that according to the site plan, the modular addition lies approximately 320-375 feet distant from the Mormon Trek Boulevard right-of-way. This is a considerable setback, although this is offset somewhat by the high visibility of the proposed hilltop location. The aesthetic concerns about the visibility of the modular structure are somewhat ameliorated, Board of Adjustment October 11, 1995 Page 2 because the addition is not intended to be a permanent structure. Rockwell said screening does not appear to be a practical option for a temporary, hilltop location. Except for aesthetic considerations, the proposed temporary building addition should not impact the public welfare, impede the enjoyment of neighboring properties, or affect the redevelopment of other properties. The most affected properties tothe east and northeast are buffered in part by the ample distances between the proposed location for the modular building and the residences, the relatively small size of the modular building, (1 5 feet by 76 feet), and the intent of the church that it be used for two years, or less. Although use of the addition is likely to increase traffic in the area, this should not pose a problem given the excess capacity available on the adjoining segment of Mormon Trek Boulevard. There is more than sufficient parking available on site. Rockwell said although the modular addition is intended to be used only temporarily, it must meet all Code requirements. In the RS-5 zone, only one principal building may be located on each lot. In order to comply, the modular building must be architectural- ly integrated with the existing church structure. Rockwell said staff recommends approval of EXC95-0022, a special exception to expand a religious institution use, that is, to allow installation of a 15 foot by 76 foot modular building attached on the northwest side of the existing All Nations Baptist Church for property located in the RS-5 zone at 1715 Mormon Trek Boulevard, subject to 1) use of the modular building addition on the 1715 Mormon Trek Boulevard property should not exceed a period of 24 months, and 2) the temporary modular addition should be integrated with the existing church structure to function as part of one structure. Rockwell noted that Ron Boose, Senior Building Inspector for the City, was on hand to answer any questions the Board might have. Public hearing: Jong Koo Lee, 1715 Mormon Trek Boulevard, minister of the All Nations Baptist Church, said he was on hand to answer any questions. Lee explained the history of the site and church. He said with the influx of Americans and other English-speaking persons, there is an immediate need to have an alternate worship area. Lee said the modular building is in good shape. He did not feel its attachment would pose a detriment to the church, or to the surrounding properties. He noted that more than the required parking already exists on the site. Public hearing closed. Bender asked why the site for the modular structure was moved from the south side to the north side of the church. Rockwell said the structure was originally ~ntended to be a stand alone structure. The City Code, however, does not permit more than one principal structure on a lot within the RS-5 zone. Haigh asked whether the fact that Board of Adjustment October 11, 1995 Page 3 1 the structure would be in place for up to two years was acceptable to the congrega- tion. Lee said that construction for a permanent addition on the south side of the existing structure would begin soon and that the congregation was pleased that accommodations would be made temporarily until the permanent structure can be completed. Lee said that the grade of the lot, the interior layout of the primary church, and the location of utilities in the existing structure made the northwest side of the existing church the best location for the attachment. MOTION: Haigh moved to approve EXC95-0022, a request submitted by the All Nations Baptist Church for a special exception to expand a religious institution use, that is, to allow installation of a 15 foot by 76 foot modular building attached on the northwest side of the existing All Nations Baptist Church for property located in the RS-5 zone at 1715 Mormon Trek Boulevard, subject to 1) use of the modular building addition on the 1715 Mormon Trek Boulevard property should not exceed a period of 24 months, and 2) the temporary modular addition should be integrated with the existing church structure in order to function as one structure. Bender seconded the motion. Haigh said that the request appears to be an acceptable alternative that will allow the church to get started on the addition, while continuing to serve the expanded congregation. Haigh said he has no problem with the request, because it is a temporary situation. Due to the proposed location of the modular addition being a fairly substantial distance from surrounding properties and somewhat isolated from the neighboring residential population, Haigh felt the request did not appear to pose an aesthetic problem. Brandt agreed with Haigh regarding aesthetic concerns. Brandt said the ample lot size contributes greatly to minimizing aesthetic concerns. Brandt also commended the church for making every effort to comply with the various Codes, and for its willingness to reexamine the location and design of the proposed temporary structure, Lehman said the request appears to meet all the requirements cited by staff. He said he would vote in favor. Bender agreed with the comments made by her colleagues. Bender said she could understand constraints that can be imposed upon an existing structure and its constituents when an organization wishes to expand. She felt every effort had been made by the church to meet City requirements as well to meet the needs of its congregation. She said as long as it's a temporary situation, she was not opposed. She noted there was no neighborhood opposition to the proposal. Eckhardt agreed with her colleagues and said she would vote in favor of the request. The motion carried on a vote of 5-0. EXC95-0026, Public discussion of a request submitted by Merlin Harem for special exceptions to allow dwelling units above the ground floor of a commercial use and to Board of Adjustment October 11, 1995 Page 4 modify the screening requirements for a parking area for property located in the CC-2 zone at 1108-1110 Dodge Street. Rockwell explained the location of the proposed structure in relation to the Highway 1 right-of-way. Rockwell said Harem had received a building permit to construct a one-story building for retail and/or office commercial use. Hamm now proposed to add a second-story to the structure with two three-bedroom apartments and one efficiency apartment located above the commercial ground floor level. Rockwell said the Code provides that the Board of Adjustment may permit dwelling units above or below the ground floor of another principal use permitted in the CC-2 zone, provided the density does not exceed one dwelling unit per 1,800 square feet of lot area. The lot area of the 1108-1110 N. Dodge Street property is 11,925 square feet in size, which allows 3,975 square feet of lot area for each of the three apartments. Rockwell said although the properties fronting along Dodge Street in this area are commercially zoned, there is a mix of commercial and residential uses. Rockwell noted that the applicant has submitted a revised plan that indicates appropriate screening will be provided between the commercial use and the single-family residential uses to the east and west as well as the multi-family residential zone to the south. A special exception to modify the screening requirement for the property is no longer needed. Rockwell said to date, staff had not received a site plan that shows enough legal, off- street parking spaces to meet the requirements for both the commercial and the residential uses. To avoid parking spillover problems, sufficient parking should be provided on the site in compliance with the parking area design requirements of the City Code. Rockwell said ten off-street parking spaces are required for the commercial use on this property, and five off-street parking spaces are required for the proposed residential use. That is, a total of 15 parking spaces is required. The most recent site plan submitted on September 26, 1995, shows 12 parking spaces in compliance with the parking area design requirements; this is three spaces short of what is required, Rockwell said the applicant has indicated that he may apply for a minor modification to allow a handicapped-accessible parking space in a front yard. Rockwell noted that relocating the handicapped-accessible space to the opposite side of the building away from a parking area located immediately adjacent to the two front doors of the commercial establishments would not be done for the convenience of the people for whom the parking space is intended, but would be primarily intended to increase the intensity of use for this property. Rockwell said the suitability of locating residential units in this area also needs to be considered. The property is located in a CC-2 zone that is in transition from primarily residential uses to commercial uses. However, the dairy located in the Highway Commercial zone immediately across Dodge Street to the north has nearly industrial Board of Adjustment October 11, 1995 Page 5 impacts on nearby residents in terms of noise and truck traffic. Because there are residential units in the area does not mean that more should be added. She noted that most of the residences in this area existed prior to the expansion of the dairy to its present size. Rockwell said when reviewing a request for a special exception, the Board should consider the proposal's compliance with the Comprehensive Plan. A core transporta- tion policy cited in the Iowa City Comprehensive Plan calls for the City to "designate potential arterial streets prior to development to assure adherence to all the arterial street standards, particularly those standards addressing limited access, adequate buffers, and sufficient rights-of-way." On May 12, 1992, the City Council approved a resolution, by a vote of 7-0, to incorporate an arterial street plan for the Iowa City urbanizod area into the Iowa City Comprehensive Plan. The adopted arterial street plan designates Dodge Street between Governor Street and Dubuque Road as one of the five corridors in Iowa City most severely impacted by inadequate street capacity. Rockwell said this segment of Dodge Street is also State Highway 1, and serves as a major north-south link to 1-80. The Comprehensive Plan notes that an expansion of this segment of Dodge Street is necessary to reduce the severe vehicular capacity constraints to acceptable levels. The Capital Improvements Program (CIP) adopted by the City Council has reconstruction of the Dodge Street corridor between Governor Street and Dubuque Road scheduled for Fiscal Year 1998, which begins in July 1997. The reconstruction will include installation of signals at the Prairie du Chien and Dodge Street intersection, which is the first intersection south of the applicant's 1108-1110 Dodge Street property. It will also include the installation of sidewalks. According to the City Public Works Department, an 85-foot wide right-of-way is needed for the reconstruction of the road and the installation of sidewalks and utilities. The existing right-of-way width is 66 feet. To accommodate the wider sidewalk to be installed on the south and west side of Dodge Street, an additional 12 feet of right-of-way will be needed on this side of the corridor, including across the applicant's property. Rockwell said that when the corridor is widened in approximately two years, the City will be required to purchase the additional right-of-way that is needed. The parking area for the 1108-1110 Dodge Street property can be reconfigured outside of the expanded right-of-way to provide a total of 10 or 11 parking spaces on the site. This would meet the parking requirement for the commercial establishments, but would eliminate most or all of the parking required for the residential units that are being requested. The property would become nonconforming due to insufficient parking, and spillover parking problems could occur. The Comprehensive Plan is intended to be a guide for development decisions. Approving dwelling units for this property would be contrary to the arterial street system plan for Dodge Street that is set forth in the Comprehensive Plan. Rockwell said the shape of the lot combined with the location of streets on the north and east boundaries, and single-family residential uses to the east and west, and residential zone to the south place constraints on the way the lot as it exists today can be developed. To date, the applicant has not demonstrated that sufficient parking can Board of Adjustment October 11, 1995 Page 6 be provided on the property for the requested dwelling units. This situation will be exacerbated when the Dodge Street reconstruction occurs. It is in the public interest and in accordance with the Comprehensive Plan to widen a street corridor that has severe capacity constraints and substantial congestion. It would not be advisable in terms of the public welfare or the potential negative impacts on the neighboring properties to approve residential uses that will become nonconforming when the adopted arterial street system plan is implemented in the Dodge Street corridor. Rockwell said staff recommends that EXC95-0026, a special exception to permit two three-bedroom apartments and one efficiency apartment above a commercial use for property located in the CC-2 zone at 1108-1110 N. Dodge Street be denied. Rockwell noted that she had received telephone calls from three neighboring properties owners, two from neighboring residential property owners and one from the dairy manager. All three expressed concerns about parking congestion in the area, including existing parking problems in the dairy lot. The dairy manager did say, however, that the dairy was not opposed to the request outright. Brandt asked whether any issues had arisen from the granting of the building permit for the single-story structure. Boose said no problems had arisen, that there is sufficient parking for the single story structure and there would be sufficient parking even after the widening of Dodge Street. Public hearing: Donald K. Vrchotickv, 1030 St. Clement's Street, a neighboring property owner, submitted a letter representing the views of another neighboring property owner and noted that two more area residents, opposed to the request, are in attendance tonight. Vrchoticky said this display of sentiment represents four out of five neighboring property owners. Vrchoticky read a statement as follows: "This letter is in response to the hearing to be held, on October 11, 1995, concerning the application. We oppose this request for many reasons. The area is highly congested now. The additional parking this will require will only cause more congestion. If anyone in back of this area should need fire assistance, medical assistance, etc., or anything else, it would be virtually impossible to get to them if there were many, or any, cars parked on the street, because the alley is already very narrow. This alley is now used as a route to the Hill Top Tavern. When people start to park along here then even greater problems will result. The City says that it will conduct road work on North Dodge Street to widen the street. When this happens, all of the parking in the front of the area will probably be wiped out, and some of the people will then likeIv park along the street as there are few other options. This parking will probably occur in areas in which family dwellings, such as our own, exist. Is this the correct thing to do?" Vrchoticky said the residents do not think it is. "Please consider the people of this area who have lived here for years, and do not allow dwelling units to be built on top of the existing structure." Board of Adjustment October 11, 1995 Page 7 Public hearing closed. IVlOTION: Brandt moved to approve EXC95-0026, a special exception to permit two three-bedroom apartments and one efficiency apartment above a commercial use for property located in the CC-2 zone at 1108-1110 N. Dodge Street. Lehman seconded. Lehman said his first concern with the request is that neither Mr. Hamm nor a representative is present to answer questions. Lehman said the parking issue is another big problem with the request. And third, Lehman said the fact that Harem had just had an application approved for a single-story structure, then immediately turned around and made a request to add to the initial request, concerned him. It appeared that Harem was trying to intensify the use beyond what the site could handle. Based on these reasons, Lehman said that he would reject the proposal. Haigh noted that Harem had been present before the meeting, but had thought the meeting started at 4:00 p.m. and had to leave due to another appointment. Bender agreed with Lehman and said that based on the current plan, she did not see any way the required amount of parking can be situated on site. Bender said a significant amount of the required parking is not being met by the current proposal. Bender agreed with the sentiment of the surrounding property owners that the proposed request would add to the parking congestion in the area, and thus result in being a detriment to the neighborhood. Bender said approval of the request would fly in the face of the Comprehensive Plan and the construction plans for the Dodge Street corridor in the near future. Bender said as a result of these issues, she could not support the proposal. Haigh said that he had attempted a number of times to try to configure the parking area in a way that would allow the amount of required parking for the request. Haigh said there does not appear to be a way to fit the necessary parking on the site. Haigh said a reduction from 15 spaces to 10, a 33% decrease, is pretty hard to justify. Haigh said the Board also attempts to respond to citizen input and said there appears to be agreement among the surrounding neighbors that this exception would be a bad choice. Brandt said he has great concern about the insufficient parking. Brandt felt the City is generous in terms of the number of spaces expected for dwelling units. He said when considering there will be seven bedrooms and only five parking spaces, and that even this minimum requirement is not being met, it moves bevond the point of being generous and becomes unacceptable. Eckhardt agreed with the comments of her colleagues. She added that St. Clement's Alley is a single lane, unpaved surface with no curbs. She said that it is her opinion that the number of bedrooms will dictate an equal number of cars needing on-site parking, at the least. Eckhardt felt that St. Clement's Alley would be used for any overflow. Eckhardt added there have already been a number of complaints about Board of Adjustment October 11, 1995 ' Page 8 parking and traffic from residents across the street from the site, and for these reasons she would oppose the request. The motion failed on a vote of 0-5. BOARD OF ADJUSTMENT INFORMATION: Rockwell said that she had talked to Stu Huntington last week about the possibility of the Iowa State Extension Service arranging a conference specifically geared to Board of Adjustment matters. Rockwell said she will get back to the Board regarding progress on this item. OTHER BUSINESS: There was none. ADJOURNMENT: MOTION: Haigh moved to adjourn the meeting at 5:20 p.m. Brandt seconded. The motion carried on a vote of 5-0. Patricia Eckhardt, Board Chairperson Melody Rockwell, Board Secretary Minutes submitted by Jeff Haring. IOWA CIT~ BOARD OF ADJUSTMENT MR~NG WEDNESDAY, OCTOBER 11, 1995 - 4:30 P.M. CMC CENTER COUNCIL CHAMBERS SIGN IN SHEET Name 4. £ 6. 7. 8. 9. lO. 11. 12. 13. 14. 16. 17. 18. 19. ~ddress MINUTES PARKS AND RECREATION COMMISSION DECEMBER 13, 1995 MEMBERS PRESENT: John Beasley, Jana Egeland, Judith Klink, Deb Liddell, Bruce Maurer, Matt Pacha, John Pelton, Rex Pruess, Dee Vanderhoef STAFF PRESENT: Marilyn Kriz, Mike Moran, Terry Trueblood GUESTS: Ross Wilburn FORMAL ACTION TAKEN: Moved by Liddell, seconded by Paoha, to approve the November 8, 1995 minutes as w~itten. Unanimous. Moved b3 Pacha, seconded by.Liddell. to approve the Recreation Division Fees and Charges ~roposed for FY97 and tentative proposals for FY98 and FY99, as presented. Unanimous. Moved by Egeland, seconded b3 Maurer, to accept the Dominations and to elect Deborah Liddell as Chair, and Matthew Pacha as Vice Chair. of the Parks and Recreation commission for 1996. Unanimous. FEES & CHARGES: IOWA CITY SOUTH AREA STUDY: MPAC EXPANSION: Vanderhoef welcomed Ross Wilburn, one of the new commission appointees. Trueblood highlighted the proposed Recreation Division fees and charges for FY97. Liddell asked if staff or the Parks and Recreation Foundation had discussed possibly imposing a short termuser fee to help underwrite the proposed addition to the Mercer Park Aquatic Center. Pacha stated the foundation had discussed it and felt the overall impact would be minimal. Vanderhoef indicated she appreciated the fee history provided. Moved by Pacha, seconded by Liddell, to approve the Recreation Division Fees and Charges proposed ~or FY97 and tentative proposals for FY98 and FY99. as presented. Unanimous. The commission briefly discussed the Iowa City South Area Study which will be presented to the commission and the Neighborhood Open Space Committee in the near future for their input° This item will be put on the agenda for the January commission meeting. Melody Rockwell will be invited to attend to bring the commission up to date on the land use study of the south area of Iowa City. Egeland reported the Foundation met to discuss the proposed expansion of the Mercer Park Aquatic Center. Individuals have been contacted to attend a meeting to review plans for the addition and to obtain their input. She noted it is a good variation of people; those who use recreation services, parents with children, and west side and east side residents. 1996 OFFICERS: RIVERFRONT APPT.: RECC~TION OF ~E~: COMMITTEE REPORTS: NOS ISSUES: Pacha indicated the feedback he received from those he contacted was that they felt it would not be difficult to raise the necessary funds for this project. Vanderhoef stated the nominating committee developed a slate of officers for next year; Liddell as Chair and Pacha as Vice Chair. Moved by Egelandj seconded by Maurer, to accept the nominations and to elect Deborah Liddell as Chair, and Matthew Pacha as vice Chair. of the Parks and Recreation Commission for 1996. Vanderhoef deferred the appointment to the Riverfront and Natural Areas Commission to the January meeting, noting the new chair should make the appointment for 1996. Trueblood recognized the outgoing Commission members; Beasley, Pelton and Vanderhoef. Pelton expressed interest as a member of the Rotary Club in acquisition of Camp Cardinal, and indicated his willingness to help in this effort. Pruess reported on the recent meeting with the Pepperwood Neighborhood Association. He stated there were many questions with respect to the additional land being purchased for Wetherby Park. Casey Cook and Fred Haberecht were also in attendance. Pruess stated it would be good to meet with the neighborhood association again at a later date, providing them an opportunity to give input on how they would like the additional land developed. Trueblood reported on the following neighborhood open space/property acquisition issues: NEUZIL PROPERTY: There was nothing new to report. AREA ADJACENT TO WETHERBY PARK: Staff has been busy preparing and mailing out the necessary papers to purchase the 10 acres, and hopes to have the sale finalized by the end of the year. JENSEN PROPERTY: The attorney representing the owners of this property indicated the owners were not interested in selling the property at the price offered ($15,000/acre). Their asking price is $40,000/acre. The attorney stated the city could submit a counter offer "substantially higher" than their last offer. It was the feeling of the commission that the asking price was too high. Beasley questioned the amount of flat land; Trueblood indicated approximately 1o6 acres, with the remaining 2.4 acres consisting of a large ravine. Vanderhoef noted the wooded ravine area may come to the city as a protective zone under the proposed sensitive areas ordinance. She stated the commission needed to determine how committed it was to purchasing the land for park space, since the amount the owners would need to contribute under the 2 C~ISSICN TIME: Neighborhood Open Space Plan would be minuscule. Klink stated the neighborhood would strongly support purchasing the land, noting it is the only flat property in the area bordered by Miller, Benton and Highway 1. She stated the flat portion is very suitable for active recreational use. Trueblood stated he would discuss this matter with city staff who are more involved with land acquisition, and would bring their recommendation as to possibly submitting a counter offer. Klink referred to the Galway Hills and Walnut Ridge neighborhood associations who are interested in meeting with the Neighborhood Open Space Committee to learn about plans for future open space in their neighborhoods. Klink stated she was willing to meet with them; Egeland stated she would also be willing to do so. Vanderho~f questioned the amount of Recreation Foundation account; approximately $1,800, not counting raised for restoration of City Park. money in the Parks and Trueblood estimated the $60,000 which was Pacha expressed appreciation to Vanderhoef for her contributions to the commission, noting it had been an enjoyable time. Pacha questioned the status of the play equipment in downtown Iowa City° Egeland stated the task force formed to look at the Central Business District area has been put on hold until after the first of the year. Trueblood stated staff is still hopeful the play equipment will be replaced next spring/summer. Liddell asked if staff anticipated a similar ice skating season to last ¥ear's. Trueblood stated the Old Capitol Skaters Alliance will be expanding facilities by flooding another area at Mercer Park. There will be two rinks each on baseball fields #3 and #4, with the group taking care of flooding and maintaining them. The city has assisted the group by installing a security light and water lines, paying the electric and water bills, plus providing the old bathhouse to be used as a warming house for skaters. Staff has not yet determined whether to open up the large pond in City Park for skating in light of the accident which took place last year. Beasley reviewed various items which had occurred during his term. He encouraged the trend of private groups raising money and asking the City Council to match it, citing the Iowa City Kickers' donation of $100,000 to help develop the new soccer complex. Egeland expressed appreciation members, noting it had been fun, with them. to the outgoing connnission an honor and pleasure to work 3 DIRECTOR'S REPORT: Pruess noted development occurring along Mormon Trek near the Walden Woods area, asking the status of the open space dedicated to the city. Trueblood stated he would find out if the land has been deeded to the city, noting the main priority for this area is to construct a trail and connecting it to the Willow Creek trail. Pruess stated it appeared what is happening in the Galway Hills area is counter to what was proposed in the Neighborhood Open Space plan. Vanderhoef stated until the developer settles where the entrances and exits to the development will be, it will not be known exactly how it is going to look. The commission is on record as to what it would like to see in this area. She felt development plans will be submitted again to the commission as soon as major items are determined. Klink thanked Vanderhoef for her capable leadership. She shared a book on the Wa~kegan, Illinois (Lake County) area which was an overview of the different trails and recreation areas and efforts to link them together. She also had maps of the San Francisco Bay Region and Santa Clara County depicting trails and recreational areas. Vanderhoef questioned whether the Parks Division was reimbursed for the time it spends on various projects it completes for other city divisions, referring to the Civic Center weight room renovation and clean up of Yeggy's property. Trueblood stated the Parks Division helps other city divisions when it is able to, but is not reimbursed. Vanderhoef thanked the commission for their support over the years, and expressed appreciation to staff for their assistance, guidance and support. Trueblood reported on the following: Holiday Lights. The Downtown Association increased the number of holiday lights in downtown Iowa City, and asked the City to assist their volunteers in putting up the lights° The number of volunteers assisting in this effort was disappointing, with the city expending more time and equipment than originally anticipated. Data on the time and expense incurred by city staff will be compiled. Pat Johnston. Pat Johnston was diagnosed with Cushing's Disease, and recently underwent surgery. The operation went well and she is recovering. Trueblood thanked the outgoing commission members for their service on the commission, noting it had been a real pleasure working with them. Moved by Pacha, seconded by Egeland, to adjourn. Unanimous. The meeting adjourned at 7:15 p.m. 4 MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY NOVEMBER 9, 1995 - 5=45 P.M. IOWA CITY TRANSIT FACILITY MEMBERS PRESENT: STAFF PRESENT: Howard Horan, Rick Mascari, Pat Foster Anne Burnside, Ron O'Neil Dick Blum, CALL TO ORDER: Chairperson Horan called the meeting to order at 5:48 p.m. quorum of the Commission was present. A APPROVAL OF MINUTES: The minutes of the October 12, 1995, meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: O'Neil was questioned about the boiler repair bill. O'Neil said someone had turned one of the boilers up to 240 degrees and caused substantial damage to the boiler. No one had any information on who may have turned up the boiler. Blum made a motion to approve the bills. Foster seconded the motion and it was approved 4-0 PUBLIC DISCUSSION - ITEMS NOT ON AGENDA: Jones, from Iowa City Flying Service, was concerned about an area on the runway that he thought needed patching. O'Neil said he had investigated yesterday after Jones told him of his concern and there was a 3/4 inch indentation about 14 feet off the centerline on Runway 12. Although it was not safety factor, O'Neil said he put about a quart of asphalt patch material in the area to address the concern of ICFS. ITEMS POR DISCUSSION/ACTION: ao Master Plan Study - Jerry Searle, from McClure Aviation, reported that he, Horan, and Burnside met with FAA officials in Kansas city on November 7 to discuss Master Plan off site issues, mainly west of Runway 06. Searle said the FAAwas receptive to the design concept he presented. Horan agreed it was a productive meeting and that it was helpful to him to meet with FAA officials. O'Neil said a draft easement agreement had been developed by the City Attorney's office. It is an agreement acceptable to both the City and the FAA and will be useful when the Master Plan is implemented. Searle said his next step is to fly and photograph the entire Airport to develop the mapping for the Airport Layout Plan. Blum questioned what contour levels will be used. Searle said they would use five foot contours, with spot elevations in critical areas. Certain obstacles were discussed, including the electric power lines. Blum asked Searle to price mapping the critical areas at two foot intervals. Searle will get that information before the next meeting. O'Neil said he and Searle will meet with the Johnson County Engineer to discuss the procedure for relocating Dane Road. b. Gordon Airoraft lease - O'Neil said the commercial service agreement with Gordon expires in February of 1996. The Commission will need to appoint a subcommittee to negotiate with Gordon. O'Neil and Horan will meet with Gordon. o. Corporate hangar building - O'Neil said the Council passed a resolution supporting the Commission to proceed with developing plans, specifications and form of contract to build additional hangar space. Mascari asked if the building is necessary. Horan said the Commission needs to get the bids to see if the tenants would be willing to pay rent equal to paying off the building loan. O'Neil asked how the commission wanted to proceed with developing plans and specifications for the building. Horan and O'Neil will work with Searle on this project, as it relates to location of the building. This should be included into the Master Plan. d. ADA building improvements - Mascari said he would like to incorporate the ADA improvements with renovation of the interior of the Airport Terminal. He made a motion to spend $ 600 to $ 800 for a design concept for renovation of the interior of the Terminal. Blum seconded the motion and it passed 4 - 0. Mascari will interview and choose a firm to provide the design work. O'Neil said he received four proposals for installing the ADA improvements at the United Hangar office space at 1701 South Riverside Drive. The cost will be shared equally with the Johnson County Board of Supervisors. The low proposal was $ 4055.00. The Commission directed O'Neil to proceed with the ADA improvements for the office space. So Iowa Cit¥/Coralville Jo Co'S - No one was present to represent the J.C.'s. O'Neil said he left a message with Alex Alvarez, reminding him that the meeting started at 5:45 p.m. O'Neil said he thought they wanted to discuss using the Airport for 4th of July fireworks. Horan and Blum had some minor concerns about the JoC.'s. The Commission directed O'Neil to contact the J.C.'s and have them contact Chairperson Horan if they wanted to schedule time on a future agenda. CHAIRPERSON'S REPORT= Horan said the meeting in Kansas city was successful. He also emphasized this was a prime example of the importance of general aviation. The group left Iowa City at 8:30 a.m., met with the FAA in Kansas city, and were back in Iowa City by 2:30 p.m. COMMISSION MEMBERS' REPORTS: Foster said he was concerned about the bill for the boiler repair. O'Neil said there is only one other key besides his. After the thermostat was turned up the first time, he changed the lock and had the only key. The second time the thermostat was turned up, someone gained entry by taking the hinges off the door. Blum suggested installing a locking mechanism on the boiler thermostat. Blum said Sertoma would like to hold their annual breakfast on August 25. Mascari asked about repairing the urinals in the restroom. O'Neil said the urinals and valves are relatively new and have been repaired several times. He will call a plumber see if there is a more permanent solution. i~DMINISTRATIVE REPORTs O'Neil said the City Manager suggested the fax machine budgeted for in FY 97 should be purchased in FY 96. O'Neil will fill out a budget amendment form. As of October 16, 1995, Aviation Management, Inc. has received their CFR Part 135 Certificate and are now authorized to fly charter flights. Corporate hangar leases end on February 29, 1996. discussed at the next Commission meeting. This will' be O'Neil included some open meetings law information in the Commission packet. This was information provided to the Council. O'Neil said a project for the immediate future for the Commission was to develop a set of minimum standards for aeronautical commercial activities at the Airport. He will gather information for the Commission to review. SET NEXT MEETING: The next regular meeting was scheduled for December 14, 1995, at 5:45 p.m. ~DJOURNMENT= Masca~k%mo/ve.d to adjour~t~e meeting. and the/~etlng ~journ~yat 7:12 p.m. ~[o~rd Horan, ~ha~'~p e~ n Foster seconded the motion MINUTES IOWA CITY HISTORIC PRESERVATION COMMISSION TUESDAY, DECEMBER 12. 1995 - 5:30 P.M. LOBBY CONFERENCE ROOM - CIVIC CENTER MEMBERS PRESENT: Betty Kelly, Ruedi Kuenzli, Sue Licht, Mike Pugh, Doug Russell MEMBERS ABSENT: Kay Irelan, Ginalie Swaim STAFF PRESENT: Scott Kugler, Steve Schornhorst, Jeff Haring OTHERS PRESENT: Mary Beth Slonnegger, Ken Slonnegger, Karl Klaus, Michaelanne Widness, John Widness CALL TO ORDER: Chairperson Russell called the meeting to order at 5:40 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA. There was none. CERTIFICATE OF APPROPRIATENESS / SECTION 106 REVIEW. 1. 632 Brown Street. Kugler distributed photographs of the site. Kugler noted that the site is located within the Brown Street Historic District, so the structure is already on the National Register of Historic Places. Any exterior work to be performed will need to conform to the Secretary of Interior Standards for Rehabilitation. Kugler said the work to be done consists of painting, the replacement of a concrete walk and step, and mud-jacking of the front porch to raise it up to the correct elevation, but the main work to be concerned about involves the back porch. As the present owner is somewhat disabled and access to the upstairs is now a problem, the existing rear pomh is to be converted into a bathroom. There is no other first floor bathroom. Because of the changes, the existing window and door to the rear of the structure will need to be relocated. The window is to be removed from the north elevation and inserted in the west elevation. The siding to fill in the remaining hole is to match the existing siding material. The door which is presently located on the west elevation will be removed. Steve Schornhorst, Asst. Housing Rehabilitation Officer, distributed more photographs which depict various elevations of the site. There are two other access points to the house, the west of which has virtually never been used by the current owners. Russell pointed out that the renovations would occur on the least visible comer of the house. Schornhorst said the renovations are necessary because there are few altematives. The second floor restroom does not have a shower stall and the plan includes the construction of a roll-in stall. Schornhorst said the plan also includes painting of the entire house in a color scheme that will closely match the original. The plan is to paint the structure white and the window frames black. MOTION: Kelly moved to grant a Certificate of Appropriateness for 632 Brown Street, subject to the replacement sidlng matching the existing siding on the porch, and centering the window on the west elevation as best possible. Pugh seconded. The motion carried on a vote of 5-0. MINUTES HISTORIC PRESERVATION COMMISSION DECEMBER 12, 1995 PAGE 2 DISCUSSION OF HISTORIC LANDMARK DESIGNATIONS. Russell reviewed the reasoning behind the letter which was recently mailed to various locations, all of which was detailed at the previous meeting. One reply, from Dale Sanderson, dated December 4, 1995, has been received to date. Sanderson notes he is not opposed to his property being listed a historic landmark, he only hopes the review process is not too difficult. Russell explained there has been an exchange of letters between the depot property co-owners and the State Historical Society, Licht said she can sympathize with the complaints by the State, as the completed renovations really do not closely match the suggestions of the State office, nor the Secretary of Interior Standards for Rehabilitation. Kugler noted he had received a telephone call from the property owner at 1101 Kirkwood Avenue, Jean James, who said she is in favor of the proposal. Kugler noted the property owners of a cooperative apartment complex on Summit Street has also expressed interest. John Widness, a Melrose Avenue property owner, was on hand and said he feels the proposal is a good idea as it provides an extra layer of protection to these sites, especially in areas like Melrose Avenue. Russell said FRIENDS has offered to cover the cost of the first batch of landmark plaques, up to approximately $1,500.00, The Commission noted its gratification for this gesture. Russell noted that FRIENDS is not interested in sponsoring plaques for entire districts, at this time, rather just individual sites. The Commission felt the design and material should soon be considered. Russell said he feels the next step in the process is to compile a packet of materials that consists of the already submitted nomination forms for all the properties under consideration, then when one particular property is up for consideration, this can be referred to in the packet. Russell hopes to see a rough draft of this packet by the February meeting. Kelly said this packet should also include photographs of the various sites. DISCUSSION OF CLG GRANT APPLICATION FOR SURVEY OF A PORTION OF THE ORIGINAL TOWN PLAT. Russell said last month the Commission had reviewed a draft of a proposed survey grant proposal of a portion of the original town plat, roughly bordered by Brown Street and Jefferson Streets, Linn Street and Governor Street. It was the consensus of that meeting there would not be sufficient funding, with one year's supply of funding, to survey the entire area at one time, rather the survey area would likely need to be broken down and covered over a period of several years. This month, the Commission received copies of a revised survey grant proposal that would essentially divide the survey area in two, with north and south survey areas. Kugler noted that staff had selected north and south survey areas, because the majority of the properties tend to face the east-west streets versus the north-south streets, the exception being possibly Gilbert Street. Russell noted that the deadline for submitting a proposal is December 14, 1995, so the Commission must make an immediate decision on the survey area in order to include this in next year's funding cycle. Mary Beth Slonnegger noted that she had attended the meeting last month, at which she urged to Commission to reconsider its survey boundaries in order to separate what she considers to be MINUTES HISTORIC PRESERVATION COMMISSION DECEMBER 12, 1995 PAGE 3 a more distinct boundary between the North Side Neighborhood, and Goosetown. Slonnegger's proposal would include more property west of Governor Street, approximately over to and including some properties on the west side of Dodge Street, in the Goosetown district. Slonnegger reemphasized that the structural, ethnic, and socio-economic characteristics, of the area more closely match that of the Goosetown district than the characteristics to the west of Dodge Street. SIonnegger noted differences in amhitecture and period of construction, in addition to the general differential in structure size. Karl Klaus said he is puzzled why the north portion had been selected as Phase I. Klaus referred to the Preservation Plan which had utilized Johnson Street as the dividing line, and asked why the Commission would unilaterally disregard the recommendations made in that plan. Klaus reminded the Commission that the Preservation Plan had formerly found the areas east and west of Johnson Street to be sufficiently different to identify them as separate districts, and this plan was in turn approved by the City Council. Klaus said that as the survey boundary designation is going to have some effect on the district designations, whether intended or not, why not leave the areas east of Johnson Street out of the proposed surveys? Klaus asked why the odginal town plat should have such a heavy influence in the determination of the survey area, as portions of the town inside the plat were not even developed at the time of the plat. Russell agreed that surveys do roughly identity neighborhoods, but they do not determine boundPries in any way; this is left up to the consultant. Russell quoted the Preservation Plan as saying, "this map is intended to suggest general locations of neighborhoods and does not indicate boundaries of specific historic districts or conservation districts." Russell reiterated that the purpose of the survey is to identify specific characteristics, from which the consultant makes a determination as to what boundaries, if any, exist. Russell noted the example of where the consultant on the Longfellow survey had cor,~e back to the Commission with the recommendation that additional areas be surveyed to round out the district, to state that areas that were in question do actually belong in the district, and that a portion should even be excluded. Russell said the Commission is neutral and has no preconceived notions as to where boundaries should exist. Klaus reiterated his comments regarding the impact of drawing lines on forming preconceived notions about districting. Ken Slonnegger replied that if there are no preconceived notions, why not draw the lines north and south, as this would more closely match the perceptions of most people. Russell said Phase I was selected precisely so that it would not be suggestive to the Consultant that this is a natural district. The survey work will likely be conducted over three phases. two of which have been suggested in the Phases I & II, before the Commission tonight. The boundaries of Phase III, which will consist roughly of the area identified as Goosetown, have not yet been identified. As to why the north portion was selected as Phase I, Russell said this is because it is the portion the Commission feels is most threatened. It is also viewed as a buffer to the current Brown Street Historic District. MOTION: Pugh moved to recommend to Council that a CLG grant application be submitted for Phase I of the Original Town Plat. Russell seconded. Kuenzli said he could not accept the motion, unless all three phases of the survey were included, or it was assured that no districting would be completed until all the survey work had been completed. Kuenzli did not feel a resolution would be powerful enough to get the message MINUTES HISTORIC PRESERVATION COMMISSION DECEMBER 12, 1995 PAGE 4 across. Licht said she agrees with Kuenzli's intent, however, she was willing to accept the resolution form because she did not feel a resolution would be binding upon future Commissions. The motion carried on a vote of 4-0-1, with Kuenzll abstaining. RESOLUTION: Kelly moved to stats that it is the Intent of the Historic Preservation Commission, that survey work on Phases I & II of the Original Town Plat, and any additional area east of Governor Street that generally constitutes the Goosetown area, be completed before any nomination for distrlcting within the area, i.e., historic district, conservation district, etc., is proposed. Licht seconded. The Commission wished to emphasize that although this resolution may be reversed by future Commission members, the resolution as stated reflects the intent of the present Commission. The resolution carried on a vote of 4-0ol, with Kuenzli abstaining. DISCUSSION OF ORDINANCE AMENDMENTS. Pugh explained a memo he prepared summarizing the recommended revisions to our ordinance suggested by Clarion Associates. He said the Commission needs to decide which items should be pursued. Kugler suggested that these amendments should be accompanied by another set of amendments relaxing some provisions of the Building and Zoning Codes for designated properties. Older buildings often have difficulties meeting today's codes. Kugler noted two buildings that have experienced problems recently. Pugh asked the Commission to keep this issue in mind. Pugh suggested this be a February agenda item. UPDATE ON GRANT PROJECTS: Longfellow Nei~jhborhood Survey. The Commission reviewed a memorandum from Molly Myers Naumann, dated December 12, 1995. The Commission is to discuss the final draft report at its January meeting and hold a neighborhood meeting, possibly on January 21, 1996, soon after. Dubuc!ue/Linn Street Corridor Survey. The Commission reviewed a memorandum from Molly Myers Naumann, dated December 12, 1995. Naumann says the photography field work is progressing, although more slowly in recent weeks due to the weather. Property Survey Forms should soon be returned from the residents. Sue Feehey is also assisting in providing information. College Green/East College Street National Register Nominations. Kugler noted that the RFP was sent and proposals are due by January 3, 1996. The Commission will consider them at its January 9 meeting. MINUTES HISTORIC PRESERVATION COMMISSION DECEMBER 12, 1995 PAGE 5 COMMISSION INFORMATION/DISCUSSION: Butler Residence Update. Kugler noted the memorandum from Sue Licht and John Shaw, dated December 11, 1995. The letter states that site visits were conducted by the architects on November 7 and 22, 1995, to gather information concerning the mothbailing of the structure. The study and plans should be complete after the first of the year. Summit Street Brid.qe Update. Kugler noted the memorandum from the Summit Street Bridge Task Force, dated November 12, 1995, included in the member packets. Preservation Week Update. Kelly updated the Commission on discussions with other sponsoring organizations. The awards program will be held on Wednesday, May 15 at the Johnson County Courthouse. Memorandum from Housina Rehab personnel reaardinq storm window costs. Kugler said this item arises as a result of a recommendation the Commission had made last month for the property at 435 Oakland Avenue. Kugler said it was his understanding that the Commission recommendation included the recommendation of a replacement combination storm window, to be constructed of wood, unless the cost differential is considered substantial by the Housing Rehab Department, at which time the recommendation may then be reconsidered at a subsequent meeting. Kugler said there was some discussion that it was not believed a replacement wood window would have a large cost differential from an aluminum replacement window. As it turns out, this is the case for the stock windows alone, however, once the additional cost of paint and labor for the wood window is added in, a notable cost differential - about $30 per window - does arise, which becomes substantial when a number of windows are to be replaced. Steve Schornhorst, Asst. Housing Rehabilitation Officer, said the aluminum windows priced were good quality, average priced windows, which are available in several standard colors (generally, bronze, white or black). Schornhorst passed out a sheet which depicts the breakdown of costs on several brands of windows. Schornhorst reminded the Commission that although $30 per window may not seem substantial to those present, his clientele is considered low-income and this difference would be substantial. Approximately twelve windows are to be switched out. Schornhorst noted he does not consider a replacement window to be a permanent fixture and may be switched out by a future resident, if desired. Kuenzli noted that should the resident desire, in the future, to paint the aluminum window, he may do so. Kuenzli does not feel painting aluminum would be detrimental, because, he has aluminum combination windows in his own home that had been painted a good time back, and the bond between paint and aluminum has never been an issue. MOTION: Pugh moved to amend the previous recommendation for the property at 435 Oakland Avenue, regarding eligibility for the National Register of Historic Places, and recommend the Installation of a Gerkln brand, model 1050, aluminum replacement combination storm window that would match the original windows as closely as feasible. Kuenzll seconded. The motion carried on a vote of 5-0. MINUTES HISTORIC PRESERVATION COMMISSION DECEMBER 12, 1995 PAGE 6 ADJOURNMENT: The meeting was adjourned at 7:45 p.m. ppdadmin~pc)2-12.rain MINUTES IOWA CITY PLANNING AND ZONING COMMISSION THURSDAY, JANUARY 4, 1996 CIVIC CENTER COUNCIL CHAMBERS MEMBERS PRESENT: Ann Bovbjerg, Richard Gibson, Jane Jakobsen, Tom Scott, George Starr, Lea Supple MEMBERS ABSENT: Eric Engh STAFF PRESENT: Charles Denney, Sarah Holecek, Scott Kugler, Bob Miklo, James Erwin RECOMMENDATIONS TO COUNCIL: Recommended, by a vote of 6-0, that the City Council forward a letter to the Board of Supervisors recommending that the request to fezone 38.22 acres from A1 to RS be denied because a) it is in an area with topographic and environmental constraints, b) Johnson County does not recognize nor utilize conditional rozonings, consequently, the concept plan submitted cannot be made binding upon the applicant, and c) it is inconsistent with the present, mutually agreed upon fringe area policy for Area 4. Recommended approval, by a vote of 6°0, of SUB95-0030, an application for final plat approval of a 40.27 acre, 8-1or subdivision located south of the Highway 1/Highway 218 intemhange, subject to approval of the legal papers by the City Attorney's Office prior to Council consideration of the plat. CALLTO ORDER: The meeting was called to order at 7:40 p.m. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Richard Rhodes, 2014 Rochester Ave, expressed his thanks and appreciation to the Commission for their dedication, patience, and willingness to help members of the public. Supple in turn thanked Rhodes for his considered input to the Commission. Starr seconded her appreciation of Rhodes' informational contributions to the Commission. REZONING ITEMS: CZ9445. Public discussion of an application submitted to Johnson County by Jim Ander- son to rezone 38.22 acres from A1, Rural, to RS, Suburban Residential, for property located in Fringe Area 4 on the west side of Prairie du Chien Road approximately 1/4 mile north of its intersection with Newport Road NE. Denney noted that the rezoning was originally reviewed in 1994, and that staff concerns had been expressed in previous memorandums. He said that the plan submitted was inconsistent with the Fringe Area Agreement, which called for RS-3 density in that area. Denney said there were staff concerns about the steep slopes on the site and the concept plan. He said the applicants had requested time for revision; this was not the final plan. Denney said that the new concept plan contained fewer, larger lots with no designated open space. He noted the concept plan was not binding, and that adherance to this Planning and Zoning Commission January 4, 1996 Page 2 design could not be required as Johnson County does not use conditional rezoning. He stated that the revised Fdnge Area Agreement called not only for RS-3 density, but for clustered development, which this plan did not contain. He said for Iowa City to approve the development, an amendment to the Fringe Area Agreement would need to be passed. Denhey said staff recommended that the City Council fo~Nard a letter to the Johnson County Board of Supervisors recommending denial. Scott noted that the September 9, 1994, memorandum contained detailed coverage of topographical and environmental concerns. The October 28, 1994, memorandum restated the inconsistency with the Fringe Area Agreement, but did not address environmental con- cerns raised in the previous memorandum. He asked if the shift in focus was due to a significant difference in the revised plan. Denhey stated the new plan was better in that the large lots eliminated several concerns, and an access drive with lots adjacent to it had been removed from the plan. He noted that the ability to provide septic sewer service had been improved. He noted, however, that the County does not impose conditions on rezonings, so the property would not be required to follow this plan. Denhey remarked that any subdivision would return to the Commission for approval. Scott asked if the City could impose standards once the lot had been subdivided. Denney said that the City might be able to require full design standards. Holecek noted that Johnson County violations of the Fringe Area Agreement had led to questions regarding the viability of the Fringe Area Agreement. Scott recalled a conversation he had had at an informal Council meeting. He said unless the City and County change these positions, there would be an impasse between the City and the County. He said if the Council approved a subdivision based on a County rezoning, Iowa City would lose the right to claim a violation of the Fringe Area Agreement. Holecek agreed, and said the County could then claim acquiescence. Scott said if the County continuously approved rezonings that are inconsistent with the agreement, the Fringe Area Agreement might as well be dissolved, or the City would be placed in the position of denying every plat that came down in violation of the Fringe Area Agreement. Holecek asked if staff should include the reason for objections to rezoning in future reports. Scott said he wondered where the justification for recommending denial was, as the concept plan was non-binding. Holecek asked if staff should base their recommendations on topography and land, and not on the concept plan. Scott replied in the affirmative, noting that this would be important in the future. Jakobsen asked if the report would need to be rewritten. Denhey said that the recommendation could be reworded. Holecek said the physical characteristics of the property should be spelled out as well. Bovbjerg said that the earlier sight distance, erosion, topographical, and septic tank problems all remained. She suggested that there should be some reference to the earlier concerns that were still active. Holecek noted that basing the decision on the land issues would leave a message for future Commission members. Bovbjerg asked if there was a way to refer back to earlier memorandums regarding continued problems. Denhey said a reference to earlier memorandums could be included in the letter to the Board of Supervisors. Gibson said that the proposal seemed inconsistent with the Fringe Area Agreement, but noted that no consensus could be reached on an amended agreement. Jakobsen asked if RS-3 rezoning was recommended. Denney replied that RS-3 was called for in Area 4 of the Fringe Area Agreement. Supple noted that the neighboring areas were zoned RS. Denney said the property was on the'border between Area 4 and Area 3. Planning and Zoning Commission Janua~ 4,1996 Page 3 Public discussion. Larry Schnittier, 1917 South Gilbert Street, introduced himself as representing MMS Consultants and offered to answer any questions the Commission might have. He agreed that ths report should be based on the land itself, and not on the concept plan design. He said the concept plan attempted to use the available building sites on the plat. He said people wanted these large tracts, and asserted that cluster development would require just as much road development. He remarked that the remainder of the surrounding parcel had been zoned RS. He said the applicant was not opposed to deferral. Scott asked if any preliminary investigation had begun regarding the ability to install septic tanks on the property. Schnittjer said that it had not, as the concept plan was not detailed design work. He said the owners preferred to reserve outlays for engineering until after their lots had been rezoned. He noted that the concept plan outlined in the October 28 memorandum had more lots than the septic systems could handle. Bovbjerg asked if septic feasibility were tied to soil types and slope. Schnittjer replied that it was to some extent. He noted that the U.S. Geological Survey maps did not give exact slopes, and that slope was usually the most problematic factor. He said that septic systems worked in most soils if the slope is under 20 or 25 pement. He stated that the exact soil type was not known, but would be once construction started. Bovbjerg said she found it difficult for the Commission to be asked to rszone the property for residential uses, when it was not clear that the property is suited for septic tanks. Schnittjer said the applicants preferred not to spend money on engineers before rezoning. He said if the property were rezoned, the mechanics of the septic systems could be left to the developer. Scott said the political bodies involved had put the appointed commissions in a difficult position. He said they overrule Commission recommendations. He said the Commission was being asked to approve a rezoning that was only on the table due to a violation of the Fringe Area Agreement. He said that Johnson County was ignoring and diluting the Fringe Area Agreement without having the courage to change it, and that the City government lacked the courage to force the issue. He noted that he had suggested to the County Commission that they stop voting to protest the situation. Schnittjer said he shared Scott's frustration. He observed that the County's actions indicated dissatisfaction with the Fringe Area Agreement and asked if the issue would be resolved. Gibson said this meeting was not a proper forum to discuss the larger issues pertaining to the Fringe Area Agreement. He noted that he himself had put two years of work into the Fringe Area Agreement, and was extremely disappointed with the situation. He then asked how many acres of undeveloped land were zoned for residential develop- ment and platted in the North Corridor Area. He expressed skepticism that there was a need to rezone questionable land, and estimated that perhaps 15.000 acres were already zoned for residential uses, but not developed. Starr asked what the surrounding area was zoned. Denney replied that properties to the west and east were zoned RS, and Schnittjer said that the area to the south was also zoned RS. Richard Rhodes, 2014 Rochester Avenue, noted that the location was two miles from the site of the future water plant. He stated that in and of itself this development might not have significant impact on water quality, but noted tllat continuing development in the area Planning and Zoning Commission Janua~ 4,1996 Page 4 increased the chances of a malfunction in a septic system, especially as the population shifted toward people with no experience with septic systems. MOTION.: Jakobsen moved to racommend that the City Council forward a letter to the Johnson County Board of Supervisors recommending denial of CZ-9445, a request to rezone 38.22 acres from A1 to RS, because a) it is an area with topo- graphical and environmental constraints, b) Johnson County does not recognize or utilize conditional rezonlngs consequently, the concept plan submitted cannot be made binding upon the applicant, and c) It is Inconsistent with the present, mutually agreed upon fringe area policy for Area 4. Gibson seconded the motion, which carried on a vote of 6-0. DEVELOPMENT ITEMS: SUB95-0030. Public discussion of an application submitted by Howard Winebrenner for final plat approval of W.B. Development, a 40.27 acre, 8-lot commercial subdivision for property located south of the Highway 1/Highway 218 interchange. (45-day limitation period: January 16, 1996.) Kugler stated that the plat had been approved by Public Works pending the approval of legal papers, and that staff recommended approval. Public discussion. There was none. MOTION: Gibson moved to approve SUB95-0030, subject to approval of the legal papers prior to City Council consideration of the plat. Starr seconded the motion. Bovbjerg said she recalled concern over the slopes in the outlot and access to Lot 8 when the development had first come under discussion. Kugler noted that these concerns had been resolved. The motion was carried by a vote of 6-0. CONSIDERATION OF THE DECEMBER 7, 1995 PLANNING AND ZONING COMMISSION MINUTES: Starr indicated the sentence "Gibson asked if this had always been the case" at the bottom of page 2, and asked what this referred to. Gibson said that he didn't recall. Denney suggested that it referred to whether the area had been zoned CC-2. He then recommended that the sentence read, "Gibson asked whether the area had always been zoned CC-2." Bovbjerg thought the context indicated that Gibson was asking whether a large business like Econofoods had been given preferential treatment. Gibson said the Econofoods lot had been zoned earlier. MOTION Bovbjerg moved to approve the minutes as amended. Gibson seconded. The motion was carried by a vote of 5-0-1, with Scott abstaining. Planning and Zoning Commission January 4, 1996 Page 5 PLANNING AND ZONING COMMISSION iNFORMATION: Mikio said that the rotation schedule for City Council meetings had just become available, and that Starr was scheduled to attend on January 15th. He then said that a video on traffic calming techniques would be shown after the meeting. OTHER BUSINESS: Starr said that Eric Engh has moved out of state and therefore would no longer serve on the Commission. He said he would like to thank Eric Engh for his service on the Commission. Scott announced that Liz Svenson from the Housing and Community Developmel~t Commission had requested a Joint meeting of that commission and the Planning and Zoning Commission on issues of shared interest. It was agreed to meet with Housing and Community Development at the February 18 informal meeting. ADJOURNMENT: The meeting was adjourned at 8:40 PM. Minutes submitted by James Erwin. Lea Supple, Secretary ppdadm[n~mlns~&z t ..~,.m~ IOWA CITY PLANNING AND ZONING COMMISSION MEETING THURSDAY, JANUARY 4, 1996 - 7:30 P.M. CMC CENTER COUNCIL CHAMBERS SIGN 1N SHEET Name d(ldress 4. 5. 6. Z 8. 9. 10. 11. 12. 13. 14. 15. 16. 1Z 18. 19. MINUTES DESIGN REVIEW COMMITTEE MONDAY, DECEMBER 18, 1995 Subject to Approval MEMBERS PRESENT: Bill Nowysz, Laura Hawks, Randy Rohovit, Nancy Foomer, Gary Nagle, Clara Swan, Karyl Larson, Martin Haynes MEMBERS ABSENT: Philip Reisetter STAFF PRESENT: David Schoon OTHERS: Dierdre Castle, Bill Holland RECOMMENDATIONS By a vote of 6-0-2 (Swan and Footnet abstaining), the Committee recommended approval o¥ the design of the exterior alterations to Space//100, Old Capitol Mall, 201 S. Clinton Street, as presented at the meeting, subject to: 1) 2) The Talbots facia signs being made smaller, at the architect's discretion, and the facia signs being lowered such that the distance from the top of the awning to the bottom of the sign is no greater than the height of the sign; and The future approval of the location of the Osco sign and the Theatre sign. CALL TO ORDER AND INTRODUCTIONS Chair Laura Hawks called the meeting to order at 4:05 p.m. DISCUSSION OF A FINAL DESIGN REVIEW APPLICATION FOR EXTERIOR ALTERATIONS TO SPACE #100, OLD CAPITOL MALL, 201 S. CLINTON STREET Hawks introduced Bill Holland, the architect for Talbots. She also introduced Randy Rohovit as a new member to the Committee. Holland reviewed the proposed project. He stated that the new Talbots store would consist of 4,000, which included the space in which the Gifted is presently located and half of Gigi's space. He noted that they selected this location because of its great customer traffic. The traffic is the reason for the proposed exterior entrance. He reviewed that the project would include replacing one planting bed along Clinton Street with display windows, replacing the existing windows along Washington Street with new display windows, adding an exterior entrance along Washington Street near the existing mall entrance, and adding awnings and signs along both sides of the building. Holland noted that the grade change along Washington Street, required the use of steps at the proposed entrance. He noted the bronze plaque near the proposed entrance. He passed around renderings and photos of existing stores. He noted that the lettering of the sign is now white instead of black. In response to a question from Haynes, Holland stated that the awnings project approximately three feet nine and one-half inches away from the face of the building. He also reviewed the height of the signs. Holland then passed around color samples - red awnings, red ddor, dark gray aluminum window trim, and granite base underneath the aluminum trim of the windows. Design Review Committee December 18, 1995 Page 2 In response to a question from Haynes, Holland noted that the steps would be concrete, but that the landing at the top of the steps would match the existing brick pavers in the area. There would also be railings at each end of the steps. The steps would be set back 1 5 1/2 inches from property line, and the wall near the entrance would be 1 6 inches above the level of the door entrance. In response to a question, Holland stated that the awnings would not be backlit, and that the only exterior lighting will be downcast lighting in order to light the area near the exterior doors. Holland noted the use of spandral glass at some locations. The proposal includes moving the Osco sign and Theatres sign over one sign panel. Swan noted that the theatre sign is obscured by the tree. In response to Haynes question, Holland stated that he only evaluated moving the signs down one panel. He does not know the mall's official position on moving the signs down. In response to Nagle's question, Holland stated that they are replacing the entire window at the same profile. Dierdre Castle arrived at the meeting. Hawks wondered if the signs could be dropped so that sign better defines the location of the store and do not compete with the Old Capitol Mall sign. Nagle noted that the window frames are a different design than the rest of the mall. Holland agreed that the panels are arranged differently than the existing mall. The proposed windows are a standard for Talbots. Haynes stated that he believes the proposal is a good addition to the mall. Swan asked about being able to see into the store. Holland said that in only a few small locations could you see into the store, the rest of the windows are display windows. Swan said that a comment the Committee often receives is that the existing display windows along Clinton Street provide no interaction with pedestrians. Nowysz asked will the display areas within the windows stay at the same level as Gifted. Holland stated that along Washington Street the display windows will be at the same level, Nowvsz stated the concern that a lot of loitering will occur at the new entrance, especially the temptation to sit on the proposed steps. He asked if Talbots has that concern. Holland said that he does not mind that people may sit on the steps. In response to Nowysz' question, Holland stated that the wall would be a sitting height. Nowysz and Swan each stated that they felt that the proposed entrance will be positive. They both felt that overall the proposal is an improvement over the existing conditions. In response to Nagle's question to the Committee, no Committee member stated they would miss the planter along Washington Street. Swan said that she prefers the originally proposed black and red signs versus the white and red signs. She also stated she would prefer lowering the sign. Footnet has a problem with the awnings -its making a major break from the unity of the building. She asked if this is going to be a concern in the future. A number of Committee members responded that they thought given the scale of the building more needed to be done to break it up. Swan mentioned the controversy about a large red awning elsewhere in the community, which is back lit. Design Review Committee December 18, 1995 Page 3 Nowvsz stated that the building is awfully large and uninteresting and lacks doors. Nowysz stated the proposal will add more interest. In response to Haynes' question, Holland noted that they tried to design the store with an exterior entrance along Clinton Street, but that they could not make the internal layout of the store work. Larson stated that she agreed with Swan's earlier comment about the importance of being able to see into the store from the sidewalk. Holland did point out an opening into store at the location of the cashier counter, Schoon introduced Castle from Old Capitol Mall. In response to the Committee's earlier questions about the location of the Osco and Theatre signs, Castle stated that she would look into other locations for these signs. In response to Nagle's question, Holland stated that sign is back lit channel letters. Nagle moved to recommend approval of the desig~ of the exterior ~lterations to Space #100, Old Capitol Mall, 201 S. Clinton Street, as presented at the meeting, subject to: 1) 2) The Talbots' facia signs being made smaller, at the architect's discretion, and the facia signs being lowered such that the distance from the top of the awning to the bottom of the sign is no greater than the height of the sign; and The future approval of the location of the Osco sign and the Theatre sign. Nowysz seconded the motion. Hawks stated that she feels that reducing the size of the sign and lowering the signs will add to the design of the building. Nagle stated that he does not have a problem with the size of the signs. The Chair asked Holland and Castle if they found the conditions acceptable. Each replied that they did find the conditions acceptable. The motion carried by a vote of 6-0-2 Swan and Foomer abstaining. (Note: Swan and Footnor did not note that they had abstained until after the end of the meeting.) DISCUSSION OF THE PROPOSED DESIGN REVIEW OVERLAY (ODR) ZONE ACTIVITIES Haynes left at 4:45. Presentations to Organizations. Swan reported on the most recent presentations. She said that the Apartment Owner's Association had some resistance to the idea of design review, but she hoped through more education they would come around. The major point they had was that if the city wants to review the design of projects, that the city should give something in return, such as tax abatement. Public Forum with Downtown Business and Property Owners. Hawks reported on plans for the public forum. Swan, Haynes, and Hawks are working on this forum which is to be held on Tuesday, January 23, 1995, at 1:00 p.m., in Public Library. Design Awards, Schoon reviewed the award programs documents. Schoon reviewed the proposed list of nominated projects which the subcommittee developed. Based on Schoon's comments, the Committee discussed whether to include the Uncommon Grounds sign on the list, Schoon stated that because of sign's violation of the sign ordinance, he would encourage the Committee not to include it on their list. Swan and Hawks each stated that they agreed. Footnor stated that she felt the sign should be nominated if it is of a good design. Schoon stated that the sign is not the design approved by the Committee, and for that reason alone the Committee should not nominate a sign that does not comply with its approved design. Design Review Committee December 18, 1995 Page 4 In response to a question, Schoon stated that the Council directed the Department of Housing and Inspection Services to suspend its efforts at correcting the sign violation. A general consensus appeared that the sign should be removed from the nomination list. Foother stated that a member of the public could still nominate the sign. UPDATES Burlington and Gilbert Streets Intersection Improvements, Schoon stated that staff is still working with the DOT regarding the concrete pavers in the sidewalks. Schoon passed around examples of the concrete pavers and the herringbone paver shape that staff is proposing to use in order to address some of the DOT's concerns. Near Southside Design Plan. Hawks reported that the Near Southside Design Plan was adopted by Council, and that staff will be recommending that the money be budgeted for some of the improvements. However, it will be up to the new council to begin implementing the plan. Foother left the meeting at 5:15 p.m. Time and Temperature Signs. Hawks reported that the Council received no comments at its public hearing on time and temperature signs. She stated that the Council will be voting on the proposed ordinance on Tuesday night of this week. CONSIDERATION OF THE MINUTES OF THE NOVEMBER 20, 1995, MEETING Swan moved approval of the minutes with correction of adding Gary Nagle's name to the present list. Nagle seconded. Motion passed by a vote of 6-0. PUBLIC DISCUSSION There was none. COMMITTEE DISCUSSION Swan stated that the Plaza Task Force will not meet until after the first of the year, Schoon noted that this was Hawks' last full meeting as chair. Schoon thanked her for all of her work. The Committee will hold the election of officers at its January meeting. In response to Nagle's question, Schoon stated that the Committee will appoint members to the banner committee at the next Committee meeting. ADJOURNMENT Hawks adjourned the meeting at 5:20 p.m. Minutes submitted by David Schoon MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION THURSDAY, DECEMBER 14, 1995 - 6:30 P.M. CIVIC CENTER - LOBBY CONFERENCE ROOM MEMBERS PRESENT: Ann Donovan, Charlie Eastham, Jim Harris, Linda Murray, Christina Randall, Gretchen Schmuch, Elizabeth Swenson MEMBERS ABSENT: John Falb, Tim Ruxton STAFF PRESENT: Steve Long, Steve Nasby, Marianne Milkman, Pain Barnes, Jeff Hadrig 'OTHERS PRESENT: Lynn Detweiler, Theresa Kopatich, Pat Jordan CALL TO ORDER AND CONSIDERATION OF THE NOVEMBER 9, 1995, MINUTES. Chairperson Murray called the meeting to order at 6:33 p.m. .MOTION: Eastham moved to approve the minutes ofthe November 9, 1995, as amended. Donovan seconded, Page four, vote on the motion for site acquisition and site development funds, should read, the motion carried on a vote of 7-0-2, with Eastham and Donoran abstaining. Change the adjournment mover and seconder to Falb and Murray, respectively. Page three, last paragraph, first sentence, Murray asked that the "must" be changed to may. The motion carried on a vote of 7-0, PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA. Eastham asked that staff look into the property listed for sale that is located along Highway 1 West, north of Walmart, as a possible site for the development of affordable housing since the site is currently zoned RM-44. Staff said they would research the site and report back to the Commission. Murray noted that the River City Co-op will be holding an open house at 200 S. Summit Street, on January 17, 1996, from 4:30-6:30 p.m.. Murray felt the Commission should keep this type of organization in mind for a Community Development Week Award because they provide affordable housing opportunities for the community. Milkman said a 2nd edition of the CITY STEPS will include corrections and amendments to the Plan. She added that the second-year (FY97) Action Plan will be included once the CDBG/HOME allocation process is completed and approved by Council. Milkman passed out results of the cable television, Channel 4, survey concerning the CITY STEPS priorities. She said the survey was not scientific, by any means, but the results were interesting. Housing and Community Development Comrr~sion December 14, 1995 Page 2 Milkman suggested that the Commission move its next meeting to January 4, from January 11, 1996. Milkman noted that the Commission will discuss the reallocation of some FY95 HOME and CDBG funds at that meeting. These reallocations are necessary to get the funds committed and\or expended in a timely fashion. Swenson said she had recently spoken with Tom Scott, Chair of the Planning and Zoning Commission. Scott told Swenson that the Planning and Zoning Commission shares HCDC's frustration on how to handle low-income housing projects. Swenson thought that a joint meeting between Planning and Zoning and HCDC could be beneficial to both Commissions. Swenson and Doricvan volunteered to coordinate the development of an agenda with two individuals from the Planning and Zoning Commission. Swenson said that if any HCDC members had suggestions they could forward them to her or Donovan. COUNCIL UPDATE. Murray reviewed vacancies on various boards and commissions. The Commission discussed the benefits of having a Council update and was in consensus that the Council update could be eliminated from the meeting agenda; terms of interest would be brought up under Other Business. PRESENTATION ON IOWA CITY'S HOUSING REHABILITATION PROGRAM. Pain Barnes, Housing Rehabilitation Officer, said the Housing Rehabilitation Program essentially has a two-fold purpose. One, to assist low-income homeowners in maintaining and retaining their homes; and second, to preserve the older housing stock of the city. Barnes displayed a map that depicts how many units the program has assisted since its initiation in 1978. Barnes bdefiy explained the vadous programs operated by the Housing Rehabilitation office (Comprehensive Rehab, Residential Accessibility, Emergency Repair, Mobile Home Repair, Exterior Repair, and Small Business Assistance). Barnes distributed graphs that showed the number of households on the waiting list by type of assistance being requested and household income. In another handout, Barnes explained to the Commission that the Housing Rehabilitation program mainly provides loans and the majority of funds come back to the program for re-use. Barnes noted that the Housing Rehabilitation Program is the only program that receives CDBG funding for home owners. She said that lending institutions will typically not provide low income home owners a loan because their income is too low to repay a note, or the property is in poor condition. The Housing Rehab Program is a last resort for many individuals to provide these types of services. The Commission asked several questions for clarification. Barnes said she would be more than happy to arrange a tour and/or explain the program in greater detail, to anyone who is interested. DISCUSSION ON THE HOUSING FOR WORKING SINGLES PROJECT. Milkman introduced Lynn Detweiler, Theresa Kopatich, and Pat Jordan who were present to answer questions regarding the project. Milkman also noted that the name of the project is Housing and Community Development CorntaB,sion December 14, 1995 Page 3 under review because the word "singles" indicates madtal status, and the name would have to be changed. Milkman said the request for this project is for $125,000 in FY95 CDBG\HOME funds for the acquisition of a 9-unit rooming house. She could not give the location because negotiations for the purchase are still underway. The $125,000 is to be exchanged for a reduction on rent on all nine units. In addition, five of the units would be targeted to very low income persons who will pay a minimum rent or 30% of their income. The minimum rent has not been set but will be established prior to an agreement being signed. All of the units will be affordable for a 15 year pedod. Nasby noted that this breaks down to an average $139 per month subsidy for each unit and this $139/month subsidy is less than one-half of the average Section 8 subsidy which is $308/month. Staff hopes the facility would be open by March. Milkman said that supportive services are an important part of the project and some additional funding will be needed, which is to be discussed at a future meeting. Milkman added that although all nine units will be at or below Fair Market Rent, five units will be set aside for transitional type housing. Milkman said staff had selected only five units for the project, since there has not been a whole lot of experience in this area and the City would like to see how these units work before expanding. Milkman noted that D&K Properties will own and manage the facility. She said that D&K has some experience in this area since they own a similar 13-room facility in town. One of the owners, Theresa Kopatich, is also a Social Worker for the Emergency Housing Project, and heads up EHP's Eady Bird Program. Milkman said Kopatich is very familiar with homeless individuals and handles situations closely related to those needed in the current project on a regular basis. Milkman said that because Kopatich, and D&K Properties, are experienced managers staff is confident in their ability to undertake this project. In response to a question, Milkman said that staff will monitor the site and income verifications will be turned into the City. Eastham asked that the record note that there is already the 13-unit facility for this type of housing in the city. He added that should this request be granted, he does not feel 15 years for a rent restriction would be sufficient. Eastham felt the facility should be guaranteed to be for low income housing for the life of the building. Milkman said she feels it would be very difficult to locate any pdvate investor if this were the case. Kopatich explained her background and experiences with the Van Buren Street facility and the Emergency Housing Program. The Commission inquired about D&K's ability to manage the facility and whether they were planning on an on-site manager. Kopatich said she would not have an office on-site but would probably stop in everyday. She noted that all tenants, collectively, are responsible for general household duties. Milkman said the $125,000 request does not provide for support services for the tenants of the facility. Milkman said staff will have a better idea of funding sources and issues by the January meeting of the Commission. The Commission's general consensus was favorable towards the project. They requested additional income and expenditure information for the next meeting. Housing and Community Development Comrn~sion December 14, 1995 Page 4 REVIEW AND COMMENT ON FY95 COMPREHENSIVE HOUSING AFFORDABILITY STRATEGY (CHAS) AND FY95 HOME ANNUAL PERFORMANCE REPORTS. Nasby noted Council held a public hearing on this item on November 5, 1995, at which time there were no public comments and this item continued to be open for public comment until November 22, 1995. There was question as to the definition of a Community Land Trust. FY97 CDBG/HOME ALLOCATION PROCESS DISCUSSION. Milkman described the FY97 Action Plan (for CITY STEPS) time line, dated October 30, 1995. Milkman suggested the Commission members urge organizations to consider submitting applications for funding for projects they would like to see accomplished. Milkman wished to know whether the Commission would like to place "funding targets" for vadous categories, such as housing, economic development, etc. Milkman noted that the Council had briefly discussed this and asked that should targets be utilized, that these targets be flexible. Eastham said he would be concerned about encouraging superfluous applications if it is seen that a significant pot of money is available under a certain category, if there is little competition for those funds. Several members responded that generally each project is judged on its medt and would not be awarded funds only because there were funds available in a particular pot. REVIEW AND DISCUSSION OF FY97 CDBG/HOME APPLICATION FORMS. Eastham asked that a question be added to both applications that provides for a summary of the project and it should be included on the front page. Another member noted that the space for an answer to question 7, on the non-housing application, is too large and should be scaled down. Confusion was also noted over the meaning of question 9 on the housing application. Nasby said this question, regarding land acquisition projects, is basically asking whether site control can be attained and the funds committed within 12-18 months. Site control means that a purchase agreement had been attained and the site is properly zoned. Nasby said this was brought about due to the recent history of projects that involve both land acquisition and new construction. Eastham noted that limiting applications to land acquisition or construction could delay projects. Discussion on this question continued, and a member said that if having site control is determined to be a barrier for some projects (because of the infrequency of the funding process) the Commission may want to consider a twice-a-year allocation process The Commission asked that a "preferences" statement be added to the application packet so that projects with site control will get a preference for funding. Murray said that since many applicants submit a financial proforma, she would find a bdef instruction on proforma reading useful and may be it could be done at the January meeting. In regards to the rating sheets, the Commission felt some cdteria are needed to support the funding decisions made by the Commission, therefore. the rating sheets should be kept. The current rating system, as opposed to a stdct point system, is subjective and in no way dictates the percentage of funding necessary for each project. The Commission even considered that Housing and Community Development Comm~sion December 14, 1995 Page 5 the cdteda for the rating sheet be expanded in the future. HOUSING AUTHORITY STATISTICS. Nasby noted the statistics were included in the member packets. Eastham requested that the Housing Authority stats be reviewed on a quarterly basis, rather than monthly. The Commission found this request agreeable. Eastham also noted that there was a memo regarding PHA operations available and that the Commission should be given copies. Nasby said that he would send it in the next packet. In addition, Nasby noted that the mortgage for HACAP on the Broadway Apartments, should close on December 15, 1995. MONITORING REPORTS: .Eldedy Services Aclency: Small Repair Pro.qram. Schmuch said 27 households have been served this year-to-date, which is ahead of schedule. Domestic Violence Intervention Proclram: Furniture Project. Randall said the project currently serves only priority households, primarily those who have left emergency shelters. Randall said that there is an agreement with Budget Appliance, where Budget Appliance will pick up used appliances that are donated, sell the items and give the funds to DVIP. Mavor's Youth Employment Proclram: Popcorn Cart. No report. LIFE Skills: Housin.q Coordinator, No report. ADJOURNMENT. MOTION: Eastham moved to adjourn the meeting at 9:30 p.m. Randall seconded. The motion carried or] a vote of 7-0. ppdcdt)g~.nms'~ 12.14 m~ MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION THURSDAY, JANUARY 4, 1996 -6:30 P.M. CIVIC CENTER - LOBBY CONFERENCE ROOM MEMBERS PRESENT: Ann Donovan, Charlie Eastham, Jim Harris, Linda Murray, Christina Randall, Elizabeth Swenson MEMBERS ABSENT: John Falb, Tim Ruxton, Gretchen Schmuch STAFF PRESENT: Doug Boothroy, Steve Long, Steve Nasby, Madanne Milkman, Jeff Hadng OTHERS PRESENT: Lynn Detweiller, Maryann Dennis, Pat Jordan, Lori Higgins RECOMMENDATIONS TO COUNCIL: 1. Recommend approval, on a vote of 5-0, with Swenson absent, the allocation of $125,000 in FY95, HOME & CDBG funds for the Single Room Occupancy (SRO) Housing for Working Pemons Living Alone project. 2. Recommend approval, on a vote of 5-0, with Swenson absent, the allocation of $2,000 in FY95 CDBG funds for supportive services for the SRO Housing for Working Persons Living Alone project. 3. Recommend approval, on a vote of 5-0-1, with Eastham abstaining, the allocation of $40,000 in FY95 HOME funds to the Greater Iowa City Housing Fellowship for assistance in property acquisition. 4. Recommend approval, on a vote of 5-0-1, with Eastham abstaining, the allocation of $25,000 in FY95 HOME funds and $10,000 in FY96 HOME funds to the Greater Iowa City Housing Fellowship for CHDO operating funds. 5. Recommend approval, on a vote of 5-1, with Eastham voting no, the allocation of $10,000 in FY96 HOME funds to the Hawkeye Area Community Action Program for CHDO operating funds. CALL TO ORDER AND CONSIDERATION OF THE DECEMBER 14, 1995, MINUTES: Chairperson Murray called the meeting to order at 6:33 p.m. Nasby said that the minutes from the December 14, 1995, meeting were not yet available and the Commission would get them for approval at a future meeting. PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA: Murray asked that Commission members update, if needed, their addresses and phone numbers for the City's Board and Commission Directory. Housing & Community Development Commission January 12, 1996 Page 2 PUBLIC HOUSING UPDATE: Doug Boothroy, Director of Housing and Inspection Services, reviewed the status of public housing activities. Boothroy said the VVhispering Meadows project is progressing on schedule and he also reminded the Commission that they had allocated CDBG funds last year for landscaping projects at Whispering Meadows, Shamrock Place, and Broadway Apartments. The Shamrock Place and Broadway Apartments projects have been completed, and the Whispering Meadows project is progressing, with planting of the trees to occur in the spdng. Boothroy said that the Broadway Apartments were sold in mid-December to HACAP for its transitional housing program. Eastham asked Boothroy to explain the particulars of the financial transaction. Boothroy said a plan to finance the replacement of the Broadway units has not yet been discussed by Council, and probably will not, until the new Council is brought up to speed on the issue. Boothroy said a Housing Administrator position is being advertised until January 26, 1996. Boothroy said one of the issues the Housing Administrator will examine is the public housing replacement plan, and the utilization of the funds received from the sale. Boothroy noted that the terms of the sale will be fully examined and agreed to by HUD. Eastham said he intends to press to see that the Broadway Apartment units are replaced by other affordable housing units. Boothroy said he would prefer to look into this after the Housing Administrator has been hired. Boothroy passed out a portion of a memorandum from the City Manager concerning a Council discussion that had occurred on November 21, 1995. The discussion concerned departmental efficiency and budgeting for the public housing authority. Boothroy said these discussions had arisen pdmadly as a result of a budgetary shortfall of nearly $250,000 in the last fiscal year. The memorandum also discussed some procedural changes to improve efficiency, as well as information regarding waiting lists, case distribution, and material needs. Eastham asked whether Boothroy could provide an indication of the budgetary shortfall for this fiscal year. Boothroy said he is projecting anywhere from 0 to a $20,000-25,000 shortfall, although he expects to receive performance funds after year-end that would make up some of the shortfall. DISCUSSION AND RECOMMENDATION ON THE PROPOSAL FOR SRO HOUSING FOR WORKING PERSONS LIVING ALONE: Nasby reminded the Commission that this item was briefly discussed at the last meeting. This is a request for an allocation of $125,000 in FY95 HOME and FY95 CDBG funds ($85,000 HOME, $40,000 CDBG) to assist in the acquisition of a site to operate the Single Room Occupancy (SRO) Housing for Working Persons Living Alone project. Nasby noted the memorandum on the subject in the Commission member packets. Nasby also noted the two versions of a projected proforma on this item as requested by the Commission. Nasby asked the Commission to refer to and review proforma number two. Nasby said many of the pementages are based largely on figures attained by D&K Properties, the proposed owners and managers of the project. Nasby said, if the expenses are accurate, a net loss of approximately $4,000 is projected after the first year, however, several factors may negate this loss. For instance, D&K Properties will be handling the maintenance, management and snow removal. Nasby noted that the loss would be much greater should the HOME contribution not be factored m. Housing & Community Development Commission January 12, 1996 Page 3 Lynn Detweiller, co-owner of D&K Properties, said he is looking at the project as a long-term investment. Detweiller hopes the investment will pay off by the time he retires. Eastham asked whether he can attain a commitment on the proposed 15-year mortgage. Detweiller said he has attained a firm commitment from a local lending institution. Eastham asked if staff is comfortable with the projections. Milkman said staff is faintly uncomfortable due the negative cash flow; however, because D&K Properties is comfortable operating in this fashion, staff feels more at ease. MOTION: Harris moved to recommend to Council the allocation of $125,000 in FY95, HOME & CDBG funds for the SRO Housing for Working Persons Living Alone project. Randall seconded. The motion carried on a vote of 5-0, with Swenson absent. Long said now that the Commission has recommended the project, supportive services for the facility should be considered. Long said this proposal will extend the Emergency Housing Project's, Early Bird Program services to this site, from approximately Mamh 1, 1996, until June 30, 1996. Long briefly explained the services provided by the Early Bird Program. Long noted that vadous area social service providers met about two weeks ago to facilitate central administration and continued funding for services to the site after June 30, 1996. Pat Jordan, Director of the Emergency Housing Project, described the staffing needs to provide the necessary services to the site. Basically, because only five units are being considered, Jordan said she does not project any staffing difficulties. Milkman wished to note that staff considers this venture a pilot project and is quite comfortable starting with only five units. MOTION: Eastham moved to recommend to Council the allocation of $2,000 in FY95, CDBG funds for supportive services for the SRO Housing for Working Persons Living Alone project. Randall seconded. The motion carried on a vote of 5-0, with Swenson absent. (Swenson arrived at 7:07 p.m.) DISCUSSION OF FY95 AND FY96 CDBG AND HOME BUDGET AMENDMENTS: Community Housin¢l Development Orclanization (CHDO) Housinq Proiect Review and Recommendation. Eastham noted he will be abstaining from discussion and votes on this item. Nasby referred the Commission to the memorandum, dated December 29, 1995. Nasby said several budget amendments must be made in order to reallocate these funds; however, the formal budget amendments would be made at a future meeting. The HOME program dictates that the City must set-aside 15 percent of the total HOME allocation towards CHDOs. HUD requires that the FY95 funds be committed by May 1, 1996. Fifteen percent of the FY95 HOME funds is $75,000. To date, $35,000 of these FY95 funds have been expended by HACAP, leaving another $40,000 that must be allocated to a CHDO. Staff asked HACAP and the Greater Iowa City Housing Fellowship (GICHF), the City's two CHDOs, to submit proposals for these remaining funds. Maryann Dennis, Administrator for the GICHF, presented GICHF's proposal. Dennis said she has attained signed purchase agreements for two properties. Dennis passed around a letter from First National Bank which states FNB's commitment in providing Housing & Community Development Commission January 12,1996 Page 4 the necessary financing for the acquisition of these sites. Dennis said the properties consist of a two bedroom condominium on Benton Drive, and a four bedroom house on Dover Street. MOTION: Swenson moved to recommend the allocation of $40,000 in FY95 HOME funds to the Greater Iowa City Housing Fellowship for assistance in property acquisition. Harris seconded. The motion carried on a vote of 5-0-1. with Eastham abstaining. CHDO Operating Funds Review and Recommendation. Nasby said, in addition to the housing funds, requests from the two CHDOs were received for operational funding. Nasby said that funding souroes for CHDOs can be erratic depending on the status of various projects and the number of units managed by the CHDO and the HOME regulations allow cities to use some of the funds to assist with operational expenses and capacity building. Dennis presented GICHF's request for $39,500 in operating funds. Dennis said that as the number of units acquired increases, the need for external operational funding will decrease. However, Dennis said in order to be a self-supporting CHDO, between 80 and 100 units will be required; GICHF currently owns 18 units. Dennis said that despite what she feels has been significant effort, measures to become self-sufficient have been significantly delayed over the last two years which is why they need these operational funds. Lori Higgins presented HACAP's request for$22,971 in operational funds. Higgins said HACAP appreciated the $35,000 HOME grant received for the two transitional housing mobile homes, but noted that the major HUD grant that contributes to that project has not yet been renewed by the federal government due to the budget cdsis. Higgins said part of this request would assist in covedng the lot rent payments for these two units. Higgins noted that HACAP had also recently acquired 18 units in the Broadway Apartment complex. Higgins said HACAP did not expect, however, that these units would be virtually vacant when they were acquired. As a result, HACAP is rapidly filling these units with new tenants, many of which do not come from HACAP' transitional housing program. Higgins said many of these individuals are new to the program and will need a lot of up front counseling. As a result of this extra counseling, HACAP is requesting these operational funds to make the current half-time counselor position, full- time, st least for the coming year. Swenson noted concern about the possibility of undermining the goals of the transitional housing program if applicants are inadequately screened, just for the sake of placing a tenant in these units. Higgins said she understands this concern, but feels the two step application program used by HACAP makes the applicants fully aware of the program requirements. Swenson also noted concern that the counselor would not be living on- site. Higgins said that they may consider utilizing an on-site resident manager that may collect rent, etc., but also noted that the local office of the program, including her own office and that of the counselor, will temporarily be located in one of the Broadway units. Higgins said, in roughly six months, this office is to be moved and relocated somewhere in the vicinity. Housing & Community Development Commission January 12, 1996 Page 5 Eastham noted that lot rent expenses are not eligible operating expenses and should not be included in the request. Staff agreed that lot rent is not an operating expense. After reconsideration of the how the Conflict of Interest rules apply to this vote, Eastham decided he will be abstaining from the vote concerning the GICHF. MOTION: Swenson moved to recommend the allocation of $35,000 In HOME funds to the Greater Iowa City Housing Fellowship for operating expenses. Randall seconded. Swenson said although she sympathizes with both programs and would like to equally fund both, she feels it is also critical that the GICHF succeed and she does not feel as comfortable with the HACAP proposal. Swenson reiterated her concem about inadequate screening of the participants apparently being recruited for the pregrem since proper screening is the key to success. The motion carried on a vote of 5-0-1, with Eastham abstaininn. MOTION: Swenson moved to recommend the allocation of $'10,000 in HOME funds to the Hawkeye Area Community Action Program for operating expenses. Donovan seconded. Eastham said he does not feel the HACAP request would be an appropriate use of HOME operating funds and he intends to vote no this item to emphasize that point. The motion carried on a vote of 5-1, with Eastham votinq no. REVIEW AND APPROVAL OF THE CDBG\HOME APPLICATION FORMS: Non-Housing Application Form. Long reviewed the changes made to the application form, many of which were recommended last month by the Commission. The Commission had no further comments at this time MOTION: Swenson moved to approve the revised non-housing application form presented at tonight's meeting. Harris seconded. The motion carried on a vote of 6-0. Housing Application Form. Long reviewed the changes made to the application form, many of which were recommended last month by the Commission. Milkman pointed out that until October 1, 1995, the City was not required to provide a HOME match, but now the City must provide a 25% match for all HOME projects. Milkman said the City is committed to providing this match. However, a problem adses when a project is requesting HOME funds from the State because the State requires that the City is responsible for all of the match. Milkman said although staff has been and will continue to lobby against this requirement, the Commission should keep this in mind as it will be very difficult for the City to meet this requirement. Milkman also noted that in the past the City had put together an application package for administrative funds. Milkman said this year staff would like to present an outline showing the breakdown of CDBG, HOME and City funds, directly to the Commission Housing & Community Development Commission January 12, 1996 Page 6 and not do an application. This request was approved by a consensus of the Commission. MOTION: Swenson moved to approve the revised housing application form as presented. Harris seconded. The motion carried on a vote of 6-0, 1996 CRITERIA FOR CDBG\HOME ALLOCATIONS: Milkman reminded the Commission that last year two separate cdteria ranking sheets were used. Eastham said although he would prefer to have separate criteda rating sheets, and although he would like to look into some possible revisions of the cdteda forms, he can accept using the forms that were used last year. 'l:he Commission agreed and felt that after the allocation process, a subcommittee should be formed to discuss the possibility of revising, and maybe expanding, the criteria forms. The Commission did wish to see some small revisions made to the existing forms. A statement concerning the expenditure of funds within 12 months is to be added to the non-housing cdteda form. Regarding the question of whether the Commission would like to continue utilizing the criteda forms, the Commission felt the cdteria forms are useful in that they help to determine the feasibility of a project, and tend to add some credibility to their decisions. Murray urged the Commission members to fill out their criteda forms before arriving to the March meeting, as the forms are submitted and immediately tallied at the beginning of the meeting. OTHER 1. 2 BUSINESS: Date for an extra meetinq. The Commission decided to schedule a special meeting for January 18, 1996, at 8:00 a.m.. Items to be covered may include: proforma training; a proposed affordable rental housing project; and, a status review of the Johnson County Adult Day Program. CD Week (April 1-7). Milkman announced that Community Development Week is Apdl 1-7, 1996. This will be our chance to highlight Community Development projects in Iowa City. Memorandum reqardin.q the Ruppert tract. Nasby reviewed the memo regarding the RM-44 tract of land for sale by the Ruppert family as requested by the Commission. Joint meetinq with the Plannin(~ and Zonin.q Commission. Swenson noted that the Planning and Zoning Commission would like to meet with HCDC on February 12, 1996, at 7:30 p.m.. Commission members were asked to check their schedules and get back to her at the January 18 meeting. MONITORING REPORTS: 1. LIFE Skills: Housinc~ Coordinator. This item was deferred until next month. Housing & Community Development Commission January 12, 1996 Page 7 2. Mayor's Youth Em131ovment Proqram: Popcorn Cart. No report. ADJOURNMENT: MOTION: Eastham moved to adjourn the meeting at 9:30 p,m, Randall seconded, The motion carried on a vote of 6-0, Minutes submitted by Jeff Hadng, ppdc~bg~ins~cdl ukmin